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2013-09-26 Work Session Kodiak Island Borough Assembly Work Session Thursday, September 26, 2013, 7:30 p.m., Borough Conference Room Work Sessions are informal meetings of the Assembly where Assembly members review the upcoming regular meeting agenda packet and seek or receive information from staff. Although additional items not listed on the work session agenda are discussed when introduced by the Mayor, Assembly, or staff, no formal action is taken at work sessions and items that require formal Assembly action are placed on regular Assembly meeting agenda. Citizen's comments at work sessions are NOT considered part of the official record. Citizen's comments intended for the "official record" should be made at a regular Assembly meeting. CITIZENS' COMMENTS (Limited to Three Minutes per Speaker) ITEMS FOR DISCUSSION 1. Discover Kodiak Request for Funding 2. SWAMC Annual Meeting (March 6-7) — Attendance of Outgoing Assembly member Stutes Who Currently Serves as the President of SWAMC PACKET REVIEW PUBLIC HEARING State of Alaska Alcoholic Beverage Control Board New Liquor License Application for the Navigator Lounge Beverage Dispensary-Tourism. (Licensee/Applicant: Allstar Alliance Company). Ordinance No. FY 2014-08 Rezoning Lots 1,2,3,4, and 5A, Block 14, Aleutian Homes Subdivision From R1-Single Family Residential to R3-Multi Family Residential (P&Z Case No. 14-001). UNFINISHED BUSINESS Resolution No. FY2014-12 Adopting a Capital Improvement Projects Priority List for the 2014 State Legislative Session. NEW BUSINESS CONTRACTS Contract No. FY2012-21 Approval of Change Order No. 9 Amending Landfill Lateral Expansion Phase II. Contract No. FY2014-17 Kodiak Island Borough and City of Kodiak Animal Control Services Agreement. RESOLUTIONS Resolution No. FY2014-14 Disposing of a Portion of Tract B Miller Point Alaska Subdivision of Approximately 15,246 Square Feet of Borough Land (Case 13-031) to an Adjacent Property Owner Per KIBC Section 18.10.030. ORDINANCES FOR INTRODUCTION - None OTHER ITEMS *Declaring a Seat Vacant on the Personnel Advisory Board (Perry Page). *Assembly Appointment to the Monashka Bay Road Service Area Board (Louise Stutes). EXECUTIVE SESSION Borough Clerk's Performance Evaluation. MANAGER'S COMMENTS CLERK'S COMMENTS MAYOR'S COMMENTS ASSEMBLY MEMBERS COMMENTS J1 1g etc tee P n ALASKA I AMED' August 16, 2013 Bud Cassidy, Borough Manager Kodiak Island Borough 710 Mill Bay, Rm. 125 Kodiak, AK 99615 Dear Manager Cassidy: Through the ongoing assistance of the Kodiak Island Borough, Kodiak Island Convention and Visitors Bureau (dba Discover Kodiak) continues to develop and maintain tourism marketing programs that benefit the Kodiak Island Borough and its businesses. On behalf of the Discover Kodiak Board of Directors and members, we respectfully request $18,000 in additional funding for our FY 2014 budget, which will be used to market Kodiak Island on an international level. Additional funds would allow us to boost and target an international audience without sacrificing our domestic consumers. All directors agreed that at our current funding level, we can do little more than stay the current course; we cannot increase our international marketing efforts. International tourist arrivals to the United States grew by 4.3% in the first four months of 2013. International tourists are spending more than I billion dollars in the United States annually according to the World Tourism Organization's World Tourism Barometer. It would be a mistake to not promote Kodiak to international travelers and media around the World. We currently have visitor inquiries spanning the globe from Canada, Europe, the UK, and more! Just as promised, this past year, Discover Kodiak attended two new travel trade shows that reached out globally. Both the ITB Berlin Show and The GoWest Summit brought Kodiak into contact with tour operators, independent travelers, and international media in the UK, Germany, the Czech Republic, France, and more. While both shows were a hit, we continue to explore the best vehicle for stronger international visibility. We also attended the Alaska Media Road Show which continues to bring Kodiak to the attention of the world. We have consistently good results from this show and will be attending again this upcoming October. Our partnership with the Alaska Travel Industry Association allowed us to place brochures in Japan and Germany this past year, but brochure placement cannot take the place of in-person engagement and networking. With the $18,000 in additional funding for international marketing, Discover Kodiak plans to partner with the Alaska Tourism Industry Association (ATIA) on both the ITB Berlin Travel Show and the International Pow Wow Show. While the ITB Berlin Show will primarily focus on independent consumers and international media in a region that is popular for us, International Pow Wow will provide scheduled appointments with travel agents and business travel planners around the globe to promote both convention development and international exposure for Kodiak. Discover Kodiak also has hopes of attending the Mid-Atlantic Tradeshow in Reykjavik, Iceland which offers the ideal setting for travel industry professionals from around the globe to meet, work together and exchange ideas. This show will target areas that have shown high interest to Kodiak in recent months such as Canada and the Scandinavian countries. 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FY2014 International Funding Request Expected International Marketing Expenses: Air Fare $4600 Registration $6750 Per Diem/Expenses $1 360 Shipping of Collateral Materials $2300 Lodging $2990 Expected International Marketing Outcome: With ITB Berlin, Discover Kodiak hopes to bolster independent consumer travel to Kodiak and to develop new markets of travelers who will spend more money, and stay longer. With increased international media exposure, Discover Kodiak hopes to save on paper advertising dollars by increased public relations awareness. With the International Pow Wow show, the main highlight is increasing convention development and business travel to Kodiak, this escalates Kodiak's bed tax dollars and promotes economic development. The Mid-Atlantic Tradeshow in Iceland will increase engagement with a consumer base that has shown previous interest, and allows for us to meet with international travel industry professionals to work together and exchange ideas. Discover Kodiak has also developed a specialized brochure for international inquiries that better explains transportation to the United States and Alaska, but this brochure will not do enough to increase international awareness of Kodiak. No organization can grow and expand its services without additional funding from years before. We work very hard to keep our costs down to remain in a healthy financial position, but continue to rely upon local government to achieve our marketing and economic development goals as mandated by our contract with the Kodiak Island Borough. Thank you for your continued support and consideration. We hope you recognize the importance of our marketing efforts and the results they are having in the community. We know- you realize there are increasing prices associated with travel and advertising and hope you understand how critical it is that we receive additional funding to continue marketing Kodiak with an increased international presence and contributing to the economic development of the Kodiak Island Borough. S'ncerely, � ail s Chastity Starrett Executive Director CP\S r Q0 • ' [ 02011"°Q— DESTINATION MARKETING & TOURISM DEVELOPMENT PROGRAM AGREEMENT THIS AGREEMENT is entered into by and between the Kodiak Island Borough, Alaska, (Borough) and the contractor Discover Kodiak (KICVB - Kodiak Island Convention and Visitors Bureau) for the purpose of setting forth the terms and conditions pursuant to which the contractor shall be contracted to provide destination marketing and tourism development activities for the Kodiak Island Borough. Section 1. INTENT OF AGREEMENT. The contractor is hereby contracted to provide a Marketing Committee (KICVB Board of Directors) and one full time equivalent to focus on destination marketing and tourism development in the Kodiak Island Borough. Section 2. SCOPE OF WORK. The contractor will work with the Marketing Committee to accomplish the following tasks identified in the document, such as: a. Produce collateral marketing materials, including the Explore Kodiak Visitor Guide b. Continue to provide information about Kodiak region to the traveling public c. Maintain and staff the Kodiak Visitor Center d. Keep the Borough Assembly and community at large informed as to the results of marketing efforts and the state of the local tourism industry e. Work with the Alaska Travel Industry Association and other statewide marketing organizations to ensure Kodiak is represented in their ongoing national and international marketing programs f. Continue work with the communities in the Kodiak Island Borough to determine the role tourism does and can play in the community economies g. Work with the Kodiak Chamber of Commerce to transform the visitor industry into a significant component of the Kodiak region's economy h. Continue development of the kodiak.org website to improve its usability and visibility to visitors, potential businesses and residents i. Work with Kodiak College, the Kodiak Island Borough School District, Kodiak Area Native organizations, and other organizations to encourage entrepreneurship and assist small business development in the visitor industry j. Develop a travel press kit to be available on the kodiak.org website, develop a distribution plan for the kit to various travel media k. Explore new employment and business opportunities related to the Kodiak visitor industry I. Continue work with the airline industry and the Alaska Marine Highway System to maintain and improve access to the Kodiak region m. Continue participation in the Comprehensive Economic Development Strategy committee to foster an understanding of the tourism industry and opportunities and challenges facing the industry Page 1 of 2 A minimum of four Marketing Committee meetings will be scheduled during the term of this Agreement for the purpose of maintaining committee input and guiding the efforts of the contractor. A report of all marketing activities of the contractor will be submitted to the Borough Manager on a quarterly basis. An annual report to the Kodiak Island Borough Assembly shall be presented each Spring. Section 3, REPORTS. In addition to the Marketing Committee reports, the Contractor shall provide a quarterly written report regarding the tasks identified in Section 2, Scope of Work in this contract. Section 4. TERM. This agreement will remain in effect July 1, 2013 through June 30, 2014, unless earlier terminated. Either party shall have the right to terminate the agreement without penalty upon one month's written notice to the other. Section 5. COMPENSATION. As compensation for all services rendered under this agreement, contractor shall be paid $75,000.00 by the Kodiak Island Borough. Said compensation shall be paid in equal installments of $18,750.00 on the second Friday of July and October 2012, and January and April 2013. IN WITNESS WHREROF the parties have executed this Agreement on this /04ay of July 2013. KODIAK ISLAND BOROUGH - DISCOVER KODIAK (KODIAK ISLAND CONVENTION & VISITORS BUREAU) ` r 1V . (41 • ,,tit 4 Ft?tL ;Man � Charles E. Cassidy Jr. Virginia'Aus Administrative Official Disq,over diak Interim Director Attest: 'V 631A gI AND e O Nova M. Javier, MMC/Borough Clerk 0J" • Page 2 of 2 Nova Javier From: Erik O'Brien <eobrien @swamc.org> Sent: Wednesday, September 25, 2013 9:43 AM To: Nova Javier Cc: Andy Varner; Alice Ruby; Louise Stutes Subject: RE: Board Info for Kodiak Borough Nova, To clarify and follow up on our recent phone conversation. If SWAMC Board member Stutes wishes to stay on until our Annual Conference in March, SWAMC policy would support her decision. If however, the Kodiak Borough would like to override her decision and appoint new representation from the current Borough Assembly, the SWAMC Board would likely support that decision. Ultimately, our SWAMC Board would confirm the seat, but I would presume that anyone approved by the Kodiak Borough would likely also be approved by the SWAMC Board. I hope this clarifies. Thank you, Erik Obrien Southwest Alaska Municipal Conference 3300 Arctic Blvd, Suite 203 Anchorage, AK 99503 P: 907-562-7380 From: Erik O'Brien Sent: Wednesday, September 25, 2013 9:14 AM To: 'Nova Javier' Cc: Andy Varner; 'Alice Ruby'; 'Louise Stutes' Subject: RE: Info for Nova, Kodiak Borough Nova, As I understand the Bylaws: The Kodiak Borough would be the appropriate body to appoint someone to fill the vacant seat, with the assumption that this individual represents the Kodiak Borough.The proxy would only be appropriate for the following meeting, which would be our Board retreat (we were hoping Louise would be at that one), October 24th, 25th.Alternatively, standard SWAMC operating procedure would be for Louise to maintain her Board seat representing Kodiak until the March Annual meeting.There would be monthly meetings between now and then, so five more meetings to the March Conference. I hope this clarifies. Thank you, Erik Obrien Southwest Alaska Municipal Conference 3300 Arctic Blvd, Suite 203 Anchorage, AK 99503 P: 907-562-7380 1 From: Nova Javier [mailto:niavier©kodiakak.us] Sent: Wednesday, September 25, 2013 8:56 AM To: Erik O'Brien Subject: RE: Info for Nova, Kodiak Borough Hi Erik, Thank you so much for the information. I would like to gather more information/clarification to respond to any questions that may arise at the work session. Assembly member Stutes term expires on the Assembly on October 20. As written in the by-laws, is it correct that a replacement cannot be appointed by the Borough and serve on her behalf? In order for the Kodiak Municipal Seat to remain filled, Assembly member Stutes should serve until the annual meeting. Regarding the provision to appoint a proxy for one meeting, how many more meetings are scheduled between now and the annual meeting? Thank you again, Nova From: Erik O'Brien [mailto:eobrien©swamc.orq] Sent: Tuesday, September 24, 2013 3:38 PM To: Nova Javier Cc: Andy Varner; Louise Stutes; Mayor Alice Ruby (alice(abbedc.com) Subject: FW: Info for Nova, Kodiak Borough Nova, I wanted to pass along our SWAMC Bylaws regarding proxy voting, and Board vacancy. It looks like if Louise wanted to appoint a proxy to attend a meeting on her behalf, this would be appropriate for one meeting, and beyond that would need to be appointed by your sub-region nominations until the seat could be voted on during the Annual Meeting, March 6th, 7th, taking care to preserve the main interest of the geographic representation (any replacement would have to come from the Kodiak municipal/public sector). In years past, Board members have been able to stay on, contingent on majority ruling, until the Annual Meeting. Please let me know this is all you need. SWAMC Bylaws: Section 6. Voting At each meeting of the members, each municipal and associate member present, either in person or by proxy, shall have the right to cast one vote on each question, and never more than one vote. Once a quorum of municipal members has been established, the vote of a majority of those present, in person or by proxy, shall decide any question brought before such meeting, unless the question is one upon which, by express provision of statute or of the Articles of Incorporation or of these Bylaws, a different vote is required in which case such express provision shall govern and control. Municipal members vote to elect municipal members and associate members vote to elect associate members to the Board of Directors. A question regarding special assessments of the membership shall require a two-thirds (2/3) majority vote. 2 Section 7. Proxies. At any meeting of the members, each municipal and associate member entitled to vote may be represented by a proxy. Proxies shall be selected in a manner as may be determined by the member, which they represent and may be instructed by such member.The designation of proxies must be provided in writing to the Executive Director the day prior to the meeting. The power of the proxy to vote on any issue which may come before the meeting will be presumed unless the written designation of proxy describes any limitations on the proxy's power. Section 3. Resignation/Vacancy. Any member of the Board of Directors may resign at any time by giving written notice of such resignation to the Board of Directors. Vacancies on the Board of Directors by reason of death, resignation, removal by the Board (requires an affirmative vote of the majority of the Board of Directors), or change in sub-region residence, shall be filled by Board appointment from sub- region nominations until the next annual meeting. In filling a vacancy, the Board shall, as far as is practicable, preserve the various main interest and geographic representation on the Board. Erik Obrien Southwest Alaska Municipal Conference 3300 Arctic Blvd, Suite 203 Anchorage, AK 99503 P: 907-562-7380 3 Board of Directors SWAMC's current Board of Directors is composed of three members from each of the Southwest Alaska sub-regions: Bristol Bay, Kodiak Island, and the Aleutian/Pribilofs. In addition,there are two at-large seats that serve on the Board. Louise Stutes - President 2015* Mayor'Alice Ruby-Vice'Pres:2014 Kodiak Municipal Seat Bristol'Bay,Associate Seat Kodiak Island Borough Bristol Bay Economic Development Corp. 2230 Monashka Way PO Box 889 Kodiak, AK 99615 Dillingham, AK 99576 w: (907)486-8757 w: (907)842-6411 Layton Lockett"--;,Treasure?2014 or Shirley'Marpuaiidt 2014 Aleutians/Pribilofs Municipal Seat Aleutians/Pribilofs Municip'al's a City of Adak City of Unalaska PO Box 2011 PO Box 610 Adak, AK 99546 Unalaska,AK 99685 v: (907) 592-4500 v: (907) 359-2077 c: (907) 317-2031 GIen:Gard"n'et20114 Mayor Dan Clarion 2015 At, `;LargeSeatlB Kodiak Municipal Seat Shumagin Corporation City of Ouzinkie PO Box 444 PO Box 109 Sand Point,AK 99661 Ouzinkie, AK 99644 v: (907) 383-2696 w: 907-680-2251 c: 907-942-7822 Trevor Brown 2014 TbeSiilliVa i112015 Kodiak Associate Seat AV.Large'-SeatAr Kodiak Chamber of Commerce Sullivan Richards LLP 100 Marine Way,Suite 300 4005 20th Ave. West, Ste. 221 Kodiak, AK 99615 Seattle, WA 98199 v: (907)486-5557 v: (206) 995-8286 Michelle.RaVenmoon 2014 Mayot Dan0'Hara 2015 Bristol Bay,MUnicip'al Seat Bristol!Bay Municipal Seat Lake & Peninsula Borough Bristol Bay Borough Pope-Vannoy, Lake Iliamna Naknek, AK 99633 Kokhanok, AK 99606 v: 907-246-4470 v: 907-781-2424 c: 907-439-1001 Paul Gr`onhold!l2015 Aleutians/Pril ilofs Associate'Seat Commercial Fisherman PO Box 288 Sand Point, AK 99611 v: (907)383-4081 *The year beside each Director's name indicates when the seat is up for election. KODIAK ISLAND BOROUGH WORK SESSION Work Session of: 94 / 1 3 Please PRINT your name Please PRINT your name /74--/;61/1 62.5 121,0=152)1i 0\1\CA∎ Spa vY e 0 \k' 1 Nyvv v