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HomeMy WebLinkAbout10132008 City Council PacketSeward City Council Agenda Packet 0 0 October 13, 2008 City Council Chambers Beginning at 7:00 p.m. 1967 1965 2005 The City of Seward, Alaska ~! CITY COUNCIL MEETING AGENDA u-a~bncacar zr {Please silence all cellular phones and pagers during the meeting} ,'I~~r -. Note NEW time! October 13, 2008 7:00 p.m. Council Chambers 1. CALL TO ORDER Clark Corbridge 2. PLEDGE OF ALLEGIANCE Mayor 3. ROLL CALL Term Expires 2009 4. CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING. Willazd E. Dunham [Those who have signed in will be given the first opportunity to Vice Mayor speak. Time is limited to 2 minutes per speaker and 30 minutes total Term Expires 2008 time for this agenda item.] 5. APPROVAL OF AGENDA AND CONSENT AGENDA Robert Valdatta [Approval of Consent Agenda passes all routine items indicated by Council Member asterisk (*). Consent Agenda items are not considered separately Term Expires 2009 unless a council 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 2009 A. Proclamations and Awards 1. Domestic Violence Month .....................Pg 4 Betsy Kellar 2. Proclamation Of Thanks To Harmon Construction For the Council Member Hoben Pazk Fountain ...............................Pg 5 Term Expires 2009 3. Fire Prevention Month ..........................Pg 6 4. National Physician Assistants Week October 6-12....Pg 7 Jean Bazdarson B. Borough Assembly Report Council Member C. City Manager's Report Term Expires 2008 D. City Attorney Report E. Port and Commerce Advisory Board Report Linda Amberg F. Other Reports and Presentations Council Member Term Expires 2008 1. Presentation by Sarah Sanderlin of Department of Health & Social Services about the mass dispensing exercise scheduled for Saturday, November 8, 2008. Phillip Oates 2. 2009 Budget Introduction City Manager 7. PUBLIC HEARINGS -None Jean Lewis 8. NEW BUSINESS City Clerk A. Ordinances for Introduction Cheryl Brooking City Attorney I * 1. ~ .N> D i- (' A A D f ....:...+..1 Co... ,:..o~ T .. Tl.e > > L ~~~. 1; T-r-vrz~ix[xm~D csr "f T` C1 n nnn T CCn nnn TA..L;.... r`~.+..:.. !'l- T r`1 'C D 1' e L'1:...:.,.,r:.... -ll..~l1.+k..A T .. A ...] b (Re-scheduled for 10/27) ^ City of Seward, Alaska Council Agenda October 13, 2008 Page 1 B. Resolutions 1. Resolution 2008-097, Authorizing The City Manager To Enter Into A Contract With Statewide Clearing, Inc. For Professional Services To Clear Eight Miles Of Transmission Line Right-Of--Way For An Amount Not-To-Exceed $495,000.00 And Appropriating Funds ..........................................................................................Pg 8 *2. Resolution 2008-098, Approving Amendment #6 To The Employment Agreement With The City Clerk ........................................................................Pg 14 *3. Resolution 2008-099, Electing To Participate In The AML/JIA Loss Control Incentive Program For The City Of Seward .........................................................Pg 17 *4. Resolution 2008-100, Authorizing The City Manager To Submit The Historic Preservation Commission Fy'09 "Hoben Park Restoration Phase III- Planters" Grant Application To The Office Of History And Archaeology, Alaska Division Of Parks And Outdoor Recreation ..........................................................................Pg 20 *5. Resolution 2008-101, Accepting A Grant In The Amount Of $1,787.40 From The Alaska Highway Safety Office For 2009 First Quarter ASTEP Driving Under The Influence (DUI) Enforcement Campaign And Appropriating Funds .................Pg 41 * 6. Resolution 2008-102, Accepting A Grant In The Amount Of $1,429.92 From The Alaska Highway Safety Office For 2009 First Quarter ASTEP Seatbelt Enforcement Campaign And Appropriating Funds .....................................................Pg 46 *7. Resolution 2008-103, Authorizing A Contract Through December 31, 2009, With Alaska Newspapers, Inc. For Display Advertising In The Seward Phoenix Log At A Rate Of $410.00 Per Week And Establish Other City Advertising Rates .................Pg 51 *8. Resolution 2008-104, Authorizing The City Manager To Enter Into A Contract With UNIT Company To Provide Immediate Stabilization For The Jesse Lee Home For An Amount Not-To-Exceed $39,710.39 And Appropriate Grant Funds ...............Pg 56 C. Other New Business Items * 1. Approval Of The September 22, 2008 Regular City Council Meeting Minutes ............................................................................Pg 66 *2. Appoint Ad-Hoc committee members; Mary Huss, Arlene Carpenter, Duane Chase, Kim Kowalski-Rogers and Barbara Shea to assist with naming the Long- Term Care Facility. *3. Certify the October 7, 2008 regular municipal election and declare the results final ..................................................................................Pg 72 9. INFORMATIONAL ITEMS AND REPORTS (No action required) 10. COUNCIL COMMENTS 11. CITIZENS' COMMENTS [5 minutes per individual -Each individual has one opportunity to speak.) City of Seward Alaska c ounce Hgenau October 13, 2008 Page 2 12. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS 13. EXECUTIVE SESSION A. Go Into Executive Session For The City Attorney Evaluation. B. Go Into Executive Session To Discuss Arbitration Filed By Seward Ships Drydock With Regards To Their Lease. 14. ADJOURNMENT Ciry of Seward, Alaska -" " page 3 October 13, 2008 Proclamation WHEREAS, domestic violence is a vicious cycle that disrupts homes, destroys relationships, and harms thousands of Alaskans each year; and WHEREAS, the crime of domestic violence violates an individual's privacy, dignity, and security through the use of physical, emotional, sexual, and economic control and abuse; transforming the home into a place of danger, despair, and fear; and WHEREAS, domestic violence diminishes the quality of life for every resident of Alaska; and WHEREAS, Seaview Community Services Domestic Violence program in Seward has provided services to victims of violence and sexual assault since 1988. Seaview is committed to strong advocacy and providing quality services to those who need them; and WHEREAS, as citizens of alaw-abiding and just society, the people of Seward must make a commitment to reduce and eliminate domestic violence, to raise awareness of this crisis in our communities, to help victims break free from the cycle of violence, and to hold offenders accountable for their crimes. NOW, THEREFORE, I, Clark Corbridge, Mayor of the City of Seward, do hereby proclaim October 2008 as: Domestic Violence Awareness Month in Sewazd, and call on all Alaskans to become more active in the fight to end domestic violence in all of its forms, and to assume responsibility to make the message clear, both by word and deed, that domestic violence is unacceptable. Let us continue to mourn those victims who have died, celebrate those who have survived, and support and respect those who work to end violence. Dated this 13"' day of October, 2008 Clark Corbridge, Mayor [' PROCLAMATION WHEREAS, in 1923, Seward citizens created Arcade Park (later renamed Hoben Park) as part of a beautification program for the town; and WHEREAS, a fountain graced the parks interior, surrounded by an iron fence on a concrete border; and WHEREAS, the Seward Historic Preservation Commission obtained a grant to restore the fountain to its original state; and WHEREAS, Harmon Construction, Inc. has restored the fountain to its period of historic significance, 1920-1940, using similar materials and features that are physically and visually compatible to the historic design; and WHEREAS, the new fountain matches the old design, the resources affected by the project have been protected and preserved and the restoration is historically accurate; and WHEREAS, The Secretary of the Interior Standards for Treatment of Historic Properties, 1995 have been met; and, WHEREAS, many volunteer hours of both sweat equity and professional expertise were spent by Larry Harmon and his crew to restore the Hoben Park fountain. NOW THEREFORE, I, Clark Corbridge, Mayor of the City of Seward, Alaska, do hereby recognize and congratulate Harmon Construction, Inc.'s management and crew, for their service to the City of Seward and dedication to preserving its history. Dated this 13`h day of October, 2008 THE CITY OF SEWARD, ALASKA Clark Corbridge, Mayor J PROCLAMATION WHEREAS, fires are caused by carelessness and inattentiveness to situations that cause fires and injury; and WHEREAS, the State of Alaska has experienced significant fire related deaths; and WHEREAS, the Governor of Alaska has proclaimed October as Alaska Fire Prevention Month; and WHEREAS, the City of Seward has experienced low fire deaths because the diligence of the community, the investment it has made in its fire service program and the dedication of the volunteer firefighters; and WHEREAS, even one fire death in our community is one death too many, the City Council requests the citizens of the community of Seward to participate in fire prevention every day; and WHEREAS, the Fire Department encourages all residents to check their smoke and carbon monoxide detectors to ensure proper operation. NOW THEREFORE, I, Clark Corbridge, Mayor of the City of Seward, do hereby join with the Governor of the State of Alaska, by proclaiming October as Fire Prevention Month and encourage all citizens of the City of Seward to protect themselves from the dangers of fire through fire education and safe practices. Dated this 13`h day of October, 2008. Clark Corbridge, Mayor ~• NATIONAL PA WEEK PROCLAMATION Honoring Glacier Family Medicine Clinic WHEREAS, quality health care is an important concern of the citizens of Seward; and WHEREAS, affordable and accessible medical care is essential for the well-being of all citizens; and WHEREAS, physician assistants are medically trained professionals who provide preventive health care and quality medical care to millions of Americans throughout this great country; and WHEREAS, physician assistants have been caring for patients in rural towns, urban communities, and in the federal services for years; and WHEREAS, the physician assistant profession continues to grow in number and in public respect; and WHEREAS, physician assistants increasingly are being recognized as important members of the health care delivery team; and WHEREAS, physician assistants around this country and in our great City of Seward will celebrate October 6 - 12, 2008 as National Physician Assistants Week; and WHEREAS, physician assistants Brent Allen Ursel and Kristina Marie Erhart- Ursel deserve our heartfelt thanks for the medical care they provide this community throughout the year. NOW, THEREFORE, I Clark Corbridge, Mayor of Seward, Alaska, do hereby proclaim October 6 - 12, 2008 as NATIONAL PHYSICIAN ASSISTANTS WEEK and extend our sincere thanks to Brent A. Ursel and Kristina M. Erhart-Ursel for the level of dedication they provide to this great city and our best wishes for many more years of outstanding service. Dated this 13`~ day of October, 2008. Clark Corbridge, Mayor r) Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2008-097 A RESOLUTION OF THE CI'T'Y COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH STATEWH)E CLEARING, INC. FOR PROFESSIONAL SERVICES TO CLEAR EIGHT MILES OF TRANSMISSION LINE RIGHT- OF-WAY FOR AN AMOUNT NOT-TO-EXCEED $495,000.00 AND APPROPRIATING FUNDS WHEREAS, the City of Sewazd is dependant on a radial transmission line for electrical power; and WHEREAS, theright-of-way maintenance has not been done since the transmission line was reconstructed and should be completed on a five (5) yeaz rotation cycle; and WHEREAS, Statewide Clearing, Inc. is readily available and has the equipment and manpower in the area, available after completing work for another utility; and WHEREAS, the work will allow for access during both summer and winter months and decrease the possibilities of outages and speed up restoration in the event of an outage; and WHEREAS, the work will involve clearing approximately 97 acres of right-of-way, from mile 9-17 along the Seward Highway at a cost of $486,789.40 and danger tree removal of $200.00 per tree, for a total not-to-exceed $495,000.00; and WHEREAS, the funding for this work will come from reserves in the Electric Enterprise Fund retained earnings account. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Council hereby authorizes the City Manager to enter into a contract with Statewide Clearing, Inc. for professional services for an amount not-to-exceed $495,000.00. Section 2. Funding in the amount of $495,000 is hereby appropriated from the Electric Enterprise Fund retained earnings account no.502-0000-3050 to the Electric Department contracted services account no. 501-5400-5390. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Sewazd, Alaska, this 13`" day of October, 2008. Council Agenda Statement Meeting Date: October 13, 2008 To: Phillip Oates, City Manager From: Tim Barnum, Manager Electric Utility Agenda Item: Enter into a Professional Services agreement with Statewide Clearing, Inc. to clear transmission line right-of--way form mile 9- 17along the Seward Highway for an amount not-to-exceed $495,000.00 and appropriating funds. BACKGROUND & JUSTIFICATION: The bulk power to the City of Seward is provided by a radial transmission line. The City owns approximately 40 miles of transmission line. Normally, right-of--way is cudcleazed on a 5 year rotation, meaning that every 5 years; the power line right-of--way is cut/cleazed. This is done to maintain ease of access, reduce outages caused by trees and small animals, reduce line losses from tree limbs coming into contact with the power line and improve safety and reliability for the general public. The transmission line has not been maintained on any kind of systematic rotation and has become extremely difficult to access both during the summer and winter. Some of the brush has grown to heights of about 30 feet. Clearing this section of line will begin a systematic program which will continue by cutting/clearing mile 17-24 in 2009. Statewide Cleazing, Inc. is working in the area and that is the reason for bringing forwazd this proposal for professional services, at this time and added to that the very short window left to accomplish the work before freeze-up and snow. CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Sewazd City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. Other: FISCAL NOTE: The funding for this work will come from reserv in th Elect ' Enterprise Fund retained earnings account. Approved by Finance Department RECOMMENDATION: Seward City Council approve Resolution 2008- 0~I'] authorizing the City Manager to enter into a contract with Statewide Clearing, Inc for professional services for an amount not-to-exceed $495,000.00 and appropriating funds. BS-24-2883 14:16 STR7IIJIOE CLEAF2ING INC 96f6941426 c6d c1.sAao+u.ld.C. 16241 Popp71.a0e ~ plseq,u.m. 99377 <Hlioa~6941421 Fu- 691-1426 Ca1F244-I94S I Hanes/Addrow I P.O. Beat 167 Sewed, Ak 99664 Aare 77a Runaa PRGE:1 Estimate ~. ~.. 9Y23l2006 7 PROJECT NAAiE F1p 9-17 Sew Hwy Dwalpdon Afl9pa Rai Trial Yaoa-geded-(#1 Clarp~, ll.(:. pgioem b d~ %.97 7.920.00 766,002.40 eppwainady 96.97 ease of 0enwnlpiee IwW. All teas ILeI ao M nteepeniwly deaea wL be mukied ed pound bsei ALL awe tEst wa not be aoowaod y eazbealal equlpawt wlll Oc Med 6d1 end d.elwd b ebria>A place. DoprTnasod06eeetm•tac6yuw6ale.Hlheyae 1 100.00 300.00 wotoedllK mo do o wo do artlaet5rt, we will drop, tlmb ad twe!<duea is p6ca (f 100.00 Pa vee ) MO®- D0d0~B 1 7,0011.110 7,000.00 if ecocptcd pkeac etp ad floc lydc Total ms,3o:.40 ._ •~ )I .4-2003 13:45 STRTIIJIOE CLEgtING INC 9~l6941426 Statewide Clearing Inc. 16244 Poppy l~r1e Eagle River. AIC 99577 Ph: 909~i94-1425 Fax: 907-694-1426 I warNleaiau I P.O. Dvac 167 Se.~vndAk 9966{ Atls:1'!• Dyson PfiGE:2 Estimate DaN EsYrnslst 9/12r1o9a IOS1 F MP 9 b 17 Seward Hv~ T_. p qly Rw1s TqM Feem 3u~ewtBoClonbl6cprginwbdar~ppmimaeeb 96.97 S,OZ0.09 ~a6.7tB.~0 96.97 yar artraWniriaw loe. Atl aRr tlar rs b aoedrakaay daiad w01 be aeaklad al pwad level NI ear mn w oa Oe aoxaed 07 sbohadeal w01 M ErW fall Mel alamad b Carla b pbra Da~erTaswiOEeaamausAyaaalrvb,ifllryno 1 100.00 200.00 eppaalala6an Ibs M we d0 ear ebrwa ri will dap Oab asd Mricarmiepbve. (5100.OOperaee ) ~,~,~,,,,~ 1 eoooao sooaoo Opaoa 18d1 doc aaodada dcaN6 rcaooiptabla days sia.al4acb 691.1416 Total s691 9f9 a ,,,*-Y,~ . , t . 05-30-2003 14:24 STRTEWIDE CLERRING INC 9076941426 ;fir ~~. ~ r ~~ ~'.1~ t 1 f ~ ~, ~ ~ ~ i ~'.. ~' ~ ~ ~ ~ r ~ ~ ( ~ . I 16844 PepeY lane Eagle rover, xlntka 99577 Phone (907) 694 1425 Fax (907) 6941426 Swcl@mtaonline.net October 1.2008 Ciry Of Sewartl P.O.Bax 161 Seward, Alaska 99884 Athr: tiro Bamum October 1, 2008 Dear Tim, Statewide Gearing Inc. proposes to clear approximately (97) acres of fransm~lon Iln¢for the City OF Seward. Thistask will be eccompllshed Dydle use of mechanipl equipment and hand Falling. Our machines which we have cunentty brought on IIoE to rite state of Alaska are track Mounted fecons. This new machine grinds all vegetation at ground level and suluurface so the Growth cyele is longer between vegetarian comrol cycles. Aflerwe have gone through the designated areas that can be machanicairy Gearetl we win follow Up with a hand crew that will address remalningvegetatlon. All hand Geared area vegetation vdli ee dropped and diced in place tc remain In place. This will Include any dangertrees that may EnOroaeh the ilnea that could be potential problems (Or the City of Seward. PRGE:2 In the event of a accident on the line such as a powerpole take out or line take out SGtewlde Clearing Inc. has a contingency plan on how to deal wire this by contacting local elecbical companies that Would addlass any Concern that may happen, I would liketo say that our Company has done thousands Of milesof line and neverhad an incident fn theeventthatspmethingdldhappen wehave i/lwrance In place forwhat be do to adequately Cove? any accitlerd orloss that could arise. Statewide Clearing Inc, anticipates this prol~m ~ completed within 3.4 week window irom start to finish. Bening no extreme weather conditions arise. Tlmingls critical wa would like to have the mechanical Cutting canpleted before the ground freezes to hard. As It will be eaGerto access the enure Ilne and gat it Opened up. We look forward to completingthis phase of your line enslldng that you will not have to be Crurcemed with arty outages in this section of you system. Sincerety. Joe Carios, President n ~- ACORD Associated Insurance ste 2035 7125 Old Seward Hwy, Anchorage AK 99518 Phoae: 907-349-2229 Fax:907-349-3036 STATEWIDE CLEARING, INC. JOE CAALOS 16244 POPPY LANE EAGLE RIVER AK 99577 THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED P80VE FOR THE I ~ ' CT OR OTHER DOCUMEM WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR TIONS OF SUCH ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRA ~ ~ I E U SUBJECT TO ALL TILE TERMS. EXCWSIONS PNO CONDI - _ CIAIMS AID EDOCEDB EEN R LIMITS SHOWN MAY H4 C pOLIC ES AGGREGATE -_ LIMBS INSR- TJO POLICY NUMBER TYPE OF INSURANCE OATS (MMIDDIYY) DATE (MMIDO/YY1 EACH OCCURRENCE $ 1 , OOO , 000 LTR NSR GENERAL LN0ILRY I~~~~ - $ 1O O , O D D 06/09/06 06/09/09 PREMISES (Ea occurance) COMMERCIAL GLNERPL LIABILITY CLS1498778 C X X MED EXP (PnY one pereml $ 5 , 000 CLAIMS MADE ~ OCCIki PERSONAL d ABV INJURY 5 1 ,DOD , D D O ',, (~' X XCU Hazards GENF.RN. AGGREGATE 42,DDD ,DOD ''. X COAtraCtnal __„ pR000CT5-COMPIOP AGG $2,000,000 j GENL AGGREGATE LIMIT APPLIES PER'. I POLICY X JECT LOC COMBINED SINGLE OMIT g1, OOO,OOO AUTOMOBILE LIPBLLRY (Ea accident) A X ArrY Auro BODILY INJURY $ PLL OWNED AUTOB (Per person) 05/29/08 05/29/09 g scHEDULEDaurOS 02672960-4 BODILY INJURY $ X HIRED PI.7TOS IPer accident) }[ NONO`M~IED AUTOS PROPERtt DAMAGE 5 (Per accident) AUTO ONLY-EAACCIDEM $ GARAGE LIABILITY OTHER THAN EA ACC $ --- ANYAUTO AUi00NLY: AGG $ EACH OCCURRENCE 41,ODO ,DOD EXCESSIUMBRELLA LIABILfTY AGGREGATE $S,000,ODO 06/09/08 06/09/09 occuP ~cuIMSMADE XLS0052815 g C X r------- - 5 UEUUCTIBLE $ }[ RETEMION 510 ,ODD I TORY LIMITS X ER WORKERS COMPENSATION AND RV ' 06/09/08 06/09/09 E_LEACHACCIDENT $1,000,00_ LIIIEIL EMPLOYERS WC1972829 DISEASE-EAEMPLOYEE EL $S,000,OOO B PIJYPROPRIETOR/PPRTNER/EXECl70VE . OFFICER/MEMBER EXC.LUDED4 E.L. DISEASE-PO!ICY LIMIT 51,000,00 It yes, descd~e under SPECIAL PROVISIONS Oelow OTNER 2 06/09/08 ,50 FLTA 6 06/09/09 D {E¢UIPMENT EQ. LIMP 284-24-31 -0 ,000 ded I DESCRIPTION OF OPERATIONS I LOCATONS 1 VEHICLES f EXCLUSIONS RODEO BY ENDORSEMEM/ SPECIAL PROVISIONS to General Liab City o£ Seward is listed as Additional Insuzed on Waivers o£ ard as pximary• S ew Liability. General Liability lists City of olicies. & Auto Liability p Subxugation on General Liability, Work Comp, CANCELLATION CERTIFICATE HOLDER SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED OEFORE THE E%PIRATI CITYOFS THE ISSUING INSURER WILL ENDEAVORTO MfdL 3O DAYS WRITTEN F , DATE THEREO NOTCE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT. OUT FAILURE TO 00 50 SHALL d IMPOSE NO OBLIGATION OR LIABILfiY OF ANY KIND UPON THE INSURER, ITS AGENTS OR C1ty O£ Sewar PO BOX 167 REPRESEMATNES. Seward AFC 99664 AUTHORIZED REPRESENTATNE CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDDM'YY) IHIJ VCR Unc.n, ~.~..--___.._ -_. ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICAT HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURERS AFFORDING COVERAGE NAIL # msuRER a-. Progressive INSURER B: Commerce S Industry INSURER C. SCOTTSDALE INSURANCE CO 166 INSURER D: crest Aeerican insurance Co. INSURER E~ NORTHLAND CASUALTY COMPANY J >J Sponsored by: Clerk CITY OF SEWARD, ALASKA RESOLUTION 2008-098 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING AMENDMENT #6 TO THE EMPLOYMENT AGREEMENT WITH THE CITY CLERK WHEREAS, Jean Lewis has been employed by the City Council in Seward, Alaska as the City Clerk since May 22, 2002; and WHEREAS, Lewis' contract states City Council agrees to review Lewis' salary annually prior to adoption of the City's fiscal budget; and WHEREAS, the City Clerk does not participate in standard employee step increases or cost of living allowances (COLA) as outlined in the Seward City Code, and any increase in pay or annual leave accrual must be by an amendment to the employment agreement; and WHEREAS, the City Council agrees to give a 5% increase which would be the equivalent to a 2.5% merit increase with a satisfactory performance evaluation, plus the 2.5% COLA city employees received in 2008; and WHEREAS, if a COLA were approved within the 2009 budget, Lewis would also be eligible for that increase. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. Amendment No. 6 to the City Clerk's employment agreement dated May 13, 2002 between the City of Seward and Jean Lewis which increases her annual salary by 5%, is hereby approved and attached herein. Section 2. Lewis will be eligible for any additional COLA if that were instituted into the 2009 budget. Section 3. The effective date of the salary increase shall be the first full pay period ofJanuary 2009. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 13th day of October, 2008. s ~; s Council Agenda Statement Meeting Date: October 13, 2008 i From: Jean Lewis, City Clerk ~~/ Agenda Item: Resolution 2008-098, amending the City Clerk Employment Agreement. BACKGROUND & JUSTIFICATION: Jean Lewis has been employed by the Seward City Council as the City Clerk since May 22, 2002. The city clerk does not participate in standard employee step increases or cost of living allowances (COLA) as outlined in the Seward City Code, and any increase in pay must be by an amendment to the employment agreement. Since the May 22, 2002 employment agreement, Lewis has only asked for increases that regular city employees would receive with satisfactory annual evaluations per the city's rate scale. By allowing COLA, if approved, this would update the clerk's pay scale now and negate the need to request it next year. 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. Other: FISCAL NOTE: Above request will be factored into the FY 2009 budge . Approved by Finance Department~~ RECOMMENDATION: Council approve Resolution 2008-098, amending the employment contract of Jean Lewis to allow for the pay increase. iJ EMPLOYMENT AGREEMENT FOR JEAN LEWIS AMENDMENT#6 The employment agreement for city clerk services dated May 13, 2002 between the City Council of the City of Seward and Jean Lewis, is hereby amended as follows: - Amends paragraph 2 of the original employment agreement to read, "Lewis shall be paid at the rate of $59,767.95 per year." This change is effective the first full pay period beginning in January 2009. - Lewis will also be eligible for any additional COLA if the city approves one for 2009, effective the first full pay period beginning in January 2009. Except as provided herein, all other terms and conditions of the agreement dated May 13, 2002 and subsequent amendments remain in force and effect. City of Seward, Alaska Clark Corbridge, Mayor Jean Lewis, City Clerk Attest: Johanna Dollerhide, Assistant City Clerk r 1 ~) Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2008-099 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ELECTING TO PARTICIPATE IN THE AML/JIA LOSS CONTROL INCENTIVE PROGRAM FOR THE CITY OF SEWARD WHEREAS, the City of Seward is a member of the Alaska Municipal League Joint Insurance Association (hereinafter "AMLJIA"); and WHEREAS, the AMLJIA provides comprehensive risk management assistance and provides workers' compensation, liability and property coverage for the City of Seward; and WHEREAS, the AMLJIA developed the Loss Control Incentive Program to help reduce member losses individually and pool wide; and WHEREAS, the AMLJIA will provide all written program material necessary, and offer assistance to participants; and WHEREAS, pool members that participate in the Loss Control Incentive Program and complete the required activities, will have the opportunity to earn a discount on their contribution; and WHEREAS, it is the City of Seward's policy to provide a safe environment for its elected officials, employees, citizens, and the visiting public; and WHEREAS, the Loss Control Incentive Program will enhance such an enviromnent. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA Section i. The Seward City Council elects to participate in the AML/JIA Loss Control Program for the 2008-2009 policy year. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 13`" day of October, 2008. ,w 1+ Council Agenda Statement Meeting Date: October 13, 2008 To: Phillip Oates, City Manage From: Kirsten Vesel, Assistant City Manager Agenda Item: Participating in the AMLJIA Loss Control Incentive Program BACKGROUND & JUSTIFICATION: The City of Seward is a member of the Alaska Municipal League Joint Insurance Association (AMLJIA). AMLJIA provides comprehensive risk management assistance and provides workers' compensation, liability and property coverage for the City of Sewazd. AMLJIA developed the Loss Control Incentive Program to help reduce member losses individually and pool wide. AMLJIA will provide all written program material necessary and offer assistance to participants. Pool members that participate in the Loss Control Incentive Program and complete the required activities will have the opportunity to earn a discount of up to Five Percent (5%) on our contribution. In 2006, 2007 and 2008 the City participated in the Loss Control Program and was awarded approximately $9,000 to $17,000 each year dedicated to lowering our annual premium and purchasing safety supplies . In 2009, we would like to continue these efforts. It is the City of Sewazd's policy to provide a safe environment for its elected officials, employees, citizens, and the visiting public. In order to qualify for this Loss Control Incentive Program the City must do the following: 1. Provide tracking logs to document all safety activities. 2. Pass a resolution annually electing to participate in this program. 3. Provide reports and inspections timely and on a semiannual basis. 4. Engage an active Safety Committee to include agendas, notes, specific topics and minutes. 5. Provide model safety plans and training. The City has been actively engaged to complete the above requirement to continue to qualify for this Program. INTENT: To pass a resolution to participate in the AMLJIA Loss Control Incentive Program for 2008-2009. CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Seward Ciry Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. FISCAL NOTE: There is no financial cost for this program. Approved by Finance Department: RECOMMENDATION: Council approves Resolution 2008-~ and authorizing the City Manager to participate in the AMLJIA Loss Control Incentive Program. i~ Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2008-100 A RESOLUTION OF THE CITY COUNCIL, OF THE CITY OF SEWARD, ALASKA AUTHORIZING THE CITY MANAGER TO SUBMIT THE HISTORIC PRESERVATION COMMISSION FY'09 "HOBEN PARK RESTORATION PHASE III- PLANTERS" GRANT APPLICATION TO THE OFFICE OF HISTORY AND ARCHAEOLOGY, ALASKA DIVISION OF PARKS AND OUTDOOR RECREATION WHEREAS, each year the State of Alaska, Department of Natural Resources, Historic Preservation Office offers a Historic Preservation Fund Grant to Certified Local Govenunents; and WHEREAS, the City of Seward, Historic Preservation Commission has applied for and has been awarded several of the annual Historic Preservation Fund Grants; and WHEREAS, reconstructing the historic planters has been a priority of the Commission; and WHEREAS, the Historic Preservation Commission supports the reconstruction of the Hoben Park historic concrete planters and the Hoben Park restoration project; and WHEREAS, a contractor shall be contracted to fabricate and place the planters at Hoben Park; WHEREAS, at the September 23, 2008 special meeting the Seward Historic Preservation Commission approved Resolution 2008-06 selecting "Hoben Park Restoration Phase III- Planters" as the FY'09 grant project and recommending the Council authorize the City Manager submit the grant application; and WHEREAS, the total project cost is estimated at $10,500.00, with a federal share of $6,300.00 and a local match of $4,200.00; and WHEREAS, the City's match for this project will be provided by existing funds available in Fund 810, Hoben park Project and in-kind services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The City Council hereby authorizes the City Manager to submit the State of Alaska, Department of Natural Resources, Office of History and Archaeology the FY'09 "Hoben Park Restoration Phase III- Planters" application. ~ 9, City of Seward Resolution 2008-100 Page 2 Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward this 13th day of October, 2008. THE CITY OF SEWARD, ALASKA Clark Corbridge, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Jean Lewis, CMC City Clerk (City Seal) ., . Y Council Agenda Statement Meeting Date: Monday, October 13, 2008 To: City Council Through: City Manager Phillip Oate~~,,,,' o,,~ From: Executive Liaison Anne Bailey U.,~'~' J Agenda Item: Resolution 2008- ~p~, Authorizing the City Manager to Submit the Historic Preservation Commission FY'09 "Hoben Pazk Restoration Phase III-Planters" Grant Application to the Office of History and Archaeology Alaska Division of Parks and Outdoor Recreation BACKGROUND & JUSTIFICATION: The Alaska State Historic Preservation Office ofDepartment ofNatural Resources (DNR) has grant funds available, In order to apply for this grant funding, DNR recommends that the request be endorsed by the highest level of local government. The City of Seward and the Seward Historic Preservation Commission have applied for and been awarded several of the Historic Preservation Certified Local Government grants in the past. At the September 17, 2008 Historic Preservation Regular Meeting the Commission decided to apply for the FY'09 Department of Natural Resources Certified Local Grant. One work session was held on September 22, 2008 to discuss and complete the grant application. The Commission selected and developed the grant application for "Hoben Park Restoration Phase III- Planters." The total cost of the project is $10,500.00. The Federal shaze of the project is $6,300.00; the local shaze is $4,200.00. This local share shall be provided by Fund 810, Hoben Park Project and in-kind services provided by the Historic Preservation Commission. A Special Meeting was held September 23, 2008 at 6:30 p.m. to approve the project and forwazd a recommendation to City Council to authorize the City Manager to submit the FY'09 Certified Local Government Historic Preservation Fund Grant application to the Office of the History and Archaeology. This project will help restore Hoben Pazk to its period of historic significance, the 1920's to the 1940's. 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. ~~ ~;, r.. FISCAL NOTE: The total cost of the project is $10,500.00. The Federal share of the project is $6,300.00; the local shaze is $4,200.000. This local shaze shall be provided by Fund 810, Hoben Park Project and in-kind services provided by the Historic Prese atio om Win. Approved by Finance Department: ' RECOMMENDATION: 100 Council approve Resolution 2008-~, authorizing the City Manager to submit the Historic Preservation Commission FY'09 "Hoben Pazk Restoration Phase III-Planters" Grant Application to the Office of History and Archaeology Alaska Division of Parks and Outdoor Recreation. ._ ~~ Historical Preservation Fund Certified Local Government 60/40 Matching Grant FY 2009 Application For Hoben Park Planters Prepared by the City of Seward October 2009 ~, LETTER OF APPLICATION State Historic Preservation Officer Alaska Division of Parks and Outdoor Recreation 550 West 7th 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: Citv of Seward Alaska Federal Tax Identification Number: 926000086 Project Title: Hoben Park Restoration Phase III- Planters Location: Cit of Seward Alaska Type of CLG Grant Project: ( )Survey ( )Inventory ( )National Register nomination ( )Historic preservation planning ( )Public preservation education ( ) Predevelopment (X) Development ( )Acquisition Project budget required: (Use figures from budget form, page 8) a. Estimated total project cost: 10 500.00 b. Federal share: (60%) $6,300.00 c. Applicant's share: (40%) $4,200.00 Source of applicant's share: (Use figures from budget form, page 8) a. Cash: Planter fabrication and installation Cost Source $4,000.00 (cash- Hoben Park acct. Grants Manual - Appendix B 1 (Rev.09/06) y. •~ Total $4,000.00 (cash b. In-kind goods and services' $500.00 (in-kindl c. Donated goods and services• N/A Grants Manual - Appendix B 2 (Rev.09/O6) ,~ .~ Project manager: Pattv Linville Library Director Mailing address: PO Box 167 Seward Alaska 99664 Telephone: 907-224-4008 E=mail address: plinville cityofseward net Preservation commission chair Tom Swann Mailing address: PO Box 167 Seward Alaska 99664 Telephone: 907-224-3080 E-mail address: swannest(a~seward net ADphcation prepared by~ Anne Bailey and the Historic Preservation Commission Mailine address: PO Box 167 Telephone: 907-224-4065 E-mail address: abailey(tr~cityofseward net Signature Authorized Local Government Official Notary Seal Subscribed and sworn before me this day of 2008. Date Notary 1'or the State of Alaska My commission expires OHA USE ONLY Date Received: Grants Manual -Appendix B 3 ;M~ ~ (Rev.09/06) I• PROJECT DESCRIPTION: Historic Hoben Park is a prominent waterfront feature in Sewazd's downtown Local Historic District. As the years have gone by, many of the park's amenities have fallen into disrepair or have been removed. The park is now a City of Seward property and the City intends to restore it to its period of historic significance, 1920 through 1940. Seward City Council Resolution 2003-85 approved a plan for restoration and set forth a list of project priorities. The historic lamp posts have been installed and the Hoben Pazk fountain was completed in August 2008. This grant project will reconstruct the four Hoben Park historic concrete planters. 2• PRESERVATION OBJECTIVES: As a growing community, the citizens of Sewazd have recognized the necessity of preserving Sewazd's unique past. As seen in the implementation of the City of Seward 2020 Comprehensive Plan (approved by City Council in 2005), the Seward Historic Preservation Plan Phase II (1996), and the Strategic Plan of Seward (1999), Sewazd's citizens support the preservation and upkeep of its historic properties. The 2020 Comprehensive Plan of Seward, 3.6.1.1, notes the city's intention to "Develop, protect and preserve Hoben Pazk" as part of its program to improve and develop its recreational infrastructure (2005:25). The Seward Historic Preservation Plan, Phase II supports preserving historic sites and landscapes in Seward. It identifies Hoben Pazk as a site of historic importance and notes the City's commitment to restore and preserve its historic integrity and significance (1996:27,41). Furthermore, the preservation plan notes a community survey which identified Hoben Park as one of Sewazd's most significant historical resources (1996:appendix C1). Among the "Vision Elements" addressed by The Strategic Plan of Seward, "History and Sense of Community" focus on the protection of Sewazd's historic chazacter, culture and physical attributes (1999:4). Listed among its goals and objectives is the completion of Hoben Pazk improvements (1999:4,14). The preservation of Hoben Park has been initiated and supported by way of the City of Seward, Resolution 2003-85 (Attachment A). The City Council of Seward, "finds that it is in the best interest of Seward to preserve the integrity of the poplar tree (within the park) and restore the amenities of Hoben Pazk as it was during the park's period of historic significance, the 1920's to the 1940's." The restoration will need to be done in phases "as additional funds become available...." Resolution 2003-85 demonstrates the City's commitment to preserving the historic characteristics of Hoben Park. The historic Grants Manual - Appendix B 4 'w ~ (Rev.09/0~ lamp posts have been installed and the fountain was completed in August 2008. Additionally, Hoben Park was placed on the National Register of Historic Places in 2006. This placement demonstrates the park retains its historical integrity and is worthy of rehabilitation. The strong pride and willingness to work to protect its resources is evident in the community of Seward. This grant offers Seward the opportunity to reconstruct the historic concrete planters, completing another historically significant phase of the Hoben Park restoration project. 3. PROJECT LOCATION: Located along Seward's waterfront, Hoben Park has played a significant role in Seward's history. As one of the first features to greet disembarking passengers at Seward's dock, the ornamental park welcomed visitors to Seward, the "Gateway to Alaska" (Attachment E.). Hoben Park is located at 401 Railway Avenue, and has a legal description of Lot 2A, Waterfront Tracts 1998 Replat. This area is recognized as a Local Historic District and functions as an overlay district allowing for more zoning flexibility. Hoben Park looking southeast. The fountain has been restored and is seen in the background. (2008). Grants Manual - Appendix B 5 c~~ Y'1 (Rev.09/06) 4. WORK PLAN: Goal: To assist in the ongoing rehabilitation of historic Hoben Park, as per the plan passed by Council Resolution 2003-85. The task addressed by the grant is the fabrication, transport and placement of the four planters. The Secretary of Interiors standards for reconstruction will be followed for historic planters. Timeline: Oct.-Dec. 2008 Accept the grant. April - 2009 Complete design replication of the planters and circulate for approval. Prepare contract procurement documents for the fabrication of the planters which closely replicates the original. May - Aueust - 2009 Contract for fabrication and placement of the planters. Complete and install planters. Aueust-September- 2009 Submit final report to the State Office of History and Archeology including photographs depicting fabrication and placement of the planters and related news articles. 5. PROJECT PERSONNEL: Librarv Staff The staff will assist with researching; collecting and inventorying of information related to the historic uses and features of the park and will coordinate the grant. Parks and Recreation Department• This department will assist in coordination and project management of the restoration work. Seward Historic Preservation Commission• The SHPC will form a project team which will assist in all phases of the project. Commercial /Contract Suppliers A commercial concrete fabricator will be contracted to build /supply special forms and cast the planters. 6. BUDGET: Planter Fabrication and Placement Cost $10,000.00 Source (grant and/or cash) Grants Mannal - Appendix B 6 ~ " '1 (Rev.09/06) v Total $10 000 00 (grant and cash) Personal Services/In-Kind Create drawings, schematics $500.00 (in-kind) and layouts 20 hours @$25 Total $500 00 (in kind) Total Direct Costs $9 813 08 7% State Surcharge + 686.92 Total Project Costs $ 10 500.00 Applicant's Total Share - 4 200.00 Federal Share $ 6,300.00 Less 7°/a State Surcharge - 686.92.00 Total Participant Receipt $5 613 08 7. FINAL PRODUCTS: The final product will consist of four reconstructed historic planters. 8. ADDITIONAL INFORMATION Attachments: A. Resolution 2003-85, "A Resolution of the City Council of Seward, Alaska, establishing design priorities for Hoben Park" B. Resolution 2008-06, "A Resolution by the Seward Historic Preservation Commission proposing the reconstruction of the Hoben Park historic concrete planters." C. Resolution 2008-XX, "A Resolution of the City Council of Seward, Alaska, authorizing the City Manager to submit the Historic Preservation Commission FY'09 "Hoben Park Restoration Phase III- Planters" grant application to the Office of History and Archaeology, Alaska Division of Parks and Outdoor Recreation." D. Images of Hoben Park during its period of significance, 1920-1940. E. Area photo map. Grants Manual -Appendix 6 7 J ~ (Rev.09/0~ STATEMENT OF WILLINGNESS TO COMPLY WITH REQUIREMENTS OF FEDERAL GRANT PROGRAM 1. I understand that this is an application for federal matching assistance for up to 60% (less 10% surcharge) of the total project cost, which is the subject of this application. 2. In submitting this application, I understand that if awarded the funds it is my responsibility to comply with all program requirements outlined in the "Historic Preservation Fund Program, Grants for Historic Preservation in Alaska" manual, pertinent State and Federal regulations, and the State/Local agreement. 3. In submitting this application, I understand that project records aze 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 7% surchazge SFY08 and not exceed 10% thereafter) of the questioned expenditures. 4. I understand that no grant or promise of a grant exists until the State Historic Preservation Officer signs the State/Local Agreement even if the Alaska Historical Commission recommends or allocates funds for my project, and that any funds expended before the grant period or before obtaining the SHPO's signature may not be reimbursed without specific approval. The SHPO will not sign until all required materials and documents are in hand. Signature Authorized Local Government Official Grants Manual - Appendix B $ ~ h ~' } ~ ~ ,qA c'~i"IE Ni ~- Sponsored by: City Manager CITY OF SEWARD, ALASKA RESOLUTION 2003-85 A RESOLUTION OF THE CITY COUNCIL OF SEWARD, ALASKA, ESTABLISHING DESIGN PRIORITIES FOR HOBEN PARK WHEREAS, Hoben Pazk is a culturally and historically significant property; and WHEREAS, between the 1920's and the 1940's Hoben Park had a distinctive landscape with a functional water fountain, wrought iron fence, a level grass lawn, several concrete pedestal planters, historic lampposts and some bird houses; and WHEREAS, many of the previous amenities need to be restored to reestablish the integrity of the visual aesthetics of the original historic landscape; and WHEREAS, the Park now has a beautiful poplaz tree as its centerpiece which needs to be preserved; and WHEREAS, the priorities for restoration shall start with installation of the historic lamp posts, replacing the fountain and restoring the original- fountain basin and pedestal, installing historically accurate replica fencing of a safe height along the North and West side, reconstruction of the historic concrete planters, flower gardens (where appropriate)- using Alaskan flora, benches (where appropriate) and bird houses, as funding becomes available; and WHEREAS, the restoration of Hoben Park to the simple and elegant design it had during its period of historic significance will emphasize Sewazd's appreciation of local history and natural beauty. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The City Council finds that it is in the best interests of the City of Seward to preserve the integrity of the poplaz tree and restore the amenities of Hoben Park as it was during the park's period of historic significance, the 1920's to the 1940's. Section 2. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City of Seward, Alaska this 11th day of August, 2003. ~3 CITY OF SEWARD, ALASKA RESOLUTION 2003-85 THE CITY OF SEWARD, ALASKA Stu Clark, Mayor AYES: Amberg, Shafer, Orr, Dunham, Valdatta, Clark NOES: None ABSENT: Branson ABSTAIN: None ATTEST: Je Lewis t J City Clerk '" aaa~. (City Sea _ `n`,, N V~: m wy `. m v ~ i b ~~2 Sponsored by: Staff CITY OF SEWARD, ALASKA HISTORIC PRESERVATION COMMISSION RESOLUTION 2008-06 A RESOLUTION OF THE SEWARD HISTORIC PRESERVATION COMMISSION, SELECTING "HOBEN PARK PHASE III- PLANTERS" AS THE GRANT PROJECT FOR THE FY'09 STATE OF ALASKA, DEPARTMENT OF NATURAL RESOURCES, HISTORIC PRESERVATION FUND GRANT, and RECOMMENDING CITY COUNCIL AUTHORIZE THE CITY MANAGER TO SUBMIT THE FY'09 GRANT APPLICATION TO THE OFFICE OF HISTORY AND ARCHAEOLOGY, ALASKA DIVISION OF PARKS AND OUTDOOR RECREATION WHEREAS, each year the State of Alaska, Department of Natural Resources, Historic Preservation Office offers a Historic Preservation Fund Grant to Certified Local Governments; and WHEREAS, the City of Seward, Historic Preservation Commission has applied for and has been awarded several of the annual Historic Preservation Fund Grants; and WHEREAS, the Hoben Park restoration project dates back to 1995 when the Ad-hoc committee was formed and discussions were held regarding the naming of the park; and WHEREAS, Hoben Park is on the Seward Register of Historical Places and the National Register of Historic Places; and WHEREAS, the community will benefit from the historic Hoben Park restoration project; and WHEREAS, the installation of the historic lamp posts and the fountain phases of the Hoben Park restoration project have been completed; and WHEREAS, the Seward Historic Preservation Commission held a work session for the discussion and selection of a FY'09 grant project on September 22, 2008; and WHEREAS, the Hoben Park reconstruction of the historic concrete planters was supported as the FY'09 CLG grant project choice. NOW, THEREFORE, BE IT RESOLVED by the Seward Historic Preservation Commission of the City of Seward, Alaska that: 9 i JJ Seward Historic Preservation Commission Resolution 2008-06 Page 2 of 2 Section 1. The Seward Historic Preservation Commission hereby selects the Hoben Park reconstruction of the historic concrete planters as the project specified for the FY'09 Historic Preservation Fund grant through the State of Alaska, Department of Natural Resources. Section 2. The Seward Historical Preservation Commission will collaborate with City Staff in the preparation of the grant documents, provide historical oversight during the project and provide in-kind services to create drawings, schematics and layouts. Section 3. The Historic Preservation Commission hereby recommends the City Council authorize the City Manager to submit the "Hoben Park Restoration Phase III- Planters" grant application. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City of Seward, Alaska this 23`d day of September, 2008. THE CITY OF SEWARD Historic Preservation Commission om Swann, Chair AYES: Carpenter, French, Lasota, Lather, Swann NOES: None ABSENT: Capra ABSTAIN: None VACANT: One ATTEST ;e~B~RReNAegA~ 3~M~ `~},~~q~ ~ Y+~~e~a a MS g , ,; (City Seal) ~ ,•.`~' '• .... ,~ w t .. ......,, .. y w m m e.. i.T,:_ i" 7 ~~ A +y®YB~~~ V ~ ~~yt~ /A~® ~iasraw$p xa Je Lewis, CM ' C y Clerk JO f 3 ;y ! ~, a~ a~ ~' U bn N ~. C7 0 O T U S. ., ~, G D U L c~ x ~. e~ CL c as .n v x `~ Q r ~ ~~ ~r k ~, ~ .~ ,,' ~ ~- ~ o ~~" .., c v ts. 0 `' v Y.. •i .~ y 4~~. F {r Y ~` 1! ^~ ~ ~ r ~ ~t ~'' ; o v a ~ k ~ # .._ r. -~. t~ Y ~~ ~„ y Hoben Park Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2008-101 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING A GRANT IN THE AMOUNT OF $1,787.40 FROM THE ALASKA HIGHWAY SAFETY OFFICE FOR 2009 FIRST QUARTER ASTEP DRIVING UNDER THE INFLUENCE (DUI) ENFORCEMENT CAMPAIGN AND APPROPRIATING FUNDS WHEREAS, the Seward Police Department has been awarded a Program Coordination Grant from the Alaska Highway Safety Office, in the amount of $1,787.40; and WHEREAS, the City is not required to provide any cash or in kind match; and WHEREAS, the use of these funds must be for the purpose ofproviding overtime saturation patrols by the Seward Police Depaztment for the enforcement of DUI violations during October, November and December of 2008; and WHEREAS, these funds will be ofessential assistance to the Sewazd Police Depaztment in the enforcement of DUI violations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The City Manager is hereby authorized to accept the 2008 ASTEP DUI Enforcement, Alaska Highway Safety Office grant in the amount of $1,787.40 and enter into a grant agreement. Section 2. Funding in the amount of $1,787.40 is accepted to grant revenue account no. 101-0000-4680-0200 and appropriated to the police department's overtime account, no. 101-1210- 5020. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13'h day of October, 2008 S . Council Agenda Statement Meeting Date: October 13`s, 2008 To: Phillip Oates, City Manager From: Tom Clemons, Chief of Police Agenda Item: Alaska Highway Safety Grant (ASTEP DUI `09 First Quarter Enforcement) BACKGROUND & JUSTIFICATION• The Alaska Highway Safety Office, AHSO, has requested that the City of Seward continue to participate in the Alaska Strategic Traffic Enforcement Partnership, ASTEP, DUI Overtime Enforcement campaign by providing overtime saturation patrols. During selected holidays, the blitz campaign, and assigned weekends, the Sewazd Police Department will conduct high-visibility DUI enforcement patrols. AHSO has awarded a grant in the amount of $1,787.40 for October, November and December 2008. This program is a 100% grant funded project, with no local matching funds required. The terms of the grant and the grant budget aze attached. INTENT: The intent of this grant is to save lives by arresting and punishing alcohol and drug impaired drivers and maintain current public perceptions of DUI enforcement issues. CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Sewazd City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures. Other: FISCAL NOTE: There is no local funding required to match the~se~grf~an~t Approved by Finance Department:~(~~~~'G"' RECOMMENDATION: City Council approve Resolution 2008- rQ/ , accepting a grant from the Alaska Highway Safety Office in the amount of $1,787.40, and appropriating funds. f ..} SEP-19-2008 06:49 From: To:907 224 8480 p,2~7 Slate of Alaskn Depxrtmeot of'fnutsponation and Public Paalitlcs 132 Clurnnel Dr PO Box 11231Nt Notice to Proceed luncuuAK'N1911-251N) p Yr17-0GS-2446 f 'X17-4(r5~11311 dot. elaska. pov/h ighwe ysafaty Gfentee Name and Address; Projed Title: _._ Seward Police Department. _ ASTEP DUI Enforcement It Louis Tiner You may proceed with the activities for the Categories and specific Tasks enumerated below in the Funding Summary. Any actlvdlas beyond the written scope and/or any costs above ltte price estimele in our Agreement require prior AMSO approval and a Project Revision. Actual coal undercun of the Contrsd Amount for any Category shall not routinely axumulata for otner Categories. ANSO reserves the right to ralain or raellocele any remaining funds resulllnp from such wsl undemins. This NTP Is cumuladve and k aupersadea oil prior NTPS Ior dtls Agreement Tha AHSO Administrator for this NTP is: Cindy Cashen lewad Ip(Iho Cony rgAp Q parA00TdPF Po)ty Y~~G .050 Aceapled rW In nloo dy: Q / / Neme~. Cindy Calttett ~~'tJJeme.: Lt Louis Tiner FUNDING SUMMARY Total Amount Approved for thle NTP Authorized Toeks Total Amount Authorl:od to DeM As authorizetl in the Program Coortlinafion 6rent tYom Odobar 1, 2008 to 51,787.40 Dxamber31,2008. $7,787..40 Vehide usage ie Included et 56..00 per hour es releronced m the Program Coordinebon Grant Co~QCSti Code Proorym Code 57970 LedgerGoda Encumbrance Number _ ... ._ Pr rem In Action ~ ~ glt~u~ Spneture pals PfMfeT CIMt1le Lownl . /J~mw~ Irnlrw auAY~ NTP No: 1 - Projea No: Projed End Date: B/30/0g q,count Code 1 SEP-19-2008 06:49 From: To:907 224 6480 p,3i7 State of Alaska pepenment of Tranaponation and Publie Facilities P.O. Box 112500; Rm (1200 Juneau AK 99801 Ph: 907-485-2448 Fx: 907.485-4030 www. dot.alaska.govlhighwaysafety Program Coordination Grant Proprem Nee.: projsct Coordinebc Fedefal Funding Yeer: Impaired Driving 2008 Proect Title Project Number. Alaska Strategic Traiflc Enforcement Partnership DUI overtime Enforcement Grant PurposerobJectlves In order to reduce deaths and injuries caused by impaired drivers and to increase compliance with Alaska's primary seat belt law, the Seward Police Department will conduct high-visibility seat belt and DUI enforcement as detailed in the Alaska Strategic Enforcement Partnership Enforcement Plan submitted to the Alaska Highway Safety Office in April 2006. The Seward Police Department sprees to participate in the following enforcement blitres from October 1, 20081hrough September 30, 2009. ~ Required DUI Enforcement: to include the major Holidays Month-by-Month Breakdown (Refer to enforcement plan for detail of seat belt and DUI enforcement times): Month Hours -DUI Enforcement Monthly Budget October _. _ ..- _ 10 hrs DUI ... $ 535.80 November _ _ ~ 10 hrs DUI _, . _ $ 535.80 December _ _ __ 10 hrs DUI _ $ 535.80 Vehicle Usa a _ _ $6.00 er hour $ 1(30.00 Actual cost of overtime to include benefits is not to exceed the following amount: $1,787.40 including vehicle usage. Activity covered by this grant must be completed by January 15, 2009. Reimbursement requests must be submitted to the Alaska Highway Safety Office no later than February 15, 2009. To receive reimbursement for personnel services the department must provide overtime sheets, the hourly rates for each officer along with the activity sheets showing total hours being submitted for reimbursement.. f :' 1 SEP-19-2008 08:49 From: Expenses are detailed on page 2 of grant. Budget Sumrnary; BUDGET CATEGORY 9UDGET AMOUNT 100 Personal Services $ 1,807.40 200 Travel 8 Per Olem 300 Vehicle Use e $ 180.00 400 Commodities 500 E ui ment TOTAL s 1x787.40 To:907 224 8480 p,q~7 Signed: ~c ~ 2 D~ Grantee's Project Director D e ' ~~ Governor's Safety Representative Date 4J Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2008-102 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING A GRANT IN THE AMOUNT OF $1,429.92 FROM THE ALASKA HIGHWAY SAFETY OFFICE FOR 2009 FIRST QUARTER ASTEP SEATBELT ENFORCEMENT CAMPAIGN AND APPROPRIATING FUNDS WHEREAS, the Seward Police Department has been awarded a Program Coordination Grant from the Alaska Highway Safety Office, in the amount of $1,429.92; and WHEREAS, the City is not required to provide any cash or in kind match; and WHEREAS, the use of these funds must be for the purpose of providing overtime saturation patrols by the Seward Police Department for the enforcement of seatbelt violations during October, November and December 2008; and WHEREAS, these funds are essential to the Seward Police Department's ability to enforce seatbelt violations. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The City Manager is hereby authorized to accept the 2009 ASTEP Seatbelt Enforcement, Alaska Highway Safety Office grant in the amount of $1,429.92 and enter into a grant agreement. Section 2. Funding in the amount of $1,429.92 is hereby accepted to grant revenue account no. 101-0000-4680-0200 and appropriated to the police department's overtime account, no. 101- 1210-5020. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13`h day of October, 2008. .„ r~ J Council Agenda Statement Meeting Date: October 13`", 2008 To: Phillip Oates, City Manager From: Tom Clemons, Chief of Police Agenda Item: Alaska Highway Safety Grant (ASTEP SEATBELT '09 First Quarter Enforcement) BACKGROUND & dUSTIFICATION• The Alaska Highway Safety Office, AHSO, has requested that the City of Seward continue to participate in the Alaska Strategic Traffic Enforcement Partnership, ASTEP, Seatbelt Overtime Enforcement campaign by providing overtime saturation patrols. During selected holidays, the blitz campaign, and assigned weekends, the Sewazd Police Department will conduct high-visibility Seatbelt enforcement patrols. AHSO has awazded a grant in the amount of $1,429.92 for October, November and December 2008. This program is a 100% grant funded project, with no local matching funds required. The terms of the grant and the grant budget are attached. INTENT: The intent of this grant is intended to reduce deaths and injuries by increasing compliance with Alaska's primary seat belt law. 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. Other: FISCAL NOTE: There is no local funding required to match these grant Approved by Finance Department: ~~ RECOMMENDATION: City Council approve Resolution 2008- /~, accepting a grant from the Alaska Highway Safety Office in the amount of $1,429.92, and appropriating funds. _ ~~ '1 SEP-19-2008 08:49 From: ,ti %J =i ~~~ Notice to Proceed ,~ i)''' Grantee Name and Address: _ Seward Police Department _.. u lows liner Ta:907 224 8400 P.5~7 Surm of nlnska Daphnnlcnl. ol'rrwtspurunion ilnd Pubhc Pociliriux 3 U: C'hhnncl Ur PU htox 1125110 .luncnu AK N9tllI-2500 p'. 9n7.4 (i5-2d 4 (i e gm-4as-4usu dot.alaska govlhighwaysafetV _ __ Project Title- ASTEP QIOT Enforcement You may proceed with the activities for the Categories and specific Tasks enumerated below in the Funding Summary Any activities beyond the written scope and/or any costs above [he price estimate in our Agreement require prior AHSO approval and a Projec[ Revision Actual cost undprrun of the Contract Amount for any Category shell not routinely accumulate for other Categories. AHSO reserves the right to retain or reallocate any remaining funds resulting from such Cosl underruns This NTP la cumulative end !t supersedes all prior NTPa for this Agreement. i ThB AHSO Administrator For this NTP is' Cindy Ceshan i Issued to he Cyntraclin gency or AD0T8PF Policy tY01 01 0 by Accepted fort ra Nee by I ~~ 9 0 Signature D le lgnoturo D e i Nama Cindy Cas en Nama: Ll Lows Thor FUNDING SUMMARY I Totot Amount Approved for tltie 70101 Amount NTP Aulhorizod Tasks Authorized to Dato As authorized in the Program Coordination Grant from Oclobar 1, 2008 to 51,429.92 December 31, 2008. 81,420 92 VohiGO usage is includeo al $ri 00 per hour as referenced in Iho Program Coordination Grant. _., .. _ AHSO ueo only ~QtIOCAGOn Gode J49t0tn code NTP No. 1 5)870 Project N0 Project End Date 9130!09 Le I r q ~hS rLm ran fR~gr ,,~,pounl CoQg. Protect Cpon~tr2ol Programming Action S.iG _Tir....~~~ y~ 6/o rr-. Sianolur0 Dula ,Proy!am Convol Agonl -Nama bon l-rientl Aleske Wphway Safely Office, NOlice to ProCOOd 02/08 !~ ~ SEP-19-2008 08:50 From: To:907 224 8480 P.6~7 State of Alaska Oepanment of Transportation and Public Facilities P.O. Box 112500; Rm #200 Juneau AK 99801 Ph: 901-465-2446 Fx 907-a85-a030 www. dot. alaska.g ovlhighwaysafety Program Coordination Grant Program Area. Project Coordinator Federal Funding Year: Seatbelt Enforcement 2009 Project Tilley Project Number. Alaska Strategic Traffic Enforcement Partnership CIOT Overtime Enforcement Grant PurposelObjectives In order to reduce deaths and injuries caused by impaired drivers and to increase compliance with Alaska's primary seat belt law, the Seward Police Department will conduct high-visibility seat belt and DUI enforcement as detailed in the Alaska Strategic Enforcement Partnership Enforcement Plan submitted to the Alaska Highway Safety Office in April 2006. The Seward Police Department agrees to participate in the following enforcement blitzes from October 1, 2008 through September 30, 2009. Required DUI Enforcement: to include the major Holidays Month-by-Month Breakdown (Refer to enforcement plan for detail of seat belt and DUI enforcement times): Month ~ _ Hours - CIOT Enforcement __ Monthl Bud et October 8 hrs CIOT __ __$ 428.84 November _ _ _._ t3 hrs CIOT $ 428.64 December 8 hrs C1O7 $ 428.64 Vehicle Usage_ $6.00 per hour $ 144:00 Actual cost of overtime to include benefits is not to exceed the following amount: $1,429.92 including vehicle usage. Activity covered by this grant must be completed by January 15, 2009. Reimbursement requests must be submitted to the Alaska Highway Safety Office no later than February 15, 2009. To receive reimbursement for personnel services the department must provide overtime Sheets, the hourly rates for each officer along with the activity sheets showing total hours being submitted for reimbursement. Aloeka Highwoy Solary OHica. Groh Fame 1 D/08 y~ Cl SEP-19-20013 06:50 From: Expenses are detailed on page 2 of grant. Budget Summary: BUDGET CATEGORY BUDGET AMOUNT 100 Personal services _$285.92_ 200 Travel ~ Per Dlem _ 300 Vohicle Usa e $ 144.00 400 Commodities _. _ _ 500 E w ment TOTAL 51,429.92 To:907 224 8480 P,7i7 Signed: ZZ 4 M' C! Grantee's Project Director D _ _ I l ~~ Governor's Safety Representative Da ~~ A106kn Hipnwey Sofery Office, Grom Forme 10108 Sponsored by: Clerk CITY OF SEWARD, ALASKA RESOLUTION 2008-103 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING A CONTRACT THROUGH DECEMBER 31, 2009, WITH ALASKA NEWSPAPERS, INC. FOR DISPLAY ADVERTISING IN THE SEWARD PHOENIX LOG AT A RATE OF $410.00 PER WEEK AND ESTABLISH OTHER CITY ADVERTISING RATES WHEREAS, the City Clerk's Office produces, on a weekly basis, display advertisements announcing City of Seward meetings which are required by law; and WHEREAS, these ads are usually produced in the Seward Phoenix Log under the section known as the "City Calendar"; and WHEREAS, the City's contract for advertising in The Seward Phoenix Log expires on December 31, 2008; and WHEREAS, The Seward Phoenix Log has provided advertising services in the past and has given the City a measure of flexibility in meeting deadlines in order to guarantee that advertising occurs during established code-required, and Alaska Open Meeting Law time frames; and WHEREAS, in 2008, the agreement with Alaska Newspapers, Inc. obligated the City to advertise a half page, 30 column inch ad, at $12.50 per column inch each week, plus a $5.00 weekly notarized Affidavit of Publication; and WHEREAS, this contract also establishes additional city advertising for other departments and divisions at a rate of $16.50 per column inch for the same year; and WHEREAS, it is in the public interest to publish the bulk of the City's ads in a local newspaper, and The Seward Phoenix Log is currently a regularly published newspaper in the City of Seward. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. It is in the public interest to approve a contract for advertising with Alaska Newspapers Inc. without full utilization of city bid procedures. Section 2. The City is authorized to sign an advertiser's agreement with Alaska Newspapers Inc. for a flat rate of $410.00 per week for the period January 1, 2009, through December 31, 2009, with funding taken from advertising account 101-1110-5120. ,: .~ y. CITY OF SEWARD, ALASKA RESOLUTION 2008-103 Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13`s day of October, 2008. THE CITY OF SEWARD, ALASKA Clark Corbridge, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Jean Lewis, City Clerk, CMC (City Seal) ~- n :1 ~:. Agenda Statement Meeting Date: October 13, 2008 From: Jean Lewis, City CI Agenda Item: Annual contract for advertising with Alaska Newspapers Inc. BACKGROUND & JUSTIFICATION• Alaska Newspapers Inc. provided a new advertising agreement and contract for this coming year. This obligates the City to advertise the half page city calendaz ad from January 1, 2009 to December 31, 2009 at a rate of $13.50 per column inch (pci). Last year we paid $12.50 per column inch. The total comes to $405.00 each week plus a $5.00 charge for the notarized affidavit (proof of publication) which we must have to pay our weekly bills. Even with this increase, the amount is still within our annual budgeted amount. Other additional advertising for the City of Seward (any department or division) will be charged at $16.50 pci for the same one-year period. This also is an increase of $1.50 pci over last year. Per our city code, the city must advertise in a paper of local circulation, or "newspaper of the city." You may remember that in 2007, the cost estimate with Alaska Newspapers Inc. tripled, thus having the clerk receive quotes from the only other newspaper with circulation in Seward, the Alaska Daily News. Alaska Newspapers Inc. ultimately reduced our rates by over 50% at that time making them the low bid. Please note the terms of this contract have always given the Alaska Newspapers Inc. the right to amend this agreement upon 30 days notice in writing. The City at that time could accept the new rates or terminate the contract. wN~1at1;NCY CHIJCKLIST• 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. Other: FISCAL NOTE: This amount is still within our annual budgeted amount, with funding coming from account 101- 1110-5120. An estimate of his ne rate comes to at least $21,320 annually. Finance KECOMMENDATION: Council approve Resolution 2008-103, and authorize the City to sign a contract with Alaska Newspapers Inc. for the period January 1, 2009 through December 31, 2009 at a rate of $13.50 per column inch (pci) plus $5 affidavit charge, for the city calendar ad, and a rate of $16.50 pci for all other city advertising. J 3 ADVERTISER'S AGREEMENT Date Alaska Newspapers, Inc. Rep 301 Calista Ct., Suite B New Anchorage, AK 99518 Renew (907) 272-9830 • Fax (907) 272-9512 Change Advertiser/Agency City of Seward Billing Address P.O. Box 167 City Seward State AK Zip 99664-0 Phone 907-224-3331 Fax 907-224-7192 Contacts Jean Lewis -Clerl X Publication Dates 01 /01/2009 12/31/2009 AD SIZE SHAPE COLOR • - • . • 4x7.5 horizontal n/a PER AD COST 405.00 COLOR CHARGE +0.00 SPECIAL INSTRUCTIONS City Calendar Ad: 30" each D SCOUNTR - 0.00 PRODUCTION (1/2 page) will be $13.50 pci - $405 00 each week _ CHARGES +0.00 for January 1 throu h December 31 2009 PLUS $5 00 ea INTERNET/ OTHER +5.00 week for one notarized affidavit (proof of publication) Any NOSERTION 410.00 additional advertisin for City of Seward (any department DEPOSIT - 0.00 or division) will be char ed at $16 50 pci for the same one- ear CHECK # BALANCE AUTHORIZATION: This Agreement is fully understood by both parties and constihrtes the entire agreement between both parties. Advertiser accepts all responsibilities of • • • advertising and offers. Camera ready materials must be submitted in time for ^ Copy /Art Attached publication or space may still be billed to advertiser. Once an account is ^ Copy /Art To Come delinquent, ANI, has the right to demand payment in full. All other terms and conditions as set forth in current rate card are incorporated herein by reference. ^ Copy /Art On File L' ~; Pg. 1 v ALASKA NEWSPAPERS, INC. ADVERTISING POLICIES: Acceptance: The publisher reserves the right to reject any advertisement submitted. Cancellation of Ads: Dates and times for cancellation of ads are the same as the deadline for ad placement. Cancellations past deadline will result in a 25% charge of the total cost of the ad. Errors: Alaska Newspapers, Inc. is responsible for the first insertion only in the event of an error. Adjustments in cost will be based on how much the error materially affected the value of the ad. Full refunds for minor errors of spelling or grammar are unlikely. Liability v~ill not exceed the cost of space occupied by the error. No adjustments are available for ads received past deadline. Discounts: All discounts are based upon prompt and timely payment of invoices. Arxounts over 60 days in arrears shall have all advertising billed at open rate until such time as accounts are again current. Contracts: Alaska Newspapers, Inc., reserves the right to amend the term, conditions, rates, etc., specified in the contract upon 30 days' written notice. Continuances of advertising after the new rates or changes go into effect will constitute acceptance of those rates or changes and all other terms of the contract. ^ initials AGENCIES: A Standard agency discount of 10% is honored for recognzed agencies providing and delivering camera-ready materials and payment within 30 days from the date of invoice. ^ initials NON-PROFIT: A 10% discount is offered to all non-profit agencies recognized by federal, state or kcal governments. Proof of non-profit status is required. ^ initials POLITICAL ADVERTISING: All political advertising must be pre-paid. Annual contract rates may not be applied. ^ initials *Special note LATE FEES: A $20.00 Late Fee maybe assessed for ad copy or space reservations received after deadline. ^ initials Waived by Alaska Newspapers, Inc. for City Calendar other late ads may be subject to penalty NOTE: BE SURE TO SIGN & RETURN ao araFCnncnrr a ceo rn cuc~ ~cc ruc ncor ... o, . Customer Si nature ....._. .. .. _........~ .. .~...~..~ .... Date . u~~.uncn~ rv.~inviv Mana erA royal Date PublisherA royal Date ::+ J Pg. 2 Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2008-104 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH UNIT COMPANY TO PROVIDE IMMEDIATE STABLALZATION FOR THE JESSE LEE HOME FOR AN AMOUNT NOT-TO-EXCEED $39,710.39 AND APPROPRIATE GRANT FUNDS WHEREAS, resolution 2005-66 recognized the Jesse Lee Home as a historical landmark for the State of Alaska and the City of Seward, and recognized the restoration of the Jesse Lee Home as a City priority, and directed the city manager or his designee to support the Historic Preservation Commission to develop relationships with private, state and federal organizations to further pursue the preservation and restoration of the Jesse Lee Home; and WHEREAS, resolution 2005-83 supported the use of the Jesse Lee Home as an educational institution and directed the city manager or his designee to support the Historic Preservation Commission to apply for grant or grants intended to develop a feasibility study and continue to pursue relationships with private, state and federal organizations; and WHEREAS, the City of Seward approved resolution 2006-119 recognizing the Friends of the Jesse Lee Home (Friends) as a statewide interest group and project partner dedicated to the restoration of the Jesse Lee Home as a statewide leadership school; and WHEREAS, resolution 2006-119 directed the city manager to support the Friends in seeking private grants and/or the funding for the Jesse Lee Home and support the Friends to assure the success of this partnership; and WHEREAS, in 2007, the Friends of the Jesse Lee Home secured a state grant of $1 million for the purpose of immediate stabilization of the Jesse Lee Home; and WHEREAS, the State of Alaska has appropriated grant funds to the Department of Natural Resources totaling $1 million; and WHEREAS, in 2008, the Friends of the Jesse Lee Home secured another $500,000 for the purpose of immediate stabilization of the Jesse Lee Home; and WHEREAS, resolution 2008-034 directed the City Manager to accept the $1 million grant from the Department of Natural Resources; and WHEREAS, subsequent to resolution 2008-034, UNIT Company approached the Friends of the Jesse Lee Home enquiring about the status of the Jesse Lee Home project; and WHEREAS, the Friends of the Jesse Lee Home consulted with the City Manager to recommend UNIT Company as a reputable contractor and the City provided UNIT Company with an initial tour and inspection of the site and structures; and a J WHEREAS, during this site visit, UNIT Company and the City determined there were CITY OF SEWARD, ALASKA RESOLUTION 2008-104 some urgent/ emergency conditions of the structure that required immediate attention- including multiple holes in the roof; and WHEREAS, UNIT Company recommended drying the structure and determined that without a temporary dry structure, the next phase of the project- to assess the structural integrity of the structure would not be possible; and WHEREAS, UNIT Company has proposed a small contract to immediately secure the roof with secured visqueen which will allow the structure to dry out and prevent additional rain and snow from further damaging the structures; and WHEREAS, UNIT Company is a competitive, professional Finn that secured a competitive construction contract with the City of Seward for the current Long Term Care Facility through a competitive bidding process; and WHEREAS, UNIT Company is already staged in Seward for the Long Term Care Facility which provides them with a local preference and cost savings to the Friends and the City of Seward; and WHEREAS, the Friends of the Jesse Lee Home have requested the City to enter into a sole source Agreement with UNIT Company to provide emergency rain and snow protection for the roof; and WHEREAS, this emergency work will enable the City and the Friends of the Jesse Lee Home to continue to work towards the next phase of the project- the planning and design phase; and WHEREAS, the State of Alaska, Friends of the Jesse Lee Home, Rasmuson Foundation, CIRI Inc., Chugach Regional Corporation, the City of Seward and private funders have invested time and financial resources towards this project; and WHEREAS, the cost of this contract will be reimbursed 100% by the grant the Friends of the Jesse Lee Home secured and will not cost the City anything other than minimal contract oversight; and WHEREAS, competitive bidding is unreasonable per SCC 6.10.120(a)(2) to provide roof protection for this coming winter; and WHEREAS, the Friends of the Jesse Lee Home have nearly established their Limited Liability Corporation which will help enable them to directly administer and manage future contracts for the Jesse Lee Home. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: ~- "'1 J i Section 1. The city manager is authorized to enter into a contract, in substantial form as presented at this meeting, with UNIT Company for immediate roof stabilization of the Jesse Lee Home in an amount not-to-exceed thirty six thousand one hundred dollars ($36,100). Section 2. Authorize the city manager to include a 10% contingency ($3.610.00) for a total amount not-to-exceed $39,710.39. Section 3. Funds in the amount of $39,710.39 are hereby appropriated from the Jesse Lee Home Rehabilitation Fund account no. 271-2719-4680-0200. Section 4. This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13`h day of October, 2008. THE CITY OF SEWARD, ALASKA Clark Corbridge, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Jean Lewis, CMC City Clerk (City Seal) `' V Council Agenda Statement Meeting Date: October 13, 2008 From: Phillip Oates, City Manager Agenda Item: Authorizing the City Manager to enter into a contract with UNIT Company to provide professional immediate stabilization for the Jesse Lee Home BACKGROUND & JUSTIFICATION: Resolution 2005-66 recognized the Jesse Lee Home as a historical landmark for the State of Alaska and the City of Seward, and recognized the restoration of the Jesse Lee Home as a City priority, and directed the city manager or his designee to support the Historic Preservation Commission to develop relationships with private, state and federal organizations to further pursue the preservation and restoration of the Jesse Lee Home. Resolution 2005-83 supported the use of the Jesse Lee Home as an educational institution and directed the city manager or his designee to support the Historic Preservation Commission to apply for grant or grants intended to develop a feasibility study and continue to pursue relationships with private, state and federal organizations. The City of Seward approved resolution 2006-119 recognizing the Friends of the Jesse Lee Home (Friends) as a statewide interest group and project partner dedicated to the restoration of the Jesse Lee Home as a statewide leadership school; and Resolution 2006-119 directed the city manager to support the Friends in seeking private grants and/or the funding for the Jesse Lee Home and support the Friends to assure the success of this partnership. In 2007, the Friends of the Jesse Lee Home secured a state grant of $1 million for the purpose of immediate stabilization of the Jesse Lee Home. The State of Alaska has appropriated grant funds to the Department of Natural Resources totaling $1 million. In 2008, the Friends of the Jesse Lee Home secured another $500,000 for the purpose of immediate stabilization of the Jesse Lee Home. Resolution 2008-034 directed the City Manager to accept the $1 million grant from the Department of Natural Resources. Subsequent to resolution 2008-034, UNIT Company approached the Friends of the Jesse Lee Home enquiring about the status of the Jesse Lee Home project. The Friends of the Jesse Lee Home consulted with the City Manager to recommend UNIT Company as a reputable contractor and the City provided UNIT Company with an initial tour and inspection of the site and structures. During this site visit, UNIT Company and the City determined there were some urgent/ emergency conditions of the structure that required immediate attention- including multiple holes in the roof. UNIT Company recommended drying the structure and determined that without a temporary dry structure, the next phase of the project- to assess the structural integrity of the structure would not be possible. UNIT Company has proposed a small contract to immediately secure the roof with secured visqueen which will allow the structure to dry out and prevent additional rain and snow from further damaging the structures; and ;~ ;l UNIT Company is a competitive, professional Firm that secured a competitive construction contract with the City of Sewazd for the current Long Term Caze Facility through a competitive bidding process. UNIT Company is already staged in Seward for the Long Term Care Facility which provides them with a local preference and cost savings to the Friends and the City of Sewazd. The Friends of the Jesse Lee Home have requested the City to enter into a sole source agreement with UNIT Company to provide emergency rain and snow protection for the roof. This emergency work will enable the City and the Friends of the Jesse Lee Home to continue to work towazds the next phase of the project- the planning and design phase. The State of Alaska, Friends of the Jesse Lee Home, Rasmuson Foundation, CIRI Inc., Chugach Regional Corporation, the City of Sewazd and private funders have invested time and financial resources towards this project. The cost of this contract will be reimbursed 100% by the grant the Friends of the Jesse Lee Home secured and will not cost the City anything other than minimal contract oversight. Competitive bidding is unreasonable per SCC 6.10.120(a)(2) to provide roof protection for this coming winter. The Friends of the Jesse Lee Home have nearly established their Limited Liability Corporation which will help enable them to directly administer and manage future contracts for the Jesse Lee Home. 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. FISCAL NOTE: Funds in the amount of $39,710.39 are hereby appropriated from the Jesse Lee Home Rehabilitation Grant Fund account no. 271-2719-4680-0200. Approved by Finance Department: RECOMMENDATION: The city manager is authorized to enter into a contract, in substantial form as presented at this meeting, with UNIT Company for immediate roof stabilization for the Jesse Lee Home Restoration in an amount not-to-exceed $36,100. Authorize the city manager to include a 10% contingency of $3,610 for a total amount of $39,710.39 and appropriate grant funds. `~ SCOPE OF WORK Cover hole in roof and approximately 6 other areas where it is leaking. Estimated Cost I .Equipment $8,000.00 2.4 Rolls of Visqueen $2,000.00 3.Wood Strips $500.00 4.Rafters $600.00 S.Labor $20,000.00 6.Liability Insurance $5,000.00 TOTAL Cost (plus with no Overhead or Profit) $36,100.00 ATTN: Derald Schoon UNIT COMPANY 620 East Whitney Road Anchorage, AK 99501 Phone: (907) 349-6666 Direct Line: (907)777-5712 Fax: (907) 522-3464 10/08/2008 14:10 19075223464 UNIT COMPANY PAGE 02/05 AGREEMENt BETWEEN THE CITY OF SEWARD AND UNIT COMPANY FOR JESSE LEE HOME PRESERVATION This Construction Services Agreement ("Agreement") is entered into by and between the Ciry ofi Seward, Alaska ("City") whose address is P.O. Box 167, Seward, Alaska 99664, and Unit Company (the "Contractor"), whose address is 620 Whitney Road, Anchorage, Alaska 99508, (collectively, the "Parties'). RECITALS A. WHEREAS, the Contractor has submitted a bid and has agreed to provide construction services for emergency preservation of the Jesse Lee Home; and B. WHEREAS, the Seward City Council has determined that an emergency exists that makes the delay incident to competitive bidding; and C. WHEREAS, Contractor has agreed to provide all materials and labor necessary to complete the project by December 31, 2008. NOW, THEREFORE, in consideration of the foregoing, and of the mutual covenants and conditions herein contained, the Parties agree as follows: CONTRACT PROVISIONS 1. Contractor hereby agrees to provide emergency preservation construction services to the City of Seward for the Jesse Lee Home according to the attached "Scope of Work." 2. Contractor hereby commits to providing all materials, labor, bonding and insurance within the quoted price. 3. Contractor hereby agrees to complete the temporary weather protection as defined on the attached "Scope of Work" on or before December 31, 2008 For the goal of preserving the Jesse Lee Home and allowing it to dry so that further work, if any, may commence in 2009. 4. The City of Seward hereby agrees to pay Contractor within 30 days of receipt of invoice for all completed work, provided the Parties are in agreement on the portion of work completed. The total project cost will not exceed $36,100, without written authorization in the form of a change order. 5. This Agreement may be executed in any number of counterparts and by each party on a separate counterpart or counterparts, each of which when so executed and delivered shall be deemed an original and all of which taken together shall constitute but one and the same Instrument. -PAGE 1 OF 4 -OCTOBER 2008- f r.~i 10/08/2008 14:10 19075223464 UNIT COMPANY PAGE 03/05 ADDITIONAL PROVISIONS 1. Contracting Officer: The Contracting Officer and the only person authorized by the City •to administer, modify, or change this Agreement is the City Manager or his designee. 2. Term of Work. The Contractor is authorized to commence work Immediately. This Agreement shall become effective when the last required signature is affixed hereto, and shall continue in full force and effect through December 31, 2008. 3. Insurance. The Contractor shall provide workers' compensation insurance at statutory limits, general liability and contractual liability insurance in the amount of Two Million Dollars ($2,000,000) total and One Million Dollars ($1,000,000) per occurrence, and comprehensive automobile liability insurance {covering bodily injury and property damage including all owned, hired, and non-owned vehicles) in the amount of One Million Dollars ($1,000,000) per occurrence, with the City as an additional named insured. The Contractor shall provide certificates documenting all required insurance to the City prior to execution of this Agreement. Such insurance must provide that City shall be given Thirty (30) days' notice prior to any cancellation, termination, or non-renewal of the policy. 4. Indemnification. The Contractor agrees to indemnify, defend, and hold harmless the City (including its employees, officers, and agents) from any and all claims, liabilities, causes of action, and demands, of any character or nature whatsoever, arising in favor of third parties and arising out of or relating to this Agreement or the performance of any Work or obligations hereunder. No Assignment. The Contractor may not assign its rights and benefits under this Agreement without the express prior written consent of the City. B. Amendment. This Agreement may be amended, modified, or extended at any time by mutual agreement of the Parties. Any such amendment must be in writing, dated, and signed by the Parties, as attached hereto. 7. Choice of Law and Venue. The Parties agree that this Agreement shall be governed by the laws of the State of Alaska, and venue for any dispute shall be in Anchorage, Alaska. -PAGE 2 OF 4- -OCTOBER 2008- .3 J 10/08/2008 14:10 19075223464 UNIT COMPANY PAGE 04/05 8. Entire ~9reement. This Agreement contains the entire understanding anc agreement between the Parties with respect to this matter. There are ne other written or oral understandings or promises between the Parties with respect to the subject matter of this Agreement other than those contained herein, and any prior oral or written understandings are hereby extinguished. 9. No Waiver. The failure of either party to this Agreement to insist upon the performance of any of the terms and conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this Agreement, shall not be construed as thereafter waiving any such terms or conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed and delivered by their respective representatives, thereunto duly authorized. CITY: CONTRACTOR: CITY OF SEWARD, ALASKA BY Phillip E. Oates, City Manager ATTEST: Jean Lewis City Clerk, CMC UNIT COMPANY BY Its BY Its -PAGE 3 OF 4- -OCTOBER 2008- ~ ;~ 10/08/2008 14:10 19075223464 UNIT COMPANY PAGE 05/05 SCOpE OF WORK Contractor shall provide labor, tools, temporary materials and equipment to cover existing hole in Jessa Lee Home roof and approximately six (6) other areas where there is major leaking occurring. Materials include visqueen, wood battens, fasteners and other miscellaneous items deemed necessary to perform these emergency temporary repairs, This work will be performed in a professional workman like manner but are in no way intended to be a permanent flx or repair to the roof. Work shall be completed on or before December 37, 2003. -PAGE 4 OF 4- -OCTOBER 2008- '~ ~~ City ojSeward, Alaska S~tember 22, 2008 City Council Minutes Volume 37 Page CALL TO ORDER The September 22, 2008 regular meeting of the Seward City Council was called to order at 00 p.m. by Mayor Clark Corbridge. OPENING CEREMONY Police Chief Tom Clemons led the pledge of allegiance to the flag. ROLL CALL There were present: Clark Corbridge presiding and [TEMS SCHEDULED id Girls Club. Children dso thanked the council. a Planning & Zoning ssroots government and and Consent Agenda The clerk read the following approved consent agenda items: Resolution 2008-091 Authorizing The City Manager To Purchase Repair Parts For The 1996 Oshkosh Snow Blower From Resurrection Bay Auto Parts For An Amount Not-To-Exceed $27,200 And Appropriating Funds. ., 'J Motion Passed Unanimous City of Seward, Alaska City Council Minutes September 22, 2008 Volume 37 Page Resolution 2008-092. Authorizing The City Manager To Accept The Alaska Highway Safety Office Highway Safety Grant In The Amount Of $17,960 For The Purchase Of A "Radar/Message Trailer." Resolution 2008-093 Accepting Grant Funds In The Amount Of $2,553 From The State Of Alaska, Authorizing Purchase Of A Network Server For The Library And Appropriating Funds. The September 8, 2008 Regular City Council Meeting Minutes Werew~pr ved. ~~ ~~~ The Name Change Of The Library/Museum Steering Committeg"o T1FrSeward Community Library And Museum Building Committee Was Approved. ~ ~.~.} Cindy Ecklund Was Appointed To The Seward Plannin~lZoning Commission A Term To Expire February 2011. ,,~,~" ~~,, ,: SPECIAL ORDERS, PRESENTATIONS AND Proclamations and Awards A Certificate Of Appreciatron'~'a eti~tl~'Iarsha A'inbacher For Years Of Service With Lil' Critters Daycare. ~ ~~ x s'~ ti~ ~. A Recognition Proii~tli'~""`n Was I~ett~~~ For The William H. Seward Elementary School's Honor ~°em Na ed A 2008 Child Left Behind Blue Ribbon School By g ~+1 The U.S. Dep " ent Of E cation Ptr"hcipal David Kingsland and Teacher Kate Turnbull Ace pte ~~ ~ ,~,~~ ~~ ~~ Borou~3i As y Rep Borough Assembly Representative Ron Long stated they had found $250 " 0 for an m- '~ ~~ matc<t~ffset the borough's share in purchasing portions ofproperty in Old ~. " ubdivision. Thi~ivas slported by the Seward/Bear Creek Service Flood Service Area Board. -' " 1 ~h some comnts from the public thought buying public land was an inappropriate use of public s, this mea~~re passed. Long also sta~iey passed an ordinance for general law cities on the peninsula to determine their own fate on;~ October 7, 2008 ballot rn exPmnr nnn_fnn.i ;ro.,,.. r,.,., a_:_ __,__ . pia J0.11.J lClO collection. Many comments were heard from citizens about reporting and software change problems. One member wanted to postpone this until after the election. The measure passed but a notice for reconsideration was filed which froze it until after the election. City Manager's Report. City Manager Phillip Oates stated it was fun seeing the Boys & Girls Club present in the audience tonight. He informed council that Parks & Recreation Director Karin Sturdy suffered an aneurysm last week and was recovering in the hospital with more surgeries to come. He requested the community extend prayers that way. J It Ciry of Seward, Alaska City Council Minutes September 22, 2008 Volume 37 Page - Seward Ships Drydock had called for azbitration under their lease. Their azbitrator had been selected. They wished to extend their lease for 13 years. The arbitrators would settle the differences. - The fire department floor was completed and a field trip across the street would occur at the break. Oates stated coal exports were up for 2008. He encouraged citizens to secure garbage because of numerous bear incidents and complaints. He congratulated Seward Elementary School for being recognized by the U.S. Dept. of Educ~t~~a;;as a Blue Ribbon School. ,~,a- ~<_ - The Mary Lowell Partners would be withdrawing the plat w~~~~ie ~~tai Peninsula Borough Platting Authority. All alternatives no longer required`ie buildin~t~ be built across Washington Street. ~#4r,£ '` ''~;~ ~' ~~ - Amass dispensing exercise would occur on Noveir er 8, 2Q~48. Volunteers e needed and free flu shots would be given while supplies~~a~'d .~~~ ~~ ; _. ~~~~~_`F - The harbor was in the final process in establishing wa x1p the T-dock before winter. Street ;~; paving should be completed by the end of the week, weiit~ke}' p~Ttiiitting. - The fire department would be as ing o~~slPttrce personal protection equipment (PPE). There would be quotes and specificatis that or would meet so in the future all the ,,~.1 equipment would be compatible for th ,~future`: ~'-` In response to questi S by couril, Oates d the campground numbers were down but revenues were up wit . er fees, a harbor sltders still had a substantial waiting list. ~- L Other ~~.}yRep~rts Specie' ~ esentations ~yh ~ ~' W ~~roComphan~~ rve~'~~ort by Loren Leman. Leman prepazed a table with capital s and their pn ~., ~' aer and stated continued investment was needed within the next Seward "'or C+iter Update by Executive Director Dana Paperman. Rural Ener-g~~Conference Report by Vice-Mayor Dunham. The council took a recess for 10 minutes to view the Tre department floor, and recessed at 8:35 p.m. The council resumed at 8:45 p.m. ~3 City ofSeward, Alaska City Council Minutes September 22, 2008 Volume 37 Page NEW BUSINESS Resolution 2008-094 Authorizing The City Manager For A Sole Source Purchase In The Amount Not-To-Exceed $19,105.88 For The Purchase Of A LSCAN 1000TvS Live Scan Finger Print Equipment From Crossmatch Technologies. Motion (Bardarson/Amberg) Approve Resolution 2008-094 Police Chief Tom Clemons stated fingerprinting now took 45-90 daysa~~ceive back. This system needed to be sole sourced so it could interface with all other systerr~d be compatible with their standards. ~;;;~~ Motion Passed Resolution 2008-095. Appropriating $500,000 To The To Cover Anticipated Cash Flow Losses Of The C Facilities. Motion (Bardarson/Dunham) Oates stated this loss was for cas sses associated (LTCF), but the good news was the los es .el~'~what tl appropriation reduced the undesignated fund . `lancet. Stu 0 Motion Passed =`~ ~`; ~a~.t_; :~. 1,~ Unanimous Jperations Res '," Account, pital And La -Term Care lotion 2008-095 ~~r ~u~` ~e Long Term Care Facility thought they would be. This ^cesomnon LVUS-UY6 thorizin +.he City &~tager To Negotiate The Purchase Of Nine Parcels Of Property ~en d F a)i9~~ation Easement And Compensate For Impacts To Fish Habitat As equire'~ ~ Japanese Creek Levee Project Mitigation Plan, And Appropriate ,Ff~In G Foods. (Laydown) Approve Resolution 2008-096 Oates s ;. d the cites still attempting to get the permits from the various agencies. Once permits were ob ' ; ed k ''city would go into property acquisition negotiations to pay for compensating impac etlands, fish habitat, and mitigation and conservation efforts. These nine parcels would prove additional protection to the homeowners that put a bit of green space between them and the levee. Oates informed that the money to mitigate came from the federal and state government, and NRCS money was being used to complete this phase of the project. Motion Passed Unanimous OTHER NEW BUSINESS Discussed The City Of Seward's Financials For The Month Of July. t.) . 7 City of Seward, Alaska City Council Minutes September 22, 2008 Volume 37, Page Motion (Kellar/Bardarson) Add A Column To The Monthly Report On Page 42 That Would Reflect The Actual Unencumbered Fund Balance. Mayor Corbridge Called Council Person Kellar Out Of Order. Council Member Kellar Appealed The Ruling Of The Chair Which Died For A Lack Of A Second. Motion Failed Yes: Kellar No: Bardarson, Mayor Cor COUNCIL COMMENTS Amberg thanked Cindy Ecklund for volu She wished Karin Sturdy a speedy recovery, and running the daycare. Valdatta spoke about getting assistance to people appliances. Dunham thanked the Borough for He noted the Borough Mayor candidates were vote. Valdatta, nning & Zoninss ,' mission. for all of her , s of service to purchase energy efficiency ix money to Seward. urged all citizens to get out and Bardarson was plye~sed that".~~ice-May unham and Tim Barnum went to the Energy Conference. Her thoug were witkCarin Sturd~nd her family, and she too, urged everyone to ,~.~ vote. ~;::. ~ E~ ~„~~ .t,r xeua ttiitttl " . ere ~d b,~. an Arts and Music Festival in town this weekend. She thanked t ents and c~~ren of ommunity for al] they do. COUNCIL AN "` "~ =M~)~'1'~TRATION RESPONSE TO CITIZENS' COMMENTS -None EXECUTIVE Motion (Bardarson/Amberg) Go Into Executive Session To Conduct The City Manager Evaluation. Motion Passed Unanimous Went into executive session at 9:37 p.m. Came out of executive session at 10:17 p.m. a 1) City of Seward, Alaska City Council Mlnu[es September 22, 2008 Volume 37 Page Motion (Bardarson/Amberg) Go Into Executive Session To Conduct The City Clerk Evaluation. Motion Passed Went into executive session at 10:18 p.m. Came out of executive session at 10:28 p.m. ADJ~ Jean ] City (City Unanimous .~, 1 Agenda Statement Meeting Date: October 13, 2008 From: Jean Lewis, City Clerk Agenda Item: Certification of the October 7, 2008 Regular City Election BACKGROUND & JUSTIFICATION The City conducted its annual election on Tuesday, October 7, 2008. The Canvass of the election was conducted on Wednesday, October 8, 2008. A report stating the final results of the election including votes cast by absentee and questioned voters are attached for your certification. One of the ballot propositions was decided by three votes, and was counted twice by the canvass board. The newly elected council members will be sworn and seated as the first item of business at the October 27, 2008 regular meeting. RECOMMENDATION: The Council certify the October 7, 2008 regular city election and declare the results final. . r :~ f REPORT OF ELECTION CANVASS BOARD We, the undersigned, duly appointed at the Regular Council Meeting on 10~i"5'6g , do hereby certify that we have examined in detail all absentee and questioned ballots, original and duplicate tally sheets and questioned registers from the City of Seward Precinct. Upon completion of the canvass, it is our opinion that the attached summary of election returns, as compiled by the City Clerk, accurately reflects the totals shown on the Certificate of Election Returns (ballot statement) by the election board of the voting precinct for the October 7, 2008 Election. Dated this 8th day of October, 2008. ~SUXa.~ ~Q I an~MJ' ~ -, v r~~~r (Attach Final Certificate of Results) i' 3 FINAL CERTIFICATE OF RESULTS FOR THE REGULAR MUNICIPAL ELECTION HELD OCTOBER 7, 2008 The City Canvass Board has completed their review of all absentee and questioned ballots of the Regular Municipal Election held October 7, 2008. Their totals are: (Note.• Tota[ Counted plus Total Rejected =Total Voted } Reoor[ of Absentee and Questioned Ballots Absentee ballots voted 60 Questioned ballots voted g Special Needs ballots voted Total Voted 71 Rejected Not registered, registered too late or registered out of City Form not completed properly Signed/witnessed after election day Total Rejected Counted Absentee 59 Questioned 1 Special Needs Total Counted 63 The Election Day results, after canvassing are as follows: Three Two-vear Council Seats FlPCtinn Tlav Vn1PC AHar (`o....~~~ v,..o.. •r~...i v_. Jean Bardarson --"' -- 270 . vow 47 i v~ai v v~c5 317 Willard Dunham 198 38 236 John French 150 33 183 Marianna Keil 247 43 290 Write Ins 24 1 25 ~, ~ t ~- Final Certificate of Results Regular Municipal Election Tuesday, October 7, 2008 Paget PROPOSITION NO. 1 EXEMPTING MUNICIPAL OFFICIALS FROM THE REQUIREMENT OF THE STATE FINANCIAL DISCLOSURE LAWS, AND ESTABLISH OWN FORM AND GUIDELINES Shall the City of Seward exempt its municipal officers from the State Financial Disclosure Laws, (AS 39.50), and adopt a form of its own to reflect locally adopted guidelines related to financial disclosure and conflicts of interest? FleMinn Tlav, V..ro~ nA,._n,.__.___.._.__ YES --------, 151 wi a.wiva~~ vVIW lOLal VOLOS 34 185 NO 203 28 231 PROPOSITION N0.2 IMPLEMENTING A BIENNIAL BUDGET IN PLACE OF AN ANNUAL BUDGET Shall the Seward City Charter 5.4 (d), 6.2 and 6.3 be amended to require a biennial City budget rather than an annual City budget? Election Da Votes After Can V YES 180 vass otes Total Votes 27 207 LivO ~ 169 ~ 35 ~ 204 A total of 362 people voted at this election plus _63_ counted absentee votes = 425 Total. Upon completion of the canvass, it is our opinion that the attached summary of election returns compiled above, accurately reflect the final totals for the Regular City Election held October 7, 2008. Dated this 8"' day of 'r' -" ~ f :~ 10/8/2008 1:59 PM NOV@Illbpl' ~©OQ November 2008 S M T W T f 5 Monday _ November 3_ 7:OOpm CC WS BBudget 7;30pm P&Z Meeting 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 _- _ Wednesday. Thursda __ Y -_ 5~_. _ _ 12:OOpm PACAB Meeting ~- - - - December 2008 S M T W T F S T 2 3 4 6 6 7 B 9 10 11 12 13 14 15i61T 18 1920 21 22 23 24 25 26 27 28 29 30 31 i I_ eteran's Da Offices Closed 1, -- - -- 13~ -_ __ - 1 __ 2:OOpm 9;OOam Social Security Rep 6.30pm:Historic Preservation Meeting ,_ 2 7i00pm City Counal ~- Meeting Nanci Richey --25 _ 26I -.. -- -- _.. __ !f __ Offices Closed 2 1 2 ~y Thanksgiwng Offices C I 10/8/2008 1:59 PM