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03142011 City Council Packet
Seward City Council Agenda Packet Ofr Happy St. Patrick's Day! March 14 2011 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward, Alaska sek CITY COUNCIL MEETING AGENDA taof , , All- Americacfly 1111 f � {Please silence all cellular phones and pagers during the meeting} March 14, 2011 7:00 p.m. Council Chambers 1. CALL TO ORDER Willard E. Dunham 2. PLEDGE OF ALLEGIANCE Mayor 3. ROLL CALL Term Expires 2011 4. CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING. [Those who Jean Bardarson have signed in will be given the first opportunity to speak. Time is Vice Mayor limited to 2 minutes per speaker and 30 minutes total time for this Term Expires 2012 agenda item.] 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval Robert Valdatta of Consent Agenda passes all routine items indicated by asterisk ( *). Council Member Consent Agenda items are not considered separately unless a council Term Expires 2011 member so requests. In the event of such a request, the item is returned to the Regular Agenda] Tom Smith Council Member 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Term Expires 2011 A. Proclamations and Awards 1. Certificate of Appreciation to Icicle Seafoods and Charles Vanta Shafer McEldowney Pg. 3 Council Member 2. Certificate of Congratulations to the Seward High School Term Expires 2011 Basketball Teams at the Regional Tournament and Dan Krier on winning Region Coach of the Year Pg. 5 Marianna Keil Council Member B. City Manager's Report Term Expires 2012 C. City Attorney Report D. Mayor Report Ristine Casagranda E. Other Reports and Presentations Council Member Term Expires 2012 7. UNFINISHED BUSINESS Phillip Oates A. Ordinance for Enactment — postponed from the January 24, City Manager 2011 meeting. Johanna Kinney 1. Ordinance 2010 -009, Amending Seward City Code Section City Clerk 5.35.055 To Create A Revenue Source For Repayment Of The $3.73m General Obligation Bond For Construction Of The Seward Community Cheryl Brooking Library Museum By Establishing A Variable Seasonal Sales Tax That City Attorney Increases The City Of Seward Rate To 5% During April Through September Of Each Year And Reduces The Rate To 3% In October Through March Of Each Year Pg. 7 City of Seward, Alaska Council Agenda March 14, 2011 Page 1 8. NEW BUSINESS A. Resolutions *1. Resolution 2011 -014, Authorizing Police Radio Upgrades To Meet New Encryption Standards And Approving A Sole Source Purchase From Procomm Alaska For An Amount Not To Exceed $11,000, And Appropriating Funds .Pg. 12 *2. Resolution 2011 -015, Establishing An Annual Seward Historic Preservation Award. Pg. 16 *3. Resolution 2011 -016, Accepting A Grant To Provide Public Access To The Seward Cemetery Information, For $8,881, And Appropriating Funds Pg.24 *4. Resolution 2011 -017, Accepting A Grant In The Amount Of $21,828 From The State Of Alaska Historic Preservation Office To Construct An Iditarod Trail Centennial Monument At Trailhead Park, Authorizing In -Kind Costs In The Amount Of $14,552, And Appropriating Funds Pg. 38 B. Other New Business Items *1. Approval of the February 28, 2011 City Council Regular Meeting Minutes Pg. 63 *2. Schedule a work session on energy efficiency funding for the Alaska SeaLife Center on Monday, April 25, 2011 at 5:30 p.m. *3. Reappoint Cindy Ecklund to the Planning and Zoning Commission for a term to expire February 2014 pg. 68 *4. Appoint Patricia Heim to the Historic Preservation Commission for a term to expire May 2012 Pg. 69 *5. Non - Objection to the Liquor License Renewals for Gene's Place, Tony's Bar, and Tony's Liquor Store Pg. 70 9. INFORMATIONAL ITEMS AND REPORTS a. Mayor Letter to Representative Seaton and Senator Stevens, opposing HB 64 Pg.78 10. COUNCIL COMMENTS 11. CITIZENS' COMMENTS [5 minutes per individual - Each individual has one opportunity to speak] 12. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS 13. EXECUTIVE SESSION A. Go into executive session to discuss the City Attorney's evaluation. B. Go into executive session to discuss the City Manager's evaluation. 14. ADJOURNMENT City of Seward, Alaska Council Agenda March 14, 2011 Page 2 „,, • • . .0.e. . , ,,, ,, , ,' ,,,, , i,,,, xx •• .. -- ../„,, ,,,, - , -z \.;t ' '-';' . 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Box 167 # • Harbor (907) 224 -3138 Fire (907) 224 -3445 410 Adams Street � s •r:� t � ti City Clerk (907) 2244046 Seward, Alaska 99664 - 0167 • Community Development (907) 224 -4049 • Utilities (907) 224 -4050 • Fax (907) 224 -4038 March 14, 2011 Charles McEldowney Icicle Seafoods, Inc. & Seward Fisheries PO Box 8 Seward, AK 99664 Dear Charles: It is my pleasure to express my gratitude on behalf of the City of Seward's Electric Department for your assistance in cleaning up the recent transformer oil spill near the docks. Your willingness to help, and your very prompt response and attention to our requirements, made a difficult situation much easier to handle. A commitment to the welfare of the community is, and has been, a hallmark of Seward Fisheries during your entire tenure there as plant manager. The City of Seward and its surrounding communities appreciate your efforts. Best Regards, # Willard E. Dunham Mayor cc: Joy VanVoort, HR Manager, Icicle Seafoods 4 i L s . 1 ''t, i I (-- I L 4.-<— '''''' i i... 41.1 IF CC, / *. i , -'4 i / _ IL, /- I rrir ) THE SEWARD CITY COUNCIL HEREBY R ECOGNIZES AND CONGRATULATES T`f E SEWT/ L ' AL ' i .f l AND °ACHES Keenan Prochazka, Andrew Buchanan, Michael Thorn, Jared Lindquist, Carlos Perea, Evan Pullins, Jayna O'Leary, Mica Dunn, Logan Clemens, lalen Terry, Jeff Buchanan, Statistician and Manager McKenzie Boyett, Assistant Coach Mark Clemens, Assistant Coach Jeff Hetrick, and Head Coach Dan Krier For Their Outstanding Accomplishment Placing 1st In The 2011 Regional Basketball Tournament And KEfEN/\N PROCH L /KA AND AND' \ I UCHANAN For Being Named To The All- Tournament Team And KIEIEN ' N PROCHAZKA CO For Being Named Most Valuable Player Of The Regional Tournament And COACH DAN ;K1 (ER For Being Awarded' Region Coa+eh' of the Year. The City Council and City of Seward wish both teams the best of luck at the State Basketball Tournament on March 1 7 -19, 2011 in Anchorage. Go Seahawks! Dated this 14th of arch, 2011 Mayor Willard E. Dunham ;,. -: fie., r } * ' ♦' • • 4 l 1 ' . / a ~ s' �� Ry` !t. y 4'1 Valtoodtak.amt'v"‹ ' * 3 ., alit\ ..... * 4 6".....,..... , .P . , .1 -,, .m . if � ? y of CEA! T iHC4 e. � To/ ��fi�' n / .�i r� LA THE SEWARD CITY COUNCIL HEREBY RECOGNIZES AND CONGRATULATES THE SEWARD D KIICEH SCHOOL GIRLS BASK f111�IL T m AND C( AC H Emily Draper, Chelsey Clarke, Jessica Stallings, Meg Berry, Catie Zweifel, Maggie Fleming, Neeka Erchinger, Gretchen Lindquist, Tessa Adelmann, Ashley VonBorstel, Maddy Campbell, Statistician and Student Manager Michaela Thomassen, Assistant Coach Lisa Bildeaux and Head Coach Curt Berry For Their Outstanding Accomplishment Placing 2 In The 2011 Regional Basketball Tournament And M CEC 'BERRY D El` I lLY DRAPER AND CHELSEY CLARKE For Being Named To The All- Tournament Team And CE ELSEY CLARKE For Being Named Most Valuable Player Of The Regional Tournament. The City Council and city of Sew and wish both teams the best . of leek at the State Basketball Tournament on March 17 -19, 2011 in Anchorage. Go Seahawks! Dated this 14th of March, 2011 Mayor Willard E. Dunham * • 4 0 - /J.. ''OhC " 1 . •,. M - �"°'y... +i,' it Sponsored by: Oates Introduction: January 10, 2011 Public Hearing: January 24, 2011 Postponed to: February 14, 2011 Enactment: CITY OF SEWARD, ALASKA ORDINANCE 2010 -009 A ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING SEWARD CITY CODE SECTION 5.35.055 TO CREATE A REVENUE SOURCE FOR REPAYMENT OF THE $3.73M GENERAL OBLIGATION BOND FOR CONSTRUCTION OF THE SEWARD COMMUNITY LIBRARY MUSEUM BY ESTABLISHING A VARIABLE SEASONAL SALES TAX THAT INCREASES THE CITY OF SEWARD RATE TO 5% DURING APRIL THROUGH SEPTEMBER OF EACH YEAR AND REDUCES THE RATE TO 3% IN OCTOBER THROUGH MARCH OF EACH YEAR WHEREAS, the City of Seward and the Seward Community Library Museum Building Committee have been working since 2003 to obtain funding and design a new library museum; and WHEREAS, the Seward Community Library Museum Building Committee and the City of Seward have secured $5.1 Million in State and private foundation funding and $1.1 Million in grant applications are pending; and WHEREAS, in October 2009 voters approved a General Obligation bond in an amount not to exceed $5 Million for construction of the library /museum; and WHEREAS, the administration and project managers have estimated that $3.73 Million will be needed to complete the project as currently projected; and WHEREAS, the annual debt service cost for a 25 -year $3.73 million General Obligation Bond at an interest rate of 4.5% is approximately $249,000 per year; and WHEREAS, a revenue source is necessary to establish and pay the debt service on a General Obligation Bond; and WHEREAS, sales tax is a revenue source by which city residents, local residents, and visitors will all contribute to the construction and operating costs of the new library museum; and WHEREAS, the current City of Seward sales tax rate is 4% and is combined with a Kenai Peninsula Borough sales tax rate of 3% for a total rate of 7 %; and 4.1 CITY OF SEWARD, ALASKA ORDINANCE 2010 -009 WHEREAS, a variable seasonal sales tax that increases the current City of Seward sales tax 1% to a rate of 5% from April through September and decreases the current City of Seward sales tax 1% to a rate of 3% from October through March would generate approximately $348,000 in additional tax revenue each year for the City; and WHEREAS, the variable seasonal sales tax would result in a combined Borough and City sales tax rate of 8% from April through September and 6% from October through March; and WHEREAS, the variable seasonal sales tax proposed above would keep year -round taxes at current levels for full -time residents of Seward when their purchases are spread equally throughout all months of the year; and WHEREAS, the combined Kenai Peninsula Borough and City of Seward variable seasonal sales tax of 8% from April through September and 6% from October through March is expected to provide sufficient revenue to repay principal and interest on a 25 year $3.73 Million General Obligation Bond, allow completion of the new library museum project, and provide approximately $99,000 annually to assist in paying for the increases in personnel and operating costs for the new library museum; and WHEREAS, according to State law, a tax imposed solely for the purpose of repayment of debt is not subject to voter referendum, however in this case, the seasonal sales tax will generate more annual revenues than is necessary solely to repay debt, and will therefore this ordinance may be subject to a voter referendum; and WHEREAS, the current City Council of the City of Seward recommends to a future City Council that this sales tax change should sunset when the $3.73 Million General Obligation Bond is paid in full. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, HEREBY ORDAINS that: Section 1. Seward City Code Section 5.35.055 is amended as follows (strike out = deletions; bold italics = additions): 5.35.055. Computation; addition of tax to total retail price; tax schedule. (a) The amount of the sales tax to be added to the sales price, charge or rental shall be three (3) percent from October 1 through March 30 and five (5) percent from April 1 through September 30 of the sale price, charge or rental rounded off to the nearest cent by eliminating any fraction of one -half cent or less and by increasing any fraction over one -half cent to the next highest cent. Each seller shall be furnished the schedule of tax payable on each taxable amount from $0.01 to $100.00. Any one sale of items separately priced shall be taxed upon the aggregate amount. : - : - - . A 0 CITY OF SEWARD, ALASKA ORDINANCE 2010 -009 the amount of the sales tax to be added - - . - - ' • - (b) The revenue from a coin - operated machine shall be treated in gross on a monthly basis, without reference to the amount paid or placed on a particular transaction. Section 2. These changes to the City of Seward sales tax rates are for the purpose of paying the annual debt service for a 25 -year $3.73 Million General Obligation Bond, to complete the library museum project, and to cover a portion of the added annual operating costs. Section 3. Section 1 of this ordinance shall become effective April 1, 2011. This ordinance shall take effect 30 days following passage and posting. ENACTED by the City Council of the City of Seward, Alaska, this day of , 2011. THE CITY OF SEWARD, ALASKA Willard E. Dunham, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney City Clerk (City Seal) 9 f n Council Agenda Statement 4 Of SE� Meeting Date: January 10, 2011 7A4. From: Phillip Oates, City Manager gkAS•P • Agenda Item: A ordinance of the City Council of the City of Seward, Alaska, amending Seward City Code Section 5.35.055 to create a revenue source for repayment of the $3.73M General Obligation Bond for construction of the Seward Community Library Museum by establishing a variable seasonal sales tax that increases the City of Seward rate to 5% during April through September of each year and reduces the rate to 3% in October through March of each year. BACKGROUND & JUSTIFICATION: Since 2003, the City of Seward has been working on a plan to build a new library museum. As of November 2010 architects completed design documents to 65% with a goal of completing construction documents in January, ground breaking in April -May 2011, and completion of the project in August 2012. Project and construction management have been hired. The Seward Community Library Museum Building Committee (SCLMBC) has spearheaded project predevelopment activities and fundraising efforts. SCLMBC and City Administration have presented over thirty Resolutions to Council since 2003 that either supported, funded or authorized the project progress. As a result, the City received an appropriation of $4.7M from the State of Alaska in July. The Rasmuson Foundation committed $500,000 in November and $1.1M in grant applications have been submitted. In October 2009 voters approved a General Obligation (GO) bond in an amount not to exceed $5 Million for construction of the library museum. Since that approval, City Administration and project managers have estimated that as currently projected $3.73 Million will be needed to complete the project. This ordinance requests that the City Council create a variable seasonal sales tax as a source of revenue to repay the proposed $3.73M GO bond as the City of Seward portion of the cost of constructing the library museum. A sales tax is a revenue source where city residents, local residents, and visitors all contribute to the construction and operations costs of the new library museum. The annual debt service for a 25 -year $3.73 Million General Obligation Bond at an interest rate of 4.5% is approximately $249,000 per year. A variable seasonal sales tax that increases the current City of Seward sales tax 1% to a rate of 5% from April through September and decreases the current City of Seward sales tax 1% to a rate of 3% from October through March would generate approximately $348,000 in additional tax revenue annually for the City. Such a variable seasonal sales tax would result in a total Borough and City sales tax rate of 8% from April through September and 6% from October through March. This variable seasonal sales tax would keep year -round taxes at current levels for full -time residents of Seward when their purchases are spread equally throughout all months of the year. The City of Seward variable seasonal sales tax of 5% from April through September and 3% from October through March is expected to provide sufficient revenue to repay principal and interest on a 25 year $3.73 Million General Obligation Bond, allow completion of the new library museum project, and provide approximately $99,000 annually to assist in paying for the increases in personnel and operating costs for the new library museum. The proposed ordinance also establishes a recommendation from the current City Council to a future City Council that this sales tax change should sunset when the $3.73 Million General Obligation Bond is paid in full. CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. INTENT: This ordinance requests that the City Council create a variable seasonal sales tax as a source of revenue to repay the proposed $3.73M GO bond as the City of Seward portion of the cost of constructing the library museum. ATTORNEY REVIEW: Yes FISCAL NOTE: The variable seasonal sales tax covers capital debt annual payments and provides approximately $99,000 per year for increased personnel, maintenance, and operating costs of the new library museum. Estimated additional annual personnel, maintenance, and operating costs - as noted in the business plan - are $260,000. This leaves a shortfall of approximately $161,000 dollars each year since annual funding to cover the remainder of these costs has not been identified. There are three important points to note here. First, because the proposed seasonal sales tax will generate more money than is needed to cover the annual debt service payments on the bonds, this ordinance may be subject to voter referendum. Second, the City Council has expressed its intent to delay identifying additional revenues to cover the remaining shortfall related to operating costs until preparation of the biennial budget. This annual shortfall is estimated at $161,000 even after the seasonal sales tax is implemented. To cover costs of this magnitude would require, for example, an increase in the mill rate of 0.54 mills equal to $108 per year on a house valued at $200,000 or, alternatively, a 0.18 percent increase in the sales tax rate. However, if a funding source for these costs is not identified prior to submittal of a bond application to the Alaska Municipal Bond Bank, it will weaken the City's application for bond financing. Third, if the seasonal sales tax sunsets upon maturity of the bonds, there will be an additional annual operating cost shortfall at that time of approximately $99,000 (based on today's costs). Approved by Finance Department ✓��` 0 RECOMMENDATION: Approve Ordinance 2010 -009 to establish a variable seasonal city sales tax as a revenue source to pay the debt service of a $3.73M GO Bond for the library museum project. t 1. 1 Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2011 -014 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING POLICE RADIO UPGRADES TO MEET NEW ENCRYPTION STANDARDS AND APPROVING A SOLE SOURCE PURCHASE FROM PROCOMM ALASKA FOR AN AMOUNT NOT TO EXCEED $11,000, AND APPROPRIATING FUNDS WHEREAS, the Alaska State Troopers (AST) have upgraded their radio frequencies to an encrypted mode, resulting in the inability of the Seward Police Department to communicate directly with AST by radio; and WHEREAS, when the police department purchased and installed interoperable radios in 2008 utilizing Home Land Security Grant funds, the City was not aware of a potential need to encrypt radio communications, and the City therefore did not seek funding for encryption when requesting grant funds; and WHEREAS, the AST began utilizing encryption in February 2011, necessitating the immediate upgrade of Seward police radios to allow direct communication with AST and in order for law enforcement and personal communications to remain confidential; and WHEREAS, the 2011 budget did not anticipate the need for this upgrade and an appropriation is therefore needed; and WHEREAS, the State of Alaska and Department of Defense awarded Motorola the sole source contract for the Air Land Mobile Radio (ALMR) system for statewide interoperable emergency communications based on the fact that Motorola has proprietary software for the requested distress button function for portable radios; and WHEREAS, the City's initial purchase of Motorola radios from ProComm Alaska was authorized as a sole source purchase in Resolution 2008 -78 based on the fact that ProComm is Motorola's only authorized distributor, installer and maintainer in Alaska, as well as the fact that this equipment meets future ALMR needs due to cooperative planning efforts by the City of Seward, the Kenai Peninsula Borough, cities within the Borough, and local and State E911 Boards; and WHEREAS, SCC §6.10.115 provides for an exemption from competitive procurement procedures for supplies, materials, equipment or contracted services which can only be furnished by a single dealer. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: i by CITY OF SEWARD, ALASKA RESOLUTION 2011 -014 Section 1. The city manager is hereby authorized to procure from ProComm Alaska, equipment and services necessary to encrypt police department radios for an amount not to exceed $11,000. Section 2. The City Council hereby finds that it is in the public's interest to authorize the procurement of equipment and services from ProComm Alaska as a sole source purchase in accordance with the provisions of SCC §6.10.115, based on the recitals above which are incorporated herein. Section 3. Funding in an amount not to exceed $11,000 is hereby appropriated from the General Fund reserves account no. 101- 0000 -3050 to the police department contracted services account no. 101- 1210 -5390. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14 day of March, 2011. THE CITY OF SEWARD, ALASKA Willard E. Dunham, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) �4 Council Agenda Statement Meeting Date: March 14, 2011 j oF sE� To: Phillip Oates, City Manager ILASYL From: Thomas Clemons, Chief of Police Agenda Item: Upgrade of police radios to meet encryption standards and sole source BACKGROUND & JUSTIFICATION: The Alaska State Troopers (AST) have upgraded their radio frequencies to an encrypted mode, resulting in the inability of the Seward Police Department to communicate directly with AST by radio. When the police department purchased and installed interoperable radios in 2008 utilizing Home Land Security Grant funds, the City was not aware of a potential need to encrypt radio communications, and the City therefore did not seek funding for encryption when requesting grant funds. The AST began utilizing encryption in February 2011, necessitating the immediate upgrade of Seward Police radios to allow direct communication with AST and in order for law enforcement and personal communications to remain confidential. The 2011 budget did not anticipate the need for this upgrade and an appropriation is therefore needed in the amount, not to exceed, $11,000. SOLE SOURCE JUSTIFICATION The Seward Police Department requests an exception to the general rule concerning free and open competition to upgrade radios utilizing ProComm Alaska/Motorola based on the following criteria: 1. The State of Alaska and Department of Defense awarded Motorola the sole source contract for the Alaska Land Mobile Radio (ALMR) system, establishing statewide interoperable communications for general emergencies and disasters for the entire State. 2. ProComm is Motorola's only authorized distributor, installer and maintainer in Alaska, and they are the primary public safety communications equipment vendor in Alaska. 3. ProComm designed, installed and will carry the maintenance contract for the City communications upgrade, and for those in Kenai, Soldotna and Homer which should result in some cost savings, and will provide unquestionable compatibility of equipment. 4. ProComm would provide unquestioned compatibility of communications equipment between the Seward, Kenai, Soldotna, Homer, Borough and State/Federal agencies. 5. Motorola has proprietary software for our requested distress button function for portable radios. t 4 1 The original purchase of police department radios from ProConun Alaska was done through a sole source contract after the State and the department of defense made the decision to purchase equipment from ProComm Alaska utilizing specifications which were developed based on current interoperable communications needs for emergencies and disasters for multi- agency response and coordination, and for future tie -in to the ALMR system per the Federal government. 6. Other contractors cannot provide unquestioned compatibility with communications equipment local and State emergency providers have in place or are installing now. 7. ProComm has a local office that reduces mobilization time and cost. Seward Municipal Code references: 6.10.115 Exemptions from Competitive procurement procedures. 5. supplies, materials, equipment or contractual services which can only be furnished by a single dealer, or which have a uniform published price. 8. the purchase of professional services. Professional services are those that require special knowledge and judgment that includes analysis, evaluation, prediction, planning or recommendations and which results in the production of a report or the completion of a task 6.10.130 Where competitive bid proposals are not in the public interest. 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. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures or Other Plans or Policies: FISCAL NOTE: Funding for this project will come from the General Fund reserves. Grant money is not available at this time. Approved by Finance Department: J4 z • ATTORNEY REVIEW: Yes No RECOMMENDATION: 014 - Council approve resolution 2011- authorizing the City Manger to procure from ProComm Alaska, equipment and services necessary to encrypt police department radios for an amount not to exceed $11,000. Sponsored by: Historic Preservation Commission CITY OF SEWARD, ALASKA RESOLUTION 2011 -015 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ESTABLISHING AN ANNUAL SEWARD HISTORIC PRESERVATION AWARD WHEREAS, it is the responsibility of the Historic Preservation Commission to work toward the continuing education of citizens regarding local historic preservation and community history; and WHEREAS, an annual Seward Historic Preservation Award will serve to publicly recognize the citizens and /or organizations who contribute to historic preservation in Seward; and WHEREAS, the award will educate and raise the public awareness regarding the importance of local historic preservation; and WHEREAS, the Historic Preservation Commission approved Resolution 2011 -001, as a revision to Resolution 95 -09, which recommended that the City Council establish an annual Seward Historic Preservation Award. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The annual Seward Historic Preservation Award is hereby established. Section 2. The Historic Preservation Commission shall be responsible for the development of the Seward Historic Preservation Award including creating the nomination form and evaluating the nominations. Section 3. Upon recommendation from the Historic Preservation Commission, the City Council shall award the recipient(s) of the Seward Historic Preservation Award annually in May through proclamation of the Mayor. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14 day of March, 2011. Agenda Statement Meeting Date: March 14, 2011 4 se tt' 0 To: City Council � � From: Historic Preservation Commission .P BASK Agenda Item: Resolution 2011 -XXX, Historic Pres. Award BACKGROUND & JUSTIFICATION: In 1995, the City Council passed a resolution approving the Historic Preservation Commission's resolution that proposed initiating an annual award recognizing individuals in the community for their contributions to the preservation of Seward's history. Recently, it came to the attention of the HPC that some grammar, dates, and department names needed to be revised. They have passed a new resolution (2011 -001) with corrections and updates. Attached are the Resolution 95 -09, Resolution 2011 -001, and the proposed resolution to be passed by the City Council. INTENT: The intent is to honor and recognize Seward citizens and organizations who have contributed to the preservation of Seward's history. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures or Other Plans or Policies: Yes (List Below) No FISCAL NOTE: This award has no impact on the city finances. Approved by Finance Department: 49 ttea ATTORNEY REVIEW: Yes No 1� RECOMMENDATION: Review resolution and take a vote. 7 Y Sponsored by Staff CITY OF SEWARD, ALASKA HISTORIC PRESERVATION COMMISSION RESOLUTION NO. 95 -09 A RESOLUTION OF THE SEWARD HISTORIC PRESERVATION COMMISSION, RECOMMENDING THAT THE SEWARD CITY COUNCIL ESTAB- LISH AN ANNUAL SEWARD HISTORIC PRESERVATION AWARD WHEREAS, it is the responsibility of the Historic Preservation Commission to work toward the continuing education of citizens regarding local historic preservation and community history; and WHEREAS, an annual Seward Historic Preservation Award will serve to publicly recognize the citizens in the community who contribute to historic preservation in Seward; and WHEREAS, the award will educate and raise the pubic awareness regarding the importance of local historic preservation. NOW, THEREFORE, BE IT RESOLVED by the Seward Historic Preservation Commission that: Section 1. The following procedure will be used to nominate an individual for the Seward Historic Preservation Award: 1. Nomination forms may be received from the City Community Development Department, Seward Public Library or Seward Museum. 2. Nomination forms must be submitted to the Community Development Department by February 1st of each year. All nominations must include the nominee's signature of consent. 3. The Historic Preservation Commission will evaluate the nominations, choose the award recipient(s) and the City Council will award the individual(s) through proclamation in March of each year. Section 2. The proposed resolution, attached and incorporated herein by reference, recommending that the City Council establish the annual Seward Historic Preservation Award, is forwarded to the City Council for consideration. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the Seward Historic Preservation Commission this 21st day of June, 1995. .1 3 Seward Planning and Zoning Commission Resolution No. 95 - THE CITY OF SEWARD, ALASKA 16 4 @k� & Shannon Skibeness, Chairman AYES: Capra, Darling, Galvano, Skibeness, Wiley NOES: None ABSENT: Kowalski, Seavey ABSTAIN: None ATTEST: L__, mda S. urphy, C C /AA City Clerk - (City Seal) • • Sponsored by: Historic Preservation Commission IP CITY OF SEWARD, ALASKA RESOLUTION NO. 95-106 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ESTABLISHING AN ANNUAL SEWARD HISTORIC PRESERVATION AWARD WHEREAS, it is the responsibility of the Historic Preservation Commission to work toward the continuing education of citizens regarding local historic preservation and community history; and WHEREAS, an annual Seward Historic Preservation Award will serve to publicly recognize the citizens in the community who contribute to historic preservation in Seward; and WHEREAS, the award will educate and raise the public awareness regarding the importance of local historic preservation; and WHEREAS, the Historic Preservation Commission approved Resolution No. 95 -09, recommending that the City Council establish an annual Seward Historic Preservation Award; 1111 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The annual Seward Historic Preservation Award is hereby established. Section 2. The Historic Preservation Commission shall be responsible for the development of the Seward Historic Preservation Award including creating the nomination form and evaluating the nominations. Section 3. Upon recommendation from the Historic Preservation Commission, the City Council shall award the recipient(s) of the Seward Historic Preservation Award annually in March through proclamation of the Mayor. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND A P P R O V E D by the C i t y Council of the c i t y of Seward, Alaska, this 1 l th day of September, 1995. THE CITY OF SEWARD, ALASKA IP ii i 0 - ' - ' .4, , _ • Dave W. Crane, Mayor r- r CITY OF SEWARD, ALASKA RESOLUTION NO. 95 -106 AYES: Anderson, Crane, Darling, King, O'Brien, Sieminski NOES: None ABSENT: Deeter ABSTAIN: None ATTEST: Q S Lth City Clerk r , ( y C 15 4 1 Sponsored by: Staff L CITY OF SEWARD, ALASKA RESOLUTION 2011 -001 A RESOLUTION OF THE HISTORIC PRESERVATION COMMISSION OF THE CITY OF SEWARD, ALASKA, RECOMMENDING THAT THE SEWARD CITY COUNCIL ESTABLISH AN ANNUAL SEWARD HISTORIC PRESERVATION AWARD. WHEREAS, it is the responsibility of the Historic Preservation Commission to work toward the continuing education of citizens regarding local historic preservation and community history; and WHEREAS, an annual Seward Historic Preservation Award will serve to publicly recognize the citizens and/or organizations in the community who contribute to historic preservation in Seward; and WHEREAS, the award will educate and raise the public awareness regarding the importance of local historic preservation; and L WHE REAS, this award was established in 1995, but revisions to this award conceming grammar u and city department responsibilities were necessary. ((IJJJ NOW, THEREFORE, BE IT RESOLVED BY THE HISTORIC PRESERVATION COMMISSION OF THE CITY OF SEWARD, ALASKA that: Section 1. The following procedure will be used to nominate an individual(s) or organization(s) for the Seward Historic Preservation Award: 1. Nomination forms can be obtained by any individual or organization from the City Clerk's Office, Seward Community Library, or the Seward Museum. 2. Nomination forms must be submitted to the Library or Museum by April l of each year. All nominations must include the nominee's signature of consent. 3. The Historic Preservation Commission will evaluate the nominations, choose the award recipient(s) and the City Council will award the individual(s) and/or organization(s) through proclamation in March of each year. WAY (Ctfvi(CO f,rOr� Section 2. The proposed resolution, attached and incorporated herein by reference, recommending that the City Council establish the annual Seward Historic Preservation Award, is forwarded to the City Council for consideration. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the Seward Historic Preservation Commission of the City of L. Seward, Alaska, this day of 16 day of February, 2011. 4. CITY OF SEWARD, ALASKA RESOLUTION 2011 -001 j THE CITY OF SEWARD, ALASKA J Linda Lasota, Chair AYES: French, Hinders, Lasota, Reynolds, Richardson, Sczawinski NOES: None ABSENT: None ABSTAIN: None ATTEST: • ohanna Kinney, CMC City Clerk � � � .,,• .. - , a,, , Rs.VY •• (City Seal) * .: ?,,j!,> .„ SEAL s r ti v�. - �`•4r-e 0- A 3 Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2011 -016 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA ACCEPTING A GRANT TO PROVIDE PUBLIC ACCESS TO THE SEWARD CEMETERY INFORMATION, FOR $8,881, AND APPROPRIATING FUNDS WHEREAS, pursuant to the National Park Service Historic Preservation Act of 1966, certain federal share matching grants for historic preservation projects are available to certified local governments; and WHEREAS, Certified Local Government Grant #10532 provides funds to develop a website of information about Seward's cemetery inhabitants, thus making this information available publically; and WHEREAS, Council granted permission to submit the grant application on October 12, 2009 with the passage of Resolution 2009 -097; and WHEREAS, news that the grant was awarded was received December 2, 2009; and WHEREAS, The funds to accomplish the work to provide access to the Seward Cemetery information total $8881, including $5,329 Federal share and $3552 applicant share in the form of in -kind volunteer labor; and WHEREAS, Resolution 2010 -107 accepted but did not appropriate grant funds; and WHEREAS, The City Council is fully cognizant of the obligations and responsibilities that will be incurred by the City of Seward upon acceptance of such grant. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. That the City Council hereby authorizes the manager to accept CLG Grant #10532 to provide public access to Seward cemetery information and appropriate funds. Section 2. That funds to accomplish the work of Providing Access to the Seward Cemetery Information total $8881.00, including $5,328 Federal share and $3552 applicant share in the form of in -kind volunteer labor. Section 3. This resolution shall take effect immediately upon its adoption. Agenda Statement Meeting Date: March 14, 2011 a of sett. Through: g City Manager Phillip Oate , 1 LAs$ P From: Patricia Linville, Library Director Historic Preservation Commission Liaison Agenda Item: Seward Cemetery Grant BACKGROUND & JUSTIFICATION: Although this grant was accepted on November 8, 2010, Resolution 2010 -107 did not contain language to appropriate funds. The new resolution both accepts and appropriates the funds described below. The State of Alaska, Department of Natural Resources Office of Historic Preservation has awarded a grant to the City of Seward Historic Preservation Commission to build a monument in celebration of the Centennial of the Historic Iditarod Trail. The cost of the project is $36,380 with $19,448 coming from Federal reimbursable funds. The state surcharge for the proposed project is $2,380. The applicant share totals $14,552, including $6,500 cash committed from the Seward Iditarod Trailblazers and the Resurrection Bay Historical Society (RBHS). The remaining applicant share of $8,052 will be contributed as in -kind labor and services from the Seward Historic Preservation Commission, the Seward Iditarod Trailblazers, the RBHS and other private citizens and businesses. The grant application states: "What makes the Iditarod Trail Centennial Monument unique is that while much has been done to mark this historic occasion, Seward lacks a `100 -year' structure that will serve to commemorate the trail and educate the public long after our celebrations have passed. The planned monument, elegantly crafted in stone and bronze, will remain a steadfast reminder for many generations to come that Seward is, `Mile 0' of the National Historic Iditarod Trail." The work as outlined in the grant includes: • May 15 2010 - Design and Materials List completed • June 15 2010 — Select contractors after completing bidding process. • September 15 2010 — Foundation and stone base structure of monument completed. • June 15 2011 — Bronze statue of sled dog and bronze plaques telling the history of the Iditarod Trail with accompanying maps have been ordered and received. • August 28 2012 — Official unveiling of Iditarod Trail Centennial Monument on Founder's Day, August 28 as part of Seward's celebration of 100 years since incorporation. This project is compatible with the powers and duties of the Seward Historic Preservation Commission as stated in Seward City Code 2.30.425(a)(5): "Work toward the continuing education of citizens regarding local historic preservation and community history." CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. Reference Seward City Code 2.30.425(a)(5) FISCAL NOTE: There is no cost to the City for this grant other than some in -kind staff assistance. Approved by Finance Department: J RECOMMENDATION: , �y �tOYVI 12W V No Council approve Resolution 2011 - authorizing the City Manager to accept Grant Project PP — g Y g P Project Iditarod Trail Centennial Monument from the State of Alaska Historic Preservation Office to Construct an Iditarod Trail Centennial Monument and appropriate funds. 4, 0 LEFfER OF APPLICATION State Historic Preservation Officer Alaska Division of Parks and Outdoor Recreation 50 West 7 Avenue, Suite 1310 Anchorage. Alaska 99501-3565 This is an application for a Certified Local Government (CLG) historic preservation fund grant: Certified Local Government Name: City of Seward, Alaska Federal Tax Identification Number:, 926000086 Project fide: Providinc Public Access to the Seward Cemeten Information Location: Citv of Seward, Alaska Type of CLCi Grant Project" ) Survey ) luveniory ( ) National Register nomination ( ) Historic preservation planning (X) Public preservation education Predevelopment ) Development ( ) Acquisition Project budgie required: (Use figures from budget form, page 7) a. Estimated total project cost: $1,881.00 b. Federal share: (60%) $5.328.60 c. Applicant's share: (40%) $3.55140 Source of applicant's share: (Use figures front budget form, pace 7) a. Cash: P.00 h. In-kind goods and services: $3,500.00 c. Donated goods and services: $0.00 - X P. F r1 1-1 Project manager: Patty i_inville. Library Director Rvan Reynolds. Library Assistant Mailing address: P.O. Box 167 Seward Alaska 99664 fclephone: 907-' — ... E-mail address: plinviliciikitvofseward.net rreynolds@citvofseward,net Preservation commission chair: Jolund Luther Mailing address: P.O. Box 167 Seward Alaska 99664 Telephone: 907-224-5596 E-mail address: jolunbwmail.com Application prepared by: Jlistoric Preservation Commission Mailing address: P.U. Box 167 Seward, Alaska 99664 Telephone: 907-224-4082 E-mail address: plinville:ci:c4ofseward,net /476 Phillip F. (rtes, City Manager Date Signature Authorized Local Government Official Notary Seal Subscribed and worn before me this day of CCIT,Akt.i"" , 2009. _ ..... Glary for the State of Alaska -- j t My commission expires „--9- fl OHA USE ONLY to , U Date ReeeiNed: x...---, (;)=. = + 4.*. rn= ... tz A lia 0 -4- „ ;It ..., 4' \270.1,, /I/ emiro 4 01111110 - 1 , _- :I _ - . ':jg/CiSI . . ‘.. STATEMENT OF WILLINGNESS TO COMPLY WITH REQUIREMENTS OF FEDERAL GRANT PROGRAM 1. I understand that this is an application for federal matching assistance for up to 60% (less 10% surcharge) of the total project cost, which is the subject of this application. 2. In submitting this application., I understand that if awarded the funds it is my responsibility to comply 41ith all program requirements outlined in the "Historic Preservation Fund Program, Grams for Historic Preservation in Alaska" manual, pertinent State and Federal regulations. and the State/Local agreement. 3. In submitting this application. 1 understand that project records are subject to audit after project completion. and that if such an audit questions expenditures for which I have been partially reimbursed I will return an amount equal to 60% (less 10% surcharge ) of the questioned expenditures. 4. I understand that no grant or promise of a grant exists until the State Historic Preservation Officer signs the StatefLocal Agreement even if the Alaska Historical Commission recommends or allocates funds for my project, and that any funds expended before the grant period or before obtaining the SHPO's signature inay not be reimbursed without specific approval. The SHRO will not sign until all required materials and documents are in hand. ear Phil] ip E. Oates, City Manager Authorized Local Government Official 2 9 INFORMATION PROJECT DESCRIPTION: In fiscal year 200 the Seward Historic Preservation Commission (SHPC) applied and received a Historic Preservation Certified Local Government 60/40 matching grant to develop a Historic Preservation Wehsite. This website was successfully linked to the City of Seward website and offers an illustrated detailed history of nine National Historic Register sites located in Seward. The SHPC placed emphasis on the 2009-2010 priorities list under the categories of Public Outreach, to work on updating the Seward Cemetery information and gravesite information and to provide this valuable information to the public through the Historic Preservation Websitc. With this objective in mind, the proposed project is to gather the scattered documentation of who is buried, biographical information, grave location, the gravesite information and to include gravestone photographs. which will provide enhanced access to genealogical and historical information. To ultimately provide this information to the public the Seward Cemetery information shall be placed on the SHPC Vs ebsite. For this information to be digitally retrievable many of the records which are in paper format only, need to be transcribed and Or optically character recognized (OCR), the time available for the SIIPC is limited so this needs to he provided by a contractor. For this information to be posted to the website by the Seward City IT Systems Manager. it needs to be readily av ailable in a website format, of which the SHPC does not have the professional expertise to provide. Therefore_ once the information and photos are gathered a websitedatabase designer will be required to put the package together. As a result. the SHPC will take photographs and gather information through in.kind services and provide this information to a contracted websiteldatabase designer. The websitedatabase designer will configure the information into a lomat according to the needs of the Seward City IT Systems Manager to he placed on the Historic Preservation Website. 2. PRESERVATION OBJECTIVES The primary objective of this project is Public Preservation Education and to bring the Seward Cemetery graves, biographical information and gravestone images to wider public access, By updating the information and including the additional photos of those gravesites. it will provide the public a greater appreciation of Seward's history, genealogical information and biographical infOrmation on local people and allow easier access to the information. Encouraging community understanding and appreciation of Seward History is a goal of the Seward Historic Preservation Plan_ Encouraging the recognition and preservation of historic sites and artifacts is defined goal of the City of Seward's Comprehensiv e Plan_ 4 C9/061 3 0 3. PROJECr LOCATION Thc geographic area encompassed by this project will bc the ten cemeteries and numerous memorials currently located in and around Seward. This covers the approximate area of Lowell Point in Resurrection Bay to Mile 7.5 of the Seward - Scenic - ! Iig1i 4. `WORK PLAN The SHPC plans to photograph graxesites located in the Seward Cemeteries, as well as. gi\ c u brief biographical and genealogical on each person buried_ and update current grave information. The paper forms of information will be converted to digital format through a combination of transcription and Optical Character Recognition. The SHPC Project Team and the Seward City IT S.)stems \Einziger will formulate the SC Opt: 0 r work to develop the database and the appropriate web pages to display the information. Ihis database and w eh pages will be developed hy the wehsite/database designer who will provide this to the Seward City I ir S')sterns Manager to he placed on the SI IPC Website. ihc SHPC will research and update the intbnnation on the ra\ esites located in the ten Seward Cemeteries and numerous memorials. In addition, the SHPC team will photograph man) gravcsites to be included in the database, 5. TIN1E LINE October 2009 Submit the grant.. Jun - '010 Accept the grant. une-Decern her 2010 SIIPC Project Team will research, gather information and take photographs of the Seward Cemeteries and tiravcstones. October 2010 Award ihe contract and provide scope of work to the Transcription and Digital Conk ersion Contractor. No\ ember 2010-Januan 201 Transcription and Digital Conversion Contractor corn ens paper information courees to digital information and pro‘ ides it to the Website Database Designer. sianuary 2011 Award the contract and provide the scope of work to the Website 'Database Designer. a 5 Januar.' - February 2011 Cemetery information is given to the 'A ebsite Database Designer. August 2011 Websiteil)atabasc Designer provides the final project to the Seward City IT Systems Manager for placement in the SHPC wehsite. - September 2011 Submit final report to the State and Office of History and Areheoliv. PROJECT PERSONNEL 1ihrars,Staff: The staff will assist and support coordination of the project. Seward Historic Preseriation Commission (SliPC)-(In-Kindj The SHPC will form a project team w hich Will assist in all phases of the project. Photos and documentation will he gathered and compiled by Commission \feathers. DiOtal Conversion Contractor Fhi , Aork i1I con\ ert carious disparate intOrmation sources in paper format to digital format h} i combination of transcription and computer Optieal Character Recognition. Website/Database Designer The White Database Designer will de‘elop the database and website for the Seward Cemetery Inscriplions. The Designer will de‘ clop the web pa2es to display the database information. Seward City IT Systems Manager The City of Seward IT Sy stems \tanager will hire the Wcbsite Database Designer and put the final product on the SHPC's Website, 7. BUDGET Cost Source WebsiteiDatabase Development (Contractual Services) 5,1,4401.00_ (Cash) franseription and Digital OCR (Contractual Seri. ices) $1.500.00_icastil V. 32 Laptop Scanner and OCR Software S1,50000 (Cash I Travel Per Diem $400.00 (Cash) Total $4.800.00 (Cash) Personal Services,' In-kind 1<c:search 60 hours q, S25 S1_500.00 (1n-kind) Photographing 50 hours $25 S1 250.Q0_ (jp-kind) Photo Preparation 30 hours t $25 $750.M._ firi-kind) total $3,500.00 Total Direct Costs S8.309,00 7% State Surcharge 581.00 Total Project Costs $8.881.00 Applicant's Total Share -3.552.40 14,:deral Share S5.328.60 Less 7',4 State Surcharge -581.00 Total Participant Receipt S4.747,60 ,2 7 • 33 PROJECT BUDGET Enter the proposed budget tbr !". our project: i DGE1 CATEGORNI SOrRCE Or FUNDS Federal Share ‘pplipr's,Shitir, Total Pet sclnal Services 3,54 tt 00 3,500,00 1 ravel Per Dien) 400..011 0.00 (..ontractual )0.00 0.00 2 1,500.00 0.00 1,50(100 1 'I'M DIRECT COSTS cs.; '30(1 00 . . .. ,,,,, , A. St 3. MI AI. PR( T)I1 .CT COS IS 4. ANTIC \\ -lir.. td :irnount on 11rIt 7*52,40 FEDERALSHARE — 60" of AnD,unt on line 3 .. ....... ......... . LESS STATE SURCHARGE = amount on line .... -f, 7. TOTAL PARTICIPANT RECLIP - amount grAntee is reimbursed Proposed Source of Funds: acarly identify c:oh, in-kind goods and services, ::ind donated goods 411d t1 constitute the itpphcantls matching share. Donarions cannot eNceed 4( a of the total prolect cot'. federl funding s.:n.lrces are IlleliObk as matching share for this grant program. Grann es he reimbursed tor citsh ciperulituro. up to 60 total project Costs. less the stare ' (the amount shown On hne APPIACANITi must ioti 40t of the total project costs. CASH 1\-KINf) GOODS AND SERVICES + S3. - 7 , 52.40 F.)0N D GOODS AND SLR \ICES $0,00 8. APPLICANT'S 9, TOTAL TOTAL SHARE — S3.552,40 FEDERAL SHARE 55,328f)0 8 . 09/se: 3 8. FINAL PRODUCTS The final product will consist of a database of the Seward CenreterY and Memorial burials. genealogical, biographical information and t,*rai.estone photocraphs and « eh pries displaying this information.. 9. :ADDITIONAL INFORMATION �. historic Preservation Commission Resoluticin 00t) - selcctin` "Pro\idine Public Access to the Seward Cemetery Information" as the :rant project for the F`r 10 State of Alaska, Department of Natural Resources. Historic Preservation Fund Grant, and recommending City Council authorize the City Manager to submit the l• `t "10 trans application to the Office of History and Archaeoicrg.y, Alaska Division of Parks and Outdoor Recreation, ApproNed 10 '2009. Enclosure Number 1) B. Resolution 2009- £ authorizing the Cite 1 nater to submit the "Pro idini Public Access to the Seward Cemetery Information" a.s the L>rant project for the FY' 10 State of Alaska, Department of Natural Resources, historic Preset',ation Fund Grant to the Office of history and Archaeology, .Alaska Division of Parks and Outdoor Recreation. ApproNed 10 '2009. Enclosure Number 2 (To be sent pending, approN al on 10;12.'2009) C. Historic l'reserk ation 2009 -2010 Priority List. Enclosure Number 3 I). City of Seward Historic Presen. ation Plan_ page 44. Enclosure Number 4 1E. City of Se.N'ard, 2020 Comprehensive flan, pages 29 & 30. Enclosure Number 5 L- Pa::: 9 t .. 35 Local government applicants must include in endorsement 0 project by the governing bod' The fello\\ ing is a sample resolution: RESOLUTION OF VI IE iiprlicant name) , Alaska A RESOLUTION AUT11ORIZIThs:G TILE MANAGER TO SUBMIT TO Ti IL'. STATE OF ALASKA AN APPLICATION FOR A FEDERAL GRANT FOR (name of project) ..,. WHEREAS, pursuant to the National Park Service Historic Preservation Act of 1966, certain federal share matching grants for historic preservation projects are mailable to certified local go% ernmenK and W1 If R FAS, The iskssembly has reviev,ed the application prepared by ihe Jjppjjeant cfrvisiouL tor such a federal share matching grant for ( applicant division) . WI ILRI AS„ The Assembly is fully cognizant attic obligations and responsibilities that will be incurred by the (applicant name) upon acceptance of such grant; NOW, i11E R E FORF., BE IT RESOLVED BY ME ASSEMBLY 01 (applicant name) ALASKA: 1. lhat the assembly hereb authorizes the manager to submit an application to the State of Alaska. Department of Resources, for a federal share matching grant for (name of project) 2 That the department of t applicant department) is established as the agent for the (applicant name) for administration of this project. 3. Fha( if the (applicant name) is Li arded the grant for (name of project) the ,%sscmhly will introduce an ordinance providing matching funds for this project 4 Effective alte 1 In resotution shail be effective immediately upon tldoption. Adopted this (datel_ Authorized , ignature Ornt suc - r,pper.j:x E 1 0 1 PEV. C19/06 ) 3 SEANPARNELL, Governor DEPARTMENT OF NATURAL RESOURCES 550 W. 7 AVENUE, SUITE 1380 ANCIIOR.9 GE, .9 LASK9 99507.3561 DIVISION OF PARIS AND OUTDOOR RECREATION PHONE: (907) 269 - 8700 FAX: (907) 269 -8907 December 2, 2009 Re: FY'l 0 Historic Preservation Fund — Certified Local Government Grant Program Dear Certified Local Government Applicants: The Alaska Historical Commission met November 09, 2009. During the meeting, the Commission reviewed applications for financial assistance from the FY'10 Historic Preservation Fund — Certified Local Government (CLG) Grant Program. The Office of History and Archaeology received five applications and the following four were approved with a total federal request of $31,305.00. _Sponsor Project Name Federal Award City and Borough of Juneau _Project Preservation Database $11,274.00 City and Borough of Sitka Sitka Sound Science Center $ 8,282.00 City and Borough of Sitka Sitka National Historical Park $ 6,420.00 4 International Conference on Russian America City of Seward Providing Public Access /Seward $ 5,329.00 Total _ $31,305.00 "Note that the Mat -Su Borough's application was reviewed and denied at the November 9, 2009 Commission Forums meeting. The State of Alaska hasn't received the federal FY'10 apportionment; we cannot execute grant agreements until the apportionment is received. Successful applicants should expect execution of the agreements within the next few months. To be sure costs are eligible for reimbursement under the grant, work should not commence on your project until you have a fully signed agreement. As soon as notification is received that the apportionment has been awarded to the State of Alaska, all grantees will be notified and complete agreements will be sent out for signature: Should you have questions regarding the FY'10 funding allocation, or any aspect of the Historic Preservation Fund Program, feel free to contact me at (907)269 -8694, e-mail at carole.gray(alaska.gov. or at the above mailing address. We look forward to another successful year of Certified Local Government participation in the HPF program. Sincerely, Carole "Kristy Gray Grants Administrator Enclosure Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2011 -017 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA ACCEPTING A GRANT IN THE AMOUNT OF $21,828 FROM THE STATE OF ALASKA HISTORIC PRESERVATION OFFICE TO CONSTRUCT AN IDITAROD TRAIL CENTENNIAL MONUMENT AT TRAILHEAD PARK, AUTHORIZING IN -KIND COSTS IN THE AMOUNT OF $14,552, AND APPROPRIATING FUNDS WHEREAS, The State of Alaska, Department of Natural Resources Office of Historic Preservation has awarded a grant to the City of Seward Historic Preservation Commission to build a monument in celebration of the Centennial of the Historic Iditarod Trail; and WHEREAS, the monument will be a '100-year' structure that will serve to commemorate the trail and educate the public long after our celebrations have passed; and WHEREAS, the planned monument, elegantly crafted in stone and bronze, will remain a steadfast reminder for many generations to come that Seward is, `Mile 0' of the National Historic Iditarod Trail; and WHEREAS, the total project cost is estimated at $36,380, with a federal share of $21,828 less surcharge of $2,380 for a total of $19,448 and a local match of $14,552; and WHEREAS, the City's match for this project will be provided through the in -kind services of the Seward Historic Preservation Commission, the Seward Trailblazers and the Resurrection Bay Historical Society and other private citizens and businesses; and WHEREAS, this project is compatible with the powers and duties of the Seward Historic Preservation Commission as stated in Seward City Code 2.30.425(a)(5). NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The city manager is authorized to accept a grant from the State of Alaska in the amount of $21,828, with a State grant surcharge of $2,380. Section 2. In -kind contributions from non -City sources in the amount of $14,552 are hereby accepted for the project. Section 3. Total project funds in the amount of $36,380 are appropriated as follows: 1) $21,828 from State grant funds account no. 271 - 2714- 4680- 0200;and 2) $14,552 from in -kind contributions account no. 271 -2714- 4680 -0900; to the Iditarod Trail Centennial Monument Fund contracted services account no. 271- 2714 -5390. CITY OF SEWARD, ALASKA RESOLUTION 2011 -017 Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward this 14 day of March, 2011 THE CITY OF SEWARD, ALASKA Willard E. Dunham, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) Council Agenda Statement Meeting Date: March 14, 2011 t 4 �� 0 * s , q 9 Through: City Manager Phillip Oates iLASwP From: Patricia Linville, Library Director Historic Preservation Commission Liaison Agenda Item: Iditarod Trail Centennial Monument Grant BACKGROUND & JUSTIFICATION: The State of Alaska, Department of Natural Resources Office of Historic Preservation has awarded a grant to the City of Seward Historic Preservation Commission to build a monument in celebration of the Centennial of the Historic Iditarod Trail. The cost of the project is $36,380 with $19,448 coming from Federal reimbursable funds. The state surcharge for the proposed project is $2,380. The applicant share totals $14,552, including $6,500 cash committed from the Seward Iditarod Trailblazers and the Resurrection Bay Historical Society (RBHS). The remaining applicant share of $8,052 will be contributed as in -kind labor and services from the Seward Historic Preservation Commission, the Seward Iditarod Trailblazers, the RBHS and other private citizens and businesses. The grant application states: "What makes the Iditarod Trail Centennial Monument unique is that while much has been done to mark this historic occasion, Seward lacks a '100-year' structure that will serve to commemorate the trail and educate the public long after our celebrations have passed. The planned monument, elegantly crafted in stone and bronze, will remain a steadfast reminder for many generations to come that Seward is, `Mile 0' of the National Historic Iditarod Trail." The work as outlined in the grant includes: • May 15 2010 - Design and Materials List completed • June 15 2010 — Select contractors after completing bidding process. • September 15 2010 — Foundation and stone base structure of monument completed. • June 15 2011 — Bronze statue of sled dog and bronze plaques telling the history of the Iditarod Trail with accompanying maps have been ordered and received. • August 28 2012 — Official unveiling of Iditarod Trail Centennial Monument on Founder's Day, August 28 as part of Seward's celebration of 100 years since incorporation. This project is compatible with the powers and duties of the Seward Historic Preservation Commission as stated in Seward City Code 2.30.425(a)(5): "Work toward the continuing education of citizens regarding local historic preservation and community history." CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. Reference Seward City Code 2.30.425(a)(5) 40 FISCAL NOTE: There is no cost to the City for this grant other than some in -kind staff assistance. Approved by Finance Department: o ` lett) W.) : 1uo RECOMMENDATION: .‘ Council approve Resolution 2011 -d authorizing the City Manager to accept Grant Project #10537 Iditarod Trail Centennial Monument from the State of Alaska Historic Preservation Office to Construct an Iditarod Trail Centennial Monument and appropriating funds. 4 Y HISTORIC PRESERVATION FUND STATE /LOCAL GRANT AGREEMENT Project # 10537 This grant agreement is between the State of Alaska, by and through the State Historic Preservation Officer for purposes of the National Historic Preservation Act of 1966, as amended, (P.L. 96 - 515) HEREAFTER, THE STATE, AND, City of Seward EIN# 92- 6000086 HEREAFTER, THE GRANTEE Box 167 Seward, AK 99664 Article 1. Grant Project Title: Iditarod Trail Centennial Monument Article 2. Appendices: Appendices referred to in this agreement and attached to it are considered part of it. Article 3. Performance of Services 3.1 Appendix A sets forth the services to be performed by the Grantee. 3.2 Appendix B sets forth the project budget. 3.3 Appendix C sets forth the project progress and fmal reports which must be supplied to the State, and special conditions of the grant. 3.4 Appendix D sets forth the financial reports that must be supplied to the State, the payment schedule for the disbursement of funds to the Grantee, and audit requirements. 3.5 Appendix E sets forth required amendment procedures. 3.6 Appendix F - Assurances Non - Construction Programs; Certifications Regarding Debarment, Suspension and Other Responsibility Matters; Lower Tier Covered Transactions; Drug -Free Workplace; and Lobbying; Statement of Willingness to Comply with Requirements of Federal Grant; any other applicable Federal or State statutes or requirements of the National Park Service governing the performance of services under this grant. 3.7 Appendix G - project proposal as submitted by the Grantee is made a part of this agreement by this reference. Article 4. Period of Performance: The period of performance of the grant agreement begins and ends 09 /30/11 There can be no time extensions. Article 5. Consideration 5.1 The estimated total cost of the project is $ 36.380.00 The Federal share of the project is $ 21,828.00 The estimated non - federal share of the project is $ 14, _S7 00 5.2 In full consideration of the Grantee's performance under this grant agree- ment, the State shall apply to the National Park Service for sixty percent (60 %) of the estimated total cost of the project or sixty percent (60 %) of the actual total cost of the project, whichever is less, in accordance with Appendix B and Appendix D of this agreement. 5,3 An administrative surcharge in the amount of 7 % of the total direct costs shall be assessed and retained by the State. 5.4 Twenty percent (20 %) of the total payment to Grantee will be withheld until final products and completion reports have been submitted and approved. 06/10 HFP State/Local Agreement Page 1 42 APPENDIX A - SCOPE OF WORK Grant Project Name: Iditarod Trail Centennial Monument Grant Project Number: 10537 Grant Period: - September 30, 2011 Federal share: $21,828.00 Recipient will have an Iditarod Trail monument fabricated and installed and hold a public event upon its completion. The site will educate people about the historic route that had a terminus in Seward and will commemorate the centennial of the significant historic trail. October, January, April, July Submit to the Office of History and Archaeology (OHA) quarterly progress reports addressing project activities during the preceding three months, referenced to this Scope of Work. July 2010 Prepare requests for proposals, advertise, and select contractors. Provide OHA with information on the contractors selected and the services each will provide. August- September 2010 Complete site preparation work, including the foundation for the monument. October 2010 - June 2011 Fabricate sled dog monument and plaques. July 2011 Install sled dog monument and plaques. August 2011 Hold a public event at the site. September 30, 2011 Submit to OHA: 1) Three (3) printed copies of a project report describing activities (who, what, where, when, why) done with the grant funds, and photographs of the monument, plaques, and public event. 2) Minutes of Seward Historic Preservation Commission meetings showing its awareness and involvement with the project, and 3) Final billing. 06/10 HFP State/Local Agreement Page 3 43 APPENDIX B - BUDGET Grant Project Name: Iditarod Trail Centennial Monument Grant Project Number: 10537 COST CATEGORIES: Personal Services* 0.00 Travel/Per Diem 8,500.00 Contractual Services 17,500.00 Other: Materials 8,000 Total Direct Costs 34,000.00 X 7% State admin surcharge 2,380.00 Total Project Costs 36,380.00 40% Grantee Share 14,552.00 60% Federal Share 21,828.00 Icss surcharge (2,380.00) Maximum Payment to Grantee 19,448.00 * Services shall be valued at the employee's regular rate of pay provided these services are for the same skill for which the employee is normally paid. If the services are not for the same skill for which the employee is normally paid the person must be professionally skilled in the work being performed. When this is the case, the wage rate used will be consistent with those paid for similar work in the labor market in which the grantee competes. If a volunteer performs services outside his profession or trade, volunteer time must be valued at the Federal minimum wage rate unless a higher rate can be documented as applicable and is approved by the SHPO. In no case may an employee or consultant services be charged at a rate of more than $89.41 per hour to the grant. If employee or consultant services exceed this rate, only the amount up to and including $89.41 may be charged to the HPF grant or used as matching expenses. 06/10 HFP State /Local Agreement Page 4 APPENDIX C - SPECIAL CONDITIONS Grant Project Name: Iditarod Trail Centennial Monument Grant Project Number: 10537 1 . Quarterly progress reports detailing project activity to date will be due on or before September 30, 2010 and a final a final narrative report on October 31, 2011, or until, financial reports, and final products as identified in Appendix A - Scope of Work are submitted to and accepted by the State Historic Preservation Officer. The final narrative report is distinct from the final products. It details the methodology, activities and timeline over the life of the grant. 9 2. All project products must comply with the Secretary of the Interior's "Standards and Guidelines for History and Archaeology ". The final products must detail how the work complied. 3. All publications using information gathered under this grant must acknowledge support by the National Park Service and the Alaska Division of Parks and Outdoor Recreation, Office of History and Archaeology in the following manner: The research for this publication has been financed in part with Federal funds from the National Park Service, Department of the Interior, and through the assistance of the Office of History and Archaeology, Department of Natural Resources. However, the contents and opinions expressed do not necessarily reflect the views or policies of the Department of the Interior or the Department of Natural Resources, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior or the Department of Natural Resources. 4. Appendix D - Reporting Requirements, Payment Schedule and Audit Requirements, Appendix E - Amendment Procedures, Appcndix F - Assurances and Certifications, and Appendix G — Project Proposal as submitted by Grantee are made a part of this Agreement by reference. 5. In addition to the terms detailed in this Subgrant Agreement, all Federal requirements governing grants (Office of Management and Budget Circulars A -87 or A -122, A -102 or A -110, and A -128 http: / /www.whitehouse.gov /omb /circulars) are applicable. 6. This Subgrant Agreement provides for the voluntary and involuntary suspension or termination of said Agreement consistent with all Federal requirements governing grants. 7. A ten (10) year protective covenant must be attached to the deed and a copy must be supplied to the Alaska Office of History and Archaeology. The covenant will apply when there is a change in ownership, it will be enforceable by Alaska law, and will be monitored by the Alaska Office of History and Archaeology. The covenant is effective upon execution of the document, and must be recorded prior to the disbursement of HPF funds, After HPF funds have been disbursed, they cannot be repaid to avoid the deed restriction. 06/10 HFP State /Local Agreement Page 5 45 APPENDIX D - FINANCIAL REPORTING REQUIREMENTS, PAYMENT SCHEDULE AND AUDIT REQUIREMENT Grant Project Name: Iditarod Trail Centennial Monument Grant Project Number: 10537 Section I: FINANCIAL REPORTING REQUIREMENTS Financial progress shall be monitored by the State. Project billings may be submitted as often as quarterly. Each billing request must be accompanied by a narrative progress report for the corresponding period. A careful financial accounting of the grant project will be maintained by the Grantee, copies of which must be submitted to the State Historic Preservation Officer to document reimbursement requests. Failure by the Grantee to provide adequate financial reports or required documentation will provide cause for withholding reimbursement. Appendix 13 of this agreement lists eligible work items for the project. Use this itemization as a basis for reporting. The following items must be included with all requests for reimbursement: A. A signed, completed Summary of Documentation with attached source documentation for federal and non - federal costs must be submitted to request cost reimbursement and to document matching share. Source documentation consists of paid bills, payrolls, invoices with canceled check copies, receipts of payment by vendor /contractor, donated service documentation forms signed by person donating and a supervisor, equipment use forms, etc. B. Where required, justification for charges should accompany the invoices. For example, payment of salaries should be supported by time sheets and justification of rate of pay. Rental equipment must be supported by time or use statements with appraisal letter. Where work has been done under contract, include a copy of the contract with statement for choice of contractor and fee for consultant service. Section II: PAYMENT SCHEDULE Payment requests will be generated by the State Historic Preservation Office on a quarterly basis. So that federal billing deadlines may be met, reimbursement requests from the grantee must reach this office by July 31, October 31, January 31, and April 30. Reimbursement will be forwarded to the grantee approximately thirty (30) days following the quarterly deadline dates. Ouarterly payments will not be made if acceptable narrative progress reports are not received for the corresponding period. (See Appendix D, Section I). Payments are made on a cost reimbursement basis. Twenty percent (20) of the total payment to Grantee will be withheld as a retainer until completion of the project and acceptance of the final project documentation by the Statc Historic Preservation Officer. Final reimbursement will be made upon receipt of acceptable final products, acceptable performance and completion reports, financial reports, expenditure documentation, plus any special conditions of the grant. The Office of History and Archaeology must be notified at least three (3) months prior to the project completion date should the grantee anticipate any unexpended funds. 06/10 HFP State /Local A,grment Page 6 Section III: FINAL NARRATIVE REPORT The final narrative report will detail the work (by whom, when, what) accomplished with this grant. All items in APPENDIX A - Scope of Work must be discussed in the final narrative report. This report must also include information on how the local historic preservation commission was kept advised of the project. Section IV: AUDIT REQUIREMENTS Grantee must make all records relevant to this grant available for audit for a period of three (3) years after the term of the project. In addition, governmental entities are required to comply with the State of Alaska, Single Audit Regulations 2 AAC 45,010 and the Federal Single Audit Act of 1984 P.L. 98 - 502. 06/10 HFP StateiLocal Agreement Page 7 4 7 APPENDIX E - AMENDMENT PROCEDURES Grant Project Name: Iditarod Trail Centennial Monument Grant Project Number: 10537 Any modification of the project work, budget or time period, problems or adverse conditions must immediately be brought to the attention of the State Historic Preservation Officer, in writing. It may be necessary to receive prior National Park Service approval before the changes may take place. The Office of History and Archaeology will notify the grant recipient in writing when the approval has been obtained in the form of an amendment to the grant award. Failure to obtain such approval prior to implementation of changes will jeopardize reimbursement. 06/10 HFP State /Local Agreement Page 8 48 APPENDIX F — ASSURANCES, CERTIFICATIONS, AND OTHER Enclosed are the following documents. Please complete and return. Assurances — Non - Construction Programs _ Certifications Regarding Debarment, Suspension and Other Responsibility Matters, Drug -Free Workplace Requirements and Lobbying Statement of Willingness to Comply with Requirements of Federal Grant n/a Section 106 Consultation (for HPF Development Projects) and Sample Letter n/a Covenant: example 06/10 I-IFP State /Local Agreement Page 9 49 Assurances— Non - Construction Programs -- - - -• -- __ __ __ OMB Approval No. 0348 -0040 Public repo:ling burden for this collection of information is estimated to average 15 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Please do not return your completed form to the Office of Management and Budget; send it to the address provided by the sponsoring agency . Note: Certain of these assurances may not be applicable to your project orprogram. If you have questions, please contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case you will be notified. As the duly authorized representative of the applicant 1 certify that the applicant: 1. Has the legal authority to apply for Federal assistance, and the (g) §§ 523 and 527 of the Public Health Service Act of 1912 institutional, managerial and financial capability (including (42 U.S.C. 290 dd -3 and 290 ee -3), as amended, relating to funds sufficient to pay the non - Federal share of project costs) confidentiality of alcohol and drug abuse patient records; to ensure proper planning, management and completion of the (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § project described in this application. 36701 et seq.), as amended, relating to nondiscrimination 2. Will give the awarding agency, the Comptroller General of in the sale, rental or financing of housing; (i) any other the United States, and if appropriate, the State, through any nondiscrimination provisions in the specific statute(s) un- authorized representative, access to and the right to examine der which application for Federal assistance is being made; all records, books, papers, or documents related to the and (j) the requirements of any other nondiscrimination award; and will establish a proper accounting system in statute(s) which may apply to the application. accordance with generally accepted accounting standards 7. Will comply, or has already complied, with the require- or agency directives. ments of Titles II and III of the Uniform Relocation 3. Will establish safeguards to prohibit employees from using Assistance and Real Property Acquisition Policies Act of their positions for a purpose that constitutes or presents the 1970 (P.L. 91-646) which provide for fair and equitable appearance of personal or organizational conflict of interest, treatment of persons displaced or whose property is ac- or personal gain. quired as a result of Federal or federally assisted programs. These requirements apply to all interests in real property 4. Will initiate and complete the work within the applicable acquired for project purposes regardless ofFederal partici- time frame after receipt of approval of the awarding pation in purchases. agency. 8. Will comply, as applicable, with the provisions of the 5. Will comply with the Intergovernmental Personnel Act of Hatch Act (5 U.S.C. §§ 1501 -1508 and 7324 -7328) which 1970 (42 U.S.C. §§ 4728 -4763) relating to prescribed stan- limit the political activities of employees whose principal dards for merit systems for programs funded under one of the employment activities are funded in whole or in part with nineteen statutes or regulations specified in Appendix A of Federal funds. OPM's Standards for a Merit System of Personnel Adminis 9 Will comply, as applicable, with the provisions of the tration (5 C.F.R. 900, Subpart F). Davis -Bacon Act (40 U.S.C. §§ 276a and 276a -7), the 6. Will comply with all Federal statutes relating to nondis- Copeland Act (40 U.S.C. § 276c and 18 U.S.C. §§ 874), and crimination. These include but are not limited to: (a) Title the Contract Work Hours and Safety Standards Act (40 VI of the Civil Rights Act of 1964 (P.L. 88 -352) which U.S.C. §§ 327 -333), regarding labor standards for feder- prohibits discrimination on the basis of race, color or ally assisted construction subagreements. national origin; (b) Title IX of the Education Amendments 10. Will comply, if applicable, with flood insurance purchase of 1972, as amended (20 U.S.C. §§ 1681 -1683, and 1685- 1686), which prohibits discrimination on the basis of sex; requirements of Section 102(a) of the Flood Disaster Pro- (c) Section 504 of the Rehabilitation Act of 1973, as tection Act of 1973 (P.L. 93 -234) which requires recipients amended (29 U.S.C. § 794), which prohibits discrimina- in a special flood hazard area to participate in the program lion on the basis of handicaps; (d) the Age Discrimination and to purchase flood insurance if the total cost of insur- Act of 1975, as amended (42 U.S.C. §§ 6101 - 6107), which able construction and acquisition is $10,000 or more. prohibits discrimination on the basis of age; (e) the Drug 11. Will comply with environmental standards which may be Abuse Office and Treatment Act of 1972 (P.O. 92 -255), as prescribed pursuant to the following: (a) institution of amended, relating to nondiscrimination on the basis of environmental quality control measures under the Na- drug abuse; (f) the Comprehensive Alcohol Abuse and tional Environmental Policy Act of 1969 (P.L. 91 -190) and Alcoholism Prevention, Treatment and Rehabilitation Act Executive Order (1;0) 11514; (b) notification of violating of 1970 (P.L. 91 -616), as amended, relating to nondis- facilities pursuant to E0 11738; (c) protection of wetlands ciimination on the basis of alcohol abuse or alcoholism; pursuant to E0 11990; (e) evaluation of flood hazards in flood plains in accordance with E0 11988; (e) assurance of Previous Editions Usable Page 1 of 2 SF-424B (Rev. 4/92) Authorized for Local Reproduction Prescribed by OMB Circular A -1.02 project consistency with the approved State management 14. Will comply with P.L. 93 -348 regarding the protection of program developed under the Coastal Zone Management human subjects involved in research, development, and Act of 1972 (16 U.S.C. §§ 1451 et seq.); (f) conformity of related activities supported by this award of assistance. Federal actions to State (Clear Air) Implementation Plans under Section 176(c) of the Clear Air Act of 1955, as 15. Will comply with the Laboratory Animal Welfare Act of amended (42 U.S.C. § 7401 et seq.); (g) protection of 1966 (P.L. 89-544, as amended, 7 U.S.C. 2131 et seq.) underground sources of drinking water under the Safe pertaining to the care, handling, and treatment of warm Drinking Water Act of 1974, as amended, (P.L. 93 -523); blooded animals held for research, teaching, or other and (h) protection of endangered species under the Endan- activities supported by this award of assistance. gered Species Act of 1973, as amended, (P.L. 93 -205). 16. Will comply with the Lead -Based Paint Poisoning Preven- 12. Will comply with the Wild and Scenic Rivers Act of 1968 tion Act (42 U.S.C. §§ 4801 et seq.) which prohibits the use (16 U.S.C. §§ 1271 et seq.) related to protecting compo of lead based paint in construction or rehabilitation of nents or potential components of the national wild and residence structures, scenic rivers system. 17. Will cause to be performed the required financial and 13. Will assist the awarding agency in assuring compliance with compliance audits in accordance with the Single Audit Act Section 106 of the national Historic Preservation Act of 1966, of 1984 or OMB Circular No. A-133, Audits of Institutions as amended (16 U.S.C. 470), EO 11593 (identification and of Higher Learning and other Non - profit Institutions. protection of historic properties), and the Archaeological and 18. Will comply with all applicable requirements of all other Historic Preservation Act of 1974 (16 U.S.C. 469a -1 et seq.). Federal laws, executive orders, regulations and policies governing this program. S ignature of Authorized Certifying Official Title Applicant Organization Date Submitted Page 2 of 2 SF - 4248 (Rev. 4/92) Previous Editions Usable Prescribed by OMB CireularA -102 Authorized for Local Reproduction J.(L U.S. Department of the Interior Certifications Regarding Debarment, Suspension and Other Responsibility Matters, Drug -Free Workplace Requirements and Lobbying Persons signing this form should refer to the regulations Certification Regarding Debarment, Suspension, Ineligibility referenced below for complete instructions: and Voluntary Exclusion - Lower Tier Covered Transactions - Certification Regarding Debarment, Suspension, and Other (See Appendix B of Subpart D of 43 CFR Part 12.) Responsibility Matters - Primary Covered Transactions - The Certification Regarding Drug -Free Workplace Requirements prospective primary participant further agrees by - Alternate I. (Grantees Other Than Individuals) and submitting this proposal that it will include the clause Alternate II. (Grantees Who are Individuals) - (See Appendix titled, "Certification Regarding Debarment, Suspension, C of Subpart D of 43 CFR Part 12) Ineligibility and Voluntary Exclusion - Lower Tier Covered Transaction," provided by the department or agency Signature on this form provides for compliance with entering into this covered transaction, without certification requirements under 43 CFR Parts 12 and 18. modification, In all lower tier covered transactions and in The certifications shall be treated as a material all solicitations for lower tier covered transactions. See representation of fact upon which reliance will be placed below for language to be used or use this form certification when the Department of the Interior determines to award the and sign. (See Appendix A of Subpart D of 43 CFR Part 12.) covered transaction, grant, cooperative agreement or loan, PART A: Certification Regarding Debarment, Suspension, and Other Responsibility Matters - Primary Covered Transactions CHECK lF THIS CERTIFICATION IS FOR A PRIMARY COVERED TRANSACTION AND IS APPLICABLE. (1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency; (b) Have not within a three -year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and (d) Have not within a three -year period preceding this application /proposal had one or more public transactions (Federal, State or local) terminated for cause or default. (2) Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal, PART B: Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion • Lower Tier Covered Transactions CHECK IF THIS CERTIFICATION IS FOR A LOWER TIER COVERED TRANSACTION AND IS APPLICABLE. (1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. This form was electronically produced by Elite Federal Forms, Inc. DI -2010 June 1995 (This form replaces 01.1953, DI -1954, DI -1955, DI -1955 and 0t -1963) 5 2 PART C: Certification Regarding Drug -Free Workplace Requirements CHECK IF THIS CERTIFICATION IS FOR AN APPLICANT WHO IS NOT AN INDIVIDUAL. Alternate I. (Grantees Other Than Individuals) A. The grantee certifies that it will or continue to provide a drug -free workplace by: (a) Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the grantee's workplace and specifying the actions that will be taken against employees for violation of such prohibition; (b) Establishing an ongoing drug -free awareness program to inform employees about- - (1) The dangers of drug abuse in the workplace; (2) The grantee's policy of maintaining a drug -free workplace; (3) Any available drug counseling, rehabilitation, and employee assistance programs; and (4) The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace; (c) Making it a requirement that each employee to be engaged in the performance of the grant be given a copy of the statement required by paragraph (a); (d) Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will -- (1) Abide by the terms of the statement; and (2) Notify the employer in writing of his or her conviction for a violation of a criminal drug statute occurring in the workplace no later than five calendar days after such conviction; (e) Notifying the agency in writing, within ten calendar days after receiving notice under subparagraph (d)(2) from an employee or otherwise receiving actual notice of such conviction. Employers of convicted employees must provide notice, including position title, to every grant officer on whose grant activity the convicted employee was working, unless the Federal agency has designated a central point for the receipt of such notices. Notice shall include the identification number(s) of each affected grant; (f) Taking one of the following actions, within 30 calendar days of receiving notice under subparagraph (d)(2), with respect to any employee who is so convicted -- (1) Taking appropriate personnel action against such an employee, up to and including termination, consistent with the requirements of the Rehabilitation Act of 1973, as amended; or (2) Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency; (g) Making a good faith effort to continue to maintain a drug -free workplace through implementation of paragraphs (a) (b), (c), (d), (e) and (f). B. The grantee may insert in the space provided below the site(s) for the performance of work done in connection with the specific grant: Place of Performance (Street address, city, county, state, zip code) Check if there are workplaces on files that are not identified here. PART D: Certification Regarding Drug -Free Workplace Requirements CHECK IF THIS CERTIFICATION IS FOR AN APPLICANT WHO IS AN INDIVIDUAL. Alternate II. (Grantees Who Are Individuals) (a) The grantee certifies that, as a condition of the grant, he or she will not engage in the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance in conducting any activity with the grant; (b) If convicted of a criminal drug offense resulting from a violation occurring during the conduct of any grant activity, he or she will report the conviction, in writing, within 10 calendar days of the conviction, to the grant officer or other designee, unless the Federal agency designates a central point for the receipt of such notices. When notice is made to such a central point, it shall include the identification number(s) of each affected grant. 01.2010 June 1995 (This form replaces DI -1953, 01 -1954, 01.1955 01-1956 and 01 -1963) J3 PART E: Certification Regarding Lobbying Certification for Contracts, Grants, Loans, and Cooperative Agreements CHECK IF CERTIFICATION IS FOR THE AWARD OF ANY OF THE FOLLOWING AND THE AMOUNT EXCEEDS $100,000: A FEDERAL GRANT OR COOPERATIVE AGREEMENT; SUBCONTRACT, OR SUBGRANT UNDER THE GRANT OR COOFERATIVE AGREEMENT, CHECK IF CERTIFICATION FOR THE AWARD OFAFEDERAL LOAN EXCEEDING THE AMOUNT OF $150,000, OR A SUBGRANT OR SUBCONTRACT EXCEEDING $100,000, UNDER THE LOAN. The undersigned certifies, to the best of his or her knowledge and belief, that: (1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, and officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. (2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure Form to Report Lobbying," in accordance with its (3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than 5100,000 for each such failure. As the authorized certifying official, I hereby certify that the above specified certifications are true. SIGNATURE OF AUTHORIZED CERTIFYING OFFICIAL TYPED NAME AND TITLE DATE DI -2010 June 1995 (This form raplacas DI -1953, 011954, 01-1955, 01 -1956 and 01 -1963) J4 HISTORIC PRESERVATION FUND CERTIFIED LOCAL GOVERNMENT 60/40 MATCHING GRANTS FY' 10 APPLICATION Eligible Projects: Survey Inventory Planning National Register Nomination Public Preservation Education Predevelopment Development Acquisition To be considered for FY'10 Historic Preservation funding, completed applications must be postmarked by Friday, February 26, 2010. Only complete applications will be considered. Complete and mail or deliver this application to: State Historic Preservation Officer Office of History and Archaeology Alaska Division of Parks and Outdoor Recreation 550 West 7 th Avenue, Suite 1310 Anchorage, Alaska 99501 -3565 LETTER OF APPLICATION Grants Manual - Appendix B 1 (Rev.09 /06) J5 State Historic Preservation Officer Alaska Division of Parks and Outdoor Recreation 550 West 7 Avenue, Suite 1310 Anchorage, Alaska 99501 -3565 This is an application for a Certified Local Government (CLG) historic preservation fund grant: Certified Local Government Name: City of Seward Federal Tax Identification Number: 92- 6000086 Project Title: Iditarod Trail Centennial Monument Location: Seward,Alaska Type of CLG Grant Project: ( ) Survey ( ) Inventory ( ) National Register nomination ( ) Historic preservation planning (x) Public preservation education ( ) Predevelopment ( ) Development ( ) Acquisition Project budget required: (Use figures from budget form, page 8) a. Estimated total project cost: $ 36380 b. Federal share: (60 %) $ 21880 c. Applicant's share: (40 %) $ 14500 Source of applicant's share: (Use figures from budget form, page 8) a. Cash: Secured $ 6500 b. In -kind goods and services: $ 8000 c. Donated goods and services: $ 4000 Project manager: Patricia Linville, Library Director Mailing address: Seward Historic Preservation Commission Grants Manual - Appendix B 2 (Rev.09/06) Box 167 Seward, AK 99664 Telephone: 907 - 220 -4008 E -mail address: plinville @cityofseward.net Preservation commission chair: _ Jolund Luther Mailing address: City of Seward Box 167 Seward, AK Telephone: 907 - 224 -5596 E -mail address: jolund @gmail.com Application prepared by: Ryan Reynolds, HP Commission Liaison_ Mailing address: City of Seward Box 167 Seward, AK 99664 Telephone: 907 - 224 -4082 E -mail address: reynolds@cityofseward.net Signature Authorized Local Government Official Date Notary Seal Subscribed and sworn before me this day of , 20 Notary for the State of Alaska My commission expires OHA USE ONLY Date Received: Grants Manual - Appendix B 3 (Rev.09 /06) JP7 INFORMATION 1. PROJECT DESCRIPTION: What is the aim, scope and significance of the project? The project must have a historic preservation focus to be eligible. This project will construct a permanent, commemorative monument at Mile 0 of the Iditarod National Historic Trail, celebrating its centennial. The monument, located along the Seward waterfront on City owned property in an area of high pedestrian traffic, will serve to remind and educate Seward residents and visitors alike of Seward's historic importance as the destination for Iditarod gold, and the beginning of a vital winter route to Nome during the early years of the 20` century. Discuss the relationship of this project to past, present, or future preservation work. Through the work of the Seward Iditarod Trail Blazers, there is currently a small wooden monument along the Seward waterfront commemorating the spot as Mile 0 of the National Historic Iditarod Trail. Along the historic route, which is now a paved bike /pedestrian path, plaques have been erected providing more information on the historic significance of the route, and continuing outside city limits, the Trail Blazers organization performs regular trail maintenance, keeping the trail accessible. Currently, Seward is in the process of celebrating the centennial of the establishment of the Iditarod Trail in a series of public events that began in February of 2008 and will continue into 2012. These four years mark the centennials of important events in the trail's, and Seward's, history. From the first scouting party that left Seward for Nome in 1908, through the commercial boom years enjoyed by local businesses outfitting prospectors heading for the Iditarod goldfields, and on to the excitement of Seward's incorporation as a city in 1912; this series of public events, sled dog races, proclamations and outreach is helping educate Seward residents and visitors of the important role Seward played in Iditarod Trail history. What makes the Iditarod Trail Centennial Monument unique is that while much has been done to mark this historic occasion, Seward lacks a `100 -year' structure that will serve to commemorate the trail and educate the public long after our celebrations have passed. The planned monument, elegantly crafted in stone and bronze, will remain a steadfast reminder for many generations to come that Seward is, `Mile 0' of the National Historic Iditarod Trail. Identify the intended audience(s). The monuments planned location at the corner of Railway and Ballaine, is where the current `Mile 0' wooden monument and the Founder's Monument reside. Located between the Alaska Sea Life Center, the picnic pavillion and the Community Playground, and the start of the waterfront bike path, the Iditarod Trail Centennial Monument will be easily viewed and enjoyed by the many visitors Seward entertains each year, as well as our local residents. The monument's educational and commemorative importance will be noticed by all who travel along this high - traffic area 2. PRESERVATION OBJECTIVES: Discuss how the project relates to the annual CLG grant priorities established for this fiscal year. Grants Manual - Appendix B 4 (Rev.09 /06) J® The Seward Historic Preservation Commission continues to place a high importance on public education projects in this year's CLG grant priorities. The Iditarod Trail Centennial Monument is a project of lasting importance that will enhance the public knowledge of the Iditarod Trail and Seward history. Discuss how the project contributes to the goals and objectives of the state historic preservation plan. The goal of constructing a lasting monument commemorating Seward' s historic significance to the Iditarod Trail is to provide an object of cultural, aesthetic and educational value that will serve the public for generations to come. It is hoped that when people approach the monument and read the informative plaques, that they will leave with a broader understanding of a time before widespread air travel, when all of Alaska truly depended on these vital, winter routes and teams of sled dogs to carry mail, gold and supplies throughout the state. Discuss how the project meets an identified priority of your community. The importance of the Iditarod Trail as an historical asset to the state of Alaska is without question. In Seward, being the home of `Mile 0' establishes the historical significance of the community, a distinction Seward is proud to have. 2008 -2012 has been proclaimed as the Iditarod Historic Trail Centennial by the State of Alaska and the City of Seward by proclamation. Celebrating our historical ties to this important corridor coincides perfectly with Seward' s commitment to historical preservation and contributes to the richness of this community as a tourist destination. Discuss how the project contributes to the development or implementation of your local historic preservation plan. Preserving, sharing and celebrating our history are integral parts of Seward's local historic preservation plan. The Iditarod Trail Centennial Monument incorporates each of these values by sharing our local history with residents and visitors. Partnering with other local organizations is a priority of Seward's Historic Preservation Commission. 3. PROJECT LOCATION: Describe the geographic area encompassed by the proposed project. Particularly for survey and National Register nomination projects, include maps of the project area. Also include the estimated number of buildings, structures, sites, square miles, etc., to be addressed. The proposed site of the monument is at the corner of Railway Ave and Ballaine Blvd, where the Founder's Monument and marker for `Mile 0' of the Iditarod National Historic Trail are located. The monument would encompass an area no greater than 200 square feet. A map of the area is Attachment 5. 4. WORK PLAN: Explain how the work will be accomplished. The construction of the monument and casting of the bronze sculptures will be performed by contractors selected by the Project Manager through bids per City of Seward Code. When possible, work such as site preparation, foundation pouring and construction of the stone base of the monument will be performed by qualified individuals volunteering their time. Provide a work schedule. Keep in mind that final products must be completed by June 30 of the Grants Manual - Appendix B 5 9 (Rev.09 /06) following fiscal year (two year grant cycle). May 15 2010 - Design and Materials List completed June 15 2010 — Select contractors after completing bidding process. September 15 2010 — Foundation and stone base structure of monument completed. June 15 2011 — Bronze statue of sled dog and bronze plaques telling the history of the Iditarod Trail with accompanying maps have been ordered and received. August 28 2012 — Official unveiling of Iditarod Trail Centennial Monument on Founder's Day, August 28 as part of Seward's celebration of 100 years since incorporation. Clearly and adequately describe the project. Address all of the following items for your project type: For public education projects, does the proposal: have a historic preservation focus? The Iditarod Trail Centennial Monument will creatively tell the story of this historic route from Seward to Nome through interpretive displays and relief maps that will be an integral part of the monument. clearly identify the audience(s)? The monument is intended for the benefit of everyone, but will be of special importance to those with an interest in Alaska history, sled dogs and how the modern Iditarod Race connects to the past. Its location in an area of high public use by both residents and visitors means it will be viewed and enjoyed by many people, with the potential to become one of the most photographed places in Alaska. include letters of commitment and support, as appropriate, from teachers, historical societies, museums, Native groups, and others? Please see Attachment 2 for Letters of Support 5. PROJECT PERSONNEL: (Please see attached resumes.) Provide resumes for all professionals working on the project or a job description. The Principal Investigator must meet the qualifications set forth in 36 CFR 61 outlined in Appendix B - Attachment 1. Office of History and Archaeology must review selection of Principle Investigator prior to finalization of the contract with the individual. Identify local government personnel to be involved in the project and duties. The Seward Historic Preservation Commission members will contribute 4 hours each in in -kind labor. City of Seward personnel will contribute 40 hours of grant administration with the remainder of the in -kind labor contributed by members of the Trail Blazers, Historical Society and interested community volunteers. All other expenses will be contracted as noted. Please see attached quote for statue design and production. This attachment is intended as a quote only. All goods, services and labor will be sought locally wherever possible and/or practical. Describe the local historical commission's role in the project. How will they be involved in review of the grant products? Letters of support or a resolution from the commission are encouraged. Grants Manual - Appendix B 6 (Rev.09 /06) All application material and ensuing documents will be presented to Seward's Historic Preservation Commission for review and /or approval during the grant application and construction process. In addition, the Commission will provide 24 hours of in -kind labor and assistance with the project. Seward's Historic Preservation Commission passed Resolution 2010 -01 on February 25, 2010. Please see Attachment 3. Identify volunteer personnel and their tasks. The Seward Iditarod Trail Blazers, under the direction of President Dan Seavey, is composed of a number of talented individuals who have volunteered to help with the monument project. Dan Seavey has volunteered to oversee the construction of the monument's foundation and the stone base on which the statue will reside. This task is labor only. The funds for the purchasing of materials and transport are covered elsewhere in the budget. Identify contract employees and duties. Design of the monument, casting of the statute and panels and stone masonry will be contracted. 6. BUDGET: Please see Attachment I Budget Detail Using the budget page, identify the costs associated with this project. Attach additional pages as necessary to explain the costs in detail. Costs should be divided into personal services, travel and per diem, contractual services, and supplies. Clearly identify the source of funds, i.e. cash, in -kind goods and services, and donated goods and services. Donated goods and services cannot exceed 40% of the total project costs. Grantees will be reimbursed for cash expenditures up to 60% of total project costs, less the state surcharge. 7. FINAL PRODUCTS: Describe the publications, workshops, audio - visual materials, reports, brochures, survey materials, nominations, etc., that will be produced as part of the proposed project. Identify the intended audience. Identify where copies of the materials will be available to the public. The final product of the Iditarod Trail Centennial Monument will be an impressive stone structure not exceeding 8'L x 8'D x 12'H. The monument will feature a stone base with attached bronze plaques illustrating the history of the Iditarod Trail in Seward, and Seward's connection to the larger scope of Alaska history concerning the trail. On top of the monument, there will be a solid bronze statue of a sled dog, commemorating the animals that made it possible to carry mail, gold and supplies along the route from Seward to Nome. Prioritize the final products should the proposal be considered for partial funding. The projects first priority would be the casting and delivery of the bronze statue and plaques. The second priority would be the construction of the monument base. 8. ADDITIONAL INFORMATION: Include letters of commitment and support, as appropriate, from teachers, historical societies, museums, Native groups, and others. Grants Manual - Appendix B 7 Y (Rev.09 /06) Include any other information, such as photocopies of photographs, you think is relevant. Please see attached for supporting information. Attachment 1 Budget Detail Attachment 2 Letters of Support Attachment 3 Seward Historic Preservation Resolution of Support Attachment 4 Seward City Council Resolution of Support Attachment 5 Map of Trailhead Park Attachment 6 Resumes Grants Manual - Appendix B 8 6 � V (Rev.09 /06) City of Seward, Alaska City Council Minutes February 28, 2011 Volume 38, Page CALL TO ORDER The February 28, 2011 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Councilmember Bob Valdatta. OPENING CEREMONY Lt. Butch Tiner led the pledge of allegiance to the flag. ROLL CALL There were present: Bob Valdatta, presiding and Ristine Casagranda Vanta Shafer Marianna Keil Comprising a quorum of the Council; and Michelle Weston, Assistant City Manager Johanna Kinney, City Clerk Brenda Ballou, Deputy City Clerk ABSENT — Jean Bardarson, Tom Smith, Willard Dunham Valdatta stated that Mayor Dunham, Vice Mayor Bardarson and City Manager Phillip Oates were all currently in Washington DC meeting with our federal representatives regarding Seward's priority lists. Councilmember Tom Smith was sick. Valdatta welcomed the new Assistant City Manager and Community Development Director, Michelle Weston. He also said Happy Birthday to Lt. Butch Tiner. CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Keil/Shafer) Approval of Agenda and Consent Agenda Michelle Weston stated administration would pull Resolution 2011 -013 from the agenda. Casagranda pulled scheduling a work session to discuss alternative funding options on the Library Museum Project from the consent agenda. Motion Passed Unanimous 63 City of Seward, Alaska City Council Minutes February 28, 2011 Volume 38, Page The clerk read the following approved consent agenda items: The February 14, 2011 Regular City Council Meeting Minutes Were Approved. Council scheduled a work session for an update with the Friends of the Jesse Lee Home for May 23, 2011 at 5:30 p.m. Council reappointed Steven Heinrich to the Planning and Zoning Commission for a term to expire February, 2014. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations and Awards - None City Manager's Report, Assistant City Manager Michelle Weston stated there had been no purchases between $10,000- 50,000 approved since the last Council Meeting. The finance department was preparing for the annual audit that would take place March 21 through April 1, 2011. The department continued to conduct research related to alcohol and tobacco taxes, and continued to work with Alaska Waste, and the contractor for the North Forest Acres levee project. The electric department had two outages since the last council meeting; in the barge area where the damage and the power repairs were still ongoing, and on Bara Bara Road. At the harbor, the T -Dock repairs had been completed, the city sold 11 metal impounded and abandoned vessels at SMIC plus two old generators, and a proposal had been submitted to the Exxon Valdez Oil Spill Trustee Council for a vessel wash down pad at SMIC. In response to Shafer, Weston was unclear whether the reports written by Harmon Construction for the Jesse Lee Home would involve engineering scoping only or if it would include the stabilization. In response to Valdatta, Weston did not know where Bara Bara Road was located. Lt. Tiner suggested it was outside the city limits. Other Reports, Announcements and Presentations NEW BUSINESS Resolution 2011 -012, Authorizing The City Manager To Enter Into A Professional Service Agreement With PND Engineers, Inc., The Most Qualified And Responsive Proposer, For The Seward 2009 Tidal Surge Damage Engineering Services And Project Management For An Amount Not -To- Exceed $61,985, And Appropriating Funds. Motion (Keil/Shafer) Approve Resolution 2011 -012 Weston explained the extent of the damage to Lowell Point Road. Part of the work was completed last year, and this portion would conclude the work. 64 City of Seward, Alaska City Council Minutes February 28, 2011 Volume 38, Page Unanimous consent was given to suspend the rules and allow Steve Lewis and Doug Kenley from PND to speak. Kenley stated that PND would oversee the work; work would start in March and end in May. Valdatta asked if the sewer line that ran under the bay would be within scope for this project; Kenley said he understood that it was not in scope arid that they would be repairing the road shoulder. PND was the design contractor whose role it was to prepare the bid package for the construction contractors. The goal was to bring the road back to its pre -storm condition. Casagranda asked where the money was coming from; Weston stated it was part of the mitigation funding from Homeland Security & Emergency Management. Motion Passed Unanimous - . Pulled by Administration OTHER NEW BUSINESS Council scheduled a work session to discuss staff's research on alternative funding options for the Library Museum Project for March 14, 2011 at 5:00 p.m. Council scheduled a work session with the Port and Commerce Advisory Board and the Historic Preservation Commission to go over yearly priorities for Monday, April 11, 2011 at 6 p.m. INFORMATIONAL ITEMS AND REPORTS (No action required) City Quarterly Financial Report through December. Erchinger briefed the council on the highlights of the financial report. Revenues were approximately 8% lower ($911,000) from 2009, primarily due to a large payment the city received for the Exxon Valdez oil spill settlement in 2009. The city was higher in property tax and sales tax revenues in 2010, and intergovernmental tax revenues were lower than prior year. The Kenai Peninsula Borough sales tax revenue numbers came in today and suggested that the overall taxable sales for the city were up 6.7% higher than prior year. They came in higher than budgeted by $24,000. Intergovernmental revenues were down, primarily because actual receipts from raw fish tax were down by $119,000. General government revenues were higher by about $326,000, building permit revenues were slightly lower for the second year in a row, and business license revenues were down by $6,090. On the expense side, personnel costs were lower by approximately $296,000, general fund contributions to the motor pool were scaled back by $163, 000 and expenditures overall were down by approximately $600,000. Legal costs were up by $52,000, utilities, heating fuel and gas were up $40,000, debt service was slightly higher, and the contingency account was up by 65 City of Seward, Alaska City Council Minutes February 28, 2011 Volume 38, Page $31,000. Relating to Resolution 2010 -083, Erchinger worked with the auditors to create a plan to repay the loan without having an adverse effect on the electric department's book. Erchinger clarified for Keil that the `B Street Dock' line item that went from $9,000 to $1.2 million referred to the dredging project. Keil asked for clarification on the Police Capital Projects. Erchinger stated it referred to the security cameras, DUI grants, speeding grants (extra forces for holiday times) and radio grants. Valdatta asked how the sales tax was being handled for garbage collection, because the company who handled the billing was from Anchorage. Erchinger stated that the city was still getting the appropriate sales tax. In response to Keil, Erchinger stated the finance department had been making some changes to make things easier for the community, but the result was a more labor- intensive process on the back end, and the finance department was not overstaffed in her opinion. Providence Preliminary Financial Report for December. Port and Commerce Advisory Board Resolution 2010 -007, supporting and providing recommendations to attract new business and attract investment. Port and Commerce Advisory Board Resolution 2011.001, supporting and recommending a partnership between the City of Seward and the Alaska Department of Fish and Game for fish enhancement programs. COUNCIL COMMENTS Shafer thanked the Road Department and Rex Davis for clearing the ice from 4 Avenue so well. Keil said Happy Birthday to Lt. Butch Tiner. Casagranda thanked Shafer for launching the Seward Journal; she said it was great that kids were delivering papers again. Keil stated that the Seward Community Health Center Board Meeting would be held March 9, 2011 at Legends from 11:00 a.m. to 1:00 p.m. Valdatta thanked the 3 grade students who sent in their thoughts and suggestions for alternative energy for the city. Weston said she was happy to be here. 63 City of Seward, Alaska City Council Minutes February 28, 2011 Volume 38, Page CITIZENS' COMMENTS - None COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS - None ADJOURNMENT The meeting was adjourned at 7:42 p.m. Johanna Kinney, CMC Bob Valdatta City Clerk Councilxnember (City Seal) 67 _,„,.__ _ F ---- F AR 02 2011 f CITY OF SEWARD, ALASKA f ° "- uE 1 r, APPLICATION FOR THE i r y ` SEWARD PLANNING AND ZONING COMMISSION l , 1(1, NAME: 1 ,` t % ec...,\A\ tit, �, I STREET ADDRESS: Dle. 2" t)¼\1t SQ .(, I\— MAJLJNQADDRESS: PD P j D ) G \ 31 5 & N._996.6_, 1 LQ E TELEPHONE: 01- 2 -Z27 b BUSINESS PHONE q b7- - )- ).4- -B c 5' E -MAIL ADDRESS: C, K f a tit1 t-& mail V r Co FA ,� FAX: 07-WI-631° HOW LONG IN THE CITY LIMITS OF SEWARD: e)3 V PRESENLY EMPLOYED AS:SeA List any special training, education or background you have which may help you as a member � m of the Commission. I I r 0 rtt e-a _r4_ k' ` li Have you ever developed real property, other than your own personal residence? If so, briefly describe the development: A)0 I am specifically interested in serving on the Planning and Zonin Commission because: 1 be.--it' e-Ve_ 9 ry ss vM'1 3-0-venA, n -, Have you ever served on a similar commission elsewhere? )or No If so, where? —W a4,d1___ And when? 9Q r 2 y/L6, Are you available for meetings Tuesday evenings? V--el If appointed, are you willing to travel: )( Often Occasionally Rarely Never ' 1 4 * / 4,..-41/01.14, _ , ),,,/1/0 Signatur:r Date 63 CITY OF SEWARD, ALASKA MAR 0 8 2091 APPLICATION FOR THE SEWARD HISTORIC PRESERVATION CO I SIO E Ci _ I' I • NAME: (� +`r` C1 G J STREET ADDRESS: / 0 CO Y-16 A MAILING ADDRESS: ?(:), ® x �� g HOME TELEPHONE: d LENGTH OF RESIDENCY IN THE SEWARD AREA: 1 1'' �'lDS r,V, o US • � J r7y r S C PRESENLY EMPLOYED AS: I red COOFOr List any special training, education or background such as grant writing, history, architecture, or archeology, which may help you as a member of the C mmission. lc1vC '}q- en 9Ya n'k " 5 c bps$ Q UAA b 1;1 . 1 as ka " tAY f e ci ? o vc ee v V I (« e"_ 1 rl eccope LA 1 d f ncA a vl.ct C r.ea t-e.cl w b ¢ r e '9 Q e wt ivi e r e Have you ever been involved in any aspect of historic preservation? If so, briefly scribe your invoivement: � S COO r k;11.9 o v d on e e j; 1 15 e_. ■ d U txDri=r LAfrtd1vc 0-10 kts+ 6 Tic- Vii Y t r". I am specifically interested in serving on the Historic Preservation Commission because: -t- stiA r n So i s !1l stor y a vl. c( k?c3 t9(Q) De _l rk r.e3ty toS€ vI K b-•�. Al( g's- 5eLeAR.O 1s , , ibric -Pr v; (cog - e • - Have you ever served on a similar commission elsewhere? Yes o No If so, where? And when? If appointed, are you willing to: • Do historic research? YE .) NO • Work on preparing grant applications? C NO • Work on writing historic register nominations? NO • Attend historic preservation workshops? We NO 444 IGNATURE DATE AGENDA STATEMENT e j o F se Meeting Date: March 14, 2011 . a'�''��� From: Johanna Kinney, City Clerk gtASwP Agenda Item: Non - objection to the Liquor y nse Renewal for Gene's Place, Tony's Bar and Tony's Liquor Store BACKGROUND & JUSTIFICATION: The City Council has an opportunity to object to the request for a liquor license renewal for Gene's Place, Tony's Bar and Tony's Liquor Store. The City of Seward Police Department, Fire Department, Utilities Department and the Kenai Peninsula Borough Finance Department have no objections to the liquor license renewal for these businesses. FISCAL NOTE: In the event the City of Seward chooses to file a protest for the above liquor license renewals, then under Alaska Statutes the City of Seward will be required to assist in, or undertake the defense of its protest. RECOMMENDATION: Non- objection to the Beverage Dispensary Liquor License renewal for Gene's Place, Tony's Bar and Tony's Liquor Store. 7 0 MEMORANDUM of sFl Date: February 18, 2011 u s To: Kim Kowalski- Rogers, Finance — Leases 4cASKP Kari Atwood, Finance — Public Utilities Chief Tom Clemons — Police Department Chief David Squires — Fire Department From: Brenda Ballou, Deputy City Clerk Subj: Verifying Compliance for the renewal of liquor license for Tony's Bar and Tony's Liquor Store. The following business has applied for renewal of liquor license. Please review the following business for compliance with all utilities, lease payments, and assessments. Thank you! Name Department Status Initials Tony's Bar, #1153 Beverage Dispensary f? J / Finance/Leases Finance/Utilities d L Police Chief Fire Chief v--- Tony's Liquor Store, #1154 Package Store n� Finance/Leases Finance/Utilities 6g- Police Chief f2� Fire Chief O 1 MEMORANDUM Date: February 18, 2011 o f S Fls9 To: Kim Kowalski- Rogers, Finance — Leases Atwood, Finance — Public Utilities Chief Tom Clemons — Police Department Chief David Squires — Fire Department From: Brenda Ballou, Deputy City Clerk Subj: Verifying Compliance for the renewal of liquor license for Gene's Place. The following business has applied for renewal of liquor license. Please review the following business for compliance with all utilities, lease payments, and assessments. Thank you! Name Department Status Initials Gene's Place, #4696 Beverage Dispensary - Tourism Finance/Leases Finance/Utilities Police Chief 61. / Fire Chief Z // - 7.; 72 KENAI PENINSULA BOROUGH 144 North Binkley Street • Soldotna, Alaska 99669 -7520 PHONE: (907) 714 -2160 • FAX: (907) 714 -2388 Toll -free within the Borough: 1- 800 -478 -4441 Ext. 2160 Email: assemblyclerk ©borough.kenai.ak.us • JOHNI BLANKENSHIP BOROUGH CLERK February 16, 2011 Ms. Lauren Edades Records & Licensing Supervisor Alcoholic Beverage Control Board 5848 E. Tudor Road Anchorage, Alaska 99507 -1286 RE: Non- Objection of License Renewal Business Name Tony's Bar License Type • Beverage Dispensary License Location • City of Seward License No. • 1153 Dear Ms. Edades, This serves to advise that the Finance Department has reviewed the above referenced application and has no objection to the renewal of this license. Should you have any questions, or need additional information, please don't hesitate to let us know. Sincerely, ae. Johni Blankenship, CMC Borough Clerk JB /klr cc: Applicant City of Seward KPB Finance Department File 73 co. c KENAI PENINSULA BOROUGH 144 North Binkley Street • Soldotna, Alaska 99669 -7520 PHONE: (907) 714 -2160 • FAX: (907) 714 -2388 Toll-free within the Borough: 1 -800- 478 -4441 Ext. 2160 • Email: assembiyclerk @borough.kenai.ak.us JOHNI BLANKENSHIP BOROUGH CLERK February 16, 2011 Ms. Lauren Edades Records & Licensing Supervisor Alcoholic Beverage Control Board 5848 E. Tudor Road Anchorage, Alaska 99507 -1286 RE: Non - Objection of License Renewal Business Name • Tony's Liquor Store License Type Package Store License Location ▪ City of Seward License No. ▪ 1154 Dear Ms. Edades, This serves to advise that the Finance Department has reviewed the above referenced application and has no objection to the renewal of this license. Should you have any questions, or need additional information, please don't hesitate to let us know. Sincerely, lohm Blankenship, CMC Borough Clerk JB /klr cc: Applicant City of Seward KPB Finance Department File ri 4 KENAI PENINSULA BOROUGH 144 North Binkley Street • Soldotna, Alaska 99669 -7520 PHONE: (907) 714 -2160 • FAX: (907) 714 -2388 Toll -free within the Borough: 1 -800- 478 -4441 Ext. 2160 t Email: assemblycierk @borough.kenai.ak.us JOHNI BLANKENSHIP BOROUGH CLERK March 1, 2011 Ms. Lauren Edades Records & Licensing Supervisor Alcoholic Beverage Control Board 5848 E. Tudor Road Anchorage, Alaska 99507 -1286 RE: Non - Objection of License Renewal Business Name Gene's Place License Type ▪ Beverage Dispensary- Tourism License Location City of Seward License No. • 4696 Dear Ms. Edades, This serves to advise that the Finance Department has reviewed the above referenced application and has no objection to the renewal of this license. Should you have any questions, or need additional information, please don't hesitate to let us know. Sincerely, > / Johni Blankenship, CMC Borough Clerk 1B /klr cc: Applicant City of Seward KPB Finance Department File r= - r5 ‘N.0 G State of Alaska Department of Public Safety ye Alcoholic Beverage Control Board Sean Parnell, Governor Joseph A. Masters, Commissioner February 4, 2011 Renewal Application Notice Kenai Peninsula Borough Seward DBA Lic Type Lic # Owner Premise Address Beverage Dispensary - Northern Lights 217 5 Avenue Gene's Place Tourism 4696 Expresso Inc. Beverage Seward Alaska Tony's Bar Dispensary 1153 Ventures Inc. 135 4 Avenue Seward Alaska Tony's Liquor Store Package Store 1154 Ventures Inc. 135 4 Avenue We have received a renewal application for the above listed licenses (see attached applications) within your jurisdiction. This is the notice as required under AS 04.11.520. Additional information concerning filing a "protest" by a local governing body under AS 04.11.480 is included in this letter. A local governing body as defined under AS 04.21.080(11) may protest the approval of an application(s) pursuant to AS 04.11.480 by furnishing the board and the applicant with a clear and concise written statement of reasons in support of a protest within 60 days of receipt of this notice. If a protest is filed, the board will not approve the application unless it finds that the protest is "arbitrary, capricious and unreasonable ". Instead, in accordance with AS 04.11.510(b), the board will notify the applicant that the application is denied for reasons stated in the protest. The applicant is entitled to an informal conference with either the director or the board and, if not satisfied by the informal conference, is entitled to a formal hearing in accordance with AS 44.62.330- 44.62 -630. IF THE APPLICANT REQUESTS A HEARING, THE LOCAL GOVERNING BODY MUST ASSIST IN OR UNDERTAKE THE DEFENSE OF ITS PROTEST. Under AS 04.11.420(a), the board may not issue a license or permit for premises in a municipality where a zoning regulation or ordinance prohibits the sale or consumption of alcoholic beverages, unless a variance of the regulation or ordinance has been approved. Under AS 04.11.420(b) municipalities must inform the board of zoning regulations or ordinances which prohibit the sale or consumption of alcoholic beverages. If a municipal zoning regulation or ordinance prohibits the sale or consumption of alcoholic beverages at the proposed premises and no variance of the regulation or ordinance has been approved, please notify us and provide a certified copy of the regulation or ordinance if you have not previously done so. Protest under AS 04.11.480 and the prohibition of sale or consumption of alcoholic beverages as required by zoning regulation or ordinance under AS 04.11.420(a) are two separate and distinct subjects. Please bear that in mind in responding to this notice. AS 04.21.010(d), if applicable, requires the municipality to provide written notice to the appropriate community council(s). Alcoholic Beverage Control Board 5848 E Tudor Rd - Anchorage, AK 99507 - Voice (907) 269 -0350 - Fax (907) 272 -9412 0 1. If you wish to protest the application referenced above, please do so in the prescribed manner and within the prescribed time. Please show proof of service upon the applicant. For additional information please refer to 13 AAC 104.145, Local Governing Body Protest. Note: Applications applied for under AS 04.11.400(g), 13 AAC 104.335(a)(3), AS 04.11.090(e), and 13 AAC 104.660(e) must be approved by the governing body. Sincerely, SHIRLEY A. GIFFORD Director La i revv Eda4e,' Lauren Edades Records & Licensing Supervisor 269 -0359 lauren.edades@alaska.gov Alcoholic Beverage Control Board 5848 E Tudor Rd - Anchorage, AK 99507 - Voice (907) 269 -0350 - Fax (907) 272 -9412 ri7 CITY OF SEWARD • Main Office (907) 224 -4050 P.O. BOX 167 � o�se • Police (907) 224 -3338 SEWARD, ALASKA 44664.0167 A " • Harbor(907)224 -3138 • Fire (907) 224 -3445 40" • City Clerk (907) 224 -4046 February 16 2011 • Community Development (907) 224 -4049 • Utilities (907) 224 -4050 • Fax (907) 224 -4038 The Honorable Paul Seaton AK State Capitol, Room 102 Juneau, AK 99801 The Honorable Gary Stevens AK State Capitol, Room 111 Juneau, AK 99801 Dear Senator Stevens and Representative Seaton, As Mayor of the City of Seward, I have great concern over new legislation, HB 64, being proposed during the 27 Legislature. As a small rural community dependent on the single roadway connecting our citizens to the rest of the State, it is imperative that any repairs to the Seward Highway receive the proper funding needed to keep it open. Recently, in 2009, the Department of Transportation found that three bridges along Mile 24 to Mile 26 of the Seward Highway were unsafe for vehicle passage. Temporary bridges were placed in 2009 and have remained in place. The new legislation of HB 64 will reduce the revenue brought into DMV, according to sources, at minimum by $25.2 million dollars. If the revenue from DMV helps provide funds for road repairs, this could directly impact DOT's ability. There is concern over HB 64, "An Act relating to permanent motor vehicle registration; and providing for an effective date" and the true impact which will result from implementing the law. HB 64, proposed by the Honorable William Stoltze, according to his statement, appears to have been created in the hopes of making the public's experience at the DMV Office more pleasant and to reduce workloads on the DMV workers. However, DMV has already implemented the ability to mail in renewals, and an online service to pay by credit card. DMV has even passed legislation that allows them to now charge a $10 fee for bringing your registration into the State offices to renew, and prefer you to use the mail -in, or online renewal service. Thus, the question I pose, which is not addressed in the data sheets related to the bill, is how much reduction in state offices will actually occur? If many citizens are already mailing in, or paying online, will there be any difference of wait time at the DMV office? HB64 will allow anyone with a vehicle 8 years or older to pay a $100 fee or five times their annual registration cost, which ever is less. The biannual registration cost of any passenger vehicle is $100 now, so there will be no increased amount to offset the lost revenue, as suggested by Representative Stolze. The back up data for HB 64 states that there are currently 443,218 passenger vehicles registered that are 8 years or older. The data further states that DMV will likely be losing about $25.2 million dollars every two years. However, this math may be faulty since if 4 8 i the current 443,218 passenger vehicles choose to do the permanent registration then the loss for the first two years could be $44.3 million and up. HB 64 is modeled after a program from Montana where they have permanent registration for vehicles 11 years and older. The data for the bill states that nearly 120,000 vehicles in Alaska are no longer registered when they reach 11 years old. This data would point to that 11 years old might be the age to select for permanent registration since this would actually draw in more revenues for those vehicles not normally registered anymore. HB64 also mentions that the borough taxes charged on registrations will also be affected. The wording on the bill is slightly confusing on this matter, but it appears to state that the citizen would have to pay the 7 years of taxes due, or $100, which ever is less. The Kenai Peninsula Borough charges vehicles of this age $30 every two years. Seven years worth would be $210, thus, the borough would have a loss of $110 for every vehicle registering for permanent registration. This could be $48.75 million dollars or more. In a world full of budget cuts and borough and municipalities loosing the support they desperately need from the State and the Nation, this would be a tragic loss of funds, making a bad economic situation even worse. Although the intention of HB 64 is to better people's experience at DMV and to help ease the workload of it's workers, the small amount of time saved at the local offices I fear will not make up for the millions of dollars lost in funding to the State, Borough's and local municipalities. Please, show the citizens that you will not allow the bad economic situation to become worse by voting no on HB 64. Voting no on HB 64 will show your citizens that you want to help improve the economic situation and not force boroughs and local governments to in turn cut more public community services do to the loss revenue HB 64 will cause. Thank you, Willard E. Dunham Mayor, City of Seward CC: Kathy Wasserman, Alaska Municipal League �' ' / i March 2 011 March 2011 April 2011 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 5 1 2 6 7 8 9 10 11 12 3 4 5 6 7 8 9 13 14 15 16 17 18 19 10 11 12 13 14 15 16 20 21 22 23 24 25 26 17 18 19 20 21 22 23 27 28 29 30 31 24 25 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Feb 28 Mar 1 2 3 4 7:30pm P &Z Meeting 12:OOpm PABAB v ,o co N v LL 7 8 9 10 11 11:30am Seward Chain N. 1 14 —_,� , /15 16 17 18 ( :: pm CC WS .� 12:00pm PACAB Work 5 9:OOam Social pm City Council M r(.(t v1 6:30pm Historic Preser v m 2 21 22 23 24 25 6:30pm P&Z Work Ses u, N N C0 2 28 29 "----- _ - D 30 1 31 Apr 1 11 Seward'say;,, fj 4 ' 6:OOpm CC WS - i,1 •(7 k a . I 7:OOpm City Council M ,) 00 N C0 2 Nanci Richey 6 + ► 1 3/9/2011 11:41 AM April 2011 May 2011 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 3 4 5 6 7 8 9 8 91011121314 10 11 12 13 14 15 16 15 16 17 20 21 • 44 17 18 19 20 21 22 23 22,23 24 25.26 27 28 24 25 26 27 28 29 30. 293031 Monday Tuesday Wednesday Thursda Mar 28 29 Y Friday 30 31 Apr 1 co 1p 4 5 6 7 8 7:30pm P &Z Meeting 7:OOpm Fish & Game F 11 s --r 112 13 14 115 r 6:00pm CC WS; Yearly ` 6:30pm P &Z Worksess 11:30am Seward•Co n , V 7.00pm City Council M 18 19 20 21 22 KPB; All Day 12:OOpm PACAB Work S 9:OOam Social Security 6:30pm Historic Preser N 00 r-1 a 26 27 28 129 7:00 pm City Council M r N N Q Nanci Richey t , 3/9/2011 11:41 AM