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2006-07-25 Regular Meeting rD)r-~j~ ::l~ \rut DEe 2 9 LC:Jl1>> l .'- BOROUGH CLEfHrS OFFICE SERVICE DISTRICT NO.1 BOARD REGULAR MEETING MINUTES JUL Y 25, 2006 @ 7:00 P.M. KFRC CONFERENCE ROOM CALL TO ORDER: CHAIR E. MAHONEY, called the meeting to order at 7:00 p.m. ROLL CALL: Present: Sharon Lea Adinolfi Kevin Arndt Scott Arndt Charlie Lorenson Ed Mahoney Dennis Symmons Absent: Greg Spalinger Staff: Jessica Kepley, ElF Bud Cassidy, ElF Cassandra Juenger, KIB Finance A quorum was established. Also present were a number of Woodland Acres Subdivision residents and other SD 1 residents. (please see attached public sign in sheet.) ACCEPTANCE OF AGENDA: It was MOVED, S. ARNDT, and SECONDED, D. SYMMONS to amend the agenda as presented to move New Business ahead of Old Business for the benefit of the public attendees. The motion CARRIED unanimously. ACCEPTANCE OF FINANCIAL STATEMENT: S. ARNDT asked to postpone the acceptance of the Financial Statement due to insufficient information. The Board concurred. APPROVAL OF MINUTES: It was MOVED, S. ARNDT, and SECONDED, D. SYMMONS to approve the Minutes [7 June 2006] as submitted to the Board. The motion CARRIED unanimously. VISITOR'S COMMENTS: Residents brought concerns to the Board re the paving of the Woodland Acres Subdivision. Concerns varied from the ditching work under the responsibility of the Service District 1 Board, to drainage problems around the service area. One resident asked that meetings be scheduled more frequently with more warning given to the residents of the District so they may be able to attend the scheduled meetings. It was asked by another resident that the Board assist with resolving situations such as residents filling the ditches in front of their property ~ \\Dove\Departments\EF\Service Districts\Service Area No. I Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 25 July 06.doc with miscellaneous debris from their yards, etc. because this causes drainage problems for all in the area. CHAIR'S REPORT: CHAIR MAHONEY reported there is a recurring issue with the ditches and drainage in the area of Sean Circle; there have been major drainage issues due to heavy rains and debris clogging up the ditches in this part of the subdivision . E. MAHONEY told the Board that the sign installation within the District was complete. 30 replacement signs were ordered and installed for a total of $13,759.42. The CHAIR reported the guardrail on Puffin Drive was installed in order to protect the homes. The cost for this was $17,800. He also stated the calcium chloride was completed on all roads within the Service District. Those that had been left out of the last application had been addressed. E. MAHONEY asked everyone to be patient with the condition of the roads during the current season; due to the heavy rains, the roads are in fairly bad shape and there is not a lot the Board or the Contractor can do until the rain stops and the roads dry out. NEW BUSINESS: A. SERVICE DISTRICT 1 CONTRIBUTION TO WOODLAND ACRES PAVING PROJECT VICE CHAIR, S. ARNDT proposed the Board contribute a specific amount of funds to the paving project within the Woodland Acres Paving District. It was MOVED, S. ARNDT and SECONDED, D. SYMMONS to contribute a total of $30,000 to the Woodland Acres Paving District; $15,000 to be distributed from the FY07 budget and $15,000 to be distributed from the FY08 budget. This money would be an "undesignated" sum, to be contributed for the paving project, to assist with construction costs. SD 1 is to continue addressing the ditching and culvert issues in the meantime per the maintenance contract for the area. A roll call vote was taken and the motion PASSED, 4-2. It was MOVED, K. ARNDT and SECONDED, C. LORENSON to amend the motion to contribute a total of $15,000 to the project instead of the $30,000 originally voted on. A roll call vote was held and the motion FAILED, 3-3. B. CAPITAL IMPROVEMENT PROJECT LIST B. CASSIDY addressed the attendees telling them that even if the Assembly did not pass the paving project for Woodland Acres, there was the possibility that funding could be received . from the State of Alaska Legislature, since this project will be included on the 2007 CIP list to go before the Legislature, as future roads that need to be paved. He informed the public and the Board that this year the CIP process would be starting earlier, and any projects that needed funding would be prioritized and put on the list. S. ARNDT proposed the Board gather a list of Service District roads that may need to be paved to add to the CIP list. One \\Dove\Departments\EF\Service Districts\Service Area No. I Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 25 July 06.doc project he asked receive more attention was for the KIB to repave the Borough portion of Selief, requesting this be included on the next meeting's agenda. C. FUTURE OUTLOOKlPLANNING FOR ROADS - PAVED AND UNPAVED WIIN THE SERVICE DISTRICT. CHAIR MAHONEY brought to the Board's attention his concern re the long term plan for the Service District 1 roads. As the Board is responsible for the maintenance of these roads, it is possible the budget will not have enough funds to cover this. He asked that the Board address the longevity of the roads, possibly looking at a 20 year plan, to cover the hefty costs of paving and/or maintaining these roads. K. ARNDT told the Board that his initial reason to be on the Board was to see that the roads within SDl were paved; the way to do this is to establish paving districts. He felt the Board should be interested in and do something about the roads. It would be very beneficial to pave the roads within the District. Maintenance costs would be lower, problems fewer. He suggested raising the mil rate for the District to 2.5 in order to pave all the roads and to keep them up. S. ARNDT interjected with information that the last mil rate increase almost didn't pass by the Assembly. Any mil rate increase would cause a major impact to the public and asked that if this were to be a possibility, more public hearings be held to inform the residents of the District and to get their input on the matter. Previous public hearings and discussions that have been held show the public not in favor of raising the mil rate. C. LORENSON agreed with K. ARNDT that the benefits of paving the roads within the District would be substantial especially over a long period of time. The Board discussed the issues of paving the roads, bringing the roads up to standards in order to pave them, the benefits of public hearings, and the intention of raising the mil rate to fund the paving of the roads. D. JOHN PARKER'S LETTER - DAMAGES TO CUL VERTIBRECHAN John Parker brought before the Board a letter he sent to Brechan addressing an issue with a culvert on his property. He asked the Board to inspect the culvert to determine who was responsible for maintaining and repairing the damages apparently caused by one of Brechan's operators during the last snow fall, as he had received no response from Brechan Enterprises. Brief discussion was held on this matter and it was decided that Board members and EnglFac Director B. CASSIDY would inspect the culvert immediately after the meeting. Photos of the culvert and a copy of the letter were provided to the Board by J. PARKER. A letter of response by L. ROCHELEAU of Brechan Enterprises, was received by the EnglFac office and this was provided to the Board for their review. OLD BUSINESS: A. WOODLAND ACRES SUBDIVISION PAVING PROJECT 2006 UPDATE B. CASSIDY reported the Borough Assembly was reviewing the budget in an effort to determine the overall cost and to gather a consensus on the paving alternatives that were gIVen. \\Dove\Departments\EF\Service Districts\Service Area No. I Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 25 July 06.doc I B. CALCIUM CHLORIDE This had been purchased and the contractor had delivered it. C. ACTION ITEMS FROM PREVIOUS MEETINGS 1. CITY FUNDING PARTICIPATION TO WASPP B. CASSIDY met and discussed with Howard Weston and Mark Kozak of the City of Kodiak Public Works and Engineering office to find out if they were willing to help fund the Woodland Acres Subdivision Paving Project. They were not inclined at this point to fund the project. Any issues such as utility line issues and sewer line issues are to be addressed prior to the application of the asphalt, to avoid cutting into it, should the project go forward. 2. ROLEIRESPONSIBILITY OF BOARD ON PAVING PROJECT The Board was given clarification as to their role and responsibility of paving projects. This role is to listen to the public comments and make recommendations to the Assembly. S. ARNDT told the Board that in the past the Board was told anything that had to do with construction within in the Service District was the responsibility of the Kodiak Island Borough; anything dealing with maintenance within the Service District was the responsibility of the SD 1 Board. He suggested addressing the roles with the Rick Gifford, Borough Manager, including the paving project for Woodland Acres. 3. CALCIUM CHLORIDE All roads within the Service District have been completed. 4. DITCHING WIIN SDl Ditching work has been completed within the Service District 1. 5. JOINT WORK SESSION CHAIR would like to see if there could be a consolidated work session between the Chairs' of the Service Areas. This is on standby. 6. ADDITIONAL ACCESS ROADS INTO WOODLAND ACRES SUBDIVISION B. CASSIDY has included this issue on the CIP list for the State Legislature. 7. NOTIFICATION TO BOARD RE WORK WIIN SDl DONE BY OTHER INTITIES It was determined that notification should be going through the EnglFac Department of the Kodiak Island Borough. B. CASSIDY said this is being done, there is a form to fill out when entities such as KEA are planning on doing work within the Borough. \\Dove\Departments\EF\Service Districts\Service Area No. I Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 25 July 06.doc 8. DRIVE A-BOUT ITEMS (2/1812006) STATUS Many if not all the items listed from the Board's drive around have been addressed. 9. ROAD SIGN INSTALLATION Complete. 10. FUELICELL PHONE REIMBURSEMENT - CHAIR It was MOVED, S. ARNDT and SECONDED, C. LORENSON to raise the Chair stipend to $300/month or $3,600/year to cover the fuel and cell phone costs used during annual terms. (This should be able to eliminate the need for the phone and gas line items for the budget.) The motion PASSED unanimously. PUBLIC COMMENTS: J. PARKER said he was glad to see the Board involved in the projects within the Service District. P. TUTTLE asked if the Assembly would be looking at strip paving the roads with the Woodland Acres Subdivision and excluding the drainage issues. B. CASSIDY replied that excluding the drainage on Sean Circle, all other drainage issues would be addressed by the paving project. As for strip paving it was up to the Assembly as to what the next step would be. H. PARKER relayed that she was glad to see Assembly Members attending the Service District meeting and would like to see more of this kind of participation in order to stay informed re the many issues within the Service Area, especially the paving project issue. BOARD COMMENTS: SL. Adinolfi: Was informed by 2-3 people that the Contractor may be using the wrong size tires, due to shoulder crushing along the roads within the Service District. There have been reports of material placed in the natural drainage areas. Asked what type of enforcement the Board has over the Contractor for things that may be done wrong. B. CASSIDY told her to forward these concerns to the EnglFac department so that these types of issues may be resolved. K. Arndt: Asked the Chair to pay attention to the Daily Work Reports given by Brechan Enterprise. He was concerned with the price that was paid for the sign installation. Usually, the Board receives two quotes to purchase the signs and once they are purchased, the signs are given to the Contractor to install. The Board could have saved a lot of money if done properly. E. MAHONEY told the Board he was concerned about fixing and replacing the signs, spoke to the Contractor to fix them, they purchased the signs and installed. He was unaware of the process to replace and/or purchase the signs. He apologized for the misunderstanding. K. ARNDT continued by saying that he was glad to see everyone at the meeting and would like to see a monthly schedule implemented for these meetings. S. Arndt: Thanked the public for attending the meeting. \\Dove\Departments\EF\Service Districts\Service Area No. I Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 25 July 06.doc C. Lorenson. Questioned the $1500 of overtime submitted by Brechan Enterprises for the guardrail installation. He noticed that the grading was being done within the Service District during the evenings, due to their daily obligation of repairing Willow Street for the City of Kodiak. Recommended looking closely at the invoices that are being submitted for any discrepancies. E. Mahoney: Thanked the public for attending. Apologized for the sign mishap. Wanted to see the problem with the ditch lines on Sean Circle resolved. And informed the public that the Board was very concerned that the maintenance within the Service District be done and kept up. D. Symmons: Would like to see more work sessions being held by the Board, so that they could discuss and work out issues prior to the meetings. MEETING SCHEDULE: There was no meeting scheduled at this time. ADJOURNMENT: There being no further business, the meeting was adjourned at 9:00 p.m. SUBMITTED BY: Date: q / 2 / ~)DI; APPROVED BY: Date: /~/7'~ / \\Dove\Departments\EF\Service Districts\Service Area No. I Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 25 July 06.doc