HomeMy WebLinkAboutJPBAgenda_2016_08_16AGENDA AND MEETING NOTICE
JOINT POWERS BOARD
CITY AND COUNTY OF BROOKINGS
SECOND QUARTER MEETING
Thursday, August 18, 2016 at 8:30 A.M.
Brookings & City County Government Center
3rd Floor Executive Session Room 312
AGENDA
1) Call to order, determination of a quorum
2) Approval of minutes from June 6, 2016
3) Budget update
4) Building update
5) Other business
Next meeting date: November 17, 2016.
BROOKINGS CITY/COUNTY JOINT POWERS BOARD
MEETING
TUESDAY, JUNE 7, 2016
The Joint Powers Board met on Tuesday, June 7, 2016 with the following members present:
Keith Corbett, Stephne Miller, Patti Bacon, and Lee Ann Pierce.
REGULAR BUSINESS
Keith Corbett called the meeting to order and a quorum was established.
Motion by Miller, seconded by Bacon to approve the minutes from the February 18, 2016
Brookings City/County Joint Powers Board Meeting. All members voted “aye.” Motion carried.
The board reviewed the City & County Government Building budget.
Motion by Pierce, seconded by Bacon to approve the City & County Government Building
budget. All members voted “aye,” Motion carried.
Kevin Catlin, Assistant to the City Manager, discussed the maintenance agreement between
the City & County and Johnson Controls. Catlin said they have been doing some work on the
exhaust fans, and the price keeps increasing, so he suggested including it into the agreement.
Motion by Miller, seconded by Bacon to approve the maintenance agreement, including
maintenance of the exhaust fans. All members voted “aye.” Motion carried.
Commission Department Director Stacy Steffensen and Catlin discussed relocating the
washing machine to the basement of the building. Currently, Steffensen said the washing machine
and the Zamboni floor scrubber share a small utility closet. She said the maintenance workers have
to physically move the washing machine every time they fill and empty the Zamboni. Steffensen
said they are proposing to move the washing machine downstairs, which means they would need to
relocate the plumbing at a cost of $1,075.00.
Motion by Corbett, seconded by Miller to move forward with the relocation of the washing
machine. All members voted “aye.” Motion carried.
The board discussed cleaning services for the City/County building. Catlin said the current
agreement ends July 1, 2016, so the board would need to approve a Request for Proposal.
Motion by Miller, seconded by Corbett to approve a Request for Proposal for cleaning
services. Pierce asked what duties the cleaning service workers do that the County maintenance
workers do not. Steffensen said the vacuuming, dusting, changing out garbages, and cleaning
bathrooms are completed by the cleaning service crew. Cleaning the floor, sweeping the steps, and
cleaning the States Attorney’s Office is completed by the maintenance workers. Motion carried.
The board discussed fixing the veneer trim throughout the building. Catlin said it has been
recommended that the humidity problem in the building be fixed first before replacing any veneer
trim. Catlin suggested two options to fix the humidity problem. He said the board could purchase a
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humidifier for the building or to reroute the piping, which could cost up to $80,000. Catlin said he
would research the options and see what they can do. Steffensen said the HVAC system is not the
correct system for this particular building.
By consensus, the board agreed to allow Catlin to move forward with researching the
different options to fix the humidity problem in the building.
Catlin discussed the security system throughout the City/County Building and the
Courthouse.
The board discussed the Mother’s room. Steffensen said the room now has a new chair and a
secured cabinet for personal belongings. Deputy States Attorney Teree Nesvold said there has been
a lot of complaints regarding the lack of amenities in the room, and that nothing is being done
about it. Bacon said employees’ rate higher than replacing veneer trim throughout the building, so
they need to get something done. Bacon suggested expanding the room by taking out a couple of
the walls.
Motion by Miller, seconded by Bacon to adjourn. All members voted “aye.” Motion carried.
It is the policy of Brookings County, South Dakota not to discriminate against the
Handicapped of 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.
__________________________________
Jenna Peterson
Finance Assistant II
Brookings County
Published once at the approximate cost of______.
Page 2 of 14
BROOKINGS CITY/COUNTY JOINT POWERS BOARD
MEETING
Thursday, August 27, 2015
The Joint Powers Board met on Thursday, August 27, 2015 with the following members
present: Ryan Krogman, Keith Corbett, Jeff Weldon, Stephne Miller, and Patty Bacon.
REGULAR BUSINESS
Chairperson Krogman called the meeting to order.
Motion by Corbett, seconded by Miller to approve the minutes from the February 26, 2015
Joint Powers Board Meeting. All members voted “aye.” Motion carried.
IT Specialist Shawn Plowman updated the board on the battery replacement system.
Plowman said they are due for a replacement. He said the one-time replacement cost for all
batteries would be $10,783.00 and this would include purchasing, shipping, installing, and disposal
of the old batteries. Plowman said if the board decides to get rid of the additional cabinet and only
use the primary one it would cost $6,353.00 to replace the batteries. He said this would need to be
done before any type of service agreement was made. Plowman said the service agreement would
be $1,270.60 a year for a five year term. In addition to that, Plowman said they would have an
annual maintenance agreement for $1,985.00 a year.
The board further discussed the back-up emergency generator cable/wiring.
Motion by Miller, seconded by Corbett to move the back-up generator from the Highway
Department to the City/County building. Krogman said he wants to get the generator here and get
it up and running before they get rid of the second cabinet. Krogman also said the generator needs
to be tested. All members voted “aye.” Motion carried.
The board discussed the retrocommissioning process, as well as the wood
trim/laminate/trim stain wearing conditions in the building. City Manager Jeff Weldon said the
building has had some HVAC issues between the changing seasons, particularly with the humidity,
but thinks everything is now balanced. Weldon said he has noticed the trim has been flaking.
Weldon also said some of the narrow trim pieces above the elevators is cracking. Weldon said they
will get some information on solutions regarding the trim and bring it to the next meeting.
The board discussed the protective bollards at the north entrance of the building.
Commission Director Stacy Steffensen said the planters are not protecting anything and part of it
was to block some of the traffic. Steffensen said if you move those it will be a snow removal
nightmare. She said the west entrance doesn’t have anything. Miller said if someone runs into the
building, they would be in the hallway and not the offices. Miller said she is hesitant on the idea of
putting anything in front of the doors. Weldon recommended not changing anything.
The board discussed the safety mitigation of the seating area under the main stairwell.
Steffensen said this was brought up by the insurance company when they did their walk-thru.
Steffensen said the City/County has met all of their recommendations except the seating
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underneath the main stairwell. Steffensen said if a person were to sit there and then stand up,
they would hit their head on the bottom of the stairwell. Steffensen said the insurance company
recommended putting something there to eliminate people from sitting there. Bacon asked if the
insurance company would be okay having a planter put in place. Weldon said the interior designer
was going to figure out how to reuse that construction. Krogman said they will wait to hear from
the interior designers before doing anything.
The board discussed the conference room scheduler software upgrade. Steffensen said they
have been using a free software program, which allows everyone to share conference rooms.
Steffensen said the free trial has now ended, so for $10/month, the same company will set up a
supportive program. Steffensen said all of the current information would transfer automatically.
Motion by Miller, seconded by Bacon to approve the purchase. All members voted “aye.”
Motion carried.
The board discussed the severe weather evacuation to the basement. Steffensen said in
order to reach the basement, a personnel badge is required. In case of an emergency, Steffensen
said it was brought up to see if when someone hits the alarm that it could unlock the basement
door, but keep the offices locked. Steffensen said in doing that, someone from the general public
or someone who forgot their badge would be able to get downstairs in case of an emergency. Miller
asked what the cost would be. Steffensen said she does not believe there would be an additional
cost, just a program change. Corbett said it sounds like a no brainer to make that change.
By consensus, the board agreed to allow the basement doors be unlocked in case of an
emergency.
The board discussed flag replacement. Steffensen said she has heard comments that the
flags are too small for the poles they are on. Steffensen said the company who makes the flags
want $500 per flag. Bacon asked how many flags would be needed. Steffensen said, right now, they
go through 3-4 flags a year because the weather is so hard on them. Weldon said that is a lot of
money to go through that many flags a year. Steffensen said she will look into it and come back
with something at the next meeting.
Motion by Corbett, seconded by Miller to adjourn. All members voted “aye.” Motion carried.
It is the policy of Brookings County, South Dakota, not to discriminate against the
Handicapped of 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.
____________________________
Jenna Peterson
Finance Assistant II
Brookings County
Published once at the total approximate cost of _______.
Page 4 of 14
Page 5 of 14
REPRINT1Page:Twin City Hardware -IR Sec Cen
720 Hale Avenue
Quote
Initiated
From:Oakdale, MN 55128 SALES QUOTEPhone: (651) 731-7180
Quote No. SQ576634Fax: (651) 731-7111
(888) 747-1989
www.tchco.com
08/08/16Quote Date:TEMPShip
To:
CU004444Bill
To:Expiration Date:C.O.D. Sales - IR Security Store BROOKINGS CITY & COUNTY GOV. CT 11/08/16
Payment Terms:Payment % Complete: 50 / 100 JERROD THOMAS 605-692-6629 CC
John StemigSalesperson:Payment Method: _____________j.thomas@cityofbrookings.org
OAKDALE, MN 55128 BROOKINGS, SD 57006 Slsp Phone: (651) 731-7102USAUSAjstemig@tchco.comSlsp Email:
JERRODCust PO No:Phone: Phone:
Fax: Fax: Ship Method:
Ship Via: UPSContact:Contact:
Type: GROUND
Item No.U/MDescriptionQty Total PriceUnit PriceLine Location
41.258.25Each5OPERATING KEY EV-PR C145406759
35-246-C145-5824-4901-XQ12-190
7.501.50Each5LABOR KEY CUT & STAMP MULTI-LINE281019
CUT TO: 1AA STAMP: LN1: #982, LN2: AA1
15.0015.00Each1FREIGHT CHARGE 04FREIGHT04
48.75Merch. Total:
15.00Freight Total:
63.75Subtotal:
4.14Total Sales Tax:
67.89Total (USD):
Page 6 of 14
0010 WIN10120530 1 EA 799.77 799.77
VERSAMATIC PLUS 18IN 115V
0020 WIN10120520 1 EA 622.05 622.05
VERSAMATIC PLUS 14IN
----------------------------
S & H 37.00
----------------------------
Gross Price 1,458.82
----------------------------
Tax and Freight charges are subject to change.
Sold-to Party Address
CITY & COUNTY OF BROOKINGS JPB
PO Box 270
BROOKINGS SD 57006
Item Material Description Quantity Unit Price Amount
Quotation Details
Phone: 800 666 2744
Fax: 800 568 5948
HILLYARD / SIOUX FALLS
800 E 48TH STREET N
SIOUX FALLS SD 57104
Quotation
Information
Quotation No.100399181
Valid from 08/09/2016 to 09/23/2016
Document Date 08/09/2016
Customer No.297132
Customer P.O. ISA-08/09/2016
Sales Rep Travis Fritz
Phone
Extension
Ship By Ground Standard
Entered By: 153030 Page 1 of 1
Customer Phone: 605-692-6281
www.hillyard.com
Page 7 of 14
003388-000 520 3rd St
City/County Admin Bldg.
Comparison of Water and Sewer Billings with/without separate Irrigation Meter
July 2015 - June 2016
1.5" meter
Read Date
Consumption
(cu. ft)
Water
billings at
2016 rates
Sewer
billings at
2016 rates
Consumption
(cu. ft)
assuming winter
average
as typical usage
Water
billings at
2016 rates
Sewer
billings at
2016 rates
Consumption
(cu. ft)
Water
billings at
2016 rates
6/2/2016 18,900 525.57$ 727.89$ 850 73.06$ 45.42$ 18,050 579.89$
5/3/2016 3,700 144.51$ 153.18$ 850 73.06$ 45.42$ 2,850 141.68$
4/4/2016 1,500 89.36$ 70.00$ 850 73.06$ 45.42$ 650 25.74$
3/2/2016 900 74.31$ 47.31$ 850 73.06$ 45.42$ - 7.00$
2/2/2016 800 71.81$ 43.53$ 850 73.06$ 45.42$ - 7.00$
1/5/2016 900 74.31$ 47.31$ 850 73.06$ 45.42$ - 7.00$
12/2/2015 800 71.81$ 43.53$ 850 73.06$ 45.42$ - 7.00$
11/3/2015 1,600 91.86$ 73.78$ 850 73.06$ 45.42$ 750 28.62$
10/2/2015 13,800 397.72$ 535.06$ 850 73.06$ 45.42$ 12,950 432.86$
9/1/2015 20,300 560.67$ 780.82$ 850 73.06$ 45.42$ 19,450 620.25$
8/4/2015 24,600 668.47$ 943.41$ 850 73.06$ 45.42$ 23,750 744.22$
7/2/2015 19,100 530.59$ 735.45$ 850 73.06$ 45.42$ 18,250 585.66$
3,300.98$ 4,201.25$ 876.71$ 545.02$ 3,186.92$
Current annual
An estimated savings of $2,893.57 could be realized annually if an Irrigation meter was installed.
Calcualtions were based on usages of the previous 12 months.
Initial costs would include purchasing a 1.5" water meter at a cost of $513.00 and any separate
private plumber fees.
7,502.23$
Water/Sewer meter
w/o separate irrigation meter
Est'd water billings on current account
if separate irrigation meter installed
Est'd water billings for irrigation purposes
if separate irrigation meter installed
water and sewer billings are
based on
entire water conssumption
est'd water/sewer billings on
current meter
(if separate irrig mtr installed)
1,421.74$
est'd irrigation water
(if separate irrig mtr installed)
3,186.92$
\\Cob2008\Users\KCatlin\My Documents\Committees\Joint Powers Board\20160818-Agenda\2016 Comparison of Water and Sewer billings with and without Irrigation meter
Page 8 of 14
Proposal
Courtesy Plumbing, Inc.
George Ust
206 Main Ave S
Brookings, SD 57006
(605) 692-6076
City/County Building 08/02/2016
Attn: Kevin Catlin
______________________________________________________________________________
LAWN SPRINKLER METER ESTIMATE
We propose to supply material and labor to complete the following:
* Furnish and install piping for a 1-1/2" meter and flanges.
$545.00
***Meter and flanges provided by the City.
All material is guaranteed to be as specified. All work to be
completed in a workmanlike manner according to standard practices.
Any alteration or deviation from above specifications involving
extra costs will become an extra charge over and above the estimate.
All agreements are contingent upon strikes, accidents or delays
beyond our control. The owner is to carry fire, tornado and other
necessary insurance. Our workers are fully covered by Workers
Compensation Insurance.
Authorized Signature _____________________________________
Acceptance of Proposal - The above prices, specifications and
conditions are satisfactory and are hereby accepted. You are
authorized to do the work as specified. Payment will be made as
outlined above.
Signature _____________________________________
Page 9 of 14
Page 10 of 14
Proposal
Courtesy Plumbing, Inc.
George Ust
206 Main Ave S
Brookings, SD 57006
(605) 692-6076
City, County Building 06/28/2016
Attn: Kevin Catlin e-mail: kcatlin@cityof brookings.org
______________________________________________________________________________
FAUCET ESTIMATE
We propose to supply material and labor to complete the following:
* Remove existing lav faucet.
* Furnish and install an American Standard single lever lav faucet.
$255.00
All material is guaranteed to be as specified. All work to be
completed in a workmanlike manner according to standard practices.
Any alteration or deviation from above specifications involving
extra costs will become an extra charge over and above the estimate.
All agreements are contingent upon strikes, accidents or delays
beyond our control. The owner is to carry fire, tornado and other
necessary insurance. Our workers are fully covered by Workers
Compensation Insurance.
Authorized Signature _____________________________________
Acceptance of Proposal - The above prices, specifications and
conditions are satisfactory and are hereby accepted. You are
authorized to do the work as specified. Payment will be made as
outlined above.
Signature _____________________________________
Page 11 of 14
Page 12 of 14
Estimate
Date
6/28/2016
Estimate #
12620
Name / Address
Brookings County
520 3rd St, Ste 210
Brookings, SD 57006-2066
Ship To
Brookings City & County Government Center
520 3rd Street
Brookings, SD 57006
Rep
BJH
Project
Total
Subtotal
Sales Tax (2.041%)
Description Qty Rate Total
Intelligent 2 Door Package-Enclosure, 2 door controller, CDM, PDP 1 1,980.00 1,980.00T
Single Gang Mount Proximity Reader 1 303.60 303.60T
Lock Power Supply-5.5 Amp, 150 Watt for 24 VDC Locks 1 221.37 221.37T
Electric Strike Combo, Heavy Duty, Fail Secure, 12/24V, Comes
with "AD" & "HM" faceplates, satin stainless finish
1 670.23 670.23T
22/6 Plenum, Shielded, Stranded Reader Wire 140 0.26129 36.58T
Plenum 18/2 Stranded 140 0.12686 17.76T
Primary Connector Set; Connectors, Straps, Hardware 69.85T
Labor Charge To Include : Installation of Equipment, Optimization,
and Customer Training
14 85.00 1,190.00T
Fuel Surcharge/Mileage 1-way charge 45 0.75 33.75T
$4,615.46
$4,523.14
$92.32
Page 13 of 14
Estimate
Date
7/8/2016
Estimate #
12630
Name / Address
Brookings County
520 3rd St, Ste 210
Brookings, SD 57006-2066
Ship To
Brookings City & County Government Center
520 3rd Street
Brookings, SD 57006
Rep
BJH
Project
Total
Subtotal
Sales Tax (2.041%)
Description Qty Rate Total
Intelligent Two Door I/O Controller. Comes with can and power
supply.
1 1,419.72 1,419.72T
Single Gang Mount Proximity Reader 1 303.60 303.60T
Lock Power Supply-5.5 Amp, 150 Watt for 24 VDC Locks 1 221.37 221.37T
Electric Strike Combo, Heavy Duty, Fail Secure, 12/24V, Comes
with "AD" & "HM" faceplates, satin stainless finish
1 670.23 670.23T
22/6 Plenum, Shielded, Stranded Reader Wire 140 0.26129 36.58T
Plenum 18/2 Stranded 140 0.12686 17.76T
Primary Connector Set; Connectors, Straps, Hardware 74.81T
Labor Charge To Include : Installation of Equipment, Optimization,
and Customer Training
14 85.00 1,190.00T
Fuel Surcharge/Mileage 1-way charge 45 0.75 33.75T
$4,048.80
$3,967.82
$80.98
Page 14 of 14