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Advisory CIP committee advances draft project-proposal form to standardize departmental requests
Summary
The Advisory Capital Improvement Plan committee reviewed a business-style project-proposal template intended to standardize CRF/ETF requests, require annual maintenance estimates, and improve transparency; staff will circulate a cover letter and the draft to department heads for comment.
The Advisory Capital Improvement Plan Committee on May 21 reviewed a draft project-proposal form designed to make departmental requests read like business proposals and to surface maintenance and funding details for voters and staff. The chair asked the presenter to walk the group through the template; committee members then discussed content and distribution.
The template presented lists department, deliverable name, total project expense, project lifetime, CRF/ETF target, year‑to‑date CRF balance, the 2026 expense request, and an annual maintenance‑cost line. The presenter said the form also asks whether a request is new or continuing, requests a justification and an implementation plan, and calls for a historical accounting of CRF activity and prior expenditures. "I wanted it to look a bit more like a business proposal because that's technically what we're asking for from them," the presenter said while walking members through the fields.
Committee members emphasized adding annual maintenance estimates so voters and staff can see both the upfront cost and ongoing obligations. A committee member argued that the form will force departments to record institutional knowledge and justify requests: "When they come in to the meeting, if this is filled out, the work's done," the member said, adding that the form will let the public see what was spent in prior years and what is being requested now.
On process, members agreed one person would draft a short cover letter to accompany the form; the chair will route the letter through staff for distribution to department heads. The chair set an internal deadline for committee comments "by Tuesday" (date not specified) so staff can summarize responses and circulate a final draft to departments. The presenter said she would clean up spreadsheet formulas and provide a working workbook so form fields feed into a summary page for committee review.
No formal vote was taken on the template; the committee agreed to circulate the draft and gather department responses. The next steps are: staff will distribute the draft and cover letter, committee members will return comments by the stated internal deadline, and the committee will review any revisions at a future meeting.
