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11/05/2012 Regular Meeting • Service Area No. 1 Board RECEIVED Regular Meeting November 5, 2012 7:00 pm MAR 2 2 2013 KIB CR BOROUGH CLERK'S OFFICE 1. Call to Order , KODIAK, ALASKA Chair S. Arndt called the meeting to order at 7:20 pm. 2. Roll Call M. Barnett conducted a roll can and present were Board Members Chair S. Arndt, T. Martin, G. Spalinger, D. Symmons. K. Arndt was not present. A quorum was established. Bob Tucker, Kodiak Island Borough, was also present. 3. Approval of Agenda Chair Arndt added Elections of Officers and is asking for an additional purchase order for ST. Denny of 15K for survey staking in the spring. It was MOVED, G. Spalinger with addition of election for officers and survey work and seconded to Approve the Agenda. Motion CARRIED unanimously. 4. Approval of Previous Minutes — September 17, 2012. It was MOVED, G. Spalinger to Approve the Minutes of September 17, 2012. Discussion: T Martin was absent from last meeting, he inquired if he had missed anything. Chair Arndt added that requested authorization for 15K for surveying and engineering, plus billing of where SA is at. Motion CARRIED unanimously. 5. Acknowledge Receipt of the Financial Report It was MOVED, G. Spalinger to Acknowledge Receipt of the Financial Report. Discussion: Discrepancy on SA invoice; waiting on time cards. Chair Arndt did add that the Borough had lowered the mill rate for the current year and the mill rate was supposed to bring in 120K and it brought in 122,809,00; $2800 ahead of the budget on the revenue side. Motion CARRIED unanimously. 6. Visitor Comments Bob Tucker of KIB suggested that Board speak to Darlene Turner of Monashka Bay. Darlene brought engineering firm Lounsbury & Assoc who the Borough has on contract over for one day and went through the entire Service Area with her to see what they were up against. A list was prepared of capital improvement projects for the legislature, rather than the community fund it is all within that service area. The use of an engineer got the service area focused. Just something to think about, SA #1 could do the same thing. It was a good use of funds. 1 7. Chair Report Chair Arndt reported on projects; Shahafka acres PO is complete for ST Denny, they will start working on that. Part of Shahafka acres issues is the culvert going across private property and it will take some engineering. Might be the time to use Lounsbury. Discussion. We will get preliminary information from St. Denny; they will be in that area, start at Lot 7a and 9a. I have asked them to show parking that people are using, where off street parking is. Part of the problem is people are required to have off street parking, many do not. Chair Arndt also proposed that the Board have a meeting in January; stay away from holidays. Turk will be back in the end of. January and is available. Another small project is culvert on Sunset that_is,complete, alsso, ditching up to John Parker's house, replacing damaged culvert, approximately 7 feet. The next driveway down, Stelzer, started out with 18 but added 12 inch, they will have issues Discussion on KIB approving 18 inch culverts at road crossings; driveways °at 12 inch and some at inch. D. Symmons inquired as to Beaver Lake culvert, i.e. 18 incti +to 24 inch...SA had not heard anything from � W. Koning Woody was to get back to SA. Discussion concerning culvertsize ensued. Bob Tucker suggests that the Service District write a formal letter to E /F`'& Community Development requesting the driveway %culvert procedure in writing, how it is done, what department does it etc. 8. Action Items r - a. Discussion -of the Ser District Contract One request came in with the last sno Kevin was out of town, Ryan got call from Vice Chatr;D. Symmons, asked why Dl on asphalt, supposed to be chips. Ryan could not get hisguys to answer phone so he got Charlie Lorenson to put Dl out on r h etilke , No response from Kevin. Discussion of mixing sand with chips and not Dl on asphalt'Discussion of'experience of operators this winter. Query as to • ��.when gates will be,installe`d;:also third grader needs to be up and running. Discussion of contractor's responsibilities and what problems exist. There is a possibility of two one= extensions. Discussion ensued. Bob Tuckerradded that the contract is up in June, 2013, it has two renewals that the Borough could put tit place. The Board could propose to the Borough that renewals not be put out on existing contract because changes would like to be made to the contract, make the changes to the contract, put it back out, allow anyone to bid on it. Chair Arndt proposes in January to start drafting changes, identify specifics that the Board would like to change, Chair Arndt proposes that the Board give notice that we are not going to give extensions and also we will tighten up the contract and put it out to rebid. The Board would like the new contract out to bid by end of March. 2 Symmons and seconded that the Board not exercise the option to extend the contract and redraft the contract to tighten up the language. Motion CARRIED unanimously. b. Chair Arndt added that he asked MB Manager Bud Cassidy about update on legal opinion on service district contract: Bud Cassidy still had not heard anything on that. c. Update work plan: Chair Arndt spoke to Bud Cassidy about that, the Board went over these plans at the last meeting. Eli Wasili: The rest of the sewer, water and underground electric, the surveyor got with the city, public works on their sewer and water and also got with KEA. There are a few conflicts with the power but only one on the culvert. Mallard Way: Drainage issues, new culvert needed, fill area. More information needed on Lot 6B, so we can show the people that we will need to get on their property a little bit, will have to talk to them about that. Discussion ensued. Woodland Drive: 24 -inch culvert in place to be replaced with a 30 -inch culvert and widen road and realigning of it. There is an 80 foot ROW on turn. Discussion ensued. Off - Street parking: Home owners have until August of 2013 to get off -street parking figured out. Discussion ensues about off- street parking and removal of vehicles /boats so snow removal can be done and parking in ROW. Discussion continued. Dl on the roads — Project that was thought to he $3- 400,000, basically putting that out to bid, on a time and material deal, contractor say it's a fixed price. SD provide culvert, lots of culverts on projects, so not paying 20% markup, then have price on D1 .This is repairs not maintenance. Ideally want work to commence in May, 2013, then approximate tonnage on Dl; 20,000 tons of DI. It's been 6 years since we put DI on roads, then it was $225- 250,000, not all roads, just main traveled ones. Will need to purchase calcium chloride to put down with DI. This is its entirety will be approaching $400,000 (ditching and culverting is included) Shahalka Cove will go to FY2014. Need motion that our intent is to go to bid on these three projects along with Dl on the roads. It was MOVED G. Spalinger to go to bid on three road projects of Woodland Drive, Mallard and Eli Wasili, along with purchase of Dl and calcium chloride on the roads, Dennis Symons seconds. Discussion: T Martin would like to educate the public that things are being done for the better of the Service District. Motion carried by a Roll call vote. d. New Business a. Election of Officers Chair Arndt opened the nominations for the Chair position. Vice Chair D. Symmons nominated S. Arndt. There being no other nominations, it was MOVED, G. Spalinger to close the nominations. A unanimous voice vote confirmed S. Arndt to the Chair position. 3 Chair Arndt opened the nominations for the Vice Chair position. It was MOVED, G. Spalinger to nominate Dennis Symmons as Vice Chair. There being no other nominations, Chair Arndt closed the nominations. A unanimous voice vote confirmed D. Symmons to the Vice Chair position. b. Survey work in the spring for the projects, $15,000. (The money allocated so far will just cover the design work. The 15K would be for staking and layout for the projects.) It was MOVED C. Spalinger and seconded to approve 15K budget for survey work for all three, plus additional staking in the spring. Discussion: This covers the projects that we have, this survey will go in and identify the property corners, this will show where the culverts will go, homeowners will see this. Service District will go door -to -door and give copy of work to be done. If there is there any money left that will go for staking, next year, on the Shahafka Acre. (Not sure the $6500 will cover everything we want to do there right now, so can use part of that for right now, this gets it on the table, not that it has to be spent. This would be a time & material purchase order with ST. Denny. Their rates are $155 an hour, mapping is $125 an hour, topographic survey $155 an hour, general office $125 an hour. MOTION carried by a roll call vote. 9. Visitor Comments None 10. Board Member Comments D. Symmons — Pleased that Scott is in better mood then I have been about our first call out. I am asking for support of the Board as Vice Chair this winter. Scott does a lot of travel so all support of other Board members is appreciated. T. Martin — Thanks to all for serving. P. Hansen — I appreciate the time that our Chair and Vice Chair spend on Board matters. G. Spa linger — No comment. S. Arndt — Appreciate the Board support in getting drainage problems fixed. 11. Meeting Schedule — The next regular meeting was scheduled for January, 2013. G. Spalinger has a meeting in Anchorage in January, will try to work around everyone's schedules. 4 12. Adjournment There being no further business before the Board the meeting was adjourned at 9:00 pm. Submitted By: Date: 3 Martha Barnett Engineering /Facilities Approved By: SG o /r lr/ Date: 3— // -20 Scott Arndt, Chair Service Area No. I 5