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Board approves $34,909.96 change order after wrong light poles were ordered; trustees demand accountability
Summary
A procurement error left nonreturnable 10-foot light poles that could not support stop-and-go signals; the board approved a $34,909.96 change order for correct 15-foot poles, directed staff to investigate who authorized the part number, and asked for a corrective process to prevent future costly mistakes.
Public Works staff explained that the High Point Pass project included light poles that were specified incorrectly: the 10-foot poles provided were too short and not structurally suitable for stop-and-go (signal) lighting. The contractor, who had purchased nonreturnable 10-foot poles, supplied correct 15-foot poles at an additional cost; the incorrect poles were placed into village inventory.
Trustees pressed staff for accountability and for a corrective process to prevent repeated $40,000+ errors. Trustee Heffley and Trustee Miller asked whether the purchase could be traced to a former village engineer (Driscoll) via correspondence; staff said the contractor had been given a part number and that emails indicated the former engineer likely provided it. Trustees asked where the returned poles would be stored (DPW facility) and whether the TID (tax incremental district) should be charged instead of general funds; staff said the poles were initially tied to the TID because the contractor paid for them and then turned them over to the village.
Trustee Pieper moved and the board seconded a motion to approve the change order for $34,909.96 and to direct staff to investigate how the wrong poles were specified and who authorized the part number; the motion passed on roll call. Trustees requested establishment of a corrective review process for procurement and project inspection.
