Carmel Clay board approves grouped change orders totaling about $200,000 for capital projects

The Carmel Clay Schools Board of Trustees voted to approve grouped change orders (agenda items 6.4–6.9) that affect four construction projects, totaling a little over $200,000. The projects include the new natatorium, the Freshman Center, the Polytech addition and Cherry Tree Elementary renovations. Administration described most items as responses to unforeseen conditions, required city approvals, or necessary corrective work.

Finance staff and project managers told trustees the dollar amount of the change orders is modest relative to the overall project portfolios (projects exceed $100 million in total), and that many change orders reflect unforeseen site conditions (examples cited included soil stabilization, a grease interceptor replacement required by the city, and insufficient water-line pressure for sprinkler systems). "We do not expand the scope of our project because we have money left over," Mr. McMichael said, adding that many change orders are either true unforeseen items or administrative changes allowed under Indiana statute when below the formal bidding threshold.

Board member Greg questioned the practice of approving work after it was completed and asked whether the board could be notified earlier when scope increases are anticipated. Other trustees and staff responded that construction sequencing and timing can make pre-approval impractical — stopping a job while boards meet can create inefficiency and safety issues — and noted administrative thresholds (the district can act administratively on projects under certain statutory limits). Staff provided the example of a reception desk that required replacement after crews discovered termite damage once work was underway.

After the discussion the board approved the grouped motion by voice vote. The board also approved a separately noticed bid award for 2025 landscape improvements (lowest of three bids) earlier in the meeting.