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HomeMy WebLinkAboutJPBMinutes_2012_10_11BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, October 11, 2012 The Joint Powers Board met on Thursday, October, 11 2012 with the following members present: John Kubal, Tim Reed, Alan Gregg & Dennis Falken. REGULAR BUSINESS Chairperson Kubal called the meeting to order and a quorum was established. Motion by Falken, seconded by Kubal to approve the minutes from the September 13, 2012 Joint Powers Board Meeting. All members voted “aye.” Motion carried. The board discussed the status of the remaining punch-list items. Commission Assistant Stephanie Ellwein noted the contractors have been in working on various projects over the last month which included repairing the roof leak in the Planning & Zoning office. She was unsure if that issue was completely resolved. Chairperson Kubal asked if there were any updates to the Collegian paper rack being brought in. Reed said they are now putting the papers next to the planter box in the building as opposed to just setting them on the floor in the entry way. Gregg noted the lights that were installed in the Finance Office make a big difference. Gregg said that he checked on the generators that the county owned. He believes the generator they have access to would be able to handle the sump pump and the doors. He talked to Mike Klitz and Klitz believed that it would be able to handle the doors, sump pumps and other items as needed. Commission Assistant Stephanie Ellwein noted that the doors are on a UPS and can run for 8 hours and that based on their last conversation, they knew it would handle the pumps. She said they would have to prioritize what the generator would back up after that. If they wanted to look at heating they would have to investigate further. Gregg said the sump pumps are important to have covered because it doesn’t take long to get into trouble with those. He also noted that he didn’t believe it took a lot of power to run a furnace. Ellwein noted that City Manager Jeff Weldon was looking at what priorities could all go on the generator. She said there are battery operated lights in the basement for emergencies. Weldon was absent from the meeting and he had the punch-list items. Ellwein was unsure if there were still items to review. She knows that contractors have been in the building, including the contractors who were sent to repair the roof leak in the Planning & Zoning Office. Gregg noted that people were lost when attending the commission forum and it would have been nice to have some signage. Ellwein said the kiosks are scheduled to be off on weekends and they have not been trained on how to program them to be up and running for different events. Kubal asked about the schedule of values and outstanding contract amounts. Ellwein said she does not receive that information and that Weldon has that it. She also said the financial report was available to each board member for review. Ellwein noted that they purchased a stove and microwave for the employee break room which is indicated on the report, as well as any new bills received. Ellwein informed the board that they had a meeting with the cleaning crew to discuss their schedule and how issues will be resolved in the future. They will continue to have those meetings in the future. She also said holidays have been scheduled in the door program through 2013. Ellwein said the server rooms were reaching temps of 85 degrees yesterday and Johnson Controls was called in to address the issue and it has been resolved. Gregg noted that the DAV van is receiving a lot of dust due to where it is currently parked. The van is parked in the parking lot to the south of the City/County Government center but the dust from the gravel parking lot to the east causes the windows to be dirty and they are forced to clean it before they can use the vehicle each time. The board believes it wouldn’t be an issue to park the DAV van in the farthest back row or south lot where the employees are designated to park. They are not requesting to have a designated spot with signage. Reed asked that Weldon be made aware of the situation. Kubal asked if the building would be okay this weekend as the area is expecting considerable rainfall. Ellwein said it makes sense to use the generator they already have and to explore what is needed from an electrical stand point so they can tie the generator into the building in the event of an emergency. The comment was made that the sump pumps are hard wired into the building. Gregg said we need to explore what it would take to hook the generator up and where it would be located. He also noted that with the water table as high as it is in this location it won’t take long to be in trouble. Ellwein explained how the county had rented the generator years ago and ended up purchasing it. She said it is at highway shop in storage right now. Kubal asked if the generator can be hooked up and will start running. Both Gregg and Ellwein noted that it has to be hard wired and then it would run just as the generator at city hall does. Ellwein said they know that the generator will at least run the sump pumps and the next step is looking at the end point install and see what they need to do to make sure it can work. Motion by Reed, seconded by Gregg to investigate the use of the generator the county currently owns and look at what steps are needed to make it work. All members voted “aye.” Motion carried. Falken said they need to give direction to the electrician and inform them that they first want to hook up to the sump pumps and then have them help determine what else can be hooked up to the generator. Falken said they can help create the priority list. Reed asked how often the Joint Powers Board will continue to meet. The board discussed that unless something comes up they will not meet until December 13th. Ellwein said they received the $91,000 grant for the door lock system, cameras and the panic alarms. She said the city received their 48% of the grant. On the kiosks, the board discussed putting a sign up stating that the Community Room and Chambers are on the 3rd floor and explain how to reach the third floor. Reed said it is needed especially on Tuesday mornings and Tuesday evenings for meetings. Ellwein said she will look into scheduling messages like this. Falken noted that he is amazed at the number of people who go right to the kiosk and use it. Gregg asked when the open house pictures will be removed from the kiosk. Reed said it would be nice to see photos of places within the city and other towns throughout the county. Ellwein said staff can update photos at any time. Falken noted that they see the pictures all the time but the general public doesn’t come in as often and they still may be new to them. Ellwein said they are awaiting the Nexus box for broadcasting meetings. She said the county will have their own channel, but will not start broadcasting meetings until next year. Ellwein said they have a number of other technology items to be trained on as of yet. Gregg noted that the broadcasting of the city council meetings has greatly improved and the camera angles are much better. Ellwein said they ordered classroom size tables to better utilize the space in the community room for trainings and employment testing. Expenses for the project are at $13,297,483.52 currently. There is furniture for the lobby that is not showing yet, but there is not much else left to be included. At the next meeting the board hopes to have final numbers and close out the budget. Falken noted that they funds budgeted in the county budget and will continue purchasing and paying as they have been with the city paying the bills and the county reimbursing the city. The Joint Powers Board will meet quarterly starting next year. The full City Council and County Commission do not need to act on the policy for use of the building and the meeting rooms. The room use agreement was in the commission packet previously, so all board members and the public are aware of the policy. County department heads are also aware. City council members received notice of the policy from City Manager Jeff Weldon. ADJOURNMENT Motion by Reed, seconded by Gregg to adjourn. All members vote “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 _______________.