2006-02-23 Work SessionITEMS FOR DISCUSSION
PACKET REVIEW
MANAGER'S COMMENTS
CLERK'S COMMENTS
MAYOR'S COMMENTS
ASSEMBLYMEMBER COMMENTS
ASSEMBLY WORK SESSION
February 23, 2006 — 7:30 p.m.
Borough Conference Room
1 AGENDA
CITIZENS' COMMENTS (limited to three minutes per speaker)
1. Planning and Zoning Conunission
2. Solid Waste Collection Services RFP
3. Teleconference Ordinance - to Provide for Teleconferencing During Assembly Meetings.
4. Non -Profit Application Review Process
5. Discussion to Increase the Department of Motor Vehicle Registration Tax
Reconsideration of Ordinance No. FY2006 -06 Amending
Kodiak Island Borough Code of Ordinances Title 3 Revenue
and Finance Chapter 3.04 Public Finance — budget Section
3.04.020 Permissible Investments Section 3.04.022
Collateral Requirements Section 3.04.051 Facilities Fund by
Changing the Types of Instruments the Borough Can Invest
In and
Reconsideration of Resolution No. FY2006 -28 Initiating the
Woodland Acres Paving Assessment District to Pave Auk
Circle, Coho Circle, Curlew Way, Gull Drive, Harlequin
Court, Patrick Court, Plover Way, Puffm Circle, Puffm
Drive, Sean Circle, Sea Quail Way, Shearwater Way, Teal
Way, and Wolverine Way.
ON LEAVE
Oswalt — February 1— March 31
Abell — February 7 -28
Branson — February 27 — March 5 -11, 13 -19 and 21
Reconsideration of Resolution No. FY2006 -29
Determining to Proceed With the Proposed Woodland
Acres Paving Assessment District and Authorizing
Staff to Determine the Approximate Cost to Pave the
Roads Within the District.
Resolution No. FY2006 -31 Establishing Citizens Board
of Equalization Dates for the Year 2006.
Ordinance No. FY2006 -08 Amending Kodiak Island
Borough Code of Ordinances Title 17 Zoning Chapter
17.51 Accessory Buildings Section 7.51.040 Height
Limit.
02 7:30 p.m.
06 5:30 p.m.
6:00 p.m.
7:00 p.m.
7:00 p.m.
08 7:30 p.m.
09 7:30 p.m.
Cancelled
14 7:00 p.m.
15 7:30 p.m.
16 7:30 p.m.
22
23 Cancelled
27 7:00 p.m.
28 7:00 p.m.
30 7:30p.m.
7:30 p.m.
AC - Assembly Chambers
CR - Conference Room
SD /CR - School District Conference Room
AC /CR - Assembly Chambers Conference Room
C /CR - City Conference Room
D /CR - Hospital Doctors= Conference Room
H/PL - Hospital Physicians Library
1 CALENDAR
February 2006
23 7:30 p.m. Assembly Work Session — CR
7:30 p.m. City Council Regular Meeting — AC
28 7:00 p.m. Parks and Recreation Committee Meeting — CR
7:00 p.m. Monashka Bay Road Service Area Board Meeting — BFH
7:00 p.m. Service Area No. 1 Board Meeting — KFRC/MCR
March 2006
Assembly Regular Meeting — AC
Gravel Task Force Meeting — CR
Architectural Review Board Meeting — KFRC/MCR
Womens Bay Service Area Board Meeting — WBFH
School District Work Session — SD /CR
Planning and Zoning Commission Work Session — CR
Assembly Work Session — CR
City Council Regular Meeting
Parks and Recreation Committee Meeting — CR
Planning and Zoning Commission Regular Meeting — AC
Assembly Regular Meeting — AC
Legislative Reception — Juneau
City Council Regular Meeting
School District Regular Meeting — AC
Parks and Recreation Committee Meeting — CR
Assembly Work Session — CR
City Council Regular Meeting — AC
BFH - Bayside Fire Hall
HC - Hospital Cafeteria
WBFH - Womens Bay Fire Hall
H/BR - Hospital Board Room
MHGR - Mental Health Group Room
H/DL - Hospital Doctors= Lounge
KFRC/MCR— Kodiak Fisheries Research Center— Main Conf. Rm.
Work Session Meeting of:
7.
8.
9.
10.
11.
12.
13.
14.
15.
KODIAK ISLAND BOROUGH
WORK SESSION MEETING
r oZ_006
Current Status
KODIAKISLAND BOROUGH
OFFICE of the MANAGER
MEMORANDUM
TO: The Honorable Mayor and Assembly of the Kodiak Island Borough
FROM: Rick Gifford, Borough Manager a
DATE: February 21, 2006
SUBJECT: Solid Waste Collection Services Contract
Background
The current solid waste collection services contract commenced on January 1, 1999 for
a five and half year term to terminate on June 30, 2004. The contract was extended to
June 30, 2005 in April of 2004 by Borough Manager, Patrick Carlson. At a special
meeting of the Assembly on March 31, 2005, the Assembly approved an assignment of
the contract from USA Waste Management to Alaska Pacific Environmental. On April 7,
2005, the Assembly approved a one year extension to June 30, 2006.
Staff has been working on the Request for Proposals (RFP) for a consultant to conduct
a Solid Waste Management Stream Study to include recommendations for improving
the collection process and help in developing a solid waste collection services RFP.
The Solid Waste Management Stream Study RFP is in its final review stages and we
expect it to be out on the street in the near future. The scope of work that we are asking
a consultant to perform for the Borough is complicated and has significant costs
associated with the results of the process. We want to make sure that we have
included all aspects of the solid waste management stream and that the Borough is able
to obtain the best consultant available for this contract. We are hopeful that this
process will give the Borough's solid waste management a thorough review with helpful
recommendations to operate efficiently and cost effectively and minimize the costs of
solid waste management to the users.
The problems that staff has incurred to -date in getting the Solid Waste Management
Stream Study RFP out has been the fact that we were unable to find a similar RFP, so
this RFP has been developed by staff with help from various people in the solid waste
industry, including other municipalities that operate solid waste facilities. In addition,
staff has had to deal with other priorities and projects with deadlines, such as the Alaska
Department of Environmental Conservation issues, the ongoing seismic study, FEMA
deadline for the earthquake mitigation grant funds, school bond projects, Hazard
Mitigation Plan needed prior to the FEMA earthquake mitigation grant funds, legislative
capital improvement projects, etc.
Our goal has been to have the Solid Waste Management Stream Study RFP issued,
contract with a consultant whose first priority would be to review the solid waste
collection services, make recommendations for improvements and help draft a Solid
Waste Collection Services RFP and contract prior to the termination of the current
contract.
Due to various reasons, we will not be able to issue the Solid Waste Management
Stream Study RFP in time to issue a Solid Waste Collection Services RFP to meet the
June 30, 2006 termination of the current solid waste collection services contract.
Therefore, we believe that we have the following two options:
1. The Borough could extend the current contract for another year. This
would require the Assembly to approve a non -code ordinance finding it in
the public's interest to not request proposals for solid waste collection
services and extend the current contract for another year. Among the
findings that it is in the public's interest for this option is the desire to
complete the collection services portion of the Solid Waste Management
Stream Study that will address the collection services issues, such as use
of dumpsters, curb -side pickup, commercial collections, rates, and other
issues.
2. The Borough could issue a RFP for solid waste collection services now
that would result in a contract that would commence on July 1, 2006. The
contract could be limited to a two -year contract with a possible one -year
extension. This time frame should allow those vendors that would be
interested in providing solid waste collection services to do so and still
allow the Borough time to issue the Solid Waste Management Stream
Study RFP and contract with a consultant to perform the solid waste
management stream study.
Recommendation
Staff recommends option #2. Option #2 meets the current KIB code for bidding, will
allow sufficient time for the Solid Waste Management Stream Study to be conducted
and allow sufficient time for public and Assembly discussion of the recommendations
that result from the study.
KODIAK ISLAND BOROUGH
ORDINANCE NO. FY 2006 -08
Introduced by Assembly
Requested by. Assembly
Drafted by.
Introduced:
Public Hearing:
Adopted:
AN ORDINANCE OF THE KODIAK ISLAND BOROUGH
AMENDING KODIAK ISLAND BOROUGH CODE OF ORDINANCES
TITLE 2 ADMINISTRATION AND PERSONNEL
CHAPTER 2.17 RULES OF THE ASSEMBLY
SECTION 2.17.020 GENERAL RULES
TO PROVIDE FOR TELECONFERENCING DURING ASSEMBLY MEETINGS
ic0
WHEREAS, currently there is no provision in the Borough Code for assemblymembers to
participate in assembly meetings by teleconference; and
WHEREAS, Alaska Statutes 44.62.310 provides that attendance and participation at meetings by
members of the govemmental body may be by teleconferencing; and
WHEREAS, the assembly is desirous that assemblymembers be able to participate by
teleconference during assembly meetings:
NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH THAT:
Section 1: This ordinance is of a general and permanent nature and shall become a part of the
Kodiak Island Borough Code of Ordinances.
Section 2: Title 2 Administration and Personnel Chapter 2.17 Rules of the Assembly Section
2.17.020 General Rules is hereby amended as follows:
2.17.020 General rules.
A. Public meetings: All official meetings of the assembly shall be open to the public. The
journal of proceedings shall be open to public inspection.
B. Quorum: Four (4) members of the assembly shall constitute a quorum.
C. Absences: No member of the assembly may absent himself from any regular or special
meeting of the assembly except for good cause. An assemblymember who is unable to attend a
meeting shall advise the clerk or the mayor of the contemplated absence and the reason for that
absence. During the course of the meeting from which the member is absent, the chair shall cause
the record to reflect the absence of the member and whether the absence is excused by the
assembly.
D. -- Telecnnferencing. Attendanne and participation of members of the assembly at assembly
meetings may be by teleconference.
1. — Telephonic participation by assembly members is authorized during assembly
meetings when an assemblymember cannot physically attend the meeting.
OR -- Telephonic participation by assembly members is authorized during assembly
meetings when an assemblvmember is physically absent from Kodiak.
Kodiak Island Borough, Alaska Ordinance No. FY2006- Teleconferencing
Page 1 of 2
The assembly member shall inform the clerk or mayor of his or her wish to
participate by teleconference at least 24 hours prior to the meeting.
OR The assemblymember shall inform the Assembly of his or her wish to participate
by teleconference at a meeting prior to the teleconference.
An assembly member participating by teleconference shall be counted as present
for the purposes of a quorum. .
OR An assemblymember participating by teleconference shall only be allowed if the
meeting is held with a quorum of members physically present..
An assemblymember participating by teleconference shall be deemed to be present
at the assembly meeting and shall have the same right to participate in discussion
and to vote on any matter as if physically present at the assembly meeting. The vote
shall be conducted in such a manner that the public may know the vote of each
person entitled to vote. All votes shall be taken by roll cal vote.
An assemblymember participating by teleconference shall not be charged for any
telephone costs associated with the teleconference participation.
OR -- An assemblymember participating by teleconference shall be charged for any
telephone costs associated with the teleconference participation unless the
assemblvmember is absent on borough business.
E. Rules of order: 'Roberts Rules of Order Current Edition" shall govern the proceedings of
the assembly in all cases, unless they are in conflict with these rules. When such a
conflict exists, this ordinance prevails.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS DAY OF 2005
ATTEST: Jerome M. Selby, Borough Mayor
Judith A. Nielsen, CMC, Borough Clerk
KODIAK ISLAND BOROUGH
Kodiak Island Borough, Alaska Ordinance No. FY2006- Teleconferencing
Page 2 of 2
KODIAK ISLAND BOROUGH
ORDINANCE NO. FY 2006 -08
Introduced by. Assembly
Requested by Assembly
Drafted by Borough Clerk
Introduced:
Public Hearing:
Adopted:
AN ORDINANCE OF THE KODIAK ISLAND BOROUGH
AMENDING KODIAK ISLAND BOROUGH CODE OF ORDINANCES
TITLE 2 ADMINISTRATION AND PERSONNEL
CHAPTER 2.17 RULES OF THE ASSEMBL
SECTION 2.17.020 GENERAL RULES
TO PROVIDE FOR TELECONFERENCING DURING ASSEMBLY MEETINGS
WHEREAS, currently there is no provision in the Borough Code for assemblymembers to
participate in assembly meetings by teleconference; and
WHEREAS, Alaska Statutes 44.62.310 provides that attendance and participation at meetings by
members of the govemmental body may be by teleconferencing; and
WHEREAS, the assembly is desirous that assemblymembers be able to participate by
teleconference during assembly meetings:
NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND
BOROUGH THAT:
Section 1: This ordinance is of a general and permanent nature and shall become a part of the
Kodiak Island Borough Code of Ordinances.
Section 2: Title 2 Administration and Personnel Chapter 2.17 Rules of the Assembly Section
2.17.020 General Rules is hereby amended as follows:
2.17.020 General rules.
A. Public meetings: All official meetings of the assembly shall be open to the public. The
journal of proceedings shall be open to public inspection.
B. Quorum: Four (4) members of the assembly shall constitute a quorum.
C. Absences No member of the assembly may absent himself from any regular or special
meeting of the assembly except for good cause. An assemblymember who is unable to attend a
meeting shall advise the clerk or-the-mayor of the contemplated absence and the reason for that
absence. During the course of the meeting from which the member is absent, the chair shall cause
the record to reflect the absence of the member and whether the absence is excused by the
assembly.
D. Teleconferencing: Attendance and participation of members of the assembly at assembly
meetings may be by teleconference.
1. Telephonic participation by assembly members is autho „• . during assembly
meetings when an assemblymember is physically absent fro t :2diak or is physically
incapacitated. I "at-
2. The assemblymember shall inform the Assembly of his or her wish to participate
by teleconference at a meeting prior to the teleconference.
Kodiak Island Borough, Alaska Ordinance No. FY2006- Teleconferencing
Page 1 of 2
3. An assemblymember participating by teleconference shall only be allowed if the
meeting is held with a quorum of members physically present.
4. An assemblymember participating by teleconference shall be deemed to be present
at the assembly meeting and shall have the same right to participate in discussion
and to vote on any matter as if physically present at the assembly meeting. The vote
shall be conducted in such a manner that the public may know the vote of each
person entitled to vote. All votes shall be taken by roll call vote.
5. An assemblymember participating by teleconference shall not be charged for any
telephone costs associated with the teleconference participation.
E. Rules of order: 'Roberts Rules of Order Current Edition" shall govem the proceedings of
the assembly in all cases, unless they are in conflict with these rules. When such a
conflict exists, this ordinance prevails.
ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH
THIS DAY OF 2006
ATTEST: Jerome M. Selby, Borough Mayor
Judith A. Nielsen, CMC, Borough Clerk
KODIAK ISLAND BOROUGH
Kodiak Island Borough, Alaska Ordinance No. FY2006- Teleconferencing
Page 2 of 2
To: Borough Mayor and all Assembly Members
Through: Rick Gifford, Borough Manager pQa3
From: Finance Department
February 17, 2006
Kodiak Island Borough
Finance Department
710 Mill Bay Road
Kodiak, Alaska 99615
Phone (907) 486 -9323 Fax (907) 486 -9392
February 17, 2006
Re: MVRT (motor vehicle registration tax) increase info
➢ Please see the attached worksheets for our current tax collection from DMV on vehicles
registered in Kodiak.
➢ We received $203,603 for MVRT in FY2005. This calculates to approximately $32
annually in tax from each vehicle. The DMV deducts from this payment an 8% collection
fee. This is approximately $2 to $3 per vehicle which allows us to net $29 per vehicle.
➢ If we change to the fee schedule used by Mat -Su we would receive approximately
$609,583 annually.
➢ If Kenai is used it would be $320,833 annually.
If the Borough wishes to ' . the MVRT starting on January 1, 2007, the Assembly must
approve the increas• .y resolution nd the Borough must notify DMV of the increase prior to
April 1, 2006.
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February 23, 2006
Kodiak Island Borough Assembly Members:
Kodiak Sanitation has been providing refuse hauling services to the community since
1973. We were the sole bidders until 1998; at which time we were the successful bidder
for the contract from 1999 through the present extension ending June of 2006.
The following are a couple of highlights from previous contracts:
01/89 - 12/93 contract:
An APUC permit was exchanged with the K.I.B.
An option to renew for 5 years was included.
K.I.B. assumed commercial billing. The City of Kodiak and K.I.B. were already doing
the residential billing.
Replaced residential curbside service outside the city limits with residential dumpster
service.
The rate was increased to $14.00 month for residential.
01/94 - 12/99 contract:
5 year option was initiated
Scales were installed at the landfill.
Went from being charged by the truckload to $28 /ton.
In 1997 a new tipping fee was negotiated which involved a COLA increase. It was
determined the tipping fee could actually be eliminated.
Residential rates went to $21.50 inside the city and $24.00 outside the City.
01/99 to Present (June 2006):
Same format as previous contract was used with a few minor changes to it. Kodiak
Sanitation was the successful low bidder.
Residential rate went to $31.00 inside city limits and the borough.
Roll off containers were introduced to commercial and residential customers.
Bear resistant containers were also introduced in an effort to reduce issues with bear
activity.
It has become obvious in the last 4 -5 years that some serious changes needed to be made
in the way the K.I.B. does business at the landfill. We encouraged you then and we
encourage you now to take the time to plan and provide a system that will be beneficial to
the community for the next 50 -100 years. I hate to see the pressure you are under now to
put the contract out to bid. You will only get the cart before the horse. And compound
the issues that you have now. We are willing to work with the manager, Mr. Gifford to
negotiate some of the areas of concern with this contract if they want to extend or to do
an RFP. Whatever the Kodiak Island Borough decides to do, we will back you 100 %. We
have already proved ourselves to be a valuable asset to the community. In the 33 years of
hauling, we missed exactly 1 day. I don't think there are too many companies that can say
that.
Until the landfill issues are resolved the public is getting the best deal possible.
Competitive bidding is an important process but the lowest price is not always the best
deal. You also need to look at qualifications and experience. As Mr. Gifford stated in an
article in the local newspaper, fees collected are for collection, disposal and cost of
running the landfill. The commercial dumpster fees that were increased last June by the
Kodiak Island Borough Assembly were to cover all these costs. With the big unknown
about rising fuel costs, and steel prices which significantly impact dumpster and vehicle
costs, I don't see how anyone can say they can save you money. When was the last time
you opened a bill to see that your rates had decreased?
On a personal note, I have been with Kodiak Sanitation since 1982. I enjoy my job and
the people I work with. When I drive around Kodiak, I have a feeling of satisfaction
knowing that we are providing a good and consistent service to our community. I have
learned from the best, first Bill Bulen, Waste Management and now Alaska Waste. The
experience and expertise they have provided is invaluable along with their commitment
to their employees, local vendors and continued community support.
Thank you for your time. I look forward to many more years of productive service
between the Kodiak Island Borough and Kodiak Sanitation.
Sincerely yours,
Caroll L. Mahoney
Operations Manager
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AGENCY OVERVIEW
KODIAK ISLAND BOROUGH
APPLICATION FOR
NON - PROFIT CORPORATION FUNDING
Agency Name:
Address:
Mailing Address:
Telephone:
Fax:
Federal Employer Tax ID Number:
Name of Director or Contact Person:
List of Board Members and Officers:
Is agency a 501 (c) 3? Yes_ No
If yes, please provide letter from the IRS signifying agency's official non - profit tax exemption
status.
If no, have you applied for 501(c)3 status? Yes _ No _
Please provide Mission Statement.
SERVICES
Please give brief description of organization's current programs in priority.
The Kodiak Island Borough does not fund religious programs. Are agency's services faith - based?
Yes No V v V V
If yes, how do you plan to use the Borough funding?
FY2007 Non - Profit Application
Page 1 of 4
Explain how your organization's programs fall within the powers of the Kodiak Island Borough.
Those municipal powers include education, health, economic development, solid waste disposal,
animal control, parks, community welfare, fire protection, road services, and scientific research.
Are agency's services delivered island -wide? Yes_ No
If not, please list service delivery area.
Are agency's services open to all residents of Kodiak Island Borough? Yes_ No
If not, please explain why.
How does the agency collaborate with other local non - profits?
How does the agency use volunteers?
FY2007 Non - Profit Application
Page 2 of 4
FINANCIAL INFORMATION
Is your agency audited? Yes No
If yes, please attach annual audited financial report.
If not audited, please attach agency's latest annual financial statement.
TOTAL FUNDING REQUEST
What is the agency's funding request to Kodiak Island Borough?
How will the funds be used?
OTHER FUNDING SOURCES
List amount of funds your agency received from other sources for this past fiscal year:
Federal:
State:
City:
Parent Organization:
Corporate Grants:
FY2007 Non -Profit Application
Page 3 of 4
- Foundations:
Client Fees:
Donations:
Interest:
Gaming permit activities (pull tabs, bingo, raffle):
Crossing Guard Duty:
If you receive state or federal grants, what is the percentage and amount of local match that is
required for each grant your agency receives?
What effects will there be and what alternative plans does your agency have if KIB funding is not
received?
FY2007 Non - Profit Application
Page 4 of 4
NON - PROFIT APPLICANT
SUMMARY SHEET
Applicant:
Reviewer:
APPLICANT SECTION
AGENCY OVERVIEW YES NO
Agency 501 (c) 3?
IRS letter attached?
Mission Statement Provided?
SERVICES
Services fall under KIB powers?
Services delivered island -wide?
Services open to all residents of KIB?
Collaboration with other local non - profits?
Volunteers used?
FINANCIAL INFORMATION
If audited, is annual audited financial
report attached?
If not audited, is agency's latest annual financial
statement attached?
Reasonable funding request?
has - g o o d sources - - s _ f other funding?
Agency nas goou sources ui uuicr iui�uwy,:
Borough funds used as local match?
The purpose of the grant
SIGNATURE
PRINTED NAME AND TITLE
Submit to:
h Iv1
D V1UUb'U 1V1dlId
Kodiak Island Borough
710 Mill Bay Road
Kodiak AK 99615
FY06 GRANT REPORT
(Agency Name)
GRANT AMOUNT: $
Amount Expended Year -to -Date:
Balance:
NOTE: PLEASE RETURN COMPLETED GRANT REPORT BY SEPTEMBER 30, 2006.
Accomplishments with FY06 grant funds:
II. If you did not expend all funds by June 30, 2006, how do you intend to spend
the carry-over funds?
Exxon Valdez oral history project
Subject: Exxon Valdez oral history project
From: Stan Jones - RCAC < jones @pwsrcac.org>
Date: Tue, 21 Feb 2006 14:18:20 -0900
To: "alaska - ptialaska.net" <alaska @ptialaska.net>
Dear board member:
As mentioned in last week's Monday Memo, we are starting a serious campaign to raise
the approximately $200,000 in non - PWSRCAC funds we need to carry out our Exxon Valdez
oral history project. One of our first steps, on the advice of Suzanne Lagoni, our
consultant, is to amass a strong showing of grass -roots support from our member
entities. According to Suzanne, this local support will be very important and
persuasive as we approach the large national foundations from which we hope to get
the bulk of the money.
Attached to this email are two documents to get the process started with our member
entities. One is a sample resolution we hope member entities will adopt in support
of the project. The other is a talking - points document both for your own information
and for discussing the project with your member entity.
So, please read, reflect, and get back to me with any questions or concerns. I'll be
making follow -up contacts with board members about this effort over the next few
days.
Thanks in advance for your help in moving the oral history project forward!
Stan
Stan Jones
Public Information Manager
Prince William Regional Citizens' Advisory Council
907 - 273 -6230
jones @pwsrcac.orq
3709 Spenard Road #100
Anchorage AK 99503
Sample Oral History Resolution.pdf Content -Type: application/pdf
Content- Encoding: base64
Oral History Talking points.pd
Content -Type: application /pdf
Content - Encoding: base64
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