HIGH SPRINGS – City of High Springs officials continue to work through questions surrounding a nearly $1 million invoice tied to a municipal sewer improvement project, as concerns grow about internal procedures, recordkeeping, and financial controls.
The issue first surfaced publicly in early December 2025, when Commissioner Tristan Grunder asked City Manager Jeremy Marshall what steps were being taken to prevent unexpected bills from surfacing in the future. Marshall responded that staff had begun reviewing thousands of emails and project records to ensure no additional invoices remained undiscovered.
“Before I can fix it, I have to make sure there’s nothing else out there,” Marshall said during the December meeting. The invoice at issue was dated Sept. 10, 2025, roughly three months before the commission and public became aware of it.
At that time, Marshall stated he believed the breakdown may have occurred in the purchase order process. Finance Director Diane Wilson, however, initially said the invoice was tied not to a procedural error but to confusion over the funding source. Wilson told commissioners a previous city manager advised staff the project was fully covered by grant funds, which later proved incorrect. Wilson noted the situation created a cash-flow shortfall rather than a purchasing error.
When the Commission reconvened Jan. 8, 2026, the explanation shifted. Marshall said the City’s Springbrook financial software may have closed out the purchase order prematurely. According to Marshall, when a purchase order includes multiple items listed on a single line, the system closes the PO when a partial payment is entered, incorrectly indicating that all project costs have been paid.
Multiple former City officials contacted by Alachua County Today disputed that interpretation, saying the software had long been sufficient for the City’s needs. City purchasing records reviewed by Alachua County Today show that several purchase order numbers were issued for project-related equipment and services.
Tensions rose during the January discussion, with Commissioner Tristan Grunder expressing strong dissatisfaction with how the matter has been handled.
“I’m concerned there are things out there we still do not know,” Grunder said. He stated the situation was “unacceptable,” questioning accountability and describing staff responses as “excuses.” He also highlighted the impact of the costs on City reserves and resident trust. A heated exchange followed between Grunder and Wilson.
Wilson responded by noting that the project was initiated before she joined the City and stated her department was “just paying the bills.” However, the job description for her office assigns responsibility for all accounting records, including grant and contract administration. High Springs has also experienced repeated delays in completing its annual audits, and Wilson acknowledged the invoice was missed because it was not included in the financial data reviewed in the most recent filings.
The sewer project traces back to a January 2023 vote in which the commission unanimously approved funding. Staff at that time advised that costs would be covered through a mix of grant dollars, American Rescue Plan Act funds, impact fees, and contingency money. A progress report filed with the Florida Department of Environmental Protection in April 2024 indicated the project was moving forward, but by mid-April all staff with direct knowledge of the undertaking had left City employment.
Emails obtained through public records requests show that outside project monitors continued to track progress. On May 23, 2024, project consultant Mittauer & Associates reported to the finance department that the project remained within budget and had a surplus of more than $64,000. The correspondence also indicated that impact fees and contingency funds may be needed if additional grants did not materialize, and that the City “should have previously expended $1,566,678” toward construction.
Marshall says additional invoices are still expected as the contractor works through punch-list items, and the final total remains unknown.
Questions also arose during the January meeting after Wilson said she had removed payroll functions from the Springbrook software because the City does not have the cloud-based version. Former officials contacted by Alachua County Today expressed surprise, saying the system had previously met the City’s needs.
In recent months, residents have seen higher utility rates, a fire assessment increase, and a millage rate adjustment — all prior to the discovery of the invoice. Since news of the bill became public, some residents have begun calling for a forensic audit, stating they have lost confidence in the City’s handling of financial matters.
The Commission is expected to continue discussion as staff reviews remaining project expenses and determines what steps may be needed to address internal processes.
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