Editor’s Note: This op-ed was submitted by Howard Margules of Old Lyme. 

Our town’s major projects—Halls Road, Lymes’ Senior Center, Sewers, Shoreline Gateway, and Affordable Housing—are all vital to our town’s future economic viability. 

They also share something else in common: they have been “works in process” for quite a while, and all remain unfinished. It is important to point out that these projects have been ongoing across multiple administrations, regardless of which political party is in power; so this is not a partisan issue but one that crosses party lines. 

Why do these projects take so long to complete, and what can be done to expedite them?

Over the last ten years I have been involved, one way or another, in most of these projects. 

I am a current member of both the Halls Road Improvement Committee and the Planning Commission and the former Chair of the Economic Development Commission. Thinking back on my front-row experiences has led me to some observations on those questions and suggestions for improving timely project completion.

Relying on Volunteers

Our town is very fortunate to have a motivated, engaged volunteer corps staffing our town Boards, Committees and Commissions. I have worked with good people from both parties, and I have been generally impressed with the competence, knowledge and commitment they bring to the job. And, they are doing this work for “free.” 

But, there are issues with relying on volunteers. 

First, there is a town requirement that the Boards and Commissions be balanced politically. This occasionally leads to appointments made simply to fulfill the political balance requirement rather than appointing the most qualified individual.

Additionally, there have been instances where the Committee or Board Chair has had no input in the selection, or, objected to the appointment, but was overruled, even though the person appointed was not the best candidate. 

Second, our town relies almost solely on volunteers to address some very complex projects which often require specific expertise and knowledge that may be absent in our volunteers. 

Additionally, most Boards and Commissions only meet once per month, which is acceptable for routine issues but inadequate for addressing major complex projects. 

Finally, it is also difficult to put too much pressure or expectations on volunteers since they can always elect to just bow out. Relying almost totally on volunteers makes it hard for the town to complete major projects successfully in a timely fashion.

Low Accountability

Many municipalities, especially larger ones, employ a full- or part-time professional planner, to lead major projects. They are professionals with the expertise required to address the complex issues major projects raise. Most importantly, they are held accountable as professionals for completing projects. 

Currently, we don’t have the structure or ability to hold any one person accountable. Accountability gets more complicated given the number of Boards and Commissions involved, various interests that have to be satisfied, and political agendas that occasionally get in the way.

Lack of Collaboration

All of these major projects require approvals from multiple Boards and Commissions Typically, this is done sequentially. One Board or Commission generates proposals that then require approval from another body. Of course, it is natural then for everyone to want to add their two cents. 

The sequential review and approval process frequently leads to varied opinions, occasionally to conflicts, and thus delays. Each set of potential conflicts must be resolved in sequence, drawing out the process and the projects unnecessarily. 

In my view, it would be more beneficial to provide a mechanism for the Boards and Commissions to collaborate initially, perhaps reaching broad consensus and some level of buy-in before the official approval process. 

The Board of Selectman should form a specific project committee for each major effort. We do have some such now, but they do not include representatives of the bodies that will have to provide approval later on. 

The relevant Boards and Commissions or representatives of those bodies need to be involved early in the project, if not from its inception. 

Relevant Expertise

Expert advice (engineering, law, environmental science, design, etc.) is required for these major projects. We are very fortunate in Old Lyme to have a wide range of skills represented in our citizenry and we have benefitted from their help over many years. 

Unfortunately, those with the most relevant skills are often still working, raising children, etc. and have little time to volunteer. We can take advantage of these local skills where they are available, but major projects need consistent and constant expert input, even if it means we must hire professionals to assist.  

Even to manage the work of hired experts can require Board or Commission members to climb a steep learning curve.This is another area in which a professional planner could be very helpful.

Leadership

Finally, these complex projects require engaged leadership from the Board of Selectman. The Board of Selectmen needs to assist with coordination, monitoring, oversight, timetables, expense control, lobbying public officials for funding, and commit to completing projects on time and on budget.

Our town will face more challenges going forward. If we are to successfully face these challenges and secure our economic future, we need to enhance our approach to supporting and managing major projects.