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Home My WebLink About1974-11-06 Council Minutesflo) A G E N D A REGULAR MEETING, KENAI CITY COUNCIL NOVEMBER 6. 1974, 8:00 P.M. KENAI LIBRARY PAGE PLEDGE OF ALLEGIANCE A: ROLL CALL I AGENDA APPROVAL I B: PUBLIC HEARINGS B 1: ANNUAL FINANCIAL REPORT FY ENDING JUNE 30, 1974 1-2 C: PERSONS PRESENT SCHEDULED TO BE HEARD: 1. 2. 3. D: MINUTES 1. Minutes of Regular Meeting, October 23, 1974 DEFERRED E: CORRESPONDENCE 1. 2. F: OLD BUSINESS 1. Bid opening - Janitorial Servicei; 2-3 2. Reconsideration -Go to'Bid-Baseball materials 3" 3. Bid Opening - Materials for bail park 3 4. City Engineer 3 S• Fort Kenay building repair and furnishings 3-4 6. 7. S. 9. 10. G: NEW BUSINESS 4 1. Bills to be paid - bills to be ratified 4 2. Proposal for Secretary for City Attorney 3. Delinquent Water/Sewer Account of Eimer Gagnon 4 4. Request for payment - Aspeotle - Airport Fencing - $62,920.76 4 S. Resolution 74.49-Accepting transfer of assets -Community S Library Inc. 6. Uniform Replacement - Fire Dept. S i 7. Request for payment -Doyle Construction-Davidson/Cone-$16,786.89 S6 S. Line It m T51%er o ii e Department Budget AT7� 9. Resolution - 6 10. 11. 12. 13. 14. is. H: REPORTS 1. CitY Manager's Report 6 it. Library 6 b. Vince, Corthell b Assoc. C, Nildwood Contract 7 d. Highway Illunination 7 e. Records Management 2. City Attorney's Report 7 S. Mayor's Report 8 4. City Clerk's Report NONE S. Finance Director's Report 8 6. Planning t, Zoning's Repport 8 7. Borough Assemblymen's Report NONE I: PERSONS PRESENT NOT SCHEDULED TO BE HEARD: 1. 2. 3. �__ - --- - ----- - -- -n MINUTES REGULAR MEETING KENAI CITY COUNCIL NOVEMBER 6, 1974 8:00 P.M. KENAI LIBRARY The Council gave the Pledge of Allegiance. ROLL CALL: Members present - Edward Ambarian, A. L. Hudson, Richard Morgan, H. J. Steiner, Oscar Thomas and Mayor James Elson. Members absent - James Doyle AGENDA APPROVAL With consent of Council, the following were added to the Agenda: G - 9 - Resolution 74-50 - ATS-272 F - 2 - Reconsideration - Go to bid - Baseball field materials Renumber the remainder of the Old Business B: PUBLIC HEARINGS B - 1: Annual Financial Report FY Ending June 30, 1974 6=� Mr. Lynn introduced John Parisena from the auditing firm of Arthur Young & Co., who will answer any questions Council may have and make a few comments concerning the audit report. Mr. Parisena presented Council with the Management Letter. Councilman Thomas stated he would be interested in comments or questions arising from the Management Letter. Mr. Parisena reported the records of the City have improved —� tremendously. He stated the Management Letter is not intended to be cirtical, it is intended to be a helpful tool to help the City make improvements in accounting procedures. Mr. Parisena went over the Management Letter step by step and made recommendations concerning the Budget, Special Assessments, Payment in lieu of taxes, Adjusting Journal Entries, Use of City owned equipment, Trust & Agency funds and Restricted Cash. There was a discussion on how to get money back to a department, such as the street department, when they have done work on a capital project but was taken out of the general fund. Mr. Parisens stated the department should bill or a transaction made taking the money out of the capital projects and put back into general fund. I -)After further discussion, Mayor Elson opened it up to the public. 11 MINUTES, KENAI CITY COUNCIL, MEETING, NOVEIM10.11 6, 1974 Page two B - 1 - continued Art Evans felt the debt service fund should be budgeted for the same time as revenue. The sales tax always appears as revenues in the general fund and it actually doesn't belong to the general fund. These are restricted funds and should be considered as such in the future budgets and should be better clarified on the monthly reports. Mayor Elson brought the report back to the Council table. Thomas moved and Steiner seconded Council acknowledge receipt of the Management Letter and the annual Financial Report for Fiscal Year ending June 30, 1974. The motion carried unanimously by roll call vote. C: PERSONS PRESENT SCHEDULED TO BE HEARD: None D: MINUTES The approval of the Minutes of the Regular Meeting of October 23, 1974, will be deferred until the next Council Meeting. E: CORRESPONDENCE None F: OLD BUSINESS r F - 1: Bid Opening - Janitorial Services Mr. Lynn stated he has had a chance to speak with the Senior Citizens and they are interested in doing the janitorial services at the Library and Fort Kenay. He recomemnds awarding the janitorial bid to McKee Janitorial omitting the Library, Fort Kenay and the Public Safety Building. Councilman Steiner asked if this is a budgeted figure. Mr. Lynn stated it is a budgeted figure but is not enough. Toward the end of the year, more money will need to be appropriated. We are about $2,000 short. Councilman Steiner asked if Administration would come back with a more precise figure so Council can transfer the money in proper form. Councilman Hudson asked what is the reason for taking out 2,648 sq. ft. Mr. Lynn -stated the coffee shop was bid separately. The contract with Kenai Terminal Enterprises is being re -negotiated. The janitorial service is costing almost as much as the rent for the space. The lease will include the cost of janitorial service or they will pay for the janitorial services. After further discussion, Steiner moved and Morgan seconded to award the janitorial bid to McKee Janitorial Services for 9,538 i sq. ft. for the remainder of the budget year. MINUTES, KENAI CITY COUNCIL MEETING, NOVEMBLR G, 1974 Page three F - 1 - Janitorial Bids - continued Councilman Ambarian asked if an eight month contract would be acceptable to Mr. McKee. Mr. McKee stated the only problem would be getting a performance bond for less than 12 months. Councilman Thomas asked the cost of a performance bond. Mr. McKee stated $175.00. Thomas moved and Steiner seconded to amend the motion and approve the contract and waive the performance bond and deduct $175.00 from the total cost. The amendment carried unanimously by roll call vote. The main motion, as amended, carried unanimously by roll call vote. F - 2: Reconsideration of motion to go to bid on the materials for the a par At the meeting of October 9th Hudson moved and Steiner seconded to give notice of reconsideration of the following motion: "Steiner moved and Morgan seconded to proceed to get bids for material needed to replace material used in the baseball park" The motion as reconsidered, carried unanimously by roll call vote. F - 3: Bid Opening _- Materials for ballpark Mr. Baldwin stated the City cannot legally pay this bill and recommends Council refuse all bids. Thomas moved and Hudson seconded to refuse all bids. The motion carried unanimously by roll call vote. Councilman Steiner asked if Administration is pursuing the grants. Mr. Lynn stated the use schedule was sent into the regional office. He will report back at the next meeting. F - 4: City Engineer Mr. Lynn stated he hoped to be able to recommend the appointment of an engineer but will have to defer until the next meeting. F - 5: Fort Kenay building repair and furnishings Mr. Lynn stated there is an estimate on the restoring of the old building at Fort Kenay. The estimate is without labor. The Senior Citizens would donate the labor except for the electrical. MINUTES, KENAI CITY COUNCIL. MEETING, NOVEMBER 6, 1974 Page four F - 5 - Fort Kenay - continued ��.�,� Mayor Elson stated we should be very careful, ng-t�#em 1-4aer materials. Councilman Steiner felt we should go to bid for tjj�ie materials. Councilman Steiner asked if there is enough money. Mr. Chen stated there will be a problem before the year end. Councilman Hudson felt the City Manager should look further into this to see where the money will come from and come back with recommendations at the next meeting. G: NEW BUSINESS G - 1: Bills to be paid - bills to be ratified Morgan moved and Steiner seconded to approve the bills to be �- paid and ratify payment of bills as listed on the memo of November 6, 1974. The motion carried by roll call vote with Thomas abstaining. G - 2: Proposal for Secretary for City Attorney Mr. Baldwin skated he needs a secretary. There is too much work load for the other girls. He has several big projects coming up.- the Tidelands, slew Zoning Ordinance and re -codification of the code. Councilman Hudson asked what the cost would be. Mr. Baldwin stated $817 or $984. There will be some desk shuffling and will need to rent a typewriter. Thomas moved and Hudson seconded to approve the proposal of the City Attorney for a secretary taking $7,500 from professional services and put it into salary and fringe benefits. The motion carried unanimously by roll call vote. G - 3: Delinquent Water/Sewer account of Elmer Gagnon Mr. Lynn reported there is not enough money in the Elmer Gagnon estate to pay the water & sewer bill in the amount of $294.66 and recommends it be written off. Hudson moved and Ambarian seconded to write off the $294.66 - water & sewer bill of Elmer Gagnon. The motion carried unanimously by roll call vote. G - 4: Request for payment - Aspeotis - Airport Fencing - $62,920.76 Morgan moved and Ambarian seconded to pay Aspeotis $62,920.76 - Airport Fencing. The motion carrried unanimously by roll call vote. t' J ■ MINUTLS, KENAI CITY COUNCIL MEETING, NOVEMUR 6, 1974 PHge five G - S: Resolution 74-49 - Accepting transfer of. assets - Community Ei rary, Inc. Mr. Baldwin stated this is to clarify legal questions regarding assets. It is a more formalization of what is already recognized. The Library Board passed a Resolution offering to transfer all right, title and interest to the assets now belonging to the Kenai Community Library. Inc. Thomas moved and Steiner seconded to adopt Resolution 74-49 - Accepting an offer to transfer the assets of Kenai Community Library, Inc. to the City of Kenai. The motion carried by roll call vote with Ambarian abstaining. G - 6: Uniform Replacement - Fire Dept. Mr. Lynn stated he received a memo from Chief Shirnberg requesting an open purchase order be given to Young's Fire House for uniform replacement on an as neeJed basis. This would eliminate the need to go to bid. Chief Shirnberg believes the supplier is the only one in the state that carried in stock firemen's uniforms. Councilman Hudson asked how it is being handled now. Mr. Lynn stated the City purchases and owns the uniforms. Council- man Ambarian stated a new employee gets a dress uniform, heavy duty jacket, hat, shoes and two sets working clothes and is given a clothing allowance. After some discussion, Hudson nzand Ambarian seconded the Fire Dept. not change uniforms sooner than the next fiscal year and the method of payment be worked out by the City Manager and Finance Director. After further discussion, Steiner moved and Thomas seconded to table the motion until the next Council meeting so the Chief °—� can be here. The motion carried by roil call vote with Ambarian and Hudson dissenting. G - 7: R� tf r payment - Doyle Construction - Davidson/Cone - Mr. Lynn recommends payment. Steiner moved and Ambarian seconded to pay Doyle Construction Co. $16,786.89 - Davidson/Cone project. The motion carried unanimously by roll call vote. MINUTES, KENAI CITY COUNCIL MEETING, NOVEMBER 6, 1974 Page six G - 8: Line Item Transfer - Police Department Budget Morgan moved and Hudson seconded to approve the following line item transfer within the Police Department Budget: $1,200 from Communications to Operating Supplies $ S00 from Communications to Repair $ Maintenance The motion carried unanimously by roll call vote. G - 9: Resolution 74-SO - ATS 272 Mr. Baldwin stated this is concerning the tidelands property authorizing Administration to write a letter of intent of the City of Kenai to honor all existing rights -of -way and leases within that survey. Hudson moved and Thomas seconded to adopt Resolution 74-50 - Authorizing Administration to write a letter of intent of the City of Kenai to honor all existing rights -of -way and leases within that survey. The motion carried unanimously by roll call vote. H: REPORTS H - 1: City aaer's Report (a) Library Mr. Lynn stated he spoke with Dick Engen, State Librarian and he would like to meet with Council if the bond issue padses, to go over the original Civic Center design minus the pool. Councilman Steiner asked how much money would be in the grant. Mr. Lynn stated $400,000 to $500,000. Councilman Hudson felt Council should meet in a work session to look closely at the total years of bond payment. Mr. Lynn felt this is a good idea and to meet while Mr. Chen is still here. Mr. Chen stated he would prepare a report in writing. There was no objection to having the work session Thursday, November 14th at 7:00 P.M. in the City Manager's office, open to the public. (b) Wince, Corthell & Assoc. Mr. Lynn stated Wince, Corthell are disputing certain aspects of bills they presented. They are asking Council to arbitrate some ambiguities and will be at the next Council meeting. MINUTES, KENAI CITY COUNCIL. MULLING, NOVEMBER 6, 1974 Page seven (c) Wildwood Contract Mr. Lynn stated he met with Mr. Miller of Wildwood and are about to reach some understanding. On a per capita basis, they should be paying $110.76 X 500 people there of $55,000 +. They are presently paying $45,000, so there is $10,000 still due. We feel they should pay the same amounts as the citizens of Kenai. We talked with them about renting space from them for warm storage and feel we need approximately S,000 sq. ft. After further discussion, Steiner moved and Thomas seconded the City Administration be instructed to work with Wildwood for the $45,000 plus warm storage and also further instructed the negotiations be started in ample time before the budget year to be incorporated in the next years budget. The motion carried unanimously by roll call vote. Councilman Hudson felt we should contract for warm storage on a sq. ft. basis and do not contract for any more space than we need. (d) Highway Illunination i Mr. Lynn stated he tried to make arrangements with the Highway Dept. to go ahead and repair the lighting and then be re- imbursed. The Highway dept. said no. Councilman Ambarian stated he would like to see an article in thejpapers explaining that. (e) Records Management Mr. Lynn stated Administration is in the process of trying to establish a Records Management Program. A Records Management Analyst will be coming in. A flow chart will be established for each type of document and perhaps look into microfilming. H - 2: City Attorney's Report Mr. Baldwin stated that while he was in Juneau he talked with a representative from the Book Publishing Co. about re-codificatior of the Code. He suggests Council allow him to incrementally do the re -codifying. Mr. Baldwin further reported he has started working an the tideland ordinance and an ordinance dealing with regulations of City's lands dealing with leasing procedures, tidelands and airport lands. �II L- ----- - MINUTES, KENAI CITY COUNCIL MEETING, NOVEMBIiR 6, 1.974 Page eight H - 3: Mayor's Report -� Mayor Elson reported he appointed Councilman Ambarian as ex-officio member of the Planning & Zoning Commission and appointed Richard Morgan Chairman of the Mayor's Committee on Recreation. He asked Councilman Morgan to report on their meetings. Councilman Morgan reported they are working on some activities for teenagers to set up a recreation night on Fridays at the high school. A jukebox will be in the commons area. There will be ping pong, basketball and volley ball in the gym. It will be from 8:00 P.M. until midnight. The Committee is asking the service clubs to sponsor a Friday night. The Committee is very excited and have many areas to cover. Councilman Ambarian stated the Hockey Association met. They are willing to do alot of the work. Mr. Lynn stated the fence needs to be put up, 3 large sixtures needs to be replaced. H.E.A. will install the fixutres and the City will flood the rink. If a responsible persons will get and return the small snow blower, it will be available from the shop. Mayor Elson stated the Municipal League is supporting the removal of the 25 mile limit for Planning & Zoning. He also reported that in the Training Seminar for newly elected officials, they studied defining the line beteen the role of Council and Managerment. - H - 4: City Clerk's Report No report. H - S: Finance Director's Report Mr. Chen covered some of the areas in the auditors Management Letter. The suggestion on the special assessment is a good suggestion. The staff would have to be increased by g to 1 clerk. The payment in lieu of assessment have already been taken care of. The adjusting of journal entries is in the training stage. The work order system has been implemented but needs more sophistication. H - 6: Planning & Zoning's Report The Council have a copy of the Minutes of the Planning 4 Zoning Meeting. H - 7: Borough Assemblymen's Report No report. CLOSING COMMENTS Councilman Steiner felt Reeves should be contacted to see if they are interested in moving to Kenai. There were no objections MEETING ADJOURNED 12:30 A.M. Res ectfully s bmitted, Sharon Loosli, City Clerk