Trustees press project managers over Carbondale Aquatic Center budget and $350,000 change order

Town staff and the project’s owner’s representative updated the Board of Trustees April 9 on construction progress at the Carbondale Aquatic Center and on the project’s fundraising drive. Wember, the town’s owner’s representative, reported that pool shells are cast and underground infrastructure is being installed, but trustees and staff pressed for clearer accounting after a substantial potential change order and complex transfers out of contingency were disclosed.

Wember’s regional lead, Joe Farstead, told trustees the construction milestone set shows the pools’ forms have been stripped and pool footers and the pool-house footings have been cast. He said the team expects long-lead solar photovoltaic equipment to have a 5–6 month lead time but that the item should not delay building completion.

Fundraising remains active. Parks and recreation staff said the Let’s Make a Splash campaign has raised $1,660,604 toward a $2.5 million goal, leaving an estimated $840,000 to close; about $330,000 in grant requests are currently outstanding.

Trustees pressed the owner’s representative to clarify an owner’s-contingency ledger that showed many transfers and entries the board found hard to follow. The project team said some entries reflect approved “add alternates” the board previously authorized and that contingency is the landing pad for both unforeseen costs and for funds that later are committed to specific scope items.

Trustees focused attention on a potential change-order package tied to backwash infrastructure, solar infrastructure and other items. The packet identified a $350,000 potential change order (PCO) connected to backwash work and solar infrastructure that staff said should have been brought to the board under the town’s procurement policy. Wember told trustees the PCO dates to earlier design and construction decisions and acknowledged the change order should have been presented to the board before being finalized.

Trustees asked Wember and staff to produce a clearer, three-part reporting set for future meetings: (1) a construction budget and percent complete, (2) a change-order log showing values and status, and (3) a separate contingency ledger showing true unexpected-cost draws. Wember agreed to revise the packet and present a clearer table next month.

Trustees said they would like a site visit for trustees and community members once the site is safe for visitors.

The meeting did not include a formal vote on the change order; staff said they will return with a clarified budget, a PCO log, and a procurement policy compliance memo.