2021-10-14 Work Session
Watch meetings live, online at www.kodiakak.us
Citizen Comment: 486-3231 or 855-492-9202
Kodiak Island Borough
Assembly Work Session
Bayside Volunteer Fire Department - 4606 East Rezanof
Drive
Thursday, October 14, 2021, 6:30 p.m.,
Streamed Live Online at www.kodiakak.us
Work Sessions are informal meetings of the Assembly where Assembly members review the upcoming
regular meeting agenda packet and seek or receive information from staff.
Although additional items not listed on the work session agenda are discussed when introduced by the
Mayor, Assembly, or staff, no formal action is taken at work sessions and items that require formal Assembly
action are placed on regular Assembly meeting agenda.
Citizen’s comments at work sessions are NOT considered part of the official record. Citizen’s comments
intended for the “official record” should be made at a regular Assembly meeting.
Page
1. Citizens' comments. 1-907-486-3231 or Toll Free 1-855-492-9202.
(Limited To Three Minutes Per Speaker)
2. Agenda items.
3 - 5
a.
Kodiak Fisheries Research Center Discussion
21-10-14 KFRC memo for Assembly
6
b.
MOA With Saltry Cove Island Lake Trails Discussion
21-10-14 Saltery Cove memo for Assembly
3. Manager's Comments
4. Clerk's Comments.
5. Packet Review for the Regular Meeting of October 21, 2021
Items may be added during the work session for inclusion on the Regular Meeting
agenda. The item title needs to be provided/developed at the work session in enough
detail to give assembly and public reasonable notice.
Awards and presentations.
• Thank You For Your Service Award For Outgoing Assembly Member Symmons
Public hearing.
Page 1 of 6
Watch meetings live, online at www.kodiakak.us
Citizen Comment: 486-3231 or 855-492-9202
• None
Consideration of the calendar - Unfinished Business.
• None
Consideration of the calendar - New Business.
Contracts.
• None
Resolutions.
• Resolution No. FY2021-12 Ratifying And Certifying The Results Of The
October 6, 2020 Regular Municipal Election.
Ordinances for introduction.
• Ordinance No. FY2022-06 Amending Kodiak Island Borough Code Title
3 Revenue And Finance, Chapter 3.35 Real Property Tax, Section
3.35.030 Real And Personal Property Exempted From Taxation.
Other items.
• Declaring An At Large Seat Vacant On The Consolidation Committee,
Ms. Jennifer Culbertson.
• Oath Of Office For Newly Elected Assembly Member Smiley And Re-
Elect Member Turner
6. Assembly Member' Comments.
7. Mayor Comments.
Page 2 of 6
KODIAK ISLAND BOROUGH
Engineering & Facilities Department
Projects Office
Page 1 of 3
Date: October 14, 2021
To: Mayor and Assembly
CC: Dave Conrad, Interim Borough Manager
From: Matt Gandel, Project Manager/Inspector
RE: Kodiak Fisheries Research Center
The purpose of this memo is to provide the Assembly with information on the current status of
GSA requested repairs, and overall repairs and projects at KFRC.
In July 2019 and October 2020 E/F Staff provided presentations to the Assembly on repairs and
projects at the Kodiak Fisheries Research Center (KFRC). In July 2021 KIB received a letter
from the US General Services Administration (GSA) on behalf of National Oceanic and
Atmospheric Administration (NOAA), KFRC’s largest tenant. The letter requested that KIB
address three items: ozonator, generator circuits, and fume hoods.
Ozonator
The ozonation system is intended to treat contaminated seawater before it is returned to the
ocean. In May 2021 KIB brought a consultant to Kodiak to evaluate the functionality of the
existing system. Based on that evaluation KIB entered into a professional services contract with
CRW Engineering (CRW) to investigate the potential for a temporary treatment system to satisfy
current permitting requirements, investigate and provide recommendations for additional
permitting requirements, and provide a design for a permanent replacement treatment system.
CRW visited the site in September 2021 and are currently working on a design for a temporary
system and recommendations for permitting requirements. A temporary treatment system is
required to be installed by the end of 2021 to satisfy current permitting or there is the potential to
affect NOAA’s research capabilities. CRW is also investigating the possibility that KIB will need
to obtain an Alaska Pollutant Discharge Elimination System (APDES) permit from the Alaska
Department of Environmental Conservation. An APDES permit will likely require regular testing
of discharge. The added cost for testing will need to be negotiated as a lease amendment with
current KFRC tenants.
The cost estimate for a temporary treatment system is approximately $100,000. Ideally the
temporary system will be incorporated into a permanent system as a backup treatment system.
AGENDA ITEM #2.a.
Kodiak Fisheries Research Center Discussion
Page 3 of 6
Page 2 of 3
The cost estimate for permanent replacement of the ozonation system is approximately
$500,000-$750,000.
Generator
GSA requested a diagram of electrical circuits connected to generator power. Because as-built
drawings were not provided during the original construction and there have been changes to the
electrical system over the years KIB hired an electrical contractor to trace and label the existing
circuits. This work was completed in August 2021 and the information provided to GSA and
NOAA. If NOAA desires additional generator circuits that work will be negotiated as an
amendment to the lease with GSA.
Fume Hoods
There are six fume hoods in the KFRC facility. A project in 2014 partially funded by NOAA
consolidated the four existing exhaust fans serving the fume hoods into only one exhaust fan,
and in recent years there have been issues getting the required flow to fume hoods at the end of
the ducting run. Cleaning of a heat recovery coil has helped improve airflow, and all six hoods
passed inspection in August 2021. However, to permanently remedy the situation KIB has
received design documents to install an additional exhaust fans for two of the hoods. The
project to complete this work was put out for bid in February 2021 but only one bid was received
that was over twice the engineers estimate. The project is scheduled to be put back out for bid
in October 2021.
Other:
Exterior
The building exterior has metal panels that were installed when the facility was built in 1997.
Portions of the siding and flashings, particularly on the north elevation, are showing signs of
paint failure and corrosion. Although the siding and flashings at the other elevations does not
exhibit the same problems, it would be prudent to consider a full-scale siding replacement.
The finish on the metal roofing is starting to fail, particularly at the roof edges, exposing the
metal to corrosion. Like the siding, the roofing is original to the building, and should be
considered for replacement along with the siding.
Jensen Yorba Wall (JYW) has been working on design to replace the siding, roofing, and
damaged and leaking glazing. JYW is scheduled to provide 95% documents in mid-October
2021. These documents will contain replacement of several broken windows and aging garage
doors as well. The anticipated schedule is to put these out to bid in fall 2021 with construction
scheduled for summer 2022. The estimated construction cost is $1.2M - $1.5M.
Seawater Tanks/Tower
The seawater tower on the east end of the building contains sand filter tanks at the top level and
below that reservoir tanks for filtered sea water. The tanks are lined with a waterproofing
membrane to keep water from seeping out, but the membrane is past its life expectancy and
cracks have started to appear on the exterior walls from leaks in the tanks. A structural engineer
from PND Engineers visited the site in August 2018 and determined that the structural integrity
of the walls is not currently compromised, but also recommended the membrane be investigated
AGENDA ITEM #2.a.
Kodiak Fisheries Research Center Discussion
Page 4 of 6
Page 3 of 3
for repair or replacement as well as possibly applying a penetrating sealer to the exterior wall to
remedy the existing cracks.
Below the filter tanks are reservoir tanks for both raw and filtered seawater. These tanks are
exhibiting signs of marine growth and should be drained and thoroughly cleaned and inspected.
There are multiple 10-inch and 12-inch valves on the seawater lines that are deteriorated to the
point that they are very difficult to use. These valves are an integral part of the backwash
process for cleaning the seawater lines.
There is a chain hoist at the top level of the tower used for lifting and lowering materials to/from
the ground. This hoist is beyond its useful life and due for replacement. Additionally, it is
recommended that a structural engineer inspect the hoist beam to ensure its integrity and
loading capacity.
Entry Bridge
The concrete bridge to the main entry is supported by metal decking and structural steel. The
metal decking is showing signs of deterioration. A structural engineer performed an evaluation
of the bridge in 2018 and recommended continued monitoring for future repair/replacement.
AGENDA ITEM #2.a.
Kodiak Fisheries Research Center Discussion
Page 5 of 6
KODIAK ISLAND BOROUGH
Engineering & Facilities Department
Projects Office
Page 1 of 1
Date: October 14, 2021
To: Mayor and Assembly
CC: Dave Conrad, Interim Borough Manager
From: Matt Gandel, Project Manager/Inspector
RE: Saltery Cove Trail System Access Improvements
In June 2020 the Borough Assembly adopted Resolution No. FY2020-33 accepting a grant from
the Alaska Department of Fish and Game (ADF&G) for the acquisition of state easements and
trail improvements on Saltery Cove Trail. Following adoption of the resolution the Borough
Manager signed a Cooperative Agreement with ADF&G in August 2020 outlining the terms and
responsibilities of the various parties involved in the project. Due to the departure of the former
Borough Manager and Community Development Director there was a pause in progress but
current staff have recently been in contact with ADF&G and the project is back on track.
The scope of the project includes trail improvements for the southern half of the Saltery Cove
trail, the Lake Miam Spur, and an unnamed trail from Saltery Cove to Saltery Lake. The work
will be completed in phases and is expected to take 3-4 years.
While not a signatory to the cooperative agreement, Island Trails Network (ITN) is named in the
agreement and involved in the project, and in order to formalize the agreement between the
Borough and ITN, staff will be bringing a Memorandum of Agreement (MOA) to the Assembly
for approval in the near future.
ITN will be obtaining easements in the Borough’s name for portions of the trail and performing
the trail improvements. They have agreed to provide $20,000 in cash and a $100,640 in-kind
match to the project. The grant amount from ADF&G was $361,918 for a total project budget of
$482,558. The MOA will outline the responsibilities and financial commitments for both parties.
One of the requirements of the Cooperative Agreement is for the Borough to provide trail
maintenance for one year after completion at no additional cost to ADF&G. Staff cannot project
that cost at this time.
AGENDA ITEM #2.b.
MOA With Saltry Cove Island Lake Trails Discussion
Page 6 of 6
Kodiak Island Borough
OFFICE of the MANAGER
710 Mill Bay Road
Kodiak, Alaska 99615
Phone (907) 486-9301 Fax (907) 486-9390
TO: Kodiak Island Borough Assembly, Mayor Roberts
FROM: David Conrad, Interim Borough Manager
RE: Managers Report, October 14, 2021
Employee Update:
New Employees —
Bronwyn Currie — Community Development Secretary III
Frank Maloney — Community Development Planner
Will Ourada — Engineering and Facilities Department — Maintenance Mechanic
Debt Service Update — attached to this memo is an update on Debt Service Refunding. The
State of Alaska Department of Education and Early Development (DEED) has notified the KIB
that the FY22 reimbursement for eligible school general obligation bonds will be 36.8662%. The
FY22 KIB budget was based on a 50% reimbursement rate there is a projected shortfall of
$713,767.00.
FY2021 Audit — On site audit was conducted the last week of September. Minimal questions
have been generated by this years on site. The goal is to be completed by the first week of
November.
ARPA Funding — Staff continues to work to understand and confirm allowable reimbursement
and potential funding for projects associated with health and community wellbeing. In the near
future, an MOU with KCHC, PKIMC and the KIB will be presented for consideration for
potential use of ARPA funds. Analysis, planning and design for facility enhancements will be
based on estimated community need. These evaluation projects will establish the necessities for
the Kodiak community's potential future medical requirements.
Priority List:
Revenue Replacement
Recreational Facility Upgrades
Healthcare Facility Revue, Planning and Design Effort
Other Allowable Project Funding
Saltery Cove — MOU with Island Trails is being prepared for consideration and approval soon.
A discussion regarding the KIB obligations is being prepared to refresh the KIB regarding the
MOU responsibilities both administrative and financially.
KIBSD — Joint meeting has been postponed and will be rescheduled for after the seating of the
new assembly. The purpose of the joint session is to discuss recent prioritization and provide
greater understanding of the Repair and Replacement and continued need for regular planned
maintenance activities. The KIBSD updated CIP list will be one of the documents provided for
review and discussion.
Solid Waste —The 2021 annual Solid Waste Program Class I Landfill Permit # SW1A005-23a
was conducted on September 13, 2021. The KIB received a Final Score of 99.0% - 411 of 415
possible points. Best inspection number since I have been involved. Congratulations are due to
the landfill and administrative employees that all contribute to this evaluation number.
Alaska Waste and the KIB have committed to return to the regularly scheduled meetings to
jointly approach the adaptations and possible changes required to improve services to the Solid
Waste Contract as it relates to the rate payers, contractor, and operation of the enterprise fund.
The development of a memo has been discussed and will be produced beginning in November. I
anticipate requesting time at a work session to discuss the costs being born by staff associated to
roll off dumpster locations for frequent clean up and large item pick up and disposal. This
required task increase in manhours has multiplied dramatically in the past year.
Commercial Fall Hazardous Waste Event — This first fall targeted commercial event was
successful for the commercial vendors. Staff is waiting for a final report from US Ecology and
the quantities and types of HazMat's removed from the community will be shared as soon as we
obtain the required information.
By completing the Spring and adding the Fall Event, the combined quantities was more that
double the amounts in previous years based on discussions with US Ecology. Thanks to all in the
community for participating.
USDA Grant / Loan Application — Final information and a meeting with USDA is slated for
next week. After this review the applications and required documents, plans and administrative
documents will be considered for award based on community needs.
State Revolving Funds Loans — The loan application for the low interest capital funding loans
through ADEC application period is approaching. Staff is preparing to discuss the remaining
loan fund expenditure and potential additional loans that may be required to fund the alterations
required by the Compliance Order By Consent.
KFRC — Tonight's discussion will be specific to items in current priority discussions with the
Government Services Administration (GSA), NOAA and ADF&G related to the facility
infrastructure and required augmentation.
Manger Recruitment — Multiple Letters of interest and applications have been received.
Packages will be distributed in accordance with the planned distribution prepared by the
assembly several weeks ago.
Upcoming Items - KFRC Capital Project and Maintenance Management Discussion, Annual
Service Contracts Update and discussion, Service Area Contracts, Personnel Manual Review,
and request for update, KIB passenger and light vehicle condition list and required replacement.
Kodiak Island Borough
Finance Department
Memorandum
TO: Borough Assembly through the
Borough Interim Manager, Dave Conrad
FROM: Dora Cross, Finance Director
SUBJECT: Update on the Debt Service Fund
DATE: 10/13/2021
The borough finance department has received notification from the department of Education &
early development (DEED) that the FY22 reimbursement rate for eligible school general
obligation (GO) bonds will be 36.8662%. Since the FY22 budget was based on a reimbursement
rate of 50% there is a projected shortfall of $713,767.
Gross GO Debt Service Payments Due
$7 571 626
Less: Real and Personal Property Levied Taxes
-$2,457,444
Estimated DEED Reimbursements
-$1,897,219
Estimated Motor Vehicle Registration Tax Revenues
-$ 200,000
Transfer from the General Fund to Debt Service
-$2,303,196
Projected Unfunded Need
$ 713,767
ESTIMATED DEED REIMBURSMENTS:
Since DEED bases their FY22 funding percentage on bond payment estimates provided by
municipalities in October of 2020, the payment estimates did not include savings from the
refunding (refinancing) of debt that occurred in June 2021. This means there is a good chance
there will be unused reimbursement funds available to be distributed to municipalities in
July/August of 2022, however what that amount may be is unknown.
ESTIMATED MOTOR VEHICLE REGISTRATION TAX (MVRT)
In December of 2020, the assembly increased the tax rates for vehicles registrations which goes
in effect on January 1, 2022. Since there is no historic information on how many vehicles
normally register during the last six months of our fiscal year or what the year of the registering
vehicles are, the FY22 budget used the actual income received in FY21 as estimated FY22
income. This means there is a good chance the total actual income will exceed the $200,000
that was budgeted. Since payment to the borough from the State of Alaska has a processing
delay (we will receive January registration funds in March), the total income will not be known
or received until August of 2022.
KODIAK ISLAND BOROUGH
Meeting Type: Act rr kill W ofr— 115re n Date: 10 1`f/'Z j
Please PRINT your name legibly Please PRINT your name legibly
Borough Assembly Work Session Attendance
Date: I n by %ZI
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