Loading...
2014-01-16 Regular Meeting C. KODIAK ISLAND BOROUGH Assembly Regular Meeting January 16, 2014 A regular meeting of the Kodiak Island Borough Assembly was held on Thursday, January 16, 2014, 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 Major Michael Bates of the Salvation Army. Mayor Friend led the Pledge of Allegiance. Present were Mayor Jerrol Friend, Assembly members Tuck Bonney, Dave Kaplan, Chris Lynch, Frank Peterson, Jr., and Mel Stephens. Staff members present were Borough Manager Bud Cassidy, Engineering and Facilities Acting Director Dave Conrad, Engineering and Facilities Projects Manager Matt Gandel, Clerk Nova Javier, and Deputy Clerk Jessica Kilborn. KAPLAN moved to excuse Assembly members Austerman and Griffin who were absent due to personal leave. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. ( APPROVAL OF AGENDA L� BONNEY moved to approve the agenda. LLLL VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. APPROVAL OF MINUTES None. AWARDS AND PRESENTATIONS Manager Cassidy presented the Employee of the Quarter Award for the fourth quarter of 2013 to John Rhines, PC Network Tech II, in the Information Technology department. Mayor Friend proclaimed the month of January 2014 as National Stalking Awareness Month and applauded the efforts of the many victim service providers, police officers, prosecutors, national and community organizations, and private sector supporters for their efforts in promoting awareness about stalking. CITIZENS' COMMENTS Judi Kidder spoke on the Borough's use of the Facilities Fund. Marie Rice, Tatiana Schneider, Sydney Mutch, and Mallory Arnold spoke in support of Resolution No. FY2014-23. Zachery Lloyd spoke to the lack of affordable housing in Kodiak and in opposition of current zoning codes regarding the use of recreational vehicles on private property. Mayor Friend encouraged Mr. Lloyd to present his comments to the Planning and Zoning Commission. Kodiak Island Borough Assembly Minutes January 16, 2014 Page 1313 L COMMITTEE REPORTS Assembly member Lynch reported on the Kodiak Fisheries Work Group meeting held on January 6. She announced the deadline for receiving proposals for the Fisheries Analyst RFP was Friday, January 17. The next meeting was scheduled on Monday, January 27 at 8:30 a.m. J in the Borough Conference Room. PUBLIC HEARING 1. Ordinance No. FY2014-01 C Amending Ordinance No. FY2014-01 by Amending the Budgets for the Landfill Lateral Expansion Project Phase III Due To Increased Project Cost 0 Estimates. KAPLAN moved to adopt Ordinance No. FY2014-01C. The budget amendment would increase the Landfill Lateral Expansion Project by $3,357,452. Bids for Landfill Lateral Expansion Phase III Project were opened on Wednesday, December 11, 2013. Based on the bid results the total project cost would increase to $32,000,000. The additional $3,357,452 project costs would be funded by an amendment to the Alaska Clean Water Fund Loan per Resolution No. FY2014-20, adopted by the Assembly on November 7, 2013. Mayor Friend opened the public hearing. Seeing and hearing none, Mayor Friend closed the public hearing. ROLL CALL VOTE ON MOTION CARRIED FOUR TO ONE: Bonney, Kaplan, Lynch, and Peterson (Ayes); Stephens (No). — BOROUGH MANAGER'S REPORT Manager Cassidy reported on the following: • Payment in Lieu of Taxes (PILT) issue update. There was a good chance PILT could be funded through the Farm Bill. • Staff was preparing posters for the Community Legislative Reception in Juneau on February 27. The top project to be highlighted at the event was the Landfill Expansion project. • Open house for Long-Term Care Facility was scheduled on Saturday, February 8. • Finance Director Short was in New York working with the Bond Bank for the purpose of attempting to increase the bond rating to AA for a cost savings to the Borough. MESSAGES FROM THE BOROUGH MAYOR None. �J UNFINISHED BUSINESS None. NEW BUSINESS 1 Contracts Li 1. Contract No. FY2014-23 Agreement for Code Compliance Review Services for the Kodiak Landfill Lateral Expansion Phase III Leachate Treatment Plant Facility Design Documents. Kodiak Island Borough Assembly Minutes January 16, 2014 Page 1314 C, LYNCH moved to authorize the manager to execute Contract No. FY2014-23 with PC Associates of Orange, California for Code Review Services for the Kodiak Landfill Lateral Expansion Phase III Leachate Treatment Plan Facility Design Documents in an amount not to j exceed $35,350. Engineering/Facilities staff discussed the need for a Code Compliance Review with the local building officials. The Code Compliance Review was normally outsourced by the local building official to verify that the building would meet all code requirements and fees were charged to the project. Considering all factors involved in the project the consensus from a risk, cost, and quality control perspective was that the proposed reviews from a third party would provide value to the project. PC Associates was recommended as a leading firm in design review and reporting. The firm provided a thorough interdisciplinary review methodology as described in the proposal. References were checked with consultants and firms in the business of delivering large projects resulting in positive responses. PC Associates specialized in plan review and had performed their services throughout the west since 1989. In accordance with KIBC 3.30.070(A) which allowed for the exception to the procurement rules for contracts for professional or unique services, staff recommended authorizing the manager to enter into a professional services agreement with PC Associates for the services outlined in the proposal. ROLL CALL VOTE ON MOTION CARRIED FOUR TO ONE: Kaplan, Lynch, Peterson, and Bonney (Ayes); Stephens (No). 2. Contract No. FY2014-24 Landfill Lateral Expansion Phase III Leachate Treatment Plant. LYNCH moved to authorize the Manager to execute Contract No. FY2014-24 with ASRC SKW Eskimos, Inc. of Anchorage, Alaska for the Kodiak Lateral Landfill Leachate Treatment Plant Construction in an amount not to exceed $9,327,000. The contract was for the Kodiak Landfill Lateral Expansion Phase III Treatment Plant Project as provided in the construction documents prepared by CH2MHill, Inc. The construction documents, bid documents, and associated addenda were available for review. Bids were received in response to the Borough's Invitation to Bid dated November 7, 2013. Four Qbids were opened on December 11, 2013. After reviewing bids, staff determined that ASRC SKW Eskimos, Inc. of Anchorage, Alaska was the responsible bidder having submitted the lowest responsive bid. The bid tabulation was provided to the Assembly. ROLL CALL VOTE ON MOTION CARRIED FOUR TO ONE: Lynch, Peterson, Bonney, and Kaplan (Ayes); Stephens (No). 3. Change Order No. 6 Amending Contract No. FY2014-13 Architectural and Engineering Services Term Contract for Design and Construction Administration for the Chiniak Underground Storage Tank Replacement Project. CI Kodiak Island Borough Assembly Minutes January 16, 2014 Page 1315 C LYNCH moved to authorize the Manager to execute Change Order No. 6 Amending Contract No. FY2014-13 with Jensen Yorba Lott, Inc. of Juneau, Alaska for Architectural and Engineering -, Services Term Contract in an amount not to exceed $53,411. The Borough had a term contract with Jensen Yorba Lott, Inc. (JYL) for architectural and engineering services. The change order would authorize JYL to proceed with design and construction administration work for the Chiniak UST Replacement project. The scope of this project was closure-in-place of an existing 10,000 gallon underground fuel tank, closure, and removal of an existing 500 gallon underground fuel tank, and installation of a new aboveground ED 3,000 gallon fuel tank. JYL was previously authorized to start pre-design work on the Chiniak UST project, which included site visits and preparation of materials necessary to obtain Alaska Department of Environmental Conservation (ADEC) permits. The pre-design work was completed. The change order would authorize JYL to proceed with design and construction administration work for the Chiniak UST project, including the production of construction documents for bidding purposes, answering contractor questions during bidding and construction, and providing ADEC mandated decommissioning plans, soil sampling, and reporting. ROLL CALL VOTE ON MOTION FAILED THREE TO TWO: Peterson, Kaplan, and Lynch (Ayes); Bonney and Stephens (No). Resolutions [ 1 1. Resolution No. FY2014-23 Supporting the Reinstatement of a Fulltime Cooperative Extension Agent from the University of Alaska Fairbanks to Kodiak. KAPLAN moved to adopt Resolution No. FY2014-23. The resolution was requested by Mr. Lorne White and was also discussed at the January 9 Assembly work session. The resolution was requesting the Kodiak State Representative and State Senator to fully fund a cooperative extension agent in Kodiak in the amount of at least $92,100 per year starting in July 2014 (FY2015). A similar resolution (Resolution No. FY2010-27) was adopted by the Assembly in February 2010. Upon adoption, the resolution would be forwarded to the Governor, the Kodiak State Legislature, and the University of Alaska Board of Regents. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Stephens, Bonney, Kaplan, Lynch, and Peterson. 2. Resolution No. FY2014-24 Authorizing the Borough to Issue General Obligation School Bonds in the Principal Amount Not to Exceed $25,000,000 to Provide Funds for School and ) Related Capital Improvements in the Borough and to Pay Costs of Issuing the Bonds, Fixing Certain Details of Such Bonds, Authorizing Their Sale, and Providing for Related Matters. KAPLAN moved to adopt Resolution No. FY2014-24. Kodiak Island Borough Assembly Minutes January 16, 2014 Page 1316 Alaska Statutes Section 29.47.410 provides that the Assembly by resolution may provide for the r j form and manner of sale of bonds and notes. Pursuant to Borough Ordinance No. FY2010-03, adopted August 6, 2009, the question of whether the Borough should issue not to exceed $76,310,000, in general obligation bonds for the purpose of paying the cost of planning, designing, and constructing school and related capital improvements in the Borough, including without limitation, the reconstruction and renovation of the Kodiak High School, was presented to the voters at the regular Borough election held on October 6, 2009, as Proposition No. 1 ("Proposition 1"). Proposition 1 was passed and approved by the voters. The Assembly found that it was in the best interest of the Borough to plan, design, and construct the school capital improvements described in Proposition 1 as the reconstruction and renovation of the Kodiak High School (the "Project"), and to issue not to exceed $25,000,000 principal amount of general obligation bonds referred to in Proposition 1, to pay part of the costs of the Project and costs of issuing the bonds. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Bonney, Kaplan, Lynch, Peterson, and Stephens. 3. Resolution No. FY2014-25 Establishing the Travel Policy of Assembly Members as Liaisons to Rural Communities. PETERSON moved to adopt Resolution No. FY2014-25. The resolution was sponsored by Assembly member Griffin. It recognized the vital importance of establishing and maintaining strong working relationships with the Borough's rural communities as a key component of sustainable governance. The resolution would allow Assembly members, serving as liaisons to the rural communities, permission to travel to their rural community assignments at least twice per year. ROLL CALL VOTE ON MOTION CARRIED FOUR TO ONE: Kaplan, Lynch, Peterson, and Bonney (Ayes); Stephens (No). Ordinances for Introduction None. Other Items None. CITIZENS' COMMENTS Marion Owen thanked the Assembly for its support on Resolution No. FY2014-23. Judi Kidder spoke to the efforts of the Clean-up Kodiak group and encouraged the Borough to place a dumpster at Mill Bay Beach to allow the public to properly dispose of trash when visiting the beach. Kodiak Island Borough Assembly Minutes January 16, 2014 Page 1317 C ASSEMBLY MEMBERS' COMMENTS Assembly members Kaplan, Lynch, and Peterson congratulated John Rhines, Employee of the Quarter Award recipient. Assembly member Peterson thanked those who addressed the Assembly during Citizens Comments, specifically Mallory Arnold, Sydney Mutch, and Tatiana Schneider. Assembly member Bonney addressed the comments made regarding the Facilities Fund and spoke in support of staff efforts regarding the funds. 0 Assembly member Stephens spoke to the Facilities Fund, addressed concerns regarding an event at the last work session where a point of order was made, and expressed concerns regarding the lack of monthly financial reports and the lateness of the annual budget report. He also spoke against sending money off-island for jobs that could be possibly done locally, requested that the Assembly disregard the three minutes allowed for citizens comments at meetings, and addressed comments expressed by Mr. Lloyd regarding recreational vehicles used on private property. Announcements — Mayor Friend Mayor Friend announced that the Borough offices would be closed on Monday, January 20 in observance of Martin Luther King Day. The next Assembly work session was scheduled on Thursday, January 30 at 7:30 p.m. in the I� Borough Assembly Chambers. The next regular meeting was scheduled on Thursday, February 6 at 7:30 p.m. in the Borough Assembly Chambers. ADJOURNMENT KAPLAN moved to adjourn the meeting. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Lynch, Peterson, Stephens, Bonney, and Kaplan. The meeting was adjourned at 8:49 p.m. KOD • KISL/Na :OROUGH i Ej ' ? ATj/fl/7t. � al ! errol Frie .;Borough Mayor I Nova . Javier, MMC, Boro k h Clerk Approved on: February 6, 2014 Kodiak Island Borough Assembly Minutes January 16, 2014 Page 1318