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09092013 City Council Packet
Seward City Council Agenda Packet r s i t 1s , r � r "c 1.g r n. k, k 7 r' ar t � � b a a j.- - " F ` 4 r d .414, # ro ", Al lea ti r '' # ' 'ha.. r r ¢ " . ' �'�.' r. ` 4 K e f }c � k,1 ti4 n. nt e h ..r , ' '. W � .t q, #fix X . � 1 xn ¢ v' �' y , +d+ �a I .y }f x _ v r $ iF 6 "M " f 'Y "w ,54}3 9 .# ":',. September 9, 2013 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA e° Ali - America NY I I I {Please silence all cellular phones and pagers during the meeting} September 9, 2013 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 Vice Mayor have signed in will be given the first opportunity to speak. Time is Term Expires 2014 limited to 3 minutes per speaker and 36 minutes total time for this agenda item.] Robert Valdatta 5. APPROVAL OF AGENDA AND CONSENT AGENDA Council Member [Approval of Consent Agenda passes all routine items indicated by Term Expires 2013 asterisk ( *). Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, Christy Terry the item is returned to the Regular Agenda] Council Member Term Expires 2013 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Vanta Shafer A. Proclamations and Awards —None Council Member Term Expires 2013 B. Borough Assembly Report C. City Manager's Report Marianna Keil D. City Clerk's Report Pg. 4 Council Member E. City Attorney's Report Term Expires 2014 E. Mayor's Report Ristine Casagranda F. Other Reports and Presentations - None Council Member Term Expires 2014 James Hunt City Manager Johanna Kinney City Clerk Cheryl Brooking City Attorney City of Seward, Alaska Council Agenda September 9, 2013 Page 1 7. PUBLIC HEARINGS A. Ordinances for Public Hearing and Enactment 1. Ordinance 2013 -007, Amending The City Of Seward Code, Section 12.05.021, Adopting The 2012 Edition Of The International Residential Code (IRC), Including Revisions. (Clerk's Note: In order to satisfy Alaska Statute 29.35.144, this ordinance is required to have a minimum of three public hearings. The first public hearing was held on May 28, 2013, the second was held on August 12, 2013, and tonight is the third public hearing and this possible enactment of this ordinance.) Pg. 12 8. UNFINISHED BUSINESS 9. NEW BUSINESS A. Ordinances for Introduction - None B. Resolutions *1. Resolution 2013 -068, Amending The 2013 Budget To Record Expenditures Of $363,319.84 Paid By The State Of Alaska On Behalf Of The City Toward The City's Public Employees Retirement System Liability For The Period January Through June, 2013.....Pg. 39 *2. Resolution 2013 -069, Authorizing The City Manager To Accept Grant Funds From The Alaska Division Of Homeland Security And Emergency Management In The Amount Of $7,031.00 For Purchase Of Communications Equipment For An Alternate Emergency Operations Center At Providence Seward Mountain Haven, And Appropriating Funds....Pg. 44 *3. Resolution 2013 -070, Authorizing The City Manager To Apply For An Alaska Energy Authority ( "AEA ") Round VII Renewable Energy Fund Grant For Installation Of Heat Recovery System At The Alaska SeaLife Center Pg. 56 *4. Resolution 2013 -071, Amending The 2013 Budget To Record Depreciation Expenses Related To The Hospital And Long -Term Care Facilities Pg. 85 5. Resolution 2013 -072, Authorizing The City Manager To Purchase A 2013 International Dump Truck For An Amount Not To Exceed $116,000 Pg. 88 *6. Approve the July 22, 2013 City Council Regular Meeting Minutes Pg. 101 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) a. Report on Japanese Delegation Visit from Temporary Deputy City Clerk Jean Lewis. Pg. 107 b. Mural Society Schedule for upcoming trip to Obihiro, Japan to paint and install "Friendship Across Water" Mural at Obihiro Zoo.. Pg. 108 11. COUNCIL COMMENTS 12. CITIZEN COMMENTS City of Seward, Alaska Council Agenda September 9, 2013 Page 2 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. EXECUTIVE SESSION A. Go into Executive Session to discuss reaching a potential agreement with the International Brotherhood of Electrical Workers Local #1547 (IBEW). 15. ADJOURNMENT Council Agenda City of Seward, Alaska Page 3 September 9, 2013 Memorandum Date: September 9, 2013 ' Seik 4 . 0 u To: Mayor and City Council From: Brenda J. Ballou, Acting City Clerk gtASwP RE: Water Damage in Transient Vault The purpose of this report is to bring attention to an ongoing water leakage program in City Hall which is jeopardizing the condition and retention of records being stored in the Transient Vault located in the basement. BACKGROUND The Transient Vault is a locked storage room in which municipal records are stored for a specified period of time and is not used for permanent records storage. When a record has served its useful, active life, the department head completes a records transfer sheet and turns over custody of the record to the clerk's office. The clerk's office ensures that the record is stored and retained for the appropriate amount of time, per the city's retention schedule. The retention schedule may call for as short as one year to as long as "indefinite with a review every 20 years." Records retention is one of the primary duties that the office of the city clerk is charged to perform. PROBLEM There is a water leak in City Hall, apparently through the roof, which has been leaking all the way down into the basement every time it rains. This problem began earlier this year and administration was notified of the water in the basement by the clerk's office. The problem was a concern, but was not considered critical until about a month ago when the rain and subsequent leak caused multiple ceiling tiles to crash down under the weight of the water and many boxes of records got wet. The public works department has since placed some large totes and buckets to catch the water, and the clerk's office has temporarily relocated approximately 65 boxes to get them out from under the water drips. During the processing of relocating the water - damaged boxes, it became apparent that there is already a mold issue developing with those wet boxes, and the sheetrock on one section of wall may need to be replaced as it has been soaked through with water on both sides of the wall multiple times. The room immediately adjacent to the Transient Vault is controlled by the finance department and also contains boxes of paperwork that have been effected. RECOMMENDATION The city clerk's office respectfully requests that immediate action be taken, first to fix the water leaks in order to stop any further damage, and second to mitigate mold growth by repairing the walls and damaged ceiling tiles. if rr + Mil i t....„ If , . , t i f z X t ' I I ;.tI Hallway Outside Transient Vault (ceiling tiles have collapsed from the water; buckets on floor are catching actively dripping water) City Clerk's Report September 9, 2013 RE: Water Damage in Transient Vault Photo 1 of 7 } sok y &I1 `011yl Inside Wall Transient Vault (ceiling tiles have collapsed from the water; water damage on wall; bucket is catching actively dripping water) City Clerk's Report September 9, 2013 RE: Water Damage in Transient Vault Photo 2 of 7 \ i • VA I 1907122 gi • I Inside Wall Transient Vault (ceiling tiles have collapsed from the water; water damage on wall; bucket is catching actively dripping water) City Clerk's Report September 9, 2013 RE: Water Damage in Transient Vault Photo 3 of 7 Ill 0. !.. on 224•= 86 drrr j 7 # , ,. ..... 3, , MINA1111.111 • { ., ' ' i s ‘ 7%%%' ' .„ Row 1 Transient Vault (City Clerk temporarily relocated 65 boxes of records to mitigate further water damage) City Clerk's Report September 9, 2013 RE: Water Damage in Transient Vault Photo 4 of 7 lilt , 1 j r i i le 4111111111111.111 ,. .. ,) r.;1* 1° - Ceiling of Transient Vault (ceiling tiles have collapsed from the water; water is dripping) City Clerk's Report September 9, 2013 RE: Water Damage in Transient Vault Photo 5 of 7 1 w alk a Inside Aisle Transient Vault (buckets are catching actively dripping water) City Clerk's Report September 9, 2013 RE: Water Damage in Transient Vault Photo 6 of 7 1 Middle Ceiling of Transient Vault (ceiling tiles have collapsed from the water; water is dripping) City Clerk's Report September 9, 2013 RE: Water Damage in Transient Vault Photos of 7 I l Sponsored by: Hunt Introduction Date: April 22, 2013 First Public Hearing: May 28, 2013 Second Public Hearing: Aug 12, 2013 Third Public Hearing and Enactment: September 9, 2013 CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING THE CITY OF SEWARD CODE, SECTION 12.05.021, ADOPTING THE 2012 EDITION OF THE INTERNATIONAL RESIDENTIAL CODE (IRC), INCLUDING REVISIONS WHEREAS, the City of Seward currently administers the 2006 International Residential Code (IRC); and WHEREAS, the most recent International Residential Code (IRC) is the 2012 edition; and WHEREAS, it is important to remain current for the purpose of recognizing new building techniques and materials; and WHEREAS, because the current 2012 IRC is the most commonly used industry standard by architects and engineers, our citizens will benefit from more efficient and cost - effective design services if the City of Seward adopts this edition; and WHEREAS, the City of Seward has included additional amendments to modify the code for Seward's climatic, geographic and seismic conditions and to set local fees. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, HEREBY ORDAINS that: Section 1. The Seward City Code Section 12.05.021 is deleted in its entirety and replaced with the following: 12.05.021 International Residential Code Adopted. A. The International Residential Code, 2012 Edition, approved and published by the International Code Council (Consisting of the Building Officials Code Administrators (BOCA); the International Conference of Building Officials (ICBO), and the Southern Building Code Congress International, Inc. (SBCCI)), is hereby designated and shall be known as the Seward residential code and shall constitute the laws of the city relating to residential building regulation. Although not published in full in this section, all of the CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 2 of 16 provisions of the International Residential Code, 2012 Edition, except as provided in subsection D. of this section, shall be and are hereby adopted by reference to the same extent as if set forth in full in this section except to the extent that the International Residential Code shall be in conflict with this code or any relevant ordinance later adopted, in which case the provisions of this code shall prevail. B. The City of Seward shall possess three copies of the city designated edition of the International Residential Code, for public use, inspection and examination, so long as the provisions thereof remain in force. C. The International Residential Code (IRC) is adopted to regulate all residential occupancies and buildings in the City of Seward. It shall be unlawful for any person to erect, construct, enlarge, alter, repair, move, remove, improve, convert, demolish, or equip any building or structure in the city, or cause or permit the same to be done, contrary to or in violation of any of the provisions of the International Residential Code adopted and incorporated as the Seward residential building code by this section. D. The International Residential Code (IRC), 2012 Edition, adopted in Subsection A of this section, is hereby amended by adopting the following revisions and exceptions to the I.R.C.: The IRC is revised by deleting all references to the "International Fuel Gas Code", with the exception of chapter 6 and 7 and all references to the "International Plumbing Code" and replacing them with "Plumbing Code as adopted by the Department of Labor ". (1) Chapter 1, Section R101.1, of the I.R.C. is revised by inserting "City of Seward" as "name of jurisdiction." (2) Chapter 1, Section R102.7, of the I.R.C. is revised by deleting the words "the International Property Maintenance Code or ". (3) Chapter 1, Section R103, of the IRC is revised by replacing the existing title "DEPARTMENT OF BUILDING SAFETY" with "BUILDING DEPARTMENT ". (4) Chapter 1, Section R103.1 CREATION OF ENFORCEMENT AGENCY, is revised by deleting the entire paragraph and title and replacing it with "GENERAL. The official in charge of 13 CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 3 of 16 enforcing the provisions of this code will be known as the Building Official. The Building Official shall have the authority to render interpretations of this code and to adopt policies and procedures in order to clarify the application of its provisions. Such interpretations, policies and procedures shall be in compliance with the intent and purpose of this code. Such policies and procedures shall not have the effect of waiving requirements specifically provided for in this code." (5) Chapter 1, Section R105.3.1.1, SUBSTANTIALLY IMPROVED OR SUBSTANTIALLY DAMAGED EXISTING BUILDINGS AND STRUCTURES, is revised by deleting "Table R301.2 (1)" and inserting the words "City of Seward Ordinance Section 9.15.140." (6) Chapter 1, Section R106.1.3, INFORMATIONAL FOR CONSTRUCTION IN FLOOD HAZARD ARES, is revised by deleting "Table R301.2(1)" and inserting the words "City of Seward Ordinance 15.25 ". (7) Chapter 1, Section R108.2, SCHEDULE OF PERMIT FEES, is amended by deleting all after "in accordance with " and inserting the words " Table 1 -A, Building Permit Fees" and inserting Table 1 -A in the text. Table 1 -A TABLE 1 -A BUILDING PERMIT FEES Total Valuation Fee $1.00 to $500.00 $23.50 $501.00 to $2,000.00 $23.50 for the first $500.00 plus $3.05 for each additional $100.00, or fraction thereof, to and including $2,000.00 $2,001.00 to $25,000.00 $69.25 for first $2,000.00 plus $14.00 for each additional $1000.00, or fraction thereof, to and including $25,000.00. $25,001.00 to $50,000.00 $391.25 for the first $25,000.00 plus $10.10 for each additional $1,000.00, or fraction thereof, up to and including $50,000.00 1`\ CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 4of16 $50,001.00 to $100,000.00 $643.75 for the first $50,000.00 plus $7.00 for each additional $1,000.00, or fraction thereof, up to and including $100,000.00. $100,001.00 to $500,000.00 $993.75 for the first $100,000.00 plus $5.60 for each additional $1,000.00, or fraction thereof, up to and including $500,000.00. $500,001.00 to $1,000,000.00 $3,233.75 for the first $500,000.00 plus $4.75 for each additional $1,000.00, or fraction thereof, up to and including $1,000,000.00. $ 1,000,001.00 and up $5,608.75 for the first $ 1,000,000.00 plus $3.15 for each $1,000.00, or fraction thereof. Other Inspections and Fees 1. Inspections outside of normal business hours... $47.00 per hour 2. Inspections for which no fee is specifically indicated. 3. Additional plan review required by $47.00 per hour changes, additions or revisions to plans (minimum charge - one -half hour). $47.00 per hour 4. For use of outside consultants for plan checking and inspections, or Actual Costs both (8) Chapter 1, Section R111, SERVICE UTILITIES, is deleted in its entirety. (9) Chapter 1, Section R112.1 GENERAL, is amended by adding the words "consisting of the City Council of the City of Seward." after the words "hereby created a board of appeals." The period after the word "appeals" is deleted and the third sentence starting with the words "the board of appeals shall...." is deleted in its entirety. (10) Chapter 1, Section R112.3, QUALIFICATIONS, is amended by deleting the entire paragraph and title. (11) Chapter 3, Table R301.2(1), CLIMATIC AND GEOGRAPHIC DESIGN CRITERIA, 15- CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 5 of 16 TABLE R301.2 (1) CLIMATIC AND GEOGRAPHIC DESIGN CRITERIA Add the following information in the table: Roof Snow Load 80 psf Uniform Roof Snow Load 80 psf Wind Speed 100 mph Seismic Design Category l) 2 Weathering Severe Frost Line Depth 42 inches Termite None — Slight Winter Design Temp. -20 Degrees F Ice Barrier Underlayment required Yes Flood Hazards Yes, see Flood Hazards Maps Air Freeze Index 1673 Mean Annual Temp. 39 Degrees F Decay Slight — Moderate (12) Chapter 3, Section R302.5.1 Opening protection is amended by adding a sentence at the end of the section "All door openings between garage and residence must be equipped with smoke gaskets." (13) Chapter 3, Section R302.6 Dwelling/Garage fire separation is amended by changing the first sentence to read "The garage shall be separated from the residence by a minimum of one hour occupancy separation" and delete table R302.6. (14) Chapter 3, SectionR302.7 Under -stair protection is amended by replacing '/2- inch with "5/8- inch" (15) Chapter 3, Section R310.1 EMERGENCY ESCAPE AND RESCUE REQUIRED is amended by numbering exception in the IRC Code 1. and adding exception number 2: 2. Where windows are provided as a means of escape or rescue in a basement, they shall have a finished sill height of not more than 48 inches above the finished floor." (16) Chapter 3, Section R313.1 TOWNHOUSE AUTOMATIC FIRE SPRINKLER SYSTEMS is amended by at the end of the sentence adding; "that exceeds a total of 3600 16 CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 6 of 16 square feet per unit or as required by the International Fire Code as adopted ". (17) Chapter 3, Section R313.1 EXCEPTION is amended by at the end of the sentence adding; "unless the total square footage per unit exceeds 3600 square feet." (18) Chapter 3, Section R313.2 ONE AND TWO- FAMILY DWELLINGS AUTOMATIC FIRE SYSTEMS is amended by at the end of the sentence adding; "that exceeds a total of 3600 square feet per unit or as required by the International Fire Code as adopted ". (19) Chapter 3, Section R313.2 EXCEPTION is amended by at the end of the sentence adding; "unless the total square footage per unit exceeds 3600 square feet." (20) Chapter 3, R315 CARBON MONOXIDE ALARMS Add new subsection: R315.1.1 In new construction, carbon monoxide alarms shall receive their primary power from the building wiring where such wiring is served from a commercial source and shall be equipped with a battery back -up. Wiring shall be permanent and without disconnecting switch other than those required for overcurrent protection. In existing construction, carbon monoxide detectors shall be permitted to be battery powered or cord - and -plug type with battery backup. (21) Chapter 3, Section 8317.3.1 FASTENERS FOR PRESERVATIVE - TREATED WOOD is amended by deleting the exceptions. (22) Chapter 3, section R322.1 GENERAL is amended by replacing the words " in Table 301.2(1)" with the words "by the City of Seward Flood Zone Maps" (23) Chapter 3 Section 322.1.7 PROTECTION OF WATER SUPPLY AND SANITARY SEWAGE SYSTEMS, in the last sentence, delete all after "plumbing provisions of this code" and insert a period after "code ". (24) Chapter 3, section R324.1.6 PROTECTION OF WATER SUPPLY AND SANITARY SEWAGE SYSTEMS, in the last sentence, delete all after "plumbing provisions of this code" and insert a period after "code ". (25) Chapter 4, Section R401.1 APPLICATION is amended by deleting "Table R301.2 (1)" and replacing it with "City of Seward Flood Zone Maps" (26) Chapter 4, Section R403.1.3 SEISMIC REINFORCING, by deleting the Exception. Il CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 7 of 16 (27) Chapter 4, Section R403.1.6.1 FOUNDATION ANCHORAGE IN SEISMIC DESIGN CATEGORIES C, DO, D1 and D2 is amended by changing the anchor bolt spacing in item #2 and #3 to read "not more than 4 feet ", (28) Chapter 4, Section R404.1 Concrete and masonry foundation walls is deleted in its entirety. (29) Chapter 4, Section R404.1.1, MASONRY FOUNDATION WALLS, is deleted in its entirety. (30) Chapter 4, Section R404.1.2, CONCRETE FOUNDATION WALLS, is deleted in its entirety. (31) Chapter 4, Section R404.1.3, DESIGN REQUIRED is deleted in its entirety. (32) Chapter 4, Section R404.1.4 SEISMIC DESIGN CATEGORIES D1 AND D2, is deleted in its entirety. (33) Chapter 4, Table R404.1.1 (1), PLAIN CONCRETE AND PLAIN MASONRY FOUNDATION WALLS, is deleted in its entirety. (34) Chapter 4, Table R404.1.1 (2), REINFORCED CONCRETE AND MASONRY FOUNDATION WALLS, is deleted in its entirety. (35) Chapter 4, Table R404.1.1 (3), REINFORCED CONCRETE AND MASONRY FOUNDATION WALLS, is deleted in its entirety. (36) Chapter 4, Table R404.1.1 (4), REINFORCED CONCRETE AND MASONRY FOUNDATION WALLS, is deleted in its entirety. (37) Chapter 4, Section R404.3, WOOD SILL PLATES, Delete paragraph and substitute with the following: Wood sill plates shall be minimum 2 -inch by 6 -inch nominal lumber and shall be bolted to the foundation or foundation wall with not less than ten (10) inch by five- eights (5/8) inch nominal diameter galvanized steel bolts embedded at least seven (7) inches into the concrete or in fully grouted cells of reinforced masonry and spaced not more than four (4) feet zero (0) inches apart. There shall be a minimum of two bolts per piece with one bolt located within 12 inches of each end of each piece. Washers shall be galvanized and in accordance with CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 8 of 16 R602.11.1. Wood sill plates must be preservative- treated material as specified in Section R317.1. (38) Chapter 4, Section R404.3.1 is created, REINFORCED CONCRETE. 1. The minimum reinforcement for reinforced concrete shall be as follows: 12" Walls 10" Walls #4 @ 12" o.c. each face horizontal #4 @ 8" o.c. horizontal #4 @ 18" o.c. each face vertical #4 @ 12" o.c. vertical 8" Walls 6" Walls #4 @ 10" o.c. horizontal #4 @ 12" o.c. horizontal #4 @ 16" o.c. vertical #4 @ 18" o.c. vertical 2. Reinforced concrete walls shall be anchored to all floors and roofs in accordance with Chapter 16 and 19 of the International Building Code, 2000 edition. 3. All intersecting reinforced concrete walls shall be tied together. 4. All interior and exterior concrete walls shall be reinforced. 5. All structural members framing into or supported on concrete walls or columns shall be anchored. ALTERNATE REINFORCEMENT FOR CONCRETE WALLS 6" Walls ) #4 @ 12" hor. #3 @ 8" hor. #5 @ 13" hor. ) #4 @ 18" vert. #3 @ 12" vert. #5 @ 18" vert. 8" Walls ) #4 @ 10" hor. #3 @ 5 1/2" hor. #5 @ 15" hor. ) #4 @ 16" vert. #3 @ 9" E.F. vert. #5 @ 18" vert. 10" Walls ) #4 @ 8" hor. #3 @ 9" E.F. hor. #5 @ 12" hor. ) #4 @ 12" vert #3 @ 15" E.F. vert. #5 @ 18" vert. 12" Walls ) #4 @ 12" E.F. Hor. #3 @ 7 1/2" E.F. hor. #5 @ 18" E.F. hor. ) #4 @ 18" E.F. vert. #3 @ 12" E.F. vert. #5 @ 18" E.F. vert. CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 9 of 16 (E.F. -Each Face - double row of bars) (39) Chapter 4, Figure 404 -31, TYPICAL FOUNDATION AND FOOTING DEPTH, is added as shown: TYPICAL EXTERIOR INTERIOR PONY WALL INTERIOR PONY WALL FOUNDATION ON FOOTING ON CONCRETE FLOOR bottom plate nail per engineer minimum 3-160 per t6' I - Maximum 5' differential fill between inside vertu. thew waif edge nail & rim t0 I_ uttoide Or engineered restraint reouired sill connection Per engineer 10 JOISTS PER PLAN = 6 poured or mu foundation wall, I i , 10' won required emu *oil supports ICI '_- i `I + 11 3 floors o, engineered design required. -- Ii ,. 1 I 1 m in 20 treated hem -fir sill - thicker sill required for • 10' 6 t lll� � Some nailing pollen,/ (Naar can be used omen 6'�j� .-\\ shear edge y nailing a anchor bob spacing r�: . o. ^� � �'_- ore desi for cedar ). %� ;!� Fs — R -1 & commercial: 5/8 +10 gal, nohar ROT \ ' w/ 7" em0e0. 0 48" oc 2.2 +] I8 pole washers CPU. vertical no 5 rnwr , 0 12' ' " Single family & duple.: 5/8 +10 gala. onrhor bolls ue iv/ .30 dian,. lop 0/0@0,101 no w/ J' smbod.0 48" 00. rebar a 48" e, w/ 40 diem. lap 1 Poured. vertical no. 5 rebar O 18' 4 ' "' insulation, thermal Darner for foam gnostic Insulation / 8+ l p 0orgont0 no 5 caber • Mutation approved use without Normal barrier. oe t5' ac 12' 11p See Handout 16. 1 IL, h optbnol� 15 fret z n rnOP m poly thylene t D K or Drtutnane r pprove - L-...-----..--•- -7. - --� f rater proof bottom — 1 _.._ ooting to above grade 8" y . �, - 1 ,, , , • , l0' nook :1 MO, 10 +16footing, (2) no. 5 •,. ;•• vw (2) n�� 5 rebar c t* 4 !elm aanhnuaus. f —Ifi -- J < r do t2' sWi< -ig'- d' cover B 12 splice ao CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 10 of 16 (40) Chapter 4, Figure 404 -31, TYPICAL PONY WALL FOR SPLIT LEVEL, is added as shown: 2x6 studs, exterior sheathing. shear wall edge noil per engineer,_ I bottom plate nail per engineer minimum 8d ®6" ac. ( minimum 3 -16d per 16" m 8" poured or cu foundation won, 2X treated hem —fir sill with sill sealer — thicker sin 10" wall required when wall supports required for some nailing patterns (cedar can be 3 floors or engineered design required, 1,„‘„,„.. used when shear wall edge nailing and anchor r� ?—�, bolt spacing are designed for cedar ). 10' 6" min. II�� R -1 & comrnerc;ol: 5 /8x10 galy. anchor bolts r mi, \ w/ 7" embed. ®48" oc 2x2x3/16 plate washers. 61---''` WS/ �`� '-' Single family & duplex: 5 /8x10 golv. anchor bolts '��/ ``� �� !�?`�'.�1I ' w/ 7,, embed,C� 48" oc. A I o. 5 rebar continuous CMU: vertical no. 5 rebar 0 32" oc, horizontal 5 rebar �'� 48" oc. 40 bar diamrn eter splices. Maximum 5' differential till between inside versus Poured: vertical no 5 rebar c 18" 42" .utsde or engineered restroint required. oc , horizontal no. 5 rebar 0 15" o or per Handout 16. 12" lop splices. 15# felt 2 ply hot mop l ^_ or bituthane or approved _ \ ` water proof bottom of_ I �•� footing to above grade '� \ \ 3 1/2" slob minimum •� (2) no. 5 rebar continuous, / 16 "_ / \ \\ 3" cover and 1 2" splice. Hook as required. gA CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 11 of 16 (41) Chapter 4, figure 404 -37, TYPICAL BASEMENT FOUNDATION WALL, is added as shown: DO NOT BACKFILL. ABOVE 4' UNTIL BLOCKING, FRAMING ANCHORS & PLYWOOD NAILS ARE INSTALLED. bottom plate nail per engineer minimum 3 - -160 per 16" j 5 - common or shear wall edge nail & rim to I 7 -10d box sheathing sill connection per engineer to joist - blocking I _ _ flash rigid foam l / TEM I � plastic insulation d 111 above grotto 6 0 '= I bays block 2 bo s 0 I6' oc when L +_,_io 'oasts parallel to foundation wall, lIg4 = *IT 1i=n_ � 4 t joists 16' oc max. for joists perpendicular to foundation wall. 6" clear to wood above soil min. 'j 2X8 treated hem -fir sill (cedar requires bolts & edge nailing to be engineered). /8" gals. anchor bolts 0 12 ac. R10 insulation i 11 - 11 =e i s =4=s -, exterior or interior Al ea. joist /black 1 -UO w/ 10 -IOd II !Iij (j 11- II' = 11 � t1 h= 11= 11 =1r -1 E or A35 w/ 12 -8d ea. side & offset !I = = u= n n lief. ,Ar 17.=11=11 -11- „II mil III, Il ihI h oto vertical no. 5 16" oc, El --I J horimntoi no. S O 488 " oc. J p ' 40 bar diameter splices. --- inside face 15# felt 2 ply hot mop Z.- poured: vertical no. 5 0 +8" oc, or bituthane or approved tits horizontal no 5 0 15' oc Place reinforcement on inside lose water proof bottom of tooting = or per Handout 14, 24" splices. 1.5" clear for to above grade _ poured concrete. 1/4" to cal for cm., w/ fire grout. max wall height '3 course cmu or 85' 1/2" to cell for cmu w/ coorye grout �' • 8" poured or cmu foundation wolf, ° 10" wall required when wall supports 3 floors or analysis required free draining granular bock till-\ 10x 16 footing . = standard hook: 7.5" extension, (2) no 5 continuous - 3.25 bend radius if required. 12" lop splice 4" slab w/ WWF6x6- 1.4x1,4, 6 mil. viaguene below slob or 4" drain tile or = use treated sills for int. wails perforoted pipe if— S w " ' l indicated o 0r/ �e� - �• ..0 e 0. - • " 0 0_ , , Q .7„..j.4 ,0 O C O (42) Chapter 4, Section R406.1, BELOW GRADE MOISTURE BARRIER, delete the existing paragraph and substitute the following: "Foundation walls located below grade shall be damp proofed with either 2 -ply of 15 lb. hot - mopped felt, or 1 -ply of 30 lb hot - mopped felt, Bituthane or other approved materials." (43) Chapter 4, Section R406.3, Damp proofing for wood foundations, is deleted in its entirety. CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 12 of 16 (44) Chapter 6, Section R601.3 MOISTURE CONTROL, In all framed walls, floors and roof /ceiling comprising elements of the building thermal envelope, a vapor retarder shall be installed on the warm -in- winter side of the insulation. (45) Chapter 6, Section R602.3.2, TOP PLATE, delete exception. (46) Chapter 7, Section R702.7 is amended to delete the words "interior side of frame walls" and replacing it with "warm in the winter side of the insulation" (47) Chapter 8, Section R802.10.3, BRACING, is amended by adding the following details and verbiage to the section: A • a3 CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 13 of 16 OPTION 3: THIS C:O•FIGUIRATION MAY BE USED IN !_IEU OF FI.RLL HEIGHT BLOCKS ABOVE EXTERIOR WALLS FOR TRUSSES WITH HEELS OF 11 1/4 ". SOLID 2X BLOCh. MIN. 2X4. 6" MAX - 2" MIN Vi i::..... 6D 0 4` OC. MAX, TIGHTER NAILING / 2" MAX. PATTERNS REQUIRE ENGINEERED DESIGN. ," IV y ,. -TRUSS UPLIFT CONNECTION PER DESIGNER OR HANDOUT RD.12 .... 7 HEIGHT 2x BLOCK `\ MIN. 2X10 FOR A 11 1/4" HEEL. MAIL SHEATHING TO - - - -- CONNECT TOP PLATES BLOCKING PER SHEAR WALL SCHEDULE. TO BLOCK PER SHEAR WALL EDULE. MIN. SCHEDULE DESIGNER -- -SHEAR WALL Other configurations may be deemed acceptable when supported by calculations. (48) Chapter 8, R807.1, ATTIC ACCESS, is amended by adding the following: "Attic access shall not be located in a room containing bathing facilities. (49) Chapter 9, R903.4, ROOF DRAINAGE, is amended by adding the following sentence: Roofs and gutter downspouts shall not create a water flow that damages neighboring properties. (50) Chapter 9, Section R905.1 ROOF COVERING APPLICATION, is amended by adding a new sentence at the end of the paragraph " All roof coverings shall be fastened to 5/8" minimum solidly sheathed decks" (51) Chapter 9, Section R905.2.2 SLOPE, is amended by deleting the entire section and replacing it with the following: "Asphalt shingles shall only be used on roof slopes of three units vertical in 12 units horizontal or greater. Underlayment shall be in accordance with Section R905.2.7 and ice protection shall be in accordance with R905.2.7.1." (52) Chapter 9, Section 905.3.3.1, LOW SLOPE ROOFS, is amended by deleting the words 44 underlayment shall be a minimum of two layers underlayment applies as follows:" and replace CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 14 of 16 with: " underlayment shall be ice and water shield adhesive type of membrane covering the entire roof." Delete Items 1 and 2. (53) Chapter 9, Section R905.3.3.2, HIGH SLOPED ROOFS, is amended by deleting the words " parallel to and starting from the eaves and lapped 2 inches (51 mm), fastened sufficiently in place" and replacing with: "....lapped 4 inches over ice protection. Lap subsequent layers 2 inches horizontally and 4 inches vertically to shed water continuing to the ridge, fastened sufficiently in place. Ice protection shall be in accordance with R905.2.7.1" (54) Chapter 9, Section R905.4, METAL ROOF SHINGLES, is amended by deleting subsections R905.4.1 through R905.4.3 and referring to R905.1, R905.2.2, R905.2.7 and R905.2.7.1. (55) Chapter 9, Section R905.5, MINERAL - SURFACED ROLL ROOFING, is amended by deleting subsections R905.4.1 through R905.5.3. Refer to R905.1; R905.2.2; R905.2.7 and R905.2.7.1. (56) Chapter 9, Section R905.6, SLATE AND SLATE -TYPE SHINGLES, is amended by deleting subsections R905.6.3. Refer to R905.2.7 and R905.2.7.1. (57) Chapter 9, Section R905.7, WOOD SHINGLES, is amended by deleting subsections R905.7.1 through R905.8.3. Refer to R905.1; R905.2.2; R905.2.7 and R905.2.7.1. (58) Chapter 9, Section R905.8, WOOD SHAKES, is amended by deleting subsections R905.8.1 through R905.7.3. Refer to R905.1; R905.2.2; R9052.7 and R9052.7.1. (59) Chapter 9, Section R905.9.1, SLOPE, is amended by deleting the words: "...except for coal - tar built -up roofs, which shall have a design slope of a minimum one - eighth unit vertical in 12 units horizontal (1- percent slope)." (60) Chapter 9, Section R905.10, METAL ROOF PANELS, is amended by deleting subsections R905.10.1 through R905.10.2. Refer to R905.1; R905.2.2; R905.2.7 and R905.2.7.1. CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 15 of 16 (61) Chapter 9, Section R905.10.2, SLOPE is amended by adding the following to the end of the paragraph: "Install underlayment under all metal roof panels. Underlayment shall be one layer of Type 15 felt. Underlayment shall be installed, starting with 4 -inch lap -over ice protection. Each subsequent layer shall be lapped 2 inches horizontally, and 4 -inch vertically to shed water continuing to the ridge. Fasten sufficiently to hold in place. Ice protection shall be in accordance with R905.2.7.1" (62) Chapter 11, ENERGY EFFICIENCY, is amended by deleting the chapter in its entirety and replace it with the following: "Chapter 11, Energy Efficiency. All one- and two - family dwellings and townhouses shall comply with the following insulation standards." Minimum Insulation R -Value [(hrft2degF)/Btu] Minimum Ceilings Walls Basement Crawlspace Exposed Glazing Walls Walls Floors U- Factor Above Grade (Cantile vered Floors) Minimum 0.35 R -38 R -19 R -19 R -19 R -30 R -Value (63) Chapter 13, Section M1301.1 SCOPE is amended by in the last sentence deleting "and the International Fuel Gas Code." (64) Chapter 13, Section M1307.2 Anchorage of Appliances is amended by at the end of the section adding a sentence "Boilers shall be secured to resist earthquake motion by anchoring boiler and stand to wall or floor. Section 2. This ordinance shall take effect ten days after enactment. ac CITY OF SEWARD, ALASKA ORDINANCE 2013 -007 Page 16 of 16 ENACTED by the City Council of the City of Seward, Alaska on this 9 day of September, 2013. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, CMC City Clerk (City Seal) D;) Agenda Statement e of sF� Meeting Date: May 28, 2013 u ;;;- •a To: Mayor and City Council From: Johanna Kinney, City Cler l/ Agenda Item: Recommended Public Hea ' g Process for Ordinance 2013 -007 BACKGROUND & JUSTIFICATION: Ordinance 2013 -007 is amending Seward City Code 12.05.021 by adopting the 2012 edition of the International Residential Code (IRC), brought forth by administration in a revised format. Staff is proposing a revision to the 2012 IRC sprinkler requirement portion of this code, by requiring residential sprinklers in structures that exceed 3,600 square feet instead of requiring installation of sprinklers in all new residential construction. Because of this proposed requirement, Alaska State Statute 29.35.144 requires the municipality to hold three public hearings. After introduction of Ordinance 2013 -007, the City Clerk noticed three public hearing dates: May 28, 2013, August 12, 2013 and September 9, 2013. If council intends to enact this ordinance as proposed, they could enact as early as September 9, 2013 and no later than November 22, 2013, because the statute limits the time period of enactment to no less than 60 days and no more than 180 days after the first public hearing. RECOMMENDATION: If council wishes to consider this ordinance as proposed, the City Clerk's procedural recommendation for this ordinance is as follows: • For the May 28, 2013 meeting: Follow the City Council Rules of Procedure for public hearing items but without carrying out a final vote. If council wishes to discuss or amend the ordinance after the public hearing, a motion and second to enact should be made, but it is strongly recommended that the motion to enact then be postponed to the following public hearing meeting to August 12, 2013, and then again to September 9, 2013. If council does not wish to discuss or amend the ordinance at this meeting, the presiding officer can close the public hearing and the council can simply move to the next item on their agenda without a main motion and second to enact. It should be noted that citizens are always allowed and welcome to comment on this proposed ordinance. At the three public hearing dates listed above, the appropriate time would be under the public hearing. At any other meeting, the appropriate time would be under citizen comments. Council can always hold additional public hearings, have discussion items on future agendas, and hold work sessions as well. Council Agenda Statement e {of s ets. Meeting Date: April 22, 2013 9 9 6 Through: City Manager Jim Hunt q� S From: Building Inspector Stefan Nilsson Agenda Item: Adoption of the 2012 International Residential Code BACKGROUND & JUSTIFICATION: The City of Seward currently administers the 2006 International Residential Code for 1 - &- 2 family dwellings and townhouses. Every three years the International Residential Code goes through code development hearings where modifications to the code are approved and published by the International Code Council. The most recently published IRC is the 2012 edition. Both building and fire department are striving to stay current on all applicable codes because it is important to remain current for the purpose of recognizing new building techniques and materials. The Building Department supports adopting the 2012 edition of the IRC which will be similar to AHFC's reference adoption. In the 2012 IRC there are provisions /requirements for residential sprinklers in new construction for townhouses and 1 — 2 family dwellings (Section R 313.1 & Section 313.2). These sections require residential sprinklers in all structures regardless of size. There are exceptions in each section for existing buildings concerning additions or alterations, that a sprinkler system is not required. Because of a State Statute we are required to do specific tasks if /when we are considering requiring residential sprinklers. We are required by statute to advertise our intent to adopt an ordinance requiring residential sprinklers for thirty days before the first public hearing. We must have three public hearings no less than 60 days and no more than 180 days. If Council introduces this ordinance tonight, then staff will advertise the ordinance on April 25 the first public hearing on the ordinance will be scheduled for May 28 The second public hearing would be scheduled for June 24 and the third public hearing and enactment would be scheduled for August 12 2013. Staff is proposing an amendment to the sprinkler requirement; we feel the requirement of installing sprinklers in all new residential construction would be unfavorable to new development. We are proposing to require residential sprinklers in structures (1 -2 family dwellings & townhouses) that exceed 3,600 square feet. Most of these structures are wood frame construction (V -B). Our reasoning for selecting this square footage is this is where our fire flow requirements for this size of structure and type of construction changes from 1500 gallons per minute for two hours to 1750 gallons per minute for two hours (Ref IFC Appendix B Table B105.1). Currently our water system can supply around 1200 gallons per minute without impacting the neighborhoods very much. As we draw on the system to supply more water to fight a fire, the less pressure will be available to push the water to other neighborhoods. By putting sprinklers in these large structures or additions, we effectively reduce the impact on the water system. If we do not require sprinklers in these structures then not only will the water system be impacted, but we will also need to increase our ability to carry more water to the scene with water tankers. More vehicles being put into the Fire Department's inventory will require another building to store them in and more personnel to man them. The current 2012 IRC is commonly used as an industry standard by contractors, architects and engineers. Our citizens may benefit from more efficient and cost - effective design services if the City 1 of Seward adopts this edition of the Residential Code. The Building Department has included additional amendments to modify the code for Seward's climatic, geographic and seismic conditions. Additional local amendments were also added to set local fees. The local fees are not being increased at this time. INTENT: To adopt a current building code consistent with State of Alaska requirements and local needs. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan 2020 Vol-] Section 3.8.1.4 pg28, Section 3.3.1.1 X pg22, Section 3.2.1.1 pg20 2. Strategic Plan (document source here): X 3. Other (list): FISCAL NOTE: There is no fiscal impact to the City's annual budget. Approved by Finance Department: Lt ATTORNEY REVIEW: Yes X No RECOMMENDATION: Approve Ordinance 2013 - C;(� 1, amending the City of Seward Code Section 12.05.021 International Residential Code Adopted by adopting the 2012 Edition of the International Residential Code (IRC), including all amendments /revisions. 30 DOC BodyPage http: / /www.legis.state.ak.us /basis /folioproxy .asp ?url= http: / /wwwjnu0 Sec. 29.35.144. Sprinkler systems in certain residential buildings. (a) Except as provided by (b) of this section, a municipality may not require a sprinkler fire protection system to be included in the construction of all new single - family residential buildings or in the construction of all new residential buildings with not more than two dwelling units. (b) A municipality may, by ordinance, require a sprinkler fire protection system to be included in the construction of all new single - family residential buildings, in the construction of all new residential buildings with not more than two dwelling units, or in both types of buildings. Before adopting an ordinance to implement this subsection, or before amending an ordinance to extend its coverage to residential buildings described in this subsection, in addition to complying with the other requirements relating to the adoption of an ordinance, the governing body of the municipality shall (1) notwithstanding the publication requirement in AS 29.25.020 (b)(3) or a comparable notice publication requirement of a home rule municipality, at least 30 days before the first scheduled public hearing for the ordinance, publish (A) a summary of the ordinance or ordinance amendment; and (B) a notice of the time and place of each scheduled public hearing on the proposed ordinance or amendment; and (2) notwithstanding the public hearing schedule requirement of AS 29.25.020(b)(6) or comparable public hearing scheduling requirement of a home rule municipality, schedule at least three public hearings on the proposed ordinance or ordinance amendment to be held within a period of not less than 60 days and not more than 180 days. (c) This section applies to home rule and general law municipalities. 1 of 1 a`. 4/11/2013 9:48 AM BUILDING PLANNING R311.8.3 Handrails required. Handrails shall be pro- 2. Guards on the open side of stairs shall not have vided on at least one side of all ramps exceeding a slope of openings which allow passage of a sphere 4 one unit vertical in 12 units horizontal (8.33- percent inches (111 mm) in diameter. slope). R312.1.4 Exterior woodplastic composite guards. R311.8.3.1 Height. Handrail height, measured above Woodplastic composite guards shall comply with the pro - the finished surface of the ramp slope, shall be not less visions of Section R317.4. than 34 inches (864 mm) and not more than 38 inches R312.2 Window fall protection. Window fall protection ** (965 mm). shall be provided in accordance with Sections R312.2.1 and R311.8.3.2 Grip size. Handrails on ramps shall comply R312.2.2. with Section R311.7.8.3. R312.2.1 Window sills. In dwelling units, where the R311.8.3.3 Continuity. Handrails where required on opening of an operable window is located more than 72 ramps shall be continuous for the full length of the inches (1829 mm) above the finished grade or surface ramp. Handrail ends shall be returned or shall terminate below, the lowest part of the clear opening of the window in newel posts or safety terminals. Handrails adjacent shall be a minimum of 24 inches (610 mm) above the to a wall shall have a space of not less than 1 inches fininshed floor of the room in which the window is (38 mm) between the wall and the handrails. located. Operable sections of windows shall not permit openings that allow passage of a 4- inch - diameter (102 mm) sphere where such openings are located within 24 SECTION R312 inches (610 mm) of the finished floor. GUARDS AND WINDOW FALL PROTECTION Exceptions: R 312.1 Guards. Guards shall be provided in accordance with 1. Windows whose openings will not allow a 4- Sections R312.1.1 through R312.1.4. inch - diameter (102 mm) sphere to pass through R312.1.1 Where required. Guards shall be located along the opening when the opening is in its largest open -sided walking surfaces, including stairs, ramps and opened position. landings, that are located more than 30 inches (762 mm) 2. Openings that are provided with window fall pre - measured vertically to the floor or grade below at any vention devices that comply with ASTM F 2090. point within 36 inches (914 mm) horizontally to the edge of the open side. Insect screening shall not be considered 3. Windows that are provided with window opening as a guard. control devices that comply with Section R312.2.2. R312.1.2 Height. Required guards at open sided walking R312.2.2 Window opening control devices. Window surfaces, including stairs, porches, balconies or landings, opening control devices shall comply with ASTM F 2090. shall be not less than 36 inches (914 mm) high measured vertically above the adjacent walking surface, adjacent The window opening control device, after operation to fixed seating or the line connecting the leading edges of release the control device allowing the window to fully the treads. open, shall not reduce the minimum net clear opening area of the window unit to less than the area required by Sec - Exceptions: tion R310.1.1. 1. Guards on the open sides of stairs shall have a height not less than 34 inches (864 mm) mea SECTION R313 cured vertically from a line connecting the lead AUTOMATIC FIRE SPRINKLER SYSTEMS ing edges of the treads. 2. Where the top of the guard also serves as a hand- R313.1 Townhouse automatic fire sprinkler systems. An rail on the open sides of stairs, the top of the automatic residential fire sprinkler system shall be installed guard shall not be less than 34 inches (864 mm) in townhouses. and not more than 38 inches (965 mm) measured Exception: An automatic residential fire sprinkler system vertically from a line connecting the leading shall not be required when additions or alterations are edges of the treads. made to existing townhouses that do not have an automatic R312.1.3 Opening limitations. Required guards shall not residential fire sprinkler system installed. have openings from the walking surface to the required R313.1.1 Design and installation. Automatic residential guard height which allow passage of a sphere 4 inches fire sprinkler systems for townhouses shall be designed (102 mm) in diameter. and installed in accordance with Section P2904. Exceptions: R313.2 One- and two - family dwellings automatic fire sys- l. The triangular openings at the open side of stair, tems. An automatic residential fire sprinkler system shall be formed by the riser, tread and bottom rail of a installed in one and two-family dwellings. guard, shall not allow passage of a sphere 6 Exception: An automatic residential fire sprinkler system inches (153 mm) in diameter. shall not be required for additions or alterations to exist - 62 2012 INTERNATIONAL RESIDENTIAL CODE® BUILDING PLANNING ing buildings that are not already provided with an auto doors, or the addition of a porch or deck, are matic residential sprinkler system. exempt from the requirements of this section. R313.2.1 Design and installation. Automatic residential 2. Installation, alteration or repairs of plumbing or fire sprinkler systems shall be designed and installed in mechanical systems are exempt from the require - accordance with Section P2904 or NFPA 13D. ments of this section. R314.4 Power source. Smoke alarms shall receive their pri- SECTION R314 mary power from the building wiring when such wiring is SMOKE ALARMS served from a commercial source, and when primary power is interrupted, shall receive power from a battery. Wiring shall I R314.1 Smoke detection and notification. All smoke be permanent and without a disconnecting switch other than alarms shall be listed and labeled in accordance with UL 217 those required for overcurrent protection. and installed in accordance with the provisions of this code Exceptions: and the household fire warning equipment provisions of NFPA 72. 1. Smoke alarms shall be permitted to be battery oper- R314.2 Smoke detection systems. Household fire alarm sys- tems installed in accordance with NFPA 72 that include Power. smoke alarms, or a combination of smoke detector and audi- 2. Hard wiring of smoke alarms in existing areas shall ble notification device installed as required by this section for not be required where the alterations or repairs do smoke alarms, shall be permitted. The household fire alarm not result in the removal of interior wall or ceiling system shall provide the same level of smoke detection and finishes exposing the structure, unless there is an alarm as required by this section for smoke alarms. Where a attic, crawl space or basement available which could household fire warning system is installed using a combina- provide access for hard wiring without the removal tion of smoke detector and audible notification device(s), it of interior finishes. shall become a permanent fixture of the occupancy and R314.5 Interconnection. Where more than one smoke alarm owned by the homeowner. The system shall be monitored by is required to be installed within an individual dwelling unit an approved supervising station and be maintained in accor- in accordance with Section R314.3, the alarm devices shall be dance with NFPA 72. interconnected in such a manner that the actuation of one Exception: Where smoke alarms are provided meeting the alarm will activate all of the alarms in the individual unit. requirements of Section R314.4. Physical interconnection of smoke alarms shall not be R314.3 Location. Smoke alarms shall be installed in the fol required where listed wireless alarms are installed and all lowing locations: alarms sound upon activation of one alarm. 1. In each sleeping room. Exception: Interconnection of smoke alarms in existing areas shall not be required where alterations or repairs do 2. Outside each separate sleeping area in the immediate not result in removal of interior wall or ceiling finishes vicinity of the bedrooms. exposing the structure, unless there is an attic, crawl space 3. On each additional story of the dwelling, including or basement available which could provide access for basements and habitable attics but not including crawl interconnection without the removal of interior finishes. spaces and uninhabitable attics. In dwellings or dwell- ing units with split levels and without an intervening SECTION R315 door between the adjacent levels, a smoke alarm installed on the upper level shall suffice for the adjacent CARBON MONOXIDE ALARMS lower level provided that the lower level is less than R315.1 Carbon monoxide alarms. For new construction, an one full story below the upper level. approved carbon monoxide alarm shall be installed outside of "'∎ each separate sleeping area in the immediate vicinity of the R314.3.1 Alterations, repairs and additions. When alterations, repairs or additions requiring a permit occur, bedrooms in dwelling units within which fuel fired appli or when one or more sleeping rooms are added or created ances are installed and in dwelling units that have attached in existing dwellings, the individual dwelling unit shall be garages. equipped with smoke alarms located as required for new R315.2 Carbon monoxide detection systems. Carbon mon- dwellings. oxide detection systems that include carbon monoxide detec- Exceptions tors and audible notification appliances, installed and maintained in accordance with this section for carbon monox- 1. Work involving the exterior surfaces of dwell- ide alarms and NFPA 720, shall be permitted. The carbon ings, such as the replacement of roofing or siding, monoxide detectors shall be listed as complying with UL or the addition or replacement of windows or 2075. Where a household carbon monoxide detection system is installed, it shall become a permanent fixture of the occu- 2012 INTERNATIONAL RESIDENTIAL CODE® 63 r7/ Johanna Kinney From: Janice Melvin Sent: Friday, August 02, 2013 9:44 AM To: AC Electric; Alaska Effecient Energy Solutions; CAP Construction; Custom Creations; gpenterprise88 @gmail.com; Harmon Construction; On Time Maintenance & Const; Orr Development; Precision Timberworks; RW Construction; Service Electric; Seward Plumbing & Heating; Shane Hand; Wilean Woodworking Cc: Stefan Nilsson; Johanna Kinney Subject: 2012 International Residential Code adoption Importance: High Second Request: for those of you who have responded- thank you © For the rest of you, Please take a minute to look over the changes below and give us your thoughts. Thanks for your support Janice and Stefan Janice Melvin, Administrative Assistant Seward Building Department PO Box 167 - Seward, AK 99664 (907) 224 -3445 phone (907) 224 -8633 Fax building(cityofseward.net "I saw the angel in the marble and carved until I set him free." - Michelangelo Subject: FW: 2012 International Residential Code adoption Importance: High Subject: FW: 2012 International Residential Code adoption Contractors, The City of Seward is in the process of adopting the 2012 International Residential Code (IRC) with local changes. We are required to have three public hearings, the first one took place on May 28 and there were no contractors present at this hearing. The next public hearing will be at 7pm on August 12 at the Council Chambers in City Hall and we would like to encourage your attendance. The City Council and Building Department want to hear from you, the local contractor that will be directly affected by the outcome of this adoption. We understand that time constraints of the busy season and a lack of interest in public speaking may affect your attendance during the public hearing process and so we are reaching out to you with another means to provide comments. 1 Council has asked staff to forward any comments received from contractors with regards to any of the new changes or amendments proposed in the Residential Code adoption. We would be happy to forward any comments or suggestions from you and will also keep your comments anonymous if you prefer. One of the most significant changes is the proposal to bring back all- weather wood foundations as detailed in the Residential Code. This section has been deleted out of the code since the adoption of the 2000 IRC. • Wood Foundations with an all- weather wood footing (2x8 lying flat on the ground) and 2x foundation walls. Please let us know if you agree with using a 2x8 wood footing or rather see using a standard cement footing, or would like to keep the wood foundations deleted in its entirety. We are also looking for any comments on the proposed adoptions below, and the way we are proposing to adopt them. The proposed adoption of the 2012 IRC has a total of 63 local amendments, most of these changes are repeated each time we adopt the current code version because they have proven to be effective and agreeable to our community. 8 of the proposed local changes to the code are new and are further explained below. The most significant change is the proposed sprinkler requirements in residences larger than 3600 square feet. 1. Chapter 3, Table R301.2(1), CLIMATIC AND GEOGRAPHIC DESIGN CRITERIA, TABLE R301.2 (1) CLIMATIC AND GEOGRAPHIC DESIGN CRITERIA Add the following information in the table: 2 Ground Snow Load 80 psf Uniform Roof Load 80 psf Wind Speed 100 mph Topographic effects No Seismic Design Category D 2 Weathering Severe Frost Line Depth 42 inches Termite None — Slight Winter Design Temp. -20 Degrees F Ice Barrier Underlayment required Yes Flood Hazards Yes, see Flood Hazards Maps Air Freeze Index 1673 Mean Annual Temp. 39 Degrees F Decay Slight — Moderate The criteria in the above table is filled out according to the geographic location by the jurisdiction adopting the code; all but the "Uniform Roof loads" and "Seismic Design Category D2" are carried over unchanged from previous year's code adoptions. The "Uniform Roof load" and "Seismic Design Category 02" is added to simplify the structural design calculations for engineers and to verify that the minimum roof (snow) load of 801b will always be implemented. 2. Chapter 3, Section R313.1 TOWNHOUSE AUTOMATIC FIRE SPRINKLER SYSTEMS is amended by at the end of the sentence adding; "that exceeds a total of 3600 square feet per unit or as required by the International Fire Code as adopted ". This is a new section that will read: R313.1 Townhouse automatic fire sprinkler systems. An automatic residential fire sprinkler system shall be installed in townhouses that exceeds a total of 3600 square feet per unit or as required by the International Fire Code as adopted. 3. Chapter 3, Section R313.1 Exception: An automatic residential fire sprinkler system shall not be required when additions or alterations are made to existing townhouses that do not have an automatic residential fire sprinkler system installed. This is amended by at the end of the sentence adding; "unless the total square footage per unit exceeds 3600 square feet." This is a new section that will read: Section R313.1 Exception: An automatic residential fire sprinkler system shall not be required when additions or alterations are made to existing townhouses that do not have an automatic residential fire sprinkler system installed unless the total square footage per unit exceeds 3600 square feet. 4. Chapter 3, Section R313.2 ONE AND TWO- FAMILY DWELLINGS AUTOMATIC FIRE SYSTEMS An automatic residential fire sprinkler system shall be installed in one- and two - family dwellings. This is amended by at the end of the sentence adding; "that exceeds a total of 3600 square feet per unit or as required by the International Fire Code as adopted ". This is a new section that will read: R313.2 One- and two - family dwellings automatic fire systems. An automatic residential fire sprinkler system shall be installed in one- and two - family dwellings that exceeds a total of 3600 square feet per unit or as required by the International Fire Code as adopted. 5. Chapter 3, Section R313.2 EXCEPTION An automatic residential fire sprinkler system shall not be required for additions or alterations to existing buildings that are not already provided with an automatic residential sprinkler 3 3p. system. This is amended by at the end of the sentence adding; "unless the total square footage per unit exceeds 3600 square feet." This is a new section that will read: R313.2 Exception: An automatic residential fire sprinkler system shall not be required for additions or alterations to existing buildings that are not already provided with an automatic residential sprinkler system unless the total square footage per unit exceeds 3600 square feet. 6. Chapter 4, Section R401.1 APPLICATION is amended by deleting "Table R301.2 (1)" and replacing it with "City of Seward Flood Zone Maps" The new section will read: R401.1 Application. The provisions of this chapter shall control the design and construction of the foundation and foundation spaces for all buildings. In addition to the provisions of this chapter, the design and construction of foundations in flood hazard areas as established by City of Seward Flood Zone Maps shall meet the provisions of Section R322. Wood foundations shall be designed and installed in accordance with AF &PA PWF. 7. Chapter 7, Section R702.7 is amended to delete the words "interior side of frame walls" and replacing it with "warm in the winter side of the insulation" This is to allow for installing foam insulation on exterior side of walls in both new and existing structures and still meet requirement of vapor retarders. This type of additional insulation to homes are becoming more common as energy prices go up. This section will read: R702.7 Vapor retarders. Class I or II vapor retarders are required on the warm in the winter side of the insulation in Climate Zones 5, 6, 7, 8 and Marine 4. 8. Chapter 8, R807.1, ATTIC ACCESS, is amended by adding the following to the end of the section: "Attic access shall not be located in a room containing bathing facilities. This section is added due to concerns with humid air potentially escaping to the attic causing condensation and moisture damages. This will read: R807.1 Attic access. Buildings with combustible ceiling or roof construction shall have an attic access opening to attic areas that exceed 30 square feet (2.8 m2) and have a vertical height of 30 inches (762 mm) or greater. The vertical height shall be measured from the top of the ceiling framing members to the underside of the roof framing members. The rough framed opening shall not be less than 22 inches by 30 inches (559 mm by 762 mm) and shall be located in a hallway or other readily accessible location. When located in a wall, the opening shall be a minimum of 22 inches wide by 30 inches high (559 mm wide by 762 mm high). When the access is located in a ceiling, minimum unobstructed headroom in the attic space shall be 30 inches (762 mm) at some point above the access measured vertically from the bottom of ceiling framing members. See Section M1305.1.3 for access requirements where mechanical equipment is located in attics. Attic access shall not be located in a room containing bathing facilities. 9. Chapter 13, Section M1307.2 Anchorage of Appliances is amended by at the end of the section adding a sentence "Boilers shall be secured to resist earthquake motion by anchoring boiler and stand to wall or floor. 4 3�1 This change is based on FEMA requirements for structures built in flood and/or earthquake prone zones to meet their community readiness program and this section shall read: M1307.2 Anchorage of Appliances. Appliances designed to be fixed in position shall be fastened or anchored in an approved manner. In Seismic Design Categories D1 and D2, water heaters shall be anchored or strapped to resist horizontal displacement caused by earthquake motion. Strapping shall be at points within the upper one -third and lower one -third of the appliance's vertical dimensions. At the lower point, the strapping shall maintain a minimum distance of 4 inches (102 mm) above the controls. Boilers shall be secured to resist earthquake motion by anchoring boiler and stand to wall or floor. Please reply to this email with any comments you may have ASAP as we are trying to deliver them to the council next week. Thank you for your help. Regards, Stefan Stefan Nilsson Building Inspector City of Seward Seward AK 907 - 224 -3445 5 3� Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2013 -068 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING THE 2013 BUDGET TO RECORD EXPENDITURES OF $363,319.84 PAID BY THE STATE OF ALASKA ON BEHALF OF THE CITY TOWARD THE CITY'S PUBLIC EMPLOYEES RETIREMENT SYSTEM LIABILITY FOR THE PERIOD JANUARY THROUGH JUNE, 2013 WHEREAS, in accordance with the 2012 Alaska State Legislature's passage of House Bill 284, the State of Alaska Department of Administration, Division of Retirement & Benefits ( "DRB ") contributed $363,319.84 on behalf of the City of Seward from January through June, 2013, reflecting the 13.84% difference between the actuarially required contribution rate of 35.84% as adopted by the Alaska Retirement Management Board' and the 22% employer "capped" rate established by SB53; and WHEREAS, this contribution represents $225,527.21 toward pension costs and $137,792.63 toward healthcare costs, on behalf of the city; and WHEREAS, in accordance with generally accepted accounting principles, the city must record payments made on its behalf, and must, therefore, amend the 2013 Budget to account for both the expenditures paid on behalf of the city, and the corresponding revenues paid by the State of Alaska Department of Administration; and WHEREAS, failure to amend the budget to reflect the state's payments on behalf of the city will result in an imbalance between the actual and budgeted revenues and expenditures, giving the appearance of revenues and expenditures exceeding the annual budget as approved by the Seward City Council. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The 2013 Operating Budget shall be amended to appropriate $363,319.84 from the State grant revenues accounts x01- 0000 - 4350 -0150 to various department retirement expense accounts allocated on a pro -rata basis, to accounts x01 -xxxx -5060. Section 2. This resolution shall take effect immediately upon adoption. 1 The ARC reflects normal cost rate of 11.68% plus past service cost rate of 24.16 %, and is further expressed as pension costs of 15.75 %, healthcare costs of 20.09 %, and DCR normal cost of 3.01%. 30 CITY OF SEWARD, ALASKA RESOLUTION 2013 -068 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9th day of September, 2013. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou Acting City Clerk (City Seal) yb COUNCIL AGENDA STATEMENT Meeting Date: September 9, 2013 ,°F Skit, Q►� Through: James Hunt, City Manager 4 tAS• P From: Kristin Erchinger, Finance Director 0 Agenda Item: 2013 Budget Amendment appropriating the State PERS on- behalf contributions in the amount of $363,319.84 for January through June 2013 BACKGROUND & JUSTIFICATION: The 2012 State legislature passed House Bill 284, appropriating $307,302,392 directly to PERS on behalf of Alaska municipalities, to help offset retirement liability costs to local taxpayers. The City of Seward's portion of this appropriation (for the period January 1 through June 30, 2013) is $363,319.84. This amount is being paid directly to the City's PERS account with the State of Alaska Division of Retirement & Benefits. While the funds did not come directly through the City, we are nonetheless required to account for the State's contribution as both a revenue and an expense /expenditure on the City's financial statements. In 2008, Senate Bill 125 was passed, capping the annual PERS contribution rates for employers at 22 %, and creating a cost - sharing plan in which all employers pay the same employer contribution rate. This was a departure from the previous plan, in which every employer was assigned a different employer cost rate, depending on their individual experience. The attached spreadsheet lists the PERS employer contribution rates as established by the Alaska Retirement Management Board, itemizing the portion of the overall rate covered by the State of Alaska on- behalf of municipal employers, as well as a history of the amount paid by the State on behalf of the City of Seward since 2009. Municipal governments in Alaska have benefited significantly by the State's coverage of PERS costs in excess of 22 %. However, it is important to note that the legislature may, at any time, modify the amount of subsidy provided by the State toward PERS contributions. Any future reduction in the State's current practice of covering contribution rates exceeding 22 %, will equate to equivalent additional required contributions by the City. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X 2. Strategic Plan (document source here): X 3. Other (list): X y CITY OF SEWARD RESOLUTION 2013 - FISCAL NOTE: The State's contribution of $363,319.84 is considered a State grant award and is recognized as such on the City's financial statements, with an equivalent amount recorded as retirement expense /expenditure, allocated on a pro -rata basis, to each department's operating budget. Since 2006, the State of Alaska has contributed a total of $2,401,847 toward the City of Seward's portion of the Public Employees Retirement System unfunded liability. Approved by Finance Department L., _ • ATTORNEY REVIEW: Yes No )( RECOMMENDATION: Council approve Resolution 2013- Offending the 2013 Operating Budget by appropriating $363,319.84 from State grant revenues, to various fund retirement expense accounts, on a pro - rata basis, to accounts X01 -XXXX -5060. ya CITY OF SEWARD - PUBLIC EMPLOYEES' RETIREMENT SYSTEM CONTRIBUTIONS BY THE STATE OF ALASKA ON THE CITY'S BEHALF Total ARM Board Adopted Rate Past Svc Past State rate State contribution Cost as Unfunded Funding Pension Healthcare Normal cost Total Normal Service paid on- behalf on behalf % of Liability at Ratio on Normal cost Past svc cost Pension Normal cost Past svc cost Healthcare DCR ARC • Cost Cost of Seward of Seward Total Rate (b) 30Jun Valuation 2013 2.55% 12.90% 15.75% 6.12% 11.26% 20.09% 3.01% 35.84% 11.68% 24.16% 13.84% $ 363,320 67.4% 2012 2.52% 12.13% 14.65% 5.76% 10.35% 16.11% 2.73% 33.49% 11.01% 22.48% 11.49% $ 625.512 67.1% $ 7,460,331 61.3% 2011 2.65% 7.33% 9.98% 6.68% 11.30% 17.98% 27.96% 9.33% 18.63% 5.96% $ 540,734 66.6% $ 6,926,776 63.0% 2010 2.91% 7.34% 10.25% 6.55% 10.85% 17.40% 27.65% 9.46% 18.19% 5.65% $ 265,843 65.8% $ 6,975,028 61.5% 2009 3.82% 7.09% 10.91% 9.90% 14.41% 24.31% 35.22% 13.72% 21.50% 13.22% $ 420,412 61.0% $ 6,336,393 61.8% 2008 4.57% 4.38% 8.95% 9.91% 13.65% 23.56% 32.51% 14.48% 18.03% 10.51% 55.5% $ 4,848,035 69.5% 2007 $ 4,669,973 68.0% 2006 $ 186,026 $ 5,347,505 62.8% 2005 $ 4,401,922 65.7% `ARC - Actuarial Required Contribution Rate Reflects only 50% of 2013 contribution, for period January through June 2013 (b) - Used to compute proportion of retirement costs associated with debt service (unfunded liability), as opposed to normal cost. C: \Core) Data \PERS\SEWARD_PERS_Rates.xls, 8/23 /2013 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2013 -069 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ACCEPT GRANT FUNDS FROM THE ALASKA DIVISION OF HOMELAND SECURITY AND EMERGENCY MANAGEMENT IN THE AMOUNT OF $7,031.00 FOR PURCHASE OF COMMUNICATIONS EQUIPMENT FOR AN ALTERNATE EMERGENCY OPERATIONS CENTER AT PROVIDENCE SEWARD MOUNTAIN HAVEN, AND APPROPRIATING FUNDS WHEREAS, the main Emergency Operations Center ( "EOC ") for the City of Seward is located in City Hall, and it is foreseeable that this structure could be at risk depending on the type and extent of a disaster; and WHEREAS, the Providence Seward Mountain Haven Long -Term Care Facility has been selected as an alternate EOC due to is location high on a hill, in the center of the city's boundaries, and near the schools and emergency shelters; and WHEREAS, radio communications are a critical part of the EOC, and the location of Seward Mountain Haven requires additional equipment and specialized installation; and WHEREAS, grant funds are available through the reallocation of Homeland Security Grant Program ( "HSGP ") Funds, and the city's request for radio, antenna coax and installation was granted. 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 Homeland Security Grant Program ( "HSGP ") Funds in the amount of $7,031.00 for purchase of a radio, antenna, coax and installation. Section 2. Funds in the amount of $7,031.00 are hereby appropriated from State grant funds account no. 101 -0000- 4680 -0100 to the Emergency Operations Equipment account 101 -1222 -5460. Section 3. This resolution shall take effect upon its approval. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9 day of September, 2013. yy Agenda Statement e Ho f se Meeting Date: September 9 2013 c � � o . To: City Council Through: City Manager Jim Hunt From: Fire Chief Edward Athey Agenda Item: Homeland Security Grant Program (HSGP) Funds for the purchase and installation of a radio, antenna and coax at an alternate Emergency Operations Center (EOC) to be located at Seward Mountain Haven BACKGROUND & JUSTIFICATION: The primary Emergency Operations Center (EOC) for the City is currently located in City Hall. It is foreseeable that this location, roughly two blocks from Resurrection Bay and in a building constructed in 1963, could be damaged or inaccessible in the path of a major event. The Seward Mountain Haven facility has been identified as an alternate EOC due to its location well above flood levels and in close proximity to our emergency shelters. Meetings with Providence Seward administration to coordinate this effort have been ongoing over the past two years. Communications needs were acknowledged as a priority in establishing this alternate EOC. Proposals for the equipment necessary to make communications work from this location were received but met with the obstacle of funding. The City was advised of available funding through a reallocation of grant funds from the Alaska Division of Homeland Security and Emergence Management. Direction was given to apply for these funds and we were awarded funding in the amount of $7031.00 for the purchase of a radio, antenna, coax and the installation of this equipment at Seward Mountain Haven. A cooperative agreement between the City and Providence Seward administration will define set up, equipment procurement/installation and the anticipated operation of the alternate EOC. With acceptance of these funds the radio equipment and accessories will be purchased and installed. INTENT: Accepting the reallocated Homeland Security Grant Program (HSGP) Funds will enable the purchase and installation of radio equipment necessary for emergency communications. This equipment will begin the process of equipping an alternate Emergency Operations Center (EOC) at the Seward Mountain Haven Facility. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): Section 3.8 page 28 X 2 Strategic Plan (document source here): Page 11, Plan and Prepare for X Natural Disasters 3 Other (list):City of Seward Emergency Operations Plan. X Section 1 -7, Section 3 -1 and Section 4 27 -28 y�� FISCAL NOTE: Reallocated Grant Funds from Homeland Security Grant Program (HSGHP) in the amount of $7031.00 will be used for the installation and purchase of radio equipment. This grant does not require a local match. Approved by Finance Department: r nr jib ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approve Resolution 2013- Q�ccepting the reallocated HSGP Grant Funds for the purchase of a radio, antenna and coax and the installation at Seward Mountain Haven for alternate EOC communications. Lk b Jepartment of Military and ry or ro, \ //7� . ;� T A J��t THE STATE Veterans Affairs '� o 1 .t 1 Division of Homeland Security and 1 J1 1 ! t� of Management k. "t3*""z- -� ' . P.O. Box 5754 GOVERNOR SEAN I'ARNELL . � JBER, AK 99505-0800 •' Main: 907.428.7000 ALAS"- Fax: 907.428.7009 www.ready.alaska.gov July 30, 2013 Mr. James Hunt, Signatory Official City of Seward PO Box 167 Seward, AK 99664 RE: 2011 State Homeland Security Program, EMW- 2011 -SS -00053 State Grant No.: 11 SHSP- GR34076 Certified #: 9171 9690 0935 0043 9339 66 Dear Mr. Hunt: The Alaska Division of Homeland Security and Emergency Management (DHS &EM) is pleased to award the City of Seward the amount of $15,191.00 under the 2011 State Homeland Security Program for the performance period of July 1, 2013 through March 31, 2014. Funding from this program provides states, territories, and urban areas the ability to prepare for, prevent, and respond to terrorist attacks and other all— hazards events. Attached are two pre — signed Obligating Award Documents. Please review the information for accuracy and review the Special Conditions. Sign the obligating documents, keep one original for your records, and return the other original within 30 days of jurisdiction receipt to: State Administrative Agency (SAA) Point of Contact PO Box 5750 JBER, AK 99505 If the Obligating Award Documents cannot be returned within 30 days due to local jurisdiction policies, a Notice of Intent to Accept Grant Award form and instructions is available for download on DHS &EM's Grants website, http : / /ready.alaska.gov /grants.htm. If signatory points of contact have changed since submittal of the application, please complete and return a Signatory Authority Form with the signed Obligating Award Document. The Signatory Authority Form is available for download on DHS &EM's Grants website. If needed. Electronic Payment (EDI) enrollment forms are also available upon request. y1 Y , Staff Suppon`GRANTS SUPPORT.2011 Grantsf2011 SIISPdunsdienonsSeward City of Awards and Amendments}Original Award .does ___ ,,,, L ,...„ . „„oplf Mr. Hunt July 30, 2013 Page 2 of 2 If you have questions or need further assistance, please contact the Division Project Manager for this grant, Adrian Avey, at 907 -428 -7027, or by email at adrian.avey@alaska.gov. alaska.gov. Sincerely, 1 / 11 &ohn W. Madden Director jwm:ama:tdp Enclosures: Obligating Award Document (2 originals) Project Budget Details Report CC: Edward Athey, Jurisdiction Project Manager Kristin Erchinger, Jurisdiction Chief Financial Officer - l% Y 15tan_SupportGRANTS SUPPORT4GRANTS AMAIN DOGS1Grant TainpnuesAwards and AmendmentsNew Award Template do= - — State of Alaska Page 1 of 6 Division of Homeland Security and Emergency Management AWARD DATE Under US Department of Homeland Security July 01, 2013 Federal Emergency Management Agency FEDERAL GFtAIVT PROGRAM Grant Programs Directorate 2011 State Homeland Security Program OBLIGATING AWARD DOCUMENT AMENDMENT . FEDERAL GRANT NUMBER EMW-2011-SS-00053 RECIPIENT NAME AND ADDRESS (Including Zip code) — : ' - ' '' '7:F;::7-: :PERFORMANCE PERIOD . : , CFDA: 1 97.067 flow': July 01, 2013 : AWAFIDAMOUNT City of Seward PO Etox 167 .1'9t:-:'-,. March 31, 2014 515,191.00 Seward, AK 99664 roTt GRANT 0100Eg 1;, 11SHSP-GR34076 :DUNS NUMBER 037996634 ::: :.' - :-. ':7' '',' .' -' : : "FUNDING ALLOCATION 1. .; Ellt 92 PLANNING EXERCISE $8,160.00 01ETROOF-AYMENT: '. I Electronic TRAINING EQUIPMENT $7,031.00 " PURPOSE OF AWARD . . ' . The attached Project Budget Details is the funding allocation. Grant program guidelines and federal, state, and local contracting and procurement compliance requirements apply. GRANT TERMS AND CONDITIONS ' , ' – : - GRANT REQUIREMENTS, ASSURANCES AND AGREEMENTS (Continued, see attached) The acceptance of a grant from the United States government creates a legal duty on S the part of the grantee to use the funds or property made available In accordance ee Attached with the conditions of the grant. (GAO Accounting Principles and Standards for Federal Agencies, Chapter 2, Section 16.8(a SPECIAL CONDITIONS (Grant funds cannot be expended until these conditions have been met. See Obligating Award for details) See Attached AGENCY INFORMATION WEBSITE http:liready.alaska.gov Division of Homeland Security and Emergency Management EMAIL mva.grants@alaska.gov ADDRESS p0 Box S7S0 PHONE 907-428-7000 - JBER, AK 99505-5750 FAX 907428-7009 AGENCY PROJECT MANAGER PHONE FAX EMAIL Adrian Avey 907-428-7027 907-428-7009 adrian.avey@alaska.gov ' ' , , Y:: ; .,`'. t." ' i ," ' -.' .; - '; .L i!: " e , i•;'",%^1:;.'. A :"..ireil?Wa',13;.=.1i4i i ,: ,/4 .:(' ; ' '‘: : ; r:a.' .;.::„:4 .f: , : . : , J : . - AGENCY APPROVAL RECIPIENT ACCEPTANCE NAME AND TITLE OF APPROVING AGENCY OFFICIAL t NAME AND TITLE OF AUTHORIZED RECIPIENT OFFICIAL ohn W. Madden, Director James Hunt, Signatory Official SIGNATURE OF APPROVING AGENCY OFFICIAL SIGNATURE OF AUTHORIZED RECIPIENT OFFICIAL gta c.4,1).a. DATE /401y/43 DATE FOR STATE USE ONLY CO-LOCATION CODE ' - . ' :;" :i : - ' t ' ":: 7:,' ''.: ';. ' - ' ' DIVISION FILE NUMBER • - . ' DATE 9291001 11 SHSP L6.10.1.15 RETURNED LA"\ GEsat Terms and Conditions The total allocation of the 2011 State Homeland Security Program awarded to the Division of Homeland Security and Emergency Management (DHS &EM) Is $5,137,205.00 under Federal Grant EMW- 2011 -SS- 00053, CFAA# 97.067. The City of Seward has been awarded $15,191.00, which shall be used to support activities essential to the ability of states, territories, and urban areas to prepare for, prevent, and respond to terrorist attacks and other all- hazards events. The performance period of this grant aware! Is July 1, 2013 through March 31, 2014. Project conditions must be completed by this date, The City of Seward cannot sub -grant all or any part of this award to any other entity or organization. All awards require confirmation within the first reporting quarter that activities toward projects will be made, or DHS&EM may execute de- obligation of the funds. (A) Chances to Award: All change requests must be submitted In writing, or electronically to the DHS &EM project manager, accompanied by a justification narrative and budget/spending plan, for review and approval. Changes must be consistent with the scope of the project and grant guidelines. Requests for changes will be considered only If the reporting requirements are current, and if terms and conditions have been met at the time the request Changes In the programmatic activities, or purpose of the project, changes In key persons specified on the grant award, contractual services for activities central to the purposes of the award, requests for additional funding, change In project site, or release of special conditions may result in an amendment to this award. No transfers of funds between budget categories will be authorized, only de- obligation of funds, except on a case -by -case basis. (B) Reporting Reculrements: The City of Seward shall submit timely quarterly Performance Progress Reports and Financial Progress Reports to the project manager at DHS&EM. Instructions and blank forms are located electronically at http : / /reaaly.alaskagovlgrants.htm. and may be reproduced, Jurisdictions must check the web site quarterly for most current forms. Use of outdated forms will not be accepted. Quarterly reports are due: Performance Progress Number of Scheduled and Financial Progress Report Due Jurisdiction Performance Period Report Due Dates 1 07/0112013- 09/30/2013 10/20/2013 2 10/01/2013- 12/31/2013 01/20/2014 3 01/01/2014-03/31 /2014 04/20/2014 4 Final Report 05/15/2014 Invoices with progress reports will be submitted to DHS &EM by the due data as specified in the above schedule. Should the grant period be extended for any reason, a modified report schedule will accompany the award amendment. The Performance Progress Report (PPR) contains an AK -PPR -A cover page form, and an AK -PPR -B Program Indicators form. Both forms must be completed and submitted by the report due date. Requests for grant extensions, budget adjustments, project realignments, and significant problems or delays are reported on the AK-PPR-A. An AK -PPR -A must be submitted even If no additional Information is required. The AK -PPR -B shall describe the progress and percent completed of projects and detail any related expenditures submitted on the Financial Progress Report. Financial Progress Reports shall describe the status of the funds, show encumbrances, and receipts of program income, cash or in -kind contributions to the project, whether or not a local match Is required. A final PPR is a summary report, showing project completion, evaluating project activities and measuring performance against project goals for the entire performance period, and is required in addition to the last quarterly PPR. An After-Action Report/improvement Plan (AAR /IP) is required within 30 days of the conduct of an exerdse. (C) Retmbursementr: Submit on the Financial Progress Report form, Reimbursement shall be based upon authorized and allowable expenditures consistent with project narrative and budget detail and grant guidelines, and submission of timely quarterly Performance Progress and Financial Progress Reports. Payments may be withheld pending correction of deficiencies or for use of outdated forms. Reimbursement of expenditures may be requested at any time within the performance period. Expenditures must be supported with source documentation (e.g. copies of invoices, receipts, timesheets with name /wage /hours, cost allocation, warrants, etc.). • Personnel Costs: Payroll reports signed and certified by the Chief Financial Officer that capture the employee name, position, coded allocation to the project, amount paid, are acceptable. Staff may not self- certify their own time and wages. The City of Seward shall retain all supporting payroll records, Including time and attendance records signed by the employee and supervisor and copies of wan as per the recordkeeping requirements in Section J. Limited to 50 percent for employees assigned to program management functions, not operational duties. The limit does not apply to contractors. • Contracts: All sole- source procurements, single vendor response to a competitive bid, and contracts over $100,000 require DHS &EM pre- approval prior to Implementation. Final signed copies of all contracts are required for submission to DHS &EM with the request for reimbursement. • proaram Income and Local Match: Program Income may be used to supplement project costs, reduce project costs, or may be refunded to the federal government, and must be used for allowable program costs and be expended prior to requests for reimbursement. Local matching funds must clearly support the source, the amount, and the timing of all matching contributions. • Equipment: Allowable equipment categories are listed on the web -based Authorized Equipment List (AEL) on the Responder Knowledge Base (RKB) at Jittps : / /www.rkb.us /. Documentation required per instructions attached to DHS &EM quarterly reports. • Travel: All travel must be pre approved by DHS &EM. • Training: Requires DHS &EM pre - approval prior to registering or participating In training opportunities. • Exercise: Requires submission of an After - Action Report /Improvement Plan within 30 days after conduct of the exercise. • Food and Beverage.: Per Grant Programs Directorate (GPD) allowances, Food and /or beverage expenses provided by recipients are allowable costs If related to a grant funded exercise and meet the following criteria: 1. The food and /or beverages are provided to participants at exercise sessions, meetings, or conferences that are allowable activities under the GPD program guidelines; and V ;islet, 8uaaadWRAHr8 BUPPOR117011 [lnadd781t AFISPV nfadln enAllauratd Ctly *Womb; and AmendmarislOdalnal Awi,ddoc* 2. Expenses Incurred for food and /or beverages, and provided at exercise sessions, meetings, or conferences, satisfy the following tests: a. The cost of the food and /or beverages provided Is considered to be reasonable; b. The food and /or beverages provided are subject of a work - related event and work continues after meals are served; c. Participation by &l participants Is mandatory; and d. The food and /or beverages provided are not related directly to amusement and /or social event. (Any event where alcohol Is being served is considered a social event; therefore, costs associated with the event are not allowed.) In the event food/meal(s) are being provided, the amount charged for per diem must be reduced accordingly, (D) pion - reimbursable Expenses: • Contracts, single vendor response to a competitive bid, and /or procurements over $100,000 not pre - approved by DHS &EM • Sole source contracts and procurements not pre- approved by DHS &EM • Reimbursable training and related travel costs not pre- approved by DHS &EM • Construction and renovation • Indirect costs • Management and Administration (M&A) costs to manage sub - contracts • Supplanting • Maintenance and /or wear and tear costs of general use vehicles and emergency response apparatus. • Equipment purchased for an exercise cannot be used for permanent Installation and/or beyond the scope of an exercise, ▪ Hiring of sworn public safety officers to fill traditional public safety duties or to supplant traditional public safety positions and responsibilities • Weapons and ammunition • Entertainment and sporting events • Personal items such as laundry, person& hygiene items, magazines, In -room movies, personal travel • Travel Insurance, visa, and passport charges • Lodging costs in excess of federal per diem, as appropriate • Lodging fees associated with violation of the lodging facility's policies, such as smoking In a non - smoking room • Lunch when travel Is wholly within a single day • Stand -alone working meals • Bar charges, alcoholic beverages • Tips • Finance, late fees, or Interest charges • Lobbying, political contributions, legislative liaison activities • Organized fund - raising, including salaries of persons while engaged In these activities • Land acquisition • Organizational Costs • Expenditures not supported with appropriate documentation when submitted for reimbursement. Only properly documented expenditures will be processed for payment. Unsupported expenditures will be returned to the jurisdiction for resubmission. (E) Property and Eaulpment Manaaement: The City of Seward shall maintain an effective property management system; safeguards to prevent loss, damage or theft; maintenance procedures to keep equipment in good condition; and disposition procedures. A Property Inventory Report is available at plttp : / /readv.alaska.gov /grants.btm shall be submitted to DHS &EM annually each June 20 with the Financial Progress Report, and continued submission is required annually until flnal disposition of the equipment. The City of Seward shall, when practical, prominently display the following on any equipment purchased with award funds: Purchased with funds provided by the U.S. Department of Homeland Security. No equipment purchased with these grant funds may be assigned to other entities or organizations without the expressed approval In writing from DHS &EM, prior to the jurisdiction's encumbrance or expenditure for that equipment. Management of property and equipment shall be In accordance with state laws and procedures as outlined, and 44 CFR Part 13, sections 13.31 and 13.32. (F) Procure:1=U Procurement shall comply with local procurement policies and procedures, and conform to applicable state and federal law and the standards Identified In the Procurement Standards Sections of 44 CFR Part 13, and OMB Circular A-102 "Uniform Administrative Requirements for Grants and Cooperative Agreements with State and Local Governments." Contractors that develop or draft specifications, requirements, Statements of Work (SOW), and/or Requests for Proposals (RFP) for a proposed procurement shall be excluded from bidding or submitting a proposal to compete for the award of such procurement. Local bidder's preference Is not allowed for federally funded procurements. Procurement transactions shall be conducted to provide maximum open and free competition. Each sole - source procurement, single vendor response to a competitive bid, and all purchases In excess of $100,000.00 require pre - approval of DHS&EM. DHS &EM has provided a summary of documentation required for levels of procurement and attached It to the Instructions on the quarterly Financial Progress Reports. (6) Contracts: Any contract entered into during this grant period shall comply with local, state and federal government contracting regulations. To the extent that recipients of a grant use contractors, recipients shall use small, minority, women -owned or disadvantaged business concerns and contractors to the extent practicable, Contracts for professional and consultant services must include local, state and federal government required contract language, a protect budget, and require pre - approval by DHS &EM prior to implementation. Contract deliverables must meet the intent of the grant application and grant requirements. Justification is required for compensation for individual consultant services, which must be reasonable and consistent with the amount paid for similar services in the market place. Detailed invoices and time and effort reports are required for consultants. A summary of documentation required for levels of contracting is attached to the Instructions on the quarterly Financial Progress Reports. (H) publications: Publications created with funding under this grant shall prominently contain the following statement: This document ,was prepared under a grant from the Federal Emergency Management Agency (FEMA)'s Grant Programs Directorate, U.S. Department of Homeland Security and the Alaska Division of Homeland Security and Emergency Management. Points of view or opinions expressed in this document are those of the authors and do not necessarily represent the official position or policies of FE MA's Grant Programs Directorate, the U.S. Department of Homeland Security or the State of Alaska, (I) Audit Beaufrements: As the federal grant recipient, a sub - recipient expending $500,000 or more In federal funds from any agency In the organization's fiscal year must conduct an organization -wide audit in accordance with OMB CircularA -133. Alaska's Single Audit YAStrfY S,..,ftOeAHtf8UPPORnusil Oneuun11 SHSPUUdsdIU' rd CltYONLWARIAantl AmeAdrlenls70bhml Awn:W x S Regulation 2 AAC 45 parallels the federal Single Audit Act Amendments of 1996 and OMB Circular A -133, and their purpose to promote accountability of state and federal financial assistance and increase the efficiency of the monitoring process. The Clty of Seward will permit the State of Alaska project officials, program officials and auditors to have access to the sub- rectplent's and third -party contractor's records and financial statements as necessary for the State of Alaska to comply with OMB Circular A -133. Audit reports are currently due to the Federal Audit Clearinghouse no later than nine months after the end of the recipient's fiscal year and copies of findings must be submitted to the Single Audit Coordinator, Finance Division of the Alaska Department of Administration within 30 days after the City of Seward receives its audit report, or within a 9 -month period of the grant closeout date, whichever is earlier, In accordance with 2 AAC 45.010. (3) Recordkeentna Requirements: Grant financial and administrative records shall be maintained for a period of three (3) years following the date of the closure of the grant award, or audit if required, Time end effort, personnel and payroll records for all tndividuats reimbursed under the award must be maintained, Property and equipment records shall be maintained for a period of three (3) years following the final disposition, replacement or transfer of the property and equipment. (K) performance Measures: Quarterly Progress Reports shall demonstrate performance and progress relative to 1. Acceptable performance on applicable critical tasks In Exercises using approved scenarios 2. Progress in achieving project timelines and milestones 3. Percent measurable progress toward completion of project 4. How funds have been expended during reporting period, and explains expenditures related to the project (L) Sub- rectnterlt Monitoring Policy: Periodic monitoring is required to ensure that program goals, objectives, timelines, budgets and other related program criteria are being met. DHS &EM reserves the right to periodically monitor, review and conduct analysis of the City of Seward's financial, programmatic and administrative policies and procedures such as, accounting for receipts and expenditures, cash management, maintaining adequate financial records, means of allocating and tracking costs, contracting and procurement policies and records, payroll records and means of allocating staff casts, property /equipment management system(s), progress of project activities, etc. This may Include desk and field audits. Technical assistance is available from DHS &EM staff. The Monitoring Policy is available at hap : / /ready. aleska. aov /arants. htm. (M) Penaltv for Non- Camollanae: For the reasons listed below, special conditions may be imposed, reimbursements may be partially or wholly withheld, the award may be wholly or partly suspended or terminated, or future awards, reimbursements and award modifications may be withheld. DHS &EM may institute the following, but Is not limited to, withholding authority to proceed to the next phase of a project, requiring additional or more detailed financial reports, additional project monitoring, and /or establish additional prior approvals. DHS &EM shall notify the City of Seward of Its decision In writing stating the nature and the reason for imposing the conditions /restrictions, the corrective action required and timeline to remove them, and the method of requesting reconsideration of the Imposed conditionsfresbictions. The Clty of Seward must respond within five (5) days of receipt of notification. 1. Unwillingness or inability to attain project goals 2. Unwillingness or inability to adhere to Special Conditions 3, Failure or inability to adhere to grant guidelines and federal compliance requirements 4. Improper procedures regarding contracts and procurements 5. Inability to submit reliable and /or timely reports 6, Management systems which do not meet federal required management standards (N) Termination for Cause: If performance is not occurring as agreed, the award may be reduced or terminated without compensation For reduction or termination costs. DHS &EM will provide five (5) days notice to City of Seward stating the reasons for the action, steps taken to correct the problems, and the commencement date of the reduction or termination. DHS &EM wilt reimburse City of Seward only for acceptable work ardeliverables, necessary and allowable costs Incurred through the date of reduction or termination. Final payment may be withheld at the discretion of DHS &EM until completion of a final DHS &EM review. Any equipment purchased under a terminated grant may revert to DHS &EM at the option of DHS &EM. (0) Termination for Convenience: Any project may be terminated upon convenience, In whole or In part, for the convenience of the Government. The U.S, Department of Homeland Security and the DHS&EM, by written notice, may terminate this grant, in whole or In part, when it is In the Government's Interest. Allowable costs obligated and /or incurred through the date of termination shall be reimbursed. Any equipment purchased under a terminated grant may revert to DHS &EM at the option of DHS &EM. (P) Proiect Imolamentatiott: Due to the competitiveness of the 201,1 State Homeland Security Grant, approved projects must be ready- to -go. Project Implementation shall begin within the first reporting quarter. 1. If a project cannot be operational within the first reporting quarter of the approved award date, the sub - grantee should provide notice to DHS &EM, stating the Implementation delay and expected starting date. At the discretion of DHS &EM, the grant award Is subject to cancellation and funds may be de- obligated and reallocated to other projects If project implementation is unjustifiably delayed. Y:1SnH Su000alORANTS8UPPORTV81t 6nnt62811 SHANudedlclfanMw.le Claw aMwmda and Amendinftl& Rgral MWal4dom Grant Requirements, AsJufres and Aareements (A) The performance period for this grant award is July 1, 2013 through March 31, 2014. Monies may not be obligated outside of this time period. An obligation occurs when funds are encumbered, as with a purchase order and /or commitment of salaries and benefits. All obligated and encumbered funds must be liquidated within 45 clays of the end of the performance period when the final Performance Progress Reports are due. (B) The City of Seward shall comply with the requirements and restrictions of the Federal Fiscal Year (FFY) 2011. Homeland Security Grant Program (HSGP) Program Guidance, State Overview and Guidelines, State Preparedness Report, and the State Homeland Security Strategy. By signing this obligating award document, the CIty of Seward certifies It has read, understood and accepted these documents as binding. (C) The signature of the signatory officials on this award certifies that all flnandal expenditures, including all supporting documentation submitted for reimbursement, have been incurred by the jurisdiction, and are eligible and allowable expenditures consistent with the grant guidelines for this project. The City of Seward shall follow the financial management requirements Imposed on them by the Division of Homeland Security and Emergency Management (DHS&EM), which Includes the requirements of U.S. Department of Homeland Security. (D) The signature of the signatory officials on this award attests to the City of Seward's understanding, acceptance, and compliance with Lobbying; Debarment, Suspension and other responsibility matters; Drug -free Workplace; Conflict of Interest, and Non - Supplanting certifications. Federal funds will not be used to supplant state or local funds. Federal funds may be used to supplement existing funds to augment program activities, and not replace those funds which have been appropriated In the budget for the same purpose. Potential supplanting may be the subject of application and pre - award, post -award monitoring, and audit. (E) The City of Seward shall ensure the accounting system used allows for separation of fund sources. These grant funds cannot be commingled with funds from other federal, state or local agencies, and each award Is accounted for separately. (F) The City of Seward shall comply with Federal Laws and Regulations: 71t /e 1/1 of the Civil Rights Act of 1964, Title VIII of the Civil Rights Act of 1968, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Age Discrimination Act of 1975, Americans with Disabilities Act of 1990. Per Executive Order 13166, City of Seward will take reasonable steps to ensure Limited English Proflclent (LEP) persons have meaningful access to Its programs and activities. Executive Order 13347 Individuals with Disabilities in Emergency Preparedness requires government to support safety and security for individuals with disabilities In situations involving disasters, Including earthquakes, tornadoes, fires, floods, hurricanes, and acts of terrorism. National Environmental Policy Act (NEPA) of 1969 and the Coastal Wetlands Planning, Protection, and Restoration Act of 1990 (as applicable.) (G) The City of Seward certifies that It has an Affirmative Action Plan /Equal Employment Opportunity Plan. An EEOP Is not required for recipients of less than $25,000.00 or fewer than 50 employees. (H) The City of Seward certifies that its employees are eligible to work In the U.S, as verified by Form 1 -9, Immigration & Naturalization Service Employment Eligibility. (1) The signature of the signatory officials on this award attests to the City of Seward's understanding and acceptance of the National Incident Management System (NIMS) compliance requirements. The City of Seward Is considered to be In full NIMS compliance if they have adopted and implemented the FFY 2012 compliance activities, as determined by completion of the National Incident Management System Capablllty Assessment Support Tool ( NIMSCAST). For FFY 2012, the NIMSCAST will be the required means to report NIMS compliance for future preparedness award eligibility. (3) It is the responsibility of the City of Seward as the recipient of these federal funds to fully understand and comply with the requirements of: 1. Administrative Requirements 44 CFR Part 13, Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments 2 CFR Part 215, OMB Circular A -110 Uniform Administrative Requirements for Grants and Other Agreements with Institutions of Higher Education, Hospitals, and Other Non -Profit Organizations at www. whltehouse .gov /nmb /circuiars/index.html 2. Cost Principles 2 CFR Part 225, OMB Circular A -87 Cost Principles for State, Local and Indian Tribal Governments at www.whltehousemov/omb/circulars/index,htmi 2 CFR Part 220, OMB Circular A -21 Cost Principles for Educational Institutions at www. whitehouse.gov omb /circulars /lnde al 2 CFR Part 230, OMB Circular A -122 Cost Principles for Non - Profit Organizations at www.whitehouse.aov/omb/circulars/index.htral Federal Acquisition Regulations (FAR), Part 31.2 Contract Cost Principles and Procedures, Contracts with Commercial Organizations 3. Audit Requirements OMB Circular A -133 Audits of States, Local Governments and Non -Profit Organizations at .i. , t -go - • I • u • r I.j /inrjexm_. j 4. Technology Requirements 28 CFR Part 23, Criminal Intelligence System Operating Polfcles 5. Duplication of Benefits 2 CFR Part 225, Basic Guidelines Section C.3(c) 6. Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93 -288, as amended, 42 U.S.C. §5121 -5206, and Related Authorities 7. State Requirements Alaska State Procurement Code AS 36.30, AS36.30.005 --.030 www. stet: e. ak. us / local /akoaoes /ADMIN /das /dots /as3630.doc Alaska Administrative Code Title 2 Chapter 12, 2 AAC 12,74, http: / /www.leuls. state .ak.us /cal- bin /folioisa.dll/aac Alaska Administrative Manual http : / /fln.admin.state.ak.us /doflak acfmtn manual /aam toc,jsp YAMer Wow/MUMS MUPPON11IDI1 Orm1820119H9PUMmtr 'PvaniOty oNhvanda end Amandmaatal0MNel AwaN.ACr,r 53 Special Conditions (A) The Clty of Seward shall not undertake any project having the potential to Impact Environmental or Historical Preservation (EHP) resources without the prior approval of FEMA, Including but not limited to communications towers, physical security enhancements, new construction, and modifications to buildings, structures end objects that are 50 years old or greater. The City of Seward must comply with all condttlons placed on the project as the result of the EHP review. Any change to the approved project scope of work will require re- evaluation for compliance with these EHP requirements. If ground disturbing activities occur during project Implementation, the City of Seward must ensure monitoring of ground disturbance, and If any potential archeological resources are discovered, the City of Seward will Immediately cease construction In that area and notify FEMA and the appropriate State Historic Preservation Office. Any construction activities that have been initiated without the necessary EHP review and approval will result In a non - compliance finding and will not be eligible for FEMA funding. The City of Seward must submit an Environmental Historic Preservation (EHP) Statement of Work Request for the following projects): 1. Communications Tower Project (B) The City of Seward must complete the Alaska Assessment previously called the Logistics Capability Assessment (LCA) by December 31, 2013 We certify we have read, understood, and accept the Grant Terms and Conditions, the Grant Requirements, and project Manager's Signature Assurances and Agreements, and Special Conditions In accordance with this Award. Chief Financial Officer's Signature Signatory Official's Signature V:~ BaaeoraaRAtlfa OUPPORr12011 MAW= t OHa'UfwhdMontA0ewud CQr WV1wa dI acid Amanessol tarbtnel /Mantel= i j Aug 02, 2013 Project Budget Details Report 1 I 2011 Homeland Security Grant Program 1 SHSP I Seward, City of Reported Category = ALL. Reported Revision = 0 of 0. Expense Disci PBD PBD# PBD# Category Solution Area allue tat Budgeted Cot Amt Spent Balance r [Equipment 'interop.Commun PW 1 state' ' I EHP Item: Federal! $7,031,001 1 $7,031,00 114 EHP 'Communications Equipment for Alternate EOC 'Alternate EOC Communications Equipment: Antenna and Tower, Mobile Radio Description r 2 'Exercise 1Prog: Des,Dev,Cond,Eval EMA 1 state EHP item: FederelI $8,180.00 1 $8,160.00 ❑ EHP 'AK Shield Exercise 2014 - Travel 'Travel for 2014 AK Shield Exercise planning meetings : Description Adjusted Grant Award PBD Total Allocation state %ai Federal $15,191.00 Federal $15,191.00 I Tots[ Expenses: stete,� • Total Budgeted AllocatedJE d, & State) Federa 1 $15,191.00 Summary I Balance: state Federal $15,191.00 • PBD Non - Budgeted Funds :1 $0.00 1 Ss Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2013 -070 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO APPLY FOR AN ALASKA ENERGY AUTHORITY ( "AEA ") ROUND VII RENEWABLE ENERGY FUND GRANT FOR INSTALLATION OF HEAT RECOVERY SYSTEM AT THE ALASKA SEALIFE CENTER WHEREAS, the Alaska Energy Authority is soliciting applications for Renewable Energy Fund ( "REF ") Grant Program Round VII; and WHEREAS, the selected applications will be recommended for funding by the 2014 Alaska Legislature; and WHEREAS, the City of Seward is eligible to apply for an REF grant as a local government and an electric utility holding a certificate of public convenience and necessity under AS 42.05; and WHEREAS, the City of Seward owns the Alaska SeaLife Center; and WHEREAS, the Alaska SeaLife Center has installed a seawater heat pump system utilizing funding obtained in 2010 from the Denali Commission and Alaska Energy Authority Round III Renewable Energy Fund; and WHEREAS, the seawater heat pump system supplies approximately 60% of the year - around energy requirements of the Alaska SeaLife Center and is significantly reducing its carbon dioxide emissions by avoiding the burning of fuel oil; and WHEREAS, the Alaska SeaLife Center has the opportunity to recover and use waste heat to increase the performance of the heat pumps by adding between one and three degrees of heat to the evaporator loop which will enable to the Alaska SeaLife Center to deliver more heat from the heat pumps, further reducing boiler heating load thereby saving oil and electricity; and WHEREAS, the Alaska SeaLife Center will be providing $25,000 in -kind force account labor as an applicant match. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section. 1. The City Council approves and endorses the installation of a heat recovery system at the Alaska SeaLife Center and recognizes the obligation of a $25,000 in -kind applicant match of force account labor provided by the Alaska SeaLife Center. CITY OF SEWARD, ALASKA RESOLUTION 2013 -070 Section 2. The City Manager is authorized to sign all documents necessary on behalf of the City of Seward to apply for a Round VII Alaska Energy Authority Renewable Energy Fund grant for installation of a heat recovery system at the Alaska SeaLife Center, to include certification that the City of Seward is in compliance with applicable federal, state, and local laws including existing credit and federal tax obligations. Section 3. The City Manager or his authorized designees are authorized to represent the City of Seward for purposes of this application. 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 September, 2013. THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou Acting City Clerk (City Seal) El COUNCIL AGENDA STATEMENT Meeting Date: September 9, 2013 From: James Hunt, City Manager Agenda Item: Authorizing the City Manager to apply for an Alaska Energy Authority Round 7 Renewable Energy Fund Grant for Installation of a Heat Recovery System at the Alaska SeaLife Center. BACKGROUND & JUSTIFICATION: In 2010 the Alaska SeaLife Center (ASLC) received funding from the Denali Commission (DC) and Alaska Energy Authority (AEA) to i s . : .n innovative heating system that utilizes an emerging heat pump technology t ■ . t "lifts" latent heat from raw seawater and transfers this energy into building heat. ithAea .ter heat pump system now in operation, the ASLC has the opportunity to reco ' : reuse waste heat from Exhaust Fans 4 & 5, mechanical and electrical rooms, tissue storage freezer room, animal food storage freezer condenser, necropsy freezer condenser, and IT equipment (server) room. This waste heat recovery will increase the performance of the heat pumps by adding between one and three degrees of heat back into the heat pump evaporator loop, which will enable the Center to send more heat from the heat pumps to air a dlers throughout the building, domestic water pre -heat, and sidewalk ice melt sys m rther reducing boiler heat. The project engineering was funded from a 2011 M.J. urdock Charitable Trust grant to the ASLC. The net present worth of the heat recovery system as designed is $928,000. The Alaska Energy Authority is soliciting Renewable Energy Fund Round 7 Grant Applications for which the City..a8 -a local government and owner of the Alaska SeaLife Center is eligible to apply fo ndin: the heat recovery system at the Center. The project is construction ready, and en ',s in:tailed, in the first year operation is projected to save the Center $51,000 in the co oiitts el oil or electricity purchases. The staff of the Center is completing the application with our review for submittal to the Alaska Energy Authority on September 24, 2013. The amount requested in the application is $225,000 and the Center will be providing a $25,000 contribution of force account labor as a match to the grant. CONSISTENCY CHECK LIST: Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Pro cedures. FISCAL NOTE; The City of Seward will not provide any funding for this project, but will pass through the grant to the Alaska Sealife Center, and will serve as the pass - through entity responsible for filing grant reports with the Alaska Energy Authority. Approved by Finance Department 0.9 - iAdiU,, RECOMMENDATION: r\p Approve Resolution No. authorizing the City Manager to apply for an Alaska Energy Authority Round 7 Renewable Energy Fund Grant for Installation of a Heat Recovery System at the Alaska SeaLife Center. SG\ NPW Evaluation Of Heat Recovery System (with EF-4 & EF -5 waste heat recovery as financial driver) - AGAINST HEATING OIL • NPW Year Year Year Year Year Year Year Description Of Financial Element year 0 1 2 3 4 5 10 20 Total Project Cost For Heat Recovery $250,000 Grid Elect - 1.5 hp PG Pumps 4 % /yr esc $1,020 $1,061 $1,103 $1,147 $1,193 $1,241 $1,510 $2,235 20 years of Glycol Pumping - Present Worth $20,400 $1,020 $1,020 $1,020 $1,020 $1,020 $1,020 $1,020 O &M Cost with 6 % /yr inflation $3,000 $3,180 $3,371 $3,573 $3,787 $4,015 $5,373 $9,621 20 yrs O &M Present Worth $73,728 $3,058 $3,117 $3,176 $3,237 $3,300 $3,630 $4,391 #2 Fuel Oil Saved with 6 % /yr escalation $53,918 $57,153 $60,582 $64,217 $68,070 $91,093 $163,134 Discount Rate Factor (P /F) 4% 0.9615 0.9246 0.889 0.8548 0.8219 0.6756 0.4564 20 yrs #2 fuel oil saved - Present Worth $1,250,081 $51,842 $52, 844 $53,858 $54,893 $55,947 $61,543 $74,454 Net Present Worth of Project $905,953 - $202,235 - $153,528 - $103,867 - $53,232 - $1,605 $272,125 $905,953 Years To Payback Initial Investment Payback = 5 years ins = annual glycol pumping cost = 1.5 HP pump running 24/7 @ $0.10 /KWH value of annual #2 fuel oil saved = 191 MBH (EF-4 & EF -5 running 24/7) = 13,936 c value of electric boiler saved = 191 MBH (EF -4 & EF -5 running 24/7) = 490,236Kt NPW Evaluation Of Heat Recovery System (with EF-4 & EF -5 waste heat recovery as financial driver) - AGAINST ELECTRIC BOILER Description Of Financial Element Amount 1 2 3 4 5 10 20 Total Project Cost For Heat Recovery $225,000 Grid Elect - 1.5 hp PG Pump - Year 1 $1,020 $1,061 $1,103 $1,147 $1,193 $1,241 $1,510 $2,235 20 years Glycol Pumping - Present Worth $20,400 $1,020 $1,020 $1,020 $1,020 $1,020 $1,020 $1,020 O &M Cost - Year 1 $3,000 $3,180 $3,371 $3,573 $3,787 $4,015 $5,373 $9,621 20 yrs O &M - Present Worth $73,728 $3,058 $3, 117 $3,176 $3,237 $3,300 $3,630 $4,391 #2 Fuel Oil Saved in Year 1 $54,043 $57,286 $60,723 $64,366 $68,228 $91,305 $163,513 Discount Rate Factor (P/F) 4% 0.9615 0.9246 0.889 0.8548 0.8219 0.6756 0.4564 20 yrs boiler electricity saved - Present Worth $1,252,981 $51,962 $52,966 $53,983 $55,020 $56,077 $61,685 $74,627 Net Present Worth of Project $933,853 - $177,115 - $128,286 - $78,499 - $27,737 $24,020 $298,437 $933,853 Years To Payback Initial Investment Payback = 4.5 Years Notes: Current rate of grid electricity is $0.104 (4 %/year esc), current cost of heating oil is $3.80 /gallon (6 %/year esc) Renewable Energy Fund Round VII Grant Application - Heat Projects ru ® ENERGYAUTHORITY Application Forms and Instructions This instruction page and the following grant application constitutes the Grant Application Form for Round VII of the Renewable Energy Fund Heat Projects only. If your application is for energy projects that will not primarily produce heat, please use the standard application form (see RFA section 1.5). An electronic version of the Request for Applications (RFA) and both application forms is available online at: www. akenergyauthority .org /REFund7.html. • If you need technical assistance filling out this application, please contact Shawn Calfa, the Alaska Energy Authority Grant Administrator at (907) 771 -3031 or at scalfaaaidea.org. • If you are applying for grants for more than one project, provide separate application forms for each project. • Multiple phases for the same project may be submitted as one application. • If you are applying for grant funding for more than one phase of a project, provide milestones and grant budget for each phase of the project. • In order to ensure that grants provide sufficient benefit to the public, AEA may limit recommendations for grants to preliminary development phases in accordance with 3 ACC 107.605(1). • If some work has already been completed on your project and you are requesting funding for an advanced phase, submit information sufficient to demonstrate that the preceding phases are completed and funding for an advanced phase is warranted. • If you have additional information or reports you would like the Authority to consider in reviewing your application, either provide an electronic version of the document with your submission or reference a web link where it can be downloaded or reviewed. • In the sections below, please enter responses in the spaces provided, often under the section heading. You may add additional rows or space to the form to provide sufficient space for the information, or attach additional sheets if needed. REMINDER: • Alaska Energy Authority is subject to the Public Records Act AS 40.25, and materials submitted to the Authority may be subject to disclosure requirements under the act if no statutory exemptions apply. • All applications received will be posted on the Authority web site after final recommendations are made to the legislature. • In accordance with 3 AAC 107.630 (b) Applicants may request trade secrets or proprietary company data be kept confidential subject to review and approval by the Authority. If you want information is to be kept confidential the applicant must: o Request the information be kept confidential. o Clearly identify the information that is the trade secret or proprietary in their application. o Receive concurrence from the Authority that the information will be kept confidential. If the Authority determines it is not confidential it will be treated as a public record in accordance with AS 40.25 or returned to the applicant upon request. AEA 2014 -006 Application Page 1 of 24 7/2/2011 (0 ` Renewable Energy Fund Round VII ate Grant Application - Heat Projects ismal) AMID ® ENERGY AUTHORITY SECTION 1 — APPLICANT INFORMATION Name (Name of utility, IPP, or government entity submitting proposal) City Of Seward Type of Entity: Home Rule City Fiscal Year End December 31 Tax ID #92- 6000086 Tax Status: For - profit Non - profit &Government ( check one) Date of last financial statement audit: June 12, 2013 for fiscal year ending December 31, 2012 Mailing Address Physical Address P.O. Box 167 410 Adams Street Seward, AK 99664 Seward, AK 99664 Telephone Fax Email (907) 224 -3331 (907) 224 -4038 jhuntc@cityofseward.nej 1.1 APPLICANT POINT OF CONTACT / GRANTS MANAGER Name Title James Hunt City Manager Mailing Address P.O. Box 167 Seward, AK 99664 Telephone Fax Email (907) 224 -4047 (907) 224 -4038 jhunta@.cityofseward.net 1.2 APPLICANT MINIMUM REQUIREMENTS Please check as appropriate. If you do not to meet the minimum applicant requirements, your application will be rejected. 1.2.1 As an Applicant, we are: (put an X in the appropriate box) An electric utility holding a certificate of public convenience and necessity under AS 42.05, or An independent power producer in accordance with 3 AAC 107.695 (a) (1), or X A local govemment, or A governmental entity (which includes tribal councils and housing authorities); 1.2.2 Attached to this application is formal approval and endorsement for the project by Yes the applicant's board of directors, executive management, or other governing authority. If the applicant is a collaborative grouping, a formal approval from each participant's governing authority is necessary. (Indicate Yes or No in the box ) 1.2.3 As an applicant, we have administrative and financial management systems and Yes follow procurement standards that comply with the standards set forth in the grant agreement (Section 3 of the RFA). 1.2.4 If awarded the grant, we can comply with all terms and conditions of the award as Yes identified in the Standard Grant Agreement template at http : / /www.akenergvauthority.org /veep /Grant- Template.pdf. (Any exceptions should be clearly noted and submitted with the application.) AEA 2014 - 006 Grant Application Page 2 of 24 7/2/2013 Renewable Energy Fund Round VII ® Grant Application - Heat Projects i ENERGYAUTHOITY 1.2.5 We intend to own and operate any project that may be constructed with grant Yes funds for the benefit of the general public. If no please describe the nature of the project and who will be the primary beneficiaries. SECTION 2 — PROJECT SUMMARY This section is intended to be no more than a 2 - 3 page overview of your project. 2.1 Project Title — (Provide a 4 to 7 word title for your project). Type in space below. Alaska SeaLife Center Heat Recovery Project 2.2 Project Location — 301 Railway Avenue, Seward AK 99664 Include the physical location of your project and name(s) of the community or communities that will benefit from your project in the subsections below. 2.2.1 Location of Project Latitude and longitude, street address, or community name. 60.099943,- 149.441035 Latitude and longitude coordinates may be obtained from Google Maps by finding you project's location on the map and then right clicking with the mouse and selecting "What is here? The coordinates will be displayed in the Google search window above the map in a format as follows: 61.195676.- 149.898663. If you would like assistance obtaining this information please contact AEA at 907 - 771 -3031. 2.2.2 Community benefiting — Name(s) of the community or communities that will be the beneficiaries of the project. Seward 2.3 PROJECT TYPE Put X in boxes as appropriate 2.3.1 Renewable Resource Type Wind to Heat Biomass or Biofuels Hydro to Heat Solar Thermal X Heat Recovery from Existing Sources Heat Pumps Other (Describe) 2.3.2 Proposed Grant Funded Phase(s) for this Request (Check all that apply) Pre - Construction Construction I. Reconnaissance X III. Final Design and Permitting II. Feasibility and Conceptual Design X IV. Construction and Commissioning 2.4 PROJECT DESCRIPTION Provide a brief one paragraph description of the proposed heat project. The City of Seward is the owner of the Alaska SeaLife Center (ASLC), which is leased and operated by the Seward Association of Marine Science (SAAMS). In conjunction with SAAMS, the City proposes installation of an innovative heat recovery system that captures waste heat from exhaust fans EF -4 & EF -5, minus 80 tissue freezers, IT server room, electrical and mechanical room, fan coils and animal and necropsy refrigeration. Heat recovered will be AEA 2014-006 Grant Application Page 3 of 24 7/2/2013 b3 Renewable Energy Fund Round VII TOED Grant Application - Heat Projects 101111E)ENERGYAUTHORITY directed to the front end of the sea water heat pump system and this will increase the coefficient of performance (COP) of this system. 2.5 PROJECT BENEFIT Briefly discuss the financial and public benefits that will result from this heat project, (such as reduced fuel costs, lower energy costs, local jobs created etc.) ASLC utilized Denali Commission funding and AEA Round III funding to install two 90 ton sea water source heat pumps in 2010 -11. The proposed heat recovery system will increase the performance of this installation. The savings from the proposed heat recovery project are significant and would allow a simple payback on investment (without grant funds) of 5 years. 2.6 PROJECT BUDGET OVERVIEW Briefly discuss the amount of funds needed, the anticipated sources of funds, and the nature and source of other contributions to the project. ASLC is requesting a total of $225,000 from the Renewable Energy Fund Round 7. The REF grant will fund the design, procurement and installation of the project components. The proposed project will integrate into the sea water heat pump system previously funded by the Denali Commission and Round 3 of the RE Grant Fund, M.J. Murdock Charitable Trust and ASLC contributed labor. An in -kind contribution of labor with a value of $25,000 will be provided by ASLC staff for installation of the heat recovery system. 2.7 COST AND BENEFIT SUMARY Include a summary of grant request and your project's total costs and benefits below. Grant Costs (Summary of funds requested) 2.7.1 Grant Funds Requested in this application $ 225,000 2.7.2 Cash match to be provided $ 0 2.7.3 Total In -kind match to be provided (sum of lines below) $ 752,512 Biomass or Biofuel inventory on hand $ 0 Energy efficiency improvements to buildings to be $ 727,512 heated (within past 5 years or committed prior to Pending EFI Definition proposed project completion) Other In -Kind match to be provided $ 25,000 2.7.4 Other grant funds to be provided $ 0 2.7.5 Other grant applications not yet approved $ 0 2.7.6 Total Grant Costs (sum of 2.7.1 through 2.7.4) $ 1,002,512 Project Costs & Benefits (Summary of total project costs including work to date and future cost estimates to get to a fully operational project) 2.7.7 Total Project Cost Summary from Cost Worksheet, Section $ 250,000 4.4.4, including estimates through construction. 2.7.8 Additional Performance Monitoring Equipment not covered $ 0 by the project but required for the Grant Only applicable to AEA 2014 -006 Grant Application Page 4 of 24 7/2/2013 ( C\ Renewable Energy Fund Round VII ® ate Grant Application - Heat Projects . INNIED ENERGY AUTHORITY construction phase projects. 2.7.9 Estimated Direct Financial Benefit (Savings) $ 51,000 /year 2.7.10 Other Public Benefit If you can calculate the benefit in terms $ 0 of dollars please provide that number here and explain how you calculated that number in Section 5 below. AEA 2014 -006 Grant Application Page 5 of 24 7/2/2013 `P Renewable Energy Fund Round VII Grant Application - Heat Projects i SECTION 3 — PROJECT MANAGEMENT PLAN Describe who will be responsible for managing the project and provide a plan for successfully completing the project within the scope, schedule and budget proposed in the application. 3.1 Project Manager Tell us who will be managing the project for the Grantee and include contact information, a resume and references for the manager(s). In the electronic submittal, please submit resumes as separate PDFs if the applicant would like those excluded from the web posting of this application. If the applicant does not have a project manager indicate how you intend to solicit project management support. If the applicant expects project management assistance from AEA or another government entity, state that in this section. We do not expect project management assistance from AEA or any other government entity. The project will be managed by Darryl Schaefermeyer, John Underwood, and Andy Baker, whose resumes are attached as Appendix A. Darryl Schaefermeyer — Project Manager, telephone: (907) 224 -6309, email: darryls @alaskasealife.orq John Underwood — Assistant Project Manager, telephone: (907) 224 -6309, email: iohnualaskasealife.orq Andy Baker — Project Consultant, telephone: (907) 274 -2007, email: andybakera.yourcleanenergy.us Resumes will be attached 3.2 Project Schedule and Milestones Please fill out the schedule below. Be sure to identify key tasks and decision points in in your project along with estimated start and end dates for each of the milestones and tasks. Please _ clearly identify the beginning and ending of all phases of your proposed project. Please fill out form provided below. You may add additional rows as needed. Start End Milestones Tasks Date Date Bidding /Contracting Solicit & contract mechanical /electrical /controls 7!1/14 9/30/14 contractors Construction /Commission Installation, commission and final reporting 10/1/14 3/1/14 Annual Reporting Monitoring and Reporting 12/31/14 12/31/24 AEA 2014 -006 Grant Application Page 6 of 24 7/2/2013 b6 Renewable Energy Fund Round VII • ® MED 4 2 6 64‘&66 40.,. Grant Application - Heat Projects OWED ENERGY AUTHORITY , 3.3 Project Resources Describe the personnel, contractors, accounting or bookkeeping personnel or firms, equipment, and services you will use to accomplish the project. Include any partnerships or commitments with other entities you have or anticipate will be needed to complete your project. Describe any existing contracts and the selection process you may use for major equipment purchases or contracts. Include brief resumes and references for known, key personnel, contractors, and suppliers as an attachment to your application. The City will issue a performance contract to SAAMS in order to accomplish the goals and objectives of this project. SAAMS will use a competitive solicitation process in conformance with its procurement policies which conforms with OMB Circular No. A -122 to secure materials, equipment and all necessary outside contractor services. In this process, equipment suppliers and installation contractors will be required to adhere to strict specifications. The professional services of YourCleanEnergy, LLC and EDC, Inc., system designers, will provide construction engineering and commissioning services. Resumes for key personnel 3.4 Project Communications Discuss how you plan to monitor the project and keep the Authority informed of the status. Please provide an alternative contact person and their contact information. Project Manager Darryl Schaefermeyer, telephone: (907) 224 -6309, email: darryls @alaskasealife.org and Assistant Project Manager John Underwood, telephone: (907) 224 -6359, email: johnualaskasealife.orq will be responsible for monitoring all aspects of the project to assure it conforms to the terms of the grant. They will also provide the required status reports via email to AEA's Project Manager as required by the terms of the grant agreement. Project Consultant Andy Baker, telephone: (907) 274 -2007, email: andybakerayourcleanenergv.us will review and approve equipment submittals, advise on engineering and design questions that may arise during the installation, and participate in system commissioning. 3.5 Project Risk Discuss potential problems and how you would address them. This is straightforward project that has been well engineered and designed so we do not expect problems with the installation and operation of the system. SAAMS' has extensive experience AEA 2014 -006 Grant Application Page 7 of 24 7/2/2013 Renewable Energy Fund Round VII rip amp Grant Application - Heat Projects MIND ENERGY AUTHORITY with large, complex mechanical project and its staff have managed and constructed large marine and bird facilities, entire heating boiler replacements, installation of seawater and freshwater heat exchangers, installation of large aquaria tanks and their related mechanical systems, installation of complex salmon research habitats and laboratories, and recently, the installation of the complex seawater heat pump system funded in part by a REF Round III grant. SECTION 4 — PROJECT DESCRIPTION AND TASKS • The level of information will vary according to phase(s) of the project you propose to undertake with grant funds. • If some work has already been completed on your project and you are requesting funding for an advanced phase, submit information sufficient to demonstrate that the preceding phases are satisfied and funding for an advanced phase is warranted. 4.1 Proposed Energy Resource Describe the potential extent/amount of the energy resource that is available. Discuss the pros and cons of your proposed energy resource vs. other alternatives that may be available for the market to be served by your project. For pre - construction applications, describe the resource to the extent known. For design and permitting or construction projects, please provide feasibility documents, design documents, and permitting documents (if applicable) as attachments to this application. Under cold weather design conditions, there exists approximately 351 MBH of waste heat that is currently rejected from the building with exhaust fans EF -4 and EF -5, or lost thru the building envelope. This is heat that has historically been unrecovered (wasted outside), and is generated primarily by straight electric heat appliances (electric boiler, computer servers, electrical equipment, chillers) and secondarily by the output from sea water heat pumps. A description of the proposed heat recovery system is contained in the August 2013 Design Narrative prepared by YourCleanEnergy LLC. 4.1.2 For Biomass Projects Only Identify any wood inventory questions, such as: • Ownership /Accessibility. Who owns the land and are their limitations and restrictions to accessing the biomass resource? • Inventory data. How much biomass is available on an annual basis and what types (species) are there, if known? 4.2.1 Basic configuration of Existing Heating Energy System Briefly discuss the basic configuration of the existing energy system. Include information about the number, size, age, efficiency, and type of generation. A schematic of existing waste heat sources is given in the 2013 Design Narrative prepared by YCE. A breakdown of waste heat sources (at design temperature of 5F) to be recovered within the facility are as follows: Exhaust Fan EF -4 (149 MBH); Exhaust Fan EF -5 (42 MBH); Tissue Storage Room 118 (30 MBH); Boiler Room (30 MBH); Animal Food Storage Condenser (40 MBH); Necropsy Condenser (30 MBH); IT Server Room (30 MBH). The waste heat sources are AEA 2014.006 Grant Application Page 8 of 24 7/2/2013 (4:;?* Renewable Energy Fund Round VII ® o� n Grant Application - Heat Projects i ® ENERGYAUTHORITY symptomatic of an HVAC system that was built in 1998 when heating oil costs were much lower. 4.2.2 Existing Heating Energy Resources Used Briefly discuss your understanding of the existing energy resources. Include a brief discussion of any impact the project may have on existing energy infrastructure and resources. Existing heat energy resources in the facility at this time are primarily the two Trane 90 -ton sea water source heat pumps, and a 500 KW Sussman Electric Boiler. The proposed heat recovery project will have a positive impact on the existing sea water heat pump system because waste heat will be used to raise the temperature of the 360 gpm evaporator glycol loop by up to 3 degrees F. This will increase the COP of the heat pumps by warming the glycol entering temperature, and will result in an estimated annual savings in electric boiler operation of 481,000 KWH /year. This is equivalent to $51,000 at the current electricity rate of $0.105 /KWH. 4.2.3 Existing Heating Energy Market Discuss existing energy use and its market. Discuss impacts your project may have on energy customers. Existing energy use for older buildings in Seward (high cost region) generally does not include heat recovery; the cost of making heat with electricity or heating oil in Seward is quite high. Introducing the practice of waste heat recovery and demonstrating the economic benefits of doing so (estimated 5 year payback) will motivate other building owners and facilities in the region and thorough Alaska to also consider this practice. 4.3 Proposed System Include information necessary to describe the system you are intending to develop and address potential system design, land ownership, permits, energy efficiency and environmental issues. 4.3.1 System Design Provide the following information for the proposed renewable energy system: • A description of renewable energy technology specific to project location • Optimum installed capacity • Anticipated capacity factor • Anticipated annual generation • Anticipated barriers • Basic integration concept • Delivery methods • Energy efficiency measures (building envelope) Waste heat will be recovered by using duct coils to transfer heat from warm air into cold glycol, and from warm refrigeration condenser lines into cold glycol. The optimum capacity will be 351 MBH at the design temperature of 5F. Anticipated construction challenges are minimal: routing insulated glycol lines long distances within the building, installation of heat recovery coils in existing sheet metal exhaust ducts. The basic integration concept is to warm the cold evaporator loop glycol with warm waste heat, and return the warmed glycol to the front end of the existing AEA 2014 -006 Grant Application Page 9 of 24 7/2/2013 Renewable Energy Fund Round VII -® Grant Application - Heat Projects I ® ENERGYAUTHORITY sea water heat pump system. Thus the waste heat recovered will then be returned to the building thru the heat pump system. The heat pump system delivers heat to the building via air handlers, radiant slab heat, and domestic hot water heating. Energy efficiency of the building envelope is still considered to be above average as the insulation and air sealing technologies utilized in the 1998 construction were of the most recent codes at the time. 4.3.2 Land Ownership Identify potential land ownership issues, including whether site owners have agreed to the project or how you intend to approach land ownership obtain harvest contracts and access issues. Applicant is land owner so there are no land ownership issues. 4.3.3 Permits Provide the following information as it may relate to permitting and how you intend to address outstanding permit issues. • List of applicable permits • Anticipated permitting timeline • Identify and discussion of potential barriers The proposed project will be constructed entirely within the existing facility and requires no federal, or state permits to undertake construction. A City of Seward building permit will be obtained prior to construction. 4.3.4 Environmental Address whether the following environmental and land use issues apply, and if so how they will be addressed: • Threatened or endangered species • Habitat issues • Wetlands and other protected areas • Archaeological and historical resources • Land development constraints • Telecommunications interference • Aviation considerations • Visual, aesthetics impacts • Identify and discuss other potential barriers There are no environmental or land use issues with this project. 4.4 Proposed New System Costs and Projected Revenues (Total Estimated Costs and Projected Revenues) The level of cost information provided will vary according to the phase of funding requested and any previous work the applicant may have done on the project. Applicants must reference the source of their cost data. For example: Applicants records or analysis, industry standards, consultant or manufacturer's estimates. 4.4.1 Project Development Cost Provide detailed project cost information based on your current knowledge and understanding of AEA 2014 -006 Grant Application Page 10 of 24 7/2/2013 to Renewable Energy Fund Round VII Grant Application - Heat Projects /MU wasp ENERGYAUTHORITY the project. Cost information should include the following: • Total anticipated project cost, and cost for this phase • Requested grant funding • Applicant matching funds — loans, capital contributions, in -kind • Identification of other funding sources • Projected capital cost of proposed renewable energy system • Projected development cost of proposed renewable energy system Opinion of Probable Cost for the proposed heat recovery system is included in the YourCleanEnergy (consultant) Design Narrative of August 2013 (attached). Receive from A. Baker Total Anticipated Project Cost: $250,000 Requested Grant Funding: $225,000 ASLC In -Kind Labor Match: $25,000 Other ASLC contributions: (see Section 2.7) Pending EFI Definition Projected Capital Cost Of Proposed Heat Recovery System: $250,000 4.4.2 Project Operating and Maintenance Costs Include anticipated O &M costs for new facilities constructed and how these would be funded by the applicant. (Note: Operational costs are not eligible for grant funds however grantees are required to meet ongoing reporting requirements for the purpose of reporting impacts of projects on the communities they serve.) Electricity For Glycol Circulation Pumps $1,020 /year System Maintenance (Labor & Repair Parts) $3,000 /year Total Anticipated O &M Cost $4,020 /year O &M costs will be funded from annual savings of electric boiler use due to waste heat recovery. 4.4.3 Heat Purchase /Sale The heat purchase /sale information should include the following: • Identification of potential energy buyer(s) /customer(s) • Potential heat purchase /sales price - at a minimum indicate a price range • Proposed rate of retum from grant- funded project All heat recovered by the proposed project will be re -used in the existing building; no heat purchase agreements will be required. 4.4.4 Project Cost Worksheet Complete the cost worksheet form which provides summary information that will be considered in evaluating the project. Please fill out the form provided below and provide most recent heating fuel invoice that supports the amount identified in "Project Benefits" subpart b below. AEA 2014 -006 Grant Application Page 11 of 24 7/2/2013 1 i Renewable Energy Fund Round VII p Grant Application - Heat Projects ® ® ENERGY AUTHORITY Renewable Energy Source The Applicant should demonstrate that the renewable energy resource is available on a sustainable basis. Annual average resource availability. 191 MBH from EF -4 &5 (24/7) = 1,673 MMBTU Unit depends on project type (e.g. windspeed, hydropower output, biomass fuel) Existing Heating Energy Generation and Usage a) Basic configuration i. Number of generators /boilers /other One Electric Boiler / Two Seawater Heat Pumps ii. Rated capacity of generators /boilers /other 500KW Boiler / Two 90 Ton (85KW) Heat Pumps iii. Generator /boilers /other type Sussman 6 Element / Trane RTWD Rotary Screw iv. Age of generators /boilers /other 2009 Boiler / 2011 Heat Pumps v. Efficiency of generators /boilers /other 100% Efficient Boiler / 290% Efficient Heat Pumps b) Annual O &M cost (if system is part of the Railbelt grid, leave this section blank) i. Annual O &M cost for labor ii. Annual O &M cost for non -labor c) Annual electricity production and fuel usage (fill in as applicable) (if system is part of the Railbelt grid, leave this section blank) i. Electricity [kWh] ii. Fuel usage Diesel [gal] Other iii. Peak Load iv. Average Load v. Minimum Load vi. Efficiency vii. Future trends d) Annual heating fuel usage (fill in as applicable) i. Diesel [gal or MMBtu] No longer using heating oil boilers (standby only) ii. Electricity [kWh] 1,199,000 KWH /year (boilers); 600,000 KWH /year (heat pumps) iii. Propane [gal or MMBtu] N/A iv. Coal [tons or MMBtu] N/A v. Wood [cords, green tons, dry tons] N/A vi. Other N/A Proposed System Design Capacity and Fuel Usage (Include any projections for continued use of non - renewable fuels) AEA 2014 -006 Grant Application Page 12 of 24 7/2/2013 Renewable Energy Fund Round VII /MD l�i..11■. Grant Application - Heat Projects ® ENERGY AUTHORITY a) Proposed renewable capacity 351 MBH of heat recovery at design temperature of 5 (Wind, Hydro, Biomass, other) deg F [kW or MMBtu /hr] b) Proposed annual electricity or heat production (fill in as applicable) 1. Electricity [kWh] ii. Heat [ MMBtu] 191 MBH from EF -4 & 5 (24/7) = 1,673 MMBTU /year c) Proposed annual fuel usage (fill in as applicable) i. Propane [gal or MMBtu] ii. Coal [tons or MMBtu] iii. Wood or pellets [cords, green tons, dry tons] iv. Other Project Cost a) Total capital cost of new system $250,000 b) Development cost Already designed c) Annual O &M cost of new system $3,000 d) Annual fuel cost $1,020 (electricity for glycol circulation pumps) Project Benefits a) Amount of fuel displaced for i. Electricity 490,236 KWH /year of electric boiler use will be displaced ii. Heat iii. Transportation b) Current price of displaced fuel $50,984 /year (at current price of $0.105 /KWH) c) Other economic benefits N/A d) Alaska public benefits 306,000 Ibs /year of greenhouse gases saved Heat Purchase /Sales Price a) Price for heat purchase /sale N/A Project Analysis AEA 2014-006 Grant Application Page 13 of 24 7/2/2013 �3 Renewable Energy Fund Round VII flaw =MD 421164161141111181b. Grant Application - Heat Projects . amp ENERGYAUTHORITY a) Basic Economic Analysis Project benefit/cost ratio Awaiting AEA B/C formula Payback (years) 4.8 years (without grant funding) AEA 2014 -006 Grant Application Page 14 of 24 7/2/2013 iLk Renewable Energy Fund Round VII ® Q���� Grant Application - Heat Projects 1 ® ENERGYAUTHORITY 4.4.5 Building Efficiency Please address the following items related to the proposed location of the heating project. If more than one building will be impacted, please address this information for each building. • Building name Alaska SeaLife Center • Type or primary usage of the building Public Aquarium / Marine Research Laboratories & Marine Mammal /Seabird Rehab • Location 301 Railway Avenue, Seward, Alaska • Hours of operation Sept 15 — May 1: 10am -5pm May 2 — Sept 14: 8am -9pm • Single structure or multiple units Single complex • Total square footage 115,000 sq. ft. • Electrical consumption per year 5 million KWH / year • Heating oil /fuel consumption per year Oil boilers on standby due to heat pumps and electric boiler • Average number of occupants 100 employees average, visitors range from 50 to 2,000 per day • Has an energy audit been performed? When? Please provide a copy of the energy audit, if applicable. Yes - 2010 by Siemens Building Technology Division. Electronic copy attached. • Have building thermal energy efficiency upgrades been completed? 2010 Siemens Investment Grade energy audit concluded that thermal efficiency of 1998 building was already satisfactory and recommended $857,998 (at 2010 pricing) in Facility Improvement Measures (FIM's) including lighting and lighting control upgrades, water fixture upgrades, building automation system upgrade, night setback control, demand control ventilation, and slab heat control optimization for projected annual energy and operational savings of $59,878 with a simple payback of 13.5 /years on investment. 2013 Bezek Durst Seiser Architects roof study recommended replacement of the EPDM single -ply roof and its R -33 rated insulation with a $2,300,000 (at 2013 pricing) MCBUR 5 -ply built -up- asphalt roof membrane with R -40 rated insulation. o If applicable, please provide evidence of efficiency improvements including cost and anticipated savings associated with upgrades. Recommend FIM's and roof replacement are dependent on receiving grant funding. AEA 2014 -006 Grant Application Page 15 of 24 7/2/2013 '1� Renewable Energy Fund Round VII Grant Application - Heat Projects 14=D ® ENERGYAUTHORITY o Estimated annual heating fuel savings Siemens IGA estimated annual electric boiler electricity cost savings of $53,443 and water cost savings of $2,945. • If the building is not yet constructed please provide evidence of the value of planned building envelope efficiency investments beyond typical construction practices. Include anticipated savings associated with efficiency investments if available. SECTION 5— PROJECT BENEFIT 1 Explain the economic and public benefits of your project. Include direct cost savings, and how the people of Alaska will benefit from the project. The benefits information should include the following: • Potential annual fuel displacement (gallons and dollars) over the lifetime of the evaluated renewable energy project. In order for the applicant to receive credit for heating fuel displaced the applicant must provide the most recent invoice for heating fuel purchased. • Anticipated annual revenue (based on i.e. a Proposed Heat Purchase Agreement price, RCA tariff, or cost based rate) • Potential additional annual incentives (i.e. tax credits) • Potential additional annual revenue streams (Le. green tag sales or other renewable energy subsidies or programs that might be available) • Discuss the non - economic public benefits to Alaskans over the lifetime of the project Potential Annual Fuel Displacement: 490,236 KWH /year of electric boiler usage will be displaced over the lifetime of the project. There are no anticipated revenue /incentives since the waste heat recovered is not sold to others. Non - economic benefits to Alaskans: Estimated CO2 reduction in Seward area of 306,000 Ibs /year from the proposed project. Additional benefit is that this heat recovery project will demonstrate, in a high profile public building, how heat recovery can work, and what savings are possible from it. The addition of a sea water heat pump system includes a cold glycol evaporator loop that makes an ideal heat sink for collecting various forms of low temperature waste heat in a building. SECTION 6— SUSTAINABILITY Discuss your plan for operating the completed project so that it will be sustainable. Include at a minimum: • Proposed business structure(s) and concepts that may be considered. • How you propose to finance the maintenance and operations for the life of the project • Identification of operational issues that could arise. • A description of operational costs including on -going support for any back -up or existing systems that may be require to continue operation • Commitment to reporting the savings and benefits AEA 2014 -006 Grant Application Page 16 of 24 7/2/2013 Renewable Energy Fund Round VII Grant Application - Heat Projects IIMID ) ENERGYAUTHORITY The Alaska SeaLife Center operates a complex heating and pumping system /infrastructure. Five full time life support and building maintenance staff members monitor and operate the building's marine life support and HVAC systems with coverage seven days a week. Life support staff isolates, regulates, and adjusts water flow to each area of use by adjusting pump speed, the number of valves that are open or closed, and the number of pumps running. The ASLC has a well - established program for monitoring and reporting building and operating systems. Monitoring, testing and maintenance of the sea water heat pump system has occurred since start up in 2010. Temperatures, flow and BTU recovered will be monitored for the new heat recovery system and incorporated into the existing TRACER data monitoring and control system. Operation and maintenance costs will be funded from avoided fuel costs from the proposed heat recovery system. SECTION 7 — READINESS & COMPLIANCE WITH OTHER GRANTS Discuss what you have done to prepare for this award and how quickly you intend to proceed with work once your grant is approved. Tell us what you may have already accomplished on the project to date and identify other grants that may have been previously awarded for this project and the degree you have been able to meet the requirements of previous grants. The project design is completed and construction ready. Work can proceed as soon as the grant is approved. The seawater heat pump system was installed in 2011 and fully commissioned in early 2013 using grant funding provided by the Denali Commission, Round 111 REF, and M.J. Murdock Charitable Trust. All requirements of these grants have been met. SECTION 8 — LOCAL SUPPORT AND OPPOSITION Discuss local support and opposition, known or anticipated, for the project. Include letters of support or other documentation of local support from the community that would benefit from this project. The Documentation of support must be dated within one year of the RFA date of July 2, 2013. Supporting resolutions and letters will be attached. SECTION 9 — GRANT BUDGET Tell us how much you are seeking in grant funds. Include any investments to date and funding sources, how much is being requested in grant funds, and additional investments you will make as an applicant. AEA 2014 -006 Grant Application Page 17 of 24 7/2/2013 1 1 Renewable Energy Fund Round VII ® Grant Application - Heat Projects I ® ENERGYAUTHORITY Provide a narrative summary regarding funding sources and your financial commitment to the project Funding will be provided by the REF Round 7 grant ($225,000) with an in -kind ASLC labor match( $25,000). Please provide a short narrative, and cost estimate, identifying the metering equipment, and its related use to comply with the operations reporting requirement identified in Section 3.15 of the Request for Applications. Project budget includes the cost of integrating the heat recovery system into the existing Tracer SC controls program which will include modified operator screens and logging that will record and display Heat Recovery Daily, Monthly and Monthly & Yearly Total (MMBTU); HX -6 Heat Transfer Daily, Monthly, Yearly Total (MMBTU). Applications MUST include a separate worksheet for each project phase that was identified in section 2.3.2 of this application, (I. Reconnaissance, II. Feasibility and Conceptual Design, III. Final Design and Permitting, and IV. Construction and Commissioning). Please use the tables provided below to detail your proposed project's budget. Be sure to use one table for each phase of your project. If you have any question regarding how to prepare these tables or if you need assistance preparing the application please feel free to contact AEA at 907 - 771 -3031 or by emailing the Grant Administrator, Shawn Ca /fa, at scalfa(a�aidea.orq. +n�. a . Yf .s i - `�. z � � :, a�.. x�C i x� q s eAX < , x #. ✓, � '� F 1 11�� yyrr t � pp �}�, ` "g k -, 1 ,�C #�-�e+� Y 7111,Y ' or Task j�t�' "'1 �M �: {�j Td� y ' � a ac ,J r` `.S 4OTALS , ¢ 3 � tom' ` a me r.. ' ‘;'3 h e r. (List milestones based on phase and type of project. See Milestone list below. ) Bidding /Contracting 9/30/14 $ 2,000 $0 $ 2,000 Construction /Commissioning 3/1/14 $223,000 $25,000 In -kind Labor $248,000 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ TOTALS $225,000 $25,000 $250,000 Budget Categories: AEA 2014-006 Grant Application Page 18 of 24 7/2/2013 Renewable Energy Fund Round VII /MD al jat e gh gessa. MED Grant Application - Heat Projects MEP ENERGY AUTHORITY Direct Labor & Benefits $0 $25,000 In -Kind $ 25,000 Travel & Per Diem $ 1,000 $0 $ 1,000 Equipment $0 $0 $0 Materials & Supplies $0 $0 $0 Contractual Services $ 18,400 $0 $ 18,400 Construction Services $205,600 $0 $205,600 Other $0 $0 $0 TOTALS $225,000 $25,000 $250,000 AEA 2014 -006 Grant Application Page 19 of 24 7/2/2013 1 `\ Renewable Energy Fund Round VII ® AlliA Grant Application - Heat Projects am) ENERGY AUTHORITY ,, -. :,:. ,: ,4- ,,,::: ::: ;,::,,,:**tte. 9' .. c ,„,. i c Jq fi � i may` ' a � r,' 1 a l . � ,� - ts � ;-'!'''IA . 'L ''7•17:11t fi e" 'A `' k x F 1 kt �r a . 4 . � x a. .,' .. v,i M '`. q d` r .'a� . -Y m'r°.. 4 ,. ,f '�I.. Efl¢ '. 7 ' n '' z (List milestones based on phase and type of project. See Milestone list below. ) $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ TOTALS $ $ $ Budget Categories: Direct Labor & Benefits $ $ $ Travel & Per Diem $ $ $ Equipment $ $ $ Materials & Supplies $ $ $ Contractual Services $ $ $ Construction Services $ $ $ Other $ $ $ TOTALS $ $ $ AEA 2014-006 Grant Application Page 20 of 24 7/2/2013 20 Renewable Energy Fund Round VII i ® E Grant Application Heat Projects �N ER G YAUTHORITY l' ' Fie.. ""gy "` k # '� �� a d. - tee. .t �nSy. � _ Mll tae O ' - ,,,,:?4,r'.:11.11,.; , r X w { � > � 4 O AID w .$ S .4 e +P a , n r i pi),'..147,:',. l. },°�''[ - 3,6„. v :f; s 4 - Y v° t ,�.t^,,, t f : � �, -; �� X 4 $ - S „r P f t £ # - !e' /�S b. � r I . fi t w » '' ".4 '' "' f''' Y -; ` x '+kt ,k .${ .a i .t if'40,, t +, -, k �' !� E t * te r �. (List milestones based on phase and type of project. See Milestone list below. ) $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ TOTALS $ $ $ Budget Categories: Direct Labor & Benefits $ $ $ &Per Diem $ $ $ Equipment $ $ $ Materials &Supplies $ $ $ Contractual Services $ $ $ Construction Services TOTALS $ $ $ Other $ $ $ $ $ $ Travel AEA 2014006 Grant Application Page 21 of 24 7/2/2013 O Renewable Energy Fund Round VII imap Grant Application Heat Projects MIMED ENERGY AUTHORITY Milest orT41 ; � �i,, ,i,r). ` a , ( , TOTALS k (List milestones based on phase and type of project. See Milestone list below. ) $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ TOTALS $ $ $ Budget Categories: Direct Labor & Benefits $ $ $ Travel & Per Diem $ $ $ Equipment $ $ $ Materials & Supplies $ $ $ Contractual Services $ $ $ Construction Services $ $ $ Other $ $ $ TOTALS $ $ $ AEA 2014-006 Grant Application Page 22 of 24 7/2/2013 'Renewable Energy Fund Round VII f® Grant Application Heat Projects ® ENERGY AUTHORITY SECTION 10 — AUTHORIZED SIGNERS FORM Community /Grantee Name: City of Seward Regular Election is held: First Tuesday in October Date: Authorized Grant Signer(s): Printed Name Title Term Signature James Hunt City Manager Ronald Long Deputy City Manager Kris Erchinger Finance Director I authorize the above person(s) to sign Grant Documents: (Highest ranking organization /community /municipal official) Printed Name Title Term Signature James Hunt City Manager Grantee Contact Information: Mailing Address: P.O Box 167, Seward, AK 99664 Phone Number: (907) 224 -3331 Fax Number: (907) 224 -4038 E -mail Address: jhunt@cityofseward.net Federal Tax ID #:92- 6000086 Please submit an updated form whenever there is a change to the above information. AEA 2014 -006 Grant Application Page 23 of 24 7/2/2013 Renewable Energy Fund Round VII r u Grant Application Heat Projects ® ENERGY AUTHORITY SECTION 11 — ADDITIONAL DOCUMENTATION AND CERTIFICATION SUBMIT THE FOLLOWING DOCUMENTS WITH YOUR APPLICATION: A. Contact information, resumes of Applicant's Project Manager, key staff, partners, consultants, and suppliers per application form Section 3.1 and 3.4. Applicants are asked to provide resumes submitted with applications in separate electronic documents if the individuals do not want their resumes posted to the project web site. B. Letters or resolutions demonstrating local support per application form Section 8. C. For heat projects only: Most recent invoice demonstrating the cost of heating fuel for the building(s) impacted by the project. D. Governing Body Resolution or other formal action taken by the applicant's governing body or management per RFA Section 1.4 that: - Commits the organization to provide the matching resources for project at the match amounts indicated in the application. - Authorizes the individual who signs the application has the authority to commit the organization to the obligations under the grant. - Provides as point of contact to represent the applicant for purposes of this application. - Certifies the applicant is in compliance with applicable federal, state, and local, laws including existing credit and federal tax obligations. E. One paper copy and one electronic version of the entire application on CD or other electronic media, per RFA Section 1.7. F. CERTIFICATION The undersigned certifies that this application for a renewable energy grant is truthful and correct, and that the applicant is in compliance with, and will continue to comply with, all federal and state laws including existing credit and federal tax obligations and that they can indeed commit the entity to these obligations. Print Name James Hunt Signature Title City Manager Date AEA 2014 -006 Grant Application Page 24 of 24 7/2/2013 Q1k Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2013 -071 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING THE 2013 BUDGET TO RECORD DEPRECIATION EXPENSES RELATED TO THE HOSPITAL AND LONG -TERM CARE FACILITIES WHEREAS, in order to meet the requirements of Governmental Accounting Standards Board Statement No. 61, The Financial Reporting Entity: Omnibus, the City of Seward re- evaluated how it presented annual financial information for Providence Seward Medical & Care Center (PSMCC) on the city's financial statements, and revised such presentation for the period ended December 31, 2011 and thereafter; and WHEREAS, this new presentation has resulted in the financial statements of PSMCC being reported as a fund of the city solely for external financial reporting purposes, but in no way changes any provisions of the contractual relationship between the City of Seward and Providence Health & Services; and WHEREAS, due to this change in presentation, the PSMCC is now reflected on the city's financial statements as an Enterprise Fund rather than as two separate Debt Service Funds, resulting in a new requirement to report depreciation for the hospital and the long -term care facilities, necessitating a budget amendment, since depreciation has previously not been budgeted for the Debt Service Funds. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The 2013 Operating Budget shall be amended to record hospital depreciation by increasing depreciation expense account no. 801 - 8010 -5650 by $259,916.04. Section 2. The 2014 Operating Budget shall be amended to record long -term care facility depreciation by increasing depreciation expense account no. 800 - 8000 -5650 by $2,022,676.89 and by increasing amortization of capitalized interest account no. 800 - 8000 -4710 by $16,243.14. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9th day of September, 2013. COUNCIL AGENDA STATEMENT Meeting Date: September 9, 2013 '.� s Ew Through: James Hunt, City Manager 4 �ASI� P From: Kristin Erchinger, Finance Director Agenda Item: 2013 Budget Amendment for Hospital and Long -Term Care Facility Depreciation BACKGROUND & JUSTIFICATION: Effective in 2011, the Governmental Accounting Standards Board promulgated a new standard that required cities to re- evaluate how they presented financial information for certain entities within their comprehensive annual financial reports (CAFR). In Seward's case, an analysis of GASB Statement No. 61, The Financial Reporting Entity: Omnibus resulted in the need to revise the presentation of the hospital and long -term care facilities in the City's annual financial report. Prior to 2011, the operations of the hospital and long -term care facilities were presented in the CAFR as a discretely presented component unit (a stand -alone column on the financials). The major assets and liabilities of the hospital and long -term care facilities were presented in the CAFR in two separate Debt Service Funds and included in the General Governments' Fixed Asset listing. Under the prior presentation, it was not possible to see the complete financial picture of the healthcare system in a single set of financial statements. Beginning in 2011, the previous presentation was revised and a new Enterprise Fund was created, the Providence Seward Medical & Care Center Enterprise Fund. This new presentation is done strictly for the purpose of external financial reporting purposes, but in no way changes any provisions of the contractual relationship between the City of Seward and Providence Health & Services, where Providence is responsible for managing the operations of the hospital and long- term care facility, and the City has no role to play in the day -to -day operations. Under this new presentation, it is possible to view a complete set of financial statements for the healthcare system operations. This new presentation was not contemplated during construction of the 2013 Budget, and under the new presentation, it is necessary to budget for depreciation, while the former presentation did not require budgeting depreciation. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X 2. Strategic Plan (document source here): X 3. Other (list): X CITY OF SEWARD RESOLUTION 2013- , FISCAL NOTE: This transaction is intended solely for the purpose of estimating the depreciation expense for the Hospital and the Long -Term Care Facility, so that there is a budget associated with the annual expense. However, this has no impact on the cash balance of the Enterprise Fund, since depreciation is an accounting entry reflecting the depletion of a portion of an asset's value during the year. Approved by Finance Department 41 . ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approve Resolution 2013 - Q 1 amending the 2013 Operating Budget to record depreciation for the Hospital and the Long -Term Care Facilities. Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2013 -072 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO PURCHASE A 2013 INTERNATIONAL DUMP TRUCK FOR AN AMOUNT NOT TO EXCEED $116,000 WHEREAS, the purchase of an International dump truck is consistent with the City of Seward's policy of the Standardization of Equipment; and WHEREAS, replacement of the 1987 dump truck is a necessity to maintain our fleet of dependable vehicles, allowing us to keep our city streets cleared of snow in the winter and aid in moving debris in the summer; and WHEREAS, city staff looked for, and was unable to find, a used dump truck for a good value; and WHEREAS, staff utilized the "piggy back" provision of the State of Alaska procurement process; and WHEREAS, this purchase is consistent with the city's vehicle replacement policy which recognizes the importance of standardization of the city's fleet; and WHEREAS, Cascadia International, LLC., offered the city a 2013 new International dump truck (7400 Series) for $2,500 less than factory list price and the offer is only good until September 16, 2013. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SEWARD, ALASKA: Section 1. The City Manager is hereby authorized to purchase the 2013 International 7400 Series dump truck from Cascadia International in an amount not to exceed $116,000. Section 2. This resolution shall take effect immediately upon its approval. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, and this 9 day of September 2013. V3 CITY OF SEWARD, ALASKA RESOLUTION 2013 -072 THE CITY OF SEWARD, ALASKA David Seaward, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou Acting City Clerk (City Seal) Council Agenda Statement Meeting Date: September 9, 2013 'oe sett To: Jim Hunt, City Manager '14 From: W.C. Casey, Public Works Director 4 P Agenda Item: Purchase of a 2013 International Dump Truck BACKGROUND & JUSTIFICATION: In 2012, $75,000 was included in the Public Works Capital Equipment Budget to replace our aging 1987 Ford dump truck. Staff was unsuccessful in locating a used dump truck for less than $75,000 that would be a good value and meet our needs. During the budget rectification, the City Council moved the unspent 2012 budgeted $75,000 to the 2013 Equipment Acquisition Fund, making $150,000 available for the purchase of the replacement dump truck in 2013. After several months of researching and in following the recommendations of the Motor Pool Vehicle Replacement Policy that was developed in 2009/2010, we have found a new International dump truck that is within our budget. We currently have two reliable International dump trucks that we have purchased over the course of the last seven years. Standardization of equipment (purchasing another International dump truck) saves money and improves maintenance efficiencies. We currently have diagnostic equipment for the use of maintaining International equipment as both the Electric and Public Works departments combined, have seven International 7400 class (or bigger) heavy duty vehicles. INTENT: To purchase a new International 7400 class 10 yard dump truck to replace a 1987 Ford dump truck. This purchase is in keeping with the established motor pool vehicle replacement policy "Standardization of Equipment is in the City's best interest." Consistency Checklist: Yes No NA 1 Comprehensive Plan: Page 17, Safe Roads X 2 Strategic Plan: Page 16 and Page 18 X 3 Other: Consistent with the City's vehicle replacement policy established in X 2009. FISCAL NOTE: Funds for the purchase of a new International 7400 class dump truck are available in the Motor Pool fund account 102 -1020 -5930. $150,000 has been allocated for use of the vehicle purchase and the purchase price is $116,000 (with title and licensing fees). Approved by Finance Department: RECOMMENDATION: approve Resolution 2013 - fl authorizing the purchase of a 2013 International 7400 class Dump Truck for an amount not to exceed $116,000. 9c 08/08/2013 THU 1542 FAX 9072792189 Caecadia International Z)002/012 .e...; 7 / I , ....... . .,,..., /7 ..!'": . ' ' 'I ''., • • 1 ''''.':'''''%'''.,....:',',,..t...:', • '''''''''''''''::''':" •••'*. ..' .';'''''''''''''''''', '''''':'''',:$!:'..?,'''':. ''' ''.. '..: ';'' .. '''.. ''''''',. ':',* .'''' . ' SA : . '" : : :: ; . ',";:' , ' ,.; : ':.........'''' ''''''''''''. . , ,V1 • ' - . . . . . .' . ' .. ' . ' . ' ' . . ' '. ' " " . '''. *." ' ' ' : ' I . I AIP: j l ',I : ' , ;, ; " : ',';:',...›. '''' ..1 IIIIL ' '..) '''''' .1 ' A \ ''''‘.'','''' ', 'r '.■.> i i ,4,004041000, , Sates Proposal For: CITY OF SEWARD Presented By: CASCADIA INTL LLC-AK c)\ 08/08/2013 THU 15:42 FAX 9072792189 Cadcadia international 2003 /012 INTERNATIONAL® August 08, 2013 Prepared For: Presented By: CITY OF SEWARD CASCADIA INTL LLC -AK Dean Cottle Josh Schouten PO Box 167 1301 POST ROAD SEWARD, AK 99884 - ANCHORAGE AK 99501 - (907)224 - 5051 (907)279 -9591 Reference ID: 2013 -4 Thank you for the opportunity to provide you with the following quotation on a new international truck. I em sure the following detailed specification will meet your operational requirements, and I look forward to serving your business needs. II PI Model Profile 2013 7400 SSA 6X4 (SF625) APPLICATION: Construction Dump MISSION: Requested GVWR: 54000. Cala. GVWR: 54000 Calc. Start / Grade Ability: 19.70% / 1.87% fp 55 MPH Calc. Geared Speed: 77.8 MPH DIMENSION: Wheelbase: 181.00, CA: 113.90, Axle to Frame: 55.00 ENGINE, DIESEL: (MaxxForce 91 EPA 10, 330 HP ® 2000 RPM, 950 lb -ft Torque fp 1200 RPM, 2200 RPM Governed Speed TRANSMISSION, AUTOMATIC: {Allison 3000_RDS_P} 4th Generation Controls; Close Ratio, 6- Speed, With Double Overdrive; On/Off Hwy; Includes Oil Level Sensor, With PTO Provision, Less Retarder, With 80,000 -lb GVW & GCW Max. CLUTCH: Omit Item (Clutch & Control) AXLE, FRONT NON - DRIVING: (Mentor MFS- 14 -143A) Wide Track, I -Beam Type, 14,000 -lb Capacity AXLE, REAR, TANDEM: (Mentor MT- 40- 14X -4DER) Single Reduction. 0.433 "(11mm) Wall Housing Thickness, 40,000 -lb Capacity, R Wheel Ends, Driver Controlled Locking Differential In Rear Rear Axle Gear Ratio: 5.29 CAB: Conventional TIRE, FRONT: (2) 12R22.5 HSC1 (CONTINENTAL) 482 rev /mile, load range H, 16 ply TIRE, REAR: (8) 11R22.5 HDR1 (CONTINENTAL) 495 rev /mile, load range 0, 14 ply SUSPENSION, REAR, TANDEM: (Hendrickson HMX- 400.62) Walking Beam Type 62" Axle Spacing; 40,000 -lb Capacity, With Rubber End Bushings, Transverse Torque Rode, Less Shock Absorbers PAINT: Cab schematic 100GN Location 1: 9219, Winter White (Std) Chassis schematic N/A Inventory Vehicle 2 Proposal: 4005-01 08/08/2013 THU L5:42 FAX 9072792189 Cascadia International Z004 /012 INTERNATIONAL° Vehicle Sp@c(flc ?tions August 08, 2013 2013 7400 SBA 6X4 (SF825) Code Description SF62500 Base Chassis, Model 7400 SBA 6X4 with 181.00 Wheelbase, 113.90 CA, and 55.00 Axle to Frame. 1670 TOW HOOK, FRONT (2) Frame Mounted 1CAJ FRAME RAILS Heat Treated Alloy Steel (120,000 PSI Yield); 10.866" x 3.622" x 0.433" (276.0mm x 92.0mm x 11.1mm); 456,0" (11562mm) Maximum DAL 1 LMX BUMPER, FRONT Full Width, Aerodynamic, Painted Steel; 0.189" Material Thickness Includes : BUMPER, FRONT Powder Coated Gray (Argent) Color 1 WGX WHEELBASE RANGE 169" (430cm) Through and Including 219" (555cm) 1 WTU FRAME ADDITION, FRONT 1" Integral; Increases BBC, BA and OAL Vehicle Dimensions By 1" 2ARV AXLE, FRONT NON - DRIVING {Mentor MFS- 14 -143A} Wide Track, I -Beam Type, 14,000 -lb Capacity Notes : The following features should be considered when calculating Front GAWR: Front Axles; Front Suspension; Brake System; Brakes, Front Air Cam; Wheels; Tires. 3ADD SUSPENSION, FRONT, SPRING Parabolic, Taper Leaf; 14,000 -lb Capacity; Wlth Shock Absorbers Includes : SPRING PINS Rubber Bushings, Maintenance -Free Notes : The following features should be considered when calculating Front GAWR: Front Axles; Front Suspension; Brake System; Brakes, Front Air Cam; Wheels; Tires. 4091 BRAKE SYSTEM, AIR Dual System for Straight Truck Applications Includes : BRAKE LINES Color and Size Coded Nylon : DRAIN VALVE Twist -Type : DUST SHIELDS, FRONT BRAKE : DUST SHIELDS, REAR BRAKE : GAUGE, AIR PRESSURE (2) Alr 1 and Air 2 Gauges; Located in Instrument Cluster : PARKING BRAKE CONTROL Yellow Knob, Located on Instrument Panel : PARKING BRAKE VALVE For Truck : QUICK RELEASE VALVE Bendix On Rear Axle for Spring Brake Release: 1 for 4x2, 2 for 6x4 : SLACK ADJUSTERS, FRONT Automatic : SLACK ADJUSTERS, REAR Automatic : SPRING BRAKE MODULATOR VALVE R -7 for 4x2, SR -7 with relay valve for 6x4 Notes : Rear Axle is Limited to 46,000 -lb GAWR with Code 04091 BRAKE SYSTEM, AIR and Standard Rear Air Cam Brakes Regardless of Axle /Suspension Ordered. 4619 TRAILER CONNECTIONS Four - Wheel, With Hand Control Valve and Tractor Protection Valve, for Straight Truck 4732 DRAIN VALVE {Berg} Manual; With Pull Chain, for Air Tank Includes : DRAIN VALVE Mounted in Wet Tank 4AZA AIR BRAKE ABS { Bendix AntiLock Brake System) Full Vehicle Wheel Control System (4-Channel) 4EBS AIR DRYER { Bendix AD -9} With Heater Includes : AIR DRYER LOCATION Inside Left Rail, Back of Cab Inventory Vehicle 3 Proposal: 4008.01 `\3 08/08/2013 THU 15:43 FAX 9072792189 Cascadia international 0005/012 INTERNATIONAL® Vehicle Specifications August 08, 2013 2013 7400 SBA 6X4 (SF625) Code Description 4ESX BRAKE CHAMBERS, FRONT AXLE {Hatdex} 20 Sgin 4EVL BRAKE CHAMBERS, REAR AXLE {Haldex GC3030LHDHO) 30/30 Spring Brake Includes : BRAKE CHAMBERS, SPRING (2) Rear Parking; WITH TRUCK BRAKES: All 4x2, 4x4; WITH TRACTOR BRAKES: All 4x2, 4x4; 6x4 & 6x6 with Rear Tandem Axles Less Than 46,000 -lb. or GVWR Less Than 54,000- lb, : BRAKE CHAMBERS, SPRING (4) Rear Parking; WITH TRUCK BRAKES: All 6x4, 8x8; WITH TRACTOR BRAKES: 6x4 & 6x6 with Rear Tandem Axles 46,000 -lb. or Greater or GVWR of 54,000 -lb. or Greater 4JCJ BRAKES, FRONT, AIR CAM S-Cam; 18,5" x 5.0"; Includes 20 Sq. In. Long Stroke Brake Chambers Notes, : The following features should be considered when calculating Front GAWR: Front Axles; Front Suspension; Brake System; Brakes, Front Air Cam; Wheels; Tires. 4t.AA SLACK ADJUSTERS, FRONT {Haldex) Automatic 4LGA SLACK ADJUSTERS, REAR {Haider} Automatic 4NDB BRAKES, REAR, AIR CAM S -Cam; 16.6" x 7.0"; Includes 30/30 Sq.ln. Long Stroke Brake Chamber and Spring Actuated Perking Brake Notes : The following features should be considered when calculating Rear GAWR: Rear Axles; Rear Suspension; Brake System; Brakes, Rear Air Cam; Brake Shoes, Rear; Special Rating, GAWR; Wheels; Tires. 4SBC AIR COMPRESSOR {Bendix Tu-Flo 550) 13.2 CFM Capacity 4WDW BRAKE CHAMBERS, SPRING on Rear /Rear Axle Located Inside Rear Tire Envelope (Meets Asphalt Spreader /Paver Clearance Requirements) 5708 STEERING COLUMN Tilting • 6CAL STEERING WHEEL 2- Spoke, 18" Diem., Black 5PSA STEERING GEAR (Sheppard M -100) Power 7BEJ EXHAUST SYSTEM Single, Horizontal, Aftertreatment Device Frame Mounted Outside Right Rail Under Cab; includes Vertical Tail Pipe and Guard Includes : EXHAUST HEIGHT 10' Exhaust Height - Based on Empty Chassis with Standard Components (+ or - 1" Height) : MUFFLER/TAIL PIPE GUARD Non - Bright Finish 7SCY ENGINE COMPRESSION BRAKE for MaxxForce 16 Engines; Electronically Activated 7WBA TAIL PIPE (1) Tumback Type, Bright, for Single Exhaust 7WCM EXHAUST HEIGHT 8' 10" 8000 ELECTRICAL SYSTEM 12 -Volt, Standard Equipment it1 : BATTERY BOX Steel with Plastic Lid DATA LINK CONNECTOR For Vehicle Programming and Diagnostics In Cab : FUSES, ELECTRICAL SAE Blade -Type • HAZARD SWITCH Push On/Push Off, Located on Top of Steering Column Cover : HEADLIGHT DIMMER SWITCH Integral with Turn Signal Lever : HEADLIGHTS (2) Sealed Beam, Round, with Chrome Plated Bezels HORN, ELECTRIC Single : JUMP START STUD Located on Positive Terminal of Outermost Battery : PARKING LIGHT Integral with Front Turn Signal and Rear Tail Light Inventory Vehicle 4 Proposal: 4006 -01 9 L 08/08/2013 THU 15:43 FAX 9072792189 Cascadia International 2006 /012 • INTERNATIONAL' Vehicle Specifications August 08, 2013 2019 7400 SBA 8X4 (31;825) Code Description : RUNNING LIGHT (2) Daytime, Included With Headlights : STARTER SWITCH Electric, Key Operated : STOP, TURN, TAIL & B/U LIGHTS Dual, Rear, Combination with Reflector : TURN SIGNAL SWITCH Self - Cancelling for Trucks, Manual Cancelling for Tractors, with Lane Change Feature : TURN SIGNALS, FRONT Includes Reflectors and Auxiliary Side Turn Signals, Solid State Flashers; Flush Mounted : WINDSHIELD WIPER SWITCH 2 -Speed with Wash and Intermittent Feature (5 Pre -Set Delays), Integral with Turn Signal Lever : WINDSHIELD WIPERS Single Motor, Electric, Cowl Mounted : WIRING, CHASSIS Color Coded and Continuously Numbered 8618 CIGAR LIGHTER Includes Ash Cup SGGZ ALTERNATOR (Leece-Neville LBP2224H} Brush Type; 12 Volt 120 Amp. Capacity, Pad Mount 8HAA BODY BUILDER WIRING To Rear of Frame, With Stop, Tall, Turn, and Marker Lights Circuits, Ignition Controlled Auxiliary Feed and Ground, Less Trailer Socket 8MPT BATTERY SYSTEM {Exile} (3) 12 -Volt 1950CCA Total 8RCB CB RADIO Accommodation Package; Header Mounted; Feeds From Accessory Side of Ignition Switch; Includes Power Source and Two Antenna Bases With Wiring Notes : NOT INCLUDED: Antenna 8RGA 2 -WAY RADIO Wiring Effects; Wring With 20 Amp Fuse Protection, Includes Ignition Wire With 5 Amp Fuse, Wire Ends Heat Shrink and Routed to Center of Header Console in Cab BRJV RADIO {International} AM /FM Stereo With Weatherband, Clock, Auxiliary Input, Includes Multiple Speakers Includes : SPEAKERS IN CAB (2) Dual -Cone with Deluxe Interior SPEAKERS IN CAB (4) Coaxial with Premium Interior BWCL HORN, AIR Black, Single Trumpet, Air Solenoid Operated 8WCS BATTERY DISCONNECT SWITCH (Joseph Pollak 51-315) Positive Type, Lever Operated, Cab Mounted 8WPZ TEST EXTERIOR LIGHTS Pro-Trip Inspection win Cycle all Exterior Lamps Except Back -up Lights 8WTK STARTING MOTOR {Delco Remy 38MT Type 300) 12 Volt; less Thermal Over -Crank Protection 8WWJ INDICATOR, LOW COOLANT LEVEL With Audible Alarm 8XAH CIRCUIT BREAKERS Manual -Reset (Main Panel) SAE Type III With Trip Indicators, Replaces All Fuses Except For 6 -Amp Fuses 8XBK SWITCH, AUXILIARY Switch 40 amp Circuit for Customer Use; Includes Wring Connection at PDC and Control in Cab 9585 FENDER EXTENSIONS Rubber 9HBM GRILLE Stationary, Chrome 9WAC BUG SCREEN Front End; Mounted Behind Grille MSC FRONT END Tilting, Fiberglass, With Three Piece Construction; for 2007 & 2010 Emissions 10060 PAINT SCHEMATIC, PT -1 Single Color, Design 100 Includes : PAINT SCHEMATIC ID LETTERS "GN" 10761 PAINT TYPE Base Coat/Clear Coat, 1 -2 Tone Inventory VehIcle 8 Proposal: 4005 -01 IS 08/08/2013 THV 15:43 FAX 9072792189 Cascadia International 0007/012 INTERNATIONAL* Vehicle SDeclflcatione August 08, 2013 2013 7400 SBA 6X4 (SF625) Caste Description 11001 CLUTCH Omit Item (Clutch & Control) 12712 OIL FILTER, ENGINE {Hudgins Model 960 Spinner} 12NUW ENGINE, DIESEL {MaxuForce 9} EPA 10, 330 HP 2000 RPM, 950 lb -ft Torque 1200 RPM, 2200 RPM Governed Speed includes AIR COMPRESSOR AIR SUPPLY LINE Naturally- Aspirated (Air Brake Chassis Only) ANTI - FREEZE Red Shell Rotella Extended Life Coolant; -40 Degrees F/ -40 Degrees C; for MaxxForce Engines : COLD STARTING EQUIPMENT Intake Manifold Electric Grid Heater with Engine ECM Control : CRUISE CONTROL Electronic; Controls Integral to Steering Wheel : ENGINE OIL DRAIN PLUG Magnetic ENGINE SHUTDOWN Electric, Key Operated : FUEL FILTER included with Fuel/Water Separator : FUEL/WATER SEPARATOR FueVWater Separator and Fuel Filter In a Single Assembly; With Water -in -Fuel Sensor; Engine Mounted : GOVERNOR Electronic : OIL FILTER, ENGINE Spin -On Type WET TYPE CYLINDER SLEEVES • 12THT FAN DRIVE {Horton Drivemaster} Direct Drive Type, Two Speed With Residual Torque Device for Disengaged Fan Speed Includes FAN Nylon 12UBG RADIATOR Aluminum, Front to Back Cross Flow, Series System; 1588 Sgln Core and 885 Sgtn Charge Air Cooler and 470 Sgln Low Temperature Radiator Down Flow, Includes Transmission Oil Cooler includes : DEAERATION SYSTEM with Surge Tank HOSE CLAMPS, RADIATOR HOSES Gates Shrink Band Type; Thermoplastic Coolant Hose Clamps RADIATOR HOSES Premium, Rubber 12UXE FEDERAL EMISSIONS for 2010; MaxxForce 9 & 10 Engines 12VBG AIR CLEANER Dual Element, With Integral Pre Cleaner Includes : GAUGE, AIR CLEANER RESTRICTION Air Cleaner Mounted 12VXT THROTTLE, HAND CONTROL Engine Speed Control; Electronic, Stationary, Variable Speed; Mounted on Steering Wheel 12VZA ENGINE CONTROL, REMOTE MOUNTED Provision for; Includes Wiring for Body Builder Installation of PTO Controls; With Ignition Switch Control for MaxxForce post 2007 Emissions Electronic Engines 12WrH BLOCK HEATER, ENGINE {Phillips} 120 Volt/1250 Watt; With "V" Cord From Socket in Standard Location, For a Dealer Installed 011 Pan Heater, With Extended Life Coated Metal/Plastic/Metal Material Oil Pan, for 16 Includes : BLOCK HEATER SOCKET Receptacle Type; Mounted below Drivers Door Notes : MPM material is single sheet composite with two layers of sheet metal sandwiching plastic material, MPM material has eiectro- deposition prime coat with powder coating for the final finish coat. 12WZE EMISSION COMPLIANCE Federal. Does Not Comply With California Clean Air Idle Regulations Inventory Vehicle 6 Proposal; 4005 -01 • 08/08/2013 THU 15:43 FAX 9072792189 Cascadia international i/1 008 /012 INTERNATIONAL Vehicle Saeplflcatlons August 08, 2013 2013 7400 SBA 6X4 (SF625) cAt Deecdnilan 13AMB TRANSMISSION, AUTOMATIC {Allison 3000_RDS P} 4th Generation Controls; Close Ratio, 6- Speed, With Double Overdrive; On/Off Hwy; Includes 011 Level Sensor, With PTO Provision, Less Retarder, With 80,000 - lb GVW & GCW Max. Includes : OIL FILTER, TRANSMISSION Mounted on Transmission TRANSMISSION OIL PAN Magnet in Oil Pan 13WBL TRANSMISSION SHIFT CONTROL {Allison} Push - Button Type; for Allison 3000 & 4000 Series Transmission 13VVLP TRANSMISSION OIL Synthetic; 29 thru 42 Pints 13WUC ALLISON SPARE INPUT /OUTPUT for Rugged Duty Series (RDS); General Purpose Trucks, Construction 13WYL SHIFT CONTROL PARAMETERS Allison Performance Programming in Primary and Allison Economy Programming in Secondary 13XAA PTO CONTROL, DASH MOUNTED For Customer Provided PTO; Includes Switch, Electric/Air Solenoid, Piping and Wiring 14GVR AXLE, REAR, TANDEM (Mentor MT- 40- 14X -4DER} Single Reduction, 0.433 "(11 mm) Wall Housing Thickness, 40,000 -lb Capacity, R Wheel Ends, Driver Controlled Locking Differential in Rear Rear Axle . Gear Ratio: 5.29 Includes : POWER DIVIDER LOCK Electric over Air Operated, Cab Control with Indicator Light : REAR AXLE DRAIN PLUG (2) Magnetic, For Tandem Rear Axle Nigel : The following features should be considered when calculating Rear GAWR: Rear Axles; Rear Suspension; Brake System; Brakes, Rear Air Cam; Brake Shoes, Rear, Special Rating, GAWR; Wheels; Tires. 14UMB SUSPENSION, REAR, TANDEM (Hendrickson HMX- 400 -52} Walking Beam Type 52" Axle Spacing; 40,000- lb Capacity, Wlth Rubber End Bushings, Transverse Torque Rods, Less Shock Absorbers Includes : CROSSMEMBER, SUSPENSION Stamped Steel Double Dogbone Notes : The following features should be considered when calculating Rear GAWR: Rear Axles; Rear Suspension; Brake System; Brakes, Rear Air Cam; Brake Shoes, Rear, Special Rating, GAWR: Wheels: Tires. 14WBV SHOCK ABSORBERS, REAR (4) for Hendrickson HMX Suspension Only, Mounted from Frame to Beam 15LKG FUEL/WATER SEPARATOR with Thermostatic Fuel Temperature Controlled Electric Heater, and Filter Restriction /Change Indicator, Includes Standard Equipment Water -in -Fuel Sensor 15SGG FUEL TANK Top Draw; D Style, Non Polished Aluminum, 19" Deep, 70 U.S. Gal., 285 L Capacity, with Quick Connect Outlet, Mounted Left Side, Under Cab 18030 CAB Conventional Includes : ARM REST (2) Molded Plastic; One Each Door : CLEARANCE/MARKER LIGHTS (5) Flush Mounted : COAT HOOK, CAB Located on Rear Wall, Centered Above Rear Window : CUP HOLDERS Two Cup Holders, Located in Lower Center of instrument Panel : DOME LIGHT, CAB Rectangular, Door Activated and Push On -Off at Light Lens, Timed Theater Dimming, integral to Console, Center Mounted : GLASS, ALL WINDOWS Tinted : GRAB HANDLE, CAB INTERIOR (1) "A" Pillar Mounted, Passenger Side : GRAB HANDLE, CAB INTERIOR (2) Front of "8" Pillar Mounted, One Each Side : INTERIOR SHEET METAL Upper Door (Above Window Ledge) Painted Exterior Color : STEP (4) Two Steps Per Door Inventory Vehicle 7 Proposal: 4005 - 01 11 08/08/2013 THU 15:43 FAX 9072792189 Caecadia International 2009/012 INTERNATIONAL° Vehicle Specifications August 06, 2013 2013 7400 BOA BX4 (SF626) PciAl )earl atop 16HBA GAUGE CLUSTER English With English Electronic Speedometer Includes : GAUGE CLUSTER (6) Engine Oil Pressure (Electronic), Water Temperature (Electronic), Fuel (Electronic), Tachometer (Electronic), Voltmeter, Washer Fluid Level : ODOMETER DISPLAY, Mlles, Trip Miles, Engine Hours, Trip Hours, Fault Code Readout : WARNING SYSTEM Low Fuel, Low Oil Pressure, High Engine Coolant Temp, and Low Battery Voltage (Visual and Audible) 16HHE GAUGE, AIR CLEANER RESTRICTION {Filter- Minder) With Black Bezel Mounted in Instrument Panel 16HKT IP CLUSTER DISPLAY On Board Diagnostics Display of Fault Codes In Gauge Cluster 16JNV SEAT, DRIVER {National 2000} Air Suspension, High Back With Integral Headrest, Cloth, Isolator, 1 Chamber Lumbar, 2 PosItion Front Cushion Adjust, -3 to +14 Degree Back Angle Adjust Includes : SEAT BELT 3- Point, Lap and Shoulder Belt Type 16PJU SEAT, PASSENGER {Gra -Mag} Non Suspension, High Back With integral Headrest, Cloth, With Fixed Back, With Under Seat Storage Includes : SEAT BELT 3- Point, Lap and Shoulder Belt Type 16SDL MIRRORS (2) (Lang Mekra) Rectangular, 7.44" x 14.84" A 7.44" sq. Convex Both Sides, 102" Inside Spacing, Breakaway Type, Heated Heads Thermostatic Controlled, Black Heads, Brackets and Arms 16SEE GRAB HANDLE Chrome; Towel Bar Type With Anti -Slip Rubber Inserts; for Cab Entry Mounted Left Side Only at "B" Pillar 16VRX CAB MOUNTING HEIGHT EFFECTS High Cab in Lieu of Mid High Cab Mounting (Approx. 4,5 ") 16WBY ARM REST, RIGHT, DRIVER SEAT 16WCS HEATER {Blend -Air} with Defroster Includes : HEATER HOSES Premium : HOSE CLAMPS, HEATER HOSE Mubea Constant Tension Clamps 16WEE CAB SOUND INSULATION Includes Dash insulator and Engine Cover Insulator Notes Feature Included with CAB INTERIOR TRIM, Premium 16WJS INSTRUMENT PANEL Center Section, Flat Panel 1BWKY HVAC FRESH AIR FILTER 16WLE STORAGE POCKET, DOOR Molded Plastic, Full Width; Mounted on Passenger Door 16WRX CAB INTERIOR TRIM Deluxe Includee : "A" PILLAR COVER Molded PlestiC : CAB INTERIOR TRIM PANELS Cloth Covered Molded Plastic, Full Height; All Exposed Interior Sheet Metal Is Covered Except for the Following: with a Two - Man Passenger Seat or with a Full Bench Seat the Back Panel is Completely Vold of Covering : CONSOLE, OVERHEAD Molded Plastic; With Dual Storage Pockets with Retainer Nets and CB Radio Pocket : DOOR TRIM PANELS Molded Plastic; Driver and Passenger Doors FLOOR COVERING Rubber, Black : HEADLINER Soft Padded Cloth : INSTRUMENT PANEL TRIM Molded Plastic with Black Center Section : STORAGE POCKET, DOOR (1) Molded Plastic, Full- Length; Driver Door Inventory Vehicle B Proposal: 4005 - 9 08/08/2013 THU 15: FAX 9072792189 Caacadia international 0010 /012 INTERNATIONAL. vehicle Specifications August 08, 2013 2013 7400 SBA 6X4 (SF626) Code Description : SUN VISOR (2) Padded Vinyl with Driver Side Toll Ticket Strap, Integral to Console 16WSK CAB REAR SUSPENSION Air Bag Type 16XWD SUNSHADE, EXTERIOR Aerodynamic, Painted Roof Color; Includes Integral Clearance/Marker Lights 27DMA WHEELS, FRONT DISC; 22.5" Painted Steel, 2 Hand Hole, 10 Stud (285.75MM BC) Hub Piloted, Flanged Nut, Metric Mount. 8.25 DC Rims; With Steel Hubs Includes : PAINT IDENTITY, FRONT WHEELS White Notes : Compatible Tire Sizes: 11R22.5, 12R22.5, 255/70R22.5, 255/80R22.5, 285/75822.5, 275/70R22.5, 275/80R22.5, 295/75R22.5, 295/60R22,5 28DMA WHEELS, REAR DUAL DISC; 22.5" Painted Steel, 2 Hand Hole, 10 -Stud (285.75MM BC) Hub Piloted, Flanged Nut, Metric Mount, 8,25 DC Rims; With Steel Hubs includes : PAINT IDENTITY, REAR WHEELS White Notes : Compatible Tire Sizes: 11R22.5, 12R22.5, 255/70R22.5, 256180R22.5, 265/75822,5, 275/70R22.5, 275/80822.5, 295/76822,5, 295/80R22,5 : The following features should be considered when calculating Rear GAWR: Rear Axles; Rear Suspension; Brake System; Brakes, Rear Air Cam; Brake Shoes, Rear Special Rating, GAWR; Wheels; Tires. 7372135418 (8) TIRE, REAR 11822.5 HDR1 (CONTINENTAL) 495 rev /mile, load range G, 14 ply 7382156419 (2) TIRE, FRONT 12R22,6 HSC1 (CONTINENTAL) 482 rev/mile, load range H, 16 ply OBD001 OBD COMPLIANCE N/A 1 BODY, DUMP, (GALION 630T), 15' long, 12.7 -15.7 cubic yard capacity, 84" width, 38" side height, 40" rear height, 44" dash height, 3/18" AR450 steel floor and rear gate, 10 ga. hi -ten steel sides, 9 panel rear gate, asphalt rear long sills, trapezoidal formed understructure Includes: Direct mount PTO/Pump with dash switch for activation, 46 ton pintle hitch, hydraulic tank with oil level line and return filter, Apsco controls, 4x10 wood side boards, backup alarm, arctic hydraulic fluid, 112 cab shield with bolt on headboard and electric quick disconnect, LED lights Inventory Vehicle 9 Proposal: 4005.01 CC)1 08/08/2013 THU 15 :44 FAX 9072792189 Cascadia international 2011 /012 INTERNATIONAL° Financial Summary August 08, 2013 2013 7400 SBA 6X4 (SF825) DescrisatioR (US DOLLAR) Price Total Factory List Price Including Options: $117,824.00 Total Freight: $1,925.00 Total Factory List Price Including Freight: $119,749.00 Less Customer Allowance; ($30,524.00) Total Vehicle Price: $89,225.00 Total Body /Allied Equipment: $26,000.00 Total Sale Price: $115,225.00 Total Per Vehicle Sales Price: $115,225.00 Net Sales Price: $115,225.00 Terms of payment are cash on delivery and prices quoted are FOB Anchorage, Alaska (unless otherwise noted). This quote is good for 30 days. All inventory units are subject to prior sale. Unless otherwise noted, the quote above does NOT include title and licensing charges. Please feel free to contact me regarding these specifications should your Interests or needs change. I am confident you will be pleased with the quality and service of an International vehicle, Approved by Seller: Accepted by Purchaser; Official Title and Date Firm or Business Name Authorized Signature Authorized Signature and Date CASCADIA INTL LLC -AK 1301 POST ROAD ANCHORAGE AK 99501 - . (907)279 -9591 This proposal is not binding upon the Seller without Seller's Authorized Signature Official Title and Date The TOPS FET calculation is an estimate for reference purposes only, The seller or retailer is responsible for calculating and reporting/paying appropriate PET to the IRS. inventory Vehicle 10 Proposal: 4005 -01 106 City of Seward, Alaska City Council Minutes July 22, 2013 Volume 39, Page CALL TO ORDER The July 22, 2013 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor David Seaward. OPENING CEREMONY Lt. Louis Tiner led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Seaward presiding and Vanta Shafer Bob Valdatta Marianna Keil Jean Bardarson Christy Terry comprising a quorum of the Council; and Jim Hunt, City Manager Cheryl Brooking, City Attorney Brenda Ballou, Acting City Clerk Absent — Ristine Casagranda CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING - None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Bardarson /Shafer) Approval of Agenda and Consent Agenda Seaward removed Resolution 2013 -058 from the consent agenda. Keil removed Resolution 2013 -059 from the consent agenda. Keil removed the June 10 & 24, 2013 and the July 8, 2013 City Council Regular Meeting Minutes from the consent agenda. Bardarson added the appointment of Deborah Altermatt and Dan Oliver to the Port And Commerce Advisory Board to the consent agenda. Motion Passed Unanimous The clerk read the following approved consent agenda items: t0 �� City of Seward, Alaska City Council Minutes July 22, 2013 Volume 39, Page Resolution 2013 -060, Authorizing The City Manager To Enter Into A Contract With Metco Inc. For An Amount Not To Exceed $349,982.00 (Bid Amount $334,599.50 With A $15,382.50 Contingency) For The Dairy Hill Drainage Mitigation Project, And Appropriating Funds. Resolution 2013 -061, Authorizing The City Manager To Enter Into A Construction Contract With Harmon Construction To Erect A Steel Building On A Prepared Foundation, And Design And Install The Lighting And Heating Systems, In An Amount Not To Exceed $478,000, Establishing A 10% Contingency Fund And Appropriating Funds. Vote and appoint Dan Oliver and Deborah Altermatt to the Port and Commerce Advisory Board with terms expiring July 2016. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards - None Chamber of Commerce Report, Cindy Clock stated there were 40 members of the Alaska State Chamber of Commerce who were in Seward for an outreach trip on July 9 & 10, 2013, and they had been providing very positive feedback about their visit. The Seward Halibut Tournament winner, David Law from Tennessee, turned in a 211 -pound fish and collected $10,000 in prize money. Ticket sales were at just under $25,000 which was up about $3,000 from last year. Eric Strabel and rookie Ricky Gates both broke the long - standing 1981 record. August 10, 2013 would start the 58 Annual Silver Salmon Derby; this year, instead of $100 tagged fish, there would be $1,000 tagged fish. The chamber's mission was to promote and support a diversified economy for a positive business and living environment for its members and the greater Seward area. She encouraged council to approve Resolution 2013 -058 in order to support the chamber's mission. City Manager's Report, City Manager Jim Hunt stated there had been no purchase orders for between $10,000- $50,000 since the last meeting. The long runway at the city airport had been closed by the Alaska Department of Transportation (DOT) for any aircraft over 12,500 pounds. Providence Hospital was sending a "crash team" to Seward to handle and resolve some of the outstanding issues and complaints that plagued the facility. Assistant City Manager Ron Long added that the Public Works Department could have blue DOT road signs installed directing people to Seward Mountain Haven Long Term Care Facility from the highway within three weeks, and for less than $1,000. He said to have additional signs installed on the city's right -of -way on the secondary roads leading up to the facility, administration would contract that out. In response to Shafer, Long said the testing on the quarry proved the quantity and quality were favorable. City Attorney's Report, Cheryl Brooking stated that recently the Alaska Supreme Court ruled on a case involving the Department of Natural Resources (DNR) wherein there was fly -in -only property in the Matanuska - Susitna Valley which the borough had designated as fly -in only. The state issued permits to the landowners, but over time, the land owners began accessing the property more and more using all - terrain vehicles (ATVs). The ATVs caused terrible destruction to the environment. The ensuing lawsuit related to the permits that had been issued, and the Supreme Court ruled that the permits were an improper use of park land and were subsequently voided. Brooking's 10.a\ City of Seward, Alaska City Council Minutes July 22, 2013 Volume 39, Page message to council was that any permits or licenses issued by the city, by law, could always be revocable at will and not just for cause. Mayoral Report, David Seaward - None Other Reports, Announcements and Presentations Historic Preservation Quarterly Report by Chair Linda Lasota UNFINISHED BUSINESS Items Postponed from Previous Agenda Resolution 2012 -058, Stating An Intent To Fund $400,000 For The Maple Street Sewer Line Project Subject To Receiving A Loan In That Amount, Authorizing A Loan Application With The Alaska Clean Water Fund And Authorizing The City Manager To Enter Into A Loan Agreement With The Alaska Wig-- Clean Water Fund With Annual Payments Not To Exceed $24,000, And Subject To Annual Appropriation. (Clerk's Note: This resolution was originally approved on July 23, 2012, and came forward to council on July 8, 2013 in order to correct a term in the title which has a substantially different definition, but was postponed to this meeting There was a new agenda statement brought forward on July 8, 2013 and it should be noted there is a second new agenda statement being brought forward tonight as well.) The Main Motion was back on the floor. Long said the Alaska Department of Environmental Conservation (ADEC) said the $400,000 loan for the drinking water for Resolution 2012 -057 would need to be reapplied for in January, 2014, and so administration's recommendation was to approve the title change in Resolution 2012 -058 only, but not pursue the funding for $500,000 at this time so it could be combined with Resolution 2012 -057, and possibly also be lumped together with the water tower project for next Spring as one big project. Valdatta was concerned about an increase in the loan rate, but Hunt said he didn't think the interest rates would rise substantially. In response to Bardarson, Long said it would take a minimum of six months to set up an assessment district and it was administration's plan to put that in place before pursuing this public works endeavor. Terry and Bardarson added for clarification that, although the city manager was authorized to apply for a loan, he would have to bring the loan amount and terms back to council for approval. Motion Passed Unanimous NEW BUSINESS Resolution 2013 -058, Reaffirming The Seward Chamber Of Commerce, Conference And Visitors Bureau As The Lead Marketing Entity And Establishing Council's Intent To Annually Fund With Half Of The Actual Bed Tax Revenue From Each Second Prior Year. ` �� City of Seward, Alaska City Council Minutes July 22, 2013 Volume 39, Page Terry declared a potential conflict of interest because she was on the Board of Directors for the Chamber of Commerce. Seaward ruled that no conflict existed. Keil declared a potential conflict of interest because she was an Honorary Member of the Chamber of Commerce. Seaward ruled that no conflict existed. Shafer declared a potential conflict of interest because she was a member of the Chamber of Commerce. Seaward ruled that no conflict existed. Bardarson declared a potential conflict of interest because she was a member of the Chamber of Commerce. Seaward ruled that no conflict existed. Brooking declared a potential conflict of interest because she was working with the Chamber of Commerce in a professional capacity. Seaward ruled that no conflict existed. Motion (Terry /Shafer) Approve Resolution 2013 -058 Motion Passed Yes: Valdatta, Terry, Bardarson, Shafer, Keil No: Seaward Resolution 2013 -059, Adopting The Revised 2013 Capital Improvement Plan. Motion (Terry /Shafer) Approve Resolution 2013 -059 Motion to Amend (Keil/Terry) Amend Resolution 2013 -059 by striking "Replace Pick -Up Truck with 115,000 Miles ". Motion to Amend Approved Unanimous Consent Motion Passed Unanimous Resolution 2013 -062, Authorizing The City Manager To Purchase A Replacement Vehicle In The Form Of A Small 4 -Wheel Drive Sport Utility Vehicle To Replace The 1999 Ford Pickup At The Harbor And Appropriating Funds In The Amount Of $22,891. Motion (Bardarson/Keil) Approve Resolution 2013 -062 Motion to Amend (Terry/Bardarson) Amend Resolution 2013 -062 by striking "Upon receipt of the new vehicle" from Section 3. Motion to Amend Passed Unanimous Consent Motion Passed Unanimous City of Seward, Alaska City Council Minutes July 22, 2013 Volume 39, Page Other New Business Approval of the June 10 & 24, 2013 and July 8, 2013 City Council Regular Meeting Minutes. Motion (Terry/Keil) Approve The June 10 & 24, 2013 and July 8, 2013 City Council Regular Meeting Minutes. Motion to Amend (Keil) Amend The July 8, 2013 City Council Regular Meeting Minutes under Council Comments for Keil to say: "She said the State of Alaska Redistricting Board had approved a conceptual map wherein Seward would be in House District 30. Seward would remain in Representative Chenault's district. The Senatorial district would not include South Anchorage, so Seward would no longer be represented by Senator Giessel. She urged others to check out the redistricting board website." Motion to Amend Passed Unanimous Consent Motion Passed Unanimous Consent INFORMATIONAL ITEMS AND REPORTS Providence Seward Medical Center financial report for May 2013. Seward Ad Hoc Recreation Committee meetings during summer months suspended —will resume on Wednesday, September 4, 2013. "Washington Update" memo from Sebastian O'Kelly, Kate Scontras, CJ Zane and Brad Gilman. COUNCIL COMMENTS Shafer said visitors have been commenting that there is no clear understanding for visitors that the harbor and downtown sections of town are two separate areas of town; harbor customers often think they are in downtown Seward. She requested additional signage in the harbor area to assist in visitors' understanding where downtown was located. She said she had long been an advocate for selling Seward's water for profit, and believed that the revenue generated from that endeavor could help offset the high electric and fuel costs that residents here had to endure. CITIZEN COMMENTS - None COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS - None 1 OS City of Seward, Alaska City Council Minutes July 22, 2013 Volume 39, Page ADJOURNMENT The meeting was adjourned at 8:28 p.m. Brenda Ballou David Seaward Acting City Clerk Mayor (City Seal) Memorandum OF S ett. Meeting Date: September 9, 2013 �'��; From Jean Lewis, Temporary Deputy City Cler To: Mayor Seaward, City Council '�cnsr�P Agenda Item: Final Synopsis after Japan delegation I would like to take the opportunity to thank the Mayor and City Council for your support this past summer. Even though I didn't get to spend any real quality time with any of you, it was great seeing each one of you again. The summer flew by and I had a great time, and hope I assisted where I could in the City Clerk's Office. The delegation from Japan is home now, and I believe we showed them a wonderful time in Seward. Approximately $9,500 was spent of the original budgeted amount for this delegation trip, on items such as; 4 days of a rental van, gas, boat and helicopter trip, gifts, greeting gift packages for their hotel rooms on arrival, lunches, dinners, and the catering of the Founder's Day event. So, I hope this delegation trip was fun and educational for Japan, and met your expectations as hosts. Thank you for having me. I had a fabulous time. Have a great election and hope to see you all again soon. Since ly, 4 Jeyn ewi. Johanna Kinney From: Josh Neta <joshneta @gmail.com> Sent: Sunday, September 01, 2013 9:39 PM To: Brenda Ballou; Dot; J Headtke; Johanna Kinney; Justine Pechuzal; Kristi Larson; Sheila Morrow Subject: Mural Visit Hi Everyone, Just thought I would send an update about the schedule while you are here. We will have a visit with the mayor and a visit with the city council president on 9/10 early in the morning. I would imagine we will probably have someone come pick everyone up from the hotel at around 8:45. That evening we will also have a welcome party. We would like to ask Jennifer to say a few words for the group during the welcome party. On 9/18 we will be visiting Sanjo High School where Bethany will be exchanging her students' art work. Mayor Seaward arrives that day and will be visiting with Obihiro's mayor (we will be separate groups). On 9/19 we will also be separate groups (the mayor will drive around with our mayor). On 9/21 we have the dedication ceremony. We would like Mayor Seaward, Jennifer, and Justine to say a few words at this ceremony. We were also going to ask Dot to say a few words, but since she will not be coming we will probably ask Kristi to say a few words (unless someone else really wants to talk). That night we have the farewell party and will ask Mayor Seaward, Jennifer, and Justine to say a few words once again. We will also ask for your impressions of Obihiro and your stay here. I'm not sure if we will just ask one person or everyone. For Justine's speeches we would like you to talk about the design and meaning of the mural. For the other speeches they are fairly open, so feel free to do the standard speech where you thank everyone. Let me know if there are any questions. Thanks, Josh Spam Not spam Forget previous vote i Seward Mural Delegation Schedule (Tentative) Date Day Time Item Alternative Reference 13:45 Arrive Obihiro Airport ANA4763 9/9 Mon 15:00 Hotel Checkin Garden's Hotel ubihiro Mayor Visit 9:10-9:30 City Council President City Hall 4F 9:30.9:55 Visit Council 3F Loo 9/10 Tue 10:00 -16:00 Preperation (visit work space) Raod Maint. Rld 18:30 -20:30 Friendship Association Welcome Party Northland Hotel 9/11 Wed 10:00 -17:00 Preperation (Shopping, etc.) 9/12 Thu 10:00 - ✓17:00 Prep. (Transfer Design) 4 people free 9/13 Fri 9:00 -17:30 Painting w/ Volunteers 9/14 ';Sat 9:00--17:30 Painting w/ Volunteers 9/15 -Sun 9 :00^-17:30 Painting w/ Volunteers 9/16 Mon 9:00 -17:00 Touch up 9:00^- Clean up /panel transfer Transfer after dry 9/17 Tue Citizen's Gallery 9:30-- Clear coat Art Museum Mayor Seaward arrives sprayed by sign 9/18 Wed company High School Visit Mayor visit (16:00-16: 30) 9/19 Thu is 0 0 ^- 1 7 : 0 0 Tokachi Sight Seeing (w/ Seward Mayor travel with Friendship Association) Obihiro Mayor (morning) Free 9/20 Fri 1 6:00 Mount Panels zoo Dedication Meeting 9:30-10:00 Dedication Ceremony Zoo 9/21 ; •Sa 10:00 -11:00 Art Workshop Zoo 18:00-20:00 Farewell Completion P arty & Agreement Exchange 7:50^- Leave Hotel 9/22 Sun 9:15 Leave Obihiro Airport O ANA4762 September 2013 S October 2013 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 1 2 3 4 5 8 9 10 11 12 13 14 6 7 8 9 10 11 12 15 16 17 18 19 20 21 13 14 15 16 17 18 19 22 23 24 25 26 27 28 20 21 22 23 24 25 26 29 30 27 28 29 30 31 Monday Tuesday Wednesday Thursday Friday Sep 2 3 4 5 6 LABOR DAY; OFFICES i1 12:00pm PACAB Mtg N N N 9 10 11 12 13 6:00pm CC WS 6:00pm Community Ht 7:00pm CC Mtg m rn a a) t1 16 17 18 19 20 6:00pm City Council Bi 6:00pm P &Z WS 12:00pm PACAB Work S 6:00pm City Council Bi 6:00pm Seward Recrea ^I 6:30pm HP Mtg 0 v 23 24 25 26 27 7:00pm CC Mtg 6:00pm City Council Bi 6:00pm Meet the Canc N m N a v 30 Oct 1 2 3 4 V O O m a m N Nanci Richey 1 9/4/2013 11:28 AM \\t, October 2 13 October 2013 November 2013 SuMo TuWe Th Fr Sa November TuWe Th Fr Sa 1 2 3 4 5 1 2 6 7 8 9 10 11 12 3 4 5 6 7 8 9 13 14 15 16 17 18 19 10 11 12 13 14 15 16 20 21 22 23 24 25 26 17 18 19 20 21 22 23 27 28 29 30 31 24 25 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Sep 30 Oct 1 2 3 4 Election Day 12:00pm PACAB Mtg 7:00pm P &Z Mtg 5:30pm Seward Rereat V 0 O M n. 7 8 9 10 11 N V 0 14 15 16 17 18 7:00pm CC Mtg 6:00pm P &Z WS 12:00pm PACAB Work „ ' ALASKA DAY; OFFICES 6:00pm Seward Recrea 6:30pm HP Mtg V 0 21 22 23 24 25 N CV N V 0 28 29 30 31 Nov 1 7:00pm CC Mtg > 0 z CO N V 0 Nanci Richey 1 9/4/2013 11:28 AM \\