Board hears update on renovations as project hits dozens of surprise change events

The Yellow Springs Exempted Village School District received a detailed facilities update Tuesday night that described a string of unanticipated expenses and ongoing site problems as the district advances renovation work at multiple campuses.

The presenter, identified in the meeting as Jay from the district’s finance/facilities team, told the board the overall program began as a roughly $55 million plan but has generated numerous change events during construction. “We have had far more than we expected,” Jay said, summarizing that change orders so far include both owner-directed alternates and unforeseen conditions. He cited examples including exterior ground smoke detectors that came in at about $120,000 and work that was not caught in the original scope but became necessary once crews opened walls and foundations.

Jay said one elementary project has recorded 104 change events and the middle/high school work has logged 101 so far. He described water-intrusion and drainage problems at Mills Lawn—standing water near Walnut and Limestone and a collapsed line in one area—that the district has investigated and which will require coordination with the village. “Do not be surprised if it comes out 200K. Do not be surprised if it comes out at 500K,” he said, referencing a range of potential costs for regrading, new lines and repair work.

The update framed many of the costs as the normal risk of renovating older buildings, while also distinguishing between anticipated alternates (set aside in the budget) and genuinely unexpected owner changes or deficiencies found during construction. Jay said some large items had been set aside as alternates and would come forward as change events when the board approved them; others were true surprises that the district had not budgeted for.

Board members responded with questions about scope and next steps. The treasurer and administration emphasized efforts to manage cash and pursue a capital campaign to cover remaining needs without compromising operations. The district has scheduled community access events—such as a furniture giveaway on May 22 and May 26—to clear modulars and prepare sites for further demolition and the eventual tower removal.

The board did not take a separate formal vote on the facilities update itself, but later approved routine financial transfers and appropriation adjustments elsewhere on the agenda that staff said will help manage cash flow for project needs. The district plans further briefings and an invitation for board walkthroughs with architects and construction teams over the summer.