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05/19/2009 Regular Meeting FIRE PROTECTION AREA NO.1 BOARD REGULAR MEETING May 19, 2009 @ 7:30 p.m. BAYSIDE FIRE HALL CALL TO ORDER CHAIR DOLPH, called the meeting to order at 7:31 p.m. ROLL CALL SEP102009 Members present were C. Davidson, Chair M. Dolph, R. Nelson, J. Pickett and D. Canavan. A quorum was established. Also present were Chief Himes and M. Barber, recording Secretary, Kodiak Island Borough. APPROVAL OF AGENDA It was MOVED, D. Canavan and seconded to approve the Agenda. Motion Carried by an affirmative voice vote. APPROVAL OF PREVIOUS MINUTES — February 17, March 17 and April 7, 2009 It was MOVED, C. Davidson and seconded to Approve the Minutes of February 17, March 17 and April 7, 2009. Motion Carried by an affirmative voice vote. ACKNOWLEDGE RECEIPT of FINANCIAL REPORT It was MOVED, D. Canavan and seconded to Acknowledge Receipt of the Financial Report. Motion Carried by an affirmative voice vote. VISITOR COMMENT None STAFF REPORTS: A. Chiefs Report Chief Himes told the Board he received an announcement for a Christening Sunday and he would be the babies Godfather. He told the Board they would be participating in the EMS booth during Crab Festival. N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 5.19.09 RM.Doc B. Borough Staff Report None C. Chair's Report Chair Dolph wrote a brief summary and handed it out to the Board. He gave the Board an update on the Construction progress. BUSINESS ITEMS: A. Consideration of Expenditure to Refurbish/Paint Squad -12 (Communications Bus). Estimate from RC Enterprises (Sole Source) at $13,084.00 It was MOVED, J. Pickett and seconded to Approve the Expenditure to Refurbish/Paint Squad - 12 to RC Enterprises in the amount of $13,084.00. Discussion followed and points made were Rust Taken Care Of, Rough Estimate or Hard & Fast. MOTION CARRIED by a roll call vote. B. Consideration to Approve a Change Order for Construction Administration — Jensen, Yorba, Lott. Change Order Not -To- Exceed $71,748.00 It was MOVED, D. Canavan and seconded to Approve the Change Order for Construction Administration to Jensen, Yorba & Lott in the amount Not -To- Exceed $71,748.00. Discussion followed and points made were the increase in Contract Amount with less than a month into the project, wondering about K. Smith's part was in the project. Chair Dolph explained there was a 15% Contingency put into the contract amount for that purpose and the anticipation was not to reach that amount. MOTION CARRIED by a roll call vote. C. Consideration to Change Meeting Times for Work Sessions & Regular Meetings. It was MOVED, C. Davidson and seconded to Change Meeting Time from 7:30pm to 6:30pm. Chair Dolph told the Board the reasoning behind changing the times for their meetings was to keep them from adjourning late. MOTION CARRIED by a roll call vote. VISITOR COMMENT C.Law thanked the Board for approving the expenditure to Refurbish/Paint Squad -12. He told the Board he was shocked by the amount at first, but once he looked at the bus he could see the amount of work that was going to need to be done and understood where the cost came in. N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 5.19.09 RM.Doc BOARD MEMBER COMMENTS • D.Canavan told the Board he was uncomfortable with an estimate of $13K. He was concerned about possibly coming up with a price of $14K, $15K or even $16K once the job was done. He also agreed with R. Nelson about the Construction Project just getting started and prices were already changing. He said the Board needs to keep an eye on over runs and extras. J.Pickett echoed what D. Canavan said about the price on the bus and hoped it wouldn't go above the estimate. He said change order costs are all part of construction. C.Davidson thanked C. Law for input. He said he wasn't too alarmed about estimate. He also said the delays on the construction project had been excruciating and makes the costs go up. R. Nelson wanted to know if the brakes and frame were being addressed and if so, were they going to get a separate cost from the estimate for Squad -12. She wanted to know where the Board was with house numbering and wanted to know about the services provided to Service Areas. Chair Dolph said the brake boost is the issue and they were making arrangements to go to First Student, which used to be Laidlaw for cost. He said house numbering and services provided to Service Areas would be brought up at their next meeting. C.Law told the Board C.A.R.E. was responsible for the work and there wouldn't be a charge for it. Chair Dolph told the Board he would check with Women's Bay Volunteer Fire Department to try and meet in a joint work session re: Tax Incentive, Services and House numbers. MEETING SCHEDULE The next work session is scheduled for Tuesday, June 2 6:30pm at Bayside Fire Hall. ADJOURNMENT There being no further business before the Board the Meeting was adjourned at 8:20p.m. N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 5.19.09 RM.Doc SUBMITTED BY: Mary J. B KIB Engin' APPROVED BY: acilities Department Mike Dolph, Chair Fire Protection Area No. 1 Board Date: (�/ 0 9 Date: /6- •- 07 • N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 5.19.09 RM.Doc