tuesday, december 13, 2016, 6:00 pm agenda · city of unalaska . regular city council meeting ....

City of Unalaska Regular City Council Meeting

Tuesday, December 13, 2016, 6:00 PM Unalaska City Hall Council Chambers

AGENDA

Call to Order Roll Call Pledge of Allegiance Recognition of Visitors Additions to Agenda Minutes: November 22, 2016 Regular Meeting Financial Report Board/Commission Reports Awards/Presentations: Mayor Marquardt Appreciation Manager’s Report Project Update Report Community Input/Announcements Public Input on Agenda Items Legislative: 1. Declare seat CC-G vacant 2. RESOLUTION 2016-79: APPOINTING A MEMBER TO UNALASKA CITY COUNCIL SEAT CC-G 3. Oath of Office Public Hearing Work Session 1. Discussion: Marijuana Regulation in Unalaska 2. Discussion: UMC Financing 3. Discussion: Community Support Guidelines 4. Discussion: Title 2 Committee 5. Discussion: Juneau Banquet Reconvene to Regular Session Consent Agenda Unfinished Business New Business 1. ORDINANCE 2016-18 – FIRST READING: CREATING BUDGET AMENDMENT NO. 2 TO THE FISCAL

YEAR 2017 BUDGET INCREASING THE FINANCE DEPARTMENT BUDGET BY $156,176 TO COVER UNANTICIPATED PERSONNEL, RECRUITMENT & INVESTMENT SERVICES EXPENSES; INCREASING THE DEPARTMENT OF PUBLIC SAFETY BUDGET BY $60,000 FOR OPERATING GRANT & OTHER PROFESSIONAL SERVICES EXPENSES; TO ADD UNALASKA MARINE CENTER SECURITY FENCING PROJECT TO THE PORTS CAPITAL PROJECTS

2. ORDINANCE 2016-19 – FIRST READING: AMENDING UNALASKA CODE OF ORDINANCES CHAPTER

8.06, DEFINITIONS, TO DEFINE MARIJUANA BUSINESS, AND CHAPTER 8.12, ZONING, TO DEFINE THE ZONING DISTRICTS ALLOWING MARIJUANA BUSINESSES

3. MAYOR/COUNCIL TRAVEL: AML Winter Legislative Conference, February 21-23, 2017, Juneau Council Directives to Manager Community Input/Announcements Adjournment

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City of Unalaska Regular City Council Meeting

Tuesday, November 22, 2016, 6:00 PM Unalaska City Hall Council Chambers

MINUTES

The regular meeting of the Unalaska City Council was called to order at 6:00 pm, November 22, 2016, in the Unalaska City Hall council chambers. Roll was taken: PRESENT: Frank Kelty, Mayor Roger Rowland John Waldron Alejandro Tungul David Gregory Yudelka Leclere ABSENT: None Pledge of Allegiance: Mayor Kelty led the Pledge of Allegiance. Recognition of Visitors: Dempsey Thieman, PND; Paul Kendall, PND; Mark Morris; Morris Engineering Additions to Agenda: None. Minutes: The minutes of the City Council Regular Meeting held on October 25, 2016 and the minutes of the Special Meeting of the City Council held on November 7, 2016 were adopted as submitted. Financial Report: none. Board/Commission Reports: The minutes of the September 16 and 17, 2016 Planning Commission meeting were adopted as submitted. Awards/Presentations: none Manager’s Report: none Project Update Report: In the packet. Community Input/Announcements:

• PCR o Tree Lighting Ceremony o Christmas Event

• LifeMed o Services begin 12/4/2016

• Lions Club Travel Raffle Public Input on Agenda Items: None. Legislative: 1. Oath of Office: Mayor Mayor Frank Kelty was sworn into office. 2. Oath of Office: City Council Seat CC-C Council Member Roger Rowland was sworn into office. Public Hearing Work Session Rowland made a motion to move into Work Session; Leclere seconded. Vote: Motion passed by consensus. 1. Presentation: PND – 95% Design Completion – UMC Project Dempsey Thieman, PND gave a presentation: 95% Design Completion - UMC Project. Mark Morris, Morris Engineering gave an update on the electric component of the project.

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2. Discussion: Utility Rates Follow-up Dan Winters, Department of Public Utilities Director, presented a Utility Rates Follow-up. Public comment was taken from:

o Abi Woodbridge 3. Discussion: Marijuana Regulation in Unalaska Erin Reinders, Acting City Manager, led a discussion on Marijuana Regulation in Unalaska Public comment was taken from:

o Travis Swangel o Tom Bell o Abi Woodbridge

Reconvene to Regular Session Consent Agenda Unfinished Business New Business 1. RESOLUTION 2016-72: SUPPORTING FULL FUNDING FROM THE STATE OF ALASKA FOR THE HARBOR FACILITY GRANT PROGRAM IN THE FY 2018 STATE CAPITAL BUDGET Leclere made a motion to adopt Resolution 2016-72; Gregory seconded. Roll Call Vote: Tungul – yes; Gregory – yes; Leclere – yes; Rowland – no; Waldron – yes. Motion passed. 4-1. 2. RESOLUTION 2016-73: IN SUPPORT OF THE ADDITION OF PORT AND HARBOR EMPLOYEES TO THE LIST OF EMPLOYEES COVERED BY AS 12.55.135 Rowland made a motion to adopt Resolution 2016-73; Tungul seconded. Roll Call Vote: Gregory – yes; Leclere – yes; Rowland – yes; Waldron – yes; Tungul – yes. Motion passed. 5-0. 3. RESOLUTION 2016-74: CONFIRMING THE MAYOR’S APPOINTMENT OF TRAVIS SWANGEL TO THE UNALASKA PLANNING COMMISSION/PLATTING BOARD AND THE HISTORIC PRESERVATION COMMISSION Rowland made a motion to adopt Resolution 2016-74; Waldron seconded. Roll Call Vote: Leclere – yes; Rowland – yes; Waldron – yes; Tungul – yes; Gregory – yes. Motion passed. 5-0. 4. RESOLUTION 2016-75: AMENDING THE 2016 REAL PROPERTY TAX ROLL AND CERTIFYING THE 2016 SUPPLEMENTAL REAL PROPERTY TAX ROLL Rowland made a motion to adopt Resolution 2016-75; Tungul seconded. Roll Call Vote: Rowland – yes; Waldron – yes; Tungul – yes; Gregory – yes; Leclere – yes. Motion passed 5-0. 5. Mayor Travel – December 4-12, NPFMC, Anchorage, AK Leclere made a motion to approve travel for Mayor to attend NPFMC, December 4-12, 2016, Anchorage, AK; Rowland seconded. Vote: Motion passed. 5-0. Council Directives to Manager Community Input/Announcements Adjournment: The meeting adjourned at 9:46 pm. ____________________ Cat Hazen

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City Clerk

CITY OF UNALASKA Unalaska, Alaska

RESOLUTION NO. 2016-76

A RESOLUTION OF THE UNALASKA CITY COUNCIL EXPRESSING GRATEFUL APPRECIATION TO SHIRLEY MARQUARDT FOR TEN YEARS OF DEDICATED SERVICE TO THE CITY OF UNALASKA AS A CITY COUNCIL MEMBER, AND TWELVE YEARS OF HONORABLE SERVICE AS OUR MAYOR. WHEREAS, Shirley Marquardt was first elected to the Unalaska City Council in October of 1994, and won re-election as a Council Member in 1997, 2000 and 2003; and

WHEREAS, Shirley Marquardt was appointed Mayor in May 2004; was elected Mayor in October 2004; and won re-election as Mayor in 2007, 2010 and 2013; and

WHEREAS, Shirley Marquardt loves Unalaska, the people and the community, and unabashedly brags about them to anyone with a willing ear; and WHEREAS, Shirley Marquardt has been a tireless supporter of funding for the Unalaska City School District and numerous non-profit groups in the community; and WHEREAS, Shirley Marquardt is the long time President of the Unalaska Senior Citizens, and has advocated on their behalf for necessary funding and services; and WHEREAS, numerous capital construction and utility projects were completed during Shirley’s tenure as a Council Member and as Mayor, which provide the infrastructure and services enjoyed and utilized today by community members, and the fisheries and businesses operating here; and WHEREAS, Mayor Marquardt has been a trusted and knowledgeable advocate of Unalaska’s fisheries and the related support industries in our community, and has represented those interests with passion and purpose locally, within the State of Alaska, nationally and internationally; and WHEREAS, Mayor Marquardt recognizes that the geographic and environmental qualities that led to the economic success of Unalaska have statewide and strategic value beyond the Aleutian Islands, and has worked faithfully to advance understanding of the importance of the Aleutian region throughout the State, the nation and the world; and WHEREAS, Mayor Marquardt’s informed and plain-spoken approach to issues related to the Arctic seas has attracted the attention of leaders in other circumpolar nations, who have invited her to share her ideas about Arctic development and its effect on communities as a panelist at multinational conferences; and WHEREAS, the Pacific States/British Columbia Oil Spill Task Force awarded Shirley their 2008 Legacy Award for her work on the Aleutian Emergency Towing System, an innovative risk reduction measure for vessels operating in the Aleutian Islands; and WHEREAS, in 2011, the United States Coast Guard Commandant awarded Shirley the Meritorious Public Service Award for her outstanding dedication and support; and WHEREAS, Shirley Marquardt is a Past President of the Alaska Municipal League, the Alaska Conference of Mayors, and the Southwest Alaska Municipal Conference; and

WHEREAS, Shirley Marquardt was appointed by three successive Governors to the Marine Transportation Advisory Board; appointed by the Governor, Coast Guard and the Alaska Department of Environmental Conservation to represent the interests of local government on the Aleutian Islands Risk Assessment Advisory Panel; and was appointed by the Governor to the Alaska Marine Pilot Board.

NOW THEREFORE, BE IT RESOLVED that the Unalaska City Council expresses deep gratitude to Shirley Marquardt for her energetic, knowledgeable and passionate advocacy on behalf of the people of Unalaska, and the fisheries and support industries which make Unalaska great. PASSED AND UNANIMOUSLY ADOPTED BY A DULY CONSTITUTED QUORUM OF THE CITY COUNCIL OF THE CITY OF UNALASKA THIS 13th DAY OF DECEMBER 2016.

Signed by Mayor Frank Kelty and Council Members David Gregory, Roger Rowland

Alejandro Tungul, Yudelka Leclere and John Waldron Attested by City Clerk Cat Hazen

To: Mayor and Council From: David A. Martinson, City Manager Subject: City Manager’s Report Date: December 13, 2016 Light Cargo Dock: Turnagain Marine Construction is 98% construction complete with a few items remaining such as concrete surface and joint sealing which will be completed in the spring when warmer weather arrives. Corps of Engineers required mitigation cleanup of debris along the Spit on both sides of the LCD is complete. Last Saturday the LCD was in use with the crabber, F/V Pavlof, moored and dock operations in progress. Total Budget for this project was estimated at $4,245,650.00 and we anticipate the actual cost at $3,018,486.45 for a savings of $1,227,163.55 which will go back into the Ports Funds.

Planning Director: We are in the process of telephone interviews as we look to hire a new Planning Director. We had six applications and are interviewing three candidates. Our hope is to narrow the field to one or two candidates to bring out to Unalaska for a face-to-face interview in the latter part of January. PCR Director: We are on schedule to have our new PCR Director, Roger Blakely, arrive to work the first week of January. We are setting him up to hit the ground running as soon as he arrives. We are looking forward to this arrival. Federal Highway Funds: We continue to be engaged with the State on the use of the $6.5M in federal highways funding that Council chose to earmark for the UMC project. What we recently learned is that AKDOT has certain authority over that earmark that has the potential to both delay the project and reduce the amount of money from the earmark that will actually be used for construction. Apparently, there is a stewardship agreement between the Feds and AKDOT that requires or allows (not sure which but are working it) AKDOT to administer those funds which includes the review for the Federal EA (this was expected) and final say on the design, and control over the entire project including bid docs, contract award and administration, project oversight etc. If the State requires they be involved to the extent that none or limited funds are available for construction we will return the funding which will have to go back to the federal government.

CITY OF UNALASKA UNALASKA, ALASKA

RESOLUTION 2016-79

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UNALASKA APPOINTING A MEMBER TO UNALASKA CITY COUNCIL SEAT CC-G WHEREAS, Unalaska City Code Section 2.12.050(a)(3) states that the office of a City Council member is vacated when that Council member resigns and the resignation is accepted by Council; and WHEREAS, City Council Member Frank Kelty resigned from City Council Seat “G” upon becoming Mayor; WHEREAS, the Unalaska City Council accepted the resignation of Frank Kelty and declared Council Seat “G” vacant; and WHEREAS, the City Council advertised the vacancy for interested persons and considered all letters of interest timely delivered; NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Unalaska appoints ____________________________ to City Council Seat “G”. PASSED AND ADOPTED BY A DULY CONSTITUTED QUORUM OF THE UNALASKA CITY COUNCIL THIS 13TH DAY OF DECEMBER, 2016. ____________________________________ MAYOR ATTEST: ____________________________ CITY CLERK

CITY OF UNALASKA OATH OF OFFICE I, ___________________, DO SOLEMNLY SWEAR THAT I WILL HONESTLY, FAITHFULLY, AND IMPARTIALLY PERFORM THE DUTIES OF A MEMBER OF THE UNALASKA CITY COUNCIL IN TRUE ACCORD WITH THE CONSTITUTION OF THE UNITED STATES OF AMERICA, THE LAWS OF THE STATE OF ALASKA, AND THE CODE OF ORDINANCES OF THE CITY OF UNALASKA. I TAKE THIS OATH FREELY, WITHOUT THE LEAST EQUIVOCATION, MENTAL RESERVATION, OR SELF-EVASION OF MIND, WHATSOEVER. __________________________________ COUNCIL MEMBER SUBSCRIBED AND SWORN TO BEFORE ME, THIS 13TH DAY OF DECEMBER 2016. __________________________________ CITY CLERK

Marijuana Discussion… Review and Follow-Up

Consensus Reached & No Further Action Required

• Council will not set additional limits on the size of licensed grow facilities – State licenses grow facilities as standard or limited (less than 500SF)

• Council will defer to State Regulation for types of products – State restricts the manufacturing or selling of adulterated food or drink; items

that closely resembles a familiar food or drink including candy; items that are packaged to look like candy or in bright colors or cartoon characters, pictures or images that would appeal to children

– If after the business begins and it is determined that some types of products warrant tighter regulation Council can do so

• Council will not explore an Excise Tax on marijuana – Based on amount of goods sold and can be applied to any transaction in the

production chain – Excise tax cannot be placed on alcohol

Consensus Reached & Action Required

• HOURS OF OPERATION. Ordinance to be drafted and voted on by City Council for hours of operation, which will follow current ordinance for alcohol retail sales… – Monday 8:00am through Tuesday 2:00am – Tuesday 8:00am through Wednesday 2:00am – Wednesday 8:00am through Thursday 2:00am – Thursday 8:00am through Friday 2:00am – Friday 8:00am through Saturday 3:00am – Saturday 8:00am through Sunday 3:00am

Consensus Reached & Action Required

• ZONING. Ordinance to be voted on by City Council designating zoning districts for marijuana businesses, as recommended by the Planning Commission… – General Commercial: Retail Marijuana Stores only – Marine-Related/Industrial: All commercial businesses (Retail

Marijuana Stores, Marijuana Cultivation Facilities, Marijuana Product Manufacturing Facilities, and Marijuana Testing Facilities)

– Marine-Dependent/Industrial: All commercial businesses (Retail Marijuana Stores, Marijuana Cultivation Facilities, Marijuana Product Manufacturing Facilities, and Marijuana Testing Facilities)

First Reading by Council is

Tonight

Follow-Up Requested: BUFFER

• Last Council Meeting: – Per State Statute, licensed marijuana facility will not be within 500 feet of a

school ground, a recreation or youth center, a building in which religious services are regularly conducted, or a correctional facility

• Questions from Last Meeting: – If the license premises exist before the school/church/youth center, the licensed

premise can continue to operate, including renewing its license. However, if the license is revoked for any reason, a new one cannot be obtained for the premises as long as the school/church/youth center remains.

• Recommended Additional Locations for Buffer through Ordinance: – Planning Commission recommends adding City Parks as they are used by youth. – Planning Commission recommends adding the Airport as it is a transportation

hub. Another transportation hub is the Unalaska Marine Center , and may be considered as well.

Follow-Up Requested: NUMBER OF BUSINESSES

• Last Council Meeting: – Staff recommends Council not limit the number of businesses – Should Council choose to limit the number of businesses, staff recommends Council

limit only retail businesses and use the same criteria for Alcohol retail sales (1 store per 3,000 people, which would be a total of 2 retail stores for Unalaska)

• Other Types of Liquor Licenses: – AS 04.11.400 defines the distribution of liquor licenses based on population and

location. – For every 1,500 or fraction thereof of population count, one restaurant/eating place

license is authorized. Such licenses allow the establishment to serve only beer and wine. (Unalaska is allowed 3 restaurant/eating place licenses)

– For every 3,000 or fraction thereof of population count, one beverage dispensary license is authorized. (Unalaska is allowed 2 beverage dispensary licenses)

– For every 3,000 or fraction thereof of population count, one package store license is authorized. (Unalaska is allowed 2 package store licenses)

– Beverage dispensary and restaurant/eating place licenses that are designated as tourism, convenience, or airport do not count as licenses based on population.

Follow-Up Requested: ADDITIONAL SALES TAX

• Last Council Meeting: – Keep Unalaska’s current 3% sales tax, which requires no action – AK Statutes allow municipalities to place additional sales taxes on

marijuana subject to voter approval – Additional sale tax for marijuana could include alcohol and tobacco

• Other Communities: – Juneau 5% general sales tax, additional 3% on alcohol and marijuana – Anchorage and MatSu no general sales tax, additional 5% on marijuana

• Options Discussed at Last Council Meeting: – No action, keep at 3% – Pass ordinance and go to voters with additional __% for marijuana and

alcohol products – Pass ordinance and go to voters with additional __% for marijuana,

alcohol, and tobacco products

CITY OF UNALASKA UNALASKA, ALASKA RESOLUTION 2016-78 A RESOLUTION OF THE UNALASKA CITY COUNCIL ADOPTING THE REVISED GUIDELINES, APPLICATION, EVALUATION SHEET, AND AUTHORIZING ADMINISTRATION STAFF REVIEW TO AND REPORT ON APPLICATION SUBMISSIONS FOR THE COMMUNITY SUPPORT PROGRAM WHEREAS, the Unalaska City Council has a history of providing funding assistance for the community’s non-profit and community service organizations that dates back to 1975; and WHEREAS, from 1992 through 1995, as community needs grew, the Unalaska City Council requested assistance from the Unalaska Health and Human Services Committee from 1992 through 1995 to review requests for funding and to make recommendations to the Unalaska City Council and, in so doing, formalized the Community Support Program; and WHEREAS, in 1996, with the Unalaska Health and Human Services Committee no longer active, the Mayor appointed a committee to review applications for funding and to make recommendations to the Unalaska City Council on an annual basis prior to budget preparations; and WHEREAS, in December of 2002, in order to provide equity and prudent stewardship of the program, the Unalaska City Council developed program guidelines in the allocation of funds; and WHEREAS, 0n December 8, 2003 the Unalaska City Council adopted revised guidelines to clarify the program; WHEREAS, the Unalaska City Council has continued to refine the administration of the community support program by revising the guidelines on December13, 2005, December12, 2006, December 28, 2010 and December 8, 2015; and WHEREAS, City staff has identified opportunities to further improve the program by updating and streamlining the application, application evaluation sheet and accompanying guidelines, and by changing the committee review process so that Administration Staff shall review requests for funding and provide a review report to the Unalaska City Council on an annual basis prior to budget preparations; so NOW THEREFORE BE IT RESOLVED that the Unalaska City Council adopts the City of Unalaska Community Support Program Revised Guidelines, Application, Application Evaluation Sheet, dated December 27, 2016, and here forth authorizes Administration Staff to review requests for funding and to provide an annual review report to Unalaska City Council in order to streamline the application and review process, and to provide more refined parameters for the Community Support Program. PASSED AND APPROVED BY A DULY CONSTITUTED QUORUM OF THE UNALASKA CITY COUNCIL THIS ____DAY OF DECEMBER 2016. ________________________________ MAYOR ATTEST: _______________________________ CITY CLERK

MEMORANDUM TO COUNCIL

TO: MAYOR AND CITY COUNCIL MEMBERS

THROUGH: DAVID A. MARTINSON, CITY MANAGER

FROM: DEBRA HANSON-ZUEGER, RISK MANAGER

DATE: DECEMBER 6, 2016

SUBJECT: RESOLUTION 2016-78: A RESOLUTION OF THE UNALASKA CITY COUNCIL ADOPTING THE REVISED GUIDELINES, APPLICATION, EVALUATION SHEET, AND AUTHORIZING ADMINISTRATION STAFF TO REVIEW AND REPORT ON APPLICATION SUBMISSIONS FOR THE COMMUNITY SUPPORT PROGRAM

SUMMARY: Every year, City Council reviews the Community Support Program processes, program guidelines, application forms, application scoring form, and funding cap, as well as the composition of the review committee. Staff requests Council’s concurrence for the FY18 grant cycle on the application availability date of no later than December 28, 2016, and the completed application due date of Wednesday, February 1, 2017. In addition, staff recommends the revisions to the Community Support Program as outlined in this memorandum and approval of Resolution 2016-78.

PREVIOUS COUNCIL ACTION: Council adopted the Community Support Program Guidelines and approved the application evaluation form through Resolution 2002-88 on December 17, 2002. The policy was revised on December 8, 2003 through Resolution 2003-76. The policy was revised on December 13, 2005 prior to the FY07 funding year, at which time some minor changes were made: the City’s old account codes were replaced by the new MUNIS account numbers in the guidelines, and the grace period for submitting audited financial statements was extended from six to seven months. The policy was revised on December 12, 2006 through Resolution 2006-57 to clarify the role, function and size of the review committee. Council revised the program in 2010 through Resolution 2010-75 to correct confusing sections in the application. In 2015, through Resolution 2015-68, Staff streamlined the program guidelines and application in order to reduce the sheer number of application pages required for review.

BACKGROUND: Over the years, the Community Support Program has grown in popularity, cost, and administrative complexity. In FY90, for example, the Council gave a total of $103,381 to five organizations yet by FY17 the total support given to nine non-profits totaled $1,130,619. Prior to 1996, Council made the funding decisions on requests submitted by non-profits as they came in. From 1996 through 2005, Council appointed special committees to review and evaluate the applications and to make funding recommendations to Council. Due to growing difficulty in finding people to serve on the review committee and in an effort to streamline the process, Council chose to appoint smaller three-member committees, consisting of the Mayor, Assistant City Manager, and a Member of the Public, each year from FY06 through FY17. The committee reviews the applications and scores them using the evaluation form developed by the Council. The committee does not, however, make funding recommendations to Council.

DISCUSSION: While the changes in the Community Support Program approved in December of 2015 were helpful and give applicants and Staff a consistent set of guidelines to follow, there is still a need to refine and update the Community Support Program processes, policies, and documents even further. Staff has revised the Guidelines, Application, and the Evaluation Sheet in our continued efforts to improve the efficiencies and effectiveness of the Community Support Program and recommend the proposed changes outlined below: Guidelines:

• Grant requirements have been reformatted to reduce confusion and duplication: o The guideline document was reformatted and rearranged into two basic sections, the General

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Guidelines section, which explains procedure and process when applying for grant funds, and a Grantee Responsibilities section, which explains requirements to manage the grant funds.

o Grant requirements were scattered among the grant agreement, guidelines, and application. Now the grant requirements are all in the Guidelines. The Guideline document is now the definitive document containing program policy, process, and requirements.

• Application review process has been streamlined: o Staff is proposing that Administration Staff conduct the initial review and evaluation of the

Community Support application submissions, instead of a review committee, in order to make the process more efficient.

o The Mayor and Council will still receive a summary report along with the applications, as usual. The applications will still be subject to public questions, comment, and discussion during Council workshops and meetings.

• Grantees responsibilities have been clarified and outlined: o Grantees will be required to have a representative present at all City Council meetings when the

agenda contains Community Support business in order to answer Council questions. o Grantee Responsibilities, Section III, Use of City Funds was clarified and the reporting amount

requirement was increased from $1,500 to $2,500. This means Grantees do not have to immediately contact Administration when moving $2,500 or less within a budget category, but rather can wait until the next reporting period to submit a revised budget.

o This same section clarifies that Administration will manage Grantee budget changes, within the same budget category up to $5,000 and Council will be notified. Grantee budget changes over $5,000, and transfers between budget categories will go directly to Council for review.

• Reporting requirements for Grantees have been redefined and standardized: o Grantees receiving more than $25,000 were changed from requiring a report every quarter, or four

reports annually, to requiring a Mid-Year and End of Year report, or two reports annually. In addition to requiring two reports annually, Grantees are also required to immediately notify Administration between reporting periods if certain budget or organizational changes occur. The City reserves the right to require more frequent reporting if needed. Two reports per year is an adequate measure to ascertain whether or not Grantees are in compliance with grant requirements.

o Grantees awarded less than $25,000 for an ongoing program and requirements for Grantees receiving less than $25,000 for a single program or event were combined, as they are the same.

o In Section IV, Reporting Requirements, Grantees will be required to use the format and Reporting Workbook which contains the Financials and Goals spreadsheets. This standardizes all Grantees required reports which makes them easier to review.

Application:

• Staff has set the application availability date for no later than Wednesday, December 28, 2016, and the due date for completed applications for Wednesday, February 1, 2017.

• The title page was edited to match the titles of the sources of income with the new revenue budget spreadsheet categories, to add the budget categories section that City money will be funding, and to indicate whether or not the Grantee attended a City Community Support Program Orientation Workshop.

• The number of goals and objectives was changed to “at least one, but not more than three.” This is a reduction from three goals.

• The estimated expenditure and revenue budget spreadsheets were revised based on input received from current Grantees. The expenditure spreadsheet now has more budget category choices and was merged with the budget summary for a more comprehensive picture of the applicants’ proposed budget. In addition both the revenue and expenditure spreadsheets calculate percentages, so that the percentages and amounts are no longer required in the budget narrative.

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• After discussion with the Finance Department, Letter S of the Attachments Section requires the most recent full fiscal year summary report of actual income and expenses, instead of two years. An optional spreadsheet was also provided for Grantees for reporting purposes.

• Letter H of the Attachments Section requires verification of non-profit status by providing a letter of tax exempt status and verification of the required annual IRS filing.

Evaluation Sheet: • Staff is proposing that the score sheet be changed to an evaluation sheet, which would still allow for the effective

and efficient review of the application, but would not result in a specific numerical score. The evaluation sheet contains the same elements as the score sheet, but is not scored. In the past the numerical score has added little to the overall evaluation process. A score of 85 and a score of 100 each can be fully funded. The evaluation sheet will also still point out strengths and weaknesses in the applications themselves so as to provide feedback to the non-profits so that they may improve future applications.

ALTERNATIVES: Through approving Resolution 2017-78, City Council is supporting the revisions to guidelines, application, and evaluation form sheet, and allowing Administration staff to conduct the preliminary application review (no grant review committee). Alternatively, Council could accept some of the changes, suggest additional changes, or support no revisions.

FINANCIAL IMPLICATIONS: Council sets the annual funding level for the Community Support Program with their budget goals in January. The total community support funding available is calculated using an established formula which is 3.4642% of the average revenue for the General Fund and Bed Tax fund for the five most recently completed fiscal years. There are no financial implications due to changes in the Community Support Program guidelines, processes or documents. Any implications depend on the amount Council sets as the FY18 funding goal for the program. Last year the formula derived $1,130,619 as the Community Support Program funding cap. STAFF RECOMMENDATION: Staff recommends approval of Resolution 2016-78. PROPOSED MOTION: I move to approve Resolution 2016-78. CITY MANAGER’S COMMENTS: The changes proposed to the Community Support Program process and guidelines increase the effectives and efficiencies of the program, and clearly outline the expectations for all involved. I support the revision and the resolution.

of 7 City of Unalaska FY18 Community Support Program Guidelines

City of Unalaska

FY18 Community Support Program Guidelines


CITY OF UNALASKA Community Support Program

GENERAL INFORMATION Purpose: The City Council of the City of Unalaska has established a Community Support Program to provide funds in the form of annual grants to assist with the operating budgets for local and regional non-profit agencies that provide health and safety resources or the enhance the quality of life for residents of Unalaska. All City funds awarded under the Community Support Grant program must directly benefit the community of Unalaska.

Scope: Funding through the Community Support Program is available to local and regional non-profit entities whose requests meet the described purpose of the program for the delivery of local programs and services, or programs and services that provide direct benefits to local residents.

Eligibility: Entities eligible for the program shall be community-based and regional non- profit organizations that are tax exempt under §501(c) of the Internal Revenue Service Code. Eligible entities must use City funds for the delivery of local programs and services that provide health and safety resources or enhancement of the quality of life for residents. All eligible non-profits wishing to apply for City funding must complete an application.

General Program Guidelines

Application: • Applications will be made available at City Hall each year based on the City’s annual budget

preparation calendar. All interested, eligible, non-profit entities must complete and submit an application. Assistance is available through the City of Unalaska, Department of Administration. Applicants must abide by all requirements set forth in the application.

Submission of Application: • Completed applications must be submitted to the City of Unalaska on the application form(s)

provided by the City, in the format and order outlined in the application, must include all required attachments, and must be submitted by the deadline set in the application.

Administrative Review • Administration shall review all submissions. If an application is missing information, or

other corrections are needed, the applicant will be contacted and given seven calendar days, starting the day after contact, to submit a correction. If the applicant declines the correction offer, or a corrected application is not submitted by the correction deadline, the original application will stand as the official submission.

• After review, Administration will prepare a summary. The summary, along with the applications, will be submitted to City Council.


City Council Review and Evaluation: City Council will review all grant applications. In an effort to avoid conflicts of interest and to promote fairness, any Council Member who is an employee, board member, or has any other association with an agency that has applied for City funding, should recuse themselves from the application review of their associated agency. Applications will be reviewed and evaluated as follows:

1. Copies of applications and Administration’s summary will be provided to City Council. Applications will be evaluated by Council based on:

• applicant responses and adherence to application requirements; • timeliness and completeness of submission; and • overall funding available based on the funding formula.

For agencies receiving previous funding from the City, in addition to the above, the following below will also be taken into consideration:

• timeliness of required reporting from the previous grant year; • adherence to grant management requirements; • agency performance as demonstrated through reports and financial audits as required for

each agency; and 2. City Council will determine the Community Support Program total funding available based

on 3.4642% of the average revenue for the General Fund and Bed Tax fund for the five most recently complete fiscal years.

3. During the City’s budget cycle, grant applicants are required to provide a representative to attend Council meetings when the agenda contains Community Grant business to provide additional information and answer any questions Council may have regarding their agency’s application.

4. After reviewing all Community Grant submissions, Council will determine grant recipients and funding levels.

Disbursement of Grant Awards:

Grantees will be notified of their awards by the City Department of Administration. Upon receipt of this notification, the Grantee shall sign a grant agreement with the City. Awards under $25,000 are disbursed in August of 2017, in one lump sum. Awards $25,000 and over will be disbursed in equal monthly payments, beginning in July of 2017. Grant payments will be mailed to the Grantee’s address listed in the application paperwork unless other arrangements have been made. Programs will not be funded retroactively.


GRANTEE RESPONSIBILITIES Administering the Community Support Grant

Grantee shall manage grant funds in accordance with this City of Unalaska FY18 Community Support Program Guidelines adopted by Unalaska City Council. Grantee shall abide by the requirements set forth in these guidelines, the grant agreement, and the grant application.

I. General Responsibilities:

1. All Grantees shall sign a grant agreement prior to the disbursement of funds.

2. To the extent consistent with the purpose for which funds are made available under this program, the services and facilities provided by the grantee will be available to the general public, and Grantee shall not discriminate in the administration of these services based on race, religion, color, national origin, age, sex, physical or mental disability, marital status, changes in marital status, pregnancy, or parenthood.

3. All promotional or printed material for any program funded in whole or in part through the City of Unalaska Community Support Program shall include the following statement: “This program is partially funded by the Citizens of the City of Unalaska.”

II. Financial Management

4. The Grantee shall establish and maintain a financial management system conforming to generally accepted accounting principles.

5. The financial management system shall do the following:

• Provide accurate, current, and complete disclosure of all financial transactions relating to the City of Unalaska Community Support Program;

• Track City grant funds in a separate account in the agency’s accounting system; • Effectively control and account for all City funds and property and/or equipment

purchased with those funds; and • Provide accounting records supported by source documentation from the

agency’s accounting system.

III. Use of City Funds

6. Grantee shall expend City grant funds only to perform the services, functions and activities described in the FY18 grant application and budget approved by Unalaska City Council.

7. Grantee must contact Administration immediately for the following budget changes: Please

submit change(s) in writing, explain the reason for the change, and provide a copy of the revised budget:

• Any change within the budget category greater than $2,500; • Any transfer of funds between budget category; • Use of funds which would deviate from the budget category on the original budget; and


• If a position funded by the City becomes vacant it must be reported to Administration immediately, and a new budget plan submitted for review as soon as possible;

• Budget changes under $2,500, though not immediately reportable, must still be shown on a revised budget submitted with the next required report.

8. Budget changes are reviewed by Administration and Council. Changes within a budget category

that do not exceed $5,000 will be reviewed and processed by Administration with Council review. Changes within a budget category in excess of $5,000, or transfers between budget categories will be submitted directly to Council by Administration for review.

IV. Return of City Funds

9. Unexpended funds: All FY18 unexpended grant funds will be returned to the City of Unalaska by August 15, 2018. Requests to reallocate unexpended FY18 funds must be submitted to Administration by June 1, 2018.

10. Unauthorized use of funds: Any funds not spent as authorized in the grant will be subject to review and return.

11. Failure to fulfill the terms of the Agreement: Should a grantee fail to fulfill the terms of the application and agreement with the City, or should a grantee, for any reason, no longer provide the services identified in the application, unexpended funds will be returned to the City. Additionally, equipment purchased with City funds will be returned to the City within thirty (30) days of the failure of the entity to fulfill the terms of the grant awarded by the City

V. Reporting Requirements Grantees will submit reports to City Council as required. Frequency of reporting and requirements are based on the amount of funding received. The City reserves the right to require additional or more frequent reporting.

12. Grantees receiving less than $25,000 per year from the City of Unalaska for an ongoing program, or a single program or event shall submit the following:

• Annual Report (due August 31, 2018): report shall describe the success of the program, how the goals and objectives set forth in the program were met, and shall contain a financial report detailing the expenditure of City funds.

13. Grantees receiving more than $25,000 per year from the City of Unalaska shall submit the

following:

• Mid-Year Report (due January 31, 2018). Contains the information for FY18 quarters 1 & 2 and will consist of:

Cover letter: written on grantee’s letterhead, addressing City Council. Cover letter should contain the time period of the report and explain that which cannot be reflected in the financial or goals’ report spreadsheets.

Financial report spreadsheet: Using the spreadsheets provided by the City, complete FY18 quarters one and two on the spreadsheet, and include as backup, the financial


documents printed from the software program used to manage the grant. Goals report spreadsheet: Using the spreadsheets provided by the City, complete

FY18 quarters one and two on the spreadsheet.

• Final report (Due August 30, 2018) contains the information for quarters three and four and summarizes the entire year:

Cover letter with brief annual wrap up commentary: on grantee’s letterhead, addressing City Council. Should contain the time period of the report. should contain financial and goal highlights for quarters three and four, then summarize the entire year, including how fiscal year ended up (was money returned?), and a goals summary (were goals met?).

Financial report spreadsheet: Using the spreadsheets provided by the City, complete FY18 quarters three and four to complete the spreadsheet. Include as backup for the whole year, the financial documents printed from the software program used to manage the grant.

Goals report spreadsheet: Using the spreadsheets provided by the City, complete FY18 quarters three and four to complete the spreadsheet.

• Financial Audit (due 7 months after the Grantee fiscal year end): grantees receiving

$25,000 or more shall submit an Audited Annual Financial Statement performed by a recognized CPA firm within seven (7) months after the Grantee’s fiscal year end.

14. Grantee must notify the City immediately of the following:

• Grantee is no longer able to deliver programs or services as described in the approved application and budget, for whatever reason;

• Grantee is no longer able to abide by the terms and conditions of these guidelines or the signed grant agreement, for whatever reason; and

• Grantee’s non-profit status has changed. Failure to submit reports or to notify City as required in a timely manner may result in immediate cessation of all current grant funding. Future grant applications may not be considered if a grantee fails to meet its reporting and notification requirements, or if reports are consistently submitted late, or Grantee fails to notify the City as required. Reports may be hand delivered to City Hall, Department of Administration, emailed, or mailed. Other notifications, etc. may be reported via telephone. City of Unalaska Dept. of Administration; c/o Risk Manager PO Box 610, Unalaska AK 99685 Email: [email protected] Phone: 907 581-1252 or 581-1251 ext. 1202 Fax: 907 581-4469

mailto:[email protected]


VI. Insurance Grantees receiving $25,000 or more must provide a current certificate of insurance reflecting the following coverage:

• Commercial General Liability: insurance of not less than $1,000,000 per occurrence • Workers’ Compensation: coverage no less than is required by Alaska State Statute • Professional Liability: required for agencies providing medical, legal and/or counseling

services • Additional Insured: The City of Unalaska shall be named as an additional insured on

all policies except Professional Liability and Workers’ Compensation • Waiver of Subrogation: a waiver of subrogation in favor of the City of Unalaska must

be in place • All policies must have a 30 day cancellation clause

VII. Licenses Grantee shall obtain and maintain current all local, State, and Federal professional and business licenses required for operation, and comply with all required local, State, and Federal regulations and requirements.

VIII. Tax Exempt Status Grantee shall submit all annual paperwork required to keep and maintain tax exempt status. Loss of tax exempt status may result in loss of City funding.

POLICY HISTORY

12/17/02 Council adopted Community Support Guidelines by Resolution 2002-88.

12/08/03 Revised by Resolution 2003-76. 12/13/05 Revised by Resolution 2005-75. 12/12/06 Revised by Resolution 2006-57.

12/28/10 Revised by Resolution 2010-75. 12/08/15 Revised by Resolution 2015-68. 12/28/16 Revised by Resolution 2016-78.

CITY OF UNALASKA FY18 COMMUNITY

SUPPORT APPLICATION

2 City of Unalaska FY18 Community Support Application

CITY OF UNALASKA FY18 COMMUNITY SUPPORT SUBMISSION & FORMATTING REQUIREMENTS

The application and attachments must be submitted on the forms provided, in the format requested, and in the order outlined in these instructions. Deviation from the given instructions, formatting, etc., may disqualify the application. If you have any questions, or if you need assistance, please contact the Risk Manager at 581-1251, ext. 1202, or email at [email protected].

DEADLINE & APPLICATION PACKET FORMAT REQUIREMENTS:

Completed application packets are due by 4:00 p.m., Wed., Feb. 1, 2017. Late or incomplete packets may affect funding.

Please note completed application packets must include:

• One electronic copy of the completed application, AND • One, unbound, one-sided, hard copy of the completed application

The electronic copy may be emailed or submitted on a thumb drive (no CD’s or DVD’s please).

SUBMITTING COMPLETED APPLICATION PACKETS:

• Email: you may email the electronic copy AND mail or hand-deliver the hard copy. Please email

to [email protected]. The Risk Manager will send a return email acknowledging the application was received. If you do not receive a return email, please contact the Risk Manager at 581-1251, ext. 1202, to make sure the application was received;

• Hand Deliver: deliver the electronic copy, on a thumb drive, AND a hard copy to the Risk Manager’s office located in Administration, at City Hall, by the deadline;

• Mail: mail the electronic AND hard copy to: City of Unalaska, Attn: Risk Manager, P.O. Box 610, Unalaska, AK 99685. Mail must be postmarked by midnight on Wednesday, February 1, 2017;

• Fax: faxed hard copies of the completed application packet will be accepted if the Risk Manager is contacted in advance, and the faxed copy is received by the deadline. Applications may be faxed to (907) 581-4469. An electronic AND original hard copy must be mailed immediately.

APPEARANCE OF THE APPLICATION

A. Page Format: The application must be typed using a font size no larger than 12 and no smaller than 10.

One inch margins must be maintained on the top, bottom and sides of each page. B. Page Restrictions: Please follow the page restrictions for each section. Do not add extra items. C. Page Order: Please arrange the pages using the Roman numerals and capital letters in the order they

appear in the application as shown below:

I. EXECUTIVE SUMMARY

A. Executive Summary: Your narrative. . . . .

II. ORGANIZATION INFORMATION

B. Organization Description: Your narrative. . . .and so on. . . . .

D. Pagination: Each page of the application should be numbered, and continuous pagination should be used for the application and attachments. Page number one should be the Executive Summary and Mission Statement page. (The Application Title Page is the first page, not numbered)

E. Footer: Please format footer like the one on the bottom of this page, substituting your organization’s name in place of City of Unalaska.

mailto:[email protected]


CITY OF UNALASKA FY18 COMMUNITY SUPPORT

APPLICATION TITLE PAGE

ORGANIZATION: _________________________________ FORMED: _________________ MAILING ADDRESS: ________________ CITY ________________ STATE____ ZIP_____________

CHIEF EXECUTIVE’S NAME & TITLE: CONTACT’S NAME & TITLE (if different): TELEPHONE NUMBER: FAX NUMBER: EMAIL: ______________________ AMOUNT OF FY18 REQUEST: $ _______________________ AMOUNT OF FY17 AWARD: $ ______________________

Organization’s Fiscal Year: From______________ to _______________

Total Program Budget: __________________ Organization Budget: ___ __

(The amount you are requesting from the City) (Your entire organization’s budget))

SUMMARY OF FY18 SOURCES OF INCOME:

Grants City % Fees/Earned Income % State % Fundraising % Federal % In Kind % Other % Other % Please list the primary budget categories the City will be funding (do not include sub items): Did applicant attend a City Grant Orientation/Help Workshop? Yes _____ No _____ *Have there been any changes in the organization’s non-profit status? Yes ____ No ____ *Is the organization listed above in good standing with the IRS? Yes ____ No ____ By signing below, the chair/president of the Board of Directors and the Director/Executive acknowledge all contents of this application have been reviewed and approved by the Board of Directors. The signatures further indicate that all contents of the City of Unalaska Community Support FY18 Application packet and the Community Support Guidelines, both approved by the Unalaska City Council, have also been reviewed and will be followed by the organization. ___________________________ __________________ Chair/President, Board of Directors Date ______________________________________ ________________________ Director/Executive Director/General Manager Date


City of Unalaska FY18 Community Support Application PLEASE LIMIT THE LENGTH OF THE ENTIRE PROPOSAL, EXCLUDING ATTACHMENTS, TO A TOTAL OF FIFTEEN (15) PAGES (see page limits after main titles). I. EXECUTIVE SUMMARY(one (1) page)

A. Executive Summary (brief statement of the need being addressed, brief description of the planned

project as it addresses the identified need, and amount of funding requested for FY18); II. ORGANIZATION INFORMATION (five (5) pages)

B. Organization Description: Include Mission Statement and a brief summary/outline of the programs/services that are currently being offered in the community;

C. Organization History and Experience: Describe the organization’s history and experience in delivering programs/services in the community;

D. Community Relevance: List any similar organizations/programs/services, how your organization differs, and how your organization currently works cooperatively with similar organizations;

E. Program/Service Delivery: Explain how management, staff, and volunteers in your organization deliver programs/services to the target population.

F. Director/Staff/Volunteer training: Briefly describe how the organization trains directors, managers, employees and volunteers.

G. Director and Staff Evaluation: Are the Director and Staff evaluated regularly? Please describe the method of evaluation and how often it occurs.

H. Governing Body/Board: Provide a current list of board members including the following information for each member: board tenure, training, and organization affiliations, if any. Explain the role of the board or governing authority in your organization. Does the Board conduct self -evaluations?

I. Program Evaluation: How does the organization measure the program’s success or effectiveness? III. PROPOSAL (six (6) pages, not including budget sheets)

J. Need: Describe the community need(s) this proposal will address; K. Target Population: Describe the target population(s) the organization will serve, how the target

population will benefit, and how the community will benefit as a whole. L. Proposal Description/Proposed Project: Describe/explain the proposed services or program. How will

it serve the target population(s) needs? How will the program/services be adjusted to changes in the target population’s and community’s needs?

M. Goals & Objectives: List at least one (1), but not more than three (3) primary goals, objectives, timeline, and anticipated impact; N. Other Resources: Describe the organization’s other potential and actual sources of non-monetary

support for this proposal (i.e. volunteers, other community organizations, etc.); O. Program Budget & Narrative: Spreadsheets: Use the Estimated Revenue and Expenditure Budget

Spreadsheets provided. Keep budget categories and their order the same. Enter zero in the budget category(s) that do not pertain to your organization and add budget categories if necessary. You may change the budget category detail to fit your organization. Budget Narrative: Expenditures: Please list the budget category, then detail item, and provide a brief description/narrative. (Example: In the Personnel category-General Manager: “This position leads our organization…”). Revenues: List and briefly describe each source of revenue. Clearly explain any requests for an increase or decrease in funding from the City.

P. Financial Management: Describe how the organization plans to administer City grant funds to assure financial accountability.

IV. GOALS ANALYSIS/CHANGES FROM PREVIOUS YEAR’S PROGRAM (three (3) pages)

Q. Goals & Objectives: Discuss: Were the previous years’ goals//objectives were met? If not, why? What changes will be made to accomplish future goals and objectives?

R. Significant Changes from Previous Year: Discuss any significant changes in your organization in the following areas: Changes in the Target population; Changes in need; program/service additions or reductions; Changes in staffing patterns or positions; Changes in the Governing Body; Any other significant changes.


City of Unalaska FY18 Community Support APPLICATION ATTACHMENTS

Please attach the following behind the narrative portion of the application: S. Summary report of actual income (show funding sources) and expenses for the last full

fiscal year (FY16). Please use the spreadsheets provided and provide documentation from your organization’s accounting software for back up (Example: Quick Books or other accounting software report).

*Note - If you have been using the City Quarterly Reporting Expenditures and Revenue Spreadsheets, you may submit the completed spreadsheets and backup after modifying the title of the Expenditure and Revenue sheets to read: “City of Unalaska Community Support FY16 Financial Summary” and adding your organization’s name in the title.

T. Most recent audited financial statement (required if requesting $25,000 or more). U. Proof of Non Profit Status:

• Verification Letter of tax-exempt status; AND, one from below: • Current proof of filing copy of IRS E-post card, 990N, • Current proof of filing IRS 900 or 990EZ Form, or • Other current proof of IRS filing. (Do not attach the entire tax return, just proof that the required IRS paperwork was filed)

V. Letters of recommendation (OPTIONAL, limit 3). Please do not solicit letters from the Mayor, City Council Members, or City Administration. Letters must be submitted with application. Do not have letters mailed separately.

Notes:

• Please keep total pages to 15, not including budget spreadsheets and attachments. Do not change the order of the application.

• Some adjustments may be made to the section totals, for example, if 7 pages are needed in Section III, section IV could be adjusted to 2 pages.

• Do not deviate significantly from the given format. • You may have less than 15 pages. • Sometimes, some things just don’t change. • You may request a completed sample budget.

Please attach requested information only. If additional information is needed your organization will be contacted.

Estimated Revenue Total -$ #DIV/0!

Fees for Services (cash) Amounts % of Total Revenue

-$ #DIV/0!-$ #DIV/0!-$ #DIV/0!

Fees for Services Total -$ #DIV/0!

Grants Amounts% of Total Revenue

Local - City -$ #DIV/0!State - -$ #DIV/0!Federal - -$ #DIV/0!Other - -$ #DIV/0!

Grants Total -$ #DIV/0!

Fundraising (cash) Amounts% of Total Revenue

-$ #DIV/0!

-$ #DIV/0!-$ #DIV/0!

Fundraising Total -$ #DIV/0!

In Kind Donations Amounts% of Total Revenue

-$ #DIV/0!-$ #DIV/0!-$ #DIV/0!-$ #DIV/0!-$ #DIV/0!-$ #DIV/0!-$ #DIV/0!

In Kind Donation Total -$ #DIV/0!

Other Sources of Revenue Amounts% of Total Revenue

Misc. Cash & Other Contributions -$ #DIV/0!-$ #DIV/0!-$ #DIV/0!

Other Sources of Revenue Total -$ #DIV/0!

Estimated Revenue Total -$ #DIV/0!

CITY OF UNALASKA FY18 COMMUNITY GRANT PROGRAM ESTIMATED REVENUES - Non-Profit Name Here

City of Unalaska FY18 Community Support Program Budget

**Use this to complete letter O, in Section III of application**

City Request % Grant A % Grant B % Cash % Other % In Kind % Total-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

BUDGET LINE ITEMSPersonnel - Salaries City Request % Grant A % Grant B % Cash % Other % In Kind % Total %

Executive Director - Salary FT -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!etc. -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Personnel - Salaries Subtotal -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Personnel - Benefits City Request % Grant A % Grant B % Cash % Other % In Kind % Total %

Executive Director - Benefits -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!etc. -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Personnel - Benefits Subtotal -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Personnel - Payroll Expenses City Request % Grant A % Grant B % Cash % Other % In Kind % Total %

#DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!-$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Personnel - Payroll Expenses Subtotal -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Personnel - Salary & Benefits Total -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Facilities City Request % Grant A % Grant B % Cash % Other % In Kind % Total %Rent/Leases -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Communications -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Utilities -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Maintenance -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Facilities Total -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Program Costs/Supplies City Request % Grant A % Grant B % Cash % Other % In Kind % Total %Program Supplies -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Printing - Brochures -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Community Outreach Costs -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Advertising -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Dues/Fees/Subscriptions -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Program Costs Total -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Equipment City Request % Grant A % Grant B % Cash % Other % In Kind % Total %Equipment Purchase/Lease -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Equipment Maintenance -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Equipment Total -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Commodities (food, cleaning products) City Request % Grant A % Grant B % Cash % Other % In Kind % Total %Food -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Household Supplies -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Office Supplies -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Commodities Total -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

FY18 GRANT PROGRAM ESTIMATED EXPENDITURES - Non-Profit Name Goes Here

OTHER CITY REQUEST

FY18 COMMUNITY SUPPORT ESTIMATED EXPENDITURES SUMMARY


**Use this to complete letter O, in Section III of application**

Travel City Request % Grant A % Grant B % Cash % Other % In Kind % Total %Travel - Staff -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Travel - Other -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Travel Total -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Training City Request % Grant A % Grant B % Cash % Other % In Kind % Total %Travel - Staff -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Travel - Other -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Training Total -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Professional Services City Request % Grant A % Grant B % Cash % Other % In Kind % Total %Audit -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Bookkeeping -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Insurance -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Licensure -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Professional Services Total -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Other/Misc. City Request % Grant A % Grant B % Cash % Other % In Kind % Total %Fundraising Overhead -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!Miscellaneous -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

Other/Misc. Total -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!

City Request % Grant A % Grant B % Cash % Other % In Kind % TotalProject Totals -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0! -$ #DIV/0!


ExpendituresBudget Category - Personnel City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended

-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Budget Category - Services City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Budget Category - Special Expenses City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Budget Category - Other Expenses City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

FY16 Total Budget Quarter One Quarter Two Quarter Three Quarter Four Expended YTD % Expended

Total Expenditures -$ -$ -$ -$ -$ -$ #DIV/0!

Budget Surplus -$ -$

City of Unalaska Community Support FY16 Financial Summary

Organization Name: ____________________________________________________

Funds Due Back to City

** This form may be used to complete letter S in the Attachments Section of the Application**

Revenues

Fees for Services Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

-$ -$ -$ -$ -$ #DIV/0!Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Fundraising Efforts Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

In-Kind Contributions Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Grants Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

-$ -$ -$ -$ -$ #DIV/0!Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Other Sources Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!

-$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

FY16 Total Budget Quarter One Quarter Two Quarter Three Quarter Four Received YTD % Received

Total Revenues -$ -$ -$ -$ -$ -$ #DIV/0!

Organization Name: ____________________________________________________

City of Unalaska Community Support FY16 Financial Summary

** This form may be used to complete letter S in the Attachments Section of the Application**

Agency mission and experience serving the community (A, B, C)

Agency relevance to the community (D)

How programs & services are delivered to the community (E)

Board, Management, Staff, and Volunteers training (F, G)

Organization Governing structure (H)

How Board, Management, Staff, and Volunteers are evaluated (I)

The community need and target population (J, K)

The proposed program, project, or service (L)

Three Goals and Objectives listed (M.)

Other non-monetary support for proposal (N)

Previous years' goals & Objectives Analysis (Q)

Significant changes from previous year ( R )

Agency: _____________________________________________________________________ Date: ____________________________________

Evaluator: ___________________________________________________________________

Does the Agency clearly explain and/or identify the following:

City of Unalaska FY18 Community Support Application Evaluation Worksheet

NOTES

Section III (J, K, L, M, N) & IV

Sections I & II

Budget categories/items support identified need, program & services

Budget uses City funds to directly benefit Unalaska residents

Justification for an increase in City funding request (if applicable)

Actively pursues outside sources of funding (if not, why?)

How are City funds are administered to assure accountability (P)

Summary report of actual income (showing funding resources) and expenses for the last full fiscal year (FY16) (S)

Most recent audited Financial Statement (T)

City of Unalaska FY18 Community Support Program Application Review

Agency: _____________________________________________________________________ Date: ____________________________________

Evaluator: ___________________________________________________________________

City of Unalaska FY18 Community Support Application Evaluation Worksheet

NOTESBudget Evaluation (O, P)

Does the Agency clearly explain and/or identify the following:

Application Attachments (S) & (T - applicants $25,000 & over)

City of Unalaska FY18 Community Support Program Grant Agreement 1

CITY OF UNALASKA FY18 Community Support Program Grant Agreement

This Agreement is entered into this ______ day of ___________ 2017 by and between the Grant Seeker ("Grantee") and the City of Unalaska ("Grantor").

WHEREAS, Grantor has appropriated funds for community support; and

WHEREAS, the community support application of Grantee for such funds has been approved,

NOW THEREFORE, for and in consideration of the mutual covenants herein contained, the parties hereto acknowledge and agree as follows:

I. Grantor agrees as follows:

a. Funds approved by the Unalaska City Council in the amount of $xxx,xxx will be furnished for the purpose of funding the original budget submitted with the FY18 Community Support Grant Application.

b. After execution and approval of this Agreement, funding for awards under

$25,000 will be disbursed in one lump sum, in August of 2017; funding for awards $25,000 and over will be disbursed in equal monthly payments, beginning in July of 2017.

II. Grantee agrees as follows:

a. Grantee shall comply with all requirements contained within the City of Unalaska FY18 Community Support Program Guidelines (“COUCSPG”) adopted by Unalaska City Council on December xx, 2016.

b. Grantee shall manage grant funds in accordance with the COUCSPG.

c. Grantee shall expend City grant funds only to perform the services, functions and activities described in the FY18 grant application and budget approved by Unalaska City Council.

d. Grantee shall establish and maintain a financial management system conforming to generally accepted accounting principles.

e. The financial management system shall do the following: • Provide accurate, current, and complete disclosure of all financial

transactions relating to the City of Unalaska Community Support Program;

• Track City grant funds in a separate account in the agency’s accounting system;

• Effectively control and account for all City funds and property and/or equipment purchased with those funds; and

• Provide accounting records supported by source documentation.

f. Grantee must immediately notify Grantor of changes in the approved budget as required in the COUCSPG;


g. Grantee shall submit financial reports, audits, and other reports as required in the COUCSPG;

h. Failure to submit any required report in a timely manner for this FY18 grant award, and for prior year awards that require reports to be submitted during FY18, may result in cessation of all current grant funding. Future grant applications may not be considered if required reports are not submitted or if they are consistently submitted late.

i. Any unexpended funds and funds not spent as authorized in the approved grant will be paid back to Grantor by August 15, 2017.

j. Should Grantee fail to fulfill the terms of this agreement, the requirements of the COUCSPG, or the terms of the approved application, or, should Grantee for any reason, no longer provide the services identified in the approved application, unexpended funds will be returned to Grantor. Additionally, equipment purchased with funds provided through the City of Unalaska Community Support Program will be returned to the Grantor within thirty (30) days of the failure of Grantee to fulfill the terms of the grant awarded by Grantor.

Indemnity. Grantee acknowledges that Grantor is serving only as a funding source for the agency and, as such, is not liable in any manner for any claims or damages arising during or as a result of the services provided by the agency. Grantee shall defend and save harmless Grantor, its employees, elected officials, volunteers, and representatives from and against all losses, damages, liabilities, expenses, and claims demands against Grantee while performing under the terms of this Agreement.

Insurance. Entities receiving $25,000 or more from the City must provide the City with a current certificate of insurance per the requirements listed in the COUCSPG .

Discrimination Prohibited. To the extent consistent with the purpose for which funds are made available under this program, the services and facilities provided by Grantee will be available to the general public, and Grantee shall not discriminate in the administration of these services based on race, religion, color, national origin, age, sex, physical or mental disability, marital status, changes in marital status, pregnancy, or parenthood.

Grant Cancellation. Grantor reserves and may exercise the right to rescind this grant and seek recovery of payments made under the grant if the grant application or other information provided by Grantee relating to the proposed services is found to contain incorrect or misleading information or if this Agreement is violated.

Applicable Laws. Grantee agrees to comply with all local, state, and federal ordinances, statutes, laws, and regulations applicable to the services provided by the agency. Violation of any such ordinance, statute, law, or regulation is a violation of this grant agreement.


Records and Audit. By accepting this award and signing this Agreement, Grantee or designee may become subject to inspection and audit by Grantor at all reasonable times.

As a result, Grantee may be required to permit Grantor or designee to have access to its records and financial statements for a period of one year from the date of receipt of the Final Report.

In WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement on the respective date indicated below. CITY OF UNALASKA GRANT SEEKER By: ________________________ By: _______________________ Its: City Manager Its: Chair, Board of Directors Dated: _______________________ Dated: ______________________

City of Unalaska Community Support Reporting Instructions for full requirements please see the Community Support Program Guidelines

Reporting Requirements: The City Grant Agreement requires that all City Funds be tracked in a separate account in the organization's accounting system.

Before your first report is due, set up your organization’s information on the budget and goals spreadsheets. If you do not have these, contact the City.

Your Reports consist of:

• A Cover Letter Summary on your organization’s letterhead and addressed to City Council. In the cover letter summary you may discuss, clarify, or explain anything on the financial or goals spreadsheets that is not clear, mention any other accomplishments, fundraising event outcomes, etc. Goals Spreadsheets complete for the required reporting period,

• Financial Spreadsheets complete for the required reporting period, with documentation (see below), • Financial Reports from your organization’s accounting system that provide documentation for the

numbers in the Financial Spreadsheets above. • Notifications: Please remember to follow the Community Grant Guidelines if you need to make

changes to your budget or a significant event occurs, such as a position funded by the City grant is vacant. These events need to be reported to the City immediately in addition to being noted in the next report. Debbie Zueger, Risk Manager at 581-1251, ext. 1202, [email protected], is the City Community Grant Program Manager.

Mid-Year Report:

• Cover Letter – Prepare cover letter, on organization’s letterhead, adding any additional information. If there were any budget changes please be sure to highlight them in the narrative. Remember to immediately report budget changes as required in the Guidelines.

• Goals – Complete the goals spreadsheet for quarters one and two. • Financials - Print reports from your accounting system that contain quarter one and two expenditure

and revenue information for the City Community Support grant funds. You will use the information on these reports to complete the required expenditure and revenue spreadsheets, and attach them to the completed spreadsheets as back up.

Year End Report: Use the same format above continuing on the same spreadsheets. Complete the Financial and Goals spreadsheets for quarters three and four. On the Cover Letter Summary discuss, clarify, or explain anything on the financial or goals spreadsheets that is not clear for quarters three and four, then do a summary wrap up of the entire year.,

Submitting Reports: Email the completed Excel workbook, financial reports, and cover letter summary to [email protected], if this is not possible you may mail hard copies to: City of Unalaska, Attn. Risk Manager, PO Box 610, Unalaska, AK 99685. Or you may drop off hard copies at City Hall in the Administration Department.

Organization Name:____ Original ____ Revised

Expenditures

Personnel City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Facilities City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Program Costs City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

FY18 CITY OF UNALASKA QUARTERLY FINANCIAL REPORT QTR.________

Equipment City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Commodities City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Travel City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Equipment City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Training City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Professional Services City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Other/Misc. City of Unalaska Approved Budget City Funds Expended Q1 City Funds Expended Q2 City Funds Expended Q3 City Funds Expended Q4 Expended YTD % Expended-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

FY18 Total Budget Quarter One Quarter Two Quarter Three Quarter Four Expended YTD % Expended

Total Expenditures -$ -$ -$ -$ -$ -$ #DIV/0!Budget Surplus -$

Due Back to City -$

Organization Name:____ Original ____ Revised

Revenue Sources

Fees for Services Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Grants Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Fundraising Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

In Kind Contributions Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

Other Sources Budgeted Revenue Received Revenue Q1 Received Revenue Q2 Received Revenue Q3 Received Revenue Q4 YTD Revenue % Budget-$ -$ -$ -$ -$ -$ #DIV/0!

-$ -$ -$ -$ -$ #DIV/0!-$ -$ -$ -$ -$ #DIV/0!

Subtotal -$ -$ -$ -$ -$ -$ #DIV/0!

FY18 Total Budget Quarter One Quarter Two Quarter Three Quarter Four Received YTD % Received

Total Revenues -$ -$ -$ -$ -$ -$ #DIV/0!

FY18 CITY OF UNALASKA QUARTERLY FINANCIAL REPORT QTR. _______

____ Original ____ Revised

Objectives: Qtr. 1 Qtr. 2 Qtr. 3 Qtr. 4

Objective 1.6

Objective 1.7

Objective 1.8

Objective 1.4

Objective 1.5

Objective 1.2


Organization Name: ___________________________________________________

Objective 1.3

GOAL #1:

Objective 1.1:



Objective 1.8

Objective 1.6

Objective 1.7

Objective 1.4

Objective 1.2

Objective 1.3


Organization Name: _____________________________________________

GOAL #2:

Objective 1.1:

Objective 1.5



Objective 1.8

Objective 1.6

Objective 1.7

Objective 1.4

Objective 1.2

Objective 1.3


Organization Name: _____________________________________________

GOAL #3:

Objective 1.1:

Objective 1.5

CITY OF UNALASKA UNALASKA, ALASKA

ORDINANCE 2016-19

AN ORDINANCE OF THE UNALASKA CITY COUNCIL AMENDING UNALASKA CODE OF ORDINANCES CHAPTER 8.06, DEFINITIONS, TO DEFINE MARIJUANA BUSINESSES, AND CHAPTER 8.12, ZONING, TO DEFINE THE ZONING DISTRICTS ALLOWING MARIJUANA

BUSINESSES BE IT ENACTED by the City Council of the City of Unalaska: Section 1: Form. This is a Code ordinance. Section 2: Amendment of Section 8.06.020 DEFINITIONS. Section 8.06.020 of the Unalaska Code of Ordinances is hereby amended to read as follows: [additions are underlined; deletions are in brackets] 8.06.020 DEFINITIONS. (A) For the purposes of Title 8 UCO, certain terms, words, or phrases used herein shall be interpreted as follows:

[…] (94) “MARIJUANA BUSINESS” means any and all business, acts, or commerce subject to

registration or licensure pursuant to Alaska Statute Chapter 17.38. A marijuana business may be any of the following:

(a) “RETAIL MARIJUANA STORES” means any and all business, acts, or commerce subject to regulations pursuant to Article 3 of Chapter 306 of Title 3 of Alaska Administrative Code.

(b) “MARIJUANA CULTIVATION FACILITIES” means any and all business, acts, or commerce subject to regulations pursuant to Article 4 of Chapter 306 of Title 3 of Alaska Administrative Code.

(c) “MARIJUANA PRODUCT MANUFACTURING FACILITIES” means any and all business, acts, or commerce subject to regulations pursuant to Article 5 of Chapter 306 of Title 3 of Alaska Administrative Code.

(d) “MARIJUANA TESTING FACILITIES” means any and all business, acts, or commerce subject to regulations pursuant to Article 6 of Chapter 306 of Alaska Administrative Code. [Numbers 94 through 173 are renumbered to 95 through 174] Section 3: Amendment of Section 8.12.070 GENERAL COMMERCIAL DISTRICT. Section 8.12.070 of the Unalaska Code of Ordinances is hereby amended to read as follows: [additions are underlined; deletions are in brackets] 8.12.070 GENERAL COMMERCIAL DISTRICT. (B) Uses Permitted.

[…] (8) Retail marijuana stores, not to include any marijuana cultivation facilities, marijuana product

manufacturing facilities, or marijuana testing facilities; [Numbers 8 through 22 are renumbered to 9 through 23]

Section 4: Amendment of Section 8.12.080 MARINE-RELATED/INDUSTRIAL DISTRICT. Section 8.12.080 of the Unalaska Code of Ordinances is hereby amended to read as follows: [additions are underlined; deletions are in brackets] 8.12.080 MARINE-RELATED/INDUSTRIAL DISTRICT. (B) Uses Permitted.

[…] (18) Marijuana businesses;

[Numbers 18 through 25 are renumbered to 19 through 26] Section 5: Amendment of Section 8.12.090 MARINE-DEPENDENT/INDUSTRIAL DISTRICT. Section 8.12.090 of the Unalaska Code of Ordinances is hereby amended to read as follows: [additions are underlined; deletions are in brackets] 8.12.090 MARINE-DEPENDENT/INDUSTRIAL DISTRICT. (B) Uses Permitted.

[…] (12) Marijuana businesses; [12] (13) Other similar uses …

Section 6: Effective Date. This ordinance shall be effective upon passage. PASSED AND ADOPTED BY A DULY CONSTITUTED QUORUM OF THE UNALASKA CITY COUNCIL THIS _____ DAY OF ______________, 2016. ____________________________ HON. FRANK KELTY ATTEST: MAYOR _____________________________ CITY CLERK

1

MEMORANDUM TO COUNCIL

TO: MAYOR AND CITY COUNCIL MEMBERS THRU: DAVID MARTINSON, CITY MANAGER FROM: ERIN REINDERS, ASSISTANT CITY MANAGER DATE: DECEMBER 13, 2016

RE: ORDINANCE 2016-19: AN ORDINANCE OF THE UNALASKA CITY COUNCIL AMENDING UNALASKA CODE OF ORDINANCES CHAPTER 8.06, DEFINITIONS, TO DEFINE MARIJUANA BUSINESSES, AND CHAPTER 8.12, ZONING, TO DEFINE THE ZONING DISTRICTS ALLOWING MARIJUANA BUSINESSES

SUMMARY: Ordinance 2016-19 creates specific, clear and reasonable zoning regulations for commercial marijuana businesses. The Planning Commission approved Resolution 2016-17 recommending Draft Ordinance 2016-19 to the City Council. Staff recommends approval of Ordinance 2016-19 as written. PREVIOUS COMMISSION ACTION: In February of 2016, City Council passed Ordinance 2016-03 to ban all commercial marijuana in Unalaska. On October 4, 2016, voters in Unalaska overturned the ordinance by referendum. Therefore, all commercial marijuana businesses are now legal in Unalaska, and the City Council is in the process of determining appropriate regulations for such businesses. At the work session on October 25, 2016, the City Council expressed a desire to see this issue come forward to the Planning Commission to send a recommended ordinance to the Council for approval. That ordinance is what is being considered this evening.

BACKGROUND: As was described in the memo to Council on October 25, 2016, marijuana businesses are not defined in Title 8 and are not explicitly listed as allowed uses in any of the current zoning districts. However, the code does list uses that could be interpreted to include marijuana businesses of various types. Therefore, if the Council takes no action, marijuana businesses would likely be interpreted as falling into the categories shown in the table below.

Existing Zoning Regulations as Interpreted for Marijuana Businesses Type of Marijuana Business Zoning District Reason

Grow Operations High-Density Residential General Commercial Marine-Related Industrial

“Commercial Greenhouses” Commercial business Includes anything in GC

Manufacture of Oils Marine-Related Industrial Industrial use

Manufacture of other items General Commercial Marine-Related Industrial

“Bakeries” Includes anything in GC

Testing Marine-Related Industrial “Research and testing Laboratories”

Retail General Commercial Marine-Related Industrial

“Retail” Includes anything in GC

2

However, as both the City Council and the Planning Commission have recognized, it is not clear that the regulatory scheme in the above table would be in the best interest of the community since the zoning code was developed without any consideration of marijuana businesses as a legal land use. Additionally, because marijuana businesses are not specifically mentioned in the zoning code, there is room for interpretation that creates uncertainty in local marijuana land use regulation for individuals seeking to license and operate marijuana businesses in Unalaska. The Planning Commission recommends amending Title 8 to specifically mention marijuana businesses and define their allowed locations, rather than fitting marijuana businesses into current sections of the code. The Planning Commission approved Resolution 2016-17 at their November meeting recommending Draft Ordinance 2016-19 to the City Council. DISCUSSION: Ordinance 2016-19 makes two critical edits to the text of the zoning code. First, it creates definitions for “marijuana business”, “retail marijuana stores”, “marijuana cultivation facilities”, “marijuana product manufacturing facilities”, and “marijuana testing facilities” in order to make it clear what the terms mean in the rest of the zoning code. State statute and regulations are used as a reference because they already adequately define these terms in significant detail, and our code does not need to restate those lengthy definitions. Second, the ordinance amends three zoning district sections to show their lists of permitted uses as including marijuana businesses. The table below summarizes the types of businesses allowed by these code changes, which are the same as those discussed with City Council on October 25, 2016. General Commercial Marine-Related/Industrial Marine-Dependent/Industrial Retail Permitted Permitted Permitted Manufacturing Not Permitted Permitted Permitted Testing Not Permitted Permitted Permitted Cultivation Not Permitted Permitted Permitted In all cases shown in the table, “permitted” means permitted by right. Therefore, no conditional use approval would be required. By default, all of the zones other than the three mentioned above would not permit any marijuana businesses, unless the Planning Commission decided to grant a conditional use permit for a marijuana business in another district. The Commission would have the responsibility of not granting conditional use permits for these types of businesses in any inappropriate areas of the community. This would be especially challenging as marijuana businesses are not listed in Ordinance 2016-19 as potential conditional uses in other zones. ALTERNATIVES: As written and recommended by the Planning Commission, Ordinance 2016-19 provides clear and reasonable land use regulations for marijuana businesses. If City Council wishes to revise Ordinance 2016-19, Council may consider identifying districts to list particular marijuana business as potential conditional uses. FINANCIAL IMPLICATIONS: None that can be measured at this time.

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LEGAL: City staff and City Council have consulted with the City Attorney’s office regularly regarding the regulation of marijuana businesses. This ordinance has been developed in keeping with their recommendations. STAFF RECOMMENDATION: Staff recommends approving Ordinance 2016-19 as currently written. PROPOSED MOTION: I move to approve Ordinance 2016-19. CITY MANAGER COMMENTS: Ordinance 2016-19 has been developed in consolation with City Council, the Planning Commission, Legal Counsel, and City Staff. It provides clear guidance to all stakeholders. I recommend approving Ordinance 2016-19 as currently written. Attachments:

• City Council Ordinance 2016-19 • Signed Planning Commission Resolution 2016-17

One Sealaska Plaza, Suite 200 Juneau, Alaska 99801

Tel (907) 586-1325 Fax (907) 463-5480 www.akml.org

Member of the National League of Cities and the National Association of Counties

Alaska Municipal League/Alaska Conference of Mayors Winter Legislative Conference

February 21-23, 2017 Baranof Hotel, Juneau, AK

Tuesday, February 21, 2017 Lunch on your own 1:00 – 5:00p.m. AML Board Meeting Treadwell Room Wednesday, February 22, 2017 8:30 - 11:45 a.m. Alaska Conference of Mayors Meeting Treadwell Room Lunch on your own 1:30 – 4:30 p.m. Heroin Issues Treadwell Room Thursday, February 23, 2017 8:00 a.m. Breakfast (included) Treadwell Room 8:30 – 11:45 a.m. Legislative Meeting Treadwell Room 12:00 – 1:15 p.m. Lunch (included) Treadwell Room 1:30 – 4:00 p.m. Legislative Meeting Continued Treadwell Room 5:30 – 7:00 p.m. AML Legislative Reception Treadwell Room Agenda subject to change.

tuesday, december 13, 2016, 6:00 pm agenda · city of unalaska . regular city council meeting ....

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