Explanation for the proposed changes to Chapter 62 – Special Project Committee

We respectfully request that the Board of Selectmen make the changes outlined below to Chapter 62, Special Project Committee of the Town Code.

We were asked to recommend establishing a standing committee to review all significant building improvements, alterations, additions, or constructions.

The intention is that this committee would receive and review all such requests, direct investigations into the feasibility of each request, create subcommittees for specific projects when needed, and provide opinions and recommendations to the Board of Selectmen.

In researching the best way of creating a standing Building Committee, we recognized that the Special Project Committee was already incorporated into the Town of Somers Code, Chapter 62.

The purpose of this committee is to receive direction from and report to the Board of Selectmen regarding needs for capital expenditures for public buildings or capital improvement projects in the Town of Somers. A committee of this type is more efficient than the many Ad-Hoc committees that have been formed for special projects in the last few years.

The Special Projects Committee has been inactive and has not met since the early 2000’s; however, the Board of Selectmen could reestablish it.

Instead of creating a new committee, we believe that this existing committee could serve the stated purpose above, with the following changes:

  1. Raise the CAPITAL EXPENDITURE amount from $10,000 to $50,000.
  2. Change the membership as follows:
    1. Remove the requirement that all members be electors of the town.
    2. Add one member from the Library Board.
    3. Add one member to be the Chief Financial Officer.
    4. Add one member to be the Director of Public Works.
    5. Remove the three at-large members, keeping the total membership at seven (7).

The reason for the requested changes is:

  • Raising the $10,000 limit of request to $50,000 allows the committee to focus on projects of a capital nature. Smaller requests are typically for repairs, which are part of annual operating and not larger capital projects.
    • One member from the Board of Selectmen,
    • One member from the Board of Finance,
    • One member from the Board of Education,
    • One member from the Library Board,
    • One member from the community who is skilled in the profession of building and construction.
    • One member who is the CFO,
    • One member who is the DPW Director.
      • Remove the requirement that all members be electors. This will allow two town officers, the Chief Financial Officer and the Director of Public Works, to serve as members by virtue of their positions. This is similar to the Emergency Preparedness Advisory Committee (EPAC), which includes, among its members, the Fire Chief, Resident Trooper, Superintendent of Schools, and Superintendent of Highways, all of whom are not town residents, but are members by virtue of their positions.
      • Add one member from the Library Board. In seeking membership and perspectives from several elected boards, we believe a member of the Library Board will provide this committee with perspective and be able to speak to any capital requests received from the Library.
      • Add one member who is the Chief Financial Officer (CFO). The benefit of having the CFO is that he has real-time knowledge of current and longer-term financial considerations and can advise the committee on the likely implications of any capital project recommended.
      • Add one member who is the Director of Public Works (DPW). The benefit of having the DPW Director is that he has knowledge of the current state of town facilities and can advise on the likely impacts of any capital projects on town facilities.
      • Remove the three at-large members. This will allow the committee to remain at seven (7) members. Seven-member committees have proven to be an optimal number, ensuring meetings are attended, and business can be conducted at every scheduled meeting. Committees with more members have had difficulty obtaining a quorum, as their members tend to be very active and have many demands on their time.

       

      If adopted, the newly reformed committee will have the following membership:

    The proposed committee would consist of five town residents (four elected officials and one community member) and two town officials.

    We believe the proposed committee's membership is best suited to serve Somers' long-term capital facility needs.

    Respectfully,

    Todd Rolland

    Director of Land Use and Public Works / Tree Warden

     

    Town of Somers

    600 Main Street

    Somers, CT 06071

    (860)763-8238 - Office

    trolland@somersct.gov