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HomeMy WebLinkAbout05112015 City Council Laydowns W\I(1 *D/11115 Sponsored by: Jones • CITY OF SEWARD, ALASKA RESOLUTION NO. 94-101 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING A POLICY FOR NOMINATING PUBLIC PROPERTY FOR DISPOSAL WHEREAS, the city regularly receives unsolicited proposals to lease city land; and WHEREAS, the city has no written policy regarding the identification and nomination of public lands for disposal; and WHEREAS, it is in the public interest to adopt such policies; NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. City of Seward Lease Policies and Procedures, a copy of which is attached and incorporated herein by reference, is hereby ADOPTED. • resolutions herewith are herebyRESCINDED. Section 2. All prior resp uti ns in conflict Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 8th day of August, 1994. THE CITY OF SEWARD, ALASKA a_042_ Li1/4.9 Dave W. Crane, Mayor AYES: Anderson, Bencardino, Crane, Krasnansky and Sieminski NOES: Darling ABSENT: O'Brien ABSTAIN: None • CITY OF SEWARD, ALASKA RESOLUTION NO. 94-101 ATTEST: APPROVED AS TO FORM: Wohlforth, Argetsinger, Johnson & Brecht, Attorneys for the city of Seward, Alaska . as 4,0),7 ems!, • • ,v CityAttorney S. rphy, CM / City Clerk (City Seal) 1 City of Seward, Alaska • Lease Policies and Procedures PROCEDURES FOR NOMINATING PUBLIC LANDS FOR LEASE The following procedures have been adopted by the Seward City Council to allow the public to nominate city owned lands not otherwise designated as available for lease development: A. Any person may make written nomination to the City Council for the city to dispose of public lands without divulging specific development ideas or purposes. B. If requested by the City Council,city staff will research and prepare a report on titles, covenants, deeds, zoning, land use planning, other land restrictions, and any planned public uses associated with the nominated lands. C. The Planning and Zoning Commission will review and make a recommen- dation to the City Council regarding the pros and cons of disposing of the nominated parcel. 0D. The City Council will hold a public hearing on the disposal of the nominated property and, by resolution, will make a determination as to whether or not to dispose of the nominated lands. If the City Council finds that it is in the public interest to dispose of the nominated lands, the resolution shall specify the method of disposal, i.e., lease, sale, negotiation, bid, or request for proposals. E. If the City Council finds it in the public interest to lease the nominated land, the City Manager shall proceed with the disposal process following polices and procedures outlined in the City Code and this resolution. LEASE PROPOSAL POLICIES AND PROCEDURES_ The following procedures have been adopted by the Seward City Council to guide prospective lessees and the city administration in handling proposals on city-owned lands designated for lease disposal A. The prospective Lessee shall submit to the City Manager a written development plan, including a conceptual site plan, building elevation drawings, a construction schedule, and proof of project financing. B. The lease development proposal shall be submitted to the Planning and • Zoning Commission at their next regular meeting, for review and written recommen- City of Seward,Alaska Resolution No. 94-101 Attachment A Page 1 dations, including any special lease conditions the Commission determines to be in the • public interest. C. The proposal along with written Planning Commission and staff comments and recommendations shall be submitted to the City Council, at the next regularly i scheduled meeting, subject to agenda deadlines. D. Not later than 30 days following presentation to Council, the City Council shall determine whether it is in the public interest to proceed with lease negotiations. E. Upon directing the administration to proceed with the lease negotiations, the prospective Lessee shall, within 30 calendar days, deposit with the city a cash performance bond in an amount not less than one-half the first year's lease payment as estimated by the city administration. 1.. If the prospective Lessee does not diligently pursue lease negotiations within 60 days of the date that the Council consents to the commencement of said negotiations, the entire performance bond shall be retained by the city as liquidating damages. 2.. If the city and the prospective Lessee reach an impasse and are unable to come to terms on a lease agreement, the performance bond shall be returned to the prospective Lessee after deducting lease document preparation costs incurred by • the city. Such costs shall include, but not be limited to, appraisals, attorney and actual staff costs, advertising and other incidental expenses. F. If the city and the prospective Lessee reach an agreement on Iease terms, the lease documents shall be signed by the prospective Lessee, approved as to form by the City Attorney and forwarded to the City Clerk Once the Clerk receives the properly signed lease agreement, a public hearing will be advertised and held in accordance with provisions of the Seward City Code, and the lease agreement will be presented to the City Council for action. G. If the proposed lease is approved by the City Council, the resolution approving the lease and the lease agreement shall be posted for thirty days as required by the City Code. Barring the filing of a sufficient referendum petition to set aside the lease, the lease shall then become effective 30 days after passage and posting. Once the lease agreement becomes effective, the city shall deduct from the performance bond all lease preparation costs incurred by the city, including but not limited to appraisals, attorney and staff time, advertising and other incidental costs. The remainder of the performance bond, if any, shall be credited towards the rents due, and the Lessee shall be billed in accordance with the city's quarterly lease billing cycle. • City of Seward,Alaska Resolution No. 94-101 Attachment A Page 2 H. In the event the City Council fails to approve the lease agreement within • 60 days of the date the negotiated lease agreement is first presented to the City Council, the total cash performance bond shall be returned to the prospective Lessee. I. The City Council may waive any or all of these requirements as it deems necessary to ensure successful completion of the lease negotiations. LEASE ADMINISTRATION POLICIES AND PROCEDURES The following procedures have been adopted by the Seward City Council to guide lessees and the city in the fair conduct of business associated with lease administration: A. Fees set by resolution of the City Council will be assessed to cover administrative time, copying costs, phone calls, postage, legal notices and other costs associated with processing all lease assignments,amendments,and sublet consent actions requested by lessees. Additionally, lessee will pay all recording fees and will reimburse the city of city attorney time in connection with the requested action or actions. B. Lease assignments and sublet consent requests will be reviewed,processed and approved as administrative functions subject to: 1. All taxes (real, personal and sales), utilities, lease payments, assess ments, licenses and insurance must be current. • 2. Allappropriate fees must be paid in advance. 3. City sublet approval will not be required for individual tenant space rentals in buildings designed with separate retail and office spaces. 4. Following evaluation and administrative determination,the city may require a personal guarantee by lessees requesting assignments to corporations which are principally owned by lessee and created for tax and liability purposes. 5. Each sublessee must provide proof of insurance in accordance with the principal lease, naming the city as an insured party. 6. The city must be provided a copy of any sublet agreements,including lease amounts, so that the city may forward this information to city appraisers for future fair market value determinations. Copies of the sublet agreements, including lease amounts, will be provided to the City Council at the next regular Council meeting. C. Amendments to leases that change the essential terms and conditions (lease rate, term, land area, or development conditions) may be approved only by resolution of the City Council. Such requested amendments will be scheduled for Council action 0 only after the following terms have been met: City of Seward, Alaska Resolution No. 94-101 Attachment A Page 3 1. All taxes (real, personal and sales), utilities, lease payments, assess • ments, licenses and required insurance must be current; 2. All appropriate fees must be paid in advance; and 3. The lessee's signature(s) must be in place on all required documents. III III 1 City of Seward,Alaska Resolution No. 94-101 Attachment A Page 4 5/it/ix May 8, 2015 Special Report on SMIC Lagoon & Beach Jim, I offer the following brief on the SMIC trash and debris that were encountered this week at the Spring Creek Lagoon and on the beach. Tuesday morning, May 5, 2015, I was notified by phone that a concerned citizen had observed trash on the beach at SMIC and around the Spring Creek Lagoon facility. Staff responded immediately, and drove over to assess the situation. Once we looked and talked, staff mobilized equipment and preformed "some clean-up" on the beach, and walked the beach to assess the extent of the debris washing ashore. This was done between noon (Tuesday), and 5pm (Tuesday). Staff met with me at 5pm, and we formulated a plan to address the cleanup on Wednesday morning (May 6, 2015). Staff did block access to the WWTP (Wastewater Treatment Plant), to the Public. We also barricaded the beach access area. Wednesday morning P/W staff arrived at the SMIC beach with tools and a plan about 9:30am.Trash and debris was picked up between the North Dock and the Old Sawmill Facility along the beach. Seaweed, and winter accumulated debris, along with condiment packets from our Lagoon system were bagged and brought back to town. Staff(4 men from P/W) finished cleaning the beach at 3:30pm. At approximately 1pm, a small crew from Spring Creek arrived and assisted with the cleaning around the Lagoon Facility (they completed the cleanup at approximately 4pm). Thursday morning, P/W staff and a.small Spring Creek Crew, again worked the beach.Very limited amounts of debris were observed and collected. All of the cleanup crew were off of the beach again by 3pm. The one remaining cleanup that remains, is the small tidal estuary at the mouth of Spring Creek. Staff observed a small amount of debris that needs removing. Staff was built a small vacuum to do this, has obtained the proper equipment and protective gear for accessing the 6 foot deep (in places) estuary. We know the tides for the next few days are falling, so we plan on mobilizing on Monday for this work. It should be completed by Monday evening. Note: The afternoon of May 5, 2015, a letter, self-reporting the debris situation on the beach and at the Lagoon was sent to ADEC. Staff also talked with ADEC personnel, and we were told that they would do a site visit on Thursday. All went well, and we will get a letter from ADEC sometime in the next 2-3 weeks. The ADEC Compliance Officer, Mr. Stewart, notified me prior to his inspection,that his observations indicated that the debris on the beach and at the Lagoon, was deposited as we had originally indicated to ADEC staff. I t' CITY OF SEWARD Jim Hunt, City Manager 7.0. Box 167 Telephone (907) 224-4047 Seward, AK 99664 Facsimile (907) 224-4038 MANAGER'S REPORT May 11, 2015 The following purchase orders for between$10,000 and $50,000 have been approved by the City Manager since the last council meeting: o 58,210 Southcentral Construction Inc. for construction of the North Seward Water Storage T and Pumping Facility. PW met with the contractor Friday and will have a construction chedule soon. o $21,600 CMI for the Lease of a mini-excavator with the option to buy with this amount credited toward the purchase if we choose. This is used in the water, wastewater and street departments. o $10,592.18 JWC Environmental for a remanufactured Muffin Monster grinder with a new motor for the wastewater department o $13,335.00 Potelcom- Electric Operations o $41,500 Dryden& Lame Recloser at Spring Creek Substation o $29,261.48 Valley Power Systems (owner furnished materials for Ft Raymond generator#5) o $19,700.00 Storm Chasers,replaced outboard motors on 25' Harbor Boston Whaler A. Administration: • Consult with City Attorney • Consult with GCI • Alaska Workforce Meeting: Doug Ward Chair • HDR Hospitality in Anchorage • RDC Arctic Infrastructure needs • Attended Wellness Meeting • Consult with oil gas support company B. Harbor: • On May 12, 2015 there is a meeting with bidders on the dock replacement project. The Sikuliaq has been carefully lifted by Vigor into the shipyard. • The Alaska Logistics ninety-nine year lease extension will be presented to the Council May 26, 2015 • The 330 ton lift was quickly repaired by the vendor • Boat lift report for the month of April: Fifty lifts with the 50-ton machine and fifteen with the 330 ton- machine. C. Public Works • Streets o Lowell Creek Pedestrian Bridge materials are here, work to commence soon o Street Cleaning ongoing, 3 men, Water tanker, Vacuum truck, and small sweeper o FEMA work on Barwell Street completed(Culvert installation and embankment repairs) o Painting parking lines, crosswalks, etc. to start with weather permitting(soon, we hope) o The RFP for the Right of Way Certification is in the final stages of editing. The RFP should be ready to release publicly by the beginning of next week. o The Resolution for CRW to provide construction support services for the North Seward Water Tank Project will be brought to council on the May 26th meeting. • Shop o Maintenance on Vacuum truck completed o Tire change over complete o Assisting with other projects....beach cleanup, street cleaning • Water/Wastewater: o SMIC Pond sludge removal completed o Water turned on everywhere(harbor, campgrounds etc.) o Lowell Point Sludge Removal ongoing City crew on site, staff building pad for new air system(Bio-Dome), and enclosure o Staff accompanied ADEC staff during a Compliance Visit at SMIC Wastewater Facility o Staff completed in-house ROW clearing for North Seward Water Storage Tank o Staff working with Southcentral regarding NSWST • Admin: Staff very busy with: North Seward Water Storage Tank and Pumping Facility,with SMIC cleanup (responding to ADEC,public, etc), with Lowell Point Sludge Removal, with Resolutions&Agenda Statements for Construction Support Services, with ADEC permitting at SMIC WWTP, with initiating permit renewal at Lowell Point, FEMA Project reporting, with planning and organizing for NSWST &Pumping Facility Project, and multiple other projects. D. ELECTRIC • The Electric Department continues to move forward with investigations related to the upcoming power purchase agreement and the new joint use agreements with Telalaska and GCI. • Solicitation for a new meter reading contract is complete and Jordan Meter Service was the successful bidder. The new meter reading contract has been written and will be on May 26th agenda. • Work has begun on the replacement of conductors in Camelot by the Sea. The northern section is expected to be finished by 11 May, while the southern part is expected to begin on that day. The southern portion of this project will be done by HotWire Electric of Anchorage. • The Electric Department is cooperating with the Kenai Peninsula Borough for the creation of an assessment district to bring power to upper Camelot along Roundtable Drive. • Design and rough estimates have been done for a project to extend a new high voltage feeder from Spring Creek substation into SMIC down Mustang Avenue. We are hoping for participation from Raibow Fiberglass and Alaska Logistics; Harmon Properties is already on board. • A project to extend electrical service down Beach Drive, at Lowell Point, is proceeding. There are four participants in this project. We are awaiting the payment of the Contributions-in-Aid-of-Construction, as required by City Code,before beginning to dig. • Electrical service jobs are coming in at an ever-increasing rate. This looks to be a very busy year. 2 • . It is with a heavy heart that we announce the resignation of our Line Crew Foreman, Scott Johnson. Scott will be going to new opportunities in Idaho. His last day will be May 22, 2015. We thank him for his years of service and wish him all the best in his new endeavors. E. SPRD The public is encouraged to like SEWARD RECREATION on FaceBook for program events, deadlines and volunteer opportunities. • Campgrounds are open • Parking Department is selling parking permits and tickets are being given • Pink Cheeks Triathlon was a huge success "THANK YOU" to all the Volunteers • Upcoming events o Challenger Youth Soccer, Terry's Tires Bike Rodeo & Exit Glacier Races F. LIBRARY • The Seward Community Library& Museum bids a fond farewell to Katy Rullman, who has served as both a Collections Coordinator and Technician since June 2013, as she heads toward new adventures in life. She frequently went above and beyond the call of duty,gave generously of her talents and will be greatly missed. We wish her happiness and success in all her endeavors! • Temporary Summer Library Hours Monday—Saturday 10am to 6pm • April 2015 Statistics o 12321 - Front Door Counter ; 123 - Non SCLM Room Uses; 14 - Passport applications 143 - Interlibrary loan requests; 15 —Programs; 22—Notaries; 331 - Museum Admission; 35 - Museum volunteers; 955 - Public computer sessions • Now Hiring o Library Museum Technician o Two part-time seasonal aides • News and Updates o Seward Community Library Association (SCLA) Book Sale: The first book sale held in the Library Museum on April 18th was a whopping success. We extend our appreciation to SCLA and to the 25 volunteers who made it happen! Proceeds benefit the library collection. o School Museum/Movie Visits: In April there were four school visits,totaling 227 visitors, who viewed the SCLA Waves Over Seward earthquake movie,visited the Museum and participated in a history scavenger hunt. Many local and out-of-town schools schedule annual spring visits. • Upcoming Programs Last Storytime Party: Friday, May 15, 10:30 am. Join us for a Super Power Story Hour!Museum Open House: Thursday, May 28, 7 pm. Come and celebrate the new Brown & Hawkins exhibit with us! Followed by a Resurrection Bay Historical Society(RBHS) meeting. 3 Lcc/ ouY) • • • 411)15 fLai• °COMMUNITY <HEALTH CENTER Report to City Council May 11, 2015 Patient Activity Since Opening Through April 28: • 1,392 Unduplicated Patients (up from 770 as reported in August 2014) • Adding over 100 new patients a month in 2015 • Over 3,000 patient visits (up from 1,300 as reported in August 2014) • Average visits per day are now reaching 15 per day per provider Financial Highlights for FY 2014 ending December 31, 2014: Actual YTD NAP Budget • Revenue $1,998,250 $1,679,530 • Expense 1,507,535 1,679,530 • Net Income $ 490,715 0 • Assets $ 599,624 • Liabilities 48,490 • Net Assets $ 551,134 • Two supplemental federal grants and a CPI adjustment totaling $264,750 were added in 2014 increasing our annualized based grant award to $909,750 from $650,000. • Operating expenses were lower in 2014 as we were ramping up in providers and support positions. This will change in 2015 now that we have two full-time physicians, a full-time midlevel provider and a full-time RN Health Educator/Case Manager on staff. • Higher first year revenues from HRSA and the City combined with lower staffing and operating costs during our ramp up year resulted in a strong cash position going into 2015. This will change in 2015 as first year startup revenues do not recur and staffing levels and operating costs increase significantly. • Recently, the first financial reports for 2015 coming from the new AccuFund accounting system were generated. We are currently in the process of carefully reviewing and reconciling these reports. Preliminarily, it appears that we realized a net income in the first quarter of approximately $125,000 and improved our net assets by this same estimated amount over our first three months. SCHC REPORT TO CITY COUNCIL II Current Staffing Levels: • 18 Employees (up from 9 reported last August): 17.5 FTE's — Physicians (2), Nurse Practitioner/Physician Assistant (1), RN Clinical Supervisor (1), RN Health Educator/Case Manager (1), Registration Specialists (2) , Billing Specialist (1), Outreach & Enrollment (2), Medical/Nursing Assistants (4), Medical Records (1) and Administrative Staff(3) Permanent Provider Recruitment: • Successfully recruited two full-time, permanent family medicine physicians: o Dr. Ross Van Camp (March 2015) — Board Certified in Family and Aerospace Medicine (75% patient care and 25% Medical Director) o Dr. Lance Allen (April 2015) — Board Certified in Family Medicine • Successfully recruited a full-time physician assistant: o Jeanette Nienaber, PA—will begin September 1, 2015 o Fran Stier, FNP—will return to cover from June 1 to September 4, 2015 Other Highlights and Points of Interest: • Excellent support continues from City of Seward and Providence Seward Medical and Care Center (very much appreciated). • Coordinating Committee as per Co-Applicant Agreement has been activated and meets quarterly (Council Member Kiel and City Manager Hunt). • Received two supplemental HRSA grants totaling $241,000 per year added to our base grant; also a CPI of$18,750 per year added. HRSA 330 grant now totals $909,750 per year. These grants also added 4.0 FTE positions to the staff. • Electronic Health Record and Billing/Collection Systems have been fully implemented and are operational. Paper charts being scanned and appended to become electronic. • HRSA conducted an Operational Site Visit on September 16 — 18, 2014 which went very well for only being open for six months. This resulted in 8 findings which were successfully addressed and approved this past March. We are now fully compliant with all 19 Program Requirements as a 330 grantee and FQHC. • Governing Board has transitioned very well to an effective operating Board with active monthly meetings and four active working committees; 2 vacancies exist for which applications are now being accepted and vetted. • Modular office building completed in January now housing five staff members (whew!). • Board conducted a strategic planning retreat in early April. "Sustainable Primary Care" is our guiding purpose. 2015 priorities include: o Community Education —affordable, quality services are available close to home o Wellness—educating residents and visitors to better manage and improve health o Increasing Services - with new providers, specialty clinics, prevention programs o Growth —expanding patient base • Adding a full-time RN Health Educator/Case Manager position and developing a Care Coordination Program for complex patients with chronic conditions. • Actively involved in the creation of the Seward Healthcare Collaborative (SCHC, PSMCC, SeaView, Chugachmiut/Northstar, Kenai Public Health are members) • Community relations activities have been very active with Doctor's Day event, public talks and participating in various community events. • Patient Satisfaction Surveys are beginning this month. • Actively doing in-depth due diligence related to the HRSA capital grant and proposed building project with findings and recommendations to be completed by July 4th • Sub Area Competition (SAC) application to renew our 330 grant will be due in September of this year—a very rigorous submission required every 3 years. SCHC REPORT TO CITY COUNCIL ii 4( 15 Crane Options imyckun P • . • • 1.4 5 ton Davit Style Spanco Articulating Jib Crane No Knuckle-boom Squirt Extension? Alaska Marine Crane- with website (Seattle) Telescoping Boom Crane? Or fixed Boom Lengths Variable- 20' or 25' boom Model MCT 4-25: 4 Ton Model MCT 5-37: 5 Ton Model MCF 4-30: 4 ton JIB CRANES Pillar Base Mounted Super-strength steel construction for industrial use and years of trouble-free service. Total 360° rotation for extra versatility. Designed as a self-supporting jib crane for mounting on floor or foundation. Withstands bending stresses without undue deflection to boom. Pipe is reinforced with heavy base gussets and mounted on heavy base plates. Jib head is constructed of two heavy side plates with reinforced plates to permit balancing of stresses. Girder is equipped with removable end stops and contains proper mount provisions for connection to jib head. 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To purchase or for more information Call 1-866-HOISTS1(464-7871) www.hoistsdirect.com/Abell-Howe Contact: Dave Brindle 283-7787 or 394-4401 for information on purchasing crane (he is a local seafood buyer?)