2018-03-08 Work Session
Kodiak Island Borough
Assembly Work Session
Thursday, March 8, 2018, 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 pla
Page
1. (Limited to Three Minutes per Speaker)
2. AGENDA ITEMS
3 - 20 a. SWAB Update - SWAB Board Chairperson Nick Szabo
SWAB UPDATE - PICTURES
21 - 44 b. Chiniak Tsunami Shelter and Library Project Update
Output Document (AS - 0776) - Pdf
45 c. Pre-Discussion of Borough and City Joint Work Session Agenda
Items
Joint Work Session - Assembly and City Council - 21 Mar 2018 -
Agenda (4)
3. MANAGER COMMENTS
4.
5. PACKET REVIEW
PUBLIC HEARING
Ordinance No. FY2018-17 Amending Various Sections Of Title 17 To
Provide For Additional Regulation Of Communications Towers (P&Z
Case No. 18-011).
Ordinance No. FY2018-18 Amending KIBC Title 2 Administration And
Personnel, Chapter 2.20 Borough Mayor, Section 2.20.070
Miscellaneous And Chapter 2.30 Rules Of The Assembly, Section
30.100 Miscellaneous To Revise The Mayor And Assembly Member
Insurance Benefits.
RESOLUTIONS
Visit our website at
www.facebook.com/Kodiakislandborough @KodiakBorough
www.kodiakak.us
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Resolution No. FY2018-26Amending The Kodiak Island Borough
Records Retention Schedule And Central Filing System To Reflect
Amendments And Additions To Various Records Series.
Resolution No. FY2018-27 Accepting The Recommendation Of The
Planning And Zoning Commission By Approving The Disposal Of A
Portion Of Lot 5A-1B, U.S. Survey 2538A, By Lease, For The Specific
Purpose Of Providing Mental Health Services To The Kodiak
Community (P&Z Case No. 18-013).
Resolution No. FY2018-30 Adopting the Kodiak Island Borough
Strategic Plan For the Years 2018-2023.
ORDINANCES FOR INTRODUCTION
Ordinance No. FY2018-19 Amending KIBC 17.15 (General Provisions
And Use Regulations), KIBC 17.215 (Review Of Planning And Zoning
Commission Decision), KIBC 17.220 (Appeals To The Planning And
Zoning Commission), And KIBC 17.225 (Appeals To The Board Of
Adjustment), Making The Appeal Periods For Land Use Decisions And
The Removal Of Effective Date Provisions For Variances Consistent
With Ordinance No. FY2018-14.
OTHER ITEMS
Confirmation of the Mayoral Appointment to the Prince William Sound
Regional Citizens Advisory Council (Ms. Rebecca Skinner).
6. ASSEMBLY MEMBERS COMMENTS
7.
Visit our website at
www.facebook.com/Kodiakislandborough @KodiakBorough
www.kodiakak.us
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AGENDA ITEM #2.a.
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SWAB Update - SWAB Board Chairperson Nick Szabo
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KODIAK ISLAND BOROUGH
STAFF REPORT
MARCH 8, 2018
ASSEMBLY WORK SESSION
SUBJECT: Assembly Update - Chiniak Tsunami Shelter and Library Project
ORIGINATOR: Dave Conrad
RECOMMENDATION:
DISCUSSION:
The Chiniak Tsunami Shelter and Library Project was advertised for competitive bid on
February 20, 2018. Sealed bids are due on March 20, 2019. A prebid meeting was held on
March 1, 2018 at the Projects Office. Additional information for discussion regarding
consideration to expand the project scope to include the installation of a water well and small
support building to be shared by the shelter and Chiniak School is included in the attached
memo.
ALTERNATIVES:
FISCAL IMPACT:
OTHER INFORMATION:
Kodiak Island Borough
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CHINIAK, ALASKA
AND LIBRARY
CHINIAK TSUNAMI CENTER
KODIAK ISLAND BOROUGH
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CHINIAK, ALASKA
AND LIBRARY
CHINIAK TSUNAMI CENTER
KODIAK ISLAND BOROUGH
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CHINIAK, ALASKA
AND LIBRARY
CHINIAK TSUNAMI CENTER
KODIAK ISLAND BOROUGH
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CHINIAK, ALASKACHINIAK, ALASKA
AND LIBRARYAND LIBRARY
CHINIAK TSUNAMI CENTERCHINIAK TSUNAMI CENTER
KODIAK ISLAND BOROUGHKODIAK ISLAND BOROUGH
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MEMORANDUM
DATE:2/28/2018
TO:Kodiak Island Borough Assembly through Michael Powers, KIB Manager
FROM:David Conrad
RE:Chiniak Shelter / Library Update
This memo has been prepared to provide an update on the progress and status of the Chiniak Shelter /
Library Project per your request.
Current Status:
On February 20,2018 the construction project for the replacement structure was advertised to bid with a
closing date of March 20, 2018. A pre-bid meeting was held at the KIB Projects Office on March 1, 2018.
The application for zoning compliance has been submitted for review and approval and is scheduled for
the March 14 and March 21 Planning and Zoning meetings.
Project Development:
The E/F staff has worked with the Chiniak area residents in the development, planning and design of the
proposed replacement facility to be constructed on the original building location. The preliminary
drawings were reviewed and forwarded to the insurance company, AML/JIA for review and submittal to
the third-party insurer, McLarens and their construction review firm, Young and Associates.
After the initial insurance review, comments of the preliminary drawings were received and analyzed.
Adjustments to the design were made to reduce the overall cost and scope of the proposed design. The
E/F staff worked with Jenson- Yorba- Lott to adjust the design to closer fit the initial comments of the
insurance team. The KIB has placed the insurer on notice that continued adjustment of the design and
drawings would deplete the design funds allowable by the insurers. The KIB has stated in writing that
once the design budget had been exhausted the insurer would be required to pay for any additional design
work.
To date the KIB has received an initial insurance payment of $383,877 towards for the design and
construction effort. The insurers have calculated that based on the adjusted drawings, the design and
construction cost estimate is $29,238 over the Replacement Cost Value (RCV).
The KIB staff has provided information to the insurer that identifies perceived shortfalls regarding
construction methods, updated product use and design omissions not considered by the insurer. As the
original facility was constructed approximately 30 years ago, multiple code changes associated with the
various building systems and methods have greatly changed. These are not limited to the more restrictive
requirements for seismic and uplift engineering standards and practices. Factors such as consideration for
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critical structure design criteria, compliance with the Americans with Disabilities Act, have not been
included in their evaluation.
The staff continued to provide information to the insurers that controverted their estimated value of the
RCV with little or no change to the originally calculated value.
In mid-January the KIB was contacted by Jeff Lucas, Senior Casualty Claims Adjuster for AML/JIA.
During this phone conference, Mr. Lucas advised the staff that in his experience the third party has
appeared to dig in regarding adjusting the RCV and that the KIB should consider packaging the request
for proposal and advertising the project. This action would clarify the actual cost of the construction
project so that real world cost can be explored further.
After consultation with Mr. Powers, staff was directed to put the job out to bid. The plans were then put
before the Architectural Review Board and approved with minor changes. As stated earlier this project is
currently out for bid and bids are due March 20, 2018.
Water Supply:
Even though the building is currently out for bid there is no defined plan for a water supply. The original
Shelter/Library structure water supply was pumped up to the facility from the Chiniak School water
system but the school water system is not a feasible option.
Over the past several years, non-compliant levels of fecal coliform have been detected in the required
water sampling protocols, and currently the KIBSD is in voluntary compliance with the ADEC for a boil
only order for the school facility. This situation is most likely due to the current use of a shallow well that
is being infiltrated by surface water. The deep well located near the school facility had been previously
contaminated by fuel oil. Because of these issues, during the development of this project, conversations
regarding a new shared water well for the Shelter/Library and the school have been conducted.
The KIB staff have discussed the potential to drill a commercial water well on the Shelter /Library
property. This property is up gradient from the school in an undeveloped area bordered by KIB property.
Staff believes that the 200-ft. separation distance required between a well and the existing septic can be
achieved within the current property boundaries. This idea had been briefly discussed in a prior Assembly
Work Session by Mr. LeDoux.
After discussions with the KIBSD and KIB staff, the KIBSD has provided a letter in which Mr. LeDoux
states “I recommend that the District commit to the funding required to provide staff training /
certification, water testing, water treatment and minor maintenance associated with the operation of a new
water system to provide safe drinking water to the Chiniak School provided that the system will not be
used as a public water supply.” This correspondence has been provided in the packet for reference.
Funds are currently available in the KIB Engineering and Facilities budget from rental payments by the
KIBSD. A portion of these existing funds could be designated for the development this drinking water
well and associated treatment system and building. This action would benefit both entities.
KIB staff has discussed the potential of the installation of a well with the local well driller and KIB
maintenance contractor to obtain preliminary estimated costs. A short access road and 20ft. x 50 ft.,
gravel pad is required for the placement of the well drilling equipment.
Initial discussions with Mill Bay Drilling suggest that a commercial well, drilled to a depth of 200 ft. with
forty foot of steel casing would cost between $12,000.00 and $15,000.00 thousand dollars. Discussions
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with the well driller and area residents have resulted in a conclusion that a 200-ft. depth well will hold
approximately 350 gallons of water with an estimated recharge of one to two hours on average.
This cost is assuming that the processed rock left at the nearby A-1 Timber quarry site can be used for this
purpose. Processed graded rock will not be required for the road or pad construction.
The access road and equipment pad required is estimated to be at a cost of less than $25,000.00. This
would consist of a pioneer road constructed to support the weight of the drill truck and flatbed with drill
stem. Construction of this work pad would provide the start for a foundation or slab on grade concrete
floor to cap the well and provide adequate space for water treatment equipment and storage at the well
site. The anticipated well house based on a 300-sq. ft. building, including the well pump, pressure tank,
storage vessel and treatment equipment is preliminarily estimated at $175, 000.00. Currently $314,000.00
dollars are available in the E/F budget that could be designated for this project component.
At this time, staff recommends that consideration for this additional work be delayed until the bids are
received and processed for the facility construction of the Shelter / Library. At that time consideration for
both projects can be fully evaluated and direction provided for the continuation of the discussed projects.
If you require additional information, please contact me at your convenience.
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CITY COUNCIL -BOROUGH ASSEMBLY
JOINT WORK SESSION AGENDA
Wednesday, March 21, 2018
School District Conference Room
7:30 p.m.
(Borough Chairing)
Joint work sessions are informal meetings of the Borough Assembly and City Council
where elected officials discuss issues that affect both Borough and City governments
and residents. Although additional items not listed on the joint work session agenda
are sometimes discussed when introduced by elected officials, staff, or members of
the public, no formal action is taken at joint work sessions and items that require
formal action are placed on a regular Borough Assembly and/or City Council meeting
agenda. Public comments at work sessions are NOT considered part of the official
record. Public comments intended for the “official record” should be made at a regular
Borough Assembly or City Council meeting.
1.Public Comments
2.Agenda Items
A.Consolidation
B.Discussion of a Creation of an Assistant Position to the
Emergency Services Coordinatorof the Kodiak Emergency
Services Organization
C.Tsunami After Action Update
3.Next Meeting Schedule
Wednesday, May 16, 2018
4.Future Discussion Items
A.Community Health Needs Follow Up (May Meeting)
B.Fishery Related Discussion -KFAC, Fisheries Analyst, NPFMC
June Meeting, Reception Sponsorship, etc.
C.Review of Emergency Services Ordinances
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KODIAK ISLAND BOROUGH
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