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HomeMy WebLinkAboutJPBMinutes_2013_04_25BROOKINGS CITY/COUNTY   JOINT POWERS BOARD MEETING  Thursday, April 25, 2013    The Joint Powers Board met on Thursday, April 25, 2013 with the following members present: John Kubal, Ryan Krogman, Dennis Falken and Keith Corbett, filling in for Tim Reed. REGULAR BUSINESS  Chairperson Falken called the meeting to order and a quorum was established. Motion by Kubal, seconded by Krogman to approve the minutes from the February 14, 2013 Joint Powers Board Meeting. All members voted “aye.” Motion carried. City Manager Jeff Weldon said the 11-month walk-through is scheduled for Monday, April 29th at 1:00 p.m. He said representatives from Bosshardt Corporation, Cannon Moss and West Plains will all be present. Weldon said once they sign off that everything is complete then they will release the performance bonds. He said there are still several warranty issue items that need to be dealt with, including tweaking the HVAC system. Commission Assistant Stephanie Ellwein said there is a grinding noise in one of the elevators as well. Weldon said they will have a full report once the walk-through is complete. The board reviewed the recommendations from the Safety Committee. Ellwein said in developing the Emergency Response Plan for the building the committee did a walk-through looking for areas of improvement. She said there was also an ACAMS, Automated Critical Asset Management System, review. Ellwein said they put cost estimates on each and then prioritized based on the costs and the benefits of each suggested improvement and suggestions from the ACAMS review. Ellwein said she and Weldon agreed to spend approximately $600 out of the building’s operational budget for lighting improvements and signage for the fire extinguishers. She said they are recommending that the other improvement costs come from the remaining contingency fund. Ellwein said their first priority is securing the basement; the second priority is establishing safe rooms throughout the building; and the third priority is installing cameras in the stairwells and near the elevators. She said the committee is not recommending putting a glass wall with doors outside of the roll-down door leading into the County Finance Office due to the cost and the wall giving a false sense of security. Ellwein said the total cost estimate for the recommended improvements if $25,302. Weldon said they had approximately $110,000 left in contingency and he reviewed the other proposed expenses that could still come out of that fund. Ellwein said they need to know if the board wants to move forward with these improvements in order to finalize the Emergency Response Plan for the building. She said they are planning on having a training week in June for the entire building and want the plan done before that. Motion by Kubal, seconded by Corbett to authorize spending $25,302 out of contingency to pay for the recommendations made by the Safety Committee. Kubal asked if there is a procedure at the end of the day now to close the building down. Ellwein said there isn’t for the basement, but the other rooms and offices are locked down. Weldon said the rooms in the basement are locked too, so anyone down there would only have access to the corridors. All members vote “aye.” Motion carried. Weldon noted that they did purchase chairs for the lobby areas of the building. He said he hasn’t found a table that he believes will be durable enough. Falken asked about the area underneath the stairs on first floor. He said that still looks unfinished. Weldon said they will continue to look at what they can do to improve that. Weldon said they continue to look at installing a generator. He said the costs will include pouring a concrete pad and having to retrofit some of the electrical. Weldon said they’ll be using a generator the county already has. Weldon said they continue to have balancing issues with humidity in the building, but they’ve narrowed some problems down. Falken asked if the right equipment was installed. Weldon said they don’t think it’s the equipment. He said they think there are design issues, which is the reason for the heat issues in the tech rooms. Weldon said they plan to put a fan coil in that room to help with the heat, which should have been anticipated in the design phase, but it will get fixed. Weldon updated the board on outstanding compliance issues with two contractors. The board discussed having artwork on the building with Brookings Arts Council Executive Director Heather Kallhoff. Kubal reviewed the history of putting a piece of artwork on the building. Weldon said the only money that would be available for any artwork would be what’s left in contingency. Falken said he doesn’t mind looking at this, but now that the building is up, he thinks it looks fine with just the lettering. Corbett said from the comments he’s received from the public, they should leave it as it is. Kallhoff discussed several options, including leasing a piece of artwork. Falken said they’ve never discussed a free-standing piece. And he’s not sure they should go through the ‘Call for Art’ process because they’re not convinced they’re going to do anything. Falken said if they do ‘Call for Art’ they will have to be very, very specific as to what their theme is. Krogman said the board should take some time and decide if this is something they want to do or no t. Falken said the board should think about this, talk with the public and then they can make a decision at their next meeting. Weldon said they are looking at additional lighting to the Executive Session room on third floor. He said he will come back to the Joint Powers Board with a cost estimate. Weldon also noted that the terrazzo flooring had its annual sealing maintenance done the night before. The next meeting is scheduled for August 8, 2013. ADJOURNMENT Motion by Krogman, seconded by Kubal 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 _______________.