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2000-07-19 Regular Meeting SERVICE DISTRICT #1 BOARD MEETING JULY 19, 2000 The meeting was called to order by Chair, Kevin Arndt at 7:30 p.m. in the Bayside Fire Department Community Room. MEMBERS PRESENT: Kevin Arndt Ro bert Green Kaye McClain Jennifer Spencer BOROUGH STAFF PRESENT: Alan V erbitsky, Director 0, !'.lJlllne,ring/F..:jlitjes ~___'_" Nancy Laabs, Secretary . ; I Pl:"l"'f:"Il'r"r: . i ;1',.'.. ~~:;. !'.,',' PUBLIC COMMENTS There were no public comments. AU6 3 , 2000 ACCEPTANCE OF AGENDA ~1. ' ' Kaye McClain moved to accept the agenda as printed. Jennifer rSp~ri~~t ~bconded. NI6"tion passed by unanimous voice vote. ACCEPTANCE OF MINUTES Kevin Arndt moved to accept the minutes of the June 6, 2000 meeting. Jennifer Spencer seconded. Motion passed by unanimous voice vote. OLD BUSINESS A. PAVING RESOLUTION A discussion was held regarding the letter submitted to the Board from Borough Manager Dave Jensen regarding General Obligation Bond Service Area No.1 Road Paving. Kevin asked what roads are we going to pave; are we going to delete some, not have them paved, not put them up for paving due to the cost prohibitive to improve them, culverts, sidewalks, and driveway issues? Kevin stated that possibly Rob and himself or anybody else, drive all the roads and take notes and bring it back to the board to see what everyone thinks. Jennifer stated she thought it should be done as a group or anyone who wants to go. Alan states \vhat he thinks the Assembly is asking for is a plan. What they want is a design for the Service District and basically a scope for the design. Kevin asked Alan what that would run if we hire a firm to do that. Alan said that to get it all planned out and designed appropriately, it would probably be around $20,000 to $30,000 just for the design. Alan said we can do it a number of different ways; we can let Architectural Review Board (ARB) handle it or you rate and rank the AlE's and you select the AlE's you want to use. Either way is fine, it's just a matter L of how involved you want to be. Alan said if we went with the ARB, you would be invited to participate anyway. Kaye said the ARB's expertise is buildings. Kevin asked if they just solicit information from different groups. Alan said you put out an RFP for the project, which states, "we're thinking about doing this project and we are soliciting for engineers to do it." They will give you their credentials and then you select the AlE based on the credentials and you will negotiate directly with them for a fee to do the work. Kevin asked Alan if this is something we could just have your department handle? Alan stated he would let the ARB do the selection, largely because that is what they are designed to do. They haven't been used in that capacity in the past; in fact, in the past there have been efforts to eliminate them. Kaye adds they are just for buildings and we are not building buildings anymore. Alan stated that may be true but it actually serves as a good review. Kaye stated we need to get some people like Roland Jones on that committee, who would have some input in roads. Roland did original designs for most of this area. Alan stated that Roland might be one of the responders to the RFP. Kaye stated that in the past there have been members of the ARB who have responded to RFPs. Kevin asked if we have to put this out to competitive bid. Alan said no, there are no competitive bids on this. Basically what we are doing is we are looking for responsive engineers and they respond by sending us their credentials and we evaluate their credentials. This way, without talking about money, we get to select the person who is most capable of doing the job in terms of their expertise. Kevin reiterates this does not cost us anything to initially do this. Alan answered the RFP does not cost anything, not until we actually make an award. The notice to proceed doesn't occur until after we sit down and negotiate a fee. Once we negotiate a fee, we issue the notice to proceed for the engineer to do the design. Kevin stated it is up to the board, but without it costing us anything, he would like to see us proceed on this. Are there any other comments? Alan stated, "before you decide on the design, I got a call from Jacobs Engineering and these people have a mountain of asphalt to get rid of and in fact, at one point in time, it was estimated there was enough asphalt there to lay a 4 inch lift from Rezanoff Cutoff, all the way to Anton Larson Bay Boat Ramp. Kaye stated that would be good. Kevin stated they were looking for contractors to give them ideas like A-K and Brechan. Alan stated they were also proposing to sweeten the deal with actually laying the asphalt just to get rid of it because they have no place and no way to get rid of it except to barge it off the Island. If you were able to find a way to get these guys to lay a lift, just to process the asphalt and if they are going to fund laying it as a means of disposal, that would be to our benefit. Kevin asked whom Alan talked to. Alan he said he talked with Elim Y oon. Kevin said well, that's an idea. Kaye said we don't know if the voters want this. Kevin stated if the Borough wants us to do a design, it is going to be up to the Board to decide do we want to put out $20,000 to $30,000 but it 2 ~ is not going to cost us anything to put out RFP's and see who responds and when the price comes in then we decide do we want to do that and which roads are we going to do, etc. Alan stated by the same token, unless we have a special election in the spring, and there is a possibility that we might because there are a number of issues that are not going to make it to the October ballot, that is probably the earliest you would see this hit the voters. The next earliest opportunity of course is the following October. Kaye asked if it was begun in the spring, would there be enough time to complete by winter? Kevin stated if it was split up into two contracts with deadlines on both of them, I bet it would. Alan agreed. Alan stated if we can work out an arrangement with Jacobs Engineering for this asphalt, we have pretty much taken care of the bulk of the cost. Whatever doesn't get paved you can figure out at the end of that and pave the rest. Robert said he liked that idea. Kaye agreed. Kevin stated he liked the idea too. AK has the rock, the oil is what we are getting from Jacobs and they would already know because they are going to do core drilling so they will know the quantity and we could have the rest already here in town and just continue on at our expense. Alan stated if we produced a plan of all the roads that are here we can look at primary roads and prioritize. One of the issues I have is that wherever you have potholes now, you are going to have broken asphalt later if you don't deal with the sub-base. That is where the expense of building a road is, the sub-base. It is actually cheaper to maintain a gravel road than it is a paved road, especially if you don't have a good sub-base. If you have to go into patching, it gets to be terribly expensive to maintain roads. We have people here who do patching and we have a small number of school parking lot potholes the cheapest bid we got was $2,000.00. The asphalt to do that job would fit easily in the back end of a pickup truck. Robert said if we take that route we could afford to keep up on it, seal coat high traffic areas, side roads won't get the traffic that the main ones do. If it doesn't cost a lot to pave it, keep that money in the budget and we know every three years we are going to put it out to bid, we'll have this road seal coated and done right. Contractors say the biggest deal right now is that laws have made them change what their oils are made out of and they don't last near as long. Preventative maintenance is what needs to be done. Alan stated a few years ago the Canadians perfected the art of roller compact cement which in cooler climates is a much better alternative to asphalt. It is actually not warm enough in Kodiak to lay asphalt. We have never finished an asphalt job by traditional DOT standards yet because it never gets hot enough to do the seal and shut, we would have rock all over the place if we tried that. It requires temperatures in the 80 and 90's. Kevin stated they did try and they said they'd never do it again in the City. 3 l, Alan stated the problem with our failing roads is quite simply the fact that we are picking a method that is not well suited to Kodiak and never will be. Asphalt only works one way. One of the things I would look into is attempting some other means and methods of paving. If we went to a design that is one of the things I would ask the designer to look into, to find out if it is feasible to do. The beauty about fixing potholes with roller compacted cement is that when you get a pothole, you just sift in some more portland, a little bit of gravel, sprinkle some water and take a bull mach after it and when it sets up you're done. Eventually, you end up putting enough material in there that stabilizes the ground. Kevin entertains a motion to authorize the Borough Engineering/Facilities to put out an RFP for a design. Kaye asked Alan if he would like to have a list of streets to put in that RFP. Alan answered what we can tell them is that a copy of the Service District plan can be available to them on request. Initially in the RFP, that is preliminary. They don't usually request that until after we have actually selected an A/E and then they want to find out how broad the scope is and when we discuss scope, that is probably one of the things they are going to ask for. That and exactly how many miles because they sometimes determine the cost based on per mile. At that point in time, we can get together and layout the scope of exactly what we want how we want them to design it. Some of the design can include whether they want to look into sections of bad road and what it would take to correct the road sections. Robert makes a motion to authorize Borough Engineering/Facilities Department to put out an RFP on the bidding issue. Kaye seconded the motion. Kevin asks if there are any questions or discussion. Robert asked if it goes into the newspaper prior to an RFP. Alan stated he would get an article into the newspaper. ROLL CALL VOTE KEVIN ARNDT: YES ROBERT GREEN YES KA YE MCCLAIN YES JENNIFER SPENCER YES Motion passed by unanimous roll call vote. Alan asked if the Board would like him to look into getting the asphalt and find out what kind of a deal we can work out. Kevin and Kay both said yes. They would do their test and probably by fall we would know something. Alan stated right now they are looking at putting a disposal cost together and any method right now that we produce for disposal which could include laying it as part of their disposal costs. They would actually bid the work and do what needed to be done and we would just give them a site of disposal. 4 ~ Kaye asked if there was a site for storage if we have to wait to use it. Kevin said no one has tanks big enough to hold it. It would all be up to Jacobs. Bob said we would have to prioritize roads and just start with priorities, whatever we can get done would be great. Alan said as long as we have a project in hand, Jacobs could either follow our project or just do the sites we identify for them to do. Kevin asked Nancy to put together a memo to Borough Engineering/Facilities stating what we authorized. Nancy said that yes she would. Alan stated that when he talks with Jacobs, he would look for an obligation and personally opt for them to just basically pave the roads and it would be completely hands off on our part. Kevin said our design work would probably take care of it, here's our design, put this in your RFP to include it with the local contractors, whoever is going to deal with this, make it part of it. Kaye stated remember back to the public hearings when they said please bring it to a vote of the people. Bob stated if it doesn't cost us anything, we are not going to. Alan stated it is his intention to not enter into any kind of an agreement with Jacobs that would cost Service District or the Borough of Kodiak any money at all. Kevin stated he liked that idea and hoped Alan was pursuing it. B. ROAD SIGNS Kevin stated he talked with Alan regarding road signs and he is willing to help out in any capacity he can with the signs. We would be responsible for installation of them and the poles set in concrete and deciding where we would want to put up speed limit signs and children at play signs. I don't know that we could put children at play signs at every off road but we could do what we did with speed limit signs. Right past the speed limit sign put up the children at play signs like we did at Woodland Acres and Puffin, coming in from Sheratin, coming into Woodland Acres and probably down at the entrance of Sheratin off of Rezanof and a few other places but we would decide where and how. Do we want to move forward on this and start ordering the materials after we decide where and how many. If it accesses off a State Highway it is the State's responsibility. Jennifer stated the children at play sign at Woodland Acres needs to be more visible as it is hidden in brush. Kevin states that is part of brushing, which will be addressed shortly. Parkside, Cliffside, each road off Rezanoff, 25 speed limit on our roads. Kaye said if you check the code there is no street sign section, it refers back to the State. Bob said State Troopers would enforce the speed limit when there are signs up. Kevin agreed. Kaye said that if we had 30 signs we'd have spares. Depends on price break. 5 Kevin asked if the Board would authorize him to order signs and posts and schedule A-K Construction to install. Kaye makes the motion to authorize this order. Jennifer seconded the motion. Motion passed unanimously by voice vote. NEW BUSINESS There was no new business. PUBLIC COMMENTS There were no public comments. BOARD COMMENTS Jennifer: Robert: Kaye: Kevin: Kevin: Kaye: Kevin: States just order the signs. Anxious to see what Alan comes up with Jacobs. We want to put it to a vote but if we can save half to three-quarters of what it would cost us. Come up w/bond. Thrilled that after all these years of nothing happening we're finally getting something moving on things. Glad to see this thing progressing~and not stalled yet. The sooner the better. I would like to welcome Kaye back and let her know she has not missed a meeting. Any other comments? When is the next meeting? The next meeting of the Board will be August 22, 2000 at 7:30 p.m. at the Bayside Fire Station Community Room. Kevin: Any other comments. Hearing none, meeting was adjourned at 8:20 p.m. K:LQ Sf- /(a~ ~&";.~ Board Secfetary 6