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01_OKODIAK ISLAND BOROUGH Assembly RegularMeeting January 16 2014 regular meeting of the Kodiak Island Borough Assembly was held on Thursday January 16 2014 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 Major Michael Bates of theSalvation Army Mayor Friend led the Pledge of Allegiance Present were Mayor Jerrol Friend Assembly members Tuck Bonney Dave Kaplan Chris Lynch Frank Peterson Jr andMel Stephens Staff members present were BoroughManager Bud Cassidy Engineering and Facilities Acting Director Dave Conrad Engineering and Facilities Projects Manager Matt Gandel Clerk Nova Javier and Deputy Clerk Jessica Kilborn KAPLAN moved to excuse Assembly members Austerman and Griffin who were absent due to personal leave VOICE VOTEON MOTION CARRIED UNANIMOUSLY APPROVALOF AGENDA BONNEY moved to approve the agenda VOICE VOTEON MOTION CARRIED UNANIMOUSLY APPROVALOF MINUTES None AWARDS AND PRESENTATIONS Manager Cassidy presented the Employee of theQuarter Award for the fourth quarter of 2013 to John Rhines PC Network Tech II in the Information Technologydepartment Mayor Friend proclaimed the month of January 2014 as National Stalking AwarenessMonth and applauded the efforts of the many victim service providers police officers prosecutors national and community organizations and private sector supporters fortheir efforts in promoting awareness about stalking CITIZENS COMMENTS Judi Kidder spokeon the Boroughs use of the Facilities Fund Marie Rice Tatiana Schneider Sydney Mutch and Mallory Arnold spoke in support of Resolution No FY2014-23 Zachery Lloyd spoke to thelack of affordable housing in Kodiak and in opposition of current zoning codes regarding the use ofrecreational vehicles on private property Mayor Friend encouraged Mr Lloyd to present his comments to the Planning and Zoning Commission Kodiak Island Borough Assembly Minutes January 16 2014 Page 1313 COMMITTEE REPORTS Assembly member Lynch reported on the Kodiak Fisheries Work Group meeting held on January She announced thedeadline for receiving proposals for the Fisheries Analyst REP was Friday January 17The next meeting was scheduled on Monday January 27 at 830 am in the Borough Conference Room PUBLIC HEARING Ordinance No FY2014-O1C Amending Ordinance No FY2014-01 by Amending the Budgets for the Landfill Lateral Expansion Project Phase Ill Due To Increased Project Cost Estimates KAPLAN moved to adopt Ordinance No FY2014-O1C The budget amendment would increasethe Landfifl Lateral Expansion Project by $3357452 Bids for Landfill Lateral Expansion Phase Ill Project wereopened on Wednesday December 11 2013 Based on the bid results the total project cost would increase to $32000000 The additional $3357452 project costs would be funded by an amendment to theAlaska Clean WaterFundLoan per Resolution No FY2014-20 adopted by the Assembly on November 2013 Mayor Friend opened the public hearing Seeing and hearing none Mayor Friend closed the public hearing ROLLCALL VOTE ON MOTION CARRIED FOURTO ONE Bonney Kaplan Lynch and Peterson Ayes Stephens No BOROUGH MANAGERS REPORT Manager Cassidy reported on the following Payment in Lieu of Taxes PILT issue update There was good chancePILT could be funded through the Farm Bill Staff was preparingposters for the Community Legislative Reception in Juneau on February 27 The top project to be highlighted at the event was the Landfill Expansion project Open house for Long-Term Care Facility was scheduled on Saturday February Finance Director Short was in New York working with the BondBank for the purpose of attempting to increasethe bond rating to AA for cost savings to the Borough MESSAGESFROMTHE BOROUGHMAYOR None UNFINISHED BUSINESS None NEW BUSINESS Contracts Contract No FY2OI 4-23 Agreement for Code Compliance Review Services for the Kodiak Landfill Lateral Expansion Phase Ill Leachate Treatment Plant Facility Design Documents Kodiak Island Borough Assembly Minutes January 16 2014 Page 1314 LYNCH moved to authorize the manager to execute Contract No FY2014-23 with PC Associates of Orange California for Code Review Services for the Kodiak Landfill Lateral Expansion Phase Ill Leachate Treatment Plan Facility Design Documents in anamount not to exceed $35350 Engineering/Facilities staff discussedthe need for Code Compliance Review with the local building officials The Code Compliance Review was normally outsourced by the local building official to verify that the building would meet all code requirements and fees were charged to the project Considering all factors involved in the project the consensus from risk cost and quality control perspective was that the proposed reviewsfrom third party would provide value to the project PC Associates wasrecommended as leading firm in design review and reporting The firm providedthorough interdisciplinary review methodology as described in the proposal References were checked with consultants and firms in thebusiness of deliveringlargeprojects resulting in positive responses PC Associates specialized in plan review andhad perlormed their services throughout the west since 1989 In accordance with KIBC 3.30.070A which allowed for the exception to the procurement rules for contracts for professional or uniqueservices staff recommended authorizing the manager to enter into professional services agreement with PC Associates for theservices outlined in the proposal ROLL CALL VOTEON MOTION CARRIED FOURTO ONE Kaplan Lynch Peterson and Bonney Ayes Stephens No Contract No FY2014-24 Landfill Lateral Expansion Phase Ill Leachate Treatment Plant LYNCH moved to authorize the Manager to execute Contract No FY2014-24 with ASRC SKW Eskimos Inc of Anchorage Alaska for the Kodiak Lateral Landfill Leachate Treatment Plant Construction in an amount not to exceed $9327000 The contract was for the Kodiak Landfill Lateral Expansion Phase Ill Treatment Plant Project as provided in theconstruction documents prepared by CH2MHiII Inc The construction documents bid documentsand associated addendawere available for review Bids were received in response to the Boroughs Invitation to Bid dated November2013 Four bids were opened on December 11 2013 After reviewing bids staff determined that ASRC SKW Eskimos Inc of Anchorage Alaska was the responsible bidder having submittedthe lowest responsive bid The bidtabulation was provided to the Assembly ROLL CALL VOTE ON MOTION CARRIED FOURTO ONE Lynch Peterson Bonney and Kaplan Ayes Stephens No Change Order No Amending Contract No FY2014-13 Architectural and Engineering Services Term Contract for Design and Construction Administration for theChiniak Underground Storage Tank Replacement Project Kodiak Island Borough Assembly Minutes January 16 2014 Page 1315 LYNCH moved to authorize the Manager to execute Change Order No Amending Contract No FY2014-13 with Jensen Yorba Loft Inc of Juneau Alaska for Architectural and Engineering Services Term Contract in an amount not to exceed $53411 The Borough had termcontract with Jensen Yorba Loft Inc JYL for architectural and engineering services The change order would authorize JYL to proceed with design and construction administration work for theChiniak UST Replacement project The scope of this project was closure-in-place of an existing 10000 gallon underground fuel tank closure and removal of an existing 500 gallon underground fuel tank and installation of new aboveground 3000 gallon fuel tank JYL was previously authorized to start pre-design work on theChiniak UST project which included site visits and preparation of materials necessary to obtain Alaska Department of EnvironmentalConservation ADEC permits The pre-design work was completed The change order would authorize JYL to proceed with design and construction administration work for theChiniak UST project including the production of construction documents for bidding purposes answering contractor questionsduringbidding and construction and providing ADEC mandated decommissioning plans soil sampling and reporting ROLLCALL VOTEON MOTION FAILED THREETO TWO PetersonKaplan and Lynch Ayes Bonney and Stephens No Resolutions Resolution No FY2014-23 Supporting theReinstatement of Fulltime Cooperative Extension Agent fromthe University of AlaskaFairbanks to Kodiak KAPLAN moved to adopt Resolution No FY2014-23 The resolution was requested by Mr Lorne White and was also discussed at the January Assembly work session The resolution was requesting the Kodiak State Representative and State Senator to fully fund cooperative extension agent in Kodiak in the amount ofat least $92100 peryear starting in July 2014 FY2015 similar resolution Resolution No FY2O1O-27 was adopted by the Assembly in February 2010 Upon adoption the resolution would be forwarded to the Governor the Kodiak State Legislature and the University of Alaska Board of Regents ROLLCALL VOTEON MOTION CARRIED UNANIMOUSLY Stephens Bonney Kaplan Lynch and Peterson Resolution No FY2014-24 Authorizing the Borough to Issue General Obligation School Bonds in the Principal Amount Not to Exceed $25000000 to Provide Funds for School and Related Capital Improvements in the Borough and to Pay Costs of Issuing the Bonds Fixing Certain Detailsof Such Bonds Authorizing Their Sale and Providing for RelatedMatters KAPLAN moved to adopt Resolution No FY2014-24 Kodiak Island Borough Assembly Minutes January 16 2014 Page 1316 AlaskaStatutesSection29.47.410 provides that the Assembly by resolution may provide for the form and manner of sale of bondsand notes Pursuant to Borough Ordinance No P12010-03 adoptedAugust 2009 the question of whether the Borough should issue not to exceed $76310000 in general obligation bonds for the purpose of paying the cost of planning designing and constructing school and related capital improvements in the Borough including without limitation the reconstruction and renovation of the Kodiak High School was presented to thevoters at the regular Borough election held on October 2009 as Proposition No Proposition Proposition was passed and approved by thevoters The Assembly found that it was in thebest interest of the Borough to plan design and construct theschool capital improvements described in Proposition as the reconstruction and renovation of the Kodiak High School the Project and to issue not to exceed $25000000 principal amount of general obligation bonds referredto in Proposition to pay part of thecosts of the Project and costs of issuing the bonds ROLL CALL VOTEON MOTION CARRIED UNANIMOUSLY Bonney Kaplan Lynch Peterson and Stephens Resolution No FY2014-25 Establishing theTravel Policy of Assembly Members as Liaisons to Rural Communities PETERSON moved to adopt Resolution No FY2014-25 The resolution was sponsored by Assembly member Griffin It recognized the vital importance of establishing and maintainingstrongworking relationships with the Boroughs rural communities as key component of sustainable governance The resolution would allow Assembly members serving as liaisons to the rural communities permission to travel to theirrural community assignments at least twice per year ROLL CALL VOTEON MOTION CARRIED FOURTO ONE Kaplan Lynch Peterson and Bonney Ayes Stephens No Ordinances for Introduction None Other Items None CITIZENS COMMENTS Marion Owen thanked the Assembly for its support on Resolution No FY20 14-23 Judi Kidder spoke to the efforts of the Clean-up Kodiak group and encouraged the Borough to place dumpster at Mill Bay Beach to allow the public to properly dispose of trash when visiting the beach Kodiak Island Borough Assembly Minutes January 16 2014 Page 1317 ASSEMBLY MEMBERS COMMENTS Assembly members Kaplan1 Lynch and Peterson congratulated John Rhines Employee of the Quarter Award recipient Assembly member Peterson thanked those who addressed the Assembly during Citizens Comments specifically Mallory Arnold Sydney Mutch and Tatiana Schneider Assembly member Bonney addressed the comments made regarding the Facilities Fundand spoke in support of staff efforts regarding the funds Assembly member Stephens spoke to the Facilities Fund addressed concerns regarding an event at the last work session where point of order was made and expressed concerns regarding the lackof monthly financial reports and the lateness of theannual budget report He also spoke againstsending money off-island for jobs that could be possibly done locally requested that the Assembly disregard the three minutesallowed for citizens comments at meetings arid addressed comments expressedby Mr Lloyd regarding recreational vehicles used on private property Announcements Mayor Friend Mayor Friend announced that the Borough offices would be closed on Monday January 20 in observance of MartinLuther King Day The next Assembly work session was scheduled on ThursdayJanuary 30 at 730 p.m in the Borough Assembly Chambers The next regular meeting was scheduled on Thursday February at 730 p.m in the Borough Assembly Chambers ADJOURNMENT KAPLAN moved to adjourn the meeting ROLLCALL VOTEON MOTION CARRIED UNANIMOUSLY Lynch Peterson Stephens Bonney and Kaplan The meeting was adjourned at 849 p.m 7KIRG errol Fer 6rough Mayor Approved on February 2014 Kodiak Island Borough January 16 2014 Assembly Minutes Page 1318 ih Clerk