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Home My WebLink About2014-01-06 Council Packet - Work Session (2)A. Call to Order "" I 'qe with a Past, C# with a Future 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 - 283 -7535 / Fax: 907 - 283 -3014 www.ci.kenai.ak.us 2013 KENAI RIVER DIPNET FISHERY REPORT B. Introduction — Mayor Pat Porter C. Presentation of 2013 Kenai River Dipnet Fishery Report — Rick Koch, City Manager & Administration 2013 Fishery a. Overview — Rick Koch b. Operations & Maintenance — Bob Frates c. Financial Report — Terry Eubank d. Public Safety Report — Gus Sandahl e. Remaining FY2014 Dipnet Fishery Expenditures — Rick Koch 2014 Fishery a. Overview — Rick Koch 1.) Elimination of on- street parking in Old Town, July10 -July 31 2.) Elimination of in -park parking without a permit in Municipal Park, July 10 -July 31 3.) Elimination of on- street parking along South Forest Drive 4.) Management of Parking at Eric Hansen Scout Park 5.) Management of Parking at South Forest Drive Scenic Overlook 6.) Increased management of access to South Beach 7.) Research & Develop Plan for to intstitute a no -wake Zone along VIP subdivision b. Financial, including fee schedule — Terry Eubank c. Citations — Gus Sandahl and /or Scott Bloom D. Public Comment (limited to 2 minutes per individual) E. Council Discussion F. Adjournment 2013 .wqr 10 • 31 Table of Contents 2013 City Manager Dipnet Summary ..................................... ............................... 1 -5 PoliceDipnet Report ............................................................... ............................... 6 -7 Parks& Recreation Report ................................................... ............................... 8 -11 PublicWorks Report ........................................................... ............................... 12 -13 FireDepartment Report .............................................................. .............................14 Finance Department Summary 15 -18 FinancialProjections ........................................................... ............................... 19 -24 lVillaye with a Past, Ci� with a Future /1 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 illy{ 1992 MEMO: TO: City Council FROM: Rick Koch DATE: November 12, 2013 SUBJECT: 2013 Kenai River Dipnet (Personal Use) Fishery Report The purpose of this correspondence is to transmit for your review and discussion the above referenced annual report. As detailed in the report, the City generated non -grant revenues of $440,185.00 against non - grant expenditures (current and projected) of $438,911.00, or projected revenues over expenditures of ($1,274.00). If you include grant revenues and expenditures both of these values would be increased by $233,107.00. The projected expenditures for the 2013 season (FY 2014 budget) include estimated personnel costs associated with preparations for the 2014 fishery, communication radios for the police and fire departments, a pick -up truck for the parks and recreation department, and other items shown on the attached spreadsheet. Budgeted revenues and expenditures of $483,152.00 were not achieved. As stated above, actual revenue was $440,185.00 and expenditures are estimated to be $438,911.00, or roughly $40,000, less than budget. The 2013 season, based on non -grant revenues, exhibited the greatest annual activity to date, exceeding the 2012 non -grant revenues ($362,088) by $78,097.00 or 21.57 %. The increase in revenue was caused primarily by an increase in fees. During one weekend fishery participants exceeded the largest past participation by 10 % -15 %. However, the number of total transactions was slightly lower than 2012 as a result of a short, but intense, run of sockeye. As a result of the lower number of participants, the City was able to minimize the amount of overtime at all locations, with the exception of the dock. Non -grant funded expenditures (current and projected) of $438,911.00 for 2013 exceed the 2012 non -grant funded expenditures by $76,823, or 21.2 %. City personnel again successfully responded to many challenges during the fishery this year. The higher volume of participants during the peak weekend, the Alaska Department of Fish & Game's (ADF &G)decision to make the fishery around - the -clock (24hr), and extremely high tides, were all challenges to the City's ability to provide quality services. The Administration submitted numerous requests to the Commissioner of ADF &G asking that the fishery not be opened to 24 -hour activity, but were unsuccessful in maintaining a 6AM -11PM fishery. The City undertook a new policy towards management of fish waste during the 2013 season, requiring that fishery participants either remove all fish waste from the beach or to dispose of fish waste into the waters of the Kenai River or Cook Inlet. A small number of fishery participants removed their fish whole from the mouth of the Kenai, but the majority adhered to the City's requirement that fish waste be directly deposited into the water. While it was still necessary for the City to rake the beaches with tractors and re- deposit fish waste into the water, this system appeared to work very well, and the beaches were kept free from fish waste. Fortunately, ADF &G's emergency order to increase the fishery to a 24 -hour opening came after the majority of the fish had passed into the river. If the 24 -hour opening had been in effect during prolonged periods of high - volume harvest, it may have been necessary for the City to close the beaches to public access for the removal of fish waste and to safeguard public health. No changes in fish waste management are contemplated for the 2014 season. During the 2013 season, the City contracted with a third party to install and service, 4 cubic yard dumpsters located on the north beach and spaced approximately 100 -200 yards from each other, on the beach -side of the dunes, as well as dumpsters in locations serviced in the past. On the south beach, dumpsters were evenly spaced along the beach in camping areas. The dumpsters were serviced daily and more frequently if required during periods of peak use. The readily available dumpsters resulted in fishery participants placing solid waste other than fish waste in the receptacles. As with fish waste, because the majority of the fish run had passed when ADF &G opened the fishery to 24- hours, the contractor was still able to service /empty the full dumpsters without conflict with fishery participants. This may not be possible during 24- hour openings if there are large numbers of fishery participants on the beaches from 11PM to 6AM. In the future, if 24 -hour openings occur, it may be necessary to close the beaches to the public in order to service solid waste dumpsters in a safe manner. No changes to solid waste management are contemplated during the 2014 season. In general, the fees for the 2013 season are proposed to remain in place for the 2014 season. There was confusion over the manner in which "parking days" and "camping days" were defined. In order to recognize the inherent difference in parking and camping, the following fee schedule is proposed to be utilized in 2014: 1. Day Use Parking (midnight to midnight) $20.00 2. Overnight Parking, includes Camping -vehicle or one tent $55.00 (before noon of first day to noon of second day) 3. Overnight Parking, includes Camping — vehicle or one tent $45.00 (after noon of first day to noon of second day) 4. Vehicle drop -off (30 minutes maximum) $10.00 5. ATV Parking (up to two ATVs) $20.00 6. Camping (noon to noon) $25.00 This year the City observed a significant increase in the number of ATV's entering City property without payment of fees. There are several camping areas on Kalifornsky Beach Road from which fishery participants drive their ATV's to the south beach. While some of these ATV's stop and pay fees at the fee stations, the majority attempt to find access to the beach in a manner that avoids paying fees to the City. In 2014 the City will enforce parking fees for ATV's. The same services, fish waste management, solid waste collection, portable sanitation, etc., are utilized by fishery participants accessing the north and south beach areas by ATV's. Additionally, we observed a larger volume of fishery participants parking in Old Town and accessing the north beach via Meeks Trail, thereby avoiding payment of fees. These participants take advantage of services provided by the City through use of toilets, collection of solid waste, and raking of fish waste on the beach. We propose severely limiting the number of on- street parking opportunities in Old Town so that participants utilize City parking lots. This same situation exists along Forest Drive and within Municipal Park by fishery participants accessing the beach via the trail from Municipal Park. We are proposing to limit parking on Forest Drive and eliminating non - permit parking in Municipal Park during the Personal Use Fishery. In 2013 the City increased cash - management controls in place at the fee stations by using computer /cash registers to generate fee receipts. The addition of cash register /computer systems provided operational controls and real -time data collection. Permanent power and communications was established to all fee stations which facilitated the use of credit cards for fee payments. No substantial changes to the City's cash- management controls are contemplated during the 2014 season. Our ability to issue citations for violations of City code was severely restricted in 2013 as a result of a decision by the Alaska Court System to require personal service of any citation. In other words we were unable to simply leave a citation on the windshield of a vehicle, or on a tent, etc. This may be addressed during the upcoming legislative session. If not, I propose that the City amend code to provide for an internal process in which the City Manager, or Chief of Police, is a hearing officer, eliminating the use of the Alaska Court System. This is similar to the manner in which the Municipality of Anchorage and other political subdivisions provide for being able to issue citations without personal service. The boat traffic on the Kenai River taking part in the Fishery appeared to be at the greatest level observed to date. We observed unsafe conditions such as excessive speed, traveling too close to another vessel, overloaded vessels, and extremely small vessels at risk of being swamped by boat wakes. It is not clear which agency, or agencies, have regulatory authority over boat traffic on the Kenai River in the area of the personal use fishery. Administration has requested that the City Attorney research this issue. Included in this report are the departmental reports which were submitted to the city manager. In summary, I am again extremely pleased and impressed with the performance of our City employees in response to the fishery. Thank you in advance for your time and attention in reviewing this Report If you have any questions, please contact me at your convenience. attachments FY2014 Personal Use Fishery Expenditures (Actual Projected) November 12, 2013 FY2014 Non -Grant Supported Expenditures as of October 10, 2013 Anticipated Expenditures in FY2014 - Police, Personnel -Parks & Recreation, Personnel - Public Works, Personnel - Police, Radio -Fire, Radio -Fire, RKO Rescue Skid for ATV -Parks & Recreation, 1/2 Ton 4X4 Pickup - Police, 4- Wheeler Storage Racks (2) - Finance, Software Modifications - Finance, Security Cameras (2) - Public Works, Seasonal Water Line Installation to Dock Total 5 $ 363,011.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 5,000.00 $ 5,000.00 $ 3,500.00 $ 27,000.00 $ 400.00 $ 1,000.00 $ 1,000.00 $ 15,000.00 $ 438,911.00 MEMO: lVilla9e with a Past, Gii with a Future 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 M9 Telephone: 907 - 283 -7535 / FAX: 907- 283 -3014 11111.1' 1992 TO: Rick Koch — City Manager FROM: Gus Sandahl — Police Chief DATE: 10118/13 SUBJECT: 2013 Dipnet Report The 2013 Dipnet fishery opened on July 10 and ended on July 31. The fishery was extended to 24 hours on July 22. In 2013, the Police Department expanded to six temporary enforcement officers (TEOs) dedicated to Police dipnet operations. Their presence and interactions with dipnet participants may have contributed to a slight decrease in calls for service from 2012. Significant 2013 Police dipnet information as follows: 137 dipnet calls for service (down from 142 in 2012). Those calls for service included: 22 parking problems, Eleven 911 misdials, 8 stuck vehicles, 8 lost /found property, 7 vehicle unlocks, 7 camping problems, 5 motor vehicle crashes, 4 Dipnet Regulation violations, 4 ATV complaints, 3 fireworks, 3 thefts, 3 traffic congestion, 3 lost /missing child, 2 harassment, 1 assault, 1 verbal dispute, and many others. - TEOs wrote 12 dipnet - related citations (9 for driving in a prohibited area, and 3 for parking offenses). Alaska Wildlife Troopers had an increased and sustained presence at Kenai dipnet locations throughout the fishery. Their dedicated staffing to the personal use fishery is greatly appreciated. - Kenai Beaches were closed to overnight camping starting from 12:00 am on the mornings of July 23, 24, 25. The high tides on these mornings ranged from 24 ft. to 24.6 ft. The Police Dept. staffed TEOs during the peak high tides to warn any remaining campers of impending flooding of tents /vehicles, and were able to ensure that people did not seek refuge in the dunes. - In 2013, the City Code was amended with regards to allowing the disposal of fish carcasses back into the river. The Code established a $150 fine for depositing carcasses onto the beach. The City placed an abundance of signs along the North Beach advising of carcass disposal requirements. TEOs saw very few carcasses on the beaches and they did not see anyone disposing of fish waste incorrectly. As a result, there were no citations issued for the illegal deposit of fish waste. TEOs received regular compliments and thanks from dipnetters in regards to how clean the beaches were. Salmon Frenzy, ROC the Kenai, and the Kenai Cross Country Ski Team effectively removed much of the trash left on the beach. Salmon Frenzy volunteers were once again very effective in relieving congestion on Kenai Ave. through traffic control efforts during the weekends. The two busiest days for the Police Department were Friday, July 19, and Saturday, July 20. Both of these days required hours of traffic control on Bridge Access Rd. at Boat Launch Rd. Traffic on Boat Launch Rd. was backed up to Bridge Access Rd. due to low tide boat launch closures. S. Spruce Street had very large volumes of traffic during that weekend (backed up to the ball fields), requiring extra police presence to keep traffic flowing. This was the second year that an MOA was in place between the Borough and City giving the City temporary jurisdiction of Dunes Rd. and both sides of Old Cannery Rd. for sign placement, collection of fees, enforcement of minor offenses, etc. It is recommended the City and Borough continue this MOA in future years for the benefit to residents inside and outside of the Borough who are impacted by the dipnet fishery. There is limited parking along Cannery Rd. and Dunes Rd. for dipnet participants. This was the first year of No Parking on both sides of Old Cannery Rd., which resulted in many participants parking in the Bowpicker Ln. right of way (making this right of way very congested). For the first time, dipnet participants also parked in the undeveloped subdivision off of Dunes Rd., across from Sailors Watch. The TEOs primarily utilized three different police vehicles (1 pickup, 1 Expedition, 1 sedan). On the beaches they utilized two new 4- wheelers, one Police Ranger side by side, and one Fire Department Ranger side by side. This equipment adequately enabled them to do their job, and the Police Department is not requesting any additional dipnet- specific vehicles for 2014. As with every year, officers and TEOs worked extended and /or extra shifts during peak weeks. Police personnel demonstrate remarkable care for the City during this busy time. On duty officers make dipnet locations their primary patrol areas. All six of the TEOs were rookies with the Police Department, and overall they demonstrated maturity and a strong work ethic. Police personnel adequately coordinated dipnet operations with other City Departments and with the State Troopers. We will learn from the 2013 dipnet experiences, and will continue to work with all involved City Departments to enhance City dipnet operations for 2014. "Village with a Past, C# with a Future" 210 Fidalgo Avenue, Kenai, Alaska b3ft! 99611 -7794 t l l l 1991 MEMO* TO: Gus Sandahl, Chief of Police FROM: Robert J. Frates, Parks & Recreation Director DATE: October 21, 2013 SUBJECT: Parks & Recreation Dip Net Summary The Personal Use Fishery opened at 6:00 a.m. on July 101h and closed at 11:59 p.m. July 31s`. Once again, preparation for the fishery began several months in advance of the season opener with particular focus on waste management, enforcement and fee shack operations. As in past years, the overall success hinges on the coordination and hard work by several City departments, including State and Federal agencies and community volunteers. Waste Management One of the management objectives going into this year's fishery was to reduce the amount of fish waste and other solid waste on the north and south beaches. Components of this strategy included placement of six, 4 -yd solid waste dumpsters on the north beach (daily service), signage, education (pamphlets) and increased enforcement. Solid waste dumpsters on the south beach were provided as in years past and also serviced daily. The above mentioned services, including portable restrooms, were again provided by Peninsula Pumping, Incorporated. The department also increased its raking of fish waste on the north and south beach. A new tractor and hydraulic rake was purchased and utilized on the north beach. The south beach was maintained with a previously acquired tractor and rake. Overall, there were limited amounts of fish waste generated on the beach, unlike year's past. Most participants complied with disposal instructions and those that didn't were appropriately dealt with by the Temporary Enforcement Officers. Efforts were made to rake the beaches twice daily during low tides. However, as the fishery got into full swing, the amount of congestion on the beaches made this difficult and the department resorted to raking between the hours of 11:00 p.m. and 6:00 a.m. Once the fishery C opened 24 -hours on July 22nd due to an emergency opening, this operation required use of personnel to serve as a "pilot car" on ATVs. There is a need for a secured equipment storage area located somewhere near the south beach. This area would be used to store the tractor with rake, ATV's and other equipment needed to facilitate maintenance and enforcement efforts. Equipment used on the north beach was stored at the Wastewater Treatment Plant. An individual made contact with the City toward the tail end of the fishery inquiring about the possibility of obtaining the fish waste collected from the north beach. He was interested in utilizing the fish waste for composting. The department facilitated this operation on a trial bases one evening, however, the volume of waste collected was not sufficient enough to make it a viable operation to continue at that time. However, perhaps in the future this process can be revisited and better defined. Overall, waste management objectives were met and a big thank you goes to the many volunteers for their cleanup efforts. Enforcement The addition of two Temporary Enforcement Officers through the Police Department allowed for increased presence and enforcement of the fish waste ordinance, in addition to, handling other issues such as littering and parking /camping compliance. This effort was supplemented by a Parks and Recreation temporary worker with a bulk of their time spent on the north beach. Monitoring of the south beach was more inconsistent for the Parks & Recreation Department although both temporary staff and full -time staff members were occasionally utilized, particularly mid -way through the fishery and during peak times. The temporary worker hired through the Parks Department to assist with camping /parking compliance on the north beach didn't start until July 19th. She worked diligently conversing with participants, checking receipts, monitoring compliance for fish waste disposal and other related ordinances. This position also proves beneficial as a general resource for participants seeking general information, locating lost items, assisting with traffic control, etcetera. There were significantly less trash and fish waste issues this season and negative impacts to the dunes and surrounding areas were again minimized. Re- vegetation work over the years in several dune locations has proven successful and this effort should continue, in addition to, installation of fence and chain on the remaining sections of dunes. To my knowledge, the only report the department received of illegal dumping of fish waste outside the beach boundaries occurred at the dumpster located at Daubenspeck Family Park. This was an isolated case and no further problems were noted. Fee Shack Operations The computerized cashiering system in many ways made the shack attendant's job much easier and safer. Not only did it allow a more effective way to capture certain fishery data, but it allowed for credit card transactions and better internal controls coupled with increased security. Although the system is fairly comprehensive, shack operators found it to be simple E and intuitive. Logistical support was only a phone call away and many times was handled over the network. Installation of permanent power and better lighting also increased safety and provided a more conducive work environment for the attendants. New traffic controls and vehicular routing at the dock seemed to have greatly increased flow and safety. It was noted by the fee attendant working the dock that the computer monitor inside the shack needs relocated as to not visually impede line of sight while observing oncoming traffic. The pedestrian closure at the bird viewing platform created some confusion to those accustomed to using this area. The closure caused participants to access the river bank near the dock facility and travel upstream along the muddy bank. Those not mindful of the tidal influx had difficulty and created unsafe conditions at times. Some confusion was expressed by participants of the fishery concerning the fee structure. Many interpreted the payment based on 24 -hours incorrectly and thought it was based on from the time of check -in, as opposed to the defined times. This was generally not an issue except those using the self -fee stations after hours. The rate increase of $5.00 over last year didn't appear to be a concern for the majority and many participants noted an increase in services, particularly how clean the beaches were. Some Participants are finding ways to avoid paying fees by accessing Meeks Trail in Old Town, accessing fee stations after hours, or by dropping off folks on the beaches, thus eliminating parking fees. A solution needs to be rendered for these scenarios. Miscellaneous The Public Works Department, through a competitive bid process, hired a contractor to provide repairs and drainage enhancements to the Meeks Trail. This work was accomplished in time for the dip net fishery. The Parks Department spent a couple days making repairs to the fence and chain on the north beach that were dislodged. This was most likely a result of winter storms and ice flow throughout the winter months. Signage in the parking lot on the north beach should be evaluated and a determination made as to what needs to be removed or replaced. Some of the signs erected pertain only to the dip net fishery and perhaps these should be removed at the completion of each season. Others have become damaged or weathered. As the fishery continues to grow and issues addressed through signage, my concern is inadvertently creating "sign pollution" for this otherwise beautiful location. Use of the overflow parking lot located at the adult softball fields received minimal use despite the two weekends that the little league field reached full capacity. The most this area received was during the beach closures through the extreme high tide series. Some folks did take the 10 necessary precautions and were appreciative of the City providing an alternative camping location during this time. Overall, the 2013 fishery was fairly successful, particularly from a maintenance operations standpoint. Development and refinement of strategies and goals will continue to be discussed and improvements made where needed. I want to thank everyone involved, particularly my staff and personnel from other City departments, for their continued cooperation and dedication toward making this fishery as safe and pleasurable experience as possible. 11 "'Villaye with a Past, IGit with a Future �� 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 ,.... Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 �IIII 1992 MEMO: TO: Gus Sandahl FROM: Sean Wedemeyer 5Ak/ DATE: September 27, 2013 SUBJECT: Public Works Dipnet Report The 2013 dipnet season was the busiest to date and very successful for the Public Works Departments. Each and every Public Works department and employee contributes to the City's successful management of the additional work that results from this fishery. The Streets department performed the following tasks in support of the Personal Use fishery. • Install and remove temporary signs and barricades. • Place and retrieve the 3 fee shacks. • Build gravel roads at the north and south beach access points. • Manage and staff the boating facility. • Perform additional grading and dust control on high traffic roads and parking lots. Our Streets foreman suggested and executed a plan to widen the boating facility exit road to allow for separate left and right turning lanes. This dramatically increased the flow and safety during high usage. The Streets crew used their equipment and manpower to build the road. The Building Maintenance department was very helpful with setting the piles and floats and opening and winterizing the restrooms. The Wastewater Treatment Plant was used to store equipment utilized during the fishery behind a locked gate. The Shop department responded promptly to a number of calls to fix dipnet related equipment 12 The Water department keeps us in compliance with DEC by performing water tests on the boating facility well. My Administrative Assistant performs numerous tasks, and answers dozens of calls related to the fishery. This year I heard more compliments than I received complaints. This was in large part due to the fact that we adequately staffed the boating facility. During the peak days our entire Streets crew, in addition to the two temporary personnel, spent their entire shift staffing the facility. In the 2014 budget process I requested 3 temporary positions for twenty one twelve hour days totaling 756 hours and received approval for 336 hours. In the future 1 would like to adequately staff the facility with temporary lower grade personnel, freeing up the Streets crew to keep up with their routine tasks. In addition to widening the boating facility exit road and dipnet related signage, the City of Kenai completed two capital projects this year related to the dipnet fishery. Both were completed within a very tight timeframe, and each had their own unique challenges. The fee shack permanent power was competitively bid with plans and specifications generated by me to eliminate the time and money required to hire a consultant. Coordinating with HEA proved to be challenging yet rewarding as they contended with their new tariff and associated rules. The project was completed in time for the fishery, with a functional and economical design, for a reasonable subcontractor cost. The Meeks trail repair and drainage improvement project had even more difficult time restraints. The project was designed and bid in a very short time, during the busiest time of the year for construction. The contractor was required to complete the work between the dates of July 1 and July 9, the 4th of July weekend notwithstanding. During onsite collaboration between the City, the engineer, and the contractor, last minute changes were made to the design. Shortly after project completion we received two inches of rain in two hours. The trail received very minimal damage which was able to be repaired by the Streets and Parks and Recreation department. Overall it was a very successful year for the Public Works Department, thanks to the good work and dedication of my personnel. 13 u IK1149e with a Past, C# with a Future 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 1992 MEMO* TO: City Manager Koch FROM: Chief Tilly DATE: November 18, 2013 SUBJECT: Fire Department Dip Net Report Rick, The purpose of this memo is to summarize the Fire Department's activities during the personal use fishery 2013. As with past years, our preparation included training and re- familiarization with boating operations, forecasting tidal peaks, and in turn possibly forecasting peak weekends of dip net participants. Anticipating the peak weekends placed duty personnel on alert for additional calls and off duty members to remain vigilant for recalls. This year was especially challenging with the extreme tides we witnessed, making potential access to dip net participants either difficult or nonexistent. This pre planning every year is important as there are always subtle changes to access to beaches, improvements to access to the City Dock and also a chance to reevaluate response protocol. This year the call volume was similar to years past with the only change being a few more fires. We responded to dumpster fires on both the North and South beach and one vehicle fire on the South beach. On the medical side we responded to one seizure, one stroke, one animal bite, two muscular skeletal injuries, a fall victim and unfortunately one fatal cardiac arrest. Total: 3 Fires Total: 7 Medical calls As a participant of the dipnet fishery for many years, it is my personal observation that the boat traffic on the river was as heavy as I have ever seen. I am constantly amazed that we are not called for more boating incidents but I am happy to report that we did not respond to any reported boat accidents during the personal use fishery. 14 M Il Villaye with a Past, C# with a Future" FINANCE DEPARTMENT 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 - 283 -7535 ext 221 / FAX: 907 - 283 -3014 To: Rick Koch, City Manager From: Terry Eubank, Finance Director Date: October 10, 2013 Subject: 2013 Dipnet Summary Preparation for the 2013 Personal Use Fishery began in February for the Finance Department with a project to implement a computerized cashiering system. The goals of the project were to enhance the internal controls over cash taken for payment during the fishery, facilitate the acceptance of credit cards as a form of payment, facilitate the gathering and reporting of fishery user data, and to improve the safety of the cashiers by limiting the cash present in the shacks. Computerized Cashiering System Project Search for a commercial software solution was unsuccessful and a local programmer was hired to create a custom software solution. The software was written for a total cost of $6,600.00. Future cost for software maintenance, enhancements and support are expected to be less than $1,000 per year. Key features of the software included automatic fee calculation, credit card payment acceptance, email notification to Kenai Dispatch for cash pick -up when cash level in the shack reached preset limits, collection of participant zip code and emergency contact number, and real time reporting of all activity. In order to make this new system functional at all shack locations, significant upgrades were required. Permanent power was installed at the Dunes Road, Old Cannery Road, and North Beach shack locations at a total cost of $46,372.65. Wireless network infrastructure and computer equipment was installed at all shack locations to provide connectivity and the operating platform for the cashiering system at a total cost of $15,464.37. Permanent power and the network infrastructure made the purchase and installation of phones, other security devices, and video cameras possible. Phones and other security devices were installed in all shacks at a cost of $3,260.76. Video cameras were installed at the City Dock and North Beach at a cost of $1,331.30 to provide the Kenai Police Department (KPD) real time views of traffic at these two locations. The scope of the computerized cashiering system project grew greatly before completion. The department views the project as a success with all project objectives being met. Success of the project is due in large part to the efforts of Dan Castimore, the City's Information Technology Manager. 2013 Revenues 2013 fees increased to support increased garbage collection and beach cleaning efforts by the City. Parking and camping fees on the City's north and south beaches increase by $5.00 to $20.00 and $25.00 respectively. Boat launch and parking fees at the City's dock increase by $5.00 to $15.00 and $25.00 respectively. The time period for parking fees were changed from twelve hours beginning at the time of payment to twenty -four hours beginning daily at 5:01am and ending the next day at 5:OOam. Camping fees were charged per night and required campers to vacate their site by 12:OOpm daily. 15 2013 Finance Department Di net Summary Significant confusion occurred with this fee structure and the department will be recommending a change in fee structure for the 2014 fishery. The recommended fee structure will combine parking fees with camping fees for anyone who will remain on the beach after midnight each day of the fishery. A policy of no refunds by cashiers was implemented this fishery. Participants were required to request refunds by completing a form and submitting it to the Finance Department. Refunds requests were denied unless the participant could show they used no City services prior to requesting the refund and the request for refund was for reason beyond the control of the participant. As a result of this policy very few refunds were issued. The department will be recommending a policy of absolutely no refunds for future fisheries. 2013 revenues were $673,292, $42,967 less than the FY14 budgeted amount. A comparison of 2013 fishery revenue to prior years is shown below, it should be noted that the breakdown by site and service for 2013 is based upon actual transactions. Prior year transactions by site and service were estimated. The new cashiering system provides this level of detail and will enhance future revenue and fee change projections. Dipnet Revenue $700,000 $600,000 $500,000 South Beach $400,000 ■North Beach ❑City Dock $300,000 ■ Grant Revenue $200,000 oTotal $100,000 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Data showed participants with 317 different mailing zip codes. Participants with a 99611 zip code were 5.09% of the total. Participants with a Kenai Peninsula Borough, including the 99611 zip code, were 17.27% of the total. 82.73% of participants had neither City or Borough mailing zip code. Zip codes were collected from 92.94% of all fee paying participants. Payment of fees by cash was once again the dominant method at 79.4 %. Credit cards comprised 16.5% of all fees collected and checks were the remaining 4.1 %. It is expected that credit card payment percentage will grow in future years as participants become aware they can use their cards. Fees paid for credit card acceptance totaled $1,386.97 or 1.91% of fees paid by credit card. Out of a total of 261 checks received, nine checks were returned for non - sufficient funds, one was returned due to closed accounts, two were returned as refer to maker, and two were returned after the account holder stopped payment by their financial institution. As a result the City has not collected $495.00 or 2.75% of fees paid by check. The department recommends no longer accepting checks for payment of personal use fishery fees. IV 2004 2005 2006 2007 2008 2009 2010 2011 2012 South Beach $39,490 $41,979 $23,003 $48,017 $58,876 $60,385 $64,509 $90,942 $127,265 $157,074 North Beach 73,067 73,686 43,069 78,205 90,356 113,576 120,314 133,349 148,481 177,599 City Dock 49,305 49,540 39,157 64,583 55,363 66,569 85,964 78,194 86,342 105,512 41_,150 15y920 133y63 111.073 23y0_7 Grant Revenue $67 2 Total ;& $ ;& MUM S42z= ;643699$ $473,161 Dipnet Revenue $700,000 $600,000 $500,000 South Beach $400,000 ■North Beach ❑City Dock $300,000 ■ Grant Revenue $200,000 oTotal $100,000 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 Data showed participants with 317 different mailing zip codes. Participants with a 99611 zip code were 5.09% of the total. Participants with a Kenai Peninsula Borough, including the 99611 zip code, were 17.27% of the total. 82.73% of participants had neither City or Borough mailing zip code. Zip codes were collected from 92.94% of all fee paying participants. Payment of fees by cash was once again the dominant method at 79.4 %. Credit cards comprised 16.5% of all fees collected and checks were the remaining 4.1 %. It is expected that credit card payment percentage will grow in future years as participants become aware they can use their cards. Fees paid for credit card acceptance totaled $1,386.97 or 1.91% of fees paid by credit card. Out of a total of 261 checks received, nine checks were returned for non - sufficient funds, one was returned due to closed accounts, two were returned as refer to maker, and two were returned after the account holder stopped payment by their financial institution. As a result the City has not collected $495.00 or 2.75% of fees paid by check. The department recommends no longer accepting checks for payment of personal use fishery fees. IV 2013 Finance Department Dionet Summary 2013 Expenditures Detailed budget to actual comparisons are provided. It should be noted that additional FY2014 expenditures are anticipated in support of the fishery. Additional expenditures will include hiring and training of temporary enforcement officers in June of 2014 for the 2014 fishery, repair and or replacement of dock floats, the purchase of a pick -up for the Parks, Recreation & Beautification department to support the fishery operations in future years. Capital expenditures in support of the fishery totaled $243,696 of which $233,107 was paid for by grants from the State of Alaska. The following capital expenditures were made in support of the fishery: Meeks Trail Repair $ 73,209 Purchase Tractor & Rake 49,143 ATV Purchase 20,210 Computerized Cashiering 22,064 Permanent Shack Power 46,373 Temporary Enforcement Officer Equipment 8,187 Shack Phones and Security 3,261 Signage 7,546 Boat Launch Exit Road Widening 12,372 Traffic Cameras 1.331 $243.696 17 2013 Finance Department Di net Summa 2013 Summary and Recommendations The 2013 fishery was a success for the Finance Department. The new cashiering system provided significant improvements in staff safety, data collection, and accuracy. The creation of the Personal Use Fishery Fund provided for more accurate expenditure tracking by departments. The following recommendations are made in preparation for future fisheries. 1. Camping fees should be increased to include vehicle parking in order to reduce participant confusion. Camping will be charged to any participant who remains on the beach after 12:00am daily. 2. A policy of no refund of participant fees should be adopted. 3. A policy of accepting only cash and credit cards for payment of personal use fishery fees should be adopted. 4. Despite the improvement made this year by the computerized cashiering system department continues to recommend a ticket based revenue system where the participant pays parking fees when exiting the beach. The fee would be based upon actual time parked. 5. Enhance the cashiering systems capabilities to include collection of participant numbers as well as zip code and emergency contact number. 6. Study the possible elimination of iron ranger fee stations and replace with shacks manned 24- hours per day and remote fee stations at overflow parking and camping areas. is City of Kenai Fiscal Year 2014 Financial Projections Fund: 006 - Personal Use Fishery Fund 19 Council Adopted Amended FY2014 Projected % FY 2014 Budget Actual Projected Variance Available Revenues Beach Parking Beach Camping $ 300,640 $ 300,640 $ 269,226 $ 269,226 $ (31,414) - 10.45% Dock Launch & Park 62,850 62,850 64,838 64,838 1,988 3.16% Dock Parking Only 85,275 85,275 91,434 91,434 6,159 7.22% PERS Grant 27,195 27,195 14,687 14,687 (12,508) - 45.99% Total Revenue 7,192 7,192 - - 7,192 - 100.00% 483,152 483,152 440,185 440,185 42,967 -8.89% Expenditures Public Safety $ 110,862 $ 106,812 $ 92,609 $ 112,509 $ (5,697) -5.33% Streets 68,460 68,460 42,130 48,130 20,330 29.70% Boating Facility 112,489 112,489 71,406 86,406 26,083 36.52% Parks, Recreation & Beautification 191,341 195.391 156,866 191,866 3,525 1.80% Total Expenditures 483,152 483,152 363,011 438,911 44,241 9.16% Contribution To /(From) Fund Balance: - - 77,174 1,274 1,274 Beginning Fund Balance Ending Fund Balance $ - $ - $ 77,174 $ 1,274 $ 1,274 19 Total Maint and Operations $ 159,874 $ 159,874 $ 139,740 $ 155,640 $ 20,134 12_59% Capital Outlay & Transfers City of Kenai _ 8061 Fiscal Year 2014 Operating Budget - - Personal Use Fishery Fund Summary by Line Item 8062 8063 Building=_ Improvements ' 30,000 30,000 Council 24,257 20,743 69.14° 8064 Machinery & Equipmen Account Expense Adopted Amended - FY2014 Projected % Number Description FY2014 Budget Actual Protected Variance Available Total Capital Outlay Salaries and Benefits $ 84,273 $ 84,273 $ 62,455 $ 77,269 $ 21,818 25.89% 0100 0200 Salaries Overtime 60,990 60,990 29,888 29,888 31,102 51.00% 0250 Holiday Pay - 1,133 1,133 - - 1,133 100.00% 0300 0400 Leave Medicare 2,122 2,122 1,325 1,559 797 37.56% 0450 Social Security 5,746 5,746 3,998 4,662 1,748 30.42% 0500 PERS 18,758 18,758 3,492 4,680 15,266 81.38% 0600 Unemployment Insurance 731 731 - 2,764 - 3,264 731 1,926 100.00% 41.07% 0700 Workers Compensation 4,690 9,844 4,690 9,844 5,348 5,848 4,496 45.67% 0800 Health & Life Insurance 691 444 544 247 35.75% 0900 Supplemental Retirement 691 Total Salaries & Benefits $ 188,978 $ 188,978 $ 109,714 $ 127,714 $ 79,264 41_94% Maintenance and Operations 2021 2022 Office Supplies Operating & Repair Supplies - 19,865 - 19,865 - 14,468 14,468 5,397 27.17% 2024 Small Tools /Minor Equipmen - - 1,331 17,231 (1,331) - 2025 Snack Bar Supplies - - _ 2026 Computer Software - - - 215 215 (215) - 4531 Professional Services - 150 150 392 392 (242) - 161.33% 4532 Communications 4533 Travel & Transportatior - - - 750 100.00% 4534 4535 Advertising Printing & Bindinc 750 5,500 750 5,500 - 3,814 - 3,814 1,686 30.65% 4536 Insurance 881 881 881 881 - - 4537 Utilities - - 83 83 (83) - 4538 Repair & Maintenance - 77,747 - 101,634 111,056 111,056 (9,422) - 9.27% 4539 Rentals 4540 Equip. Fund Pmts. - 4541 Postage 4666 Books - - 4667 Dues & Publications - 47,481 - 23,594 - - - 23,594 100.00% 4999 General Contingent} 5041 Miscellaneous 7,500 7,500 7,500 7,500 - - 5045 Depreciation - - 5047 Grants to Agencies - - - Total Maint and Operations $ 159,874 $ 159,874 $ 139,740 $ 155,640 $ 20,134 12_59% puf Capital Outlay & Transfers _ 8061 Land - - 8062 8063 Building=_ Improvements ' 30,000 30,000 9,257 24,257 20,743 69.14° 8064 Machinery & Equipmen - - - 27,000 - - 9090 Transfers 104,300 104,300 104,300 104,300 - - Total Capital Outlay and Transfers $ 134,300 $ 134,300 $ 113,557 $ 155,557 $ 20,743 15.45° Department Total: $ 483,152 $ 483,152 $ 363,011 $ 438,911 $ 120,141 24.87% puf City of Kenai Fiscal Year 2014 Year to Date Actual Fund: 006 - Personal Use Fishery Fund Department: 21 - Public Safety 21 Council Account Expense Adopted Amended Year to Date FY2014 Projected % Number Description FY2014 Budget Actual Projected Variance Available Salaries and Benefits 0100 Salaries $ 20,255 $ 20,255 $ 18,154 $ 23,544 $ (3,289) - 16.24% 0200 Overtime 11,140 11,140 3,898 3,898 7,242 65.01% 0250 Holiday Pay - _ 0300 Leave _ 0400 Medicare 455 455 320 398 57 12.53% 0450 Social Security 1,946 1,946 1,367 1,699 247 12.69% 0500 PERS 0600 Unemployment Insurance 157 157 - - 157 100.00% 0700 Workers Compensation 665 665 270 470 195 29.32% 0800 Health & Life Insurance - _ 0900 Supplemental Retirement - Total Salaries & Benefits $ 34,618 $ 34,618 $ 24,009 $ 30,009 $ 4,609 13.31% Maintenance and Operations 2021 Office Supplies _ _ 2022 Operating & Repair Supplies - _ 2024 Small Tools /Minor Equipmen - - - 13,900 (13,900) - 2025 Snack Bar Supplies _ _ 2026 Computer Software _ - _ 4531 Professional Services _ 4532 Communications _ 4533 Travel & Transportatior - 4534 Advertising _ 4535 Printing & Bindinc _ 4536 Insurance _ 4537 Utilities 4538 Repair & Maintenance 4539 Rentals 4540 Equip. Fund Pmts. 4541 Postage 4666 Books 4667 Dues & Publications 4999 Contingency 7,644 3,594 - - 3,594 100.00% 5041 Miscellaneous _ 5045 Depreciation _ _ 5047 Grants to Agencies _ Total Maint. and Operations $ 7,644 $ 3,594 $ - $ 13,900 $ (10,306) - 134.82% Capital Outlay & Transfers 8061 Land 8062 Buildings 8063 Improvements 8064 Machinery & Equipmen! - _ 9090 Transfers Out 68,600 68,600 68,600 68,600 - Total Capital Outlay and Transfers $ 68,600 $ 68,600 $ 68,600 $ 68,600 $ _ Department Total: $ 110,862 $ 106,812 $ 92,609 $ 112,509 $ 5,697) -5.33% 21 Account Expense Number Descriotion 460 Salaries and Benefits 0100 Salaries 0200 Overtime 0250 Holiday Pay 0300 Leave 0400 Medicare 0450 Social Security 0500 PERS 0600 Unemployment Insurance 0700 Workers Compensation 0800 Health & Life Insurance 0900 Supplemental Retiremenl 1,452 Total Salaries & Benefits City of Kenai Fiscal Year 2014 Year to Date Actual Fund: 006 - Personal Use Fishery Fund Department: 33 - Streets Council Adopted Amended Year to Date FY2014 FY2014 Budeet Actual Proiected $ 11,496 $ 11,496 $ 2,934 $ 6,968 $ Projected % Variance Available 4,528 39.39% 460 460 - - 460 173 173 39 117 56 4,103 4,103 475 1,663 2,440 60 60 - - 60 550 550 136 236 314 3,281 3,281 952 1,452 1,829 285 285 87 187 98 $ 20,408 $ 20,408 $ 4,623 $ 10,623 $ 9,785 100.00% 32.37% 59.47% 100.00% 57.09% 55.75% 34.39% 47.95 Capital Outlay & Transfers 8061 Maintenance and Operations 8062 Buildings 8063 Improvements 8064 Machinery & Equipment 2021 Office Supplies - Total Capital Outlay - 2022 Operating & Repair Supplies 12,600 12,600 9,252 9,252 3,348 26.57% 2024 Small Tools /Minor Equipmen - - - - - 2025 Snack Bar Supplies - - - - 2026 Computer Software 4531 Professional Services - - - 4532 Communications - - - 4533 Travel & Transportatior - - - - - 4534 Advertising - - - 4535 Printing & Bindinc - - - 4536 Insurance 200 200 200 200 - - 4537 Utilities - - - 4538 Repair & Maintenance - - - 4539 Rentals 18,152 18,152 20,955 20,955 (2,803) - 15.44% 4540 Equip. Fund Pmts. - - - - 4541 Postage - - - 4666 Books - - - 4667 Dues & Publications - 10,000 10,000 - - - 10,000 100.00% 4999 Contingency 5041 Miscellaneous - - - - 5045 Depreciation 5047 Grants to Agencies - - - Total Maint. and Operations $ 40,952 $ 40,952 $ 30,407 $ 30,407 $ 10,545 25.75% Capital Outlay & Transfers 8061 Land 8062 Buildings 8063 Improvements 8064 Machinery & Equipment 9090 Transfers Out Total Capital Outlay and Transfers Department Total: 7,100 7,100 7,100 7,100 $ 7,100 $ 7,100 $ 7,100 $ 7,100 $ - $ 68,460 $ 68,460 $ 42,130 $ 48,130 $ 20,330 22 0.00% 0.00% 29.70% City of Kenai Fiscal Year 2014 Year to Date Actual Fund: 006 - Personal Use Fishery Fund Department: 45 - Parks, Recreation & Beautification PAI Council Account Expense Adopted Amended Year to Date FY2014 Projected % Number Description FY2014 Budget Actual Proiected Variance Available Salaries and Benefits 0100 Salaries $ 35,649 $ 35,649 $ 22,867 $ 28,257 $ 7,392 20.74% 0200 Overtime 26,289 26,289 14,949 14,949 11,340 43.14% 0250 Holiday Pay _ _ 0300 Leave 302 302 - - 302 0400 Medicare 902 902 547 625 277 30.71% 0450 Social Security 3,005 3,005 2,067 2,399 606 20.17% 0500 PERS 4,805 4,805 737 737 4,068 84.66% 0600 Unemployment Insurance 310 310 0700 Workers Compensation 2,026 2,026 - 1,281 - 1,481 310 545 100.00% 26.90% 0800 Health & Life Insurance 3,109 3,109 973 973 2,136 68.70% 0900 Supplemental Retirement 256 256 39 39 217 84.77% Total Salaries & Benefits $ 76,653 $ 76,653 $ 43,460 $ 49,460 $ 27,193 35.48% Maintenance and Operations 2021 Office Supplies - _ 2022 Operating & Repair Supplies 6,800 6,800 4,550 4,550 2,250 33.09% 2024 Small Tools /Minor Equipmen - 2025 Snack Bar Supplies _ - - 2,000 (2,000) 2026 Computer Software - 4531 Professional Services - _ 4532 Communications 150 150 392 392 (242) - 161.33% 4533 Travel & Transportatior - _ 4534 Advertising _ - _ 4535 Printing & Bindinc 4,000 4,000 3,514 3,514 486 12.15% 4536 Insurance 456 456 456 456 4537 Utilities - - 83 83 (83) - 4538 Repair & Maintenance 4539 Rentals 55,245 79,132 76,211 76,211 2,921 5.29% 4540 Equip. Fund Pmts. _ 4541 Postage _ 4666 Books 4667 Dues & Publications 4999 Contingency 19,837 _ - - 5041 Miscellaneous 7,500 7,500 7,500 7,500 5045 Depreciation - 5047 Grants to Agencies _ Total Maint. and Operations $ 93,988 $ 98,038 $ 92,706 $ 94,706 $ 3,332 3.55% Capital Outlay & Transfers 8061 Land 8062 Buildings 8063 Improvements 8064 Machinery & Equipmeni - - - 27,000 (27,000) - 9090 Transfers Out 20,700 20,700 20,700 20,700 - Total Capital Outlay and Transfers $ 20,700 $ 20,700 $ 20,700 $ 47,700 $ (27,000) (1.30) Department Total: $ 191,341 $ 195,391 $ 156,866 $ 191,866 $ 3,525 1.80% PAI City of Kenai Fiscal Year 2014 Year to Date Actual Fund: 006 - Personal Use Fishery Fund Department: 60 - Boating Facility 5041 Miscellaneous 5045 Depreciation 5047 Grants to Agencies Total Maint. and Operations Council 17,290 $ 16,627 $ 16,627 $ 663 3.83% Account Expense Adopted Amended Year to Date FY2014 Available % Number Description FY2014 Budget Actual Pro ec ed Budget Available 8062 8063 Salaries and Benefits $ 16,873 $ 16,873 $ 18,500 $ 18,500 $ (1,627) - 9.64% 0100 0200 Salaries Overtime 23,561 23,561 11,041 11,041 12,520 53.14% 0250 Holiday Pay - - _ 7,900 371 - 0300 Leave 371 592 371 592 - 419 - 419 173 29.22% 0400 0450 Medicare Social Security 795 795 564 564 231 29.06% 0500 PIERS 9,850 9,850 2,280 2,280 7,570 76.85% 0600 Unemployment Insurance 204 204 - - 204 100.00% 0700 Workers Compensation 1,449 1,449 1,077 1,077 372 25.67% 0800 Health & Life Insurance 3,454 3,454 3,423 3,423 31 0.90% 0900 Supplemental Retirement 150 150 316 318 (168) - 112.00% Total Salaries & Benefits $ 57,299 $ 57,299 $ 37,622 $ 37,622 $ 19,677 34.34% Maintenance and Operations 2021 2022 Office Supplies Operating & Repair Supplies - 465 - 465 ' 666 666 (201) - 43.23% 2024 Small Tools/Minor Equipment - - 1,331 1,331 (1,331) - 2025 Snack Bar Supplies - - 2026 Computer Software - - - _ 4531 Professional Services - - 215 215 (215) - 4532 Communications - - " 4533 Travel & Transportation - - 750 100.00% 4534 Advertising 750 1,500 750 1,500 - 300 - 300 1,200 80.00% 4535 Printing & Binding 4536 Insurance 225 225 225 225 - - 4537 Utilities - " 4538 Repair & Maintenance - 4,350 - 4,350 - 13,890 13,890 (9,540) - 219.31% 4539 Rentals 4540 Equip. Fund Pmts. - - - _ 4541 Postage - 4666 Books - - " 4667 Dues & Publications - 10,000 - 10,000 - - - 10,000 100.00% 4999 Contingency 5041 Miscellaneous 5045 Depreciation 5047 Grants to Agencies 24 Total Maint. and Operations $ 17,290 $ 17,290 $ 16,627 $ 16,627 $ 663 3.83% Capital Outlay & Transfers 8061 Land - 8062 8063 Buildings Improvements - 30,000 30,000 " 9,257 24,257 20,743 69.14% 8064 Machinery & Equipment - - - - 9090 Transfers Out 7,900 7,900 7,900 7,900 - - Total Capital Outlay and Transfers $ 37,900 $ 37,900 $ 17,157 $ 32,157 $ 20,743 54_73 0k Department Total: $ 112,489 $ 112,489 $ 71,406 $ 66,406 $ 41,083 3652% 24