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05142018 City Council Packet
Celebrating the Relaunch of the Seward Marine Industrial Center Monday, May 14, 2018 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA Ail -America City {Please silence all cellular phones during the meeting} Mav 14.2018 7:00 p.m. Council Chambers David Squires 1. CALL TO ORDER Mayor Term Expires 2019 2. PLEDGE OF ALLEGIANCE Marianna Keil 3. ROLL CALL Vice Mayor Term Expires 2018 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Ristine Casagranda [Those who have signed in will be given the first opportunity to Council Member speak. Time is limited to 3 minutes per speaker and 36 minutes Term Expires 2018 total time for this agenda item.] Sue McClure 5. APPROVAL OF AGENDA AND CONSENT AGENDA Council Member [Approval of Consent Agenda passes all routine items indicated Term Expires 2019 by asterisk (*). Consent Agenda items are not considered separately unless a council member so requests. In the event of Erik Slater such a request, the item is returned to the Regular Agenda] Council Member Term Expires 2018 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS A. Proclamations and Awards Suzi Towsley 1. Historic Preservation Month Council Member 2. Historic Preservation Awards for Laura Erickson, Term Expires 2019 John French, Wadeen Hepworth, and Kenai Fjords National Park Jeremy Horn 3. Certificate of Appreciation for SMIC Relaunch Council Member 4. Law Enforcement Torch Run & Exit Glacier Race Term Expires 2019 5. National Safe Boating Week 6. Caring for the Kenai Semi -Finalists Tegan Retzer, Kylie Mullaly, Anevay Ambrosiani, and Clayton James Hunt Petersen City Manager 7. Harbor Opening, Blessing of the Fleet & Mermaid Festival Brenda Ballou B. Borough Assembly Report City Clerk C. City Manager Report ........................................................ Pg.4 D. City Attorney Report ....................................................... Pg. 22 Will Earnhart E. Other Reports and Presentations City Attorney 1. Bering Sea Blue Ocean Cluster Incubator Initiative by Joel Cladouhos 2. Mayor's Report on KPB Joint Work Session City of Seward, Alaska Council Agenda May 14, 2018 Page I 7. PUBLIC HEARINGS [Those who have signed in will he given the first opportunity to speak. Time is limited to 5 minutes per speaker. Anyone wishing to speak a second time may do so only after all other persons have spoken, and then for I minute.] A. Ordinances for Public Hearing and Enactment 1. Ordinance 2018-002, Amending Seward City Code Chapters 2, 7, 8, And 15 Relating To Camping Regulations................................................................................... Pg. 24 8. UNFINISHED BUSINESS A. Items Postponed from Previous Agenda 1. Resolution 2018-030, Amending The Sewer Tariff To Provide For A 2.1% Rate Adjustment Beginning January 15, 2018, Adding A Seasonal Turn-On/Turn-Off Fee, Clarifying That Metered Rates Apply To All Customers Other Than Non -Commercial Residential, And Other Minor Housekeeping Changes......................................Pg. 45 B. Items for Reconsideration 1. Resolution 2018-043, Authorizing The City To Restore Funding For An Accounting Technician Position Delayed During The 2018/2019 Budget Process, And Appropriating Funds. (Slater).............................................................................Pg. 50 9. NEW BUSINESS A. Resolutions *1. Resolution 2018-044, Accepting A Grant In The Amount Of $600.00 From The Seward Community Foundation For The Seward Animal Shelter Pet Vaccine Clinic To Be Held On Approximately June 9, 2018 And Appropriating Funds ................... Pg. 55 *2. Resolution 2018-045, Authorizing Annual Rent Payment Of Not -To -Exceed $60,000 To AVTEC (Alaska Vocational Technical Center) For The Use Of The Student Services Center (SSC) Building For Public Recreation ....................... Pg. 60 3. Resolution 2018-046, Authorizing The City Manager To Purchase A New 2018 Peterbilt 337 Small Bucket Truck In The Amount Of $225,823.00, Adding A Contingency Allowance Of $22,582.00, And Appropriating Funds ....................... Pg. 62 B. Other New Business Items * 1. Approval of the April 23, 2018 Regular Meeting Minutes ............................... Pg. 76 *2. Certification of the City of Seward Union Representation Election ................. Pg. 87 3. Review the City's Organization Chart.(Towsley)............................................. Pg. 89 4. Discuss potential conflict of interest of city manager's lodging business. (Towsley) 5. Discuss City Council Code of Conduct/Code of Ethics.(Keil).......................... Pg. 90 6. Discuss PACAB Resolution 2018-004. (Horn) .................................................. Pg. 100 ..................... City of Seward, Alaska May 14, 2018 Council Agenda Page 2 2 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. Clerk's Report on Public Records Requests for April, 2018 .............................. Pg. 102 B. Updated Workflow for Public Records Request Process ................................... Pg. 104 C. On -Going City Projects and Goals.................................................................... Pg. 105 D. Local Government Notice of Application for Retail Marijuana Establishment for The TuftedPuffin...................................................................................................... Pg. 107 E. Clerk's memo verifying timely receipt of annual Financial Disclosure Forms. Pg. 109 F. Report on audit of City Clerk's office by Jane Boer, Local Government Specialist, Division of Community and Regional Affairs .................................................... Pg. 110 G. Clerk's Report on status of Mobile Vendor Program for 2018......................... Pg. 139 11. COUNCIL COMMENTS 12. CITIZEN COMMENTS 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. ADJOURNMENT City of Seward, Alaska May 14, 2018 Council Agenda Page 3 3 CITY OF SEWARD P.O. Box 167 Seward, AK 99664 MANAGER'S REPORT APRIL 13, 2018 — MAY 4, 2018 Jim Hunt, City Manager Telephone (907) 224-4047 Facsimile (907) 224-4038 The following purchase orders between $10,000 and $50,000 have been approved by the City Manager since the last council meeting: 4/30/18 Electric $49,749.75 Potelcom For Poles 4/30/18 Electric $11,751.55 Anixter Replenish Inventory Stock 4/30/18 Water $16,928.00 AK Directional Boring repair to Sailing Inc. water line ADMINISTRATION • SMIC Meeting • Jim appointed to International City Manager Association National Conference Planning Committee representing Alaska and managers and administrators • Jim and Ron attended the ICMA Regional Summit for professional development • Multiple individual meetings with department heads • Planning and concepts for Coast Guard cutter continues • Conducted meetings with Hamilton Construction and R&M for the Breakwater project on 4/26/18, 5/3/18 and 5/10/18. • The 330 ton will be shut down for about two weeks around the end of May. Hamilton Construction will be pouring concrete at the trvelift pit where it was widened. • The 50-ton Travelift lifts have started to pick up. • Conducted meetings with PND on the South Harbor Launch Ramp, there is a possibility that the rock and base gravel can come from the City quarry saving some funds towards the City's 25%. • The new fisherman's floats are in place. • The ramp has arrived and will be connecting the trestle and floats. • The piling all installed at the North Dock we are waiting on the fenders to be installed. • The drill rig is preparing for a job in Cook Inlet they will depart SMIC in around 40 days. • The crane is on a barge heading to Seward. • SB92 passed the House Finance committee and his heading back to the Senate for them to vote on a couple of changes then off to the Governor's desk. • The City of Seward will be a home port for one of the new Coast Guard Fast Response Cutters, a lot of work from Administration and Council, Thank You. PRESS RELEASE — Alaska Legislature Passes Derelict Vessel Bill which clarifies and strengthens the process for dealing with derelict boats. * * *Press Release Attached* * * Once again, I would like to thank everyone on a successful relaunch. PUBLIC WORKS Director: Met with Fish and Wildlife, DOT, and Flood Service personnel about local area culverts and fish passage improvements. We worked with State representatives to move ahead with at least temporary repairs to the December 41h storm surge damage to Lowell Point Road and the SeaLife Center sheet pile wall. Water, Wastewater Utilities: All seasonal water lines to parks and harbor are back in service. Current water service line digs are complete. We are receiving several more water turn -on requests and utility locate requests as summer people arrive and construction season gets under way. Streets: Most streets have been swept and cleaned and we are ready to start re -painting crosswalks and curbs for the summer season. The road crew has been especially diligent in removing falling rocks from Lowell Point Road. This year we seem to have additional areas that rocks are coming down. We also had larger rock along with the mud slides on 5-4-18. Crews were able to keep one lane passible but warned travelers of the increased dangers of large and small boulders shedding from the mountain sides. By 3:15 pm the road was open again but rocks continue to be dislodged by the rain and wind. Be cautious of falling rocks and don't stop on the roadway. Shop: All City vehicles snow tires were changed back to summer tires. Over 40 vehicles were completed. Buildings: The new restrooms at City Hall turned out great! We now have a handicap accessible bathroom on in the building. 0 Water line work under Seward highway by Port Ave. Lowell Point Road rock and mud from a large slide area on 5-4-1 S. Interesting orange/brown colored water from the waterfall. Huge rock that fell on the road from the mountain on 5-4-18. This loader bucket is 8 feet wide! IN PARKS AND RECREATION Park Maintenance • The Little League backstop is installed and looks great. Field improvements continue as we work toward long term solutions to the aging field and facilities. • Park staff enjoyed working on the new Pink Cheeks Triathlon running course. We hope the participants liked the new "trail -run" style course as opposed to the old "out and back." • The new cemetery road construction has begun. We couldn't be happier with the design and layout. We are looking forward to some upcoming cemetery road work as well. • The Seahawk Day of Caring event was a huge success. We thank the student -athletes who participated, their work is much appreciated. Thanks too, to the many volunteer coordinators and various levels of corporate sponsors who made the event possible. We now have safer, cleaner tent areas, playgrounds, cemeteries and parks. New City cemetery loop lane with gravel Track team Seahawk Day of Caring cleaning tent area Seahawk Day of Caring, track team cleaning historic cemetery The Seward Little League field on Fourth Ave is sporting a new backstop for 2018. 12 Thanks to Seward Rotary for your improvements to the Rotary Gazebo on Second Ave at the south end of the Benny Benson Memorial Park lagoon. Great job brush -clearing, too. The gazebo now looks so much more inviting! Teen Youth Center • TYC received $5000 grant from Seward Community Foundation Thursday night at Banquet. Funds will go to STEM activities and Staff training. • Summer camp registration is filling fast. Only a few spaces left in several weeks. • Still hiring 1.5 positions for camp this summer. • Teen meal nights are a success with the kids prepping the meals. We all eat family style. • Swimming on Wednesday's has been great as well. • After School Program is seeing 20-25 bids daily. We are getting out and about as much as possible. • The ASP will be joining B&G club Friday for an end of the year walk and BBQ. Park Maintenance & Campgrounds • The Campgrounds are now open as well as our public restrooms and Shower House. Many thanks to the Public Works Department for their help in getting water services to our campgrounds and restrooms. We also thank them for their timely water line repair as well as restoring water services to the Resurrection North potable water stations. • Our Shower House showers are now utilizing a token operations system that we hope will help eliminate the theft and vandalism issues that we experienced last season. Showers remain $2 for 10 minutes. • Staff continues to improve tent camping sites • The interior of the shower house has been repainted. The new brighter color gives it the fresh, new, clean look that it desperately needed. • March camping revenue was $1,905 which represents 120 camper nights. • April Campground Revenue was $9,317 which represents 595 camper nights. • Thank you to Metco for their work grading and spreading D1 throughout our campgrounds, we hope this added material will help aid in the effort to improve driveway conditions this season. Sports & Recreation • Sports & Rec has new summer hours, based on attendance patterns. Now through Labor Day, Sports & Rec at the AVTEC gym is open Tuesday, Wednesday & Thursdays from 9:30 am to 9 pm. Also, Tai Chi for Arthritis class begins Tuesday, May 15. Register with certified instructor, Dana Paperman. • Super Saturday Clean -Up and Bike Rodeo are both next week, Sat, May 12. • Please register now for the Exit Glacier Race on Sat, May 19. www.RunSignUp.com. • Kids are encouraged to start training now for the Seward Real Estate Bear Bell Run one -miler on Friday, June 8. The event wraps up and celebrates your personal record with a picnic at Branson Pavilion. Register at 224-4054. • Register now for British Soccer Camp, to get the full uniform. (Late registrations do not get the full uniform.) • Sat, April 281h SPRD Hosted the 16rh Annual TelAlaska Spring Classic Volleyball Tournament. 12 teams from Wasilla to Kenai and 1 team from Seward competed in this one -day tourney. Thank you to all the teams, officials and huge thanks to our sponsor TelAlaska! 14 • Pictures below are 1 st and 2nd place in the Gold and Silver Division COMMUNITY LIBRARY AND MUSEUM NEWS AND UPDATES Library & Museum Story Time Report This winter's Library & Museum Story Times came to an end on April 28th. We are excited to announce that this program reached out to 490 people through 31 Story Time programs. Six of these programs were Museum Story Times which included 82 of the total participants. Program Coordinator Heather Bardarson and Curator Maddi McGraw collaborated to create partnerships with members and institutions within the Seward Community like the Alaska Sea Life Center, local historians, and the Seward Public Health Nurse. Popular Story Times themes included Dinosaurs, Baby Belugas, Boats, and Pajama Party. The Pajama Party Story Time was the largest Story Time attendance we have had at the Library & Museum in recent years, with a total of 42 Seward children, parents and care givers! We are happy to see how this program has grown and are thrilled to have gotten such wonderful community feedback and participation. See you next fall when Story Time resumes in September! Museum Window Display The current window display is a short history of summertime activities in Seward throughout the 20th century. It includes photographs and newspaper articles, and covers topics such as swimming, tennis, hiking, and baseball in Seward's history. Stop by and see it! 15 Artifact of the Month The May Artifact of the Month is a pair of tinted eyeglasses. The tinted glass lenses are mounted in black wire frames, with thin curved wire ear pieces. While these glasses are undated, they probably date from the 1930s. The glasses were donated to the Resurrection Bay Historical Society in 1997 by the Seward Community Library. Museum School Visits On May 1 st, 50 students and 6 chaperones from Seward Elementary visited the Museum. The students completed a scavenger hunt and watched a film about the historic Iditarod Trail. On May 1st, 45 5th grade students and 6 chaperones from Knik Elementary visited the Museum. The students completed a scavenger hunt and watched a film about the historic Iditarod Trail. We're excited to have many more School Visits scheduled in May and thank all the schools, teachers, parent chaperones and students for making Seward history an important part of their day! Museum Drop -In Craft The April Museum Drop -In Craft held on April 20th and 21 st. Supplies were provided to make paper rain cloud mobiles. 27 children and 13 adults completed the craft. Our final Drop -In Craft for the season took place on May 4th and 51h to make tissue paper flowers. Special Sunday Museum Hours This year's Sunday Museum Hours will be 1pm — 5pm, May 20 — September 16. We thank the special volunteers from the Resurrection Bay Historical Society and their commitment and dedication to make Seward's history available to all on Sundays since 2015! Summer admission is S4 for ages 13 on up. Children 12 and Resurrection Bay Historical Society members are free. Curator Job Opening While we are sad to see Madeline McGraw go, we thank her to her hard work and dedication during her nearly two-year tenure as Curator and wish her all the best in her adventures in her new adventures. The position of Curator of Exhibits and Collections will be opened until filled. Please contact the City of Seward Personnel at hrgcityofseward.net or 907-224-7054 or visit the City of Seward Employment webpage at www.cityofseward.us/index.aspx?NID=878 for more information. 16 UPCOMING PROGRAMS Two Movies(&2 Program! We are pleased to be showing two movies, daily at 2pm, May 14-September 15. This program has been updated to include the 1964 earthquake movie, Waves Over Seward, in addition to the Iditarod National Historic Trail. A History that we've been showing the past two summers. We are the only place to view these special historic Alaska movies on a regular basis! Each movie lasts about 25 minutes and will be shown back to back with a suggested $4 donation. We thank the Iditarod Historic Trail Alliance and the Seward Community Library Association for giving us special permission to show these movies to the public! Alaska State Writer Laureate Workshop & Craft Talk with Ernestine Hays Tuesday, May 15th and Wednesday, May 16th from 5-8pm in the Community Room. Celebrated Alaska Native Author, Ernestine Hayes, has launched a series of writing workshops called Container of Stories. These two-day workshops invite participants at every level of writing experience. Participants will be encouraged to tell the story of someone whose voice that would not otherwise be heard along with their own stories. All are invited to the Craft Talk! Call (907)224-4082 to sign up for the workshop! Special thanks to the Alaska State Council on the Arts, the Alaska Humanities Forum, the Seward Community Library Association, and the Hotel Seward for their help and contributions to make these special programs possible! Seward Community Book Club Saturday, May 19th at 1lam in the Upstairs Meeting Room. May is the last month for the Community Book Club. Don't worry we will start up again in October! Our final book for discussion is The Tortilla Curtain by T.C. Boyle. Synopsis: The Tortilla Curtain introduces two couples, Mexican immigrants who enter the United States illegally and an upper class American couple who live in a gated community. Patrons can pick up a copy at the Library Front Desk Seward Summer Reading Program Kick Off Party Saturday, May 26th from 1-3pm at the Seward Community Library & Museum People of all ages are invite to kick off how Libraries Rock! for a new community wide Summer Reading Program designed for all ages to participate in this summer! This is our first ever community wide reading program! Join us to learn how this new, but simple, Summer Reading Program will work, register for the program, and enjoy free food and live music with Blackwater Railroad! This program intends to get everyone excited about literacy, using the resources at their Community Library & Museum, while getting out and supporting Local Seward Businesses! This year's Summer Reading Program will feature local discount coupons and grand prizes sponsored by local businesses. Special thanks to the Friends of the Seward Library, Sweet Darlings, The Alaskan Bag Lady, Hamajang, Woody's Thai Kitchen, Apollo Restaurant, Major Marine Tours, Kenai Fjords Tours, Sunny Cove Sea Kayaking, The Alaska Railroad, Seward Ocean Excursions, and the Apex Gym for generously contributing discount coupons and prizes for this program! If there are additional businesses that would like to support the Summer Reading Program; it's not too late. Contact Program Coordinator, Heather Bardarson at (907)224-4010 or hbardarsonkcityofseward.net. Other summer programs offered to complement our Summer Reading Program will be a weekly Lego Club program, weekly Saturday Matinee movies, two special kite making workshops, live music in the Library and more! Check our online calendar at www.cityofseward.us/calendar.aspx?CID=31 for updates! 17 Play Time Every Saturday in the Children's Room from 12pm-4pm, all year long. Come enjoy the Children's area with assorted games, puzzles, themed books, & coloring. This event is parent led and offers a special collection of specially selected toys or musical instruments to play with every week. Come enjoy our space! ELECTRIC Number of outages/trouble calls in April: 17 Number of new Job Orders started since Jan. 1, 2018: 13 The crew continues to prep for the work at the Seward Lagoon. After the wire is removed from the poles and placed underground, we will reduce the height on some of the poles and reinstall the bird perches. The remaining poles will be removed. National Metering is nearly complete with the meter exchange project. The project is scheduled for completion by May 11, 2018. For more information on the project please go to the City's website cityofseward.us and click on the link "2018 Meter Exchange Project Info" or call 224-4073. IN The crew has been busy working with National Metering and Marathon Electric in replacing/upgrading faulty equipment on the customer and City side of the system. In the event the customers meter base was not safe or faulty, the crew would call Marathon to make the necessary repairs. FINANCE Finance is working with BDO to finalize the annual audit, and still awaiting data from the State related to pension liabilities, before being able to complete our financial reports for the year. The City Manager authorized a $0.04 discount on the Cost of Power Adjustment (COPA) on Utility bills that went out in April, so customers saw a reduction in their bills this month. This discount ensures that customers were not overcharged when the City transitioned toward a utility bill that separates out charges from the City, versus charges from Chugach. Some customers were charged the COPA for a full initial month of the transition, when they should have instead been charged the Fuel Cost Adjustment for part of the month, and the COPA the remainder of the month. The software was programmed to use the same rate identifier, which could not be split for the month, resulting in some customers being overcharged part of the month, so this Adjustment, applied to the entire consumption for April, is intended to over -compensate for the transition impact. The City's meter exchange project is going very well, with 1,990 meters exchanged as of May 2. Finance has completed the upgrade of software and hardware to allow for mobile meter reading and completed initial testing of the mobile automated meter reading equipment with successful preliminary testing. All new meters have been imported into the billing system and all swapped out meters are now attached to customer accounts. When utility bills are issued in May, customers will see the final reading from their `old' meter, and the usage for that meter since the last billing, as well as the reading from their `new' meter, and the usage for that meter since it was installed. May is the month that the summer seasonal electric rates will kick in; those rates will be somewhat mitigated by recent Chugach credits received related to prior year quarterly fuel cost Adjustment credits. National Metering has reported that our electric utility crew has been one of the most supportive crews that they have had the pleasure of working with. We are not surprised. Bryan and his crew have been extremely responsive and helpful in trying to minimize any disruption to our customers. And Marathon Electric has also done a great job responding quickly to the needs of customers with problems with their meter bases and service repair needs, and we have received very positive customer feedback. m In the near future, Finance is working to roll out a new customer payment portal allowing customers a much more user-friendly interface to pay their utility bills, logging into the system using their e-mail address, electing to opt in to paperless billing (receiving an electronic bill instead of paper), receiving reminders via e-mail when the bill is due, the ability to utilize "quick pay" link on their cell phone e-mail to pay their bill without logging in to their account (if they set up that option), and with the ability to review and print out historical bills and view each bill as a graphical representation, showing the split between electric, water and sewer charges. 20 PRESS RELEASE For Immediate Release May 3, 2018 For More Information Rachel Lord, 907-435-7209 Alaska Legislature Passes Derelict Vessel Bill On Wednesday, Alaska took a step closer to stronger laws and pro -active prevention of derelict vessels across the state. Passing both the Senate and the House, Senate Bill 92 is heading to Governor Walker's desk for a signature. S1392, the Derelict Vessel Act, overhauls Alaska's outdated and ineffective laws on abandoned and derelict vessels. It clarifies and strengthens the process for dealing with derelict boats. It also takes significant steps to improve enforcement and increase the likelihood that a person will be held responsible when they attempt to walk away from an old boat on public waters. There are hundreds of derelict vessels currently across coastal Alaska and throughout the large river systems. While the bill doesn't bring significant financial resources to address this legacy problem, it does take great steps to curb the continued dumping of old boats on Alaska's coast and rivers. "With SB 92, the Alaska Department of Natural Resources will take a critically important step to streamline state efforts on derelict vessels with a focus on prevention," said bill sponsor Senator Peter Micciche. `By starting to look at eventual cradle -to -grave solutions for old boats, the state and Alaska's municipalities will reduce costly cleanups and encroachment of abandoned boats on public and private waters and lands." SB92 was crafted from the work of Alaska's ad -hoc Derelict Vessel Task Force, sponsored in part by the Alaska Clean Harbors program and Cook Inletkeeper. The law firm of Birch Horton Bittner and Cherot provided pro bono legal assistance, with extensive experience in maritime law surrounding derelict vessels in Alaska. Attorney Holly Wells responded to the passing of SB92, "The passage of this legislation provides the State and its municipal ports and harbors a fighting chance against Alaska's aging fleet and the rapid increase in derelict and abandoned vessels along Alaska's shores. The members of the Derelict Vessel Task Force, the Task Force's facilitator Rachel Lord, the Alaska Harbormasters Association, and of course the sponsors of this bill should be very proud." "Anyone working on derelict vessel cases around Alaska knows how difficult it is to find an owner to legally hold liable under our current laws," noted Rachel Lord, Executive Secretary of the Alaska Association of Harbonnasters and Port Administrators and the facilitator of the Derelict Vessel Task Force which crafted the language of the bill. Of SB92 Lord says, "in addition to re -writing the current derelict vessel laws in Alaska, SB92 will improve the tracking of vessel ownership through expanded registration requirements and the creation of a vessel title program for boats over 24 feet in length. Over time, this will be a huge help to municipalities and the State when managing our waterways for public use in navigation and moorage." Juneau Port Director Carl Uchytil was pleased with the passing of the bill, "CBJ Docks & Harbors applauds the efforts of the Alaska Legislature to address abandoned and derelict vessels with common sense legislation. We believe titling and the mandatory registration of vessels posing a potential for environmental damage or expensive salvage operations are a necessary first step in protecting the financial interests of the Docks & Harbor enterprise funds." Bryan Hawkins, City of Homer Port and Harbor Director and AAHPA Vice President said, "The 43 port and harbor members of the Alaska Association of Harbormasters & Port Administrators were universal in their support of SB92 to address the growing challenges of abandoned and derelict vessels throughout the Alaska." Additional official support for SB92 came from the Alaska Municipal League, the Cook Inlet Harbor Safety Committee, Orutsararmiut Native Council, and the coimnunities of Ketchikan, Thorne Bay, Sitka, Juneau, Cordova, Seward, Homer, Dillingham, and Unalaska. The Association is most appreciative of Senator Micciche and Representative Seaton (sponsor of companion bill HB386) for their efforts and energy in advancing this important legislation. The Alaska Association of Harbonnasters and Port Administrators is a 501(c)6 organization established in 1999 and dedicated to serving and promoting Alaska's ports and harbors. P au lard 1 read F. (cculrve ;lecrolary Vaskra Assocr iva a a)gil"II N,rrn 7arur-r;ir�x pia, 1mo,rC 1�xuir:�i Ya,utlarar. 907 %"bib 9000 info@alaskaharbors.org www. alaskaharbors. ors Pi:ro` 21 I 'A 2 iof� � A C — — Birch Horton Bittner & Cherot a prolessiontd corporation May 8, 2018 Mayor and Members of the City Council City of Seward P.O. Box 167 Seward, AK 99664 William A. Earnhart Respond to Anchorage Office T 907.263.7285 • F 907.276.3680 wearnhart@bhb.com RE: City Attorney Report for the period April 1, 2018 through April 30, 2018 Dear Mayor and City Council: The following summarizes our activities as City Attorney during the period April 1, 2018 through April 30, 2018: 1. General Matters: The City Attorney's office provided advice and worked on various matters, including records request issues; contract provisions; revising contracts; drafting/revising waiver forms; and personnel issues. We advised on the early termination of the Vigor contract and Icicle lease revision, and advised on union organization issues. 2. Liticiatio_n: Oral argument is scheduled in the Orion litigation for June 11, 2018, at 9:00 a.m., in the Bankruptcy Courtroom of the old federal courthouse in Anchorage. The Reinke personal injury lawsuit was tendered and accepted by Seward's insurer, AML/JIA, and is being defended by insurance counsel with Holland & Knight, LLP. The matter is in the preliminary discovery stage. 3. Organizing Activity: We were busy with union organizing related issues in regard to both APEA and IBEW. We reached out to IBEW to discuss integration of the field engineer and administrative assistant positions into the bargaining unit. 4. Hours Billed. The total number of hours billed by the firm on general matters in April 2018 was 61. Please contact me if you have any questions or desire additional information on any of the matters discussed above. 510 L Street, Suite 700, Anchorage, Alaska 99501-1959 1100 Connecticut Ave., NW, Ste. 825, Washington, D.C. 20036 T 907.276.1550 • 800.478,1550 • F 907.276.36802 T 202.659,5800 • 888.482.4727 • F 202.659,1027 507486\1006\00716060 Birch Horton Bittner & Cherot sp �srwuAs^.ea�'rsrraMi rt�awp�r�atdraera Mayor and Members of the City Council May 8, 2018 Page 2 of 2 Sincerely, BIRCH HORTON BITTNER & CHEROT William A. Earnhart WAE:kat cc: Jim Hunt, City Manager 23 507486\ 1006NO0716 060 Sponsored by: Planning and Zoning Commission Introduction Date: April 23, 2018 Public Hearing Date: May 14, 2018 Enactment Date: May 14, 2018 CITY OF SEWARD.) ALASKA ORDINANCE 2018-002 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING SEWARD CITY CODE CHAPTERS 2, 7, 8, AND 15 RELATING TO CAMPING REGULATIONS WHEREAS, regulation of public and private camping is addressed in several sections of the Seward City Code; and WHEREAS, it is desirable to make all camping ordinances throughout the Seward City Code consistent with one another; and WHEREAS, it is desirable to amend the camping ordinances for public campgrounds to clarify fees for public campgrounds and to assist park staff with enforcing ordinances, including fee collection; and WHEREAS, Alaska Statutes 18.35 and the regulations adopted in 18 AAC 30.400-.470 establish minimum standards of health and sanitation for the protection of the public health and welfare in campgrounds; and WHEREAS, purposes of the camping regulations are to protect the public's health, safety and general welfare, prevent overcrowding and unsanitary conditions in the City, to provide a wholesome community environment, adequate public services, to conserve natural resources, and to provide clean, safe and attractive recreational and tourist facilities; and WHEREAS, in addition to several work sessions, the Planning and Zoning Commission held a public hearing and recommended City Council approval of the proposed City Code amendments at its April 3, 2018 meeting. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, HEREBY ORDAINS that: Section 1. Seward City Code Sections 2.25.065 and 2.25.125 are hereby amended to read as follows: Stfikeott = deletions bold italics underline = additions 2.25.065. - Harbor department —Powers and duties. The harbor department shall: (1) Formulate, recommend and administer policies and procedures pertaining to the operation of the Seward harbor and its facilities; 24 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 (2) Collect harbor fees and charges and maintain such records as are necessary for the fulfillment of the department function; (3) Provide for the enforcement of all city regulations pertaining to the harbor; f�eilities; (5-)Provide other services and duties as directed by the city manager. 2.25.125. - Parks and recreation department —Powers and duties. The Parks and Recreation Department shall: (1) Organize various recreational programs for individuals of all ages within the City; (2) Coordinate recreational activities and programs with the Kenai Peninsula Borough Community Schools programs and other local recreational entities; (3) Maintain City recreational facilities; (4) Provide for the operation, maintenance and collection of fees for the municipal campgrounds; {4) (5) Provide other services and duties as directed by the City Manager. Section 2. Seward City Code Section 7.15 — Campgrounds, Parks, and Open Spaces is hereby amended to read as follows (St-Fikeott = deletions, bold italics = additions): 7.15.010. - Camping, generally 7.15.010. Camping, municipal. (a) No camping, other than as specified in section 8.'�015.10.226, shall be allowed within the City limits except in areas designated as municipal campgrounds by resolution of the City Council or in rp iyate camper parks operating under a permit. "Municipal campgrounds" means campgrounds owned or operated by the Citv and designated as public campgrounds by resolution of the City Council. Fees for camping in designated pttbe municipal campgrounds shall be set by resolution of the City Council. Camping on private land is subiect to Chapter 8.15 and Chapter 15.10. 25 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 Persons camping must be housed in a camping unit as defined in 8.15.110 (c) Gaffipei:s must be housed ift a ea4Rpi*g ttait. A eamping ttait is defined as a motof home, Disabled andlor senior citizens age 62 and over may camp for extended periods of time provided that they first obtain a special permit and monthly pass from the City Parks and Recreation Department. Tents or structures of plastic sheeting, canvas or similar materials are not eligible for monthly passes or special permits. (d) Camping in desigiia4ed pffblie municipal campgrounds shall be allowed between April 15 and September 30 each year, provided, however, that the City Manager may y modi the opening of municipal campgrounds until such time as staffing and weather conditions permit such use. In no event shall camping by one party be allowed for more than 14 consecutive days in one designated municipal campground except as noted in(c). Except for those areas opened for camping by resolution of the council or stated in subsection (e) below, all pub4e municipal campgrounds shall be closed to camping beginning October 1 through April 14, annually. (e) Winter camping shall be permitted at the T� a designated municipal campground. In no event shall camping by one party be allowed for more than 14 consecutive days in one camping space. (f) Persons camping £-mpeFs in violation of this section are subject to citation, eviction and/or impoundment by authorized personnel. Persons camping Gam who violate posted camping regulations may have their camping permits revoked and may be evicted by authorized personnel. if stte . ,.etio,, ;s w.,,.,anted ., ,.amplai t filed by p ks pefs .,,,,ol shall Citations or complaints by authorized personnel shall include a complete description of the violation and any contact between the violator and parks staff. 7.15.020. - Municipal campgrounds, registration and permits. Municipal campgrounds are designated as self fegistfat fee areas. Unless otherwise posted, persons camping Gamper-s shall self -register and pay the established fees as posted before occupying a campsite. A valid camping permit must be visibly displayed and attached to all camping units at all times. Failure to self -register and pay the established fee shall result in a fine of $50. If fine is paid within ten days, the fine shall be reduced to $25. For the purposes of this chapter, camping is defined as pa4ing occupying a +ienal 'Vehiele camping unit Of Setting ^ tent for- me -Fe thaf f eeffseetAive he A camping unit is defined in 8.15.110. 26 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 Section 3. Seward City Code Section 8.15 — Trailers, Mobile Home Parks, Camper Parks and Camping is hereby amended to read as follows (Stfikeatit = deletions, bold italics underline = additions): Chapter 8.15. - Trailers, Mobile Home Parks, Camper Parks and Camping Article 1. - General Provisions 8.15.110. - Definitions. As used in this chapter the following terms are specifically defined as follows: Addition. An enclosed structure of conventional construction, or a manufactured home unit, attached to a mobile home. Camper park. A privately owned and operated campground on any A&vy parcel, or adjacent parcels of land in the same ownership, which is used by two or more camping units eaff1pefs, Camping unit. A tent or recreational vehicle. Municipal Campground campgrounds owned or operated by the City and designated as public campgrounds by resolution of the City Council Permit. The license issued for and allowing the establishment and management of mobile home parks or camper parks as defined in this section. Recreational vehicle. A vehicle used or intended for short-term occupancy as a temporary dwelling for travel, recreation, and vacation uses to be used as sletpi" quarter -I huniaHs and which may be driven, towed or propelled from one location to another without change in structure or design, whether or not the same is supported by wheels or identified by a model, serial or vehicle registration number. Includes travel trailers, camping trailers, tent campers, trailer coaches, motor homes, truck campers, buses and similar vehicles. Space. A defined land area in a mobile home or camper park on which a mobile home or camping unit, may be placed and which is described by boundary lines measured in terms of: (1) Its depth expressed as a mean distance between the front and rear of the space, measured in the general direction of the side space lines; 27 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 (2) Its width expressed as a mean distance between the side lines of the space, measured in the general direction of the front and rear space lines. IN WIN MQUWAaMM:�srs�! Used/occupied. As applied to any land, buildings, mobile home, or camping unit del *railer- of ,.ampe, the words "used" or "occupied" shall be construed to include the words "intended, arranged or designed to be used or occupied." 8.15.115. - Location. (a) Mobile home parks; and camper parks, require a conditional use permit and administrative permit and are eensidefed pefmitte allowed uses per the Land Uses Allowed Table in Title 15. inR 3 or AG d stf ets, provided they are approved by the Seward Planninz and Zoninz Commission after public hearing. (b) Mobile home or camper spaces must be located a minimum of 75 feet from any permanent residence building located outside the park unless separated therefrom by a barrier such as a right-of-way or a fence or wall at least 36 inches in height. 8.15.120. - Mobile home park and camper park regulations —Applicability. (a) All mobile home parks and camper parks within the city of Seward shall be constructed, operated and maintained in accordance with the standards set forth in this chapter. It shall be unlawful for any person to own or operate a mobile home or camper park which does not meet the standards of this chapter. (b) Nothing in this chapter shall be construed as prohibiting the placement of modular or prefabricated homes in any district where other single-family dwellings are allowed, provided the homes meet other applicable zoning, setback, and construction code requirements of the city, Kenai Peninsula Borough and the state. 8.15.425. - Enforcement of chapter; violations and penalties. (a) This chapter governing mobile home parks and camper parks shall be enforced by the city fire chief and the City Clerk. 28 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 (b) Whenever a violation occurs, any person may file with the City Clerk a complaint in regard thereto. All such complaints shall be properly recorded and immediately investigated by the appropriate city official who shall report his findings to the city manager. (c) For any and every violation of the provisions of this chapter, the owner, agent, contractor, lessee, or tenant of any premises where such violations exist, or any other person who commits, takes part or assists in such violations or who maintains any building or premises in which any violation shall exist, may be assessed a penalty of not more than $300.00. Each and every day that such violation continues shall be deemed a separate and distinct violation. (d) Any structure which is in violation of the provisions of this chapter shall be and the same is hereby declared to be unlawful and a public nuisance and the city manager shall, upon order of the city council, commence lawful action to abate or remove such building, structure or use or to restrain any violation of this chapter. (e) All remedies provided for herein shall be cumulative and not exclusive. (f) The issuance or granting of a building permit or approval of plans or specifications under the authority of the building code shall not be deemed or construed to be a permit for or an approval of any violation of any of the provisions of this chapter or any amendment thereto. 8.15.130. - Compliance with other laws. Mobile home narks and camper parks shall be constructed, operated and maintained in conformance with all applicable state and local statutes, ordinances or regulations. 8.15.140. - Fire prevention. (a) Every mobile home park or camper park shall be equipped with fire extinguisher(s) as determined by the Fire Chief. Fire extinguishers) shall be accessible to the users of mobile home park and camper park durink all operational periods. a 15 port ,a ,,,,,.bo dioxide o df powder de- fire extinguisher in good working g _-Ae-,-_ea4ed in the dwelling -- Affip'p-' Af the per -soft iff ehafge of the park. No opeff fifes shall be permitted at any >exeept in earnpef parks ift fife fifigs, (b) To minimize the possibility of interference with escape in case of fire, the permittee shall prohibit the parking of vehicles closer than five feet from the door of any service building, convenience establishment, t,.,,..�, mobile home or eafflpe recreational vehicle. . ........... lifft 11 1 11 1 11 11 1 (d) Containers for fuel to be used by mobile home, occupants shall be connected in a ler-eef leak -proof manner to the stoves or heaters by copper or other 29 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 metallic tubing in accordance with manufacturer recommendation. appt:aved by the Fuel oil containers shall be securely fastened in place not less than five feet from any exit and/or at least two feet ffoffi the body of the mobile home. of thefete , of: Feetvational veh,7-5-e-, t-r-ael tra lef or- eampe-. 8.15.145. - Recreational vehicles and mobile homes outside of Municipal Campgrounds, Camper Parks and Mobile Home Parks. (a) , otheiF than an tininhabited two .�,�.,,� A camping unit not to exceed twetiyforty aye feet in length, may be stored on a private lot in Fesidential all zoning districts, as referenced in 15.10.226., exeept in a (b) On a construction project, a tf mobile home or eamprecreational vehicle may be used for temporary living or work space at the project site not to exceed length of project for- a pefiod of °n days if a letter application for this use is submitted by the owner or manager of the project, site or property and is approved by authorized personnel is (c) In a mobile home, or recreational vehicle sales lot, one mobile home or recreational vehicle, may be used as an office for sales lot business only. Article 2. - Permits 8.15.210. - Mobile home park and camper park annual permit required. (a) No person may eofistnae develop, operate or maintain a mobile home park or camper park without first obtaining an annual permit in accordance with this chapter. (b) The permit shall be issued by the City Clerk after investigation and inspection by the city building inspector and fire chief. (c) The annual permit, along with a copy of this chapter, shall be posted in a conspicuous location on the premises of the Mobile Home Park or Camper Park at all times. (d) All mobile home parks, camper parks, or other trailer courts in existence in any area annexed to the city in the future shall have ninety days subsequent to such annexation to obtain a city permit. (e) The city council may by ordinance restrict the total number of mobile home park permits and camper park permits to be issued. 30 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 8.15.215. - Initial permit. (a) An application for an annual mobile home park or camper park permit shall be submitted to the City Clerk on a form provided by the City. The application shall include the following information: (1) The name and physical address of the Mobile Home Park or camper park; (2) The name and mailing address of the applicant, indicating whether operator or owner; (3) The name and mailing address of the owner if different from the applicant. (b) The application shall be accompanied by a dimensional site plan at a scale of one inch to 20 feet showing the following: (1) The specific layout of mobile home or camping unit spaces, s setting forth the dimensions of each space; Article 4. - Camper Parks 8.15.410. - General Provisions. (a) Camper parks may be established to provide temporary spaces and facilities to eaffiPefs Lor camping u1nits,mwt6r homes, t+ el trailers, and othe " "cvrea4i6"rrcc ehieles. when used for touring, vacationing or like transient activities. No ale camping unit in a camper park may remain in the park more than thirty days. 8.15.415. - Spacing requirements. The requirement for spacing shall be at least ten feet clear space between campinz units (Ord. 522, § 2 (part), 1984) 8.15.420. - Streets, walkways and storm drainage. have a minimum right of way width of 40 feet with a minimum suffaee wi&h of 24 feet, a 14 feet. Streets, walkways, and storm drainages must comply with City Codes. (Ord. 522, § 2 (part), 1984; Ord. 610, 1988) 31 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 8.15.445. - Prohibitions generally. (a) No -ele -eatio a Vehi leor- *eft camping unit situated in a camper park may be offered for rent or lease. (b) No vehiele camping unit in a camper park may be rendered immobile except by the unhitching of a separate towing vehicle, if any. Campe Recreational vehicles may be temporarily tied down only as required for the safety of the vehicle and the area. Removal of wheels, addition of skirting, attachment of structures, buildings additions or foundations or any other act evidencing permanency of occupancy shall not be permitted. 8.15.450. - Registration required. The owner or operator of a camper park shall maintain a register containing the name and mailing address of each person occupying the park, a license or identification number and description of each vehicle occupying the park and the date of each arrival and departure on a form approved by the city. This register shall be retained for at least three years, and shall be available for inspection by the city at any time. No person who refuses to register may be granted occupancy in the camper park f f hitnsel f of his ..ehiel . 8.15.455. - Alaska landlord -tenant act inapplicable. A camper park is not a mobile home park as set forth in AS 34.03.360(3). Structures and mobile homes within the terms of AS 34.03.360(3) are not permitted in a camper park. Article 5. — Camping — See $15.10.226 UILIAN III IiI 11101�11 ONE 32 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 ENMAMMIRSUMMKIPAM Article 6. - Employee Campgrounds — See $15.10.226 . •• . . • �. If��fIRR'I�E�'ZT�i ��_ . • � ��4�i'i�elS 33 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 Section 4. Seward City Code Section 15.10 Planning and Land Use Regulations, Seward Zoning Code is hereby amended to read as follows (fit = deletions, bold italics underline = additions): 15.10.140 - Definitions. A. General interpretation. B. Specific definitions. (Parenthetical references are for cross-reference only.) In this chapter, unless otherwise provided or the context otherwise requires: 18. Campground. A plot of ground upon which two or more campsites are located, established or maintained for occupancy by +vr+s of f +;,,.., .,ehielcamping units as temporary living quarters for recreational or vacation purposes. a. Campground, municipal Campgrounds owned or operated by the City and desiznated as public campzrounds by resolution of the City Council. b. Camp -round, private camper parks. A privately owned and operated campground on any parcel, or adjacent parcels of land in the same ownership, which is used by two or more camping units. c. Campground, employee. An area operated by an established business with high seasonal employment of transient workers as a housink alternative and not construed to be a construction camp. 19. Camper park. A privately owned and operated campground on any parcel, or adiacent parcels of land in the same ownership, which is used by two or more camping units. 20. Campinz unit. A tent or recreational vehicle. 5�-4 0.225 15.10.226 Land Uses Allowed (a) Table 1 5�5 15.10.226 Land Uses Allowed is incorporated herein by reference and the restrictions contained therein are mandatory unless otherwise modified by this chapter (See Table 15.10.226+ bles t the v,.,,a of this 44e ) 34 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 (i) Camping is allowed subiect to the following: (1)Ne Camping for a fee shall be allowed within the city limits only in municipal campgrounds, as defined in section 7.15, or in private camper parks operating under a permit, as defined in section 8.15. (2) Other than permitted camper parks, camping on privately owned lots as an accessory use to an occupied, single family home is limited to private non-commercial use and for no fee. Such occupancy shall be limited to one camping unit at a time and shall be for recreational or vacationing purposes only, Campine as provided in this section shall not occur earlier than April 15th and no later than September 30'h (i) Employee Campgrounds are allowed in accordance with table 15.10.226 of this chapter subiect to the following: (1) Employee campgrounds are for established businesses with high seasonal employment of transient workers, and are not to be construed as construction camps. No employee campground may be open for more than 150 days per calendar year, and may not open earlier than April 15, nor remain active later than September 30, except by resolution of the city council based on specific findings that a longer term, earlier opening date and/or later closing date is warranted because of special circumstances. (2) Occupancy in an employee campground is limited to the transient workers of that industry or business granted a conditional use permit and annual permit. (3) Garbage and refuse. The requirements of section 8.15.340 shall also apply to employee campgrounds. (4) Sanitary facilities shall include either permanent or portable toilets. If permanent facilities are constructed, they shall conform to section 8.15.425(b). Shower facilities may either be on -site in conformance with section 8.15.425(b), or provided on the iob site of the employer: (5) The requirements for spacing shall be at least ten feet clear space between camping units. Vehicles other than those being used for living accommodations shall not be parked within the campground area proper. 35 CITY OF SEWARD, ALASKA ORDINANCE 2018-002 Table 15.10.2261 5�-10.225 Land Uses Allowed Zoning Districts Principally Residential Principally Commercial Principally Public Uses RR R1 R2 R3 UR OR AC HC CB I RM INS P Campground, municipal C/P C/P C/P C/P Campground, camper park, Gp C� C/P C/P C/P G�p rp ivate Campground, employee C/P Section 5. This Ordinance shall take effect ten (10) days following its enactment. ENACTED by the City Council of the City of Seward, Alaska, this 14th day of May, 2018. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) THE CITY OF SEWARD, ALASKA David Squires, Mayor 36 Council. Agenda Statement Meeting Date: May 1.4,2018 To: City Council Through. Jim Hunt, City Manager Ron Long, Assistant City Manager From: Jackie C. Wilde, Planner Agenda Item- Amending Portions of Seward City Code Titles 2, 7, 8, and 15 to clarify campground uses, definitions, and requirements BACKGROUND & JUSTIFICATION: At the request of the public, Planning and Zoning Commission, and City Council, city staff has completed a review of portions of the City Code relating to camping and campgrounds in the City of Seward. Review of the camping code is currently a council approved priority of the Planning and Zoning Commission, Camping and campgrounds are currently addressed within Titles 2, 7, 8 and 15 of the City Code, The Planning and Zoning Commission held public work sessions to review and update portions of the City Camping Code. Four work sessions were held on the following dates: August 29 and September 19, 2017 and January 16 and February 6, 2018. T.Jpon review, staff determined it important to distinguish between public (municipal -run) camping, private camping (as a business), and camping on privately owned lots (for no fee) and to better clarify definitions and terms. Specific additions, deletions or changes are explained as follows: (Proposed change is indented and the staff explanation follows) 2.25.065 and 2.25.125, Harbor and I -larks and Recreation Department gowers tind duties. In their research, staff determined the role of providing for the operation, maintenance and collection of fees for the city camping facilities was mistakenly listed under the Harbor Department instead of the Parks and Recreation Department, It is recornmended to correctly place this duty under the barks and Recreation Department's powers and duties. Title 7,15 — CdaWgroundy Parks anal O Spaces _ pen _ _ For clarity and to minimize confusion, staff recommends placing all tetras related to public 37 City Council Agenda Statement Ordinance 2018-002 Page 2 of') (municipal) camping in this section, and to refer to city -run campgrounds as "municipal campgrounds". Staff also requests to remove and replace the term "Camper' with "persons camping" so there is no confusion if "camper" means a person or a camping unit. Parks and Recreation staff requested language to impose fines for failing to self -register. Title 8.15 — Trailers Mobile Home Parks, Camper Parks and Camping It is proposed to use Title 8.15 with regard to those intending to own and operate a private camper park or mobile home park. For the purposes of this resolution staff did not review portions of this code pertaining to mobile home parks. Changes are proposed to clearly define camping units, camper parks, and recreational vehicles. For Camper Parks, language regarding technical specifications have been either deleted or simplified. Articles 5 and 6, pertaining to Camping (generally and on privately owned lots) and Employee Campgrounds were revised and moved to Title 15 under Planning Land Use Regulations as they are not associated with camping for a fee (municipal or private). Title 15.10 — Seward Zoning Code Proposed changes to Title 15 are to elaborate the definitions of campground, separating municipal and private. Articles 5 and 6 from Title 8.15 are moved to this section under Land Uses Allowed. Language was developed to allow for private, temporary camping on privately owned lots for no fee, as an accessory to a single family home. This allows residents to have out of town guest's camp on their property, as it is currently not an allowed use. The Land Uses Allowed table was amended to separate private and municipal camping and has been added as Title 15.10.226 to better assist public searches on Municode. .. CONSISTENCY CHECKLIST: .-�......�_-��............ ... �m.m_..M............ ........_..... ................_.. Yes .......�NowM....N/......� Al �__.._ .............. . _ __ . ...... _-....... �........�_......._...wwwww.........._._....... Comprehensive Plan: (2030 Plan approved by Council May 30, 2017) 1. 2.2.8 City Government: Continue to review and update the city X _� _. 2. page 9) code.(bullet __._..www....-w..............._........w_.-............�.....—............�..n �._.._....._...__. Strategic Plan : ("Approved by Council Resolution 99-043) • Pursue the community's vision through rigorous implementation u 2. of the Comprehensive and Land Use Plans X * Update the zoning code in order to implement the Comprehensive Plan 38 City Council Agenda Statement Ordinance 2018-002 Page 3 of 3 Seward City Code§ 15.01.035(c)(2)&(3) provides that the Planning and Zoning Commission shall hold a public hearing and forward written recommendations to the City Council before the City Council amends or repeals any land use regulations, or changes zoning or land use boundaries. As per Seward City Code § 15.01.040 the Planning and Zoning Commission held public hearings on April 3, 2018 and approved P & Z Resolution 2017-012, recommending City Council approve the attached Ordinance, amending Seward City Code Titles 2, 7, 8, and 15, relating to campground uses, definitions and requirements. RECOMMENDATION: Staff, the Planning and Zoning Commission recommend the City Council approve Ordinance amending portions of the Seward City Code Titles 2, 7, 8, and 15, relating to campground uses, definitions and requirements. 39 Sponsored by: Staff CITY OF SEWARD, ALASKA PLANNING AND ZONING COMMISSION RESOLUTION 2017-012 RESOLUTION 2017-012 OF THE PLANNING AND ZONING COMMISSION OF THE CITY OF SEWARD, ALASKA, RECOMMENDING CITY COUNCIL AMEND PORTIONS OF SEWARD CITY CODE TITLES 2, 7, 8, AND 15 TO CLARIFY CAMPGROUND USES, DEFINITIONS, AND REQUIREMENTS WHEREAS, members Of the public, the Planning and Zoning Commission, and the Seward City Council have requested a code change to allow for temporary camping on privately owned lots; and WHEREAS, in reviewing the city code, staff determined it to be important to better clarify terms related to camping, both privately or municipally run; and WHEREAS, it is desirable to amend the camping ordinances for public campgrounds, to clarify fees for public campgrounds and to assist park staff with enforcing; ordinances, including fee collection; and WHEREAS, from this review, there are changes to proposed to Seward City Code Titles 2, 7, 8, and 15; and WHEREAS, the Planning and Zoning Commission held public work sessions on June 20, August 29, and September 19, 2017, January 16, 2018, and February 6, 2018 to review the changes proposed by staff", and WHEREAS, the Public Hearing notification process had been complied with for this resolution. NOW, THEREFORE, BE IT RESOLVED by the Seward Planning and Zoning Commission that: Section I. 'The Commission recommends Ordinance 2017-012 attached and incorporated herein by reference, be forwarded to City Council for enactment, amending portions of Seward City Code Titles 2, 7, 8, and 15. Section 2. This resolution shall take effect immediately upon its adoption. 40 Seward Planning and Zoning Commission Resolution 2017-012 PASSED AND APPROVED by the Seward Planning and Zoning Commission of the City of Seward, Alaska, this 3 d day of April, 2018. THE CITY OF SEWARD, ALASKA Cindy L. .cklund, Chair AYES: Swann, Seese, CharbonneaLi, Arnbrosiani, Fleming, Eckland NOES: ABSENT: Hatfield ABSTAIN: VACANT: None ATTEST: Brenda Ballou, M C City Clerk 'r*�4 OF %S.E- (city W cj SEA1.1 10 OF 1608'r6ag"014 41 City of Seward, Alaska April3, 2018 Seward Planning & Zoning Commission Minutes Volume 7, Page Unfinished Business Items requiring a Public Hearing Resolution 2017-12 of the Planning and Zoning Commission of the City of Seward, Alaska, recommending City Council amend portions of Seward City Code Titles 2, 7, 8, And 15 to clarify campground uses, definitions, and requirements Wilde stated that a laydown has been presented containing the Planning and Zoning resolution to adopt the Ordinance, along with a copy of the Ordinance that contains amendments that were proposed by a member of the public to address some housekeeping changes. Wilde discussed the history of Camping Code revisions and stated that six work sessions had taken place in order to refine the code changes Notice of public hearing being posted and published as required by law was noted and the public hearing was opened. Carol Griswold, inside city limits, stated that she had submitted a four page document containing comments on this ordinance and had hoped that more time at the March 20 work session would have been devoted to camping code revision. She stated that she would like to see more time devoted to discussing winter camping and employee campgrounds before moving the ordinance to City Council. Seeing no one else wishing to speak, the public hearing was closed so that the Commission could review the proposed amendments Ecklund stated that the laydown provided by Planning staff contains some of the recommendations made by Griswold. Chair Ecklund suspended the rules to reopen public hearing giving a person who signed in the opportunity to speak Ristine Casagranda, inside city, asked for clarification on why there is an amendment delegating responsibility to Parks and Recreation for collection of parking fees. Ecklund in response, stated that the parking fee collection is a division of the Parks and Recreation department, and that the amendment was to remove campground management from the powers and duties of the harbor department. Casagranda asked if this code revision addressed winter camping. Ecklund responded that this ordinance did cover winter camping. Carol Griswold, inside city, requested a copy of the laydown item that had been presented. Griswold asked that the Commission consider the winter camping code revision that she had suggested in her emailed comments. Griswold gave an overview of the comments that she had emailed to the Commission. Charbonneau stated that he would like to see the length of stay for winter camping be amended to a fourteen day maximum length of stay in one camping space. General discussion of the wording of the amendment and took place providing for a maximum length of stay in one 42 City of Seward, Alaska April3, 2018 Seward Planning & Zoning Commission Minutes Volume 7, Page camping space during the winter. Parks and Recreation Director Karin Sturdy told everyone what the current camping rules state, described her interpretation of the code as it relates to maximum stay, and described typical winter camping activity. General discussion about campground rule compliance, and winter camping activity followed. Hearing no one else wishing to speak, the public hearing was closed. Motion (Fleming / Swann) Passed Motion (Fleming / Charbonneau) Passed Motion (Fleming / Swann) Passed Motion (Fleming / Swann) Passed Motion (Ambrosiani / Fleming) Passed Amend Ordinance 2017-12 Section 2.25.125 (4) Replace The Phrase "City Camping Facilities" With "Municipal Campgrounds" Unanimous Amend Ordinance 2017-12 Section 7.15.010 Reorder By Switching (C) And (B) Unanimous Amend Ordinance 2017-12 Section 7.15.010 (C) Add "As Defined In 8.15.110" Unanimous Amend Ordinance 2017-12 Section 8.15.445 (B) Replace The First Use Of The Word "Vehicle" With "Camping Unit" Unanimous Amend Ordinance 2017-12 Section 7.15.010 (D) To Remove For A Maximum Of 28 Days AYES: Ambrosiani, Seese, Fleming, Ecklund NOES: Charbonneau, Swann 43 City of Seward, Alaska April3, 2018 Motion (Charbonneau / Fleming) Passed Motion (Swann / Fleming) Motion Passed as Amended Seward Planning & Zoning Commission Minutes Volume 7, Page Amend Ordinance 2017-12 Section 7.15.010 (E) To Add In No Event Shall Camping By One Party Be Allowed For More Than 14 Consecutive Days In One Camping Space. AYES: Fleming, Swann, Ambrosiani, Charbonneau, Ecklund NOES: Seese Resolution 2017-12 of the Planning and Zoning Commission of the City of Seward, Alaska, recommending City Council amend portions of Seward City Code Titles 2, 7, 8, And 15 to clarify campground uses, definitions, and requirements AYES: Swann, Seese, Charbonneau, Ambrosiani, Fleming, Ecklund NOES: none 44 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2018-030 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING THE SEWER TARIFF TO PROVIDE FOR A 2.1% RATE ADJUSTMENT BEGINNING JANUARY 15, 2018, ADDING A SEASONAL TURN-ON/TURN-OFF FEE, CLARIFYING THAT METERED RATES APPLY TO ALL CUSTOMERS OTHER THAN NON- COMMERCIAL RESIDENTIAL, AND OTHER MINOR HOUSEKEEPING CHANGES WHEREAS, the Seward City Council passed Resolution 2017-077 on November 27, 2017, for the purpose of amending the Sewer Tariff, and subsequently rescinded that resolution on April 9, 2018 via Resolution 2018-029; and WHEREAS, the 2018 Sewer Tariff as adopted via Resolution 2017-077 purported to increase sewer rates by only 2.1%, but due to a combination of billing system rate table errors and the incorrect classification of a number of customer accounts, the end result was a significantly higher impact on some customer's rates than intended by the Seward City Council; and WHEREAS, the attached Sewer Tariff accomplishes the original intent of Resolution 2017-077 in two ways; 1) it reduces the Class D (Large General Service and Industrial metered - rate customers) block rate structure to reflect an increase of only 2.1 % over the rates previously applied to customers in the Class D rate class, despite those prior rates being significantly lower than the approved tariff, and 2) it restores the metered block rate structure for customers with meters who are currently classified as Class A, B or C and applies a 2.1% increase over the 2017 Class A, B, and C rates; and 3) it clarifies that all non-commercial residential customers who wish to install water meters, may be eligible for metered rates. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The Sewer Tariff for 2018 is hereby approved in substantial form as attached hereto. Section 2. All previous Resolutions in conflict herewith are hereby repealed effective January 1, 2018. Section 3. This resolution is retroactive to January 15, 2018. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 91h day of April, 2018. 45 Sewer Rates and Charges - 2018 Rates for Sewer by Class of Service ANNUAL RATE ADJUSTMENT: The rates and fees herein provided are adjusted 2.1 % beginning the first billing cycle of the 2018 calendar year. The rates thereafter will be adjusted annually beginning the first billing of each calendar year to reflect an average of the five previous published years' annual increase in the Consumer Price Index, All Items, 1982-84=100 for all Urban Consumers, Anchorage, Alaska Area ("CPI") as publishedby the United States Department of Labor, Bureau of Labor Statistics. (For example, 2018 rates reflect an increase based on the average CPI for 2011-2015.) GROUP A - RESIDENTIAL Group A includes all residential customers living in single family or multiple family living units. Multiple family units include multi-plexes, apartments and townhouses, but excludes hotels, motels and similar transient accommodations. All commercial residential customers with a water meter are eligible for Group D metered commercial sewer rates. Customers wishing to convert to metered rates are encouraged to consider that a pending Water and Sewer Rate Study may impact either or both ERU rates and metered rates, when deciding whether to invest in the costs of installing a water meter. GROUP B — SMALL GENERAL SERVICE Group B includes commercial enterprises where the use of water is incidental to the commercial activity and is primarily limited to domestic and janitorial use. This class of service includes such businesses as hotels, motels, professional office buildings, barber shops, warehouses, libraries, public offices, churches and theaters, etc. Group B customers with water meters are eligible for Group D metered commercial sewer rates. Customers wishing to convert to metered rates are encouraged to consider that apending Water and Sewer Rate Study may impact either or both ERU rates and metered rates, when deciding whether to invest in the costs of installing a water meter. GROUP C - LARGE GENERAL SERVICE Group C includes commercial enterprises where water usage is greater than in Small General Service and/or water is used for food preparation or other activities, but not for industrial processing. Group C customers with meters are eligible for Group D metered commercial sewer rates. Customers wishing to convert to metered rates are encouraged to consider that a pending Water and Sewer Rate Study may impact either or both ERU rates and metered rates, when deciding whether to invest in the costs of installing a water meter. GROUP D - METERED COMMERCIAL & INDUSTRIAL SERVICE Group D includes metered commercial and industrial enterprises (non-commercial residential Group A customers are not currently eligible for metered rates). BASIS FOR MONTHLY FEES AND CHARGES GROUPS A - D NON -METERED SERVICES City of Seward Sewer Tariff -Per 2018 Budget, Effective January 15, 2018. Page 4-1 46 Non -metered sewer users in Groups A, B and C shall be charged at the rate of $65.64 per ERU per month, not including tax, when the water service and sewer service serve the same activities. If the activities serviced by the sewer services are different than those served by the water service, a water charge shall be computed based on the activities served by the sewer. The sewer rate shall then be computed at 1.2 times the established water charge. METERED SERVICES Users with metered service (Group D shall be charged for sewer service according to the rates listed below. The charge shall be based upon the quantity of metered water, except that those users having a sewer meter shall be charged for the quantity of sewage actually metered. The quantity of sewage will be adjusted if a significant amount of wastewater is not discharged into the city sewer system. Minimum Charge for Each Metered Service Service Size Minimum Monthly Charge 3/4" - 1" water service $56.00 1-1/2" - 2" water service $92.66 2-1/4" - 4" water service $233.62 Over 4" water service $1,168.01 Charge for Consumption Gallons of Sewage Dischar ed er Month Charge per 1,000 Gallons Groups A, B & C Group D First 10,000 Gallons $8.23 $8.23 Next 40,000 Gallons $6.58 $6.58 Next 50,000 Gallons $5.46 $5.46 Next 100,000 Gallons $4.92 $4.92 All Additional Gallons ,F- $2.43 $2.43 GROUP E - SPECIAL RATES AND FEES Group E includes charges for other categories of service not included in Groups A through D. City of Seward Sewer Tariff -Per 2018 Budget, Effective January 15, 2018. Page 4-2 47 Users generating sewage with a BOD and SS loading in excess of mg/1 (upon a deter- mination by the utility manager that the concentration and characteristics of the sewage will not cause a detrimental effect upon the sewer system and/or treatment plant [BOD = ABiological Oxygen Demand @ and SS = ASuspended Solids @] 2. Tank Truck Operators: Fresh sewage, or waste from portable or chemical toilets, provided the utility manager determines the waste will not be detrimental to the sewer system and/or treatment plant. NOTE: It is prohibited to discharge into the city=s sewer system, septic tank waste or any waste containing toxic or other materials that could cause the city=s discharge to violate the EPA or DEC discharge permit. 3. Recreational Vehicles: Individual RV owners utilizing city -owned or approved dump sites Public and private campground operators [Operators must maintain sufficient records to compute a monthly payment, and such records shall be made available to the city upon request.] 4. Ship's Sewage: 5. Sewer Service Connection Fee: 6. Sewer Service Inspection Fee: This fee shall be charged for services installed by anyone other than the city. 7. Unauthorized Connection or Discharge into the City Sewer System: Specified rate in rate tables times a factor of the actual BOD and SS loading divided by 250, plus the cost of testing Per thousand gallons No fee $63.71 $1.08 per day Per RV, camper or trailer permit, not including tent campers. Not accepted Installed at property owner=s expense. Any work performed by the city will be charged at total cost, including labor, overhead, administration, materials and equipment PLUS a $153.80 connection fee. $123.04 Per Occurrence $965.31 PLUS Cost of repair, restoration or cleanup by city PLUS State and/or federal penalties & charges levied against the city or individuals City of Seward Sewer Tariff -Per 2018 Budget, Effective January 15, 2018. Page 4-3 48 8. Restoration of Sewer Service and Repair of Damage by Owner or Contractor to City Facilities: 9. Locate Sewer Main: 10. Security Deposit: If a water security deposit was paid, no additional deposit will be required. If no water deposit was paid, the following deposits will be charged. Actual cost, including city overhead, adminis- tration, labor, materials and equipment First Locate: No Charge Each Additional Locate: $96.52 Large projects requiring several locates will be under a special contract and may require a fee. Domestic: $48.26 (Single family & duplex) Commercial: $144.79 Multi -Family: $144.79 11. Contractor Work: Any contractor tapping $5000.00 Bond or equivalent cash guarantee into a city sewer main, or otherwise working payable to the city on a city sewer main, must be properly licensed to perform the work and must provide: 12. Seasonal Turn -On and Seasonal Turn -Off (includes new account name or same account name; waived if < 2 months between turn-off and turn -on; Seasonal can apply to either summer or winter.) 13. Sewage Meter: 14. Delinquent Account Charges: Seasonal Turn -On: $262.56 Seasonal Turn -Off: $262.56 Computed from the quantity of metered water delivered to the same activity unless a sewage meter has been installed. Sewage meters approved by the city may be installed at the user=s expense. Interest rate: 10.5% per annum Monthly late fee: $5.75 City of Seward Sewer Tariff -Per 2018 Budget, Effective January 15, 2018. Page 4-4 49 Fria w Brenda Ballou Sent Tess 4,(24/201.8 157 PNI Tom David SqUires; Erik Slater,, Jeremy Horn; Marianna Keil; Ristne Casagranda; Sue McClure,, SUzi Tmsley C U, Irn Hunt, Ron Long; Kris Erchhger; Will EarnhartK Jessica Fogle, Nana Richey Err:'� S U bj e ct Inte nt: f or Motion to Recons Ider Filed wit�h City, C le rk Council, Today the city clerk's office received a written I ntentfor Motion to Reconslder Re so lut�ion 2018-043, which was approved at lastNght's council meet Ing. The Intent was filed by Counca Member Slater, who voted on the preva [ling slde, and it was received before 5:00 p.m. today so is cons ide red Umely. This item wal come before you on the May 14, 2018 agenda under Unfinished Buslness, and willrequ ire • Motion to Reconsider • Second • (Discussion [s allowed), • Vote to approve reconsideration must pass by Z3 �7 council, = 5 votes, 6 council, = 4 votes, 5 council = 4 votes, 4 council = 3 votes), If the reconsideration is approved, the resolution wiH come back on the floors lit can then be amended, if council wishes. If the reconslderatJon falls, the resolubon will remain as it was with no changes., Thanks, Brenda BRENDAJ, BALLOU, MMC Crry CLERK N oTkRy Pu eLic CITY OF SEVIARE) PO Box 16,7 SEWARD, AK 99664 PHONE (907) 224-4045 FAx (907) 224-4OaS 50 Sponsored by- Hunt CITV OF SEWARD, ALASKA RESOLUTION 2018-043 A RESOLUTION OF THE CITY COUNCIL OFTHE CITY OF SEWARD, ALASKA, AUTHORIZIN(ITHE crrYTO RESTORE FUNDtNG FOR AN ACCOUNTING TECHNICIAN POSITION DELAYED DURtNG THE 2018/2019 BUDGET PROCESS, AND APPROPRIATING FUNDS WHEREAS, duringthe 2018/2019 budget process, the (,.,ity faced a budget deficit resulting largely from State budget cuts, necessitating a recommendation to eliminate, downsize and delay hiring for some positions pending more certainty regarding State funding irripacts and budget perl'brinance; and WHEREAS, one of the positions which was delayed in 2018 was an accounting technician position, delayed due to a vacancy in the position at the time the budget was being considered; and WHEREAS, total City-wide expenses in 2001 were $17.6 Million and 2018 expensesare estimated at $35 Million, with the same size linance staff handling a much larger and more complex set of books for the City, albeit aided by greater efficiencies from technology; and WHEREAS, the Finance department continues to experience heavy workloads, combined with the need to provide training to newer staff and ensure transition planning for key positions, straining the ability ofthe department to keep tip with major important projects such as the meter exchange pro.ject, tariff changes aild their impact Oil utility billing, new software and operational changes related to automated tneter reading, new software related to improvements to custorner online utility bill payment options, and other department impacts; and WHEREAS, failure to restore a position in Finance will continue to adversely impact the department's ability to meet important deadlines, ensure the success ot'important protects like the meter exchange, prevent errors such as the recent tariff challenges which resulted from lack of' sufficient manpower to adequately test structural billing changes, and prevent additional turnover of staff who are burned out, thus making it difficult to provide adequate transition planning for future retirements and cross -train for purposes of providing stability to the priority work of the department. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OFTHE CITY OF SEWARD, ALASKA, that: Section 1. The City Council hereby authorizes the restoration of the position of Accounting Technician in the finatice department with ran estimated salary and benefit cost of approximately $80,247. Section 2. Funding in the amount of $80,247 is hereby appropriated from the General Fund unassigned fund balance account no. 0 1000-0000-3400 to the finance department salary and benefit N CITY OF SEWARD, AL,ASKA RESOLUTION 2018-043 accounts no. 01000-1 140-6XXX. Section 3. This resolution shall take effect immediately upon its adoption. PASSEE AN D APPROVED by the C."ity Counci I of the city ot'Seward, Alaska, this 23"' day of April, 2018. AYES- Keil, MCCILII-C, Slater, Squires NOL'S: Casagranda, Towsley ABSENT: None ABST'AIN: None ATTEST: .. ......... 'encla J. Ballou, 2C City C,'Ierk TfIE CITY OF SEWARD, ALASKA David Squires, Ma E 52 Council Agenda Statement Meeting Date: April 23, 2018 Through: Jim Hunt, City Manager From: Kristin Erchinger, Finance: Director PP Agenda Item: Restore Accounting Technician Position BACKGROUND & JUSTIFICATION: During the biennial budget process, the City's budget was reduced to eliminate some City positions and delay hiring of others, to address continued uncertainty regarding state budget cuts and their downstream impacts on the City. Some of the primary areas of uncertainty included the State revenue sharing program, payments on -behalf of employers for unfunded pension liabilities, and the funding for community jails. While the state's revenue sharing program has not been eliminated, and the state continues to make contributions to employers on behalf of pension liabilities, there is still uncertainty surrounding the jail funding and the viability of these other funding sources into the future. Prior to passage of the 2018/2019 budget, the City Council requested to add back some of the eliminated positions and at the same time, the position of accounting technician was delayed due to a staffing vacancy at the time the budget was passed. The City has closed the books on 2017 with an overall deficit of approximately $477K. Excluding one- time transfers out of the General Fund totaling $933K, the General Fund surplus would be approximately $456K. Approximately three years ago, the City Council authorized restoring a deputy finance director position in Finance; the position was eliminated in 2000 when the average staff' tenure with the City finance department was 12.5 years; the current average staff tenure is less than six years. The new position was filled approximately two years ago, but after only one year, the accounting technician position became vacant and has remained so for nearly a year. Once again, staff shortages have resulted in difficulty cross -training for key positions, missed deadlines, and inadequate staff training on jobs such as utility tariffs and billing systems. The loss of trained staff is due, in part, to the elimination of the defined benefit retirement plan, causing goverrarient entities statewide to experience challenges hiring qualified staff to fill position vacancies, where there is less incentive for employee longevity. In addition, position vacancies make it difficult to train new staff and cover for employee leave time, and cause staff burnout. 'Fhe auditors describe the challenges of hiring qualified governmental accounting staff as a common theme throughout Alaska., with key staffing vacancies, the norm. A negative political environment has also made it difficult for staff to remain committed to working in the public sector, and some staff are leaving as a result, In the past five years, the department has, experienced turnover in all but two accounting positions making it difficult to train new staff and cover for employee leave time and position vacancies. ' Excluides Finance Director 53 As the department faces vacancies in key positions in the near future, it is important to develop a glide path to ensure stability of the department. Restoring this key position will allow for cross -training, employee development, and a more effective staff transition plan, INTENT: To restore the Accounting Technician position eliminated from the 2018/2019 Biennial Budget. FISCAL NOTE: Excluding one-time non -recurring appropriations totaling $933K (to fund Lowell Creek Tunnel - $400K, Capital Acquisition Fund - $255K, and payment of underbilled Water Fund hydrant lees - $278,049) the General Fund will end the year with a surplus of $456K, Including these one-time appropriations however, results in a deficit of ($477K). This resolution appropriates $80,247 in salary and benefit costs necessary to restore this position to the budget. The ability to sustain personnel levels in the General Fund will continue to depend on strong local economic activity and will continue to be impacted by the trickle -down impact of the State's budget on local government services. Approved by Finance: ATTORNEY REVIEW: Yes No X. RECOMMENDATION: City Council approve Resolution 2018-_,_, authorizing the restoration of the accounting technician position in the finance department, and appropriating funds, 54 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2018-044 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD.) ALASKA, ACCEPTING A GRANT IN THE AMOUNT OF $600.00 FROM THE SEWARD COMMUNITY FOUNDATION FOR THE SEWARD ANIMAL SHELTER PET VACCINE CLINIC TO BE HELD ON APPROXIMATELY JUNE 9, 2018 AND APPROPRIATING FUNDS WHEREAS, the Seward Police Department has been awarded a Pet Vaccination Clinic grant from the Seward Community Foundation in the amount of $600.00; and WHEREAS, the City is not required to provide any cash or in kind match; and WHEREAS, the use of these funds must be for the purpose of providing vaccinations and vaccination supplies to the Seward Animal Shelter to conduct a low cost pet vaccination clinic to be held on approximately June 9, 2018; and WHEREAS, these funds will be of essential assistance to the Seward Animal Shelter to provide Seward/Moosc Pass area residents with the opportunity to vaccinate their pets at a low cost. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to accept the 2018 Seward Community Foundation grant in the amount of $600.00 and enter into a grant agreement. Section 2. Funding in the amount of $600.00 is accepted to grant revenue account # 01000- 1212-4253-0017 and appropriated to the Animal Control Operations account 01000-1212-7216- 0017. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14th day of May, 2018. THE CITY OF SEWARD, ALASKA David Squires, Mayor 55 Meeting Date: May 14, 2018 To: City Council Through: City Manager Jim Hunt From: Tom Clemons, Chief of Police Agenda Item- Seward Community Foundation Mini -Grant for the Seward Animal Shelter Pet Vaccination Clinic BACKGROUND & JUSTIFICATION: The City of Seward Animal Shelter is organizing a low-cost Vaccine Clinic for the Seward/Moose Pass resident who own cats and dogs. Even though the Seward Animal Shelter typically only serves the residents inside the city limits of Seward, many residents outside the city bring their animals into town. Having properly vaccinated animals in our community is vitally important to the health and welfare of everyone and their pets. There has not been a low-cost vaccine clinic ill Seward since 2015. While some pet owners are able to see the veterinarian for their pet's yearly vaccines, many people are not able to afford the visit and therefore many pets go without being vaccinated, in addition, our Animal Control Officer is qualified to administer the shots. The Seward COMMUnity Foundation has awardend a grant in the amount of $600,00 for the vaccination clinic. Approximate date of the clinic is Jue 9, 2018. This program is a 100% grant funded project, with no local matching funds required. The terms of the grant and the grant budget are attached. INTENT: The intent of this grant is to provide Seward/Moose Pass residents with the opportunity to vaccinate their pets at a low cost, 56 FISCAL NOTE: There is no local funding required to match these grant funds. Approved by Finance Department: ATTORNEY REVIEW: Yesm No X (Not Required) RECOMMENDATION: City Council approve Resolution 2018-044accepting a grant from the Seward Community Foundation in the amount of $600.00, and appropriating funds. 57 2018 Animal Vaccine Clinic. The cost break down for the vaccines and supplies are as follows: 150 3cc syringes with 20 gauge needles @ approx. $.14 each, total $20.37 150 20 gauge needles for injections, @ approx..$02 each, total $13.05 50 doses canine DA2PP @ $2.80 each, total $140 25 doses feline FVRCP @ approx. $6.08 each, total $152.10 75 doses canine/feline rabies @ $2.55 each, total $191.25 Rabies certificates and tags @ approx..$33 each, total $25.00 Epinephrine, $15.92 Diphenhydramine, $11.09 receipt books for vaccines and rabies, $20.00 The total estimate for vaccinations and miscellaneous is $588.78 + estimated shipping cost of $60.00 (must use next day air as vaccines are temperature sensitive items) Grand total is estimated at $648.78 (due to shipping costs and when the order is placed, prices may change) If that happens, the animal shelter budget will cover the difference. Grant from the Seward Community Foundation: $600.00 Veterinarian will order all above items Actual cost breakdown per animal: K-9 Canine DA2PP, $2.80 Rabvac $2.55 Syringes, misc $1.00 Total cost, approx. $6.50 Feline Feline FVRCP, $6.08 Rabvac $2.55 Syringes, misc $1.00 Total cost, approx. $9.63 Vaccination Clinic Cost for Animal Owner Dog vaccines, rabies, $20 plus $5 for city tag Cats vaccines, rabies $20 plus $5 for city tag 58 Veterinarian will be paid $20 per animal examined and vaccinated. This includes her cost for a technician assistant, paperwork, and followup. City animal license fee of $5 per animal will go to the city. The Police Department/Animal Shelter will provide two Animal Control officers to assist with the clinic and pay their normal wages and benefits. The clinic will be held at the Seward Animal Shelter, a city facility. SOS Pets may provide microchipping services for a separate cost determined by them and payable to that organization. Miscellaneous Expenses to be covered by the Animal Shelter budget: -Food for human attendees, approx. $150 -Gift bags/educational items for pets, approx.. $100 59 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2018-045 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD.) ALASKA, AUTHORIZING ANNUAL RENT PAYMENT OF NOT -TO - EXCEED $60,000 TO AVTEC (ALASKA VOCATIONAL TECHNICAL CENTER) FOR THE USE OF THE STUDENT SERVICES CENTER (SCC) BUILDING FOR PUBLIC RECREATION WHEREAS, the AVTEC Student Services Center (SCC) (usually referred to as the AVTEC Gym) facility provides a viable recreation site for the public in a variety of programs including: roller skating, youth basketball leagues, youth and adult open gym, adult basketball, wallyball, volleyball and racquetball leagues and programs, weight lifting, aerobics, rock wall climbing, annual special events and other special programs; and WHEREAS, the AVTEC student population, families of students, staff, and faculty of AVTEC and their families also benefit from various programs offered through the SCC; and WHEREAS, the community was supportive of increased access to the SSC as expressed in letters and public testimony received during July, 2016 through December, 2016; and WHEREAS, the City of Seward negotiated terms and conditions of a rental agreement which is still in effect today with the Alaska Vocational Technical Center to provide public use at the AVTEC Student Services Center expiring June 30, 2019, which set rental rates of $50.00 per day for approximately 170 days or $60,000.00 annually; and WHEREAS, the 2018 budget approved by the City Council reflects the program hours, associated expenses, and projected uses set forth in the Use Agreement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to approve a purchase order for an amount not to exceed $60,000 with AVTEC for the use of the Student Services Center as included in the 2018 Budget. Section 2. This resolution shall take effect immediately upon its adoption. 60 Agenda Statement Meeting Date: May 14, 2018 To: City Council Through: Jim Hunt, City Manager From: Karin Sturdy, Parks & Recreation Director Agenda Item: Rental fees for AVTEC Student Services Center BACKGROUND & JUSTIFICATION: The City of Seward has long enjoyed the benefits of providing community recreation programs through the AVTEC Student Service Center (SSC) to the public. When access was temporarily suspended in July of 2016, the public support to regain access — even if at a higher cost — was significant and well -noted by staff and the City Council. AVTEC's negotiated daily fee for parks and recreation is $350 per day for approximately 170 days annually. The designated AVTEC portion of our parks and recreation rents and leases budget for 2018 is $60,000. The current Use Agreement with AVTEC is valid through June 30, 2019. Parks and recreation works with both our customers and AVTEC to develop the best schedules based on need. We add public use days to our calendars in the winter and we delete public days in the summer. We close for a week at a time in coordination with AVTEC, for larger maintenance operations. MUM The intent of this agreement is to provide top quality recreation to members of the public who may not otherwise be provided access to indoor recreational opportunities. It is equally beneficial to have parks and recreation programs available to AVTEC students and their families who are temporarily living in Seward. It is understood the costs of recreation space is a needed expense and this partnership reduces overall costs to users and the general tax payer by sharing facilities. FISCAL NOTE: The parks and recreation budget includes $60,000 per year to cover 170 days at $350 per day. Approved by Finance Department: . ATTORNEY REVIEW: No RECOMMENDATION: City Council approve resolution 2018-045, authorizing a Purchase Order with Alaska Vocational Technical Center (AVTEC.) 61 Sponsored by: Hunt CITY OF SEWARD, ALASKA RESOLUTION 2018-046 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO PURCHASE A NEW 2018 PETERBILT 337 SMALL BUCKET TRUCK IN THE AMOUNT OF $225,823.00, ADDING A CONTINGENCY ALLOWANCE OF $22,582.00, AND APPROPRIATING FUNDS. WHEREAS, The City Council approved Resolution 2017-067, the 2018 electric budget, which authorized the City Manager to purchase a Small Bucket Truck through the Motor Pool Fund in the amount of $450,000; and WHEREAS, the purchase of a new 2018 Peterbilt Small Bucket Truck is consistent with the City of Seward's policy of the Standardization of Equipment, and in keeping the fleet in good mechanical, dependable condition; and WHEREAS, replacement of the 2005 International Small Bucket truck is a necessity to maintain our fleet of dependable vehicles. The age and weather has deteriorated the truck's hydraulic system & tank and the electrical wiring system which has rendered the truck unreliable. In 2014, the electric department spent over 260 man hours replacing the transfer case and over $20,000 in parts. In the last year, our mechanics replaced all hydraulic hoses and valve bodies. Since we purchased the 2005 small bucket truck, we have spent over $50,000.00 for parts, rental equipment, and outside service and countless manhours repairing the truck; and WHEREAS, the Small Bucket truck is a critical tool for the electrical line crew, used on a daily basis for outage calls, tree trimming, overhead work, and replacing street lights. The Small bucket truck hauls trailers, and pulls wire through the underground conduits; and WHEREAS, Altec Industries has provided the City with a quote for a Small Bucket truck in the amount of $225,823.00 to include freight. WHEREAS, the electric department requested quotes from three vendors for pricing and two vendors were non -responsive. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to purchase a new Peterbilt Bucket truck from Altec Industries in an amount not to exceed $225,823.00. Section 2. The purchase order may be increased by an additional amount not to exceed $22,582.00, reflecting a contingency allowance, at the discretion of the City Manager. 62 CITY OF SEWARD, ALASKA RESOLUTION 2018-046 Section 3. The City Council hereby exempts this purchase from competitive procurements, as allowed by SCC § 6.10.120.5, which exempts competitive procurement for supplies, materials, equipment or contracted series which can only be furnished by a single dealer, based on the findings above which are incorporated herein. Section 3. Funding in an amount of $248,405.00 is hereby appropriated from the Motor Pool Fund account no. 03000-3000-8103. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14th day of May, 2018. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) THE CITY OF SEWARD, ALASKA David Squires, Mayor 63 EMS Meeting Date: May 8, 2018 To: City Council Through: Jim Hunt, City Manager From- John Foutz, Electric Department Director Agenda Item: Purchase of a new 2018 Peterbi It Bucket Truck BACKGROUND & JUSTIFICATION On November 27, 2017, the Council approved Resolution 2017-067, as part of the 2018 electric budget, which authorized the City Manager to purchase a bucket truck to replace our small bucket truck through the Motor Pool Fund in the amount of $450,000,00. After several months of researching and in conformance with the recommendations of the Motor Pool Vehicle Replacement Policy that was developed in 2009/2010, we have found a new 2018 Peterbilt bucket truck that is within our budgeted amount and adequately meets our needs. Standardization of equipment (purchasing a new Peterbilt bucket truck equipped with Altec equipment) saves money, improves maintenance efficiencies and helps the electric department respond to customer needs. The City currently has diagnostic equipment to maintain Peterbilt trucks and Altec equipment creating efficiencies for similarity and reducing the cost to ratepayers by not needing additional equipment, tools and software. Replacement of 2005 International 'small' bucket truck, vehicle number 522, is a necessity to maintain reliable service to the ratepayers of the Seward Utility, Due to age and weathering, the truck's hydraulic tank & system and the electrical wiring has deteriorated and this has rendered the truck unreliable, Since 2014, the electric department spent over 260 man hours replacing the transfer case and over $20,000.00 in parts. Last year, the mechanics replaced all the hydraulic hoses and valve bodies, which caused the truck to be out of service for over a month during our construction season. Since we purchased the bucket truck in 2005, we, have spent over $113,276.42 for parts, rental equipment, and outside service and countless man-hours repairing it, Finally, the small bucket truck is a critical tool for the electrical line crew, used on a daily basis for outage calls, tree trimming, overhead work, and replacing street lights. The small bucket truck hauls trailers, and pulls wire through the underground conduits. SCC § 6.10.120.A.5 states, "Specialized products and professional services exempt. To supplies, materials, equipment or contractual services which can only be furnished by a single dealer, or which have a uniform published price." Electric Department staff has researched and found Altec Industries is the only company that will build this multifunctioning truck and provide maintenance on the West Coast. With this new truck, and hydraulic system, the Electric Department will be able to perform work orders more efficiently resulting in lower costs to the customer. Altec Industries quoted the City a Small Bucket truck in the amount of' $225,823,.00 including freight. The administration is also requesting a contingency in the amount of $22,582.00, to account in fuel costs, since actual shipping costs may be modified to account for fluctuations in fuel charges for shipping. 64 Seward Municipal Code References: 6.10.120. Specialized products and professional services exempt. 5. To supplies, materials, equipment or contractual services which can only be furnished by a single dealer. 6.10.130. Where competitive bid proposals not in public interest. Restrictions and provisions of this title shall not apply where the city council determines and makes written findings that the public interest would be best served by not requiring competitive bids/proposals. INTENT: To authorize the City Manager to purchase a new bucket truck from Altec Industries in the amount of $225,823.00. An additional contingency of $22,582.00 may be utilized by the City Manager, if necessary. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan Comprehensive Plan ( 1.3' 3. 7. 3. 1, 3. 7. 3 2)-� �. Continue to upgrade and expand utilities to meet existing needs and 1. encourage future development. Expand customer base within the X Seward Electric Utility area as a means to reduce energy costs and improve services..............o.........www..._.................................._. _o................._........ _............... 2 Strategic Plan: The mission of the City of Seward government it is to X oxide quality leadership and economic wellbeing of its citizens 3 Other (list): Consistent with the City's vehicle replacement policy X established in 2009 FISCAL NOTE: Funding for the purchase of a new Peterbilt Small Bucket truck are available in the Motor Pool fund account 03000-3000-8103. $450,000.00 has been allocated for use of a vehicle purchase. Approved by Finance Department: _, LU_f ; ATTORNEY REVIEW: Yes No RECOMMENDATION: Council approve Resolution 2018-046 , authorizing the City Manager to purchase a new Peterbilt Small Bucket Truck for an amount not to exceed $248,405.00. 65 ShiI2 I% ;501 RAILWAY AVE SEWARD, AK 99664 us Altec Quotation Number: Account Manager: Technical Sales Rep, Item Quote Nuimiber: 40:4113 - I Altec, Inc. Bill Jo: CITY OF SEWARD (AK) PO BOX 167 JEJJ& 11r1MrZr4*nRIi - 404113-1 Nick A Zevenbergen Blake Adams Mendoza Descriotion, a dy Elio up A Altec Model AT41 M Articulating Telescopic Aerial Device with a fiberglass upper boom Built in accordance to ALTEC's standard specifications and to include the following features: A. Ground to Bottom of Platform Height: 40.8 feet at 7.3 feet from centerline of rotation (12.45 m at 2.21 m) B. Working Height 45.8 feet (13,96 m) C. Maximum reach to edge of platform with Upper Boom Non- overcenter: 30.1 feet (at 17,3 feet platform height) D. Upper boom extension: 110 inches E. Continuous rotation F. Articulating Arm: Articulation is from -3 to 82 degrees. Insulator provides 19 inches of isolation, G. Compensation System: By raising the articulating! arm only, the telescopic boom maintains its relative angle in relation to the ground. The work position is achieved through a single function operation. H. Upper Boom: Articulation is from -25 to 85 degrees. The fiberglass section provides a minimum of 10.9 inches of isolation in the upper boom (when retracted and 42.3 inches when extended). 1, Platform ! leveling is achieved by a hydraulic master -slave leveling system. This lifetime system is very low maintenance. J. The dielectrically tested, insulating upper control system includes the following boom tip components that can provide an additional layer of secondary electrical contact protection. Control Handle: A single handle controller incorporating high electrical, resistance components that is dielectrically tested to 40 kV AC with no more than 400 microampers of leakage. The control handle is green in color to differentiate it from other non -tested controllers, The handle also includes an interlock guard that reduces the potential for inadvertent boom operation. Auxiliary Control Covers: Non -tested blue silicon covers for auxiliary controls. Control Console: Non -tested non-metallic control console plate. Boom Tip Covers: Non -tested non-metallic boom tip covers, The covers are not We Wish To Thank You For Giving Us The Reasure And Opportunity of Serving You Pagel of 10 UTILITY EQUIPMENT AND BODIES SINCE 1929 66 0 V 10 U1 : �_' I Altec, Inc. ftm Pescriph9n My RELC& clnelectrically, tested, but they may provide some protection against electrical hazards. K, Hydraulic system: Open center (full pressure), maximum flow 6 GPM, maximum, operating pressure 3,000. L. Dielectric rating: Category C, 46 kV and below M. Unit is painted with a powder coat paint process which provides a finilish -painted surface that is highly resistant to chipping, scratching, abrasion and corrosion. Paint is electrostatically applied to the inside as well as outside of fabricated parts then high temperature cured prior to assembly ensuring maximum coverage and protection, N. Manuals: Two (2) Operator's and two (2) Maintenance/ Parts manuals containing instructional markings indicating hazards inherent in the operation of an aerial device. 0. Unit meets or exceeds ANSI 92.2 standards, 2, Pedestal 3, ISO -Boom: Telescopic fiberglass inner boom maintains full dielectric integrity even when fully retracted 4. Single I -Man Platform, Fiberglass (insulated), 24" x 30" x 42"', End Mount, 180 Degree Rotation 5. No Platform Elevator 6. Platform Mounted Single Handle Controls 7. Material Handling Jib/Winch, Hydraulically Articulating, Top Mounted, Round (ARM Jib) 1 8. One (1) Platform Step - located on the side of the platform nearest the elbow in the stowed position 9. Toe space on three(3) sides of platform I 01. Platform Cover - soft vinyl, 24 x 30 inches (610 x 762 mm) 11. Platform Liner, 24 x 30 x 42 inches (610 x 762 x 1067 mm), 50 kV Rating 12. Hydraulic Tool Circuit at Platform, One set of quick disconnect couplings at the boom tip 1 for open center tools. 13, Hydraulic Tool Circuit Below Rotation: One set of quick disconnect couplings, and control valve for open center tools below rotation. 14. Engine StartlStop & Secondary Stowage System. 12 VDC powered motor and pump assembly for temporary operation of the unit in a situation wherein the primary hydraulic source fails. Electric motor is powered by the chassis battery, This feature allows the operator to completely stow the booms, platform, and outriggers, Secondary Stowage & StarUStop is activated with an air plunger at the platform or momentary switch at the lower control station and outriggers. 15. Jib Stick, 36" L, non-extens,ion, non certified, grey in color 16. Slip Ring: Required for engine start/stop, secondary stowage system, and throttle control options We Wish To Thank You For Giving Us The Pleasure And Opportunity of Serving You Page 2 of 10 UTILITY EQUIPMENT AND BODIES SINCE 1929, 67 Altec,inc. Item V7escri tiv Price 17, Primary A -Frame Outriggers with :5-degree swivel shoes. For installation on a 41 to 47 1 inch chassis frame height. A, Maximum Spread. 135 inches to the outer edge of shoes B, Ground Penetration- 5 to 11 inches depending on, chassis frame height C. Outrigger/Unit Selector Valve D. Outrigger Motion Alarms E. Outrigger Interlocks: will not allow the unit to be operated until the outriggers have been at least partially deployed 18. Lifting Eye - lifting eye at outer end of lower boom. Rated at 1,000lbs (454kg) lifting 1 capacity 1;1 9, Winch load line swivel hook 20, Altec Aerial Device Powder Painted White 1 21, Additional Unit Option Static Drain Tubes for Platform. 1 22. Unit & Hydrakilip Aoc. Subbase 1 21 Electric Outrigger Controls for one (1) set of outriggers, drive hydraulic outrigger control 1 valves. Durable weather proof sealed electronic switches mounted in aluminum boxes located at the rear of the unit unless otherwise specified. 24. Other Hydraulic Reservoir 30 Gallon Reservoir I -Installed in cargo area. 25, Temperature Sight Gauge Installed on Reservoir. 1 26. HI-22 Hydraulic Oil (Standard). 45 27. Hydraulic: Oil Cooler, Single Fan 1 28. Hydraulic Oil Heater, Engine Coolant Style 1 29, Standard Pump For PTO 1 30. Hot shift PTO for automatic transmission I 31. Standard PTOrTrainsmission Functionality for Automatic Transmissions - If chassis is in gear,, and PTO switch is activated, PTO will not engage. Chassis will remain in gear, Once the chassis is shifted back into gear the PTO will disengage. For some truck configurations the PTO switch must be turned off to allow the transmission to shift into, gear. 32. Altec recommends any connection made to the tool circuit be done with Non -Conductive 1 hose. If ordering a Hose reel, Altec recommends ordering a hose reel with Non -Conductive hose. The lower tool circuit hoses, may be, or become, conductive. Death or serious injury could occur if the unit becomes energized while lower tool circuit is in use, 33. instal] Tool Circuit with Quick Disconnects, Below Rotation (Male Pressure, Female 1 We Wish To Thank You For GMng Us The Pleasure And Opportunity of ServIng You Page 3 of 10 UTILITY JEWIPMENTAND BODIES SINCE 1929 68 14M. Altec, Inc" ItQM 20SIWtion My Return) Bkdy 34, Altec Body 35, Steel Body 36, Body Is To Be Built In Accordance With The Following Altec Standard Specifications: A. Basic Body Fabricated From A40 Grade 100% Zinc Alloy Coated Steel,. B. All Doors Are Full, Double Paneled, Self -Sealed With Built -In Drainage For Maximum Weather -Tightness. Stainless Steel Hinge Rods Extend Full Length Of Door, C. lintegrated Door Header Drip Rail At Top For Maximum Weather Protection. D, Fender Panels Are Either Roll Formed Or Have Neoprene Fenderettes Mechanically Fastened. E. Steel Treated For Improved Primer Bond And Rust Resistance, F, Automotive Type Non -Porous Door Seals Fastened To: The Door Facing- 37. Smooth Galvanneal Steel Floor 38. Aerial Service Line With Step (ASLS) 39. Finish Paint Body Altec White (Applies To Steel And Alu milnum), 40. Undercoat Body 41. 136" Estimated Body Length (Engineering To Determine Final Length) 42. 94" Body Width 43. 46" Body Compartment Height 44, 18"' Body Compartment Depth 45. 5,.5 Inch Drop -in Wood Cargo Retaining Board At Rear Of Body 46. 5,5 Inch Drop -In Wood Cargo Retaining Board At Top Of Side Access Step 47. Rope Lights (LED) Around Top And Sides Of Compartment Door Facings 7 48, Stainless Steel Rotary Paddle Latches With Keyed Locks 7 491. All Locks Keyed Alike Including Accessories (Preferred Option), 1 50. Standard Master Body Locking System (Standard Placement Is At Rear. Sidepacks 7 With A Th roughs helf/Hotstick Door At Rear, Standard Placement Is At The Front) 51 Gas Shock (Gas Spring) Rigid Door Holders On All Vertical Doors 1 52. One: Chock Holder On Each Side of Body With Retaining Lip In Fender Panel 1 $3. Hotstick Shelf Extending Full Length Of Body On Curbside 11 We, Wish To Thank You For Giving, Us The Pleasure And Opportunity of Serving You Page 4 of 10 UTILITY EQUIPMENT AND BODIES SiNCE 1929, 69 141M. Altec, lie. Ite—M _Qk4gdp_ Clon Qly Farms 54. Standard Drop -Down Hotstick Door For One (1) Shelf On CUrbside, Stainless Steel 1 Slam Paddle Latch With Keyed Lock 55. 1 st Vertical (SS) - Adjustable Shelf With Removable Dividers On 2" Centers 2 56. 2nd Vertical (SS) - Adjustable Shelf With Removable Dividers On 2" Centers 2 57. 1st Horizontal (SS) - Adjustable Shelf With Removable Dividers On 2" Centers 1 58. Rear Vertical, (SS) - Locking Swivel Hooks On An Adjustable, Rail - Left Wall 1 59. Rear Vertical (SS) - Locking Swivel Hooks On An Adjustable Rail - Rear Wall 4 60. Rear Vertical (SS) - Locking Swivel Hooks On An Adjustable Rail - Right Wall 1 61, 1st Vertical (CS) - Adjustable Shelf With Removable Dividers On 2" Centers 2 61 2nd Vertical (CS) - Gripstrut (Preferred) Access Steps w/ Two (2) Sloped Grab Handles, ii Vented Battery Storage (Keyed Lock) 63. l'ist Horizontal (CS) - Adjustable Shelf With Removable Dividers On 2" Centers 1 64, Rear Vertical (CS) - Locking Swivel Hooks On An Adjustable Rail - Left Wail 1 65. Rear Vertical (CS) - Locking Swivel Hooks On An Adjustable Rail - Rear Wall 4 66, Rear Vertical (CS) - Locking Swivel, Hooks On An Adjustable Rail - Right Wall 1 67� 36" L Steel Tailsh:elf, Width To Match Body 1 66. Steel: Cross Storage Located Between Tailshelf Floor And Top Of Chassis Frame Rail, 1 With, Drop Down Doors And Keyed Latches On Streetside And Curbside, As Wide As Possible 69. Smooth Galvanneal Steel Tailshelf 1 70. Steel Top Opening Storage Box, One (1) Treadplate Lid, Gas Props, Hasp Lock, Handle 2 Parallel To Ground And Centered (2 Handles for Boxes Greater Than 108") One (1) Installed Streetside compartment tops with unistrut. -2000 IN H -Full length and width of compartment tops. One (1) Installed Curbside rear compartment tops with uniistrut, behind access step. -20.00 IN H -Full length and width of horizontal and rear vertical compartment tops Beady and Chassis AeggaigLim 71. ICC (Underride Protection) Bumper Installed At Rear 1 72. T-125 Style Pintle Hitch (30,000 LB MGTW with 6,000 LB MVL) 1 73. Set Of D-Rings for Trailer Safety Chain, instaliled one each side of towing device mount. 1 74. Rigid Step Mounted Beneath Side Access Steps, (Installed To Extend Approx. 2" Outward) We Wish To Thank You For Giviing Us The pleasure And Opportunity of Ser0ng You Page 5 of 10 UTILITY EQUIPMENT` AND BODIES SINCE 1929 70 Altec,inc. Item Qgjg[iAtLo_n 9—ty —Pr—i C-A Its. Platform Rest, Rigid with Rubber Tube 1 77. Boom Rest for a Telescopic Unit 1 78. Plastic t utrigger Pad, 18" x 18" x 1 ", Black With Handle 2 79. Outrigger Pad Holder, 20" L x 20" W x 3" H, Fits 19,5" x 19.5" x 2" And Smaller Pads, 2 Bolt -On, Bottom Washout Holes, 14" Lip Retainer 80. Pendulum Retainers For Outrigger Pad Holders 2 81. Mud Flaps With Altec Logo (Pair) 1 82. Wheel Chocks, Rubber, 9.75"' L x 7,75*'W x 5.0O" H, with 4" L Metal Hairpin Style 1 Handle (Pair) 83. Slope Indicator Assembly For Machine With Outriggers, 1 84. Fold Over, Post Style Cone Holder (Holds up to four 1 5"x 15" large cones) Mounted on I Street side rear Tailshelf. 85. Safety Harness & 4.5 FT Lanyard (Medium To X-large) 1 86. 10 LB Fire Extinguisher With Heavy Duty Bracket, Installed 1 87, Driveaway Safety Kit 1 88. Vinyl manual pouch for storage of all operator and parts manuals 1 7MIFTIT-V 89, Compartment Lights Wired To Dash Mounted Master Switch, 1 90. Lights and reflectors in:, accordance with FMVSS # 108 lighting package. (LED With 1 Incandescent Reverse Lights) 91. Altec Standard Amber LED Strobe Light with Brush GuardPost mounted on front of 2 body. -One (1) each side, 92. 4-Comer Strobes, Amber, LED, Two (2) Surface Mounted Lights In Grille, Two (2) 1 Round Lights At Rear 913. Cargo Light, LED, 4" DIA, Grommet Mounted Installed on the interior cargo waft. 4 -Two (2) on each side. -Approx 12,00 IN H from the cargo floor. 94. Go -Light Brush Guard (Not for Stryker Models) 2 95. Remote Spot Light, LED, Permanent Mount with Programmable Wireless Remote 2 Installed on Post, front of body. -One (1) each side. -inboard of Strobes. We Wish 1'o Thank You For 0, iving, Us The Pleasure Arid Opportunity of Serving You Page 6 of 10 UTILITY EQUIPMENT' AND BODIES SINCE 1929 71 Altec, Inc. Desgiption QW P-01,10 96, Dual Tone Back -Up With Outrigger Motion Alarm 1 97. Altec Standard Multi -Point Grounding System 3 98. 7-Way Trailer Receptacle (Blade Type) Installed At Rear 1 99. Electric Trailer Broke Controller (Telkonsha Voyager #9030) 1 100. Altec Modular Panel System (AMPS) - Includes Mounting Panel and Accessory 1 Switches 101. Power Distribution Module Is A Compact Self -Contained Electronic System That 1 Provides A Standardized Interface With The Chassis Electrical System, (Includes Operator's Manual) 102. Install secondary stowage system. 1 103, Install Remote Start/Stop system in Final Assembly, 1 104. Install Outrigger Interlock System 1 105. Standard Duty Secondary Stowage Pump 1 106. PTO Indicator Light Installed In Cab 1 is,hin 107, Powder Coat Unit Altec White 108. Finish Paint Body Accessories Above Body Floor Altec'White 109, Altec Standard,, Components mounted below frame rail shall be coated black by Altec. i.e. step bumpers, steps, frame extension, pintle hook mount, dock bumper mounts, D-rings, receiver tubes, accessory mounts, light brackets, unider-ride protection, etc.Com;pon:ents mounted to under side of body shall be coated black by Altec. i.e. Wheel chock holders, mud flap brackets, pad carriers, boxes, lighting brackets, steps, and ladders. 1% Apply Non -Skid Coating to all walking surfaces 111. English Safety And Instructional Decals 112. Vehicle Height Placard - Installed In Cab 113, Placard, HVI-22 Hydraulic Oil 114, Dielectric test unit according to ANSI requirements, 11 115. Stability test unit according to ANSI requirements, 116. Non -Focus Factory Build 117. Delivery Of Completed Unit II& Inbound Freight We Wish To Thank You For Giving Us The Pleasure And Opportunity of Serving You Page 7 of 10 UTILITY EQUIPMENT AND BODIES SINCE 1929 72 Altec, Inc. Item Rgggrjpflon Qty Irice. 119. lnstaliation - AT41 M 1 120. Chassis 1 121. Altec Supplied Chassis 1. 122. 2019 Model Year 1' 123. Peterbilt 337 1 124. 4x4 1. 125. 91 dear CA (Round To I"'rtlext Whole Number) 1 126. Regular Cab 1 127. Chassis Cab 1 128. Chassis Color - White 1 129. Chassis Wheelbase Length - 162 inch 1 130 Paccar P - 1 131, 330 HP Engine Rating 1 132. Allison 3000 RIBS Automatic Transmission (Left and Right Side PTO Openings Only) 1 133. OVWR 33,000 LBS 1I 134. 12„000 LBS Front CA R 1 135. 21 „000 LBS Rear OAWR 1 135. Other Front Tire Size Off Road, Sipped Tires 1 137, Other Rear Tire Size Off Road, Sipped Tires 1 138, Hydraulic Brakes 1 139„ Park Brake in Rear Wheels 1 1417 3365270 - Peterbilt Vertical Exhaust (Right-Ho,rnzontal-Cancer Cab -Vertical) 1 141. No Prewire Chassis 1 14Z No Idle Engine Shut -Down Required 1 143. 50-State Emissions 1 144. Clean ldle Certification 1 145. Peterbilt 59 Callan Fuel Tank (Linder Cab Left Hand) 1 We, wish To ]"hank Yalu For Giving Us The Pleasure And Opportunity of Serving You Page 8 of 10 t MLITY EQUVrMENT AND BODIiw.S'SINCE 1929, 73 -1-1-1-- AlItec, Inc. -11- - Dgsgri �lhon d 0 1,46. Peterbilt 11 Gallon DEF Tank (Under Cab Left Hand) *147. Chassis Without Front Frame Extensions 148. 120,000 Yield Strength (PSI) 149. Temporary Mount Batteries (Requires Relocation By Altec) 150. Air Horn Unnder Cab 151. AMIFM Radio 152, Cruise Control 151 Keyless Entry 154. Power Door Locks 155. Power Windows 156. Tilt Steering Wheel 157. Block Heater J: 158. Air Ride Drivers Seat 1 159. Air Ride Passenger Seat 1 160. Additional Chassis Option Powered & Heated Millrros. 161. Addilip-nal, Pidigim Standard, Altec Warranty-. One (1) year parts warranty, one (1) year labor warranty, ninety (90) days warranty for travel charges, firnited lifetime structural warranty 162. Documentation Fees 163. gel Ids Ocean Freight Altec Industries, Inc, By Unit / Body I Chassis Total 225,,823.00 FET Total 0.00 Total 225,82100 We Nsh To Thank You For Giving Us The Reasure And Opportunity of Serving You Page 9 of 10 UTIL ITY EQUIPMENT dal^ D BODIES SIN�CE 1 929 74 Altec, Inc. Notes: RECOMMENDED OPTIONS AND ACCESSORIES! These options are not included in the quote total price. Selected options will change the quote total. Any r ptions added after initial order wN be re -quoted, Altec Backup Camera System, 7" Color LGD Monitor, Heated Infrared Camera With Day/Night Sensor And, Audio ADD $942.00 EZ Trac Hydrauk Front Axle, in Ilieu of Mechanical 4x4 drivetrain, ADD, $10,612,00 We Wish To, Thank You For Giving Us The Pleasure And Opportunity of Serving You 2830= UTILITY EQUIPMENT AND BODIES SINCE 1929 75 City of Seward, Alaska 4pril 23, 2018 CALL TO ORDER City Council Minutes Volume 39, Paze The April 23, 2018 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor David Squires. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires presiding and Marianna Keil Sue McClure Suzanne Towsley comprising a quorum of the Council; and Jim Hunt, City Manager Brenda Ballou, City Clerk Will Earnhart, City Attorney Absent — None Ristine Casagranda Erik Slater Jeremy Horn CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Patrick Messmer said there had been a lot of emailing about the [Excelsior] list, and he wished council would discuss it. Brad Snowden wanted to bring to council's attention that Seward might benefit from becoming a Sister City with Shanghai, China. Susanne Rieder wanted Resolution 2018-030 to come back tonight for reconsideration. Her hostel business was seasonal, and in order to protect her business from damage over the winter months she needed to turn off her water. In effect, she would be paying more for her utilities while they were shut off than it cost her when she was open for business in the summer. Her suggestion was to charge a monthly fee year round. Tamara Foster said she lived in Anchorage, her dog was shot last week, and she wished to enter a laydown into public record. Lynda Paquette wanted to thank the Public Works Department for installing the concrete mudslide barriers along Lowell Point Road; it made the road wider and was an improvement for the summer. She was still concerned with summer traffic on that road. 76 City of Seward, Alaska 4pril 23, 2018 City Council Minutes Volume 39, Paze Dorene Lorenz was the Chairman of the Board for the Friends of the Jesse Lee Home (FJLH). When the Purchase Agreement was made between FJLH and the City of Seward there were a number of items that FJLH did not anticipate, including Alaska's economic climate difficulties, the Walker administration, and that the city would actively lobby the legislature for several years to have the funding reappropriated and the building demolished. Lorenz said she was actively trying to move the building to the Alaska Department of Natural Resources (DNR) in order to meet the obligations of the Purchase Agreement. She added that although the building was an eyesore, it was structurally sound, and she wished to have a work session with the Historic Preservation Commission, City Council and the Friends of the Jesse Lee Home. Carol Griswold wanted laydowns to be automatically added on the city website, without requiring a public records request. She was in favor of keeping the wireless electric poles up around the boardwalk lagoon for the birds to use. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Keil/Casagranda) Approval of Agenda and Consent Agenda Keil added an item to Other Report and Presentations for a Travel Report for the Mayor and Vice Mayor's trip to Washington, DC. Keil added an item to Other New Business to discuss and/or schedule a work session for Brad Snowden's cruise ship dock concept. Keil moved the introduction of Ordinance 2018-002 onto the consent agenda. Casagranda added an item to Other New Business to discuss the city manager's goals. Towsley added an item to Other New Business to discuss training opportunities and the letter from Jane Boer. Motion Passed Unanimous The clerk read the following approved consent agenda items: Ordinance 2018-002, Amending Seward City Code Chapters 2, 7, 8, And 15 Relating To Camping Regulations. This Ordinance was introduced tonight, and will come fop public hearing and enactment at the May 14, 2018 meeting. Resolution 2018-039, Updating A Mobile Vendor And Roving Vendor Policy For Permitting Vendors On City -Owned Property. Resolution 2018-040, Accepting The 2018 Volunteer Fire Assistance Grant (VFA) In The Amount Of $7,312.50 And Authorizing The 10% Matching Funds Of $812.50 And Appropriating Funds. 77 City of Seward, Alaska City Council Minutes April 23, 2018 !Volume 39, Page Resolution 2018-041, Authorizing Support To The Seward PTA And P.A.R.K.S To Pursue Private, State And Federal Funding For The Revitalization Of The Bittick BMX Community Park; Located On The Southeast Corner Of Lot 11 A-1 Fort Raymond Subdivision. Approval of April 9, 2018 Regular Meeting Minutes. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards Peace Officers Memorial Day & National Police Week National Correction Officer and Employees Week Chamber of Commerce Report. Cindy Clock said the Seward Marine Industrial Center (SMIC) relaunch was a huge success this weekend; it was well attended. She thanked the Port & Commerce Advisory Board (PACAB), the hard-working harbor crew, and the chamber group. There would be a Fraud Prevention Workshop on Thursday, April 26, 2018 from 11:00 a.m. — 2:00 p.m. at the library; this event represented an educational component of the chamber's mission. Clock spent time with Joel Cladouhos to learn more about the Bering Sea Blue Ocean Cluster Incubator Initiative. The Rotary Conference would be here over the May 18, 2018 weekend. Volunteer signup for the Mount Marathon Race was open. This week's chamber membership luncheon would feature Pete Hansen from CHARR. The chamber had successfully installed an air-to-air heat pump in their building, and it was working very well. In response to Casagranda, Clock said the first cruise ship would arrive May 17, 2018 and the first rain would arrive May 12, 2018. In response to Long, Clock said the Silver Salmon Derby Guide and the Halibut Tournament Guide could be found on the chamber's website at seward.com. City Manager Report. Jim Hunt reported there had been no purchase orders between $10,000 and $50,000 approved by the City Manager since the last council meeting. At the May 14, 2018 council meeting there would be a presentation by Joel Cladouhos about the Bering Sea Blue Ocean Cluster Incubator Initiative. In response to Casagranda, Public Works Director Doug Schoessler explained that there were two small water lines at SMIC near the fire hydrant that had been "bleeding" and both had been repaired. In response to McClure, Schoessler said there had been some digging out near Sailing, Inc. to remove an underground abandoned sewer line; it had a leak in it and so there was a repair underway. This weekend, on Fourth Avenue, the road had been dug up to enable the fire service lines to connect with the old park service building. Hunt thanked State Senator Peter Micciche and Governor Bill Walker for coming to Seward. In response to Casagranda, Assistant City Manager Ron Long said he would find out more 78 City of Seward, Alaska City Council Minutes April 23, 2018 !Volume 39, Page about why the Teen Rec Room was being closed on Saturdays. In response to Towsley, Schoessler said there was no funding available currently to widen the Lowell Point Road; the city was waiting for federal funding to come through. Long said if council wished for the poles to be left up around the lagoon then administration would have to look into the pros and cons, safety concerns, maintenance, etc. In response to Squires, Long said the Electric Department could provide information as to the life expectancy of the poles. City Attorney Report. Will Earnhart reported that Holly Wells and Katie Davies would be in Seward on May 15, 2018 for training on Open Meetings Act. Oral arguments on the Orion case would be June 11, 2018 at 9:00 a.m. in Anchorage. Earnhart was concerned that there may have to be a Termination Study on PERS performed in order to eliminate the field engineer position; this would be if that position was moved out of PERS and into the IBEW plan. The city could incur somewhere between $250,000-400,000 for the termination study. As the city attorney, Earnhart said he took direction from council as a body; he also took direction from administration to the extent that it was not contrary to the wishes of council; he worked for the good of the city. Regarding the upcoming union vote, he thought it was clear that counsel and administration were remaining neutral, and he was acting in good faith, fairness, and legally. Regarding the Excelsior list discussion at the last council meeting, there had been a lot of confusion. Some employees did not wish to be contacted at home, so administration produced a list of employee emails that were eligible to vote in the union election and that was provided to the union. Earnhart said the City of Seward had opted out of PERA in the 1970s, and therefore was not liable for producing the Excelsior list in accordance with NLRA or NLRB. The union was a potential business partner; there were pros and cons with working with a union. Earnhart implored everyone to start trusting each other more and move forward in good faith. Towsley requested a breakdown of the attorney's firm hours and costs for the time spent by on the recent recall application. Towsley was also interested in knowing how much time was spent on the Messmer/Earnhart interactions between April 9 -13, 2018. In response to Casagranda, Earnhart said the reason why Seward's protocol for providing employee information to the union was different was because Seward was not under PERA; if it were, the city would have to comply with what the Labor Board instructed. Earnhart considered providing employee email addresses to the union to be a reasonable compromise. Squires polled council on the release of employee information, and four out of seven felt that releasing the names and email addresses of employees for the union election was sufficient. In response to McClure, Earnhart said he believed that when the MEW went into the Electric Department, it happened before Termination Studies were required. Keil added that she believed the Termination Study went into effect when PERS went to Tier IV. Other Reports, Announcements and Presentations Travel Report for the Annual Legislative Trip to Washington, D.C. 79 City of Seward, Alaska City Council Minutes 4pril 23, 2018 !Volume 39, Paze PUBLIC HEARINGS Resolutions Requiring Public Hearing Resolution 2018-038, Recommending The 2018/2019 Harbor Tariffs Be Amended By Adding A Rate Structure For A 10 Ton Crane Located At Seward Marine Industrial Center (SMIC), Wording Clarification For Transient/Guest Electricity Customer Charge, And Changing The Due Date For The Passenger Fees And Reports. Motion (Keil/Casagranda) Approve Resolution 2018-038 Harbormaster Norm Regis said this crane rate structure was mirrored after the results from Homer's recent crane rate study. Crane users were required to take an online test, which could be done anywhere and applied to both harbors, and then the crane user would simply be required to pass a proficiency training on -site in Seward, and a separate proficiency training on -site in Homer. Kodiak was currently working on developing the same process, so the result would be crane users could access all three harbors. Notice of the public heaping being posted and published as required by law was noted and the public hearing was opened. Christy Terry was here on behalf of the Port & Commerce Advisory Board (PACAB) to speak in favor of Resolution 2018-038. She said PACAB had worked hard on developing this resolution. No one else appeared to address the Council and the public hearing was closed. In response to Squires, Regis said the online training was the same in all three harbors, but the proficiency training differed. Motion to Amend (Keil/Casagranda) Motion to Amend Passed Motion to Amend (Keil/McClure) Motion to Amend Passed Motion Passed UNFINISHED BUSINESS Amend Resolution 2018-038 in Section 1 by striking the words, "(Hard Hat Training)" under item #2 and #3. Unanimous Amend Resolution 2018-038 in Section 1 by Adding the word "conducted" in item #4 so it reads, "...for proficiency training conducted by harbor personnel...". Unanimous Unanimous m City of Seward, Alaska 4pril 23, 2018 Items for Reconsideration City Council Minutes Volume 39, Paze Resolution 2018-030, Amending The Sewer Tariff To Provide For A 2.1% Rate Adjustment Beginning January 15, 2018, Adding A Seasonal Turn-On/Turn-Off Fee, Clarifying That Metered Rates Apply To All Customers Other Than Non -Commercial Residential, And Other Minor Housekeeping Changes. Motion to Reconsider (Casagranda/Towsley) Motion to Reconsider Passed Reconsider Resolution 2018-030 Yes: Slater, Horn, Towsley, Casagranda, Squires No: McClure, Keil Long said there was a $5.00 RV dump fee that was collected on the honor system, and those revenues were transferred one time each year into the Sewer Enterprise Fund as a true up. In addition, there was a $1.08 per night portion of the camping fee that was also transferred into the same fund. Motion to Amend (Casagranda/Towsley) Amend Resolution 2018-030 under Group E — Special Rates and Fees under item #3 Recreational Vehicles by striking "No fee" and replacing it with " $5.00". Finance Director Kris Erchinger explained that there was a transfer of funds between the General Fund and the Sewer Enterprise Fund. She was concerned that if there was an Enterprise Fund fee included in the tariff, it would have to be collected as a business, and not as a General Fund item. Motion to Amend Failed Yes: Towsley, Casagranda No: McClure, Keil, Horn, Slater, Squires Primary Motion to Amend (Casagranda/Towsley)Amend Resolution 2018-030 under Group E — Special Rates and Fees under item #12 Seasonal Turn -On and Seasonal Turn -Off by striking the words, "(includes new account name or same account name; waived if <2 months between turn-off and turn -on; Seasonal can apply to either summer or winter.)" and replacing it with, "A system delivery charge (SDC) of $50 per month will be applied to any service that is shut off." and also striking, "Seasonal Turn -On: $262.56" and "Seasonal Turn - Off: $262.56". Secondary Motion to Amend (Casagranda/Towsley)Amend Resolution 2018-030 under Group a City of Seward, Alaska City Council Minutes 4pril 23, 2018 !Volume 39, Page E — Special Rates and Fees under item #12 Seasonal Turn -On and Seasonal Turn -Off by replacing the words, "(includes new account name or same account name;...) Erchinger said the current computer program was not capable of doing what the amendment proposed and would require new programming to comply. Erchinger requested consider postponing any action on this resolution in order to allow administration the opportunity to examine the impact of these proposed changes, rather than making changes to the tariff on the fly without fulling vetting the potential impact. Council recessed at 9:11 p.m. Council resumed at 9:18 p.m. Primary Motion to Amend Withdrawn Secondary Motion to Amend Withdrawn Motion to Postpone (Keil/Casagranda) Main to Postpone Passed NEW BUSINESS Resolutions Postpone Resolution 2018-030 to the May 14, 2018 meeting. Unanimous Resolution 2018-042, Contracting With Seward City Tours For Operation Of The Seasonal Seward Shuttle Bus Service, In An Amount Not To Exceed $362,411, And Appropriating Funds. Motion (Keil/Casagranda) Approve Resolution 2018-042 Long said this was a seasonal shuttle bus service funded by the cruise ship passenger tax. The busses would be clearly identified and there would be one that was handicap -accessible. Council suspended the rules to speak with the owner of Seward City Tours. Jonah Swiderski said the ADA bus could be marked differently than the others to make it clear, and would be running every day. Council went back on the rules. Motion Passed Unanimous 82 City of Seward, Alaska City Council Minutes April 23, 2018 !Volume 39, Pale Resolution 2018-043, Authorizing The City To Restore Funding For An Accounting Technician Position Delayed During The 2018/2019 Budget Process, And Appropriating Funds. Motion (Keil/Casagranda) Approve Resolution 2018-043 Erchinger said the original budget for 2018/2019 had proposed full staffing, but when adjustments became necessary due to state funding cuts, this position had been removed. At the time of the budget, this position was vacant; currently the Finance Department was experiencing a lot of burn out and Erchinger felt reinstating this position would go a long way towards retaining her existing staff. Casagranda handed out some research she had conducted comparing Seward's Finance Department with other communities throughout Alaska that were similarly sized to Seward. Based upon her research, Casagranda said she would not support this position at this time, but would perhaps in the future. Keil said she would support reinstating this position because the Finance Department was under tremendous stress and pressure. McClure also supported this position, and thought there were extra demands placed on the department. Towsley said she might support this in the future, perhaps following the budget true -up work session, but said there were legitimate concerns expressed at budget time to justify removing this position. Slater stated he would support this resolution, as did Horn. Long suggested that rather than comparing our Finance Department to other cities, judge it by how well the department itself was functioning and how well it was providing what the citizens needed. Casagranda suggested that adding this position might not be a solution to the turnover problem, and other communities appeared to be just as complicated as Seward. Casagranda inquired about employees that might be working for the department who were contracted. In response to Casagranda, Erchinger said there had been a short-term intern who had been a wonderful employee, and that some turnover in the department was due to retirement. Erchinger suggested that council ask the auditors when they were here to give their presentation how Seward compared with other communities, because they also audited several other communities. Erchinger added that one big difference between Seward and other communities was the level of grants that the city had to manage. Motion Passed Yes: Horn, McClure, Keil, Slater, Squires No: Towsley, Casagranda 83 City of Seward, Alaska City Council Minutes April 23, 2018 !Volume 39, Page Other New Business Discuss setting camping and parking tariffs. Casagranda had attended the Planning & Zoning meeting for the camping code development, and she thought it would be appropriate for the city to have a tariff to address parking and campground fees and definitions. Erchinger said campgrounds fell under the General Fund, and so the fees for camping were established through fee schedules; all Enterprise Funds had tariffs. The Parking Department had a fee schedule that was set by council resolution; there were few fees associated with parking. In response to Casagranda, Long suggested administration could create a general information website page or pamphlet for people to more easily understand fees and definitions. Long said administration would draft information about parking and camping, and then share it with council. Discuss and/or schedule a work session for Brad Snowden's cruise ship dock concept. Keil recalled that there had been a study done to analyze the viability of having a cruise ship dock, and she thought that because it was an earthquake zone, it wasn't feasible. She requested that the study information be located and shared with council in advance of a work session. Long reported the B Street Study results stated that no federal monies could be used toward a cruise ship dock off Waterfront Park because it was in the earthquake zone, but private monies could be. Long added that, separate from site selection, asking the cruise ship companies whether they thought there needed to be a new/second cruise ship dock would be an important question to ask, among many other considerations. Squires had met with Brad Snowden earlier today, and Snowden had received information about a 1980s review from the Alaska SeaLife Center. Squires added that there was more than one location being proposed. Squires said that Snowden was willing to do the legwork on gathering information in preparation for a work session. Council scheduled a work session to discuss Brad Snowden's cruise ship dock concept on Monday, July 9, 2018 at 6:00 p.m. Discuss city manager's goals. Council scheduled a work session to discuss the city manager's goals on Monday, May 44, 2018 at 5:30 p.m. Discuss training opportunities and letter from Jane Boer. In response to Squires, the training scheduled for council, boards, and commissions on Tuesday, May 15, 2018 was open to the public and would cover the topics of Open Meetings Act and Parliamentary Procedures, and potentially ethics. 84 City of Seward, Alaska City Council Minutes April 23, 2018 !Volume 39, Page INFORMATIONAL ITEMS AND REPORTS On -Going City Projects and Goals. COUNCIL COMMENTS Towsley said laydowns were included in the legislative history/packets on the city's website. CITIZEN COMMENTS Patrick Messmer said there was no intention for the union to switch retirement systems. Unions were created to protect workers from mobsters, to end child labor, and to demolish sweat shops. Employees were communicating to Messmer that they feared retaliation. Brad Snowden said thank you. Jason Ebberson was an IBEW Shop Steward. He was offended by the city attorney's earlier comments comparing the brotherhood of a union to a mafia, and he wanted an apology from the attorney. Melody Jordan thought that adding a seasonal turn-on/turn-off fee was disingenuous at best; she didn't think it was fair to have a charge for a service that wasn't being provided. Heather Shank thanked everyone for the support of the bike park. There had been a good turnout yesterday for their fundraiser. Carol Griswold supported the camping ordinance. She was concerned that employee campground discussions had not been fully vetted; she wanted the language from the former code to be retained. She also wanted to see a requirement created for providing safe housing for temporary seasonal employees, and dis-allowing unsecure tents. She didn't feel that the employee campground section of the ordinance was ready for approval. Griswold thought winter camping should not be allowed. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Long said the city had not lobbied against the Friends of the Jesse Lee Home; the contract that the city had in place allowed the FJLH to have full custody and control of the property until June, 2019. Administration was concerned that the work would not be accomplished by the FJLH and that the city would get stuck with the property and not have the funds necessary to address the issues. McClure thanked Heather Shank for speaking about the bike park event, and said she was proud of the work being done by the volunteers. Squires agreed that the camping ordinance might need some more work. 85 City of Seward, Alaska April 23, 2018 City Council Minutes !Volume 39, Paze Casagranda thanked Laura Schneider and Christy Terry for the great work on organizing the Seward Marine Industrial Center relaunch. ADJOURNMENT The meeting was adjourned at 10:30 p.m. Brenda J. Ballou, MMC City Clerk (City Seal) David Squires Mayor 86 Agenda Statement Meeting Date: May 14, 2018 From: Brenda Ballou, City Clerk Agenda Item: Certification of the May 8, 2018 Union Representation Election BACKGROUND & JUSTIFICATION: On March 27, 2018, the city council approved Resolution 2018-024 which authorized a Union Representation Election for certain regular employees of the City of Seward. Election Day was set for Tuesday, May 8, 2018, and allowed for absentee voting in person and by mail, to begin April 24, 2018. On Friday, April 13, 2018 at 5:00 p.m. a list of eligible employees was produced by the Human Resources Department and provided to the City Clerk. There were 58 employees listed, and those names were then used to create the Employee Voter Register. Election Day was held on Tuesday, May 8, 2018 from 8:00 a.m. to 5:00 p.m., and was immediately followed by the convening of the Canvass Board. The results of the Canvass were: Do you wish to be represented for the purposes of collective bargaining by the Alaska Public Employees Association (APEA)? Yes 40 No 13 Blank 0 The election required a majority (50% + 1) of votes cast to carry; there were 53 ballots cast (28 votes were required to carry the decision). RECOMMENDATION: Certify the May 8, 2018 Union Representation Election and declare the results final. 87 UNION REPRESENTATION ELECTION For certain employees of the City of Seward, Alaska Tuesday, May 8, 2018 FINAL CERTIFICATE OF RESULTS Do you wish to be represented for the purposes of collective bargaining by the Alaska Public Employees Association (APEA)? YES 11"("1 NO / 3 We, the members of the Canvass Board, do hereby agree that the results presented above accurately reflect our findings in the Union Representation Election held May 8, 2018 in the City of Seward, Alaska. Printed Name f Chair Printed Name r Printed Name Printed Name o�: Printed Name Signature of Cha' S' na re Sig ure 5 Sip-riature Si We, the members of the Election Board, do hereby agree that the results presented above accurately reflect the true, accurate, and final totals for the Union Representation Election held May 8, 2018 in the City of Seward, Alaska. Printed Name o GAT 7` �� ✓H.'9!/�/A"" r'ii r � #� Printed Name of C' Rep}gs�t q �Z V b i %A Printed Name of Citizen Representative Signature of ive Signature o Signature of Citizen Representative 29 MY CLERK RammingZ � Himc n c mk- _ CITY OF SEWARD ORGANIZATIONCHART CI M OF SEWARD MAY -OR SwEry 7 i Eme-owncy A-' , Control , j o . SC Em Water A S-- ewer � 89 This organizational chart reflects the Ckty departments and divisions presented within the budget. ICMA ICMA Code of Ethics with Guidelines The ICMA Code of Ethics was adopted by the ICMA membership in 1924, and most recently amended by the membership in June 2017. The Guidelines for the Code were adopted by the ICMA Executive Board in 1972, and most recently revised in June 2017. The mission of ICMA is to create excellence in local governance by developing and fostering professional local government management worldwide. To further this mission, certain principles, as enforced by the Rules of Procedure, shall govern the conduct of every member of ICMA, who shall: Tenet 1. Be dedicated to the concepts of effective and democratic local government by responsible elected officials and believe that professional general management is essential to the achievement of this objective. Tenet 2. Affirm the dignity and worth of the services rendered by government and maintain a constructive, creative, and practical attitude toward local government affairs and a deep sense of social responsibility as a trusted public servant. 1SUIDE1,1fJE Advice to Officials of Other Local Governments. When members advise and respond to inquiries from elected or appointed officials of other local governments, they should inform the administrators of those communities. Tenet 3. Demonstrate by word and action the highest standards of ethical conduct and integrity in all public, professional, and personal relationships in order that the member may merit the trust and respect of the elected and appointed officials, employees, and the public. liGI I1 IIIf: I I nI fI:1:„S Public Confidence. Members should conduct themselves so as to maintain public confidence in their position and profession, the integrity of their local government, and in their responsibility to uphold the public trust. Influence. Members should conduct their professional and personal affairs in a manner that demonstrates that they cannot be improperly influenced in the performance of their official duties. Appointment Commitment. Members who accept an appointment to a position should report to that position. This does not preclude the possibility of a member considering several offers or seeking several positions at the same time. However, once a member has accepted a formal offer of employment, that commitment is considered binding unless the employer makes fundamental changes in the negotiated terms of employment. Credentials. A member's resume for employment or application for ICMA's Voluntary Credentialing Program shall completely and accurately reflect the member's education, work experience, and personal history. Omissions and inaccuracies must be avoided. Professional Respect. Members seeking a position should show professional respect for persons formerly holding the position, successors holding the position, or for others who might be applying for the same COPYRIGHT © 2017 BY THE INTERNATIONAL CITY/COUNTY MANAGEMENT ASSOCIATION. ALL RIGHTS RESERVED. 90 position. Professional respect does not preclude honest differences of opinion; it does preclude attacking a person's motives or integrity. Reporting Ethics Violations. When becoming aware of a possible violation of the ICMA Code of Ethics, members are encouraged to report possible violations to ICMA. In reporting the possible violation, members may choose to go on record as the complainant or report the matter on a confidential basis. Confidentiality. Members shall not discuss or divulge information with anyone about pending or completed ethics cases, except as specifically authorized by the Rules of Procedure for Enforcement of the Code of Ethics. Seeking Employment. Members should not seek employment for a position that has an incumbent who has not announced his or her separation or been officially informed by the appointive entity that his or her services are to be terminated. Members should not initiate contact with representatives of the appointive entity. Members contacted by representatives of the appointive entity body regarding prospective interest in the position should decline to have a conversation until the incumbent's separation from employment is publicly known. Relationships in the Workplace. Members should not engage in an intimate or romantic relationship with any elected official or board appointee, employee they report to, one they appoint and/or supervise, either directly or indirectly, within the organization. This guideline does not restrict personal friendships, professional mentoring, or social interactions with employees, elected officials and Board appointees. Tenet 4. Recognize that the chief function of local government at all times is to serve the best interests of all of the people. GUilllf::iE LDN:E Length of Service. A minimum of two years generally is considered necessary in order to render a professional service to the local government. A short tenure should be the exception rather than a recurring experience. However, under special circumstances, it may be in the best interests of the local government and the member to separate in a shorter time. Examples of such circumstances would include refusal of the appointing authority to honor commitments concerning conditions of employment, a vote of no confidence in the member, or severe personal problems. It is the responsibility of an applicant for a position to ascertain conditions of employment. Inadequately determining terms of employment prior to arrival does not justify premature termination. Tenet 5. Submit policy proposals to elected officials; provide them with facts and advice on matters of policy as a basis for making decisions and setting community goals; and uphold and implement local government policies adopted by elected officials. IIII U :D 1 n1 11iB F��',I Conflicting Roles. Members who serve multiple roles - working as both city attorney and city manager for the same community, for example - should avoid participating in matters that create the appearance of a conflict of interest. They should disclose the potential conflict to the governing body so that other opinions may be solicited. Tenet 6. Recognize that elected representatives of the people are entitled to the credit for the establishment of local government policies; responsibility for policy execution rests with the members. COPYRIGHT © 2017 BY THE INTERNATIONAL CITY/COUNTY MANAGEMENT ASSOCIATION. ALL RIGHTS RESERVED. 91 Tenet 7. Refrain from all political activities which undermine public confidence in professional administrators. Refrain from participation in the election of the members of the employing legislative body. GUI IIII:DSI JII P11 ES Elections of the Governing Body. Members should maintain a reputation for serving equally and impartially all members of the governing body of the local government they serve, regardless of party. To this end, they should not participate in an election campaign on behalf of or in opposition to candidates for the governing body. Elections of Elected Executives. Members shall not participate in the election campaign of any candidate for mayor or elected county executive. Running for Office. Members shall not run for elected office or become involved in political activities related to running for elected office, or accept appointment to an elected office. They shall not seek political endorsements, financial contributions or engage in other campaign activities. Elections. Members share with their fellow citizens the right and responsibility to vote. However, in order not to impair their effectiveness on behalf of the local governments they serve, they shall not participate in political activities to support the candidacy of individuals running for any city, county, special district, school, state or federal offices. Specifically, they shall not endorse candidates, make financial contributions, sign or circulate petitions, or participate in fund-raising activities for individuals seeking or holding elected office. Elections relating to the Form of Government. Members may assist in preparing and presenting materials that explain the form of government to the public prior to a form of government election. If assistance is required by another community, members may respond. Presentation of Issues. Members may assist their governing body in the presentation of issues involved in referenda such as bond issues, annexations, and other matters that affect the government entity's operations and/or fiscal capacity. Personal Advocacy of Issues. Members share with their fellow citizens the right and responsibility to voice their opinion on public issues. Members may advocate for issues of personal interest only when doing so does not conflict with the performance of their official duties. Tenet 8. Make it a duty continually to improve the member's professional ability and to develop the competence of associates in the use of management techniques. GUIDELIPIES Self -Assessment Each member should assess his or her professional skills and abilities on a periodic basis. Professional Development. Each member should commit at least 40 hours per year to professional development activities that are based on the practices identified by the members of ICMA. Tenet 9. Keep the community informed on local government affairs; encourage communication between the citizens and all local government officers; emphasize friendly and courteous service to the public; and seek to improve the quality and image of public service. COPYRIGHT © 2017 BY THE INTERNATIONAL CITY/COUNTY MANAGEMENT ASSOCIATION. ALL RIGHTS RESERVED. 92 Tenet 10. Resist any encroachment on professional responsibilities, believing the member should be free to carry out official policies without interference, and handle each problem without discrimination on the basis of principle and justice. GUIIII:HCLIIIII11E Information Sharing. The member should openly share information with the governing body while diligently carrying out the member's responsibilities as set forth in the charter or enabling legislation. Tenet 11. Handle all matters of personnel on the basis of merit so that fairness and impartiality govern a member's decisions, pertaining to appointments, pay adjustments, promotions, and discipline. G I I D E1,1i JE Equal Opportunity. All decisions pertaining to appointments, pay adjustments, promotions, and discipline should prohibit discrimination because of race, color, religion, sex, national origin, sexual orientation, political affiliation, disability, age, or marital status. It should be the members' personal and professional responsibility to actively recruit and hire a diverse staff throughout their organizations. Tenet 12. Public office is a public trust. A member shall not leverage his or her position for personal gain or benefit. 1S U D E1,1fJES Gifts. Members shall not directly or indirectly solicit, accept or receive any gift if it could reasonably be perceived or inferred that the gift was intended to influence them in the performance of their official duties; or if the gift was intended to serve as a reward for any official action on their part. The term "Gift" includes but is not limited to services, travel, meals, gift cards, tickets, or other entertainment or hospitality. Gifts of money or loans from persons other than the local government jurisdiction pursuant to normal employment practices are not acceptable. Members should not accept any gift that could undermine public confidence. De minimus gifts may be accepted in circumstances that support the execution of the member's official duties or serve a legitimate public purpose. In those cases, the member should determine a modest maximum dollar value based on guidance from the governing body or any applicable state or local law. The guideline is not intended to apply to normal social practices, not associated with the member's official duties, where gifts are exchanged among friends, associates and relatives. Investments in Conflict with Official Duties. Members should refrain from any investment activity which would compromise the impartial and objective performance of their duties. Members should not invest or hold any investment, directly or indirectly, in any financial business, commercial, or other private transaction that creates a conflict of interest, in fact or appearance, with their official duties. In the case of real estate, the use of confidential information and knowledge to further a member's personal interest is not permitted. Purchases and sales which might be interpreted as speculation for quick profit should be avoided (see the guideline on "Confidential Information"). Because personal investments may appear to influence official actions and decisions, or create the appearance of impropriety, members should disclose or dispose of such investments prior to accepting a position in a local government. Should the conflict of interest arise during employment, the member should make full COPYRIGHT © 2017 BY THE INTERNATIONAL CITY/COUNTY MANAGEMENT ASSOCIATION. ALL RIGHTS RESERVED. 93 disclosure and/or recuse themselves prior to any official action by the governing body that may affect such investments. This guideline is not intended to prohibit a member from having or acquiring an interest in, or deriving a benefit from any investment when the interest or benefit is due to ownership by the member or the member's family of a de minimus percentage of a corporation traded on a recognized stock exchange even though the corporation or its subsidiaries may do business with the local government. Personal Relationships. In any instance where there is a conflict of interest, appearance of a conflict of interest, or personal financial gain of a member by virtue of a relationship with any individual, spouse/partner, group, agency, vendor or other entity, the member shall disclose the relationship to the organization. For example, if the member has a relative that works for a developer doing business with the local government, that fact should be disclosed. Confidential Information. Members shall not disclose to others, or use to advance their personal interest, intellectual property, confidential information, or information that is not yet public knowledge, that has been acquired by them in the course of their official duties. Information that may be in the public domain or accessible by means of an open records request, is not confidential. Private Employment. Members should not engage in, solicit, negotiate for, or promise to accept private employment, nor should they render services for private interests or conduct a private business when such employment, service, or business creates a conflict with or impairs the proper discharge of their official duties. Teaching, lecturing, writing, or consulting are typical activities that may not involve conflict of interest, or impair the proper discharge of their official duties. Prior notification of the appointing authority is appropriate in all cases of outside employment. Representation. Members should not represent any outside interest before any agency, whether public or private, except with the authorization of or at the direction of the appointing authority they serve. Endorsements. Members should not endorse commercial products or services by agreeing to use their photograph, endorsement, or quotation in paid or other commercial advertisements, marketing materials, social media, or other documents, whether the member is compensated or not for the member's support. Members may, however, provide verbal professional references as part of the due diligence phase of competitive process or in response to a direct inquiry. Members may agree to endorse the following, provided they do not receive any compensation: (1) books or other publications; (2) professional development or educational services provided by nonprofit membership organizations or recognized educational institutions; (3) products and/or services in which the local government has a direct economic interest. Members' observations, opinions, and analyses of commercial products used or tested by their local governments are appropriate and useful to the profession when included as part of professional articles and reports. COPYRIGHT © 2017 BY THE INTERNATIONAL CITY/COUNTY MANAGEMENT ASSOCIATION. ALL RIGHTS RESERVED. 94 from Evansville code ALL COUNCILMEMBERS All members of the City Council, including the Mayor and Vice Mayor, have equal votes. No Councilmember has more power than any other Councilmember, and all should be treated with equal respect. All Council members should: • Prepare in advance of meetings and be familiar with issues on the agenda • Be respectful of other people's time. Stay focused and act efficiently during public meetings. • Serve as a model of leadership and civility to the community • Inspire public confidence in Seward government • Provide contact information with the City Clerk in case of an emergency or an urgent situation arises while the Councilmember is out of town • Demonstrate honesty and integrity in every action and statement • Participate in scheduled activities Council Conduct with City Staff Governance of a City relies on the cooperative efforts of elected officials, who set policy, and City staff, who implement and administer the Council's policies. Therefore, every effort should be made to be cooperative and show mutual respect for the contributions made by each individual for the good of the community. • Treat all staff as professionals Clear, honest communication that respects the abilities, experience, and dignity of each individual is expected. Poor behavior towards staff is not acceptable. • Limit contact to specific City staff Questions of City staff and/or requests for additional background information should be directed to the City Manager, City Attorney, or Department Heads. The City Manager should be copied on or informed of any request. Requests for follow-up or directions to staff should be made only through the City Manager or the City Attorney when appropriate. When in doubt about what staff contact is appropriate, Council members should ask the City Manger for direction. Materials supplied to a Councilmember in response to a request will be made available to all members of the Council so that all have equal access to information. • Do not disrupt City staff from their jobs Council members should not disrupt City staff while they are in meetings, on the phone, or engrossed in performing their job functions in order to have their individual needs met. 95 • Never publicly criticize an individual employee Council should never express concerns about the performance of a City employee in public, to the employee directly, or to the employee's manager. Comments about staff performance should only be made to the City Manager through private correspondence or conversation. • Do not get involved in administrative functions Council members must not attempt to influence City staff on the making of appointments, awarding of contracts, selecting of consultants, processing of development applications, or granting of City licenses and permits. Prohibition of Council interference in administrative functions. • Do not attend meetings with City staff unless requested by staff. Even if the Councilmember does not say anything, the Councilmember's presence implies support, shows partiality, intimidates staff, and hampers staff s ability to do their job objectively. • Limit requests for staff support All mail for Council members is opened by the City Clerk. Mail addressed to the Mayor is reviewed first by the City Manager who notes suggested action and/or follow-up items. Requests for additional staff support — even in high priority or emergency situations -- should be made to the City Manager who is responsible for allocating City resources in order to maintain a professional, well -run City government. • Do not solicit political support from staff Council members should not solicit any type of political support (financial contributions, display of posters or lawn signs, name on support list, etc.) from City staff. City staff may, as private citizens with constitutional rights, support political candidates but all such activities must be done away from the workplace. • Council members Behavior and Conduct City Council members who intentionally and repeatedly do not follow proper conduct may be reprimanded or formally censured by the Council. Serious infractions of the Code of Ethics or Code of Conduct could lead to other sanctions as deemed appropriate by Council. Council members should point out to the offending Councilmember infractions of the Code of Ethics or Code of Conduct. If the offenses continue, then the matter should be referred to the Mayor in private. If the Mayor is the individual whose actions are being challenged, then the matter should be referred to the Mayor Pro-Tem. It is the responsibility of the Mayor to initiate action if a Councilmember's behavior may warrant sanction. If no action is taken by the Mayor, the alleged violation(s) can be brought up with the full Council in a public meeting. If violation of the Code of Ethics or Code of Conduct is outside of the observed behaviors by the Mayor or Council members, the alleged violation should be referred to the Mayor. The Mayor should ask the City Manager and/or the City Attorney to investigate the allegation and report the 96 findings to the Mayor. It is the Mayor's responsibility to take the next appropriate action. These actions can include, but are not limited to: discussing and counseling the individual on the violations; recommending sanction to the full Council to consider in a public meeting; or forming a Council ad hoc subcommittee to review the allegation; the investigation and its findings, as well as to recommend sanction options for Council consideration. Principles of Proper Conduct Proper conduct IS ... o Keeping promises o Being dependable o Building a solid reputation o Participating and being available o Demonstrating patience o Showing empathy o Holding onto ethical principles under stress o Listening attentively o Studying thoroughly o Keeping integrity intact o Overcoming discouragement o Going above and beyond, time and time again o Modeling a professional manner Proper conduct IS NOT ... • Showing antagonism or hostility • Deliberately lying or misleading • Speaking recklessly • Spreading rumors • Stirring up bad feelings, divisiveness • Acting in a self-righteous manner It all comes down to respect Respect for one another as individuals ... respect for the validity of different opinions ... respect for the democratic process ... respect for the community that we serve. Checklist for Monitoring Conduct • Will my decision/statement/action violate the trust, rights or good will of others? • What are my motives and the spirit behind my actions? • If I have to justify my conduct in public tomorrow, will I do so with pride or shame? • How would my conduct be evaluated by people whose integrity and character I respect? • Even if my conduct is not illegal or unethical, is it done at someone else's painful expense? Will it destroy their trust in me? Will it harm their reputation? • Is my conduct fair? Just? Morally right? • If I were on the receiving end of my conduct, would I approve and agree, or would I take offense? • Does my conduct give others reason to trust or distrust me? 97 • Am I willing to take an ethical stand when it is called for? Am I willing to make my ethical beliefs public in a way that makes it clear what I stand for? • Do I exhibit the same conduct in my private life as I do in my public life? • Can I take legitimate pride in the way I conduct myself and the example I set? • Do I listen and understand the views of others? • Do I question and confront different points of view in a constructive manner? • Do I work to resolve differences and come to mutual agreement? • Do I support others and show respect for their ideas? • Will my conduct cause public embarrassment to someone else? 98 • Illinois tute of Technology Organization: City of Oakland, CA City Council Code of Ethics Each member of the City Council has a duty to: 1. Respect and adhere to the American ideals of government, the rule of law, the principles of public administration and high ethical conduct in the performance of public duties. 2. Represent and work for the common good of the City and not for any private interest. 3. Refrain from accepting gifts or favors or promises of future benefits which might compromise or tend to impair independence of judgment or action. 4. Provide fair and equal treatment for all persons and matters coming before the Council. 5. Learn and study the background and purposes of important items of business before voting. 6. Faithfully perform all duties of office. 7. Refrain from disclosing any information received confidentially concerning the business of the City, or received during any closed session of the Council held pursuant to state law. 8. Decline any employment incompatible with public duty. 9. Refrain from abusive conduct, personal charges or verbal attacks upon the character, motives, ethics or morals of other members of the Council, staff or public, or other personal comments not germane to the issues before the Council. 10. Listen courteously and attentively to all public discussions at Council meetings and avoid interrupting other speakers, including other Council members, except as may be permitted by established Rules of Order. 11. Faithfully attend all sessions of the Council unless unable to do so because of disability or some other compelling reason. 12. Maintain the highest standard of public conduct by refusing to condone breaches of public trust or improper attempts to influence legislation, and by being willing to censure any member who willfully violates the rules of conduct contained in this Code of Ethics. 99 Sponsored by: PACAB CITY OF SEWARD, ALASKA RESOLUTION 2018-004 A RESOLUTION OF THE PORT AND COMMERCE ADVISORY BOARD OF THE CITY OF SEWARD.) ALASKA, PROVIDING A RECOMMENDATION TO COUNCIL FOR PURSUIT OF ANDY BAKER'S YOURCLEANENERGY LLC, PREDESIGN STUDY OF LOWELL CREEK AND MARATHON CREEK IN -STREAM HYDROELECTRIC PROJECTS AS A SOURCE OF ALTERNATIVE ENERGY FOR THE SEWARD ELECTRIC UTILITY WHEREAS, the Seward City Council has tasked the Port and Commerce Advisory Board to research possible sources of alternative energy for the community; and WHEREAS, future costs of fuel -based electricity are uncertain and this project offers a potential to sell fixed -cost hydroelectric power profitably over time; and WHEREAS, a diverse, stable, fixed -price energy supply is becoming a vital component of economic health and independence; and WHEREAS, hydroelectric power generated from Lowell Creek may be feasible as affordable, reliable and safe energy for Seward; and WHEREAS, Andy Baker, P.E., d/b/a YourCleanEnergy LLC. has conducted a presentation to perform a pre -design study of Lowell Creek to determine its feasibility to support a hydroelectric generation facility; and WHEREAS, while the proposed generation amounts of the project will not meet all of Seward's needs, it will diversify our power purchase options; and WHEREAS, the Port and Commerce Advisory Board find sufficient merit in the presentation to recommend it to the City Council for consideration and funding. NOW, THEREFORE, BE IT RESOLVED BY THE PORT AND COMMERCES ADVISORY BOARD OF THE CITY OF SEWARD, ALASKA that: Section 1. The Port and Commerce Advisory Board recommends the Seward City Council undertake the necessary steps to make Seward's electrical future safe, secure, reliable and stable in cost. Section 2. The Port and Commerce Advisory Board recommends that the Seward City Council empower Administration to negotiate a contract with YourCleanEnergy LLC for engineering services and bring it back to Council for final approval. 100 CITY OF SEWARD, ALASKA RESOLUTION 2018-004 Page 2 of 2 Section 3. This resolution shall take effect immediately upon its adoption and be provided to Council at the next possible Council Meeting. PASSED AND APPROVED by the Port and Commerce Advisory of Seward, Alaska, this 2"d day of May, 2018. THE CITY OF SEWARD, ALASKA Darryl Schaefermeyer, Chair AYES: Schneider, Terry, Andrews, Hughes, Schaefermeyer NOES: None ABSENT: Jaffa, Lawrence ABSTAIN: None ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) In Y ca U C O � a• cu o M � � cd O .�-i — -. -. �a a 3 o w HO z O O O O O O O O O O O w ri U � W o� w �N Nm a of 9L O' z U CZ rrA Ftr a x 00 oc o 5^ th °' a 3 a O N Pa T ,� U 14 [O . .X N L!] a A w Ln CN oc O O A REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for May 14, 2018 City Council meeting Going forward, City Manager Jim Hunt has requested that he and the Assistant City Manager Ron Long receive all public records requests (with the exception of requests that are speck to the City Clerk's office). DOCUMENT EMAIL SENT TO CITY DATE REQUESTED BY REQUESTED MANAGER & EMAIL SENT TO RESPONSE NOTES RECEIVED (Summary) ASSISTANT CITY CITY ATTORNEY PROVIDED MANAGER May 3 Katheryn Marcus Police Report Hunt & Long No May 9 May 3 Alex Hansen Building Information for Hunt & Long No Pending Breeze Inn Accident Report for City May 4 Suzi Towsley Manager's Vehicle Hunt & Long No Pending 2012-2018 City Policies for Vehicle May 4 Suzi Towsley Use and Hunt & Long No May 7 1 hour staff time Harassment/Bullying May 7 Bill Mans Bid Documents for 408 Hunt & Long No Pending Madison Street (3) All records requests submitted by Towsley (8/t/17-5/9/18); all emails May 9 Bruce Stanford to/from between city clerk, Hunt & Long Yes Pending Towsley & Casagranda (8/t/17-5/9/18); all emails received by city manager from Towsley May 9 Blaine Sears Rate structure for electric Hunt & Long No May 9 kWh & COPA charges 103 PUBLIC RECORDS REQUESTS — WORKFLOW May, 2018 Citizen submits Request for Public Records to city clerk's office; clerk's office date stamps request and documents receipt/distribution (CCROP Section V) For clerk's office -related For all other requests, requests, clerk's office clerk's office scans and emails responds directly to citizen request to city manager and asst. city manager City manager and asst. city manager forward request to the appropriate party for response City manager and asst. city manager receive reply and forward to city clerk's office for response/distribution to citizen Clerk's office documents response/disposition and closes out records request At the first council meeting of the month, city clerk includes records request report in the council agenda packet 104 CITY PROJECTS & GOALS Updated for May 14, 2018 City Council meeting The following list of'City Council projects and goals was reviewed, discussed, and updated at the February 12, 2018 City Council meeting. 1. ADA ACCESSIBLE PARKING AT CITY HALL Council directed the city clerk to provide a history of why the location for municipal elections was moved from City Hall to the K.M. Rae Building, as it related to ADA accessibility. City Clerk history and status provided February 27, 2018. First floor restrooms currently under renovation to provide one large ADA-accessible family restroom, in addition to one men's and one women's restroom. Update: the first f loor restrooms in City Hall have been completed. 2. SET LOCATION FOR SATELLITE FIRE STATION AND PUBLIC WORKS BUILDING 3. DISCUSSION ON AIR FORCE RECREATION CAMP SITE Council held a joint work session with the Planning & Zoning Commission on February 28, 2018. Directed administration to have Community Development bring forward multiple land use concepts. (Previous council work session was held September 25, 2017). April 9, 2018 work session to discuss development concepts. 4. SALTWATER HEAT PUMP PROJECT 5. ENERGY EFFICIENCY OF CITY HALL 6. GROUND TRANSPORTATION FOR AMBULANCE SERVICES Directed administration to provide an update on ground transportation for ambulance services. 7. ANIMAL SHELTER IMPROVEMENTS (Council passed Resolution 2017-035, Authorizing Replacement Of The Roof Of The Seward Animal Shelter, In An Amount Not To Exceed $6,851.00, And Appropriating Funds.) March 19, 2018 work session; directed administration to look into potential locations and, funding options. 8. RESEARCH ELECTED/APPOINTED OFFICIAL TELECONFERENCING POSSIBILITIES FOR MEETINGS Directed the city attorney to provide advice on teleconferencing possibilities for elected and appointed officials. City Attorney opinion provided February 14, 2018. 9. UPDATE THE KPB TSUNAMI WARNING MESSAGE TO INCLUDE SPECIFIC REFERENCE TO THE LOCAL RADIO STATION (91.7/106.1) Directed administration to provide an update on the status of ' modifying the tsunami warning announcement to include specific radio information, and also request the borough add a sticker to their brochures which identifies the Seward radio station. Resolution 2018-019 designated KIBH-FM 91.7 as the city's official radio station for emergencies, and authorized the City Manager to work with borough to include radio station information in tsunami warning broadcasts. 105 10.INCENTIVIZE FAMILY ENTERTAINMENT -TYPE BUSINESSES TO COME TO SEWARD II. AFFORDABLE HOUSING (INCLUDING SUMMER WORKER HOUSING) Council will hold a work session in May, 2018. (Previous council work sessions were held on May 22, 2017, June 12, 2017, and July 11, 2017) 12. SEWARD COMMUNITY HEALTH CARE CENTER EXPANSION Directed administration to provide an update on the Seward Community Health Care Center expansion. March 12, 2018 council meeting authorized to pay up to $1,500 in travel expenses for Jean Bardarson to travel with city representatives to Washington, DC in April, 2018 (April 14-18, 2018 trip to Washington, DC) 13. BUILDING MAINTENANCE 14. LED LIGHT CONVERSIONS 15. EXPLORE POSSIBILITIES FOR CREATING A REVENUE STREAM FOR THE ANIMAL SHELTER AND SOS PETS 16. PURSUE AVENUES TO INCREASE WINTER RECREATION OPPORTUNITIES 17. CONDUCT CITY-WIDE DISASTER EXERCISE TO INCLUDE MOVING RESOURCES, EVACUATION FO THE PUBLIC, ENGAGING OUTSIDE AGENCIES, AND PUBLIC INFORMATION DISSEMINATION 18. EXTEND CITY UTILITIES INTO VIABLE AREAS TO SUPPORT FUTURE RESIDENTIAL HOUSING COUNCIL COMMITTEES 1. February 26, 2018, council created an Ad Hoc Committee consisting of Council Member Horn, Council Member Casagranda, and Mayor Squires to work with administration to develop a Request for Proposals for conducting a third party investigation of city personnel matters. E °�Public Notice • Application for Marijuana Establishment License License Number: 17758 License Status: Initiated License Type: Retail Marijuana Store Doing Business As: THE TUFTED PUFFIN LLC Business License Number: 1064577 Email Address: tuftedpuffinllc@gmaii.com Latitude, Longitude: 60.101800, -149.440000 Physical Address: 216 4th Ave. Unit 2 Seward, AK 99664 UNITED STATES Licensee #1 Type: Entity Alaska Entity Number: 10075187 Alaska Entity Name: The Tufted Puffin LLC Phone Number: 907-947-3349 Email Address: tuftedpuffinllc@gmaii.com Mailing Address: PO BOX 1934 Seward, AK 99664 UNITED STATES Entity Official #2 Type: Individual Name: Jennifer Wells Phone Number: 907-947-3349 Email Address: tuftedpuffinllc@gmail.com Mailing Address: PO BOX 1934 Seward, AK 99664 UNITED STATES Entity Official #1 Type: Individual Name: Randy Wells Phone Number: 907-947-3349 Email Address: tuftedpuffinllc@gmaii.com Mailing Address: PO BOX 1934 Seward, AK 99664 UNITED STATES Note: No affiliates entered for this license. Interested persons may object to the application by submitting a written statement of reasons for the objection to their local government, the applicant, and the Alcohol & Marijuana Control Office (AMCO) not later than 30 days after the director has determined the application to be complete and has given written notice to the local government Once an application is determined to be complete, the objection deadline and a copy of the application will be posted on AMCO's website at hftps:llwww.commerce.alaska.gov/web/amco. Objections should be sent to AMCO at marijuana.licensing@alaska.gov or to 550 W 7th Ave, Suite 1600, Anchorage, AK 99601. RECEIVED APR 1 6 2018 OFFICE of THE CITY CLERK 107 o"v& What is this form? Alaska Marijuana Control Board Alcohol and Marijuana Control Office 550 W 71h Avenue, Suite 1600 Anchorage, AK 99501 marijuana.Iicensing.@alaska.gov https://www.commerce.alaska-govLweb/amco Phone: 907.269.0350 Form MJ-08: Local Government Notice Affidavit A local government notice affidavit is required for all marijuana establishment license applications with a proposed premises that is located within a local government, per 3 AAC 306.025(b)(3). As soon as practical after initiating a marijuana establishment license application, an applicant must give notice of the application to the public by submitting a copy of the application to each local government and any community council in the area of the proposed licensed premises. For an establishment located inside the boundaries of city that is within a borough, both the city and the borough must be notified. This form must be completed and submitted to AMCO's main office before any new or transfer license application will be considered complete. Section I - Establishment Information Enter information for the business seeking to be licensed. as identified on the lirpn-,p nnnlirntinn Licensee: The Tufted Puffin LLC. License Number: 117758 License Type: Retail Marijuana Store Doing Business As: The Tufted Puffin Premises Address: 216 4th Ave. Unit 2 City: Seward State: I AK I z'P: 199664 Section 2 - Certification I certify that I have met the local government notice requirement set forth under 3 AAC 306.025(b)(3) by submitting a copy of my application to the following local government (LG) official(s) and community council (if applicable): Local Government(s). City of Seward %r Name/Title of LG Official 1: 3)JWi0\ q'\V'A-V'" 0 Name/Titleof LG Official 2: U Community Council: (Municipality of Anchorage and Matanuska-Susitna Borough only) I declare under penalty of unsworn falsification that this and mple Signs0 0 1 4nsi n ifeW e if NA. W611s Printed name of licensee Subscribed and sworn to before me this i day of [Form M1-08] (rev 01/10/2018) Date Submitted: 4/16/18 Date Submitted: Page I of I 108 �S MEMORANDUM a 4(gc�tP Meeting Date: May 14, 2018 From: Brenda Ballou, City Clerk Agenda Item: Verifying Timely Receipt of Annual Financial Disclosure Forms This memo is to inform you that all 2018 Financial Disclosure forms for City Council, the Planning and Zoning Commission, and the City Manager were received by the city clerk's office in a timely manner. The 2018 Financial Disclosure Forms cover the calendar year from January 1 - December 31, 2017. The City Clerk's office maintains the original forms on file for six (6) years, per the city's records retention schedule. The forms received included: City Manager Seward City Council James Hunt David Squires, Mayor Marianna Keil, Vice Mayor Ristine Casagranda Sue McClure Erik Slater Suzanne Towsley Jeremy Horn Seward Planning and Zoning Commission Cindy Ecklund, Chair Martha Fleming, Vice Chair Gary Seese Tom Swann Margaret Anderson Nathaniel Charbonneau Craig Ambrosiani Kelli Hatfield 109 GOVERNOR BILL WALKER %repartment and Economic Development COMMUNITYDIVISION OF 1 w�� Anchorage, .. Main:1 ." 907.2691.450 Programs • ' 1 «' - May 10, 2018 [via email] Seward City Council P.O. Box 167 410 Adams Street, City Hall Seward, AK 99664 Dear Seward City Council, Please accept my apologies for not participating in your council meeting on May 14 as requested. That date corresponds with my last date of employment here. However, there are local government specialists (LGS) here to assist you with any requests you may have moving forward. Since my initial email correspondence, I have received a few inquiries about what services our office provides. The local government assistance program is designed to provide onsite technical assistance on a large array of topics to municipalities and tribes. I previously sent your municipal attorney, Will Earnhart, some samples of available training. We often provide ethics trainings for elected officials, comprehensive clerks trainings, and classes and onsite technical assistance on management, personnel policies, communication, organizational management, and financial management. Please let the clerk's assessment I recently completed serve as an example of technical assistance. As your assigned LGS, it is largely my responsibility to ensure you know our program is an available resource, and I reach out to each of my assigned communities regularly. In this particular case,, I have received contact from 10-15 different residents of Seward expressing concern on an array of council and city items over the past three months. When our office is contacted by individuals, we generally advise that change must come through the council and local action, and sometimes provide assistance reviewing local laws. We ask residents to participate publicly or consider serving. It appears to me that the council is working towards revisiting policies and procedures and addressing potential issues. And, I know you have an upcoming ethics training provided by your attorney. Seward has a large staff and capacity for addressing issues. But, if you do need assistance of any kind, our staff are able to provide assistance or advice on topics affecting local government. Your interim assigned LGS is Robin Eleazer I hope this answers any questions you have about our program, and wish you all the best. Sincerely, l-1- Jane Boer Local Government Specialist Cc: Tammy Helms and Robin Eleazer, LGA Program 110 ,,'ALA THE STATE GOVERNOR BILL WALKER Departmentof tCommunity, and Economic Development DIVISION OF REGIONAL 550 West Seventh Avenue, Suite 1640 Anchorage, AK 99501 Main: 907.269.4501 / 907.269.4580 Programs fax: 907.269.4539 [via email] May 10, 2018 Seward City Council P.O. Box 167 410 Adams Street, City Hall Seward, AK 99664 Dear Seward City Clerk Brenda Ballou and Members of the Council, The attached document is the final clerk's assessment conducted recently at the request of the city clerk, and with the support of the council. The purpose of the assessment is to assist in identifying areas for improvement or change and ensure compliance with regulatory and statutory requirements. This assessment was completed with documentation provided on the cities' website and collected during an on -site visit -on May 7. Local Government Specialist (LGS) Jane Boer worked with City Clerk Brenda Ballou, Deputy Clerk Jessica Fogle, and Administrative Assistance Nanci Richey to complete this assessment. The clerk's office staff were all incredibly professional and friendly. They provided every document requested efficiently and answered questions thoughtfully. Each staff member exhibited a full understanding of the role of the clerk's department in supporting the council and in serving as the conduit for public participation and input. They appeared eager to ensure the public has access to information. The clerk's assessment found that the clerk's department successfully delivers the duties of the office. The office has written policies and procedures in place to ensure consistency of services. In many cases, the office has a process in place that exceeds statutory requirements. The assessment did identify a few areas of code that the council may wish to consider updating. I hope this report is a helpful tool for your local government. Please feel free to contact your interim assigned LGS, Robin Eleazer, at roberta.eleazerlialaska.ov with questions or concerns, or to arrange technical assistance for follow-up items. I would like to thank Ms. Ballou for the investment of time she put into discussing assessment indicators and for her dedication in ensuring her office meets regulatory requirements and serves the public. Sincerely, Jane Boer Local Government Specialist Cc: Tammy Helms and Robin Eleazer, LGA Pr9gam Citv of Seward Assessment of Clerk's Office Jane Boer, Local Government Specialist Local Government Assistance Division of Community and Regional Affairs Department of Commerce, State of Alaska May 10, 2018 Introduction The City of Seward clerk's assessment was completed by Local Government Specialist (LGS) Jane Boer to assist in identifying areas for improvement or change, and to ensure the office meets municipal charter, municipal code and Alaska statutory requirements. LGS staff completed this report with the voluntary assistance of the clerk's office and used documentation available online and made available by the clerk's office. The goal of the local government assistance program is to provide support to local governing bodies in Alaska. The clerk's assessment evaluates whether and how the clerk's office meets statutory requirements, and includes broader indicators for evaluating policies and procedures, organizational structure, personnel policies, and internal and external communications. These indicators are organized under the following sections: • Compliance with Statutory and Regulatory Requirements • Adoption and Administration of Policies/Procedures • Organizational Management • Personnel System • Internal and External Communication The purpose of the assessment is to identify where and how the clerk's office may benefit from additional review to comply with statutory requirements and/or to improve organizational, personnel, and communications best practices. Indicators On May 7, 2018, local government specialist Jane Boer met with Brenda Ballou, Jessica Fogle, and Nanci Richey to complete an assessment of the clerk's office. City staff provided documentation supporting the conclusions in this report. Examples of specific documents used in this report are attached as Appendix A and include: • Adopted Personnel Policies • Job descriptions • Organizational charts • Chart of clerk's duties • Copies of procedures and workflow charts • Meeting agendas, minutes, packets, and notices • The Seward city calendar • Workflow/process charts • Clerk's reports • Forms for public information requests and business applications Indicators Report May 10, 2018 Page 2 113 Compliance with Statutory and Regulatory Requirements Anchorage local government specialist staff reviewed Alaska Statutes (AS), the City of Seward home rule charter, and the Seward municipal code (SCC) to determine statutory requirements for the Seward city clerk. Alaska Statutes list limitations of home rule powers under AS 29.10.200. Pursuant to home rule limitations listed in AS 29.10.200, the Seward city clerk is subject to some requirements of Titles 29 and 44. Those requirements are listed below, followed by Seward city charter and municipal code requirements for the position of city clerk. The specific state or local law to reference for requirements of the clerk are listed after each indicator. Essential 'ob duties as ado ted throu h local and state laws: �1,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, Yes No X Attends council meetings and keeps record of proceedings (Municipal Charter Chapter 5.5 and SCC 2.20.045) The clerk and deputy clerk attend council meetings and keep both hard copy and electric records of proceedings. X Keeps ordinances, resolutions, contracts, and agreements of the city and authenticates such records as necessary (Municipal Charter chapter 5.5, SCC 2.20.045, AS 29.25.200, and AS 29.25.050&060) Hard copies of ordinances and resolutions are available in the clerk's office. Contracts are categorized and entered into a spreadsheet by the clerk, then are sent to the appropriate city department for filing and administration. The clerk attests to the signature of the mayor and city manager and fixes the official seal on the document. X Codifies and keeps record of adopted ordinances (AS 29.10.200 and AS 29.25.050) Ordinances are given a serial number, date of adoption, authority, and entered into an indexed book. Codification occurs a few times a year through a contractor. X Ensures documents are available to the public (Municipal Charter chapter 5.5 and SCC 2.20.045, AS 40.25) The clerk's office provides multiple avenues for the public to view public documents. Many documents are available online or as a hard copy in the clerk's office. The clerk's office has an adopted public information request policy and form for requests. The form is available in hard copy outside of the office. Recommendations are provided below. X Ensures compliance with Alaska's Open Meetings Act (OMA) and provides notice of public meetings (Municipal Charter chapter 5.5 and SCC 2.20.045, SCC 2.10.032, AS 29.10.200, AS 29.20.020, and AS 44.62.310) The clerk's office implements and enforces standard operating procedures to ensure meetings are public. The clerk notices any quorum of members where topics upon which the body has decision - making authority. The clerk works to ensure that communication amongst council members meets s OMA requirements. Standard operating procedures for ensuring this include asking council members j s not to email groups of council members or participate in chain emails that discuss agenda topics or any j potential legislation. Dissemination of information to council members comes directly from the clerk's s office, and the clerk requests council members not to "reply -to -all". Information provided to the s council on legislative topics is also available to the public in each meeting packet. s The clerk has a clear understanding of how and when executive session is appropriate, should she need s to advise the council on parliamentary procedure. The clerk consistently posts reasonable public s notices, and provides materials for public examination at meetings. Materials available at meetings are scanned and available online. Indicators Report May 10, 2018 Page 3 114 Meeting minutes include recordation of votes in such a way that the public can determine the vote of each person (except when voice votes are permitted). X i Attests to the city manager's signature on all contracts, except as otherwise provided in code (Municipal Charter chapter 5.5 and SCC 2.20.045). X Custodian of city seal and official records (Municipal Charter chapter 5.5 and SCC 2.20.045) X Appoints deputies subject to council approval (Municipal Charter chapter 5.5 and SCC 2.20.045) X Records and certifies all actions of the council (Municipal Charter chapter 5.5 and SCC j 2.20.045) X Administers and keeps records of oaths of office (Municipal Charter chapter 5.5, SCC 2.20.045, and SCC 2.20.020) X Notices the council of expiration/termination of any terms of office, and when necessary, the conditions and requirements of all bonds, franchises, contracts, and agreements (Municipal Charter chapter 5.5 and SCC 2.20.045) The clerk's office achieves this to the extent it is able, but is limited by workflow processes in accomplishing this task. The clerk notifies all elected and appointed officials with upcoming expiring j terms. Contracts, leases, etc. are recorded in the clerk's office, but since the documents live in the departments, the clerk's office does not monitor them. See recommendations below. X i Serves as the registrar and administers elections (Municipal Charter chapter 5.5, SCC 2.20.045, j SCC Title 4, AS 29.10.200, and AS 29.26.030) 'the clerk's office successfully administers elections and meets Alaska statutory and local law requirements. This is a large and time -intensive task, and the clerk appears very well organized. The clerk's office has written internal procedures for administering elections and has created election calendars for ensuring compliance with statutory requirements. Additionally, the clerk created and administered processes for the recent election regarding unions using regular election processes as a standard. The clerk's office has written policies in place directing canvass and election board actions, j and has a system of checks and balances for ensuring fair and accurate accounting of ballots. The j policies are thorough and highly organized. Additional job duties identified in Seward City Code: X the council agenda (SCC 2.10.055)� � Prepares� The clerk has adopted a standard and consistent timeline for accepting agenda items and preparing j packets. Packets and the agenda are available in a timely manner, allowing for council review of material and public input in meetings. The clerk's office follows the timeline for preparation of council agendas and packets outlined in code. X Recordsmeeting minutes (SCC 2.10. 060) The clerk is required to take action minutes and accomplishes this. The clerk is also required to record public comment and includes names, addresses, title/subject, and whether the comment is in support or opposition. Indicators Report May 10, 2018 Page 4 115 X Processes council mail (SCC 2.10.095) I According to code, items needing action are forwarded by the clerk to the city manager, and actions on I matters are reported to the city council by the clerk. Because the city manager is the person acting on many of these matters, it may make more sense to require that the city manager report on actionable items addressed by the manager's office. The manager likely already does this in practice, so it may make sense to remove or revise this portion of code to align practices with code. X Signatory for securities access (SCC 5.01.030) I 'The clerk does not handle any revenue, and does not have access to cash -on -hand or the city safe. It I does not make sense for the clerk to perform this task while payments and fees are handled by other departments. X Files petitions for improvement districts and assessments (SCC 5.05.015), and mails notice of property assessments pursuant to 5.20.050. I The clerk's office is rarely required to do this, but is able to meet this requirement using past I documentation. X Provides city budget for public inspection during annual budget adoption (SCC 5.05.015) The budget is available online, in the clerk's office, and at meetings discussing budget adoption. X Accepts and files bids (SCC 6.10.225) I Bid opening is witnessed by the clerk in a public opening. Bids are accepted and filed by the department. X I Provides notice of public hearing for disposition or acquisition of property (SCC 7.05.125) X Provides publicly available copies of terms and conditions of proposed acquisitions and disposals for 10 days (SCC 7.05.130) X Publicly posts terms and conditions of resolutions approving acquisitions and disposals for 30 days (SCC 7.05.130) X Administers park permitting for mobile home/camping (SCC 8.15.215&230) X Administers business licensing, including adoption of regulations (SCC 8.30) X Administers licensing for controlled substances (SCC 10.30.030) X j Keeps record of permits for excavating, pipe laying, etc. (SCC 13.01.020) This function does not appear to be clearly defined for the clerk's office. The clerk may want to meet with the city department that provides this permitting to discuss the process for keeping records of permits. The offices may either change the current process for filing/record of these permits or propose a process and code amendment that reflects a sensible process for achievement of this requirement. Comments: For each of these items, the supporting documentation is either available online or the clerk was able to show LGS staff a template or example during the on -site assessment. Indicators Report May 10, 2018 Page 5 116 Adoption and Administration of Procedures Indicators j Yes No j NA X The office has adopted policies and procedures for the clerk's office including, but not limited to, procedures for public notice, preparing and disseminating packets for meetings, and preparation and process for public comment at meetings. The clerk has written procedures following city code available in the clerk's policies and procedures manual. � X � The office h p procedures for delegating authority to deputy clerk(s). as adopted roc ty p y The clerk's office has a policy for ensuring the deputy clerk has authority to act in the absence of the clerk, and plans for absences ahead of time when possible. X The office has adopted policies and procedures for public information requests. The clerk's office has been actively tracking information requests and created a chart illustrating the process for requests. X The office has adopted procedures for administering operation of hotel or motel certification X The office has adopted policies and procedure for administering business licenses, park permits, and controlled substance licensing. X ....� retention. ............� The office has policies and procedures for records storage and P p g � X The office has implemented procedures and internal co ntrols for handlingre... p dl' g venue. The clerk's office does not handle revenue. X The council has adopted rules of order for meetings and provided the clerk with direction for serving as parliamentarian. Comments: For some of the items listed above, the clerk's office does not have a written procedure in place, but does have an internal process that is known to staff and is followed consistently. The deputy clerk is tasked with updating and adding additional content for a clerk's manual, which includes policies and directions for many of the major duties of the office. The clerk's office has a master shared file, which is a reference for all office staff if they are unsure how to perform a task. The file includes template and sample documents, completed workflows, instructions, policies, and additional information that is a resource for staff. Indicators Report May 10, 2018 Page 6 117 urganizationai management Essential Indicators I Yes I No NA X The office has an organizational chart. The city has an organizational chart that illustrates the role of the clerk's office in relation to the council and other city departments. There is an organizational chart showing departments, but LGS staff did not see a chart that employees may use to determine chain of command for communication. It may be beneficial to have a chart that shows all positions so that staff may identify whom to contact in different X The office has a system to accurately calculate, track, and report payroll tax liabilities. X The office is current on filing federal and state tax reports. X The office is current on making federal and state tax deposits. X If there are any past tax liabilities or tax liens filed, a payment agreement has been signed and repayments are current. X The clerk's office has a policy for electronic information management. X I he clerk's office manages workspace such that the clerk and staff may complete tasks while serving the public. Both the clerk, and the deputy clerk have a separate office, while the front office staff serves the public while performing other duties such as administerin business licensing. This does not appear to be an issue now, but we sometimes recommend that staff set aside a few hours to achieve tasks outside of open office hours or A,-hile other staff assist visitors. The purpose of that recommendation is to ensure front office staff have uninterrupted time to attend to other assigned Comments: None. ,Personnel System I Essential Indicators No I The clerk receives annual evaluations and direction. The clerk has on file worker's compensation claims pursuant to SCC 2.01.015. Indicators Report May \O,2Ol8 Page policies unless they keep track of policy changes or go to HR to request a particular policy. The clerk is required to enforce personnel policies pursuant to SCC 3 .05. 15(c)&(d). X .... � There is are policy for reporting grievances and concerns. p ortin This is an HR function, and the policy is found in code. X The policy for reporting grievances and concerns is followed. p p g g ' owed. This is an HR function. LGS staff was unable to determine if the grievance policy is followed in practice as it is administered outside the office of the clerk. There is an ongoing revision of the grievance policy. LGS staff recommend providing for checks and balances within the policy to ensure that it is followed at an administrative level. There is also some confusion by employees as j to what constitutes a grievance and what constitutes a complaint, so it may be helpful to require employees to read and sign the policy along with other HR policies before beginning employment, and to encourage employees to read the new policy once it is adopted. .... X ; The office has adeq uate written job descr'ptions for all positions. X The office has adopted and follows a written personnel evaluation process that ties the job description to the evaluation. The clerk performs annual and probationary evaluations and checks in with new staff quarterly or on an ongoing basis. The clerk provides feedback to new staff as each new task is completed to provide guidance. X The office has an adequate recruitment and selection process (SCC 3.05.015). This is a function of the HR department and the clerk's office, and appears to be a process based on applicant scores from a hiring committee after recruitment takes place. X The office has personnel folders on every employee that contain at least: 1-9, Job Application and Letter of Acceptance. This is a function of the HR department. X The office has a probationary period for new hires that includes orientation, job- training/oversight, and evaluations. � X � training opportunities to staff and available. j The office provides f as needed The clerk's department has a training and travel budget used to provide professional development opportunities to employees. The clerk and deputy clerk participate in the Alaska Association of Municipal Clerks and the International Institute of Municipal Clerks. The city clerk is a certified municipal clerk and a master municipal clerk, both of which are certificates that include rigorous educational and professional development components and ensure she has mastered the knowledge and skills needed to provide support to the council. The deputy clerk will have the opportunity to develop skills and receive certification if the office continues to have a training budget. The clerk has provided the deputy clerk with training plans and resources that will support her professional development. � X � The office of the clerk has a stable staff base and employee turnover. The city clerk served as the deputy and has been employed for six years. The front office staff has worked in the office for 15 years. The deputy cleric is newly hired. Indicators Report May 10, 2018 Page 8 119 Comments: None. Internal and External Communication Essential Indicators Yes No..... NA,,,,,,,� X The office has a standard process for communicating with the council, mayor, council members, etc. and it is known to all clerk's office staff. X The office has a standard process or procedure for communicating with other city employees The bulk of communication with other offices occurs through email or weekly staff meetings. The weekly meetings appear to be a good forum for ensuring different departments are coordinating efforts and training tasks. X j Staff know the chain of command and use it for communicating information. X The clerk has a policy or process for managing communication between the council and the public (to prevent ex parte contact). X The clerk has a policy or practice for managing communication among council members (to prevent OMA violations). X The clerk receives clear direction from the council for researching potential legislation and drafting ordinances and resolutions. � X � officein placefor The clerk'stices/ maintaining � has practices/policies/procedures pnlal unbiased/apolitical and professional support to council.es ed/a p X ; The practices/policies/procedures in place for clerk's office has maintaining unbiased/apolitical and professional interactions with the public. X The clerk's office responds in a timely manner to outside correspondence using standard letterhead and within the scope of its authority. X The clerk's office has standard operating procedures for communicating with the press/media. As appropriate, and depending upon the circumstances, the clerk with confer with the city attorney j and/or administration prior to responding to the media. In an emergency situation, the clerk takes on the role of Public Information Officer and is the primary point of contact for the media. On a regular basis, however, the clerk's interaction with the media is minimal. X The a policy. clerk's office has a social media p cy' The city has adopted a social media policy. Elected officials and city staff cannot represent the city j or the governing body on social media through individual accounts. Comments: All three staff in the clerk's office have a clear understanding of their role providing unbiased support to the council and serving as conduits for the public to communicate with the council. They appear eager to ensure members of the public are treated equally and fairly and have access to public documents. Indicators Report May 10, 2018 Page 9 120 Recommendations Based on the indicators above and discussion with the clerk and staff, LGS staff has the following recommendations: Parts of the Seward city code indicated above require the clerk to perform duties that the clerk cannot perform or that it may not make sense for the clerk to perform. LGS staff identifies these items in the compliance indicator section and provides some additional explanation on items below. The council may wish to update code to reflect current process, or direct staff to meet requirements independently or jointly with other city departments. The current workflow for public information requests is for the clerk's office to accept the request and fulfill it if it is for records available in the clerk's office; or forward it to the city manager for appropriate delegation. The clerk's office is tasked with tracking requests in both offices and reporting to the council. This process may work, but it also may be difficult for the clerk's office to track requests that are outside of the clerk's office. If that is the case, it may make sense for the department accountable for fulfilling the request to track it and report to the council. The department charged with fulfilling the request should be held accountable for the quality and timeliness in responding to the request, regardless of tracking responsibility. It may benefit the public to have a public request policy in place requiring an initial response estimating the cost and time for completion. That way, the requester has the option of rescinding the request if the cost is burdensome. AS 40.25.110 and SCC 2.05.015 includes limitations and guidelines for costs. The public request policy should include a provision requiring that similar requests be treated similarly in terms of timeliness and cost. If a fee is waived for a particular request under AS 40.25.110(d), the city should keep in writing the reasoning for waiving the fee along with response records according to your retention schedule. Seward municipal code requires the clerk to distribute council mail and report to the council on any actionable matters (SCC 2.10.095). However, many of those matters are acted upon by the manager's office. Enforcing this portion of code is in effect is holding the clerk's office accountable for reporting on and tracking items outside the scope of the office of the clerk. It may make sense to remove accountability for tracking items sent to the manager's office from clerk duties, which requires a code change. Or, the council may direct the office of the clerk and the office of the manager to work closely to meet the standard set in SCC 2.20.095. "When necessary", the clerk is required by municipal charter chapter 5.5 and SCC 2.20.045 to notice the council of `the conditions and requirements of all bonds, franchises, contracts and agreements." Many contracts and agreements with the city are administered by other city departments. In this case, it makes sense to either remove this requirement from the clerk's duties or direct the clerk's office to work jointly with other city departments to manage and track contracts and agreements. LGS staff recommends Indicators Report May 10, 2018 Page 10 121 requiring a central tracking and reporting to the council of contract/agreement expirations, holding over clauses, and specific requirements. The clerk is required to keep contracts under Municipal Charter chapter 5.5, SCC 2.20.045. LGS staff interprets this as tracking contracts and filing them. Currently, contracts are distributed to departments and ideally are sent back after expiration for filing, but there does not appear to be a clearly written policy for which department is in charge of contract retention. City departments may solve this by coming to a joint understanding of how and where contracts are filed and who administers record retention policies for contracts. If the clerk's office does not keep contracts, then updating the code to reflect current policies will clear up any confusion. • SCC 6.10.225 requires the clerk to file bids, but the current workflow process is for the department accepting the bid to keep the bid. The council may wish to update the code to reflect the current process or direct the clerk to keep files of bids. LGS staff recommend the clerk's office continue to produce work flow charts and written procedures for duties/tasks of the office. The purpose of these documents is for current and future employee reference, and to ensure consistency in administration of various duties. If one employee is absent, remaining office staff should know where to find instructions and samples to achieve duties in his/her absence. It appears that the clerk's office has already completed many workflows/procedures that provide adequate information for future employees, and should continue in this effort. Clerk's office staff and other city staff may benefit from an accessible shared drive or intranet with access to updated personnel policies and forms such as travel forms. A shared platform for all city employees ensure that they have access to all of the forms, letterhead, and policies they may need. This is especially helpful if staff would like to look at personnel policies but do not feel comfortable asking for an updated policy. The travel and training budget the clerk's office receives ensures that the office has the knowledge and skills necessary to perform duties and responsibilities of the office. Clerks require a specific skill set to be successful, and opportunities for training through AAMC and IIMC are invaluable in achieving necessary proficiencies. AAMC puts on an annual conference with sessions on tasks specific to municipal clerks, such as parliamentary procedure. Participation in these organizations gives staff access to clerks across the state who offer advice, sample documents, and mentoring. LGS staff recommend continue to provide opportunities for staff training. In the personnel system indicators section, LGS staff picked up on some reluctance to discuss personnel policy. It may be that that question is generally uncomfortable, or that it is currently uncomfortable, or it may be indicative of a larger issue. The questions relating to personnel policies were limited to whether the staff have access to policies and did not delve much into the administration of that policy as it is outside the scope of the clerk's office. As a general rule, LGS staff recommends encouraging staff to have up-to- date copies of the personnel policies and asking them to read the policies and ask any Indicators Report May 10, 2018 Page 11 122 questions. The clerk's office may meet this recommendation by ensuring the office has up-to-date copies of policies for all staff. Our program often suggests asking employees to read the policies and then attest that they have done so, and we also encourage shared access to updated policies online. The city has a social media policy prohibiting elected officials and city staff from speaking on behalf of the city. LGS staff was previously notified of some negative social media posts. Negative media affects the working environment of staff and perception of every city office, including the office of the clerk. Enforcing the social media policy may require some discussion with the city attorney and administration. The best way to instill confidence in city government is to have transparent policies and procedures, to ensure they are followed, and to ensure equal and fair treatment of all employees and members of the public. LGS recommends continuing to encourage residents to attend public meetings to express concerns, and to continue addressing internal policies and procedures as needed. Continuing these efforts may combat negative media. Conclusion and Next Step The Seward city clerk's assessment did not find any concerning gaps in performing the duties of the office. The office complies with all statutory and regulatory requirement unless that requirement is performed by another city office. For items effecting the ability of the public to participate or access public information, processes meet and exceed statutory requirements. Processes are in place to ensure that all office staff may reference procedures and perform tasks consistently. The clerk's office may wish to address the Seward city code items identified above by either working to comply with each requirement or recommending small code changes. This assessment finds that the clerk's office serves the public and the council with transparency and efficiency. LGS staff encourage the clerk's office to continue these efforts and address any identified items. LGS staff are available if the clerk's office needs assistance drafting proposed changes, samples of policies discussed in this assessment, or any additional follow-up information or assistance. Indicators Report May 10, 2018 Page 12 123 City of Seward -City Calendar PORT & COMMERCE ADVISORY BOARD MEETING AGENDA Wednesday, May 2, 2018 at 12:00 p.m. City Council Chambers LCALL TO ORDER 2.PLEDGE OF ALLEGIANCE 3.ROLL CALL 4.SPECIAL ORDERS, PRESENTATIONS AND REPORTS A. AKRR - Christy Terry B. Chamber Report - Cindy Clock C. Harbormaster Report - Norm Regis D. Administration - Ron Long 5. Citizens' comments on any subject except those items scheduled for public hearing. 6. Approval of agenda and consent agenda 7. INFORMATIONAL ITEMS AND REPORTS A. AKRR Monthly Report B. Chamber of Commerce Report C. Harbor Monthly Report D. Administration Report 8. UNFINISHED BUSINESS 9. NEW BUSINESS Resolutions A. Resolution 2018-004, Providing A Recommendation To Council For Pursuit Of Andy Baker's YOURCLEANENERGY LLC Predesign Study Of Lowell Creek And Marathon Creek In -Stream Hydroelectric Projects As A Source Of Alternative Energy For The Seward Electric Utility. Other New Business *A. Approval of March 7, 2018 minutes. B. Discuss the PACAB Goals for the remainder of 2018. C. Vote on the PACAB Hiatus. D. Discuss the Resolution for Andy Baker. 10. BOARD COMMENTS 11. CITIZEN COMMENTS 12. BOARD AND ADMINISTRATIVE RESPONSE TO CITIZENS' COMMENTS 13. ADJOURNMENT SEWARD HISTORIC PRESERVATION COMMISSION MEETING ACTION AGENDA April 18, 2018 The March 28, 2018 regular meeting minutes were approved. CITY COUNCIL MEETING ACTION AGENDA April 23, 2018 The following resolution had a public hearing, was amended, and approved: Resolution 2018-Q38, Recommending The 2018/2019 Harbor Tariffs Be Amended By Adding A Rate Structure For A 10 Ton Crane Located At Seward Marine Industrial Center (SMIC), Wording Clarification For Transient/Guest Electricity Customer Charge, And Changing The Due Date For The Passenger Fees And Reports. The following resolution was reconsidered, and postponed to the May 14, 2018 meeting: Resolution 2018-030, Amending The Sewer Tariff To Provide For A 2.1% Rate Adjustment Beginning January 15, 2018, Adding A Seasonal Turn-On/Tum-Off Fee, Clarifying That Metered Rates Apply To All Customers Other Than Non -Commercial Residential, And Other Minor Housekeeping Changes. The following ordinance was introduced and will come for public hearing and enactment at the May 14, 2018 meeting: Ordinance 2018-002, Amending Seward City Code Chapters 2, 7, 8, And 15 Relating To Camping Regulations. The following resolutions were approved: Resolution 2018-039, Updating A Mobile Vendor And Roving Vendor Policy For Permitting Vendors On City - Owned Property. Resolution 2018-040, Accepting The 2018 Volunteer Fire Assistance Grant (VFA) In The Amount Of $7,312.50 And Authorizing The 10% Matching Funds Of $812.50 And Appropriating Funds. Resolution 2018-041, Authorizing Support To The Seward PTA And P.A.R.K.S To Pursue Private, State And Federal Funding For The Revitalization Of The Bittick BMX Community Park; Located On The Southeast Corner Of Lot 11 A-1 Fort Raymond Subdivision. Resolution 2018-043, Authorizing The City To Restore Funding For An Accounting Technician Position Delayed During The 2018/2019 Budget Process, And Appropriating Funds. The following resolution was amended and approved: Resolution 2018-042, Contracting With Seward City Tours For Operation Of The Seasonal Seward Shuttle Bus Service, In An Amount Not To Exceed $362,411, And Appropriating Funds. Publish on April 26, 2018 Seward Journal (PO #xxx) 124 City of Seward -City Calendar The April 9, 2018 regular meeting minutes were approved. A work session was scheduled on May 14, 2018 at 5:30 p.m. with the topic: City Manager Goals. A work session was scheduled on July 9, 2018 at 6:00 p.m. with the topic: Snowden Cruise Ship Dock. NOTICE IS HEREBY GIVEN that the Seward City Council will conduct a public hearing on the following item of business at its regular meeting on Monday, May 14, 2018: Ordinance 2018-002, Amending Seward City Code Chapters 2, 7, 8, And 15 Relating To Camping Regulations. Essential terms and conditions of leases and all other pertinent copies of public hearing documents are available for review at the City Clerk's office. The public hearing will commence at 7:00 p.m., or as soon thereafter as business permits, in the Seward City Hall, Council Chambers, 410 Adams Street, Seward. All interested persons are invited to attend the meeting and participate in the discussion; or, written comments may be sent to the City of Seward, c/o City Clerk, P.O. Box 167, Seward, AK 99664, or e-mailed to clerk@cftyofseward.net. UPCOMING MEETINGS b Commissien a Meeting Tuesday, May 1, 2018 at 7 p.m. Cancelled Port & Commerce Advisory Board Meeting Wednesday, May 2, 2018 at 12:00 p.m. City Council Chambers APPLICATIONS BEING ACCEPTED FOR THE 2018 STUDENT EXCHANGE PROGRAM WITH OBI)FIIRO, JAPAN $500 TRAVEL STIPEND PER STUDENT NOW AVAILABLE! The City of Seward is seeking up to four high school students to participate in a student exchange with Obihiro, Japan. Japanese students come to Seward in late July and then Seward students travel to Obihiro in early August. Applications are available at the high school through Martha Fleming or the main office, at the clerk's office in City Hall, or on the city's website at www.cLtyofseward.us. Please turn applications in at the high school or Clerk's office. Please contact the City Clerk's office at 224-4046 if you have any questions. Interested in receiving a copy of this Seward City Calendar via e-mail? Contact the City Clerk at clerk@cityofseward.net or call 224-4045. Check out your city's website at www.ciiyofseward.us. Send any comments or future suggestions about the website to clerk@cityofseward.net. 125 Publish on April 26, 2018 Seward Journal (PO #xxx) 0 c 40.4 y }0 I� U �+ O O U a+ c� Q� W :4 Q V U � W � N '� N N N N N N N '� N Ap Cq bq y, N �, ►. t-. y t-+ pW,, o U 0 U 0 " a a, a WW a a O O O O z A O o z ° z o z o z A c z w y O z o z o z o z o z o z o z o z o z o z y o z o z O z O z O z � F d W C7In U z >: 0 z z z° z z z �: z �: �: z d O �d � w Fad rA C) °q 0 Wwvi A c ° a c a c a o a z a o a VZQ z z x a �; „ wU V) TWO � W �a a a W N N U b O 'd �U+ O p �^r. U b O 4" aU+ y yed �U O p" O N � cd N N O 8 o w U �+ N o 0.0 a r. o U ay c' •:. U'~ c •b O 'b o o~ '� N U o aoi N U cU� .0 �i y N U Fri ` •b C ►• �i M 0 a« N M a, a. � . B c a.c c;I aZ� oa U a �x 0to .„bx a d A o v 0 cd A W M M CD en 110 N N N N N 4. r. q`U U U O O O O O O U U N N N N fz O O O O O O O O O z z z o z 0 z A A A 1 6 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 r OF SFIy �-ff-,,QuyST for -1 REQUESTOR: Please identify yourself and tell us how to notify you regarding this request. Name Name of Business, Law Firm and/or Company Telephone Fax Address Email "I certify that this request is not related to litigation or potential litigation involving the City of Seward": is Sig nature equeA.°to 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 Date and Time 1. Request received 2. Request reviewed 3. Documents located 4. Retrieval time 5. Fee calculated 6. Requestor notified 7. Documents picked up 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 40.25.110, 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 40.25.110 and Seward City Code 2.05.030. THIS REQUEST FORM IS A PUBLIC RECORD. \1172.16.1.19\c$\master shared\forms & masters\public document request forms\pubhc dgeZrgst form-master.doc PUBLIC RECORDS REQUESTS — WORKFLOW May, 2018 Citizen submits Request for Public Records to city clerk's office; clerk's office date stamps request and documents receipt/distribution (CCROP Section V) For clerk's office -related For all other requests, requests, clerk's office clerk's office scans and emails responds directly to citizen request to city manager and asst. city manager y City manager and asst. city manager forward request to the appropriate party for response City manager and asst. city manager receive reply and forward to city clerk's office for response/distribution to citizen Clerk's office documents response/disposition and closes out records request At the first council meeting of the month, city clerk includes records request report in the council agenda packet 128 PUBLIC RECORDS REQUESTS - WORKFLOW 129 City of Seward Job Description Job Title: Administrative Assistant Range: 5-8 Salary: Department: Clerk Approved by: Reports to: City Clerk, Assistant City Clerk Date: Supervises: N/A Position: Regular, Full -Time, 40 hours per week Summary: Under the general supervision of the City Clerk and the Assistant City Clerk, this position is responsible for providing back-up administrative and clerical support to the city clerk department. This position performs a variety of general and specialized office work. A certain amount of discretion and judgment is involved in the work and requires ability to perform several tasks simultaneously with accuracy and in a calm manner. Essential Duties and Responsibilities: Answers telephone calls, public and employee inquiries for information, provides requested information and directs inquiries or takes messages as appropriate. Receives and transmits fax messages, e-mails, and other documents for the department. Types letters, memoranda, contracts, leases and other documents as directed. Assists with travel arrangements and authorizations. Orders supplies. Codes bills for payment and maintains annual budget ledger and updates computer program of same. Maintains confidentiality of city files, correspondence and conversations occurring within the office. Assists and creates contract files as directed. Maintains and issues business licenses, bed and breakfast, camper park and vehicle for hire permits as directed. Insert supplements to City Code, Alaska State Statutes and Alaska Administrative Code. 130 Acts as a registrar for the State of Alaska. Assists with absentee voting for state and local elections. Files pre -coded documents. Copies and distributes city council packets and public meeting notices and prepares council chambers for meetings. Updates and prints resolutions, ordinances, minutes, etc, and prepares documents for signature and attestation. Assists with data entry of legislative history for Council and its Boards and Commissions. Operates standard office equipment including desktop computers, copier, folding and tabbing machine, facsimile machine, shredder, coffeemaker, cassette copier, and postage meter. Performs other related duties as assigned. Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disability to perform the essential functions. Education and/or Experience: High school diploma or general education degree (GED) and one year experience in an office setting; experience working with the public; pleasant and clear speaking voice; some computer experience, with proficiency in multiple word processing and database programs preferred; ability to deal tactfully and courteously with the public; ability to remain calm in a stressful environment and the ability to type with speed and accuracy. Progressive Development Plan: Each year on the employee's anniversary date, the employee will be evaluated not only on his/her performance, but also on professional development. The city clerk shall determine if the employee has received the required training and experience to allow for him/her to advance from a Range 5 to a Range 6, then from a Range 6 to a Range 7, and then to a Range 8, remaining at the same step. To progress to a Range 6 requires the employee to have spent one year with the above satisfactory knowledge and execution of the essential duties of this job description plus understand and implement all aspects of the business license program, and accurately conduct city council travel arrangements, authorizations and travel expense reports. Employee should have knowledge of the requirements of public hearing notices. Employee should also be composing certificates and proclamations for city council meetings. If it is determined that the employee has not progressed to the next level, but has shown above satisfactory performance, he/she will be granted the regular one step increase within that Range. To progress to a Range 7 requires the employee to have spent an additional one year with above satisfactory knowledge and execution in areas of setting up contract files, drafting resolutions and agenda statements, records management and retention schedules, and have a thorough understanding of the budget process. This includes coding of bills, keeping the daily computer ledgers and a thorough understanding of the expense reports. Employee should also have had some emergency training for the Emergency Operations Center. If it is determined that the employee has not 131 Office Assistant H Job Description Page 3 progressed to the next level, but has shown above satisfactory performance, he/she will be granted the regular one step increase with that Range. To progress to a Range 8 requires the employee to have completed and successfully passes a basic correspondence course on parliamentary procedure through the National Association of Parliamentarians, ability to cross -train with the Assistant City Clerk during her absence, transcribe minutes and occasionally clerk meetings. If it is determined that the employee has not progressed to the next level, but has shown above satisfactory performance, he/she will be granted the regular one step increase within that Range. After the employee reaches a Range 8 he/she shall remain at that range and receive annual step increases, if earned, in the regular sequence. Language Skills: Ability to read and comprehend instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to the public, or other employees of the organization. Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute ratio and percent and to draw and interpret bar graphs. Reasoning Ability: Ability to apply common sense understanding to carry out instructions. Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence furnished in written, oral or diagram form. Ability to organize multiple tasks or assignments in an effective manner. Physical Demands: Physical demands described are representative of these that must be met by an employee to successfully perform the essential functions of this job. The employee is regularly required to stand and sit; use hands and fingers, tools or controls; talk and hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stoop or crouch. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision. Must travel up and down stairs. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions ofthis job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. 132 Y K w7 of C7 os C`o C O Z 0 o7S ZSs'N�iy'L. m 40 ° f a n V C O N g N � N >:O > a N O j Q (w � O u1� a W N �i �-'c43 ZZ >0 0 LCu u $ , r u sO W m � ~ J Q • . . • a cr Q Lcuc O W) V Z ° ;2 W Gi c.i Q a J rn c o c LU W •� o o of , a m °Q Z a h41 m X� c �7 j m W Z 29,m% vy o• m 0 yc 0 a` 0 a J N C Q K N T N W L ca m L O O n •� O J Q w }n _ a C � � u 7y > C.: O w$ u m m d "gym=-es�N a C Vf Lam-. 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O a C 0 pZ� .+ [0 Y u 9 .a ca 9 5 C L O w O J w n m E w— �! C ; o E c '� a a v o. -uE m E Y c c Q Y a a •� m On m :m c e u a a - a s M Mo .0O o,L..aO o nw L x O O ` " 'ao m m ° m m: ass PUBLIC NOTICE CITY COUNCIL, PLANNING & ZONING COMMISSION, PORT & COMMERCE ADVISORY BOARD AND HISTORIC PRESERVATION COMMISSION TRAINING NOTICE IS HEREBY GIVEN that the Seward City Council, Planning & Zoning Commission, Port & Commerce Advisory Board, and Historic Preservation Commission have been invited to take part in a training day for the following topics: Open Meetings Act (OMA) and Parliamentary Procedures. The training will be held on Tuesday, May 15, 2018 starting at 9:00 a.m. in the City Council Chambers, City Hall, 410 Adams Street, Seward. All interested persons are invited to attend. POSTED: Tuesday, April 24, 2017 City Hall bulletin board U.S. Post Office Harbormaster's Building 137 SEWARD CITY COUNCIL NOTICE OF PUBLIC HEARING Monday, May 14, 2018 NOTICE IS HEREBY GIVEN that the Seward City Council will conduct a public hearing on the following item of business at its regular meeting on Monday, May 14, 2018: Ordinance 2018-0029 Amending Seward City Code Chapters 2, 7, 8, And 15 Relating To Camping Regulations. Essential terms and conditions of leases and all other pertinent copies of public hearing documents are available for review at the City Clerk's office. The public hearing will commence at 7:00 p.m., or as soon thereafter as business permits, in the Seward City Hall, Council Chambers, 410 Adams Street, Seward. All interested persons are invited to attend the meeting and participate in the discussion; or, written comments may be sent to the City of Seward, c/o City Clerk, P.O. Box 167, Seward, AK 99664, or e-mailed to clerk@cityofseward.net. PUBLISHED: Will be published in the Seward Journal on April 26 and May 3 & 10, 2018. POSTED: Tuesday, April 24, 2018 City Hall bulletin board U.S. Post Office Harbormaster's Building 138 �S MEMORANDUM a 4(gc�tP Meeting Date: May 14, 2018 From: Brenda Ballou, City Clerk Agenda Item: Status of 2018 Mobile Vendor Program On May 27, 2014, the City Council enacted Ordinance 2014-004 which created a Mobile & Roving Vendor Program to allow permit -only businesses to sell on city -owned property. At the same meeting, council also approved Resolution 2014-048 which set forth the policy, established seven Mobile Vendor locations, and made provisions for up to four Roving Vendor permits. At the April 23, 2018 council meeting, Resolution 2018-039 was approved to revise the city's Mobile & Roving Vendor Program: #5 South Harbor Uplands location was relocated to the Permit - Only Parking Lot on Fourth Avenue, and a new #8 Wellington Park location was added. Since the program began, each year it has garnered more and more interest from local business owners looking for a cost-effective way to start up a small business. The response to the recent policy updates has already proved effective, and this year is shaping up to be the best yet: 2018 Mobile Vendors #1 Washington Street #2 Waterfront Park South #3 Waterfront Park North #4 South Harbor Uplands #5 Permit -Only Parking #6 SMIC #7 SMIC #8 Wellington Park Kanakamac (Hamajang) Permitted Saltwood Smokehouse Permitted R&R Chocolates & Firepits Permitted AK Z Adventures Pending Firebrand BBQ Pending Bergy Bits Pending 139 May 2018 May 2018 SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 June 2018 SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 5/9/2018 8:06 AM 140 June 2018 June 2018 SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 July 2018 SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 5/9/2018 8:07 AM 141