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2023-05-18 Regular MeetingKODIAK ISLAND BOROUGH Assembly Regular Meeting May 18, 2023 A regular meeting of the Kodiak Island Borough Assembly was held on May 18, 2023, in the Assembly Chambers. The meeting was called to order at 6:30 p.m. Staff present were Borough Manager Williams, Borough Clerk Nova M. Javier, and Assistant Clerk Irene Arellano. 1. INVOCATION The invocation was given by Major David Davis of the Salvation Army. 2. PLEDGE OF ALLEGIANCE Deputy Presiding Officer Smiley led the Pledge of Allegiance. 3. STATEMENT OF LAND ACKNOWLEDGEMENT We are gathered on the traditional homeland of the Sugpiaq/Alutiiq people, and we acknowledge the 10 tribes of the Kodiak Alutiiq Region. We recognize the Alutiiq culture that enriches our community to this day. 4. ROLL CALL Present were Assembly Members Joseph Delgado, Jared Griffin, Larry LeDoux, Scott Smiley, Geoffrey Smith, and James Turner. LEDOUX moved to excuse Mayor Scott Arndt who is out attending the NACo Conference. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. 5. APPROVAL OF AGENDA AND CONSENT AGENDA LEDOUX moved to approve the agenda and consent agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. 6. *APPROVAL OF MINUTES (APPROVED UNDER CONSENT AGENDA) A. Regular Meeting Minutes Of May 4, 2023 7. CITIZENS' COMMENTS The following spoke under citizen's comments: • Codi Allen • David Conrad 8. AWARDS AND PRESENTATIONS — None. Kodiak Island Borough Assembly Regular Meeting Minutes May 18, 2023 Page 1 of 6 9. COMMITTEE REPORTS Assembly Member Griffin reported on the Health and Facilities Advisory Board, and mentioned he was glad to see the hospital related items that were on the r� agenda on tonight's meeting. The HFAB has only been meeting for a few months U and he is already seeing a great traction. The next meeting was not scheduled yet, but they are looking at meeting quarterly. Borough Manager Williams reported on the recent SWAMC Board of Directors meeting and that SWAMC is going through a big period of change. They have a new Executive Director and a new Special Projects Officer. Kodiak has a strong representation stating Terry Haines is the new President who is from Kodiak, and Nick Mangini is the new Mariculture Specialist who is also from Kodiak plus she is still sitting on the board. SWAMC is going through all the beginning of the fiscal year documents with getting eligible for all their grant systems. She thinks SWAMC is in very good hands and the new Executive Director seems like he is off to a good start. 10. PUBLIC HEARING — None. 11. BOROUGH MANAGER'S REPORT • Borough Manager Williams provided a manager's report, and it was included in the meeting packet. 12. MESSAGES FROM THE BOROUGH MAYOR 13. CONSIDERATION OF CALENDAR - UNFINISHED BUSINESS r 1. Contract No. FY2019-10S Change Order #19 For The Providence Kodiak Island U Medical Center And Kodiak Community Health Center Space Analysis And Planning To Jensen, Yorba and Wall Inc. The motion is already on the floor which is " Move to authorize the Manager to award Contract No. FY2019-10S Change Order#19 to Jensen, Yorba Wall Inc. in the amount of $293,563 for the Providence Kodiak Island Medical Center and Kodiak Community Health Center to provide space analysis and planning to understand the current and future state of the facilities." On March 16, 2023, the Kodiak Island Borough Assembly postponed this item to the May 18, 2023, regular meeting. At the request of the Kodiak Island Borough (KIB) staff, Jensen Yorba and Wall (JYW) has been asked to provide the next steps in developing the renewal, replacement and expansion options for the borough owned health care facilities. JYW previously presented a facility assessment to the KIB. This new work is for the conceptual plan development to help understand the existing building spaces and how they may require change during the span of new conceptual options and developments. All this planning and concept design will help ensure that any alterations or changes to the facilities are the "right size" for the needs of the Kodiak community. Kodiak Island Borough May 18, 2023 Assembly Regular Meeting Minutes Page 2 of 6 • Establish an in-depth understanding of the Current State of PKIMC / KCMC. • Development of an accurate current space program from detailed Building Information Modeling (BIM) of the existing building. • Interviews to understand the staff, administration, and community perspectives. • Development of a Current Operations Assessment based on national standards and trends. • Develop Future State projections for the facilities, including detailed volume projections for the various components. • Create several Conceptual Options for renewal / replacement / expansion of the facility. These options will include cost estimates as well as 3D block diagrams. • Finalize a Conceptual Design / Master Plan, including graphics and a cost estimate. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Delgado, Griffin, LeDoux, Smiley, Smith, and Turner. 14. CONSIDERATION OF CALENDAR - NEW BUSINESS 14.A. CONTRACTS Contract No. FY2022-29, Change Order No. 5, Authorization For Approval For The Leachate Treatment Plant Pretreatment Facility Project With Dawson Construction, LLC. LEDOUX moved to authorize the Manager to approve Contract No. FY2022-29, Change Order No. 5, Authorization for Leachate Treatment Plant Pretreatment Facility Project with Dawson Construction, LLC. in an amount not to exceed $46,879.93. The Kodiak Island Borough Leachate Treatment Plant Pretreatment Facility Project construction has been underway since November 2022. During preparation to start trenching for the piping, there was a discovery that the piping depth was deeper than as built drawings indicated. Due to the location and distance from the foundation Tooter and high voltage electrical feeder lines and the depth of the existing HDPE pipe return to the Leachate Lagoon, a trench box is required for safety, specifically employees entering trenches in confined space and collapse consideration. Brechan provided Dawson a price to provide a trench box to be able to safely attach the piping to the leachate return line to the lagoon. The attached change order is the cost of the rental for the trench box and the labor to do the installation of the piping to the lagoon. As things have progressed there have been four (4) previous change orders. CO Modify the contract to include exhibits for Davis Bacon Wages. ($0.00) #1 CO Redesign of the foundation and credit for the concrete. (- $20,798.40 L# 2 credit) Kodiak Island Borough Assembly Regular Meeting Minutes May 18, 2023 Page 3 of 6 CO Credit for elimination of concrete shrinkage requirements, revised # 3 foundation for addition of a floor drain, and modification for WAS tank. (+ $16,173.37) CO Modification of influent screens and installation of platform for safe access # 4 point. (+ $44,437.54) CO (this one) Modification of drain lines, their location, and excavation using # 5 a trench box. (+ $46,879.93) Total Change Order Costs to Date (CO # 1-4): $39,812.51 If Change Order # 5 is approved total change order costs would be: $86,692.44 ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Griffin, LeDoux, Smiley, Smith, Turner, and Delgado. Contract No. FY2023-46 Authorizing The Manager To Execute Fire and Smoke Damper Repairs At The Kodiak Fisheries Research Center With Remedi8 DBA Fire Door Solutions LEDOUX moved to approve Contract No. FY2023-46 authorizing the Manager to execute fire and smoke damper repairs at the Kodiak Fisheries Research Center with Remedi8 dba Fire Door Solutions in the amount of $43,780.19. In year 2020, the Kodiak Island Borough (KIB) hired a contractor to replace the fire alarm panel and associated connections at the Kodiak Fisheries Research Center (KFRC). That project was completed. During this project, the contractor who was doing the work reported that some of the fire dampers did not operate properly. But the fire dampers were not in their project scope. This was recently discussed with the tenants and now has come back to us as this is a health and safety issue that needs to be addressed. KIB researched which firms have the knowledge needed to perform the inspections and the repairs on the fire damper units. We only received one responsive vendor, Remedi8 dba Fire Door Solutions. We hired them to visit the site and perform the inspection, which was under the Manager's authorization limit, and now have received the report and quote for the repairs. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: LeDoux, Smiley, Smith, Turner, Delgado, and Griffin. 14.13. RESOLUTIONS— None. 14.C. ORDINANCES FOR INTRODUCTION —None. 14.D. OTHER ITEMS Authorize The Manager To Approve Reimbursement Of The Fire And Smoke Damper Repairs At The Providence Kodiak Island Medical Center With Remedi8 DBA Fire Door Solutions Kodiak Island Borough Assembly Regular Meeting Minutes May 18, 2023 Page 4 of 6 LEDOUX moved to authorize the manager to approve reimbursement of the fire and smoke damper repairs at the Providence Kodiak Island Medical Center with Remedi8 DBA Fire Door Solutions in the amount of $111,771.99. Recently, the Providence Kodiak Island Medical Center (PKIMC) had the Joint Commission Surveyors in Kodiak. They identified the fire dampers at the hospital to be deficient. PKIMC hired Remedi8 dba Fire Door Solutions to come in and inspect the facilities fire dampers. More than three years ago the fire dampers were identified as an issue during a Life Safety Survey and PKIMC was granted an extension to fix the failed fire dampers. Now that this new survey has been completed, PKIMC is required to remedy the issue within 45 days and are pushing to get the repairs completed as quickly as possible. Due to the urgency on PKIMC's side to complete this project, PKIMC authorized Remedi8 to do the repair work already. Remedi8 did the mechanical inspection of the fire dampers and have the knowledge and the means to complete the repairs to make PKIMC fire dampers compliant again. PKIMC is requesting that the Kodiak Island Borough reimburse them for the repairs. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Smiley, Smith, Turner, Delgado, Griffin, and LeDoux. 2. Confirmation Of Mayoral Appointment To The Architectural/Engineering Review Board of Mr. Codi Allen and Mr. Daniel Rohrer LEDOUX moved to confirm the Mayoral appointment of Mr. Codi Allen to the Architectural/Engineering Review Board for a term to expire December 31, 2023, and Mr. Daniel Rohrer for a term to expire December 31, 2025. The Clerk's Office received an application from Mr. Codi Allen and Mr. Daniel Rohrer for the Architectural/Engineering Review Board. There are currently three vacant seats on the Architectural/Engineering Review Board. This appointment would place Mr. Allen in a vacant seat for a term to expire December 31, 2023, and Mr. Rohrer with a term to expire December 31, 2025. The Architectural/Engineering Review Board reviews all architectural and engineering proposals and design drawings for borough -owned buildings and publicly funded projects, evaluate and propose improvements to specifications and drawings, and evaluate the list of proposed architects and forward a recommendation. A plan review schedule shall be established with the architect, which takes into consideration the limited building season available in Kodiak. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Smith, Turner, Delgado, Griffin, LeDoux, and Smiley. 3. Confirmation Of Mayoral Appointment To The Parks and Recreation Committee LOf Mr. Travis Cooper And Ms. Tracy Chandler Kodiak Island Borough Assembly Regular Meeting Minutes May 18, 2023 Page 5 of 6 LEDOUX moved to confirm the Mayoral appointment of Mr. Travis Cooper to the Parks and Recreation Committee for a term to expire December 31, 2024, and Ms. Tracy Chandler for a term to expire December 31, 2025. Two applications were received from Ms. Tracy Chandler and Mr. Travis Cooper for the Parks and Recreation Committee vacancies. There are currently four vacant seats on the Parks and Recreation Committee and these appointments would place Mr. Cooper in a vacant seat for a term to expire December 31, 2024, and Ms. Chandler for a vacant seat for a term to expire December 31, 2025. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Turner, Delgado, Griffin, LeDoux, Smiley, and Smith. 15. CITIZENS' COMMENTS — None. 16. ASSEMBLY MEMBERS' COMMENTS • Assembly member LeDoux complimented the new Borough Manager for a great report and appreciated all the work that she has done in her new position. • Assembly member Smith thanked the staff responsible for writing the grant for $260,996 which saved the Borough quite a bit of money. He was grateful for their talents and their efforts. • Assembly member Griffin thanked staff, clerks, and manager's office for some very timely responses to their questions and concerns. • Assembly member Delgado thanked the applicants to the boards and commissions and reminded everybody of the vacant assembly seat. He encouraged everyone to apply for the vacant seat as well. • Assembly member Turner had no comments. • Assembly member Smiley shared his experience regarding his recent trip to Europe. 17. ADJOURNMENT LEDOUX moved to adjourn the meeting at 7:07 p.m. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. KODIAK ISLAND BOROUGH Scott Arndt, Borough Mayor Kodiak Island Borough May 18, 2023 ATTEST: I i:j Wt Nova M. Javier, Borough Cle, k Assembly Regular Meeting Minutes Page 6 of 6 I