Loading...
HomeMy WebLinkAbout08132012 City Council Packet Seward City Council Agenda Packet . .„ .... ,._ • ,,..'-:-.. ••-. ...... . %. . ... . l e, ' ..;,* „, , . - - -, , . -: 4 ...,... :'-: , . �� r i� •` d • 2 . "� a as k� 4 } „ .LLB ; 1 V At rAlre g aAt Mk w at vi•r° tii�i rtrr°+rL t° Sewva Ir d Saver Sa i nnuon ]Derlby Au[nru[5it 1L1[ =]19,. ?po August 13, 2012 City Council Chambers Beginning at 7:00 p.m. Mb. 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA Ail- America City {Please silence all cellular phones and pagers during the meeting} August 13, 2012 7:00 p.m. Council Chambers David Seaward 1. CALL TO ORDER Mayor 2. PLEDGE OF ALLEGIANCE Term Expires 2013 3. ROLL CALL 4. CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE Jean Bardarson ITEMS SCHEDULED FOR PUBLIC HEARING [Those who have Vice Mayor signed in will be given the first opportunity to speak. Time is limited Term Expires 2012 to 3 minutes per speaker and 36 minutes total time for this agenda item.] Robert Valdatta 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval Council Member of Consent Agenda passes all routine items indicated by asterisk ( *). Term Expires 2013 Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, the item is Christy Terry returned to the Regular Agenda] Council Member Term Expires 2013 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS A. Proclamations and Awards Vanta Shafer Council Member 1. Lost Lake Run Proclamation Pg. 4 Term Expires 2013 2. Gene Skinner Memoriam .Pg. 5 Marianna Keil B. Borough Assembly Report Council Member C. City Manager's Report Term Expires 2012 D. Mayor's Report E. Other Reports and Presentations Ristine Casagranda Council Member Term Expires 2012 James Hunt City Manager Johanna Kinney City Clerk Cheryl Brooking City Attorney City of Seward, Alaska Council Agenda August 13, 2012 Page 1 7. PUBLIC HEARINGS A. Ordinances for Public Hearing and Enactment 1. Non -Code Ordinance 2012 -007, Appropriating Funds To Make Expenditures Which Could Influence The Outcome Of An Election Concerning A Ballot Proposition Addressing Exemption Of City Of Seward Municipal Elected And Appointed Officials From The Requirements Of Chapter 39.50 Of The Alaska Statutes, (State Of Alaska Public Official Financial Disclosure Law) In An Amount Not To Exceed $1,500 p 6 B. Resolutions Requiring Public Hearing 1. Resolution 2012 -059, Accepting A Donation Of The Real Property Described As Lots 34 And 35, Block 16, Original Townsite Of Seward, Alaska According To The Official Plat Thereof, Filed Under Plat No. S -1, In The Seward Recording District, Third Judicial District, State Of Alaska, From Ameri -Can Construction, Ltd. Located At 328 Fourth Avenue Pg. 17 2. Resolution 2012 -060, Recommending The Revision Of The 2012 And 2013 Harbor Tariffs To Correct Errors, Establish New Wait List Categories And To Extend The Months When Permanent Slip Assignments Are Made .Pg. 23 3. Resolution 2012 -061, Entering Into An Additional Two Month Lease Extension With The United States Coast Guard To Accommodate The Relocation From 1320 Fourth Avenue, A Portion Of Block 6 Small Boat Harbor Replat To 1507 X -Float Road, Lot 4A -2, Block 2 Marina Subdivision, Coast Guard Replat Pg. 28 8. NEW BUSINESS A. Resolutions *1. Resolution 2012 -062, Accepting Funds From Seaview Community Services Received Through A State Of Alaska Department Of Health And Social Services Comprehensive Behavioral Health Prevention And Early Intervention Services Grant In The Amount Of $1,805.00 For The Purposes Of Assisting The Seward Prevention Coalition In Planning And Implementing A Town Hall Meeting And Appropriating Funds Pg. 34 *2. Resolution 2012 -063, Authorizing The City Manager To Accept State Of Alaska Certified Local Government Grant "Historic Preservation Fund FFY 12 Travel And Training Grant" A Federal Grant That Provides Training For Local Government Historic Preservation Board Members Requesting $6,732.00, Including $4,039.00 Federal Share And $2,693.00 Applicant Share In The Form Of In -Kind Volunteer Labor And Appropriating Funds Pg. 41 *3. Resolution 2012 -064, Authorizing A Boat Show Sponsored By The Alaskan Marine Dealers Association And Establishing Rates For Use Of A Portion Of The City Parking Lot, Guest Moorage And Boat Launch Fees Pg. 55 City of Seward, Alaska Council Agenda August 13, 2012 Page 2 1 *4. Resolution 2012 -065, Accepting Grant Funds In The Amount Of $100,000.00 From The Denali Commission For Engineering Design Services For A New Dock System To Replace D- Float, And Appropriating Funds Pg. 59 *5. Resolution 2012 -066, Appropriating $50,000 For The Future Purchase Of A New Recording And Sound System In The City Council Chambers . P g . 70 6. Resolution 2012 -067, Authorizing An Amendment To The Vessel Wash Down And Wastewater Recycling Facility Design Contract With PND Engineers And Appropriating Funds Pg 74 B. Other New Business Items *1. Appoint Sarah Fink to the Historic Preservation Commission with a term to expire May 2015 Pg 81 2. Discussion on the delegate trip to Obihiro this fall, and giving direction if council intends to invite a delegation from Obihiro to Seward the following year P 82 3. Council discussion on the adoption of 2012 International Codes Pg. 93 4. Set a City Council Work Session to continue discussing the Audit Results (Comprehensive Annual Financial Report). (Terry) 9. INFORMATIONAL ITEMS AND REPORTS (No action required) a. Seward Community Library Museum Project Update .Pg. 94 10. COUNCIL COMMENTS 11. CITIZENS' COMMENTS [5 minutes per individual - Each individual has one opportunity to speak] 12. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS 13. ADJOURNMENT City of Seward, Alaska Council Agenda August 13, 2012 Page 3 PROCLAMATION WHEREAS, C Fibrosis is an inherited chronic disease that affects the lungs and digestive s and stops natural enz from helping the bod break down and absorb food and WHEREAS, approximatel 30,000 children and adults in the (United States have Cystic Fibrosis, and an additional ten million more carr the defective Cr gene, but do not have the disease. and WHEREAS, Marsha Vincent started the Lost Lake Breath of Life Run in 1 99 to rake awareness and funds to fight Cystic Fibrosis and WHEREAS, the Lost Lake Breati1i of Life Run consists of a 1 6 -mile run from Primrose Campground through Lost Lake to finish at the bear Creek Volunteer Fire Department and WHEREAS, this event has raked over $ 1 ,000,000 to date and WHEREAS, this event typifies how important volunteerism is in contributing to the promotion of research, and the critical role that the families, donors and scientists pla in tr to defeat this debilitating disease and WHEREAS, August 25, 2012 will be the 21 time this event will be held. NOW, THEREFORE, 1, D avid Seaward, Ma of the Cit of Seward, Alaska do hereb proclaim August 25, 201 2 to be LOST LAKE BREATH OF LIFE DAY Dated this 13th Da of Augu5t, 2012 THE CITY Or SEWARD, ALASKA David Seaward, Mayor L\ In Memoriam Earl Gene Skinner September 29, 1926 — July 23, 2012 The Seward City Council is joined together in extending their sympathy to the Skinner family on the recent passing of Earl Gene Skinner. Earl was a former member of City Council, Vice Mayor and Mayor, and was an active member of the community. He served on the Utility Board and the Seward Volunteer Fire Department, and he bravely served our country during World War II. He was a well known and highly respected citizen who will be sorely missed. Now, Therefore, I, David Seaward, Mayor of the City of Seward, Alaska, on behalf of the citizens of Seward and the Seward City Council, do hereby present this Special Recognition in loving memory of Earl Gene Skinner to his family. Bob Valdatta, Council Member Marianna Keil, Council Member Vanta Shafer, Council Member Rissie Casagranda, Council Member Christy Terry, Council Member Jean Bardarson, Vice Mayor David Seaward, Mayor Sponsored by: Hunt Introduction: July 23, 2012 Public Hearing: August 13, 2012 Enactment: August 13, 2012 CITY OF SEWARD, ALASKA NON -CODE ORDINANCE 2012 -007 A NON -CODE ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROPRIATING FUNDS TO MAKE EXPENDITURES WHICH COULD INFLUENCE THE OUTCOME OF AN ELECTION CONCERNING A BALLOT PROPOSITION ADDRESSING EXEMPTION OF CITY OF SEWARD MUNICIPAL ELECTED AND APPOINTED OFFICIALS FROM THE REQUIREMENTS OF CHAPTER 39.50 OF TIIE ALASKA STATUTES, (STATE OF ALASKA PUBLIC OFFICIAL FINANCIAL DISCLOSURE LAW) IN AN AMOUNT NOT TO EXCEED $1,500 WHEREAS, the Seward City Council enacted non -code ordinance on June 25, 2012 to submit Proposition #1 to the qualified voters at the October 2, 2012 regular municipal election to exempt the City of Seward municipal elected and appointed officials from the State of Alaska Public Official Financial Disclosure law requirements of Chapter 39.50; and WHEREAS, the Seward City Council passed Resolution 2012 -042 on June 25, 2012 which approved and adopted a new City of Seward Financial Disclosure form for all of its elected and appointed officials to take effect immediately upon passage of Proposition #1 at the municipal election held October 2, 2012; and WHEREAS, 2 AAC 50.356 and 2 AAC 50.360 allow for municipalities to seek budgeted municipal funds to influence the outcome of an election and require registering and reporting under AS 15.13.040 and AS 15.13.050; and WHEREAS, in order to educate the public in accordance with the provisions of 2 AAC 50.360(b), the City Council must appropriate funds since the education process may influence the outcome of an election; and WHEREAS, under AS 15.13.145, a municipality may not use money to influence the outcome of an election concerning a ballot proposition unless the funds have been specifically appropriated for that purpose by the elected body. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Council hereby appropriates and authorizes expenditures in the amount not to exceed $1,500 from City Clerk election account number 101- 1130 -5720 and City Council promotion account number 101 -1110 -5730 for the purposes of educating the public about the pros and cons of exempting out of the State of Alaska Public Official Financial Disclosure Law, with the potential to influence the outcome of the election. CITY OF SEWARD, ALASKA NON -CODE ORDINANCE 2012 -007 Section 2. The City Council further directs and authorizes the City Manager and other City officers, officials, and employees, as may be appropriate, to register with the Alaska Public Offices Commission and to complete and file all necessary reports, forms, and notices relating to election - related expenditures under AS 15.13, or as may otherwise be required by law. Section 3. This ordinance shall take effect ten (10) days following enactment. ENACTED by the City Council of the City of Seward, Alaska, this 13 day of August, 2012. TIIE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney City Clerk (City Seal) 1 Council Agenda Statement Meeting Date: July 23, 2012 es of j, To: Mayor Seaward, City Council Members From: , Johanna Kinney, City Clerk • Agenda Item: Expend funds to influence outcome of an election RE: APOC reporting requirements BACKGROUND & JUSTIFICATION: The Alaska Legislature has statutory provisions relating to the disclosure and reporting of financial and business interests of public officials, which includes municipal elected and appointed officials. Elected and appointed officials are defined as the city manager, candidates and seated Mayor and City Council members and Seward Planning & Zoning Commissioners. Those statutory provisions are applicable unless a majority of qualified voters at a general election, vote to exempt from the requirements of those statutory provisions. By approval of non -code Ordinance 2012 -006 on June 25, 2012 and Resolution 2012 -042 on June 25, 2012, the city council has voted that it wishes to exempt out of the requirements of AS 39.50; the State of Alaska Public Official Financial Disclosure Law and adopt its own set of financial disclosure and conflict of interest laws, thus turning the question over to the qualified voters of the community. Any disseminated information distributed on this matter could be seen as an intention to influence the outcome of an election. The City is allowed to prepare and distribute neutral materials to educate the public on the proposition before them. However, under AS 15.13.050 and 15.13.145, the City may not use money to influence the outcome of an election unless the City registers with the State, funds have been specifically appropriated for that purpose by the elected body, and the expenditures are reported to the Alaska Public Offices Commission. Since dissemination and postage would cost money, and the City may wish to educate the public on this matter, this non -code ordinance is needed to use budgeted municipal funds and follow the reporting requirements as stated in 2 AAC 50.360 and AS 15.13.140 -155. INTENT: To expend public funds for non - partisan ballot summary issues related to Proposition #1 which exempts the City of Seward elected and appointed officials from the State of Alaska Public Official Disclosure Law and could influence the outcome of the election. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X 2. Strategic Plan (document source here): x Other (list): City of Seward Non -Code Ordinance 2012 -006, City of 3 Seward Resolution 2012 -042, Cited State of Alaska Administrative x Codes and Statutes referenced in this Ordinance and Agenda Statement FISCAL NOTE: The amount of $1,500 is an estimate of possible expenses. Funding for this appropriation is available between the City Council promotion and City Clerk election budget. Approved by Finance Department: SC/Lf/ -' k ATTORNEY REVIEW: Yes X No RECOMMENDATION: 1 City Council introduce and enact Non -Code Ordinance 2012- qd , appropriating funds for the purpose of possible expenditures to educate the public which could influence the outcome of an election concerning ballot proposition #1, which exempts the City of Seward from the State of Alaska Public Officials Disclosure Law and adopts its own form and guidelines upon passage. 1 Title 2 . Administration Chapter 50 . Public Information Section 356. Use of public money 2 AAC 50.356. Use of public money (a) Funds are specifically appropriated for the purposes of AS 15.13.145 (b) if the appropriating body provides notice on the public record that the funds will be used to influence the outcome of an election. (b) In the absence of a specific appropriation, an officer or employee of an entity who is identified in AS 1 (a)(4) may use money held by that entity to communicate about a ballot proposition or question if the communication is made in the usual and customary performance of the officer's or employee's duties. (c) For the purposes of AS 15.13.145 (c)(2), information is nonpartisan if it does not advocate a position in an election. Nonpartisan information includes the official language of a ballot question, a neutral ballot summary, or if provided for all candidates seeking a particular office, the candidates' names, contact information, or statements. (d) If an entity or individual identified in AS 15.13.145 (a)(1) -(4) uses money held by the entity to make an election- related expenditure, the expenditure must be disclosed on a report of contributions or independent expenditures underAS 15.13.040 (d) and (e) unless the expenditure is made only to disseminate information about the time and place of an election or to hold an election. History: Eff. 1/1/2001, Register 156 Authority: AS 15.13.010 AS 15.13.030 AS 15.13.145 Title 2 . Administration Chapter 50 . Public Information Section 360. Municipalities 2 AAC 50.360. Municipalities (a) If a municipality seeks to influence the outcome of an election, using budgeted municipal funds, it shall report as an individual under AS 15.13.040 (d) and (e). (b) All communications which are paid for by a municipality and which are related to an election are considered to be intended to influence the outcome of an election unless they are only notices of the election or unless they are required by statute, charter, or ordinance. (c) The municipality shall file with the commission a list of candidates and their mailing addresses within seven days following the deadline for filing for municipal office. (d) If a municipality seeks to influence the outcome of an election using funds contributed to it for that purpose, it shall register and report as a group under AS 15.13.040 (b) and (c) and AS 15.13.050 . History: Eff. 5/16/76, Register 58; am 1/4/86, Register 97; am 8/22/97, Register 143 Authority: AS 15.13.010 AS 15.13.030 AS 15.13.040 AS 15.13.050 AS 15.13.090 �1 Immo Alaska Statutes. Title 15. Elections Chapter 13. State Election Campaigns Section 40. Contributions, Expenditures, and Supplying of Services to Be Reported. previous: Section 30. Duties of the Commission. next: Section 45. Investigations, Hearings. AS 15.13.040. Contributions, Expenditures, and Supplying of Services to Be Reported. (a) Except as provided in (g) and (1) of this section, each candidate shall make a full report, upon a form prescribed by the commission, (1) listing (A) the date and amount of all expenditures made by the candidate; (B) the total amount of all contributions, including all funds contributed by the candidate; (C) the name, address, date, and amount contributed by each contributor; and (D) for contributions in excess of $250 in the aggregate during a calendar year, the principal occupation and employer of the contributor; and (2) filed in accordance with AS 15.13.110 and certified correct by the candidate or campaign treasurer. (b) Each group shall make a full report upon a form prescribed by the commission, listing (1) the name and address of each officer and director; (2) the aggregate amount of all contributions made to it; and, for all contributions in excess of $100 in the aggregate a year, the name, address, principal occupation, and employer of the contributor, and the date and amount contributed by each contributor; for purposes of this paragraph, "contributor" means the true source of the funds, property, or services being contributed; and (3) the date and amount of all contributions made by it and all expenditures made, incurred, or authorized by it. (c) The report required under (b) of this section shall be filed in accordance with AS 15.13.110 and shall be certified as correct by the group's treasurer. (d) Every individual, person, nongroup entity, or group making an expenditure shall make a full report of expenditures, upon a form prescribed by the commission, unless exempt from reporting. (e) The report required under (d) of this section must contain the name, address, principal occupation, and employer of the individual filing the report, and an itemized list of expenditures. The report shall be filed with the commission no later than 10 days after the expenditure is made. (f) During each year in which an election occurs, all businesses, persons, or groups that furnish any of the following services, facilities, or supplies to a candidate or group shall maintain a record of each transaction: newspapers, radio, television, advertising, advertising agency services, accounting, billboards, printing, secretarial, public opinion polls, or research and professional campaign consultation or management, media production or preparation, or computer services. Records of provision of services, facilities, or supplies shall be available for inspection by the commission. (g) The provisions of (a) and (1) of this section do not apply to a delegate to a constitutional convention, a judge seeking judicial retention, or a candidate for election to a municipal office under AS 15.13.010, if that delegate, judge, or candidate (1) indicates, on a form prescribed by the commission, an intent not to raise and not to expend more than $5,000 in seeking election to office, including both the primary and general elections; (2) accepts contributions totaling not more than $5,000 in seeking election to office, including both the primary and general elections; and (3) makes expenditures totaling not more than $5,000 in seeking election to office, including both the primary and general elections. (h) The provisions of (d) of this section do not apply to one or more expenditures made by an individual acting independently of any group or nongroup entity and independently of any other individual if the expenditures (1) cumulatively do not exceed $500 during a calendar year; and (2) are made only for billboards, signs, or printed material concerning a ballot proposition as that term is defined by AS 15.13.065(c). (i) The permission of the owner of real or personal property to post political signs, including bumper stickers, or to use space for an event or to store campaign - related materials is not considered to be a contribution to a candidate under this chapter unless the owner customarily charges a fee or receives payment for that activity. The fact that the owner customarily charges a fee or receives payment for posting signs that are not political signs is not determinative of whether the owner customarily does so for political signs. (j) Except as provided in (1) of this section, each nongroup entity shall make a full report in accordance with AS 15.13.110 upon a form prescribed by the commission and certified by the nongroup entity's treasurer, listing (1) the name and address of each officer and director of the nongroup entity; (2) the aggregate amount of all contributions made to the nongroup entity for the purpose of influencing the outcome of an election; (3) for all contributions described in (2) of this subsection, the name, address, date, and amount contributed by each contributor and, for all contributions described in (2) of this subsection in excess of $250 in the aggregate during a calendar year, the principal occupation and employer of the contributor; and as (4) the date and amount of all contributions made by the nongroup entity, city, an, except pt made, provided for certain independent expenditures in AS 15.13.135 (a), expenditures incurred, or authorized by the nongroup entity, for the purpose of influencing the outcome of an election; a nongroup entity shall report contributions made to a different nongroup entity for the purpose of influencing the outcome of an election and expenditures made on behalf of a different nongroup entity for the purpose of influencing the outcome of an election as soon as the total contributions and expenditures to that nongroup entity for the purpose of influencing the outcome of an election reach $500 in a year and for all subsequent contributions and expenditures to that nongroup entity in a year whenever the total contributions and expenditures to that nongroup entity for the purpose of influencing the outcome of an election that have not been reported under this paragraph reach $500. (k) Every individual, person, nongroup entity, or group contributing a total of $500 or more to a group organized for the principal purpose of influencing the outcome of a proposition shall report the contribution or contributions on a form prescribed by the commission not later than 30 days after the contribution that requires the contributor to report under this subsection is made. The report must include the name, address, principal occupation, and employer of the unt lrilfiling the b made to that gro p by th t individual,pe s amo of contributions the total on, nongroup entity, or group during the calendar year. (1) Notwithstanding (a), (b), and (j) of this section, for any fund - raising activity in which contributions are in amounts or values that do not exceed $50 a person, the candidate, group, or nongroup entity shall report contributions and expenditures and supplying of services under this subsection as follows: (1) a report under this subsection must (A) describe the fund- raising activity; (B) include the number of persons making contributions and the total proceeds from the activity; (C) report all contributions made for the fund - raising activity that do not exceed $50 a person in amount or value; if a contribution for the fund - raising activity exceeds $50, the contribution shall be reported under (a), (b), and (j) of this section; (2) for purposes of this subsection, (A) "contribution" means a cash donation, a purchase such as the purchase of a ticket, the purchase of goods or services offered for sale at a fund - raising activity, or a donation of goods or services for the fund - raising activity; (B) "fund- raising activity" means an activity, event, or sale of goods undertaken by a candidate, group, or nongroup entity in which contributions are $50 a person or Tess in amount or value. (m) Information required under this chapter shall be submitted to the commission electronically, except that the following information may be submitted in clear and legible black typeface or hand - printed in dark ink on paper in a format approved by the commission or on forms provided by the commission: (1) information submitted by a candidate for municipal office; in this paragraph, "municipal office" means the office of an elected borough or city (A) mayor; or (B) assembly, council, or school board member; (2) any information if the commission determines that circumstances warrant an exception to the electronic submission requirement; (3) information submitted by a candidate for election to state office other than the legislature who meets the requirements of (g)(1) - (3) of this section; (4) information submitted before January 1, 2009, by a candidate for the legislature. (n) The commission shall print the forms to be provided under this chapter so that the front and back of each page have the same orientation when the page is rotated on the vertical axis of the page. (o) Information required by this chapter that is submitted to the commission on paper and not electronically shall be electronically scanned and published on the Internet by the commission, in a format accessible to the general public, within two working days after the commission receives the information. (p) For purposes of (b) and (j) of this section, "contributor" means the true source of the funds, property, or services being contributed. 1`\ Alaska Statutes. Title 15. Elections Chapter 13. State Election Campaigns Section 50. Registration Before Expenditure. previous: Section 45. Investigations, Hearings. next: Section 60. Campaign Treasurers. AS 15.13.050. Registration Before Expenditure. (a) Before making an expenditure in support of or in opposition to a candidate or before making an expenditure in support of or in opposition to a ballot proposition or question, each person other than an individual shall register, on forms provided by the commission, with the commission. (b) If a group intends to support only one candidate or to contribute to or expend on behalf of one candidate 33 1/3 percent or more of its funds, the name of the candidate shall be a part of the name of the group. If the group intends to oppose only one candidate or to contribute its funds in opposition to or make expenditures in opposition to a candidate, the group's name must clearly state that it opposes that candidate by using a word such as "opposes," "opposing," "in opposition to," or "against" in the group's name. Promptly upon receiving the registration, the commission shall notify the candidate of the group's organization and intent. A candidate may register more than one group to support the candidate; however, multiple groups controlled by a single candidate shall be treated as a single group for purposes of the contribution limit in AS 15.13.070 (b)(1). Alaska Statutes. Title 15. Elections Chapter 13. State Election Campaigns Section 145. Money of the State and Its Political Subdivisions. previous: Section 140. Independent Expenditures For or Against Ballot Proposition or Question. next: Section 150. Election Educational Activities Not Prohibited. AS 15.13.145. Money of the State and Its Political Subdivisions. (a) Except as provided in (b) and (c) of this section, each of the following may not use money held by the entity to influence the outcome of the election of a candidate to a state or municipal office: (1) the state, its agencies, and its corporations; (2) the University of Alaska and its Board of Regents; (3) municipalities, school districts, and regional educational attendance areas, or another political subdivision of the state; and (4) an officer or employee of an entity identified in (1) - (3) of this subsection. (b) Money held by an entity identified in (a)(1) - (3) of this section may be used to influence the outcome of an election concerning a ballot proposition or question, but only if the funds have been specifically appropriated for that purpose by a state law or a municipal ordinance. (c) Money held by an entity identified in (a)(1) - (3) of this section may be used (1) to disseminate information about the time and place of an election and to hold an election; (2) to provide the public with nonpartisan information about a ballot proposition or question or about all the candidates seeking election to a particular public office. (d) When expenditure of money is authorized by (b) or (c) of this section and is used to influence the outcome of an election, the expenditures shall be reported to the commission in the same manner as an individual is required to report under AS 15.13.040 . Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -059 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING A DONATION OF THE REAL PROPERTY DESCRIBED AS LOTS 34 AND 35, BLOCK 16, ORIGINAL TOWNSITE OF SEWARD, ALASKA ACCORDING TO THE OFFICIAL PLAT THEREOF, FILED UNDER PLAT NO. S -1, IN THE SEWARD RECORDING DISTRICT, THIRD JUDICIAL DISTRICT, STATE OF ALASKA, FROM AMERI -CAN CONSTRUCTION, LTD. LOCATED AT 328 FOURTH AVENUE WHEREAS, Ameri -Can Construction, Ltd., an Alaskan Corporation, primarily owned by members of the Woods family, is the owner of two (2) lots on Fourth Avenue in Seward adjacent to the City's Fire Hall; and WHEREAS, Mr. J. B. Woods was the President and Director and primary shareholder of the Company and has since passed away; and WHEREAS, his family members wish to donate this land to the City for the benefit of the community; and WHEREAS, a public hearing was held on the subject of acquiring the property through a donation from Ameri -Can Construction, Ltd.; and WHEREAS, the City is grateful to the Woods family for making such a generous gift to the people of Seward and is willing to accept title to Lots 34 and 35, Block 16, of the Original Townsite of Seward; and WHEREAS, Mr. J. B. Woods is greatly remembered for his many years in Seward and his many contributions to the community. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized to accept the Warranty Deed for Lots 34 and 35, Block 16, Original Townsite of Seward, Alaska according to the official Plat thereof, filed under Plat No. S -1, in the Seward Recording District, Third Judicial District, State of Alaska, in substantially the form as presented at this meeting. Section 2. This resolution shall take effect thirty (30) days following adoption and posting. CITY OF SEWARD, ALASKA RESOLUTION 2012 -059 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13 day of August, 2012. THE CITY OF SEWARD, ALASKA AYES: David Seaward, Mayor NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) Council Agenda Statement t J 0F SE% Meeting Date: August 13, 2012 k °� �0 To: City Council y q� AS wa From: Jim Hunt, City Manager Agenda Item: Authorizing the City Manager to Accept a Warranty Deed for Donation of Real Property from Ameri -Can Construction, Ltd. BACKGROUND & JUSTIFICATION: The City of Seward has for many years been the home to J. B. and Questa Woods. The City recognizes the many contributions that the Woods family has made to the City and surrounding areas. Ameri -Can Construction, Ltd., an Alaska Corporation, owned by the Woods family, has generously offered to donate two (2) real property lots totaling 0.14 acres located adjacent to the City's Fire Hall property. At this time, the land is vacant and undeveloped. We are excited about the opportunity to obtain such a generous donation of land in downtown Seward. INTENT: Authorize the City Manager to accept Warranty Deed for Lots 34 and 35 from Ameri -Can Construction, Ltd. CONSISTENCY CHECKLIST: Yes No N/A 2020 Comprehensive Plan: 1. 3.7.3.2 Plan to relocate and rebuild selected city facilities to improve x compatibility with land uses and increase cost — effectiveness of services 2. Strategic Plan (document source here): x Municipal Lands Management Plan (1995): 3. Donation/Gift: On occasion private individuals have donated land to the x City, usually for park purposes. Seward City Code: 4. 7.05.120 The City Council may acquire or dispose of interest in real x property by negotiation, public auction or sealed bid FISCAL NOTE: We anticipate the following costs to be borne by the City: Title Insurance and closing costs through First American Title, $526.00 from the Community Development budget 101 -1150 -5390, Contracted Services. Property taxes due, $693.46, from General Services Account 101 -1180 -5790. `C\ virou The real property is being donated to the City. By accepting title, the real property will be removed from the property tax rolls because it will no longer be in private ownership. At the current appraised value of $85,400 that tax amount is $266.45 annually. Approved by Finance Department: SUL- G2t,`:so � G� ATTORNEY REVIEW: Yes X No RECOMMENDATION: City Council approve Resolution 2012- 0 �"� , authorizing the City Manager to accept and record the Warranty Deed for Lots 34 and 35, Block 16, Original Townsite of Seward, Alaska. 0 -- Ti , ' ' 4 , 7 ,7,..-, , k � ' : m „ r,r 4"' n a r i y fir S, R ON s , , , .... . T .. i , .. . , ,,, i t„., :t r iiiiiiip _ ,, ,..1.,„*,,,,,,,. ,:, ,..., ,;,.,. ___:111,,,,, 1,,,,......i.,...,„.s..._,,_.,, ,.„,. .. , .... _ .„ 3 ‘ rti ' , — p 9,.,!..44L„, :',' t w - ' .` '� "°` to i Asir F i �i i i WI � _;. e .s,. t .� sad Lots 34 & 35 R , j . s Seward Volunterr � a �� ° Fire Dept g 4" rt u i �q , IIII T ,.. ,, • , ...„.41.1.16 , „ me � ;rr iiiit_,,, ,,,,. ,... q. '''''' v' ' '' 0 Seward Fire Dep ' . _ 1 � `' : '...._' ° y a�r s+. ° t �t �°''� . n i Vi r a k j ,q, ' , '41.-.,„It 414. ' '' ' °•� t i 4 `i k, f y t t i , . ., i, E y , ^. jor L o t s 34 & 35, Block 16 0.: st,, A Pr operty Dona by ��,'� N Ameri -Can Construct Original Townsite of Seward CC Resolution 2012 - 0 50 100 Feet a[ Map Assistance by A iaska map co. August 13, 2012 Imo CORPORATE RESOLUTION FOR: AMERICAN CONSTRUCTION, LTD On this date, the Board of Directors of the above named corporation held a special meeting at their corporate offices located at: 9622 W. Cottonwood Dr. Sun City, AZ 85373 The following resolution was passed unanimously by those present as follows: _ � � President _Jer L Woods � ... �'� +'�� - -r.� � - Vice President `� Questa B Woods ; - , Secretary Questa B Woods _ , Treasurer Be it resolved that the corporation herein is authorized to ___ purchase _Y__seH or donate to a governmental agency The following described property T IS R 1W SEC 10 Seward MERIDIAN SW 0000001 ORIGINAL TOWNSITE OF SEWARD LOT 34 & 35 BLOCK 16 328 FOURTH AVE.. Be it further resolved that the following corporate officer(s) are authorized as representative(s) of the corporation to sign all documents relating to the transaction. 4) " ` President Jerry L Woods , �.( Z.r(_4 se— ,,r„...\fice President • Questa B Woods L , Secretary Guesta B Woods 4 1 - -- - -� , Treasurer Dated this 28th_ day of June 2012_. Secretary for: AMERI -CAN CONSTRUCTION LTD • Sponsored by: Port and Commerce Advisory Board CITY OF SEWARD, ALASKA RESOLUTION 2012 -060 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALAKSA, RECOMMENDING THE REVISION OF TIIE 2012 AND 2013 HARBOR TARIFFS TO CORRECT ERRORS, ESTABLISH NEW WAIT LIST CATEGORIES AND TO EXTEND THE MONTHS WHEN PERMANENT SLIP ASSIGNMENTS ARE MADE WIIEREAS, the City of Seward, Harbor Department has found certain discrepancies in the 2012 and 2013 Harbor Tariff; and WHEREAS, it has been the City's practice and intention to maintain wait lists for 60, 90, and 100 foot slips; and WHEREAS, with the completion of Z -Float a new wait list category for side -tie moorage for vessels between 105 and 150 feet can benefit both harbor customers and the City; and WIIEREAS, permanent slip assignments from the wait list can be made year- round. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. Subsection 200 of the 2012 and 2013 Harbor Tariffs are hereby updated as follows (additions listed in bold italic, deletions listed in st i' t roug ): SECTION II - SERVICES AND CHARGES Subsection 200 MOORAGE Outside the Small Boat Harbor: Vessels berthing or departing city docks, wharves, or any other terminal facility, including the shiplift system, must use sufficient tugs so that vessels can be berthed or removed in a safe manner. Berthing speed shall not exceed sixteen feet per minute, unless approved by the Harbormaster. Within the Small Boat Harbor: (a) Assignment of Berths. The Small Boat Harbor is often congested and it is the policy of the City of Seward to provide for the maximum public use of available facilities. The Harbormaster shall have discretion to implement that policy. Berth assignments to particular slips on the City of Seward float system are made by the Harbormaster. Berth assignments are made to a particular combination of vessel D3 CITY OF SEWARD, ALASKA RESOLUTION 2012 -060 and owner /operator, are not assignable by the owner /operator and automatically expire upon sale or transfer of the vessel to another owner /operator. A berth assignment is not a lease or an exclusive right to occupy any particular slip. In order to maximize the public's use of existing facilities, it is common for the Harbormaster to temporarily assign vessels to slips normally used by another vessel when that vessel is out of the harbor. (b) Waiting List for Permanent Slip Assignment. Due to the demand for slips on the City of Seward float system, vessels will be assigned permanent slips based on waiting lists maintained by the Harbormaster's office. Separate waiting lists shall be maintained for the following size floats: 17 feet (accommodates vessel 12 to 21 feet) 23 feet (accommodates vessel 22 to 26 feet) 32 feet (accommodates vessel 27 to 36 feet) 40 feet (accommodates vessel 37 to 44 feet) 50 feet (accommodates vessel -4645 to 54 feet) 60 feet (accommodates vessel 55 to 64 feet) 75 feet (accommodates vessel 5565 to 9079 feet) 90 feet (accommodates vessel 80 to 94 feet) 100 feet (accommodates vessel 95 to 104 feet) 105 feet or longer- side tie only - up to 150 feet Assignments to a permanent slip from the waiting lists shall be made January through lune December each year by the Harbormaster based on the slip size available and the most senior name on the waiting list for that size slip. There is a fee of THIRTY ONE DOLLARS AND FIFTY CENTS ($31.50) per year per listing on the waiting list(s) for a permanent slip assignment. The wait list year runs November 1 through October 31. Section 2. This resolution shall take effect for the 2012 tariff 10 days following adoption. Section 3. This resolution shall take effect for the 2013 tariff on January 1, 2013. PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 13 day of August 2012. CITY OF SEWARD, ALASKA RESOLUTION 2012 -060 THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) a5 r.rr Council Agenda Statement joy sew Meeting Date: August 13, 2012 � =c / . Through: City Manager Jim Hunt 4 �AS1I� P From: Harbormaster, Mack Funk Agenda Item: Harbor Tariff Corrections and Revisions BACKGROUND & JUSTIFICATION: During negotiations with Coastal Villages Region Fund (CVRF) for moorage in the Seward Small Boat Harbor, the staff noted: 1. The current wait list categories listed in the tariff are incorrect and incomplete. 2. The wait list form in use by the harbor, although correct, does not offer the possibility of a permanent slip assignment for vessel longer than 104 feet. 3. With the completion of Z -Float in 2011, the City has an opportunity to designate additional permanent moorage for longer vessels. The current tariff rules provide that wait list assignments should be made each year between January and June. The Harbor administration believes that permanent slip assignments can be made throughout the year. PACAB has discussed this at two meetings and they have approved a resolution to make the proposed change. INTENT: The purpose of these changes is to increase the possibilities for customer moorage and to maximize the harbor's revenues. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Commercial Uses 1 Allowed in the Small Boat Harbor Should Be Targeted To Those That Strengthen and Enhance the Small Boat Harbor As A Center for X Marine /Tourist Convenience Uses. (page 29) Strategic Plan (document source here): Adjust local development 2. regulations where appropriate, to encourage development that is X consistent with our economic vision. (Page 5) 3. Other (list): X NOTE: The term "permanent moorage" is not intended to convey any long -term rights or ownership interest, but is used solely to distinguish transient form non - transient slips. FISCAL NOTE: By renting moorage on a permanent basis to vessels that may leave the harbor in the busy summer months, the harbor can re -rent that same space to a summer transient customer and thus increase revenue. Approved by Finance Department: ATTORNEY REVIEW: Yes X No RECOMMENDATION: Approve Resolution 2012 -Q Precommending changes to the 2012 and 2013 Harbor Tariffs. �C� SECTION II - SERVICES AND CHARGES Subsection 200 MOORAGE Outside the Small Boat Harbor: Vessels berthing or departing city docks, wharves, or any other terminal facility, including the shiplift system, must use sufficient tugs so that vessels can be berthed or removed in a safe manner. Berthing speed shall not exceed sixteen feet per minute, unless approved by the Harbormaster. Within the Small Boat Harbor: (a) Assignment of Berths. The Small Boat Harbor is often congested and it is the policy of the City of Seward to provide for the maximum public use of available facilities. The Harbormaster shall have discretion to implement that policy. Berth assignments to particular slips on the City of Seward float system are made by the Harbormaster. Berth assignments are made to a particular combination of vessel and owner /operator, are not assignable by the owner /operator and automatically expire upon sale or transfer of the vessel to another owner /operator. A berth assignment is not a lease or an exclusive right to occupy any particular slip. In order to maximize the public's use of existing facilities, it is common for the Harbormaster to temporarily assign vessels to slips normally used by another vessel when that vessel is out of the harbor. (b) Waiting List for Permanent Slip Assignment. Due to the demand for slips on the City of Seward float system, vessels will be assigned permanent slips based on waiting lists maintained by the Harbormaster's office. Separate waiting lists shall be maintained for the following size floats: 17 feet (accommodates vessel 12 to 21 feet) 23 feet (accommodates vessel 22 to 26 feet) 32 feet (accommodates vessel 27 to 36 feet) 40 feet (accommodates vessel 37 to 44 feet) 50 feet (accommodates vessel -4645 to 54 feet) 60 feet (accommodates vessel 55 to 64 feet) 75 feet (accommodates vessel 5-565 to 9079 feet) 90 feet (accommodates vessel 80 to 94 feet) 100 feet (accommodates vessel 95 to 104feet) 105 feet or longer- side tie only- up to 150 feet Assignments to a permanent slip from the waiting lists shall be made January through June December each year by the Harbormaster based on the slip size available and the most senior name on the waiting list for that size slip. There is a fee of THIRTY ONE DOLLARS AND FIFTY CENTS ($31.50) per year per listing on the waiting list(s) for a permanent slip assignment. The wait list year runs November 1 through October 31. Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -061 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ENTERING INTO AN ADDITIONAL TWO MONTH LEASE EXTENSION WITH THE UNITED STATES COAST GUARD TO ACCOMMODATE THE RELOCATION FROM 1320 FOURTH AVENUE, A PORTION OF BLOCK 6 SMALL BOAT HARBOR REPLAT TO 1507 X- FLOAT ROAD, LOT 4A -2, BLOCK 2 MARINA SUBDIVISION, COAST GUARD REPLAT WHEREAS, the United States Coast Guard (USCG) had planned in early 2011 to relocate in the spring of 2011; and WHEREAS, by July 2012 the USCG has just started their construction at the new site on the foundation provided by the City; and WHEREAS, the USCG has notified the City that they would like to extend their tenancy for two months until the end of the federal fiscal year plus options to extend an additional eight months; and WHEREAS, having the USCG office location in the Seward Harbor is of benefit to the City of Seward. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City of Seward hereby authorizes the City Manager to enter into an additional two month extension with options to extend an additional eight months. Section 2. This resolution shall take effect in 30 days. CITY OF SEWARD, ALASKA RESOLUTION 2012 -061 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13 day of August, 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) Council Agenda Statement Meeting Date: August 13, 2012 `c {oF sett, 9■ Through: City Manager, Jim Hunt 'p Nur BASK From: Harbormaster, Mack Funk Agenda Item: Approval of a two month lease extension plus options to extend for eight additional months with the US Coast Guard at their current building site. BACKGROUND & JUSTIFICATION: The City of Seward has been working cooperatively with the United States Coast Guard (USCG) on the relocation of their building in the Seward harbor. The USCG currently has a lease on the new location and has started construction. The original 1988 lease includes the precise legal description. A parcel of unimproved land located in Sec. 3, Township 1 South, Range 1 West of the Seward Meridian, Alaska. The project has been delayed and it has evolved into the construction of a new building. Approval of this lease extension would allow USCG to extend the lease for 2 months with an option for another 8 months at the old location. INTENT: To authorize the City Manager to enter into a two month lease with options for an additional eight months. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (document source here): There is a need to continue to provide adequate land area for public uses. Page 30 X 2 Strategic Plan (document source here): Complete the renovation of the Small Boat Harbor. Page 7 X 3. Other (list): X FISCAL NOTE: This lease extension does not impact on the current budget. Approved by Finance Department: 6�f ��,�.u� „ r'L ATTORNEY REVIEW: Yes X No RECOMMENDATION: Recommend approval of Resolution 2012- 6 the City Manager to enter into a lease extension with the United States Coast Guard. 30 1. CONTR i0 CO PAGE OF PAGES AMENDMENT OF SOLICITATI '!MODIFICATION OF CONTRACT 1 1 2. AMENDMENT/MODIFICATION NO. ^ 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE .u. NO. S. PROJECT NO. (MapPhicable) AMENDMENT NO. 0004 07/10/92 7. ADMINISTERED BY Of other than hem 67 CODE S. ISSUED BY CODE COMMANDER(sr) MAINTENANCE & LOGISTICS COMMAND PACIFIC SAME AS ISSUED BY (NO. 6) BLDG. 50 -4, COAST GUARD ISLAND ALAMEDA, CA 94501-5100 gA AMENDMENT OF SOLICITATION NO, & NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) ( r) CITY OF SEWARD 9B. DATED (SEE ITEM ti) P.O. BOX 167 SEWARD, ALASKA 99664 1OA. MODIFICATION OF CONTRACT /ORDER N0. X DTCG89- 91 L — J —DL —058 108. DATED (SEE ITEM 13) CODE [FACILITY CODE 11. T HtS 1 EM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS .. - -- - -- - is extended, is not extended. The above numbered solidtaibn u amended as set lath in Item 14. The hour and date specified 1a receipt d Offers — Offers must ecknoMedge receipt of this amendment prior to the hour and date specified in the solicitation a as amended, by one of the following methods: es of the amendment, (b) By acknowledging receipt of this amendment at each copy of the of f By completing hams 8 and par end returning YOUR offer submitted a (c) By separate latter a telegram which inductee a reference b Use solicitation and amendment numbers. FAILURE OF ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE E REm F OFFERS TO THE read submi AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue this and this echange an ONei , and is read price to such change may be made by telegram or letter, provided each telegram a letter makes reference to the solicitation the opening hour and date specified. 12. ACCOUNTING AND APPROPRIATION DATA (If required) 13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS /ORDERS, IT MODIFIES THE CONTRACT /ORDER NO. AS DESCRIBED IN ITEM 14. (!I) A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A. B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in Paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103<b). C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: X FEDERAL ACQUISITION REGULATIOINS (FAR) PART 13 D, OTHER (Specify type et modification and authority) E. IMPORTANT: Contractor ❑ is not, C is required to sign this document and return 3 copies to the issuing office, 14. DESCRPTION OF AMENOMENT/MODIRCATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.) FOR: CITY OF SEWARD, AK SUPPORT FACILITIES 1. FOR RECORD PURPOSES ONLY, LEASE DTCG89- 91 L — J —DL —058 (ORIGINAL LEASE NUMBER DTCG35 -86 —L- 00101) IS REINSTATED. 2. FOR BILLING PURPOSES, THE ADDRESS IN SECTION 10 OF THE SPECIAL PROVISIONS FOR THE LEASE SHOULD BE CHANGED TO READ: U.S. COAST GUARD FINANCE CENTER, 1430 —A KRISTINA WAY, CHESAPEAKE, VA 23326. 3. ALL OTHER TERMS AND CONDITIONS SHALL REMAIN THE SAME. Exoept as provided herein, all terms and conditions of the document referenced In Item 9A or 10A. as heretofore NAME AND TITLE changed, ream CONTRA d and iiCERl force a effect. 1SA. NAME AND TITLE OF SIGNER (Type or Print) W. PATRICK LAYNE DARRYL SCHAEFERMEYER, CITY MANAGER LCDR, USCG; IEF, REAL PROPERTY BRANCH 158, CO ; • CTOf ;6C. DATE SIGNED UOFFEROR 15C. DATE SIGNED 168. UNITED ,�S'T�AT'E OF �S E' IC /1 f ' y_/ 7/15/92 BY / ! , G' // . w __ 2:74, .(� �.�- - - — ��~ (Signature or Conn: -firrg Ofh• r) f gnature of persona •rued to sign) STANDARD FORM 30 (Rev. 10 - 83) G „ 4"t ” + � Prescribed by GSA NSW 7540 -01- 152 -8070 I, . ,t1 4 FAR (48 CFA) 53243 PREVIOUS EDITION UNUSASIE ' � ati sl SUPPLEMENTAL AGREEMENT DATE SUPPLEMENTAL LEASE AGREEMENT NO, 0032 TO LEASE NO. July 27, 2012 PREMISES ` ___ DTCG89 -91 -L J -DL -058 Seward Support Facilities THIS AGREEMENT, made and entered into this date by and between City of Seward Whose address, is P.O. Box 167 Seward, Alaska 99664 -0167 Hereinafter called the Lessor, and the UNITED STATES OF AMERICA, hereinafter called the Government: WHEREAS, the parties hereto desire to amend the above Lease. NOW THEREFORE, these parties for the considerations hereinafter mentioned covenant and agree that the said Lease is amended, effective August 1 2012 as follows: The Government extends the lease for up to two (2) months in FY12 Starting 1 August 2012 through 30 September 2012 in the amount for a total rent amount of $2000 payable in arrears at the end of FY12, provided annual appropriations are granted by Congress. In addition, the government will have the option to renew the lease for the period starting 1 October 2012 through 31 May 2013 in the amount of $1000, for a total (8) eight months rent of $8000, payable in arrears per quarter or portion thereof, provided written notice is given to the Lessor 30 days in advance and appropriations are granted by Congress. This extension provides the Government the opportunity to complete the movement of its personnel out of the building, and to demolish and restore the leased premises. The government shall have the right to terminate this extension provided written notice is given 30 days in advance. All other terms and conditions of the lease shall remain in force and effect. IN WITNESS WHEREOF, the parties subscribed their names as of the above date. LESSOR: City of Seward BY (Signature) (Title) IN PRESENCE OF (Signature) _ (Title UNITED STATES OF AMERICA David E. Brumley Real Estate Contracting Officer BYE "✓ , United States Coast Guard `(Signature) -- -- — (Title) - --�- -- FORM GSA JUL 87 276 STANDARD FEBRUARY 1 FORM 2 EDITION U.S. GOVERNMENT FEBRUARY 1 ADMINISTRATION N LEASE FOR REAL PROPERTY ADMINISTRATION FPR (41 CFR) I- 16•601 DATE OF LEASE LEASE NO. �Q t c _ DTCG 9- 8 8 8 = 5777 L 8 --- - - - - -_ —_ _ THIS LEASE, ma e ` and entered into this date by and between City of Seward • whose address is P • O. Box 167 Seward, AK 99664 and whose interest in the property hereinafter described is that of OWNER hereinafter called the Lessor, and the UNITED STATES OF AMERICA, hereinafter called the Government: WITNESSETH: The parties hereto for the considerations hereinafter mentioned, covenant and agree as follows: 1. The Lessor hereby leases to the Government the following described premises: A parcel of unimproved land located in Sec. 3, Township 1 South, Range 1 West of the Seward Meridian, AK. described as follows: Commencing at the brass cap monument located the intersections of the center - lines of 4th Ave & the N. Access Rd; Thence N 0 W. for 10.00 ft.; Thence N 89 ° 59'45" E for 33.00 ft. to a true point of beginning; Thence N 89 59' E for 100.00 ft.; Thence S 0 ° 00'15" E for 75.00 ft.; Thence S 8959'45" W for 100.00 ft.; Thence N 0'00'15" W for 75.00 ft. to the true point of beginning. Said tract contains 7,500 sq. ft. more or less. (Accounting Data: 40/C/1/8/33 30 00 8R 71117 2304) to be used for U. S. Government Purposes 2. TO I-IAVE AND TO HOLD the said premises with their appurtenances for the term beginning on 01 OCTOBER 1987 through 30 SEPTEMBER 1988 , subject to termination and renewal rights as may be hereinafter set forth. . 3. The Government shall pay the Lessor annual rent of $ 3,000.00 at the rate of $ 750.00 per quarter in arrears. Rent for a lesser period shall be prorated. Rent checks shall be made payable to: City of Seward Important payment & information is attached hereto P. 0. Box 167 & made a part hereof as a continuation of Para. 3. Seward, AK 99664 4. The Government may tertninate this lease at any time by giving at least 9 days' notice in writing to the Lessor and no rental shall accrue after the effective date of termination. Said notice shall be computed commenc- ing with the day after the date of mailing. • 5. This lease may be renewed at the option of the Government, for the following terms and at the following; rentals: The government has the right to renew this lease at the same rate and terms for two additional one year periods provided notice he given in writing to the Lessor at least _. . -. 9Q.. .__. days before the end Of the original lea;c term or any renewal term; all other terms and conditions of this lease shall remain the same during an renewal term. Said notice shall be computed commencing with the clay after the date of mailing. 2 -106 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -062 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING FUNDS FROM SEAVIEW COMMUNITY SERVICES RECEIVED THROUGH A STATE OF ALASKA DEPARTMENT OF HEALTH AND SOCIAL SERVICES COMPREHENSIVE BEHAVIORAL HEALTH PREVENTION AND EARLY INTERVENTION SERVICES GRANT IN THE AMOUNT OF $1,805.00 FOR THE PURPOSES OF ASSISTING THE SEWARD PREVENTION COALITION IN PLANNING AND IMPLEMENTING A TOWN HALL MEETING AND APPROPRIATING FUNDS WHEREAS, since 2005 the Seward Prevention Coalition (SPC) has been working with multiple community partners to "...design a broad prevention and early intervention plan to reduce behavioral risk factor, and to increase protective factors related to substance use, abuse and dependency; mental health; suicide and overall community wellness."; and WHEREAS, Seaview Community Services (SCS) staff has written and received grants to fund the activities of the SPC; and WHEREAS, community wide surveys and focus groups determined that there is a perception of "...acceptance and tolerance of underage alcohol use... "; and WHEREAS, Seward Prevention Coalition has received funds to plan and implement a Town Hall Meeting to discuss the issue of perceived tolerance for underage drinking. 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 and appropriate funds to assist the Seward Prevention Coalition in planning and implementing a Town Hall Meeting. Section 2. Funding in the amount of $1,805.00 is hereby received and appropriated to account no.101 -0- 4680 -0200 and expensed to 101 -1500 -5790. Section 3. This resolution shall take effect immediately. ak CITY OF SEWARD, ALASKA RESOLUTION 2012 -062 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13 day of August, 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) r" Agenda Statement , 4 asp,. Meeting Date: v , To: City Council q p mir Through: City Manager Jim Hunt From: Patricia Linville, Library Museum Director, Seward Prevention Coalition Agenda Item: Accepting funds from Seaview Community Services for the Seward Prevention Coalition, Town Hall facilitation BACKGROUND & JUSTIFICATION: Since 2005 the Seward Prevention Coalition (SPC) has been working with multiple community partners to "...design a broad prevention and early intervention plan to reduce behavioral risk factor, and to increase protective factors related to substance use, abuse and dependency; mental health; suicide and overall community wellness." (SPC Partner MOU) Partners include staff from Seward Police, Library Museum, Parks and Recreation, AVTEC, Public Health, Ministerial Association Qutekcak Native Tribe, Seward Schools, Office of Children's Services and others. Seaview Community Services (SCS) staff has written and received grants to fund the activities of the SPC. Previous grant funded community wide surveys and focus groups determined that there is a perception of "...acceptance and tolerance of underage alcohol use..." On April 17, 2012 the SPC hosted a Town Hall Meeting (THM) to present information and begin a community wide dialogue about the issue. Planners and participants of this first THM expressed a desire to continue the dialogue. These funds are to be used to support a facilitator to assist with the planning and implementation of the second THM. The proposed budget and flyer from the initial THM are attached. INTENT: Utilize funds received to assist the Seward Prevention Coalition in planning and implementing a Town Hall Meeting. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (3.9.1.1): Support community engagement 1. programs that promote positive adult -youth relationships and activities X that enhance health and well -being across the generations. 2 Strategic Plan (pg 2): "...further the social and economic well -being of X its citizens. 3. Other (list): Seward Prevention Coalition MOU X FISCAL NOTE: The funds received ($1805.00) from Seaview Community Services general account fully fund the Town Hall Meeting planning and implementation. DP_ Approved by Finance Department: I L • . �, 1 _ � J ' , ATTORNEY REVIEW: Yes No X RECOMMENDATION: City Council approve Resolution 2012-D6 $1805.00 and appropriating funds to assist the Seward Prevention Coalition in planning and implementing the Town Hall Meeting. Support and Contributions • Sea View Community Services Resurrect Art Coffee Haas_- Safeway Shoneside Petroleum • f i hen Bears Subway The Seward Prevention Coalition includes members from: Seward Public. Health AVTEC "1 R, r Providence Hospital Office of Children Services The Sc ward P', everton Coalition is a group of community members from a variety of backgrounds Independent Living Center Child Advocacy Center advocating wel rri. ss and positive change in Seward. The Coalition was vrn din 2005 and now consists SeaView Community Services Seward Senior Center of over 40 membe . from 18 different organizations Chugac'hmiutTribal Organizaton Seward Ministry Association in Seward and the.:urrounding area. Qutekcak Native Tribe Seward Police Department Tuesday, April 17, 2012 The Seward Prevention Coalition's mission is: 6:30 -- 8:30 p.m. "Partnering to promote all dimensions of wellness PTSP, Seward Community Library through education, advocacy and support. Seward Schools Seward Parks and Recreation The Legends Building 412 Washington Street Through community interviews and assessment, the Boys and Girls Club Civil Air Patrol Seward Prevention Coalition has identified the downtown Seward following problems in the community of Seward. • Seward has a culture of acceptance of underage dunking and drug use. • Seward has a culture of acceptance of unhealthy dunking and drug use and modeling`' !rresponsibik behavior to our youth. In the coming months, in addition to this and future Town Hall Meetings, the Seward Prevention Coalition For more information, on to get involved, contact: will be using the - Parents Who Host, Lose the Most: SeaView Community Services • Prevention Department Don't bo a party to teenage drinking" campaign in 302 Railway Avenue • PO. Box 1045 • Seward AK 99664 order to raise the awareness of the risks, harm, and costs of underage alcohol use to Seward's youth and Phone: 907 -224 -5257 • Fax:907- 224 -7081 f<an flies. E -mail: prevention@seaviewseward.org Health Care: Dr. Jerald Flynn Dr. Jerald Flynn, Jr., MD, is a Certified Family Physician at the Providence Medical and Care Center in Seward. SPONSORED BY Public Safety: Sgt. Doreen Valadez The Seward Prevention Coalition Sgt. Valadez is an 18-year veteran of the Seward Police Department, and in that time has functioned as a DARE 6:30 —6:35 Welcome &Introductions Officer, School Resource Officer, and a member of the Sexual Assault Response Team. She is currently the Sergeant of Patrol, Coordinator for the Citizen's Police Academy, member of the 6:35 —6:45 Why are we here? Domestic Violence and Sexual Assault Advisory Board, and a member of the Seward Prevention Coalition. 6:45 - --6:50 Introduce facilitators Native Representative: Melanee Stevens 6:50 —7:00 Health Care Perspective Melanee has been with the Qutekcak Native Tribe as a Community Health Rep and Youth Program Manager for 9 7:00 —7:10 Public Safety Perspective years. She currently runs the tribe's youth programs, coaching the junior and senior NativeYouth Olympic Teams and the World Eskimo Indian Olympic athletes, and organizes the Seward NYO 7: I 0 —7:20 Native Cultural Perspective Invitational. She brings the native culture to the schools through dance, NYO, storytelling, art and Elders in the classroom. She has been part 7:20 —/:40 Youth Perspective of the Seward Prevention Coalition since it began in 2005. 7:40 —7:55 1st Discussion: Why is this About "Every 15 Minutes" important? The Every 15 Minutes program is a two -day program focusing on high school juniors and seniors, which challenges them to 6 7:55 —8:05 2nd Discussion: What can we do think about drinking, driving, personal safety, the responsibility about this? of making mature decisions and the impact their decisions have on family, friends, and many others. The program is very dramatic and 8:05 —8:30 Report group recommendations emotionatand purposely so. Teenagers are constantly reminded about the choices they have to make involving alcohol and how many others , .. . _ .. are affected by their decisions. They know the intellectual statistics. However, many teens share the belief it will never happen to them. ThisTown Hall Facilitator: Bill Hall The Purpose of this Meeting is being held — -- Town Hall Meeting A. W. "Bill" Hall is a lifelong Alaskan from Cordova where he g n order to present fished salmon for over 30 years. He has worked for the Alaska information and Legislature, the Alaska Commercial Fishing and Agriculture begin dialogue about underage drink ng, its risks, harms, Bank, and presently, the UAF Cooperative Extension Service as an and costs, to the citizens of Seward. and Engagement and Outreach Coordinator. For the past 6 years he has served on the board of Alaska Common Ground as the lead on a tolerance of underage alcohol use has been identified as project funded by the Kettering Foundation to create Centers for Civic a problem in Seward. In order for the community to Life in communities across the state. His work is now focused on address this problem, its citizens must know the facts, be helping community libraries to form programs in civic dialogue by willing to come together aril support positive changes providing organizational and training assistance. for the benefit of its youth.> SEWARD PREVENTION COALITION SECOND TOWN HALL MEETING BUDGET PROJECTION OCTOBER 2012 This budget is intended to account for the follow up Town Hall Meeting that occurred April 17, 2012. At that discussion the community listed many ideas and concerns about the perception of tolerance for under -age drinking in Seward. This follow up discussion will be to review the ideas and concerns, decide whether and if so how to move forward. We are assuming a non -local facilitator will meet with the planning committee at least once before the discussion therefore we are proposing two trips to Seward. The proposed costs of the follow up community discussion are listed below: ITEM COST Number of days TOTAL Facilitator Fee 200 200.00 Travel .55 500 275.00 Meals 60 4 240.00 Lodging 85 4 340.00 Room Fee 50 50.00 Supplies 50 50.00 Refreshment 200 200.00 Advertising 450 450 Total $1805.00 Sponsored by: Seward Historic Preservation Commission CITY OF SEWARD, ALASKA RESOLUTION 2012 -063 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ACCEPT STATE OF ALASKA CERTIFIED LOCAL GOVERNMENT GRANT "HISTORIC PRESERVATION FUND FFY 12 TRAVEL AND TRAINING GRANT" A FEDERAL GRANT THAT PROVIDES TRAINING FOR LOCAL GOVERNMENT HISTORIC PRESERVATION BOARD MEMBERS REQUESTING $6,732.00, INCLUDING $4,039.00 FEDERAL SHARE AND $2,693.00 APPLICANT SHARE IN THE FORM OF IN -KIND VOLUNTEER LABOR AND APPROPRIATING FUNDS WHEREAS, pursuant to the National Park Service Historic Preservation Act of 1966, certain federal share matching grants for historic preservation projects are available to certified local governments; and WHEREAS, Certified Local Government Grant "Historic Preservation Fund FFY 12 Travel and Training Grant" provides funds to train and educate 2 current Seward Historic Preservation Commissioners in attendance to the 2012 National Preservation Conference entitled "Moving Beyond Traditional boundaries "; and WHEREAS, the grant was awarded and received June 27, 2012; and WHEREAS, board training and travel total $6,732.00 including $4,039.00 Federal share and $2,693.00 applicant share in the form of in -kind volunteer labor. 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 accept CLG Grant "Historic Preservation Fund FFY 12 Travel and Training Grant" to provide training and travel for 2 Seward Historic Preservation Commissioners. Section 2. Funds for board training and travel total $6,732.00.00 and are appropriated to account no. 101 - 1111 -5140. Section 3. This resolution shall take effect immediately upon its adoption. r■ CITY OF SEWARD, ALASKA RESOLUTION 2012 -063 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13 day of August, 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) Agenda Statement c o s ew Meeting Date: August 13, 2012 67444% To: City Council ACK • Through: City Manager, Jim Hunt From: Library Director, Patricia Linville Agenda Item: A Resolution Authorizing the City Manager to accept a State of Alaska Federal Grant BACKGROUND & JUSTIFICATION: The State of Alaska, Department of Natural Resources Office of History and Archaeology has awarded a grant to the City of Seward, Historic Preservation Commission to attend a training conference entitled, "Beyond Boundaries" in Spokane, Washington from October 31- November 3, 2012. The total travel and training costs for 2 commissioners to attend this conference is $6,732.00 with $4,039.00 coming from Federal reimbursable funds. The remaining applicant share of $2,693.00 will be contributed as in -kind labor and services from the Seward Historic Preservation Commission. The conference provides an opportunity for the attendees to interact with the local preservation community, bringing their depth of knowledge and expertise to bear on local issues. It also provides local community leaders with affordable and accessible high- caliber professional development opportunities. Participants learn from leading experts and practitioners, share tactics and achievements, and explore challenges and successes in our region. The conference will include interactive education sessions, field sessions with hands -on exploration of preservation sites, affinity sessions for partnership building and networking, and on- your -own activities that inform, teach and connect. Engage in vital conversations about how we can expand the role of preservation in revitalizing cities, combating sprawl, creating jobs, saving energy, preserving landscapes, and building community. The conference will challenge the preservation community to work with traditional and new partners to increase preservation's relevance in modern communities and become better advocates for the movement in our hometowns. INTENT: To utilize the State of Alaska Federal Grant Funds to educate and train 2 Seward Historic Preservation Commissioners at the National Preservation Conference "Beyond Boundaries" in Spokane, Washington from October 31- November 3, 2012. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): 3.9.1.2 Page 29 X 2. Strategic Plan (document source here): Page 13 X 3. Other (list): X FISCAL NOTE: The State of Alaska, Department of ►natural Resources Office of History and Archaeology Certified Government Grant in the amount of $4039.00 will be appropriated to the Boards and Commissions account 101 - 1111 -5140 and expended on conference registration, travel and subsistence as indicated in the grant application. The remaining $2693.00 accounts pp by Department: for applicant in -kind contribution. Approved b Finance De artment: . r a ��__ � . ,i, ATTORNEY REVIEW: Yes No X RECOMMENDATION: U a ( , Council approve Resolution 2012 - authorizing the City Manager to accept "Historic Preservation Fund FFY 12 Travel and Training Grant" from the State of Alaska Historic Preservation. • it yf '. g ", ..61 P `" L 1#e 1,1::',ta` „, ii,, s a {; yr 1 r s -: ' : 4 I :, < Depart /neat of Natura: Resources Division of'Parks and Outdoor Recreation It " : + Office of History and Archaeolop 3" 550 West 7i t quite 1380 Anchorage, Alaska 99501 -3561 __--- / Main: 907 269.8700 Fax: 907.269.8907 July 12, 2012 ; " �` ? S 1 . 1 r 1 1 , i lj ' Jim Hunt, City Manager ii_. ' City of Seward _ _ ` ` Box 167 ' CITY ul t f.J : i Seward, AK 99664 .- - ..� Re: Historic Preservation Training: Spokane FY12 Historic Preservation Fund: Grant # 12577 Dear Mr. Hunt: Enclosed is a fully executed State - Local Grant Agreement for the above - referenced Historic Preservation Fund (HPF) project. Please note that the beginning date for the grant performance period has been changed to allow earlier (and perhaps less expensive) purchase of airline tickets, lodging, registration fees, etc. Upon completion of travel and training, your entity must submit a brief narrative report and one request for reimbursement combining expenses incurred and backup documentation for any staff and /or historic preservation commissioner covered by this grant agreement. The enclosed Summary of Documentation form must accompany your narrative report and request for reimbursement. Please contact me if you would like an electronic version of the form. If you have any questions or require additional information, e -mail me at jean.avers( or call (907) 269 -8694. Sincerely, e' L. --. .... ::._ ---5 Jean Ayers Grants Administrator Enclosures - Executed Grant Agreement - Summary of Documentation Form LiS— Historic Preservation Fund: Travel Grant State -Local Grant Agreement CFDA # 15.904 HPF Project # 12577 This grant agreement is between the State of Alaska, by and through the State Historic Preservation Officer for purposes of the National Historic Preservation. Act of 1966, as amended (PI. 96 -515). Hereafter, the State, and, Hereafter, the Grantee Article 1. Grant Title: Article 2. Appendices: Appendices referred to and /or attached with this agreement are considered part of the agreement. A17 isle ?. The grant application submitted by the Grantee is made a part of this agreement by this reference. Article =1. Performance of Services 3.1 Appendix A sets forth the scope of work to be performed by the Grantee. 3 2 Appendix B sets forth the project budget. 3.3 Appendix C sets forth the financial reports that must be supplied to the State, the payment schedule for disbursement of funds to the Grantee, and audit requirements. 3.4 Appendix D sets forth special conditions of the grant, amendment procedures and a list of enclosures. Enclosures include: Assurances Non - Construction Programs; Certifications Regarding Debarment, Suspension and Other Responsibility Matters, Drug -Free Workplace Requirements and Lobbying; Statement of Willingness to Comply with Requirements of Federal Grant, arid other applicable Federal or State statutes. Article 5. Period of Performance: The period of performance of the grant agreement begins and ends There can be no time extensions. Article 6. Consideration 5.1 The estimated total cost of the project is $ The Federal share of the project is The estimated non - federal share of the project is $ 5.2 En full consideration of Grantee's performance under this grant agreement, the State shall apply to the National Park Service for sixty percent (60 %) of the estimated total cost of the project or sixty percent (60 %) of the actual total cost of the project, whichever is less, in accordance with Appendix B and Appendix D of this agreement. 5.3 An administrative surcharge, which may vary but will not exceed 6.5 % of the total direct costs, shall be assessed and retained by the State, 5.4 Twenty percent (20 %) of the total payment to Grantee may be withheld until final products and completion reports have been submitted and approved. Rev" Jun : 20:12 C H I P State - local A i s ment_Trairiinr Grant. Pate I l 5.5 To bill the State, the Grantee shall reference the HPF Project Number and mail the reimbursement request with accompanying documents to: Department of Natural Resources Division of Parks and Outdoor Recreation Office of History and Archaeology 550 West 7th Avenue, Suite 1310 Anchorage, AK 99501 -- FO R DNR US E ONLY Grantee Information and Signature Grant Tracking Data Name of Entity AWD . , LOC r UWA s ' .. _. _ I GIRT Typed or Printed Name and Title Authority, James (Jim) Hunt, City Manager State of Alaska Information and Signature Source RD Department of Natural. Resources Encumbrance No. Division of Parks and Outdoor Recreation Financial Coding Office of History and Archaeology Vendor No. Signature �. ' Project Name: . Typed _or Printed Name and Title Grant Purpose: Education & Training Judith E. Bittner, State Historic Preservation Officer NOTARY STATEMENT This certifies that on the --" day of July . 2012, bef me a Notary Public in and for the State of Alaska. duly commissioned and sworn, personally appeared James (Jim) Hunt who executed and acknowledged this instrument on behalf of the City of Seward The said City Manager , after being duly sworn according to law, stated under oath that he; Mlle is the City Manager and that he /; executed and acknowledged the same freely and voluntarily as the free and voluntary act and deed on behalf of the City of Seward WITNESS my hand and official seal the day and year in this certificate first above ten. ,,, flu'!!,.f Signature: Notary Public ,4, j- -, My commission expires 5 ) 3 -- ,, j r �.. Gix 5'4�' °`a~ _______ _ ���!ld l 4 i to !l i,& Rev: June 2012 RFP Statc-Local Agreernent_Trainine: Grant Page 2 Appendix A: Scope of Work Project Timeline & Deliverables Sponsor: HPF Project Name: HPF ProjectNumber: . Grant Period: October 15 - December 15, 2012 Federal Share: 53,911 Recipient agrees to travel and attend the National Preservation Conference in Spokane, Washington from October 31 - November 3, 2012. Recipient is responsible for arranging his /her own travel. lodging, etc. in accord with the entity's grant application. Timelines Project Deliverables Oct - Nov 20 i 2 Travel and attend conference. December 15, 2012 Submit to the Office of History and Archaeology. 1) A brief narrative report describing activities accomplished with these grant funds. For example: Describe who attended this training, when and where training occurred, why it was deemed important to your entity, and what may be achieved by having obtained the training. 2) One combined billing (a final) with backup documentation of travel and training expenses incurred by staff and /or commission members seeking reimbursement under this grant agreement. Rer• June 2012 HIT Slate-Local Ag rcentent_ rrainine (;rant Page 141 Appendix B: Budget Sponsor: HPF Project Name: HPF Project Number: COST CATEGORIES: Personal Services' 2.631.00 Travel 1,1 19.00 Per Diem: Meals 470.00 Per Diem: Lodging 1,400.00 Other: Registration Fees, Cabs, etc. 500.00 Total Direct Costs 6,120.00 x 6.5 % State Admin Surcharge 398.00 Total Project Costs 6,518.00 40% Grantee Match 2.607.00 60% Federal Share 3,911.00 Minus the surcharge - 398.00 Maximum. Reimbursement to Grantee 3,513.00 * Services shall be valued at the employee's regular rate of pay provided these services are for the same skill for which the employee is normally paid_ If the services are not for the same skill for which the employee is normally paid the person must he professionally skilled in the work being pei When this is the case, the wage rate used will be consistent with those paid for similar work in the labor market m which the grantee competes. If a volunteer performs services outside his profession or trade, volunteer time must be valued at the Federal minimum wage rate unless a higher rate can be documented as applicable and is approved by the State. Historic Preservation Office. in no case may an employee or consultant service be charged at a rate of more than $89.41 per hour to the grant. if employee or consultant services exceed this rate, only the amount up to and including $89.41 may be charged to the Historic Preservation Fund grant or used as matching expenses. Rev Rine 2012 itFP State -Local At eement_rrtrining Grant Page 4 Appendix C: Financial Reporting Requirements, Payment Schedule and Audit Requirements Sponsor: .. HPF Project Name: HPF Project Number: Section I: Financial Reporting Requirements Only one financial report (a final report) is required. The financial report must show all expenses incurred and backup documentation for each staff and/or commission member covered by this grant agreement. The final billing request must be accompanied by a brief narrative report. A careful f accounting of the grant project will be maintained by the Grantee, copies of which must be submitted to the State Historic Preservation Office to document reimbursement requests. Failure by the Grantee to provide adequate financial reports or required documentation w i l l provide cause for withholding reimbursement. Appendix B of this agreement describes eligible work activities for the project. Use the Scope of Work as a basis for reporting. Include the following items with all requests for reimbursement: A. A signed, completed Summary of Documentation form accompanied by source documentation for federal and nonfederal costs must be submitted to request financial reimbursement and to document matching share. Source documentation consists of paid bills, payrolls, invoices with canceled check copies, receipts of payment by vendor /contractor, donated labor, equipment or materials forms signed by person donating and a supervisor, etc. B. Where required, justification for charges should accompany the invoices. For example, payment of salaries should be supported by time sheets and justification of rate of pay. Rental equipment must be supported by time or use statements with appraisal letter. Where work has been done under contract, include a copy of the contract with statement for choice of contractor and fee for consultant service. Section II: Payment Schedule A grantee's reimbursement request must reach this office. no later than December 15, 2012. Reimbursement will be forwarded to the grantee approximately thirty (30) clays following the deadline date. Final reimbursement will be made upon receipt of acceptable narrative reports, financial reports. expenditure documentation, and approval of any special conditions of the grant. Section III: Audit Requirements Grantee must make all records relevant to this grant available for audit for a period of three (3) years after the term of the project. In addition, governmental entities are required to comply with the State of Alaska, Single Audit Regulations 2 AAC 45.01.0 and the Federal Single Audit Act of 1984 P.L: 98 -502. Rev: dune 2012 H1=1 ;tale -Local Aereement_rrainin_ Grans Page 5 Y Appendix D: Special Conditions, Amendment Procedures, and Enclosures Sponsor: HPF Project Name: r . HPF Project Number: - 1. Only one financial report (a final report) is required. The financial report must show all expenses incurred and backup documentation. for each staff and /or commission member covered by this grant agreement. Use the Summary of Documentation form to itemize costs and calculate anticipated reimbursement. 2. Each Appendix and the grant application as submitted by the Grantee are made a part of this Agreement by reference. 3. In addition to the terms described in this Grant Agreement, all Federal requirements governing grants (Office of Management and Budget Circulars A -87 or A- 122. A-102 or A -I 10. and A -128 are applicable). See OMB circulars online: nr' 'tit�ts�t. ,'hit chorrse. gowcr,rrl3 icir°c irhrys. 4, This Grant Agreement provides for the voluntary and involuntary suspension or termination of said Agreement consistent with all Federal requirements governing grants. 5. Amendments: Any modification of the project work, budget or time period, problems or adverse conditions must immediately be brought to the attention of the State Historic Preservation Office, in writing. It may be necessary to receive prior National Park Service approval before the changes may take place. The Office of History and Archaeology will notify the grant recipient in writing when approval has been obtained in the foam of an amendment to the grant award. Failure to obtain such approval prior to implementation of changes will jeopardize reimbursement. 6. Grantee must complete and return the following enclosed documents. _ Assurances: Non - Construction Programs _ Certifi.cations Regarding Debarment, Suspension and Other Responsibility Matters, Drug -Free Workplace Requirements and Lobbying _ Statement of Willingness to Comply with Requirements of Federal Grant Rev: June 2('112 HA? State -Local Agreement_ Training Grant Page 6 5\ Assurances ---- Non - Construction Programs OMB Approval No. 0345 -0040 Public reporting burden for this collection of information is estimated to average 15 minutes per response. including the time for reviewing instructions, searching existing data sources. gathering and maintaining the data needed, and completing and reviewing the collection of information. Please do not return your completed form to the Office of Management and Budget: send it to the address provided by the sponsoring agency • Note: Certain ofthese assurances may not be applicable to your project or program. Ifyou have questions, please contact the awarding agency. Further, certain Federal awarding agencies may require applicants to certify to additional assurances. If such is the case you avill he notified. As the duly authorized representative of the applicant 1 certify that the applicant: . Has the legal authority to apply for Federal assistance, and the (g) §§ 523 and 527 of the Public, Health Service Act of 1912 institutional, managerial and financial capability (including (42 U.S.C. 290 dd -3 and 290 ee -3), as amended, relating to funds sufficient to pay the non - Federal share of project costs) confidentiality of alcohol and drug abuse patient records; to ensure proper planning, management and completion of the (h) Title VIII of the Civil Rights Act of 1968 (42 U.S.C. § project described in this application. 36701 et seq.), as amended, relating to nondiscrimination in the sale, rental or financing of housing; (i) any other 2 Will give the awarding, agency. the Comptroller General of nondiscrimination provisions in the specific statute(s) un the United States, and if appropriate. the State, through any der which application for Federal assistance is being made: authorized representative, access to and the right to examine and (j) the requirements of any other nondiscrimination all records. hooks, papers, or documents related to the statute(s) which may apply to the application. award; and will establish a proper accounting system in accordance with generally accepted accounting standards 7. Will comply, or has already complied. with the require - or agency directives. ments of Titles 11 and III of the Uniform Relocation 3. Will establish safeguards to prohibit employees from using Assistance and Real Property Acquisition Policies Act of r p P 1970 (P.L. 91 -646) which provide for fair and equitable their positions for a purpose that constitutes or presents the treatment of persons displaced or whose property is ac- appearance of personal or organizational conflict of interest; gaited as a result of Federal or federally assisted programs. or personal gain. These requirements apply to all interests in real property 4. Will initiate and complete the work within the applicable acquired for project purposes regardless of Federal partici- time frame after receipt of approval of the awarding pation in purchases. agency. 8. Will comply, as applicable, with the provisions of the 5. Will comply with the intergovernmental Personnel Act of Hatch Act (5 U.S.C. §§ 1501-1508 and 7324 -7328) which 1970 (42 U.S.C. §§ 4728 - 4763) relating to prescribed stan- limit the political activities of employees whose principal dards for merit systems for programs funded under one of the employment activities are funded in whole or in part with nineteen statutes or regulations specified in Appendix A of Federal funds. OPM's Standards for a Merit System of Personnel Adminis- y Will comply. as applicable, with the provisions of the tration (` C.F.R. 900, Subpart Fl. Davis - Bacon Act (40 U.S.C. §§ 276a and 276a -7). the 6. Will comply with all Federal statutes relating to nondis- Copeland Act (40 U.S.C. § 276c and 18 U.S.C. §§ 874). and criminatian. These include but arc not limited to: (a) Title the Contract Work Hours and Safety Standards Act (40 VI of the Civil Rights Act of 1964 (P.L. 88 -352) which U.S.C. §§ 327 -333), regarding labor standards for leder- prohibits discrimination on the basis of race, color or ally assisted construction subagreements. national origin; (b) Title 1X of the Education Amendments 10. Ay'ill comply, if applicable, with flood insurance purchase of 1972, as amended (20 U.S.0 ti§ 1687 -1633, and 1685- requirements of Section 102(a) of the Flood Disaster Pro- 1686) which prohibits discrimination on the basis of sex; section Act of 19T (P.L. 93 -234) which requires recipients (c) Section 504 of the Rehabilitation Act of 1973, as in a special flood hazard area to participate in the program amended (29 U.S.C. § 794), which prohibits discrimina- and to purchase flood insurance if the total cost of insur- tion on the basis of handicaps: (d) the Age Discrimination able construction and acquisition is S10,000 or more. Act of 1975, as amended (42 U.S.C. §,S 6101 - 6107), which prohibits discrimination on the basis of age; (e) the Drug 11 Will comply with environmental standards which may be Abuse Office and Treatment Act of 1972 ('P.O. 92 -255). as prescribed pursuant to the following: (a) institution of amended. relating to nondiscrimination on the basis of environmental quality control measures under the Na- drug abuse:. (I) the Comprehensive Alcohol Abuse and tional Environmental Policy Act of 1969 (P.L. 91 -190) and Alcohohsm Prevention, Treatment and Rehabilitation Act Executive Order (F(3) 11514. (h) notification of violating of 1970 ;P.1.. 91 -616), as amended, relating to nondis- facilities pursuant to Et_) 1 1 738: (c) protection of wetlands crimination on the basis of alcohol abuse or alcoholism; pursuant to EO 11990: (e) evaluation of flood hazards in flood plains in accordance with EC) 11988; (e) assurance of Page 1 of 2 SF -424B (Rev- 4/92) Previous Editions Usable Authorized tor Local Reproduction Prescribed by OMB Circular A -102 project consistency, with the approved State management 14. Will comply with F.L. 9.3-348 regarding the protection of program developed under the Coastal Zone Management human subjects involved in research. development and Act of 1972 (16 U.S.C. §§ 1451 et seq.); (f) conformit} of related activities supported by this award of assistance. Federal actions to Stare (Clear Air) Implementation Plans under Section (76(c) of the Clear Air Act of 1955, as 15 Will comply with the Laboratory Animal Welfare Act of amended ( &_ C S.C. s 7401 et se 1966 (P.L. 89 -544. as amended, 7 U.S.C. 2131 et seq.) s q.): (g) protection of underground sources of drinking water under the Safe pertaining to the care, handling, and treatment of warm Drinking Water Act of 1974. as amended, (P l_. 9:3 -523): blooded animals held for research. teaching. or other and (h) protection of endangered species under the Endan activities supported by this award of assistance. gered Species Act of 1973. as amended. (P 1. 93 -2051, 16. AFill cornplti with the Lead -Based Paint Poisoning Preven- 12. Will comply with the Wild and Scenic Rivers Act of 1968 uon Act (42 l:.S.C. ** 4801 Cl seq. )which prohibits the use (16 t S C §§ 1271 et seq.) related to protecting compo of lead based paint in construction or rehabilitation of nents or potential components of the national wild and residence structures. scenic avers system. 17. A1'il1 cause to be performed the required financial and 13 Will assist the awarding agency in assuring compliance with compliance audits in accordance with the Single Audit Act Section 06 of the national H istori c Preservation Act of) 966, of 1984 or 0MB Circular Na. A-133. Audits of Institutions as amended (16 1. :S.C:. 470). E0 11593 (identification and of Higher Learning and other Non-profit Institutions . protection of historic properties), and the Archaeological and 18. Will comply with all applicable requirements of all other Historic Preservation Act of 1974 (16 U.S.C. 469a -1 et seq.). Federal laws. executive orders, regulations and policies governing this program. 1 , y;; i. ty�l Auironzed CerefyingOttica.'1 Tale ,. 1 / ! City Manager Appi�t Organizaiien Date Submitted City of Seward 5 Page 2 of 2 SF -424B (Rev. 4122; Pr eviaWs ECAlon S Usable Authorized for Local Reproduction Prescribed by OMB Circular A I _: yep . r'tmeet of N2tura..I Resources ' � � j✓/ 7' i -j IA 1 >Z t f / oe, Division of Parks and Outdoor Recreation 3 r _ L 01 F1Gc of 1 ljsiory and Archaeology ;• 5 `�.: 550 West J Avenue, Suite 1.'�8 u orage,Alaska99501-356? �=/ L \ Main: 907.269 8700 -'' Fax: 907.269 8907 n;r` \S"\- June 27, 2012 Re: Travel & Training Grants Historic Preservation Fund: FY12 Dear Certified Local Government Applicants: The State of Alaska Office of History and Archaeology received seven applications from Certified Local Governments (CLGs) for Historic Preservation Fund (HPF) travel and training assistance. Each CLG requested funds to assist staff or commission members to receive training at the National Preservation Conference in Spokane, Washington on October 30 — November 3, 2012. The Office of History and Archaeology has recommended for award each CLG as follows: Sponsor: CLG Project Name Federal Award Estimated City of Kenai y Ntl Pres Conf; Spokane, WA 3,776 City of Fairbanks Ntl Pres Conf: Spokane, WA 4,804 City of Seward Ntl Pres Conf: Spokane, WA 3,911 City of Unalaska Ntl Pres Conf Spokane, WA 6,384 City & Borough of Juneau Ntl Pres Conf: Spokane, WA 4,408 Fairbanks North Star Borough Ntl Pres Conf: Spokane, WA 3,113 Municipality of Anchorage Ntl Pres Conf: Spokane, WA 5,793 Total $ 32,189 I A grant agreement will be forthcoming for execution with each CLG. Please note that the federal award represents 60% of the total project costs, and each CLG is required to provide a 40% share as match, as described in the grant application package. If you have any questions or need additional information, please e -mail jean.avers(ialaska.gov or call (907) 269 -8694. Sincerely, l Jean Ayers Grants Administrator SL\ Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -064 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING A BOAT SHOW SPONSORED BY THE ALASKAN MARINE DEALERS ASSOCIATION AND ESTABLISHING RATES FOR USE OF A PORTION OF THE CITY PARKING LOT, GUEST MOORAGE AND BOAT LAUNCH FEES WHEREAS, Seward's harbor serves a variety of industries including fishing, tourism, and recreation; and WHEREAS, the Alaskan Marine Dealers Association has proposed to sponsor a boat show in Seward on September 7 and 8, 2012; and WHEREAS, the City Council wants to encourage the boating industry. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. A portion of the City parking lot between 3rd and 4 Avenues is designated for the boat show. Section 2. The harbor is authorized to discount its moorage and boat launch fees by half for the members of the Alaskan Marine Dealers Association during the boat show. Section 3. This resolution shall take effect immediately. CITY OF SEWARD, ALASKA RESOLUTION 2012 -064 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13 day of August, 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) ZIP Agenda Statement r .. Of SF� Meeting Date: August 13, 2012 t V xTvi To: City Council Nip Through: City Manager Jim Hunt From: Harbormaster, Mack Funk Agenda Item: Authorizing a boat show sponsored by the Alaska Marine Dealers Association and establishing rates BACKGROUND & JUSTIFICATION: In past years Seward's business, Sailing Inc. has hosted an on -water boat show the weekend after Labor Day. This year they would like to expand the show through their membership in the Alaskan Marine Dealer's Association (a non - profit organization). The director of the Marine Dealers came to Seward on July 24 and expressed interest in bringing more members to Seward for this special opportunity. It appears that the City Code 8.30.020 (3) provides an exclusion from the City's business license requirement for non - profit organizations engaged in casual and isolated sales. The purpose of this resolution would be to allow the Marine dealers to use a portion of the parking lot northerly of the Railway Cantina and Chevron Station at a reduced cost of $100 for their two day event (plus a day to set -up) September 7 and 8. The harbor also requests approval to reduce the guest /transient moorage fees by 1 /2 for participants in this event. If approved that would set the daily rate at $.33 per foot plus tax and boat launch fees at $5 for boat show dealers. INTENT: Encourage more visitors to Seward and marine sales through a boat and marina show. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Commercial uses allowed in the Small Boat Harbor should be targeted to those that strengthen the 1. Small Boat Harbor as a center for Marine /Tourist Convenience uses and X that do not detract from Downtown's role as the community's traditional shopper goods and services center. (page 29) Strategic Plan (document source here): Adjust local development 2. regulations, where appropriate, to encourage development that is X consistent with our economic base vision. (page 5) 3. Other (list): X FISCAL NOTE: The expanded boat show is scheduled for a weekend after the busiest part of the harbor season. It is expected that adequate parking will be available and the show should bring more parking and moorage customers. Approved by Finance Department: !, . _ �� �•�� f, ATTORNEY REVIEW: Yes No X RECOMMENDATION: Approve Resolution 2012- 610 Authorizing a boat show sponsored by the Alaska Marine Dealers Association and establishing rates. Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -065 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING GRANT FUNDS IN THE AMOUNT OF $100,000.00 FROM THE DENALI COMMISSION FOR ENGINEERING DESIGN SERVICES FOR A NEW DOCK SYSTEM TO REPLACE D- FLOAT, AND APPROPRIATING FUNDS WHEREAS, some of the floats at the Seward Small Boat Harbor are greatly in need of replacement; and WHEREAS, a 2011 study of the oldest docks in the harbor recommended starting with the replacement of D- Float; and WHEREAS, to assure public safety and good customer service a new D -Float dock is needed; and WHEREAS, a grant was submitted to the Denali Commission to design a replacement D- Float; and WHEREAS, the grant has been awarded. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized to accept grant funds in the amount of $100,000.00. Section 2. The grant funds are appropriated for engineering design services to account no. 315- 3150 -5390. Section 3. The resolution shall take effect immediately. CITY OF SEWARD, ALASKA RESOLUTION 2012 -065 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13` day of August, 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) COO Agenda Statement f ` 40f set:, Meeting Date: August 13, 2012 • % To: City Council Through: City Manager Jim Hunt From: Mack Funk, Harbormaster Agenda Item: Accepting $100,000 in granted Denali Commission funds and appropriating funds for D float replacement design BACKGROUND & JUSTIFICATION: A grant application was submitted to the Denali Commission requesting funds to design a new D -Float that is in poor condition. The City has already been awarded state funds to provide half the cost of building the new dock. INTENT: The City of Seward Harbor intends to design a new dock for the replacement of D -Float at the Small Boat Harbor. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan : Small Boat Harbor Development page 22- X Continue to upgrade and replace all utility systems. 2 Strategic Plan :page 7- Complete the renovation of the Small Boat X Harbor. 3. Other (list): X FISCAL NOTE: The City Manager is authorized to accept $100,000.00 received from the Denali Commission for the design of the replacement of D- Float, funds being appropriated to account no. 315 -3150 -'lxxx S3ti o Approved by Finance Department: ti .1- 4 0 ATTORNEY REVIEW: Yes No X RECOMMENDATION: City Council should approve Resolution 2012 - 0 authorizing the City Manager to accept grant funds in the amount of $100,000.00 from the Denali Commission for the replacement of D -Float and appropriating funds for engineering design services. C0*,,, Financial Assistance Award Number 01411 -00 � Award , '1,.!''.1-' ! D Float Replacement Seward Small Boat - DENALI COMMISSION Award Title Harbor 510 L Street, Suite 410 Anchorage, Alaska 99501 AICAS t "" (907) 271 -1414 (phone) (907) 271 -1415 (fax) Performance Period May 1, 2012 through December 31, 2014 www.denali.gov - , Recipient Organization & Address Authority CFDA Number City of Seward 112 Stat 1854 PO BOX 167 90.100 Seward, AK 99664 -0167 Denali Commission Finance Ms. Jennifer Price Phone: (907) 224 -4063 Officer Certification 05/25/2012 Recipient DUNS # 037996634 TIN # 926000086 Cost Share Distribution Table New Funding Prior Period Funding Accounting Code Total Denali Commission Other Contributors Denali Commission Other Contributors o-:5 SOA GF Fundin , , $20,000.00 *air $0 OU .€' ?^ = ;-ip"_ . $20,000.00 95670000 $80,000.00 F1-0.,f43-11144- ": saw - .` - r � � � � '°1 � TA $80,000.00 $0.00 ' L' f , moo F-,1 y $0.00 $0.00 F `�,? IZ 7_ $0 00 " s r ,- n $0.00 7 moo L -7,5 50.00 $0.00 _ _. -',_. $0.00 I~ . $0.00 $0.00 _ yt $0.00 F' $0.00 $0.00 7 _ 1 $0.00 L - j $0.00 $0.00 '` $0.001,y;� : ., ,: N.y, $0.00 $0.00 Total $100,000.00 $0.00 $0.00 $0.00 $100,000.00 This Financial Assistance Award approved by the Federal Co -Chair of the Denali Commission constitutes an obligation of federal funding. Award Conditions to the Financial Assistance Award Between the Denali Commission and The City of Seward For The Seward Boat Harbor Replacement Award No. 1411 See Below... Signature of Authorized Official - Denali Commission Typed Name and Title Date Mr. Joel Neimeyer Electronically Signed 05/22/2012 Federal Co -Chair Rev: 05/2008 AWARD ATTACHMENTS City of Seward 01411 -00 1. Award Conditions Award Conditions to the Financial Assistance Award Between the Denali Commission and The City of Seward For The Seward Boat Harbor Replacement Award No. 1411 1. Scope of Work The Denali Commission (Manager) is providing $70,576 in FY07 FHWA Sec 112, $9,424 in FY09 FHWA Sec 1934 SAFETEA -LU funds and $20,000 in State of Alaska General Funds to the City of Seward (Recipient) for the preliminary design phase of the subject project. Denali Commission funds and other project funds will be managed by the City of Seward. This project is the preliminary engineering phase of a project to reconstruct the South Harbor in Seward that includes replacement of deteriorated A, B, and C floats and the basin's launch ramp float. The work will include scoping and preliminary engineering for the project. Subsequent efforts to complete the design, including NEPA documents, permitting, and final design drawings will build off of these preliminary design tasks. The subject floats were installed in 1965 and are in a state of advanced deterioration. This project will benefit the community residents and visitors by providing new, safe floats that accommodate the community's commercial, subsistence, sport fishing and tourism/small business community. Project performance, and goals and objectives shall be monitored and measured on a quarterly basis using the documentation of record (project nomination) as a reference point, making updates as necessary. The following items shall be monitored and reported in the narrative of the quarterly report: 1. Improves safety and efficiency 2. Reduces maintenance costs 3. Improves intermodal connections The project sponsor (Recipient) has demonstrated the administrative capability for managing Denali Commission funds, as documented by the Denali Commission Transportation Program Manager (Manager) and retained in the subject award file. Denali Commission, in consultation with the Federal Highway Administration, Alaska Division (FHWA) will provide financial management and project development technical assistance throughout the project to assist in successful project execution. All payments for design and /or construction tasks associated with the subject project are on a reimbursable payment basis. Contractual and consulting services used in this project shall be procured in an open and fair competitive manner, consistent with the Federal Acquisition Requirements (FARS) and other applicable federal law. 4 Award Conditions, Award No. 1411 Page 2 of 6 City of Seward — Boat Harbor Replacement — Design Contractual services procured through sole- source contracts, or through processes that do not meet the FAR and /or Title 23 requirements, will not be eligible for Denali Commission funding. Prior to starting the competitive -bid process for design engineering and /or construction management services, the Recipient will meet in a pre -bid meeting with the Manager to review the procurement process. The Manager, in consultation with FHWA, will work with the Recipient to develop a procurement process applicable to project conditions. The Manager will approve the procurement process prior to advertising for design engineering and/or construction management services. Subsequent to the successful award of a design engineering and /or construction management contract, the Recipient, the successful firm and the Manager will conduct a post -award meeting to review FHWA requirements associated with the contract tasks. DESIGN Design development and management will begin with a competitive bid process for design engineering services that meets Title 23 USC requirements, including advertising in regional and statewide publications. Prior to advertising, the project sponsor will submit the procurement process and advertising package to the Manager for approval. Subsequent to selection, the Recipient will conduct a post -award meeting as outlined in the paragraph above. A selected design - qualified engineering firm will execute tasks and develop products including, the National Environmental Policy Act (NEPA), design, utilities, and Right of Way approvals, including the Buy America Steel program, appropriate for Title 23 USC requirements and site conditions. The Manager, in consultation with FHWA will conduct subsequent product reviews and approvals as needed. If the project is funded for and scheduled for construction, the engineering firm will prepare construction bid documents for review and approval, and will execute subsequent advertising, selection and negotiation tasks for the Recipient. All Commission funding is intended for use for the scope of work identified in the Award document only. Any balance of funds remaining on the award after the full scope of work has been completed will be de- obligated from the award and made available for other transportation projects. 2. Milestones The following milestones are identified as the major steps to be completed as part of the project. "Planned" dates for the first milestone are included here. As part of each Wt— Award Conditions, Award No. 1411 Page 3 of 6 City of Seward — Boat Harbor Replacement — Design progress report, recipients shall update the progress toward meeting these milestones (see section 7, Reporting). Planned Actual Total Cost Start End Start End At Milestone Date Date Date Date Units Completion Design 5/1/2012 12/31/2014 0 $0.00 Project Close -out 1/01/2015 03/31/2015 0 $0.00 3. Award Performance Period The Award performance period is May 1, 2012 through December 31, 2014. This is the period during which Award recipients can incur obligations or costs against this Award. 4. Direct and Indirect Costs The cost principles of OMB Circular A -87 are applicable to this Award. Direct costs associated with the City of Seward project are allowed under this document. Indirect costs associated with the City of Seward management of Denali Commission funds are allowed at the rate established by Denali Commission at 5.00% for 2012 for Title 23 funds. Please refer to the cost principles regulations for specific details on other allowable charges under this Award. 5. Budget and Program Revisions The Administrative Circular, OMB A -102, applies to this Award. Please refer to the Administrative Circular for specific details on revisions to this Award. The Administrative Circular requires that City of Seward will inform the Commission in writing (e -mail, letter, or report) at the earliest possible date of any unanticipated project cost overrun, project schedule delays, or changes in the project scope or changed site conditions. 6. Payments Payments under this Award will be made by electronic transfer in response to a "Request for Reimbursement ", Standard Form 270 (SF -270) submitted by City of Seward. Requests for reimbursements may be made at the end of each quarter or as needed. The SF -270 must be submitted to the Denali Commission via fax, e -mail ( denalicommissionfinance @denali.gov) or mail in order for payment to be processed. The form is available on the OMB website: http: //www.whitehouse.gov /OMB /grants /grants forms.html. Payments shall be made in accordance with OMB A -102. Please contact the Denali Commission's Finance Manager at (907) 271 -1414 for further information about submitting this form. No interest will be accrued on these funds. t f Award Conditions, Award No. 1411 Page 4 of 6 City of Seward — Boat Harbor Replacement — Design 7. Reporting Two forms of project reporting are required under this Award, listed below. The City of Seward shall submit reports using the Denali Commission's on -line Project Database System, available at www.denali.gov. If there are technical limitations which may prevent the recipient from meeting this requirement, please contact the Program Manager listed in this agreement. a. Progress Reports shall be submitted on a quarterly basis. The first reporting period is April 1, 2012 through June 30, 2012 and quarterly thereafter. Reports are due within 30 days of the end of the reporting period. Progress reports shall include the following: i. Total project funding, including both Denali Commission funding and other project funding sources. ii. The total project expenditures for the project as of the end of the reporting period, including both Denali Commission and Other funding sources. iii. Updated schedule and milestone information as identified in the Scope of Work iv. Narrative summary of the project status and accomplishments to date, and address the following questions: is the project on schedule, is the project on budget, and what actions are planned to address any project problems. v. Non - Construction Projects For minor repair and renovation projects or other non - construction projects, pictures should be provided of before and after, or photos that are representative of the funded activity, to the extent possible. Photos shall be provided in a digital format as part of the on -line report. A short description of the activity and names of those in the photos shall also be provided. b. Federal Single Audits shall be submitted annually, when required. In accordance with OMB Circular A -133, which requires [subpart 200] "Non- Federal entities that expend $500,000 or more in a year in Federal awards shall have a single or program - specific audit conducted for that year in accordance with the provisions of this part [subpart 205]. The determination of when an. award is expended should be based on when the activity related to the award occurs." Recipients shall also submit single audits to the Federal Clearinghouse as designated by OMB. Information can be found on the following web -site: http:i/harvester.census.Cov /sac/ c. In addition to reporting quarterly, City of Seward shall meet twice annually with the Commission to report lessons learned and project status. Award Conditions, Award No. 1411 Page 5 of 6 City of Seward — Boat Harbor Replacement — Design 8. Project/Award Close -Out The project close -out report shall be completed within 90 days of the end of the Award performance period or within 90 days of the completion of the project, whichever is earlier. Recipients must also draw down any remaining funds for expenditures incurred under this award during this 90 -day period. The project close -out report shall be submitted on -line through the Denali Commission's on -line Project Database System, available at www.denali.gov. The project close out will require the recipient to submit the following information: a. Final data for each item listed in paragraph 7(a) "Progress Reports" b. Final project expenditures itemized by the following categories: planning & design; materials & equipment; freight; labor; project administration/overhead and other expenses. c. Acknowledgement of support: For all non- construction projects, the Award recipient shall include an acknowledgement of the Government's support for the project(s) developed under this Award. The format for acknowledgement of the Government's support for non- construction awards will vary with each award and must be agreed upon between the Award recipient and the Denali Commission Project Manager. Costs associated with this requirement shall be paid out of the project funding received by the Award recipient from the Denali Commission. 9. Public Policy Laws and Assurances Award Recipients are required to comply with the public policy laws and assurances on SF 424b (non- construction projects). This form must also be signed by a certifying official of the organization. To the maximum extent practicable, considering applicable laws, Funding Recipients shall accomplish the project contemplated by the Award using local Alaska firms and labor. No portion of this award may be used for lobbying or propaganda purposes as prohibited by 18 U.S.C. Section 1913 or Section 607(a) of Public Law 96 -74. Project level environmental reviews in accordance with the National Environmental Policy Act (NEPA) and the National Historic Preservation Act (NHPA) are required for each project undertaken with Denali Commission funds. 10. Non - Compliance with Award Conditions Recipients not in compliance with the terms and conditions of this Financial Assistance Award will be notified by the Denali Commission. The Denali Commission will work with the recipient to identify the steps necessary to bring them back into compliance, and will establish an appropriate time frame for the corrections to be made. If the corrections Award Conditions, Award No. 1411 Page 6 of 6 City of Seward — Boat Harbor Replacement — Design have not been made by the deadline, the Denali Commission reserves the right to either suspend or unilaterally terminate the Financial Assistance Award for non - performance. 11. Program Manager, Financial Manager & Other Contact Information Denali Commission City of Seward Ms. Tessa DeLong /Lt r.'14a&k Transportation Program Manager Project Manager T-Tc.K/e 510 "L" Street, Suite 410 P.O. Box 167 Anchorage, AK 99501 Seward, Alaska 99664 Phone: 907 -271 -1624 Phone: 907-224-3138 Fax: 907 - 271 -1415 Fax: 907- 224 -7187 E -mail: tdelong(denali.gov Email: 1 ^.444+ 144wan(i cityofseward.net irtFuh k Ms. Monica Armstrong Ms. Kirstin Erchinger Grants Administrator Finance Director 510 L Street, Suite 410 P.O. Box 167 Anchorage, AK 99501 Seward, Alaska 99664 Phone: 907 - 271 -3415 Phone: 907 - 224 -4064 Fax: 907 -271 -1415 Fax: 907 - 224 -4038 E -mail: marmstrong(c)denali.gov Email: kerchingerncityofseward.net Sponsored by: Clerk CITY OF SEWARD, ALASKA RESOLUTION 2012 -066 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROPRIATING $50,000 FOR THE FUTURE PURCHASE OF A NEW RECORDING AND SOUND SYSTEM IN THE CITY COUNCIL CHAMBERS WHEREAS, the Council Chambers recording and sound system was last upgraded in the mid- 1990's and is now in desperate need of replacement both for recording and broadcasting purposes; and WHEREAS, while not required to, the City Council Meetings are televised the community, through the generous assistance provided by local cable television provider GCI and it is the intent of the City Clerk's Office to continue this courtesy to the community; and WHEREAS, the City of Seward 2010 -2011 Capital Improvement Plan included potential funds for the purpose of a new Recording and Sound System in the City Council Chambers; and WHEREAS, the City Clerk was not able to purchase this system in the 2010 -2011 budget cycle; and WHEREAS, projects on the council approved Capital Improvement Plan are potentially funded by revenue sharing's passed on to the City of Seward through the State of Alaska, which the city did receive from the state during the 2010 -2011 budget, but which the City Council appropriated for the purpose of paying down a loan between the General Fund and the Electric Fund; and WHEREAS, the 2010 -2011 Capital Improvement Plan allocated funds in the amount of $40,000 for the purchase of a new recording and sound system and $10,000 for the replacement of a new records management software program; and WHEREAS, the City Clerk's Office was able to purchase a records management software program outright in 2008 which is believed to be a sufficient program for the city so therefore the City Clerk intended to request a re- appropriation of $50,000 for a new recording and sound system; and WHEREAS, because these funds were appropriated to pay down Electric Fund loans, the City Clerk is now requesting an appropriation from the General Fund to pay for a new recording and sound system. CITY OF SEWARD, ALASKA RESOLUTION 2012 -066 NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1: Funding in the amount of $50,000 is hereby appropriated from the General Fund reserves account no. 101- 0000 -3050 to the 2012 Mayor and Council Equipment account no. 101 -1110 -5930 for the future purchase of a new recording and sound system. Section 2: This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 13` day of August, 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney City Clerk (City Seal) Council Agenda Statement Meeting Date: August 13, 2012 % of set •, To: Mayor and Council q 14AS� P mir From: Johanna Kinney, City Clerk Agenda Item: Appropriate funding from the General Fund to the 2012 Mayor and Council Budget for the future purchase of a new recording and sound system for the City Council Chambers BACKGROUND & JUSTIFICATION: Council approved Resolution 2009 -114, which adopted the 2010/2011 Capital Improvement Plan. Within the plan for fiscal years 2010 and 2011 were projects for the purchase of a new recording and sound system for the City Council Chambers in the amount of $40,000 and the replacement of a records management software program in the amount of $10,000. Both projects are under the management of the City Clerk and both projects were amended through to the 2011 fiscal year by Resolution 2010 -125. Per Resolution 2009 -114, "there is $229,000 designated in the Calendar Year 2010 General Fund Budget to finance capital improvements, contingent on receipt of said amount from State Revenue Sharing, and there has been no specific appropriation of capital funding for the General Fund capital needs in 2011 due to the uncertainty of revenue sharing funding" Per the Agenda Statement for Resolution 2010 -125, "the capital budget plans reflect a list of needs identified for 2011. However, funding is not appropriated to meet any of these capital needs, with the exception of minor General Fund needs which will be met only if State Revenue Sharing funding is received, and capital requirements in the Parking Enterprise Fund and Motor Pool Internal Service Fund." The City Council elected to appropriate the State Revenue Sharing funding toward pay down of the General Fund's loan with the Electric Fund, due to the cash shortfalls in that Fund. The administration recommends funding this project through the General Fund unassigned reserves (balance $3,510,601 at 12/31/11). Because the City Clerk's Office was not able to purchase a sound system in 2011, the City Clerk requests an appropriation of $50,000 to the Mayor and Council Equipment account, 101- 1110 -5930. The Clerk is requesting $50,000 instead of the originally requested $40,000 due to concern $40,000 may not be enough and because the $10,000 dedicated to the replacement of the Clerk's records management software program is not needed at this time. 1� INTENT: The intent of this resolution is to allow the City Clerk to purchase a recording and sound system in 2012 by appropriating funds. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X Strategic Plan (document source here): • Page 2: "The mission of the City of Seward government is to provide quality leadership, operate efficiently, be responsive to the desires of its residents...." • Page 5: "Endeavor to provide modern communication infrastructure" 2 • Page 13: "Enhance the `Sense of Community' Among Residents of X the Greater Seward Area....Make every effort to involve the entire community in decision making process....Promote the development of local communication networks" • Page 20: "The City of Seward annual operating budget, capital improvement budgeting and Comprehensive Plan will also be developed consistent with the community vision and recommendations of the Strategic Plan." Other (list): • City Charter 5.5 and City Code 2.20.045: "(the city clerk) shall attend all meetings of the council and shall keep a record of its 3. proceedings." X • City Code 2.20.045: "(the city clerk) He shall be custodian of the city seal and the official records of the city." FISCAL NOTE: Funding for this purchase will come from the General Fund unassigned reserves, since revenue sharing funds originally anticipated as the source of funding for this project, were utilized to pay down a loan with the Electric Fund. Approved by Finance Department: ATTORNEY REVIEW: Yes No x RECOMMENDATION: City Council authorize an appropriation of $50,000 from the General Fund reserves for the purchase of a new recording and sound system for the City Council Chambers. Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -067 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING AN AMENDMENT TO THE VESSEL WASH DOWN AND WASTEWATER RECYCLING FACILITY DESIGN CONTRACT WITH PND ENGINEERS AND APPROPRIATING FUNDS WHEREAS, in January 2012, the City accepted grant funds in order to design a new vessel wash down facility at the Seward Marine Industrial Center; and WHEREAS, in March 2012, the City contracted with PND Engineers to design the new facility; and WHEREAS, the original contract did not anticipate the design of a year -round heated facility; and WHEREAS, it now appears that the design of a year -round heated facility would be in the City's best interest. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The engineering design contract is hereby amended to increase the scope of work to design a heated, year -round facility. Section 2. The engineering design contract is hereby amended to increase the budget in the amount of $31,277. Section 3. An amount of $$1904.50 of harbor reserve fund no. 402 - 0000 - 3071 -0278 be transferred and appropriated to wash down fund account no. 278 - 0000 - 3070 -0402. Section 4. The City Manager is authorized to execute the necessary documents. Section 5. This resolution shall take effect immediately. CITY OF SEWARD, ALASKA RESOLUTION 2012 -067 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13th day of August, 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) .1S-- Agenda Statement r j e . Meeting Date: August 13, 2012 C 9�a To: City Council 4 �AS Kp Through: City Manager Jim Hunt From: Harbormaster Mack Funk Agenda Item: Amending the Wash Down pad contract with PND Engineers BACKGROUND & JUSTIFICATION: In 2009, the City Administration applied for grant funds to design and construct a vessel wash down pad at the Seward Marine Industrial Center (SMIC). The proposed system included a heated pressure washer, but not a heated concrete slab or the mechanical and electrical gear to allow year -round use. It appears that this decision was driven by cost. The City's engineer estimated that a fully heated system will cost approximately $1.3 Million more than a non - heated system. In January 2012, the City Council accepted grant funds and later approved an engineering design contract. (It is expected that a construction grant will be approved this fall for construction in 2013). Neither the design contract nor the expected grant includes the heating system to allow year - round use. With the planned expansion at SMIC, the Administration believes that designing the complete system, to include heating, for future incorporation into the facility as funds become available and for year -round use, would make the most sense. About 60 vessels are currently hauled out with the 250 ton lift at SMIC each year, with the busiest seasons in the spring and fall. We expect that number to increase and the time frame to expand into the colder months as the SMIC improvements associated with the Coastal Villages project moves advances. The wash down pad will be used to clean the bottoms of vessels when they are hauled out and the wastewater will be recycled. After negotiating with the engineering firm, the estimate to design the complete system is $91,629.50. The engineering firm is working under time and materials basis, so it is now proposed that the estimate be utilized as a not -to- exceed amount. This requires a change order of $31,277 beyond the approved contract amount ($60,352.50) and extra appropriations in the amount of $1904.50 from harbor reserve funds. INTENT: To design a wash down system with the most operational flexibility for year -round use. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Continue to support, 1. promote, enhance and develop harbor facilities to accommodate Seward's growing demand for marine transport facilities. (page 35). X 2 Strategic Plan (document source here): "...jobs that promote a higher standard of living." (page 3) X 3. Other (list): X FISCAL NOTE: Appropriate and transfer $ from harbor reserve fund no. 402 - 0000 - 3071 -0278 to wash down fund 27 8 - 0000 - 3070 -0402. • Approved by Finance Department: , /_. i � / ATTORNEY REVIEW: Yes No N RECOMMENDATION: City Council approve Resolution 2012 -O authorizing an amendment to the vessel wash down and wastewater recycling facility design contract with PND engineers and appropriating funds. June 1, 2012 PROJECT TITLE: Seward Marine Industrial Center VWDWRF CLIENT: City of Seward PHASE: Design and Permitting, Revised Estimate For Heated Wash Slab 2 -Phase Construction Phase I Engineering Only LA BOR: Senior Senior Senior Staff Staff Sr. Env Cad Task Eng. VII Eng. IV Eng. I Eng. V Eng 11 Scientist Tech IV Des. V Total Labor No. Task (Scope of Services) 180.00 140.00 1 10.00 100.00 85.00 100.00 90.00 90.00 Hours Cost Original Scope I Management, Mtgs and Client Coord 40 60 20 2 Design Development 8 128 $14,040.00 8 100 80 3 Permit Documents 2 4 10 40 228 $$5,600.00 4 City Presentations (assume 1) 8 20 12 56 $3,740.00 8 4 1 5 Office Construction Support 16 12 32 $9,420.00 Labor Subtotal 40 16 6 78 $9,420.00 74 0 212 126 4 20 8 78 522 $59,320.00 Additional Scope to include 2 -Phase Construction and Heated Slab 6 Management, Mtgs and Client Coord 10 20 10 7 Permit Documents 4 44 $2,900.00 2 4 4 8 8 Additional Site Design Development 4 20 12 16 28 $5, 9 Building Design (Not provided at this stage) 16 52 $5,5 Labor Subtotal 16 0 0 $0.00 44 26 0 8 4 26 124 $13,820.00 TOTAL LABOR 90 0 256 152 4 28 12 104 646 $73,140.00 EXPENSES: Design Item Cost Expenses Quantity Unit per Unit Marku I Vehicle (Assume 5 Trips) 1250 Miles p Cost 2 Lodging $0.55 Included $687.50 3 Led Diem 0 Days $75.00 1.1 $0.00 4 Per Miscellaneous 3.5 Days $70.00 Included $245.00 N/A LS $100.00 Included $100.00 TOTAL EXPENSES $1,032,50 SUBCONSULTANTS: Item Subconsultant RSA Engineers (includes $4,000 reduction from current sco e Cost Markup Cost p) $15,870 1.1 $17,457.00 $0.00 TOTA L SUBCONSULTA NTS $0.00 $17,457.00 Total - Labor Total - Expenses $$1,140.00 Total - Subconsultants $1,032.50 TOTAL (Time and Materials Estimate) $17,457.00 $91,629.50 Current Budget $60,352.50 Additional Budget Required $31,277.00 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -005 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING AN EXXON VALDEZ OIL SPILL TRUSTEE COUNCIL GRANT IN THE AMOUNT OF $89,725 FOR A VESSEL WASH - DOWN AND WASTEWATER RECYLING FACILITY AT THE SEWARD MARINE INDUSTRIAL CENTER, AND APPROPRIATING FUNDS WHEREAS, the City of Seward, Harbor Department has applied for and received grant funding from the State of Alaska Department of Fish and Game to design a Vessel Wash -Down and Wastewater Recycling Facility (VWDWRF); and WHEREAS, a new VWDWRF will result in significant environmental improvement by collecting potentially toxic chemicals and properly disposing of waste stream sand WHEREAS, Alaska Department of Fish and Game has indicated that the construction money in the amount of $649,375 will be approved in September 2012; and WHEREAS, construction is expected to begin in September 2013. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized to accept a grant with the State of Alaska Department of Fish & Game, and to execute the grant agreement. Section 2. The Harbormaster will serve as project manager. Section 3. Funding in the amount of $89,725 is hereby appropriated from the State grant revenue account no. 278 -2781 -4680 -0200 to the SMIC Wash -down Pad grant project account no. 278- 2781 -5390. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9 day of January, 2012. CITY OF SEWARD, ALASKA RESOLUTION 2012 -005 THE CITY OF SEWARD, ALASKA 1 David "�� avid Seawar,, ayor AYES: Valdatta, Bardarson, Keil, Casagranda, Te NOES: None m, Shafer, Seaward ABSENT: None ABSTAIN: None ATTEST: /G� ll ✓/ � ohanna Kinney, CMC City Clerk (City Seal) : �ea�es S �a�,� o . -- , �i O i ;7-7 r J CITY OF SEWARD, ALASKA APPLICATION FOR THE SEWARD HISTORIC PRESERVATION COMMISSI e N( t Z 0 0 NAME:. ZVx1 , 1 F' ik STREET ADDRESS: 3 ' EVer5 r ek r +- MAILING ADDRESS: PD C-D E -MAIL ADDRESS G1/1- i i -- h�ai HOME TELEPHONE: 3(o 9 LENGTH OF RESIDENCY IN THE SEWARD AREA: years PRESENLY EMPLOYED AS: -t/ f - +1'14-e 1/1/10 e jf - List any special training, education or background such as grant writing, history, architecture, or archeology, which may help you as a member of the Commission: have- no efe iya i rt f ✓ta 101A-4 tot && 4 gY'0)4 i ►'1 -e v-e 5 1tt6}01 e , -fie letka^ {��hr�rs��I arri +LQ Have you ever been involved in any aspect of historic preservation? If so� iefl d describe your involvement: I am specifically interested in serving on the Historic Preservation Commission because: See above Have you ever served on a similar commission elsewhere? Yes or l o If so, where? And when? If appointed, are you willing to: • Do historic research? a NO • Work on preparing grant applications? NO • Work on writing historic register nominations? NO • Attend historic preservation workshops? YES NO €afLo -- c e vtei upc� Noy � t l D c�-uL eats m Ckt (d Cave, ve, a v= ATU RE DATE , MEMO 41 of s ets. t ; ; �'o Meeting Date: August 13, 2012 s From: Johanna Kinney, City Clerk Agenda Item: Discussion on the delegate t ' to Obihiro this fall, and giving direction if council intends to invite a delegation from Obihiro to Seward the following year. BACKGROUND & JUSTIFICATION: Obihiro, Japan has been Seward's Sister City since 1968. The two cities have participated in a student exchange since 1973, maintaining a regular exchange of correspondence, and provide trophies for each other's respective community events. At the February 13, 2012 City Council meeting, City Clerk Johanna Kinney requested direction from the council on how to respond to the City of Obihiro's invitation to send a delegation to Obihiro this fall to celebrate their 130"' anniversary as a city. Obihiro has offered to pay for costs, excluding lodging and airfare, for up to nine people. The City Clerk has confirmed with the City of Obihiro that homestays could likely be an option as well as staying in a hotel. Council may remember that in 2002 at the request of our Sister City, Seward sent a 26- person delegation to Obihiro to celebrate their 120 "' anniversary as a city. In 2003, Seward invited delegates from Obihiro and Port City Kushiro, Japan to celebrate the 100 anniversary of the founding of Seward. Direction was given to the clerk to send a response that Seward was interested in sending delegates and the details would be determined at a later date, but that the City of Seward accepted the invitation. Approximate dates of Obihiro's celebrations will October 30 - November 3, 2012. Sister City Coordinator Debbie Bond estimated airfare to be approximately $1,500 to $2,000. International Coordinator Josh Neta in Obihiro has stated hotel rooms are comparable to those in Alaska, $100 -$200 a night. Last month, our liaison in Obihiro asked the City Clerk if the city intended respond in kind to Obihiro with an invitation for them to come to Seward for the 110"' anniversary of the founding of Seward. 0� RECOMMENDATION: The City Clerk needs direction on how council would like to proceed. Does the City Council still wish to send a delegation to Obihiro this fall and if so, how manypeople? In 2002, the city appropriated $30,000 to fund travel for 8 people, including gifts and the hosting of a reception in Obihiro. Based on who the council wishes to send, the City Clerk can prepare a resolution appropriating certain funds for consideration. Does the City Council wish to extend the invitation to interested members of the public? If so, it is possible the City Clerk can quickly solicit applications and include these in the resolution (see Resolution 2002 -061 as an example). As a convenience to our hosts in Japan, it is recommended those traveling should be on the same flights so stipulations about upfront costs should be included in the notice put out by the clerk. Does the City Council wish to reciprocate this invitation by inviting a delegation from Obihiro to Seward in 2013? If yes, when would you like to send out a formal invitation and with what parameters (i.e., how many, what is the city willing to pay for, when would you like to invite a delegation)? Important dates to keep in mind: • The Seward Mural Society's tentative timeframe to travel to Obihiro is September 16 -30, 2013 • Founder's Day in Seward is August 28 "' • The annual exchange will have the Obihiro students in Seward approximately the last two weeks of July (dates likely not determined until late spring of 2013) Johanna Kinney From: Josh Neta <joshneta @gmail.com> Sent: Sunday, January 22, 2012 10:15 PM To: Johanna Kinney; Brenda Ballou Subject: Obihiro 130 Year Anniversary Follow Up Flag: Follow up Flag Status: Flagged Dear Johanna, This year marks the 130 year pioneering anniversary and 80 year city founding anniversary of Obihiro. We will have having a celebratory ceremony on 11/1 and would like to invite the Mayor, City Council Chairperson, and any other relevant parties. A welcome party will also be held on 10/31, so we are recommending that visitors be in Obihiro from 10/30 till 11/3. Obihiro will be paying for food, transportation for sightseeing, and any relevant fees for sightseeing locations for up to 9 people. Note that 9 people is not a limit on how many people are invited, simply how many people the city of Obihiro has budgeted for and will be able to pay for. We are sorry but we will not be able to pay for lodging or airfare. Please RSVP by 1/31 if it will be possible for a delegation to attend. With the elections coming up in November we are aware that it might be difficult to send a delegation. If it is not possible to attend because of the time frame, please let me know if there is another time of the year that would be possible for a delegation to come to Obihiro. Thank you, Josh BEGIN - ANTISPAM- VOTING -LINKS NOTE: This message was trained as non -spam. If this is wrong, please correct the training as soon as possible. Teach Can't if this mail (ID 3174804) is spam: Spam: http: / /canit.citvofseward. net /canit /b.php ?i = 3174804 &m= 23f88e331eda &c =s Not spam: http: / /canit.cityofseward. net /canit /b.php ?i = 3174804 &m= 23f88e331eda &c =n Forget vote: http: / /canit.citvofseward. net /canit / b.php?i= 3174804 &m= 23f88e331eda &c =f END - ANTISPAM- VOTING -LINKS 1 . 1.-k Johanna Kinney Subject: FW: 130 Year Annivesary Attachments: Seward Schedule.xlsx; 2012_ H .S._Exchange_Seward_Obihiro.doc Original Message From: Josh Neta f mailto:ioshneta@ gmail.coml Sent: Tuesday, June 19, 2012 11:33 PM To: Johanna Kinney Subject: Re: 130 Year Annivesary Hi Johanna, Sorry, I really wish I could send you guys a formal invite but well I think we've talked about the stamping and approval ritual here before. I've attached a schedule for the 130 year celebration. I'm sure there will be changes to it between now and November. I got a schedule from Debbie a while back. Did she never send it to you? I'm attaching that as well. FYI, she sent me an email the other day saying the Qutekcak event is off the schedule. Any day that is free works for me for the mural meeting. We'll have to do lunch as well. Thanks, Josh 1 Date Time Event 10/30 Afternoon Arrive Obihiro Morning Open 10/31 Afternoon Sight Seeing( ?) ff I 7:00pm Sister City Welcome Party 130 Year Celebration ) 11/1 12:30pm 130 Year Lunch {� Afternoon Chrysanthemum Festival — -- Mural Location Viewing (Zoo) Morning Obihiro City Operations Observation 11/2 Exchange activity with the Obihiro Committe Afternoon for International Friendship 11/3 Morning Return To Seward Johanna Kinney From: Josh Neta <joshneta @gmail.com> Sent: Tuesday, July 10, 2012 1:24 AM To: Johanna Kinney; Brenda Ballou Subject: Seward 110 Year Anniversary Hi Johanna, We talked about this briefly last year when I was in Seward, but my boss needs to know before next week if possible, is Seward planning to invite a group from Obihiro to your 110 year annivesary next year? Assuming that you guys are planning to invite us, around when do you think such an invite would be sent out, or when do you think your celebration would be held? Also do you have any idea how many people would be invited? The reason we need to know is because they're having budget hearings starting next week and while we wouldn't necessarily decide on a budget, we at least need to let the city council know that this will be coming up next year. So if you could please let me know at least the approximate time frames I would appreciate it. Thanks, Josh BEGIN - ANTISPAM- VOTING -LINKS Teach Canit if this mail (ID 3611768) is spam: Spam: http: / /canit.cityofseward. net /canit /b.php ?i = 3611768 &m= df3a67536e91 &c =s Not spam: http: / /canit.cityofseward. net /canit / b.php?i= 3611768 &m= df3a67536e91 &c =n Forget vote: http:/ /canit.cityofseward. net /canit /b.php ?i = 3611768 &m= df3a67536e91 &c =f END - ANTISPAM- VOTING -LINKS B�l / City of Seward, Alaska City Council Minutes May 13, 2002 Volume, Page 64 7 1VI'oti; afer) Approve Resolution 2002 -052 Motion approved Unanimous Other New Business Items Accepting the resignation from Seward City Council of Council Member Charles David Brossow and declaring his City Council Seat vacant effective May 14, 2002. Brossow was noted to have a conflict of interest. Motion (Clark/Calhoon) Accept the resignation of Council Member Charles David Brossow Motion approved Yes: Calhoon, Shafer, Orr, Branson, Clark, Blatchford Abstain: Brossow Discuss Obihiro — 120` Anniversary Trip. Sister City Coordinator Lani Lockwood gave an overview of the invitation from our Sister City. Janke stated that this was on the agenda because some decisions had to be made including; which individuals would have their travel expenses paid for by the City, how many would attend, the length of the visit and how delegates were going to be chosen. Council Member Vanta Shafer was appointed Council liaison to organize the Sister City Adult Exchange. Appointing 2 Applicants to the Historic Preservation Commission. The Mayor appointed and the Council confirmed Sherry Appel and Iris Darling to the Historic Preservation Commission. Mayor Blatchford noted he was impressed with Connie Spencer's qualifications. Informational items and reports Finance Quarterly Report January — March 2002. Seward Alice Pickett Memorial Animal Shelter April 2002 Report hrr Sponsored by: Clerk CITY OF SEWARD, ALASKA RESOLUTION 2002 -061 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROPRIATING $30,000 FROM THE GENERAL FUND FUND BALANCE, AND AUTHORIZING TOTAL EXPENDITURES OF $30,000 FOR DELEGATION EXPENSES TO CELEBRATE OBIHIRO, JAPAN'S 120TH ANNIVERSARY WHEREAS, the City of Obihiro, Japan has invited a delegation from the City of Seward to travel to Japan in celebration of Obihiro's 120 Anniversary; and WHEREAS, the approximate dates of the trip are October 29 — November 7 depending on airline flight availability and scheduling arrangements; and WHEREAS, the City of Obihiro will pay for the Seward Delegation's four night stay at a hotel in Obihiro and meals during this time; and WHEREAS, the City of Obihiro has agreed to set up homestay placements so the Seward Delegation may extend their trip; and WHEREAS, the City of Seward will pay for the travel expenses of: City Manager Scott Janke, City Clerk Jean Lewis, Finance Director Kristin Erchinger, Sister City Coordinator Lani Lockwood, Mayor Edgar Blatchford, Council Member Margaret Branson, Council Member Stu Clark, and Council Member Vanta Shafer; and WHEREAS, the City of Seward will pay for a reception in Obihiro's honor; and WHEREAS, the City of Seward will pay for a gift for our Sister City of Obihiro, a gift for our Sister Port City of Kushiro, a small group visit to Kushiro, commemorative pins, and small gifts to our delegation counterparts; and WHEREAS, the City of Seward also approves the following individuals as members of the Seward Delegation: Kate Anthony, Blaine Bardarson, Jean Bardarson, Debra Bond, James Bond, Becky Buchanan, Rebecca Callahan, Carol Chaudiere, Dawn Hunziker, Linda Lockwood, Monica Luther, Melody Moline, Jean Polowski, Pat Reilly, Jessica Sauer, Sandy Wassillie, Brent Whitmore, and Ann Wright. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SEWARD, ALASKA, that: CITY OF SEWARD, ALASKA RESOLUTION 2002 -061 Section 1. The Council appropriates funds of $30,000 from the General Fund Fund Balance Account Number 101- 0000 -3050, and authorizes total expenditures of $30,000 to the Promotion Account Number 101 -1110 -5730. 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 24th day of June, 2002. THE CITY OF SEWARD, ALASKA �, c 3 p.„ 1 -- L� Edgar Blatchford, Mayor AYES: Blatchford, Branson, Calhoon, Clark, Orr, Shafer, Valdatta NOES: None ABSENT: None ABSTAIN: None ATTEST: "... . r Jean/ ewis City Clerk ` t o tI II I Mt F (City Seal) e�� s % % 4 O ,... V'4 ... 4 '., 0 °Pt ii' • ' • p si • • r r • ; 1j S ,. r . 4 ' '• h ' . �� ©f w'% • Sponsored by; Clerk CITY OF SEWARD, ALASKA RESOLUTION 2003 -010 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROPRIATING $26,913 FROM THE GENERAL FUND FUND BALANCE, AND AUTHORIZING TOTAL EXPENDITURES OF $26,913 FOR JAPANESE DELEGATION EXPENSES WHILE IN ALASKA WHEREAS, the City of Obihiro and the City of Seward have been Sister - Cities for 34 years; and WHEREAS, the City of Seward joined the City of Obihiro's 120 Anniversary Celebration by sending a delegation of 20 Sewardites to Japan in 2002; and WHEREAS, the City of Obihiro hosted the entire Seward delegation to four nights in a hotel, fifteen meals, a chartered tour to Kushiro, a tour of Sapporo, two welcome receptions, gifts were given to each member of the delegation and to the City of Seward, home stays were arranged, and many activities in Obihiro were provided; and WHEREAS, the Council would like to extend an invitation for Obihiro to send a delegation to Seward to help celebrate our Centennial; and WHEREAS, some activities for an Obihiro delegation could include: arrive in Anchorage spend night in Anchorage hotel, train ride to Seward, Resurrection Bay cruise, local hikes and activities, a reception hosted by the City of Seward, community potluck/ barbecue, chartered Bus Limo to return to Anchorage, and one night in Anchorage prior to return flight to Obihiro; and WHEREAS, Kushiro, Japan and Seward have been Sister Ports for 21 years, exchange annual gifts, have hosted delegates from the respective cities, and the Council would like to extend an invitation for a small delegation (Mayor and a guest) to come and help Seward celebrate our Centennial at the same time of the Obihiro delegation; and WHEREAS, Seward's Comprehensive Plan states, "There is Interest in Continuing to Strengthen Seward's Trade With Foreign Countries" and "Continue to promote tourism and extend maximum support to the efforts of local, State, national and international organizations which promote Seward as a visitor destination point." NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The Council appropriates funds of $26,913 from the General Fund Fund Balance Account Number 101- 0000 -3050, and authorizes total expenditures of $26,913 to the Promotion Account Number 101 -1110 -5730. r , CITY OF SEWARD, ALASKA . RESOLUTION 2003 -010 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 27` day of January, 2003. THE CITY OF SEWARD, ALASKA Edgar Blatchford, Mayo AYES: Valdatta, Shafer, On, Dunham, Branson, Clark, Blatchford NOES: None ABSENT: None ABSTAIN: None ATTEST: Ica, i ewis ‘t ouute ct , Cit Clerk f ., (City Seal) SEAL 'f� , b• i SEAL • '• • l• O • • U M • ~ 0 � .. T� of PE A•` ' 9/a sets, ict v ? '4/liri park M emo To: Honorable Mayor Seaward a Council Members so rill/ Thru: City Manager Jim `uAir From: Fire Chief David Squires Date: August 1, 2012 Re: Adoption of 2012 International Codes Last year I approached the Council with information concerning the adoption of the 2009 I — codes. We wanted to wait until the State of Alaska finished their adoption process to begin ours. The State has delayed the adoption of the 2009 codes until the fall of 2012. They intend to start the process of reviewing and modifying the 2012 codes this fall and have the Fire Chiefs and Building Officials throughout the State comment on those changes in February or March of 2013, before putting it out for public comment. I really do not want to have to go through the process of adopting the 2009 codes and then have to do it again six months later to adopt the 2012 codes. I am requesting Council consider the City adopting the 2012 I codes before the State does. Benefits in doing this are: upcoming projects will be on the latest I code, we will not have to go through a major code change until 2015, and our ISO Building Evaluation will gain points for adopting the latest published code. If Council feels this is a reasonable way to proceed, staff will start reviewing and modifying the 2012 I codes with existing State 2009 I code changes and local requirements. We expect to come back to Council for a work session(s) in November /December and start the adoption process in January 2013 to be ready for the 2013 building season. cA3 6 Corr),, 1) SEWARD C OMMUNITY i sew S. �g y^ - LIBRARY MUSEUM PROJECT ' � USCJ Q�KP ' PROJECT ACHIEVEMENTS ;' �. _. E . .... ,... .."''r^ .. . m om 'r,. _ °+ Outstanding mountain and ocean views from the new Libra, i Museum. PROJECT UPDATE Summer construction is in full swing on the new Library/Museum. In May, PCL worked to complete the underground lines prior to basement slab placement. Steel erectors completed the building steel superstructure and placed the steel bar joists and decking. The mechanical, electrical and plumbing rough -in for the concrete slabs on deck were installed and floor boxes were coordinated for the planned exhibit space. Concrete The steel superstructure rises from the foundation slabs were poured in the basement and first and second floors. Roof parapet walls against the backdrop of the Seward Mountains. were almost completed and the roofing and exterior sheathing work should commence �� *� shortly. ` �.. rte: 4? The building interior is progressing with mechanical, electrical and plumbing rough -in � _ °' work underway in the basement and first floors. On the exterior, the foundation damp proofing was applied and footing drains installed along the perimeter. The concrete retaining wall was cored for utility lines and the backfilling of the foundation began. 0 1� ' The public can expect intermittent road closures this summer as underground water lines are brought across Adams Street and sewer ewer lme across the alley. The intermittent The south elevation of the building with roof deck and road closures on Sixth Avenue for the tower crane for erecting the steel superstructure parapet wall ready for the exterior building envelope. went well. The library staff and museum committee continue to work on plans for the museum LOOK AHEAD exhibits and to procure furnishings for the library keeping the desire for high quality MILESTONES and low cost solutions in mind. The tribute tile fundraiser was a great success and the Gourmet Dinner Cruise in June was an excellent time with good food and friends including special guest author Dana Stabenow. A special thanks to Major Marine Tours for their sponsorship of the cruise. SCHEDULE 2009 2010 2011 2012 2013 Q Q Q Q Q Q Q Q Q Q Q Q Q Qi 1 Q2 Q I Q4 Schematic Design 4 8/9/10 NTP for Design Development Design Development 12/30/10 Design Development Submittal 4 4► 2/1/11 NTP for Construction Documents 4 Construction Documents 4 Select CM /GC Contractor 4 Pre- Construction Services d Negotiate GMP 4 • 7/26/11 NTP Materials Procurement Fall Constriction - Construction Winter Shutdown / FF&F, Procurement Exhibit Design/Construction Exhibit Installation BUDGET AS OF JULY 12, 2012 . ORIGINAL SPENT FORECAST AT 1 BUDGET ADJUSTED (as of 7/12/2012) COMPLETION Construction $7.399,000 $7,576.931 $3,693,086 $7.576.831 Design & Construction Administration $1,066,720 $1,066,720 $959,348 $1,066,720 Professional Services $394,000 ` $394.000 $268,002 $394.000 Other $310,000 $310.000 $55,992 $310,000 Exhibits $100,000 $100,000 $10,000 $100,000 Project Contingency $738,378 $560,547 $177 $560.547 Total Project Cost S10,008,098 S10,008,098 S5,164,260 S10,008,098 KEY PCL SUBCONTACTORS: fir Mechanical workers install hydronic heat manifolds on the first floor in anticipation of the concrete slab. RISE August 2012 August 2012 September 2012 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 1 5 6 7 8 9 10 11 2 3 4 5 6 7 8 12 13 14 15 16 17 18 9 10 11 12 13 14 15 19 20 21 22 23 24 25 16 17 18 19 20 21 22 26 27 28 29 30 31 23 24 25 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Jul 30 31 Aug 1 2 3 12:00pm PACAB Meetin m rn a 0 m 6 7 8 9 10 6:00pm P &Z WS 11:30am Seward Comm 0 QD rn 7 Q 13 14 15 16 17 7:00pm City Council M 12:00pm PACAB Work 5 6:30pm Historic Preser N m rn Q 20 21 22 23 24 6:00pm P &Z Work Ses N N O N 61 7 Q — 29 30 31 ' C ._....._ .00pm City Council M [ Primary Election J m N N cn a Nanci Richey 1 8/9/2012 8:56 AM { September 2 012 September 2012 October 2012 SuM SuMo TuWe Th Fr Sa o TuWe Th Fr Sa 1 1 2 3 4 5 6 2 3 4 5 6 7 8 7 8 9 10 11 12 13 9 10 11 12 13 14 15 14 15 16 17 18 19 20 16 17 18 19 20 21 22 21 22 23 24 25 26 27 23 24 25 26 27 28 29 28 29 30 31 30 Monday Tuesday Wednesday Thursday Friday Sep 3 4 5 6 7 7:00pm P &Z Meeting 12:00pm PACAB Meetin r` rn a a 11 12 13 14 7:00pm City Council M� 11:30am Seward Comm 0 a a V) 17 18 19 20 21 6:00pm P &Z Work Ses 12:00pm PACAB Work S 6:30pm Historic Preser N N '--1 CD_ v N 24 25 26 27 28 7:00pm City Council M 00 N N a II) Nanci Richey 1 8/9/2012 8:56 AM Q "'1