HomeMy WebLinkAboutJPBMinutes_2010_03_23BROOKINGS COUNTY COMMISSION MEETING
Tuesday, March 23, 2010
The Intergovernmental Building Committee met on Tuesday, March 23, 2010 with the
following members present: Alan Gregg, Dennis Falken, Mike Bartley, John Kubal, Stephanie Vogel,
Jeff Weldon, Mark Kratochvil and Steve Britzman.
REGULAR BUSINESS
The committee considered the proposed Joint Powers Agreement.
Section One: Statutory Authority. The committee agreed to list the statutes that speak to
this type of agreement-SDCL 1-24-1 through 1-24-23 inclusive.
Section Two: Purpose of the Agreement. City Attorney Steve Britzman said that this
agreement gives the city and county something to work off of as they move forward.
Section Three: Acquisition of Property. The committee discussed whether the acquisition
costs should be prorated based on the amount of programmable space each entity uses. The
members agreed that it is possible that adjustments could be made in the future, however they did
not change the agreement from stating that the city and county shall each be obligated to pay one-
half of the costs of property acquisition, including purchase prices, closing costs and demolition
costs.
Section Four: Building Name. By consensus, the board agreed to name the building the
Brookings Government center.
Section Five: Financing. The committee revised the wording to state that the county
anticipates having sufficient funds set aside to pay for the purchase of the properties and for the
construction of the building. The city anticipates issuing bonds to pay for its share of the purchase
of the properties and for the construction of the building.
Section Six: Allocation of Construction Costs. The committee discussed that both entities
with share the costs of constructing the facility at an allocated amount based on the respective
square footage for each, and included exterior work, such as parking lots, landscaping and exterior
lighting and signage. Each party will pay the full costs of construction for their own separate
areas.
Section Seven: Design Approval. The committee discussed that the final design approval will
be decided by the full city council and full county commission, as well as approvals by the full
boards at the schematic design phase and the design development phase of the project.
Section Eight: Furniture, Fixtures & Equipment. The committee changed the title of the
section from personal property to furniture, fixtures and equipment and made that same change
throughout the section, replacing ‘personal property’ with ‘furniture, fixtures and equipment.’
Section Nine: Insurance. The committee made no changes other than to replace ‘personal
property’ with ‘furniture, fixtures and equipment’ in the last sentence. Liability insurance will be
procured jointly and the cost will be based upon the same allocation as for construction costs
under Section Six. Each entity will pay for any insurance on its separately owned furniture,
fixtures and equipment.
Section Ten: Maintenance, Repairs, Utilities and Capital Replacement. Deputy State’s
Attorney Mark Kratochvil says it’s fair to have an understanding on how they will operate the
building once the bricks are on the ground. Each party will pay for these types of costs for their
separate areas and jointly at the same allocation as the construction costs under Section Six for the
building’s exterior, roof, heating and air conditioning systems, grounds, parking lot and common
areas.
Section Eleven: Management of Common Areas. The committee specifically addressed the
use of the joint council/commission chambers and other joint use meeting rooms and who would be
responsible for scheduling those. By consensus the committee named the city manager as the
responsible party for the management and scheduling of jointly used areas of the building.
Section Twelve: Personnel. The committee deleted wording referencing interference with
the internal affairs and operations between the city and the county. Each entity shall control the
personnel and operations of its own offices, unless there is something specifically agreed to in an
agreement between the city and county.
Section Thirteen: Building/Advisory Committee. The committee discussed adding a fifth
member to the committee, but had concerns about how to pick that person and how that person
would be perceived—as a city representative or a county representative. The committee made no
changes. The building advisory committee will consist of four members, 2 each from the county
and the city, along with the City Manager and the County Commission Assistant being non-voting
members. This committee will have general authority concerning the planning, design and
construction of the building and the continued operation of the building, unless those matters are
subject to approval by the full boards of each entity.
Section Fourteen: Termination. The committee made no changes. The Joint Powers
Agreement shall continue until terminated by the parties by mutual agreement.
Motion by Bartley, seconded by Falken to approve the amended Joint Powers Agreement and
place it on the upcoming agendas for approval from both the Brookings City Council and the
Brookings County Commission. Roll call vote: Gregg “aye,” Kubal “aye,” Bartley “aye,” Falken
“aye.” Motion carried.
The committee discussed the responses for architect services requests-for-proposals.
City Manager Jeff Weldon said that they received eleven proposals and wanted to narrow the
field down to 3 or 4. The committee members discussed their top choices and experiences with
the architectural firms that submitted RFPs.
By consensus the committee agreed to proceed with interviews of Banner Associates, TSP
Architects and CMB Architects on Monday, March 29th from 4:00 p.m. to 6:00 p.m.
ADJOURN