01/15/2008 Regular Meeting
Minutes
Fire Protection Area No.1
Regular Meeting
15 January 2008 -7:30 pm
Bayside Fire Station
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1. Call to Order
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The meeting was convened by the Chair at 7:38 pm.
2. Roll Call
Members present were Mike Dolph, Jim Pickett and Greg Spalinger. Mary J. Barber, ElF Department,
was recording secretary.
3. Approval of Agenda
It was moved and seconded to approve the Agenda. There was a unanimous affirmative voice vote.
4. Approval of Previous Minutes
It was moved, G. Spalinger and seconded to approve the meeting minutes of December 18, 2007 as
presented. Motion carried.
5. Acknowledgement of Financial Report
It was moved, G. Spalinger and seconded to acknowledge receipt of the Financial Report. There was a
unanimous affirmative voice vote.
5. Visitor Comment
None.
6. Staff Reports
A. Chief's Report
M. Dolph reported Chief Himes is in Juneau (weather permitting) for the LEPC quarterly meeting. He
said Chief Himes wanted him to pass on to the Board that there is a $3000 credit with Pierce for not
sending up a trainer to train staff on the Apparatus. In talking with the folks with Pierce, they said all the
trainer is going to do is come up to Kodiak and pop in a DVD and show a video. Board already has all
the videos so it was decided not to have the trainer come to Kodiak.
B. Borough Staff Report
None.
C. Chair Report
M. Dolph wanted to let the Board know that the majority of the report is conversations that he had with
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K. Smith, W. Koning and the KIB Manager with relation to the aspects of the project and how we can
possibly save money. He said if the Board has read the report already fine, if not the points will be
brought up in the old business portion of the meeting. He informed the Board that Chief Himes was
promoted from Acting Chief to Chief as of January 1, 2008. Congratulations Chief Himes!
D. "Open Meetings Act" & "Parliamentary Procedure"
M. Dolph turned the floor over to N. Javier, Borough Clerk to give presentation. He said he typically
tries to have this presentation at the beginning of the year or right after new members come on the Board
as a reminder of details the Board needs to consider with the open meetings act and parliamentary
procedures and the way Boards operate.
N. Javier began with a review of the service area boards KIBC Chapter 4.
KIBC 4.20 - Boards Authority and Duties:
March 31 - Adopt a service area work program.
Adopt a service area operating and capital budget
Participate in the administration of services
Hold a public hearing before adopting work program (publication required-advertise 2
consecutive weeks prior)
KIBC 4.15.040 - Vacancies
Notify Clerk
Clerk will advertise/provide application
Application forwarded to Board
Board will submit nomination
Assembly will appoint
KIBC 4.15.060 - Officers
Annually select Chair, Vice-Chair, and Secretary
Chair as presiding officer
Chair represents the board as directed by its membership
Vice-Chair act as Chair in absence of Chair
Secretary keeps minutes (FP A# 1 and SA# 1 staff member assigned by manager.)
KIBC 4.15.070 - Meetings/Quorum
Hold meeting once a quarter or more frequently
· Suggestion: schedule meetings for the calendar year
Chair or 3 board members may call special meeting
· Call your staff or the clerk for advertising
Actions shall be by vote of a majority
Submit minutes to Clerk/Public Record
KIBC 4.15.080 - Rules of Procedure
By resolution, adopt your own
Title 4
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Roberts Rules of Order
Excluded from Title 2 - 2.39.010 Board of equalization and service area advisory boards.
M. Dolph asked if the Board chooses not to or doesn't get around to adopting their own rules and policies
it automatically defaults to Robert's Rules?
N. Javier answered yes, or your meetings. Sometimes you may want to set something up, for instance set
a rule that the Board's agenda and/or will be available a week prior to the meeting. Also, who is
responsible for setting the Board's agenda? At this time there's a lot of authority and power to the
Service Area Chairs because they can set the Agenda without input from Staff or other Board members.
The Assembly agenda's are set by the Manager, Clerk, Mayor and Deputy Residing Officer.
"Open Meetings Act in Alaska"
AS 44.62.310 - Open Meetings Act
All meetings of a governmental body of a public entity of the state are open to the public except
as otherwise provided.
What is a Meeting: A meeting is any gathering where either a majority or 4 or more members of
the body (whichever is less) are present and the members collectively consider any matter upon
which the body is empowered to act.
Telephone Polls or Serial Meeting
Meeting within a Meeting
A Social Gathering (A purely social gathering is not covered), but if any public business
is discussed collectively by a majority it is no longer a social gathering.
Notice Requirements: Reasonable notice is always required. Notice must be public and timely,
date, time, place and purpose of meeting.
"Parliamentary Procedures"
This is a set of rules for conducting business at meetings and public gatherings. A fixed agenda is
needed. The Board needs to know the different motions and how to handle a motion: Main
motion, Subsidiary motion, Privileged motion and Incidental motion. You can also bring back a
motion.
M. Dolph thanked N. Javier for the presentation.
M. Dolph also wanted to bring up an email from N. Javier responding to Robert Mathis, whom he
believed is a Women's Bay Fire Dept. volunteer, regarding retention of volunteers and whether the KIB
had considered adopting a code similar to that of the Kenai Peninsula Borough. N. Javier gave R. Mathis
contact numbers for M. Dolph and J. Isadore (Women's Bay Service Area Chair). M. Dolph believed this
issue had been brought up before. G. Spalinger recalled it being in a Chair's report or similar. M. Dolph
will check with J. Isadore and/or Women's Bay folks to see if they are planning to pick up discussion on
an issue like this and if so, possibly get both the Board's together and discuss it. Put it on their radar and
hopefully discuss it at a later date.
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7. Old Business
a. Review of RIM Architectural Proposal
M. Dolph asked K. Smith to discuss the RIM proposal from the Board's packet. K. Smith stated RIM is
offering to change the scope of services and provide the new proposed service for approximately
$199,000. RIM does not feel that the budget is adequate and therefore he does not want to go into a
design contract knowing that the budget is inadequate and the design services budget is under-budgeted in
the first place. The Board has a couple of things they need to discuss. One being the matter of the
$11,000 invoice and it has been suggested to make an offer of a reduced amount. He also wanted to let
the Board know that W. Koning spoke to the KIB Manager about what might be able to be done for
additional funds to get this project done. R. Gifford said he would support a loan to the Board of
additional funds for the construction project.
K. Smith said he would leave it up to the Board to direct him as to which direction to go from here. He
also wanted to let the Board know that they could terminate the agreement with RIM. The Board would
have to do this prior to hiring another Architect. Jensen Y orba and Lott said they have the manpower to
take on this project at this time.
M. Dolph told K. Smith if the Board terminates the agreement with RIM there is still the issue with the
outstanding invoice of $11,000. M. Dolph understands from K. Smith the Board could make a
counteroffer. There was a considerable amount of preliminary work done by RIM and is a good baseline
for someone else that we pull in to negotiate with. M. Dolph told the Board that some of the discussion
with K. Smith last week was that if the Board could narrow the scope of work they may be able to reduce
the cost. Most of the discussions have been included in the staff report. Possibly eliminate one of the
bays. Discussion followed. G. Spalinger stated they have to keep the end bay and by eliminating one of
the center bays doesn't cut the expense that much. The expense is in the mechanical and electrical, not
the building. He felt the four bays should be built, put the shell up make the doors operable and park the
vehicle inside if that's as far as they get. He isn't for borrowing money from the KIB. Pay RIM the
$llK, say thanks, terminate the relationship and move on.
M. Dolph said that some of the items eliminated by RIM's new proposal wouldn't allow for a certificate
of occupancy. Another suggestion was to have a solid back wall, which again wouldn't reduce the cost
by any substantial amount.
G. Spalinger moved to pay RIM the $11,530.42 for work done to date, tell RIM thanks and terminate the
Boards relationship with them. J. Pickett seconded.
Discussion: G. Spalinger stated they needed to move forward, pay them and look elsewhere.
J. Pickett would like to see the Board make RIM an offer on the invoice. G. Spalinger said that would
only delay the process. RIM did a good job, and the sooner the Board takes care of the invoice the sooner
they can move forward.
Motion carried by a roll call vote.
M. Dolph told K. Smith that the vote gives him the direction he needs to pay RIM's invoice. He asked K.
Smith what the Board needs to do next to keep this project moving forward. K. Smith said he will contact
Jensen Yorba & Lott. They will provide the Board with a proposal and then get the approval to move
forward. He also stated most of the subcontractors will be the same.
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C. Law asked if General Steel offered to provide a turnkey building. Seems if they can provide
everything the Board wants for less than $lM they should go with them.
M. Dolph said they had discussion about this around a month or so ago between K. Smith, W. Koning, D.
Mathers and himself. General Steel would charge roughly $800K which included $289K for an
engineered building. "The + $800K included the cost of the engineered building, and was proposed to be
the total project cost." The information is vague on the details as far as the mechanical or electrical part
of it.
C. Law said that the Board should talk to General Steel, let them know they're interested, tell them what
they want and move forward.
G. Spalinger stated the Board can't sole source this project. At this amount of money it has to go out to
bid. There are a couple of different companies that would probably bid on it.
M. Dolph asked K. Smith if the Board procedurally according to KIB Code are they forced to negotiate
with the next bidder or could they drop everything and go out from scratch without the Architectural
aspect of the building.
K. Smith said the Board has to have a design professional of record that assembles the entire project. An
architect puts there stamp on the package. The code normally requires commercial buildings of 5000 or
6000 sq. ft. to have an Architect.
M. Dolph understood from K. Smith that the Board's next step is they need to go to Jensen, Yorba &
Lott. He's worried if Jensen, Yorba & Lott come back and say they can't design something within their
budget, where does the Board go from there.
K. Smith said that they would need to look for more money or look for another Architect, but after
they've gone through two of them they obviously don't have enough money.
G. Spalinger said he would be interested in hearing what Jensen Yorba & Lott have to say.
M. Dolph gave direction to K. Smith to talk to Jensen Yorba & Lott, give them what the Board has and
see if they can go forward.
M. Dolph asked M. Barber to search out RIM invoice and get it paid.
8. New Business
a. "P.E.R.T." Planning Chart for Building Addition - 2008
M. Dolph wanted to share with the Board the PERT planning chart. He said at the last meeting C.
Davidson asked how the Board gets to the end of the road with the building addition. A fairly simple
process is called PERT. It's been around for a very long time. Basically, it's a horizontal timeline that
gives a start date & end date and then benchmark dates that are realistic and achievable. It would be a
good tool to keep track of where the Board is and where the Board wants to be.
K. Smith told the Board that would be something the Architect does.
M. Dolph would like to get Jensen Y orba & Lott engaged in order to have that 95% completion so that
possibly by June the Board could go out to bid for the construction part of the project. He asked K. Smith
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if that's a realistic date.
K. Smith said it was definitely reasonable.
Discussion continued about what would go out to bid.
M. Dolph asked K. Smith to go forward with Jensen Y orba & Lott. K. Smith asked when the Board's
next meeting would be.
M. Dolph would call a special meeting or work session if the Architect came into town and would like to
meet with the Board. Otherwise, the Boards next scheduled meeting is February 19,2008.
K. Smith said he would have Jensen Y orba & Lott put a proposal together. He also said that the Board
needed to get a release from RIM to use the draft that they put together.
9. Visitor Comments
None.
10. Board Comments
M. Dolph said he just hopes the can keep it moving forward.
11. Meeting Schedule
The next regularly scheduled meeting is set for 19 February 2008, 7:30 at Bayside Fire Hall.
12. Adjournment
There being no further business the meeting was adjourned at 9: 10 pm.
Respectfully submitted:
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Mike Dolph, Chair
Fire Protection Area # 1
Date: 19 ~ fV:3 -;z.co 8
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