HomeMy WebLinkAboutJPBMinutes_2009_12_31City and County of Brookings
Intergovernmental Administration Building
Project________________________________
Partners in progress Councilor Mike Bartley
Commissioner Dennis Falken
Commissioner Al Gregg Councilor John Kubal
Meeting Notes: Construction Meeting #1
The Building Committee met on December 31, 2009 at 1:00 at City Hall. All members
were present including City Manager Jeff Weldon and Deputy States Attorney Mark
Kratochvil. Mayor Tim Reed attended for part of the meeting. The Committee reviewed
an eight-point action plan developed by staff which includes: (1) secure parcels with
purchase agreements; (2) develop a contract for demo and site clearance; (3) initiate
appropriate historic preservation review process; (4) develop financing plan [applies to
city only]; (5) develop architect selection process; (6) research models for a plan of legal
ownership of the property and building; (7) develop a process for managing the
construction of the project; (8) develop a process for the management and operations of
the completed facility.
The Committee agreed items 1,3 and 6 have the highest priority. Items 2,5 and 7 have
the next highest priority.
The Committee discussed the need to have legal staff secure the parcels with purchase
agreements. The goal is to have all parcels secured by June 1, 2010. Weldon will
provide the City Attorney and the Deputy States Attorney will names, addresses, and
agreed-upon prices to prepare for purchase agreements with appropriate contingencies.
(Item #1) The Committee directed Weldon to send a letter to the property owners
confirming the action of the city and county and indicating they will be contacted by
legal staff with regard to purchase agreements.
The Committee discussed the need to adopt a model by which the property is to be owned
and the building, as a jointly-owned asset, is to be constructed. The city and county legal
staff will jointly research appropriate statutory authority for the establishment of Joint
Powers Authority between the city and county governing boards to execute contracts and
appropriate funds for the project. This model could be the same as one that could
manage the property once it is operational. (Item #6 and #7) The Committee agreed to
appoint City Manager Jeff Weldon and Commission Assistant Stephanie Vogel as project
managers representing the owners for construction of the project.
Weldon will begin the research process immediately with regard to the necessary historic
preservation review process, (Item #3) as well begin drafting the advertisement and
contract for demolition and site clearance. (Item #2)
Vogel will contact representatives at the state who can provide more information about
means and methods of construction management such as design-build; design-bid-build,
construction management at-risk, or general contracting.
The Committee directed Weldon to contact by letter the property owners on the south
side of the alley and inquire as to their level of interest in selling their property. Vogel
will provide the ownership information for the letters.
The Committee agreed it would be best if this Committee was vested with the appropriate
authority to make decisions affecting the project with appropriate reporting and certain
other decisions being made by the respective governing boards.
No future meeting was set but will be called when action is needed to execute/review the
progress of the above stated items.
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Jeffrey W. Weldon
City Manager