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Home My WebLink About09112017 City Council PacketSeward City Council Agenda Packet IT & Wi-Fi at the Harbor September]] 2017 City Council Chamber's Beginning at 7: 00 p.m. 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA Eame�ca C' {Please silence all cellular phones during the meeting} � September 11, 2017 7:00 p.m. Council Chambers Jean Bardarson 1. CALL TO ORDER Mayor 2. PLEDGE OF ALLEGIANCE Term Expires 2017 3. ROLL CALL 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT Marianna Keil THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Vice Mayor [Those who have signed in will be given the first opportunity to Term Expires 2018 speak. Time is limited to 3 minutes per speaker and 36 minutes total time for this agenda item.] Ristine Casagranda 5. APPROVAL OF AGENDA AND CONSENT AGENDA Council Member [Approval of Consent Agenda passes all routine items indicated Term Expires 2018 by asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, the David Squires item is returned to the Regular Agenda] Council Member 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Term Expires 2017 A. Proclamations and Awards Sue McClure Council Member B. Borough Assembly Report Term Expires 2017 C. City Manager Report ..........................................................Pg. 3 D. City Attorney Report Deborah Altermatt E. Other Reports and Presentations Council Member Term Expires 2017 7• PUBLIC HEARINGS —None Erik Slater Council Member Term Expires 2018 James Hunt City Manager Johanna Kinney City Clerk Will Earnhart City Attorney City of Seward, Alaska Council Agenda September 11, 2017 Page 1 8. UNFINISHED BUSINESS — None 9. NEW BUSINESS A. Other New Business Items * 1. Approval of the August 14, 2017 and August 28 2017 Regular City Council Meeting Minutes...................................................................................................................Pg. 9, 16 *2. Appoint Mark Kansteiner, Patty Linville, Sue Faust, Gary Seese, and Kerry Martin to the Election Board for the October 3, 2017 Municipal Election..................Pg. 23 *3. Appoint Dorothy Osenga, Quentin Carr, Jennifer Carr, and Kristi Larson to the Canvass Board for the October 3, 2017 Municipal Election........................................Pg. 24 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. On-going City Project and Goal List...................................................................... Pg. 25 11. COUNCIL COMMENTS 12. CITIZEN COMMENTS 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. EXECUTIVE SESSION A. Go into executive session to review applications for the City Clerk position, select finalists for interviews, and confirm interview questions. Staff recommendation: after coining out of Executive Session, announce finalists and direct the City Clerk to schedule interviews...........................................................Pg. 26 15. ADJOURNMENT City of Seward, Alaska Council Agenda September 11, 2017 Page 2 CITY OF SEWARD P.O. Box 167 Seward, AK 99664 MANAGER'S REPORT AUGUST 18, 2017 — SEPTEMBER 1, 2017 Jim Hunt, City Manager Telephone (907) 224-4047 Facsimile (907) 224-4038 The following purchase orders between $10,000 and $50,000 have been approved by the City Manager since the last council meeting: 08/30/17 1 Public Works Pacific Power I Transmission for Sander/Plow Truck $24,307.11 ADMINISTRATION • AML - last day • State / City of Seward Resilience Workshop • Eastern Kenai Highway Safety Service Area meeting: Finalized budget proposal for Borough Finance and Assembly • Staff meeting • Met Governor Walker and 1St Lady at airport. Provided tour and background of runway concerns • Departmental Budget meetings • Prepared for Lowell Canyon/Tunnel/Waterfall visit by D.C. Army Corps of Engineers staff • Japp Creek blowout: Working with Borough on solutions / future mitigation options for State Land gravel issue • Board of Adjustment meeting in Soldotna • Media interview • PACAB preparation • Staff training HARBOR • Conducted meetings with Hamilton Construction and R&M for the Breakwater project on 08/31/17 and 09/07/17. • Base and core rock are complete, the entire footprint of the breakwater is in place, and they are currently surveying and working on a short punch list. • The boat lift schedules for both sides of the bay are continuing. • The City is working with Hamilton Construction on the schedule for additional change order work, North Dock cell wall, adding a tail wall, anodes and new fender piling, installing a 10 -ton crane on the North Dock, installing a 15' floating dock, widening the 330 ton Travelift pit, and heating the wash down pad. • We are currently working on the 2018-2019 budgets. • The park service purchased new fixtures for the park service restrooms behind the harbor office, harbor personnel has been installing and painting the floors. SEWARD COMMUNITY LIBRARY AND MUSEUM • September is Library Card Sign-up Month, a time when the American Library Association and libraries nationwide join together to remind parents, caregivers and students that signing up for a library card is the first step towards academic achievement and lifelong learning. If you haven't been to your local library lately, September is a great time for a visit. • August Artifact of the Month: Each month we will be sharing photos of artifacts from our collections storage. The August Artifact of the Month is actually two objects from the Resurrection Bay Historical Society collection, a handmade button and coach's hat from Seward's Swingin' Grannies softball team. Formed in the 1970s, the slow -pitch softball team was made up of women ages 35 and over. New Dora Museum Exhibit: Stop by the museum to see our newest exhibit, a model of the SS Dora, also known as the "Bull Terrier of Alaska". This ship was a familiar face to many seaside towns and villages across Alaska from the 1890s to 1920, and was recreated as a model by local artist and Resurrection Bay Historical Society member Dennis McLain, through a grant from the Kenai Mountains-Turnagain Arm National Heritage Area. Thank you, Dennis, for the 600+ hours you dedicated to this project, and for sharing your "Journey with Dora" presentation with the community at the RBHS Founder's Day Celebration! MEL—_ _ • Museum Day Live! on Sat., Sept. 23rd is an annual celebration of boundless curiosity hosted by Smithsonian magazine for museums and cultural institutions across the country. Free winter museum admission begins Sept. 18. All are welcome to see what's new, spend time with the many local history resources at the "Kitchen Table," play and read in the children's area, and ask about volunteering. • Mark your calendars for the 4th Annual Library Museum Open House: Saturday, November 4th, 1-4pm. Stay tuned for more details about this fun and free event for people of all ages to celebrate the community of Seward. ELECTRIC DEPARTMENT • The electric crew is nearing the end of clearing for the predetermined section of transmission line for this season. They are going to continue clearing until about the middle of September, but after August, are going to focus on some critical areas closer to town. • The boring project is continuing. The contractor has been completing some smaller pieces that were part of the contract and then will be coming back to finish the lagoon bore. • The electric department was unable to replace the underground lines in the Stoney Creek area as we are still working to complete the easements and permits. This construction project will be the highest priority for 2018. • All the Railbelt Utilities, along with ATC, made the first of three presentations to the RCA on August 23rd regarding the Transco, USO/ISO, and Reliability Standards respectively. John Foutz was there representing the Seward Utility. The next presentation is scheduled for September 27th; followed by an appearance on October 11 th • Working on Budget PUBLIC WORKS • Paving, Rain/Flood work at the Falls • Budget preparation • Water, Wastewater Utilities: Vegetation clearing and mowing for Fall season. Water line flushing coming soon. Fall site preparations at all Utility locations. • Streets: Culvert replacements, ditching, gravel road grading as rain continues, working with the paving crews daily, filling potholes in open graves sections • Shop: Grader blade "circle mechanism" fix underway on large grader, P&R Dakota engine replacement coming up, winter tires for city vehicles will be installed in the next few months as needed. • Buildings: Building boilers are back on with the cooler temps. Valve and thermostat issues are still present and we are working on solutions. Some new building restroom upgrades included auto -flush valves. New catch basin and culverts being installed on Resurection Blvd. PARKS AND RECREATION Sports & Recreation: Planning for upcoming fall sports: archery, basketball, racquetball, volleyball and officials' clinics, leagues set to start in October. Planning Halloween events: Pumpkin Prowl and Family Masquerade Ball will be held Saturday, October 21St. S&R Fall Schedule is now in effect. We are now open on Saturdays from 10 am to 6pm. Sports & Recreation lkym Schedule Sep im Dec 2017 Teen & Youth Center: After School Program is in full swing, we expect a great school year with STEM activities each day. Planning for upcoming Halloween Carnival Tue, Oct 31St. Great fundraiser if you are interested in a booth, please contact Josie McClain at 224-5472 or email jmccla*nkc*tyofseward.net. Teen Rec Room: We are excited to get back into swing with the new school year starting up. We have attended the Open Houses at the Elementary, Middle School and High School promoting the TYC, TRR and recruiting for the Youth/Junior/Teens Councils. Scheduling for the winter will keep with "Theme" nights, Tuesdays, tournaments and challenges, Wednesdays, movie and snack, Thursdays, arts and crafts, Fridays, first Friday TYC/TRR will be swimming and the 3rd Friday, TYC/TRR will be roller- skating and Saturdays, games night. Trying to keep the scheduling consistent so the teens know what to expect each night. 9 Gym Walking 9:30 * 1 lam 111�y rl L 1 I0., arm Indoor Pa k 1E�Ff1! .01 13131 I lam - 1 noo n NICOn H COPS 1 i el e 1 !i'. i 1 eels 1 e�• e F'�r �i l� �• a I I I N e e1 e 1 el.' Lyy ■LFti a In Sauna. Open _. Tue %• e - �_ •' '':°.•ti'•I ....m.e A Thus, 7 I �� I I - • 1 �' to gpm Ipi CI L a tie ilk VITI I _e III 1 111 ii1' 1+111 40 1•i .p7.kvii 11:.4 11 • -1.133 %P Dfl" 1133 11 11•:r % Ill. rl h:A I 1 •'�`1�eii 11 i — 1 ep. 1 n ! 3e�. - i9;;%I 11 _daft _%.dull MaNdkA AU M t1a ght'Lha LI L T - L." RLF+L' H,'gl11-;4"1 [q)i �l r . 30 - I) Pin 1. Teen & Youth Center: After School Program is in full swing, we expect a great school year with STEM activities each day. Planning for upcoming Halloween Carnival Tue, Oct 31St. Great fundraiser if you are interested in a booth, please contact Josie McClain at 224-5472 or email jmccla*nkc*tyofseward.net. Teen Rec Room: We are excited to get back into swing with the new school year starting up. We have attended the Open Houses at the Elementary, Middle School and High School promoting the TYC, TRR and recruiting for the Youth/Junior/Teens Councils. Scheduling for the winter will keep with "Theme" nights, Tuesdays, tournaments and challenges, Wednesdays, movie and snack, Thursdays, arts and crafts, Fridays, first Friday TYC/TRR will be swimming and the 3rd Friday, TYC/TRR will be roller- skating and Saturdays, games night. Trying to keep the scheduling consistent so the teens know what to expect each night. 9 Parking Considering the drastic ditterence in weather compared to last year- this August 2017 was, still a success for the Parldng Department. Thi. is rn ostly d u e to having a more tu I I s'.aff a n d having a more su ccessf u I Silver Salmon Darby than the previ o us se aso r. 1, real I y does show, as by the I ast da y of the mo nth we had a I ready rnatc h ed AND exceede d th e 2 016 season for total revenue. V =N 1 ) By Au g u st 31, we I ad s u ccessfu I ly au rpassed th & 2 01 "0' seaso n's total rave n u e 2) A successful engagement of the 62nd Bogard S i I ve r Sa I mon Darby 3) Proper ma into n ance of park! ng a nd g rass a reas Parkina Parwnift- 2017 INI'p, .11 S lip Holder 1 1 S55� $500.00 $-50 Harbor Are a Employee 5 $.250 $250.00 $0 Vehicle with Trailer 7 5700 S200.00 $500 Visitor Pass 0 $0 $100.00 .1. S 1 "10 CGm panyiS e ry ice- Verki cle 0 $0 WOO $0 Tot Mo.'s Permit Rev S97,934 1 $ i P500 S 1, G50-00 $4,50 $346,249 S1 r .968 Y7D Year to Date) Tot permits $32.836.00t S27,250 $5,586 TF1d' h -11i NE Lot k $25.770 1 '81 5.00 "a' 7no5,^5�) comparison $1955 North Lot $22.460 $21 9.00 $20,53 $1,921 South Lot $35.675 $3,81035.00 Uplands Main $79002 $7,010.00 ,youth How LaunchLuk-r-- $13-.200 S I 09:5a5.00 $2,665 Totals $104-107 S97,934 1 $617 3 Y T D (Year to Date) 4 6 L -1 2 1 $346,249 S1 r .968 +I. comparison Warnings issued J r VNIA friable to compare to previous A u g UV T is kets is:su e;-- 127 100 27 more than previ us Auqusk .47 7ickets pa is 13,4 2� 110 more than previous A ii g u sr 7owina I boot r- 1 less th ark Drevious Aucust Other Re Yen u e: Parking Overpayment: 5362 in overpayment occurred in August 2017 Campgrounds & Park Maintenance • Little League infield repair • Ballaine Playground fence repair • Urbach's Park beautification • Cemetery site repair and upgrades • Benny Benson flag light repair • Shower House • Shower stall partition installation • Warehouse maintenance and organization • Season wrap-up items, preparation for fall/winter • New Picnic table construction and repair of older picnic tables • Campground Coordinator interviews • Winter Park Maintenance worker interviews • Playground Safety Inspections and repairs • Budget work for FY 18 and FY 19 • Campground Host exit interviews and reviews • Seasonal employee exit interviews and reviews • Regular Park Maintenance, Restroom Maintenance, Pavilion Maintenance and Campground Operations 0 City of Seward, Alaska City Council Minutes August 14, 2017 Volume 40, Page CALL TO ORDER The August 14, 2017 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Jean Bardarson. OPENING CEREMONY City Manager Jim Hunt led the Pledge of Allegiance to the flag. ROLL CALL There were present: Jean Bardarson presiding and Marianna Keil Dave Squires Deborah Altermatt comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Will Earnhart, City Attorney Absent — None Ri stine C as agranda Sue McClure Erik Slater CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Stephanie Wright said she came to present her comments about social media, particularly in regards to Seward Recreation's Facebook site. Wright said the Seward Parks and Recreation Department (SPRD) staff commonly directed citizens to that Facebook site for information. Wright wanted to know if there was a city policy in place for social media, and if it was enforced. Wright wondered if comments made by SPRD were public record, and if items could be deleted. Wright complained that she noticed some public questions were often "eradicated", and she was concerned because she had been blocked from the site and could no longer obtain news or updates. Wright was also concerned that SPRD "shared" local business Facebook pages, which could be taken to mean they were promoting certain businesses over others. Wright urged council to review and update guidelines if there were any in place. Sharyl Seese came tonight to air her feelings about city employees, and her concern that over the last few years the city has lost several good employees. Seese added that other employees had been overlooked for promotion. City of Seward, Alaska City Council Minutes August 14, 2017 Volume 40, Page APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Keil/Casagranda) Approval of Agenda and Consent Agenda Bardarson rescheduled the start time for the August 28, 2017 work session to discuss the Seward Community Health Center's Grant Budget to 5:30 p.m. with no objection from council. Motion Passed Unanimous The clerk read the following approved consent agenda items: Resolution 2017-044, Accepting The Resignation Of City Clerk Johanna Kinney And Setting The Terms For Her Departure From City Employment. Resolution 2017-045, Authorizing Advertising Expenditures In An Amount Not To Exceed $1,500 To Provide Public Education Which Could Influence The Outcome Of An Election Concerning A Ballot Measure Addressing Council And Mayoral Terms Of Office. Approval of the July 24, 2017 Regular City Council Meeting Minutes. Schedule a Work Session to discuss the 2018 Grant Year Budget for the Seward Community Health Center for Monday, August 28, 2017 at 5:30 p.m. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards Borough Assembly Report. Kenn Carpenter said the assembly would be meeting tomorrow; the top two issues were the bed tax and the tax cap. Carpenter reported he had submitted his Notice of Candidacy for assembly for the upcoming election. City Manager Report. Jim Hunt reported that the following purchase orders between $10,000 and $50,000 had been approved by the City Manager since the last council meeting: $15, 735 to Dryden & Larue for Transmission Line Design at Fort Raymond; and, $18,274.44 to Kendrick for a VOAC Retro Kit for the 50 -Ton Travelift. Harbormaster Norm Regis gave an update on the Seward Marine Industrial Center (SMIC) Breakwater Project: surveying was being done this week to make sure nothing was missed, and all navigational aides had been installed. Hunt said he had attended a meeting of the Eastern Peninsula Emergency Service Area Board and they were trying to address covering emergency services from Girdwood south. In response to Bardarson, Hunt said the timeline for the Air Force Recreation Camp was to have the restoration of the property completed by late fall. Bardarson requested a work session be added to the next council agenda to discuss the future of that property. 10 City of Seward, Alaska City Council Minutes August 14, 2017 Volume 40, Page In response to Bardarson, Hunt said the next electric rate study/adjustment would be October. Electric Utilities Manager John Foutz said Mr. Hubbard, the contractor who provided the first rate study, was scheduled to attend the September 11, 2017 council meeting. Foutz said Hubbard would be reviewing the rates to analyze for proposing adjustments, reviewing the seasonal rates and analyzing how well those changes had worked, and lastly, presenting three options for council's consideration: adjust the energy charge, return to the pre -seasonal rate structure, or increase the base charge and lower the energy charge. Foutz' impression was that the third option would potentially be the most viable. McClure asked if the bird diverters would be reused elsewhere when the lines at the lagoon came down, and Foutz said they would do everything they could to reuse them. In response to Keil, Hunt said there was a social media policy in place for the city. Keil asked for administration to distribute that to council. Casagranda asked if administration considered having an internal audit conducted. Assistant City Manager Ron Long said investigations for personnel matters were handled internally. Long said, with only one exception, the investigations conducted all resulted in no wrong -doing findings. Casagranda requested administration include a brief introduction of new employees when someone was hired. Long announced in Community Development, Jackie Wilde was the new City Planner, and Amy Lui was the new Planning Technician. As well, for Administration, Latesha Layne had been hired as the Executive Liaison, and in the Library/Museum, Heather Bardarson was hired as the Program Technician. City Attorney Report. Will Earnhart said last month had been fairly slow. Earnhart had addressed some out-of-state public records requests, and worked on an engineering contract. Earnhart said he would be working with Foutz in the future for electric utility issues, particularly the Bradley Lake expansion. Regarding a social media policy, Earnhart offered to work with administration. Earnhart provided his annual goals to the City Clerk as requested by council. ■ Other Reports, Announcements and Presentations PUBLIC HEARINGS Resolution 2017-042, Approving A Lease Agreement For Up To One Year With Exit Marine, LLC For Land At The Seward Marine Industrial Center. Motion (Keil/Casagranda) Approve Resolution 2017-042 Long said there weren't very many one-year leases, but this one was necessary to allow for proper platting and to iron out details for a longer-term lease to come in one year. Regis said Exit Marine, LLC was currently working on a vessel at SMIC and wanted to invest in that area. Regis I I City of Seward, Alaska City Council Minutes August 14, 2017 Volume 40, Page added that the lot, itself, was not square and had some pre-existing drainage issues on it, both concerns the contractor was willing to work with. Notice of the public hearing being posted and published as required bylaw was noted and the public hearing was opened. Laura Schneider said she and her husband had recently moved to Seward and decided they wanted to put down roots. They owned Exit Marine, LLC. No one else appeared to address the Council and the public hearing was closed. Squires questioned the wording which related to hazardous materials; noting the lease language did not allow for the use of hazardous materials. Long said this was a standard clause on every lease, and asked for the opportunity to research this matter and confer with the attorney before changing the language on this lease because it could potentially impact every other lease currently in place. Keil suggested adding the word "improper" before the use of hazardous materials, but Long still wanted to have the time to review language. Earnhart agreed with Long and wanted to do more research, but added that the intent of this lease language as it was not to prohibit operations, but to avoid long-term storage or dumping on the property. At council's behest, administration agreed to review all leases for this hazardous language. Squires said he did not want to inhibit business, but rather wanted to protect businesses and allow them to conduct their business. He was concerned that the language as it was currently written did not provide for that intent, but instead clearly stated that hazardous material was prohibited. Earnhart and administration agreed to create a Memorandum of Understanding (MOU) between the City Manager and the leaseholder to allow for this clarification. Motion Passed Unanimous Resolution 2017-043, Recommending Kenai Peninsula Borough Approval Of The City Owned Fourth Of July Creek Subdivision, Seward Marine Industrial Center (SMIC), Exit Marine Replat; Creating A New Lot To Be Known As Lot 4, Block 4, Exit Marine Replat, Located Within The Industrial Zoning District. Motion (Keil/Casagranda) Approve Resolution 2017-043 City Planner Jackie Wilde said the Planning and Zoning Commission held a regular meeting on July 18, 2017, and approved the plat in its irregular shape, including the drainage ditch. Notice of the public hearing being posted and published as required bylaw was noted and the public hearing was opened. No one appeared to address the Council and the public hearing was closed. 12 City of Seward, Alaska City Council Minutes August 14, 2017 Volume 40, Page McClure stated this would go to the borough planning commission for approval; administration agreed. Motion Passed Unanimous UNFINISHED BUSINESS — None NEW BUSINESS Resolution 2017-046, Authorizing The City Manager To Purchase A L70 Loader From Construction Machinery Industrial, Utilizing The NJPA Government Purchasing Contract In An Amount Not -To -Exceed $160,600.00, Placing Administrative Fees From The SMIC Development Grant Into The SMIC Fund For SMIC Infrastructure Improvements, And Appropriating Funds. Motion (Keil/Casagranda) Approve Resolution 2017-046 Hunt said historically, the Harbor Department received only hand-me-down equipment, and Hunt thought the time had come for SMIC to have its own equipment. Regis said the old loader would be put into the city's surplus sale. The funding for this equipment would come from the SMIC state grant; the funds were required to be spent at SMIC. The loader was necessary for snow clearing; with all the activity and expansion at SMIC, the yards needed to be kept clear year-round. In response to Squires, Regis said the warranty was one year; for an additional $4,000, he could get an additional four or five years added. Motion Passed Other New Business Items Unanimous Discussion of the procedure for the hiring of the City Clerk position. (Clerk) Council directed the City Clerk to advertise the position in local newspapers for a three week time period. Applications would be due September 5, 2017. INFORMATIONAL ITEMS AND REPORTS On-going City Project and Goal List. 2017 Goals Established for City Attorney, City Clerk, and City Manager. COUNCIL COMMENTS Slater said it was great to see everyone come out for the Silver Salmon Derby. Slater thanked Kinney for her service. 13 City of Seward, Alaska City Council Minutes August 14, 2017 Volume 40, Page Altermatt thanked Stephanie Wright for coming and speaking tonight, and thanked her for making her aware of the issue. In response to Sharyl Seese, Altermatt said she thought administration did a good job in following through, and losing staff was the natural course of things. Casagranda thanked Kinney for her service and was sad to see her go. Casagranda thanked Stephanie Wright and Sharyl Seese for speaking about uncomfortable things. Casagranda thanked the clerk's office for being transparent and for holding high standards to uphold citizens' rights. McClure was sad to see Kinney leave, and was glad she would still be in town. She thanked Kenn Carpenter for putting in for the borough assembly again. The borough needed Seward representation, as well as on the Bear Creek Fire Board. McClure announced that Founder's Day would be Monday, August 28, 2017 and there would be a celebration from 1:00 — 4:00 p.m. at the Library Museum; all public was invited for a presentation and refreshments. Squires thanked Kinney for her service and support. Squires would not be at the September 11, 2017 council meeting, but would instead be attending a Fallen Firefighters Service in Anchorage to honor a personal friend. Keil attended the animal shelter's open house and especially appreciated the new cattery. She thanked Dorothy Urbach and CarolAnn Lindsay for the cat scratching posts. Keil congratulated Kinney. Keil wanted the social media issue to be looked at. Bardarson thanked the City Clerk's office for the student exchange program, and said she enjoyed the activities with the students. She thanked the Alaska Railroad for painting the roundhouse; it looked great. Hunt echoed the sentiments about the Silver Salmon Derby. Long invited everyone to Donna Glenz' retirement open house from 5:30 — 7:00 p.m. at the City Hall Annex on Monday, August 28, 2017. Long appreciated the newly -paved roads in town. CITIZEN COMMENTS Norm Regis announced that someone had just caught the Silver Salmon Derby tagged fish for a brand new truck. Sharyl Seese requested that Assistant City Manager speak louder during the meetings, and complimented the City Attorney on speaking up. Amy Lui introduced herself as the new Planning Technician and said she was excited to start her career in planning with the city. Laura Schneider said she was new to the community and would appreciate suggestions on how to get involved in the community. 14 City of Seward, Alaska City Council Minutes August 14, 2017 Volume 40, Page COUNCIL AND ADMINISTRATION Altermatt said the Port and Commerce Advisory Board (PACAB) was a great way to meet people and get to know the city. She thanked Regis and the harbor staff for doing a great job. Squires said the Fire Department and the ambulance corps were always looking for volunteers. Casagranda suggested people get on the City Clerk's email list, and the Chamber of Commerce's email list to stay aware of events and issues. ADJOURNMENT The meeting was adjourned at 8:41 p.m. Johanna Kinney, MMC City Clerk (City Seal) 15 Jean Bardarson Mayor City of Seward, Alaska City Council Minutes August 28, 2017 Volume 40, Page CALL TO ORDER The August 28, 2017 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Jean Bardarson. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: Jean Bardarson presiding and Ri stine Casagranda Sue McClure comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Absent — Keil, Slater Dave Squires Deborah Altermatt CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Willard Dunham was disappointed that this year represented 50 years of the Institute of Marine Science in Seward and no one has mentioned it, including the university. He hoped there could be some kind of recognition for this milestone. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Casagranda/McClure) Approval of Agenda and Consent Agenda Bardarson added an Other New Business Item: Schedule a work session to get an update on the Electric Utility Rate Study from Michael Hubbard of Financial Engineering. Motion Passed Unanimous The clerk read the following approved consent agenda items: Appoint Laura Schneider to the Port and Commerce Advisory Board (PACAB) with a term expiring July, 2020. SPECIAL ORDERS, PRESENTATIONS AND REPORTS 16 City of Seward, Alaska City Council Minutes August 28, 2017 Volume 40, Page Proclamations & Awards Recognizing Retiring City of Seward Planner Donna Glenz. Proclamation Recognizing Founder's Day. Chamber of Commerce Report. Cindy Clock reported the chamber now had 407 members. Clock submitted statistics from the Silver Salmon Derby for the last three years. The chamber had a Volunteer Appreciation dinner cruise last week and they were accompanied by Governor Walker. The Seward Business Marketing group, the Seward Marine Industrial Center (SMIC) group, and the Alternative Energy group were starting their meetings again after summer breaks. Clock announced Meet the Candidates Night was scheduled for September 18, 2017. She had been receiving complaints of heavy traffic congestions at the intersections of Port Avenue and Fourth Avenue, and Port Avenue and the Seward Highway. She inquired if there was any consideration for a roundabout. City Manager Report. Jim Hunt stated the following purchase order between $10,000 and $50,000 was approved by him since the last council meeting: in campgrounds, $20,330 to Acme Fencing for the Little League Field backstop. Over the weekend, Bardarson, Hunt, and Long greeted Governor Walker at the Seward Airport and discussed airport conditions. Hunt felt it was a good meeting and an opportunity to have the conversation with the Governor. He received word that the Alaska Relay Race would be coming back to Seward next year. Long stated at the last meeting, council approved a one year lease for Exit Marine and there was erroneous language regarding hazardous materials. Long stated administration amended the language with a more detailed and appropriate clause regarding hazardous materials. Other Reports, Announcements and Presentations Presentation by the Keep Cannabis Legal Campaign on the Economic Impact of the Cannabis Industry in the Kenai Peninsula Borough. Presentation by Kenai Peninsula Borough on October 3, 2017 borough ballot proposition to raise the cap on transactions subject to sales tax. PUBLIC HEARINGS — None UNFINISHED BUSINESS — None NEW BUSINESS Resolution 2017-047, Authorizing The City Manager To Amend The Construction Contract With Hamilton Construction, LLC (HCL) In An Amount Not To Exceed $4,373,932.66 For 17 City of Seward, Alaska City Council Minutes August 28, 2017 Volume 40, Page Additional Phase 1 Harbor Improvements At The Seward Marine Industrial Center, And Appropriating Funds. Motion (Casagranda/McClure) Approve Resolution 2017-047 Long summarized the breakwater project to date. The improvements proposed tonight were to be used from funding authorized by the State of Alaska. He noted the city would want to take advantage of the funds while they still had them. Some of the proposed improvements were: heating the wash -down pad, widening the 330 -Ton Travelift, adding a floating dock, rehabilitating the North Dock, and installing a ten -ton public use crane. Long anticipated some additional change orders to come in the future for these smaller projects as well. Harbormaster Norm Regis added some of the details planned for rehabilitating the North Dock. He planned to work with the Port and Commerce Advisory Board on the implementation of fees to use the crane, which would come as an amendment to the Harbor/SMIC Tariff. Regis announced there was no wave activity inside the breakwater; Long added he was confident all boats of various sizes could come use the crane at SMIC and be safe from harsh weather. In response to Hunt, Regis confirmed the Spartan drill rig was planning to be in Seward another year. Motion Passed Unanimous Resolution 2017-048, Authorizing The City Manager To Enter Into A Sole Source Purchasing Agreement With Kendrick Equipment For An Amount Not To Exceed $71,300.00 To Widen The 330 -Ton Travelift, And Appropriating Funds. Motion (Casagranda/McClure) Approve Resolution 2017-048 Hunt stated this was to authorize the funding to allow widening the 330 -Ton Travelift to accommodate bigger vessels. This work would require the city to rent a crane to assemble the unit. Regis explained they could only widen the Travelift by four feet, and if they attempted to widen it more, it would require significant modifications, including additional legs and steering. He noted adding tonnage was less significant compared to being able to accommodate vessels up to four feet wider. Regis anticipated the work could be done within three or four days. In response to Altermatt, Regis said the work would likely be done during the winter. Motion Passed Unanimous Resolution 2017-049, Approving The 2018 Grant Year Budget For The Seward Community Health Center As Required By The Co -Applicant Agreement Between The City Of Seward And The Seward Community Health Center. Motion (Casagranda/McClure) Approve Resolution 2017-049 IKE City of Seward, Alaska City Council Minutes August 28, 2017 Volume 40, Page Finance Director Kris Erchinger stated the city and the Seward Community Health Center (SCHC) were co -applicants as a Federally Qualified Health Center and received funding from the Health Resources and Services Administration (HRSA). The SCHC received this federal funding through the city. The center's annual budget was presented to their board of directors and was before the council for annual approval. Council had a work session earlier this evening to review and ask questions on this budget. The SCHC was requesting city funding in the amount of $300,000, which was down from $700,000 when the city originally started giving funds to the SCHC. Erchinger added of the requested $300,000, $200,000 of that would be dedicated to the Healthcare Facilities Fund, and if the SCHC needed to request any of that money for operations, they would need to come to council with that request. Motion Passed Unanimous Resolution 2017-050, Amending The 2017 And 2018 Budgets To Reflect The Delay In The Meter Exchange And Other Projects, And Re -Appropriating Funds From 2017 To 2018. Motion (Casagranda/McClure) Approve Resolution 2017-050 Erchinger stated these funds were budgeted for projects in 2017 and were now postponed to the following year, as they had not had the opportunity to start these projects. In order to maintain funding, the funds would need to be appropriated from 2017 to 2018. Motion Passed Unanimous Resolution 2017-051, Authorizing A Sole Source Contract With Pacific Power Group, For Repairs To The 1994 GMC Sander/Plow Truck For An Amount Not To Exceed $21,136.62 With A 15% Contingency For A Total Amount Not To Exceed $24,307.11, And Appropriating Funds. Motion (Casagranda/McClure) Approve Resolution 2017-051 Public Works Director Doug Schoessler said this resolution authorized repairs for the sand truck, because its transmission broke down and was out of operation for the last part of the winter season. In assessing the damage, staff checked on the options of purchasing old equipment, purchasing new equipment, or repairing the current equipment; repairing appeared to be the most cost effective choice. Squires was glad to see the contingency fund since the figure for repairs was only an estimate. He hoped the contingency could include any further equipment needed, but if it did not he was prepared to come back to council for more authorization. Council requested staff include this sanding truck into the Motor Pool Fund. Motion Passed 19 Unanimous City of Seward, Alaska City Council Minutes August 28, 2017 Volume 40, Page Other New Business Items Schedule a work session to discuss the future of the city property formerly leased by the U.S. Air Force. Council scheduled this work session for September 25, 2017 at 5:30 p.m. Review the DRAFT City of Seward 2018/2019 Biennial Budget Calendar. Council reviewed and revised the budget calendar. Schedule a work session to get an update on the Electric Utility Rate Study from Michael Hubbard of Financial Engineering. Council scheduled a work session for September 11, 2017 at 6:30 p.m. INFORMATIONAL ITEMS AND REPORTS On-going City Project and Goal List. June Financial Reports for the City of Seward and Providence Seward Medical and Care Center. Memorandum of Appreciation for Local Support of Student Exchange Program. COUNCIL COMMENTS Squires complimented the paving crew, Knik Construction. He thought the traffic control did a great job and appreciated them helping direct traffic after a vehicular accident this past weekend. He thanked Laura Schneider for applying to the Port and Commerce Advisory Board. Squires asked council to excuse him on September 11, 2017 as he would be attending the Alaska Fallen Firefighter Memorial that day. McClure stated they had a successful Founder's Day celebration today, it was a great event and Dennis McLain's presentation on the S. S. Dora was fantastic. She agreed that the paving project had been amazing and wonderful. Crews were helpful, useful, and very professional. McClure send her wishes to the Seavey family on the recent passing of Shirley Seavey. r Casagranda let the public know that the deadline to register to vote for the October 3, 2017 city and borough election was September 1, 2017 with the City Clerk. Altermatt thanked Dunham for speaking on the anniversary of the Institute of Marine Science in Seward. She congratulated Donna Glenz on her retirement and thanked her for her work. She agreed with the comments earlier regarding the heavy traffic at Port Avenue and the Seward Highway. She noted the pedestrian tunnel under the Seward Highway and its many issues with it. It was important to get pedestrians safely across the highway. Altermatt gave her condolences to the Seavey family, and noted Shirley Seavey would be missed. Bardarson asked the City Clerk to reach out to the University of Alaska Fairbanks to see if they have any ideas on the 50th Anniversary. The Alaska Sealife Center requested Bardarson's name be placed on their program for their annual gala, and she wanted to make sure council was in 20 City of Seward, Alaska City Council Minutes August 28, 2017 Volume 40, Page agreement with that (no objection was given). She thanked the chamber for including the governor and his family on the volunteer appreciation cruise. It was neat to see the S.S. Dora exhibit. Bardarson also gave her condolences to the Seavey family. She wished everyone a safe and happy Labor Day. Hunt extended high praise for Knik Construction and their paving crew. He stated they had gone above and beyond for the drivers of the town. He thanked Kenai Peninsula Borough Mayor Mike Navarre for coming tonight and facing the issues on the borough ballot. He thanked Glenz for all her years of work. Long thanked Glenz for her years of quality service. From being a patient at Seward General Hospital, to a private citizen needing a building permit, to being a colleague for the city, she was great to work with. Hunt thanked Assembly Member Kenn Carpenter for attending tonight. Bardarson noted an article in the paper about housing in Anchorage, and she encouraged council to read it prior to their next work session. CITIZEN COMMENTS Beckey Dunn thanked the city for putting an officer at the schools. She noted almost everyone on the Seward Parent Teacher Student Association (PTSA) board was stepping down this year. They needed people and it was a good volunteer opportunity. Dunn stated she owned two businesses and felt both might be affected by the potential raise of the $500 dollar sales tax cap. This did not take into consideration that people may consider going out of the borough for goods to save on sales tax. Dunn felt this change made a huge difference and might be worth driving to Anchorage for purchases. Doug Schoessler gave a road paving update. Crews got a break in the weather today and completed paving near the schools. They hoped to start tomorrow on Phoenix Drive and Dora Way and crews felt they were on schedule, weather permitting. He attended the Kenai Peninsula Borough's Industry Appreciation Day and noted Seward was acknowledged and represented. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Bardarson asked if, during the paving of Dora Way, crews planned to open the road at the top of the hill. Schoessler stated it was already open, but it was a rough road and he encouraged using caution. Bardarson said hotels were taxed on a nightly basis, as well as recreational uses. They were all daily charges. Foutz stated Seward was thinking of everyone in Texas struggling with the devastating Hurricane Harvey. 21 City of Seward, Alaska City Council Minutes August 28, 2017 Volume 40, Page Kinney clarified the voting registration deadlines, noting the last day to register with the Office of the City Clerk was Friday, September 1, 2017. If residents missed that deadline, they could still register online the State of Alaska through Sunday, September 3, 2017. ADJOURNMENT The meeting was adjourned at 9:14 p.m. Johanna Kinney, MMC Jean Bardarson City Clerk Mayor (City Seal) 22 Agenda Statement Meeting Date: September 11, 2017 From: Johanna Kinney, City Clerk Agenda Item: Appointment of Election Board BACKGROUND & JUSTIFICATION: According to Seward City Code 04.05.015 (a), City election boards are selected and appointed by the Kenai Peninsula Borough Assembly and each member shall be a qualified voter and resident within the precinct for which they are appointed. The members listed below were approved by the Borough Assembly. The qualified city residents that will constitute the election board and who have committed to work on October 3, 2017 are: • Mark Kansteiner, Chair • Patty Linville • Sue Faust • Gary Seese • Kerry Martin RECOMMENDATION: City Council approve the Election Board for the October 3, 2017 regular municipal election. 23 Agenda Statement Date: September 11, 2017 From: Johanna Kinney, City Clerk Agenda Item: Appointment of Canvass Board BACKGROUND & JUSTIFICATION: According to Seward City Code 04.01.115 (a), the City Clerk, subject to the approval of the City Council, shall appoint four or more qualified voters who shall constitute the election canvass board for the October 3, 2017 regular election. The canvass board is scheduled to convene the afternoon of October 5, 2017 to count the special need, absentee, and questioned ballots. This canvass board would comprise of the following City of Seward residents: • Dorothy Osenga, Chair Jennifer Carr Kristi Larson Quentin Carr RECOMMENDATION: The Seward City Council approve and appoint the above to the Canvass Board for the October 3, 2017 regular election. 24 MEMORANDUM TO: City Council FROM: Johanna Kinney, City Clerk DATE: May 22, 2017 RE: City projects and goals - REVISED The following list of City Council projects and goals was reviewed and discussed at the March 20, 2017 City Council Work Session, and revised as follows: 1. New ADA accessible parking location on west side of City Hall 1— construction underway as of 6/2017 2. Set location for Satellite Fire Station and Public Works Building 1 3- 4. Discussion on Air Force Rec Camp Site 4 - work session scheduled for 9/25/2017 Harbor nrano 6. Saltwater Heat Pump Project 7. Energy Efficiency of City Hall 8. Ground Transportation for Ambulance Services 9. Animal Shelter Improvements 4 — council passed a resolution 2/13/2017 10. ¢ modernized July 21, 2017 11. Research elected/appointed official tele -conferencing possibilities for meetings 3 12. Refine Exee tiye Session Pr-oee a» roa 3_ work session held on May 8, 2017, Clerk prepared memo in May 22, 201 7packet 13. Update the KPB Tsunami Warning message to include specific reference to the local radio station (91.7/106.1) 14. Incentivize family entertainment -type businesses to come to Seward 4 15. Affordable Housing (including Summer Worker Housing) 1 — work sessions held May 22, 2017, June 12, 2017, July 11, 2017 16. Develop South Harbor Uplands — council supported PACAB recommendations, set building height limit 17. Seward Community Health Center Expansion 18. Building Maintenance 2 19. LED Light Conversions 2 1 Potential Work Session 2 Address as a budget consideration 3 Awaiting City Attorney input - #11 will be scratched unless City Attorney advises differently 4 Currently underway 25 Memorandum Date: September 11, 2017 To: Mayor Bardarson, City Council Members From: Johanna Kinney, City Clerk Subj : City Clerk hiring process On August 14, 2017, the City Council accepted the resignation of City Clerk Johanna Kinney. Kinney's last day will be October 9, 2017. Council directed the City Clerk to advertise for her soon to be vacant position, with an application period closing September 5, 2017. Kinney advertised in the Seward Phoenix Log, Seward Journal, Alaska Dispatch News, Alaska Journal of Commerce, International Institute of Municipal Clerks Career Center (online), Alaska Association of Municipal Clerks (online), Alaska Municipal League Classifieds (online), and the International City/County Management Association Job Center (online). Three applications were received: Andy Bacon, Brenda Ballou, and James Toth. Copies of applications were submitted to the City Council on September 7, 2017 and are available for public review in the City Clerk's Office. Recommendation: Go into Executive Session to discuss the selection of candidates to interview, and finalize interview questions. Once those decisions are made, come out of executive session, announce interview finalists and direct the City Clerk to arrange interviews at a date to be determined. 26 City of Seward POSITION ANNOUNCEMENT City Clerk The City of Seward is seeking applications for the position of City Clerk. Salary is DOE. This position works directly for the City Council and prepares agenda packets; attends meetings and keeps records of proceedings; administers oaths and attests Mayor and City Manager signatures on documents; serves as parliamentarian; performs legal research; publishes all legal notices regarding council and board actions as required by law; establishes office policy; administers, coordinates and supervises elections for the City, Borough, State, and Federal elections; composes resolutions and ordinances for approval; provides for the codification and indexing of city ordinances; administers business permitting and licensing programs; and prepares and monitors the department's budget. The City Clerk supervises the records management for the city and authenticates records as necessary. The City Clerk supervises employees within the City Clerk department which includes the responsibilities of training, hiring, firing, evaluating performance and disciplinary actions. Must have a bachelor's degree in business administration or public administration, or an equivalent combination of experience and training displaying at least five years of high level administrative or management experience requiring independent judgment and initiative, preferably in the area of municipal government. Must have good organizational and grammar skills. Certification as a Certified Municipal Clerk (CMC) is preferred. Must be familiar with state and local legislative and election procedures. Send employment application, resume and a cover letter describing your qualifications and desire for the job, to the City Clerk's Office, City of Seward, P.O. Box 167 Seward, AK 99664-0167 by September 5, 2017. Visit http://www.cityofseward.us/index.aspx?NID=878 to obtain a job description and application for employment. Applications are public record and cannot be confidential. Published: Seward Phoenix Log, Seward Journal, Alaska Dispatch News, Alaska Journal of Commerce, International Institute of Municipal Clerks Career Center (online), Alaska Association of Municipal Clerks (online), Alaska Municipal League Classifieds (online), International City/County Management Association Job Center (online) Posted: U.S. Post Office Harbormaster Office City Hall bulletin board August 16, 2017 27 September 2017 October 2017 September 2017SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 1 2 3 4 5 6 7 3 4 5 6 7 8 9 8 9 10 11 12 13 14 10 11 12 13 14 15 16 15 16 17 18 19 20 21 17 18 19 20 21 22 23 22 23 24 25 26 27 28 24 25 26 27 28 29 30 29 30 31 Sun Mon Tue Wed Thu Fri Sat Aug 27 28 29 30 31 Sep 1 2 N Q N i N Q 6 7 8 9 Holiday (Office, 7:OOpm 10:30p 12:OOpm 2:OOp m P&Z m PACAB Mtg-Cancelle Mtg rn d (Council M Chambers) a� Ln 10 11 12 13 14 15 16 6:30pm 7:30pm 5:30pm 9:30pm 8:OOam S:OOpm CC Work CC WS - ICMA - 457 Session Budget Kick (Chambers - (Electric Off Kim) CD Utility Rate (Chambers) Q Study) a� 7:OOpm 10:30p m CC Mtg (Chambers) 17 18 19 20 21 122 123 4:OOpm 8:OOpm 4:OOpm 10:00p 12:OOpm 2:OOp Meet the m P&Z WS m PACAB Candidates (Chambers) Work Session N Night (Chambers) 6:30pm 10:00p mHPMtg & WS (Chambers) 24 25 26 7 28 29 30 5:30pm 7:30pm 6:OOpm 9:OOpm CC Work WS - Budget Session (Televised) CD(USAF m Rec (Chambers) Camp Property) a� Ln 7:OOpm 10:30p m CC Mtg (Chambers) Nanci Richey 1 9/7/2017 11:29 AM 28 October 2017 November 2017 October 2017SuMo 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 Sun Mon Tue Wed Thu Fri Sat Oct 1 2 3 4 6:00pm 9:00pm 6:00pm 9:00pm 12:00pm 2:00p WS - Budget WS - Budget m PACAB (Televised) (Televised) Mtg (Chambers) (Chambers) r, 7:00pm 10:30p m P&Z Mtg (Annex) 10 11 12 13 14 7:00pm 10:30p m CC Mtg (Chambers) 00 V O is 16 17 18 19 20 21 6:00pm 9:30pm Alaska Da (Of 12:00pm 2:00p P&Z WS (Chambers) m PACAB N Work Session Ln (Chambers) V O 22 23 24 25 26 27 28 7:00pm 10:30p m CC Mtg 00 N i (Chambers) N N V O 29 30 31 Nov 1 0 z N V O Nanci Richey 1 9/7/2017 11:30 AM 29