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1998-12-17 Regular MeetingA regular meeting of the Kodiak Island Borough Assembly was held December 17, 1998 in the Assembly Chambers of the Kodiak Island Borough Building, 710 Mill Bay Road. The meeting was called to order at 7:30 p.m. Captain David Davis of the Salvation Army gave the invocation, followed by the Pledge of Allegiance. There were present: ROLL CALL Mayor: Gary L. Stevens Assemblymembers: Scott Arndt Robin Heinrichs Greg Spalinger Tuck Bonney Thomas J. Manninen, Manager Donna Smith CMC /AAE, Clerk Patti Kirkpatrick, Secretary Regular Assembly Meeting December 17, 1998 KODIAK ISLAND BOROUGH Regular Assembly Meeting December 17, 1998 Tom Abell Pat Branson Wayne Stevens comprising a quorum of the Assembly; and APPROVAL OF AGENDA HEINRICHS, moved to approve the seconded by STEVENS agenda. VOTE ON MOTION TO APPROVE MOTION CARRIED Unanimous voice vote APPROVAL OF MINUTES None. AWARDS AND PRESENTATIONS REGULAR MEETING APPROVAL OF AGENDA APPROVAL OF MINUTES AWARDS AND PRESENTATIONS Volume XXIV Page 254 Manager Manninen presented the Student of the Month Award to Doug Hoedel, a senior at Kodiak Area Wide School. CITIZENS' COMMENTS Chuck McGee, Census Bureau 2000 representative, reported on the preparation of Census 2000. He said the population counts were done every ten years and April 1, 2000 was the next census day. He was recruiting six to ten employees from Kodiak to work for six weeks in the year 2000 as census takers. He thanked the staff of the Community Development Department for their assistance in defining Borough boundaries. He advised that the promotional committee for Census 2000 shot footage of local leaders in Anchorage, Juneau and Matanuska - Susitna for public service announcements (PSA) during the census taking process. Mr. McGee stated that in January the Census Bureau would be mailing brochures to teachers across the country via Scholastics Magazine to aid in teaching students about the census taking process. He advised more information was available on their web site at www.census.gov. He advised that census taking in remote areas and villages outside the road system would start January 2000, prior to breakup and the fishing season. The Census Bureau would begin mailing the census forms to every household on the road system in March, 2000. He said it was important for the Borough to know what the Census Bureau was doing. He requested the Borough's assistance to: 1) pass a resolution showing support of Census 2000; 2) appoint or designate a Complete Count Committee to ensure the Census Bureau was doing their job properly by reaching everyone in the community, follow -up, etc.; and 3)urge their constituents to be complete and accurate when filling out the census forms. Mr. McGee stated the Kodiak Chamber of Commerce recently passed a resolution in support of Census 2000. Regular Assembly Meeting December 17, 1998 STUDENT OF THE MONTH CITIZENS' COMMENTS Volume XXIV Page 255 Mayor Stevens inquired if the census forms were different. Mr. McGee stated that there were two different forms - -a short form with six questions and a long form with 53 questions that would be distributed to one out of every six households. In the villages every other household would receive the long form. Mayor Stevens felt the Economic Development Committee would be the best choice for the Complete Count Committee. He thanked Mr. McGee for providing an update on Census 2000. COMMITTEE COMMITTEE REPORTS REPORTS None. PUBLIC HEARING PUBLIC HEARING None. MESSAGES FROM MESSAGES FROM THE BOROUGH MANAGER THE BOROUGH MANAGER Manager Manninen reported that he, Finance Director Karl Short, and Borough Clerk Donna Smith would be attending the signing of the bonds December 20 -22, 1998 in Anchorage. He stated $9,747,000 was being refunded to the Borough. After the bond signing, the Borough would save approximately $330,000 over the same time period of the time payout of the existing bonds. He thanked the staff, Assembly and attorneys for all their hard work. Manager Manninen advised that since he would be in Anchorage on December 22, he would attend the Korean Consul dinner and return to Kodiak on December 23. Manager Manninen stated that the University of Alaska Fairbanks (UAF) lease agreement was unsigned. He advised there was a difference between what the Assembly approved in October and what was received from UAF, showing a $431,340 difference over a twenty year pay period. He said because UAF was using state Regular Assembly Meeting December 17, 1998 Volume XXIV Page 256 law as their authority, this may need to go before the legislature for resolution. He would keep the Assembly informed of his progress. Manager Manninen advised the fiscal year 2000 budget calendar would be available at the December 29 work session. He asked that the landfill expansion plan and the Mark Air Terminal be placed on the next agenda. Manager Manninen gave a brief update on the report he received from Brad Gilman, pointing out that one of the ISTEA federal bill provision which permits Federal highway funds to be used on rural roads in Alaska and Puerto Rico that were not a part of the Federal interstate highways system fe.g. road to the landfill, etc.) was deleted Information received from Senator Stevens' staff alerted us to discussions with the U.S. Department of Transportation for resolution administratively. If DOT cannot accept an administrative resolution, the Senator intends to pursue a legislative clarification restoring the Section 118(f) authority this spring. Manager Manninen stated this bill would affect Otmeloi, Selief Lane, and Pasagshak. He advised the Bear Refuge land appraisal was still up in the air and he would continue to update the Assembly. Manager Manninen advised that because of extreme weather conditions on December 22, he authorized closure of the Borough offices at 1:40 p.m. He described his philosophy of building a relationship with the borough employees, assembly and public. Mayor Stevens asked the clerk to add UAF to the next work session agenda. MESSAGES FROM THE BOROUGH MAYOR Mayor Stevens reported that on December 15 he attended an Immigration and Naturalization Regular Assembly Meeting December 17, 1998 MESSAGES FROM THE BOROUGH MAYOR Volume XXIV Page 257 Services(INS) meeting. He felt it was in the best interest of the community to appoint an advisory panel to look into the feasibility of an INS office in Kodiak. He also thought it was a good idea to have INS forms available to the public in the Borough offices. He wished everyone a merry Christmas and hoped everyone would have a safe and happy holiday. UNFINISHED UNFINISHED BUSINESS BUSINESS None. NEW BUSINESS NEW BUSINESS A. CONTRACTS CONTRACTS 1. Contract No. 98 -56 Strapping Wire for CONTRACT Baling of Solid Waste Materials at Kodiak NO. 98 -56 Island Borough Landfill /Baler Facility. ARNDT seconded by BONNEY Manager Manninen reported that over the past five years the strapping wire had been purchased in increments of 20,000 pounds. He stated there was not enough storage space at the baler building to adequately store 40,000 pounds of wire. He also explained that the longer the wire was stored, oxidation and corrosion occurred on the surface of the wire that caused problems with the automatic strapper machine, resulting in significant down times. By slightly increasing the order by 5,000 pounds, the Borough was able to obtain the lowest transportation costs. He felt the length of storage for the extra wire would be short enough to not cause corrosion problems. He gave a brief over view of the breakdown in savings. There was no discussion by Assembly. Regular Assembly Meeting December 17, 1998 moved to award Contract No. 98 -56 to Pacific Wire Products, Inc. Of Auburn, Washington in an amount not to exceed $9,850. Volume XXIV Page 258 VOTE ON MOTION TO AWARD Ayes: Noes: Absent MOTION CARRIED 2. Contract No. 98 -57 Kodiak Fisheries Research CONTRACT Center Janitorial Services. NO. 98 -57 BONNEY, seconded by ARNDT Manager Manninen gave a brief comparison of the bids received. In response to Assemblymember Heinrich, Manager Manninen stated that the bid schedule was inclusive in the total services. He added that all the bids were based on the same criteria. VOTE ON MOTION TO AWARD Ayes: Noes: None Absent None MOTION CARRIED Unanimous Regular Assembly Meeting December 17, 1998 Abell, Abell Bonney, Branson, Heinrichs, Spalinger, Stevens None None Unanimous moved to award Contract No. 98 -57 to Tuan's Island Professional Cleaning Services of Kodiak in an amount not to exceed $37,190. Abell Bonney, Branson, Heinrichs, Spalinger, Stevens, Arndt Volume XXIV Page 259 3. Contract No. 98 -38 Lease Agreement for Two Xerox CONTRACT DC255 Copiers. NO 98 -38 ARNDT, seconded by SPALINGER moved to approve the lease of one copier from Xerox Authorized Sales Agent - -Radar Alaska of Kodiak. Manager Manninen stated that the average monthly amount for the existing copiers was $1374.43. The monthly costs for a new DC255 and DC240 copiers would be $1573.49, for a total increase of $199.06 per month over the lease period. He felt this was a small price to pay for two new copiers that were more efficient. He further advised the Assembly that he had signed a ten -day trial lease of a DC255 copier. He urged the assembly to approve the two copiers. In response to Mayor Stevens, Manager Manninen stated that the lease would allow one copier. He thought that two copiers were the maximum allowed to piggyback onto the State contract. Assemblymember Arndt was not convinced there was a need to lease two copiers. He stated that it made more sense to lease one copier to ensure it performed in the capacity that was needed. He stated that the 5034 copier was purchased from funds provided by Service District No. 1, and he felt it was still adequate for the Borough needs. He was not convinced that spending an additional $36,000 over thirty -six months was the right way to go. He did not feel the Borough needs had changed significantly to justify that kind of expenditure. He encouraged the Assembly to approve the one DC255 copier. In response to Assemblymember Branson, Manager Manninen stated that the revenue from non - profits was approximately $200 -300 per month. He further stated that department heads use a portion of their budget funds to pay for monthly copy charges. He felt the department heads would find the funds to offset the increase each month. Assemblymember Branson preferred to consider the second copier during the Regular Assembly Meeting December 17, 1998 Volume XXIV Page 260 budget process; however, if she understood Mr. Manninen in that the increase of $199 per month would be offset by the department heads, she was willing to approve two copiers. She stated it boiled down to whether or not the department heads wanted to pay for two copiers. Assemblymember Stevens stated that if the Borough was losing $300 per month in productivity, a new, more efficient copier would offset the increased costs. He felt it was a waste of Borough funds for employees to stand around due to the copier being down or waiting to use the copier. He encouraged the Assembly to approve two copiers. STEVENS, moved to amend to approve seconded by BONNEY two Xerox DC255 copiers. HEINRICHS, seconded by STEVENS Mayor Stevens clarified the amendment to the amendment before the Assembly was to change the motion to one DC255 and one DC240 Xerox copier. Assemblymember Arndt stated that at the work session the proposal was for two DC255 copiers and now it was for one DC255 and one DC240. He felt things were changing quickly and was not sure why. He preferred the Assembly approve the one copier and look at discussing the other copier during the budget process. Mayor Stevens reiterated that the amendment to the amendment, would simply change the motion to two specific Xerox copiers. VOTE ON MOTION TO AMEND Ayes: Bonney, Branson, Heinrichs, Stevens, Abell Noes: Spalinger, Arndt Regular Assembly Meeting December 17, 1998 moved to amend the amendment to approve one DC255 and one DC240 Xerox copier. Volume XXIV Page 261 Absent: None MOTION CARRIED 5 Ayes 2 Noes Mayor Stevens stated that before the Assembly was an amendment to the motion that read that instead of one copier, there would be one DC255 and one DC240 copiers leased. Assemblymember Heinrichs wondered if there was a time limit to be able to piggyback with the State contract. He wondered if the Assembly did not approve the lease of the two copiers if they would be able to lease the second one in six months. Manager Manninen felt that the same agreement could be used. Assemblymember Abell agreed that discussing the second copier during budget preparation made sense. In response to Assemblymember Abell, Manager Manninen stated that if the Assembly only approved one copier, then the employees would be forced to continue to use the other copier that was usable; however its usefulness has exceeded the life expectancy of the copier. Assemblymember Abell stated that he was in favor of the one copier; however, before deciding on the second copier, he felt more information was needed. Manager Manninen stated that the second copier could be leased while state bid was still active. Assemblymember Arndt stated that it was his experience with state contracts that equipment could be purchased during the fiscal year. Mayor Stevens advised the question before the Assembly was the amendment to the main motion, which changed the motion from one copier to two copiers. He explained a "yes" vote would change the motion to two copiers and a "no" would leave it at one copier. VOTE ON MOTION TO AMEND Ayes: Branson, Stevens, Bonney Regular Assembly Meeting December 17, 1998 Volume XXIV Page 262 Noes: Heinrichs, Spalinger, Abell, Arndt Absent: None MOTION FAILED 3 Ayes 4 Noes VOTE ON MAIN MOTION Ayes Heinrichs, Spalinger, Stevens, Abell, Arndt, Bonney, Branson Noes None Absent None MOTION CARRIED Unanimous B. Resolutions RESOLUTIONS None. C. Ordinances for Introduction ORDINANCES FOR INTRODUCTION None. D. OTHER ITEMS OTHER ITEMS 1. Appointment to Fire Protection Area No. 1 APPOINTMENT TO Board. FIRE PROTECTION AREA NO. 1 BOARD HEINRICHS, seconded by ABELL There ws no discussion by Assembly. VOTE ON MOTION TO APPOINT moved to appoint Phillip Roy Aguirre to a seat on the Fire Protection Area No. 1 Board for a term to expire December 1999. Ayes: Spalinger, Stevens, Abell, Arndt, Bonney, Branson, Heinrichs Regular Assembly Meeting December 17, 1998 Volume XXIV Page 263 Noes: None MOTION CARRIED Unanimous INFORMATIONAL INFORMATIONAL MATERIALS (No Action Required) MATERIALS A. MINUTES OF OTHER MEETINGS MINUTES OF OTHER MEETINGS None. B. REPORTS REPORTS None. C. OTHER ITEMS OTHER ITEMS None. CITIZENS' CITIZENS' COMMENTS COMMENTS None. ASSEMBLYMEMBER COMMENTS ASSEMBLYMEMBER COMMENTS Assemblymember Arndt wished everyone a merry Christmas and a safe holiday. Assemblymember Abell was discouraged that the Assembly had not been provided with an update regarding the potential litigation in changing the personnel job classifications. He stated he was ready to start on next year's budget and wished everyone a merry Christmas and happy holidays. Assemblymember Heinrichs enjoyed seeing the different families getting back together during the holidays. He encouraged families to make the most of the holidays and to have a merry Christmas. Assemblymember Spalinger wished everyone happy holidays. Assemblymember Branson wished everyone happy holidays. She congratulated the student of the month, Doug Hoedel. She said it was nice to see a Regular Assembly Meeting December 17, 1998 Volume XXIV Page 264 student from the Area Wide Schools receive that honor. She also reminded the community that there were food drop off bins at Safeway, Bayside, AC, Sears, KVOK, AC in Bells Flats, Nemetz Convenience store and the Commissary on base. She encouraged the community to share with those less fortunate. Assemblymember Bonney asked that the letter received from KMXT be brought forward to the next work session. He also asked the community to come forward with extra food items and donate to those who were not as fortunate. Mayor Stevens asked the clerk to place the KMXT item on the next work session agenda. ANNOUNCEMENTS ANNOUNCEMENTS The Assembly would meet in a work session on Tuesday, December 29, at 7:30 p.m. in the Borough conference room and a regularly scheduled meeting on January 7, 199 at 7:30 p.m. in the Assembly chambers. The Borough offices would be closed on Friday, December 25, in observance of Christmas and Friday, January 1, in observance of New Years Day. ADJOURNMENT ADJOURNMENT There being no further business to come before the Assembly, the meeting adjourned at 8:37 p.m. ATTEST: IIonna F. Smith, CMC /AAE Borough Clerk Regular Assembly Meeting December 17, 1998 G y L. tevens M_ yor APPROVED: 02/04/99 Volume XXIV Page 265