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HomeMy WebLinkAbout03082010 City Council Packet Seward City Council Agenda Packet , ,— le .. - 7 oi , , al l No A * # Ji ii � Good Luck to All! Iditarod 2010 March 08 2010 Ci Council Chambers Be innin at 7:00 .m. 1963 1965 2005 The City of Seward, Alaska s� dc katead CITY COUNCIL MEETING AGENDA AN-America env :4116 I III1 F {Please silence all cellular phones and pagers during the meeting} • March 8, 2010 7:00 p.m. Council Chambers 1. CALL TO ORDER Willard E. Dunham 2. PLEDGE OF ALLEGIANCE Mayor 3. ROLL CALL Term Expires 2011 4. CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING. Jean Bardarson [Those who have signed in will be given the first opportunity to Vice Mayor speak. Time is limited to 2 minutes per speaker and 30 minutes total Term Expires 2010 time for this agenda item.] 5. APPROVAL OF AGENDA AND CONSENT AGENDA Robert Valdatta [Approval of Consent Agenda passes all routine items indicated by Council Member asterisk ( *). Consent Agenda items are not considered separately Term Expires 2011 unless a council member so requests. In the event of such a request, the item is returned to the Regular Agenda] Tom Smith Council Member 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Term Expires 2011 A. Proclamations and Awards B. Borough Assembly Report Vanta Shafer C. City Manager's Report Council Member D. City Attorney Report Term Expires 2011 E. Mayoral Report F. Other Reports, Announcements and Presentation Marianna Keil Council Member 1. Jesse Lee Home Stabilization Report Given by John Conway, Term Expires 2010 Project Management Engineer for the Friends of Jesse Lee Home. Linda Amberg 7. PUBLIC HEARINGS - None Council Member 8. UNFINISHED BUSINESS — None Term Expires 2010 9. NEW BUSINESS Phillip Oates A. Resolutions City Manager *1. Resolution 2010-021, Authorizing The City Manager To Submit A Jean Lewis Grant Application To The State Of Alaska Historic Preservation Office To City Clerk Construct An Iditarod Trail Centennial Monument At Trailhead Park Requesting $36,380, Including $21,858 Federal Share And $14,552 Cheryl Brooking Applicant Share In The Form Of Cash Donations And In -Kind Volunteer City Attorney Labor ... 3 City of Seward, Alaska Council Agenda March 8, 2010 Page 1 *2. Resolution 2010 -022, Authorizing The City Manager To Enter Into A Change Order With Rise Alaska, LLC (Rise) For Professional Project Management Services For CM/GC RFP Development And Solicitation Process Management For The New Co- Located Library Museum Facility, Accepting Granted Funds And Appropriating Twenty -Six Thousand One Hundred Dollars ($26,100) Pg. 26 3. Resolution 2010 -023, Proclaiming The City Of Seward As The Wellness Capital Of Alaska And Authorizing The City Manager To Seek State And Federal Recognition As The Wellness Capital Of Alaska And Appropriate Funds For A Designated Wellness Fund Under The Seward Community Foundation And Seek Partners From National Service Programs (Americorp And Vista) To Develop, Enhance And Implement Wellness Initiatives Within The City Of Seward Pg. 32 B. Other New Business Items *1. Approval Of The February 22, 2010 City Council Regular Meeting Minutes Pg. 37 2. Discussion and guidance on priorities for road and sidewalk earmarks. 10. INFORMATIONAL ITEMS AND REPORTS (No action required) A. Mayor letter to Governor Parnell re: assistance with coal facility lawsuit Pg. 48 B. Mayor letter to Seward Team congratulating on National Ocean Sciences Bowl Pg. 50 C. Mayor letter sent to Mayor Oh Hyun -sup of Yeosu City, Korea.. Pg. 51 D. Two City Manager letters written to Rep. Seaton and Sen. Stevens on cruise ship dredging and passenger transportation.. Pg. 52 E. Utility write - offs.. Pg. 54 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. EXECUTIVE SESSIONS A. Go Into Executive Session To Provide Direction To The City Attorney Relating To Exercising Eminent Domain Authority To Take Private Property For Use Deemed Necessary For The Japp Creek, North Forest Acres Levee/Road Project. B. Go Into Executive Session To Conduct The City Attorney Evaluation. 15. ADJOURNMENT City of Seward, Alaska Council Agenda March 8, 2010 Page 2 Sponsored by: Historic Preservation Commission CITY OF SEWARD, ALASKA RESOLUTION 2010 -021 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO SUBMIT A GRANT APPLICATION TO THE STATE OF ALASKA HISTORIC PRESERVATION OFFICE TO CONSTRUCT AN IDITAROD TRAIL CENTENNIAL MONUMENT AT TRAILHEAD PARK REQUESTING $36,380, INCLUDING $21,858 FEDERAL SHARE AND $14,552 APPLICANT SHARE IN THE FORM OF CASH DONATIONS AND IN- KIND VOLUNTEER LABOR WHEREAS, pursuant to the National Park Service Historic Preservation Act of 1966, certain federal share matching grants for historic preservation projects are available to certified local governments, and WHEREAS, the Seward Historic Preservation Commission held a special meeting on February 25, 2010 to for the discussion and selection of a FY 2011 grant project on September 30, 2009; and WHEREAS, The Seward City Council has reviewed the application prepared by the Seward Historic Preservation Commissioners for such a federal share matching grant for the Seward Historic Preservation Commission, and WHEREAS, The funds to accomplish the work of Providing Access to the Seward Cemetery Information total $8,881, including $5,329 Federal share and $3,552 applicant share in the form of in -kind volunteer labor, and WHEREAS, The City Council is fully cognizant of the obligations and responsibilities that will be incurred by the City of Seward upon acceptance of such grant. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. That the City Council hereby authorizes the manager to submit an application to the State of Alaska, Department of Natural Resources, for a federal share matching grant for constructing an Iditarod Centennial Monument. Section 2. That funds to accomplish the work of the Iditarod Trail Centennial Monument total $36,380 including $21,880 Federal share and $14,552 applicant share in the form of cash donations and in -kind volunteer labor, if the grant is funded. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward this 8th day of March, 2010. 3 Council Agenda Statement Meeting Date: March 8, 2010 ' °F sejy Through: City Manager, Phillip Oates , , 4 &As" From: Patricia Linville, Library Director Historic Preservation Liaison Agenda Item: A Resolution of the Seward City Council authorizing the City Manger to submit a grant application to the State of Alaska Historic Preservation Office to Construct an Iditarod Trail Centennial Monument at Trailhead Park requesting $36380, including $21828 Federal share and $14552 applicant share in the form of cash donations and in -kind volunteer labor BACKGROUND & JUSTIFICATION: On January 22 the Seward Historic Preservation Commission received notification that the Alaska Office of History and Archaeology is accepting applications for the 2010 5010 Historic Preservation Fund (HPF) grant program. This is the second grant round to allow for more participation from eligible Certified Local Governments. Survey, inventory, historic preservation planning, National Register nomination, public preservation education, predevelopment, development and acquisition projects are eligible for program funds. Completed applications are being accepted and the deadline for receipt was 5 pm, February 26, 2010. Passage of this resolution will enable the Seward Historic Preservation Commission to submit an application to build an Iditarod Trial Centennial Monument at Trailhead Park, near the site of the Founder's Monument on the waterfront. The cost of the project is $36,380 with $19,400 coming from Federal reimbursable funds upon approval of the application. The state surcharge for the proposed project is $2380. The applicant share totals $14,552 including $6500 cash committed from the Seward Iditarod Trailblazers and the Resurrection Bay Historical Society if grant funds are awarded. The remaining applicant share of $8052 are listed as in -kind labor and services. Budget detail is included in the attached grant application. The Seward Iditarod Trailblazers and the Resurrection Bay Historical Society will coordinate the activities stated in the application with the cooperation of the Seward Historic Preservation Commission. Grant funds will be managed by the City of Seward staff Expenditures are reimbursed after invoices are submitted. The anticipated design of the monument will incorporate a stone base, with a bronze statue of a sled dog and bronze plaques adorning it. 4 INTENT: This resolution requests permission for the Seward Historic Preservation Commission to submit the grant as described above to the State of Alaska Historic Preservation Office. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures or Other Plans or Policies: Yes (List Below) No Seward City Code 2.30.425(5) FISCAL NOTE: Approved by Finance Department: 41111 ATTORNEY REVIEW: Yes No x RECOMMENDATION: Council approve Resolution 2010 authorizing the City Manager to submit a grant application to the State of Alaska requesting grant funds to construct an Iditarod Trail Centennial Monument. 5 Memorandum f of sew Date: Monday, March 01, 2010 1 11 1 - To: Phillip Oates, City Manager a4.45V-5" Through: From: Patricia Linville, Library Director r12... Subject: HP Grant Signature Phillip, Ryan and I wrote the attached grant last week at the request of HP and Dan Seavey and Lee Poleske. The submit deadline was Friday. Dave Squires signed the application and I submitted it on -line. The grant has been submitted pending the City Council resolution scheduled to be heard March 8. I would like to send in the final paperwork, signed by the City manager, with the Council Resolution. Could you sign in the two places indicated? Thanks. The grant is to design and build an Iditarod Trail Centennial monument at Trailhead Park...where the Founder's monument is on the waterfront. Ideas include a bronze freight sled dog on a granite pedestal with interpretive plaques depicting the significance of the Iditarod Trail to Alaska and Seward. Estimated cost is $36000 with a 60/40 match. Our match will be $14500 which includes $6500 cash from the two groups and the rest in -kind in labor, supplies and services. HP will review work while ban Seavey will take the lead in securing design, workers and getting it done. City will administer funds as with past HP grants. Thanks, Patty 6 HISTORIC PRESERVATION FUND CERTIFIED LOCAL GOVERNMENT 60/40 MATCHING GRANTS FY' 10 APPLICATION Eligible Projects: Survey Inventory Planning National Register Nomination Public Preservation Education Predevelopment Development Acquisition To be considered for FY' 10 Historic Preservation funding, completed applications must be postmarked by Friday, February 26, 2010. Only complete applications will be considered. Complete and mail or deliver this application to: State Historic Preservation Officer Office of History and Archaeology Alaska Division of Parks and Outdoor Recreation 550 West 7 Avenue, Suite 1310 Anchorage, Alaska 99501 -3565 Grants Manual - Appendix B 1 (Rev.09 /06) 7 LETTER OF APPLICATION State Historic Preservation Officer Alaska Division of Parks and Outdoor Recreation 550 West 7t Avenue, Suite 1310 Anchorage, Alaska 99501 -3565 This is an application for a Certified Local Government (CLG) historic preservation fund grant: Certified Local Government Name: City of Seward _ Federal Tax Identification Number: 92- 6000086 Project Title: Iditarod Trail Centennial Monument Location: Seward,Alaska Type of CLG Grant Project: ( ) Survey ( )Inventory ( ) National Register nomination ( ) Historic preservation planning (x) Public preservation education ( ) Predevelopment ( ) Development ( ) Acquisition Project budget required: (Use figures from budget form, page 8) a. Estimated total project cost: $ 36380 b. Federal share: (60 %) $ 21880 c. Applicant's share: (40 %) $ 14500 Source of applicant's share: (Use figures from budget form, page 8) a. Cash: Secured $ 6500 b. In -kind goods and services: $ 8000 c. Donated goods and services: $ 4000 Grants Manual - Appendix B 2 (Rev.09 /06) 8 Project manager: Patricia Linville, Library Director Mailing address: Seward Historic Preservation Commission Box 167 Seward, AK 99664 Telephone: 907- 220 -4008 E -mail address: plinville@cityofseward.net Preservation commission chair: Jolund Luther Mailing address: City of Seward Box 167 Seward, AK Telephone: 907 - 224 -5596 E -mail address: jolund@gmail.com Application prepared by: Ryan Reynolds, HP Commission Liaison_ Mailing address: City of Seward Box 167 Seward, AK 99664 Telephone: 907 - 224 -4082 E -mail address: rreynoldsecityofseward.net Signature Authorized Local Government Official Date Notary Seal Subscribed and sworn before me this day of , 20 Notary for the State of Alaska My commission expires OHA USE ONLY Date Received: Grants Manual - Appendix B 3 (Rev. 09/06) 9 Project manager: Patricia Linville, Library Director Mailing address: Seward Historic Preservation Commission Box 167 Seward, AK 99664 Telephone: 907- 220 -4008 E -mail address: plinville @cityofseward.net Preservation commission chair: Jolund Luther Mailing address: City of Seward Box 167 Seward, AK Telephone: 907- 224 -5596 E -mail address: jolund @gmail.com Application prepared by: Ryan Reynolds, HP Commission Liaison_ Mailing address: City of Seward Box 167 Seward, AK 99664 Telephone: 907- 224 -4082 E -mail address: reynolds@cityofseward.net `.lam '"�► uil1 - a 6 -- Signature Authorize tit Local Government Official Date Notary Seal Subscribed and sworn before me this ;4 -4 ' day of -.9 b., , 20 i 0 . - - AS Notary for the State of Alaska My commission expires a �� 0 E��9 �f uthw a - G � r °�` OHA USE ONLY NR 4 400 Date Received: I NIMMO Grants Manual - Appendix B 3 (Rev.09 /06) 10 INFORMATION 1. PROJECT DESCRIPTION: What is the aim, scope and significance of the project? The project must have a historic preservation focus to be eligible. This project will construct a permanent, commemorative monument at Mile 0 of the Iditarod National Historic Trail, celebrating its centennial. The monument, located along the Seward waterfront 011 City owned property in an area of high pedestrian traffic, will serve to remind and educate Seward residents and visitors alike of Seward's historic importance as the destination for Iditarod gold, and the beginning of a vital winter route to Nome during the early years of the 20 century. Discuss the relationship of this project to past, present, or future preservation work. Through the work of the Seward Iditarod Trail Blazers, there is currently a small wooden monument along the Seward waterfront commemorating the spot as Mile 0 of the National Historic Iditarod Trail. Along the historic route, which is now a paved bike /pedestrian path, plaques have been erected providing more information on the historic significance of the route, and continuing outside city limits, the Trail Blazers organization performs regular trail maintenance, keeping the trail accessible. Currently, Seward is in the process of celebrating the centennial of the establishment of the Iditarod Trail in a series of public events that began in February of 2008 and will continue into 2012. These four years mark the centennials of important events in the trail's, and Seward's, history. From the first scouting party that left Seward for Nome in 1908, through the commercial boom years enjoyed by local businesses outfitting prospectors heading for the Iditarod goldfields, and on to the excitement of Seward's incorporation as a city in 1912; this series of public events, sled dog races, proclamations and outreach is helping educate Seward residents and visitors of the important role Seward played in Iditarod Trail history. What makes the Iditarod Trail Centennial Monument unique is that while much has been done to mark this historic occasion, Seward lacks a `100 -year' structure that will serve to commemorate the trail and educate the public long after our celebrations have passed. The planned monument, elegantly crafted in stone and bronze, will remain a steadfast reminder for many generations to come that Seward is, `Mile 0' of the National Historic Iditarod Trail. Identify the intended audience(s). The monuments planned location at the corner of Railway and Ballaine, is where the current `Mile 0' wooden monument and the Founder's Monument reside. Located between the Alaska Sea Life Center, the picnic pavillion and the Community Playground, and the start of the waterfront bike path, the Iditarod Trail Centennial Monument will be easily viewed and enjoyed by the many visitors Seward entertains each year, as well as our local residents. The monument's educational and commemorative importance will be noticed by all who travel along this high - traffic area. 2. PRESERVATION OBJECTIVES: Grants Manual - Appendix S 4 (Rev.09 /06) 11 Discuss how the project relates to the annual CLG grant priorities established for this fiscal year. The Seward Historic Preservation Commission continues to place a high importance on public education projects in this year's CLG grant priorities. The Iditarod Trail Centennial Monument is a project of lasting importance that will enhance the public knowledge of the Iditarod Trail and Seward history. Discuss how the project contributes to the goals and objectives of the state historic preservation plan. • The goal of constructing a lasting monument commemorating Seward's historic significance to the Iditarod Trail is to provide an object of cultural, aesthetic and educational value that will serve the public for generations to come. It is hoped that when people approach the monument and read the informative plaques, that they will leave with a broader understanding of a time before widespread. air travel, when all of Alaska truly depended on these vital, winter routes and teams of sled dogs to carry mail, gold and supplies throughout the state. Discuss how the project meets an identified priority of your community. The importance of the Iditarod Trail as an historical asset to the state of Alaska is without question. In Seward, being the home of `Mile 0' establishes the historical significance of the community, a distinction Seward is proud to have. 2008 -2012 has been proclaimed as the Iditarod Historic Trail Centennial by the State of Alaska and the City of Seward by proclamation. Celebrating our historical ties to this important corridor coincides perfectly with Seward's commitment to historical preservation and contributes to the richness of this community as a tourist destination. Discuss how the project contributes to the development or implementation of your local historic preservation plan. Preserving, sharing and celebrating our history are integral parts of Seward's local historic preservation plan. The Iditarod Trail Centennial Monument incorporates each of these values by sharing our local history with residents and visitors. Partnering with other local organizations is a priority of Seward's Historic Preservation Commission. 3. PROJECT LOCATION: Describe the geographic area encompassed by the proposed project. Particularly for survey and National Register nomination projects, include maps of the project area. Also include the estimated number of buildings, structures, sites, square miles, etc., to be addressed. The proposed site of the monument is at the corner of Railway Ave and Ballaine Blvd, where the Founder's Monument and marker for `Mile 0' of the Iditarod National Historic Trail are located. The monument would encompass an area no greater than 200 square feet. A map of the area is Attachment 5. 4. WORK PLAN: Explain how the work will be accomplished. Grants Manual - Appendix B 5 (Rev. 09/06) 12 The construction of the monument and casting of the bronze sculptures will be performed by contractors selected by the Project Manager through bids per City of Seward Code. When possible, work such as site preparation, foundation pouring and construction of the stone base of the monument will be performed by qualified individuals volunteering their time. Provide a work schedule. Keep in mind that final products must be completed by June 30 of the following fiscal year (two year grant cycle). May 15 2010 - Design and Materials List completed . June 15 2010 - Select contractors after completing bidding process. September 15` 2010 - Foundation and stone base structure of monument completed. June 15`', 2011 - Bronze statue of sled dog and bronze plaques telling the history of the Iditarod Trail with accompanying maps have been ordered and received. August 28 2012 - Official unveiling of Iditarod Trail Centennial Monument on Founder's Day, August 28 as part of Seward's celebration of 100 years since incorporation. Clearly and adequately describe the project. Address all of the following items for your project type: For public education projects, does the proposal: _ have a historic preservation focus? The Iditarod Trail Centennial Monument will creatively tell the story of this historic route from Seward to Nome through interpretive displays and relief maps that will be an integral part of the monument. clearly identify the audience(s)? The monument is intended for the benefit of everyone, but will be of special importance to those with an interest in Alaska history, sled dogs and how the modern Iditarod Race connects to the past. Its location in an area of high public use by both residents and visitors means it will be viewed and enjoyed by many people, with the potential to become one of the most photographed places in Alaska. include letters of commitment and support, as appropriate, from teachers, historical societies, museums, Native groups, and others? Please see Attachment 2 for Letters of Support . 5. PROJECT PERSONNEL: (Please see attached resumes.) Provide resumes for all professionals working on the project or a job description. The Principal Investigator must meet the qualifications set forth in 36 CFR 61 outlined in Appendix B - Attachment 1. Office of History and Archaeology must review selection of Principle Investigator prior to finalization of the contract with the individual. Identify local government personnel to be involved in the project and duties. The Seward Historic Preservation Commission members will contribute 4 hours each in in -kind labor. City Grants Manual - Appendix B 6 (Rev.09 /06) 13 of Seward personnel will contribute 40 hours of grant administration with the remainder of the in -kind labor contributed by members of the Trail Blazers, Historical Society and interested community volunteers. All other expenses will be contracted as noted. Please see attached quote for statue design and production. This attachment is intended as a quote only. All goods, services and labor will be sought locally wherever possible and /or practical. Describe the local historical commission's role in the project. How will they be involved in review of the grant products? Letters of support or a resolution from the commission are encouraged. • All application material and ensuing documents will be presented to Seward's Historic Preservation Commission for review and /or approval during the grant application and construction process. In addition, the Commission will provide 24 hours of in -kind labor and assistance with the project. Seward's Historic Preservation Commission passed Resolution 2010 -01 on February 25, 2010. Please see Attachment 3. Identify volunteer personnel and their tasks. The Seward Iditarod Trail Blazers, under the direction of President Dan Seavey, is composed of a number of talented individuals who have volunteered to help with the monument project. Dan Seavey has volunteered to oversee the construction of the monument's foundation and the stone base on which the statue will reside. This task is labor only. The funds for the purchasing of materials and transport are covered elsewhere in the budget. Identify contract employees and duties. Design of the monument, casting of the statute and panels and stone masonry will be contracted. 6. BUDGET: Please see Attachment I Budget Detail Using the budget page, identify the costs associated with this project. Attach additional pages as necessary to explain the costs in detail. Costs should be divided into personal services, travel and per diem, contractual services, and supplies. Clearly identify the source of funds, i.e. cash, in -kind goods and services, and donated goods and services. Donated goods and services cannot exceed 40% of the total project costs. Grantees will be reimbursed for cash expenditures up to 60% of total project costs, less the state surcharge. 7. FINAL PRODUCTS: Describe the publications, workshops, audio - visual materials, reports, brochures, survey materials, nominations, etc., that will be produced as part of the proposed project. Identify the intended audience. Identify where copies of the materials will be available to the public. The final product of the Iditarod Trail Centennial Monument will be an impressive stone structure not exceeding 8'L x 8'D x 12'H. The monument will feature a stone base with attached bronze plaques illustrating the history of the Iditarod Trail in Seward, and Seward's connection to the larger scope of Alaska history concerning the trail. On top of the monument, there will be a solid bronze statue of a sled dog, commemorating the animals that made it possible to carry mail, gold and supplies along the route from Grants Manual - Appendix B 7 (Rev.09 /06) 14 Seward to Nome. Prioritize the final products should the proposal be considered for partial funding. The projects first priority would be the casting and delivery of the bronze statue and plaques. The second priority would be the construction of the monument base. , 8. ADDITIONAL INFORMATION: Include letters of commitment and support, as appropriate, from teachers, historical societies, museums, Native groups, and others. Include any other information, such as photocopies of photographs, you think is relevant. Please see attached for supporting information. Attachment 1 Budget Detail Attachment 2 Letters of Support Attachment 3 Seward Historic Preservation Resolution of Support Attachment 4 Seward City Council Resolution of Support Attachment 5 Map of Trailhead Park Attachment 6 Resumes Grants Manual - Appendix B 8 (Rev.09 /06) 15 PROJECT BUDGET Enter the proposed budget for your project: BUDGET CATEGORY SOURCE OF FUNDS Federal Share Applicant's Share Total Personal Services Travel /Per Diem Contractual Services Supplies 1. TOTAL DIRECT COSTS $ 34000 2. 7% STATE SURCHARGE + 2380 3. TOTAL PROJECT COSTS = 36380 4. APPLICANT'S TOTAL SHARE = 40% of amount on line 3 - 14552 5. FEDERAL SHARE = 60% of amount on line 3 = 21828 6. LESS 7% STATE SURCHARGE = same as amount on line 2 - 2380 7. TOTAL PARTICIPANT RECEIPT = amount grantee is reimbursed = 19448 Proposed Source of Funds: Clearly identify cash, in -kind goods and services, and donated goods and services that constitute the applicant's matching share. Donations cannot exceed 40% of the total project costs. Other federal funding sources are ineligible as matching share for this grant program. Grantees will be reimbursed for cash expenditures up to 60 % of total project costs, less the state surcharge (the amount shown on line 7). APPLICANT: must total 40% of the total project costs. CASH $ 6500 IN -KIND GOODS AND SERVICES + 8000 DONATED GOODS AND SERVICES + 8. APPLICANT'S 9. TOTAL Grants Manual - Appendix B 16 (Rev. 09/06) TOTAL SHARE = $ 14500 FEDERAL SHARE $ 21828 STATEMENT OF WILLINGNESS TO COMPLY WITH REQUIREMENTS OF FEDERAL GRANT PROGRAM 1. I understand that this is an application for federal matching assistance for up to 60 % (less 10 % surcharge) of the total project cost, which is the subject of this application. 2. In submitting this application, I understand that if awarded the funds it is my responsibility to comply with all program requirements outlined in the "Historic Preservation Fund Program, Grants for Historic Preservation in Alaska" manual, pertinent State and Federal regulations, and the State /Local agreement. 3. In submitting this application, I understand that project records are subject to audit after project completion, and that if such an audit questions expenditures for which I have been partially reimbursed I will return an amount equal to 60% (less 7% surcharge SFY 10 and not exceed 10% thereafter) of the questioned expenditures. 4. I understand that no grant or promise of a grant exists until the State Historic Preservation Officer signs the State /Local Agreement even if the Alaska Historical Commission recommends or allocates funds for my project, and that any funds expended before the grant period or before obtaining the SHPO's signature may not be reimbursed without specific approval. The SHPO will not sign until all required materials and documents are in hand. Signatu e Authorized Local Government Official Grants Manual - Appendix B 17 (Rev.09 /06) SEWARD IDITAROD TRAIL BLAZERS, INC. W P TA O O February 25, 2010 Mr. Jolund Luther, Chairman Seward Historic Presevation Commission City of Seward P.O. Box 167 Seward, Alaska 99664 Dear Mr. Luther: I j I am writing to make you aware of our total support of your efforts to raise funds for the placement in Seward of a centennial monument for the Iditarod National Historic Trail. It is that great trail's relationship to the Seward Community that brought into existence our organization some 28 years ago. Over those many years we have undertaken numerous activities which have significantly contributed to the preservation of the hisroric trail on the Kenai Peninsula. I include our current brochure which you may find of interest. We offer not only this "moral support" , but financial assistance as our limited means allow and the many willing hands of our members. Please keep me posted as to how we can best assist with this most worthy project. Best regards, C -}( Dan Seavey, President P.O. Box 1923 • Seward, Alaska 99664 18 Resurrection Bay Historical Society, Inc. • PO Box 55 : t_ Seward, Alaska 99664 -0055 R� } "` 4 =F 25 February 2010 Jolund Luther, Chair Seward Historic Preservation Commission PO Box 167 Seward, Alaska 99664 Dear Chairman Luther, The Resurrection Bay Historical Society supports the proposed Iditarod Trail Centennial Monument project. The Iditarod Trail is an integral part of Seward's history and a permanent monument would be a fitting way to commemorate Seward as Mile 0 of the Historic Iditarod Trail. The monument would also preserve for future generations Seward's role in the development of the Iditarod Trail and the Trail's importance as a major transportation route for people, mail, equipment, supplies and gold. Since 2008 to 2012 is the period designated for the celebration of the centennial of the Historic Iditarod Trail, this would be the ideal time to construct such a monument. The Society has committed up to $3,250 to help finance the monument. Sincerely, Lee E Poleske President 19 Sponsored by: Staff CITY OF SEWARD, ALASKA HISTORIC PRESERVATION COMMISSION RESOLUTION 2010 -01 A RESOLUTION OF THE SEWARD HISTORIC PRESERVATION COMMISSION, SUPPORTING THE APPLICATION FOR A SECOND CALL 5010 HISTORIC PRESERVATION FUND GRANT FUNDING CONSTRUCTION OF AN IDITAROD TRAIL •CENTENNIAL MONUMENT AT TRAILHEAD PARK WHEREAS, 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 commission received notification of a second call for project proposal to utilize unused funds on January 22, 2010, submission deadline of February 26, 2010; and WHEREAS, the one of the priorities of the Alaska Historical Commission for FY 10 CLG grants is for projects that increase public awareness of historic preservation and establish new partnerships to strengthen local historic preservation program; and WHEREAS, the Seward Iditarod Trailblazers and the Resurrection Bay Historical Society seek to create a monument commemorating the centennial anniversary of the Iditarod Trail; and WHEREAS, total project costs are estimated at $36380, including $2380 State surcharge, $14552 in cash and in -kind applicants share and $21828 Federal share; and WHEREAS, the applicants share includes $6500 cash committed to the project by the Seward Iditarod Trailblazers and the Resurrection Bay Historical Society; and WHEREAS, grant funds will be administered by City of Seward staff, expenditures reimbursed after invoices are submitted; and WHEREAS, the Seward Historic Preservation Commission will partner with the Seward Iditarod Trailblazers and the Resurrection Bay Historical Society in completing the monument project. NOW, THEREFORE, BE IT RESOLVED by the Seward Historic Preservation Commission of the City of Seward, Alaska that: 20 Seward Historic Preservation Commission Resolution 2006 -06 Page 2 of 2 Section 1. The Seward Historic Preservation Commission hereby proposes the Iditarod Trail Centennial Monument Project for the second call project proposal 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 2010 5010 Certified Local Government - CLG grant if / when issued. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City of Seward, Alaska this 25 day of February, 2010. THE CITY OF SEWARD Historical Preservation Commission er, Ch. AYES: Iicnr+io,er Lw +her NOES: Nand. • ABSENT: Lc crtc. a FreAch ABSTAIN: Ni orl ATTEST: ® 4 N , > ; t.% ' . Jell: Lewis, 0 C.) /.0% ''' 0 0 Ci ; Clerk ten % • (City Seal) : ®a" • m ' , o® r -(Pe _ a *• !I'n . � � 1tE P `� 21 Seward Iditarod Trail Centennial Monument CLG Grant Application Project Budget February 25, 2010 Seward Historic Preservation Commission Budget Category Source of Funds _ Federal Share Applicant's Share Total Travel /Per diem $500 $8000 Contractual Services $15000 $2500 Supplies $4000 $4000 Total $19500 $14500 $34000 State Surcharge $2380 Total Project Cost $36380 Project Budget Breakdown Applicants Share Explanation Amount Source Travel /per Diem 320 hours in -kind labor $8000 In -kind at $25 /hr Contractual Services Equipment rental and $2500 Cash on hand* operation Supplies Materials and supplies $4000 Cash on hand* ground prep and installation expense $14500 Federal Share Explanation Amount Source Travel /per Diem Professional $500 Grant funds consultation expense Contractual Services Statue design, $15000 Grant funds production and freight Supplies Materials, supplies and $4000 Grant funds ground prep and installation expense $19500 *The Seward Iditarod Trail Blazers and the Resurrection Bay Historical Society have both committed funds to this project. Please see attached letters of support. The Seward Historic Preservation Commission members will contribute 4 hours each in in -kind labor. City of Seward personnel will contribute 40 hours of grant administration with the remainder of the in- kind labor contributed by members of the Trail Blazers, Historical Society and interested community volunteers. All other expenses will be contracted as noted. Please see attached quote for statue design and production. This attachment is intended as a quote only. All goods, services and labor will be sought locally wherever possible and /or practical. 22 vvaaays va 1L4LL TV 44J 4L*LV v441auaaav 1.) VV 44L 4s, 44a4 ■J J S,, SLa441J7 J. 44 6‘ 1 Vl 1 (�.— Address Ballaine Blvd &Railway Ave Notes Marker A is near the proposed `.' Seward, AK 99664 site of the Iditarod Trail Centennial Monument. J . L 0 '. t S i d. SfF .< - e {,10 ,,*:k,e'er r"` . Fist Lake - to m r , '' , . 4 . t Kara, s '-z , ': y ,,� ;3s- z , ,a a`' S '., 0a a�� w "R ? � d). ivt roe Sf M,onroa St :,,-,:>.,,,,,- t 4 t u. " r • g r�r �n J}Sl. a _ - - A 4 i A�, or S:-- ti4d"' ' 5 � '>~ D s -Seward ? " vi-' d4 x " -4 : `R$t4` £ ., 4tc�, x: fD - W t rfron Para t.v.,t ,'` X K a,-- ng :40-V MaCurir. St . t Bison St m � p c�. " a J ``� '. ''-=:-"V%', S - ' i ', . ds ",. 7 a. ;?•001§'4• -.mo W; t.oh1c1 � A a � �2 bb l Y z 7 yt v 4 raan'i -' mo D : . Jefferson St JuflersonSt �`'�t:�' � e t �� N a� �' +' Q. V: � max D 301' f e f �' 7 a Y a is �. �,. i Adams St Adams St f 0 s r r � � van Gihte �h .- • Mp.e r r S Peters 2 — A t ,� n � r x,44- row a Erg S D r,a C.huron D Far .r ` Ti ah+ �r� �� t rYr a � rc �' : 65 . W 5 & a0. L f ' �� riY . �# J a' Rest Western r y e v ^ ^i s Wa shln on St g:. cJf1'watEr a .. r .1 z ,,.-r , 9t F , ac . e " N,,- bk1 +n. . 4 F ;'z , Al k 3Sealle xc tw 1 .4.40-, - a � ° I 1 PC , ' , si Y,44� , g,' 1 • a `S . . Y'y - #. s y , . ' " ` -, v 4' 7 s xS V o �. i r„, - r : - a''+ ¢� i i 70± , 'day . 'R..r x e ri3 r -r a ` .a, , 8x,, ,i ', S �., �' �}ru ' ' v 3' k "r f „ ,,*4 . .y , . x r v 2 .' ''z r " 'r ,3 r` a ' 1 '`' ^ f '”' : "s: *i ce ` '"' -- — -- -- .. :� ��._.? . >..,, ,,,,,.+4e c` � ' ' Willi o o o r e 23 http: / /maps.google.com/maps ?f =q &source =s_q& t &geocode = &q= corner +of +railway... 2/25/2010 Sponsored by: Staff CITY OF SEWARD, ALASKA HISTORIC PRESERVATION COMMISSION RESOLUTION 2010 -01 A RESOLUTION OF THE SEWARD HISTORIC PRESERVATION COMMISSION, SUPPORTING THE APPLICATION FOR A SECOND CALL 5010 HISTORIC PRESERVATION FUND GRANT FUNDING CONSTRUCTION OF AN IDITAROD TRAIL CENTENNIAL MONUMENT AT TRAILHEAD PARK WHEREAS, 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 commission received notification of a second call for project proposal to utilize unused funds on January 22, 2010, submission deadline of February 26, 2010; and WHEREAS, the one of the priorities of the Alaska Historical Commission for FY 10 CLG grants is for projects that increase public awareness of historic preservation and establish new partnerships to strengthen local historic preservation program; and WHEREAS, the Seward Iditarod Trailblazers and the Resurrection Bay Historical Society seek to create a monument commemorating the centennial anniversary of the Iditarod Trail; and WHEREAS, total project costs are estimated at $36380, including $2380 State surcharge, $14552 in cash and in -kind applicants share and $21828 Federal share; and WHEREAS, the applicants share includes $6500 cash committed to the project by the Seward Iditarod Trailblazers and the Resurrection Bay Historical Society; and WHEREAS, grant funds will be administered by City of Seward staff, expenditures reimbursed after invoices are submitted; and WHEREAS, the Seward Historic Preservation Commission will partner with the Seward Iditarod Trailblazers and the Resurrection Bay Historical Society in completing the monument proj ect. NOW, THEREFORE, BE IT RESOLVED by the Seward Historic Preservation Commission of the City of Seward, Alaska that: 24 Seward Historic Preservation Commission Resolution 2006 -06 Page 2 of 2 Section 1. The Seward Historic Preservation Commission hereby proposes the Iditarod Trail Centennial Monument Project for the second call project proposal 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 2010 5010 Certified Local Government - CLG grant if / when issued. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City of Seward, Alaska this 25 day of February, 2010. THE CITY OF SEWARD Historical Preservation Commission er, Ch. it AYES: Nctr\t.er inc(er'.5 jwwnn ; Lvfh NOES: N one. ABSENT: Lc...604G. D freAch ABSTAIN: Non ATTEST: t o v set !, f k .t gearxrr r 411% J • ew1.S' s v� v f,} �i • Clerk g s (City Seal) • s • • • % as • s f we% ® m °r � � a •®®, 1,,k- o - N ' .„ ®� 25 Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2010 -022 A RESOLUTION OF THE SEWARD CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CHANGE ORDER WITH RISE ALASKA, LLC (RISE) FOR PROFESSIONAL PROJECT MANAGEMENT SERVICES FOR CM/GC RFP DEVELOPMENT AND SOLICITATION PROCESS MANAGEMENT FOR THE NEW CO- LOCATED LIBRARY MUSEUM FACILITY, ACCEPTING GRANTED FUNDS AND APPROPRIATING TWENTY -SIX THOUSAND ONE HUNDRED DOLLARS ($26,100) WHEREAS, in accordance with Seward City Code 6.10.310 the City of Seward submitted a request for proposals for professional project management services for the library museum project; and WHEREAS, RISE Alaska, LLC earned the most points with the request for proposal grading criteria approved by the Seward City Council and was awarded the professional services agreement to perform project management services through the schematic design phase; and WHEREAS, the scope of the project management services included assisting the City in selection of a design team, negotiating the design contract and overseeing the design team's work through the schematic design phase; and WHEREAS, the Project Executive Committee and the Seward Community Library and Museum Building Committee (SCLMBC) both determined that this project should be managed as a Construction Manager /General Contractor (CM /GC) project; and WHEREAS, the project is at 35% Schematic Design and is ready to move forward with selecting a construction film to act as consultant to the owner in the development and design phase; and WHEREAS, RISE Alaska has submitted a change order for twenty -six thousand and one hundred dollars ($26,100) to manage this next phase of the project including; developing the request for proposals, conducting review sessions, advertising and issuing the RFP, and completing all aspects of the RFP process up to and including developing and negotiating the CM/GC contract. 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 a contract with RISE Alaska, LLC to provide project management services through schematic design for a cost not -to- exceed twenty -six thousand one hundred dollars ($26,100). 26 CITY OF SEWARD, ALASKA Resolution 2010 -022 Page 2 of 2 Section 2. Funding in the amount of $26,100 is hereby accepted from the SCLMBC to the Seward Community Library Museum Project fund account number 826 - 8264 -4100, and appropriated to contracted services account no 826 - 8264 -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 8th day of March, 2010. THE CITY OF SEWARD, ALASKA Willard E. Dunham, Mayor AYES: NOES: ABSENT: ABSTAIN: VACANT: ATTEST: Jean Lewis City Clerk, CMC (City Seal) 27 Council Agenda Statement Meeting Date: March 8, 2010 Through: City Manager Phillip Oates 4 4, sely From: Community Development Director Christy Terry f ,_ � Agenda Item: Authorizing a change order to RISE ALASKA, 14"5t0" LLC to perform professional project management services for CM/GC RFP development and solicitation process for the new library museum and to appropriate additional funding NTE $26,100 BACKGROUND & JUSTIFICATION: Since 2003, the City of Seward, Seward Community Library Association and the Resurrection Bay Historical Society have been planning to co- locate the Community Library and the Seward Museum to a new facility. Co- location will create efficiencies of service and space as well as providing the amount of space needed to meet the existing and future needs of these organizations. On August 17, 2009 a request for proposals was issued soliciting for project management services including; assistance in selecting a design team, negotiating the design contract and overseeing the design team's work during the schematic design phase. RISE ALASKA, LLC obtained the highest points and is the professional project management firm for the schematic design phase ofthe Library Museum Project. After numerous public meetings and scrutiny from the Project Executive Committee and the Seward Community Library and Museum Building Committee (SCLMBC), the project is basically at 35% Schematic Design. The project is ready to move forward with selecting a construction firm to assist with construction development and scheduling, often referred to as "Preconstruction Services ". The Project Executive Committee and the SCLMBC both determined that this project should be managed as a Construction Manager /General Contractor (CM/GC), also called a Construction Manager At -Risk, approach to the design, maximum price and construction ofthis project. CM/GC delivery method entails a commitment by the construction manager to deliver the project within a Guaranteed Maximum Price (GMP). When a construction manager is bound to a GMP, the most fundamental character ofthe relationship is changed. In addition to acting in the owner's interest, the construction manager must manage and control construction costs to not exceed the GMP. The construction manager will act as consultant to the owner in the development and design phases, and then they will be the general contractor during the construction phase. In our situation, the construction firm chosen at this stage is taking the chance that the project will be fully funded and will move forward to actual construction. This will be fully disclosed during the RFP process. RISE Alaska has submitted a change order for twenty -six thousand and one hundred dollars ($26,100) to manage this next phase of the project. These management services will include developing the request for proposals, conducting review sessions, advertising and issuing the RFP, and completing all aspects of the RFP process up to and including developing and negotiating the CM/GC contract. This project would be the first time the City chooses to utilize the CM/GC approach. RISE Alaska has experience with this construction management type and would be a helpful partner to insure the process is handled correctly. 28 INTENT: Approve a change order with RISE ALASKA, LLC for project management services to obtain a contractor during this phase of the CM/GC project and to obtain Council approval for the transfer of funds. 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: The Project Executive Committee organized by Council with Resolution 2009 -086 and the SCLMBC support Council's approval of this change order. FISCAL NOTE: This action proposes to utilize non -City funds for the purpose of obtaining a partner contractor during this initial phase of the CM/GC process. This action proposes $26,100 will be transferred to the City from SCLMBC. The amount of funds is within the City Manager's authority to authorize, but Council approval is necessary because of the fund appropriation. Approved by Finance Department: Rita;D ifrteAd...•? ATTORNEY REVIEW: No. RECOMMENDATION: Approve Resolution 2010 uthorizing a change order to RISE ALASKA, LLC to perform professional project management services for CM/GC RFP development and solicitation process for the new library museum and to appropriate additional funding NTE $26,100. 29 ALASKA January 26, 2010 Christy Terry, Community Development Director City of Seward P.O. Box 167 Seward, AK 99664 RE: Proposal for CM /GC RFP Development and Solicitation Process Management for the Seward Community Library Museum Dear Ms. Terry, RISE Alaska, LLC appreciates the opportunity to provide the attached scope and fee proposal for the next phase of project management services for the Seward Community Library Museum (SCLM) project - the Construction Manager /General Contractor (CM /GC) RFP Development and Solicitation Process. As referenced in our original proposal, RISE offers an unparalleled depth of experience in Alaska with respect to the development of concise, proven project procurement solicitations and CM /GC contract management. RISE has helped several owners develop CM /GC RFPs and contracts; our firm is managing over $400M in CM /GC projects currently under construction in Alaska. RISE understands how to build strength and clarity in the CM /GC contractor selection, negotiation and management process. Kent Crandall and Don Simmons have developed numerous CM /GC RFP documents and managed several projects that use CM /GC and other alternate project delivery methods. RISE has provided RFP development and project management services for several projects that used CM /GC or other alternate delivery methods. Three project references are listed below: • Fairbanks International Airport, Jesse VanderZanden, Airport Manager, 907.474.2500 • Fairbanks Enhanced Detox Center, Steve Williams, Trust Program Manager, 907.2693697 • Anchorage Museum Expansion Project, Brian Davies, Chair, Museum Building Committee, 907.277. 5502 We would appreciate the opportunity to continue to work with you, the City of' Seward, and the Seward Community Library Museum Building Committee to deliver this important community project. If there is any additional information I may provide about our firm or services, please contact me at 907.276.8095. rcer y, oe Sturgulewski President RISE Alaska, LLC RISE ALASXA LLC g 880 H STREET, SUITE 101 6 ANCHORAGE, ALASKA 99501 • PHONE 9071753095 a FAX 907.276.8609 8 WWW.RISEALASKA,COM 30 P ! tl SCLM Professional Services Fee Estimate 1 tJ 26 January 2010 About CM /GC Contracting: Construction Manager /General Contractor (CM /GC) contracting is the project delivery method selected by the City and SCLM Building Committee as an outcome of a Project Delivery Method Work Session sponsored by the Foraker Group in June 2009. This delivery method brings the contractor into the project at an early stage, typically between 35% (schematic) and 65% design. It has the obvious benefits of including the contractor in design decisions as building systems and materials are being selected. It also allows the contractor to be involved in cost estimating and construction scheduling. Careful management of this process as described above is an essential requirement for success. Challenges lie in assuring best price and best value to the owner. The contractor may be required to bid major subcontracts. With guaranteed maximum pricing (GMP), the contractor will be allowed to manage its own contingency. There may be a sharing of savings for innovation that improves the project and saves money. This process encourages a project team that has a thorough understanding of the project, has brought a wide range of perspective to the decision making process, and creates a team that has learned to work together to solve problems. RISE Fee Estimate Below is a scope of services and fee estimate to provide the next phase of project management services to the City and the SCLM Building Committee for the Seward Community Library Museum. This cost proposal includes our non -profit rates, significantly reduced from established AKDOT audited rates. Kent C Don Clara Project Tasks AIA , Simmons Hughes Total f$1501hr) ($150Ihr) ($501hr) Develop CM /GC Request for Proposals (RFP) 40 MEI 16 60 Conduct review sessions with City Planning Director, Project 20 16 36 Executive Committee and City Council as needed to assure compliance with City Codes and building committee preferences. Advertise, issue RFP, receive proposals, distribute proposals to 20 1111 20 review team, and faciltate selection process. Facilitate pre - proposal conference, contractor interviews, contractor 20 20 reference checks, and issue adenda in response to contractor questions, Develop and negotiate CM /GC contract 40 4 16 60 Labor Total 140 8 48 196 Reimbursables 4 trigs, ►rintin 4, advertisin. $1,500 Total Cost for Contractor Selection $26,100 Page 2 of 2 RISE ALASKA LLC 6 880 H STREET, SUITE 101 ANCHORAGE, ALASKA NA501 * PHONE 907.276.8095 a FAX 9 )7.276.8609 • www.RISEALASKA.COM 31 Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2009 -023 A RESOLUTION OF THE SEWARD CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, PROCLAIMING THE CITY OF SEWARD AS THE WELLNESS CAPITAL OF ALASKA AND AUTHORIZING THE CITY MANAGER TO SEEK STATE AND FEDERAL RECOGNITION AS THE WELLNESS CAPITAL OF ALASKA AND APPROPRIATE FUNDS FOR A DESIGNATED WELLNESS FUND UNDER THE SEWARD COMMUNITY FOUNDATION AND SEEK PARTNERS FROM NATIONAL SERVICE PROGRAMS (AMERICORP AND VISTA) TO DEVELOP, ENHANCE AND IMPLEMENT WELLNESS INITIATIVES WITHIN THE CITY OF SEWARD WHEREAS, the City's hospital and Long Term Care Facility and have a vested interest to provide quality health care services; and WHEREAS, the City of Seward entered into an operating agreement with Providence Health and Services, Alaska Region to manage the City's hospital called the Providence Seward Medical and Care Center; and WHEREAS, Providence Seward Medical and Care Center completed a community needs assessment on April 8, 2008; and WHEREAS, as a result of this community needs assessment, a community wellness for all group was formed including a cross section of Seward residents including health care providers; and WHEREAS, the wellness for all group identified five wellness categories to further identify and target wellness for all; and WHEREAS, each category formed a group and assigned a lead position that would further define and develop programs to improve wellness for all; and WHEREAS, each group has developed wellness strategies, goals and programs to create a state of the art wellness model; and WHEREAS, a small grant has been completed and submitted to further develop and expand these programs; and WHEREAS, the intent of the grant is to collect community wellness data including a know your numbers program and to develop a patient centered medical home business plan and develop a wellness neighborhood model as a one year, pilot program before full implementation; and 32 CITY OF SEWARD, ALASKA Resolution 2010 -023 WHEREAS, both the City of Seward and Providence Seward Medical and Care Center have a vested interest to foster wellness for all for the citizens of Seward; and WHEREAS, in partnership with Providence Seward Medical and Care Center, the City of Seward endorses Seward as the wellness capital of the State of Alaska (Healthiest • Hometown); and WHEREAS, the City of Seward will work towards state and federal recognition to become a wellness community to model throughout the state and nation; and WHEREAS, by eating healthier, exercising more, and participating in community wellness projects together, the citizens of Seward will set an example for towns across Alaska and the nation; and WHEREAS, the City of Seward wants to set up a designated fund at the Seward Community Foundation to establish a specific venue to encourage community philanthropic investments towards wellness programs for Seward; and WHEREAS, this fund requires an initial $5,000 investment from the City of Seward to start this designated fund; and WHEREAS, Providence Seward Medical and Care Center will match the City's $5,000 with an additional $5,000 to spearhead this fund and create an initial $10,000 investment for wellness in the community to further expand philanthropic investestments into community wellness programs; and WHEREAS, the City plans to implement national volunteerism programs (AmeriCorps and VISTA) to further expand these community wellness programs and create a wellness model that capitalizes on the federal expertise of both retired "wellness" professionals and civic minded, college graduates seeking opportunities to serve our Nation; and WHEREAS, and the Seward City Council must be the focal point of leadership to help adopt, encourage local businesses, the school district, other government agencies and the citizens of Seward. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized to seek state and federal recognition as the wellness capital of Alaska. Section 2. Funding in the amount of $5,000 is hereby appropriated form the City Managers contingency account to the Seward Community Foundation to create a designated 33 CITY OF SEWARD, ALASKA Resolution 2010 -023 wellness fund to encourage and leverage private, corporate and philanthropic investments into wellness for all programs in the City of Seward. Section 3. The City Manager is authorized to enter into an agreement with AMERICORPS and VISTA as necessary to develop, enhance and implement wellness initiatives within the City of Seward. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8th day of March, 2010. THE CITY OF SEWARD, ALASKA Willard E. Dunham, Mayor AYES: NOES: ABSENT: ABSTAIN: VACANT: ATTEST: Jean Lewis City Clerk, CMC (City Seal) 34 Council Agenda Statement e 4 of „c •I . . Meeting Date: March 8, 2010 v` 4 From: Phillip Oates, City Manager qtA r�P Agenda Item: Support for Wellness Capital Designation BACKGROUND & JUSTIFICATION: The City of Seward has a vested interest in fostering wellness for all its citizens. Through steps like eating healthier, exercising more, and participating in community wellness projects together, the citizens of Seward will set an example for towns across Alaska and the nation. The City of Seward's employee wellness program is one example of this progressive attitude. A community needs assessment in April 2008 resulted in the creation of a community wide Wellness for All Group, consisting of a cross section of Seward residents including health care providers. The wellness for all group identified five wellness categories with leaders for each, to further identify and target wellness for the Community. Strategies and programs have been developed by the group to create a state of the art wellness model. Utilizing granted funding the Wellness for all group will soon begin a year -long demonstration wellness neighborhood model project. The project will begin with volunteer "know -your- numbers” data gathering in order to develop a patient centered medical home and business plan. Eventually this will be developed into a wellness neighborhood model. Seward's designation as the wellness capital of the State of Alaska (Healthiest Hometown) will work towards state and federal recognition to become a wellness community. This will enable the City to continue working with partners like Providence Seward Medical center to expand on available grant opportunities. The City plans to implement national volunteerism programs (AmeriCorps and VISTA) to further expand these community wellness programs and create a wellness model that capitalizes on the federal expertise ofboth retired "wellness" professionals and civic minded, college graduates seeking opportunities to serve our Nation. The Seward City Council must be the focal point of leadership to help adopt, encourage local businesses, the school district, other government agencies and the citizens of Seward. Through passage of this resolution the City of Seward will establish a fund at the Seward Community Foundation to establish a specific venue to encourage community philanthropic investments towards wellness programs for Seward. This fund requires an initial $5,000 investment from the City of Seward to start. Providence Seward Medical and Care Center will match the City's $5,000 with an additional $5,000 to spearhead this fund and create $10,000 investment for wellness in the community to further expand philanthropic investments in community wellness programs. 35 INTENT: The City of Seward wants to set up a designated fund at the Seward Community Foundation to establish a specific venue to encourage community philanthropic investments towards wellness programs for Seward. This fund requires an initial $5,000 investment from the City of Seward to start. Providence Seward Medical and Care Center will match the City's $5,000 with an additional $5,000 to spearhead this fund and create $10,000 investment for wellness in the community to further expand philanthropic investments in community wellness programs. CONSISTENT WITH COMPREHENSIVE PLAN: Yes ATTORNEY REVIEW: No FISCAL NOTE: This fund requires an initial $5,000 investment from the City of Seward which will come from the City Managers Contingency Fund to start. Providence Seward Medical and Care Center will match the City's $5,000 with an additional $5,000 to establish this fund at the $10,000 level. Approved by Finance Department 6.54-GtZZ.) 4ie...efez RECOMMENDATION: Council approves Resolution 20105 , designating Seward as the wellness capital of the State of Alaska (Healthiest Hometown) and establish a $5000 fund at the Seward Community Foundation to establish a specific venue to encourage community philanthropic investments towards wellness programs for Seward, and appropriate funds. 36 City of Seward, Alaska City Council Minutes February 22, 2010 Volume 38, Page CALL TO ORDER The February 22, 2010 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Willard E. Dunham. OPENING CEREMONY Police Chief Tom Clemons led the pledge of allegiance to the flag. ROLL CALL There were present: Willard E. Dunham presiding and Linda Amberg Jean Bardarson Bob Valdatta Vanta Shafer Mariania. comprising a quorum of the Council; and Phillip Oates, City Manager Jean Lewis, City Clerk ABSENT — Tom Smith CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING ,'. Maya Moriarty,, spoke on behalf of the Seward Wellness for All Group and spoke in favor of the fluoridation of the city's water.„ There was a lot`of junk science and legitimate science out there, and she hoped people could tell the differenceor refer to the health professionals in Seward. There were questiont of safety and finances ah public health vs individual freedom. She urged council to about gust, and noted- all top health officials supported fluoride. Judi Christensen spoke on behalf of Quetckak Native Tribe and Diane McRae, Tribal Council President,in support of community water fluoridation. This would help Seward's youth and there was an overwhelming need in the native population. QNT promotes health and wellness for its members. Sharyl Seese, spoke in opposition to having fluoride in the water. She thought there should be more education for tooth care. She hoped council would consider this issue again before putting it in the water. Not everyone wanted fluoride in their water. Warren Huss, stated he graduated from dental school in 1965 and had studied the science of fluoride and community water fluoridation and assured the council that it was safe and effective. It helped prevent tooth decay in youth, young adults and seniors. 37 City of Seward, Alaska February 22, 2010 City Council Minutes Volume 38, Page Patty Beals, spoke on behalf of Paul Foreman, and read a letter that explained his stance that supported the fluoridation of water and that all the communities physicians supported this issue. A lot of incorrect information was out there and there was no controversy between certified physicians. Beals stated if the community could afford to put fluoride in the water, they should. Dave Hamner, conveyed appreciation for the continued support for Seward Parks and Recreation Programs. He thanked them for helping parents out in Seward. Hamner also requested support of Resolution 2010 -015 to have a study done to see what the cost and logistics would be to put fluoride in city water. Matt Hershock spoke on the fluoride issue. His issue was with the matter of personal choice of how to medicate his own family and was against fluoridating water was taking away his choice. Greg Carpenter voiced his support of the fluoridation of water He grew up drinking fluoridated water. Carpenter felt it would be a benefit for the`community and he fully supported it. Betty Skinner, spoke in opposition of fluoridation of Water. Her question was n adding fluoride to the water, how beneficial was it to those w had health concerns? She .personally had health issues where she did not feel it would be good father to drink '` fluoridated water. She asked that the council have a study on how much fluoride was safe be ingested. How could they tell if one was over medicated on fluoride? There =were other way to fluoride and she was concerned with over - medication. She didn't feel the city had any right to medicate her. Mike Moriarty, the local dentist in Seward, asked for support for water fluoridation and stated many cities in the country were fluoridated. He encouraged council to affirm the public vote from October and fluoridate the city's water. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Bardarson/Amberg)' Approval of Agenda and Consent Agenda Motion Passed Unanimous The following Was added to the Discussion item to discuss hosting a reception for Alaska Representative Paul Seaton. The clerk read the following approved consent agenda items: The February 8, 2010 Regular City Council Meeting Minutes Were Approved. Tena Morgan and Sandra Roach' were appointed to the Seward Planning & Zoning Commission with a term to expire February 2013. There was a non objection to the liquor license renewals for BPO Elks Lodge #1773, The Seward Alehouse, The Breeze Inn and The Marina Restaurant. 38 City of Seward, Alaska City Council Minutes February 22, 2010 Volume 38, Page Resolution 2010 -018, Authorizing A Memorandum Of Understanding With Providence Health & Services To Account For The Transfer Of Funds Necessary To Facilitate Debt Service Payments Associated With Seward Mountain Haven. Resolution 2010 -019, Approving Amendment #7 To The Employment Agreement With The City Clerk. Resolution 2010 -020, Authorizing The Transfer Of $8,150 In Unexpected Grant Funds From The Library Budget Into A Special Revenue Fund To Complete Th a 1964 Earthquake Documentary Film. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations and Awards Sponsor Appreciation Night. Teen and Youth Center Adelmann Award. Logan Adelmann and Derek Brasch were presented this award. Council allowed the group from Alik,grew for the movie being filmed in Seward, "Christmas with a Capital `C "' to speak briefly Actors Ted McGinley, Brad Stein were present as well as producer David Cutty They offered thanks`for having Seward welcome them and was excited to put on film. Borough Assembly Report No report was given. City Manager's Report, City Manager Phillip Oates gave a brief report on electrical outage that occurred the past weekend. The city :Was on generation for almost three full days due to a large tree outside of the right of waythat blew down and hit a large pole and line. Because of weather conditions and lack of equipment. it took almost two full days to repair. Homer Electric Association provided assistance by sending a crew of three to help finish repairs. The three generators worked very well. The cost was estimated at approximately $100,000. There following purchase between $10,000 - 50,000 has been approved by the City Manager, or RFP's released. In 2010, in accordance with the requirement in SCC, the City will do an appraisal of city leased property. This RFP was advertised beginning on January 28 and had a closing date of February 12 One proposal was submitted and was found to responsive and also rated high with the Council approved criteria: Depth of market experience (20 pts), Past performance (10 pts), Availability (20 pts), Understanding of the work to be performed (20 pts), Cost (30 pts). The rating criteria and notice of the RFP was provided to Council in the Manager's Report of January 25, 2010. The proposal was submitted by MacSwain Associates LLC with a final cost of $23,900 which was significantly under what was budgeted, and within the City Manager's spending authority. 39 City of Seward, Alaska City Council Minutes February 22, 2010 Volume 38, Page The City of Seward would receive $345,747.50 from Cruise Ship Tax revenue through an appropriation from the Kenai Peninsula Borough. Seward's community group- `Wellness for All' would receive a $100,000 grant from Providence Health & Services (Alaska) through a new endowment called the Community Benefit Strategic Investment fund (CBSI). Harbor Floats for the Security Float (Z float) were estimated to arrive in Seward (via barge from Washington State) on March 2, 2010. The floats would be stored on Alaska Railroad property until construction funding became available. The City of Seward was not a >irecipient of the TIGER (Transportation Investment Generating Economic Recovery) grant. This was a $17 million grant proposal to complete the breakwater at SMIC and add additional moorage to the SMIC basin. The City recently applied for a MARAD grant requesting $161,8450 fo' electrical infrastructure at SMIC. The grant would put a new transformer in the SMIC yard, and add 12 new power pedestals. Awards would be announced in April. Public Works The snow blower was working properly, but a grader was down due to a drive axle issue. It should be fixed and operational in 10 days. Public Works was focusing on drainage issues due to excess rainfall. The pothole cold mix asphalt was supposed to be here on 2/18 but delivery was halted by the avalanche at mile 86 In ,water and sewer, ::staff was working on preventative maintenance, continually working on security issues, and planning, for construction season with the priority as Phase I and II of the Water Tank Project Staff was moving forward and would be requesting future AARA funding for a portion, if nab all,;of the water tank project. Community Development In Planning and Zoning Commission, a work session was held on February 16 to discuss incorporation of small wind turbines into the Zoning Code. Electric Utility Manager John Foutz attended to answer questions from the commissioners on industry standards. The Community Development Department continued to work closely with the movie production staff from "Christmas with a Capital, C," which would be filming in Seward from February 23'- March 3t1 As part of the Seward Economic Development Study (which the Chamber was managing on the City's behalf) a team of developers came to Seward February 16 and 17 to understand the City processes for working with business. They met with the City Manager and Mayor, toured the town and also met with key Department Heads that had a role in supporting a new or growing business in the community. Their visit was cut short because of road conditions, but they would continue their work by phone and via the City Website. Mayoral Report, Mayor Willard Dunham briefed the council for the period of the end of January to the beginning of February. He spoke of recent lobbyist trips to Juneau and Washington, DC as well as a side trip to Wisconsin for the inauguration of the new ARRV. Dunham met with mural group for long term planning goals. He attended GRETC meetings with John Foutz of the Electric Department and felt the group was moving at a snail's pace. Chamber of Commerce Report, Laura Cloward showed a new promotional video to the council. The intent was to hit a tourism perspective but also show a quality of life in Seward. 40 City of Seward, Alaska City Council Minutes February 22, 2010 Volume 38, Page Cloward said they wanted to capture the unique parts of Seward. The video went on the Chamber's homepage on Saturday and YouTube on Friday and would be available on Digiplayers on Alaska Airlines for certain summer months. "Christmas with a Capital C" hired several members of the community to help make the movie which brought jobs to the community. Cloward felt this was really good for the economy and thanked the city for helping make Christmas happen in February. Other Reports, Announcements and Presentations On behalf of the Seward Legislative Information Office, Marianna Keil said during Representative Seaton's v the LIO office would have a breakfast from 8 -10 a.m. on March 4, 2010. Oates emphasized how important it was to have the communi come out and meet with its representative. Dunham noted the Wada Group that was co to town and the cou try to hold a reception. PUBLIC HEARINGS =e_ Resolution 2010 -012, Authorizing TheDsposal Of Lot AU,,Forest Acres Subdivision, Subject To A Public Use Easement, To Steve Anil Maureen Lemmei3n Exchange For $4,000 And A Public Use Easement On Lot ZZ, Forest Acres Subdivision For The North Forest Acres Levee /Road Project And Appropriating Funds , Motion (KeilBardarson) Approve Resolution 2010 -012 Oates stated this was.n everyone best interest recommended approval for this property trade. a Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. No oneappeared to a ddress the Council and the public hearing was closed. Motion Passed ; Unanimous Resolution 2010- 013t Re commending Kenai Peninsula Borough Approval Of The Two Lakes Park, Includes The Vacation Of All Interior Undeveloped Rights -Of -Way, Easements And Interior Platted Lot Lines; And Dedicates Additional Easements And Extends The Vista Avenue Right-Of-Way North Providing Legal Access To USS 1931, Located Predominately Within The Park Zoning District. Motion (Bardarson/Shafer) Approve Resolution 2010 -013 Community Development Director Christy Terry summarized the replat for the council. . Staff and P &Z and the publ have had a long standing interest in this replat. It dedicated utility and emergency access easements and provides a second access out of town. 41 City of Seward, Alaska City Council Minutes February 22, 2010 Volume 38, Page Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. Bob Linville, used the Two Lakes Park on a routine basis. He was aware of the efforts that had been made to get this replatted over the years and complimented staff and administration on making this happen. Keil said it had taken yeoman's work to get this done, as far back as when she was on the commission. She was happy this was moving forward and she also thankedthose involved, past and present. Motion Passed Unanimous NEW BUSINESS Resolution 2010 -014 Authorizing The City Manager To Enter Into An Agreement With West Construction Company At A Rate Of $4.88 Per Cubic Yard For An Amount Nof -To- Exceed 19,900 Cubic Yards Of Rock From The Quarry For An Extension To The Breakwater At The Seward Small Boat Harbor. Motion (Keil /Amberg) Approve Resolution 2010 -014 Oates stated this was part of the of the breakwater extension project to make it possible to construct a security dock. The Army Corps of Engineer was = managing the project. Staff had looked at the pricing throughout the :state and felt this was the best price. This sale also required West Construction to clean up the quarry after they were done. Valdatta had no objection with the price, but he had concern with the quarry sales benefiting the general fund. The $97,000 "should be earmarked in the general fund and put back in the quarry. Motion to Amend (Valdatta/Keil) ' Add section 4: The $97,112 revenues from the sale of the rock quarry will be taken from the general fund and committed to the capital acquisition fund for the purpose of cleaning up the rock quarry. Finance Director Kris Erchinger said that would require a transfer out of the general fund and then to a capital acquisition fund. Keil said she would agree for this one time set of revenues, but not all future revenues. Public Works Director W.C. Casey and Oates said there was still much reclassification to be done. Motion to Amend Approved Unanimous 42 City of Seward, Alaska City Council Minutes February 22, 2010 Volume 38, Page Main Motion Passed Unanimous Resolution 2010 -015, Affirming Council Support For Fluoridation Of The Public Water • Supply To Improve Oral Health, And Directing The City Manager To Determine The Requirements And Costs For Safely Adding Fluoride To The Community Water System And • Report On Grants And Other Funding Sources For Subsiding Those Costs. Motion (Keil /Shafer) Approve Resolution 2010 -015 Oates stated council had discussed this issue many times. Thisresolution would approve the initiative to add fluoride at the recommended levels. This did not put thtsrequest before many other steps. First he needed to obtain an engineering firm to assess the s ituation This also directed him to look at further funding sources and also to look at how this affected the water system. At this point he would come back to council for the appropriation of funds Bardarson noted that she may have a conflict ! of interest. on this resolution, due to her employment with the dental office. No memb o felt; there were was a conflict of interest and Mayor Dunham declared no conflict existed. Valdatta thought information theyreceived was incorrect, that many European countries had banned fluoride. Bardarson stated it was not a fluorideissue, it was a water system issue. Most countries put fluoride in their salt. Amberg wanted clarification; that this was to endorse a study. Oates said this also noted council supported fluoridation as well. Amberg statedshe did not support it, but supported a study. Motion to Amend (Amberg/Keil) Amend Resolution 2010 -015, by striking the words "affirming council support for the fluoridation of the public water supply to improve oral health, and" in the title and the words "and supports" in Section 1. Keil's concern was that if they took this wording out, it might be more difficult to get grants. Shafer said they didn't know where to go with grants at this point anyway, and thought it could be added into a resolution at a later time. Bardarson stated the title did request the city manager to report on grants on this resolution, however. Dunham saw this resolution as directing the city manager to prepare information to make a formal vote on this. Without this support, they might not get a clear account of what funds may be available to them. 43 City of Seward, Alaska February 22, 2010 City Council Minutes Volume 38, Page Oates read the advisory proposition language to the council. It may mean they would have to pay the full costs themselves without this language, he felt. Valdatta felt the city had good water now. He wondered if they should have another advisory vote. Motion to Amend Failed Yes: Amberg, Valdatta No: Bardarson, Shafer, Keil, Dunham Motion Passed Yes: Shafer, Kell, Bardarson Dunham No: Valdatta, Arlberg Council recessed at 8:55 p.m. _ Council resumed at 9:00 p.m. Resolution 2010 -016, Amending The 2009 Budget To Account For Unbudgeted Revenues From Exxon Valdez Oil Spill Settlement Proceeds. Motion (Bardarson/Keil) Approve Resolution 2010 -016 Oates stated Seward received a che for $1.6 million for punitive damages and the intent was to modify the 2009 budget to bring the. fund balance to -have the required reserves. Keil asked what the attorney costs were__ Oates stated the attorney fees were already taken out and clarified this money would not be: used to balance the 2009 budget. The reason for putting it in the general fund budget was for future appropriations. Bardarson felt like this was a gift to the community. She would like to see this money used for things that couldkberepaid, such as the shop building, which could be rebuilt without the interest that was ,factored in. Amberg said there was discussion about doing a special infrastructure account, but the city never had the money to put into�it — now might be the time to do something like this. Shafer agreed with Bardarson to leverage this money. Oates said any appropriation of this money would be approved by the council. He recommended they approve a resolution that dedicated this money to a fund like that was mentioned. Dunham stated leverage of this money should be used to be reused again and again. He hoped they would put it to good use. Oates stated another good use was to establish an assessment district. Motion Passed Unanimous 44 City of Seward, Alaska City Council Minutes February 22, 2010 Volume 38, Page Resolution 2010 -017, Amending The 2009 Budget And Appropriating $430,411.62 From The State Of Alaska To The Public Employees Retirement System On Behalf Of The City Of Seward. Motion (Bardarson/Shafer) Approve Resolution 2010 -017 Erchinger reported on the recent PERS issue at hand. Everyone in PERS right now shared the same rate. The state legislature had stepped up and would cover all employers over a certain percentage. In 2009, that amounted to $430,411 that the state paid into PERS on behalf of the city. The money didn't actually come to the city, which had to budget the as an expense. Keil wanted that explained to the public. Was the city dust budgeting the 22 %? Erchinger affirmed that they were, but it was unknown when that figure would change by the state. Dunham asked about the status of the security breach in PERS for employees. Oates stated measures were being taken for their staff and former staff. Motion Passed Unanimous OTHER NEW BUSINESS Discussion on holding a possible reception foie-Representative-Seaton on March 3, 2010. Council directed staff to pull together a reception at hotel and inviting the public and all boards and commissions. Light hors '`d'oeuvres to be served. Discussed whether Seward shouldzrespond to the request for information online to volunteer as a test case for faster Internet service with Google. Council directed staff to mciAlotwardi city .manager apply on behalf of the city. Discussion on having areceptionfo the Wada Group when visiting on March 6, 2010. The council, directed staff"to pull tog ther . reception. INFORMATIONAL ITEMS AND REPORTS (No action required) Examples of letters sent to students and coaches congratulating them on placing in the Alaska Tsunami National Ocean Science Bowl February 2010. Mayor and Council letter sent to the Kenai Peninsula Borough Mayor and Assembly re: Opposition to Ordinance 2009 -052. Mayor letter sent to Senator Lisa Murkowski, re: ASLC Preliminary December 2009 City Financials with fund balances and risk assessment report. Erchinger stated she sent out reports as news came in and apologized for the constant 45 City of Seward, Alaska February 22, 2010 City Council Minutes Volume 38, Page changing data. The biggest news was that the deficit expected was not as large as anticipated. The city ended up about $720,000 short in revenue, but the big news was that they were $832,000 short on the expense side. Many things were cut and postponed, which was a big help. They would end up with a surplus of $1.9 million ($1.6 was the Exxon money). Keil hoped administration could use the same fiscal conservatism in the 2010 budget. Dunham wanted to know if the drop in the head and bed tax was due to some businesses closing. Providence Seward Medical Center Financials for November 2009. City/Harbor write off list. Park and Recreation Annual Reports. CITIZENS' COMMENTS Shafer noted the new earthquake video was going to be released on the anniversary of the 1964 earthquake. Keil, thanked Roach' and Morgan for reapplying. She really liked the chamber's new promotional video. Bardarson, encouraged the youth in Seward to apply forthe student exchange program. She thanked the parties involved in the Two Lake replat. Dunham, noted AMLJJIA was coming in July they should welcome them. He met with the mural group who was in the process of working out plans for their next artist and may do repairs of several already placed murals around town Dunham thanked the movie crew for coming into town andhe hoped morecould come_to Seward. The Trailblazers had their Mayor's Cup, but was cancelled due to rain. TheirAew film was,available for review at the library, and Dunham said it was excellent. Dunham wanted td thank the ARR for all they provide to the community. CITIZEN'S COMMENTS Jim Herbert, thanks to City Clerk Jean Lewis and Assistant City Clerk Johanna Dollerhide on their work with the Sister City Program and SIFA. It was great news on the budget and he was behind the concept to use the Exxon money wisely. Herbert thanked Terry for their work on the Two Lakes Park. He felt fluoride, in the long run, would add to the quality of life in Seward. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS Keil noted to Mr. Herbert they had a vacancy on the Planning and Zoning Commission. ADJOURNMENT 46 City of Seward, Alaska City Council Minutes February 22, 2010 Volume 38, Page The meeting was adjourned at 9:52 p.m. • Jean Lewis CMC Willard E. Dunham City Clerk Mayor (City Seal) 47 Crty of Seward, Alaska i of S F4 City of Seward 1963 1965 2005 o P.O. Box 167 hiking 4. Seward, Alaska 99664 -0167 Q = All - America City - Main Office (907) 224-4050 1111! Facsimile (907) 2244038 February 17, 2010 Honorable Governor Sean Parnell Alaska State Capitol Building — 3` Floor P.O. Box 110001 Juneau, AK 99811 -0001 Dear Honorable Governor Parnell; We, the citizens of Seward and Alaskans need your help. As your office is aware, several environmental groups have joined together and filed a lawsuit on our coal export facility under the Clean Water Act. When you addressed the Alaska Municipal League (AML) you stated that as Governor, you would place the full power and weight of your office to fight frivolous actions aimed at shutting down our state resource businesses. The Attorney General also addressed this group and stated the same theme. I also note that you have kept your word by some of the actions your office has taken recently, such as filings on; Beluga, timber, and Polar Bear issues. I was fortunate to meet with your staff, Randy Ruaro and Susan Bell on January 29, 2010. I covered much of our city's concerns. I left them a copy of City of Seward Resolution 2010 -010 (attached) that was passed by our city council which covers our concerns. I also met with Michael Ford, Assistant Attorney General, legislative liaison. He stated that he would also bring our request for State assistance on this issue to the forefront. Your staff was very attentive and concerned about this attack on Alaska business, as we all are here in Seward. Our facility here in Seward has been in operation since 1984. Questions have been raised on its delivery systems, dust spillage, when the loading process is being done. At least two engineering studies have been addressing these issues over the last twenty five plus years. Neither study found serious problem or violations of the permit's authorizations. Alaska coal is finally becoming of more interest on the world market. After many years of lackluster sales, 2009 was the second largest shipments of Alaska coal in its 25 -plus years of operation. 2010 may surpass that. This filing by these groups could be a disaster if something is not done to assist these export growth industries. Our coal facility has different owners and operators than in past years. It is now owned by the - Alaska Railroad and operated by Aurora Energy Services, LLC. 48 Within the last few years these companies have upgraded the terminal by spending $1.2 million dollars on safety upgrades, operational and significant environmental improvements to meet EPA and ADEC regulations and permit requirements, and plan on spending another $400,000 this year. This is a very important business to all of Alaska. The coal facility is a key revenue stream for the Alaska Railroad, creates millions of dollars in payroll, important for our commerce, shipping and transportation systems, and is extremely important to not only Seward, but to the entire state of Alaska and beyond. Alaska's low sulfur coal is in increasing demand throughout the international market and when mixed with other coal, at its journey's end, reduces the environmental impact. Seward is not named in this lawsuit, but we cannot stand by as this assault on our towns business community is carried on by persons claiming to speak for our citizens, which they are not. We dispute the alleged health impacts that have been published in the press. In closing, I am asking for your help and support, Governor. These attacks must be brought to task. Please help us, and Alaska, by using your strength as governor to put some closure to these frivolous attacks and lawsuit filings on our state's business industries that are working to make a difference. Sincerely, Willard E. Dunham Mayor, City of Seward, Alaska • 49 City of Seward, Alaska r o c ski City of Seward 1963 1965 2005 0 �t „�'e P.O. Box 167 Ar kilt Seward, Alaska 99664-0167 ` ” AU- America City aeAS+f-P ' Main Office (907) 224 -4050 Facsimile (907) 224 -4038 February 19, 2010 m Seward High School 600 Cottonwood � P.O. Box 1049 Seward, AK 99664 SEWARD TEAM, PERUSING PYCNOPODIA Dear Team Perusing Pycnopodia; I wanted to take the time to congratulate Coaches Adrienne Moretti and Noel Sutton and Team Perusing Pycnopodia; Maggie Herbert, Nathaniel Feemster, Eileen Audette, Madalyn Campbell and Dawson Werner for your participation in the Alaska Tsunami National Ocean Sciences Bowl. The results show the Seward team did very well against other strong teams. It was an honor to hand out the Mayors Trophy and be invited to your event. With climate changes taking place in our great state of Alaska, and around the world, we need the talents of young scholars to move us forward in this fast changing world. It sounds like you picked a good project topic; "The Effects of Receding Sea Ice on Point Hope." Thank you again for your participation and dedication. We hope to see you again next year. You are all "sea stars!" Sincerely, it and . ru` am Mayor of Seward, Alaska :' -t- S'°� —^? .d s< 6 y�a"`"�.., � may .- -tea ' r s5 '.--- �- =3a. ,., ` ,a -i r ,:�' .,s• l^ Alt 50 City of Seward, Alaska of SF City of Seward � y 1963 1965 2005 •`' n P.O. Box 167 hittd Seward, Alaska 99664 -0167 All - America City lc " Main Office (907) 224 -4050 1 Facsimile (907) 224 -4038 February 19, 2010 Honorable Mayor Oh Hyun -sup • City Hall Bldg, #100 Hak -Dong CO P Jeollanamdo Province Yeosu City, Korea 555 -701 Republic of Korea Dear Honorable Mayor Oh Hyun -sup; I hope this New Year is going well and is very prosperous for your city of Yeosu City. I think of Yeosu and the friends I made there often. Ian Dutton, Director of the Alaska Sealife Center, made a presentation of his recent visit to your city to our city council. His glowing report of your assistance and the courtesy extended by your staff, rekindled fond memories of our visit to your beautiful city last August. We put his presentation on our community TV channel for the entire community to view. Your progress in preparing and building the 2012 EXPO is inspiring to us all. I look forward to its completion and opening in 2012. With this thought I wish to thank you again for all the courtesy and help you and your city extended to Alaska Sealife Center Director Ian Dutton on his visit to Yeosu City. It was much appreciated and I look forward to visiting your wonderful City again in the near future, possibly 2012. Sincerely, i lar. E. it I am Mayor of the City of Seward, Alaska 51 CITY OF SEWARD • Main Office (907) 224 -4050 P.O. BOX 1 67 ; fSw • Police (907) 224 -3338 • Harbor (907) 224 -3138 SEWARD, ALASKA 99664.0167 a • Fire (907) 2 • ,���, •,?. -. ( ) 24 -3445 4cs�P • City Clerk (907) 224 -4046 • Community Development (907) 224 -4049 • Utilities (907) 224 -4050 • Fax (907) 224 -4038 March 3, 2010 The Honorable Paul Seaton Alaska State Capitol, Room 102 Juneau, Alaska 99801 -1182 Dear Representative Seaton: With your assistance, the City of Seward received two appropriations last year from the Cruise Ship Head Tax Regional Impact Fund. Those appropriations were $4.5 million for dredging the cruise ship basin and $167 thousand for cruise ship passenger transportation in Seward. This letter provides an update concerning the use and obligation of those funds. Dredging the Cruise Ship Basin — the City of Seward signed a Memorandum of Agreement with the Alaska Railroad Corporation for administration of the project on November 24, 2009. After completion of the procurement process the Alaska Railroad Corporation established the intent to award a contract with General Construction in mid February 2010. Completion of the contract between the Alaska Railroad Corporation and General Construction is imminent and should occur in March 2010. The dredging will begin on October 1, 2010 and will be complete in December 2010. The timing of the dredging was driven by a number of factors to include permitting, fish migration, and cruise ship schedules. Transportation for Cruise Ship Passengers in Seward — this project will provide two years of seasonal transportation between the Alaska Railroad Depot, the Cruise Ship Terminal, and in and around Seward for cruise ship passengers and their luggage. The transportation will be at no cost to cruise ship passengers. The service will be from May 15, 2010 to September 16, 2010, and resume during the same approximate time frame during 2011. The request for proposal has been released and the deadline for receipt of proposals is March 18, 2010. The contract will be signed on April 13, 2010. The funding was not available in time to be of use for the 2009 cruise season. Phillip E. Oates, DBA City Manager Cc: The Honorable Bill Stoltze Mr. James Armstrong, House Finance 52 CITY OF SEWARD • Main Office (907) 224 -4050 P.O. BOX 1 67 , o F sr • Police (907) 224 -3338 SEWARD, ALASKA 99664.0167 �° • Harbor (907) 2223445 � • Fire (907j 224 -3445 . 4(ASKPc,. • City Clerk (907) 224 -4046 • Community Development (907) 224 -4049 • Utilities (907) 224 -4050 • Fax (907) 224 -4038 March 3, 2010 The Honorable Gary Stevens Alaska State Capitol, Room 103 Juneau, Alaska 99801 -1182 Dear Senator Stevens, With your assistance, the City of Seward received two appropriations last year from the Cruise Ship Head Tax Regional Impact Fund. Those appropriations were $4.5 million for dredging the cruise ship basin and $167 thousand for cruise ship passenger transportation in Seward. This letter provides an update concerning the use and obligation of those funds. Dredging the Cruise Ship Basin — the City of Seward signed a Memorandum of Agreement with the Alaska Railroad Corporation for administration of the project on November 24, 2009. After completion of the procurement process the Alaska Railroad Corporation established the intent to award a contract with General Construction in mid February 2010. Completion of the contract between the Alaska Railroad Corporation and General Construction is imminent and should occur in March 2010. The dredging will begin on October 1, 2010 and will be complete in December 2010. The timing of the dredging was driven by a number of factors to include permitting, fish migration, and cruise ship schedules. Transportation for Cruise Ship Passengers in Seward — this project will provide two years of seasonal transportation between the Alaska Railroad Depot, the Cruise Ship Terminal, and in and around Seward for cruise ship passengers and their luggage. The transportation will be at no cost to cruise ship passengers. The service will be from May 15, 2010 to September 16, 2010, and resume during the same approximate time frame during 2011. The request for proposal has been released and the deadline for receipt of proposals is March 18, 2010. The contract will be signed on April 13, 2010. The funding was not available in time to be of use for the 2009 cruise season. Za‘ Phillip E. Oates, DBA City Manager Cc: The Honorable Bert Stedman Mr. Miles Baker, Senate Finance 53 MEMORANDUM r 4 SF W DATE: March 2, 2010 v 9 p o TO: Phillip Oates, City Manager 1 cAStc-p FROM: Kristin Erchinger, Finance Director Of/ RE: Accounts receivable write -offs for 2009 (Electric, Water, Sewer Utilities) Seward City Code Chapter 5.01.040 provides that "the finance director may, on approval of the city manager, cancel any account receivable except bills which may become a lien against property for taxes, but shall report such cancellations to the city council." Pursuant to your approval, the finance department will be writing off the attached accounts receivable, but will continue to make attempts to collect these balances. As required by the City Code, we are also forwarding this information to the Seward City Council for their information. The cancellation list includes customers whose mail is undeliverable, have no forwarding address, who we have been unable to serve through small claims court action, whose accounts have been inactive, or who have small account balances which do not justify the cost of further collection attempts. The cancellation process is an accounting procedure that reduces the accounts receivable to an amount that is likely to be collected, and results in halting further accrual of interest and late fees on accounts that may never be collected. However, the finance department does not discontinue collection procedures. Collection efforts are continued, especially if a customer is _ _eventually located. Some customers return to the community and seek to receive City services again. At that time, all past due balances are due prior to reinstating service. If a delinquent customer remains in Alaska, the finance department will seek to attach the customer's Alaska Permanent Fund Dividend. Accounts that we are unable to recover through garnishment of Permanent Fund Dividends will become candidates for pursuit of small claims actions through the court system. At this time, we are not utilizing a collections agency to assist in collections. Under contracts with a collection agency, the collection agency keeps a percentage of any accounts on which it collects, but the City is also required to pay the collection agency a percentage of the collectible accounts which we ultimately collect on without collection agency assistance. In the past, the City paid more to the collection agency than they paid to us, making it more cost - effective for us to pursue collection efforts without an outside contract. 54 CM ) Of SEWA20 - u _try witi r -oF U s i 1000706 -03 Stewart, Valerie 238 Brownell A3 $314.96 1000716 -03 Guillemette, Amanda M. 222 Brownell El $207.84 1003000 -09 Bangos, Steven 337 2nd $2,585.72 2002200 -07 Root, Emerson 310 2nd $178.38 • 2003900 -04 Willett, Carrie & William 230 1/2 2nd $535.43 5001400 -15 El Sourougy, Magdy 218 6th B3 $172.30 7001100 -03 Rangel, Maria 312 5th $885.45 7002855 -13 Tanner, Larry R. 509 Jefferson #4 $1,468.08 8002901 -18 Courser, Andrew W. 525 2nd #3 $419.89 9003820 -17 Lucas, Eric S. 219 Lowell Canyon #6 $407.19 10003800 -28 Campbell, Catherine 412 2nd $3,434.97 11004440 -11 Captain, Alison & Richard 510 4th unit 4 $126.58 11004600 -02 Estate of Margeret Branson 500 4th $1,022.91 12004350 -11 Kompkoff, Melissa 526 6th $550.36 12004400 -22 Lovejoy, Wilhamenia 527 Bailaine $305.66 14003200 -13 Neis, Daniel 1005 3rd Ave $130.15 14007634 -07 Ervin, Michael 106 Caines B2 $877.94 14007667 -06 Doleman, Lenore 106 Caines D7 $94.09 16005820 -05 Lindberg, Mike 1821 Swetmann B4 $261.50 16005823 -20 Clarke, Lisa 1821 Swetmann B5 $362.42 16005834 -18 Mackey, Cassandra J. 1821 Swetmann A3 $251.64 16005910 -14 Berdon, Deloris 1805 Swetmann #3 $51.92 16006210 -17 New, Andrew J. 1810 Phoenix A105 $64.07 16006270 -18 Wilczak, Marion 1810 Phoenix 205 $120.84 16006350 -03 Davis, Tonya 1810 Phoenix 101 $300.05 16006370 -08 Brown, Andrea J. 1810 Phoenix 103 $282.69 17000310 -16 Miranda, Reuben 1124 4th #2 $501.38 17000625 -02 Mariner's Landing 1304 4th $667.04 17000690 -08 Greek Island 308 N. Harbor $5,078.11 17004250 -20 Robert J. Barge Co Boat Lift Dock West $1,072.82 18000210 -07 Osterhaus, Angela 11274 Balmat PnI #1 $1,610.40 18000410 -23 Robert J. Barge Co Balmat Sub Pnl #7 BId #334 $415.64 18001100 -08 Raumakita, Selenai 11774 Salmon Creek Tr#2 $372.24 18001200 -02 Graves, Jim & Linda 11774 Salmon Creek Tr#16 $2,145.13 18002320 -31 Dela Cruz, Dorothy 11774 Salmon Creek Tr#10 $116.34 18003359 -10 Braun, Cheryl 12294 Fran White Rd $314.55 18008650 -06 Mount, Samantha 33675 Nash Rd Holly Park #2 $179.59 18010000 -07 Hutton, Donna 33836 Nash Rd #4 $1,151.99 18011200 -06 Houser, Angela 33836 Nash Rd #20 $2,124.86 18011650 -14 Goodwin, Christopher 33836 Nash Rd #24 $92.53 19001150 -07 Blankenship, Robert 11711 Old Exit Glacier $139.50 19004652 -02 Nelson, Helen 11540 Eagle Lane $87.58 19004950 -06 Rivera, Gilbert 11541 Eagle Lane $6,067.27 19005750 -04 Brewed Awakenings 11421 Seward Hwy $152.22 20000144 -02 Capurro, Damon 12234 Nautical Ave $164.45 20000365 -03 Saucier, William 32140 Blying Sound $712.30 20001200 -11 Redd, Michael R. 13571 Seward Hwy $360.06 20001300 -06 Redd, Michael R. 13571 Seward Hwy $447.57 55 20002400 -03 Maly, Jonna R. 13879 Seward Hwy $156.01 20003299 -03 Bennett, Wayne 32911 Brierwood Ave $603.51 20004494 -02 Johnson, Arthur 33508 Lincoln St Tr#27 $742.86 20005130 -05 Hemingway, Debbi J. 14319 Nine Partners Circle $72.90 20006540 -07 Crista, Jonathan & Brenda 14551 Rainforest Circle $306.86 20006550 -04 Tuck, Edward 14528 Rainforest Circle $1,194.37 40000510 -03 Traini, Dick Boat Harbor B41 $147.37 40006700 -04 Estate of Wayne Wells Boat Harbor D6 $212.76 40024350 -10 Tallerico, Frank Boat Harbor E42 $1,234.46 40025090 -19 Arnold, Gregory Boat Harbor F19 $123.27 40025100 -07 Ross, Harry Boat Harbor F21 $62.18 40025150 -12 Ross, Harry Boat Harbor F31 $107.11 40025230 -09 Ross, Harry Boat Harbor F47 $118.79 40026710 -10 Larson, Gregory F. Boat Harbor H63 $192.60 40027280 -07 Maddox, Ronald & Denise Boat Harbor J20 $76.71 40027430 -13 Kadel, Terry Boat Harbor J35 $210.80 40030000 -11 Robert J. Barge Co Boat Lift Dock East $821.77 40032800 -10 Chichagoff LLC Boat Harbor T -Dock #9 $373.24 40090041 -01 Lenz, Kathe 32659 Old Nash Rd Tr#2 • $180.12 TOTAL $46,324.29 56 2009 NSF Write Off's Stop Closed Name Department 1st NSF 2nd NSF Payment Account Che k Ck No. Amount Thomas & Penelope Blower Camping 6/25 /2009 Lauren M. Stallings and Casey O. Stallings Camping 7/2/2009 233 $ 60.00 Camela C. Lacoste Camping 7/23/2009 1040 $ 6 0.00 George E Angus Camping 7/24/2009 1040 $ 1 5.00 Melissa J Salgado Camping 1099 $ 15.00 Thomas Howell 7!29/2009 1035 $ 15.00 Camping 8/17/2009 1851 $ 30.00 Camping Total $ 195.00 Wendy K Williams DMV 7/23/2009 1 I 5631 $ 160.00 Network Technology Group & Eric Deakin Harbor DMV Total $ 160.00 Network Technology Group & Eric Deakin Harbor 7/31/2009 I 205 $ 10.00 7/31/2009 2053 $ 10.00 Harbor Total $ 20.00 Total Write Offs $ 375.00 57 March 201 O March 2010 April 2010 S M T W T F S S M T W T F S 12 3 4 5 6 1 .2 3 7 8 9 10 11 12 13 4 5 6 7 8 910 14 15 16 17 18 1920 11 12 13 14 1516 17 21 22 23 24 25 26 27 18 19 20 21 22 23 24 28 29 30 31 25 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Sat/Sun March ' 2 ,,r 3'`: ._ 41 _5s _ >i :12,,00pn 7 -_,.. s 9~ 10 . .., < 11 12'' - 13 „6:000M WS with ` 3Opm CC WS : 6 OOpm Flood Plain 12 00pm P8Z l Task Board IUItGi 6 30pm`CC WS with ® Meeting (Kenai Peninsula 7:OOpm' ity Council Meeting Borough) 14 15 , - 16 , . 17 18 19 20 6:30pm 1:OOpm PACAB 9:OOam Social 11s Meeting Security Rep 6:30pm- Historic Preservation Meeting 21 22 23 24 25 26 27 7 :00pm City Council Meeting 28 - ..29: -301: 31 a 9'= ®aa:cedoi o \ 4 '• and Richey 1 3/3/2010 11:18 AM 58 Ap r'' 2010 April 2010 May 2010 S M T V V T F S S M T W I F S 4 5 6 7 8 910 2 3 4 5 6 7 8 11 12 13 14 15 16 17 9 10 11 12 13 14 15 18 19 20 21 2223 24 16 17 18 19 20 21 22 25 26 27 28 29 30 23 24 25 26 27 28 29 30 31 Monday Tuesday Wednesday Thursday Friday Sat/Sun April 1 2 3 4 5 6 7 8 9 10 6:30pm P&Z Work 12:OOpm Session 7:30pm P&Z Meeting 11 1 2 7:OOpm City Council 1 13 14 15 16 17 Meeting / 18 19 20 21 22 23 24 7:OOpm P&Z Schafer 12:OOpm PACAB Work 9:OOam Social Appeal Session Security Rep 6:30pm Historic Preservation Meeting 25 / 26 27 28 29 30 7:00pm City Council _ Meeting Nanci Richey ., 3/3/2010 11:18 AM 59