HomeMy WebLinkAbout10272008 City Council PacketSeward City Council
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Agenda Packet
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October 27, 2008
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City Council Chambers Beginning at 7:00 p.m.
1963 1965 2005 The City f Seward, Alaska
~~ CITY COUN IL MEETING AGENDA
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{Please silence all cellul phones and pagers during the meeting}
No e NEW time!
October 27, 2008 ~ 7:00 p.m. Council Chambers
1. CALL T ORDER
Clark Corbridge 2. PLEDG OF ALLEGIANCE
Mayor 3. ROLL C LL
Term Expires 2009 ',
A. Swear'( in newly elected officials
Willard E. Dunham
Vice Mayor 4. CITIZEN' COMMENTS ON ANY SUBJECT EXCEPT
Term Expires 2010 THOSE (ITEMS SCHEDULED FOR PUBLIC HEARING.
[Those wl~o have signed in will be given the first opportunity to
Robert Valdatta speak. Ti e is limited to 2 minutes per speaker and 30 minutes total
Council Member time for th~s agenda item.)
Term Expires 2009 5. APPROV.~L OF AGENDA AND CONSENT AGENDA
[Approval) of Consent Agenda passes all routine items indicated by
Tom Smith asterisk (''~. Consent Agenda items are not considered separately
Council Member unless a council member so requests. In the event of such a request,
Term Expires 2009 the item is jreturned to the Regular Agenda)
Betsy Kellar 6. SPECIA ORDERS, PRESENTATIONS AND REPORTS
Council Member A. Proclamations and Awards
Term Expires 2009
1. Introduction of the Teen and Youth Councils.....Pg 4
Jean Bardarson 2. M moriam for Herb Shandlin .......................Pg 5
Council Member
Term Expires 2010 B. Borou h Assembly Report
C. City anager's Report
Marianna Keil D. City A orney Report
Council Member E. Chamb~r of Commerce Report
Term Expires 2010 F. Planni~g and Zoning Report
G. Other eports and Presentations
Phillip Oates 1. Bud~et Introduction By Finance Director Kristin Erchinger.
City Manager
Jean Lewis 7. PUBLIC >~IEARINGS -None
City Clerk
Cheryl Brooking
City Attorney ~i
City of Seward, Alaska ~ Council Agenda
October 27, 2008 Page 1
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10. COUNCIL COMMENTS '
11. CITIZENS' COMMENTS [S', minutes per individual -Each individual has one
opportunity to speak.)
12. COUNCIL AND ADMINISITRATION RESPONSE TO CITIZENS'
COMMENTS
13 EXECUTIVE SESSION
14. ADJOURNMENT
City of Seward, Alaska Council Agenda
October 27, 2008 Page 3
B. Go Into Executive Session For Thee City Attorney Evaluation.
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CITY OF SEWARD, ALASKA
RESOLUTION 2008-
WHEREAS, the new limit is within Ithe median range of the limit of other Alaskan commu-
nities; and
WHEREAS, Chapter 6.05 was amen ed to set out the procedures for "minor purchases" defined
as $50,000 or less that continues to mee~ the purposes set forth in Title 6 to insure fairness and
equity; and
WHEREAS, the city manager will rr~ake every effort to provide a list of items ranging from
$10,000 to$50,000 in advance of obligating funds, and in the event of an emergency purchase, the
city manager will provide an update in th ,city manager's report.
NOW, THEREFORE, BE IT ORDAIl~IED BY THE CITY COUNCIL OF THE CITY OF
SEWARD, ALASKA, that:
Section 1. Seward City Code Title 6 i$ amended to read as follows (S~icee~~t =deletions
Underline =additions):
TITLE 6
PURCHASING, CONTRA~TS AND PROFESSIONAL SERVICES
Chapter 6.01 General Provisions
Chapter 6.05 Incidental Minor Purchases
Chapter 6.10 Major Purchases
Chapter 6.01 General Provisions
6.01.010 Purpose.
6.01.015 Interpretation.
6.01.020 Compliance with grant conditions.
6.01.025 Purchase orders; form of expe ' ditures generally.
6.01.030 Certifying purchase orders an~ contracts.
6.01.035 Inspection of work, materials, etc., prior to payment.
6.01.040 Payment of claims.
6.01.050 Contractor delinquency in certain payments.
6.01.010 Purpose.
The purpose of this title is to:
1. maximize the purchasing value of pr~blic funds in the procurement of goods and services for
the city;
2. provide an efficient system for t e purchase of goods and services without creating
unreasonable administrative burdens and r strictions;
3. provide flexibility in the methods o purchasing goods and services in order to meet the goals
and objectives of the city as determined by the city council;
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•saatn.zas pun spoof ~o s~apinoid a~I; ~iq saa~;on.zd ani;i;aduzoa-t;un pun uotsnlloo ;uanazd •S
• pun `.~i;ia a~I; o; saain.~as pun
spoo~~o uoisTnozd au; ui panionui suosaad Ilnj~o;uaut~naa; algn;mba pun zre~ a~I~ zoo apino.~d •b
~ 6.01.030PURCHASING, CONTR~ICTS AND PROFESSIONAL SERVICES
accomplished and the materials used singe any preceding estimate. Such certificates of estimates
shall further indicate that if a greater proportion of the contract has been performed by the
contracting party than that which is represented by the request for partial payment, the request only
shall be paid, in addition to any precedin'~ partial payments. The finance director may authorize
payment upon receiving the invoices properly certified, and evidence of compliance with an other
applicable requirements.
B. The responsibility for the inspection and acceptance of all materials, supplies and equipment
shall rest with the department or division) head concerned. (Ord. 615, 1989; Ord. 2002-05; Ord.
2003-06)
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(8 i-96 'pz0) 'aa3 zo a~z~~ia `~uauzssasse `x~~~~ Mans ~tu~ zanoaaz zo ~sa~uoa o~ uoi~oe ant~ez~stutuzp~
zo ieiaipnf a~~izdozddn ~umsznd zo `aa3 asua~ti ssautsnq zo `a~ze~ia zogz~~i zo ~iiiln `~uauzssass~
ieiaads `xe~ due ~sa~ozd zapun ~ut~i~d uxoz~ uo~zad Niue ~uanazd ii~us uoi~aas std ui ~uiu~ol~i 'g
•uoi~aas st~i~~o a~ep ani~oa~~a ~u~ za~e pa~noaxa si ~~ci~ zapzo ase~iaznd pine ~a~z~uoa
Ito ~zana ut pa~ezodzoaui aq o~ pauzaap aq Ii~us uoi~aas situ ~o (a) pug (q) suot~aasgns •Q
•aa~ asuaaii ssautsnq ~~ia a~i~ (nt) pug `saotnzas zogzeu zo ~1iii~n eta zoo sa~zeua
(iii) `pia auk ~iq patnai s~uauzssasse i~taads (ir) `~i~nozog ~insuiuad reua}I acid zo pia a~i~ ,~q painai
sax~~ (i) zo3 sanno zo~a~z~uoo a~i~ ~~ci~ s~unouz~ ~uanbutiap iii ~o i~~o~ a~j~ o~ ienba ~unouz~ u~ zapzo
ase~iaznd zo ~oez~uoo due zapun zo~aez~uoa aq~ anp ~unouz~ Niue uzoz~ ~anpap ~euz ~~ia aciZ '~
•~oaza~i~ aat~ou ua~iznn ~o ~uiireuz za~e s~~p ua~ utu~inn ~auanbuiiap
auk sazno zo~a~z~uoo a~i~ ssaiun `uot~aas situ 3q (e) uot~aasgns ui pa~sti suza~i a~i~ ~o due ~o ~uauz~ed
ui ~uanbuiiap sauxooaq zo~aez~uoa aq~~i zapzo asle~iaznd zo ~aez~uoo ~iu~ a~nuiuzza~ ~ieuz pia a~iZ •g
' ~oaza~i~
aot}ou ua~iznn ~o ~utireuz aq~ za~~ s~fep ua~ luiq~~nn ~auanbuiiap a~i~ sazna uoszad a~i~ ssaiun `aa~
asuaaii ssautsnq eta ~iu~ (ni) zo `saainzas zogz~u zo ~i~iii~n ~~ia zoo a~z~cia Niue (itt) `~~ta aq~ ~iq painai
~uauzssasse ieioads ~iu~ (ti) `ti~nozog ~insutu~d reua}i auk zo ~~ta a~i~ ~q painai xe~ ~fu~ (t) ~ui~~d
ui ~uanbutiap st ua~ o~inn uoszad ~iu~e o~ zapzo ~seuoznd zo ~a~z}uoa ~ pz~nn~ you ii~us pia a~iZ •~
' •s~uau~~~d ui~;.~aa ui ~fauanbutiap .to~a~.~~uo~ OSO'IO'9
(90-£OOZ 'pzC~ `•686 i `S I9 'pz0) '~u~uzreia ~q pat~ia.zao pine eta a~i~
~q papinozd suzzo~ zadozd uo pa~~iuzgns aze pub aau~isap zo za~~ueuz ~~1a a~i~ ,~q aau~np~ ui panozdde
uaaq ane~i sasuadxa Mans ua~im ~iuo zo}aaz~p aaueui~ a~i~ ~q pannoll~ aq iiiM ssautsnq i~tag~o
uo ~uiiannz~ jinn uoi~aauuoa ut pa~tuzgns saau~nnoii~ pine sasuadxa uoi~u~zodsuez~ zo3 suzrei~ '~
~oaza~i~ ~uau.~ed s,~~ta au~~o aouens$t auk o~ zotzd `pat~ioads ~i~tienb pug ~}~~u~nb `zauu~uz
a~i~ ut pazaniiap uaaq an~u pazapuaz aze saa~tonut pine zapzo as~~iaznd a~i~ ~iat~inn zoo saainzas zo
spoof a~i~ ~~u~ ~aa~~a a~i~ o~ pagi~aa os zapzo aise~iaznd a~i~~o ~doa ~ aau~isap zo zo~aazip aau~u~ a~i~
o~ }tuzgns ii~us pauzaauoa eta a~i~~o uotsinip tto ~uauzazedap a~i~~o pea~i ati~ ~~u~ pine `szopuan ati~ ~q
aau~isap zo zo~oazip aau~ut~ a~i~ o~ pa~iuzgns a~i o~ saotonut azmbaz ii~us zo~aaztp aau~u~ aui, •g
' •iiaunoa pia a~i~ ,~q panozdde
~uauzaaz~~ ~q zo `papinozd uiaza~i asin~zau~o se Izapzo as~~iaznd ~fq pazznaui seen uzreia a~i~ uacinn `apeuz
uaaq ~iisnoinazd ane~i suot~~izdozdd~ uatu~ xo~ suzteia pied ii~us zo~aazTp aaueut~ ~~ta axis •d
• •scui~ia ~o ~uam~f~d 0~0'IO'9
Chapter 6.05 Incidental Minor Purchases
6.05.010 Purchases of ~A~AAB 50,000 olr less.
6.05.015 Solicitation, quotations, records.
6.05.020 Minor Purchase Procedures.
6.05.010 Purchases of $8;089 $50 0 0 or less.
The city manager is hereby authoriza'd to bind the city by purchase order or contract without
advertising or previous action by the city' council for the payment for labor, services, materials or
other valuable considerations, in amounts not exceeding $8;899 ($50,000) in any one item;
provided, that reasonable efforts have beeln made to provide the city with the lowest and best prices
obtainable. Those efforts may include, beat are not limited to, the written quotations or advertising
for sealed bids. The city manager may reject any or all quotations or bids and may waive minor
irregularities in the quotations or bids. (Ord. 615, 1989; Ord. 2000-018; -Ord. 2003-6)
6.05.015 Solicitation, quotations, recoirds.
A. Solicitation. Written quotations rruay be solicited by telephone, in person or in writing from
interested persons or firms.
B. Quotations. A detailed record shall be made of the quotations received and shall include the
firm's name, person contacted, detailed description of materials or services, and price. Prices in
published mail order catalogs or internet web sites may be considered to be written quotations.
C. Records. A record of all such incidiental minor purchases and the quotations submitted to the
city in competition thereon shall be kept ~.nd such records shall be public. (Ord. 615, 1989; Ord.
2003-06)
6.05.020 Minor Purchase Procedures.
A. All purchases for an amount estimated to be $1,000 or less shall be made on the open market
with such competition as is reasonable and practical in the circumstances.
B. Purchases in an amount estimated to be greater than $1,000 but not more than ~1-A;889
$50,000 shall be made when feasible and when in the best interest of the city in the open market by
written or oral quotation or telephone solicitation, which may be done without newspaper
advertisement and without observing the procedure prescribed for the award of formal sealed bid
purchases. Such open market purchases, whenever practicable, shall be based on at least three
quotations and shall be awarded to the lowest qualified bidder. The basis for determining the lowest
qualified bidder shall be the same as that used in formal bid procedures as defined in §6.10.135,
including any preferences established by law. (Ord. 2002-OS).
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6.10.115 Exemptions from competitive procurement procedures.
The provisions of this title requiring c4~mpetitive procurement procedures need not apply to the
types of services and/or contracts set forth in §§ 6.10.120 - 6.10.130 below; and the city council may
approve such contracts by motion or resolution. Nothing in this title shall preclude the city from
utilizing any of the procedures set forth in this code in those instances. (Ord. 615, 1989)
6.10.120 Specialized products and professional services exempt.
A. Restrictions and provisions of Articles 2 and 3 of this chapter shall not apply:
1. to the purchase of a patented article;
2. where an emergency makes the delay incident to competitive bidding unreasonable;
3. where an emergency makes the delay incident to the procedures for rejecting a low bid set
out in § 6.10.140 unreasonable;
4. to the placement of insurance coverage;
5. to supplies, materials, equipment or contractual services which can only be furnished by a
single dealer, or which have a uniform published price;
6. to supplies, materials, equipment or contractual services purchased from another unit of
government at a price determined by the city manager to be below that obtainable from private
dealers, including government surplus;
7. to contractual services purchased from a public utility corporation at a price or rate
determined by state or other government authority;
8. to the purchase of professional services. Professional services are those that require
special knowledge and judgment that includes analysis, evaluation, prediction, planning or
recommendations and which result in the production of a report or the completion of a task.
Examples of professional services include accounting, architectural, appraisal, engineering, land
surveying, financial consultation, legal services, lobbying, planning, economic analysis, computer
programming and system analysis, insurance consultation and risk analysis, and other specialized
services. Any professional services contracts which are not procured using the competitive
procurement procedures shall not exceed two years except for completion of work in progress under
architectural or engineering contracts.
9. to purchase electronic data processing software and hardware systems and
communications equipment; and
10. when competitive procurement procedures have been followed, but no bids, quotations or
proposals are received. In such case, the city manager may proceed to have the services performed
or the supplies purchased without further competitive bidding or quotation.
B. The city may utilize competitive bids obtained by other governmental units.
(Ord. 615, 1989; Ord. 2003-06)
6.10.125 Purchase of used equipment exempt.
Restrictions and provisions of this title shall not apply where the city council determines that the
public interest would be best served by the purchase of used equipment and, by resolution, authorizes
the city manager to locate and purchase a particular type and quantity of used equipment.
(Ord. 615, 1989)
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sinsodozd zoo s~sanbaz zo spiq zoo uot~n~inui may ~ anssi sinus pia a~iZ •spun~ aignirenn ~o ~unoure a~i~
ut~i~cm ~soa pa~nuzi~sa ski ~uuq o~ paanpaz aq ~inuz ~uauzaznoozd au~~o adoas auk `~uauzaznaozd a~i~ zoo
aignirenn spunk ~o ~unouzn a~i~ spaaaxa insodozd zo piq aigisuodsaz pine anisuodsaz ~samoi a~i~ ~I
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ski ~zoddns o~ s~uipug ua~~izm a}inuz ~uiop o~ ui pun ~zodaz s,za~nunuz eta a~i~ ~ipouz zo `~aafaz
`uui~~n o~ aiignd au~~o ~.saza~ui ~saq a~i~ ui si li za~i~acim auiu~za~ap ua~i~ iin~is itounoa eta a~iZ '£
•~zodaz aszanpn a~i~ ~uipzn~az pzna~i aq o~ ~tun~zoddo auk ann~i iin~is aau~isap sits
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•moiaq pauii~no saznpaaozd a~i~ ~o uot~aiduzoa za~n
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pun sauiuzza~ap iiaunoa pia a~i~ azaum ~fiddn you iin~is aili~ stuff ~o suotsinozd pun suoi~aiz~sa2l
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best interests of the city and upon notice to the city council in the manner set forth in § 6.10.310, B.,
he may negotiate with the three lowest responsive and responsible bidders or the three most
responsive and responsible proposers in succession, beginning with the lowest bid or most
responsive proposal, and may recommend the city council award the reduced contract. (Ord. 615,
1989)
Article 2. Competitive Sealed Bids
6.10.210 Use of competitive bids.
When the cost of goods or services required by the city exceeds the sum of ~-1-A;~89 $50,000 the
city shall seek and preserve a competitive environment by utilizing the competitive bids as set forth
in this article1 unless otherwise exempt. (Ord. 615, 1989)
6.10.215 Competitive sealed bids -public notice.
The city manager shall call for bids by advertising at least once in a newspaper of general
circulation-i~~ke-e~y not less than two weeks prior to the date set for receiving bids. (Ord. 615,
1989; Ord. 94-03 )
6.10.220 Bid security.
A. All bids for contracts estimated at $,100 00 or more or when otherwise re uired b a request
for bids or proposals "' must be accompanied by a certificate of deposit, or certified check or
draft, or a cashier's check or a draft on some responsible bank in the United States, in favor of and
payable at the site to the city, for an amount equal to five percent of the bid, such deposit not to
exceed $50,000. If the bidder to whom the contract is awarded shall, for 15 days after such award,
fail or neglect to enter into a contract and file any required payment or performance bond, the city
manager shall draw the money due on the certificate of deposit or check or draft, and pay the same
into the treasury, and under no circumstances shall it be returned to the defaulting bidder.
B. In lieu of the foregoing, any bid may be accompanied by a surety bond, equal to the amount
stated above, furnished by a surety authorized to do a surety business in the state, guaranteeing that
the bidder will enter into a contract and file the required bond within such period. Without limiting
the foregoing, no plea or defense of mistake by a bidder shall be available in any action by the city
for the recovery of any deposit, or in any action on any surety bond or as a defense to any action
based upon any refusal to execute a contract. (Ord. 615, 1989; Ord. 94-03)
6.10.225 Bid form.
All bids shall be placed in a sealed envelope and delivered to the city clerk, and opened by the
city manager, or a person designated by hirn, in public, at the time and place designated in the notice
inviting bids. (Ord. 615, 1989; Ord. 94-03)
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6.10.325 Request for proposals content.
A. Generally. A request for competitive sealed proposals must contain the date, time and place
for delivering proposals, a specific description of the supplies, construction, or services to be
provided under the contract, and the terms under which the supplies, construction, or services are to
be provided. The request for competitive sealed proposals shall also contain requirements of
evidence of a valid Alaska business license, contractor's license and professional registration as
appropriate, and may require a list of subcontractors and other information as may be requested by
the city.
B. Selection criteria. The request for proposals must provide a description of the factors that
will be considered by the city when evaluating the proposals received, including the relative
importance of price and other evaluation factors.
(Ord. 615, 1989; Ord. 2008-004)
6.10.330 Opening of proposals.
The city shall open the proposals so as to avoid disclosure of contents to a competing proposer
during the process of negotiation. A register of proposals containing the name and address of each
proposer shall be prepared. The register and the proposals themselves are open for public inspection
after a notice of intent to award has been issued by the city. To the extent that the proposer
designates and the city attorney concurs, trade secrets and other proprietary data contained in the
proposal documents are confidential. (Ord. 615, 1989)
6.10.335 Discussions with proposers.
A. Following review and evaluation of the proposals, the city may prepare a short list of the
proposals which most nearly meet the requirements set forth in the request for proposals. The city
may then request supplemental information or enter into discussions with the proposers listed therein
for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation
requirements.
B. Upon receipt of additional or clarifying information, the short-listed proposers shall be
ranked and negotiations maybe initiated with the first-ranked proposer. If an agreement cannot be
reached, that proposer shall be dropped from the list and negotiations initiated with the next-ranked
proposer.
C. These proposers shall be accorded fair and equal treatment with respect to any opportunity for
discussion and revision of proposals, and revisions may be permitted after submissions and before
final negotiation of the contract for the purpose of obtaining best and final offers. In conducting
discussions, the city may not disclose information derived from proposals submitted by competing
proposers. (Ord. 615, 1989)
6.10.340 Award of contract.
A. The city manager shall make a written recommendation for award to the responsible and
responsive proposer whose proposal is determined to be the most advantageous to the city, taking
into consideration the price and the evaluation factors set out in the request for proposals. Other
factors and criteria may not be used in the evaluation. The city manager or designee shall issue a
notice of recommendation to award to all responding proponents prior to approval by the final
decision-making authority.
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Council Agenda Statement
Meeting Date: October 27, 2008
From: Phillip Oates, City Manager
Agenda Item: Amend the Seward City Code, Title 6, and
Purchasing Services, increasing the limit for
minor purchases from $10,000 to $50,000,
making certain changes to clarify policies and reducing conflicts
within the Code
BACKGROUND & JUSTIFICATION:
An efficiency study was conducted in 2008 which resulted in a recommendation to increase the
city manager's purchasing authority from $10,000 to $50,000. This increase in the purchase
limit would create internal efficiencies and allow the city manager more flexibility to conduct
daily business without delays, as well as to improve the efficiency of City Council meetings by
reducing the number of items requiring Council action. The amount of time currently required to
prepare an item for approval by the City Council results in an increased cost to the City which is
not in the best interest of the citizens of Seward.
Administration has reviewed several procurement codes, policies and procedures from other
communities in Alaska, concentrating on those communities that operate harbors, electric, water
and sewer utilities for the purpose of updating language to be consistent with generally accepted
terminology and to update sections based upon current purchasing procedures being used by the
cities and other municipalities. The purposes described in Title 6, §6.01.010, guided the
administration in its review and recommendations. The most significant change being
recommended is an increase to the dollar limit for minor purchases from $10,000 to $50,000.
The most recent change to the dollar limit was in 1989 when Council increased the limit from
$5,000 to $10,000.
The growth of the City's overall budget, the impact of inflation, the improvements to the budget
process, and the ability of the finance department to track purchases within the budget justifies
an increase in the limit for minor purchases. Increased costs of doing business over the last ten
years has resulted in Council approval for routine purchases where funding was already
approved within the City's budget. The new limit is within the median range of the limit of other
Alaskan communities. Chapter 6.05 was amended to set out the procedures for "minor
purchases" defined as $50,000 or less that continues to meet the purposes set forth in Title 6 to
insure fairness and equity.
The city manager will make every effort to provide a list of items ranging from $10,000 to
$50,000 in advance of obligating funds, and in the event of an emergency purchase, the city
manager will provide an update in the city manager's report. Other recommended changes in
Title 6 are housekeeping measures to bring the code up to current purchasing practices within the
City and current purchasing practices now being used by other municipalities.
. _ ~~
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Sponsored by: Oates
Introduction: October 27, 2008
Public Hearing: November 24, 2008
Enacted:
CITY OF SEWARD, ALASKA
ORDINANCE 2008-019
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AMENDING TITLE 3, CHAPTER 15, SALARY
ADMINISTRATION, ALLOWING THE CITY MANAGER TO REVIEW
AND ADJUST SALARIES FOR EXTERNAL EQUITY
WHEREAS, Title 3, Chapter 15 of the Personnel section of the Seward City Code,
provides salary administration; and
WHEREAS, the City Manager is required to administer the pay plan and keep it current
through periodic reviews and comparative studies of pertinent factors affecting levels of pay; and
WHEREAS, the City of Seward is finding an increasing challenge with recruiting for
specialized, skilled positions and also in retaining these employees in increasingly competitive
job markets; and
WHEREAS, the City of Seward has a solid foundation in regards to internal equity, rate
of pay for employees within the City of Seward, in that all job descriptions were reviewed and
revised, and were scored against a uniform scoring system to ensure equal pay for equal work,
based solely on internal equity; and
WHEREAS, the City Manager needs the authority to compensate specialized skilled
individuals regardless of an adopted classification plan, adopted pay plan, or pay scale to ensure
that positions are paid comparable to positions in other similar-sized government entities and/or
similar private businesses; and
WHEREAS, the City would be better able to attract, retain and recruit for specialized,
skilled positions that are more competitive in the external market.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA, that:
The Seward City Code Title 3, Chapter 15 is hereby amended to read as follows:
(strife-e~tt =deletions; bold italics =additions)
Section 1. Seward City Code 3.15.025, Administration of the pay plan, is amended by
adding the following section (c):
(c) To ensure that the City's pay scale is aligned with external market conditions, in
order to attract, recruit and retain qualified employees, the city manager has the
authority to adjust the pay for a specific position by up to 20%, to account for external
equity. Any increases in pay associated with external equity will be justified by the city
manager based on a review of external equity factors, and may be instituted without the ~;~ ~°
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Council Agenda Statement
Meeting Date: October 27, 2008
To: Honorable Mayor and Council
From: Phillip Oates, City Manager
Agenda Item: Amend Title 3, Personnel authorizing the city manager to make pay
adjustments due to external equity factors
BACKGROUND & JUSTIFICATION:
Seward City Code, Section 03.15.025, addresses the administration of the City of Seward pay plan.
The City Manager is required to administer the pay plan and keep it current through periodic reviews
and comparative studies of pertinent factors affecting levels of pay. In 2001, the City hired Bill
Woods & Associates to review the City's pay plan to ensure internal equity (that is, to ensure that
positions within the City were fairly compensated relative to one another). Woods' study focused
entirely on internal equity, assuming employees were hired at the entry level. To that end, job
descriptions were reviewed and revised, and were scored against a uniform scoring system to ensure
equal pay for equal work, based solely on internal equity. Since it was clear that it would not be
financially feasible to modify the entire pay plan at that time to ensure both internal equity and
external equity (that is, to ensure that positions were paid comparable to other similar-sized
government entities and/or like private businesses), the external equity element of the pay plan was
not reviewed at that time. This sole focus on internal equity, without examination of external equity
or external market factors, has made it increasingly difficult for the City to recruit and retain specific
positions when competing within increasingly competitive job markets.
In order to attract and/or retain specialized, skilled employees, the City also requires external market
factors to be taken into consideration in the hiring and compensation process. Although the 2001
study ensures internal equity, the gap in external equity means we have been unable to fill positions
such as the engineer position and the electric technician, and we may be hard pressed to compete
with other entities, to attract and retain qualified employees. There is a significant loss to the City
when losing a specialized, skilled employee to a higher paying employer.
By authorizing the city manager to adjust the pay for a specific position by up to 20% to account for
external market factors, without the need to revise the pay plan or classification plan, the City would
be better able to attract, retain and recruit for specialized, skilled positions that are more competitive
in the external market.
INTENT:
The intent of this Ordinance is to provide the city manager with some level of administrative
discretion to adjust salaries to fill positions which have either proven difficult to fill, or to be more
competitive to attract, recruit, and/or retain qualified applicants for key City positions.
3
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Sponsored by: Oates
CITY OF SEWARD, ALASKA
RESOLUTION 2008-105
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, APPROVING THE CITY OF SEWARD'S CALENDAR YEAR
2009 FEDERAL LEGISLATIVE PRIORITIES
WHEREAS, the City annually compiles a list of projects or issues that are identified as
top federal legislative priorities; and
WHEREAS, the list of projects is compiled and distributed to the Alaska Congressional
Delegation, the Kenai Peninsula Borough, and the City of Seward's lobbyists; and
WHEREAS, this prioritized list validates the projects and greatly focuses the efforts of
the administration in our lobbying efforts; and
WHEREAS, all the projects on this list are consistent with the City's Comprehensive
and Strategic Plans.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA, that:
Section 1. This list of legislative projects is hereby declared to be the official legislative
priority list for the City of Seward for the 2009 Federal legislative session:
APPROPRIATIONS
1. $2 million appropriation to the Army Corps of Engineers for correcting their design
deficiency and extending the breakwater for the Small Boat Harbor
2. $500 thousand appropriation to the Army Corps of Engineers for improving and
maintaining the Lowell Creek Tunnel and Diversion Dam System that protects the City
of Seward from catastrophic flooding
3. $8 million appropriation to the National Park Service for completing the initial
construction of the Mary Lowell Center (a multi-agency facility that will include a City
Conference Center)
4. $2.25 million appropriation in the Highway Transportation Bill for accomplishing road,
sidewalk, and drainage ditch repairs in Seward
GRANTS
1. $200 thousand for moving the existing Coast Guard building in Seward to a more secure
location and completing economic development improvements at the existing site
AUTHORIZATIONS
1. $15 million in the Highway Transportation Bill for extending and improving the Alaska
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Council Agenda Statement
Meeting Date: October 27, 2008
From: Phillip Oates, City Manager
A ends Item: Calendar Year 2009 Federal Legislative Priorities
BACKGROUND & JUSTIFICATION:
The City annually compiles a list of projects or issues that we identify as our top legislative
priorities. The list of projects is compiled into a package that is then distributed to the
Governor's Office, our legislators, the Kenai Peninsula Borough (for inclusion in their legislative
package), and our lobbyist. This prioritized list validates the projects and greatly focuses the
efforts of the Administration in our lobbying effort as we seek funding or other resolution
through Federal government.
The following list is submitted to the City Council for review and approval.
APPROPRIATIONS
1. $2 million appropriation to the Army Corps of Engineers for correcting their design
deficiency and extending the breakwater for the Small Boat Harbor
2. $500 thousand appropriation to the Army Corps of Engineers for improving and
maintaining the Lowell Creek Tunnel and Diversion Dam System that protects the City
of Seward from catastrophic flooding
3. $8 million appropriation to the National Park Service for completing the initial
construction of the Mary Lowell Center (amulti-agency facility that will include a City
Conference Center)
4. $2.25 million appropriation in the Highway Transportation Bill for accomplishing road,
sidewalk, and drainage ditch repairs in Seward
GRANTS
1. $200 thousand for moving the existing Coast Guard building in Seward to a more secure
location and completing economic development improvements at the existing site
AUTHORIZATIONS
1. $15 million in the Highway Transportation Bill for extending and improving the Alaska
2. $2 million in the Highway Transportation Bill for controlling coastal erosion that
threatens the Lowell Point Road and critical public infrastructure
BENEFICIAL LEGISLATION
1. Support for full funding to the National Science Foundation for building the Alaska
Region Research Vessel and basing the vessel in Seward, Alaska
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CITY OF SEWARD, ALASKA
RESOLUTION 2008-106
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, APPROVING THE CITY OF SEWARD'S CALENDAR YEAR
2009 STATE LEGISLATIVE PRIORITIES
WHEREAS, the City annually compiles a list of projects or issues that are identified as
top state legislative priorities; and
WHEREAS, the list of projects is compiled and distributed to the Alaska Legislature in
Juneau, the Kenai Peninsula Borough, and the City of Seward's lobbyists; and
WHEREAS, this prioritized list validates the projects and greatly focuses the efforts of
the administration in our lobbying efforts; and
WHEREAS, all the projects on this list are consistent with the City's Comprehensive
and Strategic Plans.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA, that:
Section 1. This list of legislative projects is hereby declared to be the official legislative
priority list for the City of Seward for the 2009 State legislative session:
1. STATE FUNDED PROJECTS WITH LOCAL MATCH
A. PUBLIC FACILITIES
(1) $750 thousand in hospital exceptional relief payments pending opening of the Long
Term Care Facility (the City will provide a 100% match of $750 thousand for this
shortfall)
(2) $750 thousand for building a new water storage tank (the City will obtain a 100%
match of $750 thousand through aloes-interest loan program)
(3) $5 million state assistance for the $10 million Seward Library/Museum (local
contributions of grants, private donations and potential bond will provide a 100%
match of $5 million to complete the project)
B. PORT AND HARBOR
(1) $1.5 million to complete the extension of the Seward Small Boat Harbor east
breakwater (the U.S. Army Corps of Engineers and the City will provide a 100%
match of $1.5 million to complete the project)
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2. CRUISE SHIP HEAD TAX
(1) $5 million for dredging cruise ship berthing basins and approaches in Seward to a
depth of 42 Feet to permit safe berthing of the millennium size cruise ships
(2) $1.5 million for constructing a dock to improve security and fire protection to cruise
ships and to ensure completion
$200 thousand to relocate Seward's Coast Guard Building adjacent to the Cruise
Ship Dock Area and near the Security Dock
(3) $2.56 million for cruise ship dock appurtenance improvements in Seward
(4) $108 thousand for Transportation Assistance to Cruise Ship Passengers
(5) $750 thousand for building a new water storage tank that provides the capacity
necessary to provide water to cruise ships (the City will obtain a 100% match of $750
thousand through slow-interest loan program)
3. STATE FUNDED PROJECTS
(1) $1.5 million for storm water discharge infrastructure including a security fence
around the city vessel storage area at the Seward Marine Industrial Center (SMIC)
(2) $860 thousand for Handicapped Accessibility Fish Cleaning Station in the Northeast
Launch Ramp Area of Small Boat Harbor
(3) $450 thousand for paving the road and parking lot on the South Seward Small Boat
Harbor Uplands area
(4) $2 million for controlling coastal erosion that threatens the Lowell Point Road (this
road provides the sole land access to critical public infrastructure and a residential
housing area)
(5) $1.7 million to double the capacity of the ship lift (synchrolift) and improve dock
capabilities at SMIC
(6) $10 million for the extension of the SMIC basin breakwater to improve ship moorage,
loading, and repair operations
(7) $4.5 million to complete sheet piling and add moorage along the north side of the
Seward Small Boat Harbor
(8) $60 thousand to study the feasibility of a hydro electric plant to produce renewable
energy in Seward
(9) $1 million levee maintenance and bed load removal in the Fourth of July Creek to
protect the Spring Creek State prison
(10) $100 thousand for City facility ADA accessibility
(11) $75 thousand for emergency access repairs and improvements at the Seward jail
(12) $68 thousand for Energy Efficiency- Boiler Replacements
(13) $25 thousand to upgrade the Harbor Security Camera System
(14) $300 thousand for direct connectivity with Alaska Land Mobile- Radio system
(ALMR) for the Seward Dispatch Center
(15) $425 thousand to purchase fire apparatus (replace non-complaint vehicle)
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CITY OF SEWARD, ALASKA
RESOLUTION 2008-101
C. ELECTRIC
(1 } $3 million for the Electric Department emergency standby generator complex (the
City is providing $7.5 million for the project)
(2) $250 thousand for automatic electrical metering equipment to improve customer
service, outage management, and load management (the City will provide a ' 100%
match of $250 thousand to complete the project)
(3) $1 million for rebuilding and upgrading the transmission line from the Seward city
limits to the Fort Raymond electric substation (the City will provide $b00 thousand
for the project)
(4) $85 thousand for improvements to capabilities for providing electrical power during
emergencies to the downtown area of Seward (the City will provide a 100% match of
$85 thousand for the project)
$85 thousand for improvements to capabilities for providing electrical power
during emergencies, such as a tsunami, to the downtown and hospital area of
Seward (the City will provide a 100% match of $85 thousand for the project)
(5) $5 million from the Railbelt inter-tie funds to upgrade transmission lines between
Anchorage and Seward
$5 million from the Railbelt Energy fund to upgrade transmission lines between
Anchorage and Seward
(6) $12 million to compete the transmission line conversion to 115kV at $1 million/
mile.
Approximately 8 mile, Seward Highway to Spring Creek substation ($8
million)
Fort Raymond to 3-bridges ($1.5 million)(same as #3 above)
Replace substation transformers at Fort Raymond ($1 million)
Replace Primrose transformer ($0.25 million)
Upgrade relays and breakers and misc. to 11 SkV ($1 million)
D. ROADS AND STREETS
(1) $750 thousand for street/sidewalk repairs and drainage (the City provided $160
thousand in 2008 for these repairs)
(2) $250 thousand for paving and improving drainage in the northeast parking lot of
the Seward Small Boat Harbor (The City has obtained a matching grant of
approximately $200 thousand for design and preparation of the area for paving)
2. CRUISE SHIP HEAD TAX
(1) $5 million for dredging cruise ship berthing basins and approaches in Seward to a
depth of 42 Feet to permit safe berthing of the millennium size cruise ships
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CITY OF SEWARD, ALASKA
RESOLUTION 2008- jp ~,
4. BENEFICIAL LEGISLATION
(1) The City of Seward's highest priority is an the introduction of a GO Bond from the
State of Alaska for $15 million for designing and building a Seward Marine Center
Dock for the Alaska Region Research Vessel (ARRV)
(2) $36 million for the Alaska Vocational Technical Center (AVTEC) for capital funding
and support for the $1.5 million increase in their operating budget
(3) Support Friends of the Jesse Lee Home for stabilization of the Jesse Lee Home
(4) Regulations that permit the use of a guaranteed cruise ship head tax revenue stream
for bonding of capital projects that benefit the cruise ship industry
(5) Appropriation to upgrade and improve Seward Highway (MP18-25.5} in the STIP
(6) Authorize upgrade of Seward Highway (MP 25.5-36) in the STIP
(7) Authorize upgrade of the Sterling Highway (MP 45-60) in the STIP
(8) Construct a highway exit off the Seward Highway in the vicinity of MP 6 to provide
better and safer vehicle access to Camelot and Salmon Creek subdivisions
(9) Support for continuation of Medicaid programs at not less than current year funding
levels including capital cost reimbursement
(10) State funding to accomplish the objectives of the library assistance bill
(11) Support returned service to Seward by the State Ferry Tustumena
(12) The City of Seward is interested in participating in alternative energy programs
(13) Establish a rebate program for citizen purchases of energy efficient appliances (in
concert with disposal of old appliances) to reduce electric usage
RECOMMENDATION:
Council approve Resolution 2008-~~~proving the City of Seward's Calendar Year 2009 State
Legislative Priorities.
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INFRASTRUCTURE
1. $2 million for bed load maintenance in the Fourth of July Creek
2. $229,000 for hospital capital equipment
3. $300,000 for replacement of fire pumper
4. $850,000 for platform aerial fire truck
5. $600,000 for wastewater infrastructure rehabilitation
STUDIES AND PLANS
1. $150,000 for coastal beach erosion
2. $160,000 for water and storm water master plan
3. $200,000 for road and infrastructure study of the Bench (undeveloped city property)
Section 2. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 27th
day of October, 2008.
THE CITY OF SEWARD, ALASKA
Clark Corbridge, Mayor
ATTEST:
Jean Lewis, CMC
City Clerk
(City Seal)
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CITY OF SEWARD, ALASKA
RESOLUTION 2008-
INFRASTRUCTURE
1. $2 million for bed load removal following October 2006 flood event
2. $229,000 for hospital capital equipment
3. $300,000 for replacement of fire pumper
4. $850,000 for platform aerial fire truck
5. $600,000 for wastewater infrastructure rehabilitation
STUDIES AND PLANS
1. $150,000 for coastal beach erosion
2. $160,000 for water and storm water master plan
3. $100,000 for road and infrastructure study of the Bench (undeveloped city property)
RECOMMENDATION:
Council approve Resolution 2008- approving the City of Seward's Calendar Year 2009 City
Priorities.
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Council Agenda Statement
Meeting Date: October 27, 2008
To: Mayor and City Council
From: Phillip Oates, City Manager
Agenda Item: Reclassifying the Electric Department position of
Engineering Tech to Operations Supervisor
BACKGROUND & JUSTIFICATION:
The 2008 budget included an addition to the Electric Department, the position of Engineering Tech.
This position was created to coordinate and cooperate with the line crew on construction of electrical
facilities and system operations.
After advertising locally and outside of the City, the position was not filled due to either a shortage
of applicants and/or the applications received were under qualified.
At this time, the current need for the Electric Department is for an Operations Supervisor. This
person would be responsible for the operations of the Electric Department to include, but not limited
to, performing, organizing, staffing, directing, coordinating and controlling the activities of the
Electric Department under the direct supervision of the Manager of Electric Utility. This will enable
the Manager of Electric Utility to focus on large capital projects and goals while allowing the
Supervisor to coordinate the daily activities of the Electric Department and also assist with higher
administrative tasks.
With the increased responsibilities ofthe Operations Supervisor, in regards to the daily operations of
the Electric Department, the City Manager plans to reclassify the Engineering Tech to assume more
responsibilities and establish the title of Operations Supervisor with an increase in pay to range of
20.5-22.5.
INTENT:
To utilize current Electric Department staff more efficiently and effectively to meet the City's needs
while providing greater service to the community.
CONSISTENCY CHECKLIST:
Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive
Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
Other:
FISCAL NOTE:
Approved by Finance Department: v~~~c~
RECOMMENDATION:
Council adopt Resolution 2008- i~$ approving the City Manager's decision to reclassify the
Engineering Tech position to Operations Supervisor for the Electric Department effective October
27, 2008.
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Council Agenda Statement
Meeting Date: October 27, 2008
Through: Kris Erchinger, Finance
To: Mayor Corbridge and Council Members
From: Patricia Linville, Library Director
Agenda Item: A Resolution of the City Council of the City of
Seward, Alaska, Accepting Grant Funds in the
Amount of $2500 from the American Library
Association and the Fetzer Institute and Appropriating
Funds
BACKGROUND & JUSTIFICATION:
The American Library Association (ALA) and the Fetzer Institute, as part of its Campaign for
Love & Forgiveness, created Let's Talk About It: Love & Forgiveness, a scholar-led reading and
discussion program for libraries interested in exploring themes of love and forgiveness in
everyday life through classic and contemporary literature. Public libraries were invited to apply
for grants to support the program in their community. Grant funds are to cover the required
training session for the project director and an honorarium for the project scholar.
An application was submitted and awarded on September 23, 2008. Patricia Linville is the
project director and Doug Capra is the project scholar. The theme chosen by Capra is Love and
Forgiveness in the Face of the Enemy. Books to be read and studied are Scenes from The Iliad
by Homer, Jane Eyre by Charlotte Bronte, Embers by Sandor Marai, The Guardians by Ana
Castillo and Bel Canto by Ann Patchett. Project director training is scheduled for January 21-22,
2009 in Denver, CO. Capra and Linville have tentatively scheduled three book studies for March
and April and two for September of 2009. Book sets for the studies will be purchased by the
Seward Community Library Association.
Grant funds from the American Library Association and the Fetzer Institute total $2500. Capra's
honoraria is $1300. $1200 will be used to cover transportation and lodging for the training required
to participate in the program. This resolution will accept the $2500 from the grant and appropriate
those funds into the 2008 library budget.
The grant application is available at the Clerk's office for review
CONSISTENCY CHECKLIST:
Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive
Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures.
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ALA and Fetzer Institute award 50 program grants for "Let's Talk About It: Love & Forgiveness" Page 1 of 1
Ar~l~ri~an
l~ik~r~ry
ALA and Fetzer Institute awazd 50 program grants for "Let's Talk About It: ~+SS4C[dt10!~
Love & Forgiveness"
Angela Thullen
Program Officer, Communications
ALA Public Programs Office
(312) 280-5286
athullen @ ala. org
NEWS
For Immediate Release
September 23, 2008
ALA and Fetzer Institute award 50 program grants for
"Let's Talk About It: Love & Forgiveness"
CHICAGO -The American Library Association (ALA) Public Programs Office, in collaboration with the Fetzer
Institute's Campaign for Love & Forgiveness, announced that 50 libraries will receive $2,500 grants to support Let's
Talk About It: Love & Forgiveness reading and discussion programs. Though program funding was originally intended
to support 30 libraries, due to an abundance of exceptional applications, the Fetzer Institute will generously fund a total
of 50 libraries.
To view the list of Let's Talk About It: Love & Forgiveness recipients, visit
http://www.ala.org/a_i_a/aboutala/offices/ppo%ramming/ltai/]talfhbraries.cfm. The selected libraries will receive:
^ A grant of $2,500, to be used to support program costs and scholar honoraria.
^ Program materials, which include introductory literature and essays on each of the themes, selections for
additional reading and template promotional materials.
^ Training for the library project director at a national workshop, where they will hear from the project scholaz,
expert librarians and program organizers and receive a program planning guide, materials and ideas.
Let's Talk About It: Love and Forgiveness will follow the well-established ALA reading and discussion series format
"Let's Talk About It," using classic and contemporary literature to explore stimulating and relevant themes. Project
themes and books were chosen by national project scholar Betty Sue Flowers, Ph.D., director of the Lyndon Baines
Johnson Library and Museum and former Kelleher professor of English at the University of Texas at Austin. For more
information on Let's Talk About It: Love & Forgiveness, visit www_ala_.or~/letstalk.
The Fetzer Institute's mission, to foster awazeness of the power of love and forgiveness in the emerging global
community, rests on its conviction that efforts to address the critical issues facing the world must go beyond political,
social and economic strategies to their psychological and spiritual roots. The Institute works with global leaders,
organizations and individuals to bring the power of love and forgiveness to the center of individual, community and
organizational life. For information on the Fetzer Institute and its Campaign for Love & Forgiveness, visit
www. fetzer,org.
Established in 1992, the ALA Public Programs Office has an exemplary track record of developing library programming
initiatives, including the acclaimed reading and discussion series "Let's Talk About It," film discussion programs on
humanities themes, traveling exhibitions, LIVE! @ your library® and other programs. Recently, it has established the
Cultural Communities Fund, an endowment created to help all types of libraries across the country bring communities
together through cultural programming (www.ala.org/cc fl. More than 10,000 libraries and at least 10 million
individuals have participated in library programming initiatives supported by the Public Programs Office. For more
information about the ALA Public Programs Office, visit www.ala,org/public~rogram_ s.
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Let's Talk About It: Love and Forgiveness Selected Libraries Page 2 of 3
Napoleonville, LA
Thomas Crane Public Library
Quincy, MA
Reading Public Library
Reading, MA
Wilbraham Public Library
Wilbraham, MA
Worthington Library. The
Worthington, MA
Friends of C. Burr Artz Public Library
Fredrick, MD
Windham Public Library
Windham, ME
Lincoln Township Public Library
Stevensville, MI
Three Rivers Public Library
Three Rivers, MI
Kirkwood Public Library
Kirkwood, MO
Springfield-Greene County Library District
Springfield, MO
University City Public Library
University City, MO
Cumberland County Public Library
Fayetteville, NC
Fuller Public Library
Hillsborough, NH
Parsippany-Troy Hills Public Library
Parsippany, NJ
South Orange Public Library
South Orange, NJ
Seymour Public Library
Auburn, NY
Freeport Memorial Library
Freeport, NY
Sachem Public Library
Holbrook, NY i.~ 9
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City of Seward, Alaska City Council Minutes
October 13, 2008 Volume 37 Pa e
CALL TO ORDER
The October 13, 2008 regular meeting of the Seward City Council was called to order at 7:00
p.m. by Mayor Clark Corbridge.
OPENING CEREMONY
Lieutenant Louis Tiner led the pledge of allegiance to the flag.
ROLL CALL
There were present:
Clark Corbridge presiding and
Bob Valdatta
Betsy Kellar
comprising a quorum of the Council; and
Kirsten Vesel, Acting City Manager
Jean Lewis, City Clerk
Cheryl Brooking, City Aitornev
ABSENT -Willard Dunham
Linda Amberg
Tom Smith
Jean I3ardarson
CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED
FOR PUBLIC HEARING
Derald School, li~om liNl1, Company-was present and interested in the Jesse Lee Home
project. He knew 13cnm~ 13cnson in Kodiak in the 1960's. School stated the Jesse Lee Home
structure was sound but it ~~ as hccomi ng a big challenge. He would not be charging for his time, but
wanted the contract to drv out the struclZ~re.
Bernie Jarriel, was the new Community Director at Seaview Community Services and
wanted to address the council and introduce himself.
Jim Jager, a re},r~;sentative for Friends of the Jesse Lee Home, was excited with the offer
from UNIT Company to dry out the structure. He noted they were almost completed with documents
of corporation that would make them a legal entity by the end of the month. They hoped to turn the
liability of Jesse Lee Home into an asset for the city. Jager stated they were making excellent
progress with a funding plan to get the project completed. Their funding plan should open the
Leadership school by the fall of 2010, and debt free, if they could keep the plan on track. They
hoped the income would pay for the operation of the school. If that didn't work, plan B was for an
interest free loan to finish the project. Jager informed that the Friends of Jesse Lee Home had spoke
with Seward school officials and others about bringing urban area children and children from the
lower 48 for a year round component possibly by the year 2013.
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City of Seward, Alaska City Council Minutes
October 13, 2008 Volume 37 Pa e
FINAL CERTIFICATE OF RESULTS FOR THE
REGULAR MUNICIPAL ELECTION
HELD OCTOBER 7, 2008
The City Canvass Board has completed their review of all absentee and questioned ballots of the
Regular Municipal Election held October 7, 2008. Their totals are:
{Note: Total Counted plus Total Rejected =Total Voted }
Report of Absentee and Questioned Ballots
Absentee ballots voted 60
Questioned ballots voted 8
Special Needs ballots voted 3
Total Voted 71
Rejected
Not registered, registered too late
or registered out of City
Form not completed properly
Signed/witnessed after election day
Total Rejected 7
Counted
Absentee __ 60 _
Questioned 1 _
Special Needs _ 3_
Total C~iunted 64
The Electionx Day results, after cam~assing are as follows:
Three Two-year Council Seats,
7
I-~~l~rtinn Tlav Vntac ef+o,- r`~n.,~~~ V..to~ T,.~,.t ~~,.~..,.
Jean Bardarson 270 48 318
Willard Dunham 198 39 237
John French 150 33 183
Marianna Keil 247 43 290
Write Ins 24 1 25
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City of Seward, Alaska City Council Minutes
October 13, 2008 Volume 37 Page
was a community exercise organized in case of an influenza breakout. Flu shots would be given
while supplies lasted and volunteers were needed.
Harbor. A letter received by the EPA after their inspection on May 8, 2008, concluded
stormwater discharges were not currently being needed in the Seward Small Boat Harbor. They did
say if activities changed, the city would have to re-evaluate. The Nash Road site was cleaned and
77,500 pounds of contaminated soil was removed. Paid parking was closed for the season.
City Attorney's Report. Cheryl Brooking stated their firm contimled working with
ongoing matters such as; land use issues on proposed levee project, exteilsic>n of leases, SAAMS
lease, and flood management issues. She said that after receiving the letter from the EPA on the
harbor environmental issues, they would ask the court to remove the low er portion of the courts
judgment. Brooking recently attended the Lawyer Association ('onference in Las Vegas to learn
about land use development. She thought the municipal issues were: fascinatingand re-capped a few
of them for the council, such as; the big push to permanently More all nuclear waste at the Yucca
Flats area, making money and new ground covers with municipal 1a11dfills, economics; foreclosures,
homelessness issues, and how telecommunications were cc~llidin~~ ti~,~ith local zoning around the
country.
Other Reports, Special Presentations
A Powerpoint Presentation Was Gi~•en By` Say ah Sanderlin Of Department Of Health &
Social Services About The Mass Dispensinb Exercise scheduled For Saturday, November 8,
2008. The whole community was invited to attend and they hoped to dispense 500 people per hour.
NEW BUSINESS
Ordinances for Introduction
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Resolution 2008-(197, Authorizing The City Manager To Enter Into A Contract With Statewide
Clearing, Inc. For Professional Services To Clear Eight Miles Of Transmission Line Right-Of-
Way For An Amount Not-To-Exceed $495,000.00 And Appropriating Funds.
Motion (Bardarson/Smith) Approve Resolution 2008-097
Acting City Manager Kirsten Vesel stated $283,300 would be saved by Statewide Clearing
Inc.'s proposal not utilizing union wages.
Electric Utility ManagerTim Barnum brought this proposal forward because this company
was in the area right now working on a project for TelAlaska, and he wanted to take advantage of
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City of Seward, Alaska City Council Minutes
October 13, 2008 Volume 37 Page
Resolution 2008-104, Authorizing The City Manager To Enter Into A Contract With UNIT
Company To Provide Immediate Stabilization For The Jesse Lee Home For An Amount Not-
To-Exceed $39,710.39 And Appropriating Grant Funds.
Motion (Bardarson/Amberg) Approve Resolution 2008-0104
Vesel stated there was an urgency to get tarps established on the roof. The next step would
be for the city manager to pass off the projects management oversight as soon as the LLC was
secured. She thought this was a gracious offer from iJNIT.
Amberg did not support sole sourcing and not going out for a hid. tihe had conversations
with a local contractor who was not aware of this opportunity. She thought it should wait for once
the Friends of the Jesse Lee Home received their LLC, then they could appoint L.?NIT easier.
Council suspended the rules To speak ~~ ith Jim Jager and llerald School
of Friends of the Jesse Lee Dome.
Approved by unanimous consent
Vesel stated there was a timing issue and the funds were held with the Dept of Natural
Resources.
Amberg wanted local contractors gi~-e.n the same consideration as UNIT.
Kellar stated the reason administratiun could sole-source this was because it was being
referred as an "emergency" therefore, was exempt from the bid process. She did not feel comfortable
because of the prior litigation ~insirn,atzd with the last contract the city tried to approve.
Jager and School stated the huilding must be dried out in hopes to start work next spring.
They would be using ~. olunteer time and purchasing materials locally. They cautioned to inquire
local contractors to make sure thev had the correct equipment.
Council suspended the Rules To allow local contractor Larry Harmon of
Harmon Construction to speak.
Approved by unanimous consent
Although Larry H armon wanted to make sure local contractors had the opportunity to bid on
local projects, had he known more about the project he may or may not have bid on it. He did not
want the council to base their decision on the fact he was present.
Vesel agreed that sole sourcing should be done sparingly, but the city manager felt this was
an emergency to accomplish before the snow fell. She thought it was an opportunity for the project
to move forward.
Motion Passed Yes: Valdatta, Smith, Bardarson, Corbridge
No: Kellar, Amberg
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City of Seward, Alaska City Council Minutes
October 13, 2008 Volume 37, Page
ADJOURNMENT
The meeting was adjourned at 9:10 pm
Jean Lewis, CMC
City Clerk
(City Seal)
Clark Corbridge
Mayor
:J
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uo!}owe `pan!aoaa si uoi}eu!wou auo ~(luo }l •ao~(eW-ao!n ao} aagwaw llounoo a a}eulwou
uay} plnoys aagwaw l!ounoo ~(ue ao ao~(eW ayl •suo!}eu!wou uado plnoys ao~(eV1l ayl
•l!ouno0 ~(}!~ ay} ao nnel ~(q way} }o paa!nbaa sai}np lle pue ao~(ew ay}
}o s~annod ay} lle ssassod lleys ao~(eUV-ao!n ayl •algelleneun si ao~(elN ay} uaynn suo!}oun}
le!uowa~ao }e ao~(eW ay} ~o} u! sll!} pue ao~teW ay} }o aouasge ay} u! s6u!}caw ay} s~!eyo
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•ao~(e~l ay} ~o aouasge ay} u! ~o~(eW-aoln
se }oe o} saagwaw s}! }o auo s}oala l!ouno~ ay} `6u!}caw leuo!}ez!ue6ao s!y} }y •uol}oala
~(}!o ~eln6a~ yoea aa}}e s~(ep pE uey} ~a}ei }ou azlue6~o pue }caw }snw l!ouno~ ~t}!~ ayl
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Memorandum
Date: October 27, 2008
To: Mayor Corbridge, Council Members
From: Jean Lewis, City Clerk
Subj: Appointment of Board and Commission liaisons for the
next year
It's that annual time of the year where the council must organize within 30 days after our
regular city election and select members for our Board and Commission liaisons.
By Resolution 2005-071, on August 5, 2005, the city council approved slight amendments
to the Council Rules of Procedures by taking out the word "shall" and replacing it with
"may" to allow future councils the option to appoint liaisons from council or, to have
individuals from each of those Boards and Commissions give periodic reports to the city
council at their regular meetings.
1. Last year, Council Member Tom Smith was appointed to the Kenai Peninsula
Borough Economic Development District Board of Directors with a term to expire
December of 2009. Our resident citizen representative is Hugh Darling. By accepting this
appointment, Tom Smith also becomes the liaison to the Port and Commerce Advisory
Board. Unless a council member requests and wants this appointment, Tom is prepared to
serve one more year in this position.
2. The Mayor may appoint a council liaison to the Seward Planning & Zoning
Commission or ask one of the P&Z members to make periodic reports back to the city
council at your regular meetings.
Recommend after discussion, the Mayor appoint a member to KPB EDD and PACAB, and
a liaison with the Planning & Zoning Commission, whether a council member becomes the
liaison, or the Commission will give periodic reports back to the city council.
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City of Seward, Alaska
Monthly Budget Report
For the Month ended August 31, 2008
We are pleased to provide this budget report for the month ended August, 2008. The intent of
this report is to provide transparent financial and budgetary information to the public, and to
present information in a format that combines narrative and graphical elements, to make it easier
to understand. The report includes the following components: 1) the narrative report explains
the highlights of financial results for the General Fund; 2) cash balances in all City funds; and 3)
risk area assessment. This monthly report includes data for the City's General Fund and the
Harbor, SMIC, Electric, Water, Wastewater, and Parking Enterprise Funds. It includes a list of
supplemental appropriations made from the General Fund fund balance since the passage of the
initial 2008 Budget. We welcome comments from the City Council or the public as to how we
may improve this document to make it more useful for timely decision making.
The following pages of this report contain information on the major sources of revenue for the
General Fund, with a focus on providing historical perspective on the timing of revenues and the
City's typical revenue cycle. Revenues are compared on a monthly basis over four years.
Revenues are then compared according to major revenue category (taxes, licenses/permits,
intergovernmental, charges for services, and miscellaneous) across years, to see whether major
revenue sources are increasing or decreasing. And finally, year-to-date revenues are examined to
predict whether we can expect to meet budgeted revenue goals.
An analysis of expenditures demonstrates the typical pattern of spending during the year. For
example, debt service payments are generally made semi-annually (June and October), snow
removal costs are higher in the winter, and campgrounds gear up in the Spring. In this analysis,
expenditures are compared on a monthly basis, and then by category, showing the trend in costs
for each major category (salary, benefits, purchased services, supplies/maintenance, general and
administrative, capital and debt, and other).
The presentation of this financial information aims to meet the requirements for financial
reporting as defined by the Seward City Council in Resolution 2008-59. If you have questions or
require additional information, please feel free to contact finance director Kristin Erchinger at
(907)224-4064, or by e-mail at kerchinger@cityofseward.net.
August Financials as of 10/22/08 1 s 3
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The following graph aggregates revenues into primary categories. This graph reflects revenues
through August for the current year and four prior years. General Fund revenues come primarily
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shows that through August, revenues are higher in 2008 than in the prior year for
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licenses/permits, while being about the same for taxes.
Graph 3 -Revenue Comparison by Category -Through August
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^ 2003 2004 ^ 2005 ^ 2006 ^ 2007 ®2008
Revenues through August are $818,481 higher than the previous year, due to the following: 1) A
one-time PERS rebate of $378,969 reflects the refund of previous PERS payments mandated by
Senate Bi11256; 2) $256,637 reflects one-time project management fees for the administration of
capital projects; 3) $93,000 reflects higher administrative fees to the enterprise funds, which
were budgeted based the allocation of increased costs from the General Fund; 4) $70,000 is
simply a matter of timing related to the rent on City Hall paid by the State of Alaska (paid earlier
in 2008 than 2007), which is not expected to end the year higher than 2007; and 5) $36,181 State
legislative payment for energy assistance.
August Financials as of 10/22/08 3
Taxes License/Permits Intergovernment Charges for Misc.
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