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Mayor Pelkey called the meeting to order at approximately 4:35 p.m.
Members Present
Diane Behler, Board of Education
Matthew Galligan, Town Manager
Michael Gantick, Director of Public Works
Patrick Hankard, Dir. of Facility Services, Board of Education
Donna McKenty, Business Manager, Board of Education
John Pelkey, Mayor, Town Council (Chairperson)
Janice Snyder, Board of Education (Vice Chairperson)
Members Absent
Kathy Hale, Town Council
Dr. Robert Kozaczka, Superintendent of Schools
Lisa Maneeley, Chair, Board of Education
Kevin McCann, Town Council
Guests Present
Ray Favreau, Director of Recreation
Dr. Kate Carter, Assistant Superintendant, Board of Education
Scott Roberts, Director of Information Technology
- Approval of Minutes of Previous Meeting
Ms. Janice Snyder made a motion to approve the March 24, 2010 and April 21, 2010 Minutes; Town Manager Galligan seconded that motion; and it was approved unanimously with one abstention made by Ms. Diane Behler.
Procedures for Town Council Presentations
The Mayor stated that the Council has been asking more questions about Capital Projects than in the past. He said that if this is going to be the new practice, maybe there is a better way to present recommendations to the Council.
The Town Manager explained that he would like to be able to bring a few project ideas to the Council months before the budget is adopted so all questions can be answered. He would rather not have the Capital and Nonrecurring because it puts projects behind schedule. He distributed copies of the Council Resolution that was passed on April 20, 1998 regarding the adoption of a Capital Budgeting Policy, which is attached as Exhibit A. Copies will also be provided to the Town Council. He stated that it is very clear that the Committee is suppose to decide on the projects, report to the Council, and if the Council doesn’t like a project they can reconvene, switch them around, and talk about. He doesn’t want the Committee to work hard every month and then everything gets changed around. The
Committee’s report should be accepted and that is not how it is being done.
Ms. Snyder suggested that since the Committee only meets once a month, that maybe the Council should be invited to attend so that they can hear the presentations given by staff.
The Mayor explained how some people want to see more detail, which can be placed on the Capital Projects web page.
The Town Manager gave an example of this being the same as him giving approval to the Director of Public Works to do a road then coming back and telling him to explain the process. He explained that everyone should trust the professionals with what they are doing. He doesn’t understand why this isn’t done here. Everyone on the Committee has worked hard and now everyone is being second guessed.
There was a brief discussion about the Town Council Public Hearings. Because there are 5 Public Hearings that night, the presentations will be available if they are needed.
With regard to the Computer Improvement Program, the Mayor stated how it would be helpful to receive the Board of Education’s slide that provides a breakdown of how many units, the cost per unit, the model number, and what the accessories are. There was discussion concerning the contracts and pricing that may expire before the item is purchased.
The Committee discussed having a written procedure for presenting to the Town Council. The Town Manager suggested that by November the Capital Projects Committee will provide the Town Council with a list of projects for them to consider. There will be a joint meeting between the Council and Capital Projects Committee, where appropriate staff will present the projects.
Vice Chairperson Snyder made a motion for the Chairperson and Town Manager to draft a formal procedure explaining how Capital Projects will be handled; Town Manager Galligan seconded that motion; and all were in favor.
Vice Chairperson Snyder asked Dr. Kate Carter to ensure that there is administrative or employee representation at the Town Council Public Hearings to answer any questions.
Mr. Hankard asked for reassurance that all that is required is for the net result of the projects to be within budget. His concern is that if a project comes in above what the Council appropriated, there is not time to go back to the Council for the additional funding. This matter was discussed amongst the Committee.
There was discussion clarifying the prior reallocation of the Ellsworth School Painting to Road Resurfacing.
The Committee discussed what should be put on the website and the need for a disclaimer.
5. New Business
NONE
6. Old Business
Mr. Favreau was asked if he had anything to report. He stated that he does not, other than to inform the Committee that the Park & Recreation Commission will be having a Public Hearing in July.
7. Adjournment
Mr. Hankard made a motion to adjourn at approximately 5:25 pm; Mr. Hankard seconded that motion; and the motion was approved with one opposition made by Mr. Gantick.
Respectfully submitted,
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Vanessa Perry
Recording Secretary
Attachments:
Exhibit A
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