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2006-10-31 Regular Meeting FIRE PROTECTION AREA NO.1 BOA REGULAR MEETING MINUTES October 31, 2006 @ 7:30 P.M. BA YSIDE FIRE HALL rD)ru_1EJJl~ rm 1Jl1, FEB 2 8 L<m7 II.1!J L__--.J BOROUGH CLERf\'S OFFICE CALL TO ORDER: CHAIR S. ARNDT, called the meeting to order at 7:30 p.m. ROLL CALL: Present: Scott Arndt, Chair Andrew DeVries Mike Dolph Rebecca Nelson Greg Spalinger, Vice Chair Absent: Cliff Davidson Jessica Kepley, ElF Staff: Chief Bob Himes, Ex-Officio Bud Cassidy, ElF A quorum was established. C. Davidson was excused from the meeting. ACCEPTANCE OF AGENDA: It was MOVED, G. SPALINGER and SECONDED, M. DOLPH to accept the agenda as presented. The motion CARRIED unanimously. ACKNOWLEDGEMENT OF FINANCIAL REPORT: It was MOVED, G. SPALINGER and SECONDED, M. DOLPH to acknowledge receipt of the Financial Report. The motion CARRIED unanimously. APPROVAL OF MINUTES: It was MOVED, G. SPALINGER and SECONDED, M. DOLPH to approve the minutes of August 15 [Regular Mtg], August 18 [Special Mtg], and September 19 [Special Mtg]. The motion PASSED unanimously. VISITOR'S COMMENTS: None. OLD BUSINESS: A. New Apparatus Updates CHIEF HIMES reported Womens Bay Fire Dept. received their new Dryside Tanker. Nick Hendricks of Hughes Fire Equipment will travel to Kodiak to take part in the pre- build for the new Bayside fire trucks. Contracts are being finalized by the Borough and Pierce Manufacturing. Pre-build will take place approximately around Thanksgiving. B. Training Building Use Agreement B. HIMES stated the Training Building Use Agreement has been reviewed by AMUJIA and the Borough Attorney and has come back with minor changes for the final copy. It was recommended that a waiver of liability for each individual person outside of the Borough should be attached to the agreement. Discussion was held regarding the fitness requirements between departments and what would be required prior to other entities using the building. It was MOVED, G. SPALINGER and SECONDED, M. DOLPH to approve and adopt the Training Building Use Agreement. The motion CARRIED unanimously. C. Cossette Property Lease No new information on this subject. D. Communications SystemlDispatch B. HIMES reports that the Borough Manager is working with City Manager, Linda Freed to come to a working compromise on the communications system issues. R. Gifford will be temporarily out of town, action should resume when he returns. E. ISO Report CHIEF HIMES presented to the Board, the letters of correspondence between ISO and Kill to reflect the current progress of the department and the status as a Class 4. Further progress made by the department will be re-evaluated in approximately 6 months. Concerns were addressed by the CHAIR of items that were not reflecting some of the changes the department had accomplished. B. HIMES said that he is expecting something back from ISO addressing these concerns. CHIEF'S REPORT CHIEF HIMES reported he had attended the Fire Conference, received updates given to the departments within the State. At the ISO classes it was reported that the person involved in providing the department surveys, reportedly made quite a few mistakes throughout the state. This person will probably not be returning to Alaska to do the surveys. Also, B. HIMES was able to speak with Jonny Belanger with Quality Sales and found out that there is no animosity held against the KIB re the purchase process of the new trucks. Recruit class will start Thursday, November 2. Four people for Bayside and 4 for Womens Bay will be attending the class. An EMT class will start in December. More equipment through a Homeland Security grant. Bayside is still in the running for a FEMA grant, the process is just beginning. Two firefighters from Bayside attended the Coast Guard Fire Prevention course. B. HIMES will be out of town on extended leave for approx. two weeks. Taking personal time and attending the EMS symposium; will be back in the office on November 14. D. Mathers will be in charge during this time. FIREFIGHTER'S ASSOCIATION REPORT No report given at this time. CHAIR REPORT CHAIR reported he has been working with Eng/Fac Director on getting some engineering work on the sewer line on the backside of the building from Cliffside Drive. R&M Consulting was to do this project, however since the Woodland Acres Paving project did not come to fruition, the engineers were not able to do the work on the sewer line. Also, they have been working on finding someone to do the design work on the Bayside addition, and they will be trying to work with Jensen Yorba to do the design work. B. CASSIDY said that they should be able to utilize their services for the addition project. During the summer, Shirley Burns had expressed an interest on signing over some of the property on the back corner of the department property to the Borough, since then she had a change of mind due to her feelings that the Borough would reassess her property. Per CHAIR, her concerns seem valid. Discussion held on property requirements and current [Cossette] lease being held. Variance on the property is recommended. NEW BUSINESS: A. Request for exception on 25' Set Back for Bldg. Addition This would involve going before Planning and Zoning for a variance or exception on the property. Currently hold Public Lands Use setback of 25' from all property lines. CHAIR explained past setbacks for one bay addition. S. ARNDT proposed the Board go before P&Z to request a variance for the 21.2' setback instead of the 25' setback, in order to square the building for small cost. Foresees little money for the storage addition on the building due to the purchase of the new apparatuses. It was MOVED, G. SPALINGER and SECONDED, M. DOLPH to request a 25' setback for the building addition to go before Planning and Zoning. S. ARNDT is reportedly working with Rob Greene, DOT to ensure things were handled properly for access to the building. Discussion held re the addition and options should P&Z come back with a negative answer. Preliminary approval has been received by the Architectural Review Board, without the encroachment. The motion CARRIED unanimously. B. Project Manager M. DOLPH would like to pursue through the means of the Board, a project manager for the building addition. B. CASSIDY stated by the Board requesting a project manager for the addition, the process for choosing a project manager will follow in a similar method as the ARB chooses an architectural firm. Approval from the Assembly will depend on the amount of the project. He asked the Board to determine a Scope of Work for the project, and then define these tasks for a project manager. M. DOLPH said that he is looking for someone who can be there with a focus on the project to keep it moving forward, from requests for quotes to the final construction of the building. The Board should focus on the entire development of the complex, four bays, addition to the classroom, fencing around the training building. With the cost of construction increasing, he felt it may be beneficial to see what the entire cost would be, perhaps contemplate a low interest loan from the Borough. Discussion postponed until the meeting of November 14. B. CASSIDY told the Board with the work load of the Borough, to put project managers under contract seems to be the way to get the projects completed. Recommended the Board to expedite what needs to be done for the addition. C. Apparatus Storage B. HIMES told the Board Bruce McNeil has a new shop on Three Sisters Way, and has presented the option of renting storage space to the department for the storage of the new apparatuses. Discussion was held re the approximate timeframe of receiving the new apparatuses and when the temporary storage option could be utilized. VISITOR COMMENTS: None. BOARD COMMENTS: S. Arndt. None. M. Dolph. Welcomed R. NELSON to the Board. Thanked the public for attending. R. Nelson. Asked for a possible estimated timeline of when the new bays could be built. Would like to determine if there is a possibility to build a new bay prior to receiving the new apparatuses. CHAIR told her the intent is to have a complete design done for the additions. G. Spalinger. Agreed with R. NELSON. Would like to see if it would be possible to go out for bids to take out the topsoil and level the ground. [Ran out of tape, did not get complete comment.] MEETING SCHEDULE: Tentative meeting scheduled for November 14 and December 19, 2006. Possible work session during the time Nick Hendricks is in town. ADJOURNMENT: The meeting was adjourned at 8:00 p.m. SUBMITTED BY: Date: APPROVED BY: ~~I ::;c:c~ / -."" ',~ " Scott Arndt, Chair Fire Protection Area No. 1 Board Date: I () / I / C2 {)O l.o . /;2/ 1- ;laJ~ /