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2021-12-02 Regular MeetingL KODIAK ISLAND BOROUGH Assembly Regular Meeting December 02, 2021 A regular meeting of the Kodiak Island Borough Assembly was held on December 2, 2021, in the Bayside Volunteer Fire Department - 4606 E. Rezanof Drive of the Kodiak Island Borough Building. The meeting was called to order at 6:30 p.m. 1. INVOCATION The invocation was given by Major David Davis of the Salvation Army. 2. PLEDGE OF ALLEGIANCE Mayor Roberts led the Pledge of Allegiance. 3. ROLL CALL Present were Mayor Bill Roberts, Assembly members Scott Arndt, Joseph Delgado, Geoffrey Smith, Scott Smiley, and Aimee Williams. Also present were Interim Borough Manager Dave Conrad, Borough Clerk Alise Rice, and Deputy Clerk Lina Cruz, 4. APPROVAL OF AGENDA ARNDT moved to approve the agenda. VOICE VOTE ON THE MOTION CARRIED. 5. APPROVAL OF MINUTES None. 6. CITIZENS' COMMENTS • Judi Kidder • Cort Neff • John Neff 7. AWARDS AND PRESENTATIONS None. 8. COMMITTEE REPORTS • Assembly member Arndt reported on the meeting of the Architectural Review Board. • Assembly member Smiley reported on the meeting of the Solid Waste Advisory Board. Kodiak Island Borough December 2, 2021 Assembly Regular Meeting Minutes Page 1 of 7 PUBLIC HEARING None. 10. BOROUGH MANAGER'S REPORT Interim Borough Manager, Dave Conrad reported on the following: • Finance Department — On Monday, November 29th the Finance Department received notification that they have been awarded the Popular Annual Financial Reporting Award for your PAFR for the fiscal year ending June 30, 2020, from the Government Finance Officers Association (GFOA)_ I have attached the award package for assembly review — And yes. we do realize we do not reside in Arkansas. On December 2, 2021. the Finance Department was notified that the recent PERS auditor emailed to congratulate the staff for no audit findings. The auditor pointed out that the audit checklist files supplied made the required work easier to process and complete the required audit. • Opioid Settlement — Attorney Scott Brant -Erichsen has been notified of the consensus of the assembly that if funding were to be congregated it would be of a larger benefit to the residents of the state. The attorney will continue to monitor the situation and report back to the KIB Recent memo from AMUJIA has been shared with the attorney for comment. • The Alaska Division of Community and Regional Affairs — DCRA-ARPA Local Government Lost Revenue (LGLR) Relief Program — The Alaska Legislature appropriated $50 million from the State's ARPA COVID State and Local Fiscal Recovery funds toward a local government relief program. Staff has researched the eligibility for the Lost Revenue Relief Program. The application period is open until December 6, 2021. A resolution is before you tonight for discussion and approval. The resolution deadline has been extended until December 31, 2021. • Assessing - Senior Citizen Exemptions applications, Disabled Veteran applications, Aircraft and Business Personal Property Letters were mailed on November 15, 2021, per the KIB Code requirements. The deadline to file is on or before January 15th. Proofed informative reminder ads for the due dates for the exemptions and taxes reminding the community of the due dates will run once in November, December, and January. The deadline to file is on or before January 15th. • Community Development - The P&Z Commission has an open Borough seat due to the resignation of Matt Novello and an open City seat due to the vacation of Mr. Delgado. Mr. Cross has already re-applied for a city seat that will be vacated at the end of the year and there will be an additional vacated Borough seat at the end of the year. According to the City Clerk, three applicants will be reviewed for the 2 City seats at the December 7th and 9th meetings and one Borough applicant will be seeking approval at the December 16 assembly meeting. • Special Projects — The Healthy & Equitable Communities MOA has announced another $11,543.49 is available to Kodiak for supporting homeless populations during the COVID-19 response to assist with any necessary detection, prevention, mitigation, quarantine/isolation, or wrap-around services. It is the intent of the KIB to provide these funds to the Brother Francis Shelter. Reporting stipulations will be required for documentation of the funding and its use. • American Rescue Plan Act (ARPA) Funding — Reporting roles have been assigned by the KIB. Resolution FY2022-16 which was passed allows for Kodiak Island Borough Assembly Regular Meeting Minutes December 2, 2021 Page 2 of 7 [IU conversations to begin. Requests for cost proposals have been made to the architects and engineers. Projects will be created to track the use of the funds. Discussions with the hospital are planned to begin the week of December 6, 2021. Staff will propose to expend $12,000 of the remaining ARPA funds be provided to the Salvation Army Food Bank for a similar funding amount to Brother Francis to keep funding equitably. Documentation and reporting requirements will be assigned for tracking purposes. • COK/KIB Cooperative Relations Committee — Awaiting added direction from Assembly about possible cooperative projects. Clarifications and definitions will be changed associated with the joint MOA for the installation of the Portland Loo's. (Commercial Passenger Vessel Tax) • KFRC Chlorination System — Components are bring received. Meetings with GSA will continue for status updates. Requirement to install and verify function by January 2022. • KIBSD — Discussions with the KIBSD will continue. Chiniak School Water and the Peterson Elementary School Roof and HVAC Project design and planning cost has been requested. Staff has contacted a local contractor to provide a cost for temporary repairs to the Main Roof. Architect will be asked to provide a cost for design and project preparation. • Solid Waste — Met with KANA to discuss possibility of including hazardous material disposal during the fall events. A separate price would require calculation for non -rate payer cost for handling and disposal. Analyze and discuss if bringing waste from the rural communities would require the solid waste permit to be Alaska Waste and the KIB are meeting jointly to discuss the adaptations and changes required to improve services to the Solid Waste Contract as it relates to the rate payers, contractor, and operation of the enterprise fund. • USDA Grant 1 Loan Application — Submitted and review has begun. Awaiting completion of the fiscal audit. Most recent approved audit is required for final r iew. Anticipate having this document by next week. • Projects — The Borough and Maintenance Building Mechanical Upgrades, PKIMC Day Tank Replacement and KFRC Fume Exhaust Upgrade are before the assembly for approval tonight. Staff expects the NorthStar Elementary School Phase II Siding Project final design documents and the KFRC Exterior prior to the end of November. • Upcoming Items — Landfill shot rock development, 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 needed replacement, presentation about the change of the investment strategies of the KIB, Solid Waste Contract updates and request for modifications. 11. MESSAGES FROM THE BOROUGH MAYOR Mayor Roberts reported on the following: • Applied for a seat on the Governor's bycatch committee. • The new Borough Manger is preparing to move to Kodiak and start working by mid-December. 12. CONSIDERATION OF CALENDAR - UNFINISHED BUSINESS Kodiak Island Borough Assembly Regular Meeting Minutes December 2, 2021 Page 3 of 7 13. CONSIDERATION OF CALENDAR - NEW BUSINESS 13.A CONTRACTS 1. Contract No. FY2022-20 Kodiak Fisheries Research Center Fume Hood Exhaust Upgrades. ARNDT moved to authorize the Borough Manager to execute Contract No. FY2022-20 with Scott's Heating and Plumbing in the amount of $149,930. This contract is for the upgrade of fume hood exhaust system at Kodiak Fisheries Research Center (KFRC). There are six fume hoods at KFRC and there are currently issues maintaining sufficient air flow when a certain number of hoods are in use. The scope of work is to install an additional exhaust fan and modify ductwork to eliminate these issues. Design was completed by Jensen Yorba Wall and RSA Engineers. An invitation to bid was issued on October 21, 2021, and bids were due and opened on November 16, 2021. Two bids were received, and the apparent low bidder was Scotts Heating & Plumbing of Kodiak. The bid tabulation is attached. The work is scheduled to be completed by June 12, 2022. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Arndt, Delgado, Smiley, Smith, and Williams. 2. Contract No. FY2022-21 PKIMC Day Tank Replacement 0 ARNDT moved to authorize the Borough Manager to execute Contract No. FY2022-21 with Premier Mechanical, LLC in the amount of $120,344. This contract is for replacement of the day tank and pumps for the boilers at Providence Kodiak Island Medical Center. The equipment has reached the end of its useful life and has been having problems creating enough suction to pull fuel from the recently replaced fuel tank. Design was completed by Jensen Yorba Wall and RSA Engineers. An invitation to bid was issued on October 21, 2021, and bids were due and opened on November 16, 2021. Two bids were received, and the apparent low bidder was Premier Mechanical LLC of Kodiak. The bid tabulation is attached. The work is scheduled to be completed by July 12, 2022. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Delgado, Smiley, Smith, Williams, and Arndt. 3. Contract No. FY2022-23 Borough Building Boiler Room Upgrades Kodiak Island Borough Assembly Regular Meeting Minutes December 2, 2021 Page 4 of 7 ARNDT moved to authorize the Borough Manager to execute Contract No. FY2022-23 with Scott's Heating and Plumbing in an amount of $963,093 for the base bid. This contract is for removal and replacement of the boilers and generator at the Borough Building, including all related boiler room equipment and completion of hazardous material abatement as necessary. The existing boilers at the Borough and Maintenance Building are over 50 years old and have reached the end of their useful life. Alternates were included for removal and replacement of the boilers at the Maintenance Building and electrical gear adjacent to the Maintenance Building. Design was completed by Jensen Yorba Wall and RSA Engineers and approved by the Architectural/Engineering Review Board. The project was originally bid in May 2021 and one bid was received. The Assembly voted not to approve a contract at that time due to concerns about the lack of bids and proposed cost. The project was put back out to bid on October 21, 2021, and bids were due and opened on November 22, 2021. Five bids were received. Staff is requesting Assembly direction on which, if any, alternates to award. The low bidder for the base bid was Scott's Heating and Plumbing in the amount of $963,093. Dawson Construction LLC was the next lowest bidder in the amount of $1,033,000. The bid specifications state "The Owner shall have the right to accept Alternates in any order or combination... and to determine the low Bidder on the basis of the sum of the Base Bid and Alternates accepted." If the Base Bid and Alternate #1 are awarded Scott's would still be the lowest bidder in the amount of $1,375,298. If the Base Bid and Alternate #2 are awarded Scott's would still be the lowest bidder in the amount of $1,039,008. If the Base Bid and both alternates are awarded Dawson would the low bidder in the amount of $1,429,000. Kodiak Island Borough Code 3.30.060 Local Preference states "The assembly may, in its discretion, direct an award of a contract for the purchase of personal property or services after competitive bidding to a responsible bidder who maintains a business office or store within the borough from which the property or service would be provided, if that bid does not exceed the lowest responsible bid by more than 10 percent." Therefore, the Assembly could decide to award the base bid and both alternates, and exercise local preference to still award the contract to Scott's Heating and Plumbing. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Smiley, Smith, Williams, Arndt, and Delgado. 13.13 RESOLUTIONS Resolution No. FY2022-18 Confirming Application For The State Of Alaska State's American Rescue Plan Act Local Government Lost Revenue Relief Program. Kodiak Island Borough Assembly Regular Meeting Minutes December 2, 2021 Page 5 of 7 ARNDT moved to approve Resolution FY2022-18 confirming the application for the State of Alaska ARPA Local Government Lost Revenue Relief Program. The Alaska legislature appropriated $50 million from the State's American Rescue Plan Act (ARPA) COVID State and Local Fiscal Recovery funds toward a local government relief grant program to promote economic recovery and continuity of government services to local governments that experienced revenue loss due to COVID-19, to be administered by the State of Alaska Department of Commerce, Community and Economic Development, Division of Community and Regional Affairs. The Kodiak Island Borough is eligible to apply. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Smith, Williams, Arndt, Delgado, and Smiley. 13.0 ORDINANCES FOR INTRODUCTION None, 13.D OTHER ITEMS None. 14. CITIZENS' COMMENTS • Judi Kidder • Cart Neff • Nick Szabo 15. ASSEMBLY MEMBER' COMMENTS • Assembly member Smiley shared that the recent SWAB meeting had been excellent. • Assembly member Williams shared her experiences at the Alaska Municipal League meeting and the Southwest Alaska Municipal Conference. • Assembly member Smith reminded the public to stay on the lookout for senior tax exemption notices in the mail. • Assembly member Arndt commented that personal property taxes were also coming due. • Assembly member Delgado had no comment. 16. EXECUTIVE SESSION A. Interim Borough Manager, Dave Conrad, Review And Input ARNDT moved to convene into executive session for the matter of review and input in regard to the Interim Borough Manager Dave Conrad. Executive Session under KIBC 2.30.030(F)(1)(c) for the purpose of discussing matters which may tend to prejudice the reputation or character of a person, who has been notified of the potential executive session and has waived the right to require the discussion take place in open session. Kodiak Island Borough Assembly Regular Meeting Minutes December 2, 2021 Page 6 of 7 r L ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Williams, Arndt, Delgado, Smiley, and Smith. Arndt moved to invite the Mayor, the Assembly, the Borough Manager, and the Clerk into executive session. VOICE VOTE ON THE MOTION CARRIED, Mayor Roberts recessed the regular meeting at 7:26 p.m. Mayor Roberts convened into executive session at 7:31 p.m. Mayor Roberts reconvened the regular meeting at 8:11 p.m. and announced that no action was to be taken as a result of the executive session. 17. ADJOURNMENT Mayor Roberts adjourned the regular meeting at 8:12 p.m. ATTEST: Bill Roberts, Mayor Approved on: Kodiak Island Borough December 2, 2021 KODIAK ISLAND BOROUGH Lina Cruz, Acting Borough Clerk Assembly Regular Meeting Minutes Page 7 of 7