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2012-06-21 Regular Meeting KODIAK ISLAND BOROUGH Assembly Regular Meeting June 21, 2012 A regular meeting of the Kodiak Island Borough Assembly was held on Thursday, June 21, 2012, 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. The invocation was given by Major John Quinn of the Salvation Army. Mayor Selby led the Pledge of Allegiance. Present were Mayor Selby, Assembly members Carol Austerman, Tuck Bonney, Jerrol Friend, Dave Kaplan, Chris Lynch, Mel Stephens, and Louise Stutes. Staff members present were Administrative Official Cassidy, Acting Community Development Director Duane Dvorak, Engineering and Facilities Director Woody Koning, Finance Director Karl Short, Borough Clerk Nova Javier, and Deputy Clerk Marylynn McFarland. APPROVAL OF AGENDA AND CONSENT AGENDA BONNEY moved to approve the agenda and consent agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. APPROVAL OF MINUTES 1. Regular Meeting Minutes of May 17 and Special Meeting of May 31, 2012, were approved under the consent agenda. AWARDS AND PRESENTATIONS Administrative Official Cassidy presented the Govemment Finance Officers Association Distinguished Budget Presentation Award to Finance Director Karl Short. CITIZENS' COMMENTS Lale Gurer of the Kodiak Chamber of Commerce spoke in support of the Chamber's contract. Robert Perkins requested the Assembly's opinion and thoughts regarding the letter he submitted at the last work session concerning the Fire Protection No. 1 Board meeting. COMMITTEE REPORTS Chair Nick Szabo gave an update on the Solid Waste Advisory Board which included support for the Threshold contract, support of a reuse station at the landfill, and requested a joint work session with the new manager, Solid Waste Baler Manager /Environmental Specialist, Borough Assembly, and the Solid Waste Advisory Board. Assembly member Lynch reported that the Fisheries Work Group met with Denby Lloyd Monday, June 18, to review the happenings of the North Pacific Fishery Management Council, reviewed the west side salmon smolt program, and reported that the Fisheries Work Group would meet July 9 and remain a work group to insure an open forum format. Kodiak Island Borough Assembly Minutes June 21, 2012 Page 1067 • Assembly member Austerman distributed copies and highlighted articles on the Providence Hospital's Community Benefits Report. PUBLIC HEARING None. BOROUGH MANAGER'S REPORT Administrative Official Cassidy reported the following: • Solid Waste Manager /Environmental Specialist, Mike Patterson was hired and Dave Conrad was moved to the Projects Office in the Engineering /Facilities Department; • Landfill purchased /installed a temporary fence to contain litter within the property; • Project office construction was almost complete; • Borough staff met regarding the work flow and timeframe involved with the Long Term Care Facility Project; and • Baranof Park funding would be handled by transferring funds from the Facilities Fund into the Capital Projects Fund in the mid -year budget adjustment. MESSAGES FROM THE BOROUGH MAYOR Mayor Selby attended the Alaska Rocket and Space Summit via teleconference on June 21. UNFINISHED BUSINESS 1. Contract No. FY2012 -23 Recycling Contract with Threshold Services, Inc. The motion before the Assembly was to "Move to authorize the Manager to execute Contract No. FY2012 -23 with Threshold Services, Inc. of Kodiak, AK to provide collection and shipping recyclable materials off - island in an amount not to exceed $210,000 (the flat rate price of $17,500 /month) for the period of July 1, 2012 to June 30, 2013, with the option of two 1 -year extensions." Threshold Services, Inc., a private non - profit entity, maintained a receiving, handling, processing, storage, and marketing operation for recyclable materials in Kodiak for shipment to markets off- island. Threshold achieved this through its goal to provide work and training for persons with disabilities or who were chronically not employable. In addition Threshold Services, Inc. was the Borough's current contractor for recycling services. Threshold proposed to provide recycling services to the Borough for a flat rate of $17,500 per month. Additionally, Threshold proposed to pay KIB 10% of all revenue received from the sales of recyclables for the first contract year, and 15% during the extension years. The Flat rate price was a reduction of approximately $25,000 from last year's budget, not including the rebate savings. Assembly member Lynch reported to the Assembly that she was the President of Threshold Services and received no substantial financial assistance in her position. She also reported that she was not a part of the Threshold contract negotiations. Mayor Selby ruled that there was no conflict of interest ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Austerman, Bonney, Friend, Kaplan, Lynch, Stephens, and Stutes. Kodiak Island Borough Assembly Minutes June 21, 2012 Page 1068 NEW BUSINESS Contracts 1. Contract No. FY2012 -25 Between the Kodiak Island Borough and the Kodiak Chamber of Commerce of Kodiak, Alaska for Economic Planning and Project Development Within the Kodiak Island Borough for FY2013. FRIEND moved to authorize the manager to execute Contract No. FY2012 -25 with the Kodiak Chamber of Commerce of Kodiak, Alaska for Economic Development Planning and Project Development within the Kodiak Island Borough for FY2013 in the amount not to exceed $43,000. The Kodiak Island Borough participated in a community -based economic development program operated by the Kodiak Chamber of Commerce for many years. Funding support from the Borough and the City of Kodiak would be used to provide an Economic Development Committee and staff to focus on economic development planning and project development in the Kodiak Region. Those who served on the Economic Development Committee had been drawn from the Kodiak Island community with representatives from the City of Kodiak, Kodiak Island Borough, Kodiak Island outlying communities, and the Kodiak Chamber of Commerce. The contract renewed this relationship for the 2013 fiscal year. The duties to be accomplished for this period were outlined in the agreement. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Bonney, Friend, Kaplan, Lynch, Stephens, Stutes, and Austerman. 2. Contract No. FY2012 -26 Between the Kodiak Island Borough and the Kodiak Island Convention and Visitors Bureau for Destination Marketing and Tourism Development Services for FY2013. BONNEY moved to authorize the manager to execute Contract No. FY2012 -26 with the Kodiak Island Convention and Visitors Bureau for Destination Marketing and Tourism Development Services for FY2013 in the amount not to exceed $65,000. The Kodiak Island Convention and Visitors Bureau (KICVB) provided destination marketing and tourism development for the Kodiak Island Borough for several years through its Marketing Committee. Funding support from the Borough and the City of Kodiak was used to support the KICVB. The Borough funded the KICVB from the Borough's bed tax revenue. This contract renewed this relationship for the 2013 fiscal year. The duties to be accomplished for this period were outlined in the agreement. The fund balance for June 30, 2011, was $112,078. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Friend, Kaplan, Lynch, Stephens, Stutes, Austerman, and Bonney. Resolutions 1. Resolution No. FY2012 -28 Authorizing the Records Manager to Dispose of Certain Kodiak Island Borough Records. This item was approved under the consent agenda. The Kodiak Island Borough Code 2.40.160(B) provided for the Assembly to authorize by resolution the disposal of records to be destroyed. The records included routine Borough records, records which were covered by the Exxon Valdez protective order, and patient records prior to April 20, 1997 housed and maintained at the Providence Kodiak Island Medical Center per Lease Agreement 8.5 Kodiak Island Borough Assembly Minutes June 21, 2012 Page 1069 • between Kodiak Island Borough and Sisters of Providence in Washington dba Providence Health Systems in Alaska dated March 1997. The annual record destruction process was followed which included department directors reviewing and authorizing the destruction of the specific records, review by borough attorney, and final authorization by Borough Assembly. Upon the advice of borough attorney, Series FI -13 (Accounts Payable), Series FI -15 (Accounts Receivable), and Series FI -37 (Grant Files) were removed from the scheduled destruction for Finance Department verification that the records were not covered by any agreement nor related to any bonds that may have required a longer retention period. The Borough Attorney found no other records on the lists to have unusual legal, administrative, or historical interest. 2. Resolution No. FY2012 -32 Adopting the Comprehensive Economic Development Strategy (CEDS) as Written. FRIEND moved to adopt Resolution No. FY2012 -32, Kodiak Chamber of Commerce (KCC) was the recognized economic development organization on Kodiak Island and entered into a contract with the City of Kodiak and the Kodiak Island Borough to provide economic development planning and leadership for the Kodiak Island communities. KCC established an Economic Development Committee to develop and review a Comprehensive Economic Development Strategy which was the first step in the process of taking advantage of the many grant and assistance programs available through the U.S. Department of Commerce Economic Development Administration. KCC assisted the communities of Kodiak Island in the planning and development of the strategies and activities that those communities found necessary to successfully engage in pursuing desired economic growth and business development which was compatible with local needs and lifestyles. In addition, KCC also actively pursued opportunities to work with other communities in the Southwest region and had worked cooperatively with the Southwest Alaska Municipal Conference. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Kaplan, Lynch, Stephens, Stutes, Austerman, Bonney, and Friend. Ordinances for Introduction None. Other Items 1. Confirmation of the Mayoral Appointment to the Cook Inlet Regional Citizens Advisory Council. This item was approved under the consent agenda. Cook Inlet Regional Citizens Advisory Council (RCAC) was formed in late 1990 as a non - profit corporation. Its mission was to represent the citizens of Cook Inlet in promoting environmentally safe marine transportation and oil facility operations in Cook Inlet. It consisted of special interest groups and municipality seats which included the Kodiak Island Borough. Kodiak Island Borough Assembly Minutes June 21, 2012 Page 1070 Ms. Liz Chilton served on the Board of Directors until a viable candidate was chosen to fill the seat for a term to expire March 2014. Mr. Scott Smiley indicated his desire to serve in that capacity and Mayor Selby requested the confirmation of his appointment. The Assembly confirmed the mayoral appointment of Scott Smiley to the Cook Inlet Regional Citizens Advisory Council for the remainder of a three -year seat term to expire March 2014. EXECUTIVE SESSION 1. Evaluation of Applicants for the Borough Manager's Position. BONNEY moved to convene into executive session to discuss the evaluation of applicants for the Borough Manager's position which qualified for executive session as a matter which would tend to defame or prejudice the character or reputation of any person. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Lynch, Stephens, Stutes, Austerman, Bonney, Friend, and Kaplan Mayor Selby invited the Borough Assembly, Administrative Official, and Clerk's Office Staff into executive session. After the vote, Mayor Selby recessed the regular meeting at 8:05 p.m. and convened the executive session. Upon returning from the executive session, Mayor Selby reconvened the regular meeting at 8:35 p.m. and announced that no action would be takeri as a result of the executive session CITIZENS' COMMENTS None. ASSEMBLY MEMBER COMMENTS Assembly member Stephens requested that the Assembly Chambers timing clock not being used for Committee Reports, and experiment not using it during Citizens Comments. He spoke to information regarding the reuse station in the Matanuska Susitna Borough, the Baranof project budget amendment, and he would be interested to see if this type of calculation using the Facilities Fund was permissible. Assembly member Stutes commented on time limit for Committee Reports, the Solid Waste Advisory Board report, the change order for the Borough parking lot, and requested an update on the problems associated with the Borough parking lot. Assembly member Friend encouraged the community to enjoy Kodiak. Assembly member Kaplan commented on the Solid Waste Advisory Board report, the new members, and asked that a joint work session with the new manager and environmental specialist be scheduled with the Solid Waste Advisory Board. Assembly member Austerman discussed the School District funding and the Kodiak High School principal's recent newsletter. Kodiak Island Borough Assembly Minutes June 21, 2012 Page 1071 Announcements The next Assembly work session would be held on Thursday, June 28 at 7:30 p.m. in the Borough Conference Room. The next regular meeting was scheduled on Thursday, July 5 at 7:30 p.m. in the Borough Assembly Chambers. The Borough Offices would be closed on Wednesday, July 4, in observance of the 4 of July holiday. The Mayor and Assembly extended 100'' birthday greetings to Ms. Wilma E. Finlay who turned 100 on June 11, 2012. ADJOURNMENT KAPLAN moved to adjourn the meeting. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Stephens, Stutes, Austerman, Bonney, Friend, Kaplan, and Lynch The meeting was adjourned at 8:47 p.m. KODIAK ISLAND BOROUGH 0 ATTEST: J -rbme M. Selby, Mayor Nova M. Javier, MMC; Borough Clerk Approved on: August 2, 2012 Kodiak Island Borough Assembly Minutes June 21, 2012 Page 1072