2012-03-29 Work Session Kodiak Island Borough
Assembly Work Session
Thursday, March 29, 2012, 7:30 p.m., Borough Conference Room
Work Sessions are informal meetings of the Assembly where Assembly members review the upcoming regular meeting agenda
packet and seek or receive information from staff. Although additional items not listed on the work session agenda are discussed
when introduced by the Mayor, Assembly, or staff, no formal action is taken at work sessions and items that require formal
Assembly action are placed on regular Assembly meeting agenda. Citizen's comments at work sessions are NOT considered part of
the official record. Citizen's comments intended for the "official record" should be made at a regular Assembly meeting.
CITIZENS' COMMENTS (Limited to Three Minutes per Speaker)
ITEMS FOR DISCUSSION
1. Update From Brechan Enterprises Regarding the Womens Bay Gravel Pit
2. Contract Change Order Process
3. Borough Manager's Hiring Process
PACKET REVIEW
PUBLIC HEARING — None.
UNFINISHED BUSINESS — None.
NEW BUSINESS
CONTRACTS
Approval of Change Order No. 11 Permitting and Design for Onsite Leachate Treatment Plant
Which Amends Contract No. FY2007 -22 Landfill Lateral Expansion Design and Construction
Services.
RESOLUTIONS — None.
ORDINANCES FOR INTRODUCTION — None.
OTHER ITEMS
Assembly Direction to the Treasurer /Finance Director to Publish the 2011 Roll of Real
Properties Subject to Foreclosure.
Approval of a Grant Award in the Amount of $15,000 to Kodiak High School Career Technical
Student Organization and Approval of $24,000 for Purchase of Materials and Equipment to
Complete a Projects Office Conference Room Addition.
MANAGER'S COMMENTS
CLERK'S COMMENTS
MAYOR'S COMMENTS
ASSEMBLY MEMBERS COMMENTS
•
Brechan Enterprises
Bells Flats Gravel Pit Updates for 2012
Completed Tasks During 2011
❑ Channel Stabilization
❑ Metal Clean up
❑ Night Watchman
❑ Camera System
❑ Gates
❑ Dust Control on Haul Road
Channel Stabilization
❑ During June of 2011
❑ The Brechan Creek
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❑ Worked on clean up during summer
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❑ Disassembled old crane and disposed
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Dust Control
❑ Brechan Supplied the Dust Control
❑ Woman's Bay Service District Installed
2012 Season
❑ Dust control
❑ Public relations
❑ Provide concrete materials for Windmill
project
❑ Provide material for the Baranof Park Project
❑ Continue to be a better neighbor
CHANGE ORDERS — MANAGER AUTHORITY
3.30.100 Change orders — Manager authority.
The manager, or designee, is authorized, without assembly approval, to enter into
change orders with respect to borough construction projects where the amount of
additional expenditure occasioned by the change order or orders does not, in the
aggregate, exceed $10,000. The manager, or designee, shall report monthly to the
assembly the nature and amount of such change orders. If the change order or
orders exceeds $10,000, it will require the signatures of:
A. The mayor and deputy presiding officer;
B. The mayor and one assembly member in the absence of the deputy presiding
officer;
C. The deputy presiding officer and one assembly member in the absence of the
mayor; or
D. Any two assembly members in the absence of the mayor and deputy presiding
officer.
Nova Javier
From: Lauri Whiddon
Sent: Monday, March 19, 2012 9:58 AM
To: Nova Javier
Cc: Rick Gifford
Subject: Recruitment Process for Borough Manager
Nova,
You asked for information about the recruitment process for the hiring of a new manager. Questions, process
and timeline can be decided by the selection committee. The process should also include a review of the
present job description before ads are placed.
A brief outline of the process follows:
• In -house ad published
• Outside ads placed (to save time, can be done at the same time as in -house ad)
• Advertise for a period of four to six weeks
• Initial screening of applications
• Review and screening by selection committee
• Questions sent to first round cut of applicants
• Committee meets to review answers
• Committee makes second round cuts of applicants
• Reference and background checks done on finalists
• Committee presents finalist to full Assembly
• Assembly decides on finalist and interview schedules
• Interviews done
• Assembly makes final selection, negotiates contract
If you have any questions, let me know.
Lauri
Kat hind ia.,+s
Ste WLaa s
HR Officer /Executive Assistant
Kodiak Island Borough Manager's Office
710 Mill Bay Road
Kodiak AK 99615
(907) 486-9301
(907) 4869374 (Fax)
Iwhiddon@kodiakak.us
http://www.kodiakalcus
1
KODIAK ISLAND BOROUGH
JOB DESCRIPTION
Job Title: Borough Manager
Department: Manager's Office
Supervisor: Borough Assembly
Job Status: Exempt
Job Summary: Serves as the chief administrative officer of the borough and reports to
the assembly. Upholds and enforces borough laws and ordinances. Administers the
policies of the assembly and borough. Manages the borough budget and capital
improvement program. Supervises department heads and manager's office staff. Must be
a resident of the Kodiak Island Borough during term of contract.
ESSENTIAL FUNCTIONS:
No. Description of Essential Functions:
1. Acts as chief administrative officer for the borough. Administers all borough
affairs as mandated by law and ordinance. Supervises the enforcement of borough
ordinances. Plans, organizes directs and coordinates the total function of borough
operations. Establishes administrative policies for borough staff and operations.
Participates in coordinated activities with federal, state, borough and other outside
agencies. Represents the borough and other local government issues with other
levels of government. Travels to carry out borough business and attend necessary
meetings. Caries out directives of the borough assembly and the borough code of
ordinances.
2. Appoints, suspends or removes borough employees, except as otherwise provided
by statute and borough code. Directs and supervises the administration of the
functions of all borough officers and employees except as otherwise provided by
statute. Directly supervises the manager's office staff and department heads.
Responsible to ensure staff is trained, motivated and evaluated; reviews progress
and directs changes as needed. Administers any collective bargaining agreements.
3. Prepares the annual budget and capital improvement program for assembly action
based on the assembly's goals and objectives. Executes the budget and capital
improvement program as adopted. Makes monthly reports to the assembly on
borough finances and operations at the regular assembly meetings. Reports to the
assembly at the end of the fiscal year on the finances of the borough and
administrative activities of the borough. Assures that assigned areas of
responsibility are performed within budget. Performs cost control activities.
Monitors revenues and expenditures in assigned area to assure sound fiscal
control. Prepares annual budget requests. Assures effective and efficient use of
budgeted funds, personnel, materials, facilities and time. Examines regularly the
accounts, records, and operation of each borough department. Reviews the
activities of the departments in relation to changing borough requirements and
implements any needed improvements. Coordinates programs and planning with
the department heads to make any necessary recommendations to the assembly for
changes in policy.
Borough Manager Page I of J
4. Provides professional advice to the assembly and department heads. Makes
presentations to the assembly, councils, boards, commissions, civic groups and the
general public. Prepares and submits to the assembly any reports as may be
required by the assembly or as the manager may deem advisable to submit.
Communicates official plans, policies and procedures to staff and the general
public. Tracks legislative changes and makes related recommendations to the
assembly. Reports to the assembly at its regular meetings regarding issues raised
in conduct of the borough's business and anticipated future issues. Keeps the
assembly fully advised on the financial condition and future needs of the borough
and makes recommendations on borough affairs. Communicates with a variety of
diverse groups, including citizens, employees, elected officials and representatives
from other public agencies. Maintains contact with the citizens of Kodiak to
determine problems and provide information.
5. Provides leadership and direction in the development of short and long -range
plans. Gathers, interprets, and prepares data for studies, reports and
recommendations. Coordinates department activities with other departments and
agencies as needed.
6. Responsible for directing and administering the following: the care and custody of
all borough buildings and of all real and personal property of the borough, except
as provided otherwise by statute; and the construction, maintenance and operation
of all borough roads, bridges, drains, buildings, service districts and other public
works.
7. Monitors and administers the performance of all contracts for services for the
construction of buildings, facilities, equipment, and other property for the
borough, including execution of change orders deemed to be necessary.
8. Prepares and makes available for public distribution an annual report on borough
affairs.
9. Seeks state and federal grants and contracts that would be beneficial to the
borough.
10. Executes other powers or duties specified by statute or by the assembly.
OTHER RESPONSIBILITIES:
1. Performs other job related duties as assigned.
Supervisory Organization:
Borough Assembly
Manager
Department Heads
Department Employees
Borough Manager Page 2 of 3
MINIMUM REQUIREMENTS: Borough Manager
Education and Experience:
A bachelor's degree in business administration, public administration or a closely
related field from an accredited college or university and five (5) years experience
as a municipal administrator. Experience as a municipal administrator in Alaska
is preferred. A combination of education, training, and experience may be
substituted for the required education when the applicant possesses a
demonstrated ability. A strong financial background and experience with grants
and legislative matters is preferred. Must possess strong organizational and
planning skills.
Knowledge and Skills:
Knowledge of fundamental principles, practices, and policies of public
administration and office management. Working knowledge of municipal
finance, accounting practices, computer information systems, human resources,
public works, and community development.
Knowledge of Alaska Statutes and Alaska municipal law.
Ability and skill in preparing and administering municipal budgets.
Ability to prepare and analyze comprehensive reports.
Ability to remain current with changes in federal, state and local laws, regulations,
ordinances and pending legislation affecting municipal operations.
Ability to use considerable initiative and independent judgement in carrying out
special and general assignments, with a minimum of supervision.
Ability to establish and maintain effective working relations with management,
public officials and the general public.
Ability to express ideas concisely and effectively, both orally and in writing.
Ability to speak effectively in public settings.
Ability to inspect borough facilities, properties and departments.
Ability to perceive and analyze problems, develop alternatives and make or
recommend sound decisions.
Ability to administer labor contracts.
Ability to travel using air, water or vehicle transportation to out -of -town meetings
and functions.
Ability to attend frequent evening and weekend meetings.
Must be bondable.
Borough Manager Page 3 of 3
KODIAK ISLAND BOROUGH
WORK SESSION
Work Session of: I#4NtI1 ati , 6 D Ivy
Please PRINT your name Please PRINT yo\rname
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