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2009-06-18 Regular MeetingKodiak Island Borough Assembly Regular Meeting Agenda Thursday, June 18, 2009, 7:30 p.m., Assembly Chambers 1. INVOCATION 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVAL OF AGENDA AND CONSENT AGENDA All items listed with an asterisk (*) are considered to be routine and non - controversial by the Assembly and will be approved by one motion. There will be no separate discussion of these items unless an Assembly member so requests, in which case the item will be removed from the Consent Agenda and considered in its normal sequence on the agenda. 5. APPROVAL OF MINUTES A. *Regular Meeting Minutes of May 7, 2009. 6. AWARDS AND PRESENTATIONS 7. CITIZENS' COMMENTS (Limited to Three Minutes per Speaker) A. Agenda Items Not Scheduled for Public Hearing and General Comments 8. COMMITTEE REPORTS 9. PUBLIC HEARING A. Ordinance No. FY2009 -01 E Amending Ordinance No. FY2009 -01 Fiscal Year 2009 Budget by Amending Budgets to Account for Various Revenues that are Over Budget, Provide for Additional Expenditures, Budget New Projects, and Move Funds Between Projects. 10. BOROUGH MANAGER'S REPORT 11. MESSAGES FROM THE BOROUGH MAYOR 12. UNFINISHED BUSINESS - None 13. NEW BUSINESS A. Contracts — None B. Resolutions 1. Resolution No. FY2009 -34 Authorizing the Records Manager to Dispose of Certain Kodiak Island Borough Records. Meeting broadcast live over radio station KMXT 100.1 FM and Cablevision station 12. Citizens' Comments and Public Hearing Numbers: Toll Free (800) 478 -5736 and Local 486 -3231. Page 1 of 2 C. Ordinances for Introduction — None. D. Other Items — None. 14. CITIZENS' COMMENTS (Limited to Three Minutes per Speaker) 15. ASSEMBLY MEMBERS' COMMENTS 16. ADJOURNMENT 17. INFORMATIONAL MATERIALS (No Action Required) A. Minutes of Other Meetings 1. Architectural Review Board Meeting Minutes of March 4, March 19, and April 20, 2009. 2. Fire Protection Area No 1 Board Meeting Minutes of February 17, March 17, and April 7, 2009. 3. Parks and Recreation Committee Meeting Minutes of June 24, 2008, April 14, April 28, and May 12, 2009. 4. Planning and Zoning Commission Meeting Minutes of April 15, 2009. B. Reports Meeting broadcast live over radio station KMXT 100.1 FM and Cablevision station 12. Citizens' Comments and Public Hearing Numbers: Toll Free (800) 478 -5736 and Local 486 -3231. Page 2 of 2 KODIAK ISLAND BOROUGH Assembly Regular Meeting May 7, 2009 A regular meeting of the Kodiak Island Borough Assembly was held Thursday, May 7, 2009 in the Assembly Chambers of the Kodiak Island Borough Building, 710 Mill Bay Road. The meeting was called to order at 7:30 p.m. The invocation was given by Captain John Quinn of the Salvation Army. Mayor Selby led the Pledge of Allegiance. Present were Mayor Jerome Selby, Assembly members Pat Branson, Jerrol Friend, Judy Fulp, Sue Jeffrey, Dave Kaplan, Chris Lynch, and Louise Stutes. Staff members present were Manager Rick Gifford, Community Development Director Bud Cassidy, Clerk Nova Javier, and Assistant Clerk Jessica Kilborn. APPROVAL OF AGENDA AND CONSENT AGENDA BRANSON moved to approve the agenda and consent agenda. VOICE VOTE ON MOTION CARRIED UNANIMOUSLY. APPROVAL OF MINUTES A. Regular Meeting Minutes of March 19 and April 2, 2009 were approved under the consent agenda. AWARDS AND PRESENTATIONS Mayor Selby presented the May 2009 Student of the Month Award to Tuck Van Matre, a senior at Kodiak High School. Manager Gifford presented the Employee of the Quarter Award for the first quarter of 2009 to Eli Deardurff, Accounting Technician /Payroll in the Finance Department. Manager Gifford presented ten -year Longevity Awards to Jeff Johnson, Baler Operator II for the Landfill and Marylynn McFarland, Deputy Clerk in the Clerk's office. Mayor Selby proclaimed the week of May 17 through May 23, 2009 as Emergency Medical Services Week with the theme "EMS: A Proud Partner in Your Community" and encouraged the community to observe this week with appropriate programs, ceremonies, and activities. Mayor Selby proclaimed the week of May 3 through May 9, 2009 as Municipal Clerk's Week and extended appreciation to municipal clerks for the vital services they perform. Mayor Selby proclaimed the month of May 2009 as Honoring Older Americans Month in Alaska, urging all citizens to honor older adults and those who care for them. Mayor Selby proclaimed the week of May 16 through May 22, 2009 as Safe Boating Week in support of the North American Safe Boating Campaign promoting safe boating and urged all those who boat to practice safe boating habits. Kodiak Island Borough Assembly Minutes May 7, 2009 Page 671 Mayor Selby proclaimed May 1, 2009 "Silver Star Banner Day ", the permanent and official day to honor the wounded and ill soldiers of the Kodiak Island Borough and honoring the Silver Star Families of America's commitment to wounded members of the Armed Forces. CITIZENS' COMMENTS Janet Buckingham, Kodiak Island Convention and Visitor's Bureau Director, provided a quarterly report. Tom Abell spoke in support of Item No. 13.D.6 Approval of the Vacation of a 20 -Foot Utility Easement. Mike Martin, Brechan Enterprises, Inc. spoke on the issue of a delayed long -term gravel lease for asphalt extraction. Manager Gifford was asked to meet with Mr. Martin regarding the issue. COMMITTEE REPORTS Assembly member Kaplan gave an update on the Parks and Recreation Committee and the proposals that were received for the Trails Master Plan. Assembly member Fulp gave an update on the Kodiak College Council. Assembly member Friend provided an update on the actions of the Architectural Review Board. 95% drawings were approved for the Old Harbor Voc -Ed Remodel project. Assembly member Stutes reported that a Southwest Alaska Municipal Conference (SWAMC) meeting was scheduled for May 8, 2009. Assembly member Jeffrey gave an update on the Kodiak Fisheries Advisory Council. The next meeting was scheduled on May 15, 2009 at 9 a.m. at the Kodiak College. PUBLIC HEARING A. Ordinance No. FY2009 -19 Amending the Kodiak Island Borough Code of Ordinances Title 7 Elections. BRANSON moved to adopt Ordinance No. FY2009 -19. The ordinance was requested by the Assembly to make changes to the Election Code of the Kodiak Island Borough to bring it into compliance with existing laws. The Assembly met on Thursday, March 26, 2009 and reviewed the code revisions in the ordinance. The ordinance was also reviewed by the Borough Attorney for compliance. After public hearing and adoption, the ordinance would be sent to the Department of Justice (DOJ). Upon approval by DOJ, changes would be implemented for the 2009 local Municipal Election. Mayor Selby opened the public hearing. Seeing and hearing none, Mayor Selby closed the public hearing. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Branson, Friend, Fulp, Jeffrey, Kaplan, Lynch, and Stutes. Kodiak Island Borough Assembly Minutes May 7, 2009 Page 672 BOROUGH MANAGER'S REPORT Manager Gifford reported the following: • There was continued monitoring of the pandemic (swine) flu. A report issued determined no confirmed cases within the state of Alaska. • Received a news release from Alaska Municipal League (AML) Investment Pool in which the Borough invests approximately $32 million. The AML Investment Pool received a top rating of AAAM for its principal stability and government investment pools. The Pool is used for investing in short-term funds. • Fire Protection Area No. 1 Board would hold a ground breaking ceremony for the Bayside Fire Station Addition on Monday, May 11, 2009 at 7 p.m. In celebration of the Emergency Medical Services week, the City of Kodiak, U.S. Coast Guard, Bayside, and Womens Bay Fire Stations would have a booth available at the upcoming Crab Festival, May 21 -25. • The annual Spring Clean -up and Household Hazardous Waste programs were successful. The amounts of wastes collected were significant compared to the previous year. The junk car removal program was also successful. • Information on the Legislative report from Borough Lobbyist Mark Hickey was provided. • An update on construction projects: The New Kodiak Pool project was 75% complete with final completion scheduled in August 2009. Seismic upgrade projects for schools were to begin during the summer. The Community Health Clinic project was 85% complete, with completion scheduled in June 2009. The Bayside Fire Station Addition project would start mid -May, with completion scheduled in October 2009. Old Harbor Gym Renovation 95% drawings were approved. MESSAGES FROM THE BOROUGH MAYOR Mayor Selby thanked the community for its participation and effort in the Spring Clean -up program. UNFINISHED BUSINESS — None. NEW BUSINESS Contracts 1. Contract No. FY2009 -17 with Wolverine Construction for the East Elementary Heating and Ventilation Upgrades and Window Replacement. FRIEND moved to authorize the Manager to execute Contract No. FY2009 -17 with Wolverine Construction of Wasilla, Alaska for the East Elementary Heating and Ventilation Upgrades and Window Replacement in an Amount Not to Exceed $543,123. The contract was for the heating, ventilation, and seismic upgrades of the windows in the oldest wing of East Elementary school as shown on construction documents prepared by Jensen Yorba Lott, Inc. The construction documents, bid documents, and associated addenda were made available for review. Included was additional work identified as Alternative 1 which included the replacement of windows and repair of rotted framing located in the newer wing of the building. The project was funded in part by a FEMA HMGP Grant in the amount of $138,606 for the seismic upgrade to the windows and a voter approved bond issue in the amount of $520,000. Bids were received in response to the Borough's invitation to bid dated March 16, 2009. Wolverine Construction of Wasilla, AK was the low bidder for the project. Kodiak Island Borough Assembly Minutes May 7, 2009 Page 673 ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Friend, Fulp, Jeffrey, Kaplan, Lynch, Stutes, and Branson. 2. Contract No. FY2009 -18 with Control Contractors, Inc. as a Sole Source Provider /Installer of Barber - Colman HVAC Controls for the KHS HVAC Upgrades. This item was approved under the consent agenda. Bond project 05012, Kodiak High School (KHS) HVAC upgrade included the HVAC controls in the KHS auditorium and gym. The scope of work included installation of NW8000 DDC controls with Universal Network Controller for remote web access control and monitoring including emailing alarms based upon and keeping with the Borough and School District "standard ". The Barber Colman DDC controls were installed in the Borough school facilities, Kodiak Fisheries Research Center, and the hospital and continued to be maintained and supported through a networked control system installed and managed by Control Contractors, Inc. The use of a sole source preferred product, Barber - Colman Controls, and a sole source contractor, Control Contractors, Inc. of Anchorage, was in place for many years due to the standardization of products, installation, maintenance, and support services which allowed for the efficient handling of the facilities' integrated mechanical control systems. The Department of Early Education and Development (DEED) approved the use of a sole source contractor /product for these bond projects. A scope of work and quotation of $232,500 was received from Control Contractors, Inc. for the conversion of the existing pneumatic controls in the mechanical rooms at the KHS and auditorium. 3. Contract No. FY2006 -39C Amending Contract No. FY2006 -39 Solid Waste Collection with Alaska Pacific Environmental Services of Anchorage, LLC, dba Alaska Waste. JEFFREY moved to authorize the Manager to execute Contract No. FY2006 -39C with Alaska Pacific Environmental Services of Anchorage, LLC, dba Alaska Waste of Anchorage, AK as a unit cost contract for the period of July 1, 2009 to June 30, 2010. The Kodiak Island Borough provides solid waste collection services for residents located on the road system in Kodiak. A new solid waste collection contract was entered into with Alaska Pacific Environmental Services Anchorage, LLC dba Alaska Waste on July 1, 2006. The contract provided for extending the term of the agreement in two one -year increments. This proposal would extend the contract term to June 30, 2010. Amendment No. 3 of the contract reflected a negotiation with AK Waste to reduce the Year Two Option by $50,000. The expected increase would be approximately $410,000. ROLL CALL VOTE ON THE MOTION CARRIED UNANIMOUSLY: Fulp, Jeffrey, Kaplan, Lynch, Stutes, Branson, and Friend. Resolutions 1. Resolution No. FY2009 -30 Approving the Proposed Additions for Inclusion in the Existing Payment in Lieu of Tax Agreement (PILT) with the Kodiak Island Housing Authority for Certain Properties. This item was approved under the consent agenda. The resolution approved the proposed additions for inclusion in the existing PILT agreement with the Kodiak Island Housing Authority for certain properties. The proposed additions would allow for current owners to safely house their expanded families in a healthy environment, and would therefore increase the value of the properties for the tax roll. Kodiak Island Borough Assembly Minutes May 7, 2009 Page 674 The following properties were included in the agreement with KIHA: Subdivision Lot Block Karluk 5 1 Old Harbor Townsite 5 9 Akhiok Townsite 6 -E 2 Katmai Hills 4 Port Wakefield 2 3 Ordinances for Introduction 1. Ordinance No. FY2009 -20 Rezoning Lot 7, Block 11, Ouzinkie Townsite Subdivision From R1- Single Family Residential To B- Business (P &Z Case 09 -014). JEFFREY moved to adopt Ordinance No. FY2009 -20 in first reading to advance to public hearing at the next regular Assembly meeting. The Ouzinkie Native Corporation requested the rezone of Lot 7, Block 11, Ouzinkie Townsite Subdivision in order to allow for the re- development of the site with newer office and storage buildings to support the continuation of the uses at this location. The uses and structures were nonconforming since June 5, 1980, perhaps even going back to 1977 when all land within the corporate limits of the City of Ouzinkie were zoned R1- Single Family Residential. After holding a public meeting on March 18, 2009, the Commission unanimously approved recommending to the Borough Assembly that Lot 7, Block 11 be rezoned from R1- Single- Family Residential to B- Business. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Jeffrey, Kaplan, Lynch, Stutes, Branson, Friend, and Fulp. Other Items 1. State of Alaska Alcoholic Beverage Control Board Application for Restaurant Designation Permit for the Olds River Inn, 32233 Pasagshak Road, Kodiak, AK 99615 (Licensee: Circle B, LLC).This item was approved under the consent agenda. The Olds River Inn filed a restaurant designation application with the Alcoholic Beverage Control (ABC) Board that would permit persons under sixteen years of age to dine there if accompanied by anyone twenty -one years of age or older and would authorize each establishment to employ persons between sixteen and nineteen years of age to serve food and bus tables. Alaska Administrative Code, Title 13, Chapter 104.725 (e) stipulates that an application for a new restaurant designation must be approved by the local governing body having jurisdiction over the area in which the licensed premises exists; therefore, the ABC Board forwarded the application to the Borough for Assembly approval. The Assembly approved the State of Alaska Alcoholic Beverage Control Board Application for a Restaurant Designation Permit for the Olds River Inn, 32233 Pasagshak Road, Kodiak, AK 99615 (Licensee: Circle B, LLC). Kodiak Island Borough Assembly Minutes May 7, 2009 Page 675 2. Declaring a Seat on the Monashka Bay Road Service Area Board Vacant. This item was approved under the consent agenda. Mr. Jim McCullough submitted a letter of resignation from the Monashka Bay Road Service Area Board effective April 1, 2009. The Assembly accepted, with regret, the resignation of Mr. Jim McCullough for a term to expire October 2010 from the Monashka Bay Road Service Area Board and directed the Borough Clerk to advertise the vacancy per Borough Code. 3. Declaring a Seat on the Planning and Zoning Commission Vacant. This item was approved under the consent agenda. Mr. Jascha Zbitnoff submitted a letter of resignation from the Planning and Zoning Commission effective April 15, 2009. The Assembly accepted, with regret, the resignation of Mr. Jascha Zbitnoff for a term to expire December 31, 2011 from the Planning and Zoning Commission and directed the Borough Clerk to advertise the vacancy per Borough Code. 4. Confirmation of the Assembly Appointment to the Service Area No. 1 Board. KAPLAN moved to confirm the Assembly appointment of Mr. Rick Ryser to the Service Area No. 1 Board for a term to expire October 2010. The Service Area No. 1 Board met on April 14, 2009 to review applications received for the vacant seat term to expire 2010. Mr. Rick Ryser submitted his application to the Service Area No. 1 Board on March 11, 2009 and was the sole applicant. The Board recommended the appointment of Mr. Ryser to the vacant seat for a term to expire October 2010. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Kaplan, Lynch, Stutes, Branson, Friend, Fulp, and Jeffrey. 5. Declaring a Seat on the Womens Bay Service Area Board Vacant. This item was approved under the consent agenda. Mr. Craig Breitung submitted a letter of resignation from the Womens Bay Service Area Board effective April 21, 2009. The Assembly accepted, with regret, the resignation of Mr. Craig Breitung for a term to expire October 2010 from the Womens Bay Service Area Board and directed the Borough Clerk to advertise the vacancy per Borough Code. 6. Assembly Approval of the Vacation in Accordance With KIBC 16.60.060 of the North 10- Foot Portion of a 20 -Foot Utility Easement on Lot 21, Block 11, Woodland Acres 7th Addition. BRANSON moved to approve the vacation of a 10 -foot portion of a 20 -foot utility easement on Lot 21, Block 11, Woodland Acres 7th Addition subject to the five conditions of approval. The petitioner requested the vacation of half of the 20 -foot utility easement due to improvements (covered deck and banya) constructed within the easement. The petitioner held that the easement was of no use to the utility companies. The utility companies were contacted and confirmation was received (by those that responded) that the easement was of no use. At its April 15, 2009 regular meeting, the Planning and Zoning Commission agreed with the request and recommended approval of the Assembly based on the following conditions of approval: Kodiak Island Borough Assembly Minutes May 7, 2009 Page 676 a. In accordance with KIBC 16.60.060, a vacation would be forwarded to the Kodiak Island Borough Assembly. b. The petitioner would submit an abbreviated plat depicting the approved vacation in order to complete the easement vacation process. c. The petitioner would obtain a zoning compliance permit for the attached, enclosed rear porch prior to final recording. d. The petitioner would obtain a building permit and a final inspection report for the attached enclosed rear porch prior to recording. e. The petitioner would relocate the detached banya to a verifiable legal location prior to recording. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Lynch, Stutes, Branson, Friend, Fulp, Jeffrey, and Kaplan. 7. Assembly Approval of a Vacation in Accordance With KIBC 16.60.060 to Allow a Reduction in Width for an Existing 50 -foot "Easement for Salmon Stream" as Depicted on Plat 2006 -13, Essentially Creating a 50 -foot Buffer Area Along Both Sides of Panamaroff Creek, to be Reduced in Width to 20 -feet on Both Sides of Panamaroff Creek, a Reduction of 30 -Feet on Both Sides of the Creek (Lots 1, 2, and 3 of Panamaroff Creek Estates). STUTES moved to approve a partial vacation of an "easement for salmon stream" up to a maximum of 15 -feet on Lot 3, Panamaroff Creek Subdivision as depicted on the map approved by the Planning and Zoning Commission at its April 15, 2009 regular meeting. At its February 25, 2009 regular meeting, the Planning and Zoning Commission held a public hearing on the request and postponed action until March 18, 2009. Alaska Department of Fish and Game (ADF &G) objected to the full extent of the proposed vacation and although the U.S. Army Corps of Engineers (USACOE) initially supported the proposal, they subsequently withdrew support for the request in favor of a compromise solution. The case was postponed for the purpose of obtaining additional information from the ADF &G and the USACOE. At its March 18, 2009 regular meeting, the Commission re -heard the case. No new information was available for review at that time and the case was postponed until the April 15, 2009 regular meeting when a compromise vacation was approved which allowed for a new building footprint on Lot 3 which would allow a maximum encroachment (vacation) of 15 -feet along the edge of the new building footprint. The easement compromise was approved by the applicant and the ADF &G and USACOE agencies in writing. The Commission did not approve the vacation as originally requested above, but did approve a portion of the vacation (up to 15 -feet on Lot 3) as depicted on the revised site plan submitted by the petitioner. In making its decision the Commission deferred to the agencies with the technical expertise and jurisdiction over wetlands and anadromous stream habitat. Assembly member Lynch declared a possible conflict of interest as the agent that presented the case although there was no financial interest in the decision. Mayor Selby ruled there was no conflict of interest. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Stutes, Branson, Friend, Fulp, Jeffrey, Kaplan, and Lynch. CITIZENS' COMMENTS - None. Kodiak Island Borough Assembly Minutes May 7, 2009 Page 677 ASSEMBLY MEMBER COMMENTS Assembly member Branson reported she had received a call of interest for research into increasing the $150,000 property (senior) tax exemption which is a state unfunded mandate. Clerk Javier researched the matter and found that the Kenai Peninsula Borough was the only municipality that had raised the exemption to $300,000 and any change of the exemption would need to be made by a vote of the people. Assembly member Fulp expressed appreciation for the Kodiak Chamber of Commerce dinner held at the Golden Anchor and commended Manager Gifford for staying on top of the Brechan gravel lease. Assembly member Jeffrey urged young adults of Kodiak who had an interest in the future of the community to become involved with service area boards as stepping stones to future local government opportunities. She spoke on the importance of boating safety classes, especially during the summer boating activity area -wide. She announced that the Kodiak Maritime Museum would hold its annual fundraiser on May 9, 2009 at the Harbor Convention Center. Assembly member Friend spoke on the success of the Alaska Energy Rebate Program; Tess than half of the money appropriated for the Kodiak area had been spent to date. He urged citizens to sign up for the program at www.AHFC.us. Assembly member Lynch was happy to see that outlying communities, such as the City of Ouzinkie, were beginning to partake in development projects for their communities. Assembly members congratulated the various award and proclamation recipients, offered congratulations to the Kodiak High School and Kodiak College 2009 graduates, commended the community for its participation in the Annual Spring Clean -up program, and expressed support for a special meeting to address the Brechan gravel lease issue, if needed. Announcements Mayor Selby announced the Assembly would meet in a work session on Thursday, May 14, 2009 at 7:30 p.m. in the Borough Conference Room. The next regular meeting was scheduled on Thursday, May 21, 2009 at 7:30 p.m. in the Borough Assembly Chambers. ADJOURNMENT BRANSON moved to adjourn the meeting. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Branson, Friend, Fulp, Jeffrey, Kaplan, Lynch, and Stutes. The meeting adjourned at 9:05 p.m. Nova M. Javier, MMC, Borough Clerk Approved: KODIAK ISLAND BOROUGH ATTEST: Jerome M. Selby, Mayor Kodiak Island Borough Assembly Minutes May 7, 2009 Page 678 KODIAK ISLAND BOROUGH SUBSTITUTED AGENDA STATEMENT JUNE 18, 2009 REGULAR MEETING TITLE: VERSION SUMMARY: ITEM NO: 9.A Ordinance No. FY2009 -01 E Amending Ordinance No. FY2009 -01 Fiscal Year 2009 Budget By Amending Budgets To Account For Various Revenues That Are Over Budget, Provide For Additional Expenditures, Budget New Projects, And Move Funds Between Projects. • In the General Fund, the miscellaneous line item in the revenue section of the General Fund is increased by $67,000. • The "use of fund balance" in the General Fund is increased— decreased by $121,000 $69,000. • The School District Support Department is decreased by $84,000. • Transfers out is increased by $272,000; $62,000 is for increased costs in the School Buildings Department in the Building and Grounds Fund and $210,000 is for hospital parking. • In the Building and Grounds Fund School Buildings Department, expenditures are expected to exceed their budget by $50,008$70,000. • A new department entitled School Building Major Maintenance is created and budgeted at $12,000. • In the Womens Bay Road Service District expenditures have already exceeded their budget by $6,006. • In the Bay View Road Service District expenditures have already exceeded their budget by $4,670. • The Borough needs to amend the debt service budget to account for the refunding of the 1998 bond issue. • The Borough wishes to close these completed projects at the end of FY2009 and this ordinance moves the unexpended funds to other projects. 1. Project 03110, Borough Building emergency generator, 2. Project 05023. Peterson Seismic Upgrade 3. Project 08002 Main Elementary Asbestos Abatement • The Borough wishes to cancel these projects and this ordinance moves the unexpended funds to other projects. 1. Project 03108 Borough Building Parking Lot 2. Project 03106 KHS emergency generator 3. Project 03109 Borough Building air handling penthouse 4. Project 07016 R and replacement of culverts at Panamaroff Creek, 5. Project 07018 HS Pool Repairs KODIAK ISLAND BOROUGH AGENDA STATEMENT JUNEE 2009 REGULAR MEETING • The Borough received a $2,500,000 grant to repair and pave the roads in Service District #1 • The Borough received a $130,000 grant for school supplies and equipment. • The Borough received a $125,000 grant from the Denali Commission for an island wide transportation study. • The Borough is expected to receive a $100,000 grant from the State of Alaska Department of Transportation for an island wide transportation study. $210,000 FISCAL NOTES: Account No.: Amount Budgeted: Expenditure Required: APPROVAL FOR AGENDA: RECOMMENDED MOTION: Move to adopt Ordinance No. FY2009 -01E. Introduced by: Borough Manager SUBSTITUTED Requested by: Borough Manager 1 Drafted by: Finance Director 2 VERSION Introduced: 06/04/2009 Public Hearing: 06/18/2009 3 Adopted: 4 5 KODIAK ISLAND BOROUGH 6 ORDINANCE NO. FY2009 -01E 7 8 AN ORDINANCE OF THE KODIAK ISLAND BOROUGH ASSEMBLY 9 AMENDING ORDINANCE NO. FY2009 -01 FISCAL YEAR 2009 BUDGET BY 10 AMENDING BUDGETS TO ACCOUNT FOR VARIOUS REVENUES THAT 11 ARE OVER BUDGET, PROVIDE FOR ADDITIONAL EXPENDITURES, BUDGET 12 NEW PROJECTS, AND MOVE FUNDS BETWEEN PROJECTS 13 14 WHEREAS, the amended FY2009 budget estimated miscellaneous revenues in the General 15 Fund at $25,500 and $92,545 have already been received; and 16 17 WHEREAS, the amended FY2009 budget appropriated a $9,334,834 transfer to the school 18 district which is $64,066 more than the cap set by the State; and 19 20 WHEREAS, FY2009 expenditures for KIBSD liability insurance are expected to exceed their 21 budget by $20,479; and 22 23 WHEREAS, FY2009 expenditures for KIBSD buildings are expected to exceed their budget by 24 $50,000$70,000; and 25 26 WHEREAS, a new department entitled School Building Major Maintenance is created in the 27 Building and Grounds Fund and budgeted at $12,000; and 28 29 WHEREAS, the Womens Bay Road Service District has overspent their budget but has funds 30 available in their fund balance; and 31 32 WHEREAS, the Bay View Road Service District has overspent their budget but does not have 33 funds in their fund balance; and 34 35 WHEREAS, the Borough refinanced the 1998 bond issue; and 36 37 WHEREAS, the Borough wishes to close completed Project 03110 Borough Building 38 emergency generator, Project 05023 Peterson Seismic Upgrade, and Project 08002 Main 39 Elementary Asbestos Abatement at the end of FY2009 and this ordinance moves the 40 unexpended funds to other projects; and 41 42 WHEREAS, the Borough wishes to cancel Project 03108 Borough Building Parking Lot, 43 Project 03106 KHS emergency generator, Project 03109 Borough Building air handling 44 penthouse, Project 07016 and replacement of culverts at Panamaroff Creek, and Project 07018 45 HS Pool Repairs and this ordinance moves the unexpended funds to other projects; and 46 47 WHEREAS, the Borough received a $2,500,000 grant to repair and pave the roads in Service 48 Area No. 1; and 49 50 WHEREAS, the Borough received a $130,000 grant for school supplies and equipment; and 51 Kodiak Island Borough, Alaska Ordinance No. FY2009 -01 E Page 1 of 2 52 WHEREAS, the Borough received a $125,000 grant from the Denali Commission for an island 53 wide transportation study; and 54 55 WHEREAS, the Borough is expected to receive a $100,000 grant from the State of Alaska 56 Department of Transportation for an island wide transportation study; and 57 58 59 60 61 NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND 62 BOROUGH THAT: 63 64 Section 1: This budget is not of a general application and shall not be codified. 65 66 Section 2: The FY2009 budget will be amended per the attached nine page schedule. 67 68 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 69 THIS DAY OF 2009 70 71 72 73 74 75 76 77 78 79 ATTEST: 80 81 82 83 84 Nova M. Javier, MMC, Borough Clerk 85 KODIAK ISLAND BOROUGH Jerome M. Selby, Borough Mayor Kodiak Island Borough, Alaska Ordinance No. FY2009-01E Page 2 of 2 FY0009-01 D FY0009-01 E Revised As of Difference Budget Revised Budget 4/3W2009 % Adjustments Budget Fund 100 General Fund Revenues: Property Tax 9,149,500 9,149,646 (146) 100% 9,149,500 Boat & Motor Vehicle Tax 276,000 207,451 68,549 75% 276,000 Payment in Lieu of Taxes 1,313,000 494,803 818,197 38% 1,313,000 Severance Taxes 1,488,213 940,586 547,627 63% 1,488,213 Penalties & Int on tax 200,000 115,858 84,142 58% 200,000 Licenses and Permits 91,250 58,134 33,116 64% 91,250 Federal Shared Revenue 350,075 2,727 347,348 1% 350,075 Temporary Fiscal Relief 777,477 777,571 (94) 100% 777,477 Raw Fish Tax 1297,000 1,369,086 (72,086) 106% 1297,000 Raw Fish Tax - Offshore 50,000 - 50,000 0% 50,000 Other State Revenue 26,000 - 26,000 0% 26,000 Fines 500 700 (200) 140% 500 Interest Eamings 300,000 256,221 43,779 85% 300,000 Miscellaneous 25,500 92,545 (67,045) 363% 67,000 92,500 Use of Fund Balance 749,169 - 749,169 0% (69,000) 680,169 121 000,^^ Sale of Fixed Assets 1,569 (1,569) Transfer In - - 0% Total 16,093,684 13,466,897 2,626,787 84% (2,000) 16,091,684 Expenditures: Borough Assembly 186,440 122,295 64,145 66% 186,440 Borough Manager 362,970 298,586 64,384 82% 362,970 Borough Clerk 442,744 344,473 98,271 78% 442,744 Borough Attomey 130,000 37,703 92,297 29% 130,000 Finance Department 704,960 493,380 211,580 70% 704,960 Management Information Services 601,740 340,042 261,698 57% 601,740 Assessing Department 449,200 358,413 90,787 80% 449,200 Engineering/ Facilities Dept 165,193 126,662 38,531 77% 165,193 Community Development 758,864 447,578 311,286 59% 758,864 Building Official 153,778 45,477 108,301 30% 153,778 Economic Development 75,000 43,500 31,500 58% 75,000 General Administration 297,600 200,219 97,381 67% 297,600 Emergency Preparedness 8,800 5,690 3,110 65% 8,800 School District Support 10,783,220 9,124,756 1,658,464 85% (84,000) 10,699,220 Health and Sanitation 233,000 232,699 301 100% - 233,000 Animal Control 84,125 84,125 - 100% 84,125 Culture and Recreation 229,600 102,207 127,393 45% 229,600 Colledge and Libraries 93,000 84,000 9,000 90% 93,000 Transfers Out 333,450 30,450 303,000 9% 82,000 415,450 -070,000 Total 16,093,684 12,522,255 3,571,429 78% (2,000) 16,091,684 Fund 205 Child Care Assistance Program Revenue 102,048 47,699 54,349 47% 102,048 Expenditures 102,048 83,626 18,422 82% 102,048 Fund 210 Land Sales Revenue 97,771 55,669 42,102 57% 97,771 Expenditures 97,771 15,205 82,566 16% 97,771 Ordinance No. FY2009 -01 E Page 1 Back -up Info FY0009-01 D FY0009-01 E Revised As of Difference Budget Revised Budget 4/30/2009 % Adjustments Budget Fund 220 Buildings and Grounds Revenues Revenues 438,410 476,798 (38,388) 109% 438,410 Transfers in 185,000 185,000 100% 82,000 267,000 - 62,000 Use of Fund Balance 109,075 109,075 0% 109,075 Total Revenues 732,485 661,798 70,687 90% 82,000 814,485 Expenditures - Borough Building 408,985 301,670 107,315 74% 408,985 MHC Apartments 30,000 3,436 26,564 11% 30,000 School Buildings 287,500 328,347 (40,847) 114% 70,000 357,500 -- 60,000 School Buildings Major Repairs 10,964 (10,964) 0% 12,000 12,000 Parks 6,000 7,533 (1,533) 126% - 6,000 Total Expenditures 732,485 651,950 80,535 89% 82,000 814,485 Fund 230 Coastal Management Revenues 24,000 12,938 11,062 54% 24,000 Expenditures CMG Regular 24,000 16,645 7,355 69% 24,000 CMG Special Project - 3,032 (3,032) - Total Expenditures 24,000 19,677 4,323 82% 24,000 Fund 234 LE.P.C. Revenues LEPC 33,800 9,307 24,493 28% 33,800 E.O.P. Grant - - 0% - Revenues 33,800 9,307 24,493 28% 33,800 Expenditures - Expenditures -LEPC 33,800 12,058 21,742 36% 33,800 Expenditures -FEMA grant - - 0% - Total Expenditures 33,800 12,058 21,742 36% 33,800 Fund 240 Womens Bay Road Service Revenues 124,057 137,299 (13,242) 111% 15,000 139,057 Expenditures 124,057 130,063 (6,006) 105% 15,000 139,057 Fund 242 Service District No. 1 Revenues 269,700 304,874 (35,174) 113% 269,700 Expenditures 269,700 81,030 188,670 30% 269,700 Fund 243 Service Area No. 2 Revenues 100 144 (44) 100 Expenditures 100 - 100 100 Fund 244 Monaska Bay Road District Revenues 52,590 52,896 (306) 101% 52,590 Expenditures 52,590 48,770 3,820 93% 52,590 Fund 246 Bay View Road Service Area Revenues 5,700 7,182 (1,482) 126% 6,000 11,700 Expenditures 5,700 10,370 (4,670) 182% 6,000 11,700 Fund 250 Fire Protection Area No. 1 Revenues 415,900 449,586 (33,686) 108% 415,900 Expenditures 415,900 219,765 196,135 53% - 415,900 Fund 252 Womens Bay Fire Department Revenues 95,980 99,703 (3,723) 104% 95,980 Expenditures 95,980 34,985 60,995 36% 95,980 Fund 254 KIB Airport Fire District Revenues 13,070 14,519 (1,449) 111% 13,070 Expenditures 13,070 13,003 67 99% 13,070 Ordinance No. FY2009-01 E Page 2 Back -up Info FY0009-01 D FY0009-01 E Revised As of Difference Budget Revised Budget 4/3W2009 % Adjustments Budget Fund 260 Woodland Acres Street Lights Revenues 8,420 8,637 (217) 103% 8,420 Expenditures 8,420 3,961 4,459 47% 8,420 Fund 261 Trinity Islands Lighting Dist. Revenues 3,920 3,988 (68) 102% 3,920 Expenditures 3,920 1,376 2,544 35% 3,920 Fund 262 Mission Lake Tide Gate Revenues 3,700 3,980 (280) 108% 3,700 Expenditures 3,700 863 2,837 23% 3,700 Fund 263 Trinity Islands Paving Dist. Revenues 20,060 32,574 (12,514) 162% 20,060 Expenditures 20,060 7,073 12,987 35% 20,060 Fund 275 Kodiak Arts Council Revenues 68,360 54,191 14,169 79% 68,360 Expenditures 68,360 54,774 13,586 80% 68,360 Fund 276 Facilities Fund Revenues 1,890,000 1,173,129 716,871 62% 1,890,000 Expenditures/Transfers Out: Building Insurance 185,000 185,000 - 100% - 185,000 Debt Service 932,000 1,150,000 (218,000) 123% 932,000 Capital Projects Fund 495 397,540 397,540 - 100% 397,540 Capital Projects Fund 430 - - 0% Contingencies 193,410 193,410 0% 193,410 Contengencies - inflation proofing 182,050 182,050 0% 182,050 Total Expenditures 1,890,000 1,732,540 157,460 92% 1,890,000 Fund 277 Tourism Development Revenues 70,980 65,851 5,129 93% 70,980 Expenditures 70,980 55,057 15,923 78% 70,980 Fund 290 Fern Fuller Trust Revenues 75,000 13,003 61,997 17% 75,000 Expenditures 75,000 71,664 3,336 96% 75,000 Ordinance No. FY2009 -01 E Page 3 Back -up Info FY0009-01 D FY0009 -01 E Revised As of Difference Budget Revised Budget 4/3W2009 % Adjustments Budget Fund 300 Debt Service Revenues State Debt Reimbursement 2,144,617 1,648,578 496,039 77% 2,144,617 Interest Eamings 10,000 7,993 2,007 80% 10,000 Transfers in General Fund - Education 991,036 763,036 228,000 77% 991,036 General Fund - Health Facilities Fund 932,000 1,150,000 (218,000) 123% 932,000 Hospital Fund - 10,000 (10,000) #DIV/0! Bond Premium - Proceeds of long term debt 6,938,235 (6,938,235) 6,938,235 6,938,235 Use of fund balance - 0% - - Total Revenues 4,077,653 10,517,842 (6,440,189) 6,938,235 11,015,888 Expenditures Expenditures - School Debt 3,305,550 6,267,286 (2,961,736) 190% 3,514,628 6,820,178 Expenditures - Hospital Debt 765,500 4,189,207 (3,423,707) 547% 3,423,607 4,189,107 Expenditures - Karluk Loans 6,603 - 6,603 0% - 6,603 Expenditures -Other Debt - - 0% - Total Expenditures 4,077,653 10,456,493 (6,378,840) 256% 6,938,235 11,015,888 Fund 310 Debt Service Other Revenues 170,530 170,530 0% 170,530 Expenditures 170,530 170,530 0% 170,530 Ordinance No. FY2009 -01 E Page 4 Back -up Info Capital Projects Fund 410-Borough Capital Projects: FY0009-01 D FY0009.01 E Revised As of Difference Budget Revised Budget 4/3W2009 % Adjustments Budget Revenues: Interest Eamings 304,898 304,898 0% 304,898 Contributions for BMX track 39,670 39,670 0% 39,670 State Grant 545,508 545,508 0% 545,508 Miscellaneous - - 0% - Total Revenues 890,076 890,076 0% 890,076 Operating Transfers In: General Fund 427,352 427,352 0% 427,352 Building and Grounds Fund 50,000 50,000 0% 50,000 Bayside Fire Department 448,800 448,800 0% 448,800 Facilities Fund 1,434,384 1,434,384 0% 1,434,384 Fund 310 160,530 160,530 160,530 Fund 420 2,843,751 2,843,751 0% 2,843,751 Total Operating Transfers In 5,478,817 5,478,817 0% 5,364,817 Total Revenues 6,254,893 6,254,893 0% 6,254,893 Projects: 85 Village Metals 150,000 121,257 28,743 81% 150,000 146 BMX Bike Trail 94,670 85,242 9,428 90% 94,670 174 Bayside Storage Addition & Engine Bay 426,800 200,721 226,079 47% 426,800 00102 Bayside Underground Electrical 22,000 22,000 0% 22,000 03105 Northstar School road/parking lot design 55,000 42,285 12,715 77% 55,000 03108 Borough Building Parking Lot 50,000 - 50,000 0% (50,000) - 03106 KHS emergency generator 50,000 50,000 0% (50,000) 03109 Borough Building air handling penthouse 10,000 - 10,000 0% (10,000) - 03110 Borough Building emergency generator 20,000 2,353 17,647 12% (17,647) 2,353 03120 WB Comm Plan Revision 33,380 22,392 10,988 67% 33,380 05022 KMS Seismic Upgrade 410/523 2,700,000 3,344,372 (644,372) 0% 2,700,000 05023 Peterson Seismic Upgrade 684,259 717,016 (32,757) 105% 32,757 717,016 05025 High School Gym Seismic 50,000 6,186 43,814 12% 50,000 06006 Woodland Acres Paving Project - 21,458 0% - 07015 High School kitchen floor 12,323 12,323 100% 12,323 07016 R and replacement of culverts at Panamaroff Creek 30,000 30,000 0% (30,000) - 07017 Hospital Solarium 25,000 25,000 100% 25,000 07018 HS Pool Repairs 40,000 - 40,000 0% (40,000) 08001 Kodiak Middle School Asbestos Abatement 182,000 131,333 50,667 72% 182,000 08002 Main elementary Asbestous abatment 43,000 32,800 10,200 76% (10,200) 32,800 08003 HS Soil Remediation 497,000 462,176 34,824 93% 497,000 08004 Computer Assisted Mass Appraisal and Collection Prg 400,000 233,050 166,950 58% 400,000 09001 Upgrade to NWS 184,530 57,605 126,925 31% 184,530 Tranfer to Fund 430 390,000 390,000 0% - 390,000 Other Projects 104,931 104,931 0% 175,090 280,021 Total Borough Projects 6,254,893 5,496,111 758,782 88% 6,254,893 Ordinance No. FY2009 -01 E Page 5 Back -up Info FY0009-01 D FY0009-01 E Revised As of Difference Budget Revised Budget 4/30/2009 % Adjustments Budget Fund 420-GO Bond Projects: Revenues: Interest Eamings 3,633,918 3,633,918 0% 3,633,918 Proceeds from bond 2004A Bond Issue 9,302,760 9,302,760 0% 9,302,760 Proceeds from bond 2004B Bond Issue 11,050,000 11,050,000 0% 11,050,000 Proceeds from bond 2008 Bond Issue 8,000,000 8,000,000 0% 8,000,000 31,986,678 31,986,678 0% 31,986,678 Projects: 03119 New Swimming Pool 14,595,000 9,627,508 4,967,492 66% 14,595,000 04101 Old Harbor GymNoc Ed renovation 2,251,134 92,251 2,158,883 4% 2,251,134 04102 Larsen Bay School floor repair 339,883 7,254 332,629 2% 339,883 04103 Ouzinkie Gym renovation 2,933,305 2,809,982 123,323 96% 2,933,305 05002 Evacuation Center earthquake evaluation 500,000 326,409 173,591 65% 500,000 05009 Kodiak Middle School concrete repair 237,918 9,460 228,458 4% 237,918 05010 Kodiak High School asbestos & floor covering 304,704 212,518 92,186 70% 304,704 05011 District -wide floor covering replacement 728,708 617,181 111,527 85% 728,708 05012 Kodiak High School heating and ventilation 250,000 304 249,696 0% 250,000 05013 Kodiak High School insulastion and windows 596,020 4,377 591,643 1% 596,020 05014 Kodiak High School and Middle School roof repair 600,000 1,159,923 (559,923) 193% 600,000 05015 High School Voc ed/classroom reclaimation 4,840,788 174,620 4,666,168 4% (4,666,168) 174,620 05016 East School heating and ventilation 520,000 135,298 384,702 26% 520,000 05017 Leaming Center renovation 27,467 34,851 (7,384) 127% 27,467 09004 Kodiak High School Master Plan 420 -513 519 (519) 4,666,168 4,666,168 KMS Seismic Upgrade, Phase II 0% Ouzinkie Sprinkler System 330,000 330,000 0% 330,000 Ouzinkie Generator Replacement 88,000 88,000 0% 88,000 Transfers to Project 05022 Fund 410 2,700,000 2,700,000 0% 2,700,000 Transfers to Project 05023 Fund 410 143,751 143,751 0% 143,751 Contingencies - - 0% - 31,986,678 15,212,455 16,774,223 48% 31,986,678 Ordinance No. FY2009 -01E Page 6 Back -up Info FY0009 -01 D FY0009 -01 E Revised As of Difference Budget Revised Budget 4/30/2009 % Adjustments Budget Fund 430 -State Capital Grant Projects: Revenues: KIB Waste Management Implementation 1,741,400 1,741,400 0% 1,741,400 Anton Larsen Bay Boat Ramp 560,000 560,000 0% 560,000 ADF &G, fish research 200,000 200,000 0% 200,000 Coastal Impact Program CIAP Grant 189,985 189,985 0% 189,985 Homeland Security 17,733 17,733 0% 17,733 06008 Summit Lake Trail 23,500 23,500 0% 23,500 06007 ADF & G Building Design 1,500,000 1,500,000 0% 1,500,000 2005 Pre Disaster Mitigation Grant 41,724 41,724 0% 41,724 05022 KMS Seismic Upgrade 410/523 938,633 938,633 0% 938,633 05026 HS Library Wing Seismic Retrofit 465,618 465,618 0% 465,618 07001 Area Wide School Equipment and Supplies 70,000 70,000 0% 70,000 07003 Island Lake Trail 48,000 48,000 0% 48,000 07004 Larsen Bay Equipment 70,000 70,000 0% 70,000 07006 Port Lions Community Workshop 10,000 10,000 0% 10,000 07008 School Facilities Seismic Repairs 910,000 910,000 0% 910,000 07009 Tsunami Siren, Upgrades & Additions 100,000 100,000 0% 100,000 07010 ADF & G Near Island Facility 500,000 500,000 0% 500,000 07011 Ouzinkie Dock Replacement 570,000 570,000 0% 570,000 07012 Ouzinkie School Seismic Upgrade 308,344 308,344 0% 308,344 East Elementary School Siesmic Upgrade 138,606 138,606 0% 138,606 School District Computer Grant 70,000 70,000 0% 70,000 07002Emergency Communications and Planing 30,000 30,000 0% 30,000 08007 Kodiak Middle School Playground Equipment 10,000 10,000 0% 10,000 08006 Area Wide School Supplies and Equipment 130,000 130,000 0% 130,000 08008 Near Island Fish and Game Building 950,000 950,000 0% 950,000 08009 FireSprinklers Seismic Upgrade - 0% - 08011 Non - Structural Seismic Upgrades for Kodiak Schools - f\ 132,249 132,249 0% 132,249 08012 Non - Structural Seismic Upgrades for Kodiak Schools- E 75,490 75,490 0% - 75,490 08013 Road Service Area Rehab and paving 0% 2,500,000 2,500,000 08014 Areawide School Supplies & E 130,000 130,000 09002 Alaska Safe Routes to School 0% - 09003 Public Safety Interoperable Communications 0% - XXXXX Denali Grant 0% 125,000 125,000 XXXXX DOT Grant 0% 100,000 100,000 Transfers in from fund 410 526,350 526,350 0% - 526,350 Anton Larson Boat Ramp 60,000 60,000 0% 60,000 Coastal Impact Program 130,000 130,000 0% 130,000 Dingell- Johnson Contribution 140,000 140,000 0% 140,000 Total Revenues 10,657,632 10,657,632 0% 2,855,000 13,512,632 Projects: 164 KIB Waste Management Implementation 1,741,400 936,714 804,686 54% 1,741,400 177 Anton Larsen Bay Boat Ramp 896,350 884,770 11,580 99% 896,350 02107 ADF &G Research Study 200,000 189,343 10,657 95% 200,000 03114 Coastal Impact Program 319,985 307,471 12,514 96% 319,985 05019 Homeland Security 17,733 17,733 0% 17,733 05020 2005 PreDisaster Mitigation Grant 41,724 55,825 (14,101) 134% 41,724 05022 KMS Seismic Upgrade 410/523 938,633 938,633 0% 938,633 05026 HS Library Wing Seismic Retrofit 465,618 642,443 (176,825) 138% 465,618 06002 Homeland Security - 0% - 06007 ADF & G Building Design 1,500,000 41,181 1,458,819 3% 1,500,000 06008 Summit Lake Trail 23,500 - 23,500 0% 23,500 07001 Area Wide School Equipment and Supplies 70,000 64,804 5,196 93% 70,000 07003 Island Lake Trail 48,000 3,817 44,183 8% 48,000 07004 Larsen Bay Equipment 70,000 55,258 14,742 79% 70,000 07006 Port Lions Community Workshop 10,000 3,147 6,853 31% 10,000 07007 School District Computer Grant 70,000 - 70,000 0% 70,000 07008 School Facilities Seismic Repairs 1,300,000 - 1,300,000 0% 1,300,000 07009 Tsunami Siren, Upgrades & Additions 100,000 14,305 85,695 14% 100,000 07010 ADF & G Near Island Facility 500,000 - 500,000 0% 500,000 07011 Ouzinkie Dock Replacement 570,000 454,480 115,520 80% 570,000 07012 Ouzinkie School Seismic Upgrade 308,344 318,517 (10,173) 103% 308,344 07014 East Elementary School Siesmic Upgrade 138,606 8,356 130,250 6% 138,606 07002 Emergency Communications and Planing 30,000 - 30,000 0% 30,000 complete Ordinance No. FY2009 -01 E Page 7 Back -up Info FY0009-01 D FY0009-01 E Revised As of Difference Budget Revised Budget 4/30/2009 % Adjustments Budget 08006 Area Wide School Supplies and Equipment 130,000 123,392 6,608 95% 130,000 08007 Kodiak Middle School Playground Equipment 10,000 7,765 2,235 78% 10,000 08008 Near Island Fish and Game Building 950,000 - 950,000 0% 950,000 08009 FireSprinklers Seismic Upgrade - 0% - 08011 Non - Structural Seismic Upgrades for Kodiak Schools -11 132,249 132,249 0% 132,249 08012 Non - Structural Seismic Upgrades for Kodiak Schools- E 75,490 75,490 0% 75,490 08013 Road Service Area Rehab and paving 0% 2,500,000 2,500,000 08014 Areawide School Supplies & E 130,000 130,000 09002 Alaska Safe Routes to School 0% - 09003 Public Safety Interoperabie Communications 0% 225,000 225,000 XXXXX Island Wide Transportation Study 0% - - Total Expenditures 10,657,632 4,111,588 6,546,044 39% 2,855,000 13,512,632 Fund 490 Landfill Capital Projects Landfill Closeout/Leachate Treatment 3,000,000 3,000,000 0% 3,000,000 07013 Landfill Lateral Expansion - - 0% - Total Revenues 3,000,000 3,000,000 0% 3,000,000 165 Landfill Closeout/Leachate Treatment 3,000,000 2,873,414 126,586 96% 3,000,000 07013 Landfill Lateral Expansion - - 0% - Total Expenditures 3,000,000 3,000,000 0% 3,000,000 Fund 495 Hospital Capital Projects Hospital 700,000 700,000 0% 700,000 Providence 325,000 325,000 0% 325,000 Grant 180,000 180,000 0% 180,000 From Facilities Fund 397,540 397,540 0% 397,540 Denali Commission 1,802,347 1,802,347 0% 1,802,347 Rasmusson 750,000 750,000 0% 750,000 Murdock 250,000 250,000 0% 250,000 Denali Match 125,000 125,000 0% 125,000 Kodiak Foundation 30,000 30,000 0% 30,000 Denali ANTHC 125,000 125,000 0% 125,000 USDA Loan 900,000 900,000 0% 900,000 USDA Grant 105,000 105,000 0% 105,000 Providence 281,943 281,943 0% 281,943 From General Fund 85,000 85,000 0% 85,000 - 2307009 From Facilities Fund 125,000 125,000 0% 125,000 Total Revenues 6,181,830 6,181,830 0% 6,181,830 03112 Hospital access and parking, Phase 1 & II 1,477,540 1,312,048 165,492 89% 1,477,540 - 234,009 05021 CHC architural Engineering - 250,000 3,884,036 (3,634,036) 1554% 4,087,347 4,337,347 XXXXX Care Center Design 85,000 85,000 0% 85,000 XXXXX Foundation - new clinic 4,087,347 4,087,347 0% (4,087,347) - xxxxx Providence Leasehold Improvement 281,943 281,943 0% - 281,943 Total Expenditures 6,181,830 6,181,830 0% 6,181,830 Ordinance No. fY2009 -01 E Page 8 Back -up Into FY0009 -01 D FY0009 -01 E Revised As of Difference Budget Revised Budget 4/30/2009 % Adjustments Budget Fund 530 Solid Waste Collection/Disposal Revenues Waste Collection 2,850,920 2,121,926 728,994 74% 2,850,920 Waste Disposal 1,325,085 978,904 346,181 74% 1,325,085 Total Revenues 4,176,005 3,100,830 1,075,175 74% 4,176,005 Expenditures Waste Collection 1,584,200 1,155,365 428,835 73% 1,584,200 Waste Disposal 2,591,805 1,217,070 1,374,735 47% 2,591,805 Total Expenditures 4,176,005 2,372,435 1,803,570 57% 4,176,005 Fund 540 Hospital Enterprise Fund Revenues: Interest Eamings 5,330 7,012 (1,682) 132% 5,330 Providence Hospital Lease 720,000 600,000 120,000 83% 720,000 Transfer in from Fem Fuller 66,500 66,500 100% 66,500 Use of Retained Eamings 908,692 - 908,692 0% 908,692 Total Revenues 1,700,522 673,512 1,027,010 40% 1,700,522 Expenditures and Transfers: Expenditures 1,700,522 139,594 1,560,928 8% 1,700,522 Total Expenditures 1,700,522 139,594 1,560,928 8% 1,700,522 Fund 555 - Kodiak Fisheries Research Center Revenues 2,122,804 1,410,111 712,693 66% 2,122,804 Expenditures Research Facility 2,084,604 1,044,631 1,039,973 50% 2,084,604 Dorm Facility 38,200 20,662 17,538 54% 38,200 2,122,804 1,065,293 1,057,511 50% 2,122,804 Fund 560 - Telephone 911 Service Revenues 70,320 35,279 35,041 50% 70,320 Expenditures 70,320 2,992 67,328 4% 70,320 Ordinance No. FY2009 -01 E Page 9 Back -up Info TITLE: KODIAK ISLAND BOROUGH AGENDA STATEMENT JUNE 18, 2009 REGULAR MEETING ITEM NO: 13.B.1 Resolution No. FY2009 -34 Authorizing the Records Manager to Dispose of Certain Kodiak Island Borough Records. SUMMARY: Kodiak Island Borough Code 2.25.200 provides for the destruction of records which were certified by the clerk and attorney as having no legal or administrative value or historical interest. The attached list of records are not of a historical, legal, nor administrative value and have met the minimum retention requirements. FISCAL NOTES: Account No.: Amount Budgeted: Expenditure Required APPROVAL FOR AGENDA: RECOMMENDED MOTION: Move to adopt Resolution No. FY2009 -34. 1 Introduced by: Borough Clerk 2 Requested by: Borough Clerk 3 Drafted by: Records Manager Introduced on: 06/18/2009 4 Adopted on: 5 6 KODIAK ISLAND BOROUGH 7 RESOLUTION NO. FY 2009 -34 8 9 A RESOLUTION OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 10 AUTHORIZING THE RECORDS MANAGER TO DISPOSE 11 OF CERTAIN KODIAK ISLAND BOROUGH RECORDS 12 13 WHEREAS, Resolution No. 95 -01 and amendments provides the minimum retention 14 requirements for specific records; and 15 16 WHEREAS, the department directors have reviewed and authorized the destruction of the 17 specific records attached to this resolution; and 18 19 WHEREAS, Kodiak Island Borough Code 2.25.200(B) provides for the destruction of 20 records which were certified by the clerk and attorney as having no legal or administrative 21 value or historical interest; and 22 23 WHEREAS, under the Exxon Valdez retention order, documents between January 1, 1987 24 and December 31, 1993, should be retained; and 25 26 WHEREAS, requested that based on court proceedings involving the mental health center, 27 all computerized mental health records be maintained 1985 forward; and 28 29 WHEREAS, the attorney found no other documents on the list which have unusual legal, 30 administrative, or historical interest; and 31 32 NOW, THEREFORE BE IT RESOLVED BY THE ASSEMBLY OF THE KODIAK ISLAND 33 BOROUGH THAT: 34 35 Section 1: The attached lists of records are not of a historical, legal, nor administrative 36 value and have met the minimum retention requirements. 37 38 Section 2: These records may be destroyed as provided by Kodiak Island Borough Code 39 2.25.200 (B). 40 41 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 42 THIS DAY OF 2009 43 44 45 46 47 48 49 50 51 Kodiak Island Borough Resolution No. FY2009 -34 Page 1 of 6 52 53 54 55 56 57 58 ATTEST: 59 60 61 62 Nova M. Javier, MMC, Borough Clerk KODIAK ISLAND BOROUGH Jerome M. Selby, Borough Mayor Kodiak Island Borough Resolution No. FY2009 -34 Page 2 of 6 63 64 65 BC-46 BC -56 BC -63 BC -63 BC -63 BC -63 Plat Log Petitions General Correspondence General Correspondence General Correspondence General Correspondence Back -u • documentation - FY2007 Referendum Petition Filed June 25, 1985 — FY1985 Routine Nature — FY2006 Narrow Cape Access Restriction — FY2005 Routine Correspondence — FY2005 Routine Correspondence — FY2005 Clerk's Office Clerk's Office Clerk's Office Clerk's Office Clerk's Office Clerk's Office EL-01 EL -01 EL -01 EL -04 EL -07 EL -07 EL -08 EL -13 EL -13 EL -13 Voted Ballots Voted Ballots Voted Ballots Election Registers and Tally Books Declarations of Candidacy Declarations of Candidacy Financial Disclosure Statements Election Official's Records Election Official's Records Election Official's Records Municipal Election — October 2008 Municipal Election — October 2008 Completed, Re'ected, Absentee Ballots — FY2005 Precinct Tally Books — FY2005 Candidate Records — Municipal Election — FY2005 Candidate Records — Municipal Election — FY2001 Conflict of Interest Statements — FY2003 Recruitment Materials, Notes FY2005 Interest Letters, Training Certificates of Posting Election — February 2001 Special Recruitment Materials, Notes - A • ril 20, 2004 Interest Letters, Training Special Election Hallway Hallway Hallway Hallway Hallway Hallway Clerk's Office Hallway Hallway Hallway DC -03 DC -03 DC -04 DC -04 DC -05 DC -05 Financial Reporting Financial Reporting Grant Administration Files Grant Administration Files Child Care Provider Authorizations Child Care Provider Authorizations Attendance & Billing Reports - FY2002 Attendance & Billing Reports — FY1991 Grant Receipt, Applications, Budgets, Project Narrative — FY2002 Special Needs — FY2002 Written Agreement Signed by the Grantee, Provider, and Local Administrator — FY2002 Written Agreement Signed by the Grantee, Provider, and Local Administrator — FY2002 H -1 -14C J -4 -02 H -1 -15C J -6 -02 H -1 -13 H -1 -15C Kodiak Island Borough Resolution No. FY2009 -34 Page 3of6 DC -07 Statistical Childcare Provider Reports Financial Support Records for Grants - FY2002 H -1 -15C DC -07 Statistical Childcare Provider Reports Financial Support Records for Grants - FY1991 J -4 -02C DC -08 Provider Files Provider Information — FY2002 H -1 -14C CD -04 CD -06 CD-06 CD -06 CD -06 CD -06 CD -06 CD -06 CD -06 CD -06 CD -06 CD -06 CD -06 CD -10 CD -10 CD -10 CD -10 CD -10 CD -10 CD -10 CD -11 Audio Cassette Tapes of Committee Meetings Coastal Zone Management Coastal Zone Management Coastal Zone Management Coastal Zone Management Coastal Zone Management Coastal Zone Management Coastal Zone Management Coastal Zone Management Coastal Zone Management Coastal Zone Management Coastal Zone Management Coastal Zone Management Planning & Zoning Commission Planning & Zoning Commission Planning & Zoning Commission Planning & Zoning Commission Planning & Zoning Commission Planning & Zoning Commission Planning & Zoning Commission Junk Removal Files Planning & Zoning Meetings — 7/2005 — 6/2006 Hall Audio Correspondence Related to Coastal Management — FY1985, 1986, 1987, 1988, 1989, 1990 Correspondence Related to Coastal Management - FY1994, 1995, 1996, 1997, 1998, 1999, 2000 Correspondence Related to Coastal Management - FY1991, 1992, 1993 Correspondence Related to Coastal Management - FY1975- 1984 Correspondence Related to Coastal Management - FY1993 Correspondence Related to Coastal Management - FY1993 Correspondence Related to Coastal Management - FY1993 Correspondence Related to Coastal Management - FY1993 Correspondence Related to Coastal Management - FY1993 Correspondence Related to Coastal Management - FY1993 Correspondence Related to Coastal Management - FY1993 Correspondence Related to Coastal Management - FY 2002 Meeting Packets — FY1988 Meeting Packets — FY1990 Meeting Packets — FY1990 Meeting Packets — FY1992 Meeting Packets — FY1993 Meeting Packets — FY1994 Meeting Packets — FY1994 Correspondence, reports, photos, ownership files related to removal. 1984 — FY1996 Hall Hall Hall Hall E -6 -15 E -2 -09 E -2 -10 E -5 -14 E -6 -14 E -7 -10 E -6 -15 H -4 -04 E -1 -12 E -3 -12 E -2 -08 E -1 -15 E-4 -15 E -6 -13 E -7 -09 Hallway Kodiak Island Borough Resolution No. FY2009 -34 Page 4 of 6 CD -11 Junk Removal Files Correspondence, reports, photos, ownership files related to removal. FY1991 E -3 -13 CD -11 Junk Removal Files Correspondence, reports, photos, ownership files related to removal. FY2002 E -2 -07 CD -11 Junk Removal Files Correspondence, reports, photos, ownership files related to removal. FY2002 E -3 -15 Collection & Disposal Reports — FY2002 FI -06 FI -06 FI -07 FI -09 FI -13 FI -13 FI -13 FI -13 FI -13 FI -14 FI -15 FI -15 FI -15 FI -15 FI -15 FI -15 FI -15 FI -19 FI -22 FI -22 FI -23 FI -29 FI -33 FI -33 FI -33 FI -34 Journal Vouchers Journal Vouchers Property Tax Accounting Property Tax Accounting Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Payable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable Bank Reconciliation Statement Employee Case Files Employee Case Files Federal Deposit Tax Stubs Federal and State Employee Taxes Baler Monthly Accounting Reports Baler Monthly Accounting Reports Baler Monthly Accounting Reports Sanitation Monthly Accounting Report FY2002 FY2002 Tax Billing, Payments, Adjustments - FY2000 CPO Reports — FY1999 Copies of Invoices — FY2002 Copies of Invoices — FY2002 Copies of Invoices — FY2002 Copies of Invoices — FY2002 Copies of Invoices — FY2002 Second Copy of Cash Receipts — FY2002 Daily Record of Cash Receipts — FY2002 Daily Record of Cash Receipts — FY2002 Daily Record of Cash Receipts — FY2002 Daily Record of Cash Receipts — FY2002 Daily Record of Cash Receipts — FY2002 Daily Record of Cash Receipts — FY2002 Federal and State Revenue Documentation — FY2001 Statements of Account Activity, Reconciliation — FY2002 Completed Health and Life Insurance Forms — FY1996 Completed Health and Life Insurance Forms — FY2002 941 Employer Payroll Tax Quarterly Report — FY1995 — FY2000 W -2 Wage Reporting to IRS — FY1995 — FY2000 Invoice Reports, Invoice Copies, Aging Report — FY2002 Invoice Reports, Invoice Copies, Aging Report — FY2002 Invoice Reports, Invoice Copies, Aging Report — FY2002 Consumption Reports, Aging Payments, Adjustments, Billing — FY2002 B -1 -03 B -2 -03 B -6 -03 B -3 -01 B-4 -06 B -3 -06 B-4 -01 B -5 -03 B -5 -01 B -7 -04 B -3 -02 B -6 -04 B -7 -03 B -1 -02 B -2 -02 B -3 -03 A-4 -11 B -5 -02 B -5 -12 B -1 -01 A -3 -12 A -3 -12 B -2 -04 B -4 -04 B -5 -04 B -2 -01 Kodiak Island Borough Resolution No. FY2009 -34 Page 5 of 6 FI -34 Sanitation Monthly Accounting Report Consumption Reports, Aging Payments, Adjustments, Billing — FY2002 B -1 -04 FI -34 Sanitation Monthly Accounting Report Consumption Reports, Aging Payments, Adjustments, Billing — FY2002 B -3 -04 FI -34 Sanitation Monthly Accounting Report Consumption Reports, Aging Payments, Adjustments, Billing — FY2002 B-4 -03 FI -39 Severance Taxes CONFIDENTIAL Severance Taxes Filed w /Borough, Quarterly Schedules of Revenues Collected - FY2002 A -3 -16 SERIES# RECORD SERIES COMMENTS LOCATION FI-42 JE Edits Check Register by Details, by Check, Manual Void Checks — FY2007 A -6 -08 FI -43 School District Accounting Records Central Treasury and In -Kind Reconciliation with KIBSD — FY2000 Hallway 69 70 71 72 73 74 75 76 MG -01 MG -18 Manager's Admin Files Nonprofit Organization Files Correspondence - FY1999 — Possible Historical Files Related to the Administration of Borough Ap • ro • riations — FY2002 1 -4 -09 Hallway 2 OM -01 OM -01 OM -01 OM -04 Mayor's Admin Files Mayor's Admin Files Mayor's Admin Files Litigation Mayor's Administrative Files — FY1989 Mayor's Administrative Files — FY1993 — FY1998 Mayor's Administrative Files — FY1999 Litigation Correspondence Regarding Petition — FY1995 Clerk's Office Clerk's Office Clerk's Office Clerk's Office PE -10 Airport Committees, Studies & Copies of Rosters, Minutes, Agenda Packets, F-4 -02 Reports and Reports — FY1991 RM -09 Firewood Permits Kodiak Island Borough Short Term Permits Allowing Cutting of Wood on Borough Property — FY2000 — FY2007 Hall Resolution No. FY2009 -34 Page 6 of 6 Minutes Architectural Review Board Meeting March 4, 2009 KIB Conference Room A. Call to Order The Chair called the meeting to order at 5:35 pm. B. Roll Call F. Old Harbor 65% drawings D. Approval of Minutes JF motioned to approve the minutes of 2/25/09 as submitted. PM seconded the motion. Roll call vote was unanimous. C. Approval of Agenda BW made a motion to approve the agenda. PM seconded the motion. Roll call vote was unanimous. E. East Elementary Windows /HVAC TY noted that he will have updated drawings next week that will show an added 1" sill to the window framing to support the new center mullion. ARB Minutes 090304 continued from 090225 Old Harbor 65 %,Larsen Bay roof report.docx Page 1 of 4 ARB Members present were Scott Arndt, Gregg Hacker, Jerroll Friend, Brent Watkins and Peter Malley. A quorum was established. Also present were Ken Smith and Jessica Wolfe representing the KIB; Tony Yorba, Jensen Yorba Lott, Inc. telephonically. Old Harbor 65% Scott Bonney entered the meeting at 5:45 pm. JW telephoned TY while KS set up projector and computer for GoTo Meeting. Floor was tumed over to TY. TY discussed changes that had been incorporated into the design since the last meeting while showing drawings on the projector. • The mechanical engineer has reconfigured so there will be no roof penetrations. • There will be a separate boiler exhaust. • The fuel contaminated plywood in the mechanical room will be removed and replaced. • Insulated supply /retum oil piping will be added on the outside of the building. • A vapor barrier and insulation will be added in the crawl space. • Mechanical ventilation will be added to the crawl space. • R60 insulation will be used in the roof joists. The joists will be 22" deep to allow for 3" of ventilation space. • The roof vent will be against the gym wall. • The sink in the women's toilet room will be moved as requested. The sink in the men's toilet room must stay where it is due to conflicts with the existing room configuration • The stairs will be moved against the wall. • The shower heads will be moved so they no longer point towards the drying area. • TY is researching the best way to level the existing gym floor. • The gym flooring material will be the same as North Star and Ouzinkie. • The existing bleachers will be reused. • It will be necessary to meet with KIBSD personnel (GH) to determine what equipment will be used in various rooms. • The storage mezzanine will have stair access and a fence with a gate for forklift access. • The concrete mix design will specified so that Contractor will be assured success given the remote location; sack numbers, psi and air entrainment will be specified (6 sack for walls, 7 sack for slab). • The building will be built to essential building specifications. • The slab on the outside of the building will be covered by a canopy. • The interior perimeter walls will have exposure to water so a concrete curb will be built for protection. • TY to show insulation below slab on drawings. • TY to check with structural engineer about the possibility of showing the interior curb as a continuous pour with the stem wall. • Ice and water shield will be used between the existing and new walls. • The option will be given for the Contractor to use insulated foam forms. • TY will show a 3 /" garage door notch for roll up door. • TY will check with structural engineer about the necessity of having a seismic expansion joint between the new and existing walls. • TY will have the structural engineer issue a memo regarding how the connection will be made between the new and existing walls. • Access to the crawl space will be through the mechanical room. • A plan for trash disposal during construction will need to be devised. • TY will have the electrical engineer change the gym lights from a pendant mount to a surface mount on the bottom of the rafters or flush. • Lights will be added to all outside walls. • Better lighting will be added under the canopy. ARB Minutes 090304 continued from 090225 Old Harbor 65 %,Larsen Bay roof report.docx Page 2 of 4 • Receptacles will be added to outside walls. • KIBSD personnel will give input on power needs(GH). • Overhead power reels in Industrial Arts area will be added. • A separate panel and shunt trip will be added in shop space. • Storage for flammable materials /liquids will be provided. • Moveable dust collectors will be provided. • GH will check into room cleaner fans. • The panel plan will be revised by the electrical engineer. • KS & GH will give input for communications wiring needs. At a minimum conduit will be stubbed in for this. • Fire alami riser diagram will be revised by the mechanical engineer. GH motioned to accept the 65% drawings. PM seconded. Motion passed unanimously. Group discussed when the 95% drawings would be complete. GH noted that the 1991 structural upgrade drawings show a different detail on the mechanical room floor. GH to supply TY with drawing /detail so he can change it. G. Larsen Bay Roof report 7:40 pm TY explained his initial report of the condition of the roof. He noted that there was ACM present. A discussion followed regarding the long term /short term plans for the building and the different choices for fixing the roof. It was decided that KS would make a recommendation to divert the funding from the original flooring repair project to the roof repair and that KIB & KIBSD would enter into discussions regarding the usage plan. TY left the meeting at 8:10 pm. H. Update on KIB projects KS gave a brief synopsis of the progress of the current ongoing projects. I. Public Comments None J. Board Comments SA commented that he saw a need for a scoring system for the Architects for all projects. K. Adjournment ARB Minutes 090304 continued from 090225 Old Harbor 65 %,Larsen Bay roof report.docx Page 3of4 GH made a motion to adjoum, PM seconded. Motion passed unanimously. Meeting was adjoumed at 8:30 pm Respectfully submitted: AA, //V Jessic olfe, Projects Ass ant KIB E gineering /Facilities Dept. /frefir Scott Amdt, Chair Architectural /Engineering Review Board Date: , 679M Date: 5 I ` 2 OO ARB Minutes 090304 continued from 090225 Old Harbor 65 %,Larsen Bay roof report.docx Page 4 of 4 A. CaII to Order The Chair called the meeting to order at 12:14 pm. B. Roll Call E. Bayside Fire Station Addition F. Public Comments None G. Board Comments None ARB Minutes 090319 100% East Elem.docx Page 1 of 2 Minutes Architectural Review Board Meeting March 19, 2009 KIB Conference Room B MAY 2 8 2009 ARB Members present were Scott Arndt, Jerroll Friend, Brent Watkins and Charlie Jerling. Jerrol Friend was present via telephone. A quorum was established. Also present was Jessica Wolfe representing the KIB; Scott Williams, KIBSD. C. Approval of Agenda BW made a motion to approve the agenda. CJ seconded the motion. Roll call vote was unanimous. D. Approval of East Elementary Windows /HVAC 100% Discussion of the plans involved BW requesting that 12" instead of 9" flex wrap be used around the windows. SA indicated that GH, not present, had other changes to request. SA requested that JW contact GH about these changes and make sure that they are given to the architect to be issued in an addendum. BW motioned to approve the plans as submitted. CJ seconded the motion. Roll call vote was unanimous. Discussion of the recent bid opening for the Bayside project. SA asked if any investigation had been completed of the Contractor with the winning bid as this company had never performed work for the KIB before. JW stated that it had not been completed yet as Ken Smith was out sick. H. Adjournment CJ made a motion to adjoum, BW seconded. Motion passed unanimously. Meeting was adjoumed at 12:27 pm Respectfully submitted: Jess Wolfe, Projects Assi ,'. nt KIB ngineering /Facilities Dept. Scott Amdt, Chair Architectural /Engineering Review Board ARB Minutes 090319 100% East Elem.docx Page2of2 Date: 31 q Date: .S " 02009 B. Roll Call Minutes Architectural Review Board Meeting April 20, 2009 KIB Conference Room A. Call to Order The Chair called the meeting to order at 7:45 pm. MAY 2 1 2009 B ARB Members present were Scott Arndt, Jerroll Friend, Peter Malley and Gregg Hacker. Jerrol Friend was present via telephone. A quorum was established. GH made a motion to excuse the absence of Scott Bonney and Brent Watkins due to work related issues. PM seconded the motion. Roll call vote was unanimous. Also present was Jessica Wolfe and Ken Smith representing the KIB. C. Approval of Agenda GH made a motion to approve the agenda. PM seconded the motion. Roll call vote was unanimous. D. Approval of 3/19/09 Minutes GH motioned to approve the minutes as submitted. PM seconded the motion. Roll call vote was unanimous. E. Approval of Old Pool Roof /AHU 95% SA tumed the discussion over to KS who gave a brief overview of the project. PM Is this an all new roof and AHU? KS yes. Al202 shows roof above the Commons where windows will be removed and a curb put in. PM The intent is to remove the windows, resize the opening and replace the windows? Will they be fixed windows? SA It's not really clear from the drawings. PM See detail 4 on A1801 and A1802? SA There are no dimensions on the windows. PM There's a plus or minus 4 ft. to concrete. ARB Minutes 090420 95% KHS Old Pool Roof_AHU.docx Page 1 of 8 SA I'm not really impressed. PM I can understand why it would be hard to determine the size. PM On 1802 -see the existing insulation. They've raised the height of the sill and reduced the size of the window. Must be leaving the size up to the Contractor. SA Yes, but the window is just sitting on shims. PM I think we need to have Tony Yorba spell it out. SA I'm having issues with the way the window is sitting there. PM Is there a top view? SA I don't see one. I want to see one. KS It says it's approximately 2'4" wide, shortening the window a foot, 4'7" to sill. PM Here's the head detail. That has a better attachment than the bottom. SA on 182 demo - remove the existing insulation -I'm not seeing what goes back into the space. PM Welding together, but what's the void? GH It has to have something in there. See detail A1802, Detail 1 Insulation, better ask Tony. A1802 Detail 4, the sill detail - between aluminum mullion and structural sill, needs to show attachments, better detail. KS calls Tony Yorba. SA Tony on Al201, please walk us through... TY I have to boot up my computer. Call me back in 5 minutes. SA OK. SA I'll read Scott Bonney's comments... A801, Section 1 he is questioning the use of OSB. TY has allowed the use of Versaboard instead of OSB. We need to have TY spec this instead of OSB. A801 Section 4 he's questioning the clip type. Afraid that it will leak. Wants better detail PM I don't think that's an area to be concemed about. It's usually done in a way that it's really tight. ARB Minutes 090420 95% KHS Old Pool Roof_AHU.docx Page 2 of 8 GH There's no insulation at all? PM There should be some in the void. SA Ken please try to call TY again. TY back on telephone SA Let's start at Al201- it shows window wall. There's no frontal view. TY There's a section view. SA A1801 TY Detail 1 is typical demo, drawings indicate that the exterior slab is sloped. It will be taken to bare concrete. Detail 2 is the roof to wall on the auditorium side. There's 1 1/8" plywood over a concrete deck. That will remain. The old EPDM flashing needs to be removed. The wall panel will be cut in order to raise the roof deck. Detail 3 is the side facing the alley between the maintenance building and the pool. I will have to check the asbuilt regarding the void. Detail 6- there's a serious problem that is basically unsolvable regarding the existing wall panel. The wall panels all leak because of vertical joints. There is nothing that can be done. Can't put a spring lock regulator on, it will still leak. The plan is to cut it off at the bottom of the panel and re- structure to stop the leaking. A1802 Detail 1 & 4- head and sill condition at the window -the original neoprene windows. Disassemble a short section of wall panel. Need to raise the sill. There's a steel angle on Detail 1, to the inside face of the wall panel. Vertical steel mullion and aluminum to remain. It keeps the window assembly in place. Detail 2 shows the neoprene frames with a "U" shaped piece of steel structure. It's identical to the Library. Detail 5 -the drawings indicate that the lower section of the louver is a dummy piece. GH That's correct. TY So we'll take that out and have room to attach to the roof with no leaks. There will be a little inside demo to get access to the window framing. A201 Detail - Overall roof demo plan. Reuse all roof drains, assumed that sloped concrete deck will work for drainage. Also shown are the dimensions of the louvers and rectangle for new AHU. There's an expansion joint at gridline 16. Gridline 15 is the gym, there's no expansion joint. SA No questions TY A201 is the plan view of the windows. I detailed a typical mullion. A801 Detail 1 is the typical roof assembly. Concrete deck, hot mop with asphalt, vapor barrier, covered with two part epoxy. SA What kind of paper? ARB Minutes 090420 95% KHS Old Pool Roof_AHU.docx Page 3 of 8 TY It's a roofing type, not regular. I think this will work really well with the concrete deck. Then EPS, then OSB and membrane. SA We have a problem with OSB. You have allowed Versaboard before. TY Yes, but all the manufacturers are going back to OSB. SA It (Versaboard) absorbs no water. TY All the roofing guys are going back to OSB, but I'll check and if manufacturers still support I'II spec it out. PM The roofing manufacturer warranty will drive what the roofing contractor is will to install. TY There are a couple of products I will not allow. SA I'm uncomfortable with OSB. TY OSB is actually performing better than plywood. SA Roof membrane? TY 80 mil PVC. TY On some other projects I have been allowing TPO, but I don't think you want that. SA Correct, PVC. SA The existing hat channel, you show it being re -used. How flexible is the siding? TY They just have to back the screws out until they can get it in place to hold the membrane. Maybe we could put a neoprene closer strip in there? SA Yes that's a good idea. TY They will paint the raw end of the steel wall panel. KS Is that a4x8? TY Yes, pressure treated. KS How is it connected to the plywood? TY I don't know. SA Depending on how it's anchored, you could have them screw into the plywood. PM You could use A35 clips. ARB Minutes 090420 95% KHS Old Pool Roof_AHU.docx Page 4 of 8 SA Insulation over 1 1/8 "? 1 1/8" is only 4 foot out. What about the transition? TY I thought I'd just have them shave it to taper. TY Detail 3 is the revised parapet. I am calling out a plywood subbase. I am trying to get more height on the parapet then install flashing on it. SA Cedar shims? TY It will be solid. PM Like a continuous cant strip? SA How thick? TY I was thinking of beveled cedar siding. TY 1'11 call out 5/4's. SA It looks like the membrane and flashing are pretty heavy duty. TY OK, detail 4 -curb for new AHU. I tried to build up something to support the unit and tie down to solid roof. PM That void in detail 4 page 801? TY That should be insulated. 111 change that. Maybe I could use a pre - manufactured header that is pre - insulated? PM Actually the plywood details look very strong. SA SB notes question about gap around bolt in the insulation. TY All voids will be filled with foam or something cut to fit. TY Detail 5 is a short section of wall by the dog leg on the auditorium side. It's a place for flashing. Detail 6 -cut back insulated wall panel. The intention is to replicate the original design on the other side of the building. Install a structural pony wall undemeath the wall panel when cut, for added structural integrity. Pony wall on top with a continuous steel angle helps transfer load from panel to pony wall. SA Are we putting foam insulation in? TY Yes, I will show that. SA Foam rather than fiberglass because of losing the R- value. TY It will be hard to push rigid insulation into that space. PM Yes it will. ARB Minutes 090420 95% KHS Old Pool Roof_AHU.docx Page 5 of 8 GH You said 4 ", but it comes in 2" panels. TY I'II have to re -draw that. I'll have to talk to Chris Gianotti about that. The original design was to have steel angles quick bolted back to the curb. It will still have plywood. I'll have to solve the insulation issue. I'm trying to avoid any kind of sill issue. The problem is that the insulation has to be wrapped because of the fire issue. GH The CMU's won't allow you to get there on the backside. The details all show 4" Robertson panels instead of 2 ". SA 6a for curb and louver detail is missing? PM It will be the same. TY Yes I need a new detail at the louver. GH On A802? TY Yes. TY Windows -have to verify front end? Detail 1- concrete spandrel is notched around the steel framing. SA You're intending to fill the void above the window? TY Yes, I missed that. I'll fix it. GH Detail 1 shows spray on insulation on the red iron. We could have asbestos issues. TY I don't think so. I won't be opening anything up. I'II check it again. TY KS you gave me some .pdfs of abatement drawings? KS Yes. TY I'II modify that detail a little, adjust the angles in field to support window head. Detail 4 shows the bottom of the window opening. SA The window sill -the window is flat with the neoprene shim. What's the connection? TY I'II double check the connection. The aluminum windows are all flat. We do need to allow for water to weep. We used the shims to do that. We will line the bottom with PVC membrane welded to flashing and anchored to treated sill below. PM All the new windows are like that now. TY I worry about moss build up in there. I need to re -draw the sill to widen it for proper bearing. ARB Minutes 090420 95% KHS Old Pool Roof_AHU.docx Page 6 of 8 None Everyone agrees. SA What's your thought? Should we approve tonight or do you want to bring the revisions in May for approval? TY I'd like to finish tonight. KS Let's look at the mechanical. SA We're tying to the existing? With an AHU similar to the rest of the District's? KS I found the specs for the existing. We're just upgrading. KS Ventilation requirements for the pool and the gym are the same. TY Yes. GH the insulating value of the box itself, the AHU ?] TY I'm not seeing it. I'll have to check on that. GH I don't see the exterior finish spec either. PM I found it on M001. GH There's the insulation too. TY The polyurethane is great. I'd rather have a Kynar finish, but I don't think it's available. Any other questions? All say no. TY leaves the meeting. SA I would entertain a motion to accept the 95% plans. GH So motioned. PM Second. Unanimous vote. F. Public Comments G. Board Comments None ARB Minutes 090420 95% KHS Old Pool Roof_AHU.docx Page 7 of 8 H. Adjournment GH made a motion to adjoum, PM seconded. Motion passed unanimously. Meeting was adjoumed at 9:14 pm Respectfully submitted: 5; /2 /s1 Wolfe, Projects sistant ngineering /Faciliti- s Dept. Scott Amdt, Chair Architectural /Engineering Review Board ARB Minutes 090420 95% KHS Old Pool Roof_AHU.docx Page8of8 Date: `/4 Date: 5 9'. CALL TO ORDER FIRE PROTECTION AREA NO.1 BOARD REGULAR MEETING FEBRUARY 17, 2009 @ 7:30 p.m. BAYSIDE FIRE HALL CHAIR DOLPH, called the meeting to order at 7:36 p.m. MAY 2 8 2009 ROLL CALL Members present were Chair M. Dolph, R. Nelson and D. Canavan. Excused was J. Pickett and Not Present was C. Davidson. A quorum was established. Also present were Chief Himes and M. Barber, recording Secretary, Kodiak Island Borough. APPROVAL OF AGENDA It was MOVED, R. Nelson and seconded to approve the Agenda. Motion Carried by an affirmative voice vote. APPROVAL OF PREVIOUS MINUTES — December 30, 2008 and January 20, 2009 It was MOVED, R. Nelson and seconded to Approve the Minutes of December 30, 2008 and January 20, 2009. Motion Carried by an affirmative voice vote. ACKNOWLEDGE RECEIPT of FINANCIAL REPORT It was MOVED, R. Nelson and seconded to Acknowledge Receipt of the Financial Report. Motion Carried by an affirmative voice vote. VISITOR COMMENT None STAFF REPORTS: A. Chief's Report Chief Himes told the Board he had been traveling the last couple of weeks. He went to Anchorage and attended the Risk Assessment Seminar. Need to label bottles of chemicals to prepare for any OSHA inspections that may come up. He also attended the Fraud Prevention seminar and the recommendation is to get away from accepting checks. He will check on getting a credit card machine. He told the Board background checks will be mandatory and finger N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 2.17.09.Doc printing is coming soon. He went to the Fire Chief's conference in Juneau and some things that were on the Agenda were to have sprinkler systems be a requirement in Single and Double Family Residences. Alaska Fire Chiefs are supporting the new home sprinkler initiative that is coming out. It will be a new code in the next couple of years. They are supporting Legislation authorizing it in the State of Alaska and authorizing the State Fire Marshall to make modifications. The Fire Chiefs are working on getting novelty lighters banned. There's no safety, they have copper wires, there are several ones that look like dolphins, guns, bowling pins, etc. There's one that looks like a camera and if you were to put it up to your eye it would burn your eyebrows and possibly your hair He told the Board he spoke to A. Austerman and G. Stevens about the CIP request. They were both supportive of it, getting funding for the addition. They were both going to try and get it pushed through. There was a representative from FEMA there and they went through some of the grants that are available, such as the Assistance to Fire Fighters grant, all the different areas that have opened up and changed. One of the big changes he noticed for their classification of Fire Department was that the priority for funding for apparatus is the Quint, a specialty engine with a ladder of 55' or 65', hose, tank, pump and high reach which designates it as a Quint and he told the Board he plans to apply for it. The State encourages Fire Departments to apply for everything that's available, which includes Fitness & Welfare, Station Upgrade, Apparatus, EMS and PTE. AFG grant is this fall along with the Safer grant. He is working on the Prevention Grant now, which will include the fire safety trailer, supplies and training. He told the Board he was nominated into the position of First Vice President for the Alaska Fire Chiefs Association. There are six volunteers in the recruitment class that started last week and he will be starting an EMT/ETT class at the end of March. He met with Curt Law with Aksala to finalize the ordering and upgrades for the radios. He found information on address signage. The Board would buy the supplies and make the signs which could be a project for fund raising. B. Borough Staff Report None C. Chair's Report Chair Dolph wrote a brief summary and handed it out to the Board. (See Attached) He said the Bid for the building is on the Borough's Website. It was supposed to be advertised in the Kodiak Daily Mirror and the Anchorage Daily News, but for some reason this did not happen. The Borough Projects Department was going to work on getting that taken care of. He said that will not chane the date of the Pre -Bid Conference, which is scheduled for loam on Wednesday, March 4 and the Bid Opening is scheduled for March 10 Recommendation goes to the KIB Assembly for their March 12 Work Session and the Bid Award would be scheduled for the KIB Assembly Regular Meeting of Thursday, March 19, 2009. He told the Board that they may want to hold a Special Meeting on March 1 0th to take formal action on a possible recommendation for the Bid Award to the KIB Assembly. He let the Board know that they will need to determine an amount of a low- interest loan to request from the Kodiak Island Borough Assembly. N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 2.17.09.Doc BUSINESS ITEMS: A. Review of Current Budget with Projections for Next Year's Budget. Chair Dolph explained the Budget Worksheet to the Board. He stated that there may be a few items that need tweaking. He said the Chief will be submitting the estimated budget for FY2010 to the Board the first part of March at the next work session. Chair Dolph pointed out to the Board that overall they've used 42% of the budget at 67% of the year gone and the revenue is reflecting 107% received. He asked the Board to take the budget worksheets home and review them for the next meeting. B. Recap and Update on " S.W.O.T." Planning Process; Identifying Future Steps in Process. D.Canavan told the Board that they have started a "S.W.O.T." analysis. Trying to look a little bit into the future by building strategy, a way to do that is by identifying any known Strengths, Weaknesses, Opportunities and Threats. (See Attached Handout) He told the Board that the members that were present at the work session started identifying items and the Board needs to continue to add to the lists and once they're where they ought to be they would incorporate it into an Action Plan. C. Intent for Loan Request from MB. Chair Dolph told the Board that Chief Himes and he have gone to the Borough and spoke to the Borough Manager and Finance Director about getting a loan to help pay for the building. No decision needs to be made on the amount of the loan or number of years at this time, but said the Board needs to give the Chair direction for a "Not to Exceed" amount. Chair Dolph explained to the Board when the bid is awarded there's the potential that the Assembly will ask where the monies will come from and if the Board hasn't secured the funds there is the potential for the Assembly not to award. It was Moved, D. Canavan and seconded to recommend to the Borough Assembly for a loan "Not to Exceed" $1 Million dollars. Discussion followed concerning interest rates, amount of loan, alternative funding. Motion Carried by a roll call vote. It was Moved, R. Nelson and seconded to Amend the Motion to add: Pursue all other avenues of funding prior to taking the loan money from the Borough. Motion Carried by a roll call vote. It was Moved, R. Nelson and seconded to Amend the Amended Motion to recommend to the Borough Assembly for a loan "Not to Exceed" $1 Million Dollars and to authorize Chief Himes and Chair Dolph to pursue all available funding. Motion Carried by a roll call vote. N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 2.17.09.Doc D. Consideration of Special Meeting for March 10, 2009 Chair Dolph stated the bid opening is on March 1 O the Assembly Work Session for the bid award will be March 12 and the Board will need to have a Special Meeting to make recommendation to the Assembly. D. Canavan directed the Chair to check with the Board to see if there will be a quorum. Chair Dolph said he would try to arrange for W. Koning and K. Smith to be at the meeting to discuss the bids. VISITOR COMMENT None BOARD MEMBER COMMENTS D.Canavan thanked Chief Himes for the comprehensive report. He told the Board the last meeting the Board had that they worked on the strategic plan went well and they're moving in the right direction. R. Nelson — None Chair Dolph told the Board he was as concerned as the rest of the Board over huge loans and stated they would look for other possible funding as well as going to the Borough for a loan. He thanked D. Canavan for his work on the strategic plan. MEETING SCHEDULE The next work session is scheduled for Tuesday, March 3 and a Special Meeting was scheduled Tuesday, March 10 to consider a recommendation for the Bid Award to the KIB Assembly. ADJOURNMENT There being no further business before the Board the Meeting was adjourned at 9:24p.m. N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 2.17.09.Doc SUBMITTED BY: L �_..�.. Mary J. B e� KIB Engirt ring/Facilities Department APPROVED BY: ike Dolph, Chair Fire Protection Area No. 1 Board Date: S/ 1 b 9 Date: Jq- at/ N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 2.17.09.Doc CALL TO ORDER FIRE PROTECTION AREA NO.1 BOARD REGULAR MEETING/PUBLIC HEARING j MARCH 17, 2009 @ 7:30 p.m. 1 BAYSIDE FIRE HALL CHAIR DOLPH, called the meeting to order at 7:34 p.m. MAY 2 8 2009 ROLL CALL Members present were C. Davidson, Chair M. Dolph, R. Nelson via teleconference, J. Pickett and D. Canavan. A quorum was established. Also present was M. Barber, recording Secretary, Kodiak Island Borough. Visitors present were S. Arndt, D. Carstens, C. Law and D. Mathers. APPROVAL OF AGENDA It was MOVED, C. Davidson and seconded to approve the Agenda. Motion Carried by an affirmative voice vote. APPROVAL OF PREVIOUS MINUTES None ACKNOWLEDGE RECEIPT of FINANCIAL REPORT It was MOVED, R. Nelson and seconded to Acknowledge Receipt of the Financial Report. Motion Carried by an affirmative voice vote. VISITOR COMMENT (Other than public hearing items) None STAFF REPORTS: A. Borough Staff Report None B. Chair's Report N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 3.17.09.Doc Chair Dolph told the Board Chief Himes is recuperating from a minor surgical procedure and he regretted not being able to make the meeting, but he didn't have anything to report. Chair told the Board there are a number of handouts, 1- Architectural Bid results with a little bit of what the financial picture is going to look like and the annual budget. OLD BUSINESS: A. Architectural Update: Bid Result (possible action.) Chair Dolph discussed the Bid Tabulation with the Board and said Borough Projects Dept. was checking the bidder's qualifications. Chair Dolph explained the Borough Finance Director's calculations of cost if the Board chose to raise the Mill Rate. He told the Board what they may need to do is lend a recommendation to the Borough Projects Department and the Assembly on what the Fire Protection District would like to see as far as ratifying the bid and selection options. Discussion followed and some points made were no additional indebtedness, no mill rate increase, consider bare bones building and would like to see local subcontractors on project. Chair Dolph asked the Board how much money they wanted to spend and wanted to know if it would be smart to only go with the base bid. Consensus of the Board was to go with the base bid along with Alt #1, 3 & 4 and to hold a special meeting the following week once the Borough Projects Dept. finishes their review of the contractor. NEW BUSINESS: A. Approval of 2010 Annual Budget & Work Plan It was MOVED, D. Canavan and seconded to Approve the 2010 Annual Budget and Work Plan. Chair Dolph closed the Regular Meeting and opened the Public Hearing specific to the 2010 Annual Budget & Work Plan and asked that visitors limit their comments to 5 minutes. PUBLIC COMMENTS S. Arndt told the Board he had hoped they would have a work session the previous week to discuss the budget and would like to see them go through it line by line. He handed out a five year budget listing to the Board and made suggestions on amounts to budget. D.Carstens asked the Board about the volunteer stipends, continuing education and travel expenses and cautioned the Board about cutting these costs. Chair Dolph closed the public hearing at 9:25pm and opened the regular meeting. BOARD MEMBER COMMENTS J. Pickett — None N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 3.17.09.Doc D.Canavan thanked S. Arndt for his work and input on the budget. Would like to make sure the Board keeps the education and training funding in the budget. Chair Dolph also thanked S. Arndt for his input. He told the Board they would go over the proposed FY2010 budget. There was discussion over the amounts allocated on different line items. It was Moved, D. Canavan and seconded to Approve the Amended Motion to accept the budget for FY2010. Motion Carried by a roll call vote. VISITOR COMMENTS S. Arndt thanked the Board for allowing him to present his ideas for the budget. BOARD MEMBER COMMENTS D.Cananvan thanked everyone for showing up and giving their comments. J. Pickett thanked the visitors for showing up and thanked S. Arndt for his input. Chair Dolph echoed the other Board member comments. Thanked everyone for showing up and their input. He said they still have a bit of road work ahead with the new building. MEETING SCHEDULE Chair Dolph told the Board they will have a special meeting the following Tuesday, March 24, 2009 to make recommendation to the Assembly of the bid award. ADJOURNMENT There being no further business before the Board the meeting adjourned at 11:07pm. N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 3.17.09.Doc SUBMITTED BY: Mary J. KIB Engi eering/Facilities Department APPROVED BY: ike Dolph, Chair Fire Protection Area No. 1 Board Date: SY(9 le) 9 Date: /y'. - U S/ N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 3.17.09.Doc VISITOR COMMENT FIRE PROTECTION AREA NO.1 BOARD SPECIAL MEETING April 7, 2009 @ 8:15 p.m. BAYSIDE FIRE HALL CALL TO ORDER CHAIR DOLPH, called the meeting to order at 8:15 p.m. ROLL CALL Members present were C. Davidson, M. Dolph, R. Nelson via teleconference and J. Pickett. Excused was D. Canavan. A quorum was established. Also present were Chief Himes and M. Barber, recording Secretary, Kodiak Island Borough. S. Arndt told the Board he was disappointed in the interest amount the Borough offered. CONSIDERATION OF MATTERS IN THE CALL FOR THE SPECIAL MEETING A. Action concerning location of the refuse containers located on Bayside Training Site. It was Moved, C. Davidson and seconded to write a letter to the Borough requesting the refuse containers be removed. Motion Carried by a unanimous voice vote. B. Recommendation to the Kodiak Island Borough Projects Office for Bayside Fire Station Five Bay Addition Bid Award. It was Moved, C. Davidson and seconded to Recommend award of the contract to Dowland for their base bid plus Alt 1, 2 & 4. Discussion followed and some points made were other jobs Dowland had done and prospect of subcontractors. Motion Carried by a roll call vote. Chief Himes recommended the Board put on the Agenda for their next work session discussion of sprinkler system. Chair Dolph told the Board he tends to be optimistic regarding the project. He said they may be able to get through the project for $1.9M and there was $1.1M now available which would mean they may only have to get a loan for $700K and he was jazzed about that. C.Davidson said he supported Chair Dolph's enthusiasm. N: \EF \Service Districts \Fire Protection Area No. 1\M inutes\Mtg Minutes 2009 \Draft Minutes 4.7.09 SM.Doc ADJOURNMENT There being no further business before the Board the Meeting was adjourned at 8:28p.m. SUBMITTED BY: \ Aket Mary J. B KIB Engi APPROVED BY: ring/Facilities Department Mike Dolph, Chair Fire Protection Area No. 1 Board Date: S L9 (0') Date: /l 41/ --62 N: \EF \Service Districts \Fire Protection Area No. 1 \Minutes \Mtg Minutes 2009 \Draft Minutes 4.7.09 SM.Doc ROLL CALL Committee Members KODIAK ISLAND BOROUGH PARKS & RECREATION COMMITTEE REGULAR MEETING - JUNE 24, 2008 MINUTES CALL TO ORDER The regular meeting of the Parks & Recreation Committee was called to order at 7:00 p.m. by CHAIR SIROFCHUCK on June 24, 2008 in the KIB School District Conference Room. Present Mike Sirofchuck -Chair X Pam Foreman X Hans Tschersich X Kevin Foster MINUTES OF PREVIOUS MEETING OLD BUSINESS June 24, 2008 Excused X Jeff Huntl X Patrick Saltonstall X Andy Schroeder — _ — — ____X_ -------------------------- Cassandra Juenger X Lori Demi X Absent Others Present Bud Cassidy Community Development Dept. Sheila Smith Community Development Craig Johnson Dave King A quorum was established. VICE CHAIR FOREMAN MOVED TO EXCUSE COMMITTEE MEMBER FOSTER and COMMITTEE MEMBER DEMI. The motion was SECONDED by COMMITTEE MEMBER HUNTLEY, and it CARRIED by unanimous voice vote. VICE CHAIR FOREMAN requested at the next meeting they clarify the attendance issues. III. APPROVAL OF AGENDA COMMITTEE MEMBER SALTONSTALL MOVED TO APPROVE the agenda as presented. The motion was SECONDED by COMMITTEE MEMBER HUNTLEY, and it CARRIED by unanimous voice vote. VICE CHAIR FOREMAN MOVED to approve the March 11, 2008 minutes and the March 25, 2008 minutes as presented. COMMITTEE MEMBER SALTONSTALL SECONDED the motion, and it CARRIED by unanimous voice vote. AUDIENCE COMMENTS AND APPEARANCE REQUESTS There were no audience comments or appearance requests. Parks & Recreation Committee Meeting Minutes Page 1 of 4 A) Trails Plan RFP Cassidy stated he is moving forward on the RFP, and he'll present a rough draft late July so changes can be made as a group, and then get it advertised so we can potentially have a fall take off meeting. We have a little money in this years' budget, a little money in next years' budget and some potential grants. We have a lot of the information already we just need to collate it. It's in the forms of GPS and GIS data, word documents, and spreadsheets. The goal is to have someone come help us put it into the form, do presentations to the public through the committee, and move forward with this long awaited plan. Sirofchuck requested the draft RFP be emailed to the committee members to review and send comments and suggestions to staff. Cassidy stated he will probably suggest using Parks & Rec as the reviewing committee as we go through the responses we will rank and rate them, and if you would like to interview folks we can have them come down. NEW BUSINESS A) Access to Mission Beach — Craig Johnson Johnson stated the Mission Beach area has been a public use area for many years. The area between Mission Beach and the Mission Road Right -of -Way the Baptist Mission owns. Johnson is here with the permission of Trevor Jones/Baptist Mission and the residents around Mission Lake . Jones does not want to give the property to the borough, nor does he want it to be called a park, but he has no objections to the public using it. Johnson is requesting: 1. Move the dumpster. 2. A park bench. 3. A picnic table (if public use was ever restricted the bench and picnic table would be returned). 4. Parking barriers to define parking. Johnson also said when Brechan does the road work they will provide the fill to make the parking area slope towards the water to prevent it from becoming a muddy hole. He said Jones would prefer to have only one access, and would like the dumpster to be moved where it's sheltered from the wind due to garbage blowing out of the dumpster. During discussion it was suggested to put up a sign saying "Please respect private property," and to put a bear proof dumpster so the wind can't blow the lid up. Cassidy suggested an agreement between the Baptist Mission and the Borough, and bring that area under some kind of insurance umbrella. It was the consensus of the committee to support this effort. B) Proposed Ball Field at the Dark Lake Fields — Ian Fulp Fulp showed a drawing of the Dark Lake Baseball Field stating the only existing ball field is in the upper right corner. He said the site is flattened out and has shot rock but it just needs to be finished. He plans to put money into his budget to develop it. He just needs the OK from the borough. Fulp said they have enough topsoil to put on it, and he thinks the city could build it. Fulp stated the softball league has pretty much shut down due to not having anywhere to play because baseball has priority over softball, so softball would get priority use here. Having this field might help alleviate some of the stress on Baranof Park's football and softball fields and give the softball players somewhere to play. During discussion, it was the consensus of the committee to support this effort. June 24, 2008 Parks & Recreation Committee Meeting Minutes Page 2 of 4 COMMITTEE MEMBER TSCHERSICH MOVED to recommend the development of a softball field within the Dark Lake Recreational Complex. The motion was SECONDED by COMMITTEE MEMBER HUNTLEY, and it CARRIED by unanimous voice vote. CHAIR SIROFCHUCK stated this is on our CIP list. COMMUNICATIONS A) Letter re: Prohibited Motorized Vehicle Use on Sometimes Island & Bruhn Point dated May 19, 2008 B) Letter re: narrow Cape Public Use Area dated May 16, 2008 Cassidy gave a brief report on the letters. REPORTS A) Meeting schedule: • July 8, 2008 regular meeting at 7:00 p.m. in the KIB School District Conference Room. • July 22, 2008 regular meeting at 7:00 p.m. in the KIB School District Conference Room. CHAIR SIROFCHUCK stated he will not be at both meetings due to being in the field. COMMITTEE MEMBER SCHROEDER said he will be gone July 22 Cassidy said he will be out of town on July 8` FOREMAN stated she has been disturbed by not having a meeting since March. We are supposed to be looking at P &Z stuff and we haven't seen a thing since March. We need to be tracking anything with an easement that's going through P &Z. Cassidy stated we will start sending the committee P &Z agendas. It was the consensus of the committee to have one meeting in July and August, and maybe September — July 22 " August 26 and September 23` Foreman feels it's time for a field trip to the parks to identify some projects for the CIP List so we can talk about it at the July meeting. AUDIENCE COMMENTS Dave King stated an inner city trails plan for Homer was introduced to the Planning & Zoning Commission at the June 18` meeting. COMMITTEE MEMBERS' COMMENTS COMMITTEE MEMBER TSCHERSICH stated he wrote a letter about the damage to the reservoir site and nothing has been done. COMMITTEE MEMBER SCHROEDER said he addressed the City Council for urban trail projects and made recommendations. There's also a project this weekend for the Island Lake Trail at 9:00 am on Saturday and continuing on Sunday. Cassidy stated he promised SCHROEDER he would provide pizza for the volunteers. If P &R members would volunteer we could advertise in the paper saying 5 P &R members may be partaking in a trail building exercise. COMMITTEE MEMBER HUNTLEY asked about the 3 way agreement between the Borough, the City, and the School District and the money put into the budget for maintenance of parks, and June 24, 2008 Parks & Recreation Committee Meeting Minutes Page 3 of 4 the committee was supposed to get reports of what work was done but never heard anything else about it. COMMITTEE MEMBER SALTONSTALL said he was encouraged to talk to the Native Corporations regarding what the P &R can do for them in terms of fixing the trails. CHAIR SIROFCHUCK said he attended the Planning & Zoning work session where the Winter Rules of the Lake were introduced and he spoke briefly about the purpose and history behind the rules. He also attended the regular meeting where a resident of the Mission Lake area felt there was no need for rules for Mission Lake. The Planning & Zoning Commission agreed so Mission Lake was dropped from the rules. Someone needs to go to the Assembly meeting when they are introduced to remind them that they wanted P &R to do this. CHAIR SIROFCHUCK also said when we do the Trails Plan we should ask the Assembly for an island wide mailing with a postcard to every mailbox that says "The Kodiak Island Borough is creating a Trails Plan for the Kodiak road system" with some tentative dates included. He wants to avoid people saying that they didn't know about it. We need to go beyond radio and newspapers to get the word out. Dave King stated while he was in Washington he noticed anyone doing a rezone, variance, or subdivision is required to post signs on the property for 30 days. VICE CHAIR FOREMAN stated there was a similar instance a couple of years ago regarding meetings being held that no one knew about so they put up sign on the corner a couple of days before the meeting and the attendance went up. ADJOURNMENT CHAIR SIROFCHUCK requested a motion to adjourn. VICE CHAIR FOREMAN MOVED TO ADJOURN the regular meeting. The motion was SECONDED by COMMITTEE MEMBER HUNTLEY, and it CARRIED by unanimous voice vote. The meeting adjourned at 8:25 p.m. ATTEST By: crlheiQn► Sheila Smith, Secretary Community Development Department DATE APPROVED: July 22, 2008 June 24, 2008 KODIAK ISLAND B Vi ROU' H PARKS By: ike Sirofchuc Chair Parks & Recreation Committee Meeting Minutes Page 4 of 4 PARKS & RECREATION COMMITTEE REGULAR MEETING APRIL 14, 2009 MINUTES CALL TO ORDER VICE CHAIR FOREMAN called to order the April 14, 2009 Parks & Recreation Committee me 7:10 p.m. ROLL CALL 1 MAY 2 8 2009 Members Mike Sirofchuck Pam Foreman Hans Tschersich Kevin Foster Jeff Huntley Patrick Saltonstall Andy Schroeder Rick Lindholm Vacant qty ?av wolf . `a Present X X X X X Absent X X X X Excused X X X Others Present Bud Cassidy Community Development Dept. Sheila Smith Community Development Dept. A quorum was established. COMMITTEE MEMBER SALTONSTALL MOVED TO EXCUSE CHAIR SIROFCHUCK & COMMITTEE MEMBERS TSCHERSICH, and SCHROEDER. COMMITTEE MEMBER FOSTER expressed that he doesn't think SCHROEDER should be excused because there are other items on the agenda that he can help with. He feels SCHROEDER should be at these meetings whether or not he has to excuse himself, and that goes for any committee member because we signed up for this committee to help out to do what we can do for the Assembly. COMMITTEE MEMBER HUNTLEY feels SCHROEDER should come to the meetings also. Cassidy stated if SCHROEDER were here tonight he would have to leave the room for the Trails Plan RFP item on the agenda but could come back in the room and participate once we are through with the topic. Voice vote on motion CARRIED 3 - 2. The ayes being VICE CHAIR FOREMAN, COMMITTEE MEMBER LINDHOLM, and COMMITTEE MEMBER SALTONSTALL. The noes being COMMITTEE MEMBER FOSTER and COMMITTEE MEMBER HUNTLEY. APPROVAL OF AGENDA COMMITTEE MEMBER FOSTER MOVED to add to the agenda a Communications item — Ken Warner P&Z case and under New Business — meetings outside the meeting schedule. COMMITTEE MEMBER SALTONSTALL MOVED to approve the agenda with the agenda. Voice vote on motion CARRIED unanimously. MINUTES OF PREVIOUS MEETINGS COMMITTEE MEMBER SALTONSTALL MOVED to approve the minutes of March 10, 2009, March 31, 2009, and April 7, 2009. Voice vote on motion CARRIED unanimously. OLD BUSINESS A. Review of the Kodiak Island Master Trails Plan RFP's During discussion the committee narrowed down the respondents to: USKH, Alta, and LDN. It was the consensus to hold interviews at KFRC on April 28` COMMITTEE MEMBER HUNTLEY MOVED to interview respondents USKH, Alta, and LDN. Voice vote on motion CARRIED unanimously. Discussion of the interview process. Cassidy will email possible interview questions to the committee members. NEW BUSINESS A. Meetings Outside The Meeting Schedule COMMITTEE MEMBER FOSTER said he didn't understand when a meeting is missed that it is automatically scheduled for the next week. VICE CHAIR FOREMAN said we called a special meeting because we are trying to get through and get ahead. Smith said it is recessing to the next date specified. Cassidy said the group can call a meeting anytime. Smith said when there is a scheduled meeting but no quorum whoever is here can recess or postpone the meeting to another date. When there isn't a quorum you can't excuse someone from that meeting, and you can't excuse anyone from a meeting not held. VICE CHAIR FOREMAN said the "Summer Schedule" should be on the May 20 agenda. Cassidy returned with the code book and quoted the code regarding holding meetings. COMMUNICATIONS A. Planning & Zoning Commission Meeting Agenda Cassidy said he put the P&R recommendation of a contractor to perform the Kodiak Road System Trails Master Plan item on the agenda to make the commission knowledgeable to what you are doing. The commission should have a representative on Parks & Rec. Cassidy explained the P&Z cases to the committee. Committee discussion. COMMITTEE MEMBER FOSTER expressed concern regarding Case S09 -014 because the 50 foot easement that was put in place to protect or Salmon streams and there is a reason for that 50 foot buffer zone. He doesn't' want to see it messed with because it is very necessary. Cassidy explained it is a 50 foot management area and the agencies (Fish & Game and Corp of Engineers) can reduce them in places if they feel inclined to do so. COMMITTEE MEMBER HUNTLEY feels we should leave it to the agencies. COMMITTEE MEMBER SALTONSTALL MOVED that for Case S09 -014 the Parks & Recreation Committee is not comfortable with the request as written and recommends the Planning & Zoning Commission goes with Fish & Game's recommendation. Voice vote on motion CARRIED unanimously. Discussion of S09 -010, the Christian School. 2 COMMITTEE MEMBER SALTONSTALL MOVED to recommend reconsideration because of concerns about preserving neighborhood access and connectivity in the right -of -way. Discussion Voice vote on motion CARRIED unanimously. Smith was instructed to reserve KFRC for April 28 P&R meeting. B. P&Z Case S09 -017. Request a vacation, according to KIBC 16.60, of the North 10 foot portion of a 10 foot utility easement on Lot 21, Bloc 11, Woodland Acres Subdivision, 7 Addition. Cassidy explained this is Tom Abell's request. C. Ken Warner's P&Z case. COMMITTEE MEMBER FOSTER said he wants an update on the 12 guest lodge. Cassidy gave an update and stated the commission approved the request. REPORTS Meeting Schedule: • April 28, 2009 P&R meeting at 7:00 p.m. at 7:00 p.m. at KFRC • May 12, 2009 P&R meeting at 7:00 p.m. in the KIB School District Conference Room COMMITTEE MEMBER SALTONSTALL said he might not be in town on May 12` COMMITTEE MEMBER LINDHOLM said he will be in Portland on April 28 AUDIENCE COMMENTS There were no audience comments. COMMITTEE MEMBER'S COMMENTS COMMITTEE MEMBER LINDHOLM said he is just happy that they have made the selection. VICE CHAIR FOREMAN agreed with Lindholm and she's excited to move ahead. Cassidy said we will make sure to email everyone with questions and a scoring sheet. If you want copies of the let down letters we can send those. ADJOURNMENT VICE CHAIR FOREMAN adjourned the meeting at 8:36 p.m. ATTEST By: ____Q 1 g2n► Sheila Smith, Secretary Community Development Dept. DATE APPROVED: May 26, 2009 3 PARKS By: th KODIA ND BOROUGH N COMMITTEE Sirofchuck, Chair Members Present Absent Excused Others Present Mike Sirofchuck X Duane Dvorak Pam Foreman X Community Development Dept. Hans Tschersich X Sheila Smith Kevin Foster X Community Development Dept. Jeff Huntley X Patrick Saltonstall X Andy Schroeder X Sandra West Rick Lindholm X Vacant Kevin Murphy X Fi X Dave Kaplan "° X Peggy Rauwolf X PARKS & RECREATION COMMITTEE REGULAR MEETING APRIL 28, 2009 MINUTES 1 E CALL TO ORDER CHAIR SIROFCHUCK called to order the April 28, 2009 Parks & Recreation Committee meeting at 7:05 p.m. ROLL CALL A quorum was established. VICE CHAIR FOREMAN MOVED TO EXCUSE COMMITTEE MEMBER LINDHOLM due to him being in Portland, OR. Voice vote on motion CARRIED unanimously. APPROVAL OF AGENDA COMMITTEE MEMBER HUNTLEY MOVED to approve the agenda. Voice vote on motion CARRIED unanimously. MINUTES OF PREVIOUS MEETINGS There were no minutes. OLD BUSINESS There was no old business. NEW BUSINESS A. Trails Master Plan RFP Interviews • 7:00 p.m. - LDN Introductions were made and representing LDN were Dwayne Adams and Michelle Stearns. The presentation and interview proceeded. • 8:00 p.m. - USKH Introductions were made and representing USKH were Gary Pohl, Patrick Coleman, John Rowe, and Mark St. Denny. The presentation and interview proceeded. The committee interviewed both firms. The remaining firm will be interviewed at the May 12, 2009 P&R meeting. COMMUNICATIONS A) May 20. 2009 Planning & Zoning Commission Meeting Agenda Smith was instructed to put the Koniag case on the May 12 P&R agenda. REPORTS Meeting Schedule: • May 12, 2009 P&R meeting at 7:00 p.m. in the KIB School District Conference Room • May 26, 2009 P&R meeting at 7:00 p.m. in the KIB School District Conference Room AUDIENCE COMMENTS Sandra West stated it was very interesting. COMMITTEE MEMBER'S COMMENTS COMMITTEE MEMBER TSCHERSICH said it was interesting that they latched onto the cruise ships coming through here. He has done hikes with some of the cruise ship passengers. ADJOURNMENT CHAIR SIROFCHUCK adjourned the meeting at 9:40 p.m. ATTEST Sheila Smith, Secretary Community Development Dept. DATE APPROVED: May 26, 2009 2 KODIA D BOROUGH PARKS REC J P COMMITTEE B Mike rofchuck, Chair PARKS & RECREATION COMMITTEE REGULAR MEETING MAY 12, 2009 MINUTES CALL TO ORDER � ; MAY 2 8 2009 CHAIR SIROFCHUCK called to order the May 12, 2009 Parks & Recreati meeting at 7:10 p.m. B ROLL CALL Members Mike Sirofchuck Pam Foreman Hans Tschersich Kevin Foster Jeff Huntley Patrick Saltonstall Andy Schroeder Rick Lindholm Vacant by Dave Kaplan Pe r Casey Tax Present X X X X X X X X Absent X X X X Excused X Others Present Bud Cassidy (teleconferenced) Community Development Dept. Sheila Smith Community Development Dept. COMMITTEE MEMBER SALTONSTALL MOVED to excuse COMMITTEE MEMBER LINDHOLM. Voice vote on motion CARRIED unanimously. APPROVAL OF AGENDA VICE CHAIR FOREMAN MOVED to approve the agenda. Voice vote on motion CARRIED unanimously. MINUTES OF PREVIOUS MEETINGS There were no minutes. AUDIENCE COMMENTS AND APPEARANCE REQUESTS There were no audience comments or appearance requests. OLD BUSINESS There was no old business. NEW BUSINESS A) Trails Master Plan Interview — Alta — 7:00 p.m. Introductions were made and representing Alta are George Hudson, Matt Hastie, Chris Bernhart, and Chris Lynch. The presentation and interview proceeded. B) Decide on a Consultant After much discussion of each of the firms interviewed and their ratings the committee narrowed them down to two firms. The committee decided on a firm for selection. COMMITTEE MEMBER FOSTER MOVED to recommend Aka as the firm to do the Kodiak Island Trails Master Plan and forward to the Planning & Zoning Commission with a recommendation to approve. More committee discussion. Roll call vote on motion CARRIED unanimously. COMMUNICATIONS A) Case 09 -019. Koniag COMMITTEE MEMBER SALTONSTALL said he is no longer concerned about this case. REPORTS AUDIENCE COMMENTS COMMITTEE MEMBER'S COMMENTS CHAIR SIROFCHUCK stated there are concerns in the community regarding Mill Bay Beach and the activities occurring there recently - vandalism, destruction, and such that he would like to address at the May 26` meeting. There will some community folks that will probably come. VICE CHAIR FOREMAN stated she may or may not be at the May 26 meeting, and said it depends on how quick everything is moved off the midway. COMMITTEE MEMBER SALTONSTALL said he will be at the May 26 meeting. CHAIR SIROFCHUCK said he will be at the May 20 P&R meeting and encouraged other member to attend in support the Trails Plan recommendation. Casey Janz expressed that the process is so important and she liked how the committee worked through that process. COMMITTEE MEMBER SCHROEDER said we could be more process oriented and to decide in advance ADJOURNMENT CHAIR SIROFCHUCK adjourned the meeting at 9:40 p.m. ATTEST By: 4ei.QEa _QC5 ntf Sheila Smith, Secretary Community Development Dept. DATE APPROVED: May 26, 2009 Bv: Mike S' ofchuck, Chair Commissioner Present Absent Excused Others Present Mr. King X Bud Cassidy Mr. Watkins X Community Development Ms. Janz X Sheila Smith Mr. Kersch X Community Development Mr. Torres X Ms. Vickstrom X Mr. Zbitnoff X April 15, 2009 Kodiak Island Borough Planning & Zoning Commission Minutes CALL TO ORDER CHAIR KING called to order the April 15, 2009 Planning and Zoning Commission regular meeting at 7:30 p.m. ROLL CALL A quorum was established. APPROVAL OF AGENDA COMMISSIONER TORRES MOVED to approve the April 15, 2009 Planning & Zoning agenda Voice vote on motion CARRIED 6 -0. APPROVAL OF MINUTES COMMISSIONER WATKINS MOVED to approve the March 18, 2009 Planning & Zoning Minutes. Voice vote on motion CARRIED 6 -0. AUDIENCE COMMENTS AND APPEARANCE REQUESTS Barry Still encouraged the commission to accept the documents as presented for Case S06 -012, and he stated there are other roads in the borough that don't have the requirements placed on them like the borough attorney suggests. He stated the documents submitted meet the current codes to his and his attorney's knowledge, and there is nothing in the code that requires what's being requested. He feels if staff wants these kinds of requirements in the code then they should be put in the code. PUBLIC HEARINGS A) Case S09 - 017. Request vacation, according to KIBC 16.60, of the North 10 foot portion of a 20 foot utility easement on Lot 21, Block 11, Woodland Acres Subdivision, 7` Addition. Cassidy reported the applicant constructed a covered deck and banya in the easement and he's requesting to vacate half of that easement. Cassidy said easements are normally 20 foot easements with 10 feet on each side of the property. Because there has been no concerns with the utilities staff is recommending the vacation be approved subject to a number of conditions of Apri115, 2009 P &Z Minutes Page 1 of 6 approval. Staff recommends preliminary approval of the vacation subject to appropriate conditions of approval. COMMISSIONER JANZ MOVED to grant preliminary approval of a vacation, according to KIBC 16.60, of the North 10 foot portion of a 20 foot utility easement on Lot 21, Block 11, Woodland Acres Subdivision, 7th Addition, subject to five (5) conditions of approval, and to adopt the findings in the staff report dated March 18, 2009 as findings of fact for Case No. S09- 017. Close regular meeting: Open public hearing: Close public hearing: Open regular meeting: Commission discussion CONDITIONS OF APPROVAL 1. The vacation must be forwarded to the Kodiak Island Borough Assembly for review prior to Final Approval. 2. The petitioner must submit an abbreviated plat depicting the approved vacation in order to complete the easement vacation process. 3. The petitioner must obtain zoning compliance for the attached, enclosed rear porch, prior to final recording. 4. The petitioner must obtain a building permit and a final inspection report for the attached, enclosed rear porch, prior to recording. 5. The petitioner must relocate the detached banya to a verifiable legal location prior to recording. FINDINGS OF FACT 1. This request meets the minimum data required per Kodiak Island Borough Code 16.60, generally. 2. This request for vacation does not unduly diminish the public's interests. 3. This request for vacation does not unduly prejudice surrounding private property interests. Roll call vote on motion CARRIED 6 -0. B) Case S09 -014. Request an easement vacation, according to KIBC 16.60, to allow a reduction in width for an existing 50 -foot "Easement for Salmon Stream" as depicted on Plat 2006 -13, essentially creating a 50 -foot buffer area along both sides of Panamaroff Creek, to be reduced in width to 20 -feet on both sides of Panamaroff Creek, a reduction of 30 feet on both sides of the creek. Cassidy stated they have been waiting for a letter from the Corp of Engineers or Fish & Game. We have received the Corp, Fish & Game, and the applicant's agreement stating they have agreed to not reduce the easement on both sides, and only reduce the southern part of the easement by 15 feet. Staff recommends approval. Cassidy also said Parks & Rec met last night and made a motion to recommend to the Planning & Zoning Commission that the Parks & Rec Committee is not comfortable with the easement as requested in the notification and recommends the commission defer to the ADF&G and Corp of Engineers in this issue. VICE CHAIR WATKINS inquired if Parks & Rec received this letter. April 15, 2009 P &Z Minutes Page 2 of 6 Cassidy stated they didn't see the letter. Cassidy said the state statute that refers to the 50 foot buffer is a management area so the authorities, Fish & Game, has the authority within that management area to make the kind of compromises that has come about. VICE CHAIR WATKINS MOVED to grant a vacation, according to KIBC 16.60, to allow a reduction in the width of an existing 50 foot "Easement for Salmon stream" along the South bank of Panamaroff Creek, to be reduced in width to 35 feet in the area of the building site as displayed on a map depicting the 100 x 95 foot building site and labeled with the title "Compromise Vacation request discussed in the field with ADF&G staff on April 3, 2009." Close regular meeting: Open public hearing: Chris Lynch, applicant's agent, spoke in support of the motion made. Close public hearing: Open regular meeting: Commission discussion. VICE CHAIR WATKINS MOVED TO AMEND the motion adding subject to conditions of approval contained in the staff report dated April 6, 2009 and to adopt the findings in said staff report as Findings of Fact for this case. CONDITIONS OF APPROVAL 1. Based on the expected review and approval of a compromise worked out between the land owner and the U.S. Army Corps of Engineers and the Alaska Department of Fish & Game, Habitat Division, the requested vacation as stated in the original motion is reduced to a 15 foot vacation of the salmon stream buffer as conceptually depicted for the revised 100 by 95 foot building footprint shown for Lot 3 of the subdivision, subject to confirmation of the approval of said vacation compromise by both resource agencies. FINDING OF FACT 1. The land owner has worked diligently with both the U.S. Army Corps of Engineers and the Alaska Department of Fish & Game Habitat Division to arrive at the compromise depicted on the revised site plan prepared by the land owner's representative. This represents a considerable compromise on the part of the land owner considering the substantial nature of the original request for vacation. Although borough staff has not seen confirmation of the approval of this compromise in writing, when that confirmation is received it will represent a compromise approved by those resource agencies both qualified and authorized to address the needs of anadromous fish species and the environment and habitat they rely upon. Roll call vote on amended motion CARRIED 6 -0. Roll call vote on main motion as amended CARRIED 6 -0. OLD BUSINESS A) Case S06 -012. Request a review of draft covenants, according to KIBC 16.40.070 and 16.40.080 relating to the creation of a private road to serve Seaview Estates Subdivision, Lots 1 -11 and Tract A. The location is Lot 29A, U.S. Survey 2539, and it is zoned RR1 -Rural Residential One. The applicant is the Vulcan Company. Staff stated the legal documents makes it clear to future land owners what they are getting into in regards to what percentages of costs associated with operations and maintenance of that road Apri115, 2009 P&Z Minutes Page 3 of 6 will be. We sent the language to the borough attorney who had some comments that has to do with the level of service and the mechanism of enforceability. Cassidy would like to get the borough attorney and Still's attorney together to try to come to an understanding. Staff recommends the Commission postpone this case until next month. He also said the commission will be looking at the third subdivision that leads into where this cul -de -sac is going and will be included in the private road agreements. COMMISSIONER JANZ asked for clarification on the original proposal. Was it inclusive of the warranty deeds and easements and were those easements drawn up by staff. Cassidy stated they were required to be put together by the applicant, and reviewed by the borough attorney. COMMISSIONER JANZ said Still said that the private road is stated in the staff report as being a common interest ownership arrangement and Still stated that is not the case. Cassidy said the debate is these common interest properties and can you have a private road agreement without something be a common interest property. COMMISSIONER TORRES MOVED to postpone Case S06 -012 until the May 20, 2009 regular meeting. Commission discussion Roll call vote on motion CARRIED 6 -0. B) S09 -010. Request reconsideration of the denial of preliminary approval, according to KIBC 16.90.010, of the re- subdivision of Lots18 and 19, Block 2, Trinity Islands Subdivision; and the re- subdivision of Lot 3B -1, Lot 3B -2, and Lot 2, Block 1, Kadiak Alaska l Addition; and Lot 2, Block 2, Kadiak Alaska l Addition; including a vacation of the 60 -foot wide Perenosa Drive right -of -way, according to KIBC 16.60, to create Lots 18A and 19A, Block 2, Trinity Islands Subdivision, and Lots 3B -1A and 2A, Block 1, Kadiak Alaska lst Addition; Lot 2A, Block 2, Kadiak Alaska l Addition; and Tracts B (Utility Corridor) and C (Park), within Kadiak Alaska lst Addition. Cassidy reported you're being asked to reconsider this case by the assembly, and KIBC 16.90.010 allows you to reconsider should you choose to do so. The criteria for reconsideration is there has been new information introduced. He also stated that Parks & Rec made a motion last night to recommend that the Planning & Zoning Commission reconsider this case because of concerns about preserving neighborhood access and connectivity in the right -of -way. Staff recommends the Commission move to reconsider Case S09 -010 and schedule a new public hearing at the June 17, 2009 P&Z meeting. VICE CHAIR WATKINS MOVED to reconsider Case S09 -010 and to set this case for a new public hearing to be held at the regular Planning and Zoning Commission meeting scheduled for June 17, 2009, and to adopt the finding in the Supplemental Memorandum dated April 2, 2009 as a "Findings of Fact" for reconsideration of Case S09 -010. (Correction to the motion changing April 1, 2009 to April 2, 2009) FINDING OF FACT 1. The Commission's decision in Case S09 -010 was based on incomplete information regarding the current community context surrounding the portion of Perenosa Road right -of -way that was requested for vacation. Only through reconsideration of the case will the Commission get the opportunity to review all of the relevant facts of the case. Community sentiments Apri115, 2009 P&Z Minutes Page 4 of 6 were only beginning to be expressed by the community at the time of the original public hearing and the staff report and analysis did not in any way prepare the Commission to address the community issues and concerns being expressed at that time. Roll call vote on motion CARRIED 6 -0. NEW BUSINESS A) Designating a Planning and Zoning Commission representative to the Parks and Recreation Committee During discussion, it was the consensus that COMMISSIONER JANZ will be the P&Z rep to the Parks & Rec Committee with VICE CHAIR WATKINS as the backup. COMMISSIONER VICKSTROM MOVED to appoint COMMISSIONER JANZ and VICE CHAIR WATKINS as her backup to be the Planning & Zoning representatives to the Parks & Recreation Committee. Voice vote on motion CARRIED 6 -0. COMMUNICATIONS A) Letter of Courtesy & Advisory dated February 26, 2009 B) Letter from the Borough Clerk's Office dated March 20, 2009 C) Review of the Parks and Recreation Committee selection of contractor to perform the Kodiak Road System Trails Master Plan Cassidy stated the first communication is a letter of Courtesy & Advisory to folks who are allegedly in violation and this is our first step. Next is an action letter regarding the action taken on the Christiansen/Schick Appeal. The third communication is what the Parks & Recreation Committee has narrowed down to three firms to interview and interviews will hopefully start on April 28` VICE CHAIR WATKINS MOVED to accept communications as presented. Voice vote on motion CARRIED 6 -0. REPORTS A. Meeting Schedule: • May 13, 2009 work session at 7:30pm in the KIB Conference Room. • May 20, 2009 regular meeting at 7:30pm in the Assembly Chambers. B. Minutes from Other Meetings • January 13, 2009 Parks & Recreation Committee Meeting Minutes • February 24, 2009 Parks & Recreation Committee Meeting Minutes Cassidy gave a staff report on the meeting schedule and other minutes. COMMISSIONER JANZ stated she may not be able to attend the May 20` regular meeting due to being on Woody Island with the school. COMMISSIONER JANZ MOVED to accept reports as presented. Voice vote on motion CARRIED 6 -0. April 15, 2009 P&Z Minutes Page 5 of 6 AUDIENCE COMMENTS Ed Mahoney thanked the commission for deciding to reconsider the Anderson case, and hopefully both sides can come to a resolution. Dan Rohrer, Christian School representative, said he appreciates the commission's vote to reconsider the Christian School's case. Mike Anderson is not an adjacent property owner now so Rohrer and the Christian School will be submitting things. Suzanne Rapoza said she has met with Rohrer and she is hopeful that they can have some fruitful meetings and reach a compromise. COMMISSIONER'S COMMENTS COMMISSIONER KERSCH said it was a good night. COMMISSIONER VICKSTROM asked if she can be brought up to speed on the Anderson case because she has no knowledge of it. COMMISSIONER TORRES said he is hopeful that the two parties involved with the Christian School can get together because he feels this isn't the best body to mediate the situation. COMMISSIONER JANZ said she feels the same as Torres because to mediate here people would leave feeling as comfortable with the agreement due to constraints here. You have a couple of months to work together as a community. We also need another commissioner, a borough rep. VICE CHAIR WATKINS said he's glad to see them all working together even if you can't make a final decision where everyone agrees on one solution. If you have a list of things that come as the final solution to this, the more of the communities words we are working with the better off it will be. Written comments should be submitted ahead of time because the more we know ahead of time the better decisions we can make. ADJOURNMENT COMMISSIONER TORRES MOVED to adjourn April 15, 2009 Planning & Zoning regular meeting. With no objection, the chair adjourns the meeting at 8:39 p.m. ATTEST By: eila Smith, Secretary APPROVED: May 20, 2009 Apri115, 2009 KODIAK ISLAND BOROUGH Dave King, Chair P&Z Minutes Page 6 of 6