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Home My WebLink About09202017 Historic Preservation Packet Seward Historic Preservation Commission Agenda Packet r of sk4t, 44* X474f ;.� [2i, 4 A gyp. Regular Meeting September 20, 2017 Council Chambers 6:30 p.m. The City of Seward, Alaska HISTORIC PRESERVATION COMMISSION REGULAR MEETING AGENDA September 20, 2017 6:30 p.m. Council Chambers Linda Lasota 1. CALL TO ORDER Chair Term Expires May, 2018 2. OPENING CEREMONY A. Pledge of Allegiance Wolfgang Kurtz Vice Chair 3. ROLL CALL Term Expires May, 2019 Tanguy Libbrecht 4. SPECIAL REPORTS Commissioner A. City Administration Report Term Expires May, 2020 B. Chair Report Page 3 C. Friends of the Jesse Lee Home Update Iris Darling D. Resurrection Bay Historical Society Update Commissioner E. Iditarod Trail Blazers Update Term Expires May, 2020 F. Alaska Nellie Materials Update G. Mapping Project-Historical Properties Update Fred Woelkers Commissioner 5. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE Term Expires May, 2018 ITEMS SCHEDULED FOR PUBLIC HEARING [Those who Vacant have signed in will be given the first opportunity to speak Time is Commissioner limited to 2 minutes per speaker and 30 minutes total time for this Term Expires May, 2019 agenda item.] Vacant 6. APPROVAL OF AGENDA AND CONSENT AGENDA Commissioner [Approval of Consent Agenda passes all routine items indicated by Term Expires May,2020 asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, the item is returned to the Regular Agenda] James Hunt City Manager Valarie Kingsland Library Museum Director Madeline McGraw Library Museum Curator City of Seward, Alaska Historic Preservation Agenda September 20, 2017 Page 1 7. PUBLIC HEARINGS—None 8. UNFINISHED BUSINESS A. Discuss how the Commission should coordinate and facilitate its input to the City and other entities regarding Alaska Historic Preservation Act (AHPA) Section 106 compliance for projects within the Commission's geographic area of responsibility. B. Discuss the Commission's role in the possible preservation of City properties, including Park & Recreation warehouse building (KPB parcel #1452609 702 Aspen Lane); AK Dept. of Transportation (DOT) Building (KPB parcel # 14732006 412 B Street); Army (KPB parcel #14502604 2209 & 2305 Dimond Blvd); and Airforce (KPB #14502607 2109 Dimond Blvd). C. Statement on Alaska Department of Transportation (DOT) building on Sixth Avenue (Woelkers). 9. NEW BUSINESS A. May 17, 2017 Regular Meeting Minutes.* Page 5 B. May 26, 2017 Special Meeting Minutes.* Page 10 C. Review, discuss, and plan second biannual report to Council. D. Discuss update of local historic plants and trees inventory. E. Discuss update of Seward historic sites inventory. F. Discuss 2017 Priorities List and SHPC Resolution 2017-002 Page 14 G. Discuss SHPC Regular Meeting agenda format. H. Discuss 2017-2018 SHPC Regular Meeting schedule. 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. Memo from Seward City Clerk on consent agenda and unanimous consent, dated June 12, 2017. Page 18 B. Memo from Seward City Clerk on using electronic communications during a public meeting, dated July 10, 2017. Page 20 11. ADMINISTRATION COMMENTS 12. COMMISSION COMMENTS 13. CITIZENS' COMMENTS 14. COMMISSION AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS 15. ADJOURNMENT City of Seward, Alaska Historic Preservation Agenda September 20, 2017 Page 2 SHPC CHAIR REPORT September 20, 2017 The City Council will meet in a work session on Monday, September 25, 2017 at 5:30 p.m. to discuss the future of the city owned property formerly leased to the U.S. Air Force(the Air Force Rec Camp). This property is located in the Fort Raymond Subdivision on the west of the Seward Highway (Lot 7A, Fort Raymond Subdivision, 2109 Dimond Blvd). Comments can be directed to the City Clerk at clerk@cityofseward.net and the public is invited to attend and speak at this work session. Let the council know what you think! ii.:evil— .. i-" ''''''.......„ ' i a t.,,, ''''' ' ,r.. % 6,1 ti;• le ..7,,4 i, 14.f f'4 It% .it 4. .• i ; ( 1) . .-* . . It. , Ili •. .., - + f t ::l" r k ::. , yrs r « s ,1 '' a .�.*. » t 1 ; . ' • i � w Y_ ' fir• • ,- .47q ,,,,-, ) 4 ' , V ' 111 ..' . w / ` ,I r •3 ALASKA RAILROAD 211111111111111. 311.11111111. SEWARD MARINE TERMINAL do EXPANSION PLANNING SWC K4.4000.0 fIAKt f0&06 PUBLIC OPEN HOUSE Tuesday, September 26, 2017 TIME: 5:30 - 7:30 PM LOCATION: Breeze Inn N Harbor Street, Seward, AK g _ i ":•<:41111-.1 ,� ,� ou is n • iliabs„_ :voriii.--AlltiT ..,LL The Alaska Railroad Corporation (ARRC) invites you to attend an open house gathering to view the final Seward Marine Terminal Expansion Master Plan. Members of the Railport Seward team will be available to answer questions about the master plan. Refreshments will be provided. REAL ESTATE > FREIGHT PASSENGER > INFRASTRUCTURE For more information call Renee at(907)562-2000 or visit www.railportseward.corn 4 City of Seward, Alaska Historic Preservation Commission Minutes May 17, 2017 Volume, Page CALL TO ORDER The May 17, 2017 regular meeting of the Historic Preservation Commission was called to order at 6:39 p.m. by Chair Linda Lasota. OPENING CEREMONY Commissioner Hepworth led the pledge of allegiance to the flag. ROLL CALL There were present: Linda Lasota presiding,and John French Wolfgang Kurtz Fred Woelkers Wadeen Hepworth Laura Erickson comprising a quorum of the Commission; and Valarie Kingsland, Library Museum Director Madeline McGraw, Library Museum Curator Ron Long,Assistant City Manager SPECIAL REPORTS City Administration Report: Kingsland gave Commissioners informational laydowns concerning the Seward Community Library and Museum and its summer "Movie@2" program. In response to Lasota,Kingsland stated that any correspondence received by the Commission could be found in the packet. Chair Lasota, Chair Report: Lasota stated that the Resurrection Bay Historical Society would be sponsoring the Chamber Luncheon to be held on May 26, 2017 at 12:00 p.m. at the Breeze Inn. She also shared that the Zudy's Café building would be celebrating its 100`h birthday this year, and that there would be a celebration held at the end of the summer. Friends of the Jesse Lee Home Report: Long stated that the Friends of the Jesse Lee Home had two years left in their agreement with the City of Seward, and that the City would not be giving more funds to the organization until it showed that work was being done. Resurrection Bay Historical Society Report: French stated that there would be a Fourth Thursday talk held in the Community Room of the Seward Community Library and Museum on May 25, 2017 at 7:00 p.m. Iditarod Trail Blazers Report: Hepworth stated that there would be a celebration of the beginning of the Iditarod Trail held on June 4 and 5, 2017, at the Benson Pavilion. She also stated that the Trailblazers would be putting together a flier to be given out at the Seward train station, which would allow people to receive stamps for walking the Trail. Alaska Nellie Materials Report: Hepworth stated that she had spoken to Scott Sewell, who said that snow had caused some roofs at the Alaska Nellie property to cave in. She also stated that he was searching for additional funding sources for building care. In response to Kurtz, Hepworth stated that she did not believe the property currently had a caretaker. S City of Seward, Alaska Historic Preservation Commission Minutes May 17, 2017 Volume, Page Mapping Project-Historical Properties Report:No report. CITIZENS' COMMENTS ON AGENDA ITEMS NOT SCHEDULED FOR PUBLIC HEARING AND OTHER ITEMS NOT INCLUDED ON AGENDA—None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (French/Kurtz) Approval of Agenda and Consent Agenda Add agenda item 9A "Discuss and Approve Special Meeting for May 26, 2017 at 5:30 p.m. in Council Chambers" under New Business. Motion Passed Unanimous PUBLIC HEARINGS—None UNFINISHED BUSINESS Discuss the Commission's Role in the Possible Preservation of City properties, including Park & Recreation Warehouse Building (KPB parcel #1452609 702 Aspen Lane); AK Dept. of Transportation (DOT) Building (KPB parcel # 14732006 412 B Street); Army (KPB parcel #14502604 2209 & 2305 Diamond Blvd); and Airforce(KPB#14502607 2109 Diamond Blvd). General discussion was given by Commissioners and Assistant City Manager Ron Long. In response to the Commission, Long discussed each property, its value, and its relationship to the City. French stated that in regards to the Parks and Recreation Warehouse, the Commission had good ideas, but they depended upon being able to work with City Administration. In response to this, Long stated that he did not have answers,but now had better knowledge of what the Commission wanted. Discuss How the Commission Should Coordinate and Facilitate its Input to the City and Other Entities Regarding AHPA Section 106 Compliance for Projects within the Commission's Geographic Area of Responsibility. French stated that the Commission could make more meaningful comments on this topic if they worked more closely with City Administration and other City departments. In response to this, Long requested that any letters be sent to City Administration before the Commission contacted City department leaders. Long also stated that an Alaska Department of Transportation presentation on the Seward Roads Project would be held in the Seward Community Library and Museum on May 24, 2017 from 6 to 8 p.m. Statement on Alaska Department of Transportation (DOT) Building on Sixth Avenue. Woelkers requested that this item be left on Unfinished Business for the September 20, 2017 regular meeting. Review and Discuss Letter from SHPC to Seward Association for the Advancement of Marine Science (SAAMS, aka ASLC) Board of Directors, "Importance of Maintaining the Historical Integrity of the Seward Historic Downtown Business District; Especially the Vacant Properties at the Base of Fourth Avenue". 6 City of Seward, Alaska Historic Preservation Commission Minutes May 17, 2017 Volume, Page Erickson stated that this letter had been written and rewritten, but that there were still changes to be made, and that she would give the letter to French for his final decision. Long stated he was encouraged that there had been dialogue with the SeaLife Center,but that the Commission should advise City Council,not Seward businesses. Lasota concurred that this was the advisement given to the Commission by the City Clerk. Update on Proposed Snow River Hydroelectric Project. Woelkers stated that the proposal and permit for this project had been withdrawn. Discussion on this item was tabled and should not be listed on the September 20,2017 agenda. Update on Hoben Park Beautification Project. Lasota stated she would be buying supplies within the week for this project, and that the cost would be roughly $75.00. Kingsland stated that the funds would be covered, and asked that Lasota send her any receipts for the project. NEW BUSINESS Discuss and Approve Special Meeting for May 26,2017 at 5:30 p.m. in Council Chambers. Motion(Kurtz/Hepworth) Approve special meeting for May 26, 2017 Lasota stated that the only topic for this meeting's agenda would be "Resolution 2017-003, approval of the Seward Historic Preservation Plan". Motion Passed Unanimous Request an Update from City Administration on the Status of the Lowell Tunnel at a Future Meeting. General discussion was given on the Lowell Tunnel by Long and Commissioners. Long stated that this project was an important feat in modern engineering, was historically valuable, and should be remembered. Discuss the Draft 2030 Comprehensive Plan and Advice to City Council. In response to Lasota, Long stated that the proposed amendments by Council Member Squires to the 2030 Comprehensive Plan that were included in the packet on page 11 were clerical errors, which he wanted to share with the Commission. He also stated that any clerical changes requested by the Commission to the historic section of the Comprehensive Plan could be sent to Administration. Review and Revise Founder's Day Proclamation. Motion (French/Woelkers) Approve amended Founder's Day proclamation The Commission reviewed the proclamation and made technical changes. Motion Passed Unanimous 7 City of Seward,Alaska Historic Preservation Commission Minutes May 17, 2017 Volume, Page Review and Approve Resolution 2017-002: A Resolution of the Seward Historic Preservation Commission of the City of Seward, Alaska, Requesting Council Adopt the 2017 Commission Priorities. Motion (French/Erickson) Approve Resolution 2017-002 Lasota stated that the amended Priorities List was given to the Commission as a laydown. Motion Passed Unanimous Discuss Memo from City Clerk on Motions and Amendments. Lasota stated that the Commission appreciated this reminder from the City Clerk. Update on and Discussion of the FY 2016 Historic Preservation Fund CLG Grant to Provide Copy Edit and Format of the Draft Historic Preservation Plan. Kingsland stated that she included the grant application, agreement, scope of work, and proposed budget which was submitted to the State Historic Preservation Office (SHPO) in the packet. She also stated that she received an email from Jean Eyres on May 12, 2017 that the grant had been approved. In response to Lasota, Long stated that a contractor had not yet been found, and that this needed to comply with the City of Seward procurement process. Discuss and Request that Future City Council Agenda Statements include the Seward Historic Preservation Plan in the Consistency Checklist. Long stated that future City Council agenda statements could include the Seward Historic Preservation Plan in the Consistency Checklist. Discuss Election of Chair and Vice Chair. Motion(French/Kurtz) Delay election of Chair and Vice Chair until September 20,2017 meeting Motion Passed Yes: Kurtz,Erickson,French, Hepworth No: Woelkers,Lasota INFORMATIONAL ITEMS AND REPORTS (no action required) Alaska Historic Preservation Plan-draft goals and objectives, dated April 14, 2017. Draft Seward Historic Preservation Plan with comments from SHPO, dated April 17, 2017. SHPO suggestions for Seward Historic Plan, dated April 26, 2017. Department of the Interior news release concerning Historic Preservation grants, dated April 27,2017. ADMINISTRATION COMMENTS Long thanked the Commission for its work on the Historic Preservation Plan. City of Seward, Alaska Historic Preservation Commission Minutes May 17, 2017 Volume, Page Kingsland thanked the Commission for its work on the Historic Preservation Plan. She also clarified that the May 26, 2017 special meeting would be held to review and approve the Historic Preservation Plan and Resolution 2017-003, and urged the Commission to view what would be on the September agenda from the Staffed Meeting Schedule at page 96 of the packet. She also thanked the Commissioners whose terms were completed, and stated that their volunteer work with the Commission had been important to the Seward Community. COMMISSION COMMENTS Hepworth thanked Ron Long for coming to the meeting, and Lasota for her work as Chair. Kurtz thanked Lasota, Long, and the departing Commissioners. Woelkers thanked Long for attending the meeting. Erickson thanked Long for attending the meeting, Kingsland and McGraw for their work as staff and administration,the Commissioners, and Lasota for her work as Chair. French thanked Long for attending the meeting. Lasota thanked Long for attending the meeting, Kingsland and McGraw, and the Commissioners for working well together during their terms. CITIZENS' COMMENTS—None COMMISSION & ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS—None ADJOURNMENT The meeting was adjourned at 9:45 p.m. Madeline McGraw, Curator Linda Lasota,Chair ATTEST: Johanna Kinney, CMC City Clerk (City Seal) 9 City of Seward,Alaska Historic Preservation Commission Minutes May 26, 2017 Volume, Page CALL TO ORDER The May 26, 2017 Special meeting of the Historic Preservation Commission was called to order at 5:35 p.m. by Chair Linda Lasota. OPENING CEREMONY Commissioner French led the pledge of allegiance to the flag. ROLL CALL There were present: Linda Lasota presiding, and John French Fred Woelkers Wadeen Hepworth Wolfgang Kurtz (One position was vacant) comprising a quorum of the Commission; and no staff was present. Absent—Laura Erickson SPECIAL REPORTS City Administration Report: No report, SHPC staff Valarie Kingsland, was present with primary concern the administration of the grant. Chair Report: Chair explained with no official meeting staff, Commissioner Kurtz would operate the recorder; Vice Chair French would tally the vote sheets. CITIZENS' COMMENTS ON AGENDA ITEMS NOT SCHEDULED FOR PUBLIC HEARING AND OTHER ITEMS NOT INCLUDED ON THE AGENDA Tanquy Libbrecht introduced himself and his son. He was the owner of the 1905 Telegraph Cable House and home next door to the north a 1913 built residence. APPROVAL OF AGENDA Motion (Kurtz/Hepworth) Approve the Agenda Commissioner French made a motion to remove Item 9. D Election of Chair and Vice Chair. There was no 2nd to remove item 9.D from Agenda 10 City of Seward, Alaska Historic Preservation Commission Minutes May 26, 2017 Volume, Page Motion Passed Yes: Woelkers,Hepworth, Kurtz,Lasota No: French PUBLIC HEARINGS -None UNFINISHED BUSINESS -None NEW BUSINESS Approval of the 2017 Seward Historic Preservation Plan Motion (Hepworth/Woelkers) Approve the 2017 Seward Historic Preservation Plan There was discussion and consensus to to include a WWI document in section 5.6.1 of the plan,to remove some red marking on pages 20 and 32,and include the grant number on page 3 titled,"CLG Grant HPF Project#16014. Motion Passed Yes: Kurtz,Woelkers,Hepworth, Lasota No: French Resolution 2017-003,Recommendation to Seward Planning&Zoning Commission and Seward City Council adoption of the City of Seward 2017 Historic Preservation Plan. Motion (Kurtz/Woelkers) Approve Resolution 2017-003 Motion to Amend (French/Kurtz) Amend Resolution 2017-003, to amend Section 2 of the Resolution , adding the words " Zoning Commission for review with the goal of...."and amend Section 3 of the Resolution adding the words, "....City Council for review with the goal of....." Motion to Amend Failed Yes: French No: Woelkers, Kurtz, Hepworth, Lasota Main Motion Passed Yes: Kurtz, Hepworth,Woelkers, Lasota No: French Commission appointment of Ad Hoc committee to meet with appointed Editing and Formatting Contractor, to begin in June, 2017. Motion (Hepworth/Woelkers) Appoint Commissioners Kurtz and Lasota to an Ad Hoc committee to meet with appointed editing and formatting contractor, to being in June, 2017. II City of Seward, Alaska Historic Preservation Commission Minutes May 26, 2017 Volume, Page Chair asked if Administration had any requests for committee in regards to administration of the grant. A discussion of deliverables pertaining to format was conducted. Motion Passed Unanimous Election of Chair and Vice Chair Motion to Postpone (French/Hepworth) Postpone the election of the chari and vice chair until the September,2017 meeting. Motion Failed Yes: French,Hepworth No: Woelkers, Kurtz Motion (Hepworth/Woelkers) Elect Linda Lasota as Chair and Wolfgang Kurtz as Vice Chair of the Seward Historic Preservation Commission Motion Passed Unanimous INFORMATIONAL ITEMS AND REPORTS—Commissioner French handed out a document he prepared for the Chamber Meeting today on Heritage Tourism. The presentation was well presented and received. CITIZENS' COMMENTS— Tanguy Libbrecht was very excited to be able to attend this meeting as well as his visit meeting Mary Berry. ADMINISTRATION COMMENTS—Needed to clarify if the election needs to be placed on the September meeting and commissioners please record hours for CLG grant and include narrative of what you did. Suggestions for contractors, please send. COMMISSION COMMENTS Woelkers wished everyone a great summer. Kurtz noted this was their, last meeting together, and it was wonderful to work with everyone. French stated it was time to take a break,and that they were living in interesting times which had pros and cons. Hepworth had enjoyed working with everyone and noted this was a fun good group. 1Z City of Seward,Alaska Historic Preservation Commission Minutes May 26, 2017 Volume, Page Lasota read lay down of the Liquefaction Evaluation of Gravel Using Dynamic and letter from USDA Programmatic Agreement on behalf of Commissioner Erickson. She appreciated working with the administration and all of the commissioners. She would like to extend a thank you to Commissioner Erickson for all of her travel time and work on this commission. COMMISSION & ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS-None ADJOURNMENT The meeting was adjourned at 7:08 p.m. N/A No Staff Present Linda Lasota, Chair ATTEST: Johanna Kinney, MMC City Clerk (City Seal) 13 Sponsored by: Seward Historic Preservation Commission CITY OF SEWARD,ALASKA HISTORIC PRESERVATION COMMISSION RESOLUTION 2017-002 A RESOLUTION OF THE SEWARD HISTORIC PRESERVATION COMMISSION OF THE CITY OF SEWARD, ALASKA, REQUESTING COUNCIL ADOPT THE 2017 COMMISSION PRIORITIES. WHEREAS, the Seward Historic Preservation Commission wishes to assist the City Council with the ongoing responsibilities it holds as a Certified Local Government(CLG), which requires provision for recognition of the historically significant activities, structures and the people who helped build Seward; and WHEREAS, it is the responsibility of the Seward Historic Preservation Commission to assist with the continuing education of citizens regarding local historic preservation and community history; and WHEREAS, it is also the responsibility of the Seward Historic Preservation Commission to assist with the preservation of Seward's local history; and WHEREAS, the Commission has continuously received Certified Local Government grants for historic preservation activities; and WHEREAS, the Commission provides recognition each year to an outstanding contributor to Seward's history by awarding the annual Seward Historic Preservation Award; and WHEREAS, in order for the Commission to continue to provide this level of service to the community and assistance to the Council, a long range plan for activities is necessary; and WHEREAS, the Council and the Seward Historic Preservation Commission met to discuss and revise the 2017 Priority List at the March 6, 2017 joint work session; and WHEREAS,the revised Priority List is attached for approval; and NOW, THEREFORE, BE IT RESOLVED by the Seward Historic Preservation Commission that: Section 1. The 2017 Priorities for the Seward Historic Preservation Commission is hereby recommended to the City Council for approval. Section 2. This resolution shall take effect immediately upon enactment. PASSED AND APPROVED by the Seward Historic Preservation Commission of the City of Seward, Alaska,this 17th day of May 2017. 14 SEWARD HISTORIC PRESERVATION COMMISSION RESOLUTION 2017-002 THE CITY OF SEWARD, ALASKA Linda Lasota, Chair AYES:Lasota, Kurtz, Erickson, French, Hepworth, Woelkers NOES:None ABSENT: None ABSTAIN: None ATTEST: None Johanna Kinney, CMC City Clerk (City Seal) IS Seward Historic Preservation Commission ! 2017 Priorities List Public Outreach • Coordination with Planning and Zoning- At least once a year, the Historic Preservation Commission would like to meet with and coordinate activities and/or projects with the Planning and Zoning Commission (1) • Historic Preservation Web Presence - Continual updating and work on website to reflect Seward's Historical Resources (2) • National Historic Preservation Month- Continue to participate and plan celebrations for the recognition of H.P. Month. The scope of the activities will vary from year to year (1) a. The month of May is Historic Preservation Month • Seward Annual Historic Preservation Award (1) a. The Historic Preservation award may be given in May b. Announce to the public the nominations the commission believes deserve to be a recipient of the award. Nominations should be received by April. c. Update City plaque as appropriate in timely manner (1). • Local Historic Plants and Tree (2) a. Inventory of Local Historic Plants and Trees b. Request Nominations from the Public. • The First Friday Fireside Historical Lecture Series- (2) a. Bi-yearly work session to brainstorm program ideas • Cemetery Information Project (2) a. Update Cemetery/Obituary Information on Seward Historic Preservation website and Past Perfect Database in collaboration with Resurrection Bay Historical Society. Historic Structures & Sites (1) • Continue to update the Seward Inventory of Historic Sites • Continue to nominate structures, site's and vessels to Seward Local Register • Monitor the Historical Jesse Lee Home Project • The Commission continues to support Historical Hoben Park's restoration and is willing to assist with planting the planters. • Participate in city administration and community dialog concerning the preservation of the Historical Site— Fort Raymond Historic Preservation Plan • Seward Historic Preservation Plan- (1) a. Promote economic incentives; historical preservation and education; enhance understanding of economic heritage tourism. 1 Page 1 (Q Seward Historic Preservation Commission 2017 Priorities List b. Promote historic solutions as enumerated in the 2017 Historic Preservation Plan. Other Commission Tasks • *Establish and maintain a basic working inventory of cultural resources in the local area, compatible with the Alaska Heritage Resources Survey and annually provide new data to the Offices of History and Archaeology. (1) • *Survey and inventory community historic architectural and archaeological resources within the community. (1) • Set priorities for CLG grant applications. (1) a. Schedule annual work session to discuss future grant applications * Required by City Code May 17, 2017 SHPC Code (1) HIGH PIORITY (2) ONGOING 2IPage I7 Memorandum of sFt Date: June 12, 2017 �=�'., ��'a To: City Council,Historical Preservation Commission,Planning tirP and Zoning Commission,and Port and Commerce Advisory Board From: Johanna Kinney, City Clerk Subj: Procedural Memo on Consent Agenda and Unanimous Consent Consent Agenda According to Seward City Code 2.10.055 (b): Those items on the council agenda which are considered routine by the city manager and the city clerk shall be indicated by an asterisk on the agenda. Unless the mayor or councilmember specifically requests that such an item on the consent agenda be considered under the regular meeting agenda, and thus removed from the consent calendar and considered separately on the regular agenda, these items so designated shall be approved, adopted, accepted, etc. by motion of the council to approve the agenda and consent agenda. Those items so approved shall appear in the council minutes as if acted upon individually. City Council Rules of Procedure Rule 26 also adds: The Clerk shall read into the record the consent agenda, including the titles of any ordinances or resolutions contained therein. While preparing the agenda,the City Clerk or City Manager may place items on the consent agenda, but this does not mean the body is obligated to keep them there. If there is any discussion to be made such as amendments, a declaration of a conflict of interest, or just general discussion, it is recommended the item be pulled from the consent agenda and placed on the regular agenda. One member has the right to remove an item from the consent agenda and to place it on the regular agenda. Conversely,one member also has the right to object to a regular agenda item to being placed on the consent agenda.The chair can help by asking if there is any objection to adding an item to,or removing an item from,the consent agenda. These measures are in place to ensure that any individual's voice does not get hidden in the procedures. Bottom line:you have the right to discuss your agenda items,but you have to speak up! fR Unanimous Consent A body can approve motions by unanimous consent,otherwise known as general consent. Instead of calling for a roll call vote(or a voice vote—calling out each member's name),the presiding officer or a member of council can request the agenda item be approved by unanimous consent.This means individuals are not called upon to vote, and the entire body is consenting to the same affirmative position. Some things that should happen if unanimous consent is used: • The chair/presiding officer should always ask if there is any objection to voting by unanimous consent. • If there is any single objection to a vote by unanimous consent, the chair should put the motion to a vote. It only takes one person to object, and this is to ensure no rights are being violated. Again, you have the right to be heard, but you have to speak up! • It is only advisable to use voting by unanimous consent for items of little importance, or when there appears to be no opposition to the motion. It is not advisable to use unanimous consent for everything, or for items of higher importance. Presiding Officers — the phrases you will find extremely helpful to use are, "If there is no objection...." or"Is there any objection?" Please use them! Questions? Let me know,please! Johanna Kinney, CMC City Clerk, City of Seward Post Office Box 167 Seward, Alaska 99664 p: 907.224.4045 e: clerk()cityofseward.net f: 907.224.4038 w: www.cityofseward.us 19 Memorandum of se. Date: July 10, 2017 �c To: City Council,Historical Preservation Commission,Planning q KP and Zoning Commission,and Port and Commerce Advisory Board From: Johanna Kinney, City Clerk Subj: Using Electronic Communications During A Public Meeting As an elected or appointed official, you are aware that adhering to the requirements of the Open Meetings Act is a priority. One of the most common reminders you receive repeatedly relates to limiting the number of people who gather in person, to avoid even the appearance of having a discussion that could be construed as a meeting without proper public notice. And by and large, every council, board, and commission member practices this awareness with diligence. But one of the more subtle issues that I would like to bring to your attention occurs in silence,but is no less important to be mindful of,and this relates to the use of electronic devices during a meeting. The point of holding a public meeting is so that citizens have the opportunity to see and hear everything being said and done during the meeting. Discussions are audible, documents are shared for viewing,and actions are transparent. If you are using your cell phone, laptop,or other electronic device during a meeting, you are essentially putting up a curtain between you and the citizens — effectively, shutting them out—and potentially, violating the Open Meetings Act. The City Council Rules of Procedure clearly states: "Except in an emergency, users shall not use email,instant messaging,text messaging,or similar forms of electronic communications at any time during a meeting of the City Council." Also attached for your consideration is an article published by the Municipal Research and Services Center(a Washington based nonprofit organization)which supports council's rules and highlights some of the important reasons why it is not an advisable practice to allow electronic communications during a meeting: 1. It's distracting. 2. It takes away from the focus and the attention of the meeting. 3. If members are communicating with each other electronically—it is a private conversation and could be viewed as a violation of the Open Meetings Act. 4. There should be no private conversations during a public meeting. 5. It is inappropriate to be doing other things not related to the meeting at hand. 26 MRSC - Use of Electronic Devices During Council/Commission Meetings Page 1 of 3 M R S C (Municipal Research and Services Center) 1°2 Use of Electronic Devices During Council/Commission Meetings June 23,2017 by jim Doherty category:Open Public Meetings Act,Public Records Act It seems that everybody is always 2 +' X" * looking at a screen or sending { l ; messages these days,sometimes M using a smartphone,a notebook , -;- 'i computer,or tablet—what's the big . iis .� - deal? . +:j. _ ►8 /► , When councilmembers or -�.� a commissioners who are participating Nin an open public meeting get lost in 1. their screens they might be:violating the OPMA;about to get the agency involved in a PRA issue;distracted by the latest game app;or sending messages using social media.Or,quite possibly,the councilmember/commissioner might be very attentive to the discussion or issue at hand and reviewing relevant documents online.Here's the issue:the other people in the room have no idea whether those looking at their screens are tuned in,tuned out,or violating the law,and that can be a problem. Violations of the Open Public Meetings Act (OPMA) If people on the legislative body are sending electronic messages between themselves regarding the issue under discussion,then that violates the OPMA because those present have a right to listen to the discussion. If someone on the legislative body is communicating with people not in the room regarding the issue under discussion,that is certainly rude but might also be violating at least the spirit of the OPMA because their role is to be discussing the issue with their fellow councilmembers/commissioners,not with their social media friends or twitter followers. Public Records Act (PRA) Issues If a councilmember or commissioner is sending messages regarding the public issue being discussed,then those messages are public records and can be requested by any member of the public,even if the messages are being typed on a personal smartphone or personally owned computer.Those records might show that the OPMA is being 21 http://mrsc.org/Home/Stan-lnformed/MRSC-I nsi ght/June-2017/Use-of-Electron ic-Devices-... 7/3/2017 MRSC - Use of Electronic Devices During Council/Commission Meetings Page 2 of 3 violated or might show that the councilmember or commissioner is involved in totally personal business and is ignoring the matter at hand. For example,A PRA request in one city revealed that a councilmember was involved in a series of very personal and embarrassing emails with a girlfriend. What Can a Public Agency Do To Avoid Problems? Adopt a policy. Let all members of the legislative body and the public know the rules. Here are some examples of policies adopted by jurisdictions here in Washington State. The Spokane Valley Governance Manual includes the following: Councilmembers shall avoid accessing any electronic message during Council meetings.Accessing such communication could be construed as receiving public comment without the benefit of having the citizen in person to address their concerns.Likewise,Councilmembers shall avoid browsing the Internet on non-City business during Council meetings in order that Council's full attention can be given to the topic at hand. The Burien City Council Meeting Guidelines include this: Councilmembers may post to social media and participate in online forums,but Councilmembers should refrain from the following: 1. Posting and/or sending electronic communications while a Council meeting is in session (during a break in the Council meeting,this Item No.1 of these Standards of Conduct will not apply); 2. Engaging in communications via social media or online forums with other Councilmembers in violation of the Open Public Meetings Act; 3. Posting,sending or reading communications regarding quasi-judicial issues via or to social media,where the Council acts in a manner similar to a judge;and 4. Posting or sending communications via or to social media that discuss matters that are attorney-client privileged or that are still confidential Executive Session matters. And,finally,C-TRAN's Board of Directors Conduct Policy includes the following: Board Members shall not send or receive electronic communications concerning any matter pending before Board during a Board Meeting. Board Members shall not use electronic communication devices to review or access information regarding matters not in consideration before Board during a Board Meeting. To ensure focus on the discussions during meetings, Board Members should only use the internet during meetings to access Board agenda packet information,board resource documents,including but not limited to Board Policies,C-TRAN Bylaws, Robert's Rules of Order,or other research relevant to the discussion. In deference to the Board meeting at hand,Board Members should make every effort to refrain from sending or receiving electronic communication of a personal nature during Board Meetings,though it may sometimes be necessary to send or receive very urgent/emergency family or business communications during meetings. 22 htto://mrsc.oru/Home/Stay-Informed/MRSC-Insieht/June-2017/Use-of-Electron ic-Devices-... 7/3/2017 MRSC - Use of Electronic Devices During Council/Commission Meetings Page 3 of 3 Does your jurisdiction have a policy regarding use of electronic devices during council or board meetings?Should you have a policy?More and more people are becoming addicted to their online screens and communications,but there is a time and place for everything. If the person chairing the meeting becomes aware that one of the participants is distracted by something off-topic on their device,they should be admonished to get back on track. Be polite,be lawful,and don't be the subject of a news item relating to inappropriate use of electronic communications. Questions? Comments? If you have questions about use of electronic devices during public meetings,or other local government issues, please use our Ask MRSC form or call us at(206)625-1300 or(800)933-6772.If you have comments about this blog post or other topics you would like us to write about,please email me at jdohertyomrsc.org. About Jim Doherty Jim has over 20 years of experience researching and responding to varied legal questions at MRSC. He is the lead attorney consultant and has special expertise in transmission pipeline planning issues,as well as the issues surrounding medical and recreational marijuana. VIEW ALL POSTS BY JIM DOHERTY I Leave a Comment Comments 0 comments on Use of Electronic Devices During Council/Commission Meetings Blog post currently doesn't have any comments. 2015 MRSC of Washington.All rights reserved.Privacy&Terms. 2.3 httn://mrsc.ore/Home/Stav-Informed/MRSC-Insieht/June-2017/Use-of-Electronic-Devices-... 7/3/2017 MEMORANDUM ``ice DATE: January 11, 2017 TO: Seward Historic Preservation Commission THROUGH: Valarie Kingsland, Library Museum Director FROM: Madeline McGraw, Library Museum Curator SUBJECT: 2017 Historic Preservation Commission Meeting Schedule This memo is to provide a schedule of the Historic Preservation Commission Meetings for the year 2017. The Historic Preservation Commission regular meetings begin at 6:30 PM and are held at the City Hall Council Chambers, unless otherwise noticed. Regular meetings are usually followed by a work session. Additional work sessions are scheduled and noticed as needed. Month Regular Meetings Work Sessions January January 18 January 14—10 am January 18—after meeting February February 15 February 15 -after meeting February 18- 10 am March March 22 March 18- 10 am March 22-after meeting April April 12 (no staff) April 8- 10 am April 12-after meeting May May 17 May 13-10 am May 17-after meeting September September 20 September 20-after meeting November November 15 November 15 -after meeting January January 17,2018 January 17, 2018-after meeting This schedule is subject to change and is updated as needed. Updated memos will be included each meeting packet. Rev. 2/3/17 24 If you are unable to attend, or have questions or concerns, please call 224-4082 to leave a message for Valarie or Maddi,or, send an email to vkingsland@cityofseward.net and mmcgraw@cityofseward.net. Rev. 2/3/17 ZS SEWARD HISTORIC PRESERVATION COMMISSION Annual Staffed Meeting Schedule City of Seward staff may administer and staff up to six meetings a year. Other staff will need to be arranged for additional meetings. The suggested agenda items are in draft form and are flexible. Work sessions are scheduled as needed and do not require staff. REGULAR MEETING SUGGESTED AGENDA ITEMS January • Approve minutes • Review, discuss and approve annual Priority List and resolution • Review, discuss, approve and plan first Biannual Report to Council • Review, revise, set deadline, and approve notice to solicit HP Award nominations • Schedule meetings/work sessions February • Approve minutes • Review and revise Seward's Day proclamation (last Monday in March) • Discuss and plan for Historic Preservation Month in May • Discuss Annual Certified Local Government (CLG) Report due in April • Review, revise and update online Seward Historic Preservation information • Schedule meetings/work sessions March • Approve minutes • Review and approve Annual Certified Local Government (CLG) Report due in April • Review and discuss HP Award nominations and select recipient • Review, discuss and approve National Historic Preservation Month Proclamation • Plan for Hoben Park beautification • Schedule meetings/work sessions May • Approve minutes • Review and approve HP Award resolution (proclamation in June) • Review and revise Founder's Day proclamation (August 28) • Begin discussing potential CLG Grant opportunities • Schedule meetings/work sessions 2G REGULAR MEETING SUGGESTED AGENDA ITEMS September • Approve minutes • Review, discuss, approve and plan second Biannual Report to Council • Update Local Historic Plants and Trees inventory • Update Seward Inventory of Historic Sites inventory • Discuss potential CLG Grant opportunities • Schedule meetings/work sessions November • Approve minutes • Discuss and revise annual Priority List for approval in January • Discuss the Annual City Report for approval in January • Schedule meetings/work sessions Seward's Day—Last Monday in March National Historic Preservation Month—May Founder's Day—August 28 Updated 11.2.16 VK Approved 11.9.16 by SHPC ti September October 2017 September 2017 Surto TuWe Thh Fr Fr Sa Surto TuWe Th Fr Sa 1 2 1 2 3 4 5 6 7 3 4 5 6 7 8 9 8 9 10 11 12 13 14 10 11 12 13 14 15 16 15 16 17 18 19 20 21 17 18 19 20 21 22 23 22 23 24 25 26 27 28 24 25 26 27 28 29 30 29 30 31 Monday Tuesday Wednesday Thursday Friday Aug 28 29 30 31 Sep 1 a co 1n co N 01 Q 4 5 6 7 8 I Holiday(Offices Closed' 7:00pm 10:30pm P&Z 12:00pm 2:00pm PACAB Mtg-Cancelled Mtg (Council Chambers) w v a w 1n 11 12 13 14 15 6:30pm 7:00pm CC 5:30pm 9:30pm CC WS- 8:00am 5:00pm ICMA- Work Session(Electric Budget Kick Off 457(Chambers-Kim) Utility Rate Study) (Chambers) 7:00pm 10:30pm CC ,=, Mtg(Chambers) a w N 18 19 20 21 22 2:00pm 4:00pm City 4:00pm 10:00pm P8Z 12:00pm 2:00pm PACAB Clerk Interviews WS(Chambers) Work Session 4:00pm 8:00pm Meet (Chambers) N the Candidates Night 6:30pm 10:00pm HP co Mtg (Chambers) a w 1n 25 26 27 28 29 5:30pm 7:30pm CC 6:00pm 9:00pm WS- Work Session(USAF Budget(Televised) Rec Camp Property) (Chambers) N 7:00pm 10:30pm CC ry Mtg(Chambers) a I) 1n Nanci Richey 1 9/13/2017 3:11 PM O Novem 7 October 2017 o Tu er2017 Surto Tube Th Fr Tu We Th Fr Sa Surto TuWe Th Fr Sa 1 2 3 4 5 6 7 1 2 3 4 8 9 10 11 12 13 14 5 6 7 8 9 10 11 15 16 17 18 19 20 21 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 29 30 31 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Oct 2 3 4 5 6 6:00pm 9:00pm WS- 6:00pm 9:00pm WS- 12:00pm 2:00pm PACAB Budget(Televised) Budget(Televised) Mtg (Chambers) (Chambers) T7:00pm 10:30pm P&Z ,.;, Mtg(Annex) U O 9 10 11 12 13 7:00pm 10:30pm CC Mtg(Chambers) m 1-1 Q1 U O 16 17 18 19 20 6:00pm 9:30pm P&Z WS 1 Alaska Day(Offices Cloi (Chambers) 12:00pm 2:00pm PACAB Work Session oN (Chambers) 1 U O 23 24 25 26 27 7:00pm 10:30pm CC Mtg(Chambers) N N m N U 0 30 31 Nov 1 2 3 m > 0 z 0 m Y V 0 Nanci Richey 1 9/13/2017 3:12 PM 7°I November December November 2017 SuMo TuWe Thh F Fr Sa Surto TuWe Thh Fr Sa 1 2 3 4 1 2 5 6 7 8 9 10 11 3 4 5 6 7 8 9 12 13 14 15 16 17 18 10 11 12 13 14 15 16 19 20 21 22 23 24 25 17 18 19 20 21 22 23 26 27 28 29 30 24 25 26 27 28 29 30 31 Monday Tuesday Wednesday Thursday Friday Oct 30 31 Nov 1 2 3 12:00pm 2:00pm PACAB Mtg m > 0 2 0 m ti O 6 7 8 9 10 7:00pm 10:30pm P&Z I Veterans Day(Offices CM Mtg(Council Chambers) 0 0 > 0 2 13 14 15 16 17 7:00pm 10:30pm CC 12:00pm 2:00pm PACAB Mtg(Chambers) Work Session (Chambers) 6:30pm 10:00pm HP m Mtg&WS > (Chambers) 0 2 20 21 22 23 24 6:00pm 9:30pm P&Z WS ' (I Holiday(Offices Closed) I Holiday(Offices Closed) (Chambers) 'Cr N 0 N > 0 z 27 28 29 30 Dec 1 7:00pm 10:30pm CC Mtg(Chambers) V co 0 N N > 0 z Nanci Richey 1 9/13/2017 3:12 PM