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Crossville group adopts purchasing policy, agrees to hire outside bookkeeper and approves March invoices
Summary
At a Crossville meeting, attendees adopted a purchasing policy aligned with existing city practice, authorized the search to hire an external bookkeeper for separate financial records, and approved payment of March invoices by voice vote.
A Crossville governing group met on a date not specified and adopted a purchasing policy, authorized hiring an outside bookkeeper and approved payment of March invoices, members said.
The new purchasing policy was described at the meeting as largely boilerplate consistent with the city's existing policy and was approved by a voice vote after a motion and second. Meeting participants said the policy can be amended in the future if needed.
Members also voted to move forward with hiring an external bookkeeper so bookkeeping for the project can be kept separate from the city's financial system. Participants discussed soliciting candidates and asking for comparable estimates and references before selecting a provider. The group agreed the bookkeeper would also be asked to track estimated versus actual construction expenses.
The meeting approved payment of invoices for March after a motion, second and voice vote. Participants were asked to review the emailed invoices for questions before the vote.
Attorney Randy reported he had been in touch with Norfolk Southern about Poe's Trail and was trying to reach the person who could authorize work and provide cost figures. A finance staff member said auditors recommended handling the group's audit work separately in a way that would likely cost about $5,000 a year; that arrangement was described as a potential administrative convenience requested by the comptroller.
Votes at a glance: - Approval of minutes from prior meeting: motioned, seconded, approved by voice vote (tally not specified). - Adoption of purchasing policy: motioned, seconded, approved by voice vote (tally not specified). - Authorization to pursue hiring an outside bookkeeper: motioned, seconded, approved by voice vote (tally not specified). - Approval of March invoices for payment: motioned, seconded, approved by voice vote (tally not specified).
Members said the items discussed will return with more detail at the next meeting, including bookkeeping proposals and any vendor estimates.
