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HomeMy WebLinkAboutJPBMinutes_2011_05_12BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, May 12, 2011 The Joint Powers Board met on Thursday, May 12, 2011 with the following members present: Tim Reed, John Kubal, Deanna Santema-acting as an alternate for Dennis Falken, and Don Larson-acting as an alternate for Alan Gregg who were both absent. Also in attendance were Jeff Weldon, Stephanie Ellwein, and Steve Britzman. REGULAR BUSINESS Chairperson Kubal called the meeting to order and a quorum was established. City Manager Jeff Weldon reviewed the financial report. Motion by Reed, seconded by Santema to approve the minutes from the March 11, 2011 Joint Powers Board Meeting. All members voted “aye.” Motion carried. Project Superintendent Dan Volbert with Bossardt Corporation presented the Construction Manager’s Report. He said that they’ve been at the project a little over a month and have three-fourths of the footprint of the building done. Volbert said they plan to pour concrete for footings on the east side and finish excavating next week. He said forming and dam proofing the exterior walls and masonry work on the elevator shaft will begin after that and then structural steel will start. Volbert said that they are looking at issuing the Certificate of Occupancy on May 10, 2012 and move-in can start on May 11, 2012. Project Manager Tom Ginter with Bossardt Corporation said that they plan to have the building enclosed by October, and then the rest of the work will be done on the inside during the winter months. Brent Koch with Cannon, Moss, Brygger Architects presented the Architect’s Report. He said that Bid Package #2 is out for bids and they have had a couple of addendums come out to clarify some things. He said that they are also answering questions from contractors, and reviewing shop drawings on items from Bid Package #1. The board discussed the change order process. Weldon said that they need a process in place for solidifying change orders. Commission Assistant Stephanie Ellwein noted that the full commission has to approve every change order request. Weldon said that he can administratively approve them on the city side, but he said that there will be a level at which he will want direction before approving things administratively. Kubal asked if change orders will come before the city council. Weldon said that he needs to be able to keep on schedule, but they will show up. Due to the high visibility of project, Reed suggested that he, Kubal and Weldon meet weekly to review change orders and an emergency city council meeting could always be called if needed. Weldon said that he also needs the flexibility to give an up or down answer out in the field to keep things moving forward. He also noted that if there are any unusually large change orders, they will have some lead time to get those discussed. City Attorney Steve Britzman reminded the board that they will need to watch the cumulative total for change orders as the project progresses. The board discussed their upcoming meeting schedule: Bid Package #2 opening on May 17th, Joint Powers Board meeting May 20th to approve bids and full board approvals of bids on May 24th. Weldon noted that it could be possible that Bossardt doesn’t like a particular bid and it would have to be rebid. Ginter said that there are 18 contracts in Bid Package #2. He said that they may not have the review of all 18 contracts done by the May 20th meeting, but will get the ones that are timely done first. The Joint Powers Board scheduled a May 31st meeting to approve any bids that are not approved at the May 20th meeting. Weldon said that they will have a much better idea on what the overall project budget will be once the Bid Package #2 contracts are approved. Ginter reviewed the current change orders. Motion by Reed, seconded by Santema to approve the change orders dated May 11, 2011. All members voted “aye.” Motion carried. Weldon said that they had just received a certified pay request of $84,000 which the city will pay and bill the county for their share. He said they will start seeing these payments on upcoming financial reports. Reed asked about the amount of money they had allocated for a clock and suggested having some type of artwork placed on the building instead. He said that they could apply the money budgeted, and they could also do some community fundraising. Santema agreed that she would like to see some sort of artwork on the building rather than a clock. By consensus, the board agreed to have Reed contact artist Dale Lamphere to get estimates for a sculpture. Weldon said that City Council member Mike McClemans had asked about a back-up power generator for the new facility. Weldon noted that they made the decision early on that they would not have a dedicated back-up generator, but have temporary generators that could be used in an emergency during power outages. Utility Operations Manager Paul Melby with Brookings Municipal Utilities reviewed a rate reduction program for businesses with usage of 50 KW or more and those that have dedicated generators where the generators are turned on during peak hours of usage saving on electrical costs. Weldon said that they had decided on portable generators versus a dedicated generator because there isn’t a communications center or a jail in the new facility that would require an immediate back-up, and they wanted to be sensitive to the residential area by not having a large generator sitting outside the building. Reed said that a dedicated generator seems too expensive at this time. Larson said that a back-up generator is more important than a sculpture and is critical to the overall function of the building. He said that the time to install one is now, not 10 years from now and then trying to retrofit everything and find a place for a generator. Weldon said that he was conscious of the costs and issues with public safety and emergency situations, but he could not bring a cost of a quarter-million dollars to the boards for a back-up generator. He said that it wouldn’t be a critical emergency if power was out for a half-hour in this new building. Reed suggested they look at the cost to install a dedicated generator now versus the cost to retrofit one in later. Weldon said that this would have to be bid and it would be a change to the contract in Bid Package #2. Kubal asked if they could look at what could be done now that would allow an easier introduction of a dedicated generator in the future. Koch said that they’ll need to contact their mechanical engineers at West Plains. Weldon said that they would see what it would take to do that. ADJOURNMENT The next meeting is scheduled for Friday, May 20th at 8:00 a.m. Motion by Reed, seconded by Kubal to adjourn. 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 _______________.