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HomeMy WebLinkAbout8-10 Joint Powers BoardBROOKINGS CITY/COUNTY JOINT POWERS BOARD MEETING THURSDAY, AUGUST 10, 2023 The Joint Powers Board met in regular session on Thursday, August 10, 2023, with the following members present: Jake Meshke, Mike Struck and Kelly VanderWal. Shawn Hostler was present via telephone. Also present was Stacy Steffensen, Shawn Plowman, Don Goff, and Jared Thomas. Deputy City Manager Jake Meshke called the meeting to order at 8:32 a.m. and a quorum was established. Motion by Struck, seconded by VanderWal to amend the August 10, 2023, Brookings City/County Joint Powers Board agenda to include discussion on an HVAC issue. All members voted "aye." Amendment carried. Motion by Struck, seconded by VanderWal to approve the August 10, 2023, Brookings City/County Joint Powers Board agenda as amended. All members voted "aye." Main motion as amended carried. Motion by VanderWal, seconded by Struck to approve the minutes from May 11, 2023, Brookings City/County Joint Powers Board Meeting. All members voted "aye." Motion carried. Meshke updated the board on the 2023 budget. Overall, Meshke said the budget is sitting very well. The board discussed emergency purchases over $5,000. Meshke said section eight of the Joint Cooperative Agreement for the management of the Brookings City Et County Government Center speaks to allocating expenses of operation and maintenance. He said based upon action taken at the February 2019 Joint Powers Board meeting, the board amended the agreement to give the City Manager and Commission Department Director administrative authority to make individual purchases up to $5,000. Meshke said as time goes on, there will be items that need replacement that could exceed $5,000 but will still be within budget authority. Meske suggested the language be more generic because they still must fall within their budget authority. Community Development Director Mike Struck said he doesn't have a problem with it as long as the respective boards are made aware. Commission Department Director Stacy Steffensen said a simple email could be sent out so that way everyone is aware of the situation. Commissioner Hostler said that's a good idea and said he doesn't have an issue with it. Motion by Struck, seconded by VanderWal to amend the language to read the City Manager and Commission Department Director have administrative authority to make individual purchases within the approved budget. All members voted "aye." Motion carried. Chief Building Official Jared Thomas updated the board on the chiller tower. Thomas said there are a couple of bearings inside the motor that need to be replaced. He said the problem is they have to put a new seal into it and the cost to replace the motor and pump is just over $18,000. Meshke asked if this was normal wear and tear. Thomas said it happens because of wear and tear; the seals go bad and it's an exterior unit dealing with all the seasons. Meshke asked if they wanted to repair it for less cost or replace it completely for the $18,000. Hostler said if they are going to do it, do it right. Motion by VanderWal, seconded by struck to approve the quote to replace the motor and pump on the chiller tower. All members voted "aye." Motion carried. Meshke updated the board on the cooling system project for 2025. Meshke said he's received a lot of support for the generator largely because of its importance to the building. He said not only do certain things need to be kicked on when they lose power, but the building serves as an emergency shelter for the public. Meshke said he spoke with First District, and they thought because it is an emergency shelter, there might be a grant for $25,000 to help with the cost. Meshke said the current cooling unit should last until 2033 or 2034. County IT Specialist Shawn Plowman said there were some programming issues that he fixed. He said the humidity seems to be much better this summer. Meshke asked if there was support from the board to push this project out a little further. Motion by VanderWal, seconded by Struck to push the capital expense closer to its end of useful life. All members voted "aye." Motion carried. Steffensen updated the board on the trees and green space on the Government Center campus. Steffensen said they received a quote from the Parks, Recreation 8t Forestry Department for roughly $1,148 to plant trees near the south parking lot and put turf grass around the landscaping by the west parking lot. Steffensen said she is looking for approval to do those updates. Motion by Hostler, seconded by VanderWal to approve planting trees near the south parking lot and turf grass near the west parking lot. All members voted "aye." Motion carried. Plowman updated the board on the AV project. Plowman said he and City IT Manager Don Goff acquired a bunch of hardware to do some self -install. He said it's not perfect but it's a lot better than it used to be. Plowman said there is some stuff they want to do in the executive session room, but they need to decide what they want to do. Plowman said they are still waiting for a final quote, but installation could be in October or November. Struck left the meeting at 9:00 a.m. Thomas left the meeting at 9:00 a.m. Steffensen updated the board on the flagpole project. Steffensen said the Parks, Recreation 8t Forestry Department is going to caulk the top to keep moisture from coming through. Steffensen said Maintenance Supervisor Terry Heidemann did some work with the ropes inside the pole so he thinks they will be in good shape for winter. Motion by VanderWal, seconded by Hostler to adjourn. All members voted "aye." Motion carried. The next regular scheduled meeting is Thursday, November 9, 2023. Jenna Byrd Finance Specialist Brookings County