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09/19/2017 12:00 AMNow entering its third year, the Capital Improvement Program (CIP) Committee is getting down to work to update the program’s regulation to address some perceived errors and weaknesses in its processes. The committee met Sept. 18 to look over a draft of some proposed changes.
The annual capital needs of the town—which includes spending on things like fire and police vehicles or major building, field, or road maintenance—are compiled in the CIP and voted on in the budget referendum each year. The CIP program is designed to create one comprehensive planning document for all of the town and public school’s capital needs for the next five years and evaluate possible funding options. The CIP Committee is a subcommittee of the Board of Finance (BOF).
At the first CIP Committee meeting of the new fiscal year on July 19, committee members considered changing the rules so that town department requests are reviewed first by the entire Board of Selectmen (BOS) and not just the first selectman before being forwarded to the CIP Committee. Members also discussed the need for a formal process when a project listed in the CIP and approved by the voters changes scope after approval.
At the September meeting, committee members reviewed what they classified as manageable changes, such as a need to change the timeline and procedure for unexpended project balances, as well as more substantial suggested modifications to the process. Substantial modifications include language determining if the BOS should review all projects prior to the CIP Committee; if the committee or either the BOS or Board of Finance (BOF) can add projects to the CIP recommendation; who can change the scope of the project; and the need for concrete deadlines.
Some initial answers were easy to come by. The committee decided unused project balances will be returned to the original reserve fund and the BOS will review all projects submitted by department heads. However the debate over who can or cannot add projects to the program was lengthy.
CIP Committee Chair Jean Fitzgerald and CIP Committee member and Selectman Bruce Wilson went back and forth over who can or should have the authority to add in projects or review certain projects.
“We have had two projects that have been a concern and I just see so much value in having a committee that is made up equally of all the boards to review them,” Fitzgerald said. “I just don’t see where that threatens either the BOF or BOS.”
Wilson said if the CIP Committee can add or recommend projects back to the BOS, he was concerned about the potential of department heads or special interests going around the BOS to add projects into the CIP. Fitzgerald said while she thinks that scenario isn’t likely, having the CIP for situations like that provides protection for all involved.
“When people come [to ask for CIP finding], the danger is lobbying and, as you said, people are coming and whispering in your ear, so you send it back to a fair committee that represents everybody, you look at it again, and you say, ‘No, we were right’ or not,” she said. “We are really just a clearing house for everything.”
All of the regulations are still open to conversation and debate and will be brought up again at the board’s next meeting in October. However, while everything is still up for debate, Fitzgerald is adamant about the timeline.
“This is mine and I will fight to the death for it,” she said. “If the BOS] can’t get [funding proposals] to us by Nov. 1, my wording is very clear: By default, all department requests as originally submitted to the Finance Department shall be submitted to the committee...We cannot allow everything to be backed up the way it always is. Nov. 1 is the deadline.”