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09232019 City Council Packet
Seward Cif Council Agenda Packet li 'ill il... t r Ott i Photo credit Norm Regis Navy Ship USS Comstock visits Seward L-R: Harbormaster Norm Regis, City Manager Scott Meszaros, Rear Admiral Scott Gray, Public Works Director Doug Schoessler, Mayor Dave Squires Monday, September 23, 2019 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward,Alaska CITY COUNCIL MEETING AGENDA JUI-America CRY {Please silence all cellular phones during the meeting} September 23, 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 John Osenga 1. Resurrection Bay Lions Club ........................... Pg. 4 Council Member B. Chamber of Commerce Report Term Expires 2021 C. City Manager Report ........................................ Pg. 5 D. City Attorney Report ....................................... Pg. 31 Kelley Lane E. Other Reports and Presentations [Presentations are limited to ten Council Member minutes each, excluding Q&A.] —None Term Expires 2020 Scott Meszaros City Manager Brenda Ballou City Clerk Holly Wells City Attorney City of Seward, Alaska Council Agenda September 23, 2019 Page I 1 7. PUBLIC HEARINGS A. Ordinances for Public Hearing and Enactment 1. Ordinance 2019-015, Amending Seward City Code 2.10.045 "Methods Of Action" And SCC 2.15.010 "Methods Of Council Action" To Permit Council To Direct The City Manager, City Attorney, And City Clerk By Motion. ........................ Pg. 34 S. UNFINISHED BUSINESS A. Items Postponed from Previous Agenda 1. 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. ................................................... Pg.39 The introduction of this ordinance was postponed from August 12, 2019 in order to have a work session to review and discuss; the work session was held on September 9, 2019, and the ordinance is coming tonight for introduction. 2. Resolution 2019-080 Authorizing The City Manager To Enter Into An Agreement With amr o truction For Construction Services For The December 4, 2017 Seward Storm Surge Damage Repairs Project and Appppropriating Funds. ........ Pg. 49 This resolution was postponed from September 9, AN. 3. Review Council Rules of Procedure, Rule 17 with particular attention paid to the flow of information between Council & City Administration. Clarifying the role of mayor using Rule 5 and reviewing protocol for calling special meetings based on Rule 8. ............................................................................................... Pg. 75 This item was postponed fNom September 9, 2019. 9. NEW BUSINESS A. Ordinances for Introduction —None B. Resolutions *1. Resolution 2019-084, Authorizing Signatures For All City Bank Accounts And Rescinding All Previous Resolutions In Conflict Herewith. ...................... Pg. 76 *2. Resolution 2019-085, Authorizing The City Manager To Enter Into A Contract With Procomm Alaska/Motorola Solutions For The Purchase And Installation Of Interoperable Communication Equipment For The Seward Police Department In An Amount Not To Exceed $538,000, And Appropriating Funds. .................. Pg. 78 *3. Resolution 2019-086, Supporting Kenai Peninsula Borough Resolution 2019-047 To Recognize The Recommendations Of The Kenai Peninsula Borough's Election Stakeholders Group And Directing Staff To Explore Implementation Of The Recommendations, And Signing Kenai Peninsula Borough Joint Resolution 2019- 00 1.(Clerk) ............................................................................ Pg. 156 City of Seward, Alaska Council Agenda September 23, 2019 Page 2 2 *4. Resolution 2019-087, Requesting That Governor Mike Dunleavy Direct The State Of Alaska Department Of Transportation & Public Facilities (DOT&PF) To Explore And Identify Funding Alternatives To Prevent The Closure Of The Silvertip Maintenance Station At Mile 60 Near The Hope Junction On The Seward Highway. (Towsley) ................................................................................. Pg. 174 C. Other New Business Items 1. Discuss and appoint a Special Ad Hoc Citizen Advisory Committee to research options for the Seward airport, and report back to council. (Towsley) ........... Pg. 178 *2. Approval of the August 26, 2019 City Council Regular Meeting Minutes. ..... Pg. 180 *3. Approval of the August 30, 2019 City Council Special Meeting Minutes. ...... Pg. 195 *4. Approval of the September 9, 2019 City Council Regular Meeting Minutes. .. Pg. 201 *5. Appoint Patty Linville, Randy Nabb, Vanessa Verhey, Phil Kaluza, Cathy Byars, Kristi Larson, and Mark Kansteiner to the Election Board for the October 1, 2019 Regular Municipal Election. .......................................................... Pg. 214 *6. Appoint Quentin Carr, Susie Urbach, Lynn Hohl, and Mary Tougas to the Canvass Board for the October 1, 2019 Regular Municipal Election. ....................... Pg. 215 *7. Appoint John French to the Historic Preservation Commission with a term to expire May, 2021. ................................................................................ Pg. 216 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. On-going City Project and Goal List .................................................. Pg. 217 B. July, 2019 Providence & City of Seward Financials .............................. Pg. 227 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. ADJOURNMENT City of Seward, Alaska Council Agenda September 23, 2019 Page 3 3 PROCLAMATION WHEREAS, Lions Clubs International is the world's largest service club organization with more than 1.4 million members in approximately 46,000 clubs in more than 200 countries and geographical areas around the world; and WHEREAS, the Resurrection Bay Lions Club was chartered on October 18, 1978 and has been serving the community of Seward,Alaska for 40 consecutive years; and WHEREAS, they have served families in the community through the collection of food bank goods from the Anchorage food bank and bringing them to the community of Seward for distribution on a weekly basis, until He Will Provide Food Bank opened locally; and WHEREAS, they have taken personal struggle into consideration and assisted members of the community with the payment of utilities in times of need helping keep homes warm and the lights on; and WHEREAS, they have foreseen the need for clear sight and covered the cost of eye exams and allocated funds for the purchase of frames and lenses for children in need in the community; and WHEREAS, they stepped up when funding was needed for many community programs by hosting numerous pancake breakfast fundraisers for various causes over the last 40 years; and WHEREAS, education has always been a priority, and they have purchased and donated educational supplies in the way of dictionaries and thesauruses, as well as other supplies, for local schools, as well as providing scholarship opportunities to graduating seniors in the community; and WHEREAS, they have supported local public safety entities, such as the Seward Police Department and the Seward Volunteer Fire Department and surrounding area departments through the purchase and donation of equipment and fundraising efforts; and WHEREAS, due to lack of membership, the Resurrection Bay Lions Club will be dissolving on October 31, 2019 after 40 years of continuous service to the Seward area. Their services will be greatly missed. NOW, THEREFORE, I, David Squires, Mayor of Seward, Alaska, do hereby acknowledge the Resurrection Bay Lions Club for their extensive support and good work throughout the community of Seward and for their generosity and diligent efforts. Thank you for your years of service, you will be sorely missed. Dated this 23rd day of September, 2019 THE CITY OF SEWARD,ALASKA Inscllubsf ��IIIIII�" uiiY David Squires, Mayor 4 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 September 3, 2019- September 16, 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 9/12/2019 City Manager Gov-rates, Water/Sewer rate $32,300 Inc. and classification stud Administration Report The plastic bag and polystyrene ban goes into effect on 10/1/2019. The flyers below were mailed out to all residents of Seward as well as business owners on 9/23/2019. All information on the City of Seward website under News & Announcements htt.p:/(w w it ofseward.....0 CivicAl_erts.as ?NQ=34 . NO 'AO's Plastic Bags at d///// ivbJ'M.t a5 fl'R ft ofS"'"d O'Vh"Bag xaad Polystyrene f Myoky" axa«9 wnmxCsnm fVu wkKm'do a w a Srwx+'.n d ""' (:star Code vr"aaewr oa, Containers 'Tho o rflna r'110pw.n Nadmaa gad qic F qgs aand ORDINANCE GUI ( ,,,,/. �° �s rne�rP",y reaf y^rl„5v4:ars+t tr�"rVralP�eu�f S ti a. prrrram p il.ecti e October 1, t AN V:nnsryr aw:xnruxrq"Cauuor,N'.uo-ddwa 111((((��U1111111�111 (((((p,lfl»i JJ11)lllJll/ rraoiou nayr,mar kmedxiIabeGd t,�„d""p,daWe o uIII III� ����11/I1 I(t,L„s as ud by nntowers rn Ir4e Moms to rua;cknt;a I)Wk�kvnm such fi,fC'Ht' FtlU$ &mtu" 1� .� �� c nuXs r aarendC P"rv"'iu eur a1 run,nn"pt s drm#Nx auras �/ „ B,q,"a ad k sra¢rW,,ak u Im a,f.,n aW," •, 44YC I':Y ab?,,aY'"%.fl.W.ftM"A:Q: YkAG w6d"%M fG`:tl YT"k'iL(-C'":GC pCWI.CAr L" ga"rraar ltll Hap,aam,dtM;rotectyere=rrm red foods w paraeTt frr,aP 6"ar ' posAW C v;mo k JJf p Mdm by pre" rL 0 W dx L "`'V;�XId W "04 E'111" 91-1'LCh y du"Aj"av a bay' dl� Pro.wy" Id q ""wu""m""d a ""r" J.-A... To read the fidl Chu dirt ataa a*visit r e am"kc �d .r a mwa s0�Mrc"LaI aG LaCfag,tas vsmwu or ymvS waste tipa/aKm try,ardwGaaaam-aaaza�aral�� �. � z a - m pa7r@y�nA��.rr�Y:er.�Maxas�u�aaaraLr�a�_Lsra*stM�y^�a,;a_��^are, lmpu*m 935 s' P'%a e'ry,"aaa and for d yrn'oq a"M",r p,a Lk,gw,d nuOr.,idc,dla- aayq P os y;ssy nme Yrsmn co km.and kco K»he,,k t Ume art, iP:kOj IMaena eair" Office wer"a nle tl fo r u u rm 4.4.0 Adams Su ee,:+aaama d da"srrosmbk't"a¢8snsmFu�xr;^c¢nwgxusrd'Viiliir"^lyo "rtarneokrtia,urru S6'asoa9,ny ,Ihd mrfimry„Sr.SfV mars Pas oa;4�Yb�. r0 (907y 2.24,404a 5 �' tl lli«at Area the Rules? Effective Oicto,ber 1.201.9 Comph a.nce' IR,r.1esuahI h rent„ford _rdo-rsand ncirp vainders are prohibited from The d mce m appli-bllo,to.,III food anal dioOdling:plastic rainy-ou€hags to the'Ir r.t I e.t.lhl shmno t cnolandimg but mof. ctat.rrier,at the Rant of sale to Hooked to: Environmental Impact t portfn I dt • Sh.pnj,herd .eatarea,depaim—it Ps, res all food px n,u de'-to-a at.,- FoodWWaresuchas.s�traws t.nsil.s,and cups, a Vdabl.,roonp.nsibl.ov i eccalale,food • a tauramta h Ir.•eades than are not reusable or fiber-compostable ware. • Food vendors and aafztmrrau create tons of...n ahle tuash.lit negat vely import,ou t nal and cm en i-n—on h thl callyandgl b.IIIV.v ef�Y11tIC111S Diapers ble food ser„aice ware m—,all 500 ab u put n y IllIon t d p II 1 d et t th-r g t d for ons-oinp ute and on,or in, toms.of plastic straws used n the U.S.every day. v I I u t t food d WP d tlyFl packages priepared doodar wl ,I recscdt ,unnfo ds, mz,r.n�dl 71qpp��// PI t y-oG t A g nears a Leg acne ,F0 f t,aist1,,that is not"nteird II no,sulltabue for crwt nworws reuse and that is tl—A— t—and nnoe-.pvewetee mods tfuok and ins of seabirds lhave been found deslgnad to carry cuatwmer purchases from with pIsi!in their staumachs caller's lacer,,!— 'a` P iy ty f and indkidos blownrjlfM1flWig'Y P V t=y ^-d . d-turdod L// W vvfnhatf apltr p t ' I itifl,irg Ay,,no r a-dp ssedbyany rvunniterof f" it is estin3aod thert by 2050 there wall techniques lncl d"tg but not llIrrked to be more pdasticin the oceanthan fish. f n of polyrr y hs,.ilnj t---o-lding, sac iuvticnai crag,.po-r,znv f aIdliing,o i d bot r-linrtu-II..—Idng, IIIIIIIIIII4 IIIIIIIUIP � VI�u UIIjOI � IIIIIIIIII uuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuuu �I���� IIUI��UIiiUliiUliiUl� iiUliiUlii UliiUl� �iUli �UliiUl��l ��UliiUlii II ������h�t I Ilgl�l�u,�l�, ��� Noret�al1Ior1'ooii«»tib1111Is frieunitshaICof f e r f o r us e sungle»erviceardc~existhat consist of EPS inch.,AIintt CUPS, contaa'Iner¢s, Illetws,closures, trays,plates, uterrs Hs napkins;,wrapping,etc. e I�IinNry�uaNlio�rui+.11�u11111�oiiid115uI�i+.IIIIClllniiluii�llllm���l�`Illluu�la I�in�itt�nllur�1llfloiliin�ll��illoi�luunn�@�ualllllll}aliuo�Il�i�Buo��unuivllY��ll`u�iI�11�u��hu�onllllo�Inl��M�i}"n�ul��ftl�(on%flrio�io1i11�m+.l��������������������������������������������������� e Kv'PScontaineIrs used for 1pre-packaged food eiml products that have been fiHed ai°uds.e.alm;do ut eliuJet:;rdy,edtSi„°w,w;aadI Itauriort:oIre,celptIkay'tfwe>i.st:atallis6`ur"r'rerro't„ EPS contaIneu=uuse!rci tf store raw meat,laork,fish,seafood or ldearaltry, 11 llluuuull luuilomm mV Illllllllllllllllllllllallllllllllllllllll iuul1i101lIIIIIIIIII, f fill IIIIIIIIIIUIImiI Iu um llll �ll ► u>l�il@u„,� liou� u lull l �I� tp w, t 6 @ V� VIV� ��C�i�iiIII�I����ulUl�u�III�U�I��I�V IIII� III@IUl I�I�Illlll�dlll�liiuiui n@llll I�IIII I�IQ�IIII�10� �IUIIIII�II I>Il�l�ll�l��llnl ullln�lU1110�1 Rea ycl alale pal,ett bags "oranpostabte hvag Biodegradable plaskc bags pl�iiiiii !iil IIIIIIIII IIIIIIUIII I��i�iii IIIIIIII IIIIIIIIIIIIIII Illl�l�lilll � � �I���I�� � I�I�I I�IIIIII IIII�IIIIII IIIIII IIII�IIII'IIIIIII ILo f/ Finance Department The finance department has been working with public works and the contractor at GovRates for the Water/Sewer classification and rate study. We are currently waiting on our utility billing software contractor to provide us with a data dump of historical information needed to complete the study. We are expecting this to be provided to us next week. Staff has finalized the 2018 audit and provided the CAFR to all necessary granting agencies,banks,and government entities. We have also submitted a copy and an application to the GFOA Certificate of Achievement Program. Finance staff and department heads continue to compile information for the 20/21 budget. Department heads will meet with the City Manager and acting finance director next week to discuss budget requests and department needs. The budget kick-off work session on September 23rd will give administration and staff a better idea of what Council would like to see in order for us to formulate a preliminary budget document to provide to Council and the public for upcoming work sessions in October. Staff attended a grant management workshop through FEMA. City of Seward Personnel Transactions from 8/31/2019-9/13/2019 Prepared by Riley Shurtleff, City of Seward Personnel Officer Separations: Department: Date of Separation Parks and Recreation Director SPRD 8/31/2019 Finance Director SPRD 8/31/2019 Assistant City Manager City Manager 9/6/2019 New Hires: Department: Date of Hire Campground Coordinator(Promotion) SPRD 9/1/2019 Patrol Officer Recruit Police 9/4/2019 Campground Attendant SPRD 9/6/2019 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 Director of Parks and Recreation SPRD Advertising Since 8/12/2019 Finance Director Finance Advertising Since 9/9/2019 Recreation Assistant SPRD Advertising Since 9/10/2019 Available Seasonal Positions: Department: Position Status Winter Program Aide (TYC,Teen Rec SPRD Advertising Since 8/30/2019 Room, Sports & Rec at the AVTEC Gym) Winter Program Aide Trainee (TYC,Teen SPRD Advertising Since 8/30/2019 Rec Room, Sports & Rec at the AVTEC Gym) Winter Parks Maintenance Worker SPRD Advertising Since 8/30/2019 8 Harbor Report 9/23/2019 1. PACAB work session on 9-4-2019, working on budget and legislative priorities. 2. The 50 ton lifts have picked up due to the end of the season. 3. The 330 ton lifts have also picked up as vessels are coming out of the water for the season. 4. Still waiting on the as-built to close out the South Harbor Launch ramp. 5. 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. 6. We had another boat sink on 9-11 harbor crew boomed off the vessel, Storm Chasers was called and they raised the vessel and cleaned up the area. 7. Security training on September 11 for harbor crew, the training was conducted by the US Coast Guards. 8. The harbor interviewed a candidate for the senior administrative assistant position, made an offer, and she has accepted. 9. An email we received: To: Harbor Master<h _r corm ste:r4"?c t ofse.wa_rd.ne.t> Mr. Regis, My Wife and I have 2 young daughters. We enjoy walking the docks and have taken the Kenai Fjords tour. We are very impressed by your efforts to provide life-jackets for children. We make a point to teach our daughters to always wear a life jacket when on a boat or while even walking the docks. Thank you for your effort to ensure the safety of all children who frequent the harbor. Sincerely, Travis Robotkay Subject: Life Jackets 9 ©- �>� \ / � , < 10 ELECTRIC 9/23/19 Number of new Job Orders started since Jan. 1, 2019: (35) 1) At the regular scheduled PACAB meeting in August, the board chose the direction of drafting a resolution with specific changes to the City code to make the interconnection of renewable power sources easier and more affordable for customers. This resolution is scheduled to be on PACAB's regularly meeting on September I Sth 2) The Utility Manager travelled to Kalispell, Montana for the quarterly Northwest Public Power Association's board meeting. The NWPPA board approved resolutions for 2020 that affect all utilities including support for Hydropower relicensing, wildfire mitigation and regulating pole attachments for for- profit entities. 3) The electric utility crew will continue to do transmission line clearing until the end of September; at which time the excavator rental will expire. This year saw several delays and postponements due to fire and roads restrictions, but the crew did manage to clear a vital area North of Snow River. 9/23/19 Seward Community Library&Museum Director's Report NEWS AND UPDATES Thank you to Chris Crain and PBS! A big thank you to local musician Chris Crain for volunteering to provide live music before our preview screening of Country Music, a Film by Ken Burns! We thank PBS and the PBS Books program for the opportunity to bring this special preview to our community! You can still enjoy and share your favorite country song on the interactive display in the atrium. Winter Hours are back! Both Library Museum Winter Hours began September 17"and will continue through the middle of next May. The only difference is that we open our doors at 11am instead of 10 am. 2019-2020 Winters Hours September 17- May 16 Library Winter Hours Mon: 11am -6pm Tues, Wed,Thurs: 11am -8pm Fri, Sat: 11am -6pm Closed Sunday Museum Winter Hours Tues-Thurs: by advance appointment Fri-Sat: 12pm -5pm Closed Sunday& Monday Free winter admission! 11 Closures Friday, October 18—Alaska Day Change in 2019-2020 Winter Training/Work Day Closures We have changed the day of the week that we close one day a month to provide our small but mighty team the opportunity to acquire training and develop work skills, programs and services to better serve our community, from the first Thursday of the month to the first Tuesday of the month,November-May. We made this change to better meet the needs of community members who make the Library Museum a part of their day when they come into town to visit the food bank which is open only on Thursday. The Library Museum is an open, public and welcoming place for all who seek information, knowledge, access to internet, technology, and the many other resources and services that we provide. Thank you for this opportunity to serve you better! • Tuesday, Nov 5 • Tuesday, Dec 3 • Tuesday,Jan 7 • Tuesday, Feb 4 • Tuesday, March 3 • Tuesday,April 7 • Tuesday, May 5 Ongoing Hiring Efforts Full-Time Curator of Collections and Exhibits,Tues-Sat, 9:OOam-5:OOpm PROGRAMS 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. • September 21— F is for Fall • September 28—G is for Grateful • October 5—C is for Colors and Caterpillars • October 12—D is for Dinosaurs and Dump Trucks • October 19—E is for Elephants and Earthworms • October 18— F is for Family and Friends Story Time is Back! Fridays, 11-12pm Children's Room Join us for stories, songs, crafts, activities, and fun! Designed for Pre-K children and their caregivers. Adult supervision required, participation encouraged! • September 27—Welcome Fall! • October 4—C is for Colors and Caterpillars • October 11—D is for Dinosaurs and Dump Trucks • October 18— E is for Elephants and Earthworms • October 25— F is for Family and Friends Banned Book Week September 22-28 12 Library-Wide 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! Learn more about banned books at w ad..a org( dvp y/bbooks. Book Bunch is Back Wednesday,September 25 1:00—2:00 pm Community Room Better Breakfast Month This unique program for homeschooled children is planned for the elementary age level, but students of all ages and their families are invited to bring their current reads. Enjoy sharing about what we're reading, book recommendations, silly jokes and fun activities based on our monthly theme. We will also practice on laptops how to search the OPAC (Online Public Access Catalog)for the books you're looking for. Children present will select the October theme! Theme:�Better Breakfast 'Montb "qmft. Bring,pur current reds atid sillgJok s to share! /;?..;aii,, ii/iiiiiiiia .. ;iiii////i,it ,G/i%�/O%%//. i %, Wedriesvdag,September 25 /r ipf" 2m Commumtq Room 4/ LappsuwiPl berr 'iAabl "�� xry n+as, �ii�� WIMP,, � �%i rc,,. .,,✓i/%/�o,,, ,i�//,G�//Gio,,,. .,,,,.iiF, ,,,,, From Ideas to Reality: Questions Every Business and Startup Should Consider Saturday, October 12 1:00—2:30 pm Meeting Room Learn about developing a business plan (strategy) using the Business Model Canvas, discover factors to consider in developing a marketing plan, and make connections with additional resources to make your business a success! This class will be repeated on Saturday, November 23 for those who cannot attend in October. Our presenter, Elder Mills,will be volunteering his time to meet with local business owners upon request. This program is a presented in partnership with the Seward Chamber of Commerce. 13 s 'lllll11Puiuilid uli t if k IIIIII pdppVO@.II'�i�uoi ,u4 h i IN o I i6itl I I huri Community Book Club is Back! Alaska Book Week Selection: Fighter in Velvet Gloves Saturday, October 19 11:00am-12:00pm Meeting Room Fighterin Velvet Gloves, available for pick up now at the library front desk. Regular patrons may also access the eBook through the Alaska Digital Library adl.overdrive.com for FREE with their library card number and PIN. Contact us for more information. All are welcome whether you finished the book or not. Don't forget to bring a light dish to share! "No Natives or Dogs Allowed,"blared the storefront sign at Elizabeth Peratrovich, then a young Alaska Native Tlingit. The sting of those words would stay with her all her life. Years later, after becoming a seasoned fighter for equality, she would deliver her own powerful message:one that helped change Alaska and the nation forever. In 1945, Peratrovich stood before the Alaska Territorial Legislative Session and gave a powerful speech about her childhood and her experiences being treated as a second-class citizen. Her heartfelt testimony led to the passing of the landmark Alaska Anti-Discrimination Act, America's first civil rights legislation. 14 m mun' Book Club ity Meet the bravel"Hingift Woman who changed rr Ata*rka forrved r +you n From the kook PwkoC "Na N rrC�o*Allwoevdfi'"CPuti«:Won 4taerrd at the aouro ON(ru 141(Pid lyOM IWnsOMA rk€r6ku, 1Nte s lug of Cto+o,rpr vwfd'.,.,"raq�rwrk lowth rzk a&aetNi Vlerakeo wch aH ker Ift pNdey Wsr,made,her Bo;ttitu t�frnkuCdru krY¢k,kxr ,,wfi qe, � ip ruq iv 91010wofWI"'Peech V'erlirrr tr prua kF rf r roviv r p arYiC e v Ifn ISri 1 r ruuGrutk l U kt)Mur+ NBea hKrdgtmlr OaW Ow wds of er0irrt rpmnerN Nev rrtkd kmd ivu µat a qp,of Ahask,is tliaarkTvwrhs,wW- a I,October i g CAvjiminw6on Aver,Ywaruy�rvrr,dr u.rndaatu;Pe.(ovkk a @ s'111 12 f 11"N) AriV^'Wvi rl 7 rrrrrtlm'kAmr+rt!.Gyprraytb Olv kjr i wO igMg Av W 19 ava '�ec�f�a1rg k'trmcanr,r Bogor Club copies of Figilrter liar velvet Gloves are available at the Ch'C aladon Desk-just sslk! �n'r;rrariu>e h~ �r,vdutswp,>!3�N.,r<uroa�+ai reeirvrrawn�eulrwonrrGineWlAsrurnrs i,���t�,�b a'7�✓��lr?",: 7myvirirr,G, ,krGfls�A,uA rl�u'nh Alaska Book Week October 3-12,2019 Alaskans of all ages can look forward to a whole week devoted to the enjoyment of the written word. The statewide event called Alaska Book Week, organized by the Alaska Center for the Book, annually celebrates the multi-faceted ways that we all appreciate books,from readings, to panels, lectures, discussions, and youth activities. Watch for displays that feature Alaska books at the library. Learn more about Alaska Book Week at htt.p- w w Alaska_ c�okweeko_ rg(. 15 CITY w OF Hw P.O. SE WARD, L 9 - ffnrd� n��� � � � ..ou4 ,s aaGc,.(a9c�^) c:�n Fa)r(907)224-4038 CITY OF SEWARD PROCEDURE FOR,. WAIVER F PENALTY AND INTERESTFOR LATE PROPERTY TAX PAYMENTS OR'LA"TE PERSONAL PROPERTY TAX FRANGS PROCEDURE: When a taxpayer requests information al)out penalty and interest charges for late payment of:a property tax account or late filing;of a personal property tax return, the employee receiving the request should take the following steps.: • Inform the taxpayer of the reason they were assessed penalty and/car interest, i.e., late payment, late filing,or both. • Explain City of Seward policy, i.e., waivers must be approved by the City Finance Director and only in cases involving a clerical error by the City, a postal error, or an extreme non-financial. personal hardship. provide a copy of the City policy if requested. • f:f it appears that one of these situations caused the penalty and/or interest, the taxpayer should be requested to fill out y arrc;c u 5't jbi, 11 talver oj'PeB2d�l�y a Interest" standard, forra, It must . include the reason for the request and evidence supporting the claim, i.e., a letter from the postal service or verification of serious illness or death.. d 9.Letter ftom the taxpayer may be substituted for the standard form, • Taxpayers should not be encouraged to submit a request for waiver if they do not appear to meet the criteria established in the policy.. • Requests claiming a clerical error was committed by the Kenai Peninsula Borough;h ,ssessing Department, or request involving waiver of a late filing tee for personal property, should be sent to the Assessing Department. The assessor should review the request, make a recommendation and then forward the request to the finance Director, • The Finance Director will review the request and approve or-disapprove. The Finance department will send the taxpayer a letter indicating the Finance Director's decision. • Taxpayers who wish to appeal a decision ofthe Finance Director made under this policy may do so by providing a written appeal to the City Manager. Signature: Date: C1, _mW. ...._ ._.__.w.__ Scott Me�; os y l�lanage Version 2019 16 q � dim alai Incident Information : Date of Origin: Wednesday, June 5, 2019, approximately 6. Pm. Location: Approximately five mites northeast of Sterling, Alaska in the Kenai National Wildlife Refuge. Cause: Lightning strike. Wildfire Update as of September 16, 2019: pjij,, Incident Command: Type 2 Northern Rockies Incident Management Team 4 �ij,, Size: 165,085 acres Ujij,, Containment: 48% Ujij,, Personnel- 286 pjij,, Resources: Hand crews, engines, and dozers �ij,, Restrictions: TFR (temporary flight restriction) remains in place. Ground access continues to be restricted. ojii,, Hazard Mitigation continues. 18 ,,J �� s� 1Jli�i�i 11>>��J 0 r F 11 17 rpVN r r. �f h�li�l VY.I �✓ r.-✓r NN,._ r0/� go /%/i ✓�J�i�ir o '�� i a / din t✓n I 1 /IF �/i� �� ^u.�tm, �� // c� / i1DJ11%� r, '✓JVI�i,�gVrV,4 dd�uTrfro" >ai %i/iU/il f�' 100 Mellon bs rr� m!���/r'`r Slot lin ab � ,ry 75o �s ` i/i/ / � aw I"fo/ AMR I M. �v , ���^"~'m" .."" «""m"� �a i/�/rt/ 3 43 a � IZV 00-0 L- dingy, I i9IG% li✓✓t'N tr?�,,.,r,,,,�rrin%ye' I it / r ✓ / ���i ' n Q rpb � SWAN r r LAKE . ON 1~r I cn rrll, r1u� Fug a h1.nK . ^. rtiV eV Ta;rr NN RVM xrA4fY f'.RIIMRv nI"dI° M ll"I:.v1II ✓* I ita m IIrIk. c I ..- SpA 16 o ., ✓t§✓r &��Id� 4'7 ; ✓^V re a ^..r k N -ruu li X XiF UA I. �W n5r at MO Isis FM hl" 'kNI 0.N �+Ik I)N FYI 111E I IX1 19 / U E V Y FU.YXa"'.A.!K 5m.t.,� 0 R I l U,0S r . ' fir Vv, a % OWN, iu 'T% lqn„ /O%%//%/, r %/%/ � lot ld iflgl>v � WNuri/f��u / lia y GCBpo �oN 75 � � � Is 4, r%r/uti 05 ,,;o'er' � ✓ Ali, r'��6 j1d'�°��' coopef O f"YdIN"4g r/ /W, ,M�f„U i,�H'U as .� �,1✓/,r� r „ z =,/ � �/�'�," i ii � `"" i � •�`� � a' air 'CIS, ; SWAN LAKE v�r uru K.a w wr.IND S e ly I u 6 , L o u E A,VVY Su:T >c 20 IMyr R ClA ID CA PCuw➢.I R,L5 v r,y�1, b 0 s�o .,ur. i u a r u, , V.D ��J Combined Emergency Area Closure Ke,-Nmtionel Wildlife RcNge and Chugmch Na.-I Foreet dffeuhve 4r�>f mUer tg 2019 ... Ens tar � r , � star ri /JA17 r � Pipeline ' /"'J 9 Bi `Inoran j 1 r, reek Chickaloon River V j 4i k r u 4 ,I'- 1 %" Amerlgan j �{ `Peak t I°d 1a f Moose �' t �'9 xrMlw � r /�, � River141 r F C l d acn n wwi �g evfi� Pass ,rah y i( �., ,e#Ing �. Faaa�bbreak a /fir �9 .,Quartz i , y Creak : e J_ k 1 n 1„,rst�Gi"' a". r f3oundary A," .North Snore j x Russ' n h� Skilak Lake Lakes Trail �„n 77r r ppy 1 Mnrwal+ p¢ 1' MnmvrcmVgy y 4 d i�bs Sli • .., Swu i I.ake(;losrire Area P pO e€ z .^-lJ'ico rtrolled F re Edge „ ffffffffffi g free Ibrc,ak Completed me I _ i Ali IIG�f � I I� �M���I✓u�� ,if I `.�.� ,� gym" „r, i IIIII /avo/ ui r I Homer Electric's Purpose/Objective: Prepare in advance to mobilize I � u f + HEA resources on a 24/7 call-out F basis to disconnect the I I5kV , 1 transmission line in the event those lines interrupt the safe and orderly flow of fire and public traffic along the Sterling Highway. • Safety of all HEA personnel firefighters and public in the vicinity of compromised transmission line crossings. 1 J Promptly mitigate any threat to rw traffic posed by transmission lines that are sagging or on the f highway. 23 dlffll /arrlll l(fffl ffl� �f liJ� f�l ���liffffffffffffffffffi Q �� /� / /�// //D� ,.,.,,, .„!i�,.,, poi.. ///i �' / / ,, �� /. /,,..... // ///���/ � / //i,,/„ � /�///i,�/�/ // �� %/ /// //;viz �� //i� � / O/ // /% //i//�,,,. 1 ;ice /�,� /� ,, � t ,� „ ,,,,, „ , ;, /,. /, �� � �� f�r � �r�� � � � �i� „�. ” „'� ��"/f��!�i� /ilk'�rn'��J��I�����,�i�iii������, ����F�t�ii�� � ���Ji l/ii�/�tr r� �rU�,a /i/,11brti i�. r'i r� Y GI 1„ ii /f oy,�p � / 1 I �/ / ,, � ' ,M � „n ti, > ��� Y � � "� ,+ � � �% "". "" r � �R "� p, "", i' rm � o �� F �/�� Il� l� /,,,� r +rr /i, °�,� 'ar , .i %�%% ' 'i s% ` i;,,,�' N i�. �� �f�iq ����I�� ��� `tip, ;, � ��� i � i „-' / rf �� �� 11 i fir/ s � �� l i /' f�/� r � 1, i f '.. .. � '.... � �, tl �),�A'�71 � �� � " I � ��� IIIIIIIIIIIIIIII�I I� 1 I i F, f 1 � I I lll'�� alai 27 ///J��NNN iarr�iii i(ffIIJJJ�Ii� J�If IJJ�IIli�60f��(((ffi i; l i r, t �� Syr✓'�� ���r��' � ��I l /// 1 1 �� � �� '��� nor � �, %. ,,,,..,,... �o <,o,</. o o/o/„�, � o of � �,..... / ,of/,� o o ,. ..,,, / �/ loll / o _ �.... ,..�� .,,,,,,,,i ee�o/fi/ / %///// i..///// i ,.; �, % � ,.,,.,., /. <, �� ,,,oi i/. i/ l � ,.„ , of, / �, � / o �,<. ., ,, ,, �/, l o.,, ,, /� ��� ,'��>� ' (S{fr j ,w i,,, , �� ��r �%�� ^� � ��� �. �f� � �� y V ����� f /��� �� a � '�� � ( ��/ �, ���,( �,�, d��f�Jr � ��� �o�%' � r ��` , a ,��'� %„ i� `� �o� i� I �ii� of i�i o %ri /r �� //, �sii/l/%%%��j � j jo ii/i ' �l�/ ��' r r �� f/��G iii O l �� I lj 0'�^�� � �/�� � r,�or i f�// y�� � ,�� ��1 �� � !���, i � 1 ;9 ��%%i;°, � �� '�a ���iII o1��INN ��� � ���2���i� /' I(�I i r a r Offin Cooperating Agencies: US Fish and Wildlife Service, State of Alaska Division of Forestry, US Forest Service, Alaska State Parks, Kenai Peninsula Borough, Central Emergency Services, Cooper Landing Volunteer Fire Department, Alaska State Troopers, National Guard, Alaska DOT, ADF&G. f 30 rr (Iffi I�� �f II�II(If f f(f(f�If011 f IIIIIIIIIII BIRCH HORTON BITTNER& CHEROT A PROFESSIONAL CORPORATION MEMORANDUM TO: CITY COUNCIL MEMBERS MAYOR SQUIRES FROM: HOLLY C. WELLS RE: CITY ATTORNEY REPORT — AUGUST 2019 CLIENT: CITY OF SEWARD FILE NO.: 507,486.1006 DATE: SEPTEMBER 17, 2019 The following report provides the City Council with a summary of the matters worked on by the City Attorney during August of 2019. If you would like to review the invoice for August time, or any other invoice, please let the City Manager know and we will be sure to provide you a copy of the requested invoice(s). Given the attorney-client privileged nature of many of the services we provide for the City of Seward ("City"), our firm's goal is to provide a monthly report containing the information needed to fully inform Council of the nature of the legal services provided last month while protecting the City's confidential information. I supervised and oversaw all general legal services provided to the City last month. I will be in attendance at the October 14, 2019 Council meeting to answer any questions Council may have regarding this written report. 1. General Legal Counsel Services Employment The firm's labor and employment attorneys worked with management to address several personnel matters I continued working on review of current personnel policies and procedures as they relate to the existing sexual harassment Code provisions as well as general harassment and bullying prohibitions recently before Council and prepared to advise Council and the administration on revisions to relevant personnel policies. Ms. Alexander worked on grievance procedure and corresponded with City management regarding same. General Governance I conducted research regarding Council's compliance with City Charter and Code and recommended changes to local law in order to provide Council the flexibility needed to direct its appointed officers, namely the City Manager, City Attorney, and City Clerk. 00866708.DOCX 31 Our team conducted research regarding current Council policies and the Council process and procedure workgroup's scope of review. I prepared for and attended the August 12, 2019 and the September 9, 2019 City Council meetings as well as the September 9, 2019 work session regarding City anti-harassment, anti-sexual harassment, and anti-bullying laws and policies. Land Use and Planning. Our firm scribed the final Board of Adjustment decision issued by City Council sitting as the Board of Adjustment and advised the Clerk regarding the quasi-judicial process. I attended teleconferences and meetings with the City Manager, Assistant City Manager, and the Planner regarding the developer reimbursement program. Discussed ways to make this program user-friendly. Developed the application for the reimbursement program and corresponding enabling legislation. Conduct research regarding constitutional parameters of campaign signage limitations and discussions with the Clerk's office regarding these limitations. Finalize ordinance expanding the scope of Council's action under the Code to include directing the City Attorney, City Manager, and City Clerk via motion so long as the motion appears on the agenda. Total: $26,302.00 2. Public Records Our firm worked on reviewing documents responsive to a public records request to ensure the attorney-client privilege was properly preserved. Total: $697.00 3. Labor Negotiations The labor and employment team worked on employment matters raised before or by IBEW and APEA. Total: $2880.50 4. Port and Harbor Provide guidance and recommendations to Harbormaster regarding parameters of insurance and liability matters. Total: $405.00 August 2019 Attorney Report Page 2 of 3 00866708.DOCX 32 5. Summary and Analysis The majority of the Firm's legal work this month involved legislative guidance on personnel issues and policies, grievance and complaint representation and advocacy, as well as Council policies and procedures. The confidential matters our firm worked on this month will be summarized in a supplement to this report that is confidential and "attorney-client privileged." The total fees, including costs, charged will be approximately $30,891.50. 1 will be present to answer questions during the first meeting in October. August 2019 Attorney Report Page 3 of 3 00866708.DOCX 33 Sponsored by: City Attorney Wells Introduction Date: September 9, 2019 Public Hearing Date: September 23, 2019 Enactment Date: September 23, 2019 CITY OF SEWARD, ALASKA ORDINANCE 2019-015 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING SEWARD CITY CODE 2.10.045 "METHODS OF ACTION" AND SCC 2.15.010 "METHODS OF COUNCIL ACTION" TO PERMIT COUNCIL TO DIRECT THE CITY MANAGER, CITY ATTORNEY,AND CITY CLERK BY MOTION WHEREAS, Seward City Code 2.10.045 states that "[1]egislative action shall be taken by the council only by means of an ordinance or resolution;" and WHEREAS, Seward City Code 2.15.010 also states that legislative action shall only be taken by ordinances or resolution; and WHEREAS, City Council has consistently and historically directed appointed officers via motion or less formal manners during Council meetings; and WHEREAS, the term "legislative action"is not defined in the Code; and WHEREAS, it is in the City's best interest to ensure Council has the tools it needs to efficiently conduct the people's business while protecting the public's knowledge of the issues and matters before Council at any given meeting. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA HEREBY ORDAINS that: (added language is italicized, underlined, and bolded;Deleted language is w4eken Section 1. Seward City Code 2.10.045 "Methods of action" is amended to read as follows: 2.10.045 -Methods of action. A. Except as otherwise provided in this code, (Legislative action shall be taken by the council only by means of an ordinance or resolution. B. Council may direct the City Attorney, City Clerk, and/or City Manager via motion so long as motions regarding substantive directives are included on the agenda before a vote is taken on such motions. 34 CITY OF SEWARD,ALASKA ORDINANCE 2019-015 Section 2. Seward City Code 2.15.010 "Methods of council action"is amended to read as follows: 2.15.010-Methods of council action. A. Except as otherwise provided in this code, the-city council shall take legislative action only by means of'an ordinance or resolution. B. Council may direct the City Attorney, City Clerk, and/or City Manager via motion so long as motions regarding substantive directives are included on the agenda before a vote is taken on such motions. Section 3. This ordinance shall become effective ten(10) days following approval. ENACTED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA this 23'd day of September, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Sea]) 35 Agenda Statement Meeting Date: September 9, 2019 ' To: City Council Through: City Manager Scott Meszaros r From: Holly Wells, City Attorney Agenda Item: Ordinance 2019-015,Methods of Council Action Revised BACKGROUND & USTIFICATION: The Seward City Council traditionally acts via ordinances, resolutions, motions, and directives. However, the Seward City Code requires all"legislative action"to occur via ordinance or resolution. In recent months, Council members, the Mayor, and the City Clerk have worked diligently to ensure that substantive discussion items are placed on the agenda in a way that ensures the public and all Council members have notice and a written action item to revise, adopt or reject. However,Council often needs to direct the City Manager,City Clerk,and/or City Attorney to draft ordinances, resolutions or policies that reflect Council's goals. While this type of direction may require Council legislative action, it would be unduly restrictive and inefficient to require such action take place via ordinance or resolution. INTENT: The intent of Ordinance 2019-015 is to permit Council to direct the City Manager, City Clerk, and the City Attorney via motion so long as motions on substantive matters are included on the agenda. By including substantive motions on the agenda, Council ensures members of the public have notice of any substantive direction Council may give at a meeting while giving Council the fluidity it needs to govern efficiently. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): X 2. Strategic Plan (doctinient source here): X 3_ Other(list): 00848484.DOM 36 FISCAL NOTE: There are no financial implications associated with this agenda item. Approved by Finance Department• ,I ATTORNEY REVIEW: Yes X No Not Applicable mmmµ RECOMMENDATION: The Administration recommends approval of the Ordinance. 00848484.EOM 37 Agenda Statement Supplement: Document Source References Meeting Date: September 9, 2019 To: City Council Through: City Manager Scott Meszaros From: Holly Wells, City Attorney Agenda Item: 2019-015: Methods of Council Action Revised Introduction Seward City Council includes an Agenda Statement with each City Council regular meeting agenda item to ensure that the public has knowledge of the background and the intent of the legislative actions before Council at regular meetings. Included within the statement is a "Consistency Checklist" to ensure that all proposed ordinances and resolutions comply with the governing documents of the City. While the Agenda Statement for Ordinance 2019-015 confirmed the Ordinance was consistent with the Seward Comprehensive Plan and its Strategic Plan, it did not identify specific "document sources" on which the confirmation was based. Accordingly, this Agenda Statement Supplement identifies specific "document sources." Seward Comprehensive Plan and Strategic Plan Sources 2030 Seward Comprehensive Plan Section 2.2.8, which states the City of Seward "value[s] an open, responsive city government based on a high level of citizen input and community involvement." (See 2030 Seward Comprehensive Plan, Vol. 1,p. I-9). Section 2.2.8 of the Comprehensive Plan also requires the City to "[c]ontinue to review and update the city code." Similarly, the Seward Strategic Plan "Mission Statement," states, in part, that the "mission of the City of Seward government is to provide quality leadership..." and "operate efficiently." The Strategic Plan lists as an objective: "[m]ake every effort to involve the entire community in decision making processes." of the Strategic Plan, which requires the City to "make every effort to involve the entire community in the decision-making process." This supplement statement was reviewed by the City Attorney. 00848484.DOCX 38 �n MEMORANDUM Date: September 23, 2019 To: City Council From: Brenda Ballou, City Clerk RE: Ordinance 2019-014 The City Clerk is requesting that this ordinance be pulled from tonight's agenda. At the September 9, 2019 work session, council reviewed the ordinance with the city attorney, and decided to have the City Council Policy Work Group draft new and/or revise existing policies as they relate to this ordinance. Once the Policy Work Group completes their work, the policies will come back to council in the form of one or more resolutions. At that time, this ordinance will come back for introduction. 39 Sponsored by: Meszaros Introduction Date: August 12, 2019 Introduction Postponed: August 12, 2019 Work Session: September 9, 2019 Introduction Date: September 23, 2019 Public Hearing Date: October 14, 2019 Enactment Date: October 14, 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 b ; Additions are Bold Underlined Italics.) 3.75.010. - Sexual hHarassment and BullyinZ-prohibited. (a) Sexunl hnrnssment is uninwful nnd viointes eity poliey. City employees, officials or agents shall not subiect any person No employee should be subjeet to unsoliefted Rind to harassment while representinZ 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 hair.,ssm eut does not Fefe 40 CITY OF SEWARD,ALASKA ORDINANCE 2019-014 prohibited.that is not weleome and that is personally offensive, interferes with effeetiveness, or- er-eates This ineludes, but is not limited to, repeated offensive sexual Mirtations, advanees or propositions, eontinued or repeated verbal abuse of a sexual nature, giraphie oir degrading veirbal eomments about an individual oir that individual!* appeairanee, the display of sexually suggestive objeets or pietures, or any offensive o.r (cb) No person suhiect to this section individual should imply to another person aft 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,ee* 4& &f e,,.,r',.y„, ea-t Any such actions are a violation of this section and subject to punishment up to and including termination of employment or services. (ds) An employee Any person who believes the/she has been subjected to sexuai harassment or bullying w intimidation on the Honprohihited under this section or the policies adopted under this section may rust file a complaint with bfing this to the immediate aRe-ntien of eithe> 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 he available at the Clerk's office and on the City wehsite. Filing instructions shall he included on the complaint form. All properly filed suehrcomplaints will be 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! Ci shall not be retaliated against any person for "eeause they have made bringing a complaints of s€ 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 he adopted and may he amended upon City Council approval. All policies shall he posted in accordance with federal, state, and local law, and shall be made available on the City wehsite. 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 14'h day of October, 2019. 41 ,, 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 42 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. 43 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 44 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. 45 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 46 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. 47 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) 48 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-080 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH HAMILTON CONSTRUCTION FOR CONSTRUCTION SERVICES FOR THE DECEMBER 4, 2017 SEWARD STORM SURGE DAMAGE REPAIRS PROJECT, AND APPROPRIATING FUNDS WHEREAS, on December 4, 2017, a winter storm event that combined an ocean storm surge, exceptionally high winds, and high tides causing extensive shoreline erosion damages along the Lowell Point Road, and the Alaska SeaLife Center seawall; and WHEREAS, the City Manager declared an emergency disaster for the Storm Surge Damage; and WHEREAS, City Council passed Resolution 2017-091 to support the declaration; and WHEREAS, the Kenai Peninsula Borough Mayor, the State of Alaska Governor, and the President of the United States all signed disaster declarations for this event; and WHEREAS, those declarations enabled the City to qualify for damage repair funding from the Alaska Division of Homeland Security and Emergency Management (DHS&EM), and Federal Emergency Management Agency (FEMA) for assistance for damages; and WHEREAS, the City will be reimbursed for disaster-related construction services from FEMA at (75%), and DHS&EM (25%); and WHEREAS, a bid for construction was advertised and completed, resulting in five bid submissions from very experienced firms; and WHEREAS, on August 30, 2019, the submitted bids were opened publicly and properly recorded; and WHEREAS, Hamilton Construction, based on their low bid of $2,446,157.20, was selected and sent a "letter of intent to award' pending City Council approval. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: 49 CITY OF SEWARD,ALASKA RESOLUTION 2019-080 Section 1. The City Manager is hereby authorized to accept grant funds in the total amount of$3,422,820.20 for the purpose of repairing storm surge damage to Lowell Point Road and the Seawall, and to take all actions necessary to accept the Storm Surge grant. Section 2. Grant Funds from FEMA and the State of Alaska Department of Homeland Security Funding are hereby accepted for the Lowell Point Road Repair Project (Category C) in the total amount of $1,850,408.20 as follows: 1) $1,387,806.15 is hereby accepted to federal grant account no. 70051-0000-4251 related to Lowell Point Road Repairs, representing 75% of the total project funding for the Road Repairs Project; 2) $ 462,602.05 is hereby accepted to state grant account no. 70051-0000-4252 related to Lowell Point Road Repairs, representing 25% of the total project funding for the Road Repairs Project. Section 3. Grant Funds from FEMA and the State of Alaska Department of Homeland Security Funding are hereby accepted for the Seawall Repairs Project (Category D) in the total amount of$1,572,412 as follows: 1) $1,179,309 is hereby accepted to federal grant account no. 70052-0000-4251 related to the Seawall Repairs project, representing 75% of the total project funding for the Seawall Project; 2) $393,103 is hereby accepted to state grant account no. 70052- 0000-4252 related to the Seawall Repairs project, representing 25% of the total project funding for the Seawall Project. Section 4. The City Manager is hereby authorized to enter into a contract with Hamilton Construction, Inc. in an amount not to exceed $2,446,157.20 for repairs to both the Seawall and Lowell Point Road, in substantial form as attached hereto. Section 5. Funding is hereby appropriated as follows: 1) $1,123,764.62, representing 45.94% of the contract price, for repairs to the Seawall, to contracted services account no. 70052-0000-7009; and 2) $1,322,392.58, representing 54.06% of the contract price, to contracted services account no. 70051-0000-7009 for repairs to Lowell Point Road. If funding allows, the administration may request a future appropriation to complete additional work included within the request for proposal Additive Alternate scope of work. Section 6. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of September, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor 50 Agenda Statement Meeting Date: September 9, 2019 To: City Council From: Scott Meszaros, City Manager Agenda Item: December 2017 Storm Surge Repair Construction Contract BACKGROUND & JUSTIFICATION: On December 4, 2017 the City of Seward City Manager declared a disaster after experiencing a powerful storm surge that badly eroded the coastline along the Sea Life Center and Lowell Point Road. The Kenai Peninsula Borough followed with a declaration and soon thereafter the Governor of the State of Alaska followed. About six months later the President of the United States signed a Federal Declaration.Thus,the storm surge qualified for both State and Federal Disaster funding. The project is under FEMA guidelines for repairs to pre-disaster condition with a possibility of some mitigation funding. The cost reimbursement is 75% Federal funds and 25% State funds. A bid for construction was advertised and completed. We received bids from five very experienced firms. Hamilton Construction, based on their low bid of$2,446,157.20,was selected and sent a"letter of intent to award"pending City Council approval. Bid submissions received for the December 2017 Storm Surge Repair Construction Contract are as follows: Kiewit Infrastructure West Company $7,232,625 Granite Construction Company 41 $3,795,900 Granite Construction Company#2 $3,735,900 Tutka General Contractor $3,364,495 Brice, Inc $3,342,165 Hamilton Construction $2,446,157.20 INTENT To authorize the City Manager to enter into an agreement with Hamilton Construction for Construction of the Seward Storm Surge Damage Repair project. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan 2.2.12.1 -Traffic Management l. 3.4.1 Provide safe and efficient vehicular transportation X 3.8.1 Promote community safety from natural disasters through mitigation measures 2 Strategic Plan X Provide safe and efficient vehicular transportation 51 1:3.] Other X FISCAL NOTE: This contract is I00% grant funded. Approved by Finance Department: ATTORNEY REVIEW: Yes X No RECOMMENDATION: pp Recommend approval of Resolution 20I9- „ authorizing the city manager to enter into an agreement with Hamilton Construction Inc. for Lowell Point Road Storm Surge damage repair. 52 CITY OF SEWARD Main Office(907)224-405O Po kv(907)224-3338 RO. BOX 167 Harbor(907)224-3138 SMARD, ALASKA 9?664,0167 a Fire(907)224-3446 City Clwk(907)2244046 Commurdty Deveoment(907)2244049 Willies(907)224-40SO Fax(907)2244038 NOTICE OF INTENT TO AWARD Dear Hamilton Construction, On behalf of the City of Seward,I am pleased to inform you that based on the City's recent Request for Bids for the City of Seward 2017 to Surge Repair Construction ContracL, we intend to award the contract to Hamilton Construction upon City Council approval. Please provide a draft contract for our attorney to review at your earliest convenience. We will need to have a contract signed by September 2' in order to make it on the September 9* regular City Council Meeting Agenda. If you have any questions, please do not hesitate to contact me at (907) 224-4020 or hhLckok(&cayot`§ewardstet. We look forward to woddng with your firm. Regar&, B Hickok Assistant City Manager 53 SECTION 300-BID CITY OF SEWARD,ALASKA 2017 Seward Storm Surge Damage Repairs BED NAME: Hamilton Construction, LLC ADDRESS. PO Box 648 Sk ,�AK 9984O����� In compliance with your Invitation For Bids dated ..26M2!1St 1 the Undersigned proposes to furnish all equipment, material and labor required to complete the above project by Novem,hajL 2019. The Undersigned hereby agrees to execute the said contract as directed or such her time as may be allowed in writing by the Contracting Officer after receiving notification of the acceptance of this bid,and it is hereby mutually understood and agreed that in case the Undersigned does not, the said Contracting Officer may proceed to award the contract to others. The Undersigned acknowledges receipt of the following addenda to the Bid Documents(give number and date of each). ADDENDA DATE ISSUED ADDENDA DATE ISSUED Addendum No. I ust 6, 2019 a QDW MM 5 Gi'u4a 0-&-za I q Addendum No. 2 August 14, 2019 5 no rt'W(kWV 0AA0 JA,5t ZAP, V The Undersigned has read the foregoing bid and hereby agrees to the conditions stated therein by affixing his signature below: Bidding pany amilton '.onstruction., C Jeff Ha mi Ito n,,..,man,ggjgg_MgM§g Signatui 7, Title 30862 12/31/2020 ——------------------ Contractor's License Number Expires Hamilton Construction, LLC-- . ..........-'- usincss Address Telephone PO Box 648 ....................................... §"a y1y, AK 99840 2017 SEWARD STORM SURGE BED DAMAGE REPAIRS Page 00300-1 54 SECTION 00310-BED SCHEDULE BED SCHEDULE A-LOWELL POINT ROAD Pay Item Approximate Unit Price Amount No. Pay Item Description Pity Unit Quantity Dollars& Dollars& Cents Cents 1505.1 Mobilization LS All Req'd 2--L4. 1580.1 Protected Species Observer LS All Req'd g7,000.0 2201.1 Clearing and Grubbing LS All Req'd 2-1, -I-C;0.00 Z1,30-00 2202.1 Excavation and Di§Rosal CY 6,150 Gil-S-00-00 2204.1 Base Course,Grading D-1 TON 6,175 43,00 2.6,9,925,00 2205.1 Filter Rock CY 2,285 L47-.00 qar 910.90 2205.2 Riprap,Class IV CY 13,560 %3.01 1 1'26 4 A 2206.1 Armor Rock LS All Req'd 10,17s.00 12.5' 00 2206.2 Reclaimed Armor Rock EA 200 100,00 -10, 000,00 Calcium Chloride for Dust 2210.1 Control TON 1 13.5 1 11500.00 1-1017-50.0--- 1 2702.1 Construction Surveying LS All Req'd ]AW0.00 TOTAL BED SCHEDULE A AMOUNT IN FIGURES: $ G (I Lj !2j 0 TOTAL BED SCHEDULE A AMOUNT IN WORDS: Two n I 1-,o j3 one k Wad rrtA n;al-tA -PV-t--bacusarict Pa du -n*vc +weA4-vA fu"ai j 2017 SEWARD STORM SURGE BED SCHEDULE DAMAGE REPAIRS Page 00310-1 SECTION 00310-BED SCHEDULE BED SCHEDULE B-SEALDFE CENTER Pay Item Approximate Unit Price Amount No. Pay Item Description Pay Unit Quantity Dollars& Dollars& Cents, Cents 1505.1 Mobilization LS All Reg'd 7-C11-1qn.60 19.1 1580.1 Protected S ecies Observer LS n --L3A00'00 2060.1 Demolition and Dis osal LS All Req'd 1-1 195a.09 504-0 i 2201.1 -24120-0- �OO 2205.1 Filter Rock CY 40 2205.2 �gY I,440 110 .00 2702.1 Construction Serve ing LS All Reg'd ?2 3301.1 Concrete Fill LS t All.R;qd _LSA�. d 00 TOTAL BID SCHEDULE B AMOUNT IN FIGURES:S Z ti Q 0 TOTAL BED SCHEDULE B AMOUNT IN WORDS: LLJO InlAnArtA E,"1,C4-!4'-0vje +kg�.16oj,,c ant Igunjrec 2017 SEWARD STORM SURGE BID SCHEDULE DAMAGE REPAIRS(AD 56 Page 00310-2 SECTION 00310-BID SCHEDULE BED SCHEDULE C—LOWELL POINT ROAD ENHANCEMENTS(ADDITIVE ALTERNATE NO. 1) Pay Item Approximate Unit Price Amount No. Pay Item Description Pay Unit Quantity Dollars& Dollars& Cents Cents 1505.1 Mobilization LS All Req'd zqlano-00 Z&000-00 2202.1 Excavation and Disposal CY 475 lso 2204.2 Selected Material,Type A TON 18,140 13-03 M369.20 2205.1 Filter Rock CY 1,060 91,00 44 ,520.00 2205.2 Riprap,Class IV CY 13,750 Gq 13LI 1 953092.9, 2702.1 Construction Surveying LS All Req'd 5100-on TOTAL BED SCHEDULE C AMOUNT IN FIGURES: S 1121-7 9q(,o,70 TOTAL BED SCHEDULE C AMOUNT IN WORDS: nw- rnM,on 4gA)a \1unArrd o,,e)4-LA- Scac-vi lbo,&6an_ ni-ne- h(A- SCA/,C,+�� cavv4s 2017 SEWARD STORM SURGE BID SCHEDULE DAMAGE REPAIRS 4A'D. "#�4 57 Page 00310-3 SECTION 00310-BID SCHEDULE BID SUMMARY AND AUTHORIZATION TOTAL BASE BED (SUM OF BID SCHEDULE A&B) AMOUNT IN FIG URES: s 7-, L4 LA 5-1 ,10 TOTAL BASE BID (SUM OF BID SCHEDULE A& B) AMOUNT IN WORDS: Two =cgvr 'hwadad P:arviAz sip a ha,&KeL,-iJ Qna 6,Aad mrj E;f-+M::5evetj +wtKAI ccst TOTAL ADDITIVE ALTERNATE NO. 1 (BID SCHEDULE Q AMOUNT IN FIGURES: S -9 C-A (0 0 TOTAL ADDITIVE ALTERNATE NO. I (BED SCHEDULE Q AMOUNT IN WORDS: Qnj The undersigned represents(check appropriate boxes)that he/she operates as an Individual, Joint Venture, Partnership,or Corporation, incorporated in the State of,__________ ___ BIDDER:— - Company(Print) 11 1 07'Ci'vy', Authorized preMK uthorize rMK Authorized Represdritative(Signature) k Legsq�" Title(Print) -' --tc Date z- Telephone CORPORATE SEAL(If Corporation) 2017 SEWARD STORM SURGE BID SCHEDULE DAMAGE REPAIRS (A00 58 Page 003104 SECTION 00320-BID BOND CITY OF SEWARD P.O. BOX 167 SEWARD,ALASKA 99664 BED BOND DATE BOND EXECUTED August 29,2019 PRINCIPAL(Legal name and business address) TYPE OF ORGANIZATION Hamilton Construction, LLC [ ]Individual Partnership PO Box 648 [ ]Joint Venture Corporation Skagway,AK 99840 SURETY(IES)(Name and business address) Berkley Insurance Company 475 Steamboat Road 11.--'.-'------------- ........... Greenwich, CT 06830 PENAL SUM OF BOND Five Percent(5%)of Amount Bid ,GATE OFBID August2g, 2019 NOW,THEREFORE, (a) If said Bid shall be rejected,or in the alternate, (b) If said Bid shall be accepted and the Principal shall execute and deliver a contract in the Form of Contract attached hereto (properly completed in accordance with said Bid)and shall furnish a bond for his faithful performance of said contract, and for the payment of all persons performing labor or furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said Bid, then this obligation shall be void, otherwise the same shall remain in force and effect, it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall in no event, exceed the penal amount of this obligation as herein stated. The Surety, for value received, hereby stipulates and agrees that the obligations of said Surety and its bond shall be in no way impaired or affected any extension of the time within which the Owner may accept such Bid: and said Surety does hereby waive notice of any such extension. IN WITNESS WHEREOF,the Principal and the Surety have hereunto set their hands and seals,and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be siped by their proper officers, the day and year first set forth above. Ha;mll ,Co fion, Berkley Insurance Company Pri ipal Surety—p& (Seal) 2017 SEW ARD STORM SURGE BID BOND DAMAGE REPAIRS Page 00320-1 59 POWER OF ATTORNEY" BERKLEY INSURANCE COMPANY WIILMINGTON,DELAWARE NOTICE: The warning found elsewhere in this Power of Attorney affects the validity thereof. Please review carefully. KNOW ALL MEN BY THESE PRESENTS, that BERKLEY INSURANCE COMPANY (the "Company'), a corporation duly organized and existing under the laws of the State of Delaware,having its principal office in Greenwich,CT,has Trade,constituted and appointed, and does by these presents make constitute and appoint: Holly E. Ulfers;Roxuna Palacias; liiatharine Janelle ." Snider; John Drummey, Jr.; Scott C, Alderman; Kathleen Af. Mitchell, .Debbie A. Lindstrom; Peggy A. F"1rxh, Timothy S. ` Buhile;Jamie Stroh;Branldi Nicole Helnbaugh;or Amber Engel of Kibble&Prentice Holding Company dba USI Insurance -gw Services Northwest rr,,}"'Seattle, WA its true and lawful Attorney-in-Fact,to sign its name as surety only as delineated below and to execute, seal, acknowledge and deliver any and all bonds and undertakings, with the exception of Financial Guaranty Insurance, providing that no single obligation shall exceed Fifty Million and 00/100 U.S.Dollars (U.S.$SO,000,000. 0),to the same extent as if such bonds had been duly executed and acknowledged by the regularly elected officers of the Company at its principal office µ d in their own proper persons. °m This Power of Attorney shall be construed and enforced in accordance with, and governed by, the laws of the State of Delaware, without giving effect to the principles of conflicts of laws thereof, This Power of Attorney is granted pursuant to the following . resolutions which were duly and validly adopted at a meeting of the Board of Directors of the Company held on January 25,2010:. sP ty y erkley Surety, the Chairman of the Board, Chief C7LVED that, with respect to the Sure business written b l3 mm: Executive Officer, President or any Vice President of the Company,, in conjunction with the Secretary or any Assistant Secretary are hereby authorized to execute powers of attorney authorizing and qualifying the attorney-in-fact named therein to execute bonds, undertakings, recognizances, or other suretyship obligations on behalf of the Company, and to affix the corporate seal of the Company to powers of attorney executed pursuant hereto; and said officers may remove any such &mm w attorney-in-fact and revoke any power of attorney previouslygranted;and further RESOLVED,that such power of attorney limits the acts of those named therein to the bonds, undertakings,recognizances, or other suretyship obligations specifically named therein, and they have no authority to bind the Company except in the m:^ manner and to the extent therein stated;and further - y„ RESOLVED, that such power of attorney revokes all previous powers issued on behalf of the attorney-in-fact named;, and further RESOLVED, that the signature of any authorized officer and the seal of the Company may be affixed by facsimile to any power of attorney or certification thereof authorizing the execution and delivery of any bond,undertaking,recognizance, or e: . m other suretyship obligation of'the Company; and such signature and seal when so used shall have the same force and effect as �wpw. though manually affixed. The Company may continue to use for the purposes herein stated the facsimile signature of any person or persons who shall have been such officer or officers of the Company, notwithstanding the fact that they may have ceased to be such at the time when such instruments shall be issued. x IN WITNESS WHEREOF, the Corn 9&y has caused these presents to be signed and attested by its appropriate officers and its 15 corporate—seal hereunto affix this l day of 1 Attest Berl Insurance Company w (Seal) By 13y ; I .Lederman � Je after a` Executive Vice President&Secretary Se i e sident WARNING:THIS POWER,INVALID IF NOT PRIINTED ON BLUE"BERKLEY"SECURITY PAPER. STATE OF CONNE+CTICUT) COUNTY OF FA IRFIELD ) r+E Sworn to before me, a Notary Public in the State of Connecticut, this kl day!of _, ' , by Its S. Ledennan lj and Jeffrey M. llaRer who are sworn to me to be the Executive Vice President Secretary, and t>q Senior Vice President, respectively,or Berkley Insurance Company, 0ARIA C riura M NOTARY PURI IC CO NdECTICU'r rltrCIs�s a <pIRES —AAA State o Connw°eticut 's CERTIFICATE I,the undersigned,Assistant Secretary of BERKLEY INSURANCE COMPANY,DO HEREBY CERTIFY that-the foregoing is a " true correct,and complete i P copy of the original Power of Attorney;that said Power of Attorney,has not been revoked or rescinded and,that the authority of the Attorney-in-Fact set forth therein, who executed the bond or un 9—which. this Power of Ammey is at`.ached,is in full farce and effect as of this date, Given under my hand and seal of the Company,this ° day of, � (Seal) 60 Vincent Forte SECTION 00360-STATEMENT OF QUALIFICATIONS BIDDING & CONTRACT REQUIREMENTS This form will be the basis of establishing the qualifications of the Construction Team for undertaking a construction project for the City of Seward. This questionnaire forms a part of the bid and failure to submit is a basis for rejection of the: bid. If space for answering questions is insufficient,attachments are permitted. 1. 9GENERAL Legal Name and Address of Bidding Organization: Hamilton Construction, LLC PO Box 648 Skagway, AK 99840 b. Name, title,and telephone number of Bidder's representative for project: Jeff Hamilton, managing member (907) 983-2702 c. Organization Status(Check One):* - Corporation, _ Partnership,or Individual d, If Organization is a Corporation: "None: Limited Liability Company Date of Incorporation: State in which Incorporated: Principal Officers: Name: Title: Date Assumed Position 2. EMAN-CIAL a. Have you ever failed to complete a contract due to insufficient resources? Yes- No X If yes,explain: 2017 SEWARD STORM SURGE STATEMENT OF QUALIFICATIONS DAMAGE REPAEP.S Page 00360-1 61 SECTION 3 -STATEMENT C S b. Describe any arrangements you have made,to finance this work.- E . a. Describe:in detail the equipment you have available for this work. ITEM QUAN. MAKE MODELSI /C C PRESENT MARKET 1 t chi 470LC-3,670LC 5,87OLC-6 3.3y+3,4.2m3,6.1in2 $1,500,000.00 Rock Drill 2 Aflas Copco ECM 590 $250,000.00 Rock Truck 2 Volvo A40 2 .5y3 $330,000.00 Side L7 4SrnithCo 23 3 $200,000.00 Loader 2 Volvo L250 5.1-10.2 I/min $400,000.00 C C Quarry ' g 100-950 $250,000.00 b, Do you understand that if you are warded this contract,you may be required to use some or all of the equipment listed above on the work covered by this contract? S C. Do you propose to purchase any equipment for use on this project? Yes No If yes,describe type,quantity,and approximate cast: We own and wi.1l mobilize our o d. Do you propose to rent any equipment for this work? Yes No X If yes,describe type and quantity: e. Is your proposal based n firm offers for all materials necessary for this project? Yes No f Do you intend to subcontract any of the work contained in this project? Yes X No If yes,describe: 7 SEWARD STORM SURGE STATEMENT OF QUALMCATIONS, Page!DAMAGE REPAIRS 0- 62 SECTION 00360-STATEMENT OF QUALIFICATIONS Construction surveying, rock placement 4. EXPERIENCE a. Have you had previous construction contracts or subcontracts with the City of Seward? Yes X No Describe the most recent or current contract completion date,and scope of work: Seward South Harbor Boat Launch Renovation, completion date 08/04/19 Replace the existing concrete boat launch and floats with a new concrete ramp and timber boarding floats supported 01 new galvanized_steel pi pe b. List, as an attachment to this questionnaire,other construction projects you have completed;the dates of completion, scope of work, and total contract amount, for each project completed in the past 12 months. C. List any projects you have failed to complete per the specifications within the contractual timeline. Include an explanation for the missed deadline. Seward South Harbor Boat Launch Renovation, long procurement lead times EM L SUPPLIERS List below all Subcontractors and major material suppliers. This listing does not fulfill the requirements of paragraph 6,13.1 of the General Conditions of the Construction Contract and award of a contract does not constitute approval of the Subcontractors. Name/address Subcontractor/Material Supplier Specialty I All Points North, Palmer AK Subcontractor Construction surveying 2. Polar Supply, Anchorage AK Material Supplier Material supply 3. Metco Inc, Seward AK Subcontractor& Material supplier Concrete/gravel 4. 2017 SEWARD STORM SURGE STATEMENT OF QUALIFICATIONS DAMAGE REPAIRS Page 00360-3 63 SECTION 00360-STATEMENT OF QUALIFICATIONS Dated at--.Skaaway, Alaska ,this 26th day of August ,2019 I hereby certify that the above statements are true and complete. Hamilton Construction, LLC Name of Contractor m Jeff Hamilton, managing member Sig t e Title of Person Signing 07 SEWARD STORM SURGE STATEMENT OF QUALIFICATIONS DAMAOE REPAIRS Page 00360 4 64 TON CONSTRUCTION, Lli.k."111 Hamilton Construction Company Resume, COMPLEINED PE PROUS AUGUST 26, 2019 August 2018 -August 2019 Seward South Harbor Boat Launch Renovation Completion date:08/04/2019 Replace the existing concrete boat launch and floats with a new concrete ramp and timber boarding floats supported by new galvanized steel pipe.The associated scope Includes demolition and disposal of the existing ramp, cast-place-concrete slabs and abutments,pre-cast concrete panels,timber boarding floats, fendering,galvanized steel pipe, riprap revetment,excavation,embankment,storm drain,asphalt paving, bollards, public and private utility relocations,diving inspections,and other miscellaneous improvements. Elements of the scope require in-water work. Contract amount:$2,313,154.80 Seward Breakwater(SMIC Harbor Improvements Phase 1) Completion date:05/20/2019 Construct a new 1,009' rubble mound breakwater structure to extend the northerly end of the existing breakwater structure. The breakwater provides the SMIC basin with Improved protection from swell and wake action, thereby Improving the functionality and capacity of the SMIC harbor for maritlme operations. Contract amount:$15,032,101.80 2018 DOT Highway&Maintenance Sand Completion date: 10/01/2018 Produce and deliver 3,000cy of spec 1 highway maintenance sand to AK DOT&PF Skagway maintenance yard for stockpile. Contract amount:$154,800.00 Old Harbor Aggregate Processing Completion date:08/01/2018 Provide an experienced operator/foreman and all necessary equipment to run and oversee crushing operations in Old Harbor,Alaska. Contract amount: NTE$50,000.00 CL 65 14CL a P.O. Box 648 Skagway,Alaska 99840 p Tele: (907)983.2702 11 I?= (907)983A865 CERTIFICATIONS AND REPRESENTATIONS (GRANT FUNDS) 1.BYRD ANTI-LOBBYING AMENDMENT COMPLIANCE AND CERTIFICATION for all orders above the limit prescribed In 2 CI R 215,Appendix A,Section 7(currently 100, d ),the Offeror must complete and sign the following: The following certification and disclosure regarding payments to Influence certain federal transactions are made per the provisions contained In OMB Circular A-110 and 31 U.S.C.1352,the"Byrd Anti-Lobbying Amendment' The offeror,by signing its offer,hereby certifies to the best of his or her knowledge and belief that: No Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to Influence an officer or employee of any agency,a Member of Congress,an officer or employee of Congress,or an employee of a Member of Congress on his or her behalf In connection with the awarding of any Federal contract,the making of any Federal grant,the making of any Federal loan,the entering Into of any cooperative agreement,and the extension,continuation,renewal,amendment or modiflcation of any Federal contract, grant,loan,or cooperative agreement, If any funds other than Federal appropriated funds(including proflt or fee received under a covered Federal transaction)have been paid,or will be paid,to any person for influencing or attempting to Influence an officer or employee of any agency,a Member of Congress,an officer or employee of Congress,or an employee of a Member of Congress on his or her behalf in connection with this solicitation,the offeror shall complete and submit,with Its offer,OMB standard form LLL,Disclosure of Lobbying Activities,to the Contracting Officer;and He or she will Include the language of this certification In all subcontract awards at any tier and require that all recipients of subcontract awards in excess of$100,000 shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance Is placed when this transaction was made or entered into.Submission of this certiflcation and disclosure is a prerequisite for making or entering into this contract imposed by section 1352,title 31,United States Code.Any person making an expenditure prohibited under this provision or who falls to file or amend the disclosure form to a filed or amended by this provision,shall be subject to a civil penalty of not less than$;, Hton' and n re than$1, for each such failure. SIGNATURE: aCOMPANY NAME: instruction, L DATE: 08/26/2019 66 MOM 0 rsco I to —r s a 1 � Z f qj -r P tTj g r 0 vs .IF ° r►s �s r* '` Zhl y� to �e to � , ►� J r G cs Cr is h � " . N m ems► :�- "`" q, rs J � * 4A Of i � f f _ lei. s IrN c gloom Room Sponsored by: Meszaros Substitute: September 23, 2019 CITY OF SEWARD,ALASKA RESOLUTION 2019-080 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH HAMILTON CONSTRUCTION FOR CONSTRUCTION SERVICES FOR THE DECEMBER 4, 2017 SEWARD STORM SURGE DAMAGE REPAIRS PROJECT, AND APPROPRIATING FUNDS WHEREAS, on December 4, 2017, a winter storm event that combined an ocean storm surge, exceptionally high winds, and high tides causing extensive shoreline erosion damages along the Lowell Point Road, and the Alaska SeaLife Center seawall; and WHEREAS, the City Manager declared an emergency disaster for the Storm Surge Damage; and WHEREAS, City Council passed Resolution 2017-091 to support the declaration; and WHEREAS, the Kenai Peninsula Borough Mayor, the State of Alaska Governor, and the President of the United States all signed disaster declarations for this event; and WHEREAS, those declarations enabled the City to qualify for damage repair funding from the Alaska Division of Homeland Security and Emergency Management (DHS&EM), and Federal Emergency Management Agency (FEMA) for assistance for damages; and WHEREAS, the City will be reimbursed for disaster-related construction services from FEMA at (75%), and DHS&EM (25%); and WHEREAS, a bid for construction was advertised and completed, resulting in five bid submissions from very experienced firms; and WHEREAS, on August 30, 2019, the submitted bids were opened publicly and properly recorded; and WHEREAS, Hamilton Construction, based on their low bid of $2,446,157.20 and Additive Alternate bid of $1,297,996.70 for mitigation for a total of $3,744,153.90, was selected and sent a "letter of intent to award' pending City Council approval. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: 68 CITY OF SEWARD,ALASKA RESOLUTION 2019-080 Substitute Section 1. The City Manager is hereby authorized to enter into a contract with Hamilton Construction, Inc. in an amount not to exceed $3,744,153.90 for repairs to both the seawall and Lowell Point Road, in substantial form as attached hereto. Section 2. Funding is hereby appropriated as follows: 1) $251,108 for repairs to the seawall, to contracted services account no. 70052-0000-7009; and 2) $3,493,045.90 to contracted services account no. 70051-0000-7009 for repairs and mitigation to Lowell Point Road. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of September, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 69 Agenda Statement Meeting Date: September 23, 2019. To: City Council16 Through: Scott Meszaros, City Manager From: Doug Schoessler, Public Works Director Agenda Item: December 2017 Storm Surge Repair Construction Contract BACKGROUND & JUSTIFICATION: On December 4,2017 the City of Seward City Manager declared a disaster after experiencing a powerful storm surge that badly eroded the coastline along the Sea Life Center and Lowell Point Road. The Kenai Peninsula Borough followed with a declaration and soon thereafter the Governor of the State of Alaska followed. About six months later the President of the United States signed a Federal Declaration.Thus,the storm surge qualified for both State and Federal Disaster funding. The project is under Federal Emergency Management Agency (FEMA) guidelines for repairs to pre-disaster condition. The cost reimbursement is 75% Federal funds and 25% State funds. A bid for construction was advertised and completed. We received bids from live very experienced firms. Hamilton Construction,based on their low Base Bid of$2,446,157.20, and Additive Alternate bid of$1,297,996.70 was selected and sent a"letter of intent to award" pending City Council approval. Bid submissions received for the December 2017 Storm.Surge Repair Construction Contract are as follows: Bidder Base Bid Add Alt 1 ewit Infrastructure West Company $7,232,625.00 $4,518,880.00 Granite Construction Company#2 $3,735,900.00 $3,078,635.00 Tutka General Contractor $3,364,495.00 $2,317,070.00 Brice, Inc $3,342,165.00 $2,017,600.00 Hamilton Construction $2,446,17.20 $1,297,996.70 Ia To authorize the City Manager to enter into an agreement with Hamilton Construction for the Construction work for the Seward Storm Surge Damage Repair and Mitigation project. 70 CONSISTENCY CHECKLIST: Yes N / Comprehensive Plan 2.2.12.1 - Traffic Management I .4.1 Provide safe and efficient vehicular transportation 3. .1 Promote community safety from natural disasters through miti ation measures 2. Strategic Plan Provide safe and efficient vehicular transportation 3. Other X F A . TF: This contract is 100%funded through FEM (75%)and the Alaska Division of Homeland Security and Emergency Management (25%). Approved by Finance Department: ATTORNEY REVIEW: Yes X No RECOMMENDATION: Recommend approval of Resolution 2019- authorizing the city manager to enter into an agreement with Hamilton Construction Inc. for the Storm Surge Damage Repair and Mitigation Project. 71 SECTION 00500-CONTRACT CITY OF SEWARD,ALASKA 2017 Storm Surge Damage Repairs [PROJECT NAME AND NUMBER] CONTRACT("Contract"), between the City of Seward,Alaska,herein called the City,acting by and through its City Manager,and upon signing;this document shall serve as the notice to proceed,and Hamilton Constrution, LLC Company Name PO Box 241952,Anchorage,Alaska 99524-1952 Company Address(Street or PO Box,City, State,Zip) X-Single Member LLC a/an M Individual ElPartnership nJoint Venture FISole Proprietorship nCorporation incorporated under the laws of the State of Alaska its successors and assigns, herein called the Contractor, is effective the date of the signature of the City Manager on this document. The Contractor,for and in consideration of the payment or payments herein specified and agreed to by the City, hereby covenants and agrees to furnish and deliver all the materials and to do and perform all the work and labor required in the construction of the above-referenced project as bid by the Contractor, which bid and prices named, together with the Contract Documents (as hereinafter defined) are made a part of this Contract and accepted as such. It is distinctly understood and agreed that no claim for additional work or materials,done or furnished by the Contractor and not specifically herein provided for, will be allowed by the City, nor shall the Contractor do any work or furnish any material not covered by this Contract, unless such work or materials is ordered in writing by the City. In no event shall the City be liable for any materials furnished or used, or for any work or labor done, unless the materials, work, or labor are required by the Contract or on written order furnished by the City. Any such work or materials which may be done or furnished by the Contractor without written order first being given shall be at the Contractor's own risk, cost, and expense and the Contractor hereby covenants and agrees to make no claim for compensation for work or materials done or furnished without such written order. Notwithstanding the foregoing, payment under this Contract shall not exceed Two Million Four Hundred Forty Six Thousand dollars ($ 2A0,157.20 ) for all base items, additional work, r 1 Ptft seven Daum 11nu A WMIUy It affV!lWUrUUr5. The Contractor further covenants and agrees that all materials shall be furnished and delivered and all work and labor shall be done and performed, in every respect,to the satisfaction of the City,on or before: 1. Substantial Completion:October 31,2019 2. Final Completion:November 15,2019 It is expressly understood and agreed that in case of the failure on the part of the Contractor, for any reason, except with the written consent of the City, to complete the furnishing and delivery of materials and the doing and performance of the work before the aforesaid date, the City shall have the right to deduct from any money due or which may become due the Contractor, or if no money shall be due, the City shall have the right to recover One Thousand Five Hundred dollars (J1,500 per day for each ) calendar day elapsing between the time stipulated for the completion and the actual date of completion in 2017 SEWARD STORM SURGE CONTRACT DAMAGE REPAIRS Page 00500-1 72 SECTION 00500-CONTRACT accordance with the terms hereof, such deduction to be made, or Sum to be recovered, not as a penalty but as liquidated damages. Provided, however, that upon receipt of"written notice from the Contractor of the existence of causes over which the Contractor has no control and which uILIst delay furnishing of materials or the coulpletion of the work, the Contracting Officer may, at his or her discretion, extend the period specified for the furnishing of' materials or the completion of the work, and in such case tile Contractor shall become liable for liquidated damages for delays commencing from the (late oil which the extended period expires. The bonds given by the Contractor in the surn of$ 2—LKLO 11'aynient Bond,and $ gj�j_j_ Performance Bond, to secure 111C proper compliance with the terms and provisions of this Contract, are submitted herewith and made a part hereof. The Contractor further covenants and agrees that the entire colistrLICti011 will be done under the administration of and to the complete satisfaction of the City sub*ject to the inspection at all times and approval by any regulatory agency of the Local, State, or Federal Government of the United States of' America, and in accordance with the laws of the State of Alaska and the City ol'Seward. Unless otherwise provided in the Contract Documents, this Contract shall be governed by the laws of the State of`Alaska. Following exhaustion of the dispute resolution process set forth in Article 15 of the General Conditions of tile, Contract, any remaining dispute arising from or pertaining to this Contract shall be resolved by litigation in the Superior Court for the State of Alaska, Third Judicial District at Kenai. For pUrposes of this Contract, Contracting Officer rneans or any other person designated by the City Manager. The Contractor is an independent contractor and not an employee or agent of the City. Contract DoCUIllentS shall have the meaning ascribed by the General Conditions of the Construction Contract, and include but are not limited to this Contract, the General Conditions of the Construction U IUSL 20 Contract (located at Sections 00700-00930 of the City's� fee(1�6st ib9r Bids), and Su)flernentar�,, ust 0 9 Conditions,the Technical Specifications (located at Section 010 10-03301 of the City's 1 e4uest for Bids), and the following listed documents: (1) —..--; (2) ........................-. ......................................... IN WITNESS WHEREOF the parties hereto have executed this Contract and agree to its terms and conditions. CONTRACTOR Hamilton Construction,/LLC Conipan, N i- Signatoile d-Xilthorized Company Representative Jeff Hamilton - Member Typed Name and Title August 30, 2019 Date 2017 SE WARD STORM SURGE CONTRACT DAMAGE REPAIRS Page 00500-2 73 SECTION 00500-CONTRACT CITY OF SEW'ARD Signature of City Manager Typed Name Date City Clerk (ATTES-1) 2017 SE" ARD STORM SURGE CONTRACT DAMAGE REPAIRS Page 00500-3 74 RULE 5. PRESIDING OFFICER The Mayor presides at all meetings of the Council and is recognized as the head of the City for all ceremonial purposes. The Mayor has no regular administrative or executive duties. In case of the Mayor's absence or temporary disability, the Vice Mayor acts as Mayor during the continuance of the absence. In case of the absence or temporary disability of the Mayor and the Vice Mayor, an Acting Mayor selected by members of the Council acts as Mayor during the continuance of the absences or disabilities. The Mayor or Vice Mayor is referred to as "Presiding Officer" from time to time in these Rules of Procedure. [SCC§2.10.020 and§2.10-025] RULE 8. SPECIAL COUNCIL MEETINGS Procedures for setting a special meeting are as follows: (a) A special meeting may be called by the City Clerk on written request of the Mayor, City Manager or any 2 members of the City Council [SCC§2.10.030 A.21; (b) Notice of the special meeting will be prepared in writing by the Clerk. The notice must contain the following information about the meeting: time, place, and business to be transacted; (c) The notice will be delivered by mail or personally to the residence or principal place of business of each Council Member, the City Manager, and the business office of each local newspaper and radio and television station. The notice must be delivered at least 24 hours prior to the meeting [Charter 3.5 and SCC§ 2.10.032]; Notice delivered via e-mail and/or telephonically to media, each Council Member and the City Manager, and posted in three public places, at least 24 hours prior to the meeting, shall suffice as proper notice. (Ord 2019-001) (d) The notices provided in this section may be dispensed with in emergency situations provided that a quorum is present and all absent members have waived, in writing, the notice requirements of SCC §2.10.032. Waivers may be signed either before or after the time of the meeting; (e) No business may be transacted at any special meeting of the Council except that stated in the notice of meeting [SCC§2.10.030 A.2.] RULE 17. GIVING DIRECTION TO APPOINTED OFFICIALS The Manager, Clerk and Attorney work for the Council as a body and may not take direction from any individual member of the Council if doing so would conflict with the wishes of the majority. Generally, requests for research or drafting of ordinances, resolutions or other documents should be made at a meeting or work session to give dissenting members of the Council an opportunity to object to the request and to assure the appointed official that the direction given is supported by a majority of Council. 75 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-084 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING SIGNATURES FOR ALL CITY BANK ACCOUNTS AND RESCINDING ALL PREVIOUS RESOLUTIONS IN CONFLICT HEREWITH BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. Any two of the following signatures shall appear on all checks, drafts, notes or orders drawn against the City of Seward bank accounts maintained at the Seward Branch of Wells Fargo or the Seward Branch of the First National Bank of Anchorage: Scott Meszaros, City Manager Kim Kowalski-Rogers, Acctg. Supervisor Sam Hickok, Acting Finance Director Brenda J. Ballou, City Clerk Section 2. Any one of the above persons shall have access to and full power to remove the contents of and to exchange or surrender the safe deposit boxes rented by the City of Seward located at the Seward Branch of Wells Fargo under the terms of the City of Seward's banking services agreement with Wells Fargo. Section 3. Any one of the above persons shall have authority to invest City monies with financial institutions as prescribed by the Seward City Code Chapter 5.15, Investment and Collateralization of Public Funds. Section 4. All previously approved resolutions in conflict herewith are hereby rescinded. Section 5. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of September, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor 76 Council Agenda Statement Meeting Date: September 23, 2019 Through: Scott Meszaros,City Manager From: Sam Hickok, Assistant Finance Director Agenda Item. Authorization for Banking Signatures BACKGROUND & JUSTIFICATION: The Seward City Council is required to pass a resolution listing the individuals authorized to invest monies and/or sign banking documents on behalf of the City of Seward. The recent departure of the Finance Director provides the need to update this authorization. This action forms the basis upon which signature cards will be updated at the local banking institutions, and checks, City payments and investments will be authorized on behalf of the City. While each individual listed on the resolution is authorized to act on behalf of the City, the City's practice is to have two separate individuals authorize every investment,approve all City payments, and authorize all electronic banking transactions. -------------- ...................................................I........................................ CONSISTENCY CHECKLIST: Yes No N/A ..................... ------------------- L , Comprehensive Plan: x ---------- ---------- ................................................................................................................................................................................................................................................................. 2. Strategic Plan: . x ......... 3. Other: Seward City Code 5.15 Investment & Collateralization of x Public Funds ---—-------------------------- .................................................................................... ATTORNEY REVIEW Yes X No FISCAL NOTE This action has no fiscal impact on the City. Approved by Finance Department: ----------------- RECOMMENDATION Seward City Council approve Resolution 2019- updating the authorized signatories to the City of Seward's bank accounts and rescinding previous resolutions in conflict herewith. 77 Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-085 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A CONTRACT WITH PROCOMM ALASKA/MOTOROLA SOLUTIONS FOR THE PURCHASE AND INSTALLATION OF INTEROPERABLE COMMUNICATION EQUIPMENT FOR THE SEWARD POLICE DEPARTMENT IN AN AMOUNT NOT TO EXCEED $538,000, AND APPROPRIATING FUNDS WHEREAS, the current radios used by the City of Seward Emergency Dispatch Center are more than 15 years old; and WHEREAS, the radios are no longer serviceable due to the lack of production of parts; and WHEREAS, should any issues arise with the radios or radio parts, the radios will be left inoperable, and the City of Seward Dispatch Center will be unable to communicate; and WHEREAS, the City of Seward Emergency Dispatch Center furnishes radio dispatch services to the Seward Police and Fire Departments, the Bear Creek Fire Department, the Seward Volunteer Ambulance Corps, and Spring Creek Correctional Center, as well as other city departments, including Electric, Public Works, and Parks and Recreation; and WHEREAS, in order to ensure day-to-day and emergency operations, the Seward Police Department is purchasing new Motorola equipment in the amount of$538,000; and WHEREAS, this purchase will provide continued connectivity for City of Seward Dispatch and other vital needs; and WHEREAS, the State of Alaska has awarded Procomm Alaska/Motorola Solutions the sole source contract for the ALMR system for statewide interoperable emergency communications; and WHEREAS, Motorola Solutions has proprietary software for our requested distress button function for portable radios; and WHEREAS, Procomm Alaska designed, installed, and will carry the maintenance contracts for the communities of Homer, Kenai, and Soldotna, and a similar contract will be offered to Seward. WHEREAS, because all communities are working with Procomm, cost effective results should occur for all the aforementioned communities, and it will also provide unquestioned 78 CITY OF SEWARD,ALASKA RESOLUTION 2019-085 compatibility of equipment. 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 a contract with Procomm Alaska/Motorola Solutions for the purchase and installation of dispatch center radio equipment in an amount not to exceed$538,000 in substantial form as attached herein. Section 2. Funding in the amount of $100,000 is hereby appropriated from the Capital Acquisition assigned fund balance 80010-0000-3300 to capital equipment account no. 80010- 1210-8103. Section 3. Funding in the amount of $238,000 is hereby appropriated from the Capital Acquisition Fund reserves account 80010-0000-3400 to capital equipment account no. 80010- 1210-8103. Section 4. Funding in the amount of$200,000 is hereby appropriated from the General Fund reserves account no. 01000-0-3710-0-80010 to capital equipment account no. 80010-1210- 8103. Section 5. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of September, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: 79 Agenda Statement Meeting Date: September 23 d 2019 Through: Scott Meszaros, City Manager From: Thomas Clemons, Chief of Police Agenda Item: Purchase of Radio Equipment and Sole Source BACKGROUND&JUSTIFICATION:The City of Seward Dispatch Center last purchased radios in 2003 with an expectancy of getting ten years of service life out of them before needing to replace them with updated models and equipment. After sixteen years the parts necessary to repair the system are no longer in production. Should the radio equipment break or fail there are no parts available to repair them. Without radio communication at the City of Seward Dispatch Center the Seward Police and Fire Departments,Bear Creek Fire,SVAC and the Alaska State Troopers,Public Works, Parks and Rec, Electric Department and Spring Creek would be out of reliable means of contact. The Seward Police request an exception to the general rule concerning free and open competition to design and build the communications system in the City of Seward Emergency Operations Center, and for the purchase of digital based radio components that are ALMR compatible radios from Procom Alaska/Motorola based on the following criteria: I. ProComm is the soul designator for Motorola to sell equipment to, municipalities in Alaska.Additionally,the training will be done by ProComm and the consistency of parts can only be procured through ProComm per their contract with Motorola. I ProComm is Motorola's only authorized distributor, installer and maintainer in Alaska, and they are the primary public safety communications equipment vendor in Alaska. 3. ProComm designed, installed and will carry the maintenance contract for the City communications as well as those in Kenai, Soldotna and Homer which should result in some cost savings, and will provide unquestionable compatibility of equipment. 4. ProComm would provide unquestioned compatibility of communications equipment between the Seward, Kenai, Soldotna, Homer, Borough and State/Federal agencies. 5. Motorola has proprietary software for our requested distress button function for portable radios. 6. Specifications were developed based on current interoperable communications needs for emergencies and disasters for multi-agency response and coordination that Procomm/Motorola provides for the tic in of the ALMR system per the federal government. 7. Other contractors cannot provide unquestioned compatibility with communications equipment local and State emergency providers have in place or are installing now. 8. ProComm has a local office that reduces mobilization time and cost. 80 Seward Municipal Code references: 6.10.11.5 Exemptions from Competitive procurement procedures. 5. supplies, materials, equipment or contractual services which can only be furnished by a single dealer, or which have a uniform published price. 8. the purchase of professional services. Professional services are those that require special knowledge and judgment that includes analysis, evaluation, prediction, planning or recommendations and which results in the production of a report or the completion of a task 6.10.130 Where competitive bid proposals are not in the public interest. Restrictions and provisions of this title shall not appily where the city council determines and makes written findings that the public interest would be best served by not requiring competitive bids/proposals. Supporting Justification: ProComm is Motorola's authorized distributor, installer and maintainer in Alaska. The contract includes professional services (engineering). The federal funds that were originally granted specified and contained specific equipment requirements and Prcomm\Motorola has complied with this. ProComin Alaska is a state contractor with a local office, and the City of Seward would benefit from the State discount price schedule. Management of this project is the responsibility of the City of Seward and not the contractor. ............ ................................--........... CONSISTENCY CHECKLIST: TYes No NA I 1-1.........................e-....la . 1.3.. Comprehensiv Pn: .4.4 Public Safety, 2.2.1 Small town feel X and atmosphere, 2.2.8 City Government, 2.2.9 Public Safety ...................... ......................---------.1--l-11.. ................-.1-1-1............. 2 Strategic Plan: (Page 18) Promote a Safe Community X .......................... . . .. . .............................. .... --—---------------- ............................. 3 Other: X ........... ................................ .................... . ......-1................... .................................. FISCAL NOTE. In 2015, $100,000 was set aside in the Capital Acquisition Fund in preparation for this purchase. Remaining funds will be appropriated as follows: $200,000 from general fund reserves and$238,000 from capital acquisition fund reserves. Approved by Finance Department: --I .............- ATTORNEY REVIEW: Yes..-x-----------------No--------------- RECOMMENDATION: Council approve resolution 2019- authorizing the City Manager to approve payment and enter into a sole source contract with Procom AlaskdMotorola for purchasing 81 and installation of interoperable communication equipment by appropriating funds not to exceed $538,000. 82 'r9ir MOTOROLA �C? UTIOXi 1 1 ITY r, �D POLIC . .........../ DEPA NTI I� ,//////, rri r/ r r � / a � 1 i I , fr r / o r� r � / r l r r r/ / The�sig ar' � � � � � � oret information of �Mpprola S t� / � / only. To the fullest „rr ex#ent alto�' � � � / / ' � ,gaited to evaluate, Information MOTOROLA, Trademark�,l /, / Sri ,r �/ LLC and are us '�', r / s;Inc.All rights% MOTOROLA SOLUTIONS Motorola Solutions, Inc. 500 W Monroe Street,Ste 4400 Chicago, IL 60661-3781 USA 9/12/2019 Chief Tom Clemons Seward Police Department 410 Adams St., Seward, Alaska 99664 Subject: Seward PD MCC7500E Dispatch Console Migration Dear Mr. Clemons: Motorola Solutions, Inc. ("Motorola Solutions") is pleased to have the opportunity to provide the City of Seward ("City") with quality communications equipment and services. The Motorola Solutions project team has taken great care to propose a solution that will meet your needs and provide unsurpassed value. To best meet the functional and operational specifications of this solicitation, Motorola Solution response includes a combination of hardware, software, and services. Specifically, this solution is for three MCC 7500E dispatch positions connected to a new Motorola K2 core supporting 4 Motorola consolettes with CCGW for conventional voice. This Proposal consists of this cover letter together with its exhibits. This Proposal subject to the terms and conditions of the master agreement between the Cooperative Purchasing Program of Houston- Galveston Area Council of Governments ("HGAC") and Motorola, executed July 25, 2018, and identified as Contract No. RA-05-15 ("HGAC Contract"), in additon to the terms and conditions of the attached Communications System and Services Agreement ("CSSA") which operates as an End User Agreement as defined in Article 2 of the HGAC Contract special provisions. The City may accept this Proposal by delivering to Motorola a Purchase Order or Contract Award incorporating by reference this Proposal. This proposal shall remain valid until September 30, 2019. Alternatively, Motorola would be pleased to address any concerns the City may have regarding the proposal. Any questions can be directed to your Motorola Account Executive, Joe Piksa, at (425) 218- 8414. Or your Motorola manufacturers representative Gary Peters of Procomm Alaska at 907 830 4324. We thank you for the opportunity to furnish the City with "best in class" solutions and we hope to strengthen our relationship by implementing this project. Our goal is to provide you with the best products and services available in the communications industry. Sincerely, A Motorola Solutions, Inc. Larsen Grabenkort, Area Sales Manager City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 84 Table of Contents i Table of Contents Section1 ............................................................................................................ 1-5 SystemDescription............................................................................................ 1-5 1.1 Overview................................................................................................................................1-5 1.2 System Diagram.....................................................................................................................1-8 1.3 Console Dispatch Site............................................................................................................1-9 1.4 Logging ..................................................................................................................................1-9 1.5 Design assumptions.............................................................................................................1-10 1.6 Equipment List .....................................................................................................................1-11 Section2.......................................................................................................... 2-15 ImplementationPlan ........................................................................................ 2-15 2.1 Statement of work................................................................................................................2-15 2.2 Assumptions.........................................................................................................................2-25 2.3 Preliminary Project Schedule...............................................................................................2-27 2.4 Change Order Process ........................................................................................................2-28 2.5 Acceptance Test Plan..........................................................................................................2-28 MCC 7500E Conventional Resources.............................................................................................2-29 2.5.1 Conventional Call -Analog...............................................................................................2-29 2.5.2 Conventional Call -Analog (Using a Test Set).................................................................2-30 2.5.3 Alarm Input/ Outputs (Aux 1/0 Option) ............................................................................2-31 System Reliability Features .............................................................................................................2-32 2.5.4 Redundant Site Controller Switching - Automatic Switchover..........................................2-32 2.6 Signoff Certificate...................................................................................................................2-1 Section3............................................................................................................ 3-2 Support Plan and Maintenance Services........................................................... 3-2 EssentialServices .........................................................................................................................3-2 Customer Support Plan (CSP).......................................................................................................3-2 Centralized Service Delivery..........................................................................................................3-2 Network Hardware Repair..............................................................................................................3-3 Security Management Operations .................................................................................................3-3 MyViewPortal ................................................................................................................................3-3 Section4............................................................................................................ 4-4 PricingSummary ............................................................................................... 4-4 4.1 Pricing for Dispatch System...................................................................................................4-4 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. ii Table of Contents 85 Motorola Solutions Confidential Restricted 4.2 Maintenance Services............................................................................................................4-4 4.3 Payment Terms......................................................................................................................4-5 Section5............................................................................................................ 5-6 Contractual Documentation ............................................................................... 5-6 Section6.......................................................................................................... 6-32 City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 86 Table of Contents iii SECTION 1 SYSTEM II II III IIII . OVERVIEW Motorola is pleased to provide an offer for sale to Seward Police Department for a site communications system. Seward currently operates a local conventional radio system at the Seward PD building. This proposal will update Seward's hardware and software, including base radios and dispatch consoles, to the latest available models. The proposed system consists of the following: • Two (2) GCP 8000 Conventional Site Controllers • Two (2) Core LAN Switches • Three (3) MCC 7500E Dispatch Consoles, each consisting of: o One (1) HP Z2 Mini PC o One (1) USB Audio Interface Module o Two (2) Desktop Speakers o One (1) Gooseneck Microphone o Two (2) Headset Jacks o Two (2) Headsets o One (1) Dual Pedal Footswitch o One (1) Tech Global 19" Touchscreen Monitor o One (1) Type 3 SPD, 15 A plug in • One (1) Configuration/Alias Manager PC • Four (4) GTR 8000 Base Radios • Four (4) APX Consolettes • One (1) GGM 8000 Conventional Channel Gateway— High Density • One (1) SDM 3000 Aux 1/0 Site Device Manager • One (1) APX 6500 Control Station • Two (2) KVL 5000 Encryption Keyloaders • System Spares ASTRO K-Core The ASTRID K-2 Core manages the conventional radio system and handles conventional call processing. An ASTRID K-2 core includes (2) GCP 8000 Conventional Site Controllers and (2) core LAN switches. The GCP 8000 Conventional Site Controller (CSC) is rack mounted, and acts as a zone controller to process conventional radio calls. The GCP 8000 supports call processing for the dispatch consoles and conventional gateways. Two CSCs are used for redundancy. Only one CSC is active at a time. In event of failure, the standby CSC automatically takes over call processing. The dual HP rack-mounted LAN switches provide redundant IP connectivity to the communications system. City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 87 System Description 1-5 MCC 7500E Dispatch Console The MCC 7500E Dispatch Console is Motorola's latest high-tier console. Consisting of an HP Z2 Mini, Tech Global monitor and Audio Interface Module, the MCC 7500E offers power and flexibility in a small physical form. �E 77CE7� R � m ;l. Speakers, gooseneck microphone, headsets, and PTT footswitch are provided. All MCC 7500E consoles may access all conventional resources. The consoles may also access trunked resources via the APX Consolettes and CCGWs. TliE MCC 75001E IDISPATOH CONSOLE an Local Logging Recorder.................................... orn Instant Recall Recorder.................... CDisplay Personal Desktop Display Deskto External Paying Encoder ---- Headset Cernptrter B p External Telephone System•-------ww. Speaker Speaker Aft Desktop MIcropnorna Sri®w �a� � Audio Interface 0....-::::.................................................. ......... ......... Footswitrh MtrrUtaile Configuration Manager The Configuration Manager provides the ASTRO 25 conventional system a single interface to configure consoles, gateways, subscriber information, channel tables and aliases. The Configuration Manager maintains data version ing/synchronization and tracks configuration changes through both full and delta downloads showing progress and history status. GGM 8000 Conventional Channel Gateway (CCGW) — High Density The GGM 8000 Gateway with High Density Conventional Channel expansion board provides ports for up to eight (8) connected conventional analog or mixed mode channels. The CCGW provides conversion between the four wire analog audio of the consolette and I connectivity of 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 1-6 System Description 88 Motorola Solutions Confidential Restricted the MCC 7500E Dispatch Consoles. Up to sixteen (16) IP-based conventional channels are supported per CCGW. GTR 8000 Base Radio The conventional GTR 8000 Base Radio supports digital IP, digital V.24, analog 4—wire, and mixed mode 4—wire/V.24 hybrid circuit wireline link interfaces. The conventional GTR 8000 Base Radio ports 16 sets of channel cconfiigp at ons. programmable Each channel configuration � can be configured for base station, repeater, r simplex, or receive only operation. APX VHF Consolette The four (4) APX Consolettes provide control station access to conventional and trunked radio channels for the MCC 7500E dispatch consoles. The Consolettes are rack mounted, and may be powered by both 120 VAC and 12 VDC power sources. Consoles are enabled for VHF, and may be upgraded by software flash to support UHF and 7/800 operation. Consolettes are enabled for P25 digital FDMA trunking operation and AES encryption for interoperation with the Alaska Land Mobile Radio (ALMR) system. SDM 3000 Site Device Manager (Aux 1/0) The SDM 3000 Site Device Manager provides digital input/output relays at the local dispatch site. Up to forty-eight (48) digital inputs and sixteen (16) digital outputs are supported by the base unit; more inputs and outputs may be added with expansion units. The SDM 3000 is connected to the LAN and operated from the dispatch consoles. APX 6500 Control Station The APX 6500 is Motorola's mission-critical single-band mobile radio. The APX 6500 operates in VHF, and operates in both analog conventional and P25 digital trunked modes. The APX 6500 control stations includes an AC power supply for easy desktop installation and use. In the unlikely event of a total primary communications system failure, dispatchers will still have the APX 6500 to rely on for radio communications. KVL 5000 Encryption Keyloader The KVL 5000 is a ruggedized, purpose-built device for generating, storing and loading encryption keys to compatible subscribers and consoles. The KVL 5000 is backwards compatible with previous Motorola KVL models, allowing users to efficiently update keyed devices and maintain secure radio communications. The Advanced Encryption Standard (AES) ft algorithm is enabled on the KVL 5000; legacy algorithms are also available. Ifconaau,eaaea=e j.soreafowea u a n enoe City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 89 System Description 1-7 1 .2 SYSTEM DIAGRAM MCC 7500E C NFIGURAT[ON MCC 750 E DISPATCH TCH CONSOLE MANAGERPC DISPATCH CONSOLE Q Y ( )— SEWARD PD Q1'Y ( ) .SE WARD PD QI"Y(1)—.SLWARD LIB JFQ J VIL NNINININ ���������������� ..... n.... n.... n.... n.... n.... n�.�.�.�.�.�.�.�.�.�..�.�.�.�.�.�.�..... n�� �w �w� wawrrw �w uwl�w , --- ,,,,,,,v,,,v-- ,,,,,,,v,,,v ----------- [AN SW 'ITCI°i LAN SWITCH 6 GCR 8000 SITE CONTROLLER#1 GCP 8000 SITE CONTROLLER SDM 3000 AU I/O GGM 8000 CON IONAL id CHANNNEL GArEWVA:Y PCIo ��ir9'ri1^ira^Newry »>m wM�� Duly�yr�ylY��v�iuiuupjmq GTR 8000 BASE RADIO CITY(4) APX CONSOLLTTE RN=DISTRIBUT ION , CITY(4 (CUSTOMER PROVIDED) LEGEND PRELIMINARY VARY WING. �,COPPER ETLIERNET FINAL AS BUILT MAY DIFFER. �mmmmmmmmmmmmmm� ICE EREQ(JEN' CY(RE) NOT ALL CONNECTIONS SHOWN. ANALOG(4 WIRE) 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 1-8 System Description 90 Motorola Solutions Confidential Restricted Motorola has included in the proposed design, the MCC7500E Dispatch Console. Designed for effective, flexible dispatch communications, the MCC7500E Dispatch Console provides a range of valuable features. • Seamless Integration with ASTR0025 trunking systems • IP Network—The MCC7500E supports the IP protocols of the ASTRO 25 system's transport network • User Friendly— MCC 7500E's environment features the familiar standards used by other Windows programs worldwide featuring easy to understand screen layout, menus, and icons that are quickly recognizable by users. • Customization — Each dispatcher's configuration can be customized via the Admin application. • Point-and-Click— Dispatch GUI uses a simple point-and-click response. The dispatcher has the choice of using a mouse, trackball, or touchscreen, and the keyboard is not required for day-to-day operations. • Agency Partitioning —Allows multiple agencies to use a common system while maintaining control over their console resources via the security partitioning feature of network management. No new logging or recording solution has been included in this proposal. City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 91 System Description 1-9 1 .5 DESIGNASSUMPTIONS • Any required site upgrades, including those required to meet R56 "Standard and Guidelines for Communications Sites" requirements, are the responsibility of Seward PD unless otherwise specified. • RF demark is the RF port for the GTR 8000 Base Radios, APX Consolettes, and APX 6500. Seward PD will provide Radio Frequency Distribution System (RFDS), including antennas, transmission line, filtering and RF surge protection. • Distance between dispatch consoles and equipment racks will not exceed one hundred (100) meters. • Auxiliary Input/Output demark is the wall-mounted punchblocks. • Power demark at the racks is the line side of the AC Edge SPD/PDU devices. • Power demark at the consoles is the line side of the Type III SPD/PDU. • No Unified Event Manager (UEM) is included. UEM is a Simple Network Management Protocol (SNMP) tool for ASTRO networks. • No customer enterprise network (CEN) or CEN connection is included. • No telephony integration is included. • No logging scope is included. • No conventional data is included. • No Uninterruptible Power Supplies (UPS) are included. Seward PD is responsible for supplying UPS for all equipment. • The Alaska Land Mobile Radio (ALMR) system uses trunked, P25 digital, VHF, FDMA channels. • ALMR uses Over-The-Air-Rekeying (OTAR) and Over-The-Air-Programming (OTAP). • ALMR does not use Radio Authentication, Enhanced Data, Group Services of Over-The- Air Software Updates. • All ALMR access will be via the APX Consolettes or the APX 6500 Control Station. • GTR 8000 Base Radios are enabled for conventional, local IP-based operation. • Transmit and receive frequencies for the GTR 8000 Base Radios are divisible by 2.5 MHz or 3.125 MHz. • Transmit and receive frequencies for the GTR 8000 Base Radios are at least 250 kHz apart. 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 1-10 System Description 92 Motorola Solutions Confidential Restricted so K-CORE 1 SQM01SUM0237 SINGLE ZONE CONV NON-RED CORE K-CORE 1 CA01663AB ADD: RACK K-CORE 2 CA01896AB ADD: BACKHAUL SWITCH K-CORE 1 CA02259AA ADD: Redundancy K-CORE 2 CLN1868 2930F 24-PORT SWITCH K-CORE 2 CLN1866 FRU: 1M DAC CABLE K-CORE 4 DSJ4858D ARUBA 1G SFP LC SX 500M MMF XCVR CFGN MGR 1 TT3492 Z2 G4 MINI WORKSTATION CFGN MGR 1 T7885 MCAFEE WINDOWS AV CLIENT CFGN MGR 1 T7449 WINDOWS SUPPLEMENTAL TRANS CONFIG CFGN MGR 1 DSSL120 SPD, TYPE 3, 120VAC, 15A PLUG-IN WI CFGN MGR 1 DSY71361AA HP Z2 MINI ARM WALL VESA MOUNT CFGN MGR 1 DSEV191B TECH GLOBAL EVOLUTION SERIES 191NCH ALIAS MGR 1 BVN1013 MKM 7000 Console Alias Manager Soft RACK 1 THN1012 RACK 7' OPEN CONSOLE 1 B1949 MCC 7500E SOFTWARE DVD CONSOLE 1 DSF21356AA USB EXTERNAL DVD DRIVE CONSOLE 1 B1948 MCC 7500E DISPATCH POSITION LICENSE CONSOLE 3 UA00249AA ADD: 15 RADIO RESOURCES LICENSE CONSOLE 3 UA00659AA ADD: ADP/AES/DES-OFB ENCRYPTION CONSOLE 3 UA00655AA ADD: ADVANCED CONVENTIONAL OPERATIO CONSOLE 3 UA00653AA ADD: BASIC CONSOLE OPERATION CONSOLE 3 UA00661AA ADD: ENHANCED IRR CONSOLE 3 UA00658AA ADD: SECURE OPERATION CONSOLE 3 B1941 USB AUDIO INTERFACE MODULE CONSOLE 3 TT3492 Z2 G4 MINI WORKSTATION CONSOLE 3 T7449 WINDOWS SUPPLEMENTAL TRANS CONFIG CONSOLE 3 T7885 MCAFEE WINDOWS AV CLIENT CONSOLE 3 DSEV191B TECH GLOBAL EVOLUTION SERIES 191NCH CONSOLE 3 DSUSB31000S STARTECH USB 3.0 TO GIGABIT ETHERNE CONSOLE 3 DSST730003M STARTECH 7 PORT USB 3.0 HUB CONSOLE 6 B1952 SPEAKER, DESKTOP, USB CONSOLE 6 CA03405AA ADD: POWER SUPPLY WITH DC CORD CONSOLE 6 CA03406AA ADD: AC LINE CORD, NORTH AMERICA CONSOLE 6 CA03413AA ADD: USB CABLE, TYPE A TO TYPE C, 4 CONSOLE 6 B1913 MCC SERIES HEADSET JACK CONSOLE 3 B1914 MCC SERIES DESKTOP GOOSENECK MICROP CONSOLE 6 RLN6099A HDST MODULE BASE W/PTT, 25 FT CBL CONSOLE 6 RMN5151A OVER-THE-HEAD, BINAURAL, NOISE-CANC City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 93 System Description 1-11 CONSOLE 3 DSTWIN6328A PROVIDES ONE DUAL PEDAL FOOTSWITCH APX6500 1 M25KSS9PW1 N APX6500 VHF MID POWER APX6500 1 G142 ADD: NO SPEAKER NEEDED APX6500 1 G298 ENH: ASTRO 25 OTAR W/ MULTIKEY APX6500 1 G361 ENH: P25 TRUNKING SOFTWARE APX APX6500 1 G442 ADD: 05 CONTROL HEAD APX6500 1 G444 ADD: APX CONTROL HEAD SOFTWARE APX6500 1 G51 ENH: SMARTZONE OPERATION APX6500 APX6500 1 G66 ADD: DASH MOUNT APX6500 1 G78 ADD: 3Y ESSENTIAL SERVICE APX6500 1 G806 ADD: ASTRO DIGITAL CAI OPERATION APX6500 1 G843 ADD: AES ENCRYPTION APX APX6500 1 G89 ADD: NO RF ANTENNA NEEDED APX6500 1 G91 ADD: CONTROL STATION POWER SUPPLY APX6500 1 G996 ENH: OVER THE AIR PROVISIONING APX6500 1 GA00235 ADD: NO GPS ANTENNA NEEDED APX6500 1 W12 ADD: RF PREAMP APX6500 1 W382 ADD: CONTROL STATION DESK GCAI MIC APX6500 1 W665 ADD: CONTROL STATION OPERATION SPD/PDU 3 DSSL120 SPD, TYPE 3, 120VAC, 15A PLUG-IN WI SPD/PDU 1 DSTSJADP RACK MOUNT GROUND BAR, 19 IN FORTS SPD/PDU 2 DS1101990 SPD, SHIELDED RJ-45 JACK, SINGLE LI SPD/PDU 2 DS11011188 PDU, 120/240 SPLIT PH OR N+1 REDUND SPD/PDU 14 DS3750295 BREAKER, 5 AMP, CB UL 489 LISTED FO SPD/PDU 4 DS3750297 BREAKER, 15 AMP, CB UL 489 LISTED F SPD/PDU 1 DSRMP615A SPD, TYPE 3, 120V RACK MOUNT, 15A P CONSOLETTE 4 L37TSS9PW1 N ALL BAND CONSOLETTE CONSOLETTE 4 CA01598 ADD: AC LINE CORD US CONSOLETTE 4 G298 ENH: ASTRO 25 OTAR W/ MULTIKEY CONSOLETTE 4 G361 ENH: P25 TRUNKING SOFTWARE APX CONSOLETTE 4 G51 ENH: SMARTZONE OPERATION APX CONSOLETTE 4 G78 ADD: 3Y ESSENTIAL SERVICE CONSOLETTE 4 G806 ENH: ASTRO DIGITAL CAI OP APX CONSOLETTE 4 G843 ADD: AES ENCRYPTION APX CONSOLETTE 4 G90 ADD: NO MICROPHONE NEEDED CONSOLETTE 4 G996 ENH: OVER THE AIR PROVISIONING CONSOLETTE 4 GA00469 ENH: EXTENDED DISPATCH APX CONSOLET CONSOLETTE 4 GA05507 DEL: DELETE 7/80OMHZ BAND CONSOLETTE 4 GA05509 DEL: DELETE UHF BAND CONSOLETTE 4 L999 ADD: FULL FP W/05/KEYPAD/CLOCK/VU 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 1-12 System Description 94 Motorola Solutions Confidential Restricted CONSOLETTE 4 W12 ADD: RF PREAMP CONSOLETTE 4 HKN6233C APX CONSOLETTE RACK MOUNT KIT CONSOLETTE 1 HKN6184C CABLE CH, PROGRAMMING,USB CCGW-HD 1 SQM01SUM0205 GGM 8000 GATEWAY CCGW-HD 1 CA01616AA ADD: AC POWER CCGW-HD 1 CA02086AA ADD: HIGH DENSITY ENH CONV GATEWAY KEYLOADER 2 T8476B KVL 5000 KEYLOADER 2 1 C725AA ADD: KEYLOAD CABLE FOR APX PORTABLE KEYLOADER 2 CA00182AW ADD: AES ENCRYPTION SOFTWARE KEYLOADER 2 CA03358AA ADD: ASTRO 25 MODE KEYLOADER 2 CA03467AA ADD: NORTH AMERICA MICRO USB CHARGE KEYLOADER 2 HKN6183B CABLE, CH PROGRAMMING RS-232 (GCAI) BASE RADIO 4 T7039 GTR 8000 Base Radio BASE RADIO 4 CA00718AA ADD: ASTRO SYSTEM RELEASE 7.18 BASE RADIO 4 CA01948AA ADD: CONVENTIONAL SOFTWARE BASE RADIO 4 X153AW ADD: RACK MOUNT HARDWARE BASE RADIO 4 X530BG ADD: VHF (136-174 MHZ) AUX 1/0 1 F4543 SITE MANAGER BASIC AUX 1/0 1 V266 ADD: 90VAC TO 260VAC PS TO SM AUX 1/0 3 V592 AAD TERM BLCK & CONN WI AUX 1/0 1 VA00874 ADD: AUX 1-0 SERV FW CURR ASTRO REL SPARES 1 DLN6781 FRU: POWER SUPPLY SPARES 1 DLN6966 FRU: GCP 8000/GCM 8000/GPB 8000 SPARES 1 CLN1868 2930F 24-PORT SWITCH SPARES 1 SQM01SUM0205 GGM 8000 GATEWAY SPARES 1 CA01616AA ADD: AC POWER SPARES 1 CA02086AA ADD: HIGH DENSITY ENH CONV GATEWAY SPARES 1 DLN6898 FRU: FAN MODULE SPARES 1 DLN6892 FRU: XCVR VHF V2 SPARES 1 DLN6897 FRU: PA VHF SPARES 1 DLN6455 CONFIGURATION/SERVICE SOFTWARE SPARES 1 B1941 USB AUDIO INTERFACE MODULE SPARES 1 TT3492 Z2 G4 MINI WORKSTATION SPARES 1 T7885 MCAFEE WINDOWS AV CLIENT SPARES 1 T7449 WINDOWS SUPPLEMENTAL TRANS CONFIG SPARES 1 DSSL120 SPD, TYPE 3, 120VAC, 15A PLUG-IN WI SPARES 1 DSTWIN6328A PROVIDES ONE DUAL PEDAL FOOTSWITCH SPARES 1 B1952 SPEAKER, DESKTOP, USB SPARES 1 CA03405AA ADD: POWER SUPPLY WITH DC CORD SPARES 1 CA03406AA ADD: AC LINE CORD, NORTH AMERICA City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 95 System Description 1-13 SPARES 1 CA03413AA ADD: USB CABLE, TYPE A TO TYPE C, 4 SPARES 1 DSUSB31000S STARTECH USB 3.0 TO GIGABIT ETH ERNE SPARES 1 DSST730003M STARTECH 7 PORT USB 3.0 HUB SPARES 1 DS3750295 BREAKER, 5 AMP, CB UL 489 LISTED FO SPARES 1 DS3750297 BREAKER, 15 AMP, CB UL 489 LISTED F SPARES 1 DSEV191B TECH GLOBAL EVOLUTION SERIES 191NCH SPARES 1 DSJ4858D ARUBA 1G SFP LC SX 500M MMF XCVR 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 1-14 System Description 96 Motorola Solutions Confidential Restricted SECTION 2 IMPLEMENTATION PLAN 1 STATEMENT OF WORK This section delineates the responsibilities between Motorola and Seward PD (Customer) as agreed to by contract. Tasks Motorola Customer e e e Execute contract and distribute contract documents. X X Assign a Project Manager as a single point of contact. X X Assign resources. X X Schedule project kickoff meeting. X X Deliverable: Signed contract,defined project team, and scheduled project kickoff meeting. Ensure that project team members attend all meetings relevant to X X their role on the project. Set up the project in the Motorola Solutions information system. X Record and distribute project status meeting minutes. X Maintain responsibility for third-party services contracted by X Motorola Solutions. Complete assigned project tasks according to the project schedule. X X Submit project milestone completion documents. X Upon completion of tasks, approve project milestone completion X documents. Conduct all project work Monday thru Friday, 7:30 a.m. to 5:00 X P.M.). Deliverable::Completed and approved project milestones throughout the project. Introduce team, review roles, and decision authority. X X Present project scope and objectives. X Review SOW responsibilities and project schedule. X X City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 97 Implementation Plan 2-15 Tasks Motorola Customer Present the system design and operational requirements for the X solution. Present installation plan. X Present preliminary cutover plan and methods to document final X cutover process. Present configuration and details of sites required by system X design. Validate that Customer site(s)can accommodate proposed X X equipment. Provide approvals required to add equipment to proposed existing X sites. Review safety, security, and site access procedures. X Present equipment layout plans and system design drawings. X Provide backhaul performance specifications and demarcation X points. Provide heat load and power requirements for new equipment. X Provide information on existing system interfaces. X Assume liability and responsibility for proving all information X necessary for complete installation. Assume responsibility for issues outside of Motorola Solutions' X control. Ensure that frequency availability and licensing meet project X requirements, and pay licensing and frequency coordination fees. Review and update design documents, including System Description, Statement of Work, Project Schedule, and Acceptance X Test Plan, based on Design Review agreements. Provide minimum acceptable performance specifications for customer provided hardware, software, LAN, WAN and internet X connectivity. Execute Change Order (if any) in accordance with all material X changes to the Contract resulting from the Design Review. Deliverable: Finalized design documentation based upon "frozen" design,along with any relevant Change Order documentation. min=MEN= Provide site owners/managers with written notice to provide entry X to sites identified in the project design documentation. 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 2-16 Implementation Plan 98 Motorola Solutions Confidential Restricted Tasks Motorola Customer Obtain site licensing and permitting, including site lease/ownership, X zoning, permits, regulatory approvals, easements, power, and telco connections, if required. Deliverable:Access,;permitting, and licensing necessary to install system equipment at each site. Provide adequate HVAC, grounding, lighting, cable routing, and X surge protection based upon Motorola Solutions' Standards and Guidelines for Communication Sites (R56) Ensure the resolution of environmental and hazardous material X issues at each site including, but not limited to, asbestos, structural integrity (tower, rooftop, water tank, etc.), and other building risks. Ensure that electrical service will accommodate installation of X system equipment, including isolation transformers, circuit breakers, surge protectors, and cabling. Provide obstruction-free area for the cable run between the X demarcation point and system equipment. Provide structure penetrations (wall or roof)for transmission X equipment (e.g. antennas, microwave radios, etc.). Supply interior building cable trays, raceways, conduits, and wire X supports. Pay for usage costs of power and generator fueling, both during the X construction and installation effort, and on an ongoing basis. Deliverable: Sites meet physical requirements for equipment installation. �iiiliii i Ili,=111111 I ii 11111,ruil I ii=1111iii, iiii,III Create equipment order and reconcile to contract. X Manufacture Motorola Solutions-provided equipment necessary for X system based on equipment order. Procure non-Motorola Solutions equipment necessary for the X system. Deliverable: Equipment procured and ready for shipment. Ship all equipment needed for staging to Motorola Solutions' X Customer Center for Solutions Integration (CCSi). Provide information on existing system interfaces, room layouts, or X other information necessary for the assembly to meet field conditions. City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 99 Implementation Plan 2-17 Tasks Motorola Customer Set up and rack the solution equipment on a site-by-site basis, as it X will be configured in the field at each of the sites. Cut and label the cables with to/from information to specify X interconnection for field installation and future servicing needs. Complete the cabling/connecting of the subsystems to each other X ("connectorization" of the subsystems). Assemble required subsystems to assure system functionality. X Power up, load application parameters, program, and test all X staged equipment. Confirm system configuration and software compatibility with the X existing system. Inventory the equipment with serial numbers and installation X references. Perform factory functional acceptance tests of system features— X Customer will not be attending. Conduct site and system level testing. X Perform system burn-in 24 hours a day during staging to isolate X and capture any defects. Deliverable: System staged and ready for shipment. HE Provide secure location for solution equipment. X Pack and ship solution equipment to the identified, or site locations. X Receive solution equipment. X Inventory solution equipment. X Deliverable: Solution equipment received and ready for installation Deliver solution equipment to installation location. X Coordinate receipt of and inventory solution equipment with X designated contact. Install all proposed fixed equipment as outlined in the System X Description based upon the agreed-upon floor plans, connecting audio, control, and radio transmission cables to connect equipment to the power panels or receptacles, and audio/control line connection points. Installation performed in accordance with R56 standards and state/local codes. 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 2-18 Implementation Plan 100 Motorola Solutions Confidential Restricted Tasks Motorola Customer Provide system interconnections that are not specifically outlined in X the system design, including dedicated phone circuits, microwave links, or other types of connectivity. Install and terminate all network cables between site routers and X network demarcation points, including leased lines, and Ethernet. Ensure that Type 1 and Type 2 AC suppression is installed to X protect installed equipment. Connect installed equipment to the provided ground system. X Label equipment, racks, and cables. X Identify circuits for connection to console and a demarcation point X located within 25 feet of the console interface. Perform preliminary audit of installed equipment to ensure X compliance with requirements and R56 standards. Note any required changes to the installation for inclusion in the X "as-built" system documentation. Remove, transport, and dispose of old equipment. X Deliverable: Equipments installed. Install fixed equipment contained in the equipment list and system X description. Provide backhaul connectivity and associated equipment for all X sites to meet latency,jitter and capacity requirements. Configure ASTRO 25 system to support the new RF sites. X Verify site link performance, prior to the interconnection of the X solution equipment to the link equipment. Install new Four(4)GTR Base Radios X Provide list of subscriber IDs for loading into the Zone Controller. X Load subscriber IDs in the Zone Controller. X Integrate the RF sites into the system to ensure proper operation. X Deliverable:ASTRO 25 core and remote site equipment installation completed. Identify circuits for connection to console and a demarcation point X located within 25 feet of the console interface. Provide desk space for three (3) new dispatch consoles X City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 101 Implementation Plan 2-19 Tasks Motorola Customer Install three (3)staged MCC7500E consoles in the Dispatch Center X on existing customer-provided desk space, two (2)at PD and one (1) at FD. Connect console to circuit demarcation points. X Install purchased peripheral console equipment in accordance with X R56 standards and state/local codes. Provide all Cat5E cable to connect the consoles to the two (2) X switches in the backroom (2 cables per op = 6 runs total). Permanently install, cable, and ground two (2)staged 7' racks in X the backroom. Develop templates for console programming. X Perform console programming and configuration. X Deliverable: Console equipment installation completed. Provide the locations of control stations and desk radio. X Survey mounting locations and develop control station installation X plan. Provide adequate space, grounding, and power for the control X station installation. Properly connectorize and ground the Control Stations. X Provide antenna and antenna cables to location of the Control X Stations. Connect to Customer-provided antenna cables. X Perform control station programming. X Deliverable: Control station equipment installation completed. Review and determine modifications to existing fleetmap. X Review fleetmapping requirements with Customer, including user X ID and talkgroup structures. Designate user group representatives for the user groups, to make X timely decisions on their behalf. Provide advisory input during fleetmap development. X Develop templates. X Participate in a meeting to finalize any changes among user X X groups. 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 2-20 Implementation Plan 102 Motorola Solutions Confidential Restricted Review and approve fleetmap templates. X MotorolaTasks Program the approved templates into a radio-programming X template tool. Program sample radios with approved templates and deliver for X evaluation by Customer. Program approved templates into console. X Evaluate sample radios and provide feedback. X Approve templates. X Deliverable:F/leetmap plan completed and approved by Customer. IPW I M1111111111111111 Eli ii mili,i 111 Em Perform R56 site-installation quality-audits, verifying proper X physical installation and operational configurations. Create site evaluation report to verify site meets or exceeds requirements, as defined in Motorola Solutions' R56 Standards and X Guidelines for Communication Sites. Deliverable: R56 Standards and Guidelines for Communication Sites audits completed successfully. �1111111 i 11 11=1 111111 im=1111 = Perform EMI analysis for the Motorola Solutions-supplied equipment. Note: Motorola Solutions is only responsible for interference caused by Motorola Solutions-provided transmitters to the Motorola Solutions-provided receivers. Should the proposed X equipment experience interference, Motorola Solutions can be contracted to investigate the source and recommend solutions to mitigate the issue. Resolve any interference caused by equipment not supplied by X Motorola Solutions. Deliverable: EMI analysis completed. Verify that all equipment is operating properly and that all electrical X and signal levels are set accurately. Verify that all audio and data levels are at factory settings. X Verify communication interfaces between devices for proper X operation. Ensure that functionality meets manufacturers' specifications and complies with the final configuration established during design X review or system staging. Deliverable: Completion of System Optimization. City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 103 Implementation Plan 2-21 Tasks Motorola Customer OmMs,11121i, 1611S,113111111 1111111 Verify the operational functionality and features of the solution X supplied by Motorola Solutions, as contracted. Witness the functional testing. X Document all issues that arise during the acceptance tests. X If any major task for the system as contractually described fails X during the Customer acceptance testing or beneficial use, repeat that particular task after Motorola Solutions determines that corrective action has been taken. Resolve any minor task failures before Final System Acceptance. X Document the results of the acceptance tests and present for X review. Review and approve final acceptance test results. X If any major task as contractually described fails, repeat that X particular task after Motorola Solutions determines that corrective action has been taken. Document all issues that arise during the acceptance tests. X Document the results of the acceptance tests and present to the X Customer for review. Resolve any minor task failures before Final System Acceptance. X Deliverable: Completion of functional testing and approval by Customer. Finalize Cutover Plan. X X Calibrate and tune existing mobile and portable radios to ensure X good working order. Provide Motorola Solutions with user radio information for input into X the system database and activation, as required. Provide programming of user radios and related services (i.e. template building, re-tuning, testing and installations), as needed, X during cutover period. Conduct cutover meeting with relevant personnel to address both X how to mitigate technical and communication problem impacts to the users during cutover and during the general operation of the system. Notify the personnel affected by the cutover of the date and time X planned for cutover. 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 2-22 Implementation Plan 104 Motorola Solutions Confidential Restricted Tasks Motorola Customer Provide ongoing communication with users regarding the project X X and schedule. Cut over users and ensure that user radios are operating on X system. Resolve punchlist items, documented during the Acceptance Testing phase, in order to meet all the criteria for final system X acceptance. Assist Motorola with resolution of identified punchlist items by X providing support, such as access to the sites, equipment and system, and approval of the resolved punchlist items. Deliverable`. Migration to new system completed,and,punchlist items resolved. Review the items necessary for transitioning the project to warranty X support and service. Motorola Solutions to provide services during year 1 warranty X which align with the proposed services. Provide a Customer Support Plan detailing the warranty support X associated with the contract equipment. Participate in the Transition Service/Project Transition Certificate X (PTC) process. Provide a Customer Support Plan detailing the warranty support X associated with the contract equipment. Participate in the Transition Service/Project Transition Certificate X (PTC) process. Deliverable: Service information delivered and approved by Customer Resolve punchlist items, documented during the Acceptance X Testing phase, in order to meet all the criteria for final system acceptance. Assist Motorola Solutions with resolution of identified punchlist items by providing support, such as access to the sites, equipment X and system, and approval of the resolved punchlist items. Provide manufacturer's installation material, part list and other X related material to Customer upon project completion. City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 105 Implementation Plan 2-23 Tasks Motorola Customer Provide an electronic as-built system manual on CD or other Customer preferred electronic media. The documentation will include the following: - Site Block Diagrams. - Site Floor Plans. - Site Equipment Rack Configurations. X - Antenna Network Drawings for RF Sites (where applicable). - ATP Test Checklists. - Functional Acceptance Test Plan Test Sheets and Results. - Equipment Inventory List. - Console Programming Template (where applicable). - Maintenance Manuals (where applicable). - Technical Service Manuals (where applicable). Drawings will be delivered in Adobe PDF format. Receive and approve documentation. X Execute Final Project Acceptance. X X Deliverable:All required documents are provided and approved. Final Project Acceptance. 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 2-24 Implementation Plan 106 Motorola Solutions Confidential Restricted 2.2 ASSUMPTIONS Motorola has made several assumptions in preparing this proposal, which are noted below. • Sufficient space, power and HVAC exist to install two (2) racks of equipment, three (3) dispatch consoles and wall-mounted punch blocks. • Distance between dispatch consoles and equipment racks will not exceed range of multi- mode fiber (MMF). • RF demark is the RF port on the consolettes. Seward PD will provide RFDS, including surge protection. • Any antenna tower stress analysis or tower upgrade requirements are the responsibility of the Seward PD. • Power demark at the rack is the line site connection of the AC Edge II units, with the exception of installing the Type 2A SPD at the distribution panel. • Power demark is the Type 3 SPD for the dispatch consoles. • Seward PD to provide all electrical circuits at the proposed rack location and AC distribution panel. Motorola has not provided any electrical, civil, R56 or site improvement work in this proposal. All required electrical work at the dispatch site will be provided by Seward PD. • All existing sites or equipment locations will have adequate electrical power in the proper phase and voltage and site grounding to support the requirements of the system described. • There is no data demark as the ASTRO system is self-contained. • Aux 1/0 demark is the wall-mounted punch blocks. • No Unified Event Manager (UEM) is included. UEM is a Simple Network Management Protocol (SNMP) for ASTRO networks. • No conventional integrated data is provided on the K-core. Consolettes will be capable of Integrated Voice & Data (IV&D). • The Alaska Land Mobile Radio (ALMR) system uses trunked, P25 digital VHF FDMA channels. • ALMR uses Over-The-Air-Rekeying (OTAR) and Over-The-Air Programming (OTAP). • ALMR does not use Radio Authentication, Enhanced Data, Group Services or Over-The- Air Software Updates. • Unless specified, any upgrades/modification to site/location, to meet R56 "Standards and Guidelines for Communications Sites" guidelines, is Seward PD's responsibility. • No control room customer enterprise network (CEN) or CAD interface is included. • CAD is not included as part of this proposal. • No telephony integration is included. • Uninterruptible Power Supplies (UPSs) are not included. Seward PD is responsible for supplying UPSs for both rack-mounted equipment and dispatch floor equipment. • No new logging solution has been included in this proposal. • Existing subscribers programming and configuration is not included in this proposal. • No coverage guarantee is included in this proposal. • Approved FCC licensing provided by the Seward PD. • Approved local, State or Federal permits as may be required for the installation and operation of the proposed equipment are the responsibility of the Seward PD. • Motorola's MCC 7500E design is built with dedicated workstations for each MCC 7500E operator positions. Motorola provided computers will not be configured to share/support any third party applications such as CAD, E911 network, etc. City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 107 Implementation Plan 2-25 • Any required system interconnections not specifically outlined here will be provided by Seward PD. These may include dedicated phone circuits, microwave links or other types of connectivity. • Motorola is not responsible for interference caused or received by the Motorola provided equipment except for interference that is directly caused by the Motorola provided transmitter(s) to the Motorola provided receiver(s). Should the Seward PD's system experience interference, Motorola can be contracted to investigate the source and recommend solutions to mitigate the issue. 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 2-26 Implementation Plan 108 Motorola Solutions Confidential Restricted Motorola's preliminary project schedule for Seward PD Console Migration is below, and indicates total project implementation to be approximately 9 months from Contract Execution to Final Acceptance. As part of the Design Review, the project schedule will be fine-tuned by Motorola's Project Manager and will be submitted to Seward PD for review and approval. ID 0 Task Name n Start Finish Dec'19 Jan'20 Feb'20 Mar'20 A r'20 Ma '20'Jun'20 Jul 20 Au '20 Se '20 Oct'20 1 Consoles and K2 Core(With SI) 185 d Thu 112120 Mon 9121/20 2 Project Initiation 23 d Thu 112/20 Tue 214/20 3 Award(Project Set Up) 15 d Thu 1/2/20 Thu 1/23/20 4 Post Sale Transition Meeting Completed 1 d Fri 1/24/20 Fri 1/24/20 5 Internal Project Plan/Design Review 5 d Fri 1/24/20 Thu 1/30/20 6 Customer Kick Off 3 d Fri 1/31/20 Tue 2/4/20 7 Project Planning 40 d Fri 1131120 Thu 3126120 8 Customer Design Review(CDR) 10 d Fri 1131120 Thu 2/13120 9 Customer Contract/Design Review 10 d Fri 1131/20 Thu 2/13120 10 System Description/SOW 10 d Fri 1/31/20 Thu 2/13/20 11 Test Acceptance Plans 10 d Fri 1/31/20 Thu 2/13/20 12 Equipment List Development 10 d Fri 1131/20 Thu 2/13120 13 Implementation Plan 10 d Fri 1131/20 Thu 2/13120 14 Contract Change Order Process 15 d Fri 2/14/20 Thu 3/5/20 x 15 Update Project Plans(Post CDR) 15 d Fri 3/6120 Thu 326/20 16 Project Execution 130 d Fri 2114/20 Fri 8114/20 17 Make Order and SI Procurement 20 d Fri 2/1420 Thu 3/1220 18 System Staging 30 d Fri 3/1320 Thu 42320 19 Transition to Service Preparation 10 d Fri 42420 Thu 5/720 20 System Installation 20 d Fri 4124120 Thu 5121120 21 Receive and Inventory Equipment 10 d Fri 42420 Thu 5/720 22 Master Site Programming 5 d Fri 5/820 Thu 5/1420 23 Dispatch Site Console Programming 5 d Fri 511520 Thu 52120 24 RF Site Programming 5 d Fri 5/820 Thu 5/1420 25 System Optimization 20 d Fri 52220 Fri 611920 26 System Acceptance Test 10 d Mon 622/20 Fri 7/320 27 System Readiness Review 10 d Mon 7/620 Fri 7/1720 28 System Cutover 10 d Mon 720/20 Fri 7/3120 29 Beneficial Use System Acceptance 10 d Mon 8/320 Fri 811420 30 Project Close 25 d Mon 8117120 Mon 9121120 31 Finalize System Documentation 20 d Mon 8/17/20 Mon 9/14/20 32 Punchlist Resolution 20 d Mon 8117/20 Mon 9/14/20 33 Legacy Equipment Removed 20 d Mon 8117/20 Mon 9/14/20 34 Final Acceptance 0 d Mon 9/14/20 Mon 9/14/20 9/14 35 Complete Service Transition Meeting 5 d Tue 9/1520 Mon 921/20 City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 109 Implementation Plan 2-27 2.4 CHANGE ORDER PROCESS Either Party may request changes within the general scope of this Proposal. If a requested change causes an increase or decrease in the cost or time required to perform this Agreement, the Parties will agree to an equitable adjustment of the Contract Price, Performance Schedule, or both, and will reflect the adjustment in a change order. Neither Party is obligated to perform requested changes unless both Parties execute a written change order. 2.5 ACCEPTANCE TEST P1,,,,, AN System Acceptance of the proposed solution will occur upon successful completion of a Functional Acceptance Test Plan (FATP), which will test the features, functions, and failure modes for the installed equipment in order to verify that the solution operates according to its design. This plan will validate that proposed solution will operate according to its design, and increase the efficiency and accuracy of the final installation activities. A list of tests are described in following pages. 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 2-28 Implementation Plan 110 Motorola Solutions Confidential Restricted MCC 7500E CONVENTIONA1.., RESOURCES 2. TEST I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I Step 1. Initiate a call from CONSOLE-1 on 2.5.1 Conventional Call - Analog CONVENTIONAL CHANNEL 1. Step 2. Observe that RADIO-1 will be able to monitor the call. End the call from 1. DESCRIPTION CONSOLE-1 and initiate a call from RADIO- 1 on CONVENTIONAL CHANNEL 1 Dispatchers with Conventional Call capability will be Step 3. Observe that all consoles with able to communicate with other members of the CONVENTIONAL CHANNEL 1 can monitor same channel. When a Conventional Call is initiated both sides of the conversation. from a subscriber unit, the call is indicated on each dispatch operator position that has a channel control Step 4. Initiate a call from CONSOLE-1 on resource associated with the unit's channel. CONVENTIONAL CHANNEL 2. SETUP Step 5. Observe that RADIO-2 will be able to monitor the call. End the call on CONSOLE- 1 and initiate a call from RADIO-2 on RADIO-1 -CONVENTIONAL CHANNEL 1 CONVCH 2 RADIO-2 -CONVENTIONAL CHANNEL 2 CONSOLE-1 -CONVENTIONAL CHANNEL 1 Step 6. Observe that all consoles with CONSOLE-1 -CONVENTIONAL CHANNEL 2 CONVENTIONAL CHANNEL 2 can monitor both sides of the conversation. VERSION #1.060 Pass Fail City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 111 Implementation Plan 2-29 MCC 7500E Conventional Resources 2. TEST Step 1. Connect a transmission test set to the output of the port corresponding to 2.5.2 Conventional Call - AnalogCONVENTIONAL CHANNEL 1 on CONSOLE-1. (Using a Test Set) Step g 2. Using CONSOLE-1, initiate a call on CONVENTIONAL CHANNEL 1 and verify 1. DESCRIPTION Transmit audio is heard through the transmission test set. Step 3. Using the test set, inject a test tone into the A conventional station can be integrated into a input of CONVENTIONAL CHANNEL 1. trunking system by placing a conventional resource on the consoles. This allows the user to dispatch Step 4. Verify the CONVENTIONAL CHANNEL 1 and patch the conventional station with the desired resource receives the tone in the talkgroups. appropriate speaker. This test will demonstrate the audio output at the Step 5. Connect a transmission test set to the output Conventional Channel Gate Way (CCGW) using a of the port corresponding to test set in those cases where the attached device is CONVENTIONAL CHANNEL 2 on not available. CONSOLE-1. SETUP Step 6. Using CONSOLE-1, initiate a call on CONVENTIONAL CHANNEL 2 and verify Transmit audio is heard through the CONSOLE-1 -CONVENTIONAL CHANNEL 1 and transmission test set. CONVENTIONAL CHANNEL 2 Step 7. Using the test set, inject a test tone into the Connect a transmission test set to the port that input of CONVENTIONAL CHANNEL 2. corresponds to CONVENTIONAL CHANNEL 1 in the Console Position. Step 8. Verify the CONVENTIONAL CHANNEL 2 resource receives the tone in the Note: Each RJ45 receptacle on the Analog Module appropriate speaker. of the Conventional Channel GateWay(CCGW) represents a possible resource, pins 1 and 2 are for RX audio, and pins 4 and 5 are for TX audio. VERSION #1.030 Pass Fail 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 2-30 Implementation Plan 112 Motorola Solutions Confidential Restricted MCC 7500E Conventional Resources 2. TEST Ste 1. Using a shorting wire simulate a relay p g g Y closure on an input via the punch block. 2.5.3 Alarm Input I Outputs (Aux Step 2. Verify that CONSOLE-1 momentary input 1/0 Option) displays the icon designated for an ON STATE. IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII 1. DESCRIPTION Step 3. Remove the shorting wire and verify that CONSOLE-1 displays the icon designated for an OFF—STATE. The alarm inputs of the Aux 1/0 can be connected to Step 4. Connect the meter to the pins to monitor a almost any device that requires or can detect a relay relay output. closure. These signals can be simulated and monitored in the factory. Step 5. Verify that the meter reads an open circuit. SETUP Step 6. Press the output button on the console to initiate a relay closure. Connect a multi-meter capable of monitoring Step 7. Verify that the meter displays a closed closures to the proper pins of the punch block circuit. cabled to the Aux 1/0. One momentary input and one momentary output should be configured on at least one MCC 7500E console. CONSOLE-1 -TALKGROUP 1 CONSOLE-1 -SITE- CONSITE 1 Aux 1/0 punch block pinout: Aux 1/0 1 - pins 26,1 Aux 1/0 2- pins 27,2 Pass Fail Aux 1/0 3 - pins 28,3 Aux 1/0 4 - pins 29,4 VERSION #1.010 City of Seward Police Department 9/12/2019 Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 113 Implementation Plan 2-31 2. TEST I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I Step 1. Verify both Site Controllers are available and 2.5.4 Redundant Site Controller in the "Normal"state. Switching - Automatic Step 2. Power off the active Site Controller(or in the Switchover ESS configuration connect to the Active Site controller using CSS and perform a 'reset") and verify the backup becomes the new IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII fy p active Site Controller(note events in the 1. DESCRIPTION event viewer). Step 3. Key RADI0-1 and verify that RADI0-2 hears The K-Core uses two Site Controllers in a redundant the audio. configuration. The backup Site Controller is made active either upon the loss of communication to the Step 4. End the call from RADIO-1. active Site Controller or upon a user initiated command from the Site Control Manager. Step 5. Power up the Site Controller (if it was This test will demonstrate that on the loss of the powered off). Verify the Site Controller active site controller the standby controller will returns to the normal state. become active and carry on the site operations. SETUP RADI0-1 -CHANNEL 1 RADI0-2-CHANNEL 1 VERSION #1.020 Pass Fail 9/12/2019 City of Seward Police Department Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 2-32 Implementation Plan 114 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 2.6 SIGNOFFCERTIFICATE By their signatures below, the following witnesses certify they have observed the system Acceptance Test Procedures. Signatures WITNESS: Date: Please Print Name: Initials: Please Print Title: WITNESS: Date: Please Print Name: Initials: Please Print Title: WITNESS: Date: Please Print Name: Initials: Please Print Title: Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 115 Implementation Plan 2-1 City of Seward Police Department 9/12/2019 SECTION 3 SUPPORT PLAN AND MAINTENANCE SERVICES To maintain Seward PD's equipment, Motorola offers our standard commercial warranty as set forth in the terms and conditions provided with our proposal. An optional 5 years of Motorola's Essential Services package pricing is shown in Pricing Summary section of this proposal. This service will take effect after the first year warranty, if purchased. A description of Essential Services package is included in following pages. Essential Services Motorola's Essential Services are designed for customers who would benefit from Motorola's basic support experience. Essential Services are delivered through a combination of centralized resources within Motorola's Solutions Support Center (SSC) collaborating with authorized local field services delivery resources that are experienced in managing mission critical networks and associated technologies. The MSI SSC operates 24 x 7 x 365, leveraging field resources that are either dedicated to the network or engaged as needed. Essential Services applies to fixed end communications network equipment located at the network core, RF site and dispatch sites. Essential Services do not include maintenance of mobile or portable devices, or network backhaul. The services described in this SOW will be performed in accordance with the Customer Support Plan (CSP) agreed upon by the parties. Customer Support Plan (CSP) The Essential Services Statement of Work summarizes Motorola's delivery approach and standard goals. Since individual customer technologies, systems, operating environments, and operational capabilities differ, the outlined services approach in the Essential Services SOW will be adapted to each Customer's own environment and unique needs via the CSP. The CSP is a critical component of this SOW and, once created, will automatically become integrated into this SOW by this reference. Motorola and Customer will collaborate to define the Customer-specific processes, procedures, network information, and other relevant support details required to perform the Services set forth in the Essential Services SOW. Centralized Service Delivery Technical Support service provides telephone consultation for technical issues that require a high level of ASTRID 25 network experience and troubleshooting capabilities. Technical Support is delivered through the SSC Network Operations Center by a staff of technical support specialists skilled in diagnosis and swift resolution of infrastructure performance and Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 3-2 Support Plan and Maintenance Services 116 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 operational issues. Motorola applies leading industry standards in recording, monitoring, escalating and reporting for Technical Support calls from its contracted customers, reflecting the importance of maintaining mission critical systems. Network Hardware Repair Motorola provides a hardware repair service for all of the Motorola and select third-party infrastructure equipment supplied by Motorola. The Motorola authorized Repair Depot manages and performs the repair of Motorola supplied equipment as well as coordinating the equipment repair logistics process. Network Hardware Repair with Advanced Replacement is a purchasable option under which Motorola will provide Customer with an advanced replacement unit(s) or Field Replacement Units (FRU's) as they are available in exchange for Customer's malfunctioning equipment. Malfunctioning equipment will be evaluated and repaired by the infrastructure repair depot and returned to depot's FRU inventory upon completion of repair. Customers who prefer to maintain their existing FRU inventory have an option to request a "Loaner" FRU while their unit is being repaired. If purchased, an appendix with the Network Hardware Repair with Advanced Replacement SOW will be included at the end of this document. Security Management Operations Self Installed Security Patches Motorola maintains a dedicated vetting lab for each supported ASTRO 25 release for the purpose of pre-testing security updates. In some cases, when appropriate, Motorola will make the updates available to outside vendors, allow them to test, and then incorporate those results into this offering. Once tested, Motorola posts the updates to a secured extranet website and sends an email notification to the customer. If there are any recommended configuration changes, warnings, or workarounds, Motorola will provide detailed documentation along with the updates on the website. MyView Portal MyView Portal is a web-based platform that provides a transparent, single source view of network maintenance and operations along with historical system and service delivery information. It can be accessed from a desktop, laptop or tablet web browser. Technical Support: View Incident status details to compare them to committed response times. Network Hardware Repair: Track return material authorizations (RMAs) shipped to our repair depot and eliminate the need to call for status updates. Security Patching: Download pre-tested security updates to ensure the network is protected. Trending Reports: Access up to 13 months of historical data and system activity to analyze Incident management. Asset and Contract Information: View all the assets purchased for the network, recent orders, and contract information. Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 117 Support Plan and Maintenance Services 3-3 City of Seward Police Department 9/12/2019 SECTION 4 PRICING SUMMARY p II II ISPATCH SYSTEM Motorola's pricing is based on the equipment list and services defined in this proposal. Description Pricing Equipment List Price $349,488 Equipment HGAC Discount ($58,176) Equipment HGAC Discounted Price $291,312 Implementation Services—Design Review,Staging,Cutover Development $415,898 Equipment Freight Installation,Cutover,Functional Testing and Documentation Grand Total $707,210 System Discount ($169,210) Grand Total with System Discount $538,000 Note: Applicable federal, state, and local taxes are not included. 4.2 MAINTENANCEII The below table includes pricing for Maintenance Services that can be purchased after Warranty (Year 1). Pricing includes the same services as outlined for the Warranty period. Year 2 Year 3 Year 4 Year 5 Year 6 Maintenance Services for System $14,142 $14,849 $15,592 $17,671 $ 18,554 Essential Services Package Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 4-4 Pricing Summary 118 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 Except for a payment that is due on the Effective Date, Customer will make payments to Motorola within thirty (30) days after the date of each invoice. Customer will make payments when due in the form of a check, cashier's check, or wire transfer drawn on a U.S. financial institution and in accordance with the following milestones. 1. 25% of the Contract Price due upon contract execution (due upon effective date); 2. 60% of the Contract Price due upon shipment of equipment from Staging; 3. 10% of the Contract Price due upon installation of equipment; and 4. 5% of the Contract Price due upon Final Acceptance. Overdue invoices will bear simple interest at the rate of ten percent (10%) per annum, unless such rate exceeds the maximum allowed by law, in which case it will be reduced to the maximum allowable rate. Motorola reserves the right to make partial shipments of equipment and to request payment upon shipment of such equipment. In addition, Motorola reserves the right to invoice for installations or civil work completed on a site-by-site basis, when applicable. Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 119 Pricing Summary 4-5 City of Seward Police Department 9/12/2019 SECTION 5 CONTRACTUAL DOCUMENTATION Communications System and Services Agreement Motorola Solutions, Inc. ("Motorola") and ("Customer") enter into this "Agreement," pursuant to which Customer will purchase and Motorola will sell the System and Services, as described below. Motorola and Customer may be referred to individually as a "Party" and collectively as the "Parties." For good and valuable consideration, the Parties agree as follows: WHEREAS, Customer desires to purchase from Motorola and Motorola desires to sell to Customer a Communications System; and WHEREAS, Houston-Galveston Area Council ("H-GAC"), acting as the agent for various local governmental entities who are "End Users" under interlocal agreements (including Customer) has solicited proposals for radio communications equipment and conducted discussions with Motorola concerning its proposal and, where applicable, in accordance with the competitive procurement procedures of Texas law; and WHEREAS, on July 25, 2018, H-GAC and Motorola entered into a contract (the "Contract"), which provides that End Users may purchase radio communications equipment from Motorola pursuant to certain terms contained therein; and WHEREAS, pursuant to Article 2 of the Contract Special Provisions, Motorola and Customer now wish to enter into this Communications System Agreement to delineate the specific terms of the purchase of radio communications equipment from Motorola by Customer. For good and valuable consideration, the Parties agree as follows: Section 1 ATTACHMENTS 1.1. EXHIBITS. The Exhibits listed below are exhibits related to the System sale and implementation. These Exhibits are incorporated into and made a part of this Agreement. Exhibit A "Motorola Software License Agreement" Exhibit B "Payment" Exhibit C Technical and Implementation Documents C-1 "System Description" dated C-2 "Pricing Summary & Equipment List" dated C-3 "Implementation Statement of Work" dated C-4 "Acceptance Test Plan" or "ATP" dated C-5 "Performance Schedule" dated Exhibit D "System Acceptance Certificate" Exhibit E Cooperative Purchasing Program of Houston-Galveston Area Council of Governments ("HGAC") and Motorola's master agreement with HGAC, executed July 25, 2018, and identified as Contract No. RA-05-15 Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-6 Contractual Documentation 120 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 1.2. ADDENDUM (ADDENDA). Customer may elect to purchase professional or subscription services in addition to the System and related services. Any such services will be governed by the terms in the main body of the Agreement and an applicable Addendum containing terms specific to such service. Such Addenda will be labeled with the name of the service being purchased. 1.3 ORDER OF PRECEDENCE. In interpreting this Agreement and resolving any ambiguities: 1) the main body of this Agreement takes precedence over the exhibits (unless otherwise specified in an exhibit), and any inconsistency between Exhibits A through E will be resolved in their listed order, and 2) The applicable service Addendum will take precedence over the main body of the Agreement and the Exhibits. Section 2 DEFINITIONS Capitalized terms used in this Agreement have the following meanings: "Acceptance Tests" means those tests described in the Acceptance Test Plan. "Addendum (Addenda)" is the title of the document(s) containing a specific set of terms and conditions applicable to a particular service or other offering beyond the Communication System and System implementation services. The terms in the Addendum are applicable only to the specific service or offering described therein. "Administrative User Credentials" means an account that has total access over the operating system, files, end user accounts and passwords at either the System level or box level. Customer's personnel with access to the Administrative User Credentials may be referred to as the Administrative User. "Beneficial Use" means when Customer first uses the System or a Subsystem for operational purposes (excluding training or testing). "Confidential Information" means all information consistent with the fulfillment of this Agreement that is (i) disclosed under this Agreement in oral, written, graphic, machine recognizable, and/or sample form, being clearly designated, labeled or marked as confidential or its equivalent or (ii) obtained by examination, testing or analysis of any hardware, software or any component part thereof provided by discloser to recipient. The nature and existence of this Agreement are considered Confidential Information. Confidential Information that is disclosed orally must be identified as confidential at the time of disclosure and confirmed by the discloser by submitting a written document to the recipient within thirty (30) days after such disclosure. The written document must contain a summary of the Confidential Information disclosed with enough specificity for identification purpose and must be labeled or marked as confidential or its equivalent. "Contract Price" means the price for the System and implementation Services, excluding applicable sales or similar taxes and freight charges. Further, unless otherwise stated in Exhibit B, "Payment" or the pricing pages of the proposal, recurring fees for maintenance, SUA, or subscription services are not included in the Contract Price. "Deliverables" means all written information (such as reports, specifications, designs, plans, drawings, analytics, Solution Data, or other technical or business information) that Motorola prepares for Customer in the performance of the Services and is obligated to provide to Customer under this Agreement. The Deliverables, if any, are more fully described in the Statement of Work. Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 121 Contractual Documentation 5-7 City of Seward Police Department 9/12/2019 "Derivative Proprietary Materials" means derivatives of the Proprietary Materials that Motorola may from time to time, including during the course of providing the Services, develop and/or use and/or to which Motorola provides Customer access. "Effective Date" means that date upon which the last Party executes this Agreement. "Equipment" means the hardware components of the Solution that Customer purchases from Motorola under this Agreement. Equipment that is part of the System is described in the Equipment List. "Feedback" means comments or information, in oral or written form, given to Motorola by Customer in connection with or relating to Equipment or Services, during the term of this Agreement. "Force Majeure" means an event, circumstance, or act that is beyond a Party's reasonable control, such as an act of God, an act of the public enemy, an act of a government entity, strikes, other labor disturbances, supplier performance, hurricanes, earthquakes, fires, floods, epidemics, embargoes, war, riots, or any other similar cause. "Motorola Software" means software that Motorola or its affiliated companies owns. "Non-Motorola Software" means software that a party other than Motorola or its affiliated companies owns. "Open Source Software" (also called "freeware" or "shareware") means software with either freely obtainable source code, license for modification, or permission for free distribution. "Proprietary Materials" means certain software tools and/or other technical materials, including, but not limited to, data, modules, components, designs, utilities, subsets, objects, program listings, models, methodologies, programs, systems, analysis frameworks, leading practices and specifications which Motorola has developed prior to, or independently from, the provision of the Services and/or which Motorola licenses from third parties. "Proprietary Rights" means the patents, patent applications, inventions, copyrights, trade secrets, trademarks, trade names, mask works, know-how, and other intellectual property rights in and to the Equipment and Software, including those created or produced by Motorola under this Agreement and any corrections, bug fixes, enhancements, updates or modifications to or derivative works from the Software whether made by Motorola or another party. "Services" means system implementation, maintenance, support, subscription, or other professional services provided under this Agreement, which may be further described in the applicable Addendum and/or SOW. "Software" (i) means proprietary software in object code format, and adaptations, translations, de- compilations, disassemblies, emulations, or derivative works of such software; (ii) means any modifications, enhancements, new versions and new releases of the software provided by Motorola; and (iii) may contain one or more items of software owned by a third party supplier. The term "Software" does not include any third party software provided under separate license or third party software not licensable under the terms of this Agreement. "Software License Agreement" means the Motorola Software License Agreement (Exhibit A). Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-8 Contractual Documentation 122 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 "Software Support Policy" ("SwSP") means the policy set forth at http://www.motorolasolutions.com/softwarepolicy describing the specific technical support that will be provided to Customers under the Warranty Period and during any paid maintenance support period for Motorola Software. This policy may be modified from time to time at Motorola's discretion. "Solution" means the combination of the System(s) and Services provided by Motorola under this Agreement. "Solution Data" means Customer data that is transformed, altered, processed, aggregated, correlated or operated on by Motorola, its vendors or other data sources and data that has been manipulated or retrieved using Motorola know-how to produce value-added content to data consumers, including customers or citizens which is made available to Customer with the Solution and Services. "Specifications" means the functionality and performance requirements that are described in the Technical and Implementation Documents. "SUA" or"SUA II" means Motorola's Software Upgrade Agreement program. "Subsystem" means a major part of the System that performs specific functions or operations. Subsystems are described in the Technical and Implementation Documents. "System" means the Equipment, including incidental hardware and materials, Software, and design, installation and implementation services that are combined together into an integrated system; the System(s) is (are) described in the Technical and Implementation Documents. "System Acceptance" means the Acceptance Tests have been successfully completed. "System Data" means data created by, in connection with or in relation to Equipment or the performance of Services under this Agreement. "Warranty Period" for System Hardware, Software, or services related to system implementation means one (1) year from the date of System Acceptance or Beneficial Use, whichever occurs first. Unless otherwise stated in the applicable Addendum, Warranty Period for other Services means ninety (90) days from performance of the Service. Section 3 SCOPE OF AGREEMENT AND TERM 3.1. SCOPE OF WORK. Motorola will provide, install and test the System(s), and perform its other contractual responsibilities to provide the Solution, all in accordance with this Agreement. Customer will perform its contractual responsibilities in accordance with this Agreement. 3.2. CHANGE ORDERS. Either Party may request changes within the general scope of this Agreement. If a requested change causes an increase or decrease in the cost or time required to perform this Agreement, the Parties will agree to an equitable adjustment of the Contract Price or applicable subscription fees, Performance Schedule, or both, and will reflect the adjustment in a change order or Addendum. Neither Party is obligated to perform requested changes unless both Parties execute a written change order. 3.3. TERM. Unless terminated in accordance with other provisions of this Agreement or extended by mutual agreement of the Parties, the term of this Agreement begins on the Effective Date and continues until the date of Final Project Acceptance or expiration of the Warranty Period, or completion Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 123 Contractual Documentation 5-9 City of Seward Police Department 9/12/2019 of the Services, whichever occurs last. The term and the effective date of recurring Services will be set forth in the applicable Addendum. 3.4. ADDITIONAL EQUIPMENT OR SOFTWARE. For three (3) years after the expiration date of the Agreement, Customer may order additional Equipment or Software, if it is then available. Each purchase order must refer to this Agreement, the expiration date of the Agreement, and must specify the pricing and delivery terms. The Parties agree that, notwithstanding expiration of the Agreement, the applicable provisions of this Agreement (except for pricing, delivery, passage of title and risk of loss to Equipment, warranty commencement, and payment terms) will govern the purchase and sale of the additional Equipment or Software. Additional or contrary terms in the purchase order will be inapplicable, unless signed by both parties. Title and risk of loss to additional Equipment will pass at shipment, warranty will commence upon delivery, and payment is due within thirty (30) days after the invoice date. Motorola will send Customer an invoice as the additional Equipment is shipped or Software is licensed. Alternatively, Customer may register with and place orders through Motorola Online ("MOL"), and this Agreement will be the "Underlying Agreement" for those MOL transactions rather than the MOL On-Line Terms and Conditions of Sale. MOL registration and other information may be found at httj7s://businessonline.motorolasolutions.com and the MOL telephone number is (800) 814-0601. 3.5. MOTOROLA SOFTWARE. Any Motorola Software, including subsequent releases, is licensed to Customer solely in accordance with the Software License Agreement. Customer hereby accepts and agrees to abide by all of the terms and restrictions of the Software License Agreement. 3.6. NON-MOTOROLA SOFTWARE. Any Non-Motorola Software is licensed to Customer in accordance with the standard license, terms, and restrictions of the copyright owner on the Effective Date unless the copyright owner has granted to Motorola the right to sublicense the Non-Motorola Software pursuant to the Software License Agreement, in which case it applies and the copyright owner will have all of Licensor's rights and protections under the Software License Agreement. Motorola makes no representations or warranties of any kind regarding Non-Motorola Software. Non-Motorola Software may include Open Source Software. 3.7. SUBSTITUTIONS. At no additional cost to Customer, Motorola may substitute any Equipment, Software, or services to be provided by Motorola, if the substitute meets or exceeds the Specifications and is of equivalent or better quality to the Customer. Any substitution will be reflected in a change order. 3.8. OPTIONAL EQUIPMENT OR SOFTWARE. This paragraph applies only if a "Priced Options" exhibit is shown in Section 1, or if the parties amend this Agreement to add a Priced Options exhibit. During the term of the option as stated in the Priced Options exhibit (or if no term is stated, then for one (1) year after the Effective Date), Customer has the right and option to purchase the equipment, software, and related services that are described in the Priced Options exhibit. Customer may exercise this option by giving written notice to Seller which must designate what equipment, software, and related services Customer is selecting (including quantities, if applicable). To the extent they apply, the terms and conditions of this Agreement will govern the transaction; however, the parties acknowledge that certain provisions must be agreed upon, and they agree to negotiate those in good faith promptly after Customer delivers the option exercise notice. Examples of provisions that may need to be negotiated are: specific lists of deliverables, statements of work, acceptance test plans, delivery and implementation schedules, payment terms, maintenance and support provisions, additions to or modifications of the Software License Agreement, hosting terms, and modifications to the acceptance and warranty provisions. Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-10 Contractual Documentation 124 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 Section 4 SERVICES 4.1. If Customer desires and Motorola agrees to continue Services beyond the Term, Customer's issuance and Motorola's acceptance of a purchase order for Services will serve as an automatic extension of the Agreement for purposes of the continuing Services. Only the terms and conditions applicable to the performance of Services will apply to the extended Agreement. 4.2. During the Warranty Period, in addition to warranty services, Motorola will provide maintenance Services for the Equipment and support for the Motorola Software pursuant to the applicable maintenance and support Statements of Work. Support for the Motorola Software will be in accordance with Motorola's established Software Support Policy. Copies of the SwSP can be found at http://www.motorolasolutions.com/softwarepglicy and will be sent by mail, email or fax to Customer upon written request. Maintenance Services and support during the Warranty Period are included in the Contract Price. Unless already included in the Contract Price, if Customer wishes to purchase 1) additional maintenance or software support services during the Warranty Period; or 2) continue or expand maintenance, software support, installation, and/or SUA services after the Warranty Period, Motorola will provide the description of and pricing for such services in a separate proposal document. Unless otherwise agreed by the parties in writing, the terms and conditions in this Agreement applicable to maintenance, support, installation, and/or SUA Services, will be included in the Maintenance and Support Addendum, SUA Addendum, the applicable Statements of Work, and the proposal, (if applicable). These collective terms will govern the provision of such Services. To obtain any such additional Services, Customer will issue a purchase order referring to this Agreement and the separate proposal document. Omission of reference to this Agreement in Customer's purchase order will not affect the applicability of this Agreement. Motorola's proposal may include a cover page entitled "Service Agreement" or "Installation Agreement", as applicable, and other attachments. These cover pages and other attachments are incorporated into this Agreement by this reference 4.3. PROFESSIONAL AND SUBSCRIPTION SERVICES. If Customer purchases professional or subscription Services as part of the Solution, additional or different terms specific to such Service will be included in the applicable Addendum and will apply to those Services. Customer may purchase additional professional or subscription services by issuing a purchase order referencing this Agreement and Motorola's proposal for such additional services. 4.4. Any information in the form of specifications, drawings, reprints, technical information or otherwise furnished to Customer in providing Services under this Agreement or Motorola data viewed, accessed, will remain Motorola's property, will be deemed proprietary, Confidential Information. This Confidential Information will be promptly returned at Motorola's request. 4.5. TOOLS. All tools, equipment, dies, gauges, models, drawings or other materials paid for or furnished by Motorola for the purpose of providing Services under this Agreement will be and remain the sole property of Motorola. Customer will safeguard all such property while it is in Customer's custody or control, be liable for any loss or damage to this property, and return it to Motorola upon request. This property will be held by Customer for Motorola's use without charge and may be removed from Customer's premises by Motorola at any time without restriction. Upon termination of the contract for any reason, Customer shall return to Motorola all equipment delivered to Customer. 4.6. COVENANT NOT TO EMPLOY. During the term of this Agreement and continuing for a period of two (2) years thereafter, Customer will not hire, engage on contract, solicit the employment of, or Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 125 Contractual Documentation 5-11 City of Seward Police Department 9/12/2019 recommend employment to any third party of any employee of Motorola or its subcontractors without the prior written authorization of Motorola. This provision applies only to those employees of Motorola or its subcontractors who are responsible for rendering Services under this Agreement. If this provision is found to be overly broad under applicable law, it will be modified as necessary to conform to applicable law. 4.7. CUSTOMER OBLIGATIONS. If the applicable Statement of Work or Addendum contains assumptions that affect the Services or Deliverables, Customer will verify that they are accurate and complete. Any information that Customer provides to Motorola concerning the Services or Deliverables will be accurate and complete in all material respects. Customer will make timely decisions and obtain any required management approvals that are reasonably necessary for Motorola to perform the Services and its other duties under this Agreement. Unless the Statement of Work states the contrary, Motorola may rely upon and is not required to evaluate, confirm, reject, modify, or provide advice concerning any assumptions and Customer-provided information, decisions and approvals described in this paragraph. 4.8. ASSUMPTIONS. If any assumptions or conditions contained in this Agreement, applicable Addenda or Statements of Work prove to be incorrect or if Customer's obligations are not performed, Motorola's ability to perform under this Agreement may be impacted and changes to the Contract Price, subscription fees, project schedule, Deliverables, or other changes may be necessary. 4.9. NON-PRECLUSION. If, as a result of the Services performed under this Agreement, Motorola recommends that Customer purchase products or other services, nothing in this Agreement precludes Motorola from participating in a future competitive bidding process or otherwise offering or selling the recommended products or other services to Customer. Customer represents that this paragraph does not violate its procurement or other laws, regulations, or policies. 4.10. PROPRIETARY MATERIALS. Customer acknowledges that Motorola may use and/or provide Customer with access to Proprietary Materials and Derivative Proprietary Materials. The Proprietary Materials and the Derivative Proprietary Materials are the sole and exclusive property of Motorola and Motorola retains all right, title and interest in and to the Proprietary Materials and Derivative Proprietary Materials. 4.11. ADDITIONAL SERVICES. Any services performed by Motorola outside the scope of this Agreement at the direction of Customer will be considered to be additional Services which are subject to additional charges. Any agreement to perform additional Services will be reflected in a written and executed change order, Addendum or amendment to this Agreement. Section 5 PERFORMANCE SCHEDULE The Parties will perform their respective responsibilities in accordance with the Performance Schedule. By executing this Agreement, Customer authorizes Motorola to proceed with contract performance. Section 6 CONTRACT PRICE, PAYMENT AND INVOICING 6.1. Customer affirms that a purchase order or notice to proceed is not required for contract performance or for subsequent years of service, if any, and that sufficient funds have been appropriated in accordance with applicable law. The Customer will pay all invoices as received from Motorola and any changes in scope will be subject to the change order process as described in this Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-12 Contractual Documentation 126 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 Agreement. At the time of execution of this Agreement, the Customer will provide all necessary reference information to include on invoices for payment in accordance with this Agreement. 6.2. CONTRACT PRICE. The Contract Price in U.S. dollars is $ which includes the H-GAC administration fee. If applicable, a pricing summary is included with the Payment schedule in Exhibit B. Motorola has priced the Services, Software, and Equipment as an integrated System. A change in Software or Equipment quantities, or Services, may affect the overall Contract Price, including discounts if applicable. Fees for professional, SUA, and/or subscription services which are not included in the Contract Price may be listed in Exhibit B, the pricing pages of the proposal, or the applicable Addendum. 6.3. INVOICING AND PAYMENT. Motorola will submit invoices to Customer according to the Payment schedule in Exhibit B. Except for a payment that is due on the Effective Date, Customer will make payments to Motorola within thirty (30) days after the date of each invoice. Customer will make payments when due in the form of a wire transfer, check, or cashier's check from a U.S. financial institution. Overdue invoices will bear simple interest at the maximum allowable rate. For reference, the Federal Tax Identification Number for Motorola is 36-1115800. 6.4. FREIGHT, TITLE, AND RISK OF LOSS. Motorola will pre-pay and add all freight charges to the invoices. Title and risk of loss to the Equipment will pass to Customer upon shipment. Title to Software will not pass to Customer at any time. Motorola will pack and ship all Equipment in accordance with good commercial practices. 6.5. INVOICING AND SHIPPING ADDRESSES. Invoices will be sent to the Customer at the following address: Name: Address: Phone: Email: The address which is the ultimate destination where the Equipment will be delivered to Customer is: Name: Address: The Equipment will be shipped to the Customer at the following address (insert if this information is known): Name: Address: Phone: Customer may change this information by giving written notice to Motorola. Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 127 Contractual Documentation 5-13 City of Seward Police Department 9/12/2019 Section 7 SITES AND SITE CONDITIONS 7.1. ACCESS TO SITES. In addition to its responsibilities described elsewhere in this Agreement, Customer will provide a designated project manager; all necessary construction and building permits, zoning variances, licenses, and any other approvals that are necessary to develop or use the sites and mounting locations; and access to the worksites or vehicles identified in the Technical and Implementation Documents as reasonably requested by Motorola so that it may perform its duties in accordance with the Performance Schedule and Statement of Work. If the Statement of Work so indicates, Motorola may assist Customer in the local building permit process. 7.2. SITE CONDITIONS. Customer will ensure that all work sites it provides will be safe, secure, and in compliance with all applicable industry and OSHA standards. To the extent applicable and unless the Statement of Work states to the contrary, Customer will ensure that these work sites have adequate: physical space; air conditioning and other environmental conditions; adequate and appropriate electrical power outlets, distribution, equipment and connections; and adequate telephone or other communication lines (including modem access and adequate interfacing networking capabilities), all for the installation, use and maintenance of the System. Before installing the Equipment or Software at a work site, Motorola may inspect the work site and advise Customer of any apparent deficiencies or non-conformities with the requirements of this Section. This Agreement is predicated upon normal soil conditions as defined by the version of E.I.A. standard RS-222 in effect on the Effective Date. 7.3. SITE ISSUES. If a Party determines that the sites identified in the Technical and Implementation Documents are no longer available or desired, or if subsurface, structural, adverse environmental or latent conditions at any site differ from those indicated in the Technical and Implementation Documents, the Parties will promptly investigate the conditions and will select replacement sites or adjust the installation plans and specifications as necessary. If change in sites or adjustment to the installation plans and specifications causes a change in the cost or time to perform, the Parties will equitably amend the Contract Price, Performance Schedule, or both, by a change order. Section 8 TRAINING Any training to be provided by Motorola to Customer will be described in the applicable Statement of Work. Customer will notify Motorola immediately if a date change for a scheduled training program is required. If Motorola incurs additional costs because Customer reschedules a training program less than thirty (30) days before its scheduled start date, Motorola may recover these additional costs. Section 9 SYSTEM ACCEPTANCE 9.1. COMMENCEMENT OF ACCEPTANCE TESTING. Motorola will provide to Customer at least ten (10) days notice before the Acceptance Tests commence. System testing will occur only in accordance with the Acceptance Test Plan. 9.2. SYSTEM ACCEPTANCE. System Acceptance will occur upon successful completion of the Acceptance Tests. Upon System Acceptance, the Parties will memorialize this event by promptly executing a System Acceptance Certificate. If the Acceptance Test Plan includes separate tests for individual Subsystems or phases of the System, acceptance of the individual Subsystem or phase will occur upon the successful completion of the Acceptance Tests for the Subsystem or phase, and the Parties will promptly execute an acceptance certificate for the Subsystem or phase. If Customer believes the System has failed the completed Acceptance Tests, Customer will provide to Motorola a written notice that includes the specific details of the failure. If Customer does not provide to Motorola a Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-14 Contractual Documentation 128 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 failure notice within thirty (30) days after completion of the Acceptance Tests, System Acceptance will be deemed to have occurred as of the completion of the Acceptance Tests. Minor omissions or variances in the System that do not materially impair the operation of the System as a whole will not postpone System Acceptance or Subsystem acceptance, but will be corrected according to a mutually agreed schedule. 9.3. BENEFICIAL USE. Customer acknowledges that Motorola's ability to perform its implementation and testing responsibilities may be impeded if Customer begins using the System before System Acceptance. Therefore, Customer will not commence Beneficial Use before System Acceptance without Motorola's prior written authorization, which will not be unreasonably withheld. Motorola is not responsible for System performance deficiencies that occur during unauthorized Beneficial Use. Upon commencement of Beneficial Use, Customer assumes responsibility for the use and operation of the System. 9.4. FINAL PROJECT ACCEPTANCE. Final Project Acceptance will occur after System Acceptance when all deliverables and other work have been completed. When Final Project Acceptance occurs, the parties will promptly memorialize this final event by so indicating on the System Acceptance Certificate. Section 10 REPRESENTATIONS AND WARRANTIES 10.1. SYSTEM FUNCTIONALITY. Motorola represents that the System will perform in accordance with the Specifications in all material respects. Upon System Acceptance or Beneficial Use, whichever occurs first, this System functionality representation is fulfilled. Motorola is not responsible for System performance deficiencies that are caused by ancillary equipment not furnished by Motorola which is attached to or used in connection with the System or for reasons or parties beyond Motorola's control, such as natural causes; the construction of a building that adversely affects the microwave path reliability or radio frequency (RF) coverage; the addition of frequencies at System sites that cause RF interference or intermodulation; or Customer changes to load usage or configuration outside the Specifications. 10.2. EQUIPMENT WARRANTY. During the Warranty Period, Motorola warrants that the Equipment under normal use and service will be free from material defects in materials and workmanship. If System Acceptance is delayed beyond six (6) months after shipment of the Equipment by events or causes beyond Motorola's control, this warranty expires eighteen (18) months after the shipment of the Equipment. 10.3. SOFTWARE WARRANTY. Except as described in the SwSP and unless otherwise stated in the Software License Agreement, during the Warranty Period, Motorola warrants the Software in accordance with the warranty terms set forth in the Software License Agreement and the provisions of this Section that are applicable to the Software. If System Acceptance is delayed beyond six (6) months after shipment of the Motorola Software by events or causes beyond Motorola's control, this warranty expires eighteen (18) months after the shipment of the Motorola Software. Nothing in this Warranty provision is intended to conflict or modify the Software Support Policy. In the event of an ambiguity or conflict between the Software Warranty and Software Support Policy, the Software Support Policy governs. 10.4. EXCLUSIONS TO EQUIPMENT AND SOFTWARE WARRANTIES. These warranties do not apply to: (i) defects or damage resulting from: use of the Equipment or Software in other than its normal, customary, and authorized manner; accident, liquids, neglect, or acts of God; testing, maintenance, disassembly, repair, installation, alteration, modification, or adjustment not provided or Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 129 Contractual Documentation 5-15 City of Seward Police Department 9/12/2019 authorized in writing by Motorola; Customer's failure to comply with all applicable industry and OSHA standards; (ii) breakage of or damage to antennas unless caused directly by defects in material or workmanship; (iii) Equipment that has had the serial number removed or made illegible; (iv) batteries (because they carry their own separate limited warranty) or consumables; (v) freight costs to ship Equipment to the repair depot; (vi) scratches or other cosmetic damage to Equipment surfaces that does not affect the operation of the Equipment; and (vii) normal or customary wear and tear. 10.5. SERVICE WARRANTY. During the Warranty Period, Motorola warrants that the Services will be provided in a good and workmanlike manner and will conform in all material respects to the applicable Statement of Work. Services will be free of defects in materials and workmanship for a period of ninety (90) days from the date the performance of the Services are completed. Customer acknowledges that the Deliverables may contain recommendations, suggestions or advice from Motorola to Customer (collectively, "recommendations"). Motorola makes no warranties concerning those recommendations, and Customer alone accepts responsibility for choosing whether and how to implement the recommendations and the results to be realized from implementing them. 10.6. WARRANTY CLAIMS. To assert a warranty claim, Customer must notify Motorola in writing of the claim before the expiration of the Warranty Period. Upon receipt of this notice, Motorola will investigate the warranty claim. If this investigation confirms a valid Equipment or Software warranty claim, Motorola will (at its option and at no additional charge to Customer) repair the defective Equipment or Motorola Software, replace it with the same or equivalent product, or refund the price of the defective Equipment or Motorola Software. These actions will be the full extent of Motorola's liability for the warranty claim. In the event of a valid Services warranty claim, Customer's sole remedy is to require Motorola to re-perform the non-conforming Service or to refund, on a pro-rata basis, the fees paid for the non-conforming Service. If this investigation indicates the warranty claim is not valid, then Motorola may invoice Customer for responding to the claim on a time and materials basis using Motorola's then current labor rates. Repaired or replaced product is warranted for the balance of the original applicable warranty period. All replaced products or parts will become the property of Motorola. 10.7. ORIGINAL END USER IS COVERED. These express limited warranties are extended by Motorola to the original user purchasing the System or Services for commercial, industrial, or governmental use only, and are not assignable or transferable. 10.8. DISCLAIMER OF OTHER WARRANTIES. THESE WARRANTIES ARE THE COMPLETE WARRANTIES FOR THE EQUIPMENT AND MOTOROLA SOFTWARE PROVIDED UNDER THIS AGREEMENT AND ARE GIVEN IN LIEU OF ALL OTHER WARRANTIES. MOTOROLA DISCLAIMS ALL OTHER WARRANTIES OR CONDITIONS, EXPRESS OR IMPLIED, INCLUDING THE IMPLIED WARRANTIES OF MERCHANTABILITY, NON-INFRINGEMENT, AND FITNESS FOR A PARTICULAR PURPOSE. Section 11 DELAYS 11.1. FORCE MAJEURE. Neither Party will be liable for its non-performance or delayed performance if caused by a Force Majeure. A Party that becomes aware of a Force Majeure that will significantly delay performance will notify the other Party promptly (but in no event later than fifteen days) after it discovers the Force Majeure. If a Force Majeure occurs, the Parties will execute a change order to extend the Performance Schedule or applicable Addenda for a time period that is reasonable under the circumstances. 11.2. PERFORMANCE SCHEDULE DELAYS CAUSED BY CUSTOMER. If Customer (including its other contractors) delays the Performance Schedule, it will make the promised payments according to Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-16 Contractual Documentation 130 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 the Payment schedule as if no delay occurred; and the Parties will execute a change order to extend the Performance Schedule and, if requested, compensate Motorola for all reasonable charges incurred because of the delay. Delay charges may include costs incurred by Motorola or its subcontractors for additional freight, warehousing and handling of Equipment; extension of the warranties; travel; suspending and re-mobilizing the work; additional engineering, project management, and standby time calculated at then current rates; and preparing and implementing an alternative implementation plan. Section 12 DISPUTES The Parties will use the following procedure to address any dispute arising under this Agreement (a "Dispute"). 12.1. GOVERNING LAW. This Agreement will be governed by and construed in accordance with the laws of the State in which the System is installed. 12.2. NEGOTIATION. Either Party may initiate the Dispute resolution procedures by sending a notice of Dispute ("Notice of Dispute"). The Parties will attempt to resolve the Dispute promptly through good faith negotiations including 1) timely escalation of the Dispute to executives who have authority to settle the Dispute and who are at a higher level of management than the persons with direct responsibility for the matter and 2) direct communication between the executives. If the Dispute has not been resolved within ten (10) days from the Notice of Dispute, the Parties will proceed to mediation. 12.3. MEDIATION. The Parties will choose an independent mediator within thirty (30) days of a notice to mediate from either Party ("Notice of Mediation"). Neither Party may unreasonably withhold consent to the selection of a mediator. If the Parties are unable to agree upon a mediator, either Party may request that American Arbitration Association nominate a mediator. Each Party will bear its own costs of mediation, but the Parties will share the cost of the mediator equally. Each Party will participate in the mediation in good faith and will be represented at the mediation by a business executive with authority to settle the Dispute. 12.4. LITIGATION, VENUE and JURISDICTION. If a Dispute remains unresolved for sixty (60) days after receipt of the Notice of Mediation, either Party may then submit the Dispute to a court of competent jurisdiction in the state in which the System is installed. Each Party irrevocably agrees to submit to the exclusive jurisdiction of the courts in such state over any claim or matter arising under or in connection with this Agreement. 12.5. CONFIDENTIALITY. All communications pursuant to subsections 12.2 and 12.3 will be treated as compromise and settlement negotiations for purposes of applicable rules of evidence and any additional confidentiality protections provided by applicable law. The use of these Dispute resolution procedures will not be construed under the doctrines of (aches, waiver or estoppel to affect adversely the rights of either Party. Section 13 DEFAULT AND TERMINATION 13.1. DEFAULT BY A PARTY. If either Party fails to perform a material obligation under this Agreement, the other Party may consider the non-performing Party to be in default (unless a Force Majeure causes the failure) and may assert a default claim by giving the non-performing Party a written and detailed notice of default. Except for a default by Customer for failing to pay any amount when due under this Agreement which must be cured immediately, the defaulting Party will have thirty (30) days after receipt of the notice of default to either cure the default or, if the default is not curable within thirty (30) days, provide a written cure plan. The defaulting Party will begin implementing the cure plan Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 131 Contractual Documentation 5-17 City of Seward Police Department 9/12/2019 immediately after receipt of notice by the other Party that it approves the plan. If Customer is the defaulting Party, Motorola may stop work on the project until it approves the Customer's cure plan. 13.2. FAILURE TO CURE. If a defaulting Party fails to cure the default as provided above in Section 13.1, unless otherwise agreed in writing, the non-defaulting Party may terminate any unfulfilled portion of this Agreement. In the event of termination for default, the defaulting Party will promptly return to the non-defaulting Party any of its Confidential Information. If Customer is the non-defaulting Party, terminates this Agreement as permitted by this Section, and completes the System through a third Party, Customer may as its exclusive remedy recover from Motorola reasonable costs incurred to complete the System to a capability not exceeding that specified in this Agreement less the unpaid portion of the Contract Price. Customer will mitigate damages and provide Motorola with detailed invoices substantiating the charges. In the event Customer elects to terminate this Agreement for any reason other than default, Customer shall pay Motorola for the conforming Equipment and/or Software delivered and all services performed. Section 14 INDEMNIFICATION 14.1. GENERAL INDEMNITY BY Motorola. Motorola will indemnify and hold Customer harmless from any and all liability, expense, judgment, suit, cause of action, or demand for personal injury, death, or direct damage to tangible property which may accrue against Customer to the extent it is caused by the negligence of Motorola, its subcontractors, or their employees or agents, while performing their duties under this Agreement, if Customer gives Motorola prompt, written notice of any claim or suit. Customer will cooperate with Motorola in its defense or settlement of the claim or suit. This Section sets forth the full extent of Motorola's general indemnification of Customer from liabilities that are in any way related to Motorola's performance under this Agreement. 14.2. GENERAL INDEMNITY BY CUSTOMER. Customer will indemnify and hold Motorola harmless from any and all liability, expense, judgment, suit, cause of action, or demand for personal injury, death, or direct damage to tangible property which may accrue against Motorola to the extent it is caused by the negligence of Customer, its other contractors, or their employees or agents, while performing their duties under this Agreement, if Motorola gives Customer prompt, written notice of any the claim or suit. Motorola will cooperate with Customer in its defense or settlement of the claim or suit. This Section sets forth the full extent of Customer's general indemnification of Motorola from liabilities that are in any way related to Customer's performance under this Agreement. 14.3. PATENT AND COPYRIGHT INFRINGEMENT. 14.3.1. Motorola will defend at its expense any suit brought against Customer to the extent it is based on a third-party claim alleging that the Equipment manufactured by Motorola or the Motorola Software ("Motorola Product") directly infringes a United States patent or copyright ("Infringement Claim"). Motorola's duties to defend and indemnify are conditioned upon: Customer promptly notifying Motorola in writing of the Infringement Claim; Motorola having sole control of the defense of the suit and all negotiations for its settlement or compromise; and Customer providing to Motorola cooperation and, if requested by Motorola, reasonable assistance in the defense of the Infringement Claim. In addition to Motorola's obligation to defend, and subject to the same conditions, Motorola will pay all damages finally awarded against Customer by a court of competent jurisdiction for an Infringement Claim or agreed to, in writing, by Motorola in settlement of an Infringement Claim. 14.3.2 If an Infringement Claim occurs, or in Motorola's opinion is likely to occur, Motorola may at its option and expense: (a) procure for Customer the right to continue using the Motorola Product; (b) replace or modify the Motorola Product so that it becomes non-infringing while providing functionally Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-18 Contractual Documentation 132 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 equivalent performance; or (c) accept the return of the Motorola Product and grant Customer a credit for the Motorola Product, less a reasonable charge for depreciation. The depreciation amount will be calculated based upon generally accepted accounting standards. 14.3.3 Motorola will have no duty to defend or indemnify for any Infringement Claim that is based upon: (a) the combination of the Motorola Product with any software, apparatus or device not furnished by Motorola; (b) the use of ancillary equipment or software not furnished by Motorola and that is attached to or used in connection with the Motorola Product; (c) Motorola Product designed or manufactured in accordance with Customer's designs, specifications, guidelines or instructions, if the alleged infringement would not have occurred without such designs, specifications, guidelines or instructions; (d) a modification of the Motorola Product by a party other than Motorola; (e) use of the Motorola Product in a manner for which the Motorola Product was not designed or that is inconsistent with the terms of this Agreement; or (f) the failure by Customer to install an enhancement release to the Motorola Software that is intended to correct the claimed infringement. In no event will Motorola's liability resulting from its indemnity obligation to Customer extend in any way to royalties payable on a per use basis or the Customer's revenues, or any royalty basis other than a reasonable royalty based upon revenue derived by Motorola from Customer from sales or license of the infringing Motorola Product. 14.3.4. This Section 14 provides Customer's sole and exclusive remedies and Motorola's entire liability in the event of an Infringement Claim. Customer has no right to recover and Motorola has no obligation to provide any other or further remedies, whether under another provision of this Agreement or any other legal theory or principle, in connection with an Infringement Claim. In addition, the rights and remedies provided in this Section 14 are subject to and limited by the restrictions set forth in Section 15. Section 15 LIMITATION OF LIABILITY Except for personal injury or death, Motorola's total liability, whether for breach of contract, warranty, negligence, strict liability in tort, indemnification, or otherwise, will be limited to the direct damages recoverable under law, but not to exceed the price of the Equipment, Software, or implementation and other one-time Services with respect to which losses or damages are claimed. With respect to all subscription or other ongoing Services and unless as otherwise provided under the applicable Addenda, Motorola's total liability will be limited to the direct damages recoverable under law, but not to exceed the price of twelve (12) months of Services preceding the incident giving rise to the claim. ALTHOUGH THE PARTIES ACKNOWLEDGE THE POSSIBILITY OF SUCH LOSSES OR DAMAGES, THEY AGREE THAT MOTOROLA WILL NOT BE LIABLE FOR ANY COMMERCIAL LOSS, INCONVENIENCE, LOSS OF USE, LOSS TIME, DATA, GOODWILL, REVENUES, PROFITS OR SAVINGS; OR OTHER SPECIAL, INCIDENTAL, INDIRECT, OR CONSEQUENTIAL DAMAGES IN ANY WAY RELATED TO OR ARISING FROM THIS AGREEMENT, THE SALE OR USE OF THE EQUIPMENT OR SOFTWARE, OR THE PERFORMANCE OF SERVICES BY MOTOROLA PURSUANT TO THIS AGREEMENT. This limitation of liability provision survives the expiration or termination of the Agreement and applies notwithstanding any contrary provision. No action for contract breach or otherwise relating to the transactions contemplated by this Agreement may be brought more than one (1) year after the accrual of the cause of action, except for money due upon an open account. Section 16 CONFIDENTIALITY AND PROPRIETARY RIGHTS 16.1. CONFIDENTIAL INFORMATION. Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 133 Contractual Documentation 5-19 City of Seward Police Department 9/12/2019 16.1.1. Each party is a disclosing party ("Discloser") and a receiving party ("Recipient") under this Agreement. All Deliverables will be deemed to be Motorola's Confidential Information. During the term of this Agreement and for a period of three (3) years from the expiration or termination of this Agreement, Recipient will (i) not disclose Confidential Information to any third party; (ii) restrict disclosure of Confidential Information to only those employees (including, but not limited to, employees of any wholly owned subsidiary, a parent company, any other wholly owned subsidiaries of the same parent company), agents or consultants who must be directly involved with the Confidential Information for the purpose and who are bound by confidentiality terms substantially similar to those in this Agreement; (iii) not copy, reproduce, reverse engineer, decompile, or disassemble any Confidential Information; (iv) use the same degree of care as for its own information of like importance, but at least use reasonable care, in safeguarding against disclosure of Confidential Information; (v) promptly notify Discloser upon discovery of any unauthorized use or disclosure of the Confidential Information and take reasonable steps to regain possession of the Confidential Information and prevent further unauthorized actions or other breach of this Agreement; and (vi) only use the Confidential Information as needed to fulfill this Agreement. 16.1.2. Recipient is not obligated to maintain as confidential, Confidential Information that Recipient can demonstrate by documentation (i) is now available or becomes available to the public without breach of this agreement; (ii) is explicitly approved for release by written authorization of Discloser; (iii) is lawfully obtained from a third party or parties without a duty of confidentiality; (iv) is known to the Recipient prior to such disclosure; or (v) is independently developed by Recipient without the use of any of Discloser's Confidential Information or any breach of this Agreement. 16.1.3.All Confidential Information remains the property of the Discloser and will not be copied or reproduced without the express written permission of the Discloser, except for copies that are absolutely necessary in order to fulfill this Agreement. Within ten (10) days of receipt of Discloser's written request, Recipient will return all Confidential Information to Discloser along with all copies and portions thereof, or certify in writing that all such Confidential Information has been destroyed. However, Recipient may retain one (1) archival copy of the Confidential Information that it may use only in case of a dispute concerning this Agreement. No license, express or implied, in the Confidential Information is granted other than to use the Confidential Information in the manner and to the extent authorized by this Agreement. The Discloser warrants that it is authorized to disclose any Confidential Information it discloses pursuant to this Agreement. 16.2. PRESERVATION OF MOTOROLA'S PROPRIETARY RIGHTS. Motorola, the third party manufacturer of any Equipment, and the copyright owner of any Non-Motorola Software own and retain all of their respective Proprietary Rights in the Equipment and Software, and nothing in this Agreement is intended to restrict their Proprietary Rights. All intellectual property developed, originated, or prepared by Motorola in connection with providing to Customer the Equipment, Software, or related services remain vested exclusively in Motorola, and this Agreement does not grant to Customer any shared development rights of intellectual property. Except as explicitly provided in the Software License Agreement, Motorola does not grant to Customer, either directly or by implication, estoppel, or otherwise, any right, title or interest in Motorola's Proprietary Rights. Customer will not modify, disassemble, peel components, decompile, otherwise reverse engineer or attempt to reverse engineer, derive source code or create derivative works from, adapt, translate, merge with other software, reproduce, distribute, sublicense, sell or export the Software, or permit or encourage any third party to do so. The preceding sentence does not apply to Open Source Software which is governed by the standard license of the copyright owner. Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-20 Contractual Documentation 134 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 16.3 VOLUNTARY DISCLOSURE. Except as required to fulfill its obligations under this Agreement, Motorola will have no obligation to provide Customer with access to its Confidential Information and/or proprietary information. Under no circumstances will Motorola be required to provide any data related to cost and pricing. 16.4 DATA AND FEEDBACK. 16.4.1 To the extent permitted by law, Customer owns all right, title and interest in System Data created solely by it or its agents (hereafter, "Customer Data"), and grants to Motorola the right to use, host, cache, store, reproduce, copy, modify, combine, analyze, create derivatives from, communicate, transmit, publish, display, and distribute such Customer Data. 16.4.2 Motorola owns all right, title and interest in data resulting from System Data that is or has been transformed, altered, processed, aggregated, correlated or operated on (hereafter, "Derivative Data"). 16.4.3 Any Feedback given by Customer is and will be entirely voluntary and, even if designated as confidential, will not create any confidentiality obligation for Motorola. Motorola will be free to use, reproduce, license or otherwise distribute and exploit the Feedback without any obligation to Customer. Customer acknowledges that Motorola's receipt of the Feedback does not imply or create recognition by Motorola of either the novelty or originality of any idea. The parties further agree that all fixes, modifications and improvements made to Motorola products or services conceived of or made by Motorola that are based, either in whole or in part, on the Feedback are the exclusive property of Motorola and all right, title and interest in and to such fixes, modifications or improvements to the Motorola product or service will vest solely in Motorola. Section 17 GENERAL 17.1. TAXES. The Contract Price does not include any excise, sales, lease, use, property, or other taxes, assessments or duties, all of which will be paid by Customer except as exempt by law. If Motorola is required to pay any of these taxes, Motorola will send an invoice to Customer and Customer will pay to Motorola the amount of the taxes (including any interest and penalties) within thirty (30) days after the date of the invoice. Customer will be solely responsible for reporting the Equipment for personal property tax purposes, and Motorola will be solely responsible for reporting taxes on its income or net worth. 17.2. ASSIGNABILITY AND SUBCONTRACTING. Except as provided herein, neither Party may assign this Agreement or any of its rights or obligations hereunder without the prior written consent of the other Party, which consent will not be unreasonably withheld. Any attempted assignment, delegation, or transfer without the necessary consent will be void. Notwithstanding the foregoing, Motorola may assign this Agreement to any of its affiliates or its right to receive payment without the prior consent of Customer. In addition, in the event Motorola separates one or more of its businesses (each a "Separated Business"), whether by way of a sale, establishment of a joint venture, spin-off or otherwise (each a "Separation Event"), Motorola may, without the prior written consent of the other Party and at no additional cost to Motorola, assign this Agreement such that it will continue to benefit the Separated Business and its affiliates (and Motorola and its affiliates, to the extent applicable) following the Separation Event. Motorola may subcontract any of the work, but subcontracting will not relieve Motorola of its duties under this Agreement. 17.3. WAIVER. Failure or delay by either Party to exercise a right or power under this Agreement will not be a waiver of the right or power. For a waiver of a right or power to be effective, it must be in a writing signed by the waiving Party. An effective waiver of a right or power will not be construed as Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 135 Contractual Documentation 5-21 City of Seward Police Department 9/12/2019 either a future or continuing waiver of that same right or power, or the waiver of any other right or power. 17.4. SEVERABILITY. If a court of competent jurisdiction renders any part of this Agreement invalid or unenforceable, that part will be severed and the remainder of this Agreement will continue in full force and effect. 17.5. INDEPENDENT CONTRACTORS. Each Party will perform its duties under this Agreement as an independent contractor. The Parties and their personnel will not be considered to be employees or agents of the other Party. Nothing in this Agreement will be interpreted as granting either Party the right or authority to make commitments of any kind for the other. This Agreement will not constitute, create, or be interpreted as a joint venture, partnership or formal business organization of any kind. 17.6. HEADINGS AND SECTION REFERENCES. The section headings in this Agreement are inserted only for convenience and are not to be construed as part of this Agreement or as a limitation of the scope of the particular section to which the heading refers. This Agreement will be fairly interpreted in accordance with its terms and conditions and not for or against either Party. 17.7. NOTICES. Notices required under this Agreement to be given by one Party to the other must be in writing and either personally delivered or sent to the address provided by the other Party by certified mail, return receipt requested and postage prepaid (or by a recognized courier service, such as Federal Express, UPS, or DHL), or by facsimile with correct answerback received, and will be effective upon receipt. 17.8. COMPLIANCE WITH APPLICABLE LAWS. Each Party will comply with all applicable federal, state, and local laws, regulations and rules concerning the performance of this Agreement or use of the System. Customer will obtain and comply with all Federal Communications Commission ("FCC') licenses and authorizations required for the installation, operation and use of the System before the scheduled installation of the Equipment. Although Motorola might assist Customer in the preparation of its FCC license applications, neither Motorola nor any of its employees is an agent or representative of Customer in FCC or other matters. 17.9 FUTURE REGULATORY REQUIREMENTS. The Parties acknowledge and agree that this is an evolving technological area and therefore, laws and regulations regarding Services and use of Solution may change. Changes to existing Services or the Solution required to achieve regulatory compliance may be available for an additional fee. Any required changes may also impact the price for Services. 17.10. AUTHORITY TO EXECUTE AGREEMENT. Each Party represents that it has obtained all necessary approvals, consents and authorizations to enter into this Agreement and to perform its duties under this Agreement; the person executing this Agreement on its behalf has the authority to do so; upon execution and delivery of this Agreement by the Parties, it is a valid and binding contract, enforceable in accordance with its terms; and the execution, delivery, and performance of this Agreement does not violate any bylaw, charter, regulation, law or any other governing authority of the Party. 17.11. ADMINISTRATOR LEVEL ACCOUNT ACCESS. If applicable to the type of System purchased by Customer, Motorola will provide Customer with Administrative User Credentials. Customer agrees to only grant access to the Administrative User Credentials to those personnel with the training and experience to correctly use them. Customer is responsible for protecting Administrative User Credentials from disclosure and maintaining Credential validity by, among other things, updating passwords when required. Customer may be asked to provide valid Administrative User Credentials Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-22 Contractual Documentation 136 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 when in contact with Motorola System support personnel. Customer understands that changes made as the Administrative User can significantly impact the performance of the System. Customer agrees that it will be solely responsible for any negative impact on the System or its users by any such changes. System issues occurring as a result of changes made using the Administrative User Credentials may impact Motorola's ability to perform Services or other obligations under the Agreement. In such cases, a revision to the appropriate provisions of the Agreement, including the Statement of Work, may be necessary. To the extent Motorola provides assistance to correct any issues caused by or arising out of the use of or failure to maintain Administrative User Credentials, Motorola will be entitled to bill Customer and Customer will pay Motorola on a time and materials basis for resolving the issue. 17.12. SURVIVAL OF TERMS. The following provisions will survive the expiration or termination of this Agreement for any reason: Section 3.5 (Motorola Software); Section 3.6 (Non-Motorola Software); if any payment obligations exist, Sections 6.2 and 6.3 (Contract Price and Invoicing and Payment); Subsection 10.8 (Disclaimer of Implied Warranties); Section 12 (Disputes); Section 15 (Limitation of Liability); and Section 16 (Confidentiality and Proprietary Rights); and all of the General provisions in Section 17. 17.13. ENTIRE AGREEMENT. This Agreement, including all Exhibits, constitutes the entire agreement of the Parties regarding the subject matter of the Agreement and supersedes all previous agreements, proposals, and understandings, whether written or oral, relating to this subject matter. This Agreement may be executed in multiple counterparts, and shall have the same legal force and effect as if the Parties had executed it as a single document. The Parties may sign in writing, or by electronic signature, including by email. An electronic signature, or a facsimile copy or computer image, such as a PDF or tiff image, of a signature, shall be treated as and shall have the same effect as an original signature. In addition, an electronic signature, a true and correct facsimile copy or computer image of this Agreement shall be treated as and shall have the same effect as an original signed copy of this document. This Agreement may be amended or modified only by a written instrument signed by authorized representatives of both Parties. The preprinted terms and conditions found on any Customer purchase or purchase order, acknowledgment or other form will not be considered an amendment or modification of this Agreement, even if a representative of each Party signs that document. The Parties hereby enter into this Agreement as of the Effective Date. Motorola Solutions, Inc. Customer By: By: Name: Name: Title: Title: Date: Date: Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 137 Contractual Documentation 5-23 City of Seward Police Department 9/12/2019 Exhibit A MOTOROLA SOFTWARE LICENSE AGREEMENT This Exhibit A Motorola Software License Agreement ("Agreement") is between Motorola Solutions, Inc., ("Motorola"), and ("Licensee"). For good and valuable consideration, the parties agree as follows: Section 1 DEFINITIONS 1.1 "Designated Products" means products provided by Motorola to Licensee with which or for which the Software and Documentation is licensed for use. 1.2 "Documentation" means product and software documentation that specifies technical and performance features and capabilities, and the user, operation and training manuals for the Software (including all physical or electronic media upon which such information is provided). 1.3 "Open Source Software" means software with either freely obtainable source code, license for modification, or permission for free distribution. 1.4 "Open Source Software License" means the terms or conditions under which the Open Source Software is licensed. 1.5 "Primary Agreement" means the agreement to which this exhibit is attached. 1.6 "Security Vulnerability" means a flaw or weakness in system security procedures, design, implementation, or internal controls that could be exercised (accidentally triggered or intentionally exploited) and result in a security breach such that data is compromised, manipulated or stolen or the system damaged. 1.7 "Software" (i) means proprietary software in object code format, and adaptations, translations, de-compilations, disassemblies, emulations, or derivative works of such software; (ii) means any modifications, enhancements, new versions and new releases of the software provided by Motorola; and (iii) may contain one or more items of software owned by a third party supplier. The term "Software" does not include any third party software provided under separate license or third party software not licensable under the terms of this Agreement. Section 2 SCOPE Motorola and Licensee enter into this Agreement in connection with Motorola's delivery of certain proprietary software or products containing embedded or pre-loaded proprietary software, or both. This Agreement contains the terms and conditions of the license Motorola is providing to Licensee, and Licensee's use of the proprietary software and affiliated documentation. Section 3 GRANT OF LICENSE 3.1. Subject to the provisions of this Agreement and the payment of applicable license fees, Motorola grants to Licensee a personal, limited, non-transferable (except as permitted in Section 7) and non-exclusive license under Motorola's copyrights and Confidential Information (as defined in the Primary Agreement) embodied in the Software to use the Software, in object code form, and the Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-24 Contractual Documentation 138 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 Documentation solely in connection with Licensee's use of the Designated Products. This Agreement does not grant any rights to source code. 3.2. If the Software licensed under this Agreement contains or is derived from Open Source Software, the terms and conditions governing the use of such Open Source Software are in the Open Source Software Licenses of the copyright owner and not this Agreement. If there is a conflict between the terms and conditions of this Agreement and the terms and conditions of the Open Source Software Licenses governing Licensee's use of the Open Source Software, the terms and conditions of the license grant of the applicable Open Source Software Licenses will take precedence over the license grants in this Agreement. If requested by Licensee, Motorola will use commercially reasonable efforts to: (i) determine whether any Open Source Software is provided under this Agreement; and (ii) identify the Open Source Software (or specify where that license may be found). 3.3 TO THE EXTENT, IF ANY, THAT THERE IS A SEPARATE LICENSE AGREEMENT PACKAGED WITH, OR PROVIDED ELECTRONICALLY WITH, A PARTICULAR PRODUCT THAT BECOMES EFFECTIVE ON AN ACT OF ACCEPTANCE BY THE END USER, THEN THAT AGREEMENT SUPERSEDES THE SOFTWARE LICENSE AGREEMENT AS TO THE END USER OF EACH SUCH PRODUCT. Section 4 LIMITATIONS ON USE 4.1. Licensee may use the Software only for Licensee's internal business purposes and only in accordance with the Documentation. Any other use of the Software is strictly prohibited. Without limiting the general nature of these restrictions, Licensee will not make the Software available for use by third parties on a "time sharing," "application service provider," or "service bureau" basis or for any other similar commercial rental or sharing arrangement. 4.2. Licensee will not, and will not allow or enable any third party to: (i) reverse engineer, disassemble, peel components, decompile, reprogram or otherwise reduce the Software or any portion to a human perceptible form or otherwise attempt to recreate the source code; (ii) modify, adapt, create derivative works of, or merge the Software; (iii) copy, reproduce, distribute, lend, or lease the Software or Documentation to any third party, grant any sublicense or other rights in the Software or Documentation to any third party, or take any action that would cause the Software or Documentation to be placed in the public domain; (iv) remove, or in any way alter or obscure, any copyright notice or other notice of Motorola's proprietary rights; (v) provide, copy, transmit, disclose, divulge or make the Software or Documentation available to, or permit the use of the Software by any third party or on any machine except as expressly authorized by this Agreement; or (vi) use, or permit the use of, the Software in a manner that would result in the production of a copy of the Software solely by activating a machine containing the Software. Licensee may make one copy of Software to be used solely for archival, back-up, or disaster recovery purposes; provided that Licensee may not operate that copy of the Software at the same time as the original Software is being operated. Licensee may make as many copies of the Documentation as it may reasonably require for the internal use of the Software. 4.3. Unless otherwise authorized by Motorola in writing, Licensee will not, and will not enable or allow any third party to: (i) install a licensed copy of the Software on more than one unit of a Designated Product; or (ii) copy onto or transfer Software installed in one unit of a Designated Product onto one other device. Licensee may temporarily transfer Software installed on a Designated Product to another device if the Designated Product is inoperable or malfunctioning, if Licensee provides written notice to Motorola of the temporary transfer and identifies the device on which the Software is transferred. Temporary transfer of the Software to another device must be discontinued when the original Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 139 Contractual Documentation 5-25 City of Seward Police Department 9/12/2019 Designated Product is returned to operation and the Software must be removed from the other device. Licensee must provide prompt written notice to Motorola at the time temporary transfer is discontinued. 4.4 Licensee will maintain, during the term of this Agreement and for a period of two years thereafter, accurate records relating to this license grant to verify compliance with this Agreement. Motorola or an independent third party ("Auditor") may inspect Licensee's premises, books and records, upon reasonable prior notice to Licensee, during Licensee's normal business hours and subject to Licensee's facility and security regulations. Motorola is responsible for the payment of all expenses and costs of the Auditor. Any information obtained by Motorola and the Auditor will be kept in strict confidence by Motorola and the Auditor and used solely for the purpose of verifying Licensee's compliance with the terms of this Agreement. Section 5 OWNERSHIP AND TITLE Motorola, its licensors, and its suppliers retain all of their proprietary rights in any form in and to the Software and Documentation, including, but not limited to, all rights in patents, patent applications, inventions, copyrights, trademarks, trade secrets, trade names, and other proprietary rights in or relating to the Software and Documentation (including any corrections, bug fixes, enhancements, updates, modifications, adaptations, translations, de-compilations, disassemblies, emulations to or derivative works from the Software or Documentation, whether made by Motorola or another party, or any improvements that result from Motorola's processes or, provision of information services). No rights are granted to Licensee under this Agreement by implication, estoppel or otherwise, except for those rights which are expressly granted to Licensee in this Agreement. All intellectual property developed, originated, or prepared by Motorola in connection with providing the Software, Designated Products, Documentation or related services, remains vested exclusively in Motorola, and Licensee will not have any shared development or other intellectual property rights. Section 6 LIMITED WARRANTY; DISCLAIMER OF WARRANTY 6.1. Unless otherwise stated in the Primary Agreement, the commencement date and the term of the Software warranty will be a period of ninety (90) days from Motorola's shipment of the Software (the "Warranty Period"). If Licensee is not in breach of any of its obligations under this Agreement, Motorola warrants that the unmodified Software, when used properly and in accordance with the Documentation and this Agreement, will be free from a reproducible defect that eliminates the functionality or successful operation of a feature critical to the primary functionality or successful operation of the Software. Whether a defect occurs will be determined by Motorola solely with reference to the Documentation. Motorola does not warrant that Licensee's use of the Software or the Designated Products will be uninterrupted, error-free, completely free of Security Vulnerabilities, or that the Software or the Designated Products will meet Licensee's particular requirements. Motorola makes no representations or warranties with respect to any third party software included in the Software. Notwithstanding, any warranty provided by a copyright owner in its standard license terms will flow through to Licensee for third party software provided by Motorola. 6.2 Motorola's sole obligation to Licensee and Licensee's exclusive remedy under this warranty is to use reasonable efforts to remedy any material Software defect covered by this warranty. These efforts will involve either replacing the media or attempting to correct significant, demonstrable program or documentation errors or Security Vulnerabilities. If Motorola cannot correct the defect within a reasonable time, then at Motorola's option, Motorola will replace the defective Software with functionally-equivalent Software, license to Licensee substitute Software which will accomplish the same objective, or terminate the license and refund the Licensee's paid license fee. Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-26 Contractual Documentation 140 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 6.3. Warranty claims are described in the Primary Agreement. 6.4. The express warranties set forth in this Section 6 are in lieu of, and Motorola disclaims, any and all other warranties (express or implied, oral or written) with respect to the Software or Documentation, including, without limitation, any and all implied warranties of condition, title, non-infringement, merchantability, or fitness for a particular purpose or use by Licensee (whether or not Motorola knows, has reason to know, has been advised, or is otherwise aware of any such purpose or use), whether arising by law, by reason of custom or usage of trade, or by course of dealing. In addition, Motorola disclaims any warranty to any person other than Licensee with respect to the Software or Documentation. Section 7 TRANSFERS Licensee will not transfer the Software or Documentation to any third party without Motorola's prior written consent. Motorola's consent may be withheld at its discretion and may be conditioned upon transferee paying all applicable license fees and agreeing to be bound by this Agreement. If the Designated Products are Motorola's radio products and Licensee transfers ownership of the Motorola radio products to a third party, Licensee may assign its right to use the Software (other than CPS and Motorola's FLASHport® software) which is embedded in or furnished for use with the radio products and the related Documentation; provided that Licensee transfers all copies of the Software and Documentation to the transferee, and Licensee and the transferee sign a transfer form to be provided by Motorola upon request, obligating the transferee to be bound by this Agreement. Section 8 TERM AND TERMINATION 8.1 Licensee's right to use the Software and Documentation will begin when the Primary Agreement is signed by both parties and will continue for the life of the Designated Products with which or for which the Software and Documentation have been provided by Motorola, unless Licensee breaches this Agreement, in which case this Agreement and Licensee's right to use the Software and Documentation may be terminated immediately upon notice by Motorola. 8.2 Within thirty (30) days after termination of this Agreement, Licensee must certify in writing to Motorola that all copies of the Software have been removed or deleted from the Designated Products and that all copies of the Software and Documentation have been returned to Motorola or destroyed by Licensee and are no longer in use by Licensee. 8.3 Licensee acknowledges that Motorola made a considerable investment of resources in the development, marketing, and distribution of the Software and Documentation and that Licensee's breach of this Agreement will result in irreparable harm to Motorola for which monetary damages would be inadequate. If Licensee breaches this Agreement, Motorola may terminate this Agreement and be entitled to all available remedies at law or in equity (including immediate injunctive relief and repossession of all non-embedded Software and associated Documentation unless Licensee is a Federal agency of the United States Government). Section 9 Commercial Computer Software 9.1 This Section 9 only applies to U.S. Government end users. The Software, Documentation and updates are commercial items as that term is defined at 48 C.F.R. Part 2.101, consisting of "commercial computer software" and "computer software documentation" as such terms are defined in 48 C.F.R. Part 252.227-7014(a)(1) and 48 C.F.R. Part 252.227-7014(a)(5), and used in 48 C.F.R. Part 12.212 and 48 C.F.R. Part 227.7202, as applicable. Consistent with 48 C.F.R. Part 12.212, 48 C.F.R. Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 141 Contractual Documentation 5-27 City of Seward Police Department 9/12/2019 Part 252.227-7015, 48 C.F.R. Part 227.7202-1 through 227.7202-4, 48 C.F.R. Part 52.227-19, and other relevant sections of the Code of Federal Regulations, as applicable, the Software, Documentation and Updates are distributed and licensed to U.S. Government end users: (i) only as commercial items, and (ii) with only those rights as are granted to all other end users pursuant to the terms and conditions contained herein. 9.2 If Licensee is licensing Software for end use by the United States Government or a United States Government agency, Licensee may transfer such Software license, but only if: (i) Licensee transfers all copies of such Software and Documentation to such United States Government entity or interim transferee, and (ii) Licensee has first obtained from the transferee (if applicable) and ultimate end user an enforceable end user license agreement containing restrictions substantially identical to the ones contained in this Agreement. Except as stated in the foregoing, Licensee and any transferee(s) authorized by this subsection 9.2 may not otherwise use or transfer or make available any Motorola software to any third party nor permit any party to do so. Section 10 CONFIDENTIALITY Licensee acknowledges that the Software and Documentation contain Motorola's valuable proprietary and Confidential Information and are Motorola's trade secrets, and that the provisions in the Primary Agreement concerning Confidential Information apply. Section 11 LIMITATION OF LIABILITY The Limitation of Liability provision is described in the Primary Agreement. Section 12 NOTICES Notices are described in the Primary Agreement. Section 13 GENERAL 13.1. COPYRIGHT NOTICES. The existence of a copyright notice on the Software will not be construed as an admission or presumption of publication of the Software or public disclosure of any trade secrets associated with the Software. 13.2. COMPLIANCE WITH LAWS. Licensee acknowledges that the Software is subject to the laws and regulations of the United States and Licensee will comply with all applicable laws and regulations, including export laws and regulations of the United States. Licensee will not, without the prior authorization of Motorola and the appropriate governmental authority of the United States, in any form export or re-export, sell or resell, ship or reship, or divert, through direct or indirect means, any item or technical data or direct or indirect products sold or otherwise furnished to any person within any territory for which the United States Government or any of its agencies at the time of the action, requires an export license or other governmental approval. Violation of this provision is a material breach of this Agreement. 13.3 FUTURE REGULATORY REQUIREMENTS. The Parties acknowledge and agree that this is an evolving technological area and therefore, laws and regulations regarding Services and use of Solution may change. Changes to existing Services or the Solution required to achieve regulatory compliance may be available for an additional fee. Any required changes may also impact the price for Services. 13.4. ASSIGNMENTS AND SUBCONTRACTING. Motorola may assign its rights or subcontract its obligations under this Agreement, or encumber or sell its rights in any Software, without prior notice to or consent of Licensee. Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-28 Contractual Documentation 142 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 13.5. GOVERNING LAW. This Agreement is governed by the laws of the United States to the extent that they apply and otherwise by the internal substantive laws of the State to which the Software is shipped if Licensee is a sovereign government entity, or the internal substantive laws of the State of Illinois if Licensee is not a sovereign government entity. The terms of the U.N. Convention on Contracts for the International Sale of Goods do not apply. In the event that the Uniform Computer Information Transaction Act, any version of this Act, or a substantially similar law (collectively "UCITA") becomes applicable to a party's performance under this Agreement, UCITA does not govern any aspect of this Agreement or any license granted under this Agreement, or any of the parties' rights or obligations under this Agreement. The governing law will be that in effect prior to the applicability of UCITA. 13.6. THIRD PARTY BENEFICIARIES. This Agreement is entered into solely for the benefit of Motorola and Licensee. No third party has the right to make any claim or assert any right under this Agreement, and no third party is deemed a beneficiary of this Agreement. Notwithstanding the foregoing, any licensor or supplier of third party software included in the Software will be a direct and intended third party beneficiary of this Agreement. 13.7. SURVIVAL. Sections 4, 5, 6.4, 7, 8, 9, 10, 11 and 13 survive the termination of this Agreement. 13.8. ORDER OF PRECEDENCE. In the event of inconsistencies between this Exhibit and the Primary Agreement, the parties agree that this Exhibit prevails, only with respect to the specific subject matter of this Exhibit, and not the Primary Agreement or any other exhibit as it applies to any other subject matter. 13.9. SECURITY. Motorola uses reasonable means in the design and writing of its own Software and the acquisition of third party Software to limit Security Vulnerabilities. While no software can be guaranteed to be free from Security Vulnerabilities, if a Security Vulnerability is discovered, Motorola will take the steps set forth in Section 6 of this Agreement. Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 143 Contractual Documentation 5-29 City of Seward Police Department 9/12/2019 Exhibit B PAYMENT Except for a payment that is due on the Effective Date, Customer will make payments to Motorola within thirty (30) days after the date of each invoice. Customer will make payments when due in the form of a check, cashier's check, or wire transfer drawn on a U.S. financial institution. If Customer has purchased additional Professional or Subscription services, payment will be in accordance with the applicable addenda. Payment for the System purchase will be in accordance with the following milestones. System Purchase (excluding Subscribers, if applicable) 1. 25% of the Contract Price due upon contract execution (due upon effective date); 2. 60% of the Contract Price due upon shipment of equipment from Staging; 3. 10% of the Contract Price due upon installation of equipment; and 4. 5% of the Contract Price due upon Final Acceptance. If Subscribers are purchased, 100% of the Subscriber Contract Price will be invoiced upon shipment (as shipped). Motorola shall make partial shipments of equipment and will request payment upon shipment of such equipment. In addition, Motorola shall invoice for installations completed on a site-by-site basis or when professional services are completed, when applicable. The value of the equipment shipped/services performed will be determined by the value shipped/services performed as a percentage of the total milestone value. Unless otherwise specified, contract discounts are based upon all items proposed and overall system package. For invoicing purposes only, discounts will be applied proportionately to the FNE and Subscriber equipment values to total contract price. Overdue invoices will bear simple interest at the maximum allowable rate by state law. For Lifecycle Support Plan and Subscription Based Services: Motorola will invoice Customer annually in advance of each year of the plan. The chart below outlines the hourly labor rates for Motorola System Integration resources to be used. The staffing requirements shall be multiplied by the appropriate rate per resource in the table below. The hourly labor rates are fully burdened. The hourly rates per resource type and level are listed in Table 1. Project 5yst-em Syst-emn Project IL-evells Management ent Engineering lfechnobgist Ad rn ii ni[st rat[on, 4 2910.100 3100.100 0 280.100 2100.100 0 3 240].10]0 250.10],0] 240].107,0] 13,0.10],0] 2 2210.100 2210.10,0 2210.10,0 1710.10,0 1 1910.100 2110.100 2110.100 160.100 Nfltfl o lO 11 CH 11 a Il g(III RM S These rates apply to ordinary days and times (Monday to Friday during the hours 8am to 5pm). Additional surcharges may apply to work done outside these timeframes. The minimum charge for any resource will be 4 hours. Travel expenses are not included in these rates and may be charged separately. The qualifications of each type and level of resource are defined in the tables found at Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 5-30 Contractual Documentation 144 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 htt s://www.motorolasolutions.com/content/dam/msi/secure/services/labor-rates-exhibit-160408. df. All Motorola System Integration personnel assigned to this project will be classified according these levels. Project Administrative roles are varied and their specific duties and qualifications will be determined by the complexity and requirements of each project. Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 145 Contractual Documentation 5-31 City of Seward Police Department 9/12/2019 EXHIBIT D System Acceptance Certificate Customer Name: Project Name: This System Acceptance Certificate memorializes the occurrence of System Acceptance. Motorola and Customer acknowledge that: SECTION 6 1. The Acceptance Tests set forth in the Acceptance Test Plan have been successfully completed. 2. The System is accepted. Customer Representative: Motorola Representative: Signature: Signature: Print Name: Print Name: Title: Title: Date: Date: FINAL PROJECT ACCEPTANCE: Motorola has provided and Customer has received all deliverables, and Motorola has performed all other work required for Final Project Acceptance. Customer Representative: Motorola Representative: Signature: Signature: Print Name: Print Name: Title: Title: Date: Date: Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 6-32 Contractual Documentation 146 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 MAINTENANCE AND SUPPORT ADDENDUM This Addendum to the Communications System and Services Agreement or other previously executed Agreement currently in force, as applicable ("Primary Agreement") provides additional or different terms and conditions to govern the sale of Maintenance and Support services. The terms in this Addendum are integral to and incorporated into the Primary Agreement signed by the Parties. 1. DEFINITIONS All capitalized terms not otherwise defined herein shall have the same meaning as defined in the Agreement. 2. SCOPE Motorola will provide Maintenance and Support Services as further described in the applicable Statement of Work, or attachment to Motorola's proposal for additional services. 3. TERMS AND CONDITIONS The terms of the Primary Agreement combined with the terms of this Addendum will govern the products and services offered pursuant to this Addendum. To the extent there is a conflict between the terms and conditions of the Primary Agreement and the terms and conditions of this Addendum, this Addendum takes precedence. 3.1 PURCHASE ORDER ACCEPTANCE. Purchase orders for additional, continued, or expanded maintenance and software support, during the Warranty Period or after the Warranty Period, become binding only when accepted in writing by Motorola. 3.2 START DATE. The "Start Date" for Maintenance and Support Services will be indicated in the proposal or a cover page entitled "Service Agreement". 3.3 AUTO RENEWAL. Unless the cover page or SOW specifically states a termination date or one Party notifies the other in writing of its intention to discontinue the Services, this Agreement will renew for an additional one (1) year term on every anniversary of the Start Date. At the anniversary date, Motorola may adjust the price of the Services to reflect the renewal rate. 3.4 TERMINATION. Written notice of intent to terminate must be provided thirty (30) days or more prior to the anniversary date. If Motorola provides Services after the termination or expiration of this Addendum, the terms and conditions in effect at the time of the termination or expiration will apply to those Services and Customer agrees to pay for those services on a time and materials basis at Motorola's then effective hourly rates. In the event Customer elects to terminate this Agreement for any reason other than default, Customer shall pay Motorola for all services performed. 3.4.1 Unearned Discount: If the Customer terminates a multi-year Agreement before the end of the Term, for any reason other than Motorola default, then the Customer will pay to Motorola an early termination equal to the discount applied to the last three (3) years of Service payments for the original Term. This is not a penalty but a reconciliation of the discounted pricing schedule for a multi-year commitment. Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 147 Contractual Documentation 6-33 City of Seward Police Department 9/12/2019 3.5 EQUIPMENT DEFINITION. For maintenance and support services, Equipment will be defined to mean the hardware specified in the applicable SOW or attachments to the maintenance and support proposal. 3.6 ADDITIONAL HARDWARE. If Customer purchases additional hardware from Motorola that becomes part of the System, the additional hardware may be added to this Agreement and will be billed at the applicable rates after the warranty period for that additional equipment expires. Such hardware will be included in the definition of Equipment. 3.7 MAINTENANCE. Equipment will be maintained at levels set forth in the manufacturer's product manuals and routine procedures that are prescribed by Motorola will be followed. Motorola parts or parts of equal quality will be used for Equipment maintenance. 3.8 EQUIPMENT CONDITION. All Equipment must be in good working order on the Start Date or when additional equipment is added to the Addendum. Upon reasonable request by Motorola, Customer will provide a complete serial and model number list of the Equipment. Customer must promptly notify Motorola in writing when any Equipment is lost, damaged, stolen or taken out of service. Customer's obligation to pay maintenance and support fees for this Equipment will terminate at the end of the month in which Motorola receives the written notice. If Equipment cannot, in Motorola's reasonable opinion, be properly or economically maintained for any reason, Motorola may modify the scope of Services related to that Equipment; remove that Equipment from the Agreement; or increase the price to maintain that Equipment. 3.9 EQUIPMENT FAILURE. Customer must promptly notify Motorola of any Equipment failure. Motorola will respond to Customer's notification in a manner consistent with the level of Service purchased as indicated in this Agreement and applicable SOW. 3.10 INTRINSICALLY SAFE. Customer must specifically identify any Equipment that is labeled intrinsically safe for use in hazardous environments. 3.11 EXCLUDED SERVICES. a) Service excludes the repair or replacement of Equipment that has become defective or damaged from use in other than the normal, customary, intended, and authorized manner; use not in compliance with applicable industry standards; excessive wear and tear; or accident, liquids, power surges, neglect, acts of God or other force majeure events. b) Unless specifically included in this Agreement, Service excludes items that are consumed in the normal operation of the Equipment, such as batteries or magnetic tapes.; upgrading or reprogramming Equipment; accessories, belt clips, battery chargers, custom or special products, modified units, or software; and repair or maintenance of any transmission line, antenna, microwave equipment, tower or tower lighting, duplexer, combiner, or multicoupler. Motorola has no obligations for any transmission medium, such as telephone lines, computer networks, the internet or the worldwide web, or for Equipment malfunction caused by the transmission medium. 3.12 TIME AND PLACE. Service will be provided at the location specified in this Addendum and/or the SOW. When Motorola performs maintenance, support, or installation at Customer's location, Customer will provide Motorola, at no charge, a non-hazardous work environment with adequate Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 6-34 Contractual Documentation 148 Motorola Solutions Confidential Restricted City of Seward Police Department 9/12/2019 shelter, heat, light, and power and with full and free access to the Equipment. Waivers of liability from Motorola or its subcontractors will not be imposed as a site access requirement. Customer will provide all information pertaining to the hardware and software elements of any system with which the Equipment is interfacing so that Motorola may perform its Services. Unless otherwise stated in this Addendum or applicable SOW, the hours of Service will be 8:30 a.m. to 4:30 p.m., local time, excluding weekends and holidays. Unless otherwise stated in this Addendum or applicable SOW, the price for the Services exclude any charges or expenses associated with helicopter or other unusual access requirements; if these charges or expenses are reasonably incurred by Motorola in rendering the Services, Customer agrees to reimburse Motorola for those charges and expenses. 3.13 CUSTOMER CONTACT. Customer will provide Motorola with designated points of contact (list of names and phone numbers) that will be available twenty-four (24) hours per day, seven (7) days per week, and an escalation procedure to enable Customer's personnel to maintain contact, as needed, with Motorola. 4. PAYMENT 4.1 Customer affirms that a purchase order or notice to proceed is not required for the duration of this service contract and will appropriate funds each year through the contract end date. Unless alternative payment terms are stated in this Agreement, Motorola will invoice Customer in advance for each payment period. All other charges will be billed monthly, and Customer must pay each invoice in U.S. dollars within thirty (30) days of the invoice date. Customer will reimburse Motorola for all property taxes, sales and use taxes, excise taxes, and other taxes or assessments that are levied as a result of Services rendered under this Agreement (except income, profit, and franchise taxes of Motorola) by any governmental entity. 4.2 For multi-year service agreements, at the end of the first year of the Agreement and each year thereafter, a CPI percentage change calculation shall be performed using the U.S. Department of Labor, Consumer Price Index, all Items, Unadjusted Urban Areas (CPI-U). Should the annual inflation rate increase greater than 3% during the previous year, Motorola shall have the right to increase all future maintenance prices by the CPI increase amount exceeding 3%. All items, not seasonally adjusted shall be used as the measure of CPI for this price adjustment. Measurement will take place once the annual average for the new year has been posted by the Bureau of Labor Statistics. For purposes of illustration, if in year 5 the CPI reported an increase of 8%, Motorola may increase the Year 6 price by 5% (8%-3% base). 5. ENTIRE AGREEMENT. This Addendum, any related attachments, and the Primary Agreement, constitutes the entire agreement of the Parties regarding the subject matter of this Addendum and supersedes all previous agreements, proposals, and understandings, whether written or oral, relating to this subject matter. This Addendum may be amended or modified only by a written instrument signed by authorized representatives of both Parties. The preprinted terms and conditions found on any Customer purchase or purchase order, acknowledgment or other form will not be considered an amendment or modification of this Addendum, even if a representative of each Party signs that document. END Seward PD MCC7500E Dispatch Console Migration Use or disclosure of this proposal is subject to the restrictions on the cover page. Motorola Solutions Confidential Restricted 149 Contractual Documentation 6-35 City of Seward Police Department 9/12/2019 Exhibit E Cooperative Purchasing Program of Houston-Galveston Area Council of Governments ("HGAC") and Motorola's master agreement with HGAC, executed July 25, 2018, and identified as Contract No. RA- 05-15 Use or disclosure of this proposal is subject Seward PD MCC7500E Dispatch Console Migration to the restrictions on the cover page. 6-36 150 Motorola Solutions Confidential Restricted ............. ICcmaumnn Tom r"llerru rm Sent,, Wed 9/16/ :B19S 10:41 AIA 1'0. Rrenda ttstltimm, +,c, Stint mmieszarns Subject,,,, FM Srot rcwyna asok Sasmuasr J ustilk Lion/SeN1umAi ,C(tya of s Sg SoJe Source Justification Ch4cc4 4 )�pdf P, 82 KB) Ole(Ttwomas Clemons Seward PW' c Department Pam Box 16 Seward,Maska'4 64 COmys GHwrr°ramcorr ccnta ro e.9 A thi. rrfetsage,is C M DENITAL AND/OR PRIVILEGED. rrur ray k,acre us inr>u r'ci s for the mchviicho ,fl/entAy ii ainr,ad above Ary use b's others is stir clf y ray nhbted From: Gary Peters Sent; Wednesday, September 18,2019 10 4 AM To*Tom Opmons Cc*)OE PIKSA Subject. Motorola Sole Source Justification/Swammmarrf, City of b f Oermrmrrs„ Please review them a�ttachied document frrsrmm 1 tm Piksa,Alaska Account Mamma ar fmur Motor6a.The proposed contract is tm twuar.mm Motrlroa a Solutions,Inc,„and the City of Seward,. fmrrmCommmm is the oMy f rmtrrro+a Authorized State and trucalll Government M (Manufacturer'sRep)in the State of Alaska able to offerthms sohitlion on tm halt of:Motorola ureuth iurrlt, um rn acUng in the capacity as otorola's State and Local Government MR work&ng rounder Joe Nksa mra O Motsmrrlia's authority to offtrr their products. The HGAC is also referenced in your caamurmr letter for the corisole rmqumptmrracrmmt„and the NASPO Contract is atso referenced uum your cover l tt it for radio infrastructure as valid sole source for pre-negotiated contracts that ail State amid t.rlc4 entities use trm mustlty their sole source procurements. Please rammi mmu the docuurmm rmtatoon and get hack;to me earth questions.Thank you Chief. Gary Peters � ProCornrn Alaska,LLC a cell( dt )SS ,.432 151 To: Chief Tom Clemons: Seward Police Department, September 18, 2019. From: Motorola Solutions,Joe Piksa, Alaska State Account Manager. The proposal and contract is between Motorola Solutions, Inc.,and the City of Seward. The Motorola MCC 7500 is the only high-tier IP console that is FULLY integrated with the State of Alaska ALMR ASTRO 25 radio system, providing critical functionality beyond third-party consoles connected via CSSI (Console Subsystem Interface).Today, the unique architecture of the console systems relies on this functionality to interoperate between trunked and conventional users for interoperability between Local government and Troopers. Motorola offers the only solution that can transition ALMR and Seward to IP console equipment while maintaining the functionality of the systems as they are today. Third- party consoles using CSSI links cannot take advantage of the ALMR trunking system's regrouping feature when they do multi-select transmissions and patches. Both agencies are using this capability to have preconfigured seamless interoperability between conventional and trunking users today.This capability is essential to the users' ability to effectively communicate during mission critical operations. A console using CSSI links would consume one trunked repeater for each talkgroup in the multi-select transmission or patch whereas a MCC 7500 console would consume only one trunked repeater since it has a native connection to the Master Site.The amount of additional resources required when using a third-party console with CSSI to interoperate between trunking and conventional users make it virtually impossible to maintain their current capabilities without upgrading to MCC 7500 consoles. Full integration of all trunking and conventional resources would not be possible with a third-party console using CSSI. Moreover, seamless integration with ASTRO 25 allows for AES and ADP encryption and decryption in the dispatch positions which provides true end-to-end encryption in the radio system. Further CSSI limitations that must be considered include: • Trunking configuration information (radio unit IDs and their aliases, talkgroup IDs and their aliases)will have to be maintained in two separate configuration management systems (one for the trunking system,the other for the console system). Keeping these in sync with each other will be difficult and labor intensive at best. Aliases tend to change on a frequent basis as radios are lost, sent in for repair or replaced. Keeping the aliases in sync could be very difficult if the two systems are located far from each other. • Fault management will have to be done on two separate systems. There will be no end-to-end diagnostic or troubleshooting capabilities or tools when problems arise. • Separate configuration, fault and encryption management systems mean that ALMR and Seward will require personnel to manage the console system separately from the trunking system. • If voice encryption is used on the trunking system,there will have to be two encryption key management systems that are manually synced with each other. This means the keys in the console cannot be managed from the same point where the keys in the radios are managed. If the two systems get out of sync with each other, dispatchers would not be able to communicate with radio users on the talkgroups where the keys don't match. The CSSI standard does not support DVI-XL or ADP encryption algorithms. In addition, Agency Partitioning is not supported by the CSSI standard. 152 • The extensive Information Assurance measures supported in the ASTRO 25 trunking system would not extend to the consoles. The consoles would have to support their own set of Information Assurance measures. Multiple agencies would have to manually keep the Information Assurance measures up to date in both systems. This includes things like anti- malware definition updates, O/S patching, firewalls, intrusion detection systems, group policy objects (GPOs) on domain controllers for enforcing Information Assurance policies, login account management, etc. Information Assurance is very important for these IP based communications systems. Even "closed" IP systems are vulnerable to attacks (Google "stuxnet" for an example) and must be protected. • Since Motorola equipment and configuration is required to implement CSSI on the Alaska ASTRO 25 Master Site, no other vendor can offer a turnkey solution that is integrated with the Alaska trunking system. It cannot be overstated that a CSSI console solution will reduce current console and conventional systems ability to interoperate with the ASTRO 25 System.The Department of Homeland Security(DHS) has created a continuum (shown below) rating how interoperable your communications are within five categories (Governance, SOPS,Technology,Training & Exercises and Usage) and has defined the optimum level of interoperability continuum as Level 6 for each category. As shown on the Technology chart, a Statewide ASTRO 25 System provides Level 6 Interoperability and ISSI 8000 provides Technology Level 5 Interoperability.The CSSI rides "on top of" the ISSI 8000 and has recently been integrated into the ISSI standards documents suite; therefore, consoles connected via CSSI/ISSI would have Level 5 Interoperability whereas MCC7500 consoles have Level 6 Interoperability with the Alaska ASTRO 25 Master Site. National pricing utilizing the Houston-Galveston Areawide Council (HGAC) nationwide contract provides a path to sole source procurement through national pre-negotiated pricing for equipment sourcing for sales and service. Motorola also only utilizes Authorized and Certified Installation Service companies to install and maintain this console equipment for professional technical installation compliance with Motorola's R56 Requirements for Site Installation. ProComm Alaska has serviced the Seward account for more than 15 years and is Motorola's only Authorized APCO P25 Manufacturer's Representative for State and Local accounts in Alaska, having received their national certification from ETA International as Alaska's only Motorola Certified Service Center(ETA-CSC) . ProComm Alaska is the only Motorola Service Shop(MSS) in the State of Alaska with Motorola R56 Certified Technicians for site installation,and the only MSS in the State of Alaska with a licensed State Electrical Administrator (EA) on staff for design and installation compliance and reporting for public facilities. Motorola and ProComm Alaska, working together for console upgrades over the last 4 years, have installed and now currently service more than 50 new MCC 7500 console positions across Alaska having used the HGAC Contract and qualifications for sole source thereof. Financial Levels and final pricing of the Seward proposal were achieved by applying pre-negotiated HGAC contract discounts to reduce the final pricing to the pre-negotiated levels agreed upon by HGAC and Motorola Solutions, while having met the sole source and national pricing obligations required in the Contract. 153 t t ✓f/ ,!6Yf J,J 4,%!i,R//BIU' %', „Ol rill ,%r%G"/�i, .. Homeland Security B ��I���I a Individual Agencies Informal Key Multi I�scipiloa + WorkingCoordination Staff llooraoon � ' � ��'/1r/i///��//�v Rs .r ���� c Independently Between Agencies on a Regolar Brits � " � ��� o� ai U < U 0 EM ¢ ,� $fence r- individual Regional Set of National Incident E # aM I Agency .IoinkSOPs JoinkSOPs Communications Management W for Planned Events for Emergencies System SOPS Sops; Integrated SQPs �t4C�M�dr� , m .0 0 '/ /% 'O, /////' L) DATA SwapCommon Custom4nterillI � � EiMEM Files Applications Applications �/ !� ��� �� c ills C m� . . . . . . . . . . .. . . . . . . . . . . FU � C Swap Gateway Shared Channels P c �iii / Radios tt. c General Crientataon on — E Equipment and c Applications , Localized ,. .— E k, Planned Events Emergency � Incidents 154 /i��,��i/ r,11��;%jr�,�rr �r l,?„% r f! �,/�,i� r ;; ",, OWN Sums)) )) 4;,`7 w4,J ;a r Jen Ol sr"7 V OR VO= swap &AV"' Radios �rro- r, UuiliiA AM Im"els NI p I II e"d M e(,"),,.m 155 Sponsored by: City Clerk CITY OF SEWARD,ALASKA RESOLUTION 2019-086 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, SUPPORTING KENAI PENINSULA BOROUGH RESOLUTION 2019-047 TO RECOGNIZE THE RECOMMENDATIONS OF THE KENAI PENINSULA BOROUGH'S ELECTION STAKEHOLDERS GROUP AND DIRECTING STAFF TO EXPLORE IMPLEMENTATION OF THE RECOMMENDATIONS, AND SIGNING KENAI PENINSULA BOROUGH JOINT RESOLUTION 2019-001 WHEREAS, in February, 2019, the Kenai Peninsula Borough established the Election Stakeholders Group (ESG) to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity; and WHEREAS, the City of Seward was represented on the ESG by Vice Mayor Sue McClure, and Interim City Manager Jeff Bridges followed by City Manager Scott Meszaros; City Clerk Brenda Ballou participated on the ESG as a subject matter expert; and WHEREAS, in July, 2019, the ESG concluded its work and produced a summary of six final recommendations: I. Vote by Mail Hybrid: transition the election process from the current polling site structure to a vote by mail hybrid structure (VBMS) wherein every registered voter is mailed a ballot packet 2-3 weeks prior to election day; voters drop their ballots at secured locations, return their ballot by mail, or else vote in person at specified Accessible Vote Centers (AVC); 2. Education & Outreach Campaign: the KPB Assembly appropriates funds for an extensive voter education and outreach campaign designed to encourage voter participation, promote civic engagement, and educate voters about VBMS; 3. Amend Alaska State Statute, Title 29: the KPB Assembly adopts a resolution requesting the Alaska State Legislature to amend AS 29.26.060(c) in order to allow ranked voting for runoff elections; 4. Voter Pamphlet: deliver the voter pamphlet to voters via a website, and also provide hard copies of the voter pamphlets at the Accessible Vote Centers (ACV); 5. Appoint Service Area Board Representatives: transition to appointing KPB service area board representatives rather than electing them; 6. Eliminate Proposition Statements: eliminate having proposition statements, either for or against a proposition, from the voter pamphlet; and WHEREAS, the ESG final report also recommends that the BPB seek support from and partner with each City to conduct all local elections by mail; and WHEREAS, because the impact of pursuing these recommendations will be broadly felt throughout the borough, the Kenai Peninsula Borough Assembly has requested that each City 156 CITY OF SEWARD,ALASKA RESOLUTION 2019-086 demonstrate support for this initiative by signing KPB Joint Resolution 2019-001; and WHEREAS, KPB Joint Resolution 2019-001 recognizes the recommendations of the ESG, and supports a KPB vote by mail strategy with an implementation target date of October, 2020. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The Seward City Council hereby supports Kenai Peninsula Borough Resolution 2019-047, and authorizes the Mayor Squires to sign Kenai Peninsula Borough Joint Resolution 2019-001, recognizing the recommendations of the KPB Election Stakeholders Group and supporting a KPB vote by mail strategy with an implementation target date of October, 2020. Section 2. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of September, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Sea]) 157 Introduced by: Dunne, Hibbert Date: 09/03/19 .Action: Adopted as Amended Vote: 5 Yes,4 No,Q Absent KENAI PENINSULA BOROUGH RESOLUTION 201.9-047 A RESOLUTION ADOPTING JOINT RESOLUTION NO. 201.9-001 OF THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH AND COUNCILS OF THE CITIES OF HOMER, KACHEMAK, KENAI, SELDOVIA, SEWARD AND SOLDOTNA, RECOGNIZES THE RECOMMENDATIONS OF THE KENAI PENINSULA. BOROUGH'S ELECTION STAKEHOLDERS GROUP AND DIRECTING STAFF TO EXPLORE IMPLEMENTATION OF THE RECOMMENDATIONS WHEREAS, the Kenai Peninsula Borough Assembly established the Election Stakeholders Group("ESG")through the direction and adoption of resolution 2019-006,which included community members and members from many local governments in the borough, researched ways to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity, and WHEREAS, after holding many public meetings throughout 2019 the ESGr issued a final report with six specific recommendations regarding potential changes to borough code and election processes which are intended to achieve guiding principles initially adopted by the ESG; and WHEREAS, Joint Resolution 2019-001 details the efforts of the ESGr, recognizes its recommendations and directs staff to explore implementation of the recommendations; NOW,THEREFORE, BE IT RESOLVED BY THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH: SECTION 1. That the Kenai Peninsula Borough Assembly adopts Joint Resolution 2019-001. SECTION 2. That this resolution takes effect immediately upon adoption. Kenai Peninsula Borough, Alaska Resolution 20➢9-047 Page l of 2 158 ADOPTED BY THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH THIS 3RD DAY O�F' SEPTEMBER, 2019. Ae-ff Wayne H. flag AssemT;1yyiTent ATTEST: U LA&0 Joh I Blankenship, MMC, Borough Clefl4 196A Yes: Bagley, Cooper, Dunne, Hibbert, Smalley No: Blakeley,Carpenter, Fischer,Ogle Absent: None Resolution 2019-047 Kenai Peninsula Borough,Alaska Page 2 of 2 159 KENAI PENINSULA BOROUGH CITY OF HOMER CITY OF KACHEMAK CITY OF KENAI CITY OF SELDOVIA CITY OF SEWARD CITY OF SOLDOTNA JOINT RESOLUTION NO. 2019-001 A JOINT RESOLUTION OF THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH AND COUNCILS OF THE CITIES OF HOMER, KACHEMAK, KENAI, SELDOVIA,SEWARD AND SOLDOTNA,RECOGNIZING THE RECOMMENDATIONS OF THE KENAI PENINSULA BOROUGH'S ELECTION STAKEHOLDERS GROUP AND DIRECTING STAFF TO EXPLORE IMPLEMENTATION OF THE RECOMMENDATIONS WHEREAS, the Kenai Peninsula Borough Assembly established the Election Stakeholder Group ("ESG") through the direction and adoption of Kenai Peninsula Borough (*'KPB") Resolution 2019-0�06; and WHEREAS, the ESG was tasked with researching ways to increase voter participation by developing sustainable election processes that maximize accessibility and inclusivity; and WHEREAS, the ESG was comprised of assembly members, city council members, city managers, a representative from the KPB mayor's office and community members with a specific interest in the electoral process;and WHEREAS, the ESG was supported by the borough and city clerks as well representatives from the KPB Legal Department, Information Technology Department, and the Geographical Information Division; and WHEREAS, the ESG adopted guiding principles to focus and guide its work, including: maximizing accessibility and inclusivity of borough elections; improving voter satisfaction and confidence; making efficient use of public resources; ensuring electing security and integrity; and, improving voter outreach and coordination with all stakeholders;and WHEREAS, the ESG, as detailed in its final report, made six specific recommendations regarding potential change-, to KPB code and election processes which are supported by, and intended to achieve, the stated guiding principles; and WHEREAS, the ESG chair and vice-chair presented the attached final report and recommendations to the KPB assembly on August 20,2019; and WHEREAS, the ESG recommends that the KPB seek support from and partnership with the cities within the borough to administer all future local elections consistent with the vote by mail hybrid structure; and WHEREAS, the ESG recommends that the KPB explore cost sharing with the cities within the KPB for the purchase and maintenance of election equipment; and --------------- Joint Resolution No�.2019-001 Page I of 4 160 WHEREAS, in order to fully educate voters and the public on a new process,the ESG recommends the KPB and community partners conduct an extensive and comprehensive communication/education plan; and WHEREAS, the ESG further recommends collaboration between the KPB and the cities within the KPB to develop legislation and administrative practices for the administration of local elections that are consistent with KPB processes, and make efficient use of government resources; NOW, THEREFORE, BE IT RESOLVED BY THE KENAI PENINSULA BOROUGH ASSEMBLY AND THE COUNCILS OF THE CITIES OF HOMER, KACHEMAK, KENAI, SELDOVIA,SEWARD AND SOLDOTNA: SECTION 1. That the Kenai Peninsula Borough Assembly and the city councils for the Cities of Homer, Kachemak, Kenai, Seldovia, Seward and Soldotna recognize the recommendations of the 2019 Election Stakeholders Group. SECTION 2. That the Kenai Peninsula Borough Assembly and the city councils for the Cities of Homer, Kachemak, Kenai, Seldovia, Seward and Soldotna support the KPB clerk and the city clerks as they continue to explore vote by mail elections with a goal to implement the first by mail election in October of 2020 as a strategy to increase voter turnout, thus empowering KPB and city residents with a stronger voice in the democratic process and in the decisions that directly impact their lives. SECTION 3. That this resolution takes effect immediately upon adoption of the Kenai Peninsula Borough Assembly arid the city councils within the Kenai Peninsula Borough. 11--. .................. .................................. APPROVED BY THE ASSEMBLY OF THE KENAI PENINSULA BOROUGH THIS THIS 3RD DAY OF SEPTEMBER,2019. le 'ssem6lvy'Pre Wcnt ui Blankenship, 'r ........... APPROVED BY THE COUNCIL OF THE CITY OF MAER THIS, DAY OF '2019. Ken Castner, Mayor ATTEST: Melissa Jacobsen, MMC, City Clerk Joint Resolution No, 2019-001 Page 2 of 4 161 APPROVED BY THE COUNCIL OF THE CITY OF KACHEMAK THIS DAY OF 2019. William Over way, Mayor ATTEST: . .............. .................................................................................... .....-------------------- Erika Fitzpatrick,City Clerk APPROVED BY THE COUNCIL OF THE CITY OF KIENAI THIS THIS DAY OF 112019. Brian Gabriel,Mayor ATTEST: Jamie Heinz,CMC, City Clerk .......------------———------- APPROVED BY THE COUNCIL OF THE CITY OF SELDOVIA THIS THIS DAY OF ,2019. Dean Lent,Mayor ATTEST: .............................................-------------------- Heidi Gal,City Clerk .........—----- APPROVED BY THE COUNCIL OF THE CITY OF SEWARD THIS THIS DAY OF 92019. ........... David Squires, Mayor ATI'EST�� m. ................. Brenda Ballou,MMC,City Clerk Joint Resolution No.2019-001 Page 3 of 4 162 APPROVED BY THE COUNCIL OF THE CITY OF SOLDOTNA THIS THIS DAY OF ,2019. Nels Anderson, Mayor ATTEST: Michelle M. Saner, MMC,City Clerk Joint Resolution No. 2019-001 Page 4 of 4 163 Kenai Peninsula Borough Election Stakeholders Group Final Report and Recommendations (Unanimously Approved July 26, 2019) 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 164 Kenai Peninsula Borough Election Stakeholders Group Final Report and Recommendations (Unanimously Approved July 26, 2019) '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.................................................................................. 10 165 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, borough mayor's office and community members interested in the electoral process. The group was staffed by the Borough Clerk's Office and assisted by subject matter experts from within the borough and cities within the borough. Page 3 Election Stakeholders Group Final Report and Recommendations 166 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 167 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 168 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 drop Page 6 Election Stakeholders Group Final Report and Recommendations 169 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 (an identifier would include voter registration number, driver's license number, or 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 apiece 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. One of the focuses of the outreach campaign would be specifically to encourage voter participation no matter what is on the ballot through a Page 7 Election Stakeholders Group Final Report and Recommendations 170 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. ff3 ........ AIaska Sk,fle k]hj, e llli.He 29 Arn&m:Jrneni 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 date. Unless otherwise provided by ordinance t[T]he runoff election shall be Page 8 Election Stakeholders Group Final Report and Recommendations 171 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. Page 9 Election Stakeholders Group Final Report and Recommendations 172 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 cost to 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 173 Sponsored by: Towsley CITY OF SEWARD,ALASKA RESOLUTION 2019-087 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, REQUESTING THAT GOVERNOR MIKE DUNLEAVY DIRECT THE STATE OF ALASKA DEPARTMENT OF TRANSPORTATION & PUBLIC FACILITIES (DOT&PF) TO EXPLORE AND IDENTIFY FUNDING ALTERNATIVES TO PREVENT THE CLOSURE OF THE SILVERTIP MAINTENANCE STATION AT MILE 60 NEAR THE HOPE JUNCTION ON THE SEWARD HIGHWAY WHEREAS, the State of Alaska Department of Transportation & Public Facilities (DOT&PF) announced the closure of the Silvertip Maintenance Station located at Mile 60 near the Hope Junction on the Seward Highway; and WHEREAS, the Seward Highway is a critical transportation link for residents of Seward and the surrounding area, as well as the entire Kenai Peninsula; and WHEREAS, operators from the Silvertip Maintenance Station attend to the area of the Seward Highway through Turnagain Pass; and WHEREAS, the DOT&PF announced that snow plowing and road maintenance for this portion of the highway will now be split between the Girdwood Maintenance Station and the Crown Point Maintenance Station; and WHEREAS, winter storms dramatically impact the safety of traveling the Seward Highway; and WHEREAS, having a safe and dependably passable highway for vehicle traffic throughout the winter months is critical for residents of Seward and the surrounding area, as well as the entire Kenai Peninsula; and WHEREAS, all residents of the Kenai Peninsula rely heavily upon road freight transportation to bring medical supplies, provisions, and other goods necessary for survival; and WHEREAS, it is within the authority of the Governor of the State of Alaska to direct the DOT&PF to identify alternative funding sources in order to keep the Silvertip Maintenance Station open year round. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The Seward City Council urges Honorable Governor Mike Dunleavy to direct the Alaska Department of Transportation & Public Facilities to explore and identify funding 174 CITY OF SEWARD,ALASKA RESOLUTION 2019-087 alternatives in order to prevent the closure of the Silvertip Maintenance Station. Section 2. The Seward City Council directs the city manager to draft and send a letter to the Governor, on behalf of the council, relaying the importance of maintaining the Silvertip Maintenance Station for the residents of Seward and the surrounding community. Section 3. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 23rd day of September, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 175 COUNCIL AGENDA STATEMENT Meeting Date: September 23, 2019 To: City Council From: Council Member Towsley Agenda Item: Requesting That Governor Mike Dunleavy Direct The State Of Alaska Department Of Transportation & Public Facilities (DOT&PF) To Explore And Identify Funding Alternatives To Prevent The Closure Of The Silvertip Maintenance Station At Mile 60 Near The Hope Junction On The Seward Highway. BACKGROUND & JUSTIFICATION: The State of Alaska Department of Transportation & Public Facilities (DOT&PF) announced the closure of the Silver Tip Maintenance Station, located at the junction of the Seward and Hope highways in early September 2019. Operators from Silver Tip maintenance camp traditionally covered the Seward Highway through Turnagain Pass. The duties of plowing and road maintenance will now be split between Girdwood Maintenance station and Crown Point. The closure of the Silvertip camp and reduced number of heavy equipment operators will have an impact on the hours of snow and ice removal through Turnagain Pass and along the highway for miles. The potential negative impact and safety concerns raised by this closure, when considered in tandem with historic winter storms in the area are of great concern to Seward City Council. Having a safe, dependable, passable highway is crucial for those traveling it, as well as for communities on the Kenai Peninsula, often reliant upon freight including provisions and other necessary supplies transported via the Seward Highway. It is within the DOT & PF and governors offices' purview and power to identify alternative funding and reverse the decision to close Silvertip highway maintenance camp. The passage of this resolution will direct the city manager to compose and send a letter to the Honorable Governor Mike Dunleavy and the State of Alaska Department of Transportation & Public Facilities on behalf of council, relaying the importance of the Silvertip camp to the City of Seward and Seward area residents, urging that alternative funding be identified and restored and silvertip remain open and operational this winter. INTENT: 176 Keep the Silvertip Maintenance Station located at Mile 60 of the Seward Highway open year round. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): X Strategic Plan (document source here) : X Other (list): X FISCAL NOTE: Approved by Finance Department: ATTORNEY REVIEW: Yes No Not Applicable _x RECOMMENDATION: Approve Resolution 2019-087. 177 U.. PUBLIC NOTICE CITY COUNCIL HOSTING A PUBLIC FORUM regarding the SEWARD AIRPORT NOTICE IS HEREBY GIVEN that there will be a public forum conducted by the Seward City Council on the following item of business: Monday, September 16, 2019 6:00 — 8:00 p.m. K.M. Rae Building TOPICS: Discuss Seward airport options, develop a timeline/plan, obtain public input in preparation for the next meeting with the ADOT & FAA. ALL PUBLIC IS INVITED TO ATTEND. The K.M. Rae Building is located at 125 Third Avenue in Seward, Alaska. POSTED: Tuesday, September 10, 2019 City Hall bulletin board U.S. Post Office Harbormaster's Building Seward Community Library Museum 178 RULE 29. COMMITTEES The Mayor may appoint standing committees of the Council as necessary or desirable and may appoint ad hoc committees to address specific topics. The Council may also meet in work sessions as a committee of the whole: (a) Committee of the Whole. The Council may meet as a Committee of the Whole composed of the entire council sitting as a legislative study committee. The Committee of the Whole shall not take any official action while in committee. The Mayor chairs the Committee of the Whole. (b) Special Ad Hoc Council Study Committees. Special Ad Hoc Council study committees may be created by the Council for a particular purpose, or when the issue is so complex and time consuming that it cannot be reasonably handled at a Council meeting. Council study committees shall consist of no less than 3 Council Members appointed by the Mayor. Special council committees shall sunset at the end of their mission, but no later than the end of each fiscal year unless specifically continued by the Council thereafter for a specified time period. (c) Council Liaisons. In order to build additional Council expertise in various areas of city operations, the Presiding Officer may appoint one Council Member to serve as a liaison to the Planning and Zoning Commission. These appointments shall be made at the Council's organizational meeting in October. If appointed, the council representative to the Kenai Peninsula Borough Economic Development District shall serve as liaison to the Port and Commerce Advisory Board. If council liaisons were not appointed, a member of each Board and Commission will arrange to give periodic reports to the City Council during Council's regular scheduled meetings. (d) Special Ad Hoc Citizen Advisory Committees. Special Ad Hoc Citizen Advisory Committees may be created by the Council for a particular purpose. Committee members shall be appointed by the Mayor, with the advice and consent of the Council. The Mayor shall appoint the chair of the committee. Citizen study committees shall sunset at the end of their mission, but no later than the end of each fiscal year unless specifically continued by the Council thereafter for a specified time period. One Council Member, and one alternate Council Member, may be appointed as a member and liaison of a citizen advisory committee. (e) Committees may make recommendations on proposed programs, services, ordinances, and resolutions within their area of responsibility before action is taken by the Council. The Committee Chair may present the recommendations of the committee during the discussion of the item of business. (f) Employees shall staff the various committees as directed by the City Manager, but no staff person shall serve as a voting member of a council or citizen study committee. (g) Minutes need not be taken of committee meetings. 179 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page CALL TO ORDER The August 26,2019 regular meeting of the Seward City Council was called to order at 7:03 p.m. by Mayor David Squires. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires presiding and Sue McClure Suzanne Towsley Jeremy Horn Shaiyl Seese John Osenga Kelley Lane comprising a quorum of the Council; and Scott Meszaros, City Manager Jessica Stallard, Acting City Clerk Excused—None Absent—None CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Phil Kaluza wanted to install solar energy panels and was frustrated with the Seward alternative energy policy. He encouraged everyone to participate in the upcoming elections. Tommy Glanton thanked the City Council, city employees, and the Community Health Center (CHC) on behalf of Seaview. He said that last year, Seaview received funding to provide screening and access services to the community. Susan Lang spoke on behalf of the Friends of the Jesse Lee Home (FJLH) and said they would not meet their contract deadline of August 30, 2019. However, they had made significant progress on the Jesse Lee Home. Volunteers had painted over the graffiti on the Jesse Lee Home, donated lilac bushes that were planted on the south side of the building, and repaired the exterior fence. Routine patrols of the inside and outside of the building were conducted on a regular basis. Plans for the sewer line were ready for approval and plans for the water line would be ready by spring 2020. The Friends of the Jesse Lee Home were working with the State of Alaska Department of Labor and Education to turn the Jesse Lee Home into a state-wide charter school. The Friends of the Jesse Lee Home asked for a one year extension to their deadline. 180 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page Bruce Jaffa said the airport meeting on August 15, 2019 was very educational. He wanted the length of the airport to be at least 4,200 feet. He said he spoke with Senator Sullivan,who said that he would assist in getting the hearing with the Federal Aviation Administration(FAA)but if that failed,then there were other ways to find funding for the airport.Jaffa wanted to see a local effort on the airport project. Carol Griswold was opposed to spending any more money on the Lowell Creek Hydroelectric Project. She wanted Ordinance 2019-011 for developer incentives to be postponed. She requested that council schedule a work session on the Seward Airport with the U.S.Army Corps of Engineers, Alaska Department of Transportation (DOT), FAA, the public, and stakeholders. Lynda Paquette said Alternative 2.2 was not acceptable for the Seward airport and the community wanted Alternative 1.1. She said the FAA would not fund Alternative 1.1. She said the alternatives were to move forward with Alternative 1.1 without the FAA, move forward with Alternative 2.2, or look at a compromise with FAA and DOT. Ristine Casagranda wanted the money from Resolution 2019-075 for the Wastewater loan to go into the Wastewater Fund. She requested that council look at how the public was being billed for utilities. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (McClure/Seese) Approval of Agenda and Consent Agenda McClure postponed Tim Dillon's Kenai Peninsula Economic Development District (KPEDD) presentation to October 28, 2019. Lane postponed scheduling a specific date for previously agreed upon six month review of the legal firm contract-hired by the City Council to represent our municipality and its citizens' interests to September 9, 2019. McClure removed the City Attorney report from the agenda. Squires added Dr. Robert Reeg's lifesaving award for Morgan Woodard to the agenda. Motion Passed Unanimous The clerk read the following approved consent agenda items: Approval of the August 12, 2019 City Council Regular Meeting Minutes. Non-objection for the renewal of the Retail Marijuana License#17758 for The Tufted Puffin, LLC. 181 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards —None Chamber of Commerce Report.Cindy Clock said there were two new chamber members this month. Membership dues for the chamber were due at the end of August. Andy Mezirow donated a new VHF radio to the Silver Salmon Derby. The City's contribution of$5,000 went to the second place prize winner.2,092 silver salmon were turned in during the Silver Salmon Derby. The September First Friday Art Walk was scheduled for September 6,2019. Meet the Candidates Night was scheduled for September 11,2019 from 5:30-7:30 p.m. The next Chamber lunch would be held on Thursday, September 12, 2019. Clock encouraged the local businesses to offer specials to the visiting U.S. Navy in September. In response to Lane,Clock said Meet the Candidates Night was held before absentee voting this year. She said David Kingsland was the moderator and would sort the questions for this event. Seward High School National Honor Society students were invited to help with this event. In response to Seese, Clock said she would talk to Kingsland about changing up the questions for the candidates. In response to Towsley, Clock said the public was invited to send questions for the candidates to the chamber. 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: $9,147.27 to T2 Systems Canada Inc. for T-Line Engineering for Warranty for Parking T2 Pay Stations; $8,112.16 to Kendrick Equipment Ltd. for Tires for 50 Ton Travelift for Harbor;$6,720.64 to Grainger for Water Heater for Shower House;and$8,566.73 to NRC Alaska LLC for Equipment/Services to remove 1,300 gallons of used glycol. Meszaros said the Alaska Municipal League(AML)training was very productive for him and Assistant City Manager Hickok. He said that Borough Mayor Charlie Pierce's son had been in an auto accident,but was doing well.Meszaros said this was Assistant City Manager Brennan Hickok's last meeting. Motion (Seese/Lane) Direct the city manager to bring back a clear, concise policy that mirrored neighboring communities'policies forgiving extenuating circumstances on penalties. Meszaros said his experience showed that there was more of an issue with people being late paying their water and sewer fees rather than being late on taxes. He said a clear policy needed to be in place on what circumstances allowed for the city to waive the citizens' fees. Seese said the Kenai Peninsula Borough implemented a policy that allowed them to waive borough fees for the citizens due to extenuating circumstances. 182 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page Motion Passed Unanimous Motion (Towsley/Seese) Direct City Manager to meet with Friends of Jesse Lee Home before the contract deadline on Friday, August 30, 2019 and bring back recommendations to Council. Towsley wanted the city manager to meet with Friends of the Jesse Lee Home to determine the best way to move forward. Squires wanted the city manager to bring forward the pros and cons of extending the Jesse Lee Home's deadline after his meeting with Susan Lang. Motion Passed Yes:Lane,Seese,McClure,Osenga,Towsley, Squires No: Horn In response to Towsley, Meszaros said T2 Systems was doing the warranty work for Parks and Recreation's T2 pay stations. In response to Towsley,Meszaros said all open positions were advertised internally for five days to city employees.After these five days were up,the positions became open to the public.After a position was conditionally offered to an individual, then the prospective employee completed mandatory drug testing. In response to Towsley,Meszaros said the new Executive Liaison started on August 29,2019 and Hickok's position had been advertised internally. Seese suggested outsourcing the city finances. Towsley wanted to have a work session on electric utilities and the meter exchange program. Lane was not happy with how much it cost to get rid of glycol. Council recessed at 8:08 p.m. Council resumed at 8:15 p.m. City Attorney Report. Other Reports, Announcements and Presentations Kenai Peninsula]Keonomie Development Distriet Presentation by Tim D Postponed to October 28, 2019 183 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page Seward Pride Alliance Presentation Assistant City Manager Brennan Hickok said the Sterling Highway at the Y intersection was closed and Cooper Landing residents were evacuating. The Seward High School opened up a shelter for Cooper Landing residents. Squires said the borough was responsible for the shelters, but Seward High School had offered to open up a shelter for Cooper Landing residents. PUBLIC HEARINGS Ordinances for Public Hearing and Enactment 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. This ordinance was amended and introduced on August 12, 2019, and is coming tonight fbr public hearing and enactinent. Motion (McClure/Seese) Enact Ordinance 2019-013 Notice of the public hearing being posted and published as required by law was noted and the public hearing ivas opened. No one appeared to address the Council and the public hearing was closed. Towsley said that passing this ordinance was a no-brainer in her opinion. Motion Passed Unanimous UNFINISHED BUSINESS Items Postponed from Previous Agenda Discuss high performance organization core principles.Postponed from June 24, 2019 and July 22, 2019. Motion (/) Postpone "Discuss high organization core principles" to October 14, 2019. Motion Passed Yes: Osenga,McClure,Towsley,Lane,Seese No: Horn, Squires Council postponed this discussion to the October 14, 2019 council meeting. 184 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page 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 and was referred to administration for further development. This ordinance came back on August 12, 2019, was amended, had a public hearing, and was postponed to August 26, 2019 for another public hearing and enactment. Motion (McClure/Osenga) Enact Ordinance 2019-011 Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. Carol Griswold preferred to have this listed as a public hearing item rather than unfinished business. She did not think that this ordinance was ready for enactment, and she wanted council to follow up with Community Development before enacting Ordinance 2019-011. Phil Zimmermann said City Planner Jackie Wilde was in support of this ordinance and was involved in the process from the beginning. Zimmermann wanted this ordinance voted on tonight. No one else appeared to address the Council and the public hearing was closed. Motion to Amend (McClure/Horn) Amend Ordinance 2019-011 By Replacing the Original Ordinance with the Substitute Ordinance. Motion to Amend Passed Unanimous Seese said she was with Carol Griswold when Jackie Wilde told her that they did not need to go through this whole process, and Wilde could make a change to the original way the process for developers had been handled. Horn said council being uncomfortable with the original proposed ordinance was what brought about the changes in the substitute ordinance. In response to Squires,Meszaros said there was a subdivision improvement agreement,but a petition for special assessment was what Zimmermann had turned in. The purpose of Ordinance 2019-011 was to create a separate pathway under Seward City Code that did not currently exist. Meszaros said Wilde was correct,though,that the city could just do a few things,such as identifying the funding and getting a subdivision improvement agreement,but the city manager wanted to take the city attorney's advice and put this in code. This process was nearly fulfilled at this point. In response to Osenga, Meszaros said a plat note would be used to recover these funds. In response to Towsley, Meszaros said the difference between public utilities and public improvements was defined by each project. 185 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page Motion to Postpone (Towsley/McClure) Postpone Ordinance 2019-011 In response to McClure,Meszaros said public utilities and public improvements were defined by each project. In response to McClure, Towsley said she was concerned that council could be voting on something that some of them did not understand. She also did not like some of the language in the ordinance. Lane liked the application included in the ordinance and did not want to postpone this ordinance. Meszaros suggested adding a clause to ordinances that would allow council to change non- substantial items in them. Motion to Postpone Failed Yes: Towsley, Seese, No: Horn,Osenga,Lane,McClure,Squires Motion to Amend (Towsley/Lane) Amend Ordinance 2019-011 by changing "The City Manager or his or her designee" to "Planning & Zoning Commission" in Section 5.22.030(c). Towsley believed this change would allow the public to have more of a say in the process. Motion to Amend Passed Yes: Seese,Towsley,Lane,Osenga,McClure No: Horn, Squires Motion to Amend(Towsley/Lane) Amend Ordinance 2019-011 by adding "...and forward recommendations to City Manager's office"to the above amendment so that it reads, "The Planning & Zoning Commission shall review the application and determine if the applicant meets the requirements for reimbursement within thirty(30)days of receiving an application, and forward their recommendations to the City Manager's Office". In response to Horn, Towsley said she believed this change made sure that everyone was treated fairly. McClure said the application would still come to council for approval. 186 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page Squires was concerned that the developers would have appeal rights under the Planning & Zoning Commission if they denied the application before the application made it to the city manager and council. In response to Squires, Towsley said the Planning&Zoning Commission would make recommendations to the city manager, but Planning & Zoning would not be able to deny an application by themselves. Horn believed that the developers' applications would have to go through every single level of the city regardless. Motion to Amend Passed Yes: Seese, Towsley, McClure, Lane, Osenga No: Horn, Squires In response to Osenga,Meszaros said there needed to be a resolution authorizing funding for this project.Meszaros suggested using the city's portion of the bed tax money for the development of city infrastructure in the future. Main Motion Passed Unanimous NEW BUSINESS Ordinances for Introduction—None Resolutions Resolution 2019-075, Authorizing The Cancellation Of An Interfund Debt Owed To The General Fund From The Wastewater Enterprise Fund In The Remaining Amount Of $1,219,150 Related To The Failure Of The Lowell Point Sewage Lagoon Liner And Associated Dredging Costs Incurred In 1990. Motion (McClure/Seese) Approve Resolution 2019-075 Meszaros said this was a 1990 project. In 1999,the city council elected to allocate $76,940 towards the water enterprise fund each year to cover this project,but this had only happened for five years out of the thirty years since then. He said there was no transfer of money or payment involved, and it was a cancellation of the funds from the interfund debt owed to the General Fund. It was not a monetary issue but a tracking issue. Squires said the city had loans from Alaska Department of Environmental Conservation (ADEC)of$76,840 per year for the Alaska boat lagoon and not cancelling the interfund debt owed to the General Fund could increase the loan interest rates substantially. In response to Squires,Hickok said there was no resolution from 1999,and the funds owed to the General Fund were built into the budget process. Hickok said the contractor for the Wastewater Study had requested a report of the city's debts, so the timing of this resolution was opportune. 187 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page In response to Towsley, Public Works Director Doug Schoessler said the timeline for receiving the Wastewater Study was the end of October. Motion Passed Yes:Towsley,Seese,Osenga,McClure,Horn, Squires No: Lane Resolution 2019-076, Approving the 2020 Grant Year Budget For The Seward Community Health Center As Required By The Co-Applicant Agreement Between The City Of Seward And The Seward Community Health Center (CHC). Motion (McClure/Seese) Approve Resolution 2019-076 Meszaros said this was a recommended budget from the Seward Community Health Center. In response to Lane, Craig Ambrosiani said competition was not restricted completely. He said the CHC had some issues that had been resolved. He asked that Section 2 be omitted from Resolution 2019-076. Council suspended the rules to speak to Christine Sheehan from Seaview. Christine Sheehan asked council to uphold its role in promoting collaboration rather than competition in health care providers. She requested that council leave Section 2 in Resolution 2019- 076. She felt that this should be a larger community discussion, and she asked for the city's continued support. In response to Squires, Sheehan said that Seaview's contract was yearly and their reports were quarterly. In response to Towsley, Sheehan was concerned that the co-applicant agreement was under re-negotiation. Council suspended the rules to speak to Craig Ambrosiani from the CHC. Craig Ambrosiani said that there was a large movement to integrate mental health into medical services because a lot of medical issues were intertwined with behavioral issues. He believed that collaboration and cooperation needed to be stressed in the co-applicant agreement.He said the Health Resources&Services Administration(HRSA) said the CHC board should have the final say on any matters related to health care. He believed if the resolution moved forward with Section 2 in it, then that would go against what HRSA said. Hickok said he disagreed with Ambrosiani and that removing Section 2 would be going against HRSA, and the budget was what was being approved. 188 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page In response to Squires,Ambrosiani said Providence referred to another provider when they can no longer help a patient with behavioral health.The Community Health Center Board and HRSA were responsible for determining their scope of service for behavioral health. In response to Towsley,Ambrosiani said the CHC did not compete with Seaview for federal funds. The CHC was the only one in the community eligible for these funds. Council went back on the rules. Motion to Amend (Lane/) Amend Resolution 2019-076 by Striking Section 2 from Resolution 2019-076. Lane requested to strike Section 2,saying this resolution was a budget agreement. She did not want to cut health care anywhere and believed the citizens should be the first priority. Motion Died Due to Lack of Second Towsley thanked Sheehan and Ambrosiani for speaking on behalf of Seaview and the CHC. In response to Squires,Meszaros said he had been working very closing with the CHC on the co-applicant agreement. He said the CHC was in charge of determining their position and they do as a health care provider. Main Motion Passed Yes:Horn,McClure,Towsley,Seese Osenga, Squires No: Lane Other New Business Sehedule a speeifie date foi! previously agreed upon six month ireview of the legal fir-m- Postponed to September 9, 2019 Regarding the Seward Airport: A. Discuss the August 15, 2019 meeting regarding the Seward Airport which was hosted by the Alaska Department of Transportation (ADOT) and the Federal Aviation Administration (FAA); discuss developing a plan to move forward with the project; schedule an interagency town hall meeting to be hosted by council. Towsley said she attended the August 15, 2019 airport meeting and she was excited to see everybody unified on this topic. She wanted council to take more of a leadership role on this project and be more proactive. She wanted a timeline for the project and to know what the public can expect. She thanked the Port & Commerce Advisory Board (PACAB) for all of their work on the airport project. 189 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page McClure was in favor of having a town hall meeting on the airport before meeting with ADOT and FAA.Hickok suggested administration contact the interagencies and see what dates they were available to meet.Meszaros said ADOT would not be available to meet with Seward again until late November. B. Schedule a town meeting to discuss the Seward Airport. Squires wanted to have a town hall meeting before bringing the other agencies back to Seward. He wanted to have a plan on what the community would be willing to do before having an interagency meeting. Motion (Towsley/McClure) Schedule Community Town Hall Meeting for September 16,2019 from 6:00-8:00 p.m. to discuss the Seward airport. Motion Passed Unanimous Motion (Towsley/McClure) Direct the city manager to reach out to ADOT, FAA and other involved entities, including the Flood Board, to have interagency town hall meeting for airport by Seward City Council as soon as possible. Motion Passed Unanimous Schedule a 2020/2021 Budget Kick Off work session on September 23, 2019 at 5:30 p.m. Meszaros wanted to have a work session with council to discuss the timeline of the budget process and give a brief overview of the budget process. Hickok said a draft schedule for the budget would be available at this work session. Motion (McClure/Seese) Change the time for the Budget Kick Off Work Session on September 23, 2019 from 5:00 p.m. to 5:30 p.m. Towsley was disappointed that the budget discussions had not started earlier this year. She asked council to consider having more meetings on the budget. Seese asked that the candidates for the upcoming municipal election come to the budget meetings. Motion Passed Unanimous 190 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page Set achievable, measurable goals for the city manager to be used for the 0 quarter 2020 evaluation. Squires wanted council to set achievable goals for the city manager to meet before his evaluation. Motion (Lane/Towsley) Set goal for City Manager to "Bring forward information and suggestions for how to get more housing options built within the city limits". Motion Passed Unanimous Motion (Towsley/McClure) Set goal for City Manager to"Establish and maintain a high level of communication between the public, staff, and Council". Motion Passed Unanimous Motion (Lane/McClure) Set goal for City Manager to "Develop a balanced budget that shows investment into our infrastructure and goals set by the Council'. Motion Passed Unanimous Main Motion (Lane/McClure) Set goal for City Manager to"Completion of 25% of the City project list or 45% of the projects underway with an acceptable deadline for completion". In response to Lane, Squires said some of the 25% projects had already been completed. Squires said his goal was to set a timeline for the projects to be completed. Motion to Amend (McClure/Towsley) Amend the above motion by removing the word"acceptable"and changing"an"to"a", so that it reads"Set"Completion of 25% of the City project list or 45% of the projects underway with a deadline for completion"as a goal for the City Manager". Motion to Amend Passed Unanimous Main Motion Passed Unanimous 191 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page Discuss the electric outage of August 17,2019,including costs,lessons learned, and plans for the future. Meszaros said the power was out for about eleven hours. He said a rough estimate of the costs associated with an electric outage was about$3,000 per hour. The generators were started.The outage was due to a tree limb falling on a transmission line. Police Chief Tom Clemons said that the 9-1-1 system was down for less than a day because Alaska Communications Systems (A.C.S). in Soldotna was down. Towsley requested that the city manager include information on any power outages in the City Manager Report. INFORMATIONAL ITEMS AND REPORTS On-going City Project and Goal List Hickok said design plans had been received for ADA parking at City Hall and an estimate of about $16,000 had been received from R&M for this project. Towsley was concerned that the retaining wall on the North parking lot at City Hall was unsafe. In response to Lane's question about the city manager bringing forward revenue suggestions on housing in a votable format, Towsley suggested adding it to the agenda for a future meeting, giving administration a little more direction, and adding it to the goals list. June, 2019 Providence & City of Seward Financials In response to Lane, Hickok said she could schedule a work session, or talk to Providence and the Finance Director to help her better understand Providence's financials. Council directed the city manager to get a break-down of how Providence's financials had changed since April, 2019. COUNCIL COMMENTS McClure announced Founder's Day was on Wednesday,August 28,2019,and there would be a Founder's Day celebration in the Library Community Room from 3:00-6:00 p.m. Museum admission was free on August 28,2019.Rehearsals for the Christmas program with the community choir started on September 5, 2019 at the Methodist Church. The Methodist Church was offering evacuation space, and they might have an overflow group of evacuation families staying at the church. Towsley thanked Phil Kaluza for his comments and letters. She thanked Officer Woodard for all that he did and for saving a life. She congratulated Deputy City Clerk Jessica Fogle on her 192 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page marriage. She thanked everyone for working on the Cooper Landing fire. She sent condolences to Linnea Rose Hribernick's family on her passing. Seese said Seward was founded 116 years ago. She thanked everyone for speaking. She asked that everyone come to the council's work sessions. Osenga wished Hickok luck in his future endeavors. He asked everyone to pray for Cooper Landing as they fight the wildfire and rain to help with the fight against the wildfire. He thanked Officer Woodard for his service. Lane reminded everyone that voter registration ended August 30, 2019. She thanked administration and Hickok for their hard work. She was grateful to have Hickok at the state level. She wanted to hear how other communities were dealing with their medical costs. She thanked Phil Kaluza and the Chamber of Commerce for speaking. She thanked her fellow council members and said she was grateful to be a part of council. Squires expressed his condolences to Linnea Hribernick's family. He thanked Officer Woodard for his service to the community and saving a life. He thanked Hickok and wished him luck.He asked for council's permission to have Nick Woodard help council identify ADA issues for the perspective of a handicapped individual, and council permission was granted. CITIZEN COMMENTS Wolf Kurtz said he was a candidate in the upcoming municipal election. Cooper Landing was moved to the"SET"evacuation level.He wanted the Historic Preservation Commission and the Resurrection Bay Historical Society (RBHS) to be included in the conversation with Jesse Lee Home. He encouraged citizens to celebrate Founders' Day on August 28, 2019 with RBHS. Lynda Paquette relayed the public's questions in reference to personnel's hiring and firing process compared to other towns and the Community Health Center and Seaview to council. She suggested letting the other agencies know that the September 16, 2019 community meeting on the Seward airport would be live-streamed. She suggested opening up the interagency meeting on the airport to a teleconference or video conference. She said the voter registration deadline was the end of this week. Carol Griswold said she loved the new audio system,but asked if the timer could be quieter. She suggested having silent voting in the future. She asked for clarification on how the public hearing was posted under Unfinished Business. Griswold supported a cap on bed tax money,and she wanted more details from the chamber. She appreciated Paquette's suggestions. She wanted council to have a clear direction for the airport meeting. She appreciated the air quality monitor at the campgrounds tracking the smoke. She wanted to make sure the public was well notified of the dangers of the smoke from the Swan Lake Fire and how to protect themselves. She wished Hickok well in his future jobs, and said she was sorry to see him go. 193 City of Seward,Alaska City Council Minutes August 26, 2019 Volume 40, Page Norm Regis said the Harbor Enterprise Fund was paying for the tires for the 50-ton Travelift and not the General Fund. Kyle Walker said he would try to add more details on smoke health in the paper. He was concerned that Section 2 of Resolution 2019-076 violated HRSA. He said his spouse worked part- time at Providence. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Seese said that Sue Lang was going to try to get an extension to the deadline by Friday for the Jesse Lee Home. She suggested that Kurtz contact Lang regarding the Jesse Lee Home. She said Resolution 2019-075 would not change the city's financials, because the money was being moved from one fund to another. Towsley said her intention for the town hall meeting was for council to take an aggressive, proactive role in the Seward Airport project. Lane wanted council to look into putting a cap on bed tax. ADJOURNMENT The meeting was adjourned at 10:39 p.m. Jessica Stallard David Squires Acting City Clerk Mayor (City Seal) 194 City of Seward,Alaska City Council Special Meeting Minutes August 30, 2019 Volume 40,Page CALL TO ORDER The August 30,2019 special meeting of the Seward City Council was called to order at 5:00 p.m. by Mayor David Squires. OPENING CEREMONY Citizen Carol Griswold led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires presiding and Sue McClure Suzanne Towsley jefemy Ham Shaiyl Seese John Osenga Kelley Lane comprising a quorum of the Council; and Brennan Hickok, Assistant City Manager Jessica Stallard, Acting City Clerk Excused—Lane, Horn Absent—None CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Glenda Jones believed the Jesse Lee Home should be saved and used as a historical monument. Iris Darling asked council to think about saving the Jesse Lee Home as a historic monument for Seward. She said many volunteers donated their time,money, expertise, labor, and vision to the Jesse Lee Home. She said this structure had touched many lives. She wanted council to allow Sue Lang and the new volunteers to regroup under the new governor. She asked council to give the Friends of the Jesse Lee Home (FJLH) the extension they had requested. Rhonda Hubbard was strongly opposed to council extending the contract for the FJLH. She suggested council memorialize the Jesse Lee Home by building a park for Seward at the site of the home. Margaret Anderson said she cared about the history of the Jesse Lee Home,but she felt that it was time to move on and deal with the property that had been unoccupied for over 50 years. She was opposed to council extending their five year contract with the FJLH. 195 City of Seward,Alaska City Council Special Meeting Minutes August 30, 2019 Volume 40,Page Darryl Schaefermeyer said it was time to take down the Jesse Lee Home and he agreed with Hubbard's suggestion of building a memorial park out of the home. Ristine Casagranda was concerned that certain members of council got special communication with the city manager. She asked the council as a whole to meet with the city manager to let him know how to proceed with the Jesse Lee Home project. She wanted the $1.1 million grant to be used for the Jesse Lee Home regardless of what council decided to do with the home. She hoped the public would get the chance to vote on the outcome of the home. Lynda Paquette said the Jesse Lee Home was the birthplace of the Alaska flag, and some citizens believed that special consideration should be given to it because of that. She added to Casagranda's concerns by saying that it was believed that the city manager and a council member had a private conversation about the FJLH during the recess at Monday night's council meeting. Cheryl Seese said the Historic Preservation Commission(HPC)was working on plaques to recognize the Jesse Lee Home and the Alaska flag would be a part of those plaques. Sue Lang said the city had an opportunity to maintain some incredible historical architecture with the Jesse Lee Home. She asked council to consider extending the contract with the FJLH. Kyle Walker asked if the city attorney had been consulted about the legality of extending the contract for this piece of land without a resolution. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (McClure/Osenga) Approval of Agenda and Consent Agenda There were no consent agenda items. Motion Passed Unanimous NEW BUSINESS Consider extending the Friends of the Jesse Lee Home Agreement. Seese read an email from Assistant City Manager Brennan Hickok stating that he believed the ownership of the Jesse Lee Home should come back to the city for them to use the$1.1 million grant on hazardous mitigation and then, the FJLH should ask for another contract once the hazardous mitigation had been conducted. Seese wanted the FJLH's contract to be extended, and she was concerned that the city manager might not allow the FJLH to apply for another contract. Council suspended the rules to speak to Dorene Lorenz telephonically. 196 City of Seward,Alaska City Council Special Meeting Minutes August 30, 2019 Volume 40,Page Towsley agreed that it was important to keep the history of the Jesse Lee Home, but she felt that there were many ways to accomplish this. She wanted to give everyone in the public a chance to speak. She was concerned that if the FJLH did not get their due process, then it could be a liability for the City of Seward. She wanted the city to consider a short extension for the FJLH contract. She was concerned that the city manager might be taking unilateral direction from individual council members. Osenga was opposed to any extension of the FJLH contract.He said the FJLH had five years to complete their project and did not. McClure was opposed to extending the contract, even though the history of Seward was her passion,because the contract stipulations had not been met and the majority of her constituents were opposed to council extending the contract with the FJLH. Council suspended the rules to speak to Sue Lang. Squires said the meeting in the hallway during the recess at the August 26, 2019 council meeting between himself, Sue Lang,and City Manager Scott Meszaros was to make sure that the city manager was going to meet with Sue Lang,as directed by council.In response to Squires, Sue Lang verified this. In response to Squires,Lang said nothing had been spent on hazardous mitigation because the hazmat rules changed in 2017. She said time and labor were being donated by a contractor for the installation of the sewer and water and no money was spent on this. There was no contract with this contractor,because the FJLH were waiting on him to give them his time frame for completing this project. In response to Towsley, Lang said she had been with the project since March, 2018. In response to Squires,Dorene Lorenz said not a significant amount had been spent on water and sewer. Squires said he was shown a piece of paper showing the sewer design by Lang,but it had not been submitted to the city for approval yet. Lang said Public Works Director Doug Schoessler told her that a dig permit would be needed to complete the sewer design. In response to Squires, Lang said she believed the time on the FJLH's contract should have stopped on Monday night when the request for the extension was made in writing. She said the FJLH did not submit the request for the extension sooner because she was busy with her summer rentals.In response to Squires, Lorenz said the FJLH requested work sessions with council that had been denied. She had hoped that the $1.1 million grant the city received would have been used on the hazmat abatement of the Jesse Lee Home. She said the FJLH were holding back their funding because they had matching grants of 60% in federal funds available to them that the city did not qualify for. In response to Osenga, Lorenz said the FJLH had a minimum that they had to spend on the project in order to match the 60%of federal funds and they expended the smallest amount possible, 197 City of Seward,Alaska City Council Special Meeting Minutes August 30, 2019 Volume 40,Page so they could receive the largest amount possible. They had to hold on to the funding until they had complete funding. She said some of the work could not be completed without construction documents. In response to Towsley,Lorenz said she met with previous Interim City Manager Jeff Bridges at least three times and he was concerned with the project and its timing. Council went back on the rules. Towsley said she co-sponsored this meeting, so the public could be involved in the conversation. She reminded everyone that it was a statewide topic because people from all over the state had lived at the Jesse Lee Home. Motion (Seese/Towsley) Direct the City Manager to extend the Friends of the Jesse Lee Home contract for at least 60 days. Squires was concerned that 60 days would not make a difference.He wanted the community to help decide the future plans for the Jesse Lee Home. Towsley said her goal was to have a transparent meeting. She wanted to give the FJLH the opportunity to speak to council about the Jesse Lee Home contract and the possibility of extending the contract. Motion to Amend (Seese/Towsley) Amend the motion by changing, "...for at least 60 days" to, "...for one year." Towsley wanted to end the city's relationship with the FJLH on good terms, so they could come back and ask for another contract at a later date. She believed a one year extension was too long. McClure said a one year extension was too long. Motion to Amend Failed Yes: Seese No: Towsley, McClure, Osenga, Squires Main Motion Failed Yes: Seese, Towsley No: McClure, Osenga, Squires COUNCIL COMMENTS Towsley thanked everyone for coming out to be part of the public process. She thanked council. 198 City of Seward,Alaska City Council Special Meeting Minutes August 30, 2019 Volume 40,Page Seese thanked everyone for coming to the meeting and speaking. She hoped the Jesse Lee Home would re-apply for another contract. Squires said it was important that timelines in contracts were followed. He believed the request for extension should have been brought forward sooner. He sent the Atwood family his condolences on their loss and asked that everyone give them their condolences and privacy during this difficult time. CITIZEN COMMENTS Cheryl Seese said the Jesse Lee Home would be discussed at the September 12, 2019 Historical Preservation Commission meeting. She hoped to have a joint work session in the future with the City Council,Resurrection Bay Historical Society,and the Friends of the Jesse Lee Home. Rhonda Hubbard wanted to memorialize the Jesse Lee Home by creating a memorial park. She believed that the Jesse Lee Home was keeping people from buying houses in that neighborhood. Sue Ward said her family had restored their own home,even though they had been told that it could not be saved. She asked council to keep their-options open,because she believed the Jesse Lee Home might still be savable. Sue Lang said she was looking forward to working with the city on this project. She thanked council for holding this special meeting. Iris Darling thanked everyone for coming to this meeting. She said she agreed that a lot of the project could have been completed sooner,but she knew some of the complications the FJLH had dealt with. She said the FJLH's architect passed away early on during the project. Margaret Anderson agreed with council's decision not to extend the FJLH's contract. Ristine Casagranda said she was referring to a letter the Mayor and Vice Mayor received from the city manager stating that he would not call this meeting without direction from council. She believed that all letters from the city manager should be sent to all members of council. She thought the upstairs of the Jesse Lee Home would be a good place for dance lessons, hosting guests in conventions, or having events for our school-aged children. She hoped the public process would continue and she hoped that the ideas for the Jesse Lee Home were affordable for the tax payers. Kyle Walker wanted to know where the city attorney was and if a lawsuit was pending. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Towsley said a lawsuit was not pending. Hickok said he told the city attorney that it was not necessary for her to attend this meeting. 199 City of Seward,Alaska City Council Special Meeting Minutes August 30, 2019 Volume 40,Page McClure had not heard anything about a pending lawsuit. Squires said he agreed that what happened with the Jesse Lee Home should be a public discussion. He hoped the city manager would come up with a plan or timeline by the next council meeting explaining what the city's next steps were with the Jesse Lee Home, and the process for getting the items fixed on the property. ADJOURNMENT The meeting was adjourned at 6:33 p.m. Jessica Stallard David Squires Acting City Clerk Mayor (City Seal) 200 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page CALL TO ORDER The September 9, 2019 regular meeting of the Seward City Council was called to order at 7:03 p.m. by Mayor David Squires. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires presiding and Sue McClure Suzanne Towsley Jeremy Horn Sharyl Seese John Osenga Kelley Lane comprising a quorum of the Council; and Scott Meszaros, City Manager Jessica Stallard, Deputy City Clerk Holly Wells, City Attorney Excused—None Absent—None CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Craig Ambrosiani thanked council for reconsidering Resolution 2019-076;the Community Health Center (CHC) was in favor of changing Section 2 of the resolution to read, "Both parties agree to abide by the co-applicant agreement."He believed this change would simplify the CHC's agreement with the City of Seward.Ambrosiani said that at the CHC's last board meeting,the CHC agreed to propose having four ex-officto seats to their board: the City Manager, City Council healthcare liaison, healthcare administrator, and Seaview executive director. Ambrosiani said the CHC provided time for public comment in their board meetings and everyone was welcome to attend. Bruce Jaffa said the Alaska Department of Transportation (DOT) and Federal Aviation Administration(FAA)were not the only solution to the airport problem.He believed the city needed to bring a group together to support the runway extension.He reminded everyone that there would be a town hall meeting to discuss the airport on September 16, 2019. He wanted to show people who did not have time to study the airport how important the airport was to the city. He said someone needed to be the point of contact for this project. 201 City of Seward,Alaska City Council Minutes Septernher 9, 2019 Volume 40, Page Jim Doepken said the CHC was able to receive benefits that were not available to other entities because of their status.He wanted the city to reach an agreement with the CHC that would be open, honest, and fair to all health care businesses. Ristine Casagranda was happy that Safeway had stopped using plastic bags, and she thanked council for the plastic bag ban. She did not want health care to be cut short anywhere because she felt that mental health and crime went hand in hand. She encouraged everyone to protect one another. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (McClure/Lane) Approval of Agenda and Consent Agenda McClure moved Resolution 2019-077 to the consent agenda. McClure removed the approval of Patrick Lewis' application to Historic Preservation Commission from the agenda. Squires postponed Resolution 2019-080 to the September 23, 2019 council meeting. McClure removed Resolution 2019-079 from the consent agenda. Squires removed Resolutions 2019-081 and 2019-082 from the consent agenda. Council unanimously agreed to put the Introduction of Ordinance 2019-015 on the consent agenda. Motion Passed Unanimous The clerk read the following approved consent agenda items: Ordinance 2019-015,Amending Seward City Code 2.10.045 "Methods Of Action"And SCC 2.15.010 "Methods of Council Action" To Permit Council To Direct The City Manager, City Attorney,And City Clerk By Motion. This ordinance was introduced tonight, and will coine for public hearing and enactment on Septeinher 23, 2019. Resolution 2019-077, Authorizing A One Year Contract For $368,952 With The State Of Alaska,Department Of Corrections,For Operating The Seward Community Jail And Housing Prisoners Charged Or Sentenced Under Alaska Statutes. Resolution 2019-078, Authorizing The Seward Police Department To Receive Reimbursement Of$12,257.90 From The$2 Million Dollars Allotted To The Department Of Public Safety As Part Of Senate Bill 142 For Crime Prevention And Response And Equipment, And Appropriating Funds. 202 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards Remembering September 11, 2001 The American Legion Day POW/MIA Recognition Day Borough Assembly Report.Kenn Carpenter said Borough Mayor Charlie Pierce would be in town on September 12, 2019. Carpenter said brochures approved by the borough assembly were being sent out about the sales tax cap. In response to McClure, Carpenter said the borough was considering appointing officials rather than electing them. In response to Lane,Carpenter said the borough assembly had nothing to report regarding the schools. He asked the teachers to support the mill tax, so the schools could stay open. In response to Squires, Carpenter said he would give a presentation on the borough sales tax cap increase on September 23, 2019 at the council meeting. 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: $28,000 to Lumen Design, LLC for Professional architectural concept design for Seward Animal Shelter per Resolution 2019- 072; $11,678 to Anixter Inc. for fall and climbing protective equipment; $6,250 to Rocky Elhard for electric meter base upgrade well house #4; $15,273.40 to JWC Environmental for grinder for lift station #3; and, $6,000 to Electric Power Systems Inc. for Fort Raymond substation plant troubleshoot. In response to Lane, Meszaros said Lumen Design, LLC was initiating design work on the animal shelter, and they had worked on a lot of other animal shelters in Alaska. In response to Towsley,Public Works Director Doug Schoessler said all components of the meter housing and well house were very old and needed to be replaced.He said the city did not have an electrician on staff who could wire the well house. In response to Seese,Meszaros said he was researching bed tax penalties that other cities had in place,and he would bring a resolution to council for waiving bed tax penalties when it was ready. Towsley requested that the city manager replace the Alaska flag outside of city hall. In response to Towsley, Meszaros said DOT and FAA would not be available to attend the town hall meeting on the airport on September 16,2019.He said he would work with the city clerk's 203 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page office to promote the September 16, 2019 town hall meeting at the K.M. Rae building. Towsley asked the city manager to communicate more with council about changes in the city employees' work status. Seese suggested the city consider outsourcing the Finance Director position. Towsley asked that Meszaros provide information to council about the Interconnect Policy and a timeline for it in the next city manager's report. In response to Towsley, Community Development Planner Jackie Wilde said vibrocompaction was the process where pillars were being made underground to help with liquefaction during an earthquake. She said ground testing was done before and after the project and a monitor will be placed at the individual's house who was concerned about this process affecting her house. Wilde was working with the construction company on security issues. In response to Towsley, Meszaros said numerous letters had been sent out to Mike Dunleavy's office regarding the airport project,but no feedback had been received from Dunleavy. Other Reports, Announcements and Presentations 2019 Student Exchange Program — Samuel Koster, Max Pfeiffenberger, Angel Schwertfeger PUBLIC HEARINGS —None UNFINISHED BUSINESS Items for Reconsideration Resolution 2019-076, Approving The 2020 Grant Year Budget For The Seward Community Health Center As Required By The Co-Applicant Agreement Between The City Of Seward And The Seward Community Health Center (CHC). Motion to Reconsider (McClure/Towsley) Reconsider Resolution 2019-076 Towsley believed council could come up with something that would work better for both the CHC and the city than the resolution council passed at the last council meeting. Lane was in support of the reconsideration,because new information had been received since the last council meeting. Motion to Reconsider Passed Unanimous 204 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page Council suspended the rules to speak to Craig Ambrosiani from the Community Health Center. In response to Towsley, Craig Ambrosiani said the Health Resources & Services Administration (HRSA) consultant's concern with Section 2 of the resolution was that it told the CHC that they could not hire behavioral health providers,when HRSA said that the CHC needed to have the final say in its programs. In response to Lane, Ambrosiani said there was a CHC board meeting on August 29, 2019 that reviewed the health center's co-applicant agreement with the city. He said the four ex-officio members to the CHC board would be allowed to participate in discussions during board meetings but they could not vote. In response to McClure,Ambrosiani said the council had to approve any revisions made to the co-applicant agreement.He said HRSA gave the CHC 40 days to correct the language in Section 2 or else HRSA was going to take away the CHC's grant. In response to Seese,Ambrosiani said he had not spoken with Seaview about Section 2 but he would be willing to talk to them about it. In response to Seese, Ambrosiani said the ex-officio positions on the board would go into effect when the co-applicant agreement was completed,but these positions would be renewed every January. In response to Towsley, Ambrosiani said his proposed change to Section 2 would reiterate that all parties would follow the rules outlined in the co-applicant agreement. Council went back on the rules. Motion to Amend (Towsley/Lane) Amend Resolution 2019-076 by striking the language in Section 2 and replacing Sit with, "Both the City of Seward and the Seward Community Health Center agree to abide by the co-applicant agreement and all applicable laws,regulations,and governing policies." Motion to Amend Passed Unanimous Main Motion Passed Unanimous NEW BUSINESS Items Postponed from Previous Agenda 205 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page Schedule a specific date for previously agreed upon six month review of the legal firm contract-hired by the City Council to represent our municipality and its citizens' interests. In response to Lane, McClure wanted council to conduct a review of the city's legal firm before the new council members were appointed. She felt that the current council members should complete the legal firm's evaluation. In response to Lane,City Attorney Holly Wells said she was available for council to review her performance at any time. She had hoped to finish putting together the flat rate agreement for council before her review, though. In response to Lane, Squires said the review would be for the legal firm as a whole. In response to McClure,Wells said she preferred to have a six month review of the legal firm as an open session in public. In response to Squires, Wells said she could be available for a special meeting on September 18, 2019 or September 20, 2019. Towsley suggested Lane bring back a date for the legal firm review as a discussion item for the September 23, 2019 agenda. Horn suggested waiting until January review the legal firm. Council scheduled a special meeting to review the legal firm at October 14, 2019 at 5:30 p.m.. In response to Lane, Wells said she could provide council with information on other cities who have in-house city attorneys. NEW BUSINESS Resolutions Resolution 2019-079,Authorizing The Seward Police Department To Receive Reimbursement Funds From The Anchorage Police Department Internet Crimes Against Children Division For The Purchase Of Software And Equipment. Motion (McClure/Seese) Approve Resolution 2019-079 McClure said the purpose of removing Resolution 2019-079 from the consent agenda was to add the amount of the reimbursement funds to the title. Motion to Amend (McClure/Towsley) Amend the title of Resolution 2019-079 by including the amount of the reimbursement funds and adding "appropriating these funds" at the end of the title, so that it reads, "Authorizing The Seward Police Department To Receive Reimbursement Funds of $3,707.47 From the Anchorage Police Department Internet Crimes Against Children Division For The Purchase Of 206 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page Software And Equipment, And Appropriating Funds". Towsley requested that amounts of funds were included in the resolution titles from now on, as well as the words "And Appropriating Funds" at the end of the resolution titles. Motion to Amend Passed Unanimous Main Motion Passed Unanimous Resolution 2019 080,_,.Authorizing The City Manager To Enteir into An Agreement With Sui!ge Damage Funds. Postponed to September 23, 2019 Council meeting On Consent Agenda. Resolution 2019-081, Accepting A Grant In The Amount Of $5,000 From The Seward Community Foundation, And Appropriating Funds. Motion (McClure/Osenga) Approve Resolution 2019-081 City Clerk Brenda Ballou suggested adding the words, "for the Teen Youth Center" to Section 1 of this resolution to explain where the money was going. Motion to Amend (McClure/Towsley) Amend Resolution to 2019-081 by adding "for the Teen Youth Center" to Section 1. Motion to Amend Passed Unanimous Motion to Amend (McClure/Towsley) Amend the Title of Resolution 2019-081 by adding, "For the Teen Youth Center and Appropriating Funds." Motion to Amend Passed Unanimous Main Motion Passed Unanimous Council recessed at 8:58 p.m. Council resumed at 9:04 p.m. Resolution 2019-082,Accepting A Grant In The Amount Of$3,000 From Alaskans For Litter Prevention And Recycling,And Appropriating Funds. Motion (McClure/Osenga) Approve Resolution 2019-082 Motion to Amend (McClure/Towsley) Amend Title and Section 1 by adding "for 207 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page the ALPAR Program." Motion to Amend Passed Unanimous Main Motion Passed Unanimous Resolution 2019-083,Adopting The Reimbursement Incentive Program Application Required Under Seward City Code Chapter 5.22"Developer Reimbursement And Incentive Program." Motion (McClure/Seese) Approve Resolution 2019-083 Meszaros said Exhibit A was the draft application for the developer reimbursement and incentive program,but this form was amendable.In response to Towsley,Wells said Exhibit A being a laydown should not be an issue for council, because was available as a laydown on the website. In response to Towsley,Wilde said developers were concerned that maps and the location of utilities were not provided to them when they submitted an application, because that process was completed in the assessment district. She said the approval of the assessment district would come before the developer reimbursement and incentive program in the process. In response to Squires, Wilde said in the assessment district process, bonds and loans were acceptable and Community Development would work out the banking aspect with the applicants. She said the assessment would go with the title of the property. She said the reimbursement would go back to the homeowner and if the lots were not sold, then the reimbursement would go back to the developer. In response to Seese, Wells said the developer reimbursement program was when the developer got up to 50%of the money they spent on the development back. The special assessment program was not a subsidy or reimbursement, and the city did not control this program. The City could choose to add a subsidy to any district at any point in the process.This reimbursement program was designed to encourage developers to be a part of a special assessment program. Wells said that the incentive could not be held in the middle of the program. Wells said the city may receive a reimbursement if they choose to help a developer out financially. In response to Lane, Wilde said Phil Zimmermann had petitioned for a special assessment district. Zimmermann had held off on moving forward with building his subdivision until the reimbursement program was approved. She said many developers had the money for subdivisions but wanted the city to help them out with utilities due to the cost of utilities being so high.Wilde said the incentive program was the city's way of getting developers to move forward with a chance of getting a reimbursement back for utilities. She supported approval of this resolution, as long as the city had the funds to offer these reimbursements to developers. In response to Lane,Meszaros said the reimbursement program was for developers and not for individuals buying houses. In response to Lane, Wilde said the developers she had spoke to were holding off on developing their districts until the reimbursement program for special assessment districts had been 208 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page approved.In response to Towsley,Wilde said the developers she had been working with were aware of the laydowns provided at the Council meeting tonight regarding to this resolution. Wells offered council members the option to call her with questions regarding the developer reimbursement program and special assessment district free of charge. Council suspended the rules to speak to Public Works Director Doug Schoessler. Doug Schoessler said the idea of the developer reimbursement program was to extend the utilities into the subdivisions that were being built by developers. Council went back on the rules. Main Motion Passed Unanimous Other New Business Review and discuss subsidies provided by the city to local businesses, agencies, etc. In response to Lane, Towsley said she was concerned there might not be a consistent policy for council granting subsidies. Horn believed that subsidies should be determined case-by-case. In response to Squires, Meszaros said Cooper Landing residents were granted lower camping rates in Seward based on their evacuation due to the Swan Lake wildfire.He said generally speaking,the city tried not to give things away for free but sometimes,circumstances warranted it.City Attorney Holly Wells said the city treated everybody fairly but not necessarily equally,because there were different circumstances involved for each subsidy. Council asked the city manager to provide a list of subsidies given in the past year during the budget process. Review Council Rules Of Procedure, Rule 17 with particular attention paid to the flow of information between Council&City Administration.Clarifying the role of mayor using rule 5 and reviewing protocol for calling special meetings based on rule 8. Motion to Postpone (Lane/McClure) Postpone to the September 23, 2019 meeting. Motion to Postpone Passed Yes: Lane, McClure, Towsley, Seese, Osenga No: Horn, Squires Direct administration to develop with the attorneys a short blurb with regard to the plastic bag ban, written in layman's terms (including city compliance tools) and advertise it in the city 209 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page managers report,on the city website and in the paper to help small businesses understand how to be compliant and what changes are coming. In response to Towsley, Wilde said the poster for the plastic bag ban was advertised by the City Clerk's Office and brochures on the plastic bag ban will be mailed out to all Seward and Moose Pass residents. In response to Towsley,Meszaros said Title 1 of the Seward City Code could be used to enforce the plastic bag ban by charging fees to business owners who continued to use plastic bags after October 1' 2019, if council decided this was necessary. In response to Wilde, Seese said aluminums were recyclables. Discuss council options when administration is taking and acting upon unilateral direction from less than 4 council members. In response to Towsley, Wells said each council member was welcome to talk to the city manager but if there was an issue with the city manager receiving unilateral direction from council members,then council could call an executive session to discuss this.Wells advised that the council member's concerns be shared with the city manager and the mayor. In response to Squires, Towsley said she believed that the city manager met with a couple individuals and took action based on their discussion during the first week of June. She was also concerned that the mayor might have given unilateral direction to the city manager during the break at the August 26,2019 council meeting. She was also concerned that at the last council meeting,the city manager said he had spoken with the mayor about the town hall meeting being scheduled for the airport. In response to Towsley, Squires said he reiterated the importance of having the meeting regarding the Jesse Lee Home before August 30, 2019 with City Manager Scott Meszaros and Sue Lang during the recess at the August 26, 2019 council meeting. Squires said his email response to previous Assistant City Manager Brennan Hickok stated his concerns about the Friends of the Jesse Lee Home's request for an extension, and the mayor told Hickok that he would not call the special meeting regarding the Jesse Lee Home. Wells reminded council that the city clerk should receive emails to council and then,send the emails out to the council as a whole. She advised against the city manager sending emails directly to council as a group. She suggested that council add a memo to all discussion items and make sure that they are actionable items. In response to Seese,Wells said the idea of the Open Meetings Act was that the business of the people had to occur in front of the people. As a matter of law, the city manager could not talk with the council members as a whole through email. Horn said the direction council provided to the city manager was not for the city manager to set a special meeting with the Jesse Lee Home but to have a conversation with them. 210 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page In response to Towsley, Squires said that his discussion with the city manager about the town hall meeting for the airport occurred after a Port& Commerce Advisory Board(PACAB)meeting with two of the PACAB members.He was asked the purpose of the town hall meeting on the airport and he explained that he wanted the community to be involved in the airport discussion and to help council determine the best alternative to reach their goals for the airport. Towsley felt that better communication between the council and city manager through the clerk's office could resolve this. Squires said that he would inform council of all of his meetings that would not violate any confidentiality. Discuss replacement/employment process for department heads and possibility for council to change our process and be involved in the hiring process for more positions. Horn was strongly against council having more hiring and firing capabilities. He said that it was against both code and charter.In response to Towsley,Wells said the charter prohibited council members from being involved in the hiring and firing of employees, but the city code violated the charter when it came to council's hiring and firing capabilities. She said that council had always followed the charter when it did not comply with the code. She said this discrepancy between the code and charter needed to be needed to be addressed and council had the authority to change either the code or the charter. Lane requested a recess, but Squires, Horn, and McClure objected because they wanted to continue the meeting. Meszaros said it was hard to perform as the city manager when council questioned every little thing that he had done.He felt that on-boarding,training,and education would benefit the council,as well as himself. He recommended that council look at their process for putting agenda items on the council agenda. Squires said City Code 2.20.015 stated that the city manager should appoint the electric utility manager, chief of police, finance director, and fire chief with council's approval. He said council just wanted to make sure that he was looking at good recruits. Wells said that Chapter 7 of the Charter stated that council should not nominate or appoint any employees of the city. She believed that the approval process used by council to appoint the utility manager, chief of police, finance director, and fire chief violated the city charter. In response to Wells, Towsley said that council had been told before that Chapter 7 of the Charter prohibited council from having hiring and firing capabilities. She believed that this contributed to the mistrust at city hall between council and the city manager. In response to Lane,Meszaros said Alaska was an at-will state and he had to keep his conversations with employees about their departure from the city confidential. In response to Lane, Meszaros said that Sam Hickok was the Acting Finance Director. Towsley requested council receive more communication with the city manager. She said she would have a conversation with the city attorney about this discussion and bring it back at a future meeting. 211 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page Osenga said he did not feel any mistrust with the city manager. INFORMATIONAL ITEMS AND REPORTS On-going City Project and Goal List Lane was interested in hiring an engineer for the city to help complete the projects on the city's goal list. Clerk's Report on Public Records Requests through September 3, 2019 In response to Towsley,Deputy City Clerk Jessica Stallard said that she did not send out her monthly email reminders to previous Assistant City Manager Brennan Hickok and the Police Lieutenant Nickell reminding them what public records requests were pending at the end of August due to Stallard being on vacation for a couple of weeks. In response to Towsley,Meszaros said his office responded to public records requests within 72 hours of receipt.He said that many of the pending public records requests were due to them being too costly for the requestor, or requiring a large amount of research to be done in order to complete them.He said his office did respond to every requestor to see if they wanted to pay for the request or if they wanted to pull their request.In response to Towsley,Wells said the requestor must be notified within ten days of the request being sent if their request was denied. In response to Squires, Stallard said public records requests stayed in the pending status until they were completed but notes were kept on the status of each public records request. These notes were also included in each month's report from the clerk to council on public records requests. In response to Towsley,Wells said that the city attorney,clerk,and city manager would work on the pending public records requests. COUNCIL COMMENTS McClure said she went to the tsunami talk at the library, and she found the discussion very useful. Towsley thanked everyone who spoke tonight. American Legion was hosting their auction for Toys For Tots on September 14, 2019. She congratulated the American Legion on their 100�' Anniversary. Seese said there were new handicap lines in the parking lot at the post office. Osenga thanked the American Legion for all their efforts, and he said the student exchange program students gave a good presentation. 212 City of Seward,Alaska City Council Minutes September 9, 2019 Volume 40, Page Lane thanked the students for their presentation tonight. She wanted to encourage everyone to be kind to one another. She thought everyone handled the reconsideration well and she was pleased with the turnout. Squires asked the clerk to put an ADA presentation from Nick Woodard on the September 23,2019 agenda.He would be out of state September 23-30,2019.He encouraged all citizens to vote for the municipal election on October 1, 2019. CITIZEN COMMENTS Lynda Paquette said September 11, 2019 was the Meet the Candidates Night. She encouraged everyone to be nicer to one another. Ristine Casagranda said she believed starting the budget discussion at the end of September was too late. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Towsley said there were multiple conversations about starting the budget early this year,but it did not happen. She agreed with Casagranda that the budget discussion should start earlier. In response to Squires,Lane said the budget needed to be approved by the end of December. Wilde said she would make sure that council received the proposed schedule for budgets. Meszaros expressed his condolences to the Atwood family for the loss of their son. ADJOURNMENT The meeting was adjourned at 10:54 p.m. Jessica Stallard David Squires Deputy City Clerk Mayor (City Seal) 213 Agenda Statement Date: September 23, 2019 From: Brenda Ballou, City Clerk Agenda Item: Appointment of Election Board for Regular Municipal Election BACKGROUND & JUSTIFICATION: According to Seward City Code 04.05.015 (a),City election boards are selected and appointed by the Kenai Peninsula Borough Assembly and each member shall be a qualified voter and resident within the precinct for which they are appointed. The members listed below were approved by the Borough Assembly. The qualified city residents that will constitute the election board and who have committed to work on October 1, 2019 are: • Mark Kanstemer, Chair • Patty Linville • Randy Nabb • Vanessa Verhey • Phil Kaluza • Cathy Byars • Kristi Larson RECOMMENDATION: City Council approve the Election Board for the October 1, 2019 regular municipal election. 214 Agenda Statement 16 Date: September 23, 2019 From: Brenda Ballou, City Clerk Agenda Item: Appointment of Canvass Board BACKGROUND & JUSTIFICATION: According to Seward City Code 04.01.115 (a), the City Clerk, subject to the approval of the City Council, shall appoint four or more qualified voters who shall constitute the election canvass board for the October 1,2019 regular election. The canvass board is scheduled to convene the afternoon of October 3, 2019 to count the special need, absentee, and questioned ballots. This canvass board would comprise of the following City of Seward residents: • Quentin Carr • Susie Urbach • Lynn Hohl • Mary Tougas RECOMMENDATION: The Seward City Council approve and appoint the above to the Canvass Board for the October 1, 2019 regular municipal election. 215 CITE' OF SEWARD, ALASKA APPLICATION FAR THE SEWARD HISTORIC PRESERVATION COMMISSION g u4P'RaipNklhpw NAME- n _ ....._w .._._..._.___�-Jk bi &A S I R E Ir�...T... A D D I`t.E S,s.-- —�z0 j ..............._ _... .__,,.___ E P 13 .d4�9 MAILING ADDRESS-,-"- E-MAIL.. ADDRESS -�" HOME TELEPHONE:____ LENGTI--I OF RESIDENCY IN THE SEWARD AREA: IDRESENLY EMPLOYED A;:`:,: Lost any special training, education or background such as grant writing, history„ architecture, or archeology, which may help you as a member of the Commission: ex" c , .. . .z Have you ever been involved in any aspect of historic preservation? If so„ briefly describe your I am specifically interested in serving on the Historic Preservation Commission because: Have you ever served on a sir-nilar commission elsewhere? Yes or No If so„ where"? Arid when? If appointed, are your willing to: > Do historic; research? NCB Work on preparing grant applications? µ NO Work on writing historic register nominations'?' aE- � NO Attend historic preservation workshops'? „ N0 SI/ATUR DA °E 216 ONGOING CITY PROJECTS & GOALS September 23, 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 fNom City Hall to the K.M. Rae Building, as it related to ADA accessibility. February 27, 2018 City Clerk provided history and status. April 23, 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 kitfr^om 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 clerkfurnished the DOE with results and is awaiting a response. January 14, 2019 Clerk received email fNorn Acting Director at DOE apologizing for the delay in the analysis; the new Director would start January 2, 2019, and response should come soon thereafter. January 25, 2019 Teleconference call with DOE, Brennan Hickok, Doug Schoessler, and city clerk to review results of analysis; results indicate that the voting location could potentially be moved back to city hall if the back parking lot were modified to allow for one or two van accessible spaces with a flat approach to the back door, and if the back door were widened by a minimum of'two inches. 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 lift 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&MEngineering 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 September 9, 2019 R&M was issued a notice to proceed to complete design and engineering for West side ADA parking sots and ramp. September 23, 2019 Public Works to draft RFP. 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. 1 217 ONGOING CITY PROJECTS & GOALS September 23, 2019 City Council Meeting 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. September 23, 2019 Community Development met with R&M last week to update conceptual designs. 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. Novernber 26, 2018 Administration will be putting out a Request for Proposal for on-call engineering services which will provide engineering, surveying and platting services for various City projects including the Air Force Recreation land. 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,fbr this e fort. June 24, 2019 R&M is conducting the Environmental Review for the property to determine the level of contamination in order to properly plan for development. September 9, 2019 R&M has provided the city with the final environmental hazard report. September 23, 2019 Phase 1 concept design in progress. 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 for additional funding sources, if necessary. October 8, 2018 Administration has received an estimated project cost of S965,000. 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 fr•orn 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 for 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. Novernber 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 YourCleanEnergy LLC has provided a design and engineering proposal for sole source contract consideration on the regular meeting agenda. 2 218 ONGOING CITY PROJECTS & GOALS September 23, 2019 City Council Meeting 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, City 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. September 23, 2019 Presentation on PACAB on Wednesday 9118119. Engineering estimates will be obtained. 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 for 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. September 23, 2019 No updates at this time. 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. April 8, 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 is at 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-u ands. 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 finding 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 contractfor 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 for approval. August 26, 2019 The contract with Lumen Design was approved and has been initiated. September 23, 2019 City manager met with SOS Pets and architect at beginning of the month designs being finalized. 3 219 ONGOING CITY PROJECTS & GOALS September 23, 2019 City Council Meeting 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 KJBH-FM91.7 as the city's official radio station for emergencies and authorized the City Manager to work with borough to include radio station information in tsunami warning broadcasts. September 23, 2019 City manager scheduling a conversation with Kenn Carpenter to discuss. 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 ofplatting options that will include lots suitable for family entertainment-type 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. Mav 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. September 9, 2019 The developer incentivization ordinance was passed and approved by City Council on August 26, 2019. 4 220 ONGOING CITY PROJECTS & GOALS September 23, 2019 City Council Meeting 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. 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 Communitv 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. September 10, 2019 Alaska flag replaced on City Hall pole. 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 ternplate 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. 5 221 ONGOING CITY PROJECTS & GOALS September 23, 2019 City Council Meeting 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 funds for the program for Council to consider in the development of the ordinance for tonight's meeting. September 9, 2019 The developer incentivization ordinance was passed and approved by City Council on August 26, 2019. September 23, 2019 Sioney Creek electrical expansion. 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 rnid-cycle budget ainendinent 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 J. There are funds enough left over to pursue Phase II(new video camera) once these items are installed. June 10, 2019 Update from 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. 6 222 ONGOING CITY PROJECTS & GOALS September 23, 2019 City Council Meeting 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 rnaintenance 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 May 15, 2019. June 10, 2019 City Clerk and MIS Director have had two teleconference calls with project manager at Granicus. Colors, wire fName, 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 staff will be conducted in the computer room at AVTEC's First Lake facility on August 16, 2019. September 16, 2019 Granicus reported that 22.5pages had been migrated into the new website. Also,fivephotos are being purchased from Kalani WoodlockPhotography for$1,800 for a 10-year use exclusively on the website. 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. September 23, 2019 City manager including as part ofADA project. LOWELL POINT ROAD STORM DAMAGE REPAIR The Request for Proposals for the engineering will be out as soon as the City receives the work sheets back fYom the Department of Homeland Security. As soon as the design is complete, the contractor will then put out a bid packet and select a contractor. Construction is estimated to begin in the spring of 2019. 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 pernitting and design stages of this project. The bid package for construction is being developed and is scheduled to be released end ofJunelearly July. As soon as a contractor is awarded the contract, a second public meeting will be scheduled. August 12, 2019 The bid package for construction repairs is complete and published. September 9, 2019 . Removed from 7 223 ONGOING CITY PROJECTS & GOALS September 23, 2019 City Council Meeting agenda. September 23, 2019 Contract with Hamilton Construction is on tonight's agenda for approval Resolution 2019- 080. 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 from 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 finalizing 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 meter. The project is estimated to be complete September 15`h August 26, 2019 The demand meter policy has been finalized and is included in the packet this evening. Finance is working with the software company to develop methods for exporting pertinent data in order to determine demand meter locations movingforward 8 224 ONGOING CITY PROJECTS & GOALS September 23, 2019 City 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 or conducting a third-party investigation oj'cily 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 rneeting, 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 from council and the public and work with city auditors, BDO, to provide answers, in preparation for the April 1, 2019 work session. March 18, 2019 Citv 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 clerkforwarded the questions received from the public to the committee; three citizens submitted questions. March 26, 2019 At the council rneeting, 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 ofJune, 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 of June, 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. ,September 23, 2019 At the September 9, 2019 work session, council reviewed the ordinance with the city attorney, and decided to have the Policy Work Group draft new andlor revise existing policies as they relate to this ordinance. Once the Policy Work Group completes their work the policies will come back to council in the forru of one or more resolutions, and this ordinance will come back at the same time or introduction. 9 225 ONGOING CITY PROJECTS & GOALS September 23, 2019 City 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. 1 226 Monthly Budget-to-Actual Revenue Report--By Fund Run:9/17/2019 at 3:03 PM Cit of Seward Page: 1 eneral Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 4000 Tax Revenue-Sales 239,637 1,401,042 3,245,833 (1,844,791) 5,350,000 (3,948,958) 26.19 4010 Tax Revenue-Real Property 113,668 144,611 615,833 (471,222) 1,020,000 (875,389) 14.18 4011 Tax Revenue-Personal Property 23,120 51,921 206,667 (154,746) 340,000 (288,079) 15.27 4012 Tax Revenue-Motor vehicle 0 8,871 14,583 (5,712) 25,000 (16,129) 35.48 4020 Hotel/Motel Room Tax 157,770 187,731 306,667 (118,936) 515,000 (327,269) 36.45 4030 Payments in Lieu of Tax 40,170 45,829 52,500 (6,671) 90,000 (44,171) 50.92 4031 Contra Payments in Lieu of Tax 0 (43,440) (29,440) (14,000) (43,440) 0 100.00 4040 Penalties and Interest on Taxes 56 2,821 875 1,946 1,500 1,321 188.05 4100 Building Permits 38,165 69,792 19,167 50,625 40,000 29,792 174.48 4101 Permits-Taxi 30 928 700 228 1,200 (272) 77.31 4102 DMV-Drivers License 2,408 16,235 7,250 8,985 16,000 235 101.47 4103 DMV-Motor Vehicles 7,765 45,667 35,333 10,334 57,000 (11,334) 80.12 4104 Animal Control Licenses 10 180 146 34 250 (70) 72.00 4105 Business License 420 12,060 13,500 (1,440) 21,000 (8,940) 57.43 4106 License and Permits-Misc 114 3,257 1,167 2,090 2,000 1,257 162.86 4107 Inspection Fees 238 3,412 0 3,412 0 3,412 0.00 4202 Jail Contract 0 184,476 204,167 (19,691) 350,000 (165,524) 52.71 4203 Dispatch Contract w/State of AK 0 18,000 21,000 (3,000) 36,000 (18,000) 50.00 4204 KPB 911 Dispatch 0 26,400 30,660 (4,260) 52,560 (26,160) 50.23 4205 Alaska Liquor Tax 0 18,850 11,083 7,767 19,000 (150) 99.21 4206 Alaska Raw Fish Tax 0 0 293,333 (293,333) 410,000 (410,000) 0.00 4207 Fisheries Resource Landing Tax 0 2,006 2,333 (327) 4,000 (1,994) 50.15 4251 Grant Revenue-Federal Grants 0 3,918 2,668 1,250 2,668 1,250 146.86 4253 Grant Revenue-Misc Grants 0 5,979 1,958 4,021 1,958 4,021 305.34 4300 Admin.Exp.-Jail 7,730 54,111 54,111 0 92,761 (38,650) 58.33 4301 Admin Exp.-Harbor 30,453 213,170 213,170 0 365,435 (152,265) 58.33 4302 Admin.Exp.-SMIC 8,128 56,898 56,898 0 97,540 (40,642) 58.33 4303 Admin.Exp.-Parking Fund 950 6,650 6,650 0 11,400 (4,750) 58.33 4304 Admin.Exp.-Electric 79,442 556,095 556,095 0 953,306 (397,211) 58.33 4305 Admin.Exp.-Water 21,916 153,411 153,411 0 262,991 (109,580) 58.33 4306 Admin.Exp.-Sewer 13,384 93,687 93,687 0 160,606 (66,919) 58.33 4307 Copying Fees 474 3,582 2,917 665 5,000 (1,418) 71.63 4308 Sales Tax Credit 1,000 2,000 2,333 (333) 4,000 (2,000) 50.00 4309 Zoning Fees (266) 2,492 117 2,375 200 2,292 1,246.01 4311 Zoning Fees 0 234 0 234 0 234 0.00 4320 Misc Dog Fees 45 505 700 (195) 1,200 (695) 42.08 4322 Miscellaneous Dispatching 833 5,833 5,833 0 10,000 (4,167) 58.33 4323 Miscellaneous Police Fees 150 2,736 1,167 1,569 2,000 736 136.78 4331 Shop Work Orders 0 297 1,458 (1,161) 2,500 (2,203) 11.89 4340 P&R:Public Use Fees 14 2,845 1,458 1,387 2,500 345 113.78 4341 P&R:Punchard Fees 47 1,756 3,000 (1,244) 8,000 (6,244) 21.95 4342 P&R:Class Registrations 1,670 43,762 26,250 17,512 45,000 (1,238) 97.25 4343 P&R:Facility Rental 1,065 6,231 1,459 4,772 2,500 3,731 249.25 4344 P&R:Tournaments 60 205 992 (787) 1,700 (1,495) 12.05 4345 P&R:Special Events 1,509 18,503 11,083 7,420 19,000 (497) 97.38 4347 P&R:Shower Fees 7,451 14,510 11,750 2,760 18,000 (3,490) 80.61 4348 P&R:Rock Wall Fees 175 242 292 (50) 500 (258) 48.41 4349 P&R:Pavilion Fees 2,752 7,809 2,333 5,476 4,000 3,809 195.23 Monthly Budget-to-Actual Revenue Report--By Fund Run:9/17/2019 at 3:03 PM Cit of Seward Page: 2 eneral Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget 4350 P&R:Camping Fees 159,056 370,948 296,667 74,281 480,000 (109,052) 77.28 4351 P&R:Camping w/Utilities 98,037 244,873 186,333 58,540 328,000 (83,127) 74.66 4352 P&R:RV Dump Station 5,285 11,051 8,167 2,884 14,000 (2,949) 78.94 4353 P&R:Misc Revenue 9 999 292 707 500 499 199.79 4354 P&R:Work Orders 0 0 (2,500) 2,500 0 0 0.00 4356 P&R:Cemetery Plot Fees 250 500 0 500 0 500 0.00 4370 Library Service Revenue 1,283 7,361 5,542 1,819 9,500 (2,139) 77.48 4371 Library Circulation Revenue 388 1,872 2,333 (461) 4,000 (2,128) 46.79 4373 Museum Admissions 3,336 6,262 10,500 (4,238) 18,000 (11,738) 34.79 4380 Land Rents&Leases 3,275 23,550 18,675 4,875 34,800 (11,250) 67.67 4382 Jail Facility Rental 2,500 17,500 17,500 0 30,000 (12,500) 58.33 4383 Municipal Building Rent 0 42,611 43,333 (722) 60,000 (17,389) 71.02 4400 Fines and Bails 1,088 4,613 9,917 (5,304) 17,000 (12,387) 27.14 4500 GF Interest on Investments 37,328 294,890 57,500 237,390 70,000 224,890 421.27 4501 GF Penalties&Interest 100 1,064 583 481 1,000 64 106.45 4620 Franchise Fee-Refuse 6,229 15,861 10,208 5,653 17,500 (1,639) 90.64 4630 City Clerk Fees 0 60 175 (115) 300 (240) 20.00 4639 Misc Service Fees 26 2,611 0 2,611 0 2,611 0.00 5899 Miscellaneous Revenue 0 525 0 525 0 525 0.00 Total Revenues $ 1,120,743 $ 4,505,261 $ 6,930,372 $ (2,425,111) $ 11,466,435 $ (6,961,175) $ 39.29 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 1 General Fund g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 310,160 2,057,702 2,591,348 533,646 4,291,371 2,233,669 47.95 6001 Overtime 33,264 140,396 11,667 (128,729) 20,000 (120,396) 701.98 6002 Standby Time 0 4,457 0 (4,457) 0 (4,457) 0.00 6009 Personnel Vacancy Factor 0 0 (87,500) (87,500) (150,000) (150,000) 0.00 6100 Medicare 10,319 57,125 49,153 (7,972) 83,189 26,064 68.67 6101 Unemployment Insurance 0 1,723 2,392 669 4,100 2,377 42.01 6102 Workers'Compensation 16,785 120,974 136,726 15,752 227,463 106,489 53.18 6200 Leave Time 22,883 181,430 251,130 69,700 423,372 241,942 42.85 6201 Retirement Benefits 63,606 437,802 575,371 137,569 968,049 530,247 45.23 6202 Health Insurance 154,640 1,019,768 1,372,644 352,876 2,171,280 1,151,512 46.97 6203 In Lieu of FICA 0 0 1,152 1,152 1,975 1,975 0.00 6209 PERS DC Forfeitures 0 f24,737) 20,000) f5,263) f30A00) (5.263) 82.46 Total Personnel Costs: $ 611,657 $ 3,996,640 $ 4,874,083 $ 877,443 $ 8,010,799 $ 4,014,159 $ 49.89 Non-Personnel Costs: 7000 Audit 0 86,061 67,967 (18,094) 114,634 28,573 75.07 7001 Communications 8,643 63,948 69,918 5,970 119,859 55,911 53.35 7002 Postage and Freight 2,614 21,847 24,504 2,657 42,008 20,161 52.01 7003 Banking&Credit Card Fees 1,537 8,907 34,791 25,884 48,500 39,593 18.36 7004Insurance 2,274 127,662 140,872 13,210 241,494 113,832 52.86 7006 Legal 22,731 108,057 46,667 (61,390) 80,000 (28,057) 135.07 7009 Contracted Services 22,608 177,612 275,752 98,140 406,399 228,787 43.70 7010 Engineering 0 0 26,750 26,750 28,000 28,000 0.00 7011 Testing 226 1,591 3,793 2,202 6,500 4,909 24.47 7012 Other Special Services 25,281 26,832 18,842 (7,990) 32,300 5,468 83.07 7013 State Lobbying Fees 8,042 50,294 50,750 456 87,000 36,705 57.81 7014 Federal Lobbying Fees 7,667 53,669 55,417 1,748 95,000 41,331 56.49 7015 Utilities 56,416 296,988 340,660 43,672 583,989 287,001 50.86 7016 Heating Fuel 962 31,926 40,039 8,113 68,639 36,713 46.51 7017 Rents&Leases 5,737 60,987 63,531 2,544 110,400 49,413 55.24 7201 Library Books 1,301 3,894 5,833 1,939 10,000 6,106 38.94 7202 Library Periodicals 2,727 2,747 1,750 (997) 3,000 253 91.58 7203 Library Standing Orders 295 1,468 2,333 865 4,000 2,532 36.69 7204 Library Nan-Print 9 2,937 2,333 (604) 4,000 1,063 73.43 7205 Library Electronic Materials 0 0 2,625 2,625 4,500 4,500 0.00 7208 Museum Collection Supplies 0 480 700 220 1,200 720 40.00 7210 Vehicle Supplies 594 2,176 3,884 1,708 6,658 4,482 32.69 7211 Gas&Lube 4,925 38,274 57,728 19,454 98,959 60,685 38.68 7212 Uniform Allowance 156 8,088 8,064 (24) 13,823 5,735 58.51 7213 Safety Equipment 70 2,476 7,584 5,108 13,000 10,524 19.05 7214 Janitorial Supplies 1,886 4,698 9,893 5,195 16,958 12,260 27.70 7215 Operating Supplies 28,480 211,471 188,532 (22,939) 323,197 111,726 65.43 7216 Maintenance&Repair 10,566 86,417 123,787 37,370 212,202 125,785 40.72 7217 Small Tools&Equipment 965 33,496 51,131 17,634 85,744 52,247 39.07 7218 Inmate Meals 0 4,273 5,833 1,560 10,000 5,727 42.73 7300 Advertising 1,540 13,845 24,944 11,099 42,762 28,917 32.38 7301 Subscriptions&Dues 3,075 22,256 23,355 1,099 40,036 17,780 55.59 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 2 General Fund 9 For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget 7302 Travel&Subsistence 2,251 82,056 71,412 (10,644) 122,420 40,364 67.03 7303 Education&Training 5,411 16,606 54,680 38,074 75,951 59,345 21.86 7304 Equipment Rent 0 148 24,126 23,978 39,870 39,722 0.37 7307 GF Administrative Fee 7,730 54,111 54,111 0 92,761 38,650 58.33 7800 Sister City Program 252 2,769 2,625 (144) 4,500 1,731 61.53 7801 Contributions to Chamber 0 260,454 155,069 (105,385) 260,454 0 100.00 7802 Contributions to Senior Citizens 0 75,000 51,650 (23,350) 82,900 7,900 90.47 7803 Contributions to B&G Club 0 25,000 14,583 (10,417) 25,000 0 100.00 7804 Elections 410 3,077 5,333 2,256 7,000 3,923 43.96 7805 Promotion 0 8,429 6,417 (2,012) 11,000 2,571 76.63 7806 Volunteer Fireman Stipend 3,167 30,167 22,167 (8,000) 38,000 7,833 79.39 7807 Contingency 5,000 5,129 4,084 (1,045) 7,000 1,871 73.27 7810 Miscellaneous Expense 303 6,101 13,067 6,966 22,400 16,299 27.24 8012 Debt Service Interest Expense 0 123,303 142,395 19,092 244,106 120,803 50.51 8102 Buildings 0 4,140 0 (4,140) 0 (4,140) 0.00 8103 Capital Equipment 0 18,972 13,209 (5,763) 15,500 (3,472) 122.40 8300 Debt Service Principal 0 100,000 187,124 87,124 320,784 220,784 31.17 Total Non-Personnel Costs: $ 245,851 $ 2,370,839 $ 2,602,614 $ 231,775 $ 4,324,407 $ 1,953,568 $ 54.82 Total Expenditures $ 857,508 $ 6,367,479 $ 7,476,697 $ 1,109,218 $ 12,335,206 $ 5,967,727 $ 51.62 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 2 General Fund Mayor and Council g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 0.00 9,000.00 10,949 1,949 18,449 9,449 48.78 6100 Medicare 0.00 688.50 803 115 1,377 689 50.00 6102 Workers'Compensation 0.00 0.00 111 111 191 191 0.00 Total Personnel Costs: $ 0.00 $ 9,688.50 $ 11,863 $ 2,175 $ 20,017 $ 10,329 $ 48.40 Non-Personnel Costs: 7000 Audit 0.00 86,060.66 67,967 (18,094) 114,634 28,573 75.07 7001 Communications 359.80 2,484.97 3,208 723 5,500 3,015 45.18 7002 Postage and Freight 38.85 716.03 1,108 392 1,900 1,184 37.69 7003 Bank and Credit Card Fees 0.00 0.55 0 (1) 0 (1) 0.00 7004Insurance 0.00 202.15 525 323 900 698 22.46 7009 Contracted Services 16.00 16.00 0 (16) 0 (16) 0.00 7013 State Lobbying Fees 8,042.00 50,294.00 50,750 456 87,000 36,706 57.81 7014 Federal Lobbying Fees 7,667.00 53,669.00 55,417 1,748 95,000 41,331 56.49 7215 Operating Supplies 335.44 3,825.46 4,375 550 7,500 3,675 51.01 7217 Small Tools&Equipment 0.00 457.49 875 418 1,500 1,043 30.50 7300 Advertising 1,072.50 6,649.50 11,667 5,018 20,000 13,351 33.25 7301 Subscriptions&Dues 0.00 3,429.87 2,100 (1,330) 3,600 170 95.27 7302 Travel&Subsistence 0.00 12,954.92 10,500 (2,455) 18,000 5,045 71.97 7303 Education&Training 0.00 250.00 875 625 1,500 1,250 16.67 7800 Sister City Program 252.41 2,768.65 2,625 (144) 4,500 1,731 61.53 7805 Promotion 0.00 1,918.67 3,500 1,581 6,000 4,081 31.98 7807 Contingency 2,500.00 2,629.00 1,167 (1,462) 2,000 (629) 131.45 7810 Miscellaneous Expense 0.00 1.29 0 (1) 0 (1) 0.00 8103 Capital Equipment 0.00 5,486.83 10,000 4,513 10,000 4,513 54.87 Total Non-Personnel Costs: $ 20,284.00 $ 233,815.04 $ 226,659 $ (7,156) $ 379,534 $ 145,719 $ 61.61 Total Expenditures $ 20,284.00 $ 243,503.54 $ 238,522 $ (4,981) $ 399,551 $ 156,048 $ 60.94 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 3 General Fund Legislative Boards&Commissions For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 554.88 4,970.42 11,425 6,455 19,258 14,288 25.81 6100 Medicare 7.68 69.98 161 91 275 205 25.45 6102 Workers'Compensation 4.37 50.84 113 62 192 141 26.48 6201 Retirement Benefits 122.08 500.78 987 486 1,665 1,164 30.08 6202 Health Insurance 275.08 2,513.4D 7,703 5,190 12,606 10,093 19.94 Total Personnel Costs: $ 964.09 $ 8,105.42 $ 20,389 $ 12,284 $ 33,996 $ 25,891 $ 23.84 Non-Personnel Costs: 7002 Postage and Freight 0.00 0.00 58 58 100 100 0.00 7004Insurance 0.00 136.02 350 214 600 464 22.67 7215 Operating Supplies (133.25) 203.77 583 379 1,000 796 20.38 7301 Subscriptions&Dues 0.00 90.00 117 27 200 110 45.00 7302 Travel&Subsistence 0.00 0.00 1,458 1,458 2,500 2,500 0.00 7303 Education&Training 0.00 0.00 292 292 500 500 0.00 Total Non-Personnel Costs: $ (133.25)$ 429.79 $ 2,858 $ 2,428 $ 4,900 $ 4,470 $ 8.77 Total Expenditures $ 830.84 $ 8,535.21 $ 23,247 $ 14,712 $ 38,896 $ 30,361 $ 21.94 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 4 General Fund Legal g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7006 Legal 19,009.93 104,335.92 46,667 (57,669) 80,000 (24,336) 130.42 7302 Travel&Subsistence 857.00 2,829.64 0 (2,830) 0 (2,830) 0.00 Total Non-Personnel Costs: $ 19,866.93 $ 107,155.56 $ 46,667 $ (60.499) $ 80,000 $ (27.166) $ 133.96 Total Expenditures $ 19,866.93 $ 107,165.56 $ 46,667 $ (60,499) $ 80,000 $ (27,166) $ 133.96 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 5 General Fund City Clerk g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 10,637.28 77,119.95 100,972 23,852 166,711 89,591 46.26 6001 Overtime 0.00 152.40 0 (152) 0 (152) 0.00 6100 Medicare 161.90 1,203.74 1,402 198 2,404 1,200 50.07 6101 Unemployment Insurance 0.00 1,500.00 0 (1,500) 0 (1,500) 0.00 6102 Workers'Compensation 94.11 845.46 975 130 1,672 827 50.57 6200 Leave Time 1,251.95 8,367.26 9,384 1,017 16,087 7,720 52.01 6201 Retirement Benefits 2,625.92 8,265.49 8,632 367 14,545 6,280 56.83 6202 Health Insurance 8,251.49 55,335.33 60,134 4,799 96,906 41,571 57.10 Total Personnel Costs: $ 23,022.65 $ 152,789.63 $ 181,499 $ 28,711 $ 298,325 $ 145,537 $ 51.22 Non-Personnel Costs: 7003 Bank and Credit Card Fees 0.00 2.24 0 (2) 0 (2) 0.00 7004Insurance 0.00 1,937.03 1,750 (187) 3,000 1,063 64.57 7009 Contracted Services 0.00 7,031.48 27,875 20,844 33,500 26,469 20.99 7215 Operating Supplies 0.00 (131.86) 0 132 0 132 0.00 7301 Subscriptions&Dues 0.00 460.00 408 (52) 700 240 65.71 7302 Travel&Subsistence 0.00 4,218.49 2,917 (1,301) 5,000 782 84.37 7303 Education&Training 0.00 625.00 1,458 833 2,500 1,875 25.00 7304 Equipment Rent 0.00 0.00 1,167 1,167 2,000 2,000 0.00 7804 Elections 409.50 3,077.37 5,333 2,256 7,000 3,923 43.96 Total Non-Personnel Costs: $ 409.50 $ 17,219.75 $ 40,908 $ 23,690 $ 53,700 $ 36,482 $ 32.07 Total Expenditures $ 23,432.15 $ 170,009.38 $ 222,407 $ 52,401 $ 352,025 $ 182,019 $ 48.29 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 6 General Fund City Manager g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 23,884.04 144,249.17 171,524 27,274 252,546 108,296 57.12 6100 Medicare 366.00 3,753.02 2,533 (1,220) 3,795 42 98.89 6102 Workers'Compensation 191.80 1,499.66 1,755 255 2,627 1,127 57.09 6200 Leave Time 881.69 9,806.17 22,568 12,762 35,091 25,285 27.94 6201 Retirement Benefits 5,196.59 14,258.69 15,394 1,136 22,839 8,581 62.43 6202 Health Insurance 9,627.06 55,500.25 75,470 19,970 102,436 46,936 54.18 Total Personnel Costs: $ 40,147.18 $ 229,056.96 $ 289,244 $ 60,177 $ 419,334 $ 190,267 $ 54.63 Non-Personnel Costs: 7001 Communications 379.86 3,654.20 2,975 (679) 5,100 1,446 71.65 7002 Postage and Freight 1,499.66 3,357.90 146 (3,212) 250 (3,108) 1,343.16 7004Insurance 0.00 2,250.75 2,975 724 5,100 2,849 44.13 7006Legal 3,721.16 3,721.16 0 (3,721) 0 (3,721) 0.00 7009 Contracted Services 0.00 19,997.81 25,917 5,919 28,000 8,002 71.42 7210 Vehicle Supplies 0.00 15.99 0 (16) 0 (16) 0.00 7211 Gas&Lube 54.43 1,043.23 1,663 620 2,850 1,807 36.60 7215 Operating Supplies 368.96 10,433.63 3,792 (6,642) 6,500 (3,934) 160.52 7216 Maintenance&Repair 0.00 45.17 146 101 250 205 18.07 7217 Small Tools&Equipment 0.00 1,719.99 292 (1,428) 500 (1,220) 344.00 7300 Advertising 0.00 712.00 1,750 1,038 3,000 2,288 23.73 7301 Subscriptions&Dues 157.99 3,912.65 2,917 (996) 5,000 1,087 78.25 7302 Travel&Subsistence 457.95 29,322.18 10,500 (18,822) 18,000 (11,322) 162.90 7303 Education&Training 3,017.50 5,548.66 2,917 (2,632) 5,000 (549) 110.97 7805 Promotion 0.00 6,510.17 2,917 (3,593) 5,000 (1,510) 130.20 7807 Contingency 2,500.00 2,500.00 2,917 417 5,000 2,500 50.00 7810 Miscellaneous Expense 0.00 108.89 0 (109) 0 o09) 0.00 Total Non-Personnel Costs: $ 12,157.51 $ 94,854.38 $ 61,824 $ (33,031) $ 89,550 $ (5.305) $ 105.92 Total Expenditures $ 52,304.69 $ 323,921.34 $ 351,068 $ 27,146 $ 508,884 $ 184,962 $ 63.65 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 7 General Fund MIS g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 12,560.64 86,797.18 116,864 30,067 196,919 110,122 44.08 6001 Overtime 0.00 97.72 0 (98) 0 (98) 0.00 6100 Medicare 189.83 1,255.92 1,721 465 2,950 1,694 42.57 6102 Workers'Compensation 104.24 895.68 1,188 292 2,037 1,141 43.97 6200 Leave Time 1,125.33 9,781.35 13,179 3,398 22,592 12,811 43.30 6201 Retirement Benefits 2,912.10 8,982.65 10,589 1,606 17,843 8,860 50.34 6202 Health Insurance 5,501.12 34,948.76 40,772 5,823 65,287 30,338 53.53 Total Personnel Costs: $ 22,393.26 $ 142,759.26 $ 184,313 $ 41,553 $ 307,628 $ 164,868 $ 46.41 Non-Personnel Costs: 7001 Communications 225.87 1,760.02 3,208 1,448 5,500 3,740 32.00 7002 Postage and Freight 0.00 0.00 292 292 500 500 0.00 7003 Bank and Credit Card Fees 0.55 7.03 0 (7) 0 (7) 0.00 7004Insurance 0.00 2,048.49 1,867 (181) 3,200 1,152 64.02 7009 Contracted Services 55.00 154.35 2,917 2,763 5,000 4,846 3.09 7215 Operating Supplies 1,711.69 13,657.01 18,667 5,010 32,000 18,343 42.68 7216 Maintenance&Repair 0.00 1,142.46 2,917 1,775 5,000 3,858 22.85 7217 Small Tools&Equipment 0.00 1,827.79 2,917 1,089 5,000 3,172 36.56 7301 Subscriptions&Dues 200.00 3,763.52 1,458 (2,306) 2,500 (1,264) 150.54 7302 Travel&Subsistence 897.48 897.48 1,458 561 2,500 1,603 35.90 7303 Education&Training 499.00 2,335.50 1,458 (878) 2,500 165 93.42 7810 Miscellaneous Expense 0.00 0.00 583 583 1,000 1,000 0.00 8103 Capital Equipment 0.00 5,408.32 0 (5,408) 0 (5,408) 0.00 Total Non-Personnel Costs: $ 3,589.59 $ 33,001.97 $ 37,742 $ 4,741 $ 64,700 $ 31,700 $ 51.01 Total Expenditures $ 25,982.85 $ 175,761.23 $ 222,055 $ 46,294 $ 372,328 $ 196,568 $ 47.21 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 8 General Fund Community Development g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 11,467.96 77,401.77 82,211 4,810 142,575 65,174 54.29 6100 Medicare 163.90 1,097.27 1,272 175 2,180 1,083 50.33 6102 Workers'Compensation 92.25 785.67 881 95 1,511 725 52.00 6200 Leave Time 908.33 5,514.55 5,825 310 9,985 4,470 55.23 6201 Retirement Benefits 2,570.55 7,966.08 7,827 (139) 13,189 5,223 60.40 6202 Health Insurance 6,601.60 45,138.20 48,901 3,763 78,319 33,181 57.63 Total Personnel Costs: $ 21,804.59 $ 137,903.54 $ 146,917 $ 9,014 $ 247,759 $ 109,856 $ 55.66 Non-Personnel Costs: 7001 Communications 210.15 1,514.59 1,838 323 3,150 1,635 48.08 7002 Postage and Freight 42.80 203.83 292 88 500 296 40.77 7004Insurance 0.00 1,637.08 1,925 288 3,300 1,663 49.61 7009 Contracted Services 0.00 144.00 14,583 14,439 25,000 24,856 0.58 7011 Testing 0.00 20.00 0 (20) 0 (20) 0.00 7211 Gas&Lube 134.44 172.20 0 (172) 0 (172) 0.00 7215 Operating Supplies 690.98 4,152.72 1,458 (2,695) 2,500 (1,653) 166.11 7216 Maintenance&Repair 0.00 0.00 875 875 1,500 1,500 0.00 7217 Small Tools&Equipment 0.00 0.00 1,458 1,458 2,500 2,500 0.00 7301 Subscriptions&Dues 0.00 174.69 0 (175) 0 (175) 0.00 7302 Travel&Subsistence 0.00 6,355.13 7,458 1,103 8,500 2,145 74.77 7303 Education&Training 0.00 (473.13) 1,458 1,931 2,500 2,973 (18.93) 7810 Miscellaneous Expense 0.00 87.04 292 205 500 413 17.41 Total Non-Personnel Costs: $ 1,078.37 $ 13,988.15 $ 31,637 $ 17,648 $ 49,950 $ 35,961 $ 28.00 Total Expenditures $ 22,882.96 $ 151,891.69 $ 178,554 $ 26,662 $ 297,709 $ 145,817 $ 51.02 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 9 General Fund Finance g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 46,909.64 308,744.58 328,018 19,273 557,608 248,863 55.37 6001 Overtime 96.57 564.14 0 (564) 0 (564) 0.00 6100 Medicare 1,389.01 7,393.21 4,810 (2,583) 8,327 934 88.79 6102 Workers'Compensation 351.35 3,062.23 3,400 338 5,883 2,821 52.05 6200 Leave Time 2,487.26 28,627.54 34,664 6,036 60,573 31,945 47.26 6201 Retirement Benefits 8,485.77 26,060.44 29,619 3,558 50,376 24,315 51.73 6202 Health Insurance 19,647.83 130,858.33 159,195 28,327 257,255 126,387 50.87 Total Personnel Costs: $ 79,367.43 $ 505,320.47 $ 559,706 $ 54,385 $ 940,022 $ 434,701 $ 53.76 Non-Personnel Costs: 7001 Communications 718.20 5,461.20 6,417 956 11,000 5,539 49.65 7002 Postage and Freight 92.45 1,561.80 1,458 (104) 2,500 938 62.47 7003 Bank and Credit Card Fees 0.00 85.20 0 (85) 0 (85) 0.00 7004Insurance 0.00 5,840.28 5,192 (648) 8,900 3,060 65.62 7009 Contracted Services 0.00 227.78 5,250 5,022 9,000 8,772 2.53 7011 Testing 0.00 0.00 117 117 200 200 0.00 7211 Gas&Lube 50.38 169.41 0 (169) 0 (169) 0.00 7215 Operating Supplies 1,606.43 8,773.79 16,333 7,559 28,000 19,226 31.33 7216 Maintenance&Repair 0.00 16,884.75 17,500 615 30,000 13,115 56.28 7217 Small Tools&Equipment 0.00 0.00 2,333 2,333 4,000 4,000 0.00 7300 Advertising 0.00 0.00 817 817 1,400 1,400 0.00 7301 Subscriptions&Dues 0.00 669.00 1,458 789 2,500 1,831 26.76 7302 Travel&Subsistence (431.01) 2,472.08 9,333 6,861 16,000 13,528 15.45 7303 Education&Training 795.00 1,884.50 2,917 1,033 5,000 3,116 37.69 7810 Miscellaneous Expense 0.00 0.00 583 583 1,000 1,000 0.00 8103 Capital Equipment 0.00 0.00 2,042 2,042 3,500 3,500 0.00 Total Non-Personnel Costs: $ 2,831.45 $ 44,029.79 $ 71,750 $ 27,721 $ 123,000 $ 78,971 $ 35.80 Total Expenditures $ 82,198.88 $ 549,350.26 $ 631,456 $ 82,106 $ 1,063,022 $ 513,672 $ 51.68 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 10 General Fund General Services For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6009 Personnel Vacancy Factor 0.00 0.00 (87,500) (87,500) (150,000) (150,000) 0.00 6209 PERS DC Forfeitures 0.00 0.00 (30,000) (30,000) (30,000) (30,000) 0.00 Total Personnel Costs: $ 0.00 $ 0.00 $ (117,500) $ (117,500) $ (180,000) $ (180,000) $ 0.00 Non-Personnel Costs: 7001 Communications 180.02 957.58 1,458 500 2,500 1,542 38.30 7002 Postage and Freight (534.46) 3,958.00 2,917 (1,041) 5,000 1,042 79.16 7003 Bank and Credit Card Fees 477.48 2,286.67 19,100 16,813 21,600 19,313 10.59 7004 Insurance 0.00 10,227.57 1,283 (8,945) 2,200 (8,028) 464.89 7009 Contracted Services (5,978.24) 10,804.00 35,767 24,963 37,850 27,046 28.54 7010 Engineering 0.00 0.00 25,000 25,000 25,000 25,000 0.00 7016 Heating Fuel 0.00 (37.76) 0 38 0 38 0.00 7215 Operating Supplies (1,023.59) 2,556.63 3,500 943 6,000 3,443 42.61 7216 Maintenance&Repair 45.00 135.00 2,917 2,782 5,000 4,865 2.70 7300 Advertising 0.00 117.00 0 (117) 0 (117) 0.00 7301 Subscriptions&Dues 0.00 0.00 2,042 2,042 3,500 3,500 0.00 7810 Miscellaneous Expense 0.00 621.26 5,833 5,212 10,000 9,379 6.21 Total Non-Personnel Costs $ (6,833.79)$ 31,625.95 $ 99,817 $ 68,190 $ 118,650 $ 87,023 $ 26.6 Total Expenditures $ (6,833.79)$ 31,625.95 $ (17,683) $ (49,310) $ (61,350) $ (92,977) $ (51.55) PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 11 General Fund General Services-Copier g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7009 Contracted Services 6,019.61 6,019.61 0 (6,020) 0 (6,020) 0.00 7215 Operating Supplies 1,455.68 839.64 1,867 1,027 3,200 2,360 26.24 7304 Equipment Rent 0.00 0.00 3,033 3,033 5,200 5,200 0.00 Total Non-Personnel Costs: $ 7,475.29 $ 6,859.25 $ 4,900 $ 0,960) $ 8,400 $ 1,540 $ 81.66 Total Expenditures $ 7,475.29 $ 6,859.25 $ 4,900 $ (1,960) $ 8,40D $ 1,540 $ 81.66 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 12 General Fund Contributions g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7801 Contributions to Chamber 0.00 260,454.00 155,069 (105,385) 260,454 0 100.00 7802 Contributions to Senior Citizens 0.00 75,000.00 51,650 (23,350) 82,900 7,900 90.47 7803 Contributions to BSG Club 0.00 25,000.00 14,583 (10,417) 25,000 0 100.00 Total Non-Personnel Costs: $ 0.00 $ 360,454.00 $ 221,302 $ 039,152) $ 368,354 $ 7,900 $ 97.86 Total Expenditures $ 0.00 $ 360,454.00 $ 221,302 $ (139,152) $ 368,354 $ 7,900 $ 97.86 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 13 General Fund Police g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 69,312.17 536,215.69 666,429 130,213 1,122,984 586,768 47.75 6001 Overtime 16,146.60 61,676.76 11,667 (50,010) 20,000 (41,677) 308.38 6100 Medicare 2,989.34 19,126.88 13,817 (5,310) 23,686 4,559 80.75 6102 Workers'Compensation 5,548.62 42,933.39 36,063 (6,870) 61,822 18,889 69.45 6200 Leave Time 6,871.53 52,389.00 71,214 18,825 122,081 69,692 42.91 6201 Retirement Benefits 16,255.84 51,042.03 60,207 9,165 101,456 50,414 50.31 6202 Health Insurance 38,508.60 264,052.09 361,948 97,886 582,582 318,520 45.33 Total Personnel Costs: $ 155,632.70 $ 1,027,445.84 $ 1,221,345 $ 193,899 $ 2,034,611 $ 1,007,165 $ 50.50 Non-Personnel Costs: 7001 Communications 1,675.76 11,524.79 10,792 (733) 18,500 6,975 62.30 7002 Postage and Freight 58.75 690.62 1,458 767 2,500 1,809 27.62 7003 Bank and Credit Card Fees 1,058.85 4,608.30 3,500 (1,108) 6,000 1,392 76.81 7004Insurance 0.00 38,348.51 46,667 8,318 80,000 41,651 47.94 7009 Contracted Services 16.00 2,500.07 2,917 417 5,000 2,500 50.00 7012 Other Special Services 0.00 396.15 1,925 1,529 3,300 2,904 12.00 7211 Gas&Lube 1,134.72 7,473.60 8,750 1,276 15,000 7,526 49.82 7212 Uniform Allowance 0.00 3,510.73 2,917 (594) 5,000 1,489 70.21 7213 Safety Equipment 0.00 0.00 1,750 1,750 3,000 3,000 0.00 7215 Operating Supplies 866.22 5,172.97 8,750 3,577 15,000 9,827 34.49 7216 Maintenance&Repair 383.17 8,181.13 9,333 1,152 16,000 7,819 51.13 7217 Small Tools&Equipment 0.00 14,615.78 2,917 (11,699) 5,000 (9,616) 292.32 7300 Advertising 0.00 82.65 1,167 1,084 2,000 1,917 4.13 7301 Subscriptions&Dues 600.00 2,674.74 3,500 825 6,000 3,325 44.58 7302 Travel&Subsistence 246.85 9,332.66 9,917 584 17,000 7,667 54.90 7303 Education&Training 425.00 1,594.00 28,108 26,514 30,400 28,806 5.24 7304 Equipment Rent 0.00 0.00 2,333 2,333 4,000 4,000 0.00 7810 Miscellaneous Expense 0.00 776.50 1,458 682 2,500 1,724 31.06 Total Non-Personnel Costs: $ 6,465.32 $ 111,483.20 $ 148,159 $ 36,674 $ 236,200 $ 124,715 $ 47.20 Total Expenditures $ 162,098.02 $ 1,138,929.04 $ 1,369,504 $ 230,573 $ 2,270,811 $ 1,131,880 $ 50.16 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 14 General Fund Jail g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 12,926.72 101,165.50 150,605 49,440 253,778 152,613 39.86 6001 Overtime 6,328.98 23,104.32 0 (23,104) 0 (23,104) 0.00 6100 Medicare 289.08 1,915.16 2,193 278 3,760 1,845 50.94 6102 Workers'Compensation 1,739.33 12,160.28 12,610 450 21,617 9,457 56.25 6200 Leave Time 1,328.60 9,104.69 13,661 4,556 23,418 14,313 38.88 6201 Retirement Benefits 4,612.02 12,448.44 13,497 1,049 22,744 10,296 54.73 6202 Health Insurance 11,002.62 75,599.32 117,722 42,123 191,267 115,668 39.53 Total Personnel Costs: $ 38,227.35 $ 235,497.71 $ 310,288 $ 74,792 $ 516,584 $ 281,088 $ 45.59 Non-Personnel Costs: 7001 Communications 508.74 3,230.24 2,625 (605) 4,500 1,270 71.78 7002 Postage and Freight 8.35 9.82 583 573 1,000 990 0.98 7004Insurance 0.00 11,333.64 14,583 3,249 25,000 13,666 45.33 7009 Contracted Services 0.00 0.00 875 875 1,500 1,500 0.00 7011 Testing 0.00 0.00 117 117 200 200 0.00 7017 Rents&Leases 2,500.00 17,500.00 17,500 0 30,000 12,500 58.33 7212 Uniform Allowance 0.00 0.00 1,458 1,458 2,500 2,500 0.00 7214 Janitorial Supplies 0.00 0.00 1,167 1,167 2,000 2,000 0.00 7215 Operating Supplies 0.00 448.95 3,792 3,343 6,500 6,051 6.91 7216 Maintenance&Repair 0.00 0.00 1,750 1,750 3,000 3,000 0.00 7217 Small Tools&Equipment 0.00 0.00 1,167 1,167 2,000 2,000 0.00 7218 Inmate Meals 0.00 4,273.00 5,833 1,560 10,000 5,727 42.73 7300 Advertising 0.00 0.00 583 583 1,000 1,000 0.00 7301 Subscriptions&Dues 0.00 0.00 379 379 650 650 0.00 7302 Travel&Subsistence 0.00 0.00 2,917 2,917 5,000 5,000 0.00 7303 Education&Training 0.00 0.00 1,167 1,167 2,000 2,000 0.00 7307 GF Administrative Fee 7,730.08 54,110.56 54,111 0 92,761 38,650 58.33 7810 Miscellaneous Expense 0.00 0.00 700 700 1,200 1,200 0.00 Total Non-Personnel Costs: $ 10,747.17 $ 90,906.21 $ 111,307 $ 20,400 $ 190,811 $ 99,904 $ 47.64 Total Expenditures $ 48,974.52 $ 326,403.92 $ 421,595 $ 95,192 $ 707,395 $ 380,992 $ 46.14 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 15 General Fund Animal Control g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 5,116.50 35,899.40 36,476 576 61,473 25,573 58.40 6001 Overtime 395.94 1,706.73 0 (1,707) 0 (1,707) 0.00 6100 Medicare 76.21 530.50 531 1 911 381 58.23 6102 Workers'Compensation 303.41 2,164.58 3,055 890 5,237 3,072 41.33 6200 Leave Time 457.51 3,476.17 3,292 (184) 5,644 2,168 61.59 6201 Retirement Benefits 1,212.74 3,682.89 3,269 (414) 5,509 1,826 66.86 6202 Health Insurance 2,750.37 18,555.24 20,414 1,859 32,671 14,116 56.79 Total Personnel Costs: $ 10,312.68 $ 66,015.51 $ 67,037 $ 1,021 $ 111,445 $ 45,429 $ 59.24 Non-Personnel Costs: 7001 Communications 26.27 206.35 700 494 1,200 994 17.20 7002 Postage and Freight 0.00 0.00 292 292 500 500 0.00 7004Insurance 0.00 763.30 175 (588) 300 (463) 254.43 7009 Contracted Services 0.00 85.00 0 (85) 0 (85) 0.00 7015 Utilities 338.02 3,243.36 4,317 1,074 7,400 4,157 43.83 7211 Gas&Lube 0.00 103.37 583 480 1,000 897 10.34 7212 Uniform Allowance 0.00 358.28 700 342 1,200 842 29.86 7215 Operating Supplies 0.00 1,033.56 2,042 1,008 3,500 2,466 29.53 7216 Maintenance&Repair 0.00 85.00 2,917 2,832 5,000 4,915 1.70 7217 Small Tools&Equipment 0.00 172.99 875 702 1,500 1,327 11.53 7300 Advertising 0.00 312.00 583 271 1,000 688 31.20 7301 Subscriptions&Dues 0.00 0.00 292 292 500 500 0.00 7302 Travel&Subsistence 0.00 512.36 2,042 1,530 3,500 2,988 14.64 7303 Education&Training 0.00 150.00 875 725 1,500 1,350 10.00 7304 Equipment Rent 0.00 0.00 292 292 500 500 0.00 7810 Miscellaneous Expense 0.00 423.01 0 (423) 0 (423) 0.00 Total Non-Personnel Costs: $ 364.29 $ 7,448.58 $ 16,685 $ 9,238 $ 28,600 $ 21,153 $ 26.04 Total Expenditures $ 10,676.97 $ 73,464.09 $ 83,722 $ 10,259 $ 140,045 $ 66,582 $ 52.46 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 16 General Fund Fire Department g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 15,116.00 95,601.12 108,878 13,277 183,484 87,883 52.10 6100 Medicare 208.41 1,498.94 1,600 101 2,743 1,244 54.65 6102 Workers'Compensation 1,269.64 10,479.07 12,855 2,376 22,037 11,558 47.55 6200 Leave Time 2,330.50 13,459.28 11,969 (1,490) 20,519 7,060 65.59 6201 Retirement Benefits 3,325.50 10,568.87 9,846 (723) 16,592 6,023 63.70 6202 Health Insurance 7,564.57 50,663.48 55,356 4,693 89,064 38,401 56.88 Total Personnel Costs: $ 29,814.62 $ 182,270.76 $ 200,504 $ 18,234 $ 334,439 $ 152,169 $ 54.50 Non-Personnel Costs: 7001 Communications 599.22 4,218.89 4,857 638 8,327 4,108 50.67 7002 Postage and Freight 184.55 888.54 910 21 1,560 671 56.96 7004Insurance 0.00 11,921.35 17,267 5,346 29,600 17,679 40.27 7009 Contracted Services 16.00 290.52 2,426 2,135 4,158 3,867 6.99 7011 Testing 0.00 304.89 58 (247) 100 (205) 304.89 7015 Utilities 11,307.76 79,025.39 83,711 4,686 143,504 64,479 55.07 7016 Heating Fuel 278.23 6,834.58 5,156 (1,679) 8,839 2,004 77.32 7210 Vehicle Supplies 594.14 1,868.55 2,426 557 4,158 2,289 44.94 7211 Gas&Lube 302.91 1,982.67 5,462 3,479 9,364 7,381 21.17 7212 Uniform Allowance 155.80 1,468.09 153 (1,315) 262 (1,206) 560.34 7213 Safety Equipment 0.00 495.00 1,458 963 2,500 2,005 19.80 7215 Operating Supplies 1,193.66 5,086.50 3,947 (1,140) 6,767 1,681 75.17 7216 Maintenance&Repair 360.00 12,045.30 7,583 (4,462) 13,000 955 92.66 7217 Small Tools&Equipment 21.00 1,295.63 3,947 2,651 6,767 5,471 19.15 7300 Advertising 0.00 0.00 182 182 312 312 0.00 7301 Subscriptions&Dues 0.00 2,183.50 306 (1,878) 524 (1,660) 416.70 7302 Travel&Subsistence (275.10) 6,149.72 4,246 (1,904) 7,279 1,129 84.49 7303 Education&Training 0.00 800.00 1,515 715 2,597 1,797 30.80 7304 Equipment Rent 0.00 0.00 911 911 1,561 1,561 0.00 Total Non-Personnel Costs: $ 14,738.17 $ 136,859.12 $ 146,521 $ 9,659 $ 251,179 $ 114,318 $ 54.49 Total Expenditures $ 44,552.79 $ 319,129.88 $ 347,025 $ 27,893 $ 585,618 $ 266,487 $ 54.49 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 17 General Fund Volunteers g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6102 Workers'Compensation 0.00 3,834.0D 2,625 (1,209) 4,500 666 85.20 Total Personnel Costs: $ 0.00 $ 3,834.00 $ 2,625 $ (1,209) $ 4,500 $ 666 $ 85.20 Non-Personnel Costs: 7001 Communications 0.00 0.00 58 58 100 100 0.00 7002 Postage and Freight 424.35 1,292.24 488 (804) 836 (456) 154.57 7009 Contracted Services 0.00 604.92 0 (605) 0 (605) 0.00 7212 Uniform Allowance 0.00 2,118.09 852 (1,266) 1,461 (657) 144.98 7215 Operating Supplies 848.97 2,139.79 1,821 (319) 3,121 981 68.56 7216 Maintenance&Repair 43.42 1,758.35 2,731 973 4,682 2,924 37.56 7217 Small Tools&Equipment 216.99 1,767.53 11,418 9,650 17,668 15,900 10.00 7302 Travel&Subsistence 77.23 1,342.38 2,426 1,084 4,158 2,816 32.28 7303 Education&Training 0.00 1,295.41 2,731 1,436 4,682 3,387 27.67 7806 Volunteer Fireman Stipend 3,166.67 30,166.69 22,167 (8,000) 38,000 7,833 79.39 Total Non-Personnel Costs: $ 4,777.63 $ 42,485.40 $ 44,692 $ 2,207 $ 74,708 $ 32,223 $ 56.87 Total Expenditures $ 4,777.63 $ 46,319.40 $ 47,317 $ 998 $ 79,208 $ 32,889 $ 58.48 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 18 General Fund Emergency Preparedness g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7001 Communications 0.00 2,121.39 1,216 (905) 2,085 (36) 101.75 7002 Postage and Freight 0.00 15.00 58 43 100 85 15.00 7015 Utilities 211.41 1,475.91 1,216 (260) 2,085 609 70.79 7211 Gas&Lube 0.00 43.99 0 (44) 0 (44) 0.00 7215 Operating Supplies 266.25 986.19 604 (382) 1,036 50 95.19 7216 Maintenance&Repair 0.00 0.00 124 124 212 212 0.00 7217 Small Tools&Equipment 0.00 209.38 364 155 624 415 33.55 7302 Travel&Subsistence 0.00 1,220.23 604 (616) 1,036 (184) 117.78 7303 Education&Training 0.00 389.94 604 214 1,036 646 37.64 8103 Capital Equipment 0.00 2,984.43 0 (2,984) 0 (2,984) 0.00 Total Non-Personnel Costs: $ 477.66 $ 9,446.46 $ 4,790 $ (4,655) $ 8,214 $ (1,231) $ 115.00 Total Expenditures $ 477.66 $ 9,446.46 $ 4,790 $ (4,655) $ 8,214 $ (1,231) $ 115.00 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 19 General Fund SVAC g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7002 Postage and Freight 0.00 0.00 95 95 162 162 0.00 7004Insurance 0.00 1,557.00 2,061 504 3,533 1,976 44.07 7012 Other Special Services 20,000.00 20,000.00 11,667 (8,333) 20,000 0 100.00 7211 Gas&Lube 0.00 137.95 1,821 1,683 3,121 2,983 4.42 7216 Maintenance&Repair 0.00 896.51 2,426 1,529 4,158 3,261 21.56 Total Non-Personnel Costs: $ 20,000.00 $ 22,591.46 $ 18,070 $ (4,522) $ 30,974 $ 8,382 $ 72.94 Total Expenditures $ 20,000.00 $ 22,591.46 $ 18,070 $ (4,522) $ 30,974 $ 8,382 $ 72.94 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 20 General Fund Building Inspection g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 6,862.24 46,803.75 49,123 2,319 82,772 35,968 56.55 6100 Medicare 99.30 725.85 719 (7) 1,233 507 58.87 6102 Workers'Compensation 56.53 522.87 496 (27) 850 327 61.51 6200 Leave Time 710.15 5,176.88 4,813 (364) 8,251 3,074 62.74 6201 Retirement Benefits 1,577.40 5,073.16 4,426 (648) 7,457 2,383 68.04 6202 Health Insurance 3,438.43 23,087.68 25,563 2,475 40,885 17,797 56.47 Total Personnel Costs: $ 12,744.05 $ 81,390.19 $ 85,140 $ 3,748 $ 141,448 $ 60,056 $ 57.54 Non-Personnel Costs: 7001 Communications 159.86 1,118.15 1,515 397 2,597 1,479 43.06 7002 Postage and Freight 0.00 24.60 58 33 100 75 24.60 7004Insurance 0.00 822.20 852 30 1,461 639 56.28 7017 Rents&Leases 0.00 0.00 (869) (869) 0 0 0.00 7211 Gas&Lube 0.00 100.15 306 206 524 424 19.11 7215 Operating Supplies 20.29 513.59 1,034 520 1,773 1,259 28.97 7216 Maintenance&Repair 0.00 6.26 204 198 350 344 1.79 7217 Small Tools&Equipment 15.19 15.19 1,216 1,201 2,085 2,070 0.73 7301 Subscriptions&Dues 0.00 328.95 182 (147) 312 (17) 105.43 7302 Travel&Subsistence 0.00 475.94 1,515 1,039 2,597 2,121 18.33 7303 Education&Training 0.00 380.00 459 79 786 406 48.35 7304 Equipment Rent 0.00 0.00 2,391 2,391 2,609 2,609 0.00 Total Nan-Personnel Costs: $ 195.34 $ 3,785.03 $ 8,863 $ 5,078 $ 15,194 $ 11,409 $ 24.91 Total Expenditures $ 12,939.39 $ 85,175.22 $ 94,003 $ 8,826 $ 156,642 $ 71,465 $ 54.38 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 21 General Fund Street Operations g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 11,243.13 70,929.09 125,233 54,303 178,893 107,963 39.65 6001 Overtime 108.63 4,665.12 0 (4,665) 0 (4,665) 0.00 6002 Standby Time 0.00 858.48 0 (858) 0 (858) 0.00 6100 Medicare 179.40 1,143.65 1,327 183 1,760 616 64.98 6101 Unemployment Insurance 0.00 0.00 1,167 1,167 2,000 2,000 0.00 6102 Workers'Compensation 1,553.38 9,435.19 16,550 7,115 23,235 13,800 40.61 6200 Leave Time 1,011.04 7,951.30 15,703 7,752 22,881 14,930 34.75 6201 Retirement Benefits 2,905.28 8,469.19 18,886 10,417 24,211 15,742 34.98 6202 Health Insurance 8,939.94 45,485.68 79,090 33,604 106,507 61,021 42.71 6203 In Lieu of FICA 0.00 0.00 1,152 1,152 1,975 1,975 0.00 Total Personnel Costs: $ 25,940.80 $ 148,937.70 $ 259,108 $ 110,170 $ 361,462 $ 212,524 $ 41.20 Non-Personnel Costs: 7001 Communications 6.16 57.85 583 525 1,000 942 5.79 7002 Postage and Freight 0.00 59.00 2,333 2,264 4,000 3,931 1.73 7004Insurance 2,273.60 12,965.28 11,667 (1,298) 20,000 7,035 64.83 7009 Contracted Services 0.00 1,701.58 20,417 18,715 35,000 33,298 4.86 7011 Testing 206.00 513.63 583 69 1,000 486 51.36 7015 Utilities 6,247.20 59,142.49 61,250 2,108 105,000 45,858 56.33 7211 Gas&Lube 1,392.20 8,692.81 12,833 4,140 22,000 13,307 39.51 7212 Uniform Allowance 0.00 0.00 292 292 500 500 0.00 7213 Safety Equipment 20.54 145.43 700 555 1,200 1,055 12.12 7215 Operating Supplies 640.93 7,936.10 14,583 6,647 25,000 17,064 31.74 7216 Maintenance&Repair 0.00 5,096.24 11,667 6,571 20,000 14,904 25.48 7217 Small Tools&Equipment 47.49 138.75 1,225 1,086 2,100 1,961 6.61 7300 Advertising 144.00 288.00 233 (55) 400 112 72.00 7301 Subscriptions&Dues 0.00 0.00 204 204 350 350 0.00 7302 Travel&Subsistence 0.00 1,281.16 700 (581) 1,200 (81) 106.76 7303 Education&Training 250.00 449.00 700 251 1,200 751 37.42 7304 Equipment Rent 0.00 0.00 583 583 1,000 1,000 0.00 7810 Miscellaneous Expense 0.00 149.94 1,167 1,017 2,000 1,850 7.50 Total Non-Personnel Costs: $ 11,228.12 $ 98,627.26 $ 141,720 $ 43,093 $ 242,950 $ 144,323 $ 40.60 Total Expenditures $ 37,168.92 $ 247,564.96 $ 400,828 $ 153,263 $ 604,412 $ 356,847 $ 40.96 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 22 General Fund Snow and Ice g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 0.00 7,135.90 34,928 27,792 58,885 51,749 12.12 6001 Overtime 0.00 6,254.54 0 (6,255) 0 (6,255) 0.00 6002 Standby Time 0.00 1,919.71 0 (1,920) 0 (1,920) 0.00 6100 Medicare 0.00 241.11 434 193 744 503 32.41 6102 Workers'Compensation 0.00 2,161.26 5,479 3,318 9,393 7,232 23.01 6201 Retirement Benefits 0.00 512.62 2,190 1,678 3,690 3,178 13.89 6202 Health Insurance 0.00 9,357.46 20,742 11,385 33,161 23,804 28.22 Total Personnel Costs: $ 0.00 $ 27,582.60 $ 63,773 $ 36,191 $ 105,873 $ 78,291 $ 26.05 Non-Personnel Costs: 7002 Postage and Freight 0.00 391.00 2,333 1,942 4,000 3,609 9.78 7009 Contracted Services 0.00 2,124.96 8,750 6,625 15,000 12,875 14.17 7211 Gas&Lube 0.00 6,025.20 11,667 5,642 20,000 13,975 30.13 7213 Safety Equipment 0.00 0.00 292 292 500 500 0.00 7215 Operating Supplies 0.00 35,777.86 23,333 (12,445) 40,000 4,222 89.44 7216 Maintenance&Repair 0.00 8,243.72 17,500 9,256 30,000 21,756 27.48 7217 Small Tools&Equipment 0.00 13.99 292 278 500 486 2.80 7300 Advertising 0.00 0.00 175 175 300 300 0.00 7302 Travel&Subsistence 0.00 0.00 438 438 750 750 0.00 7303 Education&Training 0.00 0.00 438 438 750 750 0.00 7810 Miscellaneous Expense 0.00 0.00 292 292 500 500 0.00 Total Nan-Personnel Costs: $ 0.0D $ 52,576.73 $ 65,510 $ 12,933 $ 112,300 $ 59,723 $ 46.82 Total Expenditures $ 0.00 $ 80,159.33 $ 129,283 $ 49,124 $ 218,173 $ 138,014 $ 36.74 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 23 General Fund City Shop g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 3,934.26 46,500.86 95,335 48,834 125,854 79,353 36.95 6001 Overtime 0.00 5,367.36 0 (5,367) 0 (5,367) 0.00 6002 Standby Time 0.00 1,678.92 0 (1,679) 0 (1,679) 0.00 6100 Medicare 99.08 864.95 1,354 489 1,807 942 47.87 6102 Workers'Compensation 520.32 4,422.66 11,360 6,937 14,475 10,052 30.55 6200 Leave Time 608.44 5,296.64 6,161 864 7,704 2,407 68.75 6201 Retirement Benefits 1,573.70 5,282.51 14,859 9,576 17,531 12,248 30.13 6202 Health Insurance 3,438.44 24,230.00 62,789 38,559 79,336 55,106 30.54 Total Personnel Costs: $ 10,174.24 $ 93,643.90 $ 191,858 $ 98,213 $ 246,707 $ 153,062 $ 37.96 Non-Personnel Costs: 7001 Communications 650.10 5,321.83 4,667 (655) 8,000 2,678 66.52 7002 Postage and Freight 74.00 979.00 875 (104) 1,500 521 65.27 7004Insurance 0.00 3,058.60 3,792 733 6,500 3,441 47.06 7009 Contracted Services 337.15 2,266.00 1,167 (1,099) 2,000 (266) 113.30 7011 Testing 0.00 406.52 0 (407) 0 (407) 0.00 7015 Utilities 1,846.94 17,845.08 19,250 1,405 33,000 15,155 54.08 7016 Heating Fuel 34.08 7,735.61 9,917 2,181 17,000 9,264 45.50 7211 Gas&Lube 136.37 4,226.54 4,083 (144) 7,000 2,773 60.38 7213 Safety Equipment 0.00 334.85 1,050 715 1,800 1,465 18.60 7215 Operating Supplies 4,572.08 23,120.55 15,167 (7,954) 26,000 2,879 88.93 7216 Maintenance&Repair 293.89 1,374.65 2,917 1,542 5,000 3,625 27.49 7217 Small Tools&Equipment 442.16 3,912.94 4,375 462 7,500 3,587 52.17 7300 Advertising 0.00 165.60 0 (166) 0 (166) 0.00 7301 Subscriptions&Dues 139.00 1,308.46 1,167 (141) 2,000 692 65.42 7302 Travel&Subsistence 0.00 0.00 583 583 1,000 1,000 0.00 7303 Education&Training 0.00 81.85 583 501 1,000 918 8.19 7810 Miscellaneous Expense 0.00 106.42 583 477 1,000 894 10.64 Total Non-Personnel Costs: $ 8,525.77 $ 72,244.50 $ 70,176 $ (2,071) $ 120,300 $ 48,053 $ 60.05 Total Expenditures $ 18,700.01 $ 165,888.40 $ 262,034 $ 96,142 $ 367,007 $ 201,115 $ 45.20 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 24 General Fund City Hall g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 3,088.64 21,982.96 15,005 (6,978) 52,037 30,054 42.25 6001 Overtime 0.00 91.44 0 (91) 0 (91) 0.00 6100 Medicare 43.10 313.70 216 (98) 791 477 39.66 6102 Workers'Compensation 418.21 3,524.69 1,623 (1,902) 6,322 2,797 55.75 6200 Leave Time 375.09 2,344.42 2,683 339 6,808 4,464 34.44 6201 Retirement Benefits 715.26 2,280.85 (4,049) (6,330) (703) (2,984) (324.61) 6202 Health Insurance 2,750.37 18,430.73 7,087 (11,344) 31,610 13,179 58.31 Total Personnel Costs: $ 7,390.67 $ 48,968.79 $ 22,565 $ (26,404) $ 96,865 $ 47,896 $ 50.55 Non-Personnel Costs: 7001 Communications 60.32 407.51 467 59 800 392 50.94 7002 Postage and Freight 0.00 0.00 117 117 200 200 0.00 7004Insurance 0.00 4,027.79 4,958 930 8,500 4,472 47.39 7009 Contracted Services 187.76 5,650.90 38,500 32,849 66,000 60,349 8.56 7015 Utilities 5,206.25 36,754.18 38,500 1,746 66,000 29,246 55.69 7016 Heating Fuel 357.29 9,969.70 9,917 (53) 17,000 7,030 58.65 7211 Gas&Lube 35.82 198.07 467 269 800 602 24.76 7213 Safety Equipment 0.00 11.38 146 135 250 239 4.55 7215 Operating Supplies 720.45 2,470.84 5,250 2,779 9,000 6,529 27.45 7216 Maintenance&Repair 0.00 196.33 7,000 6,804 12,000 11,804 1.64 7217 Small Tools&Equipment 0.00 224.18 292 68 500 276 44.84 7301 Subscriptions&Dues 0.00 103.02 0 (103) 0 (103) 0.00 7302 Travel&Subsistence 0.00 0.00 350 350 600 600 0.00 7303 Education&Training 0.00 0.00 350 350 600 600 0.00 7810 Miscellaneous Expense 0.00 0.00 146 146 250 250 0.00 Total Non-Personnel Costs: $ 6,567.89 $ 60,013.90 $ 106,460 $ 46,446 $ 182,500 $ 122,486 $ 32.88 Total Expenditures $ 13,958.56 $ 108,982.69 $ 129,025 $ 20,042 $ 279,365 $ 170,382 $ 39.01 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 25 General Fund Community Center Building g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7004Insurance 0.00 1,706.53 2,217 510 3,800 2,093 44.91 7009 Contracted Services 1,413.00 1,413.00 1,750 337 3,000 1,587 47.10 7015 Utilities 988.72 6,503.05 7,000 497 12,000 5,497 54.19 7016 Heating Fuel 0.00 2,437.45 3,208 771 5,500 3,063 44.32 7211 Gas&Luhe 0.00 767.48 0 (767) 0 (767) 0.00 7215 Operating Supplies 0.00 0.00 467 467 800 800 0.00 7216 Maintenance&Repair 0.00 2,097.80 2,333 235 4,000 1,902 52.45 7810 Miscellaneous Expense 0.00 0.00 146 146 250 250 0.00 8102 Buildings 0.00 4,140.0D D 0,140) 0 (4,140) 0.00 Total Non-Personnel Costs: $ 2,401.72 $ 19,065.31 $ 17,121 $ 0,944) $ 29,350 $ 10,285 $ 64.96 Total Expenditures $ 2,401.72 $ 19,065.31 $ 17,121 $ (1,944) $ 29,350 $ 10,285 $ 64.96 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 26 General Fund City Hall Annex g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 0.00 0.00 350 350 600 600 0.00 6100 Medicare 0.00 0.00 26 26 45 45 0.00 6102 Workers'Compensation 0.00 0.00 47 47 80 80 0.00 Total Personnel Costs: $ 0.00 $ 0.00 $ 423 $ 423 $ 725 $ 725 $ 0.00 Non-Personnel Costs: 7004Insurance 0.00 1,024.20 1,458 434 2,500 1,476 40.97 7009 Contracted Services 187.50 1,030.86 2,917 1,886 5,000 3,969 20.62 7015 Utilities 1,079.47 7,143.88 7,000 (144) 12,000 4,856 59.53 7016 Heating Fuel 266.57 2,240.72 4,083 1,842 7,000 4,759 32.01 7211 Gas&Lube 0.00 553.70 0 (554) 0 (554) 0.00 7213 Safety Equipment 0.00 0.00 146 146 250 250 0.00 7215 Operating Supplies 0.00 83.58 583 499 1,000 916 8.36 7216 Maintenance&Repair 0.00 542.07 1,167 625 2,000 1,458 27.10 7301 Subscriptions&Dues 0.00 14.40 0 (14) 0 (14) 0.00 Total Non-Personnel Costs: $ 1,533.54 $ 12,633.41 $ 17,354 $ 4,720 $ 29,750 $ 17,116 $ 42.47 Total Expenditures $ 1,533.54 $ 12,633.41 $ 17,777 $ 5,143 $ 30,475 $ 17,841 $ 41.45 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 27 General Fund Parks&Rec-Administration For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 7,929.08 53,271.30 57,759 4,488 97,323 44,052 54.74 6001 Overtime 0.00 64.32 0 (64) 0 (64) 0.00 6100 Medicare 109.28 791.51 852 60 1,461 669 54.18 6102 Workers'Compensation 59.75 560.98 589 28 1,010 449 55.54 6200 Leave Time (4.20) 7,821.34 7,239 (582) 12,409 4,588 63.03 6201 Retirement Benefits 1,681.42 5,463.46 5,245 (218) 8,837 3,374 61.82 6202 Health Insurance 4,950.97 23,039.31 22,557 (482) 36,009 12,970 63.98 Total Personnel Costs: $ 14,726.30 $ 91,012.22 $ 94,241 $ 3,230 $ 157,049 $ 66,038 $ 57.95 Non-Personnel Costs: 7001 Communications 411.73 2,929.66 3,500 570 6,000 3,070 48.83 7002 Postage and Freight 1.00 4.52 525 520 900 895 0.50 7004Insurance 0.00 708.61 1,167 458 2,000 1,291 35.43 7009 Contracted Services 0.00 270.90 292 21 500 229 54.18 7010 Engineering 0.00 0.00 1,167 1,167 2,000 2,000 0.00 7011 Testing 0.00 0.00 117 117 200 200 0.00 7012 Other Special Services 0.00 25.00 0 (25) 0 (25) 0.00 7215 Operating Supplies 382.08 1,543.14 1,750 207 3,000 1,457 51.44 7216 Maintenance&Repair 0.00 0.00 146 146 250 250 0.00 7217 Small Tools&Equipment 0.00 0.00 1,167 1,167 2,000 2,000 0.00 7300 Advertising 0.00 522.32 875 353 1,500 978 34.82 7301 Subscriptions&Dues 0.00 0.00 350 350 600 600 0.00 7302 Travel&Subsistence 0.00 432.56 875 442 1,500 1,067 28.84 7303 Education&Training 0.00 0.00 875 875 1,500 1,500 0.00 7810 Miscellaneous Expense 0.00 (225.00) 117 342 200 425 (112.50) 8103 Capital Equipment 0.00 0.00 1,167 1,167 2,000 2,000 0.00 Total Non-Personnel Costs: $ 794.81 $ 6,211.71 $ 14,090 $ 7,877 $ 24,150 $ 17,937 $ 25.72 Total Expenditures $ 15,521.11 $ 97,223.93 $ 108,331 $ 11,107 $ 181,199 $ 83,975 $ 53.66 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 28 General Fund Parks&Rec-Parks Maintenance For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 15,487.87 58,979.85 61,385 2,405 103,432 44,452 57.02 6001 Overtime 1,982.56 5,027.69 0 (5,028) 0 (5,028) 0.00 6100 Medicare 1,168.98 4,055.99 3,078 (978) 5,277 1,221 76.86 6102 Workers'Compensation 1,832.89 7,881.67 8,424 542 14,441 6,559 54.58 6200 Leave Time 0.00 0.00 2,982 2,982 5,112 5,112 0.00 6201 Retirement Benefits 589.53 1,405.98 2,169 763 3,655 2,249 38.47 6202 Health Insurance 586.18 6,528.54 17,394 10,865 28,426 21,897 22.97 Total Personnel Costs: $ 21,648.01 $ 83,879.72 $ 95,432 $ 11,551 $ 160,343 $ 76,462 $ 52.31 Non-Personnel Costs: 7001 Communications 10.50 84.24 1,167 1,083 2,000 1,916 4.21 7002 Postage and Freight 0.00 417.07 350 (67) 600 183 69.51 7004Insurance 0.00 5,231.54 5,542 310 9,500 4,268 55.07 7009 Contracted Services 2,159.86 29,095.36 2,917 (26,178) 5,000 (24,095) 581.91 7010 Engineering 0.00 0.00 583 583 1,000 1,000 0.00 7011 Testing 0.00 223.63 700 476 1,200 976 18.64 7015 Utilities 2,189.27 9,537.87 12,250 2,712 21,000 11,462 45.42 7016 Heating Fuel 25.49 506.79 583 76 1,000 493 50.68 7017 Rents&Leases 0.00 0.00 1,750 1,750 3,000 3,000 0.00 7210 Vehicle Supplies 0.00 296.65 583 286 1,000 703 29.67 7211 Gas&Lube 421.32 2,750.44 4,667 1,917 8,000 5,250 34.38 7212 Uniform Allowance 0.00 302.80 350 47 600 297 50.47 7213 Safety Equipment 49.35 881.61 700 (182) 1,200 318 73.47 7214 Janitorial Supplies 0.00 117.12 758 641 1,300 1,183 9.01 7215 Operating Supplies 1,607.93 10,959.64 2,917 (8,043) 5,000 (5,960) 219.19 7216 Maintenance&Repair 4,038.70 6,679.99 8,750 2,070 15,000 8,320 44.53 7217 Small Tools&Equipment 0.00 2,418.77 2,917 498 5,000 2,581 48.38 7300 Advertising 299.60 668.80 729 60 1,250 581 53.50 7301 Subscriptions&Dues 494.40 874.85 58 (817) 100 (775) 874.85 7302 Travel&Subsistence 0.00 89.67 525 435 900 810 9.96 7303 Education&Training 125.00 125.00 525 400 900 775 13.89 7304 Equipment Rent 0.00 0.00 1,458 1,458 2,500 2,500 0.00 7810 Miscellaneous Expense 0.00 114.00 875 761 1,500 1,386 7.60 8103 Capital Equipment 0.00 5,091.93 0 (5,092) 0 (5,092) 0.00 Total Non-Personnel Costs: $ 11,421.42 $ 76,467.77 $ 51,654 $ (24,816) $ 88,550 $ 12,080 $ 86.36 Total Expenditures $ 33,069.43 $ 160,347.49 $ 147,086 $ (13,265) $ 248,893 $ 88,542 $ 64.42 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 29 General Fund Parks&Rec-Campgrounds For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 15,397.57 52,110.75 67,675 15,564 114,032 61,921 45.70 6001 Overtime 4,512.65 11,361.29 0 (11,361) 0 (11,361) 0.00 6100 Medicare 1,029.40 3,141.25 3,166 25 5,428 2,287 57.87 6101 Unemployment Insurance 0.00 222.52 350 127 600 377 37.09 6102 Workers'Compensation 1,719.58 6,692.84 8,912 2,219 15,277 8,584 43.81 6200 Leave Time 304.42 3,109.43 1,646 (1,463) 2,822 (287) 110.19 6201 Retirement Benefits 1,730.25 3,333.76 2,712 (622) 4,569 1,235 72.96 6202 Health Insurance 4,854.29 16,574.62 23,290 6,715 37,337 20,762 44.39 Total Personnel Costs: $ 29,548.16 $ 96,546.46 $ 107,751 $ 11,204 $ 180,065 $ 83,518 $ 53.62 Non-Personnel Costs: 7001 Communications 542.61 3,426.91 2,917 (510) 5,000 1,573 68.54 7002 Postage and Freight 61.01 163.63 350 186 600 436 27.27 7003 Bank and Credit Card Fees 0.00 1,948.30 11,083 9,135 19,000 17,052 10.25 7004Insurance 0.00 1,386.40 1,458 72 2,500 1,114 55.46 7009 Contracted Services 2,758.49 18,183.95 4,667 (13,517) 8,000 (10,184) 227.30 7011 Testing 0.00 0.00 525 525 900 900 0.00 7015 Utilities 21,886.88 41,912.33 77,583 35,671 133,000 91,088 31.51 7016 Heating Fuel 0.00 73.46 175 102 300 227 24.49 7017 Rents&Leases 0.00 0.00 2,917 2,917 5,000 5,000 0.00 7210 Vehicle Supplies 0.00 (4.98) 875 880 1,500 1,505 (0.33) 7211 Gas&Lube 1,015.90 2,858.89 3,617 758 6,200 3,341 46.11 7212 Uniform Allowance 0.00 329.70 700 370 1,200 870 27.48 7213 Safety Equipment 0.00 399.04 700 301 1,200 801 33.25 7214 Janitorial Supplies 1,294.76 1,318.88 4,667 3,348 8,000 6,681 16.49 7215 Operating Supplies 8,279.38 20,473.52 9,333 (11,141) 16,000 (4,474) 127.96 7216 Maintenance&Repair 2,075.86 8,289.47 8,167 (122) 14,000 5,711 59.21 7217 Small Tools&Equipment 2.34 101.08 2,917 2,816 5,000 4,899 2.02 7300 Advertising 0.00 328.00 1,750 1,422 3,000 2,672 10.93 7301 Subscriptions&Dues 0.00 0.00 4,667 4,667 8,000 8,000 0.00 7302 Travel&Subsistence 51.01 172.81 1,167 994 2,000 1,827 8.64 7303 Education&Training 0.00 250.00 1,167 917 2,000 1,750 12.50 7304 Equipment Rent 0.00 0.00 9,333 9,333 16,000 16,000 0.00 7810 Miscellaneous Expense 302.00 3,036.58 0 (3,037) 0 (3.037) 0.00 Total Non-Personnel Costs: $ 38,270.24 $ 104,647.97 $ 150,735 $ 46,087 $ 258,400 $ 153,752 $ 40.50 Total Expenditures $ 67,818.40 $ 201,194.43 $ 258,486 $ 57,291 $ 438,465 $ 237,270 $ 45.89 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 30 General Fund Parks&Rec-Cemetery g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 441.05 1,515.80 2,639 1,123 4,447 2,931 34.08 6001 Overtime 153.54 201.20 0 (201) 0 (201) 0.00 6100 Medicare 45.50 131.36 39 (92) 66 (65) 199.03 6102 Workers'Compensation 61.43 212.30 370 158 635 423 33.43 6201 Retirement Benefits 0.00 0.00 236 236 398 398 0.00 6202 Health Insurance 0.00 0.00 1,743 1,743 2,969 2,969 0.00 Total Personnel Costs: $ 701.52 $ 2,060.66 $ 5,027 $ 2,967 $ 8,515 $ 6,455 $ 24.20 Non-Personnel Costs: 7004Insurance 0.00 48.70 58 9 100 51 48.70 7009 Contracted Services 0.00 0.00 2,917 2,917 5,000 5,000 0.00 7015 Utilities 48.40 73.81 0 (74) 0 (74) 0.00 7211 Gas&Luhe 0.00 0.00 292 292 500 500 0.00 7215 Operating Supplies 32.09 979.55 2,917 1,937 5,000 4,020 19.59 7216 Maintenance&Repair 0.00 360.00 2,917 2,557 5,000 4,640 7.20 7217 Small Tools&Equipment 0.00 0.00 2,917 2,917 5,000 5,000 0.00 Total Nan-Personnel Costs: $ 80.49 $ 1,462.06 $ 12,018 $ 10,555 $ 20,600 $ 19,137 $ 7.10 Total Expenditures $ 782.01 $ 3,522.72 $ 17,045 $ 13,522 $ 29,115 $ 25,592 $ 12.10 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 31 General Fund Parks& Rec-Sports&Recreation For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 3,402.35 43,820.10 56,836 13,016 95,794 51,974 45.74 6001 Overtime 762.97 7,484.64 0 (7,485) 0 (7,485) 0.00 6100 Medicare 102.55 1,744.38 1,460 (284) 2,502 758 69.72 6101 Unemployment Insurance 0.00 0.00 292 292 500 500 0.00 6102 Workers'Compensation 297.47 2,911.16 2,450 (461) 4,200 1,289 69.31 6200 Leave Time 420.29 (708.48) 6,391 7,099 10,956 11,664 (6.47) 6201 Retirement Benefits 755.21 4,043.62 4,041 (3) 6,808 2,764 59.40 6202 Health Insurance 2,476.17 27,631.07 35,879 8,248 58,072 30,441 47.58 Total Personnel Costs: $ 8,217.01 $ 86,926.49 $ 107,349 $ 20,422 $ 178,832 $ 91,905 $ 48.61 Non-Personnel Costs: 7001 Communications 257.83 1,832.34 2,450 618 4,200 2,368 43.63 7002 Postage and Freight (60.00) 75.32 1,458 1,383 2,500 2,425 3.01 7003 Bank and Credit Card Fees 0.00 0.00 1,108 1,108 1,900 1,900 0.00 7004Insurance 0.00 1,072.41 1,458 386 2,500 1,428 42.90 7009 Contracted Services 4,375.00 8,282.59 5,833 (2,450) 10,000 1,717 82.83 7011 Testing 20.00 20.00 292 272 500 480 4.00 7017 Rents&Leases 3,089.30 42,673.16 40,833 (1,840) 70,000 27,327 60.96 7211 Gas&Lube 0.00 41.80 175 133 300 258 13.93 7212 Uniform Allowance 0.00 0.00 175 175 300 300 0.00 7213 Safety Equipment 0.00 0.00 175 175 300 300 0.00 7215 Operating Supplies 2,222.99 21,965.94 17,500 (4,466) 30,000 8,034 73.22 7216 Maintenance&Repair 0.00 654.46 292 (362) 500 (154) 130.89 7217 Small Tools&Equipment 0.00 1,210.55 583 (628) 1,000 (211) 121.06 7300 Advertising 23.43 687.03 700 13 1,200 513 57.25 7301 Subscriptions&Dues 618.00 618.00 175 (443) 300 (318) 206.00 7302 Travel&Subsistence 0.00 222.76 875 652 1,500 1,277 14.85 7303 Education&Training 250.00 250.00 875 625 1,500 1,250 16.67 7304 Equipment Rent 0.00 0.00 292 292 500 500 0.00 7810 Miscellaneous Expense 1.06 87.81 0 (88) 0 (88) 0.00 Total Non-Personnel Costs: $ 10,797.61 $ 79,694.17 $ 75,249 $ (4,445) $ 129,000 $ 49,306 $ 61.78 Total Expenditures $ 19,014.62 $ 166,620.66 $ 182,598 $ 15,977 $ 307,832 $ 141,211 $ 54.13 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 32 General Fund Parks&Rec-TYC g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 17,596.45 57,221.76 64,675 7,454 108,970 51,749 52.51 6001 Overtime 2,436.67 7,526.40 0 (7,526) 0 (7,526) 0.00 6100Medicare 1,223.93 3,293.92 2,603 (691) 4,462 1,168 73.82 6102 Workers'Compensation 194.81 720.34 3,063 2,343 5,250 4,530 13.72 6200 Leave Time 371.43 2,748.10 2,943 195 5,045 2,297 54.47 6201 Retirement Benefits 1,093.13 2,674.04 3,275 601 5,518 2,844 48.46 6202 Health Insurance 3,110.78 16,198.50 24,699 8,501 40,021 23,823 40.48 Total Personnel Costs: $ 26,027.20 $ 90,383.06 $ 101,258 $ 10,877 $ 169,266 $ 78,885 $ 53.40 Non-Personnel Costs: 7001 Communications 685.71 4,361.52 4,375 13 7,500 3,138 58.15 7002 Postage and Freight 0.00 2,078.00 583 (1,495) 1,000 (1,078) 207.80 7003 Bank and Credit Card Fees 0.00 0.42 0 0 0 0 0.00 7004Insurance 0.00 1,303.88 2,042 738 3,500 2,196 37.25 7009 Contracted Services 2,210.20 11,825.89 8,750 (3,076) 15,000 3,174 78.84 7011 Testing 0.00 0.00 700 700 1,200 1,200 0.00 7211 Gas&Lube 246.65 932.51 1,167 234 2,000 1,067 46.63 7212 Uniform Allowance 0.00 0.00 292 292 500 500 0.00 7213 Safety Equipment 0.00 208.62 292 83 500 291 41.72 7214 Janitorial Supplies 261.36 907.42 583 (324) 1,000 93 90.74 7215 Operating Supplies 1,161.21 18,766.37 11,667 (7,099) 20,000 1,234 93.83 7216 Maintenance&Repair 0.00 551.87 1,167 615 2,000 1,448 27.59 7217 Small Tools&Equipment 0.00 0.00 1,167 1,167 2,000 2,000 0.00 7300 Advertising 0.00 1,576.15 1,750 174 3,000 1,424 52.54 7301 Subscriptions&Dues 618.00 618.00 175 (443) 300 (318) 206.00 7302 Travel&Subsistence 129.76 377.12 875 498 1,500 1,123 25.14 7303 Education&Training 49.00 49.00 875 826 1,500 1,451 3.27 7810 Miscellaneous Expense 0.00 3.90 0 (4) 0 (4) 0.00 Total Non-Personnel Costs: $ 5,361.89 $ 43,560.67 $ 36,460 $ (7,101) $ 62,500 $ 18,939 $ 69.70 Total Expenditures $ 31,389.09 $ 133,943.73 $ 137,718 $ 3,776 $ 231,766 $ 97,824 $ 57.79 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 33 General Fund Parks&Rec-The Rec Room For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 2,012.47 16,173.57 28,654 12,481 48,271 32,098 33.51 6001 Overtime 339.27 5,050.08 0 (5,050) 0 (5,050) 0.00 6100 Medicare 31.20 339.43 418 79 717 378 47.34 6102 Workers'Compensation 242.04 2,136.41 294 (1,842) 504 (1,632) 423.89 6200 Leave Time 209.83 (241.78) 2,629 2,871 4,507 4,749 (5.36) 6201 Retirement Benefits 517.40 1,948.79 2,572 623 4,335 2,386 44.96 6202 Health Insurance 2,111.87 15,380.99 24,436 9,055 39,764 24,383 38.68 Total Personnel Costs: $ 5,464.08 $ 40,787.49 $ 59,003 $ 18,217 $ 98,098 $ 57,312 $ 41.58 Non-Personnel Costs: 7001 Communications 0.00 0.00 175 175 300 300 0.00 7002 Postage and Freight 0.00 0.00 117 117 200 200 0.00 7003 Bank and Credit Card Fees 0.00 (31.79) 0 32 0 32 0.00 7004Insurance 0.00 551.59 583 31 1,000 448 55.16 7009 Contracted Services 1,400.70 9,657.50 7,583 (2,075) 13,000 3,343 74.29 7011 Testing 0.00 0.00 117 117 200 200 0.00 7211 Gas&Lube 0.00 0.00 175 175 300 300 0.00 7212 Uniform Allowance 0.00 0.00 175 175 300 300 0.00 7213 Safety Equipment 0.00 0.00 175 175 300 300 0.00 7214 Janitorial Supplies 329.45 362.42 292 (70) 500 138 72.48 7215 Operating Supplies 94.81 998.74 3,500 2,501 6,000 5,001 16.65 7216 Maintenance&Repair 0.00 257.04 583 326 1,000 743 25.70 7217 Small Tools&Equipment 0.00 1,096.56 0 (1,097) 0 (1,097) 0.00 7300 Advertising 0.00 166.40 233 67 400 234 41.60 7301 Subscriptions&Dues 247.20 697.20 0 (697) 0 (697) 0.00 7302 Travel&Subsistence 0.00 0.00 525 525 900 900 0.00 7810 Miscellaneous Expense 0.00 161.20 0 (161) 0 061) 0.00 Total Non-Personnel Costs: $ 2,072.16 $ 13,916.86 $ 14,233 $ 316 $ 24,400 $ 10,484 $ 57.04 Total Expenditures $ 7,536.24 $ 54,704.35 $ 73,236 $ 18,533 $ 122,498 $ 67,796 $ 44.66 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 34 General Fund Library/Museum g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 14,279.38 104,091.47 141,401 37,310 238,277 134,186 43.69 6100 Medicare 346.01 1,805.20 2,618 813 4,488 2,683 40.22 6101 Unemployment Insurance 0.00 0.00 583 583 1,000 1,000 0.00 6102 Workers'Compensation 129.00 1,080.55 1,438 357 2,465 1,384 43.84 6200 Leave Time 1,233.70 7,406.07 12,184 4,778 20,887 13,481 35.46 6201 Retirement Benefits 3,148.16 10,305.30 11,832 1,527 19,940 9,635 51.68 6202 Health Insurance 8,251.87 60,639.15 79,760 19,121 128,790 68,151 47.08 Total Personnel Costs: $ 27,388.12 $ 185,327.74 $ 249,816 $ 64,489 $ 415,847 $ 230,520 $ 44.57 Non-Personnel Costs: 7001 Communications 973.95 7,274.12 8,750 1,476 15,000 7,726 48.49 7002 Postage and Freight 722.31 4,951.46 5,250 299 9,000 4,049 55.02 7004Insurance 0.00 5,551.22 7,000 1,449 12,000 6,449 46.26 7009 Contracted Services 7,773.74 38,232.74 50,765 12,532 74,891 36,658 51.05 7011 Testing 0.00 102.00 467 365 800 698 12.75 7012 Other Special Services 5,281.49 6,411.29 5,250 (1,161) 9,000 2,589 71.24 7015 Utilities 5,065.33 34,330.80 28,583 (5,748) 49,000 14,669 70.06 7016 Heating Fuel 0.00 2,165.40 7,000 4,835 12,000 9,835 18.05 7017 Rents&Leases 148.06 814.33 1,400 586 2,400 1,586 33.93 7201 Library Books 1,300.60 3,894.12 5,833 1,939 10,000 6,106 38.94 7202 Library Periodicals 2,727.26 2,747.26 1,750 (997) 3,000 253 91.58 7203 Library Standing Orders 295.45 1,467.69 2,333 865 4,000 2,532 36.69 7204 Library Non-Print 8.93 2,937.39 2,333 (604) 4,000 1,063 73.43 7205 Library Electronic Materials 0.00 0.00 2,625 2,625 4,500 4,500 0.00 7208 Museum Collection Supplies 0.00 480.00 700 220 1,200 720 40.00 7214 Janitorial Supplies 0.00 1,992.24 2,426 434 4,158 2,166 47.91 7215 Operating Supplies 218.99 6,702.70 7,000 297 12,000 5,297 55.86 7216 Maintenance&Repair 3,326.00 10,893.90 7,758 (3,136) 13,300 2,406 81.91 7217 Small Tools&Equipment 219.65 2,297.70 3,500 1,202 6,000 3,702 38.30 7300 Advertising 0.00 1,570.00 1,750 180 3,000 1,430 52.33 7301 Subscriptions&Dues 0.00 335.00 1,400 1,065 2,400 2,065 13.96 7302 Travel&Subsistence 239.88 1,396.98 3,208 1,811 5,500 4,103 25.40 7303 Education&Training 0.00 621.20 1,458 837 2,500 1,879 24.85 7304 Equipment Rent 0.00 148.06 2,333 2,185 4,000 3,852 3.70 7810 Miscellaneous Expense 0.00 648.06 292 (356) 500 (148) 129.61 Total Non-Personnel Costs: $ 28,301.64 $ 137,965.66 $ 161,164 $ 23,200 $ 264,149 $ 126,185 $ 52.23 Total Expenditures $ 55,689.76 $ 323,293.40 $ 410,980 $ 87,689 $ 679,996 $ 356,705 $ 47.54 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 35 General Fund Debt Service g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6209 PERS DC Forfeitures 0.00 (24,736.94} 0 24,737 0 24,737 0.00 Total Personnel Costs: $ 0.00 $ (24,736.94)$ 0 $ 24,737 $ 0 $ 24,737 $ 0.00 Non-Personnel Costs: 8012 Debt Service Interest Expense 0.00 123,303.13 0 (123,303) 0 (123,303) 0.00 8300 Debt Service Principal 0.00 100,000.00 0 (100,000) 0 (10D OM 0.00 Total Non-Personnel Costs: $ 0.00 $ 223,303.13 $ 0 $ (223,303) $ 0 $ (223,303) $ 0.00 Total Expenditures $ 0.00 $ 198,566.19 $ D $ (198,566) $ 0 $ (198,566) $ D.00 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:9/17/2019 at 3:38 PM City of Seward Page: 1 General Fund Debt Service g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6201 Retirement Benefits 0.00 243,232.21 347,110 103,878 595,045 351,813 40.88 Total Personnel Costs: $ 0.00 $ 243,232.21 $ 347,110 $ 103,878 $ 595,045 $ 351,813 $ 40.88 Non-Personnel Costs: 8012 Debt Service Interest Expense 0.00 0.00 142,395 142,395 244,106 244,106 0.00 8300 Debt Service Principal 0.00 0.00 187,124 187,124 320,784 320,784 0.00 Total Non-Personnel Costs: $ 0.00 $ 0.00 $ 329,519 $ 329,519 $ 564,890 $ 564,890 $ 0.00 Total Expenditures $ 0.00 $ 243,232.21 $ 676,629 $ 433,397 $ 1,159,935 $ 916,703 $ 20.97 Monthly Budget-to-Actual Revenue Report--By Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 3 Harbor Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5000 Land Rents&Leases 92,550 290,531 230,250 60,281 394,715 (104,184) 73.61 5001 Land Lease Credits 0 0 (17,500) 17,500 (30,000) 30,000 0.00 5100 Transient Moorage 57,265 346,935 338,334 8,601 580,000 (233,065) 59.82 5101 Moorage 945 606,041 670,833 (64,792) 1,150,000 (543,959) 52.70 5102 Wharfage 0 1,087 28,000 (26,913) 48,000 (46,913) 2.26 5103 Boat Lift Fees 7,698 50,292 68,250 (7,958) 117,000 (56,708) 51.53 5105 Harbor Power Sales (5,287) 226,828 217,583 9,245 373,000 (146,172) 60.81 5150 Shower Fees 3,357 10,471 7,000 3,471 12,000 (1,529) 87.26 5153 Fuel Pumping Fee 11,408 13,721 12,250 1,471 21,000 (7,279) 65.34 5154 Waiting List Fees 630 2,804 4,375 (1,572) 7,500 (4,697) 37.38 5155 Towing Fees 315 578 525 53 900 (323) 64.17 5156 Pumping Boats 32 126 175 (49) 300 (174) 42.00 5157 North Harbor Launch Fee 93 4,608 19,688 (15,080) 33,750 (29,142) 13.65 5158 South Harbor Launch Fee 280 1,589 11,958 (10,369) 20,500 (18,911) 7.75 5800 Labor&Services 735 3,182 3,208 (27) 5,500 (2,319) 57.85 5890 Collection of Doubtful Accounts 910 910 700 210 1,200 (290) 75.81 5899 Miscellaneous Revenue 0 1,303 583 720 1,000 303 130.28 5901 EF Investment Interest 0 55,536 11,667 43,869 20,000 35,536 277.68 5905 EF Penalties and Interest 1,310 9,051 5,833 3,218 10,000 (949) 90.51 5940 Amortization of Contributions-in-Aid 81,213 568,492 568,492 0 974,557 (406,065) 58.33 5941 Amortization of Bond Premiums 0 0 25,184 (25,184) 43,172 (43.172) 0.00 Total Revenues $ 253,454 $ 2,204,085 $ 2,207,388 $ (3,305) $ 3,784,094 $ (1,580,012) $ 58.25 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 3 Harbor Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 41,097 270,010 322,875 52,865 541,318 271,308 49.88 6001 Overtime 2,335 9,371 23,854 14,483 40,893 31,522 22.92 6002 Standby Time 1,056 8,340 6,817 (1,523) 11,686 3,346 71.37 6100 Medicare 807 4,795 5,830 1,035 9,993 5,198 47.98 6101 Unemployment Insurance 0 364 292 (72) 500 136 72.79 6102 Workers'Compensation 2,692 19,875 21,933 2,058 37,600 17,725 52.86 6200 Leave Time 6,059 37,706 35,545 (2,161) 60,934 23,228 61.88 6201 Retirement Benefits 10,112 66,868 85,209 18,341 144,543 77,675 46.26 6202 Health Insurance 27,768 173,583 200,507 26,924 323,597 150,014 53.64 6209 PERS DC Forfeitures 0 (3,822) 0 3,822 0 3,822 0.00 Total Personnel Costs: $ 91,926 $ 587,090 $ 702,862 $ 115,772 $ 1,171,064 $ 583,974 $ 50.13 Non-Personnel Costs: 7001 Communications 1,207 8,010 6,709 (1,301) 11,500 3,490 69.66 7002 Postage and Freight 227 1,558 4,958 3,400 8,500 6,942 18.32 7003 Bank and Credit Card Fees 16,236 44,100 47,210 3,110 68,460 24,360 64.42 7004Insurance 22 69,113 48,242 (20,871) 82,700 13,587 83.57 7006 Legal 0 2,734 5,833 3,099 10,000 7,266 27.34 7009 Contracted Services 4,072 33,871 58,066 24,195 96,400 62,529 35.14 7011 Testing 0 711 758 47 1,300 589 54.73 7015 Utilities 14,110 46,872 68,728 21,856 117,820 70,948 39.78 7016 Heating Fuel 653 4,548 5,833 1,285 10,000 5,452 45.48 7100 General Power for Resale 18,541 155,136 179,083 23,947 307,000 151,864 50.53 7210 Vehicle Supplies 0 119 0 (119) 0 (119) 0.00 7211 Gas&Lube 1,187 8,191 13,125 4,934 22,500 14,309 36.40 7212 Uniform Allowance 0 714 0 (714) 0 (714) 0.00 7213 Safety Equipment 892 4,868 4,375 (493) 7,500 2,632 64.91 7214 Janitorial Supplies 2,628 7,350 5,833 (1,517) 10,000 2,650 73.50 7215 Operating Supplies 2,513 14,147 21,000 6,853 36,000 21,853 39.30 7216 Maintenance&Repair 6,280 17,530 30,334 12,804 52,000 34,470 33.71 7217 Small Tools&Equipment 273 9,360 10,209 849 17,500 8,140 53.49 7300 Advertising 298 1,321 3,208 1,887 5,500 4,179 24.01 7301 Subscriptions&Dues 0 314 875 561 1,500 1,186 20.96 7302 Travel&Subsistence 440 8,734 5,833 (2,901) 10,000 1,266 87.34 7303 Education&Training 750 1,204 2,333 1,129 4,000 2,796 30.10 7304 Equipment Rent 0 0 1,583 1,583 2,000 2,000 0.00 7321 Harbor General Indirect Costs 36,861 258,030 258,029 (1) 442,336 184,306 58.33 7322 Harbor Admin Indirect Costs 38,800 310,399 271,599 (38,800) 465,598 155,199 66.67 7324 Gen Fund Indirect Costs 30,453 213,170 213,170 0 365,435 152,265 58.33 7325 Harbor Internal Cost Allocation (86,233) (647,850) (603,629) 44,221 (1,034,793) (386,943) 62.61 7330 P.I.L.T. 6,270 102,438 110,304 7,866 189,092 86,654 54.17 7331 Reclass PILTto Transfer-Out (6,270) (102,438) (110,304) (7,866) (189,092) (86,654) 54.17 7808 Bad Debt Expense 0 0 7,000 7,000 12,000 12,000 0.00 7810 Miscellaneous Expense 53 412 1,458 1,046 2,500 2,088 16.49 7900 Depreciation Expense 118,366 828,563 827,348 (1,215) 1,418,309 589,746 58.42 8012 Debt Service Interest Expense 0 43,628 121,388 77,760 208,093 164,465 20.97 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 4 Harbor Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget 8103 Capital Equipment 0 3,785 0 (3,785) 0 (3,785) 0.00 8104 Motor Pool Rent 5,333 37,333 37,334 1 64,000 26,667 58.33 8300 Debt Service Principal 0 0 309,859 309,859 531,187 531,187 0.00 Total Non-Personnel Costs: $ 213,962 $ 1,487,975 $ 1,957,684 $ 479,709 $ 3,356,845 $ 1,868,870 $ 44.33 Total Expenditures $ 305,888 $ 2,075,065 $ 2,670,546 $ 595,481 $ 4,527,909 $ 2,452,844 $ 45.83 Monthly Budget-to-Actual Revenue Report--By Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 4 SMIC Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5000 Land Rents&Leases 50,508 144,444 104,851 39,593 179,745 (35,301) 80.36 5101 Moorage 5,980 19,621 6,416 13,205 11,000 8,621 178.38 5102 Wharfage 0 0 3,646 (3,646) 6,250 (6,250) 0.00 5103 Boat Lift Fees 14,365 131,623 81,667 49,956 140,000 (8,377) 94.02 5104 Storage Fees 3,875 49,201 67,083 (17,882) 115,000 (65,799) 42.78 5106 SMIC Power Sales (963) 55,954 23,917 32,037 41,000 14,954 135.47 5109 Washdown Pad Fees 0 1,579 4,783 (3,204) 8,200 (6,621) 19.25 5110 Crane Fees 0 520 0 520 0 520 0.00 5153 Fuel Pumping Fee 0 0 1,750 (1,750) 3,000 (3,000) 0.00 5800 Labor&Services 0 0 583 (583) 1,000 (1,000) 0.00 5899 Miscellaneous Revenue 0 96,515 0 96,515 0 96,515 0.00 5901 EF Investment Interest 0 3,123 0 3,123 0 3,123 0.00 5940 Amortization of Contributions-in-Aid 42,165 295,156 295,155 1 505,980 (210,824) 58.33 Total Revenues $ 115,930 $ 797,736 $ 589,851 $ 207,885 $ 1,011,175 $ (213,439) $ 78.89 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 5 SMIC Enterprise Fund g For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 3,599 39,481 31,855 (7,626) 54,607 15,126 72.30 6001 Overtime 0 664 3,050 2,386 5,228 4,564 12.70 6100 Medicare 50 569 546 (23) 935 366 60.90 6102 Workers'Compensation 328 3,837 3,915 78 6,710 2,873 57.18 6201 Retirement Benefits 811 9,163 1,017 (8,146) 1,743 (7,420) 525.68 6202 Health Insurance 2,489 25,479 16,440 (9,039) 28,182 2,703 90.41 6209 PERS DC Forfeitures 0 (644) 0 644 0 644 0.00 Total Personnel Costs: $ 7,277 $ 78,549 $ 56,823 $ (21,726) $ 97,405 $ 18,858 $ 80.64 Non-Personnel Costs: 7001 Communications 0 0 292 292 500 500 0.00 7002 Postage and Freight 5 101 3,209 3,108 5,500 5,399 1.83 7004Insurance 0 7,740 8,400 660 14,400 6,660 53.75 7006 Legal 0 596 5,833 5,237 10,000 9,404 5.96 7009 Contracted Services 3,228 13,930 17,501 3,571 30,000 16,070 46.43 7015 Utilities 1,948 12,903 8,750 (4,153) 15,000 2,097 86.02 7016 Heating Fuel 160 771 2,917 2,146 5,000 4,229 15.41 7100 General Power for Resale 3,857 31,096 15,167 (15,929) 26,000 (5,096) 119.60 7102 Power Fuel Costs 0 0 1,458 1,458 2,500 2,500 0.00 7211 Gas&Lube 1,279 3,936 5,833 1,897 10,000 6,064 39.36 7215 Operating Supplies 0 213 3,792 3,579 6,500 6,287 3.27 7216 Maintenance&Repair 354 2,019 21,000 18,981 36,000 33,981 5.61 7217 Small Tools&Equipment 0 39 2,917 2,878 5,000 4,961 0.77 7300 Advertising 0 0 1,750 1,750 3,000 3,000 0.00 7302 Travel&Subsistence 0 532 0 (532) 0 (532) 0.00 7321 Harbor General Indirect Costs 5,150 36,052 36,053 1 61,804 25,752 58.33 7322 Harbor Admin Indirect Costs 5,421 43,369 37,948 (5,421) 65,054 21,685 66.67 7323 SMIC General Indirect Costs 11,279 78,952 78,953 1 135,347 56,395 58.33 7324 Gen Fund Indirect Costs 8,128 56,898 56,898 0 97,540 40,642 58.33 7325 Harbor Internal Cost Allocation (11,279) (78,952) (78,952) 0 (135,347) (56,395) 58.33 7330 P.I.L.T. 1,861 28,401 15,187 (13,214) 26,036 (2,365) 109.08 7331 Reclass PILTto Transfer-Out (1,861) (28,401) (15,187) 13,214 (26,036) 2,365 109.08 7810 Miscellaneous Expense 0 1,315 0 (1,315) 0 (1,315) 0.00 7900 Depreciation Expense 65,246 456,722 593,774 137,052 1,017,898 561,176 44.87 8101Infrastructure 0 95,711 0 (95,711) 0 (95,711) 0.00 8103 Capital Equipment 0 10,600 0 (10,600) 0 (10,600) 0.00 8300 Debt Service Principal 0 588,050 547,213 (40,837) 588,050 0 100.00 Total Non-Personnel Costs: $ 94,776 $ 1,362,593 $ 1,370,706 $ 8,113 $ 1,999,746 $ 637,153 $ 68.14 Total Expenditures $ 102,053 $ 1,441,142 $ 1,427,529 $ (13,613) $ 2,097,151 $ 656,009 $ 68.72 Monthly Budget-to-Actual Revenue Report--By Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 5 Parking Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5200 S.Harbor Lot 51,266 108,367 74,667 33,700 128,000 (19,633) 84.66 5201 N.Harbor Lot 35,172 67,422 39,083 28,339 67,000 422 100.63 5202 N.E.Ramp Lot 28,575 47,439 26,250 21,189 45,000 2,439 105.42 5204 S.Harbor Uplands Lot 11,257 16,307 14,583 1,724 25,000 (8,693) 65.23 5205 Slip Holder Parking Passes 1,542 16,546 14,583 1,963 25,000 (8,454) 66.18 5206 Employee Passes 173 4,403 5,250 (847) 9,000 (4,597) 48.93 5207 Miscellaneous Parking Fees 0 23 0 23 0 23 0.00 5210 Vehicle w/Trailer 514 10,314 11,667 (1,353) 20,000 (9,686) 51.57 5211 Visitor Parking Permits 93 374 379 (5) 650 (276) 57.51 5212 Fines-Parking Tickets 471 495 1,167 (672) 2,000 (1,505) 24.73 5899 Miscellaneous Revenue (417) (441) 0 (441) 0 (441) 0.00 5901 EF Investment Interest 0 14,458 4,083 10,375 7,000 7,458 206.55 Total Revenues $ 128,646 $ 285,707 $ 191,712 $ 93,995 $ 328,650 $ (42,943) $ 86.93 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 6 Parking Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 9,008 34,401 72,276 37,875 121,850 87,449 28.23 6001 Overtime 2,084 5,168 2,333 (2,835) 4,000 (1,168) 129.19 6100 Medicare 738 2,207 4,653 2,446 7,976 5,769 27.68 6101 Unemployment Insurance 0 0 1,167 1,167 2,000 2,000 0.00 6102 Workers'Compensation 573 1,535 4,550 3,015 7,800 6,265 19.68 6201 Retirement Benefits 365 1,390 2,508 1,118 4,300 2,910 32.33 6202 Health Insurance 590 4,267 3,432 (835) 5,884 1,617 72.52 Total Personnel Costs: $ 13,358 $ 48,968 $ 90,919 $ 41,951 $ 153,810 $ 104,842 $ 31.84 Non-Personnel Costs: 7001 Communications 162 1,092 1,983 891 3,400 2,308 32.12 7002 Postage and Freight 0 435 583 148 1,000 565 43.50 7003 Bank and Credit Card Fees 0 923 5,075 4,152 8,700 7,777 10.61 7004Insurance 0 1,657 1,458 (199) 2,500 843 66.27 7009 Contracted Services 0 653 2,625 1,972 4,500 3,847 14.51 7011 Testing 0 0 292 292 500 500 0.00 7012 Other Special Services 2,887 2,887 5,250 2,363 9,000 6,113 32.08 7015 Utilities 70 492 583 91 1,000 508 49.20 7210 Vehicle Supplies 1,498 1,498 2,333 835 4,000 2,502 37.46 7211 Gas&Lube 295 777 875 98 1,500 723 51.82 7212 Uniform Allowance 0 0 700 700 1,200 1,200 0.00 7213 Safety Equipment 0 0 700 700 1,200 1,200 0.00 7214 Janitorial Supplies 458 458 146 (312) 250 (208) 183.20 7215 Operating Supplies 2,134 11,084 5,396 (5,688) 9,250 (1,834) 119.83 7216 Maintenance&Repair 2,816 6,353 6,125 (228) 10,500 4,147 60.50 7217 Small Tools&Equipment 0 51 2,917 2,866 5,000 4,949 1.02 7300 Advertising 0 0 583 583 1,000 1,000 0.00 7301 Subscriptions&Dues 494 494 4,375 3,881 7,500 7,006 6.59 7302 Travel&Subsistence 0 0 875 875 1,500 1,500 0.00 7303 Education&Training 125 125 875 750 1,500 1,375 8.33 7304 Equipment Rent 0 0 1,750 1,750 3,000 3,000 0.00 7307 GF Administrative Fee 950 6,650 6,650 0 11,400 4,750 58.33 7330 P.I.L.T. 10,295 21,700 15,010 (6,690) 25,732 4,032 84.33 7331 Reclass PI LT to Transfer-Out (10,295) (21,700) (15,010) 6,690 (25,732) (4,032) 84.33 7805 Promotion 0 2,000 2,000 0 2,000 0 100.00 7810 Miscellaneous Expense 19 19 0 (19) 0 (19) 0.00 7900 Depreciation Expense 2,494 17,456 6,815 (10,641) 11,682 (5,774) 149.43 8103 Capital Equipment 0 0 5,833 5,833 10,000 10,000 0.00 8104 Motor Pool Rent 1,083 7,583 7,583 0 13,000 5,417 58.33 Total Non-Personnel Costs: $ 15,485 $ 62,687 $ 74,380 $ 11,693 $ 126,082 $ 63,395 $ 49.72 Total Expenditures $ 28,843 $ 111,655 $ 165,299 $ 53,644 $ 279,892 $ 168,237 $ 39.89 Monthly Budget-to-Actual Revenue Report--By Fund Run:9/17/2019 at 3:03 PM City/of Seward Page: 6 Electric Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5300 Residential 159,495 927,913 813,615 114,298 1,394,769 (466,856) 66.53 5302 Residential fuel factor 104,850 845,918 830,436 15,482 1,423,604 (577,686) 59.42 5303 Residential customer charge 44,436 309,898 293,219 16,679 502,661 (192,763) 61.65 5310 SG Service 94,585 501,252 507,724 (6,472) 870,384 (369,132) 57.59 5312 SG fuel factor 62,032 416,630 362,628 54,002 621,648 (205,018) 67.02 5313 SG Customer Charge 21,672 148,738 131,349 17,389 225,170 (76,432) 66.06 5320 LG Service 97,069 615,190 792,554 (177,364) 1,358,664 (743,474) 45.28 5322 LG fuel factor 151,370 1,097,839 1,054,808 43,031 1,808,242 (710,403) 60.71 5323 LG customer charge 3,852 27,125 26,718 407 45,802 (18,677) 59.22 5324 LG demand charge 143,933 866,235 829,134 37,101 1,421,372 (555,137) 60.94 5340 Spec.Contract Energy 40,956 210,089 283,640 (73,551) 486,240 (276,151) 43.21 5342 Special Contract fuel factor 35,992 249,876 288,152 (38,276) 493,974 (244,098) 50.58 5343 Spec.Contract customer charge 131 916 621 295 1,064 (148) 86.13 5345 Special Contract Demand 42,364 262,769 247,233 15,536 423,828 (161,059) 62.00 5350 Harbor Fund Power Sales 9,767 109,785 180,833 (71,048) 310,000 (200,215) 35.41 5352 Harbor power fuel factor 6,558 89,121 64,167 24,954 110,000 (20,879) 81.02 5360 Street&Yard 5,560 41,825 40,833 992 70,000 (28,175) 59.75 5362 Yard Light Fuel 205 3,543 2,333 1,210 4,000 (457) 88.56 5801 Turn on Fees 2,944 12,694 11,667 1,027 20,000 (7,306) 63.47 5802 Equipment Rental 0 0 11,667 (11,667) 20,000 (20,000) 0.00 5803 Joint Pole Use 0 0 5,833 (5,833) 10,000 (10,000) 0.00 5804 Work Order Revenue 0 (430) 11,667 (12,097) 20,000 (20,430) (2.15) 5805 Chugach Coop Divid. 0 281,043 0 281,043 0 281,043 0.00 5890 Collection of Doubtful Accounts 0 129 583 (454) 1,000 (871) 12.87 5899 Miscellaneous Revenue 0 25,461 2,917 22,544 5,000 20,461 509.22 5901 EF Investment Interest 0 102,932 4,083 98,849 7,000 95,932 1,470.46 5905 EF Penalties and Interest 4,125 24,977 29,167 (4,190) 50,000 (25,023) 49.95 5940 Amort.of CIA-General 81,789 572,523 562,517 10,006 964,315 (391,792) 59.37 5941 Amort.Bond Premium 0 0 8,070 (8,070) 13,834 (13,834) 0.00 Total Revenues $ 1,113,685 $ 7,743,991 $ 7,398,168 $ 345,823 $ 12,682,571 $ (4,938,580) $ 61.06 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 7 Electric Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 58,797 433,878 567,218 133,340 967,539 533,661 44.84 6001 Overtime 7,686 36,092 39,015 2,923 66,881 30,789 53.96 6002 Standby Time 8,358 53,776 56,207 2,431 96,353 42,577 55.81 6100 Medicare 1,270 8,564 10,055 1,491 17,239 8,675 49.68 6102 Workers'Compensation 4,563 41,975 49,380 7,405 84,648 42,673 49.59 6200 Leave Time 5,255 47,675 60,221 12,546 103,235 55,560 46.18 6201 Retirement Benefits 13,772 97,217 107,830 10,613 184,062 86,845 52.82 6202 Health Insurance 22,512 143,038 181,536 38,498 301,823 158,785 47.39 6204 Meal Allowance 0 286 4,200 3,914 7,200 6,914 3.97 6205 Electric Union Benefits 733 1,668 12,250 10,582 21,000 19,332 7.94 6209 PERS DC Forfeitures 0 (2,516) 0 2,516 0 2,516 0.00 Total Personnel Costs: $ 122,946 $ 861,653 $ 1,087,912 $ 226,259 $ 1,849,980 $ 988,327 $ 46.58 Non-Personnel Costs: 7001 Communications 1,583 10,623 12,541 1,918 21,500 10,877 49.41 7002 Postage and Freight 3,353 9,302 13,416 4,114 23,000 13,698 40.44 7003 Bank and Credit Card Fees 7,782 42,662 66,593 23,931 90,760 48,098 47.00 7004Insurance 0 34,650 37,917 3,267 65,000 30,350 53.31 7006 Legal 8,507 31,595 35,000 3,405 60,000 28,405 52.66 7009 Contracted Services 13,399 113,273 260,450 147,177 442,950 329,677 25.57 7010 Engineering 5,005 37,428 17,500 (19,928) 30,000 (7,428) 124.76 7011 Testing 0 1,153 292 (861) 500 (653) 230.53 7012 Other Special Services 833 7,815 8,750 935 15,000 7,185 52.10 7015 Utilities 9,765 99,220 70,875 (28,345) 121,500 22,280 81.66 7016 Heating Fuel 199 7,683 10,500 2,817 18,000 10,317 42.68 7017 Rents&Leases 808 23,128 13,417 (9,711) 23,000 (128) 100.56 7101 Chugach Power Purchases 194,879 1,361,450 1,310,449 (51,001) 2,246,484 885,034 60.60 7102 Power Fuel Costs 260,413 1,922,323 1,698,935 (223,388) 2,912,460 990,137 66.00 7103 Fuel for Generators 0 73 58,334 58,261 100,000 99,927 0.07 7210 Vehicle Supplies 1,674 18,288 5,833 (12,455) 10,000 (8,288) 182.88 7211 Gas&Lube 2,212 12,685 22,167 9,482 38,000 25,315 33.38 7212 Uniform Allowance 7 14,893 875 (14,018) 1,500 (13,393) 992.87 7213 Safety Equipment 0 1,172 3,500 2,328 6,000 4,828 19.53 7215 Operating Supplies 9,451 59,954 106,750 46,796 183,000 123,046 32.76 7216 Maintenance&Repair 4,496 13,210 52,501 39,291 90,000 76,790 14.68 7217 Small Tools&Equipment 3,435 20,806 14,583 (6,223) 25,000 4,194 83.22 7300 Advertising 0 472 3,500 3,028 6,000 5,528 7.87 7301 Subscriptions&Dues 90 2,796 49,934 47,138 85,600 82,804 3.27 7302 Travel&Subsistence 677 12,135 16,334 4,199 28,000 15,865 43.34 7303 Education&Training 1,374 3,556 16,334 12,778 28,000 24,444 12.70 7304 Equipment Rent 5,300 16,999 14,583 (2,416) 25,000 8,001 68.00 7307 GF Administrative Fee 79,442 556,095 556,095 0 953,306 397,211 58.33 7330 P.I.L.T. 82,222 561,485 543,547 (17,938) 931,794 370,309 60.26 7331 Reclass PILTto Transfer-Out (82,222) (561,485) (543,547) 17,938 (931,794) (370,309) 60.26 7808 Bad Debt Expense 0 (172) 17,500 17,672 30,000 30,172 (0.57) 7810 Miscellaneous Expense (3) 269 20,417 20,148 35,000 34,731 0.77 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 8 Electric Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget 7900 Depreciation Expense 136,019 952,133 905,006 (47,127) 1,551,440 599,307 61.37 8010 Utility Deposit Interest 430 763 700 (63) 1,200 437 63.62 8012 Debt Service Interest Expense 90,100 105,158 105,117 (41) 180,200 75,042 58.36 8014 Debt Service Amortization of Bond Issue Costs 0 0 12,193 12,193 20,903 20,903 0.00 8101 Infrastructure 0 0 81,667 81,667 140,000 140,000 0.00 8103 Capital Equipment 0 8,696 32,083 23,387 55,000 46,304 15.81 8104 Motor Pool Rent 22,500 157,500 157,500 0 270,000 112,500 58.33 8200 Work Order Sal/Benefit credits 0 0 (35,000) (35,000) (60,000) (60,000) 0.00 8201 Work Order Operating Supply credits 0 0 (17,500) (17,500) (30,000) (30,000) 0.00 8300 Debt Service Principal 165,000 165,000 96,250 (68,750) 165,000 0 100.00 Total Non-Personnel Costs: $ 1,028,730 $ 5,824,786 $ 5,853,891 $ 29,105 $ 10,008,303 $ 4,183,517 $ 58.20 Total Expenditures $ 1,151,676 $ 6,686,439 $ 6,941,803 $ 255,364 $ 11,858,283 $ 5,171,844 $ 56.39 Monthly Budget-to-Actual Revenue Report--By Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 7 Water Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5300 Residential 43,664 301,845 277,954 23,891 476,492 (174,647) 63.35 5310 SG Service 19,880 91,635 77,246 14,389 132,422 (40,787) 69.20 5320 LG Service 24,305 122,776 130,465 (7,689) 223,654 (100,878) 54.90 5330 SMIC Sales 3,921 31,240 35,828 (4,588) 61,419 (30,179) 50.86 5340 Spec.Contracts 28,169 104,029 168,645 (64,616) 289,106 (185,077) 35.98 5801 Turn on Fees 388 9,030 6,049 2,981 10,369 (1,339) 87.09 5806 Ship Water 19,901 54,573 61,588 (7,015) 105,580 (51,007) 51.69 5807 Hydrant Rentals 10,648 79,717 72,132 7,585 123,655 (43,938) 64.47 5899 Miscellaneous Revenue 0 12,693 6,049 6,644 10,369 2,324 122.41 5901 EF Investment Interest 0 34,508 3,028 31,480 5,191 29,317 664.76 5905 EF Penalties and Interest 53 438 1,213 (775) 2,079 (1,641) 21.05 5940 Amort.of CIA-General 17,100 119,702 121,969 (2,267) 209,090 (89.388) 57.25 Total Revenues $ 168,029 $ 962,186 $ 962,166 $ 20 $ 1,649,426 $ (687,240) $ 58.33 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 9 Water Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 13,157 104,289 111,853 7,564 187,526 83,237 55.61 6001 Overtime 1,890 9,823 2,466 (7,357) 4,226 (5,597) 232.43 6002 Standby Time 666 4,807 5,753 946 9,862 5,055 48.75 6100 Medicare 238 1,754 1,976 222 3,387 1,633 51.80 6102 Workers'Compensation 1,117 8,685 7,083 (1,602) 12,141 3,456 71.53 6200 Leave Time 2,181 5,336 11,912 6,576 20,420 15,084 26.13 6201 Retirement Benefits 3,791 27,536 25,941 (1,595) 44,470 16,934 61.92 6202 Health Insurance 8,962 64,918 65,416 498 104,640 39,722 62.04 6209 PERS DC Forfeitures 0 (1,555) 0 1,555 0 1,555 0.00 Total Personnel Costs: $ 32,002 $ 225,593 $ 232,400 $ 6,807 $ 386,672 $ 161,079 $ 58.34 Non-Personnel Costs: 7001 Communications 498 4,582 7,000 2,418 12,000 7,418 38.19 7002 Postage and Freight 605 1,520 3,792 2,272 6,500 4,980 23.39 7003 Bank and Credit Card Fees 833 5,497 8,450 2,953 10,950 5,453 50.20 7004Insurance 0 8,552 6,417 (2,135) 11,000 2,448 77.74 7006 Legal 0 0 2,917 2,917 5,000 5,000 0.00 7009 Contracted Services 0 2,519 60,800 58,281 92,050 89,531 2.74 7011 Testing 0 3,032 6,417 3,385 11,000 7,968 27.56 7015 Utilities 18,086 117,286 151,083 33,797 259,000 141,714 45.28 7016 Heating Fuel 0 732 0 (732) 0 (732) 0.00 7211 Gas&Lube 251 4,201 6,125 1,924 10,500 6,299 40.01 7213 Safety Equipment 114 290 1,750 1,460 3,000 2,710 9.68 7215 Operating Supplies 234 8,906 25,958 17,052 44,500 35,594 20.01 7216 Maintenance&Repair 0 2,710 14,583 11,873 25,000 22,290 10.84 7217 Small Tools&Equipment 77 4,098 3,792 (306) 6,500 2,402 63.04 7300 Advertising 0 0 583 583 1,000 1,000 0.00 7301 Subscriptions&Dues 0 227 992 765 1,700 1,473 13.35 7302 Travel&Subsistence 0 210 3,267 3,057 5,600 5,390 3.74 7303 Education&Training 0 300 3,267 2,967 5,600 5,300 5.36 7304 Equipment Rent 0 0 4,667 4,667 8,000 8,000 0.00 7307 GF Administrative Fee 21,916 153,411 153,411 0 262,991 109,580 58.33 7330 P.I.L.T. 12,070 64,603 63,332 (1,271) 108,569 43,966 59.50 7331 Reclass PI LT to Transfer-Out (12,070) (64,603) (63,332) 1,271 (108,569) (43,966) 59.50 7808 Bad Debt Expense 0 0 1,167 1,167 2,000 2,000 0.00 7810 Miscellaneous Expense 0 0 1,050 1,050 1,800 1,800 0.00 7900 Depreciation Expense 35,301 247,107 228,783 (18,324) 392,199 145,092 63.01 8012 Debt Service Interest Expense 0 4,850 11,474 6,624 19,669 14,819 24.66 8104 Motor Pool Rent 417 2,917 2,917 0 5,000 2,083 58.33 8300 Debt Service Principal 0 137,175 80,019 (57,156) 137,175 0 100.00 Total Non-Personnel Costs: $ 78,332 $ 710,122 $ 790,681 $ 80,559 $ 1,339,734 $ 629,612 $ 53.00 Total Expenditures $ 110,334 $ 935,715 $ 1,023,081 $ 87,366 $ 1,726,406 $ 790,691 $ 54.20 Monthly Budget-to-Actual Revenue Report--By Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 8 Wastewater Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5300 Residential 58,500 403,456 375,172 28,284 643,152 (239,696) 62.73 5310 SG Service 24,699 115,385 121,025 (5,640) 207,471 (92,086) 55.62 5320 LG Service 30,080 157,563 174,875 (17,312) 299,786 (142,223) 52.56 5330 SMIC Sales 1,996 13,941 23,237 (9,296) 39,834 (25,893) 35.00 5801 Turn on Fees 117 9,853 0 9,853 0 9,853 0.00 5809 Water/Seward Misc.Service 1,669 2,047 1,510 537 2,589 (542) 79.07 5901 EF Investment Interest 0 34,630 1,213 33,417 2,079 32,551 1,665.71 5905 EF Penalties and Interest 94 806 908 (102) 1,556 (750) 51.78 5940 Amort.of CIA-General 33,204 232,426 232,426 0 398,445 (166,019) 58.33 Total Revenues $ 150,359 $ 970,107 $ 930,366 $ 39,741 $ 1,594,912 $ (624,805) $ 60.83 Monthly Budget Expenditure Report by Fund Run:9/17/2019 at 3:03 PM City of Seward Page: 10 Wastewater Enterprise Fund For 7/31/2019 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 6,263 53,793 85,293 31,500 142,969 89,176 37.63 6001 Overtime 361 3,649 1,849 (1,800) 3,170 (479) 115.11 6002 Standby Time 526 3,495 3,787 292 6,492 2,997 53.84 6100 Medicare 113 911 1,573 662 2,696 1,785 33.79 6102 Workers'Compensation 469 3,961 5,104 1,143 8,749 4,788 45.28 6200 Leave Time 1,202 11,353 11,136 (217) 19,091 7,738 59.47 6201 Retirement Benefits 1,786 14,012 19,743 5,731 33,844 19,832 41.40 6202 Health Insurance 3,416 29,118 40,684 11,566 64,586 35,468 45.08 6209 PERS DC Forfeitures 0 f4891 0 489 0 489 0.00 Total Personnel Costs: $ 14,136 $ 119,803 $ 169,169 $ 49,366 $ 281,597 $ 161,794 $ 42.54 Non-Personnel Costs: 7001 Communications 494 3,422 4,842 1,420 8,300 4,878 41.23 7002 Postage and Freight 580 1,561 2,741 1,180 4,700 3,139 33.22 7003 Bank and Credit Card Fees 1,059 7,324 10,397 3,073 13,730 6,406 53.34 7004Insurance 0 2,816 4,669 1,853 8,004 5,188 35.19 7006 Legal 0 0 7,000 7,000 12,000 12,000 0.00 7009 Contracted Services 0 19,609 78,300 58,691 122,050 102,441 16.07 7011 Testing 3,902 17,474 15,750 (1,724) 27,000 9,526 64.72 7015 Utilities 14,754 88,846 127,166 38,320 218,000 129,154 40.76 7016 Heating Fuel 0 0 2,042 2,042 3,500 3,500 0.00 7017 Rents&Leases 0 0 117 117 200 200 0.00 7210 Vehicle Supplies 0 56 0 (56) 0 (56) 0.00 7211 Gas&Luhe 600 4,574 5,658 1,084 9,700 5,126 47.15 7213 Safety Equipment 0 93 875 782 1,500 1,407 6.21 7215 Operating Supplies 432 9,246 9,917 671 17,000 7,754 54.39 7216 Maintenance&Repair 30 1,893 17,209 15,316 29,500 27,607 6.42 7217 Small Tools&Equipment 101 1,295 2,333 1,038 4,000 2,705 32.37 7300 Advertising 0 0 233 233 400 400 0.00 7301 Subscriptions&Dues 17 5,521 2,625 (2,896) 4,500 (1,021) 122.70 7302 Travel&Subsistence 0 0 3,033 3,033 5,200 5,200 0.00 7303 Education&Training 0 0 2,217 2,217 3,800 3,800 0.00 7304 Equipment Rent 0 0 3,500 3,500 6,000 6,000 0.00 7307 GF Administrative Fee 13,384 93,687 93,687 0 160,606 66,919 58.33 7330 P.I.L.T. 9,365 56,180 55,666 (514) 95,427 39,247 58.87 7331 Reclass PILTto Transfer-Out (9,365) (56,180) (55,666) 514 (95,427) (39,247) 58.87 7808 Bad Debt Expense 0 0 1,167 1,167 2,000 2,000 0.00 7810 Miscellaneous Expense 0 0 700 700 1,200 1,200 0.00 7900 Depreciation Expense 30,522 213,655 208,357 (5,298) 357,184 143,529 59.82 8012 Debt Service Interest Expense 0 0 9,846 9,846 16,878 16,878 0.00 8102 Buildings 0 12,274 0 (12,274) 0 (12,274) 0.00 8103 Capital Equipment 0 16,253 0 (16,253) 0 (16,253) 0.00 8104 Motor Pool Rent 417 2,917 2,917 0 5,000 2,083 58.33 8300 Debt Service Principal 0 0 34,183 34,183 58,599 58,599 0.00 Total Non-Personnel Costs: $ 66,292 $ 502,516 $ 651,481 $ 148,965 $ 1,100,551 $ 598,035 $ 45.66 Total Expenditures $ 80,428 $ 622,319 $ 820,650 $ 198,331 $ 1,382,148 $ 759,829 $ 45.03 Cash Balances All Funds Run:9/17/2019 at 3:41 PM City of Seward Central Treasury For 7/31/2019 ????? This Year Balance Assets 00001 1099 01000 Due To/From Other Funds 6,722,182.52 00001 1099 02000 Due To/From Other Funds 37,713.81 00001 1099 03000 Due To/From Other Funds 2,754,858.16 00001 1099 03100 Due To/From Other Funds 405,776.11 00001 1099 11000 Due To/From Other Funds 2,406,767.63 00001 1099 11001 Due To/From Other Funds 438,567.56 00001 1099 11002 Due To/From Other Funds 199,098.75 00001 1099 11103 Due To/From Other Funds 1,195,167.85 00001 1099 11113 Due To/From Other Funds 292,967.67 00001 1099 11420 Due To/From Other Funds 254,964.81 00001 1099 11421 Due To/From Other Funds (1,325,631.61) 00001 1099 12000 Due To/From Other Funds (228,248.01) 00001 1099 12333 Due To/From Other Funds 0.00 00001 1099 13000 Due To/From Other Funds 1,225,684.98 00001 1099 15000 Due To/From Other Funds 6,211,663.55 00001 1099 15001 Due To/From Other Funds 957,301.76 00001 1099 15310 Due To/From Other Funds 566,135.55 00001 1099 17000 Due To/From Other Funds 1,454,125.57 00001 1099 17001 Due To/From Other Funds 852,572.15 00001 1099 17330 Due To/From Other Funds 216,842.64 00001 1099 17331 Due To/From Other Funds 0.00 00001 1099 18000 Due To/From Other Funds 1,890,437.55 00001 1099 18001 Due To/From Other Funds 742,025.05 00001 1099 19100 Due To/From Other Funds (1,757,200.86) 00001 1099 19102 Due To/From Other Funds 929,926.50 00001 1099 19200 Due To/From Other Funds 4,913,324.56 00001 1099 30040 Due To/From Other Funds 24,999.94 00001 1099 30041 Due To/From Other Funds (336,541.75) 00001 1099 30042 Due To/From Other Funds 326,177.91 00001 1099 30043 Due To/From Other Funds 106,304.47 00001 1099 30051 Due To/From Other Funds 44,176.31 00001 1099 30070 Due To/From Other Funds 2,150.00 00001 1099 30103 Due To/From Other Funds 0.00 00001 1099 30113 Due To/From Other Funds (2,803.35) 00001 1099 70033 Due To/From Other Funds 0.00 00001 1099 70051 Due To/From Other Funds (28,405.00) 00001 1099 70052 Due To/From Other Funds (8,460.00) 00001 1099 80010 Due To/From Other Funds 1,627,814.71 00001 1099 80015 Due To/From Other Funds 168,087.50 00001 1099 80020 Due To/From Other Funds 580,252.22 00001 1099 80040 Due To/From Other Funds 157,497.00 00001 1099 80115 Due To/From Other Funds 400,O00.0 Total Assets $ 34,418,274.21 KEY: Fund Number Description 01000 - General FlUnd 02000 —Agency Fund (teen council) 03000 — Motor Poo� 03100 — Conipensated Absences (anm4l leave) 11000 — Harbor 11001 — Harbor Major Repair & Rep�lacenieint (MRRF) Fund 11002 — Harbor Passenger Fee Fund 11103 — CPV 11113 — CPV 11420 ... LaUnch Ranip 11421 -- LaUnch Ramp 120001 — SMIC 12332 — SM�C Expansion 12333 -- SMIC Expansion 13000 ... Parking 15000 — Electric 15001 — Electric Major Repair & Rep cernent FUrid 15310 — Electric ""l ransrnission Urres 17000 — Water 17001 — Water Major Repair & Replacernent Fund 17330 Water` "Fariks 18000 — Wastewater 18001 — Wastewater Major Repair & Replacernerit Fund 19100 — I-lospital 19102 i4ealthcare Facifities 19,200 Seward Mouritain Haven 30000 — T'wo Laikes Park 70033 --- 2013 FEMA Flood 80010 ,... CapitM Furid 80015 Arflrrial Shelter 80020 Streets & Sidewalks 80030 Kawabe Park 80040 — ClIC Providence St.Joseph Health BAL_Balance Sheet_WD_EAL 110-PROVIDENCE SEWARD MED CENTER-MGD Entity-110 Balance Sheet(Whole Dollars) Printed On 8/19/19 @ 1:13 PM Reported as of July 2019 Printed By vdedik July December July December 2019 2018 2019 2018 Actual Pr.Year Actual Pr.Year ASSETS LIABILITIES&NET ASSETS Current Assets: Current Liabilities: Cash and Cash Equivalents 728,383 470,263 Accounts Payable 428,523 1,536,642 Mgmt Designated Cash&Cash Equiv. - - Accrued Compensation 957,409 1,030,955 Patient Accounts Receivable 8,822,494 5,735,947 Payable to Contractual Agencies 36,100 17,000 Less:Contractual Allowance (1,686,958) (1,265,678) Other Current Liabilities 7,660,643 7,266,795 Less:Allowance for Doubtful Accounts (2,310,909) (919,829) Total Current Liabilities 9,082,675 9,851,392 Other Receivables 2,091,883 1,141,317 Supplies Inventory 39,169 43,039 Other Current Assets 43,079 42,546 Long-Term Debt: Total Current Assets 7,727,143 5,247,606 Other Long Term Liabilities 1,433,105 958,551 Assets Whose Use is Limited: Funds Held for Long Term Purposes (246,312) (254,234) Total Liabilities 10,515,780 10,809,943 Assets Whose Use is Limited (246,312) (254,234) Property.Plant&Equipment: Net Assets: Property Plant Equipment Gross 696,326 304,317 Unrestricted (1,836,300) (4,565,676) Accumulated Depreciation (294,310) (285,345) Temporarily Restricted 47,257 41,928 Property Plant Equipment Net 402,016 18,972 Total Net Assets (1,789,043) (4,523,748) Other Long Term Assets: Total Liabilities and Net Assets 8,726,737 6,286,196 Other LT Assets 843,890 1,273,852 Total Other LT Assets 843,890 1,273,852 Total Assets 8,726,737 6,286,196 Providence St.Joseph Health INC DET_OPS 1WD EAL 110-PROVIDENCE SEWARD MED CENTER-MGD Dept AIIDepartnents-AIIDepartments Detail Statement of Operations(Whole Dollars) Printed On 8/19/19 @ 1 13 PM Reported as of July 2019 Printed By vdedik Month-To-Date Year-To-Date Actual Budget %Variance Actual Budget %Variance Pr.Year %Variance Gross Service Revenues: 83,790 168,334 (50.2%) AcuteCare-Inpatient 1,298,072 1,327,030 (2.2%) 1,524,225 (14.8%) 1,715,125 1,237,286 38.6% AcuteCare-Outpatient 7,972,478 6,846,676 16.4% 6,590,305 21.0% 309,024 313,315 (1.4%) PrmaryCa. 1,320,537 1,376,557 (4.1%) 1,225,502 7.8% 1 328 024 1 457 177 (8.9%) Long-lens Care 9 804 937 9 952 571 (1.5%) 9 926 775 (1.2%) 3,435,964 3,176,111 8.21/6 Total Gross Service Revenues 20,396,024 19,502,834 4.60/6 19,266,807 5.90/6 Revenue Deductions: 18,505 171,344 89.2% Charity Care 142,886 1,133,629 87.4% 864,870 83.5% 528,095 665,797 20.7% Medicare Medicaid 2,706,315 3,848,234 29.7% 4,442,166 39.1% 179,787 49,336 (264.4%) Negotiated Contracts 603,352 261,652 (130.6%) 382,375 (57.8%) 192,635 63,170 20( 4.9%) Other Deduction Expense 646,184 373,724 (72.9%) 619,423 (4.3%) 919,021 949,647 3.2% Revenue Deductions 4,098,736 5,617,240 27.0% 6,308,834 35.0% 150,240 79,350 8(9.3%) Bad Debt Deduction 1,678,329 486,352 2(45.1%) 605,729 17( 7.1%) 2,366,703 2,147,113 10.2% Net Service Revenue 14,618,958 13,399,242 9.1% 12,352,244 18.4% 15393 9401 63.7% Other Operating Revenue 1081360 70905 1425.1% 75277 1336.51% 2,382,097 2,156,515 10.50/6 Total Net Operating Revenues 15,700,318 13,470,147 16.60/6 12,427,522 26.30/6 Expenses from Operations: Other Expenses from Operations. 901,392 1,098,253 17.9% Salaries and Wages 6,669,338 7,143,978 6.6% 6,649,970 (0.3%) 352,330 238,121 (48.0%) Employee Benefits 1,744,348 1,617,707 (7.8%) 1,540,794 (13.2%) 30,640 28,970 (5.8%) Professional Fees Expense 126,506 168,106 24.7% 174,528 27.5% 93,533 97,375 3.9% Supplies 617,292 680,233 9.3% 630,523 2.1% 175,061 165,253 (5.9%) Purchased Services Expense 1,419,381 1,527,514 7.1% 1,260,616 (12.6%) 1,281 1,244 (2.9%) Depreciation Expense 8,966 8,710 (2.9%) 13,647 34.3% 55 - - Interest and Amortization 277 - - 85,702 99.7% 367 570 35.7% Taxes and Licenses 38,092 4,672 (715.3%) 46,618 18.3% 66,744 107,845 38.1% Other Expenses 696160 691,758 (0.6%) 674140 (3.3%) 1,621,402 1,737,631 6.70/6 Other Expenses from Operations 11,320,360 11,842,678 4.40/6 11,076,538 (2.2%) 1,621,402 1,737,631 6.70/6 Total Operating Expenses 11,320,360 11,842,678 4.40/6 11,076,538 (2.2%) 760,694 418,883 81.60/6 Net Operating Income 4,379,959 1,627,470 169.10/6 1,350,984 224.20/6 760,694 418,883 81.6% Net Operating Income fully burdened 4,379,959 1,627,470 169.1% 1,350,984 224.2% 237 13 1 721.1% Non-Operating Gain(Loss) 1,619 346 367.7% 37 4 330.5% 760,931 418,896 81.70/6 Net Income fully burdened 4,381,578 1,627,816 169.20/6 1,351,020 224.30/6 762,031 420,127 81.4% EBIDA fully burdened 4,389,202 1,636,179 168.3% 1,450,333 202.6% 762,031 420,127 81.4% EBIDA 4,389,202 1,636,179 168.3% 1,450,333 202.6% Fully burdened includes allocated costs Providence Health&Services BAL_STMT_CHG_IN NET ASSET_WD_EAL 110-PROVIDENCE SEWARD MED CENTER-MGD Actual Statement of Changes in Net Assets(Whole Dollars) Printed On 8/19/19 @ 1:13 PM Reported as of July 2019 Printed By vde 9of 111 UNRESTRICTED FUNDS Current Year to Date Prior Year to Date Beginning of Year (4,565,676) (5,386,610) Excess of Revenues Over Expenses 4,381,578 1,351,020 Restricted Contributions&Grants - - Net Assets Released from Rest. 140,000 Interdivision Transfers - Unidentified Differences Net Assets(Liabilities)Assumed Unrealized Gains(Losses)on Invest. Extraordinary Items&Other (1,792,202) (1,847,339) Total Change in Net Assets 2,729,376 (496,318) Ending Balance (1,836,300) (5,882,928) TEMPORARILY RESTRICTED FUNDS Current Year to Date Prior Year to Date Beginning of Year 41,928 36,705 Investment and Other Income - - Restricted Contributions&Grants 5,329 2,523 Net Assets Released from Rest. - - Interdivision Transfers Unidentified Differences Net Assets(Liabilities)Assumed Unrealized Gains(Losses)on Invest. Extraordinary Items&Other Total Change in Net Assets 5,329 2,523 Ending Balance 47,257 39,228 Providence Health&Services BAL_STMT_CHG_IN NET ASSET_WD_EAL 110-PROVIDENCE SEWARD MED CENTER-MGD Actual Statement of Changes in Net Assets(Whole Dollars) Printed On 8/19/19 @ 1:13 PM Reported as of July 2019 Printed By vde 11 10 of 11 PERMANENTLY RESTRICTED FUNDS Current Year to Date Prior Year to Date Beginning of Year Investment and Other Income Restricted Contributions&Grants Net Assets Released From Rest. Interdivision Transfers Unidentified Differences Net Assets(Liabilities)Assumed Unrealized Gains(Losses)on Invest. Extraordinary Items&Other Total Change in Net Assets Ending Balance TOTAL ALL FUNDS Current Year to Date Prior Year to Date Beginning of Year (4,523,748) (5,349,905) Excess of Revenues Over Expenses 4,381,578 1,351,020 Investment and Other Income - - Restricted Contributions&Grants 5,329 2,523 Net Assets Released From Rest. 140,000 - Interdivision Transfers - Unidentified Difference Net Assets(Liabilities)Assumed Unrealized Gains(Losses)on Inv. Extraordinary Items&Other (1,792,202) (1,847,339) Total Change in Net Assets 2,734,705 (493,796) Ending Balance (1,789,043) (5,843,700) Providence Health&Services CIF_CASHFLOW_STMT WD EAL 110-PROVIDENCE SEWARD MED CENTER-MGD Actual YTD Statement of Cash Flows(Whole Dollars) Printed On 8/19/19 @ 1:13 PM Reported as of July 2019 Printed By vdedik July July July July 2019 2018 2019 2018 Operating Activities: Financing Activities: Change in Net Assets 2,734,705 (493,796) Interdivision Transfers and Other 140,000 - Adjustments to Reconcile Net Cash Provided Net Cash Provided by Used in Fin Act 140,000 - by Operating Activities Depreciation 8,966 13,647 Increase(Decrease)in Cash&Cash Equiv. 258,120 2,520,306 Provision for Bad Debts 1,678,329 605,729 Net Real/Unreal Gains Losses on Invest (1,619) (37) Cash and Cash Equiv-Beginning of Period 470,263 779,547 Net Assets Cont/Assumed and Other (140,000) - Changes in Certain Current Assets/Liab (5,060,473) 2,358,288 Cash and Cash Equiv-End of Period 728,383 3,299,854 Increase Decrease in Other Liabilities 474,554 (1,259) Net Cash Provided by Used in Op Act (305,539) 2,482,573 Supplemental Disclosure: Investing Activities: Net Investments Purchases Sales (6,303) 40,608 FM Increase Decrease in Other Long-Term Assets 429,963 (2,875) Net Cash Provided by Used in Inv Act 423,659 37,733 September 2019 September 2019 October 2019 So TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 5 6 7 1 2 3 4 5 8 9 10 11 12 13 14 6 7 8 9 10 11 12 15 16 17 18 19 20 21 13 14 15 16 17 18 19 22 23 24 25 26 27 28 20 21 22 23 24 25 26 29 30 27 28 29 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Sep 1 2 3 4 5 6 7 8:00am LABOR 6:00pm P&Z 12:00pm PACAB 12:00pm CC WS DAY HOLIDAY Joint Work WS(Council Mtg(Council -Offices Session- Closed Rescheduled 7:00pm P&Z Mtg (Council 8 9 10 11 12 13 14 '6'6......CC,Work- 5:30pm Meet the I 6:00pm H PC WS pm Session Candidates I Mtg(Council Ordinance (Council - 2019-014 .......Chambers) 7:30pm HPC Mtg (Council (Council Chambers) 7:00pm CC Mtg 15 16 17 18 19 20 21 6:00pm CC 6:00pm P&Z 12:00pm PACAB 12:00pm CC WS Community Joint Work Reg Mtg Mtg(Council Town Hall Mtg Session (Council ........... (KME Rae (Council ........... _,,,,Building),,,,,,,,,................. 7:00pm P&Z WS .............( h,am,4ers)......... 22 23 24 25 26 27 28 5:30pm Budget 6':*miP4C46 Kick Off WS Community (Council Open House (Seward 7:00pm CC Mtg ........... 29 30 Oct 1 2 3 4 5 Council Calendar 1 9/11/2019 9:09 AM October 2019 October 2019 November 2019 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 3 4 5 1 2 6 7 8 9101112 3 4 5 6 7 8 9 13 14 15 16 17 18 19 10 11 12 13 14 15 16 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 PACAB WS 1:00pm Canvass Municipal Board(Council Election(KME 12 pm g)............... ............ 7:00pm P&Z Mtg (Council 6 7 8 9 10 11 12 11:66 P m CC................ Work Session (Council I.......chambers)..... . 13 14 15 16 17 18 19 7:00pm CC Mtg IIII'6.00pm P&Z WS IIII 20 21 22 23 24 25 26 PACAB Mtg 12:00pm CC Work Session 12 pm (Council 27 28 29 30 31 Nov 1 2 7:00pm CC Mtg Council Calendar 2 9/11/2019 9:09 AM November 2019 November 2019 December 2019 SuMo TuWe Th Fr Sa SuMo TuWe Th Fr Sa 1 2 1 2 3 4 5 6 7 3 4 5 6 7 8 9 8 9 10 11 12 13 14 10 11 12 13 14 15 16 15 16 17 18 19 20 21 17 18 19 20 21 22 23 22 23 24 25 26 27 28 24 25 26 27 28 29 30 29 30 31 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY Oct 27 28 29 30 31 Nov 1 2 3 4 5 6 7 8 9 ... . . . . ... . .. . . . . .7:06p' m'P&'2-1v1t'g' 12:00pmPACAB 12:00pm CC (Council Mtg Work Session Mtg(Council .......Chambers) mb'er's)....... 10 11 12 13 14 15 16 7:00pm CC Mtg 6:00pm HPC ............. Work Session Mtg(Council Chambers)........... 7:30pm HPC Reg Mtg(Council C",h",,a,', 1,b",1,e-,,1'r,s-)'_'_'_'_'_',' 17 18 19 20 21 22 23 6:00pm P&Z 12:00pm CC Work Session Work Session Mtg(Council 24 25 26 27 28 29 30 7:00pm CC Mtg 12:00pm PACAB Thanksgiving City-Holiday,,,,,,,, Work Session ..............H-odjd,ay.................... ............................. ............................ Council Calendar 3 9/11/2019 9:09 AM