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03/03/2009 Regular Meetingf. ORIGINAL WOMENS BAY SERVICE AREA BOARD - REGULAR MEETING /BUDGET WORK SESSION March 3, 2009 Regular Meeting Call to Order - 7:12pm -John Isadore -Presiding Members Present -Scott Griffin, Dave Conrad, David Heuman, George Lee, Jessica Horn Excused -Craig Breitung Guests -Kevin Arndt, Dale Rice, Citizens Comments - Citizens Present -Cathy Wilson, Lisa McCormack, Jim Peterson, Andy Edgerly, Cheryl Bolen, Lonnie White, Amanda Henderson Approval of Minutes -Minutes of January 6, 2009 and February 10, 2009 were presented for approval. MOTION: Conrad made a motion to accept the minutes of January 6, 2009 and February 10, 2009 as presented. Seconded: Griffin Voice Vote -Unanimous vote, All Ayes Old Business Fire Department - SOP Status -SOP being developed and reviewed. Surplus of Old Engine - No bids at or above the minimum bid price of $7500 were received at the January 12, 2009 auction. Fire Department will need to consider alternatives for disposal of apparatus. Energy Upgrades -Project placed on hold for next fiscal year. (FY2010) Electrical fixture upgrades. Tanker 23 Repairs -Parts ordered and received. Manual printed. No further action to date. IFSTA Manual Purchase - FY09 Purchase pending Hat Purchase - FY09 purchase pending. Demolition Saw Purchase - On Hold Communications Grant - In progress. Department contacted for list of radios to be replaced and/or reprogrammed. Older radios will be reused throughout the KIB for disaster/emergency use by various KIB departments. Fire hall Boiler Replacement RFP -Conrad stated he had been in contact with the KIB Staff and was planning to speak to several local companies prior to participating in the preparation of the RFP for advertisement and bid request. Road Service - Crack sealing project on hold until spring. Materials have been purchased by contractor. Answering Service - On hold. Awaiting KIB MIS for discussion regazding switch of phone companies. Last information was that Van Dyke of KIB MIS was gathering information. Suggested boazd contact VanDyke directly for status. Nixon Ranch Survey -Awaiting final action by KIB Staff after legal description was received from the surveyor. Flooding Issue - Sazgent Creek Road/Chiniak Drive Additional work may be required in the spring. A discussion regazding resident involvement with correcting or improving drainage issues on their individual properties was conducted. The Board is awaiting final drawings with elevations to assist in the planning of any future repair considerations. Conrad stated he had contacted Bob Tucker. Tucker stated he would contact the surveyor. New Business Fire Department- Facility Maintenance Issues -Differed until next regulaz meeting. Road Service Area - Winter Maintenance -Isadore stated the area is receiving winter maintenance when required. Horn stated that the cross road culvert at the intersection of Chiniak Drive and Sargent Creek Road on Chiniak Drive had been covered with ice and compact snow when the contractor pushed back the recent snowfalls. Isadore stated he would evaluate the culvert area in the next several days. Board Member Comments -None Next Regular Meeting to be scheduled for April 14, 2009 at 7:OOpm. Adjournment - MOTION: Heuman made a motion to adjourn the regular meeting Seconded: Griffin Voice Vote -Unanimous vote, All Ayes -Meeting adjourned at 7:39 pm Public Budget Hearing: Call to Order - 7:40pm -John Isadore -Presiding Members Present -Scott Griffin, Dave Conrad, David Heuman, George Lee, Jessica Horn Excused -Craig Breitung Guests -Kevin Arndt, Dale Rice, Citizens Comments - Cheryl Bolen asked if the contract process and bid process for the Service Area contract could be explained. Isadore explained the general process and history of the road maintenance contract. Womens Bay Fire Service Area Budget Isadore asked Conrad to review the proposed budget and answer questions pertaining to the budget. Conrad reviewed the budget and explained the changes to specific line items as discussed in the work session. He added the if the boiler replacement and electrical upgrades were not completed during the current fiscal year that the board could request the use of unreserved fund balance monies to fund the upgrades in FY2010. Conrad stated that there were no significant changes to the program budget summary. MOTION: Lee made a motion to accept the Womens Bay Fire Department budget for FY2010 as prepared and presented. Seconded: Heuman Discussion - No further questions of comments were made pertaining to this budget. Voice Vote - Lee -Yes, Heuman -Yes, Griffin -Yes, Horn -Yes, Conrad -Yes, Isadore - No vote Motion Passed - 5 yes votes Womens Bay Road Service Area Budget - Isadore asked Conrad to explain the budget and alternatives as prepared based on the budget work session. Conrad asked the members to look at the budget work sheets that included the three alternatives as discussed. The first was the budget with no mil increase and the line item changes discussed at the work session. The second was the budget with a one half mil (.5) increase and the third with a one mil increase. Conrad stated that he had not projected the individual line item increases for the last two scenarios as these line items could be completed for a balanced budget based on the final mil rate. Isadore stated that the mil rate increase was being considered for a three year period to increase the revenues to allow focused attention to place a four inch gravel lift on the gravel roads throughout the area over the next two to three year period. His calculations showed an anticipated cost of $32,000 per mile including material and labor costs based on today's contract and gravel pricing. He estimated approximately $230, 400 based on his mileage check of the gravel road surfaces. Citizen Comments -Isadore asked if the citizens present had questions or comments: Andy Edgerly asked about specifics of the gravel cost sheet presented. He added that he thought the roads are adequate but understands that costs in general are increasing. He stated he believes that if the mil rate had to increase to perform maintenance that the smallest increase should be considered. Laura Slater sent an e-mail to Jessica Horn for reading at the meeting. Horn read; I am opposed to an increase if it is to be used for anything above maintenance use. This is bad timing due to the current economic conditions. Cathy Wilson asked for a clarification of the service district mil rates based on the overall KIB mil rate paid by residents. She stated that she understand peoples concerns and this may not be a good time for any lazge increases. She asked if the KIB General fund could be accessed for additional monies. The Board explained the concept of service areas and the independent nature of funding service districts in general. Lisa McCormick stated that she understands that no matter what has been driving up the monies spent for maintenance and snow removal that prices in general aze all increasing. She stated that she understands the situation and that the Board should do what is needed to keep the road maintenance going. Jim Peterson stated he was concerned about the possibility of a mil. rate increase and thanked the members for explaining where it is spent and the reasoning behind it. He stated he was not open to lazge dollaz projects for the road service azea. Lonnie White stated that he could see that the boazd is up against a hard decision but to consider the one half mil increase and the use of some of the fund balance rather than a full mil increase. MOTION: Lee made a motion to accept the Womens Bay Road Service Area budget for FY2010 with a one half mil increase. Seconded: Conrad Discussion - Griffin stated that with a one half mil increase there may not be enough of an increase to move forward with the addition of gravel as several of the past years had gone over budget. Horn stated that she believed this was the best choice and that with cazeful consideration selected projects to improve the road conditions could still be made. Voice Vote - Lee No, Heuman - No, Griffin - No, Horn -Yes, Conrad -Yes, Isadore - No vote Motion defeated 3 -yes to 2 - no votes MOTION: Griffin made a motion to accept the Womens Bay Road Service Area budget for FY2010 with a one mil increase over the current rate. Seconded: Heuman Discussion - Lee stated that although he did not want to raise taxes, he knows the roads need attention and the boazd should consider the three year increase to fund the needed work. Griffin stated that the board should review the work performed each yeaz and decide if the increased mil rate must stay in place. He believes the gravel roads do need attention and a positive step to correct the current gravel road condition should be made now. Heuman stated that he believes the full mil increase to be prudent to keep the gravel roads in a condition where they can be maintained. Horn stated that she can not agree due to her discussions with service azea residents and could not vote for this action. Isadore stated that he thought a full mil increase was too much but the current funding will not allow for the work required at this time. Voice Vote - Lee -Yes, Heuman -Yes, Griffin -Yes, Horn - No, Conrad - No, Isadore - No vote Motion Carried 3 -yes to 2 - no votes Budget increase to be reflected in the Repairs and Maintenance and Grading and Ditching to divide the increase of $50,000 for the gravel placement on identified gravel road section as required. The budget work sheets will be prepazed and submitted by the chair for inclusion in the FY2010 KIB Budget preparation and approval. NOTE: On March 4, 2009 the Womens Bay Service Area Board was notified of a discrepancy in voting procedures as a result of a resident's complaint. This notification was made by the KIB Clerk, Nova Javier to David Conrad, Acting Recording Secretary for the Board. Due to this voting rule discrepancy the previous vote regarding the Womens Bay Road Service Area budget was deemed invalid. To correct this action a Special Meeting is to be held on March 18, 2009 at 7:00 pm at the Womens Bay Fire Hall. The Special Meeting /Budget Hearing has been scheduled for the Womens Bay Road Service Area Budget portion of the meeting. The Board will conduct voting regarding business actions in accordance with the correction per Robert's Rules as its reference. MOTION: Conrad made a motion to adjourn. Seconded: Lee Voice Vote -Unanimous vote, All Ayes -Meeting adjourned at 9:30 pm <. C 'rperson Witness