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2019-10-17 Regular Meeting AGENDA ITEM #5.A. Page 1 of 5 AGENDA ITEM #5.A. Page 2 of 5 AGENDA ITEM #5.A. Page 3 of 5 AGENDA ITEM #5.A. Page 4 of 5 AGENDA ITEM #5.A. Page 5 of 5 AGENDA ITEM #5.A. AGENDA ITEM #5.A. AGENDA ITEM #6.A. Office of the Mayor Kodiak Island Borough, Alaska In witness whereof, I have hereunto set my Hand and cause this seal to be affixed. _____________________________ Daniel Rohrer, Borough Mayor Attest: ________________________ Date: ________________________ AGENDA ITEM #6.B. Office of the Mayor Kodiak Island Borough, Alaska In witness whereof, I have hereunto set my Hand and cause this seal to be affixed. __________________________________ Daniel Rohrer, Borough Mayor Attest: _____________________________ Date: ______________________________ AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #6.C. AGENDA ITEM #9.A. AGENDA ITEM #9.A. AGENDA ITEM #9.B. Policy Considerations for Fund Balance Minimums and Reserves Policies for fund balance should: Establish which funds need minimum levels (or designated funds) to ensure stable service delivery and protect against financial instability, o Which funds are major operating funds? o Does interdependence exist between funds which may require the use of general fund, or other major fund, resources? State the purpose for the minimum fund balance/reserve amount, Clearly state how the minimum fund balance will be replenished and how quickly. Due to the cyclical nature of local governmental revenues maintaining sufficient minimum fund balance for the low points of the income cycle is critical for maintaining normal operations Policies for reserves should: Establish a minimum level of reserve funding, Define the problem or potential problem that could trigger a need to use reserves, Clearly state how reserves will be replenished and how quickly. Current Kodiak Island Borough Reserve Policy KIBC 3.05.080 Reserve policies. The borough will maintain a fund balance designated for fiscal cash liquidity purposes (i.e., fiscal reserve) that will provide sufficient cash flow to minimize the potential of short-term tax anticipation borrowing. The borough will maintain appropriated contingencies to provide for unanticipated expenditures. The three contingencies and their recommended minimum funding levels are: Emergency contingency: one percent of general fund. Personnel contingency: one-half percent of general fund. Litigation contingency: one-quarter percent of general fund. The borough will maintain sufficient self-insurance reserves as established by professional judgment based on the funding techniques utilized and the recorded losses. \[Ord. 90-10 §2, 1990. Formerly AGENDA ITEM #9.B. §3.01.080\]. Using the contingency percentages currently in code for fiscal year 2019, the following is the minimum amounts needed to satisfy the Borough's reserve policy for FY2020: Emergencies - $54,296 Personnel - $27,148 Litigation - $13,574 The total of those minimum funding amounts is $95,018. Although not quantified in the above Borough policy, GFOA recommends a ŭĻƓĻƩğƌ ƚƦĻƩğƷźƓŭ ƩĻƭĻƩǝĻ (which is listed above as Ņźƭĭğƌ ƩĻƭĻƩǝĻ) to be no less than two months of regular general fund operatingrevenuesorregulargeneralfundoperatingexpenditures whichwouldequate to $1,464,642. GFOA (Government Finance Officers Association) Policy Recommendations Establish a formal policy on the level of unrestricted fund balance that should be maintained in the general fund, how the government would increase or decrease the level and how resources will be directed to replenish the fund balance should the level fall below the specified level. Determine appropriate level - GFOA recommends a minimum of no less than two months of regular general fund operating revenues or regular general fund operating expenditures. The choice of revenues or expenditures as a basis of comparison may be dictated by what is more predictable. Consideration should be given to: Predictability of revenues and volatility of expenditures. Perceived exposure to significant one-time outlays. Potential drain on general fund resources from other funds. Potential impact on bond ratings and corresponding increased cost of borrowed funds. Current commitments and assignments to other funds or projects. Use and Replenishment - Policy should define conditions of use, and if a fund balance falls below policy level, a plan to replenish it. The policy should: Define the time period which and contingencies for which fund balances will be used. Describe how the governments expenditures and/or revenue levels will be adjusted to match any new economic realities that are behind the use of fund balance as a financing bridge. Describe the time period over which the components of fund balance will be replenished and the means by which they will be replenished. Generally, balances should be replenished within one to three years. Factors influencing the replenishment timing include: The budgetary reasons behind the fund balance targets. Recovering from an extreme event. Political continuity. Financial planning time horizons. Long-term forecasts and economic conditions. External financing expectations. AGENDA ITEM #9.B. PROPOSED RESERVE POLICY Fund balance is the uncommitted resources of a fund. Borough policy is to construct the various fund balance budgets in such a way that there will be sufficient uncommitted resources to cover cash flow needs at all times, regardless of seasonal fluctuations in expenditures or reserves and to provide adequate reserves for emergency needs. financial management strategy and financial strength. Maintenance of fund balance for each accounting fund assures adequate resources for cash flow and to mitigate short term effects of revenue shortages. Reserve funds are necessary to enable to Borough to deal with unforeseen emergencies or changes in economic conditions. The Borough maintains reserves required by law, ordinance and/or bond covenants. All expenditures drawn from reserve accounts require prior assembly approval unless previously authorized by the below the required level set by the policy, the assembly shall include within its annual budget a plan to restore reserves and or fund balance to the required levels. The fund balance reserve policy specifies individual fund requirements as follows. Contingency Fund Reserves: The borough maintains a contingency fund reserve equal to $1,000,000.00 to provide a financial cushion to cover revenue shortfalls resulting from unexpected economic changes or to provide funds in the event of a major unplanned expenditure the Borough could face as a result of landslide, earthquake, tsunami, or other natural disaster. General Fund Operating Reserves: The borough maintains a general fund operating reserve to provide for adequate cash flow, budget contingencies, and insurance reserves. The cash flow reserve within the general fund is an amount equal to six months of budgeted operating expenditures and one-half the current liability insurance deductible amount. Education Support Fund: The Borough maintains a special revenue fund reserve to provide for unexpected revenue shortfalls. The cash flow reserve within the education support fund is equal to $75,000.00. Debt Service Fund: The Borough maintains a special revenue fund reserve to provide for unexpected revenue shortfalls. The cash flow reserve within the debt service fund is equal to $275,000.00. Solid Waste Disposal & Collection Fund: The Borough maintains an enterprise fund reserve to provide for adequate cash flow, budget contingencies and loan payment reserves. The cash flow reserve within the solid waste disposal and collection fund is an amount equal to six months of budgeted operating expenditures and the following years total loan payments. AGENDA ITEM #9.B. Calculation Example Using the proposed reserve policy, the following is the minimum amounts needed to satisfy the policy for FY2020: General Fund Reserve Total $5,443,926.00 Contingency Reserve - $1,000,000.00 Operating Reserve Total $4,443,926.00 o Six months of prior year operating expenses - $4,393,926.00 o One half liability insurance deductible - $50,000.00 Education Support Fund Reserve - $75,000.00 Debt Service Fund Reserve - $275,000.00 Solid Waste Disposal & Collection Fund Reserve Total $2,703,705.00 Operating Reserve - $1,625,955.00 Following years total loan payments - $1,077,750.00 AGENDA ITEM #9.B. REVENUE AND FINANCE FISCAL POLICYRESERVE POLICIES AGENDA ITEM #9.B. AGENDA ITEM #9.B. AGENDA ITEM #9.C. AGENDA ITEM #9.C. KODIAK ISLAND BOROUGH Community Development Department DATE: September 16, 2019 TO: KIB Assembly FROM:Erin Welty, CDD Acting Director VIA: Michael Powers, KIB Manager SUBJECT: Submission of the KIB Multi-Jurisdictional Hazard Mitigation Plan Update for adoption by the KIB Assembly. Hazardmitigation plans mustbe updated every five years for communities to remain eligible for FEMA grant funding. Once a plan update is completed, it must be approved by FEMA and adopted by the community by resolution. Work to update KIB’s plan began in late 2017 when LeMay Engineering & Consulting, Inc. was hired to write the plan update. Two newsletters were distributed to all KIB jurisdictions and the public over the course of the planning period to announce and highlight the topics being discussed at the subsequent two meetings. The draft plan update was finished in May of 2018 and submitted to FEMA for pre- adoption review. A letter serving as FEMA Region 10’s commitment to approve the plan upon jurisdiction adoption was sent to the Alaska State Hazard Mitigation Officer on July 15, 2019. The next step is for the Assembly to approve the plan update by resolution. AGENDA ITEM #9.C. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 AGENDA ITEM #9.C. 46 47 48 49 50 51 52 53 54 AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Prerequisites Local Plan Adoption Requirement §201.6(c)(5): The local hazard mitigation plan shall include documentation that the plan has been formally adopted by the governing body of the jurisdiction requesting approval of the plan (e.g., City Council, Borough Assembly, Tribal Council). Element Has the local governing body adopted the new or updated plan? Is supporting documentation, such as a resolution, included? AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Risk Assessment: Identifying Hazards Identifying Hazards Requirement §201.6(c)(2)(i): \[The risk assessment shall include a\] description of the type of all natural hazards that can affect the jurisdiction. Element Does the new or updated plan include a description of the types of all natural hazards that affect the jurisdiction? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Risk Assessment-Profiling Hazards Profiling Hazards Requirement §201.6(c)(2)(i): \[The risk assessment shall include a\] description of the location and extent of all natural hazards that can affect the jurisdiction. The plan shall include information on previous occurrences of hazard events and on the probability of future hazard events. Element Does the risk assessment identify the location (i.e., geographic area affected) of each natural hazard addressed in the new or updated plan? Does the risk assessment identify the extent (i.e., magnitude or severity) of each hazard addressed in the new or updated plan? Does the plan provide information on previous occurrences of each hazard addressed in the new or updated plan? Does the plan include the probability of future events (i.e., chance of occurrence) for each hazard addressed in the new or updated plan? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. 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DMA 2000 Requirements: Mitigation Strategy - Identification and Analysis of Mitigation Actions Identification and Analysis of Mitigation Actions Requirement §201.6(c)(3)(ii): \[The mitigation strategy shall include a\] section that identifies and analyzes a comprehensive range of specific mitigation actions and projects being considered to reduce the effects of each hazard, with particular emphasis on new and existing buildings and infrastructure. Element Does the new or updated plan identify and analyze a comprehensive range of specific mitigation actions and projects for each hazard? Do the identified actions and projects address reducing the effects of hazards on new buildings and infrastructure? Do the identified actions and projects address reducing the effects of hazards on existing buildings and infrastructure? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Mitigation Strategy - Implementation of Mitigation Actions Implementation of Mitigation Actions Requirement: §201.6(c)(3)(iii): \[The mitigation strategy section shall include\] an action plan describing how the actions identified in section (c)(3)(ii) will be prioritized, implemented, and administered by the local jurisdiction. Prioritization shall include a special emphasis on the extent to which benefits are maximized according to a cost benefit review of the proposed projects and their associated costs. Element Does the new or updated mitigation strategy include how the actions are prioritized? Does the new or updated mitigation strategy address how the actions will be implemented and administered? Does the new or updated prioritization process include an emphasis on the use of a cost-benefit review to maximize benefits? Does the updated plan identify the completed, deleted or deferred mitigation actions as a benchmark for progress, and if activities are unchanged (i.e., deferred), does the updated plan describe why no changes occurred? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Plan Maintenance Process - Monitoring, Evaluating, and Updating the Plan Monitoring, Evaluating and Updating the Plan Requirement §201.6(c)(4)(i): \[The plan maintenance process shall include a\] section describing the method and schedule of monitoring, evaluating, and updating the mitigation plan within a five-year cycle. Element Does the new or updated plan describe the method and schedule for monitoring the plan, including the responsible department? Does the new or updated plan describe the method and schedule for evaluating the plan, including how, when, and by whom (i.e., the responsible department? Does the new or updated plan describe the method and schedule for updating the plan within the five-year cycle? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Plan Maintenance Process - Incorporation into Existing Planning Mechanisms Incorporation into Existing Planning Mechanisms Requirement §201.6(c)(4)(ii): \[The plan shall include a\] process by which local governments incorporate the requirements of the mitigation plan into other planning mechanisms such as comprehensive or capital improvement plans, when appropriate. Element Does the new or updated plan identify other local planning mechanisms available for incorporating the mitigation requirements of the mitigation plan? Does the new or updated plan include a process by which the local government will incorporate the mitigation strategy and other information contained in the plan (e.g., risk assessment) into other planning mechanisms, when appropriate? Does the updated plan explain how the local government incorporated the mitigation strategy and other information contained in the plan (e.g., risk assessment) into other planning mechanisms, when appropriate? Source: FEMA, July 2008. AGENDA ITEM #9.C. o o o AGENDA ITEM #9.C. o o AGENDA ITEM #9.C. AGENDA ITEM #9.C. o o o o AGENDA ITEM #9.C. o o o AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Plan Maintenance Process - Continued Public Involvement Continued Public Involvement Element Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. Appendix A: Maps AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. Appendix B: Community Adoption AGENDA ITEM #9.C. AGENDA ITEM #9.C. Appendix C: Public Involvement AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. Hazard Mitigation Planning Process Updates to existing plans Plans must be updated every five years and approved by DHS&EM and FEMA and then adopted by the community by resolution for the community to remain eligible for FEMA grant funding This is a public process. Everyone who wants to be involved will be given the opportunity to be involved in this process. Send Jennifer LeMay, PE, PMP an email if you’d like more information at jlemay@lemayengineering.comor call her at (907) 350-6061. We welcome public input and will have a public comment hearing at a public meeting for you to provide input on the plan. AGENDA ITEM #9.C. Which hazards are applicable for your community? Flood Erosion Wildland Fire Tsunami/Seiche Earthquake Volcano Avalanche Ground Failure/Landslide Permafrost Degradation Severe Weather Climate Change We’re interested in information related to: hazard identification, profiles, previous occurrences, probability of occurrences, and typical recurrence intervals for each potential hazard. Plan Process Today’s introductory meeting Gathering of data Draft Plan available for public comment (December is our goal month) Public hearing for Draft Plan (public comment period) State/FEMA review and pre-approval Newsletter announcing Final Plan (the public may still comment) City and/or Tribal adoption Final Approval from State/FEMA (prior to April 23, 2018). After Plan is completed, approved, and adopted, your community will be eligible to apply for mitigation project funds from DHS&EM and FEMA for five years until the plan requires another update. Contacts: Patrick LeMay, PE, LeMay Engineering & Consulting, Inc. Planner (907) 250-9038 Jennifer LeMay, PE, PMP LeMay Engineering & Consulting, Inc. Planner (907) 350-6061 Brent Nichols, CFM, State of Alaska DHS&EM Hazard Mitigation Officer (907) 428-7085 AGENDA ITEM #9.C. Patrick M. LeMay, PE President 4272 Chelsea Way Anchorage, AK 99504 (907) 250-9038 Patrick.lemay@lemayengineering.com December 28, 2017 Brent A. Nichols, EMSII, CFM Emergency Management Specialist II & Certified Floodplain Manager Department of Military and Veterans Affairs Division of Homeland Security and Emergency Management P.O. Box 5750 JBER, AK 99505-5750 Tvckfdu;!!!!!Ib{bse!Njujhbujpo!QmboJouspevdupsz!NffujohUsjq!Sfqpsu Lpejbl!Jtmboe!Cpspvhi-!Bmbtlb On December 28, 2017, Mr. PatrickLeMay, PE and Mr. John Farr, EIT of LeMay Engineering & Consulting, Inc. traveled to Kodiak, Alaska. The purpose of this trip was to conduct an introductory meeting, review past and potential mitigation strategies, and update the critical facilities within the community. The sign in sheet is included in Appendix C of the Draft HMP Update. Attendees included five Borough staff member and two City employees. During the meeting from 10 AM to 4 PM, the following highlights are provided: 1.Jack Maker/ Kodiak Island Borough requested a complete re-write of the 2006 plan. He also provided information on the attempted update in 2014. 2.The re-write responsibilities were outlined with the Kodiak Island Borough providing all the writing updates for the mitigationactions, preparing the critical infrastructure maps from the Borough GIS department, providing the tax assessment of residential/commercial properties for the vulnerability assessment, and graphics for the cover page. 3.LeMay Engineering & Consulting, Inc. has the overall responsibility of the document with guidance from Jack Maker as needed. 4.During the meeting, Borough and City staff were asked questions to start the update process. The questions were our standard ones to collect details for the plan. If you have any questions, please do not hesitate to call me at (907) 250-9038. 12/28/18 Patrick M.LeMay, PE/Date LeMay Engineering & Consulting, Inc. AGENDA ITEM #9.C. Ib{bse!Njujhbujpo!Qmbo!Vqebuf!gps!Lpejbl-!Bmbtlb Ofxtmfuufs!$2;Nbz!22-3129 LeMay Engineering & Consulting, Inc. was contracted to assist Kodiakwith preparing a 2018 HMP update. The HMP will identify all applicable natural hazards. The plan will identify the people and facilities potentially at risk and ways to mitigate damage from future hazard impacts. Pggfs!zpvs!dpnnfout!po!uif!Esbgu!INQ!Vqebuf;!The goal of Newsletter #1 is to announce the availability of the Draft HMPand invite you to provide comments, identify key issues or concerns, and improve mitigation ideas. This plan has been posted on the Kodiak Island Borough’s web pagefor yourreview. Buufoe!uif!Xfeoftebz-Nbz!41-!3129Ib{bse!Njujhbujpo!Qmbo!Qvcmjd!Sfwjfx!Nffujoh!jo!uif!Lpejbl!Jtmboe! Cpspvhi!Dpogfsfodf!Sppn!bu!3;11qn/!!One of the agenda items at themeeting will be a summary of the Draft 2018 HMPby PatrickLeMay. You can request a copy of the plan be emailed to you now by emailing patrick.lemay@lemayengineering.com. You’re invited to provide input to the plan and can also present your comments verballyat the May 30meeting. We’ll be discussing: 2018 Plan Hazards, which include: o Dam Failure, o Earthquake, o Erosion, o Landslide, o Severe Weather, o Tsunami, o Volcano, o Wildfire, and o Technological Disruptions. What would be your top three hazards from the above list? Critical Infrastructure Vulnerability Overview Mitigation Projects &®± ¬®±¤ ¨¥®±¬ ³¨®Ǿ ¢®³ ¢³Ȁ 4®¬ 1´ ²²Ǿ +®£¨ ª )²« £ "®±®´¦§ #®£¤ %¥®±¢¤¬¤³ /¥¥¨¢¤± (907) 486-9364 0 ³±¨¢ª ,¤- ¸Ǿ 0%Ǿ 0« ¤± ȨΜΓΚȩ ΕΘΓ-9038 Brent .¨¢§®«²Ǿ $-6!Ǿ $(3ǉ%- 0±®©¤¢³ - ¦¤± ȨΜΓΚȩ ΗΕΛ-7085 AGENDA ITEM #9.C. STAY CONNECTED AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. Patrick M. LeMay, PE President 4272 Chelsea Way Anchorage, AK 99504 (907) 250-9038 Patrick.lemay@lemayengineering.com May 30, 2018 Brent A. Nichols, EMSII, CFM Emergency Management Specialist II & Certified Floodplain Manager Department of Military and Veterans Affairs Division of Homeland Security and Emergency Management P.O. Box 5750 JBER, AK 99505-5750 Tvckfdu;!!!!!Esbgu!Ib{bse!Njujhbujpo!QmboQvcmjd!Dpnnfou!IfbsjohUsjq!Sfqpsu Lpejbl!Jtmboe!Cpspvhi-!Bmbtlb On May 30, 2018, Mr. PatrickLeMay, PE and Mr. Shannon LeMay of LeMay Engineering & Consulting, Inc.traveled to Kodiak, Alaska. The purpose of thistrip was to attend a 2pm Public Comment Hearing on the Draft Hazard Mitigation Plan. A power-point presentation was given as an overview of the plan. The presentation is included in Appendix C with the sign-in sheet. This meeting was advertised on the Kodiak Island Borough News Flash website for 21 days and included the posing of the Draft HMP on the website. Attendees included one Borough staff member, one local citizen, and the local radio news reporter. Comments received during the Workshop were: 1.Edits to Table 5—2018 Hazard Mitigation Planning Team a.Change Mike Tvenge from Mayor to City Manager b.Change Jim Mullican from City Manager to Fire Chief and LEPC Chair 2.Additions to Table 46—Borough Staff Resources. The additions included adding Department/Agency and Position information. 3.Review of Table 47—Borough Financial Resources. In addition to the comments,a review of the Mitigation Actions was conducted. The Mitigation Actions update was written by Kodiak Island Borough staff and edited by LeMay Engineering & Consulting, Inc. This review was conducted to verify Kodiak Island Borough intent was not changed during the editing process. If you have any questions, please do not hesitate to call me at (907) 250-9038. 5/30/18 Patrick M.LeMay, PE/Date LeMay Engineering & Consulting, Inc. AGENDA ITEM #9.C. AGENDA ITEM #9.C. Appendix D: FEMA Review Tool AGENDA ITEM #9.C. AGENDA ITEM #9.C. APPENDIX A: LOCAL MITIGATION PLAN REVIEW TOOL The Local Mitigation Plan Review Tool demonstrates how the Local Mitigation Plan meets the regulation in 44 CFR §201.6 and offers States and FEMA Mitigation Planners an opportunity to provide feedback to the community. •The Regulation Checklist provides a summary of FEMA’s evaluation of whether the Plan has addressed all requirements. •The Plan Assessment identifies the plan’s strengths as well as documents areas for future improvement. •The Multi-jurisdiction Summary Sheet is an optional worksheet that can be used to document how each jurisdiction met the requirements of each Element of the Plan (Planning Process; Hazard Identification and Risk Assessment; Mitigation Strategy; Plan Review, Evaluation, and Implementation; and Plan Adoption). The FEMA Mitigation Planner must reference this Local Mitigation Plan Review Guide when completing the Local Mitigation Plan Review Tool. Jurisdiction: Title of Plan: Date of Plan: Local Point of Contact: Address: Title: Agency: Phone Number: E-Mail: State Reviewer: Title: Date: FEMA Reviewer: Title: Date: Date Received in FEMA Region (insert #) Plan Not Approved Plan Approvable Pending Adoption Plan Approved Local Mitigation Plan Review Tool A-1 AGENDA ITEM #9.C. SECTION 1: REGULATION CHECKLIST Location in Plan 1. REGULATION CHECKLIST Not (section and/or Met Met page number) Regulation (44 CFR 201.6 Local Mitigation Plans) ELEMENT A. PLANNING PROCESS A1. Does the Plan document the planning process, including how it PDF 22-26, 178-218 X was prepared and who was involved in the process for each jurisdiction? (Requirement §201.6(c)(1)) A2. Does the Plan document an opportunity for neighboring PDF 25-26, 183 communities, local and regional agencies involved in hazard mitigation activities, agencies that have the authority to regulate X development as well as other interests to be involved in the planning process? (Requirement §201.6(b)(2)) A3. Does the Plan document how the public was involved in the PDF 24-26, 178-218 planning process during the drafting stage? (Requirement X §201.6(b)(1)) A4. Does the Plan describe the review and incorporation of existing PDF 26 plans, studies, reports, and technical information? (Requirement X §201.6(b)(3)) A5. Is there discussion of how the community(ies) will continue public Short Term #3 on PDF participation in the plan maintenance process? (Requirement 130, Long Term #2 on X PDF 132, Long Term §201.6(c)(4)(iii)) #1 on PDF 135, Long Term #3 on PDF 137, PDF 159-160, PDF 242- 246 A6. Is there a description of the method and schedule for keeping the PDF 149-152, 238- X plan current (monitoring, evaluating and updating the mitigation plan 246 within a 5-year cycle)? (Requirement §201.6(c)(4)(i)) ELEMENT A: REQUIRED REVISIONS A-2 Local Mitigation Plan Review Tool AGENDA ITEM #9.C. Location in Plan 1.REGULATION CHECKLIST Not (section and/or Met Met Regulation (44 CFR 201.6 Local Mitigation Plans) page number) ELEMENT B. HAZARD IDENTIFICATION AND RISK ASSESSMENT PDF 33-114, 164-173 B1. Does the Plan include a description of the type, location, and X extent of all-natural hazards that can affect each jurisdiction(s)? (Requirement §201.6(c)(2)(i)) PDF 43, 46, 56-57, 59-61, B2. Does the Plan include information on previous occurrences of 64-68, 70, 73-74, 76-81, hazard events and on the probability of future hazard events for each X 85-87, 89, 92, 97-99, 101 jurisdiction? (Requirement §201.6(c)(2)(i)) PDF 44-46, 58-59, 69-70, B3. Is there a description of each identified hazard’s impact on the 75-76, 80-81, 86-87, 91- community as well as an overall summary of the community’s X 92, 101, 113-124 vulnerability for each jurisdiction? (Requirement §201.6(c)(2)(ii)) PDF 28; Kodiak does not B4. Does the Plan address NFIP insured structures within the participate in the NFIP jurisdiction that have been repetitively damaged by floods? X (Requirement §201.6(c)(2)(ii)) ELEMENT B: REQUIRED REVISIONS Local Mitigation Plan Review Tool A-3 AGENDA ITEM #9.C. ELEMENT C. MITIGATION STRATEGY PDF 152-153, 158-159 C1. Does the plan document each jurisdiction’s existing authorities, policies, programs and resources and its ability to expand on and X improve these existing policies and programs? (Requirement §201.6(c)(3)) PDF 28; Kodiak does not C2. Does the Plan address each jurisdiction’s participation in the NFIP participate in the NFIP and continued compliance with NFIP requirements, as appropriate? X (Requirement §201.6(c)(3)(ii)) PDF 125-128 C3. Does the Plan include goals to reduce/avoid long-term vulnerabilities to the identified hazards? (Requirement X §201.6(c)(3)(i)) PDF 129-140 C4. Does the Plan identify and analyze a comprehensive range of X specific mitigation actions and projects for each jurisdiction being considered to reduce the effects of hazards, with emphasis on new and existing buildings and infrastructure? (Requirement §201.6(c)(3)(ii)) PDF 142-148 C5. Does the Plan contain an action plan that describes how the actions identified will be prioritized (including cost benefit review), X implemented, and administered by each jurisdiction? (Requirement §201.6(c)(3)(iv)); (Requirement §201.6(c)(3)(iii)) PDF 149-152 C6. Does the Plan describe a process by which local governments will integrate the requirements of the mitigation plan into other planning X mechanisms, such as comprehensive or capital improvement plans, when appropriate? (Requirement §201.6(c)(4)(ii)) ELEMENT C: REQUIRED REVISIONS A-4 Local Mitigation Plan Review Tool AGENDA ITEM #9.C. Location in Plan 1. REGULATION CHECKLIST Not (section and/or Met Met Regulation (44 CFR 201.6 Local Mitigation Plans) page number) ELEMENT D. PLAN REVIEW, EVALUATION, AND IMPLEMENTATION (applicable to plan updates only) D1. Was the plan revised to reflect changes in development? X PDF 18-21 (Requirement §201.6(d)(3)) D2. Was the plan revised to reflect progress in local mitigation X PDF 130-140 efforts? (Requirement §201.6(d)(3)) D3. Was the plan revised to reflect changes in priorities? X PDF 142 (Requirement §201.6(d)(3)) ELEMENT D: REQUIRED REVISIONS ELEMENT E. PLAN ADOPTION E1. Does the Plan include documentation that the plan has been X formally adopted by the governing body of the jurisdiction requesting approval? (Requirement §201.6(c)(5)) E2. For multi-jurisdictional plans, has each jurisdiction requesting approval of the plan documented formal plan adoption? (Requirement §201.6(c)(5)) ELEMENT E: REQUIRED REVISIONS ELEMENT F. ADDITIONAL STATE REQUIREMENTS (OPTIONAL FOR STATE REVIEWERS ONLY; NOT TO BE COMPLETED BY FEMA) F1. F2. ELEMENT F: REQUIRED REVISIONS Local Mitigation Plan Review Tool A-5 AGENDA ITEM #9.C. A-6 Local Mitigation Plan Review Tool AGENDA ITEM #9.C. SECTION 2: PLAN ASSESSMENT INSTRUCTIONS: The purpose of the Plan Assessment is to offer the local communitymore comprehensive feedback to the community on the quality and utility of the plan in a narrative format. The audience for the Plan Assessment is not only the plan developer/local community planner, but also elected officials, local departments and agencies, and others involved in implementing the Local Mitigation Plan. The Plan Assessment must be completed by FEMA. The Assessment is an opportunity for FEMA to provide feedback and information to the community on: 1) suggested improvements to the Plan; 2) specific sections in the Plan where the community has gone above and beyond minimum requirements; 3) recommendations for plan implementation; and 4) ongoing partnership(s) and information on other FEMA programs, specifically RiskMAP and Hazard Mitigation Assistance programs. The Plan Assessment is divided into two sections: 1.Plan Strengths and Opportunities for Improvement 2.Resources for Implementing Your Approved Plan Plan Strengths and Opportunities for Improvement is organized according to the plan Elements listed in the Regulation Checklist. Each Element includes a series of italicized bulleted items that are suggested topics for consideration while evaluating plans, but it is not intended to be a comprehensive list. FEMA Mitigation Planners are not required to answer each bullet item, and should use them as a guide to paraphrase their own written assessment (2-3 sentences) of each Element. The Plan Assessment must not reiterate the required revisions from the Regulation Checklist or be regulatory in nature, and should be open-ended and to provide the community with suggestions for improvements or recommended revisions. The recommended revisions are suggestions for improvement and are not required to be made for the Plan to meet Federal regulatory requirements. The italicized text should be deleted once FEMA has added comments regarding strengths of the plan and potential improvements for future plan revisions. It is recommended that the Plan Assessment be a short synopsis of the overall strengths and weaknesses of the Plan (no longer than two pages), rather than a complete recap section by section. Resources for Implementing Your Approved Plan provides a place for FEMA to offer information, data sources and general suggestions on the overall plan implementation and maintenance process. Information on other possible sources of assistance including, but not limited to, existing publications, grant funding or training opportunities, can be provided. States may add state and local resources, if available. Local Mitigation Plan Review Tool A-7 AGENDA ITEM #9.C. A.Plan Strengths and Opportunities for Improvement This section provides a discussion of the strengths of the plan document and identifies areas where these could be improved beyond minimum requirements. Element A: Planning Process Plan Strengths: Opportunities for Improvement: Element B: Hazard Identification and Risk Assessment Plan Strengths: Opportunities for Improvement: Element C: Mitigation Strategy Plan Strengths: Opportunities for Improvement: Element D: Plan Update, Evaluation, and Implementation (Plan Updates Only) Plan Strengths: Opportunities for Improvement: A-8 Local Mitigation Plan Review Tool AGENDA ITEM #9.C. B.Resources for Implementing Your Approved Plan The Region 10 Integrating Natural Hazard Mitigation into Comprehensive Planning is a resource specific to Region 10 states and provides examples of how communities are integrating natural hazard mitigation strategies into comprehensive planning. You can find it in the FEMA Library at http://www.fema.gov/media- library/assets/documents/89725. The Integrating Hazard Mitigation Into Local Planning: Case Studies and Tools for Community Officials resource provides practical guidance on how to incorporate risk reduction strategies into existing local plans, policies, codes, and programs that guide community development or redevelopment patterns. It includes recommended steps and tools to assist with local integration efforts, along with ideas for overcoming possible impediments, and presents a series of case studies to demonstrate successful integration in practice. You can find it in the FEMA Library at http://www.fema.gov/library/viewRecord.do?id=7130. The Mitigation Ideas: A Resource for Reducing Risk from Natural Hazards resource presents ideas for how to mitigate the impacts of different natural hazards, from drought and sea level rise, to severe winter weather and wildfire. The document also includes ideas for actions that communities can take to reduce risk to multiple hazards, such as incorporating a hazard risk assessment into the local development review process. You can find it in the FEMA Library at http://www.fema.gov/library/viewRecord.do?id=6938. The Local Mitigation Planning Handbook provides guidance to local governments on developing or updating hazard mitigation plans to meet and go above the requirements. You can find it in the FEMA Library at http://www.fema.gov/library/viewRecord.do?id=7209. The Integration Hazard Mitigation and Climate Adaptation Planning: Case Studies and Lessons Learned resource is a 2014 ICLEI publication for San Diego with a clear methodology that could assist in next steps for integration impacts of climate change throughout mitigation actions. http://icleiusa.org/wp- content/uploads/2015/08/Integrating-Hazard-Mitigation-and-Climate-Adaptation- Planning.pdf The Local Mitigation Plan Review Guide and Tool resource is available through FEMA’s Library and should be referred to for the next plan update. http://www.fema.gov/library/viewRecord.do?id=4859 The Tribal Multi-Hazard Mitigation Planning Guidance: This resource is specific to tribal governments developing or updating tribal mitigation plans. It covers all aspects of tribal planning requirements and the steps to developing tribal mitigation plans. You can find the document in the FEMA Library at http://www.fema.gov/media- library/assets/documents/18355 Volcanic Eruption Mitigation Measures: For information on Mitigation Actions for Volcanic Local Mitigation Plan Review Tool A-9 Eruptions that would satisfy the C4 requirement, please visit: AGENDA ITEM #9.C. http://earthzine.org/2011/03/21/volcanic-crisis-management-and-mitigation-strategies-a-multi- risk-framework-case-study/ and http://www.gvess.org/publ.html. The FEMA Region 10 Risk Mapping, Analysis, and Planning program (Risk MAP) releases a monthly newsletter that includes information about upcoming events and training opportunities, as well as hazard and risk related news from around the Region. Past newsletters can be viewed at http://www.starr- team.com/starr/RegionalWorkspaces/RegionX/Pages/default.aspx. If you would like to receive future newsletters, email rxnewsletter@starr-team.com and ask to be included. The mitigation strategy may include eligible projects to be funded through FEMA’s hazard mitigation grant programs (Pre-Disaster Mitigation, Hazard Mitigation Grant Program, and Flood Mitigation Assistance). Contact your State Hazard Mitigation Officer, Brent Nichols at Brent.Nichols@alaska.gov, for more information. AGENDA ITEM #9.C. Appendix E: Benefit-Cost Analysis Fact Sheet AGENDA ITEM #9.C. AGENDA ITEM #9.C. Cfofgju.Dptu!Bobmztjt!Gbdu!Tiffu! Hazard mitigation projects are specifically aimed at reducing or eliminating future damages. Although hazard mitigation projects may sometimes be implemented in conjunction with the repair of damages from a declared disaster, the focus of hazard mitigation projects is on strengthening, elevating, relocating, or otherwise improving buildings, infrastructure, or other facilities to enhance their ability to withstand the damaging impacts of future disasters. In some cases, hazard mitigation projects may also include training or public-education programs if such programs can be demonstrated to reduce future expected damages. A Benefit-Cost Analysis (BCA) provides an estimate of the “benefits” and “costs” of a proposed hazard mitigation project. The benefits considered are avoided future damages and losses that are expected to accrue as a result of the mitigation project. In other words, benefits are the reduction in expected future damages and losses (i.e., the difference in expected future damages before and after the mitigation project). The costs considered are those necessary to implement the specific mitigation project under evaluation. Costs are generally well determined for specific projects for which engineering design studies have been completed. Benefits, however, must be estimated probabilistically because they depend on the improved performance of the building or facility in future hazard events, the timing and severity of which must be estimated probabilistically. Bmm!Cfofgju.Dptut!nvtu!cf;! Credible and well documented Prepared in accordance with accepted BCA practices Cost-effective (BCR 1.0) Hfofsbm!Ebub!Sfrvjsfnfout;! All data entries (other than Federal Emergency Management Agency \[FEMA\] standard or default values) MUST be documented in the application. Data MUST be from a credible source. Provide complete copies of reports and engineering analyses. Detailed cost estimate. Identify the hazard (flood, wind, seismic, etc.). Discuss how the proposed measure will mitigate against future damages. Document the Project Useful Life. Document the proposed Level of Protection. The Very Limited Data (VLD) BCA module cannot be used to support cost-effectiveness (screening purposes only). Alternative BCA software MUST be approved in writing by FEMA HQ and the Region prior to submittal of the application. Ebnbhf!boe!Cfofgju!Ebub! Well documented for each damage event. Include estimated frequency and method of determination per damage event. Data used in place of FEMA standard or default values MUST be documented and justified. AGENDA ITEM #9.C. The Level of Protection MUST be documented and readily apparent. When using the Limited Data (LD) BCA module, users cannot extrapolate data for higher frequency events for unknown lower frequency events. Cvjmejoh!Ebub! Should include FEMA Elevation Certificates for elevation projects or projects using First Floor Elevations (FFEs). Include data for building type (tax records or photos). Contents claims that exceed 30 percent of building replacement value (BRV) MUST be fully documented. Method for determining BRVs MUST be documented. BRVs based on tax records MUST include the multiplier from the County Tax Assessor. Identify the amount of damage that will result in demolition of the structure (FEMA standard is 50 percent of pre-damage structure value). Include the site location (i.e., miles inland) for the Hurricane module. Vtf!Dpssfdu!Pddvqbodz!Ebub! Design occupancy for Hurricane shelter portion of Tornado module. Average occupancy per hour for the Tornado shelter portion of the Tornado module. Average occupancy for Seismic modules. Rvftujpot!up!Cf!Botxfsfe! Has the level of risk been identified? Are all hazards identified? Is the BCA fully documented and accompanied by technical support data? Will residual risk occur after the mitigation project is implemented? Dpnnpo!Tipsudpnjoht! Incomplete documentation. Inconsistencies among data in the application, BCA module runs, and the technical support data. Lack of technical support data. Lack of a detailed cost estimate. Use of discount rate other than FEMA-required amount of 7 percent. Overriding FEMA default values without providing documentation and justification. Lack of information on building type, size, number of stories, and value. Lack of documentation and credibility for FFEs. Use of incorrect Project Useful Life (not every mitigation measure = 100 years). AGENDA ITEM #9.C. Appendix F: Plan Maintenance Documents AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. 2.How vulnerable to damage are the critical facilities within our community from: \[Critical facilities include airport, community shelter, bulk fuel storage tanks, generators, health clinic, law enforcement office (police department), school, public works, e.g. washeteria/water treatment, reservoir/water supply, satellite dish, communications tower, landfills, sewage lagoons, and stores.\] AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. KODIAK ISLAND BOROUGH Community Development Department DATE: September 16, 2019 TO: KIB Assembly FROM:Erin Welty, CDD Acting Director VIA:Michael Powers, KIB Manager SUBJECT: Submission of the KIB Multi-Jurisdictional Hazard Mitigation Plan Update for adoption by the KIB Assembly. Hazardmitigation plans mustbe updated every five years for communities to remain eligible for FEMA grant funding. Once a plan update is completed, it must be approved by FEMA and adopted by the community by resolution. Work to update KIB’s plan began in late 2017 when LeMay Engineering & Consulting, Inc. was hired to write the plan update. Two newsletters were distributed to all KIB jurisdictions and the public over the course of the planning period to announce and highlight the topics being discussed at the subsequent two meetings. The draft plan update was finished in May of 2018 and submitted to FEMA for pre- adoption review. A letter serving as FEMA Region 10’s commitment to approve the plan upon jurisdiction adoption was sent to the Alaska State Hazard Mitigation Officer on July 15, 2019. The next step is for the Assembly to approve the plan update by resolution. AGENDA ITEM #9.C. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 AGENDA ITEM #9.C. 46 47 48 49 50 51 52 53 54 AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Prerequisites Local Plan Adoption Requirement §201.6(c)(5): The local hazard mitigation plan shall include documentation that the plan has been formally adopted by the governing body of the jurisdiction requesting approval of the plan (e.g., City Council, Borough Assembly, Tribal Council). Element Has the local governing body adopted the new or updated plan? Is supporting documentation, such as a resolution, included? AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Risk Assessment: Identifying Hazards Identifying Hazards Requirement §201.6(c)(2)(i): \[The risk assessment shall include a\] description of the type of all natural hazards that can affect the jurisdiction. Element Does the new or updated plan include a description of the types of all natural hazards that affect the jurisdiction? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Risk Assessment-Profiling Hazards Profiling Hazards Requirement §201.6(c)(2)(i): \[The risk assessment shall include a\] description of the location and extent of all natural hazards that can affect the jurisdiction. The plan shall include information on previous occurrences of hazard events and on the probability of future hazard events. Element Does the risk assessment identify the location (i.e., geographic area affected) of each natural hazard addressed in the new or updated plan? Does the risk assessment identify the extent (i.e., magnitude or severity) of each hazard addressed in the new or updated plan? Does the plan provide information on previous occurrences of each hazard addressed in the new or updated plan? Does the plan include the probability of future events (i.e., chance of occurrence) for each hazard addressed in the new or updated plan? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. 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DMA 2000 Requirements: Mitigation Strategy - Identification and Analysis of Mitigation Actions Identification and Analysis of Mitigation Actions Requirement §201.6(c)(3)(ii): \[The mitigation strategy shall include a\] section that identifies and analyzes a comprehensive range of specific mitigation actions and projects being considered to reduce the effects of each hazard, with particular emphasis on new and existing buildings and infrastructure. Element Does the new or updated plan identify and analyze a comprehensive range of specific mitigation actions and projects for each hazard? Do the identified actions and projects address reducing the effects of hazards on new buildings and infrastructure? Do the identified actions and projects address reducing the effects of hazards on existing buildings and infrastructure? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Mitigation Strategy - Implementation of Mitigation Actions Implementation of Mitigation Actions Requirement: §201.6(c)(3)(iii): \[The mitigation strategy section shall include\] an action plan describing how the actions identified in section (c)(3)(ii) will be prioritized, implemented, and administered by the local jurisdiction. Prioritization shall include a special emphasis on the extent to which benefits are maximized according to a cost benefit review of the proposed projects and their associated costs. Element Does the new or updated mitigation strategy include how the actions are prioritized? Does the new or updated mitigation strategy address how the actions will be implemented and administered? Does the new or updated prioritization process include an emphasis on the use of a cost-benefit review to maximize benefits? Does the updated plan identify the completed, deleted or deferred mitigation actions as a benchmark for progress, and if activities are unchanged (i.e., deferred), does the updated plan describe why no changes occurred? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Plan Maintenance Process - Monitoring, Evaluating, and Updating the Plan Monitoring, Evaluating and Updating the Plan Requirement §201.6(c)(4)(i): \[The plan maintenance process shall include a\] section describing the method and schedule of monitoring, evaluating, and updating the mitigation plan within a five-year cycle. Element Does the new or updated plan describe the method and schedule for monitoring the plan, including the responsible department? Does the new or updated plan describe the method and schedule for evaluating the plan, including how, when, and by whom (i.e., the responsible department? Does the new or updated plan describe the method and schedule for updating the plan within the five-year cycle? Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Plan Maintenance Process - Incorporation into Existing Planning Mechanisms Incorporation into Existing Planning Mechanisms Requirement §201.6(c)(4)(ii): \[The plan shall include a\] process by which local governments incorporate the requirements of the mitigation plan into other planning mechanisms such as comprehensive or capital improvement plans, when appropriate. Element Does the new or updated plan identify other local planning mechanisms available for incorporating the mitigation requirements of the mitigation plan? Does the new or updated plan include a process by which the local government will incorporate the mitigation strategy and other information contained in the plan (e.g., risk assessment) into other planning mechanisms, when appropriate? Does the updated plan explain how the local government incorporated the mitigation strategy and other information contained in the plan (e.g., risk assessment) into other planning mechanisms, when appropriate? Source: FEMA, July 2008. AGENDA ITEM #9.C. o o o AGENDA ITEM #9.C. o o AGENDA ITEM #9.C. AGENDA ITEM #9.C. o o o o AGENDA ITEM #9.C. o o o AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. DMA 2000 Requirements: Plan Maintenance Process - Continued Public Involvement Continued Public Involvement Element Source: FEMA, July 2008. AGENDA ITEM #9.C. AGENDA ITEM #9.C. Appendix A: Maps AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. Appendix B: Community Adoption AGENDA ITEM #9.C. AGENDA ITEM #9.C. Appendix C: Public Involvement AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. Hazard Mitigation Planning Process Updates to existing plans Plans must be updated every five years and approved by DHS&EM and FEMA and then adopted by the community by resolution for the community to remain eligible for FEMA grant funding This is a public process. Everyone who wants to be involved will be given the opportunity to be involved in this process. Send Jennifer LeMay, PE, PMP an email if you’d like more information at jlemay@lemayengineering.comor call her at (907) 350-6061. We welcome public input and will have a public comment hearing at a public meeting for you to provide input on the plan. AGENDA ITEM #9.C. Which hazards are applicable for your community? Flood Erosion Wildland Fire Tsunami/Seiche Earthquake Volcano Avalanche Ground Failure/Landslide Permafrost Degradation Severe Weather Climate Change We’re interested in information related to: hazard identification, profiles, previous occurrences, probability of occurrences, and typical recurrence intervals for each potential hazard. Plan Process Today’s introductory meeting Gathering of data Draft Plan available for public comment (December is our goal month) Public hearing for Draft Plan (public comment period) State/FEMA review and pre-approval Newsletter announcing Final Plan (the public may still comment) City and/or Tribal adoption Final Approval from State/FEMA (prior to April 23, 2018). After Plan is completed, approved, and adopted, your community will be eligible to apply for mitigation project funds from DHS&EM and FEMA for five years until the plan requires another update. Contacts: Patrick LeMay, PE, LeMay Engineering & Consulting, Inc. Planner (907) 250-9038 Jennifer LeMay, PE, PMP LeMay Engineering & Consulting, Inc. Planner (907) 350-6061 Brent Nichols, CFM, State of Alaska DHS&EM Hazard Mitigation Officer (907) 428-7085 AGENDA ITEM #9.C. Patrick M.LeMay, PE President 4272 Chelsea Way Anchorage, AK 99504 (907) 250-9038 Patrick.lemay@lemayengineering.com December 28, 2017 Brent A. Nichols, EMSII, CFM Emergency Management Specialist II & Certified Floodplain Manager Department of Military and Veterans Affairs Division of Homeland Security and Emergency Management P.O. Box 5750 JBER, AK 99505-5750 Tvckfdu;!!!!!Ib{bse!Njujhbujpo!QmboJouspevdupsz!NffujohUsjq!Sfqpsu Lpejbl!Jtmboe!Cpspvhi-!Bmbtlb On December 28, 2017, Mr. PatrickLeMay, PE and Mr. John Farr, EIT of LeMay Engineering & Consulting, Inc. traveled to Kodiak, Alaska. The purpose of this trip was to conduct an introductory meeting, review past and potential mitigation strategies, and update the critical facilities within the community. The sign in sheet is included in Appendix C of the Draft HMP Update. Attendees included five Borough staff member and two City employees. During the meeting from 10 AM to 4 PM, the following highlights are provided: 1.Jack Maker/ Kodiak Island Borough requested a complete re-write of the 2006 plan. He also provided information on the attempted update in 2014. 2.The re-write responsibilities were outlined with the Kodiak Island Borough providing all the writing updates for the mitigationactions, preparing the critical infrastructure maps from the Borough GIS department, providing the tax assessment of residential/commercial properties for the vulnerability assessment, and graphics for the cover page. 3.LeMay Engineering & Consulting, Inc. has the overall responsibility of the document with guidance from Jack Maker as needed. 4.During the meeting, Borough and City staff were asked questions to start the update process. The questions were our standard ones to collect details for the plan. If you have any questions, please do not hesitate to call me at (907) 250-9038. 12/28/18 Patrick M.LeMay, PE/Date LeMay Engineering & Consulting, Inc. AGENDA ITEM #9.C. Ib{bse!Njujhbujpo!Qmbo!Vqebuf!gps!Lpejbl-!Bmbtlb Ofxtmfuufs!$2;Nbz!22-3129 LeMay Engineering & Consulting, Inc. was contracted to assist Kodiakwith preparing a 2018 HMP update. The HMP will identify all applicable natural hazards. The plan will identify the people and facilities potentially at risk and ways to mitigate damage from future hazard impacts. Pggfs!zpvs!dpnnfout!po!uif!Esbgu!INQ!Vqebuf;!The goal of Newsletter #1 is to announce the availability of the Draft HMPand invite you to provide comments, identify key issues or concerns, and improve mitigation ideas. This plan has been posted on the Kodiak Island Borough’s web pagefor yourreview. Buufoe!uif!Xfeoftebz-Nbz!41-!3129Ib{bse!Njujhbujpo!Qmbo!Qvcmjd!Sfwjfx!Nffujoh!jo!uif!Lpejbl!Jtmboe! Cpspvhi!Dpogfsfodf!Sppn!bu!3;11qn/!!One of the agenda items at themeeting will be a summary of the Draft 2018 HMPby PatrickLeMay. You can request a copy of the plan be emailed to you now by emailing patrick.lemay@lemayengineering.com. You’re invited to provide input to the plan and can also present your comments verballyat the May 30meeting. We’ll be discussing: 2018 Plan Hazards, which include: o Dam Failure, o Earthquake, o Erosion, o Landslide, o Severe Weather, o Tsunami, o Volcano, o Wildfire, and o Technological Disruptions. What would be your top three hazards from the above list? Critical Infrastructure Vulnerability Overview Mitigation Projects &®± ¬®±¤ ¨¥®±¬ ³¨®Ǿ ¢®³ ¢³Ȁ 4®¬ 1´ ²²Ǿ +®£¨ ª )²« £ "®±®´¦§ #®£¤ %¥®±¢¤¬¤³ /¥¥¨¢¤± (907) 486-9364 0 ³±¨¢ª ,¤- ¸Ǿ 0%Ǿ 0« ¤± ȨΜΓΚȩ ΕΘΓ-9038 Brent .¨¢§®«²Ǿ $-6!Ǿ $(3ǉ%- 0±®©¤¢³ - ¦¤± ȨΜΓΚȩ ΗΕΛ-7085 AGENDA ITEM #9.C. STAY CONNECTED AGENDA ITEM #9.C. AGENDA ITEM #9.C. for the Kodiak Island Borough Prepared by LeMay Engineering & Consulting, Inc. AGENDA ITEM #9.C. Disaster Mitigation Program grant - The Borough developed the previous HMP in 2006.FEMA requires HMPs to be updated every 5 years.The State of Alaska, Department of Military and Veterans Affairs, Division of Homeland Security and Emergency Management (DHS&EM) was awarded a Prefrom FEMA to assist the Borough in updating the HMP.LeMay Engineering & Consulting, Inc. was contracted to assist the Borough with updating the HMP in 2017. Work started in December. AGENDA ITEM #9.C. 1.Profiles of natural hazards that affect acommunity.2.An assessment of the community’svulnerability to hazards.3.Mitigation actions to reduce thecommunity’s vulnerability to hazards. HMPs are community plans which include: AGENDA ITEM #9.C. Nature of the hazard;History of the hazard’s impacts on the community;Location (proximity to the community);Extent (magnitude and severity);Impact on the community; andProbability of future events. Hazard profiles detail the: AGENDA ITEM #9.C. EarthquakesTsunamisVolcanic AshLandslidesErosionWildland/Urban Interface FiresSevere WeatherDam FailureTechnological (Transportation, Fuel, and Utilities) The Kodiak HMP Update identifies and profiles the following hazards: AGENDA ITEM #9.C. Earthquakes have a highly likely probability of occurring in Kodiak.The vulnerability zone includes the entire island chain. AGENDA ITEM #9.C. January 23, 2018, a 7.9 magnitude In 1964, there was a 9.2 Magnitude earthquake on Good Friday. The epicenter was located 30 miles from Valdez. 32 people died in Valdez, and Old Town was destroyed. Six deaths occurred in Kodiak. Also, there was approximately $30,000,000 in damage in Kodiak, although most of this damage was due to the tsunami rather than ground shaking from the earthquake.earthquake occurred near Kodiak, and a small tsunami surge (less than one foot deep) was observed. AGENDA ITEM #9.C. structural retrofitting of - s n o i t c A and Fire Station open houses. Pamphlets are also distributed n o i t a g i Complete seismic retrofits for school buildings identified as posing aConduct seismic risk evaluation for critical facilities (buildings,Disseminate FEMA pamphlets to educate homeowners and t i M1.high life safety risk. (The Borough has completed this action).2.transportation systems, utility systems) to determine which assets require retrofit. (The Borough has conducted the evaluation and needs funding to implement the recommendations).3.businesses about structural and nonvulnerable buildings and encourage retrofit. (The Borough distributes information during annual Emergency Preparedness events such as Crabfestto local government offices and businesses for dispersal to residents and tourists). AGENDA ITEM #9.C. family dwellings and the - family dwellings. Retrofit - and two - and two - s n o i t c A n o i t a g i t i M4.Obtain funding and retrofit critical facilities to ensure adequateseismic performance in future earthquakes. (The Borough has completed school retrofitting. The new addition to the high school and the new Kodiak Electric Association building were constructed to meet seismic requirements of the 2009 IBC. Additional funds for further retrofits has not yet been obtained). 5.Encourage retrofit of vulnerable residential, commercial, andindustrial buildings. (The Borough adopted the more stringent 2009 IBC for all buildings other than one2012 Residential IBC for oneinformation is disseminated to residents and contractors through the joint City of Kodiak/Borough Building Department). AGENDA ITEM #9.C. January 23, 2018, a 7.9 magnitude earthquake In 1964, there was a 9.2 Magnitude earthquake on Good Friday. The epicenter was located 30 miles from Valdez. 32 people died in Valdez, and Old Town was destroyed. Six deaths occurred in Kodiak. Also, there was approximately $30,000,000 in damage in Kodiak, although most of this damage was due to the tsunami rather than ground shaking from the earthquake.occurred near Kodiak, and a small tsunami surge (less than one foot deep) was observed. Tsunamis are considered to have a possible probability of occurring in Kodiak.The vulnerability zone would be the immediate coastal areas of the island chain. AGENDA ITEM #9.C. Bay. They are Womens Bay to Monashka s n o i t c A n o i t a g i Complete inventory of critical facilities located within mappedComplete mapping of tsunami inundation zones for all communities t i M1.tsunami inundation zones (and probable inundation zones where mapping is not completed). (The Borough is currently producing Borough, City of Kodiak, and outlying cities, and Karluk Village critical infrastructure maps that will identify all critical infrastructure and indicate which infrastructure is within the inundation zone. These maps will be included in the 2023 HMP Update).2.within the Borough. (Alaska Department of Natural Resources Division of Geographical and Geophysical Surveys completed and adopted new inundation maps and published the corresponding reports for the Kodiak Road System from working on draft inundation maps for the remainder of the road system and outlying villages. These maps are expected to be adopted some time in 2019. AGENDA ITEM #9.C. and fire station open house events)\]. Crabfest s n o i t c A n o i t a g i Harden or relocate critical facilities determined to be in tsunamiContinue public education, evacuation awareness, and emergency t i M3.inundation zones. (The Borough is currently developing mapping that will identify all critical infrastructure that is located in the inundation zone). 4.planning for tsunami events. \[The Borough continually promotes evacuation awareness during numerous emergency preparedness outreach events (annual AGENDA ITEM #9.C. 2 eruptions per - Alaska is home to 41 historically active volcanoes stretching across the entire southern portion of the State from the Wrangell Mountains to the far Western Aleutians. An average of 1year occurs in Alaska. Kodiak is vulnerable to ash fall based on wind direction.This hazard has a possible probability of occurring.The vulnerability zone is the entire island chain. AGENDA ITEM #9.C. The Borough is nearing completion of their s n o i t c A n o i t a g i t i M1.Update public emergency notification procedures and emergencyplanning for ash fall events. (update to the Kodiak Island Borough Emergency Operations Plan. The plan will include updated checklists).2.Evaluate the vulnerability of water and electric power systems to ashfalls and mitigate the risks. (This action will be prioritized to occur before the 2023 HMP Update). AGENDA ITEM #9.C. This hazard has a limited probability of occurring per the 2013 Alaska Hazard Mitigation Plan.The vulnerability zone for landslides would be primarily mountain areas that could block roads such as the road between the main airport and the City of Kodiak. AGENDA ITEM #9.C. s n o i t c A n o i t a g i Complete the inventory of locations where critical facilities, otherConsider landslide mitigation actions for slides seriously threateningLimit future development in high landslide potential areas. (The t i M1.buildings and infrastructure are subject to landslides. (Although there is a general knowledge of such areas by staff, a formal inventory has not been completed. This action will be prioritized to occur before the 2023 Update).2.critical facilities, other buildings, or infrastructure. \[Once a formal inventory has been completed, then mitigation actions will be identified for buildings (if any) that could be affected by landslides. The Borough is implementing this and other aspects of the Hazard Mitigation Plan into section by section zoning and subdivision code revisions. These revisions are ongoing and are expected to take more than 10 years to complete\].3.Borough is implementing this and other aspects of the HMP Update into section by section zoning and subdivision code revisions. These revisions are ongoing and are expected to take more 10 years to complete). AGENDA ITEM #9.C. The Borough does not participate in the National Flood Insurance Program. The vulnerability zone of erosion is possible for coastal areas and streams. This hazard has a limited probability of occurrence. AGENDA ITEM #9.C. Bay (designated mentioned - ready project to mitigate Womens - erosion risk areas. (The Borough is - ready project to address the above - s n o i t c affected critical infrastructure will be completed once A - n o i t a g i Complete the inventory of locations, buildings and infrastructureRemediate erosion or relocate buildings or infrastructure subject toLimit future development in high t i M1.subject to significant erosion. \[Although a complete inventory has not yet been completed, the Women's Bay Fire Station and Emergency Shelter has been identified as a facility that is susceptible to erosion hazards. The Borough has developed a shovelthis erosion hazard that is dependent on funding availability. The Borough has identified Sargent Creek Road in as a critical roadway) as an erosion susceptible area. Further inventories of erosionadequate funding has been identified\].2.erosion. (A shovelerosion affecting the Women’s Bay Fire Station and Emergency Shelter has been developed. Funding to complete the project has not been secured). 3.implementing this and other aspects of the this HMP into section by section zoning and subdivision code revisions. These revisions are ongoing and are expected to take 10 years to complete). AGENDA ITEM #9.C. The vulnerability zone is the entire island chain.The probability of future wildland fires is limited. AGENDA ITEM #9.C. Crabfest risk areas and - risk areas. \[The Borough distributes this - safe construction practices for existing and new s - n o i t c A n o i t a g i Identify specific parts of Kodiak Island Borough at high risk forIdentify evacuation routes and procedures for highDevelop Community Wildland Fire Protection Plans. (Wildfires will beEncourage fire t i M1.urban/wildland urban interface fires because of fuel loading, topography, and prevailing construction practices. (The Borough will prioritize this action to occur before the 2023 Update).2.educate the public. (The Borough will prioritize this action to occur before the 2023 Update).3.addressed in the update to the Kodiak Island Borough Emergency Operations Plan).4.constructi on in highinformation during annual Emergency Preparedness events at and Fire Station Open houses. Pamphlets are distributed to local government offices and businesses for dispersal to residents and visitors. The LEPC is in the process of implementing an intensive media campaign pertaining to this action\]. AGENDA ITEM #9.C. FloodingHeavy SnowIce StormsHigh Winds Severe weather for Kodiak Island Borough includes:Severe weather has a “likely” probability of occurring.The extent of this hazard could be critical in that injuries could result in permanent disability, complete shutdown of critical facilities for at least two weeks, and more than 25% of property could be severely damaged.The entire island chain is vulnerable with roads, utilities, airports, residences, and water sources possibly being affected. AGENDA ITEM #9.C. flood risk areas. (No flood plain - Lane in the City of Kodiak and areas near Selief Bay. An overall inventory has not been s n o Womens i t c A n o i t Drive in risk locations. (This action will be prioritized to occur before the a - g i Complete the inventory of locations, buildings, and infrastructureUndertake flood mitigation actions when cost effective for identifiedLimit future development in high t i M1.subject to significant flooding. (Areas known to be susceptible to flooding are portions of Nochcompleted. This action will be prioritized to occur before the 2023 Update).2.high2023 Update).3.mapping is available for the Borough, and an official inventory of such areas has not been completed. KIB Subdivision Code requirements for drainage plans for new subdivisions that appear susceptible to flooding is implemented as required). AGENDA ITEM #9.C. going). - s n o i t c A n o i t a g i Ensure that all critical facilities in Kodiak Island Borough have backupEnhance tree trimming efforts especially for transmission lines andEncourage prudent tree planting (avoid service lines) and safe, t i M4.power and emergency operations plans to address power outages. (Emergency Generators have been installed at North Star and East Elementary schools. Further efforts to facilitate the installation of backup power capabilities for critical facilities that do not have such capabilities has not been completed. This action will be prioritized to occur before the 2023 Update).5.trunk distribution lines. (Tree trimming efforts by KEA and Borough Service Districts is on6.professional tree trimming where necessary. (No action has been taken on this mitigation action. This mitigation action will be deleted in the 2023 Update). AGENDA ITEM #9.C. and Fire Crabfest s n o i t c A n o i t a Limit future development in high avalanche potential areas. (The g i Encourage citizens and businesses to plan for emergencies and toComplete the inventory of locations where critical facilities, otherConsider mitigation actions for avalanche areas seriously threatening t i M7.stockpile emergency supplies. (The Borough distributes this information during annual Emergency Preparedness events at Station Open houses. Pamphlets are distributed to local government offices and businesses for dispersal to residents and visitors. The LEPC is in the process of implementing an intensive media campaign). 8.buildings, and infrastructure are subject to avalanches. (Although there is a general knowledge of such areas by staff, a formal inventory has not been completed. This action will be prioritized to occur before the 2023 Update).9.critical facilities, other buildings, or infrastructure. (This action will be prioritized to occur before the 2023 Update).10.Borough is implementing this and other aspects of the HMP into section by section zoning and subdivision code revisions. Those revisions are ongoing and are expected to take 10 years to complete). AGENDA ITEM #9.C. 27 dams are located on Kodiak Island.This hazard has an unlikely probability of occurring per the 2013 Alaska Hazard Mitigation Plan.The extent of this hazard could be critical in that injuries could result in permanent disability, complete shutdown of critical facilities for at least two weeks, and more than 25% of property could be severely damaged. AGENDA ITEM #9.C. s n o i t c A n o i t a g i Evaluation of all dams after a 5.0 Magnitude Earthquake within 100 t i M1.miles for structural issues. The earthen dams should be checked for structural failures within the soil structure which includes water weeping through the dams. AGENDA ITEM #9.C. Transportation, fuel supplies, and utilities are also subject to disruption from anthropogenic hazards, including dam failures, HAZMAT incidents, accidents, or deliberate malevolent actions.This hazard has a possible probability of occurring per the 2013 Alaska Hazard Mitigation Plan.The vulnerability zone is within populated areas of the island chain.The extent of this hazard could be critical in that injuries could result in permanent disability, complete shutdown of critical facilities for at least two weeks, and more than 25% of property could be severely damaged. AGENDA ITEM #9.C. s Connection Failure Toppling or Buckling Uncontained. n — — o i — t c A n o 00). i t - a g i Tank FailureLarge Spills t i M1.1)Upgrade tanks and/or tank supports for Seismic Zone 4 (API 650).2)Perform periodic tank inspections and maintenance (API 653 orSP0013)Visually inspect tanks after seismic activity.This action was added during the 2018 Update.3.1)Install and/or repair secondary containment liner with 110% capacity.2)Provide seismically stable containment walls and dikes with 110%capacity.3)Visually inspect after seismic activity.This action was added during the 2018 Update. Pipeline Failure1)Provide seismically stable support for pipelines.2)Perform periodic inspection and maintenance (API 570 or API RP 574).3)Install Automatic Vales, Shear Valves, and Flexible Connections.4)Visually inspect pipelines after seismic activity.This action was added during the 2018 Update. AGENDA ITEM #9.C. Prevention;Property Protection;Public Education and Awareness;Natural Resource Protection;Emergency Services; andStructural Projects. A mitigation action is a planned activity that will reduce the community’s vulnerability to natural hazards. Mitigation actions are broadly categorized as: AGENDA ITEM #9.C. Remember the HMP is a plan. It is ultimately the responsibility of the community to initiate projects and seek out funding.The HMP should be also be referenced and incorporated into other community planning mechanisms to create a cohesive strategy for future actions. AGENDA ITEM #9.C. Perform annual reviews using the review sheet in Appendix F of plan.Gather public information about hazards using survey in Appendix F of plan.Initiate HMP update process before 2023. AGENDA ITEM #9.C. 6061 - 50 3 - 907 - jlemay@lemayengineering.com 1.Commenting at May 30 meeting2. Email your comments to 3. Call Jennifer LeMay with your comments Kodiak Assembly adopts plan by resolution July 30: FEMA reviews 2018 HMP Update Comment on plan – – Provide overview of Planning Team’s progress in updating the HMP The plan has been available for review on the City’s website. May 30: Public Review Meeting at 2 pm May 31: Plan to be Submitted to State of Alaska June 4 August AGENDA ITEM #9.C. Patrick M.LeMay, PE President 4272 Chelsea Way Anchorage, AK 99504 (907) 250-9038 Patrick.lemay@lemayengineering.com May 30, 2018 Brent A. Nichols, EMSII, CFM Emergency Management Specialist II & Certified Floodplain Manager Department of Military and Veterans Affairs Division of Homeland Security and Emergency Management P.O. Box 5750 JBER, AK 99505-5750 Tvckfdu;!!!!!Esbgu!Ib{bse!Njujhbujpo!QmboQvcmjd!Dpnnfou!IfbsjohUsjq!Sfqpsu Lpejbl!Jtmboe!Cpspvhi-!Bmbtlb On May 30, 2018, Mr. PatrickLeMay, PE and Mr. Shannon LeMay of LeMay Engineering & Consulting, Inc.traveled to Kodiak, Alaska. The purpose of thistrip was to attend a 2pm Public Comment Hearing on the Draft Hazard Mitigation Plan. A power-point presentation was given as an overview of the plan. The presentation is included in Appendix C with the sign-in sheet. This meeting was advertised on the Kodiak Island Borough News Flash website for 21 days and included the posing of the Draft HMP on the website. Attendees included one Borough staff member, one local citizen, and the local radio news reporter. Comments received during the Workshop were: 1.Edits to Table 5—2018 Hazard Mitigation Planning Team a.Change Mike Tvenge from Mayor to City Manager b.Change Jim Mullican from City Manager to Fire Chief and LEPC Chair 2.Additions to Table 46—Borough Staff Resources. The additions included adding Department/Agency and Position information. 3.Review of Table 47—Borough Financial Resources. In addition to the comments,a review of the Mitigation Actions was conducted. The Mitigation Actions update was written by Kodiak Island Borough staff and edited by LeMay Engineering & Consulting, Inc. This review was conducted to verify Kodiak Island Borough intent was not changed during the editing process. If you have any questions, please do not hesitate to call me at (907) 250-9038. 5/30/18 Patrick M.LeMay, PE/Date LeMay Engineering & Consulting, Inc. AGENDA ITEM #9.C. AGENDA ITEM #9.C. Appendix D: FEMA Review Tool AGENDA ITEM #9.C. AGENDA ITEM #9.C. APPENDIXA: LOCAL MITIGATION PLAN REVIEW TOOL The LocalMitigation Plan Review Tool demonstrates how the Local Mitigation Plan meets the regulation in 44 CFR §201.6 and offers States andFEMA Mitigation Planners an opportunity to provide feedback to the community. •TheRegulationChecklist provides a summaryof FEMA’s evaluation of whetherthe Plan has addressed all requirements. •ThePlan Assessmentidentifies the plan’sstrengths as well as documents areas for future improvement. •TheMulti-jurisdiction Summary Sheet is an optional worksheet that can be used to document how each jurisdiction met the requirements of each Element of the Plan (Planning Process; Hazard Identification and Risk Assessment; Mitigation Strategy; Plan Review, Evaluation, and Implementation; and Plan Adoption). The FEMA Mitigation Planner must reference this Local Mitigation Plan Review Guide when completing the Local Mitigation Plan Review Tool. Jurisdiction: Title of Plan: Dateof Plan: LocalPoint ofContact: Address: Title: Agency: Phone Number:E-Mail: State Reviewer: Title: Date: FEMA Reviewer: Title: Date: Date Received in FEMA Region (insert #) Plan NotApproved Plan Approvable Pending Adoption Plan Approved Local Mitigation Plan Review Tool A-1 AGENDA ITEM #9.C. SECTION1: REGULATION CHECKLIST Location in Plan 1.REGULATIONCHECKLIST Not (section and/or Met Met page number) Regulation(44 CFR201.6Local MitigationPlans) ELEMENTA. PLANNING PROCESS A1. Does the Plan document the planning process, includinghow it PDF22-26, 178-218 X was prepared and who was involved in the process for each jurisdiction? (Requirement §201.6(c)(1)) A2. Does the Plan document an opportunity for neighboringPDF25-26, 183 communities, local and regional agencies involved in hazard mitigation activities, agencies that have the authority to regulate X development as well as other interests to be involved in the planning process? (Requirement §201.6(b)(2)) A3.DoesthePlandocument how thepublicwasinvolvedinthePDF24-26, 178-218 planning process during the drafting stage? (Requirement X §201.6(b)(1)) A4. Does the Plan describe the review and incorporation of existing PDF26 plans, studies, reports, and technical information? (Requirement X §201.6(b)(3)) A5. Is there discussion of howthe community(ies)will continue public Short Term #3 on PDF participation in the plan maintenance process? (Requirement 130, Long Term #2 on X PDF 132, Long Term §201.6(c)(4)(iii)) #1 on PDF 135, Long Term #3 on PDF 137, PDF 159-160, PDF 242- 246 A6. Isthere a description ofthemethod and schedule for keeping the PDF149-152, 238- X plan current(monitoring, evaluating and updating the mitigation plan 246 within a 5-year cycle)? (Requirement §201.6(c)(4)(i)) ELEMENT A: REQUIRED REVISIONS A-2 Local Mitigation Plan ReviewTool AGENDA ITEM #9.C. Location in Plan 1.REGULATION CHECKLIST Not (section and/or MetMet page number) Regulation (44 CFR201.6 Local MitigationPlans) ELEMENT B. HAZARD IDENTIFICATIONAND RISKASSESSMENT PDF 33-114, 164-173 B1.Does thePlan include a description of the type,location, and X extent of all-natural hazards that can affect each jurisdiction(s)? (Requirement§201.6(c)(2)(i)) PDF43, 46, 56-57, 59-61, B2.Does thePlan include informationon previous occurrences of 64-68, 70, 73-74, 76-81, hazard events and on the probability of future hazard events for each X 85-87, 89, 92, 97-99, 101 jurisdiction? (Requirement §201.6(c)(2)(i)) PDF44-46, 58-59, 69-70, B3. Isthereadescriptionofeachidentifiedhazard’simpacton the 75-76, 80-81, 86-87, 91- community as well as an overall summary of the community’s X 92, 101, 113-124 vulnerabilityforeach jurisdiction? (Requirement §201.6(c)(2)(ii)) PDF28; Kodiak does not B4.DoesthePlanaddressNFIPinsuredstructures within the participate in the NFIP jurisdictionthathave beenrepetitivelydamaged byfloods?X (Requirement§201.6(c)(2)(ii)) ELEMENT B:REQUIRED REVISIONS Local Mitigation Plan Review Tool A-3 AGENDA ITEM #9.C. ELEMENTC.MITIGATIONSTRATEGY PDF152-153, 158-159 C1. Doestheplandocumenteach jurisdiction’sexisting authorities, policies, programs and resources and its ability to expand on and X improve these existing policies and programs? (Requirement §201.6(c)(3)) PDF28; Kodiak does not C2. DoesthePlanaddress eachjurisdiction’sparticipation inthe NFIP participate in the NFIP and continued compliance with NFIP requirements, as appropriate? X (Requirement§201.6(c)(3)(ii)) PDF 125-128 C3. DoesthePlaninclude goals to reduce/avoid long-term vulnerabilities to the identified hazards? (Requirement X §201.6(c)(3)(i)) PDF 129-140 C4. DoesthePlanidentify and analyze acomprehensive range of X specific mitigation actions and projects for each jurisdiction being considered to reduce the effects of hazards, with emphasis on new and existing buildings and infrastructure? (Requirement §201.6(c)(3)(ii)) PDF 142-148 C5. DoesthePlancontain anaction plan thatdescribes howthe actions identified will be prioritized (including cost benefit review), X implemented, and administered by each jurisdiction? (Requirement §201.6(c)(3)(iv)); (Requirement §201.6(c)(3)(iii)) PDF 149-152 C6. DoesthePlandescribe aprocess by whichlocal governments will integrate the requirements of the mitigation plan into other planning X mechanisms, such as comprehensive or capital improvement plans, when appropriate? (Requirement §201.6(c)(4)(ii)) ELEMENTC: REQUIRED REVISIONS A-4 Local Mitigation Plan ReviewTool AGENDA ITEM #9.C. Location in Plan 1.REGULATION CHECKLIST Not (section and/or MetMet page number) Regulation (44 CFR201.6 Local Mitigation Plans) ELEMENTD.PLANREVIEW,EVALUATION,ANDIMPLEMENTATION(applicabletoplanupdates only) D1.Was the plan revised to reflect changes in development? X PDF18-21 (Requirement §201.6(d)(3)) D2.Was the plan revised to reflect progress inlocalmitigationX PDF 130-140 efforts? (Requirement §201.6(d)(3)) D3.Was the plan revised to reflect changes in priorities? X PDF 142 (Requirement §201.6(d)(3)) ELEMENT D: REQUIREDREVISIONS ELEMENTE. PLANADOPTION E1. Does thePlan include documentation thatthe plan has been X formally adopted by the governing body of the jurisdiction requesting approval? (Requirement§201.6(c)(5)) E2. For multi-jurisdictional plans, has each jurisdiction requesting approval of the plan documentedformal plan adoption? (Requirement §201.6(c)(5)) ELEMENT E: REQUIRED REVISIONS ELEMENT F. ADDITIONAL STATE REQUIREMENTS (OPTIONAL FORSTATE REVIEWERS ONLY; NOT TO BE COMPLETED BY FEMA) F1. F2. ELEMENT F: REQUIRED REVISIONS Local Mitigation Plan Review Tool A-5 AGENDA ITEM #9.C. A-6 Local Mitigation Plan ReviewTool AGENDA ITEM #9.C. SECTION2: PLAN ASSESSMENT INSTRUCTIONS: Thepurpose of the PlanAssessmentis to offer the local communitymore comprehensive feedbacktothe community on the qualityandutilityof the plan in a narrative format. The audience forthe Plan Assessment isnotonly the plan developer/local community planner, but also elected officials, local departments and agencies, and others involved in implementing the Local Mitigation Plan. The Plan Assessment must be completedby FEMA. The Assessment is an opportunity for FEMA to provide feedback and information to the community on: 1) suggested improvementsto the Plan; 2)specific sections in the Plan where the community hasgoneabove and beyond minimum requirements;3)recommendationsforplanimplementation;and4)ongoing partnership(s) andinformationonotherFEMAprograms,specificallyRiskMAPandHazardMitigation Assistanceprograms.ThePlanAssessmentisdividedintotwosections: 1.Plan Strengths and Opportunities for Improvement 2.Resources for Implementing Your Approved Plan PlanStrengths and Opportunitiesfor Improvement isorganized according to the plan Elements listed in the Regulation Checklist. Each Element includes a series of italicized bulleted items that are suggested topics for consideration while evaluating plans, but it is not intended to be a comprehensive list. FEMA Mitigation Planners are not required to answer each bullet item, and should use them as a guide to paraphrase their own written assessment (2-3 sentences) of each Element. The Plan Assessment must not reiteratetherequired revisions from the Regulation Checklist or be regulatory in nature, and should be open-ended and to provide the communitywith suggestions for improvementsor recommended revisions. The recommended revisions are suggestions for improvement and are not required to be made for the Plan tomeetFederal regulatory requirements. The italicized text should be deleted onceFEMAhas added commentsregardingstrengths oftheplan and potential improvements for future plan revisions. It is recommended that the Plan Assessment be a short synopsis of the overall strengths and weaknesses of the Plan (no longer than two pages),rather than a complete recap sectionbysection. ResourcesforImplementing YourApprovedPlan provides a place for FEMA to offer information, data sources and general suggestions ontheoverall plan implementation and maintenance process.Information on other possible sources of assistanceincluding, but not limited to, existing publications, grant funding or training opportunities, can be provided.States may add state and local resources, if available. Local Mitigation Plan Review Tool A-7 AGENDA ITEM #9.C. A.PlanStrengthsandOpportunitiesforImprovement This section provides a discussion of the strengths of the plan document and identifies areas where these could be improved beyond minimumrequirements. Element A: Planning Process Plan Strengths: Opportunities for Improvement: ElementB: Hazard Identification and Risk Assessment Plan Strengths: Opportunities for Improvement: Element C: MitigationStrategy Plan Strengths: Opportunities for Improvement: ElementD: Plan Update, Evaluation, and Implementation (Plan Updates Only) Plan Strengths: Opportunities for Improvement: A-8 Local Mitigation Plan ReviewTool AGENDA ITEM #9.C. B.ResourcesforImplementingYourApprovedPlan The Region 10 Integrating Natural Hazard Mitigation into Comprehensive Planning is a resource specific to Region 10 states and provides examples of how communities are integrating natural hazard mitigation strategies into comprehensive planning. You can find itin the FEMA Library at http://www.fema.gov/media- library/assets/documents/89725. The Integrating Hazard Mitigation Into Local Planning: Case Studies and Tools for Community Officials resource provides practical guidance on how to incorporate risk reduction strategies into existing local plans, policies, codes, and programs that guide community development or redevelopment patterns. It includes recommended steps and tools to assist with local integration efforts, along with ideas for overcoming possible impediments, and presents a series of case studies to demonstrate successful integration in practice. You can find it in the FEMA Library at . http://www.fema.gov/library/viewRecord.do?id=7130 The Mitigation Ideas: A Resource for Reducing Risk from Natural Hazards resource presents ideas for how to mitigate the impacts of different natural hazards, from drought and sea level rise, to severe winter weather and wildfire. The document also includes ideas for actions that communities can take to reduce risk to multiple hazards, such as incorporating a hazard risk assessment into the local development review process. You . can find it in the FEMA Library at http://www.fema.gov/library/viewRecord.do?id=6938 The Local Mitigation Planning Handbook provides guidance to local governments on developing or updating hazard mitigation plans to meet and go above the requirements. You can find it in the FEMA Library at http://www.fema.gov/library/viewRecord.do?id=7209. The Integration Hazard Mitigation and Climate Adaptation Planning: Case Studies and Lessons Learned resource is a 2014 ICLEI publication for San Diego with a clear methodology that could assist in next steps for integration impacts of climate change throughout mitigation actions.http://icleiusa.org/wp- content/uploads/2015/08/Integrating-Hazard-Mitigation-and-Climate-Adaptation- Planning.pdf The Local Mitigation Plan Review Guide and Tool resource is available through FEMA’s Library and should be referred to for the next plan update. http://www.fema.gov/library/viewRecord.do?id=4859 The Tribal Multi-Hazard Mitigation Planning Guidance: This resource is specific to tribal governments developing or updating tribal mitigation plans. It covers all aspects of tribal planning requirements and the steps to developing tribal mitigation plans. You can find the document in the FEMA Library at http://www.fema.gov/media- library/assets/documents/18355 Volcanic Eruption Mitigation Measures: For information on Mitigation Actions for Volcanic Local Mitigation Plan Review Tool A-9 Eruptions that would satisfy the C4 requirement, please visit: AGENDA ITEM #9.C. http://earthzine.org/2011/03/21/volcanic-crisis-management-and-mitigation-strategies-a-multi- risk-framework-case-study/and http://www.gvess.org/publ.html. The FEMA Region 10 Risk Mapping, Analysis, and Planning program (Risk MAP) releases a monthly newsletter that includes information about upcoming events and training opportunities, as well as hazard and risk related news from around the Region. Past newsletters can be viewed at http://www.starr- team.com/starr/RegionalWorkspaces/RegionX/Pages/default.aspx. If you would like to receive future newsletters,email rxnewsletter@starr-team.com and ask to be included. The mitigation strategy may include eligible projects to be funded through FEMA’s hazard mitigation grant programs (Pre-Disaster Mitigation, Hazard Mitigation Grant Program, and Flood Mitigation Assistance). Contact your State Hazard Mitigation Officer, Brent Nichols at Brent.Nichols@alaska.gov, for more information. AGENDA ITEM #9.C. Appendix E: Benefit-Cost Analysis Fact Sheet AGENDA ITEM #9.C. AGENDA ITEM #9.C. Cfofgju.Dptu!Bobmztjt!Gbdu!Tiffu! Hazard mitigation projects are specifically aimed at reducing or eliminating future damages. Although hazard mitigation projects may sometimes be implemented in conjunction with the repair of damages from a declared disaster, the focus of hazard mitigation projects is on strengthening, elevating, relocating, or otherwise improving buildings, infrastructure, or other facilities to enhance their ability to withstand the damaging impacts of future disasters. In some cases, hazard mitigation projects may also include training or public-education programs if such programs can be demonstrated to reduce future expected damages. A Benefit-Cost Analysis (BCA) provides an estimate of the “benefits” and “costs” of a proposed hazard mitigation project. The benefits considered are avoided future damages and losses that are expected to accrue as a result of the mitigation project. In other words, benefits are the reduction in expected future damages and losses (i.e., the difference in expected future damages before and after the mitigation project). The costs considered are those necessary to implement the specific mitigation project under evaluation. Costs are generally well determined for specific projects for which engineering design studies have been completed. Benefits, however, must be estimated probabilistically because they depend on the improved performance of the building or facility in future hazard events, the timing and severity of which must be estimated probabilistically. Bmm!Cfofgju.Dptut!nvtu!cf;! Credible and well documented Prepared in accordance with accepted BCA practices Cost-effective (BCR 1.0) Hfofsbm!Ebub!Sfrvjsfnfout;! All data entries (other than Federal Emergency Management Agency \[FEMA\] standard or default values) MUST be documented in the application. Data MUST be from a credible source. Provide complete copies of reports and engineering analyses. Detailed cost estimate. Identify the hazard (flood, wind, seismic, etc.). Discuss how the proposed measure will mitigate against future damages. Document the Project Useful Life. Document the proposed Level of Protection. The Very Limited Data (VLD) BCA module cannot be used to support cost-effectiveness (screening purposes only). Alternative BCA software MUST be approved in writing by FEMA HQ and the Region prior to submittal of the application. Ebnbhf!boe!Cfofgju!Ebub! Well documented for each damage event. Include estimated frequency and method of determination per damage event. Data used in place of FEMA standard or default values MUST be documented and justified. AGENDA ITEM #9.C. The Level of Protection MUST be documented and readily apparent. When using the Limited Data (LD) BCA modul e, users cannot extrapolate data for higher frequency events for unknown lower frequency events. Cvjmejoh!Ebub! Should include FEMA Elevation Certificates for elevation projects or projects using First Floor Elevations (FFEs). Include data for building type (tax records or photos). Contents claims that exceed 30 percent of building replacement value (BRV) MUST be fully documented. Method for determining BRVs MUST be documented. BRVs based on tax records MUST include the multiplier from the County Tax Assessor. Identify the amount of damage that will result in demolition of the structure (FEMA standard is 50 percent of pre-damage structure value). Include the site location (i.e., miles inland) for the Hurricane module. Vtf!Dpssfdu!Pddvqbodz!Ebub! Design occupancy for Hurricane shelter portion of Tornado module. Average occupancy per hour for the Tornado shelter portion of the Tornado module. Average occupancy for Seismic modules. Rvftujpot!up!Cf!Botxfsfe! Has the level of risk been identified? Are all hazards identified? Is the BCA fully documented and accompanied by technical support data? Will residual risk occur after the mitigation project is implemented? Dpnnpo!Tipsudpnjoht! Incomplete documentation. Inconsistencies among data in the application, BCA module runs, and the technical support data. Lack of technical support data. Lack of a detailed cost estimate. Use of discount rate other than FEMA-required amount of 7 percent. Overriding FEMA default values without providing documentation and justification. Lack of information on building type, size, number of stories, and va lue. Lack of documentation and credibility for FFEs. Use of incorrect Project Useful Life (not every mitigation measure = 100 years). AGENDA ITEM #9.C. Appendix F: Plan Maintenance Documents AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. 2.How vulnerable to damage are the critical facilities within our community from: \[Critical facilities include airport, community shelter, bulk fuel storage tanks, generators, health clinic, law enforcement office (police department), school, public works, e.g. washeteria/water treatment, reservoir/water supply, satellite dish, communications tower, landfills, sewage lagoons, and stores.\] AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #9.C. AGENDA ITEM #10.A. Managers Report Michael Powers October 17, 2019 Activities Providence-Met with Providence CEO regarding OR issues and kept apprised of the situation. Due to the complexities of the tax certifications required from Providence, we will not seek to refund the bonds on the LTC at this time but are now looking at Spring 2020. Working with staff to improve our process for recordation of documents. Pink Salmon Funding for Municipalities-The money is hung up with the Office of Management and Budget. Our lobbyist has been and will continue to meet with our delegation to get movement on this. There is a meeting today with Senator Murkowskis staff and our lobbyists and I will Audit-As part of the audit, staff met with the Auditors at length. We wont having any findings; however, the Auditor agrees with staff that the language regarding approvals on changes is unclear. Accordingly, after the audit is received and the new assembly seated, staff will ask the Mayor to place appropriate item(s) on the agenda to address the concerns. Met with E&F staff to discuss various projects as well as operational issues. Spent time with staff regarding the cleaning pig stuck in the Intake line at KFRC (pig finally came out). Bayside Fire assisted by providing equipment to pressurize the line above what was available. Attended the Manager/Superintendent meeting on best practices for Boroughs and Schools. I am glad for the positive working relationship with KIBSD. Landfill-participated in a conference with AEDC regarding the pond issues and set up the plan of action to work out the alleged violation. We will be having a follow up with them and working to resolve the matter. Dealt with several internal process issues including data storage and access, records management, use of personal vehicles and other issues. Met with the Mayor, Mayor-elect and our counterparts at the City to discuss ongoing cooperative efforts. Worked on several personnel issues. Attended Agenda Setting. Followed up with the Clerks Office on any assistance needed during the Clerks absence. Upcoming AGENDA ITEM #10.A. ICMA/Vacation-I will be out of the office from October 18 and returning to work on October 31. I will be attending the Annual ICMA Conference and then taking a few days off. Leave-I will be on medical leave starting in early November and returning to work around December 2. I am awaiting confirmation on the schedule and will share the exact dates as soon as available. AGENDA ITEM #13.A.1. AGENDA ITEM #13.A.1. UFSN!DPOUSBDU!DIBOHF!PSEFS LPEJBL!JTMBOE!CPSPVHI Qspkfdu!Obnf;Qspkfdu!Ovncfs; 821!NJMM!CBZ!SPBE LPEJBL-!BMBTLB!::726 KFRC Fire Alarm Replacement & Upgrade426-805 452.140 19004.4 Contractor:Jensen Yorba Wall, Inc.Term Contract No.:2019-10Change Order No.:03 Original Project Budget: $ 150,000.00Original Contract:$ 0.00 Previous Budget Changes:$ 0.00Previous Changes:$ 81,382.00 Adjusted Project Budget:$ 150,000.00This Change: $ 23,620.00 To-Date Project Expenses:$ 0.00% of Original Contract>5% To-Date Project Encumbrances:$ 0.00Adjusted Contract:$ 105,002.00 Current Remaining Project Budget:$ 150,000.00 Eftdsjqujpo!pg!DibohfDptu Provide design and construction administration services for replacing the fire alarm panel and devices $23,620.00 at Kodiak Fisheries Research Center per proposal dated September 17, 2019. Design services to be lump sum; construction administration services to be time and materials. The time provided for completion of the contract is (unchanged) (increased) (decreased) by 0 calendar days. This document shall become an amendment to the contract and all provisions of the contract will apply thereto. Per Borough Code 3.30.100, a change order that does not exceed five percent of the original contract amount or $50,000, whichever is lower, requires approval by the mayor and deputy presiding officer, the mayor and one assembly member in the absence of thedeputy presiding office, or the deputy presiding officer and one assembly member in the absence of the mayor. Change orders greater than five percent of approved contract amount or $50,000, whichever is lower, require assembly approval. Accepted By:______________________________________________________________________________Date:__________ Contractor’s Representative Recommended:_____________________________ Date:_________ ______________________________ Date:__________ Engineering/Facilities DirectorFinance Director Approved By:______________________________ Date:_________ Attest:_________________________Date: _________ Borough ManagerBorough Clerk Mayor and Deputy Presiding Officer Approval (does not exceed five percent of the original contract amount or $50,000, whichever is lower) Approved By:______________________________Date:_________ ______________________________ Date:__________ Borough MayorDeputy Presiding Officer Borough Assembly Approval (greater than five percent of approved contract amount or $50,000, whichever is lower) Approved By:______________________________ Date:_________ Attest:________________________ Date:__________ Borough ManagerBorough Clerk Revised 09/19Page 1 of 1 AGENDA ITEM #13.A.1. 522 West 10th Street, Juneau, Alaska 99801 907.586.1070 jensenyorbawall.com Designing Community Since 1935 Jensen Yorba Wall Architecture Interior Design Construction Management AGENDA ITEM #13.A.1. AGENDA ITEM #13.A.1. AGENDA ITEM #13.A.1. AGENDA ITEM #13.A.1. Mechanical & Electrical Engineers 670 W. Fireweed Ln, Ste 200 Anchorage, AK (907) 276-0521 l www.rsa-ak.com AGENDA ITEM #13.A.1. Page 2 of 2 AGENDA ITEM #13.A.2. AGENDA ITEM #13.A.2. UFSN!DPOUSBDU!DIBOHF!PSEFS LPEJBL!JTMBOE!CPSPVHI Qspkfdu!Obnf;Qspkfdu!Ovncfs; 821!NJMM!CBZ!SPBE LPEJBL-!BMBTLB!::726 KFRC Exterior Upgrade426-805 452.140 20004.4 Contractor:Jensen Yorba Wall, Inc.Term Contract No.:2019-10Change Order No.:04 Original Project Budget: $ 100,000.00Original Contract:$ 0.00 Previous Budget Changes:$ 0.00Previous Changes:$ 105,002.00 Adjusted Project Budget:$ 100,000.00This Change: $ 51,839.00 To-Date Project Expenses:$ 0.00% of Original Contract>5% To-Date Project Encumbrances:$ 0.00Adjusted Contract:$ 156,841.00 Current Remaining Project Budget:$ 100,000.00 Eftdsjqujpo!pg!DibohfDptu Provide schematic designand design development documents for the KFRC Exterior Upgrade $51,839.00 project, per proposal dated September 30, 2019, including professional construction cost estimate based on design development documents.Design andcost estimating to be lump sum; reimbursables to be time and materials. The time provided for completion of the contract is (unchanged) (increased) (decreased) by 0 calendar days. This document shall become an amendment to the contract and all provisions of the contract will apply thereto. Per Borough Code 3.30.100, a change order that does not exceed five percent of the original contract amount or $50,000, whichever is lower, requires approval by the mayor and deputy presiding officer, the mayor and one assembly member in the absence of thedeputy presiding office, or the deputy presiding officer and one assembly member in the absence of the mayor. Change orders greater than five percent of approved contract amount or $50,000, whichever is lower, require assembly approval. Accepted By:______________________________________________________________________________Date:__________ Contractor’s Representative Recommended:_____________________________ Date:_________ ______________________________ Date:__________ Engineering/Facilities DirectorFinance Director Approved By:______________________________ Date:_________ Attest:_________________________Date: _________ Borough ManagerBorough Clerk Mayor and Deputy Presiding Officer Approval (does not exceed five percent of the original contract amount or $50,000, whichever is lower) Approved By:______________________________Date:_________ ______________________________ Date:__________ Borough MayorDeputy Presiding Officer Borough Assembly Approval (greater than five percent of approved contract amount or $50,000, whichever is lower) Approved By:______________________________ Date:_________ Attest:________________________ Date:__________ Borough ManagerBorough Clerk Revised 09/19Page 1 of 1 AGENDA ITEM #13.A.2. 522 West 10th Street, Juneau, Alaska 99801 907.586.1070 jensenyorbawall.com Designing Community Since 1935 Jensen Yorba Wall Architecture Interior Design Construction Management AGENDA ITEM #13.A.2. AGENDA ITEM #13.A.2. AGENDA ITEM #13.A.2. AGENDA ITEM #13.A.2. AGENDA ITEM #13.B.1. AGENDA ITEM #13.B.1. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 AGENDA ITEM #13.B.1. 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 AGENDA ITEM #13.B.1. 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 AGENDA ITEM #13.D.2. AGENDA ITEM #13.D.3. AGENDA ITEM #13.D.3. AGENDA ITEM #13.D.3. KODIAK ISLAND BOROUGH PLANNING AND ZONING COMMISSION STAFF: CDD DIRECTOR, ERIN WELTY 486-9362 ewelty@kodiakak.us CODE ENFORCEMENT OFFICER, VACANT CDD SECRETARY, SHEILA SMITH 486-9363 ssmith@kodiakak.us COMMUNITY DEVELOPMENT DEPARTMENT 710 MILL BAY ROAD ROOM 202 KODIAK, AK 99615 AGENDA ITEM #13.D.3. AGENDA ITEM #13.D.4. AGENDA ITEM #13.D.4. AGENDA ITEM #13.D.4. KODIAK ISLAND BOROUGH PLANNING AND ZONING COMMISSION STAFF: CDD DIRECTOR, ERIN WELTY 486-9362 ewelty@kodiakak.us CODE ENFORCEMENT OFFICER, VACANT CDD SECRETARY, SHEILA SMITH 486-9363 ssmith@kodiakak.us COMMUNITY DEVELOPMENT DEPARTMENT 710 MILL BAY ROAD ROOM 202 KODIAK, AK 99615 AGENDA ITEM #13.D.4. AGENDA ITEM #17.B.1. AGENDA ITEM #17.B.1. AGENDA ITEM #17.B.1. AGENDA ITEM #17.B.1. AGENDA ITEM #17.B.1. - 8,000 4,793 8,094 9,177 1,136 1,328 7,150 9,614 25,23175,000 70,03012,793 24,040 41,311 (10,958)(19,243) Page 1 of 3 RemainingRemainingRemainingRemaining $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ -------- 4,132 1,149 1,149 81,923 86,055 30,548 30,548 115,000 115,000 ObligatedObligatedObligatedObligated $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ -- 207823254 1,358 7,350 7,782 74,62664,44325,851 26,057 15,960 18,14115,386 679,846 818,914 Current Budget Status ExpensesExpensesExpensesExpenses $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ 5,000 7,350 9,110 7,150 67,80045,20075,00035,000 40,000 40,00040,00010,000 90,000 787,000 975,000 116,390 140,000 Current BudgetCurrent BudgetCurrent BudgetCurrent Budget $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ --- 100,000 100,000 Ord 2019-01B $ $ $ $ $ --- Kodiak Island Borough 125,000 125,000 Bayside Fire Department Exhaust System Baler Building Septic System Replacement Baler Building Roof and Siding Replacement Ord 2018-01B Baler Building Underground Storage Tank Replacement $ $ $ $ $ Project Budget Status - Period Ending September 30, 2019 -- 2,3505,5007,150 75,00025,000 40,000 110,000 185,000 Budget and Adjustments Ord 2019-01C Ord 2018-01A $ $ $ $ $ $ $ $ $ $ -- 5,000 5,000 3,610 67,80045,20035,000 40,000 40,00040,00010,000 90,000 91,390 452,000 565,000100,000 Original BudgetOriginal BudgetOriginal BudgetOriginal Budget $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ dmin DesignConstructionAdminContingencyTOTAL Funding: Fund 530 - Solid Waste Collection & Disposal DesignAdminTOTAL Funding: Fund 530 - Solid Waste Collection and Disposal DesignConstructionATOTAL Funding: Fund 530 - Solid Waste Collection and Disposal DesignConstructionAdminContingencyTOTAL Funding: FEMA Grant ($87,039), Fire Protection Area No. 1 ($52,961) Project Budget Status 803937856 1,740 9, (9,760)(4,669) 55,54217,22626,49050,000 57,936 25,00015,000 (71,837)(19,163)(49,887)(35,780) 100,000 149,856 Page 2 of 3 RemainingRemainingRemainingRemaining $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ ----------- 780 10,855 10,855 12,44810,000 22,448 17,155 642,659,935 ObligatedObligatedObligatedObligated $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ ----- 144 144 2,063 10,342 12,405 32,32419,16324,75191,45831,62025,510 57,130 530,701 698,396 Current Budget Status ExpensesExpensesExpensesExpenses $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ - 3,000 22,000 25,000 35,01220,08266,00052,00050,00025,00010,00015,000 458,864157,000 670,958 607,000 775,000 100,000 150,000 Current BudgetCurrent BudgetCurrent BudgetCurrent Budget $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ -- 15,00095,00020,000 Kodiak Island Borough Chiniak Tsunami Shelter and Library 130,000 Bayside Fire Department Exterior Improvements Kodiak Fisheries Research Center Fire Alarm Upgrade Ord 2019-01A $ $ $ $ $ $ Project Budget Status - Period Ending September 30, 2019 Kodiak Fisheries Research Center & Kodiak High School Electric Boilers ---- 137,000 137,000 Budget and Adjustments Ord 2018-01B $ $ $ $ $ $ -- 3,000 22,000 25,000 20,01220,08266,00052,00050,00025,00010,00015,000 363,864 403,958 607,000 775,000 100,000 150,000 Original BudgetOriginal BudgetOriginal BudgetOriginal Budget $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ DesignAdminTOTAL Funding: Fire Protection Area No. 1 DesignConstructionEquipmentAdminNew WellTOTAL Funding: Insurance Reimbursement ($403,958), Fund 220 - Buildings and Grounds ($137,000), Fund 469 - Renewal and Replacement ($130,000)DesignConstructionAdminContingencyTOTAL Funding: Fund 469 - Renewal & Replacement ($564,000) and Fund 555 - KFRC ($211,000) (Costs will be reimbursed by Kodiak Electric Association)DesignConstructionAdminContingencyTOTAL Funding: Fund 555 - KFRC Project Budget Status 3,258 3,196 4,451 9,797 5,000 16,034 11,75119,248 15,85719,15730,000 65,014 (10,738) Page 3 of 3 RemainingRemainingRemaining $ $ $ $ $ $ $ $ $ $ $ $ $ ------ 10,52010,242 20,762 30,549 30,549 84,143 84,143 ObligatedObligatedObligated $ $ $ $ $ $ $ $ $ $ $ $ $ ----- 203 203 843 843 32,28425,664 407,172 465,120 Current Budget Status ExpensesExpensesExpenses $ $ $ $ $ $ $ $ $ $ $ $ $ 5,000 32,06728,86016,03435,00010,000 50,000 20,00030,000 420,672 497,633 100,000 150,000 Current BudgetCurrent BudgetCurrent Budget $ $ $ $ $ $ $ $ $ $ $ $ $ Kodiak Island Borough Kodiak Middle School Boiler Room Remodel Providence Kodiak Island Medical Center Fuel Tank Providence Kodiak Island Medical Center Retaning Wall Project Budget Status - Period Ending September 30, 2019 --- 100,000 100,000 Budget and Adjustments Ord 2018-01B $ $ $ $ $ 5,000 32,06728,86016,03435,00010,000 50,000 20,00030,000 320,672 397,633 100,000 150,000 Original BudgetOriginal BudgetOriginal Budget $ $ $ $ $ $ $ $ $ $ $ $ $ TAL DesignConstructionAdminContingencyTOTAL Funding: General Obligation Bonds (Bonds are eligible for reimbursement by the State of Alaska)DesignAdminContingencyTOTAL Funding: Fund 495 - Capital Project - Hospital DesignAdminContingencyTO Funding: Fund 495 - Capital Project - Hospital Project Budget Status 1 --- 3,107 16,50627,44511,751 436,148244,083 107,779 846,820 Remaining $ $ $ $ $ $ $ $ $ $ $ $ ------- (839) (3,337) (17,196)(20,762) (42,135) Obligated $ $ $ $ $ $ $ $ $ $ $ $ (586,882)(826,995)(822,526)(405,382)(332,453) (852,023) (302,355) (465,120) (1,467,865)(1,499,045)(1,830,398) (9,391,045) Expenses $ $ $ $ $ $ $ $ $ $ $ $ 586,882826,995822,526852,024408,489577,375 329,800497,633 1,592,8411,935,1931,850,241 10,280,000 Current Budget $ $ $ $ $ $ $ $ $ $ $ $ - 25,00052,41225,000 50,000 183,925 329,800497,633 (226,616)(192,433)(544,722)(100,000) Adjustment $ $ $ $ $ $ $ $ $ $ $ $ -- 813,498668,099383,489552,375 1,019,4281,367,2481,592,8412,035,1931,797,829 10,230,000 Original Budget $ $ $ $ $ $ $ $ $ $ $ $ TOTAL Kodiak Island Borough Period Ending September 30, 2019 School Bond Projects Summary Status CompletedCompletedCompletedCompletedCompletedCompletedCompletedCompleted CompletedCompletedConstruction completed, closeout underway 95% 100%100%100%100%100%100%100%100% 100%100% % Complete Finish Jan 2018 Sep 2016Sep 2016Sep 2016Sep 2017Sep 2018Sep 2017Sep 2017Sep 2018Sep 2018Sep 2019 Schedule Start Jan 2016Jun 2016Jun 2016Jan 2017 Oct 2015Oct 2015Jun 2016Oct 2017 Feb 2017Feb 2017 May 2016 Project Renovation and Controls East and KMS KMS and Peterson Main and Peterson and Elevator Controls Old Harbor, Port Lions Roofing Replacement - KMS Fire Alarm, HVAC, Flooring Replacement - Flooring Replacement - East Elementary School Akhiok, Karluk, Ouzinkie KMS Boiler Replacement Playground Replacement UST Replacement - Main, Peterson Elementary Boilers Main Walkway Replacement Paving and UST Replacement - majority two-thirds KODIAK ISLAND BOROUGH, Meeting Type: Date: U1 R, Please P our name legibly Please PRINT your name Jegibly mw ...... . ..... II -------- -- - - - -- -- -- -- -- -- - View our website: www.kodiakak.us Visit our Facebook page: www.facebook.com/KodiakIslandBorough Follow us on Twitter: @KodiakBorough Kodiak Island Borough Assembly Newsletter Vol. FY2020, No. 43 October 18, 2019 At Its Regular Meeting Of October 17, 2019, The Kodiak Island Borough Assembly Took The Following Actions: PROCLAIMED Month Of October 2019 As Filipino American National History Month As Established By The Trustees Of The Filipino American National Historical Society. PROCLAIMED The Month Of October 2019 As Fire Prevention Month And Encouraged All Citizens To Test Their Smoke Alarms At Least Every Month And To Support The Many Safety Activities And Efforts Of The Borough Fire And Emergency Services During The Month. RECEIVED FY2020 1st Quarter Budget-vs-Actual From Finance Director, Dora Cross. ADOPTED Ordinance No. FY2020-01A Amending Ordinance No. FY2020-01, Fiscal Year 2020 Budget, By Amending Budgets To Account For Various Revenues That Are Over Budget, Providing For Additional Expenditures And Moving Funds Between Projects. AMENDED, ADOPTED Ordinance FY2020-10 Amending Kodiak Island Borough Code Of Ordinances Title 3 Revenue And Finance Chapter 3.05 Fiscal Policy Section 3.05.080 Reserve Policies. POSTPONED Resolution FY2020-08 Hazard Mitigation Plan To The Next Regular Assembly Meeting Of December 19, 2019. AUTHORIZED The Borough Manager To Execute Change Order No. 3 Amending Contract FY2019-10 Architectural And Engineering Services Term Contract For Design For The Kodiak Fisheries Research Center, Fire Alarm Upgrade Project In An Amount Not To Exceed $23,620. AUTHORIZED The Borough Manager To Execute Change Order No. 4 Amending Contract FY2019-10 Architectural And Engineering Services Term Contract For Design For The Kodiak Fisheries Research Center, Exterior Upgrade Project In An Amount Not To Exceed $51,839. ADOPTED Resolution No. FY2020-12 Ratifying And Certifying The Results Of The October 1, 2019 Municipal Election. DECLARED A City Seat On The Planning And Zoning Commission Vacant (Mr. Duane Dvorak). CONFIRMED The Mayoral Appointment Of Mr. Kyle Blondin To A Borough Seat On The Planning And Zoning Commission A Term To Expire December 31, 2019. ADMINISTERED The Oath Of Office To The Newly Elected Officials, Mayor Roberts, Assembly Member Duane Dvorak, And Reelected Assembly Member Scott Arndt. PRESENTED Certificate Of Appreciation To Outgoing Assembly Member Scott Smiley. PRESENTED Certificate Of Appreciation To Outgoing Mayor Daniel Rohrer.