HomeMy WebLinkAbout08132007 City Council Packet
The City of Seward, Alaska
August 13, 2007
Vanta Shafer
Mayor
Term Expires 2007
Willard E. Dunham
Vice Mayor
Tenn Expires 2008
Robert Valdatta
Council Member
Tenn Expires 2007
Robert Thomas
Council Member
Tenn Expires 2007
Steve Schafer
Council Member
Tenn Expires 2007
Jean Bardarson
Council Member
Tenn Expires 2008
Linda Amberg
Council Member
Tenn Expires 2008
PhiJlip Oates
City Manager
Jean Lewis
City Clerk
Brad Meyen
Cheryl Brooking
City Attorney
1.
2.
3.
4.
City Council Meeting
7:30 p.m. Council Chambers
Call to Order
Pledge of Allegiance
Roll Call
Citizens' Comments On Any Subject Except Those Items
Scheduled For Public Hearing. [Those who have signed in
will be given the first opportunity to speak. Time is limited to
2 minutes per speaker and 30 minutes total time for this
agenda item.}
5.
Approval Of Agenda And Consent Agenda [Approval of
Consent Agenda passes all routine items indicated by
asterisk (*). Consent Agenda items are not considered
separately unless a council member so requests. In the event
of such a request, the item is returned to the Regular
Agenda)
6.
Special Orders, Presentations And Reports
A. Proclamations and Awards
1. Recognition of 30 years of Excellent Service for Sue
Magyar who has retired from the City of Seward.. ...Pg 4
2. Recognition of 50 years of business for the Liberty
Theatre.................................................... ...Pg 5
3. Plaqlie of .^..pflfeeiati61l preselltes 16 Lyoo HeW fer
ever seyen years af leaseFShi13 aHa aeaie&tes ser:-i.ee all the
Seward Plar.niBg & Z6mag CetmBissieB.
(Postponed until August 27, 2007 council agenda.)
B. Sehesl Bsare R6J3ert
C. Borough Assembly Report
D. City Manager's Report
E. Seward Port and Commerce Advisory Board Report
F. Other Reports, Special Presentations
City of Seward, Alaska
August 13, 2007
Council Agenda
Page 1
7. Public Hearings
A. Items Not Required But Set For Public Hearing
1. Resolution 2007-076. Authorizing The City Manager To Appropriate Funds In
The Amount Of $5000 To The Community Built Playgrounds Project And
Authorizing The Use Of A Portion Of The Park On Ballaine As A New
Community Built Playground..................................................... ..Pg 6
2. Resolution 2007-077. Authorizing The City Manager To Appropriate Funds In
The Amount Of $5000 To The Community Built Playgrounds Project And
Authorizing The Use Of The Third Avenue Playground As A New Community
Built Playground. ... ... .............................. .......... .. . ..... . ............ ..Pg 8
8. Unfinished Business - None
9. New Business
A. Resolutions
1. Resolution 2007-079. Authorizing The City Manager To Take Specific Actions
To Remove Existing Structures In Japp (Japanese) Creek; Accomplish Repair Of
The Damage To The Japanese Creek Levee; Seek To Manage Bed Loading In
Japanese Creek; Minimize The Potential For Flood Damage In The Forest Acres
Afognak Subdivision Addition And Other Areas That Are Now Undeveloped;
And, Develop A Plan And Budget For Bed-Load Removal In Japanese Creek
That Will Provide A Model For Future Flood Plain Management........... .Pg 13
*2. Resolution 2007-080. Authorizing The City Manager To Execute A Grant
Agreement Between The State Of Alaska And The City Of Seward For The
Purpose Of Restoring Or Replacing The Historic Fountain In Hoben Park, And
Appropriating Funds.............................................................. .Pg 21
*3. Resolution 2007-081. Accepting A Grant In The Amount Of $2980.00 From
Rasmuson Foundation For Furniture Replacement In The Teen And Adult
Reading Areas Of The Seward Community Library And Appropriating
Funds................................................................................ .Pg 36
*4. Resolution 2007-082. Authorizing The City Manager To Enter Into A Purchase
Agreement With Wesco For 3 Reels 4/0 Primary Cable, For A Total Amount Not-
To-Exceed $25,162.50........................................................... ..Pg 42
B. Other New Business Items
* 1. Approval Of The July 9 And July 23, 2007 Regular City Council Meeting
Minutes And The August 1,2007 Special Meeting Minutes....................... ...Pg 51
10. Informational Items And Reports (No action required)
City of Seward, Alaska
August 13, 2007
Council Agenda
Page 2
11. Council Comments
12. Citizens' Comments [5 minutes per individual - Each individual has one opportunity to
speak.}
13. Council And Administration Response To Citizens' Comments
14. Adjournment
City of Seward, Alaska
August 13, 2007
Council Agenda.
Page 3
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Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2007-076
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,
AUTHORIZING THE CITY MANAGER TO APPROPRIATE FUNDS IN THE
AMOUNT OF $5000 TO PARKS FOR THE COMMUNITY BUILT PLAYGROUNDS
PROJECT AND AUTHORIZING THE USE OF A PORTION OF THE PARK ON
BALLAlNE AS A NEW COMMUNITY BUILT PLAYGROUND
WHEREAS, a grassroots community group, Parents Advocating Recreational Kids' Stuff
(PARKS), presented their request to raise funds privately and construct a new, custom-designed
playground for all kids ages 0 to 12 on City land.; and
WHEREAS, all Seward playgrounds are designed for children ages five to 12, so the need
for younger kids' recreation is great; and
WHEREAS, PARKS voted to present their top two City site locations to the City Council
for Council's authorization for use, and their first choice is the Adams Street Recreation Area, off
Ballaine Boulevard; and
WHEREAS, the PARKS organization commits to: A. Build a safe playground for all kids
ages two to 12 years; B. Raise money to build the playground; C. Professionally coordinate the
entire project, including design through construction; D. Supply volunteers to construct the
playground; E. Supply "Special Event" insurance or "Volunteer Insurance" through a non-profit, or
purchased to add on to the city's existing policy; F. Bring the community of Seward together and
create special bonds between people of all walks of life; G. Provide a family-friendly place for locals
as well as tourists; H. Send the message to visitors that Seward is a place that values children; I.
Provide a "survey" topographic to Leathers, Assoc.; and J. File the applications for requisite Digging
and/or Building permits with the City of Seward; and
WHEREAS, PARKS is requesting $5,000 "seed money" to contract with Leathers Assoc.
for Seward's "Design Day" cost and to purchase fundraising supplies; the City to own and maintain,
and assume liability of the park after construction; the City to prepare the site for construction
(example: fill for Ballaine site); the City Council to authorize or approve of City employees to assist
in loaning of tools and equipment and skilled operators during Build Week; the City to waive fees
for digging permit and/or building permits and plan reviews fees; and the City Council to authorize
or approve City "donation" of a temporary electric service during 5-days of construction; and
WHEREAS, the PARKS group has worked with Seward Parks and Recreation Department
to select an appropriate site and develop a plan for success.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
6
Section 1. The site ofthe sand volleyball court at Adams Street Recreation Area offBallaine
Boulevard is authorized for a community built playground.
Section 2. $5,000.00 is appropriated from Kawabe Park.
Section 3. The City will own and maintain, and assume maintenance and liability of the
park after construction and acceptance.
Section 4. The City will prepare the Ballaine site for construction by removing the sand
volleyball court and providing and grading needed fill.
Section 5. City employees are authorized to assist in loaning of tools and equipment and
skilled operators during Build Week
Section 6. The City does hereby waive fees for digging permit and/or building permits
and plan reviews fees.
Section 7. A "donation" is hereby authorized of the installation, use and removal ofa
temporary electric service to the Ballaine site during the approximate five days of
construction (for use of electric tools, etc...)
Section 8. This resolution shall take affect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 13th day of
August, 2007.
THE CITY OF SEWARD, ALASKA
Vanta Shafer, Mayor
AYES:
NOES:
ABSENT:
ABSTAlN:
ATTEST:
Jean Lewis, CMC
City Clerk
(City Seal)
.,
Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2007-077
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,
AUTHORIZING THE CITY MANAGER TO APPROPRIATE FUNDS IN THE
AMOUNT OF $5000 TO PARKS FOR THE COMMUNITY BUILT PLAYGROUNDS
PROJECT AND AUTHORIZING THE USE OF THE THIRD A VENUE PLAYGROUND
AS A NEW COMMUNITY BUILT PLAYGROUND
WHEREAS, a grassroots community group, Parents Advocating Recreational Kids' Stuff
(PARKS), presented their request to raise funds privately and construct a new, custom-designed
playground for all kids ages 0 to 12 on City land.; and
WHEREAS, all Seward playgrounds are designed for children ages five to 12, so the need
for younger kids' recreation is great; and
WHEREAS, PARKS voted to present their top two City site locations to the City Council
for Council's authorization for use, and their second choice is the existing Third Avenue Playground;
and
WHEREAS, the PARKS organization commits to: A. Build a safe playground for all kids
ages two to 12 years; B. Raise money to build the playground; C. Professionally coordinate the
entire project, including design through construction; D. Supply volunteers to construct the
playground; E. Supply "Special Event" insurance or "Volunteer Insurance" through a non-profit, or
purchased to add on to the city's existing policy; F. Bring the community of Seward together and
create special bonds between people of all walks oflife; G. Provide a farnily-friendlyplace for locals
as well as tourists; H. Send the message to visitors that Seward is a place that values children; 1.
Provide a "survey" topographic to Leathers, Assoc.; and J. File the applications for requisite Digging
and/or Building permits with the City of Seward; and
WHEREAS, PARKS is requesting $5,000 "seed money" to contract with Leathers Assoc.
for Seward's "Design Day" cost and to purchase fundraising supplies; the City to own and maintain, .
and assume liability of the park after construction; the City to prepare the site for construction
(example: removal of existing old playground and chain-link fencing); the City Council to authorize
or approve of City employees to assist in loaning of tools and equipment and skilled operators during
Build Week; the City to waive fees for digging permit and/or building permits and plan reviews fees;
and the City Council to authorize or approve City "donation" of a temporary electric service during
5-days of construction; and
WHEREAS, the PARKS group has worked with Seward Parks and Recreation Department
to select an appropriate site and develop a plan for success.
8
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. The site of the Third Avenue Playground is authorized for a community built
playground.
Section 2. $5,000.00 is appropriated from Kawabe Park.
Section 3. The City will own and maintain, and assume maintenance and liability of the
park after construction and acceptance.
Section 4. The City will prepare the Third A venue site for construction by removing the
existing playground equipment, chain link fences and grading fill.
Section 5. City employees are authorized to assist in loaning of tools and equipment and
skilled operators during Build Week
Section 6. The City does hereby waive fees for digging permit and/or building permits
and plan reviews fees.
Section 7. A "donation" is hereby authorized of the installation, use and removal ofa
temporary electric service to the Ballaine site during the approximate five days of
construction (for use of electric tools, etc...)
Section 8. This resolution shall take affect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 13th day of
August, 2007.
THE CITY OF SEWARD, ALASKA
Vanta Shafer, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Jean Lewis, CMC
City Clerk
(City Seal)
9
Council Agenda Statement
Meeting Date:
July 23, 2007
. Cind <jll'?lc'/
Phillip Oates, City Manager ~
Karin Sturdy, Parks & Recreation Director
To:
From:
Agenda Item:
PARKS Orgairization Community Built
Playground Commitment & Request
BACKGROUND & JUSTIFICATION:
A grassroots community group, Parents Advocating Recreational Kids' Stuff (pARKS) presented
their request to raise funds privately and construct a new, qIstom-designed playground for all kids
ages 0 to 12 on City land. Attached please fmd an email and site selection spreadsheet from PARKS
coordinators Christine Shepard and Father Emmanuel Williamson. The email outlines the specific,
immediate and long-term requests of the City as well as the items the group will provide.
The concept for this playground came from a group of parents with young children who discovered
the Girdwood community-built playground. The group researched information and discovered that
Girdwood community members worked with Leather, Associates who assists in designing custom-
built playgrounds to fit the needs of the kids in a: given area. One of the favored features of the
Girdwood playground is the special area designated for children under the age of five. Currently, all
our Seward playgrounds are designed for children ages five to 12, so the need for younger kids'
recreation is great.
Site Selection:
After weeks of brainstorming and idea brewing, the pARKS organization toured various City parks
and recreation possible sites with SPRD (Seward Parks and Recreation Department) staff. They
narrowed their scope to nine locations, then to three locations. They voted to present their top two,
City site locations to the City Council for your authorization for use. Their first choice is the Adams
Street Recreation Area, off Ballaine Boulevard. The sand volleyball court currently resides here.
Their second choice is the location of our current Third Avenue playground, behind Stylin' Stitches,
just immediately south of the Crab Pot Restaurant. The attached comparison spreadsheet details the
pros and cons of various concepts, issues and impacts. After discussion, the Council should be
prepared to offer a motion to select one site.
Specific Requests:
In addition to selecting and authorizing the use of City land for the future playground, the attached
email requests the following commitment from the City Council tonight:
1. Land (Ballaine is their first choice, based on site-selection data gathered, as well as ADA
parking) . .
2. $5,000 "seed money" to PARKS and allow PARKS to contract with Leathers Assoc. for
Seward's "Design Day" cost and to purchase fundraising supplies
3. The City to own and maintain, and assume liability of the park aftci construction.
4. To prepare the site for construction (example: fill for Ballaine site; Remove fencing and
existing playground equipment on 3rd Ave playground lot)
10
5. City Council authorize or approve of City employees to assist in loaning of tools and
equipment and skilled operators during Build Week (5 days): auger, backhoe, etc...
shovels, hammers, specialty tools, etc...
6. Waive fees digging permit and/or building permits and plan reviews fees. (Approximate
value not exceeding $2,575.00)
7. City Council authorize or approve City "donation" of temp. electric service installation, use
and removal during 5-days of "build week" construction (for use of electric tools, etc...).
The timeframe shall be detennined by Leathers and PARKS.
In exchange, the PARKS organization commits to: A. Build a safe playground for all kids ages two
to 12 years; B. Raise money to build the playground; C. Professionally coordinate the entire project,
including design through construction; D. Supply volunteers to construct the playground; E. Supply
"Special Event" insurance or "Volunteer Insurance" through a non-profit, or purchased to add on to
the city's existing policy; F. Bring the community of Seward together and create special bonds
between people of all walks oflife; G. Provide a family-friendly place for locals as well as tourists;
H. Send the message to visitors that Seward is a place that values children; I. Provide a "survey"
topographic to Leathers, Assoc.; and J. File the applications for requisite Digging and/or Building
permits with the City of Seward.
INTENT:
If accepted, the Council would authorize the use of certain park land for an updated, ADA accessible
playground. The City of Seward would assume ownership and maintenance of the finished product.
CONSISTENCY CHECKLIST:
Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive
Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
FISCAL NOTE:
Funding in the amount of$5,000 is available from the Kawabe Park capital project, and will be used
to pay this cost.
Approved by Finance Department: ~ ..&A~/..~
RECOMMENDATION: "f 1\'1
Approve Resolution 2007- ? f., 1. Authorizing the use of Ballaine or Third Ave Playground as a
new community built playground. 2 Appropriating $5,000 to Community Built Playground
Project Expenditures, Account Numbers 600-6000-5390. 3. Agree to items #1 through #7. ,
above.
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Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2007-079
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,
AUTHORIZING THE CITY MANAGER TO TAKE SPECIFIC ACTIONS TO REMOVE
EXISTING STRUCTURES IN JAPP (JAPANESE) CREEK; ACCOMPLISH REPAIR OF
THE DAMAGE TO THE JAPANESE CREEK LEVEE; SEEK TO MANAGE BED
LOADING IN JAPANESE CREEK; MINIMIZE THE POTENTIAL FOR FLOOD DAMAGE
IN THE FOREST ACRES AFOGNAK SUBDIVISION ADDITION AND OTHER AREAS
THAT ARE NOW UNDEVELOPED; AND, DEVELOP A PLAN AND BUDGET FOR BED-
LOAD REMOVAL IN JAPANESE CREEK THAT WILL PROVIDE A MODEL FOR
FUTURE FLOOD PLAIN MANAGEMENT
WHEREAS, Japp Creek (also known as Japanese Creek) has experienced major flooding
events in 1986 and 1995; and
WHERAS, The Forest Acres Afognak Subdivision Addition is designated as Zone C (no
requirement for federal flood insurance) in the 1981 Flood Insurance Rate Map (FIRM) but the
designation is under review, and expected to change, as a result of major flooding in the Japanese
Creek area in 1986, 1995, and 2006; and
WHEREAS, Japanese Creek has been determined a non-navigable waterway by the State of
Alaska; and
WHEREAS, the proper maintenance of stream bed-loading in Japanese Creek, by the City of
Seward, requires the cooperation of a private property owner; and
WHEREAS, in response to the flooding events, the City of Seward obtained federal funding
from the U.S. Department of Agriculture through. the National Resource Conservation Service
(NRCS) in 1999 to build the Japanese Creek levee extension; and
WHEREAS, on November 22, 2000 a grantor and private landowner conveyed to the City of
Seward a levee easement, containing certain terms and conditions for construction of the Japanese
Creek levee extension; and
WHEREAS, the easement grantor/private landowner has the right to also use the land
provided such use shall not in any way interfere with the purpose for which the easements have been
granted or compromise the integrity of the levee; and
WHEREAS, the easement grantor/private landowner built a road, bridge and culvert in the
Japanese Creek floodway without a permit from the City of Seward; and
WHEREAS, during the 2006 major flooding event the levee sustained damage in three
sections ofthe levee; and
13
CITY OF SEWARD, ALASKA
RESOLUTION 2007-079
WHEREAS, the City of Seward received a letter dated December 8, 2006 from the State of
Alaska Department of Commerce Floodplain Management Program Coordinator identifying serious
floodplain management concerns about the unregulated development in Japanese Creek that included
the access road, culvert and bridge extending across and blocking the floodplain; and
WHEREAS, two separate engineering assessments (William J. Nelson & Associates in
November 2006 and Shannon & Wilson, Inc. in June 2007) indicated that primary contributing
causes for the damage to the Japanese Creek Levee were the road, culvert, and bridge extending
across the floodplain; and
WHEREAS, William 1. Nelson & Associates found that floodwater being temporarily
slowed down upstream ofthe road and bridge was to allow deposition ofa large volume of rock and
gravel sediment in the bypass channel, thereby decreasing the capacity of the channel and reducing
levee freeboard; and
WHEREAS, the City of Seward has been requested by a developer to enter into a
subdivision agreement for the Forest Acres Afognak Addition that is adjacent to Japanese Creek;
and
WHEREAS, SCC 15.25.050.4.(a) directs that all subdivision proposals shall be consistent
with the need to minimize flood damage; and
WHEREAS, SCC 15.25.050.4.( d). directs that where base flood elevation data has not been
provided or is not available from another authoritative source, it shall be generated for subdivision
proposals which contain fifty lots or five acres, or greater; and
WHEREAS, an accurate Base Flood Elevation (BFE) in an alluvial fan streambed requires
annual bed loading removal and maintenance to a consistent level; and
WHEREAS, the National Flood Insurance Program rules do not permit development in the
floodway that increases flood levels; and
WHEREAS, the City of Seward faces the loss of federal disaster assistance funds if federal
or state guidelines for floodplain management are not followed (44 CFR, Ch. I, 10-1-90 Edition,
FEMA).
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA, that:
14
CITY OF SEWARD, ALASKA
RESOLUTION 2007-079
Section 1. Authorize the City Manager to pursue the following courses of action:
1. Require removal of the road, bridge and culvert in Japanese Creek, as previously agreed
to by the developer.
2. Require the developer to repair damaged sections of the Japanese Creek levee in
accordance with the original design specifications of the levee.
3. If the developer does not repair the levee, the City of Seward will repair the levee and
pursue reimbursement of the repair costs from the developer.
4. Require private property owners of non-navigable streams, as riparian owners, to remove
stream bed loading as legally required.
5. Do not enter into a subdivision agreement for the Forest Acres Afognak Addition until
the City of Seward and/or the developer, in accordance with SewaniCity Code,
establish a Base Flood Elevation (BFE); provisions in the subdivision agreement to
minimize the likelihood of flood damage; and, revise the City Code to establish the
long-term obligations of the City of Seward, developers and property owners for bed-
load maintenance in new development areas that are prone to flooding.
Section 2. Direct the City Manager to develop a plan and budget for annual inspection
and maintenance ofthe Japanese Creek Levee and bed-load removal in Japanese Creek
that will provide a model for future flood plain management in the City of Seward.
Section 3. This resolution shall take affect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13th
day of August, 2007.
THE CITY OF SEWARD, ALASKA
Vanta Shafer, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Jean Lewis, CMC,
City Clerk
(City Seal)
15
Council Agenda Statement
Meeting Date:
August 13,2007
From:
Phillip Oates, City Manager ~
Agenda Item:
AUTHORIZING THE CITY MANAGER TO TAKE SPECIFIC
ACTIONS TO REMOVE EXISTING STRUCTURES IN JAPP
(JAPANESE) CREEK; ACCOMPLISH REPAIR OF THE DAMAGE
TO THE JAPANESE CREEK LEVEE; SEEK TO MANAGE BED
LOADING IN JAPANESE CREEK; MINIMIZE THE POTENTIAL
FOR FLOOD DAMAGE IN.. THE FOREST ACRES AFOGNAK
SUBDIVISIONADDmON AND OTHER AREAS THAT ARE NOW
UNDEVELOPED; AND, DEVELOP A PLAN AND BUDGET FOR
BED-LOAD REMOVAL IN JAPANESE CREEK THAT WILL
PROVIDE A MODEL FOR FUTURE FLOOD PLAIN
MANAGEMENT
BACKGROUND & JUSTIFICATION:
Seward has experienced three major flood events since .1986, which have caused extensive damage
to public and private infrastructure. As a result of flooding and upon recommendations from the
multi-agency task force charged with developing a plan to mitigate future flood events (including
FEMA, Kenai Peninsula Borough, State of Alaska Division of Emergency Services, State DOT,
City of Seward, National Resource Conservation Service, Alaska Railroad Corporation, and other
interested parties), the City constructed the Japanese Creek levee. In order to ensure the continued
safety of the Seward community from risks of future flooding, the City administration is proposing
specific measures to mitigate flooding. These measures include recommendations to address the
ongoing need to reduce bed loading in local streams, to repair damage caused to the levee, and to
enforce floodplain mnnngement requirements aimed at minimizing the potential for future flood
damage to life and property.
CONSISTENCY CHECKLIST
Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive
Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
FISCAL NOTE
The City has received estimates relative to the costs to repair damage to the existing levee, to
upgrade the levee, and to remove a portion of the bed loading in the northwest bypass channel
only. Funding for these projects may be available from a grant from the State of Alaska. Each of
these issues will be brought forward to the Seward City Council for approval and appropriation
prior to proceeding with ~Jiga!ion and/or l"ePairs.
Approved by Finance: ~~
16
RECOMMENDATION
City Council authorize the City Manager to pursue the following courses of action:
1. Require removal of the road, bridge and culvert in Japanese Creek, as previously agreed
to by the developer.
2. Require the developer to repair damaged sections of the Japanese Creek levee in
accordance with the original design specifications of the levee.
3. If the developer does not repair the levee, the City of Seward will repair the levee and
pursue reimbursement of the repair costs from the developer.
4. Require private property owners of non-navigable streams, as riparian owners, to remove
stream bed loading as legally required.
5. Do not enter into a subdivision agreement for the Forest Acres Mognak Addition until
the City of Seward and/or the developer, in accordance with Seward City Code, establish
a Base Flood Elevation (BFE); provisions in the subdivision agreement to minimize the
likelihood offlood damage; and, revise the City Code to establish the long-term
obligations of the City of Seward, developers and property owners for bed-load
maintenance in new development areas that are prone to flooding.
Direct the City Manager to develop a plan and budget for annual inspection and maintenance of
the Japanese Creek Levee and bed-load removal in Japanese Creek that will provide a model for
future flood plain management in the City of Seward.
17
Fact Sheet
SUBJECT: Japanese Creek Levee & Forest Acres Afognak Addition Subdivision
Agreement
PURPOSE: To provide the City Council facts regarding the Japanese Creek Levee and
the October 2006 flooding and their impact on the Forest Acres Afognak Addition
Subdivision Agreement.
FACTS BEARING ON THE ISSUE:
I. The National Flood Insurance Program (NFIP) Guidebook states "Traditional
solution to flood problems has been to construct protection works such as dams,
diversions, levees and floodwalls. Despite tremendous expenditures for structural
projects, flood losses have continued to increase year after year. Structures also
build a false sense of security and can result in greater damage' and higher
casualty rates if they fail."
2. The FEMA guidebook on Reducing Losses in High Risk Flood Areas states:
"Levees are the most common type of flood control works. They do not reduce
flood losses. Overtime, a levee's history - and the limitations on its protective
capability - are easily forgotten. Levee overtopping or failure is involved in
approximately one-third of all flood disasters." .
3. The NFIP Guidebook states "Government now sees the solution to avoiding flood
damages lies in not keeping the water away from people but to keep people away
from the water."
4. Participation in NFIP requires the community to adopt and enforce floodplain
ordinances that regulate development in the community's floodplains. .
5. Two fundamental objectives of NFIP are to enSure new buildings will be free
from flood dllmllge and to prevent new developments from increasing flood
damages on existing properties.
6. Four goals of NFIP are to provide flood insurance coverage not generally
available; stimulate local floodplain management to guide future development;.
emphasis less costly flood control regulatory measures over structural measures;
and reduce' federal disaster costs by shifting the burden from taxpayers to
floodplain occupants.
7. Federal flood insurance is only available to those communities that participate and
are in good standing with NFIP. Flood insurance is required for federally backed
loans to purchase or build structures located in any special flood hazard area
(floodplain).
8. The Forest Acres Afognak Addition Subdivision property is currently Zoned C
(no flood hazard) on the FIRM, but is being revised based on the 1986 and 1995
flood events.
9. The City, under Ordinance 98-11, amended Seward City Code Title 15 Planning
and Zoning, by adding Chapter 15.25 Floodplain Management. Section
15.25.050.A.4. that states: "When base flood elevation data has not been provided
or is not available from another authoritative source, it shall be generated for
subdivision proposals which contain fifty lots or five acres, or greater."
19
10. NFIP and City Code require buildings in a floodplain to have the lowest floor
elevated (including basement) elevated at least to or above the Base Flood
Elevation.
11. NFIP & City Code both require development permits, Which includeS mining;
dredging, filling, grading, excavating, roads, bridges, culverts and altering or
relocating stream channels within a regulatory floodplain.
12. If base flood elevation is not available from Flood Insurance Rate Map (FIRM) or
Flood Insurance Study then the best available data from Federal, state or local
source should be used.
13. Japanese Creek levee extension was built in response to 1986 and 1995 flooding
events. The extension was built on the creek's alluvial fan and bed loading will
consistently.change the creek's hydraulics unless evaluated annually and removed
as required. Levee has constricted the alluvial fan by approximately 90%, thus
normal process of stream migration can't occur making bed load removal critical
and continuous.
14. The FEMA guidebook entitled Reducinl! Losses in Hilili Risk Flood Areas states:
"Flooding on alluvial fans causes greater damage than clear water flooding for
several. reasons:
a. Floodwaters move at higher velocities due to steep slopes and lack of
vegetation. .
b. Floodwaters contain large amounts of sediment and debris including
boulders and trees.
c. Floodwaters are not confmed to a single channel."
It further states: "Often alluvial fans are mapped and regulated as shallow
flooding areas...under.estimate actual risk on fans because they are based on
depth of flooding alone. ..do not reflect potential damage."
15. The FEMA guidebook on Reducing Losses in HilZh Risk Flood Areas states:
"Fans may be kept in an undeveloped condition through public purchase rather
than regulation. Fans can be used as parks, recreation areas or open space where
public access is desirable. Such an approach is expensive but avoids constitutional
problems and allows active public use of the fan."
16. The City was considering purchasing the Forest Acres Mognak Addition
Subdivision property for constructing a Long Term Care Facility (LTCF).
17. The Alaska Department of Commerce Floodplain Management Program
Coordinator identified serious concerns. with the lack of enforcement and
compliance with the City's Title 15.25 Floodplain Management Ordinance during
a September 2006 visit. The serious concerns were the unregulated development
in the floodplain behind the Japanese Creek levee, specifically, the access road,
culvert and. bridge extending across and blocking the floodplain, gravel piles
. encroached in the floodplain, and evidence of heavy equipment work within the
floodplain corridor.
18. During the October 2006 flooding event, the Japanese Creek levee extension kept
water from areas previously flooded during the 1986 and 1995 floods, but
sustained damage in three sections.
19. In a letter dated December 8, 2006, the Alaska Department of Commerce
Floodplain Management. Program Coordinator stated that the unregulated
J9
development in the floodplain appears to have added to the damage to the
Japanese Creek levee and regarding the LTCF that the City "Avoid future
development in the areas below the levee that have been illustrated as having
flooded in 1986 and 1995, until such time as:
a The levee bas been certified as providing 1 % flood protection + 3 feet
freeboard height above the Base Elevation (1 % flood), or
b. The critical facility site can be determined to be adequately filled and
armored to the Base Flood Elevation = 2 feet or the Design Flood
Elevation (whichever is higher).
20. The Corps of Engineers and Natural Resources Conservation Service have both
declined to certify the levee. FEMA regulations address a procedure for
recognizing a levee which requires all the documentation including a maintenance
plan be evaluated by an independent engineering firm.
21. After the October 2006 flood event, Wm. J. Nelson & Associates, Japanese Creek
levee extension designer, was contracted to perform a damage study that
recommended: repairs to the levee include reconstruction to match the original
design cross section in three locations and to remove 70,000 cubic yards of
material from the bypass channel (estimated cost - $360,000) (private property
with sole ownership). Also as an option to [reinforce rip rap in the lower portions
of the levee (estimated cost - $806,000)].
22. Mr. Nelson further stated: "The levee was designed with ':freeboard' that provides
additional flow capacity in excess of the capacity calculated for the 100 year
design flood event Provision of freeboard allows sediment to accumulate during a
flood without causing the flood water level to breach the level, however, the
potential exists for sediment to accumulate to the extent that the capacity of the
levee would be reduced and the levee's ability to resist floods would be
exceeded." In order to prevent this eventuality, it is necessary to maintain the flow
capacity of the levee by periodically removing the accumulated sediment"
23. Shannon & Wilson, Inc. was contracted on 19 Jan 07 with three tasks one of
which was to provide an opinion regarding contributing factors to the observed
levee damage. The Shannon & Wilson assessment was received on 29 June and
their conclusions were
a That the ".. . access road and bridge impounded water upstream.. . drainage
path beneath the bridge was clogged... water was able to flow over the
bridge access road...erode a new channel that generally flows...against
the levee...because ofimpoundment....flowed at significantly higher
rates...combination of high flow rates in the rerouted sections of the
channel are responsible for the levee damage observed in October 2006."
b. That... "the shape (alignment) of the levee may also have made the levee
more prone to erosion... two areas of damage downstream...are on the
upstream side convex curve apexes in the levee alignment. "
24. The majority of the main channel, bypass channel and the levee itself are on
privately owned property (Mognak), with the levee built through an easement.
20
Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2007-080
A RESOLUTION OF THE CITY COUNCIL OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO EXECUTE
A GRANT AGREEMENT BETWEEN THE STATE OF ALASKA
AND THE CITY OF SEWARD FOR THE PURPOSE OF
RESTORING OR REPLACING THE HISTORIC FOUNTAIN IN
HOBEN PARK, AND APPROPRIATING MATCHING FUNDS
WHEREAS, the State of Alaska, Historic Preservation Office has provided the
City of Seward with a Historic Preservation Fund Grant for the purpose of restoring or
replacing the historic Hoben Park fountain; and
WHEREAS, the total project cost is anticipated at $47,300.00 with a Federal
share of $28,380.00 and a local match of $18,920.00, of which, the City's match for this
project will be provided by funds already dedicated to the Hoben Park Capital Project
Fund for the reconstruction; and
WHEREAS, Hoben Park is currently on the National Register of Historic Places
and the local Seward Register of Historic Places; and
WHEREAS, the community will benefit from the historic Hoben Park
restoration project; and
WHEREAS, the City of Seward is currently in the process of restoring the
historic Hoben Park, in accordance with the historic restoration plan approved by Council
Resolution 2003-85; and
WHEREAS, on September 27, 2006 the Seward Historic Preservation
Commission approved Resolution 2006-06 recommending the City apply for the Historic
Preservation Fund grant to assist with the historic reconstruction of Hoben Park.
NOW, THEREFORE, BE IT RESOLVED BY THE SEWARD CITY
COUNCIL CITY OF SEWARD, ALASKA, that:
Seward City Council
Resolution 2007-080
Page 2 of2
Section 1. The City Manager is hereby authorized to execute the Historic
Preservation Fund grant agreement, as presented at this meeting, from the State of Alaska
Historic Preservation Office of the Department of Natural Resources in order to restore or
replace the historic Hoben Park fountain.
Section 2. The City Manager is hereby authorized to accept a grant from the
Historic Preservation grant in the amount of $28,380 to grant account no. 81-8100-4680-
0200, and to provide matching funds in the amount of $18,980.00 from the Hoben Park
Capital Project Fund, and appropriate the entire amount of $47,300 to the Hoben Park
Capital Project Fund account no. 810-8100-5390.
Section 3.
This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
13th day of August, 2007. .
THE CITY OF SEWARD, ALASKA
Vanta Shafer
Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Jean Lewis, CMC
City Clerk
(City Seal)
..,"-j
;0..4.-
Council Agenda Statement
Meeting Date:
August 13,2007
~ O~S"1s<
~~'f>
!:~~.. '" ~
" "~""'--l
b;~~;~
'l{4S"'~
Through:
Phillip Oates, City Manager ~
Donna Glenz, Planning Assistant
From:
Agenda Item:
Authorizing the City Manager to execute a
grant agreement between the State of Alaska and the City
of Seward for the purpose of restoring or replacing the
historic fountain in Hoben Park, and appropriating funds
BACKGROUND & JUSTIFICATION:
The State of Alaska, Department of Natural Resources Office of Historic Preservation has
awarded a grant to the City of Seward to restore or replace the historic Hoben Park Fountain.
The commumty will benefit from the historic Hoben Park restoration project. The Hoben Park
restoration project dates back to 1995 when the Ad Hoc Committee was formed and discussions
were held regarding naming the park. The most recent restoration projects, in the effort to bring
the park back to its historic significance of 1922-1940, were the installation of historic lamp
posts and continuing efforts to refurbish and install historic wrought iron fencing along Hoben
Park's North and West boundaries. Hoben Park is currently on the National Register of Historic
Places and the Seward Register of Historic Places.
This project will continue to raise awareness of Seward's history and the ongoing need to
preserve it. These activities are beneficial in maintaining community spirit and to the visitor
industry.
The total project cost is anticipated at $47,300.00 with a Federal share of $28,380.00 and a local
match of $18,920.00, of which, the City's match for this project will be provided by funds
already dedicated to the Hoben Park Capital Project Fund for the reconstruction
CONSISTENCY CHECKLIST:
Where applicable, this resolution is consistent with the Seward City Code, Charter,
Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
FISCAL NOTE:
The total project cost is estimated at Forty-seven Thousand Three Hundred Dollars ($47,300.00)
with a federal share of Twenty-eight Thousand Three Hundred and Eighty Dollars ($28,380.00)
and a local match of Eighteen Thousand Nine Hundred and Twenty. Dollars ($18,920.00). The
City match for this project will be by funds which have already been dedicated to the Hoben
Park Capital Project Fund reconstruction of Hoben Park.
23
Finance Approval ~ JU.l"~;'"
RECOMMENDATION: ~O
Council approve Reso]ution 2007-_ authorizing the City Manager to execute a grant
agreement between the State of Alaska and the City of Seward, accept grant funds in the amount
of $28,380.00 to grant revenue account no. 8]0-8100-4680-0200, appropriate $18,920.00 from
the Hoben Park Restoration fund balance account no. 810-0000-3050 to the project no. 810-
8]00-5390, and authorizing expenditures totaling $47,300.00 in order to restore or replace the
Historic Fountain in Hoben Park.
~41
Sponsored by: Staff
CITY OF SEWARD, ALASKA
mSTORIC PRESERVATION COMMISSION
RESOLUTION 2006-06
A RESOLUTION OF THE SEWARD mSTORIC PRESERVATION
COMMISSION, PROPOSING THE REPLACEMENT OF TIlE PARK
FOUNTAIN IN SUPPORT OF THE HOBEN PARK RESTORATION
MISSION AS THE GRANT PROJECT FOR TIlE FY-07 5010 STATE OF
ALASKA, DEPARTMENT OF NATURAL RESOURCES, mSTORIC
PRESERVATION FUND GRANT
WHEREAS, each year the State of Alaska, Department of Natural Resources, Historic
Preservation Office offers a Historic Preservation Fund Grant to Certified Local Governments;
and
WHEREAS, the City of Seward, Historic Preservation Commission has applied for and
has been awarded several of the annual Historic Preservation Fund Grants; and
WHEREAS, the Hoben Park restoration project dates back to 1995 when the Ad-hoc
committee was formed and discussions were held regarding the naming of the park; and
WHEREAS, Hoben Park is on the Seward Register of Historical Places and the National
Register of Historic Places; and
WHEREAS, the community will benefit from the historic Hoben Park restoration
project; and
WHEREAS, the Seward Historic Preservation Commission held a work session for the
discussion and selection of a FY -07 grant project on September 22, 2006; and
WHEREAS, the Hoben Park fountain replacement under the restoration mission was
supported as the FY07 CLG grant project of choice.
NOW, THEREFORE, BE IT RESOLVED by the Seward Historic Preservation
Commission of the City of Seward, Alaska that:
25
Seward Historic Preservation Commission
Resolution 2006-06
Page 2 of2
Section 1. The Seward Historic Preservation Commission hereby selects the Hoben Park
fountain replacement as the project specified for the FY -2007 Historic Preservation Fund grant
through the State of Alaska, Department of Natural Resources.
Section 2. The Seward Historical Preservation Commission will collaborate with City Staff
in the preparation of the grant documents and provide historical oversight during the project.
Section 3. The Seward Historical Preservation Commission urges the Seward City Council
to adopt its own resolution in support and in acceptance of the 2007 5010 Certified Local
Government - CLG grant if I when issued, using matching funds available from an appropriation
by resolution to Hoben's Park dated: July 1, 1998: Res. 98-069 (FY 99 General Fund Capital
Budget).
Section 4.
This resolution shall take effect immediately upon its adoption.
P ASS~D AND APPROVED by the City of Seward, Alaska this 27th day of September, 2006.
THE CITY OF SEWARD
Historical Presen'ation Commission
AYES:
NOES:
ABSENT:
ABSTAIN:
Carpenter, Hershock, Huber, Luther, Swann
None
Kovac
None
ATTEST: ,\\,UIII1'1
,..", OF SEt?""
.... :-\00{ ......... ~....."
$ U:....o?J'o~..~() ~
.. . ,'.u (<:: . ;:,
~ :~ ___ 0-. ..
(CitfSaaJ) SEAL \ :
=: ~ Ie:
as \ . -
- ~ -+- :::
~ -.WoO ~... ~
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"'ltiln'i\\'
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! ) ~/
~-/;{!.(2/t', " )(AA~
Jean hWlS '
City tIerk '
:>In.
HISTORIC PRESERVATION FUND
STATE~OCALGRANTAGREEMENT
Project #07482
is grant agreement is between the State of Alaska, by and through the State Historic
reservation Officer for purposes ofthe Nationa] Historic Preservation Act of ] 966, as amended,
P.L. 96-5]5) HEREAFTER, THE STATE, AND,
HEREAFTER, THE GRANTEE,
Address Street or P.O. Box], City, State, Zip Code)
Article]. Grant Project Title: Hoben Park Fountain Restoration
ic]e 2. Appendices: Appendices referred to in this agreement and attached to it are
considered part of it.
Performance of Services
3.1 Appendix A sets forth the services to be performed by the Grantee.
3.2 Appendix B sets forth the project budget.
3.3 Appendix C sets forth the project progress and final reports which must be
supplied to the State, and special conditions of the grant.
3.4 Appendix D sets forth the financial reports that must be supplied to the State,
the payment schedule for the disbursement offunds to the Grantee, and
audit requirements.
3.5 Appendix E sets forth required amendment procedures.
3.6 Appendix F - Assurances Non-Construction Programs or Assurances
Construction Programs (as applicable); DI-201 0 Certifications Regarding
Debarment, Suspension and Other Responsibility Matters, Drug-Free
Workplace Requirements and Lobbying; Statement of Willingness to Comply;
and any other applicable Federal or State statutes, and the requirements of the
National Park Service govern the performance of services under this grant.
3.7 Appendix G - project proposal as submitted by the Grantee is made a part of
this agreement by this reference.
icle 4. Period of Performance: The period of performance of the grant agreement begins
and ends 9/30/08 . There
04/07
can be no extensions of time.
Consideration
5.1 The estimated total cost of the project is $ 47.300.00
The Federa] share of the project is $ 28,38000
The estimated non-federal share of the project is $ 1 R, Q.,o 00
5.2 In full consideration of the Grantee's performance under this grant agree-
ment, the State shall apply to the National Park Service for sixty percent
(60%) of the estimated total cost of the project or sixty percent (60%) of the
actual total cost of the project, whichever is less, in accordance with Appen-
dix B and Appendix D of this agreement.
5.3 An administrative surcharge in the amount of 10 % of the total direct
costs shall be assessed and retained by the State.
5.4 Twenty percent (20%) of the total payment to Grantee will be withheld
until final products and completion reports have been sl)bmitted and approved.
HFP State/Local Agreement
-'- ?7
Page 1
5.5 When billing the State, the Grantee shall refer to the State Grant Number and send
the billing to mailing address:
Department of Natural Resources
Division of Parks and Outdoor Recreation
Office of History and Archaeology .
550 West 7th Avenue, Suite 1310
Anchorage, AK 99501-3561
SIGNATURE BLOCKS FOR DNR USE ONLY
GRANTEE . GRANT TRACKING DATA
Name of Entity AWD
LOC
Signature UWA
GRT
Typed or Printed Name and Title Authority
ADMlNISTERING AGENCY Source RD
Department of Natural Resources Encumbrance No.
Division of Parks and Outdoor Recreation Financial Coding
Office of Historv and Archaeolol!V Vendor No.
Signature Project Name
Typed or Printed Name and Title Purpose of Grant
Judith E. Bittner, State Historic Preservation Officer
NOTARY STATEMENT
This certifies that on the day of , 2007, before me a
Notary public in and for the State of Alaska, duly commissioned and sworn, personally
appeared ' to me known and known to me to be the person
described in and who executed and acknowledged the foregoing instrument on behalf of the
. The said ' after being duly
sworn according to law, stated to me under oath that he is the
for the and that he executed and acknowledged the same
freely and voluntarily as the free and voluntary act and deed of the
WITNESS my hand and official seal the day and year in this certificate first above written.
Notary Public in and for the State of Alaska
Commission expires:
n4/07
HFP StateILocaI Agreement
2B
Page 2
APPENDIX A - SCOPE OF WORK
Grant Project Name: Hoben Park Fountain Restoration
Grant Project Number 07482
Grant Period: October 1. 2006 to September 30. 2008
Federal share: $28.380.
Recipient agrees to restore the historic fountain in Hoben. All work will comply with Thf!
Secretary of the Interior's Standards for the Treatment of Historic Properties. 1995
(htto://www.cr.nos.gov/hos/tos/standguide/index.htm ).
Monk .'.flFil 2007
Q,,~ .. S~pt
Submit to the Office of History and Archaeology (OHA) a
protective covenant updated to be in effect for 10 years. This
must be done before disbursement of any Historic Preservation
Junds.
~ Oct, Jan, April, July.
Submit to OHA a quarterly progress report for the previous three
(3) months, describing project activities and referencing this Scope
of Work.
April2y( :2008
Complete Section 106 review process. The submission must
identify the type of treatment and treatment standards to be met
and include a draft design for fountain's repair/replacement. This
must be done before any construction work begins.
May~ eP.oog
. .
Prepare request for proposals, advertise, and selectcontractor(s)
for the project. The RFP must indicate the contractor(s) will use
The Secretary of the Interior's Standards for the Treatment of
Historic Properties, 1995
(htto://www.cr.nps.govlhos/tos/standguide/index.htm) in planning
and doing the work. Additional grant funds cannot be spent on the
project until OHA has determined qualified contractors will do the
project work.
June~ ~oo 6
Document conditions before starting work with photographs; send
copies of proof sheets or photographs to OHA with a photo log
providing a description, the direction each photograph was taken
from, date, photographer, and location of the negative or digital
file.
June-September).9tl1.1DOS
Restore or replace, as appropriate, the historic fountain in Hoben
Park.
September~ ;200!
Arrange and make a site visit and inspection to the park for the
Seward Historic Preservation Commission.
September30~ ).oog
Submit final products to OR-\.:
1) 3 copies of a narrative project report that describes activities
Ii (who, what, where, when, why) done with the grant funds.
a1J- cl..o.J:i, ~ ~ The report must detail how the work met The Secretary of the
.1Ei. ~lti~~r'l Interior's Standardsfor the Treatment ofHis~ori~ Properties,
P,wA U/ . ~A) 1995 (htto://www.cr.nos.govlhos/tos/standgUldelmdex..htm).
.,.. c..+" cu- The report must include the date of the Seward Historic
71 (pI' 1 Preservation Commission site visit, and representative
photographs taken during the grant period with a photograph
HFP StatelLocal Agreement J '", 2 9 Page 3
04/07
log providing a description for each photo, direction of the
camera, date, photographer, and location of the negative or
digital file. If digital, submit a CD of each photo.
2) minutes of the Seward Historic Preservation Commission
meeting(s) showing its awareness and participation in the project.
3) final billing.
04/07
HFP State/Local Agreement
~
Page 4
APPENDIX B - BUDGET
Grant Project Name: Hoben Park Restoration
Grant Project Number: 07482
COST CATEGORIES:
Personal Services*
Travel/Per Diem
Materials/Supplies
Contractual
Other
Direct Costs
X 10% State admin surcharge
Total Project Costs
40% Grantee Match
60% Federal share
less surcharge
Maximum Grantee Payment
43000.00
43,000.00
4,300.00
47,300.00
18,920.00
28,380.00
(4,300.00)
24080.00
* Services shall be valued at the employee's regular mte of pay provided these services are for the
same skill for which the employee is normally paid. If the services are not for the same skill for
which the employee is normally paid the person must be professionally skilled in the work being
performed. When this is the case, the wage rate used will be consistent with those paid for similar
work in the labor market in which the grantee competes.
If a volunteer performs services outside his profession or trade, volunteer time must be valued at
the Federal minimum wage rate unless a higher rate can be documented as applicable and is
approved by the SHPO.
In no case may an employee or consultant services be charged at a rate of more than $80.37 per
hour to the grant. If employee or consultant services exceed this rate, only the amount up to and
including $80.37 may be charged to the HPF grant or used as matching expenses.
04/07
HFP StateILocal Agreement -
J ,~l
Page 5
'11
APPENDIX C - SPECIAL CONDITIONS
Grant Project Name: Hoben Park Restoration
Grant Project Number: 07482
1. Quarterly progress reports detailing project activity to date will be due on or before
October 31, 2007, January 31, 2008, April 30,2008, and July 31, 2008 or until a
final narrative project report, financial reports, and final products as identified in
Appendix A - Scope of Work are submitted to and accepted by the State Historic
Preservation Officer. The final narrative report is distinct from the final products.
It details the methodology. activities and timeline over the life of the grant - See
Appendix D.
2. A1I project products must comply with the Secretary of the Interior's "Standards
and Guidelines for History and Archaeology". The final products must detail how
the work complied.
3. A1I publications using information gathered under this grant must acknowledge
support by the National Park Service and the Alaska Division of Parks and Outdoor
Recreation, Office of History and Archaeology in the following manner:
The research for this publication has been financed in part with Federal
funds from the National Park Service, Department of the Interior, and
through the assistance of the Office of History and Archaeology,
Department of Natural Resources. However, the contents and opinions
expressed do not necessarily reflect the views or policies of the Department
of the Interior or the Department of Natural Resources, nor does the
mention of trade names or commercial products constitute endorsement or
recommendation by the Department of the Interior or the Department of
Natural Resources.
4. Appendix D - Reporting Requirements, Payment Schedule and Audit
Requirements, Appendix E - Amendment Procedures, Appendix F - Assurances
and Certifications, and Appendix G - Project Proposal as submitted by Grantee are
made a part of this Agreement by reference.
5. In addition to the terms detailed in this Subgrant Agreement, all Federal
requirements governing grants (Office of Management and Budget Circulars A-87
or A-122, A-102 or A-I 10, and A-128) are applicable.
6. This Sub grant Agreement provides for the voluntary and involuntary suspension or
termination of said Agreement consistent with a1l Federal requirements governing
grants.
04/07
HFP StateILocal Agreement
Page 6
32
APPENDIX D - FINANCIAL REPORTING REQUIREMENTS,
PAYMENT SCHEDULE AND AUDIT REQUIREMENT
Grant Project Name: Hoben Park Restoration
Grant Project Number: 074R?
Section I: FINANCIAL REPORTING REQUIREMENTS
Financial progress shall be monitored by the State. Project billings may be submitted as often as
quarterly. Each billing request must be accompanied by a narrative progress report for the
corresponding period.
A careful financial accounting of the grant project will be maintained by the Grantee, copies of
which must be submitted to the State Historic Preservation Officer to document reimbursement
requests. Failure by the Grantee to provide adequate financial reports or required documentation
will provide cause for withholding reimbursement.
Appendix B of this agreement lists eligible work items for the project. Use this itemization as a
basis for reporting. The following items must be included with all requests for reimbursement:
A. A signed. completed Summarv of Documentation with attached source documentation for
federal and non-federal costs must be submitted to request cost reimbursement and to
document matching share. Source documentation consists of paid bills, payrolls,
invoices with canceled check copies, receipts of payment by vendor/contractor,
donated service documentation forms signed by person donating and a supervisor,
equipment use forms, etc.
B. Where required,justification for charges should accompany the invoices. For example,
payment of salaries should be supported by time sheets and justification of rate of pay.
Rental equipment must be supported by time or use statements with appraisal letter. Where
work has been done under contract, include a copy of the contract with statement for choice
of contractor and fee for consultant service.
Section II: PAYMENT SCHEDULE
Payment requests will be generated by the State Historic Preservation Office on a quarterly basis.
So that federal billing deadlines may be met, reimbursement requests from the grantee must reach
this office by July 31, October 31, January 31, and April 30. Reimbursement will be forwarded to
the grantee approximately thirty (30) days following the quarterly deadline dates. Ouarterly
payments will not be made if acceptable narrative progress reports are not received for the
corresponding period. (See Appendix D, Section I).
Payments are made on a cost reimbursement basis. Twenty percent (20) of the total payment to
Grantee will be withheld as a retainer until completion of the project and acceptance of the final
project documentation by the State Historic Preservation Officer. Final reimbursement will be
made upon receipt of acceptable final products, acceptable performance and completion reports,
financial reports, expenditure documentation, plus any special conditions of the grant.
The Office of History and Archaeology must be notified at least three (3) months prior to the
project completion date should the grantee anticipate any unexpended funds.
04/07
HFP StatelLocal Agreement
33
Page 7
Section III: FINAL NARRATIVE PROJECT REPORT
The final narrative project report is required as part of the grant closure documents. Use
the following format:
I) Project title/name
2) Grant number
3) National Register property name/address (if applicable)
4) Detail the work (by whom, when, what) accomplished with the grant. All items in
APPENDIX A - Scope of Work must be discussed.
5) Describe how project work complied with the Secretary of the Interior's "Standards
and Guidelines for History and Archaeology".
6) Describe how the local historic preservation commission was kept advised of the project.
7) Describe differences between planned and actual major work items and explain.
8) Provide dates, list of participants and minutes of all public meetings.
9) Provide any other data required by special conditions or instructions applicable to this
grant.
Section IV: AUDIT REQUlREMENTS
Grantee must make all records relevant to this grant available for audit for a period of three (3)
years after the term of the project.
In addition, governmental entities are required to comply with the State of Alaska, Single Audit
Regulations 2 Me 45.010 and the Federal Single Audit Act of 1984 P.L. 98-502.
04/07
HFP StatelLocal Agreement
Page 8
34
APPENDIX E - AMENDMENT PROCEDURES
Grant Project Name: Hoben Park Restoration
Grant Project Number: 07482
Any modification of the project work, budget or time period, problems or adverse conditions must
immediately be brought to the attention of the State Historic Preservation Officer, in writing. It
may be necessary to receive prior National Park Service approval before the changes may take
place. The Office of History and Archaeology will notify the grant recipient in writing when the
approval has been obtained in the form of an amendment to the grant award. Failure to obtain such
approval prior to implementation of changes will jeopardize reimbursement.
04/07
HFP StatelLocal Agreement
35
Page 9
Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2007-081
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, ACCEPTING A GRANT IN THE AMOUNT OF $2980.00 FROM
RASMUSON FOUNDATION FOR FURNITURE REPLACEMENT IN THE
TEEN AND ADULT READING AREAS OF THE SEWARD COMMUNITY
LIBRARY, AND APPROPRIATING FUNDS
WHEREAS, the Seward Community Library was awarded a Tier I Grant from Rasmuson
Foundation in the amount $2980.00; and
WHEREAS, $750.00 from the Alaska Railroad through the Seward Community Library
Association and $600.00 from the library operating budget are earmarked for the project;
and
WHEREAS, the funds will be used to replace and refurbish old and soiled furniture in
the reading areas of the library; and
WHEREAS, the four couches will be replaced with new couches made by the Alaska
Correctional Industries furniture division located in Seward; and
WHEREAS, combined funds will also enable purchase of an ADA table for the teen
section and recover three chairs.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA, that:
Section 1. The City Manager is authorized to accept the Tier I Rasmuson Foundation
Grant #3807 in the amount of$2980.00 and enter into a grant agreement.
Section 2. Funding in the amount of $2980.00 is hereby accepted to grant revenues
account 101-0-4680-0200, and appropriated to the 2007 budget, account number 101-
1500-5640.
Section 3.
This resolution to take effect immediately.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
13th day of August, 2007.
, '-
36
Council Agenda Statement
From:
Patricia Linville, Library Director
Through:
August 13,2007
Phillip Oates, City Manager ~
Meeting Date:
Agenda Item:
Accept Rasmuson Tier I Grant #3807 of $2980 for
furniture replacement in the teen and adult areas of Seward Community
Library
BACKGROUND & JUSTIFICATION:
The four couches housed in the Seward Community Library are providing a valuable service to our
patrons. Two couches in the front reading area and fifties era sofas in the teen/children area are in
dire need of attention. They have supported readers, nappers, visitors, children and adults of various
sizes and shapes during their long tenure in the library.
Rasmuson has donated $2980.00 to assist in replacing the above mentioned furniture with new,
industrially built pieces. $750.00 from the Alaska Railroad, through the Seward Community Library
Association, and $600.00 from the library opemting budget will be used to complete the project.
Terms of the gmnt and grant budget are attached.
INTENT:
The intent is to replace the four couches with new couches made by the Alaska Correctional
Industries furniture division located in Seward. In addition, we will order an ADA table for the teen
section and recover three chairs. This work can all be done by ACI.
CONSISTENCY CHECKLIST:
Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive
Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
Other:
FISCAL NOTE:
In addition to the $2980.00 from Rasmuson, $750.00 from the Alaska Railroad through the Seward
Community Library Association and $600.00 from the library opemting budget are earmarked for
this project. Rasmuson Funds will be appropriated to the library equipment budget.
Approved by the Finance Department: Jtt~~ALI~
37
RECOMMENDATION:
City Council approve Resolution 2007- ~I , accepting a Tier I Grant from Rasmuson Foundation in
the amount of $2980.00, and appropriating funds.
38
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Narrative
Seward Community Library Tier I Grant Request
Library Furniture Replacement Project
Submitted by: Patricia Linville, Library Director
Brief history of the organization
Since 1930, the Seward Community Library Association has worked to provide library services to
Seward. In 1963, the group gained ownership of the current building though local fundraising and
the generosity of Viola Swetmann. After the 1964 earthquake, the building was remodeled and a
new wing was added. Since then, the former butcher shop has drawn Seward's citizens in to get
the latest reading materials and be introduced to the newest technology while visiting with friends
and neighbors.
Services provided
Library services include public access computers, wireless, notary public, test proctors, faxing and
copying. The library hosts story hour weeldy, summer reading and adult programming throughout
the year. Seward Community Library has also collaborated with the Alaska State Ubrary Digital
Archive, scanning and cataloging the library's historic photos for web access. The library also
provides library service for Moose Pass and Cooper Landing as well as the Spring Creek
CorrecNona/Cente~
Geographical area served/Number of beneficiaries
Seward Community Library currently has 31.314 volumes tor 4,855 cardholders. During summer
months at least half of the library users are from elsewhere using the services while touring or
worldng in Seward. 2.830 (2000 census) people live in Seward. The library is a department of the
City of Seward with 3 full time and 2 part time employees. It is open Monday-Friday 10-9 and
Saturday 10-7.
Description and Identify a need for the project
The four couches housed in Seward Community Library are providing a valuable service to our
patrons. Two couches are in the front reading area. Daily around 1:30 pm Tony comes in to read
the Wall Street Journal and plot investment strategies while seated in his favorite spot near the
window. Kelly, a former commercial fisherman who valiantly tries to stay away from the bars, reads
the latest National FisheTTTlan from cover to cover at least twice a week. Bob, who spends time
waiting for his wife to finish work:, reads the newspaper and visits with anyone who happens to be
seated next to him. His conversation is usually with one of the parents who take a seat to go
through the latest magazines while waiting for their kids in after school programs.
Closer to the children's room there are two couches that provide another type of living area for
our patrons. The two fifties era sofas seat wireless users, nursing mothers during story hours and
Seward Community Library
Box 2389
Seward, AK 99664
Phone 907-224-4008 Fax 907-224-3521
ptinville@citvofseward.net
40
2
teens, visiting, reading and even napping after school. Each evening, the couches support a
variety of users and uses from official meetings to chance encounters; music lovers and mystery
buffs alike. These four couches have supported a lot of the community throughout their tenure at
the library and they are ready for a rest.
Current Status
As you can well imagine, the couches are showing signs of their constant service. The story hour
couches were present for the 1964 Earthquake and the reading area couches were there for the
1989 Oil Spill. Though the janitor has cleaned them at least twice a year, the toughest stains refuse
to budge. And when someone sits on the story hour couch they need to call for assistance to
stand up again. This Tier I request is for assistance in replacing this fumiture with new, industrially
built furniture that will continue to support our library users in the manner to which they are
accustom.
The library wishes to replace the four couches with new couches made by the Alaska Correctional
Industries furniture division located in Seward. In addition we will order an ADA table for the teen
section and recover three chairs. This work can all be done by ACI. Once this project is complete
the library will seek funding through the Seward Community Ubrory Association to recover the two
reading area couches. These couches will then be placed in the downstairs conference room.
Timellne for Implementation
March 2007 Apply for project funding
May 2007 Order couches, table and chair recovers from ACI
October 2007 Install new fumiture
November 2007 Seek funding to clean/recover old furniture for downstairs
conference room
Seward Community Library
Box 2389
Seward, AK 99664
Phone 907-224-4008 Fax 907-224-3521
pli nville@citvofseward.net
"1
Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2007-082
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO
ENTER INTO A PURCHASE AGREEMENT WITH WESCO FOR 3
REELS 4/0 PRIMARY CABLE, FOR A TOTAL AMOUNT NOT - TO-
EXCEED $25,162.50
WHEREAS, the Electric Department needs three (3) reels of 4/0 primary cable to serve the
South Harbor Expansion and various other projects; and
WHEREAS, the cost of the cable will be paid for by the customers requesting the work;
and
WHEREAS, the Electric Department requested quotes from our regular suppliers and
received 2 quotes meeting the specifications; and
WHEREAS, the Electric Department recommends purchasing the cable through Wesco.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. The City Manager is authorized to enter into an agreement with Wesco
to purchase three (3) reels of 4/0 primary cable for a price not-to-exceed $25,162.50 from Account
501-5300-5440.
Section 2. This resolution shall take affect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 13th day of
August 2007.
THE CITY OF SEWARD, ALASKA
Vanta Shafer, Mayor
42
Council Agenda Statement
From:
August 13, 2007
Phillip Oates, City Manager ~
Tim Barnum, Manager Electric Utility
Meeting Date:
To:
Agenda Item:
Wire Purchase
BACKGROUND & JUSTIFICATION:
The Electric Utility needs to order three (3) reels of 4/0 primary cable for construction of the South
Harbor Expansion and various other projects. The wire will be used on individual jobs and will be
paid for by the customers requesting the work.
The Electric Department published a request for quotes on this wire, including freight, to be
delivered to Seward. The City of Seward received 2 quotes.
pote1com Supply
Wesco
$3.30 per foot
$3.05 per foot
1 week delivery
2 - 3 weeks delivery
Wesco provided the low quote. A copy of the Request for Quotes and the responses are
attached.
CONSISTENCY CHECKLIST:
Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive
Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
Other:
FISCAL NOTE:
Charge the cost to purchase three (3) reels of 4/0 primary cable from Wesco in the amount of
$22,875.00 + 10% contingency due to fluctuations in reel lengths to "Electric Fund", Account 501-
5300-5440.
Approved by Finance Department: ~~
RECOMMENDATION:
Seward City Council approve Resolution 2007- ~~ authorizing the City Manager to purchase three
(3) reels of 4/0 primary cable from Wesco, FOB Seward, for a price not-to-exceed $25,162.50.
Funding is available in account no. 501-5300-5440.
A"l
CITY OF SEWARD
P.o. BOX 167
SEWARD, ALASKA 99664-0167
.r
."~\(~,,
TELECOPIER COVER LETTER
June 01, 2007
TO:
JERRY
SUE/ROB
GWEN
TOM
JIMMI
JASON
POTELCOM SUPPLY
WESTINGHOUSE ELECTRIC SUPPLY
HUGHES UTILITIES
STUSSER ELECTRIC ~~
GRAYBAR
G.E. SUPPLY
COMPANY: Various
LOCATION: Various
FROM:
Kathy Shipe, Engineering Office Assistant
Electric Department
COMMENTS: Request for price quotes
TOTAL NUMBER OF PAGES TRANSMITTING
2
(INCLUDES COVER SHEET)
IF TRANSMISSION IS INCOMPLETE, PLEASE CALL: (907) 224-4073
44
UTILITIES & FINANCE
. Main Office (907) 224-4050
. Police (907) 224-3338
. Harbor (907) 224.3138
. Fire (907) 224-3445
. City Clerk (907) 224-4046
. Engineering (907) 224-4049
. Utilities (907) 224-4050
. Fax (907) 224-4038
276-1939V\
563-3134 X
562-6726~
563-8525~
562-3314 ..-
CITY OF SEWARD
P.o. BOX 167
SEWARD, ALASKA 99664,0167
!
1.
,1'.:#
UTILITIES & FINANCE
. Main OffICe (907) 224-4050
. Police (907) 224-3338
. Harbor (907) 224-3138
. Fire (907) 224-3445
. City Cieri< (907) 224-4046
. Engineering (907) 224-4049
. Utilities (907) 224-4050
. Fax (907) 224-4038
.",
June 01, 2007
The City of Seward would like prices on the following items. I need to
know price and availability as soon as possible, with all prices FOB
Seward. If you have any questions, please give me a call. My direct line
is (907) 224-4073. Thank you for your prompt response. Our fax number
is (907) 224-4085.
Sin!!:r-
Kathy Shipe
Seward Electric Department
Ouantitv
Item
3 reels
4/0 15KV Primary, 220mil, EPR Jacketed,
Concentric Neutral - Copper
2.
3.
4.
5.
6.
7. I will be out of the office from June 4th thru June 22nd.
8. Back in on the 25th. Jeff will also be gone from the 12th
9. thru the 28th. Tim Barnum (Utility Manager) may be calling
10. desperately for help if necessary.
:11,
..12.
~3_
14.
15.
16.
17.
18.
19.
45
06/12/2007 07:56 907-563-3134
: JUN-01-2007 FRl 03: 19 PM ENGINEERING
.i
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
. :.: .11.p
. .,);.,2_
. '.:.1'3-
'14.
15.
16.
17.
18.
1.9.
WESCO ANCHORAGE
FAX No. 907 224 4085
PAGE 02
p. 002/002
CITY OF SEWARD
P.O. BOX 167
SEWARD, AlASKA 99664..0167
UTlLmES & FINANCE
I Main 0Ill0ll (907) 224-4050
. POlice (807) ~I!+llaa
. Harbor (907) 2.2403138
. Fir. (907) Z240J448
. elly Clelk (907) 22A-4046
. Enlllnterlng (907) 224-4049
. llb1ities (907) 224-4050
. !'ex (907) 224-4038
'..0
."
WaS (,0
June 01, 2007
The City of Seward would like prices on the following items. I need to
know price and availability as soon as possible, with .11 pr~ce~ fOB
Seward. If you have any questions, please give me a call. My direct line
is (907) 224-4073. Thank you for your prompt response. OUr fa~ number
is (907) 224-4085.
S1n~;r-
Kathy Shipe
Seward ~lectric Department
Ouantitv
ll..iml
:3 reels
4/0 15KVFrimary, 220mil, EPR Jacketed,
Concent~ic Neutral - Copper
+0'5 n n(;l;~'~OlJ I~ ~ ~e;u;.""
~;.Q5/F-r
1-.3 WII-i
I will be out: of the office from June 4tb thru June 22nd.
Eack in on th. 25m, Jeff will also be gone from th~ 12th
thru the 28'n. Tim Barnum (utility Manager) may be calling
desperately for help if necessary.
7r;oo'
1(': "1/0 tlWi1 (r,w) u>,..,t'~~,& m.. ~"'rz.A~f1L"t..~
0.1,-1-0" E'jlll. 1t..f~"'l..A110'" I I pCt..
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'\\1A S u. - , fI;<, 1(\1 P Ut.-A-A \.o€.
46
06/06/07 15:18 FAX 907 276 1939
POTELCO)l SUPPLY
~uu~
~
Potelcom Supply
PO'!M:R . TELEPHON~ . COMtAUNICATlONS .....
1125 Orca Street . Anchorage, AI< 99501. . (907) 274-6525 . Fax (907) 276-1939
Oat~: June 6, 2007
CITY OF SEWARD Job:
To lUqi:
Quotdl:
Attn: JEFF E Fax#:
QUOTATION
# Qty um . Dcscription Polc1coml# Price Extension
]
-
2 7,500 FT 4/0 AL 15KV 220 WL EPR JCN POWER CABLE $3.30 $24,750.00
-
3 3 X 2500 FT REELS
. - .. . - .
4 ANCH STOCK
., --- --..
S
-
6
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7
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8
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16
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17
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18 /i
Signatuce~ J ," ~ Total: $24,750.00
TeTJll.'!l: NET 30
Validated L [rry Zentmire F.O.B.: SEWARD
Shipment: 1 WEEK
Mu.<lbc validlllcd by.. CDrp officer DVCr $50,000.00 Finn tbru:
PricOll firm .~-.:tpl for ..cNlIliDnld.....csla%lDn of motal.. 0 + S% l~glh 1Oh",nc.. CDpper b..c per/Lb.
il'i.< '1uou.tion L. valid tor 30 <lny' unless Dlherwi.e specifiCally slated. Shipments quoled are :subj.<:t to change. Pot.ICD~.;.~~ no liability fQf $luI'Pinf, ..:hod""..
l3idf""" 1
1 otI
47
MEMORANDUM
Date:
March 14,2007
From:
Marvin Yoder, Interim eity Manager
Tim Barnum, Electric Utility Manager ~/3
To:
Subject:
see 6.10.310, Alternate procurement procedures
BackQround:
In January 2007, the electric department submitted resolution 2007-004 for approval by
council. This was for the purchase of transformers. Department staff solicited quotes from
5 suppliers, 2 of which did not quote the order. The use of quotes vs. bids has been
standard practice for the electric department and the electric utility industry. Council made
it very clear that they wanted us to solicit bids in the future. In February 2007, the electric
department advertised for bid, wire products. Only 1 bid was received and it was non-
responsive.
Recommendation:
I recommend that the City Manager, authorize the electric department to use quotes as an
alternate procurement procedure (See 6.10.310) for acquisition of materials, in lieu of
see 6.10.210, Use of competitive bids. The request for quotes from multiple suppliers
preserves the competitive environment, which is the intent of SCC 6.10.210.
APP"'Ved:~
. .lnterimC, M ger
Date: 3- I'I-Cl r
48
MEMORANDUM
Date:
March 14, 2007
From:
Marvin Yoder, Interim eity Manager
Tim Barnum, Electric Utility Manager JB
To:
Subject:
see 6.10.310, Alternate procurement procedures
Backqround: .
In January 2007, the electric department submitted resolution 2007-004 for approval by
council. This was for the purchase of transformers. Department staff solicited quotes from
5 suppliers, 2 of which did not quote the order. The use of quotes vs. bids has been
standard practice for the electric department and the electric utility industry. Council made
it very clear that they wanted us to solicit bids in the future. In February 2007, the electric
department advertised for bid, wire products. Only 1 bid was received and it was non-
responsive.
Recommendation:
I recommend that the City Manager, authorize the electric department to use quotes as an
alternate procurement procedure (See 6.10.310) for acquisition of materials, in lieu of
see 6.10.210, Use of competitive bids. The request for quotes from multiple suppliers
preserves the competitive environment, which is the intent of sec 6.10.210.
App'Dved:~
. Interim CI M ger
Date:3..../~-d ?-
49
'i
:l
j
4
i
I:
:t
If
,i
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~
4
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,
,
Sponsored by:Yoder
CITY OF SEWARD, ALASKA
RESOLUTION 2007-029
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF'
SEWARD, ALASKA, AUTHORIZING THE CITY ,MANAGER TO
ENTER INTO TWO PURCHASE AGREEMENTS ,FOR WIRE
PRODUCTS, FORA TOTAL AMOUNT NOT TO EXCEED S108~S
.~
I
!
:
!
!::
WHEREAS, lead times to purchase wire varies greatly due to supplier and factory stQck;",
'and
WHEREAS, in order to meet the demand for new eleCtrical services for jobs during the,
2007 construction season as well as to have sufficient stock on hand to facilitate repairs to the ,
, tranSmission line; and '
WHEREAS, the majority of the costs of the wire will be rel;Overed through new sCfVice'
installations reimbursed by customers through work orders; and
WHEREAS, the Electric Department issued a Formal Invitation to Bid on February 22,
2007 and received only one bid which was found to be non-responsive, and subsequently, upon
approval of the city manager, issued a request for quotes as an alternate method of procurement as
allowed in sce 6.10.310, to acquire the wire while maintaining a competitive environment.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. The City Manager is authorized to enter into two pUrchaSe agreements as, follows:
l)Potelcoin in the amount of $19,500 plus 10% contingency; and 2) Hughes Industries in the
amount of$79,176.50 plus 10010 contingency. "
Section 2. The City Council of the City of Seward, Alaska hereby finds in the publieinterest
to authorize an alternate procurement method as allowed in SCC 6.10.310 (authorizing competitive
quotes) due to the inability to receive competitive quotes during the competitive bid process.
Section 3. The City Council further finds that SCC 6.10.120 (a)(10) states that, "when
competitive procurement procedures have been followed, but no bids, quotations or proposals are
timely received....the city manager may proceed to have the services performed or the supplies
purchased without further competitive bidding or quotation." ,
Section 4. This resolution shall take affect immediately upon its adoption.
50
City of Seward, Alaska
July 9, 2007
City Council Minutes
Volume 37, Page
CALL TO ORDER
The July 9,2007 regular meeting ofthe Seward City Council was called to order at 7:30 p.m.
by Mayor Vanta Shafer.
OPENING CEREMONY
Police Chief Tom Clemons led the pledge of allegiance to the flag.
ABSENT - None
There were present:
Vanta Shafer presiding and
Willard Dunham
Bob Valdatta
Jean Bardarson
ROLL CALL
comprising a quorum of the Council; and
Phillip Oates, City Manager
Johanna Dollerhide, Ass'
EXCEPT THOSE ITEMS SCHEDULED
ound (PWS) contingency plan was in the public
year review. He encouraged anyone to look at the website and
an. He had hoped for a more detailed response plan for
. stream oil spill prevention and response.
n the moratorium resolution about the property aCross the bay. He
d and mentioned that the Seward Planning and Zoning Commission
ow this. He was well aware of the expense ahead of him.
. Randolf W hal was a world traveling cyclist and cancer survivor who traveled and spoke
of overcoming obstacles in life. Westphal spoke at colleges and would be willing to speak to the
public in Seward. He participated in the Fourth of July parade and would speak to any group that
wanted to listen while he was in town.
APPROVAL OF AGENDA AND CONSENT AGENDA
Motion (Thomas/Bardarson)
Approval of Agenda and Consent Agenda
51
City of Seward, Alaska
July 9, 2007
City Council Minutes
Volume 37. Page
Councilmember Schafer abstained from voting on the approval of the agenda and consent
agenda due to a conflict of interest with an item.
Motion Passed
Unanimous
The clerk read the following approved consent agenda items:
The June 25, 2007 Regular City Council Meeting Minutes Were Approve
Resolution 2007-064. Accepting A Grant In The Amount Of $1,8
Highway Safety Office For 2007 Fourth Quarter ASTEP Seatbelt E .
Appropriating Funds.
Resolution 2007-065. Accepting A Grant In The Amou
Highway Safety Office For 2007 Fourth Quarter AST
Enforcement Campaign And Appropriating Funds
Alaska
ce (DUI)
Resolution 2007-066. Authorizing The City Manager
Services Contract Between The City Of Seward And
Providing Dispatch And Clerical Dispatch And Clerical Se
In The Seward Area For $48,500.
Land Us an And Rezoning Of Lots 15, 16, 17, 18, 19,
1, And BD2, Forest Acres Subdivision From
idential (RR) (24 Parcels); Tract A Forest Acres, Afognak
W, And A V From Institutional (INS) To Resource
~uced and set for public hearing on July 23,2007)
n was presented by Friends ofthe Jesse Lee Home for Alaska Flag Day.
A proclamation was read for National Parks and Recreation Month.
The top Mt. Marathon runners and volunteers appreciation proclamation was read.
A certificate of appreciation was read for Shannon Huber, serving almost two years on
the Historic Preservation Commission.
*.f\
"\").....
City of Seward, Alaska
July 9, 2007
City Council Minutes
Volume 37, Page
Borough Assembly Report. Borough Assembly Representative Ron Long stated the
assembly met on the 19th of June, had held work sessions, and discussed the operating and
maintenance agreement for the South Peninsula General Hospital. It passed and would be a
proposition on the ballot. A two-part question regarding the Bear Creek Fire Service Area would be
introduced at a hearing on August 7, 2007 for voters, on the $3 million dollar station project, and
whether to commit to a $1.4 million general obligation (GO) bond to fund the remainder of the
capital improvements. Final adoption of the coastal zone management plan was on the agenda for
August 7, 2007. Long noted an ordinance would be introduced soon, addressin assembly authority
to rescind by resolution, authority of service area boards.
City Manager's Report. City Manager Phillip Oates wished
a happy birthday as well as his own anniversary. A public meetin
discuss access and all the advantages and disadvantages on the
The state budget was announced last week and the city r
construction and repairs, $198,412 for municipal energy as . ce,
$ 1 million dollars for electrical generators. Oates noted 4th of
and thanked the Chamber of Commerce and city s pr
health insurance trust, APUIT, was forced to increase the
2007, and all departments would try and absorb the increase
City of Attorney
continued their assist
eyen stated during this period, the attorneys
act drafting, issues with the Long-Term Care
eyen didn't know the actual court dates for the Trustees
t could prevent the court date.
ellfish Hatchery was given by Jeff Hetrick.
Introducti f P.A.R.K.S. (Parents Advocating Recreational Kid's Stuft) by Crissy
Shepard & Emanuel Williamson.
PUBLIC HEARINGS
Ordinance Requiring a Public Hearing
53
City of Seward, Alaska
July 9, 2007
City Council Minutes
Volume 37, Page
Ordinance 2007-003. An Ordinance Of The City Council Of The City Of Seward, Alaska,
Amending The Land Use Plan And Rezoning Of Lots 1-9 Block 8, Original Townsite Of
Seward, From Auto Commercial (AC) To Central Business District (CBD).
Oates stated the city purchased this land in preparation of development for the library/
museum. Additional property owners had requested to be a part of this rezone. Staff recommended
enactment of this ordinance.
Notice of the public hearing being posted and published as required by law w
hearing was opened.
Keith Campbell, spoke as the chair of the library steerin
support for the rezone ordinance before the council.
Motion (Thomasillunham)
Motion Passed
UNFINISHED BUSINESS - None
NEW BUSINESS
Resolutions
Resolution 2007-063. Auth
For The Site Re-Desi
Construction Manag
ger To Appropriate An Additional $254,000
are Facility And $333,000 For On-Site
Alaska's Contract For Regarding The New
fU.S.S.1864 Which Is West An Adjacent To
chitects Alaska would include: re-worked geotechnical
att' rocess, and detailed onsite construction management services
nstruction, oversight, general inspection, scheduling and other
ed that construction project managers were absolutely vital to provide
e feedback. Oates recommended approval of this re-design which
hitects Alaska as $1,876,200.00.
Approve Resolution 2007-063
In response to Valdatta's concerns on oversight, Oates agreed on the importance ofa project
manager to catch problems as they happen. He pointed out these costs were well within the budget
established for the facility.
Dunham was pleased to hear the city would hire a project manager, but was not satisfied
with the high cost of the re-design.
54
City of Seward, Alaska
July 9, 2007
City Council Minutes
Volume 37, Page
Motion Passed
Unanimous
Resolution 2007-068. Adopting A Moratorium Of All Property Lease And Sales Of City
Owned Land In The Nash Road Ben Area Until A Development Study Of The Area Is
Completed And Reviewed By Council; The Moratorium Includes The Request By Brad
Snowden To Purchase An Approximate Five (5) Acre Portion Of City Owned Property Which
Has A Legal Description Of Tract HI Fourth Of July Creek Subdivision, Roberts Replat.
4~
tpone pa:\,
BUSINES~
generator replacement and public works and electric shops was
007 at 6:30 p.m. Another work session on the Forest Acres levee for
p.m.
and up to the property owner
er or developer. He personally
owden's request since the Seward
Oates stated this was a sensitive issue. With concerns on safe
infrastructure, it made it difficult to sell portions of this land without a pI
help the city determine the usage ofthe land in the area.
Motion (Dunham/Amberg)
Oates was not able to locate the bench study~
Schafer said as far as snow removal, it would
to maintain, and the infrastructure was the responsib lty
was against the resolution as it stood. He was inclined to hon
Planning & Zoning Commission had approved it.
Dunham wanted to know if there er
seemed like a lot more research needed to be
In response to Amber
council by the end of Au
Motion to Postpone
Postpone to September 24, 2007 Council
Meeting
Unanimous
INFORMATIONAL ITEMS AND REPORTS (No action required)
Providence Seward Medical Center May 2007 Financial Statements.
~~
City afSeward, Alaska
July 9, 2007
City Council Minutes
Volume 37, PaKe
COUNCIL COMMENTS
Amberg said the chamber and city staff did a great job during the fourth of July and
congratulated the Mount Marathon winners as well as all runners.
Bardarson echoed Ambergs' comments and wished City Clerk Jean Lewis a Happy
Birthday.
on the tanker contingency plan. The plan represented a 500-page
ire more deliberation. He noted it was a very short timeline, and he was
trying to move fo as quickly as possible with the comment period ending July 28. It was an
important issue to Seward and French suggested more discussion.
Schafer said it was important to let pedestrians cross the road while tr
city streets, especially the boat harbor area.
on our crowded
Thomas also said great job on the fourth of July to all invo
the town insisted on fireworks when it was too light out at mi i
Valdatta remarked unfavorably on situations on th
clerical services.
Police Chief Tom Clemons spoke on the new iss
through Soldotna before being transferred. It amounted to
situation would change eventually. Clemo s assured council h
change this.
een center in winning the first prize in the float contest, and
n their 50 year anniversary of the Liberty Theatre.
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS - None
S~
City afSeward. Alaska
July 9. 2007
ADJOURNMENT
The meeting was adjourned at 9:11 p.m.
City Council Minutes
Volume 37, Page
Jean Lewis
City Clerk
Vanta Shafer
Mayor
(City Seal)
, '.
51
~
City of Seward, Alaska
July 23, 2007
City Council Minutes
Volume 37, Page
CALL TO ORDER
The July 23,2007 regular meeting of the Seward City Council was called to order at 7:30
p.m. by Mayor Vanta Shafer.
OPENING CEREMONY
Police Chief Tom Clemons led the pledge of allegiance to the flag.
ROLL CALL
There were present:
Vanta Shafer presiding and
Willard Dunham
Bob Valdatta
Jean Bardarson
comprising a quorum of the Council; and
Phillip Oates, City Manager
Jean Lewis, City Clerk
Cheryl Brooking, City A 0
ABSENT - None
XCEPT THOSE ITEMS SCHEDULED
Approval of Agenda and Consent Agenda
the agenda by the Administration to secure insurance and be added
st 13, 2007 city council meeting:
. thorizing The City Manager To Appropriate Funds For $5000 To The
Community Built ygrounds Project And Authorizing The Use Of A Portion Of The Park
On Ballaine As A New Community Built Playground.
Resolution 2007-077. Authorizing The City Manager To Appropriate Funds For $5000 To The
Community Built Playgrounds Project And Authorizing The Use Of The Third Avenue
Playground As A New Community Built Playground.
The following was removed from the consent agenda and placed on the regular agenda:
S8
City of Seward, Alaska
July 23, 2007
City Council Minutes
Volume 37, Page
Resolution 2007-072. Authorizing The City Manager To Re-Appropriate Funds To Provide
Site Closure At Fort Raymond Subdivision For Diesel Spill For An Amount Not To Exceed
$21,684.30.
Motion Passed
Unanimous
The clerk read the following approved consent agenda items:
Resolution 2007-069. Accepting The 2007 Volunteer Fire Assistan
Authorizing The 10% Matching Funds From The Volunteer Budge
Resolution 2007-070. Authorizing The City Manager To En
Management Between The Forest Service, United States Dep'a
City Of Seward.
Resolution 2007-071. Authorizing The City Manag
And Larue Inc., For The Purpose Of Relocating . al F
Mile 0-8 Seward Highway Project, Including Sub-Con
Be Reimbursed By The State Of Alaska Department Of
Resolution 2007-073. Accepting Gran
And Seaview Community Services d
Litter Patrol As Creating Opportunities F
enai Peninsula Borough
or A Parks And Recreation
onservation Community Program To Help
SPECIAL ORDE
ed to the U;S. Coast Guard for National Coast Guard Day
ch National Forest proclamation and presentation was given.
City Mana s Report. City Manager Phillip Oates stated the new hire for the DMV
office would start August 9, 2007. The Seward Risk Management/Safety Committee qualified for
the 2007 AMUJIA Loss Control Incentive Program and was awarded $9,209.00 for their ongoing
work to mitigate risk and enhance city safety. He noted Federal lobbyist Brad Gilman was having
problems getting revised language in the final conference agreement which would give the Army
Corps. of Engineers the authority to extend the breakwater. Other items of interest were:
~,
City of Seward, Alaska
July 23,2007
City Council Minutes
Volume 37, Page
· Ferrv Service. The city and chamber both testified at the Marine Transportation
Advisory Board (MTAB) meeting on July 17, 2007 in support of restoring ferry
service in Seward.
. The city manager agreed to construct a frame to hang a downtown association mural
in Kawabe Park.
· Fire Department. The vehicle exhaust system obtained from a Homeland Security
grant was installed and completed. The department had resp numerous times
to individuals setting bails of hay on fire at Phoenix Drive was king the public
for information. The city's automated external defi r (AED) was used to
resuscitate an 84 year old man, thus resulting i turn. for the initial
investment.
Wesley.
hing success with 50 students and
lunteers.
ouncil member Thomas commended Oates for his work on
effort to bring the ferry Tustumenaback to Seward.
Cham ce Report. Chamber Director Laura Cloward stated updated
statistics were sti or the year with 374 members, which was increasing by 2% each month.
She informed that e hits and visitor guide requests were also up. Cloward notified that a
Japanese crew wo e in Seward, August 2 through 8, 2007 to shoot a film. She spoke of two
projects, the branding program, and the coffee with the branding logo that were being used as
promotional tools.
Other Reports, Announcements and Presentations
The 2007 Japanese adult and student exchange program students from Obihiro gave speeches
and were introduced. The city council presented gifts. The four female exchange students
from Japan were: Yuka Kudo, Julia Kaneko, Shuli Omori and Asami Iritani. The two
GO
City of Seward, Alaska
July 23, 2007
City Council Minutes
Volume 37, Page
female visiting adults were: Kiyomi Takahashi and Michiko Muneoka with her two children
Gouma (5) and Noiko (2).
A presentation was given by John French on the oil discharge and prevention and tanker
contingency plan for Prince William Sound (PWS). He spoke of tethered escorts, double
hull requirements, the establishment of citizen advisory councils and response plans which
had all added a greater level of safety.
PUBLIC HEARINGS
Ordinance Requiring a Public Hearing
Ordinance 2007-004. Amending The Land Use Plan And Rez
20, 21, CP1, CP2, CG1, CG2, BC1, BC2, BD1, And BD
Institutional (INS) To Rural Residential (RR) (24 Par
Addition And Lots CM, CL, CK, A W, And A V
Management (RM) (6 Parcels).
Council member Schafer declared a
Council member Schafer abstained.
Motion (Thomas/Dunham)
Motion Passed
Amberg, Bardarson, Thomas,
Dunham, Valdatta, Mayor Shafer
Abstain: Schafer
Resol
Resolution 20
Site Closure At
$21,684.30.
rizing The City Manager To Re-Appropriate Funds To Provide
ond Subdivision For Diesel Spill For An Amount Not To Exceed
Motion (Thomas/Amberg)
Approve Resolution 2007-072
Motion Passed
Unanimous
'-\
City of Seward, Alaska
July 23, 2007
City Council Minutes
Volume 37, Page
Resolution 2007-075. Approving The Access Route (s) For The New Long-Term Care Facility
Site.
Oates infonned council that this resolution limited itselfto only the Oak Street right-of-way
extension at this time. This route goes from the Long- Tenn Care Facility, north to the Oak/Hemlock
Street intersection and establishes itself as the primary access route into the center. He limited the
route because it was essential to put utilities in this summer, and would allow finalization of the
layout of the buildings on the property. Additional infonnation on the other route extensions were
needed.
Oates spoke that the further extension north up Oak to Ash Stre
(ROW) with some 45 and 50 foot ROW sections. Additional prop
from roughly 15 owners for this route to be chosen. This route w
and it was not possible to have all the infonnation provided
highway. He this was the
st costly and had an adverse
er building, but the City had the
it separated the schools from the
er ded to be installed and it
la1 parcels vs. the 38 on the
olut and finalize the route by adding the
known what funds would be available, then
the facility. He requested this resolution be
Approve Resolution 2007-075
tow. extending up north through Ash Street. He thought the
litigation and was still galled the primary route could not be Sea
could go down an undeveloped road to the facility.
Schafer thought the undeveloped road had a 40 foot ROW which would require property
acquisition, and was in favor of passing the resolution tonight as is.
Motion Passed
Unanimous
INFORMATIONAL ITEMS AND REPORTS (No action required)
City of Seward Monthly Budget Summary.
62
City of Seward, Alaska
July 23,2007
City Council Minutes
Volume 37, Page
COUNCIL COMMENTS
Bardarson welcomed the exchange students from Japan and thanked Debbie Bond and the
City Clerk's office for administering the program.
Schafer thanked the city manager for the added items in the budget report.
Jean Lewis
City Clerk
Thomas also welcomed the exchange students and gave congratulatio
for their commendations. He hoped some of the public would discontinue bl
they may not be totally iinformed about.
to the Coast Guard
uncil for things
Dunham was delighted to see the exchange students, and
Fletcher's on their 50 years in business. He wanted the 35 mph
the city had more time to work on ferry verbiage for the
permitting of old buildings. With the added costs to up
enhance them and keep them on the tax roles.
Mayor Shafer thanked the Coast Guard for their
Library staff ofTember Eliason and Maureen Callahan for the
the kids an alternate place to go.
TO CITIZENS' COMMENTS - None
...
5 p.m.
Vanta Shafer
Mayor
(City Seal)
63
City of Seward, Alaska
AUf(USt 1,2007
City Council Minutes
Volume 37, Page
CALL TO ORDER
The August 1, 2007 special meeting ofthe Seward City Council was called to order at 5 :30
p.m. by Mayor Vanta Shafer.
OPENING CEREMONY
Council member Steve Schafer led the pledge of allegiance to the flag.
ROLL CALL
There were present:
Vanta Shafer presiding and
Willard Dunham
Steve Schafer
Jean Bardarson
comprising a quorum of the Council; and
Phillip Oates, City Manager
Jean Lewis, City Clerk
ABSENT - None
EXCEPT THOSE ITEMS SCHEDULED
APPROVAL OF A
6A2 pulled and requested clarification.
ain to threatened or pending litigation, therefore an
execu
Mayo
Approval of Agenda
Motion Passed
Unanimous
NEW BUSINESS
EXECUTIVE SESSION
Motion (Thomas/Bardarson)
Go Into Executive Session To Evaluate And
Discuss Electric Utility Rate Increases That
Pertain To Pending Litigation.
64
City of Seward, Alaska
August 1,2007
City Council Minutes
Volume 37, Page
(Present was: Tim Barnum)
Motion Passed
Unanimous
Council went into executive session at 5:34 p.m.
Council came out of executive session and went back into open session at 6:02 p.rn.
Council gave direc
acres area, and br'
ent Agreement
ed By Chugach
Resolution 2007-078. Authorizing The City Manager To Enter Into A S
With CEA In The Matter Of The Tariff Revision Designated As T A -8
Electric Association, Inc. For A Rate Increase And Rate Redesig
Motion (Thomas/Dunham)
Motion Passed
Schafer questioned the pending litigation issue. \Y.'
possible, Council member Schafer withdrew his prior
Mayor Shafer ruled a conflict existed. Council memti
meeting.
Motion (Bardarson/Amberg)
Into Ex tive Session To Evaluate And
bdivision Agreements And Flood
sue n The North Forest Acres Area
That Could Lead To Litigation.
emporary Planner John Bird)
Yes: Thomas, Amberg, Bardarson,
Valdatta, Dunham, Mayor Shafer
Abstain/conflict: Schafer
ssion at 6:04 p.m.
e session at 7:09 p.m.
the Administration to delay the subdivision agreement in the forest
a resolution before the council at the next meeting on August 13, 2007.
COUNCIL COMMENTS
Valdatta did not like the grass that DOT planted in front of businesses along 3rd avenue
because the businesses would not cut it and it was not appealing to the eye.
CITIZENS' COMMENTS - None
65
City of Seward, Alaska
August J. 2007
City Council Minutes
Volume 37, PaKe
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS - None
ADJOURNMENT
The meeting was adjourned at 7: 10 p.m.
Jean Lewis
City Clerk
Vanta Shafer
Mayor
(City Seal)
66
August 2007
Monthly Planner
5
6
7
7:30PMP&Z
Meeting
12
6:30 PM P &Z
Special Meeting
14
19
20
21
6:30 PM P & Z
Work Session
26
12:00 PM PACAB
Meeting
5:30 PM Special
City CouncB
Meeting
6:30 PM HP
Meeting
8
15
12:00 PM PACAB
WS
22
29
9
16
12:00 PM Hlslone
Pres.eNatlon Work
Session
(2007-2008 Priority
List)
23
30
67
10
17
9:00 AM -1:00 PM
Social Securlly Rep
24
31
11
18
25
~
September 2007
Monthly Planner
2 3 4 5 6 7 8
Labor Day 7:30 PM P &Z 12:00 PM PACAB 6:30 PM Historic
Offices Closed Meeting Meoting Preservation
Mooting
H
9 12 13 14 15
16
19
20
21
22
6:30 PM P & Z
Work Session
12:00 PM PACAB
Work Session
9:00 AM .1:00 PM
Social Security Rap
23
26
27
28
29
30
fi~