HomeMy WebLinkAbout10082007 City Council PacketThe City o#' Seward, Alaska
.City.. Council _Meetin
October S, 2007 7:30 p.m. Council Chambers
1. Call to Order
Vanta Shafer 2. Pledge of Allegiance
Mayor
Term Expires 2007 3. Roll Call
4. Citizens' Comments On Any Subject Except Those Items
Willard E. Dunham Scheduled For Public Hearing. Those who have signed in
Vice Mayor will be given the first opportunity to speak. Time is limited to
Term Expires 2008 2 minutes per speaker and 30 minutes total time for this
Robert Valdatta agenda item.)
Council Member 5. Approval Of Agenda And Consent Agenda Approval of
Term Expires 2007 Consent Agenda passes all routine items indicated by
asterisk (*). Consent .Agenda items are not considered
Robert Thomas separately unless a council member so requests. In the event
Council Member
Term Expires 2007
of such a request, the item is returned to the Regular
Agenda)
Steve Schafer
Council Member 6. Special Orders, Presentations And Reports
Tenn Expires 2007 A. Proclamations and Awards
Jean Bardarson 1. City Council Meets the TYC Councils .............Pg 4
Council Member 2. National Lights On After School Proclamation..Pg 5
Term Expires 2008 3. Domestic Violence Awareness Month ............Pg 6
4. Seward Chamber of Commerce recognition.....Pg 7
Linda Amberg
Council Member 5. Teacher of the Year -Laura Beck ................Pg 8
Tenn Expires 2008 6. Alaska Historical Societ "Volunteer of the Year"
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Awarded to Lee Poleske ............................Pg 9
7. Appreciation Certificate for Tom Shepard..:...Pg 10
8. Plaque presented to Robert. Thomas for his dedicated
Phillip Oates service on the Seward City Council.
City Manager B. Borou h Assembl Re ort
g Y P
C. City Manager's Report
Jean Lewis D. Seward Port and Commerce Advisory Board Report
City Clerk E. Other Reports, Special Presentation
Brad Meyen
1. Presentation about contract services by Swan
Cheryl Brooking Employer Services.
City Attorney 2. Report by Patricia Linville on the Library/Museum
Project.
3. Introduction of the City's 2008 budget by City
Manager Phillip Oates.
City of Seward, Alaska Council Agenda
October 8, 2007 Page 1
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*6. Approve and appoint Doug Capra to the Historic Preservation Commission with a
term expiring May of 2009 .............................................................Pg 119
9. Informational Items And Reports (No action required)
A. Draft letter and information supporting PWSRCAC comments oPg 0~1~ Spill
Contingency Plan Renewal......
10. Council Comments
11. Citizens' Comments ~S minutes per individual -Each individual has one opportunity to
speak.)
12. Council And Administration Response To Citizens' Comments
13. Adjournment
Council Agenda
City of Seward, Alaska Page 3
October 8, 2007
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~, Lights On After School
' 'WHEREAS, the citizens of Seward, Alaska stand firmly committed to quality afterschool programs and
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opportunities because they: ''~'
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Provide safe, challenging, engaging and fun learning experiences to help children and youth develop,~~.
~:~ their social, emotional, physical, cultural and academic skills. Y;;
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~~F Support working families by ensuring their children are safe and productive after the regular school day
>~~ ends.
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~~ Build stronger communities by involving our students, parents, business leaders and adult volunteers in ~`
~`` the lives of our young people, thereby promoting positive relationships among children, youth, families ~'`
and adults.
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~Ap Engage families, schools and diverse community partners in advancing the welfare of our children; and ;_:*
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=~ WHEREAS, Seward's Teen & Youth Center has provided significant leadership in the area of community
7 involvement in the education and well-being of our youth, grounded in the principle that quality afterschool~~.
'~' programs are key to helping our children become successful adults; and
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~`~ WHEREAS, Lights On Afterschool!, a national celebration of afterschool programs on October 18 promotes the`
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critical importance of quality afterschool programs in the lives of children, their families and their communities;,
and
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~`~ WHEREAS, more than 28 million children in the U.S. have parents who work outside the home, and 14.3.,=
~''' million children have no place to go after school; and ~~
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~:~ WHEREAS, many afterschool programs across the country are facing funding shortfalls so severe that they area
~`' being forced to close their doors and turn off their lights; and
~~~ WHEREAS, the Seward Teen & Youth Center is hosting a Lights On Potluck dinner from five to six pm toy;,
.~FT celebrate open doors and lights on~4
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NOW THEREFORE BE IT RESOLVED that I, Mayor Vanta Shafer, do hereby proclaim October 18, 2007, as
~~~` "Lights On Afterschool! Day"; AND BE IT FURTHER RESOLVED that this mayor enthusiastically endorses
~~', Lights On Afterschool! and commits our community to engage in innovative afterschool programs and activities'°~
'` that ensure the lights stay on and the doors stay open for all children after school. ~~'
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~~ Dated this 8h day of October, 2007 ~`~
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The City of Seward, Alaska ,~
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,A r
Vanta Shafer, Mayor
City of Seward, Alaska ~~
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PROCLAMATIQN
WHEREAS, for four decades, Lee Poleske has been a member of the
Resurrection Bay Historical Society Board of Directors; and
WHEREAS, since Mr. Poleske's retirement from teaching in 1990, he has
played a major role in operating and maintaining the Seward Museum for. the
Resurrection Bay Historical Society and the citizens of Seward; and
WHEREAS, as Seward Museum volunteer curator and director, Mr. Poleske
archives and catalogues items from Seward's past, creates and maintains
exhibits, leads tours for school groups and tourists, plans programs and
publishes the Resurrection Bay Historical Society Newsletter; and
WHEREAS, as historian, Mr. Poleske has created the Obituary Index which
now contains more than 2,600 obituaries of people who have lived and/or died
in Seward; and,
WHEREAS, for the past two years Mr. Poleske has led the popular Summer
Solstice Cemetery Tour, during which he points out selected gravesites while
reading from that person's obituary, and
WHEREAS, Mr. Poleske has been working to secure a future for the Seward
Museum through planning of the Seward Community Library Museum, and
WHEREAS, Lee Poleske has been named the Museums Alaska/Alaska
Historical Society's Volunteer of the Year for 2007.
NOW THEREFORE, I, Vanta Schafer, Mayor of the City of Seward, Alaska, do
hereby acknowledge Lee Poleske's exemplary volunteer service to the City of
Seward and its citizens in the preservation of our history.
Dated this day October 8, 2007
THE CITY OF SEWARD, ALASKA
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Vanta Shafer, Mayor ~ ~~ tea=
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Sponsored by: Planning and Zoning Commission
Introduction Date: September 24, 2007
Public Hearing Date: October 8, 2007
Enactment Date: October 8, 2007
CITY OF SEWARD, ALASKA
ORDINANCE 2007-007
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
SEWARD, ALASKA, AMENDING THE LAND USE PLAN AND
REZONING OF TRACT D, OF THE USS 1864, SEWARD LONG
TERM CARE FACILITY SUBDIVISION (PRELIMINARY PLAT)
AND REZONING THE NORTH PORTION OF TRACT A-1, OF
THE USS 1864, SEWARD LONG TERM CARE FACILITY
SUBDIVISION (PRELIMINARY PLAT) FROM SINGLE FAMILY
(Rl) TO INSTITUTIONAL (INS)
WHEREAS, the City of Seward has requested a rezone of Tract D, USS 1864,
Seward Long Term Care Facility Subdivision (Preliminary Plat)); and
WHEREAS, the Kenai Peninsula Borough as owners of the adjoining Tract A1,
USS 1864, Seward Long Term Care Facility Subdivision (preliminary plat) have
requested the northern portion of Tract Al be included in the proposed rezone; and
WHEREAS, the single parcel, approximately 8 acres, known as Tract D, Seward
Long Term Care Facility Subdivision (Preliminary Plat) is proposed to provide land for
the development of the community Long Term Care facility and is currently zoned Single
Family Residential (R1); and
WHEREAS, the northern portion, approximately 12.5 acres known as Tract A1,
Seward Long Term Care Facility Subdivision (Preliminary Plat), contains the new
Seward Middle School and is currently zoned Single Family Residential (Rl) and the
Land Use Map recommends this same area become Institutional (INS); and
WHEREAS, the total area of the land being rezoned is approximately 20.5 acres;
and
WHEREAS, the properties to the South and East are currently zoned Institutional
(INS), and the properties to the West and North are currently zoned Single Family
Residential (R1); and
WHEREAS, providing land for the. development of the community health care
needs are supported in both the Comprehensive and Strategic Plans and will be .beneficial
for the community at large; and
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Council Agenda Statement
Meeting Date: September 24, 2007
Through: Phillip Oates, City Manager i'~~
From: Donna Glenz, Planning Assistant
D0~
Agenda Item: Approval of Ordinance 2007-, which
will amend the Land Use Plan and rezone the azea of USS
1864, Tract D, Sewazd Long Term Care Facility
Subdivision (Preliminary Plat) from Single Family
Residential (Rl) to Institutional (INS) and Rezone Tract
A1, from Single Family Residential (Rl) to Institutional
(INS .
BACKGROiJND & JUSTIFICATIONd ado tion is Ordinance 2007-~ amending the Land
Attached for the City Council review an p
Use Plan and Rezoning of USS 1864, Tract D, Seward Long Term Care Facility (LCTF)
Subdivision (Preliminary Plat) from Single Family Residential (Rl) to Institutional (INS) and
Rezone of Tract A1, Sewazd LTCF Subdivision (Preliminary .Plat) from Single Family
Residential (Rl) to Institutional (INS).
The City of Seward is requesting this rezone in order to provide land suitable for .the relocation
of the community's LTCF. The pazcel to be known as Tract D contains approximately eight (8)
acres of undeveloped land. Both the current Land Use Map and Zoning Map show Tract D
currently zoned Single Family Residential (Rl). Changing the current Zoning and Land Use
Maps to Institutional Zoning will allow the relocation and development of the community LTCF
with a conditional use permit (CUP), as per Table 15.10.225, Land Uses Allowed.
The new Seward Middle School is located on the northern portion Tract A1, Sewazd LCTF
Subdivision (preliminary plat), this approximate 12.5 acre portion is currently zoned Single
Family Residential (R1). The Land Use Map recommends the pazcel be rezoned to Institutional
(INS). Staff has contacted the Kenai Peninsula Borough (KP BTI, ~~ KPB supports the request
and requested the pazcel be included m the current rezo
and has asked to be included in the rezone process.
The properties to the South and East are currently zoned Institutional (INS), and the properties to
the West and North aze currently zoned Single Family Residential (Rl).
The Single Family Residential (Rl) azeas to the West and North are designed fer smaller, low to
medium density lots with single-family homes. Institutional (INS) azeas to the South and East
are large areas designed for public .and private educational and health care uses.
The Seward City Code 15.05.025 defines the Institutional district (INS) Public and private
educational, administrative, government and health care uses, including public land reserve for
~~
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ices designed to protect and improve the quality of life for all citizens". (page 19)
serv
PLANNING AND ZONING REVIEW proved Resolution
and Zoning meeting the Commission a p
At the September 4, 2007 Planning amending the Land Use Plan
2007-16 recommending City Council adopt Ordinance 2007-XX~~, plat from Single
d Rezoning of USS 1864, Tract D, Seward LTCF Sa bRe one ofr Tract Al, Seward LTCF
an
Family Residential (Rl) to Institutional (INSy an 1 to Institutional (INS).
Subdivision (Preliminary Plat) from Single Famil Residential (R )
FISCAL NOTE:
i of Seward will have no costs associated with this amen~ent to the Land Use Plan an
The C ty
change of zoning designation.
Finance Department ~~~ ~~~-
Approved by
~a0~ ~~~~ the Land Use
RECOMMENDATION: amending
Staff recommends Council introduce and adopt Ordinance reliminary plat)
Plan and rezone the area of USS 1864, Tract Dons STS) and Rezone Tract Al, .from Single
le Family Residential (Rl) to Inshtuti
from Sing as de icted in the attached exhibits).
Family Residential (Rl) to Institutional (INS) ( P
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Seward Planning and Zoning
Resolution No. 2007-16
page 2
SED AND APPROVED by the Seward Planning and Zoning Commission this 4~' day of
PAS
September 2007.
THE CITY OF SEWARD, ALASKA
rianna Keil, Chal,
AYES; Keit, Smith, Anderson, ~~cks, Roach'. Clazk
NOES: None
ABSENT: None
ABSTAIN: None
VACANT: One
ATTEST:
J Lewis,
ity Clerk
(City Seat)
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CITY OF SEWARD, ALASKA
RESOLUTION 2007-093
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, APPROVING A SUPPLEMENTAL LEASE AGREEMENT WITH
THE UNITED STATES FOR CONTINUED USE OF A PORTION OF LOT 1,
BLOCK 10, FOURTH OF JULY CREEK SUBDIVISION, TO BE USED FOR
A WEATHER RADIO TRANSMITTER SITE
WHEREAS, the United States has leased from the City a portion of the northeast corner of
Lot 1, Block 10, Fourth of July Creek Subdivision, Seward Marine Industrial Center, Plat 97-27,
Seward Recording District, Third Judicial District, State of Alaska; and
WHEREAS, NOAA would like to continue using the site for a weather radio transmitter
site; and
WHEREAS, it is in the public interest to provide the citizenry of the City of Seward the
accessibility to weather radio broadcasting information as a public service without charging rent; and
WHEREAS, the City Council has determined that continued use of the site by the United
States for the purposes described herein would be in the public interest.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
OF SEWARD, ALASKA that:
Section 1. The City Manager is authorized to enter into the Supplemental Lease Agreement
with the United States, in the form presented at this meeting, for the use of a portion of the northeast
corner of Lot 1, Block 10, Fourth of July Creek Subdivision, Seward Marine Industrial Center, Plat
97-27, Seward Recording District, Third Judicial District, State of Alaska.
Section 2. Following a public hearing, it is determined to be in the public interest to provide
the site for use of a weather radio transmitting site without charging rent.
Section 3. This resolution shall take effect 30 days following adoption and posting.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8th day of
October 2007.:
THE CITY OF' SEWARD, ALASKA
Vanta-Shafer, Mayor
23
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1 SLA NO: 1 ~,
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LEASE NO.: 98ABF686N
~~~" SUPPLEMENTAL LEASE AGREEMENT `"
_.___---
ESS OF PREivtISES: Seward fvlarine industrial Center RE-061, Seward, Alaska 9966a
ADC1R
THIS AGREEMENT, made axd167eSeward, Alask 190664 d between: CITY OF SEWARD
whose address is: P. O. Bo
hereinafter called the Lessor, and the UNITED STATES OF AMERICA, hereinafter called the Government:
WHEREAS.: the parties hereto desire to renew the term of the above Lease;
arties for the- considerations hereinafter mentioned covenant and agree that the said Lease is amended,
NpW THEREFORE, these p
effective October 1, 2007, as follows:
Paragraph 1 of the lease is amended as follows.
1"he Lessor hereby leases to the Government the following described premises:
A parcel of .land located at the no Plat ~~ 27ns Qua °diR~ga°d,ng p•str crt 7hirduJud ciakD stbriat Estate ofi
Seward Marine Industrial Cente
Alaska, as shown on Exhibit C, to be used for a weather radio transmitter sEte.
innin on October 1, 2007 through
Paragraph 2 of the lease is amended as follows: be hereinafter set forth.
To Have and to Mold the said premises with their appurtenances for the term beg 9
September 30, 2017. subject to termination rights as may
Alt other terms and conditions of the lease shall remain in force and effect. s as of the date first above written.
IN WITNESS WHEREOF. the parties hereto have hereunto subscribed their name
LESSOR: CITY OF SEWARD
By _ __~~
PHILIP OATES, CITY hAANAGER
IN THE PRESENCE OF {witnessed by):
(Signature}
UNITED STATES
fay"_____.._.._ „~-~-~-~-~,Q ~ al f,,~pP~y rQntraeting Officer
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Agenda ,Statement.
Meeting Date: October 8, 2007
To: .City Council ,,, .
From: Johanna Dollerhide, Assistant City Clerk
Agenda Item: Approval of City of Seward Records Retention
Schedule
BACKGROUND & JUSTIFICATION:
The Cit of Seward Records Retention.Schedule has not been updated sine e~9chin st tehfederal,
y
year, the City Clerk's Office has been interviewing city departments an g
and international records regulations and standards t ana destruct cityoecords while comply ng
Changes have been made to effectively maintain, retain,
with the legal standards of records management.
Additionally, guidelines for electronic records needed to be tithe chedule asttheitopa lof ele trop c
retention schedule. The City Clerk's Office plans to updat
records management is further developed on the state and federal level.
City Code, State Statute, and Federal Law require a general rf SewardtRecords Reten on Schedule
retention and destruction. Any changes made to the City o
must be approved by the City Council and administered by the City Clerk.
1N_ Effectively manage, retain and destroy city records accordingly and legally with a current,
up-to-date records retention schedule.
this agenda statement is consistent with the
CONSISTENCY CHECKLIST: Where applicable,
Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council
Rules of Procedures.
Other:
FISCAL NOTE: There is no financial obligation in this resolution.
Approved by Finance Department:
RECOMMENDATION:
Council a rove Resolution 2007-094, which repeals Resolution 1993-007 and adopts the amended
PP
City of Seward Records Retention Schedule.
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Seward Records Retention Schedule
City of
Table of Contents
.............. i
INTRODUCTION ......................................... .
I.
II
• .. • ... iii
Records Storage & Retrieval ................. • • • • • • • • • • • • ••• iv
Department Head Role &Responsibilities ..........::::::::::
v
Records Disposition & Destruction .................. vii
Definitions ................................................ .
RECORDS RETENTION SCHEDULE
III
Schedule A Administrative General .................................
• • • Pg. 1
pg. 2
Schedule B • •
Clerk & Governing Body ...........................
...
Pg. 6
Schedule C Contracts &Franchises ...........................
'
Building Inspection & Public Works
eering
i
E
Pg. 7
Schedule D ,
n
ng
Schedule E Financial Services ........................... • • •
. • pg 14
Schedule F Legal &Litigation ................................
... •
• • Pg 15
Schedule G ::
Parks &Recreation ........................... Pg 16
Schedule H Permits &Licensing .............................
. Pg 17
Schedule I .Personnel Management ...........................
Zoning & Lands Management...... • • • •
Planning ~~
Pg
Schedule J ,
• • • .
Schedule K
Schedule L Public Safety ............................. ...
Purchasing & Property Management ..............::.
....... pg 25
Pg 27
Schedule M Risk Management ............................
..... Pg 28
Schedule N Docks &Harbors .................................
ard General Hospital Records .............. • • • • •:
S Pg 29
Schedule O
Schedule P ew
MIS/Information Technology. • . • • • • • • • • • • • • • • • • • • • • •
..... Pg 30
, pg 32
.
Schedule Q Electronic Records ...............................
FORMS
•••.•••••••....... AppendixA
Records Transfer Form...•••••••••••••••••••••'•"""" •••• ~,ppendixB
Records Destruction Authorization Form... • • • • • • • • • • • • • • • • • • • " appendix C
Retention Schedule Change Form.... • • • • • • • • • • • • • • • ' • ' ' ' ' ' ' ' ' '
~; E;
._
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City of Seward, Alaska
Records Retention Schedule
Seward City Code 2.05.040 states, "A general government records retention and disposal schedule,
meeting all requirements set by state and federate law, shall be established. by resolution of the
council and shall be administered by the city clerk.
1 ~ ~
It is the responsibility of each department head to maintain all records, and to transfer legal
control of those records to the Records Manager {Clerk s Office) in accordance with this Records
Retention Schedule. It is the responsibility of the City Clerk s Office to accept. custody-.for storage,
retrieval and destruction, and maintain control of the records center management system.
In the event you become aware of a public records request, actual or SPOSE o the records.u If
or investigation that may concern a group of records, DO NOT DI ,f
unsure, ask your supervisor.
® ~ .. ~ ~
Electronic Records is a new form of Records Management that governmental bodies need to
address. As more information and regulations are made. available, this section will be further
developed.
Electronic records are any information that is recorded in machine readable form. Note: Electronic
records are the property of the City of Seward and each department head is the Data Owner fvr the
department's records, regardless of physical storage location. All employees must recognize which
electronic records are considered official records of the City and must incorporate and maintain
them according to this records retention schedule.
~ ~
The City of Seward Records Retention Schedule is a living document, and will be updated
periodically. If you would like to request or suggest a change to the records. retention schedule, a
form is included in the back of this booklet (Appendix C).
ii 3
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Q2iVAA~S 30 ~i.LI~
alnpauas not;ua~ag spaoaa21
~~Isnty `panmas ~o ~~i~
City of Seward, Alaska
Records Retention Schedule
De artment Head Duties for In-Active Records
^ Call Records Manager 224-4046 for boxes, labels and r~ the records.er list. Let them
know the volume of records and date you wish to transfe
^ Go through your records annually and decide which records must be retained per the
Records Retention Schedule (RRS). Sort in-active records by same retention periods
and remove all non-record material
^ Put only those records in the box that have the same as the~oaree led in the office. Leave
Records should be packe ~ eao~ box so that the retrieval of records will be easier. DO NOT
about one anch of space
PLACE RECORDS WITH DIFFERENT DISPOSITION DATES IN THE SAME BOX. Do
not place pendaflex or hanging folders in transfer boxes. Do not include non-record
material in any box for transfer to the reco me and thu ~he stortage and retrieval costs. ould
not be packed as this only increases the volu
^ Assign pertinent item number from RRS and list each item on the Records Transfer
Form.
The records description should be as complete as possible as it will serve as the primary
means of locating records in the records center. It will also be used to enter the information
into the database for easy retrieval. The department prepares the Records Transfer for each
shipment of records. Records should be referenced exactly as they are in the Records
Retention Schedule.
^ Fill out the label on the outside of the boxes, insert your completed 2 copies of the
Records Transfer List and transport to the City Clerk's Office.
Oversized records, such as bound ledgersnor e~ ~~th a labelebefo~e ~ansfer ~o the lrecords
standard records center box, should be ide fi
.center. The record should be treated as a separate box on the transfer form.
^ Retain the last copy of the Records Transfer Form for your records.
the records
After the records have been received and processed in the records center,
manager will complete the last three columns and return a copy of the list to the department
showing the records center location number for each box transferred. The department's
suspense copy may then be discarded.
iv
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l~IOIZ~f1?IZSdQ ~81~i0IZISOdSIQ S(I2IO~d2i
Q2i~AAdS 30 AZI~
ainpauas uoi~ua~a~ spaoaa~
nxsnjd `p.Inmas ~o ~C~I~
City of Seward, Alaska
Records Retention Schedule
3. A copy of the completed form verifying destruction of the records is sent
to each department.
4. The attached destruction schedule is kept as a permanent record.
D. Non-record materials and photocopies of documents that are officially
accounted for by another department may be disposed of as soon as they have
served their purpose and do not require destruction authorization. Examples are
interdepartmental correspondence and memos, copies of requisitions and
purchase orders, etc.
E. Certain types of materials, while not truly records, aze considered confidential
or accountable and care should be taken in their destruction once they are
outdated. Such materials might include blank purchase orders, delivery orders,
extra copies of confidential reports or listings, etc. This type of material must
be destroyed in a manner which will ensure confidentiality or accountability.
The same requirement for approved destruction authorization is suggested, but
not mandatory, for these materials.
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SI~IOIZII~II3~Q
alnpauas uoi~ua~a~l spaoaaa
n~lsnld `panmas ~o ~~t~
City of Seward
Records Retention. Schedule
Revised October 200
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exsei~ ~pa~n~as 30 ~;i~
City of Seward, Alaska
Records Retention Schedule
Department or General Topic: CLERK AND GOVERNING BODY
Schedule: B
Item No Record Series & Destruction Retention Period Remazks
.
B-1 AGENDAS Permanent Per State of Alaska General
Retention Schedule # 100.2
AGENDA PACKETS Retain 5 years Per State of Alaska Local
a Government Retention
Schedule #300
B-2 ANNEXATION RECORDS Permanent Archival Value
correspondence, affidavits of publication of
Petitions Per State of Alaska Local
,
notices, copy of ordinance related public hearing records Government Retention
Schedule #300
B-3 AUDIOW~Bl39 TAPE RECORDINGS OF MEETINGS Retain 5 years Due to fragile nature of
commissions
boards
d
b ar nf~cial minutes
afr . -
magnetic media, this should
,
,
y,
o
Includes governing
committees and public hearings are ayyroved not serve as a permanent
record.
VIDEO TAPE RECORDINGS OF MEETINGS These recordings are This record is not intended
a Video recordings of Council Meetings are used as a back destroyed after the for public distribution.
up mechanism only in case of audio tape failure. official meeting
minutes are approved.
B-4 CENSUS REPORTS Permanent Per AS 29.60 and State of
Alaska Local Government
Retention Schedule #300
B-5 CHARTER AND CODE AMENDMENTS Permanent
B-6 CONFLICT OF INTEREST AND Retain 6 yeazs APOC Regulation
010
20
AS 29
FINANCIAL DISCLOSURE STATEMENTS .
.
B-~ BOARD AND COMMISSION NON-PERMANENT Retain 1 year after
active status Replaced item in 2007. was
formerly "Delegations of
ITEMS Authority of Appointments
Applications, certificates, letters, etc. to Office" -duplicate of
item A-3
3~
*Retention period begins after record is no longer active
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alnpagas uot~ua~ag spaoaag
~~sei~'pa~nnas,~o ~~~~
City of Seward, Alaska
Records Retention Schedule
Department or General Topic: CLERK AND GOVERNING BODY
Schedule: B
Item No Record Series & Destruction Retentian Period Remarks
.
B-8
ELECTION RECORDS (continued)
1 Records of a Contested Election/Runoff Information election is e rt fied
n Records of Pre-Election Testing of Electronic Vote-
Counting Systems Retain for 2 years Special election only
o Test Deck Ballots and Header Cards Retain 2 years Special election only
p Vote Counting Software and Storage Media (floppy disks,
etc) Retain 2 years Special election only
B-9 INCORPORATION RECORDS Permanent Per AS 29.05
B-10 MINUTES
Official account of proceedings of governing body, boards,
commissions or committees Permanent
B-12 NOTICE OF MEETING AND PROPOSED
ORDINANCES AND RESOLUTIONS AND AFFIDAVIT
OF PUBLICATION Permanent As of 2007, Clerk's office is
not differentiating between
notice of meeting and
proposed legislation -all
are permanent (B-11 and B-
12 were therefore
combined)
B-13 OATHS OF OFFICE
Oaths, Appointments, and Resignations of Elected and
Appointed Officials Permanent Per AS 29.20.600
B-14 OFFICIAL SEAL Permanent
B-15 ORDINANCES AND RESOLUTIONS
Signed Originals
Beginning 2004, Agenda Statements are kept electronically
and pernianently in Laserfiche. Permanent Per AS 29.20.380
...
*Retention
period begins after record is no.longer active
4 ~•
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City of Seward, Alaska
Records Reteaition Schedule
Department or General Topic: CONTRACTS AND FRANCHISES
Schedule: C
Item No. Record Series & Destruction Retention Period Remarks
C-1 BID/REQUEST FOR PROPOSAL FILES
a Contract Awarded -See C-2 (Responsive bid filed in See Item C-2 Below
contract file)
b Rejected Bids/RFP's Retain 3 years Per State of Alaska Locat
Government Retention
Schedule #300
c Contract Not Awarded Retain 5 years
C-2 CONTRACT FILES (AWARDED) Retain 7 years a er Review for archival value.
Official documentation of selection of contractor and termination or Contracts to design or
affidavits of
include RFP or bid
Ma
t
t
f completion of contract construct a public facility
,
y
rac
.
con
issuance o f
publication and evaluation or responses. RFP or bid should should be retained for life o
include specifications, quotation, response, bid abstract. facility.
Must include notices of award, signed contract and
amendments or change orders, contract negotiation records,
Note: State Local Schedule
correspondence and performance bonds/insurance #300 and State General
Schedule #100.2
recommend 3 years
C-3 CONSTRUCTION PROJECT FILES
a Progress Reports, General Correspondence, etc. Retain 7 years a er
completion and final
payment
b Specifications and Plans Permanent
C-4 FRANCHISES Retain 7 years a er
ranted to a private entity to provide
ation
i
h
l
ffi
i termination of franchise
g
z
or
aut
c
a
O
public utilities or services within the jurisdiction of the city ~reement
*Retention period begins after record is no longer active 6
~~ ~ G
anuab .ra8uop ou s? p.~oaar .~azfv sue8aq pouad uouua1ad~
•a;a `slutsiduioa
`saisdai `uaxsl uopas `uoptlad `suoASpuaunuoaag
luausuuad S~'II3.LI~IffL~IdAO2idL~tI.Ld~2I.LS L-Q
00£# ainpauaS aatnias
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isaoZ s~ss~ to a~s1S sad s.~a~C £ uisaag S.LS~fIUd2I d~IA2I~S 9-Q
~uausuuad S~2IfIQ~OO2id QI~Id S~I~I'IOd S~I2IOM ~I'Igfid S-Q
•pannia.is
pus pa~o~sa `pauusas aq pinogs sgds.~ologd •saggqn pus
s~utpimq paun~o ~iua $uipis8aa suodai aSsuzsp ialsssiQ •aaa
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~o aausualursu~ `s~saa iios `ainlan.Assgut paumo ~C;ta pus
sar~iiun o~ ~ionn .nsdal iofsui `sagriias3 pa$suisp uo suodai
~uipniaut alnaangssi3ut paumo ~~ia pus sagipln ~o a~sursp
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ut papps uia~t uopua~ai maN ~uausuuad ff2II1.L~f12I.LSd2I31~II b-Q
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isaod sxssiy 3o e~saS sad luaueuuad SQ2I0~~ V.LdQ OIJO'IO~J £-Q
susid 1oi pus sdsui
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luau~uaano~ ~o s~utnnsip limq-ss pus s~uudaniq `saaarls
s~isM 3o sagS~ ~o aan~anns aas~nsgns ~uinnogs sdsui `s;jnsn punoi~iapun
~iITO ut sapipln pus sapipas3 pus siauun~ 3o s~utnnsip tsan~aa~ajare `sdsui ~aaus pus xaoig
paunno ~;ta o; sagdds siq,I, luausuuad S.L~"Id `SddL~t `SJI~IIMd2IQ S~2Id~NIrJI~I~ Z-Q
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~iausdnaao ~o salsagUiaa pus suodai uopaadsui~utpimq ~
pauiquioa SNOI,L~~dSI~tI QI~Id
~-Q uiau Pio P~ i-Q :a1oN luaueuuad S.LIY~t2Idd JI~IISY~Ifl"Id QNd `'IdOI2I,L~d'I~ `J1~IIQ'IIflg i-Q
sx.ieuiag pouad uot~uala~ uor~angsaQ ~ sauaS pioaag •oN ma~I
Q :ainpagaS
S~I?IOM OI7Slld QAId.~1lOLLO~dSAIt JA~IQ7IllS JAII?ldd~IJA~~ :atdoZ islauaO to;uau~a.isdaQ
ainpagas uoyua~ag sp.~oaag
~~s~I~ ~paennas ,~o ~~t~
City of Seward, Alaska
Records Retention Schedule
Department or General Topic: ENGINEERING BUILDING INSPECTION AND PUBLIC WORKS
Schedule: D'
Record Series & Destruction Retention Period Remarks
Item No.
D-8 WORK ORDERS Permanent
Extension, upgrade or repair of utility service
D-9 WATER/WASTEWATER MANAGEMENT Permanent New retention item added
Includes water management plans, water testing, and water 2007
service applications
*Retention period begins after record is no longer active
~~'
8
6
anzloo .~a8uo/ ou s~ p~zooaz .zaa~v sut8aq po~.zad uopualad*
i~
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pa~i1.za~ uaaq
szry auazua~nls 1bzaubuzf.~o
ztpnti un papgno.~d `srea~i £
spuaunuo~a.z 00£# alnPau~S
uoqualag 3uauiulanoO auazu z7 Inu
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szua~i S u!Baa2I S~~I.LOI~I ~O,LdI12I~Ii~tdg S-d
s.rea~i £
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uouua~ag ~uauiuzanoO `satdo~ io sgnls x~aq~ `sxoau~ palla~us~ `s;uauza~e~s xueg
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s.rea~i £ u?~la2I S2[~ddd}I2IOM .LIQfld Z-d
s~zodag I>;i~u~ut3 ~nuud anisuagazduio~
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uouuaaag luauiu.zanoO sa~mos Ieu.zalut so ~uaalxa ,iq iagata pa.ztida.zd s~.zodag
~ooZ sxs>;id 3o ale1S lad auaueuzaad S.L2IOdd2I .LIQfId I-d
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~ ~alnPauoS
S~~IA?I~S 7~'I~~Ib'~II~ :~idoZ p?.zauaO .zo ~uaui~.redaQ
ainpagas uo~~ua~ag spaoaag
e~s~I~'paennas,~o ~;t~
City of Seward, Alaska
Records Retention Schedule
Department or General Topic: FINANCIAL SERVICES
Schedule: E
Item No. Record Series & Destruction Retention Period Remarks
E-10 BUDGET Permanent
Final operating and capital budgets approved by the city
council
E-11 BUDGET WORKPAPERS Retain 3 years a er Per State of Alaska Local
preliminary budgets, agency
worksheets
instructions
ft
D current fiscal Lar Government Retention
,
,
ra
, Schedule #300 and State
requests General Retention Schedule
#100.2, updated 2007
E-12 FINANCIAL MANAGEMENT REPORTS Retain 7 years
Monthly or Quarterly reports of Finance Director or
Comptroller
E-13 FINANCIAL REPORT (annual) Permanent Per State of Alaska Local
Report prepared by the Chief Fiscal Officer summarizing Government Retention
financial condition, activity and balances Schedule #300
E-14 GRANTS
a Grant Applications -- Not Successful Retain 3 years Note: State of Alaska
General Retention Schedule
#100.2 retains 1 year per AS
9.10.053, Statute of
Limitations for contract
cases is 3 years
b
Grant Administration Files Retain 7 ears a er
y -~- Note: State Local
Official documentation for receipt of grant funds from either completion ofproiect Government Retention
state or federal agencies. Should include grant application, Schedule #300 and State
budget, project narrative, plans of work, progress reports,
General Retention Schedule
records of matching or in-kind contributions and #100.2 require 3 years
correspondence. Contents may depend on regulations of minimum after close out,
per AS09.10.053 Statute of
source agency. Limitations
c Financial Support Records Retain 3 years a er Per State of Alaska Local
May include workpapers, spreadsheets, summaries, and audit Government Retention
other date reflecting the expenditure of contract or grant Schedule #300
funds.
F
*Retention period begins after record is no longer active
10
~j II ,
an?1~b .ra8uo1 ou sr proaar .ra1,~v sur8aq poi.rad uor~uaaad~
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`;uauuuuad ioutuz~iofeui
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Z'OOI # alnPauaS
uoqua~ag IelauaO a;e;S pue
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srea~ i,
spuaunuoaa100£# alnPauaS
uoqualag auauzulanoO
iE~'I exse~, 3o a1elS :a;oN s.rea~i ~ ute;ag s;si~ uol;ezlaoq;nd pue uol;anpaQ Iloa~fed 3
•a1a `suuo3
00£# ainpagaS 1uaTU o ~ uoRaesue.il puu ;uauiiioiua S2igd `suuo3 uoga~ iioi~ied
uoqua;ag IuaunuanoO o uouvuiuua~ apniaut ~uui :~i.~~s s,aaioiduia a~ oa pa3~ia.~ s;uauinaoQ
Ieao~ E~Isnly3o a;u;S iad .ra n saea~i Oi uielag saI13 ase~ Iloa,fed Ienplnlpul a
suodaJ u.~naa~ ,iiiauenb I~6 aPnlauI
srea~i pi u~;ag s;aodag aaueansul;uaw,~oidwaun Pun dOI3 P
;uauia;e;s xel ~uipio[(~inn Iuiapa3
sreai OS ~-un?;ag Z-M 30 ,fdo~ aa,foiduzg a
00£# ainPauaS
uoqualag ;uauiuianoO ti-M
Ieao-I exs~id 3o a;e1S iad s.rea~i ~ uteaa2l suol;duzax~ Surplogq;IM aa~foidm~ q
s.reai OS urelag s;aodag IloaBud pallu~aQ u
SQ2IOOd2I'IdIO1~IV1~IId Z~l~I1~iOS2Idd Si-d
s.rea,C £ ure~ag spaoaag ~u-aegS anuanag p
{panuquoa) S.L1~Id2I J ~ I _d
sx.reuzag pouad uoqua1a21 uogannsaQ ~ sauaS pioaag •oN u[alI
g :ainpagaS
S~~IA?I~S 7b'I~r~Idr~L~ :atdoZ IeiauaO so auauiuEdaQ
ainpagas not;ua~ag spaoaag
e~s~i~ ~pa~n~as ,~o ~;t~
City of Seward, Alaska
Records Retention Schedule
Department or (ienerat topic: r~wA[v~iwc. Jan ~.~~%~
Schedule: E
Item No. Record Series & Destruction ,Retention Period Remarks
i Payroll Project Reports (computer printouts) Retain 7 yeazs Note: State of Alaska Local
Government Retention
Schedule #300 recommends
4 years
j Payroll Register Retain 50 yeazs Microfiche after 7 years and
Includes check number, employee name, net amount and retain for 50 yeazs (finance
cost center coding policy)
k Project Summary Records (computer printouts) Retain 7 yeazs
1 Records of Attachments and Garnishments or Levies Retain 50 yeazs a er Microfiche after 7 yeazs
ati,gfaction or terminatio (finance policy)
Against Salaries
or emvlovment
Per State of Alaska Local
Government Retention
Schedule #300
m Timesheets and Timecards Retain 4 yeazs Microfiche after 4 yeazs,
according to National
Daily, weekly or monthly record of time, including overtime Retention Schedule
E-16 RECEIPTS, INVOICES AND STATEMENTS Retain 3 yeazs
Statements for services or taxes due, official documentation
of payment for goods or services, fines, fees and permits
(i.e., utility payment receipts)
E-17 SAVINGS AND INVESTMENTS
a Fund Investment Records Retain 3 years Per Finance
Includes buy/sell orders, confirmations, safe-keeping advice
and ledgers
b Savings Account Records Retain 3-years Note: Original bank
statements must be retained
Passbooks, statements and reconciliations 7 yeazs, per state regulations
*Retention period begins after record is no longer active
l2 ~~
r, £I
. l.', _:~ anuav .ra8uo~ ou .si proaar .~a1~n suz8aq pouad uozlualad*
. ~ ptq io u~isia s s of uopszuoylns Isiag3O
sisa~i ~ uisla2l ~d"Ig~1~CF~d S.LI~IflO~~`d) S?I3H~IlOA ~Z-~
srea~ S utslag S~[OOg 2Id,LdY~i A.LI'II.I.fl £Z-d
sllsodap pagdds so papun3ag
sasaA ~ urelag SQ2iOO~2i ,LISOddQ ~.LI'II.Lf1 ZZ_d
sisal S uislag ?Id.LSIJd2I J1~II'I'IIg A.LI'II.I,f1 IZ-~
Z'OOI# ainPauaS
uoRualag isiauaO als1S pus luauiasmquitai so lsoa
00£# ainpagaS uoRualag pus uouezuoylns `lsanbai ians.~ 3o uogsluauinaop IEIaT33O
luauiulanoO isaoZ a1s1S lad sisal £ ucelag S2IdI-I~fIOA Ql~i~' S.LS~f1a~2I "IdA`d2i.L OZ_d
09i'S~'6Z SV
P~ OZi'Sb'6Z S~' jad
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a.is sploaal lua.unO 'ii96i
of loud spioaai ~o lsisuoO luausuuad sling ;uawssass~ xe,L a
00£# ainPa~IaS
uopualag luauiuianoO luaur v 1vu
isao-i sxss~ 3o als1S iad .~a v s.isa~i 9 utsiag s;uawssass~;o aailoN q
slaulsip luauianoldun
isiaads of anusiai •ala `aauapuodsauoa `siios luaLUSSasss
`saausutplo pus suorlniosaa so satdoa `uopsaggnd 30
luaur v jvu slinspi~s pus saaRou ~uusau aRgnd `punou~xasq sapniaul
.~a v s.n?a~i q uislaZi spaoaag lau;siQ;uauissassd s
S.L1~IdY~iSSdSSd QI~Id SdXd.L 6i-~
s.isa,C £ 30
umuztunu s aimbai Z'OOi #
ainpagaS uoilualag isaauaO
als1S P~ 00£# ainpagaS sauiua isumof ~utlsnfps `sluauiasmgsip gssa
uoqualag luauiuianoO `sldtaaai gssa ~iin;p `aigs~Csd slunoaas `aigsniaaai slunoaad
isaoZ a1s1S :aloN s.rea~i ~ utsla~i S'IdN2I11Of QI~IH S2I~JQd"I ~2IVIQISgfIS 8i-d
sxzeuza21 pouad uorlualag uotlan.gsaQ a8 sauaS ploaa21 •oN mall
g :atnpagaS
S~~IAX~S 7dd~~I di1IL~ :aidoZ isiauaO so luau~usdaQ
ainpagas uot~ua~ag spaoaag
s~s~i~ ~pa~nnas 30 ~~i~
City of Seward, Alaska
Records Retention Schedule
;,
Department or General Topic: LEGAL AND LITIGATION
Schedule: F
Item No. Record Series & Destruction Retention Period Remarks
F-1 CITY ATTORNEY OPINIONS Permanent Per State of Alaska Local
Official interpretations regarding questions of legal rights or Government Retention
liabilities affecting operating departments or the city council Schedule #300
F-2 LEGAL ADMINISTRATION FILES Retain 5 years
Correspondence and reports related to the legal review of
city functions such as bond issues, insurance, ordinances,
contracts, grants, claims for damages, etc.
F-3 LITIGATION CASE FILES (CIVIL,) Retain 10 years a er Note: State of Alaska Local
Documents civil actions by the local government or against final settlement Government Retention
the local government and includes work papers, copies of Schedule #300 recommend
court documents and correspondence 6 years
F-4 INVESTIGATIVE FILES Retain 10 years a er Note: State of Alaska Local
Includes requests for investigation, work papers, and final final settlement Government Retention
reports Schedule #300 recommend
6 years
F-5 NOTICE TO COMPLY AND/OR VIOLATION REPORTS Retain 3 years Per State of Alaska Local
Government Retention
Schedule #300
.~~
*Reterition period begins after record is'no longer active
'l4
SI
(.? ~ -,
anz~av .~a8uo1 ou sr proaar .ralfv sui~aq poz.~ad uotlualad~
sp.~nne pue
s~odal autp `suo?~eniena `uopnuuo~u? iaa~union sureluo~
s.n?a~i £ u~1ag SQ2IO~d2I ~~IA2IffS 2Idd.Ll~Ifi'IOA L-J
•aaa `spioaai auaun?usnoa `siaasoi ureaa `sainpagas sapniaul
s.iea~i £ u~~a~ SQ2IO~d2I Y~?d2IJ02Id S.L2IOdS 9-rJ
.daui s? paau an?le.ns?unupe
io`papasiadns
`aaaiosgo iqun ure1a1„
spuauicuooaa 00£# ainpagoS sdeui ~~?ipn °sainlangs io3 sou?nneap aimq-se `.samlanlas pue
uopua~ag auaunuano0 a~BUp'ip `samlea3 a~d~.~odo1 ~u?nnogs sx.~d 3o sdsui as?S
~aoZ nxsn~, ;o a3E1S :a1oK auaueuuad SJ1~tIMV2IQ Q1~I`d Sl~td'Id `SddY~? S-J
~,laui s? paau anr~sus?unupn
io`papasiadns
`alaiosgo iriun unriai„
spuaunuooai 00£# ainpagaS siapio xionn pug sueid u~?sap `~u?dnaspuei ao3 slsanbai
uopuaaag ~uaunuano0 1aa• o.~ o uotivutuual '•a~a `xionn aara `xionn ~u?d~aspue~ 3o spioaai sapniaul
ieaoZ exse~ 3o a1~1S :aioN .~a v siea~i £ u~ag Sd"IId .LOdf02Id ~.LIAI.LOb' "Id2If1.L"If1~I.L2IOH b-J
s.rea~f £ un'1ag S.I.IL~I?Idd dSf1 ~.I,I'II~`dd £-IJ
•a1a `~fiols?q aoueualureui/a?edal
juo `sienu~ui ~ugeiado/uoriatulsu? `uopeuuo3u? ~lue.rn:M
uz1sz11ua.~.~na u2vlad sQxo~ax ~xoiN~nul .I.1~I~IHaIna~ z-~
•a~a `s~dtaaai `sainpagas aa3~a;ei sapniaul
sn=a~i L u~3ag SQ2IOOd2i JNI.L1~If10~~`d i-J
sxreuiag pouad uor~ua~a~ uopacuasaQ ~ sauaS pioaag •oN uza3l
O :ainpagaS
AlOLLd~alO~?I QAIb' S~I?Idd :a?doZ ielaua0 ao ~uauiu~daQ
ajnpagas uo~~ua~ag spaoaag
~~s~i~'pa~n~as ~o ~~~~
City. of Seward, Alaska
Records Retention Schedule
Department or General Topic: PERMITS AND LICENSING
Schedule: H
Item No. Record Series & Destruction Retention Period Remarks
H-1 ABC (Alcohol Beverage Control) BOARD Retain 3 years
APPLICATIONS (NO OBJECTION)
H-3 ABC BOARD APPLICATIONS (PROTESTED) Retain 3 yeazs a er
issue is resolved
H-4 APPLICATIONS FOR LICENSE OR PERMIT Retain 3 yeazs a er Per State of Alaska Local
Includes business license files that are issued, denied, or business ceases to Government Retention
closed operate Schedule #300
H-5 BED AND BREAKFAST PERMITS Retain 3 yeazs a er
business ceases too erate
H-6 CAMPER PARK AND EMPLOYEE CAMPGROUND Retain 3 years a er
PERMITS business ceases to
o~ rate
H-7 PERMIT FOR GATHERINGS OR USE OF PUBLIC Retain 2 years a er Note: State of Alaska Local
FACILITIES expiration of permit Government Retention
Schedule #300 recommends
1 year
H-8 RECEIPTS FOR FEES PAID FOR PERMITS OR Retain 7 years
LICENSES
H-9 REGISTER OF PERMITS ISSUED Retain 10 years Note: State of Alaska Local
Government Retention
Schedule #300 recommends
20 yeazs for all "non-
construction" permits issued
H-10 TAXICAB AND VEHICLE FOR HIRE PERMITS Retain 3 years a er
business ceases to
op rate
H-11 CHAUFFEUR'S LICENSE Retain 3 yeazs
H-12 TERMINAL USE/DOCK AGREEMENTS Retain 5 years n er
expiration of Hermit
*Retention period begins after record is no longer active
16
LI
anpoo .~a8uop ou st p.~oaar .~a2,~n sui8aq poT.~ad uoilualad*
~7 ~.
srea,C pS aausuuo~ad
spuaunuoaai 00£# alnPauaS Iislano pus ,C.isiss `suo?louiap `suopouioid `~uau~~ioiduia
uoriua~ag;uauzuiano0 3o saasp ss gans aa~ioiduta gala uo s~sp 30 ~asilsgd
isao7 sxss~ 3o a~saS :aaoN ;uausuuad (2i~Sd) .L2IOd~2I ffJI~IdH~ SfI.Ld,LS 'I'I02I~dd 9-I
suop?sod io3 salsp?pusa pagtisnb 30 ~s?-;
srea~ £ u?s;ag S.LSI'I ~.I,I"IIgIJI'I~ S-I
SiI'08'8i sad isquapguoa
s? uo?asuuolu? u?sua~*~;
•a;a `iapua~ `uu~uo isuopsu `uo?$?ia.~ `ioioa `aasi 3o s?seq
~96i 301ad sl~?g pn?~ aye q1 uo aq ,isui sa~rega suopsunuuas?Q •suortas is;uaur~sdaQ
3o IIA ap?y q3?nn satiduioa pus `.suor~?sod reinu?s io cures ay; u? slusagdds~saa~ioiduia
uoriua~ag `pp£# alnPauaS agao pus a~rega ay; ~u~suz ~fa.tsd a~ Io uogsluauinaop
uoqua~ag;uaunuano0 panposa.~ st lump uroa u?pniau? `sa~rega uogsu?uzuas?p ~uTpre~ai spioaaz 3o s;s?suo~
isaoZ sxss~ 3o a;saS cad .~a b srea~i 9 un~ag sali3 ase~ ;u-eidaao~ p~~ q
Sii'08'8i S`diad
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I alnPauaS
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City of Seward, Alaska
Records Retention Schedule
Department or General Topic: PERSONN
Schedule: I EL MANAGEMENT
d
i
P
i Remarks
Item No,
Record Series & Destruction
er
o
on
Retent
I-~ GRIEVANCE CASE FILES
t
i Retain 5 years a er
nal settlement of case
~ Note: State of Alaska Local
Government Retention
ns
Documents grievances filed by employees aga
Departments. Consists of grievance forms, investigative
notes, reports, correspondence, and related backup. Schedule #300 recommends
10 years after bargaining
unit contract is ternunated.
"For cause" employees, not
"at will"
**Certain information is
confidential
I-g INDIVIDUAL PERSONNEL CASE FILES
Should contain application for employment or resume,
personnel actions, evaluation reports, letters of
commendation or reprimand and other documents related to Retain 25 years a er
termination of
emplovment Note: State of Alaska Local
Government Retention
Schedule #300 recommends
10 years
employment
I-9 INSURANCE AND EMPLOYEE TRAINING RECORDS
Significant training should be documented in the individual
personnel case file Retain 25 years a er
termination of
employment
I-10 JOB DESCRIPTION AND CLASSIFICATION Permanent Note: State of Alaska Local
Government Retention
SPECIFICATIONS
Established minimum qualifications for each job or job class Schedule #300 recommends
until obsolete, superseded,
and examples of duties or administrative need is
met
I-12 LABOR CONTRACT ADMINISTRATION RECORDS Permanent
Documents negotiations with unions to create or revise
contracts and may include the signed contract, letters of
understanding, amendments and correspondence
I-13 LEAVE RECORDS
Includes individual records of leave accrued and used and Retain 3 years
requests for leave
~~
*Retention period begins after record is no longer active
18
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uoqualag luaunuanoO
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,LAI~I~~Jd~dLt~ 7dAlA~OS?Idd :aidoZ isiauaO io luauiusdaQ
ajnpagas uoyua~ag spaoaag
~xs~I~'p.~ennas 30 ~;t~
City of Seward, Alaska
Records Retention Schedule
PLANNING ZONING & LANDS MANAGEMENT
i
c:
Department or General Top
Schedule:
Retention Period
Remarks
Item No. Record Series & Destruction
J-1 COASTAL ZONE MANAGEMENT PLANS AND
Permanent
AMENDMENTS
COMPREHENSIVE PLAN AND AMENDMENTS
Permanent
J-2 Statement of overall development and zoning plans
J-3 COMPREHENSIVE PLAN WORKPAPERS
Permanent
May include surveys, studies and reports
Retain 7 years a er use Should be recorded with
J-4 CONDITIONAL USE PERMITS discontinued State Land Recording
Office
J-5
DEEDS TO CITY REAL PROPERTY Permanent Should be recorded with
State Land Recording
Office
*Note: If record is recorded,
some cities do not keep
permanently
Permanent Per State of Alaska Local
J-6 EASEMENTS Government Retention
Granted or received, included rights of ways Schedule #300
Should be recorded with
State Land Recording
Office
*Note: If record is recorded,
some cities do not keep
permanently
Retain 2 years Per State of Alaska Local
J-7 ENFORCEMENT CASE FILES Government Retention
Documents complaints and action taken to enforce planning Schedule #300
and zoning regulations
5µl
*Retention period begins after record is no longer active 20
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exs~i~'pa~n~as 30 ~~c~
City of Seward, Alaska
Records Retention Schedule
Department or General Topic: PUBLIC SAFETY
Schedule: K
Item No. Record Series & Destruction Retention Period Remarks
K-1 ANIMAL CONTROL FILES Retain 3 years *Alarnt Test & Maint.
Records removed -now
responsibility of alarm
companies
Per State of Alaska Local
Government Retention
Schedule #300, added 2007
K-2 BOOKING RECORDS AND LOGS (CORRECTIONS) Permanent
K-3 BURN PERMITS Retain 1 year
K-4 CASE FILES (ORIGINAL CR'S) Permanent Stored electronically
Criminal, investigative, officer accident reports, thefts,
vandalism, missing persons, juvenile reports; contains
original case report, photos, estimates of damage, insurance
inquiries, etc.
K-5 CASE FILES, MISCELLANEOUS Retain 2 years *Impounds and animal case
Property (lost and found) files no longer kept
Property case files stored
electronically
K-6 CITATIONS, POLICE Retain 2 years
K-7 CRIME STATISTICS Permanent
Monthly, computer-generated local crime statistics (hard
copy)
K-8 CRIMINAL HISTORY FILES (Original Bookings) Permanent Per State of Alaska Local
Individual Master Files Government Retention
Schedule #300
K-9 DISCIPLINARY ACTION FILES Retain 5 years a er
settlement of cause for
action
K-10 DISPATCH JOURNAL Permanent
*Retention period begins after record is no longer active
22
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~~sei~' ~pa~nnas ~o ~~i~
City of Seward, Alaska
Records Retention Schedule
Department or General Topic: PUBLIC SAFETY
Schedule: K
Item No. Record Series & Destruction Retention Period Remarks
K-24 PHOTOGRAPH AND FINGERPRINT FILES Permanent
K-25 VEHICLE SERVICE RECORDS Retain until final
Police, fire, and other vehicles used for public safety disposition of vehicle or
equipment
~.
*Retention period begins after record is no longer active
24
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City of Seward, Alaska
Records Retention Schedule
Department or General Topic: PURCHASING AND PROPERTY MANAGEMENT
Schedule: L
Item No. Record Series & Destruction Retention Period Remarks
L-11 SUPPLY SIGN-OUT SHEET Retain 2 years
Departmental check out of supplies stocked in central stores
L-12 SURPLUS PROPERTY SALE RECORDS Retain 7 years
Documents the disposal of property declared to be excess or
surplus
L-13 TITLES TO CITY VEHICLES/EQUIPMENT Retain until final DMV Records Need To Be
disposition of Kept Current
vehicle%quipment
L-14 VEHICLE SERVICE RECORDS Retain until final Per State of Alaska Local
disposition of vehicle Government Retention
Schedule #300
L-15 VEHICLE USAGE REPORTS Retain 3 years Note: State of Alaska Local
Government Retention
Schedule #300 recommends
until final disposition of
vehicle
L-16 WARRANTIES AND GUARANTEES ON EQUIPMENT Retain until equiyment Per State of Alaska Local
is dropped from Government Retention
inventory Schedule #300
~~
*Retention period begins after record is no longer active
26
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u~sei~'pzennas 30 ~~t~
City of Seward, Alaska
Records Retention Schedule
Department or General Topic: DOCKS AND HARBORS
Schedule: N
Item No. Record Series & Destruction Retention Period Remarks
N-2 MOORAGE/SLIP WATI'ING LIST Retain 10 years
N-3 MOORAGE APPLICATIONS
Permanent and Transient Retain 5 years
N-5 SLIP ASSIGNMENTS AND TERMINATIONS Retain 10 years
N-6 SLIP CORRESPONDENCE Retain 3 years
N-7 USE LOGS
Record of use of floats, electricity, and yards Retain 3 years
N-8 USE FORMS AND CALENDARS
Used for grid, boat lift pumps, dock use Retain 3 years
6 :;~
*Retention period begins after record is no longer active
28
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City of Seward, Alaska
Records Retention Schedule
Department or General Topic: MIS / IT
Schedule: P
Item No. Record Series & Destruction Retention Period Remarks
P-1 COMPUTER SYSTEM (Backup Files) Backup files are stored Per State of Alaska Local
Documentation file may include: program/system offsite for security. Tapes Government Retention
documentation, wiring records (specifications/drawings of are rotated according to Schedule #300
building, cables, or computer hardware connections), established TT procedures.
application software licenses/agreements, data systems and
file specifications, security information (access Retain documentation file
requests/authorizations/logs, passwords), disaster recovery ntil obsolete, superseded,
procedures, user guides, usage/inventory reports, backup or administrative need is
procedures; and, Worldwide Web page data, statistics and met.
other development materials utilized in the
creation/maintenance of Local Governing Body's Internet ystem related data shoal
site. be retained until the
system is obsolete or
replaced.
P-2 MAINTENANCE RECORDS Retain 3 years
Requests for service from Departments. Documents
requestor, type of service requested and IT action.
P-3 NETWORK IMPLEMENTATION FILES Retain until superseded
Records used to implement a computer network including
reports, diagrams of network, and wiring schematics.
P-4 OPERATING SYSTEM & HARDWARE CONVERSION Retain until obsolete, Laserfiche, Northstar
PLANS superseded, or programs
Records relating to the replacement of equipment or administrative need is met
computer operating systems not included elsewhere in this
schedule.
P-5 QUALITY ASSURANCE RECORDS Retain until after audit Begin Maintenance in 2008
Information verifying the quality of system hardware, or
software operations including records of errors or failures
and the loss of data resulting from such failures,
documentation of histories, and other records needed to
evaluate data accuracy.
P-6 PROJECT FILES Retain 3 years Begin Maintenance in 2008
Records created and used in the development, redesign, or
modification of automated systems or applications.
*Retention Note: If retention of electronic records is extended to meet requirements of an audit, litigation, open records action, etc.
any hardware documentation or software program required to retrieve ac ~ ad the records must also be retained for the same period.
*Retention period begins after record is no longer active U
30
I£
pp nn anilav .~aSuo1 ou si p.~oaar .~a1~b sui8aq po~.~ad uo~~uala~*
•pouad auces aqi io; pautelal aq osle isnuc spioaai ay1 peaGp anai.riaa of paitnba.c ure.c3oid arennl~os so uorieluauznaop arennpaeq Niue
ala `uoriae spioaai undo `uope~tiTi `lipne us 3o siuauraambai laaui of papuaixa st spcoaac atuoAaala;o uoriualaa 31 :aloN uotlualag~
•rea,C auo .came pa~Corisap
aq ii?^n pue speuza cilia ~
do ~unlaeq io3 algisuodsai
si luacuiledap ,LI/SII~I aqZ read I ui~la2l (SIY~i)'IIdY~i_d Zi-d
•iinana ayi inoge uoileuuo3ui
luenalaa .cargo pue `uosiad laeluoa `arenngos `sauas leuiuuai
`uopaauuoa ~o adil `iopuan `iaqurnu 1ma.na ~uipnlaui
(IieASaii,~ nennyloouzS `.simaiia xioeniau uo uorieuuo3ui ~uiuieluoa spioaa~l
3o idax are si~odaa ,CpeQ rea~C I urelaZl ~ A2iO.L1~IdA1~II S.I.If1~2II~ ~I2iOM.L~i~I i i-d
•iaisesip a;o
Juana atg ui luauidmba pue saainaas ~uissaaoid uoueuuo~ui
;o uogdumsai pue uonaaloid aqi of palelai spioaa21
papasladns lilun uielaZl NdZd A2IdAO~d2I Q1~IF~ SS~1~IQd2idd~2Id 2i~,LSF~SIQ Oi-d
(IleA~an3) Ilen~gioourS
8002 ui aaueualuiey~ ui~ag
•,Cguaueuuad pauielac
aq plnogs amen leauoisni
;o paaapisuoa spioaai iacgo
pue siaafoid luauidolanap
iofeuc of ~uilelai spioaai (i-d cuaii aas) sueld ~anoaai iaisesip
asogZ •anien auoisicl pue zo3 idaaxa saainias pue suiais~is ~uissaaocd uopeuuo3ui
ssauln3asn anne.rasiuiurpe 3o uoueagipouc io `luauidolanap `uopeaia ~uicuaauoa
8umupuoa io3 asie.cdde (sxaeuiai aas) laur st paau spcoaac relnuis pue `suopaafoad `sas~leue `saipnis `suodaZl
`lesodsip aio3ag :aloN nilexisiunupe IAun uiela SQ2iO~~2t JI~IINl~td'Id YQd.LSAS 1~IOI,LdI~I2IO31~II 6-d
ialei ianaclaignn
`laui uaaq aneq lenpinipuc
ayi ~q patdipour spioaaz •sair~ paonnssed pue
ayi ion siuaucaimbac uoileuuo~ui ui~ol ~iiT.maaS `spioaal lunoaae iasn of painuil
iipne .co urais~Cs loo inq ~uipnlauc `elep su pue urais~is a of ssaaae lenpinipui
qi of ssaaae seq ia~uol o ioiiuout io loriuoa of sasodcnd ~ilunaas io; paleaca spioaag
(liennand) IienncgooucS lenpintpui atg piun uielag SQ2IO~fl2I A,LI2IfI~~S SS~~~V 8-d
•ala `sBol ~iiinRae
adei `s~oi alosuoa `s~ol foods loud `•8•a `.surais~is iainduioa
lace si paau ioiiuoui of paleaia s~ol paleuzoine so salr~ atuorlaaig
nueaisiunupe Trion uiela SQ2iO~d2i JNRIO,IdNOY~I A.LIAI.L~d Y~I~.LSAS L-d
s~lreuiag .pouad uoiluala2l uoAacuisaQ ~g sauas p.coaa21 •oN mall
d :alnpagaS .
.LI / SIW :aidoZ IeaauaO io luauzuedaQ
alnpagas uoyua~ag sp.~oaag
»~siJl~ ~paennas 30 ~~i~
City of Seward, Alaska
Records Retention Schedule
Department or General Topic: ELECTRONIC RECORDS
Schedule:
This is a brand new section in all of Records Management, and will be updated as it is better defined. By State Statute,
Electronic Records are defined as anv information that is recorded in machine readable form.
In plain terms, this means any document or email on your computer, anything stored on a floppy, CD,
removable/portable drive, tape, etc.
Item No. Record Series & Destruction Retention Period Remarks
Q-1 E-MAIL (DEPARTMENTS) Retain non-record It is up to the departments to
It is the department's responsibility to store, maintain, and a-mail for 1 year decide the difference
destroy a-mail records (see remarks). between official records and
Official Records Retain non-records and to retain
Departments who use email as reference files can continue to in accordance with and dispose of them
subject to public document requests
do so, but those files are retention schedule (for according to the retention
,
if requested. specific type of record) schedule.
This may require printing a
hard copy to properly
manage the record.
Q-2 ELECTRONIC RECORDS Retain in accordance
As defined above, anything recorded in machine readable With retention schedule
form. Any document stored on a computer, disk, drive, etc. (for the specific
type of record)
Q-3 LASERFICHE (Clerk's Office) Permanent Beginning 2008, these
Legislative History and Seward Archives templates electronic records will be
backed up to an offsite
electronic storage database
Q-4 LASERFICHE (Clerk's Office) Retain same as
Non-Permanent Templates corresponding item on
retention schedule
**PERMANENT RECORDS SHOULD BE ROUTINELY PRINTED!!!
IT IS THE DEPARTMENT HEAD'S RESPONSIBILITY TO FOLLOW THEIR POLICIES AND PROCEDURES FOR
THEIR ELECTRONIC RECORDS AND MAKE SURE IT MATCHES THIS RETENTION SCHEDULE.
DEPARTMENT'S ALSO NEED TO PROVH)E DOCUMENTATION OF THE RETENTION AND DESTRUCTION OF
THESE RECORDS TO THE CLERK'S OFFICE.
*Retention Note: If retention of electronic records is extended to meet requirements of an audit, litigation, open records action, etc.
any hardware documentation or software program required to retrieve and read. the records must also be retained for the same period.
*Retention period begins after record is no longer active
32
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31b'a 31HQ
•~dad o~ ~uas ~(do~ ~ aa~nduaoo uo pa~a!duaoo ~aoda~ uo!~ona~saa
31V4
•fugo~(oaa ao~pue 6u!ppaays ~Cq uo pa~(oa~sap aaann saxoq 6u!!!e~o} spaooay
:a}ea
area
area
:~uaua~edaa
~S~t//~Obdd~d
pau!e~a~ aq
o~ s~ea,~ !euo!}!ppy spaooa~ ~o uo!~d!aosaa # paooa~ # xo8
:uoseaa 6uinno!!o~ aye ~o~ nno!aq pads!! spaoaaa aye u!a~aa aseald ~
•uo!}ona}sap ao~ paziaoy~ne aae
pue }uaua}~adap s!y~ ao~ san!en ~!pne ao `!eos!~ `!e6a! `an!~ea~s!u!uape aay~an~ ou aney spaooaa asayl ~
~NOIl~f1b1S34 2i0~ NOS~d32i
•a!npayos uo!~ua~a~{ !aaaua0 ay} y}!nn pa!!duaoo sey spaooaa ~o ~s!! payoe~~a ayl ~
a}ea
NOIl`dZRIOHlfI`d NOIlOf1b1S3a Sa210~32~
a2lb~M3S ~O Jlll~
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:aa6euew spaooa~
~uaua}aedaa
Appendix B
CITE' OF SEWARD
RECORDS TRANSFER LIST
Department: Date: Page of
Name/Title:
Type of Record: Transient (schedule-destruction) Permanent Confidential
R-Rnw S=SFC'TTnN T=TIER D=DRAWER B=Box To be completed by Records Center
Retention Record Series Title: Reten Temp Records Center
Schedule Description -File Name, Dates, lion Box Location Number
Item Number File Number, etc. Time No. Permanent Transient
Records Center Use
Received by: -
Copy returned to Dept: Entered into Computee by:
Final Computer Printout Report Delivered to Department:
>~ ~
ORIGINAI~ - Wl1I'I'E DEPT FINAL COPY - YELLOW
Date: No. of Boxes ,
Date:
Date:
CEPT SUSPENSE COPY - PINK
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s~uaunuo~ i~uot~tpp~ a ueu~ a u~u~ pa~san ag
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~~i~ auk ~a~~uoa `uoi~~uuo~uT .zau~n~ X03 •9966 ~~I~i~ `PTeMaS `L9i xog
Od `x~ai~ ~~t~ au~~o aa~~0 :off uuo~ ~sanba.~ a~~pdn uot~ua~a~ pa~aiduzoa 1T~QnS •Z
•uuo~ siq~ ~o ~Cdoa ~ uo uot~~uuo~ui pa.~mba.~ auk a~aiduzo~ • j
ainpagas uoi~ua~ag spioaag
prennas ~o ~~t~ auk o~ a~u~ua ~ ~sa~~ns .zo ~sanba~ os
I~i2I03 ~OI~I~'H~ ~Zf1Q~H~S I~iOI.Ll~I~1,~2I
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Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2007-095
A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF SEWARD,
ALASKA AUTHORIZING THE CITY MANAGER TO .SUBMIT THE
HISTORIC PRESERVATION COMMISSION FY'08 GRANT
APPLICATION TO THE OFFICE OF HISTORY AND ARCHAEOLOGY,
ALASKA DIVISION OF PARKS AND OUTDOOR RECREATION
WHEREAS, each year the State of Alaska, Department of Natural Resources, Historic
Preservation Office offers a Historic Preservation Fund Grant to Certified Local Governments;
and
WHEREAS, the City of Seward, Historic Preservation Commission has applied for and
has been awarded several of the annual Historic Preservation Fund Grants in the past; and
WHEREAS, "Providing Public Access to the Seward Historical Site Inventory" has been
a priority of the Commission; and
WHEREAS, the Commission supports the need for a database of the Seward Register of
Historic Places and the Seward Historical Site Inventory and the web pages to display this
information on; and
WHEREAS, a website/database designer shall be contracted to develop the database for
the Seward Register of Historic Places and the Seward Historical Site Inventory and develop the
web pages to display the database information; and
WHEREAS, at the September 27, 2007 meeting the Seward Historic Preservation
Commission approved Resolution 2007-04 selecting "Providing Public Access To The Seward
Historical Site Inventory" as the FY-08 grant project and recommending the Council authorize
the City Manager submit the grant application; and
WHEREAS, the total. project cost is estimated at $6,500.00, with a federal share of
$4,173.00, and a local match of $2,782.00; and
WHEREAS, the City's match for this project will be provided through in-kind services
from the Historic Preservation Commission.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA, that:
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•~aaCo~d as~q~~~p~a~isgam
«~i~o~uanui a~iS i~auo~stg pze~naS auk o~ ssaaa~ atiQnd apino.~d„ auk doianap o~ uot~~atidd~
l~~ 80~~3 auk ~C~oioa~uaz~ pug ~o~siH ~o aai~~p `saaanosa~ i~zn~~N ~o ~uauz~.redaQ `~~s~i~
3o a~~~S auk o~ ~iuzgns o~ .za~~u~y~ ~~i~ auk sazuoci~n~ ~Cga.~au itauno~ ~~t~ aus • I uoi~aaS
Z.~o Z abed
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p~emaS 30 ~~t~
council Agenda Statement
Meeting Date: October 8, 2007
Through: Phillip Oates, City Manager~~~ ~J -
From: Donna Glenz, Planning Assistant
Agenda Item:. Authorizing the City Manager to submit to
the State of Alaska, Department of Natural .Resources an
application for a Historic Preservation fund grant FY'08 grant
application to develop the "Provide Public Access to the Seward
Historical Site Inventory" website/database project
BACKGROUND & JUSTIFICATION:
The Alaska State Historic Preservation Office of Department of Natural Resources (DNR) has
grant funds available. The grant money is available in apass-through status from the Federal
Historic Preservation Fund. This funding can be used to develop historic inventories, historical
preservation planning and preservation education for the public. In order to apply for this grant
funding, DNR recommends that the request be endorsed by the highest level of local
government. The City of Seward and the Seward Historic Preservation Commission have
applied for and been awarded several of the Historic Preservation Certified Local Government
grants in the past.
At the September 6, 2007 Historic Preservation Regular Meeting the Commission decided to
apply for the FY'08 Department of Natural Resources Certified Local Grant. Two work sessions
to discuss and complete the grant application were scheduled for September 18, 2007 at 12:00
p.m. and September 20, 2007 at 6:30 p.m. The Commission selected and developed the grant
application for the "Providing Public Access to the Seward Historical Site Inventory" project.
The total cost of the project is $6,500.00. The Federal share of the project is $4,173.00; the local
share is $2,782.00. This local share shall be provided by in-kind services of the Historic
Preservation Commission.
A Special Meeting was scheduled for September 27, 2007 at 6:30 p.m. to approve the project and
forward a recommendation to City Council to authorize the City Manager to submit the FY'08
Certified Local Government Historic Preservation Fund Grant application to the Office of the
History and Archaeology.
This project will raise awareness of Seward's history and the need to preserve it and will be
beneficial to the visitor industry.
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«~zo~uanui axis ~auo~siH pzennas a~ o~ ssaaa~ aiignd aptnozd„ a~ dolanap o~ uoi~~otidd~
~~~ 80~~3 a~ ~oioa~gaz~ puu ~zo~siH ~o aa~p `saaznosag ~znaeN ~o ~uau~.redaQ `~xs~i~
~o a~~.s a~ o~ ~TUZgns o~ za~~uey~ ~i~ aq~ ~u~zuo~n~ `LOOZ uoi~niosag anozddu iiauno~
~bO ~I~iOI.L~'Ql~i~bliL~tO~~2i
:~.uauraz~daQ aaueut3 ~iq panozdd~
•uoissruzuzo~ uot~~nzasazd
auo~siH acp ~o saainzas pub-ut ~q papinozd aq i~us azegs ~aoi sags '00"Z8L`Z$ si az~us
i~aoi a~ `00"£Li`i~$ st ~aafozd a~~o az~gs ~zapa3 a~ '00"OOS`9$ si ~aafozd a~~o ~soa ~~o~ auZ
=~ZOi~t 'I~'aSI3
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•saznpaaozd~o sajng jiauno~ ~i~ pue uetd at~a~~z~S `su~id asn pu~Z `sueid anisuauazduzo~
`za~u~ `apo~ ~i~ pz~nnas a~ ~tnn ~ua~sisuoa st uot~niosaz sniff `ajq~atidd~ aza~
~.LSI'I?I~~II~ ~~l~t~.LSISI~IO~
Sponsored by: Staff
CITY OF SEWARD, ALASKA
HISTORIC PRESERVATION COMMISSION
RESOLUTION 2007-04
A RESOLUTION OF THE SEWARD HISTORIC PRESERVATION
COMMISSION, SELECTING "PROVIDING PUBLIC ACCESS TO THE
SEWARD HISTORICAL SITE INVENTORY" AS THE GRANT
PROJECT FOR THE FY-08 STATE OF ALASKA, DEPARTMENT 4F
NATURAL RESOURCES, HISTORIC PRESERVATION FUND GRANT,
and RECOMMENDING CITY COUNCIL AUTHORIZE THE CITY
MANAGER TO SUBMiT THE FY'08 GRANT APPLICATION TO THE
OFFICE OF HISTORY AND ARCHAEOLOGY, ALASKA DIVISION OF
PARKS AND OUTDOOR RECREATION
WHEREAS, each year the State of Alaska, Department of Natural Resources, Historic
Preservation 4~ce offers a Historic Preservarion Fund Grant to Certified Local Governments;
and
WHEREAS, the City of Seward, Historic Preservation Commission has applied for and
has been awarded several of the annual Historic Preservation Fund Grants in the past; and
WHEREAS, Providing Public Access to the Seward Historical Site Inventory has been a
priority of the Commission; and
WHEREAS, the Commission supports the need for a database of the Sev~~ard Register of
Historic Places and the Seward Historical Site Inventory and the web pages to display this
information on; and
WHEREAS, a website/database designer shall be contracted to develop the database for
the Seward Register of Historic Places and the Seward Historical Site Inventory and develop the
web pages to display the database information; and
WHEREAS, the total project cost for providing public access to the Seward Historical
Site Inventory is estimated at $6,500.00, with a federal share of $4,173.00, and a local match of
$2,782.00; and
WHEREAS, the City's match for this project shall be provided by in-kind services of the
Historic Preservation Commissioners.
NOW, THEREFORE, BE IT RESOLVED by the Seward Historic Preservation
Commission that:
Section 1. The Historic Preservation Commission hereby supports "Provide Public
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•uot~dop~ ski uodn ~ja~~ipaunur ~aa~a a~ i~c~s uot~niosaz sr~, •£ uor~aaS
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pz~nnaS a~ off. ssaaa~ aitand apinoza;, aq~. }tuzgns o~ za~~uny~ eta a~ azuou~ne Itauno~
~t~ acp }~eu~ papuauzuzoaaz ~igazau uotssTUiuzo~ uot~unzasazd auo~siH aus, •z uouaaS
•saaznosag j~zna~N ~o ~uauxazudaQ `~xs~j~ 3o ai~~S auk uzoz~ ~u~z~ pun3 uoi~~nzasazd
aizo~siH 80-A3 auk zoo ~aafozd auk se «~zo~uanuI a~iS j~auo~siH pz~nnaS auk o~ ssaaa~
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LETTER OF APPLICATION
State Historic Preservation Officer
Alaska Division of Parks and Outdoor Recreation
550 West 7~' Avenue, Suite 1310
Anchorage, Alaska 99501-3565
This is an application for a Certified Local Government (CLG) historic preservation fund
grant:
Certified Local Government Name: City of Seward, Alaska
Federal Tax Identification Number: 926000086
Project Title: Providing Public Access to the Seward Historical Site Inventory
Location: City of Seward, Alaska
Type of CLG Grant Project"
( )Survey
( )Inventory
( )National Register nomination
( )Historic preservation planning
(X) Public preservation education
( ) Predevelopment
( )Development
( )Acquisition
Project budget required: (LTse figures from budget form, page 7)
a. Estimated total project cost: $6,500.00
b. Federal share: (60%) $4,173.00
c. Applicant's share: (40%) $2,782.00
Source of applicant's share: (Use figures from budget form, page 7)
a. Cash: $0.00
b. In-kind goods and services: $2782.00
c. Donated goods and services: $0.00
Grants Manual - Appendix B Page 1 (Rev. 09{06)
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STATEMENT OF WILLINGNESS TO COMPLY WITH REQUIREMENTS OF
FEDERAL GRANT PROGRAM
1. I understand that this is an application for federal matching assistance for up to
60% (less 10% surcharge) of the total project cost, which is the subject of this
application.
2. In submitting this application, I understand that if awarded the funds it is my
responsibility to comply with all program requirements outlined in the "Historic
Preservation Fund Program, Grants for Historic Preservation in Alaska" manual,
pertinent State and Federal regulations, and the State/Local agreement.
3. In submitting this application, I understand that project records are subject to
audit after project completion, and that if such an audit questions expenditures for
which I have been partially reimbursed I will return an amount equal to 60% (less
10% surcharge) of the questioned expenditures.
4. I understand that no grant or promise of a grant exists until the State Historic
Preservation Officer signs the State/Local Agreement even. if the Alaska
Historical Commission recommends or allocates funds for my project, and that
any funds expended before the grant period or before obtaining the SHPO's
signature may not be reimbursed without specific approval. The SHPO will not
sign until all required materials and documents are in hand.
Phillip E. Oates, City Manager
Authorized Local Government Official
Grants Manual -Appendix B Page 3 (Rev. 09/06)
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4. WORK PLAN
The SHPC plans to photograph sites located on the Seward Register of Historic Places
and the Seward Historical Site Inventory, as well as, give a brief description and update
current property information. T'he SHPC Project Team and the Systems Manager will
formulate the scope of work to develop the database and the appropriate web pages to
display the information. 'This database and web pages will be developed by the
website/database designer who will provide this to the Systems Manager to be placed on
the SHPC Website.
The SHPC will research and update the information on the sites listed on the Seward
Register of Historic Places and Seward Historical Site Inventory. In addition, the SHPC
team will photograph many sites to be included in the database.
5. TIME LINE
October 2007
Submit the grant.
Agri, 12008
Accept the grant.
May-December 2008
SHPC Project Team will gather information and take photographs of the Seward Register
of Historic Places and the Seward Historical Site Inventory.
January 2009
Award the contract and provide the scope of work to the Website/Database Designer.
Janua~ -February 2009
Site information is given to the Website/Database Designer.
June 2009
Website/Database Designer provides the final project to the Systems Manager for
placement in the SHPC website.
August- S~tember 2009
Submit fmal report to the State and Office of History and Archeology.
6. PROJECT PERSONNEL
Community Development Staff:
The staff will assist and support coordination of the project.
Seward Historic Preservation Commission (SHPCI-(In-Kind)
Grants Manual -Appendix B Page 5 (Rev. 09/06)
83
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PROJECT BUDGET
Enter the proposed budget for your project:
BUDGET CATEGORY
SOURCE OF FUNDS
Federal Share Applicant's Share Total
Personal Services 0.00 2800.00
Travel/Per Diem 2800.00
400.00 0.00
Contractual Services 2800
00 400.00
.
Supplies .0.00
500.00 0
00 2800.00
. 500.00
1. TOTAL DIRECT COSTS
.............................................................................................. 6 500.00
2. 7% STATE SURCHARGE
.
...
......................................................................................... + 455.00
3. TOTAL PROJECT COSTS ........
............................... ..........
........................................... = 6 955.00
4. APPLICANT'S TOTAL SHARE = 40% of amount on line 3 ................................ - 2 782.00
5. FEDERAL SHARE = 60% of amount on line 3
....... - 4173.00
6. LESS 7% STATE SURCHARGE =same as amount on line 2
................... - 455.00
7. TOTAL PARTICIPANT RECEIPT - amount grantee is reimbursed ................ = 3718.00
Proposed Source of Funds: Clearly identify cash, in-kind goods and services, and donated goods
and services that constitute the applicant's matching share. Donations cannot exceed 40% of the
total project costs. Other federal funding sources are ine ' 'ble as matching share for this grant
program. Grantees will be reimbursed for cash expenditures up to 60% of total project costs, less
the state surcharge (the amount shown on line 7).
APPLICANT: must total 40% of the total project costs.
CASH $0.00
IN-KIND
GOODS AND SERVICES + $2,782.00
DONATED
GOODS AND SERVICES + 0.00
8. APPLICANT' S
TOTAL SHARE _ $2,782.00
Grants Manual -Appendix B Page 7
~~
9. TOTAL
FEDERAL SHARE $4,173.00
(Rev. 09/06)
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Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2007-096
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, APPROVING AN AMENDMENT TO THE EMPLOYMENT
AGREEMENT WITH THE CITY MANAGER
WHEREAS, Phillip Oates has been employed as the City Manager since May 1, 2007; and
WHEREAS, the City Manager does not participate in standard employee merit step
increases or COLA as outlined in the Seward City Code, and any increase in pay or annual leave
accrual must be made by an amendment to the employment agreement; and
WHEREAS, Oates' contract states that the City Council agrees to review Oates' salary
annually prior to adoption of the City's fiscal budget. In the first year after his six (6) month review,
Oates shall be entitled to a three (3) percent increase in base salary upon a favorable review by the
Council members as entered on the standard City Manager Evaluation; and
WHEREAS, Phillip Oates is not requesting an increase in pay, only an increase in leave
accrual; and
WHEREAS, per a satisfactory evaluation, the City Council agrees to give the maximum
leave accrual effective pay period beginning January 1, 2008; and
WHEREAS, this increase was already factored into the FY 2008 budget.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA, that:
Section 1. Amendment No. 1 to the City Manager's employment agreement dated May 1,
2007 between the City of Seward and Phillip Oates, which increases his annual leave to the
maximum accrual is hereby approved.
Section 2. The effective date of this increase shall be January 1, 2008.
Section 3. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8~' day
of October, 2007.
~~
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FIRST AMENDMENT TO THE EMPLOYMENT AGREEMENT
City Manager Services for Phillip Oates
This amendment to the agreement approved by the City Council of the City of Seward,
effective the 8~' day of October, 2007, is between the City of Seward, Alaska, whose
address is P.O. Box 167, Seward, Alaska 99664 ("City") and Phillip Oates, whose
address is PSC 1280, Box R, APO AE 09880 ("Oates"). The City agrees to employ
Oates as City Manager on an at-will. basis. This agreement shall continue for three (3)
years until May 1, 2010 unless sooner terminated as provided below.
RECITALS
A. The City Council of the City of Seward and Phillip Oates are parties to that
certain Employment Agreement dated -March 27~', 2007 (the "Agreement"), which shall
be effective as of the Effective Date, as that term is defined in the Agreement.
B. The parties wish to amend the Agreement Section 3 further described below.
AMENDMENT
NOW, THEREFORE, the parties hereto, intending to be legally bound hereby,
and in consideration of the mutual covenants and agreements set forth in this
Amendment, hereby agree as follows.
Section 3. Oates shall accrue annual leave and holidays in accordance with
Chapters 3.45 and 3.50 of the Seward City Code. Oates shall be covered by the standard
City health insurance and retirement plans. He shall receive credit for annual leave
accrued at the rate of 20 hours per month.
All other terms and conditions remain consistent with the original agreement.
1N WITNESS WHEREOF, the parties hereto, intending to be legally bound, have set
their hands as of the day and year first above mentioned.
DATED this 8th day of October, 2007.
CITY OF SEWARD, ALASKA
~~
Vanta Shafer, Mayor Phillip Oates
Jean Lewis, City Clerk, CMC
(City Seal)
Y '+
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terminate the relationship or require Oates to continue for a period not to exceed sixty
(60) days at his regular rate of pay from the date of receipt of the notice. The City shall
make the election promptly and within twenty-five (25) days of the receipt of notice, and
the City's failure to make an election shall be deemed an election to terminate the
relationship thirty (30) days from the date of receipt of the notice. If the relationship is so
terminated, the City shall not be responsible for any severance or termination pay. Oates
shall be entitled to his annual leave balance to the date of termination.
(b) By the City for any reason or no stated reason upon giving written
notice to Oates the City may at its option, terminate the relationship immediately. The
City shall pay Oates two (2) months severance pay for each year of service upon his
termination under this paragraph, up to a maximum of three (3) months severance pay,
prorated from the date of this agreement.
7. This agreement is the entire agreement and wherever approval of the City is
required it is understood that such approval will be by the City Council of the City of
Seward. This agreement supersedes any previous agreement and may be modified only
in writing signed by each of the parties. This agreement will be interpreted and enforced
in Alaska in accordance with the laws of the State of Alaska and is subject to all
applicable Charter and ordinance provisions of the City of Seward; provided that no
provisions of Title 3 of the Seward City Code shall apply except those provisions
expressly identifying the city manager and except for the following enumerated
provisions: 3.15.085 longevity, 3.15.090 retirement, 3.15.095 insurance and medical
benefits, 3.45 annual leave, 3.50 holidays, 3.60 special provisions, except as set forth in
Paragraph 5 above, 3.70 drug and alcohol policy, 3.75 sexual harassment policy, and 3.80
workers' compensation.
DATED this 27`" day of March, 2007.
CITY OF SEWARD, ALASKA
-,~-,~-
~~.~~ ~-
Vanta Shafer, May r Phillip Oates
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City of Seward, Alaska Ciry Council Minutes
September 10, 2007 Volume 37, Page
The August 27, 2007 regular city council meeting minutes were pulled from the agenda by
Councilmember Schafer.
Motion Passed
Unanimous
SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Proclamations and Awards -None
Borough Assembly Report. Borough Assembly Representative Ron Long stated there
were two initiatives on the ballot; term limits for the Assembly and School Board members. They
also accepted $815,000 from the state for costs incurred during the 2006 flooding events. Long
stated the September 4, 2007 meeting appropriated $1 million for roads and $500,000 for schools.
He also noted the Borough needed the city's federal and state priority list.
City Manager's Report. City Manager Phillip. Oates started off by congratulating Police
Sergeant Dorene Valadez for her work on a dead end murder case from 1982 that resulted in an
arrest in Fairbanks recently. He advised of other personnel hirings and maternity leave replacements.
- Long-Term Care Facility. Platting had been approved by the Seward Planning & Zoning
Commission and was forwarded to the Borough Platting Commission for their October 8,
2007 agenda. Once approved, the property purchase could be finalized. This property was
also rezoned from Single Family to Institutional zoning.
- ISO Rating. The city had notkept up with documentation of service tests on equipment and
hydrants and had some deficiencies in the flow rate of some of the pump trucks. The city's
rating was 4.9 and Oates did not think the current rating would improve.
- Providence/Wesley Care Facility. Two letters were received requesting renewal and
negotiation of the maintenance and operating agreement. Global Ministries was requesting a
new short term lease at no cost to the city until the new Long-Term Care Facility was
complete.
Oates had attended a number of productive meetings with Alaska Housing Finance
Corporation, Alaska Department of Public Safety, Alaska State Troopers, Anchorage Industrial and
Export Authority and the Chief for law enforcement of the National Oceanic & Atmospheric
Administration, seeking a waiver for rural communities, a new building to house different state
agencies, and economic assistance for the SMIC breakwater and shiplift transfer facility. He had
also met with Senator Gary Stevens and Representative Paul Seaton.
Oates had established a Blue Ribbon Budget Task Force committee which would begin
meeting on September 13, 2007. He also stated the Coal Task Force committee met with the Alaska
Railroad to discuss coal dust problems and solutions. The Alaska Railroad briefed the task force on
operational procedures to prevent the unloading of coal during adverse conditions. A letter from the
93
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City of Seward, Alaska City Council Minutes
September 10, 2007 Volume 37, Page
Motion (DunhamBardarson) Enact Non-code Ordinance 2007-005
Council member Thomas raised a point of order to discuss the ordinance only, and discuss
the contract later on the agenda.
Motion Passed
Unanimous
Ordinance 2007-006, Establishing Section 15.15.025, Historic Preservation, Seward
Historic Plant & Tree Register.
Oates stated the Historic Preservation Commission had numerous work sessions dating back
to 2005 developing a program to designate trees and plants to a historic register. The intent was to
raise public awareness of significant trees and plants and provide for preser~~ation. The Historic
Preservation Commission established the eligibility criteria. _
Notice of the public hearing being posted and published. as required by law was noted and the public
hearing was opened.
Historic Preservation Commissioner Jolund Luther, urged support so plants and trees
could be on a historic register like property. He stated this did not give a protected status for any
plant or tree, and the intent of the Conunission was to encourage: awareness, not to limit what
property owners could do on their own property:
Historic Preservation Commissioner Greg Carpenter reiterated that time and effort went
into this register. There was no intent from the Commission to make anything regulatory.
The register was established to prevent unintentional removal and they wished it to be educational.
This would acknowledge certain trees and plants and encourage the community to preserve them.
Motion (Schafer/Amberg) Enact Ordinance 2007-006
Dunham remembered the flack over the cottonwood trees. He hoped this was not the
beginning of a nightmare and wanted the 3rd whereas removed.
Thomas thanked the commission for their hard work, and appreciated their thought and
effort, but had voted against the original register. He did not want to establish a tree and plant
register.
Dunham questioned the listing of Caines Head to Kenai Lake because it encompassed more
than the city of Seward.
Thomas thought this was ammunition for things to come in the future, and would vote against
it for that reason.
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City of Seward, Alaska City Council Minutes
September 10, 2007 _ Volume 37, Page
Update And Discuss Resolution 2007-079 Which Addressed Levee Repairs And Subdivision
Agreements In The Vicinity Of Japanese Creek.
Council member Schafer had a conflict and left the dais.
Oates stated the city needed access to accomplish levee repairs along Japp Creek but had not
been given permission to cross the property owner's land as yet. Road and culvert removal had not
occurred. The property owner stated they would keep the road and culvert in the creek and remove
the "decking". Decking had been removed. Oates would confer with the state floodplain manager
or qualified engineers as to whether this culvert and road needed to be removed.
Oates referred to a laydown of Japp Creek October 2006 flood sediment management
investigation report prepared by Northwest Hydraulic Consultants Inc.
Oates stated the volume bed loading and debris deposited in Japp Creek was primarily in the
section of the creek bed that was privately owned. 190,800 cubic yards was estimated deposited
from the 2006 flooding event. This report concluded the levee could not safely contain a 100-year
flood.
Oates recommended:
- Removal of bed loading deposited in the 2006 flooding event.
- Develop a concise and clear flood and sediment management plan based on scientific
and engineered data.
- Not enter into. a subdivision agreement at this time. Without some process of a
maintenance plan for bed loading, it was foolish to do so.
Oates pointed to wall maps which indicated flood areas from past floods. He commented
that the city should not assume responsibility for any infrastructure in areas experiencing past
flooding, until procedures and standards minimized the chances of damage from future flood events.
He added that-purchasers needed to be aware of the risks involved from buying and building homes
in these areas. He recommended the council stay the course and address these issues with the state,
borough and flood board to protect infrastructure.
Much discussion ensued on the permitting process for the North Forest Acres levee project.
Environmental assessments were completed and being distributed to other agencies. Permits were
60% completed. With various timeframes, it would be about 6 months before the city was ready to
proceed again on the North Forest Acres road and levee. Oates stated there were 10 parcels and two
right-of--ways to secure. Estimated total costs were $2.7 million with construction and property
acquisition, however, $1 million would be used for levee repairs now. Property acquisition for
appraised value would begin taking place.
Amberg wondered why the city would want to purchase that property and inherit a bigger bed
loading problem, not to mention the cost involved. She felt this was the private property owners'
responsibility, and concessions to a few things required of them could alleviate some of the city's
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City of Seward, Alaska City Council Minutes
September 10, 2007 Volume 37, Page
Council came out of executive session at 10:30 p.m.
ADJOURNMENT
The meeting was adjourned at 10:31 p.m.
Jean Lewis Vanta Shafer
City Clerk Mayor
(City Seal)
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City of Seward, Alaska
September 24, 2007 City Council Minutes
Volume 37, Page
portion of Tract A-1, of the USS 1864, Seward Long Term Care Facility Subdivision
(preliminary plat) from single family (Rl) to institutional (INS) (introduced and set for public
hearing on October 8, 2007).
Resolution 2007-087, approving amendment #5 to the employment agreement with the city
clerk.
Resolution 2007-089, electing to participate in the AML/JIA Loss Control Incentive Program
for the City of Seward.
SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Proclamations and Awards
A memoriam was read for Former Mayor Lee McAnerney.
A proclamation celebrating September Family Day for September 24, 2007 was read.
A proclamation was read for Seward Elementary School for their Alaska School
Performance Incentive Award.
A Fire Prevention Month proclamation was read.
A proclamation for First Responder's Appreciation Day was read for September 25,
2007.
City Manager's Report. City Manager Phillip Oates stated the City was awarded a grant
for $204,000 from the Department of Homeland Security. More details would come forward once
the city was officially awarded the funds.
Remodeling had' been taking place in City Hall, both upstairs in the courthouse and the new
boiler had arrived and was ready for installation. As suspected, asbestos was in the pipe and boiler
insulation as well as the mastics for the ceiling the tracks along the walls. This needed to be dealt
with by a certified abatement crew.
Council member Bardarson and Oates had met to discuss the High School Activities sign,
which DOT was now allowing to be erected. The Electric Department was working on establishing
the specific location for the sign and obtaining the permit to dig in the State right of way.
In an attempt to ease the burden of junk vehicle cleanup, the Kenai Peninsula Borough was
waving the $10 disposal fee normally charged to commercial haulers. The waiver would be in effect
through October 31, 2007.
The P.A.R.K.S. playground design was revealed last Thursday evening anal the event raised
over $3,500 towards the project.
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salnu?yy jtauno~ ~l?~
City of Seward, Alaska Ciry Council Minutes
September 24, 2007 Volume 37, Pa e
Resolutions
Resolution 2007-088, authorizing the city manager to enter into a contract with Metco Inc. to
repair the Japanese Creek Levee at a cost not to exceed $100,451, with financing from the 2008
designated legislative grant from the State of Alaska.
Oates. stated the levee was damaged from the October 2006 flood. Since Afognak had turned
down the city's offer to repair the levee and have the city pay for half of the cost, the city had to go
out to RFP for this service. Metco had the most qualifying bid.
Motion (Thomas/Bardarson) Approve Resolution 2007-088
Amberg felt a 30% contingency was really high. Project Manager Tom Shepard echoed
Oates' comments that the contractor may make additional repairs.
In response to Dunham, Oates responded the city was getting a repair to the three sections of
the lower levee, which could fail if the city had a flood this year. It did not fix the problem with the
levee, but repaired the damage.
Motion Passed Unanimous
Resolution 2007-090, authorizing the. city manager to enter into a second extension of the
agreement with Tryck Nyman Hayes, Inc. to provide engineering and design services for the I
& T Docks and the Travel Lift/Bulkhead in the small boat harbor for an amount not to exceed
$52,000.
Harbormaster Scott Ransom. noted this project was currently out to bid. Bid openings
would be October 4,.:2007.. The contract should come to the council on the October 22, 2007
meeting. The environmental permitting aspect was unforeseen, but the project was moving forward.
Motion (Thotias/Bardarson) Approve Resolution 2007-090
Counclmember Valdatta made a motion to table this resolution until construction of the
project was completed. The motion died for lack of a second.
Schafer was tired of seeing the money constantly being allocated to Tryck Nyman Hayes, and
felt it should go out to bid. Oates felt if that was the direction the council wanted, they could vote it
down, but it would essentially stop the project.
Schafer wanted to know how much money of the $52,000 before the council had already been
spent. Ransom said the permitting to keep the project going which was a time factor. Tryck Nyman
Hayes had already invested the time; the city just hadn't invested the money yet.
Amberg felt it wasn't a lot of money, but when it was added up it was a lot. She agreed with
Schafer that maybe these things should start to go out to RFP.
~~.~~
~~~
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City of Seward, Alaska City Council Minutes
September 24, 2007 Volume 37, Page
Dunham said he was opposed to selling any tidelands. This request before the council was
not the only access to the property, but it was the key access. He noted the community had voted in
the past not to sell any tidelands and did not believe it was in the city's best interest.
Bardarson didn't oppose selling the property, but at this time would not support it until a
study was completed.
Thomas was surprised the council would support this in the first place, because it was not
going out to RFP.
Motion Passed Unanimous
OTHER NEW BUSINESS
A discussion ensued on whether to direct the city manager to initiate a meeting with Frank
Avezac regarding natural gas in Seward. (Valdatta) After discussion, council had no interest in
directing the city manager to initiate a meeting with Avezac.
Council received an update and discussed resolution 2007-079 which: addressed levee repairs
and subdivision agreements in the vicinity of Japanese Creek.
Council member Schafer left the dais for this discussion and update, as a conflict of interest
existed.
INFORMATIONAL ITEMS AND REPORTS (No action required)
City Monthly Financial Report
Providence Seward Medical Center Financial Report
COUNCIL COMMENTS
Amberg, wished Tom Shepard and his family good luck. He had done a great job and would
be missed.
Bardarson, thanked the National Guard for their visit to Seward and was grateful to have
been able to go for a helicopter ride.
Thomas, thanked the Department of Corrections for attending the work session tonight. This
was his last meeting and encouraged all to vote. Thomas agreed with Amberg that the city would be
sad to loose Shepard.
Dunham, congratulated the chamber on their award and hoped they received a lot of
publicity for it. He congratulated the music festival coordinators and the mural .society and city staff
for putting the mural up. The AVTEC statewide board and the commissioner of labor would be
~~~
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and `~~ aumlon LDOZ `f~Z -~agluas as
salnu?W?tauno~ ~Cjz~ va?sn1~ `pr~ntas~o ~i?~
City of Seward, Alaska City Council Minutes
September 24, 2007 Volume 37 Page
Jean Lewis
City Clerk
(City Seal)
Vanta Shafer
Mayor
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FINAL CERTIFICATE OF RESULTS FOR THE
REGULAR MUNICIPAL ELECTION
HELD OCTOBER 2, 2007
The City Canvass Board has completed their review of all absentee and
questioned ballots of the Regular Municipal Election held October 2, 2007.
Their totals are:
{Note: Total Counted plus Total Rejected =Total Voted }
Report of Absentee and Questioned Ballots
Absentee ballots voted
(Includes permanent, in-person and by-mail)
Questioned ballots voted
Special Needs ballots voted
Total Voted
Rei ected
Not registered, registered too late
or registered out of City
Form not completed properly
Signed/witnessed after election day
Total Rejected
Counted
Absentee
Questioned
Special Needs
Total Counted
66
0
1
67
4
1
66
0
1
67
The Election Day results, after canvassing are as follows:
Mayor (Two year seat) Vote for one
F.lectinn 17av Vntec After C'anvacc VntAC
Total Vntne
Vanta Shafer 179 25 204
Clark Corbridge 291 41 332
City Council (Two year seat) Vote for three
Election Day Votes After Canvass Votes Total Votes
Steve Schafer 197 33 230
Tom Smith 260 37 297
Robert Valdatta 340 39 379
John French 191 25 216
Betsy Kellar 226 32 258
Write Ins 17 1 18
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CITY OF SEWARD
HOSPITAL AND LONG-TERM CARE FACILITY
MANAGEMENT & OPERATING AGREEMENT
Narrative History
Until 1996, Seward's hospital was owned by the City of Seward and managed by a
hospital board comprised of local citizen volunteers. When financial. losses at the
hospital topped $1 million per year, it was determined that the .City's continued
management of the hospital was no longer financially feasible. The decision was made to
divest the City of Seward from hospital operations by bringing in experts with proven
healthcare experience in providing quality healthcare services in Alaska. Given the
City's dismal financial results in operating the local hospital, there was little interest by
healthcare providers in coming to Seward to operate a hospital in serious physical
disrepair.
To address this problem, the City of Seward issued bonds in the amount of $7.5 million
to construct a new hospital, and demolish the old Seward General Hospital. A$er efforts
were made to recruit potential healthcare providers to Seward, the City Council made the
decision to enter into a lease agreement with Providence Alaska Health System to operate
the Seward hospital. Under a lease arrangement, Providence assumed all financial
responsibilities for hospital operations. Over the next seven years, Providence leased the
new hospital building and incurred substantial financial losses in doing so. Their
financial results were not unlike the significant financial losses experienced when the
City managed hospital operations, making it clear that the financial viability of Seward's
healthcare system was at risk.
In 2003, federal surveyors were prepared to close the Wesley Rehabilitation and Care
Center facility due to survey deficiencies. At the time, Wesley was beginning to
experience financial difficulties similar to those experienced at the hospital. For the first
time, the financial viability of the long-term care facility was also questionable. As a
result of the federal survey, the State of Alaska Department of Health and Social Services
intervened to prevent the facility from being closed. The State had a strong interest in
maintaining the facility due to the unique niche of patients cared for by Wesley, and the
rising demand for long-term care in Alaska.
Ultimately, independent hospital consultants hired by the State determined that the only
way Wesley could remain open was through athree-way partnership between the owners
of Wesley, the City of Seward, and Providence. The consultant felt that with
Providence's breadth of experience and healthcare coverage in Alaska, they were
uniquely positioned to ensure a consistent supply of healthcare professionals -including
physicians and nurses - to fully staff both facilities. The inability to attract and retain
physicians and nurses was one of the primary challenges faced by both the City and
Wesley, when independently operating their facilities, and the partnership with
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i~EGEfVED
AUG 0 2 2007
CITY OF SEWARD, ALASKA OFFICE OF THE
APPLICATION FOR THE PORT & COMMERCE ADVISOI~I~~
NAME:
STREET ADDRESS: ~ ~~ ~ av~`5~ ~~\
MAB.ING ADDRESS: ~O ~ \~o~
HOME PHONE: ~~- ~ ~O~ BUSINESS PHONE: 2~a.~ - ~~~
FAX NUMBER: >U~aO
HOW LONG IN THE SEWARD AREA: ~ ~ ~~ V tS
PRESENTLY EMPLOYED AS: L' ~.~.cn~~~ C~ st~~~ Luc ~~ r~Y~~~ . . Lo~m,nn1~1t5
List any special training, education or background you have
the Board: (~,~~ ~~, i nee ~nc~: o~d.c.\ `F ~ ncx,n~. ,
~~ ~e,~-~. tab' ~~7 ~„~~~
Have you ever been involved m port
~~~~ ~. ~,t~.c~ ;vti A~~~'t, ~.
may help you as a member of
de~~scribe y ~u i volveme t: ~~~' ~rN`~f v
ll ~ r~~ ~ ~~ ~ ~bsv~
OYY1Jh1!" \R~ ~/ Q~t~ - ~ `r L.~\~'~( ~ ~"M L.-~n~t`.. M~~~~~ e ~~S ~ ~ ~,~ `~~ ~ ~ t~ v
am specs ally interested in se ng on the Port and Co r e Advisory Board b aus
un. !~
Have you ever served on a similar board elsewhere? ~I e ~
If so, where and when? ~~ _ ~~ ~ ` C ~~-~~~ ~ ~ ~~-- ~~~~ ~``~"~':-L
~~ ~ 5~~~-~ fie, ~ e s~~ _~~.~
Are you available for meetings ~~ n on secon~ Wednesday of each month)? ~
If appointed, are y~i villing to travel occasionally? ~~ ~-~
~~ ~ - a~
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SEP 2 6 2007
CITY OF SEVVARD, ALASKA OFFICE OF THE
CITY CLERK
APPLICATION FOR TI3E PORT & COMMERCE ADVISORY BOARD
NAME:
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1 C~r',t
STREET ADDRESS: / ~~ ~ ~~Ss:e ~'~°- (%r-
MAILING ADDRESS : ~O ~~X ~ ZD~
HOME PHONE: N~ Z~r 3~~.~ BUSINESS PHONE:- ~Ql-~~~
FAX NUMBER: ~ o u ~„~ ,h ~ G ~vt ~~ ~ ~ L ~
HOW LONG IN THE SEWARD AREA: ~~ ~~ j6 ~~«
PRESENTLY EMPLOYED AS: ~~~'`~~'~ ~~-~G~~~er-
List any special training education or background you have which may help ou as a member of
the Board: /~~r'7 ~ /L ,~(./1 ~-S ~~/- , ,~cC9/I DuZ ~'c S ~ `~ ~e.~.~~
Ha'you -ever been involved in port operations? If so, briefly describe you involvement:
`~~~~~ ,~~/ ~~v~,~ ~ c~,~S ~~~ ? ~ oy,.3;~~an Via„ ~c~
I a~ecifically interested in serving on the Port and Commerce Advisory Board because:
Have you ever served on a similar board elsewhere? ~ 6
If so; where and when?
Are you available for meetings at noon (second Wednesday of each month)? ~~
If appointed, are you willing to travel occasionally? ~ ~
ign re
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Kari Anderson
P.O. Box 2327
Sewazd, Alaska 99664
captainkarialaska(a~yahoo. com
(907) 362-1603
Experience
Alaska Vocational Technical School- Maritime Dept. Seward, Alaska, Winters 2006-2008, Instructor
^ Devised department budget and purchase tracking system, organized and restructured inventory
^ Developed maritime curriculum, specifically ship stability, weather and computer-based training
^ Assisted with the instruction of maritime courses including: Basic Safety Training, Seafood
Processor, Able Seaman, Proficiency in Survival Craft, Master/Mate
Alaska Saltwater Tours & Charters, Sewazd, Alaska, Summers 2004-2006, Captain
^ Captain of two 43' Deltas- narrated natural history, wildlife ecology, and geology of south central
Alaska and the Kenai Fjords National Pazk
• Conducted photography /wildlife tours and kayak drop-offs to remote locations including Nuka
Bay and Prince William Sound
Trilogy Excursions, Lahaina, Hawaii, Winter 2005, Mate
^ Crewed aboard six different sailing catamarans conducting snorkel and dive charters, whale
watches, and inter-island excursions
^ Replaced sails, repaired moorings, and participated during weekly maintenance projects
Venture Pacific Marine, Seattle, Washington, Winter 2004, Bos'n Mate
^ Crewed aboard 180' expedition yacht during winter season in Costa Rica and the Galapagos, stood
watches during deliveries to/from Seattle
^ Maintained and ran yacht tenders: 25' Boston Whaler and 20' Novurania, conducted shore and
snorkel excursions
^ In charge of vessel cleanliness, bos'n locker inventory, varnish repair, davit and windlass
maintenance, snorkel geaz, jet skis, and kayaks
Cook Inlet Tug & Barge, Anchorage, Alaska, Summer 2003, Captain
^ Piloted (1100 HP twin-screw) assist tug for container ships, tankers, and bazges within the Port of
Anchorage
• Deployed buoys throughout Cook Inlet for NOAA tidal research
^ Transported drilling platform to specific GPS coordinates for ocean floor survey work
^ Served as Mate aboard 4000 HP Z-drive tractor tugs
Historic Tours of America, Key West, Florida, Winter/Fa112002, Mate
^ Member of racing team aboard sailing yacht America (139' gaff-rigged schooner)
^ Crewed during day and evening sails, stood watches and navigated during fall delivery from
Newport, Rhode Island to Key West, Florida
^ Repaired and replaced sails and rigging, varnish upkeep of woodwork
Kenai Fjords Tours, Sewazd, Alaska, Summers 1996-2002, SeniorDeckhand
^ Responsible for 150 passengers aboard sightseeing vessel exploring the Gulf of Alaska
^ In charge of deckhand training, marine navigation, vessel and engine maintenance
^ Accumulated over 500 days of seatime, averaged 70+ hours per week
Skills
Current CPR/ First Aid (Instructor) Basic & Advanced Firefighting
Licensed FCC Marine Radio Operator Open Water PADI Certified Diver
Basic Spanish & Swahili 24 hour Hazwoper/ SERVS Oil Spill Response
~~~
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CITY OF SEWARD, ALASI~CA
O~~~C~O~E K
GtTY APPLICATION FOR THE
SEWARD HISTORIC PRESERVATION COMMISSION
NAME: I~u~1 C~ P~ ~"
STREET ADDRESS: oZ l'~ 1~S V r~P c-~ ~ ~ ~ vc~..
MAILING ADDRESS: '~-O - ~J y X ~ 5? ~'
HOME TELEPHONE: o~-~{ - 3'Z (a
LENGTH OF RESIDENCY IN THE SEWARD AREA: ~ ~ ~~~s
PRESENLY EMPLOYED AS:~~'f~~~ ~JV1c~1 ~• ~ ~3,MrrQ, (Y,~~~j
List any special training, education or background such as grant writing, history,
architecture, or archeolo y, which may help you as meny~er of the
Commission. r r c~ w R ~~ ~ ~.e ~~ . k ~ 1 ~ ck ~ ~ ~
Have you ever been involved in any aspect of histori~preservation? f so, bri
describe your involvement: -l h C V r ~~ f~1e h
I am specifi~~c-a""lly interested in serving on the Historic Preservati n Com
because: vw~-~'~C Ies~-- ~i~,o y~ocS ~ GS c~ ~oa~~ ~h~ q, ~
oL~eGuo~ ~' ~aa.lh_ ~1lii! noc~~v~e f oc ~~~, ~, ~,ahn,'c
Have you ever served on a similar commissio elsewhere Yes r No
If so, where? ~~~/~? ~ ~ And when?
If appointed, are you willing to:
• Do historic research? Y NO
• Work on preparing grant applications? NO
• Work on w 'ting historic register nominations? E NO
~ At~d h' toric preservation workshops? NO
A
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Who are the Prince William Sound Regional Citizens' Advisory Council?
Citizens of Alaska organized the Prince William Sound Regional Citizens' Advisory Council (PWSRCAC) after
the Exxon Valdez oil spill in 1989 to provide a voice for communities affected by oil industry decisions in
Prince William Sound, the Gulf of Alaska, and Cook Inlet. The council is an independent non-profit
organization whose mission is to promote environmentally safe operation of Alyeska Pipeline's Valdez Marine
Terminal and associated oil tankers.
What Is an Oil Spill Contingency Plan?
A contingency plan, or C-plan, is a document prepared to help plan for an oil spill or an,event that could lead
to a spill
Contingency plans contain information about emergency actions and notifications that must be taken in the
event of an oil spill; detailed explanations of response organization and chain-of-command; detailed
information about the facility or tank vessel; and response planning standards and verifications that the
owner/operator has the staff and equipment to meet these standards.
The Council's Role in Contingency Planning
As mandated by the Oil Pollution Act of 1990 and our contract with Alyeska, one of the council's
responsibilities is to review oil spill contingency plans in light of new technological developments and changing
circumstances. This role is an important way to combat potential industry and government complacency
because it involves local citizens in the process.
The council monitors and comments on state and federal contingency plans for the Valdez Marine Terminal
(VMT) and associated oil tankers. We also promote response capability for areas outside of Prince William
Sound.
Our Oil Spill Prevention and Response (OSPR) Committee is actively involved in c-plan issues.
C-plan Renewal Process
C-plans must be renewed every five years, allowing the public and PWSRCAC an opportunity to voice
concerns and to propose revisions to the plan. C-plans also undergo renewal if there is a significant change in
operations.
In Prince William Sound, the tanker companies operate using two integrated C-plans: acompany-specific
Vessel Response Plan, and the Core Plan.
Current tanker C-plans expire in November 2007. The current VMT C-plan will expire in March 2008. Both are
in the renewal phase and the council is reviewing the process.
This cycle ensures that preparations for responding to oil spills will always be improving.
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DRAFT Sample Letter on Spill Response Planning for Downstream Communities
PWSRCAC recommends focusing this letter on Issue #1 (planning for downstream
communities); however, we also encourage you to consider including Issues #2 and #3, as well.
Text is provided for all three issues on the following page.
John Kotula
Marine Vessels Section Division of Spill Prevention and Response
Alaska Department of Environmental Conservation
PO Box 1709
Valdez, AK 99686
RE: Comment on Prince William Sound Tanker Oil Spill Prevention and Contingency Plan
Dear Mr. Kotula:
As an Alaskan coastal community, [INSERT COMMUNITY or SIGNATORY BODY] is very
concerned about the potential impacts on our economic and environmental health should another
large oil spill take place along the Prince William Sound tanker route. We have seen directly the
potential for such a spill to cause widespread and lasting impacts, and applaud the efforts
undertaken since 1989 to improve both spill prevention and response capabilities.
[INSERT HERE ISSUE #1, #2 AND/OR #3 FROM THE FOLLOWING PAGES,
DEPENDING ON THE INTERESTS OF YOUR COMMUNITY.]
Thank you for your careful consideration of our concerns.
Sincerely,
[NAME SIGNATORY BODY]
Page 1 of 3
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[NAME SIGNATORY BODY] appreciates that Prince William Sound is home to a world-class
tug escort and response system, and that this system is critical to preventing an oil spill in Prince
William Sound in the event of a tanker accident or failure. However, we believe that this system
should be thoroughly analyzed to identify potential improvements, as required by Alaskan statute
and regulation. The planholders should be required to assess each tug's ability to meet the needs
of the role to which it is assigned. This analysis should compare the abilities of Prince William
Sound's conventional and high performance tugs, and should consider whether there are specific
vessels in use elsewhere that would increase both prevention and response capabilities. To this
end, [NAME SIGNATORY BODY] adopts the detailed comments submitted by Prince William
Sound Regional Citizens' Advisory Council requesting ADEC to require the planholders to
revise the analysis of the escort system.
Page3of3
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