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2006-12-20 Regular MeetnigCALL TO ORDER: SERVICE AREA NO. 1 BOARD REGULAR MEETING MINUTES DECEMBER 20, 2006 C 7:00 P.M. BAYSIDE FIRE HALL CHAIR E. MAHONEY, called the meeting to order at 7:00 p.m. ROLL CALL: Present: Absent: Sharon Lea Adinolfi Kevin Arndt Scott Arndt Charlie Lorenson Ed Mahoney Greg Spalinger Dennis Symmons A quorum was established. ACCEPTANCE OF AGENDA: Staff: Jessica Kepley, E/F --~ E APR 1 i ~~a7 BORO~.!U--~ C~FRK ~~ ~h~ICE It was MOVED, G. SPALINGER, and SECONDED, S. ARNDT to approve the Agenda as presented. The motion CARRIED unanimously. Two items were added to the agenda, 1] Tona Lane to Old Business, and 2] L Street to New Business. ACKNOWLEDGE RECEIPT OF FINANCIAL STATEMENT: It was MOVED, S. ARNDT, and SECONDED, G. SPALINGER to acknowledge receipt of the Financial Report. The motion CARRIED unanimously. APPROVAL OF MINUTES: It was MOVED, G. SPALINGER, and SECONDED, S. ARNDT, to approve the Minutes [26 Sept 2006] as submitted to the Board. The motion CARRIED unanimously. VISITOR'S COMMENTS: None. CHAIR'S REPORT: Reported the progress of snow removal from the evening before. Received a few phone calls regarding residents widening their driveways and the accumulation of snow on these improved driveways. No problems seemed to be apparent with the snow removal on these properties. John Parker's new culvert was installed. MAHONEY was unhappy with the way it was installed, it was not up to Borough code, making any water moisture exit his property and run out into the \\Dove\Departments\EF\Service Districts\Service Area No. 1 Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 20 Dec 06.doc road and possibly onto the surrounding neighbors' properties. J. Parker bought the culvert, SA 1 paid for the installation; Brechan felt there was no responsibility on their side. Ditching completed in some areas that were needed within the service area. Drainage problems on Teal Way due to a buried culvert; no good drainage plan to begin with but they dug the ditches down and placed a culvert in the area to take water across the road and behind some of the homes to alleviate the problem. There have been no further calls at this point. Shahafka is still seeing problems. Draining is not appropriate, open water is running on top of the street. MAHONEY feels the Board should look at this subject again and come up with a resolution. There is a similar issue on Parkside Drive, water glaciating on the road due to inadequate drainage. OLD BUSINESS: A. ASSEMBLY WORK SESSION CHAIR reported he attended this work session; he walked away from the meeting with the idea that it is authorized for the Board to construct roads. Although the Board does not do this now, it is within the scope of authority to build roads, it would have to be budgeted in order to be accomplished but that was his understanding on the subject. For the time being CHAIR is interested in working on maintaining the roads within the Service Area. ADINOLFI said she also attended the work session and did not come away with a definitive role of the Board. She felt Mayor Selby agreed that something definitive should be put in writing to clarify the role of the Service Area Board. SPALINGER clarified that Mayor Selby felt the policy needed to be clarified in writing. S. ARNDT told the Board they had the right to put certain projects in the budget but were allowed to only make recommendations to the Assembly, no Board has the authority to contract work. MAHONEY remains unclear if the Board was given absolute clarification on their role. TUTTLE recalled the Board's desire to receive clarification from the Assembly as to what the roles and responsibility of the Service Area Board actually was, but questioned whether this was the work session the Assembly was attempting to hold to provide that clarification, specifically. It was her understanding that the Assembly members wished to have a separate work session to discuss the roles and responsibilities of the Board. LORENSON also felt this work session the Board was "invited" to, was not specified as mandatory for the Board members to attend. MAHONEY stated that Mayor Selby also agreed the Service Area Board's roles needed to be clarified. ADINOLFI brought up and discussed the website which should be used to clarify to the residents of the service areas, what the intentions of the boards are. Some of the information may be helpful to the Board and the public. SPALINGER specifically requested an Assembly/SA1 Board work session to establish the roles and responsibilities of the Board. Would like the Borough to tell the Board what is required of them. MAHONEY said he would set up a work session with Rick Gifford and the Borough Assembly. B. LETTER TO WATKINS RE PARKING -STATUS \\Dove\Departments\EF1Service Districts\Service Area No. 1 Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 20 Dec 06.doc SPALINGER explained that the Watkins' vehicles are parked in the road way every night and has ignored requests to move the vehicles. There are similar problems with Ivar Malutin parking a boat and a truck in the middle of the cul d' sac. Apparently, it is moved when asked, but replaced. It was MOVED, S. ARNDT, and SECONDED, SPALINGER to direct a letter be written addressing the Watkins' parking violation. Upon discussion, the motion was amended (Amendment #1) to include addressing the parking violation by Ivar Malutin, as well. Further discussion amended (Amendment #2) the original motion a second time to include all property owners and would not just address the Watkins and Malutins. ADINOLFI asked if anyone from the Board or from Brechan Enterprises had addressed the problem in person with either the Watkins or Malutins. She suggested that this be accomplished as common courtesy, before sending out a letter. SPALINGER suggested that an "official type" should address the situation over a neighbor. LORENSON pointed out that this responsibility should fall on the Chair, before the rest of the Board. Motion Amendment #I -CARRIED, 6 to 1. Motion Amendment #2 -CARRIED, unanimously. It was MOVED, S. ARNDT and SECONDED, SPALINGER to amend the originally amended motion to direct the CHAIR to speak with the violating property owners and if no affirmative action is carried out, to follow with a letter to the property owners addressing the parking violations. The motion CARRIED unanimously. C. ACTION ITEMS FROM SEPTEMBER 26, 2006 REGULAR MTG. 1. Selief Lane reconstruction and paving S. ARNDT spoke to the Board re the deteriorating pavement on the Borough owned and Service Area No. 1 maintained portion of Selief Lane. Years ago the matter of resurfacing this part of the road came before the Borough and the Board; Pat Carlson opposed the resurfacing at that time. The City of Kodiak portion of the road has been resurfaced. It is S. ARNDT's intention at this time that the Board recommend to the Assembly, an assessment district is formed for the properties aligning this street. CHAIR asked for Board's concurrence for him to meet with the Borough Manager regarding creating an assessment district for those properties. Concurrence was given. 2. Sean Circle Property Owners' Authority Discussion held on replacing some ditches along Sean Circle. Residents are making manholes out of any material that can be found. Wooden manholes are going to deteriorate within a few years. Drainage should have improved once corrections were made to the area. D. TONA LANE CHAIR reported that the town-side portion of Tona Lane was being excluded from snow removal services due to miscommunication between Brechan and the Board/Borough. Anna Way is the road that is not supposed to receive maintenance. CHAIR spoke with Louie Rocheleau [Brechan Enterprises] to correct the situation; matter to be resolved immediately. \\Dove\Departments\EF1Service Districts\Service Area No. 1 Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 20 Dec 06.doc NEW BUSINESS: A. ELECTION OF OFFICERS It was MOVED, K. ARNDT and SECONDED, ADINOLFI, to postpone the Election of Officers until the Board meets in March, this would allow the current Chair to reside for a full year. Upon discussion, the Board decided to move ahead with the elections this evening. LORENSON and TUTTLE pointed out they would like to see the Board get back into the mode of holding the Election of Officers immediately after the Borough elections in October. For one reason or another, this item has been postponed throughout the years until early spring. It would benefit the board to get back on track, according to LORENSON. Discussion was held re this matter. S. ARNDT opposed the postponement of the Election of Officers until March, with a full board present, there did not seem to be a reason to postpone it. SPALINGER also requested not to postpone the elections, he would be out of town the months of March and April. It was decided not to postpone the Election of Officers. Ed Mahoney and Charlie Lorenson were nominated for the position of Chair, both accepted and the outcome was MAHONEY, 4-3. Charlie Lorenson and Scott Arndt were both nominated for the position of Vice Chair, nominees accepted and the results were ARNDT, 4-3. B. OPEN MEETINGS ACT TRAINING/PROCEDURE Agenda Deadlines, Agenda Packet Deadlines, and Regularly Scheduled Meetings TUTTLE spoke to the Board, outlining procedures the Board should be following to meet the Open Meetings Act requirements. One of these issues is the posting and publishing of the meeting agendas. A deadline should be established for the secretary to make sure the agenda is provided for the public's awareness prior to the meetings. Also, the issue of sporadic meeting was raised. Other boards follow the same process the Borough Assembly does, in order to plan meetings throughout the year on a consistent basis. TUTTLE felt it was poor service to the public to not preset a schedule of meetings for the year. S. ARNDT opposed the idea of scheduling meetings in advance, pointing out he was not interested and felt it was not necessary to preset a schedule. He said the Board holds a meeting when it is necessary. K. ARNDT backed the idea of posting the agendas in a location that would benefit the public. He also felt that there are important enough issues happening throughout the service area every month, constituting a need to hold public meetings on a regular schedule. Regularly scheduled meetings would benefit the members, they would know when the meeting is to be held and can plan around those dates, and the public would be better served, because they would know when the meetings were to be held and public participation may increase. It was MOVED, K. ARNDT, and SECONDED, LORENSON, to schedule meetings for every other month throughout the year. S. ARNDT argued that the Board needed to have flexibility within their schedules to attend all other meetings or boards they were assigned to. \~DoveADepartments~EFlService Districts\Service Area No. 1 Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006WIinutes 20 Dec 06.doc SPALINGER felt that the meetings that were scheduled should be "tentatively" scheduled. Further discussion was held on this subject. KEPLEY asked the Board to keep in mind that the public does call to find out when Service Area I meetings are scheduled; it would be nice to have scheduled meetings to keep the public informed when they call. She also pointed out, the better the meetings are scheduled, the more organized and convenient the meetings could be when determining locations, times and attendance. LORENSON, MOVED to amend the motion to schedule meetings for the third Wednesday of the month, every other month; K. ARNDT SECONDED the motion. Discussion was held and LORENSON withdrew the previous amended motion. It was MOVED, LORENSON, and SECONDED, K. ARNDT to amend the original motion to schedule "tentative" meetings on the first Wednesday of the month, every other month. K. ARNDT conveyed his feelings that the Board needs consistency and regularity. He did not think it is inconveniencing anyone on the Board to schedule meetings on a regular basis. If other boards can do it, he did not see a reason this current board could not comply. Members that are on other boards meet the schedules of each board, which are usually preset for the entire year, why does Service Area No.1 have to be any different? The amended motion FAILED, 3-4. The main motion PASSED, 7-0. Discussion was held and it was decided the deadline for finalizing the agendas would be set for a week before the meetings are to be held. Information to include in the agenda packets would be submitted to the secretary at least 48 hours prior to the scheduled meeting; agenda packets would be available for the Board and the public 48 hours before a meeting. Agenda items will be presented to the CHAIR for approval before finalizing the agenda or items can be passed through the secretary. C. COHO WAY ACCESS -PLOVER TO WOODLAND DRIVE The discussion item location is within the Woodland Acres Subdivision. Blocked access from Plover to Woodland Drive is causing concern for the residents of the area. Residents would like to see the access road of Coho Way opened up and made accessible to the public. Phone calls have been received by the CHAIR, issues have been shared re concern about being trapped within the subdivision should some type of emergency block egress from the subdivision. SPALINGER supported the idea, speaking of the issue of school buses not having adequate turn around or looping area. This is causing safety issues for the school children. TUTTLE has also received calls regarding the traffic flow in the area. The subdivision is set to expand and there is only one way in and out of that part of the subdivision. School buses are also the issue; there are no shelters, no street lights, causing more safety issues. Spoke with Tony Drabek of NOK, to determine if anything would be done, they are hesitant that the access will be addressed within the next phases of construction in the area. S. ARNDT told the Board he felt due to the steepness in grading, Coho Way would not be a good access/egress for buses. It may be possible for the Borough to build the road, but the better option he felt would be through the Natives of Kodiak Subdivision on Spruce Cape Road. This item will be postponed until the next meeting. D. AREA WIDE STREET LIGHTS \\Dove\Departments\EF1Service Districts\Service Area No. 1 Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 20 Dec 06.doc Discussion was held regarding the possibility of installing streetlights throughout the service area. If not all areas, S. ARNDT suggested at least the intersections within the service area. The subdivisions are become densely populated. He has spoken to KEA re the installation of lights and it was determined that if there are already light poles set up, they would not charge to set up the lights but would charge the monthly usage fee. Discussion was held on this subject and further discussion will be held at the next meeting. E. AREA WIDE PROPERTY TAXATION CHAIR reported, via phone calls to communities around the state, that Kodiak is the only Borough in the district that has exemptions to property taxation. He feels all should pay their fair share. He would like to get the Assembly's backing and foresees that the SA1 budget will be increased by requiring all in the district to pay property taxes. CHAIR will look into getting the current ordinance repelled since this is not a normal state of business throughout the State of Alaska. By decreasing costs to the residents by all property owners paying the taxes, money could go towards a program to pave the roads within the service area. S. ARNDT suggested getting a consensus of all road service area boards/members to bring everyone on board before proceeding with the issue and bringing it up to the Assembly. SPALINGER agreed that all residents of the service area are indebted to pay the property taxes, everyone uses the Borough roads in the area, there should not be an exemption. Discussion will continue at the next meeting. F. "L" STREET 100 feet of L Street off of Mission is filled with storage materials, junk vehicles, etc. Beyond this piece of property, is a piece of property owned by Martin Lydick, who is asking the Board for help in removing the accumulated "stuff'. ADINOLFI questioned this action requested of the Board, since this issue falls within Mr. Lydick's profession at the Borough. The Board was not willing to deal with this issue and felt it should be resolved through the proper department; the property does not fall within the boundaries of the Service Area Board's responsibility. PUBLIC COMMENTS None. BOARD MEMBER COMMENTS SL. ADINOLFI. New website, available for the Service Area to post quarterly reports perhaps with pictures. Agendas can be posted, meetings posted. Public should see the service district in action. Asked about progress on the Chair's reimbursement issue. Explained there was no notification given to the E/F Department to post the agendas. in a general location. Pleased that the Board is meeting requirements of the Open Meeting Act and Parlimentary Procedures successfully. S. ARNDT. Clarified the Assembly did approve the motion to increase the Chair's stipend. [Inaudible.] K. ARNDT. Unfortunately missed a meeting or two due to conflict in schedule. Congratulations to MAHONEY as Chair. Thanks for great service this last year. Welcome back TUTTLE. \\Dove\Departments\EF~Service Districts\Service Area No. 1 Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 20 Dec 06.doc C. LORENSON. Hopes MAHONEY has a good year. Supports the schedule to have meetings every other month. Nice to get the information out there and public benefits. E. MAHONEY. Bob Scholze is privy to information re realigning Ocean Drive to increase the safety of the intersection with the bike trail. Glad to see website is up and that there is a webpage for the service areas. Appreciates the Board's support in nominating him as Chair for another year. Please call with any improvements or issues that may need to be addressed. P. TUTTLE. Glad to be back. Hopefully Board can keep agendas moving and get projects done. [Inaudible.] Plowing seems to be great so far. G. SPALINGER. Would like the Board to do another drive around through the Service Area, possibly during winter conditions when there are issues that come up. There is a safety issue on Ocean Drive, two girls were almost hit at the bike crossing and Ocean Drive intersection. Would like the Borough to possibly do something with their property near this area to increase the safety on this portion of the Drive. 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: (c G~ Date: Je s'ca I e Secretary KIY3 Engineering /Facilities Department APPROVED BY: v / h Date: ~ j L' Ed Ma ey, Chair Serv" e Area No. 1 Bo d \\Dove\Departments\EF1Service Districts\Service Area No. 1 Board\Agendas and Minutes\Service District Minutes\Service District Minutes 2006\Minutes 20 Dec 06.doc