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2022-06-02 Regular MeetingKODIAK ISLAND BOROUGH Assembly Regular Meeting June 2, 2022 A regular meeting of the Kodiak Island Borough Assembly was held on June 2, 2022, in the Borough Assembly Chambers. The meeting was called to order at 6:30 p.m. Staff present were Borough Manager Roxanne Murphy, Borough Clerk Nova Javier, and Deputy Clerk Lina Cruz_ 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. STATEMENT OF LAND ACKNOWLEDGEMENT Mayor Roberts announced that we are gathered on the traditional homeland of the Sugpiaq, Alutiiq people and acknowledge the 10 tribes of the Kodiak Alutiiq Region. We recognize the Alutiiq culture that enriches our community to this day. 4. ROLL CALL Present were Mayor William Roberts, Assembly members Scott Arndt, Joseph Delgado, Jared Griffin, Geoffrey Smith, Scott Smiley, James Turner, and Aimee Williams. ARNDT moved to excuse Assembly member Aimee Williams who was absent due to medical reasons. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY 5. APPROVAL OF AGENDA AND CONSENT AGENDA ARNDT moved to approve the agenda and the consent agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY 6. APPROVAL OF MINUTES (Approved under consent agenda) 1. Regular Meeting Minutes of May 19, 2022 7. CITIZENS' COMMENTS — None 8. AWARDS AND PRESENTATIONS — None. 9. COMMITTEE REPORTS — None. L Kodiak Island Borough Assembly Regular Meeting Minutes June 2, 2022 Page 1 of 9 10 PUBLIC HEARING 1. Ordinance No. FY2022-18 Writing Off The Personal Property Delinquent Taxes and Accounts Receivable Penalties, Interest, And Fees Of Those Non - collectable Accounts ARNDT moved to adopt Ordinance No. FY2022-18. Agenda summary update as of June 5, 2022 Taxable assessed value of personal property to be written off is $320,600, or 0.19% of 2022 values. Small claims court filings for delinquent personal property began in 2018. Of the 20 claims filed since then, 15 have been paid in full. Staff is currently preparing 6 claims which will be filed with the court in the next month. Original acienda summa Staff has compiled twelve (12) personal tax accounts and one (1) accounts receivable account that have been determined uncollectable for various reasons. All legal resources have been exhausted by staff to collect. It is staffs desire for the Borough accounts to be current and properly reflect the financial status and in accordance with Generally Accepted Accounting Principles. KIB code does not identify a specific method for writing off delinquent accounts, therefore this ordinance requests the approval to write-off uncollectable accounts within the Borough. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Arndt, Delgado, Griffin, Smiley, Smith, and Turner. 2. Ordinance No. FY2022-19 Amending Kodiak Island Borough Code Title 2 Administration And Personnel, Chapter 2.40 Records Management, Section 2.40.140 Records Management Roles And Responsibilities And Section 2.40.160 Disposal of Records ARNDT moved to adopt Ordinance No. FY2022-19. The Clerk's Office staff evaluated the current records destruction process and wishes to eliminate steps to increase efficiency. It has been the practice to require Assembly authorization by resolution in order for the Clerk's Office to dispose of records. When the Assembly adopts or amends the records retention schedule, it establishes full authority in advance to periodically destroy, transfer, microfilm, or take other authorized actions relative to borough records. Eliminating the resolution process will expedite the destruction of records and will provide flexibility for the Clerk's Office to destroy records at any time of the year. This change will still keep the Assembly informed since the proposed code amendment requires the Clerk's Office to provide a report of the records that are to be destroyed and report any obsolete records that are destroyed during the preceding year. Kodiak Island Borough Assembly Regular Meeting Minutes June 2, 2022 Page 2 of 9 r L This ordinance clarifies the role of the attorney and the department directors in the process. This also addresses records that are found to have administrative value and are requested to be retained beyond their retention period. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Delgado, Griffin, Smiley, Smith, Turner, and Arndt. 3. Ordinance No. FY2022-20 Amending Title 3 Revenue And Finance, Chapter 3.30 Contract, Purchase, Sale, And Transfer Procedures Section 3.30.030 Open Market Procedures ARNDT moved to adopt Ordinance No. FY2022-20. The ordinance will address the concern and would permit the manager to apply a local bidder preference to bids between the $500 and $25,000 range which the Manager may award without Assembly action. There is currently a gap between the manager's purchasing authority cap in KIBC 3.30.020 at $25,000 and the dollar amount that the local preference shall be allowed for in KIBC 3.30.030(b) at $15,000. it is in alignment with KIBC 3.30.060 Local Preference, to give the Manager authority to, at his/her 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 ten percent for the totality of his/her purchasing authority cap. ARNDT moved to amend Ordinance No. FY2022-20 by deleting the words "in excess of $15,000 but" in lines 47 and 48. ROLL CALL VOTE ON THE MOTION TO AMEND CARRIED UNANIMOUSLY: Griffin, Smiley, Smith, Turner, Arndt, and Delgado. ROLL CALL VOTE ON THE MOTION AS AMENDED CARRIED UNANIMOUSLY: Griffin, Smiley, Smith, Turner, Arndt, and Delgado. 4. Ordinance No. FY2023-01 Receiving The 2022 Certified Real And Personal Property Tax Roll, Levying Ad Valorem Property Taxes For Tax Year 2022 Consisting Of An Areawide Tax, Women's Bay Fire Area Tax, A Women's Bay Road Service Area Tax, A Bay View Road Service Area Tax, A Tax In Fire Protection Service Area No. 1, A Monashka Bay Road Service Area Tax, A Tax In Service Area No. 1 Roads, A Woodland Acres Street Light Service Area, A Tax In The Service Area No. 2, A Tax In The KIB Airport Fire Service Area, A Tax In The Trinity Islands Street Light Service Area, And A Tax In The Mission Lake Tide Gate Service Area; Levying Commercial Aircraft Tax Providing For The Collection Of Taxes Due In 2022; And Setting The Date When Taxes Become Delinquent Kodiak Island Borough June 2, 2022 Assembly Regular Meeting Minutes Page 3of9 ARNDT moved to adopt Ordinance No. FY2023-01. Agenda Summary Update as of May 13, 2022 The Assessor certified the taxable assessed values at $1,516,642,748. Area - wide mill rates were updated, and service area real and personal property taxable values were added. Mill Rates are calculated using the Manager's budget. Original Agenda Summary As of April 01, 2022, the areawide taxable assessed value totals are estimated at $1,494,747,221. The Assessing Department will not certify until after the Board of Equalization certifies this action to the assessor later in May 2022. TURNER moved to lay Ordinance No. FY2023-01 on the table until after adoption of Ordinance No. FY2023-02. ROLL CALL VOTE ON THE MOTION TO LAY ON THE TABLE CARRIED UNANIMOUSLY: Smiley, Smith, Turner, Arndt, Delgado, and Griffin. TURNER moved to take Ordinance No. FY2023-01 from the table. ARNDT moved to amend Ordinance No. FY2023-01 V3. ROLL CALL VOTE ON THE MOTION TO AMEND CARRIED FIVE TO ONE: Arndt, Griffin, Smiley, Smith, and Turner (AYES); Delgado (NO). ROLL CALL VOTE ON THE MAIN MOTION CARRIED UNANIMOUSLY Smiley, Smith, Turner, Arndt, Delgado, and Griffin. 5. Ordinance No. FY2023-02 Adopting The Budget For Fiscal Year 2023 And Appropriating From All Borough Funds ARNDT moved to adopt Ordinance No. FY2023-02. Original (Manager's Budget) The FY2023 Borough budget, as offered for introduction, is a balanced budget; meaning that proposed expenditures do not exceed anticipated revenues and planned use of fund balance. The resolution required by Alaska Statute 29.45.240 for the levy of taxes will be done as Ordinance NO. FY2023-01 per KIBC 3.25.010. The ordinance will be considered at the Assembly's May 19, 2022, regular meeting and is set for public hearing on June 2, 2022. ARNDT moved to amend Ordinance No. FY2023-02 by substitution with Version 3. ROLL CALL VOTE ON THE MOTION TO AMEND CARRIED FOUR TO TWO: Turner, Arndt, Griffin, and Smiley (AYES); Smith and Delgado (NOES). Kodiak Island Borough Assembly Regular Meeting Minutes June 2, 2022 Page 4 of 9 I 11 L ROLL CALL VOTE ON THE MOTION AS AMENDED CARRIED FOUR: Turner, Arndt, Griffin, and Smiley (AYES); Smith and Delgado (NOES). ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Turner, Arndt, Delgado, Griffin, Smiley, and Smith. 11. BOROUGH MANAGER'S REPORT The Borough Manager reported on the following: • Signed and delivered to the tax related settlement agreement to the agency • Discussion ongoing regarding the receptionist at KFRC • Clerk's employment agreement • Community Development Director hiring • Code Enforcement policy changes • Front desk justification in the borough building • Senator Murkowski's Alaska projects • Clarifying use of ARPA monies • Attempt to contact Kodiak College • Staffing issues and responsible credit card management • Kodiak Island Housing Summit • Hospital Lease and City of Kodiak Lease • Cancelled ICMA travel 12. MESSAGES FROM THE BOROUGH MAYOR 13. CONSIDERATION OF CALENDAR - UNFINISHED BUSINESS 14. CONSIDERATION OF CALENDAR - NEW BUSINESS 14.A. CONTRACTS 14.13. RESOLUTIONS Resolution No. FY2023-03 Amending The Kodiak Island Borough Records Retention Schedule And Central Filing System To Reflect Reestablishment Of The Borough Clerk Records Series ARNDT moved to approve Resolution No. FY2023-03. The Borough Clerks office has determined the need to revise the current retention schedule to comply with and consider recent and existing laws and regulations, reflect industry best practices, update cross referenced Borough Code sections, and to meet the present needs of the office. The revisions to the current retention schedule for Borough records set out in this resolution is limited to those in the Clerk's Office category, and the remaining categories of records will keep the same retention schedule previously approved until changed by a future resolution. Right now, our records retention schedule (RRS) is Kodiak Island Borough June 2, 2022 Assembly Regular Meeting Minutes Page 5 of 9 disorganized and confusing because of all the repealed items. Our goal is not only to clean up the format but also reflect the current practice in the office. The Clerk's Office will be the start/basis of RSS revisions for other departments. We will make sure that the same series changes will be mirrored all across the departments. The last comprehensive amendment which included all departments was done in 2014 through Resolution No. 1995-01 H. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Delgado, Griffin, Smiley, Smith, Turner, and Arndt. 14.C. ORDINANCES FOR INTRODUCTION T None. 14.D. OTHER ITEMS 1. Authorization To Purchase Leachate Scale Control Pads For The Leachate Treatment Plant ARNDT moved to authorize the manager to purchase Leachate Scale Control Pads in the amount of $59,980 The Kodiak island Borough (KIB) Leachate Treatment Plant (LTP) has been experiencing scaling of equipment, tanks, and piping throughout the membrane bioreactor process. The scaling has been directly associated with the chemical changes to the leachate since the initial sampling occurred in the period from 2005 through 2008 during the Lateral Expansion design process. The calcium carbonate scaling is directly related to the release of calcium from multiple years of accepting sanitary sludge that was augmented with large quantities of lime for the vector control required for the transport of the sludge product. Pretreatment upgrades that consist of aeration and a clarifier have already been approved. This process will help with the removal of the scale from the influent before it enters the bioreactors. Gii Group's FlowScience technology uses an advanced signal generating technology that produces an electrically generated catalytic effect that initiates the formation of microscopic seed crystals and clusters of calcium carbonite and other mineral components. These seed crystals and clusters prevent the formation of hard mineral scale on piping and equipment surfaces. The technology itself will loosen or, in most cases, eliminate existing scale deposits altogether. Staff recommends purchasing four pad units to place on piping that is located before and after the RAS pumps. The pretreatment upgrades will not remove scaling that we are seeing on the pipes and equipment inside the plant. If the pads work, this could help extend the life of some of LTP piping and equipment. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Griffin, Smiley, Smith, Turner, Arndt, and Delgado. Kodiak Island Borough Assembly Regular Meeting Minutes June 2, 2022 Page 6 of 9 Li � r L 2. Consideration For The Extension Of Contract No. FY2018-26A With US Ecology For Household Hazardous Waste Disposal ARNDT moved to authorize the Manager to extend Contract No. FY2018-26A Household Hazardous Waste Disposal with US Ecology. In 2018 NRC Alaska, now known as US Ecology, was awarded the Household Hazardous Waste Disposal Contract. During the bidding process the evaluation of the costs consisted of comparing the three contractors' cost proposals and the amounts and types of wastes a typical Kodiak event would generate. Staff also ran two other scenarios where they put one of every type of waste that could possibly collected and compared each contractors pricing, and the second scenario staff ran the renewal cost for contractor with the following year adjustments that were requested in the proposal. They found that the same contractor NRC Alaska, LLC (US Ecology) was the lowest cost in all scenarios. The requested contract term was for four years with one five-year optional extension and is a unit price contract 1 time and material contract. The Spring 2022 Event was the last year of the original contract before the extension. The 5 -year option prices are outlined in the original contract but because of an increase in energy costs, due to global conditions impacting all costs, US Ecology is increasing their Energy, Security, Insurance, and Compliance (ESIC) fee by 19.0%. The increase will be calculated based upon the total of any invoice that is produced (excluding taxes, state, and local fees) The contract will need to be amended to include the new 5 -year option pricing with an explanation on how the increase is to be calculated. Even with the price increase staff recommends agreeing to the terms of the 5 - year extension. US Ecology has been a great contributor to how successful the household hazardous waste events have been. Their staff are very knowledgeable in proper disposal and are willing to answer all questions. The partnership that has been created between US Ecology and the KIB has greatly benefited the community. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Smiley, Smith, Turner, Arndt, Delgado, and Griffin. 3. Consideration For The Purchase Of New 2022 Dozer And Rebuild Current 2006 Dozer for Landfill ARNDT moved to authorize the Manager to award contract to NC Machinery in the amount of $867,489.00 (Contract Number TBD) under the State of Alaska NAPSO Contract and to pursue rebuilding the 2006 Dozer. In 2005, the Kodiak Island Brough purchased a new 2006 Caterpillar D7R with a waste handling package to assist in performing several tasks at the landfill. It has the primary duties of stabilizing and developing slopes, compacting the construction/demolition waste, pushing up the rock used for cover material, spreading daily cover material over the municipal waste, pushing the metals pile, maintaining/building roads and ramps, ice removal, and when the baler is down for maintenance, it is used to compact the municipal waste during loose fill Kodiak Island Borough June 2, 2022 Assembly Regular Meeting Minutes Page 7 of 9 operations. This equipment is no longer operational and needs substantial work to be in working order. Staff found the State of Alaska NAPSO contract which outlines multiple pieces of Caterpillar equipment at a discounted price. Two models of dozers were reviewed to determine which would better fit the needs of the landfill. Dozer pricing included a waste handling package. A waste -handling package has many advantages. These machines are designed specifically for waste handling and landfill debris environments. The extensive guarding helps protect critical machine components, body panels and the radiator from being damaged by debris. It minimizes buildup of waste material and helps prevent component damage. The way that the seals are manufactured eliminates costly repairs because waste material does not get caught up in the tracks, wound up around the axles or undercarriage and therefore increases its life. This has proven to provide tremendous longevity because the entire arrangement is installed at the manufacturer. Modifications made to mimic the waste handling package on machines from other vendors do not hold up in a landfill environment. Staff also received an estimated rebuild price from NC Machinery for the current nonoperation dozer. This would include rebuild of the engine, power train, transmission, and undercarriage. Rebuild would take place in Anchorage. Staff recommends purchasing the 2022 Caterpillar D7 Track Type Dozer with waste handler package and rebuild current 2006 Caterpillar D7R. It was previously presumed that the size of the D6 machine was of sufficient size to manage the waste and sloping requirements at the KIB landfill. However, after conversations it has been determined that the added weight of the D7 machine will provide better compaction and will be the best choice for the work required of this piece of machinery. Price is $867,489.00. FOB Kodiak. A verbal estimate given by NC Machinery for the rebuild of the 2006 Dozer with warranties was $300,000 plus shipping costs. 2022 CAT Dozer 6 with waste handling package 2022 CAT Dozer 7 with waste handling package Rebuild current 2006 CAT Dozer 7 $628,623.00 $867,489.00 Estimated at $300,000 plus shipping ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Smith, Turner, Arndt, Delgado, Griffin, and Smiley. 15. CITIZENS' COMMENTS — None. 16- ASSEMBLY MEMBERS' COMMENTS • Assembly member Smith thanked the Manager and Staff for presenting a balanced budget. He also thanked Assembly members Arndt and Turner for their work on the budget. • Assembly member Smiley was grateful to be back to Kodiak. • Assembly member Griffin spoke about the funding for cameras. Kodiak Island Borough Assembly Regular Meeting Minutes June 2, 2022 Page 8 of 9 LI D r • Assembly member Turner thanked the Clerk's Staff for the absentee voting for the special election. He was hopeful for the possibility of dropping the mill rate next year. 17. ADJOURNMENT ARNDT moved to adjourn the meeting at 7:31 p.m. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY KODIAK ISLAND B OUG William Roberts, Mayor ATTEST: r Nova Javier, Interim Borou h Clerk Kodiak Island Borough Assembly Regular Meeting Minutes June 2, 2022 Page 9 of 9