03/16/2023 Regular MeetingKODIAK ISLAND BOROUGH
Assembly Regular Meeting
March 16, 2023
A regular meeting of the Kodiak Island Borough Assembly was held on March 16, 2023, in the
Borough Assembly Chambers. The meeting was called to order at 6:30 p.m. Staff present were
Interim Borough Manager David Conrad, Borough Clerk Nova M. Javier, and Deputy Clerk Lina
Cruz.
1. INVOCATION
The invocation was given by Major David Davis of the Salvation Army.
2. PLEDGE OF ALLEGIANCE
Assembly Member Arndt led the Pledge of Allegiance.
3. STATEMENT OF LAND ACKNOWLEDGEMENT
Assembly Member Arndt announced that we are gathered on the traditional homeland
of the Sugpiaq/Alutiiq people, and we acknowledge the 10 tribes of the Kodiak Alutiiq
Region. We recognize the Alutiiq culture that enriches our community to this day.
4. ROLL CALL
Present were Assembly members Scott Arndt, Joseph Delgado, Jared Griffin, Larry
Ledoux, and James Turner.
TURNER moved to excuse Mayor Williams, Assembly members Smiley, and Smith who
are out on personal leave.
VOICE VOTE ON THE MOTION CARRIED UNANIMOUSLY.
5. APPROVAL OF AGENDA AND CONSENT AGENDA
TURNER moved to approve the agenda and consent agenda.
6. *APPROVAL OF MINUTES (Approved under consent agenda)
A. Regular Meeting Minutes of February 16, 2023, Special Meeting Minutes of
February 23, 2023, and February 27, 2023.
7. CITIZENS' COMMENTS
The following spoke under citizen's comments:
• Cort Neff
• Bill Oliver
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8. AWARDS AND PRESENTATIONS — None.
9. COMMITTEE REPORTS — None.
10. PUBLIC HEARING — None.
11. BOROUGH MANAGER'S REPORT
Dave Conrad, Interim Borough Manager, reported on the following:
Manager's Department
• FY24 Community Assistance — The Division of Community and Regional Affairs
report attached was published based on a statewide appropriation of $20 million
dollars. The actual amount is approximately $30 million. The published amount
will likely be higher that this projection. He will provide the corrected version
when received. Funds are scheduled to be distributed in August/September
2023.
• Joint Work Session KIBSD/KIB — is scheduled for March 23, 2023, in the KIBSD
school district conference room.
• Union Contract Negotiations — Negotiations to continue March 23 and 24; and
March 30 and 31. Progress has been made on multiple topics. No further
discussions or questions regarding the confidential discussions will be shared
by the negotiating team.
• Compensation Study — Gallagher Human Resource and Compensation
Consulting is progressing.
• Larsen Bay School —Staff was contacted Tuesday, March 14th. Staff will attempt
to call to discuss the facility with the Tribal Council officers Friday, March 17.
Travel to the community will be scheduled.
• Grant Opportunities — Staff continues to monitor and review grant opportunities
as they present themselves for consideration.
Assessing Department
• Property Valuation notifications have been sent and received by the taxpayers.
The protest period is underway and ends on March 30, 2023. Residents are
encouraged to call for an appointment to ensure a meeting time with the
appropriate staff. To date, there have been 140 inquiries or informal appeals;
116 by mail or phone, 24 in -person. There are nine business days remaining to
appeal the current years valuation changes.
Community Development
• Staff continues to process permits as submitted.
• Staff continues to process enforcement and look for potential changes to the
code as needed.
Engineering and Facilities
• ADEC -Anchorage Trip —Staff met with Jacobs Engineering, ADEC Stormwater
Division, Solid Waste Division and APDES Enforcement Section regarding the
upcoming Solid Waste Permit renewal process and to discuss progress on the
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Compliance Order by Consent (COBC). These were very well received meetings
and productive discussions were held.
•
KIBSD — Peterson Elementary School Roof Project advertisement was delayed
due to staff illness. Anticipate the package to be completed next week.
•
PKIMC Chiller— The KIB was informed yesterday that the compressor
associated with the chiller unit is failing. Several attempts to reset and diagnostic
evaluation has taken place. The compressor is the original 1996 installed
equipment. That is 27 years of functional life. This is an emergency repair and I
have authorized this expenditure with an estimated cost of $47,402.40. The
proposal from Cool Air Mechanical is attached. I have attached the email chain
as well with descriptions of the reasons for failure and replacement.
•
PKIMC Elevator — Elevator proposal for rebuilding the existing elevators has
been received and evaluated by a third -party qualified inspector. Elevators
require repair and should be repaired while the upgrade is still possible. PKIMC
and KIB to discuss the priority of this project.
•
Health Facilities Advisory Board —Next meeting is scheduled for Monday, May
8,2023 at 3:OOpm.
•
PKIMC Boiler Day Tanks — Job is progressing, final inspection has been
scheduled for March 22nd.
•
OSHA Voluntary Compliance Visit — OSHA citations are being researched and
materials procured for compliance.
•
Vehicle Procurement Proposal - Jeep vehicles are in Kodiak and parked out
front.
•
Light PU Truck — Package is before the assembly tonight for approval. Apparent
low bidder is Swickard of Anchorage for two each GMC 2022 Sierra. The cost is
$41,329.00 each plus $1190.00 freight each. Full Size 1 Ton Pick-up Truck RFP
is being prepared.
•
Leachate Treatment Plant — Steel building package construction has been
postponed until April. Contractor will delay wall panel installation until the interior
process equipment has been delivered. Awaiting final structural calculations for
submission and review prior to permit being issued.
•
Bayside Classroom Addition — Architect is working on the revised plan request
for the design of the addition to house restrooms, coffee mess and storage. The
board has requested that the design is taken to the 35% stage and a professional
estimate be conducted at that time.
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Finance Department/ IT
• PC Tech 1 — Candidate has been selected and accepted the employment offer.
The request for the moving expenses is before the assembly this evening. Staff
is preparing a request to change the personnel manual and union contract
language to allow the approval by the manager only as the costs are within the
manager procurement authority.
• Delinquent Tax Notices — Community Development and Engineering Facilities
Staff have posted mobile home and business delinquent tax notices.
• Travel Policy — Staff has prepared a draft travel policy for review and approval.
This set of written rules will be applied to regulate and define travel associated
with work training and travel. Anticipate inclusion on the April 6th regular meeting
agenda.
Kodiak Island Borough
March 16, 2023
Assembly Regular Meeting Minutes
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• FY2024 Budget Preparation — Service Area Boards are meeting and completing
required functions for budget preparation. Staff is meeting internally. Level 1
budgets are entered and are being reviewed. March 25th meeting has been
scheduled for the first -round review with the assembly.
• PATS Software — Property Assessment and Taxation Software - One bid was
received from Tyler Technologies. Staff is reviewing the package. Anticipate the
request to be placed on the agenda soon.
• Opioid Settlement Funds — Five additional firms have signed settlement
agreements. All nine political subdivisions in the state must sign on for full
settlement by April 18, 2023. Kodiak is qualified for approximately 2.1839% of
the total when allocated.
List of Pending Items for Discussion
• City of Kodiak - E911 System and compensation
• City Lease for 710 Mill Bay Road facility
• Borough Building Remodel or Upgrades
• Joint support and participation in the development of the CIP List
(Federal emphasis)
• Hospital System Repair and Replacement
• Disposition of Closed School Facilities — Allowable Scope for Current Staff
• Continued update of the Personnel Manual ARPA Funding Reporting is
continuing.
• Leases — City of Kodiak Borough Building Lease, Teen Court, Red Cross,
Fairgrounds, KISA,
• Chiniak Library, Long Term Care
• Major Maintenance Funding for Facilities
• Disposition of Mental Health Buildings — Bid received
• Solid Waste Collection Contract Modifications
• Service Area Contracts
• Annual Contracts
• Additional Methods to Reward Employees in Personnel Manual
• Vehicle Replacement
• Funding opportunities for road repairs and improvements
12. MESSAGES FROM THE BOROUGH MAYOR
13. CONSIDERATION OF CALENDAR - UNFINISHED BUSINESS
14. CONSIDERATION OF CALENDAR - NEW BUSINESS
14.A. CONTRACTS
1. Contract No. FY2023-42 KIB Purchase Of Two (2) GMC Pick Up Trucks From
Swickard Auto Group
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TURNER moved to authorize the Manager to award the bid to Swickard Auto
Group and proceed with purchasing two (2) 2023 GMC Sierra's for Borough use
in the amount of $85,038.
The Engineering and Facilities Department (EF) prepared and advertised for an
invitation to bid for the purchase of two (2) Light Trucks. It was published on the
KIB website on February 6, 2023 and advertised for three (3) consecutive weeks
in the Anchorage Daily News. The bid opening was held on February 27, 2023.
EF Department received two bids and the bid submission from Swickard Auto
Group was the lowest priced. After review, the bid has proven to be complete,
and the trucks proposed will be an effective replacement for the Borough's
current vehicles.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Arndt,
Delgado, Griffin, Ledoux, and Turner.
2. Contract No. FY2023-43 Employment Contract Between the Kodiak Island
Borough Assembly And Aimee Williams As Borough Manager
TURNER moved to approve Contract No. FY2023-43 Employment Contract
Between the Kodiak Island Borough and Ms. Aimee Williams as Borough
Manager.
The Borough manager position has been vacant since June 21, 2022, and the
process of hiring for the Kodiak Island Borough Manager started in July 2022.
The KIB has advertised for this position and interviewed several candidates. At
least one offer was made and was declined by the candidate.
On February 27, 2023, the Assembly unanimously appointed Ms. Aimee
Williams as Borough Manager and directed Assembly members Smiley and
Arndt to negotiate a contract which is attached to this packet.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Delgado,
Griffin, Ledoux, Turner, and Arndt.
14.B. RESOLUTIONS
Resolution No. FY2023-26 Agreeing To Accept Additional Opioid Settlement
Revenues Negotiated By The State Of Alaska
TURNER moved to adopt Resolution No. FY2023-26.
With Resolution No. FY2022-10, the assembly agreed to the terms of the
settlements negotiated by the State of Alaska with distributors and pharmacies
of opioids. As the State of Alaska continues to negotiate settlements with those
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distributors and pharmacies, the Borough will be receiving additional settlements
as they are completed.
This Resolution will authorize the Manager and Attorney to accept, on behalf of
the Borough, both this and future opioid settlements negotiated by the State
which involve the Borough.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Griffin,
Ledoux, Turner, Arndt, and Delgado.
14.C. ORDINANCES FOR INTRODUCTION
Ordinance No. FY2023-13 Amending Kodiak Island Borough Title 17 Zoning,
Chapter 180 Signs, Section 17.180.010 Signs, Description And Intent To
Require Zoning Compliance Permits For Certain Signs
TURNER moved to advance Ordinance No. FY2023-13 to public hearing at the
next regular meeting of the Assembly.
KIBC Code 17-180-010 calls for signs (whether it is for placement, addition of a
new or moving an old) to be exempted from requiring a Zoning Compliance
application being filled out and submitted to Community Development.
KIBC 17.180.010- Description and intent.
The intent of this chapter is to regulate signs so that they will not, by reason of
their size, location, construction, or manner of display, endanger the public
health, safety, or general welfare. It is further intended that this chapter will
regulate signs in such a way as to support and complement the purposes and
intent of this title as well as the economic growth of the community.A. Zoning
compliance is not required for the installation of signs.B. Excluded from
regulation are: flags, window displays, traffic and road signs.
However, as shown in the packet, KIBC17.180.020 and 17.180.030, contain
requirements that signs must adhere to.
KIBC 17.15.060 Zoning Compliance states that the building official may not
issue a building permit until CDD has verified a zoning compliance application.
CDD provides Building and Safety a copy of all Zoning Compliance applications
weather they have been approved or denied.
Community Development proposes that KIBC 17.180.010 be updated, adding
the verbiage "unless a building permit or variance is required for the sign."
This will insure that KIBC 17.15.060 and KIBC 17.180.010 work together and
avoid confusion between the Community Development and Building & Safety
departments.
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The Planning and Zoning Commission heard and approved this ordinance to
come forward to the Borough Assembly at its special meeting on February 22,
2023.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Ledoux,
Turner, Arndt, Delgado, and Griffin.
Ordinance No. FY2023-15 Amending Title 7 Elections, Chapter 7.40 Canvassing
And Certification Of Election Returns, Section 7.40.010 Canvass Of Returns
TURNER moved to advance Ordinance No. FY2023-15 to public hearing at the
next regular meeting of the Assembly.
KIBC Section 7.40.010 details the procedure for canvassing of election returns,
and in KIBC 7.40.010(C), it currently states that marked ballots that are not in a
small gray envelope shall not be counted. After review of relevant State Statute,
it appears that it does not identify failure to use the small gray envelope as a
basis for challenging or rejecting a ballot.
The Clerk's office sent out an inquiry to other municipalities and the response
was unanimous that they do not reject returned ballots that are not in gray
envelopes. The concern about failure to use the envelope is that it allows the
canvas board to know how a particular voter voted. Based on experience, staff
believes the canvassing board has a track record of always protecting the
privacy of voters and there are ways in the canvassing procedure that we can
incorporate to protect the privacy of the ballots.
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Turner,
Arndt, Delgado, Griffin, and Ledoux.
14.D. OTHER ITEMS
1. Authorization To Award Contract No. FY2019-10S Change Order #19 For The
Providence Kodiak Island Medical Center And Kodiak Community Health Center
Space Analysis And Planning To Jensen, Yorba and Wall Inc.
LEDOUX moved to authorize the Manager to award Contract No. FY2019-10S
Change Order #19 to Jensen, Yorba Wall Inc. in the amount of $276,283 for the
Providence Kodiak Island Medical Center and Kodiak Community Health Center
to provide space analysis and planning to understand the current and future
state of the facilities.
At the request of the Kodiak Island Borough (KIB) staff, Jensen Yorba and Wall
(JYW) has been asked to provide the next steps in developing the renewal,
replacement and expansion options for the borough owned health care facilities.
JYW previously presented a facility assessment to the KIB. This new work is for
the conceptual plan development to help understand the existing building
spaces and how they may require change during the span of new conceptual
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options and developments. All this planning and concept design will help ensure
that any alterations or changes to the facilities are the "right size" for the needs
of the Kodiak community.
• Establish an in-depth understanding of the Current State of
PKIMC/KCMC.
• Development of an accurate current space program from detailed
Building Information Modeling (BIM) of the existing building.
• Interviews to understand the staff, administration, and community
perspectives.
• Development of a Current Operations Assessment based on national
standards and trends.
• Develop Future State projections for the facilities, including detailed
volume projections for the various components.
• Create several Conceptual Options for renewal/ replacement/expansion
of the facility. These options will include cost estimates as well as 3D
block diagrams.
• Finalize a Conceptual Design/Master Plan, including graphics and a cost
estimate.
TURNER moved to postpone the award of Contract No. FY2019-10S Change
Order #19 to Jensen, Yorba Wall Inc. in the amount of $276,283 for the
Providence Kodiak Island Medical Center and Kodiak Community Health Center
to provide space analysis and planning to understand the current and future
state of the facilities to May 18, 2023.
ROLL CALL VOTE ON MOTION TO POSTPONE CARRIED UNANIMOUSLY: U
Delgado, Griffin, Ledoux, Turner, and Arndt. U
2. Approval Of A Transportation Agreement To Reimburse Relocation Expenses
For The Proposed Candidate For The PC Tech 1.
LEDOUX moved to approve the transportation agreement for reimbursing
relocation expenses of the proposed candidate for the PC Tech 1 for an amount
not to exceed $4,800 or the equivalent of one month's salary.
The KIB has received, evaluated, and has recommended that the applicant be
hired for the long vacant PC Tech 1 position for the Information Technology
Department. This authorization is being requested to allow the Manager to
authorize the position with moving expenses to the current applicant. The
concern is that the applicant may be offered an alternate position prior to full
authorization by the Assembly as required by Section 1105 - Moving Expenses
for New Employees in the KIB Personnel Manual.
The Transportation Agreement (attached) allows for repayment of moving
expenses should the employee not remain at the Borough for more than 24
months. The schedule is as follows:
• 100% Repayment -Employment for less than 12 months
• 75% Repayment - Employment 12 months but less than 18 months 0
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• 50% Repayment - Employment 18 months but less than 24 months
ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Griffin,
Ledoux, Turner, Arndt, and Delgado.
15. CITIZENS' COMMENTS
None.
16. ASSEMBLY MEMBERS' COMMENTS
There were no Assembly Member comments.
17. ADJOURNMENT
GRIFFIN moved to adjourn the meeting at 7:23 p.m.
VOICE VOTE ON MOTION CARRIED UNANIMOUSLY.
KODIAK ISLAND BOROUGH
Aimee Williams, Borough Mayor
Kodiak Island Borough
March 16, 2023
ATTEST:
Nova M. Javier, Borough Jerk
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