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Home My WebLink About1980-08-11 Council Packet - Work SessionKenai City Council Work Session August 11, 1980 Harbor Commission Ordinance Clean-up of Harbor Area Federal Revenue Funds AGENDA KENAI CITY COUNCIL WORK SESSION AUGUST 11, 1980 ITEMS LISTED BY PRIORITY: I. Harbor Commission Ordinance a. Administrative Coordinator Contract b. Secretarial Service c. Office Space 2. Clean -Up of Harbor Area 3. Federal Revenue Funds CITY OF KENAI I ORDINANCE NO. 590-80 AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA AMENDING TITLE 23 OF THE KENAI MUNICIPAL CODE TO ESTABLISH A NEW POSITION ENTITLED "ADMINISTRATIVE COORDINATOR." WHEREAS, the State of Alaska has awarded a grant to the City of Kenai in the amount of $500,000 for a harbor study, and WHEREAS, it is the City Council's desire that a portion of these monies be used to hire an Administrative Coordinator and a secretary, and WHEREAS, the position of Administrative Coordinator has not yet been established in the classification plan of the personnel ordinance, and WHEREAS, it is the City Council's desire that the pay range for the Administrative Coordinator be set at "17." NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, as follows: Section 1: That KMC 23.50.010(b) is hereby amended as ` follows: (b) ADMINISTRATIVE SUPPORT i 201 Department Assistant I 3 202 Department Assistant II 7 M 203 Administrative Assistant 8 204 Accounting Technician I 10 205 Accounting Technician II 11 206 Accountant 16 207 Administrative Coordinator 17 t:.. PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA this 16th day of July, 1980. ---i' VINCENT O'REILLY, MAYOR -- ATTEST: i. r Janet Whelan, City Clerk Approved by Finance First Reading: Aug. 6, 1980 Second Reading: Aug. 20, 1980 Effective Date: Sept. 20, 1980 CITY OF KENAI "a,til eapw 4 44"a„ ^ P, O. EOX $00 KENAI, AtAEKA 91011 TELEPHONE 403 - 7536 July 31, 1980 W E-M-O-R-A-N-D-U-M TO: MAYOR VINCE O'REILLY AND THE KENAI CITY COUNCIL FROM VC"AIRMAN ROBERT PETERKIN R THE KENAI ADVISORY HARBOR COMMISSION RE: ADMINISTRATIVE COORDINATOR CONTRACT The Harbor Commission recommends that the services of Administrative Coordinator be contracted to Mr. Gary Davis for a period of one (1) year for the sum of $35,000 and that the contract be prepared by the City Administration in such a manner as to include the Job description of Administrative Coordinator to the Harbor Commission and that item nine (9) of that job description be changed to read: "And other duties as collaterally required." The incumbent will work under direct supervision, in cooperation and conjunction with the Chairman of the Harbor Commission and be respon- sible to the City Manager. HC:kh a 4 BUDGET KENAI HARBOR CWIMISSION ADMTNISTRATION 1. STAFF A. Administrative Coordinator Salare 34,000 STATE LOCAL (CITY) B. secretary 10Frin20g0 18,000 5:400 44,200 23,400 2. OFFICE SUPPLIES A. Rent 2SO sq. ft. @ $1.00/sq. B. Furniture and Equipment ft./Mo. 3,000 C. Miscellaneous office Supplies 1,500 1,500 3. COMMUNICATIONS 1,250 A. Telephone, Telegraph, Postage 4. TRAVEL' 3,700 A. Vehicle, Lease @ $350/mo. B. Travel Expense and Perdiem 4,200 C. Gasoline Expense 12,S00 1,500 S. MISCELLANEOUS A. Legal B. Copying and Binding 900 600 C. Repair and Maintenance 2,000 D. Miscellaneous General 100 700 300 TOTALS $79,400 $210950 JOB DESCRIPTION ADMINISTRATIVE COORDINATOR - HARBOR COMMISSION SUPERVISION - Incumbent will work under the direct supervision of the City Manager, City of Kenai, in coorperation and conjunction with the Chairman of the Advisory Harbor Commission. SALARY - D.O.E. DUTIES - Incumbent will perform the following duties: "COORDINATE ALL ACTIVITIES OF THE HARBOR COMMISSION, INCLUDING: 1. Administer SPECIAL APPROPRIATIONS GRANT from the State Department of Administration. A. Coordinate with City Finance Department in submitting appropriate forms and reports relating to grant administration. B. Develop "Request for Proposals" to selected Engineering firms. C. Analyze and review submitted proposals. D. Handle contract correspondence between selected Engineering firm and the Harbor Commission. E. Respond to communications relating to engineering/design study. 2. Coordinate Harbor Commissions activities relating to the U.S. Fish & Wildlife Service's "AREA METITING SPECIAL ATTENTION". 3. Participate in the KENAI PENINSULA BOROUGH'S Comprehensive Coastal Management Program. 4. Monitor and review "Wetlands" proposals, relating to City of Kenai's tidelands, for Commissions review and information. 5. Identify and complete applications relating to Federal and State construction funds for Small Boat Harbor. 6.• Prepare an "Administrative Manual" on Small Boat Harbor Operation for Commissions review. A. Estimate Operations and Maintenance annual budget. B. Five year capital improvements projection. 7. Compile material and information necessary for local participation in in State and Federal studies relating to Coastal Management. 8. Supervise employees of the Commission. 9. And other duties as collaterally required. W KENAI 11ARBOR CO%,*IISSION ADMINISTRATIVE STAFF SUPPORT PROPOSAL With the appearance of the Coastal Management Program, Bottomfishing Industry Development, Industrial Development Proposals, Increased Salmon Fishing Production, and the flood of Recreational Boating activity on the Kenai River, there has become an intense need for the City of Kenai to determine the effects of these activities on the City. The first step was to re -activate the Harbor Commission which has been dormant for a couple years. Due to the personal make-up of this new Commission, which we would describe as progressive, they immediately began assessing the impact of all the proposed coastal activity within the Corporate limits of the City. After reviewing current and past studies, reports and hearings relating to coastal management, fishing and boating activity, City Zoning Ordinances, and land ownerships along the Kenai River property, the Commission renewed the long standing claim that a small boat harbor would best accomodate present and future water and water -resource related activity. Previous Kenai Harbor Commission's have attempted to get a small boat and/or deep draft harbor built for over twenty years without any success. Studies indicate an awareness of the need for a harbor by all involved parties (Corp of Engineers, Fishermen, Businessmen, City of Kenai, etc.), however, past feasibility studies proved the cost/benefit ratio was excessive. Past reports also show that there was no professional, or technical staff available to coordinate and research alternative approaches to the problem. Provided this knowledge, the Harbor Commission feels that the lack of a qualified administrator, free to analyze and respond to reports and studies, I ^' __.. .. -T.. .._ ��- ... .. r� •. � � �r�u��. emu_- ate. ii ._ _� .. .._.. y... � w • and to coordinate the activities of all involved agencies/offices was a significant factor in the rejection of past proposals. Having been extensively involved in developing the necessary groundwork for the prospective small boat harbor in the Kenai River for the past year the Commission has encountered, and is continuously encountering, numerous administrative tasks that must be dealt with through research, technical writing, application processes, attendance at meetings, testifying at hearings, briefing councils and responding to daily communications. Because of the Advisory nature of the Commission and of the limited staff at City Hall in the Public Works Department, and elsewhere the Commission has established STAFF SUPPORT as their top priority to administer their Increas- ed workload. The Commission has developed a job description for an ADMINISTRATIVE COORDINATOR it feels will meet their needs. (ATTACHMENT A) SPECIFIC DUTIES OF THE COORDINATOR WOULD BE: Administer the $500,000 special appropriation grant the City of Kenai Harbor Commission has been awarded from the State of Alaska. The grant's purpose is to determine the feasibility of a small boat harbor, do hydrology studies, engineering and design, and land planning for the City tidelands. Associated with this administration the Coordinator will: --Assist the City Finance Department with forms and reports relating to grant administration. --Develop a Request for Proposals from selected Engineering firms familiar with the specific problems associated with this geo- graphical region. --Analyze the proposals when they are received. --Handle contract correspondence between selected engineering firms and the Harbor Commission. --Respond to communications related to the engineering/design study. Review and assess the effect to the City of the U. S. Fish and Wildlife v.--- - -.- - Pl �r Services' "AREA MERITING SPECIAL ATTENTION" proposal. This proposal could pose some extremely restrictive uses to a significant portion of City owned tidelands if not responded to accordingly. The Coordinator should assist the Commission to prevent actions that arbitrarily or unreasonably restrict or exclude uses of City concern. Participate in the Kenai Peninsula Borough's Comprehensive Coastal Management Program. Coordination of the Kenai Harbor Commission's activities must be kept up to date with the Borough's Planning Dept. In order to integrate the commission's plans and work into the Borough's Program. The Coordinator should develop and implement procedures or guidelines for consultation and integration with City and Borough offices managing land or conducting acitvities affecting the coastal area of the City of Kenai. • Monitor State and Federal "Wetlands" Pilot Project, as proposed, relating to the Kenai River Corridor. The Commission had identified the Corps of Engineers wetlands permit process as a major obstacle to water, and water -resource related, development. Any activity relating to researching or simplifying this process is of significant concern to the Commission. Coordinate all grants relating to the Harbor Commission. The Commission anticipates funds necessary for the construction of their harbor project to come from Federal and State, as well as local sources. It will be the Coordinators responsibility to work with the City Finance Dept. to keep the Commission up to date on the accounting of these funds. Research harbor operations and prepare an administrative manual for the Commission to review and implement. Efficient operations of a small boat harbor could require some innovations in design and should be integrated into the plans where feasible. An early compilation of an administrative manual will provide the Commission with information necessary for advantageous advance planning. This proposal would provide the necessary finances and personnel need- ed to adequately examine the City of Kenai's long sought small boat harbor on an annual basis. 'blithe the flood of studies, technology, environmental Impact, and other effors being concentrated on this project the Commission feels that with these proposed resources (staff and financial support) provided over a three year period the Kenai Small Boat Harbor question can finally be constructed and maintained. r-T ,1 CITY OF KENAI „4,G1 Cap" 4 4"" P. O. BOX 380 KINAI, AIASNA 99611 TiIEPNONE 493 . 7633 July 30, 1980 M-E-M-O-R-A-N-D-U-M T0; MAYOR VINCE O'REILLY AND THE KENAI CITY COUNCIL FRO : bio HAIRMAN ROBERT PETERKIN & THE KENAI ADVISORY HARBOR COMMISSION RE: SECRETARY ' The Harbor Commission recommends to the Kenai City Council that a full time secretary to the Harbor Commission be hired just as soon as tech- nically possible. HC:kh 1 �N-1 CITY OF KENAI P, O, BOX 590 KENAI, ALASKA 99611 TELEPHONE 3E3 - 7636 July 30, 1980 X-E-M-0-R-A-N-D-U-M TO: (MAYOR VINCE O'REILLY AND THE KENAI CITY COUNCIL b✓ FROM: CHAIRMAN ROBERT PETERKIN & THE KENAI ADVISORY HARBOR COMMISSION RE: TEMPORARY OFFICE SPACE The Harbor Commission recommends to the City Council that funds be appropriated from our grant monies for the rental of temporary office space to be utilized until such time as the new City Hall becomes available. HC:kh CITY OF KENAI F- 0. BOX NO KENAI, ALASKA 11611 TRIPHON! 283 • 705 May 29, 1980 M-E-M-O-R-A-N-D-U-M , �R TO: a or Vincent O'Reilly and Kenai City Council FROM: l bert Peterkin, Chairman enai Advisory Harbor Commission RE: Recommendation to the Kenai City Council from Kenai Advisory Harbor Commission Concerning the Kenai Peninsula Borough Ordinance 80-33, the City of Kenai Harbor Commission recognizes the Borough's need to aquire powers necessary to provide ports and harbors in various areas outside the cities of the Borough. However, it is the Harbor Commission's feelings that we should not transfer from the City those powers granted to us to operate ports and harbors within our boundries. The following are our reasons for not wanting to transfer these powers: I. The most immediate and pressing problem of ports and harbors is the establishment of a small boat harbor in Kenai of which so much effort and energy has been put forth, and to join 1n another effort would dilute manpower, energies, and finances of what we consider to be the most immediate problem. ., , . 2. If the City gives up authority to the Borough, it would no longer have immediate authority to pursue a small boat harbor. RP:kh CITY OF KENAI „o eapdid 4 4Z""11 P. 0- BOX NO KENAI, ALASKA 99611 MINIONS 4E7 - in$ May 29, 1980 . i t M-E-MR-A-N-A-U-M 1 TO: or Vince O'Reilly and Kenai City Council t FROM:U bert Peterkin, Chairman, Kenai Advisory Harbor Commission RE: Small Boat Harbor Revenues 400 Boats $600.00/year $240,000.00 800 Transient Boats $ 50.00/stay 40,000.00 100 Grid Rental $ 50.00/day 5,000.00 800 Lift Changes $ 75.00/stay 609000.00 Fuel Commissions 40,000 Gal. x.16 800 Boats 6,400.00 6,000,000 Pounds of Fish .03/pound 150,000.00 Land Rental 20,000.00 Sewer & Electric Commissions $� O'000.0�� These figures show across sectionof prices being charged in other cities on the Peninsula. Some of the amounts of these services per year was an estimate of services offered. These figures would be re- worked down the road by an economist or financial planner as the project becomes closer in design and engineering to meet the needs of the com- munity. RP:kh f' BUDGET SUPPORT ; $25,000.00-Travel Expense During the development stages of establishing a Small Boat Harbor in Kenai, the Commission will need to keep close contact with the following agencies: 1. U.S. Army -Corp of Engineers - Anchorage •A. North Pacific Division - Portland, Oregon 2. DOT/PF, Division of Harbor Design and Construction - Juneau 3. DOT/PF, South Central Region Planning - Anchorage 4. Department of Community $ Regional Affairs - Juneau S. Division of Community Planning - Juneau 6. Alaska Coastal Management Program - Juneau A. Alaska Coastal Policy Council - Juneau 7. U.S. Fish and Wildlife Service - Anchorage 8. Alaska Department of Fish $ Game - Juneau 9. Pacific Northwest Waterways Assoc. - Vancouver, Washington 10. Engineering Consultants - TO BE SELECTED NATIONWIDE Considering the involvement necessary with these agencies/ groups, it would not be unrealistic to say that there will be a need to attend their meetings, and make information visits at least two times per year and, more likely, three times per year. These visits would be of policy nature and therefore, should be attended by at least two persons. Therefore, these estimated expenses could be: Round Trip # Trips $ Anchorage - $S0.00 12 600 Juneau - $300.00 20 6,000 Other - $350.00 12 4,200 Room 4 Board (avg 2 days per trip) $16,200 44 days x 75 - 3,300 Transportation (Car rental, taxi) 44 days x 2S 1,100 $20,600 + Contingency on more than 2 trips per agency 6 others 4,400 $25,000 I -zoo It is anticipated that there will be a need to make a couple of trips to Washington D.C. during our Harbor development I process. We may also be selecting an Engineering/Design firm from other than the Northwest. i I We hope this breakdown offers Council sufficient support ' for our high priority travel budget. 0 j� 1 IVA - CITY OF KENAI W eap4W 4 4" P. O. EO% $10 KENAI, ALASKA 99611 TREPNONE 455 • T535 May 30, 1980 M-E-M-O-R-A-M-D-U-M TO: Mayor Vince O'Reilly and Kenai City Council FROM: Chairman Robert Peterkin, Kenai Harbor Commission040" RE: Small Boat Harbor Costs Total Project Cost $ 7,100,500.00 Federal Portion 1,235,500.00 Local Portion 5,865,000.00 Maintenance Cost Total Annually $ 545,250.00 Federal Share 300,000.00 Local Share 245,250.00 I have been advised that Don Statter's office will not buy the project with this ratio. Furthermore, I believe if the design of the harbor could be improved, it would ultimately raise the initial cost and lower the maintenance cost. Basically, we are dealing with a 400 ship harbor, 20 acre basin, full tide harbor. The Corps of Engineers is going to request a letter from the City of Kenai stating that they are aware of the high maintenance costs and will accept full responsibility for them. I have been advised that given more money to do further design work, the project figures could be totally different than at the present time. The letter is a must for the Corps of Engineers to do two things, (1) hold the funds of $1,235,500.00 and (2) so they are able to obtain more money for further design and engineering work. RP:kh - I � ,..� --•- .. ..-� _ __ �-- ,- -� ---mow- �- OFFICE OF THE GOVERNOR DIVISION OF POLICY DEVELOPMENT AND PLANNING May 30, 1980 A& f� JAY S. HAMMOND, Governor POUCH AP JUNEAU, ALASKA M11 /0071466.3641 OR 466.3574 Mr. Vincent O'Reilly, Mayor City of Kenai RCGEIVED P. 0. Box 580 Kenai, AK 99611 it,., 04,1�ou Dear Mr. 0' Rei 1 ly: �iG ev CITY Ct CITY OF K6N The City of Kenai's wetlands were the topic of discussions on May 7, at a meeting attended by Mayor Gilman and representatives of the state and federal agencies involved in wetlands permits, as well as myself and Amy Kyle from the Office of Coastal Management. The purpose of the meeting was to discuss a pilot project to demonstrate how local planning and zoning could be used to simplify and clarify the delivery of Army Corps of Engineers permits for fill of wetlands under Section 404 of the Clean Water Act, as well as the potential of issuing general permits for some kinds of development in some of the wetlands within the City of Kenai. After working with the permit system for some years, state and federal agencies have concluded that the development of detailed wetlands develop- ment plans is the most promising way to resolve conflicts and delays associated with the existing permitting process. Such plans divide wet- lands into categories by their importance and spell oufl appropriate uses for each category, much like a zoning ordinance. A wetlands development plan agreed to by the state and federal agencies and the local govern- ment could be used as a basis for all permit decisions, thus making the system more predictable. Also, such a plan could be used as a basis for issuing blanket permits for various kinds of developments in specified areas. The City and Borough of Sitka is working on developing this kind of plan as part of its coastal management program, to ease the burden of the permit process on residents of the borough. The Kenai River corridor is a prime area for development of such a plan, since there are many conflicts between agencies and developers. Mayor Gilman proposed at the meeting that the City of Kenai be used as a demons- tration project for this approach, using your City s new comprehensive plan and the proposed zoning ordinance as a starting point. An informal (002 ALASM 01-A17LM I r� Mr. Vincent O'Reilly -2- May 30, 2980 working group has been set up with representatives of all agencies that were present at the meeting. The working group will review the comprehen- sive plan and draft zoning ordinance and look through their own files and information sources on the wetlands within the City. Each agency will then determine whether it has enough information to evaluate the zoning ordinance as a wetlands development plan, as a whole or in part. The agencies will lay out a timetable and study plan for acquisition of any additional information needed .to evaluate the complete plan. In mid -June, we will have another meeting of this working group to reach agreement on these questions. After that, the agencies should be prepared to meet at the City of Kenai, as you have proposed, perhaps before July loth. It is oW hope that; through this means, we can reduce the Section 404 permit uncertainties that your townspeople have faced in the past, and eliminate some of the potential controversy over the boat harbor. Please let me know if you have any questions about this proposal, or any comments and concerns, and I will gladly respond as rapidly as possible. We will make sure that you are kept fully aware of our efforts and the efforts of the others. When we settle on a meeting date and place for the informal Kenai wetlands working group, you will be invited. We look forward to working with you over the next several months on this project. Please do not hesitate to contact me if you have any questions. Sincerely yours, / ' w urray R. =alsh� Coordinator Office of Coastal Management cc: Don Gilman Members of Kenai Wetlands Working Group (distribution list attached) Mark Stephens, OCRA Tom Lawson, OCM MEMORANDUM State of Alaska TO: Kenai Wetlands Working Group DATE: May 16, 1980 (distribution list attached) FILE NO: Through: Murray Walsh, Coordinat Office of Coastal Manageme&tPHONE NO: FROM: Amy Kyle, Research Analyst "A SUBJECT: Kenai Harbor Proposal and Office of Coastal Management Kenai Comprehensive Plan Enclosed are some materials on a proposed small boat harbor on the Kenai River, within the City of Kenai. As Mayor Gilman stated at our meeting on May 7, representatives of the City of Kenai are concerned that wetlands studies on the Kenai River not be used as a justification to delay any permitting associated with the harbor. Though representatives of the Corps of Engineers stated that further studies would not be allowed to slow down the permitting process, I thought it might be helpful to you to have some information on the history and importance of this project, as it will obviously be an important issue. I have enclosed a copy of a portion of a recent report to the City of Kenai Harbor Advisory Commission by Wince, Corthell, Bryson, Freas, consultants, entitled "Kenai River Small Boat Harbor Preliminary Feasibility Study." I have also enclosed a copy of a memo summarizing a meeting between Murray and the Harbor Advisory Commission. Materials on the City of Kenai comprehensive plan will be available soon. The draft ordinance and land ownership map will be mailed to you early next week. The comprehensive plans will be available in two weeks. I have arranged to have those mailed to you directly by the Borough. The City of Kenai has had maps of portions of the City prepared at a scale of one inch to one hundred feet. The enclosed map.indicates the quarter sections for which these maps are available. Also, a composite aerial photo at a scale of one inch to one half a mile is available for most of the City. It should be possible to make arrangements with the City to have copies of these made if they will be useful. I will have these available for inspection next week in Anchorage. cc: Tom Lawson, OCM Mark Stephens, OCRA Jim Hendricks, KPB Don Gilman, KPB ✓Vince O'Reilly, City of Kenai Jeff Haynes, ONR No Mathews, ONR Attachment 02-001A(Rev.10/79) r Kenai Wetlands Working Group Distribution List Lance Trasky / Debbie Clausen, ADFG, Anchorage Dick Logan / John Clark, ADFG, Juneau Glenn Akins / Dick Marcum, ADEC, Juneau Kyle Cherry / Bob Flint, ADEC, Anchorage Roger A11ely, ADGGS, Anchorage Col. Lee Nunn / Steve Boardman, COE, Anchorage Bill Lawrence, EPA, Anchorage Wayne Pichon. USFWS, Anchorage Robert Bowker / Jon Nickles, USFWS, Anchorage Ron Morris / Nancy Hemming, NMFS, Anchorage Bruce Higgins, NMFS, Juneau I 0 0 !AY S. RANX0110, OOYERNOR DEPARTMENT OF TRANSPORTATION AND PUBLIC FACILITIES DIVISION OF HARBOR DESIGN & CONSTRUCTION 586-2195 POUCH Z, JUNEAU. ALASKA 99811 June 11, 1980 Mr. Harlan E. Moore ,L � Chief, Engineering Division �:,,c, -4 '•�') Corps of Engineers ro'?- P.O. Box 7002 Anchorage, Alaska 99510 Dear Mr. Moore: Thank you.for the draft.copy of your Section 107 Reconnaissance Report on proposed navigation improvements at Kenai. It would be the Department of Transportation and Public Facilities intention to pursue sources of State funding for construction of the harbor at such time as project feasibility is demonstrated. A detailed -engineering and hydraulic study As absolutely essential if we are to identify the long term cost and hence establish the project's economic viability. I would strongly urge the Corps to proceed with a Detailed Project Report. As a matter of long standing public policy the Department of Transportation and Public Facilities will underwrite the non-federal cost of project construction (subject to funding availability) but wi11 not participate in the cost of land acquisition or operation and maintenance of the harbor once It is completed. These costs must be borne by the project sponsor. I would appreciate your furnishing Ms. Kit Duke, Director, South Central Region Planning and Programing, Department of Transportation and Public Facilities, Pouch 2600, Anchorage, Alaska 99502, with a copy of your draft report. Sin rely, o Stat r Di ector cc: ✓Hon. Vincent O'Reilly, Mayor Robert Peterkin, Chairman Kenai Harbor Commission Kit Duke Ray Meketa WAMAH /r <t;Ut 1'2� CITY OF KENAI %Od (?ajad4l 4 4" P't ►, O. BOX NO KENAI, MASKA 99611 TELEPHONE 203 • 7535 June 12, 1980 Mr. Stephan R. Lindstrom EXECUTIVE VICE PRESIDENT Pacific Northwest Waterways Association P. 0. Box 61473 Vancouver, Washington 98666 Dear Mr. Lindstrom, As a new member of your association we hope to be sending a representative to your 1980 Mid -Year meeting in Wanatchee to get acquainted with your people and your activities. We have been reviewing all the information on your organization which you have been sending our Commission and can see many benefits in our membership. At the present time we are attempting to identify engineering firms to offer proposals on the engineering/design of our harbor. We are looking for firms familiar with our icing and siltation problems , and are innovative enough to include new or special design techniques necessary to reduce these problems. With your associations long-time involvement with problems associated with geographical variations in harbor design we would like to request your assistance in this identifying process. A list of from three to five firms would be of great assistance to us. We are looking forward to your Wanatchee meeting and appreciate any assistance you can give us regarding our harbor project. Si cerely, � - Gary Davis Administrative Coordinator Kenai Harbor Commission , fi n -- - - — CITY OF KENAI " Od Ca dal 4 4ia"a" F. O. BOX SEO KENAI. ALASKA 99611 TELEPHONE 9E3 • 7535 July 28, 1980 Mr. Mark Stephens Planning Supervisor Division of Community Planning Dept. of Community $ Regional Affairs 225 Cordova, Bldg. B Anchorage, Alaska 99501 Dear Mr. Stephens, The City of Kenai through it's Mayor and City Council would like to express their support of the Grant Application submitted by the Kenai Peninsula Borough to the Office of Coastal Management, for monies to provide staff support to the Kenai Harbor Commission in their endeavor to build a small boat harbor in Kenai. It is the considered opinion of the Mayor, Council and City Adminis- tration that this is one of the most important economic projects the City has undertaken. It will provide relief for a problem that has existed for many years in Kenai, i.e. provide adequate facilities for fisherman and boaters in the area. If there is anything the City can do to speed up the process to a successful award, please do not hesitate to let me know because this 1s a priority for Kenai. Sincerely, WWW . J. Br hton City Manager 14JB: kh ra....:o . .� . � O DEPT. OF CO MUNITV do II H:GIONAL AFFAIRS '` N.330 38 OWMWffCOANHAIMPAAAU118 ANCHORAGE,SAL/SKA88801 RECEIVED HUB:; � 1980 6Y c cmflYA OF K Ne Ai noN July 291 1980 The Honorable Donald Gilman Mayor Kenai Peninsula Borough Box 050 Soldotna, Alaska 99669 Dear MaA09W=—s I on writing in response to the Coastal Management Grant Application recently submitted by the Kenai Peninsula Borough for FY-1981 funds: The application requests support for the City of Kenai to furnish staff support to the reactivated Kenai Harbor Commission= provide for expanded City participation in the Borough Coastal Development Programs allow participation in a State sponsered project to improve wetlands management, with the mouth of the Kenai River identified as a pilot project area; and facilitate development of a detailed plan for an "area meriting special attention" in the same vicinity, as part of the Borough Coastal Development Program. The application has been reviewed by our staff, and discussed with the Office of Coastal Management and members of the Borough Planning Department and City of Kenai staff. Local and State support for this proposal appears to be widespread, and I am pleased to note we would like to Maus forward with the project outlined. As discussed with a representative of the City, Mr. Gary Davis, we would like to pursue a few questions, suggested revisions, and documentation. •21•PIS LM _ -- s M1 The Honorable Donald Gilman July 291 1980 Page 2 First, the terms of our current grant funding only allow monies to be expended through June 30, 1981. While we fully expect to receive continuing support beyond that date, we can only commit funds through the end of the current fiscal year at this time. Thus, assuming a start date of September 1, 1980, which is probably realistic given the amount of time required to process a grant contract, expenses would be calculated on the Cbasis of a ten month period. Also, we feel a full-time secretary, as e; proposed in the grant application, may be excessive given that only one individual would be receiving clerical support (the "Administrative Coordinator"). We would be amenable to providing one-third to one-half time clerical support (or that percentage of a full-time individual's position) that would be more in line with usual professional/clerical staff ratios. Federal regulations do not allow equipment expenditures in excess of $1,000 without prior special federal authorization. Likewise, equipment expenditures apparently can not be used for local match. In similar situations in other municipalities, we have generally avoided furnishing an individual with their own leased vehicle. Auto related travel would not seem to justify a'vehicle full-time for one individual. Again, if the vehicle were used by several individuals, we could entertain a fractional share of the overall cost. Since the major thrust of this project is to provide staff support, and the roject does not lend itself to production of many discrete products, we would require certain reporting activities. Namely, we would request a monthly summary of accomplishments, and "trip reports" for project related travel noting persons contacted and tasks accomplished. We normally also maintain authority to approve the hire of a preferred /candidate who would be supported with grant funds. This approval would be on the basis of qualifications stated in the advertisemept for the position. One other question we would like to raise involves support beyond this grant -year. We assume following through on the various efforts applied in the grant application will take from two to three years, or more. We would p suusequenr years. / Finally, while personal conversations have revealed strong local support, we �/ would appreciate receiving a letter from the City of Kenai Mayor or City Manager formally endorsing the Borough's grant application for our records. _ t f - - h The Honorable Donald Gilman July 29, 1980 Page 3 Please contact Mark Stephens of this office with respect to the points raised above. If our suggested revisions meet with your satisfaction, we will be in a position to prepare a proposed contract. We look forward to proceeding with this project. Sincerely, Lawrence H. Kimball, Jr. Director cc: Philip Waring Planning Director Kenai Peninsula Borough The Honorable Vincent O'Reilly Mayor City of Kenai w/copy of application William Brighton City Manager City of Kenai w/copy of application Gary Davis City of Kenai w/oopy of application Mark Stephens Division of Carom dty Planning w/copy of application Murray Walsh Office of Coastal Management w/copy of application TA v - r :NAI PENINSULA BOROUGH 80x 880 • SOLOOTNA. ALASKA 99669 PHONE 262.4441 DON GILMAN I0.1 ," ) June 23, 1980 M•rop j Mr. Lawrence H. Kimball, Jr., Director Division of Community Planning Dept. of Community & Regional Affairs ,._ 225 Cordova St., Bldg. "B" Anchorage, Alaska 99501 Dear Mr. Kimball: fAttached is a budget and description of the duties of the City of Kenai's Harbor Commission staff which constitutes our application for ACMP funds. The project and funds would be sub -contracted by us to the City of Kenai. It is obvious that harbor facilities are an important part of any coastal management' plan. In addition, the mouth of the Kenai River has been identified as an AMSA in the consultant's recommendations for our district plan. The concerns that come together in this area includes 1. The Kenai River is a major anadromous fish stream; 2. Processing plants are located in the mouth; i. ' 3. Commercial fishing boats use the mouth of the river as a harbor; 4. A municipal boat launching ramp; 5. Commercial dock facilities; �. ,. 6. Wetlands; and 7. Snow geese staging area. -- The State is taking a leadership role in trying to plan and resolve the wetlands permit/use situation in this area. The district coastal management plan is to be reviewed and refined over the next year. This will involve in depth review and analysis of the issues and plans for the mouth of the Kenai River. l This application will enable these issues and plan alternatives to be reviewed and ;_.considered in the depth necessary to arrive at sound and conclusive judgments. Also, ....the harbor development planning can be assisted at the same time that the AMSA plans ...are finalized. Given the complexity of the Kenai River mouth AMSA, this proposed -:approach should provide a means of tying together many loose ends to produce an .'important part of our district plan. n erely, /''/,�� iALD E. GILMAN, Mayor f Kenai Peninsula Borough �' ~'�'' Ciltr;.1..31.1-1A :I..G DEC sPWskg Rom— : - -:rc= ..... � . • . Fes:.. _ . _ . _ --- - - BUDGET - KENAI HARBOR COMMISSION ADMINISTRATION ' STATE LOCAL (CITY) 1. STAFF Salary Fringe A. Administrative Coordinator 34,000 10,200 44,200 B. Secretary 18,000 5,400 23,400 2. OFFICE SUPPLIES A. Rent 2S0 sq. ft. @ $L.00/sq. ft./mo. 3,000 B. Furniture and Equipment 1,500 1,500 _ C. Miscellaneous Office Supplies 1,2S0 3. COMMUNICATIONS A. Telephone, Telegraph, Postage 3,700 4. TRAVEL A. Vehicle, Lease @ $350/mo. 4,200 B. Travel Expense and Perdiem 12,S00 C. Gasoline Expense 1,S00 S. MISCELLANEOUS - A. Legal600 900 B. Copying and Binding 2,000 C. Repair and Maintenance 100 D. Miscellaneous General 700 300 TOTALS $79,400 $21,950 R j-% JOB DESCRIPTION ATTACHEMENT A ADMINISTRATIVE COORDINATOR - HARBOR COMMISSION SUPERVISION - Incumbent will work under the direct supervision of the CHAIRMAN, KENAI HARBOR COMMISSION SALARY - D.O.E. DUTIES - Incumbent will perform the following duties: COORDINATE ALL ACTIVITIES OF THE HARBOR COMMISSION, INCLUDING: 1. Administer SPECIAL APPROPRIATIONS GRANT from the State Department of Administration. A. Coordinate with City Finance Department in submitting appropriate forms and reports relating to grant administration. B. Develop "Request for Proposals" to selected Engineering firms. C. Analyze and review submitted proposals. D. Handle contract correspondence between selected Engineering firm and the Harbor Commission. E. Respond to communications relating to engineering/ design study. 2. Coordinate Harbor Commission's activities relating to the U.S. Fish & Wildlife Service's "AREA MERITING SPECIAL ATTENTION". 3. Participate in the KENAI PENINSULA BOROUGH'S Comprehensive Coastal Management Program. 4. Monitor and review "Wetlands" proposals, relating to City of Kenai's tidelands, for Commission's review and information. S. Identify and complete applications relating to Federal and State construction funds for Small Boat Harbor. 6. Prepare an "Administrative Manual" on Small Boat Harbor Operation for Commission's review. A. Estimate Operations and Maintenance annual budget. B. Five year capital improvements projection. 7. Compile material and information necessary for local participation in State and Federal studies relating to Coastal Management. 8. Supervise employees of the Commission. g. And other duties as assigned. KENAI HARBOR COMMISSION ADMINISTRATIVE; STAFF SUPPORT PROPOSAL With the appearance of the Coastal Management Program, Bottomfishing Industry Development, Industrial Development Proposals, Increased Salmon Fishing Production, and the flood of Recreational Boating activity on the Kenai River, there has become an intense need for the City of Kenai to determine the effects of these activities on the City. The first step was to re -activate the Harbor Commission which has been dormant for a couple years. Due to the personal make-up of this new Commission, which we would describe as progressive, they immediately began assessing the impact of all the proposed coastal activity within the Corporate limits of the City. After reviewing current and past studies, reports and hearings relating to coastal management, fishing and boating activity, City Zoning Ordinances, and land ownerships along the Kenai River property, the Commission renewed the long standing claim that a small boat harbor would best accomodate present and future water and water -resource related activity. t' Previous Kenai Harbor Commission's have attempted'to get a small boat and/or deep draft harbor built for over twenty years without any success. Studies indicate an awareness of the need for a harbor by all involved parties (Corp of Engineers, Fishermen, Businessmen, City of Kenai, etc.), however, past feasibility studies proved the cost/benefit ratio was excessive. Past reports also show that there was no professional, or technical staff available to coordinate and research alternative approaches to the problem. Provided this knowledge, the Harbor Commission feels that the lack of a qualified administrator, free to analyze and respond to reports and studies, I- III - - - - - - - ---- - - -- - - - - - -- -- - --- - - - - -- -- ---- - -- - - and to coordinate the activities of all involved agencies/offices was a significant factor in the rejection of past proposals. Having been extensively involved in developing the necessary groundwork for the prospective small boat harbor in the Kenai River for the past year the Commission has encountered, and is continuou3ly encountering, numerous administrative tasks that must be dealt with through research,,technical writing, application processes, attendance at meetings, testifying at hearings, briefing councils and responding to daily communications. Because of the Advisory nature of the Commission and of the limited staff at City Hall in the Public Works Department, and elsewhere the Commission has established STAFF SUPPORT as their top priority to administer their increas- ed workload. The Commission has developed a job description for an ADMINISTRATIVE COORDINATOR it feels will meet their needs. (ATTACHMENT A) SPECIFIC DUTIES OF THE COORDINATOR WOULD BE: Administer the $500,000 special appropriation grant the City of Kenai Harbor Commission has been awarded from the State of Alaska. The grant's purpose is to determine the feasibility of a small boat harbor, do hydrology studies, engineering and design, and land planning for the City tidelands. Associated with this administration the Coordinator will: --Assist the City Finance Department with forms and reports relating to grant administration. --Develop a Request for Proposals from selected Engineering firms familiar with the specific problems associated with this geo- graphical region. --Analyze the proposals when they are received. --Handle contract correspondence between selected engineering firms and the Harbor Commission. --Respond to communications related to the engineering/design study. Review and assess the effect to the City of the U. S. Fish and Wildlife TA ,r -- Services' "AREA MERITING SPECIAL ATTENTION" proposal. This proposal could pose some extremely restrictive uses to a significant portion of City owned tidelands if not responded to accordingly. The Coordinator should assist the Commission to prevent actions that arbitrarily or unreasonably restrict or exclude uses of City concern. Participate in the Kenai Peninsula Borough's Comprehensive Coastal Management Program. Coordination of the Kenai Harbor Commission's activities must be kept up to date with the Borough's Planning Dept. in order to integrate the commission's plans and work into the Borough's Program. The Coordinator should develop and implement procedures or guidelines for consultation and integration with City and Borough offices managing land or conducting acttvities affecting the coastal area of the City of Kenai. Monitor State and Federal "Wetlands" Pilot Project, as proposed, relating to the Kenai River Corridor. The Commission had identified the Corps of Engineers wetlands permit process as a major obstacle to water, and water -resource related, development. Any activity relating to researching or simplifying this process is of significant concern to the Commission. Coordinate all grants relating to the Harbor Commission. The Commission anticipates funds necessary for the construction of their harbor project to come from Federal and State, as well as local sources. It will be the Coordinators responsibility to work with the City Finance Dept. to keep the Commission up.to date on the accounting of these funds. Research harbor operations and prepare an administrative manual for the Commission to review and implement. Efficient operations of a small boat harbor could require some innovations in design and should be integrated into the plans where feasible. An early compilation of an administrative manual will provide the Commission with information necessary for advantageous advance planning. This proposal would provide the necessary finances and personnel need- ed to adequately examine the City of Kenai's long sought small boat harbor on an annual basis. Withe the flood of studies, technology, environmental Impact, and other effors being concentrated on this project the Commission feels that with these proposed resources (staff and financial support) provided over a three year period the Kenai Small Boat Harbor question can finally be constructed and maintained. L y i� i' .l August 5, 1980 Bill, Here is the Pay Scale for Harbormaster for the following cities: Haines $22,392.00/year Does not include benefits Homer Port Manager $34,524.00 Does not include benefits Operation Supr. 24,480.00 is " " " Sr... Harbor Off. 19,932.00 is " " " Harb. Officer 18,936.00 of "I " of Ketchikan 30,060.00 10Includes Benefits Kodiak 29,244.00 Does not include benefits Naknek No City Hall Nome No Harbormaster Seward 29,544.00 - 36,000.00 Does not include benefits Sitka 25,320.00 - 29,329.00 Does not include benefits Skagway 300.00/month for 6 months (summer) Does not include benefits 200.00/month for 6 months (winter) It If " " Whittier 27,000.00 Does not include benefits Wrangell Not immediately available, I can call back, Kim ! , 1 W; CITY OF KENAI ,.oe�444;"a„ P- O. BOX NO 091NA1• At"KA $9611 T[t1/HON1 283 • 7536 August 6, 1980 Lawrence H. Kimball, Jr., Director Department of Community and Regional Affairs Division of Community Planning STATE OF ALASKA 225 Cordova, Building 0 Anchorage, Alaska 99501 Dear tir. Kimball, This letter is in response to your letter of July 29, 1980 addressed to Kenai Peninsula Borough Mayor Don Gilman in reference to the City of Kenai's request for Administrative Support monies. I have discussed your suggested revisions with the City Administration and the Harbor Commission and have arrived at the following recommendations: A. We all concur with the rationale behind your suggested revisions based on your department regulations and policies, and Federal reg- ulations. However, every individual grant has its particular needs and we consider our need for a staff vehicle as important. This need is based on the amount of travel Aic` hwi be required by the Harbor Commission staff. They will be spending time with the Borough in Soldotna eleven miles away, transporting engineers and other concerned parties to the various harbor sites, and will be busy compiling doc- umentaion and materials as requested from numerous sources relating to the harbor study and design, wetlands, environmental impact, utilities, support services, and funding., In view of this feeling we would like to request you provide $100 per month to cover anticipated use of a staff vehicle. B. In reviewing your revisions, and anticipating approval of item A above, the revised budget appears to reveal State Grant $52,683, Local Share $20,450 (a 61% - 39% split). To maintain the required 80-20 split we would like to request the State accept the transfer of the following items from the Local Share. Item 3.A. $1,850 Item 4.A. $6,000 This action would provide for State Grant :60,533, Local Share $12,600, a 79% - 21% split. Reasoning for this transfer is that these items are assumed to be allowable expenses under the grant, and would relieve the City of these costs thereby allowing the Harbor Commission to identify other areas of utilization for these monies. We hope these recommendations are acceptable to you and will expedite the final acceptance of the proposal. Thank you for your consideration of this matter. Sincerely AM V V Vhn. J. Brig on VIJB: kh City tlanager _ _ � -__ � _ _. � � yR ter- III s'•w 't p� I BUDGET - CITY OF KENAI, HARBOR COMMISSION ADMINISTRATION STATE LOCAL 1. Staff A. Admin. Coordinator 36,833 B. Secretary(1/2 time) 9,750 i 2. Office Supplies i A. Rent 2,500 B. Furniture & Equip. 11000 11250 C. Misc. Office Supplies 3. Communications A. Telephone, Postage, Etc. 1,850 1,850 4. Travel A. Vehicle Expense 11000 B. Travel Expense, Per Diem 6,000 6,500 i i S. Miscellaneous A. Legal 900 600 B. Copying & Binding 2,000 C. Repair & Maint. 100 D. Misc. General 700 300 TOTALS $605533 12,600 i THIS BUDGET TAKES INTO CONSIDERATION THE SUGGESTED REVISIONS OF MARKS STEPHENS OFFICE, PLUS THE RESPONSE TO THOSE REVISIONS BY THE KENAI HARBOR COMMISSION. 1 .. .0