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HomeMy WebLinkAbout10082012 City Council Packet ,, Seward City Council Agenda Packet • • . . 1 ... ` , , �' v ... • • • ... ', • 0:4:: • L r t e 4 lik* ... \41 ** . ' ' .. 0,.... A , / .... 4. • ••` n .1 1 i . ... , ems +41 ;,el _ on 4J . SW + 4 . t 14s . te r 4 • -y • tl • a i L ? .. Alaska Day October 18, 1867 October 8, 2012 City Council Chambers Beginning at 7 :00 p.m. 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA -America City Ai r 1 ' r {Please silence all cellular phones and pagers during the meeting} r October 8, 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. CITIZEN 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 Vanta Shafer A. Proclamations and Awards Council Member Term Expires 2013 1. Mount Marathon Rescue Proclamation Pg. 3 2. Fire Prevention Week .Pg. 4 Marianna Keil 3. October is Domestic Violence Awareness Month .Pg. 5 Council Member 4. October is Archives Month .Pg. 6 Term Expires 2012 B. Borough Assembly Report Ristine Casagranda C. City Manager's Report Council Member D. Mayor's Report Term Expires 2012 E. Other Reports and Presentations James Hunt City Manager Johanna Kinney City Clerk Cheryl Brooking City Attorney Sow City of Seward, Alaska Council Agenda October 8, 2012 Page 1 7. NEW BUSINESS A. Resolutions ftrid *1. Resolution 2012 -076, Accepting Funds From A Rasmuson Foundation Tier I Grant In The Amount Of $6750 To Update Seward Library's Non - Fiction Collection And Appropriating Funds P 7 *2. Resolution 2012 -077, Restoring Budgeted Line Items To Account For The Cost Of Credit Card Fees Charged To The City When Customers Pay By Credit Card Pg. 17 3. Resolution 2012 -078, Allocating Additional Funds For Dredging The Small Boat Harbor Pursuant To The City's Agreement With The Us Army Corps Of Engineers And Authorizing The City Manager To Enter Into The Change Order In The Amount Of $161,602.56 Pg. 21 B. Other New Business Items *1. Approval of the August 27, 2012 City Council Regular Meeting Minutes Pg. 27 *2. Certification of the October 2, 2012 Municipal Election pg. 32 *3. Schedule Budget Work Sessions for November 5, 6, and 7, 2012 at 6:00 p.m. 4. Schedule a work session to review Seward Providence Medical Center's contract for January 14, 2013 at 6:00 p.m. (Terry). 5. Re- schedule the Council Work Session to discuss Ordinance 2012 -010, Amending Title 14 Of The City's Code Of Ordinances To Provide For Interconnection Of Small Renewable Energy Sources To The City's Electrical Distribution System. 8. INFORMATIONAL ITEMS AND REPORTS (No action required) a. Hazard Mitigation Plan Update Pg. 35 b. Progress Report for the Library /Museum Project Pg. 41 9. COUNCIL COMMENTS 10. CITIZEN COMMENTS [5 minutes per individual - Each individual has one opportunity to speak.] 11. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 12. ADJOURNMENT City of Seward, Alaska Council Agenda October 8, 2012 Page 2 PROCLAMATION WHEREAS, during the annual Mount Marathon r ace on Jul 4, 2012, an adult male runner was reported missing and WHLRLA5, in the initial hours, the Seward rire Department conducted a search of the race trails for the missing runner and determined additional resources were needed and WHEREAS, the Alaska 5tate Troopers were called to assist in the search and to coordinate the search operation and WhLRLA5, assistance from 5ear Creek V lire De Alaska M Rescue Group, and the Alaska 5tate Defense Force were used in various stages of the search operation and WHEREAS, on ,July 5, 2012 citizens from the Seward communit who were familiar with the trails on Mount Mar were asked to participate in the search operations; and WhLRLA5, these men and women sacrificed their time and ph well - being, and put their hearts and souls into lo the missing runner and WHEREAS, the citize of 5ewarcl gave selflessl of themselves to assist with th search efforts a to support those involved with searching and WHEREAS, despite the best efforts of all invol parties the missing runner has not been located. NOW, THLRLJORL, I, David Seaward, Ma of the Cit of Seward, Alaska, do hereby re the agencies and members of the communit and thank them for the time and effort they spent contributing to the search: Alaska Mountain Rescue Croup Harold 1aust Alaska 5tate Defense Group Larr Harmon Alaska 5tate Troopers — 5gt. brown Mount Marathon Runners bear Creek Volunteer Fire Department Neil Watsmaund Citizens of Seward Seward Fire De D Michaud Tina King ri Toldager D t615 8th cla of Qctob 201.2 THE CITY Or SEWARD, ALASKA David Seaward, Ma 3 PROCLAMATION WHEREAS, fires are often caused by carelessness and inattentiveness; and WHEREAS, the State of Alaska has experienced significant fire- related deaths; and WHEREAS, the Governor of Alaska has proclaimed October as Alaska Fire Prevention Month; and WHEREAS, the City of Seward has experienced low fire- related deaths due to the diligence of the community, the investment made in our fire service program, and the dedication of our volunteer firefighters; and WHEREAS, the national theme is `Have 2 Ways Out" and the State of Alaska has added the theme `Fire Prevention Is Everyone's Responsibility'; and WHEREAS, even one fire- related death in our community would be one death too many. NOW, THEREFORE, I, David Seaward, Mayor of the City of Seward, Alaska, do hereby join the Governor of the State of Alaska in proclaiming October 2012 as FIRE PREVENTION MONTH and encourage all citizens throughout our community to protect themselves from the dangers of fire through national and state fire education themes and safe practices. Dated this 8 111 day of October, 2012 THE CITY OF SEWARD, ALASKA Ned David Seaward, Mayor STOP PROCJANIA'1ON r eve 14/19 CEREAS, .Alaska continues to strive to overcome high rates of domestic violence; and WHEREAS, the safety and health of all. Alaskans is vital to the wellness o f our state and local communities; and WHEREAS, violence - within the home and within relationships breaks the core of human spirit and jeopardizes the humanity that exists in every community; and 1N.9 domestic andsexualviolence harms victims physically, sexually, psychologically and economically and has both immediate and Casting consequences; and WHEREAS, everyone has the right to live without harm or even the fear of harm; and WHEREAS, the most vulnerable group of .Alaskans, our children, are burdened -with the Congest healing and toughest obstacles in their recovery; and 1V31EREAS, every individual has the capacity to help another in need, simply by virtue of believing his or her story and offering to help. NOW, THEREFORE, I, David Seaward, .Mayor of the City of Seward, .Alaska, do hereby proclaim October 2012 as Domestic 'Violence ,Awareness .?vlonth and ask all citizens in our community to Choose Respect by supporting victims of violence and taking action to break the cycle of violence. Dated this 8th day of October, 2012. THE CIfy OF SEWARD, ALAS.x.A David Seaward, .Mayor PROCLAMATION WHEREAS, the identity of a people is rooted in knowledge of our history, which gives insight into the past and wisdom for the future; and WHEREAS, much of Seward's remarkable history is contained in thousands of records in the form of photographs, letters, transcripts, videos, electronic files, and other items maintained by the Seward Community Library Museum and other City of Seward collections; and WHEREAS, the expertise and effort of archivists, librarians and curators is essential to the preservation of our important historical materials. In evaluating, caring for, and organizing records of our past, these professionals act as trustees of our corporate memory; and WHEREAS, the Seward Community Library Museum contains records dating from the early 1900s to the present, documenting Seward's founding, our progress before the 1964 Good Friday Earthquake, and the progress through the decades since. Our local records provide insight into the lives of people who inhabited and settled this unique area; and WHEREAS, Archives Month is observed nationally during the month of October to remir us of the great value of primary and secondary historical documents. The work of archivists througtl the years offers Alaskans the opportunity to investigate family genealogies, the groundwork for policies, and the stories which have led to our own time. NOW, THEREFORE, I, David Seaward, Mayor of the City of Seward, Alaska, do hereby proclaim October 2012 as Archives Month and encourage Alaskans to appreciate the extraordinary opportunities afforded by a modern, well -kept archival system, and to use them to explore the richness of our history. Dated this 8th day of October, 2012. THE CITY OF SEWARD, ALASKA David Seaward, Mayor b Sponsored by: Hunt girsv CITY OF SEWARD, ALASKA RESOLUTION 2012 -076 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING FUNDS FROM A RASMUSON FOUNDATION TIER I GRANT IN THE AMOUNT OF $6,750 TO UPDATE SEWARD LIBRARY'S NON - FICTION COLLECTION AND APPROPRIATING FUNDS WHEREAS, Seward Community Library /Museum has approximately 8000 volumes of adult non - fiction with an average age of 26.4 years; and WHEREAS, these 8000 volumes comprise 26% of the total adult collection, including Alaskana and 270 non - fiction videos; and WHEREAS, in August of 2012 a Tier I grant request was submitted to Rasmuson Foundation to update and replace approximately 450 titles in the library adult non - fiction collection; and WHEREAS, the Rasmuson Tier I Grant #7064 was awarded and received on September 12, 2012. r 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 purchase approximately 450 volumes of adult non - fiction. Section 2. Funding in the amount of $6,750.00 is hereby received to account no. 101 -0- 4680 -0900 and appropriated to account no 101 - 1500 -5990. Section 3. This resolution shall take effect immediately. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8 day of October, 2012. 1 Agenda Statement r 4AF I Fi9 Meeting Date: October 8, 2012 k :14$ $ To: City Council 4irsor,,t Ned 1 &4 »_ Nur Through: City Manager Jim Hunt From: Patricia Linville, Library Museum Director Agenda Item: Accepting funds from Rasmuson Foundation Tier I in the amount of $6750 to update Seward Library's Non - fiction collection and appropriating funds. BACKGROUND & JUSTIFICATION: In August of 2012 a Tier I grant request was submitted to Rasmuson Foundation to update and/or replace approximately 450 titles in the library adult non - fiction collection. Currently SCLM has approximately 8000 volumes in this section with an average age of 26.4 yrs. This collection is 26% of the total adult collection, including Alaskana and 270 non - fiction videos. The goal is to bring the average age of the overall collection to between 10 and 15 years. Library Museum staff plan to inventory the current collection and assess what areas need to be updated according to community needs and industry standards. Outdated materials and formats will be sold in the library book sale or discarded. H. W. Wilson's core collection database will be used to find new /updated materials in both print and digital forms. The goal is for the new materials to be unveiled when the new building opens. The original grant submittal requested an additional $18200 to purchase shelving for this section but upon review Library Museum and Rasmuson staff decided this part of the request would conflict with the current Tier II grant for construction of the new facility. It was mutually agreed the request would be for materials only. The grant application and agreement are attached. INTENT: U •date and re 'lace a. .roximatel 450 titles in the adult non - fiction collection. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan 3.7.3 "Continue to improve the quality and efficiency of city governmental services." X 2. Strategic Plan (pg12): "... expand Library Services, .... " X 3. Other (list): X FISCAL NOTE: The funds received ($6750.00) from Rasmuson Foundation Tier I grant program fully fund this Noir project. Approved by Finance Department: 1iy1.7 ATTORNEY REVIEW: Yes No X RECOMMENDATION: 01 City Council approve Resolution 2012-W accepting $6750.00 and appropriating funds to purchase approximately 450 adult non - fiction items for the SCLM collection. Sow a s d y GRANT AGREEMENT Grantee: City of Seward - Seward Community Library Total Award Amount: $6,750 Project Title: Collection enhancement, Date Awarded: September 1, 2012 Grant Number 7064 Grant Type: Tier 1 Award Detail and Conditions: $6,750 outright grant for collection enhancement. Program Staff: Jeff Baird By signing this docurnent, the grantee agrees to accept any and all conditions of this grant award and to comply with the requirements of Rasmuson Foundation. Please provide a signature from an official who is authorized to sign contracts on behalf of the organization (for example, the Executive Director or Chair of the Board of Directors; the Mayor or City Manager; IRA Council President or Tribal Administrator; or Chancellor, Dean or Director. By: C_'G' }y-rivr -r6444 'f y , wk t-1 / Ty r print • r. of Organization gnature jj Date tv? i °z }'�t c e ' •- `� . r - 1 2- Typed or printed Name and Title (Please sign this Agreement, initial each page where indicated, and return it to the Foundation by the date indicated in the award letter. Retain a copy for your records.) City of Seward - Seward Community Library RF grant number 7064 • Initial Page 1 of 3 Rev. 7/10 1� Rasmuson Foundation Grant Award and Conditions .• Grant Number The Grant Number for this award is 7064. Please refer to this number in all correspondence related to this award. Grant Payments By signing this agreement you acknowledge receipt of payment in full for this grant. Expenditure of Funds This grant is made based upon a specific proposal that contains a project description. It is expected that the entire amount of this grant will be applied to the described project and not used for any other purposes. If, at the end of the grant period, unspent funds remain, the balance of the grant funds must be returned to the Foundation. Grant Duration As agreed during the grant proposal review process, the project has the following begin and end dates: Project begin date: September 1, 2012 Project end date: August 31, 2013 Reporting Requirements A final report is due within 30 days after the grant end date. In reporting, the grantee should describe the status of the project, and explain the project impact on the grantee organization. Extension Extensions are not encouraged for small grants. Should you be unable to complete your project by the grant end date, you should contact your Program Officer prior to the grant end date. Budget Reallocation or Project Revision Requests to substantially revise the scope of an award for activities not originally proposed, or inconsistent with the award's intent, are not permitted. Unspent Funds It is the policy of the Foundation that unspent funds are returned with the final report. Certification of IRS Status By signing this document, the grantee certifies that it is a tax - exempt agency under Section 501 (c) (3) of the Internal Revenue Code and is classified as not a private foundation under Section 509 (a) (1) or 509 (a) (2) of the Code or, a unit of government, or an officially recognized tribal organization. If the organization is required to file form 990 or any version thereof, the grantee certifies that these have been filed for the last three tax years (the most recent tax year may be on an unexpired extension). Any change in IRS tax - exempt status must be promptly reported to the Foundation. City of Seward - Seward Community Library RF grant number 7064 ` Initial Page 2 of 3 t Rev. 7/10 It Change in Key Personnel or C on t ac t Information Please notify your Program Officer if the official who signs this document leaves office or changes, or with any other contact information change. This allows the Foundation to keep you apprised of new opportunities and changes. Termination of Award Failure to fulfill the terms of this agreement may result in termination of the grant. If the grant is terminated, the Foundation may ask for return of grant funds. Also, the organization may be ineligible to apply for future funding from the Rasmuson Foundation. Forms The Final report mentioned in this document is available on the Foundation's web site at www.rasmuson.orq under "resources /forms /reporting and payment request forms." If you have questions, please call or email: Program Staff: Jeff Baird Phone: (907) 297 -2831, or toll free in Alaska (877) 366 -2700 Email: jbaird @rasmuson.org City of Seward - Seward Community Library RF grant number 7064 1 _40 _ Initial NIS Page 3 of 3 Rev. 7/10 „, R ` t, \ may 7 _ / , .., , ,.„..... , APPLICATION REVIEW Printed 5/29/12 BBr Application name Updating Seward's Adult Non - Fiction Collection Application ID 697 Organization legal name City of Seward Doing business as Application type Capital Grant under 25k Patricia Linville Application contact plinville @cityofseward.net 907 - 224 -4008 Patricia Linville Project contact plinville @cityofseward.net 907 - 224 -4008 Budget $24,950 Request $24,950 Proposed start date 09/01/12 Proposed end date 02/15/13 Short description Update Seward Community Library Museum's non - fiction collection and shelving. Narrative This proposal requests funds to purchase shelving for the adult non - fiction collection and update /replace approximately 450 titles in the collection. The goal is to bring the average age to between 10 and 15 years. The application requests Rasmuson funds for shelving estimated at $18200 and materials at $6750, a total of $24950. Need and status The adult non - fiction collection at the Seward Community Library Museum is out of date. Many popular exercise titles are still in video format as well as our Native American films. Patrons seeking information on how to create websites will surely be misled with the 1997 edition of Creating Killer Websites. SCLM non- fiction section is approximately 8000 volumes with an average age of 26.4 yrs. This collection is 26% of the total adult collection, including Alaskana and 270 non - fiction videos. The current collection is housed on metal shelves that don't meet standards for library shelving and will not be moved into our new library space. Should this request be funded staff will inventory the current collection and assess what areas need to be updated according to community needs and industry standards. We will sell (in the library book sale) or discard outdated materials and formats. H.W.Wilson's non - fiction core collection database will be used to find new /updated materials in both print and digital forms. Each title is estimated at $15 including the library institutional discounts. These new materials and shelving will be unveiled when the new building opens. Financial Summary This proposal requests funds to purchase shelving for the adult non - fiction collection and update /replace approximately 450 titles in the collection bringing the average age to between 10 and 15 years. The application requests Rasmuson funds for shelving estimated at $18200 and materials at $6750, a total of $24950. In FY2012 the City of Seward budgeted $16500 for books and non -print materials for all sections of the library collection. Additionally, the Seward Community Library Association gives the SCL $6000 annually for book purchases, usually utilized for best sellers and popular fiction. The funds requested in this Nur application will be used to enhance the adult non - fiction collection specifically. \? For the purposes of this application each new book/DVD or other format is valued at $15.00. That is the average cost of materials given our institutional discount. Cost to replace /update or purchase 450 items would be $6750. The shelving detailed in the application budget is a portion of what is being purchased for the new building. Plans call for 35 double faced units for the non - fiction section. Each unit is estimated to cost $520 including freight and installation. The remaining 74% of the shelving is being paid for with project funds. Project director Patricia Linville is the person responsible for this project and the author of this request. She has been managing the Seward Community Library since late 1998. She received a MLS from University of Arizona in 1996 and became the first Certified Public Library Administrator in Alaska in 2008. She has written and managed numerous grants for the library including Rasmuson Tier I grants for shelving in 2002 and for library furniture in 2007. Seward also received an Alaska Statehood Grant written by Linville and a collaborative grant with Alaska Humanities and Rasmuson that provided funds to produce the earthquake film, Waves Over Seward in 2009. Linville knows that grant writing is only a portion of the grant process. She has the support and expertise of a great staff who are committed to successfully completing the work required in this application. Project financial details Item Unit # Item Rasmuson Other Other Revenue Donation cost units cost request funding sources of status type funding library shelving $520 35 $18,200 $18,200 $0 Cash Pending current non- $15 450 $6,750 $6,750 $0 Cash Pending fiction materials Totals n/a 485 $24,950 $24,950 $0 n/a n/a n/a Organization details Name City of Seward Tax number 92- 6000086 Mailing address Box 167 Seward, Alaska 99664 Physical address 238 5th Ave Seward, Alaska 99664 Fax 907- 224 -4038 Phone 907- 224 -4047 Website www.cityofseward.us Incorporated 06/01/12 Eligibility Federal, State, Local Government Jim Hunt CEO jhunt @cityofseward.net 9077 - 224 -4047 Mission The Seward Community Library/Museum is a community center with the facilities and resources to provide its users with the opportunity for continuing education community enrichment, and the preservation of Seward's heritage. Values: The Seward Community Library Museum seeks to create efficiencies of service and space for the community of Seward by sharing professional expertise, staff, space and materials while providing information, education and historic preservation services and community commons space in a safe and secure facility. History Since 1930, the Seward Community Library Association (SCLA) has worked to provide library services to Seward. In 1963, the group gained ownership of the current building though local fundraising and the generosity of Viola Swetmann. After the 1964 earthquake, the building was remodeled and a new wing r was added. In 1989, the library became a department of the City of Seward. Currently, the SCLA Board is an advisory board to the library administration. They also serve as a Friends group, raising funds for books and library programs and services. Since 2003 the City of Seward, SCLA and the Resurrection Bay Historical Society with many community supporters have been working to combine library and museum services in Seward. The new Seward Community Library Museum is slated to open in late 2012. Services provided Library Museum services include public access computers, wireless, notary public, test proctors, faxing and copying. SCLM is a U.S. Passport Acceptance Agency. The library museum general programming includes a weekly pre - school story hour, summer reading, reading raffles and book discussions for adults, teens and youth. We are developing a Civic Engagement program by hosting community discussions of issues of interest. Library Museum staff serves as liaison and support to the Seward Historic Preservation Commission and manage the Seward Museum and library archives. We produce Bits of History, a series of short videos highlighting local history. SCLM has also collaborated with the Alaska State Library Digital Archive, scanning and cataloging the library museum historic photos for internet access. Area served Seward Community Library Museum serves the eastern Kenai Peninsula from Copper Landing south to Seward. SCLM is the only municipally funded library museum in the area. Beneficiaries served Seward Community Library Museum (SCLM) currently has 32,645 volumes in the library and over 4000 artifacts in the museum. We serve 5,957 active cardholders, 76585 library visits and 3577 museum visitors and 409 students (2011). During summer months at least half of the library users are from elsewhere using the services while working or touring in Seward. 2,693 (2010 census) people live in Seward and another 4,000 in outlying areas. Board Kathleen Barkley Member B &B, Tour Company owner Kim Hughes Member Fishing Charter owner Vanta Shafer President/Chair Private Business /Council person Valerie Kingsland Vice President Elementary School Librarian Maureen Callahan Secretary Retired Librarian /City of Seward Brooke Degnan Treasurer Business owner /mother Diane Owens Member Retired State Employee Pam Hermann Member Retired Librarian /City of Seward Jerry Olive Member Retired Teacher Amy Hankins Member Commercial Fishing /mother Board giving ' Kathleen Barkley $1,800 Kim Hughes $1,000 Vanta Shafer $1,300 Valerie Kingsland $500 Maureen Callahan $350 Brooke Degnan $2,300 Diane Owens $1,300 Pam Hermann $500 Jerry Olive $250 Amy Hankins $3,500 Operating budget up to $499,999 Full time employees 4 Part time employees 1 Temporary employees 0 Seasonal employees 0 15 Organization financial details Contact Patricia Linville Do you file a 990? No Fiscal year begins January Last complete year 2010 Attachments Last Fiscal Year Financial Statement Current Fiscal Year Financial Statement Current Fiscal Year Operating Budget List Of Contributors Submitter information Signature Jim Hunt, 05/24/2012 City Manager, City of Seward, Alaska Submitted On 05/24/2012 Accessibility Into Accessibility Plugins RSS Feed Site Suggestions © Copyright 2012 301 West Northern Lights Blvd. Suite 400 Anchorage, AK 99503 TEL (907) 297 -2700 TOLL -FREE IN ALASKA (877) 366 -2700 FAX (907) 297 -2770 Sponsored by: Hunt S ir'' CITY OF SEWARD, ALASKA RESOLUTION 2012 -077 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, RESTORING BUDGETED LINE ITEMS TO ACCOUNT FOR THE COST OF CREDIT CARD FEES CHARGED TO THE CITY WHEN CUSTOMERS PAY BY CREDIT CARD WHEREAS, in recent years the City of Seward has made tangible efforts to improve the efficiency of the customer experience by allowing customers to make payments on their City accounts electronically, including payment by credit card; and WHEREAS, in preparing the 2012/2013 Biennial Budget, the City administration intended to pass the cost of credit card fees along to customers, as a way to become more efficient and generate savings to the City's business -like entities, and as a result, eliminated budget funding to pay for credit card fees; and WHEREAS, since then, staff has researched the costs that would be incurred by customers if the City were to require customers to absorb the credit card fees in order to make their payments online or by credit card in person, and concludes that it is not in the City's best interests to make customers pay the additional fee, as it would discourage efficiency, eliminate a common business Nitiw practice of accepting credit cards which customers have come to expect, and would generate customer dissatisfaction. 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 continue the practice of accepting credit card payments for City services, with the City absorbing the credit card processing fees rather than passing those fees on to customers. This will not affect payment for taxes, leases, assessments, or any other similar charge which could become a lien against property. In those cases, payment by credit card will continue to be prohibited. Section 2. The 2012 and 2013 budgets are amended to increase the line item for credit card fees as attached hereto in Exhibit A. Section 3. This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, October 8, 2012. 1l Council Agenda Statement e {o F sFiv Meeting Date: October 4, 2012 Through: James Hunt, City Manager 4;;- ' From: Kristin Erchinger, Finance Director O Agenda Item: Restore Budget for Credit Card Fees to Avoid Passing on to Customers BACKGROUND & JUSTIFICATION: The City of Seward (City) has made significant strides in automating the billing process for utilities and the harbor, enabling customers to pay their accounts electronically, over the telephone, or by credit card. This service was widely supported by the City's customers, and was initially undertaken with the intent of the City absorbing the cost of implementation, and then later considering whether or not to pass the cost of the credit card transaction fees along to customers. During preparation of the 2012/2013 biennial budget, the administration proposed to begin passing along the credit card processing fees to customers, with the goal of being more lean and saving the City approximately $120,000 in annual credit card processing fees. The budget was passed to eliminate the budget for the City's cost of those fees. Staff began researching the process of switching the charges for credit card processing to customers, and determined that the cost to the customers was, in some cases, significant. It was ultimately determined that it would be best for the City to continue to pay the fees, rather than to eliminate a valuable service that is more efficient to both staff and customers, and that is a widely accepted cost of doing business. An example of the potential charge to the customer: Utility bills — fee of $7.95 per payment DMV, parks and recreation — fee of $3.25 per payment Harbor — fee of $16.25 per payment Miscellaneous — fee of $16.25 per payment Staff did consider the possibility of passing along the fee to customers for some transactions and not for others. Unfortunately, the standard industry practice for credit card processing companies requires that if we accept credit cards, we charge all of the transactions to the City or all to the customer. There is no middle ground. Based on the research done by staff, the administration recommends that the City continue to absorb the cost of credit card fees, estimated to increase the budget as follows: Harbor $43,000; Electric $46,000; Water $4,500; Wastewater $5,500; Police /DMV $1,500; General $15,000; Parking $10,000. INTENT: To maintain the City's current (and past) practice of absorbing credit card fees resulting from the use by customers, of credit cards to pay their bills. This requires a budget amendment to restore budget line items to account for those fees. Noid CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X 2. Strategic Plan (document source here): X 3. Other (list): X ATTORNEY REVIEW: X Yes No FISCAL NOTE: This resolution amends the 2012 and the 2013 budgets to increase overall City credit card and banking service fee costs by $125,500. Finance Department: 441■. RECOMMENDATION: b�1 City Council approve Resolution 2012- authorizing an increase in the budget for credit card processing fees, and confirming their support for the City's absorption of those fees rather than passing the cost to the City's customers. EXHIBIT "A" City of Seward Budgeted Credit Card Fees Entity Amount Line Item Description Harbor 43,000 401 - 4370 -5770 Harbor bank, credit card fees Electric 46,000 501- 5400 -5770 Electric bank, credit card fees Water 4,500 701 - 7400 -5770 Water bank, credit card fees Wastewater 5,500 703 - 7900 -5770 Wastewater bank, credit card fees Police /DMV 1,500 101- 1210 -5770 DMV bank, credit card fees General (Miscellaneous) 15,000 101 - 1180 -5770 General bank, credit card fees Parking 10,000 403 - 4030 -5770 Parking bank, credit card fees Nod Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2012 -078 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ALLOCATING ADDITIONAL FUNDS FOR DREDGING THE SMALL BOAT HARBOR PURSUANT TO THE CITY'S AGREEMENT WITH THE US ARMY CORPS OF ENGINEERS AND AUTHORIZING THE CITY MANAGER TO ENTER INTO THE CHANGE ORDER IN THE AMOUNT OF $161,602.56 WHEREAS, the City and the US Army Corps of Engineers entered into a Project Cooperation Agreement (PCA) dated June 13, 2003 as amended, for the Small Boat Harbor expansion; and WHEREAS, pursuant to the PCA, the City is responsible for a share of the cost of certain dredging work to be done in the harbor; and WHEREAS, on July 23, 2012, the City Council approved funding to dredge the Small Boat Harbor ( "SBH ") totaling $603,983; and WHEREAS, the City has now learned that additional dredging work is needed; and WHEREAS, the City will utilize Commercial Passenger Vessel (CPV) tax funds to pay for the additional City dredging costs; and WHEREAS, it is now necessary to supplement the funds that were previously approved. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The additional amount of $155,858 is hereby authorized and appropriated from the Commercial Passenger Vessel Fund Account No. 807 - 0000 -3071 -0276 to the `Dredging' Contracted Services within the `Dredging' Contracted Services Account No. 276 - 2763 -5390. Section 2. The City's payment of $161,602.56 (some of these funds were previously appropriated) is authorized to be paid to the US Army Corps of Engineers for dredging pursuant to the PCA. Section 3. The City Manager is hereby authorized to enter into an amendment to the PCA with the US Army Corps of Engineers, for dredging areas within the Small Boat Harbor. Section 4. This resolution shall take effect immediately upon adoption. Council Agenda Statement e ofsEh, Meeting Date: October 8, 2012 Through: City Manager Jim Hunt _ From: Harbormaster Mack Funk q S AP Agenda Item: 2012 Change Order for Harbor Dredging Project BACKGROUND & JUSTIFICATION: On May 29, 2012 and July 23, 2012 the City Council approved funding for payment through the Corps of Engineers (COE) to their contractor, West Construction, to dredge areas of the Seward Small Boat Harbor. The previously approved funds have also been used: 1. To construct a bermed site at SMIC for contaminated sediments 2. To establish a construction contingency. The pre- dredge survey was completed on Monday September 17 and the City was notified on September 21 that one area of the Harbor, that needs to be dredged at City expense, has additional material that should be dredged. It makes sense to order this work while the contractor is in Seward, to save mobilization and de- mobilization expenses. The purpose of this requested change is to authorize additional work and appropriate additional monies from the Commercial Passenger Vessel fund. Passage of the proposed resolution will authorize and appropriate $155,858 of additional Commercial Passenger Vessel (CPV) tax funds. The amount earlier approved on July 23 was $550,000. The increased amount includes a 10% contingency. INTENT: Approve a new resolution 2012- allocating funds for the dredging of the Small Boat Harbor, amending the 2003 Project Cooperation Agreement with the Corp of Engineers. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): 2010 Comprehensive Plan (adopted in 1990) page 35- 1. "Continue to support, promote, enhance and develop harbor facilities to X accommodate Seward's growing demand for marine transport facilities." Strategic Plan (document source here): City of Seward Strategic Plan 2. (1999) page 7- X "Complete the renovation of the Small Boat Harbor." 3. Other (list): X FISCAL NOTE: The Commercial Passenger Vessel (CPV) or cruise ship tax funds can only be used for qualified purposes. Approved by Finance Department: 4 ATTORNEY REVIEW: Yes X No as RECOMMENDATION: � 1 C� City Council approve Resolution 2012 - allocating additional funds for dredging the Small Boat Harbor pursuant to the City's Agreement with the US Army Corps of Engineers and authorizing the City Manager to enter into the change order in the amount of $161,602.56. �rr a3 Dredging Project 9 -26 -2012 Source of Funds CPV Funds $ 550,000.00 Harbor Funds $ 53,983.00 sub TOTAL $ 603,983.00 Use of Funds Wetlands consultation $ 5,700.00 Dredging payment to Corps $ 465,618.00 Site preparation $ 47,270.00 Sampling & analysis $ 9,650.00 sub TOTAL $ 528,238.00 Uncommitted balance $ 75,745.00 Proposed Change Order Additional dredging COST $ 161,602.56 Additional required $ 85 857.56 10% Contingency $ 70,000.44 Recommended appropriation $ 155,858.00 aLA CITY OF SEWARD t, t • Main Office (907) 224 -4050 • Police (907) 224 -3338 P.Q. BOX 167 €7: SEt. • Harbor (907) 224 -3138 SEWARD, ALASKA 99664-0167 • Fire (907) 224 -3445 .4.4"' , , ,v 1-AS's x • City Clerk (907) 224 -4046 *lair t ; % • Engineering (907) 224 -4049 I • Utilities (907) 224 -4050 ` • Fax (907) 224 -4038 - September 26, 2012 U.S. Army Engineering District, Alaska CEPOA- PM -CW, Tina McMaster - Goering . 2204 3rd Street Elmendorf AFB, Alaska 99506 -1518 RE: Seward Harbor Maintenance Dredging Change Request Dear Ms. McMaster - Goering: The purpose of this letter is to seek a change of quantity and cost to one of the local areas to be dredged, under the terms of the Project Cooperation Agreement (PCA) dated June 13, 2003, as previously specified by correspondence, between the City of Seward and the Department of the Army in June 2012. Based on your electronic message to the Harbormaster on September 26, the O &M Task Order W911 KB- 07- D -00XX would be amended to: 0007. Dredging and Dredged Material Disposal, Area L1 complete. Alternative 2 *t .. t for 3,146 (CY) cubic yards. The previous amount was 2,250 cubic yards. Subject to approval by resolution of the Seward City Council, the City agrees to r pay the amount of $161,602.56 (this includes Supervision, Inspection and Overhead). The Council won't meet again until October 8, so that is the earliest date that we can seek City Council approval to commit to the funding. Meanwhile, please acknowledge this request in writing. _ We appreciate the continued cooperation between the City and the Corps of Engineers throughout our Harbor expansion project and in terms of on -going maintenance within the Harbor. Sincerely, j/' James Hunt City Manager Attest: 4 /,(,,z, A - -- - it- s ow , i t,?. u (Joha Johanna K�iao_,._y_,� MC .0 • • -. ,? nna Clerk y � o o �� s � o ` * - ° ; y W • T"1 ` ° ° o f T +•r e • II , m 'rte -�.. - . e 10 `, Johanna Kinney From: McMaster - Goering, Tina M POA <Tina.M. McMaster - Goering @usace.army.mil> Sent: Wednesday, September 26, 2012 11:21 AM To: Mack Funk Subject: additional dredging cost (UNCLASSIFIED) Classification: UNCLASSIFIED Caveats: NONE Mack, Cost break down for additional dredging in area L1. $167 $ /cy 896 cy $149,632.00 total dredging $11,970.56 8% SIOH $161,602.56 Total requested Thanks Tina Classification: UNCLASSIFIED Caveats: NONE BEGIN - ANTISPAM- VOTING -LINKS Teach Canit if this mail (ID 3795839) is spam: Spam: http: / /canit.cityofseward. net /canit /b.php ?i= 3795839 &m= d92e155b98b2 &c =s Not spam: http: / /canit.cityofseward. net /canit /b.php ?i= 3795839 &m= d92e155b98b2 &c =n Forget vote: http: / /canit.cityofseward. net /canit /b.php ?i= 3795839 &m= d92e155b98b2 &c =f EN D- ANTI SPAM- VOTING -LINKS 1 City of Seward, Alaska City Council Minutes August 27, 2012 Volume 38, Page CALL TO ORDER The August 27, 2012 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor David Seaward. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Seaward presiding and Christy Terry Vanta Shafer Ristine Casagranda Marianna Keil comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Cheryl Brooking, City Attorney * glow Absent — Bardarson, Valdatta APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Keil/Shafer) Approval of Agenda and Consent Agenda A travel report by Council Member Terry for her attendance at Industry Appreciation Day on Saturday, August 25, 2012 was added to the agenda. Motion Passed Unanimous The clerk read the following approved consent agenda items: The July 23, 2012 Regular City Council Meeting Minutes Were Approved. Ordinance 2012 -008, Revising Seward City Code Chapter 14.05 (Garbage And Refuse), Increasing Allowable Container Sizes, Changing "Occupant" To "Occupant And /Or Owner ", And Requiring Bear - Resistant Dumpster Lids And /Or Containers For Repeat Attractive Nuisance Violations. (Introduced and set for public hearing and enactment for September 10, Nair, Resolution 2012 -069, Authorizing The City Manager To Enter Into A Contract With Metco Inc. In The Amount Of $143,695 For Z- Float/North East Harbor Grading & Drainage Upland Improvements, And Appropriating Funds Totaling $165,249.25. ■ City of Seward, Alaska City Council Minutes August 27, 2012 Volume 38, Page SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards A Proclamation for Founders Day was accepted by Patricia Linville. Chamber of Commerce Report, Cindy Clock stated the Silver Salmon Derby was a success this year. The heaviest fish was caught by Seward local Earl Cagle and weighed 16.14 pounds, and Mike Rogers of Seward caught the tagged fish worth $50,000. She thanked Ron Wille from Kenai Fjords Tours for sending out the tagging boat and all the many other volunteers who helped out for which there would be a volunteer party on September 6, 2012 at Chinook's. There would be a follow up work shop for Seward's Economic Development Plan on September 18, 2012 at the Legends Building. The Chamber was working with the clerk's office to organize Meet The Candidates night prior to the city /borough election on October 2, 2012. Sailing, Inc. was hosting a boat show on September 8, 2012 and Bryan Zak from the Small Business Development Center would be the guest speaker at the regular Chamber meeting on September 21, 2012. John Torgeson contacted all the Chambers of Commerce throughout the Kenai Peninsula Borough to create a borough -wide conference to focus on regional economic growth. The website www.sewardevents.com had a shared ownership by two Chamber members and, hopefully, would become Seward's community calendar as the Chamber had plans to replace their own website's calendar with this one. City Manager's Report, Jim Hunt stated there had been no expenditures between $10,000 and $50,000 approved by the City Manager since the last council meeting. He recognized the support the city had received from the Providence Anchorage leadership team during recent weeks, as they assisted the community in dealing with the tremendous loss of Regina Paul. The census at Seward Mountain Haven was at 36 elders, which was the original target census set to maintain long -term financial sustainability. The State /Federal Primary Election was on August 28, 2012 and the new polling place was at the KM Rae Building at 125 3` Avenue. The polling place for the Bear Creek precinct remained at the Bear Creek Fire Hall. All the polls were open from 7:00 a.m. to 8:00 p.m. On August 16, 2012 the harbor crews assisted two men whose boat hull was cracked and taking on water. Metco completed preparations for the dredged material disposal site at SMIC and was also performing weekly inspections required per their Stormwater Permit. The harbor had completed a new policy related to vessel lengths and rounding rules. September was the first month that the harbor would use their new software system for billing. The Silver Salmon Derby was very special this year due to the largest fish being caught by a Sewardite, which was the first time in 32 years this had happened. Infra -red asphalt patching was progressing towards Phoenix Way and ditch work was continuing on Dora Way. Municipal Matching Grants had been submitted for Lowell Point and SMIC Sludge Removal, the Maple Street Sewer /Water Project, and the Lowell Canyon Water Tank Refurbishment Project. Nod City of Seward, Alaska City Council Minutes August 27, 2012 Volume 38, Page The maintenance warehouse for the Parks & Recreation Department was being inspected for structural and safety issues, which were becoming critical. Hunt, Long and Deborah Altermatt attended the National Speakers Association Conference last week with Speaker Mike Chenault where, in the days following the conference, there were over 40 Capitol Representatives in Seward. At the annual Industry Appreciation Day last Saturday, Ron Long was the recipient of the Don Gilman Award for his efforts in industry and community service, which was presented to him by Senator Murkowski. City Attorney's Report, Cheryl Brooking stated for the period of July 21, 2012 through August 20, 2012 she had provided advice on the refuse contract, resolutions, and proposed land transfers. She had also responded to records requests and provided advice regarding the Open Meetings Act, had continued to work with administration on administrative and employment issues, and code enforcement issues. She worked with Community Development on platting issues, concerns over with vacant properties, and worked on proposed ordinance and tariff changes that would be coming before council in the near future. Seaward asked for clarification on when a document actually became public and Brooking replied it was a public document as soon as it existed. Hunt interjected and said as soon as the letter to RBCA [dated April 23, 2012] was authorized for release by the city attorney, Hunt sent it to the Seward Journal, Anchorage Daily News and sewardcitynews.com. Hunt said he made multiple attempts to disseminate that information, and sewardcitynews.com chose not to publish it. Brooking Nikw said there was no responsibility for the manager to release information, unless there is a specific request for it, but Hunt had the authority to do so at his own discretion. Terry suggested that going forward it may be helpful for the clerk's office to receive an advance copy of any documentation prior to its release to the press. Mayoral Report, David Seaward stated on August 20, 2012 he called Kenai KSRM radio station to promote recreational activities in Seward, visited the Senior Center and learned of their concerns over road conditions in town, and on August 24, 2012 he welcomed representatives from Senator Begich's office. He shared an announcement from the Department of Natural Resources regarding a proposed non - competitive sale of state land in Moose Pass; there was a public meeting scheduled for this on September 19, 2012 at 7:00 p.m. at the Moose Pass Community Center. Other Reports, Announcements and Presentations Travel Report by Council Member Terry on her attendance at Industry Appreciation Day on August 25, 2012. Terry stated she traveled to Kenai's Industry Appreciation Day where there were approximately 2,000 residents from the borough in attendance. She gave a short speech thanking the industries and the contributions they made to communities and for providing employment opportunities. She thanked them on behalf of the City of Seward. Other New Business Items Discussion on a community recreation committee. (Casagranda) 1 City of Seward, Alaska City Council Minutes August 27, 2012 Volume 38, Page Casagranda said she asked for this agenda item, but had since conducted more research on the Something For Us committee and discovered that it had started as an ad hoc committee, but it had morphed into the library /museum building committee. Shafer said the original Something For Us committee was appointed by former Mayor Blatchford and were tasked to find a community project that would commemorate Seward's 100 year anniversary. Casagranda clarified her vision by saying there were several organized wintertime recreation activities in Seward, but there was a lot of room for improvement. The outdoor skating rink on the baseball field was a great concept, but the winds made it extremely difficult for small children to enjoy themselves. She wanted to see something created that was aimed at Seward citizens rather than tourists. Shafer said a recreation committee was great idea, but she strongly suggested that there be someone in charge of organizing and fundraising on behalf of the entire community. Shafer believed that the Something For Us committee was virtually disbanded at this point in time, so she suggested that a new committee be created. Keil added that perhaps the Parks & Recreation Department's master plan could be reviewed, updated and shared as a starting place. Council directed the City Clerk to solicit public interest about creating a Community Recreation Ad Hoc Committee. INFORMATIONAL ITEMS AND REPORTS (No action required) June Providence Financial Report COUNCIL COMMENTS Keil congratulated Long on his award. She was looking forward to getting a new sound system in council chambers. She wished all the candidates good luck in the upcoming election, and hoped everyone would remain issue -based and factual. Shafer asked Hunt if he'd had any response from the person who owned the Oleander Building. Hunt said he anticipated that the owners intended to continue making improvements, which began at the back of the building, but it had been a slow process and he would be working with the city attorney to resolve the problem. Shafer was also concerned that last winter, the sidewalks in front of that building were not shoveled and it had created a slippery, icy condition that endangered citizens. She congratulated Long on his award, and the Chamber on having a successful Silver Salmon Derby. Shafer said it was her 39 wedding anniversary today and she thanked her husband, Bob, for putting up with her for all those years. Casagranda thanked everyone who submitted candidacy packets for the upcoming election and wished all luck. She was doing the final edits on her ordinance related to drinking water treatment and would be submitting it at the next meeting. It had been a good summer. Terry reminded the public to vote tomorrow. She thanked the Public Works Department for their quick road work at the intersection of 3rd Avenue and Adams Street. City of Seward, Alaska City Council Minutes August 27, 2012 Volume 38, Page Long thanked everyone for their good wishes on his recent award. Seaward thanked the audience for attending and Martha Fleming for running the camera. He congratulated Long and encouraged people to vote tomorrow. CITIZEN COMMENTS - None COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Keil congratulated Bardarson on her daughter's wedding this last weekend. It was a great way of drawing Seward together. Hunt added thanks to Police Chief Tom Clemons for the traffic control at that event. ADJOURNMENT The meeting was adjourned at 7:51 p.m. Johanna Kinney, CMC David Seaward "Oro City Clerk Mayor (City Seal) 3\ Agenda Statement Niso Meeting Date: October 8, 2012 {oF sF►L� From: Johanna Kinney, City Clerk q SKP Agenda Item: Certification of the October 2, 2012 Regular City Election BACKGROUND & JUSTIFICATION: The City conducted its annual election on Tuesday, October 2, 2012. The Canvass of the election was conducted on Thursday, October 4, 2012. A report stating the final results of the election including votes cast by absentee and questioned voters are attached for your certification. The newly elected council members will be sworn and seated as the first item of business at the October 22, 2012 regular meeting. RECOMMENDATION: The Council certify the October 2, 2012 regular city election and declare the results final. 2D\ FINAL CERTIFICATE OF RESULTS FOR THE CITY OF SEWARD REGULAR MUNICIPAL ELECTION HELD OCTOBER 2, 2012 lofty The City Canvass Board has completed their review of all absentee and questioned ballots of the City of Seward Regular Municipal Election held October 2, 2012. Their totals are: { Note: Total Counted plus Total Rejected =Total Voted j Report of Absentee and Questioned Ballots Absentee ballots voted 32 Questioned ballots voted 6 Special Needs ballots voted 0 Total Voted 38 Rejected Not registered, registered too late 1 or registered out of City 0 Form not completed properly 0 Signed /witnessed after election day 0 Total Rejected 1 4040" Counted Absentee 32 Questioned 6 Special Needs 0 Total Counted 38 The Election Day results, after canvassing are as follows: Three Two-year Council Seats Election Day Votes After Canvass Votes Total Votes Jean Bardarson 231 25 256 Marianna Keil 210 23 233 Ristine Casagranda 181 19 200 Kenneth Blatchford 175 17 192 Tim McDonald 89 11 100 Write Ins 5 2 7 23 Final Certificate of Results Regular Municipal Election Tuesday, October 2, 2012 Page 2 Proposition 1. ESTABLISHING AND ADOPTING A FINANCIAL DISCLOSURE FORM AND GUIDELINES FOR THE CITY OF SEWARD AND EXEMPTING MUNICIPAL OFFICIALS FROM THE REQUIREMENT OF STATE FINANCIAL DISCLOSURE LAWS - Shall the City of Seward establish and adopt its own financial disclosure form and provisions for the Mayor, City Council, Planning and Zoning Commission, and the City Manager by requiring substantially the same information as the Alaska Public Offices Commission required prior to 2007, and be exempt from Alaska Statute 39.50, the Alaska Public Officials Financial Disclosure Law? Election Day Votes After Canvass Votes Total Votes YES 204 21 225 NO 120 14 134 Proposition 2. FRANCHISE AGREEMENT FOR THE COLLECTION AND DISPOSAL OF GARBAGE AND REFUSE - Do you approve a seven -year franchise agreement with Alaska Waste — Kenai Peninsula, LLC for the collection and disposal of garbage and refuse? The franchise agreement contains an option to extend for up to an additional three years. The agreement allows for costs to be adjusted annually based on 140% of the Consumer Price Index. The agreement provides an opportunity for periodic *•i rate reviews with all other consumer rates to be set by resolution of the City Council. Election Day Votes After Canvass Votes Total Votes YES 219 27 246 NO 107 7 114 A total of 338 people voted at this election plus 38 counted absentee votes = 376 Total. Upon completion of the canvass, it is our opinion that the attached summary of election returns compiled above, accurately reflect the final totals for the Regular City Election held October 2, 2012. Dated this 4th day of October, 2012. 4-4 10 l �� Memorandum Attachment 6, Activity 510 Meeting Date: October 22, 2012 oc sett, 4 9 ikase To: Seward City Council Through: Ron Long, Assistant City Manager 4 From: Donna Glenz, Planner k it‘71\6 Subject: Status update for the All Hazard Mitigation Plan, Annual Report to the National Flood Insurance Program Community Rating System The revised Seward All Hazard Mitigation Plan was adopted by Seward City Council Resolution 2010 -030, on April 12, 2010. The Seward plan was annexed to the Kenai Peninsula Borough Mitigation Plan and received FINAL approved by FEMA on August 25, 2011. This report has been compiled through the review of City Manager reports to Council and discussions with City departments. For credit under the Community Rating System, this memo must be distributed to the media and made available to the public. It is being sent to the Seward Phoenix Log, and the Seward Journal. Copies of this review are available at the Community Development Office in City Hall and posted on the City of Seward official website. Review of the Plan' Potential Projects: 6A — Potential Projects The following list is based upon city staff analysis of vulnerabilities and mitigation measures for known hazards in the Seward area. Prioritizing the list will depend on future disasters and the needs of the community. Inclusion of short and long term projects is consistent with the state hazard plan. • Short-term projects are those which could be accomplished within a two year time period. • Long -term projects will take longer than two years and/or depend on other projects being accomplished first or substantial funding resources. • [Responsible Department, Agency, Organization] Project Listing (not prioritized): 1. Identify additional hazards not covered previously and conduct a risk analysis within a two year time period. (Short Term) [Mitigation Planning Team under Fire Chief] ✓ This item is a continual work in progress; additional individual specific hazards have not been identified and added to the plan. 2. The current Flood Insurance Rate Maps are very outdated and are in need of updating to address the following items. (Long Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board] • 1981 maps need to be reevaluated with 23 years of additional data. 3� • Corrections may need to be made for areas where fill or naturally high ground is now shown as flood prone but may not be in jeopardy of flooding. • U.S. Corps of Engineers needs to analyze new flood boundaries as part of the harbor /port improvement project. • investigate better flood programs, especially ones specific to alluvial fan flooding. ✓ This item was started through the Map Mod Program then continued through Risk Map Program then placed on hold by FEMA due to a policy change in mapping communities with levees. The use of the very outdated FIRM maps continues to be a problem. The Seward Bear Creek Flood Service Area Board, the Kenai Peninsula Borough, the State of Alaska, Region X, FEMA and the City of Seward have held numerous meetings and teleconferences in an attempt to receive the flood maps produced during the Map Mod project. Although progress has been made to accept the 2010 Draft DFIRMmaps; at this time we are still using the 1981 FIRM Maps. 3. City of Seward should evaluate the benefits of applying to FEMA to join the Community Rating System (CRS). (Short Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board] ■ This item has been completed. The City of Seward is currently holds a CRS rating of 7. 4. City staff should work with adjustors on the CRS to reduce interest rates. (Long Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board] ✓ This item is an ongoing project. Staff continues to work with the NFIP to increase the communities rating. 5. Information on how to obtain insurance from the NFIP should be provided to private property owners. (Short Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board, Chamber of Commerce] ✓ This item is an ongoing project. Annual letters are mailed to property owners within the mapped flood hazard areas. Also to developers, contractors, insurance agents and realtors. 6. Publish a brochure containing information on the City of Seward flood dangers to be distributed to the community. (Short Term) [Planning Department, Flood Administrator, Seward Bear Creek Flood Service Area Administration and Board, Chamber of Commerce] • This item is an ongoing project. Numerous public information brochures are available through the Seward Bear Creek Flood Service Area Board and the Community Development Office. 7. Require that realtors disclose hazard risk in real estate transactions. (Short Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board, City Legal Department, City Administration] Niro, ✓ This is an ongoing project. Through education and annual mailings the realtors are provided flood hazard information. 8. Bring a flood - proofing workshop to Seward to assist the City and private property owners. (Short Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board] ✓ This item is an ongoing project. The Community Development office participated in an All Agency Public Information Day workshop, providing information to the public on July24, 2012. 9. Reevaluate land use codes and subdivision regulations that are specific to development within the flood prone areas. (Short Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board] ✓ The Planning and Zoning Commission continues to hold public meetings and work sessions to reevaluate the land use codes and subdivision regulations. The Floodplain Development portion of the code has again been placed on hold due to the DFIRM map updates. 10. Mitigate damage to roads, drainage and utilities by requiring that reconstruction be to a higher standard after a storm. (Long Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board, City Legal Department, City Administration] ✓ This item continues to be accomplished with ongoing projects. Continued updates to the Council through the City Manager reports have been provided on the Dairy Hill culvert replacement, Lowell Point Culvert Project, both Hazard Mitigation Projects 11. Revise the flood plain ordinance to include a provision for cumulative substantial improvement or damage. (Short Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board, City Legal Department, City Administration] ✓ This item has not been accomplished due to the Floodplain Development portion of the code being placed on hold due to the DFIRM map updates. 12. Properties should be identified that would be appropriate for protection because of flood risks, and after public input, acquisition, conservation, or flood hazard protection regulations by the government should be pursued. (Long Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board, City Legal Department, City Administration] 3� • Portions of this project have been completed. Numerous parcels have been purchased and protected within the special flood hazard areas. An additional 2 acres was acquired in June of 2012. 13. Require buildings to be built with the lowest floor one foot above base flood elevation. 'voi (Short Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board, City Legal Department, City Administration] ✓ This item has not been accomplished due to the Floodplain Development portion of the code being placed on hold due to the DFIRM map updates. 14. Improve enforcement of floodplain regulations, including requiring certificates for all structures within the flood plain. (Short Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board, City Legal Department, City Administration] • This item is a continuing project. All structural development within the Floodplain is required to submit an Elevation Certificate before the Certificate of Occupancy is issued. 15. Continued maintenance of the Resurrection River drainage. In conjunction with KPB, conduct an engineering study to determine the most effective use of the dredge materials from the maintenance dredging. (Long Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board] ✓ This is an ongoing project. The City partnered with the Seward Bear Creek Flood Service Area on the U.S. Army Corps of Engineers ( USACE) Planning Assistance to the State Study, the USACE Section 205 on Japanese (Japp) Creek — possible sediment management plan. 16. Continue Lowell Creek Tunnel outflow maintenance. (Short Term) [Planning Department, Flood Plan Administrator, Seward Bear Creek Flood Service Area Administration and Board] ✓ This is an ongoing project handled by the Public Works department and the USACE. 17. Expand public awareness about NOAA Weather Radio for continuous weather broadcasts and warning tone alert capability. (Short Term) [Fire Department] • This item is an ongoing project. Weekly test announcements are broadcast to the public, providing information and awareness. 18. Identify buildings or locations vital to the emergency response effort and buildings or locations that, if damaged, would create secondary disasters. (Short Term) [Fire Department, Police Department] ✓ This is an ongoing project. GIS mapping of vital structures, evacuation routes continues to be updated and enhanced. 19. Encourage real -time availability and use of satellite data to evaluate fire, spruce bark beetle killed forest, and flood or tsunami potential. i.e. EMWINS, KPB Spruce Bark Beetle. (Long Term) [Planning Department, City GIS staff] ✓ This is an ongoing project with the availability of GIS mapping information. 20. Encourage KPB school mitigation efforts. This measure will increase help to protect children and retain a school's functionality as an emergency shelter. (Long Term) [City Administration] ✓ This is an ongoing item. City Fire department and Administration work with the KPB school systems to insure the availability of the schools as emergency shelters in accordance with the Emergency Operation Plan. 21. Encourage non - structural mitigation and preparedness activities. Encourage activities at the household level. (Short Term) [Fire Department] ✓ This is an ongoing item, with continued education and public information provided via, personal, radio, mailer, website, and email. 22. Conduct city -wide earthquake /tsunami drills. Citywide earthquake /tsunami drills will educate people on what to do when an earthquake /tsunami occurs and reinforce interagency and individual expectations. (Long Term) [Fire Department, Police Department, Emergency Dispatch] ✓ The City of Seward participated in the Alaska statewide exercise held on March 28th for Alaska's tsunami alert system. 23. Encourage the development of earthquake structural performance standards and incorporate earthquake overlay zones in the community land use ordinances. Encourage the development of citing requirements based on soil type, slope, and other considerations. Before this can happen, information about where the various risks are located must be developed. (Long Term) [Planning Department] ✓ This is an ongoing project with the availability of GIS mapping information. 24. Promote incorporation of new methods to improve building performance. New materials and construction techniques might be more effective or feasible than what is currently available. (Long Term) [Planning Department] ✓ This is an ongoing project with the Building Department research and available information. 25. Evaluate the need for development of large -scale earthquake - hazard maps of the Seward areas. Seismic hazard area maps need to be created for the area. The maps should depict site `,„ amplification, liquefaction susceptibility, and ground failure at a minimum scale of 1 inch = 1 mile. (Long Term) [Planning Department] 3� ✓ This is an ongoing project with the availability of GIS mapping information. 26. Publish Tsunami Inundation Maps. Revise maps after a significant event or natural disaster. (Long Term) [Fire Department, Planning Department, DHS &EM] NwitO ✓ This is an ongoing project with the availability of GIS mapping information. The City of Seward has worked with the University of Alaska, Fairbanks on Tsunami mapping and received mapping based on the best available information. Maps have been made available to the public. 27. Improve the Lowell Creek diversion project by reassessing the best route for creek diversion, renovation of the tunnel and development of a new outfall. (Long Term) [Planning Department, USACE] ✓ This is a long term project with the Army Corp of Engineers. 28. Identify and advise of avalanche /landslide areas within the City of Seward for potential community development. (Short Term) [Planning Department] • This is an ongoing project with the availability of GIS mapping information. Work and danger signage has been placed along Lowell Point road and at the base of Mount Marathon. 29. Encourage the Kenai Peninsula Borough to include service areas outside of City of Seward city limits in this plan. [City Administration] • The Seward annex to the KPB Mitigation Plan was FINAL approved by FEMA on August 25, 2011 but the five year expiration date is July 14, 2016. Since the Seward plan is annexed into the KPB Plan its expiration date aligns with the Borough expiration date. This is the same with all of the other incorporated cities in the borough. lO ��� °' " ��` � S EWARD C 0 MMU N ITY j it LIBRARYMU PROTECT ry M�S ' 45M�P . . .,. l 1 l 2012 PRO 1: C ' ... , A ...... U P 0 R...... PROJECT PROJECT UPDATE Aci-i 1EVEMENTS There have been many changes as PCL Construction Services Inc. took full advantage • 1 idnir. l foiltiu o d -1 of the good summer weather. At the beginning of July, the building was a simple steel • Lomp1` t xl Site Civil frame with minimal exterior or interior walls. Since then it has transformed into a • tither , c g - r c 1'i= cl:aaroca.l, visible structure that will soon be used by our community. idectri al aitri l'lc, big m f.oirtpl; a a;tinv, Site Civil — The building utilities are complete including the main water line, fire • Completed .d t , Se :'1 is" S hydrant line, sewer line and building electrical and communication lines. The building • t i rn;rr lnJa kd for Pe in anent fuel oil tank and pump are set on the exterior concrete pad. The City of Seward Power Electrical Department installed the electrical transformer and assisted in the tie -in of the water lines. The building final grade is complete and the exterior sidewalks are poured. Asphalt pavement is finished and the landscaping will begin shortly. Building Exterior - The exterior framing on the building is complete. The contractor 1 f l�j��` j� (I �I €�€ installed the insulation and vapor barrier and steel z -metal to support the plywood •- f f + sheathing for the exterior siding. The PVC vinyl window frames are set and most of the , I. 1 I1¢ 1,11 ', 0 window panes are installed. The roofing is complete with only the parapet flashing cap a ' , remaining. Durock for the exterior tile is installed around the building perimeter and The insulation and air barrier being installed prior io the foundation wall flashing cap is mostly complete. siding. b' p Y P 1 -�* < ` i , ,I ,I- Building Interior — The interior framed walls are complete and most of the soffits are r�. \ i a � - ' �p x ri : a �,. 1 $,, , rc " k framed. The Exterior insulation and vapor barrier were installed after the mechanical, -i� A � � electrical and plumbing rough -i n was completed. Gypsum wallboard (GWB) is installed l ? ,l1 , v�tl!l1R" LIT i I r ,3 l' on most of the basement first floor and second floor exterior walls and interior walls. �� t i ;r " i ° " t Multiple coats of joint compound have been applied to the GWB in the basement and ;r ( 1 ia t, i fi fl oor. Me chanical, plumbing and electrical continues to progress with a 7, , l P g P a rth most of the r , / ,1 . l rough -in work complete. /,/, /!.• Steel frammg for gypsum wallboard installation in the The public can expect Sixth Avenue and Adams Street to remain "one lane only" until enriyaiea. about the middle of September. The Adams Street closure for the utilities extension went well with minimal disruption to neighboring lots. LOOK. AHEAD MILESTONES The Library Staff and Museum committee have finalized the plans for the exhibit space. <. Fliaish ping A portion of the space will be built by PCL. The furniture, fixture and equipment . 1 urnl late F,t ,ic=in z 1 ‘ c p procurement is complete and should arrive the first week of December. • Furnishi sOrcde re . f,:em piet My\ttal • aeri rFiarrai,c: IZE ; ct i d, 1' NI: I'I.f ( 1 f ..1'C I 1 R1,°. . Yt .. )(4 0 . ij:. '' yl SCHEDULE Q3 Q4 1, Q1 Q. 2 20 11 Q3 t _ 1 ii ___........._._ Q Q4 Q1 2009— . 201 ... / .....................„...... _......._.......i..._.......___....„....___...,........ ,) Q2 3 1 , Q4 Q i Q2 :-... " 4 Schematic Design '61 g> . 4 • 8/9/10 NTP for Design Development z , .-.0 4 Design Development ...,' . 4 . 12/30/10 Design Development Submittal 4 . 2/1/11 NTP for Construction Documents li Construction Documents 4 Select CM/GC Contractor 4 Pre-Construction Services 4 Negotiate GMP 4 ■ 7/26/11 NTP Materials Procurement Fall Construction ---. / Construction Winter Shutdown FF&E Procurement Exhibit Design/Construction Exhibit Installation BUDGET AS OF SEPTEMBER 10, 2012 ORIGINAL SPENT FORECAST A ADJUSTED BUDGET (as of 9/10/2012) COMPLETION Constructio.n $7,399,000 $7,576,931 $4,773,253 $7,908,580 532 Design & Construction Administration $1,066,720 $1,066,720 $990,000 $1067 Professional Services $394,000 $394,000 $310,000 $398,000 Other $310,000 $310,000 $106,640 $176,640 Exhibits $100,000 $100,000 $44,000 $60,000 Project Contingency $738,378 $560,447 $235,970 $365,475 Total Project Cost $10,008,098 $10,008,098 $6,459,863 $9,976,227 _ _ - 4 .... - , KEY PCL SUBCONTACTORS: RcAlaska, Inc_ . BER of Ala-;iia, Inc, ,::,' ,... , '-;<"- : - - ',,-,.. ,,,,, ,. c ,.' - en t cal 1, 1 , ,-!cliinical, 1.1,1: 4 Hannon Construction, Inc. ' .i. `,,',....„;,,11:?';':.?-7,',' 6 IR 'Heritage Construction, Inc. . kedi Electric, Inc. - '-'/•.' . , .. - . , .. ;0,44., , ,-.w..,,,, - --. Cal COnS trUCti On, 1.1,1:. • hi dustrini ROO ling, Inc. F iniS lit g diagonal ;trips 1611 the sidewalk outside of the front entry. “ H 1414:14- :11:Il ,,, O ctober 2012 October 2012 SuMo TuWe Th Fr Sa November 2012 SuMo TuWe Th Fr Sa 1 2 3 4 5 6 123 7 8 9 10 11 12 13 4 5 6 7 8 910 14 15 16 17 18 19 20 21 22 23 24 25 26 27 11 12 13 14 15 16 17 18 19 20 21 22 23 24 28 29 30 31 25 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Oct 1 4 i 5 Election 12:OOpm PACAB Mtg 6 10 11 12 7:00pm City Council M (NI co 15 16 17 18 19 12:OOpm PACAB WS 6:30pm HP Mtg r-I LJ 0 22 23 24 25 26 5:30pm CC WS Legisla pmCCM CC Mtg kip 15 0 29 30 31 Nov 1 2 N > 0 $414115.°' O ti Nanci Richey 1 10/4/2012 1:25 PM November 2012 December 2012 e SuMo TuWe Th Fr Sa SuMo TuWe Th Fr 5a N r e fl b er 2�l 1 2 3 1 4 5 6 7 8 910 2 3 4 5 6 7 8 11 12 13 14 15 16 17 9 10 11 12 13 14 15 18 19 20 21 22 23 24 16 17 18 19 20 21 22 25 26 27 28 29° 30 23 24 25 26 27 28 29 a Wednesday Thursday Friday Monday Tuesday 2 Oct 29 +30 31 INov1 N > 0 Z N N 0 V 0 8 9 5 . 7:OOpm General Electic 7:OOpm P &Z Mtg rn L,1 0 z 12 13 14 15 16 N r-1 O 19 20 21 22 123 6:OOpm P &Z WS 12:OOpm PACAB WS 6:30pm HP Mtg. m N 61 e-I 0 Z 27 28 29 30 7:00pm CC Mtg Cr) N 1 10/4/2012 12:43 PM Nanci Richey L