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HomeMy WebLinkAboutJPBMinutes_2010_07_21BROOKINGS CITY/COUNTY   JOINT POWERS BOARD MEETING  Wednesday, July 21, 2010    The Joint Powers Board met on Wednesday, July 21, 2010 with the following members present: Mike Bartley, Dennis Falken, and John Kubal. Also in attendance were Stephanie Vogel, Steve Britzman and Mark Kratochvil. REGULAR BUSINESS  Chairperson Bartley called the meeting to order and a quorum was established. Motion by Falken, seconded by Kubal to approve the minutes from the July 7, 2010 Joint Powers Board Meeting. All members voted aye. Motion carried. Motion by Kubal, seconded by Falken that it is in the public interest to utilize the services of a construction manager-agent, whose services would not unreasonably duplicate and would be in addition to the normal scope of services provided by Cannon Moss Brygger & Associates, the architects retained for the Brookings City/County Administration Building project, and consistent with the previous recommendations of the Joint Powers Board, and with the decision of the Brookings County Commission, the Joint Powers Board for itself, and on behalf of the City of Brookings hereby retains Bossardt Corporation under a Construction Management-agency contract as proposed, and hereby authorizes Mike Bartley to sign the professional services agreement for said services. City Attorney Steve Britzman said that this motion is based on the city council’s action to rely on the recommendations of the Joint Powers Board for the delivery method, it reaffirms the recommendations of the Joint Powers Board, it authorizes Bartley to sign on behalf of the Joint Powers Board and it meets the state requirements to enter into this type of agreement. Kubal questioned why the ‘on behalf’ statement only mentioned the city. Britzman explained that the County Commission’s motion was more straight forward to approve the Bossardt contract and didn’t mention the recommendation of the Joint Powers Board. He said the City Council’s action relied more on the direction of the Joint Powers Board. Kubal also asked what the signatures of the Mayor and the Commission Chair meant for this agreement. Britzman said that the signatures are evidence of approval by the respective boards. He said that it wasn’t initially contemplated that the Joint Powers Board would sign the agreement, but the city council felt that this board should be a responsible party since they recommended the delivery method. Falken said that the Joint Powers Board signature is due to a city council request; it was not a request by the county commission. He said that due to the impasse the council had, it was finally sent back to this board for our recommendation. Britzman said that the city’s was a far more difficult situation and they needed to fully consider the terms of the motion the council made. The board discussed the layout of the signatures on the signature page of the agreement and noted changes. Chairperson Bartley called for the vote. All members voted aye. Motion carried. Commission Assistant Stephanie Vogel updated the board on the upcoming surplus auction and the open house. Bartley said that the gas lines will be capped off in the next 7 to 10 days. Vogel said that when the architects are here for the open house, they will also be doing preliminary meetings with department heads to start working on the initial office layout designs. Kubal asked what the public will be shown at the open house. Vogel said that it’s just the site plan, where the building will lay on the property. She said it will include parking and set-backs and a very blocked layout of where offices will be. Bartley said that they had initially directed the architects to meet the set-back requirements without having to ask for any variances and to get as much green space as possible. The board discussed the removal of several structures from the property site. Falken said that once buildings are removed, they will have to be concerned about getting things cleaned up as soon as possible. Falken said that with the approval of this new contract, he’s had one question from the public keep coming up-the fee for the project superintendent being too high. He said that he called John Bossardt and told him what some of the public comments had been and Bossardt explained that the dollar amount isn’t just the salary; it includes all the benefits for that individual as well. Falken said that he wanted to let the other board members know that he had called Bossardt. Falken also asked about the city council’s action to set a maximum amount of $5.5 million for the project. Bartley said that this is a suggested first budget for everything which gives the Joint Powers Board and architects direction. He said that the Mayor made in clear that if we go over that amount, we need to come back to the council and explain why we need more money. Falken said that the commission has had the discussion on what would happen if it goes over the $5.5 million the county has set aside and they have determined that the county could come up with more money. But, Falken continued, he wants to make sure that they go back to their full boards early on as soon as it looks like they may have to go over that amount. Bartley said that the Joint Powers Board agreement set a $12 million cap, so that’s where the council started. Falken said that he doesn’t want to cut ourselves short and end up with something that we’re not satisfied with. He said that he doesn’t think the $11 million is a cap, but is what we hope we can build the building for. Bartley said that if it looks like it’s going to go over, then they will need to make that justification to their full boards. Kubal said that the public will be watching this very closely and if they start pushing numbers up, they had better have good reasons for doing it. Falken said that he also wants to be realistic enough to say that I don’t want to cut corners and wants a building that will meet our needs. The next meeting was set for August 4, 2010 at 7:30 a.m. ADJOURNMENT Motion by Kubal to adjourn, seconded by Falken. All members voted aye. Motion carried. It is the policy of Brookings County, South Dakota, not to discriminate against the Handicapped in Employment or the Provision of Service. The County of Brookings is responsive to requests for communication aids and the need to provide appropriate access, and will provide alternative formats and accessible locations consistent with the Americans with Disabilities Act. ____________________________________ Stacy Steffensen Deputy Finance Officer Brookings County Finance Office Published once at the total approximate cost of _______________.