Carbondale trustees press for clearer oversight after $354,000 change order at aquatic center

Trustees for the town of Carbondale pressed staff on March 12 for clearer budget tracking and more frequent check-ins with the owner's representative after a large change order appeared in the aquatic center construction report.

Board members said the construction monthly report lacked the running totals and contingency tracking they expect. Trustee Jess said, "there was a $354,000 change order. It seems like a really large change order to be approved, without us hearing about it at all." Several trustees asked staff to show a running list of change orders, a "balance to finish" column and clarity on which contingency is paying for which cost.

The concern surfaced during review of a WIMA owner's-rep update when trustees said the February and March monthly reports arrived late and did not clearly document how value engineering credits and change orders had been applied. Trustee Ross said the owner's rep "has not represented us as far as I can tell ... in a way that is transparent to us or necessarily even fighting for us." Trustees also criticized the look of the job site and requested better site housekeeping and fencing.

Staff and trustees discussed specific items that contributed to the larger change order total, including decisions about reuse and holding tanks for irrigation and whether certain irrigation/holding-tank work was required by the Green Code or results of prior conversations. Trustee Colin pressed staff to clarify whether board decisions in December about alternates had been reflected correctly in the budget summary. Town staff said the item in the packet reflected a $40,000 reduction from a prior $659,000 FF&E (furniture, fixtures and equipment) number and that wording in the report was misleading to the public.

Trustees directed town staff to: - Request a clearer monthly tracking table from the owner's representative showing each change order, month-to-date and running totals, contingency balances and a balance-to-finish estimate for major line items; - Arrange a substantive check-in (Zoom or in person) with the owner's representative and project team within the next month to walk trustees through recent change orders and site status; and - Follow up on site cleanliness and windscreen/fencing conditions and report back on remedial actions.

Town Manager Lauren said she and staff would follow up with Eric (the owner's rep) and bring clearer reporting forward. Kevin (public works staff) confirmed the recommended warranty and contingency accounting will be reviewed and clarified.

Trustees did not take formal action on the construction contract at this meeting but made clear they expect more detailed reports and a near-term meeting with the owner's representative.