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2007-07-19 Special Work Session ASSEMBLY WORK SESSION July 19, 2007 – 7:30 p.m. Borough Assembly Chambers AG E N D A CITIZENS COMMENTS (limited to three minutes per speaker) = ITEMS FOR DISCUSSION 1. Emergency Medical Services 2. Kodiak Fisheries Advisory Committee Appointment MANAGER’S COMMENTS CLERK’S COMMENTS MAYOR’S COMMENTS ASSEMBLYMEMBER COMMENTS Page 1 of 1 AC-Assembly Chamber SD/CR-School District Conference Room BFH-Bayside Fire Hall CR-Conference Room KFRC-Kodiak Fisheries Research Center WBFH-Womens Bay Fire Hall FPA No. 1 Brd-Fire Protection Area No. 1 Board nl� I•ICClllll� I.GIC11Udf 1 7/17/2007 11:18 AM _ n, ���v �,�r-------- o O C cc U U .c C U ro ro w v) • Ce , ) l O Y O fp -0 N Y c • ce 0 LL N 0 O O Z d C O 11 o a Ea` E O d co a T U ▪ N m E V) C O U Z L)a a v 0- VI LL 0 t MO -1NM NTtO �i(fNT KODIAK ISLAND BOROUGH ENGINEERING/FACILITIES DEPARTMENT 710 Mill Bay Road Kodiak, AK 99615 (907) 486 -9341 Phone (907) 486 -9394 Fax ksmith@kib.co.kodiak.ak.us MEMORANDUM DATE: 7/19/07 TO: Rick Gifford FROM: Ken Smith, Project Manager RE: Asbestos Summary at KMS and Main Elementary School The Kodiak Middle School Seismic Upgrade project kickoff meeting was held 6/29 with KIB, KIBSD and Brechan Project Manager, Superintendent, and major subcontractors in attendance. Brechan's crew commenced work in KMS the week of 7/2 performing demolition of work areas to include gypsum wall board (GWB), carpeting and vinyl flooring and other finishes in the area to receive upgrade and renovation. I was on vacation that first week during the demolition. Environmental testing had been completed previously by Quest Environmental, Inc in compliance with the Asbestos Hazard Emergency Response Act of 1986 (AHERA) Reports and additional testing of select samples as requested by our project architect, Tony Yorba, in areas of his particular concern. Asbestos was identified in certain areas and reported in the Asbestos Survey for KMS prepared by Carson Dorn, April 2007. It was determined that the identified asbestos containing materials (ACM) did not require full abatement procedures, but could be handled by Brechan employees using standard safety compliance procedures. The floor mastic was not identified as being ACM in either of the reports. A layer of black mastic tile adhesive was discovered during the removal of floor covering and subsequent power scraping to remove carpet adhesive from the previous installation. Some of this material was disturbed by the power scraping procedure. Work by Brechan crew continued through the following week in the affected area. Bulk samples of questionable materials were taken on 7/9 by John Rice, KIBSD certified asbestos inspector /manager, and sent to White's Environmental for testing. We received test results from them on 7/11 showing positive results for ACM. Discussion of the safety issues of workers in the area continued and sufficient concern was raised by Brechan /KIB /KIBSD and consultants. We collectively made the determination and decision that work in the area be suspended on 7/13. KIBSD personnel blocked off the area and changed the locks on the doors to prevent unauthorized entry into the area. Derek Lucas and Alan Caldwell of Satori Group, Anchorage, are Brechan's Asbestos Abatement contractors on other local projects. They happened to be in Kodiak and were available to provide consultation and a Hazardous Material Removal Workplan. Satori is a very reputable firm which has been utilized for asbestos abatement on previous KIB projects. This C:\Documents and Settings\wkoning\Local Settings \Temporary Internet Files \OLK22\Memo Asbestos Summary 070719 (2).doc workplan has been received and discussed with KIB's architect, Tony Yorba, and Environmental Consultant, Tom Carson of Carson Dorn. It was decided that it was in the best interest of KIB and Brechan that any abatement work be added to Brechan's contract as a change order. Time, public health and welfare, and the uniqueness of the services involved in the abatement process are of the essence. Direction was given by KIB to Brechan on 7/18 to subcontract with Satori Group on a T &M basis to proceed with Aggressive Air Monitoring or other Micro Sampling procedures to further define the level and limits of asbestos exposure to the remainder of the facility and to workers. This sampling was conducted this morning and samples have been sent to the laboratory for analysis. Results are expected back on Monday, 7/23. Satori Group is mobilizing equipment and materials to conduct the abatement process. Preliminary budget is $120K to $160K and the work is expected to take approximately 12 days. Satori is to provide unit costs for equipment, testing and personnel necessary to complete the work. While it would be possible to turn over clean areas to Brechan as they become available, Brechan feels that Toss of time and productivity will be minimized if the abatement work is conducted in its entirety and the building turned back over to them when the abatement work is completed. This will lengthen the overall schedule but will minimize cost and workplan impact. KIBSD has previously made arrangements with the National Guard to hold classes in the Armory Building until the 10/15 project completion date. It appears that the completion date can be extended without major impact if necessary. Floor coverings are also currently being upgraded in Main Elementary under a separate contract with Northwest Carpet. This facility was constructed circa 1982. The AHERA Report for the facility was reviewed and found that the 12" square vinyl composition tile (VCT) was non ACM. However, the results for the mastic were inconclusive. Experience has shown that the mastic used under 12" tiles is normally not ACM, but because we are and must remain sensitive to worker and environmental issues, we had this material tested by White's Environmental and were surprised with the positive results for ACM. Northwest workers are currently waiting on the remainder of their materials to arrive to complete the work and have returned to Anchorage in the interim. They have been notified of our findings and are awaiting our direction. Alan Caldwell of Satori Group took "microvac" samples at Main Elementary building exits, interior areas with exposed ACM, and at the air handling unit filter to further quantify any hazard to workers or building occupants. The exposure hazard is deemed to be very low at this facility as the tiles were removed and the mastic left undisturbed in place. But given the situation, these test results which are also expected on 7/23, will provide conclusive answers that can be shown when the certain questions are posed. In conclusion, this asbestos issue was unexpected and comes at a critical time in the project. I am confident that it is being handled properly and in the best interest of Brechan /KIB /KIBSD workers and the public. I urge the approval of the KIB Assembly to move the project forward. Kenneth W. Smith, P.E. Project Manager / Inspector Kodiak Island Borough Engineering & Facilities Department 710 Mill Bay Rd. Kodiak, AK 99615 Phone: (907) 486 -9341 Fax: (907) 486 -9394 email: ksmith@kib.co.kodiak.ak.us C:\Documents and Settings \wkoning\Local Settings \Temporary Internet Files \OLK22\Memo Asbestos Summary 070719 (2).doc KO L? I- A K I� S L A NIA B O R O UGH OFFICE of the MANAGER MEMORANDUM TO: The Honorable Mayor and Assembly of the Kodiak Island Borough FROM: Rick Gifford, Borough Manager at DATE: July 16, 2007 SUBJECT: Options to Provide Emergency Medical Services According to State law, in order for the Kodiak Island Borough to provide emergency medical services ( "EMS "), KIB must adopt EMS at an election. EMS can be provided by service areas, nonareawide (excludes any incorporated cities), or areawide. The following are possible EMS options for the community of Kodiak and are provided as a starting point for discussion. Each option raises different issues which I have tried to address with consultation from the State and the Borough attorney. Further clarification from the Borough attorney and the State may be needed as the Assembly determines which option they would like to proceed with. There may be other options not considered here and /or different variations of the options discussed below: 1. Do Nothing The "Do Nothing" option would leave EMS being provided to Borough residents on the road system by the City of Kodiak. Points to consider: • No Borough money would be expended for emergency medical services. • One agency would be responsible for providing the service. • No direct Borough control over the services being provided. • City could discontinue service in the future outside City limits. 2. Add EMS to Existing Fire Protection Service Areas This option would require a majority vote of the voters in each of the three service areas currently providing fire protection services. The existing Fire Protection Service Areas could provide EMS ranging from first responder services with a contract with the City.tQ_ provide ambulance services to full EMS including ambulance services. How EMS will be provided could be set by Assembly policy and through the budget process. MEMORANDUM Mayor and Assembly EMS Page 2 Points to consider: • Would allow the first responder services for medical services that has been provided previously. • Would allow the service areas to enter into agreements with the City for ambulance services. • There is a cost to provide an effective service at what ever level of service is determined to be provided. • Does not address EMS coverage outside of City and existing Borough Fire Protection Service Areas. 3. Establish a "Super" Service Area This option could be used to provide EMS in a "super" service area, such as the road system or E911 coverage area. This option would require a majority vote in the "super" service area. Points to consider: • Would allow EMS in a larger area beyond current fire protection service area boundaries. • Would require separate funding, agreements and allocation of funds to the fire department and /or organization providing the service. Would be a separate service area board from the existing fire protection service area boards and there may be some difficulties administrating. • Could be used for EMS and fire protection services, but would require a majority vote of the "super" service area and a majority vote of each of the existing Borough fire protection service areas as those service areas would be abolished. 4. Adopt EMS Powers on a Nonareawide Basis This option would require a majority vote of the voters on a nonareawide basis and would allow EMS coverage everywhere in the Borough except in organized cities. Points to consider: • Would provide coverage in areas outside cities expanding the current coverage. • Would require separate funding and agreements with fire protection service areas and /or other organizations to provide the services inside and outside service areas. • It may be difficult and cost prohibitive to provide EMS to areas off the Kodiak road system. MEMORANDUM Mayor and Assembly EMS Page 3 5. Establish a "Super" Service Area including the City of Kodiak This option would provide for EMS in a "super" service area, such as the road system or E911 coverage area and would include the City. In order for this to happen, the City would have to transfer its EMS powers to the Borough by ordinance or an election and is subject to approval by the Assembly. In addition, the fire protection services could be added, if approved by a majority of voters in the "super" service area and the existing Borough fire protection service areas. Points to consider: • Would allow the first responder services for medical services in a larger area, such as the road system. • Would require separate funding, agreements and allocation of funds to the fire department and /or organization providing the service. Would be a separate service area board from the existing fire service area boards and there may be some difficulties administrating. • Could be used for EMS and fire protection services. 6. Adopt EMS Powers on a Areawide Basis This option would provide for EMS borough -wide. In order for this to happen, the City of Kodiak and other Borough cities who have EMS powers would have to transfer their EMS powers to the Borough by ordinance or an election and is subject to approval by the Assembly. Points to consider: • Would allow the Borough to provide EMS borough -wide. • May require separate funding, agreements and allocation of funds to the fire department(s) and /or organization providing the service. • It may be difficult and cost prohibitive to provide EMS to areas off the Kodiak road system. 7. Other Options Another option that would address part of the EMS coverage would be for the City to annex the more populated areas. Another option that would address the EMS coverage would be consolidation of the Borough and City governments. Both of the above options have been discussed and even voted on in the past and have not been approved. These options would require further discussion and considerable public discussion. The above two options would require input from the State of Alaska and could not be implemented by the October elections. FIRE SERVICE AREA #1 BOARD MINUTES & ACTIONS Minutes of the Regular Meeting of August 15, 2006 (excerpt): D. Communications System/Dispatch According to CHIEF HIMES, issues have occurred re Bayside's status as a Emergency First Responder. The City of Kodiak is refusing to dispatch Bayside for any ambulance emergency calls, due to political reasons. However, Bayside does provide these emergency services. According to the Borough Manager R. Gifford, the biggest issue seems to be the ordinance and the way to handle this would be for the Fire Protection Board to issue a recommendation to change the Borough ordinance to include EMS services to the Fire Protection Area No. 1. It was MOVED, C. DAVIDSON and SECONDED, A. DEVRIES to recommend to the Borough Assembly to add to Ordinance No. 4.80.010, to change the last sentence so it should read "...Fire Protection and Emergency Medical First Responder services." The motion PASSED unanimously. Re -Aff ■•.. ' • : en 19- June -07 Regular Board Meeting. It was MOVED, S. ARNDT and SECONDED, G. SPALINGER to re- affirm the Fire Service Area No.1 Board intent to recommend to the Borough Assembly to add to Ordinance No. 4.80.010, to change the last sentence so it should read, "...Fire Protection and Emergency Medical First Responder services." The motion PASSED unanimously. Submitted: Mike Dolph, Board Chair Fire Service Area No. 1 Tuesday, June 19, 2007 July 2, 2007 Mr. Rick Gifford Borough Manager Kodiak Island Borough 710 Mill Bay Road Kodiak, Alaska 99615 Dear Mr. Gifford, The Womens Bay Service Area Board has met and discussed the current situation pertaining to the interpretation of providing Emergency Medical Services (EMS) to the area residents by the Womens Bay Fire Department. The Board is in support of placing the question on the ballot for the October 2007 election to support not only the residents of our area but also the volunteers that have committed their time and training to become qualified to provide First Responder EMS to the community. The fact that our community has single road access for transit to the city area could leave our residents isolated for a number of reasons which would result in the inability of the City of Kodiak Fire Department to provide EMS for our residents. Any prolonged access issue may result in a potential lack of service and is a real threat to our community. Our members respectfully request serious attention be given to the resolution of this issue. If you require additional information please contact me at your earliest convenience. Thank you, John Isadore Womens Bay Service Area — Chairperson �ECEIVE':\ JUL_ - 3 MO7 J KIB MANAGER