Council flags higher invoice for parks concrete; staff says equipment layout increased scope

Council members pressed staff over a higher-than-expected invoice for concrete work tied to outdoor fitness equipment, saying the amount the city is being billed exceeds the contract amount on the consent agenda.

"The amount that we're paying is more than what we approve. We don't have a change order," a committee member said during the consent-agenda discussion, noting the line item on page 3. Parks staff explained the supplier provided a layout to meet ADA and equipment fit, which required a larger concrete path and additional rubber mats. Staff said the originally approved figure was $13,505 and the contractor's request totaled $14,751, an overage of roughly $1,200.

Parks staff said the additional cost would be covered from carryover and donated funds, including a Kiwanis contribution and grant funding. A council member asked how change orders are handled; staff described internal limits and approvals: department heads can approve small expenditures and the city manager or designee reviews projects that exceed certain thresholds.

Council members recommended that department heads send a memo when scope changes cause a significant invoice increase so the council can be briefed. "Request a memo from the department heads when something like this happens," one council member said, arguing that brief written notices would avoid surprises at payment time.

The consent agenda, which included the parks invoice, passed after the discussion. Council members signaled they may formalize a policy to clarify when written change-order notices are required to the council.