Process for Submitting Capital Expense (CapEx) to Administration

Charlestown Administration invites residents to submit proposals for items to be included in its annual budget for capital expenses. To avoid confusion such requests need to be submitted in a timely manner and in a procedure that reflects an appropriate consensus among the responsible parties for their prioritization. In order to receive consideration, the timeline for the submissions of proposals must be coordinated with the Administration’s and Board of Director’s annual budget construction process.

No later than March 31:
Proposals/requests from Council Committees sent to Finance Committee

Requests for items to be included should be discussed by the respective committees and prioritized by whatever means agreed upon by that committee. Staff liaisons to the committees serve as a resource for advice and for broad estimates of costs as may be requested. For best consideration prioritized requests should be limited to no more than five (5) items along with a brief rationale and, where possible, a “ball-park estimate” of cost for each.

No later than May 31:
Proposals/requests sent from Finance Committee to Charlestown Director of Finance.

The Finance Committee considers the recommendations and submits no more than 10 ranked-ordered items to the administration no later than May 31.  The chair of the Finance Committee will, in consultation with the Committee, determine the procedure for ranking the proposals.

November/December:
Finance Director will report back to Finance Committee which items were approved by Administration and Board of Directors for inclusion in the CapEx budget.

This process, when approved, should be included with Residents’ Council Policies and Procedures.