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2016-06-09 Work SessionPage Kodiak Island Borough Assembly Work Session Thursday, June 9, 2016, 6:30 p.m. Borouah 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. CITIZENS' COMMENTS (Limited to Three Minutes per Speaker) f�_Te3�i•1�7_\���di69 4 - 7 a. Review $10M Bonded Project Timeline and Status Review $10M Bonded Project Timeline and Status Report -Tucker 8-10 b. Utilize Kodiak Community Foundation To Administer Kodiak Island Borough FY2017 Non Profit Funding Kodiak Community Foundation Information 3. PACKET REVIEW PUBLIC HEARING Ordinance No. FY2016-01A Amending Ordinance No. FY2016-01, Fiscal Year 2016 Budget, By Amending Budgets To Account For Various Revenues That Are Over Budget, Providing For Additional Expenditures And Moving Funds Between Projects. UNFINISHED BUSINESS Resolution No. FY2017-02 Reestablishing The Fees For The Kodiak Island Borough. NEW BUSINESS CONTRACTS Contract No. FY2017-01 Kodiak Island Borough And City of Kodiak Animal Control Services Agreement. Contract No. FY2017-03 Discover Kodiak Destination Marketing And Tourism Development Services For FY2017. ORDINANCES FOR INTRODUCTION Ordinance No. FY2016-23 Amending The 2008 Comprehensive Plan By Changing The Future Land Use Designation Of An ±18.24 Acre Portion Of Lot 2, U.S. Survey 1673 From Commercial/Business To Industrial/Light Industrial (P7Z Case No. 16-017). Visit our website at www.facebook.com/Kodiakislandborough @KodiakBorough w ww.kodiakak.us Page 1 of 10 Ordinance No. FY2016-25 Rezoning an ± 18.24 Acre Portion of Lot 2, U.S. Survey 1673 From B -Business District to I -Industrial District. Ordinance No. FY2016-24 Amending The 2008 Comprehensive Plan By Changing The Future Land Use Designation Of Lots 1A Through 22A Seaview Subdivision, U.S. Survey 2539 Old Shipyard-Womans Bay Parcels A And B, And Lash Dock Tideland Lease From Conservation To Industrial/Light Industrial. Ordinance No. FY2016-26 Rezoning Lots 10 thru 13, Block 31, East Addition Subdivision FROM R2 -Two Family Residential To R3 -Multifamily Residential (P&Z Case No. 16-012). ti!!tL /_10TTATel:11C7FYK6lITA Ii!IQIK 5. CLERK'S COMMENTS 6. MAYOR'S COMMENTS t�GFY*3:1181 W&TJil:1tI, :WO163IIiLTA l:11i11169 FUTURE DISCUSSION ITEMS KIBSD Budget Review $10M bonded project timeline and status SD Mental Health Services Provided by the Counseling Center Borough Budget Non Profit Funding Process Discussion Town Hall Meeting to Discuss Priorities Review Capital Planning (R&R) priority list & funding source Borough Administration Oversight Contracting and Procurement Process/Procurement Process Presentation Review of the Salary Schedule and Overview of the Hiring Process KIB Vacant Positions Action Plans — Strategic Plan Assembly Operations Teleconferencing Ordinance Role of Elected Officials During an Incident Command System Boards, Committees, and Commission Structures/efficacy Village Presentations at Regular Meetings Consolidation Consolidation of Fire Departments Contracts Upcoming Hospital (4/2017) Solid Waste (4/2017) Attorney (7/01/2016) (up to three additional one year renewals) Visit our website at www.facebook.com/Kodiakislandborouqh www.kodiakak.us 91 0 @KodiakBorough Page 2 of 10 Budget Deadlines KIBSD Budget Assembly Approval (by 6/10/16) Code Revisions Amend Title 17.205.055 (B) Review Visit our website at www.facebook.com/Kodiakislandborough@KodiakBorough @KodiakBorough www.kodiekak.us 91 Page 3 of 10 AGENDA ITEM #2.a. KODIAK ISLAND BOROUGH ENGINEERING/FACILITIES DEPARTMENT DATE: .lune 6, 2016 FROM: Robert Tucker, Director® TO: Michael Powers, Borough Manager Staff Report RE: Review $10M Bonded Project Timeline and Status Background In October 2014 the voters passed a $10 million bond package to Finance renewal and replacement projects for school facilities. There were 28 total projects included in the bond package, for items such as roof replacements, mechanical upgrades, and underground storage tank replacements. The project list was vetted by the Assembly, School Board, School Facilities Review Board and Borough Staff. After the bond package was approved the projects were placed into nine groups and ranked by the School Facilities Review Committee and Borough Staff. The revised list was presented to the Assembly at the work session on August 13, 2015. The original and grouped lists are shown below: Rank Voter Approved Project Title Grouped Project Title 1 Kodiak Middle School Bus Ramp Roof Replacement Roofing Replacement — East and KMS East Elementary School Cafeteria Roof Replacement 2 East Elementary School Flooring Replacement East Elementary Renovations East Elementary School Partial Interior Renovation East Elementary School Replacement of Plumbing Fixtures 3 Peterson Elementary School Flooring Replacement Flooring Replacement — Main and Peterson Main Elementary School Gym Floor Replacement Page 4 of 10 Review $10M Bonded Project Timeline and Status AGENDA ITEM #2.a. 4 Peterson Elementary School Replacement of Boilers Peterson Boilers and Controls Peterson Elementary School New HVAC (Heating) Controls 5 Kodiak Middle School New Elevator Controls KMS Fire Alarm, HVAC, Elevator Controls Kodiak Middle School New HVAC (Heating) Controls Kodiak Middle School Fire Alarm Replacement 6 Ouzinkie School Old Wing Flooring Replacement Flooring Replacement — Akhiok, Karluk, Ouzinkie Ouzinkie School New Wing Flooring Replacement Akhiok School Flooring Replacement Karluk School Flooring Replacement 7 Kodiak Middle School Rear Parking Lot Paving Peterson and KMS Paving, KMS UST Rcplacemenl Kodiak Middle School Underground Storage Tank Replacement Peterson Elementary School Parking Lot Paving 8 Old Harbor School Playground Equipment Replacement Playground Replacements Ouzinkie School Playground Equipment Replacement Port Lions School Playground Equipment Replacement Chiniak School Playground Equipment Replacement Karluk School Playground Equipment Replacement Akhiok School Playground Equipment Replacement 9 Port Lions School Underground Storage Tank UST Replacement — Replacement Main, Old Harbor, Port Lions Main Elementary School Underground Storage Tank Replacement Old Harbor School Underground Storage Tank Replacement After this meeting, with direction from the Assembly, the project applications were written and submitted to the Alaska Department of Education and Early Development (DEED) for approval. The applications were approved by DEED on September 25, 2015. Once the bundled projects were approved by DEED, the School Facilities Review Committee and Borough staff met to work out the scheduling, and it was determined that the projects would be spread over a three year period. On January 7, 2016, the Assembly approved the First bond sale so that design and construction could get underway for the first year of projects. Not all of the bonds have been sold to date. Page 5 of 10 Review $10M Bonded Project Timeline and Status AGENDA ITEM #2.a. Analysis The Assembly has expressed an interest in completing the list of bond projects in two years, rather than three. There are several items to consider during this discussion: Schedule The first year of projects is already underway, with the following currently under construction: Roofing Replacement — East and KMS, Flooring Replacement — Main and Peterson, and Peterson Boilers and Controls Replacement. The Playground Replacements project is currently under design, with construction scheduled for summer 2017. To complete the balance of these projects in the next year would require starting immediately so we can complete the design process, perform Architcclural/Engineering Review Board reviews, get DEED approval on the design and bid documents, issue bid documents, and submit contracts for Assembly approval in time to start construction at the beginning of next summer. Because there are paving and underground storage tank projects on the list, there would also be additional geotechnical investigation and Alaska Department of Environmental Conservation reviews. All of this would have to be accomplished while continuing to effectively manage the projects currently underway. Staff Resources The Projects Office currently has three employees: Project Manager/Inspector, Construction Inspector/Engineer, and Projects Assistant. Assuming approximately one more year to work on these projects, there would be combined 6,000 staff hours between those employees. Previous projects of a similar size and scope have required between 700 and 900 staff hours to complete, meaning the six remaining projects would require between 4,200 and 5,400 staff (tours. This does not take into account non -school projects currently underway or under discussion, such as Baler Building Roof/Siding, Tsunami Sirens Replacement, Borough Building Flooring Replacement, Chiniak Tsunami Shelter, and deferred improvements to the Hospital. In addition, the Engineering/Facilities Department is currently understaffed, which means often Projects Office staff is required to assist in day-to-day operational issues. For example, Projects Office staff has been instrumental in updating Borough Safety Data Sheets, assisting with responding to the recent OSHA complaint, and assisting with operation of the Landfill in the absence of a Solid Waste Manager. Quite simply, the current staff members do not have enough time to properly manage completion of the remaining projects in the next year. In the past we have attempted to hire project managers on a temporary basis and have not received any applications or interest. Page 6 of 10 Review $10M Bonded Project Timeline and Status AGENDA ITEM #2.a. Project Budgets As noted above, there is not enough available staff to properly manage completion of these projects in the next year. The project agreements with DEED included budgets for Direct Administrative Overhead (in-house project management) and not Construction Management by Consultant, meaning we cannot hire outside project managers. We may be able to get these budget categories changed by going back to DEED but this would not change the overall project budget. The current hourly rate, including burden, for an in-house project manager is $60. To hire a consultant project manager would cost approximately $125 per hour. The project budgets were not compiled with outside consultants in mind, and there is concern that we may exceed those budgets if we are required to get outside project management. Any funds spent outside of the set bond funding approval are the Boroughs responsibility. Local Contractors The Assembly has repeatedly expressed a desire for staff to keep the size and scope of these projects small enough that local contractors can bid on them. While the size and scope of each individual project will not change, having them all bid and constructed at one time may flood the market and limit the amount of local participation. Underground Storage Tank and Paving Project Risks When the projects were grouped and ranked, underground storage tank (UST) replacement and paving projects were placed last. UST projects invariably involve unknown quantities of contaminated soil, and there are serious concerns with the adequacy of the substrate behind the Kodiak Middle School. Both of these issues have the potential to result in cost overruns for those projects. Because of this they were placed last so we could be assured of completing as many of the voter approved projects as possible. The DEED will allow redirection of bond funds from other projects, but only once a project is complete and has been accepted. If we complete the bulk of the projects within the approved budgets, we would be able to redirect the excess funds to the UST and paving projects if necessary. If we start the UST and paving projects before completing the other projects, there is no guarantee DEED would allow redirection of funds, meaning Borough funds might be required to complete the project. And if DEED did allow redirection of funds, it might mean one of the voter -approved projects would not be completed. Recommendation Staff recommends that the schedule be kept to the original three year plan for completion of the bonded projects for all the reasons stated above. We work long and hard to make schedules and look at projects to be sure we can handle what is needed for the Borough and try to keep in mind a long range plan to continue to produce quality projects that will last long into the future. It is our opinion that trying to complete all the remaining bond projects in the next year would not allow for that level of quality to be achieved. Page 7 of 10 Review $10M Bonded Project Timeline and Status AGENDA ITEM #2.b. Fuwdation Kodiak Community Foundation 11 F)u, aIle lw!Ug odt 6c as clad y ah nnn)pfimroJTht.uata comma �.yFaa aa::en an role fol ate aatollttz , NEWS$EEvyn%TWEY BEEN DOING. GRANTS GIVE MEMBERS CONTACT Kodiak Community Foundation Grant Cycle Opens Theftodiak Corn unlry Faudatronseel¢ynnt appli.borsfrom nonpofit orequivalentl organin5ors that are in or sysa the Kod,ak Arthipelago. Awarded pant proposals most be completedvdthinone year. Typical grant awards ,.No ft. $500 - $1.000. Kodiak Cle Meets Rasmuson Match The Kodiak Community Foundatmn has reached the Ra:mmon match!. T1r goalvnstoraise$25" Kodiak Community Foundation �,• miakisarbrantmmmunity an an eland inthe GUlfdAla:ka Km:akrcidentsarc .� fiereely aoodeftheir community and continuoushcommit their time and resources \ ints rojeets forthebetterment ofall.The Kodiak Community Fourdations mission is Wenha ed walltyd Alam Itfathrough CDrt rod WeMnj. Asa maritime community. Kodiak residents love strong ties to the ruLural elements f sany of us depend on Kmialfs 1=1 fish am wildlife for subsist.,ind livelihoods Despite the ehanging landsoped homing in the state d Alaska, Kodiak is aware of the importameof se!f We have erne together to prad m local initiative forvision-oriented legacy planning and givmB This is how the Kmtak Community Foumatmo began; vith a dream of providing the means for imprc xmrnt in the pualiN of lifewithin our tovm - N}trzedonerghesmtF.e Fvdmk Gmmunly Fvundvtlo. thq�iemn 6rFaeda (egary nmoartdtrt:o the firmmhe lrm!ak Fnmmurtry Fourdac'cn is a permaum fund ford;e.Codtak regloa }burgljrs uYR 6e par[cfa lc �-turn mdoxmmt, c!!cxingyou m Invtst!n crr mmmunLy4 funic: ar,d ronptburm m ... qudtry of(ffe. TkeFodak Commun.fry F.nefoeeo em}shoof fa', ngad, d alum mmmvr.:V.p1eggentreonly, gedringnlf-rr!lanm, andgmMgg support far renes rhor mvtm. Your donation will: Cornett donorsvn th rices th, cano .bout Catalyse mnmnunity Planning between individuals, organinti. and governments Support non-pofds through pants am edueational training Page 8 of 10 Utilize Kodiak Community Foundation To Administer Kodiak Isl... " - Kodiak Community Foundation i A A(fifiofe ofThr Mase Cnmmanityfoandation Kodiak Community Foundation Grant Cycle Opens The Kodiak Community Foundationseeksgrant aoVlicatlonsfrom nonprofit (or equivalent) orvruaatiass that are in or serve the Kodiak ArdiipefaV.Awarded gnntpngtgsalsrnmtbe completedwithinone year.Typiufgram awards range from $500-$1000 Kodiak CF Meets Rasmuson Match The Kodiak Community Foundation has reached the Rasmuspn match! The goal was to raise $25,000 AGENDA ITEM #2.b. 'Out community tetft 6e at, ntteay ah M!T eox i01 w a odict.' NEWS sa%%�nV_Y BEEN oo:Nc. GRANTS GIVE MEMBERS CONTACT Advisory Board Members Mark Anderson GinmyA termuA Interim Chair S Sevetary 5teve Gray Sarah Marrin&wn,Treasurer Craig Johnson, Yce.Chair Rita steK Mike Wall Page 9 of 10 Utilize Kodiak Community Foundation To Administer Kodiak Isl... AGENDA ITEM #2.b. Kodiak Community Foundation J qua anunwtug ont 66 ae btmlq t ArtA((riiauofihe Alaska Community Foundation J auz caw fm me anedia.' NEWS SEE WttATWEVE BEEN DOING, GRANTS GIVE MEMBERS CONTAC =—mac -- Kodiak Community Foundation Grant Cycle Opens The Kodiak Community Foundation seeks grant apPliotiatssfram nonprofit (or equivalent) organizationsthatare in orservethe Kodiak Archipelago.Avrarded grant Proposals must be mmPletedviitKnone year. Typi nal gent avrards range from $500 - $1,000. Kodiak CF Meets Rasmuson Match The Kodiak Community Foundation has reached the ftasmuson match! The goal vaisto raise $25,000 Contact Us eachusbyustngtheoantactform bel w,emailirrykodiak@alaskact.orgmmMacting member ofourndvisory Board directly. Send us mail Kodiak Community Foundation PO Boz400 Kodiak Alaska 99615 Fart Urt Emaa• Pha. Page 10 of 10 Utilize Kodiak Community Foundation To Administer Kodiak Isl... KODIAK ISLAND BOROUGH ENGINEERING/FACILITIES DEPARTMENT DATE: June 6, 2016 FROM: Robert Tucker, Director TO: Michael Powers, Borough Manager Staff Report RE: Review $10M Bonded Project Timeline and Status Background In October 2014 the voters passed a $10 million bond package to finance renewal and replacement projects for school facilities. There were 28 total projects included in the bond package, for items such as roof replacements, mechanical upgrades, and underground storage tank replacements. The project list was vetted by the Assembly, School Board, School Facilities Review Board and Borough Staff. After the bond package was approved the projects were placed into nine groups and ranked by the School Facilities Review Committee and Borough Staff. The revised list was presented to the Assembly at the work session on August 13, 2015. The original and grouped lists are shown below: Rank Voter Approved Project Title Grouped Project Title 1 Kodiak Middle School Bus Ramp Roof Replacement Roofing Replacement — East and KMS East Elementary School Cafeteria Roof Replacement 2 East Elementary School Flooring Replacement East Elementary Renovations East Elementary School Partial Interior Renovation East Elementary School Replacement of Plumbing Fixtures 3 Peterson Elementary School Flooring Replacement Flooring Replacement — Main and Peterson Main Elementary School Gym Floor Replacement 4 Peterson Elementary School Replacement of Boilers Peterson Boilers and Controls Peterson Elementary School New HVAC (Heating) Controls 5 Kodiak Middle School New Elevator Controls KMS Fire Alarm, HVAC, Elevator Controls Kodiak Middle School New HVAC (Heating) Controls Kodiak Middle School Fire Alarm Replacement 6 Ouzinkie School Old Wing Flooring Replacement Flooring Replacement — Akhiok, Karluk, Ouzinkie Ouzinkie School New Wing Flooring Replacement Akhiok School Flooring Replacement Karluk School Flooring Replacement 7 Kodiak Middle School Rear Parking Lot Paving Peterson and KMS Paving, KMS UST Replacement Kodiak Middle School Underground Storage Tank Replacement Peterson Elementary School Parking Lot Paving 8 Old Harbor School Playground Equipment Replacement Playground Replacements Ouzinkie School Playground Equipment Replacement Port Lions School Playground Equipment Replacement Chiniak School Playground Equipment Replacement Karluk School Playground Equipment Replacement Akhiok School Playground Equipment Replacement 9 Port Lions School Underground Storage Tank UST Replacement — Replacement Main, Old Harbor, Port Lions Main Elementary School Underground Storage Tank Replacement Old Harbor School Underground Storage Tank Replacement After this meeting, with direction from the Assembly, the project applications were written and submitted to the Alaska Department of Education and Early Development (DEED) for approval. The applications were approved by DEED on September 25, 2015. Once the bundled projects were approved by DEED, the School Facilities Review Committee and Borough staff met to work out the scheduling, and it was determined that the projects would be spread over a three year period. On January 7, 2016, the Assembly approved the first bond sale so that design and construction could get underway for the first year of projects. Not all of the bonds have been sold to date. Analysis The Assembly has expressed an interest in completing the list of bond projects in two years, rather than three. There are several items to consider during this discussion: Schedule The first year of projects is already underway, with the following currently under construction: Roofing Replacement — East and KMS, Flooring Replacement — Main and Peterson, and Peterson Boilers and Controls Replacement. The Playground Replacements project is currently under design, with construction scheduled for summer 2017. To complete the balance of these projects in the next year would require starting immediately so we can complete the design process, perform Architectural/Engineering Review Board reviews, get DEED approval on the design and bid documents, issue bid documents, and submit contracts for Assembly approval in time to start construction at the beginning of next summer. Because there are paving and underground storage tank projects on the list, there would also be additional geotechnical investigation and Alaska Department of Environmental Conservation reviews. All of this would have to be accomplished while continuing to effectively manage the projects currently underway. Staff Resources The Projects Office currently has three employees: Project Manager/Inspector, Construction Inspector/Engineer, and Projects Assistant. Assuming approximately one more year to work on these projects, there would be combined 6,000 staff hours between those employees. Previous projects of a similar size and scope have required between 700 and 900 staff hours to complete, meaning the six remaining projects would require between 4,200 and 5,400 staff hours. This does not take into account non -school projects currently underway or under discussion, such as Baler Building Roof/Siding, Tsunami Sirens Replacement, Borough Building Flooring Replacement, Chiniak Tsunami Shelter, and deferred improvements to the Hospital. In addition, the Engineering/Facilities Department is currently understaffed, which means often Projects Office staff is required to assist in day-to-day operational issues. For example, Projects Office staff has been instrumental in updating Borough Safety Data Sheets, assisting with responding to the recent OSHA complaint, and assisting with operation of the Landfill in the absence of a Solid Waste Manager. Quite simply, the current staff members do not have enough time to properly manage completion of the remaining projects in the next year. In the past we have attempted to hire project managers on a temporary basis and have not received any applications or interest. Project Budgets As noted above, there is not enough available staff to properly manage completion of these projects in the next year. The project agreements with DEED included budgets for Direct Administrative Overhead (in-house project management) and not Construction Management by Consultant, meaning we cannot hire outside project managers. We may be able to get these budget categories changed by going back to DEED but this would not change the overall project budget. The current hourly rate, including burden, for an in-house project manager is $60. To hire a consultant project manager would cost approximately $125 per hour. The project budgets were not compiled with outside consultants in mind, and there is concern that we may exceed those budgets if we are required to get outside project management. Any funds spent outside of the set bond funding approval are the Boroughs responsibility. Local Contractors The Assembly has repeatedly expressed a desire for staff to keep the size and scope of these projects small enough that local contractors can bid on them. While the size and scope of each individual project will not change, having them all bid and constructed at one time may flood the market and limit the amount of local participation. Underground Storage Tank and Paving Project Risks When the projects were grouped and ranked, underground storage tank (UST) replacement and paving projects were placed last. UST projects invariably involve unknown quantities of contaminated soil, and there are serious concerns with the adequacy of the substrate behind the Kodiak Middle School. Both of these issues have the potential to result in cost overruns for those projects. Because of this they were placed last so we could be assured of completing as many of the voter approved projects as possible. The DEED will allow redirection of bond funds from other projects, but only once a project is complete and has been accepted. If we complete the bulk of the projects within the approved budgets, we would be able to redirect the excess funds to the UST and paving projects if necessary. If we start the UST and paving projects before completing the other projects, there is no guarantee DEED would allow redirection of funds, meaning Borough funds might be required to complete the project. And if DEED did allow redirection of funds, it might mean one of the voter -approved projects would not be completed. Recommendation Staff recommends that the schedule be kept to the original three year plan for completion of the bonded projects for all the reasons stated above. We work long and hard to make schedules and look at projects to be sure we can handle what is needed for the Borough and try to keep in mind a long range plan to continue to produce quality projects that will last long into the future. It is our opinion that trying to complete all the remaining bond projects in the next year would not allow for that level of quality to be achieved. KODIAK ISLAND BOROUGH WORK SESSION Work Session of: Please PRINT your name Please PRINT your name - / Gu �Z,q�v fit' ,� T,�-w All