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HomeMy WebLinkAbout01132014 City Council Packet kk,.- Seward City Council Agenda Packet „. f&., „, R i tet... • l'•Y i F gt. -1k e f ;. 4. ' ..Akt „' R' . y '� j■�Q ' ter _iirse. 4eit rfir, AL — * ” ' Vrti i 4141.4 -...” — 7., yam. 'Yl`. efiel c Martin Luther King Jr's Birthday Observed January 20 January 13, 2014 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward,Alaska CITY COUNCIL MEETING AGENDA feert Ali-America City a fmr {Please silence all cellular phones and pagers during the meeting} r January 13, 2014 7:00 p.m. Council Chambers Jean Bardarson 1. CALL TO ORDER Mayor 2. PLEDGE OF ALLEGIANCE Term Expires 2015 3. ROLL CALL 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE Marianna Keil ITEMS SCHEDULED FOR PUBLIC HEARING [Those who Council Member have signed in will be given the first opportunity to speak. Time is Term Expires 2014 limited to 3 minutes per speaker and 36 minutes total time for this agenda item.] Vanta Shafer 5. APPROVAL OF AGENDA AND CONSENT AGENDA Council Member [Approval of Consent Agenda passes all routine items indicated by Term Expires 2015 asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, Ristine Casagranda the item is returned to the Regular Agenda] Council Member Term Expires 2014 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Christy Terry A. Proclamations and Awards -None Council Member B. Borough Assembly Report Term Expires 2015 C. City Manager's Report D. City Attorney's Report David Squires E. PACAB Annual Report Council Member F. Other Reports and Presentations Term Expires 2015 1. Wrap-up presentation on the Seward Community Library Museum Dale Butts Project. Council Member Term Expires 2014 7. PUBLIC HEARINGS -None 8. UNFINISHED BUSINESS -None James Hunt City Manager Johanna Kinney City Clerk Cheryl Brooking City Attorney City of Seward, Alaska Council Agenda January 13, 2014 Page 1 9. NEW BUSINESS A. Resolutions *1. Resolution 2014-001, Adopting An Alternative Allocation Method For The FY2014 Shared Fisheries Business Tax Program, And Certifying That This Allocation Method Fairly Represents The Distribution Of Significant Effects Of Fisheries Business Activity In The Cook Inlet Fisheries Management Area Pg. 4 *2. Resolution 2014-002, Supporting The Top Transportation Priorities Established By The Local Transportation Committee, For The Purpose Of Pursuing State And Federal Transportation Project Funding . Pg, 8 *3. Resolution 2014-003, Accepting A Rasmuson Tier I Matching Grant #7382, In The Amount Of$20,000 Towards Completion Of The Seward Mariner's Memorial Project.....Pg. 12 *4. Resolution 2014-004, Expressing Strong Support For Governor Parnell's Proposal To Appropriate $3 Billion From The Constitutional Budget Reserve Directly Into The Alaska Retirement Trust Funds In 2015 Pg. 20 *5. Resolution 2014-005, Authorizing The Creation Of A New Accounting Fund Of The City For The Purpose Of Separately Accounting For Financial Activities Associated With The Seward Community Health Center, Which Flow Through The City Of Seward Pg. 24 *6. Resolution 2014-006, Amending The Participation Agreement With The Public Employees Retirement System (PERS), To Exclude Seward Community Health Center Employees From Participation Pg. 26 '410 *7. Resolution 2014-007, Defining The Scope Of Work And Supporting The Road Priority List That Is To Be Funded Using The Statewide Transportation Improvement And Federal Earmark Monies Administered Through Alaska Department Of Transportation And Public Safety Pg. 28 8. Resolution 2014-008, Compensating Metco Inc. $79,046.47 For Emergency Debris Removal And Disposal During The October 2013 Flood At Lowell Creek Outfall And Appropriating Funds .Pg. 50 9. Resolution 2014-009, Authorizing The Waiver Of Competitive Procurement Requirements And The Purchase Of Automated Pay Stations To Collect Daily Camping Fees, In An Amount Not To Exceed $96,524.21 .,.Pg. 58 10. Resolution 2014-010, Authorizing The City Manager To Enter Into A Contract With Harmon Construction Inc. For Sidewalk Improvements In The Amount Of $86,92450 And Appropriating Funds Pg. 64 11. Resolution 2014-011, Authorizing The City Manager To Purchase A Dodge Truck From Lithia Dodge Of Anchorage, Waiving Competitive Procurement Requirements, For A Cash Amount After Trade-In Consideration Of The Subaru Forester Not To Exceed $30,000, As Budgeted Pg. 76 City of Seward, Alaska Council Agenda January 13, 2014 Page 2 B. Other New Business Items *1. Approval of the November 12, 2013 City Council Regular Meeting Minutes, the December 9, 2013 City Council Regular Meeting Minutes, and the December 16, 2013 City Council Special Meeting Minutes Pg. 84 *2. Continue the Port and Commerce Advisory Board for 2014 ....Pg. 113 3. Mayor appoint a member of the Council to receive the completed evaluation forms and tabulate the results prior to the formal evaluation sessions for the City Manager, City Clerk, and City Attorney .Pg. 114 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. Certificate of Congratulations awarded to retired Seward City Clerk Jean Lewis on earning the prestigious designation of Master Municipal Clerk (MMC) from the International Institute of Municipal Clerks.. ..Pg. 115 B. Providence Seward Family Care Clinic Closure Frequently Asked Questions...Pg. 117 11. COUNCIL COMMENTS 12. CITIZEN COMMENTS 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. ADJOURNMENT City of Seward, Alaska Council Agenda January 13, 2014 Page 3 Sponsored by: Hunt *id CITY OF SEWARD, ALASKA RESOLUTION 2014-001 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ADOPTING AN ALTERNATIVE ALLOCATION METHOD FOR THE FY2014 SHARED FISHERIES BUSINESS TAX PROGRAM, AND CERTIFYING THAT THIS ALLOCATION METHOD FAIRLY REPRESENTS THE DISTRIBUTION OF SIGNIFICANT EFFECTS OF FISHERIES BUSINESS ACTIVITY IN THE COOK INLET FISHERIES MANAGEMENT AREA WHEREAS, the State of Alaska requires that for a municipality to participate in the FY2014 Shared Fisheries Business Tax Program ("Program"), the municipality must demonstrate to the Department of Commerce, Community and Economic Development that the municipality experienced significant effects during calendar year 2012 from fisheries business activities; and WHEREAS, the Program provides for the allocation of available program funding to eligible municipalities located within fisheries management areas specified by the Department of Commerce, Community, and Economic Development; and WHEREAS, the Program provides for the use, at the discretion of the Department of Commerce, Community, and Economic Development, of alternative allocation methods which may be used within fisheries management areas if all eligible municipalities within the area agree to use this method, and the method incorporates some measure of the relative significant effect of fisheries business activity on the respective municipalities in the area; and WHEREAS, the City Council of the City of Seward, Alaska proposes to use an alternative allocation method for allocating the approximately $57,903 in FY2014 funding available within the Cook Inlet Fisheries Management Area, in agreement with all other municipalities in the area participating in the FY2014 Shared Fisheries Business Tax Program. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA, that: Section 1. By this resolution the Council certifies that the City of Seward did experience significant effects during calendar year 2012 from fisheries business activities that occurred within the Cook Inlet fisheries management area, and seeks to apply for funding under the FY2014 Shared Fisheries Business Tax Program. Section 2. All eligible communities in the Cook Inlet fisheries management area will receive fifty percent (50%) divided equally and fifty percent (50%) divided on a per capita basis. Ned CITY OF SEWARD,ALASKA RESOLUTION 2014-001 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 13th day of January, 2014. THE CITY OF SEWARD,ALASKA Jean Bardarson,Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) 5- 414ftv COUNCIL AGENDA STATEMENT r�/ Meeting Date: January 13,2014 /�4oF \ Through: James Hunt,City Manager From: Kristin Erchinger,Finance Director Oki 14 ASll.P • Agenda Item: 2014 Shared Fisheries Business Tax and Landing Tax Program BACKGROUND&JUSTIFICATION: The City of Seward is required to apply to the State of Alaska Department of Community and Economic Development (DCED) each year, to qualify for funding under the State's Shared Fisheries Business Tax Program and the State Landing Tax Allocation. The purpose of the program is to provide for a sharing of state fish tax collected outside municipal boundaries, with municipalities that have been affected by fishing industry activities. This is the 21st year of this program, and municipalities across the state will share tax revenues from 2012 fisheries activity as reported by fish processors on their fish tax returns. The law that created this program requires that funding be allocated first to fisheries management areas across the state based on the level of fish processed in each area, compared to the total fish processed for the whole state. Then, funding is allocated among the municipalities located within each fisheries management area, based on the relative level of impacts experienced by each municipality. Seward is located in the Cook Inlet Fisheries Management Area, which includes Anchorage, Homer, Kenai, Kenai Peninsula Borough, Kachemak, Seldovia, Soldotna, and Seward. The State's FY2014 Shared Fisheries Business Tax Program allocation to be shared within this area is approximately $57,903, down $2,803 from the prior year, and approximately $25,000 down over the past two years. The Landing Tax Allocation to be shared within this area is approximately$4,642.75. In fisheries management areas where the program allocation is greater than $4,000 multiplied by the number of municipalities in the area, program regulations provide for a "long-form" application. In the Cook Inlet Fisheries Management Area, the threshold value is $32,000 (8 municipalities x $4,000). The final deadline for submitting application for the FY2014 Shared Fisheries Business Tax and Landing Tax Program is February 15, 2014. The long-form application provides for a "standard" and an "alternative" method of funding allocation. The City of Seward will file under the alternative method. Standard Method: Under this method, each municipality must determine and document the cost of fisheries business impacts experienced by the community in 2012. Once the impacts have been established for each of the municipalities, the DCED will calculate the allocation for each municipality using the following formula: One-half of the available funding is divided among participating municipalities on the basis of the relative dollar amount of impact in each community. The other half of the available funding is divided among municipalities based on the relative dollar amount of impact per capita in each community. COUNCIL AGENDA STATEMENT FY2014 Shared Fisheries Business Tax and Landing Tax Program Page Two %lior Alternative Method: Alternative allocation methods may be proposed by the municipalities within the area. DCED will consider approving the use of a proposed alternative method only if all the municipalities in the area agree to use the method, and if the method includes some measure of the relative effects of the fishing industry on the respective municipalities in the area. The short-form method allocates the available funds by sharing 50% of the funds equally among the participating municipalities, and allocating the remaining 50% on a per-capita basis. The information required by the long-form application would be difficult and time-consuming to obtain. Therefore, it is proposed that municipalities in our area use the alternative method and that we further agree that the allocation method be the same method used in the short form allocation. Given the small amount of additional funding that the City might gain by utilizing the standard method, compared to the additional time required to complete the application, it is our recommendation that the city of Seward agree to use the alternative method and agree that 50% of the funds will be allocated equally among the participating municipalities, and the remaining 50% allocated on a per-capita basis. This will be the fourteenth consecutive year of using this method. INTENT: The intent of this action is to authorize the City to participate in the Alternative Method of computing Shared Fisheries Business Tax. CONSISTENCY CHECKLIST: Yes No N/A 111 1. Comprehensive Plan(document source here): X 2. Strategic Plan(document source here): X 3. Other(list): X ATTORNEY REVIEW: Yes X No FISCAL NOTE: Using this same allocation method, Seward expects to receive approximately $3,831.17 in shared fisheries business tax proceeds, and $307.19 in landing tax proceeds, in 2014. This is slightly lower than the previous year. The City's overall expected collections are $3,831.17 of the total available $57,903 in Shared Fisheries Business Tax Allocat.in,a d$307.19 of the total $4,642.75 in Landing Tax Allocation. Approved by Finance Department: Air, RECOMMENDATION: Council approve Resolution 2014- adopting an alternative method for the FY2014 Shared Fisheries Business Tax Program, and certifying that this allocation method fairly represents the distribution of significant effects of fisheries business activity in the Cook Inlet Fisheries Management Area and authorize the city manager to apply for funds from the Shared Fisheries Business Tax Program. Stow Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2014-002 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, SUPPORTING THE TOP TRANSPORTATION PRIORITIES ESTABLISHED BY THE LOCAL TRANSPORTATION COMMITTEE, FOR THE PURPOSE OF PURSUING STATE AND FEDERAL TRANSPORTATION PROJECT FUNDING WHEREAS, people with special transportation needs have the right to mobility. Individuals with limited income and people with disabilities rely heavily, sometimes exclusively, on public and specialized transportation services to live independent and fulfilling lives. These services are essential for travel to work and medical appointments, to run essential errands, or simply to take advantage of social or cultural opportunities; and WHEREAS, under the SAFETEA-LU program, projects funded through three Federal Transit Administration (FTA) human services transportation programs must be derived from a "locally developed, coordinated public transit-human services transportation plan", including: Elderly and persons with Disabilities (Section 5310), Job Access and Reverse Commute (JARC, Section 5316), and New Freedom (Section 5317). The Alaska Department of Transportation and Public Facilities also includes funds from the Alaska Mental Health Trust in the application process; and J" WHEREAS, the JARC program provides capital and operating funds for services to improve access to jobs for low income persons; and WHEREAS, the New Freedom program provides capital and operating funds for transit and para- transit services and improvements for persons with disabilities, which are new and go beyond those required by the American with Disabilities Act; and WHEREAS, the Elderly and persons with Disabilities program provides capital assistance funding to provide transit and purchase of services to private nonprofit agencies, federally recognized tribes, and to qualifying local public bodies that provide specialized transportation services to elderly persons and to persons with disabilities; and WHEREAS, the Alaska Mental Health Trust provides grants to private non-profit agencies, federally recognized tribes, and to qualifying local public bodies that serve community transit needs of trust beneficiaries, namely Alaskans who experience mental illness; developmental disabilities; chronic alcoholism with psychosis; or Alzheimer's disease and related dementia through funding for purchase of services, capital and coordinated transportation system planning; and 4.00° CITY OF SEWARD, ALASKA RESOLUTION 2014-002 WHEREAS, in order to meet the requirements for federal funding, a local transportation committee was formed a number of years ago, with representation from public, private and nonprofit transportation providers and human service agencies, including the State of Alaska, Sea View Community Services, Seward Independent Living Center, First Student, the City of Seward, CARTS, the Seward Senior Center, and others. The purpose of this group is to identify and prioritize transportation needs in the community to maximize the use of federal funds, as required by the grant programs. Most recently, this group met on December 17, 2013 for the purpose of developing a funding request priority list, with the recommended priorities as follows: 1) Independent Living Center request for funds to purchase transportation services for the ILC Voucher Program which will purchase rides from participating local cab companies, and 2) Seward Senior Center requests funds to purchase an accessible passenger vehicle that will be used in the coordinated system. The requesting agencies will be responsible for providing the required match as outlined in the application; and WHEREAS, the local committee reviewed and recommended through consensus, the above Project List of priorities to be submitted to the State of Alaska Department of Transportation and Public Facilities. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD: Section 1. That the Seward City Council supports the following priorities as identified by ‘hir the local transportation committee, for the purposes of pursuing state and federal grant funding opportunities: 1) Independent Living Center request for funds to purchase transportation services for the ILC Voucher Program which will purchase rides from participating local cab companies, and 2) Seward Senior Center requests funds to purchase an accessible passenger vehicle that will be used in the coordinated system. Section 2. This resolution takes effect immediately upon its adoption. - PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13 1h day of January, 2014. THE CITY OF SEWARD,ALASKA Jean Bardarson, Mayor Agenda Statement e of set. .kCis's Meeting Date: January 13, 2014 :;:■;11 To: Seward City Council it-Astr," Through: Jim Hunt, City Manager From: Karin Sturdy, Director of Parks & Recreation Agenda Item: Approval of Seward Community Coordinated Transportation Plan BACKGROUND & JUSTIFICATION: In order to ensure the most effective use of federal funds administered through the Federal Transit Administration(FTA),the program requires that a local transportation committee be established for the purpose of vetting projects and to ensure that the projects meet the highest and best use for the community as it relates to limited transportation-related grant funding. The FTA and other granting agencies specifically require that the local government approve the priority list in order to qualify for funding. A number of years ago, a transportation group was established in Seward to coordinate local transportation needs. Over time the group has adopted a transportation plan, and the group meets periodically to establish priorities to meet various grant opportunities. The group includes representatives from various organizations in the community,including the State of Alaska,SeaView Community Services,CARTS,Seward Independent Living Center,First Student,the City of Seward, NINO. the Seward Senior Center, and others which provide transportation services to people with special transportation needs. Local taxi cab companies have also been invited to participate in numerous meetings. The intent of the group is to coordinate efforts so that all of Seward's transportation needs can be met. Most recently, this group met on Tuesday, December 17th, 2013 for the purpose of developing a funding request priority list, with the recommended priorities as follows: 1) Independent Living Center request for funds to purchase transportation services for the ILC Voucher Program which will purchase rides from participating local cab companies, and 2)Seward Senior Center requests funds to purchase an accessible passenger vehicle that will be used in the coordinated system. The requesting agencies will be responsible for providing the required match as outlined in the application. The local committee reviewed and recommended through consensus, the above Project List of priorities to be submitted to the State of Alaska Department of Transportation and Public Facilities. In order to be considered eligible for funding these grant applications require that the local government support the priorities as established by the transportation committee. INTENT: To obtain City Council approval of two transportation priorities for submission to State of Alaska DOT's transportation grant program. \0 CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (document source here) 3.4.1.1 Provide safe and . X efficient transportation facilities that meet needs of the community. 2. Strategic Plan (document source here):Pages 3, 4 & 16 X 3. Other(list): Seward Transportation Plan X FISCAL NOTE: This action has no financial impact on the City of Seward. Successful grant funding however, will benefit local non-profit organizations which provide transportation services to local residents with specialized transportation needs. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Seward City Council support the transportation priorities identified by the transportation committee, for the purposes of seeking grant funding through the State of Alaska DOT. kirsv Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2014-003 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING A RASMUSON TIER I MATCHING GRANT #7382, IN THE AMOUNT OF $20,000 TOWARDS COMPLETION OF THE SEWARD MARINER'S MEMORIAL PROJECT WHEREAS, the Seward Mariner's Memorial Project has raised funds in the community through partnerships with business and not for profit organizations since 2008; and WHEREAS, the Seward Mariner's Memorial is being constructed on property belonging to the City of Seward, in cooperation with the City and will become City property with continued committee oversight; and WHEREAS, in June of 2013 the Seward Mariner's Memorial Project was awarded a Rasmuson Foundation Tier I Grant for $20,000 in 1:1 matching funds towards phase II construction; and WHEREAS, the grant terms state Rasmuson foundation will match each dollar of new funds received for the project between June 1, 2013 and May, 30, 2014, the grant performance end date; and WHEREAS, the City of Seward will not provide any funding for this project, but will pass through the granted funds to the Seward Mariner's Memorial Project, and will serve as the pass-through entity responsible for filing grant reports with the Rasmuson Foundation. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA, that: Section 1. The City Manager is authorized to sign the grant agreement for, and manage the Rasmuson Foundation Tier I Grant #7382 accepting $20,000 in 1:1 matching funds for the construction of the Seward Mariner's Memorial. Section 2. Funds in the amount of$20,000 are hereby appropriated from grant revenues account no. 890-8900-4680-0900 to pass through account no. 890-8900-5998, for the purposes of paying for grant-related expenditures as authorized by the Seward Mariner's Memorial Project. Section 3. This resolution shall take effect immediately upon adoption. Council Agenda Statement Meeting Date: January 13, 2014 e 4 of C Sels. etVA \,• Through: Jim Hunt, City Manager , *garor'•;‘ A0; From: Ron Long, Community Development Director Agenda Item: Seward Mariner's Memorial Tier 1 $20,000 Rasmuson Grant BACKGROUND & JUSTIFICATION: The Seward Mariner's Memorial Committee, has been working to raise funds to build a Mariner's Memorial on the south harbor uplands since 2008. The City has dedicated land for this project and local fisherman's groups, businesses and other not for profit organizations have worked together to move this project toward completion. A 13 member volunteer committee has worked to raise funds and oversee construction of the memorial. The lighthouse and compass rose portions of the structure were completed in 2012 and 2013. Planned additions in 2014 include: installation of a ship's bell, wave wall, and landscaping with benches. This phase will involve Seward's artisans to help add informative murals, artistic enhancements and the statue of a woman looking out to sea on the upper floor depicting the "widow's walk" theme from historic ports. A section of the memorial site will be dedicated to victims of the 1964 earthquake and other historic maritime events that have occurred in the area. The parties have agreed that the facility will then be owned by the City and maintained and operated as a memorial by the Committee, to oversee placement of plaques and staging events. The projects committee applied for and has been awarded a Tier I Rasmuson Foundation 4kor Matching Grant in an amount of $20,000 to fund phase 2 (compass rose) of this project. This grant requires matching funds which will be will be raised by the Mariners Memorial Group. The grant itself was applied for in cooperation with the City as the owner, being the pass-through agent. The grant performance period will end on May 30, 2014. INTENT: This resolution requests that Council accept Rasmuson Tier I grant #7382, a 1:1 matching grant for $20,000 as a pass-through grant to the Seward Mariner's Memorial Committee. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (document source here): "Continued development . X of Waterfront Park" Page 8 Strategic Plan (document source here): Page 3, "support and develop 2. X an appreciation of local history culture and sense of community." 3. Other(list): X ATTORNEY REVIEW: Yes No )4 FISCAL NOTE:, There are no direct costs to the City associated with this resolution. The $20,000 awarded by Rasmuson will be matched by the funds committed to the project by the Seward Mariner's Memorial Project. Approved by Finance Department tiAixdz3 RECOMMENDATION: 00-5 Council approve Resolution 2014- accepting Rasmuson Grant#7382 on behalf of the Seward Mariner's Memorial Project. � & � k� U � �� kJ .^ ' ` � ',. �/ � �/ / ` }- U U >J [) Alr | U N GRANT AGREEMENT Grantee: City of Seward Total Award Amount $20,000,00 Project Title: Seward Mariner's Memorial project. Date Awarded 6/1/2013 Grant Number 7382 Grant Type: Tier 1 Award Detail and Conditions: 1:1 challenge grant up to$20,000 to support Phase 2 of the Seward Mariner's Memorial p 'eot. Rasmuson Foundation will match one dollar for every dollar raised in cash for the p 'ac1 between 6/1/13 - 5/31/14, up to$20,000. The City of Seward will not be eligible to apply for a grant for Phase 3 of this project. Program Officer: GharitvSommer By signing this document, the grantee agrees to accept any and all conditions of this grant award and to comply with the requirements of Rasmuson Foundation. Please provide a signature from an official who is authorized to sign contracts on behalf of the organization (for example, the Executive Director or Chair of the Board of Directors; the Mayor or City Manager; IRA Council President or Tribal Administrator; or Chancellor, Dean or Director. City of Seward HF grant number 7382 in Initial Page 1 of � �-- \�� Rev.07/10 CJ '7)-1 qit 11V2— Bydp Iowa or printed Legal Name of Organization --2c)ra Signature Date Typed or printed Name and Title (Please sign this Agreement, initial each page where indicated, and return it to the Foundation by the date indicated in the award letter. Retain a copy for your records.) v..10 City of Seward RF grant number 7382 4114 Initial Noil# Page 2 of 3 (C) Rev.07/10 Rasmuson Foundation Grant Award and Conditions 114110. Grant Number The Grant Number for this award is 7382. Please refer to this number in all correspondence related to this award. Grant Payments Outright Portion By signing this agreement you acknowledge receipt of payment in full for the outright portion of this grant. Challenge Portion A grant with a challenge component will be paid only when those conditions have been met. The form titled Certification of Meeting Grant Conditions is to be used to explain how the challenge condition has been met. Challenges must be met by the grant end date. Grant payments for challenges require receipt of a Payment Request form from the grantee a minimum of 30 days prior to payment. Approved payment requests from all grantees are batched and processed once a month; checks are mailed at the end of the month. Expenditure of Funds This grant is made based upon a specific proposal that contains a project description. It is expected that the entire amount of this grant will be applied to the described project and not used for any other purposes. If, at the end of the grant period, unspent funds remain, the balance of the grant funds must be returned to the Foundation. Grant Duration As agreed during the grant proposal review process, the project has the following begin and end dates: Project begin date: 6/1/2013 Project end date: 5/31/2014 Reporting Requirements A final report is due within 30 days after the grant end date. In reporting, the grantee should describe the status of the project, and explain the project impact on the grantee organization. Extension Extensions are not encouraged for small grants. Should you be unable to complete your project by the grant end date, you should contact your Program Officer prior to the grant end date. City of Seward RF grant number 7382 Initial 'tour /4 Page 3 of 3 Rev.07/10 Budget Reallocation or Project Revision Requests to substantially revise the scope of an award for activities not originally proposed, or ■ind inconsistent with the award's intent, are not permitted. Unspent Funds It is the policy of the Foundation that unspent funds are returned with the final report. Certification of IRS Status By signing this document, the grantee certifies that it is a tax-exempt agency under Section 501 (c) (3) of the Internal Revenue Code and is classified as not a private foundation under Section 509 (a) (1) or 509 (a) (2) of the Code or, a unit of government, or an officially recognized tribal organization. If the organization is required to file form 990 or any version thereof,the grantee certifies that these have been filed for the last three tax years (the most recent tax year may be on an unexpired extension). Any change in IRS tax-exempt status must be promptly reported to the Foundation. Change in Key Personnel or Contact Information Please notify your Program Officer if the official who signs this document leaves office or changes, or with any other contact information change. This allows the Foundation to keep you apprised of new opportunities and changes. Termination of Award Failure to fulfill the terms of this agreement may result in termination of the grant. If the grant is terminated, the Foundation may ask for return of grant funds. Also, the organization may be ineligible to apply for future funding from the Rasmuson Foundation. Niagio# Forms The Final report mentioned in this document is available on the Foundation's web site at www.rasmuson.orq under"resources/forms/reporting and payment request forms." If you have questions, please call or email: Program Officer: Shanty Sommer Phone: (907) 297-2876 Email: ssommer@rasmuson.org City of Seward 4 RF grant number 7382 4111111 04, Initial Page 4 of 3 Rev.07/10 PIIIPIIPPIIOI IMAGE OR ARTWORK USE AUTHORIZATION FORM RASMUSON 1, OUNDA'l ION Organization or Artist Name: City of Seward Project Title: Seward Mariner's Memorial project. Grant Number: 7382 Rasmuson Foundation is granted permission to use images or artwork (the Work) submitted with my application or reports to promote me, my organization, my/our work; to raise awareness of the Foundation's work and funds available for grants; and to highlight the depth of creative talent that exists in Alaska. Images or artwork may include digital documentation such as photos, videos, audio files, etc. Artist attribution will be supplied in all uses of the Work. Work may be featured in press releases, on the Foundation's website, in Foundation social media sites, or in Foundation publications. l understand that granting permission to use the Work for promotional purposes is not a 10■11. requirement for receiving a grant from Rasmuson Foundation. No remuneration will be provided for this promotional use. You are affirmatively representing that the Work is your/your organization's legal property to distribute and you are granting Rasmuson Foundation permission to use these images for publicity use only. lease check one box below and return this form in the envelope provided. / I AGREE to the above statement. 0 I DO NOT AGREE to the above statement. / By: JAM.% )--luv-,-/— C&.4.../ Al A-Noc,11 , CAA)W2yee4 i Ty.- • or printed Name Lind Title ‘3 dAilly, 'Ad. 4011110■111106nr- 6-2 ---i3 Or Signature Date Phone ('967) 2z/1-go it? Email Address (2.4)/V7- c-ed 1t9-(.5tvi9eol Ylef 1 Cl Rev.07/10 Sponsored by: Hunt ftsd CITY OF SEWARD,ALASKA RESOLUTION 2014-004 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, EXPRESSING STRONG SUPPORT FOR GOVERNOR PARNELL'S PROPOSAL TO APPROPRIATE $3 BILLION FROM THE CONSTITUTIONAL BUDGET RESERVE DIRECTLY INTO THE ALASKA RETIREMENT TRUST FUNDS IN 2015 WHEREAS, the combined unfunded liability of Alaska's Public Employee's Retirement System (PERS) and Teacher's Retirement System (TRS) is $11.8 Billion at June 30, 2012; and WHEREAS, the funded ratio of PERS is 61.3% and TRS is 52.1% at June 30, 2012; and WHEREAS, the Governor has identified the State's unfunded pension liability as Alaska's biggest budget driver, with annual State Assistance payments expected to exceed $1 Billion per year without a substantial cash infusion directly into the retirement trust funds; and WHEREAS, State Assistance payments on behalf of municipalities provide significant rate relief to local taxpayers, provide budget predictability, affordability, and stability to local governments, and are crucial to the financial health of Alaska's municipalities and school districts; and WHEREAS, Governor Parnell's plan is in the best interests of the retirement systems, the State of Alaska and its municipalities by honoring Alaska's constitutional obligations, reducing annual state assistance contributions to a more predictable and sustainable $500 Million per year, increasing the funded status of the PERS and TRS by 10%, honoring the State's previous commitment to pay employer contribution rates in excess of 22%, allowing for future interest earnings to offset future contribution requirements, reducing pressure on future State and local government budgets, strengthening the credit rating of the State of Alaska and its municipalities, increasing future flexibility at a time when oil production is anticipated to decline, and solving the problem now when reserves are available rather than passing the problem to future generations of Alaskans. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: CITY OF SEWARD, ALASKA RESOLUTION 2014-004 /iltry Section 1. The City Council of the City of Seward expresses strong support for Governor Parnell's proposed transfer of$3 Billion from the State's Constitutional Budget Reserve directly into the retirement trust funds. Section 2. The City Council expresses concern for any proposal to place the proposed $3 Billion into a Reserve Fund rather than directly into the retirement trust funds. The purpose of a Reserve Fund is to provide future flexibility to allow monies to be used for purposes other than the provision of pension benefits. The existence of the Reserve Fund gives a potentially false assurance that funded levels of the retirement trust funds are adequate to pay pension benefits, thereby reducing required employer contributions into the system. Future tapping of the Reserve Fund however, would significantly exacerbate the unfunded liability at a time when Alaska has diminished flexibility to address the problem due to lower oil production and likely lower reserves. Section 3. The City Council further expresses strong support for the Governor's proposal to continue to provide $500 Million per year in State Assistance payments on behalf of municipalities and school districts. State Assistance payments should not be further diminished. Any further reduction in State Assistance necessarily extends the amortization of the unfunded liability resulting in local governments and school districts having to pay the 22% (PERS) and 12.56% (IRS) employer contribution rate for many more years than they otherwise would, and significantly shifting costs from the State to its municipalities. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13th day of January, 2014. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor COUNCIL AGENDA STATEMENT f'4°c stlt• ,1;:41t40 ° Meeting Date: January 13, 2014 , 4;; e ICASO From: James Hunt, City Manager Agenda Item: Support for Governor Parnell's proposal to appropriate $3 Billion directly into Alaska retirement trust funds BACKGROUND & JUSTIFICATION: The City of Seward is a participant in the public employee's retirement system (PERS) managed by the State of Alaska. The combined unfunded liability of the PERS and the Teacher's Retirement System (hereinafter jointly referred to as the "System") is $11.8 Billion at June 30, 2012. The funding ratio of the PERS system is 61.3% and the TRS system is 52.1%, at June 30, 2012. Alaska Statute currently requires that the State of Alaska pay not only its contributions as an employer to the PERS retirement system, but also the amount by which the employer contribution rate exceeds 22%. This amount is known as "State Assistance", and is paid on behalf of other employers in the system (including the City of Seward), in an effort to reduce the impact of growing retirement system contributions on local governments and local taxpayers, and to provide budget predictability, affordability, and stability. Nod From 2009 through the first half of 2013, the State of Alaska contributed $2,215,820 into the Public Employee's Retirement System on behalf of the City of Seward. Governor Sean Parnell has proposed in his 2015 budget, a $3 billion transfer from the Constitutional Budget Reserve directly into the Alaska Retirement Trust Funds. The Governor's proposal also proposes to cap the State Assistance payments going forward, at $500 million per year. This will provide needed rate relief to the State budget in a time of diminishing oil production, will honor the State's previous commitment to assist local governments, will increase the funded ratio of the PERS and TRS by approximately 10% immediately, and is expected to strengthen the State's credit rating. The additional interest earnings from the $3 billion will result in lower required State contributions into the retirement system in the future. One significant potential risk associated with this proposal is if the legislature decides to move the $3 billion contribution not directly into the retirement systems, but into a reserve fund. The reserve fund concept is intended to provide added flexibility to the State in the future; should the State need the monies for a different purpose, the legislature can tap the reserve for purposes other than funding retirement system pensions and benefits. This is a significant risk to the solvency of the retirement system because it gives a false assurance that there will be sufficient 'gad ac:)\ ‘ftp, future funding in the systems to pay pension benefits, thereby reducing current contribution levels and potentially requiring significant injections into the system in the future, when the State is unlikely to be in a position to afford them. Therefore, the City should be vigilant in its opposition to any proposal to place the $3 billion into a reserve fund rather than directly into the retirement system. Further, it is important to note that this proposal will result in higher costs to local governments, including the City of Seward, when compared with the status quo. Under the status quo, the System is expected to be fully funded by 2031, meaning that after that time, the City will no longer be required to pay 22% of covered payroll into the retirement system; rather, it will pay only the normal cost (estimated at around 6%). Under Governor Parnell's proposal, the City will be required to contribute the 22% rate into the retirement system until 2036 (an additional five years, at an approximate additional cost to the City of$3.9 million). This proposal also assumes that current actuarial assumptions regarding investment earnings assumption, benefit levels, etc. are accurate, and to the extent that they are inaccurate and result in increased unfunded liability, the City's costs will be even higher. The trade-off here is that the status quo is unsustainable to the State of Alaska and its operating budget. Without some type of plan to reduce the State's annual State Assistance payments on behalf of local governments, we run the risk of further State cuts to local governments such as State Revenue Sharing, grant funding for capital and infrastructure, an increase in the required employer contribution rate above 22%, etc. Nor CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan(document source here): X 2. Strategic Plan(document source here): X 3. Other(list): X FISCAL NOTE: Support for the Governor's proposal is expected to cost the City of Seward at least $3.9 million in added contributions toward the PERS unfunded liability, as the amortization period for the liability is extended by five additional years. To the extent that additional unfunded liability is created (actuarial assumptions are wrong and create additional liability), the City's costs will be even higher. Approved by Finance Department Y.44:21 ) ATTORNEY REVIEW: Yes No X RECOMMENDATION: 26 14 - 004 Council approve Resolution Mil- expressing strong support for Governor Parnell's proposal to appropriate $3 billion from the Constitutional Budget Reserve directly into the Alaska Retirement Trust funds in 2015. Sponsored by: Hunt N.41rd CITY OF SEWARD, ALASKA RESOLUTION 2014-005 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CREATION OF A NEW ACCOUNTING FUND OF THE CITY FOR THE PURPOSE OF SEPARATELY ACCOUNTING FOR FINANCIAL ACTIVITIES ASSOCIATED WITH THE SEWARD COMMUNITY HEALTH CENTER, WHICH FLOW THROUGH THE CITY OF SEWARD WHEREAS, the Seward City Council approved Resolution 2010-109 on November 8, 2010 directing the City Manager to submit an application for federal funding to establish a Federally Qualified Health Center in Seward; and WHEREAS, the City Council approved Ordinance 2010-008 on December 13, 2010, establishing a Board of Directors of the Seward Community Health Center; and WHEREAS, the City Council approved Ordinance 2013-013 on December 16, 2013, amending Titles 2 and 3 of the Seward City Code for the purpose of authorizing the board of directors of the Seward Community Health Center, an independent non-profit entity, to operate a community health center in Seward; and WHEREAS, the City of Seward and the Seward Community Health Center are co- applicants for the purpose of receiving federal grant funds for federally qualified health centers under Section 330 of the Public Health Service Act (42 U.S.C. §254b) and the City is charged with ensuring that funding under this program is spent in accordance with federal requirements, and as such, desires to establish a legally separate Fund of the City for purposes of tracking all revenues, expenditures, and financial activity associated with the Seward Community Health Center which flow through the City of Seward. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The Seward City Council hereby authorizes creation of the Seward Community Health Center Fund no. 803, for the purposes of accounting for all financial activity associated with the flow of funds from the City to the Seward Community Health Center, either as pass-through grants or from City or other sources. Section 2. The creation of this Fund is retroactive to December, 2013. Section 3. This resolution shall take effect immediately upon its adoption. .11S COUNCIL AGENDA STATEMENT Meeting Date: January 13, 2014 Sek► Through: James Hunt, City Manager :�—, From: Kristin Erchinger,Finance Director ; ' '4P Ft' • Agenda Item: Creation of new Fund to account for financial activities of Seward Community Health Center BACKGROUND &JUSTIFICATION: The City of Seward utilizes separate accounting Funds in order to segregate financial activities of different types of entities and/or funding sources within the City of Seward's financial accounting system. The City of Seward and the Seward Community Health Center, a legally separate 501(C)(3) corporation, are co-applicants for purposes of obtaining federal grant funds to support a Federally Qualified Health Center in accordance with Section 330 of the Public Health Service Act (42 U.S.C. §254b). This partnership requires that the City of Seward serve as the pass- through entity for federal funds utilized for the FQHC. The administration desires to establish a new enterprise fund to segregate accounting transactions, to ensure that all activities associated with the Seward CHC which flow through the City of Seward's financial records, are easily tracked and reported to granting agencies and independent auditors. Creation of Fund 803, Seward Community Health Center, will serve that purpose. Should the auditors determine that a fund-type other than enterprise fund is more suitable,the Fund type is subject to change. INTENT: The intent of this action is to obtain authorization to create a new enterprise fund of the City, effective December 2013, to segregate financial activities associated with the Seward Community Health Center, from activities associated with the City of Seward. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan(document source here): X 2. Strategic Plan(document source here): X 3. Other(list): X ATTORNEY REVIEW: Yes X No FISCAL NOTE: This action will have no financial impact on the City. It will however, allow for segregation and proper accounting for financial transactions associated with activities of the Seward Community Health Center, which flow through the books of the City of Seward. Approved by Finance Department: Y-4,7: 3,-ttrA1,47.3 RECOMMENDATION: 005 Council approve Resolution 2014- authorizing creation of a new Fund of the City retroactive to December 31, 2013. Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2014-006 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,AMENDING THE PARTICIPATION AGREEMENT WITH THE PUBLIC EMPLOYEES RETIREMENT SYSTEM (PERS), TO EXCLUDE SEWARD COMMUNITY HEALTH CENTER EMPLOYEES FROM PARTICIPATION WHEREAS,the City of Seward("City")and the State of Alaska entered into an agreement ("Agreement")relating to participation by the City in the Public Employees' Retirement System of Alaska("PERS"),beginning January 1, 1979; and WHEREAS, the Seward City Council has amended the Agreement nine times since the original agreement was approved, for the purpose of including or excluding specific classes of employees from participation in PERS; and WHEREAS, the City of Seward adopted Ordinance 2013-013 on December 16, 2013, agreeing to become the employer of record for employees of the newly formed Seward Community Health Center for a limited period of time and under the specific condition that those employees not become members of the Public Employees Retirement System. There are currently no employees of the Seward Community Health Center, but future such employees will be subject to the personnel policies and procedures of the stand-alone 501(c)(3)entity, Seward Community Health Center;and WHEREAS, an amendment to the PERS Agreement requires a Resolution by Council, requesting specific modifications to the Agreement, and this Resolution represents the tenth Amendment to the Agreement. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,that: Section 1. The City Council of the City of Seward(182)hereby excludes employees of the Seward Community Health Center from participation in the Public Employees'Retirement System. Section 2. The City Manager of the City of Seward is authorized and directed to take any and all steps necessary to execute Participation Agreement Amendment No. 10 between the City of Seward and the State of Alaska, Department of Administration. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13th day of January, 2014. bNod COUNCIL AGENDA STATEMENT 'ft, Meeting Date: January 13, 2014 a: •;'� glasKP From: James Hunt, City Manager Agenda Item: Amendment No. 10 to PERS Participation Agreement BACKGROUND &JUSTIFICATION: The City of Seward has been a participant in the public employee's retirement system (PERS) managed by the State of Alaska, since January 1, 1979, and the City's participation in PERS is governed by the Participation Agreement ("Agreement"). This agreement has been previously amended nine times for the purpose of including or excluding specific classes of employees from participation in PERS. The City of Seward adopted Ordinance 2013-013 on December 16, 2013, agreeing to become the employer of record for employees of the newly formed Seward Community Health Center ("SCHC") for a limited period of time and under the specific condition that employees of SCHC not be eligible to participate in PERS. Therefore, the PERS Agreement must be amended to explicitly exclude employees of the SCHC from participation. This will be the tenth amendment to the Agreement. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan(document source here): X 2. Strategic Plan(document source here): X 3. Other(list): X FISCAL NOTE: There will be no cost to the City of Seward associated with excluding the employees of the Seward Community Health Center from PERS. However, there are expected to be cost savings to the SCHC from not having to contribute 22% of covered payroll toward the public employee's retirement system. The SCHC will likely provide retirement benefits to some of its employees, and the costs are expected to be significantly lower than 22% of covered payroll. Approved by Finance Department :X1/ ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approve Resolution 2014- ow amending the Participation Agreement with the Public Employees Retirement System, to exclude Seward Community Health Center Employees from participation. Sponsored by: Hunt CITY OF SEWARD, ALASKA Neal RESOLUTION 2014-007 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, DEFINING THE SCOPE OF WORK AND SUPPORTING THE ROAD PRIORITY LIST THAT IS TO BE FUNDED USING THE STATEWIDE TRANSPORTATION IMPROVEMENT AND FEDERAL EARMARK MONIES ADMINISTERED THROUGH ALASKA DEPARTMENT OF TRANSPORTATION AND PUBLIC SAFETY WHEREAS, the City of Seward currently has an earmark with the Alaska Department of Transportation in the amount of$2,700,000, requiring a match of$300,000 from the City; and WHEREAS,an original draft list of priorities was presented to the City Council on March 8, 2010 and approved by council on July 26,2010 to come up with a defined priority list for expending the available funding; and WHEREAS,action was not taken at that time and the monies were reallocated,requiring the City of Seward to submit a new priority list for 2014; and WHEREAS, the 2010 priority list has been updated and a draft list of road improvement projects by priority is attached; and Nod WHEREAS,in order to receive these funds,the City must provide a defined scope of work and list the roads to be repaired; and WHEREAS,the attached road improvement projects by priority defines the City's wishes to expend the federal grant monies. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City of Seward, City Council adopts the road improvement priorities, as substantially presented at this meeting, to be funded using the Statewide Transportation Improvement Program, Federal Earmark and City of Seward monies. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska,this 13th day of January, 2014. as Ned Council Agenda Statement Meeting Date: January 13, 2014 e.4 Of Sets. ‘11109 :V:11404$ Through: Jim Hunt, City Manager From: William Casey, Public Works 14A-sy, Agenda Item: Statewide Transportation Improvement Program BACKGROUND & JUSTIFICATION: The City of Seward has been asked by the State of Alaska Department of Transportation to list and prioritize road improvements,without the addition of sidewalk work.The road priority list and scope of work is attached for Council approval. This earmark grants the City of Seward $2,700,000 in funding for road, improvements and will require a$300,000 match from the City. The City Council has met to discuss public feedback and this priority list since its original approval in 2010. To secure these funds the City of Seward, City Council must adopt a final road priority list to submit to ADOT&PF. INTENT: The City of Seward, City Council adopts the road priorities as attached that are to be funded using the Statewide Transportation Improvement Program and Federal Earmark monies. The adopted list will be forwarded to ADOT&PF in order to secure an earmark for road repair and improvement. After ADOT&PF receives the adopted list, they will assign costs to the associated work and further work with the City to determine a feasible project and timeline. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan: section 3.4.1 Roads and 3,4.4 Transportation 1. X systems. 2 Strategic Plan: page 16 "Provide Safe and Efficient Vehicular . X Transportation Facilities That Meet the Needs of the Community" 3. Other (list): FISCAL NOTE: The available earmark requires a match of approximately $300,000. Administration expects to come back to the City Council with a request to appropriate this amount from the General Fund's fund balance account, at the time a contract is forwarded to Council for approval. Approved by Finance Department: ,A z_.!/!* . 1 ATTORNEY REVIEW: Yes No X RECOMMENDATION: 20 14 - 001 Council approves Resolution 4Er11"-- adopting the road priorities as attached that are to be funded using the Statewide Transportation Improvement Program and Federal Earmark monies. Seward 2013 Road Improvement Scoping City of Seward 2013 Street Improvement Needs Nod The City of Seward has obtained funding for street improvements through the State of Alaska Department of Transportation and Public Facilities (ADOT&PF). This document identifies and prioritizes improvements that can be accomplished using that funding. The initial funding was reported to be $1,100,000 and a needs assessment was completed in 2008 assuming that level of funding. That funding has been reported to have increased to$3,000,000 and this revised scoping summary has been prepared. This is total project funding and must pay for all costs including environmental review, preparation of contract design documents, and construction support services. The cost of projects identified in this assessment may exceed the available funding. PROJECT PROCESS —The funding is being administered through ADOT&PF and the project process will have to follow ADOT&PF procedures. The City of Seward needs to work with ADOT&PF in determining what elements of work are required and who will be responsible to accomplish the work. Some of the elements of work that need to be addressed between the City of Seward and ADOT&PF include the following: A. Type of Project —The type of project relative to the actual improvements to be accomplished will impact the level of design and front-end work. At this time, the City intends to provide asphalt overlays (which could include milling) with only minimal foundation repair and drainage improvements. B. Environmental and Preliminary Engineering-Elements that need to be reviewed for level of effort that will be required, include: 1. Scoping I Reconnaissance —Additional effort required beyond preliminary project location identification. 2. Field Activities —Level of surveying, including both design and control, and geotechnical investigation if any. 3. Public Involvement requirements. 4. Environmental-Although this project should qualify for a Categorical Exclusion (CE),level of environmental effort should be identified. C. Design Process —Level of effort could differ significantly, depending upon the scope of the project. Components include: 1. Design Study Report (DSR) 2. Right-of-Way (ROW) Certification requirements could be an issue. 3. Utility Conflict —Should not be an issue if only doing minimal foundation repair and minimal drainage work. Road Improvement Scoping Page I of 19 12/11/13 Seward 2013 Road Improvement Scoping 4. Design Process-Level of design review should be determined. Reviews can include Local, Plans-in-Hand (PIH), Pre-Plans, Specification and Estimates (Pre-PS&E) and Final PS&E. D. Bidding and Construction Phases Services-Responsibility and level of effort for bidding and construction phase services. POTENTIAL PROJECT IDENTIFICATION —The projects identified in this initial scoping review were developed by the City of Seward Public Works Department based on visual observation and historical maintenance knowledge. The projects are presented in a south to north orientation and fall into several location categories: Downtown, Gateway /Jesse Lee Subdivisions and Forest Acres Subdivision. The Downtown and Gateway /Jesse Lee projects encompass streets that are currently paved.The Forest Acres projects include both paved and gravel surfaced roadways. The Forest Acre improvements may include ROW challenges in 2-3 places. LEVEL OF IMPROVEMENTS —In this initial review of projects the emphasis is on roadway resurfacing and minor drainage improvements. Resurfacing is assumed to be milling and re-pavement of the roadway. Drainage repairs are based on historical maintenance problems and generally include ditch and culvert improvements. No upgrades of sidewalks, curb, gutter, illumination or other amenities was considered. The City of Seward is patterning this project to similar improvements they completed with the Third Avenue Construction Contractor (QAP) in 2007. MAGNITUDE OF CONSTRUCTION COSTS —To help determine the level of projects 14110, that can be completed, general cost estimates were developed based on linear feet of roadway (assumed to be 25-feet in width). Costs were increased for foundation repair and drainage improvements. An average cost for milling, shaping, compacting and placing 2- inches of asphalt surfacing was assumed to be $30.00 per square yard or $85 per lineal foot of roadway.This cost assumes asphalt prices in the range of$129.00 per ton and a 25% premium for working in Seward, Alaska. There will also be a mobilization cost to the overall project, which is not included in the unit cost. 3\ Road Improvemen1 Scoping Page 2 of 19 12/11/13 Seward 2013 Road Improvement Scoping PROJECT IDENTIFICATION 41. A. DOWNTOWN STREETS 1. Washington Street (Fourth Avenue to Fifth Avenue) — Approximately, 300 feet by 48 feet of milling and paving. Roadway exhibits pot holes. Total roadway width is 48-feet. Would mill and repave the entire width not just driving lanes only. No special considerations. Cost: $26,000. 410 3a Road Improvement Scoping Page 3 of 19 12/11/13 Seward 2013 Road Improvement Scoping 411. 2. Fifth Avenue(Washington Street to Jefferson Street) — Approximately, 1350 feet by 60 feet of mill and repave (the entire width not just the driving lanes). There is some curb replacement required on the N.E. end of this section (W. side of Old Library, City Annex) needed.There are no other special considerations. Block between Adams Street and Jefferson Street is in comparatively good condition. Cost: $150,000. I. 14 411 33 Road Improvement Scoping Page 4 of 19 12/11/13 Se ward 2013 Road Improvement Scoping 3a. Aadre a nois V Street(Ff irs t l lAn ven u e to Second A venuoef)' xima te ly ,350 feet b1y j25 0UfSeet S mtag. Segments b aAd lot cracking treet neied s asnod pa'vinimal ditch work.Cost: $35,000. atelY 650 roxim venue). App 4g-foot. e to Fifth A width a Ord Avenu Total roadway lanes only.No s Street(Tiff and paving. driving 3b. Adam 4 i feet of milling width not just the feet by mill and repave entire 5b,000 special Cost. $ special considerations• mor 1l,, 12!11.113 page 5 0 19 Road improvement Sc°ping Seward 2013 Road Improvement Scoping 4. First Avenue (Adams Street to A Street) —Approximately, 2300 feet by 25 feet of milling and paving. From Washington Street to Jefferson Street, areas of alligator cracking are badly in need of ditching. Madison Street to A Street needs some ditching work. Drainage at A Street needs to be reviewed as it goes down embankment and behind AVTEC center. Cost: $200,000 1 4110 35' ' Road Improvement Scoping Page 6 of 19 12/11/13 Seward 2013 Road Improvement Scoping 5. Sixth Avenue (Jefferson Street to Madison Street) — Approximately, 350 feet by 25 feet of milling and paving: Consider minor ditching on the east side of the road as well as drainage coming down east/west alley behind the post office. Cost: $35,000. 6. Monroe Street (Fifth Avenue to Ballaine Boulevard)- Approximately, 650 feet by 25 feet of milling and paving.Consider ditching improvements. Cost: $58,000. 7. A Street (First Avenue to Third Avenue)- Approximately 650 feet by 25 feet of milling and paving.Consider minor ditching. Cost: $58,000. Road Improvement Scoping Page 7 of 19 12/1 1/1.1 Seward 2013 Road Improvement Scoping 410 8. C Street (Third Avenue to Fourth Avenue) —Approximately, 300 feet by 25 feet of milling and paving. Pavement in poor condition, and drainage improvements on the south side need to be addressed. Cost: $26,000. 9 Jefferson Street (First Avenue to Ballaine Boulevard)- Approximately, 1600 feet by 25 feet of milling and paving. This roadway is a main east- west corridor. The paving is in fair to poor condition and there are some depressions that may have been caused by sub-base failure.A major storm sewer runs along the south side of the road way.Cost: $138,000 c :4,1111111r. 11111111r "trimpos*, ,7' + 4 V ee 410 Road Improvement Scoping Page 8 of 19 12/11/13 Seward 2013 Road Improvement Scoping 10_ Madison Street(First Avenue to Ballaine Boulevard)—Approximately, 410 1600 feet by 25 feet of milling and paving. There is a sidewalk on the north side between Fourth and Fifth Avenues. This roadway is a main east-west condor. The paving is in fair to poor condition. Segment between First and Third Avenues is in best condition (except Second Avenue intersection) and blocks between Third and Fifth Avenues are in worst condition. Cost: $136,000. { l 1110 11. Fifth Avenue (A Street to B Street)–One block (300 feet) of 24-foot wide milling and paving.Pavement is in poor condition. Cost: $26,000 32' Road Improvement Scoping Page 9 of 19 12/11/13 ent Sco in% 2013 Road Ira b"25 feet o Sewa ely, 800 feet y e ppprox'n' south side of th rth end) d e to the Dint Road (11° halt tom the brig needs drainaow away from 12. Lo11'e111' needs asp d This area at the turn aroun )• work to direct surface gravel roadwla t contour processing p and possible 80,000 \-----41110 improvements Cost. the processing plant• or q M., ."4#, 1, Illir , 1 e rt ! -.cr''t ....,„..'3# � Yom.., 4 ••1 .,. h y FT \ 4110 1211/113 a°\ page 10 of 19 nt Scopin „toad Imwrovemeg g Seward 2013 Road Improvement Scoping 410 B. GATEWAY AND JESSE LEE SUBDIVISIONS 1. Phoenix Road (Barwell Street to Middle of Curve)-Approximately, 1000 feet by 25 feet milling and paving. Asphalt between Barwell Street and Bear Drive is in poor condition. Ditching needed on the west side. Segment between Bear Drive and Dora Way needs selective pavement replacement and culvert removal and replacement in selected locations. Cost: $90,000. 4110 Road Improvement Scoping Page 11 of 20 12111113 Seward 2013 Road Improvement Scoping _Approximately, to Phoenix Road) pavement damage° paving.Extreme Needs Bear Drive (S`'t'etmaf Avenue i and p ann Avenuep culvert esse 2. Be 25 feet o Swetm downstream 304 feet by off from improvements due al surface ,hater run ditch imp ive potential utility es �,,r construction, along Beat Dr 44,000 across S ction Cost: $ installation and swale constru Avenue. Lee Drive, and Swetmann conflicts at Bear Drive roximately 1000 ouSe) -`-App down hill. to Jackson s H e issues coming side of Road paving.Drainage sizing north on 460 4.4 3. D o t phoenix b 25 feet of mouths side °road and culvert up feet ditch on s Need new road. 404 Cost: $95, 1211/113 410 page 12 of 20 Road ImPCQVernent Scoping Seward 2013 Road Improvement Scoping 4. Resurrection Boulevard /Swetmann Drive (Alice Drive to Bear Drive – Approximately, 1,000 feet of ditch work, consisting of material removal and culvert installation at driveways/intersections. Purpose of ditching and culverts, is to catch the runoff before runoff crosses the road at the curve and causes erosion of the road section and private property. Ditching will be required as well as matching driveway grades. Cost: $85,000. CIO 5. Marathon Drive (Swetmann Avenue to Iron Drive) — Approximately, 800 feet of 25-foot wide milling and paving. There are some areas of asphalt heaving which may require foundation/sub-base repair. Cost: $68,000 410 Road Improvement Scoping Page of 20 12/11/13 Sew and 2013 ttoad Improvergem Scoping i rive) — Approximately. A. iesse Lee D gwetmann Drive Cost.$b8,p00 6. Benson Drive, milling1paving 8p0 feet by 25 feet o r v "n *p a S U: ''c:':4...G d F t 9 \ the Seward k D to a Drive (Benson/3"v feet of milling�paving 1 Coolidg 1200 feet by 115,000 esse Lee Drive gone. Cost: $ �. hwy� - roxitnatel4 letely g Hig a App halt is comp Some loca ns asp do M :x , ,» ' . L, page 14 or^o Road i aptovement Scoping Seward 2013 Road Improvement Scoping 111P C. FOREST ACRES SUBDIVISION 1. Birch Street (Dimond Boulevard to Alder Street) —Approximately, 1500 feet by 25 feet of milling and paving. Roadway has flat topography and no drainage facilities. Asphalt in poor condition. This section will require right-of-way establishment and drainage evaluation. Cost Range: $130,000 to $250,000. S. jppow At\ Road Improvement Scoping Page 15 of 20 12/11/13 Seward 2013 Road Improvement Scoping 6. 2. Alder Street (Birch Street to Dimond Boulevard)- Approximately, 500 feet of 25 feet milling and paving. Same condition as Birch Street. Cost Range: $50,000. ..5.- • -sal! .r ili AL**,t,„ v to 3. Ash Street (Oak Street to Dimond Boulevard)-Approximately, 1500 feet by 25 feet of gravel and asphalt roadway. Asphalt section needs to be milled and repaved. Segment between Elm Street and Maple Street was recently repaved with utility work in the area. Same conditions as Birch Street. Cost Range: $130,000 to $200,000. fit,. • :� 4110 Lk Road Improvement Scoping Page 16 of 20 12/11/13 Seward 2013 Road Improvement Scoping 410 4. Oak Street (Ash Street to Long Term Care Facility)- Approximately, 500 feet by 24 feet of gravel roadway paving. ROW appears to be adequate. Re-define ditch. Cost Range: $50,000 to $1 25,000 } 5. Sea Lion Avenue (Elementary School to Seward Highway) —This roadway serves the grade school and middle school and is approximately 800 feet in length. The asphalt is 32 feet wide and there is a sidewalk on the south side from the grade school to Dimond Boulevard. The asphalt is deteriorating in some locations and there are drainage issues (storm sewer has reverse grade). Small section was recently repaved. Cost Range: $100,000 to $125,000 'wa, i, 40 L—kc. Road Improvement Scoping Page 17 of 20 12/1 1/1 3 ( Table 1 - City of Seward 2013 Road Improvement Projects No. Street Name From To Length Cost Comments A-1 Washington Street Fourth Avenue 5th Avenue 300 $ 26,000 Repave Entire Width of Street A-2 Fifth Avenue Washington Street Jefferson Street 1350 $ 150,000 Repave Entire Width of Street A-3a Adams Street First Avenue Second Avenue 350 $ 35,000 Foundation and Ditching Work A-3b Adams Street Third Avenue Fifth Avenue 650 $ 56,000 Repave Driving Lanes Only A-4 First Avenue Adams Street A Street 2300 $ 200,000 Some Ditching Work Required A-5 Sixth Avenue Jefferson Street Madison Street 350 $ 35,000 A-6 Monroe Street Fifth Avenue Ballaine Boulevard 650 $ 58,000 A-7 A Street First Avenue Third Avenue 650 $ 58,000 A-8 C Street Third Avenue Fourth Avenue 300 $ 26,000 A-9 Jefferson Street First Avenue Ballaine Boulevard 1600 $ 138,000 Some storm drain and foundation work required A-10 Madison Street First Avenue Ballahe Boulevard 1600 $ 136,000 A-11 Fifth Avenue A Street B Street 300 $ 26,000 A-12 Lowell Point Road Bridge First Turnout 800 $ 80,000 Drainage work and re-grading required B-1 Phoenix Road Barwell Street Middle of Curve 1000 $ 90,000 Some Ditching Work Required B-2 Bear Drive Swetmann Avenue Phoenix Road 300 $ 40,000 Requires Culverts, Downstream Drainage Work B-3 Dora Way Phoenix Road Jackson's House 1000 $ 95,000 Requres Drainage Work (Ditches and Culverts) B-4 Resurrection Blvd. Alice Drive Bear Drive 1000 $ 85,000 Curb and Gutter and Sidewalk only B-5 Marathon Drive Swetmann Avenue Iron Drive 800 $ 68,000 B-6 Benson Drive Swetmann Avenue Jesse Lee Drive 800 $ 68,000 ()oh B-7 Jesse Lee I Coolidge Benson Seward Highway 1200 $ 115,000 C-1 Birch Street Dimond Boulevard Alder Street 1500 $ 250,000 ROW Issues, Extensive Drainage Improvements C-2 Alder Street Birch Street Dimond Boulevard 500 $ 50,000 ROW Issues,Extensive Drainage Improvements C-3 Ash Street Oak Street Dimond Boulevard 1500 $ 200,000 ROW Issues,Extensive Drainage Improvements C-4 Cedar Street Dimond Boulevard Ash Street 700 $ 60,000 C-5 Oak Street Ash Street Long Term Care Fac. 500 $ 125,000 C-6 Sea Lion Drive Elementary School Seward Highway 800 $ 100,000 TOTAL $2,370,000 Table 2 - Priority Listing of City of Seward 2013 Road Improvement Projects No. Street Name From To Length Cost Cost Priority Accumulation 2013 B-1 Phoenix Road Barwell Street Middle of Curve 1000 $ 90,000 $ 90,000 1 B-3 Dora Way Phoenix Road Jackson's House 1000 $ 95,000 $ 185,000 2 B-2 Bear Drive Swetmann Avenue Phoenix Road 300 $ 40,000 $ 225,000 3 B-4 Resurrection Blvd. Alice Drive Bear Drive 1000 $ 85,000 $ 310,000 4 B-5 Marathon Drive Swetmann Avenue Iron Drive 800 $ 68,000 $ 378,000 5 B-6 Benson Drive Swetmann Avenue Jesse Lee Drive 800 $ 68,000 $ 446,000 6 B-7 Jesse Lee/Coolidge Benson Seward Highway 1200 $ 115,000 $ 561,000 7 A-4 First Avenue Adams Street A Street 2300 $ 200,000 $ 761,000 8 A-2 Fifth Avenue Washington Street Jefferson Street 1350 $ 150,000 $ 911,000 9 A-7 A Street First Avenue Third Avenue 650 $ 58,000 $ 969,000 10 A-3a Adams Street First Avenue Second Avenue 350 $ 35,000 $ 1,004,000 11 A-3b Adams Street Third Avenue Fifth Avenue 650 $ 56,000 $ 1,060,000 12 A-1 Washington Street Fourth Avenue 5th Avenue 300 $ 26,000 $ 1,086,000 13 (-' A-9 Jefferson Street First Avenue Ballaine Boulevard 1600 $ 138,000 $ 1,224,000 14 A-10 Madison Street First Avenue Ballaine Boulevard 1600 $ 136,000 $ 1,336,000 15 A-6 Monroe Street Fifth Avenue Ballaine Boulevard 650 $ 58,000 $ 1,418,000 16 A-5 Sixth Avenue Jefferson Street Madison Street 350 $ 35,000 $ 1,453,000 17 A-8 C Street Third Avenue Fourth Avenue 300 $ 26,000 $ 1,479,000 18 A-11 Fifth Avenue A Street B Street 300 $ 26,000 $ 1,505,000 18 C-3 Ash Street Oak Street Dimond Boulevard 1500 $ 200,000 $ 1,705,000 19 C-5 Oak Street Ash Street Long Term Care Fac. 500 $ 125,000 $ 1,830,000 20 C-6 Sea Lion Drive Elementary School Seward Highway 800 $ 100,000 $ 1,930,000 21 C-1 Birch Street Dimond Boulevard Alder Street 1500 $ 250,000 $ 2,180,000 22 C-4 Cedar Street Dimond Boulevard Ash Street 700 $ 60,000 $ 2,240,000 23 C-2 Alder Street Birch Street Dimond Boulevard 500 $ 50,000 $ 2,290,000 24 A-12 Lowell Point Road Bridge First Turnout 800 $ 80,000 $ 2,370,000 25 TOTAL $2,370,000 (ki... (46 (._ Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2014-008 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,COMPENSATING METCO INC.$79,046.47 FOR EMERGENCY DEBRIS REMOVAL AND DISPOSAL DURING THE OCTOBER 2013 FLOOD AT LOWELL CREEK OUTFALL AND APPROPRIATING FUNDS WHEREAS,beginning on October 28,2013, substantial heavy rainfall affected the City of Seward and outlying areas, causing an official closure of the Lowell Creek Bridge; and WHEREAS, on October 29, 2013 the City Manager of the City of Seward issued a Declaration of Disaster; and WHEREAS,the Division of Homeland Security continues to meet with staff from Public Works and Finance regarding the flood related damage assessments and the City has expectations that the cost of the debris removal will be eligible for reimbursement from the State and/or Federal Disaster Funding; and WHEREAS, a Request for Public Assistance was submitted to the Division of Homeland Security on December 5, 2013; and WHEREAS,the Public Works Department has a Proposal to Contract for Services on file with Metco Inc., and requested their services once it was apparent that the water and debris coming from the Lowell Creek Outfall was more than our equipment and staff could handle; and WHEREAS, on November 13, 2013, the final debris was removed from the Lowell Creek Outfall and an invoice from Metco Inc. for$79,046.47 was submitted; and WHEREAS, an authorization of payment to Metco Inc. is requested for an amount not-to exceed seventy nine thousand forty six dollars and forty seven cents ($79,046.47) for emergency efforts to clear and remove debris from the Lowell Creek Outfall; and WHEREAS, Seward City Code section 6.10.120 A(2) states restrictions and provisions of major purchases and competitive bids shall not apply where an emergency makes the delay incident to competitive bidding unreasonable. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA THAT: Section 1. The City Council of the City of Seward authorizes payment to Metco Inc. for a total amount not-to-exceed, seventy nine thousand forty six dollars and forty seven cents %try ($79,046.47). so CITY OF SEWARD, ALASKA RESOLUTION 2014-008 Nor, Section 2. Funding is hereby appropriated from anticipated State FEMA grant revenue account number 866-8668-4680-0200 in the amount of$79,046.47 to contracted services account number 866-8668-5390-00024 for emergency debris removal from the Lowell Creek Outfall,with said expenditures anticipated to be reimbursed from state grant funds. 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 13th day of January, 2014. THE CITY OF SEWARD,ALASKA Jean Bardarson,Mayor ,40010 AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) 1-7 Agenda Statement .,of set,. Meeting Date: January 13, 2014 ett4S, c.) 1116PV 1*-- 4_ To: City Council W\- '1eA0-P" Through: Jim Hunt, City Manager From: W.C. Casey, Public Works Director Agenda Item: Authorize a total payment of$79,046.47 to Metco Inc. for emergencydebris removal and disposal during the October 2013 flood at Lowell Creek Outfall and appropriate funds. BACKGROUND & JUSTIFICATION: On Monday, October 28, 2013, heavy rainfall in the Seward area created a flood situation at the Lowell Creek Outfall, when approximately 24,000 cubic yards of debris flowed through the tunnel. This tremendous amount of debris caused closure of the Lowell Creek Bridge at 4:38 p.m.Monday afternoon. On Tuesday, October 29, 2013, at 11:40 a.m., the City Manager issued a Declaration of Disaster for the City of Seward. City Code section 6.10.120 A (2) states restrictions and provisions of major purchases and competitive sealed bids shall not apply "Where an emergency makes the delay incident to %tor competitive bidding unreasonable". Metco Inc. has a Proposal to Contract for Services on file with the City of Seward. Public Works Director,W.C. Casey,called Metco Inc.early Monday,October 28th, to assist Public Works staff in clearing debris from atop the bridge as well as dredging the accumulating debris from Lowell Creek. Public Works and Metco Inc. worked jointly through November 13th,2013,to remove the debris in an effort mitigate future flooding in the area. Once the rain subsided and the debris was cleared, Metco Inc. issued an invoice to the City of Seward for $79,046.47 for their services. The Division of Homeland Security (DHS) has met with staff from Public Works and Finance multiple times in preparation of documentation and submittal of reimbursable expenses. On December 5, 2013, the City submitted a Request for Public Assistance to DHS. The City has expectations that the cost of the debris removal will be eligible for reimbursement from the State and/or Federal Disaster funding. INTENT: Council authorizes payment to Metco Inc. in the amount of $79,046.47 for emergency debris removal and disposal during the October 2013 flood at Lowell Creek Outfall and appropriates funds. ‘11., e3\ CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here):Natural Hazards 3.8.1 X 2 Strategic Plan (document source here): Promote a Safe Community, X Page 18 3. Other(list): FISCAL NOTE: Funds for payment to Metco Inc. are available from anticipated reimbursement funds from FEMA. A Request for Public Assistance was submitted to the Division of Homeland Security and Emergency Management on December 5, 2013 and we anticipate reimbursement for expenses incurred due to the October 28, 2013 flood event. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approves Resolution 2014- 06 to authorize payment of $79,046.47 to Metco Inc. for services rendered during the removal and disposal of debris from the Lowell Creek Outfall and to appropriate funds. CITY OF SEWARD .a r:' •City Manager' Office (907) 2244047 P.O. Box 167 •Fax (907) 224-4038 410 Adams Street •jhutit( city°ofseward.net Seward,Alaska 99664-0167 <: - •wvw.cityofseward.us October 29, 2013 Kenai Peninsula Borough Office of Mayor Mike Navarre 144 N Binkley Street Soldotna, Alaska 99664 RE: City of Seward Declaration of Disaster Request Dear Mayor Navarre, On October 29th, 2013 the City of Seward hereby declares a State of Emergency for our community due to heavy rains and flooding. We have suffered significant damage to the bridge at the north end of Lowell Point Road, Lowell Point road itself and lift station number 3 due to flooding conditions. The storm is expected to intensify on Wednesday October 30th, 2013 and an assessment of the severity and extent of damages has not been possible. Other areas within the City will be assessed weather and manpower permitting. It is clear that the damage that is visible thus far will exceed the recovery and financial capabilities of the City. We are requesting Borough assistance conducting damage assessment and repairs. In the event of continued significant or increased rainfall in the next few days, the severity and range of this emergency could escalate. Please do not hesitate to contact me at 907-224-4012 or 907-422-4178 if you need further information. Sincerely, Nxiir James S. Hunt /1:110411N., City Manager jhunt @cityofseward.net .54 Metco, Inc Service Work Order At 2701 Seward Hwy. Date: 10/28/2013 Seward AK 99664-9711 907-224-3151 License: 5733 Billed To: CITY OF SEWARD Location: Waterfall P. 0. BOX 167 SEWARD AK 99664 Seward AK Purchase Order#: Resale#:000263E08 Client#: 113 Record#: 60485 Invoice#: 72539 Description Unit Quantity Price Ext Price 10/28/13 KW5 w/Hyster Lowboy- Mobe IN 290 Excavator(JT)(TG) Hour 1.50 230.00 345.00 KW5 w/Hyster Lowboy- Mobe IN 324 Excavator(JG)(JT) Hour 1.50 230.00 345.00 Kobelco 290 Excavator-Clear gravel&Debris(TG) *OT* Hour 12.00 280.00 3,360.00 CAT 324 Excavator-Clear gravel&debris(JG) *OT* Hour 18.00 280.00 5,040.00 N.. 10/29/13 Kobelco 290 Excavator- Clear gravel &debris(TG) Hour 8.00 245.00 1,960.00 Kobe!co 290 Excavator-Clear gravel &debris (TG) *OT* Hour 1.50 280.00 420.00 CAT 324 Excavator-Clear gravel &debris(MT) Hour 7.00 245.00 1,715.00 Circle R Sidedump- Haul overburden (WS) Hour 4.50 166.00 747.00 10/30/13 Kobelco 290- Excavate&drain culvert/ Place rip rap(TG) Hour 8.00 245.00 1,960.00 KW5 w/Hyster Lowboy- Mobe OUT CAT 324 EX (MT) Hour 1.00 230.00 230.00 D-1 Crushed Yard 46.17 15.02 693.47 10/31/13 Kobelco 290 Excavator- Load out trucks(TG) Hour 8.00 245.00 1,960.00 Circle R Sidedump- Haul overburden (WS) Hour 8.00 166.00 1,328.00 Side Dumper Trailer#631 - Haul overburden(LG) Hour 5.00 166.00 830.00 A service charge of 10.50%per annum will be charged on all amounts Non-Taxable Amount: 79,048.47 overdue on regular statement dates. Taxable Amount: 0.00 Thank you for your prompt payment! Sales Tax: 0.00 Amount Due 79,046.47 55- Service Invoice Invoice#:72539 Continued... Date: 10/28/2013 Description Unit Quantity Price Ext Price SmithCo Sidedump Trailer- Haul overburden (CN) Hour 8.00 166.00 1,328.00 11/01/13 Kobelco 290 Excavator- Load out trucks(TG) Hour 8.00. 245.00 1,960.00 Circe R Sidedump- Haul overburden offsite(WS) Hour 8.00 166.00 1,328.00 SideDumper Trailer#631 -Haul overburden offsite(CN) Hour 8.00 166.00 1,328.00 SideDumper Trailer#632 - Haul overburden (LG) Hour 9.00 166.00 1,494.00 11/02/13 Circle R Sidedump- Haul overburden (WS) *01* Hour 9.00 201.00 1,809.00 SideDumper Trailer#631 -Haul overburden(LG) *OT* Hour 9.00 201.00 1,809.00 SmithCo Sidedump Trailer- Haul overburden(CN) *OT* Hour 9.00 201.00 1,809.00 SideDumper Trailer#632- Haul overburden (3 ) *OT* Hour 9.00 201.00 1,809.00 11/03/13 Circle R Sidedump- Haul overburden (WS) *OT* Hour 9.00 201.00 1,809.00 SideDumper Trailer#631 - Haul overburden (JG) *OT* Hour 9.00 201.00 1,809.00 SmithCo Sidedump Trailer- Haul overburden (CN)*01* Hour 9.00 201.00 1,809.00 SideDumper Trailer#632-Haul overburden (JT) *OT* Hour 9.00 201.00 1,809.00 11/04/13 Cirde R Sidedump- Haul overburden (WS) Hour 8.00 166,00 1,328.00 Circle R Sidedump- Haul overburden (WS)*OT* Hour 1.50 201.00 301.50 SideDumper Trailer#631 - Haul overburden (SR) Hour 8.00 166.00 1,328.00 SideDumper Trailer#631 - Haul overburden (SR) *01-* Hour 1.50 201.00 301.50 SmithCo Sidedump Trailer- Haul overburden (CN) Hour 8.00 166.00 1,328.00 SmithCo Sidedump Trailer- Haul overburden(CN)*OT* Hour 1.50 201.00 301.50 SideDumper Trailer#632-Haul overburden(3T) Hour 8.00 166.00 1,328.00 SideDumper Trailer#632- Haul overburden (JT) *OT* Hour 1.50 201.00 301.50 11/05/13 Circle R Sidedump- Haul overburden (WS) Hour 8.00 166.00 1,328.00 Cirde R Sidedump- Haul overburden (WS) *0T* Hour 1.50 201.00 301.50 SideDumper Trailer#631 - Haul overburden (JG) Hour 8.00 166.00 1,328.00 SideDumper Trailer#631 - Haul overburden (JG)*0T* Hour 1.50 201.00 301.50 SmithCo Sidedump Trailer- Haul overburden(CN) - Hour 8.00 166.00 1,328.00 SmithCo Sidedump Trailer-Haul overburden (CN) *OT* Hour 1.50 201.00 301.50 SideDumper Trailer#632 - Haul overburden (JD Hour 8.00 166.00 1,328.00 SideDumper Trailer#632 - Haul overburden(3T) *OT* Hour 1.50 201.00 301.50 11/06/13 Kobelco 290 Excavator- Standy(TG) Hour 2.00 245.00 490.00 Page 2 56 1 Service Invoice invoice#:72539 Nod Continued... Date: 10/28/2013 Description Unit Quantity Price Ext Price 11/07/13 Circle R Sidedump- Haul overburden (WS) Hour 8.00 166.00 1,328.00 Circle R Sidedump- Haul overburden (WS) *01* Hour 1.50 201.00 301.50 SideDumper Trailer#631 - Haul overburden (JG) Hour 8.00 166.00 1,328.00 SideDumper Trailer#631 - Haul overburden (JG) *OT* Hour 1.50 201.00 301.50 SmithCo Sidedump Trailer- Haul overburden(CN) Hour 8.00 166.00 1,328.00 SmithCo Sidedump Trailer- Haul overburden(CN) *OT* Hour 1.50 201.00 301.50 SideDumper Trailer#632- Haul overburden(JT) Hour 8.00 166.00 1,328.00 SideDumper Trailer#632- Haul overburden (JT)*01* Hour 1.50 201.00 301.50 11/08/13 Circle R Sidedump- Haul overburden (WS) Hour 8.00 166.00 1,328.00 Circle R Sidedump- Haul overburden (WS) *OT* Hour 1.50 201.00 301.50 SideDumper Trailer#631 - Haul overburden (JG) Hour 8.00 166.00 1,328.00 SideDumper Trailer#631 - Haul overburden (30) *OT* Hour 1.50 201.00 301.50 SmithCo Sidedump Trailer- Haul overburden (CN) Hour 8.00 166.00 1,328.00 SmithCo Sidedump Trailer- Haul overburden (CN) *OT* Hour 1.50 201.00 301.50 SideDumper Trailer#632- Haul overburden (JT) Hour 8.00 166.00 1,328.00 SideDumper Trailer#632- Haul overburden (JT) *OT* Hour 1.50 201.00 301.50 11/12/13 Circle R Sidedump- Haul overburden (WS) Hour 7.00 166.00 1,162.00 squid SideDumper Trailer#631 - Haul overburden (JG) Hour 7.00 166.00 1,162.00 SmithCo Sidedump Trailer- Haul overburden (CN) Hour 7.00 166.00 1,162.00 SideDumper Trailer#632- Haul overburden (IT) Hour 7.00 166.00 1,162.00 KW5 w/Hyster Lowboy- Mobe OUT 290 Excavator(JT)(TG) Hour 1.50 230.00 345.00 11/13/13 Circle R Sidedump- Haul overburden (WS) Hour 7.00 166.00 1,162.00 SideDumper Trailer#631 - Haul overburden (JG) Hour 7.00 166.00 1,162.00 SmithCo Sidedump Trailer- Haul overburden (CN) Hour 7.00 166.00 1,162.00 SideDumper Trailer#632- Haul overburden (JT) Hour 7.00 166.00 1,162.00 Page 3 of 3 Sponsored by: Hunt '441ar CITY OF SEWARD,ALASKA RESOLUTION 2014-009 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE WAIVER OF COMPETITIVE PROCUREMENT REQUIREMENTS AND THE PURCHASE OF AUTOMATED PAY STATIONS TO COLLECT DAILY CAMPING FEES, IN AN AMOUNT NOT TO EXCEED $96,524.21 WHEREAS, the Seward City Council seeks improved customer service, advanced technology and operational efficiencies; and WHEREAS, City administration has tested the technology in Seward and is now making a larger commitment to the operational changes that automated pay stations offer; and WHEREAS, the Harbor and Parking Department have experienced an increase in revenues, compliance, and efficiencies; and WHEREAS, the campgrounds are inefficiently collecting permit fees, counting money, and recording permits; and WHEREAS, customers are inconvenienced due to the inability to pay with credit and/or debit cards in the campgrounds; and WHEREAS,the city is unable to collect essential data regarding the campgrounds; and WHEREAS, Digital Payment Technologies has given the administration a sales quote of $94,495.50 for nine automated pay stations with an estimated shipping cost of $2064.71 for a total of$96,524.21; and WHEREAS, it is in the City of Seward's best interest according to City Code 6.10.120(A)(9) and 6.10.130 to purchase these pay stations from Digital Payment Technologies, since the City currently utilizes equipment from this vendor and has found the vendor to be responsive and to provide good customer service, has found the solar equipment to be durable and functional in Seward's summer weather, has found the electronic payment transactions to be functional, and desires to standardize equipment for the purposes of maintenance, functionality, and credit card transaction processing. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: 1111110, 5S CITY OF SEWARD, ALASKA RESOLUTION 2014-009 Section 1. The Seward City Council hereby finds in accordance with the recitals listed ,wid above which are incorporated herein, that it is in the public interest to waive competitive procurement requirements and purchase nine Luke II 500B pay stations from Digital Payment Technologies. Section 2. The City Council of the City of Seward authorizes the purchase and installation of nine Luke II 500B pay stations in the amount of$96,524.21, with funding to come from the Capital Acquisition Fund, within the $100,000 appropriation contained in the 2014 Capital Budget. Section 3. This resolution shall take effect immediately. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13th day of January, 2014. THE CITY OF SEWARD,ALASKA Jean Bardarson, Mayor `,4ed AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) *.ro, .51 Agenda Statement „► a se, Meeting Date: January 13, 2014 Through: Jim Hunt, City Manager q�Sip From: Karin Sturdy, Parks and Recreation Director Agenda Item: Automated Parking Pay Stations Purchase: Campground Implementation BACKGROUND & JUSTIFICATION For four years City staff has tested the automated pay stations in consideration of upgrading the technology used in the Campgrounds. This technology has increased the revenues, compliance, and the efficiency of the Parking Department as well as the Harbor through their launch fee collections. We seek to accomplish the aforementioned in the Campgrounds. Digital Payment Technologies (DPT) has supplied the Parking Department and Harbor with the automated pay stations currently in use in Seward. These pay stations have been durable, have stood up well to Seward's climate, and their solar capabilities have been a success in our environment. Further, the telecommunications associated with processing electronic payments through the pay stations, has been tested and modified by the City in order to successfully process these transactions without meaningful disruptions in processing integrity. This is in contrast to the City & Borough of Juneau, which is in the process of suing their different parking vendor over an unsuccessful implementation of paid parking in Juneau. In addition, DPT has worked with the City previously to modify our paid parking stations to accommodate the dual purpose of selling combined parking and launch fee passes, thereby increasing efficiency and customer satisfaction. The City is pleased with the customer service, equipment quality, and processing capabilities of the DPT vendor. Therefore, in accordance with Seward City Code 6.10.115 and 6.10.130, the administration recommends that the Council find it in the best interests of the public to forego competitive procurement requirements, in order to standardize equipment and credit card processing, for all of the City's paid parking/camping stations. SCC states, "The provisions of this title requiring competitive procurement procedures need not apply to the types of services and/or contracts set forth in 5,' 6.10.120 through 6.10.130 below; and the city council may approve such contracts by motion or resolution. Nothing in this title shall preclude the city from utilizing any of the procedures set forth in this Code in those instances. Restrictions and provisions of this title shall not apply where the city council determines and makes written findings that the public interest would be best served by not requiring competitive bids/proposals. The best interest determination may be based upon, but is not limited to, a finding that the services or articles can be procured at a lower cost without competitive bidding. " Because the Harbor, Parking Department and Finance Department are familiar with the operating systems of DPT, the City administration requests that City Council find it in the best interest of the City to purchase these nine pay stations from DPT. These nine Luke II 500B machines will replace the red, payment drop boxes that are currently in the Campgrounds. Customers will find a campsite, walk to the nearest Luke II pay station, and be prompted through payment with credit card or cash. By doing so, we will reduce the amount of time spent by our campground staff collecting money, counting money, and recording permits. Our listing of `NSF checks' writers will disappear. Other benefits will be a more uniform system for especially foreign visitors and the use of credit card payments. Budget: Shipping estimate $ 2,064.71 Nine Luke II 500B $94,459.50 Site preparation (City of Seward) $ 3,475.79 Estimated project total $100,000.00 INTENT: To improve customer service, security, data collection and reporting and efficiency. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (document source here): 3.6.1.1 Improve existing X and develop additional recreational infrastructure. 2 Strategic Plan (document source here):Pages 3 and 7 (reduce energy X costs) and 12 3. Other (list): X FISCAL NOTE The 2014 Capital Budget includes $100,000 for the implementation of automated pay stations for the campground operations. Staff anticipates that installing automated pay stations in the campgrounds will significantly reduce the amount of time spent counting cash each day, as well as reduce staff time spent in monitoring payment compliance (tracking how many campers have paid in each campground). While the exact amount of annual cost savings is not yet known, it is expected that this technology will pay for itself in approximately five years, and then continue to provide annual cost savings through reduced staffing. Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION Council approve Resolution 2014- 0 authorizing $96,524.21 for the purchase and shipment of nine Digital Luke II 500B automated payment systems. �\ ��8 �� �� Digital Po�m Technologies Corp. SALES QUOTE 330-4260"~" Sales Quote No.: 27878 ~ NN G Ba o>> Burnaby,BC V5C 6C6 Sales Quote Date: 12.December 2O13 Phone: 1.888.687.6822 Location Code: MAIN WHSE Fax: �329 PAYMENT TECHNOLOGIES � sO4gO7' � m* GST#: 8881O7O94RTOOO1 US Tax 0#: 98-0003930 ***CONFIDENTIAL*** Page: 1 Bill To: Sell To: Ship To: Cy of Seward City of Seward City of Seward Attn:Accounts Payable Attn:Accounts Payable 519 4th Ave. PO Box 107 PO Box 167 Seward,AK 99664 Seward,AK 99664-1844 Seward,AK 99664-1844 USA USA USA Karin Sturdy Karin Sturdy Karin Sturdy 307.224.4053 907224.4053 807.224.4053 ksturdy@cityofseward.net ksturdy@cityofseward.net Customer ID: 1902 Ship Advice: Complete End User: Ship Via: Ground Sell ToE|wwv.: 92-6000086 Ship To EIN No.: 92-6000086 Payment Terms: Net 30 Freight Terms: FOB Vendor,Prepay&Add Sales Phone: 1.888.687.6822 x 367 Account Managers: Candice Walker/John Cowley Sales E-mail: cenmnemmker@d|onalpayt000.com Sales Code: P.O.No,: Requested By: Ref.No.: Outside Sales(NCM): EMS Cust.Name Inside Sales(NCM): Unit Unit List Disc. Disc. ' Item No. Description Unit Qty. Price % Price Total Price 900.0031 LUKE|1-5008 Each 9 14'200.00 35 9.230.00 83,070.00 38K-Solar-xBCx-x-P Includes: 38-Key Keypad SlimLine Solar Panel Bill Validator,Credit Card Reader 2 inch Thermal Printer P-Label,set of 2 115.0132 1000 Note Bill Stacker w/Lock Each 18 485.00 35 315.25 5,674.50 800.4066 HSPAIGSM Communication-L2 Each 9 890.00 35 578.50 5`206.50 100.0102 Digital Connect Activation Fee Each 9 30.00 35 19.50 175.50 460.0023 Digital Connect SIM Card Each 9 30.00 100 100.0082:Match Existing Key-Maintenance LII A064 880.4030 Maintenance Lock Std-L2 Each 9 100.0083:Match Existing Key-Collections LII -U#277O3 880.4036 Collection Lock Std-L2 Each 9 808.0027 Paper Thermal Thick 2in-L/S Each 9 41.00 41.00 869.00 for high moisture Shipping&Handling Each 1 TBD at time of shipment ~`~^~~~^`^`^^°^^^^^^^~°``^^ Installation not included in quote. S Tr�n�gnot�u|uded|nquote. mm� Shipping not included in quote. Continued on page 2 94,495.50 / _ _� Digital Payment Technologies Corp. SALES QUOTE 330-4260 Still Creek Drive Sales Quote No.: 27878 Burnaby,BC V5C 6C6 Sales Quote Date: 12.December 2013 Di G 1 TA L>> Phone: 1.888.687.6822 Location Code: MAIN WHSE Fax: 604.687.4329 PAYMENT TECHNOLOGIES GST#: 86910 7094 RT0001 US Tax ID#: 98-0603996 ***CONFIDENTIAL*** Page:2 Bill To: Sell To: Ship To: City of Seward City of Seward City of Seward Attn:Accounts Payable Attn:Accounts Payable 519 4th Ave. PO Box 167 PO Box 167 Seward,AK 99664 Seward,AK 99664-1844 Seward,AK 99664-1844 USA USA USA Karin Sturdy Karin Sturdy Karin Sturdy 907.224.4053 907.224.4053 907.224.4053 ksturdy @cityofseward.net ksturdy @cityofseward.net Unit Unit List Disc. Disc. Item No. Description Unit Qty. Price % Price Total Price Continued from page 1 94,495.50 Please review all details on this quote,including ship to address,EIN number,and key code. If you would like to proceed with placing this order,please submit a matching signed quote to fax 604.687.4329. EMS Quote provided separately. Order will not be accepted without signed EMS quote being returned to DPT. Total: 145,449.00 Discount: -50,953.50 Amount Subject to Amount not Subject to Subtotal: 94,495.50 Sales Tax Sales Tax Total Sales Tax: 0.00 0.00 94,495.50 USD Total: 94,495.50 Quote is valid for 90 days from Quote date. PAST DUE AMOUNTS SUBJECT TO INTEREST AT 18%PER ANNUM. Terms and Conditions of Sale are available at http://www.digitaipaytech.com/terms Quote Acceptance: PO# PO Date Print Name Authorized Signatory Title Thank you for your business! Fax Back to: 604.687.4329 Sponsored by: Hunt Ikary CITY OF SEWARD,ALASKA RESOLUTION 2014-010 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH HARMON CONSTRUCTION INC. FOR SIDEWALK IMPROVEMENTS IN THE AMOUNT OF $86,924.50 AND APPROPRIATING FUNDS WHEREAS, Seward's downtown business district has a high level of pedestrian activity; and WHEREAS,handicap accessible ramps must be modified to be compliant with current for Americans with Disabilities Act Amendments Act (ADA/AA) standards; and WHEREAS, the high traffic use of the sidewalks in downtown Seward, including the handicap accessible ramps,creates an emergency need to mitigate and reduce hazard to pedestrians; and WHEREAS,the appropriation of funds from the General Fund for the ADA/AA Sidewalk Improvement project will reduce the hazards to pedestrians and increase the City's compliance with ADA/AA Sidewalk standards; and WHEREAS, after a competitive process Harmon Construction submitted sole responsive construction bid for the ADA/AA sidewalk project. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1.The City Manager is authorized to enter into a construction contract with Harmon Construction for the ADA/AA Sidewalk Improvement project in the amount of$86,924.50. Section 2.Funding for the contract is appropriated from Capital Acquisition Fund Net Assets account no. 103-0000-3050 to Infrastructure account no. 103-1030-5925. Section 3. This resolution shall take effect immediately. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13th day of January, 2014. Cc 1 Agenda Statement e of sett. Meeting Date: January 13, 2014 0 i *0 To: City Council Through: Jim Hunt, City Manager From: W.C. Casey, Public Works Director Agenda Item: Authorize the City Manager to enter into a contract with Harmon Construction Inc. for Americans with Disabilities Act Amendments Act (ADA/AA) Sidewalk Improvements in the amount of $86,924.50 and to appropriate funds. BACKGROUND & JUSTIFICATION: The sidewalks in Seward's busy downtown business district are in immediate need of repair for the safety of our citizens and to bring Seward into better compliance with current ADA/AA standards. The high traffic use of these sidewalks,including the handicap accessible ramps,creates an emergent need to mitigate and reduce hazards to pedestrians. Public Works staff has developed an ADA Sidewalk Improvement project which will replace: 22 sections of damaged paver brick strips; approximately 1200 square feet of broken concrete; 9 handicap ramps (including installation of tactile strips); the handicap ramp and railing west of City Hall; and removal and replacement of 14 raised electrical vaults. .,,d There are funds available in the General Fund to cover the cost of the necessary improvements to the ramps and sidewalks. The appropriation of these funds will allow us to fund the Sidewalk Improvement Project,reduce hazards to pedestrians and,further insure that the City is in compliance with current ADA/AA standards. An invitation to bid was announced and distributed to 8 firms,resulting in one responsive,qualified bid,from Harmon Construction Inc. The Bid was evaluated by three City staff members and the bid meets requirements of current ADA/AA standards and the needs of the City. INTENT: Authorize the City Manager to enter into a contract with Harmon Construction Inc. for ADA/AA Sidewalk Improvements in the amount of$86,924.50 and to appropriate funds. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (document source here):Page 17, Sidewalks, Bike X Paths and Right-of-Ways 2 Strategic Plan (document source here): Page 18, Promote a safe X community 3. Other(list): Americans with Disabilities Act (ADA) X NES `F5— FISCAL NOTE: Funds for the Sidewalk Improvement project are available in the Capital Acquisition Fund and were Sir included in the 2014 Budget at an estimated total cost of$100,000. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approve Resolution 2014- CO authorizing the appropriation of $86,924.50 from the Capital Acquisition Fund and entering into a construction contract with Harmon Construction Inc. for completion of the ADA Sidewalk Improvement Project. Ikeir (co Addendum No. 1 Date: November 27, 2013 Project Name: ADA Sidewalk Improvements This Addendum clarifies, corrects or modifies the original Contract Document, dated November 18, 2013. The Bidder must acknowledge receipt of this addendum in the space provided on the signature page of the Bid, as required in section 1.07 of the Information to Bidders. The Contract Documents are revised as follows: A. In the Invitation to bid, the scope of work should be changed to include specification of ADA compliant handicap ramps. The paragraph should read: "The City of Seward desires to receive bids from qualified contractors to complete the ADA Sidewalk Improvement project in the downtown Seward area. The scope of work includes replacing 22 sections of paver brick strips, some containing electric vaults that will need to be replaced; One section of Sidewalk that is 100ft. x 10ft. needs to be removed, disposed of, and replaced; 9 handicaps ramps need to be replaced and upgraded to be compliant with current ADA standards, as well as an existing ramp/railing outside of City Hall that needs to be removed, disposed of, and replaced with an ADA compliant ramp and railing." B. Bidding Requirements: 1. On page 3 of 4 in the Information to Bidders, section 1.12, it is stated that "No preference will be given to local bidders". This section should be clarified to read as follows: 1.12 BIDDERS PREFERENCE (CITY CODE) 6.10.230. The contract shall be let by the city council to the lowest qualified responsive and responsible bidder; provided, that if the lowest bids are approximately equal, that is within the lesser of$5,000 or five percent of each other, preference may be give to local bidders who maintain and operate businesses within the boundaries of the Seward electrical utility service area. Local preference will be applied to the bid process except when specifically excluded within the request for bids. The city council may reject any or all bids and may waive minor irregularities in the bids. 2. Due to the possibility of weather delays in completing the project, the completion ■ date has been extended to June 1, 2014. This change will be reflected in the following sections: a. On the Bid submittal page, the first paragraph is to be changed to read: In compliance with your Invitation For Bids dated , the Undersigned proposes to furnish all equipment, material and labor required to complete the above p ject, by June 1, 2014. b. 3.1 CONTRACT TIMES AND LIQUIDATED DAMAGES, should now read: 3.1 Contract Times: Work shall be completed and ready for final payment and acceptance in accordance with Article 11 of the City of Seward General Conditions no later than June 1, 2014. 3.1.2. CONTRACTOR shall achieve Substantial Completion no later than May 15, 2014. C. Contract Forms 1. In the Contract, section 1 , the Work description did not clearly state that the handicap ramps were to be ADA compliant and will now read: "The scope of work includes replacing 22 sections of paver brick strips, some containing electric vaults that will need to be replaced; One section of Sidewalk that is 1OOft. x 10ft. needs to be removed, disposed of, and replaced; 9 handicaps ramps need to be replaced and upgraded to be compliant with current ADA standards, as well as an existing ramp/railing outside of City Hall that needs to be removed, disposed of, and replaced with an ADA compliant ramp and railing." 2. The Contract Documents are revised duetothechangeinverbiagefrorn °Engineer" to "Project Manager". The sections affected are: a. Section 2.2 will now read: 2.2. is hereinafter called Pr ject Manager and is to act as OWNER's representative, assume duties and responsibilities, and have the rights and authority assigned to Pr ject Manager in the Contract Documents in connection with completion of the Work in accordance with the Contract Documents. .rrr. b. Section 5.3. will now read: 5.3. CONTRACTOR has given PROJECT MANAGER written notice of conflicts, errors, ambiguities, or discrepancies that it has discovered in the Contract Documents and the written resolution thereof by PROJECT MANAGER is acceptable to CONTRACTOR, and the Contract Documents are generally sufficient to indicate and convey understanding of terms and conditions for performing and furnishing work. D. BID ITEM LIST No changes Clarifications: 1. Curbs surrounding handicap ramps will be replaced by the CONTRACTOR but will be painted by the OWNER. 2. Detectable warnings (tactile strips) must be installed with the handicap ramps and must be a minimum width of 36". Nancy Perea, Project Manager City of Seward Public Works Department 907-224-4005 CITY OF SEWARD, ALASKA ADA SIDEWALK IMPROVEMENTS CONTRACT THIS CONTRACT is between City of Seward, Alaska (hereinafter called OWNER), and HARMON CONSTRUCTION INC. (hereinafter called CONTRACTOR). OWNER and CONTRACTOR, in consideration of the mutual covenants hereinafter set forth, agree as follows: 1. WORK CONTRACTOR shall complete Work as specified or indicated in the Contract Documents. The Work is generally described as follows: The scope of work includes replacing 22 sections of paver brick strips, some containing electric vaults that will need to be reinstalled or replaced; One section of Sidewalk that is 100ft. x 10ft. needs to be removed, disposed of, and replaced; 9 handicaps ramps need to be replaced and upgraded to be compliant with ADA standards, as well as an existing ramp/railing outside of City Hall needs to be removed, disposed of, and replaced with an ADA compliant ramp and railing. 2. CONTRACTING OFFICER & ENGINEER W.C. CASEY is hereinafter called CONTRACTING OFFICER and is authorized to enter into and administer the Contract on behalf of the OWNER. CONTRACTING OFFICER has authority to make findings, determinations and decisions with respect to the Contract and, when necessary, to modify or terminate the Contract. 2.2. NANCY A. PEREA is hereinafter called PROJECT MANAGER and is to act as OWNER's representative, assume duties and responsibilities, and have the rights and authority assigned to PROJECT MANAGER in the Contract Documents in connection with completion of the Work in accordance with the Contract Documents. 3. CONTRACT TIMES AND LIQUIDATED DAMAGES 3.1. Contract Times: 3.1.1. Work shall be completed and ready for final payment and acceptance no later than June 1, 2014. 3.1.2. CONTRACTOR shall achieve Substantial Completion no later than *oirso, May 15, 2014. 1C)r 3.1.3. Sidewalks shall remain open for the duration of repairs. Barricades may be used to block sections being repaired; however, the ; sidewalk must remain open for public utilization. 3.2. Liquidated Damages: OWNER and CONTRACTOR recognize that time is of the essence of this Agreement and that OWNER will suffer financial loss if the Work is not completed within the times specified in paragraph 3.1 (Contract Times) above. OWNER and CONTRACTOR also recognize the delays, expense, and difficulties involved in proving in a legal or other dispute resolution preceding the actual loss suffered by OWNER if the Work is not completed on time. Accordingly, instead of requiring any such proof, OWNER and CONTRACTOR agree that as liquidated damages for delay (but not as a penalty) CONTRACTOR shall pay OWNER $100.00 per day for each calendar day elapsing between the time stipulated for the Substantial Completion Date and/or $250 per day for each calendar day elapsing between the time stipulated for Final Completion Date and the actual date completed in accordance with the terms hereof. 4. CONTRACT AMOUNT OWNER shall pay CONTRACTOR the following Not-To-Exceed amount based on the conformed Bid, included as an Exhibit to this Agreement, subject to additions and deletions as provided in the Contract Documents: EIGHTY SIX THOUSAND NINE HUNDERED TWENTY FOUR Dollars (Words) and FIFTY Cents $ 86,924.50 (Words) (Numbers) 5. CONTRACTOR'S REPRESENTATIONS In order to induce OWNER to enter into this Agreement, CONTRACTOR's representations are as set forth as follows: 5.1. CONTRACTOR has familiarized itself with the nature and extent of the Contract Documents, Work, site, locality, general nature of work to be performed by OWNER or others at the site that relates to Work required by the Contract Documents and local conditions and federal, state, and local Laws and Regulations that in any manner may affect cost, progress, performance, or furnishing of Work. 5.2. CONTRACTOR has correlated information known to CONTRACTOR and results of such observations, familiarizations, examinations, investigations, explorations, tests, studies, and reports with Contract Documents. 5.3. CONTRACTOR has given PROJECT MANAGER written notice of conflicts, errors, ambiguities, or discrepancies that it has discovered in the Contract Documents and the written resolution thereof by PROJECT MANAGER is acceptable to CONTRACTOR, and the Contract Documents are generally sufficient to indicate and convey understanding of terms and conditions for performing and furnishing Work. 6. RELEASE, INDEMNIFICATION AND INSURANCE Contractor agrees to release, indemnify, defend and hold harmless the City, its officers, agents and employees from and against any and all claims, demands, losses, defense costs or liability of any kind or nature, including environmental liability, which the City, its officers, agents and employees may sustain or incur or which may be imposed upon them or injury to or death of persons or damage to property as a result of, arising out of or in any manner connected with Contractor's performance under the terms of this Agreement, excepting only liability arising out of the sole, gross negligence of the City. Without limiting Contractor's obligations stated above in this paragraph, it is agreed that Contractor shall maintain in force, at all times, during the performance of this Agreement the following policies of insurance, with deductibles acceptable to the City, covering its operations: Insurance Minimum Limits Comprehensive General Liability $1 Million combined limit each occurrence Products Completed Liability $1 Million Total Worker's Compensation/Employer As required by statute Liability Automobile Liability - Covering bodily $1 Million combined limit per accident injury and property damage, including all owned, hired and non-owned vehicles. Contractor shall procure insurance for full replacement value and to adequately insure against the loss of or damage to materials during shipment and at all times in Contractor's possession. Costs of shipping and other insurance are covered by the contract price. Contractor's insurance policies shall contain the following clauses: 1. The f,oi rt s officers, employees operations o f t he namaendd insured volunteers p performed are ern added duendd as under contract ai additional awl with insured for the City. 2. Any insurance maintained by the City shall apply in excess of, and not contribute with, insurance provided by Contractor. .1 .3\ 3. All insurance policies required by this Agreement shall contain a clause that the insurance shall not be canceled, limited, non-renewed, or otherwise materially changed without thirty (30) days prior written notice delivered to the City. 4. All policies shall be written by insurance companies legally authorized or licensed to do business in the State of Alaska and acceptable to the City. 5. Contractor shall furnish to the City, certificates evidencing that it has procured the insurance required herein prior to commencement of the contract term. 6. All of the insurance policies described above shall provide that the insurers waive rights of subrogation against the City, its officers, agents and employees. 7. MISCELLANEOUS 7.1. No assignment by a party hereto of any rights under or interests in the Contract Documents will be binding on another party hereto without the written consent of the party sought to be bound; and specifically but without limitation monies that may become due and monies that are due may not be assigned without such consent (except to the extent that the effect of this restriction may be limited by law), and unless specifically stated to the contrary in any written consent to an assignment no assignment will release or discharge the assignor from any duty or responsibility under the Contract Documents. 7.2. OWNER and CONTRACTOR each binds itself, its partners, successors, assigns, and legal representatives to the other party hereto, its partners, successors, assigns, and legal representatives in respect of all covenants, agreements, and obligations contained in the Contract Documents. IN WITNESS WHEREOF, OWNER and CONTRACTOR have signed copie(s) of this Agreement. All portions of the Contract Documents have been signed or identified by OWNER and CONTRACTOR. OWNER City of Seward, Alaska CONTRACTOR By By / Title: Title: C 0 . / Date: 6-1 Date: . Al i EST: [City Seal] [Corporate seal] Address for giving notices Address for giving notices License No. (Attach evidence of authority to sign and Agent for service of process: resolution of other documents authorizing execution of Agreement.) (If CONTRACTOR is a corporation, attach evidence of authority to sign.) END OF SECTION ''%a■ mc Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2014-011 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO PURCHASE A DODGE TRUCK FROM LITHIA DODGE OF ANCHORAGE, WAIVING COMPETITIVE PROCUREMENT REQUIREMENTS, FOR A CASH AMOUNT AFTER TRADE-IN CONSIDERATION OF THE SUBARU FORESTER NOT TO EXCEED $30,000,AS BUDGETED WHEREAS,the purchase of a truck is consistent with the City of Seward's("City")policy of keeping the fleet in good mechanical, dependable condition; and WHEREAS, City Council recognized the need for a better quality vehicle and approved an amount of$30,000 during the budget process for 2014-2015; and WHEREAS, consideration for the safety of City employees is paramount as they travel the Seward Highway and City streets during inclement weather and emergencies; and WHEREAS,the City Manager is the Director of Emergency Preparedness and is the primary Incident Command Officer for the City and the truck will provide permanent, on-board storage for emergency equipment and supplies and can carry visitors and employees. It shall be funded by the Motor Pool Fund after the trade-in allowance of the Subaru is deducted from the truck's cost; and WHEREAS,quotes were solicited from three vendors,resulting in two responses,of which Lithia Dodge's was clearly superior in price and timeliness; and WHEREAS, it is in the City of Seward's best interest according to City Code Section 6.10.130 to waive competitive procurement procedure requirements and purchase the vehicle from Lithia Dodge. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Manager is hereby authorized to purchase one truck in an amount not to exceed$30,000 after taking into account the trade-in value of the Subaru. Section 2. The Seward City Council hereby exempts from competitive procurement, the purchase of equipment, and the City Council hereby finds that it is in the public interest to waive the formal bid requirements as allowed by SCC Section 6.10.130,based on the findings above which are incorporated herein. '11m,, Section 3. Funding for the vehicle and equipment in an amount of$30,000.00 is hereby CITY OF SEWARD, ALASKA RESOLUTION 2014-011 'Ned appropriated from account no. 102-0000-3050 to the Motor Pool Equipment account no. 102-1020- 5930. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13th day of January, 2014. • THE CITY OF SEWARD,ALASKA Jean Bardarson, Mayor AYES: NOES: fts0 ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) rfl *41d Council Agenda Statement e of sets. k,-; 111 Meeting Date: January 13, 2014 tr, 1511"L 4.4T-SY.V. From: Jim Hunt, City Manager Agenda Item: Authorizing the purchase of a truck with trade in of Subaru Forester BACKGROUND & JUSTIFICATION: The purchase of a used truck, for trade-in value plus $30,000.00, to replace the Subaru Forester currently used as the City Manager Vehicle and as the City employee travel vehicle, is consistent with City code and timely. The Subaru was purchased in 2008 and is no longer in safe or optimal driving condition. It has been in an accident, sits low to the ground and is not safe to drive great distances from Seward. It also lacks storage and the ability to haul large loads, consistent with the needs of a vehicle assigned to the primary Incident Command Officer for the City. A truck will be safer for travel for City employees including the City Manager and will have the added benefit of being able to carry loads including emergency supplies. Quotes were requested via email and telephone from three vendors. Of the two responses received Lithia Dodge's quote was considerably less and more timely,justifying the alternative procedure for procurement. INTENT: To authorize the City Manager to purchase a truck for a cash amount after trade-in consideration of the Subaru Forester not to exceed $30,000.00 and appropriating funds. CONSISTENCY CHECKLIST: Yes No NA 1 Comprehensive Plan: X 2 Strategic Plan: (Page 2) City Mission X 3 Other: X FISCAL NOTE: Funding in an amount not to exceed $30,000.00 will come from the Motor Pool Fund. This vehicle was included in th- 2014 Bud:et at an amount not to exceed $30,000. Approved by Finance Department: - 41,A A AA (Jim ol+, 84' 1141 ATTORNEY REVIEW: Yes No X RECOMMENDATION: Recommend approval of Resolution 2014-0 t , authorizing the City Manager to purchase a truck ■up- for a cash amount after trade-in consideration of the Subaru Forester not to exceed $30,000, and appropriating funds. LITHIA CHRYSLER JEEP DODGE OF ANCHORAGE Quote// 537096 Date 12/23/2013 Customer Name CITY OF SEWARD Stock// DS663760 Sates Representative RAGLE,MATTHEW Vehicle 13 RAMT RAMT15 skid Price $ 37,495.00 Added Accessories + $ 2,751.52 Customer Price _ $ 40, 246.52 Trade In Allowances) $ 11,042.52 Estimated Trade-In Payoff(s) $ 0.00 Estimated Trade In Equity _ $ 11, 042 .52 Customer Cash - $ 0.00 Admin Fee + $ 2 0 0.0 0 Unpaid Balance _ $ 29,404.00 Non-Protected Lithia Protection Package he void IteDiFaad bppercorvleyKedrby heep'i'ti nufac EXTENDED MECHANICAL a ELECTRICAL COVERAGE AL used vehicle plait. 999 months or 9999999 miles with a $ 100.00 deductible 7111 mach Die l and aleetron breakdown t ;covered by these plane are he reaponaibirli- ty of the buyer. A1• maiA 0r� nce and oil rvicee are the LS .la Synthetic Oil Service Plan ree.onei ility of the bu er, oil :.d filter changes as per many .cturer schedule (limit .f 4 per calendar year) ;The 1 erior and exte or of your vehicle 8 ;are no .rotected age at environmental gr 799 00 £t �an`P lndaamage cbv-re by the options PRESERVATION 'RODUCT P1ITH PD Paint Protecto Fabric, V yl/Leather Protector • Heavy Duty under.•eting t approved by Manufacturer) a Pointless Dent •• .air vas DO Tot= Package S 5.019.00 $ 5 9 6.0` DMV Fees(E.ti n■ted) $ 59 6. I 0 $ 0. 00 Taxes tEeiimmxt $ 0.00 • 30,000. 00 Balance Due $ 35,019 .00 Term • Rate $ 30,000. 00 Payment 35, 019 .00 I understand that I may obtain my own financing, I also understand the annual percentage rate may be negotiated with the seller and that the seller .'may retain a portion of the finance charge or receive other compensation for arranging my financing, Subject to credit approval. Customer's Approval Customer's A•pretl Manager's Approval 12/23/13 07;15PM DW2246'. /06.. From: James McMu!Ilan [mailto;Imac_Alaska_Sales_and_Servicelwebcrmmail.adparitnet] Sent: Thursday, December 26, 2013 12:11 PM To: Jim Hunt Subject: Your Quote Hi Jim. My name is Anne Kuhl and I wanted to thank for your inquiry on the 2014 Sierra, Stock= EG296402 2014 GMC Sierra K1500 Denali New GazWhite MSRP S53,455 Less -S3,1.92 Your Price S50,263 If your trade a 1999 or newer vehicle, please take $1,000 off "Your Price". additional rebates, call me. Anne Kuhl (907! 250-S973 Your Price includes DOC fee and rebates, not DMV,rebates expire; 2 Jan 2014, vehicle is subject to prior Sale Make it a great day, Anne Kuhl 9073250-S93 annek aksales corn Alaska Sales and Service 1:i00 E 5TH Ave Anchorage AK vww.aksales.com Chevrolet of Wasilla Sze S,q'�i° Aar 4,.' ''"`.` Used Certified 2010 Chevrolet Silverado 1500 • DRIVE IT NOW PRICE: $30,999 • Crew Cab Short Box 4-Wheel Drive LT • 28,662 Miles o City(MPG) 13 0 o 18 Hwy (MPG) * • Interior: N/a • Drive Wheels: 4WD • Engine: 5.3L 8 cyl • Transmission: Automatic • Stock Number: AG104189C • VIN: 3GCRKSE39AG104189 Options • LT PREFERRED EQUIPMENT ... D1 x ` g Used 2011 Chevrolet Silverado 1500 • DRIVE IT NOW PRICE: $35,999 • Crew Cab Short Box 4-Wheel Drive LTZ • 39,982 Miles o City(MPG) 15 0 o 21 Hwy (MPG) * • Interior: N/a • Drive Wheels: 4WD • Engine: 5.3L 8 cyl • Transmission: Automatic • Stock Number: BG267706 • VIN: 3GCPKTE38BG267706 Options • LTZ PREFERRED EQUIPMENT ... mak for sale in Wasilla--Chevrolet of Wasilla http://www.wasillachevrolet.com/VehicleDetails/certified-2011-Chevr... SALES:(866)634-8812 CHEVROLET . SERVICE:(866)221-9207 **004 3700 E Parks Hwy,Wasilla,AK 99654 [ HOME SEARCH NEW SEARCH USED SPECIALS SERVICE&PARTS TRADE IN VALUE ' ABOUT US App tur MEM 8.1 o VEHICLE DETAIL THIS VEHICLE HAS BEEN SOLD. However,we have a large selection of vehicles that may fit your needs.To view more vehicles available,click on See More Vehicles. *Plus tax,title and license 2014 CHEVY SPARK LS 14S1P $13X,Int IttiA tif,atika 7' *NINO _ :•#*' YOUR PRICE „ $9999 Stke 204$9611.Not seas , • Peke Includes$200 dee fee Illustration fasydecictveNcie*Matra cost eptions, Offer ends12/3= 2014CHEVY mALIBu is 14SEP v23,04.7 4..;I41P[WWII - II '43 •EMAYRESME *Z500 —,.,- YOUR PRICE 19499 Nat d sales at MP.Price Includes$200 den Ise.ilustretion may detect 8 AT 77,<:PACE vehichmithatra cost options,Offorandst7/31/13. • NI1111011 • of 2 1/7/2014 1:31 PM City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page CALL TO ORDER The November 12, 2013 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Jean Bardarson. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: Jean Bardarson presiding and Marianna Keil Vanta Shafer Ristine Casagranda Christy Terry David Squires comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Brenda Ballou, Deputy City Clerk `or.. Absent—None Vacant—One CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Paul Paquette spoke about the Lowell Point wastewater treatment facility. He said the Alaska Department of Environmental Conservation(ADEC) and governor's office were fully aware that the lagoon needed to be dredged and the sludge removed. He urged council to act quickly. Tim McDonald said he was concerned about the Lease Agreement and Maintenance and Operating Agreement contracts between the City of Seward and Seward Ship's DryDock(SSDD). He thought the contract was unfair to the city,and left the city with no ownership of the property but all the responsibility for its maintenance and liability. He called for council to perform a forensic audit on these agreements between the city and SSDD. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Terry/Keil) Approval of Agenda and Consent Agenda -2.L\ t. City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page Squires requested to reorder the items under Other New Business by moving Items#3 and#4 (Vote and appoint qualified candidate to fill the council vacancy with a term to expire October 2014) into the second and third positions,respectively, and moving all other items down. Casagranda requested Resolution 2013-102 be pulled from the consent agenda. Terry requested Resolution 2013-104 be added to the consent agenda. Shafer requested to add a new item#7 under Other New Business to schedule a work session to discuss the Federally Qualified Healthcare Center (FQHC). Motion Passed Unanimous The clerk read the following approved consent agenda items: Resolution 2013-104,Authorizing The City Manager To Enter Into An Agreement With The Army Corps Of Engineers To Inspect The Lowell Creek Flood Diversion,With An Agreement Total Of$50,000,And A City Share Of 50%,Shared Amount Of$25,000,And Appropriating Funds. Non-objection to the liquor license renewals for Peking Restaurant,Gateway Liquor&Food Mart, Seward Brewing Co. Restaurant, and Seward Brewing Co. Brewpub. Mayor Bardarson communicated her wishes for council procedures going forward and Nod solicited council's feedback, which yielded no objections. The adjustments to council procedures included: 1. Remove the Mayor's Report because the mayor and city manager often attended the same meetings and events; she would add any additional information necessary following the city manager's report; and, 2. The City Manager's Report would be more administrative and high-level, and less departmental and duty-related; the report would also include administration's responses to any unanswered questions council asked at the previous City Council meeting; and, 3. Council Members would be more involved in presenting proclamations; and, 4. In order to make the City Council meetings more business-like and efficient, items coming before council that resulted in lengthy discussions or an abundance of questions would be scheduled for a work session; council members would be welcome to ask questions and have discussion, but if an abundance of questions and discussion occurred a work session should be scheduled. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards Introduction of Teen and Youth Council Members i Recognition for outgoing members of council: City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page • Mayor David Seaward • Council Member Bob Valdatta Borough Assembly Report,Sue McClure stated the assembly had had two meetings since her last report. The new assembly president of the assembly was Hal Smalley,and Bill Smith from Homer was the new vice president. McClure had recently joined the Kenai Peninsula Economic Development District (KPEDD) as a borough representative, replacing Linda Murphy. At the October 2013 meeting,the assembly had passed a$43 million revenue bond to expand the clinic at Central Peninsula Hospital. At the November 2013 meeting,the assembly authorized$1.9 million to close the Homer landfill; the bond sale of$23 million was authorized for the school roofs; and, a disaster was declared officially due to the flooding throughout the borough, and appropriated $500,000 for flood damage repairs. The next meeting would be December 3, 2013 at 6:00 p.m. and would be broadcast on the radio at FM 88.1. City Manager's Report,City Manager Jim Hunt stated the following purchase orders had been approved since the last meeting: Anchorage Sand&Gravel for$16,845 for Jersey Barriers for Lowell Creek Bridge,to be reimbursed under the September 2012 flood event;CMI for$15,500 for the lease of a Volvo 460 excavator,to be reimbursed under the October 2013 flood event;Potelcom Supply for $22,500 for the purchase of electrical wire. Administration and Public Works met with representatives from the Alaska Department of Environmental Conservation and Loren Leman from M.L. Foster about the Lowell Point Lagoon; they discussed sludge removal, odor control and permitting requirements. Lowell Point residents would be informed of the goals and timelines pertaining to the lagoon. A contract had been signed with Harmon Construction in an amount not to exceed$22,200 to complete siding repair on the Fire Station;this project would be completed by year end.The Seward Volunteer Fire Department wanted to recognize the following status changes: Jonathan Gage to the rank of Captain,Michael Vander Vegt to the rank of Lieutenant,and Michael McHone,Terry Moon and Wally Corrigan to the rank of Engineer. The Port and Commerce Advisory Board (PACAB) had reviewed the preliminary design report for a new public crane, and had scheduled further review on December 4, 2013. The washdown pad rules and rates were also being revised and reviewed by PACAB. Abatement of asbestos in the Harbormaster Restrooms was completed on November 7,2013. The concrete floors in the restrooms were currently being sawed and jackhammered.Harbor staff had resumed work on a proposal to make guest (transient) moorage rates more flexible. Moorage contract renewal letters would be mailed this week via first class USPS mail. The City of Seward and the Seward Community Health Center(SCHC)had been awarded an Affordable Care Act Grant to establish a new Federally Qualified Health Center(FQHC)in Seward in the amount of$775,000 for the first year and $650,000 for the second year. Homeland Security had finally recognized the emergent nature of the Lowell Canyon water issue,along with U.S. Army Corps of Engineers, which may result in monitoring equipment being installed. ‘Ikor Shafer reminded administration that council had supported spending $5,000 to obtain a (tc' woof City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page second opinion on the Lowell Point Sewage Lagoon issue,and said she would like to see that moved forward. Long responded that administration was currently preparing the Request for Proposals for .ned that project. In response to Casagranda, Hunt said the sludge removal for the Lowell Point Sewage Lagoon project was completely contingent on funding, and that the city would need a source of funding before releasing a Request for Proposals. Bardarson reported that, as a Seward Community Health Center board member, she had attended a conference in Seattle relating to Community Health Centers. Other Reports, Announcements and Presentations Presentation by Ed Morrison of Strategy-Nets on the Seward Economic Growth Plan. Statements from applicants interested in the vacant City Council seat: Robert Thomas, Dale Butts, Tim McDonald, and John French. PUBLIC HEARINGS Resolutions Requiring Public Hearing Resolution 2013-097,Amending The Wastewater Tariff By Upward Adjusting All Rates And Fees By 5.2% Effective The First Billing Cycle In January 2014. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. Tim McDonald categorically objected to passing any of these budget resolutions because the Seward Marine Industrial Center (SMIC) fund was deficient. No one else appeared and the public hearing was closed. Motion (Terry/Casagranda) Approve Resolution 2013-097 Keil said no one liked to raise rates,and previous councils had not raised rates commensurate with infrastructure and maintenance issues. She would vote for the rate increases, even though she didn't like to. Casagranda suggested that there were other things that could be done within the budget rather than raise rates. Terry was in favor of this resolution and said the focus should be on fixing the city's infrastructure. Shafer was in favor of raising the rates at this time, but said for the next budget cycle there should be better infrastructure reporting on what had been repaired versus what needed to be repaired. She also suggested council revisit this issue again in the future to determine whether to continue tying the Consumer Price Index (CPI) to various budget funds. ci City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page ‘irpr Hunt said when the city applied for loans through the Alaska Department of Environmental Conservation (ADEC), it was necessary for the city to demonstrate the ability to repay those loans. Therefore, the rates needed to be raised in order to show that that city could repay the loans; the greater the ability to repay loans, the higher the score and the more ability to obtain funding to perform infrastructure repairs. Casagranda said as long as the rate increases continued to be tied to the CPI, rates would continue to go up every year. She suggested that spending be cut rather than rates be increased. Squires asked if there was a set amount from this rate increase being reserved specifically for maintenance. Long explained that a CPI increase would only cover current costs and would not allow for any additional repairs or maintenance to be performed; therefore, the rates for this fund were being increased beyond the CPI to allow for additional funding for maintenance. Squires referred to what Mr. Paquette had said during Citizen Comments,and Hunt said he was unaware of any ADEC fine for non-compliance of aroma or discharge. Keil said cities could no longer rely upon the state or federal government for helping to fix infrastructure issues. Motion Passed Yes: Shafer,Keil,Squires,Terry,Bardarson No: Casagranda Vacant: One Resolution 2013-098,Amending The Wastewater Tariff By Upward Adjusting All Rates And Fees By An Additional 5.2% Effective The First Billing Cycle In January 2015. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. Tim McDonald asked council to wait until next year to consider this resolution. No one else appeared and the public hearing was closed. Motion (Terry/Shafer) Approve Resolution 2013-098 Casagranda agreed that this resolution did not need to be passed right now. She suggested the Wastewater Fund loan repayments be suspended in order to redirect funding towards addressing maintenance issues rather than raise rates. Keil said the citizens of Seward had voted to adopt a biennial budget cycle and that was why this resolution needed to be considered now. Motion Passed Yes: Terry, Shafer, Keil, Bardarson No: Squires, Casagranda Nlior Vacant: One City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page Other Public Hearing Items Resolutions 2013-080 through 2013-090,Adopting the City General Fund,Small Boat Harbor Enterprise Fund,SMIC Enterprise Fund,Parking Enterprise Fund,Electric Enterprise Fund, Water Enterprise Fund, Wastewater Enterprise Fund, Hospital Enterprise Fund, Seward Mountain Haven Enterprise Fund, and Motor Pool Internal Service Fund Biennial Budgets For Calendar Years 2014 And 2015,Adopting the 2014-2015 Capital Improvement Plan,And Setting The Mill Rate. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. Bob Linville said he worked in the commercial fishing industry and was exposed to many different ports and harbors around the state, and was able to compare Seward's harbor with others. He said having a crane in the harbor was fundamental to Seward's success,and urged council to add enough funding to obtain a crane. He provided council with a cost analysis laydown based on his own research. Tim McDonald agreed with Mr. Linville that Seward's harbor needed a crane. McDonald was concerned about the SMIC budget and SSDD's contract/lease/operating agreement.He said until those areas were addressed,he didn't believe any of the proposed budget numbers could be trusted and a forensic audit of the city's financials should be performed. John French also supported Mr. Linville's argument for having a crane in the harbor. He 'Nod believed this would play a vital role in the future development and success of Seward. Skip Reierson said there was no shortage of challenges facing Seward,but there was also a tremendous amount of opportunity. He said SMIC was a good long-term strategy, but there were many short-term priorities that needed to be addressed,including the Lowell Point Sewage Lagoon. He hoped this new council would stay focused and present a unified front when they traveled to Juneau to present Seward's goals for the future. No one else appeared and the public hearing was closed. Terry said, although she understood that the following issue was not included in the budget discussions tonight, she wanted to know when administration would be able to present the actual ramifications as to cost impact of employee healthcare and insurance.Long said administration was waiting to hear from the Alaska Public Utilities Insurance Trust(APUIT),but that the increase was expected to be 5.8% in 2014 and 3.0% in 2015. In response to Squires, administration indicated that there would be future discussions with council relating to the potential of establishing an assessment district at Maple Street. Clerk's Note: These resolutions were before the public for an additional, but not required, public hearing. Action for Resolutions 2013-080 through 2013-090 would be addressed under "New Business. " C4?) City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page UNFINISHED BUSINESS—None NEW BUSINESS Resolutions Resolution 2013-080, Adopting The City General Fund Biennial Operating Budget For Calendar Year 2014 And 2015 And Setting The Mill Rate. Motion (Terry/Shafer) Approve Resolution 2013-080 Keil reiterated that the current mill rate of 3.12 for Seward would remain unchanged. Motion to Amend (Casagranda/Squires) Delete the transfers out of the General Fund to the SMIC Enterprise Fund in 2015 in the amount of$27,520. Motion to Amend Failed Yes: Casagranda No: Squires,Terry,Keil,Shafer,Bardarson Vacant: One Motion to Amend (Terry/Keil) Add one-third of a new Public Works Project Manager position into the 2014 General tur. Fund budget. Motion to Amend Approved Yes: Squires,Keil,Shafer,Terry,Bardarson No: Casagranda Vacant: One Motion to Amend (Casagranda/Terry) Stop the loan payments in the amount of $76,840 per year from the Wastewater Fund to the General Fund during the 2014 and 2015 budget cycle. Motion to Amend Passed Yes: Terry, Casagranda, Keil, Shafer, Bardarson No: Squires Vacant: One Main Motion Passed Unanimous Resolution 2013-081,Adopting The Small Boat Harbor Enterprise Fund Biennial Budget For Calendar Years 2014 And 2015. Motion (Keil/Shafer) Approve Resolution 2013-081 Laydown $411iiir Version. NINE& City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page Motion Passed Unanimous 'Nod Resolution 2013-082, Adopting The SMIC Enterprise Fund Biennial Budget For Calendar Years 2014 And 2015. Motion (Terry/Shafer) Approve Resolution 2013-082 Keil reminded the public that the city's annual financial audit was available on the city's website, and she encouraged citizens to verify the information they heard using this information. Casagranda was not in support of this resolution because she felt each specific Enterprise Fund should be able to support itself independently from the others. Motion Passed Yes: Terry,Shafer,Keil,Squires,Bardarson No: Casagranda Vacant: One Resolution 2013-083, Adopting The Parking Enterprise Fund Biennial Budget For Calendar Years 2014 And 2015. Motion (Terry/Shafer) Approve Resolution 2013-083 Motion Passed Unanimous Nir00# Resolution 2013-084, Adopting The Electric Enterprise Fund Biennial Budget For Calendar Years 2014 And 2015. Motion (KeiUTerry) Approve Resolution 2013-084 Motion Passed Unanimous Resolution 2013-085, Adopting The Water Enterprise Fund Biennial Budget For Calendar Years 2014 And 2015. Motion (Terry/Keil) Approve Resolution 2013-085 Motion to Amend (Terry/Keil) Add one-third of a new Public Works Project Manager position into the 2014 Water Enterprise Fund budget. Motion to Amend Passed Unanimous Motion to Amend (Casagranda/Squires) Add$673,360 of the Seward Mountain Haven repayment loan to go into the Major Repair and Replacement Fund (MRRF). 'god Casagranda revised her amendment to state "Transfer$1.2 million into the MRRF Fund." \ City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page Motion To Amend Died For Lack Of Second Main Motion Passed Yes: Keil,Shafer,Terry,Squires,Bardarson No: Casagranda Vacant: One Resolution 2013-086, Adopting The Wastewater Enterprise Fund Biennial Budget For Calendar Years 2014 And 2015. Motion (Terry/Casagranda) Approve Resolution 2013-086 Motion to Amend (Terry/Keil) Add one-third of a new Public Works Project Manager position into the 2014 Wastewater Enterprise Fund budget. Motion to Amend Passed Unanimous Motion to Amend (Casagranda/Keil) Stop the loan payments in the amount of $76,840 per year from the Wastewater Fund to the General Fund during the 2014 and 2015 budget cycle. Motion to Amend Passed Yes: Terry, Casagranda, Shafer, Keil, Bardarson No: Squires Vacant: One Main Motion Passed Unanimous Resolution 2013-087, Adopting The Motor Pool Internal Service Fund Biennial Budget For Calendar Years 2014 And 2015. Motion (Keil/Terry) Approve Resolution 2013-087 Motion to Amend (Keil/Terry) Strike$36,000 under Motor Pool for a new parking vehicle and replace it with $18,000 for a used parking vehicle. Motion to Amend Passed Unanimous Main Motion Passed Unanimous Resolution 2013-088,Adopting The Hospital Enterprise Fund Biennial Budget For Calendar Years 2014 And 2015. 1� City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page Motion (Terry/Keil) Approve Resolution 2013-088 Motion Passed Unanimous Resolution 2013-089,Adopting The Seward Mountain Haven Enterprise Fund Biennial Budget For Calendar Years 2014 And 2015. Motion (Keil/Casagranda) Approve Resolution 2013-089 Motion Passed Unanimous Resolution 2013-090, Adopting The 2014-2015 Capital Improvement Plan. Motion (Terry/Casagranda) Approve Resolution 2013-090 Motion to Amend (Keil/Terry) Move the 50-ton washdown pad from the 2015 budget to the 2014 budget. Motion to Amend Passed Unanimous Motion to Amend (Terry/Casagranda) Increase the amount budgeted for the 5-Ton Crane from $150,000 to $300,000 in 2014. Motion to Amend Passed Unanimous r,. Motion to Amend (Terry/Casagranda) Strike "Replace the blowers at the Lowell Point Treatment Plant"from the 2014/2015 budget. Motion to Amend Passed Unanimous Main Motion Passed Unanimous Resolution 2013-100,Authorizing Expenditures In An Amount Not To Exceed$75,000 For The Seward Community Health Center, And Appropriating Funds. Mayor Bardarson passed the gavel to Vice Mayor Keil and declared a potential conflict of interest because she sat on the Seward Community Health Center Board. Keil ruled that a conflict did not exist and there were no objections. Keil returned the gavel to Bardarson. Motion (Squires/Terry) Approve Resolution 2013-100 Motion to Amend (Terry/Keil) In the 4" Whereas, strike the words "but have not yet" and replace them with "and has"; and, strike the entire last sentence and replace it with, "The city has 120 days from November 1, 2013 to implement the City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page new health care center and open for 40. business." Motion to Amend Passed Unanimous Motion to Amend (Bardarson/Terry) In the 3rd Whereas, strike the words "evaluating the option of pursuing a look- alike clinic while awaiting FQHC designation;" Motion to Amend Passed Unanimous Main Motion Passed Unanimous Council recessed at 9:22 p.m. Council resumed at 9:29 p.m. Resolution 2013-101, Authorizing Expenditures In An Amount Not To Exceed $150,000 To Remodel The Hospital Building To Improve Patient Flow For Clinic Patients And To Prepare For Operation As A Community Health Center, And Appropriating Funds. Mayor Bardarson declared a potential conflict of interest because she sat on the Seward Community Health Center Board. Council raised no objections and allowed Bardarson to continue. Finance Director Kris Erchinger said this funding would come from the 1% sales tax allocation and would result in a more efficient operation/workflow. Motion (Terry/Casagranda) Approve Resolution 2013-101 In response to Squires, Erchinger said there had been no city staff involved in the space reconfiguration to date,but going forward the CHC people would collaborate with the city to move the plans forward. Motion to Amend (Terry/Keil) In the 1st Whereas,strike the words"are co- applicants seeking" and replace it with "receiving"; in the 3" Whereas, strike the word "would" and replace it with "will"; and, in the 8th Whereas, strike the figure "$600,000" and replace it with "$775,000." Motion to Amend Passed Unanimous Slur Main Motion Passed Unanimous °VA City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page Resolution 2013-102, Supporting And Participating In The Seward Economic Growth Plan (SEGP)Initiated And Maintained By The Seward Chamber Of Commerce, Conference And Visitor's Bureau. Council Member Terry declared a potential conflict of interest because she was a member of the Chamber of Commerce Board. Mayor Bardarson ruled that no conflict existed. Mayor Bardarson declared that she sat on the Core Team. Motion (Terry/Shafer) Approve Resolution 2013-102 Casagranda said she had removed this from the consent agenda so she could propose an amendment. Motion to Amend (Casagranda/Terry) In all instances,change the title of"Seward Economic Growth Plan (SEGP)" to "Seward Economic Growth Plan Process (SEGPP)"; and in the 6th Whereas, add the word"currently" after the word "has" and before the word "identified" so it reads, "...has currently identified..." Motion to Amend Passed Unanimous Main Motion Passed Unanimous Resolution 2013-103, Supporting The Alaska Tobacco Control Alliance's Initiative To Make All Alaska Workplaces 100% Smokefree. Motion (Keil/Casagranda) Approve Resolution 2013-103 Motion to Amend (Casagranda/Terry) In the Title and in Section 1,strike the word "make" and replace it with the word "encourage." Motion to Amend Passed Yes:Squires,Terry,Casagranda,Bardarson No: Keil, Shafer Vacant: One Main Motion Passed Unanimous Other New Business Items Vote and appoint qualified candidate to fill the council vacancy with a term to expire October 2014. City Clerk Johanna Kinney passed out ballots to council then collected them and read the first City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page vote count as follows: 3 votes for Dale Butts and 3 votes for Robert Thomas. Star Kinney explained to council that,procedurally,a tie vote would require ballots to be recast, and that every candidate must be reconsidered equally for each voting occurrence. Kinney passed out ballots to council then collected them and read the second vote count as follows: 3 votes for Dale Butts and 3 votes for Robert Thomas. Kinney passed out ballots to council then collected them and read the third vote count as follows: 4 votes for Dale Butts and 2 votes for Robert Thomas. Motion (Shafer/Terry) Appoint Dale Butts to the vacant council seat with a term to expire October 2014. Motion Passed Unanimous Consent City Clerk Johanna Kinney swore in Dale Butts as a council member and he took his seat at the dais. Mayor Bardarson appointed Dale Butts to be the Kenai Peninsula Economic Development District(KPEDD)representative for 2014,and directed individual Boards & Commissions to file quarterly reports to the City Council. Council postponed scheduling a work session to discuss transient merchants on the South Harbor Uplands until January 13,2014. Cancel the November 25, 2013 and December 23, 2013 City Council Meetings. Motion (Keil/Shafer) Cancel November 25,2013 & December 23, 2013 regular city council meetings. Motion Passed Yes:Terry,Shafer,Keil,Casagranda,Butts, Bardarson No: Squires Council scheduled a work session to discuss FQHC on November 25,2013 at 6:00 p.m.in City Council Chambers,and directed administration to invite the CHC Board and City Attorney to attend. INFORMATIONAL ITEMS AND REPORTS Cost Summary for the Electric Warehouse Project. Terry encouraged council to keep a close eye on these expenses. In response to Bardarson,Long said there were no known large expense line items omitted or missing from this report. City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page COUNCIL COMMENTS id Keil congratulated the Parks&Recreation Department for a successful Halloween Carnival turnout and she congratulated everyone for their promotions at the Seward Volunteer Fire Department. Casagranda thanked everyone who ran for the vacant council seat. Squires thanked everyone who ran for the vacant council seat,and welcomed Dale Butts to council. He was concerned that funding for remodeling the hospital building to ready it as a Community Health Center might run short because he didn't see any engineering expenses built into the request. He was also concerned about the donation to the city of the boat Gipsy, to which administration responded that the Harbormaster and City Attorney were addressing the issue. Squires thanked Mr. Linville for doing research on harbor cranes. Shafer wished everyone a Happy Thanksgiving. Terry thanked everyone who ran for the vacant council seat, and encouraged people to volunteer for the city's other Boards and Commissions. She thanked the members of the CHC Board and Providence Hospital people who contributed their time and effort to move the project forward. And she wished everyone a Happy Thanksgiving and Happy Hanukkah. Butts thanked council for voting him in,and encouraged people to apply for the Planning and NSF Zoning Commission. Bardarson thanked everyone who ran for the vacant council seat, and thanked all Veterans for their service. CITIZEN COMMENTS John French thanked council for considering him as a candidate for council. Speaking as the Vice Chair for the Historic Preservation Commission, he requested that the SEGPP report be provided electronically to the commission so they could coordinate efforts. He encouraged administration to look into the Environmental Justice Program that was offered by the Environmental Protection Agency to see if Seward qualified for federal funding or assistance with the Lowell Point Sewage Lagoon. Tim McDonald thanked council for considering him as a candidate,and congratulated Dale Butts for being voted onto council. Harkening back to his earlier comments, he said his concern about the SSDD contracts was that the city received no financial benefits yet was responsible for critical environmental issues. He suggested that the media and federal agencies be alerted. Skip Reierson congratulated council and administration on their hard work on the budget, and wished them luck in dealing with the legislators in Juneau. He was looking forward to $2.9 lord million in newly-paved roads and hoped it would be completed by next winter. City of Seward, Alaska City Council Minutes November 12, 2013 Volume 39, Page NItor COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Keil clarified that the mill and sales tax rates had remained the same for many years. Long said contracts were a public process,and he thanked everyone for their collaboration on the budget. ADJOURNMENT The meeting was adjourned at 10:23 p.m. Johanna Kinney Jean Bardarson City Clerk Mayor (City Seal) Ntal. City of Seward, Alaska City Council Minutes December 9, 2013 Volume 39, Page CALL TO ORDER The December 9, 2013 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Jean Bardarson. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: Jean Bardarson presiding and Vanta Shafer Ristine Casagranda Christy Terry Marianna Keil David Squires comprising a quorum of the Council; and Ron Long, Assistant City Manager Cheryl Brooking, City Attorney Johanna Kinney, City Clerk Brenda Ballou, Deputy City Clerk Absent—Dale Butts CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Teri Arnold said she received an email update from Public Works relating to the Lowell Point Sewage Lagoon odor problem,and read the email response that Linda Paquette sent on behalf of the citizens of Lowell Point. Arnold requested to have an update tonight about the desludging plans for the lagoon, and was concerned that the city would not be taking any action until the springtime. Kim Reierson said she was here as the President of the Seward Community Foundation,and gave a 2013 annual recap report. The Seward Community Foundation was a philanthropic organization which had been in existence for the last five years. She said only the earnings from investments were what were distributed to non-profit agencies throughout Seward,and the principal amount remained intact for investing. There was currently$2.6 million in the Foundation's budget, and they had given out $49,000 this year. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Keil/Terry) Approval of Agenda and Consent Agenda s 1� City of Seward, Alaska City Council Minutes December 9, 2013 Volume 39, Page Terry pulled the discussion item regarding council membership to the Alaska Mobility *tar Coalition from the agenda because the Parks and Recreation Department had recently joined as a member on behalf of the City of Seward. Casagranda pulled the introduction of Ordinance 2013-013 off the consent agenda. Motion Passed Unanimous The clerk read the following approved consent agenda items: Resolution 2013-109, Approving Amendment No. 24 To The Contract With Kent Dawson Company, Inc. For State Lobbying Services Through December 31, 2015 For A Total Of $84,500, Annually With An Additional$12,000 Annually From The Seward Association For The Advancement Of Marine Science For Lobbying On Behalf Of Its Lease And Operation Of The Alaska SeaLife Center For A Total Of$96,500 Annually. Resolution 2013-110, Approving Amendment No. 16 To The Contract With Robertson, Monagle, & Eastaugh,A Professional Corporation,Extend The Term For Federal Lobbying Representation Through December 31,2015 For A Total Of$92,000.00 Annually. Resolution 2013-111, Accepting Funds Up To $7,280 From Alaska OWL (Online With Libraries) For The Internet Technology Aide Grant And Appropriating otay Resolution 2013-112, Electing To Participate In The AML/JIA Loss Control Incentive Program For The City Of Seward. Resolution 2013-113, Authorizing A Contract Through December 31, 2015, With All Alaska News Unlimited, LLC For Display Advertising In The Seward Phoenix Log At A Rate Of $210.00 Per Week. Resolution 2013-116, Supporting Seward's Third Annual Spring Break Up Festival And Inviting Everyone To Participate. Approval of the October 28,2013 City Council Regular Meeting Minutes and the November 4, 2013 City Council Special Meeting Minutes. Direct the City Clerk to send a letter from Mayor Bardarson to Sister City Obihiro, Japan Mayor Yonezawa, inviting a mural delegation to Seward in 2014. Non-objection to the liquor license renewal for Thorn's Showcase Lounge. Per request of the committee, continue the term of the Seward Recreation Committee, a Special Ad Hoc Citizen Advisory Committee, through 2014. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Introduction of new Seward Police Officer Morgan Woodard. City of Seward, Alaska City Council Minutes December 9, 2013 Volume 39, Page Proclamations & Awards -None Borough Assembly Report, Sue McClure stated the assembly met last Tuesday, and the Kenai Peninsula School District had reported a cut to their budget by over $1.25 million. The assembly appropriated the $23 million from the revenue bonds for the school roof projects. The assembly also appropriated$1.0 million from the state for flood mitigation projects; a complete list of those projects was available on the borough's website. The assembly would meet next on January 7, 2014 and would include a discussion for capping the senior property tax exemption due to stacking exemptions. City Manager's Report, Assistant City Manager Ron Long stated there had been no purchase orders between$10,000 and$50,000 approved by the City Manager since the last council meeting. The new AVTEC dorms were close to receiving a Certificate of Occupancy.Administration had conversations with the Alaska Department of Transportation area planners about initiating the road repairs related to the $2.7 million earmark; monies were available for roads, but not for sidewalks. Administration would be coordinating a meeting between the state, FEMA, U.S. Army Corps of Engineers and city staff on the Lowell Canyon diversion project. Three qualified experts in Alaska had submitted information for the city to analyze relating to aerating lagoon wastewater treatment plants,and administration would have a recommendation for council soon. Assistant City Manager Ron Long met with Governor Parnell about the remaining funding needed for the SMIC breakwater project. R&M Consulting had completed, and administration had signed off and submitted the U.S. Army Corps of Engineers permit application for the SMIC improvements; this included dredge,fill and breakwater rock quantities,environmental impacts and mitigation measures, and alternatives and selection process information. In the Finance Department, Kenai Peninsula Borough reported the following increases in Seward's taxable sales by quarter between 2012 and 2013, as of November 30, 2013: 1st Quarter 2013 was 0.06% higher than 2012; 2' Quarter was 4.75% higher than 2012; and, 3rd Quarter was 11.04% higher than 2012. Finance Director Kris Erchinger was considering postponing implementation of the new accounting software due to some personnel changes occurring with the vendor. Kim Kowalski-Rogers was congratulated for her 24 years of dedicated service as a member of city staff Preparations had begun for the annual audit, as well as for the transition to a new Community Health Center.And,the completed the council-approved 2014/2015 biennial budget was expected to be distributed by year-end. In Public Works, the contractor had completed work on the refurbishment of the City Hall Annex Building.Community Development and the Electric Utility Departments would be moving in by the end of January,2014,or upon completion of the in-house painting,electrical and IT work. A letter of Intent to Award was issued to Harmon Construction on December 5, 2013 for the ADA Sidewalk Improvement Project. ADA compliance work and sidewalk repairs in the downtown area would be completed no later than June 1,2014. The original vendor who installed the blowers at the Lowell Point Sewage Lagoon were contacted, and it was determined that only the motors needed to be replaced, not the blowers; an email communication was sent to Lowell Point residents on December 6, 2013 to inform them of the update. The borough had approved the city's request for $98,667 to complete the Dairy Hill Drainage Mitigation Project, as well as the purchase of the `41rd property that contained the drainage channel; the project completion deadline was May 30, 2014. I Cl/ City of Seward, Alaska City Council Minutes December 9, 2013 Volume 39, Page Regarding the North Seward Water Storage Tank Project, CRW Engineering Group, LLC finished the replat for the Gateway Subdivision and submitted it to the borough for review on November 6, 2013. The Electric Utility Department reported a borough-wide outage on November 22, 2013 which affected the entire Kenai Peninsula. The outage was caused by a generation unit tripping off all generation on the Peninsula. The borough-wide outage lasted approximately four hours, but the city's backup generation facility started within 45 minutes. Crews were working on putting up the holiday street lighting and replacing street light bulbs. Thanks to Dano Michaud for hiking up Bear Mountain and replacing the lights on the hillside Christmas tree. The warehouse building's walls, roofing and insulation panels were on-site in Seward, and the framing was nearly competed. In the Harbor,on October 22,2013,Deputy Harbormaster Norm Regis was recognized as the Seward Harbor Employee of the Year 2013 by the Alaska Association of Harbormasters and Port Administrators. Crews were preparing for the Polar Bear Jump Off which was scheduled for January 18, 2014. The Harbormaster's Building received a new state-furnished tourism sign for the side of the building from the Fish&Game Department which highlighted the wildlife attractions in our area. The Harbormaster's Letter of Compliance Notice and follow up meetings with Seward's Ship Dry Dock had largely resolved maintenance,permitting, insurance and recordkeeping issues. City Attorney's Report,Cheryl Brooking stated for October through November,20,2013, she had worked with administration related to contract and personnel matters,code enforcement and revision considerations, maritime leases and vessel impoundment issues. At the recent Alaska %or Municipal Attorney's Association Conference, Brooking was elected to be the 2014 President, and Co-Chair for the Municipal Attorney's Section of the Alaska Bar Association. Other Reports, Announcements and Presentations Council Travel Reports on the 2013 Alaska Municipal League Conference Casagranda attended sessions on the following topics: Affordable Care Act, Arctic Issues, Lobbying the Legislature, Energy Use in Alaska's Public Facilities, and Small Community Emergency Response Planning. Terry attended sessions on the following topics: Economic Development Toolkit-Parts I& II,Oil&Gas Workshop,Alaska Community Transportation Board,and Economy of Finance in State & Local Governments in the United States. Bardarson attended the Mayors' Conference where there were roundtable discussions relating to road needs,education,PERS,Department of Transportation,pesticides,arctic issues,and the new Federal Aviation Administration rules. She also attended AML sessions on the following topics: FEMA Risk Mapping and USDA Rural Development. Seward Recreation Committee Update by Chair Jena Petersen. Planning and Zoning Commission Quarterly Report for 3" Quarter, 2013. I CVN City of Seward, Alaska City Council Minutes December 9, 2013 Volume 39, Page PUBLIC HEARINGS Resolutions Requiring Public Hearing `S° Resolution 2013-105,Authorizing The City Manager To Enter Into A Special Contract With The Seward Association For The Advancement Of Marine Science (SAAMS) For Adjusted Electric Rates. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. Alaska SeaLife Center Director Darryl Schaefermeyer supported this resolution and said continuing this arrangement was critical for the SeaLife Center as it was the largest year-round user of electricity in the city at 5 million Kilowatt hours. Motion (Terry/Shafer) Approve Resolution 2013-105 By unanimous consent, council suspended the rules to allow Schaefermeyer to respond to questions. In response to Squires,Schaefermeyer said there were 85 permanent,full-time employees at the Alaska SeaLife Center,but during the summer months that number rose to between 125 and 130 employees,and the annual payroll was about$3.7 million.Keil asked how many visitors the Alaska SeaLife Center had this year and Schaefermeyer said this year's numbers exceeded all years since 2008. Motion Passed Unanimous Resolution 2013-106, Authorizing The City Manager To Enter Into A Special Contract With Icicle Seafoods, Inc. For Adjusted Electric Rates For Seward Fisheries. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. No one appeared to address the Council and the public hearing was closed. Motion (Keil/Shafer) Approve Resolution 2013-106 Bardarson asked if the finance department had an opportunity to review, and Foutz said he had signed off in lieu of the Finance Director. Council directed administration to clearly document department head signatures on the agenda statements in the future so it was clear who was reviewing and approving. Motion Passed Unanimous Resolution 2013-107,Recommending Kenai Peninsula Borough Approval Of The City Owned Lot 4,Block 7,Fourth Of July Creek Subdivision,Seward Marine Industrial Center(SMIC), ' Washdown Pad Replat, Located Within The Industrial Zoning District. 1 d ■ City of Seward, Alaska City Council Minutes December 9, 2013 Volume 39, Page Notice of the public hearing being posted and published as required by law was noted and the public `44114.0 hearing was opened. No one appeared to address the Council and the public hearing was closed. Motion (Terry/Keil) Approve Resolution 2013-107 In response to Casagranda, Long said the current Seward Ship's DryDock (SSDD) lease agreement did not interfere with this resolution because the area of Block 7 dedicated to the washdown pad had been"carved out"of the SSDD lease via this resolution. Casagranda asked if the City Attorney had an opportunity to review this resolution and Brooking said she had no knowledge of and not been involved in this replat. Squires asked why this resolution did not require a subdivision agreement, as it was his understanding that it would be required per city code, and Long answered that this resolution was consistent with the SMIC development plan and he was unaware that there should be a subdivision agreement required by code. Squires had an additional concern that the roads throughout this subdivision had not yet been platted. Terry disagreed with Squires and thought the roadways should remain flexible while the SMIC area was being developed.Acting Harbormaster Matt Chase said that two corners of the new washdown pad infringed on the existing easement, and that was the reason for this replat. He said this replat had any impact on the SSDD lease. Motion to Amend (Terry/Keil) On the 7th Whereas, strike the word "a" so the sentence reads: "...Block 7 is currently "%law serviced by private roads,municipal water, sewer, electric and other utilities; no subdivision installation agreement shall be required; and," Motion to Amend Passed Unanimous Motion Passed Unanimous Resolution 2013-108, Authorizing The City Manager To Enter Into A New Lease With Harmon Properties LLC For Lot 3, Block 3 Fourth Of July Creek Subdivision, Seward Marine Industrial Center, Kenai Peninsula Borough, Plat No. 97-27 Seward Recording District, Third Judicial District, State Of Alaska. Long said administration had been working toward procuring more private investment to move the SMIC project forward. To that end,Harmon Properties' wished to lease a parcel east of the Alaska Logistics' lease with the intent to build a boat storage facility on this property.A requirement of this lease would be that Harmon assumed all environmental responsibility for this property.This would be a 20-year lease with two 5-year options to extend the lease. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. No one appeared to address the Council and the public hearing was closed. 4klaw Motion (Terry/Shafer) Approve Resolution 2013-108 OA r.rr City of Seward,Alaska City Council Minutes December 9, 2013 Volume 39, Page Keil asked if this lease would allow Harmon Properties to sublease the property,and Long said a sublease could be approved by the City Manager on recommendation of the Harbormaster. Terry was in support of this resolution and was happy to see a local company take this opportunity. Motion Passed Unanimous UNFINISHED BUSINESS -None NEW BUSINESS Ordinances for Introduction Ordinance 2013-013,Authorizing Employees Of The Seward Community Health Center To Be Non-PERS Employees Of The City For A Limited Time,And Amending Portions Of Titles 2 And 3 Of The Seward City Code. Motion (Keil/Shafer) Introduce Ordinance 2013-013 Casagranda pulled this from the consent agenda because she thought there should be a specified period of time built into the language of the ordinance. In response, Brooking said this ordinance was designed to be more general than the contract itself,and would act as the guideline;in that respect, the ordinance wouldn't have to be amended in the future, only the contract. Nerd Squires asked why so much language from Title 2 was proposed to be removed. Brooking said that the CHC would eventually be a stand-alone entity and the city would not have control over the CHC board. Further, Brooking said the length of terms and the potential for having term limits would be determined and set and governed by CHC Articles and Bylaws; only the size of the board was governed by Federal law. Squires asked if the city would be responsible for the financial decisions made by the CHC board, and Brooking confirmed that the city would be indemnified by the construct of the CHC board's employment agreement. Motion to Amend (Squires/Casagranda) Strike Section 2.40.040(B)which read,"The city shall have the right to approve the selection of an executive director of SCHC." Motion to Amend Passed Yes: Keil, Shafer, Squires, Bardarson No: Terry, Casagranda Main Motion Passed Yes:Keil,Shafer,Terry,Squires,Bardarson No: Casagranda Resolutions Resolution 2013-114, Authorizing An Increase In The Project Costs For The Harbor ' Restrooms Project In An Amount Not To Exceed$17,077,With Funding To Come From The 1 045 City of Seward, Alaska City Council Minutes December 9, 2013 Volume 39, Page Commercial Passenger Vessel Tax, And Appropriating Funds. Motion (Terry/Keil) Approve Resolution 2013-114 Long said this resolution was a continuance of the Harbor Restroom Project, but was not a change order to the existing contract. Rather,this was a request to use additional state funds for other necessary purchases not previously identified. Motion Passed Unanimous Resolution 2013-115, Authorizing The City Manager To Enter Into An Agreement With Raibow Fiberglass And Boat Repair, LLC For Additional Land At The Seward Marine Industrial Center. Motion (Terry/Casagranda) Approve Resolution 2013-115 Long said this was to clarify and "tidy up" the existing lease with Raibow and prepare the adjacent property for the upcoming lease with Harmon Properties. Motion Passed Unanimous Other New Business Items -None INFORMATIONAL ITEMS AND REPORTS City and Providence Financial Reports for September and October 2013. Seward Mural Society information packet regarding the friendship mural created in Obihiro,Japan in September of 2013. COUNCIL COMMENTS Keil congratulated Officer Woodard on joining the Police Department,and she was happy to see another young family move to Seward. She also thought the Christmas craft fair was well attended, and encouraged everyone to attend the Breakfast with Santa next weekend. Squires congratulated Officer Woodard and said,having worked with Woodard in the past, Squires thought he was a fine individual and a quality worker. He hoped administration would encourage department heads to volunteer as fire fighters and/or EMTs. Shafer said she experienced first-hand the responsiveness of the Seward Volunteer Fire Department because she had had a chimney stack fire. She commended the fire fighters for being fast and efficient, and was very appreciative. She wished everyone a Merry Christmas. Terry expressed her condolences to the Fletcher family. She thanked the Alaska SeaLife Center for their annual Christmas party, and for continuing the free Alaska resident visitations on Wednesdays. She said the Museum, although closed throughout the winter, was open to the public at City of Seward, Alaska City Council Minutes December 9, 2013 Volume 39, Page on Saturdays free of charge. She thanked the Seward Community Foundation for their hard work. And, she encouraged people to apply for the Planning and Zoning Commission. She wished everyone a Merry Christmas. Bardarson congratulated Norm Regis for receiving the Employee of the Year Award, and thanked Kim Kowalski-Rogers for her years of service. She thanked the Alaska Railroad for providing the terminal building for the Christmas craft fair. She expressed her condolences to the families of Chet Thorne and Skip Fletcher and to Jim Hunt in the loss of his father. She wished everyone Happy Holidays and Merry Christmas. CITIZEN COMMENTS Linda Paquette said the ADEC was finishing the city's Notice of Violation and the city could expect to receive it very soon. She didn't understand why the city couldn't get a quote or estimate for the desludging and removal of sludge for the Lowell Point Sewage Lagoon. She thanked everyone for listening, and wished everyone Happy Holidays. Dave Paperman, speaking as a CHC board member,thanked council for amending the CHC ordinance tonight. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Keil suggested the city use some money from the General Fund for some infrastructure improvements in the city, including sludge removal and sidewalk improvements. Terry was concerned that the city was not exercising all the contractual requirements and opportunities, such as approving the selection of the executive director as Paperman stated, and encouraged council to adhere to all contractual obligations and not"pick and choose"what it would adhere to. Squires fully appreciated the concerns expressed by Paquette, and encouraged the Lowell Point citizens to be patient with the procurement process the city required. He also hoped the CHC board crafted and proposed a good, thorough and citizen-minded contract. Long said, regarding the Lowell Point Sewage Lagoon,the city's procurement process was cumbersome, but it was necessary to do it properly. ADJOURNMENT The meeting was adjourned at 9:17 p.m. Johanna Kinney Jean Bardarson Nord City of Seward, Alaska December 9, 2013 City Council Minutes City Clerk Volume 39, Page Mayor (City Seal) bt City of Seward,Alaska City Council Minutes December 16, 2013 Volume 39,Page CALL TO ORDER The December 16,2013 a special meeting of the Seward City Council was called to order at 12:00 p.m. by Mayor Jean Bardarson. OPENING CEREMONY Vice Mayor Keil led the Pledge of Allegiance to the flag. ROLL CALL There were present: Jean Bardarson presiding and Marianna Keil Christy Terry Vanta Shafer David Squires Ristine Casagranda Dale Butts comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Absent—None CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING -None APPROVAL OF AGENDA AND CONSENT AGENDA Motion(Terry/Shafer) Approval of Agenda and Consent Agenda Motion(Terry/Keil) Delete Resolution 2013-117 from the Consent Agenda and Regular Agenda Terry stated Resolution 2013-118 which she co-sponsored with Keil stated council's intent to both exercise their right in approving the selection of the Seward Community Health Center's Executive Director and formally approving the selection at the same time. She felt the extra resolution was redundant and not needed. Finance Director Kris Erchinger explained the importance to create two different actions, one for the council to agree to exercise its right to approve the selection of an executive director,and then another action to vote on the selection. Erchinger felt otherwise it could set precedence that when the city"shall have the right"to take action,it will be interpreted that they"shall"take action. Motion to Delete Passed Unanimous ".444001 ( 01 City of Seward,Alaska City Council Minutes December 16, 2013 Volume 39, Page 41rrr Main Motion Passed Unanimous The clerk read the following approved consent agenda items: ' ! _ •' _ • • . - ' _ . • . . . • _ • . . •. . • • • • = • • = • • - • • - (deleted from the agenda by council) Resolution 2013-118,Approving The Seward Community Health Center (SCHC) Board Of Director's Selection Of Sharon Montagnino As The Executive Director Of The SCHC. PUBLIC HEARING Ordinance for Public Hearing and Enactment Ordinance 2013-013,Authorizing Employees Of The Seward Community Health Center To Be Non-PERS Employees Of The City For A Limited Time,And Amending Portions Of Titles 2 And 3 Of The Seward City Code. Hunt said much diligence and research had gone into the preparation of this ordinance by the Finance Director and the City Attorney. He recommended enactment to move forward on the Nir, creation of the Community Health Center in Seward. Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. No one appeared to address the Council and the public hearing was closed. Motion (Keil/Shafer) Enact Ordinance 2013-013 Motion to Amend (Casagranda/Squires) Amend Ordinance 2013-013,by striking in "a limited time" in the title and replacing with "three years". Casagranda was concerned with not having a specific time designated for the SCHC employees to be non-PERS employees. Shafer felt like perhaps they should give them five years, then. Squires felt the time period should be specified in the contract, simply because they were enacting an ordinance,which should deal with specific timeframes. It would be more appropriate in a resolution that approved a contract. Terry agreed, but strongly hoped the length of time SCHC employees would be city Nor., employees would be addressed in the contract. 01,1) City of Seward,Alaska City Council Minutes December 16, 2013 Volume 39,Page City Attorney Cheryl Brooking noted charter provisions prohibit contracts to be longer than five years without voter approval. Motion to Amend was withdrawn by Casagranda and Squires. Motion to Amend (Terry/Keil) Amend Ordinance 2013-013, making the following changes to Seward City Code 2.40.010 of the proposed code language: "The city and the board intends to work cooperatively together wit suer, entity *"e Beams to improve access to primary health care in the community..." Motion to Amend Passed Unanimous Motion to Amend (Terry/Casagranda) Amend Ordinance 2013-013, adding "the Seward City Code" after "in the best interests of the community," in Seward City Code 2.40.020,Section B. Terry felt it needed to be implicit that the SCHC followed the code,especially until a contract was in place. Keil wondered if it might conflict other sections of the code,like the personnel section of the code, where council had directed that the SCHC not pertain to certain portions of that code. Motion to'Amend was withdrawn by Terry and Casagranda. Motion to Amend (Terry/Casagranda) Amend Ordinance 2013-013 by reinstating Section A of Seward City Code 2.40.030 and adding a new Section B: "The Board shall provide annually all the SCHC records necessary to assure that the SCHC operations comply with applicable Federal, State and local laws and regulations." Terry said this approving this language in the powers and duties of the board section of the code would ensure the provision of records from the SCHC to the city,as similar language was also addressed in the section regarding city powers and duties. Motion to Amend Passed Unanimous Motion to Amend (Terry/Casagranda) Amend Ordinance 2013-013, adding to Section B of Seward City Code 2.40.020 "this chapter of 2.40 of the Seward City Ned Ile City of Seward,Alaska City Council Minutes December 16, 2013 Volume 39,Page Code" after the words, "in the*lbw interests of the community,". Motion to Amend Passed Unanimous Motion to Amend (Terry/Casagranda) Amend Ordinance 2013-013, strike the word"unreasonably"in Seward City Code 2.40.030, Section A. Brooking said she understood that it was difficult to measure what is reasonable and unreasonable, but the proposed language was taken directly from the Federal statutes. Motion to Amend was withdrawn by Terry and Casagranda. Motion to Amend (Terry/Casagranda) Amend Ordinance 2013-013, creating a new Section C in Seward City Code 2.40.030: "C. The Board shall enter into a co-applicant agreement with the City of Seward." Motion to Amend Passed Unanimous fir.► Motion to Amend (Terry/Casagranda) Amend Ordinance 2013-013,add to Section C of Seward City Code 2.40.040: ", which then returns to council as governed in Seward City Code 2.40.030 (A)." Squires hoped this financial information would be brought to council timely so as to avoid having to schedule extra budget meetings and work sessions. Motion to Amend Passed Unanimous Motion to Amend (Terry/Keil) Amend Ordinance 2013-013, striking Section D of Seward City Code 2.40.040, which read: "The city council shall have the right to approve financial management policies for the SCHC, assure accountability for SCHC resources, approve the annual SCHC community health center project budget, and provide long range financial planning for SCHC." and renumber accordingly. Terry felt this requirement was already addressed in a number of other places. dew City of Seward,Alaska City Council Minutes December 16,2013 Volume 39,Page Motion to Amend Passed Yes: Shafer, Keil, Butts, Terry, Casagranda,Bardarson No: Squires Motion to Amend (Terry/Casagranda) Amend Ordinance 2013-013, striking ", if any,"in Seward City Code 3.01.020 Section C. Terry thought it was fully expected by the city,the public and the SCHC that an agreement will be in place, so the words "if any" could lead to a question of ambiguity. Motion to Amend Passed Unanimous Main Motion Passed Unanimous COUNCIL COMMENTS Shafer said Merry Christmas to everyone. Terry also wished everyone a Merry Christmas. Bardarson wished everyone a Merry Christmas. Hunt hoped to have clear communication with Providence and the SCHC board to make this project successful. He hoped everyone would work to avoid the perception of not communicating with each other. CITIZEN COMMENTS Sandie Roach'asked if a contract was already signed between the city and the SCHC Board of Directors. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Brooking stated she was referring to a co-applicant agreement dated March 26,2013 which was included in the grant application packet. ADJOURNMENT The meeting was adjourned at 12:46 p.m. Johanna Kinney, CMC Jean Bardarson City Clerk Mayor (City Seal) Agenda Statement e,of set,. Meeting Date: January 13, 2014 From: Johanna Kinney, City Clerk Agenda Item: Continuation of the Port and mmerce Advisory Board BACKGROUND &JUSTIFICATION: This is an annual formality. Seward City Code 2.30.330 states that at the first meeting of each fiscal year, the City Council may continue by affirmative vote the existence of the Port and Commerce Advisory Board. If it fails to do this, the Board will cease to exist within 30 days. RECOMMENDATION: Council approve this continuation and renew the Port and Commerce Advisory Board through January 2015. 3/44•••■ ...mi. City Council Rules of Procedure VALUATION OF APPOINTED OFFICIALS Nftailil Rule 16. The City Council shall evaluate the performance of the City Attorney, City Clerk and the City Manager separately and annually during the first council meeting in January, February and March of each year. These can be conducted in Executive Session. During the evaluation, the Council shall set goals,priorities and conduct salary negotiation for these appointed officials for the upcoming year. The City Attorney, City Manager and City Clerk will complete a summary stating their accomplishments for the past review period and their goals for the upcoming review period. The City Clerk will provide the necessary blank evaluation forms,and the appointed official's completed * goals and accomplishments stknimary,to the Council no later than two weeks prior to the scheduled evaluation. The Mayor can appoint a member of the Council to receive the completed forms and tabulate the results prior to the formal evaluation sessions. At any time,the council may,by majority vote,make a motion to hold additional evaluations as they feel is necessary. [See Appendices A4-6 for City Manager, City Attorney and City Clerk evaluation forms.] GIVING DIRECTION TO APPOINTED OFFICIALS RULE 17. The Manager, Clerk and Attorney work for the Council as a body and may not take direction from any individual member of the Council if doing so would conflict with the wishes of the majority. Generally, requests for research or drafting of ordinances, resolutions or other ',mad documents should be made at a meeting or work session to give dissenting members of the Council an opportunity to object to the request and to assure the appointed official that the direction given is supported by a majority of Council. Page 6 City of Seward, Alaska ',...id \ YS- 111•MN 1111r 4; tt, City Of Seward 4 L 1St Certificate Of Congratulations ni * Awarded To: former Seward City Clerk Jean Lewis , MMC Jean Lewis, Retired Seward City Clerk and the Alaska Association of Municipal Clerk's 2010 Clerk of the Year, recently earned the prestigious designation of Master Municipal Clerk from the International Institute of Municipal Clerks on December 19, 20.13. Lewis has shown great dedication by achieving this title in her retirement. Congratulations from the Seward City Council on this great success! Dated: January 13, 2014 Gait) At064.4107\) Jean Bardarson, Mayor ' — Johanna Kinney From: Ashley Carroll <ashley@iimc.com> Sent: Thursday, December 19, 2013 11:26 AM � To: Johanna Kinney Subject: IIMC Congratulates Jean A. Lewis, MMC .vieui tit" *������������ Institute �� ���y� ^� ��8 � �� K""�m�" °"~=�8&��.~~K �.°.~���^~ u~_ of ���=."~�~.���=�� �~����V��� � Municipal Profpms/unm�,cm'noro/ ,,x~''x',`^''! 12/19/2013 Johanna Kinney City Clerk Sent to email:jhinney4o|tyofoewand.net Dear Johanna Kinney, Jean A. Lewis, MMC of From the City of Sevvmnd.AK, has earned the designation of Master Municipal Clerk(yNYNC), which is awarded by the International Institute of Municipal Clerks (MC), Inc. IIMC grants the MMC designation only to those municipal clerks who complete demanding education requirements; and who have a record of significant contributions to their local government, their community and state. The International Institute of Municipal Clerks, founded in 1947, has 10,300 members throughout the United States, Nod Canada and 15 other countries, and the mission of this global non-profit corporation isto enhance the education opportunities and professional development of its diverse membership. In light of the speed and drastic nature of change these days, lifelong learning is not only desirable, it is necessary for all in local government to keep pace with growing demands and changing needs of the citizens we serve. Your City can take immense pride in Jean's educational accomplishments and achievement of this milestone, On behalf of the IIMC Board of Directors, I am honored to endorse the conferring of MMC to Jean A. Lewis, MMC of From the City of Seward, AK.We share your pride in this achievement and we applaud your support of the role Jean plays in your city. Sincerely, Marc Lemoine, MMC IIMC President Sent by: Ashley Carroll Verification Specialist IIMC Education Department �_^ ���� Johanna Kinney From: Jim Hunt <jimshunt @yahoo.com> sent: Friday,January 03, 2014 5:22 PM To: Johanna Kinney Subject: Fwd:from Joe Fong Jo, I would like to enter this into the next meeting's record. Thank you, J Begin forwarded message: From: DianeSeeber@aol.com Date: January 3, 2014 at 1:49:09 PM AKST To:jimshunt@yahoo.com Subject: from Joe Fong Providence Seward Family Care Clinic Closure Frequently Asked Questions Why is the Providence Clinic closing? In November, the U.S. Department of Health & Human Services announced that the City of Seward was awarded federal grant money to open and operate a Community Health Center / Federally Qualified Health Center. Providence has worked collaboratively with the City of Seward and the Seward Community Health Center (SCHC) Board on the application process. Through this partnership we determined it was in the best interest and service to the community to close our clinic in favor of the SCHC instead of operating separate clinics. What is a federally designated Community Health Center (CHC) or Federal Qualified Health Center (FQHC) Federally designated Community Health Centers meet specific guidelines on the provision of primary care services. Through an application process, the US Department of Health & Human Services evaluates and awards the designation and associated benefits. Federally Qualified Health Center is often used interchangeably with a CHC though the FQHC designation refers more specifically to a reimbursement designation. What is the timeline for our clinic closure and the opening of the SCHC? The last day the Providence Seward Family Care Clinic will be open will be Friday, February I4, 20I4. The projected opening of the Seward Community Health Center is Wednesday, February 26, 20I4. The SCHC will occupy the same space as our current clinic and we anticipate at least some remodeling to the space prior to the opening Will Providence staff and providers be affected? Since we are closing our clinic, several positions will be affected. They are: Clinic physicians Clinic mid-levels (Nurse Practitioners and Physician Assistants) Clinic nurses Clinic nursing assistants Front Desk registration i staff What about other related business functions? 1 \11 At this time we do not anticipate affecting any billing, coding or medical record functions. We will continue to evaluate through and after the clinic closure. What are we doing for affected staff) Administration is meeting with those staff individually and as a group to provide information and offer support with the transition. Options include applying for positions with the SCHC, applying for other sad positions with Providence in Seward or elsewhere. This is a difficult process and we ask staff to be supportive of those affected but also respect their privacy if they are not comfortable sharing their individual plans or discussions. What is being communicated to our patients? A letter will be sent to active clinic patients around January 2, 2014 notifying them of the closure of our clinic and the opening of the SCHC. This letter will indicate the SCHC as a new clinic and that they will need to schedule appointments and register as a new patient with SCHC. Further, they will need to complete a Release of Information form to transfer their medical records to SCHC or any other provider they decide to see after our closure. What will patients do between February 15th and February 26th if they need care? Patients should try to schedule follow-up appointments prior to February I5th. Between February I5th and 26th they may need to consider other alternatives. In the event of an emergency they are advised to seek care through the ER. What services will we continue to provide? We will continue to provide emergency, inpatient and swing bed services, lab and radiology services as well as therapies and long term care. We will continue to evaluate and accept referrals to these services as we previously have. Where do I find more information? SCHC has a monitored voice message phone number at (907) 224-CARE (2273). You may direct questions about their services, questions from the community to that number. If you have Providence related questions, you can direct them to your supervisor for follow-up. This is complex change with many facets and we or the SCHC may not have the answers to all your questions but we will try to answer them as we move forward. NOTE: This message was trained as non-spam. If this is wrong, please correct the training as soon as possible. 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