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2010-10-07 Regular Meeting Kodiak Island Borough Assembly Regular Meeting Agenda Thursday, October 7, 2010, 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 of September 2, 2010. 6. AWARDS AND PRESENTATIONS A. Domestic Violence Awareness Month Proclamation B. Alutiiq Museum Presentation 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 10. BOROUGH MANAGER'S REPORT 11. MESSAGES FROM THE BOROUGH MAYOR 12. UNFINISHED BUSINESS 13. NEW BUSINESS A. Contracts 1. *Contract No. FY2011 -14 Providence Kodiak Island Counseling Center Services to the Kodiak Island Borough School District for School Year 2010- 2011. 2. Contract No. FY2011 -15 Purchase and Install Warning Sirens and Train Local Personnel in Old Harbor, Ouzinkie, Larsen Bay, and Akhiok on the Operations and Maintenance of these Sirens. 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 B. Resolutions C. Ordinances for Introduction D. Other Items 1. Approval of Matching Funds for the Alaska Fisheries Development Foundation Grant. 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 /Engineering Review Board Regular Meetings of July 20, 2010, August 5, 2010, and September 7, 2010, 2. Fire Protection Area No. 1 Board Regular Meeting of August 17, 2010. 3. Parks and Recreation Committee Regular Meeting of May 25, 2010. 4. Womens Bay Service Area Board Regular Meetings of May 11, 2010, June 8, 2010, July 6, 2010, and August 3, 2010. B. Reports 1. Kodiak Island Borough Short Report of August 2010. 2. Kodiak Island Borough School District Special. Meeting Summary of September 18, 2010. 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 September 2, 2010 A regular meeting of the Kodiak Island Borough Assembly was held on Thursday, September 2, 2010, 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, Clerk Nova Javier, and Assistant Clerk Jessica Kilborn. APPROVAL OF AGENDA AND CONSENT AGENDA BRANSON moved to approve the agenda and consent agenda. BRANSON moved to amend the agenda by removing item 13.B.1 Resolution No. FY2011 -04 Adopting the Kodiak Area Coordinated Transportation Plan. ROLL CALL VOTE ON MOTION TO AMEND THE AGENDA CARRIED UNANIMOUSLY: Branson, Friend, Fuip, Jeffrey, Kaplan, Lynch, and Stutes. VOICE VOTE ON MOTION TO APPROVE THE AGENDA AND CONSENT AGENDA AS AMENDED CARRIED UNANIMOUSLY. APPROVAL OF MINUTES A. Regular Meeting Minutes of July 15, 2010, were approved under the consent agenda. AWARDS AND PRESENTATIONS Manager Gifford presented a Special Achievement in GIS (SAG) award to Paul Van Dyke, IT Supervisor for the Information Technology Department. CITIZENS' COMMENTS Sandra West spoke in support of the proposed bike path. Stewart McDonald spoke in support of Ordinance No. FY2011 -04. COMMITTEE REPORTS Assembly member Stutes reported on the recent Southwest Alaska Municipal Conference • (SWAMC) board meeting. PUBLIC HEARING 1. Ordinance No. FY2011 -04 Amending the Kodiak Island Borough Code of Ordinances Title 2 Administration and Personnel by Adding Chapter 2.155 Kodiak Workforce Regional Advisory Council and Amending Chapter 2.100 Boards, Committees, and Commissions Section 2.100.010 Board, Committee, and Commission Members Subject to This Chapter. Kodiak Island Borough Assembly Minutes September 2, 2010 Page 1 JEFFREY moved to adopt Ordinance No. FY2011 -04. Alaska modified its workforce investment system in 2003, transforming the State and two local workforce investment boards into one overarching entity, the Alaska Workforce Investment Board (AWIB). This system provided a clear, streamlined, and efficient governance structure. The State was prepared to work closely with the regional councils in support of a stronger overall system of workforce and economic development through AWIB and it would be the state's linkage to the regional councils. AWIB would engage with the regional councils to make better investment decisions at both the local and statewide levels. This ordinance would create the Kodiak Workforce Regional Advisory Council which would interact with AWIB. STUTES moved to amend Ordinance No. FY2011 -04 by substitution. ROLL CALL VOTE ON MOTION TO AMEND CARRIED UNANIMOUSLY: Friend, Fulp, Jeffrey, Kaplan, Lynch, Stutes, and Branson. Mayor Selby opened the public hearing. Seeing and hearing none, Mayor Selby closed the p� ublic t hearing. ROLL CALL VOTE ON MAIN MOTION AS AMENDED CARRIED UNANIMOUSLY: Fulp, Jeffrey, Kaplan, Lynch, Stutes, Branson, and Friend. BOROUGH MANAGER'S REPORT Manager Gifford reported on the following: • 57 vehicles were disposed of through the junk vehicle disposal program during the dates of May 15 to August 12, 2010. • Congratulated the Engineering and Facilities Projects Department for completing a number of projects and provided a project update. MESSAGES FROM THE BOROUGH MAYOR Mayor Selby noted that a letter had been provided to SWAMC outlining the Borough's concerns on the Steller sea lion recovery issues. These concerns would be considered for SWAMC's response to NOAA Fisheries. Mayor Selby acknowledged the loss of former Alaskan Senator Ted Stevens and recognized his forty years of service for Alaskans. UNFINISHED BUSINESS None. NEW BUSINESS Contracts None. Resolutions 1. Resolution No. FY2011 -05 Adopting a Three Year Schedule for Systematic Reevaluation of Taxable Property on the Road System and Five Year Schedule for Remote, Rural Properties Within the Kodiak Island Borough. Kodiak Island Borough Assembly Minutes September 2, 2010 Page 2 JEFFREY moved to adopt Resolution No. FY2011 -05. AS 29.45.150 required a systematic re- evaluation of taxable property to be undertaken by the Assessor with a schedule not to exceed six years. The recent audit conducted by the State Assessor found that neither an ordinance nor resolution existed in Borough codes establishing a schedule in accordance with state requirements. This resolution established a three -year cycle for re- assessment of properties along the road system and a five -year cycle for re- assessment of remote properties. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Jeffrey, Kaplan, Lynch, Stutes, Branson, Friend, and Fulp. Ordinances for Introduction 1. Ordinance No. FY2011 -05 Amending Title 3 Revenue and Finance Chapter 3.40 Personal Property Tax Section 3.40.010 Assessment Return to Change the Date for Filing Personal Property Tax Returns. JEFFREY moved to adopt Ordinance No. FY2011 -05 in first reading to advance to public hearing at the next regular Assembly meeting. Based on recommendations by the State Assessor's Office, the mailing of Notices of Valuation (NOV) was being moved to earlier in the year to allow for adequate time between the end of the appeal period and the Board of Equalization (BOE) meetings. This would give appellants more time after notification of scheduled board dates to prepare for the BOE meetings. In the past, the time between the end of the appeal period and BOE meeting was 10 to 14 days, and notification to absentee appellants gave them limited time to travel and prepare for the BOE proceedings. To move the date of mailings for NOVs required a change of date for personal property filings, as current filling dates were February 15 with extensions to March 15. This ordinance moved the personal property filing date to January 15 with no extensions. Staff review and audit of the returns would be completed with a mailing date of February 28th for the NOVs. The appeal period would be the month of March, with the BOE meetings typically being scheduled on or around the 10th of May and would provide four to five weeks of notification to appellants. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Kaplan, Lynch, Stutes, Branson, Friend, Fulp, and Jeffrey. Other Items 1. Approval of Architectural /Engineering Review Board By -Laws. FRIEND moved to approve the Architectural /Engineering Review Board By -Laws. ;e, • At its regular meeting of August 5, 2010, the Architectural /Engineering Review Board approved the submitted by -laws and recommended forwarding them to the Borough Assembly for approval. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Lynch, Stutes, Branson, Friend, Fulp, Jeffrey, and Kaplan. Kodiak Island Borough Assembly Minutes September 2, 2010 Page 3 2. Declaring a Seat on the Solid Waste Advisory Board Vacant. This item was approved under the consent agenda. On August 16, 2010, Mr. Sebastian Niziol submitted a notice of resignation from the Solid Waste Advisory Board for a term to expire December 2012. The Assembly accepted, with regret, the resignation of Mr. Niziol from the Solid Waste Advisory Board and directed the Borough Clerk to advertise the vacancy per Borough Code. 3. Approval of Planning and Zoning Commission By -Laws. STUTES moved to approve the Planning and Zoning Commission By -Laws. At its regular meeting of June 16, 2010, the Planning and Zoning Commission approved changes to its by -laws and recommended forwarding them to the Assembly for approval. The amendments to the by -laws were provided. ROLL CALL VOTE ON MOTION CARRIED UNANIMOUSLY: Stutes, Branson, Friend, Fulp, Jeffrey, Kaplan, and Lynch. CITIZENS' COMMENTS None. ASSEMBLY MEMBER COMMENTS Assembly members congratulated Paul VanDyke for implementing the GIS program. Assembly member Friend provided an update on the Architectural /Engineering Review Board's proceedings on the Kodiak High School remodel. Assembly member Jeffrey spoke on current issues with the new solid waste system. Manager Gifford provided a status report on Contract No. FY2010 -30. Assembly member Fulp thanked Mayor Selby for the letter to SWAMC regarding the Steller sea lion issue and was glad that the painting of Near Island Bridge was being added to the State Capital Improvement Projects list. Assembly member Branson wished everyone a safe Labor Day weekend. Announcements Mayor Selby announced that the Borough offices would be closed on Monday, September 6, 2010, in observance of the Labor Day holiday. The next Assembly work session would be held on Thursday, September 9, 2010, at 7:30 p.m. in the Borough Conference Room. The next regular meeting was scheduled on Thursday, September 16, 2010, at 7:30 p.m. in the Borough Assembly Chambers. Kodiak Island Borough Assembly Minutes September 2, 2010 Page 4 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 8:15 p.m. KODIAK ISLAND BOROUGH ATTEST: Jerome M. Selby, Mayor Nova M. Javier, MMC, Borough Clerk Approved: Kodiak Island Borough Assembly Minutes September 2. 2010 Page 5 KODIAK ISLAND BOROUGH AGENDA STATEMENT OCTOBER 7, 2010 REGULAR MEETING ITEM NO: 13.A.1 TITLE: Contract No. FY2011 -14 Providence Kodiak Island Counseling Center Services to KIB School District for School Year 2010 -2011. SUMMARY: Attached is the agreement between the Kodiak Island Borough and Providence Kodiak Island Counseling Center ( "Contractor") setting forth the terms and conditions pursuant to the contractor providing mental health services for the Kodiak Island Borough schools. The contractor has worked with the School District to identify and document a mutual understanding of the program's scope and requirements with a focus on ensuring the greatest amount of quality service within the budgeted amount of $381,350. FISCAL NOTES: Account No.: 100- 180- 430 -165 Amount Budgeted: $381,350 Expenditure Required: $381,350 APPROVAL FOR AGENDA: J s RECOMMENDED MOTION: Move to authorize the manager to execute Contract No. FY2011 -14 with Providence Kodiak Island Counseling Center of Kodiak, Alaska to provide mental health services for the 2010 -2011 school year in an amount not to exceed $381,350. MENTAL HEALTH SERVICES THIS AGREEMENT is entered into by and between the Kodiak Island Borough, Alaska ( "Borough ") and Providence Health & Services- Washington dba Providence Kodiak Island Counseling Center. ( "Contractor ") for the purpose of setting forth terms and conditions pursuant to which the Contractor shall be contracted to provide mental health services. WITNESSETH Section 1. INTENT OF AGREEMENT. The Contractor is hereby contracted to provide a Mental Health in the Schools Program as described in the attached annual collaborative plan and fulfill all of the mental health services required by funded grants through the State of Alaska Department of Health and Social Services for community mental health program services. Contractor agrees to be bound by the same collaborative plans and grants. Section 2. SCOPE OF WORK. During Fiscal Year 2011, the Contractor shall provide the staffing required to deliver the services specified in the mental health in the schools collaborative plan and the grants from the State of Alaska. The Contractor will complete all documentation, billing and reporting as specified. The Contractor shall submit a monthly activity report of all activities of the Contractor by the 10` day following the end of each month to the Borough Manager and the School District Superintendent. Futhermore, the Contractor shall provide financial summaries to the Administrative Service Review Team meetings to be held quarterly beginning in calendar year 2011 as mutually agreed to by all parties. Section 3. TERM. Unless earlier terminated, this agreement will remain in effect beginning July 1, 2010 and ending June 30, 2011. This agreement will correspond with the Lease Agreement currently in effect between the Kodiak Island Borough and Providence Health System - Alaska. At any time either the Borough or the Contractor may terminate this agreement by 30 days written notice to the other party. This agreement shall terminate 30 days from the notice if either party gives a written notice of its desire to reopen negotiations to the other party. This agreement shall terminate 30days from the date of such notice without further action by either party and shall be of no further force and effect other than to perform any obligation incurred but not paid prior to termination. However, this agreement will not terminate 30 days from the notice if either party gives a written notice of its desire to reopen negotiations to the other party. If this notice is given before 30 days have passed after a written termination notice has been given, the running of those 30 days shall be tolled for 60 days. During this 60 -day period, the parties will negotiate in good faith. This agreement shall remain fully in force during the 60 -day negotiation period. If the issue has not been resolved to the satisfaction of both parties by the end of the 60 -day period, then the 30 -day termination period, if applicable, will begin running again from where it stopped. Section 4. COMPENSATION. Compensation for all services rendered under this agreement, Contractor shall be paid quarterly in 4 equal installments beginning on October 1, 2010 of $95,337.50 for a total fiscal year 2011 contract amount of $381,350. IN WITNESSETH WHEREOF the parties have executed this Agreement on this 31 day of August 2010. KODIAK ISLAND BOROUGH Providence Health & Services - Washington dba Providence Kodiak Counseling Center Rick Gifford, Borough Manager Susan Humphrey- Beiett Area Operations Administrator ATTEST: Borough Clerk KODIAK ISLAND BOROUGH SCHOOL DISTRICT /PROVIDENCE KODIAK ISLAND COUNSELING CENTER/KODIAK ISLAND BOROUGH SCOPE OF SERVICES FOR THE SCHOOL CLINICIAN PROGRAM FOR THE 2010 -2011 SCHOOL YEAR The Kodiak Island School District (KIBSD), Providence Kodiak Island Counseling Center (PKICC) and the Kodiak Island Borough (KIB) work together in a trilateral agreement to provide school based mental health services. The School Clinician Program funding is appropriated by the Kodiak Island Borough and is reflected as an in -kind budget agreement between the KIBSD and the KIB. Funds for School Clinician Program services are provided to PKICC through a monthly budgetary process. The purpose of this program is to provide quality mental health services to the town and rural schools of KIBSD. Services are generally offered in the schools but also may occur in a variety of settings based on a treatment plan developed to meet the emotional needs of individual students. SERVICES Services include: 1. Mental health counseling for students, including individual, family, and group counseling as needed, with prioritized services to students with IEP recommendations. 2. Private school students on IEP's may receive mental health services recommended by the IEP team in the public school setting. 3. Consultation with teachers, counselors, school psychologists, and school administrators (bi- monthly meeting with all KIBSD School Psychologists, Counselors and Administrators) 4. Assistance in the development of behavioral management strategies for identified students (PKICC School Clinicians will develop treatment plans for each student seen addressing behavioral concerns). 5. Assistance in referral of identified students to appropriate community resources. 6. Topic focused psycho educational classes and groups. 7. Crisis intervention services for acutely distressed or suicidal students. 8. At the request of KIBSD principal /staff, PKICC School Program Team Leader will initiate CISM (Critical Incident Stress Management) services. 9. Psychiatric evaluation services will be provided for up to 3 hours per month as part of the scope of services agreement. 10. PKICC Clinician will be available during summer school. 11. Staff training will be available during teacher in- service week and at the request of the Principal or Administrative Staff 12. A minimum of one parent workshop /training will be available during the year. COLLABORATION PKICC will work with KIBSD to provide an integrated approach in the treatment of Kodiak Island Borough students and families utilizing the skill and expertise of School Clinicians as well as other PKICC staff when needed to provide support and quality mental health care. This includes services by the PKICC Clinical Director /Board Certified Psychiatrist, other multi - disciplinary team members, and the PKICC Director. To foster good communication and collaboration between KIBSD and PKICC, a core group representing administrative and counseling staff will meet bi- monthly throughout the year. STAFFING The School Clinician Program will be staffed with four Clinician 1 FTE's providing direct service within the schools and .3 FTE for supervision by a licensed professional counselor or social worker. Staff assignments will include one FTE in the High School, one FTE in the Middle School, two FTE's in the Elementary Schools. Each staff member will have one or more village responsibilities. Changes in staff assignments will be discussed with the KIBSD Director of Special Service. In the event of a need to hire new staff, PKICC will invite a representative from KIBSD to participate in an interview panel. KIBSD will choose their own representative. In the school year, PKICC Clinicians will travel to village schools as designated by KIBSD Superintendent. Each visit will provide at least one school day of service to students and staff with no more than 9 visits per year per village. To facilitate collaboration and increase support for village school staff PKICC Clinicians will initiate regular e -mail communication with designated village school staff and structure their schedules to allow for support. PKICC Clinicians will also participate in teleconference meetings with village school staff as scheduled by both KIBSD and KANA. Unfilled positions or leave of more than 10 consecutive school days will be discussed with the KIBSD and additional staff within PKICC will be appointed to provide coverage for the caseload. If additional staff is not immediately available within PKICC, the center will advertise for a short-term or long -term position. PKICC will provide monthly service reports that detail the number of service days provided by each School Clinician to the village and town schools. Specific dates for leave of absence or unfilled positions will be provided as well. These reports will be due by the 10th of each month and will be provided to the KIBSD and the KIB. JOB CLASSIFICATIONS AND DEFINITIONS CLINICIAN I Clinical position providing mental health services to children, adolescents and adults. PKICC School Clinicians are responsible for referring a child or family to a higher level of care when needed. Provides crisis and emergency services as necessary. PKICC School Clinicians are supervised by a licensed clinician. Is responsible for taking calls for emergencies on a rotating basis. All Clinician I staff are supervised by a master's level licensed supervisor (School Program Team Leader). The School Program Team Leader is directly supervised by the PKICC Clinical Director. SCHOOL CLINICIAN PROGRAM TEAM LEADER Manages School Program, supervises school clinicians, and ensures program provided services consistent with the accepted best practice mental health practices. Member of agency's Management Team. Provides direct clinical services and emergency on -call coverage on a rotating basis. PSYCHIATRIST (Clinical Director) The Clinical Director supervises all clinical activities of the Providence Kodiak Island Counseling Center. The Clinical Director also assists with the management of all program activities and operations in partnership with the Director. Consults with the Director on all Center activities and functions. As a member of the Center's management team, is responsible for coordination of clinical mental health services and is capable of acting both independently and interdependently as responsibilities dictate. Provides complex, high -level mental health services as appropriate to professional credential and Center needs, including crisis and emergency services to adults, adolescents, and children. Supervises, evaluates, and coordinates activities of clinical personnel engaged in providing mental health services throughout the Counseling Center, managing all clinical services within accepted standards of mental health practice. PKICC DIRECTOR The Director supervises all administrative activities of the Providence Kodiak Island counseling Center. Plans operations and coordinates with Team Leaders; Consults with the Clinical Director on all Center activities and functions. Resolves conflict between groups and individuals. Analyzes and evaluates staffing, goals and objectives, budgets, financial strategies, and operating functions. REFERRAL SERVICES Services provided in the school setting will be predominantly psycho educational or behavioral in nature. Parent or guardians written permission is necessary for a child to receive counseling services in school. Students with a significant psychiatric disorder, or those who may be appropriate to receive, or are already receiving, therapeutic services will be referred to PKICC or another appropriate agency or private practice. Counseling services provided by PKICC staff other that the school based counselors, are not a provision of this agreement. Families will make both clinical and financial arrangements directly with PKICC. Providence Kodiak Island Counseling Center will bill individual insurance companies and/or families as appropriate and will provide a Sliding Scale Fee Program to qualify referred clients. PKICC School Clinicians, KIBSD school staff, agency provider, and private practice individuals will work collaboratively in the best interest of the student and family. 2 / Welby Ten ? �n.D., Clinical Director Stewart McDonald, uperintga • Providence-I M �odiak Island Kodiak Island Borough School District Counseling Center _ Melanie Nelson, Director Heather Martens, D irector Special Services Providence Kodiak Island Kodiak Island Borough School District Counseling Center Rick Gifford, Borough Manager Kodiak Island Borough KODIAK ISLAND BOROUGH AGENDA STATEMENT OCTOBER 7, 2010 REGULAR MEETING ITEM NO: 13.A.2 TITLE: Contract No. FY2011 -15 Purchase and Install Warning Sirens and Train Local Personnel in Old Harbor, Ouzinkie, Larsen Bay, and Akhiok on the Operations and Maintenance of these Sirens. SUMMARY: The Borough received a number of grants to install warning sirens in remote communities around the island. One grant was a State legislative grant for $100,000. We also received a number of other grants from the Division of Emergency Management totaling $180,000 to locate sirens in rural communities around the island. The scope of work for this project includes installing warning sirens, making sure they are operational, as well as providing training to local personnel on siren operation and maintenance. The recent focus on providing sirens on Kodiak Island is actually part of a larger overall State effort to have a network of sirens operational along coastal Alaska which is considered a vulnerable area for natural hazards. The Borough advertised, bid the project, and received one response from a siren manufacturer. Other potential siren manufacturing firms contacted local contractors only to find out that local firms continue to have a full plate of work. They did not bid. The single bid submitted is from a signal manufacturer that has an Anchorage office and uses off - island Alaskan contractors to perform any of the work required. Federal Signal Corporation's bid of $202,518 performs the work requested. This firm is presently installing sirens along the Aleutian Chain in communities like Atka, Nikolski etc. and has performed similar work in other places in Alaska like Little Diomede Island and Valdez. A call to the State about only receiving one bid was not met with concern as they are familiar with this firm and its work. We are being urged to continue forward as the grant money is originally from the Federal government with a deadline to perform the work by the end of the calendar year. Staff recommends approval of this bid and recommends moving forward with the award of this contract to meet the grant expiration date. FISCAL NOTES: Account No.: 430 - 530 - 7009 -6 - $100,000 Account No.: 430 - 530 -10025 — $135,000 Account No: 430 - 530 -10026 - $45,000 Amount Budgeted: $280,000 APPROVAL FOR AGENDA: e r,C a 0*,r7/ � RECOMMENDED MOTION: Move to authorize the manager to execute Contract No. FY2011- 15 with Federal Signal Corporation of University Park, IL for the purchase and installation of warning sirens and training of local personnel in Old Harbor, Ouzinkie, Larsen Bay, and Akhiok on the oOperations and maintenance of these sirens in the amount not to exceed $202,518. AGREEMENT FOR PROCUREMENT, TRANSPORT, INSTALLATION AND TRAINING VILLAGE WARNING SIRENS THIS AGREEMENT made this day of 2010, by and between the Kodiak Island Borough and Federal Signal Corporation, hereinafter called the Contractor. WITNESSETH: That the Kodiak Island Borough and Contractor for the consideration hereinafter recited agree as follows: 1. Project: The Contractor agrees to and performs services as necessary for the professional completion of the project which shall be defined by the following Scope of Work and any additional specifications and addenda thereto which are signed by the parties or incorporated herein as part of this Agreement, which documents are hereinafter referred to as the Contract Documents. The services provided shall be of professional quality, to the reasonable satisfaction of the Project Manager. • TASK 1: Procure four (4) warning sirens Contractor will be responsible for the manufacture and procurement of four (4) ECLIPSE 8 warning sirens to be located in 4 distinct villages located at various locations around Kodiak Island. The Project Manager will provide and compile the available information such as aerial photos where sirens are to be located. Project Manager shall provide local input and knowledge on the project and specifically on the pre- determined sites. • TASK 2: Transport sirens to desired locations. Contractor will be responsible for the transportation of warning sirens to the communities. The Project Manager will provide transportation information to include local barge and/or air taxi services that make regular stops in the various village locations. • TASK 3: Installation of Siren Contractor will erect and install warning sirens based on the following schedule: 1. Ouzinkie — Pole /tower Mount at the City Water Tower 2. Old Harbor — Pole Mount on Power Pole across from the public safety building 3. Akhiok — At the Akhiok School 4. Larsen Bay — At the Larsen Bay School • TASK 4: System Optimization and Local Official Training Contractor will provide turn -key operation of the units along with remote telephonic activation. Local training in the operation and maintenance of the sirens will be provided. 2. Job Commencement and Performance. (a) The Contractor shall commence work on this project on the day of 2010. The anticipated project schedule is as follows: Contract Award — October 7 2010 Notice to Proceed — October 8 2010 3. Project Manager. The project manager shall be the Director of the Community and Development 4. Compensation. The Kodiak Island Borough agrees to pay to the Contractor as compensation for services $ 202,518.00. 5. Payment. Payment shall be made at monthly intervals subject to receipt by the Kodiak Island Borough of invoices for payment from the Contractor that it has performed the services and is entitled to the amount requested under the terms of this Agreement. The monthly payments due shall be equal to the actual time and materials spent on the project as of the date of the request. The Contractor shall prepare monthly invoices and progress reports which clearly indicate the progress to date and the amount of compensation due. The Contractor shall provide any additional information, which the Kodiak Island Borough may reasonably require in support of any payment request. All requests for payment shall be for work completed unless otherwise agreed to by the Kodiak Island Borough. Monthly invoices shall be delivered to the Kodiak Island Borough no later than the end of the month and shall be paid within thirty (30) days from the date of the invoice unless the Kodiak Island Borough shall notify the Contractor in writing of its reason for not making payment of the sums requested. 6. Indemnification. The Contractor specifically obligates itself to the Kodiak Island Borough in the following respects to wit: (1) to indemnify the Kodiak Island Borough against and save it harmless from any and all claims, suites, liability, on account of any negligent act or omission of the Contractor, or any of its officers, agents, employees or servants; (ii) to pay for all materials furnished and services performed by the Contractor's Subconsultants or suppliers after the Contractor's has been paid by the Kodiak Island Borough for the same under this Agreement. 7. Claims. (a) Partial payments for work performed under this Agreement will equal the value of the work done by the Contractor at the agreed price, less the sum of previous payments as provided above; provided that the Contractor is not indebted to the Kodiak Island Borough or anyone else for professional services, fringes, taxes, supplies, materials, equipment, rental or other proper charges against the services covered by the Kodiak Island Borough from any payment or payments made under this provision. (b) The Contractor must notify the Kodiak Island Borough or its agent of any and all claims for costs in excess of the contract amount within ten (10) days of incurring such costs. 8. Changes and Modifications. (a) The Kodiak Island Borough may, at any time by written order signed by the Project Manager of the Kodiak Island Borough, make changes in the specifications for services hereunder or in the project schedule. Any additions or reductions to the amount of this Agreement resulting from authorized changes whether initiated by Contractor or the Kodiak Island Borough must be agreed upon in writing by both parties hereto, subject to the contract and sale provisions of the Kodiak Island Borough Code. (b) The cost or credit to the Kodiak Island Borough resulting from a change in the services or in the project schedule shall be determined as follows: (1) By mutual acceptance of a lump sum properly itemized and supported by sufficient substantiating data to permit evaluation; or (2) By the hourly fees stated in the contract documents or subsequently agreed upon. 9. Prosecution of Work. The Contractor shall persecute the work in a prompt and diligent manner whenever such work or any part of it becomes available, in order to promote the general progress of the entire project. Upon written request by the Kodiak Island Borough, the Contractor shall furnish to the Kodiak Island Borough such evidence as the Kodiak Island Borough may require relating to the ability of the Contractor to complete the project. 10. Delays. In the event the Contractor's performance is delayed or interfered with by acts of the Kodiak Island Borough, or any other justifiable cause beyond the control of the Contractor, it may request an extension of time for the performance of same. 11. Approvals, The Contractor shall obtain and pay for permits, licenses, and official inspections made necessary by its work, and shall comply with all laws, ordinances and regulations bearing on his work and the conduct thereof 12. Stop Work. (a) If the Contractor fails to correct defective services as required herein or persistently fails to carry out the project in accordance with the contract documents, the Kodiak Island Borough, by a written order signed personally or by an agent may order the Contractor to stop work, or any portion thereof, until the cause for such order has been eliminated; however, this right of the Kodiak Island Borough to stop work shall not give rise to any duty on the part of the Kodiak Island Borough to exercise this right for the benefit of the Contractor or any other person or entity. (b) If the Contractor defaults or neglects to carry out the work in accordance with the contract documents and fails within fourteen (14) days after receipt of written notice from the Kodiak Island Borough to commence and continue correction of such default or neglect with diligence and promptness, the Kodiak Island Borough may, after seven (7) days following receipt by the Contractor of an additional written notice and without prejudice to any other remedy it may have, make good such deficiencies but use its best efforts to mitigate the cost of curing such default. In such case an appropriate change order shall be issued deducting from the payments then or thereafter due the Contractor the cost of correcting such deficiencies, including compensation for the Project Manager's additional services made necessary by such default, neglect, or failure. 13. Time. (a) Definitions: (1) Unless otherwise provided, the contract time is the period of time allotted in this Agreement for substantial completion of the project. (2) The date of commencement of the project is the date established in this Agreement as set forth above. (3) The date of substantial completion of the project or designated portion thereof is the date certified by the Project Manager when the project is sufficiently complete, in accordance with the contract documents, so the Kodiak Island Borough can utilize the project or designated portion thereof for the use for which it is intended. (4) The date of final completion is the date that the Kodiak Island Borough certifies either orally or in writing that the project is finished. (5) The term day as used in the contract documents shall mean calendar day unless otherwise specifically designated. (a) All time limits set forth herein are of the essences of this Agreement. 14. Payments Withheld. (a) The Kodiak Island Borough may withhold payments from the Contractor for any of the following reasons: a. The application for payment mistakes the amount of services completed. b. Defective services not remedied; c. Third party claims filed or reasonable evidence indicating probable filing of such claims; d. Failure of the Contractor to make payments properly to consultants and subcontractors or for professional services, materials or equipment after the Contractor has been paid for the same; e. Reasonable evidence that the project cannot be completed for the unpaid balance of the contract sum; f. Reasonable evidence that the project will not be completed within the contract time; g. Persistent failure to perform the services in accordance with the contract documents. 15. Final Completion and Final Payment. If the project is totally complete the Kodiak Island Borough will cause a final certificate of payment to issue and make payment to the Contractor within ten (10) days of the date that the project was certified as finally complete on the conditions set forth below. 16. Termination and Default. (a) If the Contractor is adjudged as bankrupt, or if it makes a general assignment for the benefit of its creditors, or if a receiver is appointed on account of its insolvency, or if it refuses or fails, except in cases for which extension of time is provided, to supply enough properly skilled professionals or proper services, or if it fails to make prompt payment to subcontractors or for materials or labor after it has been paid, or persistently disregards laws, ordinances, rules, regulations, or order of any public authority having jurisdiction, or otherwise is guilty of a violation of a provision of this Agreement, then the Kodiak Island Borough may, without prejudice to any right or remedy and after giving the Contractor seven (7) days written notice, terminate the employment of the Contractor and take possession of all materials and documents prepared by the Contractor in connection with the project, and may finish the work by whatever method may be deemed expedient. In such case the Contractor shall not be entitled to receive any further payment until the work is finished. (b) If the unpaid balance of the contract sum exceeds the costs of finishing the project, including compensation for the Project Manager's additional services made necessary thereby, such excess shall be paid to the Contractor. The amount to be paid to the Contractor shall be certified by the Project Manager, upon application, and this obligation for payment shall survive the termination of the contract. 17. Assignment. This Agreement shall not be assigned by operation of law or through negotiated agreement by the Contractor without the written permission of Kodiak Island Borough. However, subcontracting portions of the project to be performed pursuant to this Agreement shall not be considered an assignment for the purposes of this Agreement. 18. No Waiver. Failure of the Kodiak Island Borough or the Contractor to enforce a specific section of this Agreement against one another or to enforce a particular demand of the Kodiak Island Borough or the Contractor made pursuant to the terms of this Agreement shall not effect a waiver of any of the Kodiak Island Borough's or the Contractor's rights and powers as set forth in this Agreement. 19. Written Notice. Written notice shall be deemed to have been duly served if delivered in person to the individual or member of the firm or entity or to an officer of the corporation for whom it was intended, or if delivered at or sent by registered or certified mail to the last business address known to him who gives the notice. 20. Integration. The Agreement and referenced documents represent the entire integrated agreement between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. 21. Notice. Written notice pursuant to this Contract shall be deemed delivered to either party if hand delivered to a superintendent or officer of a party or mailed to the parties at the following addresses: Kodiak Island Borough Contractor: Federal Signal Corporation Office of the Manager Address: 2645 Federal Signal Drive 710 Mill Bay Road City and State: University Park IL. 60484 Kodiak, AK 99615 -6398 22. Kodiak Island Borough Furnished Data. Kodiak Island Borough will provide to the Contractor all data in Kodiak Island Borough's possession relating to the Contractor's services on the Project. The Contractor will reasonably rely upon the accuracy, timeliness and completeness of the information provided by Kodiak Island Borough. 23. Reuse of Project Documents. All reports, documents and other deliverables of the Contractor, whether in hard copy or in electronic form, are instruments of service for this Project, whether the Project is completed or not. Reuse on another project, change, or alteration by Kodiak Island Borough or by others acting through or on behalf of Kodiak Island Borough of any such instruments of service without the written permission of the Contractor will be at Kodiak Island Borough's sole risk. 24. Litigation Assistance. The Scope of Services does not include costs of the Contractor for required or requested assistance to support, prepare, document, bring, defend or assist in litigation undertaken or defended by Kodiak Island Borough. All such Services required or requested of the Contractor by Kodiak Island Borough, except for suits or claims between the parties to this agreement, will be reimbursed as mutually agreed, and payment for such Services shall be in accordance with Section 5, unless and until there is a finding by a court or arbitrator that the Contractor's sole negligence caused Kodiak Island Borough's damage. KODIAK ISLAND BOROUGH CONTRACTOR By: By: Rick Gifford, Borough Manager Greg Sink, Director of Commercial Operations By: Charles E. Cassidy, Director Community Development Department ATTEST: Nova M. Javier, CMC Borough Clerk Sop 08 10 0224p AlstorMarkating (907)336 - 7912 P.2 (s Village Warning Sirens BID SCHEDULE- Phase II (Akhiiok, Laren Bay, Ouzinkle, Old Harbor) FEDERAL SIGNAL CORPORATION , in strict conformance with the Contract Documents, will perform all of the work for the Project for the lump sum price of: art /i r e Tarn t basaiveit .irn1 r( e s a7C2.?, 478, cv Unit Prices for. 1. Production of four (4) specified sirens $ /,9 34? 3 D per siren. 2. Transport, Installation, Optimization and testing of each system, training of local officials in the operation and maintenance of siren systems. $ 31) 364 °" per siren Date: - g' cQo /O Respectfully submitted: By: Federal Signal Corporation Contracting Firm (Seal if by Corporation) ale Greg t k Signature Director of Commercial Operations Title 2645 Federal Signal Drive University Park, IL 60484 Business Address Akhiok, Larsen Bay. Oak.nkte and Old Horne:- darning S:re1a 31d Schedule, Addendum r1 - Page 1 of (\ KODIAK ISLAND BOROUGH AGENDA STATEMENT OCTOBER 7, 2010 REGULAR MEETING ITEM NO: 13.D.1 TITLE: Approval of Matching Funds for the Alaska Fisheries Development Foundation Grant SUMMARY: The Kodiak Chamber of Commerce has applied for a grant from the Alaska Fisheries Development Foundation (AFDF). The grant funds would be used to market Kodiak salmon as a unique product based on the use of renewable energy sources for processing. The marketing approach would use a mix of direct contact, traditional media and social media channels, as well as collaborative efforts with other organizations to help promote and position Kodiak harvested and processed salmon as a unique product, based on the use of renewable energy sources for processing. The Kodiak Chamber of Commerce is contracted by the City of Kodiak and the Kodiak Island Borough to provide economic development services within the Kodiak Island Borough. This project meets the goal of achieving stability and diversification in the fishing industry with the Kodiak Region. The AFDF is willing to provide a $17,000 matching grant. The Kodiak Chamber of Commerce is requesting that the Kodiak Island Borough provide the match of $17,000. Funding would come from the Economic Development Department. FISCAL NOTES: Account No.: 100 - 160 - 448 -362 Amount Budgeted: $22,000 Expenditure Required: $17,000 APPROVAL FOR AGENDA: I l RECOMMENDED MOTION: Authorize the manager to expend funds in the amount of $17,000 to the Kodiak Chamber of Commerce as matching grant funds for a $17,000 grant provided from the Alaska Fisheries Development Foundation. Form Ver. 06/30/2009 d rprn Treuoy grower • RESPONSE TO AFDF "ENERGY USE" RFP $ ` � t j a w � ,; , ��g � , U 4 ,, i 9 `�: a y " r tit R ti 7� o a m 0 .,m s i - c0, 4 3b1 ^"fva d +;, t $ , - v ''H i % `3F : 5'` �' �atw yn B-'141 W r w, at � f fix .` „� ' ty 'r , j 44; y :.,c t , " e : y ` °�"'""r :::07..v,'...:., , ,,14. , d �"` w a; y ytig obN. -y�e� $ v 0 ' 3t a°f` o f g igt. ' . v "++n ; ;5 3 " "'t S h y i. r.:-.,,?,;...*;: h1r e r � d i s � `� It g . 8 2 , yam, 3 Vi e,- • i �4'+b„" 1 C ry 7 ",4 ' sz G 1 ,.' 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G - ' "fl�` ` i a i s k k- 4 s 4 �y�" y 1 h l}} $ , V ;. y . x a e i . kP∎ `k c , t YS . d v 1 t ..M1 } l Y ° ti``fi 4. e „ . ,j),.P ,� 5p �� ` n b� k A-'Nry `A1 \ � t4" rV\ � 9'� P �Y{ k � y 't �N � U 3 G }� � ' . �1�: .' � G v,1,y ` �� ''.d ' + Zf .,G �.. 0 r'' , 1 ti tf T l x�u&" ;�.Y. �, } n � 0xa1 A u ap`. Y1 r Flyd F mUS i -.'a � �. .� ;�� ' r r '"at , �' iV '' ..* • x , i ° �74 , , ) tx at}a,:.,$.S st �� a alR1q , a r Kodiak Chamber of Commerce • 100 E Marine Way = 300 • Kodiak, AK 99615 -6306 (907) 966 -5557 • • Table of Contents Introduction 1 To the AFDF Project Review Committee: 1 Something Revolutionary is Happening in Kodiak 1 The Benefits of "Green" Promotion to the Salmon Industry, the Local Community and the Broader Alaska Seafood Industry. 1 How the Closed System Works 2 Statement of Work 3 Project Title: 3 Project Manager: 3 Project Start /End Date: 3 Project Description: 3 Objectives: 3 Results /Deliverable Products: 3 Benefits to Salmon Fisheries /Salmon Fishers /Communities: 4 Project Milestones and Timelines: 4 Partners: 4 Budget 7 Kodiak Chamber of Commerce Response to AFDF RFP It's Already Award Winning and Newsworthy 9 From the Anchorage Daily News to the Discovery Channel 9 Leveraging Social Media Channels 9 Campaign Overview 10 Signature Graphics /Brand Identity for Campaign 10 Traditional Media Strategy 11 Local Community Outreach 11 Targeted Efforts towards Wholesale Buyers 12 More General Industry Outreach 12 Appendix A - Recent Media Coverage 13 Alaska Journal of Commerce 13' Kodiak Daily Mirror 14 Anchorage Daily News 17 Discovery Channel 18 Kodiak Chamber of Commerce Response to AFOF RFP • Introduction • To the AFDF Project Review Committee: Something Revolutionary is Happening in Kodiak It has been just over a year since the Kodiak Electric Association ( "KEA ") began operating three new 1.5 megawatt wind turbines atop Pillar Mountain. Unlike other wind farms large and small though, these wind turbines are part of a closed system that also includes the Terror Lake Dam and diesel -based generation capacity. KEA's goal is to be using renewable energy resources - wind and hydro - for 95% of the island community's needs by 2020. And the seafood processing industry - in particular, salmon processors - are becoming the industrial showcase for this "green" effort. The Benefits of "Green" Promotion to the Salmon Industry, the Local Community and the Broader Alaska Seafood Industry. There are a lot of seafood industry, governmental and non - governmental organizations touting "sustainable" fisheries, and Alaska is widely considered the role model for science -based sustainable management practices, The Marine Stewardship Council, the Monterey Bay Aquarium, the Alaska Seafood Marketing Institute, the Genuine Alaska Pollock Producers and many more ... all use some level of public education to make their case. It is a growing and crowded field. At the same time, Alaska's salmon fisheries have been competing against farmed and (to a lesser extent) wild salmon for more than a decade no and we have all witnessed the segmentation of those markets based on a variety of consumer benefits - from price to health - and the emergence of regional brands to maintain market positions. Think Copper River, Aleutia, Arctic Keta, Kenai Wild, etc. M 4 2 }'1 ! . ��((\� 1,5, ,•,. n jN 4 \{� t e V y ` y 4 ,. t 40 C7 � �iU\ "A �t 4 �.�tN M �1 1 \�N�S" �, `lY O t� W A }1�;, � 1r �/�' -� �q"' #pl k \ ' \'�` \' "r° (4 M aidiN ilea ^tC� 0.#.X FF Yi 4 oGt ;( 1 Qu`'+ a "� p� i S� `N i t hd �4 �4^ 2 a :* t 1 ' tit I � �� a +�X � $ � t�' �L� t ' ' Fa�,v }h�; 2�� ld �� ,l r F " � j ' . " � qilercrel., C l ,, :? -n age r ""p i q 1 a h , rc * fill vN i - r 4' v + ` 'w s t ' `� M1 �' t 0 R4 � n ` 1 `t apt *, F a r r �` s yg n R s ta �S r : Vt ":11,.;', 4 0 , A h 9p ,v'N a " x "' 4 "� N M ' } ' . . " 4 �r > U p. Y �y R.1 1 v ^1 4 t �a , v �� v F tY' �'@ n 4, 1 r w ° v 'iE ` a t' ,a., I � vR ce Oat: Vet ea11 k m � a 4 t \4 y , i ' ` , t r Ss . ' .. x y ' + .r u � "w4n'7 + r'm v v�' vr``" � }+ 3 d s r x s Y " ¢ a ' y .. ; 15 Y TA t r4 > x F� l t � <f" 1 n � 11ce . "` ,17 ,,, i a w ` �"`7 , y v + � � hgg :gt , �.g 3 l l ` "" C a . M1 v t 'WthiS t ra a d 4 z i . 4i'' �, + s , a \ ' '' F 4 . k 4 ` . .04 ) 4 1 kl "O n2 ) t v4 s k i,a's"lh %1�Citli�hc �y 1a a . ..� c� aal ' � � S� �, t �, 1 � j F k �' �,"' � .',.A. s . , \ er -' Y ki 044.' � 1op sAt • :e »\tit 4 Kodiak Is recognized worldwide for it's seafood, wilderness and Island Seafoods was one of the first processors to start promoting the unique lifestyle. This campaign will build on those emotional brand use of sustainable energy in the marketing of it's seafood products. attributes. Take a close look at those islands. Kodiak Chamber of Commerce Response to AFDF RFP 1 Unlike those other branding and certification efforts, Kodiak- sourced and processed salmon now has a completely unique marketing opportunity - based on the use of renewable energy and the elimination of the associated "carbon footprint" associated with diesel and other forms of fossil fuel power generation. It is almost inevitable that Alaska's seafood industry will fall under increasing scrutiny about it's aggregate carbon footprint sometime in the future. For Kodiak and it's fishermen and processors, this is an opportunity to get ahead of the issue. Finally, this project is consistent with the long -term efforts of the Kodiak Chamber of Commerce and the local seafood industry. For many years the Kodiak Chamber has been working to develop marketing opportunities through organizations like the Kodiak Branding and Marketing Committee. The Kodiak Chamber of Commerce will continue it's role as administrator for the AFDF grant, provide grant accounting capability, grant reporting and other needed support services. The Kodiak Chamber of Commerce is contracted by the City of Kodiak and the Kodiak Island Borough to provide economic development services within the Kodiak Island Borough. This project meets with our goal of achieving stability and diversification in the fishing industry within the Kodiak Region. For this project we are requesting a $20,000 AFDF grant to be matched by a $20,000 Kodiak Island Borough grant. How the Closed System Works In just it's first year of operations, the KEA wind turbine project on Pillar Mountain was awarded the 2009 Wind Cooperative of the Year Award by the Rural Electric Cooperative Association. Why did such a remote and relatively small (by Outside standards) wind turbine project receive this national attention? In part because of the unique manner in which KEA has tied it to the Terror Lake Dam to further their goal to use renewable energy for more than 95% of the community's needs within the next ten years. Simply put, when the wind turbines are generating power it reduces demand on the hydroelectric system, allowing KEA to store more water behind the dam. Then, when production from the wind turbines drop due to a lack of wind, the reserves in the dam can be tapped to take on more of the community's load. Diesel generation of electricity is used to fill in any lack of supply that cannot be met through renewables. Thank you for considering this proposal. Trevor Brown, Executive Director • Kodiak Chamber of Commerce Kodiak Chamber of Commerce Response to AFDF RFP • • Statement of Work Project Title: Sustainable Salmon, Renewable Power Project Manager: Trevor Brown, Executive Director, Kodiak Chamber of Commerce Project Start /End Date: November 1, 2010 to April 30, 2011. The materials, social media channels and other initiatives created through this grant will continue well past the End Date. • Project Description: To use a mix of direct contact, traditional media and social media channels, as well as collaborative efforts with other organizations to help promote and position Kodiak harvested and processed salmon as a unique product, based on the use of renewable energy sources for processing. Objectives: Our first priority is to create awareness at the wholesale level, bot domestically and internationally. Our second priority is to create awareness at the local and consumer level, particularly with "foodies ", because the use of social media channels is so strong within these groups and this allows our message to be broadcast to large numbers of people.Ultimately this is an effort to launch a campaign which can then be extended and amplified by the salmon industry itself. Results /Deliverable Products: (1) Signature graphics for campaign, (2) broadcast through a variety of social media channels, (3) broadcast through traditional media channels, (4) amplification through complimentary channels and marketing teams, (5) local community outreach, to leverage local pride and personal social media opportunities, (6) targeted efforts towards wholesale buyers, and (7) more general industry outreach. Kodiak Chamber of Commerce Response to AFDF RFP 3 Benefits to Salmon Fisheries /Salmon Fishers /Communities: Promote and position Kodiak harvested and processed salmon as a unique product, based on the use of renewable energy sources for processing. Project Milestones and Timelines: t k ( 4 } lv I � i f F ' , ¢ �l'o r '� A- rma �f AC1 1 Y ,- ' w t,, �� Weeks 1 & 2 Finalize contract. Begin collecting digital assets and material. Weeks 3 & 4 First face to face meeting. Finalize scope and concepts. Continue In Kodiak. collecting materials. Conduct Kodiak based interviews. Weeks 5 & 6 Begin production of graphic materials. Begin development of First round of client social media messages and scripts. approvals. Weeks 7 & 8 Revisions provided to the client, production begins. Final approval of major elements. Weeks 9 & 10 Materials, message and video production including printing. Christmas and New Years. Social media channels and contact lists finalized. Weeks 11 & 12 Campaign soft launch. Weeks 13 & 14 Campaign full launch. Weeks 15 - 26 Campaign maintenance. End Date: April 30, 2011 Partners: Kodiak Chamber of Commerce The Kodiak Chamber of Commerce has a working relationship with local fishermen, processors, businesses, and government. The Kodiak Chamber of Commerce has made initial contact with the Kodiak Island Borough and feels confident that it will be able to secure a matching grant through the Assembly. The matching grant would be Kodiak's share in this effort and will double the amount available to develop this project. As the Kodiak Chamber of Commerce's primary contact, Trevor Brown will oversee and manage our role in the AFDF grant program. The Chamber of Commerce has had extensive Kodiak Chamber of Commerce Response to AFDF RIP 4 experience in the past years with project management. It has recently managed the following grants: Alaska Fisheries Marketing Board Grant with Matching Kodiak Island Borough Grant — " Star of Kodiak Regional Branding" — $50,000 - complete United States Department of Agriculture Rural Business Enterprise Grant — "Cold Storage Facility Using Waste Heat or Waste Oil to Power an Ammonia Absorption Refrigeration Process" — $15,000 — complete. Department of Labor and Workforce Development Division of Vocational Rehabilitation — "Job Creation Grant Program Pilot Project" - $40,000 — complete. Department of Labor and Workforce Development Division of Vocational Rehabilitation — "Job Creation Grant Program Phase II" - $40,000 — complete. Department of Community and Economic Development Regional Salmon Marketing Mini -Grant t . Program — "Kodiak Pink and Coho Salmon Marketing Project" - $130,000 — complete. ,.• Department of Commerce Community and Economic Development — r. h„ , "Kodiak Regional Salmon Marketing Project" - $80,000 - complete ' 7 / Vrf t 5 Waterfront Associates. LLC. 1 'Mo� , FISHERIES ;« Waterfront Associates, founded in 1988, has represented Alaska f $ ' Y.-STARTS ' coastal communities and commercial fisheries since it's. • •'+ Unl:raa,in lM,klu: y \,sapwn. v. rv"mnu`£.f „e,e incep tion. It's list of Alaska clients and projects is long, and founder Steve Minor is well known. In his role as managing ” partner of Waterfront Associates, he heads the creative team that is developing the large volume of material needed for the Marine Conservation Alliance SeaAlliance campaign. He is also ;=e; ;,';; Executive Director of the North Pacific Crab Association and Chairman of the joint Board of Fish and North Pacific Fishery !4. � � l Management Council's crab advisory committee. He previously 0"0 `" s« a, a e atM �j%\Ae+o "d+y��c�..are,�,K,C.� �`�`.,�`"xw'��^3wp�saw +.rsi� spent six years as Business Manager of one of western Alaska's Interactive Newsletter, inviting major Community Development Quota ( "CDQ ") groups. Steve media outlets and reporters to access the understands the business of fish. SeaAlliance campaign. Kodiak Chamber of commerce Response to AFDF RFP Karen Tarica will also be a member of the creative team. As the former Communications Director for The Marine Stewardship Council (MSC), and later as a consultant to The Marine Stewardship Council (MSC), The Alaska Seafood Marketing Institute (ASMI), and the At -sea Processors Association (APA), Karens focus is on projects that involve education about sustainable seafood. Finally, William Rink will also be assigned to this project as Creative Director; Bill has worked with several recognizable Alaska fisheries entities and projects including the Alaska Seafood Cooperative, the SeaAlliance campaign, the Abundant Oceans campaign, the Marine Conservation Alliance, Kodiak's own Comfish Alaska, the western Alaska CDQ group Central Bering Sea Fishermans Association, the wholly -owned CDQ subsidiary MSDH, the North Pacific Crab Association, Senator Ted Stevens and the McDowell Group. to 1A \ P �1�'knr �• y Pf sL4 Src , - taritteri ✓\e molly r.754 ' T J A new name and brand look for the Bering Sea "Amendment 80" fleet, developed by the Waterfront team as part of a larger campaign to reposition the fisheries after they gained MSC certification for several of their target species. Kodiak Chamber of Commerce Response to A1196 RCP 6 Budget '11 r • - f .. Line items are: Salaries, Travel, Contracts, Supplies, and Equipment. Equipment is purchases of equipment over $5,000 per item. Round all funds to nearest dollar. The State of Alaska fiscal year is July 1st to June 30 therefore, FY07 is July 1, 2006 to June 30, 2007. FY09 FY10 Total 100 Personnel 0.00 0.00 0.00 200 Travel 0.00 0.00 0.00 300 Contractual 0.00 0.00 20,000.00 400 Supplies 0.00 2000.00 20,000.00 500 Equipment 0.00 0.00 0.00 Total Direct Costs 0.00 2000.00 40,000.00 Budget Narrative - Note: The Kodiak Chamber of Commerce has made initial contact with the Kodiak Island Borough and feels confident that it will be able to secure a matching grant through the Assembly. The matching grant would be Kodiak's share in this effort and will double the amount available to develop this project. Therefore, the budget above is for the entire project, but the requested AFDF share is just 50 %, or $20,000. 100 Personnel: Costs cover salary and benefits Position Salary Hours Costs Total Cost 0.00 200 Travel: Travel includes Kodiak Chamber of Commerce Response to AFDF REP Location FYXX Traveler Purpose Number Airfare Per Other Total To and of Trips Diem From Total Cost 0.00 No foreign travel will be authorized in these projects. 300 Contractual: Contracts include Item Purpose Cost Waterfront Associates Campaign Services as Described 20,000.00 Total Cost 20,000.00 Note: Contracts include services including freight. 400 Supplies: Costs include Item Purpose Cost Copies, telecon, mist Kodiak Chamber supplies consumed as project 2,000.00 administrator. Marketing Materials For processors, wholesalers and retailers 18,000.00 Total Cost 20,000.00 Note: This portion of the budget is assumed to be covered by the Kodiak Island Borough matching grant 500 Equipment: Costs include Item Purpose Cost Total Cost 0.00 Note: Equipment is for >$5000 per item. Kodiak Chamber of Commerce Response to AFDF RFP 8 It's Already Award Winning and Newsworthy From the Anchorage Daily News to the Discovery Channel The Pillar Mountain Wind Project has already received media attention inside and outside of Alaska. The Pillar Mountain Wind Project, along with the Terror Lake Dam put Kodiak on the road to be generating 95 %, of it's power from renewable resources by 2020. Combine that with the story of Alaska's sustainable salmon fisheries and you have all of the elements necessary to uniquely position Kodiak salmon (and other seafood in the future). See Appendix A- Recent Media Coverage. Leveraging Social Media Channels Every day people log onto the internet to gather information and participate in discussions about people, places, products and causes; but the Internet environment itself is rapidly changing. Social media channels, "apps" and on -line communities are replacing e -mail and websites; within five years the number of users accessing the internet from Mobile devices is expected to surpass the number of people who access it from their computers. We have significant experience navigating this increasingly complex environment. The Waterfront team is led by Steve Minor, a well known Alaska public relations and seafood industry expert; and Karen Tarica, who has significantly experience working with the Marine Stewardship Council ( "MSC ") and the Alaska Seafood Marketing Institute ( "ASMI "), as well as major seafood companies. Steve currently supervises all of the design and production work for the Marine Conservation Alliance SeaAlliance campaign; which promotes Alaska's sustainable fisheries and fishing communities through branded YouTube, Twitter, Facebook, Wikipedia and other social media channels, as well as traditional media outlets. Steve and his team have played a major role in the design and development of every aspect of the campaign. J f w,�a tia o pU7 1 0nfF G G R 7 � y�e?Yi M�� {*.shtCar4�, M�'� �4�'l r� b 1 `�M �,y� 'F1\S �1 '491r �,�dS; Mil F � �� I T 1 \ pY r $�i: d. A YC rr' t rlC 1 4 S +4- N3 iC M1 tSet? ,s $ (�v LF�✓� W ,z . r k • u K+' w � V Y. � a`'t�P'� S t ` c d � , J G JT PO taw x A scene from the ocean Clipper" habitat A scene from "Kodiak: A SeaAlliance Developed for a coalition of Bering Sea crab restoration story currently running on the Community" currently running in the harvesters, processors and communities. SeaAlliance channels. Active link SeaAllianco channels. Active link. Kodiak ehemt.er of Commerce Response R AFOF RrP 9 • Campaign Overview Signature Graphics /Brand Identity for Campaign The campaign needs an identifying visual signature. In fact we think it needs two: (a) a large digitally enhance photograph that has enough "wow" factor to be noticeable/ memorable and (b) a branding mark that can b used by the campaign, and by industry members who choose to take advantage of the campaign. Concerning the former, we have developed a conceptual piece that captures our idea: to combine the iconic imagery of Kodiak Island with a bit of digitally enhanced eye -candy to convey the sustainable /renewable aspects of this new approach to seafood production. The conceptual piece shown here is not the actual artwork that would be used. We will have to acquire Kodiak specific imagery for that. 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'A '- \r Kodiak Chamber of Commerce Response to AFOF REP 10 Social Media Targets and Strategy For almost one year the Waterfront staff has designed the creative materials for and supported the daily creative needs of MCA's SeaAlliance campaign. During that time they have also become familiar with the various on -line channels and seafood interest group communities and what they generally respond to. The Waterfront team will bring this experience into this campaign. =� o a+ ' 0 ma c - , . ' S `.,. w , A t 117,0°"- s t ,Nr v `� �' 4f 7,1,,,,,7:. afib x cit t d ➢ " e: , w Y4 ' ' . ° d , }x� v i e *i` * Ott t"M i ..t" `� CF ' „ A .a< C hu ' ! ., S t ` ` N_ A LO The Waterfront Team has worked with the MCA staff and Board to develop the strategic plan, all of the videos and a substantial . amount of the graphic and written material for MCA's SeaAlliance campaign. If you are viewing this on a computer, the pages shown above are actively linked to the relevant channels. Traditional Media Strategy Waterfront Associates currently has a proprietary list of more than 400 reporters and editors whose interests include Alaska, sustainable seafood and /or oceans policy. This list will be used for the campaign. Particular emphasis will be given to Alaskans and the seafood trade press. Amplification through Complimentary Channels ASMI has it's social media presence; it also has domestic and international marketing teams and representatives. The SeaAlliance campaign is in the business of promoting sustainable Alaska seafood stories, primarily but not exclusively through social media channels. There are industry channels that promote "good news" as well as on -line press release services. We will tap into these organizations and their channels throughout this campaign. Local Community Outreach In this era of social media communications, some of our best potential promoters are the people of Kodiak and (more broadly) Alaska. Interesting stories are often rebroadcast several times over - and this is certainly one of them. We will use local media, local events (eg - Crab Festival, Kodiak Chamber of Commerce Response to 9FDF RFP It ComFish) and statewide events (eg - United Fishermen of Alaska meetings, local and statewide Chamber events) on both a scheduled and opportunistic basis to get the word out. Targeted Efforts towards Wholesale Buyers We will need to use several different tactics to meet this objective. 1. Individual processors consider their customer and sales information proprietary, which is understandable. We will provide them with the campaign materials and schedule so that they can independently assist in the promotion. We will also work with the Pacific Seafood Processors Association ( "PSPA "), which represents three of the larger processors in Kodiak. 2. ASMI has both domestic and international teams that work directly with wholesale buyers, as well as a social media campaign and wide selection of market materials. We will meet with the appropriate ASMI managers to make them aware of the campaign and provide support materials to help us with this audience. 3. The seafood trade press is very consolidated, but it is also widely read /viewed. We will target all of the major trade press outlets: Seafood.com, Seafood Business, Urner Barry, National Fisherman and SeafoodSource.com are at the top of list. 4. The Kodiak Chamber has developed a propreitary list of more than 120 wholesale buyers for this campaign. They will be contacted directly. More General Industry Outreach Throughout the year and well beyond the duration of this grant, there will be a continuing effort to distribute campaign materials at fisheries trade shows (eg - ComFish, Fish Expo, Boston Seafood Show, International Seafood Exposition) as well as appropriate "seafood sustainability" conferences (eg - Sustainable Seafood Summit, Cooking for Solutions, National Fisheries Institute Annual Meeting). Kodiak Chamber of Commerce Response to AFDF RIP 12 KODIAK ISLAND BOROUGH SCHOOL DISTRICT Board of Education Special Meeting — September 13, 2010 SUMMARY ACTION ITEMS: " i APPROVED: Motion to approve a 2010 /2011 certificated contract to Tina Minyard — BA +18/0 in the amount of $21,649 plus $607 special education stipend for 1.0 FTE preschool teacher at Peterson Elementary School for 90 days. APPROVED: Motion to approve Memorandum of Agreement Number 01030006 to the City of Kodiak in the amount not to exceed $10,000 for the period of September 1, 2010, to June 1, 2011, for lifeguard services. APPROVED: Motion to approve Memorandum of Agreement Number 0130026 to Alaska Ecological Resource Services in the amount not to exceed $44,000 for the period of August 23, 2010, to May 31, 2011. APPROVED: Motion to approve the FY11 New Visions Grant Intent to Apply in the amount of $10,000 with a District match of $10,000 through Title II -A funds. APPROVED: Motion to adjourn. Subsequent to approval, Board of Education meeting minutes are posted on the District 's website at www. kodiakschools.org. KODIAK ISLAND BOROUGH ASSEMBLY MEETING Regular Meeting of: /0/7A9 D/ 0 Please PRINT your name Please PRINT your name Ste V `e P,0 C^ Aft 110 g atmAr e 1 4 - 1 0-L6V j gO 1111-4 • l\ Kodiak Island Borough Assembly Regular Meeting Guidelines October 7, 2010, 7:30 p.m., Borough Assembly Chambers 1. INVOCATION Sergeant Major Blacketer of the Salvation Army. 2. PLEDGE OF ALLEGIANCE Please announce: Please remember to turn off ringers on your cell phones or put them on vibrate. 3. ROLL CALL KIBC 2.16.070.... the Chair shall cause the record to reflect the absence of the member, the REASON for the absence, and whether the absence is excused by the Assembly. Recommended motion: Move to excuse Assembly member Branson who is absent due to personal leave. VOICE VOTE ON MOTION. 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. All items in yellow are consent agenda items. Summary of Consent Agenda Items: * Regular Meeting Minutes of September 2, 2010. Recommended motion: Move to approve the agenda and consent agenda. 5. APPROVAL OF MINUTES A. *Regular Meeting of September 2, 2010. 6. AWARDS AND PRESENTATIONS A. Domestic Violence Awareness Month Proclamation — Mayor Selby • Angela Bowling, Kodiak Women's Resource and Crisis Center Outreach Coordinator B. Alutiiq Museum Presentation — Patrick Saltonstall, Curator, Alutiiq Museum C. Filipino American National History Month Proclamation • Nita Nicolas, Bernadette Villaroya, and Mary Guilas Hawver 7. CITIZENS' COMMENTS (These are limited to three minutes per speaker.) A. Agenda Items not scheduled for public hearing and general comments. Read phone numbers: Local is 486 -3231 and Toll Free is 1- 800 - 478 -5736. Please ask speakers to sign in and state their name for the record. 8. COMMITTEE REPORTS 9. PUBLIC HEARING — None. 10. BOROUGH MANAGER'S REPORT Kodiak Island Borough Assembly Guidelines October 7, 2010 Page 1 11. MESSAGES FROM THE BOROUGH MAYOR 12. UNFINISHED BUSINESS — None. 13. NEW BUSINESS A. Contracts 1. *Contract No. FY2011 -14 Providence Kodiak Island Counseling Center Services to the Kodiak Island Borough School District for School Year 2010- 2011. 2. Contract No. FY2011 -15 Purchase and Install Warning Sirens and Train Local Personnel in Old Harbor, Ouzinkie, Larsen Bay, and Akhiok on the Operations and Maintenance of these Sirens. Recommended Motion: Move to authorize the manager to execute Contract No. FY2011 -15 with Federal Signal Corporation of University Park, IL for the purchase and installation of warning sirens and training of local personnel in Old Harbor, Ouzinkie, Larsen Bay, and Akhiok on the operations and maintenance of these sirens in the amount not to exceed $202,518. Staff Report — Manager Gifford Assembly discussion and amendments may be offered at this time. ROLL CALL VOTE ON MOTION. B. Resolutions — None. C. Ordinances for Introduction — None. D. Other Items 1. Approval of Matching Funds for the Alaska Fisheries Development Foundation Grant. Recommended Motion: Move to authorize the manager to expend funds in the amount of $17,000 to the Kodiak Chamber of Commerce as matching grant funds for a $17,000 grant provided from the Alaska Fisheries Development Foundation. Clerk's Note: Attached on yellow paper is the agenda statement and back -up for the Alaska Fisheries Development Foundation Grant. Staff Report — Manager Gifford ROLL CALL VOTE ON MOTION. 14. CITIZENS' COMMENTS (These are limited to three minutes per speaker.) Read phone numbers: Local is 486 -3231 and Toll Free is 1- 800 - 478 -5736. Please ask speakers to sign in and state their name for the record. Kodiak Island Borough Assembly Guidelines October 7, 2010 Page 2 15. ASSEMBLY MEMBER COMMENTS Announcements — Mayor Selby The next Assembly work session will be held on Thursday, October 14, 2010, at 7:30 p.m. in the Borough Conference Room. The next regular meeting is scheduled on Thursday, October 21, 2010, at 7:30 p.m. in the Borough Assembly Chambers. 16. ADJOURNMENT Recommended motion: Move to adjourn the meeting. ROLL CALL VOTE ON MOTION. Kodiak Island Borough Assembly Guidelines October 7, 2010 Page 3 KODIAK ISLAND BOROUGH ASSEMBLY ROLL CALL SHEET 0 Regular \/ Special Date: I O l Le h b i 0 Convened: Adjourned: , %) BY: BY: (1 7 Loko BY: ( ,t BY: A i i i BY: TA SECOND: SECOND: SECOND: / SECOND SECOND1 . 0,01 G(0,14 vp , 1 /r T -0)- 1 N IP �� i \i\I\I YES NO YES NO YES NO YES NO YES NO Ms. Branson ✓ Ms.= Branson— -Ms- Branson— - -Ms- Branson = :Msr_Braoson Mr. Friend ✓ Mr. Friend Mr. Friend Mr. Friend V Mr. Friend Ms. Fulp V Ms. Fulp Ms. Fulp Ms. Fulp ✓ Ms. Fulp Ms. Jeffrey v Ms. Jeffrey Ms. Jeffrey Ms. Jeffrey ✓ Ms. Jeffrey Mr. Kaplan V Mr. Kaplan Mr. Kaplan Mr. Kaplan V Mr. Kaplan Ms. Lynch ✓ Ms. Lynch Ms. Lynch Ms. Lynch ✓ Ms. Lynch 1/ Ms. Stutes , / Ms. Stutes Ms. Stutes Ms. Stutes ✓ Ms. Stutes A CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? TOTAL: TOTAL: TOTAL: TOTAL: Co C) TOTAL: b 0 The mayor may not vote except in the case where only six members of the assembly are present and there is a three /three tie vote of the assembly. Mayor Selby J Mayor Selby Mayor Selby Mayor Selby Mayor Selby CA KODIAK ISLAND BOROUGH ASSEMBLY ROLL CALL SHEET �G(7 j (0; Regular Special Date: I U �� t O Convened: Adjourned: . Z `' 5 BY: V /.L , BY: BY: BY: BY: 1 SECOND: ! (/ SECOND: SECOND: SECOND: SECOND: YES NO YES NO YES NO YES NO YES NO -Ms- Branson Ms- Branson- - - - Ms. Branson Ms Branson Ms- Branson Mr. Friend y Mr. Friend Mr. Friend Mr. Friend Mr. Friend Ms. Fulp / Ms. Fulp Ms. Fulp Ms. Fulp Ms. Fulp Ms. Jeffrey* �,. ,/ Ms. Jeffrey Ms. Jeffrey Ms. Jeffrey Ms. Jeffrey Mr. Kaplan V Mr. Kaplan Mr. Kaplan Mr. Kaplan Mr. Kaplan Ms. Lynch v Ms. Lynch Ms. Lynch Ms. Lynch Ms. Lynch Ms. Stutes 1/ Ms. Stutes Ms. Stutes Ms. Stutes Ms. Stutes CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? TOTAL: ( 0 TOTAL: TOTAL: TOTAL: TOTAL: The mayor may not vote except in the case where only six members of the assembly are present and there is a three /three tie vote of the assembly. Mayor Selby Mayor Selby Mayor Selby Mayor Selby Mayor Selby