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2014-05-01 Regular Meeting KODIAK ISLAND BOROUGH Assembly Regular Meeting May 1, 2014 A regular meeting of the Kodiak Island Borough Assembly was held on May 1, 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 Carol Austerman, Tuck Bonney, Aaron Griffin, Dave Kaplan, Chris Lynch, Frank Peterson, Jr., and Mel Stephens. Also present were Borough Manager Bud Cassidy, Clerk Nova Javier, and Assistant Clerk Angela MacKenzie. 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 April 3 and April 17, 2014, were approved under the consent agenda. AWARDS AND PRESENTATIONS Mayor Friend proclaimed May 4 through May 10 Municipal Clerk's Week extending appreciation to Borough Clerk Nova Javier, Deputy Clerk Jessica Kilborn, Assistant Clerk Angela MacKenzie, and to all municipal clerks for the vital services they perform and their exemplary dedication to the community they represent. Mayor Friend presented the Student of the Month award for April 2014 to Denise De Lota, a Senior at Kodiak High School. CITIZENS' COMMENTS Alan Torres spoke to Ordinance No. FY2014-16 and the duties of the Personnel Advisory Board in relation to the compensation study. Scott Arndt spoke on Ordinance No. FY2014-16. He spoke in opposition of the longevity pay. Karl Short, Bill Roberts, and Lauri Whiddon spoke in support of Ordinance No. FY2014-16. Marilyn Ordal addressed some of the issues in the Fox Lawson Study. COMMITTEE REPORTS None. BOROUGH MANAGER'S REPORT Manager Cassidy reported on the following: Kodiak Island Borough Assembly Regular Meeting Minutes May 1, 2014 Page 1353 • Dr. Robert Deal would be in Kodiak May 29, 2014 to discuss forestry issues. • Borough Attorney Joe Levesque would visit Kodiak to discuss legal issues on May 29, 2014. • Manager's budget was made available April 30 in compliance with KIBC 3.15.030 Budget and capital program. • Negotiations with IBEW. Approval of IBEW contract will be forthcoming. • Community Cleanup Day was May 3, 2014 at the Kodiak High School parking lot and thanked all the entities involved. MESSAGES FROM THE BOROUGH MAYOR Mayor Friend welcomed the State Elks Association to Kodiak. UNFINISHED BUSINESS None. NEW BUSINESS Contracts 1. Contract No. FY2014-30 Kodiak Middle School Concrete Repairs Phase 2 Project. LYNCH moved to authorize the Manager to approve Contract FY2014-30 to S&S Enterprises, Inc. dba Kodiak Lawn Care and Snow Removal of Kodiak Alaska for the Kodiak Middle School Concrete Repairs Phase 2 Project in an amount not to exceed $403,283.00. The contract was for the Kodiak Middle School Concrete Repairs Phase 2 project. The work included repairs to concrete sidewalks and walls surrounding Kodiak Middle School. That was the final project to be completed from a General Obligation bond issue approved by voters in 2004. The project was bid upon twice previously: in June 2010 bids came in higher than available funding, and in May 2013 no bids were received. Staff and the design team adjusted the bid scope and the project was put out for bid a third time in February 2014. Two bids were received; staff reviewed the bid and supporting documentation submitted by the low bidder, S&S Enterprises dba Kodiak Lawn Care and Snow Removal of Kodiak, Alaska, and recommended approval of the construction contract. The contract amount would include the base bid plus alternates 1, 2, and 3. Alternate 4 was not recommended for award since it would push the total contract over the budgeted amount. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Austerman, Bonney, Griffin, Kaplan, Lynch, Peterson, and Stephens. Resolutions None. Kodiak Island Borough Assembly Regular Meeting Minutes May 1, 2014 Page 1354 Ordinances for Introduction 1. Ordinance No. FY2014-16 Adopting and Implementing a New Employee Classification and Compensation Plan, Revising Sections of the Personnel Manual, and Updating Position Descriptions. KAPLAN moved to adopt Ordinance No. FY2014-16 Adopting and Implementing a New Employee Classification and Compensation Plan, Revising Sections of the Personnel Manual, and Updating Position Descriptions in first reading to advance to public hearing at the next regular meeting of the Assembly. The Assembly "accepted" the Fox Lawson & Associates (FLA) Compensation and Benefits Final Report at its May 16, 2013 meeting. Implementing the conclusions arrived at in the report was not recommended (see the May 16, 2013 Assembly agenda statement) or approved by the Assembly because of the need for the Borough's Personnel Advisory Board (PAB) to review and approve needed changes to the Personnel Manual required to implement the recommendations made in the study. At its March 5, 2014 meeting, the PAB unanimously approved the changes to the Personnel Manual (see Personnel Advisory Board packet and signed resolution). The March 5 meeting was the third meeting held by the PAB to discuss the FLA recommendations and changes to the Personnel Manual. Changing the Personnel Manual to implement the recommendations of the FLA study meant a number of things. It first and foremost developed a new employee classification system that determined how a position was placed on the salary "scale. Salaries would be based on the "type and level" of decisions made and importance of the job to the organization. That was a different method than was formerly used. That former "point system" method placed a position on the salary schedule based on requirements like: minimum experience required for the job, the educational and licensing requirements for the job, etc. The FLA methodology was market based and compared decisions made by` diverse positions in the Borough to answer the questions: Are decisions made by accountants any different than those made by a planner or by a project manager? And if the decisions were the same "type and level" shouldn't those positions be paid similarly? Though the ordinance focused on salary, current negotiations with the Union were focused on particular benefits. More information would be provided to the Assembly at a future meeting. The FY2014 budget included $177,000 to implement the compensation recommendations made in the FLA report. if the Assembly approved the ordinance, salaries would be increased retroactively to July 1, 2013. The cost to implement those pay increases would be split between various funds. The General Fund (general government fund paid for through taxes) included approximately thirty positions). The five positions in the project's office and portions of positions in the Engineering and Facilities Department would be funded primarily through Capital Project Grants. The Enterprise Funds would pay for increases for three positions at the Kodiak Fisheries Research Center and six positions associated with the operation and management of the Landfill. One position would be funded through the Land Management Fund, and the Fire Chief position would be funded through the budget of Fire Protection Area#1. Kodiak Island Borough Assembly Regular Meeting Minutes May 1, 2014 Page 1355 The results of the comprehensive effort would serve the Borough well in attracting and retaining employees who work hard for the Borough. Retaining long-term employees was a cost savings to the Borough; losing institutional knowledge was expensive and troublesome, as was having to train new employees on a regular basis. Lastly, adoption of the ordinance would affect those positions NOT covered by the Collective Bargaining Contract immediately. Implementation of salary increases would occur for those who were members of the IBEW only after the Assembly approved the negotiated contract with the Union. STEPHENS moved to amend Ordinance No. FY2014-16 line 63 and 68 to read "implementation becomes effective upon approval of the ordinance". ROLL CALL VOTE ON MOTION TO AMEND FAILED THREE TO FOUR: Bonney, Griffin, and Stephens (Ayes); Kaplan, Lynch, Peterson, and Austerman (Noes). AUSTERMAN moved to amend Ordinance No. FY2014-16 line 63 and 68 to read "implementation becomes effective January 1, 2014". ROLL CALL VOTE ON MOTION TO AMEND CARRIED FOUR TO THREE: Griffin, Kaplan, Peterson, and Austerman (Ayes); Lynch, Stephens, and Bonney (Noes). ROLL CALL VOTE ON MAIN MOTION AS AMENDED CARRIED FIVE TO TWO: Kaplan, Lynch, Peterson, Austerman, and Griffin (Ayes); Stephens and Bonney (Noes). Other Items None, CITIZENS' COMMENTS None, ASSEMBLY MEMBERS' COMMENTS Assembly member Lynch congratulated the student of the month, expressed appreciation to the clerk's office, and reminded the public to participate in the community cleanup day and to use the yellow bags. Assembly member Kaplan congratulated the Clerk's Office and the student of the month. Assembly member Austerman congratulated the student of the month; expressed appreciation to the clerk's office and congratulated Finance Director Karl Short for his thirty- one years of service to the Borough. She reminded everyone about the Community Cleanup Day. Assembly member Stephens thanked the public for participating in citizens' comments and spoke about enlargement of time during public comments. He also spoke about possibly making audio recordings on the website available beyond three months. Kodiak Island Borough Assembly Regular Meeting Minutes May 1, 2014 Page 1356 Announcements — Mayor Friend The next Assembly work session would be held on Thursday, May 8 at 7:30 p.m. in the Borough Conference Room. The next regular meeting was scheduled on Thursday, May 15 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, Austerman, Bonney, Griffin, and Kaplan. The meeting was adjourned at 8:24 p.m. KOD K IS N ROU ATTEST: errol Friend, Mayor Nova M. Javier, M , Borough Clerk Approved on: June 5, 2014 Kodiak Island Borough Assembly Regular Meeting Minutes May 1, 2014 Page 1357