Loading...
2006-06-07 Regular Meeting SERVICE DISTRICT NO.1 BOARD REGULAR MEETING MINUTES JUNE 7, 2006 @ 7:00 P.M. KODIAK HIGH SCHOOL COMMONS f5)~ IE ~ Uti I 0 EC 2 9 1 BOROUGH CLERK'S OFFICE 2~~~ CALL TO ORDER: CHAIR E. MAHONEY, called the meeting to order at 7:35 p.m. ROLL CALL: Present: Sharon Lea Adinolfi Kevin Arndt Ed Mahoney Greg Spalinger Dennis Symmons Absent: Scott Arndt Charlie Lorenson Staff: Jessica Kepley, ElF Bud Cassidy, ElF Rick Gifford, Borough Manager Todd Jacobson, Engineer R&M Consultants, Inc. Louis Rocheleau, Contractor Brechan Enterprises, Inc. A quorum was established. Also present were a number of Woodland Acres Subdivision residents. (Please see attached public sign in sheet.) ACCEPTANCE OF AGENDA: It was MOVED, G. SPALINGER, and SECONDED, K. ARNDT to accept the agenda as presented. The motion CARRIED unanimously. APPROVAL OF MINUTES: It was MOVED, G. SPALINGER, and SECONDED, K. ARNDT to approve the Minutes [17 May 2006] as submitted to the Board. The motion CARRIED unanimously. VISITOR'S COMMENTS: Residents spoke to the Board, stating the majority of the homeowners in Woodland Acres Subdivision desired the roads to paved, emphasizing the paving project was long overdue.. Peggy Tuttle, resident of Woodland Acres Subdivision, brought to the Board's attention the need for additional bus stops in the area. The cul-de-sacs in the subdivision are too small for school buses to turn around, causing the children in the area to resort to walking I I ~ - through unsafe conditions to meet the buses in the middle of the most dangerous intersection of the subdivision. As a parent, who is concerned, she urged the Board to resolve the matter, if they could. She also asked the Board to consider addressing additional access roads into the subdivision. Asked to contact the Natives of Kodiak, she discovered that NOK had no plans to open up additional access in the near future. Again, she urged the Board to resolve this matter, also stating that it was a safety issue. If anything happened at the intersection of Curlew and Gull, the residents beyond the intersection would be left with no exit. The subdivision is expecting 9-10 additional homes, which raises the importance of the issue. Julie Coyle, a Laidlaw bus driver and resident, agreed the cul-de-sacs in the subdivision were extremely too small to attempt to turn buses around. She agreed with the importance and added her voice in encouraging the Board to assist the residents. CHAIR'S REPORT: CHAIR MAHONEY reported replacement signs had been ordered for the Service District. At the present time the Contractor was digging holes in preparation to install the signs at the beginning of the next week. The CHAIR reported that D-1 had been used to fill the pothole on Selief Lane, temporarily, until the Contractor was able to "Hot Top" the road. He'd observed that KEA was in the process of digging a trench on Sharatin to work on utilities in the area. He was not aware of the extent of the work to be done. E. MAHONEY asked for concerns from the Board, and was told by G. SPALINGER that when applied to the roads in the Service District, calcium chloride was left off of Ocean and Shoreline Drives, and Briggs Circle. OLD BUSINESS: A. WOODLAND ACRES PAVING DISTRICT 2006 PAVING PROJECT Residents raised concern over the process that must be taken in order to make progress on the project. B. CASSIDY told the audience that at this time, the lot assessment method would go before the Assembly, and with a recommendation from this meeting the process would continue. T. JACOBSON told the public he had put together a scope of work for the project, based on the recommendation from the last meeting to pave all driveways to the property lines, addressing drainage problems, and identifying additional problems and issues that needed to be addressed through the scope of work. He stated the majority of the cul-de-sacs in the Subdivision were 24' wide, in order to make them wider, as the residents desired, it would require importing fill to extend the width, which would result in additional expenses to the project. All driveways were recommended to be paved up to 24'. From a walkthrough of the site, problem areas were determined and more than just paving will be involved in portions of the project. T. JACOBSON stated although two major issues exist within the Subdivision but don't necessarily affect the residents as a whole, it would be of great benefit if everyone consider combining these issues into one project; urging the residents to support upgrading and improving the Subdivision in its entirety to benefit all and bring the subdivision up to parallel standards. B. CASSIDY agreeing pointed out it would be a better cost effective move to include all projects in one assessment rather than return at a later date to remove the newly applied asphalt in order to address the issues. T. JACOBSON talked about the cost estimate which was separated into 3 parts, one basic bid for the paving of the entire subdivision and 2 alternate additives (drainage on Sean Cr. and grinder pumps on Curlew and Teal). Discussion was held regarding the estimated cost plus a 15% contingency, which the Engineer was fairly comfortable with. He explained the contingency money would include the Engineer costs, utility improvements, surveying info and determining the ROW, and any unforeseen expenses. It was mentioned to look into the possibility that the City may be held at least partially responsible for the utilities in the sewer system. E. MAHONEY recommended that the City be approached to assist with funding for the project. He was told it was on the list of things to pursue. P. TUTTLE asked the Engineer how long it would take to get approval from the ADEC regarding approval and replacing of the sewer system. Approximately 5-6 months was the answer. B. CASSIDY addressed the audience and told them that although the roads were in the Borough's jurisdiction, the Borough did not have road authority; authorities only came through the Service Area Boards, who answers to the Borough Assembly. He also explained that some of the issues regarding Sean Circle stemmed from individuals making decisions about their own property (i.e. filling ditches, extending parking areas, etc.), thus leading to the various issues that the project was now facing. He clarified to the attendees that the numbers (project cost estimates) that were being shown were not the true figures, and no one would know what the real cost would be until bids were received on the project. As of now, the costs they were being shown were only the Engineer's estimate. SL. ADINOLFI asked for clarification on what the next steps would be in the process and was told by B. CASSIDY that the next thing that was to happen would be a public hearing that would be held by the Assembly to hear the public's testimony, while simultaneously, he planned to put out an Invitation to Bid, which had to be published for 3 consecutive weeks. T. JACOBSON recommended that when going before the Assembly the residents ask for the base bid and alternates to be considered as one project; there may be increment burdens to the public in the total assessed value of each piece of property, however he felt that in the long run the cost would be minimal compared to coming back to address the major issues that need resolution. He told the audience the next step of the Engineering firm was to have surveyors come over to get accurate surveys of the Subdivision and assured the audience there was room to include two parallel sewer systems for the Subdivision. R. GIFFORD explained at the public hearing on July 6th, the Borough Assembly would either make a decision on the project that evening based on the recommendation of the public and the Board or they would ask for additional information to be provided. B. CASSIDY told the audience that notices would be sent out to the public by the Borough, notifying all of the hearing that would go before the Assembly. E. MAHONEY asked for the pleasure of the Board on how to proceed with the project or recommendation to the Assembly. G. SPALINGER recommended to move forward with the project addressing the drainage and sewer issues now. He referenced the Island Lake project which has seen tremendous amount of problems because things were not addressed when they should have been during the paving project. He recommended that the sewer and water lines be extended to and stubbed out at the property lines and asked that both alternates be included with the paving, as one project and suggested the assessment be divided per lot, duplexes counting as one and a half lots. K. ARNDT suggested keeping the project as simple as possible, keeping all three portions of the project together as one project, dividing the assessment per each lot, and stating if the City would not address the sewer issues, it should be covered by the project. SL. ADINOLFI encouraged movement on the Agenda to the Assembly to keep the project moving forward. D. SYMMONS said he would like to see the Board and the Community work in "unity" to get the project accomplished. E. MAHONEY told the Board that he would like to present to the Assembly a recommendation to address at the Public Hearing to be held on July 6t\ and would also like to get any policy issues addressed by the Assembly at the same meeting. He asked if the Board would like to make a recommendation to the Assembly. It was MOVED, K. ARNDT and SECONDED, D. SYMMONS to recommend to the Assembly to move the paving project forward including the base cost and the two alternates as one project, payment to be dealt on a 15 year basis, based on a per lot assessment, based on the total number of lots in the Subdivision (188). A roll call vote was taken and the motion CARRIED unanimously. G. SPALINGER asked if two public hearings would be required to move the project forward. R. GIFFORD replied that only one hearing would be required as long as the Assembly did not ask for additional information to be provided, holding off a decision at the meeting on July 6th. L. ROCHELEAU told the public that it was feasible to see a majority of the paving project completed by the end of the season. He recommended as seen by past projects it is better to complete the sewer and drainage issues first, then lay down the asphalt all at once to avoid unnecessary construction issues. This concluded the public meeting regarding the Woodland Acres Paving District. The Board meeting was resumed and continued with the Agenda items. NEW BUSINESS: A. Calcium Chloride Discussion was held regarding the amount that would be needed for the summer and winter seasons; and storage for the calcium chloride. It was MOVED, G. SPALINGER and SECONDED, K. ARNDT to purchase 20 tons of calcium chloride FOB Kodiak from the low bidder, Round Butte Products in the amount of $10,788. The motion PASSED unanimously. BOARD COMMENTS: SL. Adinolfi: Felt she was not sure what the Board's role or responsibility was regarding the Paving project other than to bring the recommendation from the public to the Assembly. She felt it was important that the Board make sure the ditches in the Service District were being properly maintained. She recommended that when other entities (such as KEA, presently) had work scheduled to be done in the District, that they coordinate with the Board to ensure that the impact to other Board assigned projects and the Service District budget was minimal. It was of import that the Board be kept aware of any other projects scheduled for the District. K. Arndt: Agreed with SL. Adinolfi. He was not aware if B. Cassidy or anyone else on the Board was notified that work was being done on Sharatin by KEA. E. Mahoney: Told the Board that signs were scheduled to be installed at a minimum of $200/ea. He had not presently asked that ditching work be done, but was aware that there were a few places that needed it. He reported that trying to get the other Service Area Boards together for the joint work session was tough going at the time, due to the other Chairs' summer schedules. J. Kepley alerted him at this point, that the WB Chair had contacted her to inform the SD 1 Board that WBSD Board was not interested in a joint work session at this time, however if a meeting were to be scheduled the Chair planned on attending if notified of said meeting. E. MAHONEY stated although it was a struggle to find a happy medium regarding the Paving project, he was glad the Board was solid on the recommendation to the Assembly and of relaying the public's testimony to them. G. Spalinger: None. D. Symmons: Said he was happy to see that something was accomplished on the Paving Project, but he noticed a gap or stereotype between the Community and the Board/Borough which he hoped could be bridged/remedied. MEETING SCHEDULE: There was no meeting scheduled at this time. ADJOURNMENT: There being no further business, the meeting was adjourned at 9: 10 p.m. SUBMITTED BY: Date: '7/,,:3 / c20C /P i e y, Secretary B Engineering I Facilities Department APPROVED BY: Date: