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HomeMy WebLinkAboutJPBMinutes_2013_08_08BROOKINGS CITY/COUNTY   JOINT POWERS BOARD MEETING  Thursday, August 8, 2013    The Joint Powers Board met on Thursday, August 8, 2013 with the following members present: John Kubal, Ryan Krogman, Dennis Falken and 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 April 25, 2013 Joint Powers Board Meeting. All members voted “aye.” Motion carried. The board reviewed the Master 11-Month Warranty List. Motion by Reed, seconded by Kubal to approve the replacement of the floor box covers and frames that are breaking and chipping with metal covers; correct the thermostat issues in rooms 212, 213 and 214; replace the exterior bulbs with LED lamps in the Type G wall sconces if appropriate. All members voted “aye.” Motion carried. Brookings County Commission Assistant Stephanie Ellwein reviewed the additional security items that have been implemented throughout the building and what is still pending. The board discussed the status of the back-up generator for the building. Falken said the generator the county had available to use would only run one sump pump and may not be big enough for its intended use. Ellwein said that after they discovered the county had a generator, they researched what it could run. She said the sump pumps and the heating and cooling system were the main things as the building would not be used as an emergency shelter. Reed asked if the sump pumps still run now that a drain tile issue had been fixed. Ellwein said they run about half as much, but they do still run. She said the county’s generator could run one of the sump pumps and they could look at getting a larger generator down the road. Falken said he didn’t believe it was ever intended to run the entire building. He suggested that County Building Supervisor John Molengraaf and City Building Inspector Greg Miller make a recommendation to the board. Krogman said that even if the generator can get through a short power outage, they could keep it until they could get something bigger. He said if a storm knocks power out for 3 to 5 days, they’ll need something different. Kubal said if the power goes out, someone will know. He said the issue they had with water in the basement was because there was no power at all. Falken said they will continue to have staff investigate the issue. The board reviewed the 2014 operational budget for the building. Falken said the total budget is $318,600; $156,048 is the city’s portion and $162,552 is the county’s portion. Ellwein noted that the miscellaneous budget line is a little higher due to maintenance contracts that are needed where there were warranties before. She said there is a small budget for furniture and equipment as well. Ellwein said there are no known items they are looking at purchasing, but they want to have some budget authority in case something is needed. The board asked about the cleaning services. Ellwein said the most recent inspection wasn’t as good as past inspections had been, but she said that is pretty typical when the contract has been in place for a while. Falken noted that the 2014 budget is about $10,000 less than the 2013 budget. He asked if this is where they thought it would be. Ellwein said the county’s expense is actually lower than what she anticipated before moving over to the new building. Motion by Kubal, seconded by Krogman to approve the 2014 budget as presented. All members voted “aye.” Motion carried. Reed asked if the full council and commission would approve this budget as well. Ellwein said the city will approve this as a separate budget; however the county will approve it as part of the county building budget. City Attorney Steve Britzman updated the board on a potential change order pertaining to Guarantee Roofing. Britzman said they claim to have incurred additional costs beyond the scope of the contract. He said that he and Deputy State’s Attorney Abigail Howard have worked through the files, have had discussions with the company and have tried to determine what proper course of action to take. Britzman said they did a good-faith analysis and discovered there were times when the company came to the site and there was either additional work to do or the building wasn’t ready for them to do their work. He said part of the claim includes additional labor and materials because some of the roofing areas weren’t complete. Britzman said their initial claim was for $29,000. He said Construction Manager, Bossardt Corporation, disagreed and came up with a different analysis of $8,000. Britzman said he and Howard negotiated to find an appropriate amount that would be fair to the city and county and Guarantee Roofing. He said he and Howard agreed that $17,500 is an amount they’re comfortable with and is justifiable. Falken said the other option is for Guarantee Roofing to take the city and county to court for the $29,000. He said if some things weren’t done correctly by another contractor, Gil Haugen, or they weren’t ready when the roofers came, they had Site Superintendent Dan Volbert here making sure people didn’t show up if they weren’t ready for them. Howard said in every conversation they had, there were differences of opinion between Bossardt and Guarantee. She said there is certainly some merit to some of their claims, but if they choose to litigate then they will have to depose almost everyone on what the conversations were and there are discrepancies in what happened. Britzman noted that there are times when Bossardt noted that 4 roofers were on site when there were 6 and they had them come up when they weren’t ready. He said there were delays caused by Gil Haugen and some of those expenses could be charged back to that contractor. Falken asked if they agree to this settlement if they could come back and file a claim against Haugen. Britzman said the board may want to wait to make any decision until after the Executive Session discussion. Motion by Kubal, seconded by Reed to enter into Executive Session at 8:53 a.m. for the purpose of hearing an update on a legal/contractual matter in accordance with SDCL 1-25-2 (3). All members voted “aye.” Motion carried. Without objection, Chairperson Falken declared the board out of Executive Session at 9:12 a.m. Motion by Reed, seconded by Kubal to approve a $17,500 change order to Guarantee Roofing. All members voted “aye.” Motion carried. Reed said that he doesn’t believe the directory kiosk is doing what they thought it would do. Falken said there is a lot of information on it and is difficult to use for someone that isn’t experienced with computers. Ellwein said she had asked for departments to submit FAQs, but didn’t get much of a response. She also noted that City Manager Jeff Weldon wanted the city and county information separate. Reed suggested they have Conference Technologies, Inc. take a look at it and come up with different possibilities. Falken said they need to continue to explore their options. The next meeting is scheduled for November 14, 2013. ADJOURNMENT Motion by Kubal, seconded by Krogman to adjourn. All members voted “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 _______________.