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