Loading...
HomeMy WebLinkAboutJPBMinutes_2012_01_12BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, January 12, 2012 The Joint Powers Board met on Thursday, January 12, 2012 with the following members present: John Kubal, Tim Reed, Alan Gregg, and Deanna Santema acting as an alternate for Dennis Falken who was absent. Architect Brent Koch with Cannon, Moss, Brygger and Project Manager Tom Ginter with Bossardt Corporation were in attendance via telephone. REGULAR BUSINESS Chairperson Alan Gregg called the meeting to order and a quorum was established. Motion by Kubal, seconded by Santema to approve the minutes from the December 15, 2011 Joint Powers Board meeting. All members voted aye. Motion carried. Motion by Gregg, seconded by Santema to elect John Kubal as Chairperson of the Joint Powers Board for 2012. All members voted aye. Motion carried. Motion by Santema, seconded by Kubal to elect Dennis Falken as Vice-Chairperson of the Joint Powers Board for 2012. All members voted aye. Motion carried. Construction Site Superintendent Dan Volbert updated the board on the construction progress. He said that they are looking at installing the casework on the first floor by mid to late February. He said they have made time up on the inside and are a week or two ahead on the interior. Volbert discussed the schedule for finishing the exterior of the building. Santema asked about creating an outdoor patio on the roof. Koch said they would need to review that concept. Kubal asked if the city and county would incur any additional liability by having the patio. City Manager Jeff Weldon said that he didn’t think there would be any additional liability and it could be opened and closed at the building’s discretion. But he said the sooner the better if they want to make the change. Volbert said that they could put a proposal together now, but the actual work could be done at any time. Reed suggested they get a proposal to see what it would cost. Motion by Reed, seconded by Gregg to do a request for a proposal for a cost estimate of an outdoor patio on the roof of the new building. Weldon said that modifications would be needed to make it handicapped accessible. He also said that it is a nice space, but he is concerned with the kind of message it sends to the public. Santema said that once they know the price then they can decide if it’s a good use of the space. She said that she thinks it would be worthwhile if it doesn’t cost too much. Reed said that once they receive the proposal, they can then rely on input and feasibility concerns from staff as well. Weldon said that his only concern is the message sent to the public. He said the project has gone really well to this point and he would hate to turn public opinion against it. Weldon said that it is more a political issue than a practical one and price matters. All members voted aye. Motion carried. Project Manager Tom Ginter reviewed the pending change orders. Motion by Gregg, seconded by Reed to approve the following change orders: ASI#002 for $0 to the contracts with Egger Steel Company, Fox Drywall & Plastering, Inc., Gil Haugan Construction, Inc., Mills Construction, Inc. and Olson Masonry, Inc. to provide a 2” x 6” wood runner at the concrete deck to allow metal studs to be plush with the exterior wall; ASI#003 for $0 to the contracts with Egger Steel Company, Gil Haugan Construction, Inc., and Manning Mechanical, Inc. to revise duct up to RF-1 from 44/44 to 38/50; ASI#005 for $0 to the contracts with American Electric Construction, Ellis-Lieffort Painting, Inc., Fox Drywall & Plastering, Inc., Gemini Acoustical, LLC and Grazzini Brothers & Company to move lower level storage room wall location; COR#024 for $5,355 to American Electric Construction’s contract for owner-requested electrical changes; COR#025 for $770 to Skold Specialty Contracting to provide low-head room track on sectional door; EFO#010 for $5,093 to Manning Mechanical, Inc.’s contract for a revision in the stairwell fan coil units. Ginter said that there could be a better way of doing this that would be a couple thousand dollars cheaper than this estimate, but he said they’ll plan on this amount for now. The board asked Volbert which method would be better. Volbert said that he has no problems going with the cheaper method because it would be doing the same thing. Ginter agreed and said he would have a price estimate next week. EFO#011 for $1,430 to Manning Mechanical, Inc.’s contract for duct re-routing in Service Room #125; and RFP#013 for $8,262 to the contracts with American Electric Construction, Ellis-Lieffort Painting, Inc., Fox Drywall & Plastering, Inc., and Mills Construction, Inc. for adding lower level double doors-2 sets. Brookings County Commission Assistant Stephanie Ellwein reviewed this change. Weldon noted that it was a staff-requested change. All members voted aye. Motion carried. Reed asked if they were getting to the point were most change orders have been found. Ginter said that by this point of a project the major changes have been made. He said there will still be changes, but they should be minor finish-type changes. Ginter reviewed the project budget. He noted that there have been approximately $93,000 in changes so far and $6,000 pending. Weldon reviewed additional building costs that are not a part of the construction costs, but are noted on the budget sheet. Ginter noted that there is no actual contract for the site survey costs. He said that Civil Design, Inc. of Brookings is doing this and directly invoicing Bossardt. Weldon noted that there was a $5,000 allowance, but the costs are coming in at $11,000. Ginter said that at one time the costs were quite a bit higher, but they got them down to this amount. He said that the scope of the project is a little larger than they had anticipated and he thinks this is a fair price. The board discussed repairing the alley to the south of the new building. Ginter said that $25-$30,000 is a rough estimate, but they wouldn’t know the actual cost until final construction plans are done. Santema asked if this would be a part of the project cost. Weldon said that they wouldn’t have to do the repairs if it weren’t for the building project. Volbert noted that there is a gas line just 30 inches under the alley and if they have to move that, it could double the cost. City Attorney Steve Britzman said that they’ll need to research bidding laws to see if they need to bid this project separately. Koch said that it would cost a couple thousand dollars to get a design from Civil Design, Inc. Motion by Gregg, seconded by Reed to proceed with getting a cost for repairing the alley and to look at the option of rebidding the project depending on the cost estimate. All members voted aye. Motion carried. Koch presented the architect’s report. He said that he was on site Tuesday and will be doing a review of the first floor casework drawings today. He said that things are coming along well and he is expecting a couple of submittals for the terrazzo soon. Weldon reviewed the financial report. Reed noted that they are less than 1% of the total project cost in change orders which is very good. Weldon reviewed the Staff Project List for January through June. He said this list is a way to try to look into the future at the rest of the project. Reed asked about the moving arrangements and if this is going to be a coordinated effort to try to get some cost savings. Weldon said that it will be coordinated, but they will want to split it between the city and county based on what will be moved. Weldon also noted on the interior office and suite identification signage that the ADA requirements are driving that cost up. He also said that they continue to discuss building maintenance, janitorial arrangements and potential contracts. Reed suggested that they look at building a reserve for building maintenance issues. Ellwein said that the county already has a building fund that the county levies a tax for. Britzman noted that large ticket items may have to be bid. In other business, Kubal said that he knows the board has struggled with sculpture versus clock for the building’s exterior. He said that he got the impression that no one was real happy with the one submission and it was suggested that they meet with the Brookings Arts Council. Kubal said he invited Susan Brugger, a member of the council, to discuss potential options with the board. Brugger said that the council is more than willing to help by doing a call for entries, sending the specs out and getting proposals in. She said they have a sculpture committee that could look at the submissions as well. Reed said that their original budget for this was $10,000. Brugger said that’s a good amount. Kubal asked if they could give a type of theme. Brugger said that she would leave it open, but suggest it be pertinent to the area. Gregg said they need something very simple. Kubal said the other submission was too busy. Weldon reminded the board of the timing with installation. He also said that they had specs put together and have gone down this road before. He said they received one submission that followed the rules and was submitted by the deadline and the board made the decision to not accept it. Reed noted that it doesn’t need to be in place before the building is open and he thinks this would be better in the art community’s hands. Santema said that right now they would be fighting timelines to get something in and installed before the building opens. Weldon asked how long the process would take. Brugger said that she’s not sure there is enough time to get this done before the landscaping is done. Weldon said that he’s not opposed to this, but he is concerned with the timeline. Brugger said that they don’t want to rush into anything. Weldon also suggested looking at a community fundraising effort for something like this. Kubal asked if Brugger would talk to the arts council. Reed suggested that a timeline from the council would be beneficial. The next meeting is scheduled for February 9, 2012 at 8:00 a.m. ADJOURNMENT Motion by Gregg, seconded by Reed 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 _______________.