03/27/2013 Special Meeting MONASHKA BAY ROAD SERVICE AREA RECEIVED
Special Meeting
Bayside Fire Hall APR 1 8 2013
MARCH 27, 2013, 7 pm
MINUTES
BOROUGH CLERK'S, KA S -
KODIAK,
Call to order: by President Darlene Turner,7 pm lcjif
Roll Call: Darlene Turner (DT), Chaz Glagolich (CG),Steve Steffensen (SS), and Tom Lance (TL),with
one position vacant
Others Attending: Road service contractors= 5 (Jeremy Williamson-AIM, Craig and Steven DeHart-
B&H,Jake Spalinger-Brechan,Kevin Arndt-MK); MBRSA residents = 5 (Louise Stutes, Pam Murray,
Mike Murray,Craig and Steven DeHart); KIB Staff= 1 (Robert Tucker); Bayview RSA resident= 1 (Lori
Graber); Kodiak Daily Mirror= 1
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.
Approval of Agenda
• Motion CG moved,SS gave second, Motion Passed
Approval of Minutes
• Motion to approve March 6, 2013 Minutes, SS moved,TL gave second, Motion Passed.
• Motion to approve March 15, 2013 Special Meeting Minutes, CG moved,SS gave second,
Motion Passed.
Public Comments
1. Louise Stutes -road isn't being graded throughout; requested this be done.And comment
about RSA rate increase,was to be for 5 yrs,and then drop - this has not happened -why? DT
responded that Syr Plan is now in yr 8 and MBRSA is struggling to bring roads up to KIB Code,
but still not enough money in local tax base to pay for all improvements at once...we have
about$25k annually just for road work (not snow plowing),which isn't enough.
2. Pam Murray-Why need guard rail on Forest Drive ...
3. Lori Graber- Lives on Monashka Circle,in Bay View RSA... confusion exists over what is State
vs RSA... their roads are lacking gravel...
4. Contractors all voiced concern - they would like to bid on the RSA contract.
5. Steve DeHart not in support of contract renewal with MK... 1yr extension would put MBRSA off
the 2-yr contract cycle,and it might cost us more.
6. MUCH discussion regarding Board's responsibility to get best value for contracts,and should
put out for new bids... DT replied that she would like to see as many as possible bid. CG agreed
with Louise that a"drop-dead" date of March 22 for decision (as requested by KIB
Engineering) to either revise contract or renew,is invalid reason to stay with existing contract
for another year.
7. Discussion about Contract length of 2yrs, and then option to renew... can the reason to not
renew be based just on the desire of MBRSA to seek a better cost? Or must there be some
performance metric that was unsatisfactory?
- DT closed Public Comments at 8:25pm
Unfinished Business: None
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1 7.---New-Business::,-.2..
• MBRSA Contract No.FY2012-05 Road Maintenance and Repairs,Snow Removal and Sanding
I tl„ ,for the.Monashka Bay Road Service Area
i . o 'Motion to Postpone the final decision to either AFFIRM or RESCIND the vote taken on
I 1 March 15,to extend Contract No. FY2012-05 for one year. Moved by TL,seconded by
f l
-. 7;;SS:•Motion Passed.
u
-_..._._.. . .. ...;'_ o, Discussion:
`' TL-we are now unclear about renewal...can be simply for cost, or must have
documented unsatisfactory performance?
• CG-we need KIB attorney's input before we make decision.
• DT-services on this contract have been good,but reasons to renew not clear...
• SS-"work orders" will be good to institute for future work
Public Comments: Contractors - all thanked Board for listening to their concerns,but to please
explore options before renewing existing contract, and nice to see residents show-up to these
meetings; Bob Tucker- apologized for confusion over contracting,and vowed to get KIB attorney
advice back to Board as discussed under"New Business"; MBRSA residents -appreciates what Board
does,and our determination to protect Greenbelt values.
Board Comments
• Supervisors have questions for KIB attorney:
1. CG - Can we put old contract out for bid,without any changes?
2. DT-What are the legal ramifications (if any) for not extending the contract?
3. SS -What reason(s) must we show,or what reasons are there for putting a contract
out for bid.
4. SS - Can we request assistance from a contractor, other than the one our current
contract is with, if we need more help?
5. CG - Being out of sync with contract period, relative to the other RSA's, may be
helpful, or harmful, for us with regard to negotiating new contract.What does attorney
think? Will it be to our advantage or disadvantage?
6. DT- Is the action taken by the RSD administrative to extend contract or does it
require another public meeting and motion? (we have had two meetings on this
already).
• CG- Encouraged others to fill vacant seat on MBRSA Board; Lower mill rate for MBRSA
probably not in near future,if ever. Our roads never met KIB Code when handed by KIB to
MBRSA,which was a mistake! We are now paying for to bring up to Code;Another letter
should be sent to O'Donnell reaffirming the work to be done on trees/stumps/road (Paddy
should contact Bob Scholze - KIB Resources Manager)
Announcements: Next Meeting Date
• Regular Mtg and Spring Walk now set for May 11th, 1pm,meet at top of Mountain View Dr.
Adjournment: Motion by TL, 2nd by SS, Motion Passed 9:07 pm
SIGNED
f� >v /1
1 A/IX-n.11-----3441-13
c r ` al. -2 /3
Darlene Turner// Date Tom Lance .7 .ate
President, Monashka Bay Road Service Area Secretary
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