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Home My WebLink About08112008 City Council MinutesCiry afServarrl, Alaska CIry Council Minueev August l1, 2008 V 1 37 P K 6/2 CALL TO ORDER The August I I, 2008 regular meeting ofthe Seward City Council was called to order at 7:00 p.m. by Mayor Clark Corbridge. OPENING CEREMONY Police Chief Tom Clemons led [he pledge of allegiance [o the flag. ROLL CALL There were present: Clark Corbridge presiding and Jean Bazdarson Willazd Dunham Bob Valdatta Tom Smith Linda Amberg comprising a quorum of the Council; and Phillip Oates, City Manager lean Lewis, City Clerk Cheryl Brooking, City At[omey ABSENT-Betsy Kellar CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Chuck McGee, appeared asking for support for the U.S. Census Bureau. He noted that over $300 billion distributed in federal funds were based on population figures, and the States distributed funds based on these figures as well as boundaries being re-apportioned. He stated census data was already being collected by the Planning department. Margaret Anderson, thanked the city council for [he opportunity to bring the Boys and Girls Club resolution to a vote. She noted both programs offered vital after school activities and wanted it known that the community had raised almost $20,000 for the 2007-08 school year to assist with this program. Sharyl Seese, was concerned after looking al the new plans for the Mary Lowell Center. Per earlier council guidance, she was under the assumption that nothing would be built across Washington Street and it would not be closed for any other reason. Seese thought by viewing the recent plans it appeared the old Solly's building would be demolished and she highly requested that nothing be built across Washington Street. Debbie Bond, requested support funding for the Boys & Girls Club. The goal was to offer a strong independent organization that specialized in youth development, provided one-on-one counseling and other opportunities. This program was aimed at health and safety issues, City of Seward, Alnska City Council Minutes A g t 1 ] 2008 Volume 37, Page 6l3 discouraging substance abuse, depression and neglect issues, promoting citizenship and more. Bond stated youth needed a place that provided the tools to make a difference in their lives. - AI Lynch, Technical Sales Manager for TelAlaska Systems, had full confidence in TelAlaska's V OIP/PBX phone system. It had greatly increased the efficiency of TelAlaska when it was installed there, and he assured it would do the same for the City. Lynch pointed out the local support to stand behind it. Anita Schoening, was in support of the Boys and Girls Club. Her research thought it cost $40 a year for her child to be in [his club. This program was financially great, in a good location and was safe. Other after-school places were too expensive. She was speaking for other people that could not afford some of those after-school programs. Schoening thought this club was needed. Brenda Ahlberg, Executive Director of the Boys & Girls Club on the Peninsula, thanked [he council for what she thought were benefits of youth of Seward. She further thanked Vice-Mayor Dunham for the task force suggestion to cooperate between programs. Ahlberg stated with declining federal dollars, she appreciated the city's foresight and investment in the club. Father Emmanual Williamson, was a sponsor for the foster program. He supported the Boys & Girls Club and thought it was important [o support al] avenues for children to give [hem a positive environment, and urged council support for this resolution. Pastor Peyton Sparks, also spoke in support of the Boys & Girls Club. He thought many - children benefited from this program and he could see a difference in his own children from the after-school hour tutoring. Sparks stated it would be a detriment to the children in this town if this club were to lose their funding. Elizabeth Grace, was new [o Seward and a single mom. ht working hard to take care ofher girls, she stated the Boys & Girls Club was a good fit. She felt children needed to be kept with other children theirown age and have plenty of supervision. With different teaming abilities between ages she didn't feel it was safe to put those peer groups together. Grace liked the structured environment of the club and the way they did their homework and how they prepared the children for the next day. She was grateful for the program. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Bardarson/Smith) Approval of Agenda and Consen[ Agenda Motion Passed Unanimous The clerk read the following approved consent agenda items: The July 22, 2008 Special City Council Meeting Minutes And The July 28, 2008 Regular City Council Meeting Minutes Were Approved. - Non-Code Ordinance 2008-017. Appropriating Funds To Make Expenditures Which Could Influence The Outcome Of An Election Concerning A Ballot Proposition Addressing Exemption Of City Of Seward Municipal Elected And Appointed Officials From The Ciry ofSewm~A, 91¢ska 6'ty Council Minutes Augur[ L, 2008 Y t 37 P R 6l4 Requirements Of Chapter 39.50 Of The Alaska Statutes, (State Of Alaska Public Official Financial Disclosure Law) In An Amount Not To Exceed $1500. (this non-code ordinance was introduced and set far public hearing an August 25, 2008) Resolution 2008-074 Affirming The City's Support And Partnership With The U.S. Census Bureau In Conducting The 2010 Census. Resolution 2008-075 Accepting A Gran[ In The Amount Of $5,000.00 From The Alaska Department Of Health And Social Services For 2008 Fourth Of July Temporary Need Non- Secure Shelter And Staff And Appropriating Funds. Resolution 2008-077. Authorizing The City Manager To Enter Into An Agreement W ith Valley Power Systems To Purchase 2 Rebuilt EMD Generators For An Amount Not To Exceed $667,500.00. Resolution 2008-078. A Resolution Of The City Of Seward Alaska, Authorizing A Sole Source Contract With Procom Alaska/Motorola For Purchasing And Installation Of Interoperable Communication Equipment Utilizing Homeland Security Grant Funds, And Appropriating Funds Not To Exceed $79,663.00. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Borough Assembly Report. Borough Assembly Representative Rou Long stated there were a few items of local interest from last Tuesday's meeting. The Borough Assembly passed a resolution recognizing 25 yeazs of the Iditarod Trailblazers for their work on the trail from Mile 0 to Girdwood and beyond. They also supported Qutekcak Native Tribe's efforts for federal recognition. Long mentioned an ordinance was introduced to accept and appropriate funding in the amount of $55,000 for Beaz Creek Fire Service Area's multi-use facility and expansion project. Long stated they amended code on an initiative so grant funding would be excluded from the $1 million dollar threshold on capita] improvement projects and change the requirement from a 60% super majority voter approval to 50% plus one, so it was consistent with other ballot measures. Long reported [he engineering constmction contract was approved for the new football stadium seating at Seward High School. The funding would come out of the interest earnings from the middle school bond project and the contract was awarded to Enterprise Engineering Inc. He stated the elevator at the high school would be updated to comply with ADA standards. In response to questions, Long was not sure if providing water to the shack was included in the engineering award, but should be included in [he constmction portion of the project. He thought work would Stan next spring. City Manager's Report. City Manager Phillip Oates stated there were still vacancies on _ the Planning & Zoning Commission and the Historic Preservation Commission. Friday was [he deadline to [um in candidate packets for a city council position. C7ty afSeward, Alnska City Council Minutes A g t /7 1008 Volume 37, Page 6!5 Oates stated that since the City had implemented the wellness plan, the health insurance claims had reduced in frequency and severity. He noted that Assistant City Manager Kirsten Vesel was recently appointed by the Governor for the State of Alaska Community Service Commission. In answering an earlier question, tho Sealife Center had removed the engraved bricks because of safety concerns and had not developed a plan for dis{:~lay of the bricks. Oates also noted after recent meetings regarding tsunami readiness, it appeazed the City should be conservative on deciding what infrastructure and use of the new land would occur in the southeast area of the small boat hazbor. • Harbor. The 53`d Sewazd Silver Salmon Derby was underway and the staff had logged approximately 850 vessels in the harbor Clean-up efforts on the illegally dumped barrels and soil remediation project on Nash Road were still going on with Emerald Alaska. • Public Works. The library, city hall and 4'h Avenue AVTEC sidewalk repairs were completed and a scope of work for ADA pazking at city hall was being developed. The City was continuing to repair potholes with the infrazed machine and water line upgrades were being coordinating at the Second Avenue AVTEC facility. • Park & Rec. The Hoben Park fountain was removed and the new fountain basin would be placed Wednesday, weather permitting. A skate park upgrade grant from American Ramp Company was acquired. In response to questions, Oates stated it was a fairly complex matter to address maintenance access issues and bring power across Japp Creek, but the city was doing all i[ could to facilitate the request from AT&T for their Dell phone tower. City Attorney's Report Cheryl Brooking reported from Tune 21 through July 2Q, 2008. The firm continued to provide advice on; contracts, resolutions, ordinances, continued fees for common carriers, administrative matters, proposed leases, etc. There were Long Term Care Facility issues, land use and employment issues, and advice given on flood management. Brooking stated the harbor issues amounted to land use in the hazbor and illegal dumping and clean-up. She stated there were attempts from both sides to reach a settlement on the Resurrection Bay Conservation Alliance litigation, and they had closed on approximately S6 million dollars of revenue bonds for generator upgades. A Presentation By Be[h Klein Was Given For Big Brothers And Big Sisters. Beth Klein, Community Coordinator requested support from the city for the Big Brothers and Big Sisters program to continue to serve the existing program in Seward. This program served children ages 6 to 18 and was different from other programs because it developed lifelong friendships. NEW BUSINESS Resolution 2008-073. Amending The Contract With Mikunda, Cottrell & Co. To Reflect The Cost Of Implementing New Auditing Standards, And Appropriating Funds. Motion (Amberg/Bardarson) Approve Resolution 2008-073 Ciry ofSewurd, Aluska Ciry Council Mixutes Augur(/l, 2008 ~olulxe 37. Pava 6!6 Oates stated new legislation passed because ofcorporate fraud and new auditing standards for governmental organizations. A letter received from Mikunda, Cottrell & Co. explained the new auditing standazds. This expanded auditing of the system required over 200 extra hours ofprep time by the staff. The work was completed before moneywas authorized because the letter went directly [o the city council and it was not known what the additional price would be. Oates felt the funds were justified and recommended approval. Amberg wanted this pulled from the consent agenda because she did not think Mikunda should deviate from the original contract once it was awazded. Oates noted there were only three auditing firms in Alaska. He though[ Mikunda, Cottrell & Co. provided good service even though he did no[ like the approach taken on these fees. Finance Director Kris Erchinger staled there was a material change in the scope of the audit which previously wasn't required. In their defense, this recent change was mandated a[ the federal level. Motion Passed 5-1 Yes: Dunham, Valdatta, Bardarson, Smith, Mayor Corbridge Na: Amberg Resolu[ioo 2008-076. Authorizing The Cily Manager To Appropriate Funds In The Amount Of $25,000 To The Seward Boys And Girls Club. Motion (Bardarson/Amberg) Approve Resolution 2008-076 Oates stated this was a resolution to support appropriating funds for the Boys & Girls Club. He informed this money was not budgeted so would come out of the general fund fund balance. Amendment (Bardarson/Smith) Amend Resolution 2008-076, by removiog the 5!s Whereas Bardazson did not like the 5'h whereas because progratns at times would overlap and be duplicated. She thought she understood the intent but as worded, it would require administrative monitoring that wasn't needed. Smith agreed that no program duplication was too open ended. Amendmeot Passed Unanimous Ameudment (Amberg/Bardarson) Ameud Resolution 2008-076 by removing the wording "now, and an additional $50,000 for their next fiscal year" on the 2n° Whereas. Amendment Passed Unanimous Ciry afSeward, Alaska City Council Minutes A g t /1 1008 Volume 37, Page 617 Main Motion Passed Unanimous Resolution 2008-079, Authorizing The City Manager To Enter Into A Contract With Performs, Inc. For Repair And Refinishing Of The Fire Apparatus Bay Floors In The Amount Of $35,000.00. (n laydown of the sheet showing points awarded was produced) Motion (Bardarson/Dunham) Approve Resolution 2008-079 Oates stated three proposals were received and provided a laydown of the scoring that was erroneously omitted from the packet. The main fire station was constructed in 1963. Professional repair of the apparatus bay has been needed and was put into the 2008 budget. He recommended approval. Fire Chief David Squires was present and answered questions. Motion Passed Unanimous Resolution 2008-080, Authorizing Change Order #8 To The Contract With William J. Nelson And Associates, For Consulting Services On The Japanese Creek Levee Project, And Appropriating Funds. Motion (Bardarson/Smith) Approve Resolution 2008-080 Oates anticipated having all permits in hand from the Corps of Engineers within 60 days since all agencies were now in agreement Negotiations forproperty acquisitions wouldbegin. Wm. J. Nelson & Associates firm managed the engineering and consulting services forthe city, and would oversee [he property negotiations and appraisal services. Oates stated the levee footprint was for approximately 24 parcels for at an estimated cost of $75,000 by a third party appraisal firm, property negotiation and acquisition services conducted by HDR, Inc. for $95,000, including a 10% contingency forato[al not to exceed $187,000. Funds availablefor this prof ect were: $1.7 million in RCS funding which could not be used for property purchase matters, $2.6 million from State of Alaska, $250,000 from the City of Seward for bedload maintenance, for a total of $4.55 million dollars. Oates anticipated full and some partial acquisitions of land costing $750,000 to $1 million dollars. He explained thatafirm like HDR was needed because of the complexity oftheproject and the strict land acquisition requirements that needed to be followed because of federal dollars used. Oates said with land purchases, wetland involvement, conservation, existing rights of way issues, etc.; this was the most complex project he had ever seen and thought local interest should be taken out of it. He recommended passage of this resolution. Fioaoce Director Kris Erchinger stated some appraisals were already completed but no survey data yet until the alignment of the levee was completed. Motion Passed Unanimous City ofSeward, AJasAa City Council Mlnuter August 7 /, 2008 (/olume 3Z Pave 6/8 Resolution 2008-081. Authorizing The Ci[y Manager To Enter Into A Sole Source Contract With Northstar Paving & Construction For Asphalt Repair And Appropriating Funds Of $140,000 To Accomplish Emergency Paving And Road Repair Project In The City Of Seward. Motion (Bardarson/Amberg) Approve Resolution 2008-081 Oates emphasized the community would agree [hat the roads and streets could use repair. Even though the City had $2.2 million coming next year for road maintenance, he thought this was an emergency and could not wait until next year. Northstar Paving was in town conducting paving for the Long-Term Care Facility (LTCF) and would perform paving services a[ a cost of $3 a square foot. Some of the roads listed for these emergency repairs were Jesse Lee Drive, the intersection of Bear and Swetman, Ts and Railway, 4'h Avenue water line repair area and 2"d Avenue by AVTEC. He recommended the city take this opportunity and approve this road repair funding. In response to questions, Public Works Director W.C. Casey stated Ash and Cedar Street were dug up because of the sewer line for the Long Term Care Facility and would be paved. Drainage and ditching issues need to be addressed to keep the water off [he pavement. Iron Drive would be included if money was left over. The rest would be covered by the earmarks next year. City Council Recessed At 8:40 p.m. City Council Reconvened At 8:46 p.m. Amendment (Smith/Valdatta) Amend Resolution 2008-081, by Removing "$140,000" and add wording;" me $160,000" in Section 3; replace "$140,000" with "$160,000" in Section 2; and add "nte $160,000" in the title. Oates stated $200,000 was budgeted for capital improvements for 2008. Amendment Passed Unanimous Main Motion Passed Unanimous Resolution 2008-082. Authorizing The City Manager To Enter Into A Maintenance Services Agreement And A Sales And Iostalla[ion Agreement With TelAlaska Incorporated To Purchase And Upgrade The Current Phoue System To VOIP/PBX, For Au Amount Not-To- F.xceed $405,244.42, Aud Appropriating Funds. Motiou (Bardarson/Dunham) Approve Resolution 2008-082 Oates staled the city received their current phone system in 1994. In 2000, a major upgrade occurred taking the system to the maximum limit. The current system had reached its limits and was failing. Oates stated the new system would be cost effective and efficient and would include the hospital and the Long Term Care Facility. Contingency was set at a high 40% because of the Ciry of8ewurd, Alaskn City Council Minutes A g t 11 2008 Volume 37, PoKe 619 unknowns of the new facility and increases in cost and technology by next year. Oates presented one advantage with incorporating the system into the Long Term Caze Facilitywas the citycould re-coup the costs through thcbonding. Monthly costs would be much cheaper, thus would more than pay for itself after initial installation costs. Management Information Systems Director Mike Meeks thought the city should recoup the installation costs within 10 years. The Rules Were Suspended By Unanimous Consent To Allow AI Lynch, Technical Sales Manager For TelAlaska To Answer Questions. Dunham did not want to pay maintenance on construction and voiced concern with long- term maintenance agreements. Oates stated all equipment would be purchased at one time. The warranty would be for 12 months once purchased then a maintenance agreement would be paid for any degradation of the service. He stated monthly maintenance was a valid cost. Amberg was concerned that [he 40°/ contingency was excessive. She thought it was a good idea to bring contingency information back before the city council so the public knew where the costs went. Amendment (Amberg/Smi[h) Change the 40% contingency in the 9`" Whereas and in Section 2 to 10%, and/which would revise the dollar amount in the title, both dollar amounts in Section 2 and both dollar amounts in Section 5. Oates stated he was willing tojustify any contingency costs, but hoped tojust report back to the city council without adding administrative costs on top to produce more resolutions. He stressed the unknowns with this telephone installment project. Amendment Withdrawn (Amberg/Smith) Unanimous Main Motion Passed Yes: Bardarson,Smith, Dunham, Valdatta, Mayor Corbridge No: Amberg INFORMATIONAL ITEMS AND REPORTS (No action requirer!) Providence Seward Medical Center June Financials. COUNCIL COMMENTS Dunham requested a resolution in Septemberparticipating in thenational and statewide drug and alcohol program. CITIZENS' COMMENTS-None City afSeword, Alaska Ciry Council Mimder AuRUSf l 1, 2008 ~ 1 37 P ¢ 610 COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS -None EXECUTIVE SESSION Motion (Bardarson/Dunham) Go Into Executive Session To Discuss Matters Related To Possible Litigation Concerning The Extension Of The Lease With Seward Ships Drydock. Motion Passed Unanimous Council went into executive session at 9:20 p.m. Council came out of executive session at 9:51 p.m. EXECUTIVE SESSION Motion (Dunham/Amberg) Motion Passed Go Into Executive Session To Discuss Matters Related To Negotiation Strategy For Property Acquisition, Easements, Rights-Of--Way Which The Immediate Knowledge Would Clearly Have An Adverse Effect Upon The Finances Of The City. Unanimous Council went into executive session a[ 9:56 p.m. Council came out of executive session at 10:25 p.m. ADJOURNMENT The meeting was adjourned at 10:26 p.m. Jea~ Lewis, CMC ~,_,. ,~_ Clark Cocb ~~ ge Ci~+yClerk ~.~ pF SEfI."~~Iayor (City Seal) 4 °y~ e OF