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HomeMy WebLinkAboutJPBMinutes_2011_07_14BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, July 14, 2011 The Joint Powers Board met on Thursday, July 14, 2011 with the following members present: John Kubal, Jael Thorpe-acting as an alternate for Tim Reed, Dennis Falken and Alan Gregg. Project Manager Tom Ginter with Bossardt Corporation and Architect Brent Koch with Cannon, Moss, Brygger were in attendance via telephone. REGULAR BUSINESS Chairperson Gregg called the meeting to order and a quorum was established. Motion by Falken, seconded by Kubal to approve the Joint Powers Board minutes from June 9, 2011. All members voted “aye.” Motion carried. Construction Site Superintendent Dan Volbert updated the board on the construction progress. He said the footings are in, the walls are poured, the elevator shaft and north stairway are done. He said that steel will start being delivered today and discussed the staging area for those deliveries. Volbert said that there are currently about 25 to 30 workers on site, but that number will be doubling soon. He said that they are within a week of the original schedule. He also discussed having the building set up to install a back-up generator. City Manager Jeff Weldon said that they already have plans for a portable generator, but that they’ve also discussed having a full-scale generator. He said there may be an opportunity to put one on the south side of the building if more property is ever acquired. Project Manager Tom Ginter reviewed pending change orders totaling $16,873. He said the first change order is for $720 to Olson Masonry’s contract for extra labor and material for block at the elevator pit and south stairwell. The second is $345 to Peska Construction’s contract for additional labor for two additional access panels in the foundation wall that were not shown on the bid package #1 documents. Ginter said the third and fourth change orders involve the contracts with American Electric Construction and Krier and Blain, $1,378 and $14,430 respectively, for relocation/clarification and addition and added piping and valves at the sump pit. Weldon questioned why the last two change orders were not anticipated in the design. Ginter said that with Volbert going through the designs on site, he was able to see it more clearly. He said that piping elevations don’t jump out on paper. Brent Koch noted that there has been more water than anticipated as well. Ginter said that there is still $466,000 left in contingency and this project has had very minimal change orders so far. Motion by Falken, seconded by Thorpe to approve the following change orders: $720 to Olson Masonry’s contract for extra labor and material for block at the elevator pit and south stairwell; $345 to Peska Construction’s contract for additional labor for two additional access panels in the foundation wall that were not shown on the bid package #1 documents; $1,378 to American Electric Construction’s contract and $14,430 to Krier and Blain’s contract for relocation/clarification and addition and added piping and valves at the sump pit. All members vote “aye.” Motion carried. Weldon discussed a previously approved change order to Mills Construction’s contract to fix a leak at a water service. He said that he believes that issue should have been done through the demolition contract with V.J. Ahlers Excavating. Weldon said that he’s sure it was just missed, but they had to come back later to correct the issue and Mills hired Ahlers to do it. He asked the board if they want to pursue getting reimbursed the $1,934 for the change order, because in essence, they paid twice for it. Falken said that he thinks it needs to be pursued. He said that he doesn’t know the particulars, but they should have the conversation. By consensus, the board agreed to have Weldon discuss this issue with Mark Whaley of V.J. Ahlers Excavating. Koch updated the board on the bulletproof lining for the boardroom dais. He said that it will be easy to add to the current design. He also provided the board with different levels of protection, and recommended Level 3 which would cost $13 per square foot plus the cost of installation totaling approximately $4000. Thorpe asked if the design of the dais would change. Koch said that the design would remain the same; it would just be a little thicker. Falken asked which contract this would fall under. Ginter said it would go to the casework contract and the contractor would decide if they would install it in the shop or in the field, whichever works for them. Falken said that he’s comfortable with the cost of the Level 3 protection which would give some protection if needed. Gregg agreed and said that he thinks they need this. Weldon said that it’s sad and almost chilling that they have to have this conversation, but it is necessary. Gregg said that they don’t know what the climate will be down the road. Motion by Falken, seconded by Kubal to approve the Level 3 bulletproof protection for the boardroom dais. Vote: 3 “ayes,” 0 “nos.” Motion carried. Commission Assistant Stephanie Ellwein asked about an electrical change order. She said that the cabling into the conference rooms and to the digital signage throughout the building was missed. Koch said that he hadn’t heard anything, but will look into it. Weldon reviewed the project finance report. Ginter discussed the difference between reimbursable expenses and construction support expenses and how contractors get paid. The board discussed the preliminary operating budget for the new building. Weldon said that they need to start incorporating operating costs into the 2012 budget, but it’s going to be hard without having a historical track record. He said the biggest thing is the utilities and getting an estimate per square foot. Falken said looking into the future someone is going to get a bill. He asked who pays it and who gets reimbursed for that payment. Weldon said that the Joint Powers Board would continue to make decisions on the operation of the building and that the city could act as the fiscal agent and split bills 52% county and 48% city. Thorpe asked about creating a capitol improvement plan for the building. Ellwein said that the county already has a fund set up for capitol projects that receives revenue from a tax levy. She said the county would keep the money in that fund until any capitol improvement payments would need to be made. Weldon provided the board with two newspaper articles that discussed the new administrative building. He also said that he has received one proposal and a couple of phone calls regarding the art design for the building. The deadline to submit proposals is August 31st. The next meeting is Thursday, August 11th at 8:00 a.m. ADJOURNMENT Motion by Kubal, seconded by Thorpe 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 _______________.