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August 28, 2017
City Council Chambers Beginning at 7:00p.m.
1963 1965 2005 The City of Seward, Alaska
CITY COUNCIL MEETING AGENDA
Eame�ca C'
{Please silence all cellular phones during the meeting} �
August 28, 2017 7:00 p.m. Council Chambers
Jean Bardarson 1. CALL TO ORDER
Mayor 2. PLEDGE OF ALLEGIANCE
Term Expires 2017 3. ROLL CALL
4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT
Marianna Kell THOSE ITEMS SCHEDULED FOR PUBLIC HEARING
Vice Mayor [Those who have signed in will be given the first opportunity to
Term Expires 2018 speak. Time is limited to 3 minutes per speaker and 36 minutes
total time for this agenda item.]
Ristine Casagranda 5. APPROVAL OF AGENDA AND CONSENT AGENDA
Council Member [Approval of Consent Agenda passes all routine items indicated by
Term Expires 2018 asterisk (*). Consent Agenda items are not considered separately
unless a council member so requests. In the event of such a request, the
David Squires item is returned to the Regular Agenda]
Council Member 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Term Expires 2017
A. Proclamations and Awards
Sue McClure 1. Recognizing Retiring City of Seward Planner Donna Glenz ..Pg. 3
Council Member
Term Expires 2017 2• Founder's Day Proclamation....................................................Pg. 3.5
B. Chamber of Commerce Report................................................Pg. 4
Deborah Altermatt C. City Manager Report
Council Member D. Other Reports and Presentations
Term Expires 2017
1. Presentation by the Keep Cannabis Legal Campaign on the
Erik Slater Economic Impact of the Cannabis Industry in the Kenai
Council Member Peninsula Borough.(Casagranda)..................................Pg. 14
Term Expires 2018
2. Presentation by Kenai Peninsula Borough on October 3,
James Hunt 2017 borough ballot proposition to raise the cap on
City Manager transactions subject to sales tax........................................Pg. 29
Johanna Kinney 7• PUBLIC HEARINGS —None
City Clerk
Will Earnhart
City Attorney
City of Seward, Alaska Council Agenda
August 28, 2017 Page 1
8. UNFINISHED BUSINESS — None
9. NEW BUSINESS
A. Resolutions
1. Resolution 2017-047, Authorizing The City Manager To Amend The Construction .....Pg. 43
Contract With Hamilton Construction, LLC (HCL) In An Amount Not To Exceed
$4,373,932.66 For Additional Phase 1 Harbor Improvements At The Seward Marine
Industrial Center, And Appropriating Funds.
2. Resolution 2017-048, Authorizing The City Manager To Enter Into A Sole Source ....Pg. 51
Purchasing Agreement With Kendrick Equipment For An Amount Not To Exceed
$ 71,3 00.00 To Widen The 330 Ton Travelift, And Appropriating Funds.
3. Resolution 2017-049, Approving The 2018 Grant Year Budget For The Seward • • • ...Pg. 58
pp g g
Community Health Center As Required By The Co -Applicant Agreement Between
The City Of Seward And The Seward Community Health Center.
4. Resolution 2017-050, Amending The 2017 And 2018 Budgets To Reflect The Delay In ....Pg. 66
The Meter Exchange And Other Projects, And Re -Appropriating Funds From 2017
To 2018.
5. Resolution 2017-051, Authorizing A Sole Source Contract With Pacific Power Group, ....Pg. 70
For Repairs To The 1994 GMC Sander/Plow Truck For An Amount Not To Exceed
$2133 6.62 With A 15 % Contingency For A Total Amount Not To Exceed
$2413 07.11, And Appropriating Funds.
B. Other New Business Items
* 1. Appoint Laura Schneider to the Port and Commerce Advisory Board (PACAB) with a
termexpiring July, 2020......................................................................................................Pg. 74
2. Schedule a work session to discuss the future of the city property formerly leased by the U.S.
Air Force. (Bardarson)
3. Review the DRAFT City of Seward 2018/2019 Biennial Budget Calendar . ........................Pg. 75
10. INFORMATIONAL ITEMS AND REPORTS (No Action Required)
A. On -going City Project and Goal List......................................................................................Pg. 76
B. June Financial Reports for the City of Seward and Providence Seward Medical and Care
Center...................................................................................................................................... Pg. 77
C. Memorandum of Appreciation for Local Support of Student Exchange Program ...............Pg. 100
11. COUNCIL COMMENTS
12. CITIZEN COMMENTS
13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS
14. ADJOURNMENT
City of Seward, Alaska Council Agenda
August 28, 2017 Page 2
P R 0 C L A M A T 0 N
IN APPRECIATION OF 25 YEARS OF SERVICE,
WE RECOGNIZE AND HONOR DONNA GLEIVZ
Yirm"As, today we honor and express our appreciation to Seward's City
Planner, Donna Glenz, for Ater distinguished 25-year career of dedicated service to
the citizens of Seward; and
WHEREAS, Donna began her career in Seward on May 2 7, 1992 as a Physical
Therapist Aide/ Receptionist at Seward General Hospital where she provided a wide
range of clerical and patient care support; and
C.• ?
ARE.S, on April 6, 200 1, Ponna joined the 6tylannin,�
s PDe artnient
and was instrumental in developing the city's land use Aa 4 zoning regulations; and
VnEREAS, throughout her career, Donna has tirelessly demonstrated her
commitment and dedication to the community through her hard work, unlimited
expertise, and genuu*ie concern that citizens enjoy the highest quality of life
possible; and
WHEREAS, Donna is held in the highest regard by her colleagues, friends, and
community members for her utmost commitment to excellence.
NOW, TBIREFORE, I, jean Bardarson, Mayor of the City of Seward, Alaska,
do sincerely thank Donna Glenz for her tremendous contributions to the growth
and development of the City of Seward, and extend my heartfelt appreciation to
Donna and ".ri sh her all the best in the future.
Dated this 28th Day of August, 2017
E CITY OF SEWARD, ALASKA
jean Bardarson, Mayor
3
PROCLAMATION
WHEREAS, ON AUGUST 28, 19039 83 MEIN, WOMEN, AND CHILDREN, ARRIVED AT
RESURRECTION BAY ON THE STEAMER, THE SANTA ANA; AND
WHEREAS, ABOARD THIS STEAMER WERE TWO BROTHERS, JOHN AND FRANK BALLAINE,
WHO ARRIVED ON THE LOWELL HOMESTEAD; AND
WHEREAS, THE BALLAINE BROTHERS ENVISIONED A RAILROAD TO THE INTERIOR OF
ALASKA WITH A COASTAL HEADQUARTERS; AND
WHEREAS, THE SETTLERS CLEARED THE TOWNSITE, ERECTED BUILDINGS, AND BEGAN
THE CONSTRUCTION OF THE ALASKA CENTRAL RAILROAD, LATER TO BECOME THE ALASKA
RAILROAD; AND
WHEREAS, JOHN BALLAINE BESTOWED UPON THE NEW TOWN THE NAME SEWARD, IN
HONOR OF WILLIAM H. SEWARD (PRESIDENT LINCOLN'S SECRETARY OF STATE WHO
(NEGOTIATED THE PURCHASE OF ALASKA FROM RUSSIA IN 1867, AND WAS LATER PRESIDENT
ANDREW JOHNSON'S SECRETARY OF STATE); AND
WHEREAS, THE LANDING DATE OF AUGUST 28, 1903 IS REMEMBERED AS SEWARDIS
FOUNDER'S DAY; AND
WHEREAS, ON AUGUST 28, 20179 THE RESURRECTION BAY HISTORICAL SOCIETY WILL
BE HOSTING A FOUNDER'S DAY OPEN HOUSE AT THE LIBRARY MUSEUM COMMUNITY ROOM
FROM 1 :00 TO 4:00 P.M., WITH FREE ADMISSION TO THE MUSEUM.
NOW THEREFORE I, BEAN BARDARSON, MAYOR OF THE CITY OF SEWARD, ALASKA, DO
HEREBY PROCLAIM MONDAY, AUGUST 28, 2017 AS:
r�
FOUNDERs DAY
DATED THIS 28T" DAY OF AUGUST, 2017
THE CITY OF SEWARD, ALASKA
JEAN BARDARSON, MAYOR
3.5
CITY OF SEWARD Jim Hunt, City Manager
P.O. Box 167 Telephone (907) 224-4047
Seward, AK 99664
MANAGER'S REPORT
AUGUST 4, 2017 — AUGUST 18, 2017
The following purchase orders between $10,000 and $50,000 have been approved by the City Manager
since the last council meeting:
08/09/17
Campgrounds
Acme Fencing
Backstop for Little
$201330.00
League Field
ADMINISTRATION
• Borough Board of Adjustment Hearing
• SET Luncheon
• Radio show pop -in
• AML Conference - Haines
• Alaska Municipal Manager's meeting — Haines
• Attended Emergency Service Area meeting in Cooper Landing
• Met with SMIC Lessee and discussed removal of derelict vessels on city property
• Attended Chamber lunch: Tim Dillon was the guest presenter
• Met with property developer
• Budget Development
HARBOR
Conducted meetings with Hamilton Construction and R&M for the Breakwater project on 8/24/17.
• Base and core rock are complete. The entire footprint of the breakwater is in place, and they are
currently surveying for final approval.
The boat lift schedules for both sides of the bay are continuing.
The harbor now has Wi-Fi throughout the harbor. (still working out some technical issues)
• The Salmon derby went well. A few vessel operators failed to observe NO WAKE signs so we provided
extra boat patrols in the morning and evenings to slow vessels down.
• The City is close to finalizing a change order to continue the SMIC project with Hamilton Construction,
LLC, to include repairs to the North Dock cell wall, adding a tail wall, anodes and new fender piling,
installing a 10-ton crane on the North Dock, installing a 15' floating dock, widening the 3 3 0-ton
Travelift pit, and heating the wash down pad. This will be brought to Council as a contract amendment.
• Council approved Exit Marine's one year lease at August 14th meeting
July 2017 Statistics
• 18604 Front Door Counter
• 926 Museum Admission
• 381 Iditarod Movie Admission
• 40 Programs
• 4063 Joint Library Catalog Circulation
• 620 Seward Joint Library Catalog Seward Users
• 483 Alaska Digital Library Seward Circulation
• 14 Passport Applications
• 7 Notaries
• 108 Room Uses
• 1405 Public Computer Sessions
2017 Build A Better World Summer Reading Program Summary
• Youth Summer Reading Program: Registration was required where children also receive a bag of
handouts and goodies. Part one required completing half of the reading log, part two required
completing the entire log, and part three required completing an incentive activity sheet, each for a small
prize. The Opening Party was held May 27th with 123 participants with registration, drawing activities
and build your own tacos. 105 children participated in the Summer Reading Program and 14 children
completed the program.
• Teen Summer Reading Raffle Program: Registration was not required, but reading raffle tickets had
to be completed in the library, which included information about the age appropriate book and brief
summary. Weekly drawings for small prizes were held throughout the summer with a final grand prize
drawing. 29 teens participated, 323 books were entered, Ailaina Armstrong had the most entries with 47
books read, and Braden Appel won a random drawing for the Grand Prize of a $200 Amazon gift card.
• The Summer Reading Program Closing Celebration was held on Saturday, August 5th with over 50
people attending, which included prizes for all, random drawings, tasty soda floats, and a fun painted
rock activity. Rocks left behind will be weatherproofed and shared in our beautiful Library Museum
garden. It was also our new Program Coordinator's first week on the job, so we appreciate how Heather
Bardarson jumped right in to help!
• Summer Reading Program Events and participants:
o Opening Party (May 27) = 63
o Stevens Puppets: Sleeping Beauty (June 12) = 60
o Four Family Movie Nights = 43 (Movies are made available in the library after the showing)
o Nine Lego Club events = 188 (40 Lego related books were ordered to compliment the Lego
Club and Summer Reading Program)
o Closing Celebration (Aug. 5) = approx. 50 (special thank you to our Junior Volunteer,
Rachel, and staff members, Michelle and Heather, for making it a successful and fun event!)
Summer Reading Program Sponsors: The programs and efforts of the Library Museum are made
possible and greatly enhanced by community sponsors and supporters. We want to recognize the
following for their generous contributions and help!
o Alaska State Library: The ASL is a member of the Collaborative Summer Library Program
and cooperates with the Alaska Library Association each year to sponsor a statewide summer
reading program. The Alaska State Library provides a basic starter kit of materials and a summer
reading program manual to each library participating in the statewide program.
o Seward Community Library Association: Total $1068 (Decorations, Registrations Bags &
Prizes = $360.00, Amazon Gift Card = $200, Steven's Puppets Performance = $400, Lego Club
enhancement: $109)
o Hotel Seward =One-night accommodation for the Stevens Puppets troupe
o Seward Community Foundation: $650 Mini grant through the Library Association for Lego
pieces and storage supplies to enhance the Lego Club Program, which will be reorganized to
continue as a school year activity this winter.
Summer Reading Program Rock Painting Activity
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ELECTRIC DEPARTMENT
The Electric Department has met with the supplier of the Downtown LED lights and we are in the
process of brainstorming possible solutions to further protect the decorative lights from water leakage.
The Electric Department, along with the five other Railbelt Utilities and American Transmission
Company (ATC), will be making a series of presentations to the Regulatory Commission of Alaska
(RCA) over the next few weeks. The RCA are requested updates on the status of the Transmission
Company (Transco) creation, the Unified System Operator (USO) creation and the finalization of the
Reliability Standards.
A reminder to the public that if they would like electric service this year to hurry and get their job orders
started as we are starting to see the end of construction season indicators.
PUBLIC WORKS
• Rainy weather is back. We are adjusting our workload accordingly.
• Budget season is here. Public Works is striving to provide great services while looking for areas to
reduce costs.
• Equipment needs are an issue as breakdowns of older equipment affect our service abilities and our
repair budget. We will address some of those needs in the capital budget.
Water, Wastewater Utilities
• Crews are finishing smaller summer projects and completed many needed tasks on their list.
• We have sewer lift station pumps wearing out and are ordering replacements soon.
Streets
• Road paving crews are working on Sea Lion Ave. We were able to widen the road end and add a right
turn lane at the highway. We hope to help the bus and school "drop off' traffic at that intersection.
• We are also working on Swetmann, Diamond, and Hemlock. Crews are working hard to pave before
school starts on August 22nd.
• Road resurfacing still to come for Clearview, Forest Acres, and a few more roads to finish in town.
• We are working with Spring Creek Correctional Center Superintendent, Bill Lipinskas on brush
clearing. He is supervising a small group of low risk trustees. They have been working with DOT to
clear road edges. They will be working on Nash Road view area pullouts and then along the guardrails.
Superintendent Lipinskas is working to be a good neighbor by offering the Seward community
assistance with volunteer help. This same group also cleared snow from the roof of the Mountain Haven
Long Term Care Center last winter.
Shop
• Parts availability continues to be an issue with equipment repairs. The transmission replacement on the
Sander was delayed due to availability, but is now back on track. We know it is a costly repair and are
pushing to have it completed prior to the arrival of winter.
• The Oshkosh Snow Blower blower -head repair/rebuild is complete.
Buildings
• Some new painting, light fixture replacements and more have added to the normal building maintenance.
• We look forward to having full staff again. We had some major illness the last few weeks and should be
back to normal full staff now.
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PARKS AND RECREATION
Sports & Recreation
2017 Softball Championship Winners:
Bracket A: ILWU!
Bracket B: Sluggin Puffins!
Bracket A: 2nd Place: Master Batters!
Bracket B: 2nd Place: The Pit Bar!
• A HUGE Thank you to all of our Sponsors & Teams this year: Windsong Lodge, ILWU, The Pit Bar,
Alaska SeaLife Center, Chinooks, City Police Department, City of Seward, Spenard Builders Supply,
Major Marine, Resurrection Art, and U.S. Forest Service! Thank you to Anchor Town Sports out of
Anchorage for supplying professional umpires for our Tournament!
• Youth Soccer has come to an end with an Ice Cream Social Wednesday, August 16th! Kids got to enjoy
Ice Cream sundaes after a wet summer of soccer! Thank you Sponsors Windsong Lodge! Thank you
Coaches Jamie Fredrickson, Stephanie Wright, Sully Hauze, Roman Hamner and Jessica Fogle! Thank
you to all the parents that jumped in to help! We greatly appreciate all of your hard work!
• Planning for upcoming fall sports: basketball, racquetball, volleyball and officials' clinics
Teen & Youth Center
• Summer camp has ended. It was a super summer but we are ready for After School Program (ASP).
• After School Programs are here and will be delivered to the School on Monday, August 21st for teachers
to pass out the first day of school.
• TYC is being cleaned and sorted out. We are preparing for a strong ASP. We expect a great school year
with STEM activities each day.
• Summer program staff will be leaving on the 18th and Evaluation reports are done.
Teen Rec Room
• TRR wrapped up the last week before school started, teens were anxious to hit the books again.
• Planned a Back to School "Neon" Party Thursday, August 24th (will have pictures next report).
• The Thursday outings have been a hit this summer.
• The teens enjoyed playing Bubble Ball soccer at AVTEC gym on Wednesday Aug 9th.
• Working on promoting the Teen Council and The TRR.
Campgrounds & Park Maintenance
• Hoben Park fountain and tree work
• Cemetery leveling and seeding
10
• Softball field improvements
• Brush clearing in Woodlawn Cemetery, City Cemetery, 3rd Avenue Playground and Gateway (Dora
Way) playground
• PARKS playground structure cleaning
• Triangle park beautification
• Built and installed new City Cemetery entrance sign and garden
NEW
• Boardwalk repair after vehicle crash
• Bike path clearing on Sea Lion
• Playground safety inspections and maintenance
• Regular park maintenance and campground operations
• Skate Park safety inspection and repair
• Constructed new grinding box for Skate Park
• We seemed to have deterred shower house coin box thievery. No new instances for three weeks
• We had an amazing summer staff yet again this year
I I
Parking
• Increased traffic and patrolling in the Harbor for Seward Silver Salmon Derby
• On track for a record -setting August on top of an already -successful season
• Increased beautification projects in the South Harbor Uplands parking area
• Implemented better traffic controlling measures for weekend bus schedules
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FINANCE
• The finance department has provided biennial budget packets to department heads to begin the
process of compiling their budget requests for the 2018/2019 Biennial budget process. The draft
budget calendar has also been distributed.
• Finance continues to compile costs and develop the process necessary to dispose of the foreclosed
Goreson and DE Woods properties. We expect to have all necessary information gathered by mid -
September, and to be able to proceed with the disposition by the end of October. Prior to that time,
we will be bringing a resolution to the City Council to amend the process for disposal of the DE
Woods property, as the original plan contemplated a sole source disposal to the adjoining property
owner. Given revised circumstances — including the adjoining property owner changing their mind
about the purchase, and the recent change in developable lot sizes, the property will be disposed of
by competitive sealed bids.
• Staff participated in the on -site HRSA review of the Seward Community Health Center, as the co -
applicant, and the clinic had a very positive review. The final report from HRSA can be expected
within 45 days of the visit.
• The auditors have received the final data from the City related to the 2016 Comprehensive Annual
Financial Report, and we expect the final report to be available by the end of the month.
• The finance director finished initial negotiations for renewal of the Army Rec Camp lease. The
document is being sent to legal for final review and comments and once that process is complete,
will come before Council for approval of a new l0-year lease with two 10-year renewal options.
• We have received finalized termination of the lease with the Air Force Rec Camp so the property is
officially under City control effective 8/21 / 17. The structures on the property will be removed
before the snow flies.
13
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'°`'- RAISING THE MAXIMUM AMOUNT
SUBJECT TO BOROUGH SALES TAX
Proposition Overview
l.Currently, borough sales tax is charged on the first $500 of
a purchase.
2mThis proposition would raise the taxable limit to $1,000
effective Jan. 1, 2018.
3.The taxable limit on residential rent would remain at $500.
Does this increase the sales tax rate?
No: This proposition does not change the 3%
borough sales tax rate. For example, fora $300
shopping trip, the sales tax would remain at $9.
Current sales tax: $300 x 3 percent = $9
✓ If approved: $300 x 3 percent = $9
Where would the change make a difference?
Impact on purchases over $500: This
proposition would make the first $1,000 of a sale
taxable, rather than stopping at $500. For
example, fora $25,000 vehicle, there would be
an additional $15 in borough sales tax due.
•
A6
✓Current sales tax: $500 x 3 percent = $15
- � ✓ If approved: $1,000 x 3 percent = $30
(no change in tax on purchases above $1,000)
Why is this needed?
The borough is spending its savings:
Rather than increase property taxes, the borough
assembly this year drew more than $4 million
from the borough fund balance. That is not
sustainable; the borough needs to match annual
revenues with expenses. By code, 100% of sales
tax revenues goes toward education.
Kenai Peninsula Borough Mayor's Office I Votex proposition Information I www. kpb. us 190 7- 714-21 SO
L
What is the revenue gain?
Revenues for cities and borough: Under
toq 1 their respective city codes, the sales tax limit
in Soldotna, Kenai, and Homer would increase to $1,000 along with the borough's tax limit,
unless the city council votes otherwise. Under
its municipal code, Seward's tax limit would
remain at $500 unless the city council voted to
make a change. Estimated annual revenues
from going to a $1,000 taxable limit are:
V"O' Kenai Peninsula Borough: $3.6 million
s/ Soldotna: $235,000
V' Kenai: $433,000
v/ Homer: $358,000
'vl Seward: $203,000 (assumes $1,000 cap)
V/ Seldovia: $5,600
Kenai Borough sales tax cap is at the low end statewide
No UPAIT
$'12YOOG
$101000 $10,000
$ 31000 $ 31 0 0 G
$210OG
I i i$112GO $1 1000, $11
0'00 $750 $500
$!500 $200
Q X 1b *K% 11-1
's41
ko SIO
0
Z*
Note: Some municipalities have different limits for specific items. Kotzebue has a $1,000 tax cap on boats, cars, trucks, ATVs and
snowmobiles; Nome has a $1,500 limit on cars, trucks, ATVs and snowmobiles; Bethel has a $3,500 limit on ATVs, boats and motors, and
snowmobiles; and Haines has a $5,000 limit on several types of sales
Kenai Peninsula Borough Mayor's Office proposition JVotex Information I www.kpb.us 1907-714-2150
BOROUGH BUILDING HEATING AND
VENTILATION SYSTEM UPGRADES
cR itILI
Proposition Overview
1. The boilers and hot-water heat distribution systems in the
borough and school district administration building in Soldotna
are almost ahalf-century old and in need of upgrade.
2. The proposed upgrades would replace the nearly 50-year-old
system with a new, more efficient money -saving system.
3. The proposition, if approved by voters, would authorize the
borough to take on $5 million in debt to cover the costs.
Why are the upgrades needed?
Safety and Security: Because of the system's
lack of adequate heat flow in the winter,
employees have little option to keep warm but to
plug in electric space heaters. On the coldest days,
i� there are several dozen space heaters strung out
around the building. This raises energy costs and
can pose a fire risk.
In the summer, the building's ventilation system is
so inadequate that employees resort to leaving all
the doors open, which is not ideal from a building
security perspective.
.r
Efficiency: The project would replace the
antiquated system that provides 180-degree
heating supply water building -wide with newer
technology, satisfying the same heating goals with
much cooler water. This would allow the use of
smaller, less expensive boilers, vastly improving
energy efficiency. Additionally, the new system
would be capable of providing heating and cooling.
Dependability: At almost 50 years old, the
s
building's boilers present repair and maintenance
challenges. It is both difficult and expensive to find
replacements parts for the 1970s" era boilers.
Kenai Peninsula Borough Mayor's Office I Votej froposition Information I www.kpb.us 1907-714-2150
Why this system?
Proven technology: The boiler system
would be replaced with variable refrigerant
flow units (VRFs). This technology is
effective and efficient and was the chosen
heating and ventilation technology for the
recent expansion projects at Central
Peninsula Hospital.
What will it cost?
Costs spread over 10 years: If
approved, this proposition would authorize
$5 million in borough debt to pay for the
needed improvements over aphased-in,
three-year construction schedule in order to
minimize disruption and loss of productivity
at the workplace. The project estimate is $5
million, with $1.7 million the first year and
$1.65 million each of the next two years.
At current interest rates, a loan for this
project, issued through the Alaska Municipal
Bond Bank with a 10-year payment
schedule, would cost about $590,000 a
year. This would be repaid through the
borough general fund. The money -saving
efficiency of the upgrade would help cover
the costs.
Kenai Peninsula Borough Mayor's Office I Votex proposition Information I www.kpb.us 1907-714-2150
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Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2017-047
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO AMEND THE
CONSTRUCTION CONTRACT WITH HAMILTON CONSTRUCTION,
LLC (HCL) IN AN AMOUNT NOT TO EXCEED $4,373,932.66 FOR
ADDITIONAL PHASE 1 HARBOR IMPROVEMENTS AT THE SEWARD
MARINE INDUSTRIAL CENTER, AND APPROPRIATING FUNDS
WHEREAS, the City of Seward, using State of Alaska funds, hired R & M Consultants
in 2011 to design a new breakwater at SMIC; and
WHEREAS, the City of Seward after an extensive bidding process in 2015 issued a
construction contract to Hamilton Construction LLC, for Phase 1 SMIC Harbor Improvements
breakwater project; and
WHEREAS, the original construction contract with Hamilton Construction is almost
complete; and
WHEREAS, the funds remaining R&M Consultants issued RFP #5 to Hamilton
Construction for additional improvements within the SMIC basin; and
WHEREAS, Hamilton Construction has responded to RFP #5 with final pricing for
additional improvements to the SMIC basin; and
WHEREAS, the City and R&M Consultants, Inc. reviewed their response to RFP #5 and
concluded that Hamilton Constructions price is within the City's remaining budget for continued
improvements to the SMIC basin.
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 enter into a construction contract
amendment not -to -exceed $4,373,932.66 with Hamilton Construction, LLC, for Phase 1 Harbor
Improvements for the Seward Marine Industrial Center.
Section 2. It is in the public interest to authorize this award without competitive
bidding based on the findings above, that are incorporated herein, and in accordance with Seward
City Code 6.10.130.
Section 3. Funding for this contract amendment in an amount not -to -exceed
$4,373,932.66 is hereby appropriated from State of Alaska DCCED grant fund account 12331-
0000-5922 to SMIC Breakwater Infrastructure account no. 123 31-0000-8101.
43
CITY OF SEWARD, ALASKA
RESOLUTION 2017-047
Section 4. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
28th day of August, 2017.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Johanna Kinney, MMC
City Clerk
(City Seal)
THE CITY OF SEWARD, ALASKA
Jean Bardarson, Mayor
MIA
Agenda Statement
Meeting Date: August 28, 2017
To: City Council
Through- Jim Hunt, CM
From: Norm Regis, Harbormaster
Agenda Item: Authorizing the City Manager to amend the SMIC Harbor Improvements
Phase I Breakwater Construction contract with Hamilton Construction,
LLC, (HCL) by an amount not to exceed $4,373,932.66 for work including
North Dock sheet pile tail wall extension, North Dock cathodic protection,,
North Dock Fender and ladder replacement, moorage float system, Travelift
dock widening, a I 0-ton crane on the North Dock, and appropriating funds.
BACKGROUND & JUSTIFICATION-.
Since 2011 a legislative priority of the City of Seward has been the completion of the breakwater
and addition of other vital harbor improvements at the Seward Marine Industrial Center (SMIC).
$25.9 million in funding has been secured through a combination of statewide bonds and
legislative appropriations. Resolution 2015-071 awarded HCL a contract to finalize the
rubblemound breakwater, replace the turning dolphin and relocate two outfall pipes, and install
navigation aids. That work is at the final survey stage and sufficient funds remain to add further
improvements that address user priorities and that will generate revenue or avoid costs for the
SMIC enterprise fund, including: North Dock sheet pile tail wall extension, North Dock cathodic
protection, fender and ladder replacement, a moorage float system, Travelift dock widening and
washpad heat, and a I 0-ton public use crane located on the North Dock.
The City has, through R&M, requested HCL provide a quantities and pricing schedule based on
the completed engineering specifications for the additional harbor improvements, and HCL has
responded with a final pricing schedule of $4,373,932.66.
Seward City Code 6.10.130 provides authority for the City Council to determine that the public
interest is best served by not requiring competitive bid processes based on a finding that the
services can be procured at a lower cost without competitive bidding. Since HCL is currently
mobilized on scene and completing the original project scope, the City can gain economies of time
and cost by continuing the work and not starting a new standalone project through competitive
bidding.
All required permitting for the additional project scope is completed.
INTENT:
Develop SMIC infrastructure to the fullest extent possible with the State funding.
45
CONSISTENCY CHECKLIST:
Comprehensive Plan (document source here): Plan.for adequate pc
1 infrastructure that will serve the needs of users... at the Seward
Marine Industrial Center (SMIC), sustain an increase above the
current activity, and attract new business. (page 24)
2 Strategic Plan (document source here): Develop infrastructure
expansion plans.for currently underdeveloped property. (page S)
3 .1 Other (list):
FISCAL NOTE:
All of the cost of the engineering and construction work will be paid from grants from the State of
Alaska.
Approved by Finance Department: J&6a� tiA�
ATTORNEY REVIEW: Yes X No N/A
RECOMMENDATION:
Council approves Resolution 2017- 0 4 7 , authorizing a construction contract amendment with
HCL for additional SMIC Phase 1 Harbor Improvements in an amount not to exceed
$4,373,932.66, and appropriating funds.
are
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SEWARD MARINE INDUSTRIAL CENTER
Phase 1: RFP05 100% Design -Quantities and Pricing Schedule
Updated: 2017 8 20
Description
Quantity
Unit
Unit Price
Extenc
Mobilization/Demobilization
1
LS
275,000.00
$
Site prep, construction Survey, erosion/pollution control
1
LS
59,397.62
1 $
1. North Dock Sheetpile Tailwall Extension
Sheetpile Tailwall Extension
1
LS
105,231.00
$
Dredging (completed under original contract item)
--
--
--
$
Rip rap shoreline protection, filter/sec. armor rock
800
CY
51.50
$
Rip rap shoreline protection, primary armor rock
600
CY
87.00
$
Subtotal:
$
2. North Dock Sacrificial Anodes (Corrosion Protection)
F&I 200# Anodes
130
EA
658.20
$
Subtotal:
$
3. North Dock Fender System Replacement
Remove existing fender system
1
LS
27,950.00
$
Replace Concrete grade beam & bullrail
1
LS
205,350.00
$
Furnish & Install New Fenders
13
EA
74,985.15
$
24" Dia. x 5/8" wall Galy. Steel Pile, Furnished
1820
LF
121.53
$
24" Dia. Galy. Steel Pile, Driven
26
EA
3,750.00
$
200# Anode on fender sleeves (may be pre -installed)
52
EA
197.60
$
200# Anode on drive' piles (by diver)
26
EA
592.85
$
Subtotal:
$ 11
4. Moorage Float System (Modules S1, S2, S3, S4, & S7)
Remove Existing Dolphins
4
EA
91250.50
$
12'x22' Approach Trestle (piling separate)
1
EA
401128.00
$
Trestle Piling, Furnished (16" dia x0.5" wall)
329
LF
90.33
$
Trestle Piling , Installed (50' embed)
6
EA
31750.00
$
6x80 Covered Aluminum Gangway
1
EA
721400.00
$
Heavy Duty 12'W x 2201 (NOM) Moorage Float
1
LS
4011280.00
$
Gangway Landing Float, 1605
1
LS
521800.00
$
Float Piling, Furnished (18" dia x3/4" wall x70' long)
1050
LF
82.06
$
Float Piling, Installed (25' embed)
15
EA
31750.00
$
F&I 150# Anodes (by diver)
30
EA
592.85
$
Fire Extinguisher (DELETED)
3
EA
11050.00
$
Life Ring
3
EA
985.20
$
Emergency Ladder
3
EA
21501.43
$
Upland Waterline Service
1
LS
321180.00
$
Backflow Preventer & Utility Pad
1
LS
281900.00
$
Marine Side Water Service
1
LS
341200.00
$
Fire Hydrant, upland charging station
1
LS
421650.00
$
Fire Suppression System
1
LS
641720.00
$
Float Facility Power/Lighting System
1
LS
2631075.00
$
Subtotal: $ 1,
4a. Moorage Float System -Additive Alternate (Modules S5 & S6)
Heavy Duty 12'W x 961 (NOM) Moorage Float
1
LS
1751104.00
$
Float Piling, Furnished (18" dia x3/4" wall x70' long)
280
LF
82.06
$
Float Piling, Installed (25' embed)
4
EA
31750.00
$
F&I 150# Anodes (by diver)
8
EA
592.85
$
Fire Extinguisher (DELETED)
1
EA
11050.00
$
Life Ring
1
EA
985.20
$
Extended Dry Fire Suppression System
1
LS
151260.00
$
Subtotal:
SECTION 000500 - CONTRACT
CITY OF SEWARD, ALASKA
7
SMIC Harbor improvements Phase I
real water Construction, project 2 015-116 3
CONTRACT( IT Contract"), between the City of Seward, Alaska, herein called the City, acting by and
through its City Manager, and upon signing, this document shall serve as the notice to proceed, and
Company Name, Hamilton Construction LILC
Company Address- P. C. Box 241952, Anchorage, Alaska 99524
a/an Individual 'Partnership _Joint' enture X Sin q[g����Sole Proprietorship LLC
Corporation incorporated under the laws of the State of Alaska, its successors and assigns, herein called the
Contractor, is effective the date of the signature of the City Manager on this document.
The Contractor, for and in consideration of the payment or payments herein specified and agreed to by
the City, hereby covenants and agrees to furnish and deliver all the materials and to do and perform all
the work and labor required in the construction of the above -referenced project as bid by the Contractor,
which bid and prices named, together with the Contract Documents as hereinafter defined) are made a
part of this Contract and accepted as such. It is distinctly understood and agreed that no claim for
additional work or materials, done or furnished by the Contractor and not specifically herein provided for,
will be allowed by the City, nor shall the Contractor do any work or furnish any material not covered by
this Contract, unless such work or materials is ordered in writing by the City. In no event shall the City be
liable for any materials furnished or used, or for any work or labor done, unless the materials, work, or
labor are required by the Contract or on written order furnished by the City. Any such work or materials
which may be done or furnished by the Contractor without written order first being given shali be at the
Contractor's own risk, cost, and expense and the Contractor hereby covenants and agrees to make no
claim for compensation for work or materials done or furnished without such written order.
Notwithstanding the foregoing, payment under this Contract shall not exceed
Fifteen Million Thirty Two Thousand One Hundred One & 80/100 dollars ($15 T032,101.80) for all base items,
additional work, and change orders.
The Contractor further covenants and agrees that all materials shall be furnished and delivered and all
work and labor shall be done and performed, in every respect, to the satisfaction of the City, on or before. -
April 30, 2017 or within 630 calendar days following the date of notice to proceed. It is
expressly understood and agreed that in case of the failure on the part of the Contractor, for any reason,
except with the written consent of the City, to complete the furnishing and delivery of materials and the
doing and performance of the work before the aforesaid date, the City shall have the right to deduct from
any money due or which may become due the Contractor, or if no money shall be due, the City shall have
the right to recover One Thousand Five Hundred & 00/100 dollars ($1,500.00 )per day and ADDITIONAL
LIQUIDATED DAMAGE refer to the Modification of the General Conditions in Article 11.8 for each calendar day
elapsing between the time stipulated for the completion and the actual date of completion in accordance
with the terms hereof such deduction to be made,
or sum to be recovered1 not as a penalty but as
liquidated damages. Provided, however, that upon receipt of written notice from the Contractor of the
existence of causes over which the Contractor has no control and which must delay furnishing of
materials or the completion of the work, the Contracting Officer may, at his or her discretion, extend the
period specified for the furnishing of materials or the completion of the work, and in such case the
Contractor shall become liable for liquidated damages for delays commencing from the date on which the
extended period expires.
The bonds given by the Contractor in the sum of $15,032,101.80 Payment Bond, and $ 15,032i 10 J. 80
SMI C Harbor Improvements
CONTRACT
Section 000500 Page I
ELI'
SECTION 000500 - CONTRACT
Performance Bond, to secure the proper compliance with the terms and provisions of this Contract, are
submitted herewith and -made a part hereof.
The Contractor further covenants and agrees that the entire construction will be done under the
administration of and to the complete satisfaction of the City subject to the inspection at all times and
approval by any regulatory agency of the Local, State, or Federal Government of the United States of
America, and in accordance with the laws of the State of Alaska and the City of Seward.
For Purooses of this Contract, Contracting Officer means Ron Long or any other
Manager. person designated by the City
The Contractor is an independent contractor and not an employee or agent of the City,
Contract Documents shall have the meaning ascribed by the General Conditions of the Construction
Contract, and include but are not limited to this Contract, the General Conditions of the Construction
Contract, the Supplementary Conditions, and the following listed documents.-
(1) Resolution 2015-071 (2) SMIC Harbor Improvements — Phase 1, project 2015-1163 Project bid
documents dated May 2015
IN WITNESS WHEREOF the parties hereto have executed this Contract and agree to its terms and
conditions.
CONTRACTOR
Company Name- Hamilton Construction LL C
Signature of Authorized Company Representative:
Typed Name and Title:
Date: August 10,2015
CITY OF SEWARD
Signature of City Manag
Typed Name, Jim Hunt
Date: -
_ _8� - / - J 4)�
City Clerk:
(ATTEST)
CONTRACT
Section 000500 Page 2
SMIC Harbor Improvernend
s 50
Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2017-048
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
SOLE SOURCE PURCHASING AGREEMENT WITH KENDRICK
EQUIPMENT FOR AN AMOUNT NOT TO EXCEED $71,300.00 TO
WIDEN THE 330 TON TRAVELIFT, AND APPROPRIATING FUNDS
WHEREAS, the current 330 ton boat lift was design to be widened when funds became
available; and
WHEREAS, there are funds remaining in the SMIC development grant for additional
infrastructure improvement projects within the SMIC basin; and
WHEREAS, one of the infrastructure improvements was to widen the 330 ton travelift
pit; and
WHEREAS, the City's portion to widen the 330 ton travelift is not included in the RFP
with Hamilton Construction; and
WHEREAS, Kendrick Equipment is the only authorized service agent with respect to the
City's travelift, and has supplied the City of Seward a quote to widen the 330 ton travelift: and
WHEREAS, the quote amount to widen the 330 ton travelift is beyond the City
Managers purchase authorization; and
WHEREAS, the City has funds remaining in the SMIC development grant for additional
infrastructure; and
WHEREAS, widening of the 330 ton travelift will benefit the private sector with
additional vessels coming to Seward for ship repairs.
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 enter into a purchase agreement
with Kendrick Equipment to widen the 330 ton travelift.
Section 2. It is in the public interest to authorize this award without competitive bidding
based on the findings above, that are incorporated herein, and in accordance with Seward City
Code 6.10.120(5).
51
CITY OF SEWARD, ALASKA
RESOLUTION 2017-048
Section 3. Funding in the amount of $71,300.00 is hereby appropriated from the SMIC
development grant number 12331-0-5922 to the infrastructure account number 12331-0-8101.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 28th day of
August, 2017.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Johanna Kinney, MMC
City Clerk
(City Seal)
THE CITY OF SEWARD, ALASKA
Jean Bardarson, Mayor
52
Agenda Statement
Meeting Date: .August 28, 2017
To: City Council
Through: Jim Hurt, City tanager
From: 1om-1 Regis, Harbormaster
Agenda Item: Authorize the City Manager to eater into a purchasing agreement with
Kendrick Equipment to widen the 330 travelift located at SMIC
BACKGROUND UN & JUSTIFICATION:
With the new 330 torn travelift there are additional vessels around the state that would like to travel
to Seward to be hauled out, but they are restricted due to the width of the travelift pit. By widening
the lift. pit .and travelift by 4 Feet it would draw more catamarans (day cruisers, fishing vessels and
tugs that are currently too wide for the current travelift and travelift pit.
In 2015, when the City had. the 330 ton travelift built, it was designed so the lift could be widened
when funds became available.
With the breakwater construction nearing completion and with funds remaining in the SMIC
development grant, the city has requested. R&M to engineer repairs to the forth dock, the design
and placement of a 10 ton crane on the Forth dock (Moffatt & Nichol, widening of the 330 ton
travelift pit and adding a new 315 foot moorage float (Fisherman's Float) with electric and eater.
R&M issued RFP #5 to Hamilton Construction in which Hamilton Construction has replied with
quantities and a pricing schedule. With the remaining SMI+C development grant funds available all
of the above projects can be accomplished.
'what is not included In RFP #5 is the City portion of widening the 330 ton travelift. . Kendrick
Equipment has seat the City a quote of $71,300.00 to widen the 330 ton travelift; this is beyond
the City Managers authorization for Purchase. A crane and man lift will also need to be rented.
The funding for the city portion of widening the 30 ton travelift is available in the SMIC
development grant.
INTENT!
To authorize e the City Manager to eater into a purchasing agreement with Kendrick Equipment in
the amount of $1,30.00 to purchase parts and have factory trained authorized technicians to
widen the 330 ton travelift.
53
CONSISTENCY CHECKLIST: Yes No N/A
2020 Seward Comprehensive Plan (page 18): Update and expand —I
1. infrastructure for commercial and industrial properties that are currently X
undeveloped or underdeveloped.
2 City of Seward Strategic Plan (page 7): Expand Development in the J X
Seward Marine Industrial Center �
Other: SMIC Development Plan: An adequate transportation
3. infrastructure that will: (1) serve the needs of the industrial complex; (2) � X
allow for growth; and (3) attract new business to the community.
FISCAL NOTE:
There are sufficient funds in the SMIC development project to accomplish RFP #5 with
Hamilton Construction and also with Kendrick Equipment to widen the 330 ton travelift.
Approved by Finance Department: ,,�L,6�hdtt,�
ATTORNEY REVIEW: Yes No X
RECOMMENDATION:
Council approve Resolution 201 7-048 ,authorizing the City Manager to enter into a purchase
agreement with Kendrick Equipment in the amount of $71,300.00 to widen the 330 ton travelift.
54
Kendrick Equipment (USA), LLC
1609 Central Ave South, Unit# 20
Kent, Wa., 98032
Tel. # 1.866.744.9921
Fax. # 604.940.9912
SOLD TO:
City of Seward
1300 4" Ave
Seward, AK
99964
SHIPPED TO:
City of Seward
1300 4" Ave
Seward, AK Norm
99964 907-224-3138
QUOTATION
'LlLei ►yi1=3: 40
DATE
PURCHASE ORDER NO.
TERMS
SALES PERSON
TECHNICIAN
SHIPPED VIA
F.O.B.
S O#
20170426
April 26, 2017
Net on Receipt
Dave Marshall
Rory Thompson
Seward, AK
QTY DESCRIPTION PRICE AMOUNT
Widen Existing 300CII Marine Travelift Hoist, s/n# 3598-0115
160 (2) Marine Travelift factory trained/authorized technicians to 125.00 20000.00
dis-assemble customer's 300CII, install top beam spool kit, and
re -assemble. Includes pulling off wire rope, removing LED light
wiring where necessary, wheels/tires, upper side beams, rear
columns, and front U-upright. Includes all required testing when
re -assembling. Will use existing structural nuts/bolts.
Seward to supply 1-2 additional helpers during the week to assist.
Seward to supply suitable crane, forklift and manlift for the week.
Schedule of crane time needed can be discussed with Kendrick.
Forklift and man -lift necessary for the whole week.
Air compressor, impact wrench &hose, and all necessary tools
To be supplied by Seward. Tooling for this job is the same as
what was required for the initial assembly in February of 2015.
Top Beam Spool Kit, w/ S.S. Hyd Tubes, Nuts/Bolts, Tube Blocks 44000.00 44000.00
Freight of Spool Kit to Carlile Barge Seattle (or other) 1800.00 1800.00
Airfare, Hotel Accommodations, Per Diem, Rental Car, Misc Expenses 5500.00 5500.00
Labor & parts freight may vary. If +/-, actual will be invoiced
UBI# - 602-721-317
SUB TOTAL $ 71,300.00
STATE TAX 0.00
LOCAL TAX 0.00
TOTAL DUE $ 71,300.00
US DOLLARS
THANK YOU FOR YOUR BUSINESS!
55
To: Seward City Council and Harbormaster 7-27-2017
From: Gary Sommerfeld — Phillips Cruises and Tours, LLC
RE: 330 Ton Travel lift improvements
To Whom It May Concern concern:
We operate the 81GRT (177T displacement) vessel "Klondike Express" out of Whittier. Currently
we are required to go to Seward Ship's Dry Dock (Now Vigor) for our haul out needs. This is because the
vessel is slightly wider than the current 330 Ton travel lift dock at the city facility at SMIC. Vigor's Dry
Dock is ideally suited for much larger vessels than ours. We would very much appreciate being able to
use the city's new 330 Ton travel lift if the dock were expanded to accommodate wider vessels. We
have also just acquired a second vessel of the same width. That vessel will be in service in 2019 and will
need regular haul -outs as well.
We support and encourage your efforts to improve the facilities at SMIC to accommodate our
wider vessels and others.
Respectfully,
Gary Sommerfeld
Manager, Marine Operations
Phillips Cruises and Tours, LLC
56
P.O. Box 1571
Seward,. AK 99664.
907-224-8030
FAX 224-8020
27 July 2017
To Who It May Concern,
9170 Jewel Lake Rd Suite 203
Anchorage, AK 99501
907-274-7300
FAX 274-5952
Major Marine Tours is fully supportive of the City of Seward expanding the Travel lift pit at SMIC to help
accommodate our fleet of vessels. We currently have a fleet of 9 vessels that are in Seward for the fall
and winter maintenance seasons. Two of our vessels, which are large catamarans, are not able to be
lifted at SMIC because Hof the current pit width. It has nothing to do with the weight of the vessels, just
the maximum width. This has caused us to travel to Sit and Seattle for dry docking, taking work and
money away from our employees and causing us to spend money in other cities that could have been
spent in Seward. 1'ncreasing the pit width will-atlow us to haut,these vessets at SMfC, whlch allows our
company to do our own work on the vessels. In addition, we have a vessel being built now that we
made narrower than the builder would have like to fit in the current pit. Going forward, Major Marine
Tours will bu.[Id. more. catamarans, and the width of the pit makes a huge difference in the size of the
vessel.
-An-o-ther conside' aton fcr widen ing-thepi-t would -be the potentia.(.fcr:mare -comme-,rciaI vessels,coming
to Seward and using the SMIC yard. This is just good business for Seward. Companies like Alaska
Marine Coatings,, Raibow Fiberglass, Catalyst Marine Engineering, Seward heavy Industrial Power and a
variety of others will receive more business, which means more employees earning a living in Seward.
All of that equates to more tax dollars earned by the City, helping us all.
In conclusion_,. widening the Travel. lift pit can. only do great things, for the community. of Seward!
Sincerely,
Colby Lawrence
Seward Wildlife Crises
Vice President, Marine Operations
907-491-0335 mobile
907-224-8030 office
captaincolbv@majormarine.com
http;//www.maiormarine,.com
57
Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2017-049
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, APPROVING THE 2018 GRANT YEAR BUDGET FOR THE
SEWARD COMMUNITY HEALTH CENTER AS REQUIRED BY THE CO -
APPLICANT AGREEMENT BETWEEN THE CITY OF SEWARD AND THE
SEWARD COMMUNITY HEALTH CENTER
WHEREAS, the Seward City Council enacted Ordinance 2010-008 on December 13, 20101
establishing the powers and duties of the Governing Board of Directors ("Governing Board")
charged with oversight of the Seward Community Health Center, as amended by Ordinance 2013-
013 on December 16, 2013, which agreement expires January 31, 2019; and
WHEREAS, the City of Seward ("City") and the Seward Community Health Center
("CHC") are co -applicants as a federally qualified health center in accordance with Section 330 of
the Public Health Service Act (42 U.S.C. §254b); and
WHEREAS, the City and the CHC entered into a Co -Applicant Agreement dated February
201 2014, wherein the parties agreed that the CHC budget would be submitted to the City Council
after approval by the Governing Board and providing that "the City Council may not unilaterally
revise a budget approved by the Governing Board or approve an alternate budget for the Health
Center without review and final approval by the Governing Board, with subsequent follow-up by the
City Council"; and
WHEREAS, the Governing Board of the CHC approved the 2018 Seward Community
Health Center Section 330 (Year 4) grant budget at a board meeting held on July 27, 2017, and the
Coordinating Committee ("Committee") of the CHC met to review the grant budget, and both the
Governing Board and the Committee recommend approval by the Seward City Council.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. The Seward City Council hereby approves the 2018 budget of the Seward
Community Health Center ("CHC"), representing the Year 4 grant budget for Section 330 funding
through the Health Resources and Services Administration.
Section 2. The CHC is requesting a financial contribution from the City of Seward in the
amount of $300,000 for the 2018 grant year which will be subject to approval by the Seward City
Council during its upcoming budget deliberations.
Section 3. This resolution shall take effect immediately upon its adoption.
CITY OF SEWARD, ALASKA
RESOLUTION 2017-049
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 28th
day of August, 2017.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Johanna Kinney, MMC
City Clerk
(City Seal)
THE CITY OF SEWARD, ALASKA
Jean Bardarson, Mayor
59
Agenda Statement
Meeting Date: August 28, 2017
To: City Council
Through: Jim Hunt, City Managleo�ro
From: Kristin Erchinger, Finance Director pk,
Agenda Item: City Council Co -Applicant Approval of Section 330 Seward Community
Health Center 2018 Budget
13ACKGROUND & JUSTIFICATION:
The Seward City Council authorized the creation of the Seward Community Health Center (SCHC)
and governing Board when it enacted Ordinance 2010-008 in December 2010, subsequently
amended by Ordinance 2013-013 on December 16, 2013, and set to expire January 31, 2019.
The CA37 of Seward and SC are co -applicants for Section 330 federal funding to operate a
federally qualified health center in Seward; together, the entities comprise the Health Center. The
parties entered into a Co -Applicant Agreement (Agreement) on February 20, 2014 approved by City
Council Resolution 2014-018. This Agreement requires that the SCHC budget be approved first by
the governing Board and then by the City Council,, and includes the following language:
§ 3.2.4 "The Governing Board shall approve the annual operating and capital budget in accordance
with Section 330 requirements and Citypolicies. The overallplan and budget shall be prepared
w7der the Governing Board's direction by the Healfh Center's management team and the
Finance Committee of the Governing Board A.P
§ 3-2-5 "The Governing Board shall submit an annual budgetfor the health center to the City Council
for approval, as a co -applicant requirement ofSection330. The Board shall submit the budget
no later than October I ref year, for thefollowing year. ,ate Board unreasonablyfails to
approve an annual budget, the City may still submit the annualfunding request under Section
330 of the Federal Public Health Service Act. No budget shall become effective without City
Council approval.. 77
§ 4.2.4 "The City Council shall be responsible for adopting the Health Center's annual operating and
capital budgets as finally approved by the Governing Board; the City Council n7ay not
unilaterally revise a budget approved by the Governing Board or approve an alternate budget
for the Health Center without review and final approval by the Governing Board, with
subsequentfollow-up by the Council in accordance with Seward City Code 2.40.030(a).
In accordance with Section 5 of the Agreement,, the parties also agree to participate in a Coordinating
Committee comprised of one member each of the Governing Board, the City Council, the Health
Center executive director, and the City Manager or his designee. This group net to review the
proposed 2018 Seward Community Health Center budget and has recommended its approval. The
budget must be submitted to HRSA no later than September 15, 2017.
Further, Health Resources and Services Administration (HRSA ) issued Policy Information Notice
4 -
2013-01 on March 18, 2014, requiring that health centers prepare and submit grant applications that
contain a total budget for the health center scope of services for 12 months, and the budget must
include a separate budget breakdown for the Section 330 funding proposed for the application
raa
period,show*ng costs supported by the grant and costs supported b ether sources e f non-�
funding i.e. patient revenue, City grant funding, other funding).
INTENT:
Fulfill the City's obligation as -applicant Section 330 grantee, to a rove the e 2018 ward
Community Health Center grant budget.
FISCAL NOTE:
The SCHC anticipates HRSA federal funding for the period 1 1 --1 31 totaling taling $1..,147,754.
Grant amounts are subject to change by CI S , depending n patient visits, The
g ACC requests
3 00,00o from the City to support its 2018 operations, with the additional
$2 00 5 000 1n funding to be
set aside toward future facility expansion. Should the organization be unable to meet Its operational
mandate within the requested $3 MO City contribution., a request can e made to access
. �!a portion
of
the additional $200,000. As the
.clinic achieves its goal of increasing patient visits,
t, it is expected
that patient revenues will comprise a larger portion clinic funding, . g, necessitating less operating
subsidy from the City. The clinic is estimating patient revenues of $ X 257,660 ire
2018.
Approved by Finance Department
ATTORNEY wlW: Yes No
REMM NDATI N:
City Council approve the Section 330 Co -Applicant Seward pp d Community health Center 2018
Budget.
61
SEWARD COMMUNITY HEALTH CENTER
Board of Directors
Revised August 2, 2017
Action Item
Topic: 2018 Federal 330 Grant Budget Approval
Recommended By: Finance Committee and Executive Director
Action Requested: The Board of Directors is requested to approve the 330 Grant
Budget for grant year 2018 and recommend approval to Seward
City Council.
Discussion:
Every three years 330 grantees are required to submit a rigorous set of application
materials through a funding announcement called a Service Area Competition (SAC).
Our last SAC was submitted and approved in 2015 for the next three year "Project
Period" of February 1, 2016 through January 31, 2019. Each of these three grant years is
called a "Budget Period." For budget periods/grant years two and three of this three-year
project period cycle, we are required to submit an annual Budget Period Progress Report
or BPR. One major part of this multi -part BPR is our proposed 330 grant budget for the
upcoming budget period. Our BPR is due to be submitted no later than September 20,
2017.
Our Co -Applicant Agreement requires that the City Council approve the annual federal
grant budget after it has been approved and recommended by the Board. The Finance
Committee has reviewed the 2018 grant budget prepared by Administration and is
recommending approval to the Board and City Council.
There are some unique requirements for submitting federal 330 grant budgets that make
them different from how we do our annual fiscal year budgets (which come through the
Board process in November and December of each year). 330 grant budgets must
achieve a $0 bottom line. But even with these budget requirements, we do our best to
make them as realistic and relevant as possible so that much of what we prepare can also
be used when preparing the more realistic fiscal year budget in a few months.
[2018 GRANT BUDGET HIGHLIGHTS AND ASSUMPTIONS FOLLOW]
62
2018 330 Grant Buduet Highlights and Key Assumptions
Following the required federal grant budget format, there are two sections/columns to the grant
budget which when combined make up the total budget:
• HRSA (Federal) 330 grant revenue $1,147,754, and
• Other (Non -Federal) revenue of $1,757,660
The budget includes a breakdown of source for Revenue & Expenses.
• Revenues [$2,905,414]
o HRSA 330 Budget $1,147,754
o City of Seward contribution $300,000
o Patient Revenue $1,257,660
o Other/In-kind revenue $200,000 ($140k for 340B and $60,000 in -kind rent)
Expenses [$3,005,414] - Note: HRSA grant budgets require that expenses equal revenues
o HRSA 330 used entirely for Salaries $1,147,754
o Non -Federal Expenses (includes some salaries/benefits & operating) $1,857,660
■ Salary & Benefits $1,005,691
Operating Costs $ 851,969
KEY ASSUMPTIONS:
Patient volume totals 6,019 billable provider encounters. This begins with our targeted
projection of unduplicated patients for 2018 which is 2,880. This is 93.3% of our HRSA target
which is contained in our SAC application or 3,086 patients. This increased by 50 over last year
due to the expanded services grant in 2015.The number of patients assumption is then multiplied
by an average of 2.09 visits/encounters per patient per year for a total of 6,019. Through June of
2017 we are averaging 6.5 patients per provider day worked. Our 2018 projection will increase
this metric by 43 % to 9.3 patients per provider day worked.
Patient revenue/payer mix is based on estimated billable encounters per payor from our actual
billing history and net income through May of 2017 (gross charges less discounts and
allowances) per visit as follows:
• 55% of encounters are Private Insurance g $220. (Down from 56%)
• 20% are Medicaid @ $289. (Down from 21 %)
• 18% are Medicare @ $205. (Down from 19%)
• 7% are Self -pay @ $44. (Increase from 4%)
The Staffing Profile, which includes 2 physicians and 2 mid -level (PA), lists the FTE's (18.0)
projected for 2018. This is a decrease from the 2017 budget of (21.4) FTE's. This was
accomplished by combining the medical records position with the outreach coordinator,
combining the clinic RN position with the RN educator/case manager, not hiring a RN quality
manager, reducing 1 CMA until we reach 12 encounters per provider day and increasing front
desk staff by 1 FTE to 3.
• FTE's are being maintained at the current level and include:
0 3.75 providers (2 physicians [incl. med director] & 2 physician assistant)
63
0 4.00 clinical support staff (RN's, medical and nursing assistants)
0 3.0 front desk staff (registration &medical records)
0 1.0 health educator/case manager/ clinic nurse
0 2.0 outreach &enrollment (1 social worker/1 coordinator)
0 1.0 billing specialist
0 3.25 admin staff (Executive Director, Accounting specialist, Executive Asst.,
Medical Director)
• Usual and customary non -personnel expenses includes:
o Billing/RCM services ($66,656) or 53% of net patient revenue)
o Electronic Health Records System and IT Support fees ($25,497)
o CHC CFO/fiscal management oversight services ($26,600) —Private contractor and
CPA firm)
o Independent Auditor ($15,000)
o CHC technical consultation ($13,000) —Suzanne, 340B, APCA, others)*
o Utilities &Services from Providence ($80,422)
o Liability insurance packages ($20,257)
o Medical, pharmaceutical and office supplies ($100,358)
o Community Outreach and Enrollment ($13.800)
o Minor equipment ($207,094) —this is where we adjusted expenses to get bottom line
to zero)
o Travel and education ($10,500) — (4 trips g $3,500/trip)
N]
Seward Community Health Center, Inc Year 1
2018 Budget Draft HRSA Other TOTAL
WORKING BUDGET - NOT FOR SUBMISSION Federal Non -Federal
Volume:
# of Patients 2,880
Patient Encounters
Revenue:
Federal BPHC 330 Grant
Applicant
State / Local
Other Federal Funding
Other
Program Income (Patient Revenue)
TOTAL REVENUE
Expense:
Personnel - Refer to Form 2 Staffing Profile
Administration / Management
Facility and Non -Clinical Support Staff
Physicians
NP, PA, and CNMs
Medical
Dental
Enabling Services
Other Programs and Services
Total Salary Expense
Fringe Benefits:
Health Insurance
Housing Allowance
Medicare/SS
AK SUI
Retirement
Workers' Compensation
Total Fringe Benefits
Subtotal Personnel and Fringe
Travel:
Providers and Staff
Board
Other - Contracted Pediatrician
Subtotal Travel
Supplies:
Pharmacy / Medications
Medical Supplies
Office
Minor Equipment (<$5,000)
Subtotal supplies
Contractual:
Patient Care:
Patient Related/Contractual
Non -Patient Care:
Accounting
Audit
Billing & Coding
Legal
Services - Electronic (HIT)
Technical Assistance / Consulting
Subtotal Contractual
Other:
Bank Fees
Communications
Dues & Subscriptions
Equipment Maintenance
Facility Janitorial Contract/PSMC
Insurance - Malpractice Gap Coverage
Insurance - Property
Insurance - D&O
Outreach & Enrollment
O&E Supplies
O&E Advertising/Promotion
O&E Postage
Patient Transportation
Postage / Freight
Rent: Clinic
Repairs & Maintenance
Training
Utilities
Community Health Education
Subtotal Other
TOTAL DIRECT COSTS
Indirect Cost
TOTAL EXPENSE
Must = 0 for balanced budget
6,019
1,147, 754 1,147, 754
- 300,000 300,000
200,000 200,000
- 1,257,660 1,257,660
1,147,754 1,757,660 2,905,414
218,468 60,000 278,468
211,301 - 211,301
93,296 311,704 405,000
240,000 - 240,000
216,271 - 216,271
168,419 - 168,419
1,147,754 371,704 1,519,458
29.24% - 431,952 431,952
1.18% 18,000 18,000
6.71 % 101,889 101,889
0.97% 14,685 14,685
3.00% - 45,584 45,584
1.44% - 21,877 21,877
42.54% - 633,987 633,987
1,147,754 1,005,691 2,153,445
- 24,500 24,500
- 14,000 14,000
- 3,375 3,375
- 41,875 41,875
$ 6.56 - 39,477 39,477
$ 6.70 40,323 40,323
- 11,808 11,808
- 207,094 207,094
- 298,702 298,702
- 18,240 18,240
- 26,600 26,600
15,000 15,000
66,656 66,656
25,497 25,497
- 13,000 13,000
- 164,993 164,993
- 6,000 6,000
- 26,760 26,760
- 12,500 12,500
- 1,000 1,000
10,560 10,560
- 15,664 15,664
1,018 1,018
3,575 3,575
13,800 13,800
1,800
1,800
10,000
10,000
2,000
2,000
1,200
1,200
- 1,000
1,000
- 60,000
60,000
- 40,616
40,616
- 10,500
10,500
- 39,806
39,806
- 21400
2,400
- 246,399
246,399
1,147,754 1,757,660
2,905,413
0.00% - -
-
1,147,754 1,757,660
2,905,413
(0) (0)
0
65
Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2017-050
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AMENDING THE 2017 AND 2018 BUDGETS TO REFLECT THE
DELAY IN THE METER EXCHANGE AND OTHER PROJECTS, AND RE -
APPROPRIATING FUNDS FROM 2017 TO 2018
WHEREAS, the 2016/2017 Biennial Budget was passed in November 2015, reflecting the
budget period from January 1, 2016 through December 31, 2017, and a mid -cycle budget amendment
was made in Resolution 2017-019 passed on March 28, 2017; and
WHEREAS, a few of the projects for which funding was budgeted in 2017, are now
expected to be delayed, necessitating a reduction in the 2017 budget and an increase in the 2018
budget, to reflect the new timing of the projects; and
WHEREAS, this resolution adopts specific changes to the General Fund and the Electric
Enterprise Fund budgets, as reflected below.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA, that:
Section 1. The General Fund 2017 Budget is hereby reduced and the 2018 Budget is hereby
increased as follows: 1) $6,000 for on -site financial accounting software modifications and training
affecting account no. 01000-1140-7009; and 2) $25,000 for cemetery expansion due to capacity
constraints in the existing cemetery, affecting account no. 01000-1412-7009.
Section 2. The Electric Enterprise Fund 2017 Budget is hereby reduced and the 2018 Budget
is hereby increased as follows: 1) $40,000 for NorthStar mass meter exchange and utilization review
related to the billing system modifications necessary to ensure efficient transition to electronic meter
reading and billing, affecting account 15000-3001-7009; 2) $8,000 for ITRON meter reading support
to configure new handhelds, modify the billing system to accommodate electronic meter reading, and
provide on -site conversion support, affecting account 15000-3001-7009; 3) $54,000 for position
overlap due to the pending retirement of the operations supervisor, affecting accounts 15 000-3 001-
6XXX; and 4) $60,000 for vegetative clearing of the transmission line affecting account 15000-
3 000-7009.
Section 3. This resolution shall take effect immediately upon its adoption; the 2017 Budget
shall be amended effective August 24, 2017 and the 2018 Budget shall be amended effective January
1, 2018.
CITY OF SEWARD, ALASKA
RESOLUTION 2017-050
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 28th
day of August, 2017.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Johanna Kinney, MMC
City Clerk
(City Seal)
THE CITY OF SEWARD ALASKA
Jean Bardarson, Mayor
67
Council Agenda Statement
Meeting Date: August 24..,2017
1
To: Honorable Mayor and Members of the City Council
Through: Jim Hunt, City Manager_,W
From-, Kristin Erchinger, Finance Director Ok,
�genda Item: Amending budget to reflect delay in meter exchange and other projects
BACKGROUND & JUSTIFICATION-.
The 2016/2017 Biennial Budget which covers the period January 1, 2016 through December 3 1
2017 was passed in November 2015. The budget is amended periodically, as new data becomes
available, or as previously unanticipated projects are brought forward by administration. The 2017
budget was also amended in a mid -cycle budget adjustment approved by Resolution 2017-019 on
March 28, 2017.
The administration recommends reducing the 2017 Budget due to the change in timing of certain
City projects, and re -appropriating those fands in 2018. The suggested changes will result in a
reduction in each budgeted line item in 2017, with a corresponding increase in the line item in 2018.,
as follows:
1. $6,000 for on -site financial accounting software modifications and training. This project was
delayed due to scheduling conflicts between the software consultant and City staff (audit, staff
turnover, competing client software installs, etc.).
2. $25,000 for cemetery expansion due to capacity constraints in the existing cemetery. This
project cannot be completed until preliminary GIS work is complete.
3. $4 0, 000 for North Star mass meter exchange and utilization review. This project was delayed
as a result of a scheduling conflict with the meter exchange project management team. The
project is slated for May 2018.
4. $8,000 for ITN meter reading support to configure new handheld, install vehicle remote
reading equipment, modify the billing system to accommodate electronic meter reading, and
provide on -site conversion support. This prof ect was delayed as a result of the schedule conflict
with the project management team, and is slated for May 2018.
5. $54,000 for position overlap due to the pending retirement of the operations yl.yJler This
position has not yet been filled, but the position continues to be advertised.
6. $+60,000 for vegetative clearing of the transmission and distribution lines, to reduce trees and
shrubs impacting the electrical lines. This project will be ongoing.
Each of these items was to be funded in the 2017 budget and will be accomplished in 2018 instead.
INTENT:
The intent of this resolution is to reduce the 2017 Budget and increase the 2018 Budget for each of
the items listed above.
CONSISTENCY CHECKLIST:
Yes No TN/A
I. Comprehensive Plan (document source here): X
2. Strategic Plan (document source here): X
3. Other Gist) : Resolution 2 0 17-019. - X
FISCAL NOTE:
This action will have no net impact on the finances of the City, as these projects were all included in
the 2017 Budget and are being delayed into 2018 and therefore removed from the 2017 Budget and
added to the 2018 Budget.
Approved by Finance Department.-
ATTORNEY REVIEW: Yes No X
RECOMMENDATION:
Seward City Council authorize the re -appropriation of funds from 2017 to 2018 resulting from a
delay in the meter exchange and other projects,
Z
Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2017-051
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING A SOLE SOURCE CONTRACT WITH PACIFIC
POWER GROUP, FOR REPAIRS TO THE 1994 GMC SANDER/PLOW
TRUCK FOR AN AMOUNT NOT TO EXCEED $21,136.62 WITH A 15%
CONTINGENCY FOR A TOTAL AMOUNT NOT TO EXCEED $24,307.11,
AND APPROPRIATING FUNDS
WHEREAS, the 1994 GMC Sander/Plow Truck needs expensive repairs and is not
operational in its current condition; and
WHEREAS, the GMC Sander/Plow Truck is an essential piece of equipment used by the
Public Works Department; and
WHEREAS, to continue providing the highest most cost-effective level of service possible
to the community it would be in the best interest of the City to repair the Sander/Plow Truck rather
than purchase a new one; and
WHEREAS, the Public Works shop does not have the specialized equipment necessary to
complete the repairs; and
WHEREAS, Pacific Power Group has provided an estimate in the amount of $21,13 6.62 to
repair the truck; and
WHEREAS, Seward City Code 610.120(b) allows the City to utilize a specific product or
professional services which can only be furnished by a single dealer and Pacific Power Group is the
only authorized Allison Transmission dealer in the State of Alaska.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. The City Council hereby finds it to be in the public interest to sole source this
repair work to Pacific Power Group to repair the 1994 GMC Sander/Plow Truck as authorized by
Seward City Code 6.10.120(b) according to the findings above which are incorporated herein.
Section 2. The City Manager is hereby authorized to spend an amount not -to -exceed
$24,307.11 with Pacific Power Group for repairs to the 1994 GMC Sander/Plow Truck.
Section 3. Funding in the amount of $24,307.11 is hereby appropriated from the General
Fund reserves account No. 01000-0000-3400, to the Street Department Repair and Maintenance
Account No. 01000-1310-7216
70
CITY OF SEWARD, ALASKA
RESOLUTION 2017-051
Section 4. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 28th
day of August, 2017.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Johanna Kinney, MMC
City Clerk
(City Seal)
THE CITY OF SEWARD, ALASKA
Jean Bardarson, Mayor
71
Agenda Statement
Meeting Date: August 28, 2017
To: City Council
Through: Jim Hunt, CM
From: Doug Schoessler, Public Works Director
Agenda Item; 1994 GMC Sander/Plow Truck Repair
BACKGROUND & JUSTIFICATION:
A recent dealer inspection determined that the 1994 GMC Sander/Plow Truck at the public works
department needs extensive work to repair broken mounts, transmission case damage, and
transmission. The public works department does not have the means to do the repairs in house. The
estimated cost of repairs is $21,136.62 (See Attached), plus 15% contingency. Due to the specific
repairs, and per Seward City Code 6.10.120(b) allowing for the purchase of specialized product and
professional service which can only be furnished by a single dealer, or which have a uniform
published price, the administration finds that in time,, it is in the City's best interest to sole source
with Pacific Power Group in Anchorage, which is the only Allison Transmission Dealer in the state
of Alaska.
INTENT:
To complete repair to the 1994 GMC Sander/Plow Truck for winter use.
CONSISTENCY CHECKLIST:
Yes
No
N/A
1.
Comprehensive Plan (document source here):
X
2.
Strategic Plan (document source here):
X
3.
:Other (list): repair of essential equipment
X
FISCAL NOTE:
The City has received an estimate of $211,136.62 from Pacific Power Group to repair the GMC
Sander/Plow Truck. Funding for the repairs in the amount not to exceed $24,307.11 (including a
15% contingency) will come from the General Fund as this equipment is not included in the master
pool. The need for these repairs was unforeseen and funding was not included in the budget.
Approved by Finance Department: 0
ATTORNEY REVIEW: Yes No Not Applicable-X
RECOMMENDATION: Authorize and fund sanding truck repair.
72
PACIF1C
POWER GROUP
-.. 0aAlhson
M- (��ion
8001 Petersburg Street
Anchorage, AK 99507
PHONE: (907) 522-3434
FAX: (907) 344-3941
<CUS TOMER'S PO IF REQUIRED>
DATE: August 21, 2017
Equipment Type:
CITY OF SE WARD
Attn:Doug
Model No.:
PHONE:907-224-4093
Engine Information
S erial No.
UNIT I I I
S e rial No .
Engine Hours
Engine Hours
Scope of Work
Service Estimate
Project Parts Descriptions
QTY
EACH
AMOUNT
INSPECTED THE TRANSMISSION AND FOUND THE BELL HOUSING AND CASE DAMGED FROM
$ -
IMPACT. SEE ESTIMATE BELOW.
$ -
HT 750 TRANS MIS S ION
1.0
$ 7,963.00
$ 71963.00
TRANSMISSION CORE CHARGE
1.0
$ 4,953.00
$ 41953.00
SPIN ON FILTER
1.0
$ 15.00
$ 15.00
TRANS MISSION FLUID
11.0
$ 3 6.3 0
$ 399.30
TRANSMISSION OUT PUT YOKE
1.0
$ 265.00
$ 265.00
U-JOINTS
2.0
$ 83.69
$ 167.38
CARRIER BEARING
1.0
$ 61.57
$ 61.57
REAR ENGINE MOUNTS
2.0
$ 89.49
$ 178.98
FRONT ENGINE MOUNTS
2.0
$ 52.99
$ 105.98
OUTPUT NUT
1.0
$ 30.00
$ 30.00
COOLER HOSES AND FITTINGS
1.0
$ 717.00
$ 717.00
FREIGHT 2-3 WEEKS
1.0
$ 700.00
$ 700.00
INSPECTION TIME
1.0
$ 137.00
$ 137.00
R&R TRANS, INCLUDES FLUSH THE SYSTEMAND PERFORMING ADAPTATION WORK SHEET
21.0
$ 137.00
$ 21877.00
R&R FRONT MOUNT ISOLATORS, U-JOINTS AND CARRIER BEARING, AND BUILD COOLER LINES
10.0
$ 137.00
$ 11370.00
RECOMMEND REMOVING TRANSMISSION AND INSPECT FOR FURTHER DAMAGE BEFORE
$ -
ORDERING ANY PARTS. 8 HOURS INCLUDED IN R&R
$ -
OPTIONAL ITEMS TO CONSIDER
TOTAL BEFORE TAXES , SHOP S UP P LIES & ENVIRONMENTAL FEES
$19, 940.21
SHOP SUPPLIES
4%
$797.61
EN VIRONMENTAL
2%
$398.80
TOTAL LESS TAX:
$21,136.62
*** Oldparts removed from equipment will be scrapped unless otherwise instructed in writing.***
The above is an estimate based on our inspection and does not cover any additional parts or labor which
may be required after the work had been opened up. Occasionally after the work has started, worn parts
PAC:11FIC
are discovered which are not evident on the first inspection. Because of this the above prices are not
guaranteed. This estimate assumes all core charges are acceptable for return, otherwise core charges
will be added.
POWER GROUP
Prices are valid for 20 days from date of quote. All deliveries are contingent upon strikes, accidents and delays beyond our control. Title ownership to remain
in Pacific Power Group, Inc., untilpurchase price is paid in full In case a default is made in payments on account, such payments shallbe considered as
liquidated damages for freight and other charges. All contracts and agreements are subject to the written approval of an executive officer.
SUBMITTED BY: PACIFIC PO WER GROUP SALESMAN: KEN NIVA
TERMS: 18% interest per annum will be charged to allpast due accounts. In the event of litigation to enforce any of the terms or provisions herein, the
prevailing party shallbe awarded allreasonable costs and attorneys' fees. No Material returnable without written permission of the company and allgoods
must be returned transportation charges prepaid. All returns maybe subject to restocking and handling charge.
NOTE: This Estimate is valid for 30 days.
CUSTOMER SIGNATURE:
DATE:
"Dedicated T xcellence"
1pr-
VP
PORT AND COMMERCE ADVISORY BOARD (PA AUT
APPLICATION RECEIVED
NAME: AUG 16 2017
OFFICE pF THE
STREET ADDRESS:— C1T`K CLERK
MAILING ADDRESS-. �c) �C�� �� J
HOME TELEPHONE: q07- 671- 70ac%� BUSINESS PHONE:
EMAIL: � a1�.'� �J�Y 1��.,1(X :1 �'m�.. � {'��
LENGTH OF RESIDENCY IN THE SEWARD AREA: V (�f�(�i���
PRESENTLY EMPLOYED AS: V S� 1 �ya`� � C � 1 1� 1 ) �,1�.�
List any special training, education or background you have which may help you as a member of the
Board:
. 3 tevs ic� (j(s K)ovv, veof�, o.� rooifil)efoct
Have you ever been involved in port operations? If so, briefly describe your involvement:
I am specifically interested in serving on the Port and Commerce Advisory Board because:
_I�ti�o.��d ; � K�, �o � C L) n=, n��m���i fiy C'nv
�,�c�tv�e,�
Have you ever served on a similar board elsewhere'.-' Yes or No
If yes, where? When?
Are you available for meetings at noon (second Wednesday of each month)`� 'es r No
If appointed, are you willinzio travel occasionally)? (D or No
!;iTURP--' DATE 1i -
74
City of Seward
2018/2019 Biennial Budget Calendar
August 1, 2017 Transmit budget directions and forms to department managers
September 1, 2017 Department budgets due to finance department
September 1 Capital budgets due to finance
September 4 - 8 City manager and finance director meet with department managers to discuss
budget requests
September 12 5:30 p.m. Council Budget Kick -Off Work Session - General assumptions of
the budget process; identification of major policy questions; Council input on
desired programs and services; Electric utility rate discussion
September 1 - 22 Finance department develops revenue projections and determines estimated
costs of insurance, administrative fees, cost -allocations, debt service, vehicle
leases, etc.
September 25 Preliminary Budget document distributed to City Council
September 28 6:00 p.m. City Council budget work session (a)
October 2 6:00 p.m. City Council budget work session (b)
October 3 6:00 p.m. City Council budget work session (c)
October 9 City Council Meeting — Public hearing on budget
October 23 City Council Meeting - Public hearing and adoption of budget (d)
(a) Mayor & Council; City Clerk; Legislative / Community Development; City Manager / MIS; Parks and Recreation;
Parking; Police/Jail/Animal Control; Seward Senior Center; Chamber of Commerce; Legal/Finance/General
Services; Harbor, SMIC,
(b) Fire/Volunteers; Emergency Preparedness; Building Inspection; Library; Community Health Center; Hospital;
Mountain Haven; Electric; Motor Pool;
(c) Public Works (roads, city shop, snow and ice); Municipal Building; Water; Wastewater; Capital Improvement Plan;
Council direction to Administration
(d) Alternate day: November 6 or 20, 2017
Important dates: ARPA Conference Sept. 14-15; Alaska Fire Conference Sept. 25 —30; Museum Conference Sept. 27-30;
Harbormaster's Conference Oct. 2-6; AK Library Directors Oct. 3-6; ARMS meetings Oct. 4-6; Library Conference Oct.
8-14; Police Chiefs Conf. Oct. 16-26; Accufund training Oct. 22-29; ARMS Nov. 8-11; Alaska Municipal League
Conference November 13-17; Fish Expo Nov. 14-18; Utility billing training Nov. 12-18.
Note: City Council generally cancels the second Council meeting of November (Nov. 27 this year) due to
Thanksgiving holiday. However, the first council meeting of November falls on Nov. 13 which conflicts with
AML Conference this year. Clerk may ask Council to reschedule meeting to November 6 or 20.
Updated: 8/21 /2017
75
MEMORANDUM
TO: City Council
FROM: Johanna Kinney, City Clerk
DATE: May 22, 2017
RE: City projects and goals - REVISED
The following list of City Council projects and goals was reviewed and discussed at the March 20, 2017 City
Council Work Session, and revised as follows:
1. New ADA accessible parking location on west side of City Hall 1- construction underway as of 612017
2. Set location for Satellite Fire Station and Public Works Building 1
3-
4. Discussion on Air Force Rec Camp Site 4
Harbor nrano
6. Saltwater Heat Pump Project
7. Energy Efficiency of City Hall
8. Ground Transportation for Ambulance Services
9. Animal Shelter Improvements 4 — council passed a resolution 211312017
10. ¢ modernized July 21, 2017
11. Research elected/appointed official tele-conferencing possibilities for meetings 3
12. Refine Exee tiye Session Pr-oee a»roa 3_ work session held on May 8, 2017, Clerk prepared memo in
May 22, 201 7packet
13. Update the KPB Tsunami Warning message to include specific reference to the local radio
station (91.7/106.1)
14. Incentivize family entertainment -type businesses to come to Seward 4
15. Affordable Housing (including Summer Worker Housing) 1 — work sessions held May 22, 2017, June
12, 2017, July 11, 2017
16. Develop South Harbor Uplands — council supported PACAB recommendations, set building height limit
17. Seward Community Health Center Expansion
18. Building Maintenance 2
19. LED Light Conversions 2
1 Potential Work Session
2 Address as a budget consideration
3 Awaiting City Attorney input - # 11 will be scratched unless City Attorney advises differently
4 Currently underway
76
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MEMO
Date: August 28, 2017
To: Seward City Council
From: Brenda Ballou, Deputy City Clerk
RE: Appreciation For Local Support Of Student Exchange Program
This summer marked the 45th anniversary of the Student Exchange Program between Seward and its
City Sister of Obihiro, Japan. This year the City of Obihiro entrusted us with five bright and happy
high school students representing four different high schools in Obihiro.
The success of this program is due in large part to the steadfast support of our local community
members — from the families who open their homes for the visiting students, to the many local
businesses who provide discounted rates for activities. I would like to publicly acknowledge and
thank everyone for their support!
HOMESTAY FAMILIES:
• Erin & Jason Flowers
• Angela & Regan Schwertfeger
• Phyllis Shoemaker & Fred Moore
• Stephanie & Brian Mullaly
LOCAL BUSINESSES:
• Hertz Rental Car
• The Painted Whale
• Alaska SeaLife Center
• Kenai Fjords Tours
• Seavey's Ididaride
• Seward Library Museum
• Maya & Mike Moriarty
• Susan & Jim Pfeiffenberger
• Patty & Bob Linville
• Tom Tougas & Major Marine
• Trail Lake Salmon Hatchery
• Alutiiq Pride Shellfish Hatchery
• Stoney Creek Canopy Adventures
• Kayak Adventures Worldwide
• Adventure 60 Gold Panning
S EWARD INTERNATIONAL FRIENDSHIP ASSOCIATION:
• Phyllis Shoemaker Kelley Wiley Lane
August 2017 September 2017
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