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HomeMy WebLinkAboutJPBMinutes_2022_11_18Brookings City/County Joint Powers Board Meeting Thursday, November 18, 2021 The Joint Powers Board met in regular session on Thursday, November 18, 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 Meshke, seconded by Struck to approve the agenda for the November 18, 2021, Joint Powers Board meeting as amended. All members voted “aye.” Motion carried. Be it noted, discussion on the installation of an ionization system and painting Community Room 300 were added to the agenda. Motion by Boersma, seconded by Meshke to approve the minutes from the August 12, 2021, Joint Powers Board meeting. All members voted “aye.” Motion carried. Assistant City Manager Jake Meshke updated the board on the 2021 budget. Meshke said the budget is in great shape. He said they completed the storm water repair project and got the new piping put in. Commission Department Director Stacy Steffensen said the county moved from modified accrual basis to modified cash basis so they will need every bill possible by December 13th to get those paid with 2021 funds. Meshke said that shouldn’t be an issue. Motion by Boersma, seconded by Meshke to remove the Joint Powers Agreement from the table. All members voted “aye.” Motion carried. Motion by Struck, seconded by Meshke to approve the revisions to the Joint Powers Agreement. Background information was provided by City Attorney Steve Britzman. All members voted “aye.” Motion carried. Motion by Struck, seconded by Boersma to allow the use of the first-floor common space for city and county 2022 elections. Background information was provided by City Clerk Bonnie Foster and Senior Finance Assistant Jenna Byrd. All members voted “aye.” Motion carried. Commission Department Director Stacy Steffensen said the Optimist Club would like to place a plaque honoring Clyde Calhoon in the Government Center. She said they would probably like the plaque somewhere on first floor. Boersma suggested third floor next to the States Attorney’s office. Boersma said it makes more sense to place the plaque in proximity to the office in which they served. Meshke said he agreed with Boersma. Struck said he’s fine with it but would like the board to come up with some criteria for future officials. He said he doesn’t want to litter the walls with past officials. Meshke updated the board on the waste/recycling collections at the Government Center. Meshke said the city currently provides a commercial style receptacle outside the building, but they aren’t recouping any money for it and their equipment is aging. He said they are going to retire the city’s commercial style receptacles. Meshke said the low bid for waste collections was Brookings Dumpster Service. Building Administrator Jared Thomas updated the board on the chiller. He said everything is put back together and they have zero outstanding invoices. Steffensen asked Thomas if he’s heard anything back from insurance. Thomas said no, he has not. IT Specialist Shawn Plowman updated the board on the IT Request for Proposals. Plowman said he presented information to both city and county officials. Plowman said it will cost roughly $30,000-$50,000 to maintain what they have, and that’s without inflation. Steffensen said a lot of discussion was had on the Community Room. She said that room does have broadcast capabilities, but no one uses it for that purpose. Steffensen said the cost savings to get rid of the broadcast capabilities in the Community Room would be around $30,000. Steffensen said the discussion was whether to get rid of broadcasting and make that room more Zoom friendly. Boersma said she thinks one room for broadcasting is fine and thinks making the Community Room more hybrid is beneficial. Pierce said she is opposed to getting rid of the broadcast capabilities in the Community Room. Struck said the reason they don’t televise more meetings is because of staffing issues. Steffensen said there is a lot more conversation to be had. Meshke said City Manager Paul Briseno is going to engage the city council as well. Thomas updated the board on the storm sewer project. He said they put a hard pipe in, patched the sidewalk and completed the project. Thomas said they will need to reseed in the spring and fix the irrigation system. Thomas updated the board on the veneer replacement project. Thomas said the general consensus was to not replace it but to look at a laminate for all the bump outs and staircase. Thomas said he reached out to Clark Drew Construction to ask what it would cost to do first, second and third floor. He said the cost would be roughly $142,000 and recommends moving forward with the project. Thomas said he did have them break that out into different projects as well. Meshke said sales tax came in much higher and said financially, the city would be open to doing it all in one shot. Steffensen said she will have to look at the county’s contingency fund. Pierce said the county commission can discuss the FY2022 expense at their next meeting on December 7th. Boersma said there would be an advantage to doing the project in one chunk versus floor by floor. Meshke discussed the lettering on each suite. He said their intention is to remove the lettering and put it back up, but there is potential of the letters breaking/tearing. Struck updated the board on the trees and green space by the south parking lot. He said the trees and green space meet city code. He said the bioswale project is also complete and within two years you will see complete vegetation and no wood chips. Meshke said SDSU will check on the bioswale in the spring. Meshke also said they are looking at education signage for the area. Meshke discussed installing an ionization system into the HVAC system. He said it improves air quality and would cost $20,000 to install two units. Meshke said this expense would be covered under the ARPA funds. Meshke discussed painting Community Room 300. He said if you look at the base of the wall, there are a lot of scuffs. Boersma said she would pick a paint color. Motion by Struck, seconded by Boersma to adjourn. All members voted “aye.” Motion carried. The next regular scheduled meeting is Tuesday, February 10, 2022, 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_____.