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1994-02-07 Regular Meeting CIE: I V E U MAR 23194 1 2 ORIGINAL 7 KODIAK 61 -A.ND BOROUGH CLERK'S OFFICE WOMENS BAY SERVICE AREA REGULAR BOARD MEETING FEBRUARY 7, 1994 g A'Regular Meeting of the Womens Bay Service Area Board was hold February 7,1994 in the Womens Bay Fire Hall, Sargent C;eek Road, Kodiak, Alaska. The meeting was called to order a . 7:00 PM. ROLL CALL There were present: x David Conrad Chairperson Laurie Madsen George Lee Secretary Jean Barber Vice Chair Bob Tarrant John Burt Absent: Ed Gondek s comprising a quorum of the Board. Guests: Jim Graham, Jim Street. REGULAR MEETING APPROVAL OF AGENDA Benda approved, unanimous voice vote. APPROVAL OF MINUTES '1 P Minutes of January 17, 1994 and January 31, 1994 Id Tarrant's name was missed on January 31, 1994 and was dded. No other changes requested. MOTION oice vote for approval of January 17, 1994 minutes. < VOTE: Unanimous voice vote. Minutes approved as read. 3 MOTION Voice vote for approval of January 31, 1994 minutes. x 1 '1 k a 1 X VOTE: Unanimous voice vote. Minutes approved as corrected. s ! CITIZEN'S COMMENTS None. COMMITTEE COMMENTS None. OLD BUSINESS Conrad opened the meeting to discussion of old business. Conrad stated that he had approved and signed invoices for $2183.66 from A.K. Construction for Winter Road Maintenance. He stated that one additional invoice was still outstanding for the last snowfall. Conrad asked the Board if anyone had comments or calls on the maintenance since the last meeting. Lee stated that the only comments that he had received were positive comments on the maintenance. Conrad stated that he had been concerned with the length of time that it took for the last plowing, but added that when he inquired, the machine had broken and was taken to the shop for repair. Madsen asked if anything had been done on the end section of Russian Creek Road near Gondek's house. Conrad stated that it was decided to wait until the roads had thawed to make a proper repair, since gravel had to be added to the road. Conrad asked if there were any comments or questions on the KEA Middle Bay Electric project. Lee asked if the delay was due to the weather, and asked if the gravel piles had to be dumped in the road. Mr. Graham stated that they had dumped the gravel and would contact KEA about moving the gravel out of the road. Conrad stated that he had talked with Mr. Milard of the Borough and decided that no additional culverts needed to be installed in the project area, but that the ditches would need to be cleaned up after the projects completion. Conrad reported that the Fire Company fan had been purchased and received and that the purchase price came in at 20% lower than expected. Conrad stated that a review of pending projects that had not been completed in the previous year was in order to decide what projects should be carried out and what projects should be omitted for the next budget cycle. The Lake Orbin Spillway had not been completed but the materials were had been acquired. The street sign project had $15,000.00 committed but no monies had been expended. The Street signs that have been placed were paid for by a grant that was administered through the Borough. The Board members stated that at this time, we should not expend monies for signs due to the increase in vandalism. Graham commented that he believed that a 2 1/2 sign post should have been used rather than 2 11 to the added strength. Discussion continued pertaining to the preservation of the existing signs. Conrad stated that the road signs (street signs) should be maintained for fire and ambulance response. He also stated that the old posts that were saved and stockpiled. The water situation at Panamaroff Creek Park was discussed. Removal of the dead tree near the culvert should be removed, and the water should be diverted away from the road side. Graham stated that he had contacted Fish and Game and that a permit is required for work as it is considered a salmon rearing area. There is a window of time from mid May to the end of June to do the work and that he had requested copies of the permits. He added that the culvert was working and did not need work. Conrad stated that rip-rap was added at the road just passed Strawberry Fields to protect the road bed. Tarrant asked about replacing the section of Alitak Drive. General discussion was continued on the topic. Conrad stated that he had talked to the residents on Alitak and that they did not want the road replaced. s a a Graham stated that the corner at Russian Creek and the Chiniak Highway filling with water was previously discussed for repair and nothing to date had been done. He suggested that a wet well could be installed to hold water. He also added that the Fire Company could pump from this if a dry hydrant was added. Conrad stated that the Fire Department may be interested in j helping to pay for this installation. Burt stated that the State should be contacted for possible installation of a culvert to the Bay side of the road. Graham mentioned Snek Way as a problem area that had previously been discussed. He stated that the residents had complained to him that a culvert in the area was blocked causing water problems in the area. Conrad stated that at one time the residents of this road had blocked the road and were using it for a private driveway. He stated that if the area was parked closed, he felt that this was no longer a public road and that minimal if any work should be done in the area. Most all members agreed with this statement. Madsen stated that this area had been a problem for a long time and that the culvert was probably the least problem at this property. She added that she believed that the owners should make an attempt to clean culverts in front of there properties regardless of the actual ownership or responsibilities. It was decided that the members would think about the listed projects for more detailed discussion and conclusion at a later meeting. NEW BUSINESS Conrad requested that Jim Street proceed with the presentation of the Fire Department Budget, as prepared for review by the Board. Street stated that the budget had remained basically the same with the exception of the use of the Special Funds monies. Street went through the Budget with a line by line review. The basic line item increases were explained, most of which were projected inflation increases. a a t Aft 3 Discussion of the three percent Finance Administration fee was opened. E Burt asked how we could justify the 3% expenditure. He asked if it actually cost $1800.00 to perform the accounting service. Conrad stated that he could not answer this as he had not been presented with a cost breakdown for these services. Burt asked if he could research this fee for the Board. All members generally agreed to Burts request. Street stated that the total bottom line of the budget was $59,700.00 which was an increase due to the use of the Special Funds and general increases. Madsen requested to be excused at this time for personal commitments A short general discussion on the Fire Department Budget continued with no changes suggested by the Board. Conrad thanked Street for his time in presenting the budget to the Board. The Road Service Budget was discussed next. Conrad reported that he had received letters from the Borough that explained the budgeting process and explained the contents of the letters. Copies of the budget worksheets and fund balance were distributed to all members. General discussion of the budget and budgeting process continued. Members stated that the mil rate for the Road Service portion of the budget should be cut, to fulfill a promise that had been made to the residents the last time that taxes were raised during the road paving in the area. Burt stated his views on overspending in Government generally and stated that he could spend a million dollars a year on projects in the Service Area alone. The Board asked Graham for a guess as to how much it would cost to seal coat the paved roads in the area. He stated that it would be over $200,000.00. 1 The general consensus of the Board was to look into cutting the Budget by 1 mil. f k i Conrad stated that he disagreed with this position but would go to the Borough Finance Department and obtain the necessary figures to calculate the mil cut and prepare a draft budget for the next meeting. It was decided that the Board would look at the projects discussed to include seal coating of 2 miles of paved road and to commit to following KEA's line replacement for drainage improvement. This drainage improvement to come out of the yearly grading and ditching portion of the budget. It was decided after more discussion that the Special Funds would not be completely used and that a portion would remain in the General Fund as emergency monies. Conrad stated that he would prepare the budget as decided to present at the Budget Hearing. The Budget Hearing date was set for February 21, 1994 at 7:00 PM at the Firehall. MOTION A motion was made to adjourn. Lee, seconded by Burt. Vote on motion: Voice vote, unanimously approved. ATTEST: PRESIDING OFFICER SECRETARY o�.