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HomeMy WebLinkAbout08122019 City Council Packet Seward City Council Agenda .packet 6 � a� ✓A r M lfjl iP F� 'If �rG, rr Photo credit:Jessica Fogle 2019 Student Exchange Participants Monday, August 12, 2019 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward,Alaska CITY COUNCIL MEETING AGENDA JUI-America Cily {Please silence all cellular phones during the meeting} August 12, 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 B. Borough Assembly Report John Osenga C. City Manager Report ........................................ Pg. 4 Council Member D. Other Reports and Presentations [Presentations are limited to ten Term Expires 2021 minutes each, excluding Q&A.] 1. Seward Community Health Center Quarterly Report by Kelley Lane Craig Ambrosiam. .................................................. Pg. 19 Council Member 2. Elections Stakeholders Task Force Report by Vice Mayor Term Expires 2020 McClure. 3. 2018 Financial Audit Results presentation by BDO, Inc. Scott Meszaros City Manager Brenda Ballou City Clerk Holly Wells City Attorney City of Seward, Alaska Council Agenda August 12, 2019 Page I 1 7. PUBLIC HEARINGS A. Ordinances for Public Hearing and Enactment 1. Ordinance 2019-011, Amending Seward City Code Title 5, Revenue And Finance, To Adopt Chapter 5.22 "Developer Reimbursement And Incentive Program," Implementing A Process For Reimbursing Some Or All Of Developers' Public Improvement Installation Costs. This ordinance was amended and introduced on July 8, 2019, was referred to administration for further development, and is corning tonight for public hearing and enactment. ........................................... Pg. 42 8. UNFINISHED BUSINESS A. Items Postponed from Previous Agenda 1. Resolution 2019-069, Amending Administrative Filing Fees For Land Management, Signs, Zoning And Platting Requests. Postponed from July 22, 2019. ........... Pg. 49 2. Schedule a joint work session with the Port & Commerce Advisory Board and the Chamber of Commerce on August 26, 2019 at 5:30 p.m. to review Chamber funding and priorities, clarifying the city's vision for the future, and deciding what role the Chamber would play in that. Brought back July 22, 2019 per council direction to city clerk on March 11, 2019; Postponed from July 22, 2019. 9. NEW BUSINESS A. Ordinances for Introduction *1. Ordinance 2019-013, Amending City Code Title 6 — Purchasing, Contracts And Professional Services, To Clarify That A City Of Seward Business License Is Required To Perform Work For, Or Provide A Service To Or On Behalf Of, The City Of Seward For The Life Of The Contract Or Agreement. (Clerk) ................ Pg. 63 *2. Ordinance 2019-014, Amending Seward City Code 3.75.010 "Sexual Harassment" To Add Prohibitions Against Other Forms Of Harassment And Bullying Conduct And To Apply Seward City Code 3.75.010 To All City Employees, Officials And Agents When Acting On The City's Behalf. (Administration) ............................... Pg. 68 B. Resolutions *1. Resolution 2019-070, Supporting The Submission Of A Federal Grant Application To The State Of Alaska Prepared By The Seward Historic Preservation Commission To Provide Funds For A Historic Sites Awareness Project Which Requests $35,805 Total, Including A $21,483 Federal Share And A $14,322 Applicant Share. .... Pg. 77 *2. Resolution 2019-071, 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. ............................................... Pg. 102 *3. Resolution 2019-072, Authorizing The City Manager To Enter Into A Contract With Lumen Design, LLC For The Seward Animal Shelter Project, Professional City of Seward, Alaska Council Agenda August 12, 2019 Page 2 2 Architectural Services For Concept Design, In An Amount Not To Exceed $28,000, And Appropriating Funds. .............................................................. Pg. 109 *4. Resolution 2019-073, Authorizing The City Manager To Enter Into A Revised Contract With The International Brotherhood Of Electrical Workers (IBEW) Effective July 1, 2019 And Ending June 30, 2022. .............................. Pg. 117 5. Resolution 2019-074, Authorizing The City Manager To Approve Purchase Orders With Anixter Distribution For $76,156, And Wesco Distribution For $51,954, For A Total Cost Of $128,110, Plus A 10% Contingency, Totaling $140,921 For The Purchase Of Transformers, And Appropriating Funds. ........................... Pg. 140 C. Other New Business Items *1. Approval of the July 22, 2019 City Council Regular Meeting Minutes. ....... Pg. 145 2. Discuss directing the city manager to leave the Parks & Recreation Director position open until council approves the 2020/2021 budget. (Lane) 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. On-going City Project and Goal List ................................................. Pg. 155 B. Clerk's Report on Public Records Requests through August 6, 2019 ........... Pg. 164 C. Deputy City Clerk's memo recognizing local support for the Student Exchange Program ................................................................................. Pg. 168 D. Final Report from Kenai Peninsula Borough Election Stakeholders Group Pg. 170 11. COUNCIL COMMENTS 12. CITIZEN COMMENTS [There is no sign in for this comment period. Time is limited to 5 minutes per speaker.] 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. EXECUTIVE SESSION A. Go into executive session for a discussion and analysis regarding accounting and financial management procedures implemented by the City to protect City funds from improper or unlawful use, management or misappropriation SCC 2.10.030(b)(1). 15. ADJOURNMENT City of Seward, Alaska Council Agenda August 12, 2019 Page 3 3 CITY OF SEWARD Scott Meszaros, City Manager P.O. Box 167 Telephone (907) 224-4047 Seward,AK 99664 Facsimile (907) 224-4038 MANAGER'S REPORT July 13, 2019—August 5, 2019 The following purchase orders in the amount of$5,000.00 or more have been approved by the City Manager since the last report: DATE DEPT TO WHO WHAT FOR AMOUNT 7/22/19 Electric Dryden and LaRue, Inc. T-line Engineering for DOT Seward Res. 2019- Hwy mile 12-22.5 mile 034 7/30/19 Parks and John Groothof Third Avenue Playground Fence $5,115.00 Recreation Project ADMINISTRATION Representatives from the City of Seward along with our local Flood Plain Program Lead met with Bruce Sexauer the Chief of Alaska District US Army Corps of Engineers and his staff members on July 31 st. The group discussions were very collaborative and constructive, enhancing our involvement and partnerships on all of the regional USACE projects. Specifically, the Seward Airport discussions resulted in learning of the method to request a USACE Section 14 request we will ask DOT to provide, and we will submit the same format letter requesting to get the project submitted to stabilize the long runway. We will need to work with the State on selecting the Alternative 1.1 plan, or revising the design of the long runway, instead of the DOT preferred alternative 2.2 plan, which would decommission the long runway. USACE is sending a Staff member down to attend our DOT /FAA public meeting on Thursday, Aug. 15th at 5pm, to express the viability that this is a feasible option. We will additionally be asking KPB and other stakeholders to submit comments in support of keeping the long runway if things proceed towards this option. The Lowell Creek water diversion project (Lowell Tunnel), the feasibility study has moved out of the Dam Safety section and they have started work on the preferred alternatives identified, we met with the newly assigned project manager. A Tentatively Selected Plan and draft report is expected early 2020 and then will move into review. In Japanese Creek, the Corps plans to submit the Section 205 feasibility study to headquarters to move forward. They begin a new fiscal year in October and will place this on their project list. We met the new project manager that has been assigned to work with us. They will provide an estimate of the cost share for the feasibility study in the coming weeks. The flood board has prioritized the remaining funds from the Salmon Creek 205 project for the Japp Creek feasibility study match. (The Corps will complete the one-year inspection of the Salmon Creek revetment in October and then close out the project and return funds to KPB.) The City will be requesting matching funds for the Japp feasibility study during our next budget cycle beginning in October. 4 CMR 08/12/19 1. The Harbor has hired a new Harborworker II to replace the one who moved south so his wife can finish her college education. 2. The transfer site has been working with the harbor on the increase of garbage that is being dump at most of the harbor locations. 3. The 50 ton was down for one day doing routine maintenance, we are on our two year cycle to replace the cables, change all the fluids in the gear boxes. 4. The 330 ton lift all the gear box fluids have been replaced, service the sheaves and changed the hydraulic fluid. 5. We have received a lot of compliments on the new South harbor launch ramp. 6. Trying to finish up on the punch list for the South Harbor Launch ramp,just some fine tuning mostly the as-builts and completion paperwork. 7. We are currently working with ADF&G to replace the North East Boat Launch Ramp, funding is currently available through the same grant,waiting on the 2020 State budget to be approved. 8. The harbor is still preparing for the Salmon Derby which takes place from August 10- 18th,the chamber is still looking for volunteers. 9. The harbor met with the port of Port Angeles to look at and discuss the infrastructure at SMIC. 10. Picture attached of the first mishap on the South Launch Ramp, our harbor crew helped them get the boat back on the trailer no damage to the launch ramp. 5 CMR 08/12/19 �r i /r Y 6 ELECTRIC Number of new Job Orders started since Jan. 1, 2019: (30) 1) TelAlaska is continuing with their summer undergrounding project burying communication cables in the alleys and intersections from Jefferson Street north. The project is currently paused because their construction crew is doing some work up in Nome for the next couple weeks, after which they will be back in Seward to continue on the project. TelAlaska has been very cooperative in working with the City to reduce the impacts of the project. The Electric Department researched the opportunity of jointly working with TelAlaska on this project, however we discovered that the preparation and cost would be too great with the short notice. The Electric Department is going to work with TelAlaska and their contractors to address some critical areas while the crews are in Seward. 2) Only one meter remains to be exchanged due to extensive technical equipment relocation issues which the Electric Department is in the process of resolving and which we expect to be completed in the near future. 3) The Electric Department delivered the Lowell Canyon Hydroelectric feasibility report to PACAB as a laydown at their July 24th meeting. After PACAB has had an opportunity to review it, it is anticipated it will be added to an upcoming scheduled PACAB meeting for discussion. The City is moving forward with investigating the potential and challenges of performing a hydrologic study as required for the Department of Natural Resources application for water rights. 4) The Electric Department making the final preparations to start the construction work for replacement of Stoney Creek underground subdivision electric infrastructure. The project is estimated to take around 4 weeks of continuous work to complete this project. Seward Parks & Recreation Department and Parking Department CMR Friday, August 2, 2019 ' t , ft v r u i r� �/r rriii ilia R iii/ii �ter, r�S 00 rr Teen & Youth Center Report Ten weeks into summer camp and we are still going strong. This week we focused on talents of our youth. Art,music, circus games, magic, stand-up comedy, dance and drama were practiced and a performance culminating with a show for parents on Friday. We send another special thank you to the Seward Memorial United Methodist Church for loaning us their building for practice and the performance. We are excited to continue with this development of talents throughout the school year. Kayaking for our older campers,with Adventure 60 North scheduled on Wednesday, August 7 will be our last big fieldtrip for this summer. There is still room on the Kayaking trip for 5-8'graders. $30 for Campers registered for the week of camp and$60 for non-campers wishing to join us for the day. 8 Thank you the Seward Community Foundation (SCF) for all the field trips we were able to enjoy due to your grant. By July 31, the TYC summer camp hosted 1,672 attendee visits from kids in grades 1 through 5, and another 376 kid visits from middle School grades. This totals 2,048 camper visits or days provided. 576 hot lunches were served to the campers. Our TYC focus continues to be providing quality recreation programs for the youth of Seward that promotes self-awareness,positive attitudes,resilience and problem-solving for our future. Our number one rule is RESPECT. We teach campers to show respect for other campers, staff,volunteers, Camp Counselors,the building and play areas. We also teach self- respect. The kids have seen and learned that when they show respect,most of the other"broken rules"fall away. We are very proud of our summer staff! They are now preparing to return to school and other activities for the fall season as we wrap up summer camp. We, in Seward,have been lucky to work with our smart, talented and caring team! They feel lucky, too, about having spent their summers recreating and growing with your children. —Josie McClain, TYC Coordinator TYC is seeking motivated talented individuals who enjoy working with children in grade school and middle school for talent week, as well as After School Program. Please contact Josie at jmWainCy,cityofsewamd..net to find out the details. Art, drama,music,juggling, dance;if you have a talent to share let's have some fun. O We are posting our TYC fall and winter programs on the www.SewardRec.com website to allow for registration. There are job vacancies posted for Program Aides and Program Aide Trainees. Upcoming TYC events include: First Friday Fun Night at the TYC for 4"' and 5'graders with the theme of"Back to School." Second Saturday Social for families with the theme of"Music and Movement." Meet and greet AVTEC students and school open houses. The Rec The Ree's new fall schedule will be coming out in two weeks! Attendance 7/12-7/31 =65 total(Middle School=40,High School=25) Revenue from TRR Vending 7/12-7/31: $98.95 ALPAR Thursday, July 25', the ALPAR crew teamed up with Alaska Sea Life Center employees for a beach cleanup during their `Plastic-free' month-long challenge! 7/12-7/31: • Hours worked=30 • Distance covered—33.5 miles 0 30 bags of trash • 9 bags recycling • Estimated 300 lbs. of litter removed 9 Report July 2019 i �� �mrtmrtmrtmrtmrtmrtmrtmrtmrtmm o The t011owing events were held at or by the TRR d.rr n thus past month: Elul 4th fundraisin nth TYC, dunk tank and bounc house Lovell Point and b�lueberry pickingon Saturdays Pubfic Use Punchards Mass Registration Rentals ecial Events For 4th of J U11V revenue, see TYG°s rnornthl Sub-total report Teen Council Funds Total Revenues $9 ,95 M en Diddle School 63 so,' Hi h School 45 IS Special Event,attendance Total Attendance joir 66 Total Hours of Operation 68 6 ww " w Leadership CouncilCOther10.001 Dotes: i Staff Signature Meredith Llns Date /1l201 10 Parks Maintenance & Campgrounds Working with T2 on warranty renewals for our pay stations. Preparing new fire rings to secure in"Godwin Campground"in Waterfront Park. Moved some old fire rings to William's Park and Marathon campgrounds. Contractor working on Little League baseball field fence repairs. N of /., r it,/,,//. ,,i/ ✓ i /ro//a r� /,�/� �% ,/�r/�/i / ,,,/rii sri%>: >l�Puli✓D„ ,�� /� r j/r fV� ry �f 01, M r � "Marvin's Garden"in Waterf-ont Park. Former Volunteer Campground Host, Mvna Boyles often said it was the most photographed area in Seward.RIP,Pappy Boyles. Still receiving daily compliments re: park and garden beauty and restroom cleanliness. Replaced the posts on the Horseshoe pit at Branson Pavilion. Received a highly charged emotional outrage regarding providing recycling within Waterfront Park. Replaced fluorescent lights at the shower house and the Teen Rec Room. Cleaned out the weir at First Lake. Campgrounds revenues YTD 7/29: $608,242. Parking Department Parking lot revenue: $245,000. Working out software glitches for"securepark" so customers can pay citations online. Should be fully operational by the time City Council reviews this document. Striping, chalking, etc. Staff will be working to bring the Electric-powered GEM Parking truck operational again. 11 12 Sports & Recreation Division Sports &Rec at the AVTEC Gym was closed this past week for mandatory AVTEC deep cleaning, but other outdoor recreation continued. Windsong Lodge Youth Soccer League enjoyed Photo Night with One Shot Photography Staff working on fall programs: volleyball,basketball, archery,racquetball, Rock Wall and more. Sports &Rec hosted(via a simple gym rental)World Sports League (WSL)Basketball Tournament, filling the gym bleachers with players,parents, fans and officials with probably over 200 people. Four Seward teams participated: two girls' teams and two boys' teams,with one each team from Middle School and High School ages. WSL is hoping to build this annual event in Seward. Sports &Rec staff seeking invested adults to participate in a focus group survey. Please contact Ian Jones, 224-4054 or�UO r.es-A `Seward..net. 13 8/2/19 Seward Community Library&Museum Director's Report NEWS AND UPDATES Obihiro Gifts Display A case displaying of some of the gifts the City of Seward has received from our Sister City, Obijiro,Japan over the last 50 years was set up next to the Museum Window Display by Resurrection Bay Historical Society Volunteers on July 16. We thank Colleen Kelly, Marc Kovac, Shannon Kovak, Mark Kansteiner, Linda Lasota and Mark Luttrell for working with the Seward Community Library& Museum and the City of Seward Clerk's Office as well as the time and effort they committed to setting up the display in the absence of a Curator! ��, / / iJ",������J7Jl///'/fllff//Hll///lull Jll/J//�1144fllf JlffU4flfflkl r � I 1, I II � r I; f J1,'rrd11,1P,1;I1JJ11lIDl..... I � rrnrrr 14 Thank you to Lynn Lovegreen! The Convincing Characters Teen Writing Workshop and Pizza Party held on July 31'Y was a hit with 11 teens and one adult attending! Ms. Lovegreen is a young adult historical author and retired teacher who lives in Anchorage and has lived in Alaska for 50 years. We appreciate her time and dedication to provide this workshop to our community at no cost to the library other than time, space and food! She was impressed by the creativity of our teens! We had quite a few requests for more writing workshops for all ages, so we hope to offer more in the future. Please contact Amanda Lyon atalyon@cityofseward.net with ideas and suggestions. Upcoming Closures Monday, September 2—Labor Day Now Hiring Full-Time Curator of Collections and Exhibits,Tues-Sat, 9:OOam-5:OOpm UPCOMING PROGRAMS Movie@2 Program Mon-Sat, 2-3pm through September 16 Community Room (Meeting Room on occasion) The Iditarod National Historic Trail:A History and Waves Over Seward movies, shows daily at 2pm, Monday-Saturday. Donations appreciated. Resurrection Bay Historical Society volunteers show these movies during Summer Museum Sunday Hours, 1-5pm. Thank you to the Iditarod Historic Trail Alliance and the Seward Community Library Association for granting us special permission to show these movies. Play Time Saturdays, Noon-4pm Children's Room Don't miss fun each Saturday with books, activities, and toys specially selected according to a theme each week to enhance creative play and development. Stop by and experience our newest theme for this unique unstructured play program created with working caregivers in mind. Adult supervision required. • August 17—A is for Alaska • August 24—B is for Bear • August 31 —C is for Cat • September 7—D is for Dragon Summer Reading Challenge for All Ended August 10 with a Party! The Summer Reading Challenge was a community wide program for ALL AGES to read a total of 24 hours this summer! Six logs tracked a total of 4 hours of reading in 20-minute blocks, a common recommended reading time for young students to maintain their reading level over the summer break. Children ages 4 and under participate through our 1000 Books Before Kindergarten (1KBK) Program. Caregivers could count time reading to their children. 15 As of August 1, 151 participants have signed up and read for 1008 hours (60,480 minutes)! The Finale party held on August 10, from 1-3pm featured ice cream floats, crafts, and Grand Prize Raffle featuring donations from local businesses. Thank you to the following our local businesses for supporting the Seward Summer Reading Challenge: 1. Alaska Railroad: Gift Pass for Two Roundtrip Seward-Anchorage: $350 value 2. Alpine Air Alaska: Flightseeing with Glacier Landing for Two: $978 value 3. Irvin Pottery: $25 Gift Certificate 4. Seward Bike Shop: Hotwalk Balance Bike: $155 value 5. Sunny Cove Sea Kayaking: 3-hour Resurrection Bay Sea Kayak Tour for Two: $150 value 6. The Ranting Raven: Small Sketchbook and Colored Pencils, Little Tyrannosaurus Puppet, Dinosaur Island 64 Piece Puzzle, Red Sings from Treetops Children's Book 7. Woody's Thai Food: 5 individual$20 Gift Certificates 8. Kenai Fjords Tours: Resurrection Bay Wildlife Cruise with Lunch on Fox Island for 2 Adults and 2 Kids valued at$336.00 Author Sandy Mazen Memoir Kiyonuk:An Arctic Alaska Boyhood Wednesday,August 21,4-6 pm Community Room In a 45-minute talk about his book, Mazen will discuss his two-year journey to know more about his family and himself, including ties to Seward History and life in various parts of Alaska. Sandy Mazen was born at the mission hospital in Teller on March 16, 1928. He has lived an adventurous life in the military, as a teacher, and as a family counselor. Flyer Attached Below! Banned Book Week September 22-28 Stop by the library and see if you've read any banned, challenged, or restricted books! Section 3 in the Library Bill of Rights states: "Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment."Books that have historically been banned, challenged, or restricted will have a special bookmark reminding us of our freedom to read! www.ala.org/advocacy/bbooks/banned 16 a� m„ 1w ✓oh111111,10 ,tjlJ ,K,1 ,1a' fi,�p „Gn "4,1111 Discussing hise r i a r Jl 3 17 City of Seward Personnel Transactions from 7/13/2019-8/2/2019 Prepared by Riley Shurtleff, City of Seward Personnel Officer Separations: Department: Date of Separation Harbor Workerll Harbor 7/15/2019 Executive Liaison Administration 7/29/2019 New Hires: Department: Date of Hire Police Dispatcher Police 8/2/2019 Available Full Time Positions: Department: Position Status Police Dispatcher Police Advertising Since 9/18/2018 Corrections Officer Police Advertising Since 11/29/2018 Library Museum Curator Library Museum Advertising Since 6/1/2019 Harbor Senior Administrative Assistant Harbor Advertising Since 6/11/2019 Administrative Assistant Public Works Advertising Since 6/20/2019 Campground Coordinator SPRD Advertising Since 7/8/2019 Available Seasonal Positions: Department: Position Status Campground Attendants I & II SPRD Advertising Since 1/18/2019 Library Museum Seasonal Aide Library Museum Advertising Since 2/1/2019 Parking Attendant Parking Advertising Since 1/18/2019 Teen Youth Center Summer Camp Counselor SPRD Advertising Since 1/18/2019 Program Aide (TYC,Teen Rec Room, Sports & Rec at the AVTEC Gym) SPRD Advertising Since 1/18/2019 Harbor Seasonal Aide (Part Time) Harbor Advertising Since 3/29/2019 Additional Personnel Transactions: Per Seward City Code Sec. 3.15.025 (C );The City Manager adjusted the pay plan to authorize External Equity for the Deputy Fire Chief position on 7/19/2019. 18 SEWARD COMMUNITY HEALTH CENTER SCHC and City of Seward Coordinating Committee Meeting Wednesday,April 10,2019 3:30 pm—4:30 pm 410 Adams Street,Seward,AK—City Manager's Office Status - , '.Name "" . Role/TitleStatu'sNanie„ Role�7iYEe P Jeff Bridges City:City Manger P Craig Ambrosiani SCHC:Executive Director P Brennan Hickok City:Asst.City Mgr P Shane Hand SCHC:Board Chair P Shary[Seese City:City Councif P Jilian Chapman SCHC:Executive Assistant P=Present T=Teleconference A=Absent Topic Presenter Discussion Action/Follow-up Call to Order Ambrosiani The meeting was called to order by Craig Ambrosiani at 3:30 pm in the City Manager's Office at Seward City Hall. Craig asked to add a topic regarding HRSA Technical Assistance. Meeting Agenda Ambrosiani The agenda was approved as amended by consensus. The agenda was approved by Review consensus. Action and Discussion Ambrosiani Approval of minutes from March 8,2019* It was moved(Hand)and seconded Items Shane called for a motion to approve the agenda as amended. After the motion was (Seese)to approve the March 8 seconded,the agenda was approved as amended meeting minutes.The motion was unanimously approved. Ambrosiani SCHC-SeaView Contract Craig and Brennan met with Chris Sheehan at SeaView yesterday. Craig sent a revised contract to SeaView yesterday and cc'd Brennan. Chris said SeaView will call a special board meeting to approve the contract when needed. Brennan has heard back from HRSA Consultant Pat Fairchild regarding structure of the agreement. He will share details with Craig via email. Craig invited Chris and Tommy(SeaView)to attend the next SCHC board meeting on April 25. 041019 Coordinating Committee Mtg Minutes FINAL 1/3 19 I a Ambrosiani SUD-MH Grant Spending There is about$170k of one-time non-personnel funding remaining to spend by 12/31/19. This will be a challenge. The original budget called for: • Soundproofing the exam rooms o This is no longer feasible because it would create federal interest in the building. • EHR upgrades to enable SeaView to interface with the SCHC EHR(Epic) o SeaView has since started using a different EHR that won't directly interface with Epic. • Contract fees associated with integrating BH with primary care Ambrosiani HRSA Technical Assistance* Craig will work on scheduling the Craig has been talking with HRSA representatives about getting technical assistance HRSA Technical Assistance visit for regarding the co-applicant agreement between SCHC and the City. The group late June. discussed timing of the HRSA visit vs.hiring of new City Manager. It was agreed that revisions to the co-applicant agreement should wait until a new City Manager is hired. Craig handed out a spreadsheet summarizing our request for technical assistance. Brennan asked to modify the wording under Goals and Objectives to include"...in accordance with the program compliance manual[and all HRSA regulations],and in an efficient and functional manner." Ambrosiani HRSA FY 2019 Integrated Behavioral Health Services(IBHS)Grant Opportunity* A copy of the notice of funding opportunity for HRSA's new grant opportunity was included with the agenda packet. It's a non-competitive grant for$145,000 and we have to add 0.5 FTE. This would be rolled into our base grant as long as we meet initial grant requirements for two years. There are no requirements to add a minimum number of patients seen per year. It makes broad allowances for how the funding could be spent. Discussion re:how we could improve collaboration with SeaView,Seward Prevention Coalition,Seward Pride,and others in town using this funding. Craig asked Brennan, Chris,and Tommy for a meeting to discuss how we would approach this. 041019 Coordinating Committee Mtg Minutes FINAL 2/3 20 Ambrosiani NWRPCA Spring Summit,May 19-21 Brennan and Sharyl will contact Craig and Shane invited Sharyl and'Brennan to attend this conference. Jilian if they're able to attend. Good of the Order All Discussion of referrals to SeaVlew by SCHC providers over the last few months, Craig shared numbers of referrals made—but those don't necessarily translate to referrals completed. Craig will have to do more research regarding how many referrals are being completed. April 15 is the last date for SeaView to execute contract per the SCHC board. The Coordinating Committee still needs to work on list for a future HRSA technical assistance visit. Adjournment Amlbrosiani —There—being no further business to be discussed,the meeting was adjourned at 4:30 Pm. Next Meeting The next meeting of the Coordinating Committee will be scheduled via email.— 1,�A�A Minutes Aoroved By;Craig Ambrosiani,SCHC Exec.Dir. Minutes Pr�p�aedlly'. Chapman, �E.I, Asst 041019 Coordinating Committee Mtg Minutes FINAL 3/3 21 Seward Community Health Center Executive Director Report July 22, 2019 Craig Ambrosiani Staffing: We are still looking to fill the RN-Case manager position. Our full-time equivalents were 18.3 in May 19.4 in June with a budget of 18.4. The increase is mostly due to the direct hire of our summer medical provider which was budgeted as contract. Dr. Allen was approved and accepted to participate in the SHARP loan reimbursement program. He is our second provider and third employee in a State/Federal loan repayment program. HRSA: We had a Federal Audit on July 8th of our use of the AMS grant awarded in September of 2017. Two representatives from the New York OIG office were auditing HRSA's compliance with the Federal program. They spent the day reviewing documents and interviewing staff. Marcie was well prepared, and we were able to give them all the data they requested. We will only hear back from them if they need additional information. Despite correspondence from the City and the CHC, HRSA still placed a condition on our grant to bring our co-applicant agreement into compliance with HRSA regulations within 90 days. The City Manager, City Finance Director and myself met on 7/19/19 and reviewed some outlines for a revised co-applicant agreement. We also identified the need to work as partners in the future. The next step is that I will provide a revision of the agreement to the City administration for review and eventual presentation to the coordinating committee, then for board and council approval. 2020 Operational Site visit. We ae scheduling our mock site visit with APCA for November of 2019 Building: The building committee reviewed the space needs and conceptual relationship, bubble drawings of the proposed clinic. CHC staff will continue to review and modify the space numbers and get back to the architects by the end of August. Behavioral Health: CHC staff met with Seaview staff to review the progress of the SUD-MH grant. Seaview has not recorded any patient encounters but has been establishing relationships with local organizations and youth groups. They expect patient encounters to happen when school sta rts. Compliance: We have submitted our Federal Tort Clams Act, FTCA, redeeming application and are responding to follow-up questions. This process allows us to access Federal mal-practice coverage as a part of the FQHC program. 22 Financial: The draft 2018 audit report is still under review. We had one minor change to the proposed audit report, and they are reviewing our request. Financial summary June 2019:The June 2019 financial reports were presented to the Finance committee, on July 180, 2019. Utilization: Our patient visits through June were 2,446 compared to 2,057 in June of 2018 and increase of 389 visits or 19%over 2018 YTD. Our unduplicated patients are 151 or 13% more than the first six months of 2018. Revenue: Our net patient revenues YTD are about 17%ahead of budget and about 52% higher than 2018. Total revenue is over budget by 16%and over prior year by 24%. Expenses:Total YTD expenses are 9%over budget and 20% higher than 2018, corresponding to increased revenues. Net Income/(loss): We are currently showing a YTD profit of$94,492 which is mostly due to increased use our grants, increased patient volume and increased patient acuity. 2020 Proposed Budget: The finance committee reviewed and approved the proposed 2020 budget to be recommended to the Board for approval. Overall the budget showed minimal changes over the projected 2019 projections. Included were a planned increase of 2.5%for wages for merit and market increases. A.5 FTE increase mostly due to moving contracted staff to employed staff. taThe current proposal shows a $0.00 bottom line. 23 2020 Board Budget Presentation Agenda 2020 Operational Budget Year-Over-Year Revenue Comparison - By Category Performance Drivers Year-Over-Year Expense Comparison - By Category Review of Personnel Expenses 2020 Full Budget �mjij, 2020 Summary of Funding Sources 2020 Proposed Expense Budget - By Funding Source 25 2020 Operational Budget (Ind II IIIRSA Il.i se, 340B & II....ocd II--uindiin ) 26 Performance Drivers - Revenue No significant change,growth in 2019 is expected to level Total Visits 4,860 4,418 5,317 5,413 off for 2020 Change -9% 20% 2% No significant change,growth in 2019 is expected to level Total Patients 2,136 2,041 2,308 2,331 off for 2020 Change -4% 13% 1% Gross Revenue per Gross revenues per visit should maintain and most likely visit $ 272 $ 276 $ 327 $ 321 increase due to increased coding review added in 2019. Change 1% 18% -2% No significant change,growth in 2019 is expected to level Gross Revenue $1,323,353 $1,220,728 $1,737,879 $1,737,867 off for 2020 Change -8% 42% 0% We expect our visit frequency to increase with switching out the MA position to the RN case manager position. We are Frequency 2.28 2.16 2.30 2.32 budgeting conservatively and have not budgeted an increase. Net Patient Revenue 69.4% 75.3% 76.5% 76.9% VVU1111 1 Change 0% 45% 1% Net Patient revenue per visit for Medicaid is budgeted to decrease by 5%,due to potential State budget cuts, Net Patient Revenue commercial insurance payments are expected to increase Per Visit $ 189 $ 208 $ 27 250 $ 247 slightly. Change 10% 20% -1% Year-Over-Year Comparison Ongoing Funding Sources - Revenue Patient Related Revenue (Net) $ 918,801 $ 1,329,282 $ 1,336,001 $ 6,719 1% HRSA-Base Funds $ 1,182,214 $ 1,211,978 $ 1,323,419 $ 111,441 9% City of Seward Support $ 300,000 $ 200,000 $ 100,000 $ (100,000) -50% Misc Income $ 6,565 $ 8,048 $ 7,930 $ (118) -1% 340B Program Revenue $ 142,488 $ 167,146 $ 160,000 $ (7,146) -4% In-Kind Revenue $ 60,000 $ 60,000 $ 60,000 $ - 0% za Year-Over-Year Comparison Ongoing Funding Sources - Revenue X 0 Y Reve m,.ac C:ornr.carison $1 o.000 `5ao.000 r5y.o.000 `�6Q000 $2 0,000 $50,000 .$f 0,000) P rli�nf Rehiled I IRSA-Bmi.,Funds City of Seward Ibis:-.Income 340B Program In rind Revenue 12everrue(IVet) Si.pporl Revenue mu 2018 Actual s im 2019 Forecast mo 2020 Proposed Pwdgef 29 Year-Over-Year Comparison Ongoing Funding Sources - Expenses Administrative Expenses $ 128,258 $ 122,479 $ 137,215 $ 14,736 12% Contract Provider $ 63,800 $ - $ 110,000 $ 110,000 #DIV/0! Contract Support Services $ 114,600 $ 110,620 $ 107,600 $ (3,020) -3% Facility Expenses $ 121,063 $ 118,009 $ 120,344 $ 2,336 2% In-Kind Expenses $ 60,000 $ 60,000 $ 60,000 $ - 0% Insurance $ 14,286 $ 18,952 $ 19,000 $ 48 0% Patient Expenses $ 103,273 $ 93,577 $ 95,921 $ 2,344 3% Personnel Expenses $2,002,793 IIIIIIII $ 2,212,575 IIIIIIII $ 2,337,270 IIII $ 124,695 IIIIIIIIIIIIIIII 6% 30 Year-Over-Year Comparison Ongoing Funding Sources - Expenses Y 0 Y Expense Comparison Y 0 Y Cornparison (Exclude Personnel) Personnel Expenses $2,400,000 $2,300,000 $120.60 I I M,000 $2,100,000 $80,000 $60,000 $2,000,000 $40,000 $1,90(),00() $20,0(70 1 1 Peisannel Expenses Administrative ContracI Contract Facility Expenses In Kind Expi-rises Insurance Patient Expenses im 2018 Ack.jds Fxpf..msns Provider Supp,::)rl Scarvices mo2019Fnrac.ist is 20 18 Achjds 11112019 Forecast IIII 202011roposed Budget 11112020 Proposed Budget 3, ���IfIII�IfI,pp�ili�PJ',P 2020 Budget - Personnel Expenses Includes s% IN� 11� I I'm j—$40k Behavioral Health 100 coos ez so3 Includes 2019 vacant RN Case Facility&j Manager position Medical Non-Clinical Support Staff p sea szs s 3as ia (—$ft3k) u Includes Reduction r, PA, and crvr.�i zro 2.17 $ 303,038 In Overtime over Physician 113 121 $ 30e ens Forecast (--$2Ik) Enabling Services �uGuu�GN�NN�YP�Yldfltl I �� Utia�� � 2020 Full Budget Includes all funding sources 33 2020 Summary of Funding Sources �sul, Net Patient Revenue ism, Gross less sliding fee, contract and bad debt adjustments RSA Base ($1 .3 ) 0 IN imp, Assumed flat funding + $1 1 Ok SUD Patient Related Revenue (Net) $ 1,336,001 Award Ongoing Funds Federal Grant Revenue $ 1,323,419 u�w�o City of Seward Support City of Seward Support $ 100,000 Misc Income Misc Income $ 7,930 340B Program Revenue $ 160,000 imp, Interest, Donations, Fee Agent, In-Kind Revenue $ 60,000 Doubtful Accounts, Other 304B Program In-Kind Revenue (Rent only) 34 2020 Summary of Funding Sources 0% 2% Patent IIrebtecJ 3% Revenue (Net) ` mill, Federal rant (Revenue mill, CHy of Sewall Suir pori isc Iile uu 3401B) Pill IReveinue uuuur In Kind Revenue 35 2020 Proposed Expense Budget (All Funding Sources) wz� is Iva I IN Administrative Expenses $ - $ - $ - $ 137,215 $ 137,215 Contract Provider $ 105,000 $ - $ - $ 5,000 $ 110,000 Contract Support Services $ - $ - $ 14,400 $ 93,200 $ 107,600 Facility Expenses $ - $ - $ - $ 120,344 $ 120,344 In-Kind Expenses $ - $ 60,000 $ - $ - $ 60,000 Insurance $ - $ - $ - $ 19,000 $ 19,000 Patient Expenses $ - $ - $ 72,000 $ 23,921 $ 95,921 Personnel Expenses $ 1,218,419 $ 100,000 $ - $ 1,018,851 $ 2,337,270 V S u lw"�IMIRWIMW 36 2020 Proposed Expense Budget (All Funding Sources) I[;;;;;; pe lase III u d et II to miry ........ uuu IL....I IIRA ...... Its iiiiiiiii COS SUIPIPOldL. 11,11,11, 04III IFliro it im II,,,,, c d IL::::u i n d ire 37 Seward Community Health Center 2020 Budget Comparison Operational/Ongoing Funds Only (Excludes One-Time Funds Special Projects) Presented July 18,2019 Budget Budget %Change Variance Variance (2019 Forecast 2018 Actuals from 2019 from 2018 to 2020 (Prelim Audit) 2019 Budget Jan-Jun 2019 2019 Forecast 2020 Budget Forecast Actual Budget) Ordinary Income/Expense $ - Income $ Total 4000-Patient Related Revenue $ 918,801 $ 1,026,053 $ 603,340 $ 1,329,282 $ 1,336,001 $ 6,719 $ 417,200 1% 4001-Grant Revenue $ - 5921-Federal Grant Revenues $ 1,182,214 $ 1,213,419 $ 605,269 $ 1,211,978 $ 1,323,419 $ 111,441 $ 141,205 9% 5923-Other Grant Revenue $ - $ - $ - $ - 0% 5953-City of Seward Grant Revenue $ 300,000 $ 200,000 $ 100,000 $ 200,000 $ 100,000 $ (100,000) $ (200,000) -50% Total 4001-Grant Revenue $ 1,482,214 $ 1,413,419 $ 705,269 $ 1,411,978 $ 1,423,419 $ 11,441 $ (58,795) 1% Total 4002-Miscellaneous Income $ 6,565 $ - $ 4,223 $ 7,471 $ 7,930 $ 459 $ 1,365 6% 4631-Collection of doubtful accounts $ - $ 289 $ 577 $ - $ (577) $ - -100% 4639-340B Income $ 142,488 $ 110,000 $ 83,573 $ 167,146 $ 160,000 $ (7,146) $ 17,512 4% 4800-In-Kind Income $ 60,000 $ 60,000 $ 30,000 $ 60,000 $ 60,000 $ - $ - 0% Total Income $ 2,610,068 $ 2,609,472 $ 1,426,692 $ 2,976,453 $ 2,987,350 $ 10,897 $ 377,282 0% Gross Profit $ 2,610,068 $ 2,609,472 $ 1,426,692 $ 2,976,453 $ 2,987,350 $ 10,897 $ 377,282 0% Expense $ - Total 60000-Payroll Expense $ 1,448,497 $ 1,518,334 $ 764,009 $ 1,609,618 $ 1,697,691 $ 88,073 $ 249,194 5% Total 61000-Benefits $ 554,297 $ 564,558 $ 301,492 $ 602,957 $ 639,579 $ 36,622 $ 85,283 6% Total 70010-Communications Expenses $ 30,019 $ 26,760 $ 11,874 $ 23,748 $ 24,300 $ 552 $ (5,719) 2% 70020-Postage,Freight&Delivery $ 4,722 $ 1,000 $ 899 $ 1,798 $ 1,900 $ 102 $ (2,822) 6% Total 70030-Bank and credit card svc ch $ 10,000 $ 6,000 $ 6,158 $ 12,316 $ 12,600 $ 284 $ 2,600 2% Total 70040-Insurance Expense $ 14,286 $ 16,137 $ 9,476 $ 18,952 $ 19,000 $ 48 $ 4,714 0% 70090-Contracted services $ - 7009-Contracted Services-General $ 33,903 $ 1,200 $ 1,790 $ 3,581 $ 3,500 $ (81) $ (30,403) -2% 704017041-Contracted Services-IT/Tech $ 8,512 $ 48,497 $ 12,241 $ 24,482 $ 25,000 $ 518 $ 16,488 2% 7042-Contracted Svc-Billing-coding $ 17,054 $ 10,800 $ 7,455 $ 14,910 $ 15,000 $ 90 $ (2,054) 1% 7043-Contracted Services-Accountin $ 27,281 $ 10,800 $ 17,764 $ 35,528 $ 34,100 $ (1,428) $ 6,819 -4% 7044-Contracted Services-Audit $ 25,034 $ 24,000 $ 21,339 $ 26,339 $ 24,000 $ (2,339) $ (1,034) -9% 7046-Contracted Svc-Janitorial $ 1,504 $ 10,560 $ 5,240 $ 10,480 $ 10,560 $ 80 $ 9,056 1% 7047-Contracted Services-Legal $ - $ - $ 1,238 $ 2,475 $ 2,500 $ 25 $ 2,500 1% Total 70090-Contracted services $ 113,289 $ 105,857 $ 67,067 $ 117,795 $ 114,660 $ (3,135) $ 1,371 -3% 7012-Other Special Services $ 2,815 $ 3,305 $ 3,305 $ 3,500 $ 195 $ 685 6% 7015-Utilities $ 37,003 $ 43,685 $ 18,945 $ 37,889 $ 39,000 $ 1,111 $ 1,997 3% 7017-Rents&Leases $ 9,366 $ 2,400 $ 2,035 $ 4,070 $ 4,000 $ (70) $ (5,366) -2% 7019-Contracted Svc-Providers $ 63,800 $ 22,740 $ (3,238) $ - $ 110,000 $ 110,000 $ 46,200 #DIV/0I 7020-Recruitment&Retention $ 18,814 $ - $ 16,779 $ 33,557 $ 31,580 $ (1,977) $ 12,766 -6% 7215-Operating Supplies $ 23,259 $ 15,330 $ 6,537 $ 13,074 $ 14,000 $ 926 $ (9,259) 7% 7216-Repairs and Maintenance $ 49,267 $ 43,651 $ 20,210 $ 40,421 $ 40,620 $ 199 $ (8,647) 0% 7217-Minor Equipment $ 1,300 $ 8,502 $ - $ - $ - $ - $ (1,300) #DIV/0I Total 72190-Medical Supplies $ 103,273 $ 98,218 $ 46,789 $ 93,577 $ 95,921 $ 2,344 $ (7,352) 3% 7300-Advertising $ 10,895 $ 10,000 $ 2,887 $ 5,774 $ 6,000 $ 226 $ (4,895) 4% 7301-Dues and Subscriptions $ 17,058 $ 12,500 $ 9,535 $ 17,569 $ 17,375 $ (194) $ 317 -1% 7302-Travel and Sustenance $ 19,672 $ 14,000 $ 8,220 $ 16,440 $ 21,500 $ 5,060 $ 1,828 31% 7303-Education/Training $ 13,366 $ 14,500 $ 3,026 $ 3,833 $ 3,260 $ (573) $ (10,106) -15% 7304-Equipment Lease/Rent $ 1,970 $ 2,735 $ 5,470 $ 5,864 $ 394 $ 3,894 7% 7305-CME Related Expenses $ - $ 21,500 $ 1,548 $ 1,548 $ 12,000 $ 10,452 $ 12,000 675% 7306-In-Kind Expenses $ 60,000 $ 60,000 $ 30,000 $ 60,000 $ 60,000 $ - $ - 0% 7805-Promotion Expense $ 1,106 $ 3,800 $ 3,656 $ 12,500 $ 13,000 $ 500 $ 11,894 4% Total Expense $ 2,608,072 $ 2,609,472 $ 1,333,944 $ 2,736,211 $ 2,987,350 $ 251,139 $ 379,278 9% Net Ordinary Income $ 1,996 $ 0 $ 92,749 $ 240,241 $ (0) $ (240,242) $ (1,996) -100% Other Income/Expense $ - Other Expense $ - 8001-Other Expense $ 52,672 $ (298) $ (596) $ - $ 596 $ (52,672) -100% Total Other Expense $ 52,672 $ - $ (298) $ (596) $ - $ 596 $ (52,672) -100% Net Other Income $ (52,672) $ - $ 298 $ 596 $ - $ (596) $ 52,672 -100% Total $ (50,677) $ 0 $ 93,047 $ 240,838 $ (0) $ (240,838) $ 50,676 -100% 38 Page 1 of 2 Printed On: 7/17/2019 Seward Community Health Center 2020 Proposed Budget Detail By Project/Grant Presented July 18,2019 2020 Proposed HRSA-Base COS Support 340B Program Local Funding Budget Ordinary Income/Expense Income Total 4000•Patient Related Revenue $ - $ - $ - $ 1,336,001 $ 1,336,001 4001•Grant Revenue 5921•Federal Grant Revenues $ 1,323,419 $ 1,323,419 5923•Other Grant Revenue $ - $ - 5953-City of Seward Grant Revenue $ 100,000 $ 100,000 Total 4001-Grant Revenue $ 1,323,419 $ 100,000 $ - $ - $ 1,423,419 Total 4002-Miscellaneous Income $ - $ - $ - $ 7,930 $ 7,930 4631-Collection of doubtful accounts $ - $ - 4639-340B Income $ 160,000 $ 160,000 4800•In-Kind Income $ 60,000 $ 60,000 Total Income $ 1,323,419 $ 160,000 $ 160,000 $ 1,343,931 $ 2,987,350 Gross Profit $ 1,323,419 $ 160,000 $ 160,000 $ 1,343,931 $ 2,987,350 Expense Total60000•Payroll Expense $ 1,218,419 $ - $ - $ 479,272 $ 1,697,691 Total 61000-Benefits $ - $ 100,000 $ - $ 539,579 $ 639,579 Total 70010•Communications Expenses $ $ - $ $ 24,300 $ 24,300 70020-Postage,Freight&Delivery $ 1,900 $ 1,900 Total 70030-Bank and credit card svc ch $ - $ - $ - $ 12,600 $ 12,600 Total 70040-Insurance Expense $ $ $ $ 19,000 $ 19,000 70090-Contracted services 7009-Contracted Services-General $ 3,500 $ 3,500 704017041-Contracted Services-IT I Tech $ 25,000 $ 25,000 7042-Contracted Svc-Billing-coding $ 15,000 $ 15,000 7043-Contracted Services-Accountin $ 14,400 $ 19,700 $ 34,100 7044-Contracted Services-Audit $ 24,000 $ 24,000 7046-Contracted Svc-Janitorial $ 10,560 $ 10,560 7047-Contracted Services-Legal $ 2,500 $ 2,500 Total 70090-Contracted services $ - $ - $ 14,400 $ 100,260 $ 114,660 7012-Other Special Services $ 3,500 $ 3,500 7015-Utilities $ 39,000 $ 39,000 7017-Rents&Leases $ 4,000 $ 4,000 7019-Contracted Svc-Providers $ 105,000 $ 5,000 $ 110,000 7020-Recruitment&Retention $ 31,580 $ 31,580 7215-Operating Supplies $ 14,000 $ 14,000 7216-Repairs and Maintenance $ 40,620 $ 40,620 7217-Minor Equipment $ - $ - Total 72190-Medical Supplies $ - $ - $ 72,000 $ 23,921 $ 95,921 7300-Advertising $ 6,000 $ 6,000 7301-Dues and Subscriptions $ 17,375 $ 17,375 7302-Travel and Sustenance $ 21,500 $ 21,500 7303-Education/Training $ 3,260 $ 3,260 7304-Equipment Lease/Rent $ 5,864 $ 5,864 7305-CME Related Expenses $ 12,000 $ 12,000 7306-In-Kind Expenses $ 60,000 $ 60,000 7805•Promotion Expense $ 13,000 $ 13,000 Total Expense $ 1,323,419 $ 160,000 $ 86,400 $ 1,417,531 $ 2,987,350 Net Ordinary Income $ - $ - $ 73,600 $ (73,600) $ (0) Other Income/Expense Other Expense 8001•Other Expense Total Other Expense $ - $ - $ - $ - $Net Other Income $ $ $ $ $ Total $ $ $ 73,600 $ (73,600) $ (0) Page 2 of 2 39 Printed On: 7/17/2019 Seward Community Health Center, Inc. Year 1 2020 Budget Draft HRSA Other TOTAL WORKING BUDGET - NOT FOR SUBMISSION Federal Non-Federal Volume: #of Patients 2,353 Patient Encounters 5,412 Revenue: Federal BPHC 330 Grant 1,323,419 1,323,419 State/ Local - 100,000 100,000 Other Federal Funding - - Other - 227,930 227,930 Program Income (Net Patient Revenue) - 1,336,001 1,336,001 TOTAL REVENUE 13323,419 1,663,931 2,987,350 Expense: Personnel - Refer to Form 2 Staffing Profile Administration /Management 227,243 87,992 315,235 Facility and Non-Clinical Support Staff 129,539 41,267 170,806 Physicians 176,973 131,902 308,875 NP, PA, and CNMs 229,824 73,214 303,038 Medical 262,190 83,525 345,714 Behavioral Health (Mental Health &Substance Abuse) 62,570 19,933 82,503 Enabling Services 130,080 41,439 171,519 Total Salary Expense 1,218,419 479,271 1,697,691 Fringe Benefits: Health Insurance - 443,500 443,500 Disability/Life Insurance - - Housing Allowance 2,000 2,000 Medicare/SS 7.15% 121,385 121,385 AK SUI 0.78% 13,242 13,242 Retirement - 44,952 44,952 Workers' Compensation quote - 14,500 14,500 Total Fringe Benefits 7.93% - 639,579 639,579 Subtotal Personnel and Fringe 1,218,419 1,118,851 2,337,270 Travel: Providers and Staff - 11,500 11,500 Board - 10,000 10,000 Other- Contracted Physician - - - Subtotal Travel - 21,500 21,500 Supplies: Pharmacy/ Medications $ 13.30 - 72,000 72,000 Medical Supplies $ 4.42 23,921 23,921 Office - 14,000 14,000 Minor Equipment(<$5,000) - - - Subtotal supplies - 109,921 109,921 Page 1 of 2 40 Printed On: 7/17/2019 Seward Community Health Center, Inc. Year 1 2020 Budget Draft HRSA Other TOTAL WORKING BUDGET - NOT FOR SUBMISSION Federal Non-Federal Contractual: Patient Care: Patient Related/Contractual 105,000 5,000 110,000 Non-Patient Care: Accounting - 34,100 34,100 Audit 24,000 24,000 Billing &Coding 15,000 15,000 Legal - 2,500 2,500 Services - Electronic (HIT) 25,000 25,000 Other - 7,000 7,000 Subtotal Contractual 105,000 112,600 217,600 Other: Bank Fees - 12,600 12,600 Communications - 24,300 24,300 Dues &Subscriptions - 17,375 17,375 Equipment Maintenance/Lease - 5,864 5,864 Facility Janitorial Contract/PSMC 10,560 10,560 Insurance- Malpractice, Propety, D&O - 19,000 19,000 O&E Promotion Supplies / Postage/Events 13,000 13,000 O&E Advertising 6,000 6,000 Postage/ Freight - 1,900 1,900 Recruiting & Retention 31,580 31,580 Rent: Clinic - 60,000 60,000 Rent/ Leases (Other) - 4,000 4,000 Repairs & Maintenance - 40,620 40,620 Training + CME Related - 15,260 15,260 Utilities - 39,000 39,000 Subtotal Other - 301,059 301,059 TOTAL DIRECT COSTS 1,323,419 1,663,931 2,987,350 Indirect Cost 0.00% - - - TOTAL EXPENSE 13323,419 1,663,931 2,987,350 Page 2 of 2 41 Printed On: 7/17/2019 Sponsored by: Meszaros Introduction Date: July 8, 2019 Amended: July 8, 2019 Referred to Administration: July 8, 2019 Public Hearing Date: August 12, 2019 Enactment Date: August 12, 2019 CITY OF SEWARD, ALASKA ORDINANCE 2019-011 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING TITLE 5, REVENUE AND FINANCE, TO ADOPT CHAPTER 5.22 "DEVELOPER REIMBURSEMENT AND INCENTIVE PROGRAM," IMPLEMENTING A PROCESS FOR REIMBURSING SOME OR ALL OF DEVELOPERS' PUBLIC IMPROVEMENT INSTALLATION COSTS WHEREAS, the City of Seward ("City")has a significant housing shortage; and WHEREAS, it is in the City's best interest to incentivize the expansion of public utilities to property within the boundaries of Seward to ensure public health, safety, and welfare; and WHEREAS, reimbursing developers for some, or all, of the costs incurred when installing public utilities may incentivize developers to develop property for use as housing within the boundaries of the City. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA HEREBY ORDAINS that: Section 1. Seward City Code Title 5, is hereby amended to add Chapter 5.22 "Developer Incentive and Reimbursement Program" as follows: (Deletions are Bold Strikethirouglis; Additions are Bold Italics.) Chapter 5.22 Developer Incentive and Reimbursement Program Sections: 5.22.010 Purpose. 5.22.020 Definitions. 5.22.030 Developer Incentive and Reimbursement Program -Application 5.22.010 Purpose. It is the intent of this chapter to permit the City, when funds are available, to reimburse a developer for all or a portion of the costs of extending public utilities to his, her or its 42 CITY OF SEWARD,ALASKA ORDINANCE 2019-011 property assessed in a special improvement district in order to incentivize installation ofpuhlic utilities and property development within City boundaries. 5.22.020 Definitions. In this chapter, unless otherwise provided, or the context otherwise requires, the following words and phrases shall have the meaning set forth below: "Benefiting property" means area or zone which will directly benefit by a specific public utility extension. "Cost of extension" means the developer's actual direct cost of constructing a public utility extension. "Developer" means a property owner who is located within an improvement district subject to a special assessment. "Program Fund" means a fund created expressly to fund the reimbursement and incentive program. 5.22.030 Developer Reimbursement and Incentive Program-application. a. The City shall consider, so long as funds are available, reimbursing developers for the costs of installing a public utility for which a special improvement district was created. In order to be eligible for consideration, developers must complete and file an application for reimbursement with the City Clerk. The application shall be available at the City Clerk's office. b. In order to be eligible for reimbursement, the application must be completed in full and the filing fee paid in full. Council shall adopt the application and any amendments to the application criteria via resolution. c. The City Manager or his or her designee shall review the application and determine if the applicant meets the requirements for reimbursement within 45 days of receiving an application. The City Manager shall submit a written memorandum to Council, which shall include a recommendation to approve or deny the application, a recommended amount of reimbursement, if any, and a statement regarding the reasons for granting or denying the application, including if funds are available in the Program Fund. Council shall adopt or deny the City Manager's recommendation by resolution. Council's decision to reject or accept the application shall be a final decision by the City. d. The developer's application shall include the following: 43 CITY OF SEWARD,ALASKA ORDINANCE 2019-011 1. A statement of the properties owned within the special improvement district and the total cost of the installation of the improvement to the developer. 2. An itemized report, with supporting documentation, of the actual direct cost of the extension to the developer. 3. A statement by the developer that he or she understands that the City Council may reimburse all, none or a portion of the pro-rated share of the improvements under Title 5 and the developer accepts his, her or its obligation to pay his, her or its pro- rated share of the assessment. 4. Details regarding the purpose and use of developer's property and the ways in which the use promotes the public interest and complies with the City comprehensive plan. e. The City Manager may recommend approval subject to conditions. f.' All applicants located within a single improvement district and in full compliance with this section shall be treated uniformly. g. No developer shall be eligible for reimbursement until the extension has been completed. h. In the event no funds are available for the program, a notice of the lack of funding shall be posted on the City website. Section 2. This ordinance shall be retroactive to January 1, 2019 and all developers eligible for the program on or after that date shall be eligible to apply for reimbursement under Chapter 5.22. ENACTED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA this 12'h day of August, 2019. THE CITY OF SEWARD, ALASKA David Squires, Mayor 44 Agenda Statement Meeting Date: July 8, 2019 To: City Council Through: City Manager Scott Meszaros From: Holly Wells, City Attorney Agenda Item: Ordinance 2019- 011,Developer Reimbursement and Incentive Program BACKGROUND &TUSTIFICATION: The City Manager and Assistant City Manager have been directed by Council to enact a reimbursement and incentive program to encourage developers to extend public utilities and develop property within the City of Seward ("City") for use for commercial and residential purposes. The ordinance introduces an incentive and reimbursement program that accomplishes the intent of Council but also preserves the City administration's, and the Council's, flexibility to approve an application that places requirements on developers that ensuring reimbursement is awarded only when funds are available and the improvement at issue benefits the public's interest. INTENT: The intent of this ordinance is to create a program that promotes Council's goals of incentivizing development and the expansion of available housing within the City. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X 2. Strategic Plan (document source here): X 3. Other (list): X FISCAL NOTE: 00848484.DOCX 45 Approved by Finance Department: This ordinance has not yet been submitted to the Finance Department and still requires appropriations and considerations by administration prior to adoption. ATTORNEY REVIEW: Yes No Not Applicable RECOMMENDATION: City Council refer Ordinance 2019-011 to the Finance Department for determination of a Program Fund creation and identification of any Fund limitations. 00848484.DOCX 46 MEMORANDUM DATE: August 12, 2019 TO: Seward City Council FROM: Scott Meszaros, City ManageEr,',, 4� RE: Developer Incentive Program—Start-up Funds The Seward City Council has identified the shortage of housing as a significant public need. The administration has been asked to identify potential sources of funds to incentivize developers to expand public utilities to properties within the City's boundaries to ensure public health, safety and welfare, and the orderly development of public infrasttucture. Without utilizing undesignated reserves which currently fall within the City's reserve policy band-- and which are needed to cover unforeseen needs and emergencies--there are two one-time funding sources that the administration has identified as potential sources to seed a Development Fund. The administration recommends developers be allowed to borrow against these funds,with repayment to the City in the form of property assessments,including interest.This repayment stream could serve to continue providing incentive funds for future development, depending on the number and financial costs of projects Linder consideration, The first source of funds would be best utilized to expand electrical utilities since the source of funds derives from a Chugach Capital Credit received by the City in the amount of$28 1,043.46 in May 201.9. Since Chugach is a co-op,they rebate capital credits to their customers periodically, in the form of capital credit rebates.1'his particular check is for the period 1996-2010.It is not uncommon for the utility to receive capital credits, but this check is significantly larger than normal. In the past, the City Council has discussed various ways to best to use these rebates. Since the rebates relate to service provided more than a decade ago,many of our current customers may not have been served during the period being rebated, so rebates would not necessarily apply to the customers who"earned"the credits. Offering rebates based solely on consumption would ensure that the largest customer classes benefit from the bulk of the credits,regardless of the customers' tenure with the utility. As a result of challenges to fairly allocate credits to the original users of the service, Seward Public Utilities has,based on City Council action,handled the rebates a number of different ways: 1) SPU has given temporary "rate holidays" to all Customers equally, around the holidays, as a way of sharing the capital rebates with customers during the winter season;2)In years where capital hinds were scarce, capital rebates were utilized for one-time major capital maintenance needs in the electric utility; 3)In some years,the Council has elected to use the funds for a general goverriment capital project to benefit all of the residents within the service area;construction of Citizens Field is an example of this type of use;and 4)more recently,a capital credit rebate was used to extend utility service at SMIC to incentivize development across the Bay, and that investment has shown great 47 success. In short, Council can elect to use this rebate for a multitude of purposes, but the administration recommends considering these one-time funds for the one-time purpose of seed money for incentivizing development, since the property assessment mechanism can allow the monies to be used multiple times to encourage utility expansion, A second source of funds would best be used to construct roads,ditches,sidewalks and other related public works projects related to new development.This source reflects the City's contributions to the road improvement project, which have not been fully spent. The unspent City contributions total approximately$3 87,000,While these monies can be utilized for remaining road improvements,the Council may see expansion of new neighborhoods as a higher and better use for these funds. The Water and Sewer Funds are in need of significant replacement of outdated water and sewer lines. Therefore, it is not recommended that these funds be lapped for contributions to a Development Fund at this time. However, this issue could be revisited during the Water and Wastewater Classification and Rate Study,should the Council decide to roll development incentives into a future capital funding plan for those utilities. 48 Sponsored by: Planning & Zoning Commission CITY OF SEWARD,ALASKA RESOLUTION 2019-069 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING ADMINISTRATIVE FILING FEES FOR LAND MANAGEMENT, SIGNS, ZONING AND PLATTING REQUESTS WHEREAS, in accordance with provisions of the Seward City Code, City Council Resolution 1997-003 established certain fees for land management, signs and zoning activities; and WHEREAS, on May 22, 2019 the Seward Planning & Zoning Commission held a work session to discuss the current schedule of filing fees for Land Management, Signs, Zoning and Platting services charged by the Community Development Department; and WHEREAS, the current schedule of filing fees for Land Management, Signs, Zoning and Platting services do not adequately recoup the City's costs of providing certain services; therefore, the costs are borne by the general public; and WHEREAS, the Planning & Zoning Commission finds that providing these services is of special benefit to citizens, both separate and apart from the general benefit to the public, and in the interests of fairness to the general public, the Community Development Department desires to better recover the costs of providing these services from citizens who have sought the City's services by revising the schedule of filing fees contained herein; and WHEREAS, fees and charges for services included in Attachment A do not exceed the estimated amount required to provide the services for which they are charged, and represent only the amounts necessary to recover the cost of providing the service and/or enforcing the regulations for which they are charged; and WHEREAS, SCC 15.01.045 provides for the establishment of fees to defray a significant portion of the administration costs associated with the processing of zoning-related applications; and WHEREAS, at its June 18, 2019 Special Meeting, the Seward Planning & Zoning Commission approved Planning & Zoning Resolution 2019-012, recommending City Council amend the administrative filing fees for land management, signs, zoning and platting requests. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The Seward City Council hereby approves the fees services as set forth in the fee schedule which is included herein as Attachment A to defray the costs of copying, printing, mailing, public notice publication, public posting, staff report research and preparation, and other 49 CITY OF SEWARD,ALASKA RESOLUTION 2019-069 miscellaneous costs associated with Land Management, Signs, Zoning and Platting services. Section 2. All resolutions in conflict herewith are hereby rescinded. Section 3. This resolution shall take effect immediately upon its adoption PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12th day of August, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 50 Agenda Statement Meeting Date July 22, 20�19 To: City Council Through: Scott Meszaros, City Manage From: Jackie C. Wilde, Planner Agenda Item: Amending administrative filing fees for land management, signs, zoning and platting. BACKGROUND & JUSTIFICATION: The Seward Planning and Zoning Commission held a work session to discuss the current schedule of filing, fees for Land Management, Signs, Zoning and Platting, services charged by the Community Development Department on May 22, 2019. Seward City Code 15,01.045 provides for the establishment of fees to defray a significant portion of the administration costs associated with the processing zoning-related-applications. Provisions of the Seward City Code, Resolution No. 97-003 established certain fees for land management, signs and zoning activities. The current schedule of filing fees for Land Management, Signs, Zoning and Platting, services do not adequately recoup the City's costs of providing certain services therefore, the costs are borne by the general public. The Planning and Zoning Commission finds that providing these services is of special benefit to applicants both separate and apart from the general benefit to the public. The fees and charges for services included in attachment A do not exceed the estimated amount required to provide the services for which they are charged and represent only amounts necessary to recover the cost of providing the service andlor enforcing the regulations for which they are charged. INTENT: The Community Development Department desires to better recover the costs of providing these services from applicants who have sought the City's services by revising the schedule of filing fees. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan: X Strategic Plan: Other: Seward City Code 15.01.045 X FISCAL NOTE: Revenues associated with these fee changes are unable to be estimated at this time. It is anticipated however, that revenues for these line items will increase while decreasing relative operating costs currently being borne by the general fund. Approved by Finance Department­j 4............................ ATIORNEY REVIEW: Yes RECOMMENDATION: Council approve Resolution amending administrative filing fees for land management, signs, zoning and Platting requests. 52 Seward City Council Resolution 2019-069 REDLINED ATTACHMENT A LAND MANAGEMENT, SIGNS, ZONING AND PLATTING SCHEDULE OF FILING FEES Land Use Schedule of Rates, Charges and Fees PREVIOUS Fee NEW Fee Conditional Use Permit $2-5-0 $300 +Recording Fee Copies 8 1/z x 11 & 11 x 17 B &W(per page) $0.40 Copies 8 1/z x 11 & 11 x 17 Color (per page) $1.00 Employee Campground Permit- (annual fee) 0 $200 Encroachment Permit $50 +Recording Fee $50 +Recording Fee Floodplain Permit NEW $100 Land Use Amendment 0 $300 Large format Printing 17 x 22 (pet-page) NEW $15 Large format Printing 22 x 34 (per page) NEW $20 Large format Printing 24 x 36 (per page) NEW $25 Large format Printing 28 x 40 (per page) NEW $30 Large format Printing 34 x 44 (per page) NEW $45 Large format Printing 36 x 48(perpage) NEW $65 Large format Printing (Custom print job) $100 + Staff Time Lease Amendment $100 +Recording Fee $100 +Recording Fee Lease Assignment $50 +Recording Fee $50 +Recording Fee Lease Sublet Consent $50 $50 Non-Conforming Certification $50 $50 Preliminary Plat Review W $75 Recording Fees Set By State of Alaska Set By State of Alaska RV Park, Mobile Home/Camper Park Permit (annual fee) &1-50 $200 Sign Permit $4-5 $30 Included in Building Included in Building Site Plan Review Permit Fee Permit Fee Street Address Assignment No Charge No Charge Variance - Land Development Requirement 0 $300 +Recording Fee Variance - Sign $100 $100 Rezone (Zoning District Change) 0 $300 Zoning Code Appeal 00 $350 CLERK'S NOTE: The yellow highlights indicate fees that are set under a different fee schedule (Res 96-107) and it is recommended that these fees be handled in a separate resolution. 53 Sponsored by: Staff CITY OF SEWARD, ALASKA PLANNING AND ZONING COMMISSION RESOLUTION 2019-012 A RESOLUTION OF THE PLANNING AND ZONING COMMISSION OF THE CITY OF SEWARD,ALASKA,AMENDING ADMINISTRATIVE FILING FEES FOR LAND MANAGEMENT,SIGNS,ZONING AND PLATTING REQUESTS WHEREAS, in accordance with provisions of the Seward City Code, Resolution No. 97- 003 established certain fees for land management, signs and zoning activities; and WHEREAS, the Seward Planning and Zoning Commission held a work session to discuss the current schedule of filing fees for Land Management, Signs, Zoning and Platting services charged by the Community Development Department on May 22,2019; and WHEREAS, the current schedule of filing fees for Land Management,Signs, Zoning and Platting services do not adequately recoup the City's costs of providing certain services therefore, the costs are borne by the general public; and WHEREAS,The Planning and Zoning Commission finds that providing these services is of special benefit to applicants both separate and apart from the general benefit to the public; and therefore, in the interests of fairness to the general public, the Community Development Department desires to better recover the costs of providing these services from applicants who have sought the City's services by revising the schedule of filing fees contained herein; WHEREAS,fees and charges for services included in attachment A do not exceed the estimated amount required to provide the services for which they are charged; and represent only amounts necessary to recover the cost of providing the service and/or enforcing the regulations for which they are charged; and WHEREAS, SCC 15.01.045 provides for the establishment of fees to defray a significant portion of the administration costs associated with the processing zoning related applications; and NOW,THEREFORE,BE IT RESOLVED BY THE SEWARD PLANNING AND ZONING COMMISSION, that: Section 1.Fees services are hereby established as set forth in the fee scheduled which is attached (Aitachment A) and incorporated herein by reference to defray the costs associated with Land Management, Signs, Zoning and Platting services. 54 CITY OF SEWARD, AI..,ASKA PLANNING AND ZONING COMMISSION RESOLUTION 2019-012 Section 2. All resolutions in conflict herewith are hereby rescinded. Section 3. This resolution shall take effect immediately upon its adoption PASSED AND APPROVED by the Planning and Zoning Commission this 18,'k' day of June, 2019. THE CITY OF SEWARD, ALASKA Martha Fleming, Vice Chair AYES:Seese, Ambrosiani, Swann, Hatfield, Fleming NOES: ABSENT: Charbonneau, Ecklund ABSTAIN: VACANT: None ATTEST: Brenda Ballou, MMC City Clerk (City Seal) CITY OF SEWARD, ALASKA PLANNING AND ZONING COMMISSION Attachment A RESOLUTION 2019-012 LAND MANAGEMENT, SIGNS, ZONING AND PLATTING SCHEDULE OF FILING FEES Land Use Schedule of Rates,Charges and Fees Fee Conditional Use Permit 300,00+ Recording Fee Copies 8 '/2 X 11 & I I X 17 B &W(per page) $0.40 Copies 8 1/2 x I I & I I x 17 Color(per page) $1.00 Employee Cam round Permit- (annual fee) $200.00 Encroachment Permit 50.00+Recording Fee Floodplain Permit $100.00 Land Use Amendment $300.00 Large format Printing 17 x 22 (per page) $15.00 Large format Printing 22 x 34 (per page) $20.00 Large format Printing 24 x 36 (per page) $25.00 Large format Printing 28 x 40 (per page) $30.00 Large format Printing 34 x 44 (per page) $45.00 Lar e format Printing 36 x 48(per page) $65.00 Large format Printing (Custom Size) $100.00+ Staff Time Lease Amendment 100.00+Recording Fee Lease Assignment 50.00+Recording Fee Non-Conforming Certification $50.00 Preliminary Plat Review $75.00 Recording Fees Set By State of Alaska Rezone (Zoning District Change) $300.00 RV Park, Mobil Home/Camper Park Permit (annual fee) $200.00 Si n Permit $30.00 Site Plan Review Included in Building Permit Fee Street Address Assignment NO Charge Variance - Land Development Reqjj��.. 300.00+Recordin Fee Variance - Sign $100.00 Zoning Code Appeal $350.00 56 City of Seward,Alaska Seward Planning&Zoning Commission Minutes June 18, 2019 Volume 7, Page 347 CALL TO ORDER The June 18, 2019 special meeting of the Seward Planning & Zoning Commission was called to order at 7:00 p.m. by Vice Chair Martha Fleming. OPENING CEREMONY Commissioner Swann led the pledge of allegiance to the flag ROLL CALL There were present: Martha Fleming presiding, and Gary Seese Craig Ambrosiani Tom Swann Kelli Hatfield Comprising a quorum of the Board; and Also Present Jackie Wilde, Planner Andy Bacon, Planning Assistant Excused Nathanial Charbonneau Cindy Ecklund SPECIAL ORDERS,PRESENTATIONS AND REPORTS Administration Report Jackie Wilde updated the Commission on the following business items • The Commission will be adjourning to a Work Session to discuss lodging and housing stock Other Reports,Announcements, and Presentations-None CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Carol Griswold, inside city, suggested that administrative filing fees be waived for rezone applications wherein the applicant is seeking to bring their property into conformance with the Land Use Plan, in order to incentivize that action. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Swann/Hatfield) Approve the agenda and consent agenda 57 City of Seward,Alaska Seward Planning&Zoning Commission Minutes June 18, 2019 Volume 7, Page 348 Motion Passed Unanimous UNFINISHED BUSINESS—None NEW BUSINESS Resolution 2019-012 Of The Planning And Zoning Commission Of The City Of Seward, Alaska, Amending Administrative Filing Fees For Land Management, Signs, Zoning And Platting Requests Wilde stated that this item was discussed, amended, and approved at the June 4, 2019 Regular Meeting of the Planning and Zoning Commission. Upon review of the meeting it was discovered that the agenda item was not put on the floor for discussion. Motion (Swann/Ambrosiani) Approve Resolution 2019-012 Of The Planning And Zoning Commission Of The City Of Seward, Alaska, Amending Administrative Filing Fees For Land Management, Signs, Zoning And Platting Requests Motion (Swann/Hatfield) Amend "Attachment A" of Resolution 2019-012 to include "plus staff time" to the fee for large format printing (Custom Size) Motion passed Unanimous Main motion passed as amended Unanimous Citizen Comments Carol Griswold, inside city, stated that she was disappointed that the Commission did not discuss the suggestion she made during Citizen's Comments Commissions and Administration Response to Citizens' Comments Fleming- Stated that she felt unprepared to make a change to the fee schedule that eliminated a category of fees. Swann- Discussed the specific nature of Ms. Griswold's request was to waive the fee only in the instance of a certain type of rezoning 58 City of Seward,Alaska Seward Planning&Zoning Commission Minutes June 18, 2019 Volume 7, Page 349 Ambrosiani- stated that the effort to bring the City into conformance with the Future Land Use map should be approached through a broader initiative rather than by single rezone actions. Wilde stated that the act of waiving a specific type of application fee was not something that was within the purview of the Planning and Zoning Commission, and would be appropriately taken up by City Council ADJOURNMENT (Swann) The meeting was adjourned at 6:15 p.m. Jackie C. Wilde Martha Fleming Planner Vice Chair (City Seal) 59 Sponsored by: Planning and Zoning Commission CITY OF SEWARD,ALASKA RESOLUTION NO. 97-003 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING ADMINISTRATIVE FILING FEES FOR LAND MANAGEMENT, SIGNS, ZONING AND PLATTING REQUESTS WHEREAS,in accordance with provisions of the Seward City Code,Resolution No. 94-159 established certain fees for land management, signs and zoning activities; and WHEREAS, the Kenai Peninsula Borough requires that applicants submit preliminary subdivision plats to the local municipality for review and comment prior to borough review; and WHEREAS, at public request and upon City Council enactment of Ordinance No. 97-01, the City will require posting public notice signs on property affected by land action permits, land use designations, rezones and subdivision plats, and mailing notices of preliminary plat review to property owners within a 300-foot periphery of the proposed plat; and WHEREAS,there is a need to amend the established administrative fee schedule to reflect these new activities; and WHEREAS, at its December 10, 1996 meeting, the Planning and Zoning Commission recommended approval of the revised schedule of filing fees contained herein; NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. Administrative filing fees are hereby established as set forth in the fee scheduled which is attached and incorporated herein by reference to defray the costs of copying, mailings, public notice publication, public posting, staff report research and preparation and other miscellaneous costs for public-initiated permits and applications associated with land management, signs, zoning and platting. Section 2. All resolutions in conflict herewith are hereby rescinded. Section 3. This resolution shall take effect February 1, 1997, subject to City Council approval of Ordinance No. 97-01. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this 13th day of January, 1997. 60 CITY OF SEWARD, ALASKA RESOLUTION NO. 9�-0033 THE CITY OF SEWARD,ALASKA ouis Bencardino,Mayor AYES: Anderson,Bencardino,Blatchford, Clark, Crane, Keil, King NOES: None ABSENT: None ABSTAIN: None ATTEST: k-4 nda S. rp y, C C/A E City Clerk (City Seal Ra � ea 4C Y.tl tl �•� 61 SCHEDULE OF FILING FEES LAND MANAGEMENT, SIGNS, ZONING AND PLATTING Conditional Use Permit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . $ 250.00 Campground Permit - Employee (annual fee) . . . . . . . . . . . . . . . . . . . . . . . 150.00 Encroachment Pen-nit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50.00 + Recording Fee Land Use Amendment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250.00 Lease Amendment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100.00 + Recording Fee Lease Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50.00 + Recording Fee Lease Sublet Consent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50.00 Non-Conforming Certification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50.00 Preliminary Plat Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50.00 RV, Mobile Home/Camper Park Permit (annual fee) . . . . . . . . . . . . . . . . . 150.00 Recording Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Set by State of Alaska SignPermit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15.00 Site Plan Review . . . . . . . . . . . . . . . . . . . . . . . . . . Included in Building Permit Fee Street Address Assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . No Charge Variance - Land Development Requirement . . . . . . . . . . . . . . . . . . . . . . . . 250.00 Variance - Sign . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100.00 Zoning District Change (Rezone) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250.00 Zoning Code Appeal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300.00 Resolution No. 97-003 Attachment A 62 Sponsored by: City Clerk Introduction Date: August 12, 2019 Public Hearing Date: August 26, 2019 Enactment Date: August 26, 2019 CITY OF SEWARD, ALASKA ORDINANCE 2019-013 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING CITY CODE TITLE 6 — PURCHASING, CONTRACTS AND PROFESSIONAL SERVICES, TO CLARIFY THAT A CITY OF SEWARD BUSINESS LICENSE IS REQUIRED TO PERFORM WORK FOR, OR PROVIDE A SERVICE TO OR ON BEHALF OF, THE CITY OF SEWARD FOR THE LIFE OF THE CONTRACT OR AGREEMENT WHEREAS, Seward City Code, Title 6, outlines the city's requirements and responsibilities for making purchases, soliciting bids and proposals, and signing contacts; and WHEREAS, this portion of code is appropriately concerned with maintaining fiduciary responsibility and oversight on all city expenditures; and WHEREAS, SCC 6.10.135 — Major Purchases clearly states that proof of a valid city business license is required before the city can issue a notice to proceed with a proposal; and WHEREAS, although SCC 6.05.020 — Incidental Minor Purchases refers the reader to the business license requirement as outlined in SCC 6.10.135, it is often misunderstood or misinterpreted; and WHEREAS, the code language should be clarified so that all contractors, vendors, or persons providing professional services to or on behalf of, the city clearly understand that they are required to possess a valid city business license in order to perform work or provide services; and WHEREAS, in addition, a valid city business license should also be required to be maintained throughout the life of the contract or service agreement. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA HEREBY ORDAINS that: Section 1. Seward City Code TITLE 6 — PURCHASING, CONTRACTS AND PROFESSIONAL SERVICES is hereby amended as follows: (Deletions are Bold b ; Additions are Underlined Bold Italics.) 63 CITY OF SEWARD,ALASKA ORDINANCE 2019-013 6.05.020. - Minor purchase procedures. A. All purchases for an amount estimated to be $1,000.00 or less shall be made on the open market with such competition as is reasonable and practical in the circumstances. B. Purchases in an amount estimated to be greater than $1,000.00 but not more than $30,000.00, except as indicated in § 6.05.020.C., shall be made when feasible and when in the best interest of the city in the open market by written or oral quotation or telephone solicitation, which may be done without newspaper advertisement and without observing the procedure prescribed for the award of formal sealed bid purchases. Such open market purchases, whenever practicable, shall be based on at least three quotations and shall be awarded to the lowest qualified bidder. The basis for determining the lowest qualified bidder shall be the same as that used in formal bid procedures as defined in§ 6.10.135, including any preferences established by law. C. All contractors, vendors, or persons conducting work for, or providing professional services to or on behalf of, the city shall obtain a city business license prior to conducting any work or providing any services. D. A valid city business license shall be required to be maintained for the life of the contract or agreement between the city and the contractor, vendor or provider. 6.10.135. -Award only to responsible bidder/proposer. A contract awarded under this chapter shall be made only to a responsible bidder/proposer. Prior to the city issuing a notice to proceed, the successful bidder/proposer shall provide evidence of a valid city business license. All contractors, vendors, or persons conducting work for, or providing professional services to or on behalf of, the city shall maintain a city business license for the life of the contract or agreement between the city and the contractor, vendor or provider. The city manager may report to the city council and recommend rejection of a bid or a proposal on the basis of the following criteria: 1. The skill and experience demonstrated by the bidder/proposer in performing contracts of a similar nature; 2. The bidder's/proposer's record for honesty and integrity; 3. The bidder's history with any prior litigation or threatened litigation; 4. The bidder's/proposer's capacity to perform in terms of facilities, personnel and financing; 5. The previous and existing compliance by the bidder/proposer with laws and ordinances relating to the contract; 6. The number and scope of conditions attached to the bid/proposal; 7. The bidder's/proposer's past performance under city contracts, including failure to timely complete a contract for the amount stated in its bid or proposal including city requested change orders. If the bidder/proposer has failed in any material way to perform its obligations under any contract with the city, the bidder/proposer may be deemed a nonresponsible bidder/proposer. 64 CITY OF SEWARD,ALASKA ORDINANCE 2019-013 Section 2. This ordinance shall take effect ten (10) days following its enactment. ENACTED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA this 26 h day of August, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 65 016 COUNCIL AGENDA STATEMENT Meeting Date: August 26, 2019 f-I 0" Honorable Mayor and Council From: Brenda Ballou, City Clerk Agenda Item: 'Ordinance 2019- 0 15, Amending City Code Title 6 — Purchasing, Contracts And Professional Services, To Clarity That A City Of Seward Business License Is Required To Perform Work For, Or Provide A Service To Or On Behalf Of,The City Of Seward For The Life Of The Contract Or Agreement. BACKGROUND & .JUSTIFICATION: The city clerk's office is responsible for issuing business licenses. The day-to-day practice of this endeavor has revealed that there is a portion of city code language which sometimes leads to confusion for business owners, particularly those who are engaged in contracts valued at less than $30,000. After reviewing the code language and reflecting upon the feedback received from businesses, it became obvious that if some of the language were to be clarified, it would be helpful to everyone involved in the process. One particular portion of Title 6, for minor and incidental purchases (those valued less than $30,000), appears to be the most vague: The basis fior determining the lowest qualified bidder shall be the same cis that used informal bid procedures as defined in $ 6 10.135 including any preferences established by law. The clerk's office interprets this to mean all of § 6.10.135 applies to the minor or incidental contract, including the second sentence that states a valid city business license is required. However, some business owners interpret this to mean that it strictly refers to items #1 through #7 of the scoring criteria. The clerk's office is bringing forward this proposed code language amendment to ensure that the city's expectations for fair business practices are clear, open, and transparent. INTENT: The intent of this ordinance is to ensure that all businesses who are engaged to provide services or work, for the city are properly licensed. 66 ............... CONSISTENCY CHECKLIST: Yes No N/A ----------- Comprehensive Plan ((locumentsource here): ------------------- ........... Strategic Plan (clocument source here,) I Other (list): Seward City Code, Title 6 & "Title 8 X ............... FISCAL NOTE: This change in the City Code is expected to have no financial impact Upon the City. Approved by Finance Department: t�64fLH<. ------- AT'rORNEY REVIEW: Yes ................X...........- No --- Not Applicable RT(,COMMENDATION: Enact Ordinance 2019- 00 67 Sponsored by: Meszaros Introduction Date: August 12, 2019 Public Hearing Date: August 26, 2019 Enactment Date: August 26, 2019 CITY OF SEWARD, ALASKA ORDINANCE 2019-014 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING SEWARD CITY CODE 3.75.010 "SEXUAL HARASSMENT" TO ADD PROHIBITIONS AGAINST OTHER FORMS OF HARASSMENT AND BULLYING CONDUCT AND TO APPLY SEWARD CITY CODE 3.75.010 TO ALL CITY EMPLOYEES, OFFICIALS AND AGENTS WHEN ACTING ON THE CITY'S BEHALF WHEREAS, the City of Seward ("City") adopted detailed policies prohibiting harassment, defamation, and conduct generally identified as "bullying"in 2016; and WHEREAS, the City is dedicated to ensuring that it provides a harmonious workplace, safe from all forms of harassment and bullying, regardless of gender, sexual orientation, race, religious orientation, or any other personal characteristics; and WHEREAS, the expansion of the harassment and bullying prohibitions in the Seward City Code will provide the City administration the ability to fine person(s) violating the City's anti-harassment and anti-bullying provisions when acting on the City's behalf. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA HEREBY ORDAINS that: Section 1. Seward City Code SECTION 3.75.010 — SEXUAL HARASSMENT is hereby amended as follows: (Deletions are Bold Strileghs; Additions are Bold Underlined Italics.) 3.75.010. - Sexival-l}Harassment and Bullying-prohibited. (a) . City employees, officials or agents shall not subiect any person No employee should be subjeet to unsolieited and to harassment while representing the City or conducting business on the City's behalf. b) The City administration shall define harassment and bullying in policies adopted under subsection (e) of this section. The definitions shall prohibit and define sexual harassment, bullying, and non-sexual harassment. Sexual harassment does not refe +^ that is not weleome and that is personally offensive, interferes with effeetiveness, or ereates uneasiness on the job. Sueh eoinduet, whether- eommitted by super-A- supeirvisoFy 68 CITY OF SEWARD, ALASKA ORDINANCE 2019-014 nature,pei!sonnel, is speeffleally prohibited. This ineludes, but is not limited to, repeated offensive sexual flirtations, advanees or- piropositions, eontinued or- ]repeated verbal abuse of a sexual b i!aphie oir! degrading vei!bal eomments about an individual oi! that individualls appeairanee7 the display of sexually suggestive objeets or- 7 or- any offensive o-r- (Kb) No person subject to this section individual should imply to another person an employee that lack of cooperation of a sexual nature would in some way negatively affect that person's access to City services, employment, assignment, compensation, advancements, career development, or any other privilege, benefit or right arising from that person's relationship with the City. Any such actions are a violation of this section and subject to punishment up to and including termination of employment or services. (!Is) An e,,.,pleyee Any person who believes the/she has been subjected to sexuat harassment or bullying intimidation o the nonprohibited under this section or the policies adopted under this section may mus file a complaint with bfing this-to the immedia4e #entien of either the employee's supervisor, the personnel officer or the city manager. A person may also file a complaint with the City Attorney if the conduct arises from actions taken by the City Manager, City Clerk, a council member or the Mayor. Complaint forms shall be available at the Clerk's office and on the City website. Filing instructions shall be included on the complaint form. All properly filed such complaints will be p,-,.,, ptly and fairly investigated within 15 days after the complaint is filed and, where appropriate, immediate corrective action will be taken. To the highest degree possible, allowing for a fair investigation, all such complaint will be treated in the strictest confidence. Emp!3�-y�The CitE shall not retaliated against any person for r,o,.ause they have made- bringing a complaints of sextra4-harassment or bullying. (e) The City shall adopt policies enacting a confidential complaint and investigation process for claims arising under this section. These policies shall be adopted and may be amended upon City Council approval. All policies shall be posted in accordance with federal, state, and local law, and shall be made available on the City website. Section 3. This ordinance shall take effect ten (10) days following its enactment. ENACTED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA this 26th day of August, 2019. 69 ,, COUNCIL AGENDA STATEMENT Meeting Date: August 26, 2019 To: Honorable Mayor and Council From: Scott Meszaros, City Manager Brennan Hickock, Assistant City Manager Agenda Item: Ordinance 2019-014: "An Ordinance of the City Council of the City of Seward, Alaska Amending Seward City Code 3.75.10 "Sexual Harassment" to Add Prohibitions Against Other Forms of Harassment and Bullying Conduct and to Apply Seward City Code 3.75.010 to All Employees, Officers, and Elected and Appointed City Officials BACKGROUND & JUSTIFICATION: The purpose of Ordinance 2019-14 is to expand the scope of Seward City Code 3.75.010, which currently only prohibits sexual harassment in the workplace. While the Code provision prohibits sexual harassment, it does not go so far as to encompass other types of harassment or to regulate persons acting on the City's behalf but not directly employed by the City. Further, the Code did not directly identify the existence of more detailed City policies prohibiting the types of conduct Council members sought to prohibit, such as bullying. Previously, Councilmember Lane sponsored an ordinance very similar to Ordinance 2019-14. While Council postponed this ordinance indefinitely, this administration and the public at large recognized the value in amending the Code to expand its protections and mirror the protections afforded in City policy. To this end, the Ordinance attempts to further the goals of Councilmember Lane's earlier ordinance. Additionally, this administration requested that City Attorney Wells review the Ordinance and revise it as needed to incorporate public comments and recommendations to the extent these comments furthered the objective of or added clarity to the Ordinance. In the event Council approves introduction of the Ordinance, City policies prohibiting harassment and conduct that is generally identified as bullying should be revised to include definitions for bullying, sexual harassment, and non-sexual harassment prohibited under the Code. This administration will revise the policies accordingly, and present the revisions for Council approval at its next regularly scheduled meeting. INTENT: The intent of this ordinance is to amend the Seward City Code to incorporate conduct prohibited in current City's policies, authorize and require more specific definitions for such 70 conduct in Council approved policies. The Ordinance also expands the scope of the prohibitions to include City agents and officials acting on behalf of the City. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Strategic Plan (document source here) : Other (list): Seward City Personnel Policies 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: I recommend introduction of Ordinance 2019-014 if Council agrees with the changes proposed in the Ordinance. If the Ordinance is introduced, I recommend direction to the City Manager to revise current City policies to reflect and comply with the requirements in the Ordinance and to bring these revisions to Council for adoption at the same meeting at which the Ordinance is scheduled for public hearing. 71 Chapter 3.75. -Standards Relating to Employee Conduct 3.75.010. -Sexual harassment. (a) Sexual harassment is unlawful and violates city policy. No employee should be subject to unsolicited and unwelcome sexual overtures or conduct, either verbal or physical. Sexual harassment does not refer to casual conversation or compliments of a socially acceptable nature. It refers to behavior that is not welcome and that is personally offensive, interferes with effectiveness, or creates uneasiness on the job. Such conduct, whether committed by supervisors or non- supervisory personnel, is specifically prohibited. This includes, but is not limited to, repeated offensive sexual flirtations, advances or propositions, continued or repeated verbal abuse of a sexual nature, graphic or degrading verbal comments about an individual or that individual's appearance, the display of sexually suggestive objects or pictures, or any offensive or abusive physical contact. (b) No individual should imply to an employee that lack of cooperation of a sexual nature would in some way negatively affect that person's employment, assignment, compensation, advancements, career development, or any other condition of employment. Any such actions are subject to punishment up to and including termination. (c) An employee who believes that he/she has been subjected to sexual harassment or intimidation on the job must bring this to the immediate attention of either the employee's supervisor, the personnel officer or the city manager. All such complaints will be promptly and fairly investigated and, where appropriate, immediate corrective action will be taken. To the highest degree possible, allowing for a fair investigation, all such complaint will be treated in the strictest confidence. Employees shall not be retaliated against because they have made complaints of sexual harassment. (Ord. 97-20) 72 P&P No. MUNICIPALITY OF ANCHORAGE 40-38 Page 1 of 4 MAYOR ' S DIRECTIVE Effective Date: June 8, 2018 Subject: Supercedes No. Dated: Unlawful Discrimination and 20-1, 40-16 8/10/92 Harassment Appr �� 1. PURPOSE To establish the policy regarding unlawful discrimination and harassment by Municipal employees towards other Municipal employees. 2. POLICY It is the policy of the Municipality to provide a harmonious work environment free from discrimination or harassment. Discriminating against or harassing employees, applicants, or interns because of their race, color, religion, national origin, age, sex, sexual orientation, gender identity, marital status, or physical or mental disability, or other protected class under the law is prohibited and unlawful. The Municipality expects any employee who believes they are being discriminated against or harassed in the workplace by another employee, or any employee who observes such behavior,to promptly report it to any supervisor, the Office of Equal Opportunity (OEO), or Employee Relations. Retaliation is prohibited against an employee for reporting such incidents or participating in an investigation. 3. ORGANIZATIONS AFFECTED All Municipal Agencies. 4. REFERENCES a. Municipality of Anchorage EEO/AA Policy Statement. b. Municipal Operating Policy/Procedure 40-37, Policy Against Workplace Bullying. c. Anchorage Municipal Code 3.30, Personnel Rules. d. Anchorage Municipal Code 5,Equal Rights. 5. DEFINITIONS a. Employee: any person in the employ of the Municipality who is subject to the personnel rules, has been hired in accordance with those rules, and whose activities are directed by 73 P&P No. Page 2 of 4 Unlawful Discrimination and Harassment 1 40-38 the Municipality. For the purpose of this policy only, the term "employee" includes unpaid interns and volunteers. b. Discrimination: the unequal treatment of employees with respect to the terms and conditions of their employment, based on their membership in a protected class. c. Harassment: unwelcome visual, verbal, or physical conduct engaged in on account of a person's actual or perceived membership in a protected class. d. Sexual Harassment: unwelcome sexual advances, requests for sexual favors, and other verbal or physical harassment of a sexual nature. Both victim and the harasser can be either a woman or a man, and the victim and harasser can be the same sex. Although the law doesn't prohibit simple teasing, offhand comments, or isolated incidents that are not very serious, harassment is illegal when it is so frequent or severe that it creates a hostile or offensive work environment or when it results in all adverse employment decision(such as the victim being fired or demoted). e. Retaliation: materially adverse action taken against an employee who is reasonably opposing unlawful discrimination, harassment, or retaliation or because the employee has made a charge, testified, assisted, or participated in an investigation, proceeding, or hearing concerning illegal discrimination, harassment or retaliation. f Office of Equal Opportunity (OEO): a Municipal Office which provides information and assistance to employees who believe they have been discriminated against or harassed by another employee. OEO is a part of the Municipality and is not a Compliance Agency. g. Compliance Agency: a local, state, or federal agency empowered by statutes, ordinances or regulations to investigate complaints of discrimination. The following are Compliance Agencies: the Alaska State Commission for Human Rights (ASCHR); the Anchorage Equal Rights Commission (AERC); the Federal Equal Employment Opportunity Commission (EEOC); and, the Office of Federal Contract Compliance Programs (OFCCP). Other federal agencies have certain investigative responsibilities on matters relating to grants or programs that they administer. h. Complaint: a Complaint filed with a Conipliance Agency. G. RESPONSIBILITIES a. Each agency head shall: i. Ensure that all employees are familiar with this policy. 74 I P&P No. Page 3 of 4 Unlawful Discrimination and Harassment 40-38 1 ii. Report allegations of discrimination or harassment to the Employee Relations Department. b. OEO shall: i. Assist employees in informally resolving allegations of discrimination or harassment. If an allegation of discrimination or harassment cannot be resolved informally within 30 calendar days of the employee bringing the matter to OEO, then the jurisdiction of OEO terminates, Absent resolution, OEO will promptly notify the Employee Relations Department or the Municipal Attorney of the alleged discrimination or harassment. ii. Assist the Employee Relations Department with investigations of alleged discrimination or harassment upon notification by the Employee Relations Department. c. The Employee Relations Department shall: i. Review allegations of discrimination or harassment, and investigate when appropriate with the assistance of OEO. d. The Municipal Attorney's Office shall: i. Assist the Employee Relations Department and OEO with allegations of discrimination or harassment upon request. ii. Be responsible for any Complaints received from Compliance Agencies. 7. DUTY TO REPORT a. Employees: All employees are expected to report conduct believed to constitute discriminatory, harassing, or retaliatory behavior by one employee towards another employee, including instances directed at them or instances directed at co-workers, to their supervisor, OEO, or to the Employee Relations Department. b. 5u If an allegation is made to a supervisor, or if a supervisor becomes aware of potential discrimination, harassment, or retaliation, the supervisor must promptly report it to the Employee Relations Department. c. Retaliation: Retaliation against an employee who reports, files a Complaint of, or otherwise opposes conduct the employee reasonably believes to be unlawful discrimination, harassment, or retaliation, or assists in the investigation of a Complaint, is prohibited. d, Leave. A request to use leave must be made to the employee's supervisor before the employee reports the allegations to OEO if made during the employee's scheduled work 75 Subject: P&P No. [Page 4 of 4 Unlawful Discrimination and Harassment 1 40-38 hours. An employee may request administrative leave to report allegations of discrimination or harassment to OEO. The Employee Relations Director and the OEO Director will work together to determine the appropriate amount of administrative leave. 8. COMPLIANCE AGENCIES Employees have the option to file a Complaint with a Compliance Agency. Contact the Compliance Agencies for information about Complaint procedures and filing deadlines. If an employee files a Complaint with a Compliance Agency, the Municipal Attorney's Office will be responsible for responding to the Complaint and working with the Compliance Agency to resolve the matter. Employees will not be granted administrative leave to file a Complaint with a Compliance Agency. The employee will also not be granted administrative leave for any subsequent meetings, fact-findings, mediations, or other matters related to their Complaint. 9. ANNUAL REVIEW DATE/LEAD REVIEW AGENCY The Employee Relations Department will review this document annually. 76 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-070 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, SUPPORTING THE SUBMISSION OF A FEDERAL GRANT APPLICATION TO THE STATE OF ALASKA PREPARED BY THE SEWARD HISTORIC PRESERVATION COMMISSION TO PROVIDE FUNDS FOR A HISTORIC SITES AWARENESS PROJECT WHICH REQUESTS $35,805 TOTAL, INCLUDING A $21,483 FEDERAL SHARE AND A $14,322 APPLICANT SHARE WHEREAS, pursuant to the National Park Service Historic Preservation Act of 1966, certain federal share matching grants for historic preservation projects are available to certified local governments; and WHEREAS, the State of Alaska Historic Preservation Office (SHPO) administers these grants throughout Alaska to Certified Local Governments (CLG), and requests a resolution of support from the Seward City Council accompany the application; and WHEREAS, on July 31, 2019, the Seward Historic Preservation Commission submitted a grant application to the State of Alaska through the city manager; and WHEREAS, the funds to accomplish the described goals of the project include a $14,322 applicant share and a $21,483 federal share, less a state indirect charge of$2,805, for a grant total of$35,805; and WHEREAS, the $14,322 applicant share includes a Cash Expenditure of $3,193, In- Kind contributions of$3,500, and Donations and Volunteerism valued at $7,629; and WHEREAS, the Seward City Council is fully cognizant of the obligations and responsibilities that will be undertaken by the City of Seward upon acceptance of such grant through a future Resolution. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The Seward City Council hereby supports the federal grant application submitted by the Seward Historic Preservation Commission for the purpose of Historic Sites Awareness Project. Section 2. The funds to accomplish the work, fulfilling the terms and conditions of the grant, will be appropriated by the City of Seward following the grant award through a future Resolution, anticipating that the total amount of$35,805 will include a $21,483 federal share and a $14,322 applicant share. 77 CITY OF SEWARD,ALASKA RESOLUTION 2019-070 Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12th day of August, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 78 COUNCIL AGENDA STATEMENT Meeting Date: August 12, 2019 To: City Council From: Scott Meszaros, City Manager Agenda Item: Support the Historic Preservation Commission application for a Certified Local Government grant BACKGROUND & JUSTIFICATION: The National Park Service Historic Preservation Act of 196�6 offers certain federal share matching grants for historic preservation projects and are made available to certified local governments.The State of Alaska Historic Preservation Office (SHPO) administers these grants throughout Alaska and requests a resolution of support from the Seward City Council to accompany the application. On July 31, 20,19, the Seward Historic Preservation Commission submitted a grant application to the State of Alaska. This Resolution is to show support and intent of appropriating funds should the City be awarded the grant; there will be a separate Resolution for the appropriation. The applicant share of' the grant is $14,322 which includes a cash expenditure of $3,193, in-kind contributions of$3,500 and donations and volunteerism valued at $7,629. INTENT: Support the Historic Preservation Commission application for a Certified Local Government grant. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan: 2.2.3 —Community Appearance — Support activities initiated by the Seward Historic Preservation Commission X 3.9.1.2—Encourage the recognition, rehabilitation and preservation of prehistoric and historic sites, transportation routes, trails, buildings, objects and artifacts Strategic Plan: Page 4—History and sense of community Page 13 ­ Support the Historic Preservation's efforts to raise public X awareness regarding local historic property I I Other: 7X FISCAL NOTE: This support Resolution has no financial impact to the City; however, it does indicate that future appropriations are expected through a separate Resolution. Approved by Finance Department: , 79 ATTORNEY REVIEW: Yes No -- Not Applicable—X, RECOMMENDATION: City Council approve Resolution 2019- 070 supporting the Historic Preservation Commission's application for a Certified Local Government grant. 80 CLG GRANT APPLICATION: FY19 Office of History& Archaeology Alaska Department of Natural Resources 550 West 7°` Avenue, Suite 1310 Anchorage, Alaska 99501 Historic Preservation Fund: Grants for Certified Local Governments Deadline: Applications are due by 12:00 noon on Wednesday, July 31, 2019. The Certified Local Government (Cl.,G) identified below is applying for a 60-40 Historic Preservation Fund (HPF) matching grant through the State of Alaska, Department of Natural Resources, Office of History and Archaeology. CLG Name: City of Seward,Alaska Federal Tax Identification Number: 92-6000086 DUNS: 037996634+0167 Project Title : Seward Historic Preservation Historic Sites Awareness Prqjcct Type of CLG Grant Project: (Check project type below, as applicable) D Survey 7 Public Preservation Education 11 Inventory ElPredevelopment National Register Nomination 7 Development Historic Preservation Planning F❑I Acquisition Project budget required: (Use figures from shaded area on budget form) a. Estimated Total Project Cost (TPC) $ 35,805.00 b. Federal Share(60%) $ 21,483.00 c. Sponsor Share(40%) $_ 14,322.00 Source of applicant(sponsor)share: (Use figures from "Sources" box on budget form) a. Cash $ 3,193.00 b. In-kind Goods and Services $ 3,500.00 c. Donated Goods and Services $_ 7,629.00 Provide name, title and contact information for the following: Grant Manager: Scott Meszaros,Seward City Manager Mailing Address: PO BOX 167 Seward,AK 99664 Telephone: (907)224-4050 E-mail Address: cityininagci-@cityofsewat-d.net HPr Grant Application for CLGs I Rev:June 2018 81 Preservation Commission Chair: Wolfgang Kurtz Mading Address: C/O Seward Historic Preservation Commission 410 Adams St. P.O.Box 167 Seward,AK 99664 Telephone: ..9t)7.422.. .73-9.3­­________,_­­­­-----------........ E-mail Address: wolf@,sewardhistory,org CLG Contact: Brennan Hickok Mading Address: St.Adams St. P.O. Box 167 Seward,AK 99664 Telephone: 907.224.4037 E-mail Address: bhickok( cityofseward.net -7/3o 2�) attire. ALI- izeA ocal Government Official Date Name and Title (Print or Type) CwntnZnit�f Name Notary Seal SUbscribaan4jworn boore me this ,_� day of 20__ My commission expires t1dr" 76Z Z r the ; lll B T T0 F1 HPF Gfaw ApplH,c,,0on for CLGs 2 Rev June 2018 82 Willingness to Comply with Grant Requirements I. I understand that this is a 60-40 matching grant application through the Historic Preservation Fund (HFIF) administered by the State of Alaska Department of Natural Resources, Office of History and Archaeology. 2. Should this project be awarded, I understand that the State levies an indirect cost which inay vary throughout the course of the grant period, but will not exceed the anIOLInt stated in the executed grant agreement, 3. 11"marded an HPF grant, I understand that it is my responsibility to comply with all pertinent State and Federal regulations, the State-Local Grant Agreement, and reqUirernents outlined in the flistot-ic Pi-eservation Fund: C'erft,'fied Loceil Goi,ei-nmew Griint�Manual. 4 Should this project be awarded, I understand that project records are subject to audit after project completion, and that if such an audit questions expenditures for which I have been reimbursed I will return an aniount,equal to the questioned expenditures. 5. 1 understand that no grant exists until the State Historic Preservation Officer(SHPO) signs the State-Local Grant Agreement, even if the Alaska Historical Commission recommends funds for my project. Any funds expended before the performance period specific(] on the fully executed grant agreement or before obtaining the SHPO's signature may not be reimbursed without specific approval. ...... ............-7-.................. ........?-0-13 R� iature: ALI zeO,V �al Government Official Date C ej-z of c- (TY 4QC— Nalne and Title (Print or Type) 83 CLG GRANT APPLICATION: FYI,9 CLG: City of'Seward Project Name: Seward Historic Preservation Historic Sites Awareness Project PROJECT INFORMATION SeeApl-)�ying.lbr C`eriified Lotwl Governmera Granl,y: ff"l-iling a Succesyfid A])1)1iC(W017Jb1'M07e detail, 1. PROJECT DESCRIPTION—Xf needed, itse coiitinitatic)n pa, cis pi-ovidedeit the end Qfthis document. a. Provide a brief introduction to your project including the aim, scope and significance of the project to your community. The purpose of the project is to increase public awareness of Sewards historical district sites and items of historical significance.This will be accomplished by a focused public awareness campaign to include: 1.Identification of Historical sites by committee members/volunteers with support from the City of Seward personnel. City Manager Scott Mcszaros has indicated support for this project. 2.Development of a cohesive marketing strategy to include: Updated online walking tout landing page-Consulting,Design and Hosting of wcbsitc Design and manufacture of interpretive Signage,to describe properties and points of interest in a cohesive manner. Directional signage(Street signs)for walking tour. Will work in conjunction with City Public Works to install appropriately. Printed Historic Walking tour brochures to be distributed by Museum,City and additional partners. Marketing Materials to include attractive interpretive map and historical brochures. All materials will be designed to fit together in a cohesive(branded)manner The above will result in a comprehensive evaluation of known and undiscovered properties that will add to Seward's position as a destination for both in-state and out-of-state visitors.There is both a cultural and economic benefit to the city by completing this project. There is a suggestion that the tout-start at Hoben Park with an ending destination at the tour ship dockhnarina. HPF Grard Applicafionfor C1,Gs I Rev:May 2019 84 h. List any previous }{Pp grants this projecthas received. (Cite IDF#or grant name) Some recent History:1997-2017(Federal share noted inbold) FY2O17: Historic Preservation Education (NAPCForum) $2888 FY2D16: Historic Preservation Plan,$13OO FY 2015: Education:Alaska Historic Preservation Conf. National Trust, $3426 FY 2012/ Local Historic Preservation training.Communities Including Seward, $29,076 FY 2010/ Providing Public Access tm Cemetery Information$5,338 FY2O1U: |ditorod Trail Centennial monument structure$21,828 FY2OO9: Local HP commission training.$24,611 for various certified local government commissions. FY2OO9: Seward Develop ment/pna-deve]opnnent:HubenPark P|anters$6,3OO u. Briefly describe the relationship of this projectto past,poouoot, or fbtoncpremcrva1ioo work. This project isa continuation nf efforts toproduce a consistent inventory and awareness ofSevvard's rich history since the formation ofthe city. Past efforts have included a physical inventory of all known historical sites and buildings. By Increasing public awareness of sites of historical interest, and by showing both a cultural and economic benefit to creating a walking tour,there is a greater likelihood that structures and sites will be preserved for generations tocome. Seward's HP Commission has also engaged in presentation of yearly Historic Preservation awards and has been involved in historical projects such as the Hoben Park restoration, cemetery site identification, mapping and the Iditarod trail Centennial Monument. Examples of possible identification,could also include significant sites related to Benny Benson,the Jesse Lee Home,St. Peter's Episcopal Church,Seward Theater, and other sites of early importance toSeward. npr Grant*wmcm*p for ouo° u Rev:May me 85 2. PRESERVATION OBJECTIVES a. How does the project relate to annual C1_G grant priorities established for this fiscal year? (Cite relevant grant prior-ities and explain how each relates to);ow-pi-qiect) I Projects that increase public awareness of historic preservation and establish new partnerships,to strengthen their local historic preservation program.Also encouraged are projects that install interpretive signs calling attention to significant historic places,and produce educational materials emphasizing historic preservation and educate property owners about historic preservation laws and programs,especially about archaeological resources on lots with buildings.This project speaks to the value of educating the public about historical preservation. There is currently no up to date inventory or tour of historic buildings & places, nor any therned tour with interpretive signs. Creating this tour and the stories that will go with it, we will generate interest for local citizens and encourage visitors to learn more about the history of these people and places, 2. Projects that address the rehabilitation of historic properties and leverage funds and resources. Restoring and preserving defining elements The project will have an economic benefit,increasing tourism n Seward. It might also encourage owners to rehabilitate their historic properties. b. I-low does the project relate to the goals and objectives of the State Historic Preservation Plan.. (Cite relevant goals or objectives and how j1ow-pi-qject woulelfiui-the;-therm.) l) Increase knowledge and understanding of Alaska's heritage and historic preservation This may be accomplished by the comprehensive marketing plan that will be developed including an informational website and brochures., 3) Preserve and protect Alaska's cultural resources More sites may be preserved due to increased public awareness and increased perception of seward as a tourist destination 4) Increase awareness of environmental,social and economic benefits of historical preservation This project will increase awareness and civic support through our public information campaign, interpretive signage.We will also feature historical sites and buildings in collaboration with Resurrection Bay Historical Society, City of Seward, Library/Museum, Qutekcak tribe and associated partners. 5) Strengthen local preservation efforts Project is garnering support from local 1113 Commission and City.We will also approach local businesses with a vested interest in marketing the historical significance of Seward, HPF Orwit ApplicaOon for CLGs 3 Rev,May 2010 86 u. Describe how the project mcetsaoidmtifiedhimtoricpreoervatioo priorityofyour community. Does the projectcontribute 1othe implementation of your local historic preservation plan? If so, how? Seward Historic Preservation plan-Priority highlights a. Promote economic incentives, historical preservation and education.This project will formalize the identification and promotion mf historical sites. Local anout-of-state visitors choose Seward for many reasons, particularly sightseeing and fishing.Their stay could beextended with more tuvisit, more tosee.There is o distinct advantage in promoting the cultural heritage and corresponding sites. One only needs tm read publications about early Alaska to understand tile importance of Seward to the formation and development of Alaska. b. To enhance understanding of economic heritage tourism asa means for not only historic preservation but also for creating economic opportunity that will encourage a continued dedication to preserving the Structures,Sites,Vessels and artifacts that define Sevvamd'oheritage. Visitors are looking for an "euperienoe" o story.They wish totake pictures, mail postcards, or obtain tangible items that reflect the uniqueness of the location. This project will serve 10 grow the reputation of Seward osa place of significant historic importance tq Alaska and toU.S. History.Visitors may better appreciate the beauty and resources of the location if they gain agreater understanding mf the significance of these places. c. Promote historic preservation initiatives and projects as enumerated in the 2017 Historic Preservation Plan (attached) Note the following specific properties and points uf'interest have been identified for our s|gnage and walking tour: BUILDINGS AND SITES • Gnmvwn and Hawkins,Jesse Lee Home,Standard Oil Building • Urbmch'sGebhart House,Passenger Depot,Bowling Alley * 8t'Peter's Episcopal Church,So|\ya,Sxvetmnann House •Van Glider Hotel,Seev4e Benny Benson Park • Library/Museum(Feature'64 quake movie as part uf tour/museum visit) • Govt.Cable House, Movie Theater,QaUa|ne House, Resurrection Coffee • Seward Yacht Club POINTS OFINTEREST I6|tarod K8UeO/ Millionaires' Row,Seward RaUraoad, Dairy Hill Port mf Seward,Tribal Office(History of the tribe mnfront) xpp Grand*pn/^caom for c*s " Rev,May zo,v 87 3. ]PROJECT PERSONNEL- The Prqject Manager must have proven experience working on historic preservation projects. Il'the prqiect is a survey, inventory, development, or National Register nomination the PM must meet the professional qualification standards in 36 CFR 61. If not identified in the application, the Office of History and Archaeology must review selection of Project Manager prior to finalization of the contract with the individual. a. Note who will act as Project Manager(PM). Attach a r6suni6 showing the PM meets the professional qualifications. List any previous HPF Projects the PM has worked on. (If planning to contract with PA4afler grant is awarded outline the job qualifications that will be required) Project management will occur via several individuals:Primary is Wolfgang Kurtz 1)Wolfgang Kurtz-Experience designing and building,especially set design.Expertise in basic mechanical and facility maintenance.Knowledge of and contact with local contractors and thoroughly involved in Historic Preservation,including serving as this year's chair of the IlPC. 2)Tangwity Libbrecht-HPF Project Govt.Cable House 2015-Present.Recipient of two UPF'grants to improve the National Register Listed Govt.Cable House property,Renovation efforts have been thoroughly documented through reports and pictures.This National Register property has been significantly restored nearly to its original 1905 design,with respect and adherence to preservation standards. 3)Iris Darling-Experience with multiple HPF grants improving her historic property 4)Scott hleszaros,City Manager,has offered to help as well and has experience with this type of grant project. 5)Possible input by NI'S employee and volunteer Patrick Lewis who has printed a coffee table book on Seward History. b. Identify the local government personnel who will act as Grants Manager for the project. Seward City Manager Scott Meszaros has committed to providing support staff to assist with receipts,grant reporting and documentation. HPF Gitnt A plAicaflon for CLGs 5 Rw May 2019 88 c. Describe the local historic preservation commission's role in the project. Attach a resolution frorn the commission supporting the project. Local Historic Preservation Commission will solicit and review bids for work to be completed and will oversee work to satisfaction of grant requirements. Group will also donate volunteer hours and/or solicit additional volunteers.IIIIC,,vill be involved in review and selection orall marketing materials,surveys and design of signage. Draft resolution attached from commission with review by city administration.Formal acceptance of funding would have to follow City Council approval. d. Identify volunteer personnel and their tasks, PRELIMINARY ASSIGNMENTS: -Commissioner Iris Darling-Work to enhance updated on-line walking tour landing page-Consullin&,design and hosting via consultation with a professional designer,Bids will be sought. -Commissioner Wolfgang Kurtz-Updated website landing page for historical preservation commission-Consulting,design and hosting through services of professional designer-Bids will be sought. -Committee to develop Interpretive signage,both to describe properties in a consistent manner:Cornmis'sioners Michelle Cobble, -Cara Maxwell,Sue Ward,Cheryl Scew -Commissioner Wolfgang Kurtz-Design oversight and ordering of directional signage for walking tour -Commissioner Cara Maxwell.Marketing materials to include attractive interpretive map and historical brochures -To ask for letters orsupport: Commissioner See=Pioneers,Valaric Kingsland:Sr.Center,Sue Ward;Doug Capra,RBHS.Michelle Cobble:Seward HS and Tribe e. Identify any contractors to be Used and expected duties. Attach r6surn6s for all qualified historic preservation professionals working on the project. -Graphics Design/hosting:Crucible Designs hilps://www.lilikedin.com/inijoni,,itie-flionison-48a2659-$5,000 would cover a landing page and eventual website. Hosting would be about$1500 per year.Recornmends Wordpress design to make future updates easy by current/future commissioners -Marketing Materials:Map and Brochures to be designed by Yuit Communications littps://goyuit.com/. This company can handle all design,photo,film,etc.to a branded rormat, -Historical Signage production and Hardware:Fossil Graphics(Quote Attachcd) -VistaPrint for printed maps and brochures:Vistaprint.com -Manufacturers of street signage:www.safetysign.corn HPF Grant ApV!cMon for CLGs 89 6 Rey,May 2019 4. WORK PLAN-Ensure you thoroughly address all items necessag,foryow-prqject type. See AW1j?iqg err Certified Local Government Grows: ff,riflLig a Success Application for n7ore detail. Use continuation sheets if needed a. Explain how the project will be undertaken. Following preliminary project approval,we would confirm additional funding and support from city manager and city council via a presentation of project priorities.City will then write a letter of support confirming,priorities and assistance from city entities with implementation of project. Bids will be sought for all aspect,,of the grant with the goal of'securing a comprehensive bid for web and creative design,maps and marketing materials. It will need to be determined if time and/or funding will be most beneficial via a sole entity or via multiple contractors. Appropriate public notice will occur via City Clerks Office and inrormational notice will be provided at the library as well as public radio and newspaper, Appropriate research will be conducted by volunteers to assist contractors and mitigate spending. We will provide info about subject properties,contact property owners to coordinate signage needs and placement,and will work with city manager/public works to install directional street signage. We will seek a cooperative arrangement with the Chamber of Commerce,as well as local businesses to secure in kind,especially for install orhislorical signage,which may entail digging with specialized equipment. We will also sock additional volunteers to work on this project from local historians and youth groups or organizations such as the Boy Scouts. Implementation of the project will be an ongoing priority for the Historic Preservation Commission in cooperation with the City of Seward,which has offered support. There are many opportunities for cominunily engagement and flor the residents to galvanize for this very visible Project. HPF GraM ApplimOon for CLGs 7 Rev,May 2019 90 b. Describe the geographic area encompassed by the proposed project. For survey, inventory, development, and National Register nomination projects, attach maps of the project area. Include the estimated number of buildings, structures, sites, square miles, etc., to be addressed. List of identified structures is on page 4 Maps attached by City of Seward Estimated structures at 25-30 All structures,buildings and points of interest are within the city of seward in an area encompassing an estimated area of 9 x 12 blocks. This encompasses a walk that should be about 2 miles and 90 minutes in duration,depending on interest of the traveler and stops. BUILDINGS AND,STRUCTURES(18) • Brown and Hawkins,Jesse Lee Home,Standard Oil Building • Urbach's,Gebhart House,Passenger Depot, Bowling Alley •St.Peter's Episcopal Church,Sollys,Swetmann House •Van Gilder Hotel,Seaview,Benny Benson Park •Govt.Cable House, Movie Theater,Ballaine House,Resurrection Coffee •Seward Yacht Club POINTS OF INTEREST(7) Iditarod Mile 0, Millionaires' Row,Seward Railroad, Dairy Hill, library/museum,Waterfall,"The line" Note that this four is focused on Historic Sites,it is similar,though markedly different from the Chamber of Commerce walking tour which is focused on an overall points of interest tour with only a nod to sites of historic interest.. c. Cite any planning studies, condition assessments, design drawings, research reports, publications, or other sources of relevant information you plan to use for this project. Information is available from: Resurrection Bay Historical Society whose historical documents are stored in the Seward muscurn. This includes many photographs, artifacts and files as well as many records from schools,registries,phone books,etc. Seward Community Library:Local newspapers,cabinets full of info on characters and events that have shaped the City of Seward. Many,many pictures of early Seward to present. Much historical information and records. City of Seward Community Development Department: Zoning and building construction and demolitions,aerial photographs, flat map,and inventory,Seward Historic suite inventory. City of Seward Clerk's office::Disaster records,voter registration records,census info,meeting minutes. Alaska Court System;Vital slatistics,and civil records, Alaska State Recording Office:For research on property info. Other Sources:Kenai Fjords National Park Service,church records,Qutekeak Native tribe. HPF Grant Apphcabon for(CLGS a Rev-,May 2019 91 d. Provide a work schedule showing months, expected activities, and benchmarks to achieve throughout the grant period of performance. 2019 SEP-DEC-Team to start working on notifying properties and descriptions 2019 DEC:Team to start design of actual signs and submit as completed to Fossil Graphics for production 2020 FES:Tcam to start ordering street signs 2020 MAR:All printed materials ordered and placed with local businesses by April 15 2020 APR:May.Install of all signs 2020 MAY:Ribbon Cutting of Historical Walking tour and launch of landing page 2020 AUG:Report and walk through with SHPO e. If this is a development project, describe your public outreach component. How and when did you involve the public, any potentially af'Tected agencies, entities,and tribes. List which entities and individuals contacted, dates of involvement, and comments received. HP Meetings are open to the public.We have had interest from the newspaper,local historians and the tribe. Tanguy Libbrecht also approached Harbor 360,Alaska Travel Industry Association,Premier Alaska Tours,Visit Anchorage,Salmonberry Tours,Alaska Magazine,Coast Magazine all on or about December 2018 at an industry dinner. All expressed interest in the project and in helping get the word out.They feel there is a real need to present visiting tourists with interesting options HPF Gfarrf AppkaWri for CLGs 9 Rev:May 2 D1 9 92 5. FINAL PRODUCTS a. Describe publications, workshops,audio-visual materials, reports, websites, brochures,survey materials, nominations, interpretive signs etc., that will be produced as part of the proposed project. Identify the intended audience and where the public will be able to access these materials. Describe how you will inform you community about the project. -Publication to include a map with coordinated walking tour of Historical Sites. -Online landing page to provide detailed information and directions to walking tour -Interpretive signs will be designed by a committee of the IV Commission which will ensure signs display accurate and historically compelling information. -Our audience is both local residents as well as the many visitors to Seward.We have preliminary commitments from several tourism companies,,hotels,etc.to display and promote brochures as well as to help promote the tour. -There is great interest in promoting Seward as a destination with a unique,interesting Alaska story. All historical singe to be visible and accessible to public as a condition of placement.All printed materials will be available at library, chamber of commerce and local businesses. HPF Grant Applica tim for CLGs 10 Rev:May 2D19 93 6. ADDITIONAL INFORMATION a. Attach letters of commitment and support,as appropriate, from teachers, historical societies, museums,Native groups, and others. (Note attachments belolv) -Rotary Club -Seward high school history teacher -Qutekcak Tribe -Restirrection Bay Historical Society -City of Seward -Pioneers of Alaska b. Attach any other relevant information, such as copies of photographs. (Note attachments be[0141.) -Seward Area Map -City of Seward resolution -List of historical properties identified -Past walking tour doenmenis -Historic Preservation plan 7. BUDGET: Maximum Federal Request of$25,000 'includes State indirect cos Q2999a= Your budget submittal shall consist 01'four pails: three tables and one narrative. See example tables and blankJbi-in in Excel, and narrative portion to complete belm"'. a. Budget Details table showing how costs were estimated. b. Budget Summary table identifying planned cost share of 60% and 40%. c. Matching Share table showing Sources of match. d. Narrative explaining costs in detail. BUDGET NARRATIVE: Describe activities to be performed under Personal Services, Contractual Services, Supplies/Materials, Travel,and Other cost categories. a. Personal Services: describe work each position/person will perform for the proposed project. The City orSeNvard anticipates a total project cost of$33,000 Contractual Total:S25,325 1)$2,500:Digging:Mateo Alaska Address:2701 Seward Hwy,Seward,AK 99664 Phone:(907)224-3151 2)52,500:Web Design and hosting:Crucible designs Address: 11300 Willenc Dr,Anchorage,AK 99516 3)$5,000 Design Artwork:Maps and brochures:YUit C01111111LInications,LLC,Communications. 1407 W.31 st Avenue Anchorage, AK 99503.(907)222-6300, 4)513,125 Fossil Industries-www.fbssilgraphics.com for manufacture of all historic signs 5)52,200 Equipment Rental:Restirrection tool rental: Personal Services to be perfunned on an in kind basis:: -Grant administration:To be provided by volunicers and city of Seward -Street sign install:City Of'Seward Travel: None anticipated unless built into price of contractor bids HFIF Grant Apiftation for CLGs 1 Rev:May 2019 94 b. Contractual: List contractor narne(s), if known. Describe work each will perform. See above c. Supplies/Materials: Describe types of materials and/or supplies required for this project, how they relate to the project, estimated quantities, etc. S2,000 Street directional signage S 1,500 These signs will need inounling brackets and posts(this cost is not included in sign quotc), We recommend 4"Stainless(tibe construction to avoid rot. Brackets will need to be purchased as well. $3,000 In addition,we are looking at a 10,000 piece initial run of printed street maps to distribute at a cost of$3,000.Although there will be an initial cost,we believe we can secure sponsorships in future years for re-prints. Supplies Total:$6500 d. 'Fravel: Identify who will be traveling, how many trips are anticipated,trip purpose, and destination. No significant travel is expected at this time other than that of commissioner Libbrecht from Anchorage to Seward,which will not result in any cost to City of Seward. Hours will be logged as volunteer hours only for purposes of the grant with no further reimbursement necessary, HPF GrantApMiraf on for CLGs 12 Rev:May 2019 95 e. Other: Identify other costs which do not fall into one of the above categories. Explain purpose and relevance to this proposed project. Othcr: $1175 Mismilancous shipping or delivery charges TOTAL PROJECT COST$33,000 CHECKLIST Applicant, has your entity: F-1 maintained current certification under the Certified Local Government program? signed and notarized this application? signed the form titled: Willingness to Comply with Grant Requirements? F-1 provided the information requested on each page of the application package? F] included a public outreach component? F-1 attached maps showing location of project? F-1 attached photographs or clear photocopies showing overall character of properties for survey, inventory,National Register nomination, predevelopment and development projects? attached letters of support from the community and, if needed, property owners? F-1 attached a resolution from the City or Borough's governing body(or indicate one has been requested prior to the Alaska Historical Commission meeting to recommend awards.) explained historic preservation commission involvement in the project, and addressed its role in the review process? checked your budget, for accuracy? Deadline: Applications are due by 12:00 to on Wednesday, J u IV 31, 2019. Only complete, signed, dated, notarized applications will be considered. Submit applications(and questions)to the following email: HPF.(3i-aiit.ApL)Iicatioiis@alaska.gov HPF Grant Appricalion for CLGs 96 13 Rov:May 2.019 CLG, City of Se-ward Project.Seward-Wistoric Sites Awareness Project Historic Preservation Fund Directions:First,complete the blue Budget Details table.If needed,add rows etc,to show calculations of proposed costs for your project. Second,totals for each cost category in the Budget Details table should auto-populate the"Totals"column in the yellow Budget Summary table. However,you will need to enter amounts in the 60%and 40%columns in the yellow Budget Summary table to show your planned 60-40 split by cost category. (See example.) Finally,enter amounts in the pink table:Source ofSponsor's Matching Share.The total should at least equal 40%of your Total Project Cost(TPC)as shown in this example,cell E23. I. Budget Detaifs by Cost Category Contract Personal Services Supplies&Materials Other Total / [ 2 ffud et Sumnwry Time Personal Various Base base unit Spent Total Base Fringe Sery Total misc. 60%HPF 40% Cost Category Grant Match Totals Digging:Metco 2,500.00 Personal Services 0 0 0 Crucible Designs 2,500.00 0 Contractual 15,195 10,130 25,325 Yuit Comm. 5,000.00 0 Supplies&Materials 2,700 1,800 4,500 Fossil Industries 13,125.00 Other 1,905 1,270 3,175 Equipment Rental 2,200.00 Travel:Airfare 0.00 Posts&Screws 1500 Per Diem:Meals 0.00 Printed Materials 3000 Per Diem:Lodging 0.00 Direct Costs 19,800 13,200 33,000 Totalsl 25,325.00 0.00 0.00 0.00 4,500.0o 3,vs.00 x State Indirect Rate 8.5% 2,805 Total Project Cost(TPC) 35,805 Sponsor Matching Share 40%of TPC 14,322 *HPF Federal Grant Share 60%of TPC 21,483 *(Do Not Exceed$25,000 for HPF Federal Grant Share.) Subtract pre-determined State Indirect 2 805 Potential Reimbursement to Sponsor 18,678 3.Source ofSponsor's Matching Share Limitations: Per HPF Manual 13-1,compensation for consultants involving HPF grants is limited to no more than 120%of a GS-15 step 10. Cash Expenditures 3,193 Currently,that ceiling for Alaska is$94.42 an hou r. In-Kind Contributions 3,500 Donations&Volunteerism 7 629 Volunteer time may be valued using the Independent Sector rate schedule for Alaska at the following site: (525.43 x 300 hours) Total$(40%of TPC) 14,322 https:/IWWw.incicpenclent.scctor.org/yglunteer tinne_ 97 CITY OU' s EWA RD Main Office(907)224-4050 Pofice' 17, 24-3118 1' O�� BOX 167 H 1 90 arbor( 7)2 224-3,13B SEWAI V),AI.ASKA 99664-0167 Fire(907)224-3445 • City Oerk(907)224 4046 Community Developinc.mt(907)224-4049 Utilities(907)224-40D50 Fax(907)224,4038 July 31, 2019 RE: CITY OF SEWARD SUPPORT LETTER FOR CLG GRANT APPLICATION To Whorn it May Concern, The City of Seward supports the Seward Historical Preservation Commission's efforts to receive the Certified Local Government(CLG) Grant. The initW effort is a great start towards inventorying and marking scenic properties and directing visitors towards Such historically significant landmarks within the community and region. The informative since and walking brochure are valuable efforts towards developing the historic significance of local assets and directing visitors as well as locals to them. We will certainly appreciate having the ability to provide our support for this effort, it has our full support and backing. Sincerely, Scott W. Meszaros, CM, CMC Seward City Manager 98 20 June 2019 Resurrection Bay Historical Society PO Box SS Seward,AK 99664 rbhsl903@gmail.com To Whom It May Concern: I am writing this as President of the Resurrection Bay Historical Society,and with support from the board of directors. We are in support of the CLG Grant (Certified Local Government Grant) request from the Seward Historic Preservation Commission. The goals of the grant are (1) To identify 25 buildings and places of historic value to Seward. (2) To research the history of those buildings and places. (3) To install informative signs at the site of these buildings and properties as well as installing street signs directing visitors to those buildings and places. (4) To develop a brochure/walking tour to be distributed at various sites in Seward. The RBHS supports these goals. Thank you, Sue Mc lure, President ' �I ei Ca pbel ice President 99 July 30, 2019 4 ryg City of Seward, City Council members: 40, % 410 Adams Street r; Seward, Alaska 99664 2019 Board of Directors Dear City of Seward, City Council members: Mark Kansteiner• For over 100 years, many Seward citizens have enriched our Sandie Roach sense of place and community.Without the hard work and civic pride of those that came before us, Seward would not be the exemplary city Nicole Lawrence it is today. Diane Hunt The Senior Center supports the Seward Historic Preservation Commission in applying for a CLG grant to fund upcoming projects that Sandie Roach will enhance our city. SHPC plans include creating historic plaques for Mark Henshee historic properties around town, Directional Signs directing visitors to our Historic District and a walking tour map of Seward's various Frances Azzad-Smith historical sites to see.We are proud of our community and are happy Sharon Dillon to see its history showcased throughout the city landscape. Angie Duncan As the senior center hosts such a rich resource of Seward's History, we would like to affirm our support of the Seward Historic Preservation Commission's plans and work for the betterment of our community.We are pleased with SHPC's past efforts and are excited to Executive Director see the results of this plan. Dana Paperman Our Mission Statement �� = Sincerely, ��rrz`rt��z�rrz To insure honor, dignity, security, and independence for older Alaskans; assistance in maintaining meaningful and quality lives. Dana Paperman Serving senior citizens for 40 years A non-profit agency TAX ID: 92-0072425 Email: ssc(dseward.net Web: www.sewardsenior.org Facebook: Seward Senior Center, PO Box 1195,Seward,AK 996641907-224-5604 100 Pioneers of Alaska Men's Igloo #9 and Wornen's Igloo #9 � PO Box 571 Seward, AK 99664 � ioscwrdmwd u��iu� il rouiu°ur Certified Local Government: Grant: July 30, 2019 Our organization is a fraternal organization that was founded in Nome, Alaska in 1907 and is the only one of many Alaska based fraternal organizations still in existence and going strong. Here is our main website: Today there are 16 Men and '16 Women Subordinate Igloos that are active in Alaska. The Grand Igloo unites Alaska's Pioneers by meeting once each year with the subordinate Igloos taking turns hosting these conventions. Delegates from all the subordinate igloos attend, and Grand Igloo officers are elected from these subordinate igloos to represent the whole. The purpose of the Pioneers of Alaska is "to presence the names of all Alaska's pioneers on its rolls; to collect and presertre the literature and incidents of Alaska's history;and to promote the best interests of AlasFra." The Pioneers of Alaska have a rich history in Alaska's territorial and early statehood days. They have many accomplishments that continue to make Alaska "The Great Land" that it is today. Our two local Igloos, have helped fund local murals in our area; supported some of our young Iditarod participants, and donated to various other historical projects. Since history and preserving history is our primary purpose, we urge you to support the Seward Historical Preservation Commission on their project to help develop signs for Seward's walking tour of historical sites. Whenever possible, we aid various groups and causes in our area and fully approve of the work SHPC has done for Seward. Sincerely, kaw"rL&/�O� Dawn Campbell Seward Igloos #9 Recording Secretary Page 1 of 1 101 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-071 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, 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 WHEREAS, the City of Seward owns the land and building occupied by the Alaska SeaLife Center and, therefore, has a vested interest in and long standing relationship with the Center; and WHEREAS, for the past five years (2015-2019), the City of Seward has provided six RV Utility sites for the Alaska SeaLife Center(ASLC); and WHEREAS, in order to attract volunteers early enough to secure commitments for the 2020 summer season, the ASLC requests approval of this action by the City Council as soon as practicable; and WHEREAS, the administrations of the ASLC and the City have agreed to investigate whether a potential lease amendment could offer a longer-term solution to the ASLC's need for volunteer RV parking space; and WHEREAS, the ASLC uses these sites to attract volunteers that serve 20 hours per week in exchange for a free campsite; and WHEREAS, many non-profit organizations like the ASLC rely on volunteers, especially during peak seasons; and WHEREAS, currently, the ASLC reimburses the City $5 per night to offset the utility costs; and WHEREAS, Seward City Code 7.15.020 requires self-registration and payment of camping fees; and WHEREAS, Seward City Code 7.15.010 requires campers that wish to stay longer than fourteen (14) consecutive days relocate to a different campground; and WHEREAS, budgeted revenues for RV Utility sites for 2019 is $340,000; and WHEREAS, based on 2018 occupancy rates, the City expects to realize a loss in revenue of approximately$12,000. 102 CITY OF SEWARD,ALASKA RESOLUTION 2019-071 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Manager is authorized to waive Camping Fees and relocation requirements as required under Seward City Code. Section 2. The 2020 budget will be formulated to consider the impact of lost RV Utility revenue, account No. 01000-000-4351, by an estimated $12,000. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12th day of August 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda Ballou, MMC City Clerk (City Sea]) 103 Agenda Statement Meeting, Date: August 12, 2019 Toy: Seward City Council From: Scott Meszaros, City Manager oe- Agenda Item: Waiving Camping Fees and Other Provisions of the Seward City Code in Order to Accommodate the Alaska SeaLife Center RV- Volunteer Program BACKGROUND & JUSTIFICATION: For the past five years, the City of Seward has provided six Resurrection Campground Utility site (water and electricity hook-up) locations for the Alaska SeaLife Center (ASLC). The ASLC has, used these sites to attract volunteers each summer, serving as interpretation volunteers or cashier/ticket sales people. In order to assist in this program,the City has waived camping fees for these volunteers,in exchange for 20 hours per week of volunteer services at the ASLC. In order to attract volunteers early enough to secure commitments for the 2020 summer season, the ASLC requests approval of this action by the City Council as soon as practicable. The administrations of the ASLC and the City have agreed to investigate whether a potential lease amendment could offer a longer-term solution to the ASLC's need for volunteer RV parking space. To offset the electric: utility costs for these sites, the ASLC reimburses the City $5 per night per occupied site at the end of each season. In support of the Alaska SeaLife Center, Administration is requesting authorization to waive camping, fees as required by Seward City Code (SCQ 7.15.020 and waiving the fourteen (14) consecutive day stay limitation as specified in SICC 7.15.010 for the 2020 season. Revenue for RV Utility Camping,in 2016 was$343,47 1, in 2017, $326,596 and in 2018 $337,890. The budgeted revenue for 2019 is $340,,000. Based on 2018 occupancy rates, we anticipate that this action will result in a loss in revenue of$12,000. INTENT: To authorize the City Manager to waive camping fee and 14-day relocation requirements for six RV Utility sites located in the Resurrection Campground for the Alaska SeaLife Center volunteers and to direct administration to bring forward this, budget revision in future draft budgets for consideration, unless directed otherwise. CONSISTENCY CHECKLIST: Yes No NIA 1. Comprehensive Plan (document source here): X 2.2.7- Community Partnerships 2. Strategic Plan (document source here): X 3. 1 Other gist): I X FISCAL NOTE: The 2020 budget will be formulated to take into account the impact of this action. 104 Approved by Finance: .ATTORNEY REVIEW: Yes Na X RECOMMENDATION: Approve Resolution 2019- 071 authorizing the City Manager to waive camping fees and 14-day relocation requirements for six RV Utility sites located in the Resurrection Campground for the Alaska SeaLife Center Volunteers. 105 Sponsored by: Bridges CITY OF SEWARD, ALASKA RESOLUTION 11 -014 A RESOLUTION OF THE CITY COUNCIL OF TI-IIE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER 11) WAIVE T""ACVTPING FEES AND mHER PROVISIONS S IN THE SEWARD CITY CODE IN ORDER TO ACCOMMODATE ODATTi THE AT ASKA SEALTTa`E CENTER RV VOLUNTEER PROGRAM WHEREAS, liar the past f6ur years (2,01 r-01 ) the City of'Sc aard has provided six ITV Utility sites for the Alaska Seal Jfie Caster(ASI.,C and WHEREAS,the ASI,C. uses these sites to attract volunteers that servc 20 hours per week in exchange for as free campsite; and WHEREAS,the AS ' reirailarrrses the City per night:to offi et the utility coasts; and WHEREAS, Seward City Code '.1 ,020 requires self-registration easel payment of camping Ices, and WHEREAS,:T A.S Sc arrl City C"c° 1 r.(f l t`1 requires carraa airs that Nvisla to stay longer than y 1 . ..ro y fourteen (1.4) consecutive clays relocate to as clifierent catarCa rcacand and WHEREAS, budgeted revenues tbr I;V Utility sites lest° 019 is $ 40,t 00; and WHEREAS, based on 2018 occ,uparacy rates, the City expects to realize a lass in revenue oaf"approaairraaatcrly $12,000. NOW, °`I°HER.EFOR' l 13E I.T, RESOLVED BY THE C"I"T"fir' COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1, 'Flac, City Manager is authorized to waive camping lees and relocation requirements, as regUired under Seward City Code, for six RV utility sites for the Alaska. Seal iR' C:"enter for 2019 Section 2. "Ibe 2019 1)ud et is hereby, amended to reduce RV Utility revenue, account Slr:ra 11I 000-000-4 1 by $12,000. Section 3. [`leis resolution shall take e ect irnrraecliatcly upon adoption. PASSED AND APPROVED by the City C:°carr1161 Of tlac City Of Seward, Alaskan, this 1 I1h daay, of February, 2019. 106 CITY OF SEWARD, ALASKA RESOLUTION 2019-014 :;11:, : None AFISTAIN: None . it ° : I 4ret'idjil-jilal/�'o MM ""��[A a I" ( ity � co , w S ," � OF A '.o 107 Agenda Statement Meeting Date: February 11, 2019 To: Seward City Council From: Jeff Bridges, Interim City Manag r Agenda Item: Waiving Camping Fees and Ott visions of the Seward City Code in Order to Accommodate the Alaska SeaLife Center RV- Volunteer Program BACKGROUND & JUSTIFICATION: For the past four years, the City of Seward has provided six Resurrection Campground Utility site (water and electricity hook-up) locations for the Alaska SeaLife Center (ASLC). The ASLC has used these sites to attract volunteers each summer, serving as interpretation volunteers or cashier/ticket sales people. In order to assist in this program, the City has waived camping fees for these volunteers in exchange for 20 hours per week of volunteer services at the ASLC. To offset the electric utility costs for these sites, the ASLC reimburses the City $5 per night per occupied site at the end of each season. In support of the Alaska SeaLife Center, Administration is requesting authorization to waive camping fees as required by Seward City Code (SCC) 7.15.020 and waiving the fourteen (14) consecutive day stay limitation as specified in SCC 7,15.010 for the 2019 season. Revenue for RV Utility Camping in 2016 was $343,471, in 2017, $326,596 and in 2018 $337,890. The budgeted revenue for 2019 is $340,000. Based on 2018 occupancy rates, we anticipate that this action will result in a loss in revenue of$12,000. INTENT: To authorize the City Manager to waive camping fee and 14-day relocation requirements for six RV Utility sites located in the Resurrection Campground for the Alaska SeaLife Center volunteers and to direct administration to bring forward this budget revision in future draft budgets for consideration, unless directed otherwise. CONSISTENCY CLIE!CKML Yes No N/A Comprehensive Plan (clocument source here): X 2.2.7- Communit Partnerships ........... ................ 2. Strategic Plan ((Iocuinent source here): X 3 Other(list): X ----1__ I ........... ......... .. .... FISCAL NOTE: The budgeted RV-Utility site revenue for..2019 is $340,000 which...is. consistent with prior years' collections rates when fees have been waived. Therefore, a reduction in budgeted revenues is not required. Approved by Finance: _Ye s e-7S1_1L1 ATTORNEY REVIEW: _ 0 X .......... RECOMMENDATION: Approve Resolution 2019-014 authorizing the City Manager to waive camping fee and 14-day relocation requirements for six RV Utility sites located in the Resurrection Campground for the Alaska SeaLife Center Volunteers. 1W Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-072 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH LUMEN DESIGN, LLC FOR THE SEWARD ANIMAL SHELTER PROJECT, PROFESSIONAL ARCHITECTURAL SERVICES FOR CONCEPT DESIGN, IN AN AMOUNT NOT TO EXCEED $28,000,AND APPROPRIATING FUNDS WHEREAS, for a number of years the Council, administration and community have made the City's Animal Shelter a priority; and WHEREAS, Council passed Resolution 2018-049 authorizing the creation of the animal shelter relocation fund; and WHEREAS, Council passed Resolution 2018-080 selecting 605 Sea Lion Avenue as the new animal shelter location; and WHEREAS, Council passed Ordinance 2019-007 to amend zoning code to allow for animal shelters within the Institutional Zoning District; and WHEREAS, Council has passed numerous City and State legislative priority Resolutions seeking funding and support; and WHEREAS, in order to further fund raising and grant submission efforts the City issued a Request For Proposals (RFP) for Professional Architectural Services for Concept Design; and WHEREAS, the City received four submittals which were scored by the City Manager, Assistant City Manager and Community Development Planner; and WHEREAS, Lumen Design, LLC scored the highest with 270 points, followed by Wolf Architecture at 251.1, Stantec at 235.4, and ECI at 220.4; and WHEREAS, Lumen Design, LLC will perform the services as outlined in their Proposal, and within the attached contract, for$28,000. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized enter into a contract with Lumen Design, LLC in substantially the form attached hereto for the Seward Animal Shelter Project Professional Architectural Services for Concept Design in an amount not to exceed $28,000. 109 CITY OF SEWARD,ALASKA RESOLUTION 2019-072 Section 2. Funding in the amount of $28,000 is hereby appropriated from the general fund undesignated reserves account no. 01000-0000-3710-80015 to the animal shelter fund account no. 80015- 0000-3700-01000. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 121h day of August, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 110 Agenda Statement Meeting Date: August 12, 2019 To: Seward City Council From: Scott Meszaros, City Manager Agenda Item: Authorizing the City Manager to execute a contract with Lumen Design LLC for Professional Architectural Services ... Conceptual Design for the Seward Animal Shelter BACKGROUND & JUSTIFICATION: The City of Seward Community, Council and administration have made the City's Animal Shelter relocation a priority through Council action, administrative support and community input. Seward City Council passed Resolution 2018-049 which authorized the creation of the Animal Shelter relocation fund, Resolution 2018-080 which selected 605 Sea-Lion Avenue as the new Animal Shelter location as well as Resolutions 2018-094 and 095 which Placed the Animal Shelter relocation on the City and State legislative priorities list in order to seek funding and support. City Code was also amended through Ordinance 2019-007 to allow for animal shelters within the Institutional Zoning District. In order to further fund raising and grant submission efforts, the City issued an RFP for Professional Architectural Services for Concept Design.The RF'P was issued on June 121h and was published in a paper of local circulation on June 12111 and June 191h. Submittals were accepted through the Clerk's Department with a deadline of July 12, 2019. Four proposals were properly submitted and scored as summarized below: Background and Technical Expaicnce or Nicthodolog) Understanding or FinnSimilar AprimprMIC Including Public Nanv or Firm Liccnsin-(IS) Input(75) Wacnces(15) Coss(105) Total(300) Ircl 37 39 15 60 11 58.4 220A 1 Wolf A rch itecturc 43 45 11 (A 15 65 1 251 1 1unx-n Desin LLC 40 40 is 59 11 105 270 Isranicc 44 431 15 671 101 MA 2354 Lumen Design LLC will perform the services as outlined in their RFP and within the attached contract for$28,000. INTENT: Execute a contract with Lumen Design LLC to perform services as proposed in their submittal and the attached contract. CONSISTENCY CHECKLIST: Yes No N/A E1. Comprehensive Plan: X 2.2.7- Community P 3.7.1.5 —Plan to relocate and rebuild selected facilities to improve compatibility with land uses and increase cost-effectiveness of services 2. Strategic Plan: X 3. Other: FISCAL NOTE: There are sufficient funds within the general fund undesignated reserves account to execute this contract. Approved by Finance: ATTORNEY REVIEW: Yes X No ............ RECOMMENDATION: Approve Resolution 2019- 072 authorizing the City Manager enter into a contract with Lumen Design LLC for architectural services ­­conceptual design. 112 111111111 ��������������� IIIIIIIIIIIIIIIIIIIIIIIIII IIIIIIIIIIIIIIII IIIIIIIIIIIIIIII lumendesign "" Petra Sattler-Smith Scott Meszaros Principal,AIA City Manager 306 G Street City of Seward Anchorage,AK 99501 410 Adams Street (907) 771 9940 (907) 224 4012 petra@lumenak.com smeszaros@cityofseward.net July 31,2019 Project Seward Animal Shelter Project- Concept Design Phase Standard Short Form of Agreement between Owner and Architect AGREEMENT made as of the thirty-first day of July in the year 2019 (In wards„ indicate day, month and year.) BETWEEN the Owner: (Name, legal status,address and other information) Scott Meszaros City Manager City of Seward 410 Adams Street Seward,AK 99664 (907) 224 4012 and the Architect: (Name, legal status,address and other information) Lumen Design LLC 306 6 Street Anchorage,AK 99501 (907) 771 9940 for the following Project: (Name, location and detailed description) Seward Animal Shelter Lot 6A-2 Fort Raymond Subdivision 605 Sea Lion Avenue Seward,AK 99664 Provide professional architectural services for concept design for the Seward Animal Shelter Project.The building will be approx.4,000 sf facility for dogs and cats. The Owner and Architect agree as follows. ARTICLE 1 ARCHITECT'S RESPONSIBILITIES The Architect shall provide architectural services for the Project as described in this Agreement.The Architect shall perform its services consistent with the professional skill and care ordinarily provided by architects practicing in the same or similar locality under the same or similar circumstances.The Architect shall perform its services as expeditiously as is consistent with such professional skill and care and the orderly progress of the Project.The Architect shall assist the Owner in determination consulting services required for the Project.The Architect's services include the following consulting services, if any: 1 113 I. Architectural: site analysis and programming,initial client meeting,concept design (site plan,floor plans and elevations, sections)concept design presentation meeting II. Civil:site analysis and concept design (site plan including building location,water and sewer alignment,parking and access drive arrangement,site drainage). III. Structural:concept design narrative IV. Mechanical:concept design narrative V. Electrical:concept design narrative VI. Cost estimate based on final concept design During the Design Phase,the Architect shall review the Owner's scope of work, budget and schedule and reach an understanding with the Owner of the Project requirements. Based on the approved Project requirements,the Architect shall develop a design,which shall be set forth in drawings and other documents appropriate for the Project. The anticipated concept design schedule is the following: Contract finalized August 12 2019 Phase 1 Site visit/analysis+ client meeting 7 days August 19 -25 2019 Phase 2 Preliminary concept design 35 days August 26-September 29 2019 Phase 3 Final concept design/estimate 14 days September 30—October 14 2019 The architect will retain the following consultants: Civil engineer Enterprise Engineering Inc Nick Homerding, PE 2525 Gambell Street Anchorage,AK 99503 Structural engineer Arete, Ilc Seth Andersen, PE 1017 N Street Anchorage,AK 99501 Mechanical engineer Jernstrom Engineering Ilc Greg Jernstrom, PE 721 W 1st Avenue # 100 Anchorage,AK 99501 Electrical Engineering EIC Engineering, Inc Eric Cowling, PE 6927 Old Seward Hwy# 200 Anchorage,AK 99518 Cost Estimating Criterion General, Inc. Kyle Scalis 2820 Commercial Drive Anchorage,AK 99501 ARTICLE 2 OWNER'S RESPONSIBILITIES The Owner shall provide full information about the objectives,schedule,constraints and existing conditions of the Project,and shall establish a budget that includes reasonable contingencies and meets the Project requirements.The Owner shall provide decisions and furnish required information as expeditiously as necessary for the orderly progress of the Project. The Architect shall be entitled to rely on the accuracy and completeness of the Owner's information. The Owner shall furnish consulting services not provided by the Architect, but required for the Project,such as surveying,which shall include property boundaries,topography, utilities,and wetlands information;geotechnical engineering;and environmental testing services.The Owner shall employ a Contractor,experienced in the type of Project to be constructed,to perform the construction Work and to provide price information. 2 114 ARTICLE 3 USE OF DOCUMENTS Drawings,specifications and other documents prepared by the Architect are the Architect's Instruments of Service,and are for the Owner's use solely with respect to constructing the Project.The Architect shall retain all common law,statutory and other reserved rights, including the copyright. Upon completion of the construction of the Project, provided that the Owner substantially performs its obligations under this Agreement,the Architect grants to the Owner a license to use the Architect's Instruments of Service as a reference for maintaining,altering and adding to the project.The Owner agrees to indemnify the Architect from all costs and expenses related to claims arising from the Owner's use of the Instruments of Service without retaining the Architect.When transmitting copyright-protected information for use on the Project,the transmitting party represents that it is either the copyright owner of the information,or has permission from the copyright owner to transmit the information for its use on the Project. ARTICLE 4 TERMINATION,SUSPENSION OR ABANDONMENT In the event of termination,suspension or abandonment of the Project by the Owner,the Architect shall be compensated for services performed.The Owner's failure to make payments in accordance with this Agreement shall be considered substantial nonperformance and sufficient cause for the Architect to suspend or terminate services. Either the Architect or the Owner may terminate this Agreement after giving no less than seven days'written notice if the Project is suspended for more than 90 days,or if the other party substantially fails to perform in accordance with the terms of this Agreement. Except as otherwise expressly provided herein,this Agreement shall terminate one year from the date of Completion. ARTICLE 5 MISCELLANEOUS PROVISIONS This Agreement shall be governed by the law of the place where the Project is located. Neither party to this Agreement shall assign the contract as a whole without written consent of the other. Nothing contained in this Agreement shall create a contractual relationship with,or a cause of action in favor of,a third party against either the Owner or the Architect. The Architect shall have no responsibility for the discovery, presence, handling, removal or disposal of,or exposure of persons to, hazardous materials or toxic substances in any form at the Project site. ARTICLE 6 PAYMENTS AND COMPENSATION TO THE ARCHITECT The Architect's Compensation shall be: 1-he lurnp-.sum cost for the services described above shall be$25,000.00 The Owner shall reimburse the Architect for expenses incurred in the interest of the Project, plus ten percent(10 0/0). Reimbursable expenses are in addition to compensation for services described above and include expenses incurred by the architect directly related to the project,as follows: 1. Large format printing and reproduction of documents 2. Expense of postage and handling of drawings and Specifications and other documents 3. Renderings, models, mock-ups and/or presentation materials requested by the owner 4.Additional site visits to Seward requested by the owner including but not limited to transportation, lodging and meals are considered reimbursable expenses S. Additional insurance coverage or limits if the owner requests such insurance in excess of that normally carried by the Architect 6. Expense of special consultants when authorized in advance in writing by the owner. 7.Topographic and Boundary Survey if required Payments are due and payable upon receipt of the Architect's monthly invoice. Payrnent schedule shall be the following: 1. Payment $13,000 2. Payment$13,600 3. Payment $1,400 Amounts unpaid thirty-five (35) days after the invoice date shall bear interest from the date payment is due at the rate of one percent(1 %) Monthly,or in the absence thereof,at the legal rate prevailing at the principal place of business of the Architect. At the request of the Owner,the Architect shall provide additional services not included in Article 1 for additional compensation.Such additional services may include, but not be limited to, providing or coordinating services of consultants not identified in Article 1; revisions due to changes in the Project scope,quality or budget, or due to Owner-requested changes in the approved design; evaluating changes in the Work and Contractors' requests for substitutions of materials or systems; providing services necessitated by the Contractor's failure to perform;and the extension of the Architect's Article 1 services beyond twelve(12) months of the date oftl1 is Agreement through no fault of the Architect. 3 115 ARTICLE 7 OTHER PROVISIONS (Insert descriptions of other services and modifications to the terms of this Agreement.) This document establishes the relationship, rights and responsibilities of the Owner and the Architect. If additional site visits are required or requested by the owner those will billed hourly in addition to the lump sum fee. Lumen design hourly billing rates for services of the architect are set forth below. Employee or Category Rate Principal $ 160/hour Architect$ 12S/ hour Clerical or travel $80/hour Lumen design Ilc reserves the copyright to the design and prior written permission is required for any usage including copy and reuse of the developed design. Lumen design Ilc reserves the right to use the project for marketing purpose and publications. This agreement entered into as of the day and year first written above. OWNER (Signature) Scott Meszaros, City manager,City of Seward (Printed name and title) ARCHITECT(Signature) Petra Sattler-Smith, Principal, Lumen Design LLC (Printed name, title,and license number,. if required) 4 116 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-073 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A REVISED CONTRACT WITH THE INTERNATIONAL BROTHERHOOD OF ELECTRICAL WORKERS (IBEW) EFFECTIVE JULY 1, 2019 AND ENDING JUNE 30, 2022 WHEREAS, the City of Seward and the International Brotherhood of Electrical Workers (IBEW) have negotiated and agreed upon a new contract governing the wages and working conditions for electrical lineman, operator/mechanics and the field engineer employed by the City through the Electric Department; and WHEREAS, the City and IBEW agree to the terms and conditions as outlined in the attached contract which expires June 30, 2022; and WHEREAS, the City and IBEW were not able to reach this tentative agreement until July 22, 2019 and the current contract expired on June 30, 2019; the City and IBEW have continued under the terms of the old agreement, pending Council approval of this tentative agreement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Manager is hereby authorized to enter into an agreement, in substantially the form presented at this meeting, with the International Brotherhood of Electrical Workers (IBEW) retroactively effective July 1, 2019 and continuing until June 30, 2022. Section 2. This resolution shall take effect immediately upon adoption with all economic terms to be implemented retroactively to July 1, 2019, as appropriate. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12t" day of August, 2019. THE CITY OF SEWARD, ALASKA David Squires, Mayor 117 CITY OF SEWARD,ALASKA RESOLUTION 2019-073 AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 118 Agenda Statement Meeting Date: August 12, 2019 To: Seward City Council From: Scott Meszaros, City Manager a Agenda Item: Approval of the 2019-2022 International Brotherhood of Electrical Workers contract BACKGROUND AND JUSTIFICATION: The attached contract is the result of several days of negotiations between the representatives of the City of Seward (City) and the International Brotherhood of Electrical Workers (IBEW). The new contract has an effective date of July 1,2019 and will continue through June 30,2022. Because this tentative agreement was reached beyond the contract expiry, the City and IBEW have been operating under the terms of the expired contract. The parties have agreed that the contract provisions, if approved, will be effective retroactively to July 1, 2019. A summary of the agreed upon changes to the contract are as follows: Term of Agreement— Change dates from 2016-2019 to 2019-2022 Dispatching New Employees— Changes to incorporate the "Janus Decision" Posting and Rules — Providing for employee and union input in job classification and job description changes Notices— Including email in noticing requirements Schedules — Updating CBA language to better reflect current practice Overtime — Updating overtime provisions to reflect a more flexible schedule (4-10's) Termination Pay — Updating the CBA to reflect Title 3 Safety Devices— Providing AED's for employees conducting electrical work Class "A" Commercial Driver's License Reguired — Excluding the Field Engineer from this requirement Arbitration— Losing party is responsible for arbitrator cost Tools and Clothing Allowance— Provides for an allowance for Fire Retardant clothing Connects/Disconnects, Locates and Routine Switching — Allows for the Field Engineer to do low voltage meter work Trust Fund Contributions—Increases the trust fund contribution by$1.75 per compensable hour in 2019, by $0.25 in 2020 and by $0.25 in 2021. Trust Fund Contributions—Increases the Health Insurance and Money Purchasing Contribution by $234 per month per employee Wage Rate — Increases the base wage rate by $1.86 per hour for 2019 and an increase equal to CPI with a floor of 1% and a ceiling of 4% in 2020 and 2021 Field Engineer—Includes the Field Engineer in the CBA and provides for the inclusion of existing working conditions as it pertains to that employee ,fob Classifications — Includes Field Engineer and modifies Operator/Mechanic job title. Incorporates new base wage rate. INTENT: Update and extend IBEW contact to June 30, 2022. 119 CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan: X 2. Strategic Plan: X 3. Other: X FISCAL NOTE: The impact of the negotiated IBEW salary and benefit increases reflects a three-year package cost of between (approximately) $208,000 and $281,000. The total impact will depend on the consumer price index, as wages will increase between 1% and 4% annually depending on the CPI. Thus, a range of cost impacts is provided. In 2019 the total impact is estimated at $39,553; in 2020 the total impact is between $69,000 and $91,000 (the cost increases include and build on the increase from 2019 since,for example,wages increase $1.86 per hour in 2019 and then another 1% to 4% in 2020); in 2021 the total impact is between $99,000 and $150,000 (the cost increases in 2021 include and build on the increases from 2019 and 2020). Approved by Finance: 2� � ATTORNEY REVIEW: Yes X No RECOMMENDATION: Approve Resolution 2019- 073 authorizing the City Manager enter into a contract with the International Brotherhood of Electrical Workers with a term expiring June 30, 2022. 120 2019 Cos/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Section 1.1 Term of Agreement. This Agreement will remain in full force and effect from July 1, 20196, until June 30, 2019-2022 and thereafter year to year; provided, however, that either party may give the other party written notice of its desire to terminate the Agreement or to effect changes therein. Such written notice will specify the reasons for the termination or a description of the changes desired, as the case may be, and will be served upon the other party not less than sixty (60) days prior to the end of the initial period of this Agreement or any annual extension thereof. The parties will meet to negotiate on such termination, modifications or amendments within thirty (30) days from the receipt of such notice, except that such meeting may be delayed by mutual consent. The parties agree that, while negotiating a new agreement, all provisions of this Agreement will remain in full force and effect until a new agreement is ratified or impasse is reached. Nothing herein will preclude the termination, modification or amendment of this Agreement at any time by written mutual consent of the parties. Union City of Seward Date 121 City Proposal Date/Time Section 2.2 Dispatching New Employees The City shall notify the Union when new employees are needed, and the Union shall make every effort to supply satisfactory applicants. Should the Union fail to do this within forty-eight (48) hours, excluding holidays and weekends, the City may hire any qualified person it so desires. r m A. All em to ees covered under the terms of this A reernent who are not already Union members may.snake- anplication to join the Union as a full member or become an a enc fie a er. B. A business representative or shop steward will be allowed to meet with all newly hired bargaining unit employees, without char e to the pgyor leave time of the employees,ees for a minimum of 60 minutes within 7 calendar days from the date of hire in a new em to ee orientation. C. Thiel Emiplover acirees that it will not activelv encourage employees to resign, or relin wish membership in the Union or revoke authorization of the deduction of fees to the Union. Q. The Employer shall not actively diiscoura e an em to ee from "oinin the Union or becoming an ac -iency fee payer. E. The Employer a rees that it will not disclose home addresses ,personal elhene numberspersonal cell phone number s or ersonal e-mail address es of aniv errs to ees for the ur ose of undermining the unione t . 0 F. Nothing in this agreement prohibits, the Union from char in a nonmember for the cost of a grievance and/or arbitration filed at the request of the nonmember. Union City of Seward Date 122 2019 COS/IBEW Negotiations IBEW Proposal/Counter Proposal Datefrime Section 3.3 Posting and Rules. (a) Posting of Notices. A bulletin board shall be provided in a location mutually agreeable to the parties for the posting of Union notices and communications and, in the discretion of the Union, copies of the City's working rules. (b) City-Prescribed Working Rules. The City may prescribe working rules in addition to the working rules set out in this Agreement pertaining to safety, discipline and conduct not inconsistent with the terms of this Agreement. (c) Changes to Safe! Working Rules. Any material changes or additions pertaining to generally applicable or specified safety working rules in relation to classifications in Article X111 will be mutually agreed upon by both parties. td) Job Classifications and Qesgr[Dtions. T e ob iq��he Employer will prgpqL_j_ classifications and descriptions, P[ovided that the iob titles used and the minimum qualifications prescribed will conform to those aeneralIv recoanized and used in the electric utilitv ind:ustiy., The Union may subm,it a proposal to create a new, or revilse an existinal, classification to the Human Resources De artment and the Utility Manager. Neither party shall re guest modification to current classification without adeguate T-heju.st-ification. The Emvlew-Ernnlover and the Shop Steward will meet and confer within thirt calendar days.,_ If the arties cannot come to mutual consent the union Business Representative will meet and confer with the City MagligggeLrAwinthing Jbirty (30), days. If the Business Representative and the Citv Manager cannot come to an agreement the_Cij wil l make the final decision. tatjonmm----Gf-a nw�se new e--P-ariles-w44,qeet4,o -tho--uAio ar-oGed4-AN�-mvided4n--ArfiGle-X.—�-One co ov will be sent to the IBEW. Union City of Seward Date 123 2019 COS/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Section 3.7 Notices. All notices required by either party shall be in writing either to the Business Manager of the Union, delivered to his office, or to the City Manager, delivered to his office, and shall be deemed given when delivered, or if mailed by certified mail, return receipt requested, the date of delivery, or if by fax transmission, provided that receipt of said fax transmission is confirmed by the receiving party or it by Email acknowledged ed received with reply. Union city of Seward Date 124 2019 COS/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Section 5.1 Schedules. (a) Regular Work Day. The regular work day is eight (8) hours. The regular work day shall be from 7:00 a.m. to 4:00 p.m. or, 8:00 a.m. to 5:00 p.m. if a one-hour lunch period is taken. Alto r watiyel ":00 a.m, to 3:3 .m. or �8:00 a.m. to 4:30 p.m. if a one-half hour lunch period is taken. An schedule change will be m, tuo a reed to by the rties. Union City of Seward / Date 125 2019 COS/IBEW Negotiations IBEw Proposal/Counter Proposal Date/Time Section 5.2 Overtime. (a) Calculation. Regular schedules are defined in 5.1 all time worked outside of are em to ee"s reaulariv scheduled shift shall constitute overtime All--w ve- --dam l--be--ceasidered ^���e—and paid for at double the regular hourly rate with the time calculated to the nearest quarter (1/4) of an hour. Union City of Seward Date �,2 �—f 126 City Proposal Date/Time Section 5.5 Terrnination Pay. When an employee is laid off or quits work, the employee shall receive all N accrued earnings not later than my f—�2 three working da s from the time of termination of employment, except when the day following the termination is a Saturday, Sunday or legal holiday, in which case the employee shall receive accrued earnings on the following work day. Union City of Seward Date 127 City Proposal Date/Time Section 7.2 Safely devices. The City shall furnish such safety devices (other than clothing) and first aid kits as may be needed and requested for the safety and proper emergency medical treatment of the employees. All rubber gloves, coats, hats, boots and all other necessary rubber equipment for the protection of men working on live equipment shall be used by the employees at all appropriate times. OSIHA4ec-pired4a.4-ar. e _, e - esses..... i t-be eyed- °tf ' f t ein _w One AED will be r rovided er crew dolina electrical work.. Union City of Seward ©ace 128 2019 COS/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Section 8.6 Class "A" Commercial Drivers License Reguired. The possession of a valid Class "A" Commercial Drivers License shall be a condition of employment, and the loss of such license shall be grounds for termination. If, in the opinion of the Utility Manager, reasonable accommodation can be made, an employee who loses his Class "A" Commercial Drivers License shall retain his employment status with the City. This section does not a y to the Field Engineer classification,. --1 Z Union City of Seward Date 221&Y 129 2019 COS/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Section 9.4 Arbitration. (a) Selection. If a request for arbitration is tendered, the Union and the Utility Manager shall, within five (5) calendar days, meet to agree on a mutually acceptable Alaska arbitrator. If no agreement can be reached, the grieving party shall within thirty (30) calendar days thereafter request a list of ten (10) arbitrators from Alaska from the American Arbitration Association. The arbitrator shall be selected within five (5) calendar days after receipt of the American Arbitration Association list by the striking method from that list. The parties shall utilize a coin toss to determine the order of striking and then alternate in striking names from the list of arbitrators until one arbitrator remains who shall be the arbitrator for the dispute. The grieving party shall notify that arbitrator of appointment within five (5) calendar days of selection. The parties shall endeavor to hold the arbitration within ninety (90) days following the notice of appointment to the arbitrator unless otherwise agreed by the parties and the arbitrator. Tb by the �i . The part losinq the decision shall bear the total ex ense of the arbitrator; however, each r)artv will r)av the wa es salaries fees anq ex enses of its designated witnesses. Union City of Seward �M- Date 130 2019 COS/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Section 10.3 Tools and Clothing Allowance. Wiremen shall furnish their awn pocket tools. NECA employees will provide their own tools. The City shall annually furnish each regular employee who is a journeymen lineman with all other hand tools including two (2) pairs of leather gloves; provided that commencing January 1, 2008, regular employees who are journeymen linemen will be provided hand tools on a replacement basis, which will be only if broken or lost in a manner not caused by the negligence of that employee. The City will continue to provide all employees with 2 pairs of gloves annually. e a Inl ref , 4an aef O ewe i d eqUfreents of e e Ir" a , paLes ae diation by the Mediation , aGGOrdan reaGh an ar FeerAefA New em.- s will be, orvvid--d with an " " f--Fire Retardant FFl clothing will be provided with an initial allowance of $2,000 and an annual allowance of $2509-&0850 to be used with the twit 's agproved vendor. These limits mgt be exceeded upon specific,,approval of the Utility Manager. At no time will the Em to er refuse to replace clothing: damaged at work that is no longer serviceable. In addition, the City will provide each employee a set of Fire Retardant rain ear ants and "acket every three years. Janua 1s' of eve year thereafter, an FIR upkeep allowance of h„aff thecrt�ti 880 will be given. NECA temporal employees will feo4eyebe provided up to 800 for Fire Union City of Seward Date w� / 131 2019 COS/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Retardant clothing on a proratedbasis. 4a Union City of Seward Date / 132 2019 CCIS/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Section 10.8 Connects/Disconnects, Locates and routine swItchi*ng One journeyman lineman shall perform the work and may work as a one- man crew when executing connects and disconnects (meter installation, removal and booting) locates, inspections, routine switching of circuits (sec. 10.7), line patrol and emergency repair to the extent necessary to safeguard the general public. One qualified bargaining unit Employee may perform meter installation and removal of 120/240 sin ale ohale meters durina normal working hours. Union ;;A -- City of Seward Date 7 T 133 Section 12.1 Trust Fund Contributions. (a) Pension Fund. (1) The City agrees to participate in, and contribute to, the Alaska Electrical Pension Fund (AEPF), and Alaska Electrical Workers Money Purchase Pension Plan (AEWMPP) trust funds which were established pursuant to: 1) an agreement between the Union and the Alaska Chapter of the National Electrical Contractors Association, Inc.; and 2) that certain declaration of trust entered into by the aforesaid parties for the purpose of providing pension benefits for those persons covered by said agreement. (2) Effective July 1 , 20169 and subject to the maximum amount set forth below, the City will pay into the AEPF the sum of &XEEjigJht Dollars and Sever4ty-OneFourty-Six Cents ($644-_8.46) for each compensable hour earned in a month by an employee in a job classification listed in Article X111 herein. Effective July 1, 204-720, said rate shall increase to&x-EightDollars and E-igWy-Rve-Seventy-OneCents ($6,.-858.71). Effective July 1, 204-821, said rate shall increase to &x-Ejght Dollars and Y inety N -Si .99 xCents ($6- 8.96). L _ - The City will pay into the AEWMPP the sum of Two Hundred Twenty-five Dollars ($225.00) per month for those employees in job classifications listed in Article XIII herein. (3) The foregoing payments to the Fund, made by the City, will entitle said covered employees of the City to pension payments under such terms and conditions that may be lawfully provided for by the administration and management of said funds. The City's liability shall be limited to making the foregoing payments. (4) All payments due under this Section 12.1 are payable to said fund on or before the 15th day of the month following the month in which said compensable hours were earned by the City's said employees. If an employee is terminated by the City or leaves employment of the City on any day during the month, or if the employee shall be employed on any day other than as indicated by a full calendar month, the employee shall be entitled to the pro-rata portion of the working days actually earned, all payments due hereunder. Union City of Seward Date 134 (5) Tompensable hour" as used in this Section 12.1 shall mean only straight-time or overtime hours actually worked, standby time measured in hours, and annual leave taken; for clarification, compensable hour does not include other categories of time including but not limited to, leave without pay time, workers' compensation time or meal allowance time.. Union City of Seward Date 135 2019 COS/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Section 12.1 Trust Fund Contributions. (b) Health Insurance and Money Purchase 'lard. The City agrees to participate in and contribute to the Alaska Electrical Health and Welfare Trust Fund and, depending upon the Health and Welfare Flex Plan (Seward Plans 500-505) selected by an employee, to the Alaska Electrical Worker's Money Purchase Pension Plan of the Alaska Electrical Workers Pension Fund for the purpose of providing selected benefits to the employees covered by this agreement. The City will contribute $ per month, per employee to the Trust Funds. Any contribution required of employees to pay for health benefit premiums not covered by the amounts paid by the City under this subsection 12.1(b) may be withheld from employee paychecks and forwarded to the Trust Fund, provided that clear and uncontested notice of such amounts is provided to the City by the Trust. The City will cover up to a 5% increase in the premium, each year. Any increase above 5% will be paid by the employee. Union City of Seward Date 136 Section 12.2 Wage Rate. The base wage rate for purposes of calculating the wages of employees covered by this Agreement shall be $ 7.99 per hour for the term of this Agreement. Individuals covered under the terms of this agreement shall not be entitled to receive any across-the-board pay increases granted by the City Council to all other regular City employees. Effective July 1, 2 - b, all journeyman linemen shall receive an increase of the current base rate of pay or the current base rate equal to 100% of the U.S. Department of Labor Consumer Price Index for all-urban consumers for Anchorage measured from January 1, 20169 through December 31 , 20169, with a minimum of by 1% and a maximum of _%. Effective July 1, 204821 , all journeyman linemen shall receive an increase of the current base rate of pay or the current base rate equal to 100% of the U.S. Department of Labor Consumer Price Index for all-urban consumers for Anchorage measured from January 1, 20 20 through December 31 , 20 20, with a minimum of by 1% and a maximum of _%. Union ,r City of Seward Date 137 2019 COS/IBEW Negotiations IBEW Proposal/Counter Proposal Date/Time Section 12.6 Eigid Engineer, 1 . - `he Field Engineer classification shall not be re Fired to possess a commercial driver's License re uired under Article 8.6. 2. All overtirne aid to erri to ees in the field en ineer classification shall be at a rate of one and one-half the strai ht time rate of oay. 3. NeAly hired Members in the Field Engineer classification will receive these SEW benefits under Article 12 Wa es and Benefits. 4. Current Members in the Field En ineer classification will continue to receive PERS benefits and are not entitled to�o er contribltions to the Alaska Electrical Pension Fund AEPF Alaska Electrical Workers Monev Purchase Pension Plan AEWM PP , or IBEW Hardshin and Benevolent Fund�Il-l13F Union City of Seward Date / 138 ARTICLE 13 JOB CLASSIFICATIONS This Article shall cover all classifications of employees covered by this Agreement. The wage rate for the classifications of employees covered by this Agreement shall be as follows: Percent of Journeyman Lineman or Wireman Base wage rate 7/01/169 $ 464-347.99 per hour The effective wage rate (the regular or straight time hourly rate) for classifications shall be a percentage of the base wage rate as follows: Journeyman Lineman or Wireman 100% of base wage rate Line Foreman 112% of base wage rate Leadman 105% of base wage rate Field Engineer 75% of base wage rate Power Plant Operator/-and-Mechanic (a) hired before July 1 , 2010 100% of base wage rate (b) hired after July 1 , 2010 90% of base wage rate for first six months, 95% of base wage rate from end of sixth month through end of ninth month, and 100% thereafter. Apprentices (See Section 6.1 of this Agreement) If employees are needed for work not listed in the classifications under this Article but for work included in the bargaining unit, they shall be paid at a negotiated rate that relates in importance to one of the classifications herein provided. Union City of Seward Date 3=62c" .m ._�� 2 l 139 Sponsored by: Meszaros CITY OF SEWARD, ALASKA RESOLUTION 2019-074 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO APPROVE PURCHASE ORDERS WITH ANIXTER DISTRIBUTION FOR$76,156,AND WESCO DISTRIBUTION FOR$51,954,FOR A TOTAL COST OF$128,110, PLUS A 10% CONTINGENCY,TOTALING$140,921 FOR THE PURCHASE OF TRANSFORMERS, AND APPROPRIATING FUNDS WHEREAS, the Electric Department is restocking transformers for new jobs that are projected in the 2019 and 2020 construction seasons, and for emergencies; and WHEREAS, the Electric Department solicited three quotes; and WHEREAS, the majority of the expense for these transformers will be recovered through new service installations; and WHEREAS, lead times to purchase transformers can take up to 50 weeks and this order is quoted for 12 to 24 weeks; and WHEREAS,some of these transformers are needed for this construction season in order to complete jobs on time. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Manager is authorized to approve a purchase order for ANIXTER Distribution to purchase transformers in an amount not to exceed$76,156, plus a 10%contingency, totaling $83,771.60. Section 2. The City Manager is authorized to approve a purchase order for WESCO Distribution to purchase transformers in an amount not to exceed$51,954, plus a 10%contingency, totaling $57,149.40. Section 3. Funding for both purchase orders is hereby appropriated from the Electric Department reserves account no. 15000-0000-3400 to the Electric Department capital equipment account no. 15000-3005-8103. Section 4. This resolution shall take effect immediately upon its adoption. 140 CITY OF SEWARD,ALASKA RESOLUTION 2019-074 PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 12th day of August, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 141 Agenda Statement Meeting Date: August 12,2019 To: Seward City Council From: John Foutz, Utility Manager Through: Scott Meszaros, City Manager Agenda Item: Authorizing the approval of two purchase orders for transformer purchases BACKGROUND & JUSTIFICATION: Lead times on the purchase of transformers could take anywhere up to 50 weeks depending on the manufacturer; this is due to the manufacturing, availability and shipping. Due to the fluctuation in lead times,the utility needs to restock enough transformers for future construction and emergency purposes as well as regular construction for the 2019 and 2020 seasons. A number of these transformers are needed in order to complete the 2019 work orders before the construction season has ended. The electric department properly solicited three price quotes for this order. For each transformer, staff selected the lowest priced item,when possible,from the three vendors and compiled their order accordingly.In four instances,the lowest priced transformer was not selected due to safety,quality, size and standardization concerns as outlined below: 1. Thin transformer walls are typically bent or damaged during the installation process 2. Thin transformer walls typically don't stand up well to coastal air 3. The width and height of the transformers do not conform to the vaults already in stock 4. The electric department's goal is to have uniform and standardized infrastructure 5. The thin transformers have interior components that are known to fail quickly The resulting selections equaled a total purchase price of$76,156 from Anixter Distribution and $51,954 from Wesco Distribution.A ten-percent contingency is recommended for any unforeseeable costs associated with these purchases. INTENT: To Authorize the City Manager to approve two purchase orders for an assortment of transformers. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan: (1.3,3.7.3.1,3.7.3.2)Continue to upgrade and 1 expand utilities to meet existing needs and encourage future X development. Expand customer base within the Seward Electric Utility area as a means to reduce enerr-v costs and improve services. 2 Strategic Plan: The mission of the City of Seward government it is to X provide quality leadership and economic wellbeing of its citizens. 142 3. Other gist): X FISCAL NOTE: There are sufficient finds within the electric department reserves account for this transformer purchase. A majority of the expense associated with this purchase will be recovered through future service installations. Approved by Finance Department: ATTORNEY REVIEW: Yes No RECOMMENDATION: Seward City council approve Resolution 2019-074 authorizing the City 'Manager to approve two purchase orders for electric transformers. 143 144 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page CALL TO ORDER The July 22, 2019 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor David Squires. OPENING CEREMONY Lieutenant Alan Nickell led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires presiding and Sue McClure Suzanne Towsley Jeremy Horn Shaiyl Seese John Osenga Kelley Lane comprising a quorum of the Council; and Scott Meszaros, City Manager Brenda Ballou, City Clerk Excused—None Absent—None CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Lori Landstrom did not support the use of Carlisle or Fourth of July beaches for the proposed military exercises. Landstrom supported military readiness,but was concerned about the potential social or environmental impacts; she wondered if the public would maintain access to the beach. She was also concerned with the potential removal of beach grass as that was a buffer to beach erosion and home to many critters.Landstrom wondered if there were any other locations that could be used, such as the old sawmill. Bruce Jaffa wanted to speak about the airport regarding the impasse with the Alaska Department of Transportation(DOT);he encouraged council to authorize the city manager to move this issue forward. Regarding the openings on the Port & Commerce Advisory Board (PACAB), Jaffa thought any three of the candidates would be great. Cathy LeCompte was the director of AVTEC, and was excited to announce that AVTEC would be celebrating its 501h Anniversary from September 27-29,2019.There would be a dedication of a residence hall in honor of Willard E. Dunham, a fundraising dinner to support financial assistance to students, and a brunch cooked by students. 145 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page Carol Griswold opposed the use of the Fourth of July and Carlisle beaches for the military exercise; she supported the use of an alternative beach north of SMIC where the old sawmill used to be located. Griswold was concerned about combining workplace bullying with sexual harassment in the city's policy; she thought more work needed to be done before the policies were finalized. Regarding the development filing fees in tonight's packet, Griswold wondered if fees could be reduced or eliminated if the applicant was intending to comply with the Land Use Plan. Lastly, Griswold wondered if anyone was pursuing an ADA plan for the city. Ken Fay said he applied for a seat on PACAB because he was interested in volunteering and serving the community. Christy Terry was here to ask council to reappoint her to PACAB because she wished to keep the current work moving forward. Mark Nelson was the owner of the old sawmill property;he was willing to allow the military to use his beachfront area for their exercise. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (McClure/Seese) Approval of Agenda and Consent Agenda McClure moved Resolution 2019-068 onto the consent agenda. McClure reordered the agenda to take up the vote and appointment to the Port & Commerce Advisory Board as the first item of New Business. Towsley removed Ordinance 2019-012 from the agenda. Lane removed the discussion of relative costs and benefits of a forensic audit from the agenda. Lane postponed scheduling a joint work session with the Port&Commerce Advisory Board and the Chamber of Commerce to August 12, 2019. Lane postponed the discussion on high performance organization core principles to August 26,2019. Motion Passed Unanimous The clerk read the following approved consent agenda items: Resolution 2019-068, Authorizing The City Manager To Sign An Extension Of A Special Services Contract Between The City Of Seward And The Department Of Public Safety Providing Dispatch And Clerical Services To Public Safety Employees In The Seward Area For $36,000. 146 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page Approval of the June 24, 2019 City Council Regular Meeting Minutes. Approval of the July 8, 2019 City Council Regular Meeting Minutes. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards —None Chamber of Commerce Report. Cindy Clock stated there were three new chambers members;the total was 415 members. Ticket sales for the June Halibut Tournament remained steady with last year's figures. The chamber was launching new member software and a new website. Despite the smoke from the Swan Lake fire,the Mount Marathon Race was successful, although it was unfortunate that the junior race was cancelled; it was the right call for the health and safety of the young participants. The 2020 Girdwood Forest Fair would fall on same weekend as Seward's Fourth of July Festival, so vendors would have to choose which venue to attend. This year's Silver Salmon Derby would be dedicated to Monte and Florita Richardson. Clock mentioned she had provided council with the most current contract between the chamber and the city at last Friday's work session. The chamber had enjoyed collaborating with PACAB on several occasions. In response to McClure, Clock said there were some spaces available for volunteers to help with the Silver Salmon Derby. The chamber volunteer recognition cruise to Fox Island would be August 30, 2019. City Manager Report.Scott Meszaros reported the following purchase orders over$5,000 had been approved by the City Manager since the last council meeting: $46,395 to Electric Power Systems, Inc. for an Arc Flash Study as approved via Resolution 2019-054; $6,965.56 to Wesco Distribution for inventory stock for Electric; and, $9,501.70 to Anixter, Inc. for inventory stock for Electric. Towsley asked if a structure or business paid more if it had a demand meter versus a regular meter. In response, Electric Utility Manager John Foutz said a demand meter did not mean a customer was automatically charged in the large general service category;the minimum requirement for a large general service category was 25 kW of demand. Towsley asked what criteria a structure or business required to have a demand meter versus a regular meter. Foutz said, again, a large general service category required a minimum of 25 kW of demand, or approximately 7,500 kWh; if an account exceeded this minimum usage, the city would install a demand meter. Towsley asked how many newly-ordered demand meters the city had on hand now awaiting installation,when did they arrive, and what, if anything,was delaying their installation. Foutz did not have the answer tonight, but would get that information. In response to Towsley, Foutz said the delay of the installation of some meters was a result of the city not being able to access the meter, or the meter base needed to be replaced. In response to Squires, Foutz said he would provide answers in writing to council through the city clerk. In response to Lane, Meszaros said the utility write offs resulted from customers not being able to be contacted, going out of business, or passing away. Meszaros added that although a 147 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page customer might be on the write off list, the debts to the city did not disappear; the city would continue attempting to collect the debts as opportunities presented themselves. Towsley asked what the difference was between an account being recategorized by the city, and subsequently being provided a refund from the city for the difference owed, and a write off In response, Meszaros said there had been several accounts in his tenure with the city where an error had been discovered and the account had been issued a refund. Towsley requested that council receive a report of any accounts that had been miscategorized and had received a refund greater than $5,000. In response to Towsley regarding the city's interconnect policy that was recommended by PACAB, Foutz said he was currently corresponding with the engineering firm to ensure that they understood the city's wishes for what should be included in the policy. In response to Towsley,Nickell said the police department had almost completed the testing for two new officers to whom the city had made conditional offers of employment. In response to Squires,Nickell said the two new officers would have to go through the police academy,which was a four month program. Other Reports, Announcements and Presentations Department of Defense(Navy/Marines)coming to Seward in mid-Sept to exercise their ship-to-shore fuel transfer capabilities. Council recessed at 8:40 p.m. Council resumed at 8:50 p.m. PUBLIC HEARINGS—None UNFINISHED BUSINESS Items Postponed from Previous Agenda Diseuss relative eosts &benefits of a forensie audit in light of eonstituent eoneerns.Postpoiie_ This item was removed from the agenda. Discuss high performance organization core principles.Postponed fr•orn June 24, 2019. This item was postponed to August 26, 2019. Discuss a proposed fraud and whistleblower ordinance. Postponed fNorn July 8, 2019. Lane wondered if council would support a whistle blower ordinance, and council expressed 148 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page an interest in having an ordinance developed. Council unanimously approved having the city manager, city attorney, and city clerk provide support for the development of that ordinance. Review of Council Rules & Procedures: Rule 17 to discuss how council's employees (City Manager,City Attorney&City Clerk)are to take direction from council.Postponed ftorn July 8, 2019. NEW BUSINESS Vote and appoint two applicants to the Port & Commerce Advisory Board (PACAB) with terms to expire July, 2022: Christy Terry, Ken Fay, or Colby Lawrence. City Clerk Brenda Ballou passed out Ballot #1 containing the names of the three applicants, and instructed council to vote for no more than two names. The results of the first vote were: Terry 7 votes Fay 1 vote Lawrence 6 votes By unanimous consent, council re-appointed Christy Terry and Colby Lawrence to the Port & Commerce Advisory Board with terms to expire July, 2022. Ordinances for Introduction OMinanee 1019 01:2 Amending Seward City Code • > Employees, To Add Prohibitions Against Other Forms Of Hairassment And Bullying Conduet, And To Apply Seward City Code 3.75.010 To All City Offieeirs, And Eleeted And Appointed City 8ffieials. This item was removed from the agenda. Resolutions Resolution 2019-066,Authorizing The City Manager To Enter Into A Three-Year Facility Use Agreement Between The City Of Seward And The Alaska Vocational Technical Center For The Use Of The Student Services Center Building For Public Recreation. Motion (McClure/Towsley) Approve Resolution 2019-066 Meszaros thanked Cathy LeCompte for working so cooperatively with the city. The agreement had been simplified at $5,000 per month. 149 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page Towsley declared a potential conflict of interest because she worked for, and resided at, AVTEC.Mayor Squires declared that no conflict existed.There was no objection from council. Council suspended the rules to speak with Cathy LeCompte. AVTEC Director Cathy LeCompte said, in response to Seese, that AVTEC was responsible for deep cleaning. The city cleaned during their gym hours,and AVTEC had a cleaning crew overnight. In response to Lane,LeCompte said she had been trying to find an answer as to how much the sauna cost to run. Council went back on the rules. Motion Passed Unanimous Resolution 2019-067, Authorizing Additional Matching Funds In The Amount Of$150,000 Towards The City's Share Of Funding For The Lowell Creek Flood Diversion Feasibility Study,And Appropriating Funds. Motion (McClure/Osenga) Approve Resolution 2019-067 Meszaros said this situation was unusual because this resolution extended the timeframe for the work the U.S. Army Corps of Engineers (Corps) was doing on the Lowell Canyon Tunnel Diversion Feasibility Study; the work should have already been completed,but the Corps had been delayed on many projects, including this one. In response to Lane, Assistant City Manager Brennan Hickok said this project would result in the Corps providing the city with alternatives to diverting the water from the Lowell Canyon Tunnel. In response to Squires, Hickok said the city's remaining financial responsibility was approximately$266,000. In response to Towsley,Meszaros agreed to put a report about this project in the City Manager Report going forward. Motion Passed Unanimous Resolution 2019-069, Amending Administrative Filing Fees For Land Management, Signs, Zoning And Platting Requests. Motion (McClure/Lane) Approve Resolution 2019-069 Meszaros said this resolution would update the fee schedule which was last updated in 1997. The Planning&Zoning Commission had reviewed and approved these fees, and were bringing this forward for council's consideration. Lane supported waiving the fees for rezoning when the applicant intended to comply with the city's Land Use Plan. In response, Meszaros said these fees were recouping the city's costs for personnel and other costs, but did not pay for all the expenses related to producing the work. 150 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page Meszaros added that any request to change zoning that was initiated by the property owner caused the city to incur costs, and some of those expenses would be recaptured with this new fee schedule. In response to Squires, Meszaros apologized that there was not a redlined version of the fee schedule included in the packet. Motion to Postpone (Towsley/McClure) Postpone Resolution 2019-069 to the August 12, 2019 meeting in order to include a redlined version of the changes being proposed. Motion to Postpone Passed Unanimous Other New Business Schedule a joint work session with the Port&Commerce Advisory Board and the Chamber of Commerce on August 26, 2019 at 5:30 p.m. to review Chamber funding and priorities, clarifying the city's vision for the future,and deciding what the role the Chamber would play in that.Per council direction to city clerk on March 11, 2019. This item was postponed to the August 12, 2019 meeting. Investing in responsible financial practices and accountability: forensic audit update and discussion. Lane had heard a lot of questions about forensic/fraud audit. She said the public was growing weary of hearing about the topic. In response to Lane, Squires said in June,2019 council decided to wait until after the city's financial audit was returned and council received the results. Hickok said the Finance Department had been working on the city's Comprehensive Annual Financial Report (CAFR) and was awaiting results from the State of Alaska. In response to Towsley,Hickok did not have a timeline for when to expect the results. Discuss how to proceed with the Special Assessment/Improvement District — Gateway Subdivision,Addition No. 1. Meszaros said this item was running parallel to the city's housing incentive program. He reported that Phil Zimmerman submitted a petition for a special assessment/improvement district for the Gateway subdivision for ten of the 33 lots Zimmerman owned; administration recommended proceeding with the entirety of the Gateway subdivision which was 46 lots.Meszaros said if council supported moving forward, he would proceed to the next step of having a public hearing. In response to McClure, Meszaros said Zimmerman's petition was the only one the city had received for this subdivision.In response to Lane,Meszaros said the consideration of Zimmerman's petition was not tied directly to the previous housing incentive discussions that council had. In 151 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page response to Towsley, Meszaros said this memo was to notify council that the petition had been received; he was seeking council approval to continue working on this item. By unanimous consent, council authorized the city manager to move forward with Phil Zimmerman's petition. INFORMATIONAL ITEMS AND REPORTS On-going City Project and Goal List Towsley wished to have the city's ADA plan addressed, and to have more detailed information about the meter exchange program. May, 2019 Providence & City of Seward Financials Lane wondered what was happening with Providence's debt since their census appeared to be down. Report on Account Write-Offs Towsley reiterated that she wished to see a report for any account that had been recategorized or that mistakes had been discovered in their account for which the city had furnished a refund of $5,000 or more. Council concurred. COUNCIL COMMENTS McClure said the Obihiro display case at the library was well done and she appreciated Valarte Kingsland and the R13HS Collections Committee for getting it done. She said town was full with visitors who were unfamiliar with stop signs,so please be cautious driving.McClure reminded everyone that it was required to pull over when you saw blue flashing lights, regardless of whether you hear a siren. Towsley thanked everyone for coming and speaking tonight. She appreciated the Obihiro display being completed. Towsley thanked all the firefighters working throughout the state. Horn enjoyed the Seward High School Booster Club golf tournament last weekend. Seese thanked everyone for the Obihiro display case and the new sound system in council chambers. She encouraged everyone to please stop at crosswalks for pedestrians. Osenga was glad for the Obihiro display case.He thanked the Department of Defense for the presentation tonight, and wished AVTEC a Happy 50`h Anniversary. 152 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page Lane wanted to focus on financial accountability and transparency. She thanked the chamber for the Fourth of July race and festival. She was proud to have raced in the Mount Marathon Race. She was looking forward to hosting some of the visiting students from Obihiro. Squires asked council to consider directing the city manager to install a painted crosswalk at Fourth Avenue and Van Buren; council concurred and directed the city manager to look into it. Squires thanked George O'Dell for the audio improvements in council chambers. Squires announced that candidate packets were available for pick up in the city clerk's office. CITIZEN COMMENTS Jen Leahy complimented council on the audio improvements. Leahy thanked all the sponsors and volunteers for supporting the events and activities of the chamber all year long. She congratulated Christy Terry and Colby Lawrence for being re-appointed to PACAB. Regarding the state budget,Leahy said every single person would be affected by the proposed budget cuts,and she encouraged everyone to contact Representative Ben Carpenter to show up in Juneau. Bruce Jaffa congratulated the Moose Pass"Moose Bots"for winning a robotics competition in West Virginia. Jaffa thanked council for getting a lot of work done tonight. Jaffa supported the military exercise,and he admonished everyone to remember that Jag was no Seward Ships Drydock and should not be painted with the same brush. Wolf Kurtz wondered if businesses could be required to have a personal guarantee for utilities, and suggested the city keep an eye on business accounts that appear to be for sale in case they had outstanding utility debts they owed the city.Regarding the city's audit practices,Kurtz said other cities with a city manager/council form of government had the finance manager as an employee of the council, and he wondered if that could be a solution for Seward. Rissie Casagranda thanked George O'Dell for the sound improvements in council chambers,and she thanked each council member for their service.Regarding the audit, Casagranda supported having a personal guarantee for business owners,and thought all business accounts should be audited to ensure accounts were being billed fairly and equally. Casagranda thanked the military for tonight's presentation. Carol Griswold requested that council verbalize the titles or descriptions when discussing agenda items. She appreciated the presentation by the military tonight, although she disagreed with the premise of the exercise because it was not in keeping with the stated mandate. She was concerned that they came last October to find appropriate sites for the exercise, but they didn't involve the community at that time. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Lane thanked Kurtz and Casagranda for their comments. She appreciated all the volunteers who helped during the Mount Marathon Race. 153 City of Seward,Alaska City Council Minutes July 22, 2019 Volume 40,Page ADJOURNMENT The meeting was adjourned at 10:28 p.m. Brenda J. Ballou, MMC David Squires City Clerk Mayor (City Seal) 154 ONGOING CITY PROJECTS & GOALS August 12, 2019 City Council Meeting ADA ACCESSIBLE PARKING AT CITY HALL March 20, 2017 Project added to the Ongoing City Projects& Goals list. June 12, 2017 Construction underway. February 12, 2018 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. February 27, 2018 City Clerk provided history and status. April23, 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. May 14, 2018 The first floor restrooms in City Hall completed. May 29, 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 restrooms. August 13, 2018 Clerk's office received ADA analysis kit from Division of Elections (DOE); clerk will work with Public Works Director Doug Schoessler and Assistant City Manager Brennan Hickok to perform the analysis. Currently scheduled for August 16, 2018. August 27, 2018 Rescheduled to September 12, 2018. September 24, 2018 Clerk, Public Works Director Doug Schoessler, and Assistant City Manager Brennan Hickok performed the analysis. The city clerk furnished the DOE with results and is awaiting a response. January 14, 2019 Clerk received email fi-om 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 backparking 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. April 8, 2019 Administration has received quotes for a chair lift for the Fifth Avenue entrance of'City Hall. A decision will need to be made as to whether to proceed or explore other options including the construction of new ADA parking spaces and appropriate topography on the alleyway entrance. April 22, 2019 Administration provided a brochure for a stair lif for the Fifth Avenue entrance; council requested pricing; Squires noted the accessible parking on Fifth Avenue would need to be resolved(the grade is too steep). June 24, 2019 R&M Engineering will be on site to conduct a site review for the design and engineering cost estimates for building ADA parking spots on the west side of City Hall. August 12, 2019 R&M was on site taking measurements, looking at blueprints and taking pictures August 2, 2019 SET LOCATION FOR SATELLITE FIRE STATION AND PUBLIC WORKS BUILDING March 20, 2017 Project added to the Ongoing City Projects& Goals list. May 29, 2018 Administration is currently reviewing a concept public private proposal to house the Quint (ladder truck) on the city-side of the bay. October 22, 2018 Interim City Manager Bridges and Assistant City Manager Hickok 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 November 26, 2018. November 26, 2018 Rescheduled to December 10, 2018. April 8, 2019 A scope of work is being drafted for R&M to survey and plat the abandoned Air Force Rec Camp property. Administration seeks additional direction to include the Satellite Fire Station and Public Works relocation in that Scope of Work. April 22, 2019 Administration briefed R&M on the interest in relocation of the PW shop and location of the Satellite Fire Station for consideration during their work surveying and platting the Ft. Raymond property; both options will be presented to council. 1 155 ONGOING CITY PROJECTS & GOALS August 12, 2019 Citv Council Meeting DISCUSSION ON AIR FORCE RECREATION CAMP SITE March 20, 2017 Project added to the Ongoing City Projects& Goals list. September 25, 2017 Council work session was held;public input requested. February 28, 2018 Council held a joint work session with the Planning & Zoning Commission. Directed administration to have Community Development bring forward multiple land use concepts. April 9, 2018 Work session to discuss development concepts. May 29, 2018 Following April 9, 2018 work session, administration 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. October 8, 2018 Ordinance 2018-009 introduced on amending the zoning and land use plan from Institutional to Auto Commercial. Will come for public hearing and enactment on October 22, 2018. October 22, 2018 Ordinance 2018-009 public hearing and enactment passed. November 26, 2018 Administration will be putting out a Request for Proposal for on-call engineering services which will provide engineering, surveying and platting services fbr various City projects including the Air Force Recreation land. April 22, 2019 Administration briefed R&M on this project and indicated this as the first priority, in their contract for engineering services. Administration is working on a scope of work in order to obtain a quote for this effort. June 24, 2019 R&M is conducting the Environmental Review for the property to determine the level of contamination in order to properly plan fbr development. SALTWATER HEAT PUMP PROJECT March 20, 2017 Project added to the Ongoing City Projects& Goals list. May 29, 2018 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 fbr additional funding sources, if'necessary. October 8, 2018 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. October 22, 2018 State lobbyist Kent Dawson expressed that the likely new Governor will be interested in Economic Development projects. The potential fbr expanding on this loop using state grant dollars exists. November 26, 2018 The city has received the Alaska Energy Authority grant documentation and is awaiting approval from city council to authorize the city manager to accept the grant money and grant terms. November 26, 2018 Approval was on the regular council meeting agenda; the grant documents have been signed and sent back to the AEA. January 14, 2019 Staff has provided YourCleanEnergy with grant documents and is awaiting a design and engineering proposal. February 25, 2019 YourCleanEnergv LLC has provided a design and engineering proposal fbr sole source contract consideration on the regular meeting agenda. March 11, 2019 YourCleanEnergy contract approved by Resolution 2019-022. April 22, 2019 YCE conducted a site visit on March 8, 2019. They completed a comprehensive tour of' mechanical heating and associated electrical systems in the Library and Museum, Citv Hall, City Hall Annex and Fire Hall. A site visit report was delivered to Administration on March 18, 2019 and was provided to council. August 12, 2019 Administration met with YCE on August 7 for a project update. Preliminary Process Schematic, Mechanical and Electrical Drawings are complete. 2 156 ONGOING CITY PROJECTS & GOALS August 12, 2019 Citv Council Meeting ENERGY EFFICIENCY OF CITY HALL See Saltwater Heat Pump Project) March 20, 2017 Project added to the Ongoing City Projects& Goals list. November 26, 2018 YourCleanEnergy and the building department have also identified the need far insulation in the basement of the City Hall Annex in support of the Heat Pump Project. The City will seek quotes for that portion of the project. GROUND TRANSPORTATION FOR AMBULANCE SERVICES March 20, 2017 Project added to the Ongoing City Projects& Goals list. February 12, 2018 Directed administration to provide an update on ground transportation for ambulance services. April8, 2019 In February, 2019 the Seward Volunteer Ambulance Corps (SVAC) contract with the Kenai Peninsula Borough Eastern Peninsula Highway Emergency Services Area (EPHESA) was not successfully renewed. However, ground transportation services will still be provided through the existing mutual aid agreement. April 22, 2019 No updates at this time. ANIMAL SHELTER RELOCATION new location 605 Sea Lion Drive March 19, 2018 Work session; directed administration to look into potential locations and funding options. May 29, 2018 Resolution 2018-049 approved, authorizing the creation of'the Animal Shelter Relocation Fund and approving start-up funds. September 24, 2018 Resolution 2018-080 was approved, providing land for the new shelter location. City staff is now conducting meetings with local organizations to discuss design, build, fund raising and funding efforts. March 11, 2019 Ordinance 2019-007 is being introduced on March 11, 2019 and will come for public hearing and enactment on March 26, 2019; this ordinance will amend the Land Uses Allowed Table to allow an animal shelter in the Institutional Zoning District by CUP. March 26, 2019 Ordinance 2019-007 for public hearing and enactment,* this ordinance will amend the Land Uses Allowed Table to allow an animal shelter in the Institutional Zoning District by CUP. March 26, 2019 Ordinance 2019-007 was unanimously approved which allows for• animal shelters within institutional zones. May 13, 2019 Administration is working on an RFP for Architect services to obtain preliminary drawings for local non profit review and input as well as fundraising efforts. June 24, 2019 The RFP for conceptual design and architecture was released June 12, 2019; deadline for proposals is July 12, 2019. July 12, 2019 RFP closed; the City received four proposals and is in the process of review and scoring. A contract for these services will be on the August 12, 2019 regular meeting agenda. August 12, 2019 A contract with Lumen Design LLC is on tonight's agenda fe)r approval. EXPLORE POSSIBILITIES FOR CREATING A REVENUE STREAM FOR THE ANIMAL SHELTER AND SOS PETS October 22, 2018 Staff and organizing groups have indicated that a dog washing station will be included in the design and build of the new Animal Shelter. UPDATE THE KPB TSUNAMI WARNING MESSAGE TO INCLUDE SPECIFIC REFERENCE TO THE LOCAL RADIO STATION 91.7/106.1 March 20, 2017 Project added to the Ongoing City Projects& Goals list. February 12, 2018 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. March 12, 2018 Resolution 2018-019 approved, designated KIBH-FM91.7 as the city's official radio station for emergencies and authorized the City Manager to work with borough to include radio station infortation in tsunami warning broadcasts. 3 157 ONGOING CITY PROJECTS & GOALS August 12, 2019 Citv Council Meeting INCENTIVIZE FAMILY ENTERTAINMENT-TYPE BUSINESSES TO COME TO SEWARD March 20, 2017 Project added to the Ongoing City Projects& Goals list. October 22, 2017 Zoning changes and Replat of the Air Force Rec Camp property will provide ample space and opportunity for such business. April 8, 2019 A scope of work is being drafted for R&M to survey and replat the abandoned Air Force Rec Camp property. The scope will include a variety of platting options that will include lots suitable for family entertainment-tvpe businesses to locate in Seward. April 22, 2019 Administration briefed R&M on the Fort Raymond property project and indicated this as the first priority in their contract for engineering services. Administration is working on a scope of work in order to obtain a quote for this effort and has indicated that the city would like to see options presented to city council that would include sizable lots suitable for these types of businesses. AFFORDABLE HOUSING(INCLUDING SUMMER WORKER HOUSING) March 20, 2017 Project added to the Ongoing City Projects& Goals list. May 22, 2017 Council work session held. June 12, 2017 Council work session held. July 11, 2017 Council work session held. Council plans to hold a work session in May, 2018. October 8, 2018 Community Development will be discussing with Planning and Zoning assessment districts on October 16, 2018. November 26, 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. May 13, 2019 City Council joint work session with P&Z scheduled for May 28, 2019 at 5:30 p.m. to discuss subdivision requirements and potential policy changes regarding utility expansion. The City Manager's Office has received a petition for a special improvement district for the Gateway Subdivision and is working to swiftly process the request in order to bring before Council. May 28, 2019 City Council scheduled a follow-up work session on June 13, 2019 at 5:30 p.m. to review various scenarios, including a 50150 split between developers and the city. June 24, 2019 Administration is working with a developer and the City Attorney on an assessment district for the Gateway Subdivision. A work session to discuss subsidy policies is scheduled for June 24, 2019. July 8, 2019 City Attorney Holly Wells through Administration has introduced Ordinance 2019-011 that allows for developer subsidies for utility and infrastructure extensions. SEWARD COMMUNITY HEALTH CARE CENTER EXPANSION March 20, 2017 Project added to the Ongoing City Projects& Goals list. February 12, 2018 Directed administration to provide an update on the Seward Community Health Care Center expansion. March 12, 2018 Council 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 Washington, DC trip. October 8, 2018 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. October 22, 2018 The CHC is using these.funds to subcontract with Seaview, Community Services to provide mental health services in support of the local schools. May 13, 2019 The Seward Community Health Center conducted a public forum on May 7, 2019 regarding expansion. 4 158 ONGOING CITY PROJECTS & GOALS August 12, 2019 Citv Council Meeting BUILDING MAINTENANCE March 20, 2017 Project added to the Ongoing City Projects& Goals list. October 8, 2018 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. January 14, 2019 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. August 12, 2019 Public Works staff cleaned the windows at City Hall filled cracks in the City Hall Sidewalk leveled and adjusted parking spots and located bumper stops in the City Hall Parking lot. LED LIGHT CONVERSIONS March 20, 2017 Project added to the Ongoing City Projects& Goals list. October 22, 2018 Public Works replaced 15 fluorescent fixtures with LEDs in the City Hall Annex. January 28, 2019 A City shop office was upgraded to LED lights. PURSUE AVENUES TO INCREASE WINTER RECREATION OPPORTUNITIES March 20, 2017 Project added to the Ongoing City Projects& Goals list. May 13, 2019 Nothing to report CONDUCT CITY-WIDE DISASTER EXERCISE TO INCLUDE MOVING RESOURCES, EVACUATION FO THE PUBLIC, ENGAGING OUTSIDE AGENCIES, AND PUBLIC INFORMATION DISSEMINATION November 26, 2018 On March 6 & 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. January 28, 2019 Staff is currently planning a disaster exercise to coincide with the state's "Chill it's a Drill" exercise on March 27, 2019. March 26, 2019 State of Alaska cancelled its Chill It's A Drill exercise for March 27, 2019. KPB conducted a tsunami siren test drill on March 27, 2019. April 8, 2019 The city is planning a community-wide drill on April 19, 2019. April 19, 2019 The city conducted a community-wide drill. EXTEND CITY UTILITIES INTO VIABLE AREAS TO SUPPORT FUTURE RESIDENTIAL HOUSING October 16, 2018 Community Development discussed assessment districts with Planning and Zoning. November 26, 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. March 11, 2019 Resolution 2019-024 was approved to contract with R&M Consultants for on-call engineering services. June 24, 2019 A work session regarding development subsidies is scheduled for•June 24, 2019. The Community Development department has gathered cost estimates for three projects of varying sizes to illustrate the financial exposure of such subsidies. The Finance department has produced a return on investment calculation for these projects as well. July 8, 2019 City Attorney Holly Wells through Administration introduced Ordinance 2019-011 that allows for developer subsidies.for utility and infrastructure extensions. August 12, 2019 Administration provided a memorandum of potential start-up hinds for the program for Council to consider in the development(?f the ordinance for tonight's meeting. 5 159 ONGOING CITY PROJECTS & GOALS August 12, 2019 Citv Council Meeting IMPROVE COUNCIL CHAMBERS TO ALLOW CITIZENS TO MORE CLEARLY HEAR AND EXPERIENCE MEETINGS January 28, 2019 Project added to the Ongoing City Projects& Goals list. February 11, 2019 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. February 11, 2019 At the 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. March 11, 2019 Mid-cycle budget amendments were approved by council in Resolution 2019-021; included were funds for improving the audience experience addressing ceiling speakers, microphones, camera, and video recording. March 26, 2019 The Polycom phone has been received by MIS; awaiting phone number assignment from TelAlaska. April 22, 2019 The Polycom phone number was assigned, and the phone was first used on April 5, 2019. MIS examined the ceiling speakers and determined they are unusable. MIS is currently obtaining quotes for microphones, mixer, amplifier, and speakers the audience's ability to hear the proceedings are the priority. Following the accomplishment of that portion, MIS will move on to updating the camera to allow for the meetings to be videotaped so the clerk's office can upload to YouTube. May 13, 2019 On May 6, 2019, the MIS Department completed research and placed the order for new microphones, amplifier, and hand-held/podium microphone; this is Phase I There are funds enough left over to pursue Phase H(new video camera) once these items are installed. June 10, 2019 Update f-om MIS on May 29, 2019: 90% of the equipment has arrived, but we are still waiting on the cabling and mic cable connectors to arrive. Once we have those on site we can start to assemble and test the equipment in the MIS office. Once we have the equipment tested and are confident all is working as it should, we will be ready for the install. If the missing pieces arrive this week we should be able to start testing equipment later this week or early next week. We can then work with the clerk's office to find the best time to install and configure the new equipment. I anticipate the install taking a couple of'days depending on other workloads. We may also need to work with GCI and Wolf to ensure the current video and audio feeds are up and running after the equipment is installed. July 9-12, 2019 MIS staff worked to install the new equipment(Phase One) in council chambers. IMPROVE CITY WEBSITE TO INCREASE EASE OF USE BY THE PUBLIC July, 2018 Council directed the city clerk to seek ways to increase the ease of'use of'the city website by citizens. October 1, 2018 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. January 28, 2019 Project added to the Ongoing City Projects&Goals list. February 11, 2019 A mid-cycle budget amendment was requested at the city council work session in anticipation of working with one of these companies. The work will be completed by year end 2019. March 4, 2019 The city selected to move forward with Granicus; a resolution to approve the contract will come to council on March 26, 2019. April 22, 2019 On April 9, 2019 Granicus obtained their city business license. Resolution 2019-040 will come before council on April 22, 2019 to approve the contract. April 22, 2019 Resolution 2019-040 approved by council for Granicus contract. May 13, 2019 Granicus assigned a project manager to work with the city;first teleconference call for Clerk's office and MIS is scheduled for Mav 15, 2019. June 10, 2019 City Clerk and MIS Director have had two teleconference calls with project manager at 6 160 ONGOING CITY PROJECTS & GOALS August 12, 2019 City Council Meeting Granicus. Colors, wire frame, and logos have been furnished. Site map is currently being mapped(Clerk&MIS Director).Artwork is being procured(Clerk). June 27, 2019 Revised Proposed Site Map, Department Listing & Authorized Users submitted to vendor. (Clerk) July 22, 2019 Training for Authorized Users scheduled for July 29, 2019 (Basic User, 3 hour training). (Clerk) August 12, 2019 Hands-on training for city staJ/'will be conducted in the computer room at AVTI C'S first Lake facility on August 16, 20 M RETAINING WALL AT CITY HALL January 28, 2019 Project added to the Ongoing City Projects& Goals list. January 28, 2019 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. 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 backfrom the Department ofHomeland 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. January 28, 2019 The Design and Engineering contract is on the regular meeting agenda for February 11, 2019. February 11, 2019 Contract with PND approved by council. April 22, 2019 On April 16, 2019 a public Open House is being held by PND to introduce the project and receive feedback on possible impacts. June 24, 2019 PND Engineers is in the permitting and design stages of this project. The bid package for construction is being developed and is scheduled to be released end of'Junelearly July. As soon as a contractor is awarded the contract, a second public meeting will be scheduled. August 12, 2019 The bid package fear construction repairs is complete and published. 1999 STRATEGIC PLAN June 24, 2019 Project added to the Ongoing City Projects& Goals list. June 24, 2019 City Planner Jackie Wilde reported to council that former city manager Jeff Bridges had directed her to work with the city's on-call engineering firm, R&M Consultants, on this project; Wilde anticipates the process to be similar to the one for the 2030 Comprehensive Plan. METER EXCHANGE PROJECT July 8, 2019 Project added to the Ongoing City Projects& Goals list. July 22, 2019 There is one meter (city owned) that still needs to be changed out fi^om the original meter exchange project. There are 35 meters that are currently experiencing communication issues line crews are testing and changing out those meters. Administration is still in the process of developing the demand meter policy. August 12, 2019 Administration is finalifing the demand meter policy. The electric department is working with a local electrician to make the necessary repairs to the City's well meter base in order to exchange the last teeter. The prq)ect is estimated to be complete September 15t1' 7 161 ONGOING CITY PROJECTS & GOALS August 12, 2019 Citv Council Meeting COUNCIL COMMITTEES 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. May 29, 2018 At the 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. August 13, 2018 At the council 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. September 24, 2018 Assistant City Manager Brennan Hickok reported 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. October 8, 2018 RFP in development. October 22, 2018 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. March 11, 2019 At the meeting, council voted to extend the sunset date of'this committee to December 31, 2019. May 13, 2019 At the April 22, 2019 council meeting, Towsley said she had ideas for moving this forward and would be reaching out to committee members. AD HOC COMMITTEE FOR CITY AUDIT WITH BDO March 11, 2019 Council created an Ad Hoc Committee consisting of' Vice Mayor McClure, Council Member Towsley, and Council Member Seese to gather questions f-om council and the public and work with city auditors, BDO, to provide answers, in preparation for the April 1, 2019 worksession. March 18, 2019 City clerk released a public notice soliciting citizen questions for the city auditor firm; deadline for submissions is Friday, March 22, 2019. March 26, 2019 City clerk forwarded the questions received from the public to the committee; three citizens submitted questions. March 26, 2019 At the council meeting, council agreed to move the work session from April 1 to April 8, 2019 to allow the committee extra time to prepare questions for•the auditors. April 8, 2019 The work session was held;BDO provided an overview of their procedures, and information on the laws and practices they were bound to follow. BDO expects the audit to be complete by the end of'June, 2019. April 22, 2019 At the March 26, 2019 council meeting, council agreed to move the work session from April 1 to April 8, 2019 to allow the committee extra time to prepare questions for the auditors. The work session was held on April 8, 2019; BDO provided an overview of their procedures, and information on the laws and practices they were bound to follow. BDO expects the audit to be complete by the end ofJune, 2019. CITY COUNCIL POLICY WORK GROUP June 24, 2019 Council created a work group consisting of Vice Mayor McClure, Council Member Towsley, City Manager Meszaros, and City Attorney Wells to review city-wide policies and propose revisions, as necessary. July 8, 2019 Council approved Resolution 2019-065, Directing The City Council Policy Work Group To Review The City Of Seward's Personnel Policies For Harassment And Bullying. 8 162 ONGOING CITY PROJECTS & GOALS August 12, 2019 Citv Council Meeting COMPLETED PROJECTS RESEARCH ELECTED/APPOINTED OFFICIAL TELECONFERENCING POSSIBILITIES FOR MEETINGS March 20, 2017 Project added to the Ongoing City Projects& Goals list. February 12, 2018 Directed the city attorney to provide advice on teleconferencing possibilities for elected and appointed officials. February 14, 2018 City Attorney opinion provided(opinion did not support allowing remote attendance). INVESTIGATION INTO CLAIMS OF DEFAMATION AND FRAUD October 22, 2018 1 Report delivered by Interim City Manager Bridges to city council and the public. CITY HALL ELEVATOR March 20, 2017 Project added to the Ongoing City Projects& Goals list. April 24, 2017 Resolution 2017-027 passed, approving funds for elevator modernization. July 21, 2017 Modernization completed. REFINE EXECUTIVE SESSION PROCEDURES March 20, 2017 Project added to the Ongoing City Projects& Goals list. May 8, 2017 Council work session held to review and discuss executive session procedures. RESEARCH ELECTED/APPOINTED OFFICIAL TELECONFERENCING POSSIBILITIES FOR MEETINGS March 20, 2017 Project added to the Ongoing City Projects& Goals list. June 12, 2017 Council supported PACAB recommendation; set building height limit. ANIMAL SHELTER IMPROVEMENTS located at 416 Sixth Avenue March 20, 2017 Project added to the Ongoing City Projects& Goals list. June 12, 2017 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. 9 163 REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for August 12, 2019 City Council meeting Report through August 5,2019 PENDING REQUESTS EMAIL SENT TO CITY EMAIL SENT TO DATE DOCUMENT REQUESTED MANAGER& RESPONSE RECEIVED REQUESTED BYCITY(Summary) ASSISTANT CITY ATTORNEY PROVIDED NOTES MANAGER April 17, Jim McCracken Any&all design or engineering plans, Yes(4/17/19) No Pending Electric dray ings provided 2019 drawings,as built drawings&surveys on 5/23/19.As of 11:50 or existing electric,water,sewer a.m.on 5/23/19,Jim (waste water)systems located in the McCracken was still City of Seward on Spruce St,Not waiting on drawings for from the hucrsection with Hemlock water&sewer.This Ave.to the cul-de-sac at the northern information was relayed end of Spruce St.These utility systems over to ACM Hickok. are owned&operated by the City of Seward. April 18, Ristine Casagranda Payroll for the most recent completed Yes(4/18/19) No Pending Casagrandaprovided tenth 2019 fiscal years(2015,2016,2017,and 2017 and 2018 payroll 2018) information.ACM Hickok is working on getting her 2015 and 2016,as wel I as the rest of the break-down of the information that she has asked for,as of 6/3/19. April 29, Kelley Wiley Lane Salaries&benefit packages for Yes(4/29/19) No Pending 2018 was provided on 2019 employees in the following 5/29/19.Email departments,in preparation for the clarification was sent by budget season:Personnel/HR,Harbor, Lane on 6/18/19. Fire Dept.,Finance Dept.,Electric Dept.,Community Dev.,City Manager Dept.,City Clerk Dept., Building Dept. April 29, Seward Journal A) Payroll indicating the actual Yes(4/29/19) No A) Pending (A)amended to only years 2019 annual compensation for all city B) 4/29/19 2015-2018 and it was employees(including all regular, clarified that only one part-time,term,seasonal,contract amount was being or other employees)in the years requested per year per 2014,2015,2016,2017,and individual.As of 6/3/2019, 201 S. B)All current and active 2017&2018 payroll business licenses. information has been provided.(B)completed 4/29/19 164 REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for August 12, 2019 City Council meeting Report through August 5,2019 EMAIL SENT TO CITY EMAIL SENT TO DATE DOCUMENT REQUESTED MANAGER S RESPONSE RECEIVED REQUESTED BY CITY NOTES (Summary) ASSISTANT CITY ATTORNEY PROVIDED MANAGER May 24,2019 Seward Journal- All email or other correspondence Yes(5/28/19) Yes(5/24/19) Pending ACM Hickok notified Kyle Walker since March I,2019 between Kyle Walker that his employees and officials of the City of request is being worked on Seward and representatives of the and a fee would apply per Health Resources and Services copy email on 5/29/19. Administration June 26,2019 Carol Griswold PDFs of most recent resolutions Yes(6/26/19) No Pending ACM Hickok responded approving parking and campground with camping fees fees and rates,including Spring Creek resolution and is working Campground. on finding parking tees resolution on 6/26/19. June 27,2019 Seward Journal All emails sent to or sent by City Yes(6/27/19) Yes(6/27/19) Pending Permission was granted by Manager Scott Meszaros the City Attorney to pull these records and ACM Hickok was asked to have MIS/IT begin pulling these records on 7/2/19. August 2, Susan Moseman Police Report Yes(08/02/19) No Pending 2019 165 REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for August 12, 2019 City Council meeting Report through August 5,2019 COMPLETED REQUESTS E1NIA1L SENT TO CITY DATE REQUESTED BY DOCUMENT REQUESTED MANAGER& EMAIL SENT TO RESPONSE NOTES RECEIVED (Smmnary) ASSISTANT CITY CITY ATTORNEY PROVIDED MANAGER Feb.6,2019 Carl Report of all building permits processed Yes(2/6/19&3/8/19) No 07/23/19 Torres/Buildzoonr from November 2018 to present June 25,2019 Sara Talamantes Police Report No No 07/09/19 July 3,2019 Angela Sunaborn Police Report No No 07/09/19 Any documents maintained by the City of Seward which identify in any manner all items/objects off-loaded in Seward July 8,2019 'Amy Paden from the barge MADISON BAY Yes(7/08/19) No 07/09/19 (arriving from Seattle),towed by the tug MAIA H.,on or about July 7 or July 8, 2018. July 8,2019 Lexis Nexis#1 Police Report No No 07/09/19 July 8,2019 Lexis Nexis#2 Police Report No No 07/09/19 July 9,2019 Sara Kuchmka Police Report Yes(07/09/19) No 07/09/19 July 9,2019 Barney Register Police Report Yes(07/09/19) No 07/09/19 July 11,2019 Lexis Nexis Police Report Yes(07/11/19) No 07/17/19 July 17,2019 Irish Edward Report of all building permits processed Yes(07/17/19) No 07/19/19 Torcuator/Buildzoonr from April 30,2019 to present July 18,2019 Mary Summers Police Report Yes(07/18/19) Yes(07/23/19) 07/23/19 July 19,2019 Luccttc Garrett Police Report Yes(07/19/19) No 07/23/19 July 23,2019 Lexis Nexis 41 Police Report No No 07/26/19 July 23,2019 Seward Journal- City Council candidates package- No No 07/23/19 Kyle Walker 3 yr.term July 23,2019 Lexis Nexis 42 Police Report No No 07/29/19 July 26,2019 Linda Montgomery Police Report Yes(07/26/19) No 08/05/19 166 REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for August 12, 2019 City Council meeting Report through August 5,2019 July 26,2019 Seward Journal All reports from all building and/or fire Yes(7/26/19) No 08/02/19 inspections of the Van Gilder Hotel in 2017,2018,and 2019. July 30,2019 Elizabeth Dunn Police Report Yes(7/30/19) No 08/02/19 Aug.01,2019 BesnikPiaskowski Police Report Yes(08/01/19) No 08/02/19 Celiku Aug.01,2019 John Anderson Police Report Yes(08/01/19) No 08/02/19 167 MEMO �fr Date: August 12, 2019 To: Seward City Council From: Jessica Fogle, Deputy City Clerk RE: Appreciation For Local Support Of Student Exchange Program This year the City of Obihiro entrusted us with four bright and happy high school students, and we entrusted them with three of our wonderful Seward High School students. The success of our Sister City relationship with Obihiro is due in large part to the steadfast support of our local community members — from the families who open their homes for the visiting students and adults, to the many local businesses who provide discounted rates for activities. We'd like to recognize those in the community who provided support: HOMESTAY FAMILIES • Kelley& Reed Lane • Stephanie &Brian Mullaly • Andrew & Mary Beth Koster • Susan& Jim Pfeiffenberger LOCAL BUSINESSES • Stoney Creek Canopy Adventures • Kenai Fjords Tours • Seavey's Ididaride • Seward Library&Museum • Adventure 60 Kayaking & Gold Panning • Alaska SeaLife Center • Aluutiq Hatchery • Sweet Darlings • Firebrand BBQ • The Lone Chicharron • Hertz Rentals • Major Marine Tours COMMUNITY SUPPORT • Friends of the Seward Library Association set up a display of 1960s art work from Japan for the students' Welcome Party. • RBHS Collections Committee set up a display case in the entry of the library highlighting special gifts from the City of Obihiro. • U.S. Coast Guard Commanding Officer Tony Borruso gave the students a tour of the Mustang and explained the ship's operations. 168 • Major Marine Tours donated supplies for the Welcome Parry. • Phyllis & Fred Shoemaker gave the visiting students a tour of their farm and participated in activities. • Andrew & Mary Beth Koster hosted all four of the visiting students for a couple of nights, as well as two students for a large portion of their time here, and they took all the students on an all-day rafting trip to Kenai and a kayaking trip at Bear Lake. • Kelley& Reed Lane took the students kayaking at Bear Lake with the Kosters. They also accompanied the students on a KFT cruise, arranged the Mustang tour, were a host family for several students, and took some of the students running in the mornings. • Sharyl, AJ, and Pam Seese treated the students to gelato at Sweet Darlings, and Sharyl Seese accompanied the students on the KFT cruise. 169 Kenai Peninsula Borough Election Stakeholders Group Final Report and Recommendations � x t t x Committee Members: Donna Aderhold, Brenda Ahlberg, Teri Birchfield, Cassidi Cameron, John Coleberg, Tyson Cox, Sammy Crawford, Linda Cusack, Willy Dunne, Joyanna Geisler, Brent Hibbert, Sue McClure, Scott Meszaros, Paul Ostrander, Robert Peterkin, and Stephanie Queen Alternate Members: Brian Gabriel, Vivian Rojas, and Kaitlin Vadla Subject Matter Experts: Brenda Ballou, Johni Blankenship, Heidi Geagel, Erica Fitzpatrick, Ben Hanson, Jamie Heinz, Melissa Jacobsen, Sean Kelley, Bobbi Lay, Holly Montague, and Shellie Saner Support Staff: Michele Turner 170 Kenai Peninsula Borough Election Stakeholders Group Final Report and Recommendations '11 a[,.)1e of Contents PURPOSE .............................................................................................................................3 GUIDING PRINCIPLES.........................................................................................................4 1 .) Maximize Accessibility and Inclusivity...................................................................4 2.) Efficiency and Conservation of Public Resources..............................................4 3.) Voter Satisfaction and Confidence......................................................................4 4.) Longevity in the Solution.........................................................................................4 5.) Coordination and Collaboration ..........................................................................5 6.) Security and Integrity ..............................................................................................5 7.) Voter Outreach........................................................................................................5 8.) Continuity of Operations / Contingency Disaster Plan......................................5 RECOMMENDATIONS........................................................................................................ 6 Recommendation #1 - Vote by Mail Hybrid:........................................................... 6 Recommendation #2 - Education and Outreach Campaign ............................. 7 Recommendation #3 - Alaska State Statute Title 29 Amendment ......................8 Recommendation #4 - Voter Pamphlet...................................................................9 Recommendation #5 - Appointed Service Area Boards.......................................9 Recommendation #6 - Statements Advocating for Approval or Rejection of Propositions................................................................................................................... 10 Additional Recommendations.................................................................................. 10 171 II...)« II....... The Election Stakeholders Group was established to research ways to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity while conserving public resources. Voting is the foundation of our democracy. Active participation in the electoral process is necessary for high functioning governance. The Election Stakeholders Group (ESG) was established on January 8, 2019 by KPB Resolution 2019-006 and tasked with researching ways to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity while conserving public resources. In addition, the ESG was directed to explore all aspects of administering borough and city elections including the traditional polling site model and the vote by mail hybrid model. The ESG was encouraged to keep in mind the directives of the conciliation agreement between the borough and the Human Rights Commission. Specifically, Section C which states, "Respondent Kenai Peninsula Borough (KPB) will establish and direct the stakeholder group to explore options for providing assistive technology to visually impaired voters, including the option of distributing ballots to all voters by mail and establishing voting centers with accessible voting equipment open two weeks prior to each election. Respondent will direct the stakeholder group to advance options for its consideration that will allow visually impaired voters to vote privately and independently." The KPB is at a critical impasse regarding the administration of elections for two reasons: 1 . The Human Rights Commission has declared our current accommodations and equipment for voters with disabilities, specifically those that may be visually impaired, as significantly discriminatory; 2. The hardware that is currently being used by the KPB is owned by the State of Alaska and is at its end of life. Further, that equipment does not comply with Americans with Disabilities Act (ADA) requirements and therefore is not an option for the KPB moving forward. The ESG was comprised of assembly members, city council members, city managers, and community members interested in the electoral process. The Page 3 Election Stakeholders Group Final Report and Recommendations 172 group was staffed by the Borough Clerk's Office and assisted by subject matter experts from within the borough and cities within the borough. The first ESG meeting was held on February 15, 2019 and subsequent meetings were held every two weeks after that for a total of 12 meetings. The meetings were advertised in accordance with the Open Meetings Act and the public was encouraged to attend; however, there was no public participation aside from 2 emails. A small subcommittee of the group did participate in a local radio show and had an opportunity to respond to questions for the listening audience. In conducting its work and arriving at recommendations, the ESG adopted the following guiding principles: G L)1I ID 1I IN GII... II 1I II ",1I II...)II......II....... 11 ) Maxiii-niize Accu4 ssi biiNy an,-:J Ilir'du siivHy Provide disability-related accommodations and other facilitative measures to enable residents experiencing a disability their equal right to vote privately and independently. Promote participation in the electoral process for all borough voters. If:::::ffiiciieincy 1ire oinse it,vaoin of II::1ubIiic II,esouir,ces Use public resources efficiently and conservatively by evaluating election- related factors such as cost per vote cast, cost per election, cost sharing with cities within the borough, appointed vs. elected advisory boards, and indirect costs. 3 ) o hu it a hiisfac hiioin (_Iin�,,J ("."oinfii"Jeincu4 Increase voter satisfaction and confidence in borough elections by maintaining voter privacy, providing options for ballot tracking and voter flexibility, and collaborating with the Alaska Division of Elections to maintain accurate voter rolls. 4 ) 11....oir'geviihy in h14.Ee oIuhiioin Maximize the longevity of the election solution and the borough's ability to adapt to advances in technology, changes in the election workforce, engaging new voters, voter preferences, and conditions in regulatory frameworks. Page 4 Election Stakeholders Group Final Report and Recommendations 173 Promote collaboration with all election stakeholders, including the public, Alaska Division of Elections, cities within the borough, candidates, media, local community groups, and voting organizations. e c u Ir'ii y (':;I In�::] II In h e g Ir li h y Ensure security of the voting system, including hardware, software, accountability procedures, and the voter registration database. Maintain integrity in the system by adopting internal controls such as signature verification, requiring acceptable identifiers, providing extensive election worker training, and giving voters the ability to cure errors to ensure all valid votes are counted. 7 ) Vo heir' (Du hlr'eac14.E Encourage higher voter turnout by implementing a voter communication and education campaign that promotes the value of civic engagement. Develop educational materials which explain the new processes to the public, utilizing multiple resources and methods of outreach and communication, to ensure there is a clear public understanding of and support for the new solution. 8 ) (.1 o In h li In u li y o f (D joe Ir'a h li o Ins o In h li In g e In c y I[Dis(,.,Is h ' Ir' II::�I�::�Iri Adopt a contingency and communication disaster plan to ensure a coordinated and strategic response to any disruptive event and provide for continuity of election operations. The ESG received presentations from the Borough and City Clerks, representatives from the State of Alaska Division of Elections, the Municipality of Anchorage, the United States Post Office (USPS), and the KPB's current ballot printer and by mail service provider. The ESG received demonstrations from two software/hardware providers. Their presentations were for both polling place and vote by mail structures. Both vendors had ADA compliant equipment for both scenarios. Finally, a subcommittee of the group participated in a field trip to Anchorage to see its "Vote by Mail Election Central" in action. The ESG spent many hours discussing voter engagement, cost, collaboration and efficiencies. Based on the knowledge gained and through presentations and questions the ESG makes the following recommendations: Page 5 Election Stakeholders Group Final Report and Recommendations 174 II�II.......C1« II.......III DKII..II«III ff 11 ........ o he by M a d Il......i yb ii'J Recommendation #1 is consistent with and reinforced by all of the guiding principles adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends the Assembly transition the election process from the current polling site structure to a vote by mail hybrid structure (VBMS). The VBMS is a proven methodology that the KPB has been using for over 20 years in six (Cooper Landing, Hope, Fox River, Moose Pass, Seldovia/Kachemak Bay and Tyonek) of its 28 precincts. The group reviewed the current and VBMS structures and ranked the pros and cons. The pros of the VBMS far outweighed the pros of the existing structure and aligned with the group's adopted guiding principles. The VBMS has proven to be a more efficient and effective process for the administration of elections. In this process every registered voter will be mailed a ballot package 2-3 weeks prior to election day, giving more voters an opportunity to exercise their right to vote at a time and place that meets their schedule and convenience. Accessible Vote Centers (AVC) will be established 2 weeks prior to election day in at least 5 locations throughout the borough. AVCs can be utilized to drop off voted ballots or to satisfy the desire to vote in person. The vote centers will be equipped with ADA compliant hardware, allowing all voters to vote privately and independently. The VBMS allows for all voters to vote in the way that suits them best. Ballot drop boxes will need to be purchased as part of the structure and distributed throughout the borough. Voters can choose to drop their voted ballots in a drop box, at an AVC or in the mail by using the prepaid postage. The VBMS is a long term solution for the borough and the cities within the borough as it is not subject to the changing technology of the current structure. It uses off-the-shelf scanners to count the ballots and printers for on-demand ballot printing which allows for greater accessibility, upgrades and cost effective repairs. The VBMS has been demonstrated by the Municipality of Anchorage to engage all voter demographics and therefore translates into higher voter participation and higher voter satisfaction. The initial capital cost of the VBMS hardware and software is less than that of the traditional structure. There will be other costs to consider; for example, ballot Page 6 Election Stakeholders Group Final Report and Recommendations 175 drop boxes and an initial voter outreach and education campaign. The costs could be shared by the cities within the borough. The VBMS will add to voter security and confidentiality as well as offer voters an opportunity to cure any issues that may occur with their voted ballots (e.g. no signature provided, no identifier provided, other). The group recommends the implementation of signature verification software and a signature review board. It further recommends to require at least one identifier be provided by the voter (identifiers include voter registration number, driver's license number, and social security number). The borough should work toward a technical solution which will allow voters to track their voted ballot ensuring its receipt and review. The VBMS further allows for the review board to adjudicate each ballot to ensure voter intent is correctly determined based on standardized methods and training. In summary, the ESG supports and recommends the VBM structure for the administration of elections in the KPB. The ESG received proposals from Dominion Voting software and ADA compatible hardware for both the traditional polling site structure and the vote by mail structure. The vote by mail proposal was $213,106.60 less than the traditional polling site proposal. The vote by mail structure would require the purchase of ballot drop boxes which, according to the Municipality of Anchorage, cost around $3,300 a piece to fabricate. The Municipality of Anchorage has 16 drop boxes distributed throughout its jurisdiction. The Municipality of Anchorage also does not prepay the postage for the return of voted ballots. The ESG recommends that the KPB deploy drop boxes as needed on the road system and encourages voters in more remote areas to use USPS. Based on information provided by the Municipality of Anchorage, the ESG is encouraged that the VBMS will increase voter turnout and that the administrative costs will decrease over time. :ff: ........ II:::::�::�u,��. �:: hii�:�ire (,.Ins"-] Ouhiteac14.E (-'aimIoaqin Recommendation #2 is consistent with and reinforced by guiding principles, 1 .) Maximize Accessibility and Inclusivity; 3.) Voter Satisfaction and Confidence; 4.) Longevity in the Solution; 5.) Coordination and Collaboration and 7.) Voter Outreach, adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends the Assembly appropriate funds for an extensive education and outreach campaign. The voter turnout in the KPB and the cities within it has been historically low. The turnout tends to trend higher or lower depending on what is on the ballot. Page 7 Election Stakeholders Group Final Report and Recommendations 176 One of the focuses of the outreach campaign would be specifically to encourage voter participation no matter what is on the ballot through a communication plan which promotes civic engagement and targeted marketing regarding the importance of the election process. Another primary focus would be to educate the voters on the new VBMS. The group recommends the use of social media, print media, and broadcast media, as well as outreach through the participation of existing community groups (chambers of commerce, rotary, etc.). The group further recommends the KPB consider contracting with an outside resource to develop and implement a plan specifically regarding the education and notification of the voters of the new vote by mail hybrid structure. f 3 ........ Alaska Sk,fle k]kj he llli.He 29 Arn&m:Jrnen h Recommendation #3 is consistent with and reinforced by guiding principles, 1 .) Maximize Accessibility and Inclusivity; 2.) Efficiency and Conservation of Public Resources and 3.) Voter Satisfaction and Confidence, adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends the Assembly adopt a resolution requesting the Alaska State Legislature introduce and support a bill allowing for ranked choice voting. The bill would amend AS 29.26.060(c) to read as follows: Sec. 29.26.060. Runoff elections. (a) Unless otherwise provided by ordinance, a runoff election shall be held if no candidate receives over 40 percent of the votes cast for the office of (1) mayor, or (2) member of the governing body or school board if candidates run for a designated seat. (b) Unless otherwise provided by ordinance, if candidates for the governing body or school board run at large, a runoff election for a seat shall be held if no candidate receives a number of votes greater than 40 percent of the total votes cast for all candidates divided by the number of seats to be filled. (c) Unless otherwise provided by ordinance, a runoff election shall be held within three weeks after the date of certification of the election for which a runoff is required, and notice of the runoff election shall be published at least five days before the election Page 8 Election Stakeholders Group Final Report and Recommendations 177 date. Unless otherwise provided by ordinance t[T]he runoff election shall be between the two candidates receiving the greatest number of votes for the seat. This amendment would allow municipalities the flexibility to conduct runoff elections according to local preference. The ESG recommends the KPB Assembly further research and explore the solution of Ranked Choice Voting for the election of the Borough Mayor rather than continuing to conduct separate runoff elections which are costly and typically receive lower voter turnout than the regular election. Ranked Choice Voting would allow for an immediate runoff to select the prevailing candidate. :t.M o h it IF:Ia rnjo 14.E I e Recommendation #4 is consistent with and reinforced by guiding principles, 2.) Efficiency and Conservation of Public Resources and 3.) Voter Satisfaction and Confidence, adopted by the Election Stakeholders Group. The Election Stakeholder Group recommends including information in each ballot package which directs the voter to a website with voter information, candidate profiles and proposition summaries. The information provided would also specify locations at which hard copies of the voter pamphlet could be obtained. In addition, hard copies of the voter pamphlet could be mailed directly to a voter upon request. Paper copies of the voter pamphlet should include candidate profiles, proposition summaries and additional voter information and be made available at each of the AVCs. AVC employees would be educated and prepared to assist voters in the navigation of the election website. ff 5 ........ A Io joo ii ire h e�"-] S&wice A it e(,.] II:3oc, i'�"Js Recommendation #5 is consistent with and reinforced by guiding principle, 2.) Efficiency and Conservation of Public Resources, adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends amending KPB Titles 2, 4 and 16 - Service Areas to provide that all KPB service area boards are appointed instead of elected (draft ordinance attached for consideration). It is rare for a service area board race to be contested at an election. In addition, there have been many years when no candidate files for the seat at all and ultimately the seat is filled by appointment after the election is certified. This recommendation directly corresponds to the guiding principles adopted by the ESG in that it will help to eliminate voter confusion, therefore increasing voter Page 9 Election Stakeholders Group Final Report and Recommendations 178 satisfaction and it is more efficient and will assist in the conservation of public resources. ff61 Sk,flernen s A�',Jvocakng kx, Alop�,oval o IRe�ecko ri o f 1::1 lo(:)s i h i(:)fires Recommendation #6 is consistent with and reinforced by guiding principles, 2.) Efficiency and Conservation of Public Resources and 3.) Voter Satisfaction and Confidence, adopted by the Election Stakeholders Group. The Election Stakeholders Group recommends the Assembly amend KPB 4.10.110 by deleting Section B which provides for the inclusion of statements advocating voter approval or rejection of propositions in the voter pamphlet. Recommendation #4 suggests streamlining the voter pamphlet to reduce waste and cost. Amending this section of code would further support that reduction. Additionally, the current inclusion of the statements may be contributing to voter confusion. The information provided and disseminated by the borough should be that of a factual nature. Public funds should not be used to further the message of an outside group, and the official voter information pamphlet is an inappropriate place to allow members of the public to advocate for or against a proposition. In today's technical environment there are multiple ways to effectively and efficiently spread a message without it costing the tax payers of the borough. Additionally, the administration of this code provision has proven to be difficult and identifying possible authors of statements has proven to be problematic. Historically, statements have been submitted for inclusion in the voter pamphlet and those statements are not vetted or verified by the borough and therefore may include misleading information. This provision of code was enacted in 2007 and has only been utilized a handful of times and typically only when there is a voter initiative or referendum proposition on the ballot. The ESG recommends the KPB seek support from and partners with the cities within the borough to conduct all local elections by mail. Further, we recommend cost sharing with the cities within the borough for election equipment, an extensive and comprehensive communication/education plan and administration of all future elections. The ESG promotes the collaboration between the KPB and the cities within the KPB to develop legislation and administrative practices for the administration of local elections. Page 10 Election Stakeholders Group Final Report and Recommendations 179 August 2019 Su Me T�U9We201Th Fr Sa Su Me September 2Th Fr Sa 1 2 3 1 2 3 4 5 6 7 4 5 6 7 8 9 10 8 91 11 121 14 11 12 13 14 15 16 17 15 16 17 18 19 20 21 18 19 20 21 22 23 24 22 23 24 25 26 27 28 25 26 27 28 29 30 31 29 30 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Jul 28 29 30 31 Aug 1 2 3 10:00am CC-Seward €€€6:00pm Welcome Party Airport Tour(Seward for Obihiro Students Airport),,,,,,,,,,,,,,,, (Seward Library),,,,,,,, 4 5 6 7 8 9 10 7:OOpm P&Z Mtg i 12:OOpm P AC'AB Ad Hoc.... [[[ 12:66pm CC WS Mtg (Council Chambers) .., i Committee(Council _ (Council Chamber).. Chambers) —; 11 12 13 14 15 16 17 S.00pm CC Work 12:66pm P AC'AB Session(Council .. Meeting(Council ...._Chambers)._ ,...... 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(Seward Library)_ 29 30 Oct 1 2 3 4 5 Council Calendar 2 8/1/2019 8:57 AM 181 October 2019 Su Me OCtOWe 20 Th Fr Sa Su Me TuuVe Wert Th Fr Sa 2 3 4 5 1 2 6 7 8 9 10 11 12 3 4 5 6 7 8 9 13 14 15 16 17 18 19 10 11 12 13 14 15 i6 20 21 22 23 24 25 26 17 18 19 20 21 22 23 27 28 29 30 31 24 25 26 27 28 29 30 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Sep 29 30 Oct 1 2 3 4 5 �i7:OOam Municipal [[ 12:OOpm PACAB Mtg Election(KME Rae '.. ll"""R!09)""""'ll""I'll""I'll",'ll""I 7:OOpm P&Z Mtg (Council Chambers) 6 7 8 9 10 11 12 [[[ 12:6Opm CC Work Session(Council Chambers) 13 14 15 16 17 18 19 7:OOpm CC Mtg 6:OOpm P8tZ WS (12:OOpm PACAB Work j ;,,.......(Chambers)_ (Chambers) ......._ ,,.... Session(Chambers)....; 20 21 22 23 24 25 26 [[[ 12:OOpm CC Work Session(Council Chambers) 27 28 29 30 31 Nov 1 2 „7:OOpm CC Mtg '.. (Chambers)_ Council Calendar 3 8/1/2019 8:57 AM 182