2018-05-31 Work Session
Kodiak Island Borough
Assembly Work Session
Thursday, May 31, 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 placed on
meeting.
Page
1. (Limited to Three Minutes per Speaker)
2. AGENDA ITEMS
3 - 9a. Confirming Application and Process for Non-Profits
Non-profit funding documents - Pdf
10 - 15 b. FY2018 Budget Amendment Discussion (Current Fiscal Year)
Output Document (AS - 0699) - Pdf
16 - 19 c. Scheduling/Topics For A Joint Meeting With The Planning and
Zoning Commission
Community Development Department Memo
3. MANAGER COMMENTS
4.
5. PACKET REVIEW
CONTRACTS
Contract No. FY2006-37B Amending Contract No. FY2006-37 Employment
Agreement Between The Kodiak Island Borough and The Borough Clerk.
RESOLUTIONS
Resolution No. FY2018-36 Directing the Manager to Negotiate Timber Harvest
by the Kodiak High School Football Boosters.
Resolution FY2018-34 Conveying Tax Foreclosed Properties to the City of
Ouzinkie.
Resolution No. FY2018-31 Authorizing The Records Manager To Dispose Of
Certain Kodiak Island Borough Records (Annual Destruction of Records).
Visit our website at
www.facebook.com/Kodiakislandborough @KodiakBorough
www.kodiakak.us
Page 1 of 19
Resolution No. FY2018-32 Rescinding Resolution No. FY2011-05 And
Adopting A Six-Year Schedule For Systematic Reevaluation For Both Taxable
Property On The Road System And Remote, Rural Properties Within the
Kodiak Island Borough
ORDINANCES FOR INTRODUCTION
Ordinance No. FY2018-07 Rezoning Lot 4, Block 19, Tract A, Larsen Bay
Subdivision From R1-Single-Family Residential District To B-Business District
(P&Z Case No. 17-030).
Ordinance No. FY2018-01B Amending Ordinance No. FY2018-01, Fiscal Year
2018 Budget, By Amending Budgets To Account For Various Revenues That
Are Over Budget, Providing For Additional Expenditures And Moving Funds
Between Projects.
OTHER ITEMS
Confirmation Of A Mayoral Appointment to the Borough Seat On The Planning
and Zoning Commission (Mr. Jay Baldwin).
Declaring A City Seat On The Planning And Zoning Commission Vacant (Mr.
Jim Scholz).
EXECUTIVE SESSION
Borough Manager's Performance Evaluation.
6. ASSEMBLY MEMBERS COMMENTS
7.
Visit our website at
www.facebook.com/Kodiakislandborough @KodiakBorough
www.kodiakak.us
Page 2 of 19
AGENDA ITEM #2.a.
KODIAK ISLAND BOROUGH
STAFF REPORT
MAY 31, 2018
ASSEMBLY WORK SESSION
SUBJECT: Confirming Application and Process for Non-Profits
ORIGINATOR: Meagan Christiansen
RECOMMENDATION:
Review, discuss and approve the process, application and scoring for non-profit funding
DISCUSSION:
The Assembly reviewed the documents related to non-profit funding in the Fall, 2017 and
made recommendations for changes. The documents have been revised and are attached
for review and final approval.
Question: Funding to three local museums was approved in the Special Revenue Fund,
Tourism Development budget, do these organizations need to submit an application?
ALTERNATIVES:
FISCAL IMPACT:
Non-profit funding is based on the amounts approved in the FY2019 budget:
100-192.110 Non-profit Funding - Health & Social Services $144,000
100-192.120 Non-profit Funding - Education/Culture/Recreation $44,000
OTHER INFORMATION:
Kodiak Island Borough
Page 3 of 19
Confirming Application and Process for Non-Profits
AGENDA ITEM #2.a.
Nonprofit funding process and timeline
FY19
June 11Release applications
Applications will be provided to ALL nonprofit entities interested in applying
Fund 100-192.110 Health & Social Services, also referred to as “Agency Grants”
Agency’s providing a service that has previously been deemed a priority by the
Assembly will be invited to submit an application. Agency grant amounts will be
decided by the Assembly upon review of the applications and amounts
requested.
Fund 100-192.120 Education/Culture/Recreation, also referred to as “small competitive
grants”
The funding and rules for small competitive grants remain the same as last year:
grants in an amount up to $5,000 each and a total budget of $40,000.
Separate letters will be sent along with the application to those expected to apply for
agency grants and to those expected to apply for small competitive grants
July 6Applications due
Staff will review for completeness
Staff will organize applications for inclusion in agenda packet
Assembly members will review and score applications
July 26Work session item to review applications, scores, and determine funding distribution
August 2Regular meeting item to approve nonprofit distributions as decided in 7/26 work session
August 6Send out grant agreements
August 17Grant agreements due back from nonprofit agencies
Signed agreements must be received by this date to receive funding, unless special
arrangements are made
August 31Checks distributed
Page 4 of 19
Confirming Application and Process for Non-Profits
AGENDA ITEM #2.a.
Kodiak Island Borough
Nonprofit Funding Application
Organization Name:
Mailing Address:
Contact Name:
Phone: Email Address:
Federal Tax ID #: Website:
Does agency have 501(c)3 status from the IRS? _____ Yes _____ No
If yes, please include a letter from the IRS signifying agency’s official non-profit tax exemption status.
If no, has your agency applied for 501(c)3 status? _____ Yes _____ No
List the organizations board members and officers:
1.SERVICES
1.1 What is the Mission Statement of your organization?
1.2 Describe the organization and the service(s) it provides to the Kodiak Island community.
1.3 Are your agency’s services faith-based?
_____ Yes _____ No
If yes, how do you plan to use the Borough’s funding?
1.4 How many borough residents will be served by this grant?
1.5 Describe how your organization collaborates with other local nonprofit organizations.
Page 5 of 19
Confirming Application and Process for Non-Profits
AGENDA ITEM #2.a.
2. FINANCIAL INFORMATION
2.1 Describe the amount being requested and how it will be spent if awarded.
Amount requested: $
How it will be spent:
2.2 Describe how the request is consistent with the powers of the Borough, which are:
Education Economic Development
Health Fire Protection & EMS
Planning & Zoning Animal Control
Parks & Recreation Road Services
Emergency Services Planning Street Lighting
Response:
2.3 What percentage of funds will be used for administrative costs?
2.4 What percentage of funds will be used for direct services?
2.5 List the amount of funding your agency received from other sources during the past fiscal year:
Federal____________________ State____________________
City of Kodiak_______________ Kodiak Island Borough_____________
Parent Organization__________ Corporate Grants__________
Foundations________________ Client Fees_______________
Donations__________________ Memberships______________
Interest____________________ Gaming Permit Activities (pull tabs, raffles etc.)___________
Other______________________
2.6 If you receive state or federal grants, what is the percentage and amount of local match required for
each grant your agency receives?
2.7 What effects will there be and what alternative plans does your agency have if Borough funding is not
received?
OTHER
Page 6 of 19
Confirming Application and Process for Non-Profits
AGENDA ITEM #2.a.
*If your organization received funding from the Kodiak Island Borough during the last fiscal year (July 1, 2017 –
June 30, 2018) then you must complete the attached grant report and submit it with this application. If grant
report is not submitted for funds received then applicant will be disqualified from subsequent year funding.
Scoring Criteria
Services are consistent with the powers of the Borough 25 points
Services address a community need not otherwise provided for 25 points
Number of Borough residents served 25 points
Other sources of applicant funding identified 25 points
Provide the printed name and signature of a person authorized to sign on behalf of the organization.
Printed name: Signature: Date:
Submit the application to the Kodiak Island Borough Manager’s Office, 710 Mill Bay Road, Room 124, Kodiak,
Alaska 99615 or via email to mchristiansen@kodiakak.us by July 6, 2018.
Page 7 of 19
Confirming Application and Process for Non-Profits
AGENDA ITEM #2.a.
Kodiak Island Borough
Nonprofit Funding Scoring Criteria
Services are consistent with the powers of the Borough25 points
Education, Health, Planning & Zoning, Parks & Recreation, Emergency Services
Planning, Economic Development, Fire Protection & EMS, Animal Control, Road
Services, Street Lighting
Services address a community need not otherwise provided for25 points
Number of Borough residents served25 points
Other sources of applicant funding identified25 points
Page 8 of 19
Confirming Application and Process for Non-Profits
AGENDA ITEM #2.a.
Kodiak Island Borough
Funding Agreement
RECIPIENT
Organization Name:
Mailing Address:
Contact Name:
Phone:Email Address:
The Kodiak Island Borough (KIB) and the above-named recipient agree as set forth herein:
Section I:KIB shall pay the recipient for the performance of the work or services as described in the grant
application in the amount of $________, to be paid upon execution of this agreement.
Section II:The performance period of this agreement is the date of award through 06/30/2019.
Section III:Programs or services provided with the grant funds will be available for use by the general
public to the extent consistent with the grant purpose.
Section IV:The recipient shall provide grant reports to KIB documenting grant expenditures by the end of
the performance period.
Section V:Any grant funds remaining at the end of the performance period shall be refunded to KIB.
The KIB contact person for this agreement is:
Name:email:
710 Mill Bay Roadphone:
Room xxxfax:
Kodiak, AK 99615
Signed:
Organization:Kodiak Island Borough
_________________________________________________________
Name:Michael Powers
Title:Manager
Date:Date:
Attest:_____________________
Nova M. Javier, MMC
Clerk
For KIB use:Resolution Number Account Number
Page 9 of 19
Confirming Application and Process for Non-Profits
AGENDA ITEM #2.b.
KODIAK ISLAND BOROUGH
STAFF REPORT
JUNE 7, 2018
ASSEMBLY REGULAR MEETING
SUBJECT: Ordinance No. FY2018-01B Amending Ordinance No. FY2018-01, Fiscal Year
2018 Budget, By Amending Budgets To Account For Various Revenues That
Are Over Budget, Providing For Additional Expenditures And Moving Funds
Between Projects.
ORIGINATOR: Dora Cross
RECOMMENDATION:
Move to advance Ordinance No. FY2018-01B to public hearing at the next regular meeting of
the Assembly.
DISCUSSION:
This ordinance details changes and accounts for additional funding requests that have occurred during
the current fiscal year for items or circumstances that were not known or expected during the initial
creation of the fiscal budget.
The revenue estimates contained in our budget are made a year or more in advance of receiving any
information on them. Revenues that depend on Federal or State Budget Appropriations, or formulas
that contain quotas or caps, are more volatile and therefore more difficult to predict. The federal
revenue source being amended in this ordinance is from the Department of the Interior for the Refuge
Revenue Sharing Act, and is being increased by $79,473. The two state revenue sources being
amended in this ordinance are both from the State of Alaska's Department of Commerce, Community,
and Economic Development; we have received an additional $75,742 through the Community
Assistance Program and have received $67,531 less than expected through Shared Fisheries
Business and Resource Landing Taxes.
The expense estimates are also made a year or more in advance and, although more able to be
managed than revenues, still experience unanticipated charges or unexpected purchasing
opportunities. These include $100,000 expense for Fire Protection Area #1 to resolve a personnel
matter, a $50,000 chemical expense for the Leachate Treatment Plant while they continue to work on
stabilizing the treatment process, and the $75,000 expense for the Womens Bay Fire Department for
the purchase of Scott Air Pacs for their firefighters.
Since most projects cover multiple years, the borough does not create annual budgets for them.
Instead, each project budget is created individually when the project itself is created.Throughout the life
of a project, funds may be moved into or out of the project due to additions and subtractions to changes
to the scope work, expenses that come in over/under original estimates, or funds that remain at the
completion of the project. The projects receiving funding by this budget amendment are:
Chiniak Emergency Shelter ($403,958 of insurance proceeds and $137,000 from Fund 220 -
Building & Grounds)
Baler Septic ($40,000 from the Solid Waste Collection and Disposal fund)
Baler Building Siding & Roof ($125,000 from the Solid Waste Collection and Disposal fund)
Baler Building Underground Storage Tanks ($40,000 from the Solid Waste Collection and
Disposal fund)
Providence Kodiak Island Medical Center Roof ($118,000 from the Hospital Fund)
Providence Kodiak Island Medical Center Fire Suppression ($608,000 from the Hospital Fund)
Main Elementary Walkway (reallocate $329,800 from Roofing Replacement)
Kodiak Island Borough
Page 10 of 19
FY2018 Budget Amendment Discussion (Current Fiscal Year)
AGENDA ITEM #2.b.
KODIAK ISLAND BOROUGH
STAFF REPORT
JUNE 7, 2018
ASSEMBLY REGULAR MEETING
Kodiak Middle School Boilers (reallocate $220,000 from Flooring Replacement and reallocate
$177,633 from Peterson Boilers)
ALTERNATIVES:
Not passing this ordinance means fund budget expenses may exceed their appropriations
and projects may not be started and/or completed.
FISCAL IMPACT:
See 'Discussion' section for fiscal impact information.
OTHER INFORMATION:
Kodiak Island Borough
Page 11 of 19
FY2018 Budget Amendment Discussion (Current Fiscal Year)
AGENDA ITEM #2.b.
1 Introduced by:Borough Manager
2 Drafted by:Finance Director
3 Introduced on:
4 Public Hearing Date:
5 Adopted on:
6
7 KODIAK ISLAND BOROUGH
8 ORDINANCENO. FY2018-01B
9
10 AN ORDINANCEOF THE ASSEMBLY OF THEKODIAK ISLANDBOROUGHAMENDING
11 ORDINANCE NO. FY2018-01, FISCAL YEAR 2018BUDGET, BY AMENDING BUDGETS TO
12 ACCOUNT FOR VARIOUS REVENUES THAT ARE OVER BUDGET, PROVIDING FOR
13 ADDITIONAL EXPENDITURES AND MOVING FUNDS BETWEEN PROJECTS.
14
15 WHEREAS,the Borough will receive additional funding from the United States Department of the
16 Interior through the Refuge Revenue Sharing Act. The original budget estimated this amount at
17$112,500, however the Borough will be receiving $191,973,which is a $79,473increase to
18 General Fundrevenues;and
19
20 WHEREAS,the Borough received additional funding from the State of Alaska, Department of
21 Commerce, Community, and Economic Developmentthrough the Community Assistance
22 Program. The original budget estimated this amount at $390,200, however the Borough received
23$465,942,which is a $75,742 increase to General Fund revenues; and
24
25 WHEREAS,the Borough received less funding from the State of Alaska, Department of
26 Commerce, Community, and Economic Developmentfromthe Shared Fisheries Business and
27 Landing Resource Taxes.The original budget estimated this total at $1,185,500; $1,150,000
28 from Fisheries Business Tax and $35,500 for Resource Landing Tax. However,the Borough only
29 received $1,117,969; $1,103,101 fromFisheries Business Tax and$14,868from Resource
30 Landing Tax.The total decrease in revenues to the General Fund is $67,531;$46,899 from
31 Fisheries Business Tax and$20,632from Resource Landing Taxand
32
33 WHEREAS,in June of 2016, the Borough received $403,958 of insurance proceeds due to the
34 destruction of the Chiniak Emergency Shelterduring the Twin Creeks Fire. Those funds were
35 originally placed in the General fund and now need to be moved to the capital project fundto pay
36 for facility construction costs; and
37
38 WHEREAS,staff requests atransferof$137,000 from the Building and Grounds fund to a capital
39 projects fund to pay for the costs associated with installing a new well and water treatment system
40 for the Chiniak Emergency Shelter; and
41
42 WHEREAS,Fire Protection Area #1 requests an additional $100,000 of existing fundbalance to
43 resolve a personnel matter; and
44
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FY2018 Budget Amendment Discussion (Current Fiscal Year)
AGENDA ITEM #2.b.
45 WHEREAS,Womens Bay Fire Department requests an additional $75,000of existing fund
46 balance to pay for the recent purchase of Scott Air Pacs;and
47
48 WHEREAS,staff requestsuse of $40,000of bond proceeds within theSolid Waste Collection
49 andDisposal fund for a capital project to design for the update to the septic facilities at the landfill;
50 and
51
52 WHEREAS,staff requests use of $125,000 of bond proceeds within theSolid Waste Collection
53 andDisposal fund for a capital project to replace three garage doors on the Baler Facility; and
54
55 WHEREAS, staff requests use of $40,000 of bond proceeds within the Solid Waste Collection
56 andDisposal fund for a capital project to design for the removal of a UST (underground storage
57 tank) atthe Baler Facilityand the installation of a new above ground fuel tank; and
58
59 WHEREAS,staff requests and additional $50,000 of existing fund balance within theSolid Waste
60 Collection and Disposal fund for the purchase of additional chemicals needed at the Leachate
61 Treatment Plant; and
62
63 WHEREAS,in accordance with the lease agreement with ProvidenceHospitaland the associated
64 R&R (repair and renewal) schedule, staff is requesting $726,000 of existing fund balance within
65 the Hospital Fund for two capital projects; $118,000 for a partial roof replacement and $608,000
66 for an upgrade and replacement of the fire suppression and alarm system.
67
68 WHEREAS, staff requests transfersbetween capital project fundsof $329,800 from Roofing
69 Replacement Project to the MainElementaryWalkway projectto reflect Alaska Department and
70 Early Development approval to use excess bond funds for this project; and
71
72 WHEREAS, staff requests transfers within the Capital Project fundof $397,633 from Flooring
73 Replacement and the Peterson Boilers project to the KMSBoilers project for replacement of the
74 fuel oil boiler and other related equipment at Kodiak Middle School to reflect Alaska Department
75 and Early Development approval to use excess bond funds for this project; and
76
77 NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
78 BOROUGH THAT:
79
80 Section 1:This ordinance is NOT of permanent nature and shall NOTbecome a part of the
81 Kodiak Island Borough Code of Ordinances.
82
83 Section 2:The budget for Fund 100 -General Fund,Refuge Revenue Sharing, willincrease
84 from $112,500 to $191,973, an increase of $79,473.
85
86 Section3: The budget for Fund 100 -General Fund, Community Assistance Program, will
87 increase from $390,200 to $465,942, an increase of $75,742
88
Kodiak Island Borough, AlaskaOrdinance No. FY2017-01B
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FY2018 Budget Amendment Discussion (Current Fiscal Year)
AGENDA ITEM #2.b.
89 Section4:The budget for Fund 100 -General Fund, Fisheries Business Tax,will decrease from
90$1,150,000to $1,103,101, a decrease of $46,899. The Resource Landing Tax will
91 decrease from $35,500 to $14,868, a decrease of $20,632.
92
93 Section 5:The budget for Fund 450 –Capital Projects,Project #16003Chiniak Emergency
94 Shelter, will increase by $403,958 and Fund 100 -General Fund, Use of Fund
95 Balance with increase by $403,958.
96
97 Section 6:The budget for Fund 450 –Capital Projects, Project #16003 Chiniak Emergency
98 Shelter, will increase by $137,000 and Fund 220 –Building and Grounds,Use of
99 Fund Balance will increase by $137,000.
100
101 Section 7:The budget for Fund 250 –Fire Protection Area #1, Use of Fund Balance will increase
102 by $100,000.
103
104 Section 8:The budget for Fund 252 –Womens Bay FireDepartment, Use of Fund Balance will
105 increase by $75,000.
106
107 Section 9:The budget for Fund 490 -Capital Projects–Solid Waste,Project #18004Baler
108 Building Septic,will increase by $40,000.
109
110 Section 10:The budget for Fund 490 -Capital Projects–Solid Waste, Project #17002 Baler
111 Building Siding & Roof, will increase by $125,000.
112
113 Section 11:The budget for Fund 490 -Capital Projects–Solid Waste, Project #18005Baler
114 Building UST, will increase by $40,000
115
116 Section 12:The budget for Fund 530 –Solid Waste Collection andDisposalfund, Use of Fund
117 Balance,will increase by $50,000.
118
119 Section 13:The budget for Fund 540 –Hospital Fund, Use of Fund Balance will increase by
120$726,000and Fund 495 –Capital Projects –Hospital, will increase by $726,000;
121$118,000 for Project#18002 PKIMC Roof,and
122$608,000 for Project #18003 PKIMC Fire Suppression.
123
124 Section 14: The budget for Fund 469 –Capital Projects–Renewal & Replacement,Project
125#17006 Main Elementary Walkway will increase by $329,800,andthe budget for
126 Fund 470 –Capital Projects –School R&R, Project #15003 Roofing Replacement
127 will decrease by$329,800.
128
129 Section 15: The budget for Fund 470–Capital Projects–School R&R;
130 Project #18101 KMS Boiler Replacement,will increase by $397,633, and
131 Project #15005 Flooring Replacement will decrease by $220,000,and
132 Project #15006 Peterson Boilers, will decrease by $177,633.
133
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FY2018 Budget Amendment Discussion (Current Fiscal Year)
AGENDA ITEM #2.b.
134 Effective Date:This ordinance takes effect upon adoption.
135
136 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
137 THIS __________ DAY OF _______________,2018.
138
139 KODIAK ISLAND BOROUGHATTEST:
140
141
142______________________________________________________
143 Daniel A. Rohrer,MayorNova M. Javier, MMC, Clerk
144
145 VOTES:
146 Ayes:
147 Noes:
Kodiak Island Borough, AlaskaOrdinance No. FY2017-01B
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FY2018 Budget Amendment Discussion (Current Fiscal Year)
AGENDA ITEM #2.c.
Date:
To:
From:
RE:
Page 16 of 19
Scheduling/Topics For A Joint Meeting With The Planning and Zoning Commi...
AGENDA ITEM #2.c.
24
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Scheduling/Topics For A Joint Meeting With The Planning and Zoning Commi...
AGENDA ITEM #2.c.
34
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Scheduling/Topics For A Joint Meeting With The Planning and Zoning Commi...
AGENDA ITEM #2.c.
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Scheduling/Topics For A Joint Meeting With The Planning and Zoning Commi...
KODIAK ISLAND BOROUGH
Meeting Type: A)Sembly CJS Date: 0S 31 7,UY
Please PRINT your name legibly Please PRINT your name legibly