Loading...
01_CKODIAK ISLAND BOROUGH Assembly RegularMeeting July 16 2009 regular meeting of the Kodiak Island Borough Assembly was held Thursday July 16 2009 in the Assembly Chambers of the Kodiak Island Borough BuIlding 710 MIII Bay Road The meeting was calledto order at 730 p.m The invocation was given by Sergeant Major Dave Blacketer of theSalvation Army Deputy Presiding Officer Branson led the Pledge of Allegiance Present were Deputy Presiding Officer Pat Branson Assembly members Jerrol Friend Judy Fulp Dave Kaplan Chris Lynch arid LouLse Stutes Staff members present were Manager Rick Gifford Clerk Nova Javier arid Deputy Clerk Marylynn McFarland KAPLAN moved to excuse Mayor Selby who was attending the NACO Conference and Assembly member Jeffrey who was out on personal leave VOICE VOTE ON MOTION CARRiED UNANIMOUSLY APPROVAL OF AGENDA ANDCONSENT AGENDA STUTES moved to approve the agenda and consent agenda VOICE VOTE ON MOTION CARRIED UNANIMOUSLY APPROVAL OF MINUTES None. AWARDS AND PRESENTATIONS Manager Gifford presented the Employee of the Quarter Award to Teresa Medina Cashier in the Finance Department CITIZENS COMMENTS Roxanne SalcidoEnvironmental Coordinator for theNative Village of Afognak spoke on the importance of the recycling program provided by Threshold Services Inc Emil Norton and Gretchen Saupe spoke in support of the Senior Citizens of Kodiak non-profit agencies and thanked the Assembly for financial support Marian Johnsonand Bonnie Dillard spoke in support of recycling in Kodiak Nick Troxell owner of NicksAuto Wrecking Salvage and Metal Recycling spoke about specific language in the Recycling Process Request for Proposal RFP Maroje Jaskovich spoke in support of the Threshold contract andban on fireworks Majqie Rocheieau spoke in support of the bond ordinances and theThreshold contract Lisa Polito Mary Forbes Eric EnvaIt Rachel Nummej Jennrfer RichcreelcRhorida MakerLindaHimmelbloomSylviaPanzarellaStephanieLoveandJenniferPolleyspokeinsupportof theThreshold contract Kodiak Island Borough Assembly Minutes July 16 2009 Page 703 KarenYashin spoke in support of recycling non-profits and the Humane Society of Kodiak Iver Malutin spoke in support of education the bond ordinances and recycling Melissa Borton Bill .WafkinSteve Doerksen Nick Watkins Jessica Rauwolf4 Clair Brodie Joe Floyd and Joe Mendoza spoke in support of the bond ordinances Mike Mulligan spoke in support of recycling and non-proffi organizations Geneneiva Pearson spoke in support of the bond ordinances recycling and stop light at Birch and MIII Bay Road Mel Stephens spoke against the bond ordinances and the indebtedness that they would incur and questioned thecost estimations and the current school district coffers Bob Brodie andMaqgie lngve spoke in support of recycling and the bond ordinances Scott Williams spoke in support of the bond ordinances and addressed the issue of theschool distjicts cost estimation in that every step possible hadbeen taken to bring the reconstruction and remodel of the high school to this stage of development Cheryl McNeil spoke against the Threshold contract questioning thecost ratios HeatherPeterson voicedher support of recycling and did not support the bond ordinances Petal Ruch spoke in support of the bond ordinances addressing the multi-functional uses of the high school building which included an emergency evacuation site Ellen Simeonoff spoke in defense of the Recycling Services RFP that was submitted by Threshold Services Inc and spoke in support of the bond ordinances COMMI1TE REPORTS Assembly member Kaplan reported that the Parks and Recreation Committee was in negotiations for theMaster Trails Plan and it should be beforethe assembly for approval in the very near future PUBLIC HEARING Ordinance No FY2009-01 Amending Ordinance No FY2009-01 Fiscal Year 2009 Budget by Amending Budgets to Account for Various Revenues that are Over Budget Provide for Additional Expenditures Budget New Projects and Move FundsBetween Projects FRIEND moved to adopt Ordinance No FY2009-01 Ordinance No FY2009-01 was for the fiscal year end budgetadjustments In theGeneral Fund theMiscellaneous line item in the revenue section of the General Fund was increased by $67000.Tho use of fund balance in the General Fund was decreased by $69000 The School District SupportDepartment was decreased by $84000 Transfersout was increased by $272000$62000was for increasedcosts in the School Buildings Department in the Building andGroundsFundand $210000was for hospital parking In the Building andGroundsFund School Buildings Department expenditures were expected to exceed the budget by $70000 new department entitled School Building Major Maintenance was created and budgeted at $12000 The Wornens Bay Road Service District expenditures exceeded its budget by $6006 The Bay View Road Service District expenditures exceeded its budgetby $4670 Kodiak Island Borough Assembly Minutes July 16 2009 Page 704 The Borough needed to amend the debtservice budget to account for the refunding of the 1998bondissueTheBoroughclosedcertaincompletedprojectsattheendofFY2009andthis ordinance moved the unexpended funds to other projects The Borough canceiled certain projects and this ordinance moved the unexpended funds to other projects The Borough received $2500000 grant to repair and pave theroads in Service District AreaNo$130000 grant for school supplies and equipment $125000 grant from the DenaliCommissionforanislandwidetransportationstudyandexpectedtoreceive$100000 grantfromtheStateofAlaskaDepartmentofTransportationforanislandwidetransportationstudyTheBoroughwasreimbursed$3238143 by the State for the Boroughs Seismic projects the proceeds of whichwould beused for other Borough projects Clerks Note Between the introduction and the public hearing there were changes proposed bystaffandItwasnecessarytoamendtheordinancebysubstitution KAPLAN moved to amend Ordinance No FY2009-01 by substitution ROLL CALL VOTE ON MOTION TOAMEND CARRIED UNANIMOUSLY Branson Friend FuIpKaplan Lynch and Stutes Deputy Presiding Officer Branson opened the public hearing Seeing and hearing none DeputyPresidingOfficerBransondosedthepublichearing ROLL CALL VOTE ON MOTIONAS AMENDED CARRIED UNANIMOUSLY Friend FuipKaplanLynchStutesandBranson Ordinance No FY2OIO-02 Amending the Kodiak Island Borough Code of Ordinances Title Administration and Personnel Chapter 2.40 Records Management Chapter 2.50 BoroughClerkSection2.50.020 Duties and Chapter 2.55 Engineering and Facilities DepartmentSection2.55.010 Engineering and Facilities Department Dfrectcr STUTES moved to adopt Ordinance No FY2O1O-02 The existing Records Management code was put in place in 1975 with minor changes in 1979and1998StaffdeterminedtheneedtobringitintocompliancewithrecentandexistinglawsandregulationsTheoldKIBC2.25.200 was repealed in its entirety and new Chapter 2.40wasestablishedThenewchapterincludedpoliciesthatreflectedindustrybestpracticesStaffs research and proposalconsideredAlaska Statutes codes from other municipalities andconsultationwithBoroughstaffandBoroughAttorney Deputy Presiding Officer Branson opened the public hearing Seeing and hearing none Deputy Presiding Officer Branson closedthe public hearing ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY Fuip Kaplan Lynch StutesBransonandFriend BOROUGH MANAGERS REPORT Manager Gifford reported on the following New pool expected to be completed in August Bids for Woodland Acres paving project were due July 21 and would be awarded by July302009 Borough project updates were available on the Kodiak Island Borough website Kodiak Island Borough Assembly Minutes July 16 2009 Page 705 He would be out of the office July 24 through August for personal leave and to attend the Alaska Municipal Leagueconference MESSAGESFROM THE BOROUGHMAYOR None UNFINISHED BUSINESS None Deputy Presiding Officer Bransonrecessed the meeting at 850 p.m andreconvened the meeting at 855 p.m NEW BUSINESS Contracts Contract No FY201009 Providence Kodiak Island Counseling Center Services to KIB School District for School Year 2009-2010 FRIEND moved to authorize the Manager to execute Contract No FY2OIO-09 with Providence Kodiak Island Counseling Center of Kodiak Alaska to provide mentalhealth services for the 2009-2010 school year in anamount not to exceed $381350 The Agreement was between the Kodiak Island Borough and ProvidenceKodiak Island Counseling Center wContractor setting forth theterms and conditions pursuant to the contractor providing mentalhealthservices for the Kodiak Island Borough schools The contractor worked with the School District to Identify anddocument mutual understanding of the programs scope arid requirements with focus on ensuring the greatest amount of quality service within the budgeted amount of $381350 which was the same amount as last year ROLL CALL VOTE ON MOTIONCARRIED UNANIMOUSLY Kaplan Lynch Stutes Branson Friend and Fuip Contract No FY2OIO-0t Kodiak Island Borough Facilities Fuel Oil Delivery This item was approved under the consent agenda The contract would supply and deliver and heating oil to KIB facilities which includedthe Landfill/Baler Building KIBAdmin Building Chiniak Tsunami Shelter KFRC Laboratory Facffity and dorms Fire Stations other KIB rental facilities such as the cottage buildings 720Egan and the Annex Building The benefit of the bid process was to combine the quantity of heating fuel needed for all KIB facilities with the quantities of fuel needed by the School District and the Hospital for bulk purchase The bid packet for heating fuel went out for year option term or year option term Results came back with one bidder The bid offered margin of 17 cents for one year contract and16 cents for three year contract Because the margin for the three-year contract was lower thanthe one year contract it wasrecommended that KIB enter into contract with Petro Star for three year contract based on margin of 16 cents above the weeklyaverage of the posted Seattle OPIS price Thesewere the same terms that theschool district selected when they approved the heating fuel contract with Petro Star Inc at the last meeting VENDOR Town Town CH1NIAK Petro Star Inc year $0.17 $0.17 $0.17 Petro Star Inc year $0.16 $0.16 $0.16 Kodiak Island Borough Assembly Minutes July 16 2009 Page 706 Contract No FY2O1010 Recycling Contract with ThresholdServjces Inc KAPLAN moved to authorize the Manager to execute Contract No FY2O1O-10 with Threshold Services Inc of Kodiak Alaska for time and material contractestimated to be $281450 for the period of July 2009 through June 30 2010 The Kodiak Island Boroughs landfill enterprise fund was financed through user fees residential and commercial garbage fees as well as fees charged at the landfill for varying wastes These funds covered costs for the solid waste collection contract landfill operational disposal costs and community recycling efforts Request for Proposal RFP was advertised end the only responder was Threshold Services Inc The cost proposedby Threshold Inc of $380 per ton exceeded the $150 per tondesired in the RFP however during negotiation the price.was reduced to $325 per ton The contract was based on the amount of recyclables shipped off island similar to time and material contractanditwasestimatedthatthecontractwouldtotal$281450 The landfill budget was budgeted at $130000 for recycling services In order for the landfill budget to cover the balance of this expense it was estimated that rates would need to be increased.The negotiatedcontract was for one year July 2009 through June 30 2010 with two one-year options to extend Assembly member Fulp spoke in support of theThreshold contract and was hopeful that the garbage rates would not be increased She also wanted to see financial plan fromThreshold Services Inc where their revenueswould meet their expenses Assembly member Stutes agreed that recycling was an important servIce iii the community however she was concerned with the RFP process followed on the contract She spoke tothe fact thatother bidders-should havebeen able to have the same information as Threshold Services Inc STUTES moved to postponeawarding the contract until September 2009 regular meeting in order that everyone would have the same opportunity to bid ROLL CALL VOTE ON THE MOTION TO POSTPONE FAILED THREETO THREE Lynch Branson and Kaplan Noes Friend FuIp and Stutes Ayes In response to Assembly member Friends question about thecost of services if the contract was awarded for one month Manager Gliford reported that hehad signing authority up to $25000 and depending upon volume he would see how long that amount would last Assembly member Lynch disclosed her position as President of the Board of Threshold Services lnc She outlined how Threshold responded to the RFP She explained in detail how the Borough followedthe code for the REP Assembly member Kaplan spoke in support of the Thresholdcontract and summarized comments from letter received from Linda Kowan in Port Lions stating that their tribal council was dependent on the recycling of Threshold Services Inc and their environmental efforts would suffer greatly without their services Assembly member Branson explained the difference between an RFP and Request for Bid She explained that the Thresholdcontract was for year and advised other recyclingbusinessesinterestedtostaytuneforfuturedevelopmentsInresponsetoAssemblymember Bransons question of what would happen if thecontract was not renewed Manager Gifford reported that Borough funding would not be available andhe did not know how long it would take for someone else to take on recycling program Kodiak Island Borough Assembly Minutes July 16 2009 Page 707 ROLL CALL VOTE ON MAiN MOTION CARRIED UNANIMOUSLY Stutes Branson Friend Fuip Kaplan and Lynch Assembly member Stutes changed hervote to the prevailing side Resolutions Resolution No FY2O1O-03 Approving Fiscal Year 2010 Kodiak Island Borough Non-Profit Funding LYNCH moved to adapt Resolution No FY2O10-0 Resolution No FY2OIO-03 was the framework in which the Assembly distributed the Borough funds set aside in the Fiscal Year 2010 budget to various non-profit agencies Assembly member Friend spoke in support of non-profits ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY Stutes Branson Friend Fuip Kaplan and Lynch Resolution No FY2O1O05 Appointing Members to the Kodiak Fisheries Development AssociationThis item was approved under the consent agenda The Kodiak island Borough and City of Kodiak jointly designated the Kodiak Fisheries Development Association KFDA as the eligible crab community entity ECCE The by-laws of the KFDA provided for appointment ofDirectorsto the Board by the Kodiak Island Borough Assembly and the Kodiak City Council The by-laws statethat appointments take place annually at July meetings of the Assembly and City Council and that Directors have staggered three year terms of aflice The following individuals are appointed as Directorsof the Kodiak Fisheries Development Association with the noted terms City Appointees CrabProcessor Rep Mike Woodruff 7/10 appointment Crab Harvester Rep Jeff Stephan 7/11 reappointment Joint Appointees Stosh Anderson 7/10 joint appointment Donna Jones 7/08 joint appointment Lame Welch 7108 joint appointment Borough Appointees CrabProcessor Rep Tuck Bonney 7/12 reappointment Crab Harvester Rep Jerry Bongen 7/12 reappointment Resolution No FY2O1O-02A Amending Resolution No FY2OIO-02 Amending the Fees of the Kodiak Island Borough KAPLAN moved to adopt Resolution No FY2O1O-02A The Assembly requestedproposal for metals recycling in Kodiak and until contract was awarded the Assembly wished to amend page 11 of the FY2O1O fee schedule as follows 8a Metals $275.00/ton 8b Vehicles up to 7000 pounds $475.00 per vehicle The intent of the resolution was to put Request for Proposal out to evaluatecosts of recycling metals Kodiak Island Borough Assembly Minutes July 16 2009 Page 708 Assembly members FuIp Stutes and Branson spoke in support of the resolution Assembly member Lynchspoke against the resolution ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY Brenson Friend FuIp KaplanandStutesAyesLynchNo Ordinances for Introduction Ordinance No FY2OIQ-03 Authorizing the Borough to Issue General Obilgation Bonds in the Principal Amount of not to Exceed $76310000 to FInance the PlanningDesign and Construction of School and Related Capital Improvements in the Borough Including Without Limitation the Reconstruction and Renovation of the Kodiak High School and to Submit the Question of the Issuance of Such Bonds to the Qualified Voters of the Borough at the October 2009 Regular Borough Election KAPLAN moved to adopt Ordinance No FY2OIO-03 in first reading to advance to public hearing at the next regular Assemblymeeting The Kodiak Island Borough School District desired to renovatethe Kodiak Island High School and construct additional facility space Educational requirements had changed since Kodiak High School was originally constructed in 1966 as regional education center The instructional space available for Kodiak High School did not support.the instructional programs which were needed to preparehigh school students for success The currentstate debt service reimbursement plan provided that theState of Alaska would reimbursethe Borough for not less than 60%of debt service on the eligible portionof bonds authorized by the qualified voters of the Borough between October 2006and November 30 2010 to pay costs of school construction additionsto schools and major rehabilitation projects Stewart McDonald Supenntendent of the Kodiak Island Borough School District gave presentation in support of the bond ordinances Assembly members Stutes Lynch Friend Kaplan and Branson spoke in support of the bond ordinances in orderthat questions would go beforethe voters They stressed the importance of educating the voters on the costs ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY Friend Fulp Kaplan Lynch Stutes and Bransori Ordinance No FY20 10-04 Authorizing the Borough to IssueGeneral Obligation Bonds in the Principal Amount of not to Exceed $12500000 to Finance the PlanningDesign and Construction of Renewalsand Replacements of Borough Facilities and to Submit the Question of the Issuance of Such Bonds to the Qualified Voters of the Borough at the October 2009 Regular Borough Electkrn FRIEND moved to adopt Ordinance No FY2O1O-04 in first reading to advance to public hearing at thenext regular Assemblymeeting The Borough currently owned over $200000000 worth of buildings as reflected on thevalues listed on theinsurance schedules The number did not includethecost of theland or site improvements and part of thecost of ownership was to renew and/or replace parts of the buildings The proceeds of the bond $125000QQ equaled 6.25%of the current value of the buildings and would be in thebest interest of the Borough to keep buildings properly Kodiak Island Borough Assembly Minutes July 16 2009 Page 709 maintained Approximately 73%of the buildings were school buildings which qualified for 70% debt reimbursement fromtheState of Alaska Assembly member Stutes spoke in support of moving the bond ordinances forward and expressed concern about securing bond for maintenance items Assembly member Branson noted that renovation In the villages were included in the bond ordinances and encouraged the public to become familiar with them ROLL CALL VOTE ON MOTION CARRIEDUNANIMOUSLY Fuip Kaplan Lynch Stutes Branson and Friend Other Items None CITIZENS COMMENTS Me Stephens spoke against the bondordinances commenting specifically about the $4.2 million bond proposition that was passed in 2004 to fundvocationaleducation refurbishing Mr Stephensspoke against the approval of theThreshold contract warning the Assembly of being in violation of the Boroughs procurementprocess ASSEMBLY MEMBERCOMMENTS Assembly member Stutes Kaplan Lynch and Branson congratulated Teresa Medina for her receipt of the Employee of theQuarter Award Assembly member Friend had no comments Assembly member Fulp was pleased to see the arrival of the cruise ships in Kodiak Announcements Deputy Presiding Officer Branson announced that the Assembly would meet in special meeting andwork session on Thursday July 2009 at 730 p.m in the Borough Conference Room The next regular meeting was scheduled on ThursdayAugust July 16 2009 at 730 p.m in the Borough Assembly Chambers ADJOURNMENT FRIEND moved to adjourn the meeting ROLL CALL VOTE ON MOTIONCARRIED UNANIMOUSLY Kaplan Lynch Stutes Branson Friend and FuIp The meeting adjourned at 950 p.m KODIAK ISLAND BOROUGH ATTEST JeromeM Selby Mayor Approved September 2009 Kodiak Island Borough Assembly Minutes July 16 2009 Page 710