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Trustees ask for clearer PCO summaries and documentation to improve oversight
Summary
Multiple trustees pressed the project team for better transparency on PCOs and coordination fees, requesting brief cover summaries classifying each PCO (design change, unforeseen condition, or client request) and attaching those summaries to the meeting minutes for auditability.
Several trustees said they were surprised to see coordination and BIM-drawing fees broken out across multiple PCOs and asked the project team to provide a short explanation for each change order. One trustee said, "it feels like the money is being spent without good oversight," and asked that future packets include a two- or three-sentence summary and classification for each PCO so the committee and public can track why costs were incurred.
Jennifer responded that the team maintains a detailed log and can attach a short text summary and the Feingold/CHA cover letter with recommendations to the meeting minutes; she agreed to provide the summaries and to expand the agenda attachments so trustees and the public have a transparent record. Trustees affirmed that concise PCO documentation should be attached to these minutes and included with the next agenda, and requested that any unusual coordination or unforeseen condition be labeled clearly.
The committee also discussed adding the PCO summaries to the documents included when Kristen signs change orders so an audit trail exists.
