Caribou council authorizes manager to approve library change orders but disputes a contractor’s extra fee demand

Councilors authorized City Manager Penny Thompson to approve change orders related to the Caribou Public Library MCA connectivity‑hub construction project on April 13, but the meeting exposed a firm disagreement over a contractor’s late claim for additional professional fees.

Manager Thompson and Library Director Baldwin told the council that Haley Ward — the project designer/engineer — submitted a proposed change order tied to a limited‑use elevator and additional design work. The materials included two items: one issue covering schematic/design work that was presented at roughly $43,000, and a second elevator‑related item that raised the total shown to about $80,000 for issue two in revised paperwork the city received on April 13.

Manager Thompson said she had sent the claim to the city attorney for review and counsel recommended the firm had not shown a persuasive legal case for the additional payment. “They didn’t make a case,” the city attorney advised in written review shared with the council, and multiple councilors said the city should not unilaterally pay additional fees without stronger justification. Several council members argued that substantial, unanticipated charges should be brought to the full council, not decided solely by management.

Despite those concerns, a motion to authorize the city manager to approve change orders for the library project passed on a voice vote. Councilors said the authorization should not prevent the manager from bringing substantial or disputed claims back to council, and the municipal buildings committee and city attorney will continue to review the contractor’s claim and the project documents.

Next steps: Manager Thompson and Director Baldwin will continue coordinating with the city attorney and municipal buildings committee; staff will return to council if the legal review or negotiations produce material decisions about payment or scope.