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HomeMy WebLinkAboutJPBMinutes_2022_08_12Brookings City/County Joint Powers Board Meeting Thursday, August 12, 2021 The Joint Powers Board met in regular session on Thursday, August 12, 2021 with the following members present: Lee Ann Pierce, Angie Boersma, Jake Meshke and Mike Struck. Chairperson Pierce called the meeting to order at 8:30 a.m. and a quorum was established. Motion by Boersma, seconded by Meshke to approve the agenda for the August 12, 2021 Joint Powers Board Meeting as amended. All members voted “aye.” Motion carried. Be it noted, discussion and action on a storm water solution for the area north of the building was added to the agenda. Be it noted, Assistant City Manager Jake Meshke asked that City Manager Paul Briseno act as a proxy for him when he leaves the meeting. Motion by Meshke, seconded by Boersma to approve the minutes for the May 13, 2021 Joint Powers Board Meeting as amended. All members voted “aye.” Motion carried. Be it noted, a correction was made to City Community Development Director Mike Struck’s job title. Assistant City Manager Jake Meshke discussed the FY2021 budget with the board. He said the budget looks good. Chief Building Official for the City of Brookings, Jared Thomas updated the board on the chiller. Thomas said they have a temporary chiller sitting on the south side of the building and the cost to rent the chiller is $8,392 a month. He said parts were ordered but it’s unlikely that anything will be fixed until mid-September. Boersma asked Thomas what happened. Thomas said there was a fuse that failed causing the building to lose power. He said they don’t know if the compressor failed resulting in the fuse failing or if it was the fuse itself that failed. Thomas said the cost to repair the chiller could cost up to $70,000-$80,000. He said insurance could help cover some of the cost but they are still waiting to hear back. Thomas said Johnson Controls recommended the building have a standalone chiller in the event this problem happen again. He said this would take care of the IT rooms that hold a lot of equipment. County IT Specialist Shawn Plowman said they had a joint meeting with City IT representatives and they are in favor of a standalone chiller. Assistant City Manager Jake Meshke left the meeting. The board discussed the Joint Powers Agreement revisions. City Manager Paul Briseno asked the board to table the agreement until he hears back from City Attorney Steve Britzman. Pierce said the government center advisory committee should consist of two county commissioners and not employees or officials. Briseno said he asked Britzman why this committee is opened to public meeting laws but is waiting on that answer. Motion by Briseno, seconded by Struck to table until the November 18, 2021 meeting. All members voted “aye.” Motion carried. Commission Department Director Stacy Steffensen updated the board on the exterior north and west doors and the exterior camera. Steffensen said when they had the power outage, the doors locked and the card swipes were reading, but it wouldn’t trigger the mechanism to unlock the door. Steffensen said the north and south entrances are not on the generator. She said Safe-N- Secure came to look at the public door to the Finance Office, the north set of doors and the west doors. IT Specialist Shawn Plowman said they need to replace a failed exterior camera by the west entrance of the building. The cost to replace that is $414.95. By consensus, the board agreed to move forward with fixing the doors and camera. IT Specialist Shawn Plowman updated the board on the IT Request for Proposal. Plowman said the equipment in the chambers, community room and executive session room need to be upgraded. He said the cost to do that is roughly $250,000, which includes the equipment and installation. He said it does not include programming or travel costs. Plowman said they are looking at upgrading the equipment in 2023. He said the next step would be to get together with Assistant City Manager Jake Meshke, Commission Department Director Stacy Steffensen, both City/County IT members and AVI Systems to determine what they want to add to satisfy the RFP. Boersma said she would submit a Q&A with the American Rescue Plan to see if the upgrades would be covered. Chief Building Official Jared Thomas updated the board on the veneer project. Thomas said he reached out to JMJ Caseworks in Sioux Falls and they recommended not to do a direct replacement of the veneer. He said you cannot dial the humidity. Thomas said they recommended we use a plastic veneer product. He said the cost to use plastic veneer on 1st, 2nd and 3rd floor would be $36,000. He said that does not include installation. Boersma said she is in favor of using a plastic veneer and figuring out what the budget looks like. Thomas said he will look at more quotes and treat all three floors as one big project. City Manager Paul Briseno updated the board on bioswale space by the south parking lot. Briseno said Kerry’s Landscaping was hired to do the prep work with SDSU installing the plants. He said everything should be wrapped up by the end of September. Briseno said the cost will be roughly $17,000 and will be paid out of the city’s budget. Pierce asked if they are in compliance with boulevard trees. Community Development Director Mike Struck said he would look into it. Chief Building Official Jared Thomas said he received a quote from Austreim Excavating to replace the drainage pipe for the storm water. He said the cost will be roughly $10,000 for the pipe, replacement of sidewalk and lawn irrigation. Motion by Boersma, seconded by Briseno to approve and move forward with the replacing the drainage pipe for the storm water. All members voted “aye.” Motion carried. IT Specialist Shawn Plowman asked the board how they should handle shared equipment that needs to be surplused. Briseno said the city purchases all the items and the county reimburses the city so the city could surplus the equipment. Pierce suggested that be written in the joint agreement. By consensus, the board agreed to have the city surplus equipment items. All members voted “aye.” Motion carried. Motion by Struck, seconded by Boersma to adjourn. All members voted “aye.” Motion carried. The next regular scheduled meeting is Tuesday, November 18, 2021 at 8:30 a.m. 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 Byrd Senior Finance Assistant Brookings County Published once at the approximate cost of___.