2015-05-19 Special Work Session Kodiak Island Borough
Assembly Special Work Session
Tuesday, May 19, 2015, 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.
Page
1. CITIZENS' COMMENTS (Limited to Three Minutes per Speaker)
2. AGENDA ITEMS
2 - 21 a. Budget Review of the General Fund, Capital Projects Fund,
Special Revenue Fund, Debt Service Fund, and Enterprise
Funds.
05082015 i f
KIB Landfill and Leachate t Tucker n
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3. MANAGER'S COMMENTS
4. CLERK'S COMMENTS
5. MAYOR'S COMMENTS
6. ASSEMBLY MEMBERS COMMENTS
Page 1 of 21
AGENDA ITEM #2.a.
Kodiak Island Borough
MEMORANDUM
TO: Honorable Mayor and Assembly M bets
the Kodiak Island Borough
THROUGH: Bud Cassidy,Borough Manager
FROM: Karleton Short,Finance Director
® FY2016 Budget questions
DATE: May
1 , 15
These are the Assembly questions concerning the FY2 6 budget from the May 14,2015
Assembly meeting.
1. Where do we get the additional$585,600 to fund the school district:
a. We can raise the ndil to by.5 mills($600,000)
b. We can use part of the General Fund fund balance. Currently at$3,531,972.
c. We can cut General Fund expenditures by:
i. Freezing vacant positions in General Fund- $80,000 to$100,000 savings
per vacant position. At this time there am 2 vacant positions in the
Manager's Office and one in Community Development.
ii. Reduce funding of non-profits to a larger extent. Currently at$390,000
(325 mills)
iii. Reduce the appropriation to Kodiak College, (currently funded at
$180,000).
d. We can increase allocations from projects and bring more money into the general
fund. Estimated to be approximately$50,000.
e. Allocating part of the General Fund expenditures to service district,fire districts,
and
others cil revenue funds. (Contract management,assessment of property
values,tax collections,accounts payable,payroll,and other general expenditures,
f. We can increase alocations to projects and bring back proposals t o t he next work
session. We can also look at these allocations during FY2016 and account for
them through a mid-year budget adjustment.
g. Based on conversation with the Manager it is recommended to raise the mill to
1A of a mill(this would increase property taxes on a$300,000 home by$75.00)
and generate$300,000 and use$285,600 of the General Fund fund balance. If we
find additional sources of funds throughout the year it will just mean that our"use
of Fund Balance"will go down.
2. Page 71 -General Fund—General Administrative-advertising Most oft se costs were
for legal expenses related to property tax foreclosure. We will move the to the
Borough Attorney's department. The rest is advertising for a sale of surplus borough
items. We will leave the costs in the department.
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AGENDA ITEM #2.a.
3. The property insurance on the High School will go up approximately$45,000.
4. We have printed a new copy of page 126 that shows the various positions that spend lime
in the building and grounds fund and how much is budgeted for each position.
5. Page 133—Mental Health Center-We have moved$3,000 from the Repairs and
Maintenance line item to the Insurance and Bonding line item.
6. Page 136—Building and Grounds—Sc of Building Major Repairs. We should have
budgeted$25,000 for contracted services. These funds are for the maintenance
agreements for the DDC controls for the school facilities that have not been upgraded.
The school District is to supply the maintenance agreements fort schools that have
been upgraded. As we upgrade dr-sc facilities the school district then takes control of the
facilities maintenance agreements. We have two more schools that will be upgraded on
the bond issue that has passed so this should be reduced once those buildings are
complete. We are funding this change with a"use of fund balance"of$25,000.
7. Pages 183-185. Womens Bay Fire Department. We have increased the budget for Real
Property Tax by$3,000,Personal Property Tax by$1, ,and reduced Use of Fund
balance by$4,000.
8. Woodland Acres and Trinity Acres lighting districts. The mill rate for these two funds
are more than is needed. This spreadsheet shows what mill rate is needed to fund these
two funds.
Asessed Estimated Mill Rate Current
Value Expenditures Required Mill Rate
Woodland Acres Ughting District 49,453,5 23 5,0M 0.10 0.25
Trinity Acres Lighting District 11,671,000 2,OM 0.17 0.50
We could reduce the Woodland Acres Lighting District to.10 to.15 mills and Trinity
Acres Lighting District to.25 mills.
2
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Budget Review of the General Fund, Capital Projects Fund, Sp...
AGENDA ITEM #2.a.
Kodiak Island Boroulith Landfill and Leachate Treatment Plant
Operational Activities/Facilities/Equipment Plan
Fiscal Year 2015 through 2018
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Page 1 of 18
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Budget Review of the General Fund, Capital Projects Fund, Sp...
AGENDA I .
Introduction
The KIB Engineering/Facilities Department has been reviewing the operations of the Landfill
over the past year,and overseeing the design/construction of the Leachate Treatment Plant in
order to compile a comprehensive plan for operating and maintaining both facilities.
The following plan outlines future activities at both the KIB Landfill and the soon to be
completed KIR Leachate Treatment Plant. The plan includes proposed operational activities,
Improvements to the facilities,and equipment purchases at both facilities. The plan also
includes a brief description of a proposed addition to the Landfill Staff,a Landfill Attendant,and
the staff required to operate and maintain the Leachate Treatment Plant,a Lead Operator and
an Operator in Training.
Landfill Operations
Year One—FY 2016
• Draft a plan,with ADEC guidance and approval,to manage Construction and Demolition
(CD)debris section of the landfill. The Plan will identify areas for future placement of
CD(the footprint and completed height),the method of processing(sorting/crushing
/shredding/baling),equipment to be used(excavator/tub grinder/front loader/
dozer),and protocol to be followed in disposing of CD. The plan will also include the
handling/processing/placement of debris resulting from the demolition of dwellings.
The Plan will also include proposed revisions to the fee schedule.
• Draft a plan,with ADEC guidance/approval,to accept/handle/place petroleum
contaminated soil(PCS). The plan will identify,If required,specific location(s)within
Cell#1 where PCS will be placed. The method of placement including the equipment to
be used/protocol to be followed(PCS placed between bales?/placed as initial cover
over bales?),the acceptance procedure including required analytical(GRO/DRO/RRO/
VOCs/metals analyses/TCLP/totals)and upper limits of contaminants accepted. The
plan will discuss/describe acceptance(if allowed)of other petroleum contaminated
materials(oily rags/oiled boom/oiled absorbents).The plan will also propose a fee
schedule to accept/handle/place PCS.
• Demolish incinerator. KIB Baler Facility Solid Waste Incinerator and stack will be
disassembled removed from the Baler Facility and shipped off-island as scrap metal.
The incinerator stack roof penetration to be repaired as part of the roof replacement
project.
Year Two—FY 2017
✓ Implement the long range plan to manage Construction and Demolition Debris section
of the landfill. Implementation will include site preparation of those areas identified for
future placement of CD including disposal of debris generated from demolishing
dwellings. Plan may include procurement of Industrial tub grinder to process CD/
reduce volume (grinder could also be used to process untreated wood/brush/stumps
Page 2 of Is
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Budget Review of the General Fund, Capital Projects Fund, p...
AGENDA ITEM #2.a.
with shredded material placed as organic layer over closed portion of the landfill or
provided to CK for compost operation. The plan will also propose a fee schedule to
accept/handle/process(sort)/place mobile homes.
✓ Implement the plan to dispose of petroleum contaminated soil and petroleum
contaminated materials following ADEC guidance/approval and the KIB acceptance
procedure. The plan will include descriptions of the location,the method of placement
Including equipment and placement protocol of the PCS within Cell!#1. The plan will
also include decontamination procedures and employee training requirements.
✓ Draft a plan to manage Marine debris. Proposed plan will identify area(s)for future
placement of large quantities(>10 cubic yards)of Marine Debris delivered to landfill by
marine debris cleanup contractor and/or community groups. This effort will also include
revising the fee schedule to include a new category of waste(to be approved by the KIB
assembly). The Marine Debris could be considered similar to/included with fish gear
and charged at the Commercial Garbage Rate.
Year Three—FY 201
✓ Implement long range plan to manage Marine Debris. The Plan identifies how/where
quantities of Marine Debris>10 cubic yards will be handled/sorted/recycled/and
placed. Plan will also include proposed fee schedule for the debris.
Baler Fciil
Year One--FY 2016
✓ Draft a Preventive Maintenance Plan.The plan will provide a detailed description of
maintenance procedures and will include copies of equipment manuals and a
maintenance schedule,based on manufacturer recommendations and industry
standards,forthe Baler building and appurtenances. The Facility Maintenance Manual
will include detailed descriptions of the maintenance procedures,tools required to
complete the procedure,safety concerns,Lock-out/Tag-out requirements, PPE,
notifications.
✓ Replace the failing roof and flashing with a new metal roof. The roof has not been
replaced since construction of the building in the 10's. Sections of the roof have been
repaired/patched with the last repair/patch completed in 2007. The roof has reached
/exceeded the service life(service life is estimated to be 30 to 50 years in a non-marine
climate)and requires total replacement.
✓ Repair the baler tipping floor by overlaying the existing floor with a specialized
hardened concrete designed for baler tipping floors/areas with high volumes of heavy
traffic. The over coating applied to the center/high wear section of the tipping floor in
2007 has worn away exposing the I-beam wear bars placed within the floor resulting in a
safety/performance issue for the Baler staff(slip/trip/fall hazard)and the exposed
Page 3 of Is
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Budget Review of the General Fund, Capital Projects Fund, p...
AGENDA IT .a.
bears catch the edge of the skid steer bucket causing damage(cracks)to the bucket
attachments.
✓ Replace scale Shack with new updated scale shack relocated next to the truck scale. The
existing scale shack requires complete replacement. Interim repairs,including placing a
steel plate over the floor to prevent landfill staff from falling through,have been
completed but are no longer feasible. The new scale shack would be installed adjacent
to the main scale with a platform constructed from the shack to the scale to allow
landfill personnel to inspect the load,interact with the customer,and accept/process
payment while the customer remains in their vehicle—eliminating the safety hazard of
customers walking between the scale and the Baler facility. Overall site safety and
public safety would be further improved by the addition of a Landfill Attendant who will
be stationed at the new scale shack next to the scale. The addition of the Landfill
Attendant will also significantly minimize interruptions of tipping floor operations. Each
time a customer arrives at the facility the operators must stop sorting/baling of wastes
(which includes shutting down/parking/securing the skid steer loader),after attending
to the customer,the Operators then have to re-start the loader before resuming sorting
/bailing the waste.
Landfill Capital Project Cost Estimate:
Roof Replacement: $201,000
Repair Tipping floor: $100,000
Replace Scale Shack: $100.000
Total: $401,000
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Baler Facility Tipping Floor with exposed rails
Page 4 of la
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AGENDA ITEM #2.a.
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Page S of la
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Budget Review of the General Fund, Capital Projects Fund, 5p...
AGENDA ITEM . .
Year Two--FY 2017
✓ implement the Preventive Maintenance Plan.The plan will provide a detailed
description of maintenance procedures and will include copies of equipment manuals
and a maintenance schedule,based on manufacturer recommendations and industry
standards,for the Baler building and appurtenances.
✓ Replace Household Hazardous Waste storage locker. Purchase two(2)outdoor six drum
capacity/90 mph wind rated insulated/heated outdoor hazardous material storage
lockers. The existing lockers were purchased>15 years ago and extensively significantly
corroded and would require stripping/sand blasting,repair/replacement of the
significantly corroded metal and then repainting/recoating. Cost of the repairs would,
most likely,nearly equal the cost of replacement.
✓ Replace failing siding and flashings. The siding is original,installed during construction
of the building in the mid 1980's and has not been painted/re-coated since installation.
Typical service life(in a non-Maritime climate)of metal siding ranges from 30 to 50
years;the Baler facility siding is approximately 40 years old.
✓ Replace Platforms&Railings. The platforms and railings are original,installed during
construction of the building in the mid 1980's. Modified to conform to current building
code/safety standards.
Landfill Capital Protect Cost Estimate:
(4%added to cost estimates for escalation)
Outdoor Hazardous Materials Storage Lockers: $16,702
Siding Replacement: $250,640
Rails&Platforms: $80.080
Total $347,422
Year Three—FY 2018
✓ Renovate locker room/office/baler control room—renovation to include new flooring
/fixtures/document and health and safety items storage areas.
✓ Replace large overhead door(s)and demolish/infill unused lower level door in rear
(north side)of Baler Building.
✓ Repair/replace concrete floor in lower level of Baler Building—correct drainage Issues.
✓ Grade/pave driveway into facility/surrounding scale/new scale shack/in front of
baler.
Page 6 of 1g
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Budget Review of the General Fund, Capital Projects Fund, p...
AGENDA ITEM . .
Landfill Capital Project Cost Estimate:
J8%added to cost estimates for escalation)
Renovate Locker Room/Office $115,
Grade/Pave Baler Driveway: $250,000
Door Repair and Replacement: $167,400
Total: $532,400
Landfill Equipment
Year One—FY 2016
✓ Purchase a new skid steer loader to replace the 2005 Case Uniloader(skid steer loader).
Existing skid steer loaders reached/exceeded the service life(10 years and 20 years old,
with more than 6,000 hours), have been depreciated,and require continual repairs
(welding of cracks in the rack,difficult to start).
✓ Purchase a new excavator equivalent to the existing 2004 Link-Belt excavator. The new
excavator will initially be used to place the MSW bales within the new lined Cell 111. The
MSW bales must be placed onto the cell liner(daily)not dumped from the bale truck
and pushed into place using either a front loader or dozer. This procedure must be
followed until the cell liner is completely covered with bales,one to two years after
commissioning the cell. The existing Link-Belt excavator will continue to be used to
process/load scrap metal and load cover material (crushed rock)into the rock truck.
Adding a second excavator will eliminate driving an excavator across the site several
times per week to process metals and/or load cover rock.
Landfill Equipment Cost Estimate:
Skid Steer Loader: $ 0,
Excavator;---------------------- $250.
Total: $310,000
Page 7 of 18
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Budget Review of the General Fund, Capital Projects Fund, p...
AGENDA ITEM #2.a.
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Page a of Is
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Budget Review of the General Fund, Capital Projects Fund, 5p...
AGENDA ITEM .
Year Two—FY 2017
✓ Purchase a new front loader to replace the 2003 Case 821C Loader. The 2003 Case
Loader requires extensive repair.An extensive effort was expended in an attempt to
repair the loader. The local(Anchorage)Case representative recommends transporting
the loader to the factor-authorized service facility in Anchorage where the loader will be
repaired and then sold(auctioned). The funds from the auction will be used to off-set
the cost of purchasing loader. The existing loader is used daily to place MSW bales,
move/place cover rock,move/load scrap metal,and move/cover construction and
demolition(C D'debris. Placing waste into Cell#1 will require driving the loader across
the site multiple times during the day/week to accomplish the permit required tasks.
The loader will also be used for maintaining the existing road network along the
expanded road system servicing the new Leachate Treatment Plant.
✓ Purchase a new high capacity forklift truck to replace the 2003(unit was purchased used
In 2003)Wyster 280 Forklift. With the commissioning of the Leachate Treatment Plant
and the anticipated moving large quantities of treatment chemicals and plant
equipment along with the ongoing need for a high capacity forklift at the landfill/baler.
Landfill Eguigment Cost Estimated
(4%added to cost estimates for escalation)
Wheel Loader: $300,000
Fligh_Capacity_Forklift: $286,000
Total: $586,000
Year Three—FY 2018
✓ Purchase a new dozer to augment/replace existing 2006 Caterpillar D-711 dozer. The
existing dozer will be continue to be used to process/cover construction and
demolition debris along with moving/placing cover material as part of the existing
landfill closure efforts and,once the new Cell#1 liner basal layer of MSW bales is placed
then the dozer can used to move/place cover material. The dozer will also be needed
to manage contaminated soils anticipated to be accepted at the landfill following
commissioning/full operation of Cell 01 and the Leachate Treatment Plant.
Landfill,Equipment Cast Estimate:
(8%added to cost estimates for escalation)
D7 Dozer S325,
Total: $325,000
Page 9 of 38
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Budget Review of the General Fund, Capital Projects Fund, Sp...
AGENDA ITEM . .
Leachate Treatment Plant
Leachate TreatmentLEPlanL211209M
Year One—FY 2
✓ Commission treatment plant. Hire Treatment Plant Operator Lead and Treatment
Plant Operator Trainee. Begin collecting operational data such as operating conditions/
chemical dosing/throughput. Data will be used in the future to optimize the operation
of the plant.
✓ Draft a Preventive Maintenance Plan.Plan to include description of maintenance
procedures/copies of equipment manuals/maintenance schedule for the Leachate
Treatment Plant facility and treatment plant equipment—manual will be based on
maintenance manual(s)/procedures provided by the treatment system manufacturer
( E)and design engineers(CH2M Hill).
✓ Draft an estimate and proposed plan to procure/install/manage a rain sheet over Cell
#1 to reduce the amount of precipitation(as rain and snow)falling on the MSW bales in
order to limit the volume of stor water mixing with/diluting the leachate. The rain
sheet reduces the volume of water to be treated through the Leachate Treatment Plant
which will reduce the amount of chemicals required to operate the treatment plant.
Year Two_FY 2017
• Implement the Preventive Maintenance Plan. The Plan will be based on maintenance
manual(s)/procedures provided by the treatment system manufacturer(G )and design
engineers(CH2M Hill).
• use operational data to optimize operation of the treatment plant. Consult with
treatment plant design engineers/treatment system manufacturer to determine
optimal operating conditions/settings/chemical dosing. Continue collecting
operational data such as operating conditions/chemical dosing/throughput. Data will
be used In the future tooptimize the operation of the plant.
• Procure/install/manage rain sheet over Cell#1 to reduce the amount of precipitation
( s rain and snow)failing on the MSW bales in order to limit the volume of str water
mixing with/diluting the leachate reducing the volume of water treated through the
treatment plant reducing the amount of chemicals required to operate the plant.
Year Three—FY 2018
✓ Use operational data to optimize operation of the treatment plant. Consult with
treatment plant engineers/treatment system manufacturer to determine optimal
operating conditions/settings/chemical dosing. Continue collecting operational data
such as operating conditions/chemical dosing/throughput. Data will be used in the
future to optimize the operation of the plant.
Page 10 of 18
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Budget Review of the erl Fund, Capital rojec Fun ..
AGENDA ITEM #2.a.
✓ Update the Preventive Maintenance Plan.Adjust/revise/update maintenance tasks
and schedules based on recommendations from treatment plant operators/treatment
plant design engineers/treatment system manufacturers. Plan to include updated
maintenance procedures/copies of equipment manuals/maintenance schedule for the
Leachate Treatment Plant,plant building and plant appurtenances.
Leachate Treatment Plant Equipment
Year One—FY 2016
✓ Purchase anew Reach Truck(electric pallet jack/inside forklift)to move large items
(such as the 275-gallon Inter modal bulk containers of liquid chemicals used to operate/
maintain the Plant and/or plant equipment such as pumps,motors,control equipment)
inside the Treatment Plant building.
Leachate Treatment Plant Capital Project Cost Estimate:
( added to cast estimates for escalation)
Reach Truck(pallet lack/inside forklift): $21.
Total: $21,
Year Two—F2
✓ Purchase anew 10 ton Flatbed Truck for use by both Landfill and Leachate Treatment
Plant staff and to maintain winter access to Leachate Treatment by purchase/
installation of Tru c - ounted Hopper Sand and Salt Spreader.
✓ Purchase a
Leachate Treatment Plant Capital Project Cost Estimate:
(4 added to cost estimates for escalation)
Flatbed/Stake bed Truck: $54,
Truck-mounted Hopper Sand and Salt reader: 21,600
Total: $75,6
Year Three--FY 2018
✓
Equipment procurement will be based on Leachate Treatment Plant operations and
maintenance needs.
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Budget Review the General Fund, Capital Projects Fund, ..
AGENDA I #2.a.
Staffing
Landfill Staff
✓ Landfill Attendant-The Landfill Attendant duties will include weighing vehicles,
inspecting the vehicle loads to determine disposal location(MSW/CD/scrap
metal),receiving payment/invoicing customers,and monitoring/controlling
traffic entering/exiting the landfill. In addition,the Attendant will divert
recyclables,primarily cardboard and electronics which will be provided to the
recycling processor for recycling. Diversion of recyclables by the Landfill
Attendant will save the KIB$151 per cubic yard(the cost to handle,place,and
then manage 1 cubic yard of waste in the landfill). The addition of the Landfill
Attendant will also significantly minimize interruptions of the tipping floor
operations.
Leachate Treatment Plant Staff
✓ Hire a Treatment Plant Operator Lead-Lead Operator must possess valid State of
Alaska Wastewater Treatment Class 2(minimum)Certificate.
✓ Hire an Treatment Plant Operator Trainee—Operator Trainee will assist the Lead
Operator and in time obtain a State of Alaska Wastewater Treatment Class 1
Certificate. The Operator Trainee will also,depending on the schedule,assist landfill
crew(equivalent to a Baler I Operator).
Page 12 of 18
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Budget Review of the General Fund, Capital Projects Fund, p...
AGENDA ITEM #2.a.
Kle L n ll/Leac ate Treatment Plant 3-Year Plan&aaltal Proiect/EgM1RU1lflLAUd1&L2HMMM
Baler Facility 'Year One Year Two Year Three
Year One
( e late er►t S201.000
Re a Ir Tipping Floor 1
Replace Scale Shack 1
Year Two
Fe lace T L kern $26.702
llrt R lace ent
Replace Rails and latf $80,080
Year Three
e to Lcer a Office
$115®
/Pave baler all 1n a and Drive S2.SQL000
r e air grad a lacarraent $1
Baler Equipment
Year One
Steer Leader S60,000
Link Belt Excavator $25o.000
Year Two
Case 812 Front Loader $
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S286,000
Year Three
7 Dozer $ Z5,
Leac ate Treatment Plant
Year One
Reach Truck Pallet Jack $21,600
Year Two
FlaLbed T 4,
Truck mount Sander $21.
Year One Total $732.60
R ESTRICRI)FUND BALANCE $5,012,363
Year Two Total $1,009,022
Year three Total
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Budget Review of the General Fund, Capital Projects Fun ..
KODIAK ISLAND BOROUGH
WORK SESSION
Work Session of:
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