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08/20/2015 Regular Meeting KODIAK ISLAND BOROUGH Assembly Regular Meeting August 20, 2016 A regular meeting of the Kodiak Island Borough Assembly was held on August 20, 2015, in the Assembly Chambers of the Kodiak Island Borough Building, 710 Mill Bay Road. The meeting was called to order at 7.30 p.m. The invocation was given by Major Michael Bates of the Salvation Army. Deputy Presiding Officer led the Pledge of Allegiance. Present were Assembly members Aaron Griffin, Larry LeDoux, Chris Lynch, Dan Rohrer, Rebecca Skinner, and Dennis Symmons. Also present were Borough Manager Bud Cassidy, Assessor Bill Roberts, Engineering and Facilities Director Bob Tucker, Finance Director Karl Short, Borough Clerk Nova Javier, and Deputy Clerk Jessica Kilborn. GRIFFIN moved to excuse Mayor Jerrol Friend who was attending the Alaska Municipal League Summer Meeting in Ketchikan and Assembly member Frank Peterson who was absent due to personal leave. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. APPROVAL OF AGENDA GRIFFIN moved to approve the agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. APPROVAL OF MINUTES None. AWARDS AND PRESENTATIONS Manager Cassidy presented the Employee of the Quarter Award for the second quarter of 2015 to Sharon Blakeslee, Programmer/Analyst in the Information Technology department. Manager Cassidy presented a ten-year Longevity Award to Tom Slagle, Baler Operator I at the Borough Landfill. u Manager Cassidy provided an update on the Manager's Office to the Assembly which consisted of education on local government duties and powers. CITIZENS' COMMENTS Judi Kidder spoke in support of Ordinance No. FY2016-02 Borough Land Committee. Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1544 Ally Strong spoke on the drug and alcohol problems in the community and advocated for services to assist with the problems. Mel Stephens spoke against the Hiring of a Resource Management Officer at a salary higher than the Manager's authority. Wayne Aboussleman spoke in support of hiring a Fire Chief for Bayside Fire Department. Jonathan Strong, representing the Senior Citizens of Kodiak and Kodiak Area Transit System, thanked the Assembly for its support of the non-profit funding and spoke on Resolution No. FY2016-04. COMMITTEE REPORTS None. PUBLIC HEARING 1. Ordinance No. FY2016-02 Amending Title 2 Administration and Personnel by Adding Chapter 2.160 Borough Lands Committee. LEDOUX moved to adopt Ordinance No. FY2016-02. Clerk's Note: A substituted version of Ordinance No. FY2016-02 adding an Ex-Officio City Council representative, was provided. The Borough Lands Committee ordinance was requested by Mayor Friend. The Committee would be responsible for review of real property acquisition and disposal of borough land and it would also provide a forum for input and recommendations to the Assembly. The powers and duties of the Borough Lands Committee would be: A. Assist in identifying creative and workable solutions to ongoing and emerging issues in selection, acquisition, management, and disposal of borough real property and resources. B. Provide input for potential land sale plans. C. Provide input for utilization of borough land that achieves multiple land and housing options. D. Collaborate and seek input with private land owners when considering whether borough land should be developed. E. Provide for balanced consideration and representation of the viewpoints, problems and issues regarding borough real property and resources. F. Provide a forum for discussing development of specific sites and projects. LEDOUX moved to amend Ordinance No. FY2016-02 by substitution. ROLL CALL VOTE ON MOTION TO AMEND CARRIED UNANIMOUSLY: Griffin, LeDoux, Lynch, Rohrer, Skinner and Symmons. Deputy Presiding Officer Rohrer opened the public hearing. Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1545 Mel Stephens spoke in opposition of Ordinance No. FY2016-02. Scott Arndt spoke in support of Ordinance No. FY2016-02. Deputy Presiding Officer Rohrer closed the public hearing. ROLL CALL VOTE ON MAIN MOTION AS AMENDED CARRIED FIVE TO ONE: LeDoux, Rohrer, Skinner, Symmons, and Griffin (Ayes); Lynch (No). BOROUGH MANAGER'S REPORT Manager Cassidy reported on the following: • NOAA lease extension for the Kodiak Fisheries Research Center facility • Community issue with the lack of a State drug enforcement officer • Status on the hiring of a Bayside Fire Chief • Upcoming presentation at the next work session from Greatland Trust regarding timber rights at Termination Point and Long Island • Alaska Native Tribal Health Consortium presentation on its hospital management plan at the September 10 work session MESSAGES FROM THE BOROUGH MAYOR Deputy Presiding Officer Rohrer announced that Mayor Friend was representing the Borough at the Alaska Municipal League meeting in Ketchikan. UNFINISHED BUSINESS 1. Ordinance No. FY2015-11 Amending Various Sections in Title 3 Revenue and Finance Chapter 3.40 Personal Property Tax. This ordinance was postponed from the May 21, 2015 regular Assembly meeting. The motion before the Assembly was to adopt Ordinance No. FY2015-11. Boats and vessels with an overall length longer than 20 feet, measured bow to stern and used for commercial purposes, were currently taxbd at a rate of $1 per foot. One purpose of the tax was to track vessels for future ad valorem taxation. In addition to the vessel personal property tax, the Borough collected both raw fish tax and severance tax from the fishing fleet. The tax rate of $1 per foot in tax did not provide enough funds to make the administration and maintenance of these personal property accounts cost effective for the Borough, therefore it was the Assessor's recommendation to remove section 3.40.070 Classification of boats and vessels from the Borough Code. ROLL CALL VOTE ON MOTION CARRIED UANIMOUSLY: Lynch, Rohrer, Skinner, Symmons, Griffin, and LeDoux. Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1546 NEW BUSINESS Contracts 1. Contract No. FY2016-15 Leachate Treatment Plant Carbon Source Chemicals Procurement. LEDOUX moved to authorize the Manager to execute Contract No. FY2016-15 with Environmental Operating Solutions of Bourne, MA for Micro-C 2000 in an amount of $5.25 per gallon and not to exceed $136,000, per year for the term of the contract. The new Leachate Treatment Plant (LTP) required several different chemicals to treat leachate and clean the Membrane Bioreactor (MBR) system. One of the required chemicals was a carbon source which acted as "food" for the micro-organisms that digest and remove organic material in the leachate. While there were several different providers of carbon sources, the specifications for Micro-C, a proprietary product manufactured by Environmental Operating Solutions (EOS), were used by CH2MHill for modeling and initial volumetric calculations for startup of the LTP. Both CH2MHill and General Electric, the provider of the MBR, recommended use of Micro-C for startup and commissioning of the LTP. Current modeling indicated the plant would require approximately 2,170 gallons of Micro-C per month. The number could fluctuate up or down over time depending on the concentration of the leachate. EOS offered to provide Micro-C for$5.25 per gallon, meaning a one-year contract was potentially worth approximately $136,000. Because the exact quantity that would be required was unknown, staff proposed awarding a contract to EOS to provide Micro-C for $5.25 per gallon. Payment would be made based on actual quantities provided. Since there was a requirement for chemicals during startup and commissioning of the LTP, the Alaska Department of Environmental Conservation authorized use of project loans to pay a portion of the costs. It was anticipated that startup and commissioning would require approximately six months of Micro-C. The balance would be paid for as an operational cost from the Landfill budget. The other chemicals required for the treatment process (citric acid, sodium hydroxide, and sodium hypochlorite) were issued as a bid package and a contract was submitted for Assembly approval. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Rohrer, Skinner, Symmons, Griffin, LeDoux, and Lynch. 2. Contract No. FY2016-16 Leachate Treatment Plant Chemicals Procurement. GRIFFIN moved to authorize the Manager to execute Contract No. FY2016-16 with Univar USA Inc. of Anchorage, Alaska for Leachate Treatment Plant Chemicals in an amount of $9.55 per gallon for citric acid, $5.25 per gallon for sodium hydroxide, and $5.80 per gallon for sodium hypochlorite for the total amount not to exceed $147,000, per year for the term of the contract. Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1547 The new Leachate Treatment Plant (LTP) required several different chemicals to treat leachate and clean the Membrane Bioreactor (MBR) system, including citric acid, sodium hydroxide, and sodium hypochlorite. The sodium hypochlorite was used to break down nitrates and aided in the degradation of the leachate components. The citric acid and sodium hydroxide were used to clean the MBR equipment. A carbon source was also required for operation of the MBR, and a separate contract for that material was submitted for Assembly approval. Current modeling indicated that on an annual basis the plant would require approximately 350 gallons of citric acid, 27,000 gallons of sodium hydroxide, and 450 gallons of sodium hypochlorite. These amounts could fluctuate up or down over time depending on the concentration of the leachate. Staff issued a bid package on July 9, 2015 for procurement of the chemicals and the bid period closed on July 31, 2015. Despite placing newspaper ads in Kodiak, Anchorage, and Seattle, only one bid was received, from Univar USA Inc. of Anchorage. Multiplying Univar's unit bid prices by the projected amount of each chemical required meant a one-year contract was potentially worth approximately $147,000. Because the exact quantity of each chemical that would be required was unknown, staff proposed awarding the contract to Univar based on the unit prices provided in its bid. Payment would be made on actual quantities provided. Since there was a requirement for chemicals during startup and commissioning of the LTP, the Alaska Department of Environmental Conservation authorized use of project loans to pay a portion of the costs. It was anticipated that startup and commissioning would require approximately six months of chemicals. The balance would be paid for as an operational cost from the Landfill budget. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Skinner, Symmons, Griffin, LeDoux, Lynch, and Rohrer. Resolutions 1. Resolution No. FY2016-04 Approving Fiscal Year 2016 Kodiak Island Borough Non Profit Funding. GRIFFIN moved to adopt Resolution No. FY2016-04. The Borough was fortunate to enjoy the efforts of many benevolent non-profit organizations that provided services that enriched the lives of Kodiak residents. The Kodiak charitable non-profit organizations provided humanitarian services that many of the community members relied upon. These organizations provided expanded education, cultural, and health services that couldn't be provided through the ordinary governmental budget. These organizations expanded the services that could be provided, with limited funds, through the utilization of volunteers. The viability of these services was fundamental to the quality of life enjoyed in the community. Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1548 Based on the discussion at the July 30th work session, the Assembly recommended funding as reflected in the resolution. Total amount requested for FY2016 = $510,699.54 Total amount appropriated for FY2016 = $390,000 Total amount paid (w/o organizations paid via tourism development fund) = $390,000 Total amount paid from the tourism development fund = $54,017.00 Total amount = $444,017 The following organizations were funded through the Tourism Development Fund: Alutiiq Museum and Archaeological Repository, Kodiak Arts Council, Kodiak Maritime Museum, and Kodiak Historical Society. LYNCH moved to amend Resolution No. FY2016-04 by deleting the Contingency amount of $9,850 and adding $2,180 to the Brother Francis Shelter for a total of $56,180 and adding $6,670 to the Kodiak Island Food Bank for a total of$45,120. ROLL CALL VOTE ON MOTION TO AMEND CARRIED UNANIMOUSLY: Symmons, Griffin, LeDoux, Lynch, Rohrer, and Skinner. ROLL CALL VOTE ON MAIN MOTION AS AMENDED CARRIED UNANIMOUSLY: Griffin, LeDoux, Lynch, Rohrer, Skinner, and Symmons. Clerk's Note: $1,000 was left in the contingency account. . 2. Resolution No. FY2016-05 Authorizing the Borough to Issue General Obligation School Bonds in the Principal Amount not to Exceed $11,000,000 to Provide Funds for School and Related Capital Improvements in the Borough and to Pay Costs of Issuing the Bonds, Fixing Certain Details of Such Bonds, Authorizing Their Sale, and Providing for Related Matters. LYNCH moved to adopt Resolution No. FY2016-05. Clerk's Note: A substituted version of Resolution No. FY2016-05 amending the principal amount to $8,000,000 and changing the interest payment date to April 1, 2016, was provided. At the October 6, 2009 regular Borough election the voters approved selling $76,310,000 in general obligation bonds. The resolution approved the sale of those bonds and set certain details of the bonds. The Borough had not issued the entire authorized amount of the bonds and this was the fourth bond sale related to the project. The bond issue was reimbursable by the State of Alaska at 70%. LYNCH moved to amend Resolution No. FY2016-05 by substitution. ROLL CALL VOTE ON MOTION TO AMEND CARRIED UNANIMOUSLY: LeDoux, Lynch, Rohrer, Skinner, Symmons, and Griffin. Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1549 ROLL CALL, VOTE ON MAIN MOTION AS AMENDED CARRIED UNANIMOUSLY: Lynch, Rohrer, Skinner, Symmons, Griffin, and LeDoux. 3. Resolution No. FY2016-06 Authorizing the Borough to Issue General Obligation School Bonds in the Principal Amount not to Exceed $10,230,000 to Provide Funds to Finance the Renewal and Replacement Schedule Related to Borough-Owned School Facilities, Projects Which are 70% Reimbursable by the State of Alaska and to Pay Costs of Issuing the Bonds, Fixing Certain Details of Such Bonds, Authorizing Their Sale, and Providing for Related Matters. LEDOUX moved to adopt Resolution No. FY2016-06. Per the October 7, 2014 election the Borough can issue $10,230,000 in general obligation bonds for the renewal and replacement of borough owned school facilities. The bonds are 70% reimbursable by the State of Alaska. The Borough wished to sell the bonds through the Alaska Bond Bank. The resolution authorized the sale of the bonds and set certain details of the bonds. The resolution was similar to the resolutions the Borough used to sell all of its previous bonds. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Rohrer, Skinner, Symmons, Griffin, LeDoux, and Lynch. 4. Resolution No. FY2016-07 Authorizing the Borough to Issue a General Obligation School Refunding Bond in the Principal Amount not to Exceed $5,970,000 to Refund Certain Principal Installments of an Outstanding General Obligation School Bond of the Borough and to Pay Costs of Issuing the Bond, Fixing Certain Details of Such Bond, Authorizing Its Sale, and Providing For Related Matters. LYNCH moved to adopt Resolution No. FY2016-07. Working with the Bond bank the Borough would be able to refinance the 2008 bond issue for an anticipated net savings of $241,228 since the state would receive 70% of the refund. The Borough would save 30% or$72,368. This resolution authorized the sale of the bonds and set the details of the issue. ROLL CALL VOTE ON MOTION CARRIED UNIANIMOUSLY: Skinner, Symmons, Griffin, LeDoux, Lynch, and Rohrer. 5. Resolution No. FY2016-08 Amending the Fee Schedule to Waive Certain Permit Fees Associated with Moving Mobile Homes From Jackson Mobile Home Park. GRIFFIN moved to adopt Resolution No. FY2016-08. Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1550 The resolution would waive particular fees (Zoning Compliance, Building, Electrical, and Plumbing permits) relating to the relocation of mobile homes from Jackson Mobile Home Park to another park or parcel allowed under zoning codes. The City of Kodiak indicated that it would take similar action at the City Council meeting in September. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Symmons, Griffin, LeDoux, Lynch, Rohrer, and Skinner. Ordinances for Introduction None. Other Items 1. Confirmation of Mayoral Appointments of Assembly Representative(s) to the Kodiak Workforce Regional Advisory Council, Kodiak Fisheries Work Group, and Assembly Representative to the City of Port Lions. LEDOUX moved to confirm the following Mayoral appointments of Assembly member Symmons to the Kodiak Workforce Regional Advisory Council and as the Assembly Representative to the City of Port Lions and Assembly member Skinner to the Kodiak Fisheries Work Group. With the recent appointment of Assembly member Symmons to the Assembly, Mayor Friend asked to fill the vacated seats as follows: Kodiak Workforce Regional Advisory Council -Assembly member Symmons Assembly Representative to the City of Port Lions -Assembly member Symmons Kodiak Fisheries Work Group-Assembly member Skinner The complete list of Assembly member representatives to Boards, Committees, and Commissions, and Councils, and Assembly representatives to the rural communities was provided. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Griffin, LeDoux, Lynch, Rohrer, Skinner and Symmons. 2. Hiring of a Resource Management Officer. LYNCH moved to approve the hiring of the selected applicant as the Resource Management Officer at Range 21.5, Step F of the salary schedule. The position of the Resource Management Officer was vacated in late January of this year. The vacancy was advertised and applications were accepted according to Borough policy. One applicant rose to the top; he was interviewed and tentatively selected. The negotiation process resulted in a starting salary above the Manager's authority for approval. The selected applicant was a former Borough employee with extensive experience related to land use and public process. Due to the applicant's background and experience the Manager believed that a starting salary at Range 21.5 Step F was appropriate. Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1551 ROLL CALL VOTE ON MOTION CARRIED FOUR TO TWO: LeDoux, Lynch, Rohrer, and Griffin (Ayes); Skinner and Symmons (Noes). GRIFFIN moved to move Citizens Comments before the Executive Session. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. CITIZENS' COMMENTS Judi Kidder thanked the Assembly for adopting Resolution No. FY2016-08 and for the efforts of transparency and information sharing for the sake of the community members. Teri Storch thanked the Assembly for adopting the amendments to Resolution No. FY2016-04. Karen Barker spoke on concerns regarding the lack of hiring a Fire Chief at the Bayside Fire Department. EXECUTIVE SESSION 1. Borough Clerk's Performance Evaluation. LYNCH moved to convene into executive session to discuss the Borough Clerk's performance evaluation, a subject that qualifies for executive session as a matter that may tend to prejudice her reputation or character. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Lynch, Rohrer, Skinner, Symmons, Griffin, and LeDoux. LYNCH moved to invite the Deputy Presiding Officer, Assembly, and Clerk into executive session. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Rohrer, Skinner, Symmons, Griffin, LeDoux, and Lynch. After the vote, Deputy Presiding Officer Rohrer recessed the regular meeting at 9:45 p.m. and convened the executive session. Upon returning from the executive session, Deputy Presiding Officer Rohrer reconvened the regular meeting at 10:25 p.m. and announced no action was to be taken as a result of the executive session. ' ASSEMBLY MEMBERS' COMMENTS Assembly member Symmons thanked the Planning and Zoning Commission for its hard work. Assembly member LeDoux thanked Finance Director Short for his attention to the bonds and his willingness to answer the Assembly's questions. He thanked the candidates for filing for the Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1552 upcoming election and spoke to concerns on the lack of hiring a Fire Chief at Bayside Fire Station. Assembly member Lynch announced upcoming Kodiak Fisheries Work Group meetings and the scheduled community forum. Assembly members Rohrer and Skinner congratulated the Employee of the Quarter and Longevity Award recipients. Assembly member Skinner expressed appreciation for the election candidates' willingness to serve. She thanked the public for its participation at public meetings and for those who volunteered to serve on boards and committees. Assembly member Griffin spoke to the state-wide issue of not being able to fill key positions for state and local government jobs due to the PERS system defined benefit program. Assembly member Rohrer expressed concern on the Bayside Fire Chief vacant position and asked Manager Cassidy to provide a status update at the next work session. Announcements The Assembly would hold a special meeting on Thursday, August 27 at 7:30 p.m. in the Borough Conference Room and would hold the regularly scheduled work session immediately following. The next regular meeting was scheduled on Thursday, September 3 at 7:30 p.m. in the Borough Assembly Chambers. ADJOURNMENT LYNCH moved to adjourn the meeting. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Skinner, Symmons, Griffin, LeDoux, Lynch, and Rohrer. The meeting was adjourned at 10:35 p.m. KODIAK ISLAND BOROUGH C. JArrol Friend,d, Mayor <–V I In"&=�� — Nova W. Javier, MMC, r'0 rough Clerk Approved on: September 3, 2015 Kodiak Island Borough Assembly Regular Meeting Minutes August 20, 2015 Page 1553