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Nolensville staff to draft resolution formalizing project approval process for advisory committees
Summary
Board heard a staff-drafted flowchart outlining how advisory boards should propose projects, secure procurement, and request budget amendments; commissioners asked for a resolution to codify the process and training for committee members.
Town staff presented a proposed flowchart for how advisory boards and committees should submit projects, pursue grants and procure services, and coordinate with staff and the Board of Commissioners.
Staff described the process as beginning with committees' annual work plans and advancing through staff collaboration on grant submissions, procurement (RFP/RFQ/invitation to bid), and, when necessary, budget amendments. "Staff really needs to be the tip of the spear in terms of that procedure and that process," the presenter said, adding that committees do not hold procurement authority and that following procurement rules would avoid audit findings.
Commissioners supported adopting the procedure as a resolution rather than an ordinance to preserve flexibility. Several commissioners and committee chairs asked for training so committee members understand limits of authority and who to contact in town staff. "I would like to see some sort of training... where they know who to contact," one commissioner said, describing past frustration when committee members did not understand the municipal process.
Staff said it will return a resolution for consideration in September and plans to present the process to each advisory committee. The goal is to make committee requests part of the budget cycle where possible, with committees submitting project requests by mid-January to be considered during annual strategic planning.
No formal vote was taken at the workshop; commissioners asked staff to prepare a resolution for the regular meeting.
