1999-11-16 Special MeetingMayor: Gary L. Stevens Assemblymembers: Tom Abell Scott Ardnt Tuck Bonney Pat Branson KODIAK ISLAND BOROUGH Special Assembly Meeting November 16, 1999 A special meeting of the Kodiak Island Borough Assembly was held November 16, 1999 in the Conference Room of the Kodiak Island Borough Building, 710 Mill Bay Road. The meeting was called to order at 7:30 p.m. There were present: ROLL CALL Robin Heinrichs Greg Spalinger Darlene Turner comprising a quorum of the Assembly; and David A. Jensen, Manager Patti Kirkpatrick, Deputy Clerk Chris Lynch, Engineering /Facilities Director APPROVAL OF AGENDA APPROVAL OF AGENDA HEINRICHS, moved to approve the seconded by ARNDT agenda. VOTE ON MOTION TO APPROVE MOTION CARRIED Unanimous voice vote OLD BUSINESS 1. Contract No. 99 -41 Purchase of New 821C Case Loader for Landfill. HEINRICHS, moved to reconsider seconded by BRANSON Contract No. 99 -41. VOTE ON MOTION Ayes: Bonney, Branson, Heinrichs, Turner Noes: Abell, Arndt, Spalinger Special Assembly Meeting November 16, 1999 OLD BUSINESS CONTRACT NO. 99 -41 Volume XXV Page 212 Motion Carried: 4 Ayes, 3 Noes The motion to approve Contract No. 99 -41 with Yukon Equipment of Anchorage in an amount not to exceed $190,968 was before the Assembly. Assemblymember Heinrichs felt that all the facts had not been presented and discussed. Manager Jensen opposed going out for bid as the state bid was lawfully obtained. He noted that there were other items in the state bid that were not included in the bid from Construction Machinery, Inc. i.e. special tires and a coupler. The manager had spoken with Chris Lynch and Tom Dunham at the baler who agreed the Case loader was what was needed. He said staff was comfortable and familiar with Case. Assemblymember Arndt wanted to go out for bid. He felt competitive bids could be received within five days from several companies in the Anchorage area. Assemblymember Turner said Case manufactured most of the heavy equipment used on Kodiak. She felt the state contract provided the best equipment for the best price and noted that the Borough had budgeted $220,000 for a loader. She felt the loader should be purchased since it was what the staff wanted and knew how to operate and repair. Assemblymember Abell said that purchasing equipment of inferior quality for more money didn't make sense; however, he would vote in favor of the contract if that was what staff wanted. In response to Assemblymember Arndt, Manager Jensen said that going out for another bid would put the Case bid in jeopardy. He said it was a bonafide bid, not a sole source bid, and urged the Assembly to approve the contract. Mayor Stevens clarified that should the Assembly fail the motion, staff would proceed with bid proposals. Assemblymember Turner was concerned that Construction Machinery, Inc. had not provided a comprehensive, comparable bid. She noted they had bid on the state's contract, which was $15,000 more than the Case bid and said they could do it for $30,000 less than previously bid. Special Assembly Meeting November 16, 1999 Volume XXV Page 213 The motion to approve Contract No. 99 -41 was before the Assembly. VOTE ON MOTION TO APPROVE Ayes: Branson, Turner, Heinrichs, Bonney Noes: MOTION CARRIED BOROUGH MANAGER'S REPORT Abell, Arndt, Spalinger 4 Ayes, 3 Noes Manager Jensen recommended not renewing the Community Development Block Grant to Karluk. He noted there was insufficient labor to build the clinic, there were no school age children, and that only about seventeen people were living in Karluk. He would recommend revisiting this issue if the school was reopened. MESSAGES FROM THE MAYOR MESSAGE FROM MAYOR Mayor Stevens requested all task force committees or subcommittees to provide a monthly update at the last work session of each month. Assemblymember Abell wanted to meet at a future work session to discuss the potential conflict of interest with Attorney Alan Schmitt and Linda Freed. Assemblymember Branson said she attended the AML Conference and found it to be very informative. In particular, she was impressed with Mr. Lyle Sumick's presentation on developing leadership skills. She wanted to hire Mr. Lyle Sumick to assist the Assembly with strategic planning during goals and objectives. She said it would be beneficial for each Assemblymember to understand how the other arrives at a decision. She wanted to get an early start on the budget and urged the Assembly to consider bringing in a facilitator by January. Mayor Stevens concurred and suggested that the Borough and City co- sponsor a presentation to be held at the college. Manager Jensen recommended Mr. John Issacs of Special Assembly Meeting November 16, 1999 BOROUGH MANAGER REPORT ASSEMBLYMEMBERS COMMENTS ASSEMBLYMEMBER COMMENTS Volume XXV Page 214 Anchorage as a facilitator. He said he would like to do two meetings with the facilitator. One with the manager, mayor, deputy mayor, facilitator, and department heads. The other would be with the facilitator meeting with the mayor and assembly to discuss goals and objectives of the staff and Assembly. He noted the budget would be built from the goals and objectives of the Borough. In response to Assemblymember Bonney, Mayor Stevens noted a facilitator would not tell how to vote, but how to create a solid strategic plan. Assemblymember Spalinger favored using a facilitator; however, he opposed the personality test. Assemblymember Turner favored a facilitator to help with strategic planning. She noted the Louisville Model helped to bring governmental bodies together. She felt a personality profile would give each assemblymember a better understanding of how they function within a group. Manager Jensen said that he could not set the goals and objectives and he favored having a facilitator to assist in the process, which would allow the Borough to move forward. He suggested the goals and objectives be kept to a minimum of twelve. Assemblymember Branson attended the School Board budget forum. She wondered at the accuracy of their numbers and how they arrived at their figures. She wanted to meet with the School Board to discuss their budget numbers. Assemblymember Heinrichs requested color copies of the school district budget. Assemblymember Bonney asked that the garbage rate discussion scheduled for December 2 be postponed until after December 12, as he would be out of town until then. Assemblymember Bonney wanted to schedule a meeting with the Department of Fish and Game to go over their proposed plan on recreational vehicle use. He thought Norm Holm should be invited to do a presentation. Assemblymember Bonney had received several calls from citizens who were concerned that the Borough was Special Assembly Meeting November 16, 1999 Volume XXV Page 215 misusing Shuyiak funds. He felt it was important for the Borough to educated the public on how Borough funds were spent. Mayor Stevens noted currently there was no Assemblymember appointed to the School Board budget committee. He said questions of this nature should be referred to the auditor for handling. Assemblymember Branson objected to the way the school district requested funds without taking into consideration the other financial responsibilities of the Borough. She wanted to discuss the budget early and not go through the long, tedious process of previous years. Manager Jensen noted statewide cities and Boroughs had to deal with similiar requests. He said state law requires the school district to present their budget to the Borough and if the Borough doesn't pass their budget in time, then the school district budget becomes final. He said the way to deal with them was to show how Borough funding was distributed. Currently, the numbers show that student population had decreased; however, the budgetary requirements were increasing. He felt the school district should provide an accounting of their spending and noted the majority of the tax cap was applied to the school district, the school district fund balance had been used, and they would have to look at budget cuts. He felt both parties needed to resolve this issue and suggested they discuss it at the November 30 work session. Assemblymember Bonney noted that only 20% of the budget was negotiable and the other 80% was reserved for teachers' salaries. He thought the teachers should get what they wanted; however, when the money ran out they would have to decrease their numbers. Assemblymember Bonney clarified that he had voted in favor of the Case loader in a show of support to the Borough Manager and staff. He urged the Assembly to move forward to more important issues. Assemblymember Heinrichs said the Resource Development Council (RDC) was monitoring the federal government's efforts to close recreational access to federal lands, and he thought it prudent to involve the native corporations on this issue. He encouraged Special Assembly Meeting November 16, 1999 Volume XXV Page 216 the Assembly to preserve access to federal lands for public use. There being no further business to come before the ADJOURNMENT assembly, the meeting was adjourned at 8:51 p.m. ATTEST: Special Assembly Meeting November 16, 1999 ry L. Stevens, ayor J ith A. Nielse • CMC Approved: 12/16/99 rough Clerk Volume XXV Page 217