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HomeMy WebLinkAboutJPBMinutes_2012_02_09BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, February 9, 2012 The Joint Powers Board met on Thursday, February 9, 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. Architects Todd Moss and Brent Koch with Cannon, Moss, Brygger and Project Manager Tom Ginter with Bossardt Corporation were in attendance via telephone. REGULAR BUSINESS Chairperson John Kubal called the meeting to order and a quorum was established. Motion by Santema, seconded by Reed to approve the minutes from the January 12, 2012 Joint Powers Board meeting. All members voted aye. Motion carried. Construction Site Superintendent Dan Volbert updated the board on the construction progress. City Manager Jeff Weldon asked if there were any scheduling issues. Volbert said the contractors are on schedule. Commission Assistant Stephanie Ellwein asked about the exterior walls being different colors. Volbert said this spri ng, that contractor will be doing an acid wash on those walls to either darken or lighten them. He said if they can’t get the colors to match, they will redo the work. Reed asked about exterior lighting. Weldon said there will be wall sconces on the building and street lights, similar to those on Main Avenue, around the building. Kubal asked if there were any security issues. Volbert said his mailbox was wrecked this week, but no issues with the building. Project Manager Tom Ginter reviewed the pending change orders. The board discussed COR #029 for $2,308 to Fox Drywall & Plastering for replacement of batt insulation with foam insulation. Weldon asked why this wasn’t caught during plan review. Volbert said this is the right choice to make and now is the right time to do it. Kubal asked if this should have been foreseen before it was done or why it wasn’t anticipated. Ginter said that the companies bid the documents as they are. He said he doesn’t know if they’d have detailed information on a bui lding code issue like this. Architect Todd Moss noted that they are paying for the upgrade only and nothing was thrown away. The board discussed EFO #012 for $280 to Krier & Blain to provide a flow control valve in the AHU cooling coil bypass leg. Ginter said Electrical Engineer West Plains gave the directive to provide this. He said it is a balancing valve that helps the system monitor itself a little better. Moss said that he will have West Plains send an explanation for the change. Weldon asked why this wasn’t found early on if it is something to make a system run better. Moss said that he will ask West Plains that question. The board discussed RFP #017 for $4,560 to Egger Steel and Mills Construction to add steel reinforcing below the master file room 213. Weldon said this is an owner-requested item for the city’s records room. He said they plan to install rolling cabinets that will require the extra strength. Santema asked how the cost of this change will be handled since it is a city -requested item. Weldon said that he considers this change an inherent part to the building and it could have been included during design/development. Ginter provided an update on the amount of remaining contingency. He said there is $356,462 left from the original contingency budget, but only $217,396 left if they include the additional building costs noted on the Project Status Report. Weldon explained that approximately $800,000 came out of project costs for technology due to the bids coming in lower than the estimate. Ellwein explained that the additional building costs that are listed always had been anticipated expenses. Reed asked if those were change orders. Weldon said that they are not; that they need to look at those as non-construction costs. Weldon said that they continue to work on zeroing in on those additional building cost items , which include internal office signage and moving expenses. He suggested that they can keep what’s left in the residual construction account for joint expenses aft er they’ve moved into the building. Ginter noted that they aren’t spending the amount for temporary heat that they had anticipated, so there may be some savings there. He said that he is going to try to work on a final cost estimate as well. Motion by Gregg, seconded by Reed to approve the following change orders: COR #027 to the contract with Fox Drywall & Plastering, Inc for $1,036-T&M fur out walls at drinking fountains and rooms 243 & 245 to allow for piping insulation in the walls; COR #028 to the contract with Fox Drywall & Plastering, Inc for $1,322-T&M for added lumber and welding at parapets; COR #029 to the contract with Fox Drywall & Plastering, Inc for $2,308 to fur out walls and replace batt insulation with foam insulation at rooms 105-108, 110, 111, 115-117, 124A, 142, 143 per the building official; COR #030 to the contract with Mills Construction, Inc for $131 for a change for additional interior metal letter signage; COR #031 to the contract with American Electric Construction for $450 to add 1 data jack and change duplex outlet to a double outlet in room 213; COR #036 to the contract with Clark Drew Construction, Inc for $1,914 to add lockable cash drawers to clerks room 140; COR #037 to Mills Construction, Inc for $1,232 to move wet tap into boulevard on east side of building—tap was in the yard of a private residence; EFO #012 to the contract with Krier & Blain, Inc for $280 to provide a flow control valve in AHU cooling coil bypass leg; and RFP #017 to the contract with Egger Steel Company for $2,850 and to the contract with Mills Construction, Inc for $1,710 for steel reinforcing below master file room 213. All members vote “aye.” Motion carried. Ginter discussed potential painting deducts on the lower level of the building and will bring back a proposed change order at the next meeting. Koch presented the architect’s report. He said that he was on site earlier in the week. He said they are still looking at casework and said they will be starting to install the casework on the first floor next week. Weldon asked if they had gotten any estimates on the cost of repairing the alley. Koch said that he has information to pass along to Bossardt. Weldon said that City Engineer Jackie Lanning’s estimate is $30,000. Ginter said that it would take them about 10 days to get it drawn up once they receive the information. Ellwein asked if they had gotten any information on the possibility of a rooftop patio. Koch said the roof was not designed for a patio and doesn’t have the correct live load weight requirements. He also noted that they would need to install an 18-foot ramp to make the patio handicapped accessible. By consensus, the board agreed that a patio was out of the question. The board discussed opening the building up for pub lic tours. Santema said that they will need to make it clear that the building is not handicapped accessible right now. Weldon said that they will need to make people aware that it is still a construction site. Reed said that he has concerns with public tours. Kubal asked about liability issues. City Attorney Steve Britzman said that they will need to warn anyone that goes on site that there are dangers. Reed suggested they stick to employees and invitees at this time. Santema agreed that they should wait on the public tour until a later date. Gregg said that he doesn’t think the general public should be in the building until it’s done. He said there are too many chances to get hurt. By consensus, the board agreed to hold no public tours of the building. The board discussed the Brookings Arts Council call for entries process. Reed suggested that they ask the council to start getting a committee together to look into this process. Kubal asked if they should invite Brookings Arts Council Executive Director Susan Brugger back and give her some direction on what they would like this committee to do. Motion by Reed to invite the Brookings Arts Council to start the process of finding artwork for the administrative building, seconded by Kubal. Reed said that he wants input from their committee and to see what their process will be. Santema said that they also need to set parameters. Vote: Reed, Santema and Kubal “aye,” Gregg “no.” Motion carried. Weldon discussed continued staff projects. He said that they have been getting great cooperation from Trent Slyter with Conference Technologies, Scott Mack at Swiftel Communications and Dustin Risty with Security Systems. Weldon said that they continue to look at furniture and what can be brought over to the new building. He said that city staff continues to work on landscaping and he discussed the use of decorative bollards, planters and patio furniture. Weldon said that he will continue to work with Ellwein to pick out some of these items. The board discussed making the grounds smoke-free at the new building. They discussed mail delivery and an outside payment drop box. Weldon said that in discussions with Perkins regarding the move, they will drop of boxes either for staff to pack or Perkins could pack them. He said that the county and city are not as liable for damages if Perkins packs the boxes, but it is more expensive. Weldon said that Ellwein has done an analysis of interior office and suite identification signage so they know that ADA requirements are being met. The board discussed how the boardroom dais is arranged and where staff will sit. Weldon said that when suggestions were made as to what was needed by city staff it was up to Koch to reconcile any discrepancies between the city and county and that didn’t happen. He said that they need to make this as multi-usable and multi-purposed as possible and not impede anyone’s use of the table. The board reviewed the financial statements. The next meeting is scheduled for March 8, 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, n ot 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 _______________.