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HomeMy WebLinkAboutJPBMinutes_2014_06_19BROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING Thursday, June 19, 2014 The Joint Powers Board met on Thursday, June 19, 2014 with the following members present: Ryan Krogman, Dennis Falken, and Keith Corbett attending in place of John Kubal. Tim Reed was not present. REGULAR BUSINESS Vice-Chairperson Krogman called the meeting to order and a quorum was established. Motion by Corbett, seconded by Falken to approve the minutes from the February 13, 2014 Joint Powers Board Meeting. All members voted “aye.” Motion carried. City Manager Jeff Weldon discussed the contract award for custodial and janitorial services. He said the current contract with J & T Services expires on July 1st. Weldon said they received three proposals and ISS Facility Services was the low bidder. Motion by Falken, seconded by Corbett to accept the low bid for custodial and janitorial services for the Brookings City/County Government Center to ISS Facility Services at $4,300 per month for 24 months beginning July 1, 2014. Weldon said the contract is for cleaning 5 nights a week and they are in the building for as long as it takes to get the job done. He said they do everything except the exterior windows, carpet cleaning and upkeep of the terrazzo floors. Weldon said Hillyard helped create the contract specifications and will do the training. He said they also do surprise inspections as well. All members voted “aye.” Motion carried. Weldon discussed the proposed operati ng budget for 2015. He said it is down approximately $1,000 overall. Weldon said the single, biggest expense for the building is the number of service contracts they have, including contracts for the elevators, cleaning, fire and technology. He said som e of those came with 1 to 2 year contracts and now those are up for renewal and have gone up in price. Motion by Corbett, seconded by Falken to approve the preliminary 2015 budget as presented for the Brookings City/County Government Center. All members voted “aye.” Motion carried. Weldon discussed the maintenance agreement for the elevators. He said when they chose the Schindler Elevator bid, they were given a break on the bid if they also signed a 3-year maintenance agreement. Weldon said they are having problems with their service performance. He said the freight elevator was stuck and they couldn’t get here to fix it. Weldon said they called a competitor to Schindler, Kone Elevators & Escalators, and they came and fixed it and offered a 3 -year maintenance agreement. Weldon said he had forgotten they had a maintenance contract with Schindler and made the mistake of signing the agreement with Kone; now they are esse ntially doubled-up on maintenance agreements for the next 2 years. He said both cost approximately $1,200 a year. Falken asked if they could negotiate a decrease in the cost of the maintenance agreement with Schindler. Weldon said when the Schindler contract is up, they won’t use them again. He said he did make a mistake though by signing the agreement with Kone now. Krogman wants to know what grounds for dismissal of the agreement with Schindler are. He said they didn’t show up, so it isn’t working. Weldon said this is a brand new building and the public shouldn’t walk in a find an elevator with yellow tape on it. Krogman said he would like them to explain what this contract is then and if they aren’t going to use it, try to negotiate a reduction. Weldon said they continue to work on HVAC issues. Falken asked to be updated on the back-up generator, the cracks in the veneer in places throughout the building and leaks in the roof. Weldon said they want to get the humidity issues taken care of before they fix the veneer. He said he’ll ask Clark Drew to come back and fix those areas eventually. Weldon said they are ready to move the generator to the building and get it hooked up. H e said there was a leak in the break room on third floor, however the roof is under warranty. Weldon said he has asked Maintenance Worker John Molengraaf to assess the issue. Falken said County Development Director Robert Hill would like to run wiring th rough a tube that was created for Emergency Management communications. He said he would like to place an antennae on the roof to receive a better signal inside his office suite. Falken said they weren’t sure if they need ed to make a formal request to this board or not. Deputy Finance Officer Stacy Steffensen said the tube runs the length of all four floors and was installed specifically for Emergency Management communications. Weldon said if it’s installed, then do it. Falken said he wanted to make sur e the Joint Powers Board was aware of what was happening. ADJOURNMENT Motion by Corbett, seconded by Falken to adjourn. All members voted “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 A mericans with Disabilities Act. Stacy Steffensen Deputy Finance Officer Brookings County Finance Office Published once at the total approximate cost of _______________.