Loading...
1997-03-18 Regular MeetingService District No 1 Board Meeting March 18, 1997 The meeting was called to order by Chair Charles Lorenson at 7:35 p.m. in the Kodiak Island Borough Assembly Chambers. Members Present: MINUTES I. Reconsideration I. FY98 Budget Charles Lorenson, Chair Scott Arndt Eric Kocurek Anthony J. Perez Others Present: Donna Smith, Borough Clerk Kaye McClain, Acting Secretary Kevin Arndt, Vice -Chair Roy Aguirre Ed Mahoney Scott Arndt moved to adopt the minutes of the March 4, 1997 meeting. Roy Aguirre seconded the motion. Eric Kocurek noted a change in the last sentence on page three under Budget Review. The sentence should read, "Eric Kocurek commented that he would like to see dust abatement done on the major roads in the service district." Scott Arndt amended his motion to include the change. With the concurrence of Roy Aguirre, a vote was taken. Motion Passed. OLD BUSINESS The one item under old business was a reconsideration on a motion made at the March 4, 1997 meeting. The Chair asked for procedure clarification from the Borough Clerk. Mr. Mahoney made the following motion: Move to reconsider the vote taken March 4, 1997 meeting on the motion to forward the proposed Service District No. 1 FY98 budget with a mill rate of .75 to public hearing March 18, 1997. Eric Kocurek seconded the motion. In support of the motion, Eric Kocurek cited Kodiak Island Borough Code Section 4 -20- 030, Authority and Duties of Boards. He stated he felt the word "detailed" required the board to elaborate more fully on the items in the budget narrative. He felt the level of expenditures did not indicate what the board wanted to accomplish in the next year. He agreed there are certain aspects of the work which cannot be closely predicted, but felt other items could be anticipated. Scott Arndt commented he intended to vote against the motion. A roll call vote was taken on the reconsideration motion: Roy Aquirre =no, Kevin Arndt =yes, Anthony Perez—no, Eric Kocurek—yes, Ed Mahoney—yes, Scott Arndt—no, Charles Lorenson—no. Motion Failed 4 no votes 3 yes votes. NEW BUSINESS Service District #1 Page 2, Minutes March 18, 1997 Scott Arndt moved to approve the budget for FY98 with a mill rate of .75. Seconded by Roy Aguirre. The regular meeting was closed and the Public Hearing for the FY98 budget was opened. Seeing and hearing no comments on the budget, the Public Hearing was closed and the regular meeting re- opened. Discussion was opened. Scott Arndt recapped the budget as presented. Eric Kocurek restated he is not opposed to the mill rate as proposed. He felt more detail needed to be presented with anticipated expenditures reflected in the work plan. Vote on the motion: Kevin Arndt—no, Anthony Perez =yes, Eric Kocurek—yes, Ed Mahoney —yes, Scott Arndt—yes, Roy Aquirre =yes, Charles Lorenson =yes. Motion Passed 6 yes votes 1 no vote. II. 97 -99 Maintenance, Snow Removal and Sanding Contract Discussion then centered on the bid package for the Maintenance, Snow Removal and Sanding Contract. The group felt the enclosed map was the wrong one and needed to be updated. Additional streets mentioned were: Wilton White Way, two roads in Lee Russell's subdivision, Auk or Aux Circle and Raven Court. Ed Mahoney had several questions about the verbiage. Those questions were addressed during the meeting. One of the items of discussion was the evaluation criteria expressed which allows the service district to weigh the bids on more than dust a dollar amount and make an arbitrary decision. As he went through the packet, Mr. Mahoney suggested the insertion of a sentence in the General Specifications, Item 1.04 Response Time. He stated the following motion: The Contractor shall supply to and maintain throughout the contract a contact number(s) that will allow the Kodiak Island Borough to contact the contractor anytime during the contract period. Scott Arndt seconded. Motion Passed. Scott Arndt moved that snow gates be added to the graders as an option on the Maintenance Rates, page 2 of 6 of the Proposal for Contract. Anthony Perez seconded the motion. Motion Passed. Scott Arndt moved the approval of the bid package with changes as noted. Roy Aquirre seconded the motion. Motion Passed. BOARD MEMBER COMMENTS Kevin Arndt - When we meet to recommend a con tractor, do any of the contractors show u ? An affirmative response was given. p Service District #1 Page 3, Minutes March 18, 1997 Eric Kocurek - How do you pick the basis for selection? Do you set a standard? Charlie Lorenson - the board does not set a standard. They look at one bid in comparison to another. It's gut feeling. Scott Arndt - it's arbitrary. He explained that basically everyone on the board know the contractors who are bidding and there are times when a board representative will go out and look at the condition of the equipment, etc. What other bids does the contractor have also is taken into account. Basically, anything you want comes into play, including personalities. Charlie Lorenson - typically we want to have more than one(contractor), more than quite a few. Eric Kocurek - noted that was what he was wondering, he didn't know if you(the board) set a 100 grader hours and that could be privy to that discussion that day. Scott Arndt - insofar as analyzing it, you could do that and report back to us too. But usuall it is close enough you can look at what it is. Y Eric Kocurek - noted that it is arbitrary then. Scott Arndt - indicated you can compare just one piece of equipment and tell which is the lower bid. Eric Kocurek - noted he always hated those types and the reason being, say you have a grader that's always going to be used in a job like this all the time, but you're never going to use a D -9 for instance. It was indicated from several members that more than one piece of equipment is compared. Ed Mahoney - asked how much weight the board gives past performance? Charlie Lorenson - said in the past substantial. We also look at how many contracts the contractor has and his location of where he starts his work. That's kind of the three things: past performance, where he is based(local or district preference), and (sentence interrupted) Eric Kocurek - stated where they are based should not have anything to do with it since the board only pays while the contractor is in the service district. So the basis of where they are located shouldn't have anything to do with it. Scott Arndt - said basically 3 out of 4 contractors are in SD 1 fact I kind of forgot about Blondin. Ed Mahoney - noted that since the Borough is the contracting . Brechan Anderson., Deaters, in agent, it shouldn't matter where the Service District #1 Page 4, Minutes March 18, 1997 contractor is located. Scott - noted you don't have to give it any weight if you don't want. Charlie Lorenson - noted it's response time I would... . Ed Mahoney - said you could drive in from Chiniak in two hours. Charlie Lorenson - said, if there's a foot and a half of snow. Eric Kocurek - asked how the board is going to address that issue? Individually? Charlie Lorenson - Yes. Eric Kocurek - I guess each board member individually. Charlie Lorenson - noted that after this contract recommendation is done, the board will not meet frequently during the summer. He announced the next meeting will be May 6, 1997. The bids will be reviewed at that time. ADJOURNMENT The meetin d, (1 .rna• .:00 p.m. Charles Lorenson, Chair Kaye cClain, Acting Secretary RECONSIDERATION AFFIDAVIT I, Edward W. Mahoney, having voted on the prevailing side, file my intent to propose reconsideration of the vote taken March 4, 1997 on the motion to forward the proposed Service District No. 1 FY98 budget with a mill rate of 75 to public hearing March 18, 1997. I, Eric Kocurek, file my intent of the vote taken March 4, 1997, proposed Service District No. 1 FY98 to public hearing March 18, 1997. to before me this ' day of 214,4&/t , • tary Public In and Fo Alaska My Commission Expires: to second the reconsideration on the motion to forward the budget with a mill rate of .75 DATED at Kodiak, Alaska, this 5iu day of ,A -j,ws4 eAx% D SWORN to before me this 4 4-el,tht,e,t1 Notary Public In and For Alaska My Commission Expires: F LED with the Kodiak Island Borough Clerk this `Y day of onna F. Smith, CMC /AAE orough Clerk , 1997. day of Program SERVICE DISTRICT NO.1 Program Description Goals BUDGET NARRATIVE PROGRAM BUDGET SUMMARY Service District No. 1 provides maintenance service to roads within the district, including snow removal, ditching and grading, and maintenance of stop and yield signs. To complete the D -1 resurfacing project. To continue to provide maintenance service to roads within the district. To provide safe and useable roads to district residents. Objectives for 1997 -1998 * To continue encouraging the Borough to pursue the funds for all the roads in the district. Significant Budget Changes The mill rate will be lowered from 1.75 mills to .75 mills for FY 1998. This is being accomplished because of the completion of the D -1 resurfacing project. Goals UckSuT NF PROGRAM BUDGET SUMMARY ,ram SERVICE DISTRICT NO. 1 Program Description Service District No. 1 provides maintenance service to roads within the district, including snow removal, ditching and grading. To continue to provide maintenance service to roads within the district. To provide safe and useable roads to district residents. Objectives for 1997 -1998 • To continue encouraging the Borough to pursue the funds for all the roads in the district. Significant Budget Changes ll he, The mill rate en -been lowered from 1.75 mills to .75 mills for FY 1998. of fund- b ? l mace f S - - biz. his be■w Cta. i \.5 112 Box 2281 Kodiak, Alaska 99615 26 FEBRUARY 97 CHARLES LORENSON SERVICE DISTRICT #1 P.O. BOX 3527 KODIAK, AK 99615 SINCERELY YOURS, ED MAHONEY Qbtharb CC: KODIAK ISLAND BOROUGH ENGINEERING & FACILITIES iJrd; RE: AGENDA Ifiafjonep I REQUEST THAT THE FOLLOWING ITEMS BE PLACED ON THE AGENDA FOR THE NEXT SERVICE DISTRICT MEETING: 1. SERVICE DISTRICT #1 BOUNDARIES 2. RECISION OF ROAD MAINTENANCE TAX 3. SERVICE DISTRICT #1 MISSION STATEMENT