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2013-09-05 Regular Meeting KODIAK ISLAND BOROUGH Assembly Regular Meeting September 5, 2013 A regular meeting of the Kodiak Island Borough Assembly was held on Thursday, September 5, 2013, in the Assembly Chambers of the Kodiak Island Borough Building, 710 Mill Bay Road. The meeting was called to order at 7:30 p.m. The invocation was given by Sergeant Major Dave Blacketer of the Salvation Army. Mayor Selby led the Pledge of Allegiance. Present were Mayor Jerome Selby, Assembly members Carol Austerman, Aaron Griffin, Dave Kaplan, Chris Lynch, Mel Stephens, and Louise Stutes. Staff members present were Borough Manager Bud Cassidy, Clerk Nova Javier, Deputy Clerk Jessica Kilborn, and Assistant Clerk Angela MacKenzie. KAPLAN moved to excuse Assembly member Bonney who was absent due to personal leave. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. APPROVAL OF AGENDA AND CONSENT AGENDA KAPLAN moved to approve the agenda and consent agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. APPROVAL OF MINUTES Regular Meeting Minutes of August 1, 2013, were approved under the consent agenda. AWARDS AND PRESENTATIONS None. CITIZENS' COMMENTS Todd Hiner, Marilyn Gilmet, and Judi Kidder spoke on the City and Borough composting project and advocated for a bidding process for the project. Dave Blacketer thanked the Assembly for the non-profit funding for the Senior Citizens of Kodiak. COMMITTEE REPORTS Assembly member Lynch announced the Kodiak Fisheries Work Group would hold a meeting on September 9, at 8:30 a.m. in the Borough Conference Room to discuss proposals that were being presented to the North Pacific Fishery Management Council. PUBLIC HEARING None. Kodiak Island Borough Assembly Minutes September 5, 2013 Page 1261 BOROUGH MANAGER'S REPORT Manager Cassidy reported on the following: • Furniture, Fixtures, and Equipment details for the Kodiak High School (KHS) Addition and Renovation project. A request for bids would be issued for the items. • The Planning and Zoning Commission met to discuss the code revisions to Titles 16, 17, and 18. The Commission would begin holding public hearings on the Title 17 Zoning code revisions. • A change order for the KHS Gym Replacement project in the amount of $196,000 was signed. A report on the destructive analysis of the existing gym floor was provided. • Alaska Aerospace Corporation submitted a permit application to the Corp of Engineers for a dock facility in Pasagshak; more information would be provided at the next work session. It was recommended that the Corp of Engineers hold a public hearing for the project. MESSAGES FROM THE BOROUGH MAYOR Mayor Selby reported on the status of the Tustumena; ferry service was tentatively scheduled to resume in mid-October. A Request for Proposals (RFP) for the Tustumena replacement vessel would be issued. UNFINISHED BUSINESS None. NEW BUSINESS Contracts 1. Approval of Change Order #2 to Contract No. FY2014-06 EMC Engineering, LLC for Professional Services Agreement for Special Inspection, Construction Observation, and Related Services for Capital Construction Projects. LYNCH moved to authorize the Manager to approve Change Order #2 to Contract No. FY2014- 06 for Special Inspections and Materials Testing for the Kodiak High School Addition and Renovation Project in an amount not to exceed $87,000. From time to time the Kodiak Island Borough had need of various professional services related to the Special Inspection and Materials testing of construction materials and installations. On May 17, 2013, the Borough solicited for proposals to provide Special Inspection and Materials Testing services for a term of two years with the option to extend for three additional one year periods. By June 10, 2013, two proposals were received and the solicitation was closed as advertised. Staff evaluated the proposals and EMC Engineering, LLC of Anchorage, Alaska was chosen as offering the best value for the Borough. Work would be authorized as a Task Order based on cost estimates. Additional information requested by the Assembly at the August 29 work session was provided. ROLL CALL VOTE ON MOTION CARRIED FIVE TO ONE: Austerman, Griffin, Kaplan, Lynch, and Stutes (Ayes); Stephens (No). Kodiak Island Borough Assembly Minutes September 5, 2013 Page 1262 2. Contract No. FY2014-15 Between the Kodiak Island Borough and Risks and Rewards Management Group, LLC for the Revision and Rewrite of the Kodiak Area Emergency Operations Plan. LYNCH moved to authorize the Manager to execute Contract No. FY2014-15 with Risks and Rewards Management Group, LLC of Anchorage, AK for the revision and rewrite of the Kodiak Area Emergency Operations Plan in an amount not to exceed $31,455. The 2005 Kodiak Area Emergency Operations plan had become outdated due to personnel changes, changes in available resources, and the passage of time. The Community Development Department worked through the process of selecting a contractor to revise and rewrite the outdated sections of the plan and to ensure it complied with FEMA's latest National Incident Management System and Incident Command System Standards. The Borough issued an RFP to complete a defined scope of work for the project on May 24, 2013. Five planning firms submitted proposals. A three person review panel, with Incident Command System experience, scored the proposals. Based on those review panel scores, Risks and Rewards Management Group was selected as the most qualified proposer. Risks and Rewards Management Group had over 107 years of combined emergency management experience. That experience included eighty-six years in Alaska, with twenty of those years of experience being in Kodiak. Their experience encompassed participation in sixty Alaska disaster operations and work on fifty Alaska Emergency Operations Plans. Risks and Rewards Management Group was familiar with the geography and known hazards of the Kodiak archipelago. They were familiar with the island's communities and representative emergency management personnel. Money for the project would come from the $35,000 grant provided to the Borough by the Alaska Division of Homeland Security and Emergency Management under the 2012 State Homeland Security Grant Program. ROLL CALL VOTE ON MOTION CARRIED FOUR TO TWO: Griffin, Kaplan, Lynch, and Austerman (Ayes); Stephens and Stutes (Noes). Resolutions 1. Resolution No. FY2014-06 Authorizing the Records Manager to Dispose of Certain Kodiak Island Borough Records. This item was approved under the consent agenda. KIBC 2.40.160(B) Disposal of records provided for the Assembly to authorize by resolution the disposal of the records to be destroyed. The annual record destruction process was followed which included department directors reviewing and authorizing the destruction of the specific records provided, reviewed by the Borough Attorney, and final authorization by the Borough Assembly. The Borough Attorney found no other records on the lists to have unusual legal, administrative, or historical interest. Ordinances for Introduction None. Kodiak Island Borough Assembly Minutes September 5, 2013 Page 1263 Other Items 1. Confirmation of the Mayoral Appointment to the Parks and Recreation Committee (John Neff). This item was approved under the consent agenda. There were currently two vacant seats on the Parks and Recreation Committee for terms to expire December 2013. The Clerk's office received one application from Mr. Neff. The Assembly confirmed the Mayoral appointment of Mr. John Neff to the Parks and Recreation Committee for a term to expire December 2013. CITIZENS' COMMENTS Marilyn Guilmet spoke on compost issues of the Borough/City and spoke to the matter of privately owned landfills in Alaska. Judi Kidder spoke on Contract No. FY2014-15. ASSEMBLY MEMBER COMMENTS Assembly member Stephens addressed citizens comments on composting and requested that information and costs of incineration services be provided to Assembly. He spoke on the Manager approving CO#2 of Contract No. FY2014-06. Assembly member Stutes expressed appreciation for the citizens comments. She asked for an update on the Tsunami sirens for the Pasagshak area. Manager Cassidy reported that an RFP had been issued and one response was received for the Tsunami Siren Maintenance project. Assembly member Kaplan encouraged the public to vote at the October 1 regular municipal election and he expressed appreciation for the hard work of the Clerk's office staff. Assembly member Griffin expressed disappointment on the lack of Tustumena service and commented that it had caused monetary issues for the community. He spoke on the need to look into connecting the rural communities to Kodiak City. Assembly member Austerman spoke on the emergency plan update. She clarified comments regarding Contract No. FY2014-15 and expressed concerns regarding Proposition No. 1. Assembly member Lynch spoke on the Solid Waste Management Plan that was currently in place and spoke to the need of reviewing the plan in the near future. ANNOUNCEMENTS The Assembly and City Council would meet in a Joint Work Session on Wednesday, September 11 at 7:30 p.m. in the Borough Assembly Chambers. The next Assembly work session was scheduled on Thursday, September 12 at 7:30 p.m. in the Borough Conference Room. The next regular meeting was scheduled on Thursday, September 19 at 7:30 p.m. in the Borough Assembly Chambers. Kodiak Island Borough Assembly Minutes September 5, 2013 Page 1264 The Regular Municipal Election would be held on Tuesday, October 1. If voters would be out of town on Election Day, absentee voting would be available in the Borough Clerk's Office, Room 101 in the Borough building from 8 a.m. to 5 p.m., starting Monday, September 16 through Monday, September 30. ADJOURNMENT KAPLAN moved to adjourn the meeting. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Kaplan, Lynch, Stephens, Stutes, Austerman, and Griffin. The meeting was adjourned at 8:22 p.m. KODIAK ISLAND BOROUGH ATTEST: Jefome M. SelI2y;Mayor-i\ riira7,01 Nova M. Javier, MMC$$orough Clerk Approved on: October 17, 2013 Kodiak Island Borough Assembly Minutes September 5, 2013 Page 1265