Commissioners hear higher-than-expected first-quarter facilities costs, approve Johnson Controls replacement and renew architectural contracts

Presiding Commissioner Lynn Martin heard a first-quarter facilities report showing elevated costs for building maintenance and safety compliance, and the commission approved a Johnson Controls control-module replacement and a renewal of three architectural services contracts.

Maintenance staff reported $31,840.76 in first-quarter fire-code compliance work, including $5,884 to replace extinguishers older than six years, backflow and sprinkler testing, jail kitchen suppression testing, fire alarm checks and exit-light maintenance. Staff said the county’s Circuit Court building and justice center have exceeded 20 years of service, triggering required random sprinkler testing and a costly third-party verification.

The maintenance update also included $9,900 in HVAC repairs during the quarter, replacement of two 100,000 BTU heaters (one in the jail sally port and one at the Christian County recycle building), and higher-than-usual jail lock maintenance. Staff said routine jail lock maintenance typically costs $500–$600, but this year parts expenditures exceeded $12,000; special parts (door closers, solenoids and other items) are ordered from out-of-state distributors and face long lead times—staff reported remaining lead times of roughly 14 weeks for some items. A jail cell sink fixture replacement cost $5,465 and was ordered with expected delivery in about four weeks.

After the facilities report, commissioners considered a Johnson Controls replacement for a proprietary control module that links HVAC and fire-suppression systems in the Circuit Court building. Staff said the original module is no longer manufactured and only a loaner had been available when the warranty previously lapsed. The vendor supplied a multi-year pricing schedule; the first-year replacement price presented was $18,908 plus an ongoing maintenance and service contract. Auditor and staff confirmed funds could come from the county’s building improvements line; the commission approved the replacement and funding source by voice vote.

The commission also approved the fourth-year renewals of three annual architectural services contracts originating from a 2021 request for qualifications. Nine firms applied in 2021; an evaluation committee selected three firms to place under contract. One firm, GHN, requested a 5% increase that staff said is within its original bid parameters. Commissioners voted to renew all three contracts.

Communications and calendar items followed: the commissioners announced town halls in Billings and Clever, a commission meeting to honor Chadwick Cardinals state basketball champions, and county representation at a MAC (Missouri Association of Counties) board meeting and legislative day in Jefferson City.

Before adjourning, the commission moved into closed session citing RSMo 610.021(3) (personnel) and 610.021(1) (legal), and commissioners recorded aye votes to enter closed session.