The discussion on the IT department highlighted an overall budget increase of approximately 3%, rising from about $355,000 to $366,000. The increase was partly due to essential software maintenance costs. Despite the rise, the department reduced its additional equipment budget from $20,000 to $10,000 to stay within fiscal constraints, sparking concerns about the potential impact on the department’s ability to address unexpected technological needs. During the discussion, the IT department head explained that the staffing situation was precarious, with only one current employee. Plans to hire a part-time assistant were in place, but the position had yet to be filled. Concerns were voiced about the lack of backup support if the sole staff member were unavailable. Although external help desk services monitor the town’s infrastructure, they lack the authority to make critical decisions regarding equipment and upgrades.

Inquiries about potential external funding revealed that the department had utilized federal and county revenue replacement funds for necessary technology upgrades, such as multi-factor authentication for cybersecurity, supported by a grant. However, the department’s reliance on grants underscored the ongoing challenges of maintaining technological advancements within tight budget constraints. The IT department’s head outlined the impact of these financial challenges, noting that while external funding had supported several initiatives, the limited budget for new equipment could hinder service delivery in the face of urgent needs.

Following the IT department discussion, the Council on Aging presented its budget, emphasizing their strategic use of grants to support services. Despite a slight budget decrease due to staffing changes, the department secured substantial grants, totaling over $300,000 since 2021, which supplement the town’s funding covering only 35-36% of expenses. A $10,000 grant from AARP and a $199,000 grant from Bristol Elder Services were among the successful funding efforts, particularly aimed at enhancing transportation services for the town’s growing senior population.

The Council on Aging also addressed issues related to homelessness, clarifying their role in responding to referrals from other agencies to provide support and resources. The department’s outreach services have been effective in saving seniors significant amounts of money through various assistance programs, an effort that highlights their critical role in the community. However, the potential for leadership changes within the department was discussed, with concerns about succession planning in light of the current head’s consideration of retirement.

The planning department’s budget discussion centered on their success in leveraging grant opportunities to fund critical projects while managing a flat budget. The department has secured grants totaling $476,500 for initiatives like long-range land use planning and beach management, despite operating with only two staff members. The planning department is engaged in developing Westport’s first shared-use trail and addressing climate resilience, projects that are largely grant-funded. Concerns regarding the department’s ability to handle legal costs related to planning board challenges were raised, emphasizing the need for clearer budget allocations to track these expenses effectively.

The importance of grant funding in sustaining operations was a recurring theme, as departments strive to meet community needs without additional taxpayer burden.

The committee also discussed potential shared services between the town and the School Department to achieve economies of scale, although administrative capacity limits the extent of collaboration. The need for an updated five-year operating plan and a free cash policy was acknowledged, with a focus on ensuring prudent financial management amidst shifting economic realities.