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HomeMy WebLinkAbout01052010 Planning & Zoning PacketSeward Planning & Zoning Commission January S, 2010 Regular Meeting City Council Chambers Beginning at 7:30 p.m. Seward Planning & Zoning Commission Sandie Roach' Chair Term Expires 02110 Steven Heinrich Vice Chair Term Expires 02111 Frank DeMarco Commissioner Term Expires 02112 Tena Morgan Commissioner Term Expires 02110 Christina Stauffer Commissioner Term Expires 02112 Cindy Ecklund Commissioner Term Expires 02111 Vacant Commissioner Term Expires 02110 Phillip Oates City Manager Christy Terry Community Development Director Donna Glenz Associate Planner Dwayne Atwood Executive Liaison Rerular Meed 1. Call to Order 2. Opening Ceremony A. Pledge of Allegiance 3. Roll Call 4. Special Reports & Presentations A. City Administration Report B. Other Reports, Announcements & Presentations 5. Citizens' Comments on any subject except those items scheduled for public hearing. [Those who have signed in will be given the first opportunity to speak. Time is limited to 2 minutes per speaker and 30 minutes total time for this agenda item] 6. Approval of Agenda and Consent Agenda. [Approval of Consent Agenda passes all routine items indicated by asterisk (*). Consent Agenda items are not considered separately unless a Commissioner so requests. In the event of such a request, the item is returned to the Regular Agenda.] Planning and Zoning Commission Regular Meeting Agenda January 5, 2010 Page I 7. Public Hearings [Limit comments to 5 minutes. Those who have signed in will be given the first opportunity to speak] A. Unfinished Business Items requiring a Public Hearing — None B. New Business Items requiring a Public Hearing - None 8. Unfinished Business — None 9. New Business — A. Resolution 2010-01 of the Planning and Zoning Commission of the City of Seward, Alaska, Providing a Recommendation to Council on the Nomination for Disposal Through Negotiation for Lot AU Forest Acres Subdivision Subject to a Public Use Easement, to Steve Lemme in Exchange for a Public Use Easement on Lot ZZ, Forest Acres Subdivision for the North Forest Acres Levee/Road Project............................................................................................... Page 3 B. Discuss and set January 19, 2010 work session topics as Two Lakes Park Replat and the 2010 Work Session Schedule for the Completion of the Title 15 Code Review................................................................................................. Page 13 * C. October 8, 2009 Regular Meeting Minutes........................................................ Page 14 * D. October 20, 2009 Special Meeting Minutes ...................................................... Page 18 * E. November 5, 2009 Regular Meeting Minutes .................................................... Page 23 * F. December 1, 2009 Regular Meeting Minutes .................................................... Page 27 10. Informational Items and Reports (No action required) - A. Reminder of the re -scheduled joint work session with the Seward Bear Creek Flood Board Service Area, January 4, 2010, 6:30 to 7:00 pm ........................... Page 32 B. NFIP/CRS Update for December 2009.............................................................. Page 33 11. Commission Comments 12. Citizens' Comments [Limit to 5 minutes per individual — Each individual has one opportunity to speak] 13. Commissions and Administration Response to Citizens' Comments 14. Adjournment Planning and Zoning Commission Regular Meeting Agenda January 5, 2010 Page 2 Sponsored by: Administration CITY OF SEWARD, ALASKA PLANNING AND ZONING COMMISSION RESOLUTION 2010-01 A RESOLUTION OF THE PLANNING AND ZONING COMMISSION OF THE CITY OF SEWARD, ALASKA, PROVIDING A RECOMMENDATION TO COUNCIL ON THE NOMINATION FOR DISPOSAL THROUGH NEGOTIATION FOR LOT AU FOREST ACRES SUBDIVISION SUBJECT TO A PUBLIC USE EASEMENT, TO STEVE LEMME IN EXCHANGE FOR A PUBLIC USE EASEMENT ON LOT ZZ, FOREST ACRES SUBDIVISION FOR THE NORTH FOREST ACRES LEVEE/ROAD PROJECT WHEREAS, the Seward City Council approved Resolution 2007- 41 on April 23, 2007, authorizing the "2007 Red Line" Alignment for the North Forest Acres Levee/Road Project (the "Project"); and WHEREAS, the Seward City Council approved Resolution 2008-46 on May 27, 2008, authorizing the city manager to negotiate with property owners to acquire easements, rights -of -way and/or property purchase agreements as necessary to facilitate construction of the North Forest Acres levee/road; and WHEREAS, construction of the Project requires a public use easement of 15,654 square feet (sf) out of a total 30,019 sf parcel currently owned by Steve Lemme, identified on Plat 78-4 as Forest Acres Subdivision Lot ZZ; and WHEREAS, Lot ZZ was appraised at $40,000, equating to $1.33/sq. ft, resulting in a value for the public use easement of approximately $21,000; and WHEREAS, the property owner wishes to enter into a land exchange with the City in lieu of receiving monetary compensation for the public use easement, and proposes to acquire the City -owned parcel identified on Plat 78-4 as Forest Acres Subdivision Lot AU which is located across Dimond Road to the west of Lot ZZ, and the City agrees to transfer ownership of Lot AU to the property owner with the understanding that the City will retain a public use easement on 13,394 sf of Lot AU as needed to construct the Project, leaving a remaining useable portion of Lot AU equal to 26,659 sf; and WHEREAS, Lot AU has not previously been identified as available for disposal and pursuant to the Resolution 1994-101, this proposal is before the Commission for review and recommendations regarding the disposing of the nominating parcel; and WHEREAS, Lot AU was appraised at $40,000, equating to $1/sf, equating in a value for the useable portion of Lot AU equal to $26,659, and resulting in a total exchange of City property equal in value to $26,659 with private property valued at $21,000; and WHEREAS, this exchange is hereby found to be in the public interest because it fairly Seward Planning and Zoning Commission Resolution 2010-01 Page 2 of 2 compensates the private property owner for the public use easement acquired on their property, transfers Lot AU back into private ownership and back on the tax rolls, allows for development of portions of Lots ZZ and AU (the portions not encumbered with public use easement areas), and satisfies the City's need for these parcels to construct the Project; and WHEREAS, the nomination for disposal by negotiation is consistent with the Comprehensive Plan, Municipal Lands Management Plan and the Seward All Hazard Mitigation Plan. NOW, THEREFORE, BE IT RESOLVED by the Seward Planning and Zoning Commission that: Section 1. The recitals stated above are incorporated by reference herein. For the reasons stated above, the Planning and Zoning Commission hereby recommends that the City Council authorize the disposal of Lot AU by negotiation. Section 2. The Planning and Zoning Commission finds it is in the best interest of the City of Seward to dispose of Lot AU, while maintaining a public use easement on 13,394 sq. ft. of Lot AU as needed to construct the North Forest Acres Levee/Road Project, subject to the final terms contained negotiated in the Purchase and Sale Agreement. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the Planning and Zoning Commission of Seward, Alaska, this 5th day of January, 2010. THE CITY OF SEWARD, ALASKA Sandie Roach', Chair AYES: NOES: ABSENT: ABSTAIN: VACANT: ATTEST: Jean Lewis, City Clerk (City Seal) P and Z Agenda Statement Meeting Date: January 5, 2010 To: From: Planning and Zoning Commission Community Development Director Christy Terry C,bq�4 " 0 Agenda Item: Resolution 2010-01, Identifying Lot AU for Disposal by Negotiation BACKGROUND & JUSTIFICATION: The Planning and Zoning Commission reviewed a different negotiated proposal with these property owners at their last Planning and Zoning Meeting. That negotiation was ultimately unsuccessful as proposed. This evening you have before you the final proposal to obtain an easement for the levee on Lot ZZ. This is before the Commission because of the requirement in Resolution 1994-101 that states the Commission must review and make a recommendation to the City Council regarding the disposing of nominated lands. Because this parcel is nominated for disposal by negotiation instead of lease, no special conditions are required to be set by the Commission. The City of Seward has been collaborating with state and federal resource agencies since 1999 to construct a levee to mitigate the impact of future flood events in Seward. Phase I of this project was completed in 2002. Phase H involves construction of a combined levee/road intersecting Dimond Boulevard on the western end of the levee, and intersecting the Seward Highway on the eastern end. In order to construct the levee/road (the "Project"), the City must acquire properties in whole or in part, as is in the case with this proposed purchase of a public use easement ("PUE"). This resolution authorizes the acquisition of a public use easement (PUE) on Lot ZZ owned by the Lemmes. The City proposes to purchase a PUE amounting to 15,654 square feet, leaving 14,386 sf of Lot ZZ unencumbered by the PUE area, and therefore useable by the Lemmes. The appraised value of this parcel is $40,000, equating to $1.33/sf, resulting in a PUE value estimated at $21,000. The City owns Lot AU across Dimond to the west of Lot ZZ. The property owner desires to be compensated for the PUE on Lot ZZ that will be conveyed to the City with Lemme's acquisition of the City's Lot AU. The City can dispose of Lot AU but must maintain a 13,394 sf public use easement on Lot AU for the purpose of constructing the Project. This will leave an unencumbered remainder of Lot AU equal to 26,659 sf. Lot AU is not cleared or filled and is overburdened with cottonwood, spruce, and alder trees. Although larger than Lot ZZ, Lot AU is also appraised at a value of $40,000, and given its total size of 40,052 sf, the value of Lot AU is calculated as $1 per sf. This results in a calculated value of $26,659 for the unencumbered portion of Lot AU which will be the useable portion of Lot AU. In summary, this action will result in the City "swapping" Lot AU (with a value of $26,659 after encumbered with a PUE) for a public use easement on Lot ZZ (with a PUE value of $21,000). This exchange is reasonable and in the best interest of the public because it transfers Lot AU back into private ownership placing it on the tax rolls, allows for development of portions of Lots ZZ and AU, and satisfies the City's need for the portions of these parcels required to construct the North Forest Acres Levee/Road. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan, City Council Rules of Procedures and Seward All Hazard Mitigation Plan. INTENT: The intent of this resolution is to nominate Lot AU for disposal by negotiation by the adopted procedures for nominating public lands for disposal as specified in Resolution 1994-101. The Planning and Zoning Commission has been tasked to review and make a recommendation to the City Council regarding the disposing of nominated parcels. RECOMMENDATION: The Community Development Department staff recommends approval of Resolution 2010-01 providing a recommendation to Council on the nomination for disposal through negotiation for Lot AU Forest Acres Subdivision subject to a Public Use Easement to Steve Lemme in exchange for a Public Use Easement on Lot ZZ Forest Acres Subdivision RECORD DOCUMENTS- LEGEND Plot Number 78-4, Seward Recording District R.S. No. 2008-22, Seward Recording District Found Monument LS 5152 1991 NOTE Northeast corner Lot AV Basis of Bearing is per Record of Survey Number 2008-22, Seward Recording District. ® Found 112" Rebar fM101/i Found Rebar & Al. Cap LS 3333 Found Monument LS 5152, 1991 ® Found Rebar & At. Cap LS 5152 ® Found 112" Rebar RECORD DOCUMENTS. Plot Number 78-4, Seward Recording District R.S. No. 2008-22, Seward Recording District NOTE Basis of Bearing is per Record of Survey Number 2008-22, Seward Recording District. EXHIBIT C Page 6 OF 7 MacSwain Associates LLC 4 APPRAISAL REPORT SUMMARY Project Name: North Forest Acres Levee/Road Project #M-2000-0052 Parcel No. RES 004 4 PROJECT & OWNER INFORMATION Name of Owner: Owner Address: Telephone Number: Parcel Location: Between Dimond Boulevard and Maple Street, north of Alder Street, Seward, Alaska Parcel Address: 2611 Dimond Boulevard, Seward, Alaska Legal Description: Lot "AU", Forest Acres Subdivision Zoning: Resource Management (RM) Current Use: Vacant Highest and Best Use: Mixed -Use Residential or Light Industrial Rights Appraised: Fee simple estate Inspection Date: October 8, 2008 Date of Value: October 8, 2008 4 PARCEL DESCRIPTION SUMMARY Parcel Area: 40,053 SF Acquisition: Public use easement (PUE) Area of Acquisition: 13,394 SF Remainder: *26,659 SF *Area not subject to PUE Area of Parcel Subject to PLO or Section Line Easement: None 4 ACQUISITION SUMMARY 1. Market Value Before Acquisition: Land $40,000 Site Improvements $0 $40,000 2. Less Acquisition Value as Part of the Whole: Land $13,400 Site Improvements $0 $13,400 3. Remainder Value as Part of the Whole: _ $26,600 4. Estimated Market Value of Remainder: Land $26,600 Site Improvements $0 $26,600 5. Damages Incurable (If Any): $0 6. Special Benefits (If Any): $0 7. Acquisition Value as Part of the Whole: N/A 8. Net Damages: + N/A 9. Cost To Cure: + N/A 10. Permits: + N/A 11. Easements: + N/A 12. PLO or Section Line Easements: + N/A 13.Other: + N/A 14. Market Value of Acquisition: (sum of shaded boxes) _ $13,400 Date: January 26, 2009 Prepared By: Steve MacSwain, MAI and Rob Conn RES 004 IMacSwain Associates LLC Acquisition Description Easement Type: Location: Acquisition Area: Site Improvements: Project No: #M-2000-0052 Project Name: North Forest Acres Levee/Road Project Parcel No: RES 004 Public use easement (PUE) Paralleling north boundary, 13,394 square feet None PUE Description and The property rights acquired is a perpetual public use easement (PUE). Analysis The PUE is for a public street, highway, levee, walkway, trail, and corridor for utilities of every kind and nature including, but not limited to, the right to construct, reconstruct, maintain, repair, operate and improve a public street, highway, levee, walkway, trail, drainage, drainage facility and/or electric, telephone or telecommunications, gas, water, sewer, or other public utility transmission or distribution facilities together with the right to license, permit, or otherwise agree to the exercise of these rights by any other person or entity over the encumbered land area.? The property owner retains certain entitlements, but loses the right to use or develop the 13,394 square foot PUE area. Moreover, useable area is an economic driver of land in Seward. Simply stated, market participants are not willing to pay for land encumbered with an easement that precludes the right to physically use or develop. Based on this behavior, the PUE encumbrance is tantamount to the acquisition of fee simple property entitlements. Whole Property Converting the $40,000 lot value develops an indicator of $1.00 per Value — Price Per square foot as follows. Square Foot ($/SF) Indication $40,000 = 40,053 SF = $1.00/SF Similar lots are typically negotiated on a price per site basis and the price per square foot indicator is a secondary market influence. Consequently, a price per square foot unit of comparison may cause a misleading conclusion. 7 Draft Public Use Easement provided by HDR Alaska, Inc. RES 004 36 [MacSwain Associates LLC Project No: #M-2000-0052 Project Name: North Forest Acres Levee/Road Project Parcel No: RES 004 Chapter 8: Market Value After Acquisition Project Summary The purpose of the project is to protect North Forest Acres Subdivision and surrounding neighborhoods from potential Resurrection River and Japanese Creek flooding. By providing an alternative route for commercial and industrial traffic that currently utilize subdivision streets, the project will also improve neighborhood safety. The PUE will be improved with a levee/road and footprint that ranges from 40f to 60f feet wide. Within the PUE, the centerline of the levee/road will range from approximately one to three feet above parcel grade. Remainder The acquisition does not reduce the platted area of the remainder property, Description and but useable land area declines by 13,394 square feet. Within the PUE, the Analysis centerline of the levee/road will range from approximately two to three feet above parcel grade. Our analysis indicates that the PUE acquisition does not damage the remainder property. Specifically, the parcel retains similar physical character including access, utility service, and topographical character. More importantly, the remainder property (26,659 square feet not subject to PUE) has sufficient useable land area exceeding the minimum buildable lot size of 20,000 square feet. Consequently, the highest and best use of the remainder property does not change as a result of acquisition or proposed improvements and the PUE acquisition does not damage the remainder property. Remainder Value as The Remainder Value as Part of the Whole is calculated as the Whole of Part of the Whole the Whole Property Before Acquisition less the Acquisition Value as Part of the Whole Property. This is calculated as follows. Whole Property Value Before Acquisition $40,000 Less: Acquisition Value as Part of the Whole Property - $13,400 Remainder Value as Part of the Whole $26,600 Remainder Value as Part of the Whole Property $26,600 I RES 004 38 MEMORANDUM City of Seward Community Development Date: January 5, 2010 To: Planning and Zoning Commission Through: Christy Terry, Community Development Director From: Donna Glenz, Associate Planner cko�,►-1 ,-- Subject: January 19, 2010 Work Session Topics The Commission's January work session is scheduled for 6:30 p.m. on January 19, 2010. No Public Hearing items were submitted by the December 29, 2009 cut-off date and a Special Meeting will not be scheduled for that evening. Staff is requesting the Commission schedule two topics for the January 19'h work session. Tonic 1 At the December 1, 2009 work session the Commission reviewed the Preliminary Replat for Two Lakes Park. During that work session the Commission and the public suggested several changes and requested that staff work with the surveyor and the adjoining property owners to complete these changes. The Commission also requested that staff schedule a work session with the surveyor and the neighboring property owner to the West of the park. Staff worked with the surveyor and the neighboring property owners and was able to successfully accomplish the requests of the Commission and the public. However staff was unable to schedule a joint work session with the surveyor and the adjoining property owners. Both of these parties plan to be out of State and unavailable for several months. Staff is requesting the Commission schedule the first topic of the January 19U' work session as a review of the Two Lakes Park Replat in preparation for the Public Hearing scheduled for the regular Planning and Zoning Meeting of February 2, 2010. Topic 2 For the last year the Commission has held a number of work sessions on the City of Seward Title 15 Code Update. In 2009 Council identified the update to Title 15 as a priority for the Commission. As the second topic for the January 19`h work session, staff recommends the Commission discuss and develop a 2010 work schedule for completion of the updates. This schedule would include dates for the public meetings and the public hearings before the Planning and Zoning Commission and the City Council for adoption. RECOMMENDATION: The Planning and Zoning Commission discuss and set (via motion) the topics for the January 19, 2010 Work Session as, "Two Lakes Park Replat Review" and "Seward Title 15 Code Update Completion Schedule." City of Seward, Alaska Planning Commission Minutes October 8, 2009 Volume 6 Page Call to Order The October 8, 2009 Regular Meeting of the Seward Planning & Zoning Commission was called to order at 7:30 p.m. by Chair Roach'. Opening Ceremony Commissioner Stauffer led the Pledge of Allegiance to the flag. Roll Call There were present: Sandie Roach' presiding, and Tena Morgan, Christina Stauffer, Steven Heinrich comprising a quorum of the Commission; and Christy Terry, Community Development Director Suzi Towsley, Executive Liaison Excused were: City Administration Report Sue McClure and Cindy Ecklund Community Development Director Christy Terry updated the Commission of the following business items: • The Seward Mountain Haven Long Term Care Facility was scheduled for opening ceremonies October 17, 2009. • The Alaska Municipal League Conference was scheduled for mid November, possible training sessions for commissioners was available, more information on the training was to be forth coming. Other Reports, Announcements & Presentations — None Citizens' Comments on any subject except those items scheduled for Public Hearing- None Approval of Agenda and Consent Agenda — Motion (Stauffer/Heinrich) Approve the Agenda and Consent Agenda Motion Passed Unanimous The following items were approved on the Consent Agenda: City of Seward, Alaska Planning Commission Minutes October 8, 2009 Volume 6, Page September 1, 2009 Regular Meeting Minutes. Unfinished Business Items requiring a Public Hearing Resolution 2009-21 of the Seward Planning and Zoning Commission of the City of Seward, Alaska, granting a variance from Seward City Code 15.10.220 Development Requirements to allow the annual temporary placement of a membrane structure within the 5 foot West setback, from October 15 through April 15 on Lot 1A, Block 1, Marina Subdivision, 1301 Fourth Avenue, within the Harbor Commercial Zoning District (Postponed from the September 1, 2009 Planning and Zoning Meeting) Terry reviewed Resolution 2009-21. She reviewed the questions the Commission had presented at the September 1, 2009 meeting. She explained the applicant, Mark Clemens, was in the audience to answer questions from Commission. Terry also introduced Fire Chief Squires and Building Inspector Stefan Nilsson. Terry noted a motion to approve Resolution 2009-21 was on the floor as presented at the September 1, 2009 meeting. Notice of public hearing being posted and published as required by law was noted and the public hearing was opened. Applicant Mark Clemens addressed the Commission. He apologized to the Commission for being unable to attend the September meeting and thanked them for their willingness to postpone the decision on the variance request. Clemens noted the membrane structure was to allow his staff to perform maintenance and repair on the vessel belonging to his company. Fire Chief Squires addressed the Commission, stating that the applicant was in compliance with stringent Fire Code. He noted the applicant was required to apply for and receive an annual inspection before he received the annual membrane structure permit. Squires noted the principal structure on the property was a retail store, he stated in the event of a fire the rear access was not restricted. He spoke in support of the application. No other public comments were presented and the public meeting was closed. Roach noted the motion was on the floor for approval from the September 1, 2009 meeting: Motion (McClure/Heinrich) Approve Resolution 2009-21 (as postponed from the September 1, 2009 meeting) Heinrich stated he was concerned for the convenience of the business owner, and stated that a "sunset clause", as suggested by staff alleviated his concerns. Morgan stated she supported adding a sunset clause to the variance. City of Seward, Alaska Planning Commission Minutes October 8, 2009 Volume 6, Pa e In response to Stauffer, Terry explained the resolution had no end date noting the annual variance use of the setback was allowed indefinitely. She noted staff had offered (in the agenda statement) an amendment suggestion to address the "Sunset" concerns of the Commission. Commission suspended the rules to ask questions of the applicant and staff. In response to Heinrich, Chief Squires, Director Terry and Building Inspector Nilsson noted there had been no complaints or inquires regarding the variance request from any neighboring property owners. Clemens confirmed he had a good relationship with the neighboring businesses, he also noted he had a membrane structure in the same location in the past and had not received any complaints. In response to Morgan, Clemens said that the membrane structure color was planned to be a neutral color. In response to question from Stauffer, Clemens stated that he had not experienced any trouble from or damage due to winds on similar structures. Commission back on the rules: Motion (Morgan/Stauffer) Motion to Amend Passed Vote on Main Motion Passed as Amended Amend Resolution 2009-21 Add a new Section 2. to read: The Commission finds the need for this variance is directly related to the applicant's business operations on land leased by the City, and therefore this variance will terminate upon termination of the existing lease with the city, or any extension thereof', (and re -numbering subsequent sections) Unanimous Unanimous New Business Items requiring a Public Hearing — None Unfinished Business — None New Business Set Work Session Topic for October 20, 2009 Terry stated administration was requesting the Commission set "Updates to Title 15 Seward City Code" as the work session topic for October 20, 2009, also to serve as a joint work session with the Historic Preservation Commission. The work session was to begin at 6:30 pm, City of Seward, Alaska Planning Commission Minutes October 8, 2009 Volume 6, Pake immediately preceding the Special Meeting of the Planning and Zoning Commission at 7:30 pm Commission set the work session topic presented by staff by Unanimous Consent. Informational Items and Reports (No action required) Special Meeting Notice for October 20, 2009 Terry informed the Commission of the properly submitted public hearing item scheduled for the October 20, 2009 as a zoning height variance request by Alaska Logistics. She also noted the same company had submitted a lease request for property within the Seward Marine Industrial Center. The lease request was also scheduled for review and recommendations to Council on the same agenda. NFIP/CRS Update for September 2009 Commission Comments — Stauffer expressed her thanks to Fire Chief Dave Squires, Building Inspector Stefan Nilsson and applicant Mark Clemens for assisting the Commission. Heinrich and Morgan echoed their appreciation. Roach' thanked Clemens, Chief Squires, Nilsson and Administration for their work. Citizens' Comments Clemens thanked the staff for assisting him through the process and the Commission for their consideration and hard work on the variance request. Commissions and Administration Response to Citizens' Comments Terry informed the Commissioners that October 19, 2009 was Alaska Day and City Offices were closed. She also noted the November Planning and Zoning meeting normally scheduled for Tuesday was scheduled for Thursday, November 5 h due to National Elections. Adjournment Meeting adjourned at 8:27 p.m. Donna Glenz, Associate Planner (City Seal) Sandie Roach' Chair Ohl) f,Cewnrr/ ,4/ncka iciuoer lU, 2009 Call to Order Plnnnino ('nmmbuinn ,$m- a/ A eMing, Mir» es Y Oiume O.r'utye T he Ocieioer 20, 2001Y Special ivieeting of the Seward Manning & Zoning Commission was called to order at 7:30 p.m. by Chair Roach'. Opening Ceremony Commissioner Ecklund led the Pledge of Allegiance to the flag. Roll Call There were present: Sandie Roach' presiding, and Tena Morgan Steven Heinrich Frank DeMarco Christina Stauffer Cindy Ecklund comprising a quorum of the Commission; and Christy Terry, Community Development Director Kari Andersen, Harbormaster (via teleconference) Suzi Towsley, Executive Liaison City Administration Report Community Development Director Christy Terry updated the Commission of the following business items: • The voluntary test request to conserve electrical power by Chugach Electric was scheduled for the rail -belt communities from 6 pm to 8 pm October 21, 2009. Other Reports, Announcements & Presentations — None Citizens' Comments on any subject except those items scheduled for Public Hearing - None Approval of Agenda and Consent Agenda N"Totion (Ecklund!Stauffer) Approve the Agenda Motion Passed Unanimous At the request of Chair Roach' Towsley noted the October 8, 2009 minutes had been pulled from the agenda by staff. City of Seward, Alaska Planning Commission Special Meeting Minutes October 20, 2009 Volume 6, Page Unfmished Business Items requiring a Public Hearing — None New Business Items requiring a Public Hearing Resolution 2009-22, Providing Recommendations to Council on the Request by Alaska Logistics, LLC to Lease Lot 2, Block 3, Fourth of July Subdivision, Within the Industrial Zoning District, Seward Marine Industrial Center, 3305 Jellison Avenue Terry noted the City of Seward Lease Policy and Procedures approved by Council required all lease requests for undeveloped land come before the Planning and Zoning Commission for recommendation on the proposal to Council. She reviewed the staff recommendations as provided within the Resolution. Terry explained that Alaska Logistics was required, by city code and state law to comply with all environmental requirements under the proposed lease and that Alaska Logistics performed boat repairs and maintenance. She noted a representative from Alaska Logistics was in the audience and available for Commission questions. Harbormaster Andersen joined the meeting via speaker phone, from Kodiak. In response to Ecklund, Anderson reviewed reasons for the specific the site selection. She noted the travel lift required specific conditions in order to deliver vessels and the current site request met the conditions. Staff continued to clarify questions and comments from the Commission. A lengthy discussion and explanation was held on the soils farming area located on an adjacent area of Lot 2, on the environmental conditions and requirements of the lease and on the rate being directly proportionate to the usable land on the lot. Notice of public hearing being posted and published as required by law was noted and the public hearing was opened. No one requested to be heard and the public hearing was closed. Motion (Heinrich/Stauffer) Approve Resolution 2009-22 Stauffer stated she felt better demarcation of the `soil farm' was the best solution. Heinrich and Roach' both thought that better isolation of that area was prudent to protect both lessee and the City. Harbormaster Anderson shared approximate lot measurements with commissioners. Motion (Ecklund/Stauffer) Amending Resolution 2009-22 Section 1. (g) to read: The lease payments shall be negotiated at the Fair Market Rental Value of the parcel, measuring 170 2, feet east from the northwest corner of Lot and L255 feet south to the lot boundary. City of Seward, Alaska Planning Commission Special Meeting Minutes October 20, 2009 Volume 6, Page Motion Passed Yes: Morgan, Ecklund, Stauffer, Heinrich, Roach' No: DeMarco Motion (Ecklund/Heinrich) Amending Resolution 2009-22, Section 1 adding (h) The remainder of Lot 2 shall be cordoned off (fenced off or marked off) and will not be used by the lessee until the City determines the area to be free of contaminates. Motion Passed Yes: Morgan, Stauffer, Heinrich, Ecklund, Roach' No: DeMarco Main Motion Passed as Amended Yes: Morgan, Stauffer, Ecklund, Heinrich, Roach' No: DeMarco Chair Roach' called a 5 minute break at 8:50pm. Meeting resumed at 8:55pm. Resolution 2009-23 Granting a Variance from Seward City Code 15.10.220 Development Requirements to Alaska Logistics, LLC. Permitting an Exception to the Zoning Code Maximum Building Height to Allow a 46 Foot Structure on Lot 2, Block 3, Fourth of July Creek Subdivision, Seward Marine Industrial Center, 3305 Jellison Avenue, Within the Industrial Zoning District Terry requested that Chair Roach' suspend the rules in order to ask Deputy Fire Chief Athey questions. Chair Roach' suspended the rules and Deputy Fire Chief Athey was introduced to the Commissioners. In response to the Commission, Athey stated Alaska Logistics had been responsive and receptive to Fire Department's suggestions and involved in the process. He clarified that distance measurement from the existing fire hydrants to the proposed building had been completed and that an additional hydrant was required. Terry reviewed the request of the variance application. She noted the current City code height limit was 34 feet. The variance request for the structure height was 46 feet. The additional height request was to allow the travel lift to place the vessels within the maintenance structure. In response to the Commission, Terry stated the proposed structure was required to obtain a building permit which required the structure to meet all current building code standards, included were wind and snow load requirements. City of Seward, Alaska Planning Commission Special Meeting Minutes October 20, 2009 volume 6, Pa e Eric Day representative of Alaska Logistics was introduced and asked to step to the podium to answer questions of the Commission. In response to Stauffer, Day explained the containers being used to construct the structure were to be painted brown when weather permitted. Notice of public hearing being posted and published as required by law was noted and the public hearing was opened. No one else requested to be heard and the public hearing was closed. Motion (Ecklund/Stauffer) Approve Resolution 2009-23 Motion (Morgan/DeMarco) Motion Passed Main Motion Passed as Amended Unfinished Business — None New Business Informational Items and Reports — None Commission Comments — Amend Resolution 2009-23, Section 1, subsection D. striking may and replacing it with shall. To read as follows: "Furthermore a condition of the building permit approval shall require that the applicant provide a fire hydrant within 250 feet of the building to improve fire response services to the site. Unanimous Unanimous (Pulled by Staff) Morgan thanked staff and Harbormaster Anderson for their hard work. Ecklund thanked Sue McClure for her work on the Commission and congratulated her on her election to the Kenai Peninsula Borough Assembly. Ecklund also thanked staff and Alaska Logistics for their patience and hard work. Heinrich thanked staff for the dinner meeting with Representative Seaton; he also thanked the applicant for his participation and patience. City of Seward, Alaska Planning Commission Special Meeting Minutes October 20, 2009 Volume 6, Pa e Stauffer expressed her congratulations to Sue McClure and her thanks to staff and the applicant. Chair Roach' welcomed DeMarco to the Commission, and thanked Sue McClure for her years of work and service on the Planning and Zoning Commission. Citizens' Comments —None Commissions and Administration Response to Citizens' Comments —None Adjournment Meeting adjourned at 9:28 p.m. Donna Glenz, Associate Planner (City Seal) Sandie Roach' Chair City of Seward, Alaska Planning Commission Minutes November 5, 2009 Volume 6 Page Call to Order The November 5, 2009 Regular Meeting of the Seward Planning & Zoning Commission was called to order at 7:30 p.m. by Chair Roach'. Opening Ceremony Commissioner Heinrich led the Pledge of Allegiance to the flag. Roll Call There were present: Sandie Roach' presiding, and Tena Morgan, Christina Stauffer, Steven Heinrich comprising a quorum of the Commission; and Christy Terry, Community Development Director Suzi Towsley, Executive Liaison Excused were: Cindy Ecklund Frank DeMarco Roll Call City Administration Report Community Development Director Christy Terry updated the Commission of the following business items: • November 11, 2009 was Veterans Day and City Offices were to be closed. She noted the annual Veterans Day program at the Elementary School at 12:30 pm. • The Alaska Municipal League conference was scheduled in Anchorage the week of November 16`h. Tuesday November 171h several Commissioners planned to attend the "Introduction to the Planning and Zoning Commission" training. For commissioners unable to attend, Terry remarked that a video training was planned for December 9`h. • Bob Hicks was scheduled to issue the final draft of City Code Title 15 revisions for staff review by Monday, November 9`h. Plan to wrap up the final draft by the end of November. Joint meetings with Council and the Public were expected to take place in early 2010. v-3iJi3alFo ° <T v 3ili Commissioners were invited and asked their preference for :in, —ners discussed a nossibie scneduie. City of Seward, Alaska Planning Commission Minutes November 5, 2009 Volume 6, PaAe Other Reports, Announcements & Presentations — None Citizens' Comments on any subject except those items scheduled for Public Hearing - None Approval of Agenda and Consent Agenda Motion (Heinrich/Morgan) Approve the Agenda Motion Passed Unanimous Consent Notes: October 8, 2009 and October 20, 2009 meeting minutes (pulled by administration) Approval of the 2010 P&Z meeting schedule and Public Hearing Cut off dates (pulled by administration) Special Items Election of Vice -Chair Terry noted former Commissioner McClure had been the Vice Chair and since her recent election to the Borough Assembly the position of Planning and Zoning Vice -Chair was vacate. Terry reviewed the nomination process for the Commission. Roach' nominated Commissioner Heinrich as Vice -Chair. No other nominations were presented. Motion (Stauffer/Morgan) Elect Commissioner Heinrich as Vice - Chair of the Seward Planning and Zoning Commission. Motion Passed Unanimous Consent Unfinished Business Items requiring a Public Hearing — None New Business Items requiring a Public Hearing Resolution 2009-24 granting Jim Hoeffler an amendment to floodplain variance permit 2009-01, to place an 8 X 10 foot accessory structure on lease Lot 5A, Block 200 Seward Airport Terry reviewed Resolution 2009-24; she explained the variance request was for the same parcel which the Commission had granted a floodplain variance in May of 2009 for the applicant's aircraft hanger. The current variance request was for an 8x10 foot accessory structure on the same parcel. The possibility of flooding, the particulars of both the original and new variance requests were reviewed. Terry noted the applicant was in the process of obtaining a building permit for the accessory structure. She stated staff recommended approval of the variance request. City of Seward, Alaska Planning Commission Minutes November S, 2009 Volume 6, Page Notice of public hearing being posted and published as required by law was noted and the public hearing was opened. Jim Hoeffler, applicant approached the podium. Hoeffler reviewed the process he was required to accomplish by Federal Aviation Administration and State of Alaska for permits on the parcel. The structure was to be used to house a small back-up generator. The fuel tank was to be elevated and met both state and city requirements. Motion (Morgan/Stauffer) Approve Resolution 2009-24 Morgan spoke in support of the structure and the variance amendment. Roach' spoke in support of the variance amendment. She noted the reviews and application process the applicant had to accomplish with City, State and Federal regulations assured her that all precautions had been met. She supported the measures the applicant had taken to move forward with alternative energy. Motion Passed Unanimous Unfinished Business — None New Business F etebeF 47 2009 n 5 d Meeting sMinutes inutes (Pulled by Administration) (Pulled by Administration) Approve the 2010 Planning and Zoning meeting sehedule and publie hearing eat off dates, (Pulled by Administration) Scheduling of November 17 2009 Work Session Terry stated that she had been reviewing the preliminary plat for Two Lakes Park and was excited to bring the topic to the Commission. Due to commissioner training in Anchorage scheduled for November 171h a quorum was unavailable for the work session. Therefore she requested the Commission cancel the November 17'' work session and re- schedule the work session to 6:30 pm December 1, 2009, immediately before the regular scheduled meeting, with the topic of Two Lakes Park Replat. Based on the decision of the Commission, Terry noted she planned to work with the Seward Bear Creek Flood Service Area Board (SBCFSAB) to reschedule the quarterly joint work session currently scheduled for December Is'. Motion (Heinrich/Morgan) Cancel the November 17, 2009 regularly scheduled work session and reschedule to December 1, 2009 at 6:30 pm immediately City of Seward, Alaska Planning Commission Minutes November 5, 2009 Volume 6, PajZe preceding the regular meeting with the topic of Two Lakes Park Replat review. Following Commission discussion, staff was requested to work with the SBCFSAB and reschedule the December quarterly work session to before the Flood Service Board regular meeting on January 4, 2010. Motion Passed Unanimous Informational Items and Reports (No action required) — None Commission Comments Stauffer noted she was unavailable for the December 1, 2009 and the January 5, 2010 meetings. She stated that she was very excited to see the Two Lakes Park Replat project moving forward. Heinrich stated that he was pleased with the progress on the Library/Museum Project. Morgan expressed her frustration with the minutes not being current. She expressed gratitude for all the hard work by staff on the new Mountain Haven project. Roach' expressed her thanks to Commissioners for their welcoming attitude toward business owners who brought items to the Commission. She also congratulated Heinrich on being elected Vice -Chair. Roach' thanked Community Development for their work on the Two Lakes Park Project. Terry encouraged Commissioners to visit the new Mountain Haven. Citizens' Comments None Commissions and Administration Response to Citizens' Comments — None Adjournment Meeting adjourned at 8:12 p.m. Donna Glenz, Associate Planner (City Seal) Sandie Roach' Chair City of Seward, Alaska Planning Commission Minutes December 1, 2009 Volume 6, Pa e Call to Order The December 1, 2009 Regular Meeting of the Seward Planning & Zoning Commission was called to order at 7:30 p.m. by Chair Roach'. Opening Ceremony Commissioner Ecklund led the Pledge of Allegiance to the flag. Roll Call There were present: Sandie Roach' presiding, and Tena Morgan, Cindy Ecklund Steven Heinrich Frank DeMarco comprising a quorum of the Commission; and Donna Glenz, Associate Planner Excused was: Christina Stauffer City Administration Report Associate Planner Glenz updated the Commission of the following business items: • Community Development Director Terry apologized for not being available for the meeting. She also asked that Glenz express her thank you to the Commission for all their hard work. • Information on the planned audio conference training was handed out as a lay down. Dwayne Atwood, the new Executive Liaison planned to contact the individual Commissioners regarding this training by the end of the week. • The Library Design Team was scheduled back in Seward December 9 and 10, 2009. They were to unveil the 35% schematic design during a community meeting at 5:30 pm on December 10`h. • The Tsunami Mapping team was scheduled to hold a public meeting at 6:30 pm December 2"a to present the draft Tsunami maps for Seward in the Council Chambers. • Community Development Director Terry and Commissioner Morgan attended training in Anchorage during the Alaska Municipal League Conference. Terry planned to bring that training forward to the Commission at a work session after the first of the year. The topics were to include: Open Meetings Information, Parliamentary Procedure and Ex Parte contact and disclosure. City of Seward, Alaska Planning Commission Minutes December 1, 2009 Volume 6, Pa e • Seward Parks and Recreation Department had closed the Waterfront Park, including winter camping, due to the extreme winter storm and high tide damages. They anticipate re- opening after the storm subsides and damages could be cleaned up. • As a reminder to the Commission the quarterly Flood Board and Planning and Zoning work session usually scheduled for the December meeting was re -scheduled for January 4, 2009 before the regular Flood Board meeting at the Flood Board office. Reminders will be sent to the Commission prior to the work session. • Glenz informed the Commission of a staffing change and Suzi Towsley was no longer to be the Executive Liaison. Dwayne Atwood, Community Development Administrative Assistant was scheduled to take over the Liaison duties after the first of the year. • Director Terry and Glenz both wished to thank Towsley for her work as the Commission Liaison. • Terry was scheduled to be on vacation December 18th through January 4th and Glenz was to assume the Acting Director position during Terry's vacation. • Both Terry and Glenz expressed their wishes for a wonderful and safe Holiday Season. Other Reports, Announcements & Presentations — None Citizens' Comments on any subject except those items scheduled for Public Hearing - None Approval of Agenda and Consent Agenda Motion (Heinrich/Morgan) Approve the Agenda Heinrich and Roach' requested the minutes be pulled from the consent agenda. Motion Passed Unanimous Unfinished Business Items requiring a Public Hearing — None New Business Items requiring a Public Hearing — None Unfinished Business — None New Business Resolution 2009-25 of the Seward Planning and Zoning Commission, Providing a Recommendation to Council on the Nomination for Disposal and Lease Recommendations for Lot ZZ, Forest Acres Subdivision Glenz reviewed Resolution 2009-25 for the Commission. She oriented the Commission to the parcel location and the surrounding area, reviewed the zoning and noted that all lease holders were required to meet current zoning codes applicable to the parcel. She clarified the North Forest Acre Levee easement location and the reason for the purchase of Lot ZZ. She reiterated the recommendations provided by staff and noted that staff recommended approval of the Resolution. City of Seward, Alaska Planning Commission Minutes December 1, 2009 Volume 6, Page Motion (Ecklund/Morgan) Approve Resolution 2009-25 Ecklund voiced support for the Resolution. She also noted the lease documents covered the City against any loss sustained by the lessee. Morgan and Heinrich voiced support for the Resolution. Roach' requested a housekeeping typo correction to the first Whereas, change the word "thirst" to "third". Motion Passed Unanimous Approve the 2010 Planning and Zoning meeting schedule and public hearing Cut-off Dates Glenz reviewed the 2010 yearly schedule and the history of scheduling a special meeting for the Commission. She stated the first Tuesday of each month was set by Code as the regular meeting date of the Commission and the third Tuesday of the month was a scheduled work session unless a public hearing item was submitted prior to the three week cut-off date. She pointed out the May, October and November meetings had been rescheduled to the first Thursday due to conflicts with the Council Chambers. Motion (Ecklund/Heinrich) Approve the 2010 Planning and Zoning meeting and public hearing cut off date schedule as submitted Motion Passed Unanimous Set the topic or Cancel the December 15, 2009 Work Session Glenz noted the Commission's December work session was scheduled for December 15th and no public hearing items had been received by the Community Development office. She noted that in years past the Commission has cancelled the December work session when there had been no public hearings or pressing business items. She requested the set a topic for the work session or cancel due to Holiday demands. Motion (Ecklund/Morgan) Cancel the December 15, 2009 work session The Commission discussed the work session topic of Two Lakes Park replat. The Commission requested staff to set up a one hour work session in January dependent upon the availability of the surveyor, Nick Cline and the neighboring property owners, Patty and Bob Linville. Motion Passed Unanimous City of Seward Alaska Planning Commission Minutes December 1, 2009 Volume 6, Page October 8, 2009 Regular Meeting Minutes October 20, 2009 Special Meeting Minutes November 5, 2009 Regular Meeting Minutes The Commission chose to discuss the three sets of minutes before them as a group. The Commission held a discussion on the minutes stressing the importance of accuracy within minutes and pointed out several incorrect sections. Motion (Morgan/DeMarco) Pull the October 8, 2009; the October 20, Motion Passed 2009 and the November 5, 2009 minutes from the agenda. Request the Community Development Staff correct and re -work the minutes and present them for approval at the next meeting. Unanimous Informational Items and Reports (No action required) Rescheduled (December 1, 2009) Quarterly Work Session with the P&Z Commission and Seward Bear Creek Flood Service Area Board Thank you note to the Commission from Representative Paul Seaton Commission Comments Morgan noted the AML training she had attended in November, stating the training was fantastic and was sorry more Commissioners were unable to attend. She encouraged the other Commissioners to attend upcoming trainings. She looked forward to having a new Executive Liaison and thanked Community Development staff for the dedicated work they provide for the Commission. She thanked the other Commissioners for coming out in such a nasty weather. Heinrich stated he was on vacation in January 2010 and would miss the January 19 work session and/or special meeting. He expressed strong thank you to Christy Terry for the countless hours she dedicates to the community. He noted the years of work by the Community Development office that had gone into the Two Lakes Park replat. Ecklund thanked the Commission for coming out and noted the Kenai Peninsula Borough Assembly was to vote on her application to the Borough Planning Commission at their meeting tonight. She thanked the Commission for canceling the December work session. City of Seward, Alaska Planning Commission Minutes December 1, 2009 Volume 6, Paize Roach' expressed gratitude to the Commission for their recognition of the hard work accomplished by the Community Development Staff. Thanked the Commission for coming out in such extreme weather. She stated her appreciation for the involvement and passion at the work session earlier in the evening. She wished the Commission and Staff a wonderful Holiday season. Citizens' Comments —None Commissions and Administration Response to Citizens' Comments Glenz thanked the Commission for their recognition of the work done by the Community Development staff. Adjournment Meeting adjourned at 8:39 p.m. Donna Glenz, Associate Planner (City Seal) Sandie Roach' Chair MEMORANDUM City of Seward Community Development Date: January 5, 2010 To: Planning and Zoning Commission From: Donna Glenz, Associate Planner Subject: Reminder of the Monday night, January 4, 2010: Seward Bear Creek Flood Service Area Board and Planning and Zoning Commission Joint Work Session The December I" regularly scheduled quarterly joint work session with the Seward Bear Creek Flood Service Area Board was rescheduled to Monday, January 4th at 6:30 pm. at Seaview Plaza. At the November 5th regular meeting the Commission requested staff work with the Flood Board to reschedule the December Is' work session. The Commission also requested the work session be rescheduled to before the Flood Board January 40, regular meeting. Staff has worked with the Flood Board and rescheduled the work session to Monday, January 4, 2010 at 6:30 pm at the Flood Board office in Seaview Plaza. This memo is to serve as a reminder of the rescheduled work session. NFIP/CRS UPDATE December 2009 Why You Should Get to Know Your Local Emergency Manager In many communities, responsibilities for Community Rating System activities and elements are fragmented among different departments and programs that do not routinely communicate with each other. That is why the CRS Coordinator's Manual recommends "Designating as the community's CRS Coordinator SOMEONE WHO IS FAMILIAR WITH THE AGENCIES THAT IMPLEMENT CRS ACTIVITIES." One critical point of coordination is with the local agency responsible for emergency preparedness and response. These activities obviously are important to the community's floodplain management staff and to its participation in the CRS. In many states, a county has the primary responsibility for emergency management throughout the county while and cities, towns, and villages have a secondary role. In other states, incorporated communities are responsible for their own emergency management operations. In either case, the community floodplain manager is likely to be one of the local experts during and after a lood emergency, and enforcement of the community's floodplain regulations will be extremely important during the recovery period after the flood. Beyond this, the CRS Coordinator should work with the emergency manager (whether at the community or the county level) to ensure that the community receives all of the CRS credit it should have. Three CRS Activities in particular may provide significant CRS credit for a community and probably should involve the emergency manager: — Activity 610 — Flood Warning Program — Activity 620 — Levee Safety — Activity 630 —Dam Safety continued on next page In this Issue Deadline Extended for CRS Award ............... 3 Elevation Certificate Notes .................... 5 Seeking Best Practices ................................. 4 Training Opportunities .............................. 8 NFIP/CRS Update - 1 - December 2009 Your Local Emergency Manager —continued from previous page Community credit for the elements in these activities is almost entirely based on the community's emergency preparedness and response plan, which is developed and maintained by the emergency management agency for the community. Up to 200 points are provided in Activity 610 for a community's flood warning and response system. The credit depends on how detailed the plan is and how much of the community is served by the system. Up to 900 points are available in Activity 620 for levee safety. If your community has development behind a levee that was built before 1991, and the levee is not certified to provide 100-year protection, your community's emergency response plan may provide some or all of this credit, depending on the portion of floodprone buildings affected by the levee. Up to 100 points are provided in Activity 630 if your community would be affected by the operation or failure of an upstream dam. The credit depends on how detailed the plan the dam failure response plan is and how much of the community is affected by the resultant flood. Credit is also available for public information activities related to flood warning and emergency preparedness for dam and levees. Take a look at these activities and discuss them with your emergency manager. There may be another CRS class waiting for your community. Help improve the CRS Online Resources As noted in the last issue of this newsletter, the CRS Resource Center website is being remodeled. The streamlined source of CRS-related documents is now found at http://training.fema.gov/EMIWeb/CRS/. Additions, corrections, and modifications to this site will be made continually over the next several months, so please contribute your ideas and suggestions about how to make it more useful to you and your community. Send ideas to NFIPCRS@iso.com Statement of Purpose The NFIP/CRS Update is a publication of the National Flood Insurance Program's Community Rating System. Its purpose is to provide local officials and others interested in the CRS with news they can use. The NFIP/CRS Update is produced in alternate months. It is distributed electronically, at no cost, to local officials, state officials, consultants, and others who want to be on the mailing list. Communities are encouraged to copy and/or circulate the NFIP/CRS Update and to reprint its articles in their own local, state, or regional newsletters. No special permission is needed. To become a subscriber or to suggest a topic that you would like addressed, contact NFIP/CRS Update, P.O. Box 501016, Indianapolis, IN 46250-1016 (317) 848-2898 Fax: (317) 848-3578 NFIPCRS@iso.com NFIP/CRS Update — 2 — December 2009 Excellence in the CRS New Award Deadline for nominations and applications has been extended to January 15, 2010 Insurance agents and other local private -sector leaders are among the strongest threads in the fabric of a community. As business people, informed professionals, and trusted advisors to many households, insurance agents and other private -sector mitigation partners provide valuable services not only to their own clients but also to others in a community. The NFIP Community Rating System will acknowledge the important role played by local insurance agents and others who work with local governments that participate in the CRS with a new "CRS Award for Excellence." Nominees are being sought for the first CRS Award for Excellence. The award will be presented during the 2010 National Flood Conference, to be held in San Diego, California, in April 2010. Certain CRS communities stand out because of the high quality of their undertaking and the progress they make in improving the flood safety and resilience of citizens and property owners. In addition to the outstanding efforts of local government officials, that excellence often is the result of the extraordinary efforts of private sector partners like local insurance agents. Community leaders may act as informal advisors to community CRS Coordinators, or volunteer their expertise for an "open house" on flood protection or for other public awareness activities. Through these and other activities, local insurance agents and other private -sector partners help market flood insurance, improve understanding of the dangers of flooding and the ways flood damage can be avoided, and contribute to overall community well-being. All CRS Coordinators are urged to consider nominating a worthy insurance agent, business professional, or other private sector community leader for receipt of the first CRS Award for Excellence. Nominees for this award should be — Active in promoting the use of flood insurance to help households prepare for the possibility of flood damage; — Actively involved in a CRS community and knowledgeable about the potential for local flooding; — Active in encouraging community leaders to improve local safety and resilience to flooding and other disasters; and — Be working to alert residents and businesses to flood dangers and to promote the purchase of flood insurance and other mitigation measures. Nomination forms for the CRS Award for Excellence can be downloaded from the web at http://www.fema.gov/business/nfip/infoa.shtm. The new deadline for nominations and applications is January 15, 2010. NFIP/CRS Update - 3 - December 2009 How does your ISO/CRS Specialist help You? Communities that are successful in the Community Rating System tend to engage in numerous "best practices" that maximize their resources of staff and funds —whatever they may be —and keep their floodplain managements programs moving and improving. One Best Local Practice is "Ask ISO." In the box is a memo written by one ISO/CRS Specialist giving communities in his territory some ideas about how their elevation certificates can be tracked and organized so they are more useful to the community and to its residents and prospective property owners. However, we need more specific, real -world examples of how asking your ISO/CRS Specialist has helped you save time, learn what other CRS communities are doing, obtain more credit points, or otherwise contribute to the implementation of your floodplain management program and your CRS participation. Please send a note about your "Ask ISO" tips to NFIPCRS@iso.org. Help will be available in writing up your example. Best Practice # 6 Ask ISO The ISO/CRS Specialists are there to help their communities. Specialists know that everyone's job will be easier if they can help the local CRS Coordinators and others sort out the various requirements and use lessons learned by other communities they have visited. Most ISO/CRS Specialists were local officials and CRS Coordinators before they joined ISO. They have a lot of first-hand experience with the CRS. They know what their communities are doing and how they could help each other. INSURANCE SERVICES OFFICE, INC. DAVE ARKENS. CFM 2312 TULANE AVENUE. CENTRAL POINT. OR 97502 PHONE (541) 261.9186 FAX (201)748.1512 EMAIL, dmarkensaiso c April 26, 2007 TO: CRS Communities RE: CRS Activity 310 — Managing Elevation Certificates (EC) The following information is for communities interested in managing hard copy final construction elevations certificates for easy access for residents of the community and future CRS cycle visits. There are no additional credit points available for this consideration but I believe it will make it easier for you to provide EC information. Consider making multiple copies of final EC's. These copies would then be placed in separate threc-ring binders. 1) The first binder (or multiple binders) would be for EC's by year and alphabetized by street name. At the close of every calendar year, a summary page would be added to the front of the binder listing EC's within that binder by address, street name, flood zone, BFE, who checked the EC for mistakes and if corrections were made. 2) The second binder would be for EC's by street name and alphabetized by, you guessed it, street name. Most communities using this management practice will have several binders. Consider dividing the binders by street name A-G, H-N, O-U, V-Z, for example. 3) Additional methods could be to separate EC's by subdivision or place an EC in the building permit file (your building department should be doing this already.) Also consider digitizing your EC's will one of several available software programs or by scanning them. Thank you for your consideration and for your commitment to the Community Rating System, David Arkens, CFM ISO/CRS Specialist NFIP/CRS Update - 4 - December 2009 A Few Elevation Certificate Hints The deadline for phasing in the new FEMA Elevation Certificate form is approaching —March 31, 2010. After that, any elevations certified in CRS communities must be done on the new form (released last spring with an expiration date of March 31, 2012). Get the new form and its instructions at http://www.fema.gov/business/nfip/elvinst.shtm. The new form has been revised only slightly, and those changes were described in previous NFIP/CRS Update articles (see April 2009, page 3; and June 2009, page 1). The so-called "gig list" of items on the elevation certificate form that must be filled in, accurately, for CRS communities to obtain and maintain credit for EC under Section 31 La of the Coordinator's Manual has been altered in a few, minor ways to accommodate the new FEMA elevation certificate form. The original gig list appears on pages 310-4 and 310-5 of the Coordinator's Manual. The new gig list is shown as yellow highlights on the new elevation certificate form on the next two pages. These are the changes: — Sections A8 and A9. A new item (d) was added to both sections to indicate whether the building has engineered flood openings. If the "yes" box is checked, the appropriate certificate must be attached, as explained in the instructions. This item must be accurately completed for CRS credit. — Sections A7 and E2. Note there are now 9 building diagrams. Building Diagram 9 is for all buildings (other than split-level) that are elevated on a sub -grade crawlspace. So in Item E2, the difference between the tops of the next higher floor and the highest adjacent grade must be entered if the building conforms to Diagram 6, 7, 8, or 9 (not just 6, 7, and 8). — Section G-Community Information —Note that the lines that must be completed appear after G10 now (instead of after G9) because an additional item (for "community's design flood elevation") was added to the revised elevation certificate. These revisions to the gig list are being incorporated into CRS training sessions, and will be made in the next edition of the Coordinator's Manual. Software for Elevation Certificates to Retire The Elevation Certificate Software that has been around since the early days of the CRS to help communities keep track of elevation Certificates under Activity 310 is no longer being made available. Credit for maintaining elevation certificates (ECs) in a computer format is still available if communities continue to maintain their ECs in some type of database format and are willing to share this information with FEMA when requested. Note that scanning ECs and keeping them as .pdf files is not a database and is not credited. Communities that now receive credit under the ECCF element (15 points maximum) in Activity 310 by using the EC software provided by ISO will continue to receive it until their next cycle visit. The current software has not been updated to match the 2009 EC Form and, because of the small number of communities that use it (only 25% of over 1100 CRS communities), FEMA has decided not to fund further updates of the software. Instead, more emphasis will be placed on current technology and how communities use it to maintain EC databases in efficient formats. NFIP/CRS Update - 5 - December 2009 U.S. DEPARTMENT OF HOMELAND SECURITY OMB No. 1660-0008 Federal Emergency Management Agency CRS EC "Gig' List Expires March 31, 2012 National Flood Insurance Program Al Buildmd Owners Name SECTION A - PROPERTY INFORMATION For Insurance Company Use ' A2. Building Street Address (including Apt., Unit, Suite, and/or Bldg. No.) or P.O. Route and Box No. Company NAIL Number City State ZIP Code (Eit WA2 OR A3 must be completed. In either case, the city, state, and zip code must be listed) A3. Property Description (Lot and Block Numbers, Tax Parcel Number, Legal Description, etc.) A4. Building Use (e.g., Residential, Non -Residential, Addition, Accessory, etc.) A5. Latitude/Longitude: Lat. Long. Horizontal Datum: ❑ NAD 1927 ❑ NAD 1983 A6. Attach at least 2 photographs of the building if the Certificate is being used to obtain flood insurance. A7. Building Diagram Number A8. For a building with a cxawlspaoe or enclosure(s): (Diagrams 6 — 9] A9. For a building with an attached garage: a) Square footage of crawlspace or enclosure(s) sq ft a) Square footage of attached garage sq ft b) No. of permanent flood openings in the crawlspace or b) No. of permanent flood openings in the attached garage enclosure(s) within 1.0 foot above adjacent grade within 1.0 foot above adjacent grade c) Total net area of flood openings in A8.b sq in c) Total net area of flood openings in A9.b sq in d) Engineered flood openings? ❑ Yes ❑ No d) Engineered flood openings? ❑ Yes ❑ No SECTION B - FLOOD INSURANCE RATE MAP (FIRM) INFORMATION B1, NFIP Community Name 8 Community Number B2. County Name B3. State B4. Map/Panel Number B5. Suffix B6. FIRM Index B7. FIRM Panel B8. Flood B9. Base Flood Elevation(s) (Zone Date Effective/Revised Date zone(s) AO, use base flood depth) �+V. n"0n 16 um 50-0a ur ure base Hood trevaUon (twt) data or base flood depth entered in Item B9. ❑ FIS Profile ❑ FIRM ❑ Community Determined ❑ Other (Describe) Bl 1. Indicate elevation datum used for BFE in Item 139: ❑ NGVD 1929 ❑ NAVD 1988 ❑ Other (Describe) 812. Is the building located in a Coastal Barrier Resources System (CBRS) area or Otherwise Protected Area (OPA)? ❑ Yes ❑ No Designation Date ❑ CBRS ❑ OPA SECTION C - BUILDING ELEVATION INFORMATION (SURVEY REQUIRED) Cl. Building elevations are based on: ❑ Construction Drawings* ❑ Building Under Construction* ❑ Finished Construction *A new Elevation Certificate will be required when construction of the building is complete. C2. Elevations — Zones Al-A30, AE, AH, A (with BFE), VE, V1-V30, V (with BFE), AR, AR/A, AR/AE, AR/A1-A30, AR/AH, AR/AO. Complete Items C2.a-h below according to the building diagram specified in Item A7. Use the same datum as the BFE. Benchmark Utilized Vertical Datum Conversion/Comments [Include conversion formula Hdatum used by surveyor is different from B11] Check the measurement used. a) Top of bottom floor (including basement, crawlspace, or enclosure floor) ❑ feet ❑ meters (Puerto Rico only) b) Top of the next higher floor ❑ feet ❑ meters (Puerto Rico only) c) Bottom of the lowest horizontal structural member (V Zones only) ❑ feet ❑ meters (Puerto Rico only) d) Attached garage (top of slab) ❑ feet ❑ meters (Puerto Rico only) e) Lowest elevation of machinery or equipment servicing the building ❑ feet ❑ meters (Puerto Rico only) (Describe type of equipment and location in Comments) f) Lowest adjacent (finished) grade next to building (LAG) ❑ feet ❑ meters (Puerto Rico only) g) Highest adjacent (finished) grade next to building (HAG) ❑ feet ❑ meters (Puerto Rico only) h) Lowest adjacent grade at lowest elevation of deck or stairs, including ❑ feet ❑ meters (Puerto Rico only) structural support ! h. is only needed for LOMAs and LOMR-Fs] SECTION D - SURVEYOR, ENGINEER, OR ARCHITECT CERTIFICATION This certification is to be signed and sealed by a land surveyor, engineer, or architect authorized by law to certify elevation information. / certify that the information on this Certificate represents my best efforts to interpret the data available./ understand that any false statement maybe punishable by fine or imprisonment under 18 U.S. Code, Section 1001. ❑ Check here if comments are provided on back of form. Were latitude and longitude in Section A provided by a licensed land surveyor? ❑ Yes ❑ No Certifiers Name License Number Title Company Name Address City State ZIP Code Signature Date Telephone rtmH rorm Mar Uy See reverse side for continuation. Replaces all previous editions IMPORTANT: In these spaces, copy the corresponding information from Section A. For Insurance Company Use: Building Street Address (including Apt., Unit, Suite, and/or Bldg. No.) or P.O. Route and Box No. Policy Number City State ZIP Code SECTION D - SURVEYOR, ENGINEER, OR ARCHITECT CERTIFICATION (CONTINUED) Copy both sides of this Elevation Certificate for (1) community official, (2) insurance agenticompany, and (3) building owner. Comments Signature Date 0 Check here if SECTION E - BUILDING ELEVATION INFORMATION (SURVEY NOT REQUIRED) FOR ZONE AO AND ZONE A (WITHOUTtBFE)ents For Zones AO and A (without BFE), complete Items E1-E5. If the Certificate is intended to support a LOMA or LOMR-F request, complete Sections A, B, and C. For Items E1-E4, use natural grade, if available. Check the measurement used. In Puerto Rico only, enter meters. Ell. Provide elevation information for the following and check the appropriate boxes to show whether the elevation is above or below the highest adjacent grade (HAG) and the lowest adjacent grade (LAG). a) Top of bottom floor (including basement, crawlspace, or enclosure) is ❑ feet ❑ meters ❑ above or ❑ below the HAG. b) Top of bottom floor (including basement, crawlspace, or enclosure) is ❑ feet ❑ meters ❑ above or ❑ below the LAG. E2. For Building Diagrams 6-9 with permanent flood openings provided in Section A Items 8 and/or 9 (see pages 8-9 of Instructions), the next higher floor (elevation C2.b in the diagrams) of the building is ❑ feet ❑ meters ❑ above or ❑ below the HAG. E3. Attached garage (top of slab) is ❑ feet ❑ meters ❑ above or ❑ below the HAG. E4. Top of platform of machinery and/or equipment servicing the building is ❑ feet ❑ meters ❑ above or ❑ below the HAG. E5. Zone AO only: If no flood depth number is available, is the top of the bottom floor elevated in accordance with the community's floodplain management ordinance? ❑ Yes ❑ No ❑ Unknown. The local official mucr nwfifv rtir. - v I I vrr1.r-M tort UrrNeK'S KtrKtStNTATIVE) CERTIFICATION The property owner or owner's authorized representative who completes Sections A, B, and E for Zone A (without a FEMA-issued or community -issued BFE) or Zone AO must sign here. The statements in Sections A, B, and E are correct to the best of my knowledge. Property Owner's or Owner's Authorized Representative's Name (Compete Section F lino BFE and Sactinn F Lc —,4y Address City State ZIP Code —W.'atu' o Date - Telephone Comments ❑ Check here if attachments SECTION G - COMMUNITY INFORMATION (OPTIONAL) The local official who is authorized by law or ordinance to administer the community's floodplain management ordinance can complete Sections A, B, C (or E), and G of this Elevation Certificate. Complete the applicable item(s) and sign below. Check the measurement used in Items G8 and G9. G1. ❑ The information in Section C was taken from other documentation that has been signed and sealed by a licensed surveyor, engineer, or architect who is authorized by law to certify elevation information. (Indicate the source and date of the elevation data in the Comments area below.) G2. ❑ A community official completed Section E for a building located in Zone A (without a FEMA-issued or community -issued BFE) or Zone AO. G3. ❑ The following information (Items G4-G9) is provided for community floodplain management purposes. G4. Permit Number G5. Date Permit Issued I G6. Date Certificate Of Compliance/Occupancy Issued G7. This permit has been issued for: ❑ New Construction ❑ Substantial Improvement G8. Elevation of as -built lowest floor (including basement) of the building: ❑ feet ❑ meters (PR) Datum G9. BFE or (in Zone AO) depth of flooding at the building site: ❑ feet ❑ meters (PR) Datum G10. Community's design flood elevation [I feet ❑ meters (PR) Datum Local Official's Name Pf G1 is checked] Community Name Telephone Signature Date ❑ Check here if attachments FEMA Form 81-31, Mar 09 Replaces all previous editions Opportunities for NFIP and CRS Training Courses at the Emergency Management Institute FEMA's Emergency Management Institute (EMI) conducts courses on floodplain management and CRS-related topics. These are oriented to local building, zoning, planning, and engineering officials. Tuition is free for state and local government officials and travel stipends are available. Call the training office of your state emergency management agency, see http://training.fema.gov/, or call EMI at 1-800-238-3358 or (301) 447-1035. Here's the schedule for EMI's week-long classes of interest to CRS communities. For more information on these courses, see http://www.training.fema.gov/EMICourses/EMICourse.asp. The Community Rating System (E278) April 19-22, 2010; June 14-17, 2010; August 9-12, 2010 Prerequisite: To enroll in the CRS course, you must be a Certified Floodplain Manager (CFM) OR have completed the National Flood Insurance Program course listed below (E273) OR be a full-time floodplain manager with more than 3 years of experience specifically related to floodplain management. The Community Rating System course is also offered at other sites upon request. "Remote" courses scheduled to date include Pasadena, Texas, (FEMA Region 6), February 8-11, 2010. For information, contact Debbie Cahoon at (281) 895-6555 or Debbie.cahoon@twdb.state.tx.us. Vicinity of Portland, Oregon (FEMA Region 10), July 12-15, 2010. For information, contact Christine Shirley, CFM, at (503) 373-0050 x250 or christine.shirley astate.or.us. Montour Falls, New York (FEMA Region II), September 27-30, 2010. Contact William Nechamen at (518) 402-8146 or wsnecham@gw.dec.state.ny.us. Stockton, California (FEMA Region IX), October 25-29, 2010. Contact Eric Elias at (209) 937-8561 or eric.elias4ci.stockton.ca.us. — Managing Floodplain Development through the NFIP (E273) March 22-25, 2010; May 3-6, 2010, August 23-26, 2010 E273 is also field deployed periodically. Contact your State NFIP Coordinator for more information. Find your State Coordinator at http://www.floods.org/index.asp?menulD=274. — Advanced Floodplain Management Concepts (E194) July 26-29, 2010 — Basic HAZUS Multi -Hazards (E313) March 12-15, 2010; July 12-15, 2010 — Advanced HAZUS Multi -Hazards for Flood (E172) (prerequisite: E313) January 4-7, 2010; July 26-29, 2010 — HAZUS Multi -Hazards for Risk Assessment (E296) August 2-5, 2010 — Residential Coastal Construction (E386) August 9-12, 2010 Under the 2007 CRS Coordinator's Manual, five points are provided under Section 431.n, Staffing (STF), for each member of a community's floodplain permit staff who graduates from courses E194, E273, E278, E282, or E386. The maximum training credit under Section 431.n is 25 points. The CRS tried a "webinar" on the FEMA Elevation Certificate, presented by ISO/CRS Specialist Linda Ryan and hosted by the Idaho Department of Natural Resources. It turned out to be a successful avenue for getting additional instructions out to communities, and can be offered again upon request. If you are interested in a webinar, contact your ISO/CRS Specialist. NFIP/CRS Update — 8 — December 2009 January 2010 January 2010 February 2010 S M T W T F S S M T W T F S 3 4 5 6 7 8 9 10 11 12 13 14 15 16 7 8 910111213 14 15 16 17 18 19 20 17 1819 2021 22 23 31 25 26 27 28 2930 21 22 23 24 25 2627 28 Monday Tuesday Wednesda Thursday Friday Janua 1 201 gffices ' qs 4 5 6 7 7:30pm P8Q Meeting 12:00pm PACAB Meeting 11 12 13 14 1 6:OOpm CC WS 11:30am 7:00pm City Council Meeting 18 -19 20 21 2 6:30pm , . 12:OOpm 9:OOam Social Security Rep 6:30pm Historic Preservation Meeting 6:00pm CC WS 25 26 27 28 2 7:00pm City Council Meeting Nanci Richey 1 12/29/2009 9:36 AM February 2010 February 2010 March 2010 S M T W T F S S M T W T F S 1 2 3 4 5 6 1 2 3 4 5 6 14 15 16 177 18 19 20 21 22 23 24 25 26 27 14 15 16 177 18 19 20 21 22 23 24 25 26 27 28 28 29 30 31 Monday Febru�: "1 Tuesday Wednesday Thursda Y Friday 7:30pm P&Z Meeting � 3 4'' 1: 1 '8 7:00pm.:City Council , 910 Meeting 1I:30am Prdeni`;b 6:30 m p 12.0 m";; , Op PACAB Work ; 8, .g0am Social Security Session Rep 6:30p n,'Historic Preservation Meeting 23 ` 4 25 2 22 7:00pm City Council Meeting Nanci Richey 1 12/29/2009 9:38 AM