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Board holds $335,920 Green Mountain payment pending documentation after trustee raises pricing concerns
Summary
Trustee raised line-item price increases in a Green Mountain invoice and urged the board to withhold payment; staff said they would provide documentation and the board held the bill while approving the rest of the audit.
Trustees on Sept. 23 agreed to hold a single $335,920 bill to Green Mountain while staff produce documentation after a trustee alleged the contractor significantly increased line-item prices.
During the audit-of-bills discussion, Speaker 9 reviewed an email and said a comparison of phase‑1 and phase‑2 pricing showed "very significant" increases on multiple line items, including a $10,000 trenching line and other entries he could not reconcile with existing contract documents. He urged the board to set the payment aside and analyze the invoices before clearing payment to the contractor.
Board members and staff discussed whether the phase‑1 contract could be used with revised pricing for phase‑2 work. Speaker 5 said the village had been permitted to use the phase‑1 contract with revised pricing for phase‑2, and Speaker 18 (village attorney) said he had given a legal opinion that a change order could be issued under the phase‑1 contract for additional work, though he did not recall a written opinion on pricing. The presiding officer moved to hold the $335,920 bill and approve the remainder of the audit; trustees carried the motion and staff said they would compile and share the supporting contract documents for the held payment.
A trustee urged staff to require purchase orders and greater invoice detail going forward to prevent similar confusion; staff noted they are implementing improved auditing practices and training for relevant employees.
