HomeMy WebLinkAbout04092012 City Council Packet 1963 1965 2005 The City of Seward, Alaska
bald CITY COUNCIL MEETING AGENDA o'`
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111 I ►r {Please silence all cellular phones and pagers during the meeting} i 4 1 00 ,
April 9, 2012 7:00 p.m. Council Chambers
1. CALL TO ORDER
David Seaward 2. PLEDGE OF ALLEGIANCE
Mayor 3. ROLL CALL
Term Expires 2013 4. CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE
ITEMS SCHEDULED FOR PUBLIC HEARING [Those who
Jean Bardarson have signed in will be given the first opportunity to speak. Time is
Vice Mayor limited to 3 minutes per speaker and 36 minutes total time for this
Term Expires 2012 agenda item.]
5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval
Robert Valdatta of Consent Agenda passes all routine items indicated by asterisk ( *).
Council Member Consent Agenda items are not considered separately unless a council
Term Expires 2013 member so requests. In the event of such a request, the item is
returned to the Regular Agenda]
Christy Terry
Council Member 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Term Expires 2013 A. Proclamations and Awards
Vanta Shafer 1. Child Abuse Prevention and Awareness & Sexual Assault
Council Member Awareness Month P 3
Term Expires 2013
B. Borough Assembly Report
Marianna Keil C. City Manager's Report
Council Member D. Mayor Report
Term Expires 2012 E. Other Reports and Presentations
Ristine Casagranda 1. Seward Community Library /Museum Project Update
Council Member
Term Expires 2012
James Hunt
City Manager
Johanna Kinney
City Clerk
Cheryl Brooking
City Attorney
City of Seward, Alaska Council Agenda
April 9, 2012 Page 1
7. NEW BUSINESS
A. Resolutions
1. Resolution 2012 -023, Appropriating $222,601 For A Contract With First Student
For Operation Of The Seasonal Seward Shuttle Bus Service P 4
2. Resolution 2012 -024, Authorizing A Contract With CRW Engineering Group,
LLC For Engineering, Surveying, Design And Bid Services For The Northeast Harbor Uplands
Grading And Drainage Project And To Appropriate $49,320.00 From The FY 2010 Designated
Legislative Grant/ Z -Float Project Pg. 21
B. Other New Business Items
*1. Approval Of The March 12, 2012 City Council Regular Meeting Minutes, the March
16, 2012 City Council Special Meeting Minutes, and the March 27, 2012 City Council Regular
Meeting Minutes Pg. 33
2. Appoint Bev Dunham, Patty Linville, Margaret Anderson, Cindy Clock and Dorothy
Urbach to the Ad Hoc Incorporation Centennial Committee Pg. 49
8. INFORMATIONAL ITEMS AND REPORTS (No action required)
9. COUNCIL COMMENTS
10. CITIZENS' COMMENTS [5 minutes per individual - Each individual has one
opportunity to speak.]
11. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS
12. ADJOURNMENT
City of Seward, Alaska Council Agenda
April 9, 2012 Page 2
PROCLAMATION
WHEREAS, every person is entitled to be protected from verbal, sexual, emotional, and physical
abuse, exploitation and neglect; and
WHEREAS, it is the responsibility of our society to protect every person's inalienable right to life and
liberty; and
WHEREAS, 70 percent of all reported sexual crimes in the United States involve children; and
WHEREAS, one in four girls and one in six boys are sexually abused before the age of 18, and one in
five children is solicited sexually while on the internet; and
WHEREAS, by providing a safe and nurturing environment for our children, free of domestic violence,
abuse, and neglect, we can ensure that Alaska's children grow to their full potential as leaders; and
WHEREAS, the crime of sexual assault violates an individual's humanity, dignity, security, and
privacy; and
WHEREAS, no person has the right to force, coerce, threaten, or manipulate anyone into sexual
activity; and
WHEREAS, Alaska has an unacceptable rate of sexual violence against women, with 37 percent of
Alaskan women having experienced sexual violence in their lifetime; and
WHEREAS, with personal responsibility, education, courage, and encouragement we can be successful
in preventing and reducing sexual violence in Alaska; and
NOW, THEREFORE, I, David Seaward, Mayor of the City of Seward, Alaska, do hereby proclaim
April 2012 as:
Child Abuse Prevention and Awareness Month
&
Sexual Assault Awareness Month
in Seward, and call upon all citizens to join me in standing up against these evils and dedicating our energies
to cherishing and protecting our children and supporting our families, ultimately strengthening the community
in which we live and ending the cycle of violence.
DATED this 9th day of April, 2012 The City of Seward, Alaska
David Seaward, Mayor
3
Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2012 -023
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, APPROPRIATING $222,601 FOR A CONTRACT WITH FIRST
STUDENT FOR OPERATION OF THE SEASONAL SEWARD SHUTTLE
BUS SERVICE
WHEREAS, In 2010 Seward began providing a shuttle bus service between the cruise ship
terminal, the harbor and historical downtown Seward with Resolution 2010 -037; and
WHEREAS, the service has proved beneficial to the economic well -being of our community
and is valued by the cruise ship industry; and
WHEREAS, Seward intends to provide the same level of service in 2012 and 2013; and
WHEREAS, in accordance with Seward City Code 6.10.310 the City of Seward released a
request for proposals on March 14, 2012 to include all the cost associated with providing the
services; and
WHEREAS, First Student Inc. was the successful proposer earning the most points using
criteria reported to the Seward City Council; and
WHEREAS, the shuttle bus has been funded from Commercial Passenger Vessel Excise Tax
receipts ( "Cruise Ship Tax ") and this is an appropriate use of the funds; and
WHEREAS, these services will facilitate the flow of visitors around the City of Seward
during summer months to maximize the Seward experience and provide a means to assist cruise
passengers transport their luggage between the Dale Lindsey Cruise Ship Terminal and the Alaska
Railroad Depot.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. The City Manager is hereby authorized to enter into a contract between First
Student Inc. and the City of Seward in substantial form as attached hereto, with 2012 and 2013
operations not to exceed $222,601.
Section 2. The Seward City Council hereby appropriates the amount of $222,601 from the
commercial passenger vessel proceeds account no. 807 - 0000 - 3071 -0805 to the Bus Transportation
contracted services account no. 805- 8051 -5390.
Section 3. This resolution shall take effect immediately upon adoption.
CITY OF SEWARD, ALASKA
RESOLUTION 2012 -023
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9 day of
April, 2012.
THE CITY OF SEWARD, ALASKA
David Seaward, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Johanna Kinney, CMC
City Clerk
(City Seal)
1
Council Agenda Statement
Meeting Date: April 9, 2012 seat,
Through: Jim Hunt, City Manager u
From: Ron Long, Assistant City Manager q��P
Agenda Item: Shuttle bus service contract with First Student
BACKGROUND & JUSTIFICATION:
The City of Seward has contracted out for the operation of a shuttle bus service in 2010 and 2012, and
desires to do the same for 2012 and 2013. The service benefited pedestrians in Seward including ship
passengers and crew and was funded utilizing Commercial Passenger Vessel Excise Tax receipts ( "Cruise
Ship Tax ").
In accordance with Seward City Code and as reported to council, a Request for Proposals was prepared to
issue the contract for the summers of 2012 and 2013. The request solicited qualified firms to provide
transportation services to cruise ship passengers and other visitors, between the Seward Cruise Ship Port,
the Alaska Railroad Seward Depot, the downtown business district, and the Seward Small Boat Harbor
from May 14, 2012 through September 16, 2012, and then approximately equivalent dates in 2013. The
RFP required no addenda.
There were a total of six plan holders for the RFP. Three proposals were submitted by the deadline and
two were judged to be responsive and reviewed by the selection team using the criteria reported to Council.
First Student Inc. obtained the highest points and is the selection team's recommendation as the
transportation services firm. The selection criteria rated by the selection team is as follows: Age,
condition, quality of coaches 20 %; Customer Service 20 %; Safety Record 20 %; Seating capacity and ADA
accessibility 10 %; and Cost 30 %.
A draft contract is attached. Services for the shuttle are scheduled to begin May 14, 2012.
INTENT: Approve a contract for shuttle bus services with First Student Inc.
CONSISTENCY CHECKLIST: Yes No N/A
1 Comprehensive Plan (document source here): Economic Development and X
Transportation Pages 18, 23 and 24
2. Strategic Plan (document source here): Pages 3, 5, 13 and 16 X
3. Other (list):
FISCAL NOTE:
The total of funding required for the shuttle program, $ 222,601 will be appropriated from account 807-
0000 -3050 Commercial Passenger Vessel funds to the Bus Transportation Fund.
Approved by Finance Department: 1 di 4,t Q
ATTORNEY REVIEW: Yes X No
The City Attorney assisted in the RFP process and provided comments for the draft contract.
RECOMMENDATION: 1 j
City Council approve Resolution 2012 - authorizing the City Manager to enter into a contract
with First Student and appropriate $222,601 of cruise ship head tax funds for the 2012 -2013
shuttle bus service contract.
CITY OF SEWARD Community Development
P. U. Box 167
* " � '` Department
110 Adams Succl �
907.22 1.4020
Se Alaska 9966
March 29, 2012
RE: SEASONAL TRANSPORTATION SERVICES CONTRACT
Regional Operations Manager - Alaska, Tom Hyatt
First Student, Inc.
201 NE Plaza Drive #240
Vancouver, WA 98684
NOTICE OF INTENT TO AWARD
Dear Mr. Hyatt,
The City of Seward intends to award the Seasonal Transportation Services Contract to your firm,
First Student, Inc. as the most qualified proposer earning the most points outlined in the request
for proposals.
Per the Request for Proposal the intent to award is for the following scope of services:
provide transportation services to cruise ship passengers and other visitors,
between the Seward Cruise Ship Port, the Alaska Railroad Seward Depot,
the downtown business district, and the Seward Small Boat Harbor during
the 2012 and 2013 summer tourism season from May 14, 2012 through
September 16, 2012 and then approximately the equivalent dates in 2013.
The award of the contract is also contingent upon City Council approval which is scheduled to
take place on April 9, 2012. The City Council may reject any or all proposals and may waive
minor irregularities in the proposals. I will be contacting you to begin discussing the proposed
contract and further details.
If you have questions, please don't hesitate contacting me at 224 -4020 or via email at
rl ong @cityofseward.net.
Sincer ,
Ron L g, - ommunit Development Director
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Professional Services Agreement with
for Seasonal Transportation Services and Related Services
This AGREEMENT, made and entered into this th day of April, 2012 by and
between the CITY OF SEWARD, a home rule municipal corporation located within the
Kenai Peninsula Borough and organized under the laws of the State of Alaska,
hereinafter referred to as the "City" and , a [sole
proprietorship /limited liability company /corporation /partnership] authorized to do
business in Alaska, with offices located at , hereinafter
referred to as the "Contractor."
WITNESSETH
WHEREAS, the City of Seward wishes to enter into a contract with an
independent contractor to provide transportation services for cruise ship passengers
and other visitors, between the Seward Cruise Ship Port, the Alaska Railroad Seward
Depot, the downtown business district and the Seward small boat harbor in Seward,
Alaska; and
WHEREAS, in response to a request for proposals,
submitted a proposal asserting it is qualified to perform these services and able to do
so in a timely manner;
NOW, THEREFORE, in consideration of the mutual promises and covenants
contained herein, the parties agree as follows:
1.0 DEFINITIONS
1.1 "Agreement" shall mean this Professional Services Agreement, including:
Exhibit A - proposal
Exhibit B — City's request for proposals dated March 14, 2012,
(collectively, "RFP ").
1.2 "Change Order" is an addition to, or reduction of, or other revision
approved by the City in the scope, complexity, character, or duration of the
services or other provisions of this Agreement.
1.3 "City" shall all mean the City of Seward, Alaska.
1.4 "Contracting Officer" shall mean Assistant City Manager, and include any
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successor or authorized representative.
1.5 "Project" shall mean the transportation and other tasks related to the
transportation of cruise ship passengers, crew and other visitors, between
the Seward Cruise Ship Port, the Alaska Railroad Seward Depot, the
downtown business district and the Seward small boat harbor in Seward,
Alaska as further described in the RFP issued by the City of Seward on
March 14, 2012.
2.0 TERM OF AGREEMENT. This Agreement shall take effect upon execution. This
Agreement shall remain in full force and effect until the Project has been
completed and further, until all claims and disputes have been concluded. The
work is considered complete when the City has received and found acceptable
the finished product of all work described in 4.0 Scope of Services or changes
thereto. This date is not necessarily the Completion Date as described in 5.0
Completion Date. This Agreement may be amended only in writing and upon
compliance with all applicable statutes, ordinances, and regulations.
3.0 FEES. [ to be completed based on accepted proposal ]
4.0 SCOPE OF SERVICES. The City and Contractor have agreed upon a scope of
work described in the Contractor's proposal, in response to the RFP issued by
City dated March 14, 2012, to provide professional services based on approved
standards and instructions as specifically described in the same RFP.
This Scope of Services can only be changed in writing pursuant to Section 26.0
of this Agreement.
5.0 SCHEDULE FOR COMPLETION. The schedule for completion for all services
described herein shall be as follows:
Beginning approximately May 14, 2012 and running the entire 2012 and 2013
tourist season, concluding at the end of the tourist season 2013 cruise ship
schedule, or other date agreed to by both parties pursuant to section 26.2 of this
agreement.
6.0 PERSONNEL /ORGANIZATION
6.1 Key Personnel. Work and services provided by the Contractor will be
performed by:
Ron Long, Assistant City Manager /Community Development Director.
6.2 Changes in Key Personnel. The Contractor shall give the City reasonable
advance notice of any necessary substitution or change of key personnel
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and shall submit justification therefore in sufficient detail to permit the City
to evaluate the impact of such substitution on this Agreement. No
substitutions or other changes shall be made without the written consent
of the City.
7.0 STANDARD OF PERFORMANCE. The Contractor agrees to provide all
required professional services to complete the project and any additions or
changes thereto. The Contractor accepts the relationship of trust and confidence
established between it and the City by this Agreement. The Contractor
covenants with the City to furnish its best skill and judgment, and to further the
interest of the City at all times through efficient business administration and
management. The Contractor shall provide all services in a competent manner.
It is understood that some of the services to be rendered hereunder required
professional judgment and skill. In those cases, the Contractor agrees to adhere
to the standards of the applicable profession.
8.0 TIMELINESS OF PERFORMANCE. Time is of the essence in this Agreement.
Contractor's failure to meet any such deadlines or required performance may
adversely imperil other contractual obligations of the City. If the Contractor fails
to deliver the services by May 14, 2012, Contractor shall pay as liquidated
damages and not as penalty $ 500 per day for each day after May 14, 2012 the
services are not delivered.
9.0 COMPLIANCE WITH LAWS. The Contractor shall be familiar with and at all
times comply with and observe all applicable federal, state and local laws,
ordinances, rules, regulations, and executive orders, all applicable safety orders,
all orders or decrees of administrative agencies, courts, or other legally
constituted authorities having jurisdiction or authority over the Contractor, the
City, or the service which may be in effect now or during performance of the
services. Contractor shall have a Seward and State of Alaska Business License.
10.0 INDEMNITY. The Contractor shall indemnify, defend, and hold and save the
City, its officers, agents and employees harmless from any claims or liability of
any nature or kind including costs and expenses (including attorneys' fees), for or
on account of any and all legal actions or claims of any character whatsoever
alleged to have resulted from injuries or damages sustained by any person or
persons or property (including contract rights or intangible assets) and arising
from, or in connection with, performance of this Agreement, and caused in whole
or in part by any negligent act or omission of the Contractor; provided, however,
that this paragraph shall not be construed so as to require indemnification of the
City from such claims, damages, losses, or expenses caused by or resulting from
the negligence of the City.
11.0 INSURANCE. The Contractor understands that no City insurance coverage,
including Workers' Compensation, is extended to the Contractor. The Contractor
shall at all times maintain adequate (commercially reasonable coverage levels)
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insurance covering Workers' Compensation, general commercial liability,
automobile liability, and property damage including a contractual liability
endorsement covering the liability created or assumed under this Agreement.
The Contractor shall not commence work under this Agreement or any work on
any phase of the Project until the Contractor provides the City with certificates of
insurance evidencing that all required insurance has been obtained. These
insurance policies and any extension or renewals thereof must contain the
following provisions or endorsements:
a. City is named as an additional insured for all liability coverages,
b. City will be given thirty (30) days prior notice of cancellation or material
alteration of any of the insurance policies,
c. Insurer waives all rights of subrogation against City of Seward and its
employees or elected officials,
d. Any deductibles or exclusions in coverage will be assumed by the
Contractor, for account of, and at the sole risk of the Contractor.
The minimum amounts for each type of insurance shall be no Tess than the following:
a. Commercial General Liability Insurance on an "occurrence basis" with
limits of liability not less than $ 5 Million per occurrence and $ 5 Million
aggregate combined single limit, personal injury, bodily injury and
property damage,
b. Motor Vehicle Liability Insurance for all owned, hired and non -owned
vehicles, including no -fault coverage with limits of liability not less than
$5,000,000 per occurrence combined with single limit Bodily Injury and
Property Damage,
c. Workers Compensation as required by Alaska law, AS 23.30.045 and
regulations adopted thereunder.
Upon request, Contractor shall permit the City to examine any of the insurance
policies specified herein.
The minimum amount and types of insurance provided by the contractor shall be
subject to revision at the City's request in order to provide continuously
throughout the term of the Agreement a level of protection consistent with good
business practice and accepted standard of the industry.
12.0 GOVERNING LAW. The laws of Alaska will determine the interpretation,
performance and enforcement of this Agreement.
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13.0 OWNERSHIP OF WORK PRODUCTS. Payment to the Contractor for services
hereunder include full compensation for all work products and other materials
produced by the Contractor and its subcontractors pertaining to this Agreement.
The originals of all material prepared or developed by the Contractor or its employees,
agents, or representatives hereunder, including documents, drawings, designs,
calculations, maps, sketches, notes, reports, data, models, computer tapes, and
samples shall become the property of the City when prepared, whether delivered or not,
and shall, together with any materials furnished the Contractor and its employees,
agents, or representatives by the City hereunder, be delivered to the City upon request
and, upon termination or completion of this Agreement. Materials previously created
and copyrighted by the Contractor included in this project will remain property of the
Contractor. Copies will be made available to the City upon request. Materials
purchased from and copyrighted by third parties are not included in this provision.
14.0 PATENTS, TRADEMARKS, AND COPYRIGHTS. The Contractor agrees to
defend, indemnify, and save the City harmless from and against any and all
claims, costs, royalties, damages and expenses of any kind of nature whatsoever
(including attorneys' fees) which may arise out of or result from or be reasonably
incurred in contesting any claim that the methods, processes, or acts employed
by the Contractor or its employees in connection with the performance of
services hereunder infringes or contributes to the infringement of any letter
patent, trademark, or copyright. In case such methods, processes, or acts are in
suit held to constitute infringement and use is enjoined, the Contractor, within
reasonable time and at its own expense, will either secure a suspension of the
injunction by procuring for the City a license or otherwise, or replace such
method, process, etc., with one of equal efficiency.
15.0 NONWAIVER. No failure of the City or Contractor to insist upon the strict perfor-
mance by the other of any of the terms of this Agreement or to exercise any right
or remedy herein conferred shall constitute a waiver or relinquishment to any
extent of its rights to rely upon such terms or rights on any future occasion. Each
and every term, right, or remedy of this Agreement shall continue in full force and
effect.
16.0 SAFETY /PERFORMANCE. The Contractor shall perform the work in a safe and
workmanlike manner. The Contractor shall comply with all federal and state
statues, ordinances, orders, rules, and regulations pertaining to the protection of
workers and the public from injury or damage, and shall take all other reasonable
precautions to protect workers and the public from injury or damage.
17.0 SUSPENSION OR TERMINATION.
17.1 Fault Termination or Suspension. This Agreement may be terminated by
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either party upon ten (10) days written notice if the other party fails
substantially to perform in accordance with its terms. If the City terminates
this Agreement it will pay the Contractor a sum equal to the percentage of
work completed and accepted by the City that can be substantiated by the
Contractor and the City, offset by any amounts owed to the City.
However, within the ten (10) day Notice of Intent to terminate the party in
default shall be given an opportunity to present a plan to correct its failure.
17.2 Convenience Suspension or Termination. The City may at any time
terminate or suspend this Agreement for any reason including its own
needs or convenience. In the event of a convenience termination or
suspension for more than six (6) months, the Contractor will be
compensated for authorized services and authorized expenditures
performed to the date of receipt of written notice of termination or
suspension. No fee or other compensation for the uncompleted portion of
the services will be paid, except for already incurred indirect costs which
the Contractor can establish and which would have been compensated
but because of the termination or suspension would have to be absorbed
by the Contractor without further compensation.
17.3 Activities Subsequent to Receipt of Notice of Termination or Suspension.
Immediately upon receipt of a Notice of Termination or suspension and
except as otherwise directed by the City or its Representative, the
Contractor shall:
a. stop work performed under this Agreement on the date and to the
extent specified in the Notice; and
b. transfer title to the City (to the extent that title has not already been
transferred) and deliver in the manner, at the times, and to the extent
directed by the City's representative, work in progress, completed
work, supplies, and other material produced as a part of, or acquired in
respect of the performance of the work terminated or suspended by the
Notice.
18.0 EQUAL EMPLOYMENT OPPORTUNITY. The Contractor shall not discriminate
against any employee or applicant for employment because of race, religion,
color, national origin, or because of age, physical handicap, sex, marital status,
change in marital status, pregnancy, or parenthood when the reasonable
demands of the position do not require distinction on the basis of age, physical
handicap, sex, marital status, changes in marital status, pregnancy, or
parenthood. The Contractor shall take affirmative action required by law to
ensure that applicants are employed and that employees are treated during
employment without regard to their race, color, religion, national origin, ancestry,
age, or marital status.
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19.0 NO ASSIGNMENT OR DELEGATION. The Contractor may not assign,
subcontract or delegate this Agreement, or any part of it, or any right to any of
the money to be paid under it without written consent of the Contracting Officer.
20.0 INDEPENDENT CONTRACTOR. The Contractor shall be an independent
contractor in the performance of the work under this Agreement, and shall not be
an employee or agent of the City.
21.0 PAYMENT OF TAXES. As a condition of performance of this Agreement, the
Contractor shall pay all federal, state and local taxes incurred by the Contractor
and shall require their payment by any other persons in the performance of this
Agreement.
22.0 PRECEDENCE AND DIVISIBILITY. The provisions of this Agreement shall fully
govern the services performed by the Contractor. If any term, condition, or
provision of this Agreement is declared void or unenforceable, or limited in its
application or effect, such event shall not affect any other provisions hereof and
all other provisions shall remain fully enforceable.
23.0 ENTIRE AGREEMENT. This Agreement contains the entire agreement between
the parties as to the services to be rendered by the Contractor. All previous or
concurrent agreements, representations, warranties, promises, and conditions
relating to the subject matter of this Agreement are superseded by this
Agreement.
24.0 COMPLETION OF WORK, TERM OF AGREEMENT. The Contractor shall
perform all work in a timely fashion, and in accordance with the schedules
included in this Agreement and Exhibits.
25.0 CLAIMS AND DISPUTES. Venue for all claims and disputes under this
Agreement, if not otherwise resolved by the parties, shall be in the appropriate
Alaska State court in Anchorage, Alaska.
26.0 CHANGES IN SCOPE OF WORK.
26.1 General. No claim for additional services not specifically provided in this
Agreement will be allowed, nor may the Contractor do any work or furnish
any materials not covered by the Agreement unless the work or material is
ordered in writing by the Contracting Officer. Preparation of Change
Orders and design changes, due to errors and /or omissions by the
Contractor, will be done at the sole expense of the Contractor.
26.2 Changes in Scope of Work. The City or its representative may, at any
time, by a written Change Order delivered to the Contractor, make
changes to the scope of work, or authorize additional work outside the
scope of work, or the schedule for completion.
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26.3 Compensation to the Contractor. If any Change Order for which
compensation is allowed under this Article causes an increase or
decrease in the estimated cost of, or time required for, the performance of
any part of the work under this Agreement, or if such change otherwise
affects other provisions of this Agreement, an equitable adjustment will be
negotiated. Such an adjustment may be:
a. in the estimated cost or completion schedule, or both;
b. in the amount of fee to be paid; and
c. in such other provisions of the Agreement as may be affected, and the
Agreement shall be modified in writing accordingly.
26.4 Any claim by the Contractor for adjustment under this section must be
asserted within fifteen (15) days from the day of receipt by the Contractor
of the notification of change; provided, however, that the City or its
representative, deciding that the facts justify such action, may receive and
act upon any such claim asserted at any time prior to final payment under
this Agreement. Failure to agree to any adjustment shall be a dispute
within the meaning of Section 25.0 of this Agreement.
27.0 LIMITATION OF FUNDS.
27.1 At no time will any provision of this Agreement make the City or its
representative liable for payment for performance of work under this
Agreement in excess of the amount that has been appropriated by the City
Council and obligated for expenditure for purposes of this Agreement.
27.2 Change orders issued pursuant to Section 26 of this Agreement shall not
be considered an authorization to the Contractor to exceed the amount
allotted in the absence of a statement in the change order, or other
modification increasing the amount allotted.
27.3 Nothing in this Section shall affect the right of the City under Section 17 to
terminate this Agreement.
28.0 PRIOR WORK. For the purposes of this Agreement, work done at the request of
the City or its representative before execution of this Agreement shall be deemed
to be work done after its execution and shall be subject to all the conditions
contained herein.
29.0 NOTICES. Any notices, bills, invoices, or reports required by the Agreement
shall be sufficient if sent by the parties in the United States mail, postage paid, to
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the address noted below:
City of Seward
City Manager
PO Box 167
Seward, Alaska 99664 -0167
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IN WITNESS WHEREOF, the parties have executed this Agreement.
City of Seward
By: Jim Hunt By:
Title: City Manager Title:
Date: Date:
ATTEST:
Johanna Kinney, CMC
City Clerk
(city seal)
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it
/ City of Seward
City Manager's Office
Nip
Proposal Evaluation Form
Qualifications and Criteria for Request for Proposal for a
Seasonal Transportation Services Contract
Proposer
ft 6
Possible Awarded
Criteria
Points Points
1. Age condition and quality of coaches 20
2. Customer Service 20
3. Safety record 20 (-)
4. Seating capacity and ADA accessibility 10
5. Cost 30
100
Total
Date Ranking
Rater:, printed name
Raters Signature
\c\
W e l 0 City of Seward
City Manager's Office
Proposal Evaluation Form
Qualifications and Criteria for Request for Proposal for a
Seasonal Transportation Services Contract
Proposer ,N)77,/
Possible Awarded
Criteria
Points Points
1. Age condition and quality of coaches 20
2. Customer Service 20
3. Safety record 20
(,)
4. Seating capacity and ADA accessibility 10
5. Cost 30
100
Total 76
Date Ranking
Ratrs printed name
Raters Signature
ao
Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2012 -024
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING A CONTRACT WITH CRW ENGINEERING
GROUP, LLC FOR ENGINEERING, SURVEYING, DESIGN AND BID
SERVICES FOR THE NORTHEAST HARBOR UPLANDS GRADING AND
DRAINAGE PROJECT AND TO APPROPRIATE $49,320.00 FROM THE FY
2010 DESIGNATED LEGISLATIVE GRANT/ Z -FLOAT PROJECT
WHEREAS, the FY2010 Designated Legislative Grant for Z -Float was accepted by council
with Resolution 2010 -096; and
WHEREAS, CRW has provided engineering and project management services to the City
for several years with grading and drainage projects; and
WHEREAS, the intent is to upgrade the drainage at the parking /Z -float area and repave the
pavement that was removed for new water, sewer and electrical services to the Northeast boat ramp
business's and adjoining floats (R, X, Z); and
WHEREAS, professional services such as engineering are not required to be purchased
through competitive procurement procedures (SCC 6.10.120(8)). The Harbor did look at three
different engineering firms current year fee schedules and CRW was comparable in price; and
WHEREAS, of the three firms consulted CRW had a competitive price and particular
relevant experience in drainage projects such as this one; and
WHEREAS, CRW has provided engineering and project management services to the City
for several years with grading and drainage projects.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. The City Manager is hereby authorized to enter into a contract with CRW
Engineering Group, LLC for engineering, surveying, design and bid support.
Section 2. The amount of $49,320.00 is hereby appropriated from the FY2010 Designated
Legislative Grant for Z -Float account number 274 - 2746 - 46800200 to Contracted Services account
number 274 - 2745 -5390.
Section 3. This resolution shall take effect immediately upon its adoption.
CITY OF SEWARD, ALASKA
RESOLUTION 2012 -024
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9 day of
April, 2012.
THE CITY OF SEWARD, ALASKA
David Seaward, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Johanna Kinney, CMC
City Clerk
(City Seal)
as
Agenda Statement
r � 4.4 of SFi
'9
Meeting Date: April 9, 2012 ti A '0
To: City Council 4 4
�A S *P
Through: City Manager Jim Hunt
From: Norman Regis, Deputy Harbormaster
Agenda Item: Authorizing a contract with CRW for engineering, surveying, design, and bid
support services for upland improvements and paving to complete the Z -Float
project for $49,320 and appropriating funds from the FY2010 Designated
Legislative Grant for Z Float that was accepted by council with Resolution
2010 -096.
BACKGROUND & JUSTIFICATION:
CRW gave the City of Seward a proposal in June 2011 and updated it in March of 2012 for the North
East Harbor Uplands Area grading, drainage and paving project that is part of the Z -Float upland
development. The North East Harbor road and launch ramp areas were cut out and removed for the
construction of the new water main, sewer and electrical service to the North East Harbor
Businesses, R, X, and Z Float. CRW has worked for the City in the past and they are well qualified
with particular experience in drainage engineering. Their Fee Schedule is comparable to other
engineering firms.
INTENT:
The intent of this resolution is for the City of Seward to appropriate $49,320.00 from the Designated
Legislative Grant and authorize the City Manager to enter into a contract with CRW for engineering
services for surveying, design, grading, paving and bid services for the upland improvements at the
North East Area in the amount of $49,320.00.
CONSISTENCY CHECKLIST: Yes No N/A
Comprehensive Plan
Economic Development, Small Boat Harbor Development: upgrade the
1 existing water drainage area and maximize the use of the existing harbor X
parking area.
Transportation Facilities, Harbors: Continue to support, promote,
enhance and develop Harbor facilities.
Strategic Plan
2. Economic Base, Improve and Expand the road and launch ramp parking X
area. Also to complete the Z -Float upland improvements
3 Small Boat Harbor Management Plan X
Upgrade the Northeast parking and boat launch area for the new Z- Float.
FISCAL NOTE:
As of this date there is $432,623.93 left in the Designated Legislative Grant for Z- Float.
Approved by Finance Department: jea
ATTORNEY REVIEW: Yes No y
RECOMMENDATION:
Y
Approve Resolution 2012 - O Authorizing a contract with CRW for engineering services.
ENGINEERING GROUP LLC
CRW ENGINEERING GROUP, LLC
Fee Schedule — 2012 .
EMPLOYEE CATEGORY
Principal Engineer /Surveyor /Partner $180.00
Project Manager /Senior Engineer /Senior Land Surveyor $170.00
Project Engineer /Project Land Surveyor $160.00
Staff Engineer /Staff Land Surveyor (Registered) $145.00
Staff Engineer /Staff Land Surveyor (EIT /LSIT) $ 135.00
Senior Planner $155.00
Project Planner (Certification) $140.00
Staff Planner $125.00
Construction Manager $1 45.00
Technician V $1 35.00
Technician IV $125.00
Technician II1 $1.05.00
Technician II $ 95.00
Technician I $ 85.00
Clerical / Administrative Support $ 75.00
* Rates are maximum for category indicated exclusive of overtime. Actual rates may vary,
SUPPLIES AND SERVICES
Direct Expenses and Supplies Invoice 1 10%
Subconsultants hlvoice + 10%
Meals (Per Diem) $60.00 /day
In -house Expenses
Xerox (8 -1/2 x 11) $0.10 /copy
Xerox (11 x 17) $0.20 /copy
Color Copies (8-1/2 x 11) $1.00 /copy
Mileage (Federal Rate) $0.55 /mile
Bond Plots $1.00 /square foot
Mylar Plots $2.00 /square foot
12/9/2011
•
March 5, 2012
Norman Regis
Deputy Harbormaster
Box 167
Seward, Alaska 99664
RE: 2012 URS Billing Rates.
Dear Norm,
As requested below are the 2012 URS billing rates for individuals most likely to be working on your projects.
Name Position Billing Rate
Craig Freas Dept Head $242.40
John Daley Senior Engineer $165.48
Peter Crews Senior Engineer $129.84
Earl Kubaskie CADD $109.20 •
Charles Balzarini Engineer $87.60
Sonia Jaeger Drafter $85.56
Brian Geise Engineer $86.88
Todd Davis Clerical $65.28
Please let me know if you have any questions or comments or would like additional information.
Sincerely,
URS Alaska
John Daley, PE
Pare 1 cif 1
D
1. \GI \1,1 :RS,
PND ENGINEERS, INC.
STANDARD RATE SCHEDULE
EFFECTIVE MAY 2011
Re,. , /arRate
Professional: Senior Engineer VII $180.00
Senior Engineer VI $165.00
Senior Engineer V $150.00
Senior Engineer IV $140.00
Senior Engineer III $130.00
Senior Engineer 1I $120.00
Senior Engineer 1 $110.00
Staff Engineer V $100.00
Staff Engineer IV $95.00
Staff Engineer 1I1 $90.00
Staff Engineer I1. $85.00
Staff Engineer I $80.00
Senior Environmental Scientist $100.00
Environ men tat Scientist $90.00
GIS Specialist $90.00
Surveyors: Senior Land Surveyor $105.00
Land Surveyor I $95.00
"Technicians: Technician VI $125.00
Technician V $105.00
Technician IV $90.00
Technician III $80,00
'Technician II $75.00
Technician I $70,00
CAD Designer V $90.00
CAD Designer IV $85.00
CAD Designer III $70.00
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,,,, „:_,,,,„,,,,,,,,,,„,,,,,,,.:,
.R i . March 1, 2012
ENGINEERING GROUP LLC
City of Seward
P.O. Box 167
Seward, Alaska 99664
Attn: Norman Regis, Seward Deputy Harbormaster
Re: Proposal — North East Harbor Grading & Drainage Design
Dear Norm:
CRW Engineering Group, LLC is pleased to provide a proposal for surveying, design,
and bid support services, in support of the proposed North East Harbor Uplands grading
and drainage project. The work tasks to be completed by CRW include a topographic
survey of the project site, site grading and drainage design, preparation of
specifications /contract/bid documents, and assistance with bidding of the project.
The City of Seward operates the North East Harbor Uplands Area boat launch and
parking lot located along the north shore of Resurrection Bay. The City would like to re-
grade the site to provide positive drainage to the existing storm drain system and pave
the access road (approximately 700 feet), boat launch apron, and the access to the new
Z Float. The attached figure shows the approximate limits of the desired paving. Site
drainage will pass through the existing storm drain outfall to discharge to Resurrection
Bay.
SCOPE OF SERVICES
CRW proposes to perform the following tasks to successfully complete this project:
1.0 — SITE INVESTIGATION /DESIGN SURVEY
CRW will perform an initial site visit and a design level survey. This work will include
the following sub - tasks:
A. Meet with City of Seward and field review and photograph facility by Project
Engineer.
B. Provide topographic and boundary survey of project area.
C. Generate project base map and surface model in AutoCAD Civil 3D.
2.0 — PRELIMINARY DESIGN (75% complete)
Plans, specifications, and a construction cost estimate will be prepared as part of
the preliminary design. The technical specifications will be based on Municipality of
Anchorage Standard Specifications. Specifications, bid documents, and contract
documents will be prepared for open bidding.
The 75% design effort will include the following work tasks:
A. Prepare survey control drawing.
3940 ARCTIC BLVD. • SUITE 300 • ANCHORAGE, ALASKA 99503 • (907) 562 -3252 • FAX (907) 561 -2273 • www.crweng.com
■71,
B. Provide site plan and site grading design. Evaluate drainage needs for future
paved parking east of roadway.
C. Generate construction cost estimate.
D. Prepare project specifications, bidding documents, and contract documents.
E. Print and distribute the 75% design documents to the City of Seward.
3.0 — FINAL DESIGN (100% complete)
Based on review comments, CRW will prepare final plans and specifications in a
bid -ready package. Plans will be stamped and signed by an engineer licensed to
practice in the State of Alaska.
4.0 — BID SUPPORT SERVICES
CRW will assist the City of Seward with bidding the project, including coordination
of bid set reproduction, responding to bidder questions, preparing any required
addenda, and reviewing bids. It is assumed that the City of Seward will distribute
the bid sets, conduct the pre -bid meeting (CRW to attend by teleconference), and
conduct the bid opening.
DELIVERABLES
The following deliverables will be provided. Each deliverable will include Adobe PDF
files of the plans, specifications, and construction cost estimate.
• Preliminary Design (75 %) — 5 sets of half -size plans (11 "x17 "), specifications,
and construction cost estimate
• Final Design (100 %) — 5 sets of half -size plans (11 "x17 "), specifications, and
construction cost estimate
• Bid Documents — 20 sets of full -size (22 "x34 ") and half -size (11"x17") plans, and
specifications
SCHEDULE
We understand that the City of Seward wants to complete construction of this project in
2012. CRW is prepared to begin the work of this proposal immediately upon receipt of a
Notice To Proceed (NTP) by the City of Seward, and proceed in accordance with the
following schedule:
• Complete Field Survey As soon as project area snow
melts.
• Submit Preliminary Design (75% Design) 4 weeks following completion
of field survey.
• Submit Bid Ready Documents (100% Design) 4 weeks following receipt of
review comments.
We anticipate the project will be bid in July 2012, awarded in August 2012, and
constructed in September 2012 after the busy Labor Day Holiday.
City of Seward, Alaska Page 2 CRW Engineering Group, LLC
Proposal — North East Harbor
Grading & Drainage Design
FEE
CRW proposes to complete the work on a time and expenses basis in accordance with
the attached Fee Schedule. The estimated cost for completing the Design and Bid
Tasks (Task 1 through Task 4) is $49,320. A breakdown of these costs is shown on the
attached Fee Proposal. Note that the hourly billing rates shown on the Fee Schedule
are maximum billing rates for each labor category. Actual rates will generally be less as
shown on the Fee Proposal.
Assumptions made in preparing this proposal are as follows:
1) Project includes paving of the entrance road from Port Avenue to the Boat
Launch/Waiting Area, the Boat Launch, and the access to Z Float. Some re-
grading will be required to resolve drainage issues. The future paved parking
area will be evaluated for drainage, but will not be paved as part of this project.
2) Does not include preparation of Stormwater Pollution Prevention Plan.
3) A geotechnical investigation is not included. It is assumed sufficient test pit /log
hole data is available for design of the project.
4) City of Seward to advertise for bids, distribute bid sets, and perform the bid
opening.
5) City of Seward to lead pre -bid meeting. CRW to attend by teleconference.
6) Construction support services are not included.
7) Preliminary Design (75 %) submittal will consist of 11"x17" drawings and
specifications (5 sets).
8) Final Design (100 %) submittal will consist of 11"x17" drawings and specifications
(5 sets).
9) Bid Set submittal will consist of 20 bid sets (full size and half size drawings, and
specifications).
We appreciate the opportunity to submit this proposal and look forward to assisting you
with this project.
Sincerely,
CRW ENGINEERING GROUP, LLC
Pete Bellezza, PE
Principal, Civil Engineer
Phone: (907) 646 -5640 / email: pbellezza(a7crweng.com
cc: Andrea Meeks, PE
Attachments: CRW Fee Schedule — 2012
CRW Fee Proposal
Project Area Figure
City of Seward, Alaska Page 3 CRW Engineering Group, LLC
Proposal — North East Harbor
Grading & Drainage Design
36
Staff Category, Rate & Projected Hours Cost $
CITY OF SEWARD, ALASKA CRW Engineering Group Staff
North East Harbor Upland Paving & Drainage
Improvements ! 2 c' _ D L
To c W a) o
°- U U W a).E >. rnT � as
FEE PROPOSAL z o a c z 2 z o
a`. a n_ co w j- Total Total Total
Task & Subtask Description $180 $170 $145 $100 $120 $170 $140 $125 $85 Labor Expenses Subtask Task
1 SITE INVESTIGATION /DESIGN SURVEY 1
Meet with City of Seward /Site Visit ' 8 $1,160 $150 $1,310
Site Survey I 4 36 30 $9,470 $800 $10,270
Prepare Base Map & TIN j 4 10 $1,810 $1,810
Subtotal Task 1: 0 0 , 8 j 0 0 4 40 40 0 ' $12,440 $950 $13,390 $13,390 I
2 PRELIMINARY DESIGN (75 %)
General Sheets (2 sheets) 2 8 8 $2,050 $2,050
Survey Control Drawing (1 sheet) 1 4 8 $1,680 $1,680
Site Grading Design (2 sheets) __ , 2 16 j 20 j 4 I $5,140 $5,140
Misc Project Details (2 sheets) 12 8 8 $3,500 $3,500
Construction Cost Estimate 4 a 8 j $1,380 $1,380
Specifications /Contract/Bid Documents 16 8 1 $3,965 $100 $4,065
Prepare & Distribute 75% Documents 1 4 4 1 $1,245 $200 $1,445
Subtotal Task 2: 1 18 46 1 48 1 20 4 0 I 8 2 $18,960 $300 $19,260 $19,260
3 FINAL DESIGN (100 %)
General Sheets 2 4 4 $1,170 $1,170
Survey Control Drawing j 1 4 $670 $670
Site Grading Design 1 8 12 2 $2,770 $2,770
Misc Project Details 8 8 4 $2,440 $2,440
Construction Cost Estimate 1 4 $545 $545
Specifications /Contract/Bid Documents 8 8 $2,520 $2,520
Final Design Submittal 1 _ 4 4 1 1 $1,245 $200 $1,445
Subtotal Task 3: 1 _ 9 31 32 10 1 0 4 I 1 _ $11,360 $200 _ $11,560 $11,560 1
3/1/2012 Page 1 of 2 Detailed Cost Estimate
Staff Category, Rate & Projected Hours Cost $
CITY OF SEWARD, ALASKA CRW Engineering Group Staff
North East Harbor Upland Paving & Drainage �, c > o
Improvements to m _ c = u) a
m
Q. U U W ' E N g N 5, (/) o
FEE PROPOSAL o o Z o
o
a. - v) o_ o w J u ) c o in 5 Total Total Total
1 Task & Subtask Description $180 $170 $145 $100 _$120
1 $170 $140 $125 $85 Labor Expenses Subtask _ Task
4 BID SUPPORT SERVICES
Prepare Bid Set/Reproduction (Distribution by City of Seward) 2 2 1 $615 $800 $1 ,415
Respond to Bidder Questions 2 4 $920 $920
Pre -bid Meeting (by teleconference) 2 $290 $20 $310
Prepare Addendum (if necessary) 2 8 4 1 $1,985 $20 $2,005
Bid Review & Recommendation to Award 1 2 $460 $460
Subtotal Task 4: 0 1 5 18 1 4 1 2 1 0 1 0 0 2 _ $4,270 $840 $5,110 $5,110 1
TOTAL TASK 1-4:1 2 1 32 1 103 1 84 ' 32 1 9 1 40 1 52 1 5 ( $47,030 1 $2,290 y $49,320 1 $49,320 1
Notes & Assumptions
P , 1 Project includes paving of the entrance road from Port Avenue to the Boat Launch/Waiting Area, the Boat Launch, and the access to Z Float. Some re- grading
I" will be required to resolve drainage issues. The future paved parking area will be evaluated for drainage, but will not be paved as part of this project.
2 Does not include preparation of Stormwater Pollution Prevention Plan.
3 A geotechnical investigation is not included. It is assumed sufficient test pit/log hole data is available for design of the project.
4 City of Seward to advertise for bids, distribute bid sets, and perform the bid opening.
5 City of Seward to lead pre -bid meeting. CRW to attend by teleconference.
6 Construction support services are not included.
7 Preliminary Design (75 %) submittal will consist of 11"x17" drawings and specifications (5 sets).
8 Final Design (100 %) submittal will consist of 11 "x17" drawings and specifications (5 sets).
9 Bid Set submittal will consist of 20 bid sets (full size and half size drawings, and specifications).
3/1/2012 Page 2 of 2 Detailed Cost Estimate
City of Seward, Alaska City Council Minutes
March 12, 2012 Volume 38, Page
CALL TO ORDER
The March 12, 2012 regular meeting of the Seward City Council was called to order at 7:00
p.m. by Mayor David Seaward.
OPENING CEREMONY
Lt. Louis Tiner led the Pledge of Allegiance to the flag.
ROLL CALL
There were present:
David Seaward presiding and
Jean Bardarson Christy Terry
Vanta Shafer Marianna Keil
Bob Valdatta Ristine Casagranda
comprising a quorum of the Council; and
Jim Hunt, City Manager
Johanna Kinney, City Clerk
Brenda Ballou, Deputy City Clerk
Absent — None
CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED
FOR PUBLIC HEARING
Dan Barth, an Advisory Board Member with the Seward Community Foundation spoke of
their goal to grow their endowment funds. They had received more applications in 2012 than ever
before and would be awarding $34,000 to local non -profit organizations in Moose Pass and Seward.
He encouraged everyone to contribute to the Seward Community Foundation when they received
their Permanent Fund Dividends.
Shelli McDowell, Seward's Animal Control Officer, and Lila Hurst requested assistance
obtaining a new animal shelter. They brought forth a grant proposal that would allow them $850,000
in funds with a requirement of 25% matching funds from the city. Councilmember Keil asked when
the next grant application would be due and that would be in March 2013. Keil suggested that
perhaps council could find the 25% match during the 2013 budget review. The proposed square
footage of the shelter was 2,500.
APPROVAL OF AGENDA & CONSENT AGENDA
Motion (Keil /Bardarson) Approval of Agenda & Consent Agenda
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City of Seward, Alaska City Council Minutes
March 12, 2012 Volume 38, Page
Hunt added a request to schedule a special meeting for the council to meet for the
Resurrection Bay Conservation Alliance issue.
Terry added an item to discuss scheduling a work session for the animal shelter.
Motion Passed Unanimous
The clerk read the following approved consent agenda items:
The February 13, 2012 Regular City Council Meeting Minutes were approved.
There was a non - objection to the liquor license renewals for the Seward Alehouse, Three
Bears, and the BPO Elks Lodge.
SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Proclamations and Awards
A Certificate of Congratulations was presented for the Seward High School Girl's
Basketball Team's Win at Regionals. All public was invited to a send -off social for the
team tomorrow night at the High School at 7:00 p.m.
Seward's Harbor received the "Clean Harbor" designation from the Alaska Clean
Harbors Program.
The Parks and Recreation department recognized local businesses with Sponsor
Appreciation certificates.
Certificate of Congratulations was awarded to Louis Bencardino for his recent
recognition by the State Of Alaska Legislature.
Borough Assembly Report, Sue McClure stated they had two meetings since her last
report. The Borough passed the ordinance for the land exchange with the City of Seward
unanimously on February 14, 2012. Mayor Navarre was considering a $200,000 appropriation to
explore healthcare and an ordinance appropriating $4,700,000 from the Central Peninsula Hospital's
radiation branch for oncology. The Borough Assembly would hold their annual meeting in Seward
on April 17, 2012.
City Manager's Report, Jim Hunt stated there were no purchases approved by the City
Manager for between $10,000- 50,000 since the last Council Meeting. Request for proposals would
be released this week to provide transportation services to cruise ship passengers and other visitors,
between the Seward Cruise Ship Port, the Alaska Railroad Seward Depot, the downtown business
district, and the Seward Small Boat Harbor during the 2012 and 2013 summer tourism season.
Proposers would be graded according to the following criteria:
�_I
City of Seward, Alaska City Council Minutes
March 12, 2012 Volume 38, Page
Age, condition, quality of coaches: 20%
Customer Service: 20%
Safety Record: 20%
Seating capacity and ADA accessibility: 10%
Cost 30%
RFP packets would be available on Wednesday March 14, 2012 at the City Clerk's Office.
New software installation was planned for the harbor and a meeting with Coastal Villages was
planned for March 9, 2012. Officer Nickell was recently re- elected to his second term on the state
D.A.R.E. Board in the position of Sergeant at Arms. Mobilization for the SMC Dolphin Project was
in progress and all equipment would be in Seward by March 16, 2012. Current completion date for
the Library Museum Project was November 9, 2012, and the tentative date for the grand opening
would be the first week in December. Former city employee Rachael James accepted the position of
Library Museum Program Coordinator. The Friends of the Jesse Lee Home had an unreimbursed
$40,000 balance. The City of Seward had already paid the invoice and was now seeking
reimbursement from them.
Council directed the City Manager that bills submitted by the Friends of the Jesse Lee Home
should be approved by the State of Alaska prior to reimbursement.
Valdatta was concerned over the stress and amount of work being handled by the summer
tourism coach drivers. In response to Bardarson, Lieutenant Tiner said there had been a patrol
position vacancy for three months, but it had been filled in a temporary capacity while the regular
officer was serving overseas. Regarding the Coastal Villages Region Fund, Hunt said their needs
were expanding tremendously as they had already purchased five new vessels. Responding to Terry,
Hunt said he, Assistant City Manager Long, Harbormaster Funk and Vice Mayor Bardarson would
be traveling to Juneau to meet with legislators. In April, he, Long and Bardarson would also be
visiting the Seattle ports. Hunt agreed to provide a report on Coastal Villages at every council
meeting.
In response to Terry, Electric Department Director John Foutz said there was a section of
lights by the Breeze Inn that went out due to an underground fault which caused the lights to go out
and that the electric department was busy helping the Department of Transportation with the Three
Bridges project.
Mayor's Report, David Seaward said that the Alaska Railroad had sent a thank you card to
the community for the open house and that they would be performing maintenance which would in
turn benefit Seward's economy. He announced that the Alaska SeaLife Center had sent an invitation
to an upcoming miniature golf event fundraiser. He encouraged residents to get involved with the
Planning and Zoning Commission.
Other Reports, Announcements and Presentations
City of Seward, Alaska City Council Minutes
March 12, 2012 Volume 38, Page
Keil announced the Choose Respect March and Rally would be held on March 29, 2012 at
the Alaska SeaLife Center.
A report was given by City Representative Tim McDonald on the Cook Inlet
Aquaculture Association. McDonald stated that the Cook Inlet Aquaculture Association (CIAA)
was designed to promote the salmon habitat. There were 25 seats on the board, and there was talk of
adding a new seat. McDonald was placed on the executive committee for the Fort Graham facility.
The United Fishermen of Alaska joined the meeting. Governor Parnell was in support of a
$1,700,000 grant. The J -1 Visa workers usually came from other countries, but that program was in
jeopardy this year and that would impact three canneries in Seward with a potential shortage of
workers. He expressed concerns about the Silver Salmon Derby because there weren't a lot of
salmon in Resurrection Bay.
Keil commented that the Alaska SeaLife Center was currently monitoring invasive species in
Resurrection Bay and McDonald added that the study of invasive species must remain diligent and
ongoing.
UNFINISHED BUSINESS
Items Postponed from Previous Agenda /Resolutions Requiring a Public Hearing
Substitute Resolution 2012 -001, Approving A Land Exchange Of A 0.56 Acre +/- Portion Of
Lot 8A -1 For A 0.56 +/- Portion Of Lot 6A -1, Fort Raymond Subdivision Replat No. 2, With
The Kenai Peninsula Borough And Appropriating Funds. (Clerk's Note: This resolution was
postponed from the January 9, 2012 council meeting, January 23, 2012 and the February 13, 2012
council meetings. Public Hearing was held on January 23, 2012 and February 13, 2012. The
original motion to approve this resolution was made by Bardarson and seconded by Shafer. An
additional public hearing has been requested for this substitute resolution. A motion to amend by
substitution is recommended by administration.
Long stated that a separate appraisal for each parcel was not necessary, as they were
comparable and fair in this trade. He said to ensure student safety the project would include the bike
path and would include lighting the bike path, at council's direction. There would be no changes to
Sea Lion Drive, although it might result in a slight increase in automobile traffic. It was his
recommendation that council move forward on this land trade.
Notice of the public hearing being posted and published as required by law was noted and the public
hearing was opened.
Martha Fleming said it may not be necessary to have the bike path itself lighted, but rather
tilt some of the existing lights toward the bike path so the students could benefit.
The public hearing was closed.
Motion to Amend (Bardarson /Terry) Amend Resolution 2012 -001 By The
3b
City of Seward, Alaska City Council Minutes
March 12, 2012 Volume 38, Page
Substitute Changes Before Council
In response to Keil, Long said this would have to go back through the Planning and Zoning
Commission to be replatted.
Motion to Amend Passed Unanimous
Main Motion Passed Unanimous
Items Postponed from a Previous Agenda
Substitute Resolution 2011 -072, Authorizing The City Manager To Enter Into A Maintenance
And Operating Agreement With Seward Ship's Drydock, Inc., Effective April 1, 2012. (Clerk's
Note: This resolution was postponed from the September 26, 2011 council meeting. Original motion
to approve this resolution was made by Shafer and seconded by Bardarson. A motion to amend by
substitution is recommended by administration.)
Casagranda asked if this substitute resolution had received a full review from the City
Attorney. Hunt said he was very comfortable in the oversight of the agreement with Seward Ship's
Drydock and recommended that council approve it.
Motion to Amend (Terry/Keil) Amend Resolution 2012 -072 By The
Substitute Changes Before Council.
Motion to Amend Passed Unanimous
In response to Shafer, Harbormaster Mack Funk said there were two agreements with
Seward Ship's Drydock and all the maintenance had been performed and completed by Seward
Ship's Drydock as requested by council. Keil confirmed that Funk had closely overseen the work
being done.
Motion to Amend (Terry /Keil) Amend Resolution 2012 -072 By
Incorporating The Laydown Versions Of
Exhibit B And Page 3 Of Exhibit E.
Motion to Amend Passed Unanimous
Main Motion Passed Unanimous
NEW BUSINESS
Resolution 2012 -020, Approving An Engineering Contract With PND Engineers In The
Amount Of $60,352.50 For A Vessel Wash -Down And Wastewater Recycling Facility At The
Seward Marine Industrial Center.
City of Seward, Alaska City Council Minutes
March 12, 2012
Volume 38, Page
Motion (Bardarson/Terry) Approve Resolution 2012 -020
Hunt recommended council approve this resolution, Keil concurred. Casagranda asked what
other projects PND Engineers were working on and Funk said they were working as the engineers on
the Seward Marine Center Dolphin project.
Motion Passed Unanimous
Resolution 2012 -021, Authorizing The City Manager To Purchase A Replacement Vehicle In
The Form Of A 2012 Ford Escape To Replace The 1992 Chevrolet Blazer In The Amount Of
$22,085.
Motion (Bardarson /Shafer) Approve Resolution 2012 -021
Hunt recommended council approve this resolution. Bardarson requested that if there was
another department that needed to travel to save on costs, then the Electric Department share the
vehicle. Foutz concurred and said he would make the vehicle available to other departments, but the
use of it needed to remain a priority for the electric department. Valdatta said he thought it was
impractical to share the vehicle.
Terry objected to this resolution. Hunt responded that there was a cost incurred by the city
when staff performed maintenance on the city's vehicles. Terry suggested that some of the work be
outsourced to some local garages rather than have the city employees working on it, suggesting Hunt
attempt to use the Crown Victoria as a trade -in towards this vehicle. Hunt said he could potentially
use the trade -in idea with the next purchase.
Motion Passed Yes: Shafer, Keil, Bardarson, Valdatta,
Casagranda, Seaward
No: Terry
Other New Business
Discussion on Celebrating the Centennial of Seward's Incorporation on June 1, 2012.
The City of Seward was incorporated on June 1, 1912. Terry suggested council form an ad hoc
citizen committee, perhaps to host a celebration for the city. City Clerk Johanna Kinney offered to
seek volunteers by the first council meeting in April.
Discussion on filing an objection to the liquor license renewal for Terry's Fish and
Chips. Hunt recommended approval after the objections by staff were withdrawn.
Motion (Terry /Keil) Send A Letter Of Non - Objection To The
ABC Board For The Liquor License
Renewal For Terry's Fish & Chips
Motion Passed Unanimous
City of Seward, Alaska City Council Minutes
March 12, 2012 Volume 38, Page
Council scheduled a Special Meeting to discuss the litigation between the City of
Seward vs. the Resurrection Bay Conservation Association on March 16, 2012 at 12:00 p.m. in
City Council Chambers.
Council directed the City Clerk to include scheduling a Work Session for the animal
shelter with the Animal Control Officer Shelli McDowell and Seward's Borough Assembly
Representative Sue McClure on the next agenda.
INFORMATIONAL ITEMS AND REPORTS (No action required)
Library /Museum Project Update.
COUNCILS' COMMENTS
Bardarson wished the Seward High School's girls' basketball team good luck in the
upcoming state tournament, and added well wishes for the UAA basketball team as well. She
thanked Louis Bencardino for his years of service and added that the Planning and Zoning
Commission needed three more members.
Keil thanked all the sponsors who supported the Parks & Recreation programs and reiterated
that the Choose Respect march would be held on March 29, 2012 at noon starting at the Alaska
SeaLife Center.
Shafer said the 2 ° ' Annual Spring Break -Up event would be this coming weekend, and
encouraged everyone to attend some of the many events being held.
Casagranda congratulated Bill Clark for accepting the Small Business Administration's
local position and thanked Tim McDonald for his thorough and detailed report. She expressed that
she would like to hear more communication about council members' travel plans in the future.
Terry reminded everyone to change their smoke detectors batteries and she welcomed
Rachel James to the Library Museum. She requested the City Clerk to create a link from the city's
website to the Spring Break -Up website.
Seaward stated his four priorities which included: cost of energy, healthcare /Providence,
efficient government /outsourcing, and promoting Seward.
CITIZENS' COMMENTS
Tim McDonald said he was a pet lover and he had three dogs. He believed cooperating with
the Borough would provide the city a greater economy of scale. He suggested council begin to start
thinking about the future of the city shops, and perhaps consider combining several into one location.
City of Seward, Alaska City Council Minutes
March 12, 2012 Volume 38, Pale
Sue McClure clarified the proposal to create an at -large seat for City Council would not
work and that she would come up with a new plan for the Flood Board; she would present it to the
Flood Board the next week. On the issue of animal control, the borough was reluctant to take on the
issue, but she would attend the Work Session; at that time, the borough had no animal control
powers. She congratulated everyone on Seward's annual Tidal Ocean Bowl challenge.
Jim Pruitt thanked council for the ability to maintain Seward Ship's Drydock. He mentioned
the issue still existed of expanding the transfer facility. It was resulting in his having to turn down
business.
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS
Keil believed it was a pet owner's responsibility to spay and neuter their pets.
Long said the City of Seward was a home rule city, but the borough did not have the same
authority and the only way they could act would be by a vote of the people.
Terry wondered if there was a possibility of creating an animal control service area, similar
to the Flood Plain Service Area.
Seaward said he thought it would be important to fulfill the previous City Manager's wishes
to install a window in the animal control shelter.
ADJOURNMENT
The meeting was adjourned at 9:32 p.m.
Johanna Kinney, CMC David Seaward
City Clerk Mayor
(City Seal)
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City of Seward, Alaska City Council Minutes
March 12, 2012 Volume 38, Page
Sue McClure clarified the proposal to create an at -large seat for City Council would not
work and that she would come up with a new plan for the Flood Board; she would present it to the
Flood Board the next week. On the issue of animal control, the borough was reluctant to take on the
issue, but she would attend the Work Session; at that time, the borough had no animal control
powers. She congratulated everyone on Seward's annual Tidal Ocean Bowl challenge.
Jim Pruitt thanked council for the ability to maintain Seward Ship's Drydock. He mentioned
the issue still existed of expanding the transfer facility. It was resulting in his having to turn down
business.
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS
Keil believed it was a pet owner's responsibility to spay and neuter their pets.
Long said the City of Seward was a home rule city, but the borough did not have the same
authority and the only way they could act would be by a vote of the people.
Terry wondered if there was a possibility of creating an animal control service area, similar
to the Flood Plain Service Area.
Seaward said he thought it would be important to fulfill the previous City Manager's wishes
to install a window in the animal control shelter.
ADJOURNMENT
The meeting was adjourned at 9:32 p.m.
Johanna Kinney, CMC David Seaward
City Clerk Mayor
(City Seal)
City of Seward, Alaska City Council Minutes
March 16, 2012 Volume 38, Page
CALL TO ORDER
The March 16, 2012 special meeting of the Seward City Council was called to order at 12:00
p.m. by Mayor David Seaward.
OPENING CEREMONY
City Manager Hunt led the Pledge of Allegiance to the flag.
ROLL CALL
There were present:
David Seaward presiding and
Jean Bardarson Marianna Keil
Christy Terry — arrived at 12:06 p.m. Vanta Shafer
comprising a quorum of the Council; and
Jim Hunt, City Manager
Johanna Kinney, City Clerk
Absent — Valdatta, Casagranda
CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED
FOR PUBLIC HEARING None
APPROVAL OF AGENDA
Motion (Bardarson /Shafer) Approval of Agenda
Motion Passed Unanimous
EXECUTIVE SESSION
Motion (Bardarson /Shafer) Go into Executive Session to Discuss
Matters Pertaining To Pending Litigation
Of Gillespie vs. City of Seward And
Resurrection Bay Conservation Alliance
(RBCA) vs. City of Seward And Give
Direction To The City Attorney.
Motion Passed Unanimous
Council went into executive session at 12:06 p.m.
tA1
City of Seward, Alaska City Council Minutes
March 16, 2012 Volume 38, Page
Council came out of executive session at 12:56 p.m.
COUNCILS' COMMENTS - None
CITIZENS' COMMENTS - None
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS - None
ADJOURNMENT
The meeting was adjourned at 12:56 p.m.
Johanna Kinney, CMC David Seaward
City Clerk Mayor
(City Seal)
1-\-a
City of Seward, Alaska City Council Minutes
March 27, 2012 Volume 38, Page
CALL TO ORDER
The March 27, 2012 regular meeting of the Seward City Council was called to order at 7:00
p.m. by Mayor David Seaward.
OPENING CEREMONY
Lieutenant Louis Tiner led the Pledge of Allegiance to the flag.
ROLL CALL
There were present:
David Seaward presiding and
Jean Bardarson Christy Terry
Vanta Shafer Marianna Keil
Bob Valdatta Ristine Casagranda
comprising a quorum of the Council; and
Jim Hunt, City Manager
Johanna Kinney, City Clerk
Cheryl Brooking, City Attorney
Absent — None
CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED
FOR PUBLIC HEARING — None
APPROVAL OF AGENDA AND CONSENT AGENDA
Motion (Bardarson /Shafer) Approval of Agenda and Consent Agenda
Resolution 2012 -022 was pulled by administration.
Motion Passed Unanimous
The clerk read the following approved consent agenda items:
The February 27, 2012 Regular City Council Meeting Minutes and the February 27, 2012 City
Council Special Meeting Minutes were approved.
SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Proclamations and Awards
City of Seward, Alaska City Council Minutes
March 27, 2012 Volume 38, Page
A proclamation for the "Choose Respect" March for domestic violence and sexual
assault awareness was read.
A proclamation was read to commemorate Earthquake and Tsunami Awareness Week.
A certificate of appreciation was awarded to GCI.
A proclamation was read honoring Women's History Month.
A certificate of congratulations was awarded to Savannah Fackler for her gold and
silver medals won at the 2012 Arctic Winter Games.
Chamber of Commerce Report, Cindy Clock stated the Chamber had decided to wait until
the legislative session ended in Juneau before scheduling a town hall meeting regarding Coastal
Villages Region Fund. The joint Chamber /City annual trip to Seattle was scheduled for in April 12-
13, 2012 to meet with transportation and cruise industries. The first cruise ship of the season would
arrive on April 11, 2012 and would carry 1,080 passengers. Regarding fish restoration efforts, last
summer the Fish & Game Department released 240,000 Coho (Silver) and 120,000 Chinook (King)
salmon smolt in the lagoon which acted as a natural net pen. Production had been an issue at two
Anchorage hatcheries due to the lack of hot water on site. The new hatchery was online and would
provide Seward with Chinook and Coho salmon smolt at a good survival rate, but the Chamber
would still like the option to purchase net pens. The Annual Alaska Postmasters Conference would
be held in Seward from April 27-28, 2012; the Alaska Credit Union League Conference would be
held from May 17 -19, 2012 at the Windsong Lodge; World Oceans Day would be held at the Alaska
SeaLife Center on June 8, 2012. The Mat -Su Sportsman's Show had great attendance, they handed
out 300 guides and sold 15 out of 25 halibut raffle tickets; there would be two more shows coming
up at which they expected even greater attendance.
City Manager's Report, Jim Hunt stated he had not approved any purchases for $10,000-
50,000 since the last Council Meeting. Tomorrow would be the statewide "Chill, It's a Drill!"
between 9:45 AM and 10:15 a.m. and the Kenai Peninsula Borough would be participating in the
exercise to test the tsunami alert systems. Last week's lobbying trip to Juneau went very well and it
was recommended the city amend the Coastal Villages request to the sum of $21,100,000 in order to
build the breakwater, finish the design engineering for current projects, and to fund a Phase 2
concept plan for dredging in the North Dock area within the SMIC boundary. The concept for a
Phase 2 of the North Dock dredging was based on public meetings, Port and Commerce Advisory
Board (PACAB) meetings, Representative input, and Coastal Village's expansion needs. Juneau
Representatives were positive about the plan and the city should know if the breakwater would be
funded within approximately three weeks. The application was hand - delivered to Representative
Seaton's office by Kent Dawson yesterday.
Administration had spoken with a local fish processor regarding the effects of proposed
changes to J -1 Student Visa Program and subsequently sent a letter to the federal delegation asking
them to oppose the changes that would have a negative effect on seafood processors and on the
economy. Seward's 2012 Student Exchange Program with Obihiro, Japan would be accepting
yl'\
City Council Minutes
City of Seward, Alaska Volume 38, Page
March 27, 2012
applications through April 13, 2012. On March 15, 2012 a Crowley tug grounded on a hard bottom
outside of the SMIC basin and one of its propellers would need repair. The Coast Guard informed
the city today that they would be demolishing their existing building in order to build a new structure
rather than move the building.
In response to council, Hunt stated he would look into salvaging parts of the Coast Guard
building. Hunt clarified that Phase 2 of the Coastal Villages Project was now a term used to reference
the adjoining area, but not the construction of any new infrastructure than what was previously
proposed and only further dredging. Hunt said they were looking into obtaining the `cold mix' for
patching the roads. In response to Seaward, Hunt stated he had an obligation to bring the issue of the
outstanding balance from the Friends of the Jesse Lee Home forward to council because it dealt with
public funds and the public should be made aware of the situation and there was a concern that it
would show up in the audit. Seaward wished the J -1 Visa Program letter that administration wrote to
our state senators in support of keeping the program would have been brought to council before
sending it out. Seaward suggested that the H -2 Program would be sufficient to supply workers to the
processors.
City Attorney's Report, Cheryl Brooking stated that for the period of February 21 through
March 20, 2012, she provided advice and suggestions on certain resolutions and ordinances, certain
personnel questions, contracts, grants, various administrative matters, land use platting subdivision
matters, and continued efforts on the condemnation litigation for Tract B at Levee Road. The
Master's Hearing for the Levee Road land taking was scheduled for April 19 -20, 2012. She also
worked on harbor - related questions on contracts and represented the city on the Resurrection Bay
Conservation Association (RBCA) litigation. She recently flew to Savanna, Georgia for the National
Association of Bond Lawyers conference and it was interesting, helpful and informative, particularly
regarding issues relating to tax exempt bonds and securities.
Mayoral Report, David Seaward stated reminded the community, council and
administration of his four priorities for the city: reducing the cost of energy, creating opportunities
for private investment /outsourcing, cost of healthcare, and promoting Seward. He felt that Seward
was an exceptional community.
Vice Mayor's Travel Report, Jean Bardarson stated she traveled with Hunt and Long to
Juneau last week and met with James Armstrong, the finance aide to Representative Stolz who was
the co -chair of the Finance Committee. They discussed Seward's financial needs for Coastal
Villages and stated the size and scope of the project had increased since Coastal Villages acquired
five or six additional vessels since last year. The project could now include the areas south of Spring
Creek and north of the breakwater and could include dredging towards the east in that area also. They
also discussed Seward's cruise ship head tax project and the need for a new CT scanner. They met
with Gary Stevens, President of the Senate, and gave him an update on the same issues. Senator
Stevens was well- versed on Seward's priority list. Likewise, they met with Weston Ehler, financial
aide to Senator Stedman; Karen Reyfield, Director of Operation of Management & Budget; and Ted
Leonard, Director of Alaska Industrial and Export Development Authority (AIEDA), to discuss the
possibility of having AIEDA involved further as a point person for the project. Bardarson reported
S
City of Seward, Alaska City Council Minutes Volume 38, Page
March 27, 2012
they also spoke with the Speaker of the House, Mike Chenault, who may be new representative for
Seward if the redistricting went through.
Other Reports, Announcements and Presentations
A presentation was given by Chugach Electric on the city's possible purchase of Fire
Island wind power. (Rescheduled from the February 27, 2012 meeting)
NEW BUSINESS
Other New Business
Council scheduled a Work Session to discuss the Animal Shelter for Monday, April 9,
2012 at 6:00 p.m. in Council Chambers.
Discussion of City Council term limits. (Casagranda)
Casagranda wanted to bring up this discussion as some citizens were asking her about term
limits. She would like to see them, but wanted to know what the council thought on the matter. She
wanted to find a balance of power.
Valdatta said the public set its own term limits by voting candidates in or out of office. Keil
agreed in that the public determined who was in office and who was not It took time to learn the role
of a council member and they tended to burn out. Shafer said the community had the right to put this
on the ballot by initiative if they wanted and it was not the role of the council to determine this.
Terry said some had asked her about running for specific seats, similar to the Flo Board, large
and asked if that was possible. Brooking said that usually occurred where the
geographical area to insure there was proper representation of the voting area. In a city like Seward,
although it didn't occur often, it was a possibility. One thing council could consider was to opt out of
Alaska Public Offices Commission (APOC) financial disclosure statement form requirements and
adopt their own. Because that vote failed previously, it resulted in difficulty attracting new
candidates for council and the Planning & Zoning Commission.
Seaward suggested the city adopt a strong mayor form of government, as well as addressing a
change to the APOC rules.
Discussion of Yeosu, Korea's invitation to attend the 2012 World Expo. (Clerk)
An invitation was received by the clerk's office that extended to the council and
that
administration for up to five adults from May 21 -24, 2012, ased on hotorical
might take part in their festivities. Approximate travel costs were furnished b
information, and there were funds available in the budget in council
Obihiro, Japan. S said he was
wondered if the city could decline this event in lieu of S
aware that Willard Dunham was planning to attend at his own expense, and he would be interested in
\c,
City of Seward, Alaska City Council Minutes
March 27, 2012 Volume 38, Page
sending Dunham as the city's representative. He would also like to send several performers from the
community, perhaps by having local businesses match city funds.
Hunt asked council to consider financing Dunham's airfare. City Clerk Johanna Kinney
said she was unable to speak with Dunham to confirm that he would still be interested in traveling at
his own expense. Terry said Dunham would be a fantastic ambassador for Seward, and asked for
confirmation that in his former role as mayor, he would be an appropriate person to send as the city's
representative. Keil added that perhaps an official proclamation stating he was the city's ambassador
to Yeosu would help matters. Long relayed his own experience in attending this event in the mid -
1990s and how beneficial it was for the city.
Vice Mayor Bardarson was asked if she would be interested in traveling for this event as
well; she said she could go. Terry said she would like to reimburse Dunham for his airfare and it
should go through council's travel budget.
Motion (Terry/Bardarson) Select Willard Dunham as the city's
ambassador to attend the 2012 World Expo
in Yeosu, Korea and reimburse airfare
costs should he be willing to attend and
select Vice Mayor Bardarson as an
alternate representative in the event
Dunham cannot attend.
Motion Passed Yes: Terry, Bardarson, Keil, Shafer,
Valdatta
No Casagranda, Seaward
INFORMATIONAL ITEMS AND REPORTS (No action required)
Providence January and February Financial Statements.
March 28, 2012 Tsunami "Chill, It's A Drill!" Notice.
COUNCILS' COMMENTS
Bardarson encouraged students to apply for the student exchange program with Obihiro,
Japan. She asked citizens to please apply for the open seats on the city's boards and commissions
because Seward needed help. On a positive note, it was supposed to be 51 degrees in Seward
tomorrow.
Keil asked the public to turn out for the Choose Respect Rally & March held at the Alaska
SeaLife Center on March 29, 2012 starting at 12:00 p.m.
Shafer thanked all for making the 2 Annual Spring Break -Up Festival such a positive
event. There was a good turnout to a lot of the activities.
`1
City of Seward, Alaska City Council Minutes
March 27, 2012 Volume 38, Page
Casagranda drew council's attention to the laydown she provided which was a letter she
wrote asking certified fluoridation companies for information.
Terry announced that the Native Youth Olympics Invitational would be held this weekend at
Seward High School; the opening ceremonies would be Friday, March 30, 2012 at 6:30 p.m. at the
high school. There would be work sessions tomorrow starting at 6:00 p.m. with the Planning &
Zoning Commission followed at 7:00 p.m. with the Port And Commerce Advisory Board, and then
at 8:00 p.m. with the Historic Preservation Committee. All of these boards and commissions needed
people to attend in the audience as well as be representatives. She added that June 1, 2012 was the
100 year of the city's incorporation and there was a celebration committee that needed volunteers.
She encouraged people to get involved with the Chamber of Commerce to help promote the city.
CITIZENS' COMMENTS
Sue McClure reiterated that the Choose Respect Rally & March would be held at the Alaska
SeaLife Center on March 29, 2012 starting at 12:00 p.m.
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS — None
ADJOURNMENT
The meeting was adjourned at 9:22 p.m.
Johanna Kinney, CMC David Seaward
City Clerk Mayor
(City Seal)
Agenda Statement
r {pF St-
Meeting Date: April 9, 2012 u
To: Mayor and City Council q SK p
From: Johanna Kinney, City Clerk,L IO
Agenda Item: Appoint a Special Ad Hoc Citizen Advisory Committee to plan the
Centennial Celebration of the Incorporation of the City of Seward.
BACKGROUND & JUSTIFICATION:
The City of Seward is celebrating the 100 year anniversary of its incorporation as a city. Seward was
officially incorporated as a town by the courts of Territorial Alaska on June 1, 1912, which is also
shown as the incorporation date on the official seal of the City of Seward.
The City Council and public have inquired about what kind of celebration should be held to honor
the Centennial Anniversary of this event. At the March 12, 2012 council meeting, the City Council
directed the clerk to solicit interest for an ad hoc citizen committee to plan such a celebration. The
City Clerk advertised for this committee and received interest from five community members: Bev
Dunham, Patty Linville, Margaret Anderson, Cindy Clock, and Dorothy Urbach.
According to City Council Rules of Procedure, Rule 29,
"Special Ad Hoc citizen advisory committees may be created by the Council for a
particular purpose. Committee members shall be appointed by the Mayor, with the
advice and consent of the Council. The Mayor shall appoint the chair of the
committee. Citizen study committees shall sunset at the end of their mission, but no
later than the end of each fiscal year unless specifically continued by the Council
thereafter for a specified time period. One Council member, and one alternate
Council member, may be appointed as a member and liaison of a citizen advisory
committee."
As a council- appointed committee, this committee would be subject to the Open Meetings Act and,
therefore, meetings of the committee would need adequate legal notice and be open to the public.
This was verified by the city's attorney.
INTENT:
The intent of the appointment of this committee is to request the assistance of interested community
members with what the City of Seward should do to commemorate the Centennial Anniversary of
this historic event. The committee should hold noticed and public meetings and bring forward
suggestions to the council for consideration. Council and the committee should also remember the
110 Anniversary of the founding of Seward is the following year in 2013.
LICA
CONSISTENCY CHECKLIST: Yes No N/A
Comprehensive Plan:
• Vol. 1: 3.9 Quality Of Life - Enhance the "sense of community"
1. including its economic and historic significance among residents of X
the greater Seward area....Encourage community appreciation of
local history and support the continuation of traditions.
Strategic Plan:
• Page 2 — (The City's Mission) to provide quality leadership,
operate efficiently, be responsive to the desires of its residents,
preserve and promote the unique heritage and natural setting of the
city and further the social and economic well -being of its citizens.
2. X
• Page 4: Vision Elements — History and `Sense of Community'
...value and protect Seward's historic character, culture, and
physical attributes all of which contribute to its strong sense of
community.
Other: X
3 ' • City Council Rules of Procedure, Rule 29 (attached)
FISCAL NOTE:
The appointment of this special ad hoc citizen advisory committee has no fiscal impact on the city's
budget, but council should consider what expenditures the city is willing to pay for and where the
funds will come from.
Approved by Finance Department: d b t' /tG+
ATTORNEY REVIEW: Yes No X
RECOMMENDATION:
The Mayor, with consent of the council, appoint Bev Dunham, Patty Linville, Margaret Anderson,
Cindy Clock, and Dorothy Urbach to the Seward Incorporation Centennial Committee and establish
guidelines and /or parameters the committee should work within. If there is interest, one council
member and one alternate council member may be appointed as a member and liaison of the citizen
advisory committee.
Because time did not permit the City Clerk to ask who might be willing to be the chair of this
committee, it is recommended to have the committee appoint its own chairperson.
5c
City Council Rules of Procedure
COMMITTEES
RULE 29. The Mayor may appoint standing committees of the Council as necessary or desirable
and may appoint ad hoc committees to address specific topics. The Council may also meet in work
sessions as a committee of the whole.
(a) Committee of the Whole. The Council may meet as a Committee of the Whole
composed of the entire council sitting as a legislative study committee. The Committee of the Whole
shall not take any official action while in committee. The Mayor chairs the Committee of the Whole.
(b) Special Ad Hoc Council Study Committees. Special Ad Hoc Council study
committees may be created by the Council for a particular purpose, or when the issue is so complex
and time consuming that it cannot be reasonably handled at a Council meeting. Council study
committees shall consist of no less than 3 Council members appointed by the Mayor. Special
council committees shall sunset at the end of their mission, but no later than the end of each fiscal
year unless specifically continued by the Council thereafter for a specified time period.
(c) Council Liaisons. In order to build additional Council expertise in various areas of
city operations, the Presiding Officer may appoint one Council member to serve as a liaison to the
Planning and Zoning Commission. These appointments shall be made at the Council's
organizational meeting in October. If appointed, the council representative to the Kenai Peninsula
Borough Economic Development District shall serve as liaison to the Port and Commerce Advisory
Board. If council liaisons were not appointed, a member of each Board and Commission will
arrange to give periodic reports to the city council during Council's regular scheduled meetings.
(d) Special Ad Hoc Citizen Advisory Committees. Special Ad Hoc citizen advisory
committees may be created by the Council for a particular purpose. Committee members shall be
appointed by the Mayor, with the advice and consent of the Council. The Mayor shall appoint the
chair of the committee. Citizen study committees shall sunset at the end of their mission, but no later
than the end of each fiscal year unless specifically continued by the Council thereafter for a specified
time period. One Council member, and one alternate Council member, may be appointed as a
member and liaison of a citizen advisory committee.
(e) Committees may make recommendations on proposed programs, services, ordinances,
and resolutions within their area of responsibility before action is taken by the Council. The
Committee Chair may present the recommendations of the committee during the discussion of the
item of business.
(f) Employees shall staff the various committees as directed by the City Manager, but
no staff person shall serve as a voting member of a council or citizen study committee.
(g) Minutes need not be taken of committee meetings.
City of Seward, Alaska Page 15
5�
IN THE DISTRICT COURT FOR THE TERRITORY OF ALASKA, THIRD DIVISION.
IN THE MATTER OF THE INCORPORATION
OF THE TOWN OF SFNARD. No. S - 16.
F I N A L ORDER.
Now on this 1st day of June, A. D. 1912, it being duly
made to appear to the above entitled Court that on the fifteenth
day of May, A. D. 1912, an election was held in the community of
Seward for the purpose of determining whether or not the lawful
residents of such community desired to incorporate such community
as a municipal corporation, that due notice of the Order of this
Court made on the 17th day of February, A. D. 1912, had been duly
and regularly posted, as by law required, in three of the most
public places within the limits of said proposed incorporation at
least thirty days prior to said fifteenth day of May 1912, and
that such notices, as aforesaid, had continuously remained so posted
for more than thirty days prior to said fifteenth day of May, 1912;
And it further appearing that the Judges of said election,
before entering upon the duties of their office, did take an oath in
writing to faithfully and impartially discharge the duties of their
trust, being the same persons designated by said Order of February 17,
1912, to act as such Judges;
And it further appearing that a certificate of election
together with all the ballots cast at said election, and the oaths
of the Judges of said election, have been filed with the Clerk of the
District Court of the Third Division of Alaska, in which the community
duly filed with the United States Commissioner for Kenai Recording
and Mining Frecinct, in which precinct said community is located;
And it further appearing from said certificate of election,
filed with the Clerk of thi's Court, that two - thirds or more of the
votes cast at said election were in favor of INCORPORATION, and that
the provisions at law in relation to incorporation had been substan-
tially complied with;
NOW THEREFORE, IT IS ORDERED, ADJUDGED AND DECREED that
the community of SEWARD is and shall be deemed to be a municipal
corporation under the name of "The Town of Seward in the District of
. Alaska ", and the same shall, from, on and after the date of this
ORDER be deemed a municipal corporation possessed of the powers and
privileges given by law and such other powers as may be given by law,
and that the territorial limits of said municipal corporation shall
be, as described in the Order of this Court fixing the time and place
of holding election, made on the 17th day of February, A. D. 1912, as
follows, to -wit:
"Beginning at a point on a rock which is marked (corner No.3
of U. S. Survey No. 726 S) running; due south along the shore line of
Resurrection Bay 1000 feet to incorporation post No. 1; Thence 'Nest
500 feet; thence north 11560 feet; thence east to Alaska Northern Rail-
way track; continuing east of said track 1000 f eet; thence East and
South on a meandering line along and 1000 feet east and south from said
Alaska Northern Railway track to incorporation post No. 1. This tract,
thus described, includes in its boundaries, with other lands Survey No.
726 S, Survey No. 726 N.U.S., Survey No. 703, the terminal grounds of
the Alaska Northern Railway, the Laubner Homestead, the Rudolph Home -
.53
Endorsed:
FILED in the District Court,
Territory of Alaska, Third Division.
JUN 1 1912
Ed V. Lakin Clerk
By K L Monahan Deputy
Entered Court Journal No. C 1 Pa e No. 303
•
•
•
.SD(
IN THE DISTRICT COURT FOR THE TERRITORY OF ALASKA, THIRD DIVISION.
IN THE MATTER OF THE INCORPORATION )
} No. S -16
OF THE TOWN OF SEWARD.
} FINAL ORDER.
NOW THEREFORE, IT IS ORDERED, ADJUDGED AND DECREED that the community of
Seward is and shall be deemed to be a municipal corporation under the name of
"The Town of Seward in the District of Alaska," and the same shall, from, on
and after the date of this ORDER be deemed a municipal corporation possessed
of the powers and privileges given by law and such other powers as may be
given by law, and that the territorial limits of said municipal corporation
shall be, as described in the ORDER of this Court fixing the time and place of
holding election, made on the 17th day of February, A.D. 1912, as follows,
to -wit:
"Beginning at a point on a rock which is marked (corner No. 9 of U. S.
Survey No. 726 N) running due south along the shore line of Resurrection Bay
1000 feet to incorporation post No. 1; Thence West 500 feet; thence north
11560 feet; thence east to Alaska Northern Railway track, continuing east of
said track 1000 feet; thence East and South on a meandering line along and
1000 feet east and south from said Alaska Northern Railway track to incorpora-
tion post No. 1. This tract, thus described, includes in its boundaries, with
other lands Survey No. 726 S, Survey No. 726 N, Survey No. 709, e terminal
grounds of the Alaska Northern Railway, the Laubner Homestead, the Rudolph
Homestead, and the Poland Homestead, and the various parcels of land lying and
being between the said surveys and the line of low tide on Resurrection Bay."
Done in open Court this lst day of June A. D. 1912.
Edward E. Cushman
District Judge
Endorsed:
Filed in the District Court. Territory of Alaska, Third Division. June 1,
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