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HomeMy WebLinkAboutJPBMinutes_2010_05_26BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING  Wednesday, May 26, 2010    The Joint Powers Board met on Wednesday, May 26, 2010 with the following members present: Alan Gregg, Dennis Falken, Mike Bartley, and John Kubal. Also in attendance were Stephanie Vogel, Jeff Weldon, and Steve Britzman. REGULAR BUSINESS  Chairperson Gregg called the meeting to order and a quorum was established. Motion by Bartley, seconded by Kubal to approve the minutes from the May 12, 2010 Joint Powers Board meeting. Vote: 4 ayes, 0 nos. Motion carried. Brookings City Attorney Steve Britzman gave a status report on the closing of the properties and informed the board that the city and county will own the properties as of 9:30 that morning. He said that he was also working on the title records, cleaning up easements and filing termination agreements. Britzman said that the current property owners will have 10 days to remove personal property and everything seems to be on schedule. He also noted that there were a number of properties where the buildings will be removed. Brookings City Manager Jeff Weldon updated the board on the Historic Preservation case review process. He said that there is a hearing scheduled for June 3rd at 4:00 p.m. with the Historic Preservation Commission to go over the 11.1 case review. Weldon said he was getting a little nervous that they’ll have the case review back from the state by that date as no one can start moving the buildings off the properties until the Commission gives its approval. Falken said that he had visited with City Clerk Shari Thornes, the city liaison on the local Historic Preservation Commission, who said she had never seen a project go through the review process so quickly. He said that there are really two issues with the first being the removal or demolition of buildings changing the historical significance of the neighborhood and the second is what the new building will look like and fitting it into the historical look of the area. Weldon said there will be two 11.1 reviews, the first for the removal of the current buildings and the second for the exterior of the building that’s going up. The board discussed setting an auction date for the remaining structures on the properties. Stephanie Vogel was directed to contact an auctioneer and set a date that will work with the publication requirements. Motion by Bartley, seconded by Kubal to allow a maximum of 30 days from the time of the auction or 30 days after the Historic Review Process is complete to allow a buyer to remove a structure from the properties purchased at the auction. Vote: 4 ayes, 0 nos. Motion carried. Weldon updated the board on the site survey. He said an asbestos inspection will need to be done on everything they’re moving or demolishing with a maximum inspection fee of $5000 and it will be done as soon as the entities take possession. Weldon said if asbestos is found in a structure to be demolished it will be removed and if it’s found in a structure to be moved it will be noted. Weldon also updated the board on architectural programming. He said he has some aggregate numbers, but won’t have anything more de tailed for a couple more weeks. Falken asked about the type of delivery system and if a construction manager form is not used how it would affect the contract with the architects. Weldon said that if there is no construction manager, then the architect would have to do the cost estimating. He said that he spoke with Todd Moss about that issue and Moss said he would have to think about it and would get back to him. Weldon said that Cannon, Moss and Brygger want to make this work, but depending on how things go they may come back with an amendment to their contract, but they’ll have to deal with that as it comes. The board discussed the process of bill paying and fund accounting. Weldon said that they are going to start incurring some costs shortly and they need to have a process in place to start handling those bills. He suggested that the city act as the paying agent, determine the cost split and send the county a bill. Vogel asked then if the city would front the money and then get reimbursed from the county. Weldon said that he doesn’t want to send two checks for each bill from each vendor that comes in, so the city would pay the bills and get reimbursed from the county. Falken said that the Joint Powers Board will see the bills and be able to explain the expenses to their full boards. Bartley asked who would be receiving the architectural bills. Weldon said that he asked to have all the bills sent to him. Bartley said that he believes it’s the responsibility of the Joint Powers Board to approve those bills. Vogel said that it would be a good idea to know that the group overseeing the project has also approved the bills for the project. Motion by Kubal, second by Falken to direct the City Finance Office to set up a capital construction account to pay the bills for the Joint City/County Administration Building and report any expenses incurred to the Joint Powers Board. Vote: 4 ayes, 0 nos. Motion carried. The board discussed the budget for the project. Weldon said that he doesn’t want to get hung up on a certain dollar amount. He would like to see the process worked through and then through the schematic design phase a dollar amount would come out of that. Kubal said that they should have some number on what the cost will be. Bartley said the county has $5.5 million, so the city’s figure would be similar. Falken noted that you can put a figure out there but it includes so many things from the purchase of the property, demolition and then construction of the building itself. He said the county has $5.5 million and that’s all they’ve got. Weldon noted that the city has taken on debt up to $7 million for the project. Falken said that in the end the building will have the same feel from the city side to the county side. Weldon said that it may not be equal space in the end, but the costs will be proportionate to what space is used by each entity. The board discussed touring other facilities to get ideas for the new buildings. Weldon said that architect Todd Moss said they have several facilities to look at in the Sioux City area. The board decided to schedule the tours for later in June and open it up to the full council and commission to attend as well. The board discussed the removal of personal property from the structures on the building site once the city and county become owners. Bartley suggested they do an informal walk-through to get an idea of what is there. Weldon said that vandalism could be a concern and would ask the police to patrol the area more frequently. The board set their next meeting for Wednesday, June 16, 2010 at 7:30 a.m. ADJOURNMENT Motion was made and duly seconded to adjourn with all members voting aye. Motion carried.