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HomeMy WebLinkAbout10232023 City Council Packet Seward City Council Agenda Packet t 77 a ti �. - r . . by Kris Peck Monday, October23> 2023 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward,Alaska An-AmF.�.e3.i CITY COUNCIL MEETING AGENDA City Council Chambers, 410 Adams Street Please silence all cell phones and devices during the meeting Mayor Sue McClure Council Member Kevin Finch City Manager Kat Sorensen Vice Mayor John Osenga Council Member Robert Barnwell City Clerk Kris Peck Council Member Mike Calhoon Council Member Julie Crites City Attorney Sam Severin Council Member Randy Wells Monday, October 23,2023 at 7:00 p.m. 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE A. Swear in Newly Elected Council Members • Julie Crites • Robert "Bob" Barnwell 3. ROLL CALL 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULE FOR PUBLIC HEARING (Those who have signed in will be given the first opportunity to speak. Time is limited to 3 minutes per speaker and 36 minutes total time for this agenda item.) 5. APPROVAL OF AGENDA AND CONSENT AGENDA(Approval of Consent Agenda passes all routine items listed under Item 7. Consent Agenda items are not considered separately unless a council member requests an item be returned to the Regular Agenda.) 6. SPECIAL ORDERS, PRESENTATIONS,AND REPORTS A. Proclamations and Awards 1) Proclamation for the Seward Seahawks Football Team ...............................Pg. 5 B. City Manager Report...........................................................................Pg. 7 C. City Clerk Report.........................................................................................................Pg. 39 D. City Attorney Report E. Other Reports and Announcements—None F. Presentations—None 7. CONSENT AGENDA(also marked with an asterisk) A. Minutes of Preceding Meeting 1)*Approval of the October 9, 2023 City Council Meeting Minutes..................Pg. 40 City Council Meeting Agenda October 23,2023 11 P a g e B. Introduction of Ordinances—None C. Resolutions 1)*Resolution 2023-116: Authorizing the City Manager to accept the Seward Geothermal Heat Pump Project Grant #DE-EE0010668 in the amount of $192,150.00 from the Office of Energy and Efficiency & Renewable Energy of the U.S. Department of Energy (DOE) for Federal Renewable Energy Research & Development and Authorizing a City In-Kind and Cost Share of $20,760.00 for a Total Project Cost of $212,910.00 and Appropriating Funds..................................................Pg. 45 2)*Resolution 2023-117: Adopting Personnel Policy 42023-07: City Drug And Alcohol Policy .......................................................................................Pg. 82 3)*Resolution 2023-118:Authorizing the City Manager to Enter Into An Agreement With Premier Construction, LLC to Resurface Alice, Marathon, and Harborside Campgrounds in the Amount Of$44,340.13 ..........................................Pg. 93 8. PUBLIC HEARINGS (Public hearing comments are limited to five(5) minutes per person.After all speakers have spoken, a person may speak for a second time for no more than one(1) minute.) A. Ordinances for Enactment—None B. Resolutions Requiring Public Hearing 1) Resolution 2023-115: Determining it is in the Public's Interest, and Necessary, to Proceed with the Formation of an Assessment District for Lots 15-18, Block 8 of the Gateway Subdivision 2022 Lindquist Addition.......................................Pg. 101 9. UNFINISHED BUSINESS—None 10. NEW BUSINESS A. Resolutions—None B. Action Memoranda—None C. Other New Business 1) Discuss Heat Loop Ad-Hoc Committee with update from Bruce Jaffa and Mary Tougas 2) Organization of City Council: a. Nominate, elect, and swear in a council member as Vice Mayor with a term to expire October, 2024................................................................Pg. 112 b. Appoint a liaison to the Seward Community Health Center with a term to expire October, 2024........................................................................Pg. 113 c. Appoint a liaison to the Planning & Zoning Commission with a term to expire October, 2024........................................................................Pg. 114 11. INFORMATIONAL ITEMS AND REPORTS --None 12. CITIZEN COMMENTS (There is no sign in for this comment period. Time is limited to five(5) minutes per speaker.) City Council Meeting Agenda October 23,2023 2 1 P a g e 13. COUNCIL AND ADMINISTRATION COMMENTS AND RESPONSES TO CITIZEN COMMENTS 14. EXECUTIVE SESSION A. Per Seward City Code 2.10.033E (1): Matters, the immediate knowledge of which would clearly have an adverse effect upon the finances of the public entity; (3): Matters which by law, municipal Charter, or ordinances are required to be confidential- Provide direction to City Attorney on handling of Case No. 3SW-23-00046CI 15. ADJOURNMENT City Council Meeting Agenda October 23,2023 3 1 P a g e PROCLAMATION WHEREAS, The Seward High School Football Team had an undefeated regular season for the first time in its history; and WHEREAS, The Seahawk Football Team had 8 players named to the First Team All-Conference and 7 to the Second Team All-Conference rosters; and WHEREAS, The Seward High School Football team also had the offensive player of the year; Defensive Player of the Year, and Lineman of the Year; and WHEREAS, Coach Tyler Mallory was the 2023 Greatland Conference Coach of the Year; and WHEREAS, on October 7"', 2023, at Colony High School, the Seward Seahawks beat Nikiski 42-0 in the ASAA Division III 9-man State Championship; and WHEREAS, this is the first time that Seward High School has had a State Champion Football Team. Now, therefore, I, Sue McClure, Mayor of the City of Seward, Alaska, do hereby congratulate the Seward Seahawks Football Team and Coaches commend them for their Division III Nine Man Football State Championship. Dated this 23rd Day of October 2023 The City of Seward,Alaska Sue McClure, Mayor t 0 m y . r r,lio rlii.0 I6,nx,t ins tiSH.,�11N 1I T R Af'. Coaches: Tyler Mallory, Cody Gilmore, Cole Petersen, Nick Woodard Manager: Melanie Woodard Players:Amos Ballard, Lane Petersen, Brett Gilmore, Ronan Bickling, Judah Brueckner, Emerson Cross, Hunter Forshee-Kurtz, Kameron Smith, Noah Price, Kupono Albino, Micah Brueckner, Gideon Schrock, Noah Bird, Jerick Senecal, John Van Buskirk, Zach Woodard, William Larow, Jack Gardner, Fernando Pagani, Shawn McClain, Hunter Price 6 City Manager's Report— October 23, 2023 Kat Sorensen Mayor McClure and Council Members, Preparing for Obihiro visit: The official and citizen groups to our sister city Obihiro will be leaving this week. We have a great gift to reciprocate the gift we received in August. City Manager Meeting: Met with the other Kenai Peninsula city managers, great opportunity to connect and discuss borough wide happenings. Army Corp of Engineers: Visited with the Army Corp of Engineers to discuss the Lowell Point Diversion Tunnel. Norm and I were briefed about the project's current status. Norm and Doug will be going to Denver in a few weeks to partake in an update meeting that will lay out the next steps. The Army Corp will also be planning local information sessions and a presentation to council early next year. Some takeaways from the CMR report attached: • Public Safety Needs study team was here October 12th and 13th to finalize their information gathering to make building and site determinations. That finalized study will be coming before you in the coming months. • Parks and Rec is now open 6 days a week at AVTEC (Monday through Saturday). • Thank you to museum volunteers, RBHS and SCLA who have contributed over 660 hours to volunteering at the library. • All water lines at campgrounds and harbor are blown down and winterized If you have any questions please feel free to reach out to me, my number is (907) 224 4012 and city cell phone is 907 362 1020. My email address is ksorensEN(&cityofseward.net. Purchase Orders As required by the Seward Municipal Code 6.05.010, the following purchase orders between $5,000 and $30,000 have been approved by the City Manager since the last council meeting. Department Order Date Vendor Description Amount Boys&Girls Club Flooding Damage Repair.Responsible TYC 10/10/2023 PREMIER CONSTRUCTION LLC partiy's insurance will reimburse the cost of repairs. 6,500.00 RJ THOMAS MANUFACTURING CAMPGROUNDS 10/16/2023 COMPANY INC 24 Picnic Table Frames and 4 Charcoal Grills for campgrounds. 11,864.00 7 Assistant City Manager Jason Bickling Emergency Operations Plan: Chief Crites and I are developing and implementing a plan to make sure the city staff are prepared for all potential types of emergencies and fulfilling their roles in the NIMS/ICS Systems. It has been difficult to make sure everyone is trained and proficient with regular turnover and many positions open. This will include monthly meetings, training, tabletop exercises, and partner coordination activities. We will include the council to be part of those as it makes sense. We are also in the process of updating the City Facility Emergency Action plans for each city building to make sure our staff have up to date protocols and procedures in place to keep themselves and visitors safe for multiple types of emergencies, should they occur. Public Safety Needs Assessment: The study team was here October 121" and 131" to finalize their information gathering to make building and site determinations. That finalized study will be coming before you in the coming months. Legislative Priorities / Congressionally Designated Spending Brochure: Working on collecting photos, creating narratives, and finalizing cost estimates to send to the designer. We are hoping to have these printed in early November. Library: Kat and I went and did a tour of the library to understand the ongoing issues they are having with their HVAC system firsthand. We are working on getting the engineering done so that we can put it out to RFP to be fixed next summer. Public Works Facility: We are still working towards the 65% design on the Public Works Facility. Heat Loop Project: We had a number of kickoff meetings for the Heat Loop Project Grant Award on October 12t" and 13t". We had a national one with about a dozen other communities from around the US that were awarded the grant as well. We heard briefly from each other about the overall projects and specific requirement criteria of community engagement and work force development. We also had a meeting with NREL, one of our partners, to schedule the data collection for the planning/design of the project. They will be here from Nov 1 st — 3rd to place monitoring equipment in drill sites and to do building walkthroughs. On this council agenda will be the acceptance of the grant funds. Also on this agenda is the Heat Loop Ad hoc Committee as a discussion item. They will be giving an update as well and this will be an opportunity to renew the committee for the coming year. KPEDD: Kat and I met with Tim Dillion and discussed some infrastructure projects that may be eligible for grant opportunities for communities that were at one time in the coal industry. There are some city projects that may be a good fit for the application and 8 Community Development Department Courtney Bringhurst ➢ P&Zs next scheduled meeting is on October 17th. This is a work session, and the Commission will receive a presentation on a proposed development project for 1303 Nash Road. ➢ The annual Municipal Lands Inventory and Use Plan review came before the commission for its first work session on September 19th. Minor corrections will be made to the plan, and it will be presented to the Commission for approval at their November 7th regular meeting. ➢ The Commission will also review two preliminary plats at their November 7th meeting. One replat is separating the Electric building from the ball fields, and the other replat is for the parcel of land that was approved by City Council for Seward City Tours to purchase. ➢ The Kenai Peninsula Borough is actively moving forward with the Safe Streets and Roads for All Grant, which Seward will participate in, and funds were already set aside by the City Council in September of 2022. ➢ We are working on several code revisions for recodification, specifically in Title 16 (Subdivisions and Utilities). ➢ We are continuing to work on platting pieces for the new Public Works Facility. ➢ The CUPs, both current and past, have begun to be reviewed for status and compliance. After we go through our CUP review process P&Z will be reviewing applicable code. Our code currently doesn't have a lot of teeth for following up and helping with non-compliance to the CUP. ➢ Our long-term Temp finished scanning and archiving all of Community Development's documents and is now working on scanning documents for the Finance department. ➢ We are continuing with our normal business of processing of records requests, short term rental permits, replats, rezones, CUPs, and consulting regularly with community members that have questions about the development and use of their land and helping with applications. 9 GIS Report: - Selena has starting working in her contract position as our GIS technician. - Selena will be working with the Electric department to start the process of creating better mapping of the electric lines in Seward. - Selena is continuing work on the zoning map audit to coincide with Courtney's work that she did earlier for the zoning history. Most of this research is finished. However, she did ask the Borough if they had any additional information and is waiting to hear back from them. The mapping application is being worked on now. A future land use layer will be started soon and will be added to the online zoning map. The format of the zoning map printed versions will be updated after the above tasks are finished and will be reviewed later by PZ Commission. 10 Electric System Director Rob Montgomery Railbelt Reliability Council (RRC) Information Request—The RRC sent a letter to the Seward utility in September requesting specific generation and transmission information, as well as information related to network reliability statistics. The letter seeks to initiate a dialog between the RRC and utilities to assess the existing information that will feed into the RRC's Integrated Resource Plan development process. The goal of the dialog is to have a database of information available for technical personnel—to be hired in 2024—as part of the new Electric Reliability Organization. The overall effort is part of an overall assessment and development of Integrated Resource Plan readiness among the utilities and other stakeholders. Infrastructure Project (Ongoing) —The second transformer for the Fort Raymond Substation arrived the week of October 9 and was installed. Refurbishment work on the Lawing Substation near Moose Pass and the Spring Creek Substation on Nash Road will be completed in spring/summer of 2024. 2023 Rate Study (Ongoing) — Mike Hubbard, of The Financial Engineering Company, is working to finalize rate study recommendations based upon the City retaining the electric utility. New customers rates will go into effect on January 1, 2024. Right of Way Maintenance (Ongoing) — AK Tree Service continues clearing work in transmission rights-of-way near Moose Pass, with expectations to complete work in October. AK Tree Service has cleared rights-of-way in the Seward area for the past three years, resulting in a nearly 75% reduction in power outages for Seward electric customers. • Customer Job Orders — Between October 1 and October 14, electric department personnel processed 10 job orders with another five in the queue ready for the crew and others waiting for customers to complete work on their side of the meter. For the year, crews have completed 23 job orders. Crews also conducted underground locates on 27 requests. Department Overtime—Total overtime hours for the 4-man line crew, 2 plant operators and field engineer: Infrastructure 8 hours; Other 46.5 hours. 11 k ]' :pt Fire & Building Department Fire Chief Clinton Crites ' 2023 TYD Statistical Information: Fire & Life Safety Inspections: 298 with 241 violations = noted. We NEED volunteers, if you or Emergency Calls: 383 someone you know is interested in serving your community, please New Building Permits Issued 2023: 41 give us a call at 224-3445 or stop with a total construction valuation of $25,836,552.00 by at one of our trainings on Wednesday evenings at 6:OOpm. • October 18t" started Firefighter 1 class, there's still room in the class if you are interested! • Fire Prevention Week activites, Cooking Safety Starts with You! Presentations: 10/10 at the library and visited the elementary school 10/11 _ SMA { Thanks to everyone who endured the rain for Touch A-Truck Individuals interested in keeping your home safe from fire should contact the Seward Fire Department Community Risk Reduction division for information about fire prevention in y• • 91 or • • • • • 12 'ram I LI r , t /► rr / P ! t. a - o �II�U M IAN Cooking Fire Safety Cooking fires are the number one cause of home fires and home fire injuries. Know how to prevent a kitchen fire and what to do if you have one. Clean cooking equipment after each use. Crumbs in a toaster or grease on the stove can catch on fire. If you have a fire in your oven, turn it off. Let the contents cool before cleaning. If you have a fire in your oven and the flames escape it, leave your home and call 911. For more information and free fire-safety resources, visit www.usfa.fema.gov. 14 Harbor Harbormaster Norm Regis ➢ We are continuing to cleanup on both sides of the bay. ➢ The 50-ton and 330-ton Travelift have really picked up for winter storage; the SMIC yard is starting to fill up. ➢ We are continuing to train several new harborworkers on the maintaining and operating the Travelifts. ➢ We are working on the SMIC yard drainage to keep water flowing into the ditches. We are working on the beach access parking lot located at the South end of SMIC. ➢ Some people like that we are still working with some COVID protocol in mind while continuing to do boat lifts and public contact in the Seward Harbor office. ➢ We will continue the cleanup at the old Raibow dump area, just a few more items to deal with and we can lease the property out again. ➢ The harbor office is closed on Sundays for the fall and winter schedule. ➢ The harbor has hired a new Harborworker II; he has started training on the travelift. ➢ The harbor has hired a new harbor office staff, she starts on the 23rd of October. ➢ We are continuing to work with the Director from the Pacific Northwest &Alaska Maritime Administration U.S.DOT on finding a suitable grant for the washdown pad project. ➢ We are waiting on funding for the 5-ton crane on I-Dock, Corp Permit has been approved ➢ We are working with a Kenai Peninsula title company on the land acquisition for the Coast Guard land across the bay. 15 Seward Community Library & Museum Bailey Sayler MUSEUM WINDOW DISPLAY Early Alaska Railroad The summer "Windows of History" display features a history of the early Alaska Railroad. Learn about the railroads beginning as the Alaska Central Railroad in 1903, through its ups and downs until it was purchased by the federal government in 1915, and its official start as the Alaska Railroad Company in 1923 when President Harding came to Alaska to drive the golden spike at Nenana. On view are an assortment of early railroad photos from the Resurrection Bay Historical Society. Obihiro Collection View a selection of objects donated to the City of Seward over the years from our sister city Obihiro,Japan. Commemorative items include baseballs from a friendly game played in 1993, a plaque about the Obihiro Gazebo, and two model samurai helmets. Located in the atrium area. Thank you Museum Volunteers We would like to thank our amazing museum volunteers, from the Resurrection Bay Historical Society and the Seward Community Library Association, for all the hours they put into caring for the museum and its collection. In 2022, both organizations combined contributed over 660 hours to volunteering, with RBHS having 624 of those hours. We would also like to thank local Boy Scout Troop 568 for volunteering 56 additional hours with RBHS to complete other large museum tasks. Play n Chat Every Tuesday and Thursday, Bloom brings arts n crafts, story time, and play time for our younger crowd. Upcoming Events 4 After school tutoring Tuesday— Friday. Math, Spanish, and Language Arts help. Hvery Friday we have a Movie Matinee starting at 3:30 p.m. DOctober 14t"-Solar Eclipse Day! Sign up for our final Eclipse event happening at Avtec from 10 am — 12 pm. We will have a Dome inside the Avtec Gym where we can view the solar system! Registration Required. 16 0 October 215t- Nerf War at the library. This year we are doing a bracket tournament. Highschoolers at 6pm, Junior High Elementary 7 pm, and Adults at 8pm. We will have childcare for participating adults in the children's room. Sign up asap to get your team scheduled and get more information. Saturday Storytime: Join us for Story-time and an activity every Saturday at 11:00 a.m. Library Winter Hours starting October 1st: Tuesday— Friday 10 a.m. — 6 p.m. Saturdays 10 a.m. —5 p.m. Museum Winter Hours Closed due to staffing issues. Passports We are currently taking passport appointments for new passports but not renewals. Please call 907-224-4082 for appointments. W23 BF WAR . A i i f 17 Why Learn the Japanese Alphabet with Us? • Unlock a New World:Dive into the fascinating world of Japanese culture and language by exploring its unique writing system. • Fun and Interactive:Our workshop is designed to make learning the Japanese alphabet enjoyable and engaging. What you will learn • Simple Vocabulary:Start building your Japanese vocabulary from day one. • Japanese Alphabet:Be able to spell your name by the end of the program. Who Can Attend: • Beginners and enthusiasts. • No prior knowledge of Japanese required. What's Included: • Workshop materials • Hands-on practice. • Expert guidance. Limited Seats Available!Reserve Your Spot Today! Classes held weekly on Wednesdays @ 3pm,_ beginning October 25th. For more information call Seward Community Library&Museum @ 907-224-4010. Don't miss this opportunity to embark on a fascinating journey into the world of the Japanese alphabet!Join our workshop and start your Japanese language adventure today. 18 Sports and Recreation: Here we go. Sports and Rec is cruising along. We have many sports and activities in the fold now. The Runners are taking the basketball league by storm with a 3-0 record to start the season. Kirk DesErmia took home the top prize in the S.H.I.P. Racquetball Tournament to keep his claim as Seward's best racquetballer in town. The Jig is Up nearly halved the time of the second place team to win the October puzzle battle, finishing a 500 piece puzzle in under 30 minutes. Andrew Smith claimed the victory in the last summer challenge, with first place in Bioblitz with over 100 species identified and photographed in Seward. Winners left and right! Coming up, we will be opening six days a week with Monday being our new day starting on the 16th. We have a photography contest going on now until the 3oth of October, so sign up now. Res Art will hold an exhibition of the photographs in November. Our first Park and Bark will happen this Saturday at Two Lakes from 11 am to 12pm. It will be a chance for folks to have play time with their dogs and explore local parks. Also on Saturday we will have a Cowboy and Country Skate with our second adult skate from 7-9pm after kids from 5-7pm. Our first adult skate with 90's theme was a huge hit! So much more to come, check out below. Daily Activities: (October) 19 Monday: Recreational Volleyball: 5:30-7:30pm Tuesday: Open Gym: 10-6pm *Senior Walking Hour: 11-12pm Dungeons and Dragons: 6-8pm Recreational Racquetball League: 5-6:30pm Competitive Basketball: 5:30-7:30pm (Middle School) Wednesday: *Senior Walking Hour: 11-12pm Racquetball Challenge Court: 5-8pm Competitive Racquetball league: 5:30-9:30pm Cribbage meetup: 6-8 pm (multi-purpose room) Thursday: *Senior walking hour: 11-12pm Youth Gym: 12-lpm Competitive Basketball: 5:30-7:30pm Friday: Senior Walking hour: 12-lpm Youth Gym: 1-3pm Open Volleyball: 6-8pm Saturday: Open Pickleball: 12-2pm Open Rockwall: 2-4pm Adult Only Rockwall: 4-5pm Skate Night: 6-9pm (every other Saturday) Other events: October lOrh - 30th: Open submissions for Locals Photography Competition 20 October 14th -Nov. 4th: Park and Bark Saturdays 1 lam-12pm (different parks every week) October 14th: Solar Eclipse Event 9-1:30pm AVTEC Gym October 14th: Country and Cowboy Skate (5-7pm kids) (7-9pm adults) AVTEC Gym October 21st -Kid's Night, 5-7:30pm AVTEC Gym October 26th-27th: Cribbage Tournament 5-9pm Gateway Hotel October 28th: Halloween Skate (5-7pm kids) (7-9pm adults) AVTEC Gym October 31st: Halloween Carnival 5-8pm Cruise Ship Terminal Leagues: October 16th—Dec. 1 lth: Rec. Volleyball League, Friday 5:30PM—7:30PM AVTEC Gym October 3rd— Nov. 301h: Basketball League, Tues. & Thurs. 5:30PM—7:30PM AVTEC Gym October 13rd—Dec. 8th: Competitive Racquetball League, Fridays 5PM—8PM AVTEC Gym October 101h—Dec. 12th: Rec. Racquetball League, Tuesday 5PM—8PM AVTEC Gym October 18th—Dec. 13th: Competitive Volleyball League, Wednesday 5:30PM— 9:30PM AVTEC Gym Parks: Tree trimming on Ballaine Blvd. Maintenance worker Maig Kennedy has been working hard on the old animal shelter getting it in tip top shape for a more central location to store P&R tools and gas powered equipment and utilizing as a work station 21 r I r � i a BI c Campgrounds: Online reservations for the 2024 season will open Jan 2 Ongoing Campground work& improvements, resurfacing, moving, stacking and securing picnic tables and fire rings, shower house improvements. Updating Maps, Campground rules and enhancements to Campspot website for easier consumer usage. Parking: Parking Enforcement Work Session 10/23 Getting quotes to grade the uplands parking lot before winter. 22 10/14/2023 Public Works Department Doug Schoessler - Director ➢ Public Works Director • US Army Corp of Engineers -Tunnel: - The Corp plans to have the design finalized by the end of October. Then a USACE conference in Denver with their full group. Seismic issues with the outflow structure area are the main determining factor in the design of the tunnel crossing over the roadway. They are still on schedule to have the project bid out by late 2026 with construction of the new tunnel starting in 2027. • Public Works Facility Relocation: -We are working to incorporate changes to accesses on the north side of the new site. With the corner lot on Sea Lion selling, we are seeing some challenges, but we feel they may even improve on the plan we had prior. The design team is close to the 65% drawings and we could have updated information in early November. • Federal lands Access Program Grant-FLAP -The Western Federal Lands Group was here for 2 days to gather information and meet with us. One day of inside meetings and the next all on site. Multiple discussions regarding avalanche and rockslide area, misc. rock fall, road width and surface, and the multiple constraints involved to different solutions such as widening, drainage, slope work, pedestrians, etc... All in all, it was very good meeting with them, and we are looking forward to hearing more soon. ➢ Water &Wastewater Department -All water lines at the campgrounds and harbor are blown down and winterized. -The water/sewer department is completing the yearly sewer main flushing. Water mains will come after that. -Many local projects are trying to get work done before freeze-up. The locate requests are coming in steadily. -Water systems and alarms are all showing normal and being monitored daily to ensure water quality is above standards. -Monthly testing of water and wastewater systems is being done and submitted to DEC as required by the permits. Page 1 of 2 23 10/14/2023 ➢ City Maintenance Shop -The water and sewer mains are completed at the Public Works Facility on 6th Ave in anticipation of building and moving to the new location leaving this site ready for residential development. -Most of our winter equipment has been tested or repaired. We still have a few major repairs to finish. -Regular and preventative maintenance work continues and fall cleaning through the facilities outside and in has started. ➢ Streets Department -The Street crew was able to get asphalt from QAP to do many pothole patches around town. -Ballaine Blvd pavement is done near the current Public Works building. -Street crews will continue to clear ditches, grade gravel roads, and patch potholes throughout the rain and cooling temperatures. - The efforts and continuing work on the alley ways is helping to smooth the surface and lessen the puddling during rain events. 0.0"Ve'; .! •$ � .� p r p Pothole crew hard at work. -------------------------------------------------------------------------------------------------------------------- Page 2 of 2 24 2 - oor-4 - r - 2oz rI- z 200000 \ \ \ \ r ozm ¢¢ \ \ \\ 3 \\ >2 \ z T> \ \ \ \ z "0 \\ 2 \ \ \ ® \\ \ \ \ \ \\ 2 > \ \ � z CD z z z z z ¢ ¢ \ \ \ \ 2¢ \ \ \ � � N \ \ « o $ o $ $ $ z $ $ $ o 0 z ¥ z » » » »» » zz \ \ \ $ $ $ $ o $ / $ $ $ $ $ ¥ ¥ » » z » »» » » » \ \ \ 3 © $ $ $ $ o $ $ $ $ $ $ » » » » z » »» » » » \ \ LO \ >2 >2>2 \ \ \ \ \ \ \ \ \ \ \ \ ro .7 \ \ 2 � \ / -W ■■ � - ■ ■ >Ln \ \ \ \ ■� \2 \ 22Im 2 \ 2 \ 2 \ § _ � � \ 2 \ \ \ \2 222 � � \ \ \ \ \ § a) § 0 c % e % \ % / E E LA N E ou 0m ) § \ � u = 77k $ # = � 2 \\ / u # # \ \ = 7f / ) £ k # # ■ tE = ] � w3o ■ = �£ BB % E � ■ 22220m 22 / 2 § \ / / / 2 / /$ 22 / i / 2 ƒ 3JJ ± \ 22 City of Seward - Human Resources Manager Report Staffing Information # of Department Job Title Positions Filled Administration City Manager 1 1 Assistant City Manager 1 1 Human Resources Manager 1 1 Executive Assistant 1 1 TOTAL: 4 4 Finance Director 1 1 Deputy Finance Director 1 0 Senior Accountant 1 1 Accounting Technician III 1 1 Accounting Technician II 1 1 Accounting Technician - Utilities 2 1 Accounting Tech Payroll 1 1 Accounting Tech Accounts Payable 1 1 TOTAL: 9 7 Public Works Director 1 1 Street Foreman 1 1 Maintenance Mechanic 3 3 Public Works Technician 1 1 Shop Foreman 1 1 Water and Wastewater Foreman 1 1 Water and Wastewater Operator 3 2 Building Maintenance Technician 2 1 TOTAL: 13 11 Community Development Director 1 0 Planner 1 1 Executive Assistant 1 0 TOTAL: 3 1 Electric Director 1 0 Operations Supervisor 1 0 Field Engineer 1 1 Executive Assistant 1 1 Lineman 4 4 Plant Operator 2 2 TOTAL: 10 8 Fire Department Chief 1 1 Deputy Chief 1 1 Executive Assistant 1 1 Building Official 1 1 Building Fire Inspector 1 1 Firefighter/EMT 1 1 Seasonal - Summer Laborer 1 1 26 # of Department Job Title Positions Filled TOTAL: 7 7 Harbor Harbor Master 1 1 Deputy Harbor Master 1 1 Office Manager 1 1 Executive Assistant 2 2 Harbor Worker II 6 6 Harbor Worker III 1 1 Seasonal - Summer Laborer Part-Time 1 0 Seasonal - Summer Laborer Full-Time 1 0 TOTAL: 14 12 IT Director 1 1 Senior IT Tech 1 1 IT Technician 1 1 TOTAL: 3 3 Library Director 1 1 Assitant Library Director 1 1 Library Technician 1 1 Curator 1 1 Library Aide 1 1 Seasonal - Aides 2 2 TOTAL: 7 7 Police Chief 1 1 Deputy Chief 1 1 Sergeant 1 1 Patrol Officer 7 5 Patrol Officer not funded 1 0 Executive Assistant 1 1 Corrections Sergeant 1 1 Corrections Officer 4 1 Corrections Officer not funded 1 0 Dispatch Supervisor 1 1 Dispatcher 5 4 Animal Control Officer 1 1 Animal Control Officer Assistant 1 1 DMV Clerk 1 1 TOTAL: 27 19 Parks & Recreation Director 1 1 Deputy Director 1 1 Executive Assistant 1 1 Campground Coordinator 1 1 Program Coordinator 1 1 Recreational Assistant 1 1 Maintenance Technician 1 1 Seasonal - Summer 9 0 Seasonal - Winter 8 8 TOTAL: 24 15 27 # of Department Job Title Positions Filled City Clerk's Office City Clerk 1 1 Deputy City Clerk 1 1 Executive Assistant 1 1 TOTAL: 3 3 Total number of authorized positions: 124 Total number of filled positions: 97 28 Conflucnee Strategics City of Seward State of Alaska Interim Update October 8,2023 Administration Governor's Office: Governor's Press Releases Governor Dunleavy Prepares the State ofAlaska for Potential of Federal Government Shutdown September 26, 2023 (Anchorage,AK) - The State ofAlaska is prepared to minimize impacts to Alaskans in the event of a federal government shutdown. Governor Dunleavy instructed state executive branch departments to evaluate federal programs administered by the state and review potential impacts to Alaskans. Governor Dunleavy is committed to continuing essential government services funded by the federal government and administered by the State where it has the authority to do so. Alaska would seek reimbursement following a shutdown. The longest previous federal shutdown was 34 days. The State ofAlaska is prepared to continue state-administered federally funded programs for that length of time. If a federal government shutdown were to continue beyond that timeframe, the State will reevaluate the situation if necessary, and prioritize programs that most directly impact the life, health, and safety ofAlaskans. The State ofAlaska administers many programs on behalf of the federal government. Federal programs that are mandatory by law, authorized outside of the annual P.O. Box 1 10190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 29 Conflucnee Strategics appropriations process and have existing carry forward funds, or classified by the federal administration as "excepted"due to life, health and safety implications would continue to operate during a shutdown. These categories include programs such as Medicaid and federal air traffic control. Furtherguidance from the federal government on program impacts is expected in the coming days. Although the federal government is not required by law to reimburse states for expenses incurred during a federal government shutdown, reimbursement has occurred following every previous shutdown. Approximately 4,700 state executive branch positions are at least partially federally funded. Employees in these positions would see no disruption in their pay and will continue to report to work.A small number of federal employees work within state departments. Theirstatus would be determined by the guidance from the federal agency that employs them. The Alaska Department of Labor and Workforce Development has developed a FM specifically to address Unemployment Insurance questions associated with the potential government furlough for federal employees. Notes: This shutdown was averted. However, the next potential shutdown was pushed out only 45 days- November 17tn. Agencies Announcements- Press Releases/Reports/Public Notices: Notice of Categorical Exclusion Determination -Seward Marine Industrial Complex The Alaska Department of Environmental Conservation's(Department)State Revolving Fund Program has conducted a review of the above referenced project in accordance with the Operating Agreement between the Department and the U.S. Environmental Protection Agency (EPA)for implementing the Drinking Water State Revolving Fund(DWSRF) loan program. The Department has determined that this project is eligible for a Categorical Exclusion (CE) in accordance with 18 AAC 76.235.Accordingly, the Department is exempting the project from further environmental review requirements under the Department's EPA-approved State Environmental Review Process. The project will include an addition to a pumphouse and upgrade the hypochlo rite generator system to eliminate the use of chlorine gas.A DWSRF loan in the amount of$476,000 has been requested for this project. https:,[/aws.state.ak.uslOnlinePublicNotices-INotices-lView.aspx?id=212631 P.O. Box 110190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 30 Confluence Strategies Alaska Energy Security Task Force Statewide Energy Plan Public Testimony Alaska Energy Security Task Force Statewide Energy Plan Public Testimony October 10,2023 and October 24, 2023 2:00 p.m. -4:00 p.m. Notice is hereby given that the Alaska Energy Security Task Force will hold a public meeting on October 10,2023,2:00 p.m. -4:00 p.m., and on October 24, 2023,2:00 p.m. -4:00 p.m. On October 10,2023, The Alaska Energy Security Task Force will convene at2:00 pm to solicit public testimony on the DRAFT Statewide Energy Masterplan and continue in session until 4:00 p.m. On October 24,2023, the Alaska Energy Security Task Force will again convene at 2:00 p.m, to solicit public testimony on the DRAFT Statewide Energy Masterplan and continue in session until 4:00 p.m. https:,(/aws.state.ak.uslOnlinePublicNotices-INotices-lView.aspx?id=212797 Oil Prices and Production: Oil and Gas Prices for JiML12023 ($/barrel) ANS West Coast $87.43 ($1.39) 4 West Texas $82.31 ($1.91) 4 Intermediate Brent $84.07 ($1.74) 4 Henry Hub $3.17 $0,20 t mmBTV (BBLs) ANS Production 446,045101512023 P.O. Box 110190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 31 Conflucnee Strategics Legislature Majority press releases& announcements: Senate Majority Bipartisan Group of Alaska Lawmakers Urge Federal Trade Commission to Block Kroger-Albertsons Merger ANCHORAGE- On Monday, twenty-four members of the Alaska State Legislature wrote to Lina Khan chair of the Federal Trade Commission, urging the federal government to block the Kroger-Albertsons grocery store merger. The$24.6 billion merger was first announced in the fall of2022, and the Federal Trade Commission is currently evaluating the proposed sale. Last month, a spokesperson from Kroger announced they would close 14 stores throughout Alaska, leaving thousands ofAlaskans unsure about the future of their employment, access to food supplies, and overall competitiveness to keep prices reasonable and low. "Alaska is facing major uphill battles in recruiting and retaining skilled workers in all industries, while also struggling to keep residents in the state,"said Senator Caft Giessel(R-Anchorage), Senate Majority Leader. "When you add on major store closures, decrease grocery options, and set the stage for antitrust practices in this state, it puts an additional strain on an economy that we are striving to improve for working Alaska families." In September, local labor unions came out to oppose the merger, citing store closures,job losses, and lower wages and job standards.Additionally, Congresswoman Mary Peltola wrote a letter last month to the Federal Trade Commission calling on them to block the merger because ofAlaska's food security concerns. In Addition, Senator Lisa Murkowski and Senator Dan Sullivan also wrote a letter to Chair Khan on September 22 expressing their concerns about the possible merger, signaling thatAlaskans are united on this matter. "One of the basic functions ofgovernment is to provide opportunities and paths forsuccess. We hope that Chair Khan and the Commission will embrace this fundamental value while considering the proposed merger and think about the impact to the Alaska economy and its citizens-from food security to quality employment where Alaskans can earn a living wage," said Senator Bill Wielechowski(D-Anchorage). "We see no benefit to the residents of the state ofAlaska with this merger, only increased hurdles." While acknowledging Kroger's efforts to find a qualified buyer for closed stores, the letter references Alaska's history with corporate mergers: "...Alaskans are leery, having already experienced priorgrocery store mergers. In the late 1990s,Safeway purchased all locally owned Carrs grocery stores in the state, and despite the promise of continued employment and increased competition, they soon left the state.Alaska Marketplace purchased those P.O. Box 110190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 32 Confluence Strategics closed stores and began business as a competitor to Safeway, but within a short period of time, the company closed, leaving many communities without competition." "Alaska is unique, and decisions made at the highest level can always be felt directly and harshly by Alaskans if our concerns are not taken into consideration.Alaska already has some of the highest food prices in the nation, especially when you consider many urban and rural areas are only accessed by air or water. This potential merger has the very real possibility to exacerbate this circumstance,"concluded Sen. GiesseL It is unknown when the Federal Trade Commission will issue a ruling on the merger. Major News Articles / Political Items of Interest Fishing As climate change and high costs plague Alaska fisheries,fewer young people are taking up the trade Lane Bolich first came to work in Alaska for the freedom and excitement that comes with being a fisher. A self-described adrenaline junkie, Bolich moved from his hometown in rural Washington state because he loves being on the ocean even in cold winter weather and it gave him the chance to make more money than back home. After working as a deckhand for two years on a family friend's boat, Harmony, he took the wheel as captain this year at just 20 years old httl2s://www.adn.com/business-economy/2023/09/26/as-climate-change-and-high- costs-plague-alaska-fisheries-fewer-egg=people-are-taking-up-the-trade/ Report: Salmon now spawning in the Arctic Ocean watershed Could salmon be considered an invasive species as they expand their habitat in the north? Researchers from the University of Alaska Fairbanks have confirmed the presence of salmon spawning in an Arctic Ocean watershed, shedding light on the notion that certain salmon species are adapting and expanding into new territories as climate change gives them new opportunities. https:I Imustreadalaska.com/report-salmon-now-spawning-in-the-arctic-ocean- watershed/ P.O. Box 110190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 33 Conflucnee Strategics Health New RSV shots could sharply reduce hospitalizations this winter,Alaska health officials say State health officials said this month they're hopeful newly approved RSV protections could mean significantly fewer hospitalizations in Alaska from an upper respiratory illness that crowded pediatric units last winter. https:I Jwww.adn.com/alaska-news12023109117/new-rsv-shots-could-sharply-reduce- hospitalizations-this-winter-alaska-health-officials-say/ What to know about the new COVID, flu and RSV shots in Alaska this fall Respiratory syncytial virus, or RSV, usually feels like a common cold. But it's more risky for people over 60 years old and infants. Last year was the first year that older adults could get an RSV vaccine, and this is the first year infants can get immunized too. https:I Jwww.ktoo.org12023/09/18/what-to-know-ab out-the-new-covid-flu-and-rsv- shots-in-alaska-this-fall/ As Alaska works through Medicaid renewals, only about a third of people are staying covered In two months, 13,000 Alaskans have lost coverage for paperwork problems — enough that the federal government has asked the state to pause dropping people for paperwork reasons because too many children may be losing coverage. Alaska pauses some Medicaid renewals after thousands lose coverage they may still qualify for The Alaska Division of Public Assistance has temporarily paused a practice of dropping people from Medicaid for paperwork-related reasons after thousands of low-income Alaskans — including families with kids — lost health coverage that they may still be eligible for. httl2s://www.adn.com/alaska-news/2023/10/01/alaska-pauses-some-medicaid- renewals-after-thousands-lose-coverage-they-may -s�qualify-for/ Staffing shortages at Alaska pharmacies continue after pandemic-related shakeup An ongoing shortage of pharmacists means that many Alaska pharmacies are open for fewer hours and have longer wait times to get prescriptions filled. On the flip side, newly graduated pharmacists are getting huge signing bonuses and student loan repayment because they're in such high demand. https://www.ktoo.org/2023/10/03/alaska-12harmacist-shortage/ P.O. Box 110190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 34 Conflucnee Strategics Education Report links lack of investment in school guidance programs to Alaska's lagging workforce Jobs are available in Alaska,but the workforce to fill them isn't there. A report from the Association of Alaska School Boards linked it to underfunding public schools — especially guidance counselors and guidance programs. The report noted that one in five young adults in Alaska isn't connected to school or work. https:llwww.adn.com/aaska-news/educationZ2023110102/report-links-lack-of- investment-in-school-guidance-programs-to-alaskas-lagging-workforce/ Statewide test scores show Alaska's students still struggling About 37%proficient in science statewide;Juneau at 43%, down from 48.6% a year ago. Poor grades in some statewide test scores and assessments are continuing at Alaska's schools, according to results released Friday by the state Department of Education and Early Development (DEED). https:I jwww.juneauempire.com/news/statewide-test-scores-show-alaskas-students-still- struggling/ Business/Economy Alaska gains jobs during summer peak but is still below pre-pandemic figures Buoyed by a record tourist season,Alaska employers hired thousands more workers this year than they did during last year's summer peak,but state employment remains stubbornly below what it was in 2019, figures from the Alaska Department of Labor and Workforce Development show. Alaska Department of Labor September Trends magazine looks at how rentals and households have changed The March 2023 rental survey showed broad rent increases across Alaska areas. Rents went up an average of 7 percent from 2022. • Full DOL&WD Alaska Economic Trends Magazine -Alaska's Rental Market September 2023 P.O. Box 110190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 35 Conflucnee Strategics OPINION: Filling Alaska's jobs pipeline By foelle Hall Alaska's exported resources have long been the major source of our state's economy and identity— fish, oil, minerals and more, all proudly bearing the "produced in Alaska" stamp. However, a troubling new report shines a light on the excessive export of our most valuable resource — our people. https:://www.adn.com/opinions/2023/09/23/opinion-filling-alaskas-jobs-pipeline/ Three Bears buys 6 more retail properties in the Interior and Unalaska Three Bears Alaska is continuing its statewide expansion. The rapidly growing Wasilla- based grocery and retail chain is buying six new properties. The latest acquisitions include a supply store in Unalaska and a gas station-convenience store in Delta Junction. In Fairbanks, Three Bears is buying four Sourdough Fuel gas-station-convenience stores. https://www.ktoo.org/2023/09/26/three-bears-buys-6-more-retail-properties-in-the- interior-and-unalaska/ Bidenomics: Inflation rose 9.2% in 2022, after rising 12.9% in 2021 The U.S. Bureau of Economic Analysis released new data Wednesday for how the Personal Consumption Expenditure, a key marker of inflation, rose in each state last year. According to the BEA, PCE is a measure of the prices Americans pay for goods and services. "Nationally, personal consumption expenditures (PCE), in current dollars, increased 9.2 percent in 2022 after increasing 12.9 percent in 2021. PCE increased in all 50 states and the District of Columbia, with the percent change ranging from 11.8 percent in Idaho to 6.4 percent in Louisiana..." https:,//mustreadalaska.com/bidenomics-inflation-rose-9-2-in-2022-after-rising-12-9-in- 2021 State Budget/Programs $1,312 Permanent Fund dividend payments coming in early October The annual boost to Alaskan bank accounts is just around the corner—the first payments of the 2023 Permanent Fund dividend will be deposited on Oct. S. Alaska Permanent Fund improves after money-losing year but withdrawals still exceed earnings The Alaska Permanent Fund Corp.'s investment earnings were again less than withdrawals in the 12 months ending in June, according to preliminary data scheduled to be released at P.O. Box 110190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 36 Confluence Strategies the corporation's annual meeting this week in Anchorage. The corporation,which manages the $74.9 billion Alaska Permanent Fund, earned a 5.18% return, less than its goal of 7.97%. https:[/www.adn.com[politicsZ20231091261alaska-permanent-fund-improves-after- money-losing-year-but-withdrawals-still-exceed-earnings/ How the impending U.S. government shutdown might impact Alaska As Congress barrels toward a government shutdown starting Sunday, a lapse in federal funding is poised to pause pay for thousands of federal workers in Alaska,while many government services could be hobbled. If a shutdown happens, how long it will last and exactly how it will play out in Alaska is unclear. https://www.adn.com,/politics/2023/09/28/how-the-impending-us-government- shutdown-might-impact-alaska/ Dunleavy quietly abandons failed 4-year effort to consolidate statewide procurement On Feb. 13, 2019,with lots of fanfare, Gov. Mike Dunleavy signed an executive order to consolidate the procurement functions of state government in a single office. "The purpose of this order is to streamline and increase accountability of non-construction procurement activities within the executive branch of state government by realigning non-construction procurement staff to create solid line reporting to the DOA Commissioner or Commissioner Designee in DOA and clear managerial reporting within their respective agencies," Dunleavy said in his order. Original Order noted: It would save money, lead to staff reductions, streamline ordering, make state government more efficient, end redundant purchases, and make it easier to enforce procurement policies, he said in Administrative Order No. 304. The new order revoked Administrative Order No. 304, declaring an end to statewide procurement consolidation. Procurement staff were transferred back to individual state agencies, Dunleavy said in Administrative Order No. 348. Politics/Policy Calls No special session this year on fiscal issues,Alaska legislators say The Alaska Legislature will not meet in a special session this fall to discuss a long-term fiscal plan for the state. Lawmakers had discussed the possibility of a special session in the spring, but in the last days of the regular session and in the following weeks, they drifted P.O. Box 110190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 37 Confluence Strategies apart on key elements of a plan intended to keep state revenue and expenses in line for multiple years. https:,[/alaskabeacon.com/2023/09/21/no-special-session-this-year-on-fiscal-issues- alaska-legislators-say/ EDITORIAL: The Alaska Legislature's fiscal shortsightedness wears thin If there were a doctor who monitored the goings-on at Alaska's State Capitol Building, the time of death for any hope of a fiscal plan this year would have been declared last week, as legislative caucus leaders signaled defeat on efforts to call a special session to address Alaska's structural budget issues. https:llwww.adn.comlopinions/editorialsZ2023109123/editorial-the-alaska-legislatures- fiscal-shortsightedness-wears-thin/ Revak stepping down as Peltola's state director Congresswoman Mary Peltola's controversial pick for state director is leaving his post. Josh Revak, a former Republican state legislator, took the job in February. He'll be leaving Oct. 1 to pursue "other opportunities," he is quoted as saying in a statement Peltola's office released Thursday. https:[/www.ktoo.org12023/09/28/revak-stepping-down-as-peltolas-state-director/ Josiah Patkotak on track to be North Slope Borough mayor as early election results show big leads in other races In the most publicized race, for borough mayor, independent state Rep. Josiah Aullaqsruaq Patkotak holds a decisive lead. With 720 votes, he has over 54% of all votes counted. https:llwww.adn.com/alaska-news/rural-alaska/2023/101041j osiah-12atkotak-on-track- to-be-north-slope-borough-mayor-as-early-election-results-show-big-leads-in-other- races State lawmakers weigh changes to Permanent Fund dividend formula ahead of legislative session Some Alaska residents are getting their hands on the first disbursement of Permanent Fund dividends on Thursday. But the amount paid to each recipient is not as much as last year— which could be a continued topic of debate this upcoming legislative session. This year's dividend payment totals $1,312. https:[/www.alaskasnewssource.com12023110106/state-lawmakers-weigh-changes- 12ermanent-fund-dividend-formula-ahead-legislative-session/ P.O. Box 110190,Anchorage,AK 99511 423 Seward Street,Juneau,AK 99801 38 Clerk's Report By Jodi Kurtz 55th Sister City Obihiro Delegation For this year's 551h Delegation to Sister City Obihiro Japan, we have a great itinerary that is planned for our delegation on October 26 through November 2, 2023. Those attending from the City of Seward are Randy Wells, Robert Barnwell, Kat Sorensen, and Jodi Kurtz. The Seward Citizens that are going are Karen Cooper McLoughlin, Jennifer Wells, Marylynn Barnwell, Patrick Lewis, James McLoughlin, Jessi Huett, Mary Beth Koster, Russ White, Carol Hatch, and Hank West. There is one citizen that will not be able to attend. We have a couple of City Staff and Citizen's that are participating in the Food Valley Marathon Race that will be taking place on October 291h, running either a half marathon or a 5K Run. Some of the events on the itinerary other than the Food Valley Marathon, are Tokachi Farm (Observatory, birch trees), Obihiro Racetrack (museum, race viewing), Obihiro Art, Centennial and Beet Museum, Obihiro City Hall (Mayor & City Council Visit), Tokachi International Relations Center, Chrysanthemum Festival, and many other activities. 9� . . Ila r Sri A �v 4► sr � "*�„�►� '"'� mow. � .•-� From the Executive Assistant's Desk By Karen Corrigan, CAP Business license renewals began on October 1, 2023. This year, the City Clerk's Office implemented the Vehicle for Hire Permit application into the business license process. Since October 1, the office has received 108 applications.The workload in the office remains high and the applications are being processed in the order received. Currently, the completion time is two to four weeks. We thank you for your patience and hope to have this time reduced in the coming weeks. 39 City of Seward,Alaska City Council Meeting Minutes October 9, 2023 Volume 42, Page CALL TO ORDER The October 9, 2023 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Sue McClure. OPENING CEREMONY Police Chief Alan Nickell led the Pledge of Allegiance to the flag. ROLL CALL There were present: Sue McClure,presiding, and John Osenga Liz Mike Calhoon Randy Wells Kevin Finch Robert Barnwell comprising a quorum of the Council; and Kat Sorensen, City Manager Jason Bickling, Assistant City Manager Sam Severin, City Attorney Jodi Kurtz, Acting City Clerk Karen Corrigan, Executive Assistant to the City Clerk Excused—DeMoss Absent—None CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Megs Testarmata,inside city limits, had concerns about the electric utility and would like the Seward Electric Utility Ad Hoc Committee to sit down with council and discuss the utility issues to make the rates more affordable. She also encouraged the city to have a utility board. Brad Snowden, inside city limits, encouraged the City of Seward to reach out to other cities around Alaska and see what they do for their electric utility. Snowden also spoke about making a bright and healthy future for Seward and hoped that Seward would have opportunities for our younger generation so they would not have to look elsewhere. Tim McDonald, inside city limits, spoke to the formation of a utility co-op, the weakness of a volunteer government, the importance of Seward as a seaport, and annexing Mile 8 into city limits to get more voters. APPROVAL OF AGENDA AND CONSENT AGENDA 40 City of Seward,Alaska City Council Meeting Minutes October 9, 2023 Volume 42, Page Motion (Wells/Osenga) Approval of Agenda and Consent Agenda Motion Passed Unanimous The clerk read the following approved consent agenda items: Approval of the September 25, 2023, City Council Meeting Minutes. Resolution 2023-113: Accepting and Appropriating Community Assistance Program Funds in the Amount of$107,070.85 for the Purpose of Capital Projects Related to Fire,Public Safety and Road Maintenance Resolution 2023-114: Urging The Alaska Legislature and Governor to Fully Fund The Municipal Harbor Facility Grant Program In The FY 2025 State Capital Budget Certify the results of the October 3, 2023, Regular Municipal Election Appoint Melissa Schutter to the Port and Commerce Advisory Board(PACAB)with a term set to expire July 2026. SPECIAL ORDERS,PRESENTATIONS,AND REPORTS Proclamations and Awards Proclamation for Fire Prevention Week October 8,h-14thwas read by Mayor McClure and received by Deputy Fire Chief Kate McCoy. City Manager Report City Manager Kat Sorensen said the Seward Seahawks High School cross-country and football teams brought State trophies home this weekend. Sorensen informed everyone that she had joined the Alaska Sealife Center Board. On other topics, the heat loop project received the grant money to start the planning process for the data collection and modeling. The City's Touch- a-Truck event was held this past weekend, and the upcoming event was the Nerf War on Oct 21, 2023 at the library. Assistant City Manager Jason Bickling said was an exciting and busy weekend for the Seward Seahawks. City Attorney Report City Attorney Sam Severen shared with the council how he loved to solve problems that came up. Recently a Seward police vehicle was up in Anchorage for repair with an original quote of$7,000 but when the vehicle was finished the vendor wanted $12,000. Severin sent a demand letter and then showed up with a check for $7,000 and was able to leave with the vehicle. Other Reports and Announcements 41 City of Seward,Alaska City Council Meeting Minutes October 9, 2023 Volume 42, Page Presentations Presentation by Ristine Casagranda on the Brown & Hawkins Historic Building Update Presentation by Kenai Peninsula Borough Mayor, Peter Micciche on the Proposed Eastern Peninsula Emergency Service Area Council recessed the meeting at 7:56pm Council resumed the meeting at 8:03pm UNFINISHED BUSINESS Resolution 2023-112: Scheduling a Special Election to Repeal Resolution 2023-88 and Resolution 2023-89 to be held Tuesday, November 28, 2023. (This resolution failed on September 25, 2023, and a reconsideration was submitted to the city clerk by Council Member Barnwell on September 26, 2023. A 213 vote is required to get the resolution back on the floor) Motion to Reconsider (Osenga/Barnwell) Reconsider Resolution 2023-112 Administration recommended that council reconsider this resolution. Sorensen explained how the timeline submissions and regulations and printing didn't allow for Resolution 2023-88 and Resolution 2023-89 to be on the same ballot. The results from the regular election would not be affected by this action. Motion to Reconsider Passed Unanimous Sorensen recommended repealing the original Resolutions 2023-088 and Resolution 2023- 089 and said this was the best way to move forward. It would avoid a special election in November and,per city code, there would be a two year wait time before these measures could come back. Severen stated the two options were: Council to repeal what was being sought by petition or put it on the ballot at a special election. Given the unique situation, Severen was satisfied with the solution of repealing the resolutions. Mayor McClure moved to amend the title of Resolution 2023-112 to read "To Repeal Resolution 2023-088 and Resolution 2023-089". Motion to Amend (McClure/Wells) Amend Resolution 2023-112 To Replace All Mention Of A Special Election With Repealing The Resolutions 2023-088 And 2023-089 Main Motion as Amended Passed Unanimous NEW BUSINESS Other New Business 42 City of Seward,Alaska City Council Meeting Minutes October 9, 2023 Volume 42, Page Discuss Travel to Anchorage for The Alaska Municipal League Conference in December Wells, McClure and Barwell expressed interest in attending the conference. Discuss Rescheduling Council Retreat from December 2,2023, To A Date in January 2024 McClure suggests everyone check their calendars for the month of January 2024 and directed Sorensen to send out a poll to council members to choose dates. Discussion on City Parking Lots Park & Recreation Deputy Director Tyler Mallory discussed different pricing for parking and how his findings compared to Homer and Whitter. Mallory provided information on parking permits, fine schedules, implementation, staffing, and how it would benefit the city. McClure suggested a council work session to talk about parking. City council directed administration to work with the Parks & Recreation Department to schedule a work session for this topic. INFORMATIONAL ITEMS AND REPORTS Boards and Commissions Minutes Planning & Zoning Commission P&Z July 11, 2023, Meeting Minutes P&Z August 1, 2023, Meeting Minutes Port & Commerce Advisory Board May 3, 2023, PACAB Meeting Minutes CITIZEN COMMENTS Albe Tatum, outside city limit,spoke in the opposition of the idea to the Eastern Peninsula Emergency Service Area. Tatum felt the local Seward Volunteer Ambulance Core (SVAC) met the needs of the Seward community. Tim McDonald, inside city limits, reiterated that Seward had issues with the volunteer government system. He felt there should be full-time council members who aren't working at their regular day jobs. McDonald Encouraged everyone to work together. Karen Corrigan, inside city limits, spoke in opposition to the proposed Eastern Peninsula Emergency Service Area. Corrigan felt the local SVAC knew the area and met the needs of the Seward community. Becky Dunn, inside city limits, thanked fire department personnel. She was hoping to get an answer on when the ladder truck would be working. Dunn noted that all volunteer organizations looked for more help and would provide the necessary training. 43 City of Seward,Alaska City Council Meeting Minutes October 9, 2023 Volume 42, Page COUNCIL AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS Sorensen thanked Severen and council for working through confusing resolutions and Melissa Schutter for her application for PACAB. Sorensen said Schutter would be a great addition to PACAB. Barnwell said he was excited to serve another three years on council and thanked the voters and the support. He felt the current system of city council was a good system for Seward. Barnwell didn't understand why there were so many negative comments and mistrust among the volunteer council members. He noted council members all tried hard to do their best. Barnwell noted the Eastern Peninsula Emergency Service Area was intriguing,and he was looking forward to learning more about it. Barnwell also looked forward to rebuilding Seward Electric. Finch congratulated the Seward Seahawk football players and coaches,and thanked SVAC for doing an amazing job and knew the community appreciated them. Calhoon congratulated the Seward Seahawk sport teams. He thanked the local emergency responder volunteers for their service. Calhoon said the American Legion Auxiliary Unit 5 had their 100th anniversary dinner where they raised money for Toys for Tots program. Calhoon noted there were still two vacancies on the Planning&Zoning Commission and noted the importance of the boards and commissions. He congratulated Bob Barnwell and Julie Crites for their election to council, and sent his farewell wishes to DeMoss. Osenga congratulated the Seward Seahawks football team and girls Cross-Country Running team. He thanked our local first responder volunteers for their service. He also agreed with Barnwell about the amount of negative citizen comments and how it wears down the council. No one on council had any hidden agendas, and it would be nice to feel more appreciated. Osenga congratulated Barnwell and Crites on the election and said farewell to DeMoss. McClure stated it was awesome to have the high school sports teams doing so well. McClure also congratulated Barnwell and Crites on the election results. McClure wished DeMoss was here tonight to say goodbye. McClure also emphasized the importance of being on the Planning & Zoning Commission. McClure noted that the citizens were passionate about issues, but it was nice to hear positive comments too. ADJOURNMENT The meeting was adjourned at 9:18 p.m. Jodi Kurtz Sue McClure Acting City Clerk Mayor (City Seal) 44 • AMP Resolution 2023-116 Accepting and Appropriating the Energy Efficiency & Renewable Energy in the Amount of $192, 150.00 for the Seward Geothermal Heat Pump Project Grant#DE- EE0010668 Documents: • Agenda Statement • Resolution 2023-116 • Attachments: o Statement of Project Objectives o Budget Information with Attachments o Intellectual Property Provisions o Community Benefits Plan o Assistance Agreement 45 City Council Agenda Statement . Meeting Date: October 23, 2023 To: City Council Through: Kathleen Sorensen, City Manager From: Jason Bickling, Assistant City Manager Subject: Resolution 2023-116: Authorizing The City Manager To Accept The Seward Geothermal Heat Pump Project Grant#De-Ee0010668 In The Amount Of $192,150.00 From The Office Of Energy Efficiency &Renewable Energy Of The U. S. Department Of Energy (Doe)For Federal Renewable Energy Research &Development And Authorizing A City In-Kind And Cash Cost Share Of $20,760.00 For A Total Project Cost Of$212,910.00 And Appropriating Funds Background and justification: In 2014,the City authorized the drilling, subsequent well testing,and data collection by Your Clean Energy LLC(YCE)to determine if the City could utilize heat from Resurrection Bay for a district heat system. The economic evaluation was finalized in September 2015 with results pointing to the feasibility of the project. Resolution 2019-089 authorized the City to accept a grant from the Alaska Energy Authority (AEA) to construct a ground source heat pump district heat system utilizing the Resurrection Bay. The District Heat Pump Project was delayed through the pandemic and is now moving forward again. One of the Port and Commerce Advisory Board(PACAB)priorities is to explore energy alternatives(Wind, Solar, Geothermal, Hydroelectric,etc.)Resolution 2022-039 directed the PACAB to create and lead an Ad Hoc Committee of interested community members to identify available fund sources to continue the ground source/Seward district heat system project to completion. The Heat Loop Ad Hoc Committee and the City of Seward, in collaboration with the NREL, YCE, and AVTEC, form the Heat Loop Coalition, which applied for a DOE grant. The U.S. Department of Energy awarded the grant on September 29,2023,for$192,150. The funds to accomplish the work are expected to total$212,910.00,which includes the cash and in-kind cost share on the city's behalf. This in-kind will come from the Ad-hoc volunteer time. These grant funds will provide for the next step in planning including further data collection, modeling, and planning as it builds toward a construction phase. This resolution accepts the funds for the grant. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with(citation listed): Comprehensive Plan: 3.1.1.2 Support efforts to develop alternative energy sources Strategic Plan: Other: 46 Certification of Funds Total amount of funds listed in this legislation: $ 0 This legislation(✓): X Creates revenue in the amount of: $ $192,150 Creates expenditure in amount of: $ Creates a savings in the amount of: $ Has no fiscal impact Funds are (✓): Budgeted Line item(s): Not budgeted Not applicable Fund Balance Information Affected Fund(✓): General SMIC Electric Wastewater Boat Harbor Parking Water Healthcare Motor Pool Other Note: amounts are unaudited Available Fund Balance $ Finance Director Signature: Attorney Review RxYes Attorney Signature: Not applicable Comments: Administration Recommendation eAdopt AM Other: 47 Sponsored by: Sorensen CITY OF SEWARD,ALASKA RESOLUTION 2023-116 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ACCEPT THE SEWARD GEOTHERMAL HEAT PUMP PROJECT GRANT #DE- EE0010668 IN THE AMOUNT OF $192,150.00 FROM THE OFFICE OF ENERGY EFFICIENCY & RENEWABLE ENERGY OF THE U. S. DEPARTMENT OF ENERGY (DOE) FOR FEDERAL RENEWABLE ENERGY RESEARCH & DEVELOPMENT AND AUTHORIZING A CITY IN-KIND AND CASH COST SHARE OF $20,760.00 FOR A TOTAL PROJECT COST OF$212,910.00 AND APPROPRIATING FUNDS WHEREAS,the City Council directed the Port& Commerce Advisory Board (PACAB) to create an Ad hoc Committee to seek funding sources for the Heat Loop project; and WHEREAS, the Ad hoc Committee, The City of Seward, AVTEC, NREL, and YCE make up the Heat Loop Coalition, who applied for a Department of Energy Grant; and WHEREAS, The City of Seward was selected on April 25, 2023, by the U.S. Dept. of Energy (DOE), for a community-scale heating and cooling system that will refine the existing design of a CO2 heat-pump system to meet nearly all heating demand for half of the municipal buildings; and WHEREAS, on September 28, 2023, the City of Seward was awarded $192,150.00 for a finalized design of a fourth-generation, community-scale tidal source Geothermal District Heating and Cooling System (GDHC); and WHEREAS,US Department of Energy Grant funds will be used for the next stage of data collection, research,planning and design that will ultimately lead to construction; and WHEREAS, the grant requires a cost share of $20,760.00 which includes in-kind cost share, a majority of which will come from the Ad hoc Committee volunteer time and City staff time. The remainder, if any, will be a cash contribution. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA,that: Section 1. The Seward City Council hereby authorizes the City Manager to accept grant#DE-EE0010668 in the amount of$192,150.00 from the Renewable Energy, Research& Development for the purpose of planning and design of a ground source heat pump and district 48 CITY OF SEWARD,ALASKA RESOLUTION 2023-116 system for four municipal buildings. The project period for this grant is October 2023 to November 30, 2024. Section 2. Funding in the amount of$192,150.00 is hereby accepted in DOE Grant Revenue Account 80042-0000-4251. Section 3. This resolution shall take effect immediately upon approval. PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 23rd day of October 2023. THE CITY OF SEWARD,ALASKA Sue McClure,Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Kris Peck City Clerk (City Seal) 49 U.S. DEPARTMENT OF Office of ENERGY EFFICIENCY DE-EE0010668.0001 City of Seward ENERGY & RENEWABLE ENERGY Attachment 1,Statement of Project Objectives Statement of Project Objectives DE-EE0010668.0001 City of Seward Seward Heat Loop Project A. Project Objectives Budget Period 1 - Planning and Design Budget Period 1 Objectives: Finalize design of a fourth-generation, community-scale, tidal source Geothermal District Heating and cooling system (GDHC) in Seward, Alaska. The Seward Heat Loop Project Coalition will refine the existing 95% design of a trans-critical COz heat pump system that will supply over 90% of the heating demand for 50% of the City buildings in Seward, reducing dependency on heating oil and lowering COZ emissions. The Coalition will identify design alternatives to further improve the system's efficiency, cost-effectiveness, greenhouse gas emission reductions, and system expansion potential. The Coalition will ensure the long-term viability of the system by developing a workforce training plan. The plan will detail local capacity-building efforts to (1) ensure the long-term operability of the district heating and cooling system, (2) provide a smooth transition between system installation and the expiration of applicable warranties, and (3) support future demand for commercial or residential COz heat pump use. The Coalition will identify ways to equitably distribute public benefits from the project through effective public engagement, providing accessible ways to participate in the process and incorporating relevant and practicable input. The Coalition will ensure the project is constructible within this funding opportunity's stated timeline. B. Project Scope of Work Summary To meet all project objectives, the scope of work for Budget Period 1 includes additional test well data gathering; analyzing design alternatives to find additional energy efficiency or cost savings options; updating the preferred design drawings, narrative, and cost estimate; updating environmental and permitting assumptions; implementing the public engagement strategy; identifying long-term system maintenance workforce capacity needs; and preparing the Budget Period 2 objectives, scope of work, and budget. 1 50 U.S. DEPARTMENT of Office of ENERGY EFFICIENCY DE-EE0010668.0001 City of Seward ENERGY & RENEWABLE ENERGY Attachment 1,Statement of Project Objectives The result of Budget Period 1 includes final design of the preferred alternative GDHC system; an updated technical, economic, and environmental assessment; system maintenance plan; workforce development training plan; permitting plan; Budget Period 1 report; and Budget Period 2 updated Statement of Project Objectives and budget justification. The Budget Period 2 scope includes presenting the results of modeling and other analysis tasks; obtaining all required permits; selecting a contractor to procure materials and construct/install the system; constructing and commissioning the system; refining an operation and maintenance plan; completing applicable inspections; developing the workforce training curriculum and completing instructor training; launching the enhanced AVTEC training program; drafting a project and GDHC system case study; and ongoing public engagement. The result of Budget Period 2 includes a fully permitted and operational fourth-generation, community-scale, tidal-source heating and cooling system in Seward, Alaska; established workforce training program with apprenticeship opportunities for students; operations and maintenance plan with clearly delineated responsibilities; and a completed case study. C. Tasks to Be Performed Budget Period 1 Planning and Design — Seward Heat Loop Project Task 1.0: Engineering Feasibility& Technical Design for the GDHC system [M1-M10] Task Summary: The Analysis & Design (A/D) team members will complete the remaining data collection and analysis needed to inform design alternatives and intended to enhance the existing system design. This task and related subtasks will fulfill the project objective to finalize design for the GDHC system. Deliverables include building energy and test well data, a full energy model of the system, feasibility report discussing design/efficiency alternatives, and final design drawings and cost estimates. This task will develop a well-informed technical design of a system that can be incorporated into a case study that other communities can learn from. A section in Budget Period 1 report will summarize and discuss the needs for the GDHC system as well as the subsurface conditions that provide the opportunity for the use of low- temperature geothermal technology. This section will serve as technical input for a project case study. Milestone 1.1— (M1) Completion of kickoff meeting with Seward Heat Loop Coalition and DOE to confirm/alter project assumptions. Data type: PDF of meeting minutes. Subtask 1.1: Data Collection [M1-M7] Subtask Summary: The A/D team members will collect energy usage data through collection of building utilities usage, and collect building air leakage data through a blower door test on the 2 51 U.S. DEPARTMENT OF Office of ENERGY EFFICIENCY DE-EE0010668.0001 City of Seward ENERGY & RENEWABLE ENERGY Attachment 1,Statement of Project Objectives four City buildings that will be part of the system. They will collect temperature and salinity vs. depth and water column elevation data from the existing on-site test well for a period of 6 months and will perform a civil site survey documenting underground and surface features with horizontal and vertical control points. Milestone 1.2— (M4) Technical memorandum developed discussing energy usage and building air leakage of four city buildings. Data type: PDF, Excel. Milestone 1.3— (M6) Civil site survey completed identifying underground utilities or infrastructure, and surface features along proposed network installation route. Horizontal and vertical control points will be established and documented. Data type: PDF, GIS data. Milestone 1.4— (M7) 6 months of test well temperature, salinity, and water elevation data collected. Data will be published to Geothermal Data Repository. Data type: PDF, Excel. Subtask 1.2: System Model [M2-M7] Subtask Summary:The A/D team members will develop a system energy model that accounts for building energy use, network, and subsurface energy flows. Building energy models will be developed for the four city buildings using EnergyPlus and calibrated using the energy use and air leakage data collected in Subtask 1.1. A network energy model will be developed that accounts for the underground pressure and thermal losses in the network piping, and that accounts for the building and heat pump loads. URBANopt will be used to create an initial network model, then the underlying Modelica Buildings Library models will be adapted and customized as needed to conform to the project design which will include use of a high temperature heat pump. Subsurface ground water flow models will be developed that account for fluctuations in water depth and the seasonal changes in temperature vs. depth. This subsurface ground water flow model will be used to determine the required ground heat exchanger size. The combined building, network, and subsurface ground models will be used to estimate overall system performance. Milestone 1.5— (M7) Full system model file package created. Models will be published to the Geothermal Data Repository. Data type: EnergyPlus, Modelica models. Subtask 1.3: Design Alternatives Evaluation & Selection [M4-M7] Subtask Summary: The A/D team members will evaluate the technical, economic, and environmental implications of design alternatives. They will assess the potential addition of solar PV to the system and the use of nanotechnology heat transfer fluid vs. propylene glycol. They will also assess the use of a rack-mounted system, cooling options for the City Library's main rooms and boiler room, and snow-melt options around the Library and City Hall. Options 3 52 U.S.DEPARTMENT OF Office of ENERGY EFFICIENCY DE-EE0010668.0001 City of Seward ENERGY & RENEWABLE ENERGY Attachment 1,Statement of Project Objectives for improved system efficiency (e.g., thermal storage and waste heat recovery) will also be considered, as possible. The Coalition will select preferred design alternatives that meet the overall project goals and constraints. Milestone 1.6— (M7) Technical memo developed describing results from design alternatives analysis and selection. Data type: PDF. Subtask 1.4 Final Design [M6-M10] Subtask Summary— Produce final design drawings, narrative, and cost estimates. Milestone 1.7— (M10) Final design drawings and cost estimates produced, with a narrative describing how the design will exceed 25% of the heating demand for City buildings immediately following system construction/installation. Data type: PDF Task 2.0: Public Engagement [M1-12] Task Summary: The Community Voice (CV) team members will ensure the public and other stakeholders are kept informed of project progress and have opportunities to provide input or otherwise be involved in the project, based on skills and interest. This task will ensure the Coalition meets its objective to equitably distribute project benefits based on effective public involvement. Deliverables include regular committee meetings with minutes, a project website, and a display in the City Library. Subtask 2.1: Committee Meetings [M 1-12] Subtask Summary: The CV team members will host regular public meetings. These meetings will allow the Project Coalition to discuss project progress based on Coalition members' role(s) and make decisions in an accessible public forum. Milestone 2.1— (M12) Completed 12 monthly Seward Heat Loop Ad Hoc Committee meetings. Data type: PDF of meeting minutes. Subtask 2.2: Project Website & Social Media [M 1-M 12] Subtask Summary: The CV team members will maintain a project website that will describe the project summary, history, and coalition information; provide information on how to participate in the project and provide access to finalized project documents. They will provide regular project updates via selected social media platforms. Milestone 2.2— (M1) Website launched, with current project information. Current draft: https://heatloopseward.weebIV.com/ Data type: website. Milestone 2.3— (M12) 12 monthly project updates distributed via selected social media platforms. Data type: PDF of project updates. 4 53 U.S. DEPARTMENT OF Office of ENERGY EFFICIENCY DE-EE0010668.0001 City of Seward ENERGY & RENEWABLE ENERGY Attachment 1,Statement of Project Objectives Subtask 2.3: Project Display in City Library [M 11-M 12] Subtask Summary: The CV team members will create a display of the project information, which will be available in the City Library as an additional location for the public to access project and contact information. Milestone 2.4— (M12) Project information display created and placed in City Library. Data type: PDF. Subtask 2.4: Identify Stakeholders [M 1-M4] Subtask Summary: The CV team members will identify all affected community or nonprofit stakeholders that use the city buildings which will be affected by the project. Milestone 2.5— (M4) Identify all community or nonprofit organizations that use the four City buildings and could be affected by the project. Data type: PDF Task 3.0: Maintenance Plan and Workforce Development& Training Plan [M7-M10] Task Summary: Following selection of a preferred alternative for the GDHC system design, the Coalition will have the information necessary to develop a workforce development & training plan, informed by the operational and maintenance needs of the system and limitations of existing training programs. This will help meet the project objective to ensure long-term system viability through local workforce capacity building. Subtask 3.1: Maintenance Plan [M7-M8] Subtask Summary: Using the system design to define ongoing maintenance needs, schedules, and technical skills required. This plan informs the Workforce Development &Training Plan to be developed by A/D team members. Using the final system design as the basis, A/D team members will develop a detailed Maintenance Plan for the proposed GSHP system. This plan will outline the ongoing maintenance needs anticipated for the wellfield source loop, the CO2 heat pump equipment, source and load side circulation pumps and heat exchangers, load side buffer tank, load side hydronic and corrosion protection systems, instrumentation, and system controls. The Maintenance Plan will identify specific elements that will require maintenance, as well as anticipated schedules, and technical skills required. The Maintenance Plan will inform the Workforce Development &Training Plan that will be prepared by Workforce Development (WD) team members with assistance from A/D team members. Milestone 3.1— (M8) Maintenance Plan completed. Data type: PDF Subtask 3.2: Workforce Development & Training Plan [M9-M10] Subtask Summary: The WD team members will participate in the creation of an educational curriculum specific to the CO2 Heat Pump installation and maintenance program to be offered 5 54 U.S. DEPARTMENT of Office of ENERGY EFFICIENCY DE-EE0010668.0001 City of Seward ENERGY & RENEWABLE ENERGY Attachment 1,Statement of Project Objectives to our Alaskan workforce. A/D team members will provide limited support to curriculum development and work with heat pump manufacturer instructors to compare the current curriculum to what additions are needed for a CO2 Heat Pump installation and maintenance curriculum. Along with the curriculum instruction, a residential CO2 heat pump would be acquired for hands on education, which will build exemplary educational experiences for the students. The WD team members are working to close the gap of Diversity, Equity, and Inclusion (DEI) and our Coalition supports those efforts in our community. With DEI efforts, two scholarships would help to find local Seward workforce to apply for a scholarship for this new CO2 Heat Pump program, using current student support programs to administer the scholarship award. Scholarship opportunities would help with finding local workforce, persons that will live and stay in our community of Seward, having employment in the growing demand of heat pump installation, inspect, repair, and maintenance. WD and deployment team members will be trained on the upkeep of the systems as they are deployed and through installation, this training could be be acquired by time spent with the manufacturer for learning about the CO2 Heat Pump and other equipment to be installed, or the funds could be used to bring to Seward the instructor(s) from the manufacturer for this instruction/development so when deployment is started, knowledge has been acquired and be ready for post installation. Milestone 3.2— (M10) Workforce Development &Training Plan completed. Data type: PDF Task 4.0: Permitting Plan [M8-M9] Task Summary: Following selection of a preferred alternative for the GDHC system design and understanding of environmental impacts, the Coalition will prepare a plan to obtain all necessary permits for construction. The Plan will include the permits required, responsible party, and schedule. This supports the project objective to ensure the project is constructible within this funding opportunity's stated timeline. Milestone 4.1— (M9) Permitting Plan developed. Data type: PDF TASK 5.0: Budget Period 2 Preparation [M 11-M 12] Task Summary: This task pertains to ensuring all reporting and project planning requirements are met for BP1, helping ensure a smooth transition into BP2, if selected. This task supports the project objective to ensure the project is constructible by meeting all grant requirements to be eligible for BP2 funding. Additionally, a section(s) in the Budget Period 1 report will include a summary and discussion around project planning, the formation of the Heat Loop Committee, 6 55 U.S. DEPARTMENT OF Office of ENERGY EFFICIENCY DE-EE0010668.0001 City of Seward ENERGY & RENEWABLE ENERGY Attachment 1,Statement of Project Objectives workforce development and maintenance plan, and evaluation of the project budgeted needs. This section(s) will further the development of this project into a case study. Milestone 5.1— (M11) Attend DOE presentation to review down-select timeline and process. Data type: PDF of meeting notes. Milestone 5.2— (M12) Updated SOPO developed showing proposed BP2 work. Data type: Word document. Milestone 5.3— (M12) Updated Budget Justification developed showing proposed BP2 work. Data type: Excel document(s). Milestone 5.4— (M12) Budget Period 1 report developed detailing tasks/subtasks and deliverables completed, and milestones achieved. Data type: PDF End of Budget Period 1 Goals Goal 1: Have a completed GDHC system design that will supply over 90% of the heating demand for 50% of the City of Seward's buildings. This design will be available on the Project website and sent to the EERE contact. The design narrative and models will justify the expected system performance. Goal 2: Identify the workforce staffing and training needed to support the GDHC system over its design life, with a strategy to meet those needs within the funding program timeline. The plan documents will be available on the project website, and the Design/Analysis and Workforce Development teams in the Project Coalition will verify that the plan adequately addresses workforce needs following project completion. Down-Select to Budget Period 2: EERE intends to conduct a competitive project review (down-selection process) upon the completion of an initial 12 months of work (Budget Period 1). Recipients will present their projects to EERE individually (not to other recipients). Subject matter experts from academia, national laboratories, and industry may be used as reviewers, subject to conflict of interest and non-disclosure considerations. Projects will be evaluated based on the following criteria: The degree to which the Budget Period 1 deliverables show progress towards meeting the following FOA Specific Goals, as indicated in Section I.A.ii: 1) Deploy new or retrofitted geothermal, or geothermal-hybrid, district heating and cooling systems in U.S. districts, neighborhoods, and communities 2) Identify solutions for environmental justice conditions, such as cumulative environmental pollution and other hazards; underserved and disadvantaged 7 56 U.S. DEPARTMENT of Office of ENERGY EFFICIENCY DE-EE0010668.0001 City of Seward ENERGY & RENEWABLE ENERGY Attachment 1,Statement of Project Objectives communities; and community members who have historically experienced vulnerability due to climate change impacts 3) Assist U.S. communities to develop career and technical education and workforce transition initiatives to design, install, inspect, operate, and maintain new energy systems such as geothermal heating and cooling 4) Develop U.S. case studies about projects, including technical and economic data, to illustrate how projects can be replicated by communities throughout the United States 5) Publish data and information about U.S. geothermal district heating and cooling system deployment to demonstrate the success of such systems in a range of environments and geographies Sixty days (60) before the completion of Budget Period 1, the Recipient will submit the following documents to the DOE Technical Project Officer. Down-select application including: • Report summarizing all work complete in Budget Period 1 • Proposed scope of deployment objectives o Revised Budget Justification, adding additional Budget Period (s) o Revised SOPO, adding additional Budget Period (s) o NEPA questionnaire o SF-424 These documents are used by the DOE Project Review Committee to conduct a project review against the criteria listed previously. The Recipient will give a presentation to the DOE Project Review Committee via webinar. The documents and reports will be available for internal use only by the review committee; however, any data delivered should be marked as specified in the terms and conditions of the award. D. Project Management and Reporting This project will be managed by the City of Seward. Signatory authority for execution of the grant agreement and subsequent amendments is granted to the City Manager. The City Manager may delegate authority for executing the grant agreement and amendments to others within the City of Seward via a signatory authority form as well as the financial and performance progress reporting authority. For accounting and reporting, the City of Seward will establish and maintain separate accounting for the use of this grant. The City will submit a financial/progress report each month or quarterly with the concurrence for the grantor during the life of the grant agreement. All costs will be supported by source documentation. The City will retain all contracts, invoices, materials, payrolls, personnel records, conditions of employment, and other data relating to matters covered by the grant agreement or until final resolution of any audit findings, claims, 8 57 U.S. DEPARTMENT OF Office of ENERGY EFFICIENCY DE-EE0010668.0001 City of Seward ENERGY & RENEWABLE ENERGY Attachment 1,Statement of Project Objectives or litigation related to the grant. The grantee shall establish and maintain a financial management and accounting system that conforms to generally accepted accounting principles. Reports and other deliverables will be provided in accordance with the Federal Assistance Reporting Checklist following the instructions included therein. Additional deliverables, as indicated in the task/subtask descriptions, include the following: 1. Subtask 1.1 — Test well data file(s). Log of test times and well water temperatures, salinity, and water level elevation. 2. Subtask 1.2—Full system model file package containing the EnergyPlus and Modelica models generated during the modeling task. Explains building energy use & leakage in the four City buildings. 3. Subtask 1.3—PDF report of design alternatives and design selection. 4. Subtask 1.4—PDF Design drawings, cost estimates, and design narrative. 5. Subtask 2.4—PDF summary of project stakeholders affected by the project. 6. Subtask 3.1 —PDF Maintenance Plan 7. 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The Seward Heat Loop Project Coalition has already made strides and is committed to ensuring these core values permeate the planning and development stages and helping to equitably distribute project benefits. The DEIP is organized into three primary discussions: 1. Actions the Seward Heat Loop Coalition will take to promote diversity, equity, and inclusion throughout the Seward Heat Loop Project. 2. The project's expected equity impacts and benefits. 3. Milestones used to verify progress and accomplishment of DEI principles. The Coalition understands that pursuing an inclusive project environment and actively seeking to incorporate the perspectives and contributions of a diverse team are critical to achieving equitable results. The Coalition further understands that equity is distinct from equality. Equity accounts for the fact that people face different barriers to success, and that past injustices have inherently created different starting points for individuals and communities. Process This section describes the actions the Seward Heat Loop Project Coalition will take during the project process to foster a welcoming and inclusive environment, support people from groups underrepresented in STEM, advance equity, encourage the inclusion of individuals from these groups in the project, and benefit underserved communities. The Coalition seeks to incorporate DEI principles related to Coalition membership as well as how the Coalition engages the public and other stakeholders. The activities described below are not considered comprehensive, and the Coalition welcomes new ideas to improve diversity, inclusivity, and equity during the project process. Coalition Members The Seward Heat Loop Project Coalition currently has ten members expected to be the most actively involved in project development and/or decision making. Five of these members are women (50%) and two are BIPOC (20%). Coalition membership is not static, and people from groups underrepresented in STEM will be encouraged to meaningfully participate in activities such as data collection and analysis and design alternatives evaluation during the early stages 2 71 DE-EE0010668.0001 City of Seward Attachment 5,City of Seward of the project. Once the GDHC system is constructed and commissioned, there will be additional opportunities to analyze and compare expected vs. actual performance. The Coalition is made of organizations that (1) currently incorporate DEI principals in their course of work and (2) will ensure their project contributions reflect those principles. City of Seward The City of Seward is an equal opportunity employer that conducts recruitment and selection in an affirmative manner to ensure open competition. The City prohibits discrimination based on race, age, disability, political affiliation, religion, sex, color, pregnancy, marital status, veteran status, national origin or any other discriminatory factor prohibited by law. This City of Seward's Purchasing, Contracts, and Professional Services Policy in its Code of Ordinances' requires the City to follow competitive procurement procedures for Major purchases (exceeding $30,000). While this prevents the City from directly soliciting Minority-, Woman- or Veteran-Owned Businesses as vendors and sub-contractors, the City may include selection criteria in its request(s) for proposals that would incentivize Disadvantaged Business Enterprises (DBEs) to submit proposals. Beyond this, the City established the Seward Heat Loop Ad Hoc Committee, which acts in an advisory role guiding project progress. The Ad Hoc Committee currently (and will continue to) hosts regular meetings in the City Library and provides an option to participate virtually. All Committee meetings are subject to the State of Alaska Open Meetings Act,z with adequate public notice provided. The Ad Hoc Committee is comprised of volunteers in the community who are taking an active role in creating broad public awareness of the project and seeking participation from individuals from underserved communities as well as the organizations serving these communities. Two key examples of the Committee's individual engagement so far, each of which have provided letters of support: - Qutekcak Native Tribe 3—the tribal organization of the Native Community of Seward, Alaska. Qutekcak was a prehistoric Alaska Native mixing area used by the various Alutiiq and Sugpiaq groups in South Central Alaska. - He Will Provide, Inc.—A food pantry that has rented space in the City Annex Building since 2013. The Annex is one of the four City buildings that will be served by the GDHC system. The pantry has distributed 21,000 lbs. of food to 293 different households since the beginning of 2022. 'Seward,AK Code of Ordinances;Title 6—Purchasing,Contracts and Professional Services. z Alaska Statute 44.62.310-.312 3 https://gutekcak.org/ 3 72 DE-EE0010668.0001 City of Seward Attachment 5,Community Benefits Plan In addition to specific outreach, the Coalition has begun preparing a project website4. The website will provide project information, advertise opportunities to participate throughout the project, and serve as a central location to store project files and documents produced throughout project development. The coalition has been discussing a social media optimization strategy to help reach community members who do not subscribe to traditional City information outlets. This strategy will be further refined in Budget Period 1 (BP1). The City Library is a well-used community asset that provides programming benefitting traditionally underserved communities. This includes multiple interactive literacy and play space programming for young children through young adults throughout the year, especially after school hours. All Library programs are free. The Committee will create a project display at the Library as an additional venue for the public to learn about the project and how to participate. CCHRC-NREL The National Renewable Energy Lab (NREL) aspires to be a world-class leader in workforce diversity, equity, and inclusion by creating and maintaining a culture of respect, caring, and belonging. The Cold Climate Housing Research Center (CCHRC) in Fairbanks focuses on the built environment, with programs in building science research, sustainable home design, and social and economic research. CCHRC's mission is to engage with local and Indigenous people to incorporate traditional knowledge into technology solutions. The CCHRC-NREL team is one- third female and will subcontract with the University of Alaska Fairbanks (UAF) for groundwater modeling. UAF is a minority-serving institution and an accredited postsecondary American Indian and Alaska Native-Serving Institution. UAF has worked to develop and implement a broad array of Alaska Native and Indigenous programs to support Alaska Native and Indigenous student success and focus on advancing the field of Indigenous studies. As a result, UAF has a growing number of Indigenous scholars and researchers serving among faculty and staff. Like NREL, one of UAF's six strategic goals is to have a culture of respect, diversity, inclusion, and caring. AVTEC The Alaska Vocational Technical Center (AVTEC) develops and delivers customized training aimed at local workforce development. The training courses and lesson plans are developed to meet employer's training needs and are delivered in Seward or remotely where the students/employees are located. 4 www.heatloopseward.weebly.com 4 73 DE-EE0010668.0001 City of Seward Attachment 5,Community Benefits Plan AVTEC serves Alaskans from all over the state, including remotes rural Alaska. Given the short timeline for training, rural Alaskans are out of their home communities for a short duration and then return to their communities with skills needed for sustainable economies and a better prepared workforce. AVTEC's serves a diverse student body, indicated in the table below. AVTEC Ethnicity Demographics FY18-FY22 Number of Students by Ethnicity FY18 FY19 FY20 FY21 FY22 Average over 5 years Alaska Native/American Indian Enrolled 56 48 16 20 29 34 Asian 1 1 3 1 0 1 Black or African American 0 3 0 2 1 1 Hispanic/Latino 10 4 10 3 7 7 Native Hawaiian/Other Pacific Islander 1 0 0 0 0 0 two or more races 16 18 27 13 19 19 Unknown 14 11 11 6 10 10 White 85 82 60 65 63 71 Total #of all Students in Long-Term Programs 183 167 127 110 129 143 Percentage of Students by Ethnicity FY18 FY19 FY20 FY21 FY22 Average over 5 years Alaska Native/American Indian Enrolled 31% 29% 13% 18% 22% 23% Asian 1% 1% 2% 1% 0% 1% Black or African American 0% 2% 0% 2% 1% 1% Hispanic/Latino 5% 2% 8% 3% 5% 5% Native Hawaiian/Other Pacific Islander 1% 0% 0% 0% 0% 0% two or more races 9% 11% 21% 12% 15% 13% Unknown 8% 7% 9% 5% 8% 7% White 46% 49% 47% 59% 49% 50% AVTEC provides housing for students and their families with two dormitories and 17 family apartments. AVTEC also provides a variety of recreation services. The Student Life Campus is staffed 24/7. In addition to student services, AVTEC is subject to the State of Alaska's Equal Employment Opportunity Program. While this does not, in and if itself, result in equitable outcomes, the State has taken steps beyond a minimum of meeting nondiscrimination and equal employment requirements. The State holds a broad concept of diversity and states that "Valuing the diversity of a workforce representative of all Alaskans enriches the quality of our service to the s These communities are not on the contiguous road system and are generally only accessible by air or water. Some remote communities are accessible via snowmachine in the winter. 5 74 DE-EE0010668.0001 City of Seward Attachment 5,Community Benefits Plan people of Alaska.116 AVTEC employees benefit from scheduled and on-request classes to strengthen knowledge of and understanding of relevant policies like workplace diversity. YCE YourCleanEnergy (YCE) is a small engineering consulting firm that specializes in natural refrigerant heat pump systems for large facilities. YCE regularly fosters working relationships with small communities and will take into account how the project could impact members of the community differently, based on historical and current levels of representation in public discourse. YCE will work to ensure community needs voiced by historically underrepresented groups during public engagement efforts help to inform the design of this cutting-edge, renewable energy project. Product Incorporating strategies to promote diversity, equity, and inclusion throughout the project process is expected to yield a more equitable product. One of the Seward Heat Loop Project's primary goals is to equitably distribute project benefits. Two key equity perspectives that the Seward Heat Loop Project Coalition will maintain are ensuring the project (1) mitigates or avoids negative impacts and externalities to underserved communities and (2) distributes project benefits in a way that is proportionate with the level of need faced by these communities. Equity Impacts The Project Coalition is committed to advancing environmental justice in the City of Seward with this project. The Coalition will follow Executive Order 12898, ensuring the project does not place an additional environmental burden on minority or low-income populations. The coalition will use the EPA's EJSCREEN'tool to initially identify relevant environmental and demographic indicators around the project area and assess whether the project would exacerbate negative impacts there. A robust public engagement process will help the Coalition identify any additional negative impacts not readily identifiable from EJSCREEN. The completed GDHC project should not create negative impacts to underserved populations— the opposite is expected. It is possible that project construction would create temporary negative impacts (e.g. noise, traffic, access disruption) until it is complete, but the contractor selected to construct the project will be expected to address these issues. Benefits The Seward Heat Loop Project is expected to provide broad community benefits. The project will reduce greenhouse gas emissions by replacing over 90% of four City buildings' heating demand currently provided by heating oil. 6 https://doa.alaska.gov/dop/eeo/ https://www.epa.gov/eescreen. 6 75 DE-EE0010668.0001 City of Seward Attachment 5,Community Benefits Plan This project is considered just a start to demonstrate the technology on a rural coastal community. A successful demonstration would provide the impetus to identify options to expand the availability of this system to other homes and businesses. It is well documented that the most vulnerable people tend to experience a disproportionate share of the negative effects of climate change, globally, and pollution, locally. Many homes in Seward use wood-burning stoves for home heat in the winter, creating poor air-quality conditions during cold days. Future expansions of the Seward Heat Loop could contribute to reducing local pollution effects in addition to reducing GHG emissions. One relevant near-term design improvement the Coalition is proposing is the use of COz instead of synthetic refrigerants. This would reduce the pollution impact of accidental leakage that would be toxic to people or animals. Another benefit the project would provide is to help stabilize heating costs for the City by reducing reliance on the City's sole heating oil supplier. Heating cost savings and/or certainty for City buildings benefit the public, generally, by reducing the operating costs borne by the public. Regarding project benefits specifically for disadvantaged or traditionally underserved communities: - Stabilizing heating costs to the Annex Building will enable the City to keep the rent affordable long-term for He Will Provide, Inc. to continue providing food security for low-income households in Seward. - Enhancing AVTEC's training programs to include optional commercial and residential COz heat pump training and the corresponding apprenticeships will improve employability for students who graduate the program. For students returning to rural or remote Alaska Native villages, the training removes a significant barrier to these communities installing the commercial or residential systems, since there would be local capacity to maintain them. - If awarded BP2 funding, the Project Coalition will request funding for a budget item to fund AVTEC scholarships for low-income students to go through the enhanced plumbing and heating or refrigeration course that will include the add-on commercial and residential COz heat pump training. Milestones The following project milestones will be used to demonstrate progress in meeting the Coalition's desired diversity, equity, and inclusion outcomes in BP1 and BP2. The BP1 milestones are consistent with the Project Narrative and Statement of Project Objectives 7 76 DE-EE0010668.0001 City of Seward Attachment 5, Community Benefits Plan (SOPO). The BP2 milestones listed here will be incorporated into the updated SOPO if the Seward Heat Loop Project is selected for BP2 funding. BP1 Milestones - Milestone 2.1.18— Complete 12 monthly Seward Heat Loop Ad Hoc Committee meetings in BP1. - Milestone 2.1.29— Identify all community or nonprofit organizations that use the four City buildings and could be affected by the project by month 4 in BP1. - Milestone 2.2.110— Project website launched, with current project information, completed in month 1 of BP1. Verifiable by visiting the project website: https://heatloopseward.weebly.com/ - Milestone 2.2.211— Provide at least 12 monthly project updates via selected social media platforms. BP2 Milestones Tasks and subtasks are only provided for BP1, so the proposed milestones for BP2 are not numbered. - Milestone— provide scholarships for two minority and/or low-income students to enroll in the enhanced training program provided by AVTEC. Summary The Seward Heat Loop Coalition recognizes the need and value of creating an inclusive environment to participate in the project, and that actively seeking diverse contributions will help the Seward Heat Loop Project to provide more equitable community benefits. The organizations and people in the Coalition currently incorporate these values in their work but recognize the importance of identifying project-specific strategies to improve both the process and final product. $Corresponds to Subtask 2.1: Committee Meetings(Project Narrative&SOPO). 9 Corresponds to Subtask 2.1: Committee Meetings(Project Narrative&SOPO). io Corresponds to Subtask 2.2: Project Website&Social Media (Project Narrative&SOPO). 11 Corresponds to Subtask 2.2: Project Website&Social Media (Project Narrative&SOPO). 8 77 NSO ASSISTANCE AGREEMENT 1. Award No. 2. Modification No. 3. Effective Date 4. CFDA No. DE-EE0010668 0001 10/01/2023 81.087 5. Awarded To 3. Sponsoring Office 7. Period of Performance SEWARD, CITY OF Energy Effcy & Renewable Energy Attn: Sully Jusino EE-1 through h PO BOX 167 11/30/2023 U.S. Department of Energy SEWARD AK 996640167 1000 Independence Avenue, S.W. Washington DC 20585 8. Type of Agreement 9. Authority 10. Purchase Request or Funding Document No. ❑ Grant PL 109-58 EPACT, 2005 ❑X Cooperative Agreement ❑ Other 11. Remittance Address 12. Total Amount 13. Funds Obligated SEWARD, CITY OF Govt. Share: $192,150.00 This action: $0.00 Attn: Sully Jusino 410 ADAMS STREET Cost Share $20,760.00 Total $192,150.00 BOX 167 SEWARD AK 996640167 Total $212, 910.00 14. Principal Investigator 15. Program Manager 16. Administrator Jeffrey Bowman Golden Field Office Phone: 260-438-4121 U.S. Department of Energy Golden Field Office 15013 Denver West Parkway Golden CO 80401 17. Submit Payment Requests To 18. Paying Office 19. Submit Reports To Payment - Direct Payment Payment - Direct Payment See Attachment 2, from U.S. Dept of Treasury from U.S. Dept of Treasury Reporting Checklist 20. Accounting and Appropriation Data See Schedule 21. Research Title and/or Description of Project Seward Heat Loop Project For the Recipient For the United States of America 22. Signature of Person Authorized to Sign 25. Signature of Grants/Agreements Officer 23. Name and Title 24. Date Signed 26. Name of Officer 27. Date Signed Christina M. Dunn 09/28/2023 N78 NSO REFERENCE NO.OF DOCUMENT BEING CONTINUED PAGE OF CONTINUATION SHEET DE-EE0010668/0001 2 I 3 NAME OF OFFEROR OR CONTRACTOR SEWARD, CITY OF ITEM NO. SUPPLIES/SERVICES UANTITY UNIT UNIT PRICE AMOUNT (A) (B) (C) (D) (E) (F) UEI: Q8FQEN6N8MV8 The purposes of this modification are to 1) Delete and replace Attachment 1, Statement of Project Objectives; 2) Delete and replace Attachment 2, Reporting Checklist; 3) Delete and replace Attachment 3, Budget Information; 4) Delete and replace Attachment 4, Intellectual Property Provisions; 5) Delete and replace Attachment 5, Community Benefits Plan; 6) Delete and replace the Special Terms and Conditions. The Project Period for this award is 10/01/2023 through 11/30/2024, consisting of the following Budget Periods: Budget Period 1: 10/01/2023 to 11/30/2024 In Block 7 of the Assistance Agreement, the Period of Performance reflects the beginning of the Project Period through the end of the current Budget Period. Additional future DOE funding and additional budget periods are not contemplated under this award. Funding for all awards and future budget periods is contingent upon the availability of funds appropriated by Congress for the purpose o this program and the availability of future-year budget authority. The total amounts reflected in Blocks 12 and 13 of the Assistance Agreement do not include the Federally Funded Research and Development Center (FFRDC) funding amount of $180,000, which was funded directly. The Special Terms and Conditions for this award contain specific funding restrictions. Please review the applicable terms for procedures required to lift the restrictions. Continued . . . N79 NSO REFERENCE NO.OF DOCUMENT BEING CONTINUED PAGE OF CONTINUATION SHEET DE-EE0010668/0001 3 I 3 NAME OF OFFEROR OR CONTRACTOR SEWARD, CITY OF ITEM NO. SUPPLIES/SERVICES UANTITY UNIT UNIT PRICE AMOUNT (A) (B) (C) (D) (E) (F) 11 other terms and conditions remain unchanged. DOE Award Administrator: Steven Cross E-mail: steven.cross@ee.doe.gov Phone: 240-562-1501 DOE Project Officer: Jeffery Bowman E-mail: jeffery.bowman@ee.doe.gov Phone: 260-438-4121 Recipient Business Officer: Kat Sorenson E-mail: ksorenson@cityofseward.net Phone: 907-362-1020 Recipient Principal Investigator: Kat Sorenson E-mail: ksorenson@cityofseward.net Phone: 907-362-1020 Electronic signature or signatures as used in this document means a method of signing an electronic message that— (A) Identifies and authenticates a particular person as the source of the electronic message, (B) Indicates such person's approval of the information contained i the electronic message: and, (C) Submission via FedConnect constitutes electronically signed documents. SAP: YES Extent Competed: COMPETED Davis-Bacon Act: NO PI: Sorenson, Kat NSO JULY 2004 �A • AMP Resolution 2023-117 A Resolution of the City Council of the City of Seward, Adopting Personnel Policy #2023-07: City Drug & Alcohol Policy Documents: • Agenda Statement • Resolution 2023-117 • Drug Policy 82 City Council Agenda Statement y� Meeting Date: October 23, 2023 To: City Council Through: Kat Sorensen, City Manager From: Tammy Nickell, Human Resources Manager Subject: Resolution 2023-117: Adopting Personnel Policy #2023-07: City Drug & Alcohol Policy Background and justification: Seward City Code 3.05.015 A. 2. States the city council shall adopt all personnel policies. The city manager requests the city council to adopt Personnel Policy #2023-07. Personnel Policy #2023-07 provides the parameters concerning drug and alcohol use in the workplace. The policy is applicable to all employees. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with (citation listed): Comprehensive Plan: 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 Fund Balance Information Affected Fund (✓): General SMIC Electric Wastewater Boat Harbor Parking F1 Water Healthcare Motor Pool Other Note:amounts are unaudited Fund Balance/Net position — restricted $ n/a 83 Fund Balance/Net position — unrestricted/unassigned $ n/a Available Unrestricted Cash Balance: $ Finance Director Signature: Naneth Ambrosiani —Acting Attorney Review x Yes Attorney _ Signature: Not Comments: applicable Administration Recommendation x Approve Res. Other: 84 Sponsored by: Sorensen CITY OF SEWARD,ALASKA RESOLUTION 2023-117 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,ADOPTING PERSONNEL POLICY#2023-07: CITY DRUG AND ALCOHOL POLICY WHEREAS, Seward City Code 3.05.015 A.2. states the city council shall adopt all personnel policies; and WHEREAS, the city manager request the city council to adopt Personnel Policy 92023- 07; and WHEREAS, Personnel Policy 92023-07 provide parameters concerning the use of drugs and alcohol in the workplace; and WHEREAS, the policy is applicable to all employees. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The Seward City Council adopts Personnel Policy 92023-07 in its entirety. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska this 23rd day of October 2023. THE CITY OF SEWARD, ALASKA Sue McClure,Mayor AYES: NOES: ABSENT: ABSTAIN: 85 CITY OF SEWARD, ALASKA RESOLUTION 2023-117 ATTEST: Kris Peck City Clerk (City Seal) 86 GENERAL ALCOHOL AND DRUG TESTING 1 POLICY It is the policy of the City of Seward that the unlawful manufacture, distribution, dispensation, use or possession of any alcoholic substance or drugs, including barbiturates, hallucinogens, marijuana, or derivatives,cocaine,opium,heroin,or other mind-altering substance,other than prescribed medication (except as described in Section 4.2), during working hours shall be prohibited. Additionally, employees shall not take such substances during lunch hours, or shall not report to work at any time within eight hours of such use of such substances. Employees shall not transport such substances in vehicles or equipment owned by the City. 2 INDIVIDUALS SUBJECT TO TESTING 2.1 Safety class and Operators. Any person who is a public safety employee, or an employee who operates a city owned vehicle or equipment within City limits may be subject to mandatory or random drug and alcohol tests. Holders of Commercial Drivers Licenses (CDLs) are subject to federal requirements for drug testing whose violation can result in loss of employment. CDL requirements are in addition to the general drug testing provisions of this policy. 2.2 All Employees.All City employees are subject to reasonable suspicion testing outlined below. 2.3 Job Applicants. Candidates for certain jobs may require drug testing, as designated by management, regardless of whether the job applicant is a current City employee. Such designations are subject to change. It is the responsibility of a job applicant to inquire whether drug testing is required for that position. 3 PROCEDURES WHEN TESTING MAY BE REQUIRED In addition to job applicants and random testing for Safety class and operators, as described above, the city may test under the following circumstances. 3.1 Reasonable Suspicion Testing. If a supervisor, department head, or the City Manager has reasonable suspicion that an employee is under the influence of alcohol or a prohibited drug, which suspicion is supported by current and specific information concerning the employee's behavior, appearance, speech or odor, immediately before, during, or immediately after the employee has been on duty in any job, the supervisor shall: (a) immediately stop the employee's work. (b) complete the Supervisor Reasonable Suspicion Checklist. (c) inform the employee of the suspicion of alcohol and/or drug use and of the supervisor's determination that a drug or alcohol test should be administered. (If practical, the supervisor will arrange for the presence of a second supervisor, other witness, or police officer during this notification to the employee). (d) contact the Human Resource Manager to arrange for the employee to be tested; and 87 (e) have the employee transported directly to and from the testing facility and driven home or, if the test is known to be negative or at management's discretion other duties can be assigned under the circumstances, returned to the work site after the test. If the test results are not immediately known, the employee will be placed on paid administrative leave until the test results are available. Supervisors shall complete and file with Human Resources Manager a Reasonable Suspicion Checklist within 24 hours after the supervisor's initial determination that an employee appears to be under the influence of alcohol or drugs, or before the results of the test are released, whichever is earlier. To ensure the safety of others, any employee who knows or suspects that another employee is under the influence of drugs or alcohol shall report this suspicion to the observing employee's supervisor immediately. 3.2 Employees Involved in an Accident While Operating a Motor Vehicle on City Business. (a) As soon as practicable following an occurrence involving a City-owned vehicle being driven by a City employee, the driver shall be tested for alcohol if: (i)the accident involves the loss of human life; or (ii)the employee driver (A)receives a citation for a moving violation within 8 hours of the accident; and (B)the accident involved (1)bodily injury to any person requiring medical treatment away from the scene of the accident, or(2)damage to one or more motor vehicles or property. (b) As soon as practicable following an occurrence involving a City-owned vehicle being driven by a City employee, the driver shall be tested for prohibited drugs if: (i)the accident involves the loss of human life; or (ii)the employee driver (A)receives a citation for a moving violation within 8 hours of the accident; and (B)the accident involved (1)bodily injury to any person requiring medical treatment away from the scene of the accident, or(2)damage to one or more motor vehicles or property. 3.3 Confirmation Testing. All positive drug and alcohol tests shall be verified via approved confirmation test methods, as required. 4 SUBSTANCES WHICH TESTING MAY BE REQUIRED 4.1 Prohibited Drugs. The manufacture, distribution, dispensation, use or possession of any drugs, including barbiturates, hallucinogens, "spice" or synthetic cannabinoids, cocaine, opium, heroin, or other mind altering substance, other than prescribed medication (except 88 as described in Section 4.2), during working hours shall be prohibited. Employees shall not arrive for work under any degree of impairment from such prohibited substances. 4.2. Prescribed Drugs. Safety-sensitive employees covered under 2.1 above may have additional limitations on prescription drug use. However, all employees may use prescription drugs during the workday only as lawfully prescribed, within the safety labels of the drug, and only within the directions given by their state licensed medical doctor. Prescribed drug use shall not adversely affect an employee's performance, impair the safety of the employee's work, or create a perception of impairment among coworkers. Employees are responsible for understanding the effect of prescription drug use on their work and talking to their supervisor or manager or taking time off to prevent being under the influence, or the appearance of being under the influence, during the workday, and may be subject to discipline for failing to do so. Employees who appear impaired will be subject to the same provisions across this policy,regardless of whether the impairment was due to prescription drug use or illicit drug use. Third-party drug testers may return a"negative"result for tests showing drug use within the bounds of a valid prescription.Regardless of this or of whether a third-party drug test has been completed, however, the employer may take steps to prevent impairment, including but not limited to requiring the prescribing doctor to certify that the drug use will not impair or make unsafe performance of job duties, or requiring a confidential accounting of prescription drugs being taken to the Human Resources Manager or designee. 4.3 Alcohol and Marijuana Products. The use or possession of any alcoholic substance, marijuana, or THC-containing products during working hours shall be prohibited. Employees shall not arrive for work under any degree of impairment from alcohol, marijuana, or THC-containing products. 5 TESTING METHODS AND COLLECTION PROCEDURES 5.1 Drug Testing. Drug tests will be conducted via urinalysis. Samples will be collected, and testing administered by a third-parry lab according to industry best practices and the standards of AS 23.10.645. Tests shall be performed under reasonable and sanitary conditions with the maximum amount of privacy given to the employee. Cutoff levels to determine a positive test result are defined by the US Department of Health and Human Services. 5.2 Alcohol Testing. Alcohol tests will be conducted via breath or blood test. Samples will be collected, and testing administered by either a third-parry lab or the City police department. The Tests shall be performed under reasonable and sanitary conditions with the maximum amount of privacy given to the employee. Cutoff levels to determine a positive test result is 0.02 percent blood alcohol by breath or blood test. 5.3 Confirmation Testing. All positive drug and alcohol tests shall be verified via approved confirmation test methods. Drug testing confirmation shall be by gas chromatography mass spectrometry. Alcohol testing will use a different analytical process than was used in the initial screening. For drug testing other than alcohol, a licensed 89 physician or doctor of osteopathy will review the results of any positive drug confirmation test with the employee within 48 hours of the positive result and include in the review: 1. An opportunity to discuss the results; 2. Interpret and evaluate the positive results for legal use; 3. The impact of prescription medication on the results and report; and 4. Any other matter required by law. The City shall not rely on a positive drug test unless the results of the confirmatory drug test have been reviewed by a licensed physician or doctor of osteopathy. 5.4 Time of Testing. The City shall normally schedule non-suspicion-based drug tests during or immediately before or after a regular work period. Testing time shall be considered work time with the City paying the entire actual costs for the drug tests as well as reasonable transportation costs if the test is conducted at a location other than the employee's normal worksite. For pre-employment screenings,the candidate shall be responsible for their own transportation to and from the screening location. 5.5 Post-Accident Testing Procedure. 1. Nothing in this section shall be construed to require the delay of necessary medical attention for injured people following an accident or to prohibit a driver from leaving the scene of an accident for the period necessary to obtain assistance in responding to the accident, or to obtain necessary emergency medical care. 2. An employee involved in an accident shall not consume alcohol, drugs and/or marijuana for eight (8) hours after the accident or until the employee has taken a drug and alcohol test, whichever occurs first. 3. An employee must remain readily available for testing and may not take any action to interfere with the testing or results of testing 4. An employee will immediately be relieved of the employee's duties and will be placed on paid administrative leave, pending the results of the required testing or released to work by a certified medical professional. 5. The results of a test for the use of prohibited drugs or alcohol, conducted by federal, state or local officials having independent authority for the test, shall be considered to meet the requirements of this section provided such tests conform to the applicable Federal, State or local alcohol testing requirements and that the results of the tests are obtained by the City 6 REFUSAL TO PARTICIPATE IN TESTING 6.1 Refusal to be Tested. The City will treat a refusal to be tested, whether the testing is random, for pre-employment screening or for reasonable suspicion, as a positive test. Each of the following constitutes refusal to submit to testing: (a) Failure to provide adequate breath for testing without a valid medical excuse from a state-licensed medical doctor. (b) Failure to provide adequate urine for testing within a reasonable time without a valid medical explanation from a state-licensed medical doctor. 90 (c) Failure to report on time, or to sign or initial testing documents, as required. (d) Refusal to be tested. (e) Leaving the scene of an accident without a valid reason before tests are conducted; or (f) Failing to follow the directions or to cooperate with the tester, such that the tester deems the result positive or does not obtain a sample. 6.2 Consequences of Refusal to be Tested. An employee who refuses to make themselves available for, or to submit to, or to cooperate and follow the directions given for a drug or alcohol test mandated or authorized by these policies shall be subject to disciplinary actions, up to and including dismissal. 7 DISCIPLINARY ACTION RELATED TO DRUG AND ALCOHOL TESTING 7.1 Temporary Adverse Action. An employee who tests positive, refuses to be tested, or performs an act prohibited under this chapter will be removed from duty immediately. The employee will be placed on administrative leave with pay pending determination of the appropriate discipline. 7.2 Permanent Adverse Action. An employee may be subject to any disciplinary action the City sees fit, including but not limited to, written reprimand, an unsatisfactory or negative performance evaluation, suspension without pay,demotion,or dismissal. Non-disciplinary remedial or corrective actions such as reassignment, transfer or change in job duties may be taken as well. 7.3 Discipline Not Limited by Policy. This policy describes the ideal actions that the City should strive to take when an employee is to be tested for drugs or alcohol. It is important for employees to understand that the failure of the City, its managers, employees, or testers,to follow this policy does not preclude discipline for misconduct, nor does a negative test result preclude discipline. For instance, an employee who is fails to remain alert, fails to report for duty, or acts erratically on the job may be subject to discipline for misconduct, even if a subsequent drug test is negative for prohibited substances, or is positive only for valid prescription drugs. Likewise, if the City fails to arrange drug testing, the City may make a disciplinary determination based on the evidence available to management of misconduct. 7.4 City's Option for Rehabilitation and Retention. The City may choose to work with an approved Substance Abuse Program to rehabilitate an employee who has tested positive or otherwise committed one or more acts prohibited by this policy, but the City is under no obligation to retain the employee, even if the rehabilitation is successful. Determination whether to retain the employee will depend on the employee's history of conduct and performance and cooperativeness during the investigation. An employee who participates in a rehabilitation plan approved by the City Manager may take leave in accordance with City policy for the purpose of undergoing the approved dependency treatment program. 91 Other than any covered City Employee Assistance Program, no rehabilitation program or treatment services will be paid for by the City for the purposes outlined in this section. 8 EMPLOYEE RIGHTS 8.1 Right to Records. Records pertaining to an employee's drug and alcohol testing will be made available to the employee upon written request by the employee. If the written request is made within six months after the date of the test, the City will provide written test results within five working days after the request is made. 8.2 Right of Explanation of Positive Test Result.The employee has the right,within 10 working days of notification of a positive test result, to request an explanation of the test and the opportunity to explain their test result to the employer in a confidential setting. Such a request must be made by the employee in writing. The City will provide such an opportunity, in a confidential setting, within 72 hours of receipt of the written request, or before taking any adverse employment action after the written request. Within 48 hours of a confirmatory drug test, an employee has the right to consult with a licensed physician or doctor of osteopathy pursuant to the Confirmation Testing procedures of Section 5.3 of this handbook. 9 CONFIDENTIALITY OF TEST RESULTS 9.1 Security of Records All records pertaining to employee and applicant drug and alcohol testing shall be maintained in a secure location, and access shall be controlled in the same manner as other confidential personnel records. 9.2 Release of Records. Test results will be shared with the employee (or a person they authorize/designate in writing). 9.3 Disclosure by the City. The City may disclose information pertaining to an employee that it is required to maintain under this policy to the decision-makers in a lawsuit, grievance, or proceeding initiated by or on behalf of the employee. This includes individuals designated by the City to receive results or hear explanation of the employee concerning results, courts, and government agencies. 10 Other Provisions As a condition of employment, all employees must notify their department head of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such a conviction. The City will take appropriate personnel action against employees so convicted within thirty days after receiving notification and/or require participation in an approved rehabilitation program. 92 • AMP Resolution 2023-118 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA,AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH PREMIER CONSTRUCTION, LLC. TO RESURFACE ALICE, MARATHON, AND HARBORSIDE CAMPGROUNDS IN THE AMOUNT OF$44,340.13 Documents: • Agenda Statement • Resolution 2023-118 • Attachments: o Scope of Work o Parks Resurfacing Proposal o Campground Map 93 City Council Agenda Statement . Meeting Date: October 23, 2023 To: City Council Through: Kat Sorensen, City Manager From: Melanie Hauze, Parks&Recreation Director Subject: Resolution 2023-119:Authorizing The City Manager To Enter Into An Agreement With Premier Construction, LLC To Resurface Alice, Marathon, and Harborside Campgrounds In The Amount Of$44,340.13 Background and justification: The Parks and Recreation Department needs to resurface the campgrounds.The campgrounds have gotten to the point that grading does not fix the problem anymore.There isn't enough material left in the campgrounds to fill the potholes,all that is left is the fines.Most of the entrances to the campgrounds have potholes so deep you could bottom out if not avoided. On September 12 an email was sent out to several Seward area contractors with a scope of work to be completed and only one contractor responded. Premier Construction, LLC sent the city a quote. After receiving the quote,a decision was made to resurface the Alice,Marathon,and Harborside Campgrounds this fall in the amount of$44,340.13. In the spring of 2024, an RFP will be sent out to complete the resurfacing of Resurrection, Iditarod, and Williams Campgrounds. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with(citation listed): Comprehensive Plan: 3.6.1.1 Improve existing and develop additional recreation infrastructure. Maintain City Campgrounds Strategic Plan: Other: Certification of Funds Total amount of funds listed in this legislation: $ 44,340.13 This legislation(✓): Creates revenue in the amount of: $ ✓ Creates expenditure in amount of: $ 44,340.13 Creates a savings in the amount of: $ Has no fiscal impact Funds are (✓): Budgeted Line item(s): X Not budgeted Not applicable 94 Fund Balance Information Affected Fund(✓):01000-1411-7216 ✓ General SMIC Electric Wastewater Boat Harbor Parking HWater Healthcare Motor Pool Other Note: amounts are unaudited Available Fund Balance $ Finance Director Signature: N aneth A mbrosiani-ACTING Attorney Review FYes Attorney Signature: v] Not applicable Comments: Administration Recommendation e✓ Adopt Resolution Other: 95 Sponsored by: Sorensen CITY OF SEWARD,ALASKA RESOLUTION 2023-118 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH PREMIER CONSTRUCTION, LLC. TO RESURFACE ALICE, MARATHON, AND HARBORSIDE CAMPGROUNDS IN THE AMOUNT OF$44,340.13 WHEREAS, the campgrounds need to be resurfaced. They have gotten to the point that grading does not fix the problem anymore. There isn't enough material left in the campgrounds to fill the potholes, all that is left is the fines; and WHEREAS, an email was sent out on September 12, 2023, to several Seward area contractors with a scope of work to be completed; and WHEREAS,Premier Construction was the only contractor to respond with a quote; and WHEREAS, after receiving the quote a decision was made to only resurface Alice, Marathon, and Harborside Campgrounds; and WHEREAS, in the spring of 2024 an RFP will be put out to complete the resurfacing of Resurrection, Iditarod, and Williams Campgrounds. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA,that: Section 1. The City Council hereby authorizes the City Manager to hire Premier Construction to complete the resurfacing of Alice, Marathon, and Harborside campgrounds. Section 2. Funding in the amount of $44,340.13 is hereby appropriated from account 01000-1411-7216 Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward,Alaska this 23rd day of October 2023. THE CITY OF SEWARD,ALASKA Sue McClure,Mayor 96 CITY OF SEWARD,ALASKA RESOLUTION 2023-118 AYES: NOES: ABSENT: ABSTAIN: ATTEST: Kris Peck City Clerk (City Seal) 97 • Main Office:(907)224-4050 CITY OF SEWARD j • Police: (907)224-3338 • Harbor: (907)224-3138 P.O. BOX 167 ✓ • Fire: 9907)224-3446 SEWARD, ALASKA 99664-0167 __ City Clerk: (907)224-4045 • Engineering: (907)224-4049 • Utilities:(907)224-4050 • Fax: (907)224-4038 The Parks and Recreation Department is seeking proposals from qualified companies to resurface most of our municipal campgrounds. They have gotten to the point that grading does not fix the problem anymore.There isn't enough material in the campgrounds to be able to fill the potholes and what is left is just dirt, so days after we grade them/fix them they come right back and continue to grow bigger. Almost every campsite in Resurrection is uneven and requires campers to level out their RVs anywhere from 1 inch to 8 inches. Most of the entrances to each campground have potholes so deep you could easily bottom out a truck or camper if not avoided correctly. Scope of Project:We are looking to resurface areas with 3" of material then compacting. Minimum 2 passes with compactor to ensure that once it is packed down it will hold up. And pre-grading any severely potholed areas. We also need to make sure we use good material as well so we can be confident this will last us as long as it can. Listed below are the campgrounds included in order of priority(attached is a map of locations) Alice Harbor Side Marathon Resurrection Campground Resurrection North Resurrection South Please call 907 224-4068 to set up an appointment with Park and Recreation staff to view the location and the extent of work. Email responses to mhauze@cityofseward.net Melanie Hauze City of Seward Director of Parks and Recreation 907 224-4053 cityofsewa rd.us 98 City of Seward Parks and Recreation - Campground Roadways Maintenance - Proposal - �) TE Premier Design and Build Owner Info: Contractor Info: City of Seward - Parks&Recreation Premier Construction LLC PO Box 167/238 Fifth Ave PO Box 2572 Seward, AK 99664 Seward, AK 99664 nn-7 »n nnCc nn� cl� n2c6 7V/'/-/-,+ 'iVJJ :IV/'Vl/"4LV Description of Work: Contractor will provide all Management; Supervision,Transportation; Labor, Materials, Equipment and Supplies necessary to deliver, grade, and roller compact crushed aggregate on campground roadways and camping spots as described during the site visit conducted with Tyler Mallory September 12th. We will deliver approximately 5,500 yards divided appropriately throughout each campground over the course of the next six months. After all materials have been delivered and the spring weather allows we will spread, grade, and compact the aggregate to achieve 3" new material throughout. This work will be completed prior to March 29th 2024. Campground Aggregate Size 1"Minus 2"Minus Resurrection N/S $ 83,680.36 $ 65,860.36 Iditarod $ 9,388.64 $ 7,606.64 Marathon $ 27,893.45 $ 21,953.45 Alice $ 14,675.73 $ 11,705.73 Harborside $ 13,353.95 $ 10,680.95 Williams(Roadways Only) I $ 8,066.86 i $ 6,581.86 i $157,058.99 $124,388.99 Proposed by: Date: Zrf ZJZ3 Thomas oe cher-Managing Member-Premier Construction Accepted by: Date: 10/10/2023 City of Seward 99 � E PL a, -C3 rin CLI EL L.1 41 E3 13 C3 Cm. • AMP Resolution 2023-115 A Resolution of the City Council of the City of Seward, Alaska, Determining it is in the Public's Interest, and Necessary, to Proceed with the Formation of an Assessment District for Lots 15- 18, Block 8 of the Gateway Subdivision 2022 Lindquist Addition. Documents: • Agenda Statement • Resolution 2023-115 • Attachments: o Subdivision Agreement o Assessment Roll o Resolution 2022-019 o Plat Graphics 101 City Council Agenda Statement . Meeting Date: October 23, 2023 To: City Council Through: Kat Sorensen, City Manager From: Jason Bickling, Community Development Director Subject: Resolution 2023-115: Determining it is in the Public's Interest, and Necessary, to Proceed with the Formation of an Assessment District for Lots 15-18,Block 8 of the Gateway Subdivision 2022 Lindquist Addition. Background and justification: The Seward City Code States (paying special attention to 16.01.015 A, 16.05.015 A., A.3., and B) 16.01.015. Conditions to plat approval. A. No preliminary or final plat for the subdivision or resubdivision of land located within the city limits shall be approved by the city unless all of the required improvements set forth in section 16.05.010 are provided for by the subdivider, owner, proprietor or developer in the manner described in section 16.05.015. 16.05.015. Compliance procedure. A. The subdivider, owner, proprietor or developer is deemed to have satisfied the requirements of this title when he has entered into the subdivision agreement with the city.The subdivision agreement shall be written to cover one or a combination of the following alternatives available to the subdivider: 1. The subdivider may elect to complete all required public improvements prior to approval and recording of the final plat or prior to sale or issuance of a building permit, as the case may be. If this is done,the subdivision agreement, delineating the construction and inspection requirements for each improvement, shall be entered into prior to commencement of construction. 2. The subdivider may elect to complete required improvements after approval and recording of the final plat,the conveyance or the issuance of the building permit. In this event,the subdivision agreement shall delineate: a. The construction and inspection requirements of the appropriate governmental agency or city department concerning the required improvements; b. The time schedule for completion of required improvements; C. A method of insuring that such improvements shall be completed to the specifications required and in the time schedule agreed upon. 3. The subdivider may elect to form a special assessment district prior to any sales, obligating all property owners in the subdivision to assume the costs of all required public improvements not previously installed. B. The improvements required under the terms of the subdivision agreement shall be fully completed within three years of the date of execution of the agreement, except if a special assessment district has been formed, in which case improvements will be installed when a sufficient demand is made of the city. 102 Tom Lindquist is subdividing his parcel at 2109 Unimak Circle. It is currently one large parcel, and it is being subdivided into 5 smaller parcels for residential development. His preliminary replat was approved by the Planning and Zoning Commission on October 11,2022 (Resolution 2022-019). He has signed his Subdivision Agreement,which states a requirement that an assessment district be formed before the lots are allowed to be sold which will enable improvements to be installed when sufficient demand is made from the City by the future owners. This assessment district only applies to lots 15-18 as lot 14 has full utility access. The remaining parcels already have electric installed and partial water. When sufficient demand is made, sewer and partial water will be required before structures would be permitted. The owners of the properties would be responsible for the total cost of the remaining utility installation. The estimated cost of the improvement at this time would be about$160,000 total or$40,000 per lot. Comprehensive and Strategic Plan Consistency Information This legislation is consistent with(citation listed): Comprehensive Plan: 3.2.1, 3.3.1 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 Fund Balance Information Affected Fund(✓): General SMIC Electric Wastewater Boat Harbor Parking F1 Water Healthcare Motor Pool Other Note: amounts are unaudited Available Fund Balance $ Finance Director Signature: 103 Attorney Review eX Yes Attorney Signature: Kody George Not applicable Comments: Administration Recommendation eX Adopt AM Other: 104 Sponsored by: Sorensen CITY OF SEWARD,ALASKA RESOLUTION 2023-115 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, DETERMINING IT IS IN PUBLICS INTEREST, AND NECESSARY, TO PROCEED WITH THE FORMATION OF AN ASSESSMENT DISTRICT FOR LOTS 15-18, BLOCK 8 OF THE GATEWAY SUBDIVISION 2022 LINDQUIST ADDITTION. WHEREAS, Thomas Linquist's is subdividing his parcel at 2109 Unimak Circle; and WHEREAS, On October 11, 2022, the Seward Planning and Zoning Commission approved his preliminary replat; and WHEREAS, Seward City Code requires that a subdivider is required to sign a Subdivision Agreement with the City and set up an Assessment District if they are not going to provide the utility improvements before the sale of the subdivided properties; and WHEREAS, Mr. Lindquist has signed his subdivision agreement with the City; and WHEREAS, this is the next step that is required and will guarantee that the future property owners will be aware of the needed improvements and have predetermined pathway to have them installed. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The special improvement district, referred hereto as the Lindquist Assessment District, will include the following area: Lots 15, 16, 17, and 18, Block 8, of the Gateway Subdivision, 2022 Lindquist Addition. Section 2. After full review by the City Council of all the facts and opinions presented, it is hereby determined that the proposed Assessment District is in the public's interest, and necessary, and will benefit the properties to be assessed when a sufficient demand is made of the city. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of October 2023. 105 CITY OF SEWARD, ALASKA RESOLUTION 2023-115 THE CITY OF SEWARD,ALASKA Sue McClure, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Kris Peck City Clerk (City Seal) 106 \ ) } ) 4 _ \ \ \ \ \ 2 { « « § . . . 7 § \ \ \ \ } ffffj c o c o a c c c c = } Q Q Q Q ® \ \ \ \ ) y y y y 5 5 5 5 § � JJJJ \ c c c c \ \ ) jjjj } k t c S S S S o % k GGGG 2 ) / / / / § \ \ \ \ } \ \ \ \ 2 2 2 2 c c c c c c c c < < < < y y y y c c c c & & & & \ m m m m ) 2 2 2 2 m m m m & } \ / / / / e E Sponsored by: Applicant Public Hearing: October 11, 2022 CITY OF SEWARD,ALASKA PLANNING AND ZONING COMMISSION RESOLUTION 2022-019 A RESOLUTION OF THE PLANNING AND ZONING COMMISSION OF THE CITY OF SEWARD, ALASKA RECOMMENDING KENAI PENINSULA BOROUGH APPROVAL OF THE PRELIMINARY REPLAT OF GATEWAY SUBDIVISION, AMENDED TRACT B; LOCATED AT 2109 UNIMAK CIRCLE; CREATING GATEWAY SUBDIVISION 2022 LINDQUIST ADDITION, LOTS 14-18, BLOCK 8. WHEREAS, Thomas and Heather Lindquist have submitted a preliminary replat to the City of Seward for review and recommendation to the Kenai Peninsula Borough; and WHEREAS, this replat creates 5 new parcels, Lots 14-18, Block 8 by subdividing Gateway Subdivision,Amended Tract B,also known as 2109 Unimak Circle, Seward,Alaska;and WHEREAS,the parcels are zoned Single-Family Residential (RI); and WHEREAS, the parcels are each approximately 20,000 square feet, which meets the required minimum buildable lot size of 6,000 square feet; and WHEREAS,the parcel frontages meet the required minimum of 30% and WHEREAS, each of the subdivided parcels currently have access to a platted 60-foot public right of way; and WHEREAS, each of the subdivided parcels currently have access to electric and water; and WHEREAS,the subdivided parcels do not have direct access to sewer; and WHEREAS, the developer will work with City administration according to Seward City Code §16.05.015(a) to complete the required public improvements, as outlined in §16.05.010, prior to any sales of the lots; and WHEREAS, all conditions required by Seward City Code §16.01.015, Conditions to plat approval, were met; the property owners within 300 feet of the requested replat were notified of the proposed subdivision, and the property was posted with public notice signage; and WHEREAS, it is the Planning and Zoning Commission's responsibility to act in an advisory capacity to the Kenai Peninsula Borough regarding subdivision plat proposals. 108 Seward Planning and Zoning Commission Resolution No. 2022-019 Page 2 of 2 NOW, THEREFORE, BE IT RESOLVED by the Seward Planning and Zoning Commission that: Section 1. The developer will work with City administration according to Seward City Code §16.05.015(a) to complete the required public improvements, as outlined in §16.05.010, before any sales of the lots. Section 2. The Commission hereby recommends that, in accordance with Seward City Code Section 16.01.015 (B), the Kenai Peninsula Borough approve the submittal of the Replat of Gateway Subdivision, Amended Tract B; Located at 2109 Unimak Circle; Creating Gateway Subdivision 2022 Lindquist Addition, Lots 14-18, Block 8. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the Seward Planning and Zoning Commission this 110, day of October, 2022. THE CITY OF SEWARD, ALASKA Clare Sulliv , Chair AYES: Ulman, Hornseth, Charbonneau, Verhey, Staggs, Sullivan NOES: None ABSENT: Monaco ABSTAIN: None VACANT: None ATTEST: renda Ballou, MC City ;;�%�` OF'Si'Nr,, • (C$}jjS, as �.... -1) OFALPS�`���� 109 �'ur 4 a ^` fx'�}y��, �`" �+,� i=. r.� .rka;y4 .i• M. - �. Y r �` c4Ar�nr!', C �•73' yyF'jyC" - '1 Z. e t�°fir � r"� �Y *,,r•.+�r¢,� � 5f + �, '�7 � d�r�hr,TM � `, d F• l f�� �' � �.ti r N vl ` s w 3 � �.�.�' �� 1 r7 'fi �' #♦ �" :+ .fir �`p k '� 't' 4f TC TIJI . r ... Preliminary Replat of Gateway Subdivision, 2109 Unimak Circle Amended Tract B; Creating Gateway Subdivision -. rawnBy: Selena Soto 2022 Lindquist Addition, Lots 14-18, Block 8 = 0 60 120 240 Feet Due to different data sources property lines and aerial imagery do not overlay correctly. Map is to be used for Mapping Assistance by Alaska Map Company,LLC orientation and reference purposes only. 10 110 z R U n I "� H � - i °1 Y U i•�� LL Ot=Y�� E N$oui v`�i �''�og Ig < � i ✓� ] � y_opieQ��p S o � Zao U• Do Soo � � - W Nth Z 0rr5 I° A R 1 HN�" iYo O t v s O O)L° UJ UZI ��$ C�S S Q fi rc � e•e � € a L) o d z - Z 6 LU d Qe`seo E° • t.. `Ef9o°ud \\ UE- __.__ oes° °• �d r .t p`o og a K W E @pppc 0. J•C Q..0 o (L n Q�E c 0 8 y Q W'a j� a x 5 ¢a o >i C o a s E m 111 Agenda Statement Meeting Date: October 23, 2023 From: Kris Peck, City Clerk Agenda Item: Nominate,elect&and swear-in a council member as Vice Mayor BACKGROUND &JUSTIFICATION Per Seward Charter 3.3, Seward City Code 2.10.020 and City Council Rules of Procedures,the City Council must meet and organize no later than 30 days after each regular city election. At this organizational meeting, the Council elects one of its members to act as Vice Mayor in the absence of the Mayor. (CCROP Rule 4) The Vice Mayor chairs the meetings in the absence of the Mayor and fills in for the Mayor at ceremonial functions when the Mayor is unavailable. In the absence of the Mayor,the Vice Mayor shall possess all the powers of the mayor and all duties required of them by law or the City Council. VOTING&APPOINTING PROCEDURE 1. The Mayor/Presiding Officer opens the floor for nominations. 2. The Mayor/Presiding Officer or any council member may then nominate one or more council members for the position. 3. If only one nomination is received, a motion is made to close the nominations and cast a unanimous ballot for the chosen person. That motion will need a second and can be approved by unanimous consent(no roll call is necessary). 4. If more than one nomination is received,paper ballots are prepared for each council member to sign and vote for a nominee, or council can conduct a voice vote.It takes four affirmative votes to be appointed. RECOMMENDATION Nominate and appoint a Vice Mayor. The city clerk will then swear in the new Vice Mayor. 112 Agenda Statement Meeting Date: October 23, 2023 From: Kris Peck, City Clerk Agenda Item: Appoint a Liaison to the Seward Community Health Center BACKGROUND &JUSTIFICATION Per Resolution 2014-018,Approving A Co-Applicant Agreement Between The Seward Community Health Center(SCHC)And The City Of Seward, the City Council must select one of its members to serve as the liaison to the Coordinating Committee. For purposes of implementing, amending, or renewing this Agreement, the Parties agree to participate in a Coordinating Committee comprised of one member each of the Governing Board,the City Council, the Health Center Executive Director, and the City Manager, or their respective designees. (Agreement Section 5.1) Meetings may be called by any one member of the Coordinating Committee and may be held telephonically or electronically. (Agreement Section 5.2) RECOMMENDED PROCEDURE 1. The Mayor/Presiding Officer opens the floor for nominations. 2. The Mayor/Presiding Officer or any council member may then nominate one or more council members for the position. 3. If only one nomination is received, a motion is made to close the nominations and cast a unanimous ballot for the chosen person. That motion will need a second and can be approved by unanimous consent(no roll call is necessary). 4. If more than one nomination is received,paper ballots have been prepared for each council member to sign and vote for a nominee, or council can conduct a voice vote. It takes four affirmative votes to be appointed. Council Member Osenga has been the liaison for the past year; the next term for the liaison will be November 1, 2023 through October 31, 2024. RECOMMENDATION Nominate and appoint a Coordinating Committee Liaison to the Seward Community Health Center. 113 Agenda Statement Meeting Date: October 23, 2023 From: Kris Peck, City Clerk Agenda Item: Liaison to the Planning& Zoning Commission (P&Z) CITY COUNCIL RULES OF PROCEDURE RULE 29 (c) Council Liaisons. In order to build additional Council expertise in various areas of city operations, the Presiding Officer may appoint one Council Member to serve as a liaison to the Planning and Zoning Commission. These appointments shall be made at the Council's organizational meeting in October. If appointed, the council representative to the Kenai Peninsula Borough Economic Development District shall serve as liaison to the Port and Commerce Advisory Board.If council liaisons were not appointed, a member of each Board and Commission will arrange to give periodic reports to the City Council during Council's regular scheduled meetings VOTING&APPOINTING PROCEDURE I. The Mayor/Presiding Officer opens the floor for nominations. 2. The Mayor/Presiding Officer or any council member may then nominate one or more council members for the position. 3. If only one nomination is received, a motion is made to close the nominations and cast a unanimous ballot for the chosen person. That motion will need a second and can be approved by unanimous consent(no roll call is necessary). 4. If more than one nomination is received,paper ballots are prepared for each council member to sign and vote for a nominee, or council can conduct a voice vote.It takes four affirmative votes to be appointed. Note-No appointments were made in October 2022 as council liaisons to the Port& Commerce Advisory Board or the Planning& Zoning Commission. RECOMMENDATION n/a 114 October 2023 October 2023 November 2023 SuMo TuWe Th Fr Sa SuMo 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 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Oct 1 2 3 4 5 6 7 7:00pm P&Z 12:00pm PACAB 11:00am Canvass 8 9 10 11 12 13 14 7:00pm CC Mtg (Council 15 16 17 18 19 20 21 2:00pm Heat Holiday-Alaska 12:00pm HPC Loop Ad Hoc Day Special Mtg Mtg(Seward 12:00pm PACAB (Consider Gateway Hote WS-Reschedul Darling Trust 6:00pm P&Z ed as CLG) Work Session (Rescheduled (Council to 10/25/23) 22 23 24 25 26 27 28 5:30pm CC Work 12:00pm PACAB Session WS (Parking (Rescheduled from 7:00pm CC Mtg 10/18/23) 29 30 31 Nov 1 2 3 4 Council Calendar 1 10/17/2023 3:51 PM 115 November 2023 November 2023 December 2023 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 1 2 5 6 7 8 91011 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 2223 26 27 28 29 30 24 25 26 27 28 29 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Oct 29 30 31 Nov 1 2 3 4 12:00pm PACAB Mtq 5 6 7 8 [Regular 10 11 7:OOpm P&Z pm HPC Holiday- Holiday Veteran's Day pm HPC Observed eeting ouncil 12 13 14 15 16 17 18 7:00pm CC Mtg 2:00pm Heat 12:00pm PACAB (Council Loop Ad Hoc WS Mtg(Seward Gateway Hotel (1115 4th Ave, Seward,AK 99664)) 19 20 21 22 23 24 25 6:00pm P&Z Holiday- nj [jHol*day-C*ty Work Session (Council 26 27 28 29 30 Dec 2 5:30pm CC Work Session (Youth360 7:00pm CC Mtg Council Calendar 2 10/17/2023 3:51 PM 116 December 2023 SuMDecember2023 oTuWeTh4 o TuWe Th Fr Sa SuMuWe Th Fr Sa 1 2 1 2 3 4 5 6 3 4 5 6 7 8 9 7 8 9 10 11 12 13 1011 12 13 14 15 16 14 15 16 17 18 19 20 17 18 19 20 21 22 23 21 22 23 24 25 26 27 24 25 26 27 28 29 30 28 29 30 31 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Nov 26 27 28 29 30 Dec 1 2 3 4 (7:001pm 6 7 8 9 P&Z 12:OOpm PACAB 10 11 12 13 14 15 16 7:OOpm CC Mtg 2:OOpm Heat (Council Loop Ad Hoc Mtg(Seward Gateway Hotel (1115 4th Ave, Seward,AK 99664)) 17 18 19 20 21 22 23 6:OOpm P&Z 12:OOpm PACAB Work Session WS (Council CbambeLs- 24 25 26 27 28 29 30 Holiday- Holiday- 7:OOpm CC Mtg Christmas E— Christmas (Chambers) 31 Jan 1, 24 2 3 4 5 6 Council Calendar 3 10/17/2023 3:51 PM 117