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01/18/2012 Regular Meeting/Public Hearing Budget Service Area No. 1 Board Regular Meeting T T} lS January 18, 2012 7:00 pm � -- - - -- ��� l KI B - Conference Room P • i if MAR - 5 2012 I �, 1. Call to Order Chair S. Arndt called the meeting to order at 7:01 pm. ou CLERK'S Of :ICE • 2. Roll Call Present were Board Members K. Arndt, Chair S. Arndt, C. Lorenson, T. Martin, G. Spalinger and D Symmons. Also present were Jessica Basuel, Bob Tucker, Kodiak Island Borough and visitors Kate Ballenger and Chris McVay. A quorum was established. 3. Approval of Agenda It was Moved, G. Spalinger and seconded to Approve the Agenda. Motion Carried by an affirmative voice vote. 4. Approval of Previous Minutes It was Moved, T. Martin and seconded to approve the minutes of December 12, 2011. Motion Carried by an affirmative voice vote. 5. Acknowledge Receipt of the Financial Report It was Moved, G. Spalinger and seconded to Acknowledge Receipt of the Financial Report. Motion Carried by an affirmative voice vote. Chair S. Arndt gave an update on the financial report. He mentioned there was not much in the way of expenditures, but many hills. In December he requested back -up and timecards to verify work from the contractor. There will be additional bills coming in for the snow removal for December and January. 6. Visitor Comments Kate Ballenger said she was unsure what the Service Area Board does and was concerned about paving and grading in the Shahalka Road areas. Chair Arndt pointed out the areas that were associated with the Service Area No. I. Chris McVay expressed her concerns about the berms in front of the mailboxes and fire hydrants. She commented the hydrants were very hard to see and need to be marked. She asked the board how they planned to take care of this problem. 7. Chair Report \\ dove \ borough \EF \Old \000 - Service Districts \Service Area No. 1 \Minutes \2012 \DRAFT & MINUTES \120118 SA1 Draft Minutes .doc Chair S. Arndt asked the board that the Chair report be put off to the next meeting. 8. Old Business None 9. New Business a. Recommendation to Assembly to Appoint New Board Member to Vacant Seat — Term Ending 2012. Chair S. Arndt announced there were two applicants for the vacant seats, Paul Hansen and Danny Powell. Il was Moved, C. Lorenson and seconded to recommend to the Assembly to Appoint Paul Hansen to the vacant seat with the term ending 2012. Motion passed by a unanimous voice vote. b. FY2013 Budget Chair S. Arndt presented the proposed budget to the board. It was Moved, G. Spalinger and seconded to forward the Draft Budget for FY2013 to the public hearing on February 22, 2012. Motion Carried by a unanimous voice vote. T. Martin mentioned he may be out until April, but will let the Chair know later of exact date. c. Review Service Area No. 1 Road Maintenance Contract Chair S. Arndt asked the board to go to items d, e, and f first and returning back to item c because there may be more discussion. d. Ditching & Culverts on Woodland Drive Chair S. Arndt told the board that this was for ditching and culvert work on part of Woodland Drive. He spoke with the neighbors in the area and are all in agreement with this, which will require a lot of money. It was Moved, C. Spalinger and seconded to approve the ditching & culvert work on Woodland Drive. A roll call vote was conducted and the Motion Carried unanimously. e. Culvert Replacement on Mallard Drive Chair S. Arndt mentioned Mallard Drive has a major drainage problem. \\ dove \borough \EF \Old \000 - Service Districts \Service Area No. 1 \Minutes \2012 \DRAFT & MINUTES \120118 SAl Draft Minutes .doc It was Moved, G. Spalinger and seconded to approve raising of the ditches and culvert replacements on Mallard Drive. A roll call vote was conducted and the Motion Carried unanimously. f. Surveying for Projects Chair S. Arndt said this included the two projects; Woodland Drive and Mallard Drive. It was Moved, G. Spalinger and seconded to approve surveying for the Woodland Drive and Mallard Drive projects and preliminary surveying in Shahafka Acres. Discussions were made about the cost of surveying Shahafka and possibly spending up to $10,000 for the surveys. It was Moved, Dennis Symmons and seconded to approve to spend up to S10,000 for Mallard Drive, Woodland Drive and Shahafka surveying. A roll call vote was conducted and the Motion Carried unanimously. Chair S. Arndt brought back agenda item c, Review Service Area No. 1 Road maintenance contract. He mentioned there had been some issues with the contractor dating back to December 2011. K. Arndt would be sustained from speaking during discussion regarding this issue, but would he allowed to speak during Visitor's Comment. Chair S. Arndt also said there may also be a conflict of interest with C. Lorenson since he is employed by K. Arndt. Discussions and questions as to who may or may not participate during this discussion issue. B. Tucker explained the contractor would not be allowed to vote, but may be able to answer questions. Chair S. Arndt mentioned a copy of the letter which was sent to the contractor on January 12 a copy was included in the packet for the board to read. B. Tucker apologized to the board for sending out the letter in error. He explained Chair S. Arndt came to the Borough office with the letter he wrote. S. Arndt's question should have come back to the Board and for the Board to make recommendation for a letter to be drafted on these issues. He explained if the letter is rescinded, nothing goes in the contractors file, but if not rescinded, other letters would be included saying that these issues have been made and cleared up. He also mentioned the board can make a decision to rescind this letter because it was done in error and have the board rewrite a new letter the way they want it. He apologized for the mistake and would make sure it would never happen again. B. Tucker told the board to look at and bring into consideration two issues that were currently not on the contract; 1) To include three snow plows instead of two, due to more snow fall this year 2) Have a backup contractor. \\ dove \borough \EF \Old \000- Service Districts \Service Area No. 1 \Minutes \2012 \DRAFT & MINUTES \120115 SAl Draft Minutes .doc Chair S. Arndt expressed his concerns and issues regarding road service maintenance. He told the board he received numerous calls and complaints about roads not being plowed and sanded. He mentioned he had been in contact with MK to address issue. He was not pleased with the service given to public. He felt that road maintenance services got better right after the letter was sent out. It was Moved, C. Lorenson but not seconded to rescind the letter. Therefore Motion Fails. Chair S. Arndt asked B. Tucker to handout the response letter for the board and for the public to read. Discussion regarding equipment used for road maintenance. 10. Visitor Comments Kate Ballenger was pleased with the road service meeting and thanked the Board. She was glad to have attended tonight's meeting. Chris McVay concurred with Kate Balinger. K. Arndt commented on the equipment used, response issue and expressed his concern regarding work being done in response to the letter. He felt the letter was handled improperly and should be pulled. 11. Board Member Comments C. Lorenson took offense to the letter and does not approve of it. K. Arndt commented on the need to work together. G. Spa linger — None D. Symmons said he was grateful for the meeting and that it went well. T. Martin was glad to see the contractor response to the letter and would like to see the issues addressed. He was concerned with making sure that the roads are done in a timely manner. Chair S. Arndt expressed his concerns about the contractor and road maintenance issues and felt there was some misinformation. 12. Meeting Schedule The next meeting in combination with a public hearing was scheduled for February 22, 2012. 13. Adjournment \\ dove \borough \EF \Old \000- Service Districts \Service Area No. 1 \Minutes \2012 \DRAFT & MINUTES \120118 SAl Draft Minutes .doc There being no further business before the Board the meeting was adjourned at 9:45pm. Submitted By: i t s u r4, . r / Date: 3/1/20 icR Basuel Sn /Facilities Approved By: spat nicei Date: ? Scott Arndt, Chair Service Area No. 1 \\ dove \borough \EF \Old \000- Service Districts \Service Area No. 1 \Minutes \2012 \DRAFT & MINUTES \120118 SAl Draft Minutes .doc