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2017-09-14 Work Session
Visit our website at www.kodiakak.us www.facebook.com/Kodiakislandborough @KodiakBorough Kodiak Island Borough Assembly Work Session Thursday, September 14, 2017, 6:30 p.m. School District 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 3 - 84 a. Otmeloi Way Reconstruction Project Discussion Otmeloi Way 9.14.17 WS Item - Pdf 85 - 98 b. KMS Boilers Replacement Funding Discussion KMS Boilers Replacement Funding Discussion - Pdf 99 - 104 c. Discussion Regarding Complaint Process CE Complaint Discussion 2 - Pdf 105 - 108 d. Review Of Teleconferencing Ordinance To Allow Voting During Regular And Special Meetings 01_17_2006-Assembly Participation by Teleconference Teleconference Ordinance 109 - 110 e. Order of Business (Order of Agenda Items) Review Output Document (AS - 0683) - Pdf 3. PACKET REVIEW PUBLIC HEARING Ordinance No. FY2018-04B Amending KIBC Title 3 Revenue And Finance, Chapter 3.80 Excise Tax on Cigarettes And Other Tobacco Products, By Adding Subsection 3.80.010C Authority; And By Moving Sections 3.80.050 to 3.80.070 To Title 5, Business Licenses And Regulations, Creating Chapter 5.03 Tobacco Licenses Ordinance No. FY2018-02 Amending Title 17 KIBC (Zoning) By Adding Chapter 17.77 KIBC (RSL-Residential Small Lot Single-Family District). NEW BUSINESS Page 1 of 110 Visit our website at www.kodiakak.us www.facebook.com/Kodiakislandborough @KodiakBorough ORDINANCES FOR INTRODUCTION Ordinance No. FY2018-08 Amending The KIB Future Land Use Map By Changing The Future Land Use Designation of Lot 26A, U.S. Survey 3098 From Urban Residential To Commercial (P&Z Case 17-028). Ordinance No. FY2018-09 Rezoning Lot 26A, U.S. Survey 3098 From R1-Single-Family Residential District to B-Business District (P&Z Case No. 17-029). OTHER ITEMS Appointment to the Providence Kodiak Island Medical Center Community Advisory Board (Major David Davis and Ms. Mary Jane Pediangco). Approval of the October 3, 2017 Regular Municipal Election Workers Appointment to the Solid Waste Advisory Board Business Representative Seat (Mr. Levi Fehrs). Assembly Approval Of A Letter Addressed To The Board Of Fisheries Regarding Massive Changes To Kodiak Salmon Fishery Management Proposed In Agenda Change Request #11. 4. MANAGER’S COMMENTS 5. CLERK’S COMMENTS 6. MAYOR’S COMMENTS 7. ASSEMBLY MEMBERS COMMENTS Page 2 of 110 KODIAK ISLAND BOROUGH STAFF REPORT SEPTEMBER 14, 2017 ASSEMBLY WORK SESSION Kodiak Island Borough SUBJECT: Otmeloi Way Reconstruction Project Discussion ORIGINATOR: Sara Mason RECOMMENDATION: Direct staff on how to proceed with this roadway construction project. DISCUSSION: At its February 9, 2017 work session the Assembly directed staff to write a letter to DOT&PF that contained the questioned (and answers) summarized from a phone conversation between DOT&PF and Borough staff on January 27, 2017. The KIB letter to DOT&PF was sent on April 17, 2017. DOT&PF sent a response letter to KIB on July 26, 2017. Attached to this agenda statement are: 1) A summary memo containing a project timeline from April 2016 to present and items for which staff is requesting guidance; 2) DOT&PF's response letter; 3) DOT&PF's geotechnical report; 4) KIB's letter to DOT&PF; and 5) A copy of the current draft MOA. ALTERNATIVES: FISCAL IMPACT: Otmeloi Way will be included in Road Service Area No. 1 and taxes will be collected accordingly. Additional fiscal impacts may be realized, depending on the direction the Assembly would like to proceed on the issue of a lighting district. OTHER INFORMATION: AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 3 of 110 Kodiak Island Borough Community Development Department 710 Mill Bay Road Kodiak, Alaska 99615 Phone (907) 486-9363 Fax (907) 486-9396 www.kodiakak.us Memorandum Date: August 29, 2017 To: Borough Mayor and Assembly Cc: Borough Manager From: Community Development Director RE: Otmeloi Way Reconstruction Project Timeline Summary and Discussion Below is a timeline of events for the Otmeloi Way Reconstruction Project (State Project #Z68130000) from April 2016 to the present. Following the timeline is several discussion items for which staff is requesting direction. Project Timeline April 2016 - On April 6th DOT&PF hosted a public meeting at North Star Elementary School to discuss the proposed alternative for the project. The alternative proposed by the project team was a variation of Alternative #3 from the 2015 Design Study Report. August 2016 - On August 2nd Representative Louise Stutes facilitated a teleconference between Otmeloi Way area residents and DOT&PF project staff. No KIB staff were present. - At its Regular Meeting on August 4th the Borough Assembly considered two ordinances relating to this project: o Ordinance No. FY 2017-03—Submission to the voters the question of altering the boundary of Road Service Area No. 1 to include Otmeloi Way o Ordinance No. FY 2017-04—Submission to the voters the question of establishing the Otmeloi Neighborhood Streetlight Service Area. Ordinance No. FY2017-03 passed. Ordinance No. FY2017-04 was postponed to a Special Meeting on August 11th. - On August 11th the Borough Assembly held a Special Meeting to consider Ordinance No. FY 2017-04. This ordinance failed. AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 4 of 110 September 2016 - On September 29th the project was discussed at an Assembly Work Session. DOT&PF staff was in attendance by phone from Juneau. The Borough’s state lobbyist, Mark Hickey, attended the meeting in person. The packet for this discussion item included a draft MOA. October 2016 - On October 6, 2016 the Borough held its general election. Qualified voters elected to modify the boundaries of Road Service Area No. 1. January 2017 - On January 10th CDD staff held a public meeting to discuss the project. Several questions from the meeting were outlined in a memo dated January 18th from the CDD Director to the Borough Assembly. - On January 27th CDD staff spent several hours with DOT&PF’s project manager via telephone discussing the questions outlined in the January 18th memo. February 2017 - CDD staff finalized a memo outlining the January 27th phone conversation with DOT&PF staff. This memo is dated February 9th and was included in the packet for the March 16th Assembly Work Session. March 2017 - On March 16th the project was discussed at an Assembly Work Session. Staff requested direction on how to proceed. At this meeting staff was directed to prepare a letter to DOT&PF containing the questions outlined in the February 9th memo. April 2017 - On April 17th Manager Powers sent a letter to DOT&PF as directed by the Borough Assembly. July 2017 - On July 19th Manager Powers and CDD Director Mason met with DOT&PF Planning and Traffic & Safety staff about project needs in Kodiak. Otmeloi Way was discussed and DOT&PF staff indicated that the Borough would need to submit a STIP (Statewide Transportation Improvement Program) project nomination for the CTP (Community Transportation Program) Program if the project is to move forward. The nomination period for the CTP Program has not yet been announced by DOT&PF. - On July 26th DOT&PF provided a letter of response to the Borough’s April 17 th letter. Discussion - Does the Assembly support moving forward with the alternative currently proposed by DOT&PF? - Would the Assembly like for staff to work with DOT&PF in drafting an MOA? AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 5 of 110 - Would the Assembly like for staff to begin working on a CTP project nomination for the STIP? - How would the Assembly like to proceed relative to the proposal of a lighting district for the area? AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 6 of 110 .3?3No: z=%a_woioa wonocmrZwnmmoa So2::mmv.W28 woman>_mm_S83w No”O:.=n_o.$8‘Wooosm?conon3.£.mo.G883.8.83Zo.Nadwooos Com:2:»main: €mEnEnmmna8.32.Enwonozmrwmnm<m_<nnmmmonFEmocmmmoam8Bo<m Em vino. $23..eainHoE83.8u8<EoEamozoeinmubmémnm 8 <9:>3:3 .032. 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Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 2 7 o f 1 1 0 yin DuUralWcuam(lbs /:u.l|) 23m ._4.o::u_2=i..ui...r..wo-u?nnan5 3...n2 .3...an.an a v!E5 ::a:.o_uaeui W13. .3 .8 .3 DryUmlWexghx(lbs Icu.ll) In1LEa 0.5.2:33 3 min»! ZaaE_u 03.43 35 9.guns: _u.o5:\ma.=__...: _.uo.o8w._o.3m..S>.o.om.>._:+8.8~..:o.,.o.o§m¢a:.s: 535:"Cum ca_.o$.<ma==_2 _no.om$._8.3m.,_om2+o.£.:o>8.8..>._= xclauna?H.wHu x H.~> m_.m::_m_.ma: AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 2 8 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 2 9 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 3 0 o f 1 1 0 n nup L???§oL3O .\D‘E.3.3+\\c\H\mn\o.§um\oYmi aw sx?..o@‘§..%\on..\?s\?an\§c\WRQ\.\w.+Hum.“U ?f h x<\.a$.?m:\N0\~.\C.%,n L 1M50mQ\.MaV N\oL9L«WLV w$333-iso; -:3 ms \.oo\.hm _§Ho?ér/.r»b Pu __ nfc«K..... :uon_ k-..iVmsarifxuw\J:x.m:&-§_?h_..m.u\ \2-mw?2&3u9>3 IVxwfn«\3.K\m\9\}n\.OPH&|\.mIN ‘GNU. N“m§-m§mw muogc 2o;.bn¢p@233USbut Ru0»Lw¢r,\_xrx/.T??..\o\\\cJ 33.§\§ée F .3 K“5 ?lm .m -\a.:?\§\..?\§\:(\. AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 3 1 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 3 2 o f 1 1 0 AG E N D A I T E M # 2 . a . 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HzawancamnosmEd”.OE.mamwmae<E<a_.mcanaocampam§<a3nE mwa&w.m=aa\maoBa~Q8Emma::%..§m 8 EowanwoéaaaAa.m.a=_.EE:aEa naan§~.aB:::m€w:m 9.m~aawa_.nE<a.<mv.&..~ o95Eaciao.moacmSo?aon:.=Eo<:._mEa :.:a_.maamo=mE zasa $8.ea _ua_.:=m=_... U1<a.~.>_.aEana»&a2s_.3?3.85 Baum?am 2::am:ca 52058.3 8 23.2 asrmsaa :32... o95Ea83caBo/NamE8Eaa?mnam:m_:-om.§¢.... womawE35 wonosmr om?nm cm2.5 §>Z>OmW 30 2E wagWEE woe?>_um_S Sam Eaonn God 3982 13..God as 8: min? E_...o AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 3 4 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 3 5 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 3 6 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 3 7 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 3 8 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 3 9 o f 1 1 0 OTMELOHW KIB Public Coordination Meeting 1/10/ AY AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 0 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 1 o f 1 1 0 Who’s here? Why are we here? What are we here to do? @ ?ring©v W?e AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 2 o f 1 1 0 V nmw '”3€llBllNl1N?I1 V‘,~msAwm|11I »e an s oq/\/\ .lO].39.l!(]wewdole/xeq ,(J,! unuJu1o3’uosow no.1og Je?nuow q6no. Iog’s.IeMo |eoq:>gw ,tods uop,o:>oA eJ,g.IoAo:| ewoN ise/\|esJno, (e:>npo.u,ug 13% 1!H IHH HI ’ q?noxog AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 3 o f 1 1 0 Why care .-we here? 'ToPar1 p ha U Borough staff will lead discussion on project Group will work toward unified voice 'I .(‘q_'.:- ' »:*a .'_I ' Q "* ‘q - ' '9'I ., D‘:' r. -Qt"’*'+-“' 1 '‘‘‘'‘r‘ -'‘L:'?,‘A V >-_ &"s“#~'-.-‘:'1 A . _3;.’S‘ ‘J‘._v Borough staff will (very)briefly present project progress [W are we Ih re? 7 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 4 o f 1 1 0 :Id‘8J.OC|‘v’qwvxdmsJeu4 mdugp.m/mo;pe!o.Id sq;?ugpgn?ug esn um q6noJog eq;mq;eago/\peggun D do|e/xep pun snsuesuoa pung seAgJ,ou.IeJ,|o e|qgsoe,t .|SOu.l sq;,to suoa up so.|9 J , uo s.Iequ1euJ Auunwo:>UJOJJ.>poqpee uauog sse3o.Id J,uauJdo|e/xep palm sq; dvglgqv eueq/v\uo uogJ,ouuo;ug .|.u9S9Jd AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 5 o f 1 1 0 ‘ 'HESIIEEIIJTUEXHT[lmi_j[ :1 .. K HESIIEEIJT0 E)(|]T|]. El aurm." ‘T MIKE ITHAPPEN. Borough staff will summarize this meeting Borough staff will report to the Assembly Additional meetings may be scheduled at the request of the Assembly The process will result in staff providing concise direction to ADOT&PF ADOT&PF will continue '‘|l with proiect development ' H1 EL‘;EEUTlIE»| Hl?E5 EHJTIJE |T‘l ["Ef _ IE- ll}! |}|l’i| AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 6 o f 1 1 0 Mag/xag J,ueuJ1doleAeQJ,:>e!oJd l AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 7 o f 1 1 0 Funding .4“, Allocated from a Congestion,Mitigation, and Safety Initiative appropriation in FY 06 $200k was granted to KIBvia MOA for a reconnaissance study $3.75/v\of federal funding is illustratively un-»‘.'J':‘_"S’££€'.1¥2'dLl1'.‘.‘B Fll?il lI25"JIl‘ -umum 7 |.|lII.lIllI Jlll I74. snwm ‘1'91"‘ ‘JIILIIII upg-I:nu Olen:Ilv?uuy . Hunlq mu!m Cny of Mad um ll-IM scummnl Ennnula -I.9IIn,(u» ncpnl Ind Eu h (?at Inpuulllx I)-lb) sm-Raziy rn-mu .1.sm.nnn A-gun Mm:Ilqnncncna lIll!'.‘l ‘nun max:Immmuu ‘l,lI'Il_IlIb uxunvuaunnnluuvqnullln .\«.a an. \ppIwhIh- l‘\|%I III)II -runnnRm: u,pamIIn7.II) FIIM -Wxknlnu ‘Ind Uyupiuklllll .lIl hli?l-Wnl??ln? EIIEIIIIIIIJT-III Ghlnli?ulvrlivuiilll? "1 Juan Klhcullupom-. llnllllullliltll?l-II Lrnlk?n?.II |'.|l|hIlI\lVl|5hI(nI| IllIl?%lIlDJJ~J5I Kali-l'hIdn\|n) Itl?ul?nillml?b Du-lnl-luamfbmu I Iunhtnauugnq-a I-gunman!-lm I-qnna-azullnm KLSIII J,H|,llI! MIIUIIO Gnnll FIJI Olin Fundin AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 8 o f 1 1 0 3 1d.F]-9LI A ;uaLua6:35Lg .Iap|oL|e>1DJ,g d9.l V33 >9’sde.I )|Q3 'H°45 am ’:|‘8J.OGV l+|.!N\Bugeew [Q3 kmnuo f4s!K<=1q°Iam PUD'H°45 :|c|‘9J.OCl\7’ ’(g)s.IequJew A]wessvqum Buueew [OZ 1°“-'°I9:| ,(.uoJ,ueuJe|g.1043q,uoN m Buueewauqn 9lOZ I!-' s.IeuMo :(1..l9dO.ld ADM[O|9LU1.0 pun ‘sews ‘d9 ’:|d‘8J.OClV L|.|[N\"D3 euoqd =[LU%-'9-'[3| AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 4 9 o f 1 1 0 EngineeI'ing — ADOT&PF Central Regio engineering report in M Proiectwas transferred 201 5. Surveying work and design wor “lI0::LID'IJl.!E?d‘H uv «I25? £35-H. NILE n completed reconnaissance arch 2012. to ADOT&PF Southcoctst Region i Engineering AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 0 o f 1 1 0 uogssms . I o AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 1 o f 1 1 0 Is it still a priority of the neighborhood to have the Otmeloi Way Reconstruction Project completed? Is there consensus that pavement is appropriate? Is there consensus that non-motorized facilities are appropriate? What are the pros and cons to providing street Hgh?ng? Pros: AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 2 o f 1 1 0 l#OAI,|.DU.F‘v-HV louou o uuq?n qm p9Z[JO.|w-uou oN sJep|noqs '4;z pun seuol |eAo.u '4;L1 pa/nod pe?uo sun e|g,toJ pun .|U9l.uU5 [|Vpeadsu?gsep S u 9/x mtu AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 3 o f 1 1 0 A|’ren‘I1c:1?~iv.e}?1]’@U"[?]©J _H__H__H__H__U_H_ Pros AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 4 o f 1 1 0 ‘V’ 8- Z __;32“.-|.l.”Ll.1eJ,'.V _,g '5:-u-"--sans.-nauaau ADMpmuow pun ‘pa ognsuguad use/vqeq sseaao 04 suogmaggpo wpouou o Buuq?n qua pezg.Io,tow-uou 0N s.1ep|noqs 1;9 pun seum|eAo.u,'4;31 pa/xod suogJ,o3o|ewos ug se?uoqa e|g,toJd pub .|.U9u.lU5 !|peeds u?gsep Q "4 ‘g . “ ‘_.€£.‘,.v.—.f .M.-_.__ ~«%:~‘I: ,,3r.I.‘- ‘ I _. _L?. ">4;;’-‘FA.’9 k‘‘gfskkf"j§rt.)""33,- ‘ V . 4/ N nu muummnvv [JJJ UDDUUD AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 5 o f 1 1 0 A|’remc:tiLve #2 j Pros AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 6 o f 1 1 0 /mm pmnow pun °p mnsugued ueelmeq sseaao 0:,suogoaggpow gouou o Buuq?n qmd p9Z[JO.|.OU.l-UOUsepnpu| s.Iep;noqs '4;9 pure sauna]|eAo.u '4;31 pa/xod .|.9SH.O eq p|no/vx eug|.Ie4ue'_') u?rsep Aa4;r© 1 .,r‘1 33:.+- s 4 2*.‘f’2'aA‘.A .5‘1!. .»;._“~‘?.~’J§*‘—«* '~Wxv’;-»z:¢,,a%§g~%‘§??"- UDDUDD AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 7 o f 1 1 0 A|ternc:ti~ve 3A??erna??ve O DUDE Pros AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 8 o f 1 1 0 og#9A[JJ.DU.l9J,|]\:/ ,.--s._/.\\ \‘N- ‘ y ,* J.. ,, K =1._ ‘’_-. < K?‘g’ .-\Ir‘.‘ ~‘A’ I ‘1 ."\/+ ‘ 1 .5‘1 ..113;-_ ‘ ‘ ‘I V,m}1'4 ‘“" 1 43 ‘W V ' 6. 5*“V .5,’,‘ ‘ -A ._.\L h 4 . v :P .. §,$1-.-'9’‘ +. ' A ' ‘‘\.' ‘ I . ?"'~.'-Qt ‘I‘v ’1‘ uop,mg pun 'p3 mnsugued use/vueq sseaao 0:,uoguozzggpo wpauoudo Buuq?n qm p9Z!.I01.0Lu-UOU sepnpul sJep|no s 1;,3 pun seumIa/uam,-1,;l l pa/nod 4esHo eq p|n M aug|.IeJ,ue3 peeds u?gsep AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 5 9 o f 1 1 0 Alternaznive 7730??ernm? _H__H_D_H__H__.|.__H_DDUDU Pros C o AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 6 0 o f 1 1 0 gsnsu ‘U1 9 J;SJL- :11 Hl.‘v\3;1HD\.’LEW (LUCA ii M31138 101 V HMO/\'\G‘|?0M 5 HL SH ‘NEHSNOD ’ as Q3 [ _H__H__H__H__H_D_U_H_D_H_ H.L‘)U -3 F AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 6 1 o f 1 1 0 0 B35 Nugs Rd 415..<=\’&uQ mm__£Lm H 39:mad 7 '71 mo M MLML:‘II Dérmjoz 7;72 5E 3 OT a‘kn.[ &g&pA/e.s=;/s/2:_ a 97 my an 7247_ Z 7‘//4/M 5 M.11/vw,‘t/mi )ce _{qr<v'5?3-?6 777% R ’ Pug..,.J 7 Q2704’.//9 L 4 73»Awbnm x / Otmeloi Way Reconstruction Project Public Meeting January 10,2017 —6:30 p.m.—Bayside Fire Department Sign In Sheet Address Phone # \(0.Mason ATV A C/I4»'I—A'I‘— 9*’/5:1 /%' U/Won "(,1/moo _J 6:-I‘yaw 36!,‘‘\V.(.--.r ./ ha,V \r>\r\ ‘-1 av? 37 ' ‘I7’:/z4,,/, 7/? 9 LA 75//at ?:(a$'?>0 Lot J30 é/\//I/Sui .277:5;F 0.59;:7 F10-/3°/Z9 950 07-7 -(0 o -5‘-55$‘ 707-S"I7“S‘”D -/ 9“/9-" 4/7-3/54- 037‘Y 921909 -95’-2 ’fK4~o?7 ‘/E/-374/5' 942-290/~ 5/5»:-534‘)AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 6 2 o f 1 1 0 -law”/‘V’7/ #auoud ssanppv amenpaxuyd 139'-IS "I was matuuedaa a.u=|apgs?eg —'tu'd 09:9 —“oz ‘op Manner ouqnd ;oa[o.1¢|uononnsuooaaRemgo|aLu;o AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 6 3 o f 1 1 0 AG E N D A I T E M # 2 . a . 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BE3uE.m.~OQ._E&C2wmtm.E>m£we go mczsohmz m£2 cozsumE mbm?mmocmccw ._m£=c2umEmEm_nE_ma:3E5mm._=mmmE m:_E_mooEm=_m:o=_ucmm.m£m<Am .£mQmm:..E:E 2:BEN>.m\sbm....<m5 .3 Emma KO». m:...5.?:oo\mE.aQoEawzmCumbmEQQmmbmgmaz®~m.tQO.~QQm.>.m\SPm=m§“T .mbmE9:3Em$9a€:0~m>m\m&m..mnoE5:0 .m;mEso Atmuoi 2w.omqE.._EmoS:m..mémaz?ou2:E5 I13.mm_\o ummqm:93.nm?mmwm ms:m>.5camEm:u?mu?zoo99:o.am.:m>:o.cm>&m2..m:o.co:PE EmoE:9m .8mmocm??man.2:mozmczmEzocm .55 9.20 £:m:.Ewl AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 6 5 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 6 6 o f 1 1 0 AG E N D A I T E M # 2 . a . Ot m e l o i W a y R e c o n s t r u c t i o n P r o j e c t D i s c u s s i o n Pa g e 6 7 o f 1 1 0 A-t+a,r_hvv1cvvl*Z Memorandum of Agreement Between the Alaska Department of Transportation &Public Facilities and the Kodiak Island Borough Project:Otmeloi Way Rehabilitation &Transfer State Project Program Number Z687130000 I.INTRODUCTION AND ACKNOWLEDGEMENTS The Alaska Department of Transportation and Public Facilities (DOT&PF)and the Kodiak Island Borough (Borough)(collectively,the Parties)mutually agree to the terms and conditions of this Memorandum of Agreement (MOA)for the Otmeloi Way Rehabilitation and Transfer Project (Project).A primary focus of the project is to provide a safer route to the area elementary school.Alaska Statute 4-1.42.020 authorizes DOT&PF to cooperate,coordinate,and enter into agreements With the federal government and municipalities to plan,design,and construct transportation facilities.The Borough is established under Alaska law.This MOA is being executed to facilitate the planning,design,and construction of the Project and the transfer of maintenance,operations and ownership of Otmeloi Road and all improvements made by the Project.By Resolution the Borough has authorized the DOT&PF to plan,design,and construct the Project and to perform all acts speci?ed in this agreement.However,per this MOA,the Project will not be constructed until the Kodiak Island Borough provides written authorization to move forward with obligation of construction funds and advertisement of the project,thereby committing the Kodiak Island Borough to assume maintenance,operations,and ownership responsibilities as described in this MOA. 11.PROJECT SCOPE AND FUNDING A.This project will rehabilitate approximately one mile of Otmeloi Way (Milepoint 0 to 0.8).Road improvements will include grading,drainage,paving,and construction of pedestrian facilities.Realignment and lighting will be included as needed.Upon completion,ownership and maintenance responsibility for Otmeloi Way and associated facilities will be transferred to the Kodiak Island Borough.To complete a safer route to school DOT&PF will reconstruct approximately 500-foot portion of Borough owned Mallard Way from Otmeloi Way to the North Star Elementary School as part of this project. B.DOT&PF received a 2005 State of Alaska general fund appropriation of $3,300,000 to fund rehabilitation of Otmeloi Way,Kodiak Island Borough.At the Borough’s direction the DOT&PF is using a portion of this funding to develop the Project through ?nal design and right of way.Since the amount of state funding available is FINAL date MOA between ADOT&PFand the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 68 of 110 insuf?cient to cover the overall estimated Project cost,DOT&PF will develop the Project in compliance with the federal project development process.The DOT&PF plans to supplement the available state funds with federal highway funds.The DOT&PF has placed the Project in the State Transportation Improvement Program (STIP)as a contingency (a.k.a.Illustrative)project.A project placed in the STIP as an illustrative project is an unfunded project available for obligation of federal funding,if projects programmed for funding in a ?scal year are unable to obligate all of the available federal funding in the ?scal year.The DOT&PF will also present the Project at the next Project Evaluation Board Meeting (PEB)for ranking. C.Parties will review and approve the Project budgets.The Project budgets are estimates only and the Parties recognize and acknowledge that actual costs may exceed the original Project budget estimates. D.Parties acknowledge that DOT&PF has historically maintained Otmeloi Road from its intersection with the Rezanof Drive Highway to its intersection with Monashka Bay Road.The parties acknowledge that improvements made as a result of the Project will reconstruct approximately one mile (Milepoint Oto 0.8)of Otmeloi Way.The parties acknowledge that upon completion of the Project,the Borough shall assume maintenance,operations and ownership of Otmeloi Road and all improvements made by the Project.The Parties acknowledge that the DOT&PF will request written approval from the Borough before obligating construction funds and advertising the project.At this time the Borough will be required to explicitly,in writing,accept those maintenance,operations.and ownership responsibilities as described in this MOA. Responsibility to maintain.operate,and own will begin upon completion of Project construction. III.PLANNING,DESIGN,RIGHT OF WAY,CONSTRUCTION,UTILITIES,AND OWNERSHIP OF THE PROJECT AND IMPROVEMENTS A.Project Developed in Phases 1.The Project will be broken down into 4 Phases: a.Phase 2:Design i.Preliminary engineering through environmental document; ii.Preliminary engineering to ?nal Plan,Speci?cations and Estimate (PS&E);and b.Phase 3:Right of Way,Appraisals,and Acquisition c.Phase 4:Construction d.Phase 7:Utility Agreements The DOT&PF will be responsible for all design,right of way,construction,and utilities. FINAL date MOA between ADOT&PFand the KodiakIsland Borough Otmeioi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 69 of 110 The Project is being developed (using state funds in hand)compliant with the federal process to prepare the Project for federal funding participation in construction of the Project.Approval of the environmental document,right of way certi?cation,and ?nal Plans,Speci?cations,and Estimates (PS&E)must comply with FHWA certi?cation requirements prior to receipt of authorization to proceed to construction and advertise for construction bids. 2.DOT&PF Policy and Procedure numbered 09.01 .040 (Local Match for CIP)requires that a minimum of 15%contingency be included with the total cost estimate for each project (“adjusted total cost estimate”).The State of Alaska general fund appropriation for the Project will be used to fund the required match and is sufficient to cover the anticipated required local funding match,including match for the 15%construction contingency,and any items determined to be ineligible for federal participation.If for any reason the state funds currently appropriated to the Project should be withdrawn,the Borough would be responsible provide other local funds to cover federal matching requirements and cost of items ineligible for federal funding participation. B.DOT&PF’s Responsibilities DOT&PF shall: 1.Seek legislative authorization to receive and expend federal funding sufficient to construct the Project, 2.Consider the Project a contingency project and place the Project in the State Transportation Improvement Program (STIP)as an illustrative project to take advantage of federal—l1ighwayaid as it may become available,if programmed projects fail to obligate all of the available federal funding for a ?scal year.The Project will be presented to the next meeting of the Project Evaluation Board for scoring and ranking. 3.Ensure that state and FHWA funds are expended in accordance with federal and state laws and regulations. 4.Plan,design,and construct the Project (including utilities). 5.Acquire all necessary rights of way in the name of the Kodiak Island Borough . 6.Obtain NEPA documentation as needed,and keep an interested parties list. 7.Develop the Project with own staff or use contracted services or combination of state and contracted services.For contracted services issue Requests for Proposals (“RFPs”)and enter into contracts for engineering services to develop the Project.The FINALdate MOA between ADOT&PF and the KodiakIsland Borough Otmeloi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 70 of 110 10. ll. 12. 13. 14. 15. 16. 17. 18. RFPS shall be submitted to the Borough for comment prior to advertising for proposals. Execute and manage any professional services agreements as necessary. Keep the Kodiak Island Borough point-of-contact informed of Project status. Charge staff time and expenses to the Project. When design is 35%complete,submit plan set to the Kodiak Island Borough for review and comment. When design is 95%complete,submit to the Kodiak Island Borough for review and comment on the plans,speci?cations and estimate (PS&E)that will go to advertisement for bid solicitation. Submit the ?nal PS&E package to the Kodiak Island Borough for approval prior to advertising the Project for bids.The Project will be inventoried until such time as the Borough reaches a decision on whether to authorize the DOT&PF to proceed to construction. Request written authorization from the Kodiak Island Borough to proceed with obligation of construction funds and advertisement of the Project,thereby committing the Kodiak Island Borough to assume maintenance.operations,and ownership responsibilities as described in this MOA. Provide the construction engineering and indirect cost allocation plan (ICAP)to the Kodiak Island Borough with a copy of the contractor’s Notice to Proceed. Deduct the appropriate rate of ICAP to the Project to cover DOT&PF indirect expenses.The current ICAP rate for FHWA and state highway projects is 4.65%of the total Project costs. Submit each proposed change order to the Kodiak Island Borough for review and comment prior to commencement of the work covered by the change order,and note if approval may result in the Kodiak Island Borough exceeding the Kodiak Island Borough’s estimated dollar share allocated to the particular construction activity. The DOT&PF shall add a special provision to its bid documents extending the protections of Standard Speci?cation l07—l.l3 to the Kodiak Island Borough.The DOT&PF shall add a special provision to its bid documents requiring the Kodiak Island Borough to be listed as an additional insured on the policies required by FlNALdate MOA between ADOT&PF and the Kodiakisland Borough Otmeloi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 71 of 110 Standard Speci?cation 103-1.06,paragraphs 2 through 4.The Kodiak Island Borough shall have the right to enforce these requirements against the successful bidder. C.Kodiak Island Borouglfs Responsibilities The Kodiak Island Borough shall: 1.Establish a single point-of—contactwith suf?cient authority and responsibility to communicate to DOT&PF all decisions or noti?cations required by this agreement. The Kodiak Island Borough shall be solely responsible for payment of contract price adjustments to compensate for any owner-caused contract delay claims that are directly attributable to the Kodiak Island Boroughs failure to timely communicate decisions or notices required by this agreement. Provide funding to cover any work in the original scope of work.or under any change order recommended for approval by the Kodiak Island Borough determined to be ineligible for federal funding and exceeding state funding for the Project sufficient to cover the additional federal fund match and/or items ineligible for federal participation. .Provide written authorization for DOT&PF to proceed with obligation of construction funds and advertisement of the project,thereby committing the Kodiak Island Borough to assume maintenance.operations,and ownership responsibilities as described in this MOA.If the Kodiak Island Borough does not wish to provide authorization.then the project will be closed out.. Provide timely Borough approval or rejection of any change order that may exceed the amount of state funds appropriated to the Project available to cover any ineligible and federal match requirements resulting from the increase in cost for a phase;in no instance shall the Kodiak Island Borough’s recommendation be more than ten (10) calendar days after DOT&PF‘s delivery of the proposed change order and all supporting documents to the Kodiak Island Borough’s authorized representative.If the Kodiak Island Borough intends to recommend rejection of any proposed change order that DOT&PF ?nds necessary for the completion of the Project,within seven (7) days of the DOT&PFs delivery of the proposed change order the Kodiak Island Borough shall provide an alternative change order proposal—which may include reduction of the Project scope of work—~thatwould allow timely completion of Project.At the time of the Borough’s recommended approval or recommended alternative proposal,the Borough must transfer local funds suf?cient to cover any shortfall in available Project state funds to cover an increase in the Borough’s local funding commitment to the Project. .Provide funding at the match rate to cover the costs of all Project related litigation, including legal fees and costs,including challenges to federal permits or decisions, FINAL date MOA between ADOT&PF and the KodiakIsland Borough Otmeloi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 72 of 110 l(). 11. condemnation or right of way matters,procurement claims,and construction claims, sufficient to cover any shortfalls in available Project state funds to cover same. Kodiak Island Borough shall assist the DOT&PF,as necessary,during the course of the Project related administrative or civil proceedings and shall have the right to actively participate in the control of the litigation,including participating in strategy and settlement discussions,if it elects to do so. Review information and action items from DOT&PF and provide any necessary responses within fourteen calendar days of receipt. Provide management staff for coordination and review of the Project as needed with no cost to the Proj ect. Authorize the DOT&PF and its contractors on the Project to conduct the necessary work within the Kodiak Island Borough road rights of way,and provide the DOT&PF with construction easements and such other interests as required to meet federal right of way certification requirements. Inspect the Project right of way and property prior to Project closeout.The Kodiak Island Borough may perform an environmental assessment of that property for the purpose of determining whether any hazardous material contaminates the property. For purposes of this agreement,a “hazardous material”is any chemical,metal, petroleum product,or other substance (or any combination of hazardous materials) that is designated as “hazardous”by the U.S.Environmental Protection Agency and that is regulated by any government agency in any quantity as a contaminant, hazardous material,or threat to health or safety. Participate in determining “substantial completion”of each phase or stage of the Project,and accept full ownership and complete responsibility for each phase or stage of the Project,and all improvements thereon,upon substantial completion of each. The Kodiak Island Borough will assume maintenance,operations,and ownership of the facility upon completion of the improvements.The Kodiak Island Borough acceptance of ownership is not a direct or implied waiver of a contractor’s responsibility to satisfactorily complete the work. Alter the completion of the Project,in addition to the transfer of constructed improvements and the transfer of operation and maintenance responsibilities described herein.DOT&PF will assign to the Borough,all its rights,powers,interests,and privileges in or arising from each and every one of the utility permits listed below,or as listed at time of transfer: 0 Electric distribution line. -Telecommunications line -City water and sewer lines 0 Any other permits or easements FINAL date MOA between ADOT&PF and the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 73 of 110 IV.PROJECT ADMINISTRATION A.Unless otherwise expressly stated in this MOA,the DOT&PF shall be solely responsible for all Project procurements. B.Except as otherwise expressly stated in this MOA,the DOT&PF will be solely responsible for the administration of all Project contracts,in accordance with its contract(s)with the contractor(s)(“construction contract(s)”).The Borough has no direct or implied right to enforce any terms or conditions of any professional services or construction contracts against either the DOT&PF or the contractor(s)except where there is alleged Project mismanagement premised upon the DOT&PF’s gross negligence, recklessness,or intentional misconduct.Nothing herein shall be read to modify the scope of AS 09.50250 or to waive any provisions thereof. C.Notwithstanding Section IX of this Agreement,DOT&PF shall be wholly responsible for the defense of any procurement protests or contract claims. V.FINAL INSPECTION A.Representatives of the Borough and the DOT&PF may jointly conduct ?nal inspections upon substantial completion of the Projects construction.The DOT&PF shall,however, determine when the Project reaches the point of substantial completion.The term “substantial completion“as used in this MOA means that the construction is sufficiently completed to allow the owner or a person authorized by the owner:A)to occupy the phase or stage constructed and improvements thereon;or B)to use the phase or stage constructed and improvements thereon in the manner for which they were intended. B.The DOT&PF shall provide the Borough with an “As Built”of the Project and all improvements at Project closeout. VI.THE BOROUGH’S RIGHT-OF-WAY,OPERATIONS,AND MAINTENANCE OBLIGATIONS The Borough’s right-of-way,operations,and maintenance duties for the Project shall commence on the date of substantial completion.The Borough agrees that its obligations with regard to the transferred rights-of—way,operations,and maintenance include the following: A.The Borough agrees to perform,at its own expense,those right-of-way,operations,and maintenance obligations required by the use of F HWA funds.In carrying out these obligations,the Borough’s duties include: FINAL date MOA between ADOT&PFand the Kodiak Island Borough Otmeioi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 74 of 110 1.Those identi?ed in 23 C.F.R.§1.23 (“Rights-of-Way”)and 23 C.F.R.§1.27 (“Maintenance”),which would otherwise be required of the DOT&PF if the DOT&PF ovxned the transferred facility and improvements; 2.Management of the right—of—wayand any utilities in accordance with relevant sections of 23 CFR Part 710 (“Right—of—Wayand Real Estate”)and 23 C.F.R.Part 645 (“Utilities”); 3.Complying with the DOT&PF°s Right—of—WayManual; 4.Conducting oversight and management of utilities located in any transferred right-of- way consistent with the DOT&PF°s Utility Manual.and complying with the utility policies and requirements set forth in AS 1925.010-0'2()and 17 AAC 15; 5.Allowing no encroachrnents within the transferred right—of—waywithout the prior consent of the DOT&PF and the FHWA; 6.Refrain from selling or conveying any portion of the transferred right—of—waywithout prior consent from the DOT&PF.In the event that the DOT&PF gives its consent to the disposal of any portion of right—of—wayacquired with federal—aidhighway funds for the Project,the Borough shall pay proceeds of the sale to the DOT&PF,which the DOT&PF will credit to the appropriate federal-aid and state accounts; 7.Issuing permits as required by the foregoing duties,and assuming sole responsibility for enforcement of all terms and conditions of such permits. .The Borough agrees to maintain and operate the transportation facilities consistent with 23 C.F.R.§1.27 and the DOT&PF’s Alaska Highway Maintenance and Operations Mzmjtm (“AHMOM”).In the event of conflict between 23 C.F.R.§l.27 and AHMOM, the more stringent provisions will establish the minimum standards with which the Borough must comply. .The Borough shall perform all operation and maintenance activities required by this MOA at its own expense and Withoutreimbursement from the DOT&PF.Maintenance activities include.but are not limited to: 1.Planning,scheduling,administration,and logistics of maintenance activities; 2.Traf?c control and safety; 3.Maintaining road,bridge,river and other embankment protection,including erosion control,to as—builtconditions; 4.Roadside management; F|NALdate MOA between ADOT8tPF and the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 75 of 110 5.Maintaining guardrails and guardrail end treatments to their as-built conditions; 6.Snow and ice control,including all plowing,sanding,culvert and stonn sewer thawing,snow hauling.winging,opening of shoulders,ice scraping,drift control, snow slide removal,and associated tasks as may be required for the safe and timely passage of the public; 7.Maintaining signs and delineators in an as—builtcondition and their replacement, including posts and foundations,when damaged,unreadable,or worn out; 8.Maintaining highway markings and repainting as required to maintain perfonriance of their intended function; 9.Removal of debris,rubbish,and dead animals; 10.Signing of seasonal weight restrictions as may be required by local conditions; 1 l.Pothole repair using the appropriate asphalt or concrete products on an as—needed basis; 12.Annual crack sealing l3.Addressing de?ciencies identi?ed through bridge inspections and reports provided by DOT&PF. VII.TERM This MOA shall become effective on the date of the last signature and shall apply in perpetuity. VIII.INCORPORATION CLAUSE The Borough shall comply with all applicable federal and state laws,regulations, executive orders,stewardship agreements,and applicable DOT&PF manuals and guidelines, including those provisions that would apply to the DOT&PF if the DOT&PF were to perform those tasks to be performed under this MOA by the Borough.This obligation is in addition to compliance with any law,regulation,or executive order speci?cally referenced in this MOA. IX.INDEMNIFICATION A.The Borough shall hold the DOT&PF,the State,its officers,employees,and agents (collectively,“the State”)harmless from and defend and indemnify the State for liability, claims,or causes of action arising out of this MOA or relating to the Project or property and facilities being transferred and the obligations being assigned. FINAL date MOA between ADOT&PF and the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 76 of 110 1.Notwithstanding the foregoing,the Borough shall have no obligation to hold harmless and indemnify the State to the extent the State is determined to be liable for its own acts or omissions,except that: a.to the maximum extent allowed by law,the Borough shall hold the State harmless from and indemnify the State for liability,claims,or causes of action arising from an alleged defect in the design or construction of any facility transferred to the Borough pursuant to this MOA,regardless of negligence or other fault,if such liability,claim,or cause of action arises out of an incident that occurs more than two years after the Borough assumes maintenance responsibilities for the subject facility. 2.The Borough’s duty to defend shall apply regardless of whether it is also alleged that the State’s acts or omissions contributed to the injury (including injury to personal property,real property or persons,including fatal injury). 3.Neither liability claims nor causes of action arising from injuries which occurred prior to the date of the transfer of maintenance responsibilities,nor liabilities imposed by or claims or causes of action arising from or asserted under AS 46.03.822,shall be governed by this paragraph. B.The DOT&PF shall add a special provision to its bid documents extending the protections of Standard Speci?cation 107-1.13 to the Borough.The DOT&PF shall add a special provision to its bid documents requiring the Borough to be listed as an additional insured in all instances where the successful bidder would be required to add the DOT&PF as an additional insured.The Borough shall have the right to enforce these provisions against the successful bidder. X.EACH PARTY IS AN INDEPENDENT CONTRACTOR For the purposes of this Agreement and all services to be provided hereunder,each party shall be,and shall be deemed to be,an independent contractor and not a partner,agent,or employee of the other party.Neither party shall have authority to make any statements, representations,nor commitments of any kind,or to take any action,which shall be binding on the other party,except as may be explicitly provided for herein or authorized by the other party in writing. XI.CANCELLATION REMEDIES A.If the Borough requests or is the primary cause of cancellation of any construction contracts entered into by the DOT&PF,the Borough shall be responsible for those costs not accepted for reimbursement by the F HWA,amounts the State of Alaska expects to be reimbursed for,and any other costs or expenses incurred by the Borough or the DOT&PF in the Project to the date of cancellation or related to ?nalizing cancellation and Project FINALdate MOA between ADOT&PF and the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer 10 AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 77 of 110 termination. B,If the DOT&PF is the primary cause of the cancellation,the DOT&PF shall bear those costs not accepted for reimbursement by FHWA,amounts the State of Alaska expects to be reimbursed for,and any other costs or expenses incurred by the Borough or the DOT&PF in the Project to the date of cancellation or related to ?nalizing cancellation and Project termination. C.The foregoing remedies are in addition to any other remedies referenced in this MOA,and do not bar or limit the parties from resorting to any other remedy available at law or equity. XII.PENALTY FOR BREACH OF MAINTENANCE OBLIGATIONS A.Noti?cation and Opportunity to Cure:If DOT&PF notifies the Borough in writing that it is in violation of any of the terms,conditions,or provisions of Section VI,VII,or VIII of this Agreement,the Borough shall have thirty (30)days from the date of such noti?cation to remedy the violation;or,if the remedy will take in excess of thirty (30)days to complete,the Borough shall have thirty (30)days to commence implementation of a satisfactory remedy. Expiration of the thirty (30)days and failure by the Borough to remedy is a breach of this MOA.If the Borough is in substantial breach,DOT&PF may elect to terminate this MOA.Failure to implement a satisfactory remedy may also result in the DOT&PF not considering any Borough contribution in evaluating the Borough’s municipal capital improvement project nominations in the six years after breach (l7 AAC O5.l75(l)). Bi Remedies:In the event of breach of the Borough’s obligations to own,maintain and operate the Project or the constructed improvements,damages shall include,but are not limited to: 1.Return of the state and federal funds expended on the Project under this MOA; 2.Reimbursement to the DOT&PF for any costs incurred by the DOT&PF which are directly or indirectly related to ful?lling any of the Borough’s contractual commitments;and 3.Withholding of approval of future state or federal funded projects until such time as the Borough puts the Project in a state of compliance with this MOA. XIII.MISCELLANEOUS PROVISIONS A.Amendment or modification of Agreement:This MOA may only be modified or amended by Written agreement signed by authorized representatives for both Parties. FINAL date MOA between ADOT&PFand the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer 11 AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 78 of 110 B.The Whole Agreement:This MOA constitutes the entire agreement between the Parties. There are no other understandings or agreements between the Parties,either oral or memorialized in writing,regarding the matters addressed in this MOA.This MOA may not be amended by the Parties unless an amendment is agreed to in writing with the both Parties signing through their authorized representatives. C.Assignment:Without the written consent of the DOT&PF,this MOA is not assignable by the Borough either in whole or in part. D.Third Parties and Responsibilities for Claims:Nothing in this MOA shall be construed as conferring any legal rights,privileges,or immunities,or imposing any legal duties or obligations,on any person or persons other than the Parties named in this MOA,whether such rights,privileges,immunities,duties or obligations be regarded as contractual, equitable,or bene?cial in nature as to s11chother person or persons.Nothing in this MOA shall be construed as creating any legal relations between the DOT&PF and any person performing services or supplying any equipment,materials,goods,or supplies for the Project. E.Duty of Cooperation:Each party agrees to provide reasonable access to the Project and to relevant Project records,to any authorized representatives of the other party or U.S. Government.The Borough and DOT&PF further agree to cooperate in good faith with inquiries and requests for information relating to the Project or its obligations under this MOA. F.Necessary Approv:-1ls:In the event that any election,referendum,ordinance,approval, permit.notice,or other proceeding or authorization is requisite under applicable law to enable the Borough to enter into this MOA or to undertake the Project,or to observe, assume or carry out any of the provisions of the MOA,the Borough will initiate and consummate,as provided by law.all actions necessary with respect to any such matters so requisite. G.Joint Drafting:This MOA has been jointly drafted by the Parties,and each party has had the ability and opportunity to consult with its legal counsel prior to signature.The MOA shall not be construed for or against either party. K.Third Party Bene?ciary Status:The Borough is not an intended bene?ciary of any contracts between the DOT&PF and any contractors,subcontractors or consultants or any other third parties,and has no contractual rights with respect to such contracts or any provisions thereof,unless expressly stated otherwise. FINAL date MOA between ADOT&PFand the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer 12 AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 79 of 110 XIV.CONTACTS For DOT&PF,Southcoast Region 4 Design Phase: Christopher Goins,Engineering Manager Email:christopher.goins@alaska.goV Telephone:(907)465-4443 Construction Phase: Vic Winters,Construction Chief Email:vic.winters@alaska.gov Telephone:(907)465-8884 Or other representatives as designated in Writing. For the Borough: Michael Powers,Borough Manager Kodiak Island Borough Email:rnpowers@kodiakal<.us Telephone:(907)486-9302 Or other representative as designated in writing. XV.ATTACHMENTS Appendix A:Scope,Schedule,Estimate Preliminary Drawings (10 Pages) Draft Right of Way Exhibit (1 Page) FINALdate MOA between ADOT&PF and the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer 13 AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 80 of 110 The undersigned agree to the terms of this Memorandum of Agreement: STATE OF ALASKA, DEPARTMENT OF TRANSPORTATION AND PUBLIC FACILITIES Dated:By: Mike J.Coffey Regional Director.Southcoast Region SUBSCRIBED AND SWORN TO OR AFFIRMED before me by Michael J.Coffey,who is Regional Director for the Southcoast Region of the Alaska Department of Transportation & Public Facilities,an agency established under Alaska law,on this day of ,2016. Notary Public,State of Alaska My commission expires: KODIAK ISLAND BOROUGH Dated:By: Michael Powers Borough Manager,Kodiak Island Borough SUBSCRIBED AND SWORN TO OR AFFIRMED before me by Bud Cassidy,who is the Borough Manager of the Kodiak Island Borough,a municipality established under Alaska law,on this day off ,2016. Notary Public,State of Alaska My commission expires: FINAL dale MOA between ADOT&PF and the KodiakIsland Borough Otmeloi Way Rehabilitation and Transfer 14 AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 81 of 110 ACKNOWLEDGMENT OF THE KODIAK ISLAND BOROUGH ASSEMBLY BE IT REMEMBERED that on the day of ,20__at a regular meeting,of the Kodiak Island Borough,a municipality established under Alaska law,granted its approval of the foregoing instrument. Dated: Clerk,Kodiak Island Borough FINALdate MOA between ADOT&PF and the Kodiak Island Borough Otmelai Way Rehabilitation and Transfer 15 AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 82 of 110 Otmeloi Way Reconstruction &Transfer Project Scope,Schedule,Estimate Scope State Project No.:68713 Appendix A This project will reconstruct approximately one mile of Otmeloi Way (milepoint 0 to 0.8). Road improvements will include grading,drainage,paving,and construction of pedestrian facilities.Realignment and lighting will be included as needed.Upon completion,ownership and maintenance responsibility for Otmeloi Way and associated facilities will be transferred to the Kodiak Island Borough.To complete a safer route to school DOT&PF will reconstruct approximately 500—footportion of Borough owned Mallard Way from Otmeloi Way to the North Star Elementary School as part of this project. STIP Schedule "phase a Fund TFFY16 if 3 vosr ‘\$500,000:' 4 ‘§ILLU 4 ‘os?i ; 7 "osr : 0 Totals: 1 if$500,000 FFY"1V7V y ’'''i l T $3,g100,_000; $‘1,_4V50,000 $750,000 T ‘_s_53600,000: 16 FINALdate MOA between ADOT&PF and the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 83 of 110 Estimate Phase ILLU OSF Total Preliminary Engineering &Design $600,000 $600,000 Right of Way $500,000 $500,000 Construction $3,400,000 $1,450,000 $4,850,000 Utilities $750,000 $750,000 Totals $3,400,000 $3,300,000 $5,700,000 PROJECT SCOPE,SCHEDULE,AND ESTIMATE APPROVED BY THE FOLLOWING PROJECT CONTACTS: Alaska Department of Transportation and Public Facilities Date:By‘‘AndyHughes,Juneau Field Office Chief, Division of Planning and Program Development Kodiak Island Borough Date:By: Michael Powers,Borough Manager FINALdate MOA between ADOT&PF and the Kodiak Island Borough Otmeloi Way Rehabilitation and Transfer 17 AGENDA ITEM #2.a. Otmeloi Way Reconstruction Project Discussion Page 84 of 110 KODIAK ISLAND BOROUGH STAFF REPORT SEPTEMBER 14, 2017 ASSEMBLY WORK SESSION Kodiak Island Borough SUBJECT: KMS Boilers Replacement Funding Discussion ORIGINATOR: Matt Gandel RECOMMENDATION: Direct staff on how to proceed with replacement of the boilers at KMS. DISCUSSION: Kodiak Middle School has two fuel oil boilers that were installed in 1983 and are in dire need of replacement. The Kodiak Island Borough School District (KIBSD) has requested KIB assistance with replacing the boilers (see attached memo from Gregg Hacker). KIB and KIBSD have also been in discussion with Kodiak Electric Association (KEA) about replacing one of the fuel oil boilers with an electric boiler. Pending approval by the Assembly and the KEA Board of Directors, KEA would reimburse the cost to install the electric boiler, and sell KIBSD power at a discounted rate when their new power plant comes online in 2019/2020. Taking advantage of this offer now would significantly reduce the overall cost of the project. Staff needs direction on the following: 1) Funding source to complete this work This project has become a priority for KIBSD. Only one of the two boilers is currently functioning well, and there is concern that if it fails over the winter the other boiler may not be available as a backup. KIBSD has made this project the #2 priority on their Capital Improvement Project list, and submitted an application to DEED that would, if approved, allow redirection of funds from previously completed bond projects. KEA will also reimburse KIB for the cost of the electric boiler installation. Either way, KIB will need to allocate the necessary funds to complete the project before being reimbursed by either the State of KEA. 2) Should the project be done as a change order to the current project at KMS, or designed and bid separately? KIB is currently in the final stages of the KMS Fire Alarm, Controls, Elevator bond project. There is approximately $600,000 remaining in the budget for this project and the cost estimate to replace the boilers is between $300,000 and $500,000. Pending DEED approval, KIB could issue a change order to the contractor to complete a portion or all of the boiler replacement using the remaining bond funds. This would require less design work up front, allow KIB to negotiate the final cost with the contractor, and significantly speed up the project. Doing this work as a change order would allow one of the boilers to be replaced as soon as this winter. Completing a full set of design documents that would then be put out for bid means the soonest any work would occur is spring 2018. ALTERNATIVES: FISCAL IMPACT: Pending approval by their Board and the Assembly, KEA will reimburse KIB for funds required to install an electric boiler. If the DEED approves redirection of funds from completed bond AGENDA ITEM #2.b. KMS Boilers Replacement Funding Discussion Page 85 of 110 KODIAK ISLAND BOROUGH STAFF REPORT SEPTEMBER 14, 2017 ASSEMBLY WORK SESSION Kodiak Island Borough projects the State would reimburse KIB for a percentage of the project costs. Regardless, KIB will need to provide upfront funding for the entire project, and would be ultimately responsible for a portion of project costs. Total project costs are currently estimated at between $300,000 and $500,000. OTHER INFORMATION: AGENDA ITEM #2.b. KMS Boilers Replacement Funding Discussion Page 86 of 110 AG E N D A I T E M # 2 . b . KM S B o i l e r s R e p l a c e m e n t F u n d i n g D i s c u s s i o n Pa g e 8 7 o f 1 1 0 AG E N D A I T E M # 2 . b . KM S B o i l e r s R e p l a c e m e n t F u n d i n g D i s c u s s i o n Pa g e 8 8 o f 1 1 0 AG E N D A I T E M # 2 . b . 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KM S B o i l e r s R e p l a c e m e n t F u n d i n g D i s c u s s i o n Pa g e 9 8 o f 1 1 0 KODIAK ISLAND BOROUGH STAFF REPORT SEPTEMBER 14, 2017 ASSEMBLY WORK SESSION Kodiak Island Borough SUBJECT: Discussion Regarding Complaint Process ORIGINATOR: Sara Mason RECOMMENDATION: DISCUSSION: The Borough's policy relating specifically to priority of complaints is identified in the attachment with a red box. ALTERNATIVES: FISCAL IMPACT: OTHER INFORMATION: AGENDA ITEM #2.c. Discussion Regarding Complaint Process Page 99 of 110 Introduced by: Mayor Selby Recommended by: Planning & Zoning Commission Introduced: 06/20/91 Adopted: 06/20/91 KODIAK ISLAND BOROUGH RESOLUTION NO. 91 -20 A RESOLUTION ESTABLISHING A ZONING ENFORCEMENT PROCEDURE WHEREAS, Chapter 29.40 of the Alaska Statutes establishes the authority for planning and describes municipal planning powers in Alaska; and requires that first and second class boroughs provide for planning, platting and land use regulation on an areawide basis in accordance with a comprehensive plan;and WHEREAS, one of the most important tools for implementing the Kodiak Island Borough's comprehensive plan is Title 17 Zoning, of the Borough Code; and WHEREAS, an important aspect of implementing the Borough's zoning regulations is zoning enforcement; and WHEREAS, the Kodiak Island Borough Assembly adopted Resolution No. 90 -26 in April of 1990 which established a Zoning Enforcement Policy; and WHEREAS, the Kodiak Island Borough Planning and Zoning Commission has recommended that the Kodiak Island Borough Assembly adopt the Zoning Enforcement Procedure, dated January 1991, to implement the Zoning Enforcement Policy; NOW, THEREFORE, BE IT RESOLVED BY THE KODIAK ISLAND BOROUGH ASSEMBLY that the Zoning Enforcement Procedure for the Kodiak Island Borough is asfollows: 1 •ACCEPT THE COMPLAINT KODIAK ISLAND BOROUGH ZONING ENFORCEMENT PROCEDURES January 1991 A. Determine if the complaint involves a land use violation. (If not, refer the complainant to the Building Official, Department of Environmental Conservation, Corps of Engineers, or other appropriate agency.) Kodiak Island Borough, Alaska Resolution No. 91 -20 Page 1 of 5 AGENDA ITEM #2.c. Discussion Regarding Complaint Process Page 100 of 110 B. Review the Borough Code. If there appears to be a land use violation, assist the complainant in filling out a violation complaint form. Signed complaint forms receive priority. C. If the complainant declines to fill out a violation complaint form, staff should fill out the form as completely as possible from the information provided by the complainant. Signed complaints and alleged violations brought up at public meetings or resulting from Planning and Zoning Commission cases receive priority. Unsigned complaints or complaints received anonymously by telephone are pursued on a time available basis. D. Each violation complaint should be noted in the violation database and the current status of the violation kept up to date. Complaints that are determined to be invalid or are referred to another agency should also be entered into the database with the appropriate determination. 2. INVESTIGATE THE COMPLAINT A. Check the department property files to see if there have been previous complaints or building activity on the property that are relevant to the current complaint. B. Check Assessing Department and Building Department files to see if they contain information, permits, photos, or other data relevant to the complaint. C. Make an on -site inspection to become familiar with the conditions on the property, documenting with photos the alleged violations and making personal contact, if possible, with the property owner and /or violator to explain the complaint and violation. D. If the violation is determined to be valid, reopen the violation file for the property in question if one exists, or set up a violation (red - label) file if one doesn't already exist. If the complaint is not valid and no zoning violation exists, or if it is ultimately referred to another agency, place a memo to this effect in the general (green - label) property file. 3. ENFORCEMENT ACTION A. Contact the Property Owner: Personal contact (telephone /on -site) should be made with the violator and /or property owner within seven (7) calendar days of the hh 1 the violation (specifying odecUGyJUIreceivingUIGcomplaint, explaining w,e aa,v.. .. section) and indicating how and when it should be corrected. A letter will be sent to the property owner, and /or any violator, within seven (7) calendar days of contact. The seriousness of the violation and whether or not personal contact has been made will dictate whether this letter is sent Kodiak Island Borough, Alaska Resolution No. 91 -20 Page 2 of 5 AGENDA ITEM #2.c. Discussion Regarding Complaint Process Page 101 of 110 certified mail. Any violation, regardless of the degree of seriousness, inwhichpersonalcontactwiththeviolatororpropertyownerisnotmadeafter three (3) documented attempts within seven calendar days will result in an administrative decision sent by certified mail to the property owner. 1. If a violation is potentially hazardous and presents an immediate threat to health and welfare, a stop -work order will be issued and hand - delivered on site to whomever is engaged in the activity. A court injunction will be sought to ensure that the activity is not continued until the health threat is resolved and the zoning violation abated. A copy of the stop -work order will be mailed certified to the property owner, if different from the person to whom the order was hand delivered on site. 2. If the violation is "non- serious" in nature (i.e. signs, small amounts of fishing gear, mobile illegal dwelling, non - permitted home occupations) and just beginning, as opposed to established and getting worse, and personal contact has been made, a non - certified warning letter will be sent setting a fifteen (15) calendar day deadline for abatement. This letter will state that failure to meet the deadline will result in a final administrative decision and further enforcement action. A site inspection will be conducted to verify compliance withthedeadline. 3. If the violation is serious and established, personal contact will be followed with a certified letter setting a compliance deadline byadministrativedecision. B. Administrative decisions: Administrative decisions will generally establish a thirty (30) calendar day compliance deadline. For more entrenched, longstanding violations requiring major structural alteration, large -scale clean -up, or displacement of occupants, a sixty (60) calendar day - -or longer -- deadline will generally be established, at staffs discretion. The administrative decision will also indicate that the decision is final unless appealed to the Planning and Zoning Commission within ten (10) days of receipt of the letter, list the penalties specified by Code for failure to appeal or comply, and state that further enforcement will be in the form of legal action. Copies of the letter will go to the file, complainant, violator and /or property owner, Planning and Zoning Commission, Borough Attorney, appropriate lending institution and other departments as relevant. C. Appears: An appeal of an administrative decision to the Planning and Zoning Commission is valid only if filed in writing with the Community Development Department within ten (10) days of receipt of the certified letter giving notice of the administrative decision. When an enforcement Kodiak Island Borough, Alaska Resolution No. 91 -20 Page 3 of 5 AGENDA ITEM #2.c. Discussion Regarding Complaint Process Page 102 of 110 4. FOLLOW UP case is appealed to the Planning and Zoning Commission, a new P & Z case file is created. An appeal stays any administrative decision until the Commission either affirms or reverses the decision in whole or in part. If the administrative decision is affirmed and no relief is granted, the original time period setting a compliance deadline is reestablished. Therefore, if a 30 -day deadline was originally established to abate the zoning violation, the 30 -day clock starts ticking on the date of the Planning and Zoning Commission's affirmation of the administrative decision, unless some other deadline is established by the Commission. A site inspection will be scheduled to verify compliance with any deadline. Should the Commission's affirmation or reversal be further appealed to the City Council or Borough Assembly, this same guideline will apply. Noncompliance by a final deadline will result in an Authorization -To- Seek - Legal- Opinion being filled out and submitted as outlined in 4C. A. Inspect the property to ensure that the violation has been abated. If the issue has been resolved and the violation abated, the "case will be closed" with a memo to the file and /or a letter of acknowledgement to the property owner and /or violator, and a copy to the complainant. The file is then returned to the Department's general property files and the compliance date entered into the database. B. If the violation has not been abated but obvious progress has been made and the property owner and /or violator has personally expressed the intention of complying, the deadline may be extended for a time period appropriate to the circumstances (i.e. a fisherman in the Bering Sea). This extension, in most cases, will not exceed 20 calendar days, and should be confirmed by phone or personal contact with the property owner and /or violator and followed up with a note to the file. The intention, here, is to be consistent with the philosophy underlying the Zoning Enforcement Policy of focusing on elimination of the violation, not punishment of the violator. C. If a site inspection on the deadline reveals that the violation continues with no apparent effort made to correct it, and that the property owner and /or violator has chosen to ignore the deadline and the directive to abate the violation, a standard Authorization -To- Seek - Legal- Opinion form will be filled out and submitted for signatures authorizing legal action. D. If after leoal action has been initiated, the property owner and /or violator asks for additional time in order to comply with the administrative decision, the property owner and /or violator may receive one final extension if a confession of judgment" offering an appropriate schedule to abate the violation is executed. Kodiak Island Borough, Alaska Resolution No. 91 -20 Page 4 of 5 AGENDA ITEM #2.c. Discussion Regarding Complaint Process Page 103 of 110 PASSED AND APPROVED THIS 20th DAY OF JUNE, 1991. ATTEST: 01 264. / /7 ' u /? Borough Clerk KODIAK ISLAND BOROUGH Kodiak Island Borough, Alaska Resolution No. 91 -20 Page 5 of 5 AGENDA ITEM #2.c. Discussion Regarding Complaint Process Page 104 of 110 JAN - 17 -2006 TUE 02:56 PM FROM:JESM MEMORANDUM FAX:9074868227 r PAGE 2 min Schmitt St. John 23 Carolyn Street dlak, Alaska 99815 907) 488 -6024 Fax (907) 488 -8112 a -mail: mattatjeamkod.com to: Judi Nielsen, Clerk Kodiak Island Borough from: Matthew D. Jamin ATTORNEY - CLIENT PRIVILEGE APPLIES broposedre: amendment to KIBC 2.17.020 date: ;January 17, 2006 As requested we have reviewed the proposed change to Kodiak Island Borough Code section 2,17,020. It is the intent of this amendment to permit members of the assembly to participate by teleconference at meetings of the assembly. According to AS 29.20.160 (f), the assembly is authorized to determine by ordinance its own rules of procedure and order of business to the extent otherwise permitted by law. 1 As noted in the preamble to the proposed ordinance, general authority for the proposed change is found in Alaska's Open Meetings Act ( "OMA "), AS 44.62.310. Subsection (a) of AS 44.62.310 reads: All meetings of a governmental body of a public entity of the state are open to the public except as otherwise provided by this section or another provision of law. Attendance and participation at meetings by members of the public or by members of a governmental body may be by teleconferencing. Agency materials that are to be considered at the Meeting shall be made available at teleconference locations if practicable. Except when voice votes are authorized, the vote shall be conducted in such a manner that the public may know the vote of each person entitled to vote. The vote at a meeting held by teleconference shall be taken b roll call. This section does not apply to any votes required to be taken to organize a governmental body described in this subsection. (Emphasis edded.) Subsection (e) of AS 44.62.310 is also relevant. It reads: Reasonable public notice shall be given for all meetings required to be open under this section. The notice must include the date, time, and place of the meeting and if, the meeting is by teleconference, the location of an teleconferencing facilities that will be used. Subject to posting notice of a Meeting on the Alaska Online Public Notice System as required by AS 44.62.175 (a), the notice may be given using print or broadcast media. The notice shall be posted at the principal office of the public entity or, if the AGENDA ITEM #2.d. Review Of Teleconferencing Ordinance To Allow Voting During ... Page 105 of 110 JAN - 17 - 2006 TUE 02:56 PM FROM:JESM Memo to ' Judi Nielsen January 17, 2006 Page 2 public entity has no principal office, at a place designated by the governmental body. The governmental body shall provide notice in a consistent fashion for all its meetings. (Emphasis added.) The Alaska Supreme Court has interpreted AS 44.62.310 on several occasions. In Hickel v. Southeast Conference' the actions of the Reapportionment Board were challenged under the Open Meetings Act. The court noted:. "The Open Meetings Act allows, but does not require, the use of teleconferencing 'for the convenience of the parties, the public, and the governmental units conducting the meetings,' " The court went on to state: While teleconferencing is not mandatory, the Act requires certain procedures if it is used. These Include making materials available at tleconference locations, taking votes by roll call, and providing reasonable public notice as to the time, date and location of the teleconference location to be used. Implicit In the Hickel decision is that voting members of the governmental unit must attend at noticed teleconference sites. The court also approved the practice of allowing members of the public to provide testimony by telephone without traveling to in official i.e., noticed) teleconference site. r Alaska Community Colleges' Federation of Teachers v. University of Alaska, the cout reviewed the decision of the university's board of regents to merge two colleges Into the University of Alaska, Juneau. The court noted that if "a public body acts in of the OMA, its actions are void. " This means that it is very important for the Iprough to fully comply with the OMA. Iii Brookwood Area Homeowners Association v. Municipality of Anchorage, the court considered the action of the Anchorage Municipal Assembly when it met privately 2 3 868 P.2d 919 (Alaska 1994). Id at 929, citing AS 44.62,312(a)(6). Id, citing AS 44.62.310. 77 P.2d 886 (Alaska 1 984). Id at 888. Is 702 P.2d 1317 (Alaska 1986). FAX:9074868227 PAGE 3 AGENDA ITEM #2.d. Review Of Teleconferencing Ordinance To Allow Voting During ... Page 106 of 110 JAN - 17 - 2006 TUE 02:57 PM FROM:JESM Memo to Judi Nielsen January 17, 2006 Page 3 FAX:9074868227 PAGE 4 with a dsveloper to discuss an rezoning application. The trial court held that this was not a "rreeting" under the OMA. The supreme court disagreed and noted that a "meeting" includes every step of the deliberative and decision - making process when a governmental unit meets to transact public business.' Laving considered this authority, it is our opinion that the assembly may adopt an ordinanqe which allows assembly members to participate via teleconference. However, reasonable public notice of the date, time and place of the locations) from which the assemb'y member(s) will be appearing telephonically must be given. Also, any of the materials generally available to the public should be at the teleconference site. Note that in theory, a member of the public could join the teleconferencing assembly member and participate from the location of the call. One would not expect this to occur if an assembly member was participating from Seattle because she was there on business. But if ors or more assembly members went to one of the outlying Borough villages to encourage participation by people there or otherwise, one would want to make sure that provisior was made for people there to participate as well. This suggests that participation by teleconference not be used as a "last minute" device, ut only after notice of where and when the teleconference will occur. Im our view, the various other options presented in the proposed ordinance are policy issues for the assembly and do not have legal constraints. Please let us know if you have additional questions or concems. Thank you for providing us this opportunity to comment. 7 Id at 1323. AGENDA ITEM #2.d. Review Of Teleconferencing Ordinance To Allow Voting During ... Page 107 of 110 2.30.020 General rules. A. Public Meetings. All official meetings of the assembly shall be open to the public. The journal of proceedings shall be open to public inspection. B. Quorum. Four members of the assembly shall constitute a quorum. Attendance of assembly members shall be in person and may not be by teleconference, except for work sessions and emergency meetings. In the event of an emergency meeting, the provisions set in AS 44.62.310 shall be followed. C. Absences. No member of the assembly may absent himself from any regular or special meeting of the assembly except for good cause. An assembly member who is unable to attend a meeting shall advise the clerk or the mayor of the contemplated absence and the reason for that absence. During the course of the meeting from which the member is absent, the chair shall cause the record to reflect the absence of the member, the reason for the absence and whether the absence is excused by the assembly. D. Rules of Order. “Robert’s Rules of Order Current Edition” shall govern the proceedings of the assembly in all cases, unless they are in conflict with these rules. When such a conflict exists, this chapter prevails. [Ord. FY2007-14 §2, 2007; Ord. 2001-11 §2, 2001; Ord. 98-02 §4, 1998; Ord. 93-69 §2, 1993; Ord. 86-13-O(A) §3, 1986. Formerly §2.17.020]. AGENDA ITEM #2.d. Review Of Teleconferencing Ordinance To Allow Voting During ... Page 108 of 110 KODIAK ISLAND BOROUGH STAFF REPORT SEPTEMBER 14, 2017 ASSEMBLY WORK SESSION Kodiak Island Borough SUBJECT: Order of Business (Order of Agenda Items) Review ORIGINATOR: Daniel Rohrer RECOMMENDATION: Direction from the Assembly regarding a possible change to KIBC 2.30.060 Order of business and agenda or provide flexibility in KIBC 2.30.060 B during agenda setting process to determine how items should appear on the agenda. DISCUSSION: The order of business and agenda was adopted and is codified in the Kodiak Island Borough Code under 2.30.060. It specifically details the order of items on how they should appear on the agenda. The Assembly has always used the parliamentary procedure "Suspend the Rules" in order to move agenda items around. This motion allows the suspension of the order of business. Public hearing items are currently scheduled on the regular meeting as item number 9. Public members and concerned parties are notified and allowed to attend. In addition, KIBC 2.30.070 requires the Assembly to hear all interested persons wishing to be heard under public hearing. The main purpose of most public hearings is to obtain public testimony or comment. It is almost impossible to detect when the actual public hearing occurs on the agenda. Those who want to call in are having challenges not knowing when they should be calling in to testify. ALTERNATIVES: • Leave the ordinance as is and continue using the parliamentary motion "suspension of rules." • Hold a separate public hearing followed by a regular meeting. • Amend ordinances to provide flexibility during agenda setting process to determine how items should appear on the agenda. FISCAL IMPACT: OTHER INFORMATION: AGENDA ITEM #2.e. Order of Business (Order of Agenda Items) Review Page 109 of 110 This is the order of the agenda adopted under Chapter 2.30 Rules of the Assembly. 2.30.060 Order of business and agenda. A. Order of Business. The order of business for each regular meeting of the assembly shall be as follows: 1. Invocation. 2. Pledge of Allegiance. 3. Roll call. 4. Approval of agenda and consent agenda. (Approval of consent agenda passes all items indicated. Consent agenda items are not considered separately unless an assembly member so requests. In the event of such request, the item is returned to the general agenda.) 5. Approval of minutes. 6. Citizens’ comments. a. Agenda items not scheduled for public hearing and general comments. 7. Awards and presentations. 8. Committee reports. 9. Public hearing. 10. Borough manager’s report. 11. Messages from the borough mayor. 12. Consideration of calendar – unfinished business. 13. Consideration of calendar – new business. a. Contracts. b. Resolutions. c. Ordinances for introduction. d. Other items. 14. Citizens’ comments. 15. Assembly members’ comments. 16. Adjournment. B. Agenda. The mayor shall determine items for the agenda of the assembly, subject to assembly approval. A member of the assembly, delegate to the assembly, the manager, or the mayor may submit items to the clerk to be placed on the agenda. Subject to provisions of subsection C of this section, no business may be transacted nor any measure considered that is not on the agenda. The clerk shall prepare an agenda for each regular meeting after consulting with the mayor and manager. The agenda shall be distributed to assembly members, along with the meeting packet, one week prior to the regular meeting. Agendas will be available for the public not less than 24 hours prior to the meeting. AGENDA ITEM #2.e. Order of Business (Order of Agenda Items) Review Page 110 of 110 KODIAK ISLAND BOROUGH WORK SESSION Work Session of Please PRINT your name Sepletv,ber H,107 Please PRINT your name 14 kiC