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Trustees approve capital transfers for water and sewer and adopt change‑order approval process for plant projects
Summary
The board approved capital transfers to cover unexpected water and sewer repairs, and unanimously adopted a three‑level change‑order resolution to speed decisions on time‑sensitive contract changes for the village’s water and wastewater upgrades.
The Village Board on June 10 approved capital transfers and budget amendments meant to cover unanticipated costs at the municipal water and wastewater plants and adopted a new procedure for managing change orders during construction.
Karen McLaughlin (treasurer) and Kyle (superintendent of public works) told trustees the water and sewer systems experienced several unforeseen equipment failures and repair needs during the 2024–25 fiscal year, including pump rebuilds, generator panel work and DEC‑required manhole repairs. Trustees approved a capital transfer of $158,396 for the water fund and $47,200 for the sewer fund to cover those urgent items.
Board members discussed whether increased chemical and maintenance costs had been captured in next year’s budgets; staff said many items were already added to the 2025–26 budgets and that plant upgrade projects underway should reduce recurring emergency expenditures.
Separately, the board approved a formal resolution establishing a three‑level process for approving contract changes on water and wastewater construction projects. Under the adopted procedure: level 1 changes (time sensitive, under $5,000 with contingency available) may be approved by the superintendent of public works with notice to the treasurer and board; level 2 changes (not time sensitive or within other budget reallocation) require approval by the superintendent and treasurer and notification to the board; and level 3 changes (greater than $5,000 or where no contingency exists) must be brought to the board for approval. Trustees also agreed to a three‑day response target for emergency change requests that occur while contractors are mobilized.
The board said the procedure is intended to avoid project delays and the additional mobilization costs that can result when contractors stop work while awaiting approvals, while preserving the board’s role on larger expenditures.
Trustees asked Delaware Engineering and staff to maintain an up‑to‑date spreadsheet of all contract changes and contingencies so the board can review cumulative impacts at monthly meetings.
