LEASE COMMITTEE                                                                                                UNAPPROVED           

SPECIAL MEETING                                            

JULY 22, 2010

                                                                                                           

Session 10-03 A Special Meeting of the Lease Committee was called to order at 3:05 pm on July 22, 2010 by Chair Shelly Erickson at the City Hall Cowles Council Chambers located at 491 E. Pioneer Avenue, Homer, Alaska.

 

PRESENT:                    COMMITTEEMEMBERS ERICKSON, HAWKINS, ABBOUD,

 

ALTERNATE MEMBER:    LAURIE MOORE, FINANCE SUPERVISOR

 

STAFF:                         CITY MANAGER WALT WREDE

                                    PORT AND HARBOR ADMINISTRATIVE SUPERVISOR LISA ELLINGTON

                                    DEPUTY CITY CLERK KRAUSE

                                   

 

APPROVAL OF THE AGENDA

 

HAWKINS/ABBOUD – MOVED TO APPROVE THE AGENDA.

 

There was no discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

PUBLIC COMMENT REGARDING ITEMS ON THE AGENDA (3 Minute Time Limit)

 

There was a brief comment by Dave Seaman of the Kachemak Bay Wooden Boat Society regarding the submitted proposal and he was available for questions and/or concerns.

 

There was no further discussion.

 

RECONSIDERATION

 

There were no items for reconsideration.

 

APPROVAL OF MINUTES       

           

A.         Minutes for Regular Meeting on April 29, 2010

 

HAWKINS/ABBOUD - MOVED TO APPROVE THE MINUTES AS PRESENTED.

 

There was no discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

                                                             

VISITORS       

 

None.

 

STAFF & COUNCIL REPORT/COMMITTEE REPORTS/BOROUGH REPORTS

(Chair set time limit not to exceed 5 minutes)

 

None.

 

PUBLIC HEARING (3 minute time limit)

 

None.

 

PENDING BUSINESS

 

None.

 

NEW BUSINESS

 

A.         Lease Proposal Received from Kachemak Bay Wooden Boat Society

 

HAWKINS/ABBOUD – MOVED TO REVIEW THE SUBMITTED PROPOSAL USING THE GUIDELINES ESTABLISHED IN CHAPTER FIVE OF THE LEASE POLICY.

 

There was no discussion.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

The Committee reviewed the submitted proposal and determined the following:

1.         Application is complete.

            Mr. Abboud questioned completeness since a time schedule or benchmarks were not included in the proposal.

 

Mrs. Lillibridge of the KBWBS responded giving a general outline of the goals and that they were in the process of fundraising for the construction of the proposed timber frame building. The KBWBS has access to the expertise and experience of numerous qualified local residents who have volunteered for the construction of the building. A time table is hard to pinpoint as there are so many factors relying on the outcome of other factors. The also have the support of the College and the Pratt Museum. She assured the Committee that the building would not be for dead storage, it will be a hands-on facility for the public, a learning facility and some storage. Previous discussion predicted a longer time period before a building would be commenced but they have been fortunate to receive some funding and donations allowing a much quicker building time.

Mr. Abboud expressed concerns for safety issues since it will be in close proximity to a campground there will be the possibility of children near a construction site. He additionally noted that there was no site plan submitted and there must be one included. He also asked about securing the area, what would be left there when the festival was over. He stated that it was a velocity zone, storm surge, etc.

Response from Mr. Seaman and Mrs. Lillibridge was a trailer with materials, a wooden booth and a few wooden boats. The necessary steps would be taken on providing a fenced in area.

 

Chair Erickson requested information of how this project will benefit the property in the long term.

 

Mr. Seaman responded that he currently teaches at the college but once they have a permanent structure he feels that it could be moved into that direction and there are other possible programs which could vary greatly and cover a wide variety of classes such as bronze casting, how to build a wooden boat, marine trades, mending nets, etc. Showing movies, demonstrations or education could occur in the structure.

 

Mr. Hawkins brought the committee focus back to the guidelines to determine if the submitted proposal is compliant.

1.     A completed application form provided by the City - compliant

2.     Any applicable fees - compliant

3.     A clear and precise narrative description of the proposed use of the property – fair, it was determined that a better narrative was needed. More information was required to fill in the blanks.

4.     A specific time schedule and benchmarks for development – This needed to be improved.

5.     A proposed site plan drawn to scale that shows at a minimum property lines, easements, existing structures and other improvements, utilities, and the proposed development including all structures and their elevations, parking facilities, utilities, and other proposed improvements. - A site plan did not have to be professionally done, but it needed to include what was going to be on the lot and where in relation to the other structures in the area.

6.     Any other information that is directly pertinent to the proposal scoring criteria contained herein – Chair Erickson noted that she would like to see more information on a long term scope of the plans for this and to include possible future plans with the college and the museum. It was noted that the City Council can approve a less than value lease if the return to the public was that great to warrant the reduction in a long term lease to $1.00 per year for 30 years. The services or lease had to show beyond the shadow of a doubt that it is in the best interest to approve a lease like this. It would be good to include letters of support from the other businesses, persons in the city or area. It was additionally noted that a special events permit could be issued for this year’s festival.

7.     All other required attachments requested on the application form including, but not limited to, the following documentation: applicant information, plot plan, development plan, insurance, proposed subleases, environmental information, agency approvals and permits, fees, financial information, partnership and corporation statement, certificate of good standing issued by an entity’s state of domicile, and references.  There were none.

8.     Any other information required by the solicitation or request for proposals. Chair Erickson inquired if this lot was ever let out through the Request for Proposal process and if to be fair should they put it in a RFP. She cautioned the committee to be watchful because it could cause problems. She questioned doing something prior to completion of the Spit Comprehensive Plan. If they approve this would be putting the cart before the horse. A brief discussion was held on how this would fit in and relate to the Spit Comprehensive Plan by the Committee. It was noted that it appeared to displace 10 motor home campsites, 5 vertical and 5 horizontal. A question was posed on how the proposed site would be designated or demarcation made; Mr. Seaman stated probably a heavy rope and wooden bollards. Chair Erickson inquired if the KBWBS has submitted comments on the land use of the area in question for the Spit Comp Plan. The KBWBS members present stated they had not and would do so. It was recommended that they contact the Harbor regarding storage options, the City Managers Administrative Assist regarding the Special Events Permit.

 

ABBOUD/HAWKINS – MOVED TO POSTPONE DECISION ON THE LEASE PROPOSAL TO OCTOBER 14, 2010 MEETING TO ALLOW THE WOODEN BOAT SOCIETY THE TIME TO GATHER THE ADDITIONAL INFORMATION REQUESTED TO INCLUDE WITH THE LEASE PROPOSAL.

 

A brief discussion was held informing the KBWBS members what, where and how to include the additional information needed in their proposal to insure a more favorable decision from council.

 

VOTE. YES. NON-OBJECTION. UNANIMOUS CONSENT.

 

Motion carried.

 

INFORMATIONAL MATERIALS

 

Laydown – Letter received from Brad Faulkner dated July 13, 2010 to City Manager Wrede Re: Application to Renew Lease.

 

A brief discussion held by the Committee members with input from City Manager Wrede and Harbormaster Hawkins on the status of this existing lease. It was determined and agreed that no action could be taken since this was not properly on the agenda allowing Mr. Faulkner or his representative to attend. It was requested to be on the next agenda for October 14, 2010.

Discussion included that there was no policies, city code or provisions allowing for a one year extension on the current lease. A short term lease could be approved and recommended to council. It was suggested that the City Manager send notice and when an application was received from Mr Faulkner the Lease Committee would schedule a special meeting to address the issue, until then there did not seem to be any other recourse for Mr. Faulkner or anything the Lease Committee could do at this time.

 

There was no further discussion.

 

COMMENTS OF THE AUDIENCE

 

None.

 

COMMENTS OF THE CITY STAFF

 

City Manager Wrede commented that John Velsko has resigned from the Lease Committee and that Steve Zimmerman volunteered from the Port and Harbor Commission. He stated that he has not appointed Mr. Zimmerman since another recommendation he has received from the Chair of the Port & Harbor Commission has not been able to be reached.

 

COMMENTS OF THE COUNCILMEMBER (If one is appointed)

 

None.

 

COMMENTS OF THE CHAIR

 

Chair Erickson thanked everyone and was very satisfied with the results of this meeting.

 

COMMENTS OF THE COMMITTEE

 

Mrs. Moore stated it was a very interesting meeting and agreed with the decisions made on the Kachemak Wooden Boat Society Proposal and Lease.

 

Mr. Hawkins commented he was satisfied with the results of this meeting.

 

Mr. Abboud had no further comments.

 

ADJOURN

 

There being no further business before the Lease Committee Chair Erickson adjourned the meeting at 5:00 p.m. The next regular meeting is scheduled for 3:00 p.m. on October 14, 2010 at City Hall, Cowles Council Chambers, 491 E. Pioneer Avenue, Homer, Alaska.

 

 

                                                           

Renee Krause, Deputy City Clerk I

 

 

Approved: