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HomeMy WebLinkAboutJPBMinutes_2010_09_15BROOKINGS CITY/COUNTY   JOINT POWERS BOARD MEETING  Wednesday, September 15, 2010    The Joint Powers Board met on Wednesday, September 18, 2010 with the following members present: Mike Bartley, Dennis Falken, Alan Gregg and John Kubal. Also in attendance were Jeff Weldon, Stephanie Vogel and Jackie Lanning. In attendance by phone was Todd Moss with project architect Cannon, Moss and Brygger and Mark Bosch and Tom Ginter with project construction manager Bossardt Corporation. REGULAR BUSINESS  Chairperson Bartley called the meeting to order and a quorum was established. Motion by Kubal, seconded by Gregg to approve the minutes from the August 4, 2010 Joint Powers Board Meeting. All members voted aye. Motion carried. Brookings City Manager Jeff Weldon provided an overview of bills for the project that have been paid. Weldon said that the city council took formal action at last night’s meeting to adopt the exterior design plans for the facility. Motion by Kubal, seconded by Falken to adopt the exterior plans as presented subject to minor adjustments as needed. All members voted aye. Motion carried. Motion by Gregg, seconded by Kubal to approve the minutes from the August 18, 2010 Joint Powers Board Meeting. All members voted aye. Motion carried. Weldon provided a memo updating the board on demolition, interior schematic design progress, historic and ADA review progress, re-zoning, soils test results, parking lot plan and the civil and electrical/mechanical pre-design meeting. Weldon said that Geotech did find fuel oil in one of the borings on the south end of the parcel where the city garage will be located. He said that is not the result of anything that BMU has done on the site, but the state will want more core samples in that area. Then if it appears insignificant they can just do additional excavation and put the contaminated dirt at the landfill. Weldon did say that this will not slow down the project. The board discussed who would be responsible for those costs, because the city is building the garage for their use. Weldon said that he sees it now as a city expense because it will be a garage solely used by the city, but he expects the costs of the parking lot in that area to be a joint cost. The parking lot will be part of the bid package for the entire project; however, Weldon said the garage will be a city-only project. Weldon also said they want to rezone the building site to a B1 classification, consistent with the downtown business district. He said that this will give them more flexibility in the height of the building. Todd Moss said that is currently split between 2 zones and it would be best to have it consistent across the entire property. The board discussed easements around the proposed building. Lanning said the utilities want 10-feet around the perimeter. Moss said that the 10-feet is not a huge problem, except on the south alley side because the building is so close to the alley. Weldon updated the board on the historic preservation review of the exterior design and the parking lots. He said that due to the city having an established Historic Preservation Commission, state law allows them to take up to 180 days to review the project. Weldon said that he hopes they will move it along quickly so they can stay on schedule. He said that they will also go through a similar process with the ADA requirements on the interior design of the building. Councilman Tom Bezdichek discussed the parking lot and traffic flow on the west side of the building and through the alley. Weldon said that the updated design to that area should alleviate Bezdichek’s concerns. Mark Bosch reviewed the construction schedule and the schedule for bid package #1. He said the budget will be established prior to letting that bid package. Tom Ginter reviewed what the bid package will include. Lanning discussed the storm sewer drainage requirements. Todd Moss reviewed the schematic design phase moving into the design development phase. He said there has been good progress made and they met with Bossardt last week to look at HVAC systems. He also said that they have worked out the building code issues, and continue to work on plan designs, conceptual cabinetry, interior designs and materials and will be getting more deeply into the structural engineering. Moss also discussed the elevator analysis and the soils report. The board discussed the space requirements for the mechanical functions of the building in the basement taking up a lot more space than originally planned. Bartley asked if it would be less expensive for future mechanical needs if a full basement were put in. Todd Moss said that it would make it much easier. The board discussed the need for sump pumps in the basement due to the high water table and the type of HVAC system that may be used. The also discussed upcoming contractor’s meeting with possible local contractors submitting bids. Mark Bosch said that a formal meeting giving an overview of the entire project will be held for local contractors before the end of the year. The board also discussed which contractors are considered local. Falken said that the intent is to give local people the opportunity to submit bids, but they still want the best qualified and best price as well. The board discussed general and supplementary conditions with contracts, density testing and insurance for the contractors. The Cannon, Moss & Brygger and Bossardt Corporation representatives left the meeting. The board reviewed an alternate design to the council and commission chambers. By consensus, the board agreed to pass on the alternate design to the architects. Gregg left the meeting. The board looked at drawings of the basement and how much space will be consumed by the HVAC system. Weldon said completing the full basement at the estimated $67/square foot would cost approximately $322,000. Falken said if they have the money to do it, it should be done. But he’s concerned that if the Joint Powers Board has to go back to the full boards to request more money, it won’t be received well. Weldon said they could get cost estimates with both a full and a partial basement. He also noted that their budget will be conservatively high, so he doesn’t want to see the full basement cut based on that budget and then have favorable bids come in and have the money to do it. Falken said to design it with a full basement and if it needs to be eliminated, they can take that information to the full boards. The board set the next meeting for September 29th, 2010 at 7:35 a.m. ADJOURNMENT Motion by Kubal, seconded by Falken to adjourn. All members voted aye. Motion carried. 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