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