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Home My WebLink About10142019 City Council Packet .............."I'll", Seward City Council 01, A genda Packet a/l/A 1/010000/' ............ -PB Soccer Tournament d in K Septembei 28, 2019 Front L-R: Oliver T)�obaugh,Trevor Gurensey, Sam McLain, Bengimin Ambrosiani, Aloshia Cross,Rid�ollen,Jack Lindquist,Talon Lemme 4le L-R: Noah Pr Ethan Williams, Nathan Hankins,Van Shank Back L-R: Nick, i,John VanBuskirk, Coach Dustin Phillips A "fill, 1101111 1 4--20 19 10001 oo/000 FIRM ANN I t Beginning at 7:00 P .......... 1963 1965 2005 The City of Seward,Alaska CITY COUNCIL MEETING AGENDA JUI-America CRY {Please silence all cellular phones during the meeting} October 14, 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. Fire Prevention Month .............................. Pg. 4 Council Member 2. American Legion Auxiliary 100 Anniversary Pg. 5 Term Expires 2021 B. Chamber of Commerce Report C. City Manager Report .......................................... Pg. 6 Kelley Lane D. City Attorney Report ........................................ Pg. 19 Council Member E. Other Reports and Presentations [Presentations are limited to ten Term Expires 2020 minutes each, excluding Q&A.] 1. ADA Presentation by Nick Woodard (Squires) 2. Providence Operational Update Report by Robert Scott Meszaros Rang (Meszaros) City Manager Brenda Ballou City Clerk Holly Wells City Attorney City of Seward, Alaska Council Agenda October 14, 2019 Page I 1 7. PUBLIC HEARINGS —None S. UNFINISHED BUSINESS A. Items Postponed from Previous Agenda 1. Discuss high organization core principles. Postponed from June 24, 2019, July 22, 2019, and August 26, 2019. .............................................................. Pg. 22 9. NEW BUSINESS A. Ordinances for Introduction *l. Ordinance 2019-016, Amending City Code Section 14.15 —Electricity, Article 415 — Interconnection Requirements, Procedures, And Application Process For An Alternative Power Source Less Than 25kW. ........................................ Pg. 25 B. Resolutions 1. Resolution 2019-088, Authorizing The City Manager To Select And Purchase, Outright, A Used Vactor Truck For A Total Amount Not To Exceed $106,000, From The Motor-Pool Fund. .................................................................. Pg. 64 2. Resolution 2019-089, Approving Amendments To The Co-Applicant Agreement Between The Seward Community Health Center, Inc. And The City Of Seward. .......................................................................................... Pg. 67 C. Other New Business Items *1. Approval of the September 23, 2019 City Council Regular Meeting Minutes. Pg. 70 *2. Certify the October 1, 2019 Regular Municipal Election. ........................ Pg. 79 3. Determine how many citizens to appoint to the Special Ad Hoc Citizen Advisory Committee for the purpose of researching options for the Seward Airport; then vote and appoint citizen applicants: Lynda Paquette, Steve Leirer, Walter Corrigan, Carol Griswold, Bruce Jaffa, Bob Linville, Fred Woelkers, Bob Reisner, and Duke Marolf. .............................................................................................. Pg. 82 *4. Cancel the 12:00 p.m. work session on October 25, 2019 due to the 6:00 p.m. budget work session the same day. (Lane & Squires) 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. On-going City Project and Goal List ................................................. Pg. 91 B. Public records report through October 7, 2019 ................................... Pg. 102 C. Updated Workflow for Public Records Requests ................................. Pg. 105 D. Proposed schedule for budget work sessions ...................................... Pg. 109 E. Providence Operational Update Report by Robert Rang ......................... Pg. 110 11. COUNCIL COMMENTS City of Seward, Alaska Council Agenda October 14, 2019 Page 2 2 12. CITIZEN COMMENTS [There is no sign in for this comment period. Time is limited to S minutes per speaker.] 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. ADJOURNMENT City of Seward, Alaska Council Agenda October 14, 2019 Page 3 3 PROCLAMATION WHEREAS, fires are a serious safety concern and cause devastating personal injury and property loss throughout Alaska; and WHEREAS, in 2018 alone, the State of Alaska experienced 820 residential structure fires resulting in 9 civilian deaths,'60 civilian injuries, 37 firefighter injuries, and over 28>million dollars in property loss; and WHEREAS, the Governor of Alaska has proclaimed October, 2019 as Fire Prevention Month; and WHEREAS, the City of Seward has experienced low fire deaths, injuries and property loss due to the diligence of our community, voluntary code compliance, and the dedication and commitment of our Seward Volunteer firefighters; and WHEREAS, the City Council urges the citizens of our community to participate in fire safety and prevention every day; and WHEREAS, the Fire Department encourages all residents to check their smoke alarms and carbon monoxide detectors for the date of manufacture to ensure they are less than 10 years old and to confirm that the alarms are operating properly and have new batteries in them; and WHEREAS, the Fire Department additionally promotes all residents to have a properly functioning fire extinguisher and'a practiced home fire escape plan; and WHEREAS, the 2019 National Fire Prevention Association's Fire Prevention' theme, "Not Every Hero Wears a Cape. Plan and Practice Your Escape." effectively serves to remind us that we need to take personal steps to increase our safety from fire. NOW THEREFORE, 1, David Squires, Mayor of the City of Seward, do hereby join with Governor Dunleavy in proclaiming October 2019 as Fire Prevention Month and encouraging'all citizens of the City of Seward to protect themselves' from the dangers of fire' through fire education and safe practices. Dated this 14t" day of October, 2019 THE CITY OF SEWARD, ALASKA David Squires, Mayor -'Q+'i OVER 10011-e 4 4�G Add Z • 0 1919 �'xr .rP� 2019 1-0 0 YEARS r PROCLAMATION WHEREAS, the American Legion was chartered by Congress in 1919 as an organization for war-time veterans, and is based upon four pillars of caring for: veterans, national security,Americanism, and children & youth; and WHEREAS, the members of the American Legion are dedicated to upholding the ideals of freedom and democracy while working to make a difference in the lives of their fellow Americans; and WHEREAS, the American Legion Auxiliary was also founded in 1919 to support the American Legion and to honor the sacrifice of those who serve by enhancing the lives of our veterans, the military, and their families, both at home and abroad; and WHEREAS, on November 10, 2019, the American Legion Auxiliary will be celebrating its 1001h Centennial Anniversary. NOW, THEREFORE, I, David Squires, Mayor of the City of Seward, Alaska do hereby proclaim October 14, 2019 as: American Legion Auxiliary Centennial Day Dated this 141" day of October,2019 THE CITY OF SEWARD,ALASKA David Squires, Mayor 5 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 241''—October 41'' 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 9/23/19 Public Harmon Sidewalk repair $24,975 Works Construction 9/27/19 Electric Potelcom Supply 4" PVC Conduit $7296 9/27/19 Electric Anixter Inc #2 220 Mil $6128.80 Concentric Neutral Jacketed 9/27/2019 Electric Anixter Inc 167KVA $12,468 Transformer 9/30/2019 Police Motorola Solutions Dispatch $538,000 Department migration system 10/4/2019 Electric Silvertip Power Factor $8500 Communications Adjustment billing communication strategy Administration Report Budget season is upon us, the City Manager has spent the last few weeks meeting with each department director to discuss. At the request of the City Council, a letter was sent to Governor Dunleavy`s office on 9/27/19, requesting that the Silvertip Maintenance station remain open or an alternative solution be provided. City of Seward Personnel Transactions from 9/13/2019-10/4/2019 Prepared by Riley Shurtleff, City of Seward Personnel Officer Separations: Department: Date of Separation Harbor Administrative Assistant Harbor 9/17/2019 Harbor Seasonal Aide Harbor 9/24/2019 Field Engineer Electric 10/4/2019 New Hires: Department: Date of Hire Community Development Director Comm. Dev. 9/16/2019 (Promotion) Police Dispatcher Police 10/1/2019 Patrol Officer Recruit Police 10/3/2019 6 Available Full Time Positions: Department: Position Status Corrections Officer Police Advertising Since 11/29/2018 Harbor Senior Administrative Assistant Harbor Advertising Since 6/11/2019 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 Harbor Report 1. PACAB work session on 10-2-2019,working on SMIC Development and Tariff. 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. The water has started to be turned off for the winter,there are 4-year-round water locations in the harbor located at the F float trestle, at the end of F-float,the t-dock and on Z-float. 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 a SMIC security audit by the US Coast guard,no deficiencies found. 7. The harbor interviewed a candidate for the senior administrative assistant position and made an offer, she has accepted and will start on October 14. 8. The Harbormaster traveled to Juneau for the Harbormasters convention, he also met with DOT and delivered a resolution from Council on the closure of the Silver Tip maintenance station and discussed the airport issue with the City of Seward keeping the 1.1 option available. 9. The Coast contacted the harbormaster while in Juneau they will be visiting Seward during week of November 4th to the 8th to review the sites and work out some minor issues. Electric Department Railbelt Rate Comparison Based on monthly Average Residential User(600 kWh) Seward Electric Association As of 1/1/2019 Chugach Electric Association As o Monthly Operations and Infrastructure(Dollars) 21.84 Customer Charge($/month) Seward Rate($/kWh) 0.09526 Energy Charge($/kWh) Summer Charge(S/kWh) 0.11718 Fuel Charge($/kWh) Winter Charge(S/kWh) 0.08098 Purchased Power Charge($/kWh) COPA($/kWh) 0.081918 Fire Island Wind Energy Adjustment($/kWh) Effective Rate($/kWh) 0.1772 RCC($/kWh) Residential User of 600 kWh(Dollars) 128.15 Gross Revenue Tax($/kWh) Effective Rate($/kWh) Homer Electric Association As of 11/1/2018 Residential User of 600 kWh(Dollars) Customer Charge($/month) 20.00 System Delivery Charge(dollars)* 22.30 Copper Valley Electric Association(Valdez) As-0 Energy Charge($/kWh) 0.14866 Customer Charge($/month) COPA($/kWh) 0.08149 Energy Charge($/kWh) RCC($/kWh) 0.000978 Fuel Charge($/kWh) Effective Rate($/kWh) 0.231124 G&T Charge($/kWh) Residential User of 600 kWh(Dollars) LL8.671 Heat Revenue Credit($/kWh) Effective Rate($/kWh) Golden Valley Electric Association As of 1/1/2019 Residential User of 600 kWh(Dollars) Customer Charge($/month) 22.50 Ut i I ity C h a rge($/kWh) 0.12158 Municipal Light&Power Aso F&PP($/kWh) 0.08648 Customer Charge($/month) RCC($/kWh) 0.000978 Energy Charge($/kWh) Effective Rate($/kWh) 0.209038 COPA($/kWh) Residential User of 600 kWh(Dollars) 147.92 RCC($/kWh) MOA Underground Surcharge(2%on all charges/rates except RCC) Copper Valley Electric Association(Copper Basin) As of 1/1/2019 Effective Rate($/kWh) Customer Charge($/month) 12.00 Residential User of 600 kWh(Dollars) Energy Charge($/kWh) 0.0700 Fuel Charge($/kWh) 0.07577 G&T Charge($/kWh) 0.1153 Heat Revenue Credit($/kWh) (0.0202) Effective Rate($/kWh) 0.2409 Residential User of 600 kWh(Dollars) $156.551 Matanuska Electric Association As of 1/1/2019 Facility Charge($/month) 13.00 Seasonal Charge($/year) 156.00 Energy Charge(S/kWh)** 0.12035 COPA($/kWh) 0.07170 RCC($/kWh) 0.000978 Effective Rate($/kWh) 0.19303 Residential User of 600 kWh(Dollars) 128.82 *Homer Electric'sSystem Delivery Charge does not apply tothose who meet or exceed 150 kWh within the billing period. **Matanuska Electric uses step rate approach for the Energy Charge.The rate represented is for the first 1300 kWh of energy. 8 Railbelt Rate Comparison Based on monthly Average Residential User(600 kWh) $160.00 $140.00 $120.00 $ 100.00 $ s0.0o $40.00 $20.00 $0.00 COS III HEA uU GVEA H CVEA(C) M MEA CEA CVEA (V) M L&P *Homer Elect ric's System Delivery Charge does not apply to those who meet or exceed 150 kWh within the billing period. ""Matanuska Electric uses a step rate approach fort he Energy Charge.The rate represented is fort he first 1300 kWh of energy. 9 Railbelt Rate Comparison Based on monthly Average Residential User(600 kWh) $160.00 140.00 $120.00 $100.00 $80.00 40.00 $20.00 $0.00 CEA 000S MEA „% ML&P Iillllll GVEA CVEA (V) 011llllll CVEA(C) 0 HE) *Homer Electric's System Delivery Charge does not apply to those who meet or exceed 150 kWh within the billing period. **Matanuska Electric usesa step rate approach forthe Energy Charge.The rate represented isfor the first 1300 kWh of energy. 10 City Manager Report- Public Works — October 14, 2019 Director: Working on budget for 2020-2021 with City Manager and Finance. The Storm Surge Repairs Project's low bidder was Hamilton Construction. They will mobilize their equipment and material and start work in the next few weeks. The FLAP Grant for Engineering the Lowell Point Road Stabilization and Safety Improvements was approved for up to $2.5M. We are also working on future plans/needs for the new shop building. Streets: Crews have been cleaning ditches and culverts along with the normal road grading. They are also checking and cleaning leaves and debris from storm drains. The sidewalk replacement on Railway by Seaview was completed and now in use again. Water,Wastewater Utilities: Water lines in the Parks and Harbor are being shut down for the winter season to prevent frozen lines. We completed the 1-year inspection on the refurbished water tank in Lowell Canyon. The new grinder was installed in sewer lift station #3. Construction locates continue around town for the Call Before You Dig program. Call 811 Shop: Scheduled preventive maintenance is being done on City vehicles. The sweeper is undergoing repairs to make it operational. Cleaning up the yard and organizing outside areas in preparation for the winter season is being done. w Sidewalk replacement underway on Railway Ave New Grinder for Lift Station 3 ;yr f is i r r r rrlG /ir /f�/llr N/ fir /1U�/�ii//Gf y / / YY 11 10/14/19 Seward Community Library&Museum Director's Report NEWS AND UPDATES Thank you, RBHS! Much gratitude to the Resurrection Bay Historical Society Sunday Museum volunteers for making it possible to keep the museum open on Sunday's through the summer. They opened the Museum each Sunday, 1-5pm and showed historical movies from our daily program each Sunday as well. Linda Lasota organized the volunteers and was present for most of the 18 Sundays this summer. Other volunteers include: Dolly Dieter, Anne Ghicadus, Rachel James, Marc Kovac, Shannon Kovac,Art LeMaster, Sharon May-Ennis, Christina Pichotta, Dan Walker, Dona Walker, and Madelyn Walker. We would also like to thank Jackie and Keith Campbell, Colleen Kelly and Sue McClure for their time and effort to clean the museum exhibit area on Oct 1". This is a tremendous help while we don't have a curator. May—September 2019 Library Museum Stats: Door Museum Movie@2 Programs Room Counter Visitors Program Use Attendees May 13,960 569 273 26 99 June 18,132 792 918 42 107 July 21,500 877 1054 43 109 Aug 20,439 1,115 1002 41 89 Sept 11,209 436 372 22 103 Totals 84,240 3,789 3,619 174 507 Alaska Seward Alaska Passports Notaries Public Library Library Digital Computer Catalog Users Library Use Use Use May 4053 657 422 13 17 901 June 3943 688 428 11 36 1018 July 4491 726 554 14 36 1075 Aug 3590 645 520 31 17 977 Sept 3007 584 489 10 23 835 Totals 19,084 3,300 2,413 79 129 4,806 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. • October 19— E is for Elephants and Earthworms 12 • October 18— F is for Family and Friends Storytime 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! • October 18— E is for Elephants and Earthworms • October 25— F is for Family and Friends Rescheduled:Author Visit with Sandy Mazen Discussing his Memoir, Kiyonuk:An Arctic Alaska Boyhood Wednesday, October 16 4:00pm-6:00pm Community Room In a 45-minute talk about his book, Kiyonuk—An Arctic Alaska Boyhood, Mazen will discuss his two-year journey to know more about his family and himself, including ties to Seward History and life in various parts of Alaska. Guests will have the opportunity to ask questions and purchase a signed copy of Kiyonuk. um ruomiuu,.ltrlr %� `(.,'Ar*I o,o iriiir u,xrt3n &rv7N NyN[r.KKo 6 IAYVI,M'Rrf oltl V Dlscussincg his memoir: 1{iyonuk,An Arctic AlaskaBoyhood I� 0 nee° Community Book Club Fighter in Velvet Gloves by Annie Boochever with Roy Peratrovich Jr. Saturday, October 19 11:00am-12:00pm Meeting Room Fighter in Velvet Gloves is 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 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! From the Book Jacket: "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. 13 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. comirramty Bookl 'N Meet the hrave nims••.cgit Woman who changed `ww4 , Ar aslka forever! lRairli the tpuexflltkakafnut 1IIYhAIv0wa't011a0aedI'hhiu a,iuwvObkuurcfl tw lI °,tiri;w ap Darya rt twwo uHwamr,[Vedwr9th FI12.lkheflu " e - rlfra:reuroy irvifi to tipkcu lk tliuf raf,ro)Ipa n vlruwrt,a ppruw�ia rpoAf ypa�^t Po Ourwf>urc a tell i r0 roi,,^Oeauv'. w0 tlr4,Naa i r'tfafrbton al ydtOwmurr,HeY rwbthnwi ugi 1h(xvt the eeNa PA mi:A vi wta,bwned yews aUh W wi Wk by awOa daw telAwd people,an id thoii avllfbasr IundItwkWll�u lrewwsaagge�AAh lka%fi-abfdmarb Audi �,at,tv)f„td';tl)er"l®) 0.yiyrv�bas allIonhauiwm)y two edv;raade„a,Wwataa tU am i2pin Piesideim I Wiuj,dichusioc mignuadHio=o$Cjivrui I d Igl%Act M 1964 Meeting Rooni Book Club coolies of I in Velvet Gloves are available at the CircuIlation Desk-just askl 2414 wvEu wuc,SeArmd,AR 9e664 +mr+nrvr,e¢LwwMtrxwv«ri ekreiefwVuirvab lawar)ywwAW Ohuimf.mha.Pvvaalammruara9,r uat National Friends of the Library Week October 20-26 Library Wide Friends of Libraries groups have their very own national week of celebration! During this week we would like to encourage membership in the Friends of the Library and raise awareness about their support of the library and community. Book Bunch Wednesday, October 30 1:00-2:00pm Community Room Blindness Awareness 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 theme for our next meeting on November 20. 14 ulllu I I Illll��V1�i 1 i Wednesday,October 30 1prm-2'prn Community Room Laptops will be availablef��a � 61h Annual Open House Saturday, November 9 1:00 pm—4:00 pm Building Wide All are invited to this special event for all ages and community members to celebrate our community with live music,fun activities, raffle prizes and light refreshments after a very busy summer and shoulder season. We will have several different craft activities, an interactive story panel, plus more. You can also plan to Can Your Fines by bringing in dry food donations for the local food pantry and get your overdue fines forgiven all day long! More details to follow. Seward Parks & Recreation Department City Manager Report October 14, 2019 Sports & Recreation • Fall leagues are now underway and we are happy to announce the largest participation by Seward Volleyball players in the last 3 years. • Our Competitive League is playing host to six team, and the Recreational League will host either eight or nine teams, one of which is composed entirely of free agents. • Sports &Rec is still seeking qualified individuals for a Rec Assistant position. This is a year-round, full-time position with benefits. Sports &Rec at the AVTEC Gym: Activity 9/12/19- 10/3/19: • Wellness Room: 6 • Weight Room: 165 • Racquetball: ll • Indoor Park: 40 • Open Gym/Basketball: 148 15 • Rockwall: 33 • Open Volleyball: 70 • Sauna/Shower: 19 Activity by Association: • Seaview: 94 • AVTEC: 159 • Volunteers: 6 • Public Use: 342 • Volleyball League: 78 Revenues: 2019 2018. Public Use 5226,001 $0,00' PunchCards $0.100 $N1,101, Registration $1;790.0�0, $1,105.001 Facility Rentals $120.0011 $4 p10 Rock Wall Use 0, $0 00 Tournaments $4 441, Miscellaneous $0�00' $01,00!! Special Events WOO $20,00! Total Revenues$2,136.00 $1,245.00 Weight Room 1,62 11' Racquetball 11 2 Rock Wall 38 10 Indoor Park 5 12 Open G mdBasketball 173 1 Open Valle ball 415 10I Sauna/Shower 21 23 Total Attendance 572 174 Total Hours of Operation 184 184 Volunteer Hours 2019 20181 Rockwall T 0 The Rec Highlights 9/13-10/03: • Interest in rock wall climbing is growing. 10 teens participated on 9/26. • Craft projects; painting 9/17, rock art 9/24, sticker mosaics 10/01 • Swimming 9/18, 10/02 • Teens watched Kevin Hines' documentary at the Rae Building 9/20 • Leadership Council's first meeting was 9/25. • Attended Mental Health First Aid training at the library 9/27 • Friday the 13`h movie night and dinner had 18 attendees • Birthday party rental of the Rec room 9/28 Upcoming • First Friday Fun; Roller skating 5-7pm Oct. 4 at AVTEC gym • High School Movie Nights every Saturday in October 5-9pm • Pumpkin Prowl and Family Masquerade 10/26 • Dia de los Muertos (Day of the Dead) holiday party for Middle School 11/01; showing the movie Coco before party 16 Attendance 9/13-10/03 = 215 total (Middle School= 194, High School= 21) Revenue from vending and public use 9/13-10/03 =$286.50 2019 2018 Public Use $95.00 Punch Cards Class Registration - Rentals $100.00 Special Events - Myrec.com revenue $135.00 Sub-total $330.00 Teen Council Funds $256:83 Total Revenues $586.83 Middle School 223 55 High School 43 16 Special Event Attendance 8 0 Total Attendance 274 71 Total Hours of Operation 128 128 Volunteer Hours 2019 2018 Leadership Council/Other 2.40 0.00 Teen Youth Center • The After-School Program (ASP) has 20-25 kids daily. • I,Josie, am working on a presentation for the Alaska Recreation and Parks Association (ARPA) conference next week titled, "Happy Mistakes". • Leadership council has 10 members and meetings have begun. • TYC is planning First Friday Fun (FFF)for 4th &5th graders. • FFF Skate for middle school and high school • Pumpkin® Prowl and Family Masquerade Ball. Council members are learning how to run Snack Shack as well. • Halloween Carnival booth registration is ongoing. We have seven groups registered. SPRD will host five booths this year. • Second Saturday Social (family pumpkin carving) has several signed up. Early Registration is required for this event I Saturday, October 12 from 3-5pm at TYC. 17 Campground & Park Maintenance • Hauled gravel to the bike park to replace the settling gravel on the bike ramps • Painting car stops • Stacking car stops, picnic tables and fire rings for the winter • Taking down summer campground signs and replacing with winter signs • Winterizing the water to the campgrounds (Thanks Jason and Jason from water/wastewater) • Winterizing the bathrooms • Placing porta potty's at the shower house and Adam's street • Winterizing the lift station at the shower house • Mowing and weed whacking the campgrounds and cemetery • Deadheading plants in the gardens and replacing with new soil • Adding gravel to vehicle parking pads at Forest Acres campground • Placing "A"frames and barricade to identify campgrounds • Updating bulletin boards 18 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 19 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 20 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 21 The Five High Performance Organization (HPO) The HPO Framework consists of five factors of high performance, with each factor consisting of several underlying HPO characteristics, 35 in total. These are the five factors: 1. Quality of Management In an HPO, managers on all levels of the organization maintain trust relationships with employees by valuing their loyalty, treating smart people with respect, creating and maintaining individual relationships with employees, encouraging belief and trust in others, and treating people fairly. Managers at an HPO work with integrity and are a role model to others, because they are honest and sincere, show commitment, enthusiasm and respect, have a strong set of ethics and standards, are credible and consistent, maintain a sense of vulnerability and are not self-complacent. They are decisive, action-focused decision-makers, avoid over-analysis and propose decisions and effective actions, while fostering action-taking by others. HPO managers coach and facilitate employees to achieve better results by being supportive, helping them, protecting them from outside interference, and by being available to them. Management holds people responsible for results and is decisive about non-performers by always focusing on the achievement of results, maintaining clear accountability for performance, and making tough decisions. Managers at an HPO develop an effective, confident and strong management style by communicating the values and by making sure the strategy is known to and embraced by all organizational members. HPO characteristics: Quality of Management 1. The management of our organization is trusted by organizational members. 2. The management of our organization has integrity. 3. The management of our organization is a role model for organizational members. 4. The management of our organization applies fast decision making. 5. The management of our organization applies fast action taking. 6. The management of our organization coaches organizational members to achieve better results. 7. The management of our organization focuses on achieving results. 8. The management of our organization is very effective. 9. The management of our organization applies strong leadership. 10. The management of our organization is confident. 11. The management of our organization is decisive with regard to non-performers. 12. The management of our organization always holds organizational members responsible for their results. 2. Continuous Improvement and Renewal The process of continuous improvement and renewal starts with an HPO adopting a unique strategy that will set the company apart by developing many new alternatives to compensate for dying strategies. After that, an HPO will do everything in its power to fulfill this unique strategy. It continuously simplifies, improves and aligns all its processes to improve its ability to respond to events efficiently and effectively and to eliminate unnecessary procedures, work, and information overload. The organization also measures and reports everything that matters, so it measures progress, monitors goal fulfillment and confronts the brutal facts. It reports these facts not only to management but to everyone in the organization, allowing all organizational members to access financial and non-financial information needed to drive improvement. People at an HPO feel a moral obligation to continuously strive for the best results. The organization continuously innovates products, processes and services, constantly creating new sources of competitive advantage by rapidly developing new products and services to respond to market changes. It also masters its core competencies and is an innovator in these core 22 competencies by deciding on and sticking to what the company does best, keeping core competencies inside the firm and outsourcing non-core competencies. HPO characteristics: Continuous Improvement and Renewal 1. Our organization has adopted a strategy that sets it clearly apart from other organizations. 2. In our organization processes are continuously improved. 3. In our organization processes are continuously simplified. 4. In our organization processes are continuously aligned. 5. In our organization everything that matters to the organization's performance is explicitly reported. 6. In our organization both financial and non-financial information is reported to organizational members. 7. Our organization continuously innovates its core competencies. 8. Our organization continuously innovates its products, processes and services. 3. Long-Term Orientation In an HPO, long-term gain is far more important than short-term profit. This long-term orientation is extended to all stakeholders of the organization, that is, shareholders as well as employees, suppliers, clients and society at large. An HPO continuously strives to enhance customer value creation by learning what customers want, understanding their values, building excellent relationships and having direct contact with them, involving them in the organization's affairs, being responsive to them, and focusing on continuously enhancing customer value. An HPO maintains good long-term relationships with all stakeholders by networking broadly, taking an interest in and giving back to society, and creating mutual, beneficial opportunities and win-win relationships. An HPO also grows through partnerships with suppliers and customers, thereby turning the organization into an international network corporation. Management of an HPO is committed to the organization for the long haul by balancing common purpose with self-interest, and teaching organizational members to put the needs of the enterprise first. They grow new management from their own ranks by encouraging staff to become leaders, filling positions with internal talents, and promoting from within. An HPO creates a safe and secure workplace by giving people a sense of safety(physical and mental) and job security and by using dismissal as a last resort. HPO characteristics: Long-Term Orientation 1. Our organization maintains good and long-term relationships with all stakeholders. 2. Our organization is aimed at servicing the customers as best as possible. 3. The management of our organization has been with the company for a long time. 4. New management is promoted from within the organization. 5. Our organization is a secure workplace for organizational members. 4. Openness and Action Orientation In addition to having an `Openness and Action Orientation' culture, an HPO uses the organization's openness to achieve results. In an HPO, management values the opinion of employees by frequently having dialogues with them and involving them in all important business and organizational processes. HPO management allows experiments and mistakes by permitting employees to take risks, being prepared to take risks themselves, and seeing mistakes as an opportunity to learn. In this respect, management welcomes and stimulates change by continuously striving for renewal, developing dynamic managerial capabilities to enhance flexibility, and being personally involved in change activities. People at an HPO spend a lot of time on dialogue, knowledge exchange and learning in order to obtain new ideas to improve their work and make the complete organization performance-driven. 23 HPO characteristics: Openness and Action Orientation 1. The management of our organization frequently engages in a dialogue with employees. 2. Organizational members spend much time on communication, knowledge exchange and learning. 3. Organizational members are always involved in important processes. 4. The management of our organization allows making mistakes. 5. The management of our organization welcomes change. 6. Our organization is performance driven. 5. Quality of Employees An HPO makes sure it assembles a diverse and complementary workforce and recruits people with maximum flexibility to help detect problems in business processes and to incite creativity in solving them. An HPO continuously works on the development of its workforce by training staff to be both resilient and flexible, letting them learn from others by going into partnerships with suppliers and customers, inspiring them to improve their skills so they can accomplish extraordinary results, and holding them responsible for their performances and with that encouraging them to be creative in looking for new productive ways to achieve the desired results. HPO characteristics: Quality of Employees 1. The management of our organization inspires organizational members to accomplish extraordinary results. 2. Organizational members are trained to be resilient and flexible. 3. Our organization has a diverse and complementary workforce. 4. Our organization grows through partnerships with suppliers and/or customers. 24 Sponsored by: PACAB Introduction Date: October 14, 2019 Public Hearing Date: October 28, 2019 Enactment Date: October 28, 2019 CITY OF SEWARD, ALASKA ORDINANCE 2019-016 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING CITY CODE SECTION 14.15 — ELECTRICITY, ARTICLE 415 — INTERCONNECTION REQUIREMENTS, PROCEDURES, AND APPLICATION PROCESS FOR AN ALTERNATIVE POWER SOURCE LESS THAN 25KW WHEREAS, PACAB's responsibilities include providing input to the City Council on policy and procedural matters involving the establishment and continuance of commercial activity, improving the quality of life and protecting the public's best interest and performing other duties as requested by the City Council; and WHEREAS, in December, 2017, Council directed PACAB to explore options for alternative energy in Seward; and WHEREAS, the rules for interconnection are established by SCC 14.15.4 Interconnection with Customer-Owned Alternative Power Source Generation Equipment; and WHEREAS, PACAB believes that interconnection of customer-owned alternative power source generation equipment with the City's electrical distribution system is a key component of responsible energy policy; and WHEREAS, the Code was last updated in 2014 by Ordinance 2014-003 an ordinance of the City Council of the City of Seward, Alaska, amending Title 14 of the City's Code of Ordinances to provide for interconnection of small renewable energy sources to the City's electrical distribution system; since this section of code was enacted in 2014, no homeowners in Seward have been able to successfully connect to the City's electrical distribution system; and WHEREAS, amending the code to remove certain hardware requirements would lessen the financial and administrative burden of interconnection while retaining compliance with all applicable codes and providing for the safety of the City's Electric Department employees and equipment; and WHEREAS, these changes would bring Seward City Code in line with other local and national utility interconnection policies. 25 CITY OF SEWARD, ALASKA ORDINANCE 2019-016 NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA HEREBY ORDAINS that: Section 1. Seward City Code TITLE 14.15.415 — INTERCONNECTION REQUIREMENTS, PROCEDURES, AND APPLICATION PROCESS FOR AN ALTERNATIVE POWER SOURCE LESS THAN 25KW is hereby amended as follows: (Deletions are Bold Stirikethiro Additions are Underlined Bold Italics.) 14.15.415 - Interconnection requirements, procedures, and application process for an alternative power source less than 25kw. (a) Application. In order to proceed with interconnection of an alternative power source, the customer must complete an application for a new/rework of electrical service and an interconnection application. The customer shall also provide equipment specifications, protection arrangements, and design drawings to the city for review. (b) Compliance with codes and standards. Interconnections shall not be fueled by nor connected to any non-qualified alternative energy sources. Interconnection customers shall comply with all applicable local, state, and federal codes such as building codes, National Electric Code (NEC), and National Electrical Safety Code (NESC) for the installation of an interconnection. Once operating, the city reserves the right to require the customer, at the customer's expense, to provide corrections, modifications, or additions to the interconnection as required or recommended by government or industry regulations and standards. The city will provide written documentation of the necessary changes and a time frame to complete. If the customer fails to comply with the changes in the specified time frame, the city will open and lock the interconnection. distiribution transformer will be authoirized-. W (c) Power quality and reliability. The interconnection with the electric system shall not cause any reduction in the quality and reliability of service provided to other city customers. There shall be no generation of abnormal voltages or voltage fluctuations, and the harmonic content of the interconnection output must be below that level which would cause interference with other customer loads, other utilities, or city facilities and equipment. To minimize interference, the city requires the interconnection to meet the power quality standards presented in accordance with section 10, Recommended Practices for Individual Consumers of the latest Institute of Electrical and Electronics Engineers (IEEE) Standard 519, IEEE Recommended Practices and Requirements for Harmonic Control in Electrical Power Systems. In addition to meeting all requirements identified in this document, the interconnection shall comply with all city ordinances and resolutions, and latest IEEE 1547, IEEE Standard 26 CITY OF SEWARD, ALASKA ORDINANCE 2019-016 Conformance Test Procedures for Equipment Interconnecting Distributed Resources with Electric Power Systems. (e)-(d) Testing. Prior to initial energization of the interconnection, an inspection and tests will be performed by both the interconnecting customer and city personnel. The purpose of the inspection and testing will be to determine if the generator and related equipment of the interconnection meets the minimum requirements described by IEEE 1547, IEEE 519, and UL 1741, Underwriter Laboratories Inc., Standard for Inverters, Converters, and Interconnection System Equipment for Use With Distributed Energy Resources. Based on the inspection, the city may elect to accept the installation and energize the interconnection. In the event that discrepancies are noted between the certified equipment and drawings previously provided to the city and the customer's system inspected by the city, retesting may be required. The customer shall be solely responsible for all costs associated with any retesting. O (e) City inspection and customer maintenance records. The customer shall maintain the interconnection in good working order. The interconnection (i.e., generator and associated equipment) is subject to inspection and retesting by the city upon reasonable notice each year after the unit is placed in service. The customer will assume full responsibility for the routine maintenance of the interconnection and associated protective devices. The customer shall maintain accurate records of all maintenance activities performed. These records shall record the date and time, the person(s) who performed the activities, and a brief description of the work. These records shall be made available to the city for inspection at all times upon reasonable notice to the customer. Failure to comply may result in the disconnection of the equipment or additional testing as outlined in subsection (e) above. The customer is solely responsible for all costs associated with any inspections and testing required. (g) ()) Visible, lockable disconnect switch or electric break. An accessible, visible, lockable disconnect switch or electric break, whichever is applicable, is to be provided by the customer which is lockable in the open position only. This switch must be appropriately labeled, when locked in the open position for any of the following conditions, may be unlocked only by city personnel. The city will lock the switch in the open position under the following circumstances: (1) if it is necessary for the protection of line crew personnel when working on de- energized circuits during a system emergency; (2) If inspection of the interconnection reveals a hazardous condition or a lack of proper maintenance; (3) If the interconnection interferes with other customers, other utilities, or with the operation of the city's distribution system; (4) If the city determines that the interconnection has generated power from a non- qualified alternative energy resource; or (5) For general maintenance of the city's distribution system. 27 CITY OF SEWARD, ALASKA ORDINANCE 2019-016 The city will provide at least five days' notice, unless the circumstances warrant shorter notice, before locking the switch open for general maintenance as provided in condition (v) above. (h) (g) Meterin-/bi�lling_The customer shall install and maintain a kilowatt-hour meter, or meters, at the interconnection, capable of registering the bi-directional flow of electricity at the point of interconnection at a level of accuracy that meets all applicable standards, regulations, statutes, and ordinances. The meter(s) may measure such parameters as time of delivery, power factor, voltage, and such other parameters as the city shall specify. The customer shall provide space for metering equipment as specified by the city with the location of the meter(s) to be approved by the city. The customer is solely responsible for all costs associated with the purchase, installation, and maintenance of all equipment required by the city in order to properly meter the interconnection. (i) (h) Nominal voltages and phasing. The generator nameplate voltage must be the same as one of the nominal voltages supplied by the city. The nominal voltages are 120/240 V single- phase, 120/208 V three-phase, and 277/480 V three-phase. If the generator nameplate voltage is different from the city's nominal voltages, the customer must supply a dedicated generator transformer that will provide the required nominal voltage. The required transformer connection, unless otherwise specified, is grounded wye-grounded wye. (j) (i) Fault current increase and upgrading equipment. In general, installation of a new generator will increase the fault current level at the customer's electrical facility. This may require upgrading some of the customer's equipment. The customer will assume full responsibility of upgrading customer's own equipment. (k) 0) Starting as induction motor. In general, induction generators start as motors; also, synchronous generators may be designed to start as motors. The customer-owned generator starting as a motor shall meet the motor starting requirements prescribed by the city. The city may require the customer to provide, at customer's own expense, special or additional starting equipment. (4 (k) Generating facility grounding_There are additional safety concerns that shall be addressed when considering circuit grounding of the interconnection interconnected to the city's utility system. To ensure proper grounding of the generating facility, the customer shall follow all applicable national, state, and local codes regarding grounding for applicable generating installations. (m) (l) Synchronization. The interconnection must be synchronized with the city's utility system at all times and the customer shall be responsible for the cost and maintenance of all synchronization equipment. (ter) (n) Automatic disconnection, manual Feset and „*Lori., ireeon*eetion and Tinie- Delayed Automatic Reconnection. The interconnection shall be designed to automatically disconnect and lockout when the city's service is interrupted for any reason. The deviee shall 28 CITY OF SEWARD, ALASKA ORDINANCE 2019-016 have a manual es Automatic Rreconnection of the interconnection to the city's utility system shall be done only on hot-bus/hot-line/sync-check. managersFollowing verbal authorization by the eleetrie manager or the eleetrie designee, -An automatic reclose of the interconnection breaker (or interrupting device) is permitted once utility power has been restored a minimum of'five minutes. (e) (n) Single phasing protection. The customer is advised that a phase-unbalance disturbance on the city's utility system can result in overheating of the interconnection. A negative-sequence- type relay (current or voltage) could be necessary to initiate tripping under phase-unbalance conditions and may also be used to block closing of the automatic disconnecting device if the city's utility system is single-phased. (0 (o) Generating facility protection. The customer is fully responsible for the protection of the generator and all of its associated equipment. Protection should be provided for the customer's own equipment failures, faults, and other disturbances on the city's utility system. W (p) Fault detection and automatic isolation. To prevent an interconnection from supplying current to a fault on the city's utility system, the interconnection shall be equipped to provide isolation from the city's utility system for any fault occurring on the city's utility system. The automatic isolation shall be done prior to the city's breaker (or recloser) reclosing and within a reasonable period of time, typically less than two seconds (120 cycles). The customer is solely responsible for all costs associated with the purchase, installation, and maintenance of all equipment required by the city in order to properly isolate the interconnection from the city's utility system for any fault occurring on the city system. (-r) (q) Under/over voltagerelay.To prevent any hazardous operating conditions, the interconnection shall be isolated from the city's utility system for any under-voltage (lower than 90 percent of nominal voltage) and over-voltage conditions (higher than 110 percent of nominal voltage) within two seconds (120 cycles). The customer is solely responsible for all costs associated with the purchase, installation, and maintenance of all equipment required by the city in order to properly isolate the interconnection from the city's utility system for any voltage level described above. (s) (r) Under/over frequency rela._To prevent any hazardous operating conditions, the interconnection shall be capable of disconnecting the customer's generation source from the city's utility system for any over-frequency and under-frequency conditions exceeding 60.5 Hz or below 59.5 Hz within 50 milliseconds (6 cycles). The customer is solely responsible for all costs associated with the purchase, installation, and maintenance of all equipment required by the city in order to properly isolate the interconnection from the city's utility system for any frequency deviation described above. (I) (s) Dedicated distribution transformer. To ensure reliable service to other city customers and to minimize all possible problems for other city customers, the electric department may, when it deems it necessary under the circumstances, require the interconnection s to be interconnected to the city utility system through a dedicated-to-single-customer distribution 29 CITY OF SEWARD, ALASKA ORDINANCE 2019-016 individual transformer. Thisrequft!ement may be waived by the elect ie department through written authoirization when it deems it appropriate under- the eir-eumstan Any cost associated to achieve dedicated-to-single-customer service shall be the customer's sole expense. (tt) (t) Single-phase generatingfcility on three-phase distribution transformer. A customer- owned single-phase generating facility IOKW or greater shall not be allowed to be connected to a city three-phase distribution transformer. This requirement may be waived by the electric department through written authorization when it deems it appropriate under the circumstances. (v) (u) Surge protection. The customer is responsible for the protection of customer's interconnection from transient surges initiated by lighting, switching, or other system disturbances. (w) (v) Future modification or expansion. Any future modification or expansion of the interconnection will require a separate review and approval by the city. (4) (w) Reservation of rights._ The city reserves the right to require additional interconnection requirements for interconnection of alternative power source generating facilities in order to preserve the safety and integrity of the city's utility system. (y) (x) Interruption of alternative power source energy deliveries. it is likely that the eity Will. power.system whenever the eity is generating its own The electric department shall have the right at any time, without liability to the customer or any other person, to interrupt the alternative power source: (1) When reasonably necessary, in order for the electric department to construct, install, maintain, repair, replace, remove, investigate, or inspect any equipment or any part of the electrical distribution system; or (2) If the electric department reasonably determines that interruption or reduction of deliveries or power is necessary because of a system emergency, a forced outage, force majeure, or other operational considerations. (Ord. No. 2014-003, § 2, 6-9-2014) Section 2. This ordinance shall take effect ten (10) days following its enactment. 30 CITY OF SEWARD, ALASKA ORDINANCE 2019-016 ENACTED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA this 28t' day of October, 2019. THE CITY OF SEWARD,ALASKA David Squires, Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) 31 fo COUNCIL AGENDA STATEMENT Meeting Date: October 14,2019 To: Seward City Council From: Port&Commerce Advisory Board Through: Scott Mesuros,City Manager llk-_ Agenda Item: Q[dinance 2019-016 Amending City Code Section 14.15 — Electricity, Article 415 —Interconnection Requirements, Procedures,And Application Process For An Alternative Power Source Less Than 25kw. BACKGROUND &JUSTIFICATION: In December,2017,the Port&Commerce Advisory Board(PACAB)began exploring options for alternative energy, at the direction of City Council. One of the areas that was identified for improvement was the City's policy on interconnection with customer-owned generation equipment Allowing customers to interconnect with the City's electrical distribution system is a key component to moving the City's interest forward as it relates to responsible energy. In May, 2019, the Port & Commerce Advisory Board approved Resolution 2019-003 to recommend that City Council update the current City Code Section 14.15.415 to enable customers to successfully connect with the City's electrical distribution system. INTENT: Support the City's interest in developing alternative energy initiatives. CONSISTENCY CHECKLIST: Yes No NIA I, Comprehensive Plan: Section 1.3.4 Public Facilities&Services X Strategic Plan: Page 7, Reduce Energy Costs X Other. Seward City Code,Title 14.15.415 X FISCAL NOTE: Although this ordinance does not have a direct financial impact,the City can expect to see more interconnections on the electrical system resulting in customer alternative energy credits.Due to unknown variables (e.g.number of potential connections and how much power they each produce), it is not possible to estimate future financial impacts at this time. 32 Approved by Finance Department: ......................................... ......... ................ ATTORNEY REVIEW: Yes® X ® No _ Not Applicable RECOMMENDATION: Enact Ordinance 2019-016. 33 Sponsored by: PAC AI CITY OF SEWARD, ALASKA PORT AND COMMERCE ADVISORY BOARD RESOLUTION 2019-003 A RESOLUTION IO OF THE SE W AR I PORT AND C"tJ►MMERC E ADVISORY BOARD, PROVIDING A RECOMMENDATION TO COUNCIL TO UPI A°IT PORTIONS CIS E(." 1'1()N I4wI a4 INTERCONNECTION ERC;ONNEC TIC I WITH C US1It: VIER-OWNEDALTERNATIVE POWER SOURCE GENERATION EQUIPMENT WHEREAS,RIr A:S,PAC:.A II'aa responsibilities are listed in, C`C° 2.30,325 Pow,ers and cicrties,aaracl include providing iraPcat tO the City Council on policy and procedural matters involving tiaa establishment and continuance ol'' coaraaaacrciaa.l activity, irupu•caviral the quakry cad. lifie aarucl Pr„e.atccJing the public's best interest and lac rlonnin other duties as requested by the City,Council; and WHEREAS, in Dec°cr bet, 2017, Council directed PAC'AII to explore: options for alternative c riergy inSeward; and fi WHEREAS, -)AC:"Al believes that interconnection cal'c.ustc.>mer..c.awned alternative power % ao us.c,e generation crclaail�rarcrat with the C:"ity" electrical chi P:r ilwwaticarr systearr i as icy component c„a . responsible energy policy; and WHEREAS,the reeks foi-intercc:interconnection aaree taablislied leySCC" 14,1 A Interconnection with Customer C)vvaacal Alternative Power caaarc C`r�,ra�,a°aatleaa� I:^,c°laal aaaae aat; and WHEREAS,the("ode was Lit updated in 2,014 by C:Irdinaance 2014-003 an ordinance of tlac City C ocaracil of the City of Seward, Alaska, amending " °itle 14 cal the Code of Ordinances to larr:rvide, firr intcrcoainectiora ol" sniaall renewable energy sources to the C"ity's electrical (list ributioil systern; and WHEREAS,,since this section o cwo de was enacted in 2014, no lac.wa°racowners in Seward have been able to SaaCceSS ially ce.'►u ICet to the City's electrical distribution system; and WHEREAS,aaraucrrcliaal the code to remove certain hardware rca�cair°craucrrtar would lw sarc;,ra the financial and administrative burden of"interconnection while retaining cornpliaaruce wvitla as 'l. applicable codes and providing for the safiety of the C"ity's Electric; Department eiriPloyees and equipment; ,nd WHEREAS,these changes wvc:reald l,,)Hn Seward ("it ("ode ill liras; with other local and national utility interconnection policies. NOW, TH REFORM,, BE IT RESOLVED BY THE POR„I., AND COMMERCE 34 POKY AND COMMERCE E ADVISORY BOARD kiSClVI.,liTION 0 9-00 ADVISORY BOARD OF THE CITY OF SEWA RD, A LASKA that: .. " �Section1. The cart aand "��r��ma , �.; c� i.4��a°rr B<wa,rc recoinniends the Seward :"It. Council aaannend Sexward City C."rack, Section l .1 ,d 15 as ftfllcawf s. (Deletions are Rold Ntarikethraanaghs Additions are Bold Italics) f ,f n l . Interconnection °equir in e t , procedures, and application roc or art alternative power source less than 25kw. (aa) ,pplclartnq ,In corder to proceed with interconnection of an alternative power source,the custornner must complete an application for as r ew/r work of electrical service and an interconnection applicatio n. The custotner shall also provide equipment specifications,protection arrangements, and design drawings to the city for review. (b) with.._cods and standards. Interconnections shall not be fueled by racer connected to any nano-qualified alternative energy sources. Interconnection customers shall comply with all applicable local, state, and federal codes such as building codes, National Electric Code (NEC), and National Electrical Safety C:"fuck (l ESC:`) for the installation of an interconnection. Once operating, the city reserves the right to require the customer, at the customer's expense,to provide corrections,modifications,or additions to the interconnection as required or recommended by, overrnient or industry regulations and standards. The city will provide written documentation of'the necessary changes and as time frame to complete. If'the customer fails to comply with the changes in the specified time ftara^re,the city will open and lack: the interconnection. dWriab tatf aaaar.. „4,"n' .......power quality.— tnd—r tiaaal tlillW......ffft"e......interefMneat n— teat, dal") (r) Pa:awer qualityA aand r .l.iahil.ft "....I"lnc interconnection with the electric system shall not cause any reductioan in the quality and reliability of service provided to other city customers.There shall be no generation of abnorrnnal voltages or voltage fluctuations, and the harmonic content of the interconnection output must be below that level which would cause interference with rather customer loads, other utilities, or city fiacilities and equipment. To minimize interference, the city requires the interconnection to meet: the power quality standards; presented in accordance with section 10, Recommended mended Practices for Individual Consumers of"the latest Institute ofElectrical and Electronics Engineers(ll.sl;l war Standard 519,IEEE Recommended Practices and Requirements for Harmonic Control in Electrical Power Systems. In addition to meeting all requirements identifiedin this eloc;urnnernt, the interconnection shall comply Procedures ear Equipment Interconnecting Distributed Resources with Electric Power Systems. 'Hest with all cif ordinances and resolutions, and latest IEEE 1;547, IEEE E Standard 'cower stenos, 35 PORT AND COMMERCE ADVISORY BOARD RESOLUTION TION 2019-003 prior tca initial ever ixation of the interconnection, an inspection and tests will be perfbraaaed by both the interconnecting custorner and city personnel. The purpose of"the inspection and testing;will be to determine ift:he generator and related equipment of the interconnection naects the minimuan requirements described by IEEE 1547, IEEE 19, and I.J. 1741, Underwriter Laboratories Inc.,Standard for inverters,Converters,and Interconnection System Equipment for Use e With Distributed Enea Resources,esoaaawces. Based on the inspection, the city may elect toaccept the installation and energize the interconnection. In the event,that discrepancies are noted between the certified equipment and drawings pi-eviously provided to the city and the customer's syste n inspected by the city, retesting may be required. The customer shall be solely responsible for all costs associated with any retesting. (4) (e) City wine fion and stomer nlaaintenance records. The Customer shall maintain the interconnection in good working carder. The interconnection (i.e., generator and associated equipment) is subject to inspection and retesting by the city wean reasonable notice each year after the unit is placed in service. The customer will assume fi~all responsibility for the routine maintenance of the interconnection and associated protective devices. The customer slaaall maintain accurate records of all maintenance activities performed. " °hese records shall record the date and time, the laeraeaaa(s) whoperfarnaeci the activities, anda brief description ofthe work. These records shall be y times W Faailur to co e S � a comply de available tr��;ult aaa flee disconnection equiupopment naasoaaaablc,notice to flee customer.I y y q ent or additional testing as outlined in subsection(e)above.fhe customer is solely responsible for all costs associated with any inspections and testing required. d,.si lc ,lockable disconnect switch or electric�break.. Ala accessible, visible, lockable disconnect switch or electric break,whichever is applicable,is to be providedl by the eustoaner which. is lockable in the open position only.1"his switch must be appropriately,labeled,when locked in the open position fear any of the following conditions,may be unlocked only by city personnel. The City will lock the switch in the open position tinder-the following circumstances: l) I f"( at is necessary for the protection of'line crew personnel when..working care cis-eaaergized circuits during as system emergency; ( ) If inspection of the interconnection reveals a hazardous condition or a hack of proper maintenance; (3) If the interconnection interfi res with other Customers,other utilities,or with the operation of the city's distribution system; (4) if the city determines that the interconnection has generated power from as non-qualified alternative energy resource; or ( ) For general maintenance of the city's distribution system. The city will provide at least five days' notice,unless the circumstances warrant shorter notice, r;! before lacking the switch open for general maintenance as provided in condition (v) above. 36 PORT AND COMMERCE ADVISORY BOARD RESOLUTION 2019-003 (h)(k) customer shall install and maintain a kilowatt-hOLtrnicter,or meters, at the interconnection, capable of registering the bi-directional flow of electticity at the point of intere('.)nnection at a level of accuracy that tileets all applicable standards, regulations, statutes, and ordinances. The nieter(s) may measure such parairicters as time of delivery, power factor, voltage, and such other parameters as the city shall specify. The customer shall provide space for metering equipment as specified by the city with the location of the nicter(s)to be approved by the city. The customer is solely, responsible for all costs associated with the purchase, installation, and maintenance of all equipment required by the city in order to properly meter the interconnection, (4)(h) 'NO.Mi.Lial..)�A)Lt-a-&q�..a.ljj asJ._..g T1ie genei.idp n -ator nameplate voltage niust be the sarne as one of ....... .... .. . __. , ...... the norninal voltages supplied by the city,The norninal voltages are 120/240 V single-phase, 120/208 V three-phase, and 277/480 V three-phase, If the generator narneplate voltage is different fi-oni the city's not mina! voltages, the custorner must supply a dedicated generator transformer that will provide the required nominal voltage, The required transformer connection, unless otherwise specified, is grounded wye-grounded wye. (i) f�.�jult current increase and ------------------------------------------------......—'- 1p In general, installation ol'a new generator will increase the fault current level at the custonier's electrical facility. This may require upgrading sonic of the customer's equipment. The customer will assume full responsibility of upgTadil'ig customer's own equipment, AN 5.4artin , as j_inctq trcan inotor.....In general, induction generators start as motors; also_---------------synchronous generators may be designed to start as motors. The custorner-owned generator starting as a motor shall niect the motor starting rCqUircrnents prescribed by the city.The city may require the custonier to provide, at customer's own expense, special or additional starting equipment. (1)(k) are additional safety concerns that shall be addressed when considering circuit grounding of the interconnection interconnected to the city's utility system. To ensure proper grounding of the generating facility, the customer shall follow all applicable national, state, and local codes regarding grounding for applicable generating installations. (m)(1) ^,,yqchronizatiorij'he interconnection must be synchronized with the city's utility systeni at all times and the customer shall be responsible flyr the cost and maintenance of all synchronization equipment. fni)(n) Automatic disconnection,fimotmtv*set�a*id*"iorizod-reeofmeet-ion and Thne-Delal7ed Automatic Reconnection. The interconnection shall be designed to aUtOrnatically disconnect and lockout when the city's service is interrupted for any reason, Automatic Rreconnection of the interconnection to the city's utility system shall be done only on hot-bLIS/1101,-line/syne-check. An automatic reclose ofthe interconnection breaker(or interrupting device)is permitted once utilit .Y power has been restored a mininturn (4'flve minute�s'. 37 foo PORT AND COMMERCE ADVISORY BOARD lj RESOLUTION ION 2019-003 1(rn) r 1 hAa �j1g, LQtg t can. The customer is advised that a phase-unbalancedisturbance on the;city's utility system can result in overheating of the interconnection. A negative-sequence-type relay(current or voltage) could be necessary to initiate tripping under phase-unbalance conditions and may also be used to block closing of the automatic disconnecting device if the city's utility systern is single-phased. W (cr) Coety <tttIT nt it rrlat ttc l Marc customer is fully responsible for the protection of the enerattarµ anti all oaf"its associated equipment, Protection should he provided for the customer's ow equipment failures, faults, and rather disturbances on the city's utility system, (44) (p) Fault detection� _and uwtomatic isol tion,...Tca prevent an interconnection from supplying current to as fault. rail the city's utility system, the interconnection shall be equipped to provide isolation from the city's utility system for any fault occurring can the city's utility system. The automatic isolatioon shall be done prioaa° to the city's breaker (oar recloaser) aecleasi grad within as reasonable period of time, typically less than two seconds (120 cycles). "I'he customer is stalely respoansible fear-all coasts associated with the purchase,installation,and maintenance of all equipment required by the city in caroler to properly isolate the interconnection from the city's utility system for any fault occurring can the city system. r) (y) Under/over vooltne ae~Ia _ To prevent any hazardous operating conditions, the interconnection shall be isolated from the city's utility system fbr any under-voltage(lower than 90 percent of nominal voltage) and over-voltage conditions (higher than 110 percent of nominal voltage)within two seconds(120 cycles).The customer is stalely responsible for all coasts associated with the purchase, installation, and maintenance of all equipment required by the city in carder-to properly isolate the interconnectionfromthe city's utility system fear any voltage level described above, () Under/over fr alp.... ,,,_..To prevent any hazardous operating conditions, tlae interconnection shall be capable oaf oliscoannecting the customer's generation source froarn the city' utility system for any'elver-frequency and under-frequency conditions exceeding 60.5 l lr or below 59.511z within 50 milliseconds(fa cycles).The customer is solely responsible fear.°all coasts associated with the purchase, installation, and maintenance of all equipment required by the city in order to proaperly, isolate the interconnection firom the city's utility system for any frequency deviatioan. described above, (�) Dedicated distribution tr�a�r sforrnett.To ensure reliable service to rather city customers and to minimize all possible problems for other city, customers, the electric dipartrnent m4 , when it cleentrs at necessar y uric%r the cercµtciwr.!»icxwrcc s, require the interconnection shoil to be irate�re aranecteol to the city utility system through as dedicaated-toa-single-caastoamer distribution individual trap foonner. r t wy a� 1 rr� part mewt-thfoug"rittew autoa r wheft.."eenw-it .ik , ar!ac be- a.any coast associated to achieve dedicated—to—single—customer service shall be the custoamer's stale expense. - _T . � (t) +11 lemur lto elaerrtltl foae,Iljt.y wean t►t _e Itao distribution mtran�f(ormtl custcaraaor-tawraeol. single-phase generating facility I OK W or greater shall not be al lowed to be connected to a city tharee- 38 PORT AND COMMERCE ADVISORY BOARD RESOLUTION 201.9-003 ............. phase distribution trap: form er, This requirement ntto"be waived bj7 the electric department flirough written authorization when it deems it aplirolwiate under the circumstances. (14) ffr we .jL)tectioll�. The customer is responsible for the protection of customer's —P q� interconnection ftorn transient surges initiated by,fighting, switching,or other system disturbances. (w) (t) 'F"ut odi''Lire m ticat'i"o'i'i"'-or future modification or exan psion of the interconnection will require a separate review and approval by the city. we (w) 1 eservation c,f rt l'i - The city reserves the right to require additional interconnection requirements tbrinterconnection of alternative power source generating facilitie-3 in ord('T to preserve; the safety and integrity of the City's utility system. (y) (r) j!jtqrj:Lq ti��Ltj of alternativ, r IL _ e ,gjq_.gy.Aleliveries. 14 ................ .......... electric depon'lent shall have the right at any tirne, wit,hout liability to the customer or any other person, to interrupt the alternative power source: (1) When reasonably, necessary, in order fiver the electric deparunent to construct, install, maintain, repair, replace, remove, investigate,or inspect any equipment or any part of the electrical distribution systern; or (2) If the electric department reasonably determines that interruption or reduction of deliveries or power is necessary because of a systern emergency, a t6rced outage, tbrce majeure, or other operational considerations. (Ord. No. 2014-003, § 2, 6-9-2014) Section 2. 'This resolution shall take effect immediately and be provided to Seward City Council before the end of October, 2019. PASSED AND APPROVED by the port and Cornt-nerce Advisory Board of the City of Seward, Alaska, this 15"' day of May, 2019. THE CITY C ' SEWARD, AI,ASKA Chr e f y, Chair 39 PORT AND COMMERCE ADVISORV BOARD RESOLUTION 2019-003 AYES: Paquette, Schneider, Lawrence, iaffia, "berry NOES: None ABSENT: Hughes, Lemas ABSTAIN: None ATTEST: T ST: City Clerk. ok Qu 4 ff Ili; waw 6" qµ�w B Mh i 40 Sponsored by: Hunt Introduction: May 12, 2014 Public Hearing: May 27, 2014 Postponed: June 9, 2014 Enacted June 9, 2014 CITY OF SEWARD,ALASKA ORDINANCE 2014-003 AN ORDINANCE OF THE CITY COLJNCIL OF THE CITY OF SEWARD, ALASKA,AMENDING TITLE 14 OF THE CITY'S CODE OF ORDINANCES TO PROVIDE FOR INTERCONNECTION OF SMALL, RENEWABLE ENERGY SOURCES TO THE CITY'S ELECTRICAL DISTRIBUTION SYSTEM WHEREAS, the City Council encourages the development and use of alternative energy production consistent with the Seward Zoning Code, and WHEREAS, the interconnection with the city's electrical distribution system should be allowed,provided that alternative power sources do not adversely affect the city's system or delivery of power to other electric customers, and WHEREAS, the City Council wishes to allow alternative energy that is safe to users, the public, and electric utility employees. NOW THEREFORE,THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA, HEREBY ORDAINS that: Section 1. Seward City Code Section 14.01.015 Definitions is amended as follows: St->ikeeut= Delete Bold = New 14.01.015. - Definitions. Unless the context specifically indicates otherwise, the meaning of terms used in this title shall be as follows: Alternative power source. Means customer-owned electrical generation fueled by renewable resources such as wind,solar,geothermal,biomass,or water(tidal or hydropower). An alternative power source does not include fossil fuel generation. Alternative power sources within the Seward Electric area are subject to Article 4 of this Title. Applicant. Means a person, including a corporation, partnership, association, and governmental unit or agency, who requests utility service or the extension of utility facilities or interconnection under these provisions and who may be synonymous,as circumstances permit,with "developer," "owner," "contractor," "builder," and similar terms associated with the improvement 41 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 2 of 21 and development of real property and the construction of buildings and related improvements and their heirs, successors. Application for interconnection.Means the application for interconnection of alternative power source that must be completed by any customer wishing to interconnect to the city's electrical distribution system as an independent power producer. BOD (denoting biochemical oxygen demand). Means the quantity of oxygen utilized in the biochemical oxidation of organic matter under standard laboratory procedure in five days at 20 degrees Centigrade, expressed in milligrams per liter. Building drain. Means that part of the lowest horizontal piping of a drainage system which receives the discharge from soil,waste,and other drainage pipes inside the walls of the building and conveys it to the building sewer, beginning five feet (1.5 meters) outside the inner face of the building wall. Building sewer. Means the extension from the building drain to the service connection or other place of disposal. Class of service. Means the type of service rendered by the city to a customer under a particular rate schedule. Clean-out. Means a pipe inserted into the sewer extension through which a cleaning device can be inserted into the sewer extension. Collection system. Means the system of public sewers to be operated by the city and designed for the collection of sewage. Combined sewer. Means a sewer receiving both surface runoff and sewage. Commercial service - Demand metered This classification applies to demand metered general lighting,incidental power,and other services used by commercial and industrial enterprises whose demand is equal to or greater than 25 KVA. Commercial service-Non-demand metered. This classification applies to single phase,non- demand metered general lighting, incidental power, and other services used by commercial and industrial enterprises whose demand capacity is less than 25 KW, and by multiple dwelling units when supplied through one meter. A residential service through which an additional service point not directly associated with the primary residence is likewise serviced will be billed under this schedule. Customers will be classified as non-residential unless they are clearly a residential account. The burden of proof will be on the customer. 42 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 3 of 21 6w Commercial user. Means a person or premises used for commercial or business purposes which discharges domestic waste, not industrial waste. Composite. Means the make-up of a number of individual samples so taken as to represent the nature of sewage or industrial wastes. Constituents. Means the combination of particles or conditions which exist in the industrial wastes. Contribution-in-aid-qf-construction. Means that sum of money representing the cost of making additions or modifications to utility distribution facilities and underground installations, which the applicant or customer must pay as a condition precedent to installing the facilities requested, and which becomes the property of the city and is not otherwise subject to refund to the contributor. Customer. Means the person, partnership, corporation, or entity in whose name a utility account is held and the occupant,resident,or tenant of any premises served by a city utility. In those cases where a utility service is not separately metered to individual tenants in a building, the landlord/owner shall be considered a customer. Delivery point. Means the location where the city distribution system terminates and beyond which the customer assumes responsibility for construction and maintenance. Demand Means the maximum rate of delivery of electric energy during a month, measured in kilowatts (KW) registered over a 15-minute period by a demand meter. Domestic waste, Means any sewage emanating from residential dwellings or from domestic activities by or for private citizens having a BOD of less than 250 ppill and/or a total suspended solids of less than 250 ppm. Economically feasible. Means an extension of distribution facilities will be considered economically feasible if anticipated annual revenue from the project will recover all annual costs plus reasonable margins to provide service to that point, and that this balance of revenue to costs/margins can reasonably be expected to continue for the service life of the facilities constructed for the requested service extension. Electric service. Means the availability of electric energy at the point of delivery for use by the customer, irrespective of whether electric energy is actually used. Engineering. Includes the preparation of electric layouts,designs, specifications, and other drawings and lists associated with electric construction. It also includes, but is not limited to, making construction estimates, inspecting construction for conformance with design criteria and 43 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 4 of 21 specifications, staking, right-of-way acquisition, and similar and related activities necessary to the technical planning and installation of electric distribution facilities. Garbage. Means all animal and vegetable refuse from food or food preparation, dead animals, and the accumulation from restaurant grease traps, but not dish water nor wastewater, ice, salt, and similar materials. Industrial. This classification applies to electrical services with demand equal to or greater than 750 KW. Industrial services with demand of equal to or greater than 5,000 KW will be served by contract only, and only by cost-based rates of those services. Industrial user. Means a person or premises which discharges sewage having the characteristics of industrial wastes as distinct from domestic wastes or which has a BOD of 250 ppm or greater and/or which has a total suspended solids of 250 ppin or greater. Industrial wastes. Means the sewage from industrial manufacturing processes, trade, or business as distinct from domestic waste. Key box (curb calve, curb cock). Means the shut-off point for water service, which is the property of the customer. Mobile home. Means manufactured housing,as defined in section 8.15.110 of this code,built on a chassis and/or in accordance with Department of Housing and Urban Development standards contained in Code of Federal Regulations Title 24,Chapter 20. A mobile home shall be construed to remain a mobile home, subject to all regulations applying thereto, whether or not wheels, axles, hitch,or other appurtenances of mobility are removed and regardless of the nature of the foundation required. Mobile home park. Means any parcel, or adjacent parcels of land in the same ownership, which is used for occupancy by two or more mobile homes. The term does not include camper parks as defined in section 8.15.110 of this code. Multiple residential structures. Means any building or collections of buildings having common walls, containing two or more residential units, which include such common residential arrangements as apartments, townhouses, row houses, and condominiums. Natural outlet. Means any outlet into a watercourse, pond, ditch, lake, or other body of surface water or ground water. On-site sewage disposal. Means the use of any privy,cesspool,septic tank,or similar facility for disposal of sewage which is not connected to the collection system. 44 U1FY UFSEWARD, ALASKA ORDINANCE 2014-003 LPage I of 21 Permanent electrical service. Means service entrance and metering equipment installed at given location with intent to remain for the useful service life of the city's electrical facilities constructed for that service. The equipment will be mounted on a city pole, or customer's building, or other structure on a permanent, non-moveable foundation. The city reserves the right of final determination of whether a service will be classified permanent. All facilities will be designed and installed in accordance with applicable codes,standards,and practices of the industry for the class of service offered. pH. Shall mean the logarithm of the reciprocal of the weight of hydrogen ions in grams per liter of solution. Point of'delivery. Is that predetermined location where the city terminates its equipment or conductors and connects with the customer's equipment or conductors. Premises. Means the real property of the customer in a single location being served by the city. Pretreatment. Means that physical treatment given to sewage prior to discharge into the collection system,or those processes utilized for this purpose. Primary service. Means the conductors and equipment necessary to supply the customer with electricity at the available primary voltage above 480 volts. Primary voltage. Means the voltage supplied to the high voltage side of distribution transformers, which include three-phase service 7,200/12,470 and 14,400/24,900. Properly shredded garbage. Means the remnants from the preparation, cooking, and dispensing of food that have been shredded to such a degree that all particles will be carried freely under the flow conditions normally prevailing in the collection system,with no particle greater than one-half inch (1.27 centimeters) in any dimension or overall. Public sewer. Means any sewer collection system operated by or under the authority of the city. Public works department. Means the City of Seward public works department. Raceway. Means a channel for holding wires,cables,or busbars,which is designed expressly and used solely for that purpose. Receiving waters. Means those natural outlets into which sewage is discharged. Reuse. Means all garbage, rubbish, and waste material. 45 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 6 of 21 Residential or domestic user. Shall mean a person or premises who discharges an average normal volume of domestic waste to the collection system. Residential service. Means the providing of a utility to a single-family dwelling. Except for "home occupations" as defined in sections 15,10.140 and 15.10.240 of this code, activities of a nature requiring a business license, advertising, or whose profits and expenses are shown against federal income taxes will be classified as "cornmercial." Rubbish. Means tree and plant trimmings, paper products, rags, rubber, carpets, clothing, straw packing,packing materials,furniture,and all other kinds of combustible waste material which ordinarily accumulates in the operation of a household or business. "Rubbish" does not include manure or waste from any yard or stable. Sanitary server. Means a sewer which carries sewage and to which storm, surface, and ground waters are not intentionally admitted. Secondary service. Means service at available voltage of 480 volts or less. &,condary voltage. Means the voltage for delivery directly to the service entrance of the customer, i.e., the low voltage side of a distribution transformer-,,af--(utilization voltage). Security lights. Means a fixture or fixtures installed to illuminate private homes and areas, including places and areas to which the public has access but which are privately owned and controlled. Service. Means the furnishing of a utility to a given location. Service connection. Means the pipe and appurtenances required to connect an individual property or facility to the sanitary sewer. The service connection shall start at the collection system and terminate at the property line or easement limit and shall not include the building sewer. Sewage. Means any combination of the water-carried wastes from residences, business buildings, institutions, and industrial establishments, together with such ground, surface, and stormwaters as may be present. Seivage treatment plant. Means any arrangement of devices and structures used for treating sewage. Selvage works. Means all facilities for collection, pumping, treating, and disposing of sewage. Server. Means a pipe or conduit for carrying sewage. 46 t-AI V Uk NEWARD, ALASKA ORDINANCE 2014-003 Page 7 of 21 Slug. Means any individual or combined discharge of water, sewage, or industrial waste which in concentration of any given constituent or in quantity of flow exceeds, for any period longer than 15 minutes, more than five times the average 24-hour concentration or flows during normal operation. Storm drain and storm sewer. Means a sewer which carries storm and surface waters and drainage, but excludes sewage and industrial wastes, other than unpolluted cooling water. Street light. Means a system or fixture of such system,for the illumination of streets,alleys, and other public places and areas, installed and operated at public expense. Subdivision. Means a tract or parcel of land divided into two or more lots, sites, or other divisions according to applicable law. Suspended solids. Means solids that either float on the surface of or are in suspension in water, sewage, or other liquids, and which are removable by laboratory filtering. Tariff. Means the City of Seward Utility Tariffs as approved by the City Council and amended from time to time. Temporary secondary service. Means service provided on an interim basis during a construction phase or any other service provided by use of facilities which cannot be reused or continued as permanent facilities and must be removed when the temporary need has ceased. The duration of the service will not exceed 180 days. Thaw wire. Means the wire leading from the water main,parallel with the service line, and coming up to the ground surface at the key box. Toxic. Means constituents of sewage which are considered from time to time by the U.S. Environmental Protection Agency in its listing of NRDC Priority Pollutants Schedule as adversely affecting facilities or conditions similar to the collection system,the sewage treatment plant, or the receiving waters. Waste material. Means broken crockery,glass,wire,ashes,cinders,bottles,tin cans,metals, and other similar noncombustible waste material resulting from the operation of a household or business. Discarded vehicle bodies or other bulky or heavy objects, waste material resulting from any manufacturing,building,or construction operation,and similar materials shall not be considered waste material and must be disposed of by the property owner. Water connection or water service connection. Means that part of the water distribution system,including pipe and appurtenances,used to conduct water from the water main to a point at or near the property line of the premises to be served. L 47 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 8 of 21 Water connection extension. Means that part of the water distribution system extending from the water connection into the premises served. Section 2. Seward City Code Title 14, Chapter 15,Article 4 Interconnection to Customer- Owned Alternate Technology and Fossil Fuel Standby Generation Equipment is amended as follows: Rtr-ikP,nm1 = Delete Bold =New Article 4. -Interconnection to With Customer-OwnedAlternateive Teehnelogv find Fossil FI&4 Slaffdby Power Source Generation Equipment 14.15.410. - Alternateive technology generation Power Source. (a) The city will permit the interconnection and operation of small (less than 25KW) alternateive tee-c-hnelegy generation power source facilities sue h as wind energ eanvefsion systems or small seale hydroeleetr-ie facilitie with its integrated electrical distribution system upon compliance by the customer with the following provisions. (1) A customer who owns any alternate technology generation shall request approval from the city to interconnect with its system at least three months prior to the date on which the customer intends to make any connection in any way to the electric circuitry common to the city's integrated distribution system. (2) The customer shall submit to the city,along with hi-s an application request for interconnection, complete documentation of alternate technology generation equipment including but not limited to: schematics; wiring diagrams;performance specifications;descriptions of energy storage devices, circuit protection equipment, regulation equipment, automatic disconnect equipment, and any other proprietary device provided by the equipment manufacturers. (3) Upon approval of the interconnection by the city, the customer shall agree under special contract with the city to pay the cost of any special metering equipment or circuit modifications determined by the city as necessary to accomplish the interconnection;to install power factor corrective equipment as necessary to maintain a power factor of not less than 0.9; to operate the generation equipment in strict compliance with safety procedures established by the city,and to accept the terms of purchase of energy or capacity or both as set forth in the contract. (b) The city reserves the right to refuse interconnection with alternate teehnelogy generation f4eilities alternative power sources or to limit the number of interconnections with altemate teehnology generation faeilities on any single 48 %-II T Ur `)V,WAKI), ALASKA ORDINANCE 2014-003 Page 9 of 21 substation circuit if it is determined by the city that any such interconnection would be harmful or hazardous to its system, its employees or other Customers. If a proposed interconnection is refused by the city, the city will provide the Customer within three months of the initial request written notice of refusal, including a statement of the reason(s) for the refusal. (c) If an unauthorized interconnect is found,the city will immediately terminate service to those facilities and reconnect the service only when all conditions of these provisions are satisfied. (Ord 504, /M2) 14.15.415. Interconnection Requirements, Procedures, and Application Process for an Alternative Power Source Less Than 25KW. (a) Application. In order to proceed with interconnection of an alternative power source, the customer must complete an Application for a New/Rework of Electrical Service and an Interconnection Application. The customer shall also provide equipment specifications, protection arrangements, and design drawings to the city for review. (b) Compliance with codes and standards. Interconnections shall not be fueled by nor connected to any non-qualified alternative energy sources. Interconnection customers shall comply with all applicable local,state,and federal codes such as building codes, National Electric Code (NEC), and National Electrical Safety Code(NESC)for the installation of an interconnection. Once operating,the city reserves the right to require the customer,at the customer's expense,to provide corrections, modifications, or additions to the interconnection as required or recommended by government or industry regulations and standards. The city will provide written documentation of the necessary changes and a time frame to complete. If the customer fails to comply with the changes in the specified time frame, the city will open and lock the interconnection. (c) Placement of customer-owned interconnection. To maintain the existing city distribution system's power quality and reliability,only one interconnection per distribution transformer will be authorized. (d) Power quality and reliability. The interconnection with the electric system shall not cause any reduction in the quality and reliability of service provided to other city customers. There shall be no generation of abnormal voltages or voltage fluctuations, and the harmonic content of the interconnection output must be below that level which would cause interference with other customer loads, other utilities, or city facilities and equipment. 49 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 10 of 21 To minimize interference, the city requires the interconnection to meet the power quality standards presented in accordance with Section 10, Recommended Practices for Individual Consumers of the latest Institute of Electrical and Electronics Engineers(IEEE)Standard 519,IEEE Recommended Practices and Requirements for Harmonic Control in Electrical Power Systems. In addition to meeting all requirements identified in this document, the interconnection shall comply with all city ordinances and resolutions,and latest IEEE 1547, IEEE Standard Conformance Test Procedures for Equipment Interconnecting Distributed Resources with Electric Power Systems. (c) Testing. Prior to initial energization of the interconnection, an inspection and tests will be performed by both the interconnecting customer and city personnel. The purpose of the inspection and testing will be to determine if the generator and related equipment of the interconnection meets the minimum requirements described by IEEE 1547, IEEE 519, and UL 1741, Underwriter Laboratories Inc., Standard for Inverters, Converters, and Interconnection System Equipment for Use With Distributed Energy Resources. Based on the inspection, the city may elect to accept the installation and energize the interconnection. In the event that discrepancies are noted between the certified equipment and drawings previously provided to the city and the customer's system inspected by the city, retesting may be required. The customer shall be solely responsible for all costs associated with any retesting. (f) City inspection and customer maintenance records. The customer shall maintain the interconnection in good working order. The interconnection(i.e.,generator and associated equipment)is subject to inspection and retesting by the city upon reasonable notice each year after the unit is placed in service. The customer will assume full responsibility for the routine maintenance of the interconnection and associated protective devices. The customer shall maintain accurate records of all maintenance activities performed. These records shall record the date and time, the person(s) who performed the activities, and a brief description of the work. These records shall be made available to the city for inspection at all times upon reasonable notice to the customer. Failure to comply may result in the disconnection of the equipment or additional testing as outlined in subsection(e)above. The customer is solely responsible for all costs associated with any inspections and testing required. (g) Visible, lockable disconnect switch or electric break. An accessible, visible, lockable disconnect switch or electric break, whichever is applicable, is to be provided by the customer which is lockable in the open position only. This switch must be appropriately labeled,when locked in the open position for any 50 %-II I "V 3r-VVAKJJ, ALANKA ORDINANCE 2014-003 Page 11 of 21 of the following conditions, may be unlocked only by city personnel. The city will lock the switch in the open position under the following circumstances: (1) If it is necessary for the protection of line crew personnel when working on de-energized circuits during a system emergency; (2) If inspection of the interconnection reveals a hazardous condition or a lack of proper maintenance; (3) If the interconnection interferes with other customers,other utilities,or with the operation of the city's distribution system; (4) If the city determines that the interconnection has generated power from a non-qualified alternative energy resource; or (5) For general maintenance of the city's distribution system. The city will provide at least five days' notice, unless the circumstances warrant shorter notice, before locking the switch open for general maintenance as provided in condition (v) above. (h) Metering1billing. The customer shall install and maintain a kilowatt-hour meter, or meters,at the interconnection, capable of registering the bi-directional flow of electricity at the point of interconnection at a level of accuracy that meets all applicable standards,regulations, statutes,and ordinances. The meter(s) may measure such parameters as time of delivery, power factor, voltage, and such other parameters as the city shall specify. The customer shall provide space for metering equipment as specified by the city with the location of the meter(s) to be approved by the city. The customer is solely responsible for all costs associated with the purchase, installation, and maintenance of all equipment required by the city in order to properly meter the interconnection. (i) Nominal voltages and phasing. The generator nameplate voltage must be the same as one of the nominal voltages supplied by the city. The nominal voltages are 120/240 V single-phase, 120/208 V three-phase,and 277/480 V three-phase. If the generator nameplate voltage is different from the city's nominal voltages, the customer must supply a dedicated generator transformer that will provide the required nominal voltage. The required transformer connection, unless otherwise specified, is grounded wye-grounded wye. Fault current increase and upgrading equipment. In general, installation of a new generator will increase the fault current level at the customer's electrical facility. This may require upgrading some of the customer's equipment. The 51 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 12 of 21 customer will assume full responsibility of upgrading customer's own equipment. (k) Starting as induction motor. In general, induction generators start as motors; also,synchronous generators may be designed to start as motors. The customer- owned generator starting as a motor shall meet the motor starting requirements prescribed by the city. The city may require the customer to provide, at customer's own expense, special or additional starting equipment. (1) Generatingfacilitygrounding. There are additional safety concerns that shall be addressed when considering circuit grounding of the interconnection interconnected to the city's utility system. To ensure proper grounding of the generating facility, the customer shall follow all applicable national, state,and local codes regarding grounding for applicable generating installations. (m) Synchronization. The interconnection must be synchronized with the city's utility system at all times and the customer shall be responsible for the cost and maintenance of all synchronization equipment. (n) Automatic disconnection, manual reset and authorized reconnection. The interconnection shall be designed to automatically disconnect and lockout when the city's service is interrupted for any reason. The device shall have a manual reset. Reconnection of the interconnection to the city's utility system shall be done only on Hot-Bus/Hot-Line/Sync-Check. Following verbal authorization by the electric manager or the electric manager's designee, reclose of the interconnection breaker (or interrupting device) is permitted. (o) Single phasing protection. The customer is advised that a phase-unbalance disturbance on the city's utility system can result in overheating of the interconnection. A negative-sequence-type relay (current or voltage) could be necessary to initiate tripping under phase-unbalance conditions and may also be used to block closing of the automatic disconnecting device if the city's utility system is single-phased. (p) Generating facility protection. The customer is fully responsible for the protection of the generator and all of its associated equipment. Protection should be provided for the customer's own equipment failures,faults,and other disturbances on the city's utility system. (q) Fault Detection and Automatic Isolation. To prevent an interconnection from supplying current to a fault on the city's utility system,the interconnection shall 52 %-II I Ur Z-511.WAKU, ALASKA ORDINANCE 2014-003 ti Page 13 of 21 be equipped to provide isolation from the city's utility system for any fault occurring on the city's utility system. The automatic isolation shall be done prior to the city's breaker(or recloser)reclosing and within a reasonable period of time, typically less than two seconds (120 cycles). The customer is solely responsible for all costs associated with the purchase, installation, and maintenance of all equipment required by the city in order to properly isolate the interconnection from the city's utility system for any fault occurring on the city system. (r) Under/over voltage relay. To prevent any hazardous operating conditions, the interconnection shall be isolated from the city's utility system for any under- voltage(lower than 90 percent of nominal voltage)and over-voltage conditions (higher than 110 percent of nominal voltage) within two seconds (120 cycles). The customer is solely responsible for all costs associated with the purchase, installation, and maintenance of all equipment required by the city in order to properly isolate the interconnection from the city's utility system for any voltage level described above. (s) Unde*rloverfrequency relay. To prevent any hazardous operating conditions,the interconnection shall be capable of disconnecting the customer's generation source from the city's utility system for any over-frequency and under- frequency conditions exceeding 60.5 Hz or below 59.5 Hz within 50 milliseconds (6 cycles). The customer is solely responsible for all costs associated with the purchase,installation,and maintenance of all equipment required by the city in order to properly isolate the interconnection from the city's utility system for any frequency deviation described above. (t) Dedicated distribution transformer. To ensure reliable service to other city customers and to minimize all possible problems for other city customers, the interconnection shall be interconnected to the city utility system through a dedicated-to-single-customer distribution individual transformer. This requirement may be waived by the electric department through written authorization when it deems it appropriate under the circumstances. Any cost associated to achieve dedicated-to-single-customer service shall be the customer's sole expense. (u) Single-phase generating facility on three-phase distribution transformer. A customer-owned single-phase generating facility IOKW or greater shall not be allowed to be connected to a city three-phase distribution transformer. (v) Surge protection. The customer is responsible for the protection of customer's interconnection from transient surges initiated by lighting,switching,or other system disturbances. 53 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 14 of 21 (w) Future modification or expansion. Any future modification or expansion of the interconnection will require a separate review and approval by the city. (x) Reservation of Rights. The city reserves the right to require additional interconnection requirements for interconnection of alternative power source generating facilities in order to preserve the safety and integrity of the city's utility system. (y) Interruption of alternative power source energy deliveries. It is likely that the city will require alternative power sources to be disconnected from the city's electrical distribution system whenever the city is generating its own power. The electric department shall have the right at any time,without liability to the customer or any other person, to interrupt the alternative power source: (1) When reasonably necessary, in order for the electric department to construct, install, maintain, repair, replace, remove, investigate, or inspect any equipment or any part of the electrical distribution system; or (2) If the electric department reasonably determines that interruption or reduction of deliveries or power is necessary because of a system emergency, a forced outage, Force Majeure, or other operational considerations. 14.15.416. - Electricity Consumption Offset; Billing and Payments. (a) All energy a customer receives from the city is purchased by the customer at the applicable rate found in the tariff. When a customer's interconnection delivers energy to the city, the customer's credit is as documented in the tariff. (b) If the city supplied more power than the customer during the monthly billing period, the customer will be billed for the net electric consumption at the rate established in the tariff. If the meter reading for power into the customer's facility is higher than the meter reading for power out of the customer's facility, the customer will be billed for the net electric consumption at the rate established in the tariff. (e) If the customer produced more power than the city supplied during the billing period, the customer will receive a credit, provided the customer is in compliance with this chapter and is current on amounts owed to the city. If the meter reading for power out of the alternative power source is higher than the meter reading for power into the alternative power source, the customer will 54 %-'I I "r aEVVAKLP, ALANKA ORDINANCE 2014-003 Page 15 of 21 receive a credit equal to the difference between the two readings,in the manner and at a rate as determined by the tariff. (d) Following disconnection,the city will bill for amounts owed or pay the customer for any net credit. The customer shall pay the reasonable costs of removal, relocation, modification, or renovation of any facilities or equipment required for interconnection with,or disconnection from,the city's electrical distribution system. 14.15.417. - Appeal Procedures. (a) Appeals to the City Manager. Any person or persons aggrieved by an action or determination taken under this chapter may appeal said action or determination to the City Manager within 10 days of the action or determination being appealed. (1) Appeals to the City Manager under this chapter will be in writing and contain at least the following: i. The name and address of the appellant; ii. A description of the action or determination from which the appeal is sought; and iii. The reason for the appeal which must show a misapplication of law or fact. (2) The City Manager shall issue a written decision within 30 days. (b) Appeals to the Planning and Zoning Commission. Appeals of a decision of the City Manager will be heard by the Planning and Zoning Commission. An appeal of the decision of the City Manager must be filed within 10 days of the action or determination by the City Manager. (1) An Application to appeal to the Planning and Zoning Commission shall be filed with the City Clerk,shall be in writing, and shall contain, but is not limited to, the following information: i. The name and address of the appellant; ii. A description of the action or determination from which the appeal is sought; tow 55 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 16 of 21 iii. The reason for the appeal which must show a misapplication of law or fact; and iv. An application appealing actions and determinations of the City Manager shall be accompanied by a filing fee as set by resolution of the Council. (2) Upon receipt of the written appeal from the a decision of the City Manager, the Clerk shall schedule the matter for public hearing at a regular commission meeting, to be held within 30 calendar days of receipt of the appeal. The clerk shall notify the appellant in writing of the public hearing date not less than 15 days prior to the appeal hearing. i. The Clerk shall provide copies of the appeal to the Commission and the City Manager. The City Manager or designee shall prepare a written report of the events which preceded the appellant's filing. The City Manager shall attach to their report copies of all applications, denials, correspondence, or other writings relating to the matter being appealed. An appellant may rile a written statement summarizing the facts and setting forth pertinent points and authorities in support of the points contained in the notice of appeal if such statement is riled not less than 7 days prior to the date set for the appeal hearing. The administration and any interested party wishing to file a written statement in rebuttal to the appeal may do so if such statement is filed not less than 2 days prior to the appeal hearing date. ii. It is the burden of the appellant to submit such evidence in support of his appeal, as may be necessary to enable the commission to reach a decision. Upon a showing of good cause, the commission may continue the hearing for presentation of such information; provided,however,that the Commission shall render a decision of the appeal within 40 calendar days of its filing. (c) Appeals to Board of Adjustment. A party aggrieved by the decision of the Planning and Zoning Commission under this chapter may appeal such decision to the City Council sitting as a Board of Adjustment within 10 days of the action or determination being appealed. Computation of the time period for filing an appeal shall commence with the date on which the action or determination by the Commission is mailed or delivered to the parties involved. Any decision not appealed within these time limits shall become final. 56 %-'I I MF ar.VVA11,11, ALANKA ORDINANCE 2014-003 Page 17 of 21 An Application to appeal to the Board of Adjustment shall be riled with the City Clerk, shall be in writing, and shall contain, but is not limited to, the following information: i. The name and address of the appellant; ii. A description of the action or determination from which the appeal is sought; iii. The reason for the appeal which must show a misapplication of law or fact by the Seward Planning and Zoning Commission; and iv. An application appealing actions and determinations of the Seward Planning and Zoning Commission shall be accompanied by a filing fee as set by resolution of the Board. (2) Upon receipt of the written appeal from the a decision of the Commission,the clerk shall schedule the matter for public hearing at a special session of the City Council sitting as the Board of Adjustment,to be held within 30 calendar days of receipt of the appeal. The clerk shall notify the appellant in writing of the public hearing date not less than 15 days prior to the appeal hearing. (3) An appeal hearing conducted by Board shall be on the basis of the record established before the commission and the record on appeal.The Board hearing an appeal may allow for oral presentations by the administration and the appellant. A time limit may be established for said presentations. i. The record of appeal shall be prepared by the City Clerk and provided to the hearing agency not less than 5 days prior to the hearing, and shall consist of the following: ii. A verbatim transcript of the prior proceedings from which the appeal has been taken, if those proceedings were taped or otherwise recorded, or if the proceedings were not recorded, copies of any approved minutes, summaries or other records of the proceedings; iii. Copies of all memoranda, exhibits, correspondence, recommendations, analyses, maps, drawings, and other documents or exhibits submitted prior to the decision from which the appeal is taken; 57 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 18 of 21 iv. A copy of all prior written actions,determinations and decisions, including findings and conclusions; V. A list of the names and addresses of all persons appearing as witnesses at prior hearings; and vi. Any written statements. (4) The record of appeal shall be made available for public inspection in the Clerk's office not less than 5 days prior to the hearing date. (5) The Council sitting as the Board of Adjustment shall either affirm or reverse the Commission's ruling, in whole or in part, or remand the matter to the Planning and Zoning Commission for further findings. The Council may vote to reverse, in whole or in part, only if it rinds the appellant has proven the following: i. The relief sought will not result in a violation of any applicable federal or state regulation; ii. The relief sought is in harmony with established City codes, policies, and procedures; iii. Will not cause a reduction in the quality and reliability of service provided to other customers; iv. Will not be harmful or hazardous to the utility system, employees, or customers; and V. Will not significantly increase the cost of operations of the utility public service agencies. A decision may be made subject to the appellant's compliance with terms and conditions deemed necessary by the Council. (6) In rendering its decision, the Board shall issue written findings of fact and conclusions of law within 60 days of decision. The Board's decision at that time shall be final. The appellant may appeal the decision to the superior court if such appeal is filed within 30 days of the decision. (7) The City Clerk shall provide the appellant written notification of Board's decision within 10 days of the decision. 14.15.420. -Procedures and Application Process for Responding to Inquiries From a Customer for an Alternative Power Source Greater Than 25KW. 58 %-I' ■ "r ,3EVVAKV, ALANKA ORDINANCE 2014-003 Page 19 of 21 (a) A request for interconnection of an alternative power source with a nameplate capacity of more than 25 KW may be subject to power sales agreements entered into by the city. The electric department shall notify the customer regarding what information must be provided to enable the city to determine what additional agreement terms and conditions are appropriate given the specific circumstances of the proposed alternative power source. Such information may include the following: (1) Detailed description of the alternative power source; (2) Precise location of the alternative power source; (3) Nameplate electric generating capacity, net electric energy output, and plant factor of the alternative power source; (4) Minimum and maximum availability of firm capacity and/or energy from the alternative power source during daily and seasonal peak periods; (5) Projected date on which deliveries of capacity and/or energy would commence; (6) Plans for alternative power source construction and financing, and the acquisition of all necessary property rights,permits,authorizations,and fuel contracts; (7) Expected and demonstrated annual and seasonal reliability of the alternative power source; (8) Periods of scheduled maintenance and outages; (9) Plans for dispatch ability of the alternative power source; (10) If applicable, plans for acquiring access to adequate firm transmission services and the terms and conditions of such access; and (11) Any other information to assist the city in evaluating the circumstances and determining appropriate terms and conditions. (b) After the customer has satisfied all requirements provided for in subsection(a) above, and following any approval that may be required by an entity that has entered into a power sales agreement with the city,a power purchase agreement is subject to approval by city council resolution. 59 CITY OF SEWARD, ALASKA ORDINANCE 2014-003 Page 20 of 21 14.15.44530. - Fossil Fuel Standby Generation. The city will not permit the interconnection and operation of fossil fuel standby generation facilities, such as diesel or gasoline engine drive standby generators,with its integrated distribution system under any circumstances. Diesel or gasoline driven standby generators shall be connected to the customer's load only through a double-throw switch that will prevent parallel operation with the city's distr-ibution syst electrical distribution system. When using on-site fossil fuel generation,the alternative power source must be disconnected from the electrical distribution system. The customer shall provide any equipment necessary to disconnect the alternative power source. 14.15.42035. - Customer Liability. (a) Accidents. The customer shall be solely responsible for all accidents or injuries to persons or property caused by the operation of the customer's equipment, or by any failure of the customer to maintain his equipment in a satisfactory and/or safe operating condition,and shall indemnify,defend,and save harmless the city from any and all claims, suits, losses, or damages for injiuries to persons or property, of whatsoever kind or nature, arising directly or indirectly out of the operation of such equipment or by the failure of the customer to maintain its equipment in satisfactory and/or safe operating condition. (b) Digging permits or utility locate requests. The customer is solely responsible for the safety and security of city equipment on the customer's property whether in or out of a utility casement. The customer shall complete a digging permit or utility locate request prior to any digging, drilling, driving into the ground, or any subterranean disturbance. If "locate required" is indicated on the form, the customer shall not disturb the ground until all indicated locates are complete. The customer or his contractor shall not use mechanized equipment within two feet of any located utility. Failure to follow this procedure will make the customer liable to a$500.00 fine plus any cost to repair the facility. Digging permits and utility locates are available free of charge upon request and will be done expeditiously. Section 3. This ordinance shall take effect ten (10) days following its enactment. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 9th day of June, 2014. THE CITY OF SEWARD, ALASKA Scan Bardarson,Mayor 60 `--i, s yr 3EVVAKV, ALASKA ORDINANCE 2014-003 Page 21 of 21. AYES: Casagranda, Squires, Butts, Darling, Bardarson NOES: None ABSENT: Keil, Terry ABSTAIN: None ATTEST: frl Johanna Kinne , CNfc City Clerk (City Seal) r +4+f 2 q F Cie w % F i •rA {f ." yw• w...w...V.4`F 61 Meeting Date: May 12, 2014 To: Seward City Council From: John Foutz through Jim Hunt Agenda Item: Ordinance Amending Title 14 of the Seward City Code to Provide for Interconnection of Small Renewable Energy Sources to the City's Electrical Distribution System BACKGROUND&JUSTIFICATION: The ordinance presented at this meeting would allow for small alternative renewable energy facilities to safely connect to the City's electrical system. This ordinance is designed to meet several goals. The ordinance includes safeguards to prevent the connection of small renewable energy sources from damaging the electrical system and the customer's equipment or negative effects to other electric customers. The ordinance limits the interconnection to small power sources with nameplate capacity of 25kW or less and sets forth an application procedure to ensure that the customer's needs are met,as well as the needs of the City and the City's other electrical customers. An appeal procedure is allowed,consistent with the appeal procedures in the Seward Zoning Code. The ordinance authorizes the Seward Planning&Zoning Commission to hear and decide appeals of an application which is denied interconnection. The Seward Planning&Zoning Commission is also authorized to hear appeals from applicants who may be denied based on zoning concerns. By having the Seward Planning & Zoning Commission address all appeals, the intent is to streamline all appeals for a potential applicant, providing better service to customers of the City. The ordinance allows for a net credit and a rate for excess energy produced by the customer while connected with the City's electrical system. The credit methodology will be determined by the City Council in the electric tariff. One goal is to provide credit earned by the customer in a manner that can be implemented by the Finance Department. INTENT: The intent of this ordinance is to allow interconnection of small alternative energy sources with the City's electrical system in a manner that will allow potential credit to the owner of small generation systems, and will allow interconnection in a manner that will protect the safety of all individuals and the integrity of the City's electrical system, as well as the interests of other electrical customers. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan ( 1. 3, 3. 7. 3. 1, 3. 7. 3. 2): Continue to upgrade and expand utilities to meet existing needs and encourage future X development, Expand customer base within the Seward Electric Utility area as a means to reduce energy costs and improve services. 62 I provide quality leadership and economic wellbeing ofits citizens 3. Other(list): FISCAL NOTE: It is not possible to estimate the financial impact of this action due to a number of unknown variables (e.g. i, the number of potential connections is unknown and it is impossible to estimate how much power each will produce.) However, in 2013, the City provided $3,146.33 in alternative energy credits Approved by Finance Department: ku� llte- ATTORNEY REVIEW: Yes X No RECOMMENDATION: City Council approve Ordinance 2014- 005 amending Title 14 to allow interconnection of renewable energy sources of less than 25M 63 Sponsored by: Meszaros CITY OF SEWARD, ALASKA RESOLUTION 2019-088 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO SELECT AND PURCHASE, OUTRIGHT, A USED VACTOR TRUCK FOR A TOTAL AMOUNT NOT TO EXCEED $106,000,FROM THE MOTOR POOL FUND WHEREAS, the Public Works Department has identified that a Vactor Truck is a crucial safety need for the Water, Sewer, and Streets Departments; and WHEREAS, unlike purchases of new equipment that can be completed without risk of others buying the unit first, used equipment is sold as first come, first serve opportunities; and WHEREAS,the City of Seward missed out on two opportunities to purchase a used Vactor Truck to other buyers due to the additional time needed to pass a resolution through council; and WHEREAS,by pre-approving the "not to exceed"amount of$106,000, the City Manager would be able to authorize the next advantageous opportunity presented to the City; and WHEREAS, funds for the purchase of the Vactor Truck were budgeted in the 2018-2019 capital budget approved by Council. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to purchase a used Vactor Truck for an amount not to exceed $106,000. Section 2. Funding in the amount of$106,000 will come from Motor Pool Reserves account and is included in the 2018-2019 budget. Section 3.The Seward City Council hereby finds that it is in the public interest to select and purchase a used Vactor Truck. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14�' day of October, 2019. 64 Agenda Statement Meeting Date: October 14, 2019 To: City Council Through: Scott Meszaros, City Manager C� From: Doug Schoessler, Public Works Director Agenda Item: Purchase of a Used Vactor Truck for the Public Works Department BACKGROUND & JUSTIFICATION: The 2018-2019 Budget"Public Works Capital Equipment"lists have$106,000 included to purchase a used Vactor Truck with Motor Pool Funds. We have found two opportunities to purchase an acceptable used model, but both times other buyers were able to purchase them before we could bring a resolution to City Council. By preapproving funding and this Resolution,the City Manager would be able to authorize the purchase a used Vactor Truck when an acceptable model becomes available. The Vactor Truck will meet all safety regulations and will be used for: -Improving Employee Safety by reducing confined space hazardous entry needs. -Locating multiple utilities without the risk of damaging them with an excavator. -Excavating gravel during City digging projects. -Cleaning out storm drains and culvert ends on City Streets. -Pumping Sewer manholes and lift stations for blockage and general maintenance. -Sewer jetting of clogged sewer mains. -Digging post holes for Street signs. INTENT: To purchase a used Vactor Truck. This purchase will provide reliable service long into the future. ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, CONSISTENCY CHECKLIST: Yes No N/A ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,I....".,,,,,,,,,,,,, ....................,.,.- 1 Comprehensive Plan: 3.4.1 provide safe and efficient vehicular X trans,ortatian acilities 2. Strategic Plan: 3.7 Public Facilities and Services X ..................................................................................................................................................................................................................................................... 3. Other: X FISCAL NOTE: Funding for this purchase was appropriated in the FY2019 budget from the Motor Pool Fund reserves 03000-0000-3400. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council approve Resolution 2019-088, authorizing the purchase of one used Vactor Truck not to exceed $106,000.00. Sponsored by: Meszaros CITY OF SEWARD,ALASKA RESOLUTION 2019-089 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING AMENDMENTS TO THE CO-APPLICANT AGREEMENT BETWEEN THE SEWARD COMMUNITY HEALTH CENTER, INC. AND THE CITY OF SEWARD WHEREAS,the Seward City Council enacted Ordinance 2010-008 on December 13,2010, establishing the powers and duties of the Board of Directors charged with oversight of the newly- established Seward Community Health Center; and WHEREAS,the City of Seward serves as co-applicant with the Seward Community Health Center(501(c)3 entity)as a Federally Qualified Health Center,collaborating to improve access to primary health care in the community, pursuant to Section 330 of the Public Health Service Act (42 U.S.C. § 254b); and WHEREAS,the Seward City Council enacted Ordinance 2013-013 onDecember 16,2013, authorizing employees of the Seward Community Health Center to be non-PERS employees of the City for a limited time,amending portions of the City Code,and requiring the Board to enter into a Co-Applicant Agreement with the City of Seward; and WHEREAS,the Co-Applicant Agreement is established forthe purpose of describing the relationship of the parties in the mutual operation of a Federally Qualified Health Center in accordance with Section 330. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The Seward City Council hereby approves the Co-Applicant Agreement between the Seward Community Health Center,Inc. and the City of Seward, as amended,in substantial form as presented at this meeting. Section 2. The City Manager is hereby authorized to undertake any and all actions necessary to execute and implement the Agreement. Section 3. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 14"' day of October, 2019. 67 Agenda Statement Meeting Date: October 14,2019 ' of sty, LAYDOWN ,�-40 To: Seward City Council From: Seward Community Health Center 1/.450' Through: Scott Meszaros, City Manager Agenda Item: Co-Applicant Agreement with Seward Community Health Center, Inc BACKGROUND &JUSTIFICATION: The City of Seward and the Seward Community Health Center (CHC) Board are co- applicants in the funded Section 330 Federally Qualified Health Center in Seward. The attached Agreement establishes the roles and responsibilities of the Board,the executive director, and the City of Seward,and expresses the following goals: cooperation rather than competition among healthcare providers to drive efficiency;City financial and administrative support to build a strong foundation for the newly-formed center and oversight of funding; operation of the CHC consistent with Section 330 requirements and the best interests of the community; and restricting the City's role to the highest level necessary to provide oversight without involvement in daily operations or management. The primary responsibilities of the Board include:selecting services to be provided;adopting policies and procedures;ensuring quality of care;providing a sliding fee discount program; evaluating CHC programs and services; approving annual budgets and grant applications, then submitting to City Council for approval;selecting,evaluating,dismissing the executive director;ensuring that adequate insurance coverage is in place for the CHC,employees,and the Board; and ensuring compliance with all applicable laws. The primary responsibilities of the Executive Director include: managing and supervising activities of the CHC including carrying out policies,procedures,and programs of the Board; negotiating and administering contracts ; ensuring eligibility for Federal Tort Claims Act medical malpractice insurance coverage;coordinating with the city manager as to applicable City policies; informing the Parties of any new pertinent federal guidance ; maintaining all licensing; and hiring, evaluating,managing, and terminating staff. The primary responsibilities of the City include: aiding the CHC as approved by Resolution of the City Council; ensuring fiscal management and oversight of grant and local funds passed through the City to the CHC; approving grant applications as necessary; and approving the annual budget upon approval by the Board. The Seward City Council and the City Manager will not have any involvement in employment matters of the CHC,including in the hiring of the executive director. JNTENT: The intent of this action is to establish the respective roles and responsibilities of the City, the Board,and the Executive Director of the CHC. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan: 2.2.6 Health Care 1. X 2. Strategic Plan: Page 19 We are a community that provides an X integrated array of healthcare services designed to protect and improve the quality of life for all citizens. 3. Other: In Accordance with Section 330 of the Public Health X Service Act,42 U.S.C. §254b FISCAL NOTE: Approval of this resolution supporting the Co-Applicant Agreement has no direct fiscal impact on the City. However, the City will continue to oversee the grant and local funds being passed through the City to the CHC. In addition, the 2020 City budget will include the final $100,000 support payment as agreed to at the establishment of the CHC. Approved by Finance Department: kras,.1,/ ATTORNEY REVIEW: Yes X No RECOMMENDATION: Approve Resolution 2019-089 approving a Co-Applicant Agreement between the City of Seward and the Seward Community Health Center, Inc. PCOMMUNiTY / EH^ pLTH n"w.. 6 R October 7, 2019 Dear City Council, Attached is the proposed revised Co-applicant agreement, between the City of Seward and the Seward Community Health Center with supporting documents for your review and approval. The main reason for the revision is that HRSA has placed a condition on our operating grant until we bring our agreement into compliance with HRSA regulations. The agreement was approved by the SCHC Board on October 7, 2019.The deadline for HRSA to accept our revised agreement is October 2.3, 2019. Supporting document 1: Summary of significant changes to the Co-applicant agreement.(1 page) Supporting document 2: SCHC Administration policy 114, Grant and service scope approval and communication.This policy is attached to show the changes SCHC has made to improve communication with the City and our community, when SCHC intends to apply for a grant or a change in service scope. (3 pages) Supporting Document 3: Executive Summary-A guide to rural health care collaboration and coordination. SCHC intends to follow the attached HRSA guidance document to implement collaboration and coordination strategies, possibility an MOU,for our community.SCHC is planning to hold a facilitated meeting with our community's health related providers within the next two months to begin to improve our community's collaborative process when it comes to identifying community health gaps, needs, perusing grants and our collaborative relationships including hiring practices. Supporting document 1: Summary of significant changes to the Co-applicant agreement. • 1.7.1 Changed the first word from"Requires"to "Expects". This change is intended to comply with the HRSA required language added in section 3.2.11 and 3.2.12,and still demonstrate the importance of collaboration. • 3.1—Changed from two ex-officio positions to four,selected annually by the Governing Board. • Sections 3.2.11 and 3.2.12 were added from the HRSA Health Center Program Compliance Manual (2018), Chapter 19 "Board Authority, p.75,as required by HRSA in their review of the current agreement: * 3.2.111 No other individual, entity or committee shall have reserve approval authority or veto power over the Governing Board with respect to required authorities and functions. * 3.2.12 In cases where the Flealth Center collaborates with other entities in fulfilling the health center's HRSA-approved scope of project, such collaboration or agreements with the other entities shall not restrict or infringe upon the Governing Board's required authorities and functions. • 3.4.-- Several sections changed and deleted in reference to Health Center employees being recognized as City employees for health insurances purposes. This is no longer needed as the Health Center has provided their own health insurance.since August 2018. • 4.2.2— removed "without limitation" before fiscal management and added the last sentence. "The Cit)(s fiscal responsibility is limited to the drawdown and reimbursement of expenditures to the CHC. The Health Center is responsible for all other fiscal compliance of the HRSA grant" This is an attempt to clarify the fiduciary responsibility of the City and the Health Center. This will need legal and fiscal input before it can be finalized. We may choose to move this to the supplemental document. • 4.2,14—added"section 330 grant applications and changes in scope" • Added Section 6 Dispute Resolution. POLICY: Grant and Service Scope Approval and Communication AREA: Administration C OMMU ITY w ° ,T NUMBER: ADM 114 LU APPLIES TO: Executive director, Contractors Approved Gate: OctoberT"7',. ........._... A 2019 ...__ Effective late: October 7, 2019 Created By; SCHC Administration Review/Revision Gates: Reviewed By: SCHC Board of Directors Purpose and Summary: Seward Community Health Center(SCHC) recognizes that communication and approval of grant renewals, new grants, and changes in service scope need to be thoroughly prepared by administration and reviewed by the SCHC board before they are approved. Part of this process is to communicate with the City of Seward as co-applicant and other organizations that may be affected by the proposed actions, Policy Statement: SCHC recognizes its obligation to support the health of the community by utilizing access to federal funding to strengthen the community's health safety net. The purpose of this policy is to provide guidelines for appropriate communication and approval of grants and changes in service scope. Procedures:. Grants Submissions When a Notice of Funding Opportunity(NOFO) is posted by Health Resources and Services Administration (HRSA)for a grant that SCHC administration and governing board is interested in pursuing,the following steps are to be completed before the grant will be submitted to HRSA. If the grant requires a change in scope,then the change in scope procedure needs to be completed before or in conjunction with the grant procedure. 1. Grant documents will be completed by SCHC Administration. 2. Grant documents and NOFO will be forwarded a week in advance to SCHC Board of Directors or Executive Committee for review, proposed changes and preliminary approval, at the next scheduled board meeting, a special meeting or the Executive Committee could approve and ratify at the next board meeting. if needed. ADM 11.4 October 7, 2019 Page 1 of 3 3. The City Manager will receive notice of the SCHC board or Executive Committee meeting and documents,so the City Manager can collaborate with the SCHC in their decision-making process. 4, The grant proposal will be sent out a week in advance and presented at the next scheduled SCHC—City of Seward Coordinating Committee,or a special meeting will be called if needed The Coordinating Committee will either approve or submit requested changes to the grant in writing to the SCHC Executive Director(ED) within a week of the meeting,who will then pass the information on to the SCHC Board,or Executive Committee. The ED will receive direction from the Coordinating Committee as to how and when the City Council will be notified of the grant. S. Based on the review and comments from the SCHC board and/or the Coordinating Committee, the SCHC ED will solicitate input from other organizations. 6. The SCHC Board, in a regular or special meeting or through the Executive Committee,will review input from the Coordinating Committee and other organizations, if requested, and approve,or stop the final draft of the grant documents to be submitted to HRSA. 7. When approved,the Executive Director or designee will submit the grant application to HRSA. Chainge in Scope of Services When SCHC administration is interested in changing the scope of services for SCHC,the following procedure will need to be completed before the Change in Scope(CIS) can be submitted to HRSA. 1. Change in scope submission documents will need to be completed by SCHC Administration. 2. The Submission documents will be forwarded a week in advance to SCHC Board of Directors,or Executive Committee for review, proposed changes and preliminary approval, at the next scheduled board meeting, a special meeting or, the Executive Committee could approve and ratify at the next board meeting. if needed. 3. The City Manager will receive notice of the SCHC Board or Executive Committee meeting and documents,so the City Manager can collaborate with the SCHC in their decision-making process. 4. The submission documents will be sent out a week in advance and presented at the next scheduled Coordinating Committee meeting, or a special meeting will be called if needed.The Coordinating Committee will either approve or submit requested changes to the grant in writing to the SCHC Executive Director within a week of the meeting, The ED will then pass the information on to the SCHC Board,or Executive Committee.The ED will receive direction from the Coordinating Committee as to how and when the City Council will be notified of the grant. 5. Based on review and comments from the SCHC board and/or the Coordinating Committee,the ED will solicitate input from other organizations. 6. The SCHC Board, in a regular or special meeting,or through the Executive Committee,will review input from the Coordinating Committee and other organizations,if requested,and approve, or stop the final draft of the submission documents to be submitted to HRSA 7. When approved,the Executive Director or designee will submit the grant application to HRSA. ADM 11,4 October 7, 2019 Page 2 of 3 Approval Signatures: ExecutiV6 r Date Board President or Secretary ate of'Board Action) ADM 114 October 7, 2019 Page 3 of 3 A Gulde for,RUral Health Care Collaboration and Courdinafion Executive Summary Safety net health care providers in rural communities (see Exhibit 1) face a unique combination of challenges, including limited economies of scale, heavy dependence on public payers, low patient volume, and unnecessary duplication of services among providers, Given these circumstances, rural providers like Health Centers/Federally Qualified Health Centers (FQHCs), small rural hospitals, Critical Access Hospitals (CAHs), Rural Health Clinics (RHCs), and local public health departments may perceive some level of competition with each other for limited resources, staff, and patients, which can put key services at risk. This Guide discusses and illustrates through case studies how collaboration and coordination among rural providers can address these issues and improve care for these communities. A Guide for Rural Health Care Collaboration and Coordination was developed in cooperation with local, state, and national level leaders representing various rural health care organizations (see JV). Below are key lessons learned from efforts these leaders have pursued in their own rural communities, These lessons are discussed in more depth later in the Guide, Key Lessons Learned from Rural Health Leaders on Implementing Collaboration and Coordination Stra 1.Leverage use of existing data sources to inform meaningful collaboration and coordination • Organizations can use existing information,such as needs assessments and electronic health record (EHR)data,to identify the needs of the patient population and the organizations that can best meet those needs, • Reviewing public information sources(e.g.,strategic plans,regulatory filings, needs assessments, and technical reports)can help deepen the understanding of other organizations in the community and identify shared priorities. Z Engage potential partners • The community health needs assessment process can be an opportunity to engage with potential partners. • Organizations with no prior history of collaboration might start with a small-scale project to establish a working relationship for larger projects, • Taking a'community-minded"approach can encourage engagement with other potential partner organizations, recognizing that no single organization can address all of the community's needs. 3.Develop a collw.tive strategy • Collaborations are more effective when designed collectively by all participating organizations, rather than being initiated and dominated by a single organization. 4,Commit to transparency and honest communication • Candid and honest conversations among potential partner organizations can result in clear expectations and role delineations, • When a relationship between two organizations has a strong foundation of trust, sharing board members can be an effective way to increase transparency and enhance collaboration/coordination, 5.Set realistic expectations and prepare for potential changes • Not every strategy wiH be succeSSfUl;failed strategies and partnerships can provide valuable learning experiences that enhance the success of future partnerships, • Leaders are important to establishing and maintaining collaboration and coordination; however, leaders will likely change.Formally document partnerships through memoranda of agreement(MOA) or rnemoranda of understanding (MOU)so that collaboration and coordination efforts can survive the departure of the leaders who initiated them, 6,Identify measures to monitor progress and performance • Identifying meaningful measures helps guide improvement and performance of collaboration/coordination efforts, • Use of perfon'nance measures data can help garner sustainability support from others in the community, '7.Complete due diligence before committing to a strategy • All organizations involved in a collaboration/coordination strategy must first ensure that the strategy cornplies with all of their programmatic and regulatory requirements, V CO-APPLICANT AGREEMENT BETWEEN SEWARD COMMUNIT Y HEALTH CENTER,INC., and THE CITY OF SEWARD,ALASKA FOR THE MUTUAL OPERATION OF A FEDERALLY QUALIFIED HEALTH CENTER IN ACCORDANCE, WITH SECTION 330 OF THE PUBLIC HEALTH SERVICE ACT, 42 U.S,C.§254b SECTION 1.RECITALS. 1.1. This Co-Applicant Agreement(the"Agreement")is for the purpose of maintaining a co-applicant relationship for the mutual operation of a federally qualified health center in accordance with Section 330 of the Public Health Service Act,42 U.&C. §254b("Section 330'). 1.2. The facilities and operations that are supported by Bureau of Primary Health Care funds and are operated by the City of Seward, Alaska and the co-applicant Governing Board under the name of"Seward Community Health Center" comprise the "Health Center" for purposes of this Agreement. 1.3. Seward Community Health Center,, Inc., the Health Center's governing board (the"Governing Board") is a separate, non-profit corporation which meets the requirements of Section 330 and is the Co-Applicant board providing the required community-based governance for the Health Center. 1.4. The City of Seward, Alaska ("City") is the Section 330 grantee, a local government entity governed by the Seward City Council ("City Council") and is a home rule City ofthe State of Alaska providing general government services for the City,including management of public ,health facilities, per Chapter 16of the Seward City Charter. 1.5. The. Governing Board and City w e r c awarded a New Access Point Grant as a Federally Qualified Health Center in accordance with a Notice of Award issued by the United States Department of Health & Social Services, health Resources and Services Administration (HRSA), establishing an initial project period of November 1,2013 through January 31,2016. Subsequently, Subsequently, Service Area Competition applications were submitted and approved by HRSA in September 2015 for a second project period of February 1, 2016 through January 31, 2019, and in August 2018 for a third project period of February 1, 2019 through January 31,2021 1,6. The Health Center's Governing Board and the City (the 'Parties") enter into this Agreement is order to: advance the Health Center's mission to provide accessible primary health care to the medically underserved population in the region through a partnership of community resources; to preserve the local partnership which founded the Health Center-, and to set forth their respective roles and responsibilities to govern and operate the Health Center in accordance with applicable law and policies. 1.7. The Parties mutually agree that the Public Entity Model (which establishes the Co-Applicant partnership between the City and the Governing Board) is deemed by the Parties to be the operating model which best accomplishes the following mutually desired goals: 1.7.1. Expects cooperation ratb e.r th a n c 0 m p et it i o n among the community's healthcare providers, creating partnerships to drive a more efficient healthcare delivery system and strengthen safety net programs; Co-Applicant Agreement Page I of 9 1.7.2. Provides the City with a means to ensure that the Governing Board operates the Health Center consistent with the requirements of Section 330 and the overall best interests of the community, by quarterly presentations.to City Council and quarterly coordinating committee meetings. 1.7.3. Restricts the Citys role in the operation and management of the Health Center to the highest levels necessary to provide legally required and appropriate oversight,without involvement in daily operations or management of the Health Center. Therefore,the Parties mutually agree to the following: SECTION 2.DEFINITIONS. 2.1. "Agreement" means this Co-Applicant Agreement, 2.2. "City.Council" means the Seward, Alaska City Council. 2.3. "Council Members" means the City of Seward,Alaska City Council Members 2.14. "Coordinating Committee" means a committee composed of one member each of the Governing Board; the City Council; the Health Center Executive Director; and the City Manager, or their respective designees. 2.5. "City" means the political subdivision of the State of Alaska incorporated as the City of Seward,Alaska. 2.6. "DI-IHS"means the United States Department of Health and Human Services. 2.7, "Effective.Date"means the date the original Agreement is signed by the Parties. 2.8. "FTCA"' means the Federal 'Tort.Claims Act. 2.9. "Governing Board" means Seward Community Health Center, Inc., an Alaska non-profit organization that is the co-applicant governing board providing the community-based governance for the Health Center in accordance with the requirements of Section 330. 2.10. "Health Center" means the facilities and operations that are supported by Bureau of Primary Health Care funds and are operated by the Co-applicant Governing, Board Linder the public name "Seward Community Health Center." 2.11. "HRSA"means the federal Health Resources and Services Administration. 2.12. "Parties" means Governing Board and the City, 2.13. "Public Entity Model" refers to a partnership between a public entity and a co-applicant,where the public entity is the licensed provider of services and receives the, Section 330 grant from I-IRSA, and collectively, the two entities meet all other Section 330 requirements and are referred to as the "health center." 2.14. "Section 330" means the Section 330 of the Public Health Service Act, 42 UIS.C. §254b. SECTION 3. GOVERNING BOARD: ROLES AND RESPONSIBILITIES 3.1. Composition. The Governing Board shall comply with the composition and selection requirements of Section 3.30 and implementing regulations as set forth in the,Governing Board Co-Applicant Agreement Page 2 of 9 Bylaws. The Governing Board shall annually select no more than four ex-officio members from the City and other local healthcare organizations, 3.2 The Governing Board shall exercise the fbIlowing authorities and responsibilities of a co- applicant set forth in Section 330 and implementing regulations and policies, 3.2.1. The Goverriing Board shall select the services to be provided and adopt health care policies including the scope and availability of services to be provided, the location and hour-,of operation and quality-of-care audit procedures. 3.2.1 The Governing Board shall adopt a policy for eligibility for services, including criteria for a schedule of discounts on. charges for services provided to uninsured and underinsured patients with annual incomes at or below 200% of the fcderal poverty guidelines, with nominal fees for patients with income less than or equal to 100%of the federal poverty guidelines. 3.2.3. The Governing Board shall evaluate Health Center activities including service utilization patterns,, productivity, patient satisfaction, achievement of program objectives, and development of a process for hearing and resolving patient complaints. 3.2.4. The Governing Board shall approve the annual f e d e r a g r a n t operating and capital budget in accordance with Section 330 requirements and City policies. The overall plan and budget shall be prepared under the Governing Board's direction by.the Health Center's management team and the Finance Committee of the Governing Board. 3.2.5. The Governing Board shall submit an annual f e d er a I g r a n t budget for the health center to the City Council for approval, as a co-applicant requirement of Section 330. The Board shall submit the grant budget no later than October I of each year, for the following year. If the Board unreasonably fails to approve an annual grant budget, the City may still submit the annual funding request under Section 330 of the Federal Public Health Service Act. No grant budget shall become effective without City Council approval. The Governing Board shall approve Section 330 and related grant applications, 3.2.7. The Governing Board shall have the sole authority to select, evaluate (at least annually) and dismiss the Health Center's Executive Director. 3.2.8. The Governing Board shall ensure that the Health Center is operated in compliance with all applicable Federal, State and local laws and regulations. 3.2.9. The Governing Board shall evaluate the Health Center's achievements at least annually, and shall use the knowledge gained thereby to revise the Health Centers goals, objectives, plan and budget as necessary and appropriate. 3,2.10. The Governing Board shall have other authorities and responsibilities which are required by Section 330. 3.2.11. No other individual, entity or committee shall have reserve approval authority or veto power over the Governing Board with respect to required authorities and functions. 3.2,12. In cases where the Health Center collaborates with other entities in fulfilling the health center's RRSA-approved scope of project, such collaboration or agreements with the Co-Applicant.Agreement Page 3 of 9 other entities shall not restrict or infringe upon the Governing Board's required authorities and functions. 3.3 Executive Director. The Executive Director shall be the chief executive officer of the Health Center and shall be subject to the direction and supervision of the Governing Board. 3.3.1 The Executive Director shall have responsibility for the management, supervision,and direction of the I-lealth Center's affairs in furthering policies, procedures and programs established by the Governing Board, 3.3.2 The Executive Director shall have the authority to negotiate, execute and administer all contracts for goods and services required for the Health Center in accordance with any contract administration,procurement and conflict of interest policies approved by the .Governing Board that are in effect. All major purchases (defined as a single contract amount exceeding $50,000) shall be made in accordance with competitive procurement Ordinance and purchasing policies of the City except Governing Board approval would replace City Council approval, 3.3.3 The Executive Director shall ensure that the Health Center becomes and remains eligible for Federal Tort Claims Act (`FICA") coverage, and that once attained, FTCA deemed status shall be maintained. 3.3.4 The Executive Director shall. coordinate with the City Manager or the manager's designee on administrative actions pursuant to applicable City policies (i.e.purchasing policies, grant reporting requirements). 3.3.5 The Executive Director shall bring any and all new federal guidance pertaining to this Agreement to the attention of the Parties. 3.3.6 The Executive Director of the Health Center shall ensure that the Health Center maintains all licenses,,permits, certifications and approvals necessary and appropriate for the operation of the Health Center and ensure that all employees who work at or for the Health Center apply for and mainta►n all professional licenses and certifications necessary and appropriate. 3.4 The Health Center will work closely and cooperatively with the City as co-applicants of Section 330 federal grant funding. The following shall apply: 3.4.1 To the extent the Health Center requests administrative assistance from the City and such is approved by Resolution of the City Council, the Health Center shall comply with applicable administrative, fiscal, information technology., risk management, and human resource policies of the City except as described in Section 3.4.2. Pursuant to City fiscal policies, the Governing Board shall be responsible for maintaining a balanced budget. 3.4.2 Health Center staff, including the Executive Director, shall be subject solely to the Personnel Policies of the Seward Community Health Center, as approved by the Governing Board. The Health Center is fully and solely responsible for all aspects of employment, including payroll administration, hiring, training, supervision, discipline, grievances, and termination, in accordance with the Personnel Policies adopted by the Governing Board, Co-Applicant Agreement Pap 4 of 9 3.4.3 The Health Center will maintain health insurance, liability insurance and workers' compensation insurance coverage. 3.4.4 The Governing Board of the Health Center shall have exclusive responsibility for hiring, evaluating, managing, and terminating the Executive Director. 3.4.5 The Executive Director of the Health Center shall be appointed by the Governing Board and shall serve at the sole pleasure of the Governing Board. 3.4.6 All employees of the Health Center, including those serving under individual employment contracts(e.g., physicians) shall be appointed by the Executive Director of the H e a It h Center and shall serve at the pleasure of the Executive Director. Health Center employees have all the rights afforded them under the Seward Community Health Center Personnel Policies, as approved by the Governing Board, and as amended from time to time. SECTION 4. TIIE CITY AND CITY COUNCIL:ROLES AND RESPONSIBILITIES, 4.1. 'Retention of Authorities. The City Council and the City Manager shall I retain all authority not delegated to the Governing Board by federal law or through the terms of this Agreement. including the City's healthcare powers to manage public health facilities owned or operated by the City in accordance with Seward City Code Chapter 16. 4.21. City Administrative Policies and Resources. 4.2.1. The City may provide general administrative services to the Health Center, such as accounting services, risk management services, personnel assistance, etc., subject to approval by the Seward City Council by.Resolution. 4.2.2. The City shall provide, fiscal management and oversight of grant and local finds passed through the City of Seward, in accordance with applicable law and City policies, The City's fiscal responsibility is limited to the drawdown and reimbursement of expenditures to the C14C. The Health Center is responsible for all other fiscal compliance of the 14RSA grant. 4.2.3. The City will treat the Health Center As a separate accounting fund of the City(the "Community Health Center Fund") for purposes of accounting for and segregating the Health. Center's funds, The Health Center will bill the City monthly for amounts consistent with the annual operating and capital budgets approved by the City, and the Governing Board. The Community Health Center Fund will also include and account for the federal grant funds that the City receives as the Section 330 grantee. 4.2.4. The City Council shall review the Health Center's annual federal grant operating and capital budgets, Section 330 grant applications and request's for Changes in Scope, as finally approved by the Governing Board. The City Council may not unilaterally revise a budget or grant application approved by the Governing Board or approve an alternate budget o r g r a n t a p p I i c a t i o n without review and final approval by the Governing Board, with subsequent follow-up by the Council in accordance with Seward City Code 2.401.030(a). 4.2.5. The City may provide human resource services to the Health Center, including Co-Applicant Agreement Page 5 of 9 advertising, compiling applications, notifying applicants as requested by the,Executive Director, drug and background tests, filing applications, etc, if approved by the,City Council by Resolution. 4.2,6, The City may provide risk management oversight and services, and insurance for the Health Center, the Health Center's employees and the Governing Board to cover liabilities for each of them not otherwise covered or preempted by the FTCA. 4.2.7. The City may provide legal consultation to the Health Center and the Governing Board, but the Governing Board shall be free to retain separate counsel. 4.2.8. The Health Center, out of its Community Health Center Fund, shall pay for or reimburse the City for the services that the City may provide to the Health Center under this Agreement, including general administrative services, human resource services, accounting services,information technology services and legal services,to the ,extent that cash is available for this repayment. The amount to be paid or reimbursed by the Health Center shall constitute the Heath Center's pro-rata share of the cost of .such services, all in accordance with the annual federal grant budgets for the Health Center that are approved by the City and.the Governing Board. SECTION 5.PARTIES`AGREEMENT TO PARTICIPATE IN COORDINATING COMMITTEE. 5.1. For purposes of implementing, amending, or renewing this Agreement, the Parties agree to participate in a Coordinating Committee comprised of one member each of the Governing Board, the City Council, the Health Center Executive Director, and the City Manager, or their respective designees. 5.2. Meetings may be called by any one member of the Coordinating Committee and may be held telephonically or electronically. SECTION 6.DISPUTE RESOLUTION. The Health Center and the City shall first attempt to resolve any dispute arising under this Agreement by informal discussions between the Executive Director of the Health Center and City Manager subject to good cause exceptions including, but not liquited to,.disputes determined by either Party to,require immediate relief(i.e., circumstances under which an extended resolution procedure may endanger the health and safety of the patients). In the event the Health Center and the City are unable to resolve the dispute through informal negotiations within a reasonable period of time from the commencement of such discussions (not to exceed thirty(30) days),the Parties agree to submit the dispute to nonbinding arbitration or to mediation agreeable to both Parties. The Parties will make good,faith efforts to resolve.any dispute that arises between them. This section does not foreclose either Party from any judicial remedy upon completion of non-binding arbitration or mediation. SECTION 7.TERM OF AGREEMENT. 7.1 The Agreement shall remain in effect during the initial and any subsequent project period of each Section 330 grant award and shall remain in effect until terminated in accordance with the terms of Section 7. Co-Applicant Agreement Page 6 of 9 7.2 Subject to any Federal and/or state regulatory approval which might be required to terminate the operation of the Health Center, nothing in this Agreement is intended to require, nor should be construed to require,that the Health Center remain in operation, or that the City apply. for any grant funding, including continued Section 330 funding for the Health Center. SECTION 8.TERMINATION Of AGREEMENT. 8.1 Immediate Termination, This Agreement shall terminate immediately upon the effective date of any termination of City's Section 330 grant(without renewal), or upon the loss of any license, permit or other authori7ation required by law or regulation for operation of the Health Center. 8.2 For Cause Termination. Subject to Section 7.5, any of the Parties may terminate this Agreement for cause in the event that another Party fails to meet its material obligations under this Agreement. Such termination shall require ninety days'prior written notice of intent to terminate,during which period the Party that has failed to meet its material obligations may attempt to cure such failure. If the material breach is cured within the ninety-day period, termination shall not,occur. If the Parties do not agree that a breach of a material obligation has occurred or that such a breach has been satisfactorily cured,the Parties shall submit their claims to a mutually-approved.independent mediator,as set forth in 7.4,who shall attempt to assist.the Parties in resolving their disagreement. 8.3 Termination for Mutual Convenience or Without Cause. This Agreement may be terminated upon the written. agreement of both Parties, subject to Section 7,5. In addition, any of the Parties may terminate this Agreement without cause upon giving g one hundred and eighty(180) days' prior written notice to the other Party. 8.4 In the event either Party gives notice of intent to terminate this Agreement and the other Party does not concur, the Parties shall submit to a review by a mediator to determine if issues leading to termination can be resolved. The mediator shall be chosen by a process in which all Parties first attempt to concur in the selection. In the event concurrence cannot be reached, the City Human Resources Officer shall prepare a list of five independent qualified h e a I t h c a r e mediators and each of the Parties shall strike one name until one remains who shall serve as mediator. 8.5 Termination Contingent upon HRSA Approval. 'Termination under Sections 7.2 or 7'3 shall not become effective unless and until IJRSA issues its written approval of such termination. SECTION 9.NOTICES. All notices permitted or required by this Agreement shall be deemed given when in writing and delivered personally or deposited in the United States Mail, first class postage prepaid, Certified and Return Receipt Requested, addressed to the other Party at the address set forth below, or such other address as the Party may designate in writing. For Governing Board: Chairperson and Executive Director Seward Community Health Center, Inc. PO Box 2895 417 First Avenue Seward,AK 99664, and Co-Applicant Agreement Page 7 of 9 FoLC&: City Manager PO Box 167 410 Adams Street Seward,AK 99664 SECTION 10. ASSIGNMENT. This Agreement shall be binding upon and shall inure to the benefit of the Parties hereto and their respective transferees, successors and assigns, provided that neither Party shall have the right to assign, delegate or transfer this Agreement, or its rights and obligations hereunder, without the prior written consent of the other Parties. SECTION 11.AMENDMENTS TO COMPLY WITH LAW. 11.1. In the event that any one or more provisions of this Agreement are deemed null, void, illegal or unenforceable, or should any part of this Agreement cause the Governing Board or the City (as co-applicants) not to comply with Section 330, the Parties agree to attempt to amend this Agreement as reasonably necessary to achieve legal compliance. 11.2 In the event that no such amendments or agreements for amendments can reasonably be made, this Agreement shall immediately terminate. SECTION 12. ENTIRE AGREEMENT; AMENDMENTS. 12.1 This Agreement,City Ordinance 2013-013,the NewAccess Point Grant Application,all subsequent Service Area Competition Applications, the New Access Point Grant Award and all subsequent Notices of Service Area Competition Grant Awards issued by H. and the provisions of the Health Information Portability and Accountability Act(HIPAA)respecting the confidentiality of patient.records,constitute,the entire agreement between the Parties and supersedes all prior written and oral agreements among the Parties relating to the subject matter hereof. No statements, promises or inducement made by any party or by agents of any of the parties.which are not contained in this Agreement shall be valid or binding, 12.2 This Agreement shall not be enlarged, modified or otherwise altered without the written agreement of all Parties. The Parties may adopt, from time to time, supplemental or additional agreements which enlarge, modify or otherwise alter this agreement, Co-Applicant Agreement Page It of 9 Being the persons duly authorized to sign this Agreement and thereby bind the above-named Parties, we do hereby affix our signatures on this,the_day of --12019. .SEWARD COMMUNITY HEALTH CENTER, INC. (GOVERNING BOARD) By:: Shane.E.Hand M Its: Vice Chair CITY OF SEWARD By: Scott Meszaros Its: City Manager By: Brenda Ballou Its: City Clerk SEAL. Co-Applicant Agreement Page 9 of 9 City of Seward,Alaska City Council Minutes Septernher 23, 2019 Volume 41,Page CALL TO ORDER The September 23, 2019 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Vice Mayor Sue McClure. OPENING CEREMONY Lieutenant Alan Nickell led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires Sue McClure presiding and Suzanne Towsley Jeremy Horn Shaiyl Seese John Osenga Kelley Lane comprising a quorum of the Council; and Scott Meszaros, City Manager Brenda Ballou, City Clerk Excused—Squires Absent—None CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Christy Terry announced that the Port&Commerce Advisory Board(PACAB)would host a Climate Action Plan Open House tomorrow night at 6:30 p.m. at the Seward Community Library; the open house would provide education,as well as seek public input. Terry also wanted to share the A21 Walk For Freedom to help put an end to human trafficking and slavery on October 19, 2019 at 10:00 a.m. starting at the Harbormaster's office. Peter Spanos wanted to obtain his motorcycle license next spring,and he hoped the Seward Department of Motor Vehicles (DMV) would provide this service by then. Brad Snowden was upset that he had been trespassed from the cruise ship dock. Laura Schneider spoke on behalf of the Seward Rotary Club; she extended an invitation to everyone to join Rotary,particularly any former members of the Seward Lions Club.On October 24, 2019,Rotary would host a World Polio Elimination Day at Chinooks for$20;the Bill and Melinda Gates Foundation would match all proceeds 2:1, so all funds donated locally would treble. 70 City of Seward,Alaska City Council Minutes September 23, 2019 Volume 41,Page Rissie Casagranda appreciated that there would be a review tonight of some Council Rules of Procedures. Regarding the resolution for banking signature updates, Casagranda wondered why there needed to be four people assigned as signers of the city. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Seese/Osenga) Approval of Agenda and Consent Agenda Seese removed Resolution 2019-084 from the consent agenda. Lane removed Resolution 2019-085 from the consent agenda. Motion Passed Unanimous The clerk read the following approved consent agenda items: 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 2019-001. 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. Approval of the August 26, 2019 City Council Regular Meeting Minutes. Approval of the August 30,2019 City Council Special Meeting Minutes. Approval of the September 9, 2019 City Council Regular Meeting Minutes. 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. Appoint Quentin Carr,Susie Urbach,Lynn Hohl,and Mary Tougas to the Canvass Board for the October 1, 2019 Regular Municipal Election. Appoint John French to the Historic Preservation Commission with a term to expire May, 2021. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards 71 City of Seward,Alaska City Council Minutes September 23, 2019 Volume 41,Page Resurrection Bay Lions Club Chamber of Commerce Report.Cindy Clock reported there were several new members of the chamber this month.It was great having the Navy in town,and they can be expected to return.At the chamber luncheon on Thursday this week, there would be a presentation on the chamber's new membership portal. The 2020 Destination Guide was underway being designed;it would be available in January,2020. Visit Anchorage reported that the Seward Destination Guide was the most popular one that visitors picked up. October 7-11, 2019 would be the annual ATIA Conference in Juneau. Clock thanked all the volunteers and candidates for making"Meet The Candidates"night successful. 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: $32,300 to Gov-Rates,Inc. for water/sewer rate and classification study. Meszaros introduced and welcomed new Executive Liaison Rosa Salazar. Regarding the Orlander Building on Fourth Avenue, Meszaros said the owner had been recently working on updating windows, stucco, etc. Meszaros stated that around October 15,2019, the temporary shielding would be removed. Seese said she recently attended a Seward Community Foundation(SCF)meeting, and had learned that in 2009,former city manager Philip Oates had donated$10,000 to SCF. Seese wondered if the city could possibly provide a budget item to contribute money each year to the SCF. In response to Towsley, City Clerk Brenda Ballou stated that council could expect to see PACAB's Interconnect resolution on October 14, 2019. Towsley asked, as a follow up to council Resolution 2019-064,for an update regarding the letter sent to Governor Dunleavy about the Seward airport. Meszaros said he would follow up with the governor's office. In response to Seese, Meszaros said the Parks & Recreation Department Campground Supervisor position was a year-round position because they did maintenance. Public Works Director Doug Schoessler said that there were a couple Parks &Recreation Department positions that were also responsible for snow removal on sidewalks. In response to Lane, Meszaros said he didn't wish to replace the assistant city manager position at this time because he thought it was more important to focus on supporting the Community Development Department. Towsley expressed concerns that there were positions open in the city since late last year,and people were telling her they had applied at the city,but had never heard back. She emphasized that the advertising and hiring process should be done to code and handled equitably. City Attorney Report. Other Reports, Announcements and Presentations —None 72 City of Seward,Alaska City Council Minutes September 23, 2019 Volume 41,Page PUBLIC HEARINGS Ordinances for Public Hearing and Enactment Ordinance 2019-0159 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 on September 9,2019, and is coming tonight for public hearing and enactment. Motion (Lane/Seese) Enact Ordinance 2019-015 Notice of the public hearing being posted and published as required by law was noted and the public hearing was opened. No one appeared to address the Council and the public hearing was closed. In response to Towsley, Ballou said the city attorney brought this forward to accommodate council's ability to make motions on the floor for items other than resolutions and ordinances. Motion Passed Unanimous UNFINISHED BUSINESS Items Postponed from Previous Agenda 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. The introduction of this ordinance was postponed from August 12, 2019 in order to have a work session to review and discuss; the i vork session was held on September 9,2019, and the ordinance is coming tonight fbr introduction. Motion (Towsley/Osenga) Postpone the introduction of Ordinance 2019-014 until the City Council Policy Work Group brings back policies in the form of resolutions to adopt. Motion Passed Unanimous Resolution 2019-080, 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. This resolution was postponed from September 9, 2019. Motion (Lane/Seese) Approve Substitute Resolution 2019-080 73 City of Seward,Alaska City Council Minutes September 23, 2019 Volume 41,Page Motion to Amend (Towsley/Seese) Amend Substitute Resolution 2019-080 by adding the words, "for an amount not to exceed $3,744,153.90" after, "...surge damage repairs project, ..." Motion to Amend Passed Unanimous In response to Lane, Schoessler said the work would commence as soon as possible. Road closures would occur off and on, and would be announced in advance. Main Motion Passed Unanimous 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. This item was postponed f-om September 9, 2019. Lane read through the rules and stated she wanted to provide a refresh of the rules. NEW BUSINESS Resolutions Resolution 2019-084,Authorizing Signatures For All City Bank Accounts And Rescinding All Previous Resolutions In Conflict Herewith. Motion (Osenga/Lane) Approve Resolution 2019-084 Seese thought that a contracted employee should not have authority to sign bank accounts. Motion to Amend (Lane/Seese) Amend Resolution 2019-084 in Section 3 by striking the words, "any one of the above persons," and replacing it with, "the city manager and the acting finance director." Motion to Amend Failed Yes: Towsley, Lane, Seese No: Osenga, Horn, McClure Primary Motion to Amend (Lane/Seese) Amend Resolution 2019-084 in Section 2 by striking the words, "any one of the above persons" and replacing it with, "the city manager or the city clerk." Secondary Motion to Amend (Lane/Seese) Strike, "city manager" and replace it with, "acting finance director." 74 City of Seward,Alaska City Council Minutes September 23, 2019 Volume 41,Page Motion to Amend Failed Yes: Lane No: Horn, Towsley, Seese, Osenga, McClure Motion to Amend (Lane/Seese) Amend Resolution 2019-084 by striking the words, "Kim Kowalski-Rogers" and replacing it with, "Norm Regis." Motion to Amend Failed Yes: Lane No: Towsley, Seese, Osenga, Horn, McClure Council recessed at 8:18 p.m. Council resumed at 8:26 p.m. The city clerk reported that the language in this resolution was exactly the same as in the past two previous resolutions for this topic. Motion to Amend (Seese/Lane) Amend Resolution 2019-084 by striking the words, "Kim Kowalski-Rogers" and replacing it with, "mayor." Motion to Amend Failed Yes: Towsley, Lane, Seese No: Osenga, Horn, McClure Main Motion Passed Yes: Towsley, Osenga, Horn, McClure No: Lane, Seese 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. Motion (Seese/Lane) Approve Resolution 2019-085 In response to Lane, Police Chief Tom Clemons said cables would not be replaced at this point in time, but would be addressed in the future if the installer had concerns. Motion Passed Unanimous Other New Business Discuss and appoint a Special Ad Hoc Citizen Advisory Committee to research options for the Seward airport, and report back to council. 75 City of Seward,Alaska City Council Minutes September 23, 2019 Volume 41,Page Towsley wished to create a committee to research options and report back to council. Motion (Towsley/ Seese) Create a Special Ad Hoc Citizen Advisory Committee to research options for the Seward airport and report back to council with a sunset date of December 31, 2020. Motion Passed Unanimous Council directed the city clerk to advertise to solicit interest in joining the committee. The deadline for submitting letters of interest would be October 4, 2019 at 5:00 p.m. INFORMATIONAL ITEMS AND REPORTS On-going City Project and Goal List Lane requested an update on all the projects that R&M was working on. In response, Meszaros said City Planner Jackie Wilde was heading up the project to work with R&M,but she was currently out of state. Schoessler reported on the handicap ramp in the back parking lot behind city hall; the engineer's estimate from R&M was $36,000, plus a$3,000 contingency. Schoessler recommended waiting until March, 2020 to do this project. In response to Lane's request for an update on the old Air Force Recreation Camp,Meszaros said a report would be provided to council at the October 14, 2019 council meeting. July, 2019 Providence & City of Seward Financials COUNCIL COMMENTS Osenga was sorry to see the Resurrection Bay Lions Club dissolve. He welcomed Rosa Salazar to the city. Towsley thanked everyone for speaking tonight. She thanked Christy Terry for organizing the Walk for Freedom on October 19, 2019, and Laura Schneider for reaching out to the Resurrection Bay Lions Club on behalf of Rotary. Lane thanked Peter Spanos for speaking tonight, and wondered if the DMV could get an answer. She would be excited to see a Request for Proposals come out for the city's financial audit services.Regarding the election,Lane announced that absentee voting was currently happening in the city clerk's office.Lane had just been in Fairbanks to run the Equinox Marathon and had a wonderful time. 76 City of Seward,Alaska City Council Minutes September 23, 2019 Volume 41,Page McClure recalled running the Equinox Marathon in the 1970s, and said she finished with a better time than Lane. She was sad to see the Resurrection Bay Lions Club go. AVTEC's 50tn Anniversary would be this weekend,as well as the Seward Music and Arts Festival.McClure gave a shout out to the Providence emergency room staff and appreciated the CT Scanner they had available. CITIZEN COMMENTS Norm Regis said the governor would be in Seward on Friday. Regis would be meeting with legislators in Juneau next week as part of the Harbormasters Conference, and he would bring Resolution 2019-087 to share with the Department of Transportation and Federal Aviation Administration people. Brad Snowden had lived in Seward for 54 years,22 years of which he had spent operating a hotel. Snowden said council should be very proud of the city staff, as well as themselves, for their hours of service. Christy Terry said everyone was welcome to the public areas of the Port and Cruise Ship Terminal; however, some areas were restricted due to security and safety issues. Becky Dunn thanked council for their time,as well as other boards and commissions. Dunn was happy to see four candidates present at the budget work session tonight. She supported Wolf Kurtz for council because he was an active volunteer throughout the community.Dunn thanked the city for the police officer presence at the schools; she wondered why more officers were scheduled during the day rather than at night when things were more dangerous. Wolf Kurtz said this would be the 16th year that 91.7 FM radio station would participate in the Seward Music and Arts Festival. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS McClure was please to see a police officer on patrol at 4:30 a.m.when she happened to be on the road. Towsley thanked Norm Regis for being willing to bring Resolution 2019-087 to the governor and legislators. She thanked all the citizens for speaking up about the Seward airport. Lane didn't know the governor was coming to Seward. Meszaros said the governor would be attending the AVTEC dormitory dedication ceremony on Friday for Willard E. Dunham. Seese mentioned that all citizens would be receiving a flyer in the mail about the plastic bag ban. 77 City of Seward,Alaska City Council Minutes September 23, 2019 Volume 41,Page ADJOURNMENT The meeting was adjourned at 9:15 p.m. Brenda J. Ballou, MMC Sue McClure City Clerk Vice Mayor (City Seal) 78 FINAL CERTIFICATE OF RESULTS FOR THE CITY OF SEWARD REGULAR MUNICIPAL ELECTION HELD OCTOBER 1, 2019 The City Canvass Board has canvassed the absentee, special needs, and questioned ballots of the Regular Municipal Election held October 1,2019. The canvass took place on Thursday, October 3, 2019. Their totals are: REPORT OF ABSENTEE AND QUESTIONED BALLOTS Absentee AVO In-Person ballots voted 66 By Mail ballots voted 6 Questioned Election Day ballots voted 7 Special Needs ballots voted (AVO 5 &Election Day 3) 8 Total Voted 87 REJECTED Absentee Reason: Not registered in Seward I Questioned Reason:Not registered in Seward 6 Total Rejected 7 COUNTED so Absentee Ballots Counted 65 By Mail Ballots Counted 6 Questioned Ballots Counted I Special Needs Ballots Counted 8 Total Counted 80 October 1,2019 City of Seward Regular Election Final Ceilificate of Results Pagel of3 79 ........... .................... ....... FINAL CERTIFICATE OF RESULTS FOR THE CITY OF SEWARD REGULAR MUNICIPAL ELECTION HELD OCTOBER 1, 2019 ONE Mayor Seat Available(Three-Year Tern)) Election Day Votes Canvass Votes Total Votes David Squires 119 10 129 Christy Terry 315 69 384 Write in 0 0 0 ONE Gtv Council Seat Available(One-Year TerLn) Election Day Votes Canvass Votes Total Votes Brad Snowden 39 10 49 Sue McClure 388 70 458 Write in 3 0 3 TWO City Council Seats Available (Three-Year Terms) ------------------Election Day Votes Canvass Votes Total Votes Dale Butts 233 47 280 Wolf Kurtz 119 14 133 Jeremy born 124 38 162 Anthony Baclaan 193 33 226 Suzanne Towsley 140 16 156 Write In 3 2 5 October 1,2019 City of Seward Regular Election Final Certificate of Results Page 2 of 3 80 ..................................................................I....................................................... ............................... FINAL CERTIFICATE OF RESULTS FOR THE CITY OF SEWARD REGULAR MUNICIPAL ELECTION HELD OCTOBER 1, 2019 SUMMARY •total of 1,833 people were registered to vote in this precinct for this election •total of 441 people voted on election day There were 80 absentee in-person(66), by-mail (6), and special needs ballots (8) There were 7 questioned ballots Totaling 528 ballots voted Minus 7 rejected ballots Therefore, 521 ballots counted for this election Equaling 28.42% voter turnout Upon completion qfthe canvass, it is our opinion that the results compiled above accurately reflect the final totals for the Regular City Election held October 1, 2019 in the City of Seward, Alaska. Dated this 3 d day of October,2019. V < October 1,2019 City of Seward Regular Election Final Certificate of Results Page 3 of 3 81 . ................. Brenda Ballou m. From: ACA"N"G' ELS Care Inc. <admin pngelscareinc.org> Sent: Tuesday, September 24, 2019 9:24 PM Subject: Letter of Interest regarding Ad Hoc Airport Committee Brenda, Please forward this email to the Mayor and Council, thank you! Dear Mayor and City Council Members, I would like to express my interest in serving on the ad hoc Airport Committee. I've been involved as aPACAB member in the most recent conversations and have a good rapport with Barbara Beaton and Joslyn Bolyn at 1301" whicli I believe is a plus. I've also spoken with Dennis Perry in great depth and I have a clear idea of what the issues are. I understand that the committee won't have much administrative support and I would like to volunteer to be the rneinber of that committee the keeps things organized with the Clerk in terms of meeting times, notes ftom the meeting and reporting back to Council, in addition to being someone who can work with Barbara. Respectfully submitted, Lynda Paquette Lynda 907.491.2378 cell via Newton Mail ........................ ...................... ......... ................ 51'mml Phish/f,"raud Not spam car gi-p—rQvious vote 82 Brenda Ballou From: s,,deirer@gci.net Sent: Tuesday, September 24, 2019 1 :26 PM To: (Z'-Za Ballou Subject: Re: Public Notice: Soliciting Citizens Interest in Seward Airport Committee I Steve Leirer May be interested in being on the committee. I am out ot town until Oct 12, will contact you then. Keep me on your email list . Sent from my iPhone On Sep 24 , 2019, at 10 :46 PM, Brenda Ballou <.b,ballou@c ty 2f.seward.net> wrote - SOLICITING PUBLIC INTEREST FOR SEWARD AIRPORT COMMITTEE On behalf of the Seward City Council, the City Clerk is soliciting citizens of Seward and the surrounding area interested in joining a Special Ad Hoc Citizen Advisory Committee that has been formed for the purpose of researching options for the Seward Airport, and reporting back to council. Citizens may submit a letter of interest to the City Clerk no later than Friday, October 4, 2019 at 5:00 p.m. Please submit a letter of interest in person at City Hall 2 nd Floor, by mail to PO Box 167, Seward, AK 99664 (Attn: City Clerk.), or by email to clerk 0z),citwhs-eNvard.net. Seward City Council will vote to select the citizen committee members at the October 14, 2019 City Council meeting. BRENDA J. BAL-1 OU, MMC CITY CLERK NOTARY PUBLIC QATY OF SEWARD PO Box 167 SEWARD, AK 99664 PHONE (907) 224-4045 FAX (907) 224-4038 83 Brenda Ballou From: <walter.corrigai*grnaikorn> Sent: Wednesday, September 25, 20 8 19 . 1 AM � To: Subject: Seward Airport Committee My name is Walter E. Corrigan, Jr. I live at: 1708 Chiswell Street PO Box 770 Seward, AK 99664 My phone is: (907) 362-1178 1 am interested in serving on the Seward Airport (7ornmittee. Council Mcniber Towsley has already contacted me concerning membership and I told her that I was ready and willing to serve on the committee. I have been a resident of Seward for over 25 years and have been flying (Commercial, Search and Rescue, and privately) out of'Seward Airport for that entire time. Although the proposed changes in the airport would not affect my flying at all, what they are proposing would be a disaster for the citizens and the City of Seward as a whole economically and in the event of a natural disaster. I am totally in favor of finding a Solution to the bureaucratic roadblock, thrown in our way by the State of Alaska DOT. 'Thank you. Walter E. Corrigan, Jr. Phish/Fraud Not �pni oft pley i oIs_vot,e 84 September 27, 2019 e unci Att: City Clerk, clerk@cityofseward.net Re: Seward Airport Special Ad Hoc Citizen Advisory Committee Dear City Council, I am very interested in serving on the Seward Airport Committee. I support Alternative 1,1 to retain the long runway and would like to help achieve that goal. I have attended every Open House since 2008, and submitted comments. I have also attended every meeting, including the August 15, 3 pm meeting,with the exception of some PACAB meetings and the September 16 Town Hall when I had conflicts I could not avoid. I also submitted extensive comments on the Seward Airport Improvements Project Draft Environmental Assessment with an emphasis on the environment and mitigation of impacts. For the past 11 years, I have conducted a monthly Citizen Science survey of the Airport Beach for COASST,the Coastal Observation and Seabird Survey Team, monitoring the local marine resources and ecosystem health. As a botanist, birder, photographer, writer, and naturalist, I find the natural areas of the airport fascinating and worth protecting. My knowledge of this area, and ability to research, write, and edit should be an asset to the committee. I appreciate your consideration to include me on the Seward Airport Committee, Sincerely, Carol Griswold Seward resident 85 Bruce Jaffa PO, Box 107 MOOsc Pass,Alaska 99631, 907-288-3175 Bruce(f�,Qaffa Co nstruction.com REF. S EWA J::?[.,.) A ii d:�R pod�'i, (-"0 m I'm L: BRE",NIDA J. BAL] OU, INWC rrY Ci [RIP( NOtA,R',� PUBUCI QFFY OF- SFWARF) PO Box 167 ShWAHL), AX 99664, F.4 10 N E (907) 2 24.404 5 i- AX (907) 22,14038 FENIBER 29, 2019 I'Dear Ms. Ballou, I offer rilyseff as a canchdatp for consitieration to serve on Seward Ad Hoc Citizen Advisory Coavriittee. I arn a Ilong tinve area resident, parerit, pilot, business owirrer. du')various ways G have been tiinvolved w0i the City of Seward fc)i, over 45 years. I arn as strong advocate for Seward and Lhe East Penlnsubi. My interest'urn this Airport Committere os to mik toward1 he City of Seward being served Iby the best riossiWe iinfrastmCture, this irlClUdes Highways, lsa&oids, Utflfties, Docks arid Airports. Toward U„ Os end I have taken a strong posi6on that'the cmrent Seward airport's kmg arid short runways rieed to be,improved and strengthened to Mksw ftM prictical use. lin Ore face of current owners(AKE)O i) plarmiing, I do noL believe thisMll be a sirrip�e rask arid rhe help avid engagement of as variety of Locad,State and Fiaderal entities w0l need to be brought Lc',ugeffier, d aJso do not believe. the City of'Seward can expect,to escape sorne repel cost wward this and and niust maintain COMMUrlity support to be SUccessful. d avir wffl�rrg to provid ma y y tiime, experien ari ce d whatever abiJit.y, V niay have, to irelp d'vis project. I believe in an energetic,arid open discussion of all opttloins. Should v be s6ected, B nook frm-ward to a strong conirnittee and SLipport frorn the Citizenry, Counci( Mayor and Acirrflnistv abon as ideas are presented for disxussion and consideration. RespectfuHy, BR U Jaffa 43,575 Seward Highway It Pass,Naska 99631 907 240-0362 MoNe I'sige .1 of 1, 86 September 30, 2019 RECEIVED Brenda Ballou OCT 01 2019 City Clerk 0MCF-OF 7HE CITY CLERK City of Seward Re: Letter of interest in joining the Special Ad Hoc Citizen Advisory Committee that has been formed to research options for the Seward Airport Dear Brenda: As an airport user of both the runways and the wetlands for the last 40 years, I remain very interested in the continuing effort to help Seward get the best project possible going forward, I was sorry to have had to miss the recent meeting called by the City of Seward a couple of weeks ago but I've attended all other public meetings on this project and submitted testimony several times. I have read the documents, know the alternatives, their history, and how we got to where we are now in this process. Please forward my name to be considered as a member of the Airport Citizen Advisory Committee, Thanks. Sincerely, Bob Lin e PO Box 1753 1205 Vista Ave Seward, AK 99664. 907-224-3252 87 RECEIVED OCT 03"2019 11 S"C) en rip OFFICE OF THE J-:5 CITY CLERK ZL' 114? //CU--- 7 v I 1,d e 5 c� I ci 4- 0 9,�;rr A I /c/ 7 6�—v V-,ek v 6/v 7 v" cy 88 el, ceivel) OMCE OF'THE CITY CLERK c"!C, T7a 21, 4": .5 4,7!""I 1 J ........... 6�1 b5l r 67 llc/, 111, ell' 89 Letter of Intent RECEIVED OCT 04 2019 OFFICE OF THE RK To Whom it may concern, C1rY CLE My Name is Duke Marolf, and I have interest in being on the AD HOC committee for the Seward airport's future. I have lived in Seward year-round for 16 years and work for Catalyst Marine Engineering. As a private pilot, small airplane owner, and frequent user of the airport, I have interest in the plans for change and development of the Seward airport. I believe I can communicate the needs and desires of the community for airport improvements for years to come. Thank you for your consideration Duke Marolf Duke catal st-marinexorn 208-420-2103 90 ONGOING CITY PROJECTS & GOALS October 14, 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. September 27, 2019 At the September 23, 2019 rneetinb Public Works Director Doug Schoessler reported that he received an engineer's estimate o f$36,000 plus a$'3,000 contingency for the project. Schoessler recommended that the project be delayed until the springtime to avoid potential winter salt damage to the new concrete. There was no objection from council. 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 corning session. The opportunity to push for this project as a State Legislative Priority will be coming to council on November 26, 2018. 1 91 ONGOING CITY PROJECTS & GOALS October 14, 2019 City Council Meeting November 26, 2018 Rescheduled to December 10, 2018. April 8, 2019 A scope of work is being drafted for R&M to survey and plat the abandoned Air Force Rec Camp property. Administration seeks additional direction to include the Satellite Fire Station and Public Works relocation in that Scope of Work. April 22, 2019 Administration briefed R&M on the interest in relocation of the PW shop and location of'the Satellite Fire Station for consideration during their work surveying and platting the Ft. Raymond property; both options will be presented to council. September 23, 2019 Community Development met with R&M last week to update conceptual designs. September 27, 2019 Staff working with DOT regarding the shop property. 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 fi^om Institutional to Auto Commercial. Will come for public hearing and enactment on October 22, 2018. October 22, 2018 Ordinance 2018-009 public hearing and enactment passed. November 26, 2018 Administration will be putting out a Request for Proposal for on-call engineering services which will provide engineering, surveying and platting services 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 contractfor 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. September 23, 2019 At tonight's meeting; council directed the city manager to provide a report. September 27, 2019 City Manager sent environmental review report by Kim Nielsen to council. 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$965,000. The$240,000 difference will need to be funded by the city. This obligation includes in-kind and cash contributions as well as already spent funds on the testing well. We are currently waiting for grant documents from the Alaska Energy Authority. October 22, 2018 State lobbyist Kent Dawson expressed that the likely new Governor will be interested in Economic Development projects. The potential 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. November 26, 2018 Approval was on the regular council meeting agenda; the grant documents have been signed and sent back to the AEA. 2 92 ONGOING CITY PROJECTS & GOALS October 14, 2019 City Council Meeting 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. 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 unds. September 24, 2018 Resolution 2018-080 was approved,providing land for the new shelter location. City staff is now conducting meetings with local organizations to discuss design, build,fund raising and funding efforts. March 11, 2019 Ordinance 2019-007 is being introduced on March 11, 2019 and will come for public hearing and enactment on March 26, 2019; this ordinance will amend the Land Uses Allowed Table to allow an animal shelter in the Institutional Zoning District by CUP. March 26, 2019 Ordinance 2019-007 for public hearing and enactment, this ordinance will amend the Land Uses Allowed Table to allow an animal shelter in the Institutional Zoning District by CUP. March 26, 2019 Ordinance 2019-007 was unanimously approved which allows for animal shelters within institutional zones. May 13, 2019 Administration is working on an RFP for Architect services to obtain preliminary drawings for local non-profit review and input as well as fundraising efforts. June 24, 2019 The RFP for conceptual design and architecture was released June 12, 2019; deadline for proposals is July 12, 2019. July 12, 2019 RFP closed, the City received four proposals and is in the process of'review and scoring.A contract for these services will be on the August 12, 2019 regular meeting agenda. August 12, 2019 A contract with Lumen Design LLC is on tonight's agenda 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 3 93 ONGOING CITY PROJECTS & GOALS October 14, 2019 City Council Meeting finalized. September 27, 2019 City Manager received survey work estimates and will schedule for an upcoming ateeting. EXPLORE POSSIBILITIES FOR CREATING A REVENUE STREAM FOR THE ANIMAL SHELTER AND SOS PETS October 22, 2018 Staff and organizing groups have indicated that a dog washing station will be included in the design and build of the new Animal Shelter. UPDATE THE KPB TSUNAMI WARNING MESSAGE TO INCLUDE SPECIFIC REFERENCE TO THE LOCAL RADIO STATION (91.7/106.1) March 20, 2017 Project added to the Ongoing City Projects & Goals list. February 12, 2018 Directed administration to provide an update on the status of'modifying the tsunami warning announcement to include specific radio information, and also request the borough add a sticker to their brochures which identifies the Seward radio station. March 12, 2018 Resolution 2018-019 approved, designated KIBH-FM 91.7 as the city's official radio station for emergencies and authorized the City Manager to work with borough to include radio station information in tsunami warning broadcasts. 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. May 22, 2017 Council work session held. June 12, 2017 Council work session held. July 11, 2017 Council work session held. Council plans to hold a work session in May, 2018. October 8, 2018 Community Development will be discussing with Planning and Zoning assessment districts on October 16, 2018. November 26, 2018 The city will utilize the on-call engineering service to determine the costs associated with expanding utilities,paving roads and developing proper drainage for potential development districts. May 13, 2019 City Council joint work session with P&Z scheduled for May 28, 2019 at 5:30 p.m. to discuss subdivision requirements and potential policy changes regarding utility expansion. The City Manager's Office has received a petition for a special improvement district for the Gateway Subdivision and is working to swiftly process the request in order to bring before Council. May 28, 2019 City Council scheduled a follow-up work session on June 13, 2019 at 5:30 p.m. to review various scenarios, including a 50150 split between developers and the city. June 24, 2019 Administration is working with a developer and the City Attorney on an assessment district for the Gateway Subdivision. A work session to discuss subsidy policies is scheduled for June 24, 2019. 4 94 ONGOING CITY PROJECTS & GOALS October 14, 2019 City Council Meeting 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. 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 Community Center. Estimated cost for these upgrades is $200,000. January 14, 2019 Public Works has repaired the Senior Center elevator, a water pipe leak in the Library and Museum, and the Library and Museum emergency light system. August 12, 2019 Public Works staff cleaned the windows at City Hall,filled cracks in the City Hall Sidewalk, leveled and adjusted parking spots and located bumper stops in the City Hall Parking lot. September 10, 2019 The Alaska flag was 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. September 27, 2019 Presented idea for Parks&Rec regarding Nordic Skiing ideas. 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 Arrny Corps of Engineers and the Alaska Silver Jackets to simulate the failure of the Lowell Canyon Dam. This exercise will provide the City with a template for conducting a City- wide exercise in the future. January 28, 2019 Staff is currently planning a disaster exercise to coincide with the state's "Chill it's a Drill" exercise on March 27, 2019. March 26, 2019 State of Alaska cancelled its Chill It's A Drill exercise for March 27, 2019. KPB conducted a tsunami siren test drill on March 27, 2019. April 8, 2019 The city is planning a community-wide drill on April 19, 2019. April 19, 2019 The city conducted a community-wide drill. 5 95 ONGOING CITY PROJECTS & GOALS October 14, 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 Stoney 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 fortivard a resolution to amend the budget. March 11, 2019 Mid-cycle budget amendments were approved by council in Resolution 2019-021; included were funds for improving the audience experience addressing ceiling speakers, microphones, camera, and video recording. March 26, 2019 The Polycom phone has been received by MIS; awaiting phone number assignment from TelAlaska. April 22, 2019 The Polycom phone number was assigned, and the phone was first used on April 5, 2019. MIS examined the ceiling speakers and determined they are unusable. MIS is currently obtaining quotes for microphones, mixer; amplifier, and speakers the audience's ability to hear the proceedings are the priority. Following the accomplishment of that portion,MIS will move on to updating the camera to allow for the meetings to be videotaped so the clerk's office can upload to YouTube. May 13, 2019 On May 6, 2019, the MIS Department completed research and placed the order for new microphones, amplifier, and hand-held/podium microphone; this is Phase I There are funds enough left over to pursue Phase 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 GC[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 96 ONGOING CITY PROJECTS & GOALS October 14, 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 maintenance fixes, and as of December 31, 2019 the company would no longer support the current platform. The city clerk researched upgrade and redesign options with several companies, including CivicPlus, Municode, Revize, Alopex, and Granicus. January 28, 2019 Project added to the Ongoing City Projects & Goals list. February 11, 2019 A mid-cycle budget amendment was requested at the city council work session in anticipation of working with one of these companies. The work will be completed by year end 2019. March 4, 2019 The city selected to move forward with Granicus; a resolution to approve the contract will come to council on March 26, 2019. April 22, 2019 On April 9, 2019 Granicus obtained their city business license. Resolution 2019-040 will come before council on April 22, 2019 to approve the contract. April 22, 2019 Resolution 2019-040 approved by council for Granicus contract. May 13, 2019 Granicus assigned a project manager to work with the city;first teleconference call for Clerk's office and MIS is scheduled for May 15, 2019. June 10, 2019 City Clerk and MIS Director have had two teleconference calls with project manager at Granicus. Colors, wire frame, and logos have been furnished. Site map is currently being mapped Clerk&MIS Director). Artwork is being procured(Clerk). June 27, 2019 Revised Proposed Site Map, Department Listing&Authorized Users submitted to vendor. (Clerk) July 22, 2019 Training for Authorized Users scheduled for July 29, 2019 (Basic User, 3 hour training). Clerk August 12, 2019 Hands-on training for city staff will be conducted in the computer room at AVTEC's First Lake facility on August 16, 2019. September 16, 2019 Granicus reported that 225 pages had been migrated into the new website. Also,five photos are being purchased from Kalani Woodlock Photography for,$1,800 for a 10-vear 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. September 27, 2019 Postponed until springtime, along with ADA accessible parking at City Hall 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 from the Department of Homeland Security. As soon as the design is complete, the contractor will then put out a bid packet and select a contractor. Construction is estimated to begin in the spring of 2019. January 28, 2019 The Design and Engineering contract is on the regular meeting agenda for February 11, 2019. February 11, 2019 Contract with PND approved by council. April 22, 2019 On April 16, 2019 a public Open House is being held by PND to introduce the project and receive feedback on possible impacts. June 24, 2019 PND Engineers is in the permitting and design stages of this project. The bid package for construction is being developed and is scheduled to be released end of Junelearly July. As soon as a contractor is awarded the contract, a second public meeting will be scheduled. 7 97 ONGOING CITY PROJECTS & GOALS October 14, 2019 City Council Meeting August 12, 2019 The bid package fbr construction repairs is complete and published. September 9, 2019 . Removed from agenda. September 23, 2019 Contract with Hamilton Construction approved via 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 cty's on-call engineering firm, R&M Consultants, on this project; Wilde anticipates the process to be similar to the one fbr 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 f om the original meter exchange project. There are 35 meters that are currently experiencing communication issues line crews are testing and changing out those meters. Administration is still in the process of developing the demand meter policy. August 12, 2019 Administration is 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 151h 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 moving forward 8 98 ONGOING CITY PROJECTS & GOALS October 14, 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 of June, 2019. April 22, 2019 At the March 26, 2019 council meeting, council agreed to move the work session from April 1 to April 8, 2019 to allow the committee extra time to prepare questions for the auditors. The work session was held on April 8, 2019;BDO provided an overview of their procedures, and information on the laws and practices they were bound to follow. BDO expects the audit to be complete by the end ofJune, 2019. CITY COUNCIL POLICY WORK GROUP June 24, 2019 Council created a work group consisting of Vice Mayor McClure, Council Member Towsley, City Manager Meszaros, and City Attorney Wells to review city-wide policies and propose revisions, as necessary. July 8, 2019 Council approved Resolution 2019-065, Directing The City Council Policy Work Group To Review The City Of Seward's Personnel Policies For Harassment And Bullying. 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 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, and this ordinance will come back at the same time for introduction. 9 99 ONGOING CITY PROJECTS & GOALS October 14, 2019 City Council Meeting SPECIAL AD HOC CITIZEN ADVISORY COMMITTEE FOR SEWARD AIRPORT August 15, 2019 The Alaska Department of[ran,sportation & Public Facilities (DOT&PF) and the Federal Aviation Administration (FAA) held a public Hearing to collect cominents on the 1lraft E nvironmental Assessment and Proposed Action. September 10, 2019 Council conducted a Public Forum to discuss Seward Airport options, develop a timelinelplan, and obtain public input in preparation for the next meeting with the ADOT and FAA. September 23, 2019 Council formmed a Special Ad Hoc Citizen Advisory Committee with a sunset date of December 31, 2020, and directed the city clerk to solicit interest,from citizens. The purpose of the committee is to research options fir the Seward Airport, and report back to council. September 24, 2019 City clerk solicited interest froin citizens of S"eward and the surrounding area. Deadline fir letters of interest is October 4, 2019 at 5:00 p.m. October 14, 2019 Nine citizen letters of interest received; council will vote and appoint members at tonight's meeting. 1 100 ONGOING CITY PROJECTS & GOALS October 14, 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. 1 101 REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for October 14, 2019 City Council meeting Report through October 8, 2019 PENDING REQUESTS EMAIL SENT TO CITY EMAIL SENT TO DATE DOCUMENT REQUESTED MANAGER& RESPONI RECEIVED REQUESTED BY (Summary) ASSISTANT CITY CITY PROVIDE MANAGER ATTORNEY April 18, Ristine Casagranda Payroll for the most recent completed Yes(4/18/19) No Pending 2019 fiscal years(2015,2016,2017,and 2018) April 29, Kelley Wiley Lane Salaries&benefit packages for Yes(4/29/19) No Pending 2019 employees in the following departments, in preparation for the budget season:Personnel/HR,Harbor, Fire Dept.,Finance Dept.,Electric Dept.,Community Dev., City Manager Dept., City Clerk Dept., Building Dept. April 29, Seward Journal A) Payroll indicating the actual Yes(4/29/19) No A) Pen 2019 annual compensation for all city B) 4/2 employees(including all regular, part-time,term, seasonal,contract or other employees)in the years 2014,2015,2016,2017,and 2018. B)All current and active business licenses. June 26,2019 Carol Griswold PDFs of most recent resolutions Yes(6/26/19) No Pend. approving parking and campground fees and rates,including Spring Creek 102 REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for October 14, 2019 City Council meeting Report through October 8, 2019 EMAIL SENT TO CITY EMAIL SENT TO DATE DOCUMENT REQUESTED MANAGER& RESPONI RECEIVED QUESTED BY (Summary) ASSISTANT CITY CITY PROVIDE MANAGER ATTORNEY Campground. August 20, Philip Kaluza Utility contract/agreement with Yes(8/20/19) No Pendi 2019 engineering firm to review PACAB recommended changes to Alternate Energy Interconnect Policy,and original engineering report on Interconnect policy recommendations done 6-8 years ago. August 22, Carol Griswold Appraised value of Lot 11,Block 6, Yes(8/22/19) No Pendi 2019 Seward Small Boat Harbor Subdivision in 2000,2006,and 2019 August 22, Carol Griswold What Chamber events does the City Yes(8/22/19) No Pendi 2019 sponsor,how many years has the City sponsored each Chamber event and annual amounts? August 23, Carol Griswold What is the breakdown for the Yes(8/23/19) No Pendi 2019 staffing,utilities,building,IT, restrooms,grounds,and building maintenance in the city portion of the Chamber marketing plan?How much has the city paid for Chamber utilities and Visitor Center Operations in the past five years(2013-2018)? September Tim McDonald Police Report Yes(9/25/19) No Pendi 25,2019 October 7, Gregory T. Police Report No No Pendi 2019 Youmans 103 REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for October 14, 2019 City Council meeting Report through October 8, 2019 COMPLETED REQUESTS EMAIL SENT TO CITY DATE REQUESTED BY DOCUMENT REQUESTED MANAGER& EMAIL SENT TO RECEIVED (Summary) ASSISTANT CITY CITY ATTORNEY MANAGER Any&all design or engineering plans, drawings,as built drawings&surveys or existing electric,water, sewer(waste water)systems located in the City of April 17,2019 Jim McCracken Seward on Spruce St,North from the Yes No Intersection with Hemlock Ave.to the cul-de-sac at the northern end of Spruce St. These utility systems are owned& operated by the City of Seward. August 6,2019 Alexandra Daigle Police Report Yes No August 29,2019 Lexis Nexis Police Report Yes No August 30,2019 Katey Soellers Police Report Yes No September 5, Letter from Chris Sheehan to council 2019 Craig Ambrosiani members on approximately 8/28/19 Yes No concerning resolution 2019-076 September 11, Lorri Lomnitzer Public Records regarding Securus Yes No 2019 Technologies Holdings,Inc. September 16, Lexis Nexis Police Report No No 2019 September 16, CindyEkld Audio recording of the August 6,2019 No No 2019 cun Planning&Zoning meeting September 17, Deniece Robinson Police and Fire Report Yes No 2019 September 19, Lexis Nexis Police Report No No 2019 September 27, BuildZoom Building permits processed since July 16, Yes No 2019 2019 104 u. h Memo To: Brenda Ballou, City Clerk From: Scott W. Meszaros, City Manager cc: Holly Wells, City Attorney Date: September 23, 2019 Re: Public Records Requests Processing Brenda, Administration is direGtiRg requesting that public records request and processing be managed and handled by the Clerk's Office. As the official custodian of city records per SMC 2.20.045, you and your office are best suited to handle this duty. I am recommending that you reach out to the City Attorney for any necessary policy or revision to our process to bring the City into compliance with processing and charging practices to ensure efficient, and cost-recovering of such public records inquiries as permitted under Alaska State Statutes, Seward City Charter and Ordinances. The current practices make it cumbersome and tracking of billable time and copying charges has not been accomplished consistently. Many of the public records requests received have been outside the requirements of producing such records as they require assembling and creating materials in order to respond, whereas SMC 2.05.025 specifically does not require the city to create, compile, summarize, or outline information from existing public records. Policy updates and responses to the inquiring party will clarify the public records laws and ordinances for the public and help them better understand the scope of the city's obligations. Many of these inquiries would be minimized, if not eliminated. In an effort to enhance and streamline the City's response times, and recovering allowable fees, I believe that having your office manage the process to oversee and handle the records is optimal. You would continue to disseminate such requests to individual departments, but the departments would then reply directly to the Clerk Department for response and dissemination and processing of the information. MEMOTO-1.DOC 105 Oct 2019 REQUESTS for PUBLIC RECORDS Process Overview City Clerk receives request Police Record Department Record City Clerk Record Clerk sends request to Lieutenant Clerks sends to appropriate Department Head(s) Lieutenant reviews the request& Dept.Head reviews the request& Clerk reviews request& estimates time/cost for response estimates time/cost for response estimates time/cost for response COST? No Yes Stop work and contact the City Clerk Stop work and contact the Requestor immediately with the estimate Clerk will to gain approval to move forward; contact the Requestor to gain approval to secure payment,if necessary,then: move forward,and will secure payment, if 1)proceed with preparing a response, necessary,then will notify the Dept Head of 2)abandon the request,or 3)make the status: 1)proceed with preparing a arrangements with the Requestor to response,2)abandon the request,or 3) view the records in person make arrangements with the Requestor to view the records in person Produce response and furnish to Produce response, if appropriate,and Produce response, if appropriate the City Clerk furnish to the City Clerk Clerk sends response to Requestor and(except for certain police records)will maintain the records in accordance with AS 40.25 In accordance with AS 40.25.110, the City Clerk's office will: • Record on a monthly log the name of the Requestor and the amount of time staff expended on the response • Review the content for potential redactions (except the Police Department will be responsible for their own redactions) • Maintain a copy of the response as an official record of the city In accordance with direction from City Council,the City Clerk's office will: • Assimilate each month's activity into a report,and provide the report to council in the first agenda packet of the following month's meeting 106 Oct 2019 REQUESTS for PUBLIC RECORDS City Clerk Internal Process City Clerk receives request Day 1 Clerk reviews and analyzes the request: 1)the form is completed appropriately,2)the request is for a city record, 3)the record exists,4)the record is not already available through the city's website or some other online source, 5)identify the appropriate department head(s)to engage Day 1 Clerk documents on the form which department(s)will receive the request.Clerk scans the form and emails the request to the appropriate department head(s)with a request to contact the clerk immediately if the response will cost time or money. Day 1 If there is a cost estimated to produce the response,the clerk Clerk completes the Monthly Log Sheet;including Requestor's must contact the requestor immediately to gain approval to: name,date,request summary,time spent on each request and 1)move ahead with the request,2)abandon the request,or the cumulative time for the month 3)arrange for the Requestor to view the files in person By Day 4 Day 1 Clerk will follow up with Department Heads every 2-3 days to stay informed of the response status,and clerk will keep the Requestor informed on the progress. As needed Clerk receives response from Dept Head and reviews for potential redactions(except for Police—they handle their own redactions). Clerk creates a duplicate of the response to maintain for record retention purposes in the same format as provided to the Requestor (except for certain Police records which will be maintained by the Police Dept.),making note of any redactions applied. Clerk delivers response to Requestor. On a monthly basis,Clerk updates the report to council for the agenda packet. In accordance with AS 40.25.110, the City Clerk's office will: • Record on a monthly log the name of the Requestor and the amount of time staff expended on the response • Review the content for potential redactions (except the Police Department will be responsible for their own redactions) • Maintain a copy of the response as an official record of the city In accordance with direction from City Council,the City Clerk's office will: • Assimilate each month's activity into a report,and provide the report to council in the first agenda packet of the following month's meeting 107 City of Seward 0 Street P. REQUEST for P.O.. Box Box 16 167 Seward,AK 99664 CITY CLERK'S OFFICE PUBLIC RECORDS Fax:907-224-4038 Phone:907-224-4046 REQUESTOR: Please identify yourself and tell us how to notify you regarding this request. PRINT CLEARLY. Name Telephone Name of Business,Law Firm and/or Company Address City, State,Zip E-Mail I want to receive: ❑ In Person ❑ USPS ❑ E-Mail "I certify that this request is not related to litigation or potential litigation involving the City of Seward": Requestor's Signature DOCUMENT(S) REQUESTED: Identify and describe the documents you seek. PRINT CLEARLY. CITY CLERK: Provide a copy of this form to the requestor after completing the first line below. Name of Person or Department Date and Time 1. Request received 2. Request reviewed 3. Documents located 4. Retrieval time 5. Fee calculated 6. Requestor notified 7. Documents picked up NOTES FOR RESPONSE: Please supply a response to the request in the space below, including identifying any documents that are attached to this response. PUBLIC RECORDS AND THE LAW: You will find the information on Alaska's Public Records Law in Alaska Statute 40.25.110, and in Seward City Code 2.05. Exceptions to the policy that a city document should be released to the public when there is a request can be found in Alaska Statute 40.25.110 and Seward City Code 2.05.030. THIS REQUEST FORM IS A PUBLIC RECORD. 108 s:\forms&masters\public document request forms\public doc rgst form-master updated october 2019.doc City of Sewardr, 2020/2021 Biennial Budget Calendar .' July, 2019 Transmit budget directions and forms to department managers August 1 Department budgets due to finance department August 12—30 Finance department prepares personnel budgets and computes allocations and expense/expenditure estimates (amortization, depreciation,insurance, etc.) September 1 Capital budgets due to finance September 16—20 City manager and finance director meet with department managers to discuss budget requests September 23 MON 5:30 p.m. Council Budget Kick-Off Work Session—General assumptions of the budget process; identification of major policy questions; Council input on desired programs and services; Water/Wastewater Classification and Rate study discussion September 23 —Oct 4 Finance department develops revenue projections and determines estimated costs of insurance, administrative fees, cost-allocations, debt service,vehicle leases, etc. October 7 MON Finance delivers materials to council(rough numbers) October 14 MON Preliminary Budget document distributed to City Council. Election certified this night. Newly elected members will be invited to all work sessions. Council members seated 10/28/2019. October 15 TUES 6:00 p.m. City Council budget work session(a) Police Mayor&Council City Manager Parks&Recreation Jail City Clerk Community Development Parking Animal Control Legislative MIS Senior Center Chamber of Commerce Legal Finance General Services October 16 WED 6:00 p.m. City Council budget work session(b) Fire&Volunteers Library Community Health Center Harbor Emergency Preparedness Electric Providence Hospital SMTC Building Inspection Motor Pool Mountain Haven October 25 FRI 6:00 p.m. City Council budget work session(c) Public Works(roads,city shop,snow and ice) Water Capital Improvement Plan Municipal Building Wastewater Council direction to Administration November 11 MON City Council Meeting—Public hearing 91 Or November 25 MON November 25 MON City Council Meeting -Public hearing 92 and adoption of budget Or • Alternate day: December 9 December 9,2019 MON Important dates: Alaska Fire Conference Sept. 23 27 Museum Conference Sept. 24-28 Harbormaster's Conference Sept 30-Oct. 4 AK Library Directors Oct. 1-4 ARPA Conference Oct. 8-10 Library Conference Oct. 8-11 Police Chiefs Conference Oct. 16-26 Accufund Training Oct. 21-22 AAMC Clerk's Conference Nov 16-19 AHL Conference November 18-22 Fish Expo Nov. 20-24 Updated 10/14/2019 109 Health Council Meeting Seward Medical[ & Care Centen', October 9, 2019 12:00 PM -1:30 PM Mountain Haven "As expressions of Gods healing love., witnessed through the ministry of Jesus,, we are steadfast in serving all., especially those who are poor and vulnerable." Health Council Members Term Ends Health Council Members Term Ends Doug Capra,Chair 2021 Carol Souza 2019 Jim Doepken,Vice Chair 2019 Tom Tougas 2020 Dana Paperman, Secretary 2019 Trevan Walker 2020 Lois Daubney 2020 Craig Williamson 2020 Linda Lynch 2020 Ex Officio Members Staff/ Support Members Craig Ambrosiani,SCHC -Virginia Blake, Mission/Spiritual Care Manager Dr. Amy Bukac Medical Director Robert Rang Administrator Sam Hickok,City Representative Cristan McLain, Quality Director Chris Sheehan, Seaview Community Services Tad Stearns, Finance Analyst I IRoberta Ber Administrative Assistant Agenda 1. Call to Order, Chair 2. Reflection and Safety Story 3. Opening Comments 4. Approval of Agenda &Minutes a. Agenda b. Minutes—August 21, 2019 5. Administrator Report 6. Financials 7. Quality 8. Discussion- Foundation Grants 9. Council Member Comments &Announcements 10. Adjourn Next Meeting:November 13, 2019 12pm—1.30pm at Mountain Haven 110 PROVIDENCE — SEWARD MEDICAL AND CARE CENTER HEALTH COUNCIL August 21, 2019 Attendance: Doug Capra, Chair Jim Doepken, Vice Chair Dana Paperman, Secretary Lois Daubney, Council Member Tom. Tougas, Council Member Craig Ambrosiani, Ex Officio Council Member Robert Rang, Administrator Cristan McLain, Quality Director Virginia Blake, Mission Tad Stearns, Financial Analyst Heather McKean, Director of Patient Care Services Becky Lawson, LTC Administrator I. CALL TO ORDER - Doug Capra called the Health Council meeting to order at 12:10 PM. II. REFLECTION & SAFETY STORY - Reflection titled "The Last Ride" was provided by Virginia Blake from the Book of Reflections. The takeaway from the story was .. "We're conditioned to think that our lives revolve around great moments. But great moments often catch us unaware —beautifully wrapped in what others may consider a small one." Safety story was provided by Cristan McLain. III. OPENING COMMENTS - Doug Capra thanked the Council Members and Staff for attending the August 21, 2019 Health Council meeting. IV. APPROVAL OF AGENDA & MINUTES —The agenda for the August 21, 2019 was presented for review (attached to the original minutes). Following discussion, it was the unanimous decision of the Health Council to approve the August 21, 2019 Health Council agenda as presented. The minutes of the July 10, 2019 Health Council meeting were presented for review (attached to the original 111 minutes). Following discussion, it was the unanimous decision of the Health Council to approve the July 10, 2019 minutes as presented. V. ADMINISTRATOR REPORT - Robert Rang provided the following updates for the Administrator Report: • Introduction of Robi Berry, Administrative Assistant. Robi has been working with our contacts in Anchorage to prepare for the September Regional meeting; has already assumed several duties that were delegated to the local team; and has assisted with many small projects. • Our local CNA class is still ongoing. Students are now doing clinical time in the Lodges. Last month, there was an on-site visit by the State Board of Nursing to review the course/material. Based on that positive review, our status will change from provisional to that of an approved site. This will allow for planning our future classes without additional logistical challenges. • Recruitment continues for a CFO. There are 2 candidates that will be in Seward for interviews on September 6. One is from the Kenai area and the other is from California/Nevada. Both candidates have many years of healthcare experience. • We recently received notification that we were awarded $45,000 for Emergency Preparedness needs. Our thanks to Lila for all her hard work on this. Along with some education, the majority of these funds are earmarked for a new storage trailer and a water treatment unit. • We are now actively recruiting for a fulltime Safety Officer/Emergency Management Coordinator. In just the first 2 weeks, we have had 5 applicants so far. • Planning is ongoing for improving our Security at the Hospital and Mountain Haven. We had an architect on site a few weeks ago to look at some minor construction changes, as well as installation of cameras and additional badge readers. These measures will address security improvements at both locations. There was discussion about the security improvements including: capital funds are available through Providence for security upgrades; additional card swipe areas, cameras and barriers were identified for the Hospital, as well as enclosing the nurse's station and adding card access for the main hallways to the ED/Clinic/Lab areas; adding cameras in Lodge front entrances as well as the perimeter of Mountain Haven, and adding a timer to automate locking the doors at Mountain Haven. There was additional discussion of two additional items: need for a more robust badge system so spiritual services may 112 enter Lodges to visit Elders, and security concerns regarding traffic surge to the hospital in times of disaster/uncertainty. VI. FINANCIAL REPORT—Financial Report for July 2019 was presented for review (attached to original minutes). July 2019 was another record month for gross revenue. Cost recoveries increased due to grant funds received. There was a large jump in benefits due to and-year true-up of pension plan expenses. All other expenses variances were fairly minor. PAMC liability was up slightly again due to staff PTO and Medicaid is still lagging on paying many of our LTC claims. Business Services is hoping to make a big dent in this with payments from summer services. LTC net census was down one for the month; working with PAMC/PEC team on new admissions and we have one of our admissions staff on-site at PEC the week of 8/12-8/16 for training. Mountain Haven census as of today is 35 with another admission expected soon. Since March, we have lost 11 Elders so the current census is remarkable. The following capital expenses were discussed: Replacement EKG machine ($22,000); Camera system and Security updates (quote pending); Nasopharyngoscope ($29,000 —Foundation funded); New Support Service cart ($22,000); and Nurse Call System PSMC Phase 2 ($400,000 estimated). VII. QUALITY REPORT— Quality Report for July 2019 was presented for review (attached to original minutes). Falls: Last hospital fall was in January 2019. The 12 month average for hospital falls is 2.42 falls/I 000 patient days. The goal is 1.0 falls/1000 patient days. The hospital is over the goal for patient falls. Mountain Haven had six falls in July. Month to date in August, there have been eight falls with one elder having 4 falls). The 12 month average for LTC is 4.74 falls/l 000 resident days. The goal is 3.5 falls/l 000 resident days. Mountain Haven is over the goal for resident falls. The last fall with injury was November 2017 at Mountain Haven. Caring Reliably: Recent facility focus has been on Learning/Communication Boards. Quality is working with department leads to identify what is meaningful to their caregivers. The current Tool of the Month is Paying Attention to Detail using STAR (flyer attached to original minutes). The next Caring Reliably class will be on September 24 from 10:30-2:30. Health Council members are invited to attend. Please let Cristan know if you plan to attend. Preventable harm: Last preventable harm incident for the Hospital was 10/9/2016. On September 5, 2019, the Hospital will be at 1000 days for last preventable harm. Last preventable harm incident for Mountain Haven was 6/11/19. The recent fall 113 with injury on 8/3/19 was determined to be accidental (i.e. not preventable). The review team was not able to identify a gap in case. GAP = Generally Accepted Performance standard. If a GAP is found during review, the case is determined to be preventable. There was discussion about the volume of incident reports (UOR). It was noted that the volume of UORs doubled when the Caring Reliably program was rolled out, but is now leveling off. There was discussion about UTIs. Quality will report on UTIs and Infections for the next Health Council meeting. VIII. DISCUSSION— CMB VISIT ON SEPTEMBER 17 —A preliminary list for invitations to the Community Ministry Board meeting on September 17, 2019 was presented for review (attached to original minutes). Dana Paperman provided some updates for the invitation list via email. The formal invitations will be sent out early next week. There was discussion that some members of the community are not represented or part of decision making at the CMB meeting, as well as on the Health Council. Specifically, lower income, homeless, and young people were identified as members of the population not well represented at many community meetings. It was noted that the Health Council does not have demographics for these populations. It was also noted that there needs to be representation of all stakeholders at the Health Council before attending the larger Community Ministry Board meeting. There was lengthy discussion about possible contacts to represent the lower income, homeless and young people of the community. Doug suggested that 1 Advisory Board from Kodiak and Valdez be a part of Community Ministry Board (CMB) meeting on September 17, and that going forward, I Advisory Board member from Seward attend the CMB meetings in Kodiak and Valdez. The purpose of the suggestion would be to share successes of the other Critical Access Hospitals (CAH). Tom noted that Kodiak has made headway on the substance abuse issue in their area by involving on the stakeholders. Additionally, Tom was very impressed with Kodiak's long term vision to have 90% sustainable energy by 2020. Following discussion, it was the consensus of the Health Council to move forward with Doug's suggestion regarding networking with other Providence CAH Advisory Board members. 114 IX. COUNCIL MEMBER COMMENTS & ANNOUNCEMENTS —During round table discussion, the focus was housing issues in Seward and increase of mental health patients — seeing more people in crisis. Housing was noted as a big issue with staffing/recruitment of healthcare workers, and workers with families and/or pets are an even bigger issue. Craig: Changes have been made to Planning and Zoning regulations to allow property owners to add on extra space to existing structures. There will also be changes to Building Development rules to hopefully help with construction of more housing opportunities. Craig also discussed that the Clinic has received a $145,000 FIRSA grant focusing on strengthening the community youth and ensuring a safety net for young people. Dana: Working together with Sea View on a grant discussing the homeless population and people in crisis. There has been success with the Rehab house. There have been discussions regarding options for the homeless population including possibility of movable homes, and placing at risk people in healthy environments. Lois: It is important to make sure that all populations of the community are represented. It is difficult to engage people who don't traditionally join Boards and participate in community discussions/decision making, but it is vital to get all stakeholders present for these meetings. It was noted that focus groups or town halls can be a good vehicle for reaching at risk populations —you have to go where they are. Jim: It is important to consider how we incorporate more voices to the table, especially those that really need the services available. There was discussion that the economy is going to be the driver in sustaining the Seward community neighborhoods. X. ADJOURNMENT— The meeting concluded at 1:35 PM. Respectfully submitted, Robi Berry Robert Rang Administrative Assistant Administrator 115 tP77,17777.41%7//�/V I D E N C E October 9, 2019 Seward Administrator's Community Advisory Board Report Medicat & Care Center Roll-out of the annual Foundation Partnership grants has been initiated. Deadline for submission is October 31. As of Oct 1, we had 2 applications. Our new Emergency Preparedness Coordinator is here. Steven Clegg attended an Emergency Management meeting in Anchorage this week with Lila. As Steven gets settled into his new role, he will be reaching out to his City and Borough counterparts, as well begin working with our Anchorage resources. Recruitment continues for a CFO. No new applicants to share at this time. The team has been busy with preparation for survey at both the hospital and at the LTC: - For the hospital, we are surveyed every 3-5 years. Last July, we had a team for Providence conduct a mock survey at the hospital. Any areas of concern noted were addressed - For the LTC, this is an annual event. The team is meeting regularly to address concerns identified from last year, as well as focusing on the new regulations that are rolling out soon. Seward Mountain Haven celebrates its 10-year anniversary this month. Providence is conducting our annual Employee Engagement Survey this month (Oct 2-16). As of Monday, we had over 30% participation. Information gathered from this survey will provide a base line for leadership goals next year. Flu season is here. The week we started offering the vaccine to staff, with plans to offer it to family members later. Health Council members are also eligible. Thank you, /iayw/ Robert Rang, Administrator 116 a� Seward Medical Seward Medllllta �� and Care C Strategic / Operatin( September nJI ,,.... „„ ,,, ��ivhyl�Nl/r�sai 1, �,✓rl,�r,,itvi� O117 1 t a� U ��pdates Ord Medical Seward Mountain Haven • Now coordinating LTC admission process with Anchorage PECC to streamline timely admits • Ongoing training to address needs of elders with dementia • Nurse call / wander guard system replacement project completed • Discontinued the Greenhouse Model franchise in June 201 decrease admission barriers and continue to improve resid( care experience. • June 2019- Started a provisional CNA Class, which was lai given state approval for Seward to become a qualified site. • LTC Average Daily Census for 2019 at 35 through 7/ 31 / 1 '_ O118 2 t F U ��pdates Ord Medical Hospital NURSING : • First CAH in PSJH to participate in Clinical Academy for n graduate nurses. We had two new graduates complete the program. • Hired our first part time nurse educator, who is solely dedicated to improving education and competencies of P9 We are the only CAH in Alaska to participate with PAMC in t Pediatric Readiness Quality Collaborative. O119 3 t F U ��pdates Ord Medical Hospital NURSING (cont. ) : • Recertified as a Level IV Trauma Center • Purchased new EKG machine, ventilator, and IV pumps • Continually working to improve outpatient infusion proces community members • Continually working on improving our relationship with Sf Creek Correction Center and trying to meet their needs, hopefully by bringing down specialties. This is a work in progress. O120 4 t a� U ��pdates Ord Medical IMAGING: CT purchase and department remodel • Install completed in January 2019 �ououo� • 32-slice scanner • included HVAC & g upgrades rades p pg LAB: f � f • Finalized install of all new p eq ui ment during the last 12months. • HVAC & plumbing upgrades during Imaging remodel O121 5 t F U ��pdates Ord Medical REHAB SERVICES: In the last 12 months, we are proud to announce that we have achieved additional board certifications and have developed advo treatment programs in the following areas of clinical service: • Physical Therapy: -Advanced Wound Care, -Women's Health and Wellness -Fittings for Specialty Foot Orthotics • Speech/Language Therapy: -Advanced Diagnostics for Swallowing Disorders, and -Dementia / Memory Care O122 6 t F U ��pdates Ord Medical REHAB SERVICES (cont): 0 Occupational Therapy: -Hand Therapy and Custom Splinting, -Home Safety Evaluations and Equipment Recommendati - Vestibular Integration (Dizziness and Balance Therapy) * In this program, Providence Seward has the only board certified therapist on the Kenai Peninsula O123 7 t a� U ��pdates Ord Medical FACILITIES Security Implementation • Installed panic buttons, though Guardian, that contacts the loc police department in an emergency • Installed badge readers on doors • De-escalation training provided to all staff through Kodiak ani PAM C • Security training for maintenance staff through Kodiak and PT • Ongoing projects includes installing cameras and additional b; readers, blue light system and security O124 8 t a� U ��pdates Ord Medical FACILITIES (cont.) Fire/Life/Safety • Updated fire panels, installed new smoke and strobes at the Hospital • Smoke barriers inspected with new partition walls installed ai fire rated calking completed in both facilities Safety • Installed various plumbed and portable eye wash stations thro both facilities to meet code requirements • Repaired crumbling asphalt on helicopter pad providing a saf( environment for landing and staff O125 9 t F U ��pdates Ord Medical YTD 2019 Finances 0 $ 35K received in Hospital Preparedness Grants for 2019-202 0 $ 29K grant approved for speech therapy nasopharyngoscope 0 $ 15K grant approval for new ER ventilator 0 $ 1 M received from Disproportionate Share Hospital funds foi boarding psychiatric patients locally 0 Paid down on liability to PAM C 12 / 31 / 18 from $ 8 . 3 2 M to $ 5 . 3M on 8 / 30/ 19, plus $ 2 .04M towards Mountain Haven L pymt. 0 AR Days- 45 . 126 10 t F U ��pdates Ord Medical Opportunities and Risks • Operational Improvements / Providence Responds • Staffing -Recruitment/Retention of CNAs and Nurses at Mountain Haven • SCHC expansion / building project may yield space that ca reallocated back to PSMCC for current and future needs ni in the Master Site Plan • Transitions within City Administration present new opportunities to build relationships 127 1 a�7711,rl,1,011.1 Seward C 0 m m U rl '� ty Medical The 4 areas of priority from the 2018 CHNA Survey were: • Poor mental health and lack of access to mental health services • Alcohol and Substance Abuse • Obesity / Chronic Conditions • Low utilization of preventative care 128 12 F7711,rl,1,011.1 Seward C 0 m m U rl '� LY Medical #1. Poor mental health / Access to mental healt services #2. Alcohol / Substance abuse *PSMCC combined priorities #1 and #2 in their community health improvement planning efforts because the activities and collaboratic address the two needs are substantially the same. Te l e H e a l t h. Providence increased remote access to care thrc two tele-health initiatives. First phase of implementation was Mountain Haven long term care facility and now followed by hospital. 129 13 a�7711,rl,1,011.1 Seward C 0 m m U rl '� LY Medical #1 Poor mental health / Access to mental healtl services #2 Alcohol / Substance abuse * Sources of Strength -Seward Prevention Coalition -Seaview Community Services - Suicide Prevention Walk (increasing awareness) - Aging Mastery Program (Senior Center) - Recover Alaska 130 14 a�7711,rl,1,011.1 Seward C 0 m m U rl ,� ty Medical #3 Overweight and lack of physical activity Seward Wellness for All - Providence continued its support I collaboration with the Seward Wellness for All (SWFA) coalitiol effort to address identified needs in the Seward community. The focus was sponsorship and support of the `Seward Strong' plann efforts: -Garden by the Bay community garden -Community bike path to connect and upgrade bike path from Seward to Bear Lake - 'Sustainable Seward' —Waste reduction and recycling program which is now operational 131 15 a� 11, 1 Seward C 0 m m U rl '� ty Medical #4 Low Utilization of Preventative Care • Emergency Department Providence connects ED patient with primary care providers when they do not have regular pri: care provider, to avoid unnecessary ED utilization. • Seward Community Health Center Providence contint support of and collaborates with SCHC to improve the utilizati effectiveness of preventive care in Seward through the several initiatives, including: -Electronic Medical Record: SCHC converted their EMR syst Epic, through the Providence Community Connect program. Thi< facilitates and eases collaboration and care management between P SM C C and SCHC with shared health information. 132 16 F7711,rl,1,011.1 Seward C 0 m m U rl '� ty Medical #4 Low utilization of preventative care (coni Sources of Strength: • HRSA Care Management Grant (SCHC / PSMCC) • Saturday primary care clinic (SCHC) • Monthly public service announcements / focused health events and clinics (SCHC) • Public service announcements / specialty providers / cli (SCHC / PSMCC) • Health Fair (Seward Healthcare Collaborative) • Free Flu Vaccines (PSMCC / SCHC) 133 17 es o s 134 18 a� Seward Medical Thank you .... � r rye. �i III r 135 �6�� 19 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 .... ....................... ..... 7:'66am .wl'�, .......�4,CAb i:6 6p-m'....Canvass ' 66pm Municipal Work Session Board(Council Election(KME 1111 (Council ........... �111 1 1...........QhPMW5)........... 7:00pm P&Z Mtg (CANCELLED) (Council 6 7 8 9 10 11 12 6':'66'P'm 4C............. ........12':66 P m CC'.................. Work Session Work Session (Council (Council ;......Chambers)............ ..... ,......Chambers)..... ........... 7:30pm HPC Reg Mtg(Council Chambers).....; 'I"'" "",""'- 13 14 15 16 17 18 19 5:30pm CC 6:00pm CC WS Special Mtg Budget (Council (Council HOLIDAY ............Chambers)........... Chambers) ...................................................... 7:06p' mCC'Mtg' WS... .......6:,66PmCCwS'-- (Council Budget Chambers)........... (Council I C I I h11,a,m I I b I e,r-s)........... 20 21 22 23 24 25 26 12:00pm PACAB 12:00pm CC Reg Mtg Work Session (Council (Council Chambers),,,,,"I",-' , '' '''' 6:00pm CC WS- Budget (Council 27 28 29 30 31 Nov 1 2 7:0 pm CC Mtg Council Calendar 1 10/8/2019 12:04 PIVI 136 November 2019 December 2019 (Council Mtg Work Session Mtg(Council I'l.............Chambers)........... (Council Work Session Mtg(Council HOLIDAY I' Mtg(Council I C'11 I h","'a",r-"b","e,"'r- Work Session Work Session? Work Session Work Session? Council Calendar 2 10/8V201912:04PM 137 Council Calendar 3 10/8V201912:04PM