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2012-12-20 Regular Meeting
Kodiak Island Borough Assembly Regular Meeting Agenda Thursday, December 20, 2012, 7:30 p.m., Assembly Chambers 1. INVOCATION 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVAL OF AGENDA 5. APPROVAL OF MINUTES — None. 6. AWARDS AND PRESENTATIONS — None. 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. FY2013 -10 Accepting a Grant From the Alaska Division of Homeland Security and Emergency Management to Provide Funding for a Comprehensive Revision and Update of the Kodiak Area Emergency Operations Plan (KAEOP). 10. BOROUGH MANAGER'S REPORT 11. MESSAGES FROM THE BOROUGH MAYOR 12. UNFINISHED BUSINESS — None. 13. NEW BUSINESS A. Contracts — None. B. Resolutions — None. C. Ordinances for Introduction 1. Ordinance No. FY2013 -12 To Dispose, by Permit or License, to the City of Kodiak a Portion of Land up to 27,720 Square Feet Located on Top of the Active Landfill (1203 Monashka Bay Road East) to Temporarily Produce Class B Compost Until Approximately August 15, 2013. D. Other Items — None. Meeting broadcast live over radio station KMXT 100.1 FM. Citizens' Comments and Public Hearing Number: Local 486 -3231. Page 1 of 2 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 — None. B. Reports — None. Meeting broadcast live over radio station KMXT 100.1 FM. Citizens' Comments and Public Hearing Number: Local 486 -3231. Page 2 of 2 . KODIAK ISLAND BOROUGH ` ** AGENDA STATEMENT tad REGULAR MEETING OF: DECEMBER 20, 2012 ITEM NO.: 9A TITLE: Ordinance No. FY2013 -10 Accepting a Grant From the Alaska Division of Homeland Security and Emergency Management to Provide Funding for a Comprehensive Revision and Update of the Kodiak Area Emergency Operations Plan (KAEOP). ORIGINATOR: Community Development Director FISCAL IMPACT: ❑ Yes $ or ❑ No Funds Available ❑ Yes ❑ No Account Number: Amount Budgeted: ATTACHMENTS: Ordinance No. FY2013 -10, Award Letter and Obligating Documents, and Grant Application APPROVAL FOR AGENDA: SUMMARY STATEMENT: The Kodiak Island Borough and the City of Kodiak have jointly agreed to provide for disaster preparedness and emergency response on an area -wide regional basis. The city and borough have historically maintained one Emergency Operations Plan (EOP) in this regard, which covers the Kodiak Road System and six remote communities. These plans must be updated and amended from time -to -time in order to remain current in terms of personnel and resources available in the community. The Kodiak Island Borough has traditionally facilitated the planning process to maintain the Kodiak Area Emergency Operations Plan (KAEOP). The KAEOP is typically reviewed on an annual basis by city and borough staff and when necessary, amendments are forwarded to the Kodiak Island Borough Local Emergency Planning Committee (KIB LEPC). Any changes recommended by the KIB LEPC through this process are then forwarded to the Kodiak Emergency Services Council (ESC) for consideration as an amendment to the adopted plan. The last major revision and update to the plan was adopted in 2005. Many of the changes at that time reflected the lessons learned from 9/11 and the new anti - terror regulations that were put into place immediately following this event. In the intervening years the state and federal governments have gradually moved back to a more balanced "all- hazards" approach to emergency preparedness and response. Due to the passage of time, and changes to what the State of Alaska considers to be best planning practices, an annual update is no longer sufficient to keep the KAEOP current. By accepting the attached grant, the assembly can ensure that the plan will be updated in a timely and comprehensive fashion so that the updated plan can be exercised in March 2014 as part of the next statewide "Alaska Shield" exercise. RECOMMENDED MOTION: Move to adopt Ordinance No. 2013 -10. Kodiak Island Borough Page 1 of 1 1 Introduced by: Administrative Official 2 Requested by: Administrative Official 3 Drafted by: Interim CDD Director Introduced on: 12/06/2012 4 Public Hearing: 12/20/2012 5 Adopted on: 6 7 KODIAK ISLAND BOROUGH 8 ORDINANCE NO. FY2013 -10 9 10 A ORDINANCE OF THE KODIAK ISLAND BOROUGH ASSEMBLY ACCEPTING A 11 GRANT FROM THE ALASKA DIVISION OF HOMELAND SECURITY AND 12 EMERGENCY MANAGEMENT UNDER THE HOMELAND SECURITY GRANT 13 PROGRAM (HSGP) FOR KODIAK AREA EMERGENCY OPERATIONS PLAN UPDATE 14 15 WHEREAS, the Kodiak Island Borough applied for a grant from the Alaska Division of 16 Homeland Security and Emergency Management (DHS &EM) to provide for the 17 comprehensive revision and update of the Kodiak Area Emergency Operations Plan 18 (KAEOP); and 19 20 WHEREAS, DHS &EM has approved a grant in the amount of $35,000 based on the 21 submitted grant application, which provides for a scope work for the proposed KAEOP 22 update; and 23 24 WHEREAS, acceptance of the award is necessary in order to utilize the funds to pay for 25 the KAEOP revision and update. 26 27 NOW, THEREFORE BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND 28 BOROUGH THAT: 29 30 Section 1: This ordinance is not of a general and permanent nature and shall not 31 become a part of the Kodiak Island Borough Code of Ordinances. 32 33 Section 2: The Borough Manager is hereby authorized to accept the DHS &EM grant 34 funds in the amount of $35,000 and to administer those funds to initate and 35 complete the comprehensive revision and update of the Kodkak Area 36 Emergency Operations Plan as described in the approved grant application. 37 38 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 39 THIS DAY OF 2012 40 41 KODIAK ISLAND BOROUGH 42 43 44 ATTEST: Jerome M. Selby, Borough Mayor 45 46 47 Nova M. Javier, MMC, Borough Clerk Kodiak Island Borough Ordinance No. FY2013 -10 Page 1 of 1 NOTICE OF INTENT TO ACCEPT GRANT AWARD State of, • Alaska Detiartineit Ofinlllitary. and,Veleians Affairs Homeland Security & . Emergency Management. .. • State Grant No: EMW- 2012 -22- 00127, HSGP - - — Recipi enl.AdJress ____ ___ - living Office:4dJress Kodiak Island Borough Department of Military and Veterans Affairs 710 Mill Bay Road Division of Homeland Security and Emergency Management Kodiak, AK 99615 P.O. Box 5750 Fort Richardson, Alaska 99505 -5750 http://ready.alaska.goviqrants.htm This is notice of the Kodiak Island Borough's intent to accept the EMW- 2012 -22 -00127 (Jurisdiction Name) Grant. Before this award can be accepted, approval must be garnered through our local government. The requirement for this process is located in the following local government document _ Kodiak Island Borough Code 3 (Document name or number) citation # 3.25.030 This process will take longer than the 30 -day period of acceptance Of applicable) within this grant award. we request a 30 day extension of the acceptance period to seek proper approval. (ft of days) It is understood if we are unable to obtain acceptance by the extension date the grant award will be rescended. If approved, you will receive written notification within three working days. Signature ofdurisdiction 'Signatory Official . bate: - Phone: 907- 486 -9301 � • November 7, 2012 Fax: 907- 486 -9374 Charles Ca r., Administrative Official ko Printed•NameandTitle: I • - ! Email: b CaSSld y@ diakak.us November 2009 Email o ax form to iim.kinq , lac` ® - 428 -7009 ates _sr e 0 , G . *fri - - - _ - — SEAN PARNELL, GOVERNOR P.O. Box 5750 _ ._ 7BER,AK 99505 -5750 DEPARTMENT OF MILITARY Phone: (907) 428 -7000 AND VETERANS AFFAIRS Fax: (907) 428 -7009 DIVISION OF HOMELAND SECURITY / Toll Free: (800) 478 AND EMERGENCY MANAGEMENT ( www.ready.alaska.gov October 10, 2012 Mr. Charles Cassidy, Community Development Director Kodiak Island Borough OCT j 7 2012 Li 710 Mill Bay Road Kodiak, AK 99615 RE: 2012 State Homeland Security Program, EMW- 2012 -SS -00127 State Grant No.: 12SHSP- GR34077 Dear Mr. Cassidy: The Alaska Division of Homeland Security and Emergency Management (DHS &EM) is pleased to award the Kodiak Island Borough the amount of $35,000.00 under the 2012 State Homeland Security Program for the performance period of October 1, 2012 through March 31, 2014. Funding from this program is provided to enhance the ability of states, territories, and urban areas to prepare for, prevent, and respond to terrorist attacks and all — hazards events. The performance period of this grant is 18 months. If a project cannot be operational within the first reporting quarter, the sub — grantee should provide notice to DHS &EM, stating the implementation delay and expected starting date. At the discretion of DHS &EM, the grant award is subject to cancellation and funds may be de— obligated and reallocated to other projects if project implementation is unjustifiably delayed. Attached are two pre— signed Obligating Award Documents. Please review the information for accuracy and review the Special Conditions. Sign the obligating documents, keep one original for your records, and return the other original within 30 days of jurisdiction receipt to: State Administrative Agency (SAA) Point of Contact PO Box 5750 JBER, AK 99505 If the Obligating Award Documents cannot be returned within 30 days due to local jurisdiction policies, a Notice of Intent to Accept Grant Award form and instructions is available for download on DHS &EM's Grants website, http : / /ready.alaska.gov /grants.htm. Mr. Cassidy RE: 2012 State Homeland Security Program October 10, 2012 Page 2 of 2 If signatory points of contacts have changed since submittal of the application, please complete and return a Signatory Authority Form with the signed Obligating Award Document. The Signatory Authority Form is available for download on DHS &EM's Grants website. If needed, Electronic Payment (EDI) enrollment forms are also available upon request. If you have questions, or need further assistance, the DHS &EM project manager for this grant, Adrian Avey, may be contacted at 907 - 428 -7027, toll —free at 800 - 478 -2337, or by email at adrian.avey@alaska.gov. Sincerel o r ^. Madden I irector jwm:ama:cas Enclosures: Obligating Award Document (2 originals) Project Budget Details Environmental and Historical Preservation (HIP) Statement of Work Request Form *Only provided to applicable jurisdictions CC: Duane Dvorak, Jurisdiction Project Manager Karleton Short, Jurisdiction Chief Financial Officer State of Alaska Page 1 of 6 Division of Homeland Security and Emergency Management AWARD DATE Under US Department of Homeland Security October 01, 2012 Federal Emergency Management Agency FEDERAL GRANT PROGRAM Grant Programs Directorate 2012 State Homeland Security Program OBLIGATING AWARD DOCUMENT AMENDMENT FEDERAL GRANT NUMBER EMW- 2012 -SS -00127 RECIPIENT NAME AND ADDRESS (Including Zip Code) PERFORMANCE PERIOD CFDA: I 97.067 Kodiak Island Borough FROM: October 01, 2012 AWARD AMOUNT 710 Mill Bay Road TO: March 31, 2014 535,000.00 Kodiak, AK 99615 - STATE GRANT NUMBER 12SHSP- GR34077 DUNS NUMBER 159043244 FUNDING ALLOCATION EIN 92- 0030845 PLANNING $35,000.00 EXERCISE METHOD OF PAYMENT Electronic TRAINING EQUIPMENT PURPOSE OF AWARD The attached Project Budget Details is the funding allocation. Grant program guidelines and federal, state, and local contracting and procurement compliance requirements apply. GRANT TERMS AND CONDITIONS _ GRANT REQUIREMENTS, ASSURANCES AND AGREEMENTS (Continued, see attached) The acceptance of a grant from the United States government creates a legal duty on See Attached the part of the grantee to use the funds or property made available in accordance with the conditions of the grant. [GAO Accounting Principles and Standards for Federal Agencies, Chapter 2, Section 16.8(c)] SPECIAL CONDITIONS (Grant funds cannot be expended until these conditions have been met. See Obligating Award for details) See Attached • AGENCY INFORMATION I WEBSITE http: / /ready.alaska.gov Division of Homeland Security and Emergency Management EMAIL mva.grants@alaska.gov ADDRESS PO Box 5750 PHONE 907 -028.7000 1BER, AK 99505 -5750 FAX 907-428-7009 AGENCY PROJECT MANAGER PHONE FAX EMAIL Adrian Avey 907- 428 -7027 907 - 428 -7009 adrian.avey @alaska.gov — '' 3 .I AGENCY APPROVAL I • ° - • - I RECIPIENT ACCEPTANCE I ?' . NAME AND TITLE OF APPROVING AGENCY OFFICIAL NAME AND TITLE OF AUTHORIZED RECIPIENT OFFICIAL John W. Madden, Director Charles Cassidy, Community Development Director SIGNATURE OF APPROVING AGENCY OFFICIAL SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL DATE DATE i % / // /61140— FOR STATE USE ONLY 0 - LICATION CODE DIVISION FILE NUMBER 9292251 12 SHSP 1.6.10.1.10 DATE RETURNED Grant Terms and Conditions The total allocation of the 2012 State Homeland Security Program awarded to the Division of Homeland Security and Emergency Management (DHS &EM) is $2,801,316.00 under Federal Grant EMW- 2012 -SS- 00127, CFDA# 97.067. The Kodiak Island Borough has been awarded $35,000.00, which shall be used to support activities essential to the ability of states, territories, and urban areas to prepare for, prevent, and respond to terrorist attacks and other all- hazards events. The performance period of this grant award is October 1, 2012 through March 31, 2014. Project conditions must be completed by this date. The Kodiak Island Borough cannot sub - grant all or any part of this award to any other entity or organization. All awards require confirmation within the first reporting quarter that activities toward projects will be made, or DHS &EM may execute de- obligation of the funds. (A) Changes to Award: All change requests must be submitted in writing, or electronically to the DHS &EM project manager, accompanied by a justification narrative and budget/spending plan, for review and approval. Changes must be consistent with the scope of the project and grant guidelines. Requests for changes will be considered only if the reporting requirements are current, and if terms and conditions have been met at the time the request. Changes in the programmatic activities, or purpose of the project, changes in key persons specified on the grant award, contractual services for activities central to the purposes of the award, requests for additional funding, change in project site, or release of special conditions may result in an amendment to this award. No transfers of funds between budget categories will be authorized, only de- obligation of funds, except on a case -by -case basis. (B) Reporting Requirements: The Kodiak Island Borough shall submit timely quarterly Performance Progress Reports and Financial Progress Reports to the project manager at DHS &EM. Instructions and blank forms are located electronically at http : / /readv.alaska.gov /grants.htm, and may be reproduced. Jurisdictions must check the web site quarterly for most current forms. Use of outdated forms will not be accepted. Quarterly reports are due: Performance Progress Number of Scheduled and Financial Progress Report Due Jurisdiction Performance Period Report Due Dates 1 10/01/2012 - 12/31/2012 01/20/2013 2 01/01/2013- 03/31/2013 04/20/2013 3 04/01/2013 -06/30/2013 07/20/2013 4 07/01/2013-09/30 /2013 10/20/2013 5 10/01/2013 - 12/31/2013 01/20/2014 6 01/01/2014-03/31 /2014 04120/2014 7 Final Report 05/15/2014 Invoices with progress reports will be submitted to DHS &EM by the due date as specified in the above schedule. Should the grant period be extended for any reason, a modified report schedule will accompany the award amendment. The Performance Progress Report (PPR) contains an AK -PPR -A cover page form, and an AK -PPR -B Program Indicators form. Both forms must be completed and submitted by the report due date. Requests for grant extensions, budget adjustments, project realignments, and significant problems or delays are reported on the AK- PPR -A. An AK -PPR -A must be submitted even if no additional information is required. The AK -PPR -B shall describe the progress and percent completed of projects and detail any related expenditures submitted on the Financial Progress Report. Financial Progress Reports shall describe the status of the funds, show encumbrances, and receipts of program income, cash or in -kind contributions to the project, whether or not a local match is required. A final PPR is a summary report, showing project completion, evaluating project activities and measuring performance against project goals for the entire performance period, and is required in addition to the last quarterly PPR. An After - Action Report/Improvement Plan (AAR /IP) is required within 30 days of the conduct of an exercise. (C) Reimbursements: Submit on the Financial Progress Report form. Reimbursement shall be based upon authorized and allowable expenditures consistent with project narrative and budget detail and grant guidelines, and submission of timely quarterly Performance Progress and Financial Progress Reports. Payments may be withheld pending correction of deficiencies or for use of outdated forms. Reimbursement of expenditures may be requested at any time within the performance period. Expenditures must be supported with source documentation (e.g. copies of invoices, receipts, timesheets with name /wage /hours, cost allocation, warrants, etc.). • Personnel Costs: Payroll reports signed and certified by the Chief Financial Officer that capture the employee name, position, coded allocation to the project, amount paid, are acceptable. Staff may not self - certify their own time and wages. The Kodiak Island Borough shall retain all supporting payroll records, including time and attendance records signed by the employee and supervisor and•copies of warrants as per the recordkeeping requirements in Section J. Limited to 50 percent for employees assigned to program management functions, not operational duties. The limit does not apply to contractors. • Contracts: All sole- source procurements, single vendor response to a competitive bid, and contracts over $100,000 require DHS &EM pre - approval prior to implementation. Final signed copies of all contracts are required for submission to DHS &EM with the request for reimbursement. • Program Income and Local Match: Program income may be used to supplement project costs, reduce project costs, or may be refunded to the federal government, and must be used for allowable program costs and be expended prior to requests for reimbursement. Local matching funds must clearly support the source, the amount, and the timing of all matching contributions. • Eouipment: Allowable equipment categories are listed on the web -based Authorized Equipment List (AEL) on the Responder Knowledge Base (RKB) at https: / /www.rkb.us /. Documentation required per instructions attached to DHS &EM quarterly reports. September 2012 • Travel:. All travel must be pre- approved by DHS &EM. • Training: Requires DHS &EM pre- approval prior to registering or participating In training opportunities. • xercis : Requires submission of an After - Action Report/Improvement Plan within 30 days after conduct of the exercise. • Food and Beverages: Per Grant Programs Directorate (GPD) allowances, food and /or beverage expenses provided by recipients are allowable costs if related to a grant funded exercise and meet the following criteria: 1. The food and /or beverages are provided to participants at exercise sessions, meetings, or conferences that are allowable activities under the GPD program guidelines; and 2. Expenses incurred for food and /or beverages, and provided at exercise sessions, meetings, or conferences, satisfy the following tests: a. The cost of the food and /or beverages provided is considered to be reasonable; b. The food and /or beverages provided are subject of a work - related event and work continues after meals are served; c. Participation by all participants is mandatory; and d. The food and /or beverages provided are not related directly to amusement and /or social event. (Any event where alcohol is being served is considered a social event; therefore, costs associated with the event are not allowed.) In the event food /meal(s) are being provided, the amount charged for per diem must be reduced accordingly. (D) Non - reimbursable Expenses: • Contracts, single vendor response to a competitive bid, and /or procurements over $100,000 not pre- approved by DHS &EM • Sole source contracts and procurements not pre- approved by DHS &EM • Reimbursable training and related travel costs not pre- approved by DHS &EM • Construction and renovation • Indirect costs • Management and Administration (M&A) costs to manage sub - contracts • Supplanting • Maintenance and /or wear and tear costs of general use vehicles and emergency response apparatus. • Equipment purchased for an exercise cannot be used for permanent installation and /or beyond the scope of an exercise. • Hiring of sworn public safety officers to fill traditional public safety duties or to supplant traditional public safety positions and responsibilities • Weapons and ammunition • Entertainment and sporting events • Personal items such as laundry, personal hygiene items, magazines, in -room movies, personal travel • Travel insurance, visa, and passport charges • Lodging costs in excess of federal per diem, as appropriate • Lodging fees associated with violation of the lodging facility's policies, such as smoking in a non - smoking room • Lunch when travel is wholly within a single day • Stand -alone working meals • Bar charges, alcoholic beverages • Tips • Finance, late fees, or interest charges • Lobbying, political contributions, legislative liaison activities • Organized fund - raising, including salaries of persons while engaged in these activities • Land acquisition • Organizational Costs • Expenditures not supported with appropriate documentation when submitted for reimbursement. Only properly documented expenditures will be processed for payment. Unsupported expenditures will be returned to the jurisdiction for resubmission. (E) Property and Equipment Management: The Kodiak Island Borough shall maintain an effective property management system; safeguards to prevent loss, damage or theft; maintenance procedures to keep equipment in good condition; and disposition procedures. A Property Inventory Report is available at htto : / /ready.alaska.gov /orants.htm shall be submitted to DHS &EM annually each June 20 with the Financial Progress Report, and continued submission is required annually until final disposition of the equipment. The Kodiak Island Borough shall, when practical, prominently display the following on any equipment purchased with award funds: Purchased with funds provided by the U.S. Department of Homeland Security. No equipment purchased with these grant funds may be assigned to other entities or organizations without the expressed approval in writing from DHS &EM, prior to the jurisdiction's encumbrance or expenditure for that equipment. Management of property and equipment shall be in accordance with state laws and procedures as outlined, and 44 CFR Part 13, sections 13.31 and 13.32. (F) Procurement: Procurement shall comply with local procurement policies and procedures, and conform to applicable state and federal law and the standards identified in the Procurement Standards Sections of 44 CFR Part 13, and OMB Circular A -102 "Uniform Administrative Requirements for Grants and Cooperative Agreements with State and Local Governments. ° Contractors that develop or draft specifications, requirements, Statements of Work (SOW), and /or Requests for Proposals (RFP) for a proposed procurement shall be excluded from bidding or submitting a proposal to compete for the award of such procurement. Local bidder's preference is not allowed for federally funded procurements. Procurement transactions shall be conducted to provide maximum open and free competition. Each sole- source procurement, single vendor response to a competitive bid, and all purchases In excess of $100,000.00 require pre - approval of DHS &EM. DHS &EM has provided a summary of documentation required for levels of procurement and attached it to the instructions on the quarterly Financial Progress Reports. (G) Contracts: Any contract entered into during this grant period shall comply with local, state and federal government contracting regulations. To the extent that recipients of a grant use contractors, recipients shall use small, minority, women -owned or disadvantaged business concerns and contractors to the extent practicable. Contracts for professional and consultant services must include local, state and federal government required contract language, a project budget, and require pre - approval by DHS &EM prior to implementation. Contract deliverables must meet the intent of the grant application and grant requirements. Justification is required for compensation for individual consultant services, which must be reasonable and consistent with the amount paid for similar services in the market place. Detailed invoices and time and effort reports are required for consultants. A summary of documentation required for levels of contracting is attached to the instructions on the quarterly Financial Progress Reports. September 2012 (H) Publications: Publications created with funding under this grant shall prominently contain the following statement: This document was prepared under a grant from the Federal Emergency Management Agency (FEMA)'s Grant Programs Directorate, U.S. Department of Homeland Security and the Alaska Division of Homeland Security and Emergency Management. Points of view or opinions expressed in this document are those of the authors and do not necessarily represent the official position or policies of FEMA's Grant Programs Directorate, the U.S. Department of Homeland Security or the State of Alaska. (I) Audit Requirements: As the federal grant recipient, a sub - recipient expending $500,000 or more in federal funds from any agency in the organization's fiscal year must conduct an organization -wide audit in accordance with OMB Circular A -133. Alaska's Single Audit Regulation 2 AAC 45 parallels the federal Single Audit Act Amendments of 1996 and OMB Circular A -133, and their purpose to promote accountability of state and federal financial assistance and increase the efficiency of the monitoring process. The Kodiak Island Borough will permit the State of Alaska project officials, program officials and auditors to have access to the sub - recipient's and third -party contractor's records and financial statements as necessary for the State of Alaska to comply with OMB Circular A -133. Audit reports are currently due to the Federal Audit Clearinghouse no later than nine months after the end of the recipient's fiscal year and copies of findings must be submitted to the Single Audit Coordinator, Finance Division of the Alaska Department of Administration within 30 days after the Kodiak Island Borough receives its audit report, or within a 9 -month period of the grant closeout date, whichever is earlier, in accordance with 2 MC 45.010. (J) Recordkeepinq Requirements: Grant financial and administrative records shall be maintained for a period of six (6) years following the date of the closure of the grant award, or audit if required. Time and effort, personnel and payroll records for all individuals reimbursed under the award must be maintained. Property and equipment records shall be maintained for a period of six (6) years following the final disposition, replacement or transfer of the property and equipment. (K) Performance Measures: Quarterly Progress Reports shall demonstrate performance and progress relative to: 1. Acceptable performance on applicable critical tasks in Exercises using approved scenarios 2. Progress in achieving project timelines and milestones 3. Percent measurable progress toward completion of project 4. How funds have been expended during reporting period, and explains expenditures related to the project (L) Sub - recipient Monitoring Policy: Periodic monitoring is required to ensure that program goals, objectives, timelines, budgets and other related program criteria are being met. DHS &EM reserves the right to periodically monitor, review and conduct analysis of the Kodiak Island Borough's financial, programmatic and administrative policies and 'procedures such as, accounting for receipts and expenditures, cash management, maintaining adequate financial records, means of allocating and tracking costs, contracting and procurement policies and records, payroll records and means of allocating staff costs, property/equipment management system(s), progress of project activities, etc. This may include desk and field audits. Technical assistance is available from DHS &EM staff. The Monitoring Policy is available at h[to ://ready alaska oov /grants htm. (M) Penalty for Non - Compliance: For the reasons listed below, special conditions may be imposed, reimbursements may be partially or wholly withheld, the award may be wholly or partly suspended or terminated, or future awards, reimbursements and award modifications may be withheld. DHS &EM may institute the following, but is not limited to, withholding authority to proceed to the next phase of a project, requiring additional or more detailed financial reports, additional project monitoring, and /or establish additional prior approvals. DHS &EM shall notify the Kodiak Island Borough of its decision in writing stating the nature and the reason for imposing the conditions /restrictions, the corrective action required and timeline to remove them, and the method of requesting reconsideration of the imposed conditions /restrictions. The Kodiak Island Borough must respond within five (5) days of receipt of notification. 1. Unwillingness or inability to attain project goals 2. Unwillingness or inability to adhere to Special Conditions 3. Failure or inability to adhere to grant guidelines and federal compliance requirements 4. Improper procedures regarding contracts and procurements 5. Inability to submit reliable and /or timely reports 6. Management systems which do not meet federal required management standards (N) Termination for Cause: If performance is not occurring as agreed, the award may be reduced or terminated without compensation for reduction or termination costs. DHS &EM will provide five (5) days notice to Kodiak Island Borough stating the reasons for the action, steps taken to correct the problems, and the commencement date of the reduction or termination. DHS &EM will reimburse Kodiak Island Borough only for acceptable work or deliverables, necessary and allowable costs incurred through the date of reduction or termination. Final payment may be withheld at the discretion of DHS &EM until completion of a final DHS &EM review. Any equipment purchased under a terminated grant may revert to DHS &EM at the option of DHS &EM. (0) Termination for Convenience: Any project may be terminated upon convenience, in whole or in part, for the convenience of the Government. The U.S. Department of Homeland Security and the DHS &EM, by written notice, may terminate this grant, In whole or in part, when it is in the Government's interest. Allowable costs obligated and /or incurred through the date of termination shall be reimbursed. Any equipment purchased under a terminated grant may revert to DHS &EM at the option of DHS &EM. (P) Protect Implementation: Due to the competitiveness of the 2012 State Homeland Security Grant, approved projects must be ready- to -go. Project implementation shall begin within the first reporting quarter. 1. If a project cannot be operational within the first reporting quarter of the approved award date, the sub - grantee should provide notice to DHS &EM, stating the implementation delay and expected starting date. At the discretion of DHS &EM, the grant award is subject to cancellation and funds may be de- obligated and reallocated to other projects if project implementation is unjustifiably delayed. • September 2012 Grant Requirements, Assurances and Agreements (A) The performance period for this grant award is October 1, 2012 through March 31, 2014. Monies may not be obligated outside of this time period. An obligation occurs when funds are encumbered, as with a purchase order and /or commitment of salaries and benefits. All obligated and encumbered funds must be liquidated within 45 days of the end of the performance period when the Final Performance Progress Reports are due. (B) The Kodiak Island Borough shall comply with the requirements and restrictions of the Federal Fiscal Year (FFY) 2012 Homeland Security Grant Program (HSGP) Program Guidance, State Overview and Guidelines, State Preparedness Report, and the State Homeland Security Strategy. By signing this obligating award document, the Kodiak Island Borough certifies it has read, understood and accepted these documents as binding. (C) The signature of the signatory officials on this award certifies that all financial expenditures, including all supporting documentation submitted for reimbursement, have been incurred by the jurisdiction, and are eligible and allowable expenditures consistent with the grant guidelines for this project. The Kodiak Island Borough shall follow the financial management requirements imposed on them by the Division of Homeland Security and Emergency Management (DHS &EM), which includes the requirements of U.S. Department of Homeland Security. (D) The signature of the signatory officials on this award attests to the Kodiak Island Borough's understanding, acceptance, and compliance with Lobbying; Debarment, Suspension and other responsibility matters; Drug -free Workplace; Conflict of Interest, and Non - Supplanting certifications. Federal funds will not be used to supplant state or local funds. Federal funds may be used to supplement existing funds to augment program activities, and not replace those funds which have been appropriated in the budget for the same purpose. Potential supplanting may be the subject of application and pre- award, post -award monitoring, and audit. (E) The Kodiak Island Borough shall ensure the accounting system used allows for separation of fund sources. These grant funds cannot be commingled with funds from other federal, state or local agencies, and each award is accounted for separately. (F) The Kodiak Island Borough shall comply with Federal Laws and Regulations: Title VI of the Civil Rights Act of 1964, Title VIII of the Civil Rights Act of 1968, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Age Discrimination Act of 1975, Americans with Disabilities Act of 1990. Per Executive Order 13166, Kodiak Island Borough will take reasonable steps to ensure Limited English Proficient (LEP) persons have meaningful access to its programs and activities. Executive Order 13347 Individuals with Disabilities in Emergency Preparedness requires government to support safety and security for individuals with disabilities in situations involving disasters, including earthquakes, tornadoes, fires, floods, hurricanes, and acts of terrorism. National Environmental Policy Act (NEPA) of 1969 and the Coastal Wetlands Planning, Protection, and Restoration Act of 1990 (as applicable.) (G) The Kodiak Island Borough certifies that it has an Affirmative Action Plan /Equal Employment Opportunity Plan. An EEOP is not required for recipients of less than $25,000.00 or fewer than 50 employees. (H) The Kodiak Island Borough certifies that its employees are eligible to work in the U.S. as verified by Form I -9, Immigration & Naturalization Service Employment Eligibility. (I) The signature of the signatory officials on this award attests to the Kodiak Island Borough's understanding and acceptance of the National Incident Management System (NIMS) compliance requirements. The Kodiak Island Borough is considered to be in full NIMS compliance if they have adopted and implemented the FFY 2012 compliance activities, as determined by completion of the National Incident Management System Capability Assessment Support Tool (NIMSCAST). For FFY 2012, the NIMSCAST will be the required means to report NIMS compliance for future preparedness award eligibility. Completion of the FFY 2012 NIMCAST Metrics must be completed by September 30, 2013. • (3) The Kodiak Island Borough must complete the Logistics Capability Assessment annually by December 31 each year. (K) It is the responsibility of the Kodiak Island Borough as the recipient of these federal funds to fully understand and comply with the requirements of: 1. Administrative Requirements 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 2 CFR Part 215, OMB Circular A -110 Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals, and Other Non - Profit Organizations at www.whitehouse .qov /omblcircularslindex.html 2. Cost Principles 2 CFR Part 225, OMB Circular A -87 Cost Principles for State, Local and Indian Tribal Governments at www.whitehouse.00v/omb/circulars/index.html 2 CFR Part 220, OMB Circular A -21 Cost Principles for Educational Institutions at www.whitehouse„goWomb/circulars/index.html 2 CFR Part 230, OMB Circular A -122 Cost Principles for Non -Profit Organizations at www.whitehousemov/omb/circulars/index.html Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations 3. Audit Requirements OMB Circular A -133 Audits of States, Local Governments and Non - Profit Organizations at www.whitehouse.gov /omb /circulars /index.html 4. Technology Requirements 28 CFR Part 23, Criminal Intelligence System Operating Policies 5. Duplication of Benefits 2 CFR Part 225, Basic Guidelines Section C.3(c) 6. Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93 -288, as amended, 42 U.S.C. §5121 -5206, and Related Authorities 7. State Requirements September 2012 Alaska State Procurement Code AS 36.30, AS36.30.005 -.030 www. state. ak. us / local/ akpacies /ADMIN /dqs /docs /as3630.doc Alaska Administrative Code Title 2 Chapter 12, 2 AAC 12.74. htto : / /www.legis.state.ak.us /cgi- bin /folioisa.dlvaac Alaska Administrative Manual httn : / /fin.admin.state.ak.us /dof /ak admin manual /aam toc.i$o Special Conditions (A) No funds will be reimbursed if Kodiak Island Borough representatives do not attend a 2012 Regional Grant Kick -off meeting to be held throughout the state in November and December, 2012. We certify we have read, understood, and accept the Grant Terms and Conditions, the Grant Requirements, and Project Manager's Signature Assurances and Agreements, and Special Conditions in accordance with this Award. Chief Financial Officer's Signature Signatory Official's Signature September 2012 Alaska Division of Homeland Security and Emergency Management Federal Fiscal Year 2012 State Homeland Security Grant Program (SHSP) Application Application Deadline 11:59 p.m., Wednesday, August 1, 2012 Please contact Adrian Avey (adrian.avey @alaska.gov, or 907 - 428 -7027 if you have any questions regarding this application. Jurisdiction: City of Kodiak/Kodiak Island Borough Responsible Borough: Kodiak Island Borough ❑ Law Enforcement Related (if applicable) Amount Requested $ 35,000.00 ❑ State Managed Alaska Shield • Project Priority #1 ❑ EHP Required (Up to six (6) projects may be submitted) (EHP Screening Form may be submitted at time of application) 1. Briefly explain the project and funding needs to support the below item description(s). The City of Kodiak and the Kodiak Island Borough have jointly.agreed to provide emergency response on an area wide basis in substantial accord with AS26.23.070. Each community has adopted identical disaster preparedness ordnances which provide both a basic structure for response and a delineation of proportional responsibility for response, based on the geographical location of needed response activities within the City of Kodiak or the surrounding Kodiak Island Borough. The City of Kodiak and the Kodiak Island Borough have historically collaborated on a regional area wide emergency operations plan. It has been nearly 10 years since the last major update to the plan however and the incremental updates over this time period have not kept pace with the best practices now being promulgated by DHS &EM and the federal DHS. The city and borough would like to engage the services of a qualified contractor to evaluate the adopted EOP's and develop a revised EOP suite of plans consistent with the guidelines in CPG 101 v.2, NIMS, and other relevant applicable standards. In order to ensure compliance with these latest standards, the City of Kodiak and Kodiak Island Borough would like to undertake a complete revision of the Kodiak Area Emergency Operations Plan to fit the current model for EOP's statewide. This should include a primary plan for the Kodiak Road System and step -down plans for each of the recognized rural communities located within the borough, to include Ouzinkie, Larsen Bay, Karluk, Akhiok, Old Harbor and Port Lions. In addition, the city and borough would also like to concurrently develop continuity of operations plans and evacuation plans for each community, either as embedded elements of the overall EOP or as stand -alone plan documents. The city and borough have also adopted or developed certain additional plan elements over the past 10 years since the last major EOP update re- edited and integrated with the revised Kodiak Area EOP. Such plan elements may include, but are not necessarily limited to a Pandemic Influenza Annex, a Hazard Mitigation Plan, Marine Rescue Operations Annex, and a Point of Dispensing Plan Annex, which is now in the final stages of the planning process. A qualified consultant would be selected and placed under contract for this project through a competitive selection process within 90 days of grant award. In addition, city and borough staff would expect to substantially match the grant funded efforts of a qualified consultant in arranging and attending public meetings as required to engage stakeholders from around the borough. This could also include providing meeting venues, temporary working space and other resources white the consultant is working in the Kodiak community. 2. Select one primary goal for this request. Goal 3: Strengthen Whole Community Planning and Preparedness 3. Choose the budget category(ies) and put an "X" in the box in the left column. Insert the amount of funds requested for each budget category(ies) and the total amount of funds requested for the project. Category Fundin• Request ® Planning $35,000.00 ❑ Equipment $ ❑ Exercise $ ❑ Training $ Total Project Funds $35,000.00 4. Please provide a description for each project component, and for equipment, please provide the authorized equipment list (AEL) number for each piece of equipment. The AEL number can be found at www.rkb.us. Description AEL # Qty Unit Cost Cost Total Discipline Contract for EOP Suite Revision 1 $35,000.00 $35,000.00 Emergency Management Choose an item. Choose an item. Choose an item. Choose an item. • Choose an item. Choose an item. Choose an item. Choose an item. Choose an item. Choose an item. ChooEe an item. Choose an item. 5. Select one primary objective for this request. 4A. Analyze state and local all— hazards emergency operations plans for compatibility and promote the continued development of regional mutual aid agreements and procedures. Project Applications, Alaska Shield Application (if applicable), and Cover Sheet must be submitted by mail, fax, or electronically in PDF format with complete signatures to: Division of Homeland Security and Emergency Management Attn: Homeland Security Grants Administrator PO Box 5750 JBER, Alaska 99505 -5750 Email: mva.grants(a)alaska.gov • Fax: (907) 428 -7009 Phone: (907) 428 -7000 or 1- 800 = 478 -2337 .• Signatory Authority Form Grant Program: State Homeland Security Grant Program (SHSP) I DUNS# 1 159043244 Agreement Number Date Prepared / Effective Date 8/1/2012 Name of Applicant (Jurisdiction): Tax ID #: 92 Signatory Information Project Manager, Chief Financial Officer, and Signatory Official must be three (3) different individuals. Primary Signatories: Grant Primary Delegations: Quarterly Secondary Delegations: Quarterly Award/Amendments and Financial and Narrative Grant Financial and Narrative Grant Quarterly Grant Reports Reports (only) Reports (only) Project Manager Name Duane Dvorak, Associate Planner Individual who will manage project Project Manager Address 710 Mill Bay Road, Room City, State Zip 205, Kodiak AK 99615 Project Manager 907 486 - 9362 Telephone Project Manager Fax 907 - 486 - 9396 Project Manager Email ddvorak @kodiakak.us Chief Financial Officer Name Highest level financial sheer, authorized to Kadeton Short, Finance Director certify financial expenditures and records Chief Financial Officer Address 710 Mill Bay Road, Kodiak City, State Zip AK 99615 Chief Financial Officer Telephone 907 486 - 9320 Chief Financial Officer Fax 907 - 486 - 9392 Chief Financial Officer Email kshort@kodiakak.us Signatory Official Name Jurisdiction's Chief Executive Governing Charles E. Cassidy, Jr. Official Signatory Official Address 710 Mill Bay Road, Kodiak City, State Zip AK 99615 Signatory Official Telephone 907- 486 -9300 Signatory Official Fax Signatory Official Email bcassidy @kodiakak.us Signatures •* "Sig e rc led by each of the above named individuals Project Maria•• AND • : ?lima natory Primary Delegate Secondary Delegate ‘k • 0 Chief 'rc=' 10fficer. � m� j . Ai •: gm,. ma SI•nato Prima Deb ate Seconds Del •ate • i Si na .1 *0 t tcial " " t v'C� `4+.5 rimary Signatory 4 Primary Delegate Secondary Delegate '9 _ • rm., , , '.�.s '"" KODIAK ISLAND BOROUGH - 1 :' ei , AGENDA STATEMENT µ'Y:• REGULAR MEETING OF: DECEMBER 20, 2012 ITEM NO.: 13.C.1 TITLE: Ordinance No. FY2013 -12 To Dispose, by Permit or License, to the City of Kodiak a Portion of Land up to 27,720 Square Feet Located on Top of the Active Landfill (1203 Monashka Bay Road East) to Temporarily Produce Class B Compost Until Approximately August 15, 2013. ORIGINATOR: Manager's Office Staff FISCAL IMPACT: ❑ Yes $ or ❑ No Funds Available ['Yes ❑ No Account Number: Amount Budgeted: ATTACHMENTS: Ordinance No. FY2013 -12, Agreement, Letter from the City, Map APPROVAL FOR AGENDA: SUMMARY STATEMENT: The sewage sludge processed through the wastewater treatment plant (biosolids) has been disposed of at the Borough landfill for many years. By a memorandum of agreement (MOA) in 2007, the City and Borough agreed that the landfill would continue to accept biosolids until it interferes with landfill operations. Last June the Borough Manager notified the City Manager that, due to operational difficulties at the active face of the landfill precipitated by the increased volume of biosolids, the Borough will be unable to accept biosolids at the landfill after Dec. 15, 2012. Since that notification, the City has spent a considerable amount of time and resources trying to identify a site as a long term solution for processing the biosolids into Class A EQ compost. In the interim, the City has sought a short term solution to stockpile biosolids using ADEC's approved method, but this would require additional transporting and and handling at considerable cost to the City. A short term solution has been identified consisting of utilizing an area of approximately 27,720 sq. ft. at the landfill for processing biosolids into Class B compost, which then could be disposed of in the landfill to fill voids and for cover material approved by ADEC. A temporary land use license agreement between the Borough and the City for use of this area at the landfill by the City for processing biosolids into Class B compost will continue the cooperative efforts consistent with the MOA, offering a short term solution benefiting the community and rate payers while giving the City time to implement a long range plan for processing the biosolids into Class A EQ compost. The land use license agreement will outline issues related to insurance, safety, liablility, and indemnification as approved by the Borough Attorney. The license agreement will be temporary and will terminate on approximately August 15, 2013. RECOMMENDED MOTION: Move to adopt Ordinance No. FY2013 -12 in first reading to advance to public hearing at the Special Meeting of December 27, 2012. Kodiak Island Borough Page 1 of 1 1 Introduced by: KIB Manager Requested by: KIB Manager Drafted by: Resource Management Officer Introduced: 12/20/2012 Public Hearing: Adopted: 2 3 KODIAK ISLAND BOROUGH 4 ORDINANCE NO. FY2013 -12 5 6 AN ORDINANCE OF THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 7 TO DISPOSE OF, BY PERMIT OR LICENSE, TO THE CITY OF KODIAK A PORTION OF 8 LAND UP TO 27,720 SQUARE FEET LOCATED ON TOP OF THE ACTIVE LANDFILL AT 9 1203 MONASHKA BAY ROAD EAST TO TEMPORARILY PRODUCE CLASS B 10 COMPOST UNTIL APRPDXIMATELY AUGUST 15, 2013 11 12 WHEREAS, the sewage sludge processed through the wastewater treatment plant 13 (biosolids) has been disposed of at the existing Kodiak Island Borough (KIB) landfill for many 14 years; and 15 16 WHEREAS, a memorandum of agreement (MOA) between the City of Kodiak (City) and 17 the Kodiak Island Borough dated August 14, 2007 agreed that the landfill will continue to 18 accept sludge from the treatment plant until landfill operations preclude KIB's ability to 19 accept sludge, at which time KIB would provide the City with a notification of that 20 determination six months prior; and 21 22 WHEREAS, in a letter dated June 5, 2012, the Borough Manager notified the City 23 Manager that due to operational difficulties at the active face of the landfill precipitated by 24 increased volumes of sludge, the KIB will be unable to accept sewage sludge at the landfill 25 after December 15, 2012; and 26 27 WHEREAS, the City has spent a considerable amount of time and resources since that 28 notification to identify solutions for the disposal of the biosolids at a location other than the 29 landfill; and 30 31 WHEREAS, completion of ADEC permitting review for composting of the biosolids into 32 Class A EQ compost at other identified sites may take months or longer; and 33 34 WHEREAS, a short-term solution to stockpiling biosolids using ADEC's approved method 35 until a permit to compost to Class A EQ standards can be issued would require additional 36 transporting and handling at substantial cost to the City; and 37 38 WHEREAS, City and Borough staffs have been working cooperatively to find both short- 39 term and long -term solutions for the safe and affordable disposal of the community's 40 biosolids; and Kodiak Island Borough Ordinance No. FY2013 -12 Page 1 of 3 41 42 WHEREAS, an area of approximately 27,720 sq. ft. has been identified at the landfill that 43 can serve in the short-term for processing biosolids into Class B compost, which would then 44 be disposed of in the landfill to fill voids and help shape the contours in preparation for final 45 cover and closure; and 46 47 WHEREAS, in a memo dated December 13, 2013 the City Manager has expressed 48 willingness to enter into an agreement to deliver biosolids to this identified area of the landfill 49 and utilize a City contractor to compost and dispose of it within the landfill as directed by 50 landfill staff; and 51 52 WHEREAS, ADEC has approved of this area within the landfill for processing biosolids 53 into Class B compost, and has approved Class B compost as a cover material acceptable at 54 the landfill; and 55 56 WHEREAS, KIBC 18.20.170 defines "disposal" as any transfer of real property including 57 revocable license; and 58 59 WHEREAS, this temporary land use license will continue the cooperative efforts consistent 60 with the MOA between the KIB and the City for delivery to and utilization at the landfill for 61 biosolids, offering a short-term solution benefiting the community and ratepayers while giving 62 the City time to implement a long range solution for processing the biosolids into Class A EQ 63 compost as originally planned. 64 65 NOW, THEREFORE, BE IT ORDAINED BY THE ASSEMBLY OF THE KODIAK ISLAND 66 BOROUGH THAT: 67 68 Section 1: This non -code ordinance is of a temporary and non - permanent nature and 69 shall not become a part of the Kodiak Island Borough Code of Ordinances; 70 and 71 72 Section 2: In order for the City to utilize the land identified at the KIB landfill for 73 processing of biosolids into Class B compost, KIB and the City will enter into a 74 Land Use License Agreement for use of KIB Property. The land use license 75 agreement will outline issues related to insurance, safety, liability, and 76 indemnification, and is subject to approval by the Borough Attorney prior to 77 being signed by the Borough Manager. The license agreement is temporary 78 and will terminate on approximately August 15, 2013; and 79 80 Section 3: This ordinance exempts the permit from the requirements of KIBC 81 18.20.030(A) Planning and Zoning Commission review and recommendation 82 to the Assembly, to the extent such review may be required, due to the 83 temporary and critical nature of this public need, the diligence of the City of 84 Kodiak in investigating other sites, and the expense associated with using 85 alternative location; and 86 Kodiak Island Borough, Alaska Ordinance No. FY2007 -16 Page 2 of 3 87 Section 4: The Borough Manager is authorized to execute and deliver on behalf of the 88 Kodiak Island Borough a temporary and use license agreement, in 89 substantially the form presented at this meeting, to be entered into between 90 the KIB and the City of Kodiak for use by the City and its contractor of a 91 27,720 sq. ft. area within the Borough Landfill for the processing of biosolids 92 from the treatment plant into Class B compost for utilization at the landfill. 93 94 Section 5: This ordinance shall be effective upon adoption. 95 96 ADOPTED BY THE ASSEMBLY OF THE KODIAK ISLAND BOROUGH 97 THIS DAY OF 2013 98 99 100 KODIAK ISLAND BOROUGH 101 102 103 104 Jerome M. Selby, Borough Mayor 105 106 ATTEST: 107 108 109 110 Nova M. Javier, MMC, Borough Clerk Kodiak Island Borough, Alaska Ordinance No. FY2007 -16 Page 3 of 3 LICENSE AGREEMENT FOR USE OF KODIAK ISLAND BOROUGH PROPERTY THIS LICENSE AGREEMENT, effective the day of , 20 , is made and entered into by and between the Kodiak Island Borough, a municipal corporation, organized and existing under the laws of the State of Alaska, whose address is 710 Mill Bay Road, Alaska 99615 -6340, hereinafter referred to as "Borough" and the City of Kodiak, a municipal corporation, organized and existing under the laws of the State of Alaska, whose address is 710 Mill Bay Road, Alaska 99615 -6340, hereinafter referred to as "Licensee;" 1. Premises. Borough hereby grants to Licensee a license to occupy and use, subject to all of the terms and conditions hereinafter stated, a portion of the following - described premises as further identified on a drawing attached hereto as Exhibit Plat , recorded in the records of the Kodiak Recording District, Third Judicial District, State of Alaska. 2. Purpose. The purpose of this License Agreement is to allow the Licensee use of a portion of the Borough's landfill area to store sludge and create Class B compost. 3. Use. The premises may be occupied and used by Licensee and its contractor solely for the purpose stated in Section 2. Licensee has contracted with for transportation and handling of Licensee's sewage sludge and composting on the Premises pursuant to regulations of the State of Alaska Department of Environmental Conservation and guidance issued by the U.S. Environmental Protection Agency. Licensee will not amend its agreement with its contractor, or replace its contractor with another contractor, without providing 20 days' notice to the Borough and allowing the Borough to voice any objections or concerns. All work by Licensee or its contractor shall be conducted in a manner that will not unreasonably interfere with Borough's landfill operations. Licensee will comply with all reasonable requests from Mike Patterson, the Borough Landfill Supervisor, or other person designated by the Borough Manager. 4. Term. The term of this License Agreement shall begin on December 28, 2012 and continue until August 15, 2013, unless earlier terminated. The use of the land granted to Licensee is temporary. 5. Consideration. In consideration for this license, Licensee shall pay to Borough fair market value of the property as determined by the Borough Assessor. Payment is due and payable upon execution of this License Agreement and thereafter on the first of each calendar month. In addition, Licensee shall comply with all covenants and obligations herein described, which remain in effect for the term of this License Agreement. Licensee shall keep its operations safe and in good order and shall comply with all state and federal laws and regulations relating to sludge disposal and compost, hazardous material handling and disposal, and environmental cleanup and remediation. 6. Insurance. Licensee shall maintain, for itself and any contractors, (a) general liability insurance with minimum limits of $1,000,000 per occurrence and $5,000,000 aggregate; Page 1 of 3 LICENSE AGREEMENT FOR USE OF KODIAK ISLAND BOROUGH PROPERTY THIS LICENSE AGREEMENT, effective the day of , 20 is made and entered into by and between the Kodiak Island Borough, a municipal corporation, organized and existing under the laws of the State of Alaska, whose address is 710 Mill Bay Road, Alaska 99615 -6340, hereinafter referred to as "Borough" and the City of Kodiak, a municipal corporation, organized and existing under the laws of the State of Alaska, whose address is 710 Mill Bay Road, Alaska 99615 -6340, hereinafter referred to as "Licensee;" 1. Premises. Borough hereby grants to Licensee a license to occupy and use, subject to all of the terms and conditions hereinafter stated, of approximately 27,720 square feet of a portion of the following- described premises as further identified on a drawing attached hereto as Exhibit A. Kodiak Island Borough Landfill Tract According to Plat 96 -31, recorded in the records of the Kodiak Recording District, Third Judicial District, State of Alaska. 2. Purpose. The purpose of this License Agreement is to allow the Licensee use of a portion of the Borough's landfill area to store sludge and create Class B compost. 3. Use. The premises may be occupied and used by Licensee and its contractor solely for the purpose stated in Section 2. Licensee has contracted with Quayanna Development Corporation for transportation and handling of Licensee's sewage sludge and composting on the Premises pursuant to regulations of the State of Alaska Department of Environmental Conservation and guidance issued by the U.S. Environmental Protection Agency. Licensee will not amend its agreement with its contractor, or replace its contractor with another contractor, without providing 20 days' notice to the Borough and allowing the Borough to voice any objections or concerns. All work by Licensee or its contractor shall be conducted in a manner that will not unreasonably interfere with Borough's landfill operations. Licensee will comply with all reasonable requests from Mike Patterson, the Borough Landfill Supervisor, or other person designated by the Borough Manager. 4. Term. The term of this License Agreement shall begin on December 28, 2012 and continue until August 15, 2013, unless earlier terminated. The use of the land granted to Licensee is temporary. 5. Consideration. In consideration for this license, Licensee shall pay to Borough fair market value of the property as determined by the Borough Assessor. Payment is due and payable upon execution of this License Agreement and thereafter on the first of each calendar month. In addition, Licensee shall comply with all covenants and obligations herein described, which remain in effect for the term of this License Agreement. Licensee shall keep its operations safe and in good order and shall comply with all state and federal laws and regulations relating to sludge disposal and compost, hazardous material handling and disposal, and environmental cleanup and remediation. Page 1 of 3 6. Insurance. Licensee shall maintain, for itself and any contractors, (a) general liability insurance with minimum limits of $1,000,000 per occurrence and $5,000,000 aggregate; (b) automobile liability insurance covering all owned, hired, and non -owned vehicles with minimum limits of $1,000,000 each occurrence; (c) environmental liability insurance with minimum limits of $2,000,000 per occurrence; and (d) workers' compensation insurance as required by AS 23.30.045. The Borough shall be a named insured for liability coverage. Deductibles shall be in amounts approved by the Borough Manager. Insurance carriers shall have a financial rating acceptable to the Borough Manager. 7. Liability and Indemnity. Borough makes no representations regarding the suitability of the site for Licensee's intended use. Except and to the extent solely caused by Borough's own negligence or intentional misconduct, Borough shall not be liable for damages to property or injuries to persons, including death, arising from the construction, operation, maintenance, removal, or activity of Licensee, its principals, officers, employers, associates, agents, representatives, successors, heirs or assigns, licensees, contractors, or invitees. The Licensee assumes responsibility for any negligent acts of its officers and employees, in the scope of employment, incident to this License Agreement. Any requirement for the payment or obligation of funds by the Licensee shall be subject to the availability of appropriated funds. By acceptance hereof, the Licensee assumes full responsibility for the activities, equipment, and personnel incident to this License Agreement. 8. Interest. This does not convey an interest in land, is personal to the Licensee, and is not assignable. IN WITNESS WHEREOF, the parties hereto have executed this document by and through their duly authorized officials. KODIAK ISLAND BOROUGH, ALASKA CITY OF KODIAK, ALASKA Charles E. Cassidy Jr. Aimee Kniaziowski Administrative Official City Manager ATTEST: ATTEST: Nova Javier, MMC, Borough Clerk Debra Marlar, MMC, City Clerk (Borough Seal) (City Seal) Page 2 of 3 STATE OF ALASKA ) ) ss. THIRD JUDICIAL DISTRICT ) THIS IS TO CERTIFY that on this day of 2012, before me, the undersigned, a Notary Public in and for the State of Alaska, personally appeared Charles E. Cassidy Jr., known to me and to me known to be the Administrative Official for the Kodiak Island Borough, Alaska, and authorized to execute documents on behalf , and is the individual named in and who executed the foregoing document on behalf of the Kodiak Island Borough for the uses and purposes therein set forth. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my seal the day and year hereinabove written. Notary Public in and for Alaska My commission expires: STATE OF ALASKA ) ) ss. THIRD JUDICIAL DISTRICT ) THIS IS TO CERTIFY that on this day of 2012, before me, the undersigned, a Notary Public in and for the State of Alaska, personally appeared Aimee Kniaziowski, known to me and to me known to be the City Manager for the City of Kodiak, Alaska, and authorized to execute documents on its behalf, and is the individual named in and who executed the foregoing document on behalf of the City of Kodiak, Alaska for the uses and purposes therein set forth. IN WITNESS WHEREOF, I have hereunto set my hand and affixed my seal the day and year hereinabove written. 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Current Greenbelt Ordinance 98 -00 ♦ ♦ " . 3Y , te a . ?'L4 ,•,.. r w �';;1 u. �• SW f • S t tp , j �j Current Landfill Property Boundary '/ : V Y � 5 1 i.:wiC S♦ irR$.C?�kF3V.'_. rawer 3a ♦ f i • , �' ` • � J�' F4 y r �i 1, P'7 l a x 3 ) tt h •N 'r � t a. r'r 3 s 473 wo 1.410 ZO r sc F � . �, . y r' �s.q"t v V ,.- `�� rY ♦. tK Y f G ! Feet , }.i: i Vi ,: , F ,. a . 'M' • .� ' -� s : •+ .e ': dr3 a i Set ,, }�i - . 2 P `!e., •. r .. ♦ L 4 -- - r . p,Fi'm C_, e / � ,, 7 ry IP* MEMORANDUM X4;t .. . TO: Mayor Selby and Assembly Members � Through: Bud Cassidy, Interim Borough Manager mil/ CC: Mayor Branson and City Council Members r FROM: Aimee Kniaziowski, City Manage DATE: December 13, 2012 RE: Joint City- Borough Solution of Temporary Agreement to Create Class B Compost from Biosolids at an Approved Location at the Current Landfill This memo is being written at the request of the Borough Manager following a meeting between City and Borough staff yesterday at which the preferred temporary solution for the continued disposal of biosolids at the KIB landfill was discussed. As you know, the sewage sludge processed through the wastewater treatment plant (biosolids) has been disposed of at the existing landfill for many years. The City and Borough discussed the possibility that the landfill may not be able to take biosolids due to the landfill expansion project over the course of several years and signed a Memorandum of Agreement (MOA) on this issue in August of 2007 (see attached). In keeping our part of the agreement, the City has spent a considerable amount of time and money to identify solutions for the disposal of the biosolids at a location other than the landfill since that time. After several studies, it was determined that composting was the most viable and affordable option for the disposition of biosolids. The City began to work on composting options with a private contractor about a year ago. The City was provided formal notification on June 5, 2012, (see attached) that the landfill would no longer take biosolids from the wastewater treatment plant as of December 15, 2012. The City continued working with Quayanna Development Corporation (QDC) on a plan to compost biosolids into Class A EQ compost at a location to be determined by the contractor. The City Council approved the contract with QDC in October to compost at a site in Middle Bay. The agreement required QDC, to have a permit in place and be able to accept biosolids at the identified site by the Borough's December 15 deadline. QDC submitted an application to the State Department of Environmental Conservation to compost at the industrially zoned, leased site at Middle Bay. Due to the public comments and concerns expressed to DEC during the public comment period, the comment period has been extended to January 18 and it is likely to take longer to receive a permit for a composting operation at that location. Memo to Mayor and Borough Assembly re. Biosolids December 13, 2012 Page 2 The City and QDC also explored other suitably zoned locations for composting and identified a back -up short term solution to stockpile biosolids using DEC's approved method until a permit to compost to Class A EQ standards can be issued to the contractor. The City identified one stockpile sight at the USCG Base and the other at Gibson Cove. This short-term option is not preferred no matter the site, due to operational and cost considerations. City and Borough staff and the contractor have been working to find both a short- and long- term solution to allow for the safe and affordable disposal of the community's biosolids while waiting for completion of the DEC permitting process. A short-term solution has been offered by Borough staff that the City and QDC agree is a very good solution. The Borough has identified an area on top of the existing unlined landfill of approximately 27,700 square feet that could be made available to compost biosolids into Class B compost which would then be disposed of in the landfill to fill voids and help shape the contours in preparation for final cover and closure. The area is adequate to produce the Class B type compost without creating a backlog of compost. The operational plan submitted by the City's contractor says the process will produce approximately 240 cubic yards of unscreened compost or roughly 125 cubic yards of screened compost per week. The City is willing to enter into an agreement to utilize the identified space at the top of the landfill at a cost that is substantially less than fair market value for industrially zoned land, given the fact that it is located at the top of an actively worked, unlined landfill cell. The City is comfortable with having the land agreement or MOA in place from December through August 2013 when the landfill crew will need to return to that area to work. The City will approve the agreement, deliver the biosolids to the site, and utilize QDC to make the compost and dispose of it within the landfill as directed by landfill staff. DEC has already indicated support for this activity and will allow it to occur as part of the landfill operation. The City and QDC have prepared an operation plan that outlines the operational aspects of this process, including safety and all other aspects of making the Class B compost at the location to meet Borough and DEC requirements. I understand that Borough requirements will include a formal approval action by the Assembly as well as a public hearing even though the agreement to use this land by the City and its contractor is short-term, it is considered a 'disposal" of Borough property for a public purpose per KIB Code 18.20.160.. Until the Assembly has completed the approval process and proper agreements are in place, Borough staff is willing to accept biosolids at the landfill at the existing disposal rate and allow the biosolids to be stockpiled there. Both government staffs have worked diligently to come up with this short -term team -based solution that will benefit the community and ratepayers. I believe our staffs and mayors fully support a mutually beneficial outcome such as this and request the Assembly to Memo to Mayor and Borough Assembly re. Biosolids December 13, 2012 Page 3 proceed with the process to allow for implementation of this solution. This will give the City and QDC time to implement the plan to compost biosolids into the Class A EQ product as originally planned. .`= - ate. Kodiak Island Borough h 7 *� r ' ` ,`+, ,_; Office of the Borough Manager x' - ,,'_ 1 A ;S � 710 Mill Bay Road '' 4i Kodiak, Alaska 99615 JUN 2� '" 0 Phone (907) 486 -9300 2012 pv4 t email: rgifford@kodiakak.us 7 "ce;vec- June 5, 2012 Aimee Kniaziowski, City Manager 710 Mill Bay Road Kodiak, Alaska 99615 Re: Biosolid Disposal at KM Landfill Dear Ms. Kniaziowski: Thank you for attending our meeting of June 1, 2012 to discuss issues related to the Borough challenges related to sludge placement in the landfill. As the landfill nears its permitted capacity, it becomes problematic to accept sludge. The landfill has experienced increased volumes of sludge recently causing a backlog. This condition creates operational difficulties at the active face of the landfill. The city has indicated that it has not yet fully developed alternative disposal options for biosolids. As the Borough transitions its municipal solid waste (MSW) disposal operations to the soon to be constructed expansion cell, we anticipate a period of one year when the Borough will be unable to accept any sludge. In accordance with the MOA between the City of Kodiak and Kodiak Island Borough dated 8- 14 -07, consider this the required six month notification that the Borough will be unable to accept sewage sludge at the landfill after December 15, 2012. In the interest of cooperation, the Borough agrees to work around the operational challenges and accept the increased volumes of sludge experienced recently. If the Borough can be of any assistance in your efforts to develop alternative options for disposal of sewage sludge, please contact Woody Koning, Director Engineering & Facilities at 486 -9343. Sincerely, KODIAK ISIAND BOROUGH Rick Gifford d ole Borough Man er RG:Ij w Cc: Woody Koning, Director Engineering & Facilities MEMORANDUM OF AGREEMENT Delivery of City of Kodiak Wastewater Treatment Plant Sludge to the Kodiak Island Borough Landfill The purpose of this Memorandum of Agreement (MOA) is to identify the general responsibilities of the City of Kodiak and the Kodiak Island Borough Kodiak Island Borough will: • Continue to accept sludge from the City of Kodiak Wastewater Treatment Plant at the Kodiak Island Landfill unless or until operations at the landfill preclude KIB'S ability to accept. • In the event that the Kodiak Island Borough determines that they can no longer accept sludge from the City of Kodiak Wastewater Treatment Plant, the City will be provided with a minimum of six months notice of the determination. • Work in cooperation with the City of Kodiak to utilize as much sludge as possible with the least amount of stock piling on site. City of Kodiak will: • Continue the current adjusted treatment process in an effort to improve sludge handling characteristics to make it easier for landfill operators to place sludge. • Continue the addition of increased lime ratios that has improved sludge consistency and made it drier and easier for co- disposal. • Continue efforts to increase the percent solids and improve sludge handling characteristics. • Continue to pursue alternative options for sewage sludge disposal. of _.� Rick L. Giffor : onager Lind Manager Kodiaklsland Bo • _h City of Kodiak Attest: Borough ‘, L t test: City Clerk Nova M. J�vier, CM Debra L. Marlar, CMC � " Date ' 11167 \rj T / `l 6 : c te • 7.) • .4fr , .• • O j -57 c , �`Skei it 1*ni Kodiak Bio- Solids Composting Project Proposed Temporary Composting at Kodiak Island Borough Landfill December 7, 2012 Summary Quayanna Development Corporation has submitted a solid waste permit application to the ADEC for review and processing. The permitting process is stated to take 4 to 6 months to complete. The ability for the City of Kodiak to deliver the bio- solids to the Kodiak Island Borough landfill will expire on December 15 2012. A need has been identified to treat the bio- solids on a temporary interim basis using a simpler, but effective method to produce a Class B compost. The composting activity will occur in a 10,000 square foot area on the northeastern end of the existing Kodiak Island Borough landfill. QDC proposes to the ADEC to provide authority to temporarily compost the Kodiak WWTF bio- solids on the Kodiak Island Borough landfill using the Windrow Composting Method from December 15, 2012 to August 15, 2013. r h ,.�. -; Y a'. t. , L . 1 . i G ESY ' crtia Yn ,1 :r' � 4.: { 4 -a -+ " may f,.. ' � '''' -- i -� — -- 1 . , . t:c t �. r ° 3. 1 - ?. '1 �c0'a ri { 5u1 f y� ( F [ r 74.4s. h pa, e 3 4 r0 :. t e4"�..�- J k s } Y / i "O�, Composting Area at the northeastern end of the KIB Landfill Composting Method The Proposed Temporary Plan is to utilize composting bio- solids as a Process to Significantly Reduce Pathogens. This method has been determined to produce a Class B compost when the temperature of the sewage sludge is maintained at 40C (104 deg. F) or higher for 5 days or longer, during which the temperature of the compost pile will exceed 55C (131 deg. F) for 4 or more hours. Bio- solids Production and Scheduling As described in the permit application, the Kodiak Wastewater Treatment Facility will produce and haul a weekly average of 60 cubic yards of bio- solids to the Kodiak Island Borough Landfill. These bio- solids ii Page are typically produced and hauled in totes on Tuesdays and Thursdays with a truck specifically made for this purpose. The truck driver will deposit the bio- solids on a mat of wood chips on the existing landfill. The bio- solids will be mixed thoroughly with wood chips with an excavator or tracked loader and laid out in an elongated pile. No bio- solids will remain on the site unmixed with wood chips overnight at any time. A batch of one weeks' worth of bio- solids (approximately 60 cubic yards bio- solids and 180 yards wood chips) will constitute a pile with approximate dimensions of 20 feet wide, 55 feet long, and 7 feet high. The composting process will start one pile each week and temperatures monitored and recorded on a daily basis. A log will be kept during the composting phase of each batch. A record of the compost pile temperatures and moisture parameters will be kept in this log, as well as bio -solid deliveries. When a pile has produced the necessary temperature regimes to become "Class B" compost, it will be tested to confirm pathogen kill, and then disassembled and moved from the pile and stockpiled elsewhere on the landfill grounds. The Class B compost will then be spread over the landfill. Monitoring and Sampling There are three areas of concern regarding the composting process: 1. Maintaining temperature of the composting pile. 2. Presence of pollutants such as heavy metals. 3. Testing to confirm the pathogen kill. Temperature Proper monitoring and record keeping of the compost pile TABLE 2-1 Pollutant Limits temperatures documents whether or Ceiling Pollutant Cumulative Annual Pollutant not the composting process has Concentration Concentration Pollutant loading Loading Rate Limits for All Limits for APLR P.Qand Role rr succeeded in creating a Class B Pollutant Blotolld& Applied L;mi PClsBfor 0 0 0 lidr CPI.RL,B;Wd Dimond, to Land (milligrams per (kilograms per (kilograms per compost. It is therefore critical that (milligrams P kilogram) hectare) h40bnper kilogram) 365 -day period) accurate records of temperature - `.:- ;,e: F`p, 75 41 °I 2.0 measurements are made throughout 85 19 39 1.9 ;t composting process and at various �m gra °0° 300 2,000 150 _��� 4,300 I 1.508 1,500 75 depths of the pile. ;fska :} , k f 840 303 300 15 i 431,1, 57 17 17 0.85 I Temperatures will be read from x°` 45 — _ — — J analog compost thermometers. The rktd �7wr °A 420 420 n 100 36 100 5.0 readings will be recorded on a daily 500 2,800 2,800 140 basis from at least 8 points in the ' nS4 e Allbiosolda that Bulkbiomlids and Bulkbiosolids Baggedbiwalide compost pile at various depths and . e `"a d°°°' bagged biao1d ;, aaAp"n,ltr 3 Table 1, Table 3. Table 2, Table 4. locations in the pile. At least two of s +i. e'i° Section 503.13 I Section 503.13 Section 503.13 Section 503.13 these measurements will be made at " °'"°"` a As. result of lie RhwY 25. 1994, Amenelm tare rule. the than for rtolybdenum we fetal from the Pan 503 mk Fading 50% of the depth of the pile, and at EPA t^ °°"°°m. a Bagged bia.A.15ve m or giaa anal in e tai or o...Wim. 2 1 Page least two measurements will be made at 75% of the depth of the pile. Records shall be signed and dated by the individual taking the temperature reading and will be kept on site in a safe location. Pollutants Regulations are in place for the maximum allowable amounts of 10 pollutants: Testing of the compost for these pollutants will occur no less than once per calendar quarter of each year, and a minimum of 4 times per calendar year by an approved test lab. Samples from each week deliveries will be retained and filed by the City WWTF for future testing if necessary. Testing Testing to determine pathogen kill will initially occur with every batch. When testing demonstrates that the composting temperature regime kills pathogens as anticipated the testing frequency may be reduced. 31 Page Kodiak Island Borough Assembly Regular Meeting Guidelines December 20, 2012, 7:30 p.m., Borough Assembly Chambers Please announce: Please remember to turn off ringers on your cell phones or put them on vibrate. 1. INVOCATION Major John Quinn of the Salvation Army. 2. PLEDGE OF ALLEGIANCE 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 Mayor Selby and Assembly member Griffin who are out on personal leave. VOICE VOTE ON MOTION. 4. APPROVAL OF AGENDA Recommended motion: Move to approve the agenda. VOICE VOTE ON MOTION. 5. APPROVAL OF MINUTES - None. \ PLEASE ANNOUNCE: $TOP. Due to the delay of the radio broadcast and web streaming, please place your \ / calls at this time to speak under Citizens Comments. Your call will be placed in a queue and answered at the appropriate time. Local: 486 -3231. 6. AWARDS AND PRESENTATIONS - None. 7. CITIZENS' COMMENTS (These are limited to three minutes per speaker.) A. Agenda Items not scheduled for public hearing and general comments. Read phone number: Local is 486 -3231; Toll Free is 1- 855 - 492 -9202. Please ask speakers to: 1. sign in 2. state their name for the record 3. turn on the microphone before speaking 8. COMMITTEE REPORTS — None. Kodiak Island Borough Assembly Guidelines December 20, 2012 Page 1 9. PUBLIC HEARING A. Ordinance No. FY2013 -10 Accepting a Grant From the Alaska Division of Homeland Security and Emergency Management to Provide Funding for a Comprehensive Revision and Update of the Kodiak Area Emergency Operations Plan (KAEOP). Recommended motion: Move to adopt Ordinance No. FY2013 -10. Staff Report — Administrative Official Cassidy Open public hearing. Read phone number: Local is 486 -3231; Toll Free is 1- 855 - 492 -9202. Please ask speakers to sign in and state their name for the record. Comments are limited to three minutes per speaker. Close public hearing. Assembly discussion and amendments may be offered at this time. ROLL CALL VOTE ON MOTION. 10. BOROUGH MANAGER'S REPORT (Administrative Official Cassidy) 11. MESSAGES FROM THE BOROUGH MAYOR (Deputy Presiding Officer Lynch) 12. UNFINISHED BUSINESS — None. /p \ PLEASE ANNOUNCE: STOP. Due to the delay of the radio broadcast and web streaming, please place your \ / calls at this time to speak under Citizens Comments. Your call will be placed in a queue and answered at the appropriate time. Local: 486 -3231. 13. NEW BUSINESS A. Contracts — None. B. Resolutions — None. Continued on next page... Kodiak Island Borough Assembly Guidelines December 20, 2012 Page 2 C. Ordinances for Introduction 1. Ordinance No. FY2013 -12 To Dispose, by Permit or License, to the City of Kodiak a Portion of Land up to 27,720 Square Feet Located on Top of the Active Landfill (1203 Monashka Bay Road East) to Temporarily Produce Class B Compost Until Approximately August 15, 2013. Recommended motion: Move to adopt Ordinance No. FY2013 -12 in first reading to advance to public hearing at the December 27, 2012 special meeting of the Assembly. Staff Report — Administrative Official Cassidy Open public comments. Read phone number: Local is 486 -3231; Toll Free is 1- 855 - 492 -9202. Please ask speakers to sign in and state their name for the record. Comments are limited to three minutes per speaker. Close public comments. Assembly discussion and amendments may be offered at this time. ROLL CALL VOTE ON MOTION. D. Other Items — None. 14. CITIZENS' COMMENTS (These are limited to three minutes per speaker.) Read phone number: Local is 486 -3231; Toll Free is 1- 855 - 492 -9202. Please ask speakers to: 1. sign in 2. state their name for the record 3. turn on the microphone before speaking 15. ASSEMBLY MEMBER COMMENTS Announcements — Deputy Presiding Officer Lynch The Borough Offices will be closed on Tuesday, December 25 in observance of the Christmas holiday, and Tuesday, January 1 in observance of the New Year's holiday. The Assembly will hold a Special Meeting prior to the work session on Thursday, December 27, 2012, at 7:30 p.m., in the Borough Conference Room. The next regular meeting is scheduled on Thursday, January 3 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 December 20, 2012 Page 3 0 / InU.'�i KODIAK ISLAND BOROUGH ASSEMBLY ROLL CALL SHEET ��1 Regular V Special Date: IJ s m �� w &Q , 9-(i Convened: Recessed: Reconvened: Adjourned: 1 -7N BY: BY:: BY: BY: v BY: SECOND: SECOND: SECOND: SECOND: Lc 0 SECOND: , , A. /\°- c-Q1\.\(;511 je l (1) A r \ C 0 \ < ... 1 C/ �l r V 1 4 \ \ YES / NO YES NO YES NO YES NO YES NO / Ms. Austerman Ms. Austerman Ms. Austerman Ms. Austerma4 �/ Ms. Austerman ✓ Mr. Bonney c/ / Mr. Bonney Mr. Bonney Mr. Bonney / Mr. Bonney Mr. Griffin ✓ . . - - •. • . - '- Mr. Kaplan ✓ Mr. Kaplan Mr. Kaplan Mr. Kaplan . Mr. Kaplan Ms. Lynch / Ms. Lynch Ms. Lynch Ms. Lynch ✓ Ms. Lynch Mr. Stephens ✓ Mr. Stephens Mr. Stephens Mr. Stephens / Mr. Stephens t/ Ms. Stutes ✓ Ms. Stutes Ms. Stutes Ms. Stutes / Ms. Stutes ,/ CHANGE OF VOTE? HANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE ?j TOTAL: W 1 TOTAL: TOTAL: TOTAL: TOTAL: C 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 ` Se Ibs_ 1,7 Mayor Selby Mayor Selby Mayor Selby Mayor Selby tep 9 KODIAK ISLAND BOROUGH ASSEMBLY ROLL CALL SHEET Regular J Special Date: 1200 12 3 Convened: Recessed: Reconvened: Adjourned: 2? BY: T ! 2 BY: BY: BY: BY: (� SECOND: ` l SECOND: SECOND: SECOND: SECOND: ih 4/ 1/4-) YES NO YES NO YES NO YES NO YES NO Ms. Austerman ✓ Ms. Austerman Ms. Austerman Ms. Austerman Ms. Austerman Mr. Bonney ✓ Mr. Bonney Mr. Bonney Mr. Bonney Mr. Bonney M. Mf €fiffifl — Mr. Kaplan ✓ Mr. Kaplan Mr. Kaplan Mr. Kaplan Mr. Kaplan Ms. Lynch / Ms. Lynch Ms. Lynch Ms. Lynch Ms. Lynch Mr. Stephens V Mr. Stephens Mr. Stephens Mr. Stephens Mr. Stephens Ms. Stutes ✓ Ms. Stutes Ms. Stutes Ms. Stutes Ms. Stutes CHANGE OF VOTE? HANCE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE? CHANGE OF VOTE ?j TOTAL: \ /i 1 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 KODIAK ISLAND BOROUGH REGULAR MEETING Regular Meeting of: DO,erriga, 020 1A Please PRINT your name Please PRINT your e \< \ \ C-Ln