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Home My WebLink About02012023 PACAB Meeting PacketPort & Commerce Advisor Board Agenda Packet Regular Meeting February 1, 2023 City Council Chambers 12:00 p.m. The City of Seward, Alaska PORT AND COMMERCE ADVISORY BOARD REGULAR MEETING AGENDA February 1, 2023 Brandii O'Reagan Chair Term Expires July, 2023 Lynda Paquette Vice Chair Term Expires July, 2024 Bruce Jaffa Board Member Term Expires July, 2024 Carl Hughes Board Member Term Expires July, 2023 Dwayne Atwood Board Member Term Expires July, 2025 Benjamin Smith Board Member Term Expires July, 2025 Fred Woelkers Board Member Term Expires July, 2024 Stephen Sowell Assistant City Manager Norm Regis Harbormaster Brenda Ballou City Clerk 12:00 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL Council Chambers 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval of Consent Agenda passes all routine items indicated by 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] 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS A. Proclamations and Awards — None B. Administration Report ........................................ Pg. 4 C. Other Reports and Announcements [Reports must be submitted to the city clerk no later than noon on the Tuesday preceding the Monday meeting for inclusion in the packet. Five (5) minutes speaking time will be allowed for each report.] 1. Alaska Railroad Report ....................................Pg. 6 D. Presentations -None [Presentations are limited to ten minutes each, excluding Q&A, and are limited to two per meeting unless increased by PA CAB.] 2 7. NEW BUSINESS A. Resolutions B. Action Memorandum C. Other New Business Items 1. Discuss the Chamber of Commerce Marketing Plan................................Pg. 7 2. Formulate The 2023 PACAB Work Session Meeting Topics.....................Pg. 18 3.Ordinance 2023-XXX Amending Seward City Code Chapter.....................Pg. 21 2.30 Boards and Commission *4. Approval of December 7, 2022 PACAB Meeting Minutes .......................Pg. 27 *5. Approval of January 4, 2023 PACAB Meeting Minutes ..........................Pg. 31 D. INFORMATIONAL ITEMS AND REPORTS [No Action Required] 9. CITIZEN COMMENTS [There is no sign in for this comment period. Time is limited to five (5) minutes per speaker.] 10. BOARD AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS It. ADJOURNMENT 3 Assistant City Manager Stephen Sowell ➢ Public Works Shop Project: Work continues on the preliminary design and engineer's estimate. We held a project meeting on January loth to continue work on the project. The survey team from R&M Engineering conducting field work at the Fort Raymond site January 9 through 12 to continue work on facility layout. R&M Engineering is working on completing the preliminary cost estimate and finalize the project schedule. ➢ City staff are continuing to work with Seward City Tours and community stakeholders on the "Port Avenue Project". This project will enhance pedestrian traffic on Port Avenue as well as providing new shuttle bus stop benches and related improvements. We plan to bring a resolution to Council in February to expend the funds for this project. ➢ We are beginning the work on updating the Strategic Plan. This will be a long-term project but excited to get this important document updated. Our objective is to create a document that reflects the implementation of the Comprehensive Plan. ➢ City Administration met with the Alaska Housing Finance Corporation (AHFC) on January 6th to discuss the current state of housing in Seward as well as the possible programs that AHFC has to increasing residential housing production. We will continue to work with AHFC as program funds become available. 11 Norm Regis, Harbormaster ➢ The 50-ton and 330-ton Travelift has started to pick up; some fishing vessels are preparing the early fish openers. ➢ We are continuing to train three new harborworkers on the maintaining the Travelifts and harbor infrastructure. ➢ We are working on the SMIC yard drainage to keep water flowing into the ditches. ➢ We have opened G, K and L-float; contractor is working on the punch list. ➢ We have an issue with the fire extinguisher and life ring boxes, we are working with the engineers/contractor to alleviate problem with the vender. (Not Resolved Yet) ➢ We are still working with the public with COVID protocol in mind while continuing to do boat lifts and public contact in the Seward Harbor office. ➢ We will continue cleanup at the old Raibow dump area in the spring, just a few more items to deal with and we can lease the property out again. ➢ The harbor office is closed on Sundays until spring 2023. ➢ The North East harbor launch ramp is completed, the contractor finished on 12-1-2022, waiting on as -built drawings. ➢ I called Washington and checked on the City of Seward Harbors PIDP grant it is in the final weeks of technical review, an announcement of the grant awardees will be in a couple of weeks. (We have a debrief on February 9) ➢ We are waiting on funding for the 5-ton crane on I -Dock, Corp Permit has been approved ➢ The harbor has hired one more harborworker II; this was an added position during the budget process. ➢ We have sent the Coast Guard the resolution and the Purchase and sale agreement for them to look over. ➢ Winter is here please remember do not shovel the snow off your vessels onto the dock; please place the snow into the water. ➢ Please watch your step while transitioning onto the floats the transition plates can get icy very quickly. ➢ The harbor had another successful Polar bear Jump. 5 Dwayne Atwood Seward Port Manager February 1, 2023 Port and Commerce Advisory Board Report THE ALASKA RAILROAD'S MISSION -- Through excellent customer service and sound business management practices, provide safe, efficient, and economical transportation and real estate services that support and grow economic development opportunities for the State of Alaska. Vessel Traffic • The traffic has recently been mostly related to regular fuel tanker deliveries and Samson barges. • A January 17 train derailment caused delays in regular freight train schedules. That avalanche was cleared (at milepost 71.5) on January 20. • Barges currently wintering over at the port include the Crowley DBL289 and Turnagain Marine Brightwater. • The 2023 cruise ship season calendar currently includes 92 ships. We are planningto have three ships in port on July 28 and September 8. Other Items • Various public entities have been using the terminal building during the winter including the municipal parks and recreation department and the senior center. • The ARRC Real Estate / Facilities departments have hired a Seward assistant port manager. Rhonda Crabill began work on January 23. She brings years of experience with the Alaska Marine Highway system and local coastal tour related operations. • ARRC is in the final stages of design for Cruise Dock expansion project. Currently a 65 percent plan proposal is under internal review. Construction is slated to begin at the end of the 2023 cruise ship season. Dwayne Atwood Seward Port Manager, MPM 907-265-2696 office / 907-362-6038 mobile mailing: PO Box 95, Seward, AK 99664 physical: 913 Port Avenue web: www.AlaskaRailrood.com C: City Council Agenda Statement Meeting Date: February 1, 2023 To: Port and Commerce Advisory Board From: Stephen Sowell, Assistant City Manager Agenda Item: Discuss the Chamber of Commerce Marketing Plan Background and justification: The Chamber of Commerce and the City of Seward have a marketing contract, which is funded by bed tax returns. The Chamber acts as the Marketing entity for Seward and has an active role in increasing economic development in Seward and the surrounding area. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: 1.3.1 Economic Develc Strategic Plan: Other: ent Certification of Funds Total amount of funds listed in this legislation: $ 0 This legislation (✓): Creates revenue in the amount of: $ Creates expenditure in amount of: $ Creates a savings in the amount of: $ x Has no fiscal impact Funds are (✓): Budgeted Line item(s): Not budgeted x Not applicable Unassigned Fund Balance and Available Unrestricted Cash Balance Information Fund (✓): General SMIC Boat Harbor Parking Motor Pool Other Unassigned Fund Balance*: Available Unrestricted Cash Balance* Electric Wastewater Water Healthcare Various Finance Director Signature: *unaudited numbers 7 Attorney Review FV Yes Attorney Signature: Not applicable Comments: Administration Recommendation e✓ Discuss Calendar Other: Discuss the Chamber of Commerce Marketing Plan �e+wLard 1 CHAMBER Mark440Y Executive Director Kat Sorensen W6 wU urn We are a 501(c)6 not -for -profit organization dedicated to the betterment of Seward as a business community and destination for people looking to live, work, and play. cemw�u � mi"ed • rueaxcee4 . tr"—re4 • ambit • .4ka4v, WW ts- w oultftba 4 &ftftacu? A group of businesses that supports the interests of its members. A traditional Chamber uses membership fees to act as a lobbying organization for member businesses. Chambers act as a business partner, organizing networking events, providing business development courses, and present business owners and the business community of Seward in a good light. Luncheons After 5 events Newsletter Community Awards Night Board Elections Signature Events (MMR & SSD) Nam+^ �s Sa~d outftber daffettv. Through a decades long contract with the city, we act as Seward's Destination Marketing Organization. Seward is a small town, so our organization has to fill two roles. As the DMO, the Seward Chamber fulfills the requirements of a marketing and economic development contract. Through this contract we work to showcase Seward as a great place to live, work, and play, and we help visitors to town have the best experience possible. Our vision has stayed true for 30 years, for tourism of all kinds to be a vibrant, responsible component of Seward's economy and sense of place. O(A Taw 114"q/ The 4% bed tax was voted on by the people of Seward in 1995, passed 456 to 258, with the "basic intent to provide for the promotion of tourism and development of visitor infrastructure and to provide for visitor services." (Resolution 97-052). In 1996, the Seward Chamber of Commerce was designated 50% of the bed tax revenue to manage visitor services. This relationship was reaffirmed in 2001 and 2013. For FY2023 and FY2024, the Chamber is set at a flat funding rate of $300,000 10 Municipality Bed Tax Market share FY 21DM0 Funding DMO FTEs Seward 4 % 25 % $295, 857 2 FTE Anchorage 12 % 54 % $8.6 million 28 FTE Juneau 7% 61% $1.2 million 8 FTE Fairbanks 8% 17% $2.5 million 28 FTE 4 FTE Mat -Su 5 % 9 % $882,000 (no visitor center) Sitka 6% 9% $1.1 million 16 FTE How do we stack up against others? Seward has the fifth -largest visitor market in the state behind Juneau, Ketchikan, Anchorage, and Skagway. Destination marketing organizations (DMOs) in larger communities like Anchorage and Fairbanks receive millions of dollars each year fortourism promotion. Meanwhile, smaller communities with comparable bed tax rates (e.g., Sitka and Valdez) dedicate much higher proportions of their bed tax revenue (up to 96 percent) to their DMOs. For example, Mat -Su budgeted about $882,000 fortheir DMO, and when the bed tax didn't cover it in 2020, they kept supporting their Mat -Su CVB and made up the difference in additional funding. Simply put, Seward out -performs many other Alaskan communities that have significantly more marketing resources at their disposal. 04 d@ftVi (491 h1 wouy C"4rC4 au'er? A.K.A. SERVICES PROVIDED THROUGH BED TAX FUNDING Seward .. ALAS KA� k sad ALASKA SEWARD.COM VISITOR, MARINE, & VISITOR CENTER & BRANDING & INFORMATION & TRIP & HOMETOWN GUIDE CRUISE GREETING DESIGN DATA HUB CONFERENCE PLANNING f ,$`HOP f .$EWA" Imo,` _ s.a r WINTER TRADE SHOWS EVENT COMMUNITY SMALL BUSINESS SOCIAL MEDIA WEEKENDS CALENDAR SUPPORT DEVELOPMENT 11 A 11 i V"@r Swim VISITOR CENTER Over S0,000 people a year spend at least I S minutes at out Visitor Center. Each visitor is greeted and has all of their questions answered. We provide this service YEAR-ROUND. We also answer hundreds of phone calls and email inquiries a month. TWO FULL-TIME STAFF • Visitor Center & Events Coordinator o responsible for all community events (think 4th of July community games, not Mount Marathon) and VC upkeep • Communications Coordinator • (Membership coordinator is not funded through the contract) SIX PART-TIME STAFF We have six part-time staff that work at the visitor center, derby booth, and cruise ship terminal in the summer. They are all year-round locals in the Seward community! Collectively, they cover three shifts daily in the summer and equate to 2.5 FTE CRUISE GREETING As busy ships come to port, our staff greets cruise passengers at the terminal. We help them get where they're going, and even book them transportation and activities, insuring they have a great time in Seward. DERBY BOOTH The harbor is the most visited location in Seward, so we've been working to increase our presence there. With an increase in staffing this year, we were able to staff the derby booth as a satellite visitor center all summer long. & MORE • City of Seward campground online booking • Bathrooms • Shuttle Stop • Water for Legion cemetery • Fish & Game resources • State Park decal sales • NPS stamp in winter • Trails maps & safety • Recycling center • Community car washes • Display local artists • Display Alaska Native history • Public wifi 24/7 • Seasonal "what's open" • Lost & Found 12 Weaatng, MeeSng,MG. p, Manne1N tly lam+ Cam—yRuerera Gbamber slog Q53' 4 ALASKA SALMON DERBY EVENTS THINGS TO DO LODGING RESTAURANTS PLAN YOUR VISIT KENAI FJORDS 14 I yd i •r., � Where Mountains, It, h Oceans Meet SewaN SMeben denlnWon nMulefar blMs wkM1 �y .•.��lA mwdameaMab�buclre, irt. ExplweawkayN r w Bemvz euursbnz far varcbrz oFall ages wd eBlky %x y,.,�^y 3 � t ', ✓.`., kKb k- cuar MOReAH i RFAo IdoRF� - +4.. ` ... �. F i I I Pop- UP Science CORee And Walk Magic tM1e Racquetball Tot Tme Encounter: Gath-mgTeen Sth.da le Discovering Game Group 6x. Earth'z Secre p N 6x. w,.uy a. y, Cs..W o■o■■o ax, os ° ■m■mmmm mmmmm■m ��.«. off mmm ■■ �� and Annual Harvest Moon Seward Family Community Festival Art Night smWrd.imou �ReNrninq Sessions New Sess 1,415 2U 000 800' 0 07129r2022 J?-L022 08f0412022 08f0612022 dSf0Sr2022 0811 (•12022 0811312022 OBr1512022 OBr1 )12022 OBr2M2022 OBr2212022 OBY14lh122 OBY17lh122 06129f2021 Ota br""M SMAM Visit Issuacom/seward.com for full guides S(Atrarj L. ,r,A HOMETOWN GUIDE Our hometown and relocation guide is printed on athree year cycle and provides information to those in Seward and those hoping to move to Seward. Spa ALASKA `.e* VISITOR GUIDE We print 80,000 visitor guides a year. Half are distributed in town, 15,000 air mailed across the country, and the remainder are spread in high traffic areas across the state. Scwar4 ALAS< MARINE GUIDE This guide is a great resource forthose looking to do marine work in Seward. We bring 1,000 copies to the Pacific Marine Expo each year and share throughout the state. 14 Poti-A & Orqw-4t Alc*m 7,7.,....... e-....,. 000 n SOCIAL MEDIA We keep an active and engaged presence on social media with 20,000 followers on Instagram and 150,000 reach on Facebook PRINTED MEDIA We advertise in a plethora of printed materials including the Alaska Map, Bells Map, Edible Alaska, the Milepost, Alaska Magazine, RV Magazine & more. A1cwk4iii# Prqc& Seward ALASKA REQUEST YOUR VISITOR GUIDE AT EEWARD.COM AD BUYS As a resident of Seward, you won'tsee a lot of our paid ad buys but we're always advertising to both our top markets, and our underserved markets to get more interest in Seward. ALASKA WEDDINGS & MARINE ASSET MANAGEMENT BRANDING WINTER WEEKENDS CONFERENCES To expand visitation beyond Seward is di verse community, and People love to post about Seward, We worked hard to create a brand that September and to engage our We've been working di ligintly to we are marketing it as such. We and thanks to different marketing encapsulates the beauty and spirit of community year-round, we organize market Seward as a destination highlight the benefits of coming to programs were able to aggregate all Seward, and were constantly updating monthly Winter Weekends. These for weddings and conferences all Seward for marine work and the images shared of Seward. We can it and tweaking it to insure our brand include event planning around yearlong. collaborate with PACAB and those track these to see higher use areas, or stylerepresentsourcommunity. AND holidays, aggregating information on in the marine industry on projects. to use for our own marketing we make it available to the city for ex. who is open and what they're materials! Legislative Priority Pamphlet offering, and marketing the events to the right audiences. 15 We also work closely with organizations in town on promotion / outside of our peak season including `AST of T. Polar Jump, help with SMAF, fireworks, and aggregating lists of what to do year-round ® � SAoww Sh.A, • W �1 A ICA�N• w s4.j r_ SEWARD AREA PLACES TO STAY °Y ✓ a V t these Seward Chamber be t blishm tsi poll ahead to F- wcono es) -A> — � � HOTELS CABINS & COTTAGES HARBOR 360 HOTEL BEACH HOUSE ALASKA MEET THE 1412 4" Ave • "") 224-2550 14065 &each Or • (907) 301-8612 — ' CANDIDATES EEE SALTED ROOTS 303 N HorhoBRE, St • (BJH 907) 224-5237 15690 &each D, • (907) 599-0553 &ftww !f & V "cly p"tou Community information & data We've been tasked by the city of Seward in the past to aggregate data on topics such as: housing, childcare, healthcare, sustainability, and more. Ex. Last October we conducted a community housing survey that found the impact our housing issue has on Seward. Visitation Data We contract out with information providers so that we can bring the city the most up-to-date visitation numbers each month. This helps us make informed marketing decisions, and help the city make informed decisions as well. Average trip length in 2021 was 4.187 Days, which Example: is up from 2.6 days in 2016 - meaning higher quality visitation 16 Em 400,000 300,000 200,000 Thanks to the Chamber's marketing work, we've been steadily climbing back to pre- 100,000 pandemic visitation numbers. Green is out-of-state, white is in- 2019 2020 2021 2022 state visitors Our contract also includes.... • A dedicated Seward AK Small Business Development Coordinator that is housed in the Chamber offices • Work with PACAB and City Administration on projects (local and legislative). The recent publication created utilized our designer and branding style. • Facilitate and organize economic development events o Start-up Week o Small Business Saturday • Attend industry shows o Pacific Marine Expo (bring city employees) 17 City Council Agenda Statement Meeting Date: February 1, 2023 To: Port and Commerce Advisory Board From: Stephen Sowell, Assistant City Manager Agenda Item: Formulate The 2023 PACAB Work Session Meeting Topics Background and justification: City Council approved the PACAB 2023 priorities during their November 14, 2022 Regular Meeting. Based upon these priorities, PACAB needs to generate the 2023 Work Session (or special meeting) topics. Reaular Meetina Dates: January 4 September 6 February 1 October 4 March 1 November 1 April 5 December 6 May 3 Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: 1.3.1 Economic Develc Strategic Plan: Other: ent Certification of Funds Total amount of funds listed in this legislation: $ 0 This legislation (✓): Creates revenue in the amount of: $ Creates expenditure in amount of: $ Creates a savings in the amount of: $ x Has no fiscal impact Funds are (✓): Budgeted Line item(s): Not budgeted x Not applicable Unassigned Fund Balance and Available Unrestricted Cash Balance Information Fund (✓): General SMIC Electric Wastewater Boat Harbor Parking F1 Water Healthcare Motor Pool Other Various Unassigned Fund Balance*: $ Available Unrestricted Cash Balance*: $ Finance Director Signature: Attorney Review Fv Yes Attorney Signature: Not applicable Comments: Administration Recommendation ✓ Discuss Calendar Other: Determine PACAB's 2023 Meeting Calendar *unaudited numbers 19 PACAB Meeting Date Meeting Topic REGULAR 1/4/2023 Harbor Tariff SPECIAL 1/18/2023 REGULAR 2/1/2023 Chamber Marketing SPECIAL 2/15/2023 REGULAR 3/1/2023 SMIC Development Plan SPECIAL 3/15/203 REGULAR 4/5/2023 Utility Infrastructure SPECIAL 4/18/2023 REGULAR 5/3/2023 Legislative Priorities SPECIAL 5/17/2023 REGULAR 9/6/2023 Vessel and Property Tax and AML Attendance SPECIAL 9/20/2023 REGULAR 10/4/2023 Harbor Plan REGULAR 10/18/2023 REGULAR 11/1/2023 Capital Improvement Plan SPECIAL 11/15/2023 REGURLAR 12/6/2023 Fisheries Issues SPECIAL 12/20/2023 20 Meeting Date: To: From: Agenda Item: City Council Agenda Statement February 1, 2023 Port and Commerce Advisory Board Stephen Sowell, Assistant City Manager Ordinance 2023-XXXX: Amending Seward City Code Chapter 2.30 Boards and Commissions Background and justification: The purpose of this ordinance is to amend Chapter 2.30 to reflect the current roles, duties, and activities of the Port and Commerce Advisory Board. The current code language reflects past practice when the board was in its origination and current practices are incorporated here. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: 1.3.1 Economic Development Strategic Plan: Other: Certification of Funds Total amount of funds listed in this legislation: $ 0 This legislation (✓): Creates revenue in the amount of: $ Creates expenditure in amount of: $ Creates a savings in the amount of: $ x Has no fiscal impact Funds are (✓): Budgeted Line item(s): Not budgeted x Not applicable Unassigned Fund Balance and Available Unrestricted Cash Balance Information Fund (✓): General SMIC Boat Harbor Parking Motor Pool Other Unassigned Fund Balance*: Available Unrestricted Cash Balance* Electric Water Various Wastewater Healthcare Finance Director Signature: Attorney Review *unaudited numbers 21 FV Yes Attorney Signature: Not applicable Comments: Administration Recommendation e✓ Discuss Calendar Other: Discuss 2.30 City Code 22 Sponsored by: Bower CITY OF SEWARD, ALASKA ORDINANCE 2023-XXX An Ordinance of the Seward City Council, Amending Seward City Code Chapter 2.30 Boards and Commissions WHEREAS, Administration desires to amend Chapter 2.30 to update to current processes as part of a comprehensive review of the Seward City Code. NOW, THEREFORE, THE CITY OF SEWARD ORDAINS that: Section 1. Seward City Code Chapter 2.30 is hereby amended to read as follows (new language is in bolded italics and underlined and deleted language is stricken): 2.30.310 Established. A. There is created the Port and Commerce Advisory Board, :s hereby er�^*�', consisting of seven residents of the City of Seward or surrounding areas, and who shall be appointed by the Citv Council. 1. If there is more than one applicant for the position, the GO Council shall appoint by ballot voting. 2. & Applicants must receive at least four votes in order to be appointed. 3. No officer or employee of the city may be appointed a member of the board. B. 40-. A chairman of the board shall be selected annually by the appointed members. 2.30.315 Terms of office; filling vacancies. A. Members of the port and commerce advisory board be appointed for a term of three years; provided, that the terms of initial appointments shall be staggered so that as nearly as possible a pro rata number of members shall be appointed for each year. B. The council may appoint any qualified person to fill a board member vacancy oram the boafd provided thftt the appointment shall be for the unexpired term of the vacancy. C. Following a member's absence from three consecutive regular meetings in a 12-month period of the board, the remaining board members shall decide whether the board member should be retained or whether to request citv council appointment of a new member. D. Members shall not be paid for services on the board or participation in board activities without prior approval of the citv council. 2.30.317 Staff assistance to board. A. The city manager, or desi,-nee, shall. 1. Assist the board and shall be qualified by special traininz and experience in the field of Port and Harbor operations; 2. Be the re-ular technical advisor of the board, but shall not have the power to vote. 23 B. The City Manazer shall provide a member of the manazer's staff to assist the board. The staff member shall. 1. Properly advertise the meetings as required by the Alaska Open Meetings Act; and 2. Prepare the board meetin,- packet. C. A member of the City Clerk's officer shall attend the meetin'-s and keep a record of the proceedin,-s. 2.30.318 Quorum. Four members of the board shall constitute a quorum for the transaction of business; except that, in the absence of a quorum, any number less than a quorum may adiourn the meetin,- to a later date. 2.30.320 Meetings and quorufn-. A. Re,-ular meetings. The board will meet t a time and rlaee t be deli .,ate b , the b0afd. 1. Regular meetin,-s shall be held each year at 12 pm in the City Council chambers with one meetin,- per month takin,- place in the months of January, February, March, April, May, September, October, November, and December. 2. A re,-ular meetin,- may be canceled by the affirmative vote of at least four board members. B. Special meetin,-s. Special meetin,-s may be held at the call of the Board Chair or the City Mana,-er. 43- C. Meetings open to the public. All meetings and records of the board shall be open to the Public. C—.D. Meetin,- rules of proceedin,-s. Meetin,-s shall be conducted under the current edition of Robert's Rules of Order, Newly Revised Edition. member- "an eaeh "estion and shall keep r-eear-ds of any aetions, all of whieh shall be 2.30.323 Voting. The affirmative votes of at least a maiority of those board members present shall be required for official action unless a lamer maiority is required by law. 2.30.325 Powers and duties. A. The Port and Commerce Advisory Board shall perform the followin- duties: it shall be she 1. Annually review the City Council priorities the Board has been directed to work on for the upcoming year. Repeft . ally to the eitr ' ei at the f;rnt ei ffleet;.in Of rho 24 at4ieipa4ed r-e"ests for- appropriations for- the year's planned ae+iv41i---- 1-fid a 0 0 0 2.Provide a quarterly report to City Council concerninz the status of the Board's annual -oals and objectives. 2. 3. Make recommendations to the citv council concerning the design and coordination of projects intended to promote and develop transportation, trade, energy and commerce. throughout Seward; 4. Provide input to the citV council on policy and procedural matters involving the establishment and continuance of commercial activity in the Port and Harbor., improving the quality of life and protecting the public's best interest; 4.-5. Advise the citV council on matters involving the establishment of support services in the Port and Harbor. towards too bjeetives et4lined in s4seetions-2.30.325(a)(2 6. Perform other duties as requested by the Citv Council. B. The board shall have no authority to expend or commit city funds without first obtaining approval by and any necessary appropriations from the city council. Section 2. This ordinance shall take effect ten (10) days following its enactment. ENACTED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, the 13th day of March 2023. THE CITY OF SEWARD, ALASKA Sue McClure, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: 25 Brenda Ballou, MMC City Clerk (City Seal) 26 CALL TO ORDER The December 7, 2022 regular meeting of the Port and Commerce Advisory Board was called to order at 12:00 p.m. by Chair Brandii O'Reagan. OPENING CEREMONY Chair Brandii O'Reagan led the Pledge of Allegiance to the flag. ROLL CALL There were present: Brandii O'Reagan, presiding; and Lynda Paquette Carl Hughes (arrived at 12: 08 p.m.) Bef, fni Smith Fred Woelkers Dwayne Atwood comprising a quorum of the Board; and Stephen Sowell, Assistant City Manager Norm Regis, Harbormaster Courtney Bringhurst, City Planner (clerk of the meeting) Excused — Jaffa Absent — Smith CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING — None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Paquette/Woelkers) Approval of Agenda and Consent Agenda Motion Passed Unanimous The clerk read the following approved consent agenda items: Approval of the November 2, 2022 PACAB Regular Meeting Minutes. Approval of the November 16, 2022 PACAB Special Meeting Minutes. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards —None 27 Administration Report. Assistant City Manager Stephen Sowell clarified that past comments he had made regarding Vice Chair Paquette were meant as appreciation and support. Sowell reiterated that he appreciated Vice Chair Paquette and all the board members for their work. Paquette thanked Sowell for clarifying that issue. Harbormaster Norm Regis said the harbormaster's office was busy training three newly hired employees at the same time. All three new hires would need to obtain a Commercial Driver's License (CDL) which would cost around $6,000 each. Regis was still waiting for a letter from the US Coast Guard (USCG) in regard to purchasing land at the Seward Marine Industrial Center (SMIC). Hughes arrived at 12: 08 p.m. Woelkers mentioned the City of Homer was in the process of becoming a designated Coast Guard City. There were only five other communities in Alaska with such a distinction. Woelkers wanted to know how the City of Seward could apply for that status in the future. Regis responded he would look into the criteria to receive such a distinction. Atwood asked if the city helped new employees obtain their CDL. Regis clarified that the city would pay for the CDL since it was a city requirement. In order to save money, it was possible the Public Works Director could train individuals to obtain their CDL. Paquette asked if the employees who obtained their CDL had an obligation to stay with the city for a certain amount of time or else pay back the cost of training. Regis said he had looked into that issue and there was nothing in the city code that would require that commitment from an employee. Paquette felt the city should consider adding that requirement in code. Other Reports and Announcements Alaska Railroad Report. Port Operations Manager Dwayne Atwood said a bulk cargo ship would deliver bags of fracking sand to the Seward port. Many freight trains would be lined up to transport the shipment to Anchorage. The 2023 cruise ship schedule was not yet finalized, but currently there were 92 cruise ships scheduled to arrive in Seward. Last weekend, the Alaska Railroad terminal hosted the Holiday Craft Fair. Seward representatives from the Alaska Railroad, Chamber of Commerce, AVTEC, and the Harbor department all attended the Pacific Marine Expo in Seattle. Presentations — None NEW BUSINESS Other New Business Items Formulate the 2023 PACAB Meeting Topics. O'Reagan noted the calendar included in the packet only contained regular meetings and did not include the work sessions. O'Reagan read PACAB's goals and priorities that were approved by the city council. She pointed out that five of those priorities required specific dates for when they would be discussed. Sowell clarified that city council's next meeting would be approving the 2023-2024 budget, so PACAB would not need to have any budget conversations until the 2025-2026 budget discussion. However, Capital Improvement Plan (CIP) discussions happened annually. Paquette asked if it would be better to discuss CIP in May or September. Sowell responded that November would provide adequate time to discuss CIP. O'Reagan stated that the board typically held one regular meeting every month and one work session every month. She suggested the board not schedule the work session topics until closer to the date of the work session. Paquette expressed her support to replace the work sessions with another regular meeting for a total of two meetings per month. If there was something that needed to be heavily discussed they could operate as a committee as a whole. Regis suggested that PACAB could change the work sessions to special meetings on an individual basis at the previous regular meeting. O'Reagan asked the board if they wanted to schedule all their work sessions in their entirety as special meetings or if the board would rather schedule special meetings only as needed. Hughes responded that the board should schedule special meetings as needed. Regis reiterated that the board could leave all their work sessions scheduled and the change them as needed to special meetings. O'Reagan summarized the discussion for regular meeting dates and topics for 2023: January 4, 2023 - Harbor Tariff February 1, 2023 - Chamber of Commerce March 1, 2023 - SMIC Development Plan April 5, 2023 - Community Utility Infrastructure May 3, 2023 - Legislative Priorities September 6, 2023 - Vessel property tax and PACAB attendance at AML conference October 4, 2023 - Harbor plan November 1, 2023- Capital Improvement Plan December 6, 2023 - Fisheries update O'Reagan stated the 2023 work sessions dates would be announced at the next PACAB meeting. The board would also assign topics for the work sessions at that meeting. Paquette asked when PACAB could expect feedback from the Heat Loop Ad Hoc Committee. O'Reagan replied that would fall under the topic of community utility infrastructure. 29 O'Reagan also clarified that the Ad Hoc Committee could request a special meeting with PACAB or attend any regular meeting to provide updates on their progress. INFORMATIONAL ITEMS AND REPORTS — None CITIZEN COMMENTS — None BOARD AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS Woelkers advised everyone to be safe in this winter weather. Hughes said he was glad to be back, however he would be leaving again soon. Paquette said she was looking forward to the next meeting where they could schedule the rest of their topics. She thanked everyone for coming. Atwood thanked staff and board members for attending. He felt it had been a very productive meeting. Sowell remarked that it had been a productive half an hour. Regis said that the city had received boxes to cover the life rings in the harbor, but they didn't fit correctly. The city was working with the company to get replacements. O'Reagan said that it was great to be back, however she would not be able to attend the next PACAB work session. She thanked all those who traveled to the Marine Expo in Seattle. She felt that Seward did a great job of showcasing all the commercial, tourism, and recreational possibilities the waterfront had to offer. ADJOURNMENT The meeting was adjourned at 12:38 p.m. Courtney Bringhurst Brandii O'Reagan City Planner (Clerk of the Meeting) Chair (City Seal) 30 CALL TO ORDER The January 4, 2023 regular meeting of the Port and Commerce Advisory Board was called to order at 12:00 p.m. by Brandii O'Reagan. OPENING CEREMONY Brandii O'Reagan led the Pledge of Allegiance to the flag. ROLL CALL There were present: Brandii O'Reagan, presiding; and Lynda Paquette Carl Hughes Fred Woelkers comprising a quorum of the Board; and Stephen Sowell, Assistant City Manager Norm Regis, Harbormaster Kris Peck, Deputy City Clerk Excused —None Absent — None Bruce Jaffa Benjamin Smith Dwayne Atwood CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING — None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Hughes/Paquette) Motion Passed Approval of Agenda and Consent Agenda Unanimous The clerk read the following approved consent agenda items: There were no items on the consent agenda. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards — None Administration Report. 31 Assistant City Manager Stephen Sowell announced the upcoming City Council Special Meeting on January 23, 2023 would cover the roles and responsibilities of each board and commission. Planning & Zoning Commission would go first, followed by Historic Preservation Commission and lastly PACAB. Sowell encouraged every board member to attend, because it was an opportunity to interact directly with city council. Paquette asked if there was a specific time slot for each board & commission. Sowell responded the times were not set in stone. Paquette mentioned the Lowell Point Sewage Lagoon was starting to smell badly and made it difficult to enjoy the natural ocean scent of the area. She pointed out the lagoon was currently frozen which was a sign of lack of air circulation. Paquette expressed concern that the issue had become a static display in the council packets, because the most recent engineering updates were from October 2021. According to Paquette, there was a multitude of testing that never happened in 2022 and she wanted to get those items back on the schedule. Sowell thanked her for the information and said he would look into it further. Jaffa noted in the meeting packet that the new Public Works building design phase was scheduled to reach 15% completion by February 2023. As a contractor, the figure of 15% seemed unusual to him, as 35% was a more commonly used percentage. Jaffa also wondered if there was a groundbreaking date set and Sowell responded that would still be a be at least 24 months away. Jaffa mentioned the 1.7 trillion -dollar federal package and noted that 2 million dollars was allocated to Seward. Jaffa asked how the 2 million dollars would be spent. Sowell responded the funds would go towards sludge removal at the Lowell Point Sewage Lagoon and the Spring Creek Sewage Lagoon. Woelkers asked if the sludge would be shipped out or stored on a city site. Sowell responded that decision had not been made yet. Woelkers emphasized that decision was critical. Paquette asked if the May 2022 landslide along Lowell Point Road had caused the Army Corps of Engineers to reconsider the Lowell Creek Tunnel Project. Sowell responded he had not heard of any reconsiderations. Harbormaster Norm Regis encouraged everyone to tune in to the January 9, 2023 City Council meeting for more information on the US Coast Guard land sale. O'Reagan praised the city for keeping the side roads plowed at the Seward Marine Industrial Center (SMIC). Other Reports and Announcements Alaska Railroad Report. Port Operations Manager Dwayne Atwood said on December 22, 2022 a large shipment of sand bags was delivered to the port and were currently being loaded onto rail cars. Atwood was still processing the 2023 cruise ship applications and so far, there were 92 cruise ships scheduled to arrive in Seward. The cruise ship terminal was currently being used by seniors for indoor walking during the winter. Atwood would have an announcement soon on the hiring of an assistant port manager. 32 Woelkers asked if the cruise ship terminal had oil spill response equipment. Atwood responded they had containerized response equipment on site. Regis added the harbor department had two CONEXs full of oil spill response materials. Presentations — None NEW BUSINESS Other New Business Items 2023 Harbor Tariff Regis thanked PACAB for their time spent reviewing the tariffs, and it would go before city council on January 9, 2023. If there was a still a change needed, the harbor tariff could be amended at the council meeting. Woelkers asked how Seward prices compared to other Alaskan cities such as Homer. Regis responded that Seward prices were lower in the categories of travel lift and storage. Hughes inquired if the harbor department was able to cover their own expenses. Regis responded affirmatively that the harbor was all caught up on bond payments. Paquette thought some of the dollar amounts like $9.19 were odd and wondered if the harbor could use flat rates like $10. Regis responded there was an automatic percentage increase that resulted in the unusual numbers. Rounding the figures up or down was not a feasible option. INFORMATIONAL ITEMS AND REPORTS — None CITIZEN COMMENTS —None BOARD AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS Sowell said he would come back with more information at the next meeting in regard to the Lowell Canyon Diversion Tunnel and the infrastructure for the sewage lagoon Regis thanked Catalyst Marine for their assistance in the removal of a sunken vehicle in the harbor. Their quick actions helped prevent contamination of fuel and oil in the water. Atwood appreciated having a full PACAB meeting with all members present to start the new year. Jaffa said it was nice to start the year with a quorum. He felt the 36-minute meeting was too short and they had plenty of extra time left to discuss more items. Jaffa hoped PACAB would 33 not become irrelevant with a diminished role. Jaffa felt the city was well managed and thanked the current administration for their concise reports. Paquette noted that PACAB had two hours scheduled for their meetings and felt there was more they could have discussed today. She praised city staff for their excellent holiday decorations around town and inside city hall. She thanked the Chamber of Commerce for moving the time of the fireworks to 8 p.m. instead of midnight. The time change made it much more accessible for the community to enjoy the show. Hughes wished everyone a Happy New Year. He recalled that PACAB meetings used to go the full two hours and perhaps it was a measure of their success that meetings were shorter now. On the other hand, it was possible they weren't being given enough material to work on. Hughes wanted more information on the potential sale of the electric utilities. Woelkers said it was good to see everyone to start off the new year. He had a feeling that the City of Seward was not addressing long term waste water disposal. At times, the odor at Lowell Point Sewage Lagoon was quite strong and was noticeable from Railway Avenue. O'Reagan announced she was unsure of how much longer she would remain on PACAB. Her employer was moving out of Seward and she would also be relocating to their corporate headquarters. O'Reagan would provide more updates as they became known. ADJOURNMENT The meeting was adjourned at 12:45 p.m. Kris Peck Deputy City Clerk (City Seal) Brandii O'Reagan Chair 34