03/15/2013 Special Meeting MONASHKA BAY ROAD SERVICE AREA RECEIVED
Special Board Meeting/Work Session
KIB Meeting Room APR - 2 2013
MARCH 15, 2013, 1 pm
MINUTES
4* BOROUGH OFFICE
KODIAK,ALASKA
Call to order: by Vice President Chaz Glagolich, 1:23 pm ate
Roll Call: Chaz Glagolich (CG),Steve Steffensen (SS),and Tom Lance (TL).Not!Darlene Turner (DT)
arrived at 1:40 pm
Others Attending: Robert Tucker-Kodiak Island Borough Engineering Dept Paul VanDyke and Maya
Dario - KIB IT/GIS,and road contractors Jeremy Williams (AIM) and Craig DeHart(B&R Fish By
Products)
MBRSA Purpose and Program Description
Monashka Bay Road Service Area is responsible for road maintenance in the service area.
• Goal: To maintain, repair,and provide snow removal for roads in Monashka Bay Road Service Area.
• All meetings held are open to the Public.
Agenda and Minutes
• Agenda was verbal, per previous comments by DT among MBRSA Board Supervisors at close of
March 6th meeting,to request a Board training session regarding Road Service Area
contracting. Bob Tucker will provide training to Supervisors. President Turner also intended to
hold discussion and ask for a motion regarding MBRSA road contract option to extend
additional year.This motion was regarded as administrative by MBRSA Board and not for
seeking bids for new service contract, nor other conditions that require Public Hearing.
• No previous meeting minutes for review.
Public Comments:
1. Jeremy Williams - "AIM Maintenance" would like to bid on MBRSA service contract.
2. Craig DeHart (B&R) - Similar comment: "
Presentations/Committee reports:
• Bob Tucker gave explanation of Borough contracting for roadwork in K1B-Road Service Areas.
o MBRSA has a 2-yr contract(as do all other RSAs),that expires end of this 2013 State
Fiscal Year(June 30),with a 1-yr renewal option, followed by a second 1-yr renewal
option (i.e.,a total of 4-yrs is possible with same contract,with service costs locked in).
o Due to KIB staff-time needed for any new contract or revisions to old contract, plus
public bidding process time,it would be difficult to hire new contractor if MBRSA
desires, to start this July 1, FY2014.
o Discussion about use of Work Order system for larger road projects done (for example,
resurfacing and grading all roads).We can start doing this without contract revision,
and thereby improve our record of accountability,and have better communication
between contractor and RSA.
o Discussed need for good documentation,such as when contractor was called
requesting snow plowing,etc. Without documented communication or pictures with
time-date stamp, etc., there can be no claim made by RSA of poor service or other
complaints.
o Discussed potential for making contract into seasonal agreements,so contractors could
bid on just winter-time snow removal work, on just summer-time road work,or both
together.CG asked AIM and B&R Fish if they would bid on a "split-contract"...they said
they would prefer to not have a contract for just snow removal or summer grading.
o We are locked-in to just one contractor for all services with present contracting
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language used by Kodiak Island Borough.
Unfinished Business
• Motion made by CG,second by SS,to approve a portion of the Minutes "Regular Board Meeting
and Budget FY2014 Public Hearing, Bayside Fire Hall, MARCH 6,2013, 7pm"pertaining to
"Unfinished Business - Proposed Budget FY 2014",for the timely use by KIB Staff in budgeting
and planning. Motion Passed by voice vote of DT,CG,SS, and TL.
New Business:
• MBRSA contract for road services: Current contractor is MK (Kevin Ardnt) and agreement
expires June 30,with a 1-yr renewal option, followed by a second 1-yr renewal option.
o MBRSA Board needs to decide whether to end contract and solicit new,or to extend
contract with current option of 1-yr or 2-yr renewal.
• CG believes most practical option is to simply renew for 1-yr... not enough time
to revise contract and then get bids,and then hold Public Hearing.
• SS agreed with CG, plus,would like to see MBRSA start doing work orders for
larger road projects (but not regular snow removal).
• TL: agrees with CG and SS; also,having a 1-yr renewal will give MBRSA time to
rework/update contracting language with KIB Engineering Dept.
• DT: agrees with above,and wants to keep MK for additional year-they have
provided good service and any complaints have always been resolved with very
good results.
o Idea discussed to add 2nd or 3rd place bidders to list of KIB eligible contractors in the
case where the primary contractor cannot provide service to district for what ever
reason.
• This is a KIB Engineering Dept. "contracting rules" issue- not a Road Service
Area issue -that would need to be approved by KIB.
• We should ask Tucker to work this out during contract language updates,and
help make possible a 2nd"eligible" contractor per KIB rules.
• Motion made by SS, second by CG,to request Borough Assembly and Manager to exercise 1-yr
renewal option for a road services contract with MK Enterprises, LLC, Kodiak,AK.
Motion Passed by voice vote of DT, CG,SS,and TL
Public Comments: None
Board Comments: Supervisors thanked Craig DeHart for input on contracting-we hope all
contractors will bid next year (note: Jeremy Williams left mtg before Comments).Also thanks to KIB's
Bob Tucker, Maya,and Paul for assistance.
Next Meeting Dates
• Proposal given to move Regular Mtg and Spring Walk Meeting from June 1 to May 11th... pending
weather and recheck of our schedules... DT will get back to Supervisors later to coordinate.
Adjournment: 2:45 pm
SIGNED
I am A-Da lene Turn Date Tom Lance Da e
President, nashka Bay Road Service Area Secretary
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