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HomeMy WebLinkAboutJPBMinutes_2012_06_21BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, June 21, 2012 The Joint Powers Board met on Thursday, June 21, 2012 with the following members present: John Kubal, Keith Corbett, Alan Gregg and Dennis Falken. Project Manager Tom Ginter with Bossardt Corporation and Architect Brent Koch with Cannon, Moss, Brygger were in attendance via telephone. REGULAR BUSINESS Chairperson John Kubal called the meeting to order and a quorum was established. Motion by Gregg, seconded by Falken to approve the minutes from the May 17, 2012 Joint Powers Board Meeting. All members voted “aye.” Motion carried. Construction Site Superintendent Dan Volbert updated the board on the construction progress. He updated the board on the final punch list items. Project Manager Tom Ginter reviewed pending change orders. He said there are no significant changes coming down the road. Commission Assistant Stephanie Ellwein said there will be a change order to add canned lights in the soffit above the front counter in the County Finance Office. Ginter also provided an update on the construction budget. City Manager Jeff Weldon reviewed the additional construction-related expenditures that are being charged to the project. He said at this time, with those added expenses, the actual remaining contingency currently is $205,607.15. Weldon said the moving expenses aren’t listed yet and he believed the landscaping would come in under budget. Ellwein noted that there is also grant revenue and a donation from ITC that hasn’t been accounted for yet either. Falken asked about the plugging of the screw holes in the staircase railings. Volbert thought they could be put a cap or a plug over the top. Koch agreed that something needed to be done and either a cap or a plug would look better. Ginter said they are starting to issue certificates of substantial completion, they are getting warranty information from the contractors and the operations manuals will be given to the city and county. He said they are still holding app roximately $450,000 in contractor retention payments that will not get paid out until the contractors have accounted for all of their close -out procedures. Volbert said this holds contractors responsible to make sure they get their work done. Motion by Falken, seconded by Gregg to approve the following change orders: COR#058 for $281 to the contract with Clark Drew Construction, Inc. to remake a cabinet with no top drawer per the request of the IT Department; COR#060 for $646 to the contract with Mills C onstruction, Inc. to add four basins in the ponds to help with drainage per the City and CDI; EFO#013 for $944 to the contract with American Electric Construction, for $0 to the contract with Johnson Controls, Inc. and $0 to the contract with Manning Mechanical, Inc. to provide #12 CU wiring and conduit to the cooling tower; RFP#032 for $589 to the contract with American Electric Construction to install security door strike and card access located by garage recycle 233; RFP#033 for $692 to the contract with American Electric Construction to provide (2) type G light fixtures for the east side of the building per the architectural drawings. All members voted “aye.” Motion carried. Architect Brent Koch presented the Architect’s Report. He said they’re working with Volbert on some final issues, but overall they don’t have much going on. Koch said they’re happy to have the city and county moved into the building and they are thrilled with the way it has turned out. Weldon reviewed the financial report. He said they will start seeing less and less financial activity. Kubal said there are two different costs being shown on two different reports, one on the financial report and one on the budget report from Bossardt. Weldon said the financial report includes the cost of the land, demolition and the other additional construction -related expenditures that are being charged to the project. He said the only items that will not show up on the reports are the individual expenses by the city and county. Ellwein updated the board on the upcoming Dedication and Ribbon-Cutting Ceremony. She said VIP tours will start at 3:30 on June 27th, with the program at 5:00. She said self-guided tours will be from 5:30 to 7:00 and there will be a photographer on site throughou t the event. Ellwein also reviewed the budget for the event which is about $4,000. Motion by Gregg, seconded by Corbett to allow a budget of up to $5,000 for the Dedication Ceremony and Ribbon-Cutting Event. All members voted “aye.” Motion carried. Weldon said the move to the new building went very well. He said he was amazed at how efficient Perkins was and how carefully they worked. He said there was very little down time in serving the public. Ellwein also said she was incredibly impressed wit h Perkins and most things are up and running on the county side too. Weldon said the technology in the building is going fine, but they had to wait until the contractors were about done and dust was no longer an issue to install some things. He said July 10th will be the first commission and council meetings in the new chambers. Weldon said the priorities for technology are the chambers, kiosks, conference rooms, then moving the city’s technology from the old council chambers to the community room in th e new building. Ellwein said that the bugs will get worked out and Trent Slyter with Conference Technologies will stay with them to get it working properly. She said there is over $750,000 in technology in this building. Weldon said that not all of the furniture will be in place by the open house, but he believed it was more important to get into the building and to see how things fit before ordering new items they may or may not need or may or may not work. Falken asked about tracking the fixed assets in the building. Ellwein said that both entities will have to show a portion of the joint items, but she will look into that issue further with the state auditors. Falken asked about the area they were considering putting a sculpture on the outside of the building. He said now that the building is open, it looks fine the way it is. Weldon said he thought the lettering was placed a little higher than the drawings indicated and he recommended not doing anything more. Falken said they should inform the Arts Council they aren’t going to pursue anything at this time. The board discussed designating parking on the north side of the building as ‘short -term’ parking. Weldon said they are studying the intersection of 3 rd Street and 5th Avenue and will determine whether to put in a 4-way stop at that corner. Weldon and Ellwein presented a draft operational budget for 2013 for the building. Weldon said their preliminary estimate is $318,675 with the county paying 52% and the city paying 48%. Falken said the Joint Powers Board should present a budget to the council and commission for their approval. Weldon said they will fine-tune numbers so this board can approve a budget at the July meeting. The board discussed putting a phone line on the sewage ejector that would notify someone in case of a failure during the hours when no one was in the building. The next meeting was scheduled for July 12, 2012 at 8:00 a.m. ADJOURNMENT Motion by Gregg, seconded by Corbett to adjourn. All members vote “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 _______________.