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Home My WebLink About09252017 City Council PacketSeward City Council Agenda Packet Seward's own Shelby Roy, Winner of three 2017 Alaska Junior Dragster Races September 25, 2017 City Council Chambers Beginning at 7: 00 p.m. 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA �-- �. 1 1111.r {Please silence all cellular phones during the meeting} September 25, 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 by Term Expires 2018 asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. In the event of such a request, David Squires the 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 1. Proclamation for Seward Drag Racer Shelby Roy ....... Pg. 3 Term Expires 2017 B. Chamber of Commerce Report.........................................Pg. 3A Deborah Altermatt C. City Manager Report............................................................Pg. 4 Council Member D. Other Reports and Presentations Term Expires 2017 1. Update on Electric Utility Rate Study by Mike Hubbard of Erik Slater Financial Engineering. Council Member Term Expires 2018 7• PUBLIC HEARINGS — None James Hunt City Manager Johanna Kinney City Clerk Will Earnhart City Attorney City of Seward, Alaska Council Agenda September 25, 2017 Page I 8. UNFINISHED BUSINESS — None 9. NEW BUSINESS A. Ordinances for Introduction * 1. Non -Code Ordinance 2017-003, Rescinding Section 4 Of Non -Code Ordinance 2013-012 Which Authorized Sole Source Negotiation For Disposal Of The Property Described As The West 1/2 Of Lots 19 And 20, Block 30, Original Townsite Of Seward; With Tax Parcel Id Number 14813010, Located At 408 Madison, And Instead Authorize Disposal By Sealed Bid At A Minimum Bid Of$36,700.........................Pg. 12 B. Resolutions 1. Resolution 2017-052, Accepting Funds From The Alaska State Library For The Public Library Assistance Grant In The Amount Of $7,000.00 And Appropriating Funds....................................................................................................................... Pg. 29 2. Resolution 2017-053, Amending The Fire Department 2017 Budget For Additional Hydrant Water Charges, And Authorizing $278,050 In Payment Of Under -Billed Fees From The General Fund To The Water Fund Since 2005, And Appropriating Funds....................................................................................................................... Pg. 46 3. Resolution 2017-054, Transferring $254,544 To The Capital Acquisition Fund Representing 50% Of The General Fund Annual Surplus For 2015 And 2016, And AppropriatingFunds...............................................................................................Pg. 50 C. Other New Business Items *1. Approval of the September 11, 2017 Regular City Council Meeting Minutes. ....Pg. 54 2. Discussion on process for request for infoi7nation. (Bardarson) ..........................Pg. 58 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. On -going City Project and Goal List......................................................................Pg. 68 B. Financial Reports for Providence Seward Medical and Care Center and the City of Seward through July, 2017.............................................................................Pg. 69, 74 II. COUNCIL COMMENTS 12. CITIZEN COMMENTS 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. ADJOURNMENT City of Seward, Alaska Council Agenda September 25, 2017 Page 2 14 w EME4 d u zw EMM4 Prr w U III 3 z is ►� M Report to COUNCIL September 25, 2017 Seward Chamber of Commerce, CV9 Cindy Clock We have greeted 14,870 visitors so far in the Visitor Center this year. On Oct 2 Jen Leahy will begin work at the Chamber in the capacity of Public Relations & Events Coordinator. Her first gig is the Alaska Travel Industry Association (ATIA) Fall Convention in Kodiak. We are very excited to have Jen join our team, she brings a wealth of experience to the position. The Energy Forum & Fair is October 13 & 14 at AVTEC. Yvette Galbraith, Seward Chamber Staff & the Alternative, Sustainable Energy Group are organizing the 41h Annual Energy Fair. A Science Project competition will be added this year (Stephanie Cronin, George Reising, Trevin Walker at SHS are all behind this addition). Chugach Electric is sponsoring a $1,000 scholarship to the winning project. Don Sutherland, FNBA, and the Seward Chamber are also among the sponsors. Bethany Waggoner's art students will submit art projects. Please watch for promotional flyers coming out soon. October Chamber Lunches: 10/13 FBNA Security Officer Don Krohn 10/27 KPBSD Superintendent Sean Dusek The Seward Chamber Board of Directors sent letters of support for Silverton Mt. Guides Heli Ski to Senators Murkowski & Sullivan. Still no movement on USFS permit. The Board also sent a letter in support of Trail Lake Hatchery for their grant request of a video system in the visitor center. 2017 saw a fantastic shore fishery for Silvers in Seward. This photo was taken on Sept 19th tU CITY OF SEWARD Jim Hunt, City Manager P.O. Box 167 Telephone (907) 224-4047 Seward, AK 99664 Facsimile (907) 224-4038 MANAGER'S REPORT SEPTEMEBR 1, 2017 — SEPTEMBER 15, 2017 The following purchase orders between $10,000 and $50,000 have been approved by the City Manager since the last council meeting: 09/07/17 Campgrounds T2 Systems $19,012.50 Updated controllers for Luke pay stations 09/13/17 Public Works - Roads & Streets Univar $33,575.25 Salt and calcium chloride ADMINISTRATION • Eastern Peninsula Highway Emergency Services Area (EPHESA) presentation • Kim Townsend (Corps) & Wes Coleman, Chief of the Office of Water Project Review, visited Seward to discuss Lowell Canyon Waterfall • Lowell Creek Flood Diversion Alternatives Meeting • Met with Captain Jeff Good & Steve Sabellico from the U.S. Coast Guard • Budget work • Dieckgraff Road flooded — continuing communications with the Borough • Kenai Peninsula Borough Resilience Workshop Meeting Minutes (attached) • Conducted meetings with Hamilton Construction and R&M for the Breakwater project on 09/14/17 and 09/21/2017. • 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 has started their $2,000,000 refurbishment of the Park Service Building. • PACAB is currently working on the SMIC development plan. • Kendrick Equipment will be here Tuesday and Wednesday to replace the Salami valve system on the 50 ton travelift. • The harbor has hired a new administrative assistant in the front office. • The harbor will have a quarterly inspection from the Coast Guard for our security plan at SMIC 11 SEWARD COMMUNITY LIBRARY AND MUSEUM August 2017 Statistics • 20179 Front Door Counter • 965 Museum Admission • 3 Museum Research Requests • 446 Iditarod Movie Admission • 34 Programs • 4745 Joint Library Catalog Circulation for Seward (4,117 from our local collection) • 684 Seward Joint Library Catalog Users for Seward • 519 Alaska Digital Library Circulation for Seward • 18 Passport Applications • 18 Notaries • 120 Room Uses • 6 Proctored Exams • 1961 Public Computer Sessions News and Updates • Both Library Museum Winter Hours began September 18th and will continue through next May: 2017-18 Winters Hours September 18 - May 12 Library Winter Hours Mon: 11 am - 6pm Tues, Wed, Thurs: llam - 8pm Fri, Sat: 11 am - 6pm Closed Sunday Museum Winter Hours Tues-Thurs: by advance appointment Fri -Sat: 12pm - 5pm Closed Sunday & Monday Free winter admission! • A new Story Time season began on Friday, September 22nd at 11 am in the Children's Room. Please note the time change from 10:30 am to 11 am. Museum Story Time, to be held once a month through April in the Museum with our Curator of Exhibits & Collections, Maddi McGraw, will begin November 17th with a Museum Explorers theme to help both adults and children become familiar with the museum space. Don't miss this opportunity to interact with the Children's Area equipped with related books, puzzles and play things in the Museum. Children under five and their adults are welcome to join the fun with stories and activities. • The Lunch Bunch program for all Seward area homeschooled students kicks off on Wednesday, September 271h, 12:30-1:30 pm. The Lunch Bunch will continue to meet on the last Wednesday of the month through April to talk about books recently read and may also include related craft and activities. 5 • Banned Book Week began in 1982 to celebrates our freedom to read and is observed across the nation September 24-301h. Stop by to check out some of the titles that have been banned in other libraries and communities through time and to learn more about how we support the right of every individual to access books and information presenting all points of views and ideas without restriction. • The Library Museum will be closed October 5th for a Training/Work Day, which will reoccur on or about the first Thursday of the month, October - May. This will provide all staff with much needed time to catch up on training as a group as well as independently, as well as further develop work skills, programs and services. • Author program on Tuesday, Oct 17th, 5-6 pm in the Community Room of "Melting the Ice Curtain: The Extraordinary Story of Citizen Diplomacy on the Russian Alaskan Frontier" by longtime Alaskan and Russian expert, David Ramseur. Join us for an evening of Alaska history and the role our great state played in the Cold War. www.davidramseur.com • Don't miss the Look Up to the Stars event for all ages with Kevin Manning on Tuesday, Oct 241h, 4- 6pm in the Community Room. Enjoy an educational and entertaining exploration of the universe, the stars and other celestial wonders, as well as a refreshingly large perspective gained by looking up to the stars. This program is dynamic and engaging, and audiences have the opportunity to view the amazing rings of Saturn, craters of the moon and other jewels of the night sky through a powerful telescope, weather permitting. Thank you to the Seward Community Library Association who has generously sponsored this special program. www.lookuptothestars.com • The Seward Community Library Association is resuming monthly meetings this fall, normally held in the evenings at the Library Museum on the third Thursday of each month and are open to the public. Visit their website to learn more about them: www.friendso/sclm.or • The Resurrection Bay Historical Society has also resumed monthly meetings this fall, normally held in the evenings at the Library Museum on the fourth Thursday of each month, and are also open to the public. Visit their website to learn more about them: www.resbayhistorical.or ELECTRIC DEPARTMENT • Number of outages/trouble calls in August: 14 • Number of new Job Orders started since January 1, 2017: 34 • The boring contractor is finishing up their work at SMIC and as soon as they are done, they will bore the final conduit under the lagoon. Once the conduit is in, the line crew will be able to underground the power lines at the lagoon and cut down the poles. This will mitigate the swans and other migratory bird's flight hazard in the future. • We have finished clearing trees under the Transmission line with the excavator/Fecon for the season but will continue as needed with the large bucket truck. We received an email of appreciation for waiting on the nesting season to finish before we cleared the Nash Road Transmission line. • End of Construction Season Notice: person(s) wishing to obtain new or temporary water, sewer, or electric service must make requests for service connections no later than September 29, 2017 and must have paid all fees and be ready to receive service by October 13, 2017. Work orders and requests received after September 30, 2017 will be processed on a weather permitting basis. PUBLIC WORKS Water, Wastewater Utilities • Crews are conducting repairs to water lines and working on drainage at SMIC facility • Lift Station 3 ditching 2 • We will soon be flushing sewer lines and flowing hydrants prior to the winter freeze. Streets • Street crews are working on grading gravel roads and smoothing alleys from all the rain we have had lately. • Dozer work in the falls to prevent flooding. • Paving is going very well. We hope to be finished with all by the end of September. • New "No Parking" signs have arrived and will be installed soon on 4th and 5th Avenues. This parking shift will allow snow and ice removal once per week from road edges, so the storm drains and gutters will stay clearer and function properly. Shop • The shop is doing preventive maintenance, many repairs, and prepping equipment for winter. Buildings • We are working on a water leak upstairs at City Hall • We had a small leak at the Community Center building. 11PARKING TUESDAYS 2:00 AM TO 8:00 AM OCT 15-MAR 15 11PARKING WEDNESDAYS Z:00 AM TO 8:00 AM OCT 15-MAR 15 New signs for snow removal and street cleaning on 4"' and 5d' from Adams south to Railway. Note: DOT to add the same signage on 3rd Avenue Monroe to Railway. PARKS AND RECREATION Sports & Rec Division: • Attendance is increasing, due to the excessive rainfall, as participants seek more indoor options. • Recruiting for Urbach's Youth Basketball League's adult, volunteer Coaches and adult and youth officials. • We are accepting registrations for Adult Recreation Volleyball, Adult Competitive Volleyball, Adult Basketball, adult Racquetball leagues and Archery league, is just around the corner starting in November. Sports & Recreation Counter/Gym Winter Hours: Tues - Fri 9:30am to 9: pm, Saturday 10 am to 6 pm. • Roller Skating for all ages: Saturdays: 2:00 pm to 3:30 pm. • Rockwall Friday 7:00 pm to 9:00 pm, or by appointment. • Sauna Hours remain: Tuesday night and Thursday night: Men 7 pm to 8 pm; Women 8 pm to 9 pm. The Teen Rec Room or TRR • Middle School and High School kids are coming in from the rain to use the center at a steady rate. We offer field trips, snacks, games, 8-ball, ping pong, karaoke, games from A to Z, crafts and more. Teen & Youth Center or TYC • Preparations for the community's Halloween Carnival have begun. We are accepting booth registrations now. We are seeking new booths. Who will lead the Haunted House this year? • Still seeking a part time position to assist with After School Program and weekends. • Attendance ranges from 15 to 25 kids per day. Programs include crafts, outdoor activities and STEM (Science Technology Engineering Mathematics) programs. • Our record -breaking, summer Camp TYC program is being highlighted along with the Alaska Afterschool Network (ANN) in the annual report of Alaska Children's Trust (ACT). Thanks to ANN, ACT, Seward Prevention Coalition and the Seward Community Foundation for funding and assisting with offering STEM programs and special programs this, past summer! • Working on a grant to attend the Alaska Afterschool Network conference in Fairbanks in November. Parking Department • Implemented "Shoulder Season" rates on September 1st, marking every parking space 50% off. Parking closes September 30. • Generated September revenues of $9,424 as of September 14th, totaling $373,651 for the entire season which is $9,717 higher than the entire previous, 2016 season. • Requested quotes for major asphalt repairs to Permit Lot outside of the South Harbor Uplands area. • Continued grass and parking area maintenance along Seward Highway in North and South Lots • Continued database work for paid and unpaid parking tickets to find additional pathways to unclaimed revenues. Campgrounds / Park Maintenance • Campground operations continued. Most volunteer Campground hosts gone for the season. • September rates: RV Water + Electricity: $20/night; Dry RV: $10/night; Tent: $10 night. D1 grading potholes; Little League Ballfield repair; Shower house partitions repairs. Rebuilt Founder's monument outdoor park benches; Assembled new picnic tables and placed throughout the campgrounds; Clear coat panels outside of Kawabe Park; Power wash Kawabe Park bus stop and Branson Pavilion; Closed Boulder Park camping and Spring Creek camping; New fire ring/grill shipment; Bike path repair; Removed brush from Forest Acres Park & Campground; Graffiti removal; Rebuilt fence at Ballaine playground; Permit posts installed in Resurrection South campground; Dug a drainage trench outside Wellington Restroom. FINANCE • The finance director held meetings with PAMC administration regarding the recommendation to transition one of Seward Mountain Haven's lodges to assisted living rather than long-term care. Given the State's approval of a 120+ bed long-term care facility in the Matsu borough, we expect census challenges to be exacerbated in the future, so seeking alternative ways to maximize the use of the facility in order to cover our bond payments, remains a priority. We will continue to analyze the financial impacts of any proposed change in utilization of the LTC facility. In these discussions, we became aware of an outstanding liability owed from PSMC to PAMC in excess of $4M, resulting from the transfer from PSMC to the City, of sufficient LTC revenues to cover bond payments, reducing the amount available for operational costs, thus incurring this operational deficit. We have asked for an in- depth analysis of the cause of this liability from PAMC Finance which we expect to hear back on in October, due to the timing of Providence's annual budget process. • Finance has worked with departments to develop budget projections for the 2018/2019 Biennial Budget, including meetings with the administration and department heads during the week of September 4. We have also worked with Financial Engineering's Mike Hubbard on his electric utility rate analysis, providing data and analysis related to the seasonal electric rates, tariff options and his recent presentation to Council. We are assisting departments with utility tariff analyses, and especially with developing rate alternatives for Council to consider in the upcoming budget discussions on utility rates. • Finance has prepared the data necessary to recommend the sealed bid disposal of the foreclosed property formerly owned by DE Wood, 408 Madison. We are working with community development to develop a recommendation to Council with respect to disposal of four remaining foreclosed parcels on Second Avenue. We will also recommend sealed bid disposal of those properties, with remaining work to be done with the Borough to determine the manner in which the parcels are to be segregated for disposal. • We completed the on -site review with the US Army Corps of Engineers staff, to develop a pre -condition site and facility assessment for use in the proposed upcoming lease renewal for the Army Rec Camp. The draft lease agreement has been reviewed by the City's attorney and is in the final stages of review with the Army Corps. We expect to bring a new lease to the Council in October. • On a positive note, the State of Alaska announced that the Alaska Retirement Board retirement funds gained earnings of 13.35% for the Public Employees Retirement System for the fiscal year ended June 30, 2017. These returns place the retirement system in the top third decile of public pension funds nationally. The PERS retirement system has achieved average returns of 8.95% over the last 33 years, exceeding the actuarial return assumption of 8.00%. • Another great bit of news! The Seward Community Health Center was successful in its grant request through HRSA and has been awarded a $175,700 grant to provide access to Mental Health and Substance Abuse Services in Seward. This should be a great opportunity for the clinic and Seaview to partner in the improvement of access to critical services for an underserved and vulnerable segment of our community. Congratulations to the CHC staff for their hard work in pursuit of this grant. 0 City of Seward, August 22nd, 2017 Community Needs and Priorities Gravel/Sediment and Flooding • Several million cubic yards of silt comes from glacial melting each year, resulting in increased flooding in multiple areas. This issue will only get worse as more silt builds up. o Removing in -stream bed -loads is expensive and obtaining funding from State and Federal partners has proven extremely difficult (as the work is generally identified as "maintenance" work). o State tax/fees are associated with removal of gravel from streams. • Identified floodplains are based on historic flood levels and may not adequately account for changes associated with rising stream floors. • There is limited developable land in Seward and much of what appears to be appropriate for development is at risk to flooding due to sediment issues and related channel migration. • Lowell Creek Diversion Tunnel has been identified as "conditionally unsafe" by the USACE in part due to regular sediment -clogging issues. • Relatedly, the road going out to Lowell Point is impacted by avalanche and snow. Road totally blocked off from landslides in past, limited to water taxi access. Levees • Numerous levees (many of which are essentially just gravel banks), constructed at different times in and around the City to protect different areas, are well -beyond their original intended useful life and could be at risk to breaching. • Multiple levees have eroded during flood events in recent years. Some have been restored, but future breaches of these levees could lead to major damage to schools, residences, and businesses Priority Actions Identified During Panel Discussion 1. Internal Capacity Building -in terms of community connectivity and ability to address needs of vulnerable populations. Existing Resources: CERC community engagement resources; staged emergency evacuation event Specific Ask: Community Engagement Plan for CRS Contoct(s): Jimmy Smith (State NFIP Coordinator, AK DCRA), Cynthia McCoy (Risk Analyst, FEMA Region 10), Karen Wood-McGuiness (Floodplain Management Specialist, FEMA Region 10) 2. Collect, organize, and make data available (including multi -hazards maps and BFE+ Depth Grids) Existing Resources: Region X FEMA data sets; the State Parks parcel viewer (which could also potentially host this data) Specific Ask: Coordinate with Chris Clough to post the risk database within the parcel viewer Contoct(s): Marshall Rivers (FEMA Regional Service Center), Sally Cox (State Risk MAP Coordinator, DCCED), Chris Clough (GIS Manager, KPB Office of emergency Management), Tyra Edwards (State Parks viewer) 3. Develop a Sediment Management Plan Existing Resources: Sawmilk Creek could serve as a template for the Sediment Management Plan. It is being referred to as a site -specific hazard mitigation plan. Requires approval from DNR Specific Ask: Help identify sources of funding for change detection maps, sediment detection, identification of locations where sediment can be deposited Contoct(s): Brent Nichols (State Hazard Mitigation Officer, AK DHS&EM) for Pre -Disaster Mitigation Grant Program; Cynthia McCoy (Risk Analyst, FEMA Region 10) & Sally Cox (State Risk MAP Coordinator, DCCED) for CTP funding 4. Reframe sediment removal as more than a maintenance issue; Action is necessary because the build-up of sediment exacerbates the intensity of flood events Specific Ask: DHS&EM to provide language that would help frame sediment removal as a flood mitigation issue Contoct(s): Brent Nichols (State Hazard Mitigation Officer, AK DHS&EM), Alex Fonteyn (Resilience Specialist, AK DHS&EM) 5. Beach Nourishment using removed gravel could provide a win -win solution Specific Ask: DHS&EM to provide language that would help frame sediment removal as a flood mitigation issue, as opposed to a maintenance issue Contoct(s): Michael Levkowitz (Project Coordinator, FEMA Community Outreach Team), Cynthia McCoy (Risk Analyst, FEMA Region 10), Sally Cox (State Risk MAP Coordinator, DCCED) 6. Grant funding for implementation of actions Existing Resources: PDM Funds allocated by FEMA to State of Alaska on annual basis. HMGP funds made available following declared disaster event (75% federal and 25% match). USACE might also be able to assist. Grant funding is also provided by other state and federal agencies (grant was previously awarded to City of Seward for EWP through NRCS for powerline protection Specific Ask: When pursuing FEMA funding, support in developing successful applications that are competitive with a focus on the Benefit -Cost Analysis (BCA). Challenge meeting BCA threshold because the property protection numbers are low in relation to the cost of investment. Support in rethinking funding opportunities by relating needs to economic development or environmental protection, as opposed to flood mitigation Contoct(s): Brent Nichols (State Hazard Mitigation Officer, AK DHS&EM) and Alex Fonteyn (Resilience Specialist, AK DHS&EM) for FEMA Grants; John Foutz with City of Seward Electric Department for NRCS background; Sally Cox (State Risk MAP Coordinator, DCCED) for diverse funding sources. 7. Floodplain Management and Training for Locals EXISTING RESOURCES: CFM Exam Prep Course Specific Ask: Host a CFM Exam Prep Course CONTACT: Sally Cox (State Risk MAP Coordinator, DCCED), DHS, EM 8. Community Rating System outreach and engagement Existing Resources: FEMA Region X contacts and resources Specific Ask: Provide materials and support to help raise awareness about the value of participating in the Community Rating System in terms of saving money and reducing flood risk. Contoct(s): Cynthia McCoy (Risk Analyst, FEMA Region 10) Sponsored by: Hunt Introduction Date: September 25, 2017 Public Hearing Date: October 9, 2017 Enactment Date: October 9, 2017 CITY OF SEWARD, ALASKA NON -CODE ORDINANCE 2017-003 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, RESCINDING SECTION 4 OF NON -CODE ORDINANCE 2013- 012 WHICH AUTHORIZED SOLE SOURCE NEGOTIATION FOR DISPOSAL OF THE PROPERTY DESCRIBED AS THE WEST 1/2 OF LOTS 19 AND 20, BLOCK 30, ORIGINAL TOWNSITE OF SEWARD; WITH TAX PARCEL ID NUMBER 14813010, LOCATED AT 408 MADISON, AND INSTEAD AUTHORIZE DISPOSAL BY SEALED BID AT A MINIMUM BID OF $36,700 WHEREAS, the Seward City Council approved Non -Code Ordinance 2013-012 on August 26, 2013, authorizing foreclosure on the above -named property for delinquent property taxes and because the property was vacant and had become a public safety hazard, and authorizing the disposal by sole source negotiation with the adjacent property owner who had agreed to provide for the full demolition, removal and clean-up of the parcel; and WHEREAS, at the time of enactment of Non -Code Ordinance 2013-012, the 50 foot x 60 foot parcel was a non -conforming undevelopable parcel due to its size, but since that time, the Seward City Council enacted Ordinance 2016-009 on January 23, 2017, modifying the minimum lot size to 3,000 square feet, making this parcel a developable parcel; and WHEREAS, since enactment of Non -Code Ordinance 2013-012, the adjacent property owner decided not to acquire the property by sole source negotiation, and the parties ceased to negotiate; and WHEREAS, the City obtained title to the property from the Kenai Peninsula Borough in accordance with Section 2 of Ordinance 2013-012, has completed the process of removing structures from the property and cleaning up the property and is proceeding to dispose of the parcel; and WHEREAS, Seward City Code §7.05.210 establishes that the sale of real property be by public auction or sealed bid and the administration recommends sale of this parcel for cash deposit and a purchase agreement by sealed bid at a minimum bid of $36,700 reflecting the 2017 Kenai Peninsula Borough property assessment on the land, considered to be lower than fair market value, but covering the City's costs of property foreclosure and clean-up; and WHEREAS, Seward City Code §7.05220 provides that sealed bids shall be submitted in a sealed envelope marked "Real Property Bid" and must be accompanied by a check or money 12 CITY OF SEWARD, ALASKA NON -CODE ORDINANCE 2017-003 order made payable to the city, and this sale will require a bid deposit equal to 20% of the amount bid; and WHEREAS, upon successful receipt of bids, the City Council will approve the final disposition of the real property based on the highest bid received, and shall approve any purchase agreement prior to its execution by the City, and should purchaser fail to meet the terms of the purchase agreement at any time after award by Council, purchaser shall forfeit bid deposit and the next highest bidder shall be considered the successful bidder, upon approval by the Seward City Council. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, HEREBY ORDAINS that: Section 1. This is a Non -Code Ordinance. Section 2. The City has determined by Non -Code Ordinance 2013-012 that it has no public purpose for West 1/2 of Lots 19 and 20, Block 30, Original Townsite of Seward. Section 3. The Seward City Council hereby rescinds Section 4 of Non -Code Ordinance 2013-012 which authorized sole source negotiations for disposal of the property described as the West 1/2 of Lots 19 and 20, Block 30, Original Townsite of Seward, with tax parcel ID number 14813010 located at 408 Madison, and instead authorizes disposal by sealed bid at a minimum bid price of $36,700. Section 4. The City Manager and Finance Director are hereby authorized to conduct a public sale by sealed bid advertised in a newspaper of local circulation. The agreement will be subject to approval by the Seward City Council. Section 5. The City Council hereby finds it to be in the public interest to sell this parcel for a minimum bid of $36,700 which may be less than fair market value, recognizing that State law requires that any amount received in excess of the City's cost to foreclose, demolish structures, clear the property and prepare the property for sale shall revert to the last known owner of record of the property prior to foreclosure. Section 6. The recitals stated above are hereby adopted as findings of the City Council. For these reasons, the City Council authorizes the sale and transfer of this property as is, where is, with no warranties, and for less than fair market value. 2017. Section 7. This ordinance shall take effect ten days following its enactment. ENACTED by the City Council of the City of Seward, Alaska, this 9th day of October, 13 CITY OF SEWARD, ALASKA NON -CODE ORDINANCE 2017-003 AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, MMC City Clerk (City Seal) THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor 1 `. Agenda Statement Meeting Date: September 25, 2017 To: City Council Through: Jim Hunt, City Manager From: Kristin Erchinger, Finance Director OW Agenda Item: Disposal by Sealed Bid of DE Wood Property, 408 Madison BACKGROUND & JUSTIFICATION: The Seward City Council passed a non -code Ordinance on August 26, 2013, authorizing the foreclosure of a real property parcel located at 408 Madison (tax parcel 14813010), previously owned by DE Wood (deceased). The property was identified as a public hazard and the City intended to foreclose on the property, conduct clean-up, and then sell the property. At the time of the foreclosure, the parcel was too small to be developable according to the City's then -existing development standards. Therefore, the Council agreed to a sole -source negotiation with the adjacent property owners, to purchase and clear the property. The property owners have since declined to purchase the property, and the City's development standards were modified in Ordinance 2016-009 passed January 23, 2017, authorizing the development of smaller lot sizes, making this 50 foot x 60 foot parcel a developable parcel. The City has incurred costs associated with foreclosure, demolition and clean-up of the property, and is prepared to sell the parcel. The administration recommends selling the property at a minimum bid of $36,700 which reflects the assessed valuation as determined by the Kenai Peninsula Borough, for 2017. The assessed value is considered to be below market value, but State law requires the City return any surplus proceeds from the sale to the estate of the former property owner, and the amount of $36,700 is sufficient to cover the City's costs incurred in property foreclosure and clean-up. The disposal of City -owned real property is addressed in Seward City Code §7.05 which requires the sale be by public auction or scaled bid. The administration recommends sale by sealed bid for cash deposit of 20% plus purchase agreement, for a minimum bid price of $36,700. INTENT: To modify Non -Code Ordinance 2013-012 to remove Section 4 which authorized sole source negotiation for disposal of the West 1/2 of Lots 19 and 20, Block 30, Original Townsite of Seward, and instead allow for the sale of the property by competitive sealed bid. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (2020): 3.9.2.1 Encourage citizens, as well as the City to take an active role in beautifying... the community. " Page 30 X 2. Strategic Plan (1998): "Promote a safe community" Page 18 X 15 Other ('list): Ordinance 2013-012 and Ordinance 2016-009. Numerous 3 sections of Title 9, Seward City Code Health and Safety, support this X action. Municipal Lands Management Plan tax lien/foreclosure, page 3. FISCAL NOTE: The City has incurred costs of approximately $33,733 associated with the foreclosure and clean- up of this property. The sale of this parcel at the KPB assessed value will reimburse the City for its costs. Approved by Finance Department: ATTORNEY REVIEW: Yes X No RECOMMENDATION: Council approves Non -Code Ordinance 2017- 003 to rescind Section 4 of Non -Code Ordinance 2013-012 which authorized sole source negotiation for disposal or 408 Madison and instead authorize disposal by sealed bid. 16 Property Details Page 1 of 2 WELCOME PROPERTY SEARCH CONTACT U5 RETURN TO KPB HOME 4ENIN�� L L� � , pR0r Go Back Property Search Print Report Property Taxes General Info Property Owner. Property ID 14813010 1 SEWARD CITY OF PO BOX 167 Address 408 MADISON ST SEWARD AK 99664-0157 Transfer Date 7/23/2014 Change of Address Document / Book Page 20140007670 Owners) Acreage 0.0700 Tax Authority Group 40 - SEWARD CITY Legal Description Description T I S R 1 W SEC I 0 Seward Meridian SW 0000001 ORIGINAL TOWNSITE OF SEWARD W1 /2 OF LOTS 19 & 20 BLOCK 30 Value History Year 2017 2016 2015 2014 2013 2017 2011 200 Reason Main Roll Main Roll Main Roll Main Roll Main Roil Main Roll Main Roll Main Roll Main F Certification Certification Certification Certification Certification Certification Certification Certification Certificf Land Assd S36746 $36,700 _ $36.700 $36,700 S36,700 $35.700 $36,700 $36,700 $34 Imp Assd $1,500 $1,500 $1,500 $17,900 r S15,900 $15.500 $18,600 $17,900 $15 Total Assd $38,2oo $38,200 $38,200 $54,600 $52,600 $52,200 $55,300 $54,600 M f Extension Details 51t Address Type Grade Year Built Value Sketch Legend C tet'ILUts Floor Areas Exterior Features 9 eFr Story Attribute Detail Type CABIN Occupancy Single family Roof Structure Gable EFP Roof Cover Shake shingles-med Heating Space heater Stories 1.0 Bathrooms 1 1 Exterior wall Stucco I Interior Wall Normal for Class 1 interior Flooring Base Allowance 408 MADISON ST CABIN Low+ 1935 $0 http:l/ak-kenai-assessment.publicaccessnow.com/PropertySearch/PropertyDetails.aspx?p= l ... 9/6/2017 Sponsored by: Hunt 3 Introduction Date: August 12, 2013 t �. Public Hearing Date: August 26, 2013 Enactment Date: August 26, 2013 CITY OF SEWARD, ALASKA NON -CODE ORDINANCE 2013-012 A NON -CODE ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE COMPLETION OF THE TAX FORECLOSURE PROCESS AND THE DISPOSAL OF THE PROPERTY DESCRIBED AS THE WEST % OF LOTS 19 AND 20, BLOCK 30, ORIGINAL TOWNSITE OF SEWARD; WITH TAX PARCEL ID NUMBER OF 14813010, LOCATED AT 408 MADISON WHEREAS, the Kenai Peninsula Borough has initiated foreclosure on the property with tax parcel number 14813010 and a legal description of the West % of Lots 19 and 20, Block'3 0, Original Townsite of Seward for delinquent property taxes and notified the City of Seward of this action; and WHEREAS, the property is located on the north side of Madison Street between Fourth and Fifth Avenues; and WHEREAS, this property is vacant and has become derelict, a public safety hazard, and extremely unsightly. Over the past few years numerous complaints have been received by the Community Development office. The parcel owner, Darwin E Wood, passed away in January 2010 leaving no heirs willing to take ownership and/or responsibility of the parcel; and WHEREAS, this parcel is a 50 foot x 60 foot legal non -conforming undevelopable parcel; and WHEREAS, the adjacent property owner has expressed an interest in acquiring the parcel by providing the full demolition, removal and clean-up needed to restore the parcel; and WHEREAS, it is in the best interest of the city to obtain title from the Kenai Peninsula Borough and transfer ownership to the adjacent property owner for cleanup and property restoration, thereby placing it back on the tax rolls and resolving the life safety concerns for the public; and WHEREAS, the City of Seward has no public purpose for the real property, and on July 16, 2013 the Planning and Zoning Commission approved Resolution 2013-13 recommending the City Council declare the real property to be surplus and eligible for disposal by sole source negotiations. ;. CITY OF SEWARD, ALASKA NON -CODE ORDINANCE 2013-012 Page 2 of 2 NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, HEREBY ORDAINS that: Section 1. This is a Non -Code Ordinance. Section 2. The City Manager and City Attorney are hereby authorized to complete the tax foreclosure process needed to obtain the Clerk's Deed for the parcel with the legal description of the West 1/2 of Lots 19 and 20, Block 30, Original Townsite of Seward. Section 3. The City of Seward has no public purpose for West %a of Lots 19 and 20, Block 30, Original Townsite of Seward and declares the property surplus and available for disposal. Section 4. The City Manager and City Attorney are hereby authorized to negotiate and enter into an agreement whereby the city will transfer the West'/2 of Lots 19 and 20, Block 30, Original Townsite of Seward to the adjacent property owner by sole source negotiations. The agreement will be subject to approval of the City Council following a public hearing. Section 5. The recitals stated above are hereby adopted as findings of the City Council. For these reasons, the City Council authorizes the transfer of the property as is, where is, with no warranties, and for less than fair market value. Section 6. This ordinance shall take effect ten days following its enactment. ENACTED by the City Council of the City of Seward, Alaska, this 26t' day of August, 2013. THE CITY OF SEW , A SKA 0 David Sewwa , or AYES: Valdatta, Bardarson, KeiI, Shafer, Terry, Seaward NOES: None ABSENT: Casagranda ABSTAIN: None 'BrJ. enda% r/ Acting City Clerk i J 19 Agenda Statement Meeting Date: August 12, 20I3 To: City Council Through: City Manager, Jim Hunt Assistant City Manager, Ron Long From: Donna Glenz, Planner Agenda item: Authorizing the completion of the tax foreclosure process and disposal of the parcel legally known as the West'/2 of Lots 1.9 and 20, Block 30, Original Townsite of Seward, located at 408 Madison Street BACKGROUND & JUSTIFICATION: Attached for the City Council's review and adoption is Non -Code Ordinance 2013-Q authorizing the completion of the Kenai Peninsula Borough (KPB) Tax Foreclosure process on tax parcel 14813010, with the legal description of the West '/a of Lots 19 and 20, Block 30, Original Townsite of Seward, located at 408 Madison, for delinquent property taxes. Alaska State Statue declares all unredeemed property inside the City Limits is deeded to the City subject to the payment of the unpaid taxes and foreclosure costs against the property. The City was noticed of the tax foreclosure on the above property and now needs to declare the intent of the property. This determination is required by AS 29.45.460. This property has become derelict, a public safety hazard as well as extremely unsightly and over the past few years numerous complaints have been received by the Community Development office. However the parcel owner passed away in January 2010 leaving no heirs willing to take ownership and responsibility of the parcel. On June 3, 2013 the City Building Inspector and Fire Chief conducted a physical inspection of the parcel and structure finding it dangerous to human life and the public welfare. This property is a legal non -conforming 3,000 square foot parcel, 50 X 60 feet. The parcel does not meet the minimum zoning code requirement for buildable lot size of 6,000 square feet (SCC§15.10.220 Development Requirements & SSC§15.10.220, note 2, B) or the buildable 3,000 square foot originally platted lot requirement (SSC§15.10.220, note 2. D); therefore the lot is undevelopable. The only adjacent property owner has expressed an interest in acquiring the parcel by providing the full demolition, removal and clean-up needed to restore the parcel. It is in the best interest of the City to obtain title from the KPB and transfer ownership to the adjacent property owner for cleanup and property restoration; thereby placing it back on the tax rolls. The City of Seward has no public purpose for the real property and City staff and the Planning and Zoning Commission recommend the City Council declare the real property to be surplus and eligible for disposal. CONSISTENCY CHECKLIST: Yes No NIA Comprehensive Plan (2020): 1. 3.9.2.1 Encourage citizens, as well as the City to take an active role in i X beautifying. the community, " & ze 30 2. Strategic Plan (1998): "Promote a safe community"a 18 X 3 Seward City Code: Numerous sections of title 9, Health and Safe support this action: X 4. Municipal Lands Management Plan: Tax/Lien Foreclosure: (M 3 X FISCAL NOTE: The City of Seward is required to pay the delinquent taxes to obtain title. Additional costs may include administrative costs and attorney fees. All incurred costs, interest, and penalties are expected to be recovered in the transfer of the property. Approved by Finance Departmentj&a= INTENT: The completion of the tax foreclosure process and the negotiation of a sole source transfer of the property described as the West'/-2 of Lots 19 and 20, Block 30, Original Townsite of Seward. ATTORNEY REVIEW: Yes X No RECOMMENDATION: August 12, 2013: Council introduce Ordinance 2013-04 authorizing the completion of the tax foreclosure process and the negotiation of a transfer of the property described as Lots 19 and 20, Block 30, Original Townsite of Seward. August 26, 2013 Council enacts Non -Code Ordinance 2013 — D 1 49,� r Sponsored by. Staff 6. CITY OF SEWARD, ALASKA PLANNING AND ZONING COMMISSION RESOLUTION 2013-13 A RESOLUTION OF THE PLANNING AND ZONING COMMISSION OF THE CITY OF SEWARD, ALASKA, PROVIDING RECOMMENDATIONS TO CITY COUNCIL REGARDING THE PARCEL LEGALLY KNOWN AS THE WEST % OF LOTS 19 AND 20, BLOCK30, ORIGINAL TOWNSITE OF SEWARD, LOCATED AT 408 MADISON WHEREAS, the Kenai Peninsula Borough (KPB) is in the process of tax foreclosure on tax parcel 14813010, with the legal description of the West K of Lots 19 and 20, Block 30, Original Townsite of Seward; and WHEREAS, the KPB has initiated foreclosure on the property for delinquent property taxes and notified the City of Seward of this action; and WHEREAS, the property is located on the north side of Madison between Fourth and Fifth Avenues; and WHEREAS, this property has become derelict, a public safety hazard as well as an extreme 60 eye sore and over the past few years numerous complaints have been received by the Community Development office; however the parcel owner passed away in January 2010 leaving no heirs willing to take responsibility of the parcel; and WHEREAS, this parcel is a 50 X 60 foot legal non -conforming undevelopable parcel; and WHEREAS, the adjacent property owner has expressed an interest in acquiring the parcel by providing the foil demolition, removal and clean-up needed to restore the parcel; and WHEREAS, the intent of the City is to obtain ownership from the KPB and move the ownership to the adjacent property owner for cleanup and property restoration; thereby placing it back on the tax rolls; and WHEREAS, the City of Seward has no public purpose for the real property and the Planning and Zoning Commission recommend the City Council declare the real property to be surplus. NOW, THEREFORE, BE IT RESOLVED by the Seward Planning and Zoning Commission that: Seward Planning and Zoning Commission Resolution No. 2013-13 Section 1. The Commission recommends that the City Council authorize the City Manager and City Attorney complete the tax foreclosure process to obtain the Clerk's Deed for the parcel with the legal description of the West K of Lots 19 and 20, Block 30, Original Townsite of Seward. Section,2. The Commission further recommends that the City Council declare that it has no public purpose for West'/2 of Lots 19 and 20, Block 30, Original Townsite of Seward and declare the property surplus for disposal. Section 3: The Commission further recommends the disposal ofthe West'/2 of Lots 19 and 20, Block 30, Original Townsite of Seward to the adjacent property owner by sole source negotiations. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the Seward Planning and Zoning Commission this 16th day of July, 2013. AYES: Butts, Fleming, Ecklund, Roach' NOES: None ABSENT: McClure, Campestre ABSTAIN: None VACANT: One ATTEST: Cleric THE CITY OF SEWARD, ALASKA J Sandie Roach'. �o�•. (City • SEAL .OF 23 City of Seward, Alaska July 16, 2013 The following items were approved on the Consent Agenda: .tune 4, 2013 Regular Meeting Minutes Unfinished Business Items requiring a Pablic Hearing — None New Business Items requiring a Public Hearing — None Unfinished Business — None New Business -- Planning Commission MhWes Vahlme 7, Page 38 Resolution 2013-13 of the Planning and Commission of the City of { Seward, Alaska, providing recommend to City Council regarding the parcel legally* known as the Weft '/l is 19 !W, Block 30, Uriglnal Townsite of Seward, located at 408 Ma treet Glenz noted the history of the property and the issues related to the unsecured, abandoned structures and junk on the lot. The property w meby the late D.E. Wood. She stated no heirs had been willing to accept ownership or respk,�JlHity of the parcel and property taxes had not been paid for several years. ;` The property o to be transferred to the City of Seward through the Kenai Peninsula Borough t , 'os �cess and Administration was seeking direction on whether to retain the private use. She noted the Fire Chief had stated the structures on the parcel were unsafe and requires ion. Staff verbal communication from the adjoining property owner and other met, of the public regarding the unsafe conditions. The City had no beneficial reason to retain the p , Glenz said. Fleming asked if the City show clean up the property, or if the property could be given to the adjoining property owner to clean up. Glenz said Administration was worsting with the City Attorney to determine how the property might be transferred to the adjoining property owner, who was willing to take the responsibility of clean up. Glenz noted the high cost of the City cleaning up the parcel with little option of recouping the dollars spent. There were no other development options for the land, because it was too small, per Code. Ecklund asked if the proposed transfer of the property was to be a sole source negotiation. Glenz said that appeared to be the best course of action since the size of the lot made it undevelopable as a standalone lot. City of Seward, Alaska July 16, 2013 Planning Commission Minutes Volume 7, Page 39 Ecklund said she was considering placing a time limit on the cleanup of the property, because of the health and safety issues. Glenz said the adjoining property owner was very eager to clean up the property and has been concerned about fire danger and other issues for the past several years. She noted he had kept the grass and weeds mowed to keep the fire danger down. Butts asked how the lot was configured 50 feet wide and 60 Glenz approached the drawing board behind the Co 's dais and illustrated the warranty deed transfer that resulted in bisecting two 30 ts, creating the current parcel, which is too small to be developed by current City co Motion (Fleming/Butts) Approve Resolution 20 Butts questioned if the Commission needed to indicate whether money'Wtrade value should be noted as part of the resolution. tqui""*as Ecklund reasoned that therefit to setting a timeline for the cleanup, but the market value was hard to establish cleanup. It was best to get the property cleaned up and back on the tax rolls ap ... b4iminating the life safety issues. Butts asked if there had been some materials. audit of potentially hazardous Glenz responded by noting an abatement'ar sment had not been conducted but there were derelict vehicles, oil drums and large amourf other debris on the lot as well as the old structures the Building and Fire Department had done a minimal inspection and had Attorney would be working on the various issues related to the iperty while negotiations continue with the adjoining property OFCity Attorney were both dedicating considerable time and energy to method for the property transfer and subsequent cleanup. Unanimous Discussion and direction for the regularly scheduled August 6, 2013 Planning and Zoning Commission meeting Glenz noted that she would be out of state during the scheduled August 6 meeting date and that no public hearing items were scheduled for that meeting. Glenz said she could seek a member 25 e -W MUM- INPUT � �k.'i A N, � Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2017-052 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ACCEPTING FUNDS FROM THE ALASKA STATE LIBRARY FOR THE PUBLIC LIBRARY ASSISTANCE GRANT IN THE AMOUNT OF $7,000.00 AND APPROPRIATING FUNDS WHEREAS, in March 2017 the Alaska State Library sought applications for the Public Library Assistance Grant; and WHEREAS, the staff of the Seward Community Library & Museum submitted an application for $7,000.00 with a match of $7,000.00 from the City to purchase books, serial subscriptions, media and other materials and build the library collection for the benefit of the community; and WHEREAS, the matched funds are already built into the 2018-2019 library budget for the purchase of collection materials; and WHEREAS, in June 2017, the Alaska State Library awarded the Public Library Assistance Grant to the Seward Community Library Museum in the amount of $7,000.00 with a required match of $7,000.00. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized to accept the Public Library Assistance Grant in the amount of $7,000.00 from the Alaska State Library. Section 2. Funding in the amount of $7,000.00 is hereby appropriated from Alaska State Library Public Library Assistance Grant revenue account number 01000-1500-4252-0001-00000 to the library account number 01000-1500-7201-0001-00000. Section 3. This resolution shall take effect immediately. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 25th day of September 2017. THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor 29 CITY OF SEWARD, ALASKA RESOLUTION 2017-052 AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, MMC City Clerk (City Seal) 0, Agenda Statement Meeting Date: September 25, 2017 To: City Council Through: James Hunt, City Managlef, From: Valaric Kingsland, Library Museum Director Agenda Item: Accepting the Public Library Assistance Grant in the Amount of $7,000.00 BACKGROUND & JUSTIFICATION: In March 2017, the Alaska State Library sought applications for the Public Library Assistance (PLA) Grant. Seward Community Library & Museum (SCLM) staff filed a grant application in March 2017 which was reviewed and accepted in June 2017 for the amount of $7,000.00 with a matching commitment from the City for $7,000.00, for a total of $14,000.00. The purpose of these funds is to purchase books, serial subscriptions, media and other material to build the library collection. The City match of $7,000.00 was already established in the library budget and is to be expended by June 30, 2018, along with the granted funds. Grant reports are due by September 1, 2018. INTENT: Council approval to accept $7,000.00 in grant funds from the Alaska State Library to purchase collection materials. CONSISTENCY CHECKLIST: Yes No N/A 1 Comprehensive Plan (3.1.2.1): Support existing public institutions in their effort to maintain, expand and develop. X 2. Strategic Plan (pg12): "...expand Library Services, .... " X 3. Other (list): X 31 FISCAL NOTE: The required City match of $7,000.00 will be included within the 2018-2019 Library Museum budget for library materials to facilitate this grant. Approved by Finance Department: 9 ATTORNEY REVIEW: Yes No X RECOMMENDATION: 1. City Council approve Resolution 2017-052 Accepting funds from the Alaska State Library for the Public Library Assistance Grant in the amount of $7,000.00 and appropriating funds. 32 Alaska Public Library Assistance Grant Agreement FY2018 This agreement made and entered into this third day of July 2017, by and between the Alaska State Library, hereafter referred to as the Grantor; and the Seward Community Library Museum, referred to as the Grantee. Whereas, the State of Alaska has appropriated funds for public library assistance; and whereas, the application of the Grantee for a grant for public library assistance has been approved. NOW THEREFORE, for and in consideration of the mutual covenants herein contained the parties hereto agree as follows: The Grantor will agree to: 1, Furnish funds in the amount of $7,000. 2. Provide advisory services in furtherance of the grant project. The Grantee will agree to: 1. Expend local funds of at least $7,000 for project purposes. Funds may be expended only for public library purposes and must be clearly attributable to public library services and operations. 2. Provide at least the following services free to residents of the municipality or community • Establish and maintain a collection of books and other materials for loan; • Provide access to interlibrary loans; • Provide reading or other educational programs for children; and • Provide reference information. 3. Abide by the conditions set forth in its application and approved by the Grantor, including: • The number and timing of open hours; • The existing and ongoing educational requirements for the library director. 4. Expend at least $3,500 on library materials and online services for each outlet. 5. have trained paid or volunteer staff on duty in the library during the scheduled open hours. 6. Submit online the Alaska Public Library Report by September 1, 2018. 7. Maintain accurate records for auditing purposes. S. Return any grant funds unexpended or unencumbered by June 30, 2018, and all funds for which there is no proper accounting. 9. Repay any portion of grant funds that have not actually been matched by local funds over the course of the grant period. 10. Receive prior approval from the Grantor for any line item change that exceeds 10% of the line item, except that no prior approval Is required for: • Line item changes of less than $100; or • Line item changes that add funds to library materials and online services. The source of funding for this agreement is as follows: State Sources PLA-18-770-01 $7,000 By accepting this award or agreement, the grantee may become subject to the audit requirements of State of Alaska Administrative code 2 AAC 45,010. As a result, the grantee may be required to provide for an audit and to permit independent auditors to have access to their records and financial statements. The grantee should consult with an independent auditor for assistance in determining audit requirements for each fiscal year. The undersigned understands and agrees to the conditions of this agreement. Both signatures are required. For the Library For the Legal Entity Signature n Title Date Title Date PLEASE MAKE A PHOTOCOPY OF THE SIGNED AGREEMENT FOR YOUR RECORDS RETURN BY SEPTEMBER 1, 2017 TO; Library Grants Administrator, Alaska State Library, P.O. Box 110571, Juneau, AK 99801 OR SCAN TO patience.frederiksen@alaska.gov 33 FY2018 ALASKA PUBLIC LIBRARY ASSISTANCE GRANT APPLICATION DUE: April 1, 2017 Seward Community Library & Museum 1. Library Name: 2. Street, City, ZIP: 239 61h Ave, Seward, AK 99664 3. Head Librarian: Valarie Kingsland 4. Phone No: 5 7 8 907-224-4008 Fax No: 907-224-3521 6. E-mail: vkingsiand@cityofseward.net Mailing address if award is done as paper check: _PO Box 2389, Seward, AK 99664 Schedule of Hnur-, I ihrary will RP rinnn INrnto nn,' [ lil- ,, r,k-A..I- ,.r,-._ __ , .L:_ . VTotal Hours Weeks Open Sun Mon Tues Wed Thurs Fri Sat Per Week Per Year 11 11 11 11 11 11 Winter = 48 To To To To To To To Summer = 54 52 6 8 8 8 6 6 9. If the library will be open fewer than 52 weeks, which weeks will your library be closed? N/A 10. Number of branch libraries and/or bookmobiles: _N/A_ Please fill out the enclosed Branch Library or Bookmobile Application Addendum Page and attach to the grant application. Currently applies just to Anchorage, Barrow, Fairbanks, Juneau, Kotzebue, and Naknek. 11. a. b. C. Budget Summary: Personnel 1. Salaries and Wages (Actual funds) Local Funds for Match Public Library Assistance Grant Funds Requested Total Project Budget 2. Benefits 3. Fair Value Rate for Volunteer Labor (#i12 below) Not Applicable Collection (library Materials) 1. Books in Print Format $7,000.00 $7,000.00 $14,000.00 2, Subscriptions in Print Format 3, Audiovisuals 4. Electronic (Digital) Materials and Online Services (No computers or e-readers) 5. Initial $500 Spent on Internet Service Provider (ISP) Fees (Expends, up to $500 and no computers) 6. Microforms, Computer Software for Patron Use, Games and Toys (No computers or e-readers) Other Expenditures 1. Building Operations 2. Furniture, Equipment, Computers & E-Readers 3. Travel 4, Supplies 5. Services (Do NOT include internet service provider fees on this line) 6. Internet Service Provider Fees Paid Beyond $500 Total (list initial $500 of ISP fees on Line b-5 above) 7. All Other Unreported Expenditures Total $7,000.00 $7,000.00 $14,000.00 rvore. rl wear runaslor morch column totals,57,000 or more, you should request $7,000 in Grant Funds Requested column. 34 FY2018 Alaska Public Library Assistance Grant Application Page 2 12. Fair Value Rate for Volunteer Labor: If your library is claiming volunteer labor as part of the local match, please note the number of volunteer hours you expect to accrue during FY2018 and the hourly rate claimed. You may only claim up to the total number of hours that the library is open for the entire year. (For the hourly rate, see Personnel on page 6 in the enclosed packet.) Total Volunteer Hourly Hours: times Rate: $ Fair Value Rate for Volunteer Labor $ 13. Every public library that receives the Alaska public library assistance grant is required by law to provide four basic library services. Please answer the following questions for each of these four required services, even if you do not plan to use grant funds for that service. a. Provide a collection of books and other materials for loan — How will this your library collections be increased or improved? What activities will you undertake to achieve your objectives? Will staff receive training in this service area? How will you evaluate improvements to your library collections? Please be specific. All funds will be used to purchase library books and other material for the library collection, as described under section B of the budget summary. Books and media will be ordered based on reviews, as well as patron requests, and to replace damaged or lost material and/or update older material and subject areas. Patron requests and suggestions will be collected and corresponding orders recorded to ascertain whether purchases based on requests and recommendations were successful or not. Consideration for materials will also be given to our contribution to the Joint Library Catalog consortium collection. Staff will participate in online training to increase knowledge of collection development and management. b. Provide access to interlibrary loan (ILL) services — How will ILL service be increased or improved? What activities will you undertake to achieve your objectives? Will staff receive training in this service area? Leo you plan to use the 8000 ILL and Reference Backup Service in Anchorage to provide ILLS to your patrons? (See box below.) How will you evaluate improvements to ILL services? Please be specific. SCLM will continue to provide interlibrary loan service to our regular patrons for material not readily available through the Joint Library Catalog. When we joined the Joint Library Catalog in April of 2016, we anticipated a reduction in ILL use and services. It turns out that the holds system in the Joint Library Catalog for material will not allow for specific requests for paperback copies, the format restricted by the Spring Creek Correctional Center's policies. Once we expand borrowing services to the inmates at SCCC, we will resume use of the ILL system. Staff will participate in online training to improve working knowledge of ILL services. Did you know that the State Library gives the Anchorage Public Library a grant every year to provide you with interlibrary loan and reference backup services for your patrons? If you need help with ILL, call the helpful ladies at 1-800-261-28381 (Please do NOT give this number to your patrons. Only library staff or library volunteers may use this number.) FY2018 Alaska public Library Assistance Grant Application Page 3 35 c. Provide reference services - How will reference services be increased or improved? What activities will you undertake to achieve your objectives? Will staff receive training in this service area? Do you plan to use the 800# ILL and Reference Backup Service in Anchorage to provide reference answers to your patrons? (See box below.) How will you evaluate improvements to reference services? Please be specific. Reference questions and services will be observed to determine existing reference practices and to evaluate the effectiveness of existing services in order to plan for improvements. Staff will receive reference service training to facilitate improvements. We will review the Reference Backup Service description and implement a plan to make use of the toll -free number. Don't forget that you can call the Anchorage Public Library for help with the reference questions you get from your patrons. The State Library gives Anchorage a grant every year so you can call the helpful ladies at 1-800-261-28381 (Please do NOT give this number to your patrons. Only library staff or library volunteers may use this number.) d. Provide reading and/or educational programs for children - How will children's programs be increased or improved? What activities will you undertake to achieve your objectives? Will staff receive training in this service area? How will you evaluate improvements to children's programming? For combined school public libraries, what programs are you planning for pre-school children? Please be specific. SCLM will continue to support literacy and educational programs for children through story times, play programs, special events, and the summer reading program, as well as the development of spaces dedicated to youth to create an atmosphere of exploration, discovery, learning and play. We will increase our efforts to inform our patrons and the public about our programs for children and the digital resources for children available through the Alaska State Library and other reliable resources. Staff will participate in online training opportunities to improve skills and develop ideas for programs and events. Note: This grant application is a legal document committing your library to a specific course of action. This application MUST have two signatures from two different people. For the Library: Valarie Kingsland Print or Type Name Signature Director Title 3/29/17 Date For the Legal Entity: fill Pront_or Type Name - 5i ,ature Title Date Questions? Contact Patience Frederiksen at 465-2911 or patience.frederiksen@aiaska.gov Scan complete application by April 1, 2017 or mail application (be sure to keep a copy for your files) with postmark date of April 1, 2017 to: Grants Administrator, Alaska State Library, 395 Whittier Street, Juneau, AK 99801 How to Apply For and Manage the FY2018 Alaska Public Library Assistance Grant: A Handy Guide for Your Desk Patience Frederiksen Grants Administrator January 23, 2017 I. Continuing Education Requirement Cycle 1 IL, Online Version of Grant Application 2 III. Eligibility and Operating Requirements for Public Libraries 2-3 IV. Additional Eligibility & Operating Requirements for Combined School Public Libraries 3 V. Annual and Weekly Open Hours 3-4 VI. Staffing, Educational, and Training Requirements 4 VI1. Management Requirements 4 Vill. Financial Requirements 4-5 IX. Instructions for the Public Library Assistance Grant Application 6-8 X. Deadline and Mailing for Public Library Assistance Grant Application 8 XI. Grant Timeline for Public Library Assistance Grants 8 XII. Management and Expenditure of Public Library Assistance Grant Funds 9 X111. Requesting Budget Changes in Grants 9 XIV. Submission of Final Report 9 XV. Questions about Your Public Library Assistance Grant 9 This Guide describes the regulations governing the Public Library Assistance Grant program and provides instructions on how to fill out the application for and manage the grant. Pay special attention to the minimum requirements for grant eligibility for public libraries and for combined school public libraries. You are responsible for knowing and abiding by these requirements. If your library cannot meet the requirements of the program, 00 NOT APPLY for the grant. Libraries that apply for and receive a grant, but do not abide by the requirements, will be liable for the return of the grant funds, even if the funds have already been spent. Copies of library law AS 14.56.300 — 14.56,340 and regulations 4 AAC 57.050 - 57.990 can be requested from the State Library and are also at: Federal and State Grant Funding information at: http.[/www.library.state.ok.us/devlaronts.html Continuing Education Requirement Cycle Every public library director must attend at least one continuing education event during FY2018 or FY2019 (July 1, 2017 through June 30, 2019). This requirement applies to directors from both public and combined school public libraries. Approved programs will provide at least 6 hours of actual instruction. The State Library offers an annual continuing education grant to reimburse up to $1,250 for continuing education costs for the library director or staff in every public library outlet (central libraries AND branch libraries.) For information about CE grants, see: htt : lwww.library,state.ok.usldevlgronts.htm_l Applicants for CE grants should ask the State Library for pre -approval for training or conferences that the applicant is planning to attend to meet this requirement. The State Library has pre -approved attendance at the Alaska Library Association, the Pacific Northwest Library Association, and the American Library Association conferences. 1 II. Online Version of Grant Application 37 This grant packet is accessible at the Public Library Assistance Grants header at. hti : _www.library.state.ak,us/dev/gronts.html. You should be able to open the public library assistance grant application on your computer, save it as a Word document, type entries directly onto the form, print the filled -out grant application, sign and mail or fax it to the State Library. Scanned copies of signed grant applications sent as e-mail attachments are also acceptable. Ili. Eligibility and Operating Requirements for Public Libraries Any public library outlet, including a branch library, is eligible to apply for a Pubiic Library Assistance Grant, provided it meets the following criteria: 1. Only legally constituted public libraries established and operated by a municipality under AS 29.35 or a public library nonprofit corporation established for the purpose of providing general library services are eligible. a. Libraries applying for the first time must supply copies of their enabling documentation, b. Libraries applying for the first time must have been in operation and in compliance with grant requirements for a full fiscal year before becoming eligible for the public library assistance grant. c. Libraries applying for the first time must submit a New Library Addendum Page with the grant application. 2. Services must be provided free and without discrimination to all residents in the library's legal service area. 3. Paid or volunteer staff must be on duty in the library during the required open hours. 4. By Alaska Statute, the library must: a. purchase, maintain and provide for the circulation of a collection of library books and materials; b. provide interlibrary loan service; c. provide reference services; and d. provide children's programs. 5. The library must submit three reports to the State Library each year: the public library grant final report, an annual report of its operations and services, and the library technology report. 6. Provided the State Library has adequate funds, the total amount of the grant can be up to $7,000, Each grant dollar must be matched with local funds. Libraries may claim as local funds the fair value of up to one hour of volunteer labor for every open hour. (See Personnel on page 6 below.) 7. The minimum number of hours a Library and its branches is based on population. (see Section V below,) 8. The library director must meet minimum educational and training requirements. (See Section VI below.) 9. During each fiscal year, the library must expend at least $3,500 on library materials for each library receiving a grant. (See Collection - Library Materials text on page 7 below.) W 10. Nonprofit boards that operate libraries must hold public meetings, at least quarterly, and must submit minutes of these meetings to the State Library. Minutes may be submitted via e-mail. 11. If residents in a community are currently being served by mail -a -book services through their regional library, these services will be phased out if the local library receives a Public Library Assistance Grant. IV, Additional Eligibility and Operating Requirements for Combined School Public Libraries 1_ The school board of the school district and the governing body of the public library must enter into a written agreement that clearly delineates the financial responsibilities, maintenance and care of the physical facility, personnel, intellectual freedom, use of equipment, hours of service, and any other related issues. 2. A copy of the agreement must be submitted prior to the State Library releasing any grant money to the combined school public library. The State Library may recommend changes in the agreement. 3. The library must provide space for library materials for patrons of all ages and allocate its space and funds for establishing a collection of library materials for children, young adults and adults in appropriate proportions. 4. The combined school public library may not expend Public Library Assistance Grant funds or local matching funds for school or curriculum related materials. 5. The library must be readily accessible to library patrons other than students enrolled in the school by placing the library rn a separate facility, in a room that has an outside entrance, or by providing access and clear signage at the school entrance. 6. The library must maintain a regular schedule of hours that meet the minimum requirements detailed in the instructions. At least 10 of the open hours must be outside regular school hours, (A library open 3 - 5 p.m. on Monday through Friday only, does not meet these requirements.) V. Annual and Weekly Open Hours 1. Each separately administered library facility must be open regularly scheduled hours a minimum of 48 weeks per year based on the following: Population served Hours under750 10 750 - 1,500 15 1,500 - 3,000 25 3,000 - 10,000 40 over 10,000 50 2. A branch outlet of a public library system, which is easily accessible by road to its main library, must be open regularly scheduled hours for a minimum of 48 weeks a year based on the following. Population served Hours under 1,000 15 1,000 - 4,999 20 5,000 and over 25 3 39 3. Each outlet must be open at least three days per week. 4. Each public library outlet must be open at least 5 hours during evening and weekend hours. In a combined school public library, at least 10 of its open hours must be outside regular school hours. VI. Staffing, Educational, and Training Requirements 1. The library must provide trained paid or volunteer staff on duty at each facility during all open hours. 2. Each library must have a designated library director who completes at least one continuing education program approved by the state librarian every two years. Library directors must complete one continuing education program either during FY2018 or FY2019 (July 1, 2017 — June 30, 2019) for the library to remain eligible for the grant. 3. Approved continuing education programs will provide at least 6 hours of actual instruction. Library directors should ask the State Library for pre -approval for training or conferences that the director is planning to attend to meet this requirement. The State Library has pre -approved attendance at the annual conferences held by the Alaska Library Association, the Pacific Northwest Library Association, and the American Library Association. 4. In order to help public libraries meet the continuing education requirement, the Alaska State Library offers two annual Continuing Education Grants to public library directors and/or their staff. For more information, see: http://www.libroru.state.ok.usldev/gronts.html. 5. If the library is in a municipality with a population of 3,000 to 5,999, the director must have a bachelor's degree and library management experience or training. (Directors with continuous service prior to July 1999 are exempt from this requirement.) & If the library is in a municipality with a population of 6,000 or more, the director must have a master's degree in library or information science. (Directors with continuous service prior to July 1999 are exempt from this requirement.) VII. Management Requirements The library must adopt and maintain policies, which include: a. a statement of mission, goals, and objectives; and b. a written collection development policy, providing for the selection, evaluation, and weeding of materials and reconsideration of materials. 2. The library must provide written copies of these documents to the State Library upon request. Vill. Financial Requirements Money payable as a Public Library Assistance Grant and local funds identified as matching funds may be used by the public library only for expenses related to the operation of the public library. The State Library must approve the proposed expenditure of the money payable under the grant.. i1 2. The amount of the grant (up to $7,000) must be equally matched by local funds. The local funding match shall consist of: • local money (funds from local government or local non -profits or foundation funds); • the fair value rate of volunteer labor used to operate the pubiic library up to the total number of hours the library is open, i.e. 48 weeks times 10 hours per week for 480 hours; or • other grant funds that can be used for operating expenses, including the Institute of Museum and Library Services' Native American Basic Library Services Grant (For information about these grants, see: http://www.imis.go). a. No other types of in -kind contributions may be counted toward the local match. The library should not apply for more money than it is certain it can match with local funds. If the library does not actually spend the amount of matching funds committed in the application, the State Library will reclaim a portion of the grant moneys at the end of the grant year. b. In the event the State Library does not have sufficient funds to provide each eligible outlet the full grant amount, it may pro -rate the state grant award. When grants are pro- rated, the public library may not reduce the amount that it committed to the match. 3. During each fiscal year, a public library receiving a Public Library Assistance Grant must expend at least $3,500 from any combination of grant or local matching funds for library materials for each of its public library outlets. Computers are not library materials and do not meet this requirement. 4. if the proposed expenditure under a Public Library Assistance Grant includes the payment of utilities and communications for a public library in a shared facility (such as a combined school public library), the money payable under the grant may only be used for the proportion of the costs attributable to use as a public library. S. If you choose to receive a paper check, please be careful when you separate the check from the rest of the form. Some libraries have ripped the routing number off while separating the check along the perforations. Banks will not process the grant check if the routing number is missing. 6. If you choose to receive a paper check for your Public Library Assistance Grant, please be sure to deposit the check within three months of receipt. Failure to do so means that the library grant check becomes stale and cannot be cashed. At that point, the only way to access the grant funds is to apply through the Alaska Department of Revenue's Unclaimed Property web page. 7, Each grant award must be maintained in an account that makes it possible to track expenditures of the grant funds. 8. The library must maintain an accurate accounting of the library's budget and expenditure of all funds. Records of all grant expenditures must satisfy audit requirements. 9. funds may be expended only for those purposes set out in the grant application. The State Library must approve budget changes prior to expenditure. See Section XIII below, Requesting Budget Changes in Grants. 10. Funds must be spent or encumbered during the period from July 1 through June 30. They cannot be carried over into the next year's budget or put into the city's general fund. Any money that has not been spent or encumbered by that date must be returned to the State Library. Funds for personnel and travel may not be encumbered but must be spent by June 30. Other line items encumbered should be spent by September 1 and not carried indefinitely. 5 41 IX. instructions for the Public Library Assistance Grant Application The first part of the Application is self-explanatory, but the following items may need further explanation. #7. Check Mailing Address: This is the address where the State Library should mail the grant check, if the check should be mailed to the library address, leave line 7 blank. Many libraries receive the grant through electronic deposit. #8. Hours and Weeks Open: For each day the library is open, list which hours it is open, i.e. Mon 10 to 2. Include the total number of hours per week the library is open. Also, include the number of weeks per year the library will be open. #J. Weeks Closed: Check the calendar for July 1, 2017 through June 30, 2018 and indicate those dates (other than holidays) that the library will be closed. #10. Number of Outlets: (Only Anchorage, Barrow, Fairbanks, Juneau, Kotzebue, and Naknek need to complete this section.) On the separate Branch Library or Bookmobile Application Addendum Page, include hours and weeks open for each outlet. #11. BUDGET SUMMARY: This section needs to be completed very carefully since it determines the size of the grant. Determine how much in local funds the library will spend per outlet during the year. Put this amount in column one "Local Funds for Match" and show how it will be spent. If you are able to provide $7,000 or more in "Local Funds for Match," you are eligible to request the entire $7,000 Public Library Assistance Grant. 2. In column two "Grant Funds Requested," the figures should total $7,000 or the amount committed from local funds. 3. In column three "Total Project Budget," add the first two columns. PERSONNEL 1. Salaries and wages - full and part time staff (except building and grounds maintenance employees). Fair Value Rate For Volunteer Labor - if the library is staffed by volunteers, the library may claim the fair value of up to one hour of volunteer labor per hour the library is open during the fiscal year. The value of volunteer labor is based on Independent Sector's national figures and may not exceed the following: Population served Fair value rate Under 750 $22.00 per hour 750 - 1,500 $22.00 per hour on #12 of your application, please note the number of volunteer hours, the hourly rate claimed, and the fair value rate for volunteer labor in the space below the Budget Summary. 3. Benefits - medical, dental, insurance, workman's compensation, social security and retirement programs paid by the employer; usually computed as a percentage of salary. 42 COLLECTION (LIBRARY MATERIALS) 1. Books - cost of books in any format, shipping, and preprocessing fees. 2. Subscriptions- subscriptions to magazines and newspapers and other publications on standing order. 3. Audiovisual - audio CDs, films, slides, pre-recorded audio and videotapes, DUDS, phono- recordings, pictures, maps, charts, media kits, etc. 4. Online services and Internet Service Provider Fees (Up to $500 Total) - of the $3,500 that the library must spend on library materials, up to a total of $500 in loco! funds and/or state grant funds may be included for online services and Internet Service Provider (ISP) fees. You can include here the lease or purchase of databases for your patrons to use, OCLC license fees, license fees for access to online database content, such as Lexis, Ga4e, or Wilson, or per search charges for online database searches, such as Dialog. If you plan to spend more than $500 in this category, record funds beyond the $500 level on line c — 5, Other Expenditures. 5. Microforms, computer software for patron use, games and toys. OTHER EXPENDITURES 1. Building Operations - utilities/heat: electricity, water, heat (oil, coal, steam, etc.); snow removal, janitorial contracts or salaries, cleaning supplies, insurance on the library. include in this category the cost of cable or wiring for computers or electronic access if the cost of the cable is separate from the installation charges. 2. Furniture, Equipment, and Computers -computers, printers, routers, modems, hard drives, scanners, fax machines, photocopiers, shelving, desks, chairs, filing cabinets, etc., except when part of new construction or a major remodeling; items with a life span of several years, including the leasing of those items. 3. Travel - transportation and per diem (or actual costs) to attend conferences, meetings and continuing education/ training experiences relevant to job responsibilities; includes reimbursement for travel related expenses of consultants, program presenters, etc. 4. Supplies - consumable items such as office supplies, processing and mailing supplies, mending and repair supplies, blank audio and videotapes, and computer diskettes. 5. Online services and Internet Service Provider Fees (Expenditures Beyond $500 Total) - you can include here the lease or purchase of databases for your patrons to Use, OCLC license fees, license fees for access to online database content, such as Lexis, Gale, or Wilson, or per search charges for online database searches, such as Dialog. Record the first $500 spent on these items on line b —4, Collection (Library Materials) and record here any expenditures beyond $500. 7 43 6. Services Communications - postage, telephone, and printing costs, such as expenditures for informational brochures, advertisements and flyers, but not the cost of paper for photocopying which belongs under Supplies. Installation and maintenance charges for communications equipment and networks. Contracted Computer Services - custom programming, software leases, other contractual arrangements, equipment repair, maintenance agreements. 7. All Other Unreported Expenditures - any other expenses not included above, such as book binding services and maintenance contracts on typewriters, copiers, etc. #12. Fair Value Rate for Volunteer Labor: if your library is claiming volunteer labor as part of the local match, please note the number of volunteer hours and the hourly rate claimed. The library may claim the fair value of up to one hour of volunteer labor for every hour the library is open. If the library is open 10 hours per week for 48 weeks of the year, you may only claim 480 hours of volunteer labor. See page 6 of these instructions to determine the fair value rate for volunteer labor in a town of your size. For auditing purposes the library must be able to provide appropriate documentation for the volunteer hours claimed. (e.g. monthly schedules, timecards, etc.) Deadline and Mailing for Public Library Assistance Grant Application If you have questions about the grant application, please contact Patience Frederiksen at 465-2911. The deadline for applications is April 1, 2017. Scanned copies of signed grant applications are acceptable and should be e-mailed to patience.frederiksen@alaska.gov before or on Aprii 1. Applications which are mailed must be postmarked by April 1 to this address: Grants Administrator Alaska State Library 395 Whittier Street Juneau, AK 99801 XI. Grant Timeline for Public Library Assistance Grants The following timeline binds all grants administered by the State Library. In an effort to get grant awards to libraries as soon after July 1 as possible, the State Library will use the following grant cycle: January 2017: State Library distributes grant applications for FY2018. April 1, 2017: Deadline for libraries to postmark applications to the State Library. This date is also the deadline for submission of mission, goals, and objectives statements and collection development policies, if not already submitted to the State Library. June 2017: State Library verifies eligibility of public libraries and sends out grant agreements and budget revisions to libraries. Libraries sign and return their grant agreement and budget revision to State Library. July 1, 2017 - June 30, 2018: Grant period. July 2017: After the State Library receives the signed grant agreement and budget revision from the library, we will issue a paper check or do an electronic deposit of the entire Public Library Assistance Grant. 8 44 September 1, 2017: Deadline for submission of library's signed FY2018 grant agreement. July 2018: State Library sends out the Alaska Public Library Report passwords for FY2017. September 1, 2018: All three completed reports for FY2018 are due back to the State Library. XII. Management and Expenditure of Public Library Assistance Grant Funds 1. Each grant award must be maintained in an account that makes it possible to track expenditures of the grant funds. 2. Records of all grant expenditures must satisfy audit requirements. 3. Funds may be expended only for those purposes set out in the grant application. 4. Funds must be spent or encumbered during the period from July 1 through June 30. They cannot be carried over into the next year's budget or put into the city's general fund. Any money that has not been spent or encumbered by that date must be returned to the State Library. Funds for personnel and travel may not be encumbered, but must be spent by June 30. XIII. Requesting Budget Changes in Grants When a library applies for a grant, a budget must be submitted detailing how the grant money will be spent. The State Library awards grants based on the expectation that the money will be spent as proposed in the budget. If a library wishes to change any line item by more than 10%, it must receive prior approval from the State Library. (A change of less than $100 in a line item, or any change which adds funds to library materials does not require prior approval even if it is more than a 10% change.) The budget revision form is available on at: http://www.library.state,ok.usldev/grants.html XIV. Submission of Final Report The Alaska Administrative Code requires a library to file a Grant Final Report with the State Library for each grant that it receives. Libraries receiving Public Library Assistance Grants must also file an Annual Report and Technology Report. These three reports are due by the First business day of September following completion of the grant period. If a library fails to file these reports or to properly account for the use of grant funds, the State Library may reclaim the entire grant award. Libraries that have not submitted these reports will not be eligible to apply for future grants until all requirements for past grants are met. The State Library will send libraries all three report forms at the beginning of July. Reports for FY2018 grants are due by September 1, 2018. XV. Questions about Your Public Library Assistance Grant Please keep this instructional memorandum in your grant file. This memorandum provides basic information on how to manage the grant funds you receive. If you need additional information, please call Patience Frederiksen at 46S-2911 or contact her by e- mail: patience.frederiksen@alaska.gov. 9 ELI Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2017-053 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING THE FIRE DEPARTMENT 2017 BUDGET FOR ADDITIONAL HYDRANT WATER CHARGES, AND AUTHORIZING $278,050 IN PAYMENT OF UNDER -BILLED FEES FROM THE GENERAL FUND TO THE WATER FUND SINCE 2005, AND APPROPRIATING FUNDS WHEREAS, it has recently been discovered that the rates established in the Water Tariff for fire hydrant rentals have not been properly applied in the billing system since 2005, resulting in a significant under -billing of water charges owed from the General Fund to the Water Fund; and WHEREAS, in order for the fire department to have adequate budget allotted to pay the hydrant rental established by the Tariff in 2017, an amendment to the 2017 Budget is required in the amount of $50,466, reflecting an increase in the per -hydrant monthly charge from $25.31 to $46.66; and WHEREAS, the amount under -billed and under -paid from the General Fund to the Water Fund since 2005 is $278,049, and based on the capital needs of the Water Fund, efforts by the City to stabilize the financial condition of its enterprise funds, and the fact that the General Fund fund balance is at the mid -point of the City's fund balance policy, the administration recommends that the Water Fund be made whole through an appropriation. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The City Council hereby authorizes a transfer in the amount of $278,049 from the General Fund reserves account no. 01000-0000-3710-17000 to the Water Enterprise Fund transfer -in account no. 17000-0000-3700-01000 to cover the amount under -billed from 2005 for water hydrant fees. Section 2. The 2017 Budget is hereby amended to increase the Fire Department utilities account no. 01000-1220-7015 and the Water Fund hydrant rental fee revenue in the amount of $50,466. Section 3. This resolution shall take effect immediately upon its adoption. M CITY OF SEWARD, ALASKA RESOLUTION 2017-053 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 25th day of September, 2017. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, MMC City Clerk THE CITY OF SEWARD ALASKA Jean Bardarson, Mayor 47 Meeting Date To: Through: From: Agenda Item: Agenda Stateament September 25, 2017 City Council Jim Hunt, City Kristin Erchinger, Finance Director Appropriation and budget increase for fire hydrant fees BACKGROUND & JUSTIFICATION: It has recently been discovered that the rates established in the Water Tariff as monthly charges for fire hydrant rental fees, have not been properly updated in the utility billing system since 2005, the time at which the utility department transitioned to a new billing system. The City Code allows for errors to be corrected when the utility can discern that an error has been made by the utility. Since 2005, the fire department has been charged a monthly per -hydrant fee of $25.31. In 2010, monthly rates were increased to $34.17, but the billing system was not adjusted accordingly. Since that time, rates have been increased on January 1 of each subsequent year. The monthly charge is now $46.66. The administration recommends the General Fund pay the Water Fund the amount of $278,049, representing the unbilled charges from 2005 through 2016. Further, the 2017 Budget should be increased $50,466 to cover the amount by which the budget has been under -projected for 2017. A summary of the billing adjustment is as follows: Rate Actual Change Monthly C.Orrect Effective Rate per Monthly Date Hydrant Units Rate s V2005 25.31 196.98 $4,985.56 1/31/2005 34.17 196.98 $6,730.81 1/1/2010 35.81 196.98 $ 7,053.85 1/1/2011 37.64 196.98 $ 7,414.33 1/1/2012 39.1$ 196.98 $7,711.77 1/1/2013 41.50 196.98 58,174.67 1/1/2014 42.58 296.98 $8,387.41 1/1/2015 43.69 1Q6.98 58,606.06 12/1/2015 45.57 196.98 $8,976,38 1/1/2017 46.66 196.98 $9,191.09 • Hydrant charges correctly billed as of 1/1/17. Billed Monthly Rate per Monthly Hydrant Billed 25.31 $4,985.56 25.31 54,985.56 25.31 $4,985.56 25.31 $4,985.56 25.31 $4,985.56 25.31 5 4,985. 5 5 25.31 $4,98$.56 25.31 $4,985.56 25.31 $4,985.56 46.66 $ 9,191 09 Amount Under -billed 5 - 5 20,943.91 $ 24,819.48 $ 29,145.16 $ n,714.44 $ 38,269.27 $ 40,822.14 $ 43,445,91 $ 47,889.78 5 - $ 278,049.09 INTENT: The intent of this action is to retroactively pay the Water Fund for the amount under -billed and under -paid for fire hydrant rental fees from 2005 through 2016, based on the financial needs of the enterprise fund. CONSISTENCY CHECKLIST: Yes No NIA I. Comprehensive Plan (document source here): 2. Strategic Plan (document source here): 3. Other (last): FISCAL NOTE: This action will result in a 25% increase in the Water Enterprise Fund's cash from approximately $1,100,961 to $1,379,010. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approves Resolution 2017- 053 approving an amendment to the 2017 Budget for fire hydrant fees, and a one-time transfer of $278,049 from the General Fund to the Water Fund representing under -billed hydrant fees from 2006 through 2016. 19 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2017-054 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, TRANSFERRING $254,544 TO THE CAPITAL ACQUISITION FUND REPRESENTING 50% OF THE GENERAL FUND ANNUAL SURPLUS FOR 2015 AND 2016, AND APPROPRIATING FUNDS WHEREAS, the City of Seward maintains a budget policy which allows for designation of 50% of the annual General Fund surplus into the Capital Acquisition Fund for the purpose of financing major capital repairs and/or replacement, in years when the General Fund's reserves fall within prescribed policy band limits; and WHEREAS, as of December 31, 2016, the General Fund's fund balance policy band (goal) is between $3.2 million and $6.4 million, representing between three months' and six months' of General Fund expenditures and transfers -out, and the General Fund's Unassigned Fund Balance is $4.8 million equal to 4.6 months of reserves; and WHEREAS, until the last few years, the City has been at the lower end of the policy band limits — and often below prescribed limits — relying solely on periodic State revenue sharing funds to address the repair and/or replacement of governmental fixed assets such as streets, sidewalks, building repairs, flood mitigation, etc. with insufficient resources to address major infrastructure needs; and WHEREAS, the City has yet to identify a consistent source of funding to repair and replace the $57 Million in governmental fixed assets (net of depreciation), and the periodic transfer of annual surplus for capital purposes is intended to encourage conservative annual spending in order to address major infrastructure repair and replacement needs; and WHEREAS, the City's 2015 annual surplus is $321,309 (50% of that surplus is $160,654) and the 2016 annual surplus is $187,780 (50% of that surplus is $93,890), for a combined total transfer of $254,544 to the Capital Acquisition Fund for the purpose of addressing governmental capital needs such as city shop and parks warehouse relocation, City Hall and Annex building repairs, fire apparatus storage facility, and other major infrastructure needs. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The amount of $254,544 is hereby transferred from the General Fund to the Capital Acquisition Fund, reducing the General Fund Unassigned Fund Balance to an estimated $4,618,919, reflecting 4.33 months' reserves, within the established goal of three to six months' reserves. 50 CITY OF SEWARD, ALASKA RESOLUTION 2017-054 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 25t' day of September, 2017. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Johanna Kinney, MMC City Clerk (City Seal) THE CITY OF SEWARD, ALASKA Jean Bardarson, Mayor 51 Council Agenda Statement Date: October 9, 2017 To: City Council Through: ,lames Hunt, City Manager From: Kristin Erchinger, Finance Director Agenda Item: Surplus appropriation to Capital Acquisition Fund BACKGROUND & JUSTIFICATION: The City of Seward maintains a budget policy which establishes a goal of maintaining Undesignated General Fund Reserves equal to between three and six months' expenditures and transfers -out. The purpose of this reserve is to meet unforeseen needs and emergencies, as well as to pay for unbudgeted items, matching grant funds, hedge against revenue shortfalls, cover shortages in enterprise fund operations including the hospital and long-term care facilities, etc. At December 31, 2016, the City's undesignated reserves were $4.8 million, representing 4.6 months of reserves. The General Fund Reserves are not expected to be the primary source of payment for repair and maintenance of the City's $59 million (net of depreciation) governmental assets, since these reserves are expected to meet the operational needs of the general government. While the City has established Major Repair and Replacement Funds for each of its major enterprise funds (electric, water, sewer, and harbor), there is no funding mechanism in place to address replacement of general government assets. For more than a decade, the City's only source of funding for replacement of governmental assets has been periodic one-time revenues from the State's revenue sharing program, in addition to allocating a portion of the General Fund surplus to capital repairs. While one-time revenues have been used to pay for capital needs such as ADA sidewalk improvements, repairs to the steps at city hall and door at the annex, road repairs, council chambers sound system, and other similar smaller -scale needs, the City has a significant list of unmet additional capital needs such as relocating the public works shop and parks warehouse, relocation of the animal shelter, building repairs to the community center (flooding), city hall (boiler and roof), annex (boiler), etc. These capital needs will require a source of funding to address, and the Capital Acquisition Fund is the only source currently available, with a balance at December 31, 2016 of $1.7 million. INTENT• To transfer one-half of the General Fund surplus for 2015 and 2016 to the Capital Acquisition Fund for the repair and replacement of existing general government assets. CONSISTENCY CHECKLIST: Yes No NIA 1. Comprehensive Plan (2020): Identifies various public infrastructure needs and improvements related to public facilities, transportation, recreation, quality of life, etc. X 2. Strategic Plan (1999): Pages 11, 12, 14, 16-19, X 3. Other: 2016 CAFR p. 88; Capital Acquisition Fund Policy X 5L FISCAL NOTE: The annual 2015 surplus is $321,309 and 2016 surplus is $187,780, for a combined total surplus of $509,089. The Capital Acquisition Fund Policy recommends transferring one-half of the annual surplus in years where the General Fund fund balance is within prescribed policy bands. The City meets that criteria and therefore transfers one-half, or $254,544 from the General Fund to the Capital Acquisition Fund, leaving $4.6 million in undesignated General Fund reserves, equal to 4.33 months' reserves, within the established goal of three to six months of reserves. Approved by Finance Department: � ATTORNEY REVIEW: Yes No X RECOMMENDATION: The City Council approve Resolution 2017-054, authorizing a transfer of one-half of the 2015 and 2016 annual General Fund surplus from the General Fund to the Capital Acquisition Fund for the purpose of major repair and replacement of governmental fixed assets. 53 City of Seward, Alaska City Council Minutes September]], 2017 Volume 40, Page CALL TO ORDER The September 11, 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. A moment of silence was given for those lives lost on September 11, 2001. ROLL CALL There were present: Jean Bardarson presiding and Marianna Keil Sue McClure Deborah Altermatt comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Absent — Dave Squires Ristine Casagranda Erik Slater CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Susan Porter stated she had been a resident of Seward for the last 25 years. She appreciated the explanation given in tonight's work session on the seasonal electric utility rates, and it seemed to her that the escalation on her utility bill was largely because of the other charged associated with the rates, such as the fuel surcharge. She implored council to think about the residents who lived here in the winter time and year round, stating these seasonal rates felt like a punishment. Porter said she would just like to pay what she owed. She understood overhead and things like that, but she hoped council could look at going back to a flat rate. Tim McDonald agreed with Porter. The direct raw power costs left expenses and overhead at too high of a rate. If the city could not make a profit, they should sell the utility. Tom Tougas recommended Brenda Ballou for the soon to be open City Clerk position. He had worked with her on many projects such as the Sister City Program and felt she was very qualified to be the next City Clerk. She was professional and represented the city well. APPROVAL OF AGENDA AND CONSENT AGENDA 54 City of Seward, Alaska City Council Minutes September]], 2017 Volume 40, Page Motion (Keil/Casagranda) Approval of Agenda and Consent Agenda Bardarson removed the City Attorney Report from the agenda. Bardarson added an item under Other New Business: Discussion on directing administration to bring forward a preliminary budget with a Consumer Price Index (CPI) increase on electric rates, and a preliminary budget without one. Casagranda added an item under Other New Business: Discussion on directing administration to bring forward a preliminary budget with the seasonal electric utility rates, and a preliminary budget without one. Motion Passed Unanimous The clerk read the following approved consent agenda items: Approval of the August 14, 2017 and August 28, 2017 Regular City Council Meeting Minutes. Appoint Mark Kansteiner, Patty Linville, Sue Faust, Gary Seese, and Kerry Martin to the Election Board for the October 3, 2017 Municipal Election. Appoint Dorothy Osenga, Quentin Carr, Jennifer Carr, and Kristi Larson to the Canvass Board for the October 3, 2017 Municipal Election. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards — None Borough Assembly Report. Kenn Carpenter said the last assembly meeting went until 7:30 p.m. One thing they moved forward was the consideration to appropriate $232,000 to the emergency corridor on the Eastern Peninsula. This would come to the assembly as a public hearing item at the September 19, 2017 in Homer. City Manager Report. Jim Hunt announced the U.S. Army Corps of Engineers were in town last week and were able to tour the Lowell Creek Tunnel and Waterfall. It was a heavy rainfall and the waterfall was very active. City crews were working on the waterfall outfall in heavy equipment as well. City and Corps staff discussed the tunnel study. Hunt expressed gratitude for the energy expended on this by the Army and continued to emphasize the city not wanting to take ownership of the tunnel. Hunt noted Dieckgraeff Road received some flooding last week and he was able to clarify with the Kenai Peninsula Borough which portion of the road belonged to the borough. He would continue to work with the borough to preserve the infrastructure out there. In response to McClure, Hunt stated he had been approached for city support to pursue more funding for the Jesse Lee Home project. 55 City of Seward, Alaska City Council Minutes September]], 2017 Volume 40, Page In response to Casagranda, Hunt stated they ordered a new backstop for the Little League Field and it was possible staff may come back to council with ideas and recommendations to possibly move the ballfield to another location. Other Reports, Announcements and Presentations — None PUBLIC HEARINGS — None UNFINISHED BUSINESS — None NEW BUSINESS — None Other New Business Discussion on directing administration to bring forward a preliminary budget with a Consumer Price Index (CPI) increase on electric rates, and a preliminary budget without one. Council directed administration to prepare the proposed budgets with and without a CPI increase for the 2018-2019 Biennial Budget. Discussion on directing administration to bring forward a preliminary budget with the seasonal electric utility rates, and a preliminary budget without one. Electric Utility Manager John Foutz reported on tonight's work session; the figures in the budget would not be any different — whether the city had a seasonal or flat rate would not affect the bottom line when it came to looking at budget figures. Foutz added if the council wanted to consider going back to a flat rate, the Electric Utility Tariff would be the document council would need to amend. INFORMATIONAL ITEMS AND REPORTS On going City Project and Goal List. COUNCIL COMMENTS McClure said paving continued and things seemed to be going well. The dump road (Dieckgraeff Road) was in excellent condition after the washout repairs. Casagranda thanked everyone that was going to volunteer on the election and canvass boards. She reminded the public that the Chamber of Commerce's "Meet the Candidates Night" was coming up on September 18, 2017. Altermatt thanked the Seward Ministerial Association, who recently hosted an appreciation picnic for first responders in the community. She stated it was a nice turnout and a wonderful event for the association to put on. Slater reminded everyone to be bear aware right now. They seemed to be everywhere. 56 City of Seward, Alaska City Council Minutes September]], 2017 Volume 40, Page Bardarson agreed with Slater, noting she had a black bear come to her house recently. She urged the community to please be aware and put your garbage away. She thanked Hunt for his diligence with the Army Corps of Engineers, as it was an important project with a huge impact on Seward. CITIZEN COMMENTS Tim McDonald echoed Tougas' comments in support of Brenda Ballou for City Clerk. She was professional and had earned the position, he stated. He felt the Friends of the Jesse Lee Home didn't deserve another chance or more funding. McDonald stated the long term answer to high utility costs was to do implement a sewage burner. The burner reduced matter into feed stock; Seward could get rid of sewage and garbage and could even produce electricity this way. People in Washington were doing it and he thought it would lower the utility costs. If they city couldn't reduce electric rates they should give it up to a co-op. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Hunt thanked Knik Construction for working yesterday and today on Phoenix Drive and Dora Way. He thanked Public Works Director Doug Schoessler for his great work in managing the road improvement contract, and congratulated Seward Marketplace for their parking lot improvements. EXECUTIVE SESSION Motion (Bardarson/Keil) �r Motion Passed Council went into Executive Session at 7:43 p.m. Go into executive session to review applications for the City Clerk position, select finalists for interviews, and confirm interview questions. Unanimous Council came out of Executive Session at 8:17 p.m. Council directed the City Clerk to arrange interviews with Brenda Ballou and James Toth, preferably in the coming week. ADJOURNMENT The meeting was adjourned at 8:25 p.m. Johanna Kinney, MMC City Clerk Jean Bardarson Mayor 57 Department(s) Gather Response; Send to Clerk Citizen Initiates Public Records Request in City Clerk's Office Clerk's Office Date Stamps / Identifies Appropriate Department(s) to Respond; Copies of Request Distributed to Departments; cc to City Manager (except SPD) Clerk's Office Contacts Citizen to Furnish Response or Provide Explanation City Manager / City Attorney Comment, as Needed City of Seward 410 Adams Street P. O. Box 167 Seward, AK 99664 CITY CLERK'S OFFICE Fax: 907-224-4038 Phone: 907-224-4046 REQUEST for REQUESTOR: Please identify yourself and tell us how to notify you regarding this request. Name Name of Business, Law Firm and/or Company Address Telephone Email Fax "I certify that this request is not related to litigation or potential litigation involving the City of Seward": Requestor's Signature DOCUMENT(S) REQUESTED: Identify and describe the documents you seek. Be specific, indicate if you want copies to be made. ADMINISTRATION: Provide a copy of this form to the requestor after completing the first line below. Name of Person or Department 1. Request received 2. Request reviewed 3. Documents located 4. Retrieval time 5. Fee calculated 6. Requestor notified 7. Documents picked up Date and Time ADMINISTRATION'S RESPONSE: Please supply a response to the request in the space below, including identifying any documents that are attached to this response. PUBLIC RECORDS AND THE LAW: You will find the information on Alaska's Public Records Law in Alaska Statute 9.25.100 - 220, and in Seward City Code 2.05. Exceptions to the policy that a city document should be released to the public when there is a request can be found in Alaska Statute 9.25.120 and Seward City Code 2.05.030. \\172.16.1.19\c$\master shared\forms & masters\public document request forms\public 2rgst form-master.doc City Council Rules of Procedure RULE 14. CITY CLERK The City Clerk is the ex-officio Clerk of the Council and, in this role, keeps the official records of the Council meetings, acts as parliamentary advisor to the Council and performs such other duties in the meeting as may be required by the Mayor or the Council. In the absence of the City Clerk, the Clerk will appoint another qualified staff member to act as Clerk of the Council. The Clerk administers all city elections, provides for the codification of all city ordinances, is the custodian of all city records and the city seal, provides administrative support to the Mayor and Council, attests all deeds and other documents of the City, and takes all oaths and affirmations as necessary. FREEDOM OF INFORMATION State and city law allow liberal access to public records. Public records include any communication, regardless of form, relating to the conduct of city business. All requests for public information are made through the office of the City Clerk. WARNING — NO PRIVACY. There is no privacy granted to any user regarding use of a City - provided mobile device. The City retains the absolute right to inspect, retain, or otherwise gather any Internet -related data or evidence of activity including e-mail, e-mail attachments, downloaded files, or browser history of sites visited using any City -provided mobile device. Users of City -provided mobile devices should consider any Internet activity or other mobile device use to be monitored by the City. Communications, whether relating to City business or not, made via City -issued devices may be subject to disclosure under the Public Records Act or for litigation purposes unless a privilege or exception exists that justifies withholding the information. EMAIL USAGE FOR CITY BUSINESS. For the purposes of activity related to City business, the user shall conduct all email communication through their assigned City email account. To preserve public records, all email messages that are sent to or from a user's City email account on the mobile device are routed through a City server and archived on the City computer network. Such messages may be public records that are subject to public access and inspection. Mobile device users have no expectation of privacy in those messages. The user's City email account may be synced to the user's individual mobile device. Personal email boxes may be synced to the City -provided mobile device as well, but all City -related business must be conducted through the City email address or copied to the City email address if the user's personal email box is used. Text messages sent to or from a user's City -provided mobile device are not routed through a City server or archived on the City computer network, and hence, are not preserved as public records. Users may not use text messages for communications about City business that must be preserved as public records for their informational value or as evidence of the organization or operation of the City. A user's use of a City -provided mobile device to send text messages for City business must be limited to communications that are transitory —those that after their immediate use will have no value as evidence of the organization or operation of the City, such as routine appointment and scheduling requests. ZE Chapter 2.05. - Recordsu Footnotes: --- (3) --- See AS 40.21.010 et seq. for state provisions as to public records and, specifically, records management for records of political subdivisions. 2.05.010. - Open records. Except as provided by § 2.05.030 of this code, or by other provision of municipal, state or federal law, the books, records, papers, files, accounts, writings and transactions of the city are open to inspection by the public under reasonable rules during regular office hours. The city recognizes the competing interest of personal privacy and the right of the public to have access to information concerning the conduct of the people's business. (Ord. 599, 1988) 2.05.015. - Access and inspection of records. (a) Public records may be inspected at the city office where the records are kept during the regular office hours of that particular office. All city officers and employees shall, consistent with the orderly conduct of city business, make a good faith and diligent effort to respond to requests for inspection of records made pursuant to this code. (b) Except as otherwise provided in this section, the fee for copying public records may not exceed the standard unit cost of duplication established by the city and shall be set by city council resolution. The resolution may also contain a separate fee schedule for providing electronically -generated public records, to be based on recovery of the actual incremental costs of providing the electronic record. (c) If the production of records for one requester or agent of a requester in a calendar month exceeds five person -hours, the city shall require the requester to pay the personnel costs required during the month to complete the search and copying tasks. The personnel costs may not exceed the actual salary and benefit costs for the personnel time required to perform the search and copying tasks. The requester shall pay the fee before the records are disclosed, and the city may require payment in advance of the search. (d) The city may reduce or waive a fee if the city determines that the reduction or waiver is in the public interest. Fee reductions and waivers shall be uniformly applied among persons who are similarly situated. The city may waive a fee of $5.00 or less if the fee is less than the cost to the city to arrange for payment. (Ord. 599, 1988; Ord. 642 § 1, 1991) Page 1 61 2.05.020. - Certified copies. The city clerk shall give, on request and payment of costs, a certified copy of any public record required to be disclosed under this code. A fee may be charged for certified copies, reflective of the actual costs involved in providing the certification, to be set by city council resolution. (Ord. 599, 1988; Ord. 642 § 2, 1991) 2.05.025. - Compilation or creation of records. Nothing in this code shall require the city to create records, compile, summarize, outline or in other ways create information from existing public records. In those instances where the city official who is the custodian of the record determines that the city has the requisite resources to compile or create records to comply with a request for information, the city may charge the requestor with the costs of such compilation or summary, which costs shall include the salary and benefits and overhead charges for the city employees who accomplished the work. (Ord. 599, 1988) 2.05.027. - Personal and proprietary records available for public disclosure. (a) If the city official who is the custodian of a record that is subject to public disclosure considers all or a portion of the information requested to be of a sensitive personal or proprietary nature, he may attempt to notify any party who is the subject of the record or may be concerned with its pending release. Failure to notify shall not be grounds for action against the city or its employees. (b) If an objection to release of the record is filed, the city shall delay release of the record for five working days in order to provide time for the objecting party to seek appropriate restrictions on release of any portions of the record. (Ord. 642 § 3, 1991) 2.05.030. - Exemptions for particular records. (a) This chapter shall not be construed to require disclosure of the following records or information which, by law, are required to be confidential: (1) Records of vital statistics and adoption proceedings; (2) Records pertaining to juveniles; (3) Health, mental health, medical, juvenile and personality problem information obtained or prepared by the city with respect to any person for whom treatment or services were provided; Page 2 62 (4) Records required to be kept confidential by a federal law or regulation or by state law; (5) Records required to be kept confidential under 20 U.S.C. 1232g and the regulations adopted thereunder in order to secure or retain federal assistance. (b) This chapter shall not be construed to require disclosure of the following business and proprietary records or information: (1) Trade secrets, patented and/or copyrighted material; 2. Records held by the city or any public utility pertaining to any client, customer, tenant, operator, user or subscriber, the release of which would constitute an unwarranted invasion of privacy of that person or entity; 3. Records of engineering, marketing, accounting or other technical or financial data, which, if released, would provide a competitive advantage to any other persons or business engaged in similar or related activities; 4. Proprietary information which a manufacturer, consultant or provider reasonably expects to be kept privileged or confidential to protect the property interests of persons providing the information or data; and 5. Personal information other than name and address given to the city with the legitimate expectation of privacy in conjunction with licenses, permits or other municipal services. C. This chapter shall not be construed to require disclosure of the following law enforcement records or information: 1. Records or information compiled for law enforcement purposes, but only to the extent that the products of the law enforcement records or information: a. Could reasonably be expected to interfere with enforcement proceedings; b. Would deprive a person of a right to a fair trial or an impartial adjudication; c. Could reasonably be expected to constitute an unwarranted invasion of the personal privacy of a suspect, defendant, victim, or witness; d. Could reasonably be expected to disclose the identity of a confidential source; e. Would disclose confidential techniques and procedures for law enforcement investigations or prosecutions; f. Would disclose guidelines for law enforcement investigations or prosecutions if the disclosure could be expected to risk circumvention of the law; or g. Could reasonably be expected to endanger the life or physical safety of an individual. 2. Name, address, telephone number or other identifying information about complainants in actions to enforce building, zoning, environmental or other municipal ordinances or regulations. This subsection does not protect from disclosure the Page 3 63 contents of the complaint, so long as the complainant is not identifiable; or, the name of the complainant when such disclosure becomes necessary to fair and just disposition of the charge or complaint in enforcement proceedings. D. This chapter shall not be construed to require disclosure of the following personnel records or information: 1. City personnel records, including employment applications and examination materials, payroll and medical records which reveal the financial or medical status of any specific individual and, in addition, those records the disclosure of which would constitute an unwarranted invasion of privacy. This subsection does not protect from disclosure the following personnel information: a. Employment applications and examination materials of city officials appointed by the city council; b. The names and position titles of all city employees; c. The position held by a city employee; d. Prior positions held by a city employee; e. Whether a city employee is in a collective bargaining unit; f. The dates of appointment and separation of a city employee; and g. The compensation authorized for a city employee. A city employee has the right to examine the employee's own personnel files and may authorize others to examine those files. 2. Information which municipal governments engaged in collective bargaining regularly consider to be privileged or confidential for purposes of successful collective bargaining. E. This chapter shall not be construed to require disclosure of the following privileged records or information: 1. Communications between any agency and the city attorney which contain legal questions concerning potential, pending or actual litigation. This subsection does not protect from disclosure documents that were public records prior to the commencement of the litigation, and public records that are otherwise subject to disclosure may not be protected from disclosure by mere submission to the attorney. Any documents marked "confidential" which are submitted to the agency from the municipal attorney's office shall only be produced if the city attorney so authorizes. With respect to a person involved in litigation, the records sought shall be disclosed in accordance with applicable court rules; and 2. Information obtained by and in the custody of insurance carriers insuring the city and their attorneys and agents regarding possible and pending claims against the city. F. This chapter shall not be construed to require disclosure of records or information specifically prepared for or produced during a legally convened executive session; Page 4 64 provided, however, that public records which are otherwise subject to disclosure may not be protected from disclosure by mere submission during an executive session. (Ord. 599, § 1(part), 1988; Ord. 610, 1988; Ord. 642 § 4, 1991; Ord. 651, 1991) 2.05.032. - Filing of exempt records. City records classified as exempt from public disclosure under section 2.05.030 shall be maintained in files providing a physical separation from general city records subject to public review. (Ord. 642 § 5, 1991) 2.05.035. - Denial of request; appeal. A. If the city official who is the custodian of a record considers the information requested to be privileged or confidential pursuant to applicable federal, state or city law, within ten working days of receiving the request he shall prepare and provide the party requesting the information a written statement setting forth the following information: 1. Date; 2. Item of information requested; 3. The specific provision of applicable state, federal or city law exempting the requested information from disclosure; 4. The title and signature of the person withholding the information; and 5. The right of the requester to appeal the decision pursuant to subsection (b) herein. B. In the event a party is denied access to requested information under the provisions of subsection (A) of this section, he may submit a written appeal within ten days to the city manager. Failure to timely appeal will result in a waiver of any subsequent right of appeal. Within ten days of receiving the appeal, the city manager shall issue a written response to the requester, either granting or denying the appeal and notifying the requester of his right to appeal the decision to the city council at the next regular or special scheduled meeting occurring at least 30 days following the date of the appeal. The city council shall issue a written decision within 30 days of hearing an appeal, which shall be the final and binding authority. The final decision of the city council is appealable to the Superior Court pursuant to the rules of procedure governing appeals to the Superior Court. (Ord. 599, § 1(part), 1988; Ord. 642 § 6, 1991; Ord. No. 2016-004, § 1, 6-27-2016) 2.05.037. - Notice regarding personal information. Page 5 6-5 A. When the city requests personal information that may be included in a public record directly from the person who is the subject of the information, the city shall give the person a written notice at the time of the request that states: 1. The name and address of the city department; 2. The citation of the statute or regulation that authorizes the city to request the information; 3. A statement indicating whether the person is required to supply the information; 4. The consequences to the person, if any, of not providing all or part of the requested information; 5. A statement of the city's anticipated uses of the information, including the city's internal uses of the information and disclosure of the information to other city departments; 6. The fact that the information may be subject to inspection and copying under Seward City Code Chapter 2.05; and 7. A statement summarizing how a person may challenge under section 2.05.038 the accuracy or completeness of personal information maintained by the city. B. This section does not apply to a request for information on a person if: 1. The request is made by a police officer; 2. The person is a city employee; 3. The information is related to litigation; 4. The information is being collected by the city when investigating a possible violation of law; or 5. The information is exempt from inspection and copying under section 2.05.030. (Ord. 642 § 7, 1991) 2.05.038. - Challenging accuracy of personal information. A. A person who is the subject of personal information that is maintained by the city and not exempt from public disclosure under section 2.05.030 may challenge the accuracy or completeness of the personal information. B. To challenge the accuracy or completeness of personal information under subsection (a) of this section, the person must file with the city a written request that the personal information be changed. The request must provide: 1. A description of the challenged personal information; 2. The changes necessary to make the personal information accurate or complete; and 3. The person's name and the address where the city may contact the person. Page 6 66 C. Within 30 days after receiving a written request made under subsection (b) of this section, the city may request verification of the disputed personal information from the person who made the request. D. Within 30 days after receiving the written request under subsection (b) of this section or the verification under subsection (c) of this section, the city shall review the request and: 1. Change the personal information according to the request and notify the person in writing of the change; or 2. Deny the request and notify the person in writing of the reasons for the decision and the name, title, and business address of the person who denied the request. E. If a request is denied under subsection (d) of this section, the person may provide to the city a concise written statement that states the person's reasons for disagreeing with the decision. The city shall maintain in its records the request made under subsection (b) of this section and the statement provided by the person under this subsection. On all of the city's records that contain the disputed information, the city shall clearly note which portions of the records are disputed. If the record is in electronic form, the city may note the dispute in one field of the electronic form and maintain the other information about the dispute in paperform. F. This section does not apply to criminal intelligence or criminal investigative records, city personnel or retirement system records, records of applicants for employment with the city or information in documents recorded under AS 40.17. (Ord. 642 § 8, 1991) 2.05.040. - Records retention and disposal schedule. A general government records retention and disposal schedule, meeting all requirements set by state and federal law, shall be established by resolution of the council and shall be administered by the city clerk. (Ord. 481, § 1(part), 1980) Page 7 �'r 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 612017 2. Set location for Satellite Fire Station and Public Works Building 4. Discussion on Air Force Rec Camp Site 4 - work session scheduled for 912512017 & Ha -b 6. Saltwater Heat Pump Project 7. Energy Efficiency of City Hall 8. Ground Transportation for Ambulance Services 9. Animal Shelter Improvements 4 — councilpassed a resolution 217312017 10. CityHall EleVat 4642442017 modernized July 21, 2017 11. Research elected/appointed official tele-conferencing possibilities for meetings s 12. Refine Exeentiye Session n..,.,.,.a....es s _ work session held on May 8, 2017, Clerk prepared memo in May 22, 2017packet 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 Z 19. 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N aO NONO NM C O O O O O O O O O O d NMV COO d 0 0 0 0 0 L()C01�0 ML!)C01�0 NM VINO 0 0 0 0 0 0 0 WOONMO K M M 0 � 0- 0 0 l!J O 0 0 0 N N N N C i C0 CO C0 C0 CO C0 C0 (.0 W H O O O O O C I�� O O O O O N N N N N N M M M M M M M M CO CO 0 0 Cl) I- I- co W W Hw Qa z° F- X W September 2017 September 2017 October 2017 SuMo 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 Monday Tuesday Wednesday Thursday Friday Aug 28 29 30 31 Sep 1 Q 00 N Q 4 5 6 7 8 Holiday Offices Closed 7:OOpm 10:30pm P&Z 12:OOpm 2:OOpm PACAB Mtg-Cancelled Mtg 00 (Council Chambers) Q in 11 12 13 14 15 6:30pm 7:OOpm CC 5:30pm 9:30pm CC WS - Work Session (Electric Budget Kick Off Utility Rate Study) (Chambers) Ln 7:OOpm 10:30pm CC Mtg (Chambers) Q Ln 18 19 20 21 22 6:OOpm 10:30pm P&Z 12:OOpm 2:OOpm PACAB WS (Chambers) Work Session 1:30 pm Special CC (Chambers) Mtg N 6:30pm 10:00pm HP m Mtg (Chambers) Q Ln 25 26 27 28 29 S:OOpm 6:OOpm CC 6:OOpm 9:OOpm WS - Work Session (Electric Budget (Televised) Rates) (Chambers) ate, 6:OOpm 7:OOpm CCWS Ln N USAF Rec Camp Q Property UI) 7:OOpm 10:30pm CC Mtg (Chambers) Nanci Richey 1 9/19/2017 12:42 PM October 2017 October 2017 November 2017 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 1 2 3 4 8 9 10 11 12 13 14 5 6 7 8 9 10 11 15 16 17 18 19 20 21 12 13 14 15 16 17 18 22 23 24 25 26 27 28 19 20 21 22 23 24 25 29 30 31 26 27 28 29 30 Monday Tuesday Wednesday Thursday Friday Oct 2 3 4 5 6 6:00pm 9:00pm WS - 6:00pm 9:00pm WS - 12:00pm 2:00pm PACAB Budget (Televised) Budget (Televised) Mtg (Chambers) (Chambers) 0 7:00pm 10:30pm P&Z r.i Mtg (Library Museum) O 9 10 11 12 13 7:00pm 10:30pm CC cn Mtg (Chambers) rn V O 16 17 18 19 20 6:00pm 9:30pm P&Z WS Alaska Da (Offices Clo 12:00pm 2:00pm PACAB (Chambers) Work Session 0 N (Chambers) V O 23 24 25 26 27 7:00pm 10:30pm CC Mtg (Chambers) N M N u O 30 31 Nov 1 2 3 M o' z 0 m u O Nanci Richey 1 9/19/2017 12:48 PM November 2017 November 2017 December 2017 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 1 2 5 6 7 8 9 10 11 3 4 5 6 7 8 9 12 13 14 15 16 17 18 10 11 12 13 14 15 16 19 20 21 22 23 24 25 17 18 19 20 21 22 23 26 27 28 29 30 24 25 26 27 28 29 30 31 Monday Tuesday Wednesday Thursday Friday Oct 30 31 Nov 1 2 3 12:00pm 2:00pm PACAB r, Mtg O' z O m V O 6 7 8 9 10 7:00pm 10:30pm P&Z Veterans Da Offices C Mtg (Council Chambers) 1.0 O' z 13 14 15 16 17 7:00pm 10:30pm CC 12:00pm 2:00pm PACAB Mtg (Chambers) Work Session (Chambers) 6:30pm 10:00pm HP rn Mtg & WS (Chambers) o' z 20 21 22 23 24 6:00pm 9:30pm P&Z WS Holiday Offices Closed Holiday Offices Closed (Chambers) N O N O z 27 28 29 30 Dec 1 7:00pm 10:30pm CC Mtg (Chambers) v 0 N O z Nanci Richey 1 9/19/2017 12:48 PM