HomeMy WebLinkAbout02252019 City Council Packet Seward City Council
Agenda Packet
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Seward Chamber of Commerce &Visitors Bureau
Monday, February 25, 2019
City Council Chambers Beginning at 7:00 p.m.
1963 1965 2005 The City of Seward,Alaska
CITY COUNCIL MEETING AGENDA
JUI-America CRY
{Please silence all cellular phones during the meeting}
February 25, 2019 7:00 p.m. Council Chambers
David Squires 1. CALL TO ORDER
Mayor
Term Expires 2019 2. PLEDGE OF ALLEGIANCE
Sue McClure 3. ROLL CALL
Vice Mayor
Term Expires 2019 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT
THOSE ITEMS SCHEDULED FOR PUBLIC HEARING
Suzi Towsley [Those who have signed in will be given the f rst opportunity to speak. Time
Council Member is limited to 3 minutes per speaker and 36 minutes total time for this agenda
Term Expires 2019 item.]
Jeremy Horn 5. APPROVAL OF AGENDA AND CONSENT AGENDA
[Approval of Consent Agenda passes all routine items indicated by asterisk
Council Member (*). Consent Agenda items are not considered separately unless a council
Term Expires 2019 member so requests. In the event of such a request, the item is returned to the
Regular Agenda]
Sharyl Seese
Council Member 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Term Expires 2021
A. Proclamations and Awards —None
John Osenga B. Chamber of Commerce Report
Council Member C. City Manager Report .......................................... Pg. 5
Term Expires 2021 D. Other Reports and Presentations
1. Travel Report for AML Conference in Juneau from
Kelley Lane Mayor Squires and Vice Mayor McClure
Council Member 2. Seward Prevention Coalition Presentation
Term Expires 2020 3. Election Stakeholders Group Meeting Update from
Vice Mayor McClure
4. Seward Community Health Center Coordinating
Jeff Bridges Committee Update from Council Liaison Seese
Interim City Manager
Brenda Ballou
City Clerk
Will Earnhart
City Attorney
City of Seward, Alaska Council Agenda
February 25, 2019 Page I
1
7. PUBLIC HEARINGS —None
S. UNFINISHED BUSINESS
A. Items Postponed from Previous Agenda
1. Discuss standing work sessions to review city council agenda packets. (Lane)
9. NEW BUSINESS
A. Resolutions
*I. Resolution 2019-017, Authorizing The City Manager To Award A Three-Year
Franchise Agreement Extension To Alaska Waste — Kenai Peninsula LLC For The
Collection And Disposal Of Garbage, Rubbish And Waste. ....................... Pg. 13
*2. Resolution 2019-018, Amending The City Council Rules Of Procedures. ...... Pg. 27
3. Resolution 2019-019, Authorizing The Interim City Manager For The Purchase Of A
2019 Ford 3/4 Ton 4x4 Truck From Kendall Ford In The Amount Of $31,771 To
Replace A 2005 Ford 4x4 Truck #165 Utilizing The State Of Alaska Procurement
Contract, And Waiving Competitive Procurement Procedures, And Appropriating
Funds. ..................................................................................... Pg. 124
4. Resolution 2019-020, Authorizing The Interim City Manager To Purchase A 2019
Chevrolet 1/2 Ton 4x4 Truck From Alaska Sales And Service In The Amount Of
$29,806 To Replace A 2004 Dodge 3/4 Ton 4x4 Truck #121 Utilizing The State Of
Alaska Procurement Contract, And Waiving Competitive Procurement Procedures,
And Appropriating Funds. .............................................................. Pg. 129
5. Resolution 2019-021, Amending The 2019 Budget To Reflect Mid-Cycle Budget
Adjustments, And Appropriating Funds. ............................................. Pg. 134
*6. Resolution 2019-022, Determining It Is In The Public's Best Interest To Waive The
Competitive Bid Process Requirements And Approving A Sole Source Contract With
YourCleanEnergy LLC For Design And Engineering Services For A Ground Source
Heat Pump District Heat System To Service Four Municipal Buildings In An Amount
Not To Exceed $138,000, And Appropriating Funds. .............................. Pg. 142
B. Other New Business Items
*1. Approval of the February 11,2019 City Council Regular Meeting Minutes. ... Pg. 193
*2. Appoint Michelle Cobble and Cara Maxwell to the Historic Preservation Commission
with terms to expire May, 2021. ....................................................... Pg. 203
*3. Non-objection to the following liquor license renewals: Oaken Keg #2728 license
44334, Chattermark license 45040, and Ray's Waterfront license 42790. ...... Pg. 205
*4. Appoint Jennifer Carr, Quentin Carr, Kristi Larson, Johanna Kinney, Dorothy
Osenga, and Susie Urbach to the Canvass Board for the March 19, 2019 Special
Municipal Election. ..................................................................... Pg. 242
*5. Appoint Mark Kansteiner, Iris Darling, Patty Linville, Sue Faust, and Michael
Mahmood to the Election Board for the March 19, 2019 Special Municipal Election.
.............................................................................................. Pg. 243
City of Seward, Alaska Council Agenda
February 25, 2019 Page 2
2
6. Vote and appoint three applicants for the Planning & Zoning Commission with terms
to expire February, 2022: Tom Swann, Craig Ambrosiani, Gary Seese, and Skip
Reierson. .................................................................................. Pg. 244
7. Regarding a forensic audit:
• Direct Administration to complete an RFP and/or other necessary processes to
initiate a timely and full scope forensic audit of City of Seward financial records
and practices. (Lane)
• Discuss scheduling a forensic audit. (Towsley)
• Discuss scheduling a forensic audit. (Seese) Draft resolution submitted. .. Pg. 248
8. Regarding an Interim City Manager:
• Discuss the development, implementation and execution of a plan to hire an
interim city manager. (Towsley)
• Planning and implementing of crucial leadership during city manager transition
period. (Lane)
• Discuss the plan for hiring an interim city manager. (Seese)
9. Discuss sending a delegate to the 53rd Yeosu Turtle Ship Festival in Yeosu, South
Korea. ...................................................................................... Pg. 252
10. Schedule joint work session with the Port & Commerce Advisory Board (PACAB) for
the Andy Baker heat loop project.
11. Schedule a work session to create process for selling the utility.
12. Schedule work session in April with Providence.
13. Schedule a work session on chamber funding, allocation of monies, chamber
priorities. (Lane)
14. Discussion and direction to city administration regarding housing development within
the original Seward townsite, including selling city lots within the R1 zoning district.
(Lane)
15. Reallocation of resources based on attendance at the Teen Rec Room with
brainstorming opportunity for how this facility & program could better serve the
community. (Lane)
10. INFORMATIONAL ITEMS AND REPORTS (No Action Required)
A. On-going City Project and Goal List. ...................................................... Pg. 256
B. December, 2018 Financial Reports for the City of Seward and Providence Seward
Medical and Care Center. .................................................................... Pg. 260
C. How Iceland Got Teens To Say No To Drugs (article). .............................. Pg. 317
11. COUNCIL COMMENTS
12. CITIZEN COMMENTS
13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS
City of Seward, Alaska Council Agenda
February 25, 2019 Page 3
3
14. EXECUTIVE SESSION
A. Go into executive session to discuss the city attorney evaluation.
B. Go into executive session to consider applications for the permanent City
Manager position. This will be discussed in executive session because the
discussion might impact the reputation of the applicants and the consideration of
selection materials that are required by the Seward City Code to be kept
confidential.
15. ADJOURNMENT
City of Seward, Alaska Council Agenda
February 25, 2019 Page 4
4
CITY OF SEWARD Jeff Bridges,Interim City Manager
P.O. Box 167 Telephone (907) 224-4047
Seward,AK 99664 Facsimile (907) 224-4038
MANAGER'S REPORT
February 11, 2019—February 25, 2019
The following purchase orders in the amount of$5,000.00 or more have been approved by the City Manager
since the last council meeting: None at this time.
ADMINISTRATION
Tuesday, February 5, 2019
9:00 am: Meeting with Public Works Director Schoessler
10:30 am: Meeting on recycled plastic bags (Hickok, Flaherty)
1:00 pm: Peninsula Transportation Steering Committee teleconference (Hickok)
Wednesday, February 6, 2019
9:00 am: Staff meeting
10:30 am: Review of possible 2019 budget amendments (Hickok, Erchinger, Hickok)
12:00 pm: PACAB Meeting
2:30 pm: Meeting on the RBHS MOU with Library/Museum
4:00 pm: Meeting regarding the Community Health Center
Thursday, February 7, 2019
10:30 am: NOAA grant teleconference (Hickok)
1:30 pm: Meeting on 2019 budget adjustments (Hickok, Erchinger, Hickok)
6:00 pm: Seward Civic Engagement
Friday, February 8, 2019
9:30 am: Wrap up meeting on 2019 budget adjustments (Hickok, Erchinger, Hickok)
12:00 pm: City Council work session
2:00 pm: Meeting with Coast Guard(Hickok, Regis, Squires)
Monday, February 11, 2019
5:30 pm: City Council Work Session
7:00 pm: City Council Regular Meeting
Tuesday, February 12, 2019
8:30 am: Review of On Call Engineer RFPs (Hickok, Schoessler, Wilde, Hickok)
2:00 pm: Meeting with Seward Hospice
Wednesday, February 13, 2019
9:00 am: Staff meeting
Thursday, February 14, 2019
12:00 pm: KPEDD meeting (teleconference) (Hickok)
1:00 pm: CAPSIS discussion with Kent Dawson (Hickok)
2:00 pm: Meeting with JW Frye (Hickok)
Friday, February 15, 2019
5
2:00 pm: Election Stakeholders Group Meeting (teleconference)
Other:
I wi I I be out of the office for events in Anchorage and AML and other meetings in Juneau, beginning Saturday,
February 16, 2019 returning to Seward early Saturday, February 23, 2019.
NOAA has some "Preserve America" grant funding available and they are proposing to construct some
interpretive panels for the Lowell Canyon Tunnel and outfall. They are preparing a proposal for our review.
The RFP for the Compensation, Position Classification, and Annual Leave study has been sent to the unions for
review. Once that review is complete, we will publish the RFP.
The RFP for the Health Care Agent of Record (Consultant) is projected to be published next week.
First review of potential City Manager candidates is Monday, February 18, 2019.
HARBOR
• I conducted construction meetings with Hamilton Construction and R&M for the Breakwater project on
2-7-2019, 2-14-2019 and 2-21-2019.
R&M will be traveling to Seward for a final inspection.
The 330 ton will require a two-day shut down when we pave the front of the lift pit.
• The new fisherman float is in place, electrical and water are complete.
• The harbor has 4 sites that will supply year-round water, the end of F-float, the beginning of Z-float, the
T-dock and on the upland trestle of F-float for local citizens. (We have installed signs for traveling
vessels)
Conducted construction meeting with PND and Hamilton Construction on 2-5-2019 and 2-19-2019 the
concrete planks are showing up and will continuing to be formed and made at Anchorage Sand and
Gravel for South Harbor Launch Ramp
• The South Harbor Launch Ramp is closed for the construction phase; the completion date is May 2019.
• The Is'vessel to moor on the new fisherman's float is the Endeavor and new revenue for SMIC has
begun.
The Harbormaster traveled to Juneau for the Legislative session and also met with the U.S. Coast Guard
on preparing Seward for the new FRC vessels.
The Harbor is fully staffed.
The harbor had both the 50 ton and the 330 ton travelifts inspected by Kendrick Equipment, no safety
issues were noted, this is due to the thorough maintenance program conducted by the harbor crew.
PUBLIC WORKS
Director: Weekly conference call with FEMA and others for Storm Surge Damage Repairs. Met with Interim
City Manager and Assistant City Manager. Reviewed proposals for Storm Surge Engineering, chose and
awarded contract to PND Engineers for the Storm Surge project. The water tank refurbishment is completed.
Reviewed and helped evaluate the On-Call Engineering proposals, ...
Streets: Sanding roads as needed weather. We depleted our sand shed supply again and had to replenish the
stockpile. Crews took care of a few customer issues. We continue to work our gravel roads, but the colder
temperatures are keeping the gravel frozen and we are unable to work the road to smooth it out. We have added
some gravel over some problem areas but don't expect it to stay in place long with this traffic and wind.
6
Water,Wastewater Utilities: We have filled the newly refurbished water tank, then treated and refilled it as
permit specifies, and then sent water samples to the lab to ensure the tank samples meet water quality standards.
With the cleared lab test the tank is to be back in service. This was a very successful project for the City's
water supply infrastructure.
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Shop: Older equipment continues to need more attention from the wear and tear of daily use. Brakes, a joints,
wiring harnesses, and many other misc. repairs are being completed.
Buildings: Custodial duties are continuing at the normal level. We have been able to help at the Library to
complete some updates and fixes on the Library boiler. Electrical help was hired for the emergency light
system battery indicator beeping. We are looking at cost options to add LED components vs just replacing the
failing high cost batteries.
THE BULB DISPOSAL PROGRAM NEEDS HELP FROM ALL USERS.
This service is for the tube type fluorescent bulbs ONLY. The bulb crusher machine only takes the tube type
bulbs. No compact fluorescent bulbs, No LED bulbs, No incandescent bulbs. Some folks have even been
leaving batteries, full light fixtures, and multiple other bulbs that we can't accept. This has increased costs and
is jeopardizing the continuation of this program.
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PARKS AND RECREATION
Teen Rec Room (TRR)
We would like to invite you to go to our webpage on the City website. There you will find
information on hours, forms and what we are all about.
Sports & Recreation
Urbach's Youth Basketball league has started. We are still seeking adult coaches and officials as well as
volunteers.
• Rock Wall and drop-in Racquetball are regaining popularity.
Positive People Class started Sunday, Feb 10.
Adult Hoops 5 v 5 league; Adult Rec Volleyball and Intermediate Volleyball leagues are strong,
successful and players are having fun.
• `Insanity Workout' Group meeting at AVTEC Gym.
• Indoor Park(youth program) serving kids ages zero to 5 Tuesday through Friday mornings.
Spring Races will be posted for online registration soon.
Teen Youth Center (TYC)
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TYC is working on Spring Break and Summer Camp programming
We are working to close out the 2018 grants and submit a summer grant to support extra events.
The TYC hosted an overnight on Saturday, Feb 23 in support of the Safety Ball.
Campground & Park Maintenance
Cutting and removing hazard trees from the warehouse.
Cemetery work: new burials, records, physical layout, etc.
• Records retention transfer list to city clerk for proper retention or disposal.
Continue to keep the bike paths, sidewalks, boardwalk, and parking lots open and safe to the public.
Continue to keep ice-skating open on Second Lake when weather permits.
Working with contractor on the 2019 campground map and brochure
• Playground inspections
• Reviewing and recruiting summer Campground hosts.
Working with Electric department about improvement in the campgrounds.
Winter Camp nights: 21
• Assisting with other SPRD Divisions, as needed.
The City of Seward is now accepting payment for cemetery plot reservations. Individuals pay $500 per
cremains or burial site in the new cemetery section. See forms online at www.cityofseward.us/cemetery.
Paid Parking Department is closed for the winter. We will continue to collect and invoice unpaid parking
tickets.
COMMUNITY LIBRARY AND MUSEUM
NEWS &UPDATES
Now Hiring
Library Museum Program Coordinator
Two Part-Time Seasonal Aides, one each for Library and Museum Front Desks
Upcoming Closures
Thurs, March 7 for Training/Work Day: Responding to an Active Shooter Training
UPCOMING PROGRAMS
Book Bunch
Wed, Feb 27, 1-2pm, Community Room
Elementary grade level homeschooled children and their families are invited to bring their current reads to share
with each other. Enjoy a time of sharing about what we're reading, book recommendations, silly jokes and fun
activities based on a theme. Children's Dental Health Month was selected to be the theme in February by the
children and caregivers. We will welcome a guest from Seward Family Dentistry to share how important
taking care of our teeth can be. Children at the next meeting will select the theme for March, so don't miss out!
Note the change in name to Book Bunch from Lunch Bunch and the change in time to 1-2pm. Parents and
children don't have to worry about packing a lunch for this program anymore! Besides featuring a theme, we
will also plan more activities and crafts. This unique program has been updated to better meet the interests and
needs of the local homeschooled children and their families in our community.
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Story Time
Fridays, llam-Noon, Children's Room
On 2/8 we welcomed Melissa from the Alaska SeaLife Center, who brought over a polar bear skull and fur to
help us learn about polar bears along with our stories and made a handprint polar bear. On 2/15 we explored
big and small things with magnifying glasses, sorting activities and made a giant squid finger puppet. Each
Story Time is accompanied by story books, action songs and finger plays to enhance the children's experience
with the theme. Child under the age of 5 years and their caregivers are invited to join in the fun every
Friday! Upcoming themes Include:
March 1: Read Across America Day
March 8: Salmon with the Alaska SeaLife Center
Play Time
Saturdays, Noon-4pm, Children's Room
Each week features a new theme and selection from our Children's Library collection. This year's themes will
follow the alphabet. We've already had fun with Art, Boats, Chickens, Dragons and Earth, and Food! Don't
miss out on the fun and play with books, activities, creative play and developmental toys selected each week to
go with the theme. Stop by each Saturday to experience our newest theme for this special unstructured play
program developed with working parents in mind. Please note that adult supervision is required. Upcoming
themes
• March 2: H is for Home
• March 9: I is for Inch
Can't make it to Story Time or Play Time? Stop by whenever we're open to enjoy our growing collection of
children's books, puzzles, developmental toys and activities in the Children's Room to enhance your child's
learning, play, reading and social experience.
Social Security 101: Everything You Wanted to Know About Social Security
Mar 12, Noon-1:30pm, Meeting Room
By popular demand, a FREE OWL workshop from Social Security to answer questions like: When are you
eligible to receive retirement benefits? How does early retirement affect your benefits? Do you qualify for
disability, survivors, and spouse benefits? How do you get the most from your benefit? What is the future of
Social Security? When should you file for Medicare? Learn how to use my Social Security online account and
other online services. Visit www.socialsecurity.gov/myaccount to create an account to print out a Social
Security Statement before the workshop. Can't make it? This program will repeat the second Tuesday of each
month through May on April 9th and May 14th.
March Community Book Club
March 16, llam-12:30pm, Meeting Room
The Storied Life of A.J. Fikry by Gabrielle Zavin, available for pick up now at the library front desk. "AJ
Fikry owns a failing bookshop. His wife has just died, in tragic circumstances. His rare and valuable first
edition has been stolen. His life is a wreck. Amelia is a book rep, with a big heart, and a lonely life. Maya is the
baby who ends up on AJ's bookshop floor with a note. What happens in the bookshop that changes the lives of
these seemingly normal but extraordinary characters? This is the story of how unexpected love can rescue you
and bring you back to real life, in a world that you won't want to leave, with characters that you will come to
love." (Google Books) All are welcome. Regular patrons may also access the ebook through the Alaska Digital
Library adl.overdrive.com for FREE with their library card number and PIN. Contact us for more
information. Don't forget to bring a tasty dish to share!
ELECTRIC
Number of new Job Orders started since Jan. 1, 2019: (1)
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The Electric Department asks your patience while we are temporarily short-staffed without an administrative
assistant and some of the routine tasks, information and services we provide are delayed while we look for a
replacement. However, the Electric Executive Assistant position has been posted, internally (1/31), externally
(2/1 l) and will hopefully be filled soon.
The Electric Department is working with Renewable Energy Alaska Project (REAP), Seward Middle School
and the Alaska SeaLife Center for a field trip about renewable energy and conservation. The two participating
6th grade classes will tout-and be educated on the Alaskan SeaLife Center's heat pump system (renewable
energy), have a pizza party and the regional winner will be given an award certificate on February 25th.
The Railbelt utilities and ATC are nearing the completion of the Certificate of Public Convenience and
Necessity(CPCN) for filing with the RCA. Once the documents are approved by the RCA the Transco will be
enacted. The utilities are simultaneously working on the formation of the Railbelt Reliability Council (RRC)
with other interested stakeholders in the form of an implementation committee to resolve the differences.
Chugach Electric is currently replacing transmission infrastructure between Hope and Cooper Landing. This is
called an island and it means the separation of the City of Seward from generation in Anchorage. All of our
power at this time is being supplied by Bradley Lake Hydroelectric poweiplant. The project is projected to take
approximately two months; however, we shouldn't see any disturbances during this time.
FINANCE
The finance department worked with the city manager's office to prepare proposed 2019 mid-cycle budget
adjustments. We are working with Providence finance staff to fulfill year-end Medicaid Cost Report
requirements and are preparing annual grant reports to HRSA to report activities of the Seward Community
Health Center. We have met with Providence Seward administration to discuss Green House requirements,
state reimbursement for uncompensated care, capital budget needs of the hospital and Mountain Haven, and
other related matters. We have prepared information for Council to consider an early payoff of the Seward
Marine Industrial Center 330-ton Travelift loan, which will free up $98,008 in annual debt service payments
historically paid primarily by the General Fund. We are finalizing all year-end grant report submissions in
preparation for the audit and recording all necessary audit adjustments. Audit fieldwork is currently scheduled
for April 1-12 and we encourage Council members as a best practice, to meet with your auditors in executive
session to discuss any questions you may have related to financial transactions and activities of the City. We
have made necessary rate changes in the billing system according to the tariffs for water, sewer and electric
which are effective on February bills. The electric Fuel Adjustment Factor (which affects only two Special
Contract customers) is increasing from $0.0553 to $0.0592 in February and the Cost of Power Adjustment is
increasing from $0.0855 to $0.0869. In the interest of enhanced transparency, historical data on the Fuel
Adjustment Factor and the Cost of Power Adjustment can be found online at:
http://www.cityofseward.us/DocumentCenterNiew/4225.
PERSONNEL
City of Seward Personnel Transactions from 2/2/2019-2/15/2019
Prepared by Riley Shurtleff, City of Seward Personnel Officer
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Separations: Department: Date of Separation
Recreation Assistant SPRD 2/9/2019
New Hires: Department: Date of Hire
Program Aide SPRD 2/8/2019
Harbor Worker Il Harbor 2/12/2019
DMV Clerk Police 2/14/2019
Temporary Patrol Officer Police 2/15/2019
Available Full Time Positions: Department: Position Status
City Manager Administration Advertising via City Website
and GovHR since 1/29/2019
Police Dispatcher Police Advertising Since 9/18/2018
Patrol Officer Recruit Police Advertising Since 10/11/2018
Corrections Officer Police Advertising Since 11/29/2018
Program Coordinator Library Advertising Sincel/28/2019
Museum
Sports and Recreation Coordinator SPRD Advertising Since 2/8/2019
Recreation Assistant SPRD Advertising Since 2/11/2019
Executive Assistant Electric Advertising Since 2/11/2019
Teen Rec Room Coordinator SPRD Advertising Since 2/14/2019
Available Seasonal Positions: Department: Position Status
Campground Attendants I & lI SPRD Advertising Since 1/18/2019
Parks Maintenance Worker I, lI, Il SPRD Advertising Since 1/18/2019
Gardener SPRD Advertising Since 1/18/2019
Library Museum Seasonal Aide Library Advertising Since 2/1/2019
Museum
Parking Operations Supervisor SPRD Advertising Since 1/18/2019
Parking Operations Technician SPRD Advertising Since 1/18/2019
Parking Attendant SPRD Advertising Since 1/18/2019
Teen Youth Center Summer Camp
Counselor SPRD Advertising Since 1/18/2019
Program Aide (TYC, Teen Rec Room,
Sports SPRD Advertising Since 1/18/2019
& Rec at the AVTEC Gym)
Program Aide Trainee SPRD Advertising Since 1/18/2019
ALPAR Crew Leader SPRD Advertising Since 1/18/2019
ALPAR Teen Litter Patrol Crew SPRD Advertising Since 1/18/2019
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Sponsored by: Bridges
CITY OF SEWARD,ALASKA
RESOLUTION 2019-017
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO AWARD A
THREE-YEAR FRANCHISE AGREEMENT EXTENSION TO ALASKA
WASTE — KENAI PENINSULA LLC FOR THE COLLECTION AND
DISPOSAL OF GARBAGE, RUBBISH AND WASTE
WHEREAS, following the solicitation of request for proposals and the subsequent
approval by the voters of Seward at the October 2, 2012 regular City Election, a franchise
agreement was awarded to Alaska Waste — Kenai Peninsula LLC (Alaska Waste) for the
collection and disposal of garbage, rubbish and waste in Seward; and
WHEREAS, the agreement is due to expire on December 31, 2019; and
WHEREAS, the agreement has the option to extend for up to three years; and
WHEREAS, Alaska Waste has established a positive reputation in Seward for reliable,
clean and efficient waste management services; and
WHEREAS, Alaska Waste has promoted and enhanced recycling efforts and bear-
awareness programs and services; and
WHEREAS, Alaska Waste provides dependable, economic and efficient services to
Seward's business, industrial, residential and public districts of the City and surrounding areas;
and
WHEREAS, Seward City Code requires that all residents living inside the City limits
pay for refuse service as a means to ensure that waste is properly disposed in the landfill; and
WHEREAS, Alaska Waste provides this service and bills customers directly as required
in their franchise agreement, paying the City 3% of gross revenues; and
WHEREAS, the franchise fee has generated an average revenue of$23,226 per year; and
WHEREAS, Alaska Waste has exercised the provisions contained Section 4 Terms of
Agreement, and hereby requests an extension for three additional years under the same terms and
conditions as the current contract; and
WHEREAS, if the agreement is not extended, a request for proposal will need to be
issued and, per City Charter Chapter 13, an affirmative vote of the majority of electors would
need to occur at the regular election on October 1, 2019.
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CITY OF SEWARD,ALASKA
RESOLUTION 2019-017
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 award a three-year franchise
agreement extension with Alaska Waste — Kenai Peninsula LLC for the collection and disposal
of garbage, rubbish and waste, expiring December 31, 2022.
Section 2. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
25th day of February, 2019.
THE CITY OF SEWARD, ALASKA
David Squires, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Brenda J. Ballou, MMC
City Clerk
(City Seal)
14
Agenda Statement
Meeting Date: February 25, 2019
To: Seward City Council
From: Jeff Braidges, Interim City Manager
Agenda Item: Authorizing the City Manager to extend the franchise agreement
with Alaska Waste - Kenai Peninsula LLC for a term expiring
December 31, 2022
BACKGROUND & JUSTIFICATION:
In 2012, the City of Seward solicited request for proposals for the collection and disposal of
garbage, rubbish and waste inside Seward City limits. Alaska Waste Kenai Peninsula LLC
(Alaska Waste) was selected as the winning proposal and a vote to award a franchise agreement
was held on the October 2, 2012 regular election. The approval by the voters in that election
authorized the City Manager to enter into a franchise agreement with Alaska Waste for seven
years expiring January 31, 2019 with in option to extend for three additional years subject to
City Council approval,
Alaska Waste has established a positive reputation in Seward for reliable, clean and efficient
waste management services. They have promoted and enhanced recycling efforts and bear
awareness programs and services. Alaska Waste has provided dependable, economic and
efficient services to Seward's business, industrial, residential and public districts of the City and
surrounding areas.
The franchise agreement requires that Alaska Waste pay the City three percent (3%) of gross
revenues. The average revenue for the franchise is $23,226 annually.
Alaska Waste has exercised the provisions contained in Section Four of the contract, Term of
Agreement, and is requesting an extension for three additional years Linder the same terms and
conditions as the current,contract expiring December 31, 2022.
Nonfulfillment of this request would require an issuance of a request for proposals and per
Chapter 13 of the Seward City Charter, an affirmative vote of the majority of electors at the
regular election on October 1, 2019.
INTENT: To authorize the City Manager to award a three-year franchise agreement extension
with Alaska Waste.
............... -------__-
CONSISTENCY CHECKLIST: Yes No N/A
Comprehensive Plan (cIocument source here).1. -
1.3.6 Community Appearance
2.2.6 Community Appearance X
3.7.1.6 Hazardous Material,
Strategic Plan Fdocianent source here).-
2. Page 4 --Natural Environment X
a, o
18 -Promote a Safe Cm
r In
..........
3. 1 Other (list): I I I X
FISCAL NOTE: Based on estimated Consumer Price Index (CPI) increases, the City expects to
realize increased revenues from this franchise agreement of$300 per year.
Approved by Finance:
ATTORNEY REVIEW: Yes No X
RECOMMENDATION: Approve Resolution 2019-017 authorizing the City Manager to award
a three-year franchise agreement extension with Alaska Waste — Kenai Peninsula LLC for the
collection and disposal of garbage,rubbish and waste expiring December 31, 2022.
16
A
February 4, 2019
Ms. Kris Erchinger
City of Seward Finance Director
P. O. Box 167
Seward, Alaska 99664
Dear Ms. Erchinger:
Our current refuse agreement with the City of Seward will be completing the seventh year on
December 31, 2019. As per Section 4 Terms of Agreement, Alaska Waste would like to formally
notify the City of Seward of our desire to continue with the same terms and conditions, with no
amendments or alterations, of the agreement through December 31, 2022.
As stipulated in the agreement, please consider this to be our formal, written request for an extension
of three additional years.
We appreciate the opportunity to serve your Community, and we believe we have provided the
citizens of Seward with safe, reliable, and quality refuse services during our many years of service in
Seward. We look forward to serving the City of Seward for an additional three years, and hopefully,
many years beyond.
Thank you for your support in regards to this matter. If I can be of further assistance, please let me
know. I can be reached at 907-538-5488, or by email at MarkGi@wcnx.org.
Sincerely„
Mark Gingrich
Division Vice President, Alaska Waste
WA..sr CONlMN'('"Q'MS
Waste Connections of Alaska,Inc.dba Alaska Waste•47323 Merrywood Ave.Soldotna,AK 99669
www.alaskawaste.com•Phone 907 283-9390•Fax 907 262-4370
Sponsored by: Hunt
CITY OF SEWARD,ALASKA
RESOLUTION 2012-068
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF' SEWARD,
ALASKA, APPROVING A FRANCHISE FOR THE COLLECTION AND
DISPOSAL OF'GARBAGE AND REFUSE WITH ALASKA WASTE-KENAI
PENINSULA, LLC, SUBJECT TO APPROVAL BY THE VOTERS OF
SEWARD AT THE OCTOBER 2,2012 REGULAR CITY ELECTION
WHEREAS, the Seward City Charter ("Charter") and Code of Ordinances ('-Code")
provides for the sanitary, economic, and efficient collection and disposal of garbage, rubbish, and
waste material in the City and its service area, and permits,pursuant to such Charter and Code and
voter approval,the use of a contractor to provide such services; and
WHEREAS, the City of Seward ("City") currently contracts with Waste Connections of
Alaska, Inc. dba Alaska Waste—Kenai Peninsula LLC, for the collection and disposal of garbage
and refuse, with said contract set to expire December 31, 2012; and
WHEREAS, the City solicited a request for proposals to provide solid waste collection
services,and received three responsive and responsible proposals,and based on the scoring of those
proposals, the administration recommends approval of a contract with Alaska Waste — Kenai
Peninsula,LLC,subject to voter approval at an election to be held on October 2,2012,and subject to
successful negotiations between the City and the proposer; and
WHEREAS, the administration recommends entering into a seven-year contract with an
option to extend for up to three additional years, subject to approval by the City Council; and
WHEREAS,this franchise agreement provides for automatic annual adjustments in the Rate
Schedule based on 140%of the CPI',with such automatic increases not subject to further approval,
and with all other changes to rates and conditions of service subject to City Council review and
approval; and
WHEREAS,the agreement provides for new services such as a bulky-item curbside pickup service
for appliances and furniture, and through a levelized rate schedule, encourages the use of bear-
resistant containers and bear-resistant dumpster lids to reduce bear/human/garbage encounters,and
includes a franchise fee to be paid to the City, equal to 3% of the gross revenues collected by the
contractor; and
I Consumer Price index(CM)means the consumer price index(CM),all items, 1982-1984=100 for urban wave
earners and clerical workers,Anchorage,Alaska area,as published by the U.S. Department of Labor, Bureau of
Labor Statistics(initial release). The 2014 Rate Schedule will be adjusted utilizing the CP1 data from the calendar
year 2012.
18
CITY OF SEWARD, ALASKA
RESOLUTION 2012-068
WHEREAS,approval of a seven-year franchise,with an option to extend for an additional
term of up to three years, provides sufficient incentive for the contractor to,make improvements to
the local fleet of available equipment,trucks,and container inventories,and to address issues such as
the availability of bear-resistant garbage cans and bear-resistant dumpster lids,and to consider future
options for the community to encourage and facilitate recycling efforts; and
WHEREAS, granting of a franchise for a public utility requires the affirmative vote of a
majority of electors voting on a proposition to approve such a franchise, and
WHEREAS, the Seward City Council finds that it is in the public interest to provide for
quality, local garbage and refuse collection and disposal services, and therefore opts to place this
proposition before the voters of Seward at the regular election of October 2, 2012.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD,ALASKA,that:
Section 1. A franchise agreement between the City of Seward and Alaska Waste—Kenai
Peninsula LLC, for the collection and disposal of garbage and refuse, a copy of which is attached
hereto and incorporated herein by reference, is hereby approved subject to voter approval, in
accordance with Section 4 below.
Section 2. The city manager is authorized to finalize and execute such additional
documents as necessary to finalize the franchise agreement and to agree to revisions to the
documents so long as the essential terms and conditions of the franchise agreement are not
substantially changed.
Section 3. The city manager is authorized to include collection of a franchise fee in the
amount of 3% of gross revenues collected from the franchisee, and that amount is considered
adequate compensation for the maintenance and use of City streets and alleys in the conduct of this
contract. The City Council will also retain rate approval as provided in the City Charter and Code.
Section 4. At the regular municipal election to be held on October 2,2012,the City shall
submit to the qualified voters of the City the question of approval of the franchisee agreement noted
above. An affirmative vote of a majority of the qualified electors voting on the proposition shall be
required for approval of the franchise agreement,
19
CITY OF SEWARD,ALASKA
RESOLUTION 2012-068
Section 5. The proposition shall be substantially in the following farm:
Proposition No..2
FRANCHISE AGREEMENT FOR THE COLLECTION AND
DISPOSAL OF GARBAGE AND REFUSE
Do you approve a seven-year franchise agreement with Alaska Waste—Kenai
Peninsula, LLC for the collection and disposal of garbage and refuse? The
franchise agreement contains an option to extend for up to an additional three
years. The agreement allows for costs to be adjusted annually based on 140%
of the Consumer Price Index. The agreement provides an opportunity for
periodic rate reviews with all other consumer rates to be set by resolution of the
City Council.
Yes No
A"Yes"vote approves a seven-year franchise agreement with Alaska Waste—
Kenai Peninsula, LLC for the collection and disposal of garbage and refuse,
with options to extend the agreement for up to three additional years.
A "No"vote does not approve a seven-year franchise agreement with Alaska
Waste—Kenai Peninsula, LLC for the collection and disposal of garbage and
refuse, with options to extend the agreement for up to three additional years.
Section 6. This resolution shall take effect immediately upon adoption. The franchise
agreement shall not be effective until it has been approved by a majority of the electors voting on a
proposition to approve the same. The franchise agreement shall go into effect January 1,2013 or as
soon thereafter as practicable,
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 1.)th
day of August, 2012.
THE CITY OF SEWARD, ALASKA
��4 O�I
David Seawa ,'Mayo
20
CITY OF SEWARD,ALASKA
RESOLUTION 2012-068
AYES: Valdatta, Bardarson, Keil, Shafer, Casagranda, 'Terry, Seaward
NOES: None
ABSENT: None
ABSTAIN, None
ATTEST:
..........Joy Clerk
Kinney, CIVIC it r
it Clerk
(City seal)
4
AL
0 j:
21
Council Agenda Statement
Meeting Date: August 13, 2012
Through: James Hunt, City Manager
From: Kristin Erchinger, Finance Director
Agenda Item: Approving Franchise Agreement for Solid Waste Collection Services with
Alaska Waste-Kenai Peninsula, LLC
BACKGROUND &JUSTIFICATION:
The City of Seward, through its Charter and its Code of Ordinances, provides for the collection
and disposal of garbage and rubbish. To that end, the City previously applied for, and was
granted, a Certificate of Public Convenience and Necessity by the Regulatory Commission of
Alaska, for its refuse utility(Certificate U-99-22).
Since at least the early 1970s, the City has utilized a private contractor to provide refuse services
in Seward. The City Code requires that a franchise for a public utility be approved by a majority
of voters in a regular City election.
Over the past 38 years, the City has issued Requests for Proposals for solid waste collection four
times, as follows: 1974, one respondent; 1980�, one respondent; 1983, two respondents; 1987,
one respondent. In 1987, the City contracted with Seward Service (Herman Leirer), and the
business was subsequently assigned five times, as follows. in 1989 to Jason Enterprises; in
1998 to USA Waste of Alaska; in 1999 to Peninsula Sanitation, a division of Waste
Management, Inc.; in 2005 to Alaska Pacific Environmental Services Anchorage, LLC dba
Alaska Waste - Kenai Peninsula LLC; and in 2012 to Waste Connections of Alaska, Inc.
The most recent franchise agreement was approved by the voters on October 5, 2010 for a period
of two years, with a request by the City Council to solicit Requests for Proposal at the end of the
term. The current contract for refuse services expires December 31, 2012.
The City solicited a Request for Proposals for solid waste collection services, and received three
responses. All three proposals were considered responsive and responsible. The following
criteria and associated weightings were used to score the proposals: Proposed rates = 30%;
Firm's technical qualifications (fleet, container inventory, etc.) =20%; Firm's experience 15%;
Bear Awareness = 10%; Litigation History = 10%; Contract exceptions = 10%; and Customer
service and billing=5%. The proposals received the following overall scores:
Alaska Waste-Kenai Peninsula, LLC Score= 88.52
Alaska Pacific Environmental Services 1, LLC Score= 71.78
Mid State Truck and Trailer, LLC Score= 70.50
Based on the scoring of criteria, the administration recommends approving a franchise for the
collection and disposal of garbage and refuse with Alaska Waste - Kenai Peninsula, LLC
("Alaska Waste"), subject to approval by the voters of Seward at the October 2, 2012 regular
City election, and subject to successful contract negotiations.
22
A few highlights from the successful proposal: The RFP allowed for a new fee to be
implemented, based on standard waste management industry practice. That fee would have been
a fuel adjustment factor to be added to the bill each month based as a percentage of the services
charges on the bill (excluding taxes and surcharges), with an option to escalate each year based
on a percentage of the Producer Price Index for No, 2 Diesel Fuel. Alaska Waste opted not to
propose adding a new fuel adjustment factor, but to instead include all cost escalations as a
percentage of the annual Consumer Price Index ("CPI"), Their proposal includes the following:
1) initial rates are increased from the current Rate Schedule by approximately 25% for regular
cans and 7% for bear-resistant cans, effective January 1, 2013; 2) the Rate Schedule has been
amended to add a monthly charge for renting a dumpster from the Contractor (rent has been
charged previously, but that item was omitted from the schedule); 3) annual increases to the Rate
Schedule will be equal to 140% of the Consumer Price Index over the life of the contract; 4) a
new "bulky item pickup" service will be implemented at a minimum cost of$42.18 per item
(small appliances, furniture, etc.); 5) incentivizes the use of bear-resistant garbage cans by
charging the same $2.00 per month charge for a leased bear-resistant can or a regular can; 6)
adds lockable dumpster lids; 7) continues the current practice of the contractor bearing
responsibility for billing customers and providing direct customer service; 8) the contractor
agrees to make available bear-resistant garbage cans and bear-resistant dumpster lids for sale or
lease, to anyone interested in obtaining, one; and 9) provides for a seven-year term with options
to extend for an additional term of up to three years at the discretion of the City Council.
Alaska Waste's base price for monthly service will be 'S26.91 (up from the current $21.53), and
this represents the median quoted rate (quotes ranged from $20.88 to $41.75) of the three
proposals.
Waste Connections of Alaska, Inc. (dba Alaska Waste — Kenai Peninsula, LLC) became the
City's current refuse franchisee, upon completion of a buyout of the City's previous contractor,
and upon the City Council's approval of consent to a change in ownership, approved by
Resolution in February, 2012. Since that time, the contractor has provided safe and reliable
service to the residents of Seward, and the City has received very few calls regarding service.
The contractor has been responsive to City staff and we have developed a positive working
relationship. The administration recommends approval of this franchise agreement, for final
approval by the voters of Seward at the October election.
CONSISTENCY CHECKLIST: Yes No N/A
Comprehensive Plan: Page I I- Conitnunity Appearance, Page 13-City 1
X
Government, Page 26- Public Facilities.
F2. Strategic Plan: Page 4-Nautural, Promote a Safe Community-Page 18 X
3. Other(list):
23
ATTORNEY REVIEW: YES X No
FISCAL NOTE:
Approval of this contract will result in an increase in a residential customer's monthly standard
charge of $5.38, representing an approximate increase of 25% (from $21.53 to $26.91 per
month). The City will collect a 3% franchise fee based on gross revenues collected, estimated at
approximately $20,000 per year. The franchise fee is intended to compensate the City for
maintenance and use of its roads and alleys, per Seward City Charter §13.5(7). The agreement
allows further annual rate reviews, whereby the Seward City Council is required to approve
refuse rates charged by the contractor.
Approved by Finance Department: AAOZ;�>AVA42t. �+
RECOMMENDATION:
Council approve Resolution 2012 —068, approving a franchise for the collection and disposal of
garbage and refuse with Alaska Waste —Kenai Peninsula, LLC, subject to approval of the
voters at the October 2, 2012 regular city election, and to successful contract negotiations.
24
FINAL CERTIFICATE OF RESULTS FOR THE
CITY OF SEWARD REGULAR MUNICIPAL ELECTION
HELD OCTOBER 29 2012
The City Canvass Board has completed their review of all absentee and
questioned ballots of the City of Seward Regular Municipal Election held
October 2, 2012. Their totals are:
(Note: Total Counted plus Total Rejected =Total' Voted)
Report of Absentee and Questioned Ballots
Absentee ballots voted 32
Questioned ballots voted 6
Special Needs ballots voted 0
Total Voted 38
Rejected
Not registered, registered too late I
or registered out of City 0
Form not completed properly 0
Signed/witnessed after election day 0
Total Rejected 1
�%w Counted
Absentee 32
Questioned 6
Special Needs 0
Total Counted 38
The Election Day results, after canvassing are as follows:
Three Two-year Council Seats
Election DU Votes After Canvass Votes Total Votes
Jean Bardarson -231 25 256
Marianna-Keil 210 23 233
Ristine Casagranda 181 19 200
1 Kenneth Blatchford 175 17 192
Tim McDonald 89 11 100
Write Ins 5 2
Final Certificate of Results
Regular Municipal Election
Tuesday,October 2,2012
Page 2
Proposition 1.
ESTABLISHING AND ADOPTING A FINANCIAL DISCLOSURE FORM AND
GUIDELINES FOR THE CITY OF SEWARD AND EXEMPTING MUNICIPAL
OFFICIALS FROM THE REQUIREMENT OF STATE FINANCIAL DISCLOSURE
LAWS - Shall the City of Seward establish and adopt its own financial disclosure form
and provisions for the Mayor, City Council, Planning and Zoning Commission, and the
City Manager by requiring substantially the same information as the Alaska Public
Offices Commission required prior to 2007, and be exempt from Alaska Statute 39.50,
the Alaska Public Officials Financial Disclosure Law?
Election Day Votes After Canvass Votes Total Votes
YES 1 204 121 225
1 NO 1 120 114
Proposition 2.
FRANCHISE AGREEMENT FOR THE COLLECTION AND
DISPOSAL OF GARBAGE AND REFUSE - Do you approve a seven-year franchise
agreement with Alaska Waste — Kenai Peninsula, LLC for the collection and disposal of
garbage and refuse? The franchise agreement contains an option to extend for up to an
additional three years. The agreement allows for costs to be adjusted annually based on
140% of the Consumer Price Index. The agreement provides an opportunity for periodic
rate reviews with all other consumer rates to be set by resolution of the City Council.
Election Day Votes After Canvass Votes Total Votes
YES 219 27 246AA
NO 107 7 114J
A total of 338 people voted at this election plus 38 counted absentee votes=376 Total.
Upon completion of the canvass, it is our opinion that the attached summary of election
returns compiled above, accurately reflect the final totals for the Regular City Election
held October 2, 2012.
Dated this 4h day of October, 2012.
L) L)
2§1A
Sponsored by: City Clerk
CITY OF SEWARD,ALASKA
RESOLUTION 2019-018
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA,AMENDING THE CITY COUNCIL RULES OF PROCEDURES
WHEREAS, the City Council Rules of Procedures (CCROP) is an important document
because it provides the rules, procedures, and guidelines for conducting the business of the city;
and
WHEREAS, on December 10, 2018, council conducted a work session to review the
CCROP where it was determined that there were several areas in need of revision and/or
clarification; and
WHEREAS, in advance of bringing forward this resolution to update the CCROP, on
Jnauary 28, 2019, council enacted Ordinance 2019-001 to first update pertinent portions of the
city code; and
WHEREAS, this resolution will reflect the updates provided in Ordinance 2019-001 and
complete the process of updating the CCROP; and
WHEREAS, further, it is council's desire that all boards and commissions align the
conduct of their business with the CCROP, so this document will be referenced by all city
legislative and advisory entities going forward.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD,ALASKA that:
Section 1. The city council hereby adopts the updated version of the City Council Rules
of Procedures, in substantial form as attached hereto.
Section 2. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
25th day of February, 2019.
THE CITY OF SEWARD, ALASKA
David Squires, Mayor
27
COUNCIL AGENDA STATEMENT
Meeting Date: February 25, 2019
To: City Council
From: Brenda Ballou, City Clerk
Agenda Item: Amending City Council Rules of Procedures
BACKGROUND & JUSTIFICATION:
The Seward City Council relies heavily on the City Council Rules of Procedures (CCROP) to provide them with
clear guidelines for conducting the business of the city. The CCROP is an extraction of the City Code and Charter,
presented in an easy-to-read format that highlights the most practical aspects of council procedures. It is a time-
saving document that enables council members to scan the rules and procedures quickly and easily.
On December 10, 2018, council conducted a work session to review the CCROP. The intent of the work session
was to both refresh council and the public with the rules and procedures,and to ensure that the content was aligned
with the City Code and Charter. During the work session, there were two areas of city code identified as needing
to be updated. The updates to city code, reflected in Ordinance 2019-001, were enacted on January 28, 2019.
Coordinating with the city code updates in Ordinance 2019-001, several areas of the CCROP also need to be
updated, which is done by resolution. Nearly every section of the CCROP is being updated, save for the
Evaluation section and the Mobile Device Policy, so it is recommended that council adopt the entire body of the
CCROP as presented, rather than try to itemize every change.
Substantial changes are noted in red italics. Substantial deletions are noted in red strikeouts.
INTENT:
The intent of this Resolution is to update the City Council Rules of Procedures to more accurately align with the
Seward City Code and Charter.
CONSISTENCY CHECKLIST: Yes No N/A
Comprehensive Plan (document source here): X
Strategic Plan (document source here) : X
Other (list): Seward Charter 3.5, Seward City Code Title 2 X
FISCAL NOTE: This change in the City Code is expected to have no financial impact upon the City.
Approved by Finance Department:
ATTORNEY REVIEW: Yes X No Not Applicable
RECOMMENDATION:
Approve Resolution 2019-018.
28
City of Seward, Alaska
City Council
Rules of Procedures
INNER=
qWA --
Adopted March 14, 1994
As Amended through ..:..`-,..-2..i ruati' 15. 2019
FOREWORD
Adopted on March 14, 1994 by the Seward City Council, the Rules of Council Procedure is a set of
formal rules to guide the Council, Boards and Commissions and Administration in carrying out the
public process.
This manual contains the full text of the Rules of Procedure, as amended. However, it no longer contains
copies of the Council's adopted plans. If you need copies of the following or other plans, please contact
the City Clerk's Office:
1. Lease Procedures 4. Boat Harbor Management Plan
2. Parks &Recreation Master Plan 5. Historic Preservation Plan
3. 2030 Comprehensive Plan 6. Municipal Land Management Plan
CITY COUNCIL
Mayor David Squires
Vice Mayor Sue McClure
Council Member Suzanne Towsley
Council Member Jeremy Horn
Council Member Shaiyl Seese
Council Member John Osenga
Council Member Kelley Lane
COUNCIL STAFF
City Clerk Brenda Ballou, MMC
Interim City Manager Jeff Bridges
City Attorney Will Earnhart
30
TABLE OF CONTENTS
PAGE
INTRODUCTION i
PLANNING & ZONING COMMISSION
HISTORIC PRESERVATION COMMISSION
PORT AND COMMERCE ADVISORY BOARD iv
SECTION I-GENERAL PROVISIONS
RULE 1 COUNCIL MEETINGS -LOCATION 1
RULE 2 COUNCIL MEETINGS - TIME 1
RULE 3 COUNCIL MEETINGS - OPEN TO THE PUBLIC 1
RULE 4 ORGANIZATION OF COUNCIL 1
RULE 5 PRESIDING OFFICER 1
RULE 6 QUORUM 1
RULE 7 ATTENDANCE, EXCUSED ABSENCES 2
RULE 8 SPECIAL COUNCIL MEETINGS 2
RULE 9 COUNCIL MEETINGS - AGENDA 3
RULE 10 WORK SESSIONS 3
RULE 11 INTERFERENCE IN ADMINISTRATIVE SERVICE PROHIBITED 4
RULE 12 COUNCIL MAIL 4
SECTION II-APPOINTED OFFICIALS
RULE 13 CITY MANAGER 5
RULE 14 CITY CLERK 5
RULE 15 CITY ATTORNEY 5
RULE 16 EVALUATION OF APPOINTED OFFICIALS 5
RULE 17 GIVING DIRECTION TO APPOINTED OFFICIALS 7
SECTION III-DUTIES, PRIVILEGES AND BENEFITS OF MEMBERS
RULE 18 FORMS OF ADDRESS 8
RULE 19 SEATING ARRANGEMENT 8
RULE 20 CONFLICTS OF INTEREST 8
RULE 21 MAYOR& COUNCIL COMPENSATION 9
RULE 22 RETIREMENT BENEFITS 9
RULE 23 RECOGNITION UPON RETIREMENT FROM COUNCIL 10
SECTION IV-COUNCIL PROCEDURES
RULE 24 RULES OF ORDER 11
RULE 25 MOTIONS 11
RULE 26 ORDER OF BUSINESS 11
RULE 27 ADDRESSING THE COUNCIL BY THE PUBLIC 13
RULE 28 VOTING 15
RULE 29 COMMITTEES 16
RULE 30 ENACTED ORDINANCES, RESOLUTIONS AND MOTIONS 17
31
RULE 31 RESOLUTIONS 18
RULE 32 ORDINANCES 18
RULE 33 PERMISSION REQUIRED TO ADDRESS THE COUNCIL 19
RULE 34 RECONSIDERATION 19
RULE 35 COUNCIL RELATIONS WITH BOARDS, COMMISSIONS, AND 20
ADVISORY COMMITTEES
RULE 36 COMPLAINTS AND SUGGESTIONS TO COUNCIL 20
RULE 37 FILLING COUNCIL VACANCIES 21
RULE 38 FILLING BOARD AND COMMISSION VACANCIES 21
RULE 39 COUNCIL TRAVEL 21
RULE 40 LOBBYING 22
RULE 41 BUDGET PROCESS 22
RULE 42 BOARD OF ADJUSTMENT 23
SECTION V-SPECIAL CONSIDERATIONS FOR COUNCIL MEMBERS
CONFLICTS OF INTEREST 24
APPEARANCE OF FAIRNESS 24
OPEN PUBLIC MEETINGS 24
EXECUTIVE SESSIONS 25
FREEDOM OF INFORMATION 25
SECTION VI-CHECKLISTS FOR COUNCIL ACTION
EQUAL PROTECTION CHECKLIST 26
SUBSTANTIVE DUE PROCESS CHECKLIST 26
PROCEDURAL DUE PROCESS CHECKLIST 26
DUE PROCESS CHECKLIST - LICENSES & PERMITS 27
DUE PROCESS CHECKLIST - ZONING 28
TAKING (INVERSE CONDEMNATION) CHECKLIST 29
GENERAL ORDINANCE ADOPTION CHECKLIST 29
SECTION VII-APPENDICES
COUNCIL REQUEST FOR LEGAL SERVICES A-1
TRAVEL AUTHORIZATION A-2
TRAVEL - EXPENSE REPORT A-3
CITY ATTORNEY EVALUATION FORM A-4
CITY CLERK EVALUATION FORM A-17
CITY MANAGER EVALUATION FORM A-29
CHART OF PRECEDENCE OF MOTIONS B-1
CITY COUNCIL MOBILE USE POLICY C-1
I,EGIS'I A TIVE HISTORY D-1
32
INTRODUCTION
Welcome to the Seward City Council. This packet of information has been put together by the City
Clerk's office to assist you as you carry out the duties of your office. Many of the provisions set forth in
the following pages have been taken from the Seward City Code. These are generally followed by a
citation in brackets indicating the particular section of the Code which is being quoted or paraphrased,
i.e., (SCC § 2.10.055).' Other provisions were approved by resolution when the Council Rules of
Procedure were adopted, or have been included as general information.
The City of Seward is a Home Rule city, founded in 1906 and incorporated in 1912. The Home Rule
Charter was adopted in 1960. Alaska Statutes Title 29 governs the operations of Alaskan municipalities;
however, as a home rule municipality, the City of Seward is not subject to all of the provisions of Title
29. (In contrast, general law municipalities are bound by all of the limitations set forth in AS 29.)
Regular city elections are conducted on the first Tuesday in October. The City Clerk coordinates the city
election with the Kenai Peninsula Borough Clerk in order to lessen confusion for the voters and to save
money for both the city and the borough. In 2017, the voters of Seward approved changing the terms of
office for the Mayor and Council from two-year terms to three-year terms. (Resolution 2017-041)
Occasionally, a vacancy occurs prior to the end of the Mayor or Council Member's term of office. In this
case, the Council fills the vacancy until a successor is elected at the next regular election. If the vacancy
occurs one year or more before the expiration of the term, the City Clerk advertises a one-year seat to be
elected to fill the remainder of the term for that particular seat. In order to qualify for any elective office
in Seward, a candidate must be registered to vote in city elections and must have lived in the City of
Seward for at least one year prior to filing for office.
The City Council enacts the laws of the City of Seward, approves the annual budgets of the city, sets
city policy and serves as an appeal board for actions taken by city boards and commissions, and the city
administration. In other words, the function of the City Council is to serve as the legislative body of the
city. The city's administrative functions are carried out by the City Manager. It is sometimes difficult to
grasp the difference in these two areas of responsibility. For instance, council sets policy when the
budget is adopted for street plowing. However, it is up to the City Manager and their staff to determine
who is going to do the plowing and which streets will be plowed first.
There are three city boards and commissions that are appointed by and report to the City Council, which
include: Planning & Zoning Commission, Port & Commerce Advisory Board and Historic Preservation
Commission. They are described on the following pages. The members of each are appointed to three-
year terms. However, they serve at the pleasure of the Council and may be removed from a board or
commission by the Council at any time before the expiration of their terms.
a SCC= Seward City Code; §= Section
i
Council Rules of Procedure Adopted March 14,1994
Ash;tended Through rJune 3,2016
33
PLANNING & ZONING COMMISSION
The Planning & Zoning Commission meets on the first Tuesday of each month. All commissioners must
live within the City of Seward. If appointed at Council's organizational meeting in October, the council
liaison to the commission attends the meetings and makes regular reports to Council regarding issues
before the commission. If a council liaison is not appointed, the Commission will designate a member to
give periodic reports to the Council at the regular scheduled meetings. Council also meets in an annual
joint work session with the commission in March to address areas of mutual concern.
Membership on the Planning & Zoning Commission is open to citizens of the City of Seward.
The Planning & Zoning Commission performs the following duties:
I. Interprets the provisions of the zoning code and makes compliance determinations when
requested by the r,.,,,,,.unity Dlaffffi g D -eetaf; Community Development Director
2. Reviews and acts upon requests for variance permits, conditional use permits and other matters
requiring consideration under the Seward zoning code;
3. Reviews the city comprehensive plan on an annual basis, conducts a minimum of one public
hearing and forwards recommendations to Council for consideration;
4. Promotes public interest and understanding of comprehensive planning, platting, zoning, land
management and other issues relating to community planning and development;
5. Acts in an advisory capacity to the City Council regarding the zoning code, the comprehensive
plan, official zoning map, official land use plan map and other duties as requested by the City
Council; and
6. Acts in an advisory capacity to the Borough Planning Commission regarding subdivision plat
proposals; right-of-way and easement vacation petitions; Borough Comprehensive Plan and
Coastal Zone Management Plan development, updates and amendments; and city comprehensive
plan amendments not otherwise delegated to the City of Seward.
7. Shall have no authority to expend or commit city funds without first ohtaining approval by and
any necessary appropriations from Council.
8. Shall adopt and adhere to the rules outlined in this document as fbr council.
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HISTORIC PRESERVATION COMMISSION
The Historic Preservation Commission is required to meet at least twice each year. Currently, the
Commission meets on the third Wednesday of each month.
Membership on the Historic Preservation Commission is open to citizens of the City of Seward and
surrounding areas.
The Historic Preservation Commission has the following duties:
1. Surveys and inventories community historic resources;
2. Reviews proposed nominations to the National Register of Historic Places;
3. Provides advice and information regarding the identification and protection of local historic and
archaeological resources;
4. Supports the enforcement of state and local historic preservation laws;
5. Reviews and makes recommendations about local projects;
6. Develops a local historic plan; and
7. May give periodic reports to the City Council at Council's regular scheduled meetings.
8. Shall have no authority to expend or commit city funds without first rst ohtaining approval by and
any necessary appropriations fi^orr Council.
9. Shall adopt and adhere to the rules outlined in this document as for council.
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PORT AND COMMERCE ADVISORY BOARD
The Port and Commerce Advisory Board meets on the first and third Wednesday of each month.
If appointed at Council's organizational meeting in October, the council's representative to the Kenai
Peninsula Economic Development District (KPEDD) is the liaison to this board, attends its meetings,
and reports regularly to Council regarding its activities. If a liaison was not appointed, a member of this
board will be appointed to give periodic reports to the city council.
The Port and Commerce Advisory Board will automatically dissolve if not continued by the affirmative
vote of the Council at its first meeting of the fiscal year.
Membership on the Port and Commerce Advisory Board is open to citizens of the City of Seward and
surrounding areas.
The Port and Commerce Advisory Board has the following duties:
1. Reports annually to Council at the first Council meeting of the new fiscal year and at any other
time as may be requested by Council;
2. Makes recommendations to Council concerning the design and coordination of projects to
promote and develop transportation, trade, energy and commerce throughout Seward;
3. Provides input to Council on policy and procedural matters involving the establishment and
continuance of commercial activity, improving the quality of life and protecting the public's best
interest;
4. Advises Council on matters involving the establishment of support services towards the
objectives outlined in SCC 2.30.325(2) and (3);
5. Performs other duties as requested by Council; and
6. Shall have no authority to expend or commit city funds without first obtaining approval by and
any necessary appropriations from Council.
7. Shall adopt and adhere to the rules outlined in this document as,fear°council.
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SECTION I - GENERAL PROVISIONS
RULE 1. COUNCIL MEETINGS - LOCATION
All regular meetings of the City Council are held in the Council Chambers in the Seward City Hall or at
such other place as may be determined by the City Council upon consideration of the reasonable
accommodation of the public as specified in [SCC�2.10.030 A. L]
RULE 2. COUNCIL MEETINGS - TIME
The regular meetings of the City Council are held on the 2nd and 4th Mondays of each month at 7:00 p.m.
As specified in SCC § 2.10.031, all regular and special meetings of the Council must adjourn no later
than 11:00 p.m. The Council may not adjourn prior to 11:00 p.m. unless all presentations and comments
by members of the general public have been heard. By a vote of council, the tine ft)r conclusion of
legislative business and adjournment maybe extended to 12:00 a.m. [SCC§2.10.031]
RULE 3. COUNCIL MEETINGS - OPEN TO THE PUBLIC
All meetings of the City Council and its boards and commissions are open to the public, except as
provided for in SCC § 2.10.030 B (Executive Sessions.) The public must be given a reasonable
opportunity to be heard at all regular and special meetings in accordance with SCC § 2.10.030 A.
RULE 4. ORGANIZATION OF COUNCIL
The City Council must meet and organize not later than 30 days after each regular city election. At this
organizational meeting, the Council elects one of its members to act as Vice Mayor in the absence of the
mayor. In addition, the Mayor may appoint the council liaison to the Planning Commission and the
council representative to the Kenai Peninsula Borough Economic Development District. [See Rule 29(c)
and SCC§ 2.10.020]
RULE 5. PRESIDING OFFICER
The Mayor presides at all meetings of the Council and is recognized as the head of the City for all
ceremonial purposes. The Mayor has no regular administrative or executive duties. In case of the
Mayor's absence or temporary disability, the Vice Mayor acts as Mayor during the continuance of the
absence. In case of the absence or temporary disability of the Mayor and the Vice-Mayor, an Acting
Mayor selected by members of the Council acts as Mayor during the continuance of the absences or
disabilities. The Mayor or Vice-Mayor is referred to as "Presiding Officer" from time to time in these
Rules of Procedure. [SCC§2.10.020 and§2.10-025]
RULE 6. QUORUM
At all meetings of the Council, four Council Members who are present and eligible to vote constitute a
quorum for the transaction of business. In the absence of a quorum, any number less than a quorum may
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adjourn a meeting to a later date. (SCC § 2.10.040) A Council meeting adjourned under the previous
provision is considered a regular meeting for all purposes.
RULE 7. ATTENDANCE, EXCUSED ABSENCES
In the event any member of the City Council departs from the city with the intent of remaining absent
for more than 90 days, or fails to attend meetings of the Council for a period of 90 consecutive days, or
attends less than 5 of the meetings of the Council during any continuous period of 5 months, the Council
may declare the office of such member vacant. Members of the Council may be excused from attending
a meeting of the Council by complying with this section. The member must contact the City Clerk prior
to the meeting and state the reason for their inability to attend the meeting. The City Clerk will inform
the Presiding Officer of the request for excused absence prior to the meeting, and the Presiding Officer
will rule whether the absence is excused or unexcused. When calling the roll for the meeting, the Clerk
will indicate whether a member's absence was ruled to be excused or unexcused, and the Clerk will
make an appropriate notation in the minutes. If another Council Member questions the member's
absence, the Presiding Officer will inquire if there is a motion to excuse the member. This motion is
non-debatable. Upon passage of such motion by a majority of members present, the absent member will
be considered excused and the Clerk will make an appropriate notation in the minutes. (SCC§2.10.050)
RULE 8. SPECIAL COUNCIL MEETINGS
Procedures for setting a special meeting are as follows:
(a) A special meeting may be called by the City Clerk on written request of the Mayor, City
Manager or any 2 members of the City Council (SCC§2.10.030 A.2);
(b) Notice of the special meeting will be prepared in writing by the Clerk. The notice must contain
the following information about the meeting: time, place, and business to be transacted;
(c) The notice will be delivered by mail or personally to the residence or principal place of business
of each Council Member, the City Manager, and the business office of each local newspaper and
radio and television station. The notice must be delivered at least 24 hours prior to the meeting
(Charter 3.5 and SCC § 2.10.032); Notice delivered via e-mail andlor telephonically to media,
each Council Member and the City Manager, and posted in three puhlic daces, at least 24 hours
prior to the greeting, shall sileffice as proper notice. (Ord 2019-001)
(d) The notices provided in this section may be dispensed with in emergency situations provided that
a quorum is present and all absent members have waived, in writing, the notice requirements of
SCC §2.10.032. Waivers may be signed either before or after the time of the meeting;
(e) No business may be transacted at any special meeting of the Council except that stated in the
notice of meeting (SCC§2.10.030 A.2)
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RULE 9. COUNCIL MEETINGS -AGENDA
(a) All reports, ordinances, resolutions, contracts, documents or other matters to be submitted to the
Council at the regular meeting must be submitted to the City Clerk not later than 5:00 p.m. 12:00
p.m. on the Tuesday preceding the Monday meeting. The City Clerk prepares the agenda for all
such matters according to the order of business, numbering each item consecutively. A copy of
the agenda and supporting materials must be delivered to Council Members and the City
Manager and made available to the press not later than 7:00 p.m. on the Saturday before the
regular Council meeting. (SCC §2.10.055 D.) 14owevefexeept iii extfaafdinafy situations, the
City Clerk will pt!evide full agenda paekets to the Poliee DepaAfflent an Thut!sday afteffleen
deli. e fy to the Gatti ei �h t evening. The agenda packet will be available for public inspection at
9:00 a.m. on the day of the meeting. In addition, the agenda will be published in the local
newspaper on the Thursday prior to the meeting.
(b) Council Members who wish to add items to the agenda must present the item in writing to the
City Clerk no later than 5:00 p.m. 12:00 p.m. on the Tuesday preceding the Monday meeting.
The Clerk will prepare the written agenda statement if notified by the Council Member prior to
12:00 Noon on the preceding Monday.
(c) The Council has the option of deleting any item from the agenda or deferring any item on the
agenda to a subsequent Council meeting. Prior to voting on approval of the agenda, an agenda
item may be deleted or deferred upon the request of a single Council Member if there is no
objection from the remaining members. However, if any member objects, the member wishing to
delete or defer an agenda item must so move. This motion requires a second and must receive
four affirmative votes for approval. Agenda items may be moved from the consent agenda to the
regular meeting agenda upon the request of any member of the Council.
This language was NOT approved.
(e) No matters other than those on the agenda may be finally acted upon by the City Council
provided that matters that seem to be emergencies or of an urgent need by the Mayor or any
Council Member or the City Manager, with an explanation of the emergency or urgency stated in
open Council meeting, may, with the consent of the Council majority present, be considered and
acted upon by the Council. (SCC§2.10.055 E.)
RULE 10. WORK SESSIONS
Upon written request of the Mayor, City Manager or any two members of the City Council, the Council
may hold work sessions for the purpose of planning, studying and discussing any question permitted by
law. Work Sessions need have no formal agenda and may be conducted informally so long as such
informality is not in conflict with these rules. No formal action may be taken by the Council on any
matters discussed in the Work Session until the matter is placed on the Council agenda for a regular or
special meeting. Work Sessions generally are held in the City Council Chambers; however, the Council
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may designate any other location for a particular work session provided that consideration is given to the
reasonable accommodation of the public. (SCC§2.10.030 A.4)
RULE It. INTERFERENCE IN ADMINISTRATIVE SERVICE PROHIBITED
No member of Council may direct, request or attempt to influence, either directly or indirectly, the
appointment of any person to office or employment by the City Manager. No member of Council may
interfere with the City Manager to prevent them from exercising their own judgment in the appointment
of officers and employees in the administrative service. The Council and its members may deal with the
administrative services solely through the City Manager and no member of the Council may give orders
to any of the subordinates of the City Manager either publicly or privately. (SCC§2.10.090)
RULE 12. COUNCIL MAIL
The City Clerk is authorized to receive and open all mail addressed to the City Council. A copy of all
correspondence needing action must be immediately forwarded to the City Manager for timely attention
to the end that all administrative business referred to in such communications, and not necessarily
requiring Council action, may be disposed of between Council meetings. All action taken pursuant to
such communications shall be reported to the City Council thereafter. Any communication needing
Council action shall be reported to the City Council at the next regular meeting together with the report
and recommendations of the City Manager. (SCC§2.10.095)
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SECTION II-APPOINTED OFFICIALS
The following three city officials are appointed by and report directly to the City Council: City Manager,
City Clerk and City Attorney. They are employed under an employment agreement and are not subject
to Title 3 of the Seward City Code.
RULE 13. CITY MANAGER
The City Manager, as the chief executive officer and head of the executive branch of the City
government, or their designee, must attend all meetings of the Council unless excused by the Presiding
Officer or Council. The City Manager may take part in the Council's discussion on all matters on the
agenda and otherwise concerning the welfare of the City. In the event that the City Manager is unable to
attend a council meeting, they will appoint another qualified staff member to attend the meeting on
behalf of the City Management. All employees of the City, with the exception of the Attorney and the
Clerk and their respective staffs, are appointed by and are responsible to the City Manager.
RULE 14. CITY CLERK
The City Clerk is the ex-officio Clerk of the Council and, in this role, keeps the official records of the
Council meetings, acts as parliamentary advisor to the Council and performs such other duties in the
meeting as may be required by the Mayor or the Council. In the absence of the City Clerk, the Clerk will
appoint another qualified staff member to act as Clerk of the Council. The Clerk administers all city
elections, provides for the codification of all city ordinances, is the custodian of all city records and the
city seal, provides administrative support to the Mayor and Council, attests all deeds and other
documents of the City, and takes all oaths and affirmations as necessary.
RULE 15. CITY ATTORNEY
The City Attorney advises the City Council, the City Manager and the City Clerk on all matters of law.
The attorney drafts and assists in drafting ordinances, resolutions, contracts and agreements to be made
or entered into by the City, and approves the form of all such instruments. They prosecute violators of
the City Code and represent the City in all actions of law. Any Council Member seeking advice from the
attorney which will require the expenditure of city funds must first complete a Request for Legal
Services Form which must be approved by the City Council and filed in the office of the City Clerk.
[See Appendix A-]J
RULE 16. EVALUATION OF APPOINTED OFFICIALS
PURPOSE OF EVALUATION
The purpose of providing periodic evaluations of the City Attorney, City Clerk, and City Manager is:
• To give the employee timely feedback on his/her performance and to identify areas in which
he/she is doing well, along with areas in which improvement may be needed. Evaluation should
lead to positive action.
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• To clarify and strengthen communication between the employee and the Council as it relates to
their respective expectations for their position.
• To serve as a method for gathering data relevant to subsequent personnel decisions.
STATEMENT OF CITY COUNCIL'S RESPONSIBILITIES
Evaluating the performance of the City Manager, the City Clerk, and the City Attorney is a significant
responsibility of the City Council. Conducting an effective evaluation is hard work, but it does not have
to be a bad experience. With a clear procedure and open lines of communication, chances are good that
the experience will result in a more productive working relationship.
FREQUENCY AND TIMING OF EVALUATIONS
Evaluation is an ongoing process. To be most beneficial, it is suggested that evaluation sessions be held
at least annually. Nothing in these evaluation procedures precludes the Council from exercising its
authority to appoint or terminate the services of the City Manager, the City Attorney, or the City Clerk;
or to exercise its authority as set forth in any employment contract with said employees.
OVERVIEW OF STEPS INVOLVED IN EVALUATION PROCESS
Special Performance Evaluation Session: This ad hoc meeting may be scheduled at the will of the
Council to provide feedback and address any areas needing improvement. There are no evaluation forms
or standard processes defined for this evaluation since it is ad hoc.
Annual Evaluation Session: This annual meeting should be scheduled in January, February and March
of each year, or as directed by Council. It also marks the beginning of the next evaluation cycle. This
evaluation is regularly-scheduled and follows this process:
1. Self-Evaluation: The employee shall complete a self-evaluation using his/her respective blank
evaluation form as a guide. He/she may write comments rather than use the rating system if
he/she so chooses. It is the responsibility of the employee to complete and distribute hard copies
of these self-evaluation reports to the council members no less than two (2) weeks prior to the
actual Annual Evaluation Session.
2. Council Evaluation: No less than two (2) weeks prior to the employee's evaluation date, the City
Clerk will provide the necessary blank evaluation forms to the City Council. The tabulation of
the council members' scoring and comments will be assigned to two appointed council members;
these two people form the tabulation team. Completed evaluation forms should be turned in to
the tabulation team no less than three (3) days prior to the Annual Evaluation Session.
3. Evaluation Tabulation: The tabulation team will tally and average the scores, and combine all
comments anonymously onto one tabulated evaluation form. This tabulated form should be made
available for Council members at the Annual Evaluation Session.
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4. Evaluation & Goal Setting In Executive Session: The Annual Evaluation Session will be held in
Executive Session and the time scheduled for the Evaluation Session should be sufficient to
do the job in a professional manner. "Round Robin" comments by Council members are
permitted. It is also during the Annual Evaluation Session that the employee's goals are
discussed and agreed upon by all parties.
5. Finalizing Evaluation & Goals With Employee: Within one (1) week of the Annual Evaluation
Session, the tabulation team should create a final draft of the employee's tabulated evaluation
form that also includes the agreed-upon goals, tabulated score, and comments, and should meet
with the employee to review. At this meeting, the tabulation team and the employee will sign the
document as an acknowledgement of the understanding.
The final step will be for Council to determine any personnel decisions as a result of the evaluation, to
conduct an assessment of the evaluation process and suggest amendments to the procedures, if
necessary. At the conclusion of the current evaluation, the next evaluation cycle automatically begins.
DISPOSITION OF EVALUATION FORMS
Certain information concerning the performance of an individual being evaluated under these procedures
is not a public record, except as described in this section, and is not subject to disclosure under AS
40.25.
Individual Council evaluation forms and the employee's self-evaluation forms are to be destroyed after
executive session by the tabulation team. These forms are not considered a public record.
Overall tabulation forms and criteria forms are considered a public record, as well as these procedures
and shall be maintained in the employee's contract folder.
[See Appendices for City Manager, City Attorney and City Clerk evaluation forms.]
RULE 17. GIVING DIRECTION TO APPOINTED OFFICIALS
The Manager, Clerk and Attorney work for the Council as a body and may not take direction from any
individual member of the Council if doing so would conflict with the wishes of the majority. Generally,
requests for research or drafting of ordinances, resolutions or other documents should be made at a
meeting or work session to give dissenting members of the Council an opportunity to object to the
request and to assure the appointed official that the direction given is supported by a majority of
Council.
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SECTION III -DUTIES, PRIVILEGES AND BENEFITS OF MEMBERS
RULE 18. FORMS OF ADDRESS
The Mayor shall be addressed as "Mayor (surname)", "Your Honor", "Mr./Madam Chairman" or
"Mr./Madam Mayor". The Vice-Mayor, when acting for the Mayor, shall be addressed as "Vice-Mayor
(surname)" or "Mr./Madam Chairman". Members of the Council shall be addressed as "Council Member
(surname)".
RULE 19. SEATING ARRANGEMENT
Council Members shall occupy their respective seats in the Council Chamber assigned to them by the
Mayor. Such seats shall be assigned so that the Vice-Mayor sits on the left hand of the Mayor and other
members are seated in order of seniority with those newest Council Members filling the outermost seats
on the dais.
RULE 20. CONFLICTS OF INTEREST
(a) Conflict of Interest Defined. A conflict of interest exists whenever a Council Member has a
direct or indirect substantial financial interest in the outcome of a vote or decision of the Council.
No member of the Council may discuss or vote on any question in which the member has such a
direct or indirect substantial financial interest. (SCC§2.10.035 C)
(b) Obligations of Council Members Procedure:
(1) A Council Member should disclose any potential conflict of interest, no matter how
remote, and ask the Presiding Officer to rule on whether a conflict does exist. This
disclosure should be made prior to discussion or vote on the issue. The Presiding Officer
will then rule whether a conflict of interest sufficient to disqualify the Council Member
from participating in the matter then before Council does exist.
(2) Once the Presiding Officer rules on the question of conflict, any member of the Council
disagreeing with the ruling so given may appeal the ruling of the Presiding Officer. The
Council Member would say: "I appeal the ruling of the Chair." This motion requires a
second and is debatable. The motion to be voted on would read: "Shall the decision of the
Chair stand?" A majority of YES votes or a TIE vote would uphold the chair. Only a
majority of NO votes could overturn the ruling of the Chair. The Council Member
affected may not vote on such determination. (Charter 3.5L)
(3) Anyone seeking to disqualify a Council Member from participating in a decision on the
basis of a perceived conflict of interest which has not been declared must raise the
challenge as soon as the basis for disqualification reasonably should have been made
known prior to the onset of debate and vote. The party seeking to disqualify the Council
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Member shall state with specificity the basis for disqualification. The Presiding Officer
would then rule on the potential conflict of interest as outlined in subsection (1) above.
This ruling by the Presiding Officer may be challenged as outlined in subsection (2)
above.
(c) Public Offtcial Financial Disclosure F44-e Statement. The Clerk maintains a file containing
Gettneil statements of intent to do business with the City. Annual financial disclosure statements
are required to be subinitted by all nzenzhens of Council, the Planning & Toning Conznzission,
and the City Manager by April 151" of the following year. This file is available for inspection by
the public.
(d) Conflict of Interest, Generally. It should be remembered that the purpose of the conflict of
interest law is to provide for the full public disclosure of any financial interest in a decision
before the Council. Therefore, once the public disclosure is made and the Presiding Officer has
ruled, and provided that this finding has not been overturned by the Council, any action taken by
the Council in accordance with this ruling will probably be upheld by the Courts even if it is later
proven that the ruling was in error.
RULE 21. MAYOR AND COUNCIL COMPENSATION
(a) Council Members are compensated for service on the City Council as follows:
(1) The Mayor is compensated at the rate of$300 per month; and
(2) Each Council Member is compensated at the rate of$200 per month.
(b) Compensation is paid quarterly in January, April, July and October of each year and covers
service for the three preceding months. Council compensation checks are issued with the first
employee payroll of the month following the quarter for which compensation is due. [SCC
§2.10.100]
RULE 22. RETIREMENT BENEFITS
(a) Public Employees Retirement System (PERS). Effective 2004, City Council Members are not
eligible to participate in the Public Employees' Retirement System of Alaska(PERS).
(b) Social Security and Medicare. The City opted out of the Social Security Program in 1981. In
April 1986, changes in Social Security regulations required employees of the City to participate
in the Social Security Medicare Tax at a rate of 1.45%. In April 1991, additional changes to
Social Security regulations required employees not currently enrolled in an approved retirement
system (such as PERS) to pay the full Social Security Tax rate of 7.65%.
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RULE 23. RECOGNITION UPON RETIREMENT FROM COUNCIL
Council Members who retire from service on the Council after one term or who are not re-elected
following their first term of office will receive a plaque in recognition of their service to the City.
Council Members who retire or fail to be re-elected after two or more terms on the City Council will
receive an engraved gold pan in recognition of their service.
A Mayor who retires or fails to be re-elected will receive a plaque bearing a gavel in recognition of their
service to the City.
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SECTION IV- COUNCIL PROCEDURES
RULE 24. RULES OF ORDER
Rules of Order not specified by statute, ordinance, or resolution shall be governed by Robert's Rules of
Order Newly Revised. The City Clerk or designee shall serve as parliamentarian and shall advise the
Presiding Officer as to correct rules of procedure or questions of specific rule application. (SCC
§2.10.065 A.) [See Appendix A-14 and A-15]
RULE 25. MOTIONS
All ordinances, resolutions, contracts and items of business that require Council approval shall be in the
form of an affirmative motion. The affirmative vote of four members of the Council is required for the
passage of any motion of Council unless otherwise noted in the City Code or in these Rules of
Procedure. (SCC§2.10.040 B.)
RULE 26. ORDER OF BUSINESS
(a) The order of business for the regular meetings of the City Council is as follows: (Resolution No.
96-037; Resolution No. 98-013; Resolution 2006-133, Resolution 2014-021)
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. ROLL CALL
4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED
FOR PUBLIC HEARING
5. APPROVAL OF AGENDA AND CONSENT AGENDA
6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS
A. Proclamations and Awards
B. Borough Assembly Report
C. Chamber of Commerce Report
D. City Manager's Report
E. City Attorney's Report
F. Other Reports, Announcements and Presentations
1. Port and Commerce Advisory Beard
2. Planning and Zoning Commission
3. Historic Preservation Commission
4. Seward Bear Creek Flood Service Area Board
7. PUBLIC HEARINGS
A. Ordinances for Public Hearing and Enactment
B. Resolutions Requiring Public Hearing
C. Other Public Hearing Items
8. UNFINISHED BUSINESS
A. Items not Completed from Previous Agenda
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B. Items Postponed from Previous Agenda
C. Items for Reconsideration
D. Other Unfinished Business Items
9. NEW BUSINESS
A. Ordinances for Introduction
B. Resolutions
C. Other New Business Items
10. INFORMATIONAL ITEMS AND REPORTS (No action required)
11. COUNCIL COMMENTS
12. CITIZEN COMMENTS
13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS
14. EXECUTIVE SESSION
15. ADJOURNMENT
(b) Consent Agenda. Those items on the council agenda which are considered routine by the
City Manager and the City Clerk shall be indicated by an asterisk on the agenda. Unless
the Mayor or a Council Member specifically requests that such an item on the consent
agenda be considered under the regular meeting agenda, and thus removed from the
consent agenda and considered separately on the regular agenda, these items so
designated shall be approved, adopted, accepted, etc. by motion of the Council to approve
the agenda and consent agenda. Those items so approved shall appear in the Council
minutes as if acted upon individually. The Clerk shall read into the record the consent
agenda, including the titles of any ordinances or resolutions contained therein. (SCC §
2.10.055 B.)
(c) Agenda items. The procedure for agenda items are as follows:
1. The Presiding Officer introduces the agenda item.
2. The Presiding Officer inquires if there is a motion by any Council member. If a motion is
made, it shall be in the form of an affirmative motion.
3. Following the motion and its second, the Presiding Officer calls upon the City Manager
to describe the matter under consideration.
4. If applicable, the Presiding Officer opens the public hearing and follows the public
hearing procedure outlined in Rule 27.
5. The Presiding Officer asks if there is any discussion among Council members. The
Presiding Officer may call on individual Council members in the discussion. The
Presiding Officer inquires if there is any further discussion by the Council members.
6. The Presiding Officer inquires if there are any final comments or recommendations from
administration.
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7. The Presiding Officer inquires of the Council members as to whether they are ready for
the question.
8. The Clerk shall conduct a roll call vote.
RULE 27. ADDRESSING THE COUNCIL BY THE PUBLIC
(a) Generally. A person desiring to address the Council shall first secure the permission of the
Presiding Officer to do so, shall approach the podium before the Council and give their name,
state whether they are a resident of Seward in an audible tone of voice for the record, and, unless
further time is granted by the Presiding Officer, shall limit their address to the time limits
specified below. All remarks shall be addressed to the Council as a body and not to any member
thereof. No person other than a Council Member and the person having the floor shall be
permitted to enter into any discussion without permission from the Presiding Officer. Citizens
giving testimony may not ask questions of a Council Member, the Mayor or the city staff.
However, Council Members or the Mayor may ask questions of citizens giving testimony, and
the time allotted to a citizen for public testimony shall be extended automatically to provide
additional time which is reasonably sufficient to answer all questions posed. All items presented
by a citizen during public testimony for consideration by the Council shall be retained by the
City Clerk. Written testimony may be filed by submitting said statement to the City Clerk at or
before the time scheduled for the public hearing or discussion of the item. No person or group
shall disrupt a Council meeting. (SCC§2.10.070)
(b) Public Hearings. The procedures for a public hearing are as follows [, esolution 2014-021]:
(1) A sign-in sheet shall be provided for those wishing to address the Council under "Public
Hearings". Prior to the start of the public hearing, the Presiding Officer will first
recognize those whose names appear on the sign-in sheet. Any person who fails to sign in
shall not be permitted to speak until all those who signed in have done so. At any public
hearing all persons who have signed in and wish to be heard shall be heard. Those
testifying under public hearings must limit their comments to 5 minutes. No person who
has previously spoken during the public hearing on a particular item may speak again
unless all other persons desiring to give testimony at the public hearing have spoken. A
person speaking for a second time shall limit their testimony to not more than one minute.
(2) The Presiding Officer introduces the agenda item.
(3) The Presiding Officer inquires if there is a motion by any Council member. If a motion is
made, it shall be in the form of an affirmative motion.
(4) Following the motion and its second, the Presiding Officer calls upon the City Manager
to describe the matter under consideration.
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(5) The Presiding Officer opens the public hearing, and announces the following Rules of
Order:
(a) All comments by proponents, opponents, or the public shall be made from the
speaker's podium and any individual making comments shall first give their name, state
whether they are a resident of Seward in an audible tone of voice for the record, and shall
limit their remarks to 5 minutes. This is required because an official record of the public
hearing is being made. No comments shall be made from any other location except the
podium, and anyone making "out of order" comments may be subject to removal from
the meeting.
(b) There will be no demonstrations during or at the conclusion of anyone's
presentation.
(c) These rules are intended to promote an orderly system of holding a public
hearing, to give every person an opportunity to be heard, and to ensure that no individual
is embarrassed by exercising their right of free speech.
(6) The Presiding Officer opens the floor to those on the sign-in sheet in the order which they
appear on the sheet.
(7) The Presiding Officer calls for additional comments from the audience.
(8) The Presiding Officer closes the public hearing.
(9) Following the public hearing, discussion occurs among Council members. The Presiding
Officer may call on individual Council members in the discussion. The Presiding Officer
inquires if there is any further discussion by the Council Members.
(10) The Presiding Officer inquires if there are any final comments or recommendations from
administration.
(11) The Presiding Officer inquires of the Council Members as to whether they are ready for
the question.
(12) The Clerk shall conduct a roll call vote.
(c) Citizen Comments and Discussion. Members of the public or their authorized representatives
may address the Council by oral communications on any matter concerning the City's business or
any matter over which the Council has control. There shall be two opportunities provided for
such comments:
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(1) Citizen comments on agenda items not scheduled for public hearing. The Clerk shall
make available sign-in sheets on which persons desiring to speak during this time may
indicate their desire to do so. All presentations under this agenda item shall be limited to
three minutes per person and shall also be limited to a total time of not more than thirty
six minutes.
(2) Citizen comments. This agenda item shall appear at the end of the agenda following all
action items. Comments concerning any item over which the Council has control may be
made. All presentations under this agenda item shall be entitled to five minutes per
person unless otherwise stated by the Mayor or the Presiding Officer. Each person shall
have only one opportunity to speak under this agenda item.
(d) Spokesperson for a Group of People. When any group of people wish to address the Council on
the same subject matter, it shall be proper for the Presiding Officer to request that a spokesperson
be chosen by the group to address the Council, and in that case, if additional members of the
same group are to be presented at that time, to limit the number of people so addressing the
Council so as to avoid repetition before the Council.
RULE 28. VOTING
The votes during all meetings of the Council shall be transacted as follows:
(a) All votes shall be taken by roll call vote. The order of the roll call vote shall be altered for each
vote. (SCC§2.10.035)
(b)Each member shall answer by the word"yes" or"no." (Ord 2019-001)
(c) Every member who is in the Council Chambers when the question is put to vote shall give their
vote unless the Council Member is excused in accordance with Rule 20.
(d) The passage of any ordinance, resolution or other action of the Council shall require the
affirmative vote of at least four members of the Council.
(e) The passage of a motion to reconsider shall require the affirmative vote of 2/3 of those members
present.
(f) The passage of any public emergency ordinance shall require the affirmative vote of all members
present or the affirmative vote of three-fourths of the total membership of the Council,
whichever is less. An emergency ordinance may not be used to levy taxes, to grant, renew or
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extend a franchise or to regulate a charge for a city service. Emergency ordinances are effective
for sixty days.
RULE 29. COMMITTEES
The Mayor may appoint standing committees of the Council as necessary or desirable and may appoint
ad hoc committees to address specific topics. The Council may also meet in work sessions as a
committee of the whole:
(a) Committee of the Whole. The Council may meet as a Committee of the Whole composed of the
entire council sitting as a legislative study committee. The Committee of the Whole shall not
take any official action while in committee. The Mayor chairs the Committee of the Whole.
(b) Special Ad Hoc Council Study Committees. Special Ad Hoc Council study committees may be
created by the Council for a particular purpose, or when the issue is so complex and time
consuming that it cannot be reasonably handled at a Council meeting. Council study committees
shall consist of no less than 3 Council Members appointed by the Mayor. Special council
committees shall sunset at the end of their mission, but no later than the end of each fiscal year
unless specifically continued by the Council thereafter for a specified time period.
(c) Council Liaisons. In order to build additional Council expertise in various areas of city
operations, the Presiding Officer may appoint one Council Member to serve as a liaison to the
Planning and Zoning Commission. These appointments shall be made at the Council's
organizational meeting in October. If appointed, the council representative to the Kenai
Peninsula Borough Economic Development District shall serve as liaison to the Port and
Commerce Advisory Board. If council liaisons were not appointed, a member of each Board and
Commission will arrange to give periodic reports to the City Council during Council's regular
scheduled meetings.
(d) Special Ad Hoc Citizen Advisory Committees. Special Ad Hoc Citizen Advisory Committees
may be created by the Council for a particular purpose. Committee members shall be appointed
by the Mayor, with the advice and consent of the Council. The Mayor shall appoint the chair of
the committee. Citizen study committees shall sunset at the end of their mission, but no later than
the end of each fiscal year unless specifically continued by the Council thereafter for a specified
time period. One Council Member, and one alternate Council Member, may be appointed as a
member and liaison of a citizen advisory committee.
(e) Committees may make recommendations on proposed programs, services, ordinances, and
resolutions within their area of responsibility before action is taken by the Council. The
Committee Chair may present the recommendations of the committee during the discussion of
the item of business.
(f) Employees shall staff the various committees as directed by the City Manager, but no staff
person shall serve as a voting member of a council or citizen study committee.
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(g) Minutes need not be taken of committee meetings.
RULE 30. ENACTED ORDINANCES, RESOLUTIONS AND MOTIONS
(a) Ordinance. An enacted ordinance is a legislative act prescribing general, uniform, and permanent
rules of conduct relating to the corporate affairs of the municipality. Council action shall be
taken by ordinance when required by law, or to prescribe permanent rules of conduct which
continue in force until repealed, or where such conduct is enforced by penalty.
(b) Resolution. An enacted resolution is an internal legislative act which is a formal statement of
policy concerning matters of special or temporary character. Council action shall be taken by
resolution when required by law and in those instances where an expression of policy more
formal than a motion is desired.
(c) Motion. An enacted motion is a form of action taken by the Council to direct that a specific
action be taken on behalf of the municipality. A motion, once approved and entered into the
record, is the equivalent of a resolution in those instances where a resolution is not required by
law.
RULE 31. RESOLUTIONS
The procedure for resolutions is as follows:
A resolution may be voted on the same day it is introduced. Most resolutions take effect the day they are
passed, except that those involving property transactions become effective 30 days after passage and
those establishing rules and regulations affecting the public become effective not less than 10 days after
passage. The title of each resolution shall in all cases be read prior to its passage. (NOTE: The titles of
all resolutions passed on the consent agenda are read following passage.) Printed copies of resolutions
shall be made available at the Council meeting for public inspection. Resolutions approving property
transactions and resolutions adopting the city budgets require properly advertised public hearings prior
to adoption. (SCC Chapter 2.15)
RULE 32. ORDINANCES
The procedure for ordinances is as follows:
(a) With the exception of emergency ordinances as provided below, no ordinance may be put to vote
on the same day that it is introduced. An ordinance may be sponsored by the City Manager, City
Clerk, City Attorney, one of the boards or commissions, the Mayor or any member of Council.
However, no ordinance may be prepared by staff for presentation to the Council unless ordered
by a majority vote of the Council or requested by the City Manager or prepared by the City
Attorney or City Clerk on their own initiative. Ordinances are generally introduced on the
consent agenda and are then carried forward to the next regular meeting for public hearing and a
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vote on enactment. The notice of the public hearing must be advertised in a newspaper of local
circulation at least 5 days before the hearing. Prior to opening the hearing, the title of the
ordinance must be read in full. Printed copies of the ordinance shall be made available at the
Council meeting and in the office of the City Clerk prior to the meeting. Following public
hearing, the Council may discuss and consider a vote on enactment of the ordinance. Ordinances
take effect not less than 10 days following enactment unless they are exceptions stated in SCC §
2.15.050. (SCC§2.15.015 and§2.15.035 A)
(b) Emery Ordinances. No ordinance shall be passed at the same meeting at which it is
introduced unless an emergency is declared to exist by the Council. Any ordinance declared by
the Council as being necessary as an emergency nature for preserving the public health, welfare
and safety must contain a statement of the facts upon which the emergency finding is based. This
exception shall not be employed for the sole reason that the rules for introduction, reading, etc.
of legislation are waived to permit passage on the first reading due to the existence of an
emergency. The ordinance may be enacted, amended and enacted, or rejected at the meeting at
which it is introduced. The affirmative vote of all members present, or the affirmative vote of
three-fourths of the total membership, whichever is less, is required for enactment. The City
Clerk shall print and make available copies of enacted emergency ordinances and provide for
posting and publication as set forth in SCC § 2.15.035 D. An emergency ordinance may not be
used to levy taxes; to grant, renew or extend a franchise; or to regulate a charge for a city service.
Emergency ordinances take effect immediately for a period of sixty days.
(c) A Council Member may, in open session, request of the Presiding Officer that Council study the
wisdom of enacting a particular ordinance. By affirmative motion, the Council may assign the
proposed ordinance to a specific board or commission or the committee of the whole for study
and consideration. The committee shall report its findings to the Council.
(d) If a motion to pass an ordinance fails,the ordinance shall be considered lost.
(e) Any ordinance amending or repealing any portion of the Seward City Code shall also amend or
repeal the respective portions of any underlying ordinance(s).
RULE 33. PERMISSION REQUIRED TO ADDRESS THE COUNCIL
Persons other than Council Members and management shall be permitted to address the Council only
upon recognition and introduction by the Presiding Officer as specified in Rule 27.
RULE 34. RECONSIDERATION
(a) A motion to reconsider may be applied to any ordinance, resolution or action of the Council and
has precedence over all motions except the motion to adjourn. A Council Member may make a
motion to reconsider only if they voted on the prevailing side of the question to be reconsidered
and if they make the motion to reconsider on the same day and at the same meeting at which the
vote to be reconsidered was taken or if the Council Member files a written notice of intent to
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reconsider no later than 5:00 p.m. on the first business day following the day on which the vote
was taken. The Council Member may file by telephone provided that the notice of intent to
reconsider is signed before the motion is reconsidered. A motion for reconsideration requires a
2/3 vote to carry. If a motion to reconsider a particular ordinance, resolution or other action fails,
a second motion to reconsider the same action shall not be in order. (SCC§2 .10.065 E.)
(b) The following motions may not be reconsidered:
(1) A motion which can be renewed within a reasonable time;
(2) An affirmative vote whose provisions have been partly carried out;
(3) An affirmative vote in the nature of a contract when the party to the contract has been
notifled of the outcome;
(4) Any vote which has caused something to be done which it is impossible to undo;
(5) A vote on a motion to reconsider; or
(6) When practically the same result, can be obtained by some other parliamentary motion.
RULE 35. COUNCIL RELATIONS WITH BOARDS, COMMISSIONS AND ADVISORY
COMMITTEES
(a) Generally. All statutory boards and commissions and Council-appointed citizen advisory bodies
shall provide the Council with copies of any minutes taken of meetings. Full agenda packets for
each of the Council's statutory boards and commissions shall be provided to the Council
electronically. At the annual organizational meeting of the City Council in October, the Mayor
shall appoint a Council liaison to the Planning and Zoning Commission and to any other board(s)
as the Council may desire, or designate a member of the Board or Commission to give periodic
reports to the city council.
Currently, there are three statutory boards appointed by the Council:
(1) Planning and Zoning Commission
(2) Port and Commerce Advisory Board
(3) Historic Preservation Commission
(b) Appointment Procedures. See Rule 38.
(c) Reports to Council:
(1) Planning and Zoning Commission. The Council liaison to the Planning Commission shall
make regular reports to the Council regarding the activities of the Planning Commission.
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In addition, the Council shall meet in a joint work session with the Planning Commission
in March of each year to discuss any areas of mutual interest.
(2) Port and Commerce Advisory Board. The Port and Commerce Advisory Board makes
quarterly reports to the Council and must, by Code, report annually at the first meeting of
the fiscal year. Absent an affirmative vote of the Council at the first meeting of the fiscal
year to continue the Board, the Board will dissolve within 30 days.
RULE 36. COMPLAINTS AND SUGGESTIONS TO COUNCIL
When citizen complaints or suggestions are brought before the City Council, other than for items already
on an agenda, the Presiding Officer shall first determine whether the issue is legislative or administrative
in nature and then:
(b) If legislative, and if the Council finds such complaint suggests a change to an ordinance
or resolution of the City or the enactment of a new ordinance or resolution, the
Council may refer the matter to a board or commission, the Administration or the
Council of the whole for study and recommendation.
(c) If administrative and regarding administrative staff performance, administrative
execution or interpretation of legislative or administrative policy within the
authority of the City Manager, the Presiding Officer should then refer the
complaint directly to the City Manager for review. The City Manager shall
provide the Council with a copy of any written response to the complainant.
RULE 37. FILLING COUNCIL VACANCIES
If a vacancy occurs in the office of Council Member, the Council may elect some qualified person to fill
such vacancy, the person elected shall hold office until a successor is elected at the next regular election
and properly qualified. In order to fill the vacancy with the most qualified person available until an
election is held, the Council will widely distribute and publish a notice of the vacancy, the procedure
and any application form for applying. Each applicant will make a presentation to the Council regarding
their qualifications to serve. The Council will then vote and sign ballots provided by the City Clerk. The
City Clerk will read each ballot aloud, will tabulate the votes and announce the results to the Council.
The Council may then, by motion and voice vote, affirm the appointment of the candidate receiving the
highest number of votes (must have at least 4 per SCC 2.10.050). For time frames during a recall of an
elective officer, and when vacancies can be filled, see City Charter sections 2.12 and 2.13.
RULE 38. FILLING BOARD AND COMMISSION VACANCIES
The City Clerk shall advertise vacancies on the Council's various boards and commissions no later than
30 days prior to the appointment date and shall forward a copy of this notice, along with the appropriate
application form, to each board or commission member whose term is about to expire. The Clerk shall
include a copy of each completed application and conflict of interest statement (if applicable) in the
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Council packet. Each applicant for a position on a Council appointed board or commission, shall make a
brief presentation to the City Council regarding their qualifications and reasons for wishing to serve. The
Clerk shall provide ballots containing the names of all applicants to the Council. Each Council Member
shall vote a ballot, marking a number of names totaling the number of vacant seats to be appointed, and
shall sign the ballot in the space provided and shall forward all ballots to the Clerk for counting and
tabulation. The Clerk shall read the votes aloud and announce to the Council the number of votes cast
for each applicant. The Council shall declare the vacancies filled by those applicants receiving the
highest numbers of votes. In the event the number of applicants equals the number of vacant seats, the
Council may move to appoint each of the applicants to a seat on the board or commission rather than
proceeding with the ballot process.
RULE 39. COUNCIL TRAVEL
The Council may appropriate funds for Council travel in the Mayor/Council department of the annual
City budget. Any Council Member who desires to expend Council travel funds shall complete the
regular City Travel Authorization Form available in the Clerk's Office [Appendix A-2]. Upon their
return, the Council Member must file all receipts for travel with the City Clerk and must sign a
completed Travel/Expense Report Form [Appendix A-3]. The receipts and reimbursement form will then
be forwarded to the Finance Department for processing, and payment will be made to the requesting
party. Prior notice of all elected and appointed official travel must be given to the City Council. A
written or oral report must be given to the Council following any such City-funded travel. [Resolution
No. 96-088]
RULE 40. LOBBYING
When necessary to further the city's lobbying efforts in Juneau or elsewhere, the Mayor shall represent
the Council unless, in the opinion of the Council, another member of the elected body or one of its
appointed boards or commissions would better represent the position of the city with respects to a
particular issue. In any case, anyone representing the city in its lobbying efforts shall present a full
report of their trip to the Council at its next regular meeting. In addition, they shall comply with the
provisions of Rule 39.
RULE 41. BUDGET PROCESS
In September of each odd year, the Council shall meet in a work session with the City Administration to
outline the budget policies and priorities for the tno upcoming fiscal years. In accordance with these
policies and priorities, the City Manager shall develop and present to the Council a budget proposal for
the next two fiscal years at least 45 days prior to the next even fiscal year (Novernher 16`1' . The Council
shall schedule work sessions and public hearings as appropriate and shall make any adjustments it feels
are warranted and shall adopt the budgets of the City at a regular meeting held not less than ten (10)
days prior to the end of the fiscal year (December 21') (this is usually the first regular meeting in
December). [City Charter Chapter 6; SCC 5.05.15]
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RULE 42. BOARD OF ADJUSTMENT
The City Council is designated to be the Board of Adjustment for the City and the Mayor is designated
the Chairperson of the Board of Adjustments. An appeal hearing conducted by the Board of Adjustment
is held on the basis of the record established before the commission or other body and the record on
appeal. The Council may allow for oral presentations by the administration and the appellant; however,
no new evidence may be received or considered by the Board of Adjustment hearing the appeal [SCC§
2.10.080 and§15.10.41 S].
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SECTION V- SPECIAL CONSIDERATIONS FOR COUNCIL MEMBERS
Elected officials, like employees, may be held liable for what they both say and do, either individually or
collectively. There may be either case law or statutory responsibility for certain behaviors on the part of
elected officials. The following is a description of the most common legal areas of concern.
CONFLICTS OF INTEREST
There are a number of prohibitions commonly outlined in the statutes. Whether legally mandated or not,
the following guidelines make sense, from a political, ethical and liability standpoint:
(a) Elected officials should not fix their own wages or benefits during their immediate term of
office;
(b) Officials should not have a financial interest in, or vote on, a matter where the elected official's
financial interest is especially affected;
(c) An elected official should not have a personal financial interest in contractual matters over which
they have any supervisory control; and
(d) A public officer should not hire their spouse or child as an employee, unless said spouse or child
is employed for unskilled day labor at wages not exceeding $100 in any calendar month.
APPEARANCE OF FAIRNESS
When governing bodies hold hearings that affect individual or property rights (quasi-judicial
proceedings), they should be governed by the same strict fairness rules that apply to cases in court. The
rule basically states that hearings must not only be fair, they must appear fair.
OPEN PUBLIC MEETINGS
Public agency actions and deliberations should be conducted openly, and all persons must be allowed to
attend unless "unruly", or otherwise excluded by law, such as executive sessions, labor negotiations,
social gatherings (unless business is discussed), and certain quasi-judicial proceedings. A meeting is
generally defined as any gathering of four or more governing body members (or a quorum, whichever is
less) where city business is discussed.
Meeting places should not be designed to exclude members of the public, and the time and place of a
special meeting must be designated.
Except in an emergency, users shall not use email, instant messaging, text messaging, or similar forms
of electronic communications at any time during a meeting of the City Council. Users shall not use a
city-issued mobile device in any way as to violate the Open Meetings Act requirements of the State of
Alaska.
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EXECUTIVE SESSIONS
Are defined as that part of a public meeting from which the public may be excluded. Executive sessions
should be part of a regular or special meeting, should state the purpose for the session with particularity,
and are generally permissible to:
(a) Discuss matters the immediate knowledge of which would clearly have an adverse effect upon
the finances of the city; SCC 2.10.030 (b) (1)
(b) Discuss subjects that tend to prejudice the reputation and character of any person, provided the
person may request a public discussion; SCC 2.10.030 (b) (2)
(c) Discuss strategy for the negotiation of labor and other contracts; SCC 2.10.030 (b) (4)
(d) Discuss matters pertaining to threatened or pending litigation; SCC 2.10.030 (b) (3)
(e) Evaluate the performance of the City Attorney, the City Clerk or the City Manager; CCROP
Rule 16
(f) Deliberate and prepare its findings of facts and conclusions of law pertaining to an appeal of an
action of the Planning and Zoning Commission; SCC 15.10.415 (c)
(g) Discuss other matters which by law, municipal charter or ordinance are required to be
confidential. SCC 2.10.030 (b) (5)
The public may be excluded from an executive session, but final action shall not be taken by the Council
on any matter discussed in an executive session until the matter is placed on the agenda of a public
meeting.
Violations of the Open Meetings Act may result in a number of losses to the city, including:
(a) Ordinances, rules, resolutions, regulations, etc. adopted in violation may be held invalid.
(b) Any person may sue to recover the penalty or to stop or prevent violations.
(c) A person prevailing against the city may be awarded all costs including reasonable attorneys'
fees.
FREEDOM OF INFORMATION
State and city law allow liberal access to public records. Public records include any communication,
regardless of form, relating to the conduct of city business. All requests for public information are made
through the office of the City Clerk.
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SECTION VI - CHECKLISTS FOR COUNCIL ACTION
There are a number of risk reduction checklists that Council Members should use when considering
legislative actions. Legislators, administrators and legal counsel who draft ordinances and other
proposed legislative actions should review the proposed ordinance, etc. against the appropriate
checklists.
EQUAL PROTECTION CHECKLIST:
1. Does the action treat different groups of people differently?
2. If so, by what standard will the classification be judged?
3. Is the classification justifiable under the appropriate standard'?
4. Will an ordinance or policy which is neutral on its face have a discriminatory impact when
applied?
5. Does the local government have a sufficient basis in fact in support of the action and/or
classification?
SUBSTANTIVE DUE PROCESS CHECKLIST:
l. Does the City have a legitimate goal in pursuing its proposed course of action?
2. What is the nature of the "right" being affected by the agency's decision?
3. Is it a right which is deemed to be fundamental? If so, does the agency have a compelling interest
for taking the action?
4. If a fundamental right is involved, is there another less drastic way for the local government to
achieve its goal which will create less interference with the constitutional right?
5. If it is an economic, social or business regulation, is there a rational relationship between the
regulation and the governmental goal?
6. Does the regulation create a rebuttal presumption?
PROCEDURAL DUE PROCESS CHECKLIST:
1. Will the proposed action or ordinance deprive a person of a "liberty" or "property" interest?
2. If so, has that person been afforded due process?
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3. Has the person been given notice?
4. Has the person been given an opportunity to be heard?
5. Has the person been given a statement of reasons for the agency's decision?
6. Has the local government complied with applicable statutory, ordinance or contract provisions
requiring due process?
7. Does an ordinance give sufficient notice to persons of its requirements?
8. Are the terms used in an ordinance defined?
9. Does the ordinance provide clear standards for the conduct of the officials who must enforce it?
DUE PROCESS CHECKLIST - LICENSES AND PERMITS:
1. Is there an ordinance dealing with the granting or revocation of the license or permit'?
2. Is the ordinance clear and unambiguous?
3. Has the applicant for a license or permit been given reasonable information as to the items
which they must submit to the agency prior to issuance?
4. Does the local government have the authority to legislate in the area for which the license or
permit is to be granted?
5. Are the requirements for issuance of a license or permit reasonable and have they been
consistently applied?
6. Do the items required prior to the issuance of a license or permit bear some reasonable
relationship to the activity to be allowed?
7. Has the local government sought to limit the number of persons who can receive the license or
permit?
8. If there is a limitation in the number of persons who may receive the license or permit, is there
statutory authority for such a limitation?
9. Has an applicant for a license or permit been given an opportunity to have a hearing if the
granting of a license or permit has been denied?
10. Has a hearing been held prior to the suspension or revocation of an existing license or permit?
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11. If in an area with a limited number of licenses or permits, can the agency present a reason for the
reduction, and has the identity of the business which will lose its license or permit been
determined in a non-discriminatory manner?
12. Is the refusal to issue, or revocation of, the license or permit justified, or solely in response to
public pressure?
13. Has the inspection or regulatory system of the agency been enforced in a non-discriminatory
manner, or is the person being singled out for enforcement?
14. Do the fees charged for licenses and permits bear a reasonable relation to the cost of
enforcement?
DUE PROCESS CHECKLIST - ZONING:
1. Does the city have a zoning ordinance and amendments thereto which have been adopted in a
procedurally correct manner?
2. Where the city seeks to enforce its zoning ordinance, are the pertinent provisions clear and
unambiguous'?
3. Is the agency interpreting and applying its zoning ordinance in a consistent manner`.
4. Is the city considering amending its zoning ordinance in a way which would only be applicable
to a single piece of property where other properties within the community have the same
characteristics?
5. Has the agency complied with any "Open Meetings Act" and other applicable requirements?
6. Where the rezone request originates with other than the property owner, was specific written
notice given to the property owner of the hearings and tendency of the proposed zoning change?
7. Has the local government taken and retained thorough minutes of meetings of the Planning
Commission, Board of Architectural Review, Board of Adjustment, Appeals Board, and
governing body, etc.?
8. Have all proper public hearings, with properly published notice, been held prior to adoption?
9. Has the city denied a zoning change solely in order to lessen competition for existing business?
10. Has the city permitted objectors to the proposed zoning to present their evidence, including the
presentation of the witnesses and the cross-examination of the witnesses of the applicant?
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11. Has the city denied a request for a zoning change based merely upon the objection of
neighboring property owners with no other justifiable findings of fact?
12. If covenants, conditions, renderings, etc. Are included as part of an approval, have those
covenants, etc. Been specifically incorporated in the ordinance, resolution or motion?
"TAKING" (INVERSE CONDEMNATION) CHECKLIST:
1. Is the regulation of property being done in order to advance a legitimate public interest?
2. Will a particular regulation deprive a property owner of every economically viable use of their
property?
3. Has the property owner taken actions such as expenditure of funds in reliance upon a municipal
action, such as granting of a building or utility permit?
4. Does the City action constitute a physical intrusion on the property?
5. Have the officials compiled a sufficient record setting forth the reasons for the action?
6. Is there a less intrusive way of achieving the same goal?
GENERAL ORDINANCE ADOPTION CHECKLIST:
1. Have all the statutory or local procedural requirements been followed?
2. Is the ordinance a subject upon which the City has Federal or State constitutional or statutory
authority to act?
3. As drafted, does the ordinance treat all similarly situated persons in the same way?
4. Are the terms of the ordinance clear enough so that people do not have to guess at its meaning'?
5. Does the ordinance clearly state what a person must do in order to comply with it'?
6. Does the ordinance define special or broad terms which it uses'?
7. Does the ordinance set sufficient standards for the officials who must enforce it, or does it give
the enforcing agent too much discretion in making a decision whether or not to do something?
8. Does the ordinance require that notice of hearing be given to a person whose rights are affected
by it'?
28
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
64
9. Does the ordinance require the official who is making a decision under it to give notice of that
decision and the reasons for it within a reasonable time?
10. Can the local government achieve its goal by using a less restrictive or intrusive means?
11. Do the ordinance provisions constitute a "prior restraint" on a person's First Amendment rights?
12. Has the agency created an adequate record or compiled sufficient evidence in order to support its
findings and conclusions for enacting the ordinance?
13. Is the ordinance too broad?
14. Does the ordinance so heavily burden a person's use of their property that it might be considered
a taking'?
15. If an ordinance is changing an existing local regulation, does it give persons a reasonable amount
of time to comply with the changes?
16. Have the Attorney and Risk Manager been consulted before taking action which might result in
claims against the agency or litigation?
17. Have similar ordinances been upheld elsewhere?
18. If an ordinance is challenged, would you consider suspending it pending a judicial
determination?
29
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
65
City of Seward, Alaska
COUNCIL REQUEST FOR LEGAL SERVICES*
COUNCIL
MEMBER:
DATE OF REQUEST: DATE RESPONSE
REQUIRED:
SUBJECT MATTER
DATE RECEIVED BY CLERK'S
CLERK: INITIALS:
FAXED TO ATTORNEY DATE:
BY:
ATTORNEY RESPONSE
ESTIMATE OF FULL RESEARCH/RESPONSE TIME AND EXPENSE (if nec.)
ATTORNEY: DATE:
*Submittal of this legal information request is predicated on the understanding between the City of
Seward and Birch Horton Bittner and Cherot that no charges for responding to this inquiry will be
payable by the city unless the estimate portion is completed and formal authorization to incur legal
research expenses is provided by the City Clerk.
A-1
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
66
City of Seward
TRAVEL AUTHORIZATION
A�ll Worm mfiqn nmt be r4mo4oled xW tho authwUslim arAwoved od"to,Pavol,
----------------
ig""M
....................... ..........
.............. ......... —---------- ......
00m, mvst tm comWeleff to confln"Por Diem for MeW*I
mono
VE�, (X A014 ( all 1�Pt
,AR RENTIA1,
lm/1 mmmmmm/ /m gmla ........... sa J eJRui"ilam—m.,
----—----------
...........
Ram
TRANSPORTA
ING TIONv1..
Ai'v"ouvit
-..........................................................OW $
........... . ... .......................... ..................
MFALS
............... ......
RE,613TRATION FEES $ -------
CAR RENTAL. MAI any,pool* k b"1*d bi jamothol,
.............. ................... A"my? JW*YE!$ No
TOTAL
Check Re" fi,,,v Advance
5i"'r .................................... Y MANAWX,,f,R
�PMIIIYAmqed ors P,/,/"'111"'A fOxW 111"af,"O,ov YJof, ti,vv n'om'
T r"Y'Kil 00j
...........................................................................
A-2
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
67
CIIY OF SEWARD lr*val at least I kc-xz e«mo6r,r canna
TRAVELEWENSE REPOnT
Midnight uo IOAM $12
tIS
10,16nmkm lom to midnight $36
Maetatwtwawtll
............................. ..................... ............
[late Deselk tion Milea e MeAs Other E s Total $57
.................
Mileage 5415 Cemsv$=00 oom,44'p to Archotag--
-------------- ----------------------------
www.www.w
...............to 11
AMOUNT(�'W PER QWM UVE
DATE B L Cl
t 12,00 $ 15010 $ 3000
................ ............ ......................................
............................................................................................. ............................................................. ............................. ............
Total#Mof Me,% ZT40
-r.A.s mit" $000 1000
LO
Finarres oval,
Aw, Icta 013Q80
Fund Cl T otvA
Lora l"Popw4 I
Cha!2;'%
bajancrr UU0 i"I V130 80
SchkdWe of eyve-ruses clammed ki4 txave4aod My-v dv(*s fans fomed hc r*oftn v kh OP.UsA d
5evmdbkAr*ss. I ccrof�l&iap.6--'abok*e"Pensf—'s woo e prw.a"ej bg mo,lo d*Cky ttf'Blew&d"a�d
has boon skkoy4aed,
Date NI.,waaxwem Head Appv�Afal UP
5f')rtwve Dry Maruaqw A;p^4 Dame
TRAWL AUTHOFUZATION MUSI HAVE BEEN FAID PAIUA 10 TRAVEL FOR
Mir Ise tepolts must be filled witINN't 10 days of travel to 4valsly lot I*umbufseftwm,
Ita tsa vol advance was i#eeWed&a tepoot is not filed vkhin 10 days,the total
amourot of the ttaveladvaace will be deducted horn pa"WIL
ATTACH ALL RECEWTS
------------------------------------------------------------------------------------------------------------------------------
A-3
Council Rules of Procedure Adopted Marcli 14,1994 As Amended Through June 13,2016
68
CITY ATTORNEY
EVALUATION CRITERIA
Responsibilities & Goals
PUBLIC
Following are the primary responsibilities of the City Attorney for the City of Seward:
ACTS AS CHIEF LEGAL CONSULTANT
• Advises City Council, City Manager and City Clerk on all matters of law.
• Drafts, or assists in the drafting of, ordinances, resolutions, contracts and agreements to
be made or entered into by the City, as needed or required. Approves the form of
ordinances.
• Represents the City in all action of law, unless otherwise deemed necessary.
• Attends meetings as required.
• Keeps the City advised of developments in municipal law and actions in other
communities and jurisdictions that may have an impact on the City's activities.
MAINTAINS GOOD RELATIONSHIP WITH CITY COUNCIL
• Responsive to direct requests from Council in a timely manner.
• Well prepared and knowledgeable about Council agenda items for which an attorney
review was requested.
• Ensures legal advice is clearly understood.
WORKS WELL WITH ADMINISTRATION, STAFF AND COUNCIL
• Adept at cost control.
• Provides solutions and/or alternatives to legal problems and issues.
• Provides training on various matters, such as open meetings act, contracts, ordinance and
resolution forms, etc.
• Consistent with maintaining the attorney-client privilege.
Following are the goals of the City Attorney as set by the City Council at the City Attorney's
previous evaluation:
GOAL I
GOAL 2
GOAL 3
{City Clerk will insert goals estahlished from the previous evaluation here}
A-4
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
69
CITY ATTORNEY
SELF-EVALUATION FORM
NOT PUBLIC
Circle the response that best reflects your personal observation with regards to each of the following
criteria:
5 Excellent
4 Above Average
3 Average
2 Below Average
1 Unacceptable
N/R Not Rated (not included in tally)
ACTS AS CHIEF LEGAL CONSULTANT
Advises City Council, City Manager and City Clerk on all matters of law. 1 2 3 4 5
N/R
Drafts, or assists in the drafting of, ordinances, resolutions, contracts and 1 2 3 4 5
agreements to be made or entered into by the City, as needed or required. N/R
Approves the form of ordinances.
Represents the City in all action of law, unless otherwise deemed necessary. 1 2 3 4 5
N/R
Attends meetings as required. 1 2 3 4 5
N/R
Keeps the City advised of developments in municipal law and actions in other 1 2 3 4 5
communities and jurisdictions that may have an impact on the City's activities. N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-5
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
70
MAINTAINS GOOD RELATIONSHIP WITH CITY COUNCIL
Responsive to direct requests from Council in a timely manner. 1 2 3 4 5
N/R
Well prepared and knowledgeable about Council agenda items for which an 1 2 3 4 5
attorney review was requested. N/R
Ensures legal advice is clearly understood. 1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
WORKS WELL WITH ADMINISTRATION, STAFF AND COUNCIL
Adept at cost control. 1 2 3 4 5
N/R
Provides solutions and/or alternatives to legal problems and issues. 1 2 3 4 5
N/R
Provides training on various matters, such as open meetings act, contracts, 1 2 3 4 5
ordinance and resolution forms, etc. N/R
Consistent with maintaining the attorney-client privilege. 1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-6
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
71
Following are the goals of the City Attorney as set by the City Council at the City Attorney's previous
evaluation:
GOAL 1
{City Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 2
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 3
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-7
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
72
OVERALLSCORE
Carry over the average score from each section:
Acts As Chief Legal Consultant
Maintains Good Relationship With City Council
Works Well With Administration, Staff And Council
Goals
All scores added together=
=4
Final Score =
Comments:
A-8
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
73
CITY COUNCIL
EVALUATION FORM
For City Attorney
NOT PUBLIC
Circle the response that best reflects your personal observation with regards to each of the following
criteria:
5 Excellent
4 Above Average
3 Average
2 Below Average
1 Unacceptable
N/R Not Rated (not included in tally)
ACTS AS CHIEF LEGAL CONSULTANT
Advises City Council, City Manager and City Clerk on all matters of law. 1 2 3 4 5
N/R
Drafts, or assists in the drafting of, ordinances, resolutions, contracts and 1 2 3 4 5
agreements to be made or entered into by the City, as needed or required. N/R
Approves the form of ordinances.
Represents the City in all action of law, unless otherwise deemed necessary. 1 2 3 4 5
N/R
Attends meetings as required. 1 2 3 4 5
N/R
Keeps the City advised of developments in municipal law and actions in other 1 2 3 4 5
communities and jurisdictions that may have an impact on the City's activities. N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-9
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
74
MAINTAINS GOOD RELATIONSHIP WITH CITY COUNCIL
Responsive to direct requests from Council in a timely manner. 1 2 3 4 5
N/R
Well prepared and knowledgeable about Council agenda items for which an 1 2 3 4 5
attorney review was requested. N/R
Ensures legal advice is clearly understood. 1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
WORKS WELL WITH ADMINISTRATION, STAFF AND COUNCIL
Adept at cost control. 1 2 3 4 5
N/R
Provides solutions and/or alternatives to legal problems and issues. 1 2 3 4 5
N/R
Provides training on various matters, such as open meetings act, contracts, 1 2 3 4 5
ordinance and resolution forms, etc. N/R
Consistent with maintaining the attorney-client privilege. 1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-10
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
75
Following are the goals of the City Attorney as set by the City Council at the City Attorney's previous
evaluation:
GOAL 1
{City Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 2
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 3
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-11
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
76
OVERALLSCORE
Carry over the average score from each section:
Acts As Chief Legal Consultant
Maintains Good Relationship With City Council
Works Well With Administration, Staff And Council
Goals
All scores added together=
=4
Final Score =
Comments:
A-12
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
77
CITY COUNCIL
EVALUATION SUMMARY
For City Attorney
PUBLIC
Evaluation Period:
City Attorney Firm:
City Attorney Name:
FINAL SCORE
Final Score:
COMMENTS
A-13
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
78
GOALS FOR COMING YEAR
Following are the goals of the City Attorney as set by the City Council at the City Attorney's current
evaluation for the coming year:
GOAL 1
{City Clerk will insert goals established from the previous evaluation here}
Identity a measurable component of the goal
{City Clerk will insert goals established from the previous evaluation here)
Identity a measurable component of the goal
GOAL 2
{City, Clerk will insert goals established from the previous evaluation here}
Identity a measurable component of the goal
{City Clerk will insert goals established from the previous evaluation here)
Identity a measurable component of the goal
GOAL 3
{City Clerk will insert goals established from the previous evaluation here)
Identity a measurable component of the goal
{City, Clerk will insert goals established from the previous evaluation here}
Identity a measurable component of the goal
ACKNOWLEDGED
City Attorney Signature Date
Mayor Signature Date
Council Member Signature from Tabulation Team Date
Council Member Signature from Tabulation Team Date
A-14
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
79
CITY CLERK
EVALUATION CRITERIA
Responsibilities & Goals
PUBLIC
Following are the primary responsibilities of the City Clerk for the City of Seward:
OVERSEES THE DAY-TO-DAY OPERATIONS OF THE CLERK'S OFFICE
• Keeps and maintains appropriate files and records of the City.
• Keeps informed of matters which may require Council action.
• Keep all ordinances, resolutions, agreements and contracts, when appropriate, of the City, and
authenticates such records, as necessary.
• Manages requests for public information.
• Ensures staff members are properly trained in procedures of the office.
• Shall attest the signature of the City Manager on all contracts, except as otherwise provided by
code, as approved by Council.
• Prepares travel documents and arrangements for Council members traveling on City business.
MAINTAINS GOOD WORKING RELATIONSHIP WITH CITY COUNCIL
• Shall be the clerk of the Council. Shall attend all meetings of the Council (or a representative)
and shall keep a record of its proceedings.
• Encourages a rapport that facilitates trust and coordination with Council.
• Disseminates complete accurate information that involves council action equally to all members
in a timely manner.
• Coordinates information, concerns, complaints from the public to Council members.
• Provides equipment and training, if necessary, to Council members.
• Acts as the Public Information Officer during severe emergency operations and is the focal point
for Council during emergency events.
• Acts as the parliamentary advisor to the Council during Council meetings.
• Coordinates and administers city elections, absentee voting, worker training and canvass boards
effectively.
• Administers all oaths of office and attests to the signature of the Mayor.
• Coordinates the public broadcast of Council meetings and maintains the audio record of those
meetings.
OVERSEES ANNUAL AND SPECIAL PROJECTS BUDGETS
• Develops an annual budget for Council review that identifies operational needs.
• Prepares a special project plan, implementation and budget for Council approval.
• Maintains Council's annual budget.
• Advises Council of needs for council chambers to provide adequate area for public meetings.
MAINTAINS POSITIVE RELATIONSHIP WITH THE PUBLIC
A-15
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
80
• Is the primary point of contact for public information requests, and is responsible for the timely
return of the requests.
• Provides information on public meetings and events.
• Is courteous and receptive to public concerns and complaints ,and documents them for the
affected department and Council review.
Following are the goals of the City Clerk as set by the City Council at the City Clerk's previous
evaluation:
GOAL 1
GOAL 2
GOAL 3
{City Clerk will insert goals estahlished f-om the previous evaluation here)
A-16
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
81
CITY CLERK
SELF-EVALUATION FORM
NOT PUBLIC
Circle the response that best reflects your personal observation with regards to each of the following
criteria:
5 Excellent
4 Above Average
3 Average
2 Below Average
1 Unacceptable
N/R Not Rated (not included in tally)
OVERSEES THE DAY-TO-DAY OPERATIONS OF THE CLERK'S OFFICE
Keeps and maintains appropriate files and records of the City. 1 2 3 4 5
N/R
Keeps informed of matters which may require Council action. 1 2 3 4 5
N/R
Keep all ordinances, resolutions, agreements and contracts, when appropriate, of 1 2 3 4 5
the City, and authenticates such records, as necessary. N/R
Manages requests for public information. 1 2 3 4 5
N/R
Ensures staff members are properly trained in procedures of the office. 1 2 3 4 5
N/R
Shall attest the signature of the City Manager on all contracts, except as 1 2 3 4 5
otherwise provided by code, as approved by Council. N/R
Prepares travel documents and arrangements for Council members traveling on 1 2 3 4 5
City business. N/R
Average Score:
Do not count NIR in the average score.
Comments:
A-17
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
82
MAINTAINS GOOD WORKING RELATIONSHIP WITH CITY COUNCIL
Shall be the clerk of the Council. Shall attend all meetings of the Council (or a 1 2 3 4 5
representative) and shall keep a record of its proceedings. N/R
Encourages a rapport that facilitates trust and coordination with Council. 1 2 3 4 5
N/R
Disseminates complete accurate information that involves council action equally 1 2 3 4 5
to all members in a timely manner. N/R
Coordinates information, concerns, complaints from the public to Council 1 2 3 4 5
members. N/R
Provides equipment and training, if necessary, to Council members. 1 2 3 4 5
N/R
Acts as the Public Information Officer during severe emergency operations and is 1 2 3 4 5
the focal point for Council during emergency events. N/R
Acts as the parliamentary advisor to the Council during Council meetings. 1 2 3 4 5
N/R
Coordinates and administers city elections, absentee voting, worker training and 1 2 3 4 5
canvass boards effectively. N/R
Administers all oaths of office and attests to the signature of the Mayor. 1 2 3 4 5
N/R
Coordinates the public broadcast of Council meetings and maintains the audio 1 2 3 4 5
record of those meetings. N/R
Average Score:
Do not count NIR in the average score.
Comments:
A-18
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
83
OVERSEES ANNUAL AND SPECIAL PROJECTS BUDGETS
Develops an annual budget for Council review that identifies operational needs. 1 2 3 4 5
N/R
Prepares a special project plan, implementation and budget for Council approval. 1 2 3 4 5
N/R
Maintains Council's annual budget. 1 2 3 4 5
N/R
Advises Council of needs for council chambers to provide adequate area for 1 2 3 4 5
public meetings. N/R
Average Score:
Do not count N/R in the average score.
Comments:
MAINTAINS POSITIVE RELATIONSHIP WITH THE PUBLIC
Is the primary point of contact for public information requests, and is responsible 1 2 3 4 5
for the timely return of the requests. N/R
Provides information on public meetings and events. 1 2 3 4 5
N/R
Is courteous and receptive to public concerns and complaints ,and documents 1 2 3 4 5
them for the affected department and Council review. N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-19
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
84
Following are the goals of the City Clerk as set by the City Council at the City Clerk's previous
evaluation:
GOAL 1
{City Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 2
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 3
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-20
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
85
OVERALLSCORE
Carry over the average score from each section:
Oversees The Day-To-Day Operations Of The Clerk's Office
Maintains Good Working Relationship With City Council
Oversees Annual And Special Projects Budgets
Maintains Positive Relationship With The Public
Goals
All Scores Added Together=
= 5
Final Score =
Comments:
A-21
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
86
CITY COUNCIL
EVALUATION FORM
For City Clerk
NOT PUBLIC
Circle the response that best reflects your personal observation with regards to each of the following
criteria:
5 Excellent
4 Above Average
3 Average
2 Below Average
1 Unacceptable
N/R Not Rated (not included in tally)
OVERSEES THE DAY-TO-DAY OPERATIONS OF THE CLERK'S OFFICE
Keeps and maintains appropriate files and records of the City. 1 2 3 4 5
N/R
Keeps informed of matters which may require Council action. 1 2 3 4 5
N/R
Keep all ordinances, resolutions, agreements and contracts, when appropriate, of 1 2 3 4 5
the City, and authenticates such records, as necessary. N/R
Manages requests for public information. 1 2 3 4 5
N/R
Ensures staff members are properly trained in procedures of the office. 1 2 3 4 5
N/R
Shall attest the signature of the City Manager on all contracts, except as 1 2 3 4 5
otherwise provided by code, as approved by Council. N/R
Prepares travel documents and arrangements for Council members traveling on 1 2 3 4 5
City business. N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-22
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
87
MAINTAINS GOOD WORKING RELATIONSHIP WITH CITY COUNCIL
Shall be the clerk of the Council. Shall attend all meetings of the Council (or a 1 2 3 4 5
representative) and shall keep a record of its proceedings. N/R
Encourages a rapport that facilitates trust and coordination with Council. 1 2 3 4 5
N/R
Disseminates complete accurate information that involves council action equally 1 2 3 4 5
to all members in a timely manner. N/R
Coordinates information, concerns, complaints from the public to Council 1 2 3 4 5
members. N/R
Provides equipment and training, if necessary, to Council members. 1 2 3 4 5
N/R
Acts as the Public Information Officer during severe emergency operations and is 1 2 3 4 5
the focal point for Council during emergency events. N/R
Acts as the parliamentary advisor to the Council during Council meetings. 1 2 3 4 5
N/R
Coordinates and administers city elections, absentee voting, worker training and 1 2 3 4 5
canvass boards effectively. N/R
Administers all oaths of office and attests to the signature of the Mayor. 1 2 3 4 5
N/R
Coordinates the public broadcast of Council meetings and maintains the audio 1 2 3 4 5
record of those meetings. N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-23
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
88
OVERSEES ANNUAL AND SPECIAL PROJECTS BUDGETS
Develops an annual budget for Council review that identifies operational needs. 1 2 3 4 5
N/R
Prepares a special project plan, implementation and budget for Council approval. 1 2 3 4 5
N/R
Maintains Council's annual budget. 1 2 3 4 5
N/R
Advises Council of needs for council chambers to provide adequate area for 1 2 3 4 5
public meetings. N/R
Average Score:
Do not count N/R in the average score.
Comments:
MAINTAINS POSITIVE RELATIONSHIP WITH THE PUBLIC
Is the primary point of contact for public information requests, and is responsible 1 2 3 4 5
for the timely return of the requests. N/R
Provides information on public meetings and events. 1 2 3 4 5
N/R
Is courteous and receptive to public concerns and complaints ,and documents 1 2 3 4 5
them for the affected department and Council review. N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-24
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
89
Following are the goals of the City Clerk as set by the City Council at the City Clerk's previous
evaluation:
GOAL 1
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 2
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 3
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-25
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
90
OVERALLSCORE
Carry over the average score from each section:
Oversees The Day-To-Day Operations Of The Clerk's Office
Maintains Good Working Relationship With City Council
Oversees Annual And Special Projects Budgets
Maintains Positive Relationship With The Public
Goals
All Scores Added Together=
= 5
Final Score =
Comments:
A-26
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
91
CITY COUNCIL
EVALUATION SUMMARY
For City Clerk
PUBLIC
Evaluation Period:
City Clerk Name:
FINAL SCORE
Final Score:
COMMENTS
A-27
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
92
GOALS FOR COMING YEAR
Following are the goals of the City Clerk as set by the City Council at the City Clerk's current
evaluation for the coming year:
GOAL 1
{City Clerk will insert goals established from the previous evaluation here}
Identity a measurable component of the goal
{City Clerk will insert goals established from the previous evaluation here)
Identity a measurable component of the goal
GOAL 2
{City Clerk will insert goals established from the previous evaluation here}
Identity a measurable component of the goal
{City Clerk will insert goals established from the previous evaluation here)
Identity a measurable component of the goal
GOAL 3
{City Clerk will insert goals established from the previous evaluation here)
Identity a measurable component of the goal
{City Clerk will insert goals established from the previous evaluation here}
Identity a measurable component of the goal
ACKNOWLEDGED
City Clerk Signature Date
Mayor Signature Date
Council Member Signature from Tabulation Team Date
Council Member Signature from Tabulation Team Date
A-28
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
93
CITY MANAGER
EVALUATION CRITERIA
Responsibilities & Goals
PUBLIC
Following are the primary responsibilities of the City Manager for the City of Seward:
OVERSEES THE DAY-TO-DAY OPERATIONS OF ALL MUNICIPAL SERVICES
• Manages workforce and mediates personnel issues.
• Manages all finances, budgets and investments of the city.
• Negotiates and/or reviews contracts and leases.
• Ensures daily operations of city departments are within the goals set by the Council and the
community.
• Ensures the enforcement of city codes and ordinances.
• Functions as the Incident Commander for major emergencies as detailed in the City's Emergency
Operations Plan.
• Verbal and written communications are thoughtful, clear and to the point.
OVERSEES PROJECTS
• Facilitates project development, coordination and prioritization.
• Oversees all project implementation plans and budgets.
• Monitors and reports projects status and budget to Council in a timely manner.
• With the Finance Director, facilitates issuance of municipal bonds, as required.
• Ensures contracts for projects are adhered to.
MAINTAINS A GOOD WORKING RELATIONSHIP WITH CITY COUNCIL
• Encourages rapport that facilitates trust and cooperation.
• Carries out directives of the body.
• Disseminates complete and accurate information equally to all members in a timely manner.
• Responds cooperatively to requests and advice.
• Supports the actions of the elected body, both inside and outside of the organization, after a
decision has been reached.
• Works with Council to facilitate and develop their thoughts and ideas into cohesive policy.
REPRESENTS THE CITY ON ALL TECHNICAL MATTERS WITH EXTERNAL AGENCIES
• Acts as lobbyist, or coordinates with the City's lobbyist, with state and federal legislators.
• Acts as a point of contact for state and federal agencies.
• Represents the city with other municipalities and municipal groups.
• When requested, coordinates public meetings with outside agencies or groups that may have an
impact on the community.
• Skillfully and favorably represents the City to the press,radio and television.
A-29
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
94
MAINTAINS A POSITIVE RELATIONSHIP WITH THE PUBLIC
• Is available for public comments, issues or complaints.
• Coordinates resolution of public issues or concerns.
• Makes an appropriate effort to maintain citizen satisfaction with services.
• Is responsive to citizen requests for information in a timely manner.
• Represents Council's positions/policies accurately and effectively to the public.
• Acts as an active liaison with the business community to assist in maintaining current businesses,
and strives to attract new businesses to the City.
FISCAL
• Manages the financial resources of the City to ensure the City maintains a sound financial
condition.
• Has a sound approach to the budget preparation and review processes which aids Council in
developing a realistic budget that is submitted on time.
• Effective in controlling costs through the economic utilization of manpower, materials, and
equipment.
• Provides sufficient information on the current financial status ofthe City.
• Communicates concerns in a timely manner to the Council regarding issues that may
significantly affect the City fiscally in the foreseeable future.
Following are the goals of the City Manager as set by the City Council at the City Manager's previous
evaluation:
GOAL I
GOAL 2
GOAL 3
{City Clerk will insert goals established from the previous evaluation here)
A-30
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
95
CITY MANAGER
SELF-EVALUATION FORM
NOT PUBLIC
Circle the response that best reflects your personal observation with regards to each of the following
criteria:
5 Excellent
4 Above Average
3 Average
2 Below Average
1 Unacceptable
N/R Not Rated (not included in tally)
OVERSEES THE DAY-TO-DAY OPERATIONS OF ALL MUNICIPAL SERVICES
Manages workforce and mediates personnel issues. 1 2 3 4 5
N/R
Manages all finances, budgets and investments of the city. 1 2 3 4 5
N/R
Negotiates and/or reviews contracts and leases. 1 2 3 4 5
N/R
Ensures daily operations of city departments are within the goals set by the 1 2 3 4 5
Council and the community. N/R
Ensures the enforcement of city codes and ordinances. 1 2 3 4 5
N/R
Functions as the Incident Commander for major emergencies as detailed in the 1 2 3 4 5
City's Emergency Operations Plan. N/R
Verbal and written communications are thoughtful, clear and to the point. 1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-31
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
96
OVERSEES PROJECTS
Facilitates project development, coordination and prioritization. 1 2 3 4 5
N/R
Oversees all project implementation plans and budgets. 1 2 3 4 5
N/R
Monitors and reports projects status and budget to Council in a timely manner. 1 2 3 4 5
N/R
With the Finance Director, facilitates issuance of municipal bonds, as required. 1 2 3 4 5
N/R
Ensures contracts for projects are adhered to. 1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
MAINTAINS A GOOD WORKING RELATIONSHIP WITH CITY COUNCIL
Encourages rapport that facilitates trust and cooperation. 1 2 3 4 5
N/R
Carries out directives of the body. 1 2 3 4 5
N/R
Disseminates complete and accurate information equally to all members in a 1 2 3 4 5
timely manner. N/R
Responds cooperatively to requests and advice. 1 2 3 4 5
N/R
A-32
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
97
Supports the actions of the elected body, both inside and outside of the 1 2 3 4 5
organization, after a decision has been reached. N/R
Works with Council to facilitate and develop their thoughts and ideas into 1 2 3 4 5
cohesive policy. N/R
Average Score:
Do not count N/R in the average score.
Comments:
REPRESENTS THE CITY ON ALL TECHNICAL MATTERS WITH EXTERNAL AGENCIES
Acts as lobbyist, or coordinates with the City's lobbyist, with state and federal 1 2 3 4 5
legislators. N/R
Acts as a point of contact for state and federal agencies. 1 2 3 4 5
N/R
Represents the city with other municipalities and municipal groups. 1 2 3 4 5
N/R
When requested, coordinates public meetings with outside agencies or groups 1 2 3 4 5
that may have an impact on the community. N/R
1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
FISCAL
Manages the financial resources of the City to ensure the City maintains a sound 1 2 3 4 5
financial condition. N/R
A-33
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
98
Has a sound approach to the budget preparation and review processes which aids 1 2 3 4 5
Council in developing a realistic budget that is submitted on time. N/R
Effective in controlling costs through the economic utilization of manpower, 1 2 3 4 5
materials, and equipment. N/R
Provides sufficient information on the current financial status of the City. 1 2 3 4 5
N/R
Communicates concerns in a timely manner to the Council regarding issues that 1 2 3 4 5
may significantly affect the City fiscally in the foreseeable future. N/R
Average Score:
Do not count N/R in the average score.
Comments:
MAINTAINS POSITIVE RELATIONSHIP WITH THE PUBLIC
Is the primary point of contact for public information requests, and is responsible 1 2 3 4 5
for the timely return of the requests. N/R
Provides information on public meetings and events. 1 2 3 4 5
N/R
Is courteous and receptive to public concerns and complaints ,and documents 1 2 3 4 5
them for the affected department and Council review. N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-34
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
99
Following are the goals of the City Manager as set by the City Council at the City Manager's previous
evaluation:
GOAL 1
{City Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 2
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 3
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-35
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
100
OVERALLSCORE
Carry over the average score from each section:
Oversees The Day-To-Day Operations Of All Municipal Services
Oversees Projects
Maintains A Good Working Relationship With City Council
Represents The City On All Technical Matters With External Agencies
Maintains A Positive Relationship With The Public
Fiscal
Goals
All Scores Added Together=
= 7
Final Score =
Comments:
A-36
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
101
CITY COUNCIL
EVALUATION FORM
For City Manager
NOT PUBLIC
Circle the response that best reflects your personal observation with regards to each of the following
criteria:
5 Excellent
4 Above Average
3 Average
2 Below Average
1 Unacceptable
N/R Not Rated (not included in tally)
OVERSEES THE DAY-TO-DAY OPERATIONS OF ALL MUNICIPAL SERVICES
Manages workforce and mediates personnel issues. 1 2 3 4 5
N/R
Manages all finances, budgets and investments of the city. 1 2 3 4 5
N/R
Negotiates and/or reviews contracts and leases. 1 2 3 4 5
N/R
Ensures daily operations of city departments are within the goals set by the 1 2 3 4 5
Council and the community. N/R
Ensures the enforcement of city codes and ordinances. 1 2 3 4 5
N/R
Functions as the Incident Commander for major emergencies as detailed in the 1 2 3 4 5
City's Emergency Operations Plan. N/R
Verbal and written communications are thoughtful, clear and to the point. 1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-3 7
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
102
OVERSEES PROJECTS
Facilitates project development, coordination and prioritization. 1 2 3 4 5
N/R
Oversees all project implementation plans and budgets. 1 2 3 4 5
N/R
Monitors and reports projects status and budget to Council in a timely manner. 1 2 3 4 5
N/R
With the Finance Director, facilitates issuance of municipal bonds, as required. 1 2 3 4 5
N/R
Ensures contracts for projects are adhered to. 1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-3 8
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
103
MAINTAINS A GOOD WORKING RELATIONSHIP WITH CITY COUNCIL
Encourages rapport that facilitates trust and cooperation. 1 2 3 4 5
N/R
Carries out directives of the body. 1 2 3 4 5
N/R
Disseminates complete and accurate information equally to all members in a 1 2 3 4 5
timely manner. N/R
Responds cooperatively to requests and advice. 1 2 3 4 5
N/R
Supports the actions of the elected body, both inside and outside of the 1 2 3 4 5
organization, after a decision has been reached. N/R
Works with Council to facilitate and develop their thoughts and ideas into 1 2 3 4 5
cohesive policy. N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-39
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
104
REPRESENTS THE CITY ON ALL TECHNICAL MATTERS WITH EXTERNAL AGENCIES
Acts as lobbyist, or coordinates with the City's lobbyist, with state and federal 1 2 3 4 5
legislators. N/R
Acts as a point of contact for state and federal agencies. 1 2 3 4 5
N/R
Represents the city with other municipalities and municipal groups. 1 2 3 4 5
N/R
When requested, coordinates public meetings with outside agencies or groups 1 2 3 4 5
that may have an impact on the community. N/R
1 2 3 4 5
N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-40
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
105
Following are the goals of the City Manager as set by the City Council at the City Manager's previous
evaluation:
GOAL 1
{City Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 2
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
GOAL 3
{City Clerk will insert goals established from the previous evaluation here) 1 2 3 4 5
Identity a measurable component of the goal N/R
{City, Clerk will insert goals established from the previous evaluation here} 1 2 3 4 5
Identity a measurable component of the goal N/R
Average Score:
Do not count N/R in the average score.
Comments:
A-41
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
106
OVERALLSCORE
Carry over the average score from each section:
Oversees The Day-To-Day Operations Of All Municipal Services
Oversees Projects
Maintains A Good Working Relationship With City Council
Represents The City On All Technical Matters With External Agencies
Maintains A Positive Relationship With The Public
Fiscal
Goals
All Scores Added Together=
= 7
Final Score =
Comments:
A-42
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
107
CITY COUNCIL
EVALUATION SUMMARY
For City Manager
PUBLIC
Evaluation Period:
City Manager Name:
FINAL SCORE
Final Score:
COMMENTS
A-43
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
108
GOALS FOR COMING YEAR
Following are the goals of the City Manager as set by the City Council at the City Manager's current
evaluation for the coming year:
GOAL 1
{City Clerk will insert goals established from the previous evaluation here}
Identity a measurable component of the goal
{City Clerk will insert goals established from the previous evaluation here)
Identity a measurable component of the goal
GOAL 2
{City, Clerk will insert goals established from the previous evaluation here}
Identity a measurable component of the goal
{City Clerk will insert goals established from the previous evaluation here)
Identity a measurable component of the goal
GOAL 3
{City Clerk will insert goals established from the previous evaluation here)
Identity a measurable component of the goal
{City, Clerk will insert goals established from the previous evaluation here}
Identity a measurable component of the goal
ACKNOWLEDGED
City Manager Signature Date
Mayor Signature Date
Council Member Signature from Tabulation Team Date
Council Member Signature from Tabulation Team Date
A-44
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
109
ROBERTS Rt.Jl-,,.ES OF ORDER
CLASSIFICATION OF MOTIONS
Motions. ;also referred to ors "questions-, aw proposals mailc before the triect-
ing for consideration and action of the members, Roberts Rules of 0rdcr clas-
sifics triotions as follou s,
Privileged notions - The highest ranking motion-, one duct is
not directly related to any, other motion being considered but
takes precedence over it and all other motions. (i,c, - motion
to adjounf)
Incidental Motions . a motion that is prompted by or arises
frown another rrrotion,
u sidiall)y or secondat)) motions - a motion applied to an-
other motion currently being considered as a means ofdis-
posing of the other motion.
Main or principal motion - any motion to introduce business
at a erecting.
1. PRIVILEGED MOTIONS
1, T fix time of next ineet ng
2, To Adjourn
Question of Privilege
4. To call for Orders of the Day
1. Rise to a point; of Order
r
. Appeal
I To Suspend the Rules
4. To create special orders
. °"r,o Withdraw or Renew a Motion
6� Voting; - Division - Motion to Ballot.
'. Objection to Consideration
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
110
„t
Robert's Rules Parliamentary Pi-oceidjure
Mations Chart,
The motions below airee fisted Cirri order of precedence.A matio n can be introduced if it
Is Wgher on'the chart than the pending motion,
Y'ou Want, You Say* Interrupt? n t Debate Arrrlusnd? te"r7M.
t t'ics>e meeung i move to adjourn No Yes No No Majority
§20 Take Ninr°ealNu i rrnave to recess for-, No Yes No y0s f ajrnri y
§19 Register° i rise to ar pun'unstuce°n of
crnrnnpgaimt privde e "fins, N ri No No None
§18, Mahe fbIlow s"ali for the ordors,of Yes n tin �n Noneagenda the day
§11 Lay aside' i move to lay the No Yes etc
temporarily' question Damn the tablia c Majority
§t Curse,debate i move the previous
question No Yes No No 2/3
§15 U unit ar extend 1 move,that drmdate be
debate hrnite4 to"'. No yes, No yes, 2/
§14 Postpone to a. I rnnave,to postpone the No 'Yes Yes Yea Majority
certain tir ne rromtion to.,�
§13 Rrfer tc i move,to rr er the o YVS Yes, Yes; MIJ10rit°y
committee "Motion, to...
§12 MeirNlgfy^ wording rn+f 1 rnnunve to arnernd th,um
motion rroat.icmn try,,,, ern yes yes Mel iajiiritur
1.1 Kill Maim rrmrotionn VI move that tlf�ne motion,
be postponed No Yes Yes No Vilajtority
indefinitely
§10, Bringbt Wness; i move that
before assermbiir [or'tco''j—. No Yea 'anus. yes Majority
( maim motion)
Incidental Matt orn w no ord ;r of Iprrecedtoonce, Arise I ncidenital ly a;rnd;are decided
Irnmedilatelly.
You Want, You Say. Inte'rruput end? bate,? Amend' Vote?
§23 Enforce rules- Point,of!Order Yes No No Nio ?stone
§24 Submit matter to t appeal from the yes germ Varies No Majority
assernnbly decieYarn of the:chair
§25 Sruspend rules i move to susppei and the fern Yea No No 2Y
rule
§26,4void main motion t clbtret to,the
altogether consideration oft he Ye's. No No No /
question
§22 Divide mantion i move to divide the
question
No far, Not fata,jrnirit
429 Demand a rising Dilviision
vote yes No No No None
§ 3 Parfiarme;ntary 1-a w Parliamentary Nn uir'y Yes ,c n P��r
question None
§33 Request for lkequestfor information 'ids No, No No None
irnf'orrrnabon
Motions"Tha:t Sri ng a t rnestion Agiain p efore the Assembly - nrn ordler of pnre+cebdernce.
Introduce only whien notbing,else Is pe;adliin .
Your Want: You y: Interrupt? 2ind ' Debate? Amend? Vote'?
34 Take matter t move to take
frcr'n table from the tanble . P�irn �cus NoNoMajority§ Carncell i move to resciinnd!,-”" No yes Ye' a s 3;onr I�tajoritfr
Council R previous antic itin notice c 13,2016
§37 Rer,':an Wer I move to No Ye. vahes No Mail Orit'y
motion reconsider..
111
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C-3
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
112
City of Seward
City Council
Mobile Device Acceptable Use Policy
1. Purpose. The City of Seward recognizes the benefits of utilizing digital communication and
information, and supports the utilization of the mobile devices by the City Council. Users of
City-issued mobile devices acknowledge, understand, and agree to abide by the terms of this
policy.
2. Receipt of mobile device. The City Clerk's Office will issue mobile devices that include
appropriate applications for uses relating to City business. The mobile devices will serve as the
sole source of meeting packets, and paper packets will not be provided except in the event that
technical problems require the use of paper packets. A City-issued mobile device is defined to
include the device itself, and any other accessories provided by the City such as power cords,
stylus tools, keyboard cases, etc.
3. Care of mobile device. Users are responsible for the general care of the mobile device that they
have been issued by the City. Mobile devices must remain free of any writing, drawing, stickers,
or labels that are not the property of the City. Only a clean, soft cloth should be used to clean the
screen. Users may consult with the IT Department or City Clerk with any questions or concerns
related to appropriate care of the mobile device.
4. Software on mobile device. The software and applications installed by the City must remain on
the mobile device in usable condition and be readily accessible at all times. From time to time,
the City may add or upgrade software applications such that users may be required to check in
their mobile devices with the IT Department or the City Clerk for periodic updates and syncing.
In the event it becomes necessary to restore a mobile device to its original condition, the City
will not be held responsible for the loss of any software, documents, photos or other content that
may be deleted due to the need to re-format and/or re-image the mobile device. Any applications,
software, files, or content downloaded via the Internet into the City systems become the property
of the City and may only be used in ways that are consistent with applicable licenses,
trademarks, or copyrights.
Files from sources that a user may have any reason to believe may be untrustworthy shall not be
downloaded, nor shall files attached to email transmissions be opened and read unless the user
has knowledge that they originate from a trustworthy source. Downloaded files and attachments
may contain viruses or hostile applications that could damage the City's information systems.
Users will be liable for any expenses incurred by the City arising from a user's breach of security
caused by files obtained for non-City business purposes.
5. Life of the mobile device. The technological life of the mobile devices will vary; therefore, the
mobile devices will be assessed periodically and, when necessary, the City will purchase
upgraded devices through the budgeting process. Decommissioned devices will be placed in the
City surplus sale for public auction.
C-4
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
113
6. Security of the mobile device. The user shall maintain a secure PIN or other password
protection and a time-out setting on the device to avoid access by unauthorized users, and shall
physically secure the mobile device to restrict unauthorized access. The PIN must be provided to
the City Clerk's Office and through the Clerk's Office made accessible to the Information
Technology(IT) Department. The PIN may not be shared with any unauthorized users.
7. WARNING —NO PRIVACY. There is no privacy granted to any user regarding use of a City-
provided mobile device. The City retains the absolute right to inspect, retain, or otherwise gather
any Internet-related data or evidence of activity including e-mail, e-mail attachments,
downloaded files, or browser history of sites visited using any City-provided mobile device.
Users of City-provided mobile devices should consider any Internet activity or other mobile
device use to be monitored by the City. Communications, whether relating to City business or
not, made via City-issued devices may be subject to disclosure under the Public Records Act or
for litigation purposes unless a privilege or exception exists that justifies withholding the
information.
S. Audits. All mobile devices are subject to audit by the Information Technology Department. If
contacted by IT, users have three days to provide their mobile device to the IT Director. They
may be provided a "loaner" to use in the interim. Typically, the IT Department will return the
mobile device to the user within five business days.
9. Representations. In any posting to public forums, networking sites, or e-mail correspondence,
users must take care to ensure that their personal statements, views and opinions are not
misconstrued as official positions of the City. Users may not represent their statements as official
City policy unless authorized to do so.
10. Email Usage for City Business. For the purposes of activity related to City business, the user
shall conduct all email communication through their assigned City email account. To preserve
public records, all email messages that are sent to or from a user's City email account on the
mobile device are routed through a City server and archived on the City computer network.
Such messages may be public records that are subject to public access and inspection. Mobile
device users have no expectation of privacy in those messages. The user's City email account
may be synced to the user's individual mobile device. Personal email boxes may be synced to the
City-provided mobile device as well, but all City-related business must be conducted through the
City email address or copied to the City email address if the user's personal email box is used.
Text messages sent to or from a user's City-provided mobile device are not routed through a City
server or archived on the City computer network, and hence, are not preserved as public records.
Users may not use text messages for communications about City business that must be preserved
as public records for their informational value or as evidence of the organization or operation of
the City. A user's use of a City-provided mobile device to send text messages for City business
must be limited to communications that are transitory—those that after their immediate use will
C-5
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
114
have no value as evidence of the organization or operation of the City, such as routine
appointment and scheduling requests.
11. Acceptable Use. The mobile device, Internet and email access provided are tools for conducting
City business. Thus, use of such tools will be primarily for City business related purposes; i.e., to
review City Council agenda materials, obtain useful information for City-related business
communications as appropriate. All of the City's computer systems, including the mobile device,
are considered to be public property. Mobile device, Internet, and email activities will be
traceable to the City and may impact the reputation of the City. Users are expected to exercise
good judgment and restraint in their personal use of City-provided mobile devices. City-issued
mobile devices shall not be used to send or knowingly download any vulgar, discriminatory, or
pornographic content. Users shall refrain from making any false or defamatory statements or
committing otherwise unlawful, unprofessional or unethical acts utilizing a City-issued mobile
device.
City-issued mobile devices are not to be used for operating a business for personal gain, sending
chain letters, or for any other purpose that interferes with normal City business activities. Users
shall not use City-issued mobile devices for any illegal activity.
Except in an emergency, users shall not use email, instant messaging, text messaging, or similar
forms of electronic communications at any time during a meeting of the City Council. Users
shall not use the mobile device in any way as to violate the Open Meetings Act requirements of
the State of Alaska.
Mobile device users are allowed to have music and install applications on their mobile device;
however, the items downloaded and synced to the mobile device must be in compliance with
Federal copyright laws and shall be acquired at the expense of the user and will be deemed
surrendered and forfeited, including any content created by a user on the mobile device, when
the mobile device is decommissioned. All applications used in the course of business-related
activities shall be secured in conjunction with the City Clerk's Department.
12. User Responsibility. It is the responsibility of the user to ensure the City-provided mobile
device is kept in a reasonable and safe condition. Should a mobile device be accidentally lost,
damaged, or stolen, responsibility for replacement shall be as follows:
a. First time: City shall repair or replace at no cost to the user.
b. Second time: The City shall pay half the cost of repair or replacement and the user shall
pay half the cost.
C. Thereafter: The user shall be entirely responsible for repair or replacement costs and shall
replace the unit within two weeks of the equipment loss.
Mobile devices that are damaged or destroyed through intentional misuse must be repaired or
replaced at the user's expense.
C-6
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
115
The user of the device must notify the City Clerk's Office immediately or as soon as practicable
upon loss, theft or suspected loss/theft of the device. Where possible, the contents of the device
will be remotely erased and the services associated with the device will be disabled.
13. Return of the mobile device. Users shall return their mobile device to the City Clerk's
Department when the individual's term and service as Mayor or Councilmember has ended.
Upon return of the mobile device to the City and following the preparation of any appropriate
backup files, the mobile device will be wiped clean of any and all information.
14. Indemnification. The City bears no responsibility whatsoever for any legal action threatened or
commenced due to conduct and activities of users in accessing or using these resources. All users
agree to indemnify and hold harmless the City against any and all claims of any kind or nature
whatsoever for damages, including tangible and intangible damages, costs and expenses suffered
by the City arising out of any unlawful or improper conduct and activity related to City-provided
mobile devices, and in respect of any action, settlement or compromise, or any statutory
infringement.
15. Compliance with Policy. Any violation of this policy may result in discipline as deemed
appropriate by the City Council.
I hereby certify that I have received a written copy of the City Council Mobile Device Acceptable Use
Policy. I have read and fully understand the terms of this policy and agree to abide by it.
Dated: By:
(Elected Official's Signature)
(Printed Name)
C-7
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
116
LEGISLATIVE HISTORY
Below is a legislative history of the Rules of Council Procedure and its amendments:
RESOLUTION ACTION EFFECTIVE
1994-031 Approving City Council Rules Of Procedure 3/14/1994
1995-078 Amending The Council's Rules Of Procedure 7/10/1995
1996-037 Approving The City Council Agenda Format And Regulations Governing Public 3/28/1996
Participation In City Council Meetings
1996-088 Amending City Council Rules Of Procedure, Rule 39, Council Travel 7/8/1996
1996-108 Amending The City Council's Adopted Rules Of Procedure 8/26/1996
1998-013 Amending The City Council Rules Of Procedure To Amend Rule 26, Order Of 2/23/1998
Business,And Rule 27,Addressing The Council By The Public To Allow Citizen's
Comments On Items Not Appearing On The Agenda
2003-095 Amending Rule 27 Of'The City Council Rules Of Procedure, Eliminating The Need 9/4/2003
For A Physical Address To Be Given While Addressing The City Council
2003-101 Amending Introduction Page Ii Of'The City Council Rules Of'Procedure, Relating 10/23/2003
To A Change In The Regular Meeting Day Of The Planning And Zoning
Commission
2003-116 Amending Rule 7, Rule 11, Rule 13,Rule 15,Rule 23, Rule 24, Rule 27(B)(1), Rule 11/24/2003
27(2)(A),Rule 27(2)(C),Rule 27(11)(D), Rule 28 (D), Rule 32 (A), Rule 34 (A),
Rule 36(B), Rule 38, Rule 39, Rule 40,And Rule 42 Of The City Council Rules Of
Procedures,Deleting Gender Specific Wording
2003-117 Amending The Introduction Page I Paragraph 4 Of The City Council Rules Of 11/24/2003
Procedures To Delete Gender Specific Wording
2003-118 Amending What Is Now Page 22 Section V#4 Of The City Council Rules To Delete 11/24/2003
Gender Specific Wording
2003-119 Amending What Is Now Page 25 Section IV Under The Heading "Due Process 11/24/2003
Checklist Licenses And Permits"Of The City Council Rules Of Procedures To
Delete Gender Specific Wording
2003-120 Amending What Is Now Page 27 Section VI 42 Under The Heading "Taking 11/24/2003
(Inverse Condemnation) Checklist"Of The City Council Rules Of Procedures To
Delete Gender Specific Wording
2003-121 Amending What Is Now Page 28 Section VI 414 Under The Heading "General 11/24/2003
Ordinance Adoption Checklist"Of The City Council Rules Of Procedures, To
Delete Gender Specific Wording
2003-122 Amending Rule 16 Of The City Council Rules Of Procedures, Relating To A 11/24/2003
Change In The Month That Salary Negotiations Would Take Place For The City
Clerk And City Manager
2003-123 Amending Rule 9 (A)And Rule 9(B) Of The City Council Rules Of Procedures 11/24/2003
Relating To A Change In The Deadline For Adding Items To The City Council
Agenda
2003-124 Amending Rule 8 (C) Of The City Council Rules Of Procedures Adding Reference 11/24/2003
To The Seward Charter And Seward City Code Regarding The Deadline For
Delivering Mail To Council, City Manager, Newspaper And Radio Stations, And
Deleting Unnecessary Verbiage
2003-125 Amending Rule 20(B)(2) On Page 7 Of The City Council Rules Of'Procedures 11/24/2003
Adding A Sentence And Referencing Seward Charter 3.51,Regarding Obligations
Of Council Members Procedure
D-1
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
117
RESOLUTION ACTION EFFECTIVE
2003-126 Amending Rule 32 (A)And Rule 32 (B) On Page 17 Of The City Council Rules Of 11/24/2003
Procedures Deleting Gender Specific Wording, Adding Verbiage Regarding The
Effective Date Of Emergency Ordinances And Adding Reference To Seward City
Code
2003-127 Amending Rule 37 Of The City Council Rules Of Procedures Deleting Gender 11/24/2003
Specific Wording And Adding Reference To Seward City Code
2004-003 Amending Rule 41 Of The City Council Rules Of Procedures Updating The 1/122004
Deadlines For Budget Priorities And Policies
2005-071 Amending Rule 4 And Rule 29(C) Of The City Council Rules Of Procedures To 8/8/2005
Allow For Council Liaison Appointments To Be Optional Instead Of Mandatory
2005-082 Amending Pages II,III,And IV And Rule 29 (C) Of The City Council Rules Of 9/12/2005
Procedures Requesting In The Absence Of Council Liaisons,A Member Of Each
Board And Commission Give Periodic Reports To Council
2006-021 Amending Rule 22 Of'The City Council Rules Of Procedures To Reflect Exclusion 3/13/2006
Of Elected Officials From The Public Employees Retirement System (PERS)
2006-133 Amending The City Council Rules Of Procedures To Amend Rule 26, Order Of 12/11/2006
Business
2008-040 Amending The Introduction Of'The City Council Rules Of'Procedures, Port And 5/12/2008
Commerce Advisory Board Responsibilities
2009-078 Amending Minor Language Changes To Rule 35 Of'The City Council Rules Of' 8/24/2009
Procedures To Be Consistent With Past Changes
2009-079 Changing Rule 2 Of The City Council Rules Of'Procedures To Reflect A Change In 8/24/2009
The Meeting And Adjournment Times For City Council Regular Meetings
2010-003 Amending Rule 16 Of'The City Council Rules Of'Procedures To Reflect Changes 1/11/2010
Made To The Evaluation Process For The City Manager, City Attorney,And City
Clerk
2012-002 Amending The City Council Rules Of Procedures To Amend Rule 27,Addressing 1/9/2012
The Council By The Public Citizens'Comments And Discussion, To Reflect The
Time Limit From Two Minutes To Three Minutes Per Person And The Total Time
From Not More Than 30 Minutes To Not More Than 36 Minutes
2014-021 Amending The City Council Rules Of Procedures Rule 26, Order Of Business And 2/10/2014
Rule 27, Procedures For A Public Hearing
2016-038 Amending The City Council Rules Of Procedures To Incorporate A Mobile Use 6/13/2016
Device Acceptable Use Policy And To Clarift Electronic Communications As It
Pertains To Public Meetings
2017-038 Amending Rule 16 Of The City Council Rules Of Procedures To Reflect Changes 7/10/2017
Made To The Evaluation Process For The City Attorney, City Clerk,And City
Manager
2019-XXX Amending The City Council Rules Of Procedures. 2/25/2019
D-2
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
118
Sponsored by: its Clerk
Introduction Date: January ry 14, 2019
Public Hearing tlawt : January 2 Qtic
Enactment rdntDate: January 28, 2019
ORDINANCE E2019-001
AN ORDINANCE OFTHE CITY COUNCIL OFTHE CITY OF SEWARD,
)TICE OF MEETING, AND C11"' " COUNCIL CIL OTING' PROC DUR.U"
WHEREAS, ore December l(t, 2018, the Seward City (:"ouncil held as work session to
reviewthe (:"it aa
'v ("orrcil l aalcaa of Procccla,rre , and asas result, there were two areas of(`ity ("ode
identified that need aalactaatirr aaraal
WHEREAS, one It ni relating to the practice cat" pr.°ovid ng rr°.rfi c� cry` a special meeting
g ill be updated to a accoraarraodaatc as rracarc rraodem a alal"aroaacalr, of using c-rrsail cis as delivery method"
and
WHEREAS,EAS, another item to be addressed is ar aliaacrclaaancv between the ('Isar°ter arcrwSUS
relates to cor.ncil's voting procedures; prohibits.„ i ,
L1/0111/1/1/1
ofTity
(l o uncil to abstain from voting on any agenda itccrrrclsave l oor when the ("oararc it�Member adeclare
as potential conflict of interest and is ruled to have "aa substantial direct or indirect firaawarlciaal
iratea•cst''t aaracl
WHEREAS,lli"a Apt , (1ty ('ode is lacing updated in Section 2.10.032 - Notice catMeeting to
more aacccaratcly reflect current procedure, and Section 2.10.03 - oting to uphold the Charter
language and intent.
ALASKA HEREBY ORDAINS that:
Section 1. e aar-d ('itv ('ode � ,TITE 2 — � 1' l" ISTR. ,riiaC N lea hereby amended as
fbilo w s:
(Deletions are Bold S °Wtf* Additions are Bold Italics)
1 l f N.0,32 - l` otic°c of illeetirr .
`l"lac city clerk shall give at least twenty-tour hours' written notice to the r°a"savor, city
manager, and to each ccaaroc�ilraacrymber of all special 1-neetings and work cessions, designating the
time, locationand purpose of the rnecting, Such notice shall be seavcct lacraacaraaally on each
rrac,anber of the council, or left atlaiS raaaaaaal place ot`leas rates or residence, by the city cicral car lay
someone designated by him. A copy, of such notice shall also be deliv,eied to the place cat"
l l l .,, , radio station, heat this
laaa�a;,raac of each race.as acar rrrrt� Barr laaalalilaccl in tlac city as��acl each
rrequir"anent shall not lac^ jurisdictional to the holdingof �sucla rneetrrr . �Notice delivered via
119
"°1TY OF SEWARD, ALASKA
maY andlor telephonicaH to media, each Council Member, and the 44,Manager, andposted
n three public places at least 24 hours pricer to the meeting, shallsql tce as rope notice.
e.
10.0 - Voting.......&que ce procedure, conflicts of intcre t.
(aa) The 'voling sequence oftlac cOarrnc,il shall be aliernated fbr each meeting by thecity clerk.
(h) Any vote of"the council nci.l may he by woiee vote aalararn denrraanci ofany mernber, clther pricer or
arUbsecluent to any vote. Such vote shall be by roll call. Each member shall answer by the
refu fw-faik4ovtm,
-the-side- , 4 ,l g 41te.: s-r t ".. .fie v4
wM «�
(c) No rnncarrnlner of"the council may discuss or vote on any question in which the nier ber has a
direct or indirect substantial I:irnaarrciarl interest, Direct or indirect financial interest shall be
disclosed to the Presiding officer tar°ior to the beginning r:folelarrte on the question la.rr° rr ruling
on as request fi"ram the member with the I'mancial interest to be excused from the discussion
,and vote. .l he decision of they 1,)residirig officer on as request by as rr°e nnber of the city, ccru.arncil
u) he excused firo a discussion and as vote may 1ae overridden by the majority vote of" the
co rncil, If there are not all least four councilranernnbers in attendance who are nr lilted to �
vote, the matter shall he lwrlaled until the next regular or slieciaal meeting at which f6ur
c°caaarncilmerra aers qualified to vote on the matter are in attendance.
(d) A rrararnicilaaal c;ranl)loyee or official, other than an rr"rember of the city council, may, not
participate in an official action in which the er°nzlnloyce or a.ffl ciarl has an a aarbstaant.ianl financial
interest.
Section . This ordinance shall lake cal*tact ten ( 10) days ft,)Ilowing its e n ctrrnent.
ENACTED � � 11E T � COUNCIL OF—THE ITN' F u:"7EWARD,, A..' S1P1Yw
this 8"" clang of January, 20l .
NX \ �N
David Squires, fan
"`ES: "1'.'rawsle. , Lane, Seese, Osent a., McGure, l lcam, Squires
N(41�S: None
ABSENT': None
ABS'TAIN: None
120
CITY OF SEWARD, ALASKA
ATTEST
Brenda J. Ballou, MC
My Clerk
(CRY sew) ,600"ouo
� q� �+mounq�,�mmx��iw 9F
� wau
M�
Lill
L1EI
121
COUNCIL AGENDA STATEMENT
Meeting Date: January 28, 2019
To: Honorable Mayor and Council
Frorn: Brenda Ballou, City Clerk
Agenda Item: Ordinance 2018-001, Amending City Code Title 2 To Update Sufficient
Notice Of Meeting And City Council Voting Procedure.
BACKGROUND & JUSTIFICATION:
The Seward City Council relies heavily on the City Council Rules of Procedures (CCROP) to
provide them with clear guidelines for conducting the business of the city. The CCROP is an
extraction of the City Code and Charter, presented in an easy-to-read format that highlights the
most practical aspects of council procedures. It is a time-saving document that enables Council
members to scan the rules and procedures quickly and easily.
On December 10, 2018, council conducted a work session to review the CCROP. The intent of
the work session was to both refresh council and the public with the rules and procedures, and to
ensure that the content was aligned with the City Code and Charter. During the work session,
two areas were identified that required additional review: Notice of [Special] Meeting, and
[Council] Voting [Procedures].
Seward City Code Section 2.10.032 Notice of Meeting refers to noticing special meetings. The
language, although accurately reflecting the Charter, does not accommodate more modem forms
of notice delivery - specifically, the use of e-mail. The use of e-mail, in colijunction with
telephonic notice, and posting notices in three public places, is being added to the code to allow
for this delivery mechanism.
Seward City Code Section 2.10.035 — Voting — Sequence, Procedure, Conflicts of Interest is
being addressed by eliminating of some code language that is not in keeping with the Charter
provisions. Seward Charter 3.5, as pointed out in a May, 2018 training by City Attorney Holly
Wells, does not allow for a council member to abstain from voting, unless they are ruled to have
a conflict of interest. The code language change will therefore clarify that no member of council
may abstain from voting on a matter upon which they are qualified to vote (i.e., for which they
have no conflict).
INTENT:
The intent of this Ordinance is to update City Code to more accurately reflect modem notice
delivery mechanisms, and to uphold the Charter regarding council member voting procedures.
22
............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... ......................................................................................
CONSISTENCY CHECKLIST: Yes No N/A
----------- ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
--Comprehensive Plan (docuinent souree here): X
Strategic Plan (cloeume nt souree here) : X
Other (list): Seward Charter 3.5 X.
FISCAL. NOTE:
This change in the City Code is expected to have no financial impact upon the City.
Approved by Finance Department: Yes
ATTORNEY REVIEW: Yes X No Not Applicable
RECOMMENDATION:
Enact Ordinance 2019-001.
to
Sponsored by: Bridges
CITY OF SEWARD, ALASKA
RESOLUTION 2019-019
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE INTERIM CITY MANAGER FOR THE
PURCHASE OF A 2019 FORD 3/4 TON 4X4 TRUCK FROM KENDALL
FORD IN THE AMOUNT OF $31,771 TO REPLACE A 2005 FORD 4X4
TRUCK #165 UTILIZING THE STATE OF ALASKA PROCUREMENT
CONTRACT, AND WAIVING COMPETITIVE PROCUREMENT
PROCEDURES, AND APPROPRIATING FUNDS
WHEREAS,the Public Works Street Department's pickup truck 4165,a 2005 Ford pickup,
is 14 years old, with 126,138 miles and it requires frequent maintenance to remain in-service; and
WHEREAS,Public Works has contributed to the Motor Pool Fund to replace this vehicle;
and
WHEREAS, this vehicle is a medium duty utility truck for operations and maintenance of
the Seward City Streets Maintenance. As with other city vehicles they also serve as emergency
response vehicles under the city and borough emergency response plans; and
WHEREAS, Seward City Code 6.10.120(B) exempts from competitive procurement
requirements/purchases which utilize competitive bids obtained by other governmental units,and the
Public Works Department is purchasing this vehicle utilizing the State of Alaska's purchasing
contract.
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 2019 Ford 3/4 ton 4X4 truck
from Kendall Ford in an amount not to exceed $31,771 and authorizing the purchase of safety
lighting and equipment from various vendors not to exceed $1,435 for a total price of$33,206.
Section 2. Funding in the amount of $33,206 is hereby appropriated from Motor Pool
Reserves account for the purchase of a new 2019 Ford truck replacing a 2005 Ford truck 4165.
Section 3.The Seward City Council hereby finds that it is in the public interest to exempt the
purchase of this truck from competitive procurement requirements in accordance with the recitals
above which are incorporated herein.
Section 4.The old 2005 Ford pickup number 165 is declared surplus to the City's needs and
can be sold to the public.
124
CITY OF SEWARD,ALASKA
RESOLUTION 2019-019
Section 5. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 25tn
day of February, 2019.
THE CITY OF SEWARD, ALASKA
David Squires, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Brenda J. Ballou, MMC
City Clerk
(City Seal)
125
Agenda Statement
Meeting Date: February 25, 2019
To: City Council
Through: Jeff Bridges, Interim City Manager
From: Doug Schoessler, Public Works Director
Agenda Item: Purchase of a New Pickup Truck to replace Public Works-Streets Truck#I 65
BACKGROUND & .JUSTIFICATION:
The Public Works Street Department needs to replace truck 4165, a 2005 Ford 4X4 1/4 ton 4 door
pickup and that requires advance City Council approval. The Street Department's plan is to replace
this 14-year-old heavily used pickup with a new more reliable and efficient pickup.
The City of Seward's 2008 Efficiency Study(by John Bird)recommended truck replacement at 10
years or 100,000 miles. This truck is 14 years old and has 126,138 miles.
This truck has required increasing repairs and downtime over the last few years. It is an older diesel
engine and always hard starting in the winter. We must leave it plugged in while not,in use, using Up
excess amounts of electricity. The increasing repairs Erom many years of use make retaining this
vehicle no longer a cost effective decision.
No Streets pick-ups have been requested in multiple years. The Street Department currently has only
3 pickup crew trucks. This 2005 Ford-1/4 ton, a 2004 Dodge 1/4 ton, and a 2003 Dodge �1/4 ton truck
hand-me-down from the Harbor Department. All older vehicles.
This purchase is a one for one replacement. No increase in pickups for the department. Truck#165
would be declared surplus property and sold.
The City Manager recommends the purchase of a 2019 Ford 3/4 ton 4X4 4 door pickup from Kendal I
Ford using the state bidding list. According to the City Code SCC 6.10.120.13,"'The city may Utilize
competitive bids obtained by other governmental units." The listed price of the new pickup is
$31,771.00. Additional safety equipment and required lights and strobe from other vendors add an
additional $1,435.00 to the price for a total package price of$33,206.00.
INTENT:
To purchase a safe, more reliable, and economical truck to replace a worn out truck.
CONSISTENCY CHECKLIST: Yes No N/A
L Comprehensive Plan: X
126
2 Strategic Plan: 3.7 Public Facilities and Services, 3.92 Community X _..o.... . _.... .
Annearance
3. Other: 2008 Efficiency Study ("Bird" report) X
FISCAL NOTE:
Although this vehicle was not slated for replacement in the 2019 Motor Pool Budget,funds for this
purchase are available from the Motor Pool Fund 03000-1310-8103.
Approved by Finance Department: _,s7
ATTORNEY REVIEW: Yes No X
RECOMMENDATION:
Council approve Resolution 2019-019, authorizing the Interim City Manager to approve the
purchase of a 2019 Ford 4X4 4 door 3/4-ton Pickup not to exceed $31,771 from Kendall Ford,
authorize purchase of safety lights and equipment up to $1,435 from various vendors, and
declare the 2004 Dodge pickup 4165 as surplus public property to be sold after the new vehicle
is received.
127
128
Sponsored by: Bridges
CITY OF SEWARD, ALASKA
RESOLUTION 2019-020
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE INTERIM CITY MANAGER TO
PURCHASE A 2019 CHEVROET 1/2 TON 4X4 TRUCK FROM ALASKA
SALES AND SERVICE IN THE AMOUNT OF$29,806 TO REPLACE A 2004
DODGE 3/4 TON 4X4 TRUCK#121 UTILIZING THE STATE OF ALASKA
PROCUREMENT CONTRACT, AND WAIVING COMPETITIVE
PROCUREMENT PROCEDURES,AND APPROPRIATING FUNDS
WHEREAS,the Public Works Department pickup truck#121,a 2004 Dodge 3/4 ton pickup,
is 15 years old, with 94,441 miles, and is currently on its third transmission, and with daily use
requires frequent maintenance to remain in-service; and
WHEREAS,this vehicle is a light duty truck for the Director of Public Works and its use is
valuable in the operation and oversight of work city wide,and the costs are to be shared between all
Public Works Departments; and,
WHEREAS, this truck also serves to a higher degree in assessing emergency events and
usage under the city and borough emergency response plans; and
WHEREAS, the Public Works Department is requesting funds from the Motor Pool Fund
account for the 2019 year for this purchase; and
WHEREAS, Seward City Code 6.10.120(B) exempts from competitive procurement
requirements/purchases which utilize competitive bids obtained by other governmental units,and the
Public Works Department is requesting purchase of this vehicle utilizing the State of Alaska's
Procurement contract pricing.
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 2019 Chevrolet 4X4 1/2 ton
truck from Alaska Sales and Service in an amount not to exceed $29,806 and authorizing the
purchase of safety lighting and equipment from various vendors not to exceed$1,435 for a total price
of$31,241.
Section 2. Funding in the amount of$33,206 is hereby appropriated from the Motor Pool
Fund Reserves account for the purchase of a 2019 Chevrolet 1/2 ton truck replacing a 2003 or 2004
3/4 ton Dodge truck 4121.
Section 3.The Seward City Council hereby finds that it is in the public interest to exempt the
129
CITY OF SEWARD,ALASKA
RESOLUTION 2019-020
purchase of this truck from competitive procurement requirements in accordance with the recitals
above which are incorporated herein.
Section 4. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 25tn
day of February, 2019.
THE CITY OF SEWARD, ALASKA
David Squires, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Brenda J. Ballou, MMC
City Clerk
(City Seal)
130
Agenda Statement
Meeting Date: February 25, 2019
To: City Council
Through: Jeff Bridges, Interim City Manager
From: Doug Schoessler, Public Works Director
Agenda Item: Purchase o fa New Pickup Truck replacing Public Works Director Truck 121
BACKGRO,UND & .JUSTIFICATION:
The Public Works Department needs to replace truck#121,a 2004 Dodge 4X4`/4-ton 4 door pickup
and that requires advance City Council approval. The Street Department's plan is to replace a 15-
yea�r-old used pickup with a smaller, more reliable, and more efficient '/2-ton pickup with an
economical V6 engine.
The City of eward's 2008 Efficiency Study(by John Bird) recommended truck replacement at 10
years or 100,000 miles. This truck is 15 years old and has 94,441 miles.
Thit
truck is now on its third transmission,and many other mechanical components are also coming
up or repair as they wear out. It has required costly repairs over the last few years and with regular
use the costs increase. It is also rusting through the paint in several spots. The increasing repairs
costs from many years of use make retaining this vehicle for daily use no longer a cost-effective
decision.
Public Works requests authorization for this purchase thru the Motor Pool Fund account for 2019.
']'his vehicle was not included in the 2018/2019 budget for the Motor Pool fund but has been,
evaluated to be replaced because of the rising repair costs and transmission concerns.
This purchase is a one for one replacement, No increase in pickups for the department.
The City Manager recommends the purchase of a 2019 Chevrolet 1/2-ton 4X4 4 door pickup from
Alaska Sales and Service using the State of Alaska bid list. According to the City Code SCC`
6.10.120.B,"The city may utilize competitive bids obtained by other governmental units." The State
of Alaska Procurement listed price of the new pickup is $29,806.00. Additional safety equipment
and required lights and strobe from other vendors add all additional$1,435.00 to the price for a total
package price of$31,241.00.
'INTENT:
To purchase a safer, more reliable, and Much more economical truck and to replace a used
p roblematic truck.
131
CONSISTENCY CHECKLIST: Yes No N/A
1. Comprehensive Plan: X
2 Strategic Plan : 3.7 Public Facilities and Services, 3.92 Community X
Appearance
3. Other: 2008 Efficiency Study ("Bird" report) X
FISCAL NOTE:
Although this vehicle was not slated for replacement in the 2019 Motor Pool Budget, funds for this
purchase are available from the Motor Pool Fund 03000-1310-8103.
Approved by Finance Department: f 1 � -----
ATTORNEY REVIEW: Yes No X
RECOMMENDATION:
Council approve Resolution 2019-020, authorizing the Interim City Manager to approve the
purchase of a 2019 Chevrolet 4X4 4-door 1/2-ton pickup with a V6 engine not to exceed $29,806
from Alaska Sales and Service, authorize purchase of safety lights and equipment up to $1,435
from various vendors.
132
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Sponsored by: Bridges
CITY OF SEWARD,ALASKA
RESOLUTION 2019-021
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AMENDING THE 2019 BUDGET TO REFLECT MID-CYCLE
BUDGET ADJUSTMENTS,AND APPROPRIATING FUNDS
WHEREAS, the 2018/2019 Biennial Budget was passed November 27, 2017 reflecting
the budget period from January 1, 2018 through December 31, 2019; and
WHEREAS, budget adjustments are made at various points during the year and these
additional mid-cycle budget amendments reflect updated information, such as adjustments to
sales and bed tax due to higher economic activity, adjustments to property tax revenues due to
higher property values, and the transfer of additional sales tax revenue to the Healthcare Fund;
and
WHEREAS, previous Council-approved 2018 budget adjustments authorized the
elimination of one full-time Custodian position and the addition of one full-time
Operator/Mechanic position in the General Fund. This resolution continues these adjustments
and additionally authorizes the restoration of one full-time Shop Foreman position in the General
Fund removed during the 2018/2019 budget process, with specific budgeted line item changes
reflected on the schedule attached hereto.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD,ALASKA that:
Section 1. The General Fund 2019 Budget is hereby amended, and funds are hereby
appropriated, according to the specific line item adjustments included on the attached Schedule
C, as follows: 1) Revenues are adjusted for a net increase of$587,260; 2) Various expenditures
are adjusted for a net increase of$412,790; and 3) Transfers-in are increased by $127,567.
Section 2. The 2019 Budget is amended to account for adjustments to General Fund
transfers, as follows: 1) General Fund transfers-out to the Healthcare Fund are increased by
$75,000 representing one-quarter of additional sales tax revenues; 2) The SMIC Enterprise Fund
transfers-out to the General Fund are increased by $202,567 reflecting an unbudgeted surplus of
cash in the SMIC Fund resulting from increased economic activity at SMIC including power
sales, Travelift fees and the shifting of grant eligible expenses to a grant fund.
Section 3. Enterprise Fund budgets are adjusted to reflect allocated costs related to
increased health insurance premiums, wage study costs and banking fees, included on the
attached Schedule C, as follows: 1) The Harbor Enterprise Fund expenses are increased by
$49,141; 2) the Electric Enterprise Fund expenses are increased by $48,888; 3) the Water
Enterprise Fund expenses are increased by $15,703; and 4) the Wastewater Enterprise Fund
expenses are increased by $13,451.
134
CITY OF SEWARD,ALASKA
RESOLUTION 2019-021
Section 4. The City Council hereby approves the elimination of one full-time custodian
position from the municipal buildings department, the addition of one full-time
operator/mechanic position to the Public Works department and the restoration of one full-time
shop foreman position to the Public Works department, all within the General Fund, with the
2019 budget impacts reflected on the attached Schedule C.
Section 5. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
25th day of February, 2019.
THE CITY OF SEWARD, ALASKA
David Squires, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Brenda J. Ballou, MMC
City Clerk
(City Seal)
135
Council Agenda Statement
Meeting Date: February 25, 2019
To: Honorable Mayor and Members ofthe City Council
Through: Jeff Bridges, City Manager
From: Sam Hickok, Deputy Finance Director ��04�
Agenda Item: 2019 Mid-Cycle Budget Adjustments
BACKGROUND & .JUSTIFICATION:
The 2018/2019 Biennial Budget which covers the period January 1, 2018 through December 31,
2019 was passed November 27, 2017. Periodically, adjustments are made to the budget as new
data becomes available regarding expected revenues and/or changing priorities and projects. The
specific requested budget adjustments are listed on the attached Schedules with major changes
described below.
It is prudent for the, City to budget revenues on the conservative side to avoid adverse impacts that
come from. reduced economic activity, higher fuel costs, State budget reductions or cost-shifting.
As a result, in a positive economic climate it is not uncommon for some mljor revenue categories
to exceed budget projections. During economic declines,the City's over-dependence on the visitor
industry for revenues, can have the opposite effect.
As a result of recent positive taxable sales growth,sales tax revenues are expected to exceed budget
by at least $300,000. The voters set aside one-quarter of the City's sales tax revenues to fund the
City's hospital, accounting for the transfer-out from the General Fund to the Healthcare Fund of
$75,000,
Property tax revenues are expected to exceed budget by $50,000 due to higher property values.
Rising interest rates result in higher investment incorne, estimated to exceed budget by at least
$40,000, Raw Fish Tax revenues depend on fish harvest volumes and the City budgets those
revenues conservatively due to the uncertainty of catchment levels. Revenues have been upward
adjusted by $130,000 to reflect the amount by which anticipated receipts will exceed 2019
projections, although any legislative actions which impact this prograrn could have an impact on
collections.
During the 2018/2019 Budget process, two city shop positions were eliminated; one half-way
through the 2018 year and one effective January 1, 2019 with the initial intent of shifting these
tasks to the electric operator/mcchanies. instead, 2018 mid-cycle budget adjustments eliminated
one full-time custodial position and created one full-time operator/mechanic position in public
works. This 2019 mid-cycle adjustment continues these personnel changes and proposes the
restoration of one full-time shop foreman position in public works. Additional line item
adjustments are proposed in 2019 to cover the impact of this change in 2019 and beyond.
The City has experienced lower health insurance cost increases in the recent past, but has received
a 13%rate increase in 2019 for a total impact to all funds of$251,322, As a result,Administration
is evaluating health insurance alternatives,
136
INTENT:
The intent of this resolution is to amend the 2019 Budget as described in the narrative above, to
fund one mechanic/operator position and to restore one shop foreman position, all within the
General Fund, plus appropriate funds as listed on the attachments.
....CONSISTENCY CHECKLIST: ._.._,. _ .�................-.,..�m___..-.......�...._..w_._.._ ..__..m.�......... _Yes No.... _.�..�.N/A
1. Comprehensive Plan (document source here):
2 .._.. ._.__..............w....w ............._............._...... ... ............m_.......�.. .. ... . _.. ...... ...........m._u.....
Strategic Plan (document source here):
......3.......... Other_(list):.Resolutio.n...2.017.-057 m.._�...... ...............m......_.. ..._....m.m._���.�....�..._. -....�....-...�.. -....�. ..�
x
FISCAL NOTE:
This action results in an anticipated increase in General Fund fund balance for 2019, of$34,332.
This is an improvement over the initial approved budget (anticipated deficit spending of$48,012)
and the amended budget through February 5, 2019 (anticipated deficit spending of$267,705).
Approved by Finance Department:
ATTORNEY REVIEW: Yes No X
RECOMMENDATION:
Seward City Council approve Resolution 2019-021 to approve the 2019 Mid-Cycle Budget
Adjustments in substantial form as attached hereto.
137
City of Seward-General Fund
2019 Proposed Mid-Cycle Budget Adjustments
Schedule"A"
REVENUE CHANGES:
Revenue Increases: Revenue Decreases:
Amount Account Name Account Number Description Amount Account Name Account Number Description
$ 300,000 Sales Tax 01000-0000-4000 Sales tax revenue (9,840)ASLC Contra PILT 01000-0000-4031 ASLC Contra PILT
50,000 Real Property Tax 01000-0000-4010 Real property tax revenue (10,000)Building Permits 01000-0000-4100 Building permit fee revenue
20,000 Personal Property Tax 01000-0000-4000 Personal property tax revenue (5,000)DMV Drivers Licenses 01000-0000-4102 Drivers License revenue
15,000 Hotel/Motel Room Tax 01000-0000-4020 Bed tax revenue (4,000)Punchcard fees 01000-0000-4341 Punchcard fee revenue
5,000 DMV Motor Vehicles 01000-0000-4103 Motor Vehicle license revenue (6,000)Work orders 01000-0000-4354 Work orders
3,000 Business Licenses 01000-0000-4105 Business license revenue (3,900)Rents&Leases 01000-0000-4380 Food pantry rent
130,000 Raw fish tax 01000-0000-4206 Raw fish tax revenue
3,000 Shower fees 01000-0000-4347 Shower revenue $ (38,740.00)
40,000 Camping Fees 01000-0000-4350 Camping fees
40,000 Investment interest 01000-0000-4500 Investment earnings
20,000 City Hall Rent 01000-0000-4383 State rent of City Hall at 17.5%
$ 626,000
$ 626,000.00 Revenue Increases
(38,740.00) Revenue Decreases
$ 587,260.00 Net Increase in Revenues
EXPENDITURE CHANGES:
Expenditure Increases: Expenditure Decreases:
Amount Department Account Name Description Amount Department Account Name Description
$ 210,309 Public Works Personnel Add oper/Mechanic&Shop Foreman $ 88,958.00 Custodian Personnel Costs various
5,000.00 City Clerk Personnel Summer intern 30,000.00 General Services PERS DC Forfeitures PIERS DC Forfeitures
192,289.00 Various Health Insurance Rate Increase
15,600.00 General Services Fees Banking/credit card fees $ 118,958.00
20,000.00 City Clerk Contracted Services website
25,000.00 General Services Engineering New general purpose engineering
17,750.00 General Services Other Services wage study
24,900.00 Police Education&Training Police recruitetraining
7,900.00 Contributions Contributions Increase to Sr.Center
3,000.00 City Clerk Elections upcoming Special Election
10,000.00 Mayor&Council Equipment Council Chambers sound system
$ 531,748.00
$ 531,748.00 Expenditure Increases
(118,958.00) Expenditure Decreases
$ 412,790.00 Net Increase in Expenditures
TRANSFER CHANGES:
From General Fund: To Fund:
Amount Fund Account Name Account Number Amount Fund Account Name Account Number
(102,567) General Fund Reduce T/F-Out 01000-0000a710-12000 (102,567)SMIC Fund(2019) Reduce Transfers-in 12000-00003700-01000
(100,000) General Fund Reduce T/F-Out 01000-0000a710-12000 (100,000)SMIC Fund(2018) Reduce Transfers-in 12000-00003700-01000
75,000 General Fund Transfers-Out 01000-0000a710-19100 75,000 Healthcare Fund Transfers-In 19100-00003700-01000
$ (127,567.00) General Fund Transfers-Out $ (127,567.00)
$ 127,567.00 Total Reduction in Transfers-Out of General Fund
138
City of Seward - General Fund
2019 Proposed Mid-Cycle Budget Adjustments
Schedule "B"
SUMMARY OF MID-CYCLE PROPOSED CHANGES:
$ 587,260 Net Increase in Revenues
412,790 Net Increase in Expenditures
(127,567) Reduction in Transfers-Out
$ 302,037 Estimated Increase(Decrease)in Fund Balance
SUMMARY OF 2019 FUND BALANCE(based on budget):
Original Amended Proposed Projected
2019 2019 2019 2019 2019
Budget Budget Mid-Cycle Mid-Cycle Final Budget
(adopted 11/27/2017) (thru 2/05/2019) Changes Changes
Revenue $ 10,886,549 $ 10,886,549 $ 587,260 $ 11,473,809
( )Expenditures 11,660,454 11,880,128 412,790 12,292,918
(+)Transfers-In 2,104,941 2,104,941 - 2,104,941
( )Transfers-Out 1,379,067 1,379,067 (127,567) 1,251,500
Budgeted Beginning Fund Balance* 7,566,128 7,499,209 7,499,209
Change in Fund Balance (48,031) (267,705) 302,037 302,037 34,332
Budgeted Ending Fund Balance $ 7,518,097 $ 7,231,504 $ 7,533,541
*Updated to reflect CAFR 12/31/17 balance and 2018 Mid-Cycle Budget Adjustments
139
City of Seward
Mid-Cycle 2019 Budget Adjustments
Schedule "C"
Account Account Name DR CR
General Fund
01000-0000-4000 Sales Tax 300,000.00
01000-0000-4010 Real Property Tax 50,000
01000-0000-4000 Personal Property Tax 20,000
01000-0000-4020 Hotel/Motel Room Tax 15,000
01000-0000-4103 DMV Motor Vehicles 5,000
01000-0000-4105 Business Licenses 3,000
01000-0000-4206 Raw fish tax 130,000
01000-0000-4347 Shower fees 3,000
01000-0000-4350 Camping Fees 40,000
01000-0000-4500 Investment interest 40,000
01000-0000-4383 Municipal Building Rent 20,000
01000-0000-4031 ASLC Contra PILT 9,840
01000-0000-4100 Building Permits 10,000
01000-0000-4102 DMV Drivers Licenses 5,000
01000-0000-4341 Punchcard fees 4,000
01000-0000-4354 Work orders 6,000
01000-0000-4380 Rents & Leases 3,900
01000-1350-6000 Salaries 39,057
01000-1350-6102 Workers' Comp 4,956
01000-1350-6200 Annual Leave 3,092
01000-1350-6201 Retirement 8,933
01000-1350-6202 Health Insurance 32,331
01000-1350-6100 Medicare 589
01000-1180-6209 Contra-PERS forfeitures 30,000
01000-1113-6000 Salaries 5,000
01000-1310-6000 Salaries 47,000
01000-1310-6102 Workers' Comp 7,190
01000-1310-6200 Annual Leave 5,653
01000-1310-6201 Retirement 11,115
01000-1310-6202 Health Insurance 33,012
01000-1310-6100 Medicare 720
01000-1312-6000 Salaries 50,000
01000-1312-6102 Workers' Comp 7,000
01000-1312-6200 Annual Leave 4,000
01000-1312-6201 Retirement 10,887
01000-1312-6202 Health Insurance 33,012
01000-1312-6100 Medicare 720
01000-XXXX-6202 Health Insurance 192,289
01000-1180-7003 Bank&Credit Card Fees 15,600
140
01000-1113-7009 Contracted Services 20,000
01000-1180-7010 Engineering 25,000
01000-1180-7012 Other Services 17,750
01000-1210-7303 Education &Training 24,900
01000-1182-7802 Contributions 7,900
01000-1113-7804 Elections 3,000
01000-1110-8103 Equipment 10,000
01000-0000-3710-19100 Transfers-Out 75,000
19100-0000-3700-01000 Transfers-In 75,000
01000-0000-3710-12000 Transfers-In 202,567
12000-0000-3700-01000 Transfers-Out 202,567
Harbor Enterprise Fund
11000-2000-6202 Health Insurance 28,181
11000-2000-7003 Bank and Credit Card Fees 17,460
11000-2000-7012 Other Services 3,500
Electric Enterprise Fund
15000-3000-6202 Health Insurance 13,128
15000-3000-7003 Bank and Credit Card Fees 32,760
15000-3000-7012 Other Services 3,000
Water Enterprise Fund
17000-4000-6202 Health Insurance 10,503
17000-4000-7003 Bank and Credit Card Fees 4,950
17000-4000-7012 Other Services 250
Wastewater Enterprise Fund
18000-4500-6202 Health Insurance 7,221
18000-4500-7003 Bank and Credit Card Fees 5,730
18000-4500-7012 Other Services 500
141
Sponsored by: Bridges
CITY OF SEWARD,ALASKA
RESOLUTION 2019-022
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, DETERMINING IT IS IN THE PUBLIC'S BEST INTEREST
TO WAIVE THE COMPETITIVE BID PROCESS REQUIREMENTS AND
APPROVING A SOLE SOURCE CONTRACT WITH
YOURCLEANENERGY LLC FOR DESIGN AND ENGINEERING
SERVICES FOR A GROUND SOURCE HEAT PUMP DISTRICT HEAT
SYSTEM TO SERVICE FOUR MUNICIPAL BUILDINGS IN AN
AMOUNT NOT TO EXCEED $138,000,AND APPROPRIATING FUNDS
WHEREAS, the City of Seward has received a grant in the amount of$725,000 from the
Alaska Energy Authority to construct a ground source heat pump district heat system servicing
four municipal buildings; and
WHEREAS, YourCleanEnergy LLC has submitted a design and engineering proposal
for sole source consideration; and
WHEREAS, YourCleanEnergy LLC has successfully designed and implemented an
ocean source heat pump system at the Alaska SeaLife Center saving them tens of thousands of
dollars each year in heating costs; and
WHEREAS, the City recognizes that YourCleanEnergy LLC has local knowledge and
expertise that uniquely qualities them for sole source contracting; and
WHEREAS, YourCleanEnergy LLC was instrumental in the test bore hole project that
determined the City's eligibility to utilize heat from the Resurrection Bay for a district heat
project by conducting well testing and data collection, and completing an Economic Evaluation
to demonstrate the viability of the project; and
WHEREAS, YourCleanEnergy LLC's work at the Alaska SeaLife Center developed a
relationship with the Walker Administration that aided in the grant appropriation to the City; and
WHEREAS, the Port and Commerce Advisory Board (PACAB) supports the City's
desire to sole source with YourCleanEnergy LLC.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD,ALASKA that:
Section 1. It is determined that it is in the public's best interest to waive competitive bid
process requirements in accordance with the recitals above which are incorporated herein.
142
CITY OF SEWARD,ALASKA
RESOLUTION 2019-022
Section 2. The city manager is hereby authorized to enter into a contract with
YourCleanEnergy LLC for design and engineering services for a ground source heat pump
district heat system servicing four municipal buildings in an amount not to exceed $138,000.
Section 3. Funding in the amount of $138,000 is hereby appropriated from State grant
account no. 80041-0000-4252 to Energy Efficiency contracted services account no. 80041-0000-
7009.
Section 4. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
251" day of February, 2019.
THE CITY OF SEWARD, ALASKA
David Squires, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Brenda J. Ballou, MMC
City Clerk
(City Seal)
143
Agenda Statement
Meeting Date: February 25, 2019
To: Seward City Council
From: Jeff Bridges, Interim City Manager
Agenda Item: Authorizing a sole source contract with YourCleanEnergy IAA for
design and engineering services for a ground Source heat pump
district heat system servicing four municipal buildings
BACKGROUND & JUSTIFICATION:
In 2014, the ity authorized the drilling and subsequent well testing and data collection by
YourCleanEnergy LLC (YCE) to determine if the City could utilize heat from the Resurrection
Bay for a district heat system. In September 2015, YCE completed an Economic Evaluation that
found that the results were favorable for the City and sought to work with the City to find funding
to support such a pr(,�ject. During this time, YCE was working with the Alaska SeaLife Center
(ASLC) on their ocean source heat pump project that utilizes saltwater from the Resurrection Bay
to heat their facilities. YCE was successful in designing this project and the ASLC has experienced
tremendous savings each year, practically eliminating the need 6or heating fuel.
During this time, YCE was able to dernonstrate to the Governor at the time, Bill Walker, the
success of the project and the potential that exists elsewhere in Seward for similar projects.
Governor Walker was so impressed by the potential that lie authorized an appropriation to the City
of Seward for $725,000 for a ground source heat pump district heat system.
'Resolution 2018-089 authorized the City to accept a grant from the Alaska Energy Authority
(AEA) to construct a ground source heat pump district heat System utilizing heat from the
Resurrection Bay. YCE has submitted a design and engineering proposal for sole source
consideration, City Administration believes that it is in the best interest of the City to waive
competitive bid requirements for this portion of the project. Administration recognizes that YCE
offers unique local knowledge and has a proven track,record in their work at the ASLC since 2008.
YCE successfully partnered with the City of Seward in the initial drilling,testing,data compilation,
and economic evaluation, that demonstrated sufficient results needed for this AEA grant,
INTENT:, To authorize the City Manager to award sole source contract with YourCleanEnergy
LLC for design and engineering of a ground source heat pump district heat system and finding that
it is in the public's best interest to waive competitive bid requirements for this portion of the
project.
................
CONSISTENCYCHECKLIST: Yes No N/A
Comprehensive Plan (ilocumentsouree here):
3,1.1.7 Continue to explore economic renewable energy projects X
2.1.1.7 Encourage the development of cost-efficient options for
renewable ever oduct�on in.L_ _
2. Strategic Plan (docunient source here): X
qg�7 Reduce energy costs
3. Other (list):
X
144
FISCAL NOTE: This project has an estimated total cost of$882,497. State grant funding is
available in the amount of$725,000. A local contribution to the project in the amount of
$157,497 was appropriated from the Capital Acquisition Fund.
Approved by Finance: A
.__a_._._....�...........................w......
ATTORNEY REVIEW: Yes X No
RECOMMENDATION: Approve Resolution 2019-022 authorizing the City Manager to award
sole source contract with Y ourCleanEnergy LLC for design and engineering of a ground source
heat pump district heat system and finding that it is in the public's best interest to waive
competitive bid requirements for this portion of the project.
145
CITY OF SEWARD, ALASKA
AGREEMENT FOR PROFESSIONAL ENGINEERING SERVICES
GROUND SOURCE HEAT PUMP /DISTRICT HEAT SYSTEM
FOR LIBRARY/MUSEUM, CITY HALL, FIRE HALL &ANNEX
This Agreement between the City of Seward, Alaska ("City") P. O. Box 167, Seward, Alaska
99664 and YourCleanEnergy, LLC ("Architect/Engineer"), 308 G Street, Suite 215, Anchorage,
Alaska 99501 effective on the 16th day of February, 2019.
Architect/Engineer's Project Manager is Andy Baker,P.E.,telephone number 907-350-2084; Cell:
907-350-2084; E-mail: andybakergyourcleanenergy.us.
The project manager may be changed only upon written consent from the City.
The City's Project Manager is Doug Schoessler, Public Works Director, telephone number 907-
224-4005; Cell: 907-422-7118; E-mail: douggciWofseward.net.
This Agreement is for professional services for Engineering Design of Ground Source Heat Pump
/ District Heat System to offset oil boiler heat for the Library/Museum, City Hall, Fire Hall, and
City Annex.
Article 1. SUMMARY OF SERVICES
1.1 The scope of work is for the development of process, civil, mechanical and electrical
designs for the City of Seward, Alaska to support the installation of a ground source heat
pump / district heat system. This system will provide hydronic heat for the
Library/Museum, City Hall, Fire Hall, and City Annex, as more completely described in
Architect/Engineer's February 15, 2019 proposal which is attached as Appendix A.
Article 2. COMPENSATION
2.1 The Architect/Engineer will be paid as follows:
2.1.1 Step IA YCE & EDC Staff Site Visit $ 8,000
2.1.2 Step IB Design Narrative, Cost Opinion $ 24,000
2.1.3 Step II- 50% Design Drawings, Cost Opinion $ 62,000
2.1.4 Step III 100% Design Drawings, Specifications, Cost Opinion $ 44,000
Total Compensation $138,000
Article 3. PERIOD OF PERFORMANCE
3.1 The Architect/Engineer agrees to commence work under this Agreement only as authorized
by and in accordance with written notice(s) to proceed and to complete the work in
accordance with scope of work(Appendix A) and such time schedules included therein or
in other appendices.
Page 1 of 9
146
3.1.1 Step TA YCE & EDC Site Visit Mar 4-8, 2019
3.1.2 Step IB Design Narrative, Cost Opinion April 12, 2019
3.1.3 Step ii 50% Design Drawings, Cost Opinion April 30, 2019
3.1.4 Step III 100% Design Drawings, Specifications, Cost Opinion May 31, 2019
3.1.5 Step IV Respond to questions during bid period thru July 31, 2019
3.2 The Architect/Engineer agrees that it shall not be compensated for any costs incurred prior
to the receipt of notice(s) to proceed. Notice to proceed is effective with execution of this
Agreement and issuance of the City purchase order.
3.3 The period of performance under this Agreement shall end July 31, 2019.
Article 4. SUB-CONSULTANTS
4.1 The Architect/Engineer shall perform all services required under this Agreement except as
may be performed by sub-consultants shown in Appendix A,who are approved by the City.
These sub-consultants may be changed only upon written consent from the City.
Article 5. INSURANCE
5.1 In accordance with the provisions contained in the General Conditions (Appendix B), the
following minimum limits of insurance coverage are required by this Agreement.
LIMITS OF LIABILITY
TYPE OF INSURANCE EACH OCCURRENCE AGGREGATE
Workmen's Compensation for states (Statutory) (Statutory)
in which employees are engaged
Commercial General Liability 1,000,000 1,000,000
Comprehensive Automobile Liability 300,000 300,000
SPECIAL CONDITIONS
Article 6. PAYMENT TO ARCHITECT/ENGINEER
6.1 The Architect/Engineer shall invoice and be paid by the City monthly on the basis of a
percent complete of each fixed fee tasks.
6.2 The City agrees to make payment due to the Architect/Engineer within 30 days following
receipt and agreement with the Architect/Engineer's bill.
Article 7. CHANGE ORDERS AND REVISIONS
7.1 Change in Services of Architect/Engineer may be accomplished after execution of this
Agreement, without invalidating this Agreement, if mutually agreed in writing, if required
by circumstances beyond Architect/Engineer's control or if Architect/Engineers services
Page 2 of 9
147
are affected as described in Section 7.2. In the absence of mutual agreement in writing,
Architect/Engineer shall notify City in writing prior to providing such services. If City
deems that all or a part of such Change in Services is not required, City shall give prompt
written notice to Architect/Engineer, and Architect/Engineer shall have no obligation to
provide those services; and the City shall have no obligation to pay for the costs associated
with that change of service request. _Except for a change due to the fault of
Architect/Engineer, Change in Services of Architect/Engineer shall entitle
Architect/Engineer to an adjustment in compensation pursuant to Appendix B, Section VI.
7.2 If any of the following circumstances affect Architect/Engineer's services for the Project
and the Architect/Engineer has in writing prior approval or notification from the City,
Architect/Engineer shall be entitled to an appropriate adjustment in Architect/Engineer's
schedule and compensation:
7.1.1 Change in the instructions or approvals given by City that increase the scope of
work described in the above Section 1.1;
7.1.2 Enactment or revision of codes, laws or regulations or official interpretations,
which necessitate changes to the scope of work described in Section 1.1;
7.1.3 Decision of City not rendered in a timely manner;
7.1.4 Failure of performance on the part of the City's representative/s; and
7.1.5 Preparation for and attendance at a public hearing, a dispute resolution proceeding
or a legal proceeding except where Architect/Engineer is a party thereto.
Article 8. INDEMNIFICATION
8.1 The Architect/Engineer is an independent contractor and not an employee or agent of the
City. To the fullest extent permitted by law, the Architect/Engineer agrees to
defend, indemnify and hold harmless the City, its elected and appointed officials,
employees, and volunteers against any and all liabilities,claims,demands,lawsuits,
or losses, including costs and attorney fees incurred in defense thereof, arising out
of or in any way connected or associated with this contract.
Article 9. APPENDICES
9.1 The following appendices are attached to this Agreement and incorporated herein:
Appendix Title
A Architect/Engineer Proposal dated February 15, 2019
B General Conditions
IN WITNESS WHEREOF, THE PARTIES HAVE EXECUTED THIS AGREEMENT.
Architect/Engineer: YourCleanEnergy, LLC.
2/16/19
Signature: Date
Title: Andy Baker, PE
Page 3 of 9 Principal
148
Owner: City of Seward, Alaska
Signature: Date
Title: Jeff Bridges
City Manager
Attest: City of Seward, Alaska
Signature: Date
Title: Brenda Ballou, MMC
City Clerk
[City Seal]
APPENDIX B
GENERAL CONDITIONS
I. DEFINITIONS
BASIC SERVICES: The identified work elements set forth in this Agreement for which the
Architect/Engineer will receive prime compensation.
CHANGE: In addition to, or reduction of, or other revision in the scope, complexity, character,
or duration of the services or other provisions of this Agreement.
CITY'S PROJECT MANAGER: City's representative in charge of the project(s) and the
Architect/Engineer's primary point of contact for notice(s) to proceed, invoices, correspondence
and interface with the Architect/Engineer.
ARCHITECT/ENGINEER'S PROJECT MANAGER: The Architect/Engineer's representative in
charge of the project(s) who is directly responsible and engaged in performing the required
services.
EXTRA SERVICES: Any services or actions required of the Architect/Engineer above and
beyond provisions of this Agreement.
FUNDING AGENCY (Sl: The agency(s) of the federal, state or municipal government which
furnishes funds for the Architect/Engineer's compensation under this Agreement.
OPTIONAL SERVICES: Identifiable and/or indeterminate work elements set forth in this
Agreement,which are separate and distinct from those covered by the prime compensation,which
the City has the option to authorize.
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149
PRIME COMPENSATION: The dollar amount paid to the Architect/Engineer for basic services
as set forth in this Agreement. Prime compensation does not include payment for any optional or
extra services.
SCOPE OF WORK: Basic and optional services required of the Architect/Engineer by
provisions of this Agreement.
SUBCONTRACTOR: Any person, firm, corporation, joint venture, partnership or other
entity engaged through or by Architect/Engineer.
II. INFORMATION AND SERVICES FROM OTHERS
Provisions of information, data budget, standards, and other materials by the City does not warrant
their accuracy or quality nor provide approval of omissions or oversights or of any noncompliance
with applicable regulations.
The City may, at election, or in response to a request from the Architect/Engineer, furnish
information or services from other Architect/Engineers. If, in the Architect/Engineer's opinion,
such information or services are inadequate, the Architect/Engineer must notify the City of the
specific service of material deemed inadequate and the extent of the inadequacy prior to use in the
performance of this Agreement. Unless so notified by the Architect/Engineer, the City may
assume the information or services provided are adequate.
IIl. HOLD HARMLESS
The Architect/Engineer shall indemnify, defend, and hold and save the City, its officers, agents
and employees harmless from liability or any nature or kind including costs and expenses, for or
on account of any and all legal actions or claims or any character whatsoever resulting from injuries
or damages sustained by any person or persons or property arising from performance of this
Agreement, which is caused in whole or in part, by any negligent act or omission of the
Architect/Engineer; provided, however that this paragraph shall not be construed so as to require
the Architect/Engineer to defend, indemnify or hold harmless the City from such claims, damages,
losses, or expenses caused by or resulting from the sole negligence of the City. It is agreed that
where such concurrent negligence of(1) the City and (2) the Architect/Engineer, it is expressly
agreed that the Architect/Engineer's obligations of indemnity under this paragraph shall be
effective only to the extent of the Architect/Engineer's negligence.
Page 5 of 9
150
IV. INSURANCE
The Architect/Engineer shall not commence work under this Agreement until all required
insurance has been obtained, nor shall the Architect/Engineer allow any sub-consultant to
commence work on its subcontract until the insurance required has been so obtained. The
Architect/Engineer shall furnish certificates of insurance showing the City as co-insured, in
evidence of the requirements of Article 5 of the contract and paragraphs (a) below. All certificates
must provide a 30-day prior notice to the City of cancellation,nonrenewable or material alternation
of such insurance. Failure to furnish satisfactory evidence of insurance or lapse of coverage is
grounds for termination of this Agreement.
The Architect/Engineer shall purchase and maintain such insurance as will protect it from claims
under Workmen's Compensation acts and other employee benefits acts for damages because of
bodily injury, including death, to its employees and all others and for damages to property, any or
all of which may arise out of or result from the Architect/Engineer's operations under this
Agreement whether such operations be by it or by any subcontractor or anyone directly or
indirectly employed by either. Limits for the insurance listed shall not be less than that specified.
Architect/Engineer shall provide at least the following:
(a) Workmen's Compensation Insurance for all states in which employees are engaged
in work under this Agreement.
(b) Commercial General Liability
(c) Comprehensive Automobile Liability
V. PAYMENTS
Payments shall be made in accordance with the payment schedule, and within 30 days of receiving
invoice from the Architect/Engineer. The sum of payments shall not exceed the allowable
compensation stated in this Agreement. In the event items on an invoice are disputed,payment on
those items will be withheld until the dispute is resolved.
The Architect/Engineer shall submit a final invoice and required documentation for services
authorized by each Notice to Proceed within ninety (90) days after final acceptance by the City.
The City will not be held liable for payment of invoices submitted after this time unless prior
written approval has been given.
VI. CHANGES
Changes in the scope of work or of services may only be made by written amendment. The
Architect/Engineer shall not perform any extra services prior to receiving a fully executed copy of
an amendment and a Notice to Proceed.
If at any time the City through its authorized representatives, either verbally or in writing,requests
or issues instructions for extra services or otherwise directs actions which conflicts with any
provisions of this Agreement, the Architect/Engineer shall, within ten days of receipt and prior to
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pursuing such instructions,notify the City in writing, and to the extent possible, describe the scope
and estimated cost of any extra services. Unless so notified by the Architect/Engineer, the City
may assume such instructions have not changed any provisions of this Agreement not- require
additional compensation. No additional payments shall be made to the Architect/Engineer without
such notice.
VIII. INSPECTIONS
The City, or any funding agency, has the right to inspect, in the manner and at reasonable times it
considers appropriate during the period of this Agreement, all facilities and activities of the
Architect/Engineer in the performance of this Agreement.
IX. TERMINATION OR SUSPENSION
This Agreement may be terminated by either party upon ten day's written notice if the other party
fails substantially to perform in accordance with its terms through no fault of the party initiating
the termination (default termination). If the City terminates this Agreement on account of
Architect/Engineer's default, the City will pay the Architect/Engineer for work completed prior to
termination that can be substantiated by the Architect/Engineer and the City, and
Architect/Engineer shall be liable for the remaining cost of the provision of architect and engineer
services on the Project. If the City becomes aware of any fault or defect in the work of the
Architect/Engineer or nonconformance with this Agreement, the City will give prompt written
notice thereof to the Architect/Engineer. Should the Architect/Engineer's services remain in
nonconformance to this Agreement, the percentage of total compensation attributable to the
nonconforming work may be withheld.
The City at any time may terminate (convenience termination) or suspend this Agreement for its
own needs or convenience. In the event of a convenience termination or suspension for more than
three months, the Architect/Engineer will be compensated for authorized services and authorized
expenditures performed to the date of receipt of written notice of termination plus reasonable
termination expenses. No fee or other compensation for the uncompleted portion of the services
will be paid, except for already incurred indirect costs which the Architect/Engineer can establish
and which would have been compensated for over the life of this Agreement, but because of the
convenience of the termination would have to be absorbed by the Architect/Engineer without
further compensation. in no event shall Architect/Engineer be entitled to profit for unperformed
work following termination for convenience of this Agreement.
If state or federal funds support this Agreement settlements in the event of default or convenience
termination must be approved by the City and any appropriate state or federal agency.
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X. OFFICIALS NOT TO BENEFIT
No member of or delegate to Congress, United States Commissioner or other officials of federal,
state or local government shall be admitted to any share or part of this Agreement or any benefit
to arise there from. The Architect/Engineer warrants that it has not employed or retained any
organization or person, other than a bona fide employee working for the Architect/Engineer, to
solicit or secure this Agreement and that it has not paid or agreed to pay any consideration
contingent upon or resulting from this Agreement.
XI. INDEPENDENT CONTRACTOR
Except in those instances specifically provided for herein, the Architect/Engineer and any of its
agents and employees shall act in an independent capacity and not as agents of the City in the
performance of this Agreement.
XII. ENDORSEMENT ON DOCUMENTS
Endorsements and professional seals, if applicable, must be included on all final plans,
specifications, estimates and reports.
XITT. OWNERSHIP OF WORK PRODUCTS
Work products produced under this Agreement, except items which have preexisting copyrights,
are the property of the City. Payments to the Architect/Engineer for services hereunder includes
full compensation for all work products, field notes, interim design work, blueprints, surveys, and
other materials produced by the Architect/Engineer and its subcontractors pertaining to this
Agreement.
Should the City elect to reuse work products provided under this Agreement for other than the
original and specific project and/or purpose, the City will indemnify the Architect/Engineer and
its subcontractor against any responsibilities or liabilities arising from such reuse. Additionally in
any such reuse the original Architect/Engineer's or subcontractor's signature, professional seals
and dates must be removed. Reuse which requires professional signature and seal will be signed,
sealed and dated by the professional who is in direct supervisory control and responsible for the
adaptation. No royalty or other compensation for such reuse may be paid to the Architect/Engineer
or its subcontractors.
XIV. SUCCESSORS AND ASSIGNS
The Architect/Engineer binds itself, its partners, its subcontractors, assigns and legal
representatives to this Agreement and to the successors, assigns and legal representatives of the
Architect/Engineer with respect to all covenants of this Agreement. The Architect/Engineer shall
not assign, sublet or transfer any interest in this Agreement without the prior written consent of
the City.
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153
XV. CLAIMS AND DISPUTES
If the Architect/Engineer becomes aware of any act or occurrence which may form the basis of a
claim the Architect/Engineer shall immediately inform the Project Manager. If the matter cannot
be resolved within seven(7) days,the Architect/Engineer shall,within the next fourteen(14)days,
submit written notice of the facts which may form the basis of the claim.
In presenting any claims, the Architect/Engineer shall, specifically include the provisions of this
Agreement, which apply, the specific relief requested, included any additional compensation
claimed, and the basis upon which it was calculated and/or the additional time requested and the
basis upon which it was calculated and/or the additional time requested and the basis upon which
it was calculated.
XVI. EXTENT OF AGREEMENT
This Agreement, including appendices, represents the entire and integrated Agreement between
the City and the Architect/Engineer and supersedes all prior negotiations, representations or
agreements, either written or oral.
Nothing contained herein may be deemed to create any contractual relationship between the City
and any subcontractors or material suppliers; not- may anything contained herein be deemed to
give any third party a claim or right to action against the City or the Architect/Engineer which does
not otherwise exist without regard to this Agreement.
This Agreement may be changed only by written amendment executed by both the City and the
Architect/Engineer. All communications that affect this Agreement must be made or confirmed
in writing. The Architect/Engineer on receiving final payment will execute a release, if required,
in full of all claims against the City arising out of or by reason of the services and work products
furnished under this Agreement.
The Architect/Engineer shall pay all federal, state and local taxes incurred by the
Architect/Engineer and shall require their payment by any subcontractor or any other persons in
the performance of this Agreement.
XVII. GOVERNING LAWS
This Agreement is governed by the laws of the State of Alaska and such federal and local laws and
ordinances as are applicable to the work performed.Any dispute arising under this agreement shall
be subject to litigation in the Superior Court for the State of Alaska,Third judicial District at Kenai.
XVIII. PRECEDENCE AND DIVISIBILITY
The provisions of this Agreement shall fully govern the services performed by the
Architect/Engineer. If any term, condition, or provision of this Agreement is declared void or
unenforceable, or limited in its application or effect, such event shall not affect any other
provisions hereof and all other provisions shall remain.
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ECONOMIC EVALUATION
OF
GROUND SOURCE HEAT PUMP SYSTEM
TO PROVIDE PRIMARY HEAT FOR
CITY LIBRARY & MUSEUM
CITY HALL ANNEX
CITY HALL
FIRE HALL
FOR
CITY OF SEWARD, ALASKA
DRAWINGG-l' CON'CEPTPILAN
STARTER(HEATING DISTRACT EVALUATION
CITY OF SEWARD,ALASKA
2'DIA INSULATED HDPE SUPPLY&
RETURN MAINS TO CARRY GROUND'
FIRE HALL CONCEPT PLAN BY AHOY BAKER PE
T2az sn F1' HEAT FROM CITY HALL TO FIRE HALL YOURCLEANENERGY LLC
APRIL 10 2015
NOTE'ALIGNMENT OF BURIED PIPING MAY BE
3"INSULATED HOPE MODIFIED TO REDUCE COST ANDIOR UTILITY
SUPPLY&RETURN CONFLICTS
u^w� MAINS TO CARRY
HYDRONIC CIRC PUMPS GROUND HEAT FROM
MOVE HOT WATER TO LIBRARY TO CITY HALL
HEATING APPLIANCES DO
TIT,
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7 L TEES FOR CONNECTION TO FUTURE
A"DIA INSULATED HOPE CAMPGROUND SHOWER FACILITY
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(.,OOP PUMPS.,BUFFER TANK
ET DEEP PERFORATED PVC
CIA INSULATED '24,313 6®F'T (TYMCAL FOR EACH BLDG) GROUNDS WATER
SUPPLY&.IR'ETURN MANS MONI FORINO WELILS
,� x.i-ire rn-.ssr TO CARRY HOT WATER
FROM LIBRARY TO ANNEX
NEW BOREHOLE FIELD WITH P
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TO 33()FT DEPTH IN WATER
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FINAL REPORT COMPLETED SEPTEMBER 12, 2015 BY ANDY BAKER, PE
"Celebrate the power of nature"TM ... with YourCleanEnergy LLc
■ 308 G Street#215, Anchorage �99501 907-274-2007 www.yourcleanenergy.us
TABLE OF CONTENTS
EXECUTIVE SUMMARY—STARTER GROUND SOURCE HEATING DISTRICT ALTERNATIVE B .................4
SCOPE OF ECONOMIC EVALUATION FOR STARTER GROUND SOURCE HEATING DISTRICT..................5
INTRODUCTION.....................................................................................................................................................7
EXAMPLES OF SUCCESSFUL OCEAN /GROUND SOURCE HEATING SYSTEMS IN ALASKA......................8
A SUMMARY OF THE FOUR CITY BUILDINGS INCLUDED IN THIS EVALUATION..........................................9
RECENT HISTORY OF ELECTRICITY COSTS FOR CITY OF SEWARD BUILDINGS.....................................10
RECENT HISTORY OF GRID ELECTRICITY USAGE BY CITY BUILDINGS.....................................................11
OPPORTUNITIES FOR INCREASING ENERGY EFFICENCY OF ELECTRICAL LOADS ................................12
RECENT HISTORY OF HEATING OIL COST FOR CITY BUILDINGS IN SEWARD..........................................13
RECENT HISTORY OF HEATING OIL USAGE BY CITY BUILDINGS ...............................................................14
RECENT AND PROJECTED HEATING FUEL COSTS FOR THE CITY OF SEWARD ......................................15
SUMMARY OF EXISTING BOILERS AND ESTIMATE OF PEAK HOURLY&ANNUAL HEAT LOADS............16
SOLAR HEATING OF THE OCEAN ALONG THE EQUATOR IS MOVED BY GYRES TO ALASKA.................17
SEA WATER TEMPERATURE IN RESURRECTION BAY PEAKS EACH YEAR AFTER FALL STORMS........18
GEOLOGY AND SUB-SURFACE WATER RESOURCE BELOW WATER FRONT PARK.................................19
CONCEPTUAL DESIGN OF VERTICAL GROUND LOOPS TO EXTRACT OCEAN HEAT...............................20
EXAMPLE PROJECT USING DOUBLE U-BEND VERTICAL LOOPS WITH SEPARATOR CLIPS...................21
CONCEPT DESIGN OF STARTER GROUND SOURCE DISTRICT HEATING SYSTEM..................................22
DRAWING G-1: CONCEPT PLAN OF GSHP PROJECT-ALTERNATIVE A& B .............. ..............................23
DRAWING G-2: PROJECT SCHEMATIC OF HEATING PUMP SYSTEM ........................................................24
TRENCHING OF SUPPLY& RETURN MAINS ALONG AND UNDER CITY STREETS AND ALLEYS .............25
INSULATED AND JACKECTED HDPE SUPPLY AND RETURN GROUND SOURCE MAINS..........................26
GROUND SOURCE HEAT PUMP OPERATION AND COEFFICIENT OF PERFORMANCE (COP).................27
SELECTION OF WATER SOURCE HEAT PUMPS SUITABLE FOR USE IN CITY BUILDINGS.......................28
SUMMARY OF OPERATION & MAINTENANCE COSTS FOR STARTER DISTRICT HEAT SYSTEM.............29
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156
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 3 OF 38
TABLE OF CONTENTS (Continued)
COST OPINION -ALT B: GROUND SOURCE DISTRICT HEAT FOR ALL FOUR CITY BUILDINGS..............31
COST OPINION -ALT B: GROUND SOURCE DISTRICT HEAT FOR ALL FOUR CITY BUILDINGS
(CONTINUED).......................................................................................................................................................32
APPENDIX A: ANNEX BUILDING - OIL BOILER- FUEL USE VS. OUTSIDE TEMP- DATA LOGGER..........33
APPENDIX B: FIRE HALL- OIL BOILER- FUEL USE VS. OUTSIDE TEMP - DATA LOGGER.......................34
APPENDIX C: CITY HALL - OIL BOILER- FUEL USE VS. OUTSIDE TEMP- DATA LOGGER.......................35
APPENDIX D: QUOTE TO DRILL AND INSTALL 2 TEST HOLES & 10 VERT GROUND LOOPS...................36
APPENDIX E: QUOTE FOR INSULATED HDPE PIPE WITH JACKET- SUPPLY& RETURN MAINS.............37
APPENDIX F: QUOTE FOR HEAT PUMPS, LOOP PUMPS, BUFFER TANKS, U-BEND COILS.....................38
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GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 4 OF 38
EXECUTIVE SUMMARY—STARTER GROUND SOURCE HEATING DISTRICT ALTERNATIVES
50 Year Present Worth Financial Analysis Of Starter Heating District Alternative B:
Alternative B:
All Four City Bldgs
17 Boreholes
Description Of Financial Component 8 Heat Pumps
Total Installed Project Cost Opinion -$850,000
Electricity use by source pumps -Year 1 -$2,290
Present worth of electricity use by
source pumps -over 50 year project life* -$114,500
Electricty use by heat pumps-Year 1 -$37,208
Present Worth of electricity use by
heat pumps -over 50 year project life* -$1,860,400
Maintenance Cost- District Heat System -Year 1 -$1,200
Present Worth of Maintenance Cost For
District Heat System -over 50 year project life** -$185,800
#1 Heating Oil Saved By Heat Pumps-Year 1 $60,462
Present Worth of#1 Heating Oil Saved By
Heat Pumps -Over 50 year project life*** $4,466,637
Net Present Worth Of Project Over 50 Years $1,455,937
Net Annual Savings At End Of Year 1 $19,764
Benefit To Cost Ratio 1.48
Notes:
Grid electricity at industrial user rate from City of Seward,with 3%per year escalation
Maintenance labor costs escalating at 3%per year
Unit cost of 41 heating oil escalating at 4.5%per year
Discount rate applied to all financial components is 3%per year
Current Large General Service rate for City of Seward grid electricity is$.184/KWH
Cost of#1 heating oil is estimated to be$3.02/gallon at start of project
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GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 5 OF 38
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SCOPE OF ECONOMIC EVALUATION FOR STARTER GROUND SOURCE HEATING DISTRICT
1. Provide background of and scope for the Economic Evaluation, and overall goals of the City to
establish a starter heating district using a vertical ground source loop field near the ocean, and
heat pumps in the City Library and Annex that are supplied from trunk lines connected to the
ground loops.
2. Evaluate the historical cost of heating in downtown Seward using heating oil, and straight electric
heat for the past ten years. Based on the latest price projections and information from both
heating oil suppliers and City Electric Department, estimate anticipated escalation of heating oil
and grid electricity prices in downtown Seward for the next 30 years. Estimate inflation and
discount rates anticipated over the same time period.
3. Provide several examples from Southcentral and Southeast Alaska of similar ground or ocean
source heating system that have displaced oil or electric heat through the winter heating season
for at least two years. Describe the size of these systems, # of customers, and annual heating
loads served. For the purpose of comparison to City of Seward, indicate the method of delivered
heat price determination and the actual savings realized over other conventional fuels that are
displaced by this system.
4. Develop a conceptual design schematic of a starter district heat system to initially serve the
Library and Annex buildings. This concept would include a vertical borehole ground source loop
field on City property adjacent to Resurrection Bay, a supply and return trunk line along Adams
Street, variable speed drive district loop pumps in the Library basement, and water source heat
pumps to replace boilers currently located in the basement of both the Library and Annex. A
conceptual design schematic illustrating the conversion of medium temperature heat distribution
appliances within each of these buildings will also be included. The conceptual design schematic
will consider expansion of the starter district in the future to provide source heat for the City Hall
and Fire Hall.
5. Develop conceptual design for a field of vertical geothermal boreholes on City shoreline property
at the base of Adams Street. Discuss anticipated subsurface soil conditions, thermal
conductivity, depth to bedrock, ground water levels, influence of ocean tides, salinity, borehole
depth and spacing, manifold arrangement. Identify adjacent areas where the borehole field may
be expanded in future to serve additional buildings via the trunks proposed along Adams Street
for the Library and Annex. Recommend a scope of work for a driller to install several test
boreholes to confirm subsurface conditions in the area of the proposed borehole field.
6. Develop concept level typical sections for the anticipated trenching of district loop supply and
return trunk lines along and under city streets, sidewalks and frontage. Identify an appropriate
type of pipe material, depth of bury, insulation requirements, shut off valves, and other details that
will have cost implications for the buried piping included in the district system. Determine whether
branch supply and return lines may be placed in the same trench with new water lines or other
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159
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 6 OF 38
buried utilities already scheduled for replacement by the City. Discuss optimal depth for buried
trunk lines.
7. Based on actual heating fuel usage for the past four years, and installed boiler sizes, estimate
annual heat load and peak hourly heat demand rates for the Library, Annex, City Hall, and
Firehall. This work item will require that the City install, within two weeks of Notice To Proceed
for this evaluation, a fuel meter(total gallons consumed) on each operating oil boiler, and a KWH
meter on the electric boiler in the Library. Heat load estimates can then be calibrated against
actual fuel usage recorded over the winter of 2014/15.
8. For the Library and Annex buildings, an inventory of the existing heating appliances, heat loads
and hydronic supply temperatures shall be made, based on the Design/As-Built mechanical and
electrical drawings for this building. A strategy will be developed for the conversion of medium
temperature (140F to 180F) heating loads to low temperature (100F to 130F), assuming
replacement of the oil boiler and/or electric boiler with heat pumps of similar capacity.
9. For the Library and Annex buildings, estimate if a net increase in electrical power service will be
required for the building in order to integrate heat pumps. Discuss whether a need for standby
power exists for either building.
10. For the initial Library and Annex ground source heating district, develop an opinion of probable
cost for design and construction, expressed in 2015 dollars.
11. For the initial Library and Annex ground source heating district, estimate the anticipated annual
Operation and Maintenance costs, including electricity usage, operational staff, parts,
maintenance, technical support, etc.
12. For the initial Library and Annex ground source heating district, estimate the annual savings in
2015 dollars anticipated from the ground source district heat system over continued use of the
existing oil and electric boilers.
13. For the initial Library and Annex ground source heating district, develop an itemized opinion of
probable cost for design and construction. Develop a Net Present Worth analysis with 30 year
life cycle, using the current energy costs and projected escalation rates, discount rate, and
inflation rate appropriate for this type of City-owned infrastructure project. This analysis will
indicate years to payback investment of ground source district heat versus the base case of
continuing with existing heating oil and electric boilers/resistance heat.
14. Estimate the portion of the design and construction costs that could likely be funded by federal
and/or state renewable energy grant programs currently available to the City.
15. Produce deliverable Economic Evaluation report in PDF format that includes above items,
schematics, graphs, technical information, cost estimates, etc, in a simple easy to read format.
16. Make one public presentation in Seward to communicate the results of the evaluation.
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EWARD u��l
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GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 7 OF 38
INTRODUCTION
On December 12, 2014, the City of Seward secured the services of YourCleanEnergy (YCE) to prepare
an Economic Evaluation of Starter Heating District to serve the City Library and Annex buildings in
downtown Seward (described here in as "ALT A"). The evaluation also considers an expanded system
that includes City Hall and the Fire Hall in the starter heating district (described here in as "ALT B").
The Annex is currently heated with an oil fired boiler; the Library is heated with an oil fired boiler and an
electric boiler. The City Hall and Fire Hall both have two oil fired boilers in them. The concept of this
evaluation is based on converting the primary source of heat from existing heating oil and electric boiler
heat systems to ground source heat pump systems. The ground source loops would derive source heat
from a closed loop vertical borehole field located in the City owned park adjacent to Resurrection Bay.
BACKGROUND
Significant operational savings are anticipated over time by replacing heating oil boilers in select City
buildings with ground or ocean source heat pumps. The anticipated savings are based on results of other
ground source and ocean source heat pump systems in the Seward area that are operating at about half
the cost of oil or straight electric heat systems. The City owns Waterfront Park along Resurrection Bay
that is currently used for recreation and camping; these areas lie above water saturated deep alluvial
deposits that have strong potential for cost effective and low impact installation of vertical ground loops
fields. These fields can supply a district loop to serve heat pumps installed in City Buildings. Vertical
ground loops, up to 300 foot depth, installed in ocean frontage areas may be warmed by the ground and
ocean heat from the Bay, without the challenges of directly pumping sea water. Initial starter heating
district loops can be designed with capacity for expansion to serve more nearby heat loads in the future.
There are four City buildings downtown in close proximity to the Bay frontage property, and to each other,
that have potential for conversion to heat pumps: the City Library, City Annex, City Hall and the Fire
Station. Of these buildings, the City Library is the most appropriate for conversion to heat pumps due to
its new construction with well insulated envelope, radiant floors, and modern hydronic system. The
Annex is adjacent to the Library and has had recent envelope improvements that are likely to make a
conversion of this building to a heat pump system cost effective. The City Hall and Fire Hall are older
multi-use buildings that would benefit significantly from both a comprehensive energy audit and
fundamental energy efficiency improvements. However they are also good candidates even in their
present condition for receiving district heat. As more energy efficiency improvements are made over time
to the City Hall and Fire Hall, the heat production required from heat pumps will reduce. This will in turn
free up heat capacity for other potential buildings or customers. Energy audit services for City Hall and
the Fire Hall were not included in the scope of this district heating system evaluation.
The evaluation herein will consider a starter heating district that initially serves the City Library and Annex
buildings (Alternative A), with planned capacity and connections for City Hall and the Fire Hall (Alternative
B). Economic, technical, and operational success with these first two buildings may then demonstrate the
potential benefits of expanding the district loop to other City buildings. Due to economy of scale, there
may be an advantage to constructing a district heat system to serve all four buildings from the start
(Alternative B). At the present time there are multiple sources of state and federal grant funds that the
City may apply for to finance such a project. The Economic Evaluation proposed herein can be leveraged
as the basis for grant funding and/or appropriation to finance the design and construction for the initial
starter district. The Alaska Energy Authority Renewable Energy Fund receives grant applications in
September of each year for projects that may be funded in the following fiscal year.
Acknowledgements. YCE would like to thank City Council for taking steps towards a district energy plan
that taps the immense and natural heat resource that is Resurrection Bay. Thanks is also expressed to
Ron Long, Jim Hunt and Susie Towsley for City contract administration; Stefan Nilsson for coordinating
access to City personnel, buildings & drawings; Valarie Kingsland for Library tours; WC Casey for advice
on utilities; John Foutz for advice on electric rates; Steve Audette for testing boilers; Dwayne Atwood for
providing planning maps; Phil Kaluza for sage advice, data loggers and annual fuel use analysis.
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161
ooHP SYSTEM EVALUATION FOR CITY aL000 CITY oFoEvvARo e/12/15 PAGE ooFao
EXAMPLES 0F SUCCESSFUL OCEAN /GR0UND SOURCE HEATING SYSTEMS |NALASKA
Seward.Alaska SeaLife Center, In 2000. an Economic Evaluation comparing the installation and use of
sea water heat pumps to replace existing oil boilers was completed byYourC|eanEnargy. In 2010. the
120,000 square foot Alaska SeaLife Center received grant funds from the Denali Commission and Alaska
Energy Authority to design and install two 00 ton heat pumps that utilize sea water from ice free
Resurrection Bay to provide heat for indoor spaces, outdoor sidewalks, and domestic hot water. In
December 2012, the two existing oil boilers were turned off and the sea water heat pump system
performance was monitored continuously through December 2013. Throughout 2013, the heat pump
system displaced 48.104 gallons of heating oi|, producing a net savings of $12O.00O and o net CO2
emission reduction of 420,000 lbs. The average system COP (coefficient of performance)for the year was
2.77; this represents an efficiency of 277% over heating oil or straight electric heat. In 2014. AEA
provided an Emerging Energy Technology grant to design and install additional heat pumps that utilize
CO2 as refrigerant and lift from sea water temperatures (40 degrees F) up to 104 degrees F for
baseboard heat in the offices and labs. This project io currently under design byYourC|aanEnergy.
International Airport, Juneau. This project was placed on line in May2011. The use of ground source
heat atthe Juneau International Airport Terminal is part ufan overall renovation and expansion project.
The Airport was constructed on filled wetlands that receive sub-surface influence of ocean tides and fresh
water drainage. Based on a feasibility study, a Ground Source Heat Pump (<3SHP) aohame offered a
financial incentive to move away from traditional fuel oil-based heating systems to one that extracts heat
from the ground and obtains most of its purchased energy from cleaner hydroelectric sources. The
system is comprised of u|oaad ground loop with 108vertico| borings, each 360ft. deep; 6 miles of
HOPE pipe in the field; 26 water to air heat pumpa(C|imata Master); 3 water to water heat pumps
(MoQuoy); and one Climate Master Direct Outside Air Supply (DOAS) unit. The loop field has
dimensions of 110 ft. x 275 ft and is located under the commuter/charter aircraft tie-down area.
Implementing this new system is affording annual savings in heating oil to the City of35.0UU gallons
worth @$115.000 along with $1U.00Ua year in staff labor and $1.00Uin snow removal equipment.
Seldovia House Ground Source Heat Pump System. A new heat pump system for this 17.000 uq ft
senior and |ovv income housing complex was placed on-line in December of 2014. Evaluation of
replacing oil boilers with ten x3OOft deep vertical ground loops (in solid baea|t) and two heat pumps was
completed byYCEin2013. Grant funding from Alaska Energy Authority under the REF Round 7allowed
for design to be completed byYCE in Auguat2Oi4; construction was completed by Novamber20i4. For
winter of 2014/2015, the heat pumps displaced approximately 80% of the heating oil normally used.
.
Co|obna0ethopoworofnatum'`,. .vwm YourC|oanEnongy."
162
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 9 OF 38
A SUMMARY OF THE FOUR CITY BUILDINGS INCLUDED IN THIS EVALUATION
A summary of basic information regarding the four city buildings included in this evaluation is given below:
Building Name Sq Ft Date Built Type Of Use
Fire Hall 7,262 1963 Emergency Response, Bldg Inspector
City Annex 8,192 1950 Elect Dept, Planning Offices
City Hall 20,532 1966 City Admin, State & Federal Offices
Library/Museum 24,323 2012 Public Library& Historical Museum
Building Name #of Boilers Boiler Type Liquid Fuel Type Fuel Tank Size
Fire Hall Two Oil Fired #1 Heating Oil 2000 Gallons*
City Annex One Oil Fired #1 Heating Oil 500 Gallons
City Hall Two Oil Fired #1 Heating Oil 2000 Gallons*
Library/Museum Two (Oil Fired + Electric) #1 Heating Oil 2000 Gallons
*Fire Hall and City Hall share a single tank located adjacent to the Fire Hall
N a MAP OF DOWNTOWN
' CITY BUILDINGS '
r
SEWARD, ALASKA
CITY HALL
20,532 SQ FT
o FIRE HALL BUILT 1966
7,262 SQ FT
BUILT 1963
LIBRARY/
MUSEUM
�.rtP„o jaFnrar�� 24,323 SQ FT
G(r f�Nto, , BUILT 2012
f-akwor va,
Depaurmnww
Ad, iir�s`';t FuS, rrr, ;'C ��fi air�;a S3
M 48Y n llnq(1t9wm
Bakery&rzrh%
CITY ANNEX
8,192 SQ FT
aro, a,rr, o,- sraR r ,tic, BUILT 1950
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163
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 10 OF 38
RECENT HISTORY OF ELECTRICITY COSTS FOR CITY OF SEWARD BUILDINGS
Buildings owned and operated by the City of Seward are currently charged by the Seward Electric Utility
at either the Small General Service or Large General Service rate. Seward Electric Utility purchases firm
power from Chugach Electric Association (CEA) with the exception of local diesel generation when
Chugach power is interrupted by avalanches or other events. The Small General Service and Large
General Service electric rates consist of the following price components:
Primary Charge ($/KWH) + Additional Charge ($/KWH) + Peak Demand Charge ($/KW) + CEA Fuel
Charge ($/KWH) + Monthly Charge ($/Month) = Total Monthly Charge
For simplicity, an Effective Electricity Rate ($/KWH) is used in this evaluation report to estimate future
costs for loop pumps and heat pumps. The Effective Electricity Rate ($/KWH) is express as the Total
Monthly Charge ($) divided by Total Monthly Energy (KWH) used. There can be some significant
variation in the Effective Electricity Rate between buildings at times when one building has low
occupancy, or when an electric heating appliance is imposing a high demand charge on the meter
account. This is seen below for the Annex during a times it was unoccupied in 2013, and for the Library
when the electric boiler was used instead of the oil fired boiler in 2013 and 2014.
Effective Electricity Rate For City Buildings- 2010 thru 2014
$0.3400 Annex(Small General
$0.2900 Service)
_ $0.2400 Fire Hall (Small General
Service)
Y $0.1900
v> i
City Hall A(Large General
$0.1400
Service)
oti� Otiti Qtiti oIP otiR City Hall B(Large General
Service)The Small General Service rate is the highest of all tariff rates applied to City buildings and has a current
effective rate of$0.205/KWH. The Large General Service currently has an effective rate of$0.184/KWH.
The proposed Ground Source Heat Pump Project will house all heat pumps and loop pumps in
either the Library or City Hall; only the Large General Service rate will apply to the project.
The future price escalations in electricity cost in Seward are closely tied to those of Chugach Electric
Association. The unit price of grid electricity from Chugach Electric Association has risen at a rate of
approximately 3% per year for the past four years. This increase has been tempered by the fact that 15%
of CEA's generation is from hydro-electric which has stabilized the retail cost of electricity; and load
sharing between utilities on the rail belt grid of Alaska has prevented any one utility from subjecting
customers to rapid price escalations. The primary factor expected to determine the escalation rate of
Seward's grid electricity is the cost of natural gas generation. This cost can vary due to regional Henry
Hub pricing and available supply in the region for this commodity. Another factor that may influence the
wholesale price of power from CEA in coming years is the size of their customer base in relation to their
generating capacity. An increase in the purchase of wind generation may help stabilize pricing.
The economic evaluations contained in this report are based on the rate of grid electricity from
City of Seward escalating at an average rate of 3% per year for the next 30 years. The addition of
local hydro electric power to the Seward City grid could further stabilize the retail price by reducing
dependence on natural gas generation by Chugach Electric and by providing some alternative to
emergency diesel generation during those times when supply from Chugach is interrupted.
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GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 11 OF 38
RECENT HISTORY OF GRID ELECTRICITY USAGE BY CITY BUILDINGS
The amount of City budget spent on electricity for City Buildings has been significant for the previous four
heating seasons. For the heating season of 2013/2014 the total cost of electricity used by all four city
buildings was $162,329. This high amount of electricity usage is attributed in part to high levels of
occupancy (lighting, office equipment, computer servers, communication equipment, ventilation); and to
the use of electric resistance type space heaters in the older buildings, City Hall in particular.
Annual Electricity Expense (July 2010 thru June 2014)
$50,000
$40,000
$30,000
20 000
$10,000 : : �1�1�11�1111�11�1��1�1 Illlllllllllllllllllllllllllllllui,iauiu»,auuu� 1 ::
Fire Hall Annex City Hall Library
1111111111112010/11 $12,202 $8,971 $46,341
111111111112011/12 $12,261 $10,085 $49,877
11111112012/13 $12,606 $6,391 $48,332 $52,061
1111112013/14 $13,927 $6,246 $48,238 $45,679
Average annual electricity usage in KWH by City buildings over the past four heating seasons (July 2010
thru June 2014) are shown below.
Annual Electricity Usage (4 Yr Avg - July 2010 thru June 2014)
250,000
200,000
150,000
Y
100,000
50,000
0
Fire Hall Annex City Hall Library
IIIIIIIII KWH 65,360 40,114 282,024 197,660
In terms of average annual electricity usage, the City Hall has been by far the largest. This is due in part
to the high occupancy and multi-use features of the building. It is self evident that some amount of electric
resistance space heating is occurring in the winter months in this building to compensate for the poor
insulation value of the walls, windows, and roof. The Library/Museum is a relatively new facility however it
was noted during site visits to this building that efficiency improvements can be made in both lighting and
HVAC controls. One specific example is replacing the incandescent spots in the Museum exhibit hall with
LED lamps. Another is recovering some of the solar heat gain from the second floor reading rooms that
is currently wasted by opening clear story windows when the rooms over heat on sunny days. A
comprehensive energy audit of all four City buildings would very useful to increase their efficiency.
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165
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 12 OF 38
OPPORTUNITIES FOR INCREASING ENERGY EFFICENCY OF ELECTRICAL LOADS
It is useful to review the relative size of the four city buildings when evaluating the amount of energy used
by those buildings:
Usable Interior Floor Area Of City Buildings
25,000
20,000
a`
o 15,000
LL
0 10,000
d
Lai
5,000 .. .... .... .... ....
a
M
a 0
Hall Annex City Hall Library
Sq Ft 7,262 8,192 20,532 24,323
It is useful to compare the intensity of electricity use among City buildings because this will indicate
whether large differences in lighting, appliances, and/or electric space heating loads are occurring
between the buildings. This intensity can be expressed as KWH /square foot building area /year:
Electricity Use / Year/ Sq Ft Bldg Floor Area (4 Yr Avg)
14.00
L 12.00
m
-0 10.00
w 8.00
a
'^ 6.00
m 4.00
2.00
x
2 0.00
Fire Hall Annex City Hall Library
IIIIIIIIIIII KWH/Yr/Sq Ft 9.00 4.90 13.74 8.13
As shown below, City Hall has by far the highest level of electricity use per square foot. It is
recommended that a comprehensive energy audit of the Fire Hall and City Hall be performed to
determine what cost effective improvements in lighting, HVAC pumps/ventilation, and electrical
appliances, can be made to reduce electrical energy usage. Sub-metering of major electric loads can
help to identify the largest categories of power usage. It appears that a large number of individual electric
space heater may be in use to supplement building heat on cold and windy winter days. Increasing
envelope insulation and retro-commissioning of the heating and ventilation system of the buildings can
eliminate the need for supplemental space heaters and afford large energy savings.
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166
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 13 OF 38
RECENT HISTORY OF HEATING OIL COST FOR CITY BUILDINGS IN SEWARD
In order to plan for energy efficiency and district heat projects for buildings in Seward, it is useful to review
the trend of heating oil cost ($/gallon delivered) from the past ten heating seasons (July 2004 thru June
2014). The City of Seward purchases#1 heating oil from Shoreside Petroleum for their buildings.
Recent Price Of#1 Heating Oil For City Of Seward Buildings
$4.10
2 $3.90
cu
>_ $3.70
c $3.50
c $3.30
$3.10
$2.90
a $2.70
$2.50
.L O O O r-1 rl ci r1 ri N N N N N N M M M M M - � R*
a -1 -1 � -1 -1 -1 -1 -1 -1 - � � -1 � -1 � �
O O O O O O O O O O O O O O O O O O O O O O O O
N N N N N N N N N N N N N N N N N (N (14 N N N N N
0) 0) M M 111 N ci ci Ln Ln M l0 O -1 Ln l0 M M N M 00 M O 00
= ci ri
Q - c-1 c-1 N N r-1 N r-1 N N N —1 ri c-1
U >, Q > >
U
Q LL Q � LL Q — U � M E M M M M o
Q — E (U c — 2 2 Ln z
Over the past four years, the price of heating oil in Seward has varied greatly, as can be seen in the
graph above of heating oil bill fuel prices from 2010 to 2014. A large price spike occurred in May 2011,
with prices hitting over $3.90/gal. Following the 2011 spike, prices remained in the range of $3.60/gal
through August of 2014. A surplus of oil supply in the global market starting in September of 2014 has
driven prices down temporarily to the range of$3.20/gal. It is anticipated that global supply will reduce in
the near future, and the market price for heating oil in Seward will return to the range of$3.90/gal.
Annual Heating Oil Cost - City Buildings - 2010 thru 2014
$30,000
$25,000
$$20,000
$15,000
$10,000
$5,000
Fire Hall Annex City Hall Library
2010/2011 $8,973 $6,347 $20,937 $0.00....
2011/2012 $11,563 $7,940 $26,979 $0.00....
1111111112012/2013 $11,318 $8,322 $26,408 $21,557.51
1111111111112013/2014 $9,723 $7,133 $22,688 $17,487.00
The total amount of City budget spent on heating oil for the four city buildings reached $67,605 for the
2012/2013 heating season due to a cold winter and moderately high oil prices. While it is not the largest
of the four buildings, City Hall consumes the greatest amount of heating oil by a noticeable margin. City
Hall is an older structure that can benefit from a comprehensive energy audit and various energy
efficiency improvements that include increased wall and roof insulation, new thermally broken thermo-
pane windows, retro-commissioning of existing HVAC system, and clearing the air path to baseboards.
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167
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 14 OF 38
RECENT HISTORY OF HEATING OIL USAGE BY CITY BUILDINGS
Usable Interior Floor Area Of City Buildings
25,000
20,000
a
0 15,000
_o
10,000
0
5,000
LL0 .. .. .. .. .. .. .. .. ..
�+ Fire Hall Annex City Hall Library
Cr Sq Ft 7,262 8,192 20,532 24,323
Annual Heating Oil Usage (4 Yr Avg - July 2010 thru June
2014)
0
c 8,000
a
= 6,000
4,000
0
c 2,000E M
0
Fire Hall Annex City Hall Library
Gallons 3,325 2,475... 7,480 6,064
The overall efficiency of heating oil usage in the four City buildings can be compared to each other by
dividing the total amount of heating oil used each year in the building by the total usable floor area. While
the Fire Hall is the smallest of the buildings, it has consumed the greatest amount of heating oil per unit
floor area. This is attributed in part to the regular opening of large overhead doors for vehicles throughout
winter days; and also to poor insulation in portions of the building envelope, in particular the roof.
BTU/Year/Sq Ft Area (4 Yr Avg-July 2010 thru June 2014)
t�
a 40,000
a 30,000
20,000
H
m
10,000
0
Fire Hall Annex City Hall Library
BTU/Yr/Sq Ft 45,624 27,434 33,408 26,149
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168
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 15 OF 38
RECENT AND PROJECTED HEATING FUEL COSTS FOR THE CITY OF SEWARD
For the past twenty years or more, the City of Seward has utilized heating oil as the primary fuel source
for space heating boilers and back power generation. In recent years, the City has purchased large
quantities of #1 heating oil at bulk rate from Shoreside Petroleum. The actual price paid per gallon for
recent years is shown below. While there have been fluctuations in the unit cost of crude oil products in
the past four years, the overall price escalation has been on a baseline of 6% per year from August 2010
($2.80/gallon)through December 2014 ($3.60/gallon).
The recent surplus of crude in the global market has driven down heating oil price since September of
2014, however this is likely a short term effect. Healthy economic growth in the USA is expected in
coming years, along with some reduction in crude oil demand in the USA due to efficiency increase. The
long term global shortage of crude oil supplies and growing global demand, especially that of China and
India, may increase the escalation rate. The use of a 4.5% per year escalation for heating oil in Seward is
both conservative and realistic given the past and projected history of crude oil prices.
An electric boiler was installed in the new Library/Museum as an alternate heating method to burning
heating oil. The electric boiler has not been used often due the fact that the recent price of oil has made
operation of the two stage (low and high fire) oil boiler far more cost effective.
At current retail electricity and fuel oil rates (Dec 2014), using ground source heat pumps with
electricity priced at the Large General Service (LGS) rate will be approximately 1.6 times more
cost effective than heating with oil boilers.
Using ground heat pumps with electricity priced at the Large General Service (LGS) rate will be
approximately 2.5 times more cost effective than using an electric boiler.
• Cost of making 1,000,000 BTU with #1 heating oil (using 85% eff boiler, $3.90/gal) _ $34.24
• Cost of making 1,000,000 BTU with electric heat(@ LGS Rate of$0.182/KWH) = $53.33
• Cost of making 1,000,000 BTU with heat pump system (COP 2.8, $0.182/KWH) = $19.05
Recent Price Of#1 Heating Oil For City Of Seward Buildings+6%/Yr Escalation Line
$4.10
$3.90
a $3.70
d
>_ $3.50
d
$3.30
m $3.10
c�
$2.90
a
°c' $2.70
a $2.50
O O O r1 r1 r1 c i r-1 r-1 r-1 r-1 N N N N N N N M M M M M M M Rt
—1 —1 -1 —1 -1 —1 c-1 —i c-1 r-1 r-1 -- r-1 c-1 —1 -1 —1 —1 -1 -1 -1 —1 —1 —1 i--I .--I a-i r-I r-I c-I c-I -1
O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O O
N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N N
M N M Ln M M M M r-1 r-1 N N Ln M r1 � O M X r-1 l0 V1 W M N M r-1 M M Ln M ri
00 c-I > C -0 N �--I N �--I (N N rl r-1 C N N -1 C M - N r-1 N , r-1 -1 -1 N U
++ O M N i >` C CIp Q > C -0 Q' � 1]0 - U M C M L U > M -0 Q >. � Q)
Q OU z u- co cn o ra LL Q J ra E o o D Q M OU p
Q z Q
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169
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 16 OF 38
SUMMARY OF EXISTING BOILERS AND ESTIMATE OF PEAK HOURLY&ANNUAL HEAT LOADS
In January 2015, the City of Seward performed field testing of the existing oil fired boilers in City Hall,
Annex and the Fire Hall. While the boilers were running hot, an analysis of combustion flue gas
temperature and composition was performed. Additionally, run time data loggers were installed on these
oil boilers for the entire month to determine how often the boilers were running on the coldest days. From
these field measurements and equipment data, the peak hourly heat load (Btu/hour) of the buildings was
estimated for the design winter outside air temperature of 5F. It was then possible to estimate the size of
new hi-efficiency water source heat pumps that could effectively replace the heating capacity of the
existing boilers:
Site Library/ Library/ City Hall City Hall Fire Hall Fire Hall Annex Bldg.
Museum Museum
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Burnham Lattner System Weil System System Weil McLain
Electric 2000 McLain 2000 2000
Boiler V904A S135LW EK-31F V600 EK-1 EK-1 P-768-WT
Lead boiler Lag boiler Lead boiler Lag boiler #1 #2
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
Stack Temp. 370* 360* 440* 400* 350* 480*
..............................................................................................................................................................................................................................................................................................................................................................................................................................................................................
CO2 11.60% 3.20% 2.20% 8.20% 7.70% 7.50%
CO 37 ppm 18 ppm 84 ppm 0.0 ppm 0.0 ppm 17 ppm
2 4.90% 16.50% 19.20% 9.60% 9.50% 10.60%
Extra Air 28.20% 34.50% 51.90% 78.30% 53.80% 93.10%
2.1lowfire 2.00-60A 250-60A .75-70A .75-70A 1.25-60A
Nozzle
4.3 high fire
Nozzle 2.1 2.6 1 N/A
Flow Rate gal/hour gal/hour
Gross Output 281,400 460,000 348,400 134,000 248,000
BTU/Hour on low fire
...................................................................................................................................................................................................................................................................................................
Field Measured 86.20% No Data 73.20% 68.20% 82.50% 85.00% 78.60%
Efficiency on low fire
Net BTU/Hour 242,567 No Data 255,029 110,550 194,928
Run Time @5F 95.00% No Data 95.00% 90.00% 45.00%
Peak Hourly Heat 230,438 No Data 242,277 99,495 87,718
Load @5F BTU/Hour
Heat Pump Cap
(Tons) Req'd To 19 21 9 8
Offset Boilers
Design Annual Heat 700 734 368 261
Load (MMBTU)
Design Annual Oil 6,064 7,480 3,325 2,475
Usage(Gallons)
...............................................................................................L I b ra............/..............L...............................
Site ry Library/ City Hall City Hall Fire Hall Fire Hall Annex Bldg.
Museum Museum
Data from the run time loggers was used to create heat load graphs for each building that are based the
typical winter outside air temperatures measured in recent years in Seward. These graphs are shown in
the Appendix of this report. From the simulation software associated with the data loggers, the design
annual heat load and heating oil usage was estimated. These design heat loads are then used in the
economic evaluation to establish how much heating oil will be displaced by heat pumps, how much
electrical energy is required for loop pumps and heat pumps, and what annual savings that will produce.
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GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 17 OF 38
SOLAR HEATING OF THE OCEAN ALONG THE EQUATOR IS MOVED BY GYRES TO ALASKA
Alaska SoaLifoCentor
Surd,Alaska
r
"k
ror
b
al
� j
Vancavver BC
xi
r
r ° w „'�� n� u
Fana� .
��
C i Masilve Solar Gain
u
4 r a
N�4 '� .7
The natural delivery of warm sea water to Resurrection Bay is part of the global heat engine. Large
amounts of solar energy are absorbed by the ocean and atmosphere and are transported poleward. A
simple example is that winds and currents from the south are generally warmer than those from the north.
In the North Atlantic Ocean, the Gulf Stream carries warm water from the tropics to high latitudes along
the East Coast of the U.S. It then moves across the North Atlantic and warms Europe. This clockwise
gyre or circular pattern fills the North Atlantic.
The North Pacific is also warmed by a similar ocean circulation with the Kuroshio Current bringing water
from the tropics northward along Japan and then eastward across the North Pacific. This current hits
North America offshore of Seattle where it splits into the southward flowing California Current and the
northward flowing Alaska Current. The Alaska Current brings warm water into the Gulf of Alaska.
However, high amounts of rainfall over the gulf and along the coast put a low density"lid"on this relatively
warm, salty tropical water. This lid overlies the subsurface source of warm water in the Alaska Current.
The Alaska Current flows around the Gulf of Alaska in a counterclockwise direction along the shelf break
which is about 100 miles offshore near Seward.
As the rains increase in autumn, a lot of freshwater enters the ocean from the coast. As it piles up along
the coast, it begins to move offshore. The water beneath this upper layer of freshwater is mixed a little
and is also carried offshore. It is replaced with water from below. This upper layer offshore moving layer
allows deeper water to move to the coast. This deep layer of warm water supplies the heat from the
tropics that warms Resurrection Bay each fall. This same heat has been successfully tapped to heat the
Alaska SeaLife Center through long sub-arctic winters since 2011 using high efficiency heat pumps.
The Seward Line is a line of reference to obtain the oceanographic properties across the shelf and into
the deep Gulf of Alaska. The GAK1 monitoring station and Seward Line was established in December
1970. 17 years ago it was expanded to include biology and it continues to be sampled.
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GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 18 OF 38
SEA WATER TEMPERATURE IN RESURRECTION BAY PEAKS EACH YEAR AFTER FALL STORMS
It has long been known that sea water temperatures in Resurrection Bay remain well above freezing
through the long Alaska winter. The Bay stays ice free and is often steaming on cold days in early winter.
This is due primarily to a large influx of warm sea water from the Alaska Coastal Current that is drawn into
the bay each fall due to high volumes of fresh water storm runoff. The Alaska Coastal Current is in turn
heated by the North Pacific Gyre that gains immense solar heat during its three year journey along the
equator. Resurrection Bay is a world class source to operate a district heating system from.
i lixori '(6l
idnn,� l h'l„
Seawater temperatures recorded for a recent five year period (2003 through 2008) at the Alaska Seal-ife
Center's raw seawater influent well were compiled to determine the average seawater temperature for
each month. The maximum monthly seawater temperature (56F) and minimum monthly seawater
temperature (37F) were also identified. As shown in the graph below, it is evident that the large mass of
seawater contained in Resurrection Bay is slightly charged by local solar during the spring and summer
months, and is heavily charged by warm ocean currents in advance of the winter heating season.
A LC Raw Seawater Temperatures for 00 - 08
55 ........Maximum
P=onthEv
Seaviater
Temperature
51 (F)
U. Average
Honthfy
t -74 Seawater
C46
Temperature
(F)
Hirumum
1 Honthly
T seavrater
Temperature
(F)
3
Jul Aug Sept Oct Nov Dec San Feb Har Apr I*lay aui
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172
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 19 OF 38
GEOLOGY AND SUB-SURFACE WATER RESOURCE BELOW WATER FRONT PARK
The existing geology and subsurface water resources of Waterfront Park in Downtown Seward show
great promise as a utility grade heat source for ground source heat pumps. Most of the high density area
of Seward rests upon an alluvial fan of gravel and silt deposits that have washed down from the Lowell
Creek Canyon for thousands of years. Due to the steep sloping bedrock under the town site, the
thickness of alluvial gravel along the shoreline is in excess of 300 feet thick. This thick layer of gravel is
water saturated due to the presence of fresh water drainage from higher elevations, and seawater
infiltration from the adjacent Resurrection Bay. The sea water heat is of great interest for this project.
F
d
downtown Seward
gyp`
t F r has immense heat
in ground water
KiI 4yf ; and the ocean
p
' u
r
., �� 1�� NYC /�� !i i
M rld " r /l /�jr li it gravel,
/r r
rand, silt
,,� /
and high
�5 water table
warm sea water
N
37F to54F
In 1967, in response to the Good Friday Earthquake of 1964, the United States Geological Survey
(USGS) compiled a report of the existing geology of Seward, with attention to the fracture zone that is
parallel to the shoreline. Much of the infrastructure built along the shoreline prior to the 1964 earthquake,
including rail tracks, fuel tanks, and buildings, were heavily damaged in the 1964 seismic event. The City
of Seward owns the Waterfront Park that now exists adjacent to the shoreline between Ballaine
Boulevard and the ocean, including the green belt bike path. A geologic profile section was developed
along Adams Street, and a 300 ft deep borehole (S-100)was drilled to map the depth of gravel deposits.
green mean
belt lower
bike low
section cut along Adams Street Lath water
level
Alluvial fan de._�__ _�_.— __� ____ �oset� f5ar�r.°� and gravely
01 _ _ 300 ft
thick
layer
ideal location for
Bedrock vertical ground
5001 — source loops
Drift 0101 au
from 1967 Post-earthquake Geological Survey by USGS
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173
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 20 OF 38
DRILLING, CONSTRUCTION, AND TESTING OF TEST BOREHOLE NEAR BIKE PATH—AUG 2015
The City secured the services of Denali Drilling of Anchorage in mid July 2015 to install a 300 feet deep x
4" diameter screened test borehole near the Bike Path. The purpose of this test well was to allow
measurement of the subsurface water column and confirm the influence of ocean tides in the aquifer
below. The scope of the work was to drill and drive 6" diameter steel casing to depth, then insert the 4"
PVC screened casing; and then extract the steel casing. This work was performed as required, leaving a
4"water column in the test borehole that closely resembles the natural water column in the aquifer.
Once installed, the City rented a Cast-Away marine data logger that could be lowered down the 4" water
column. This data logger sampled temperature, salinity and depth once per second while being lowered
and raised, thus profiling the thermal characteristics of the water column. Data was collected from mid
August thru early September at both high and low tides to determine the difference in ocean tide
influence. The data shows that the deeper portion of the aquifer (180ft to 300ft below water surface)
remains a constant 42F with high salinity. The upper portion of the aquifer (Oft to 180ftbelow water
surface) shows a strong influence of warm subsurface ocean water that peaks about 30 minutes after
high tide. The temperature of ocean tide water in the test borehole closely resembles that measure off-
shore at similar depth. The fact that warm ocean water is moving thru the gravel affords an attractive
opportunity to extract heat from that ocean water via vertical HDPE ground loops that are piped to heat
pumps in nearby buildings. Example temperature and salinity profiles from the data logger are below:
LOW TIDE (-1.6 ft) —AUG 18 2015 10:08am HIGH TIDE (+12.1 ft)—AUG 31 —3:14pm
Temperature ('IC'.') Salomotyr(P'S real,� Pera ure�' J r5®phmtl�PSSD
15. 15...•,,'',. 1
25 25 .5 .5- ..
y5. 30 i 55.
35. 35.
.'j q;ry.
15. C5. 45 45-
5'2 5D
55 55 55 55 m
5D' sD d5 6
55 55 65 65—
7D— 7J 71
75 755 W-.
ed .„
3 3 a] l y
55 55' 35 35.
5.h 5..8. 5 5'T. E..4 5.5 E.8 ] 10 15 'D 2.5 34 87 1 1 I'd 'Ii 15 17 l 19 3i 21 2_ .. ]V ?5 R8 Z` ?S
The sub-surface water table begins at 18ft to 22 ft below grade. Vertical loops inserted in the deep gravel
will then experience full contact with moving tidal water from 20ft below grade to 200 ft below grade, and
full contact with the stationary aquifer from 200ft to 300ft below grade. With 280 ft out of the 300 ft loop
length submerged in water, and the use of double 1" HDPE u-bends in each production hole, it is
anticipated that approximately 3.4 tons of heat pump capacity can be extracted from each production
borehole constructed in this aquifer. This is similar to a fully submerged lake or ocean loop system.
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174
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 21 OF 38
CONCEPTUAL DESIGN OF VERTICAL GROUND LOOPS TO EXTRACT OCEAN HEAT
Vertical ground loops offer several advantages over direct pumping of sea water for the extraction of
ocean heat. By using inert HDPE tubing that acts as a submerged leak tight heat exchanger, vertical
loops eliminate the need for a sea water intake that requires corrosion proof pumps and heat exchanger,
and risks of storm damage, boat anchors and marine bio-fouling. A mixture of water and 20% methanol
is pumped 300 ft down hole in the 1" diameter HDPE tubing and loops back up to the surface, collecting
ground water heat along this path. A series of vertical boreholes spaced 20 feet apart can be piped in
reverse return via horizontal manifold pipes buried 4 ft below the ground surface. This ensures that flow
is split evenly between all boreholes. A single HDPE supply and return trunk line can then deliver the
ground source heat to City buildings via source side loop pumps for the individual heat pumps. Thus the
City has only to operate and maintain a simple closed loop that is pumped from each building at a flow
rate required by the heat pumps in operation at any one time. This approach minimizes pumping energy.
The industry accepted design life of properly installed and buried HDPE ground source loops is 50 years.
Recent ground source heat pump project research in the USA has shown that the heat extraction rate
from a typical vertical ground loop can be increased by approximately 40% by using two loops per hole
that are held in separation by simple "quad bone" clips. These high strength plastic clips are spaced
every four feet along the vertical loops. The clips keep the four HDPE pipes equally spaced at the
perimeter of the bore, so that any one pipe does not lose significant heat to another. In water saturated
gravel this approach affords a marked increase in heat transfer rate as compared to a single loop in the
same borehole.
DOUBILL U-BENDS Geothen,4 Sure Chp L,LC
Sara Clips"Quad Sams"
* nnm nt Chp Keeps 2nd
U-Bend Aligned path filhe
1st U-Sand .6^ Bore
Typocal 8 p
Manufactured �i��ntnil ' � � �a9,� �C���- ��R.�n
9L-SmnaPs ��� ' h+w'rro
11 �,�I PVC �l tt1 �u��yl l 41 IVI
f � �B�oil'llli Quad Bones ,
Bends Go coup,
Discussions with drillers in the region that have certification from the International Ground Source Heat
Pump Association (IGSHPA), suggests the following procedure for 300 feet deep vertical loop installation
in the deep and water saturated alluvial gravels below Waterfront Park near the bike path:
1. Drill and case the 6" diameter borehole to depth of 300 feet. The casing will be needed to keep
the borehole from collapsing due to instability of sand and gravel submerged in the water table.
2. Fill HDPE double loops with water and insert to depth of hole, using a weight to sink the loops
and to anchor end of loops to bottom of hole. Each loop will have round trip length of 600 feet.
3. Extract casing slowly section by section, allowing the natural sand, silt and gravel down the hole
to fall in and fill voids in between the four vertical 1" HDPE u-bend pipes. The option of filling void
space at depth with sand, pea gravel and/or drilling mud via a retractable 1 1/4" tremie pipe,
routed thru the center of the quad bones, may be recommended pending further research.
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175
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 22 OF 38
EXAMPLE PROJECT USING DOUBLE U-BEND VERTICAL LOOPS WITH SEPARATOR CLIPS
Power De-Coiler
i
r
�m
� va Trarnle Pnp,
�� �, I ,i r Illllllli rf h � I i
lYad Bcanra Separator Clip
Double U-Bend Ins#alla#lon In 34t0 F#Deep
6'Cased Hole With Quad Bane Separator
Clips And Trernie Pipe To Feed Grout
� R
For Toyota Dealership
Bartlesville,Oklahoma 2012
i
r,
U, ;o
i
# 1/4 Trernie Pip,
n �
r
mv. 1
Ai asr.
� i% /%ly'
n t "
per;
�„ �w C�uacrl Bove�aepaA•atar P�
o
I Y „
Cti�E�err Sax Fea# � „
r
r I" Double U-Bernd Vertical Ground Source
Loop Installation In 300 Ft Der Borehole
W6th Quad Bone Separator Clips And
Removable Tremie Pipe Dawn The Center
VVV uuVV For Doengpes Family Toyota Dealership
/ ;4W Bartlesvnllte,C:klahoma 2012
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176
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 23 OF 38
CONCEPT DESIGN OF STARTER GROUND SOURCE DISTRICT HEATING SYSTEM
By using heat pumps sized to displace the heat load on existing oil boilers in the Library, Annex, City Hall,
and Fire Hall, the amount of ground source heat needed for this project can be estimated and several
alternatives can be developed for a district heating system. The first alternative "A" would be a system to
initially serve the Library and Annex, with source loop trunk size for expansion to the City Hall and Fire
Hall. The second alternative "B" would be a system to serve all four city buildings. For both alternatives,
the borehole field and trunk supply and return mains would be sized to meet the peak hourly heat load of
the winter design day of 5F with moderate winds. A table that summarizes the sizing of critical elements
of these two alternatives "A" and "B" is given below. Note that the main trunk noted below is the buried
supply and return pipes that carry ground source flow from the boreholes to the first building (Library).
Peak Hourly Load #Of 6" Dia x 300' Max Source Flow Req'd Trunk
ALT Bldqs Served (D51F Winter Day Boreholes Req'd In Main Trunk Pipe Size
"A" LIB +ANX 320,000 BTU/HR 9 100 GPM 3"
"B" All 4 Bldgs 672,000 BTU/HR 17 225 GPM 4"
A concept level piping schematic for ALT A and ALT B is given on the following page. A description of
critical elements of the proposed district heat system is given below:
Borehole Field - Vertical Ground Loops. Boreholes are 20 feet apart and staggered along bike path to
allow equal access to ocean side heat for each vertical loop. A piping manifold along boreholes will be
piped in reverse return configuration, sending and returning an equal amount of flow to each vertical loop.
A 4" diameter full depth (300 ft) test/monitoring hole has already been constructed to confirm the
temperature, salinity and static level of the subsurface water resource. This test well will be used as a
production hole with a single u-bend loop installed to full depth and become part of the final loop field.
Supply& Return Trunk Mains. There exists a nearly straight alignment along the south unpaved shoulder
of Adams Street that currently has no other parallel buried utilities. The alignment from the bike path to
the north wall of the Library includes several water and sewer main crossings, however these lines are at
least six feet deep and the new trunk lines can easily cross above them. The remainder of trunk main
alignment shown from the Library to the Fire Hall is the simplest and most utility free corridor available.
The supply and return mains are essentially one unitary closed loop that will be pressurized to 30 psi at
the highest point(Fire Hall)with a 20% methanol /80% clean water mixture for anti-freeze protection.
Heat Pumps And Source (Cold) Side Loop Pumps. Each heat pump will receive 25 GPM source side
flow at 36F to 46F and reject heat into 20 GPM load side flow at 125F to 145F. A packaged push/pull
double centrifugal pump station is proposed for the source side loop pumps; this ensures that adequate
flow is delivered thru the long trunk mains and thru the in-line strainer and heat pump evaporator coils.
The source and load side pumps are enabled when the heat pump is enabled by a call for heat.
Load (Hot) Side Loop Pumps & Buffer Tank. Unlike oil fired boilers that are designed to burn hard and
fast to cover the immediate heat load in the hydronic system, heat pumps work best by first supplying a
large buffer storage tank that then supplies the hydronic system. This approach levels out the heat load
that is required of the heat pumps and allows for higher efficiency operation. Additionally it is possible to
also tie the existing oil fired boilers to the buffer tank so they can assist if required. This creates
redundancy and reliability of the heating system and makes use of equipment already installed. The set
point at which the heat pumps will typically reach their capability is 145F. Above 145F the oil boilers may
be needed during extreme cold weather and high winds, or if heat pump units should be off-line.
Connections To Existing Hydronic Systems. All buildings have medium temperature hydronic
baseboards, some also have fan coils or heating coils. The Library has low temperature radiant floors.
With the exception of a few heating coil replacements, the existing hydronic systems will be used.
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177
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 24 OF 38
DRAWING G-1: CONCEPT PLAN OF STARTER HEATING DISTRICT
(11 X 17 PDF OF G-1 CONCEPT PLAN IS ATTACHED SEPARATELY)
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178
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 25 OF 38
DRAWING G-2: PROJECT SCHEMATIC OF DISTRICT HEATING SYSTEM FOR ALTERNATIVE A
(11 X 17 PDF OF G-2 PROJECT SCHEMATIC IS ATTACHED SEPARATELY)
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179
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 26 OF 38
TRENCHING OF SUPPLY& RETURN MAINS ALONG AND UNDER CITY STREETS AND ALLEYS
The quantity of open cut trenching required in both shoulder and paved streets to install district source
heat piping is significant for the concept designs presented herein. The recommended strategy to
minimize the cost of trenching, pipe installation, backfilling, and surface restoration is as follows:
• For ground source flow, the use of pre-insulated SDR 11 HDPE with field heat fusion joints is
recommended. The insulation will allow the pipe to be installed with the minimum cover of 4 feet
above, and allow the supply and return pipes to lay close together in the trench without heat loss
to each other. The heat fusion joints will ensure long lasting integrity and flexibility of the piping at
shallower depths below road grade. Properly fused HDPE pipe installations operating at low
system pressures (30 to 50 psi) have proven design life of 50 years or more.
• The shallow cover depth above the pipe allows open trench excavation without trench boxes or
wide cuts because the risk of trench wall collapse is very low. This reduces the amount of earth
that must be removed and replaced, the cost of pipe installation, and the surface area to be
restored. The shallow depth of the HDPE mains also allows them to pass over both water and
sewer mains without conflict.
• The native soil is alluvial sand and gravel and is likely suitable for both bedding and backfill
material; this will reduce the need for importing materials to support and protect the pipe
installation.
• The alignment of mains along Adams Street from Ballaine Boulevard to Sixth Street can be
routed in the unpaved shoulder on the south side of Adams Street where no parallel buried
utilities currently exist.
A typical pavement cut and trench section for the largest supply and return source trunk mains (4" inside
diameter HDPE) is shown below. The detail shows that the shallow trench could be kept to a minimum of
4 feet width if native soils will hold a 3'-6"vertical face, this would reduce cost of trenching significantly.
2"ASPHALT"PAVEMENT
2"L.EVFL.ING 4"OURSE
SAW CUT EXISTING """' 8'•TYPEI FILL............
� C6"
PAVEMENT TO ALLOW ✓
CLEAN JOINT WITH
NEW ASP HALT
NATIVE BACKFILL FROM ✓ �„
TRENCH FXCAVATION
COMPACT BACNFILL
TO MINIMUM 95%OF
SMALL GRAVEL AND SAND
B
`` ND ACI&,FILL
FROM TRENCH EXCAVATION NO P°'
LARGE ROCKS OR SHARP STONES—
4.5"O,D.HDPE SDR 11
SUPPLY SATION d �....... i,fS
Wf 2"INSULATION �. I
AND HDPE JACKET—
1.p"""'............. 0.5" E .. ...........................1. .......,,,.......... C
"""...4"�LI MA:wltrrlUPB
PROPOSED PAVEMENT CUT AND TRENCH SECTION
NOT TO SCALE PREPARED EY ANDY9,Wr R,PE
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180
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 27 OF 38
INSULATED AND JACKECTED HDPE SUPPLY AND RETURN GROUND SOURCE MAINS
For district heat piping mains, High Density Polyethylene (HDPE) is a proven, reliable, and structurally
strong choice for core pipe material and standard jacketing. The tough, rugged nature of HDPE
complements its flexibility and structural strength, guarding against cracking, star-crazing or other
damage often caused by abuse or rough handling. HDPE core pipe and jacketed piping is non-corrosive,
requiring no cathode protection or special coatings. The seamless property of HDPE jacketing insures the
watertight integrity of HDPE. Each length of factory-preinsulated pipe is "pressure tested" when
polyurethane foam is injected between the HDPE jacket and the pipe, using state-of-the-art, high
pressure polyurethane foam equipment. The expanding polyurethane foam flows between specially
designed support spacers, completely filling the annular space while exerting pressure against the jacket,
insuring that the jacket is watertight without any pinholes, cracks or crazes that can allow moisture
penetration into the insulation.
HDPE Smooth UVallm Jacket
HDPE Pipe 3�
I IIIIIIIII 3li
1%
2"
Pre-insulated HDPE piping is available in 20 or 40 foot lengths with standard component (HDPE)fittings.
The carrier pipe is high density polyethylene (HDPE), conforming to ASTM D-3350. Pipe and fittings are
manufactured from extra high molecular weight polyethylene compound E4710 and fabricated to
Standard Dimensional Ratio 11 (SDR) wall thickness in standard IPS sizes. Available pressure ratings
range from 50 psi (SDR-32.5) to 255 psi (SDR-7.3) at 73' F, with operating temperatures from -50'F to
+140'F.
The insulation is rigid, 90 to 95% closed cell polyurethane with 2 to 4 pounds per cubic foot density and a
"K° factor of .14 at 75°F per ASTM C 518. The polyurethane foam is CFC free and comply with HH-1-
1751/4. The polyurethane foam is injected into the annular space with low-pressure foam equipment.
Centering spacers are factory-installed to insure uniform insulation around the pipe. Insulation thickness
will be 2"to 3" in thickness.
The outer protective jacket is High Density Polyethylene (HDPE) per ASTM D 1248, Type III, Category 5,
Class C, Grade E4710. The HDPE jacket is seamless and pressure tested for watertight integrity during
foaming. Mastic moisture barriers are factory-applied to each pipe end. End seals are mastic completely
sealing the exposed end of the insulation.
Heat fusion butt-welded fittings are used to join adjacent pipe sections. Fittings are either HDPE butt
fused bare fittings, insulated with a two peace polyurethane foam half shell set with a Polyurea jacket, or
a pre-insulated HDPE fitting with a appropriate HDPE stub. All joints are field-insulated per the
manufacturer's recommendation, using a two-part foam injection method or a pre-formed half shell with a
full-length Aluminum Band.
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181
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 28 OF 38
GROUND SOURCE HEAT PUMP OPERATION AND COEFFICIENT OF PERFORMANCE (COP)
i�
COP, - P �
_..
C"/a;
0 6 d
Coefficient Of Performance (COP) for a heat pump is the ratio of total heat output to electricity
input. For ground source heat pump projects, a minimum COP value of 2.8 is desirable as this can lead
to viable economic returns. Ground source heat pumps are water to water heat pumps that operate by
using electricity powered compressors in combination with the physical properties of an evaporating and
condensing fluid known as a refrigerant. The refrigerant used in the heat pumps in this evaluation is
known as R-134a. The vapor compression cycle of the refrigerant is what allows heat to be lifted from
ground temperature (36F to 46F) up to building loop temperature (100F to 140F). When the refrigerant
vapor is compressed, its temperature is raised; this reality of physics is what allows the lifting of heat to
occur at a high efficiency. It is typically far more cost effective to move or lift heat than to make it directly
through the combustion of organic carbon, or through heat of resistance in an electrical element.
HOW A HEAT PUMP WORKS TO LIFT LOW TEMP HEAT TO A HIGHER TEMP
SOURCE IN
LOAD OUT EXPANSION i
120 F HOT LIQUID VALVE LIQUID
ro 41 F
rid „
R-134a REFRIGERANT
IS USED IN HIGH
CO EFFICIENCY ROTARY OR
SCREWCOMPRESSOR �
HEAT PUMPS
98 F4100000mossomm 3 F
VERY HOT VAPOR WARM VAPOR SOURCE OUT
LOAD IN COMPRESSOR
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182
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 29 OF 38
SELECTION OF WATER SOURCE HEAT PUMPS SUITABLE FOR USE IN CITY BUILDINGS
The process of removing heat from ground source water and making that same heat useful for space
heating and domestic hot water heating is now both proven and increasingly common in Southcentral
Alaska. The engineering challenge of achieving this for City of Seward is made greater by the distance
that exists between the borehole field near the ocean and the buildings that require heat. The heat
transfer fluid that will be used is clean water with 15% methanol for freeze protection during winter
months. An alternative anti-freeze is propylene glycol, however this choice imposes a reduction in heat
transfer rate, and an increase in pumping cost due to its higher viscosity at colder temperatures.
There are several manufacturers in the USA at this time who have considerable experience with
manufacturing water to water heat pumps that can lift commercial quantities of heat energy from a
temperature range of 35F to 50F on the evaporator side to as great as 140F on the condenser side.
These manufacturer's include Water Furnace and Climate Master who have both developed high quality
models and a healthy competition in the Alaska market. In this evaluation, simulations that define the
glycol flow rates, evaporator and condenser temperatures, coefficient of performance (COP), electricity
demand and heat output, are based on Water Furnace (WF) Series 5 Hi Efficiency 7 Ton Capacity units.
These heat pumps are commercially available as compact self contained units which can be shipped to
Seward, placed on floor stands, and piped and wired in place. A vertical loop ground source heat pump
project completed in the Seldovia House in late 2014 by Cook Inlet Housing Authority is an example:
FLOW METER
COLD GROUND AND TEMP
SOURCE WATER %i ji , SENSORS ARE:,
@ 40F IS PUMPEIJ � �� �' INSTALLED TO
FROM VER'TIC:AL, MEA URE.GOP
GROUND LOOPS
i
WIOT FtYC?EtON1G
HEATING WATER
140E IS
PUMPED FROM
LC)AD SIDE OF
j% EiEAT PUMPS TO
S OF FE R'TAN LG
irk
q 1
WATER FURNA
SERIES S MODEL
7 TON CAPACITY
�r
GROUND SC7URCE HP's
SELDOVIA HOUSE,
%� rE
Concept designs for heat pumps included in this evaluation for City buildings are based upon:
MFG Model Capacity Heat Output Peak Load Dimensions Weight
WF 5 Series 7 Tons 84,000 BTU/Hr 10 KW 34"L x 24"H x 26"W 420 LBS
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183
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 30 OF 38
SUMMARY OF OPERATION & MAINTENANCE COSTS FOR STARTER DISTRICT HEAT SYSTEM
Like most City owned and operated utilities, a ground source district heating system will have certain on-
going operation and maintenance (O&M) costs throughout its useful design life. It is necessary then to
include costs in the project Net Present Worth Analysis, and account for the escalation rates that will
impact these costs each coming year. The principal elements of O&M cost addressed in this evaluation
for both Alternative A and B are given below and the cost of these elements in Year 1 is estimated:
Electrical energy used by source and load side loop pumps, and by the heat pumps and associated
controls. A single energy monitor will be installed in each building to measure all electrical energy used to
move heat from the ground source loop, through the heat pump, and into the hydronic system.
ALT A(LIB+ANX Only): Electricity- Loop Pumps = 6,220 KWH/yr @$0.184/KWH = $1,145/yr
ALT A(LIB+ANX Only): Electricity- Heat Pumps = 101,110 KWH/yr @$0.184/KWH = $18,770/yr
ALT B (Four City Bldgs): Electricity- Loop Pumps = 12,440 KWH/yr @$0.184/KWH = $2,290/yr
ALT B (Four City Bldgs): Electricity- Heat Pumps = 202,220 KWH/yr @$0.184/KWH = $37,210/yr
Annual monitoring service labor by City staff for the heat pump equipment. One or more individuals on
the City Public Works staff may be assigned to oversee the daily monitoring of performance, and prepare
reports for the City on the system. While the heat pump equipment is covered under standard warranties,
there will be a need for the City to adjust equipment and controls during the design life of the project.
ALT A(LIB + ANX Only): 0.5 hrs/week labor time @ $50/hr x 52 weeks/yr= $750/yr
ALT B (All Four City Bldgs): 0.8 hrs/week labor time @ $50/hr x 52 weeks/yr= $1,200/yr
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GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 31 OF 38
COST OPINION -ALT B: GROUND SOURCE DISTRICT HEAT FOR ALL FOUR CITY BUILDINGS
Item Description Installed Installed
Unit Total
Ground Source Borehole Field Quantity Unit Price Price
Mobilization/Demobolization Of Drilling Contractor 1 LS $4,000 $4,000
Drill&Case 6"Vertical Well To 300 FT Depth, 16 Ft Spacing Between Boreholes 16 Each $13,500 $216,000
Install 305 Ft Double U-Bend Loops=1"Dia HDPE SDR 11 w/Quad Bone Spacers 16 Each $1,800 $28,800
Extract Well Casing To Leave Double U-Bends Intact In Saturated Natural Gravel 16 Each $2,000 $32,000
Remove test well steel casing,install 305 Ft Single U-Bend Loop=1"Dia HDPE SDR 11 1 Each $1,800 $1,800
Excavate&Backfill 4 Ft Deep Trenching For Borehole Manifolds 160 CY $20 $3,200
Install 3"Dia Insulated Manifold Piping To Connect Vertical Loops-HDPE SDR11 400 LF $25 $10,000
Restore Surface Of Recreation Area 440 SY $10 $4,400
Sub-Total $300,200
Source Trunk Supply&Return Mains Along Adams Street
4"Dia Insulated Supply&Return Main-HDPE SDR11 540 LF $75 $40,500
3"Dia Insulated Supply&Return Main-HDPE SDR11 -LIB to 5th Ave 200 LF $65 $13,000
Flush Ground Source Loop,Charge With Waterw/20%Methanol 1 LS $3,400 $3,400
Trench Excavation&Backfill for Supply&Return Mains-4 Ft Deep Trench 440 CY $20 $8,800
Restore Unpaved Shoulder Along Adams Street 310 SY $15 $4,650.00
Core Drill Hales/Install Sleeves In Library Basement Wall For Supply&Return Main 2 Each $800 $1,600
Restore Base Course&Asphalt Pavement at Ballaine Blvd Crossing 20 SY $75 $1,500.00
Restore Base Course&Asphalt Pavement at 6th Ave Crossing 20 SY $75 $1,500.00
Restore Base Course&Asphalt Pavement In Library Parking Area 40 SY $75 $3,000.00
Sub-Total $77,950
Library Basement Mechanical Room
Construct New Interior Walls&Doorway For District Energy Room In Basement 1 LS $4,000 $4,000
Source Side Piping,Valves&Connections To Loop Pumps&Heat Pumps 1 LS $4,000 $4,000
Source Side Packaged Push/Pull Loop Pumps(WF Flow Center)25 GPM 4 each $1,000 $4,000
Hi-Efficiency Water Source Heat Pump,7 Ton,w/Package Controls 4 each $11,700 $46,800
Load Side Hot Water Buffer Tank-360 gal-ASME 120 psi Insulated w/6 side taps 1 each $8,000 $8,000
Load Side Circ Pumps,Piping&Connections To Exist Hydronic System 1 LS $6,000 $6,000
Install New Low Temp Heating Coil in Existing Air Handler AHU-2+Insulated Piping 1 each $3,000 $3,000
Local Power Panel w/Energy Monitor,Elect Power Wiring To Pumps,HPs 1 LS $6,000 $6,000
Instrumentation Devices(Pressure,Temp,Flow),Testing&Commisioning 1 LS $6,000 $6,000
Sub-Total $87,800
Hydronic Hot Water Supply&Return Mains To Serve Annex
Trench Excavation&Backfill-Supply&Return Hot Water Mains-4 Ft Deep Trench 30 CY $30 $900
Core Drill Hales/Install Sleeves In Annex Basement Wall For Supply&Return Main 2 Each $800 $1,600
1.5"Dia AquaTherm Supply&Return w/2"poly ins&HDPE Jacket,buried 4ft 60 LF $60 $3,600
1.5"Dia AquaTherm Supply&Return w/1.5"FG insulation-Inside To Buffer Tank 80 LF $50 $4,000
Load Side Hot Water Buffer Tank-120 gal-ASME 120 psi Insulated w/6 side taps 1 each $4,000 $4,000
Load Side Hot Water Circ Pumps,Piping&Connections To Hydronic System 1 LS $4,000 $4,000
Power Wiring-Load Side Pumps;Tank Temp Sensor w/Buried Cable To Library 1 LS $3,000 $3,000
Modify&Upgrade Local HVAC Controls To Integrate Heat Pump/Boiler Operations 1 LS $3,000 $3,000
Instrumentation Devices(Pressure,Temp),Testing&Commisioning 1 LS $3,000 $3,000
Restore Base Course&Gravel Surface In Alley Between Library&Annex 40 SY $20 $800.00
Sub-Total $27,900
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185
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 32 OF 38
COST OPINION -ALT B: GROUND SOURCE DISTRICT HEAT FOR ALL FOUR CITY BUILDINGS
(CONTINUED)
Item Description Installed Installed
Unit Total
Source Trunk Supply&Return Mains Along 5th Avenue+City Hall Branch Quantity Unit Price Price
3"Dia Insulated Supply&Return Main-HOPE SDR11 -Up To City Hall 140 LF $65 $9,100
Trench Excavation&Backfill for Supply&Return Mains-4 Ft Deep Trench 178 CY $20 $3,560
3"Dia Insulated Supply&Return Main-HOPE SDR11-City Hall Branch 60 LF $65 $3,900
Trench Excavation&Backfill for Supply&Return Mains-4 Ft Deep Trench 18 CY $20 $360
Restore Base Course&Asphalt Paving-Crossing Of Adams Street at 5th Ave 20 SY $75 $1,500.00
Restore Base Course&Asphalt Shoulder Along 5th Avenue 114 SY $75 $8,550.00
Restore Base Course&Asphalt Paving-Crossing Of 5th Ave At City Hall 20 SY $75 $1,500.00
Core Drill Holes/Install Sleeves In City Hall Basement Wall For Supply&Return Main 2 Each $800 $1,600
Restore Sidewalk Where Mains Enter City Hall 6 SY $120 $720.00
Sub-Total $30,790
City Hall Basement Mechanical Room
Source Side Piping,Valves&Connection Of Loops To Heat Pumps 1 LS $4,000 $4,000
Source Side Packaged Push/Pull Loop Pumps(WF Flow Center)25 GPM 4 each $1,000 $4,000
Hi-Efficiency Water Source Heat Pump,7 Ton,w/Package Controls 4 each $11,700 $46,800
Load Side Hot Water Buffer Tank-360 gal-ASME 120 psi Insulated w/6 side taps 1 each $8,000 $8,000
Load Side Circ Pumps,Piping&Connections To Exist Hydronic System 1 LS $8,000 $8,000
Power Panel w/Energy Monitor,Elect Power Wiring To Pumps,HPs 1 LS $6,000 $6,000
Instrumentation Devices(Pressure,Temp, Flow),Testing&Commisioning 1 LS $6,000 $6,000
Modify&Upgrade Local HVAC Controls To Integrate Heat Pump/Boiler Operations 1 LS $3,000 $3,000
Sub-Total $85,800
Fire Hall Basement Mechanical Room
Trench Excavation&Backfill for Supply&Return Mains-4 Ft Deep Trench 100 CY $20 $2,000
Core Drill Holes/Install Sleeves In Fire Hall Basement Wall For Supply&Return Main 2 Each $800 $1,600
1.5"Dia AquaTherm Supply&Return w/2"poly ins&HDPE Jacket,buried 4ft 180 LF $60 $10,800
1.5'Dia AquaTherm Supply&Return w/1.5"FG insulation-Inside To Buffer Tank 20 LF $50 $1,000
Restore Base Course&Gravel Surface In Alley Between City Hall&FireHall 120 SY $20 $2,400.00
Load Side Hot Water Buffer Tank-120 gal-ASME 120 psi Insulated w/6 side taps 1 each $4,000 $4,000
Load Side Circ Pumps,Piping&Connections To Exist Hydronic System 1 LS $4,000 $4,000
Power Wiring-Load Side Pumps;Tank Temp Sensor w/Buried Cable To City Hall 1 LS $3,000 $3,000
Instrumentation Devices(Pressure,Temp),Testing&Commisioning 1 LS $3,000 $3,000
Modify&Upgrade Local HVAC Controls To Integrate Heat Pump/Boiler Operations 1 LS $3,000 $3,000
Sub-Total $34,800
Total Installation Cost Opinion for ALT B $645,240
City Project Manager/Administration $37,000
14%for final design services $83,880
3%for construction phase services $19,356
10%Contingency $64,524
Total Project Cost Opinion-ALT B:Ground Source District Heat For All Four City Buildings $850,000
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186
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 33 OF 38
APPENDIX A: ANNEX BUILDING -OIL BOILER - FUEL USE VS. OUTSIDE TEMP - DATA LOGGER
Fuel Use Estimate
Run D*scrk>Wn: Amex Buildkyj
Results
WrriaJi2mdAnmal FtW Use: 272,8 MMStwyear do Kbdiak,M'
Nslon Fuel Use R),595 l3tWoLs ata 5 deg F desrjn fempprature
Vogt)a 0%safe,ty marg lra
Model Parameters
R-v'g,1W.d: 0,%S S10pp: i,(W BftMr-%*gF
Batarce Potri: 60.0 4.,9 F Aare Fusel We: I O 164 Btuft4
of P001: 88
The Baianre PoluitTprnp?raturp'was,direiDtlyen*re,d ty the user and w1cacubVad by the model.
WARhOING& 1)The R,squsged value is k?ss lbar kvilGeArng that tre IuO use esWncdes may nO tv
accurate,
Input Data Files
Jernreratute as
F u?l U*, , Era. C:Wse ts'1phMD(xumenftsW*%lWjp-rs%Sewaid'V)d Lbrary 3_21.W
des Irclixied: I 2=014 to 3IM201 5
70000
600010
60000
77
40000 -
30000 --
20000
'100010 - ..................
0
10 20 30 40 so (010 70
Outdoor Temperature,deKj F
PrksPdi1414)20157,,4947PH ib&gerA,*,r4rdNAxmom Mg Flu &ubwte tap, FW&70natorwro�9.1
Note: Closest temperature database set available in energy software was Kodiak. Seward temperatures
are about 5 F colder on average, and accordingly fuel use may be slightly higher than shown.
■ "Celebrate the power of nature°TM ...with YourCleanEnergy
187
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 34 OF 38
APPENDIX B: FIRE HALL -OIL BOILER- FUEL USE VS. OUTSIDE TEMP - DATA LOGGER
Fuel Use Estimate
MnOescriptiow
Results
PJirrnN, i&d ArmuRl Fuel Use: 5157 MNIBtuy'eR in Kodiak,AK
L*stgrn RW i 111%, 11 G,%I Btulhour r4 a 9 deg F J?sign fernrxm44,ur"
w9 h a 014�safety mwgin
Model Parameters
RSCILIWed� 0.45,)" SiUpe� 1,,621 Mdlvu ctqF
8abm;e Poirt 60,0 deg F Base Fuel Uqw� 2"7,414 Btuif)our
A of Points: 1%
The Balance FoiritTe mpeiraturewas d"rectlyenfered bythe userand notcatubted bythe mcdel,
WARNINGS, 1)The Rsqaredvalue is less than 0,8, indicating that the tRl use esfirnRles may not be
xcurate,
Input Data Files
Te rn pe to re D4,9:
Fto,1 LJ sp 00s, tdW usage comw(wed,lyt
DFAes IrOWwl 12111,12014to3r2r 2015
,t 30000
120000
110000 %
100000
90000
Ac 80000
=I
7ji 60000
Z
U- 50000
40000 --:
30000 -
20000
10000
0
10 20 30 40 so 60 70
Outdoom Temperatwe,d6j F
Note: Closest temperature data base set available in energy software was Kodiak. Seward temperatures
are about 5 F colder on average, and accordingly fuel use may be slightly higher than shown.
■ "Celebrate the power of nature"T. ...with YourCleanEnergy
188
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 35 OF 38
APPENDIX C: CITY HALL -OIL BOILER- FUEL USE VS. OUTSIDE TEMP - DATA LOGGER
Fuel Use Estimate
RinDescriptilow
Results
Wrmalixd Annual Fuel Use 1,029 7 Btu ear in Kodiak,AK
De s ign Fuel U se 213 7,7 48 Rkdhou r a#a 5 de 9 F design te rn pe tat ure
w0h a 0%salety rnarqin
Model Parameters
Fl-squared: 0,765 Slope: 3,376 Bhdhr-<tgF
Dalarce Point: 74,6 cle,g F Base Fuel Use: 2,680 BtWhour
9 of Points: %
The Base Fuel Use was dkecO e r1ered by the user atyJ not calculated ty tte moJel.
WARNINGS: 1)The R.rqusmdvak* is 1?,ss than 0,8, indicating that the fuel use esfirna%es may not te
aCCUMAle,
Input Data Files
Te rn pe ratu re Data log gers'Gewad"SevedOut dcort"3_2tbl
FLW Use Na CAU%r,,V1hdThxuirnentsV1ata loqigers�$Awaidsty 114.0 3_21]gd
Fates I nc.I Wed 1,Y1 20 14 to=W-01 5
226000
200000
176000
12,65000
100000
U-
75000
60000
26000 ----
0
10 20 30 40 60 60 70,
0ufdoo Cr oni p orat ur a,dog F
Prbnvi,V24 2013747:201* AitJEjj#naf0rWrA91
Note: Closest temperature database set available in energy software was Kodiak. Seward temperatures
are about 5 F colder on average, and accordingly fuel use may be slightly higher than shown.
■ "Celebrate the power of nature",. ...with YourCleanEnergy
189
ooHP SYSTEM EVALUATION FOR CITY aL000 CITY oFoEvvARo e/12/15 PAGE 000Fou
APPENDIX 0: QUOTE T0 DRILL AND INSTALL 2 TEST HOLES & 1OVERT GROUND LOOPS
mm mm Denali Drilling
�= �� �
IME MY
MR
Apri| 13, 2O15
Your Clean Energy
Attn: Andy Baker
3088 8tnemt, Suite215
Anchorage, AN995O1
Ref: City of Seward Vertical Test Holes & Ground Loops
DearAndy,
Denali Drilling, Inc. is pleased to have this opportunity to offer the fo||pvvmg proposal to
provide labor and equipment to drill two 880' deep b*et holes to monitor temperature and
salinity for the project referenced above,
Lump Sum $ 22,700.00
|nc|udeanoob/denoob, transportation of crew and oquipmentto/fnom Seward, two-man crew,
drilling equipment, support equipment, 2'' blank and slotted PVC, fuel, and room &board.
Following is a budget estimate for providing labor and equipment for ten finished vertical
ground loop holes for construction in the summer Vf2016.
Lmmp Sum $105.000-$180.000.08
Includes mob/demob, transportation of crew and equ|pnmenttmfrum Seward, two-man crew,
drilling equipment, support equipment, fuel, and room & board tu drill and case ten 30O' deep
x S" diameter holes for installation of double u-bend loop piping. This double u-bend loop
piping will be very tight and slow to install and may need drill mud to surface, slippery enough
to keep piping from coming back up the hole when extracting the casing. Casing will be
extracted so natural gravel formation falls In around the vertical loop piping and the center will
be filled with sand. This price does not include the pipe.
Client is to provide clear aomaao to all drill sites, utility |ocotes, mumey|ng, and all permits
required to oomp|aby the project. Pricing is based on our in-house wage rates with no
provisions for Davis Bacon wages. |f standby time is required our hourly/daily rates one
$350.80/$3.5Q0.80. If you have any questions regarding this proposal, or if we can be of
service in any other negord, please do not hesitate to contact our office,
Sincerely,
DENALI DINC.
Hal |nBm|Us
CEO
H|:kh
oananomI in n Ino 'umupctemu rgalrect-Anchorage.muskmm95o7-uo1 90ns622o10-Fax mno62-59n1
�wwcc,nalmmlno.cum E mai/.uaoaj/@*x om
"Celebrate the power ofnatum",. .wnh YourC|oanEnongy."
190
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 37 OF 38
APPENDIX E: QUOTE FOR INSULATED HDPE PIPE WITH JACKET-SUPPLY& RETURN MAINS
Quote
`" Arctic Insulation & MY _08"2"..4 .
ENs Order,:-,
mcaEzl,
lw�alk 1704 Ship Ave. ........................ Pg. I
Anchorage, AK 99501
Ent Aare: :>
('907)077-6540-Main attic'e I-11 r.s
By. NIC KH
(907)677-9541.Fax EWhse: a5-13-15
�41VUFAG� Email:aim@arcVconsulallorLnet
ISatlrca . u.�. 9SL0:.. ... .. hip ra_.............. . ..... __. ........ ...._ ..
PROJECT MANA3RR PROJECT MANAGER
YOUR. {CLEAR ENERGY
ANDY BAKER,
Afrn: AIM STA DAHI.T OPEC
C sromerrererenca SalasparsonNa e Pa�mentterms.,,,, Ft78
NIC KH NET,30 „ ("SPIH NLIS WA
.na Quantaty� OM D&SCri_bol .. _.- _..WaMy6l�.,, tdndtPrica� 7otst�
Li.....
Dino 6D Le 8.00 $1204 5722.4n
11/2" x 6"' TNSULATED PIPE ca'r
1. 1,/2" HDPE S'DR 11 PE 1606 AWWA CD02 CORE PIPE WITH C, 25" OD .180"
WALL, LE 360E HD RE +JA.CKHT 3 [.B/;'.I? URLT'Ht".NE FOAM 20-0' LTINGTHS WITH
1.2"^ CUTBACKS
FOSI CHEHALIS', WA ***
0101 3 EACH 8.59 $98.00 $294:.00
1..5" X (,"' IN'SULA7ION JOINT KIT
I.F"IYS x D, S"OD x 24." LONG; 3LB/CF URETHANE FOAM
HALE" STIELL SEPT WITH 36" WIDR HEAT SRRINK1 SLEEVE
AND CLOSURE STRIP
— FOB 8101 LAKE, AK —
0200 680 LP 5.50 $16.82, $11,437.60
2" %S. '$"' INSJLATED PIPE 4'T')
2" H PE Sr)R 1.1. PE 360B/4710 AWWA C902 CORE PIPE
WITIT 8.f 25"' On .180" WALL PE :36..08 HDPE JAC.'1C.Er 3
LB/'C".F URETHANE FOAM 40'..0" LENGTHS WT_"CBS 12"
CUTBACKS
— FOB CH'.EFHAL,l.5, WA ...
0201. 1,7 FAC'H 7.9 FI,05.@f) $➢,N36.00
2'":C" X 8" IN'SUt,ATi ON JOINT KIT
2PS X 6.5"'in X' '24" LONG 47'..E,1CP URRTHANW 'FOAM HALF SHELL SET WITH
36" W7 DK HEAT' SHRINK SL,FVE,' AND CLOSURE STRIP
..,. FOB BIG LAKS, Alf —
0.300 B0'a 17 &.00 $17..98 ^14,3B4,00
3" HOPE FOR 11 TIE 36,08/710 AWWA C.906 MPH PIPE
WITH 8.621P— GO .184" WALL PE 3608 HDPE; 0AC'KET 3
LB/C.F TFNE"TEANE F'CIAM 40 -lP T.,Tf,EaG7:HS WITH 1211
C1JTBAC'K 5
** F'OS CHEHAlr:IS, WA ...
0301 20 EACH 13.45 $ID8,00 ,2,I60.0a
3'" X 8" SNSU'LA'C°1:C"N joiNI KIT
3'"IPS X 8.50"UE X 24" LONG 4LB/C'F' URETHANE FOAM
HALF' SHELL SETWITH 3.6;' WIDE". HEAT' SHRINK SLEEVE
ANO C.,T,0.qu ZE 8TRIP
... F4FE BIO LAKE, AN —
0400 2080, LP 5.50 '19.1.4 $20,671,20
4" X, 8" INSULATED PIPE' VrC
4' RDPE EDE 11 BE 4710 AWWA C906 CORE PIPE WITH
8.NIS` OF .1.8.0" HALL PE 3606 HERE JACKET 3 LI',$/CF
URETHANE FOAM 4G' 0" I�,E' GTHS WITH '1.2" CI.JTAACYS
...' FOB CHEHALI�S, INA *.r
0401. 27 EACH 5.7.r3 010B.00
4"^ X 9" INSULATION JOINT K:VI'
4"TPS X 8.5"C7D X 24" LONG 4LHr/C'F" URFTKANE FOAM'.
HALF EHRIL GET WITTI 16^' WIDE HEAT SFi Id SNK ,SLREVE
AND CLOSURE STRIP
... BOB B,IU LAKE, AN, —
0!500 1 EACH .Do '$6113.78 $6,133.'78
FREIGHT TO MOVE IN^I1]'.ATF''T3 PIPE FROM t'H'EP" ALI% WA
TO SEWARD AK.VIA BARGE
0600 1.. EACH .OD $2SOO� a0 $2,500.00
FREIGHT 'TO MOW-, FROM BIG LAKE, AK TO
SEWARD, AK.
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191
GSHP SYSTEM EVALUATION FOR CITY BLDGS CITY OF SEWARD 9/12/15 PAGE 38 OF 38
APPENDIX F: QUOTE FOR HEAT PUMPS, LOOP PUMPS, BUFFER TANKS, U-BEND COILS
PC Box 237* U'Villow�r Alaska 99688
Telephone(907)277-0955
Cell(907)244-5008
www.gigs�k-q_qgothermal.net
4/13/1 5
Andy Baker, PE
Your Clean Energy
Anchorage Alaska
Andy,
You can use these numbers for budgeting purposes for the City of Seward Starter District Heating
project.
Materials pricing:
Water Furnace 5 Series,7 Ton capacity,w MIU control NHW 084 10 EA $111,774.00
Water Furnace Push/Pull Flow center For Source Side,25 GPM 10 EA $ 8,684.00
ASME 120 psi Steel Buffer Tank,same taps as Seldovia House,240 gal 2 EA $ 8,744.00
ASME 120 psi Steel Buffer Tank,same taps as Seldovia House,120 gal 2 EA $ 7,940.00
Methanol anti-freeze,for 1000 gal mix @20% 200 GALLONS $ 1,600.00
V HDPE U-bend coil,305 ft length,SDR11,factory pressure tested 40 EA $ 14,480.00
All Items are FOB Manufacturer. A rough weight estimate is 8000#and actual freight costs are a pass
through cost to the client.
Thanks,
Chuck Renfro
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192
City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
CALL TO ORDER
The February 11, 2019 regular meeting of the Seward City Council was called to order at
7:01 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
Sue McClure Suzanne Towsley
Sharyl Seese Kelley Lane
comprising a quorum of the Council; and
Jeff Bridges, Interim City Manager
Brenda Ballou, City Clerk
Absent—Osenga, Horn
CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR
PUBLIC HEARING
Juliana Kim introduced the Seward Pride Alliance as a new non-profit group in town
dedicated to provide Lesbian,Gay,Bisexual,Transgender,and Queer(LGBTQ+)support,education,
and outreach. On March 16, 2019 at 6:00 p.m. the group would hold a panel discussion at the Rez
Art coffee house to help familiarize people with the various terms and issues. LGBTQ+sensitivity
training would be held at the Alaska SeaLife Center on March 23,2019 to encourage the community
to be all inclusive.
Tim McDonald wanted to address the salmon situation in Seward; although Seward had
natural runs of all five salmon species,he thought the city needed to create more natural habitats.He
thought the city could drill a hole out by the dump, run a channel, and the salmon would find it.
Secondly, he thought the city should annex to Mile 8; Seward was doing itself a disservice by not
unifying everyone.He thought there would continue to be more and more businesses opening outside
of city limits.
Jen Leahy was the communications director for the Chamber of Commerce. She announced
that the 2019 Visitors Guide was now available; the guide had been fully redesigned in order to
reflect the Seward that locals knew and loved. The strategy behind the guide was that it targeted 50-
65 year old women who were frequent travelers, married, educated, and predominantly located on
the west coast. Every piece of marketing material that the chamber developed was carefully
considered to target the appropriate audience. Also, the guide included year round activities.
193
City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
Tara Reimer was the President and CEO of Alaska SeaLife Center. She thanked council for
considering Resolution 2019-014 to support the volunteers who participated in SeaLife Center
activities over the summer. The SeaLife Center relied heavily on volunteers to run summer
programs. In addition, Reimer expanded that the SeaLife Center would be instituting timed visitor
experiences throughout the summer to enable visitors to reliably schedule key activities.
Christy Terry was here as a SeaLife Center board member. She thanked council for finding
creative ways to address the housing shortage in Seward,particularly in relation to Resolution 2019-
014. She also supported Resolution 2019-015 and thought the Chamber of Commerce provided
valuable marketing expertise,which resulted in higher sales tax and bed tax revenues. She thought
this was a clear indicator of how effective the chamber was being.
Iris Darling thanked Jeff Bridges for his service as interim city manager. She thanked
council for their time and effort to better Seward. She encouraged council to conduct a forensic audit
covering the past ten years; she thought the timing was good for a new incoming permanent city
manager. Darling thought have an audit would result in mitigating the divisiveness within the city
because, if there were no problems found, it would put things to rest.
Lynda Paquette said the next Seward Civic Engagement would be February 21, 2019 and
the topic would be to understand the borough as it related to the city; guest speakers would include
Brenda Ahlberg from the borough and Lynn Hohl from the school district. Regarding the potential
for the city to network with the borough for health insurance, as well as for grant writing, Paquette
thought it would be a good idea for the city to pursue that.
Carol Griswold echoed Iris Darling's comments. In 2014, the Alaska Daily Dispatch
published the salaries for the Municipality of Anchorage as compiled by the Alaska Policy Forum;
the data contained the employee name,department,bargaining unit,and all earnings. Griswold said
she emailed the Alaska Policy Forum about the information and was told by the executive director
that salaries and benefits for anyone paid with public funds were public information.Griswold added
that she researched Alaska Statute 40.25.120 and did not find any exemption that would disallow the
publication of this information. She was concerned that Seward City Code Section 2.05.030 was not
aligned with the Alaska State Public Records Act.In addition,Griswold encouraged council to direct
the interim city manager to conduct a forensic audit.
APPROVAL OF AGENDA AND CONSENT AGENDA
Motion (McClure/Towsley) Approval of Agenda and Consent Agenda
McClure added Resolution 2019-016 to the consent agenda.
Seese removed Resolution 2019-014 from the consent agenda.
Lane removed Resolution 2019-013 and Resolution 2019-015 from the consent agenda.
Motion Passed Unanimous
194
City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
The clerk read the following approved consent agenda items:
Resolution 2019-012, Retroactively Amending The 2018 Budget To Record Expenditures Of
$234,375.66 Paid By The State Of Alaska On Behalf Of The City Toward The City's Public
Employees Retirement System Liability For The Period January Through December, 2018
And Appropriating Funds.
Resolution 2019-016,Authorizing The City Manager To Enter Into An Agreement With PND
Engineers, Inc. For Professional Engineering Services For The December 4, 2017 Seward
Storm Surge Damage Repairs.
Approval of the January 28, 2019 Special Meeting Minutes.
Approval of the January 28, 2019 Regular Meeting Minutes.
SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Proclamations & Awards —None
Borough Assembly Report.Kenn Carpenter said Borough Mayor Pierce was working on a
proactive flood mitigation plan. Carpenter requested that council consider adopting the use of
committee meetings, similar to the borough's method, for vetting resolutions and topics in advance
of the meeting; he thought it would be beneficial for the public and council and would save time.
Squires stated that council was currently conducting standing work sessions on the Fridays
before council meetings for the purpose of reviewing upcoming agenda packets. The work sessions
were open to the public, and were intended to flush out questions or concerns prior to the council
meetings.
City Manager Report. Jeff Bridges reported the following purchase orders over $5,000
have been approved by the city manager since the last council meeting: $6,278 to North Pacific
Crane Company,LLC for an anti-two block system for north dock crane; $8,789.44 to Deep Trekker
Inc. for Deep Trekker 2SDVR ROV to inspect sheet pile walls; $9,040 to Alaska Efficient Energy
Solutions for 4 LED lights west end of north dock; $20,899.99 to NRC AK for pump out oil storage
tanks; and $5,317 to Robert Dennis for a garage door for the new storage building at Lowell Point
lagoon.
Bridges requested council consider scheduling work sessions for the following topics:work
session with Providence in April,joint work session with the Port and Commerce Advisory Board to
discuss the heat loop project with Andy Baker,and work session to review the process for selling the
utility.
195
City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
Bridges announced a Request for Proposals to seek a health care consultant to review options
for the city's employee health care insurance. He anticipated this would result in a three-year
contract. Bridges reported the scoring criteria:
Completeness and Responsiveness 10%
Quality of Proposal 20%
Experience and Competency 30%
Qualifications 20%
Cost 20%
Total 100%
Bridges said that GovHR USA had directly sent out the brochure for the permanent city
manager position to 2,000 potential applicants. He anticipated he would receive the first cut of
candidates on Friday, February 15, 2019 from the firm, and expected that council would soon be
scheduling one or more work sessions to vet the candidates.
Lane wondered why the Human Resources Department was missing from the organizational
chart in the GovHR recruiting brochure. In response, Bridges said the Human Resources manager
was being moved to report directly to the city manager; in addition, the position would also be
expanded to include being the risk manager, but would no longer include a split reporting to the
Finance Director. Bridges said the funding for the HR position had already been transferred, and
operationally the position was already reporting to the city manager.
In response to McClure, Bridges reported on the meeting with the Federal Aviation
Administration (FAA) and the Alaska Department of Transportation (DOT) regarding the Seward
airport improvement project. Bridges made a case for the city to have a 4,000 foot runway, but
received the same response as previous:FAA regulations did not allow a 4,000 foot runway because
the aircraft projected to use the airport did not require a 4,000 foot runway. Bridges was concerned
because having a 3,300 foot runway did not allow the Seward airport to reach its full potential.
Bridges said the city would continue to lobby for a 4,000 foot runway.
In response to Lane,Bridges said the RFP for the engineering services for the animal shelter
would be completed soon. In response to Towsley, Bridges said the draft RFP for the wage and
salary study was currently under legal review; following that review, he would present it to the
unions,and then it would be ready for distribution.Bridges anticipated reporting the scoring criteria
at the February 25, 2019 council meeting.
In response to Seese, Bridges said the museum would be open on Sundays thanks to the
Resurrection Bay Historical Society(RBHS) volunteers; they would be open from 1:00-5:00 p.m.
and would show both movies all summer.
In response to Lane,Bridges said the city had reiterated their commitment to the supporting
the future of Alaska Railroad in Seward and the vision of building a new cruise ship dock.
Towsley appreciated the personnel report, and encouraged the public to apply for open
positions throughout the city.
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City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
In response to Lane,Bridges said he would be as involved as council wished him to be in the
recruitment and hiring of another interim city manager. Lane expressed concerns about the gap in
time from when Bridges departed in mid-March to when the permanent city manager would be hired.
City Attorney Report. The city attorney was not present tonight; he would be present at the
February 25, 2019.
Other Reports, Announcements and Presentations
Seward Community Health Center Quarterly Report by Craig Ambrosiani
Obihiro Delegate Visit Report and Gift Presentation from Angela Schwertfeger
PUBLIC HEARINGS
Ordinances for Public Hearing & Enactment
Ordinance 2019-004,Appropriating$500.00 From The General Fund Balance To Provide The
Public With Accurate And Impartial Information For And Against The Passage Of
Referendum No. 1 Which Is To Be Decided During The Special Election To Be Held March 19,
2019.
This ordinance was amended and introduced on January 28, 2019 at a special meeting and is
coming tonight fbr public hearing and enactment.
Motion (McClure/Seese) Enact Ordinance 2019-004
Notice of the public hearing being posted and published as required by law was noted and the public
hearing was opened.
Rissie Casagranda was excited to hear the city was moving on providing information in a
neutral fashion.
No one else appeared to address the Council and the public hearing was closed.
Towsley committed to providing a report on any expenses incurred.
In response to Towsley, Bridges read a statement from the city attorney: "The council
currently has the power to end union relations, but as a practical matter, cannot. Voiding labor
contracts would cause the unions to sue with a number of good arguments, and the local unions
would be backed statewide and nationally in those suits.Further,it would be a political firestorm. If
the unions were going to go away, there would have to be decertification, which is also regulated
under PERA."
Motion Passed Unanimous
197
City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
UNFINISHED BUSINESS
Items for Reconsideration
Resolution 2019-008, Authorizing $72,009 For A Contract For Janitor Services For The
Seward Community Library And Museum To The Dependable Janitor And Gardener And
Appropriating Funds.
Motion to Reconsider (Lane/Seese) Reconsider Resolution 2019-008
Lane wished to reconsider this resolution in an effort to be fiscally responsible.
Motion to Reconsider Failed Yes: Lane, Seese
No: McClure, Towsley, Squires
NEW BUSINESS
Resolution 2019-013,Authorizing Payment To The Seward Senior Center In The Amount Of
$75,000.
Motion (McClure/Towsley) Approve Resolution 2019-013
Bridges said these funds had been approved in the 2018/2019 budget.
Lane removed this from the consent agenda because she did not think there had been enough
public awareness and discussion. She wholly supported the work being done by the senior center,
and she felt that spending public funds needed public awareness.
Motion Passed Unanimous
Resolution 2019-014, Authorizing The City Manager To Waive Camping Fees And Other
Provisions In The Seward City Code In Order To Accommodate The Alaska SeaLife Center
RV Volunteer Program.
Motion (McClure/Towsley) Approve Resolution 2019-014
Assistant City Manager Brennan Hickok said this resolution would waive camping fees
and eliminate the requirement for the camper to move every 14 days. The normal fee was $40 day,
but this would reduce the fee to $5 per day to offset utility costs. Bridges added that this had been in
practice for a number of years, but had not previously been endorsed by council.
In response to Seese,Hickok said there could be other options for other camping sites in the
future,but requested approval of this resolution for the 2019 season. The location for these sites was
at the Resurrection Campground, site numbers 425-430; these were selected because they were the
least desirable sites for visitors.
198
City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
Motion Passed Unanimous
Resolution 2019-015, Authorizing Payment To The Seward Chamber Of Commerce For A
Total Distribution Of$260,454, Representing Half Of The Bed Tax Collected In 2017, And
Appropriating Funds.
Motion (McClure/Seese) Approve Resolution 2019-015
Bridges said these funds were approved in the 2018/2019 budget.
Lane wondered what the Seward Economic Growth Plan was.
Council suspended the rules to speak with Chamber of Commerce Executive Director Cindy
Clock.
Chamber of Commerce Executive Director Cindy Clock said this budget was presented to
council at the November 26, 2018 meeting. The Seward Economic Growth Plan came through the
University of Alaska's Economic Development Center. The chamber's budget was approved by the
chamber board.
In response to Lane, Clock clarified that these funds were a pass-through from the city, and
were not city funds; visitors paid for this allocation through bed tax that was collected.
Council went back on the rules.
Motion Passed Yes: Seese, McClure, Towsley, Squires
No: Lane
Other New Business
Discuss Standing Work Sessions to review City Council Agenda Packets. (Lane)
This item was postponed to February 25, 2019 by consent of council.
Re-schedule the work session for "Informational Meeting on Public Employee Relations Act
(PERA)".
Council scheduled the work session on February 26, 2019 at 6:00 p.m. in council chambers and
requested that it be televised on GCI Channel 9 cable TV and broadcast on KIBH-FM 91.7 radio.
Discuss bringing contracts to council, Standard Operating Procedures, and reviewing
upcoming contracts. (Lane)
City Clerk Brenda Ballou said the city clerk's office was preparing a list of current
contracts and leases to provide to council. Lane wished to have a three-month advance notice when
contracts or leases were expiring, and also wished that contracts were approved by council rather
than the city manager.
199
City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
Bridges explained that there were two ways to procure goods and services for the city: bids
and proposals. Bids were price-based, and proposals were scored by ad hoc committees.
Discuss Alaska Municipal League (AML) 2019 Priorities. (Squires)
Squires said he was preparing for his trip to Juneau,and wished to have council consensus on
what topics he would focus the conversations on with legislators.
Council recessed at 9:10 p.m.
Council resumed at 9:18 p.m.
Motion (Towsley/Lane) Send Mayor Squires and Vice Mayor
McClure to Juneau for the 2019 AML
Winter Legislative Conference.
Motion Approved Yes: Towsley, Lane, Seese, McClure
No: Squires
McClure said the top 3 priorities for Seward that she would like to promote to legislators
were: Lowell Canyon Diversion Tunnel Study,Department of Corrections funding for Spring Creek
Correctional Center, and funding for AVTEC. Squires concurred, and also would add the Alaska
Railroad Marine Terminal Expansion Project. Council unanimously concurred.
INFORMATIONAL ITEMS AND REPORTS
On-going City Project and Goal List.
Clerk's Report on Public Records Requests through February S, 2019.
COUNCIL COMMENTS
McClure drew everyone's attention to the packet cover which showed the new CT Scanner
at the hospital. The National Ocean Sciences Bowl was coming up on the weekend of February 23&
24, 2019, and volunteers were needed. McClure thanked the big crowd for attending tonight's
meeting.
Towsley recalled the last council meeting when Phil Kaluza presented about mini heat
exchange pumps, and she wondered how best council could support his efforts. She was excited
about the progress being made for the new animal shelter. Towsley thanked the speakers for coming
tonight, and she supported the request to have a forensic audit conducted. She stated that, if a
forensic audit would satisfy the council committee for investigating personnel matters,that would be
fine; if it did not, then she strongly believed the committee needed to act.
Seese thanked everyone for coming. The book presented to the city by Angela Schwertfeger
was beautiful; she offered congratulations to Angel Schwertfeger for being accepted in the student
exchange with Obihiro this summer. Seese supported having a forensic audit,and was supportive of
Carol Griswold's request for publishing pay and benefit information. Seese wanted to alert citizens
200
City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
that if anyone received a phone call from"social security" saying that their social security number
has been compromised, do not speak with them because it was a scam.
Lane congratulated her brother on the birth of his first child. She thanked all the speakers and
presenters tonight, and for the community members who were involved in bettering the community
for everyone.Lane told the story of The Three Little Pigs and drew an analogy that the city needed to
maintain a solid structure to be successful. She supported having a forensic audit, and appreciated
Bridges adjusting the organizational chart to put Human Resources under the city manager.
Squires expressed concern for Police Officer Morgan Woodard's son who had broken his
neck in an auto accident; he encouraged the community to support the Woodard family.
CITIZEN COMMENTS
Rissie Casagranda was very upset; she thought the new lodging application forms were
cumbersome and unwieldy. She was self-employed, and paid the highest utility rates. Casagranda
had seven properties to manage, seven application packets to complete, and seven life safety
inspection fees to pay. She drew attention to Seward City Code Section 12.05.011 (d)(9)Table IA,
number 2 and thought that charging a life safety inspection fee was a stretch. She requested that
council consider reimbursing the inspection fee to businesses that paid bed tax. Casagranda thanked
Jeff Bridges for his professionalism.
Christy Terry announced that the second annual Seward Public Safety Ball was February 23,
2019 at 6:00 p.m. at the cruise ship terminal; all proceeds went directly to student scholarships.
Lynda Paquette reminded everyone that the deadline for registering to vote for the March
19, 2019 special city election was Friday, February 15, 2019 with the city clerk.
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS
Bridges said the lodging permit application may be onerous to complete the first time, and
apologized for that,but said it was necessary for the city to have complete and accurate information.
He said the borough website had valuable property information on it that would assist business
owners to complete the paperwork.
EXECUTIVE SESSION
Motion (Seese/Lane) Go into Executive Session, per SCC
2.10.030(b)(4), to discuss the contract with
the Interim City Manager.
Motion Failed Unanimous
201
City of Seward,Alaska City Council Minutes
February 11, 2019 Volume 40, Page
ADJOURNMENT
The meeting was adjourned at 10:01 p.m.
Brenda J. Ballou, MMC David Squires
City Clerk Mayor
(City Seal)
202
-7CF1V
CITY OF SEWARD, ALASKA RECEIV7EID)
APPLICATION FOR THE
SEWARD HISTORIC PRESERVATION COMMISSIO1 I FEB 0 6 2019
0MCE OF THF-
NAME: Id µ
CITY CLERK
c).
STREET ADDRESS:-,
(4 L4
MAILING ADDRESS: \- ') V '-Z
E-MAIL ADDRESS cur+(D
HOME TELEPHONE: .: C) Cj
LENGTH OF RESIDENCY IN THE SEWARD AREA:
PRESENTLY EMPLOYED A
List any special training, education or background such as grant writing, history, architecture, or
archeology, which may help you as a member of the Commission:
Z'
19
Have you ever been involved in any aspect of historic preservation? If so, briefly describe your
involvement:
ac"�-C-4- +kL- e-) (j-
I am specifically interested in serving on the Historic Preservation Commission because:
-'U 6'k.L'V- (-'�Xem ILA V1 vl 6�t
Have you ever served on a similar commission elsewhere? Yes or(N
If so, where? And when?
If appointed, are you willing to:
• Do historic research? (Y E ) NO
• Work on preparing grant applications? A5) NO
• Work on writing historic register nominations? (YES) NO
• Attend historic preservation workshops? NO
SIGNATURE DATEI
203
CITY OF SEWARD, ALASKA F�ECEIVED
C E
APPUCKnON FOR THE
6' 2019]
i-TR 0 6 20 19
SEWARD HISTORIC PRESERVATION COMMISSI N
(Or'r'Cl-OF
)F
Cln'CLERK
NAME-
------2L
"L.
STREETADDRES&.1
MAILING ADDRESS: ILL
E-MAIL ADDRESS Cl
CAJ I Q V�
HOME T
LENG-rH OF RESIDENCY IN THE
PRESENTLY EMPLOYED AS:
List any speciai training, education or background SUch as grant writing, history, architecture, or,
archeo�ogy, vvh�ch may heip YOU as a member of the Commission.-
Have you ever been invohied in any aspect of historic preservation? If so, briefly describe your
invoIvement-,
I am spec cally interested in serving on the Historic Preservation Conirn ins�on because.
1-lave you ever served on a simi�ar comn,flssion elsewhere? Yes o Q)
If so, where? And when?
If appointed, are you wiiIing to:
* Do historic research? NO
* Work on preparing grant appkations? tqo
* Work on wrifing historic reg�ster nominations? ( "4 NO
Attend historic preservafion worksho E6` NO
'2
DATE
F SIGNATURE
204
AGENDA STATEMENT
Meeting Date: February 25, 2019
From: Brenda Ballou, City Clerk \1k
Agenda Item: Liquor License Renewal
BACKGROUND & JUSTIFICATION:
The City Council has an opportunity to object to the request for a liquor license renewal for the
following business:
Oaken Keg 42728
Package Store
License 94334
The City of Seward Police Department, Fire Department, Utilities Department, Leases
Department, and the Kenai Peninsula Borough Finance Department have no objections to the
liquor license renewal for this business.
FISCAL NOTE:
In the event the City of Seward chooses to file a protest for the above liquor license renewals,
then under Alaska Statutes the City of Seward will be required to assist in, or undertake the
defense of its protest.
RECOMMENDATION:
Non-objection to the liquor license renewal for Oaken Keg #2728.
205
............
MEMORANDUM
Date: January 23, 2019
To: Naneth Ambrosiani Finance/Leases
Sarka Calocci Finance/Public Utilities
Chief Tom Clemons Police Department
Chief Eddie Athey Fire Department
From: Brenda Ballou, City Clerk V�o
RE: Verifying Compliance for the Renewal of Liquor License
The following business has applied for a renewal of their liquor license. Please review for
compliance with all utilities, lease payments and assessments. Thank you.
Name of Business: Oaken Keg#2728
Licensee: Carr-Gottstein Foods Co,
Type of License: Package Store
License Number: 4334
Department Status Initials-
6
Finance/Leases r0l
Finance/Utilities Ck Y\
Police Chief cr
Fire Chief �e, of
60-Day Deadline for Protest: March 23, 2019
City Council Meeting Date: March 11, 2019
Return to City Clerk By: March 5, 2019
206
.......... .............
�J R
1.4= North t3ink9ey Street, Sol fc�t�wi , Alaska 99669 � (907) �7T4...21.C�J (9tJ7) 71,4 2*��3£� Fax
Johni Blankenship, MMC
Borough Clerk
1/23/2019
Ms. Brenda Ballou
City of Seward
Seward City Hall
410 Adams St.
Seward, AK 99664
RE: Non-Objection of Application
Licensee/Applicant Carr-Gottstein Foods Co.
Business Name Oaken Keg #2728
License Type Beverage Dispensary
License Location 1907 Seward Hwy, City of Seward
License No. 4334
Application Type License Renewal
Dear Ms. Ballou,
This serves to advise that the Kenai Peninsula Borough has reviewed the above
referenced application and has no objection.
Should you have any questions, or need additional information, please do not hesitate
to let us know.
Sincerely,
Johni Blankenship, MMC
Borough Clerk
JB/TS
Encl.
cc: robert.gordon@safeway.com; clerk@cityofseward.net; DHenry@kpb.us;
JRodgers@kpb.us
207
. , y• „on `i'l s ;
. ,, , � � 'J �I, `�,,u ,��r�,:alF't�� +'arh;��r!�"a.Y'�;s, �+sa�",t��'?�a,'�'�, �°' a`��y�.,7' 1r� 8rr. ark ,r''";,✓b rs,",'Y',,� qc�i,p�ra6'.r," ,'f>tr�',''G�s, £�`�,.,,��f�/�;�,�,J,'r",r��r�,.fi!�br'f,��f�c L';��"�fr,A.
Department of Commerce, Community,
and Economic
ALCOHOL& MARIJUANA CONTROL OFFICE
550 West 71"Avenue,Suite 1600
4u Anchnra c�,AK 9950,1
Main:907.2E9,0350
January 22, 2019
City of Seward
Attn: Brenda Ballou &Johanna Kinney, City Clerks
VIA Email: bbaIlou c)cityofseward,net
clerk@cit\/ofseward.net
Cc: 'loannePborough.kenai;ak.us
bLla_nkenshippbo;rouh.h.kenai.ak.us
tshassetzPkpb.us
Re:Notice of 2019/2020 Liquor License Renewal Application
License Type: Package Store License Number: 4334
Licensee: Carr-Gottstein Foods Co.
Doing Business As: Oaken Keg#2728
We have received a completed renewal application for the above listed license (see attached application
documents)within your jurisdiction.This is the notice required under AS O4.11.480.
A local governing body may protest the approval of an application(s) pursuant to AS O4.11.480 by
furnishing the director and the applicant with a clear and concise written statement of reasons for the
protest within 60 days of receipt of this notice, and by allowing the applicant a reasonable opportunity to
defend the application before a meeting of the local governing body,as required by 3 AAC 304.145(d). If
a protest is filed,the board will deny the application unless the board finds that the protest is arbitrary,
capricious,and unreasonable.
To protest the application referenced above, please submit your written protest within 60 days, and
show proof of service upon the applicant and proof that the applicant has had a reasonable opportunity
to defend the application before a meeting of the local governing body.
Sincerely,
Erika McConnell, Director
amco localgovernmentonly@alaska,gov
208
p Alcohol and Marijuana Control Office
550 W 70,AvenUe,5r.:itc�1600
a
Anchorage,AK 99:)01
z�
�' Phone 907.269 09fr0
Alaska Alcoholic Beverage Control Board
I'Pffo+o0 Master Checklist: Renewal Liquor License Application
Doing Business As: Oaken Keg #2728 License Number: Z34
License Type: package Store
Examiner � 95238r
...... .._.__... .... ...... . -- _......._. - _-...,Document Received Received Completed Notes
AB-1.7: Renewal Application 12/17/18
f
App and License Fees 12/17/18
Supplemental Document Received Completed Notes
Tourism/Rec Site Statement
AB-25:Supplier Cert(WS)
AB-20:Waiver of operation
_ ........_...._.....
...
AB--30: MinlnIUM Operation
AB-33: Restaurant Affidavit
Cot/COC/5 Star
FP Cards & Foes/AB-08a
Late Fee !L/ ~A I f b
�ames can Fly Cards;
,. .... _ — -—_....m......_...._ Yes No
.�...............,.. _.
Selling alcohol in response to written order(package stores)?
Mailing address and contact information different than in database(if yes, update database)?
In "Good Standing"with CBPL(skip this and next question for sole proprietor)' �
Officers and stockholders r7aatch CBPL and database (if"No", determine if transfer necessary)
LCaB 1 Response: LOB 2 Response:
p Protest Lapsed
Waive Protest _j La sed Waive y
[Master Checklist:Renewal](rev09/20/2.018) Page.I of 1
209
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w if the c5ppirca nt V a;qgDonalym. the folloviing infor 1,'atior) must be C.00i`dl;tlt ted for each
Nit, .G1:C a M the co oratioq and for Glitch s'wi i:arz, an EUr'dd7 a t _..
If I e at)l"tIIC nt is a t .r �liaba1(c'y Ole CC) rig inf'oi i z'j',i 7r,rnus,Y ,:i:, cof 1plttY_C; fo'C(,. lC,fI
w4ir4a,t r rrr tl tMw; a )' °� a"a°rru U rMc:i fci each
W, if the appli ant is a�,14..na9, ��..?) inclCIC{i(1g a1ff71P(ed part:ne"ship,Be f0iCf1!J6f g irt(`,„E<"i<i'CJon t:il.4.,'t 00 t;CitY"Ypoted mr tact . .., .,r,.;`-
tv h an 0 t a x k 1^;dear o, IG`'ne, aiiff for( o a(i�
:he infan-naa hn 'lf"oo d 0 die b below flr S f i 1C udi 1ti 'l>tCelhnpa,of name, sp Hk Utla, pun+ t '1Ca 4 6 ifs) Y i ;;.
u rr<1tCfl t6:at vvhfcn is IioeC1 wlth CBPL. If<)sw irrtlivicautal 6dd& rrwltiots lEElt_s merltruilrucr:e" Clith NO'yvt_, above,adi tilic..; bc: i l �ctr
d is ttICilVrC uW on lhi,. .ap( li 1tio(l Ind with t f5PL Failure to Irst all S v_ u i d til"(`o-E t w."i In O l,�(3l lt, 4w elir(✓4 t.ttt
.. _ ......,.._ ..�..,..M ., ....,_ ._...___ ...,.,.._.._,.,,._,__._..,., ....._, ...,..... .,... ... . .............
t
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.. ......... ............. . __._,.,._ _joa%g Address,
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aaRing Address
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e: E
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ma king Wdress!
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...................
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...... ............ .. ............ ............... ........
CARR-COTTSEIN FOODS CO.
ENTITY 01,0023528
Officers List
Name of Official, SSI AK C IOC C1INGS, INC
Titiey(s): SIIAlry,EHOLDER
MailingAddless:.- `�91.8 S ONERIDGE MALL ROAD) TAX DIVISION, 1-11-LIkSANTOA .CA 94505 3229
I°Iac�nc> 925 467 3700
%, Owned 100
�Narne of Official: ROl3ERT MILLER
Title(s): PRESIDENT
Mailing Address: 250 E PARKCENJTER B VD, BOISL S3706
_.._.,_ _... .. �_ ___... . ID
phone: 208-395-6200
__
0wned 0%
...............,_,. _ _ __ ..._._w ............ ,.
Narne of Official: ROBE-RT GORDON
Mailing Address: � 2��UEL f Ahi<C E'NITFEARY VICE PRESIDENT
l 5 ' R B VD BOISE:, ID, 83706
Phone: 208-395-6200
_
`Xo Owned
Name of Official I LAURA DONAI D
Titles) DIRECTOR ASSISTANT SECRETARY, VICE PRESIDENT
i Mailina Address: � 250 C PARKCE fV TER El CPU E�C�I�L ID, 3TCr6
Phone: 208-395 6200
... ........ ............
%,,(,)wned
i
Narne of Official! i GARY MOR EON
Titles) TREASURER VICE PRESIDENT
Dialling Address 250 E I ARKCENTER BLVD, BOISE, ID 83706
Phone: 1208-395-6200
`3'o Owned 0% _.... ............... _ -.,.»,. _� __._. _
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212
F_ T
k'66:'v scct!r n must bt.,co m4)oted by any lRei1 ee who di ec ly nolds'ho it.t...1;e a J.e.. -1..3... " 1,c... _ sSR % f !�r S. IS, .",PpJ rig g
`YJf{{Ce71se reCt4.wal. H ware space is needed, rdease attach a Si?parate SnC'et'thm inclt.id( >e(thr,rcq,Ji.:i
RAW should ship ire Section 4 The fallovVing Lsli�caiTrr�rr.ti arr rn _>t 6e,c;onipacc ted for each ditei-s , ,ivi m>_,m._'i affUnre opo i q,
ll
yy sa�,.�a;s�ara�i i .:.ia; 1 aspphc:r nt t_,J =fius 'cn{spar d.l>-
-. ......._..... ..
Name:
,
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t VOL
t
'Nis 4iwo;P6cuum is an: LJ Yp71,C'air1E. �._. c,7i'1'illalle�_.vtaC1.) '
� I
_, ..... ..,...., _, .. .............. .
..,.. . �. stars. r
�r..._�: td'�: tv I r p rr,. it ;1, , rsNr uir is
1 cernify l ac A licensees,G;nsee agents, and ' Cr11 jtJ:o:f es. vdjo seH or we Nu u<:ilt h YI C WQrages rt check
I
,0 r ,!f P c t .,i,ow Cr '1,�,
t V,ut's�`E',Ct,f"tl p,J(t„°B;t'.t,1 a�fV r"!I(.,;�IC�'b1 Su'P v('i Qffi,�t,!„<i.€t,a l'T C4�4..11'sC:(v1pps C�Jt.'..,,JJ the ABC ,l�Gw.(.. wst"u C.1 Kay.,:r�{C k.;l'C...i�..a ,.. It,° I -
c,,€off jrSCL.car(1(11r.?Jon cafZ s on the ikensf;d(.)!'ot"[ikes d i(ig ad wokmg hot,,, )S SOL WWI at AS 04-11.625 and 2,AC.10
r edaY µ,ar.'I cMr`.a,idar tifea.,t that b s4 `lay 4"Y'@�..a l� ,htlf dt,,''r;Vr .,.��u G.a V:_.. wr xv,:.a c.L...,.,., i MIS� r
C
i
The license vv)S rC,-, -,)d7 C'',)erwTted conOrld.IC)C.Sly thrOt,',,1h 7Lif e;It i"1 ficEir, �
t
TIYC' Ik/`E r15E"VJ a. Begttsafl'y/aC E:("!-'eCu tLrltr: f3Ja t rrrn each vea
The 11ct nse was Eanh;CYLv(.i',3Wd to meet the r'P1h rYkurn r fquiP"Ti`Prf,nt of 740 T;,,;qM hums e i_hi i.'. e iiu yea.
if i its box,.'7 a f'afTt:)1¢"W CCk' y t;f(�r:"D/ n�,��. C�rCXaf C fl�'ilY aimn) rl(�?E''Yr;<WO c f�(,.j4ti,O UnO 05 n :ti,S?wv
� t� Ci; j"
:'it;7nwwtltP won n'os1 7 CrVftr "JI('}' this 0f:P6Coti(J17,
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:lit'„''�Ccc':nst"'4"a' riot SJpo alms d a t aA or was not 4}'"t,..ra'9{Sr d o at�f.e+�-�the I(IIr�B ML P1 'rll tr .af}Ct;�� hour`' �
each year,duang one or owh of n caIndar years,
lair, boy A chL,a'(<eI a con4fe to copy cVTwm A It Mwer rt, C)4 am Si yl7Picar iol ,r C;
.Y%'.`a(1Y,k,tl,f'�c'G"'"'l7ff , CdU C7pP"rltl;C wPCiC',(`(arr'C.JC/1c IiCa,.rf.:c.
alfl7N't um rrv.f:)(rfrE'.VnCno ,rWs Ca CC7R7f:+lete Copy of the for"r?(in,.lusi,rlq f<esk 1Ya1,,al re,:7.:1 ys rJ,_eo
vr'!5a 4430 f')B!a Oaken t Key;02'7 G;e;
213
`
� Alaska /lbmholic�euenage Control Board
2019/2020 Package. StOM RencnvaK License 141 ����^'�#f���C�
Writtenves wo
Do you intend to sell alcoholic beverages and ship them to another location in response to written solicitation in
calenUaryeno2O19and/or 2020? ---
Applicant x� | � nd ��#i i i d 2017 and 2818: Yes No
- � ______-___
navcaoynodcesofv>o|adan(NoVs)b�cv(sooedto this licensee indbecalendaryeao20l7orUJl8?
|
Has any person or entity narned in this application been convicted of a violation orritie 04, of 3 AAC 304,or a Jo czIl
o,dinance adopted under A3D4�2I01W|n the calendar yeao2O17or2Dl87
|f"Yes^tomitheroftheprevioustwuques1ioms,atturhasepa/atepagetothisopp|icationUstingaKNOVsandyurconviczimns.
Section 48 -- Cerfifju:�Iffl«#ns
Read cac_line below,and then initials t of eachstatement. /niluf�
I cui tify that all current licensoes(as defined in AS 04,11.260)and affiliates have been listed on this opplication,and that |
in accordancem|th 4SU4.l1.4SQ, no one other than the i)ozos*c(*)has a direct o/indirect Onaocia|inreresr in the
licensed business,
certify�hac|havencua|teredthefunctona!Ooorp|anoreducedorwypaodedtheareauftha|kensedpreodes,
and i have no/changed the bus!noss name or the ownership(indudin8oNcers, managers'general partners'or
s,akeholdors)hnm vvhax is cur,en,|yaporoved and on file with the Alcoholic Beverage Control(A8[) Board, ^-----'
! certil'y on behalf of rT,,yselfor of the organized oritiLV th,.)t I understand that providing i Use scatement on this I'm nnm,
anyoihur"Ormprovidedby&IVI[OisKmundy<orre}echonordunia|ofLNnappUcadonor/evucabuno/any(icenueioued,
Aaan applicant for a liquor license renewal,|declare under penalty of perjury that| have read and an)familiar with ASO4 and
3AA[384.and that this application,including all accompanying schedules and St3tefnents, is Irtie,correct,and compiete. /a(,,r e c o
rrovide all information reqUired by the Alcoholi nd Undersrarid
Lhat failure to do so by any deadline giver)to me by A
Sign,-.)wre of licensee MWY
Notary Public in and for the State oi
Printed name oi ficenspo
My commission expire�
Subscribed and sworn tu before mmthi yu[_ 20 [-/_
Yes No \ )
—�
Seayona| Lioensa? / | [�~ |f"Yes"'mm1te your Sic-noenthmperaTing period;
—
214
Notice of Violation
(3AAC 304.525)
This form,all information provided and responses are public documents per Alaska public Records ACT AS 40M
Date: 08-08-18 License #/Type: #3218 Package Store
Licensee: Carr-Gottstein Foods Co. Address: 10576 Kenai Spur Hwy., Kenai, AK 99611
DBA: Oaken Keg #1808 AMCO Case #: AB 18-000931
This is a notice to you as licensee that an alleged violation has occurred. If the Alcoholic Beverage Control Board decides to act
against your license,Linder the provisions of AS 44M,330-AS 44,62.630(Administrative Procedures Act)you will receive an
Accusation and Notice of your right to an Administrative Hearing.
Note:This is not an accusation or a criminal complaint.
During an inspection on 7-6-18 it was found Sales Clerk Teresa Matranga did not have a current
copy of Server Education with her or a copy on file. She contacted the Liquor Store Manager, Rachel
Stone-Ewing, whom advised the copies of all employees Server Education Cards had been
misplaced during their move on May 31, 2018 and had riot been seen since. The Safeway Assistant
Store Manager, Jennifer Moore, was contacted and able to produce a copy of her Server Education
Card. Moore took over sales in the liquor store. Moore later was able to obtain copies of the other
employee's Server Cards and forward them via email to myself, Investigatior Stonecipher. Notice of
Violation issued for the lack of Server Education Cards since May 31, 2018.
This is a violation of AS 04,21,025 Alcohol server education course.
i V
aJ
*Please send your response to the address below and include your alcohol license number in your response.
3 AAC 304.-'525(B)provides that upon receipt of a Notice of Violation,a licensee may request to appear before the Director and be heard regarding the
Notice of Violation, The request must be made within ten days after receipt of the Notice and(tie Director Must grant an appearance within ten days aftr.�r
receipt of a request, A Ucensee shall respond,either orally or in writing,to the Notice.
Alcohol& Marijuana Control Office
ATTN: Enforcement
550 W. 7 1h Ave, Suite 1600
Anchorage,Alaska 99501
a
V
Issuing Investigator: A. Stonecipher Received by:
SIGNATURE: SIGNATURE:
Delivered VIA: Email Date:
215
H,,i i r,t A 11 a rvi
David DSPola'
''Cc�:IurA Manag�-"�
1501 M'sof 1 Slvci
.'i 81 Y"JU
From: Keri Rochon
Sent. Friday,Ally 6, 2018 zl:13 PM
To: Carlos Palacios
Cc: Store 1808 c90- Store Manager; Joe Rybak
Subject: Proof of training
Carlos —
As per, Our conversation — could you please provide the elec copy of
training for the following:
Rachel Stone- Ewing
Vicky Hart
Philip Blythe
Felicity Amend
NJ
Hala Allarn
David Dipola
Austin Painter
Will Nejera
Either myself 40612 (DR David Hunter would more than likely be the
trairer, I believe that a few of these at least recently went thru a class
where I might not even have the updated card?
216
............... ......... ........... ...........
Thanks for your help on this busy Friday
Keri
' , IFr"Nrrk 1A A "nn
R''39c c 623
SAFEWAY
Warning: All e-mail sent to this address will be received by the corporate e-mail system,
and is subJect to archival and review by someone other than tile recipient.'"I'llis e-mail
rnay contain proprietary inforaml ion and is intended only R)r the USQ of the intended
rccipient(s). I Fthe reader ofthis message is not the intended recipient(s),, you are
notified that you have received this message in error and that any review, dissemination,
distribution or copying of this message is strictly prohibited. If YOU have received this
message in error., please notify the sender immediately.
...........
off Premise
Issued:7/512017 Expires: 616/2020
1014 4568742
FELICITY J AMEND
10576 Kenai Spur Hw�
Kenai,AK 996 1 1-7861
m
For service visit us online at www.gettips.con,
David Hunter, 52454
............. .............-
...........
Off Premise
Issued: 7/512017 Expires: 61612020
IM 4568746
WILLIAM NAJERA
10576 K eai S,ri� pur I-Iv,,v,Kenai,AK 99611-7861
For service visit us online at www.90ttiPs-c0r'n
David Hunter, 52454
217
............. .........................
' Off Promise
a
Issued:513 2016 xpiros:41W2019
ID#424453�i E7C}63�03F435�t155.'
rfr
10576 Korrni Spur I Iyvy
Kenai,AK 991311.7811
For service visit us online at V"W N gr'jtipn.ct M
i, Ken Rarhor,,406*?
C V
Off Promise
k Issued:71512 17 Expires: 616/2020
10 4568749
3y
10576 Kenai Spur Hvvy
hCona^,AK 99611-78 1
1i=
For service visit us online at wwvi.guttips.corn
11 David Hunter, 52454
Warning:All e mail sent to this address will be received by the corporate e-rnaa€l systerr and is subject to j
archival and review by sorne°one rather,than the recipient. this e-mail I"7`Iay contain Froprre Lary iriforrrriaiion
i
and is intended only for the use of th-re iiri.e nd(,'td rec.ipient(s), if the reader of this rness,aflea is not the
intended r ecipie>nt(s),you are notified that you have received this inn ss,,i e in error and that any review,
dissemination, distribution or copying of,this rrressaage is strictly prohibited. If you have received this
message in error, please notify the sender immediately.
I
l
218
,sioil of Corporations, Business and Professional Ucensing
Details
EN 1"I"T" DE. "'TA11.1,"
a ari,e
H 4
FXdA:y fyjr,ke Business Corporation
i ntity fl! 10023528
Status: Good Standing
AK F,)rrrv,,,,,d DaU,,n; 9/16/2014
Perpetual
Horne Strite DELAWARE
N,ext BicnnO 1/2/2020
En'tity maifin,1 5918 STONERIDGE MALL ROAD, TAX DIVISION, PLEASANTON,
CA 94588-3229
-ntitv Vhyt-JcK,,d Adclxe-ss: 5918 STONERIDGE MALL ROAD, TAX DIVISION, PLEASANTON,
CA 94588-3229
Registered Agerit
Ag""Mt Natne, C T Corporation System
%aifirtg Address�: 9360 GLACIER HWY, SUITE 202, JUNEAU, AK 99801
Phv,,,;ic-�i A s�ddres 9360 GLACIER HWY, SUITE 202, JUNEAU, AK 99801
YU
Officials
Show Former
A Owne'd K, iEntity ,11 Narni� Tffles
A
I J1%,J i i`�, i J
�fv
0 C",
Ul 'Ll
S "'h h
F"iled DOCUrnents
1 of'2 219 1/9/2019,4:16 Pm
...............
16
AGENDA STATEMENT
Meeting Date: February 25, 2019
From: Brenda Ballou, City Clerk
Agenda Item: Liquor License Renewal
BACKGROUND & JUSTIFICATION:
The City Council has an opportunity to object to the request for a liquor license renewal for the
following business:
Chatteimark
Restaurant/Eating Place—Public Convenience— Seasonal
License 45040
The City of Seward Police Department, Fire Department, Utilities Department, Leases
Department, and the Kenai Peninsula Borough Finance Department have no objections to the
liquor license renewal for this business.
FISCAL NOTE:
In the event the City of Seward chooses to file a protest for the above liquor license renewals,
then under Alaska Statutes the City of Seward will be required to assist in, or undertake the
defense of its protest.
RECOMMENDATION:
Non-objection to the liquor license renewal for Chattermark.
220
.....................................
MEMORANDUM
Date: January 15, 2019
To: Naneth Ambrosiani Finance/Leases
Sarka Calocci Finance/Public Utilities
Chief Torn Clemons Police Department
Chief Eddie Athey Fire Department
From: Jessica Fogle, Deputy City Clerk
RE: Verifying Compliance for the Renewal of Liquor License
The following business has applied for a renewal of their liquor license. Please review for
compliance with.all utilities, lease payments and.assessments. Thank you,
Name of Business: Chattetmark
Licensee: Chattermark LIC
Type of License: Restaurant/Eating Place- Public Convenience Seasonal.
License Number: 5040
Status Initials
Finance/Leases
Finance/Uti li ties 4:C
Police Chief
Fire Chief
Deadline for Protest: March 16, 2019
221
.................................. ................................ ................................ ........... ----------------- ..........
wwww mamm�oemwwumwwwme�srewmorwawmuwuww mwummmw. m �.wwswmwwwwdw+w mmw Nw,mnn�nmww�vsmuwwmmmmw.ww,u000do�i�wn a mm m w,auaw.w.uwwi�suw�wwwv umwmmwmuimmo.uoJuuo��w.�:muiwvvuremwi
Department of Commerce, Community,
"
A and Economic Development
ALCOHOL _�g West A Y'JA C �!"i"i'10 OFFICE
.
r 5 r'
nut., daitr .CrU
Anchorage,AK 9950
Laa:....„.W . Main:90T269.0 50
January 15, 2019
City of Seward
Attn: Brenda Ballou &Johanna Kinney, City Clerks
VIA Email: bballr a.�C�ci wse arc.r�ct
clgrk r;w ye fs war .n et
Cc: czar�rikrrr�€ h.Irii. k.aJ,s
jkJankg,!L!Lh1 z I gq&L.k LriaL k.US
s,7 Js 61)kpb�u
e: Notice of 2019/2020 Liquor License Renewal Application
License Type: Restaurant/Eating Place—Public Convenience Seasonal l.icertse Nu err.: 5040
Licensee: Chattermark LLC
Doing Business As: Chattermark _ .....
We have received a completed renewal application for the above listed license (see attached application
documents)within your jurisdiction.This is the notice required cinder AS 04.11..480,
A local governing,body may protest the approval of an application(s) pursuant to AS O4A1.480 by
furnishing the director and the applicant with a clear and concise written statement of reasons for the
protest within 60 days of receipt of this notice,and by allowing the applicant a reasonable opportunity to
defend the application before a meeting of the local governing body, as required by 3 AAC 304.145(d). If
a protest is filed,the board will deny the application unless the beard finds that the protest is arbitrary,
capricious, and unreasonable.
To protest the application referenced above, please submit your written protest within 60 days, and
show proof of service upon the applicant and proof that the applicant has had a reasonable opportunity
to defend the application before a meeting of the local governing body.
Sincerely,
Erika McConnell, Director
°r co loc ;ow.ri nentnorpY1 ' alasw,(!
222
tit, " Alcohol and Marijuana Control Office
" 550 WW 711,Avenue,Suite 1600
` ,Anchorage,AK 9 501
ka e t 1,Pac,r r F.,,par"ai l� G ,Cxt
J�grM&&4f'e'a1°ti 1'41GY'46w1;'6 XY 6„!Y,ed! R W�uY1f r'dWt�i'�8r1�G'P
Phone:907.26 .050
Alaska Alcoholic Beverage Control Board
LiquorMaster Checklist.- Renewal
Doing Business s. Chattermark
::T License f ur ber-
License Type:r _ Restaurant/EatingPlace - Public r� ier� Seasonal .__ ._. _
a in I r ns c l ra c 7 63" '
Document Received Completed__. .�.Notes
B- 7; Renewal Application 11/19/1 ILL—
App and License Fees 1/19/1 i
Supplemental Document Received Completed Notes
"tourism/Roc Site Statement .�.��..._...� �„�,.�..�..� ... .�._ .�.�.... . �
AB-75:Supplier Cart(W ) .�.�..�...._.�.__,._.. .�.., .,�.�..�
AB- .Waiver of Operation w�.�..�..._�.�._., _ ...�.,..�.�....
AB-30;Minimum Operation .. .... _..__..�.....�._m._._,_...�..
R 3S Restaurant Affidavit /1 /1l i
COI/COC/S Star
FP cards& Fees I AR- a
Late Fee
Dames on 11 Cards:
Yes No
Selling alcohol in response to written order(package stores)?
Mailing address and contact information different than In database(if yes, update database)?In"Good Standing"with CBPL(skip this and next question for sole proprietor)? E El
f
Officers and stockholders match CBPL and database(if"No",determine if transfer necessary)
LGB I Response; L R 2 Response:
'wive Protest Lapsed 11 Waive _ Protest Lapsed
(Master Checklist;Renewal](rev 09/20/201 ) Page 1 of 1
223
� Alcohol and Marijuana Control Office
550 W 71h Avenue,Suite 1600
Anchorage,AK 99501
E��ir,9i fl xK3�Bravaalr ! xa q,
AMC() Alaska Alcoholic Beverage Control hoard
RestauaPhone:sti7.269.fJ�150
rl r tiro c License
Form AB-17a- 2019/2020 Renewal License Applicatl
ion
What is this form?
This renewal license application form is required for all individuals or entities seeking to apply for renewal of an existing restaurant
or,eating place liquor license that will expire on December 31:,201&All fields of this form must be complete and correct,or the
application will be returned to you in the manner in which it was received, per AS 04,11,270 and 3 AAC 304,105,The Community
Council field only should be verified/completed by licensees whose establishments are located within the Municipality of
Anchorage or outside of city limits within the Matanuska.-Susitna Borough.
This form must be completed correctly and submitted to the Alcohol&Marijuana Control Office( )"s main
office,along with all other required clocurrients and fees,before any renewal license application will be considered
complete.Receipt and/or processing of renewal payments by AMC AMCO staff neither indicates nor guarantees that an
application will be considered complete,or that a license will be renewed.Section I - Establishment and Contact.
Information
Enter information for the business seeking to have its license renewed.if an populated information is incorrect, lease contact AMCo,
Licensee. Chattermark LLC License#,, 5040
License Type: Restaurant or Eating Place- Public Convenience SeasonalStatute: AS 04.1.1.4 0(d)
Doing Business As. Chatterrnark
Premises Address: 220 4th Ave
Local Governing Body: City of Seward(Kenai Peninsula Borough)
Cornrntan¢ty Council: lone
ggalling Address:
Ci tate: ZiP..
Enter information for the individual who will be designated as the primary point of contact regarding this application.This individual
must be a licensee who is rec uired to be fisted in and authorized to sign this apelication=ontacl
Contact Licensee. hone: � �
_ a
Contact Email; „
Optional:If you wish for AMCO staff"to communicate with individual who is riot a licensee named on this form(eg,:legal counsel)about;
this2eplicatloft and other matters pertainiaLo the license,please2.rovide that aerson`s contact information in the fields Baelova.
Name of Contact _ Contact Phone:
Contact Email:
[Fours Ag-17al(rev 09/17/201 ) Page l of 4
ww�
n
224 i Af,.f P
Alaska Alcoholic Beverage Control Board
Form AB-17a.-I 2019/2020 Restaurant Renewal License Application
am
Section 2- Entity or Community Ownership information
This top subsection must be completed by any licensee that is 8 SRUMP"o_or LLg.COrPorations and LLCs are required to be in good
standing with the Alaska Division of Corporations,Business&Professional UcensIng(COPL).This number Is neither your EIN/tax 10
number,nor your business license number,You may view Your OntttY's status or find Your CSPL entity number by vising the
foliowlng sfte-*hit s rnraae alas
General partnerships and local governments,should skip to the seWnd half of this page<Licensees who directly hold a license as an individual or Individuals shoal skip to Section 3,
-ensure that o 16 rtl the L01111WIng qa1emegat fbr sl riira y arr dit6tisls dry tY Initials
I certify that this entity is in good standing with CBPL and that all current entity officials and stakeholders(listed below)
are also currently and accurately listed with CBPL IT
This subsection must be completed by any gorwIMU—nitt or g9fl A Including a corporation,limited liability company,partnership,or
limited partnership,that is applying for renewal.If more space Is needed,please attach additional completed copies of this 8 .
If the applicant is a QMqr-P_tlon pa e
.,the following information must be completed for each stockholder who owns 10%or more of
the stock in the corporation,and for each president,vice-president,secretary,and managing officer.
If the applicant Is a Roam . �_ 3 the following information must be completed for each member with on
ownership laterestof10%ormare,and for each manager.
If the applicant is a ggqflgMIp,including a limited partnership,the following information must be completed for each Partner
with an Interest of 10%or more,and for each gene partner,
1%portgalftft.The information provided in the below fields(including spelling of names,specific titles,and percentages held)must
niatch tf'at which is listed With CBPL If one individual holds Multiple litles,mentioned in the bullets above,all titles must be listed for
that Individual on this ap lication and with C8PL.Failure to list all required titles constitutes ap4=omplete
qtEP—HoLtlon.
Name of Offlcl-R
Mailing Address.,
�wne�-
City:
Name of Official:
Title(s): La So Phone: �Ow�ned:
Mailing Address,
City:
State, ZIP:
1P.
Name of Official.
Cam! Phone.
>
Mailing Address.
City:
State.:
OL
NINE g!
[Form A13-17a](rev 09/17/2 r hattermark 0 Page of 4 018)
2
-
License#5040 DBA
L
225 ALCor—
r!4*7
!*4�"'
Alaska Alcoholic Beverage Control Board
LicenseForm AB-17a.- 2019/2020 Restaurant Renewal
Section 3 - Sole Proprietor Ownership information
This section must be completed by any licensee who directly holds the license as an indhd4a ll Lm—ulti I ndl lc is and is applying
for license renewal.If more space is needed,please attach a separate sheet that includes all of the required information,
Entities should skip to Section 4,The following information roust be completed for each licensee and each affiliate(spouse),
This Individual is an: Elapplicant affiliate(Spouse)
iaae C'raratact Phone: ..,�.._ �.�..�..�,.a�..
Mailing Address
City: Mate .� 1 ._ . .
Email-
This individual is an: El applicant affiliate(spouse)
Name: Contact Phone:
Mailing Address:
City � � tat P.
Email:
i
Alcohol Server Education
Read the lime belo!_,,ond ten sl ra your Irsltials in the boa:tic:the right of the statement: Initials
I certify that all licensees,agents,and employees who sell or serge alcoholic beverages or check identification of a patron
have completed an alcohol server education course approved by the ABC Board and keep current,valid copies of their
course completion cards on the licensed premises during all working hours,as sett forth in AS 04,21.025 and S A AC 304.465.
License , n
Check a sin le os for each calendar year that hest describes hotnr this llgtror Ilcerase was operated: 2t}17 2018
The license was regularly operated continuously throughout each year,
The license was regularly operated during a specific season each year. El El
The licensee was only operated to meet the minimum requirement of 240 total hours each calendar year.
ff this box is checked,a ccsmpte~>te copy of Form,Ate- 0 Proof of Minimum Operation Checklist,and all necessary 11 El
documentation must be provided with this opplication.
The license was not operated at all or was not operated for at least the minimum requirement of 240 total hours
each year,during one or both of the calendar years.
If this box is checked,a complete copy of Form AB-29 Waiver of Operation Application and corresponding fees roust
be submitted with this application for each calendar year during which the license was riot operated far at least the
minimum requirement, unless a complete copy of the faun(including feces)has already been submitted for that year.
[Form AB-12a](rev 09/17/2018) .., '°.r Pale of 4
License#5040 DB A Chattermark
i
i
226
Alaska Alcoholic Beverage Control Board
A MCO
Form AB-17a: 2019/2020 Restaurant Renewal License Application
Section
-violations and Convict
Applicant va latfons and convictions In l n! r ears 0 are Ct . ��s No
Have any notices of violation(NOVs)been issued to this licensee in the calendar years 2017 or 2018? El ED
Has any person or entity married in this application been convicted of a violation of Title 04,of 3 AAC 304,or a local �� �
ordinance adopted under AS O4.21.010 in the calendar years 2017 car 2018?
If"Yes"to either of the previous two questions,attach a separate page to this application listing all NOVs and/or convictions,
SectionCertifications
Read each line below,and theca sign your initials in the box to the right of each statemerstn_ Initials
I certify that all current licensees,(as defined in AS O411.260)and affiliates have been listed on this application,and that
in accordance with AS O4.11.450,no one other than the licensee(s)has a direct or indirect financial interest in the
��
licensed business,
I certify that I have not altered the functional floor plan or reduced or expanded the area of the licensed premises,
and I have not changed the business name or the ownership(including officers,managers,general partners,or
stakeholders)from what is currently approved and on file with the Alcoholic Beverage Control(ABC)Board. —7_1
1 certify on behalf`of myself or of the organized entity that I understand that providing a false statement on this form or I �µ '
any other form provided by AMCiO is grounds for rejection or denial of this application or revocation of any license issued.
I area submitting as part of this application a completed copy of Form AB-S,B: Restaurant Receipts Affidavit,to provide
evidence to the ABC Board that this establishment met the food sales requirement set forth in AS O4.11.100{ej,
As an applicant for a liquor license renewal, I declare under penalty of perjury that i have read and am familiar with AS 04 and
B AAC"304,and that this application,including all acc.ompanyrn t ht frules and statements,is true„correct,and complete,i agree to
provide all information required try the Alcoholic Beverage fi t fPq, 7Vj `lVICCI staff in.support of this application and understand
that failure to do so b an deadline given to e b ACC
y V g y �, 41r� s,ptiP � is application being returned to me as incomplete..
" m w +
Signature of licensee
eergnature of No Public
"i and for the State of
Printed name of licensee q f fM wµ
rfirriisw tt My commission expires: ":j ! () "i1 _.
Subscribed and sworn to before tale this c' day of ' �(iw �°� �" 20 1
Yes No
Seasonal License? if"Yes",write your six-month operating period:
Ucense Fee, $ 300.00 Application pee° 300,00 TOTAL: $600.00
Miscellaneous pees:
GRAND TOTAL(if different than TOTAL):
[Form AB-17a](rev 09/17/2018) _ Page 4 of 4
License#5040 0BA Chattermark
227
Division of Corporations, Business and Professional Licensing Page I of 2
Department of Commerce, Community, and Economic Development
CORPORATIONS, BUSINESS &
PROFESSIONAL LICENSING
c)f' and FIrofess9ona [Acc,,,nsu pc I
Entity Details
ENTITY DETAILS"
Name(s)
Type Name
Legal Narne Chatterrnark, LLC
Entity Type., Limited Liability Company
Entity M, 131648
S ta t u s: Good Standing
AK Forined Date., 11/18/2010
Duration/Expiration: Pere etUal
Horne State ALASKA
Next Biennial Report Dtw 1/2/2020
Entity Mailing Address, 1120 E HUFFMAN 24, PMB 416, ANCHORAGE, AK 99515
Entity Physical Address: 220 4TH AVENUE, SEWARD, AK 99664
Registered Agent
Agent Name: Charles Elloft Jackson
Rqjistered Mailing Aildress, 1120 E. Huffman PMB 416,Anchorage, AK 99515
Registered Physical Address: 1120 E. HUffMan PM B 416,Anchorage,AK 99515
Officials
0Show Former
Alt; Entity# Name Titles Owned
10011858 ZPA LLC Member 100
Filed Documents
https://wwr w.comniei-ce.alaska.gov/cbp/niain/Search/ %ityDetail/I 31648 11/28/2-018
...............................
THETAT
----------------------IZZ�
0
D paaa cnt aaf C'aa—;rarracrCe,CommunI ly and EconomicDeVelopment
' ion ofCorporations,Rus-inass and Professional licensing
Corporations Section
State Circe Building,333 Willoughby Avenue,911, 'Joor
PCB Boar 1 J0 06,Juneau,AK 99 11-0 06
Phone: (907)465-2550 mFax-(907)405-2974
Email:corporatioav@,alaskagov
,
' eb ite: "orpo ttons..9jaska.(roj,
Notice Of Change of Officials
•
'This Notice of Change of officials forma is only for Domestic Limited L.iabitity CDonapanies and is rased to repork
changes between biennial reporting periods in: members, managers,and percentage of interest held.
• This Notice of Change of Officials will not be filed it the entity's biennial report is not current. To verify the
entity's, biennial report due date, go online to WWWCorporatlons,Alaska,Gov and select Search
Corporations Database
• Standard processing time for complete and correct filings submitted to this office is approximately Owl a
business Mays.All filings are reviewed in the date order they are received,
• The information you submit is a public record and will be posted on the xtate's website.
important:
Each Domestic Limited liability Company is required to notify this office when there is a change of officials,
Failure to meet this requirement may result in involuntary dissolution of the entity's authority to transact
business in the State of Alaska..
�he Domestic Limited Liability Company is to keep and snake available the records of the official($)changes,
S 10 CI.tad 0-,8C 0
llonrefunda le T'"ding pee (C:OR
Bail this forma and#tee Hera-refundable 2b Tiling fee irr U.S. dollars to the letterhead address. Make the che65(b)]
ck or money order payable to the State of Alaska, or rase the attached credit card payment force.
AS'ltD,0-76
Entity Name. µµ .
Alaska a Entity Number:
91 Rev 7.1 /1 D-LLC Change of Officials I of
229
4. REMOVE-from eorrd:
AS 10,50.765(b)
The following officials(members and, If applicable, managers) will be
as a result of this filing; I teN � fry
Name, L
........ ......._.. ............ Name:
If an official its not being removed from record,then list there in Item#5 below(with'their current Information).
L Current officials:
AS 1050366(b)
The following is a complete list of ALL this filing, remaining and new officiaNs who will be on record as a result of _.._�,. ..._.
* An LL ,oast h? v_ t as a a e_Lntse ho owns s %of the LB_ . —AS 10.50.1 r (b)
* Bust provide all members who own 5%or more of the LI.C. —AS 10,50.765(5)
Members MmA t own a%of the LLC>.A member may be a manager if the LLCs is manager managed.
* An LLCf may be managed by a manager if provided in Articles of Organization,A,manager may be a
member if the manager also owns a%of they LLC.� AS 10 0.075(5)and AS 10.50.110()
* List officials and their current information to be on record.
Manager wilt only be accepted if the entity is manager-managed per the articles,
* BOLD I d
fields are reuired.d._.. .._„w ._.. ._.._..�._._.....�.._.N__._.,..�._____ —
1 �
FULL LEGAL NAME MPLETE MAILING ADDRESS AaAL
q M9
m
If necessary, use the following supplement page and include all information required above in here#S.
Required uired Signature:
AS 10, CN. 40
f9te Notice of Change of Officials rncrst b sN ne t rrt�Der(AS 1 CI. 0.8 Ci(a)(2}�;car� arm or if
manager managed(AS 10.5C1.S4t1 a 1 gel .. ( S 10,50,540(c)). Persons who sign
documents filed with the cornmjssionerthat are own to the person to be false in material respects are guilty
of a class A,misdemeanor.
Sfgnature:
lmwf"need dame; . " ."
Title of Awuthori ed Signer, ember Manager g Attorney-in-fact
If signing on behalf of a rrrerr►laer or rraataar,or which is an entity,then idenflty the Si9"Wa r latio tPship and aigninq autbority
with the member en ity, For example.Jon Sfrgih, Pmaident ofXYz ino, the sole member of ABC L C,
4 °1 Rev 07/25/17 D-LLC Changef Officials 2 of
230
THE STATE
0"ALASKA
¢partmmrt ah �oame ,Community�r� mmromicDevelopmentt
Division of f` or atarrass,Business atui r of ,sionaj Licensing
Corporations to rm
State Office Building,333 Willoughby Avenue, `1 Floor
Email: 0rP0r« t rrrasC Airs r, 0V
Wekitc:CorPorationsAlaslacGov
Contact Infonnation
e Return this form with your filing
0 This information maybe used by the Division to assist with processing Your attached filings
* This forma will not be filed for record, or appear online
Entity Information
t0�mra Enter your entity information s it appears on this fmlingo
Entity Name:
AK Entity#
Contact Person Whom may we contact with sn
. ,.� y questions or problems,with this filing?
Company: L
Contact;
Mailing Address:
City: ._ ._.. .. _ .
ac�amma rmt rn a r _ provide an address for the return of your fdlcd documents,
Return rimy filings to the address provided ABOVE
Return my filings to this address provided BELOW
Mailing Address: address-
.�.....,.�..� ...�,..�..._.�._.�._. ..., .....,.�. _.
State: ZIP:
08-561 Rev 7/14/16 Contact Irdorm tion
231
AGENDA STATEMENT
Meeting Date: February 25, 2019
From: Brenda Ballou, City Clerk
Agenda Item: Liquor License Renewal
BACKGROUND & JUSTIFICATION:
The City Council has an opportunity to object to the request for a liquor license renewal for the
following business:
Ray's Waterfront Bar& Grill
Beverage Dispensary—Seasonal
License #2790
The City of Seward Police Department, Fire Department, Utilities Department, Leases
Department, and the Kenai Peninsula Borough Finance Department have no objections to the
liquor license renewal for this business.
FISCAL, NOTE:
In the event the City of Seward chooses to file a protest for the above liquor license renewals,
then under Alaska Statutes the City of Seward will be required to assist in, or undertake the
defense of its protest.
RECOMMENDATION:
Non-objection to the liquor license renewal for Ray's Waterfront Bar & Grill.
232
..................................................... .............................
MEMORANDUM
Date: February 1, 2019
To: Naneth Ambrosiarii Finance/Leases
Sarka Calocci Finance/Public Utilities
Chief Tom Clemons Police Department
Chief Eddie Athey Fire Department
From: Brenda Ballou, City Clerk ° o
RE: Verifying Compliance for the Renewal of Liquor License
The following business has applied for a renewal of their liquor license. Please review for
compliance with all utilities, lease payments and assessments. Thank you.
Name of Business: Ray's Waterfront Bar & Grill
Licensee: Janaska Corporation
Type of License: Beverage Dispensary—Seasonal
License Number: 2790
Dep irtment Status lnit—ials
Finance/Leases
Finance/Utilities
Police Chief
V.,CL
Fire Chief
60-Day Deadline for Protest: April 2, 2019
City Council Meeting Date: March 26, 2019
Return to City Clerk By: March 19,2019
233
.............. ........ ...........
OWUplllll�hVi IWWWWwWW 10WW 10W41- 0-0-
iuWMau.- mW9JDepartment of Cornrnerce, Community,
I�rvJ'unryUiWNwy;Wplyytlrylulilm IiWY�piIOUWm 01 uIW.WII�IIW'WW'mMIW.W,I'YilYi10 iW l uulluluOmlW.¢W'NIIOW w yip
.. �✓w� „0y„��"'.�ebb
"ALAS"','KA and Economic Development
ALCOHOL& MARIJUANA CONTROL OFFICE
�.-
50111fe,t A's,Avere€ee SuvAe16C0
Anchorage,AK 99501
Main;907,269,0350
February 1, 2019
City of Seward
Attn: Brenda Ballou &Johanna Finney, City Clerks
VIA Email: hballou O) of. Ward net
clerk cit oofsewarrd.n t
Cc: Lp an�teboropg . eai.ak.us
j_bla keu�shi horou I ,kenai.ak.us
thast kbus
Re: Notice of 201 /2020 Liquor License Renewal Application
License Type. _ Beverage Dispensary—Seasonal L`ocense Number. 2790
Licensee: Janaska Corporation
Doing Business As: Ray's Waterfront Bar&Grill
We have received a completed renewal application for the above listed license(see attached application
documents)within your jurisdiction.This is the notice required under AS O4.11.480.
A local governing body may protest the approval of an application(s) pursuant to AS O4.11.480 by
furnishing the director and the applicant with a clear and concise written statement of reasons for the
protest within 60 days of receipt of this notice, and by allowing the applicant a reasonable opportunity to
defend the application before a meeting of the local governing body,as required by 3 AAC 304.145(d). If
a protest is filed,the board will deny the application unless the board finds that the protest is arbitrary,
capricious, and unreasonable.
To protest the application referenced above, please submit your written protest within 60 days,and
show proof of service upon the applicant and proof that the applicant has had a reasonable opportunity
to defend the application before a meeting of the local governing body.
Sincerely,
'k
Erika McConnell, Director
amco.localernmento�al alask�
234
/ l
Alcohol and Marijuana Control Office
550 W Th Avenue,Suite 1600
� i Anchorage AK 99501
'��` tic�ahr��9�rea�a�l�rziaV«��la a. �
�i
ht 1/ C-2nrgjtE k L �s�_& :aav, wr u-,b iCsrsl
i*irons;907.269.0350
Alaska Alcoholic Beverage Control Board
Master Checklist.- Renewal Liquor License Application
Doing Business As: ay' Waterfront Bar& Grill License Number: 7
90
License Type: Beverage
_. Dispensary - Seasonal
Examiner: rrarosactiol 04 Document Received Completed locates
AB-17:Renewal Application 10/0 / 01 I t
App and License Fees 10/05/2018 ( 125
Supplemental Document Received Completed totes
Tourism/Rec Site Statement _
AB-25:Supplier Cert(WS)
AR-29:Waiver of Operation
AR-30: Minimum Operation
AB-3 : Restaurant Affidavit
COI/COC/5 Star
FP Cards&Fees/A13-08a
Fate Fee
Names can FIB Cards:
Yes No
Selling alcohol in response to written order(package stores)? 0 ET
Mailing address and contact information different than in database(if yes, update database)? 11
In"Good Standing"with CBPL(skip this and next question for sole proprietor)?
Officers and stockholders match CRPL and database(if"No",determine if transfer necessary)? —ELIE
LGR 1 Response: LGR 2 Response:
Waive Protest Lapsed ] Waive EI Protest Lapsed
[Master Checklist-.Renewal)(rev 09/20/2019) Page 1 of 1
235
Alcohol and Marijuana Control office
550 w P"Avenue,Suite 1600
Anchorage AK 99501
a sly rh�ai„l e ero �N'� Alaska, cly
iitt a ra�uwv aw rrieni a c;r Pawky g vfw la/<mfta_o
Phone.907.269.0350
f, Alaska Alcoholic Beverage Control Board
Renewal- 2019/2020 License Application
Form AB-17,
What is this form?
This renewal license application form is required for all individuals or entities seeking to apply for renewal of an existing liquor
license that will expire on December 31,2018.All fields of this form must be complete and correct,or the application will be
returned to you in the manner in which it was received, per A5 04.11.270 and 3 AAC 304.105,The Community Council field only
should be verified/completed by licensees whose establishments are located within the Municipality of Anchorage or outside of
city limits within the Matanuska-Susitna Borough.
This form must be completed correctly and submitted to the Alcohol&Marijuana Control Office(AMCf7)'s main
office,along with all other required documents and fees,before any renewal license application will be considered
complete.Receipt and/or processing of renewal payments by AMCO staff neither indicates nor guarantees that an
application will be considered complete,or that a license will be renewed.
-
Section I
Establishment and Contact Information
Lnter Information for the business seeking to have its license renewed.If any po Mated information is incorrect,please contact AMC ,
Licensee: Janaska Corporation license#R 2790
License Type: Beverage Dispensary-Seasonal _ Legal Ref.: AS O4.11.09O
Doing Business As: Ray's Waterfront Bar&Grill
Premises Address: 1316 4th Ave.
Local Governing Body: City of Seward(Kenai Peninsula Borough)
Community Council: Gone '
Mailing Address: P 0 Box 1750
City: Seward State: AID ZIP:
99664-1.750
Enter information for the individual who will be designated as the primary point of contact regarding this application,This individual
must be a licensee who is required to be listed in and authorized to si n this�plucati�on.
"Contact licensee: �Mhone:�
Julius R Slzziuti _ 91J7-39Q-Of9 3 9
Contact Email:
ra sizmut-- ahoo,com
Optional:If you wish for AMCO staff to communicate with individual who is not a licensee named on this form(eg:legal counsel)about
this application and other matters ertaining to the Hcense, lease provide that person's contact information in the fields below.
fiJarrse of Contact: 1'a.zn fiuzzi tzre Contact Phone: �907-2' 24-3464
Contact Email: humphap @yahoo.coin.
[Form AB-171(rev 09/17/2018) Page 1 of
236
; Alaska Alcoholic BeverageControl!Board
lk ,I my
SectionForm AB-17: 2019/2020 Renewal License Application
—Entity or community ownership InformiatJon
This top subsection must be completed by any license that is a azr ratlon or Ltwt.Corporations and LI.Cs are required to be In good
standing with the Alaska Division of Corporations,Business&Professional Licensing(CBPL).This number is neither your EIN/tax lid
number,nor your business license number.You may view your entity`s status or find your CBPI,.entity number by vising the
following site: t s: varww.com erc alastca. ov eb m inJsearc �tZties
General partnerships and local governments should skip to the second half of this page.Licensees who directly hold a license as an
individual or individuals should ship to Section 3.
Alaska Ct3PL�Enflity 7 t353I
You must ensure first you are able to cerCi the folloe ing stateraterrt iaefor'e signing your initials In flee taorr trr ties right: Initials
I certify that this entity Is In good standing with CBPL and that all current entity officials and stakeholders(listed below)
are also currently and accurately listed with CBPL, Foll
.'This subsection must be completed by any cornrnunity org_nQb including a corporation,limited liability company,partnership,or
limited partnership,that Is applying for renewal.If more space is needed,please attach additional completed copies of this page.
If the applicant is a corporation,the following Information must be completed for each stockholder who owns 10 ormare of
the stock in the corporation,and for each president,mice-president,secretory,and managing offlcer.
* If the applicant is a tlrnited iiabtlity oreani atirrn the following information must be completed for each member with on
ownership interest of10 or more,and for each manager.
If the applicant is a a n rshig including a limited partnership,the following Information must be completed for each partner
with an interest of 10%or more,and for each general partner,
LrgM. oto-The information provided in the below fields('including spelling of names,specific titles,and percentages held)must
match that which Is lusted with CBPL.If one individual holds multiple titles mentioned in the bullets above,all titles must be listed for
that Individual on this application and with CBPL.Failure to list all required titles constitutes an Incomplete a cat on.
Name of Official: _
Tltle(s)a President Seoretar Phone: 9C17-39C1—CJtJ99 Owned. I C1
Mailing Address:
City: Seward States AKZIP:
965'_g7St�
Manse of Official:
Title(s : _ =Pfone: Owned-
Mailing Address:
City; .�_�..,�..�..�... State: � zip. .._,,.. ....�_.,.,.
Marne ofOfficial-. .,."..................._.�_,.� �..�......... .��_..�
Citle(s : l'ltortem 9 Owned:
Mailing.Address:
City: State: ZIP:
AB-171{rev 09/17/2018) Page 2
License#2790 DBA Ray"s Waterfront Bar&Grill
f
I
237
4%[A Alaska Alcoholic Beverage Control Board
Form - ,1Application
Section 3 -Sole Proprietor Ownership Information
This section must be completed by any licensee who directly holds the license as an irldly dual or multiple individuals and is applying
for license renewal.If more space is needed,please attach a separate sheet that includes all of the required information..
Entities should ship to Section 4.The following information must be completed for each licensee and each affiliate(spouse).
This individual is an: ._ applicant Elaffiliate(spouse)
Marne: Contact Phone:
Mailing Address:
City: State: ZIP:
Email:
This individual is an: applicant affiliate(spouse)
Name: � Contact Phone:
Mailing Address:
City: State: ZIP:
Email:
ServerSection 4-Alcohol Education
This section must be completed only by the holder of a b vemLq dispensary,clut or license or conditional contractor"s �rrait,
The holders of all other license types should skip to Section S.
Bead the lime below,and then sign your initials in the box to the rl ht of the statement: Initials
I certify that all licensees,agents,and employees who sell or serve alcoholic beverages or check identification of a patron
have completed an alcohol server education course approved by the ABC Board and keep current,valid copies of their .4)
course completion cards on the licensed premises during all working hours,as set forth in AS O4.21,025 and 3 AAC 304.465.
LIC011SO Operation
Check a sin ie box for each calendar year that best describes hove this liquor license arras operated: 2017 2018
The license was regularly operated continuously throughout each year.
D El
The license was regularly operated during a specific season each year.
The license was only operated to meet the minir num requirement of 240 total hours each calendar year.
If this box is checked, a complete copy of Form AB-30:Proof of Minimum Operation Checklist,and all necessary
documentation must be provided with this application.
The license was not operated at all or was not operated for at least the minimum requirement of 240 total hours
each year,during one or both of the calendar years.
If this box is checked,a complete copy of Form AB-29:Waiver of Operation Application and corresponding fees must
be submitted with this application for each calendar year during which the license was not operated for at least the
minimum requirement unless a complete copy of the form(including fees)has already been submitted for that year.
[Form A B-171(rev 09/17/2018) Rage 3 of 4
License#2790 DBA Ray"s Waterfront Bar&Grill
238
Alaska Alcoholic Beverage Control Board
Form AB-17,- 2019/2020 Renewal License Application
Section 6 -Violations and Convictions
licant violations and convictions in calendar ears 01 and 2 1 : �� � yes No
Have any notices of violation(NOVs)been issued to this licensee in the calendar years 2017 or 2018? /
Has any person or entity named in this application been convicted of a violation of Title 04,of 3 AAC 304,or a local
ordinance adopted under AS O4.21.010 in the calendar years 2017 or 2018?
If"yes"to either of the previous two questions,attach a separate page to this application listing all INOVs and/or convictions.
Section 7 -- Certifications
Read each lire below,and then sign your initials in the box to the right of each statement: Ip�it"rals
I certify that all current licensees(as defined in AS O4.11.260)and affiliates have been listed on this application,and that
in accordance with AS O4.11.450,no one other than the licensee(s)has a direct or indirect financial Interest in the ET,1�
licensed business.
I certify that I have not altered the functional floor plan or reduced or expanded the area of the licensed premises, r
and I have not changed the business name or the ownership(including officers,managers,general partners,or
stakeholders)from what is currently approved and on file with the Alcoholic Beverage Control Board.
I certify on behalf of myself or of the organized entity that I understand that providing a false statement on this form or
any other form provided by AMCCI is grounds for rejection or denial of this application or revocation of any license issued.
As an applicant for a liquor license renewal,I declare under penalty of perjury that I have read and am familiar with AS 04 and
3 AAC 304,and that this application,including all accompanying schedules and statements,is true,correct,and complete.I agree to
provide all information required by the Alcoholic Beverage Control Board or AIVICl9 staff in support of this application and understand
that fail ure to.do so^ y an deadline iven tome by AIVICCI staff will result in this application being r ed tome a ii comple_te.�
j
ature of licensee Sign ur ub is j
Notary Public in and for the State of
� � —
Printed name of Cicensec�;"°'",..�^ f
My commission expires:
9 V' "
t ri and sworn to before me this day of 20 l ' .
Y �6m
Seasonal License? , t °cif"'Yes",write your six-month operating period:
License Fee: 1250.00 pplication Fee. 30CD 0 'TOTAL: :1
Miscellaneous Fees.
RAND TOTAL(if different than TOTAL):
[Form AB-171(rev 09/17/2018) Page 4 of 4
license##2790 OBA Ray"s Waterfront Bar&Grill
239
,,,,,,,,,,,,,_.................,_.................m...m.m _.........u.........,....... ......... ...
Division of Corporations, Business and Professional Licensing Page I of 2
Details
ENTrrYDE"TAILS
Name(s)
Type Narne
Legal Nacne JANASKA CORP,
Entity Type: Business Corporation
Entity#: 37585D
Status: Good Standing
AK Formed Date: 2/24/1986
Duration/Expiration: Perpetual
I forne State, ALASKA
Next Biennial Report,Due: 1/2/2020
Entity Mailing Address: P.0. BOX 1750, SEWARD,AK 99664-1750
Entity Physical Address: 14300 BEACH DRIVE, SEWARD, AK 99664-1750
Registered Agent
Agent Name: JULIUS SIMUTIS
Registered Mailing Address: P 0 BOX 1750, SEWARD,AK 99664
Registered Physical Address: 14300 BEACH DRIVE, Seward,AK 99664-1750
Officials
DShow Former
AK Entity# Name 'Titles Owned
JULIUS R. SW4J1 IS D rector, President, SharehoWer, Secretary, 'Treasurer 100
Filed Documents
Date Filed Type Filing Certificate
2/24/1986 Creatiori Filing
1 12 511 988 Biennial Report
2/15/1990 Biennial Report
1/02/1992 BierrnW Report Click to View
12/20/1993 Biermbl Report Ck,*to Mew
https://www.coi-nmerce.alaska.gov/cbp/inain/secirch/�AYities 10/8/2018
.....................—.-.......... ............
Division of Corporations, Business and Professional Licensing Page 2 of 2
Date Filed 'Type Filing Certificate
12/1511995 Bienniai Report Ckck to Vew
3/09/1998 BiennW Repoil Chck to View
1/13/2000 Bienniai 'epar Qick to View
2/1412002 BienriW Report Cfick to V ew
12/04/2003 BiennW Report Uck to V ew
2122/2006 BiennW Report Oick to View
11/13/2006 Change of Officials Click to View
11/15/2007 Biennial Report Uck to V ew
10/1442009 BiennW Report Clic,'*to Mew
12/23/2011 B ennui Report Oick to View
412412.012 Agent Change (Ack to View
4/24/2012 Certificate Of COMphance Chck to View
11/07120,13 Nennial Report Cfk*to Vew
12/14/20,15 Biennial Report C A U( to View
'12108/2017 Biennial Report Chck to Vew
Close Details Print Friendly Version
littps://www.coniineree,alaska,gov/cbp/iiiaiii/,seai-ch/+�t�litie,s 10/8/20 18
Agenda Statement
Date: February 25, 2019
From: Brenda Ballou, City Clerk
Agenda Item: Appointment of Canvass Board
BACKGROUND & JUSTIFICATION:
According to Seward City Code 04.01.115 (a), the City Clerk, subject to the approval of the City
Council, shall appoint four or more qualified voters who shall constitute the election canvass
board for the March 19, 2019 special election. The canvass board is scheduled to convene the
afternoon of March 21, 2019 to count the special need, absentee, and questioned ballots.
This canvass board would comprise of the following City of Seward residents:
• Jennifer Carr
• Quentin Carr
• Kristi Larson
• Johanna Kinney
• Dorothy Osenga
• Susie Urbach
RECOMMENDATION:
The Seward City Council approve and appoint the above to the Canvass Board for the March 19,
2019 special election.
242
Agenda Statement
Meeting Date: February 25, 2019
From: Brenda Ballou, City Clerk
Agenda Item: Appointment of Election Board
BACKGROUND & JUSTIFICATION:
4.05.015. - Election officials.
The city election boards shall be the election boards selected and appointed by the Kenai
Peninsula Borough assembly,and each member shall be a qualified voter and a resident within the
precinct for which he is appointed. In the case of an election for which an election board has not
been appointed by the borough,the city council shall appoint at least three judges in each precinct
to constitute the election board; one judge shall be designated as chairman and shall be primarily
responsible for administering the election in that precinct. The city clerk is the election supervisor
and may appoint up to three election clerks at any polling place where they are needed to conduct
an orderly election and to relieve the election judges of undue hardship. All election judges and
clerks,before entering upon their duties,must subscribe to the oath required of all public officers
by the constitution of the State of Alaska in the manner prescribed by the clerk. If any appointed
election official is not able or refuses to serve on election day,the clerk may appoint a replacement
for that official. (Ord. 527, 1984)
The qualified city residents that will constitute the election board and who have committed to work
on March 19, 2019 special election are:
• Mark Kansteiner, Chair
• Patty Linville
• Sue Faust
• Iris Darling
• Michael Mahmood
RECOMMENDATION:
City Council approve the Election Board for the March 19, 2019 special municipal election.
243
:RERECEIVED
�CE,
8 2019
SEWARD PLANNING AND ZONING COMMISSION
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Signet Date
245
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CITY OF SEWARD, ALASKA FE-1 14 2019
APPLICATION FOR THE
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SEWARD PLANN ING AND ZONING COMMISS N carry cXERK
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SignaVurel"' Date
246
R E CE Cr V E
FEB 15 2019
CITY OF SEWARD, ALIASKA
0 F'P�C E OF I APPLICATION FOR THE
ARD PLANNING AND ZONING COMMISSION
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Signature i Date
247
Sponsored by: Council Member Seese
CITY OF SEWARD,ALASKA
RESOLUTION 2019-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, TO RETAIN AN EXTERNAL, OBJECTIVE, INDEPENDENT
COUNSEL TO OVERSEE A FORENSIC AUDIT OF THE FINANCE
DEPARTMENT FOR THE PERIOD OF JANUARY 2012 TO THE
PRESENT,AND APPROPRIATING FUNDS
WHEREAS, a financial audit reviews the City's financial statements to determine if the
statements are materially correct and in compliance with regulations and policies; and
WHEREAS, a financial audit does not give an opinion of the City's financial health; and
WHEREAS, a forensic audit requires special training, and financial auditors are not
forensic accounting experts; and
WHEREAS, the same financial auditing company has done the City's audit for many
years and cannot be considered to be objective and non-biased; and
WHEREAS, the City budget is complex and consistently in the multi-millions with the
City's estimated 2019 budget at approximately $38 million; and
WHEREAS, community stakeholders are demanding fiscal accountability and
transparency; and
WHEREAS, a comprehensive forensic audit has never been done; and
WHEREAS, a forensic audit is sound fiduciary oversight; and
WHEREAS, a forensic audit could potentially uncover a number of issues not revealed
by a financial statement; and
WHEREAS, a forensic audit must be conducted by an independent, unbiased, objective,
external, non-local forensic examiner with municipalities and government accounting experience
to ensure autonomy and accuracy of the results; and
WHEREAS, the scope of the audit should be limited to the Finance Department;
WHEREAS, the forensic audit of the Finance Department should cover from January
2012 to present;
248
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 proceed with an RFP for a forensic
audit of the finance department by a professional certified firm.
Section 2: The 2019 budget is hereby amended to appropriate funds for this forensic
audit from the General Fund unless discrepancies are discovered, subsequently the entity(ies)
responsible will have funding appropriated from that entity's budget.
Section 3: This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
day of , 2019.
249
-o
COUNCIL AGENDA STATEMENT
Meeting Date: xxx, 2019
To: City Council
DRAFT
From: Sharyl Seese, Council Member
Agenda Item: Amending City Council Rules of Procedures
BACKGROUND & JUSTIFICATION:
Conduct audit in accordance with generally accepted industry standards for a forensic
investigation, including investigation into computer and banking records, following the money
trail, transfers, and check deposits, and payroll.
Add commentary and observations based on professional experience in interpreting laws,
policies, and governance documents.
Identify recommendations regarding policy improvement, enforcement of policies, and
governance oversight with respect to internal controls within the Municipality.
Make recommendations to Council addressing issues relative to the operations of the City as a
whole ad with respect to any findings relating to the conduct of individuals within the scope of
the Project.
INTENT:
The intent of this resolution is to authorize a forensic audit.
CONSISTENCY CHECKLIST: Yes No N/A
Comprehensive Plan (document source here):
Strategic Plan (document source here)
Other (list):
FISCAL NOTE:
Approved by Finance Department:
250
ATTORNEY REVIEW: Yes No Not Applicable
RECOMMENDATION:
Approve Resolution 2019-XXX.
251
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2019. 2. 12.
253
4NEW
4CO
YEOSU CITY
Letter of Invitation
Honorable Mr. David L. Squires, Mayor of Seward, Alaska
First, I wish you in good health and your city's perpetual prosperity.
Taking this opportunity, I sincerely express my gratitude for your
consistent support to our city development as well as the relationship
and the cooperation between the two cities that have been for years.
With your interest and encouragement, Yeosu and Seward have
connected many years, creating great atmosphere on various areas
including administration, culture and social perspectives.
In this regard, we would like to kindly invite you and your city
delegates to Yeosu Turtle Ship Festival, our city's biggest and
representative culture festival that is held in the beginning of May
each year.
In this 53 d Yeosu Turtle Ship Festival starting from May 3 to 6 for 4
days, we would love to accommodate your city delegates that could be up
to 5 members. Your expenses for accommodation, meals and transportation
during your staying will be covered with our mayor's hospitality.
254
We hope you to join us in Yeosu Turtle Ship Festival, the one filled
with pride of our culture and history and enjoy the beauty and
elegance of Yeosu.
As we love to serve you with full of respect, we would appreciate it
if you could send your acceptance of our invitation until March
15(Friday) this year.
Again, as I pray for your greatness and your city's ultimate thrive I
hope to welcome you at our city Yeosu in May, the queen of the
seasons.
February 12, 2019
Kwon Oh-bong
Mayor of Yeosu
Republic of Korea
255
CITY PROJECTS & GOALS
February 25, 2019 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. The first-
floor restrooms in City Hall were completed May 14, 2018. Fifth Avenue parking is not practical due to
challenges with grade and distance; Adams Street parking must be reserved for Police Department
access; Public Works is currently researching the feasibility of'a modification to the SE corner of'the
back lot, as well as modifications to second floor restroorns. Clerk's office received ADA analysis kit
from Division of'Elections (DOE); clerk worked with Public Works Director Doug Schoessler and
Assistant City Manager Brennan Hickok to perform the analysis on September 12, 2018. The city clerk
has furnished the DOE with results and is awaiting a response. Clerk received email from Acting
Director at DOE apologizing for the delay in the analysis; the new Director would start January 2,
2019, and response should come soon thereafter. January 25, 2019 teleconference call with DOE,
Brennan Hickok, Doug Schoessler, and city clerk to review results of analysis; results indicate that the
voting location could potentially be moved back to city hall if'the back parking lot were modified to
allow for one or two van accessible spaces with a flat approach to the back door, and if the back door
were widened by a minimum of two inches.
2. SET LOCATION FOR SATELLITE FIRE STATION AND PUBLIC WORKS
BUILDING
Administration is currently reviewing a concept public private proposal to house the Quint (ladder
truck) on the city-side of the bay. The Interim City Manager and Assistant City Manager met with the
city's State lobbyist, Kent Dawson on October 15, 2018. Dawson is confident that the state will have a
capital budget this coming session. The opportunity to push for this project as a State Legislative
Priority will be coming to council on December 10, 2018.
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. Following April 9, 2018 work session, administration has initiated the rezone of
the property to Auto Commercial (AC), the replatting of lots generally as presented at the work session,
and the creation of a subdivision and utility development plan. Ordinance 2018-009 introduced on
October 8, 2018 amending the zoning and land use plan f oin Institutional to Auto Commercial; will
come for public hearing and enactment on October 22, 2018. Administration will be putting out a
Request for Proposal for on-call engineering services which will provide engineering, surveying and
platting services for various City projects including the Air Force Recreation land.
4. SALTWATER HEAT PUMP PROJECT
The state capital budget approved $725,000 for this project; currently awaiting Governor Walker's
signature. Administration is working with the design engineer to update costs and ROI models in order
to identify any potential funding shortfall and prepare strategies for additional funding sources, if'
necessary. City Administration has received an estimated project cost of ,$965,000. The ,$240,000
difference will need to be funded by the City. This obligation includes in-kind and cash contributions as
well as already spent funds on the testing well. We are currently waiting for grant documents from the
Alaska Energy Authority. State lobbyist Kent Dawson expressed that the likely new Governor will be
interested in Economic Development projects. The potential for expanding on this loop using state grant
dollars exists. The City has received the Alaska Energy Authority grant documentation and is awaiting
approval fNom City Council to authorize the City Manager to accept the grant money and grant terns.
Approval was on the November 26, 2018 regular Council meeting agenda; the grant documents have
been signed and sent back to the AEA. Staff has provided YourCleanEnergy with grant documents and is
256
CITY PROJECTS & GOALS
January 28, 2019 City Council meeting
awaiting a design and engineering proposal. YourCleanEnergy LLC has provided a design and
engineering proposal fbr sole source contract consideration on the February 25, 2019 regular rmeeting
agenda.
5. ENERGY EFFICIENCY OF CITY HALL
See #4 Saltwater Heat Pump Project
YourCleanEnergy and the building department have also identified the need fbr insulation in the
basement of the City Hall Annex in support of the Heat Pump Project. The City will seek quotes fbr-that
portion of the project.
6. GROUND TRANSPORTATION FOR AMBULANCE SERVICES
Directed administration to provide an update on ground transportation fbr 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. Resolution 2018-
049 approved at the May 29, 2018 meeting, authorizing the creation of the Animal Shelter Relocation
Fund and approving start-up funds. Update: Resolution 2018-080 being considered on September 24,
2018 fbr council approval will relocate the Animal Shelter to Fort Raymond. Resolution 2018-080 was
approved on September 24, 2018, providing land Jot- the new shelter location. City staff is now
conducting meetings with local organizations to discuss design, build,fund raising and funding efforts.
8. 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.
9. INCENTIVIZE FAMILY ENTERTAINMENT-TYPE BUSINESSES TO COME TO
SEWARD
Zoning changes and Replat of the Air Force Rec Camp property will provide ample space and
opportunity for such business.
10. 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). Community Development will be discussing with Planning and
Zoning assessment districts on October 16, 2018. The City will utilize the on-call engineering service to
determine the costs associated with expanding utilities,paving roads and developing proper drainage for
potential development districts.
I L 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). A grant in the amount of$285,000 was awarded to the CHC for expanding access to quality
substance use disorder and mental health services. The CHC is using these funds to subcontract with
Seaview Community Services to provide mental health services in support of the local schools.
257
CITY PROJECTS & GOALS
January 28, 2019 City Council meeting
12. BUILDING MAINTENANCE
Public Works has been conducting their annual boiler inspections. General maintenance and repair is
complete. Staff has identified the need to upgrade the heating controls for City Hall, City Hall Annex,
and Community Center. Estimated cost for these upgrades is $200,000. Ongoing. Public Works has
repaired the Senior Center elevator, a water pipe leak in the Library and Museum, and the Library and
Museum emergency light system.
13. LED LIGHT CONVERSIONS
Public Works replaced 15 fluorescent fixtures with LEDs in the City Hall Annex. A City shop office was
upgraded to LED lights.
14. EXPLORE POSSIBILITIES FOR CREATING A REVENUE STREAM FOR THE
ANIMAL SHELTER AND SOS PETS
Staff'and organizing groups have indicated that a dog washing station will be included in the design and
build of the new Animal Shelter.
15. PURSUE AVENUES TO INCREASE WINTER RECREATION OPPORTUNITIES
16. CONDUCT CITY-WIDE DISASTER EXERCISE TO INCLUDE MOVING
RESOURCES, EVACUATION FO THE PUBLIC, ENGAGING OUTSIDE AGENCIES,
AND PUBLIC INFORMATION DISSEMINATION
On March 6 and 7, 2019 the City will be participating in a table top exercise with the Army Corps of
Engineers and the Alaska Silver Jackets to simulate the failure of the Lowell Canyon Dam. This exercise
will provide the City with a template for conducting a City-wide exercise in the future. Staff is currently
planning a disaster exercise to coincide with the "Chill it's a Drill" exercise scheduled for March 27,
2019.
17. EXTEND CITY UTILITIES INTO VIABLE AREAS TO SUPPORT FUTURE
RESIDENTIAL HOUSING
Community Development will be discussing with Planning and Zoning assessment districts on October
16, 2018. The City will utilize the on-call engineering service to determine the costs associated with
expanding utilities,paving roads and developing proper drainage for potential development districts.
18. IMPROVE COUNCIL CHAMBERS TO ALLOW CITIZENS TO MORE CLEARLY
HEAR AND EXPERIENCE MEETINGS
The City Clerk placed an order through the MIS department for a Polycom teleconference device for
council chambers. In the meantime, the City Manager's office will lend a similar phone until the new one
arrives. In addition, a mid-cycle budget amendment will be requested to replace some of the
broadcasting equipment. At the February 11, 2019 work session, council reviewed a request for$10,000
to be added to the 2019 budget, and directed the city manager to bring forward a resolution to amend
the budget.
19. IMPROVE CITY WEBSITE TO INCREASE EASE OF USE BY THE PUBLIC
In July, 2018 council directed the city clerk to seek ways to increase the ease of use of the city website by
citizens. On October 1, 2018 the city clerk was informed by the current website vendor, CivicPlus, that
as of July 1, 2019 the company would no longer make any maintenance fixes, and as of December 31,
2019 the company would no longer support the current platform. The city clerk researched upgrade and
redesign options with several companies, including CivicPlus, Municode, Revize, Alopex, and Granicus.
A mid-cycle budget amendment was requested at the February 11, 2019 city council work session in
anticipation elf working with one ofthese companies. The work will be completed by year end 2019.
258
CITY PROJECTS & GOALS
January 28, 2019 City Council meeting
20. RETAINING WALL AT CITY HALL
At the direction of council, administration will issue a. Request for Proposals for the construction of a
new retaining wall and guard railing where required.for the raised parking lot area at the north end of
City Hall.
21. LOWELL POINT ROAD STORM DAMAGE REPAIR
The Request for Proposals for the engineering will be out as soon as the City receives the work sheets
back from the Department of Homeland Security. As soon as the design is complete, the contractor will
then put out a bid packet and select a contractor. Construction is estimated to begin in the spring of'
2019. The Design and Engineering contract is on the regular rneeting agenda for on February 11, 2019.
Contract with PND approved by council on February 11, 2019.
COUNCIL COMMITTEES
1. AD HOC COMMITTEE FOR CITY PERSONNEL MATTERS
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.
At the May 29, 2018 council meeting, the city manager was directed to contact the DCRA and arrange
for an audit of administration, personnel, and council. Based on the results of that event, council will
decide whether or not to continue with this committee. At the August 13, 2018 meeting, Assistant City
Manager Brennan Hickok reported that the DCRA declined the city's request for an audit because it was
beyond the scope of their duties/capabilities. Assistant City Manager Brennan Hickok reported at the
September 10, 2018 that he had sent an email to council on August 31, 2018 with responses from the
DCRA regarding Title 29 (Municipal Government) training they could provide, if council wishes.
Request for Proposal has been sent to committee members. Group should meet to discuss. November 26,
2018 Council Member Towsley replaced Casagranda on the committee.
Clerk's Note: City Council Rules of Procedures, Rule 29(b), dictates that Special Council
Committees sunset at the end of their mission, but no later than the end of each fscal year,
unless specifically continued by the council for a specified period of time.
COMPLETED PROJECTS
1. 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.
2. INVESTIGATION INTO CLAIMS OF DEFAMATION AND FRAUD
Report delivered by Interim City Manager Bridges to City Council and the public on October 22, 2018.
259
Monthly Budget-to-Actual Revenue Report--By Fund
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Page: 1
eneral Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual
Month Actual Budget Budget Budget Budget Budget
Revenues
4000 Tax Revenue-Sales 80,691 5,405,382 5,300,000 105,382 5,300,000 105,382 101.99
4010 Tax Revenue-Real Property 11,519 1,030,450 960,000 70,450 960,000 70,450 107.34
4011 Tax Revenue-Personal Property 8,343 343,512 320,000 23,512 320,000 23,512 107.35
4012 Tax Revenue-Motor vehicle 1,864 22,905 25,000 (2,095) 25,000 (2,095) 91.62
4013 Tax Revenue-Oil Property 0 50,947 0 50,947 0 50,947 0.00
4020 Hotel/Motel Room Tax 2,604 536,758 525,000 11,758 525,000 11,758 102.24
4030 Payments in Lieu of Tax 2,833 105,787 102,000 3,787 102,000 3,787 103.71
4031 Contra Payments in Lieu of Tax 0 (32,580) (32,600) 20 (32,600) 20 99.94
4040 Penalties and Interest on Taxes 243 1,407 1,500 (93) 1,500 (93) 93.80
4100 Building Permits 0 39,861 40,000 (139) 40,000 (139) 99.65
4101 Permits-Taxi 0 1,037 1,200 (163) 1,200 (163) 86.43
4102 DMV-Drivers License 850 15,818 21,000 (5,183) 21,000 (5,183) 75.32
4103 DMV-Motor Vehicles 1,514 60,985 56,000 4,985 56,000 4,985 108.90
4104 Animal Control Licenses 0 90 250 (160) 250 (160) 36.00
4105 Business License 4,500 22,510 18,000 4,510 18,000 4,510 125.06
4106 License and Permits-Misc 25 3,571 2,000 1,571 2,000 1,571 178.54
4200 Revenue Sharing 0 123,423 123,423 0 123,423 0 100.00
4202 Jail Contract 92,238 368,952 350,000 18,952 350,000 18,952 105.41
4203 Dispatch Contract w/State of AK 0 18,000 36,000 (18,000) 36,000 (18,000) 50.00
4204 KPB 911 Dispatch 26,400 52,800 52,560 240 52,560 240 100.46
4205 Alaska Liquor Tax 0 15,950 19,000 (3,050) 19,000 (3,050) 83.95
4206 Alaska Raw Fish Tax 0 456,144 455,000 1,144 455,000 1,144 100.25
4207 Fisheries Resource Landing Tax 0 2,477 4,000 (1,523) 4,000 (1,523) 61.93
4208 Alaska Marijuana Tax 500 500 0 500 0 500 0.00
4251 Grant Revenue-Federal Grants 3,735 25,128 0 25,128 0 25,128 0.00
4252 Grant Revenue-State Grants (3,735) 7,000 35,752 (28,752) 35,752 (28,752) 19.58
4253 Grant Revenue-Misc Grants 437 16,517 7,100 9,417 7,100 9,417 232.63
4300 Admin.Exp.-Jail 7,626 91,513 91,513 0 91,513 0 100.00
4301 Admin Exp.-Harbor 29,973 359,880 359,680 0 359,680 0 100.00
4302 Admin.Exp.-SMIC 8,000 96,004 96,004 0 96,004 0 100.00
4303 Admin.Exp.-Parking Fund 935 11,221 11,221 0 11,221 0 100.00
4304 Admin.Exp.-Electric 78,191 938,293 938,293 0 938,293 0 100.00
4305 Admin.Exp.-Water 21,571 258,849 258,849 0 258,849 0 100.00
4306 Admin.Exp.-Sewer 13,173 158,077 158,077 0 158,077 0 100.00
4307 Copying Fees 716 9,004 5,000 4,004 5,000 4,004 180.07
4308 Sales Tax Credit 1,000 4,000 4,000 0 4,000 0 100.00
4309 Zoning Fees 234 1,631 200 1,431 200 1,431 815.46
4310 Project Management 0 27,381 27,000 381 27,000 381 101.41
4320 Misc Dog Fees 20 540 1,200 (660) 1,200 (660) 45.00
4322 Miscellaneous Dispatching 833 10,000 10,000 0 10,000 0 100.00
4323 Miscellaneous Police Fees 210 2,135 2,000 135 2,000 135 106.75
4330 Street Work Orders 0 1,136 0 1,136 0 1,136 0.00
4331 Shop Work Orders 0 3,244 2,800 444 2,800 444 115.84
4332 GF Equipment Rental 0 570 0 570 0 570 0.00
4340 P&R:Public Use Fees 41 832 2,500 (1,668) 2,500 (1,668) 33.28
4341 P&R:Punchard Fees 360 7,365 7,000 365 7,000 365 105.22
4342 P&R:Class Registrations 754 39,387 45,000 (5,613) 45,000 (5,613) 87.53
4343 P&R:Facility Rental 1,011 6,821 4,500 2,321 4,500 2,321 151.58
Monthly Budget-to-Actual Revenue Report--By Fund
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Page: 2
eneral Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual
Month Actual Budget Budget Budget Budget Budget
4344 P&R:Tournaments 0 1,869 1,700 169 1,700 169 109.95
4345 P&R:Special Events 341 17,567 19,000 (1,433) 19,000 (1,433) 92.46
4347 P&R:Shower Fees 0 20,014 19,300 714 19,300 714 103.70
4348 P&R:Rock Wall Fees 0 243 500 (257) 500 (257) 48.60
4349 P&R:Pavilion Fees 150 7,500 6,800 700 6,800 700 110.30
4350 P&R:Camping Fees 252 504,580 500,000 4,580 500,000 4,580 100.92
4351 P&R:Camping w/Utilities 0 337,890 340,000 (2,110) 340,000 (2,110) 99.38
4352 P&R:RV Dump Station 0 17,018 17,000 18 17,000 18 100.10
4353 P&R:Misc Revenue 0 243 500 (257) 500 (257) 48.50
4356 P&R:Cemetery Plot Fees 0 1,869 0 1,869 0 1,869 0.00
4370 Library Service Revenue 1,488 14,340 9,500 4,840 9,500 4,840 150.94
4371 Library Circulation Revenue 344 3,986 4,000 (14) 4,000 (14) 99.65
4373 Museum Admissions 0 10,318 18,000 (7,682) 18,000 (7,682) 57.32
4380 Land Rents&Leases 5,968 43,268 34,700 8,568 34,700 8,568 124.69
4382 Jail Facility Rental 2,500 30,000 30,000 0 30,000 0 100.00
4383 Municipal Building Rent 0 109,022 109,000 22 109,000 22 100.02
4400 Fines and Bails 1,281 14,317 17,000 (2,683) 17,000 (2,683) 84.22
4500 GF Interest on Investments 82,324 173,961 30,000 143,961 30,000 143,961 579.87
4501 GF Penalties&Interest 277 1,448 1,000 448 1,000 448 144.82
4503 GF Misc Interest Revenue 0 8 0 8 0 8 0.00
4610 Surplus Sales 11,865 11,865 0 11,865 0 11,865 0.00
4620 Franchise Fee-Refuse 0 17,660 17,000 660 17,000 660 103.88
4630 City Clerk Fees 60 213 300 (87) 300 (87) 71.07
4632Insurance Recovery/Rebate 37,524 37,524 0 37,524 0 37,524 0.00
4633 Vending Machine Fees 600 600 0 600 0 600 0.00
4639 Misc Service Fees 1,652 1,712 0 1,712 0 1,712 0.00
5899 Miscellaneous Revenue 115 354 0 354 0 354 0.00
5911 Unrealized gain on FV of Investments 0 5,816 0 5,816 0 5,815 0.00
Total Revenues $ 545,950 $ 12,108,219 $ 11,622,322 $ 485,896 $ 11,622,322 $ 485,896 $ 104.18
Monthly Budget Expenditure Report by Fund
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General Fund g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Expenditures
Personnel Costs:
6000 Salaries 379,436 3,767,546 4,259,167 491,621 4,259,167 491,621 88.46
6001 Overtime 31,316 269,425 23,570 (245,855) 23,570 (245,855) 1,143.08
6002 Standby Time 1,126 6,308 0 (6,308) 0 (6,308) 0.00
6009 Personnel Vacancy Factor 0 0 (150,000) (150,000) (150,000) (150,000) 0.00
6100 Medicare 9,435 92,832 82,497 (10,335) 82,497 (10,335) 112.53
6101 Unemployment Insurance 0 8,298 4,100 (4,198) 4,100 (4,198) 202.39
6102 Workers'Compensation 22,257 226,360 220,509 (5,851) 220,509 (5,851) 102.65
6200 Leave Time 33,558 380,957 405,587 24,630 405,587 24,630 93.93
6201 Retirement Benefits 90,153 861,160 900,535 39,374 900,535 39,374 95.63
6202 Health Insurance 183,016 1,729,245 1,906,233 176,988 1,906,233 176,988 90.72
6203 In Lieu of FICA 0 0 1,975 1,975 1,975 1,975 0.00
6209 Contra-Retirement PERS DC Forfeitures f8,713) f54,917) 0 54,917 0 54,917 0.00
Total Personnel Costs: $ 741,584 $ 7,287,214 $ 7,654,173 $ 366,959 $ 7,654,173 $ 366,959 $ 95.21
Non-Personnel Costs:
7000 Audit 0 111,295 111,295 0 111,295 0 100.00
7001 Communications 11,596 117,665 122,708 5,043 122,708 5,043 95.89
7002 Postage and Freight 1,751 24,712 41,442 16,730 41,442 16,730 59.63
7003 Banking&Credit Card Fees 518 28,559 31,800 3,241 31,800 3,241 89.81
7004Insurance 347 229,033 240,316 11,283 240,316 11,283 95.30
7006 Legal 51,941 250,089 80,000 (170,089) 80,000 (170,089) 312.61
7008 CY Legal Recovery 0 (882) 0 882 0 882 0.00
7009 Contracted Services 57,639 317,459 315,836 (1,623) 315,836 (1,623) 100.51
7010 Engineering 0 0 2,000 2,000 2,000 2,000 0.00
7011 Testing 40 6,089 6,286 197 6,286 197 96.87
7012 Other Special Services 7,335 37,214 32,300 (4,914) 32,300 (4,914) 115.21
7013 State Lobbying Fees 5,042 84,504 87,000 2,496 87,000 2,496 97.13
7014 Federal Lobbying Fees 7,667 92,004 95,000 2,996 95,000 2,996 96.85
7015 Utilities 40,451 550,360 577,429 27,069 577,429 27,069 95.31
7016 Heating Fuel 11,570 53,873 67,200 13,327 67,200 13,327 80.17
7017 Rents&Leases 2,574 85,330 100,400 15,070 100,400 15,070 84.99
7201 Library Books 896 9,780 17,000 7,220 17,000 7,220 57.53
7202 Library Periodicals 0 1,850 3,000 1,150 3,000 1,150 61.68
7203 Library Standing Orders 0 941 4,000 3,059 4,000 3,059 23.53
7204 Library Non-Print 240 3,569 4,000 431 4,000 431 89.21
7205 Library Electronic Materials 0 0 4,500 4,500 4,500 4,500 0.00
7208 Museum Collection Supplies 0 2,028 1,200 (828) 1,200 (828) 168.99
7210 Vehicle Supplies 1,437 4,370 6,576 2,206 6,576 2,206 66.45
7211 Gas&Lube 14,041 82,703 92,454 9,751 92,454 9,751 89.45
7212 Uniform Allowance 1,662 9,378 13,989 4,611 13,989 4,611 67.04
7213 Safety Equipment (59) 7,262 12,700 5,438 12,700 5,438 57.18
7214 Janitorial Supplies 872 15,894 16,376 482 16,376 482 97.06
7215 Operating Supplies 34,040 331,486 330,938 (548) 330,938 (548) 100.17
7216 Maintenance&Repair 19,457 162,329 206,024 43,695 206,024 43,695 78.79
7217 Small Tools&Equipment 17,981 73,856 95,003 21,147 95,003 21,147 77.74
7218 Inmate Meals 1,767 5,635 10,000 4,365 10,000 4,365 56.35
7300 Advertising 4,507 28,982 42,456 13,474 42,456 13,474 68.26
Monthly Budget Expenditure Report by Fund
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General Fund g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
7301 Subscriptions&Dues 2,177 33,036 39,220 6,184 39,220 6,184 84.23
7302 Travel&Subsistence 6,575 129,956 138,512 8,555 138,512 8,555 93.82
7303 Education&Training 5,668 37,652 63,503 25,851 63,503 25,851 59.29
7304 Equipment Rent 692 16,182 26,264 10,082 26,264 10,082 61.61
7307 GF Administrative Fee 7,626 91,513 91,513 0 91,513 0 100.00
7800 Sister City Program (168) 22,206 24,500 2,294 24,500 2,294 90.64
7801 Contributions to Chamber 0 252,923 252,923 0 252,923 0 100.00
7802 Contributions to Senior Citizens 0 75,000 75,000 0 75,000 0 100.00
7803 Contributions to B&G Club 0 25,000 25,000 0 25,000 0 100.00
7804 Elections 85 3,249 4,000 751 4,000 751 81.22
7805 Promotion 0 6,704 11,000 4,296 11,000 4,296 60.95
7806 Volunteer Fireman Stipend 2,333 34,000 34,000 0 34,000 0 100.00
7807 Contingency 0 2,500 7,000 4,500 7,000 4,500 35.71
7810 Miscellaneous Expense 930 11,267 22,500 11,233 22,500 11,233 50.08
8012 Debt Service Interest Expense 0 253,756 253,756 0 253,756 0 100.00
8102 Buildings 4,140 21,360 0 (21,360) 0 (21,360) 0.00
8103 Capital Equipment 6,880 69,458 13,500 (55,958) 13,500 (55,958) 514.50
8300 Debt Service Principal 0 200,000 310,784 110,784 310,784 110,784 64.35
Total Non-Personnel Costs: $ 332,250 $ 4,013,129 $ 4,164,203 $ 151,074 $ 4,164,203 $ 151,074 $ 96.37
Total Expenditures $ 1,073,834 $ 11,300,343 $ 11,818,376 $ 518,033 $ 11,818,376 $ 518,033 $ 95.62
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
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General Fund Mayor and Council g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 4,500.00 17,800.00 18,434 634 18,434 634 96.56
6100 Medicare 344.25 1,361.70 1,377 15 1,377 15 98.89
6102 Workers'Compensation 4.28 4.28 191 187 191 187 2.24
Total Personnel Costs: $ 4,848.53 $ 19,165.98 $ 20,002 $ 836 $ 20,002 $ 836 $ 95.82
Non-Personnel Costs:
7000 Audit 0.00 111,295.00 111,295 0 111,295 0 100.00
7001 Communications 390.36 4,687.46 5,000 313 5,000 313 93.75
7002 Postage and Freight 75.59 1,045.65 1,900 854 1,900 854 55.03
7004Insurance 91.99 502.95 900 397 900 397 55.88
7009 Contracted Services 0.00 11,424.00 0 (11,424) 0 (11,424) 0.00
7013 State Lobbying Fees 5,042.00 84,504.00 87,000 2,496 87,000 2,496 97.13
7014 Federal Lobbying Fees 7,667.00 92,004.00 95,000 2,996 95,000 2,996 96.85
7215 Operating Supplies 449.95 4,699.88 7,500 2,800 7,500 2,800 62.67
7217 Small Tools&Equipment 0.00 1,339.30 1,500 161 1,500 161 89.29
7300 Advertising 1,989.00 12,676.00 20,000 7,324 20,000 7,324 63.38
7301 Subscriptions&Dues 21.00 3,175.90 3,600 424 3,600 424 88.22
7302 Travel&Subsistence 130.80 15,220.24 18,000 2,780 18,000 2,780 84.56
7303 Education&Training 0.00 1,975.00 1,500 (475) 1,500 (475) 131.67
7800 Sister City Program (168.36) 22,206.21 24,500 2,294 24,500 2,294 90.64
7805 Promotion 0.00 5,120.07 6,000 880 6,000 880 85.33
7807 Contingency 0.00 0.00 2,000 2,000 2,000 2,000 0.00
Total Non-Personnel Costs: $ 15,689.33 $ 371,875.66 $ 385,695 $ 13,820 $ 385,695 $ 13,820 $ 96.42
Total Expenditures $ 20,537.86 $ 391,041.64 $ 405,697 $ 14,656 $ 405,697 $ 14,656 $ 96.39
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
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General Fund Legislative Boards&Commissions
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 627.62 15,385.35 18,924 3,539 18,924 3,539 81.30
6001 Overtime 0.00 29.24 0 (29) 0 (29) 0.00
6100 Medicare 11.83 218.05 271 53 271 53 80.46
6102 Workers'Compensation 8.65 162.44 189 27 189 27 85.95
6201 Retirement Benefits 74.93 1,368.40 1,635 267 1,635 267 83.67
6202 Health Insurance 354.20 7,556.82 11,428 3,871 11,428 3,871 66.13
Total Personnel Costs: $ 1,077.23 $ 24,720.30 $ 32,447 $ 7,728 $ 32,447 $ 7,728 $ 76.19
Non-Personnel Costs:
7002 Postage and Freight 0.00 0.00 100 100 100 100 0.00
7004Insurance 0.00 372.77 600 227 600 227 62.13
7215 Operating Supplies 0.00 236.45 1,000 764 1,000 764 23.65
7301 Subscriptions&Dues 0.00 0.00 200 200 200 200 0.00
7302 Travel&Subsistence 0.00 0.00 2,500 2,500 2,500 2,500 0.00
7303 Education&Training 0.00 0.00 500 500 500 500 0.00
7810 Miscellaneous Expense 0.00 31.58 0 (32) 0 22) 0.00
Total Nan-Personnel Casts: $ 0.0D $ 640.80 $ 4,900 $ 4,259 $ 4,900 $ 4,259 $ 13.08
Total Expenditures $ 1,077.23 $ 25,361.10 $ 37,347 $ 11,987 $ 37,347 $ 11,987 $ 67.91
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
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General Fund Legal D
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
Total Personnel Costs: $ 0.00 $ 0.00 $ D $ D $ 0 $ 0 $ 0.00
Non-Personnel Costs:
700b Legal 51,940.70 250,088.84 80,000 (170,089) 80,000 (170,089) 312.61
7008 CY Legal Recovery 0.00 (881.75) D 882 0 882 0.00
7302 Travel&Subsistence 397.00 2,848.4D D (2,848) 0 (2,848) 0.00
Total Non-Personnel Costs: $ 52,337.70 $ 252,055.49 $ 80,000 $ (172,055) $ 80,000 $ 072,055) $ 315.07
Total Expenditures $ 52,337.70 $ 252,055.49 $ 80,D00 $ (172,055) $ 80,000 $ (172,055) $ 315.07
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
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General Fund City Clerk g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 13,732.20 124,301.84 161,576 37,274 161,576 37,274 76.93
6001 Overtime 0.00 1,420.52 0 (1,421) 0 (1,421) 0.00
6100 Medicare 219.95 1,873.89 2,404 530 2,404 530 77.95
6101 Unemployment Insurance 0.00 2,003.00 0 (2,003) 0 (2,003) 0.00
6102 Workers'Compensation 162.89 1,360.64 1,672 311 1,672 311 81.38
6200 Leave Time 446.99 12,719.07 16,087 3,368 16,087 3,368 79.06
6201 Retirement Benefits 1,418.26 11,757.95 14,533 2,775 14,533 2,775 80.91
6202 Health Insurance 9,796.24 77,806.05 85,712 7,906 85,712 7,906 90.78
Total Personnel Costs: $ 25,776.53 $ 233,242.96 $ 281,984 $ 48,740 $ 281,984 $ 48,740 $ 82.71
Non-Personnel Costs:
7002 Postage and Freight 0.00 44.70 0 (45) 0 (45) 0.00
7004Insurance 31.07 3,183.80 3,000 (184) 3,000 (184) 106.13
7009 Contracted Services 0.00 12,985.69 14,500 1,514 14,500 1,514 89.56
7215 Operating Supplies 0.00 575.50 0 (576) 0 (576) 0.00
7300 Advertising 0.00 427.20 0 (427) 0 (427) 0.00
7301 Subscriptions&Dues 0.00 400.00 700 300 700 300 57.14
7302 Travel&Subsistence 80.65 5,140.91 5,000 (141) 5,000 (141) 102.82
7303 Education&Training 1,414.00 2,055.00 2,500 445 2,500 445 82.20
7304 Equipment Rent 0.00 1,437.33 2,000 563 2,000 563 71.87
7804 Elections 84.65 3,248.90 4,000 751 4,000 751 81.22
7810 Miscellaneous Expense 0.00 124.35 0 (124) 0 024) 0.00
Total Non-Personnel Costs: $ 1,610.37 $ 29,623.48 $ 31,700 $ 2,076 $ 31,700 $ 2,076 $ 93.45
Total Expenditures $ 27,386.90 $ 262,866.44 $ 313,684 $ 50,816 $ 313,684 $ 50,816 $ 83.80
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
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General Fund City Manager g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 21,623.43 199,722.11 218,254 18,532 218,254 18,532 91.51
6001 Overtime 128.45 362.37 128 (234) 128 (234) 282.11
6100 Medicare 1,122.10 5,521.29 3,272 (2,249) 3,272 (2,249) 168.75
6102 Workers'Compensation 251.21 2,210.15 2,271 61 2,271 61 97.31
6200 Leave Time 1,574.87 26,651.14 32,539 5,888 32,539 5,888 81.91
6201 Retirement Benefits 1,524.23 17,095.19 22,307 5,212 22,307 5,212 76.64
6202 Health Insurance 6,948.45 74,634.72 73,901 (733) 73,901 (733) 100.99
Total Personnel Costs: $ 33,172.74 $ 326,196.97 $ 352,672 $ 26,477 $ 352,672 $ 26,477 $ 92.49
Non-Personnel Costs:
7001 Communications 443.82 4,993.36 5,000 7 5,000 7 99.87
7002 Postage and Freight 1.00 68.41 250 182 250 182 27.36
7004Insurance 109.17 4,467.22 5,000 533 5,000 533 89.34
7009 Contracted Services 0.00 3,367.99 5,000 1,632 5,000 1,632 67.36
7211 Gas&Lube 259.66 3,005.52 2,700 (306) 2,700 (306) 111.32
7215 Operating Supplies 830.67 8,258.61 6,250 (2,009) 6,250 (2,009) 132.14
7216 Maintenance&Repair 0.00 580.52 250 (331) 250 (331) 232.21
7217 Small Tools&Equipment 0.00 1,642.08 500 (1,142) 500 (1,142) 328.42
7300 Advertising 468.00 1,033.70 3,000 1,966 3,000 1,966 34.46
7301 Subscriptions&Dues 507.99 8,270.45 5,000 (3,270) 5,000 (3,270) 165.41
7302 Travel&Subsistence 393.53 18,253.39 18,000 (253) 18,000 (253) 101.41
7303 Education&Training 0.00 2,208.08 6,000 3,792 6,000 3,792 36.80
7805 Promotion 0.00 1,583.95 5,000 3,416 5,000 3,416 31.68
7807 Contingency 0.00 2,500.00 5,000 2,500 5,000 2,500 50.00
7810 Miscellaneous Expense 0.00 622.14 0 (622) 0 (622) 0.00
Total Non-Personnel Costs: $ 3,013.84 $ 60,855.42 $ 66,950 $ 6,095 $ 66,950 $ 6,095 $ 90.90
Total Expenditures $ 36,186.58 $ 387,052.39 $ 419,622 $ 32,572 $ 419,622 $ 32,572 $ 92.24
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
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General Fund MIS D
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 17,748.48 187,095.51 196,535 9,440 196,535 9,440 95.20
6001 Overtime 0.00 2,410.56 0 (2,411) 0 (2,411) 0.00
6100 Medicare 465.37 3,173.54 2,946 (228) 2,946 (228) 107.72
6102 Workers'Compensation 209.77 2,120.17 2,034 (86) 2,034 (86) 104.24
6200 Leave Time 1,922.55 22,659.69 22,570 (90) 22,570 (90) 100.40
6201 Retirement Benefits 1,784.83 18,077.73 17,808 (270) 17,808 (270) 101.51
6202 Health Insurance 5,698.57 58,013.45 57,141 (872) 57,141 (872) 101.53
Total Personnel Costs: $ 27,829.57 $ 293,550.65 $ 299,034 $ 5,483 $ 299,034 $ 5,483 $ 98.17
Non-Personnel Costs:
7001 Communications 355.88 5,185.05 5,500 315 5,500 315 94.27
7002 Postage and Freight 0.00 0.00 500 500 500 500 0.00
7003 Bank and Credit Card Fees 0.00 1.89 0 (2) 0 (2) 0.00
7004Insurance 0.00 4,134.98 3,000 (1,135) 3,000 (1,135) 137.83
7009 Contracted Services 0.00 4,038.09 5,000 962 5,000 962 80.76
7215 Operating Supplies 484.04 30,674.17 30,000 (674) 30,000 (674) 102.25
7216 Maintenance&Repair 0.00 9,799.88 5,000 (4,800) 5,000 (4,800) 196.00
7217 Small Tools&Equipment 0.00 6.41 5,000 4,994 5,000 4,994 0.13
7300 Advertising 258.40 387.80 D (388) D (388) 0.00
7301 Subscriptions&Dues 198.00 198.00 2,500 2,302 2,500 2,302 7.92
7302 Travel&Subsistence 81.52 1,755.58 2,500 744 2,500 744 70.22
7303 Education&Training 0.00 434.97 2,500 2,065 2,500 2,065 17.40
7810 Miscellaneous Expense 0.00 0.00 1,000 1,000 1,000 1,000 0.00
8103 Capital Equipment 0.00 5,353.3D D (5,353) D (5,353) 0.00
Total Non-Personnel Costs: $ 1,377.84 $ 61,969.90 $ 62,500 $ 530 $ 62,500 $ 530 $ 99.15
Total Expenditures $ 29,207.41 $ 355,520.55 $ 361,534 $ 6,013 $ 361,534 $ 6,013 $ 98.34
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 7
General Fund Community Development g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 11,922.60 137,564.07 147,921 10,356 147,921 10,356 93.00
6100 Medicare 218.82 2,044.36 2,180 136 2,180 136 93.78
6102 Workers'Compensation 162.17 1,499.19 1,511 12 1,511 12 99.22
6200 Leave Time 1,107.10 12,528.51 8,194 (4,335) 8,194 (4,335) 152.90
6201 Retirement Benefits 1,403.43 12,822.47 13,178 356 13,178 356 97.30
6202 Health Insurance 7,660.96 69,393.98 68,570 (824) 68,570 (824) 101.20
Total Personnel Costs: $ 22,475.08 $ 235,852.58 $ 241,554 $ 5,701 $ 241,554 $ 5,701 $ 97.64
Non-Personnel Costs:
7001 Communications 233.77 3,036.34 3,000 (36) 3,000 (36) 101.21
7002 Postage and Freight 0.00 272.04 500 228 500 228 54.41
7004Insurance 39.92 3,556.55 3,000 (557) 3,000 (557) 118.55
7009 Contracted Services 508.96 2,066.82 30,000 27,933 30,000 27,933 6.89
7211 Gas&Lube 0.00 119.87 0 (120) 0 (120) 0.00
7215 Operating Supplies 505.24 4,682.30 2,500 (2,182) 2,500 (2,182) 187.29
7216 Maintenance&Repair 0.00 0.00 1,500 1,500 1,500 1,500 0.00
7217 Small Tools&Equipment 0.00 0.00 2,000 2,000 2,000 2,000 0.00
7300 Advertising 0.00 222.37 0 (222) 0 (222) 0.00
7301 Subscriptions&Dues 133.99 1,419.90 0 (1,420) 0 (1,420) 0.00
7302 Travel&Subsistence 0.00 6,604.94 6,500 (105) 6,500 (105) 101.61
7303 Education&Training 567.00 1,842.00 2,500 658 2,500 658 73.68
7810 Miscellaneous Expense 0.00 180.01 500 320 500 320 36.00
Total Non-Personnel Costs: $ 1,988.88 $ 24,003.14 $ 52,000 $ 27,997 $ 52,000 $ 27,997 $ 46.16
Total Expenditures $ 24,463.96 $ 259,855.72 $ 293,554 $ 33,698 $ 293,554 $ 33,698 $ 88.52
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 8
General Fund Finance g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 60,935.59 520,311.80 587,584 67,272 587,584 67,272 88.55
6001 Overtime 0.00 5,014.92 (128) (5,143) (128) (5,143) (3,904.18)
6100 Medicare 1,405.48 12,154.57 8,777 (3,377) 8,777 (3,377) 138.48
6101 Unemployment Insurance 0.00 4,070.00 0 (4,070) 0 (4,070) 0.00
6102 Workers'Compensation 633.03 5,638.04 6,082 444 6,082 444 92.70
6200 Leave Time 5,816.47 54,280.55 60,285 6,005 60,285 6,005 90.04
6201 Retirement Benefits 4,740.80 42,023.38 50,423 8,400 50,423 8,400 83.34
6202 Health Insurance 23,988.01 204,666.25 246,090 41,423 246,090 41,423 83.17
Total Personnel Costs: $ 97,519.38 $ 848,159.51 $ 959,113 $ 110,954 $ 959,113 $ 110,954 $ 88.43
Non-Personnel Costs:
7001 Communications 801.56 10,089.50 11,000 911 11,000 911 91.72
7002 Postage and Freight 157.37 1,602.11 2,500 898 2,500 898 64.08
7004Insurance 116.81 12,360.98 8,900 (3,461) 8,900 (3,461) 138.89
7009 Contracted Services 0.00 11,185.62 15,000 3,814 15,000 3,814 74.57
7011 Testing 0.00 660.85 200 (461) 200 (461) 330.43
7211 Gas&Lube 0.00 451.92 0 (452) 0 (452) 0.00
7215 Operating Supplies 2,955.83 23,073.39 26,000 2,927 26,000 2,927 88.74
7216 Maintenance&Repair 0.00 17,958.00 29,000 11,042 29,000 11,042 61.92
7217 Small Tools&Equipment 1,849.98 5,313.24 4,000 (1,313) 4,000 (1,313) 132.83
7300 Advertising 0.00 2,373.29 1,400 (973) 1,400 (973) 169.52
7301 Subscriptions&Dues 0.00 4,911.19 2,500 (2,411) 2,500 (2,411) 196.45
7302 Travel&Subsistence 1,154.33 20,535.61 16,000 (4,536) 16,000 (4,536) 128.35
7303 Education&Training 0.00 7,468.12 6,000 (1,468) 6,000 (1,468) 124.47
7810 Miscellaneous Expense 0.00 52.79 1,000 937 1,000 937 6.28
8103 Capital Equipment 0.00 0.00 3,500 3,500 3,500 3,500 0.00
Total Non-Personnel Costs: $ 7,035.88 $ 118,046.61 $ 127,000 $ 8,954 $ 127,000 $ 8,954 $ 92.95
Total Expenditures $ 104,555.26 $ 966,206.12 $ 1,086,113 $ 119,908 $ 1,086,113 $ 119,908 $ 88.96
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 9
General Fund General Services g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6009 Personnel Vacancy Factor 0.00 0.00 (150,000) (150,000) (150,000) (150,000) 0.00
6100 Medicare 0.00 (33.1H} 0 33 0 33 0.00
Total Personnel Costs: $ 0.00 $ (33.18)$ (150,000) $ (149,967) $ (150,000) $ (149,967) $ 0.02
Non-Personnel Costs:
7001 Communications 409.95 3,734.09 2,400 (1,334) 2,400 (1,334) 155.59
7002 Postage and Freight (580.59) 1,776.01 5,000 3,224 5,000 3,224 35.52
7003 Bank and Credit Card Fees 281.69 3,147.90 6,000 2,852 6,000 2,852 52.47
7004Insurance 0.00 449.57 2,200 1,750 2,200 1,750 20.44
7009 Contracted Services 0.00 13,345.00 5,000 (8,345) 5,000 (8,345) 266.90
7215 Operating Supplies 299.70 2,369.13 6,000 3,631 6,000 3,631 39.49
7216 Maintenance&Repair 45.00 180.00 5,000 4,820 5,000 4,820 3.60
7300 Advertising 117.00 117.00 0 (117) 0 (117) 0.00
7301 Subscriptions&Dues 0.00 335.83 3,500 3,164 3,500 3,164 9.60
7810 Miscellaneous Expense 853.60 3,134.35 10,000 6,866 10,000 6,866 31.34
8103 Capital Equipment 0.00 9,615.72 0 (9,616) 0 (9,616) 0.00
Total Non-Personnel Costs: $ 1,426.35 $ 38,204.6D $ 45,100 $ 6,895 $ 45,100 $ 6,895 $ 84.71
Total Expenditures $ 1,426.35 $ 38,171.42 $ (104,900) $ (143,072) $ (104,909) $ (143,072) $ (36.39)
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 10
General Fund General Services-Copier g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00
Non-Personnel Costs:
7215 Operating Supplies 0.00 2,057.26 3,000 943 3,000 943 68.58
7304 Equipment Rent 0.00 3,763.06 5,200 1,437 5,200 1,437 72.37
Total Non-Personnel Costs: $ 0.00 $ 5,820.32 $ 8,200 $ 2,380 $ 8,200 $ 2,380 $ 70.98
Total Expenditures $ 0.00 $ 5,820.32 $ 8,200 $ 2,380 $ 8,200 $ 2,380 $ 70.98
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 11
General Fund Contributions g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
Total Personnel Costs: $ 0.00 $ 0.00 $ D $ D $ 0 $ 0 $ 0.00
Non-Personnel Costs:
7801 Contributions to Chamber 0.00 252,923.00 252,923 D 252,923 0 100.00
7802 Contributions to Senior Citizens 0.00 75,O00.00 75,000 D 75,000 0 100.00
7803 Contributions to B&G Club 0.00 25,000.00 25,000 D 25,000 0 100.O0
Total Non-Personnel Costs: $ 0.00 $ 352,923.00 $ 352,923 $ D $ 352,923 $ 0 $ 100.0D
Total Expenditures $ 0.00 $ 352,923.00 $ 352,923 $ D $ 352,923 $ 0 $ 10D.00
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 12
General Fund Police g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 100,629.32 1,011,539.35 1,115,123 103,584 1,115,123 103,584 90.71
6001 Overtime 13,428.80 103,935.90 23,570 (80,366) 23,570 (80,366) 440.97
6100 Medicare 2,481.29 24,983.21 23,514 (1,369) 23,614 (1,369) 105.80
6102 Workers'Compensation 8,019.24 71,861.03 61,569 (10,192) 61,669 (10,192) 116.53
6200 Leave Time 10,714.74 115,332.24 119,203 3,871 119,203 3,871 96.75
6201 Retirement Benefits 10,492.55 99,652.07 100,949 1,297 100,949 1,297 98.72
6202 Health Insurance 49,623.31 477,160.01 514,271 37,111 514,271 37,111 92.78
Total Personnel Costs: $ 195,389.25 $ 1,904,463.81 $ 1,958,399 $ 53,936 $ 1,958,399 $ 53,935 $ 97.25
Non-Personnel Costs:
7001 Communications 2,144.38 20,996.42 18,000 (2,996) 18,000 (2,996) 116.65
7002 Postage and Freight 60.43 725.76 2,500 1,774 2,500 1,774 29.03
7003 Bank and Credit Card Fees 236.44 6,529.38 6,000 (529) 6,000 (529) 108.82
7004Insurance (42.13) 75,851.22 80,000 4,149 80,000 4,149 94.81
7009 Contracted Services 0.00 2,670.52 5,000 2,329 5,000 2,329 53.41
7011 Testing 20.00 20.00 0 (20) 0 (20) 0.00
7012 Other Special Services 2,793.50 3,205.87 3,300 94 3,300 94 97.15
7211 Gas&Lube 2,219.06 15,502.06 14,000 (1,502) 14,000 (1,502) 110.73
7212 Uniform Allowance 565.85 3,271.64 5,000 1,728 5,000 1,728 65.43
7213 Safety Equipment (429.84) 1,230.25 3,000 1,770 3,000 1,770 41.01
7215 Operating Supplies 1,028.86 11,056.21 16,500 5,444 16,500 5,444 67.01
7216 Maintenance&Repair 456.63 16,134.00 17,050 916 17,050 916 94.63
7217 Small Tools&Equipment 0.00 0.00 5,000 5,000 5,000 5,000 0.00
7300 Advertising 935.00 1,767.38 2,000 233 2,000 233 88.37
7301 Subscriptions&Dues 453.00 4,890.08 6,000 1,110 6,000 1,110 81.50
7302 Travel&Subsistence 74.14 40,347.18 30,428 (9,919) 30,428 (9,919) 132.60
7303 Education&Training 50.00 12,480.03 11,500 (980) 11,500 (980) 108.52
7304 Equipment Rent 0.00 1,515.37 4,000 2,485 4,000 2,485 37.88
7810 Miscellaneous Expense 0.00 1,825.51 2,500 674 2,500 674 73.02
Total Non-Personnel Costs: $ 10,565.32 $ 220,018.87 $ 231,778 $ 11,760 $ 231,778 $ 11,760 $ 94.93
Total Expenditures $ 205,954.57 $ 2,124,482.68 $ 2,190,177 $ 65,696 $ 2,190,177 $ 65,696 $ 97.00
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 13
General Fund Jail g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 19,728.15 191,976.60 252,928 60,952 252,928 60,952 75.90
6001 Overtime 5,415.99 69,705.29 0 (69,705) 0 (69,705) 0.00
6100 Medicare 364.94 3,744.55 3,744 (1) 3,744 (1) 100.01
6101 Unemployment Insurance 0.00 157.30 0 (157) 0 (157) 0.00
6102 Workers'Compensation 2,451.00 23,056.10 21,561 (1,495) 21,561 (1,495) 106.93
6200 Leave Time 1,849.45 16,170.83 22,476 6,305 22,476 6,305 71.95
6201 Retirement Benefits 2,369.78 23,535.14 22,530 (905) 22,630 (905) 104.00
6202 Health Insurance 17,552.35 132,735.81 171,424 38,688 171,424 38,688 77.43
Total Personnel Costs: $ 49,731.66 $ 461,081.63 $ 494,763 $ 33,682 $ 494,763 $ 33,682 $ 93.19
Non-Personnel Costs:
7001 Communications 682.40 5,070.81 4,500 (571) 4,500 (571) 112.68
7002 Postage and Freight 0.47 3.09 1,000 997 1,000 997 0.31
7004Insurance 0.00 22,093.61 25,000 2,906 25,000 2,906 88.37
7009 Contracted Services 0.00 909.87 1,500 590 1,500 590 60.66
7011 Testing 0.00 321.04 200 (121) 200 (121) 160.52
7017 Rents&Leases 2,500.00 30,000.00 30,000 0 30,000 0 100.00
7212 Uniform Allowance 0.00 991.23 2,500 1,509 2,500 1,509 39.65
7214 Janitorial Supplies 0.00 0.00 2,000 2,000 2,000 2,000 0.00
7215 Operating Supplies 60.49 4,999.85 6,500 1,500 6,500 1,500 76.92
7216 Maintenance&Repair 2,333.50 3,330.49 3,000 (330) 3,000 (330) 111.02
7217 Small Tools&Equipment 0.00 1,293.12 2,000 707 2,000 707 64.66
7218 Inmate Meals 1,767.07 5,634.63 10,000 4,365 10,000 4,365 56.35
7300 Advertising 0.00 0.00 1,000 1,000 1,000 1,000 0.00
7301 Subscriptions&Dues 0.00 88.89 650 561 650 561 13.68
7302 Travel&Subsistence 0.00 630.00 2,000 1,370 2,000 1,370 31.50
7303 Education&Training 0.00 0.00 2,000 2,000 2,000 2,000 0.00
7307 GF Administrative Fee 7,626.16 91,513.04 91,513 0 91,513 0 100.00
7810 Miscellaneous Expense 200.00 200.00 1,200 1,000 1,200 1,000 16.67
Total Non-Personnel Costs: $ 15,170.09 $ 167,079.67 $ 186,563 $ 19,483 $ 186,563 $ 19,483 $ 89.56
Total Expenditures $ 64,901.75 $ 628,161.30 $ 681,326 $ 53,165 $ 681,326 $ 53,165 $ 92.20
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 14
General Fund Animal Control 9
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 5,949.51 57,898.58 60,776 2,877 60,776 2,877 95.27
6001 Overtime 1,603.51 7,146.25 0 (7,146) 0 (7,146) 0.00
6100 Medicare 105.04 953.26 901 (52) 901 (52) 105.80
6101 Unemployment Insurance 0.00 178.00 0 (178) 0 (178) 0.00
6102 Workers'Compensation 396.64 3,647.36 5,181 1,534 5,181 1,534 70.40
6200 Leave Time 662.51 5,641.93 5,571 (71) 5,571 (71) 101.27
6201 Retirement Benefits 664.89 5,760.37 5,445 (315) 5,445 (315) 105.79
6202 Health Insurance 3,154.27 29,254.44 28,571 (683) 28,571 (683) 102.39
Total Personnel Costs: $ 12,536.37 $ 110,480.19 $ 106,445 $ (4,034) $ 106,445 $ (4,034) $ 103.79
Non-Personnel Costs:
7001 Communications 43.82 417.63 1,200 782 1,200 782 34.80
7002 Postage and Freight 0.00 0.00 500 500 500 500 0.00
7004Insurance 0.00 1,491.93 300 (1,192) 300 (1,192) 497.31
7009 Contracted Services 95.00 95.00 2,000 1,905 2,000 1,905 4.75
7015 Utilities 1,664.27 6,153.45 7,400 1,247 7,400 1,247 83.15
7211 Gas&Lube 0.00 173.22 1,000 827 1,000 827 17.32
7212 Uniform Allowance 0.00 0.00 1,200 1,200 1,200 1,200 0.00
7215 Operating Supplies 214.03 5,600.23 3,500 (2,100) 3,500 (2,100) 160.01
7216 Maintenance&Repair 0.00 1,145.00 5,600 4,455 5,600 4,455 20.45
7217 Small Tools&Equipment 0.00 592.48 1,500 908 1,500 908 39.50
7300 Advertising 0.00 0.00 1,000 1,000 1,000 1,000 0.00
7301 Subscriptions&Dues 0.00 175.00 500 325 500 325 35.00
7302 Travel&Subsistence 0.00 401.28 1,500 1,099 1,500 1,099 26.75
7303 Education&Training 0.00 173.98 1,500 1,326 1,500 1,326 11.60
7304 Equipment Rent 0.00 0.00 500 500 500 500 0.00
Total Non-Personnel Costs: $ 2,017.12 $ 16,419.20 $ 29,200 $ 12,782 $ 29,200 $ 12,782 $ 56.23
Total Expenditures $ 14,553.49 $ 126,899.39 $ 135,645 $ 8,748 $ 135,645 $ 8,748 $ 93.55
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 15
General Fund Fire Department g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 19,509.15 158,822.42 181,775 22,953 181,775 22,953 87.37
6100 Medicare 281.35 2,461.07 2,720 259 2,720 259 90.48
6102 Workers'Compensation 1,957.61 18,209.12 21,802 3,593 21,802 3,593 83.52
6200 Leave Time 2,004.24 20,075.62 20,396 320 20,396 320 98.43
6201 Retirement Benefits 1,790.02 15,155.42 16,439 1,283 16,439 1,283 92.19
6202 Health Insurance 9,046.09 73,424.81 78,569 5,144 78,569 5,144 93.45
Total Personnel Costs: $ 34,588.46 $ 288,148.46 $ 321,701 $ 33,552 $ 321,701 $ 33,552 $ 89.57
Non-Personnel Costs:
7001 Communications 717.84 9,120.04 8,164 (956) 8,164 (956) 111.71
7002 Postage and Freight 407.12 1,395.67 1,530 134 1,530 134 91.22
7004Insurance 0.00 23,685.50 29,502 5,817 29,502 5,817 80.28
7009 Contracted Services 590.00 17,074.34 4,076 (12,998) 4,076 (12,998) 418.90
7011 Testing 0.00 311.26 86 (225) 86 (225) 361.93
7015 Utilities 11,178.55 133,616.12 139,985 6,369 139,985 6,369 95.45
7016 Heating Fuel 2,421.87 10,090.38 9,500 (590) 9,500 (590) 106.21
7210 Vehicle Supplies 1,367.58 1,934.13 4,076 2,142 4,076 2,142 47.45
7211 Gas&Lube 714.94 3,096.84 9,180 6,083 9,180 6,083 33.73
7212 Uniform Allowance 292.80 1,832.11 257 (1,575) 257 (1,575) 712.88
7213 Safety Equipment 0.00 0.00 2,500 2,500 2,500 2,500 0.00
7215 Operating Supplies 1,494.62 5,083.12 6,634 1,551 6,634 1,551 76.62
7216 Maintenance&Repair 3,116.31 15,984.13 12,500 (3,484) 12,500 (3,484) 127.87
7217 Small Tools&Equipment 275.55 2,151.30 5,500 3,349 5,500 3,349 39.11
7300 Advertising 0.00 358.40 306 (52) 306 (52) 117.12
7301 Subscriptions&Dues 509.00 1,790.00 514 (1,276) 514 (1,276) 348.25
7302 Travel&Subsistence 1,757.42 4,003.70 7,136 3,132 7,136 3,132 56.11
7303 Education&Training 324.30 1,620.05 2,546 926 2,546 926 63.63
7304 Equipment Rent 0.00 665.16 3,000 2,335 3,000 2,335 22.17
Total Non-Personnel Costs: $ 25,167.90 $ 233,812.25 $ 246,992 $ 13,182 $ 246,992 $ 13,182 $ 94.66
Total Expenditures $ 59,756.36 $ 521,960.71 $ 568,693 $ 46,734 $ 568,693 $ 46,734 $ 91.78
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 16
General Fund Volunteers g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6102 Workers'Compensation 0.00 3,947.OD 4,500 553 4,500 553 87.71
Total Personnel Costs: $ 0.00 $ 3,947.00 $ 4,500 $ 553 $ 4,500 $ 553 $ 87.71
Non-Personnel Costs:
7001 Communications 0.00 0.00 98 98 98 98 0.00
7002 Postage and Freight 502.73 707.79 820 112 820 112 86.32
7009 Contracted Services 124.96 398.15 500 102 500 102 79.63
7212 Uniform Allowance 601.39 1,162.39 1,432 270 1,432 270 81.17
7215 Operating Supplies 364.66 1,838.79 4,000 2,161 4,000 2,161 45.97
7216 Maintenance&Repair 92.58 1,085.72 4,590 3,504 4,590 3,504 23.65
7217 Small Tools&Equipment 5,685.83 17,530.37 23,125 5,595 23,125 5,595 75.81
7302 Travel&Subsistence 0.00 573.51 4,076 3,502 4,076 3,502 14.07
7303 Education&Training 2,945.O0 3,195.O0 4,590 1,395 4,590 1,395 69.61
7806 Volunteer Fireman Stipend 2,333.34 34,000.08 34,000 0 34,000 0 100.00
Total Non-Personnel Costs: $ 12,650.49 $ 60,491.90 $ 77,231 $ 16,739 $ 77,231 $ 16,739 $ 78.33
Total Expenditures $ 12,650.49 $ 64,438.90 $ 81,731 $ 17,292 $ 81,731 $ 17,292 $ 78.84
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 17
General Fund Emergency Preparedness g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00
Non-Personnel Costs:
7001 Communications 998.37 1,586.96 1,500 (87) 1,500 (87) 105.80
7002 Postage and Freight 0.00 74.90 98 23 98 23 76.43
7015 Utilities 209.43 2,398.28 2,044 (354) 2,044 (354) 117.33
7215 Operating Supplies 0.00 1,722.81 1,016 (707) 1,016 (707) 169.57
7216 Maintenance&Repair 0.00 2,575.53 208 (2,368) 208 (2,368) 1,238.24
7217 Small Tools&Equipment 0.00 11,460.13 11,337 (123) 11,337 (123) 101.09
7302 Travel&Subsistence 0.00 0.00 1,000 1,000 1,000 1,000 0.00
7303 Education&Training 0.00 0.00 1,000 1,000 1,000 1,000 0.00
8103 Capital Equipment 0.00 3,828.83 0 (3,829) 0 (3,829) 0.00
Total Non-Personnel Costs: $ 1,207.8D $ 23,647.44 $ 18,203 $ (5,445) $ 18,203 $ (5,445) $ 129.91
Total Expenditures $ 1,207.80 $ 23,647.44 $ 18,203 $ (5,445) $ 18,203 $ (5,445) $ 129.91
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 18
General Fund SVAC g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00
Non-Personnel Costs:
7002 Postage and Freight 0.00 0.00 150 150 150 150 0.00
7004Insurance 0.00 3,129.85 3,464 334 3,464 334 90.35
7012 Other Special Services 0.00 20,000.00 20,000 0 20,000 0 100.00
7211 Gas&Lube 144.61 742.14 3,060 2,318 3,060 2,318 24.25
7216 Maintenance&Repair 0.00 1,872.42 4,076 2,204 4,076 2,204 45.94
Total Nan-Personnel Casts: $ 144.61 $ 25,744.42 $ 30,750 $ 5,006 $ 30,750 $ 5,006 $ 83.72
Total Expenditures $ 144.61 $ 25,744.42 $ 30,750 $ 5,006 $ 30,750 $ 5,006 $ 83.72
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 19
General Fund Building Inspection g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 9,540.74 75,636.41 82,703 7,067 82,703 7,067 91.46
6100 Medicare 139.25 1,242.83 1,233 (10) 1,233 (10) 100.80
6102 Workers'Compensation 101.30 908.51 850 (59) 850 (59) 106.90
6200 Leave Time 860.51 9,070.39 8,251 (819) 8,251 (819) 109.93
6201 Retirement Benefits 880.36 7,766.11 7,450 (316) 7,450 (316) 104.24
6202 Health Insurance 4,052.95 36,985.72 35,713 (1,273) 35,713 (1,273) 103.56
Total Personnel Costs: $ 15,575.11 $ 131,610.07 $ 136,200 $ 4,590 $ 136,200 $ 4,590 $ 96.63
Non-Personnel Costs:
7001 Communications 176.07 2,202.34 2,546 344 2,546 344 86.50
7002 Postage and Freight 16.90 145.60 98 (48) 98 (48) 148.57
7004Insurance 0.00 1,673.50 1,500 (174) 1,500 (174) 111.57
7011 Testing 0.00 105.95 0 (106) 0 (106) 0.00
7210 Vehicle Supplies 69.90 89.90 0 (70) 0 (70) 0.00
7211 Gas&Lube 27.64 258.17 514 256 514 256 50.23
7212 Uniform Allowance 0.97 119.97 0 (120) 0 (120) 0.00
7215 Operating Supplies 191.02 590.05 1,738 1,148 1,738 1,148 33.95
7216 Maintenance&Repair 0.00 539.28 300 (239) 300 (239) 179.76
7217 Small Tools&Equipment 52.99 957.51 2,044 1,086 2,044 1,086 46.84
7301 Subscriptions&Dues 0.00 679.95 306 (374) 306 (374) 222.21
7302 Travel&Subsistence 1,123.06 1,738.62 2,546 807 2,546 807 68.29
7303 Education&Training 0.00 360.00 771 411 771 411 46.69
7304 Equipment Rent 0.00 665.23 2,564 1,899 2,564 1,899 25.95
Total Non-Personnel Costs: $ 1,658.55 $ 10,106.07 $ 14,927 $ 4,820 $ 14,927 $ 4,820 $ 67.70
Total Expenditures $ 17,233.66 $ 141,716.14 $ 151,127 $ 9,410 $ 151,127 $ 9,410 $ 93.77
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 20
General Fund Street Operations g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 11,433.07 132,707.46 142,630 9,923 142,630 9,923 93.04
6001 Overtime 211.04 11,809.06 0 (11,809) 0 (11,809) 0.00
6002 Standby Time 0.00 496.44 0 (496) 0 (496) 0.00
6100 Medicare 175.02 2,354.95 1,030 (1,325) 1,030 (1,325) 228.64
6101 Unemployment Insurance 0.00 0.00 2,000 2,000 2,000 2,000 0.00
6102 Workers'Compensation 1,423.45 18,722.69 17,461 (1,262) 17,461 (1,262) 107.23
6200 Leave Time 1,271.77 19,449.07 19,113 (336) 19,113 (336) 101.76
6201 Retirement Benefits 1,111.33 13,438.54 14,502 1,163 14,602 1,163 92.03
6202 Health Insurance 5,977.13 69,186.90 73,907 4,720 73,907 4,720 93.61
6203 In Lieu of FICA 0.00 0.00 1,975 1,975 1,975 1,975 0.00
Total Personnel Costs: $ 21,602.81 $ 268,165.11 $ 272,718 $ 4,553 $ 272,718 $ 4,553 $ 98.33
Non-Personnel Costs:
7001 Communications 15.34 508.82 1,000 491 1,000 491 50.86
7002 Postage and Freight 112.00 2,940.00 4,000 1,060 4,000 1,060 73.50
7004Insurance 0.00 20,935.47 20,000 (935) 20,000 (935) 104.68
7009 Contracted Services 8,284.16 15,917.03 25,000 9,083 25,000 9,083 63.67
7011 Testing 0.00 741.68 1,000 258 1,000 258 74.17
7015 Utilities 9,846.98 99,530.82 103,000 3,469 103,000 3,469 96.63
7211 Gas&Lube 3,583.75 29,250.28 20,000 (9,250) 20,000 (9,250) 146.25
7212 Uniform Allowance 90.80 269.89 500 230 500 230 53.98
7213 Safety Equipment 15.00 1,079.29 1,200 121 1,200 121 89.94
7215 Operating Supplies 2,808.94 18,997.82 35,000 16,002 35,000 16,002 54.28
7216 Maintenance&Repair 5,962.49 25,226.90 20,000 (5,227) 20,000 (5,227) 126.13
7217 Small Tools&Equipment 62.97 936.54 2,100 1,163 2,100 1,163 44.60
7300 Advertising 0.00 0.00 400 400 400 400 0.00
7301 Subscriptions&Dues 0.00 206.00 350 144 350 144 58.86
7302 Travel&Subsistence 0.00 786.16 1,200 414 1,200 414 65.51
7303 Education&Training 0.00 0.00 1,200 1,200 1,200 1,200 0.00
7304 Equipment Rent 0.00 1,515.37 1,000 (515) 1,000 (515) 151.54
7810 Miscellaneous Expense 65.86 1,819.47 2,000 181 2,000 181 90.97
8103 Capital Equipment (1,620.00) 2,511.43 0 (2,511) 0 (2,511) 0.00
Total Non-Personnel Costs: $ 29,228.29 $ 223,172.77 $ 238,950 $ 15,778 $ 238,950 $ 15,778 $ 93.40
Total Expenditures $ 50,831.10 $ 491,337.88 $ 511,668 $ 20,331 $ 511,668 $ 20,331 $ 96.03
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 21
General Fund Snow and Ice g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 3,694.08 39,717.08 56,982 17,265 56,982 17,265 69.70
6001 Overtime 4,970.07 20,690.00 0 (20,690) 0 (20,690) 0.00
6002 Standby Time 496.44 4,127.28 0 (4,127) 0 (4,127) 0.00
6100 Medicare 142.31 972.24 736 (236) 736 (236) 132.10
6102 Workers'Compensation 1,265.60 9,009.95 9,052 42 9,052 42 99.54
6201 Retirement Benefits 903.13 6,049.51 3,664 (2,385) 3,664 (2,385) 165.10
6202 Health Insurance 4,147.31 30,173.73 28,948 0,226) 28,948 (1,226) 104.23
Total Personnel Costs: $ 15,618.94 $ 110,739.79 $ 99,382 $ (11,357) $ 99,382 $ (11,357) $ 111.43
Non-Personnel Costs:
7002 Postage and Freight 48.00 2,986.63 4,000 1,013 4,000 1,013 74.67
7009 Contracted Services 18,307.83 38,201.29 15,000 (23,201) 15,000 (23,201) 254.68
7211 Gas&Lube 4,053.53 4,599.41 20,000 15,401 20,000 15,401 23.00
7213 Safety Equipment 0.00 16.88 500 483 500 483 3.38
7215 Operating Supplies 7,781.92 52,602.36 40,000 (12,602) 40,000 (12,602) 131.51
7216 Maintenance&Repair 2,723.96 18,625.83 30,000 11,374 30,000 11,374 62.09
7217 Small Tools&Equipment 184.41 240.11 500 260 500 260 48.02
7300 Advertising 0.00 0.00 300 300 300 300 0.00
7302 Travel&Subsistence 0.00 22.68 750 727 750 727 3.02
7303 Education&Training 0.00 0.00 750 750 750 750 0.00
7810 Miscellaneous Expense 243.04 359.49 600 241 600 241 59.92
8103 Capital Equipment 0.00 8,500.0D D (8,500) 0 (8.500) 0.00
Total Non-Personnel Costs: $ 33,342.69 $ 126,154.68 $ 112,400 $ (13,754) $ 112,400 $ (13,754) $ 112.24
Total Expenditures $ 48,961.63 $ 236,894.47 $ 211,782 $ (25,111) $ 211,782 $ (25,111) $ 111.86
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 22
General Fund City Shop g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 12,301.13 120,160.96 142,076 21,915 142,076 21,915 84.57
6001 Overtime 3,365.19 6,066.66 0 (6,067) 0 (6,067) 0.00
6002 Standby Time 629.46 1,683.81 0 (1,684) 0 (1,684) 0.00
6100 Medicare 228.23 1,936.14 1,568 (368) 1,568 (368) 123.48
6102 Workers'Compensation 1,360.05 13,116.83 11,360 (1,757) 11,360 (1,757) 115.47
6200 Leave Time 779.67 8,570.70 7,498 (1,073) 7,498 (1,073) 114.31
6201 Retirement Benefits 1,433.31 11,766.19 9,478 (2,288) 9,478 (2,288) 124.14
6202 Health Insurance 5,453.14 59,446.93 52,856 (6,591) 52,856 (6.591) 112.47
Total Personnel Costs: $ 25,550.18 $ 222,748.22 $ 224,836 $ 2,087 $ 224,836 $ 2,087 $ 99.07
Non-Personnel Costs:
7001 Communications 700.83 8,743.05 8,000 (743) 8,000 (743) 109.29
7002 Postage and Freight 113.00 1,230.00 1,500 270 1,500 270 82.00
7004Insurance 0.00 6,099.35 6,500 401 6,500 401 93.84
7009 Contracted Services 624.23 2,652.74 2,000 (653) 2,000 (653) 132.64
7011 Testing 0.00 105.95 0 (106) 0 (106) 0.00
7015 Utilities 2,642.61 31,848.58 33,000 1,151 33,000 1,151 96.51
7016 Heating Fuel 3,402.30 16,627.47 17,000 373 17,000 373 97.81
7211 Gas&Lube 1,789.90 10,305.09 6,000 (4,305) 6,000 (4,305) 171.75
7213 Safety Equipment 14.99 1,370.49 1,800 430 1,800 430 76.14
7214 Janitorial Supplies 0.00 43.07 0 (43) 0 (43) 0.00
7215 Operating Supplies 6,227.78 37,227.80 35,000 (2,228) 35,000 (2,228) 106.37
7216 Maintenance&Repair 538.16 3,946.38 5,000 1,054 5,000 1,054 78.93
7217 Small Tools&Equipment 3,299.95 9,665.21 7,500 (2,165) 7,500 (2,165) 128.87
7301 Subscriptions&Dues 139.00 441.47 2,000 1,559 2,000 1,559 22.07
7302 Travel&Subsistence 0.00 524.94 1,000 475 1,000 475 52.49
7303 Education&Training 0.00 0.00 1,000 1,000 1,000 1,000 0.00
7810 Miscellaneous Expense 233.99 450.68 1,000 549 1,000 549 45.07
8102 Buildings 0.00 3,300.00 0 (3,300) 0 (3,300) 0.00
8103 Capital Equipment 8,500.00 14,618.31 0 (14,618) 0 (14,618) 0.00
Total Non-Personnel Costs: $ 28,226.74 $ 149,200.59 $ 128,300 $ (20,899) $ 128,300 $ (20.899) $ 116.29
Total Expenditures $ 53,776.92 $ 371,948.81 $ 353,136 $ (18,812) $ 353,136 $ (18,812) $ 105.33
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 23
General Fund City Hall D
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 4,437.74 59,056.56 76,018 16,961 76,018 16,961 77.69
6001 Overtime 161.62 190.14 0 (190) 0 (190) 0.00
6100 Medicare 62.08 885.47 1,360 475 1,360 475 65.11
6102 Workers'Compensation 683.29 8,662.45 9,278 616 9,278 616 93.37
6200 Leave Time 381.33 6,423.88 7,920 1,496 7,920 1,496 81.11
6201 Retirement Benefits 405.07 5,608.38 6,623 1,015 6,623 1,015 84.67
6202 Health Insurance 3,278.78 45,738.99 47,141 1,402 47,141 1,402 97.03
Total Personnel Costs: $ 9,409.91 $ 126,565.87 $ 148,340 $ 21,775 $ 148,340 $ 21,775 $ 85.32
Non-Personnel Costs:
7001 Communications 61.11 736.51 800 63 SOD 63 92.06
7002 Postage and Freight 0.00 18.00 200 182 200 182 9.00
7004Insurance 0.00 7,973.39 8,500 527 8,500 527 93.80
7009 Contracted Services 1,934.93 6,900.18 14,000 7,100 14,000 7,100 49.29
7015 Utilities 5,805.99 58,643.69 66,000 7,356 66,000 7,356 88.85
7016 Heating Fuel 3,228.16 13,795.23 16,000 2,205 16,000 2,205 86.22
7211 Gas&Lube 69.19 667.78 800 132 800 132 83.47
7213 Safety Equipment 11.38 155.12 250 95 250 95 62.05
7215 Operating Supplies 54.14 2,859.00 8,000 5,141 8,000 5,141 35.74
7216 Maintenance&Repair 52.99 576.50 10,000 9,424 10,000 9,424 5.77
7217 Small Tools&Equipment 0.00 779.78 500 (280) 500 (280) 155.96
7302 Travel&Subsistence 0.00 0.00 600 600 600 600 0.00
7303 Education&Training 0.00 0.00 600 600 600 600 0.00
7810 Miscellaneous Expense 0.00 168.97 250 81 250 81 67.59
8102 Buildings 0.00 3,520.0D D (3520) 0 (3,520) 0.00
Total Non-Personnel Costs: $ 11,217.89 $ 96,794.13 $ 126,500 $ 29,706 $ 126,500 $ 29,706 $ 76.52
Total Expenditures $ 20,627.80 $ 223,360.00 $ 274,840 $ 51,481 $ 274,840 $ 51,481 $ 81.27
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 24
General Fund Community Center Building g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00
Non-Personnel Costs:
7004Insurance 0.00 3,200.76 3,800 599 3,800 599 84.23
7009 Contracted Services 554.75 5,028.75 3,000 (2,029) 3,000 (2,029) 167.63
7015 Utilities 926.28 11,106.12 12,000 894 12,000 894 92.55
7016 Heating Fuel 1,039.28 5,356.21 5,500 144 5,500 144 97.39
7215 Operating Supplies 0.00 831.06 800 (31) SOD (31) 103.88
7216 Maintenance&Repair 8.99 2,550.93 4,000 1,449 4,000 1,449 63.77
7810 Miscellaneous Expense 0.00 0.00 250 250 250 250 0.00
8102 Buildings 4,140.O0 4,140.OD D 0,140) 0 (4,140) 0.00
Total Non-Personnel Costs: $ 6,669.3D $ 32,213.83 $ 29,350 $ (2,864) $ 29,350 $ (2,864) $ 109.76
Total Expenditures $ 6,669.3D $ 32,213.83 $ 29,350 $ (2,864) $ 29,350 $ (2,864) $ 109.75
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 25
General Fund City Hall Annex g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 0.00 0.00 600 600 600 600 0.00
6100 Medicare 0.00 0.00 45 45 45 45 0.00
6102 Workers'Compensation 0.00 0.00 80 80 80 80 0.00
Total Personnel Costs: $ 0.00 $ 0.00 $ 725 $ 725 $ 725 $ 725 $ 0.00
Non-Personnel Costs:
7004Insurance 0.00 1,962.42 2,500 538 2,500 538 78.50
7009 Contracted Services 595.93 732.52 10,000 9,267 10,000 9,267 7.33
7015 Utilities 1,024.72 12,836.01 12,000 (836) 12,000 (836) 106.97
7016 Heating Fuel 706.30 3,514.12 6,000 2,486 6,000 2,486 58.57
7213 Safety Equipment 0.00 1,255.20 250 (1,005) 250 (1,005) 502.08
7215 Operating Supplies 0.00 2,676.11 1,000 (1,676) 1,000 (1,676) 267.61
7216 Maintenance&Repair 0.00 2,362.99 2,000 (363) 2,000 (363) 118.15
8102 Buildings 0.00 10,400.00 0 (10,400) 0 (10,400) 0.00
Total Non-Personnel Costs: $ 2,326.95 $ 35,739.37 $ 33,750 $ 0,989) $ 33,750 $ (1,989) $ 105.89
Total Expenditures $ 2,326.95 $ 35,739.37 $ 34,475 $ (1,264) $ 34,475 $ (1,264) $ 103.67
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 26
General Fund Parks&Rec-Administration
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 11,371.91 93,127.48 97,242 4,115 97,242 4,115 95.77
6001 Overtime 0.00 58.48 0 (58) 0 (58) 0.00
6100 Medicare 174.52 1,603.20 1,461 (142) 1,461 (142) 109.73
6102 Workers'Compensation 130.10 1,168.81 1,015 (154) 1,015 (154) 115.15
6200 Leave Time 1,054.63 12,777.32 12,409 (368) 12,409 (368) 102.97
6201 Retirement Benefits 1,105.07 9,321.51 8,830 (492) 8,830 (492) 105.57
6202 Health Insurance (2,361.85) 33,488.42 32,285 0,203) 32,285 (1,203) 103.73
Total Personnel Costs: $ 11,474.38 $ 151,545.22 $ 153,242 $ 1,698 $ 153,242 $ 1,698 $ 98.89
Non-Personnel Costs:
7001 Communications 458.23 5,732.94 6,000 267 6,000 267 95.55
7002 Postage and Freight 0.00 132.83 996 863 996 863 13.34
7004Insurance 0.00 1,643.34 2,000 357 2,000 357 82.17
7009 Contracted Services 20.00 1,200.29 500 (700) 500 (700) 240.06
7010 Engineering 0.00 0.00 2,000 2,000 2,000 2,000 0.00
7011 Testing 0.00 258.29 200 (58) 200 (58) 129.15
7212 Uniform Allowance 0.00 214.95 200 (15) 200 (15) 107.48
7213 Safety Equipment 0.00 0.00 50 50 50 50 0.00
7215 Operating Supplies (17.31) 7,782.28 4,000 (3,782) 4,000 (3,782) 194.56
7216 Maintenance&Repair 0.00 0.00 250 250 250 250 0.00
7217 Small Tools&Equipment 0.00 220.01 0 (220) 0 (220) 0.00
7300 Advertising 0.00 562.49 2,000 1,438 2,000 1,438 28.12
7301 Subscriptions&Dues (199.00) 1,541.50 600 (942) 600 (942) 256.92
7302 Travel&Subsistence 0.00 1,066.63 1,000 (67) 1,000 (67) 106.66
7303 Education&Training 0.00 0.00 900 900 900 900 0.00
7810 Miscellaneous Expense 0.00 497.12 200 (297) 200 (297) 248.56
Total Non-Personnel Costs: $ 261.92 $ 20,852.65 $ 20,896 $ 44 $ 20,896 $ 44 $ 99.79
Total Expenditures $ 11,736.30 $ 172,397.87 $ 174,138 $ 1,742 $ 174,138 $ 1,742 $ 99.00
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 27
General Fund Parks&Rec-Parks Maintenance
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 8,344.94 91,348.99 103,346 11,997 103,346 11,997 88.39
6001 Overtime 822.58 6,645.77 0 (6,646) 0 (6,646) 0.00
6100 Medicare 492.93 5,573.80 5,277 (297) 5,277 (297) 105.62
6101 Unemployment Insurance 0.00 1,889.68 0 (1,890) 0 (1,890) 0.00
6102 Workers'Compensation 1,200.48 13,136.37 14,441 1,305 14,441 1,305 90.97
6200 Leave Time (31.08) 7,742.07 5,112 (2,630) 5,112 (2,630) 151.45
6201 Retirement Benefits 292.95 2,557.18 3,652 1,095 3,652 1,095 70.02
6202 Health Insurance 1,873.56 17,533.37 25,714 8,181 25,714 8,181 68.19
Total Personnel Costs: $ 12,996.36 $ 146,427.23 $ 157,542 $ 11,115 $ 157,542 $ 11,115 $ 92.94
Non-Personnel Costs:
7001 Communications 11.54 208.08 2,000 1,792 2,000 1,792 10.40
7002 Postage and Freight 275.00 600.00 1,000 400 1,000 400 60.00
7004Insurance 0.00 10,620.15 9,500 (1,120) 9,500 (1,120) 111.79
7009 Contracted Services 722.21 3,191.97 5,000 1,808 5,000 1,808 63.84
7011 Testing 20.00 1,208.45 1,200 (8) 1,200 (8) 100.70
7015 Utilities 1,186.98 20,443.85 21,000 556 21,000 556 97.35
7016 Heating Fuel 263.94 1,028.82 900 (129) 900 (129) 114.31
7017 Rents&Leases 0.00 0.00 3,000 3,000 3,000 3,000 0.00
7210 Vehicle Supplies 0.00 2,202.85 1,000 (1,203) 1,000 (1,203) 220.29
7211 Gas&Lube 582.01 7,244.13 6,500 (744) 6,500 (744) 111.45
7212 Uniform Allowance 54.95 674.25 600 (74) 600 (74) 112.38
7213 Safety Equipment 299.36 1,267.77 1,200 (68) 1,200 (68) 105.65
7214 Janitorial Supplies 0.00 2,310.42 1,300 (1,010) 1,300 (1,010) 177.72
7215 Operating Supplies 1,820.43 13,144.12 5,000 (8,144) 5,000 (8,144) 262.88
7216 Maintenance&Repair 2,585.02 15,706.60 15,000 (707) 15,000 (707) 104.71
7217 Small Tools&Equipment 384.16 7,116.89 6,000 (1,117) 6,000 (1,117) 118.61
7300 Advertising 235.20 675.13 1,350 675 1,350 675 50.01
7301 Subscriptions&Dues 0.00 380.45 100 (280) 100 (280) 380.45
7302 Travel&Subsistence 11.11 899.45 1,500 601 1,500 601 59.96
7303 Education&Training 0.00 849.00 600 (249) 600 (249) 141.50
7304 Equipment Rent 522.37 2,409.80 2,500 90 2,500 90 96.39
7810 Miscellaneous Expense 0.00 91.48 1,500 1,409 1,500 1,409 6.10
8103 Capital Equipment 0.00 16,572.20 10,000 (6,572) 10,000 (6.572) 165.72
Total Non-Personnel Costs: $ 8,974.28 $ 108,845.87 $ 97,750 $ (11,094) $ 97,750 $ (11,094) $ 111.35
Total Expenditures $ 21,970.64 $ 255,273.10 $ 255,292 $ 21 $ 255,292 $ 21 $ 99.99
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 28
General Fund Parks&Rec-Campgrounds
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 2,717.26 106,330.44 113,937 7,606 113,937 7,606 93.32
6001 Overtime 570.70 16,905.05 0 (16,905) 0 (16,905) 0.00
6100 Medicare 90.72 5,728.01 5,428 (300) 5,428 (300) 105.53
6101 Unemployment Insurance 0.00 0.00 600 600 600 600 0.00
6102 Workers'Compensation 409.11 15,119.26 15,277 158 15,277 158 98.97
6200 Leave Time 301.52 3,067.73 2,822 (246) 2,822 (246) 108.71
6201 Retirement Benefits 226.06 5,287.13 4,565 (722) 4,565 (722) 115.81
6202 Health Insurance 1,464.57 32,587.01 33,713 1,126 33,713 1,126 96.66
Total Personnel Costs: $ 5,779.94 $ 185,024.63 $ 176,342 $ (8,683) $ 176,342 $ (8,683) $ 104.92
Non-Personnel Costs:
7001 Communications 688.05 5,388.30 5,000 (388) 5,000 (388) 107.77
7002 Postage and Freight 0.00 1,270.11 600 (670) 600 (670) 211.69
7003 Bank and Credit Card Fees 0.00 18,880.13 18,000 (880) 18,000 (880) 104.89
7004Insurance 0.00 2,471.13 2,400 (71) 2,400 (71) 102.96
7009 Contracted Services 1,592.60 31,419.81 25,000 (6,420) 25,000 (6,420) 125.68
7011 Testing 0.00 433.66 900 466 900 466 48.18
7012 Other Special Services 0.00 3,200.00 0 (3,200) 0 (3,200) 0.00
7015 Utilities 758.15 113,784.17 133,000 19,216 133,000 19,218 85.55
7016 Heating Fuel 0.00 0.00 300 300 300 300 0.00
7017 Rents&Leases 0.00 0.00 5,000 5,000 5,000 5,000 0.00
7210 Vehicle Supplies 0.00 162.64 1,500 1,337 1,500 1,337 10.84
7211 Gas&Lube 504.71 5,871.01 6,000 129 6,000 129 97.85
7212 Uniform Allowance 54.95 731.88 1,200 468 1,200 468 60.99
7213 Safety Equipment 30.19 799.52 1,100 300 1,100 300 72.69
7214 Janitorial Supplies 0.00 9,031.80 7,000 (2,032) 7,000 (2,032) 129.03
7215 Operating Supplies 998.01 26,019.82 16,000 (10,020) 16,000 (10,020) 162.62
7216 Maintenance&Repair 294.76 15,014.15 14,000 (1,014) 14,000 (1,014) 107.24
7217 Small Tools&Equipment 0.00 4,834.45 2,000 (2,834) 2,000 (2,834) 241.72
7300 Advertising 235.20 1,840.07 3,500 1,660 3,500 1,660 52.57
7301 Subscriptions&Dues (104.00) 2,901.00 7,300 4,399 7,300 4,399 39.74
7302 Travel&Subsistence (0.30) 949.25 1,000 51 1,000 51 94.93
7303 Education&Training 0.00 0.00 2,000 2,000 2,000 2,000 0.00
7304 Equipment Rent 0.00 882.40 1,000 118 1,000 118 88.24
7810 Miscellaneous Expense 0.00 141.24 0 (141) 0 041) 0.00
Total Non-Personnel Costs: $ 5,052.32 $ 246,026.64 $ 253,800 $ 7,774 $ 253,800 $ 7,774 $ 96.94
Total Expenditures $ 10,832.26 $ 431,051.27 $ 430,142 $ (909) $ 430,142 $ (909) $ 100.21
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 29
General Fund Parks&Rec-Cemetery g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 41.78 4,788.54 4,444 (345) 4,444 (345) 107.76
6001 Overtime 0.00 384.39 0 (384) 0 (384) 0.00
6100 Medicare 3.20 374.11 66 (308) 66 (308) 566.83
6102 Workers'Compensation 5.70 687.31 635 (52) 635 (52) 108.24
6201 Retirement Benefits 0.00 30.46 397 367 397 367 7.67
6202 Health Insurance 0.00 241.70 2,857 2,615 2,857 2,615 8.46
Total Personnel Costs: $ 50.68 $ 6,506.51 $ 8,399 $ 1,893 $ 8,399 $ 1,893 $ 77.47
Non-Personnel Costs:
7004Insurance 0.00 101.56 100 (2) 100 (2) 101.66
7009 Contracted Services 0.00 500.00 33,000 32,500 33,000 32,500 1.52
7015 Utilities 0.00 276.56 0 (277) 0 (277) 0.00
7211 Gas&Lube 0.00 0.00 500 500 500 500 0.00
7215 Operating Supplies 220.73 2,349.84 1,500 (850) 1,500 (850) 156.66
7216 Maintenance&Repair 0.00 1,815.15 2,000 185 2,000 185 90.76
7217 Small Tools&Equipment 0.00 0.00 2,000 2,000 2,000 2,000 0.00
8103 Capital Equipment 0.00 8,458.04 0 (8,458) 0 (8,458) 0.00
Total Non-Personnel Costs: $ 220.73 $ 13,501.26 $ 39,100 $ 25,598 $ 39,100 $ 25,598 $ 34.53
Total Expenditures $ 271.41 $ 20,007.77 $ 47,499 $ 27,491 $ 47,499 $ 27,491 $ 42.12
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 30
General Fund Parks&Rec-Sports&Recreation
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 7,486.69 69,111.24 84,155 15,044 84,155 15,044 82.12
6001 Overtime 105.44 10,216.54 0 (10,217) 0 (10,217) 0.00
6100 Medicare 183.27 2,612.55 2,465 (148) 2,465 (148) 105.99
6101 Unemployment Insurance 0.00 0.00 500 500 500 500 0.00
6102 Workers'Compensation 650.61 5,860.77 4,200 (1,661) 4,200 (1,661) 139.54
6200 Leave Time 512.98 5,532.23 8,439 2,907 8,439 2,907 65.56
6201 Retirement Benefits 556.32 5,282.83 6,890 1,607 6,890 1,607 76.67
6202 Health Insurance 5,684.18 43,239.98 51,713 8,473 51,713 8,473 83.62
Total Personnel Costs: $ 15,179.49 $ 141,856.15 $ 158,362 $ 16,505 $ 158,362 $ 16,505 $ 89.58
Non-Personnel Costs:
7001 Communications 369.67 3,972.20 4,200 228 4,200 228 94.58
7002 Postage and Freight 0.47 460.54 2,500 2,039 2,500 2,039 18.42
7003 Bank and Credit Card Fees 0.00 0.00 1,800 1,800 1,800 1,800 0.00
7004Insurance 0.00 2,057.33 2,500 443 2,500 443 82.29
7009 Contracted Services 10,625.00 26,576.31 10,000 (16,576) 10,000 (16,576) 265.76
7011 Testing 0.00 273.70 500 226 500 226 54.74
7017 Rents&Leases 0.00 54,400.00 60,000 5,600 60,000 5,600 90.67
7211 Gas&Lube 0.00 121.07 300 179 300 179 40.36
7212 Uniform Allowance 0.00 0.00 300 300 300 300 0.00
7213 Safety Equipment 0.00 0.00 250 250 250 250 0.00
7215 Operating Supplies 822.60 19,985.90 28,500 8,514 28,500 8,514 70.13
7216 Maintenance&Repair 0.00 616.36 400 (216) 400 (216) 154.09
7217 Small Tools&Equipment 0.00 1,449.92 2,500 1,050 2,500 1,050 58.00
7300 Advertising 35.59 1,063.23 1,000 (63) 1,000 (63) 106.32
7301 Subscriptions&Dues 30.00 257.25 200 (57) 200 (57) 128.63
7302 Travel&Subsistence 174.00 628.85 1,500 871 1,500 871 41.92
7303 Education&Training 0.00 359.00 800 441 800 441 44.88
7304 Equipment Rent 0.00 300.00 500 200 500 200 60.00
Total Non-Personnel Costs: $ 12,057.33 $ 112,521.66 $ 117,750 $ 5,229 $ 117,750 $ 5,229 $ 95.56
Total Expenditures $ 27,236.82 $ 254,377.81 $ 276,112 $ 21,734 $ 276,112 $ 21,734 $ 92.13
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 31
General Fund Parks&Rec-TYC g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 8,349.09 117,172.00 109,279 (7,893) 109,279 (7,893) 107.22
6001 Overtime 266.10 2,538.02 0 (2,538) 0 (2,538) 0.00
6100 Medicare 276.43 6,269.68 4,462 (1,808) 4,462 (1,808) 140.51
6102 Workers'Compensation 91.93 1,851.27 5,250 3,399 5,250 3,399 35.26
6200 Leave Time 447.51 4,740.33 4,990 250 4,990 250 95.00
6201 Retirement Benefits 542.31 4,445.66 5,514 1,068 5,514 1,068 80.63
6202 Health Insurance 3,573.07 29,219.83 35,713 6,493 35,713 6,493 81.82
Total Personnel Costs: $ 13,546.44 $ 166,236.79 $ 165,208 $ (1,029) $ 165,208 $ (1,029) $ 100.62
Non-Personnel Costs:
7001 Communications 755.03 7,572.53 7,500 (73) 7,500 (73) 100.97
7002 Postage and Freight 0.00 190.84 1,000 809 1,000 809 19.08
7004Insurance 0.00 2,923.91 3,250 326 3,250 326 89.97
7009 Contracted Services 2,393.64 28,303.70 15,000 (13,304) 15,000 (13,304) 188.69
7011 Testing 0.00 991.40 1,000 9 1,000 9 99.14
7012 Other Special Services 0.00 53.55 0 (54) 0 (54) 0.00
7211 Gas&Lube 91.83 1,195.68 1,600 404 1,600 404 74.73
7212 Uniform Allowance 0.00 0.00 500 500 500 500 0.00
7213 Safety Equipment 0.00 86.91 300 213 300 213 28.97
7214 Janitorial Supplies 35.78 35.78 800 764 800 764 4.47
7215 Operating Supplies 1,393.77 19,357.60 18,000 (1,358) 18,000 (1,358) 107.54
7216 Maintenance&Repair 0.00 13.81 1,500 1,486 1,500 1,486 0.92
7217 Small Tools&Equipment 0.00 0.00 1,000 1,000 1,000 1,000 0.00
7300 Advertising 0.00 494.74 1,800 1,305 1,800 1,305 27.49
7301 Subscriptions&Dues 0.00 0.00 300 300 300 300 0.00
7302 Travel&Subsistence (11.95) 953.52 1,200 246 1,200 246 79.46
7303 Education&Training 0.00 933.95 5,750 4,816 5,750 4,816 16.24
7304 Equipment Rent 170.00 170.00 0 (170) 0 (170) 0.00
7810 Miscellaneous Expense (666.65) (666.65} 0 667 0 667 0.00
Total Non-Personnel Costs: $ 4,161.45 $ 62,611.27 $ 60,500 $ (2.114) $ 60,500 $ (2,114) $ 103.49
Total Expenditures $ 17,707.89 $ 228,848.06 $ 225,708 $ (3,143) $ 225,708 $ (3,143) $ 101.39
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 32
General Fund Parks&Rec-The Rec Room
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 4,031.43 37,371.86 48,891 11,520 48,891 11,520 76.44
6001 Overtime 266.84 3,859.73 0 (3,860) 0 (3,860) 0.00
6100 Medicare 57.09 1,009.20 703 (306) 703 (306) 143.56
6102 Workers'Compensation 453.20 2,248.10 494 (1,754) 494 (1,754) 455.08
6200 Leave Time 254.15 688.94 2,894 2,205 2,894 2,205 23.81
6201 Retirement Benefits 379.54 3,068.32 4,250 1,182 4,250 1,182 72.20
6202 Health Insurance 3,885.60 26,774.32 35,713 8,939 35,713 8,939 74.97
Total Personnel Costs: $ 9,327.85 $ 75,020.47 $ 92,945 $ 17,926 $ 92,945 $ 17,925 $ 80.71
Non-Personnel Costs:
7001 Communications 0.00 0.00 300 300 300 300 0.00
7002 Postage and Freight 0.00 0.00 200 200 200 200 0.00
7004Insurance 0.00 1,156.83 900 (257) 900 (257) 128.54
7009 Contracted Services 2,040.89 19,823.48 13,000 (6,823) 13,000 (6,823) 152.49
7011 Testing 0.00 224.00 200 (24) 200 (24) 112.00
7017 Rents&Leases 0.00 70.00 0 (70) 0 (70) 0.00
7211 Gas&Lube 0.00 0.00 300 300 300 300 0.00
7212 Uniform Allowance 0.00 109.90 300 190 300 190 36.63
7213 Safety Equipment 0.00 0.00 300 300 300 300 0.00
7214 Janitorial Supplies 0.00 0.00 1,200 1,200 1,200 1,200 0.00
7215 Operating Supplies 458.79 3,036.62 4,000 963 4,000 963 75.92
7216 Maintenance&Repair 190.08 595.38 500 (95) 500 (95) 119.08
7300 Advertising 0.00 1,471.50 400 (1,072) 400 (1,072) 367.88
7302 Travel&Subsistence 0.00 120.11 900 780 900 780 13.35
Total Non-Personnel Costs: $ 2,689.76 $ 26,607.82 $ 22,500 $ (4,108) $ 22,500 $ (4,108) $ 118.26
Total Expenditures $ 12,017.61 $ 101,628.29 $ 115,445 $ 13,818 $ 115,445 $ 13,818 $ 88.03
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 33
General Fund Library/Museum g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6000 Salaries 18,779.60 198,599.44 237,034 38,435 237,034 38,435 83.79
6001 Overtime 0.00 35.61 0 (36) 0 (36) 0.00
6100 Medicare 389.60 3,813.51 4,457 643 4,457 643 85.56
6101 Unemployment Insurance 0.00 0.00 1,000 1,000 1,000 1,000 0.00
6102 Workers'Compensation 225.54 2,152.24 2,453 301 2,453 301 87.74
6200 Leave Time 1,625.92 16,834.89 18,818 1,983 18,818 1,983 89.46
6201 Retirement Benefits 1,939.19 16,844.73 19,746 2,901 19,746 2,901 85.31
6202 Health Insurance 12,164.63 99,982.06 114,283 14,301 114,283 14,301 87.49
Total Personnel Costs: $ 35,124.48 $ 338,262.48 $ 397,791 $ 59,528 $ 397,791 $ 59,528 $ 85.04
Non-Personnel Costs:
7001 Communications 1,137.80 13,682.36 20,000 6,318 20,000 6,318 68.41
7002 Postage and Freight 561.11 7,021.39 8,000 979 8,000 979 87.77
7004Insurance 0.00 10,932.69 12,000 1,067 12,000 1,067 91.11
7009 Contracted Services 8,623.50 57,449.46 57,760 311 57,760 311 99.46
7011 Testing 0.00 433.05 800 367 800 367 54.13
7012 Other Special Services 4,541.74 10,754.41 9,000 (1,754) 9,000 (1,754) 119.49
7015 Utilities 5,206.59 59,722.09 48,000 (11,722) 48,000 (11,722) 124.42
7016 Heating Fuel 507.83 3,461.12 12,000 8,539 12,000 8,539 28.84
7017 Rents&Leases 74.03 860.37 2,400 1,540 2,400 1,540 35.85
7201 Library Books 896.43 9,780.37 17,000 7,220 17,000 7,220 57.53
7202 Library Periodicals 0.00 1,850.25 3,000 1,150 3,000 1,150 61.68
7203 Library Standing Orders 0.00 941.32 4,000 3,059 4,000 3,059 23.53
7204 Library Non-Print 240.31 3,568.57 4,000 431 4,000 431 89.21
7205 Library Electronic Materials 0.00 0.00 4,500 4,500 4,500 4,500 0.00
7208 Museum Collection Supplies 0.00 2,027.90 1,200 (828) 1,200 (828) 168.99
7211 Gas&Lube 0.00 98.98 0 (99) 0 (99) 0.00
7214 Janitorial Supplies 835.93 4,473.19 4,076 (397) 4,076 (397) 109.74
7215 Operating Supplies 2,590.70 17,097.57 12,000 (5,098) 12,000 (5,098) 142.48
7216 Maintenance&Repair 1,056.17 4,092.94 13,300 9,207 13,300 9,207 30.77
7217 Small Tools&Equipment 6,185.35 6,327.33 7,397 1,070 7,397 1,070 85.54
7300 Advertising 234.00 3,512.31 3,000 (512) 3,000 (512) 117.08
7301 Subscriptions&Dues 488.00 973.00 2,400 1,427 2,400 1,427 40.54
7302 Travel&Subsistence 1,209.41 5,951.42 10,576 4,725 10,676 4,725 55.75
7303 Education&Training 367.80 1,697.80 4,496 2,798 4,496 2,798 37.76
7304 Equipment Rent 0.00 2,857.97 4,000 1,142 4,000 1,142 71.45
7810 Miscellaneous Expense 0.00 2,224.75 500 0,725) 500 (1,725) 444.95
Total Non-Personnel Costs: $ 34,756.70 $ 231,792.61 $ 265,505 $ 33,715 $ 265,505 $ 33,715 $ 87.30
Total Expenditures $ 69,881.18 $ 570,055.09 $ 663,296 $ 93,243 $ 663,296 $ 93,243 $ 85.94
PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department
Run:2/15/2019 at 7:15 PM City of Seward Page: 34
General Fund Debt Service g
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Total Expenditures
Personnel Costs:
6201 Retirement Benefits 54,114.36 522,445.61 539,525 17,079 539,525 17,079 96.83
6209 Contra-Retirement PERS DC Forfeitures (8,713.21) (54,917.13} 0 54,917 0 54,917 0.00
Total Personnel Costs: $ 45,401.15 $ 467,528.48 $ 539,525 $ 71,996 $ 539,525 $ 71,995 $ 86.66
Non-Personnel Costs:
8012 Debt Service Interest Expense 0.00 253,756.26 253,756 0 253,756 0 100.00
8300 Debt Service Principal 0.00 200,000.00 310,784 110,784 310,784 110,784 64.35
Total Non-Personnel Costs: $ O.0 $ 453,756.26 $ 564,540 $ 110,784 $ 564,540 $ 110,784 $ 80.38
Total Expenditures $ 45,401.15 $ 921,284.74 $ 1,104,065 $ 182,780 $ 1,104,065 $ 182,780 $ 83.44
Monthly Budget-to-Actual Revenue Report--By Fund
Run:2/15/2019 at 7:08 PM City of Seward Page: 3
Harbor Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual
Month Actual Budget Budget Budget Budget Budget
Revenues
5000 Land Rents&Leases 7,826 395,097 394,715 382 394,715 382 100.10
5001 Land Lease Credits 0 0 (30,000) 30,000 (30,000) 30,000 0.00
5100 Transient Moorage 27,823 624,516 575,000 49,516 575,000 49,516 108.61
5101 Moorage 1,595 1,141,340 1,150,000 (8,660) 1,150,000 (8,660) 99.25
5102 Wharfage 1,032 77,252 48,000 29,252 48,000 29,252 160.94
5103 Boat Lift Fees 0 100,158 117,325 (17,167) 117,325 (17,167) 85.37
5105 Harbor Power Sales 32,455 380,504 372,665 7,839 372,665 7,839 102.10
5150 Shower Fees 492 14,909 15,000 (91) 15,000 (91) 99.39
5153 Fuel Pumping Fee 0 37,714 20,500 17,214 20,500 17,214 183.97
5154 Waiting List Fees 189 8,285 7,885 400 7,885 400 105.07
5155 Towing Fees 158 1,365 900 465 900 465 151.67
5156 Pumping Boats 0 189 300 (111) 300 (111) 63.00
5157 North Harbor Launch Fee 0 30,893 33,750 (2,857) 33,750 (2,857) 91.53
5158 South Harbor Launch Fee 0 10,070 20,460 (10,390) 20,460 (10,390) 49.22
5800 Labor&Services 3,131 8,258 5,500 2,758 5,500 2,758 150.14
5890 Collection of Doubtful Accounts 0 400 1,200 (800) 1,200 (800) 33.33
5899 Miscellaneous Revenue 94 539 1,000 (461) 1,000 (461) 53.88
5901 EF Investment Interest 0 36,902 5,000 31,902 5,000 31,902 738.05
5905 EF Penalties and Interest 2,051 16,448 10,000 6,448 10,000 6,448 164.48
5940 Amortization of Contributions-in-Aid 94,723 1,136,677 1,136,678 (1) 1,136,678 (1) 100.00
5941 Amortization of Bond Premiums 0 0 43,172 (43,172) 43,172 (43.172) 0.00
Total Revenues $ 171,569 $ 4,021,516 $ 3,929,050 $ 92,466 $ 3,929,050 $ 92,466 $ 102.35
Monthly Budget Expenditure Report by Fund
Run:2/15/2019 at 7:13 PM City of Seward Page: 3
Harbor Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Expenditures
Personnel Costs:
6000 Salaries 49,874 498,091 539,786 41,695 539,786 41,695 92.28
6001 Overtime 2,509 28,176 40,253 12,077 40,253 12,077 70.00
6002 Standby Time 1,420 13,182 11,468 (1,714) 11,468 (1,714) 114.94
6100 Medicare 910 9,449 9,953 504 9,953 504 94.93
6101 Unemployment Insurance 0 956 500 (456) 500 (456) 191.19
6102 Workers'Compensation 3,904 38,664 37,589 (1,075) 37,589 (1,075) 102.86
6200 Leave Time 3,299 57,899 58,942 1,043 58,942 1,043 98.23
6201 Retirement Benefits 13,401 125,828 141,996 16,168 141,996 16,168 88.61
6202 Health Insurance 31,011 280,688 286,907 6,219 286,907 6,219 97.83
6209 Contra-Retirement PERS DC Forfeitures 0,223) (8,646) 0 8,646 0 8,646 0.00
Total Personnel Costs: $ 105,105 $ 1,044,287 $ 1,127,394 $ 83,107 $ 1,127,394 $ 83,107 $ 92.63
Non-Personnel Costs:
7001 Communications 1,352 12,748 13,000 252 13,000 252 98.06
7002 Postage and Freight 510 4,985 9,500 4,515 9,500 4,515 52.47
7003 Bank and Credit Card Fees 4,070 62,834 51,000 (11,834) 51,000 (11,834) 123.20
7004Insurance 43 93,052 82,300 (10,752) 82,300 (10,752) 113.06
7006 Legal 1,500 2,327 10,000 7,673 10,000 7,673 23.27
7008 CY Legal Recovery 0 (882) 0 882 0 882 0.00
7009 Contracted Services 6,204 55,902 94,320 38,418 94,320 38,418 59.27
7011 Testing 20 719 1,000 281 1,000 281 71.87
7015 Utilities 8,812 113,959 123,600 9,641 123,600 9,641 92.20
7016 Heating Fuel 1,418 8,939 10,000 1,061 10,000 1,061 89.39
7100 General Power for Resale 14,658 262,389 306,300 43,911 306,300 43,911 85.66
7211 Gas&Lube 1,925 14,778 18,500 3,722 18,500 3,722 79.88
7212 Uniform Allowance 0 1,075 0 (1,075) 0 (1,075) 0.00
7213 Safety Equipment 1,410 6,341 7,500 1,159 7,500 1,159 84.55
7214 Janitorial Supplies 28 8,867 11,000 2,133 11,000 2,133 80.61
7215 Operating Supplies 3,704 14,970 36,000 21,030 36,000 21,030 41.58
7216 Maintenance&Repair 4,129 37,128 52,000 14,872 52,000 14,872 71.40
7217 Small Tools&Equipment 993 6,321 17,500 11,179 17,500 11,179 36.12
7300 Advertising 235 2,891 5,000 2,109 5,000 2,109 57.83
7301 Subscriptions&Dues 0 1,229 1,500 271 1,500 271 81.90
7302 Travel&Subsistence 1,755 9,138 10,000 862 10,000 862 91.38
7303 Education&Training 0 588 4,000 3,313 4,000 3,313 17.19
7304 Equipment Rent 0 1,330 2,000 670 2,000 670 66.52
7321 Harbor General Indirect Costs 39,021 468,251 468,251 0 468,251 0 100.00
7322 Harbor Admin Indirect Costs 38,362 460,338 460,337 (1) 460,337 (1) 100.00
7324 Gen Fund Indirect Costs 29,973 359,680 359,680 0 359,680 0 100.00
7325 Harbor Internal Cost Allocation (88,195) (1,058,334) (1,058,334) 0 (1,058,334) 0 100.00
7330 P.I.L.T. 5,357 194,911 189,558 (5,353) 189,558 (5,353) 102.82
7331 Reclass PILT to Transfer-Out (5,357) (194,911) (189,558) 5,353 (189,558) 5,353 102.82
7808 Bad Debt Expense 0 0 12,000 12,000 12,000 12,000 0.00
7810 Miscellaneous Expense 353 515 3,500 2,985 3,500 2,985 14.72
7900 Depreciation Expense 149,173 1,790,077 1,789,143 (934) 1,789,143 (934) 100.05
8012 Debt Service Interest Expense 0 177,900 224,525 46,625 224,525 46,625 79.23
Monthly Budget Expenditure Report by Fund
Run:2/15/2019 at 7:13 PM City of Seward Page: 4
Harbor Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
8103 Capital Equipment 0 4,006 0 (4,006) 0 (4,006) 0.00
8104 Motor Pool Rent 5,333 64,000 64,000 0 64,000 0 100.00
8300 Debt Service Principal 0 490,000 514,354 24,354 514,354 24,354 95.27
Total Non-Personnel Costs: $ 226,786 $ 3,478,161 $ 3,703,476 $ 225,315 $ 3,703,476 $ 225,315 $ 93.92
Total Expenditures $ 331,891 $ 4,522,448 $ 4,830,870 $ 308,422 $ 4,830,870 $ 308,422 $ 93.62
Monthly Budget-to-Actual Revenue Report--By Fund
Run:2/15/2019 at 7:08 PM City of Seward Page: 4
SMIC Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual
Month Actual Budget Budget Budget Budget Budget
Revenues
5000 Land Rents&Leases 0 179,519 179,745 (226) 179,745 (226) 99.87
5001 Land Lease Credits 12,515 0 0 0 0 0 0.00
5101 Moorage (405) 8,430 13,000 (4,570) 13,000 (4,570) 64.85
5102 Wharfage 0 2,666 6,250 (3,584) 6,250 (3,584) 42.65
5103 Boat Lift Fees 5,383 210,976 140,941 70,035 140,941 70,035 149.69
5104 Storage Fees 8,417 83,318 115,000 (31,682) 115,000 (31,682) 72.45
5106 SMIC Power Sales 4,050 142,096 59,000 83,096 59,000 83,096 240.84
5109 Washdown Pad Fees 0 8,004 5,200 2,804 5,200 2,804 153.92
5153 Fuel Pumping Fee 0 173 3,000 (2,827) 3,000 (2,827) 5.78
5800 Labor&Services 0 1,544 1,000 544 1,000 544 154.37
5899 Miscellaneous Revenue 116,318 439,849 0 439,849 0 439,849 0.00
5901 EF Investment Interest 0 1,749 0 1,749 0 1,749 0.00
5905 EF Penalties and Interest 520 520 0 520 0 520 0.00
5940 Amortization of Contributions-in-Aid 42,165 505,981 767,846 (261,865) 767,845 (261,865) 65.90
Total Revenues $ 188,963 $ 1,584,825 $ 1,290,982 $ 293,843 $ 1,290,982 $ 293,843 $ 122.76
Monthly Budget Expenditure Report by Fund
Run:2/15/2019 at 7:13 PM City of Seward Page: 5
SMIC Enterprise Fund 9
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Expenditures
Personnel Costs:
6000 Salaries 3,689 57,767 54,584 (3,183) 54,584 (3,183) 105.83
6001 Overtime 182 3,002 5,129 2,127 5,129 2,127 58.52
6100 Medicare 55 911 932 21 932 21 97.73
6102 Workers'Compensation 377 6,124 6,710 586 6,710 586 91.26
6201 Retirement Benefits 877 14,430 1,735 (12,695) 1,735 (12,695) 831.69
6202 Health Insurance 1,868 33,975 27,369 (6,606) 27,369 (6,606) 124.14
6209 Contra-Retirement PERS DC Forfeitures (123) (686) 0 686 0 686 0.00
Total Personnel Costs: $ 6,925 $ 115,523 $ 96,459 $ (19,064) $ 96,459 $ (19,064) $ 119.76
Non-Personnel Costs:
7001 Communications 0 0 500 500 500 500 0.00
7002 Postage and Freight (2,839) 1,442 5,500 4,058 5,500 4,058 26.21
7004Insurance 0 15,344 17,900 2,556 17,900 2,556 85.72
7006 Legal 9,047 23,679 15,000 (8,679) 15,000 (8,679) 157.86
7009 Contracted Services 74,500 93,885 99,224 5,339 99,224 5,339 94.62
7012 Other Special Services (246,563) (246,563) 0 246,563 0 246,563 0.00
7015 Utilities 1,432 14,894 17,126 2,232 17,126 2,232 86.96
7016 Heating Fuel 1,079 2,238 5,000 2,762 5,000 2,762 44.77
7100 General Power for Resale 4,915 99,221 49,000 (50,221) 49,000 (50,221) 202.49
7211 Gas&Lube 459 7,408 8,000 592 8,000 592 92.60
7215 Operating Supplies 0 474 6,000 5,526 6,000 5,526 7.91
7216 Maintenance&Repair (30,510) 7,276 36,000 28,724 36,000 28,724 20.21
7217 Small Tools&Equipment (844) 756 1,500 744 1,500 744 50.41
7300 Advertising 0 0 3,000 3,000 3,000 3,000 0.00
7321 Harbor General Indirect Costs 5,452 65,425 65,425 0 65,425 0 100.00
7322 Harbor Admin Indirect Costs 5,360 64,320 64,320 0 64,320 0 100.00
7323 SMIC General Indirect Costs 13,909 166,911 166,911 0 166,911 0 100.00
7324 Gen Fund Indirect Costs 8,000 96,004 96,004 0 96,004 0 100.00
7325 Harbor Internal Cost Allocation (13,909) (166,911) (166,911) 0 (166,911) 0 100.00
7330 P.I.L.T. (24,487) 36,577 27,396 (9,181) 27,396 (9,181) 133.51
7331 Reclass PILTto Transfer-Out 24,487 (36,577) (27,396) 9,181 (27,396) 9,181 133.51
7900 Depreciation Expense 65,289 783,463 1,018,409 234,946 1,018,409 234,946 76.93
8015 Interest Expense 0 1,296 0 (1,296) 0 (1,296) 0.00
8101 Infrastructure (95,127) 4,229 0 (4,229) 0 (4,229) 0.00
8300 Debt Service Principal 0 98,008 98,008 0 98,008 0 100.00
Total Non-Personnel Costs: $ (200.350) $ 1,132,799 $ 1,605,916 $ 473,117 $ 1,605,916 $ 473,117 $ 70.54
Total Expenditures $ (193,425) $ 1,248,322 $ 1,702,375 $ 454,053 $ 1,702,375 $ 454,053 $ 73.33
Monthly Budget-to-Actual Revenue Report--By Fund
Run:2/15/2019 at 7:08 PM City of Seward Page: 5
Parking Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual
Month Actual Budget Budget Budget Budget Budget
Revenues
5200 S.Harbor Lot 0 122,479 125,000 (2,521) 125,000 (2,521) 97.98
5201 N.Harbor Lot 0 98,513 62,000 36,513 62,000 36,513 158.89
5202 N.E.Ramp Lot 0 46,638 45,000 1,638 45,000 1,638 103.64
5204 S.Harbor Uplands Lot 0 10,972 25,000 (14,028) 25,000 (14,028) 43.89
5205 Slip Holder Parking Passes 0 27,757 24,000 3,757 24,000 3,757 115.66
5206 Employee Passes 0 11,659 9,000 2,659 9,000 2,659 129.54
5207 Miscellaneous Parking Fees 0 65 0 65 0 65 0.00
5208 S.W.Harbor Lot 0 1,280 0 1,280 0 1,280 0.00
5210 Vehicle w/Trailer 0 29,795 20,000 9,795 20,000 9,795 148.97
5211 Visitor Parking Permits 0 1,869 650 1,219 650 1,219 287.56
5212 Fines-Parking Tickets 0 2,344 2,000 344 2,000 344 117.19
5901 EF Investment Interest 0 10,186 7,000 3,186 7,000 3,186 145.52
Total Revenues $ 0 $ 363,557 $ 319,650 $ 43,907 $ 319,650 $ 43,907 $ 113.74
Monthly Budget Expenditure Report by Fund
Run:2/15/2019 at 7:13 PM City of Seward Page: 6
Parking Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Expenditures
Personnel Costs:
6000 Salaries 2,050 77,953 121,789 43,836 121,789 43,836 64.01
6001 Overtime 0 3,855 3,625 (230) 3,625 (230) 106.34
6100 Medicare 31 4,456 8,049 3,593 8,049 3,593 55.35
6101 Unemployment Insurance 0 6,213 1,500 (4,713) 1,500 (4,713) 414.18
6102 Workers'Compensation 24 4,733 1,237 (3,496) 1,237 (3,496) 382.59
6201 Retirement Benefits 188 2,670 4,779 2,109 4,779 2,109 55.87
6202 Health Insurance 7,862 13,580 5,714 (7,866) 5,714 (7,866) 237.66
Total Personnel Costs: $ 10,155 $ 113,460 $ 146,693 $ 33,233 $ 146,693 $ 33,233 $ 77.35
Non-Personnel Costs:
7001 Communications 220 3,121 3,200 79 3,200 79 97.52
7002 Postage and Freight 0 3,027 1,000 (2,027) 1,000 (2,027) 302.70
7003 Bank and Credit Card Fees 0 10,001 8,500 (1,501) 8,500 (1,501) 117.65
7004Insurance 0 3,182 2,500 (682) 2,500 (682) 127.26
7009 Contracted Services 0 475 4,500 4,025 4,500 4,025 10.56
7011 Testing 0 587 500 (87) 500 (87) 117.35
7012 Other Special Services 0 0 9,000 9,000 9,000 9,000 0.00
7015 Utilities 70 808 1,000 192 1,000 192 80.79
7210 Vehicle Supplies 0 1,935 4,000 2,065 4,000 2,065 48.37
7211 Gas&Lube 0 1,087 1,500 413 1,500 413 72.46
7212 Uniform Allowance 0 87 1,000 913 1,000 913 8.70
7213 Safety Equipment 0 124 1,000 876 1,000 876 12.44
7214 Janitorial Supplies 0 0 250 250 250 250 0.00
7215 Operating Supplies 0 10,628 9,000 (1,628) 9,000 (1,628) 118.09
7216 Maintenance&Repair 382 5,426 10,000 4,574 10,000 4,574 54.26
7217 Small Tools&Equipment 0 10,712 5,000 (5,712) 5,000 (5,712) 214.24
7300 Advertising 0 245 1,000 755 1,000 755 24.50
7301 Subscriptions&Dues 0 595 7,500 6,905 7,500 6,905 7.93
7302 Travel&Subsistence 0 434 3,500 3,066 3,500 3,066 12.40
7303 Education&Training 0 0 2,000 2,000 2,000 2,000 0.00
7304 Equipment Rent 0 0 2,500 2,500 2,500 2,500 0.00
7307 GF Administrative Fee 935 11,221 11,221 0 11,221 0 100.00
7330 P.I.L.T. 815 29,085 25,012 (4,073) 25,012 (4,073) 116.28
7331 Reclass PILTto Transfer-Out (815) (29,085) (25,012) 4,073 (25,012) 4,073 118.28
7900 Depreciation Expense 1,629 19,546 18,893 (653) 18,893 (653) 103.46
8103 Capital Equipment (7,713) 132,162 92,000 (40,162) 92,000 (40,162) 143.65
8104 Motor Pool Rent 1,083 13,000 13,000 0 13,000 0 100.00
Total Non-Personnel Costs: $ (3,394) $ 228,403 $ 213,564 $ (14,839) $ 213,564 $ (14,839) $ 108.95
Total Expenditures $ 6,761 $ 341,863 $ 360,257 $ 18,394 $ 360,257 $ 18,394 $ 94.89
Monthly Budget-to-Actual Revenue Report--By Fund
Run:2/15/2019 at 7:08 PM City/of Seward
Page: 6
Electric Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual
Month Actual Budget Budget Budget Budget Budget
Revenues
5300 Residential 114,654 1,517,626 1,372,805 144,821 1,372,805 144,821 110.55
5302 Residential fuel factor 80,740 1,247,069 1,409,509 (162,440) 1,409,509 (162,440) 88.48
5303 Residential customer charge 43,610 519,020 494,745 24,275 494,745 24,275 104.91
5310 SG Service 53,641 862,705 856,677 6,028 856,677 6,028 100.70
5312 SG fuel factor 34,062 631,499 615,493 16,006 615,493 16,006 102.60
5313 SG Customer Charge 20,720 241,554 221,624 19,930 221,624 19,930 108.99
5320 LG Service 78,827 1,091,555 1,337,268 (245,713) 1,337,268 (245,713) 81.63
5322 LG fuel factor 93,894 1,688,124 1,790,339 (102,215) 1,790,339 (102,215) 94.29
5323 LG customer charge 3,821 47,062 45,081 1,981 45,081 1,981 104.39
5324 LG demand charge 98,677 1,316,334 1,398,988 (82,654) 1,398,988 (82,654) 94.09
5326 Alternate Energy (145) (145) 0 (145) 0 (145) 0.00
5340 Spec.Contract Energy 24,074 347,979 394,081 (46,102) 394,081 (46,102) 88.30
5342 Special Contract fuel factor 30,340 493,290 489,083 4,207 489,083 4,207 100.86
5343 Spec.Contract customer charge 129 1,290 1,038 252 1,038 252 124.24
5345 Special Contract Demand 33,827 417,577 411,273 6,304 411,273 6,304 101.53
5350 Harbor Fund Power Sales 15,064 212,669 315,000 (102,331) 315,000 (102,331) 67.51
5352 Harbor power fuel factor 7,845 153,716 110,000 43,716 110,000 43,716 139.74
5360 Street&Yard 6,313 70,096 70,000 96 70,000 96 100.14
5362 Yard Light Fuel 527 5,897 4,000 1,897 4,000 1,897 147.43
5801 Turn on Fees 892 26,059 20,000 6,059 20,000 6,059 130.29
5802 Equipment Rental 0 0 20,000 (20,000) 20,000 (20,000) 0.00
5803 Joint Pole Use 0 10,776 10,000 776 10,000 776 107.76
5804 Work Order Revenue 0 8,722 20,000 (11,278) 20,000 (11,278) 43.61
5805 Chugach Coop Divid. 22,719 23,616 0 23,616 0 23,616 0.00
5890 Collection of Doubtful Accounts 0 868 1,000 (132) 1,000 (132) 86.83
5899 Miscellaneous Revenue 0 1 5,000 (4,999) 5,000 (4,999) 0.01
5901 EF Investment Interest 0 58,842 7,000 51,842 7,000 51,842 840.60
5905 EF Penalties and Interest 1,204 27,752 50,000 (22,248) 50,000 (22,248) 55.50
5940 Amort.of CIA-General 82,531 990,369 977,062 13,307 977,062 13,307 101.36
5941 Amort.Bond Premium 0 0 13,834 (13,834) 13,834 03.834) 0.00
Total Revenues $ 847,966 $ 12,011,922 $ 12,460,900 $ (448,978) $ 12,460,900 $ (448,978) $ 96.40
Monthly Budget Expenditure Report by Fund
Run:2/15/2019 at 7:13 PM City of Seward Page: 7
Electric Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Expenditures
Personnel Costs:
6000 Salaries 90,188 827,109 983,774 156,665 983,774 156,665 84.08
6001 Overtime 14,229 146,001 69,762 (76,239) 69,762 (76,239) 209.28
6002 Standby Time 10,947 95,317 91,451 (3,866) 91,451 (3,866) 104.23
6100 Medicare 2,049 18,629 17,091 (1,538) 17,091 (1,538) 109.00
6101 Unemployment Insurance 0 6,886 0 (6,886) 0 (6,886) 0.00
6102 Workers'Compensation 8,590 82,158 83,831 1,673 83,831 1,673 98.00
6200 Leave Time 8,084 87,318 90,065 2,747 90,065 2,747 96.95
6201 Retirement Benefits 18,524 186,652 185,121 (1,531) 185,121 (1,531) 100.83
6202 Health Insurance 27,009 260,158 285,306 25,148 285,306 25,148 91.19
6204 Meal Allowance 503 6,353 7,125 772 7,125 772 89.17
6205 Electric Union Benefits 156 1,868 20,850 18,982 20,850 18,982 8.96
6209 Contra-Retirement PERS DC Forfeitures (1,131) (7,771) 0 7,771 0 7,771 0.00
Total Personnel Costs: $ 179,148 $ 1,710,678 $ 1,834,376 $ 123,698 $ 1,834,376 $ 123,698 $ 93.26
Non-Personnel Costs:
7001 Communications 2,200 19,986 21,500 1,514 21,500 1,514 92.96
7002 Postage and Freight 824 14,078 22,500 8,422 22,500 8,422 62.57
7003 Bank and Credit Card Fees 6,099 77,500 56,000 (21,500) 56,000 (21,500) 138.39
7004 Insurance 223 64,797 62,000 (2,797) 62,000 (2,797) 104.51
7006 Legal 5,240 13,745 60,000 46,255 60,000 46,255 22.91
7009 Contracted Services 33,427 400,908 881,163 480,255 881,163 480,255 45.50
7010 Engineering 31,302 41,514 30,000 (11,514) 30,000 (11,514) 138.38
7011 Testing 2,860 4,609 1,500 (3,109) 1,500 (3,109) 307.25
7012 Other Special Services 2,669 13,851 15,000 1,149 15,000 1,149 92.34
7015 Utilities 14,237 144,238 160,500 16,262 160,500 16,262 89.87
7016 Heating Fuel 18,672 29,483 18,000 (11,483) 18,000 (11,483) 163.79
7017 Rents&Leases 33 21,877 23,000 1,123 23,000 1,123 95.12
7101 Chugach Power Purchases 173,446 1,890,465 2,211,106 320,641 2,211,106 320,641 85.50
7102 Power Fuel Costs 225,835 3,334,521 2,866,594 (467,927) 2,866,594 (467,927) 118.32
7103 Fuel for Generators 997 25,161 100,000 74,839 100,000 74,839 25.16
7210 Vehicle Supplies 3,562 12,059 10,000 (2,059) 10,000 (2,059) 120.59
7211 Gas&Lube 3,257 31,376 32,500 1,124 32,500 1,124 96.54
7212 Uniform Allowance 80 1,782 1,500 (282) 1,500 (282) 118.83
7213 Safety Equipment 1,470 7,944 6,000 (1,944) 6,000 (1,944) 132.41
7215 Operating Supplies 15,960 282,984 242,010 (40,974) 242,010 (40,974) 115.93
7216 Maintenance&Repair 3,430 32,210 90,000 57,790 90,000 57,790 35.79
7217 Small Tools&Equipment 1,894 12,742 35,000 22,258 35,000 22,258 36.40
7300 Advertising 0 1,389 6,000 4,611 6,000 4,611 23.15
7301 Subscriptions&Dues 1,564 30,854 85,000 54,146 85,000 54,146 36.30
7302 Travel&Subsistence 457 37,332 28,000 (9,332) 28,000 (9,332) 133.33
7303 Education&Training 1,704 11,719 28,000 16,281 28,000 16,281 41.85
7304 Equipment Rent 0 5,037 35,000 29,963 35,000 29,963 14.39
7307 GF Administrative Fee 78,191 938,293 938,293 0 938,293 0 100.00
7330 P.I.L.T. 61,138 874,797 913,040 38,243 913,040 38,243 95.81
7331 Reclass PILT to Transfer-Out (61,138) (874,797) (913,040) (38,243) (913,040) (38,243) 95.81
7808 Bad Debt Expense 0 0 30,000 30,000 30,000 30,000 0.00
Monthly Budget Expenditure Report by Fund
Run:2/15/2019 at 7:13 PM City of Seward Page: 8
Electric Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
7810 Miscellaneous Expense 3,214 3,771 35,000 31,229 35,000 31,229 10.77
7900 Depreciation Expense 135,977 1,631,726 1,571,868 (59,858) 1,571,868 (59,858) 103.81
8010 Utility Deposit Interest 109 1,324 1,200 (124) 1,200 (124) 110.30
8012 Debt Service Interest Expense 0 185,400 185,400 0 185,400 0 100.00
8014 Amortization of Bond Issue Costs 0 0 20,903 20,903 20,903 20,903 0.00
8101Infrastructure 0 0 210,000 210,000 210,000 210,000 0.00
8102 Buildings 0 0 20,000 20,000 20,000 20,000 0.00
8103 Capital Equipment 31,804 95,459 55,000 (40,459) 55,000 (40,459) 173.56
8104 Motor Pool Rent 22,500 270,000 270,000 0 270,000 0 100.00
8105 Improvements other than Buildings 0 3,450 0 (3,450) 0 (3,450) 0.00
8200 Work Order Sal/Benefit credits 0 (663) (60,000) (59,337) (60,000) (59,337) 1.11
8201 Work Order Operating Supply credits 0 (120) (30,000) (29,880) (30,000) (29,880) 0.40
8300 Debt Service Principal 0 160,000 160,000 0 160,000 0 100.00
Total Non-Personnel Costs: $ 823,237 $ 9,852,801 $ 10,535,537 $ 682,736 $ 10,535,537 $ 682,736 $ 93.52
Total Expenditures $ 1,002,385 $ 11,563,479 $ 12,369,913 $ 806,434 $ 12,369,913 $ 806,434 $ 93.48
Monthly Budget-to-Actual Revenue Report--By Fund
Run:2/15/2019 at 7:08 PM City of Seward Page: 7
Water Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual
Month Actual Budget Budget Budget Budget Budget
Revenues
5300 Residential 42,172 509,648 477,719 31,929 477,719 31,929 106.68
5310 SG Service 9,903 155,657 130,337 25,320 130,337 25,320 119.43
5320 LG Service 14,993 222,753 220,132 2,621 220,132 2,621 101.19
5330 SMIC Sales 3,857 58,184 60,451 (2,267) 60,451 (2,267) 96.25
5340 Spec.Contracts 3,774 176,960 284,553 (107,593) 284,553 (107,593) 62.19
5801 Turn on Fees 346 18,331 10,206 8,125 10,206 8,125 179.61
5806 Ship Water 198 80,395 84,233 (3,838) 84,233 (3,838) 95.44
5807 Hydrant Rentals 10,777 128,653 120,000 8,653 120,000 8,653 107.21
5899 Miscellaneous Revenue 572 5,537 10,206 (4,669) 10,206 (4,669) 54.25
5901 EF Investment Interest 0 34,294 5,109 29,185 5,109 29,185 671.24
5905 EF Penalties and Interest 0 422 2,046 (1,624) 2,046 (1,624) 20.62
5940 Amort.of CIA-General 15,560 186,725 186,036 689 186,036 689 100.37
Total Revenues $ 102,152 $ 1,577,559 $ 1,591,028 $ (13,469) $ 1,591,028 $ (13,469) $ 99.15
Monthly Budget Expenditure Report by Fund
Run:2/15/2019 at 7:13 PM City of Seward Page: 9
Water Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Expenditures
Personnel Costs:
6000 Salaries 19,183 180,164 189,347 9,183 189,347 9,183 95.15
6001 Overtime 2,014 11,774 4,192 (7,582) 4,192 (7,582) 280.86
6002 Standby Time 947 7,503 9,754 2,251 9,754 2,251 76.92
6100 Medicare 340 3,083 3,428 345 3,428 345 89.94
6102 Workers'Compensation 1,610 13,917 12,191 (1,726) 12,191 (1,726) 114.16
6200 Leave Time (2,648) 9,528 18,745 9,217 18,745 9,217 50.83
6201 Retirement Benefits 5,399 47,247 43,874 (3,373) 43,874 (3,373) 107.69
6202 Health Insurance 11,648 98,539 91,426 (7,113) 91,426 (7,113) 107.78
6209 Contra-Retirement PERS DC Forfeitures (603) (3,171) 0 3,171 0 3,171 0.00
Total Personnel Costs: $ 37,890 $ 368,584 $ 372,957 $ 4,373 $ 372,957 $ 4,373 $ 98.83
Non-Personnel Costs:
7001 Communications 537 6,790 11,000 4,210 11,000 4,210 61.73
7002 Postage and Freight 676 3,242 6,500 3,258 6,500 3,258 49.88
7003 Bank and Credit Card Fees 815 9,192 6,000 (3,192) 6,000 (3,192) 153.20
7004Insurance 0 16,267 10,800 (5,467) 10,800 (5,467) 150.62
7006 Legal 0 0 5,000 5,000 5,000 5,000 0.00
7009 Contracted Services 1,057 32,206 75,000 42,794 75,000 42,794 42.94
7011 Testing 812 6,938 11,000 4,062 11,000 4,062 63.07
7015 Utilities 15,068 210,525 259,000 48,475 259,000 48,475 81.28
7016 Heating Fuel 0 1,382 0 (1,382) 0 (1,382) 0.00
7211 Gas&Lube 380 3,356 10,500 7,144 10,500 7,144 31.96
7213 Safety Equipment 484 1,707 3,000 1,293 3,000 1,293 56.91
7215 Operating Supplies 2,491 16,381 44,500 28,119 44,500 28,119 36.81
7216 Maintenance&Repair 1,112 17,820 26,000 8,180 26,000 8,180 68.54
7217 Small Tools&Equipment 1,530 6,221 6,500 279 6,500 279 95.71
7300 Advertising 0 1,312 1,000 (312) 1,000 (312) 131.21
7301 Subscriptions&Dues 0 227 1,700 1,473 1,700 1,473 13.35
7302 Travel&Subsistence 0 1,248 5,600 4,352 5,600 4,352 22.29
7303 Education&Training 0 1,300 5,600 4,300 5,600 4,300 23.21
7304 Equipment Rent 0 0 8,000 8,000 8,000 8,000 0.00
7307 GF Administrative Fee 21,571 258,849 258,849 0 258,849 0 100.00
7330 P.I.L.T. 6,927 108,489 110,660 2,171 110,660 2,171 98.04
7331 Reclass PILTto Transfer-Out (6,927) (108,489) (110,660) (2,171) (110,660) (2,171) 98.04
7808 Bad Debt Expense 0 0 2,000 2,000 2,000 2,000 0.00
7810 Miscellaneous Expense 0 233 1,800 1,567 1,800 1,567 12.93
7900 Depreciation Expense 32,799 393,588 392,199 (1,389) 392,199 (1,389) 100.35
8012 Debt Service Interest Expense 0 21,697 21,697 0 21,697 0 100.00
8103 Capital Equipment 0 17,387 0 (17,387) 0 (17,387) 0.00
8104 Motor Pool Rent 417 5,000 5,000 0 5,000 0 100.00
8300 Debt Service Principal 0 135,147 135,147 0 135,147 0 100.00
Total Non-Personnel Costs: $ 79,749 $ 1,168,015 $ 1,313,392 $ 145,377 $ 1,313,392 $ 145,377 $ 88.93
Total Expenditures $ 117,639 $ 1,536,599 $ 1,686,349 $ 149,750 $ 1,686,349 $ 149,750 $ 91.12
Monthly Budget-to-Actual Revenue Report--By Fund
Run:2/15/2019 at 7:08 PM City of Seward Page: 8
Wastewater Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual
Month Actual Budget Budget Budget Budget Budget
Revenues
5300 Residential 56,689 682,804 633,024 49,780 633,024 49,780 107.86
5310 SG Service 13,046 199,083 204,204 (5,121) 204,204 (5,121) 97.49
5320 LG Service 19,927 282,898 295,065 (12,167) 295,065 (12,167) 95.88
5330 SMIC Sales 1,964 25,050 39,206 (14,156) 39,206 (14,156) 63.89
5801 Turn on Fees 2,550 5,650 0 5,650 0 5,650 0.00
5809 Water/Seward Misc.Service 0 4,960 2,548 2,412 2,548 2,412 194.68
5901 EF Investment Interest 0 22,075 2,046 20,029 2,046 20,029 1,078.91
5905 EF Penalties and Interest 0 723 1,532 (809) 1,532 (809) 47.17
5940 Amort.of CIA-General 33,204 398,445 398,445 0 398,445 0 100.00
Total Revenues $ 127,380 $ 1,621,688 $ 1,576,070 $ 45,618 $ 1,576,070 $ 45,618 $ 102.89
Monthly Budget Expenditure Report by Fund
Run:2/15/2019 at 7:13 PM City of Seward Page: 10
Wastewater Enterprise Fund
For 12/31/2018
Variance Variance
Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual
Month Actual Budget Budget Budget Budget Budget
Expenditures
Personnel Costs:
6000 Salaries 10,981 110,885 143,279 32,394 143,279 32,394 77.39
6001 Overtime 169 3,737 3,170 (567) 3,170 (567) 117.90
6002 Standby Time 537 8,181 6,492 (1,689) 6,492 (1,689) 128.02
6100 Medicare 188 1,930 2,738 808 2,738 808 70.47
6102 Workers'Compensation 824 7,728 8,799 1,071 8,799 1,071 87.82
6200 Leave Time 9,912 28,834 18,272 (10,562) 18,272 (10,562) 157.80
6201 Retirement Benefits 2,973 29,366 33,416 4,050 33,416 4,050 87.88
6202 Health Insurance 5,782 55,614 55,713 99 55,713 99 99.82
6209 Contra-Retirement PERS DC Forfeitures (87) (776) 0 776 0 776 0.00
Total Personnel Costs: $ 31,279 $ 245,499 $ 271,879 $ 26,380 $ 271,879 $ 26,380 $ 90.30
Non-Personnel Costs:
7001 Communications 528 6,928 8,300 1,372 8,300 1,372 83.47
7002 Postage and Freight 168 2,826 4,700 1,874 4,700 1,874 60.14
7003 Bank and Credit Card Fees 1,042 11,747 8,000 (3,747) 8,000 (3,747) 146.83
7004Insurance 0 6,210 8,000 1,790 8,000 1,790 77.62
7006 Legal 0 0 12,000 12,000 12,000 12,000 0.00
7009 Contracted Services 1,458 8,343 105,000 96,657 105,000 96,657 7.95
7011 Testing 4,275 26,332 27,000 668 27,000 668 97.53
7015 Utilities 14,606 148,520 213,000 64,480 213,000 64,480 69.73
7016 Heating Fuel 0 1,163 3,500 2,337 3,500 2,337 33.22
7017 Rents&Leases 0 0 200 200 200 200 0.00
7211 Gas&Lube 1,484 12,207 9,700 (2,507) 9,700 (2,507) 125.85
7213 Safety Equipment 148 294 1,500 1,206 1,500 1,206 19.57
7215 Operating Supplies 1,336 7,515 17,000 9,485 17,000 9,485 44.21
7216 Maintenance&Repair 1,583 7,057 29,500 22,443 29,500 22,443 23.92
7217 Small Tools&Equipment 1,652 5,586 4,000 (1,586) 4,000 (1,585) 139.65
7300 Advertising 0 0 400 400 400 400 0.00
7301 Subscriptions&Dues 10,440 20,951 4,500 (16,451) 4,500 (16,451) 465.59
7302 Travel&Subsistence 0 540 5,200 4,660 5,200 4,660 10.38
7303 Education&Training 0 1,640 3,800 2,160 3,800 2,160 43.15
7304 Equipment Rent 0 0 6,000 6,000 6,000 6,000 0.00
7307 GF Administrative Fee 13,173 158,077 158,077 0 158,077 0 100.00
7330 P.I.L.T. 7,534 96,036 93,924 (2,112) 93,924 (2,112) 102.25
7331 Reclass PILTto Transfer-Out (7,534) (96,036) (93,924) 2,112 (93,924) 2,112 102.25
7808 Bad Debt Expense 0 0 2,000 2,000 2,000 2,000 0.00
7810 Miscellaneous Expense 28 101 1,200 1,099 1,200 1,099 8.44
7900 Depreciation Expense 30,608 367,293 359,306 (7,987) 359,306 (7,987) 102.22
8012 Debt Service Interest Expense 0 17,744 17,744 0 17,744 0 100.00
8103 Capital Equipment 0 3,276 0 (3,276) 0 (3,276) 0.00
8104 Motor Pool Rent 417 5,000 5,000 0 5,000 0 100.00
8300 Debt Service Principal 0 57,733 57,733 0 57,733 0 100.00
Total Non-Personnel Costs: $ 82,946 $ 877,083 $ 1,072,360 $ 195,277 $ 1,072,360 $ 195,277 $ 81.79
Total Expenditures $ 114,225 $ 1,122,582 $ 1,344,239 $ 221,657 $ 1,344,239 $ 221,657 $ 83.51
Providence St.Joseph Health BAL_Balance Sheet_WD_EAL
110-PROVIDENCE SEWARD MED CENTER-MGD Entity-110
Balance Sheet(Whole Dollars) Printed On 1/17/19 @ 2:53 PM
Reported as of December 2018 Printed By vdedik
December December December December
2018 2017 2018 2017
Actual Pr.Year Actual Pr.Year
ASSETS LIABILITIES&NET ASSETS
Current Assets: Current Liabilities:
Cash and Cash Equivalents 477,743 779,547 Accounts Payable 1,536,642 188,139
Mgmt Designated Cash&Cash Equiv. - - Accrued Compensation 1,030,955 905,895
Patient Accounts Receivable 5,735,947 4,352,997 Deferred Revenue-Unearned Premiums - 735,253
Less:Contractual Allowance (1,265,678) (549,207) Payable to Contractual Agencies 17,000 17,000
Less:Allowance for Doubtful Accounts (919,829) (1,148,034) Other Current Liabilities 7,266,795 7,312,418
Affiliate Receivable - 143 Total Current Liabilities 9,851,392 9,158,704
Other Receivables 404,898 419,193
Supplies Inventory 43,039 47,611
Other Current Assets 42,546 15,000 Long-Term Debt:
Total Current Assets 4,518,666 3,917,250
Other Long Term Liabilities 958,551 1,162,210
Assets Whose Use is Limited:
Funds Held for Long Term Purposes (254,234) (252,794) Total Liabilities 10,809,943 10,320,914
Assets Whose Use is Limited (254,234) (252,794)
Property.Plant&Equipment: Net Assets:
Property Plant Equipment Gross 304,317 315,033 Unrestricted (5,294,615) (5,386,610)
Accumulated Depreciation (285,345) (274,745) Temporarily Restricted 41,928 36,705
Property Plant Equipment Net 18,972 40,287 Total Net Assets (5,252,687) (5,349,905)
Other Long Term Assets: Total Liabilities and Net Assets 5,557,256 4,971,010
Other LT Assets 1,273,852 1,286,266
Total Other LT Assets 1,273,852 1,266,266
Total Assets 5,557,256 4,971,010
Providence St.Joseph Health INC_DET_OPS_1WD_EAL
110-PROVIDENCE SEWARD MED CENTER-MGD Dept AIIDepart-ts-AIIDepartments
Detail Statement of Operations(Whole Dollars) Printed On 1/17/19 C 2 53 PM
Reported as of December 2018 Printed By vdedik
Month-To-Date Year-To-Date
Actual Budget %Variance Actual Budget %Variance Pr.Year %Variance
Gross Service Revenues:
180,499 151,047 19.5% Acute Care-Inpatient 2,444,974 2,697,263 (9.4%) 2,157,497 13.3%
984,010 755,947 30.2% Acute Care-Outpatient 11,601,094 11,358,312 2.1% 11,256,947 3.1%
134,426 138,579 (3.0%) Primary Care 2,046,090 2,264,648 (9.7%) 2,269,649 (9.8%)
1,396,122 1,108,518 25.9% Long-term Care 17,328,192 13,063,081 32.7% 13,082,212 32.5%
35,805 100.0% Housing Assisted Living 262,515 100.0
2,695,057 2,189,896 23.1% Total Gross Service Revenues 33,420,351 29,645,819 12.71% 28,766,305 16.2%
Revenue Deductions:
62,149 41,648 (49.2%) Charity Care 1,781,815 515,833 (245.4%) 1,091,217 (63.3%)
5,521 637,101 99.1% Medicare Medicaid 7,473,881 7,546,270 1.0% 6,425,191 (16.3%)
(16,864) 40,601 141.5% Negotiated Contracts 512,657 534,568 4.1% 413,365 (24.0%)
(3409) 93,176 103.71/. Other Deduction Expense 989,087 1,124,286 12.09/6 709,634 (39.4%)
47,397 812,526 94.2% Revenue Deductions 10,757,439 9,720,957 (10.7%) 8,639,408 (24.5%)
1,145,503 49,233 2,226.9%) Bad Debt Deduction 1,714,059 580,585 195.2% 903,335 89.7%
1,502,956 1,328,137 13.1% Net Service Revenue 20,948,852 19,344,277 8.31/. 19,223,561 9.0%
15,074 12,688 18.81% Other Operating Revenue 178,257 152,256 17.11% 159,757 11.61%
1,517,130 1,340,825 13.11% Total Net Operating Revenues 21,127,109 19,496,533 8.41% 19,383,328 9.0%
Expenses from Operations:
Other Expenses from Operations:
1,000,572 839,011 (19.3%) Salaries and Wages 11,552,060 9,811,025 (17.7%) 11,000,938 (5.0%)
208,295 222,343 6.3% Employee Benefits 2,596,648 2,625,337 1.1% 2,659,275 2.4%
10,390 22,143 53.11/. Professional Fees Expense 284,450 258,687 (10.0%) 197,637 (43.9%)
82,815 90,126 8.1% Supplies 1,025,054 1,099,816 6.8% 1,003,640 (2.1%)
222,132 204,726 (8.5%) Purchased Services Expense 2,308,207 2,454,357 6.0% 2,426,936 4.9%
1,281 13,516 90.5% Depreciation Expense 21,315 169,256 87.4% 23,395 8.91/.
- 11,250 1 go.(% Interest and Amortization - 135,000 100.0% 186,180 100.0%
900 381 (136.2%) Taxes and Licenses 53,219 4,572 (1,064.0%) 2,980 (1,685.8%)
127,718 106,795 19.6% Other Expenses 1,279,692 1,255,848 (1.9%) 1,180042 8.4%
1,654,103 1,510,291 (9.5%) Other Expenses from Operations 19,120,645 17,813,898 (7.3%) 18,681,021 (2.4%)
1,654,103 1,510,291 (9.5%) Total Operating Expenses 19,120,645 17,813,898 (7.3%) 18,681,021 (2.4%)
(136,973) (169,466) 19.2% Net Operating Income 2,006,464 1,682,635 19.2% 702,307 185.7%
206 65 216.8% Non-Operating Gain(Loss) 1,269 780 62.69/6 398 219.0%
(136,767) (169,401) 19.3% Net Income 2,007,732 1,683,415 19.31% 702,705 185.71%
Other Activity-Unrestricted (1,915,738) (1,947,804) (1.6%)
Increase(Decrease)in UR Net Assets 91,995 (1,245.D991 (107.4%1
Providence Health&Services BAL_STMT_CHG_IN NET_ASSET_WD_EAL
110-PROVIDENCE SEWARD MED CENTER-MGD Actual
Statement of Changes in Net Assets(Whole Dollars) Printed On 1/Print @ y vd PM
Reported as of December 2018 Printed By9dof 11
UNRESTRICTED FUNDS
Current Year to Date Prior Year to Date
Beginning of Year (5,386,610) (4,141,511)
Excess of Revenues Over Expenses 2,007,732 702,705
Restricted Contributions&Grants - -
Net Assets Released from Rest.
Interdivision Transfers
Unidentified Differences
Net Assets(Liabilities)Assumed
Unrealized Gains(Losses)on Invest.
Extraordinary Items&Other (1,915,738) (1,947,804)
Total Change in Net Assets 91,995 (1,245,099)
Ending Balance (5,294,615) (5,386,610)
TEMPORARILY RESTRICTED FUNDS
Current Year to Date Prior Year to Date
Beginning of Year 36,705 22,930
Investment and Other Income - -
Restricted Contributions&Grants 5,223 13,775
Net Assets Released from Rest. - -
Interdivision Transfers
Unidentified Differences
Net Assets(Liabilities)Assumed
Unrealized Gains(Losses)on Invest.
Extraordinary Items&Other
Total Change in Net Assets 5,223 13,775
Ending Balance 41,928 36,705
Providence Health&Services BAL_STMT_CHG_IN NET_ASSET_WD_EAL
110-PROVIDENCE SEWARD MED CENTER-MGD Actual
Statement of Changes in Net Assets(Whole Dollars) Printed On 1/Print @ vd PM
Reported as of December 2018 Printed By 0 of 11
PERMANENTLY RESTRICTED FUNDS
Current Year to Date Prior Year to Date
Beginning of Year
Investment and Other Income
Restricted Contributions&Grants
Net Assets Released From Rest.
Interdivision Transfers
Unidentified Differences"
Net Assets(Liabilities)Assumed
Unrealized Gains(Losses)on Invest.
Extraordinary Items&Other
Total Change in Net Assets
Ending Balance
TOTAL ALL FUNDS
Current Year to Date Prior Year to Date
Beginning of Year (5,349,905) (4,118,581)
Excess of Revenues Over Expenses 2,007,732 702,705
Investment and Other Income - -
Restricted Contributions&Grants 5,223 13,775
Net Assets Released From Rest. - -
Interdivision Transfers
Unidentified Difference'
Net Assets(Liabilities)Assumed
Unrealized Gains(Losses)on Inv.
Extraordinary Items&Other (1,915,738) (1,947,804)
Total Change in Net Assets 97,217 (1,231,324)
Ending Balance (5,252,687) (5,349,905)
Providence Health&Services CF_CASHFLOW_STMT_WD_EAL
110-PROVIDENCE SEWARD MED CENTER-MGD Actual YTD
Statement of Cash Flows(Whole Dollars) Printed On 1/17/19 @ 2:53 PM
Reported as of December 2018 Printed By vdedik
December December December December
2018 2017 2018 2017
Operating Activities: Financing Activities:
Change in Net Assets 97,217 (1,231,324)
Adjustments to Reconcile Net Cash Provided Increase(Decrease)in Cash&Cash Equiv. (301,804) (570,637)
by Operating Activities
Depreciation 21,315 23,395 Cash and Cash Equiv-Beginning of Period 779,547 1,350,184
Provision for Bad Debts 1,714,059 903,335
Net Real/Unreal Gains Losses on Invest (1,269) (398) Cash and Cash Equiv-End of Period 477,743 779,547
Changes in Certain Current Assets/Liab (1,924,591) (73,282)
Increase Decrease in Other Liabilities (203,659) 473,741
Net Cash Provided by Used in Op Act (296,927) 95,467 Suonlemental Disclosure:
Investing Activities:
Net Investments Purchases Sales 2,709 (126,879)
FM Increase Decrease in Other Long-Term
Assets (7,586) (539,224)
Net Cash Provided by Used in Inv Act (4,877) (666,103)
How Iceland Got Teens to Say No to Drugs
IIE II y 0 U II
Jan 19, 2017
�r
i t r
DAVE IMMS / MOSAIC
It's a little before 3 p.m. on a sunny Friday afternoon and Laugardalur Park, near central
Reykjavik, looks practically deserted. There's an occasional adult with a stroller, but the park's
surrounded by apartment blocks and houses, and school's out—so where are all the kids?
Walking with me are Gudberg Jbnsson, a local psychologist, and Harvey Milkman, an
American psychology professor who teaches for part of the year at Reykjavik University.
Twenty years ago, says Gudberg, Icelandic teens were among the heaviest-drinking youths in
Europe. "You couldn't walk the streets in downtown Reykjavik on a Friday night because it felt
unsafe," adds Milkman. "There were hordes of teenagers getting in-your-face drunk."
We approach a large building. "And here we have the indoor skating," says Gudberg.
A couple of minutes ago, we passed two halls dedicated to badminton and ping pong. Here in
the park, there's also an athletics track, a geothermally heated swimming pool and—at last—
some visible kids, excitedly playing football on an artificial pitch.
Young people aren't hanging out in the park right now, Gudberg explains, because they're in
after-school classes in these facilities, or in clubs for music, dance, or art. Or they might be on
outings with their parents.
Today, Iceland tops the European table for the cleanest-living teens. The percentage of 15- and
16-year-olds who had been drunk in the previous month plummeted from 42 percent in 1998
to 5 percent in 2o16. The percentage who have ever used cannabis is down from 17 percent to 7
percent. Those smoking cigarettes every day fell from 23 percent to just 3 percent.
/ii%i/ , it <,,, ✓,� r %-%I;:b,
(Dave Imms/Mosaic)
The way the country has achieved this turnaround has been both radical and evidence-based,
but it has relied a lot on what might be termed enforced common sense. "This is the most
remarkably intense and profound study of stress in the lives of teenagers that I have ever seen,"
says Milkman. "I'm just so impressed by how well it is working."
If it was adopted in other countries, Milkman argues, the Icelandic model could benefit the
general psychological and physical wellbeing of millions of kids, not to mention the coffers of
healthcare agencies and broader society. It's a big if.
"I was in the eye of the storm of the drug revolution," Milkman explains over tea in his
apartment in Reykjavik. In the early 1970s, when he was doing an internship at the Bellevue
Psychiatric Hospital in New York City, "LSD was already in, and a lot of people were smoking
marijuana. And there was a lot of interest in why people took certain drugs."
Milkman's doctoral dissertation concluded that people would choose either heroin or
amphetamines depending on how they liked to deal with stress. Heroin users wanted to numb
themselves; amphetamine users wanted to actively confront it. After this work was published,
he was among a group of researchers drafted by the U.S. National Institute on Drug Abuse to
answer questions such as: why do people start using drugs? Why do they continue? When do
they reach a threshold to abuse?When do they stop?And when do they relapse?
"Any college kid could say: Why do they start? Well, there's availability, they're risk-takers,
alienation, maybe some depression," he says. "But why do they continue? So I got to the
question about the threshold for abuse and the lights went on—that's when I had my version of
the `aha' experience: they could be on the threshold for abuse before they even took the drug,
because it was their style of coping that they were abusing."
At Metropolitan State College of Denver, Milkman was instrumental in developing the idea that
people were getting addicted to changes in brain chemistry. Kids who were "active confronters"
were after a rush—they'd get it by stealing hubcaps and radios and later cars, or through
stimulant drugs. Alcohol also alters brain chemistry, of course. It's a sedative but it sedates the
brain's control first, which can remove inhibitions and, in limited doses, reduce anxiety.
"People can get addicted to drink, cars, money, sex, calories, cocaine—whatever," says Milkman.
"The idea of behavioral addiction became our trademark."
This idea spawned another: "Why not orchestrate a social movement around natural highs:
around people getting high on their own brain chemistry—because it seems obvious to me that
people want to change their consciousness—without the deleterious effects of drugs?"
By 1992, his team in Denver had won a $1.2 million government grant to form Project Self-
Discovery, which offered teenagers natural-high alternatives to drugs and crime. They got
referrals from teachers, school nurses and counsellors, taking in kids from the age of 14 who
didn't see themselves as needing treatment but who had problems with drugs or petty crime.
"We didn't say to them, you're coming in for treatment. We said, we'll teach you anything you
want to learn: music, dance, hip hop, art, martial arts."The idea was that these different classes
could provide a variety of alterations in the kids' brain chemistry, and give them what they
needed to cope better with life: some might crave an experience that could help reduce anxiety,
others maybe after a rush.
At the same time, the recruits got life-skills training, which focused on improving their
thoughts about themselves and their lives, and the way they interacted with other people. "The
main principle was that drug education doesn't work because nobody pays attention to it. What
is needed are the life skills to act on that information," Milkman says. Kids were told it was a
three-month program. Some stayed five years.
In 1991, Milkman was invited to Iceland to talk about this work, his findings and ideas. He
became a consultant to the first residential drug treatment centre for adolescents in Iceland, in
a town called Tindar. "It was designed around the idea of giving kids better things to do," he
explains. It was here that he met Gudberg, who was then a psychology undergraduate and a
volunteer at Tindar. They have been close friends ever since.
Milkman started coming regularly to Iceland and giving talks. These talks, and Tindar,
attracted the attention of a young researcher at the University of Iceland, called Inga Dora
Sigf isdbttir. She wondered: what if you could use healthy alternatives to drugs and alcohol as
part of a program not to treat kids with problems, but to stop kids drinking or taking drugs in
the first place?
j, rri
(Dave Imms/Mosaic)
Have you ever tried alcohol? If so, when did you last have a drink? Have you ever been drunk?
Have you tried cigarettes? If so, how often do you smoke? How much time to you spend with
your parents? Do you have a close relationship with your parents? What kind of activities do
you take part in?
In 1992, 14-, 15- and 16-year-olds in every school in Iceland filled in a questionnaire with these
kinds of questions. This process was then repeated in 1995 and 1997•
The results of these surveys were alarming. Nationally, almost 25 percent were smoking every
day, over 40 percent had got drunk in the past month. But when the team drilled right down
into the data, they could identify precisely which schools had the worst problems—and which
had the least. Their analysis revealed clear differences between the lives of kids who took up
drinking, smoking and other drugs, and those who didn't. A few factors emerged as strongly
protective: participation in organized activities—especially sport—three or four times a week,
total time spent with parents during the week, feeling cared about at school, and not being
outdoors in the late evenings.
"At that time, there had been all kinds of substance prevention efforts and programs," says
Inga D6ra, who was a research assistant on the surveys. "Mostly they were built on education."
Kids were being warned about the dangers of drink and drugs, but, as Milkman had observed
in the U.S., these programs were not working. "We wanted to come up with a different
approach."
The mayor of Reykjavik, too, was interested in trying something new, and many parents felt the
same, adds J6n Sigfusson, Inga D6ra's colleague and brother. J6n had young daughters at the
time and joined her new Icelandic Centre for Social Research and Analysis when it was set up
in 1999• "The situation was bad,"he says. "It was obvious something had to be done."
Using the survey data and insights from research including Milkman's, a new national plan was
gradually introduced. It was called Youth in Iceland.
Laws were changed. It became illegal to buy tobacco under the age of 18 and alcohol under the
age of 2o, and tobacco and alcohol advertising was banned. Links between parents and school
were strengthened through parental organizations which by law had to be established in every
school, along with school councils with parent representatives. Parents were encouraged to
attend talks on the importance of spending a quantity of time with their children rather than
occasional "quality time", on talking to their kids about their lives, on knowing who their kids
were friends with, and on keeping their children home in the evenings.
A law was also passed prohibiting children aged between 13 and 16 from being outside after io
p.m. in winter and midnight in summer. It's still in effect today.
Home and School, the national umbrella body for parental organizations, introduced
agreements for parents to sign. The content varies depending on the age group, and individual
organizations can decide what they want to include. For kids aged 13 and up, parents can
pledge to follow all the recommendations, and also, for example, not to allow their kids to have
unsupervised parties, not to buy alcohol for minors, and to keep an eye on the wellbeing of
other children.
These agreements educate parents but also help to strengthen their authority in the home,
argues Hrefna Sigurj6nsd6ttir, director of Home and School. "Then it becomes harder to use
the oldest excuse in the book: `But everybody else can!"'
State funding was increased for organized sport, music, art, dance and other clubs, to give kids
alternative ways to feel part of a group, and to feel good, rather than through using alcohol and
drugs, and kids from low-income families received help to take part. In Reykjavik, for instance,
where more than a third of the country's population lives, a Leisure Card gives families 35,000
krona (£250) per year per child to pay for recreational activities.
Crucially, the surveys have continued. Each year, almost every child in Iceland completes one.
This means up-to-date, reliable data is always available.
Between 1997 and 2012, the percentage of kids aged 15 and 16 who reported often or almost
always spending time with their parents on weekdays doubled—from 23 percent to 46
percent—and the percentage who participated in organized sports at least four times a week
increased from 24 percent to 42 percent. Meanwhile, cigarette smoking, drinking and cannabis
use in this age group plummeted.
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(Dave Imms/Mosaic)
"Although this cannot be shown in the form of a causal relationship—which is a good example
of why primary prevention methods are sometimes hard to sell to scientists—the trend is very
clear," notes Alfgeir Kristjansson, who worked on the data and is now at the West Virginia
University School of Public Health in the US. "Protective factors have gone up, risk factors
down, and substance use has gone down—and more consistently in Iceland than in any other
European country."
J6n Sigfusson apologies for being just a couple of minutes late. "I was on a crisis call!" He
prefers not to say precisely to where, but it was to one of the cities elsewhere in the world that
has now adopted, in part, the Youth in Iceland ideas.
Youth in Europe, which J6n heads, began in 2006 after the already-remarkable Icelandic data
was presented at a European Cities Against Drugs meeting and, he recalls, "People asked: what
are you doing?"
Participation in Youth in Europe is at a municipal level rather than being led by national
governments. In the first year, there were eight municipalities. To date, 35 have taken part,
across 17 countries, varying from some areas where just a few schools take part to Tarragona in
Spain, where 4,200 15-year-olds are involved. The method is always the same: J6n and his
team talk to local officials and devise a questionnaire with the same core questions as those
used in Iceland plus any locally tailored extras. For example, online gambling has recently
emerged as a big problem in a few areas, and local officials want to know if it's linked to other
risky behavior.
Just two months after the questionnaires are returned to Iceland, the team sends back an
initial report with the results, plus information on how they compare with other participating
regions. "We always say that, like vegetables, information has to be fresh," says J6n. "If you
bring these findings a year later, people would say, Oh, this was a long time ago and maybe
things have changed..." As well as fresh, it has to be local so that schools, parents and officials
can see exactly what problems exist in which areas.
The team has analyzed 99,00o questionnaires from places as far afield as the Faroe Islands,
Malta and Romania—as well as South Korea and, very recently, Nairobi and Guinea-Bissau.
Broadly, the results show that when it comes to teen substance use, the same protective and
risk factors identified in Iceland apply everywhere. There are some differences: in one location
(in a country "on the Baltic Sea"), participation in organized sport actually emerged as a risk
factor. Further investigation revealed that this was because young ex-military men who were
keen on muscle-building drugs, drinking and smoking were running the clubs. Here, then, was
a well-defined, immediate, local problem that could be addressed.
While Jon and his team offer advice and information on what has been found to work in
Iceland, it's up to individual communities to decide what to do in the light of their results.
Occasionally, they do nothing. One predominantly Muslim country, which he prefers not to
identify, rejected the data because it revealed an unpalatable level of alcohol consumption. In
other cities—such as the origin of Jbn's "crisis call"—there is an openness to the data and there
is money, but he has observed that it can be much more difficult to secure and maintain
funding for health prevention strategies than for treatments.
No other country has made changes on the scale seen in Iceland. When asked if anyone has
copied the laws to keep children indoors in the evening, Jon smiles. "Even Sweden laughs and
calls it the child curfew!"
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(Dave Imms/Mosaic)
Across Europe, rates of teen alcohol and drug use have generally improved over the past 20
years, though nowhere as dramatically as in Iceland, and the reasons for improvements are not
necessarily linked to strategies that foster teen wellbeing. In the U.K., for example, the fact that
teens are now spending more time at home interacting online rather than in person could be
one of the major reasons for the drop in alcohol consumption.
But Kaunas, in Lithuania, is one example of what can happen through active intervention.
Since 2oo6, the city has administered the questionnaires five times, and schools, parents,
healthcare organizations, churches, the police and social services have come together to try to
improve kids' wellbeing and curb substance use. For instance, parents get eight or nine free
parenting sessions each year, and a new program provides extra funding for public institutions
and NGOs working in mental health promotion and stress management. In 2015, the city
started offering free sports activities on Mondays, Wednesdays and Fridays, and there are
plans to introduce a free ride service for low-income families, to help kids who don't live close
to the facilities to attend.
Between 2oo6 and 2014, the number of 15- and 16-year-olds in Kaunas who reported getting
drunk in the past 3o days fell by about a quarter, and daily smoking fell by more than 30
percent.
At the moment, participation in Youth in Europe is a haphazard affair, and the team in Iceland
is small. Jon would like to see a centralized body with its own dedicated funding to focus on the
expansion of Youth in Europe. "Even though we have been doing this for ten years, it is not our
full, main job. We would like somebody to copy this and maintain it all over Europe," he says.
"And why only Europe?"
After our walk through Laugardalur Park, Gudberg J6nsson invites us back to his home.
Outside, in the garden, his two elder sons, J6n Konrad, who's 21, and Birgir isar, who's 15, talk
to me about drinking and smoking. J6n does drink alcohol, but Birgir says he doesn't know
anyone at his school who smokes or drinks. We also talk about football training: Birgir trains
five or six times a week; J6n, who is in his first year of a business degree at the University of
Iceland, trains five times a week. They both started regular after-school training when they
were six years old.
"We have all these instruments at home," their father told me earlier. "We tried to get them
into music. We used to have a horse. My wife is really into horse riding. But it didn't happen. In
the end, soccer was their selection."
Did it ever feel like too much? Was there pressure to train when they'd rather have been doing
something else? "No, we just had fun playing football," says Birgir. J6n adds, "We tried it and
got used to it, and so we kept on doing it."
It's not all they do. While Gudberg and his wife Th6runn don't consciously plan for a certain
number of hours each week with their three sons, they do try to take them regularly to the
movies, the theatre, restaurants, hiking, fishing and, when Iceland's sheep are brought down
from the highlands each September, even on family sheep-herding outings.
J6n and Birgir may be exceptionally keen on football, and talented (J6n has been offered a
soccer scholarship to the Metropolitan State University of Denver, and a few weeks after we
meet, Birgir is selected to play for the under-17 national team). But could the significant rise in
the percentage of kids who take part in organized sport four or more times a week be bringing
benefits beyond raising healthier children?
Could it, for instance, have anything to do with Iceland's crushing defeat of England in the
Euro 2016 football championship?When asked, Inga D6ra Sigf isd6ttir, who was voted Woman
of the Year in Iceland in 2o16, smiles: "There is also the success in music, like Of Monsters and
Men [an indie folk-pop group from Reykjavik]. These are young people who have been pushed
into organized work. Some people have thanked me," she says, with a wink.
Elsewhere, cities that have joined Youth in Europe are reporting other benefits. In Bucharest,
for example, the rate of teen suicides is dropping alongside use of drink and drugs. In Kaunas,
the number of children committing crimes dropped by a third between 2014 and 2015.
As Inga D6ra says: "We learned through the studies that we need to create circumstances in
which kids can lead healthy lives, and they do not need to use substances, because life is fun,
and they have plenty to do—and they are supported by parents who will spend time with them."
When it comes down to it, the messages—if not necessarily the methods—are straightforward.
And when he looks at the results, Harvey Milkman thinks of his own country, the US. Could the
Youth in Iceland model work there, too?
Three-hundred-and-twenty-five million people versus 330,000. Thirty-three thousand gangs
versus virtually none.Around 1.3 million homeless young people versus a handful.
Clearly, the U.S. has challenges that Iceland does not. But the data from other parts of Europe,
including cities such as Bucharest with major social problems and relative poverty, shows that
the Icelandic model can work in very different cultures, Milkman argues. And the need in the
U.S. is high: underage drinking accounts for about ii percent of all alcohol consumed
nationwide, and excessive drinking causes more than 4,30o deaths among under-21 year olds
every year.
A national program along the lines of Youth in Iceland is unlikely to be introduced in the US,
however. One major obstacle is that while in Iceland there is long-term commitment to the
national project, community health programs in the U.S. are usually funded by short-term
grants.
Milkman has learned the hard way that even widely applauded, gold-standard youth programs
aren't always expanded, or even sustained. "With Project Self-Discovery, it seemed like we had
the best program in the world," he says. "I was invited to the White House twice. It won
national awards. I was thinking: this will be replicated in every town and village. But it wasn't."
He thinks that is because you can't prescribe a generic model to every community because they
don't all have the same resources. Any move towards giving kids in the U.S. the opportunities
to participate in the kinds of activities now common in Iceland, and so helping them to stay
away from alcohol and other drugs, will depend on building on what already exists. "You have
to rely on the resources of the community,"he says.
His colleague Alfgeir Kristjansson is introducing the Icelandic ideas to the state of West
Virginia. Surveys are being given to kids at several middle and high schools in the state, and a
community coordinator will help get the results out to parents and anyone else who could use
them to help local kids. But it might be difficult to achieve the kinds of results seen in Iceland,
he concedes.
Short-termism also impedes effective prevention strategies in the U.K., says Michael O'Toole,
CEO of Mentor, a charity that works to reduce alcohol and drug misuse in children and young
people. Here, too, there is no national coordinated alcohol and drug prevention program. It's
generally left to local authorities or to schools, which can often mean kids are simply given
information about the dangers of drugs and alcohol—a strategy that, he agrees, evidence shows
does not work.
O'Toole fully endorses the Icelandic focus on parents, school and the community all coming
together to help support kids, and on parents or carers being engaged in young people's lives.
Improving support for kids could help in so many ways, he stresses. Even when it comes just to
alcohol and smoking, there is plenty of data to show that the older a child is when they have
their first drink or cigarette, the healthier they will be over the course of their life.
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(Dave Imms/Mosaic)
But not all the strategies would be acceptable in the U.K.—the child curfews being one, parental
walks around neighborhoods to identify children breaking the rules perhaps another. And a
trial run by Mentor in Brighton that involved inviting parents into schools for workshops found
that it was difficult to get them engaged.
Public wariness and an unwillingness to engage will be challenges wherever the Icelandic
methods are proposed, thinks Milkman, and go to the heart of the balance of responsibility
between states and citizens. "How much control do you want the government to have over what
happens with your kids? Is this too much of the government meddling in how people live their
lives?"
In Iceland, the relationship between people and the state has allowed an effective national
program to cut the rates of teenagers smoking and drinking to excess—and, in the process,
brought families closer and helped kids to become healthier in all kinds of ways. Will no other
country decide that these benefits are worth the costs?
This article appears courtesy of Mosaic Science.
Mosaic is helping with a study to understand people's views about science-related articles, and we
would appreciate your opinion.If you'd like to be part of this online survey,please click here.
We want to hear what you think about this article. Submit a letter to the editor or write to
letters@theatlantic.com.
EMMA YOUNG is a writer based in Sydney, Australia. Her work has appeared in New Scientist, The
Guardian, and Sydney Morning Herald. She is the author of Sane.
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