HomeMy WebLinkAbout08132020 City Council Packet Seward City Council
Agenda Packet
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Monday, August 13, 2018
City Council Chambers Beginning at 7:00 p.m.
1963 1965 2005 The City of Seward,Alaska
CITY COUNCIL MEETING AGENDA
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{Please silence all cellular phones during the meeting}
August 13, 2018 7:00 p.m. Council Chambers
David Squires 1. CALL TO ORDER
Mayor
Term Expires 2019 2. PLEDGE OF ALLEGIANCE
Marianna Keil 3. ROLL CALL
Vice Mayor
Term Expires 2018 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT
THOSE ITEMS SCHEDULED FOR PUBLIC HEARING
Ristine Casagranda [Those who have signed in will be given the first opportunity to speak.
Council Member Time is limited to 3 minutes per speaker and 36 minutes total time for this
Term Expires 2018 agenda item.]
Sue McClure 5. APPROVAL OF AGENDA AND CONSENT AGENDA
Council Member [Approval of Consent Agenda passes all routine items indicated by
asterisk(*). Consent Agenda items are not considered separately unless a
Term Expires 2019 council member so requests. In the event of such a request, the item is
returned to the Regular Agenda]
Suzi Towsley
Council Member 6. SPECIAL ORDERS,PRESENTATIONS AND REPORTS
Term Expires 2019 A. Awards
1. Recognizing Darryl Schaefermeyer for his service on the
Jeremy Horn Port and Commerce Advisory Board
Council Member A. Borough Assembly Report
Term Expires 2019 B. City Manager Report ......................................... Pg. 4
C. City Attorney Report ....................................... Pg. 12
Sharyl Seese D. Other Reports and Presentations—None
Council Member
Term Expires 2018
Eddie Athey
Acting City Manager
Brenda Ballou
City Clerk
Will Earnhart
City Attorney
City of Seward, Alaska Council Agenda
August 13, 2018 Page I
1
7. PUBLIC HEARINGS
[Those who have signed in will be given the first opportunity to speak. Time is limited to 5 minutes
per speaker. Anyone wishing to speak a second time may do so only after all other persons have
spoken, and then for I minute.]
A. Ordinances for Public Hearing & Enactment
1. Ordinance 2018-003, To Revise Seward City Code 3.40, Grievance Procedure. This
ordinance was introduced on June 25, 2018, had a first public hearing on July 9,
2018, and a second public hearing on July 23, 2018. It is coming tonight for a third
public hearing and enactment. ........................................................... Pg. 15
8. UNFINISHED BUSINESS
A. Discuss matters pertaining to allegations of City Manager and misconduct.
9. NEW BUSINESS
A. Resolutions
1. Resolution 2018-066, Authorizing Submission Of A Service Area Competition Grant
Application On Behalf Of The City Of Seward And The Seward Community Health
Center As Co-Applicants, For The Purpose Of Continuing Operations As A Federally
Qualified Health Center. ................................................................. Pg. 27
2. Resolution 2018-067, Approving The 2019 Federal Grant Year Budget For The
Seward Community Health Center As Required By The Co-Applicant Agreement
Between The City Of Seward And The Seward Community Health Center. Pg. 31
*3. Resolution 2018-068, Accepting A Grant hi The Amount Of $1,500.00 From The
Seward Prevention Coalition For The "Every 15 Minutes" Program And
Appropriating Funds. .................................................................... Pg. 40
*4. Resolution 2018-069, Accepting A Grant In The Amount Of $3,630.00 From The
Alaska Highway Safety Office For The FFY2018 High Visibility Enforcement— DUI
Event During The Period Of August 15 — September 4, 2018 And Appropriating
Funds. ...................................................................................... Pg. 47
*5. Resolution 2018-070, Authorizing Signatures For All City Bank Accounts And
Rescinding All Previous Resolutions hi Conflict Herewith. ...................... Pg. 50
B. Other New Business Items
*1. Approval of the July 18 & 26, 2018 Special Meeting Minutes and the July 23, 2018
Regular Meeting Minutes. .............................................................. Pg. 52
2. Appoint an Application Review Committee comprised of council members to review
the Interim City Manager applications.
3. Review the questions for the Interim City Manager interview. ................... Pg. 71
4. Discuss city clerk goals. ................................................................ Pg. 72
5. Schedule an executive session to evaluate the city attorney. (Casagranda)
6. Discuss the appointment of the Acting City Manager. (Casagranda)
7. Discuss the value of having a standing work session on the Friday before the regular
Monday night Council meeting. (Squires)
City of Seward, Alaska Council Agenda
August 13, 2018 Page 2
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10. INFORMATIONAL ITEMS AND REPORTS (No Action Required)
A. Clerk's Report on Public Records Requests for July, 2018. ................... Pg. 74
B. On-Going City Projects and Goals. ............................................... Pg. 77
11. COUNCIL COMMENTS
12. CITIZEN COMMENTS
13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS
14. EXECUTIVE SESSION
A. Go into executive session to discuss the city clerk contract.
B. Go into executive session to discuss the Interim City Manager applications.
15. ADJOURNMENT
City of Seward, Alaska Council Agenda
August 13, 2018 Page 3
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CITY OF SEWARD
P.O. Box 167 Telephone (907)224-4047
Seward,AK 99664 Facsimile (907) 224-4038
MANAGER'S REPORT
JULY 23,2018—August 3,2018
The following purchase orders between $10,000 and $50,000 have been approved by the City Manager since
the last council meeting: NONE during this time.
HARBOR
• Conducted meetings with Hamilton Construction and R&M for the Breakwater project on 07/26/18, 8-2-18
and 8-9-18.
• The 330 ton back up and running it will require a two-day shut down when the paving company shows up.
• Conducted meetings with PND on the South Harbor Launch Ramp, 100% design is out and it went out to
bid on July 291h, we have a pre-bid conference at City hall on August 14 at 1pm.
• The new fisherman float is in place, electrical and water are being installed.
• The fence is up at the North Dock.
• The piling all installed at the North Dock we are waiting on the fenders to be installed, around September.
• Starting to prepare for Salmon derby.
• Below is the e-mail I sent out to council, I believe the public should also know.
Good Afternoon
I want to address the Jag fugitive dust issue with Council to clear up any questions.
First off it was not dust it was a mist from the slurry blasting, still no excuse for not containing the mist. (it's bio
friendly it's called Green Diamond; I have attached an information sheet on the product) As soon as the harbor
was notified I sent the Deputy Harbormaster over to stop the fugitive dust/mist.
He immediately stopped them and explained that the mist was traveling pass their ground containment and they
need to contain it.
Jag is currently putting up post and tarps to completely enclose the barge to contain any future mist/paint from
escaping.
If the reporting party had informed the harbor on the 29th when this started, we could have stopped it then
instead of the harbor being informed by a council member on the 30th.
So, this is not the first operator of that particular shipyard or past or current venders that work in the City
managed yard that has had fugitive dust/painting issues.
Once the harbor is notified we stop the infraction immediately by notifying the vender, we also let them know
that they need to totally enclose the vessel to contain any dust/paint mist etc. (Which all have complied)
If you have any more questions, feel free to e-mail or give me a call.
We can work through this.
Thanks,
Norm Regis
Harbormaster AMPE
Box 167
Seward, Alaska 99664
907-224-3138 ext. 2
nregis2cityofseward.net<mailto:nregis2cityofseward.net>
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PUBLIC WORKS
Director: Summer has been busy with many maintenance duties, ongoing projects, and City infrastructure
needs. The Lowell Canyon Water Tank Refurbishment progressing to be completed this season. Brushing
efforts are underway along various roadways in town. Meetings and planning for the Ground Source Heat
Pump Grant project are ramping up to try to do construction in the fall of 2019.
Water,Wastewater Utilities: Water/Wastewater crews are locating water and sewer mains downtown ahead
of the communication crews that are installing new conduit and lines to upgrade communication capabilities in
town. We are also working with the contractor on the Water Tank Refurbishment project. We will drain the
tank soon for painting and inside work.
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Streets: Painting curbs, brush-mowing road edges, and grading gravel roads are a few of the tasks being
accomplished by the Street Dept. They are also running the sweepers to remove dirt and gravel in preparation
for the center lines and fog lines to be painted.
Shop: Engine repairs on two trucks, tire changes on a grader, are among the daily work the shop guys have
been doing. Preventive maintenance continues on all city equipment reducing breakdowns and costly repairs.
Buildings: Normal custodial duties and cleaning is going on daily (nightly). Repairs to the siding on the
Annex Building and to the shed at the shop were completed. Garage door repair and operator installation for
the storage building by City Hall is scheduled and should be completed very soon.
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PARKS AND RECREATION
Teen Youth Center
Summer camps weeks are full. We
have 58 kids registered per week.
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The entire TYC Summer camp Bird
Week went on a Major Marine Tour on
Tuesday 07/17. The whole trip was
generously donated by Major Marine
for the entire cost. The kids saw"tons
of birds", whales, and sea lions. It was
a great celebration of our coastal birds!
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• Next up: Kayaking with Adventure 60 North, a Nikiski Pool trip, the Challenger Center to learn about
engineering, gold panning, Alaska Science and Nature Museum and the Alaska Zoo will wrap up the
summer.
Teen Rec Room
• "Cooking with Catie" on Tuesday's began on June 29th with four teens and the staff. This replaces
Taco Tuesday's.
• Wednesday, Thursday, and Friday night themes start happening on June 29th. The teens are giving
positive feedback for the programs that we have had so far, especially for the swimming and campfire.
• The TRR summer hours: Tuesday through Friday from 5:30 pm to 9 pm. The attendance is around 11
teens that frequently enjoy the programs, hikes, swimming, snacks and computers. Each week, there are
more teens who are frequently utilizing the space provided, including a new teen to Seward.
• TRR swimming resumed Wednesdays July 1 Ith. Swimming will continue to be every Wednesday for
the summer.
Park Maintenance & Campgrounds
• As of July 16, 2018, the Campgrounds had received $534,628 in revenue, representing a 5% growth rate
compared to 2017.
• Park staff has been conducting regular Campground and Park operations and maintenance
• Work on Two Lakes Trail is ongoing; we are enjoying the improvements our staff has been making thus
far.
• Restroom painting is almost complete; we appreciate our gardener's artistic eye and efforts. The new
color is much more aesthetically pleasing and matches other Park and municipal facilities.
• Staff has constructed and installed new Horseshoe pits at 1st Lake Park. We believe this new amenity
will aid in Parks and Recreation's mission in increasing recreational activities and usage for visitors and
residents alike
• Retaining wall construction at Branson pavilion will begin shortly. We encourage people to avoid the
construction area as much as possible.
• The PARKS Playground enclosed slide remains closed. The manufacturer informed us that due to a
storage facility fire, the new slide parts have a six-month lead time. We apologize for this
inconvenience, but in order to maintain manufacturer liability coverage we must purchase and install
genuine Leathers and Associates parts. We encourage parents to please keep their kids away from this
slide until the new parts are installed.
Parking
• The Parking Department is doing well. Permit sales this year are significantly higher than last year. Last
year the total number of permits sold was 578 across all permit types. As of this year so far, not even the
end of the season, total permit sales for 2018 are at 896. We are currently $15,000 away from the
$200,000 mark.
• Compliance in the center lot is getting better as we communicate with businesses and advertise the 2-
hour limit more visibly.
• Trash cans have been placed next to each pay station. This seems to have lowered the amount of litter in
the lots considerably. However, regular litter patrols are being conducted to keep the lots looking as
pristine as possible.
• New (much larger and more visible) signs have arrived for each parking lot. Plans are being made to
post them as soon as possible.
Sports &Rec
Sports & Rec indoor programs at the AVTEC Gym will be closed August 13 to 18, during the Seward Silver
Salmon Derby. Outdoor programs will continue as scheduled. Sports & Rec will resume summer hours on
Tuesday, August 21. The gym will re-open from 9:30 am to 9:00 pm, Tuesday through Thursdays. After Labor
Day, the regular sports and rec schedule will resume. Please check out website for updates,
www.cityofseward.us/sports. Our Seward Sports & Rec Division offers a number of programs including adult
hot sauna, volleyball leagues, basketball leagues for youth and adults, racquetball, roller skating, rock wall and
much more. Adult sports leagues begin after Labor Day or early October for basketball, but Early bird
registration discounts will be accepted! (907) 224-4054.
COMMUNITY LIBRARY AND MUSEUM
July 2018 Statistics
• 20,407 Front Door Counter
• 866 Museum Admission
• 875 Movie@2 Admission
• 37 Programs
• 4,491 Alaska Library Catalog Circulation for Seward
• 726 Library Users in Seward
• 554 Alaska Digital Library Circulation for Seward
• 23 Passport Applications
• 29 Notaries
• 8 Proctored Exams
• 60 Room Uses
• 1,088 Public Computer Sessions
Library Museum Highlight: Video Games at the Library!
Did you know that your library has a modest video game collection? Yes, we do! It started with a handful of
Xbox and P1ayStation games. Then, in 2015, two staff members donated their Wii gaming console systems,
accessories and many games that their children had outgrown.
The Director purchased two small TVs to set up the Wii systems. One system was set up and kept in the Young
Adult(YA) Room (south side of the building) for middle school to high school aged youth. The other was set
up in the Meeting Room (north side of the building) for younger children and adults to be available whenever
the room is not reserved. Kits for the accessories were put together for each room and cataloged to track
use. Since then, the Wii Kit's total in library use is over 390!
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Eventually, the Wii console in the Young Adult Room broke, but the one in the Meeting Room works and
continues to get regular use. Have an unused Wii game console? Consider donating it to the library!
Over a dozen popular Wii games, such as Lego Star Wars, Just Dance and Mario, had been donated in 2015,
cataloged and made available for in library use as well as for three-week checkouts. Additional requests have
been made for titles, such as I Spy, Scooby-Doo and more Just Dance. We continue to receive video game
donations to the enjoyment of our patrons as well as other library users in the Alaska Library Catalog
consortium. Have video games you no longer play? Consider donating them to the library!
We now have over 70 video games, 49 of which are Wii games, as well as a small selection of P1ayStation 2,
P1ayStation 3, Xbox, and a few Xbox 360 games. We also subscribe to a gaming magazine titled Game
Informer, which is located in the Young Adult Room. Stop by and check out our video games and reserve the
Meeting Room Wii game station today!
Ongoing Programs
Play& Chat
A free program offered year-round on Wednesdays, 10:30am -noon, for families with children 0 — 5 years old,
with activities, stories,play-time and crafts, is made possible through a collaborative effort between the Infant
Learning Program and the Library Museum. Healthy snacks are offered on occasion.
Play Time
Join us each Saturday 12:00pm-4:00pm in the Children's Room for unstructured Play Time. The library
has processed over 12 boxes of new books and the Children's room is packed full of fun and new additions to
our collection! Come check out the beautiful new books as well as a fun selection of themed books,
developmental toys, games, and more selected for this special program!
Stay tuned for a report on the 2018 community wide Summer Reading Program as well as an update on
upcoming programs, such as Story Time, Book Club, Lunch Bunch and the 51h Annual Open House on Nov.
10th!
ELECTRIC
Number of new Job Orders started since Jan. 1, 2018: (28)
Construction season is upon us. If you would like to start a job order for new construction the process now starts
at the Electric Department. If you have any questions please call 224-4073.
Welcome back Rebekah Ivy -we had a great temp while she was out but it is good to have Rebekah back.
Lagoon UG project is very near completion, only a few minor tweaks this week like adding a perch to the
remaining north pole if it is strong enough to support it and taking down the guy/guys pole on the south side,
and a few additional cleanup items. The line crew did an excellent job and was ahead of schedule enough that
they doubled-down on line/pole removal day and shortened the project by a day.
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Some meter issues are still outstanding/in the process of being resolved, but the electric and finance
departments continue to work together to identify and fix as we are able.
The additional 2S demand meters arrived but had no transmitters (ERTs). We are investigating a possible
solution (field modifying/adding the transmitters) but have not decided how to proceed.
The berm conflict with overhead lines on Nash Road is scheduled to be adjusted this week, adding 10' clearance
around our utility poles.
We took advantage of Alaska Directional being in town for the TelAlaska borings and had them do a badly
needed bore by the Post Office as part of some system improvement work.
There was a short(1.5 hour) outage on the very north part of our service area(Lawing Substation South
approximately five miles along the Seward Highway) for the crew to perform maintenance.
And we had a second short outage that affected a customer on fourth avenue in downtown and also made their
alarm go off, to which the Seward Police responded, to repair a broken cut-out on the transformer servicing the
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bank. And although the crew informed us about it the previous day, by the time we tried to notify the customer
about the outage the next morning they were already closed. But before they opened the following day we
talked with their management and let them know what was going on, what happened and why we weren't able
to let them know ahead of time.
FINANCE
Budget Award
The finance department is pleased to report that the Government Finance Officers Association of the United
States and Canada awarded the City's first-ever Distinguished Budget Presentation Award for its 2018/2019
Biennial Budget document. In order to receive this award, a governmental unit must publish a budget document
that meets program criteria as a policy document, as a financial plan, as an operations guide, and as a
communications device. This award is the highest form of recognition in governmental budgeting and is valid
for a period of one year only. We believe our current budget continues to conform to program requirements,
and we are submitting it to GFOA to determine its eligibility for another award.
New Grant Award to Reduce Sewer Lagoon Loan
The City was awarded an additional $44,550 in subsidy against our outstanding sewage lagoon loan with DEC
which will result in lower annual required payments. We expect to receive a new payment schedule soon, to
determine the amount by which our annual payments can be expected to decline.
Utility Rates
Chugach Electric Association has increased their rates 2.89%beginning in July. The demand charge increases
from $12.80 to $13.17. The energy charge increases from $0.01277 to $0.01314. A reminder that in January
2018 Council authorized a change in the format of our utility bill so that customers see Chugach's charges and
the City's charges separately on different line items on their bill. The Cost of Power Adjustment(COPA) is the
line item on which Chugach's charges appear; therefore, this is the line item on the bill that customers can
expect to see change. The City's rate (Seward Utility Charge)will not change.
Customers will see a lower COPA and Fuel Cost Adjustment(FCA) in August, despite the increased Chugach
Electric Association rates, due to higher summer-time consumption service area-wide. Since the COPA is
derived by dividing the total Chugach bill by the total number of kilowatt hours sold by Seward Public Utilities,
as consumption (kilowatt hours) increase, the per-kilowatt-hour cost can decline. The reduction in August is
consistent with the prior year's electric consumption pattern. The Cost of Power Adjustment(COPA) for
August electric bills will be $0.0539 versus the prior month of$0.0910. The Fuel Adjustment Factor—which
applies only to Icicle Seafoods and the Alaska SeaLife Center--will be $0.0473 versus the prior month of
$0.0581. hi the interest of transparency, the Finance Department posts historical information on the City's
website, showing the history of COPA and FCA, as well as showing each month's Chugach Electric
Association bill. This information can be found at www.cityofseward.us, click Document Center—Electric—
Monthly Cost of Power Bills.
Completed sale of 408 Madison surplus property
Finance worked with the new buyer of the 408 Madison property and has finalized the sale. The documents
have been submitted to the State Recorder's Office.
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Birch Horton Bittner & Cherot
a professi(mal corporalim Katherine S. Davies
Respond to Anchorage Office
T 907.263.7234 • F 907.276.3680
kdavies@bhb.com
August 7, 2018
Mayor and Members of the City Council
City of Seward
P.O. Box 167
Seward, AK 99664
RE: City Attorney Report for the period of July 1, 2018 through July 31, 2018
Dear Mayor and City Council:
I. Request for Direction from City Council
In response to the City Council's ("Council") decision at its July 18, 2018 work session to
further consider adopting a code of conduct that would apply to both the City Council and the
City Administration, I am requesting that Council direct our office to produce a draft Seward
Code of Conduct by August 21, 2018, and for Council to form a Special ad hoc Citizen Advisory
Committee to assist in the drafting process. Pursuant to City Council Policies and Procedures
Rule 29 (see Attachment 1), Council can create a committee for a particular purpose, and the
Mayor, with the advice and consent of Council, can appoint the committee's members and a
chairperson. Per Rule 29, the Mayor may appoint one councilmember and one alternate
councilmember as a member and liaison of the committee.
If Council forms the committee, I recommend that the Mayor appoint two
councilmembers and confer with the Acting City Manager to appoint two city employees to the
committee; this will ensure that the Seward Code of Conduct contemplates and addresses
existing issues currently at play between the City Council and the City Administration. The
committee will be tasked with reviewing the City Attorney's draft Seward Code of Conduct and,
through its chairperson, providing comments, feedback, and recommendations to the City
Attorney's Office.
II. Summary of Legal Services and Time Billed
The following provides a general summary of the City's legal fees that were incurred
during the month of July, 2018, and the assignments, cases, and projects that generated these
fees. The categories are organized by open matters in our office.
1 . General Matters: Attorneys from our office researched, analyzed, and
responded to various issues raised by the City during the month of July, including:
evaluating and responding to public records requests (3.5 hours); analyze application
for recall petition and draft recommendation that City hire outside council (7.7 hours);
510 L Street, Suite 700,Anchorage,Alaska 99501-1959 1100 Connecticut Ave., NW, Ste. 825,Washington, D.C.20036
T 907.276.1550•800.478.1550• F 907.276.3680 T 202.659.5800•888.482.4727• F 202.659.1027
12
507486\1006\007 40083
Birch Horton Bittner & Cherot
a pmfessiona!cnrnnmtinn
Mayor and Members of the City Council
August 7, 2018
Page 2 of 2
investigate allegations made against former City Manager Jim Hunt, draft memorandum
regarding same, prepare for and attend executive session to discuss findings and legal
analysis in confidential memorandum (30 hours); prepare for and attend work session to
discuss good governance and develop a code of conduct (22 hours; this includes travel
time for two attorneys); investigate and provide legal advice on personnel issues (13.8
hours); prepare for and attend special meeting regarding City Manager's resignation
(6.4 hours); research various questions regarding an electric utility advisory board and
draft memorandum summarizing research (6.6 hours); and, provide general legal
services to the City for miscellaneous issues (96.1 hours). The total time billed under
the General Matter is 186.1 hours.
2. Icicle Seafood Lease: Attorney Kristy Garrett reviewed and provided
comments on the Estoppel Certificate and Consent, Memorandum of Amended and
Restated Lease and First Amendment of Leasehold Deed of Trust. The total billed time
on this matter is 2.3 hours.
3. Organizing Activity: Attorney Will Earnhart responded to a matter raised
by the IBEW. The total billed time on this matter is 8 hours.
4. Exit Marine Lease: Attorney Kristy Garrett reviewed the lease and
provided comments. The total billed time for this matter is 1 hour.
5. Total Hours Billed. The total number of hours billed by the firm for July
2018 is 197.4 hours.
Please contact me if you have any questions or desire additional information on
any of the matters discussed above.
Sincerely,
BIRCH HORTON BITTNER & CHEROT
Katherine S. Davies
cc: Acting City Manager
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507486\1006\00740083
RULE 29. COMMITTEES
The Mayor may appoint standing committees of the Council as necessary or desirable and may appoint
ad hoc committees to address specific topics. The Council may also meet in work sessions as a
committee of the whole:
(a) Committee of the Whole. The Council may meet as a Committee of the Whole composed of the
entire council sitting as a legislative study committee. The Committee of the Whole shall not
take any official action while in committee. The Mayor chairs the Committee of the Whole.
(b) Special Ad Hoc Council Study Committees. Special Ad Hoc Council study committees may be
created by the Council for a particular purpose, or when the issue is so complex and time
consuming that it cannot be reasonably handled at a Council meeting. Council study committees
shall consist of no less than 3 Council Members appointed by the Mayor. Special council
committees shall sunset at the end of their mission, but no later than the end of each fiscal year
unless specifically continued by the Council thereafter for a specified time period.
(c) Council Liaisons. In order to build additional Council expertise in various areas of city
operations, the Presiding Officer may appoint one Council Member to serve as a liaison to the
Planning and Zoning Commission. These appointments shall be made at the Council's
organizational meeting in October. If appointed, the council representative to the Kenai
Peninsula Borough Economic Development District shall serve as liaison to the Port and
Commerce Advisory Board. If council liaisons were not appointed, a member of each Board and
Commission will arrange to give periodic reports to the City Council during Council's regular
scheduled meetings.
(d) Special Ad Hoc Citizen Advisory Committees. Special Ad Hoc Citizen Advisory Committees
may be created by the Council for a particular purpose. Committee members shall be appointed
by the Mayor, with the advice and consent of the Council. The Mayor shall appoint the chair of
the committee. Citizen study committees shall sunset at the end of their mission, but no later than
the end of each fiscal year unless specifically continued by the Council thereafter for a specified
time period. One Council Member, and one alternate Council Member, may be appointed as a
member and liaison of a citizen advisory committee.
(e) Committees may make recommendations on proposed programs, services, ordinances, and
resolutions within their area of responsibility before action is taken by the Council. The
Committee Chair may present the recommendations of the committee during the discussion of
the item of business.
(f) Employees shall staff the various committees as directed by the City Manager, but no staff
person shall serve as a voting member of a council or citizen study committee.
(g) Minutes need not be taken of committee meetings.
16
Council Rules of Procedure Adopted March 14,1994 As Amended Through June 13,2016
14 Attachment 1
Sponsored by: Hunt
Introduction: June 25, 2018
Public Hearing: July 9, 2018
Public Hearing: July 23, 2018
Enactment: July 23, 2018
CITY OF SEWARD, ALASKA
ORDINANCE 2018-003
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, TO REVISE SEWARD CITY CODE 3.40, GRIEVANCE
PROCEDURE.
WHEREAS,the current grievance procedure was drafted in 1977 and last updated in 2000;
and
WHEREAS, the current grievance procedure requires a citizen appeal board for all
grievances, regardless of the nature of the complaint; and
WHEREAS, the current time limits are not practical; and
WHEREAS,the current procedure provides the same process for all grievances regardless of
due process rights; and
WHEREAS, the proposed amendments provide more practical time limits; and
WHEREAS, the proposed amendments provide a heightened procedure for significant
disciplinary matters.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, HEREBY ORDAINS that:
Section 1. Seward City Code Section 3.40 is amended as follows:
(Deletions are Bold Strikethrou Additions are Bold Underline; June 25t' edits in italics)
Chapter 3.40. Grievance Procedure
3.40.010. Policy
3.40.015. Discussion of a problem with supervisor.
3.40.020. Definition of a grievance.
3.40.04725. Supervision of grievance procedure.
3.40.025. Diseussion of a problem with sup
3.40.030. Grievance procedure steps.
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CITY OF SEWARD, ALASKA
ORDINANCE 2018-003
3.40.035. Employee representation.
3.40.045. Violation of r-oeedur-e.
3.40.0-540. Time limits.
3.40.0-545. Extension of time limits.
3.40.0650. No discrimination or reprisals.
3.40.010. Policy.
It is the policy of the City of Seward to treat all employees equitably and fairly in matters
affecting their employment. Pursuant to SCC 3.25.035(a), probationary employees,including
seasonal employees, are excluded from this grievance procedure, but may approach their
supervisor or the appropriate authority to report violations of City code or policy.
employee of the eity will be pr-ovided ample oppor-tunity to tinder-stand and resolve matt
affeeting employment whieh the employee doetiments as being a violation of r-tiles and
regulatio The presentation of any grievance shall be the right of each employee without fear of
reprisal.
The purpose of this article is to resolve disputes at the lowest level possible. Informal
resolution is encouraged. The City has an open-door policy and all employees are encouraged
to discuss matters of concern with members of management,including the City Manager at
any time,without having to file a formal grievance.
(Ord 437, 1977)
3.40.015. Discussion of a problem with supervisor.
Any employee having a problem regarding employment shall first and promptly discuss
the problem with the immediate supervisor. If the problem is not settled and the problem is
defined as a grievance,the employee has the right to present the grievance in accordance with
the procedure outlined in Section 3.40.030. No employee shall be intimidated, harassed,
retaliated against or reflect in their evaluation because they bring forward a problem,concern
or grievance.
(Ord 437, 1977, Ord 2000-011, $1, 2000)
3.40.020. Definition of a grievance.
A grievance is a written complaint by the employee or group of employees alleging a
specific violation of rights under or failure to apply a section or sections of the city charter,city
code, personnel rules and regulations or misapplication or interpretation thereof, or
departmental rules and regulations, which directly pertain to the terms or conditions of
employment of such employee or group of employees by the City of Seward.
16
CITY OF SEWARD, ALASKA
ORDINANCE 2018-003
A grievance is not to resolve general complaints or concerns regarding other employees.
Complaints are resolved at the department level. Personnel policies and Code guide the
behavior and actions of employees; the grievance process addresses the violation,
misapplication or interpretation, or neglect of those policies and Code.
Where there is disagreement about whether a matter is defined as a complaint or a
grievance,the appointing authority's decision shall prevail. Where an employee disagrees with
the appointing authority's decision, the employee may document the disagreement for
placement in their personnel file.
(Orr. 437, 1977)
3.40.0-125. Supervision of grievance procedure.
The appointing authority(City manager,or in regard to the City Clerk's office,the City
Clerk shall oversee the handling of all employee grievances so that they are processed in
accordance with the procedures stated in this chapter. Supervisors and department heads shall keep
the appointing authority and Personnel Officer informed of all grievances in progress.
Assistance in understanding the grievance procedure will be provided by the Personnel
Officer if requested.
(Ord 437, 1977; Ord 610, 1988; Ord 95-05)
employment of sueh employee or- gr-oup of employees_by the City of Seivar-d.
emoWyee-
(Ord-. 4 ' 977)
17
CITY OF SEWARD, ALASKA
ORDINANCE 2018-003
(Ord 43 1 n 77. Ord-. 2000 011 R 1 2000)
3.40.030. Grievance procedure steps.
A. General grievances.
Disciplinary grievances involving dismissal, demotion, or unpaid suspension of more
than one week for regular non-appointed employees will proceed directly to hearing in section
B below. All other grievances shall be handled in the following manner:
Step 1. The aggr-ieved employee or-gr-oup of employees shall present the gr-ievanee or-ally to the
immediat within five wor-king days of its oeetir-r-enee,not ineluding the day of the
period. The super-visor- shall give an or-a! reply within three wor-king days of the date of
presentation of the g i t ineluding the date of presentation-.
An employee shall present their grievance to their immediate supervisor within fifteen (15)
working days from the time of occurrence of the problem. The supervisor shall attempt to
resolve the problem within ten (10)working days after the grievance is timely received from
the employee.
��t if s shall e r-edueed to
wr-iting,dated,signed by the aggrieved employee or-gr-oup of employees and shall be presented
to the department head within wor-king days after- the super-visor- s or-a! reply is given. The
department head shall reply in wr-iting to the- i ithin wor-king days of the date of the
presentation of the wr-itten gr4evanee, not ineluding the day of the presentation.
If the employee has not received an answer from the immediate supervisor within ten (10)
working days,or if the employee feels the answer received is not satisfactory,s/he will reduce
to writing the facts and circumstances of the grievance and present the written statement to
their Department Head within ten (10)working days after the supervisor's deadline in Step
One. The Department Head will investigate the grievance and meet with the employee to
discuss the grievance within five (5) working days. The Department Head will notify the
employee of their decision within five (5) days following the meeting date.
In regard to employees of the Office of the City Clerk,non-disciplinary grievances not resolved
at Step 1 will be forwarded to Council in a confidential informational memorandum and will
not proceed to Step 3.
Step 3. if the_grievanee
Step 2, if the gr-ievanee of any other- employee or- gr-oup of employees is not sett! i In- S t e"r 2,
the wr-itte - . shall be presented along with all pertinent eor-r-espondenee,r-eeor-ds and
infor-mation neetimulated to date to the eity manager- within wor-king days after- the
department head's r-e en, not ineluding the day the response is giveni-with a eopy
18
CITY OF SEWARD, ALASKA
ORDINANCE 2018-003
going to the department head. The eity manager may meet with the aggrieved employee or
group of employees,the immediate supervisory personnel and the department head. The eity
manager shall reply to the grievanee in writing within working days of the date of pr-esentati
of the written gr-ievanee,not ineluding the day of pr-esenta .If the employee has not received
an answer from the Department Head within five(5)working days,or if the employee believes
the answer received is not satisfactory,s/he may appeal in writing to the City Manager within
five(5)working days after the supervisor's final deadline in Step Two.The City Manager,or
Acting City Manager,will investigate the grievance and meet with the employee to discuss the
grievance within five(5)working days.The City Manager,or Acting City Manager,will notify
the employee of their decision within five (5) days following the meeting date. For any
grievance not involving a substantive disciplinary action (unpaid suspension of more than one
week,demotion or termination of employment)and not involvinz the violation,misapplication,
or interpretation or ne-lect of federal, state, or city code, the decision of the City Manager is
final.
The City manager shall maintain a confidential file containing all Step 3 grievance responses
and will provide a general summary of the prior year for review by the City Council annually
in executive session,without identifying specific employee information.
B. Significant disciplinary grievances and violations of City Code.
1. Within seven (7) calendar days of an employee's receipt of a timely request for
arbitration, the Personnel Officer shall secure the assignment of a hearing officer
from the State ofAlaska Office ofAdministrative Hearings, under AS 44.64.030(b),
or shall provide the employee with a list of names of at least three (3) Alaskan
arbitrators. To be included on this list, a proposed arbitrator shall be a member in
good standing with the Alaska Bar Association,preferably with at least five(5)years
ofexperience in employment law;be a current or retired judge with the Alaska Court
System; or be an arbitrator in good standing with a recognized state or national
association of arbitrators, such as the American Arbitration Association. The
employee shall have seven (7) calendar days from receipt of the list to select an
arbitrator from the list. Once an arbitrator is appointed, the parties shall confer with
the arbitrator and select an acceptable date for the arbitration. Unless otherwise
noted by the director, the arbitration shall be held at City Hall.
2. The arbitrator shall conduct the hearing according to generally accepted standards
and procedures for grievance arbitration. The fact that the City may have considered
the merits of the grievance at any point of the grievance procedure shall not
constitute a waiver of the City's right to contest the arbitrability of the underlying
grievance.
19
CITY OF SEWARD, ALASKA
ORDINANCE 2018-003
3. The employee may be represented at arbitration by a duly authorized representative.
If the employee will be represented at arbitration, written notice of such
representation shall be provided to the Personnel Officer at least ten (10)calendar
days before the date set for the arbitration. Once the Personnel Officer receives
notice of such representation, the City shall communicate directly with the
representative on all matters concerning the arbitration, unless otherwise agreed to
by the representative.
4. The arbitrator shall have no authority to add to, alter, delete, or modem any statute,
regulation, ordinance, or labor agreement, or to issue any award on a matter not
raised in the complaint filed by the employee. The arbitrator shall not make any
award involving payment to a party for events, actions, or omissions giving rise to
the grievance.
5. The decision ofthe arbitrator shall be final and binding on all parties and shall only
be subject to appeal in the superior court in accordance with AS 9.43.120
9.43.150. Either party may make application to the superior court to enforce a
decision of the arbitrator.
6. In the application of this section, the term "employee" shall include any duly
authorized representative of the employee who alleges a grievance.
7. Nothing in this section shall be construed to prevent settlement of a grievance by
mutual agreement of the parties at any time. The expenses of the arbitrator shall be
borne by the city.
8. Submission ofa grievance to arbitration shall not act as a stay ofany action unless a
stay is expressly approved by the manager or his designee.
9. The provisions for grievance or arbitration contained in this section shall not apply
to employees who have not successfully completed the probationary period required
by Code at the time of the alleged action or omissions, or to executive employees.
Probationary employees may be subject to discipline without grievance appeal or
pre-disciplinary hearing and may be terminated in accordance with SCC
3.25.035(a).
3.40.035. Employee representation.
Each employee shall be afforded an opportunity to be represented at each of the above steps
by a representative of his/her choice. Employees shall contact and discuss their problems with their
representative only during break periods,lunch hour,before or after work or at any other time when
they are not on duty. However, grievance hearings may be held during work hours.
20
CITY OF SEWARD, ALASKA
ORDINANCE 2018-003
(Ord 437, 1977; Ord 2000-011, §1, 2000)
All appeals fFom diseiplinar-y netion shall be initiated at Step 3 of the gr4evanee
pr-oeedur-e-.
( -Pd-. 4 ' 977)
3.40.045. Violation of r-oeedur-e.
Any employee who takes a gr-ievable issue outside the eity without first attempting4&
diseiplinar-y netion. However-, nothing in this ehapter- shall be deemed to r-evoke any legal
means of redress to the e r+s
(Ord 43 19 77. Opd 61 A, 1 988; 04 2000 011 R 1 20"
3.40.0-40. Time limits.
(a) If the grievance procedures are not initiated within the time limits established by this
chapter,the employee shall be considered as having waived his/her right to grieve the
particular violation and initiation of a grievance for the same act or omission is
thereafter barred.
(b) Any grievance not taken to the next step of the grievance procedure within the time
limits established by this chapter shall be considered settled on the basis of the last
reply made and received in accordance with the provisions of this chapter.
(c) If the city fails to meet or answer any grievance within the time limits prescribed for
such action by this chapter, such grievance shall automatically advance to the next
step.
(d) if the gr-ievanee hearing before the appeal board under- step 4 of the gr4evanee
pr-oeedur-e is not held within 90 days 4om the date of the hearing r-equest, the
— . ee shall be eonsider-ed abandoned and the matter- shall end, exeept if
failtwe to hold the hearing is eaused by the eity's r-eNsal to meet at any time
dur-ing that period,it shall be deemed that the eity has eonsider-ed the gr-ievanee
to be in favor- of the gr-ievant and shall resolve the matter- aeeor-ding4-)'.-
(Ord 437, 1977; Ord 610, 1988; Ord 2000-011, § 1, 2000)
3.40.0-45. Extension of time limits.
21
CITY OF SEWARD, ALASKA
ORDINANCE 2018-003
The time limits prescribed in this chapter for the initiation and completion of the steps of the
grievance procedure may be extended by mutual consent of the parties so involved. Likewise, any
step in the grievance procedure may be eliminated by mutual consent. Mutual consent shall be
indicated in writing and shall be signed by all parties. Although all efforts should be made to
comply with the time limits for initiation and completion of the steps in this grievance
procedure,each time limit may be waived for excusable neglect or impossibility such as illness
or planned leave.
(Ord 437, 1977; Ord 610, 1988)
3.40.0650. No discrimination or reprisals.
Employees are entitled to have grievances resolved without fear of recrimination or penalty.
Employees shall be free from interference,restraint, coercion,discrimination or reprisal in utilizing
or for utilizing the grievance procedures contained in this chapter. Employees shall be free from
interference, restraint, coercion, discrimination or reprisal in testifying in a grievance procedure
conducted under this chapter.
(Ord. 437, 1977; Ord. 92-23)
Section 2. This ordinance shall take effect ten (10) days following its enactment,but does
not apply to current grievances at Step 2 or above.
ENACTED by the City Council of the City of Seward, Alaska,this 23rd day of July, 2018.
THE CITY OF SEWARD,ALASKA
David Squires,Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Brenda J. Ballou, MMC
City Clerk
22
Agenda Statement
Meeting Date:
To: City Council
Through: City Manager Jim Hun
From: City Attorney
Agenda Item: Grievance Ordinance
BACKGROUND & JUSTIFICATION:
Seward City Code Chapter 3.40 was originally adopted in 1977 and subject to minor
revisions in 1988, 1992, 1995,and 2000. There has been confusion as to what constitutes a grievable
action (a violation of code or policy pertaining to the terms and conditions of employment, i.e.
suspension,demotion,reduction in pay,or discharge)versus a personnel policy complaint having its
own resolution process but not affecting the employee's terms of employment, or an operational
complaint that is not subject to a formal procedure(an offensive co-worker for example.)Personnel
policies and Code guide the behavior and actions of employees;the grievance process addresses the
violation,misapplication or neglect of those policies and Code. All employees are protected under
personnel policies and the law from harassment and unfair treatment, and resolution requires
supervisory discretion and management actions beyond the mere interpretation of code or policy.
It has also been noted that questions regarding response deadlines and the applicability of the
process to employees not defined as regular employees has not been clear. Again,all employees are
protected under personnel policies and the law from harassment and unfair treatment and are
encouraged to address any concerns with their supervisors. The grievance process applies to all
employees except probationary employees. Probationary employees may be discharged if in the
opinion of the appointing authority they will not achieve satisfactory status within the probationary
period.
The proposed revisions outline the purpose and intent of the grievance procedure to resolve
issues at the lowest possible level and to encourage communication. The changes seek to clarify,
within the ordinance, exactly which employees are eligible to file grievances and what constitutes a
grievance versus a complaint. The code also simplifies the procedure and time limits to make the
process more accessible. The proposed revisions also allow for additional flexibility in regard to
time limits within the procedure.
These revisions are based on the input of employees,citizens,and the administration over the
course of three work sessions, and the review of numerous grievance policies from other
jurisdictions.
23
INTENT:
To simplify the grievance procedure and define terms to make the process more accessible to
employees.
CONSISTENCY CHECKLIST: 7Ye
No NIA
1. Comprehensive Plan (document source here): x
2. Strategic Plan (document source here): x
3. Other (list):
FISCAL NOTE:
No fiscal impact.
Approved by Finance Department:
ATTORNEY REVIEW: Yes X No Not Applicable
RECOMMENDATION:
24
l 1?ab'� 5
CITY OF SEWARD,ALASIGA
ORDINANCE YEAR-XXX
3 -
: :
3.40.0640.Time limits. 0A
` n c
3.40.0645.Extension of time limits.
3.40.0650.No discrimination or reprisals. �C r4 n VV
3.40.010.Policy. J policy of
`
It is the p y of the City of Seward to treat all employees equitably and fairly 4in..t'!ers
affecting their employment. Pursuant to SCC 3.25.035(al probationary employees includin l/
seasonal employees,are excluded from this Erievance procedure.but may approach their J
supervisor or the appropriate authority to report violations of City code or ooiicv —'.
employee oF the eity"AI be provided ample tippei4unity to understand 8fld FesoWe-nMtm
offeet
reguhMon%The presentation of any grievance shall be the right of each employee without fear of
reprisal. n
•`••-•,.••...•......r mi«nriirl•iu to n•wdvr ditinnli•s al the Inwcst Ic
ysl possible. Informal -'D n �/ 4
25
CITY OF SEWARD,ALASKA
ORDINANCE YEAR-XXX
neeumulated to date to the eity manager within -A8Fl-2Hg days after the
department head's response-is 9.1
manager shall reply to the gAevanee in i-witing within WON—, oft—Aftfieff
If the employee has not received
an answer from the Department Head within five(5)working days,or if the employee believes
the answer received is not satisfactory,s/he may appeal in writing to the City Manager within
rive(5)working days after the supervisor's final deadline in Step Two The City Manager,or
Acting City Manager,will investigate the grievance and meet with the employee to discuss the
grievance within five(5)working days The City Manager,or Acting City Manager,will notify
the employee of their decision within rive (5) days following the meeting date. For any
grievance not involving a substrnrfii e rtisr ntrrrarr action(unpaid suspension of more than one
week demotion or termination of employment)and not im•nh'i;i the violution nrisapplicruion,
nr Litertneintinn or rianteef oLLMeral .state or c•itj- ade.the decision of the Citv Manager is
final.
The City manaeer shall maintain a confidential file containing all Step 3 grievance responses II and will provide a general summary of the prior year for review by the City Council annually
in executive session without identif ' specific eMD]OVee information.
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�! 444{recRW shall-errn6kfet4heL o akrset!-Hat rr�=x�f i ieesly t rvFl itr,a r nnrx tao
eHff;ii+meat=tfrrFler-srct�t/ta„�r?i[f;c=:ftezv+=1-7:.lrr rr;�e:elxrc=-sher/bg:-rxfafr7Krl-j'��clltri=;rrJ
rtf/�.s:"e�rf+>Efirz�-evltlefiee aHAat=ifr><~{se:s-eJrrarvt-ral,rr✓:,,.-t('+fees:sewnll-Fhf�rr»s;ck:rx=rJtrta
ti'rF.',�-':`iiR[tfF-t�/kt:Y-iN{i}I/�At�3k',f4"f4e-✓3i"-,`.°rY=itll/j��71-11-+t'-{Mr#d-9�fkC�-/Ri.YtlMri�:-i'�'inle".fti:'.'i'
Sponsored by: Administration
CITY OF SEWARD,ALASKA
RESOLUTION 2018-066
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING SUBMISSION OF A SERVICE AREA
COMPETITION GRANT APPLICATION ON BEHALF OF THE CITY OF
SEWARD AND THE SEWARD COMMUNITY HEALTH CENTER AS CO-
APPLICANTS,FOR THE PURPOSE OF CONTINUING OPERATIONS AS A
FEDERALLY QUALIFIED HEALTH CENTER
WHEREAS,the Seward City Council enacted Ordinance 2010-008 on December 13,2010,
establishing the Seward Community Health Center, as amended by Ordinance 2013-013 on
December 16, 2013; and
WHEREAS, the City of Seward ("City") and the Seward Community Health Center
("SCHC")are co-applicants as a federally qualified health center in accordance with Section 330 of
the Public Health Service Act(42 U.S.C. §254b); and
WHEREAS, the City Council authorized submission of the previous Service Area
Competition Grant application via Resolution 2015-080 approved on September 2, 2015, which
application was for the period February 1, 2016 through January 31, 2019; and
WHEREAS, the Governing Board of the CHC approved the upcoming 2019 Seward
Community Health Center Section 330 (Year 5) grant budget at a board meeting held on July 26,
2018,and the Seward City Council has approved the 2019 grant budget at a Council meeting held on
August 13, 2018; and
WHEREAS,as co-applicants for Section 330 funding under the public entity model,both the
Governing Board of the SCHC and the Seward City Council have shared authority which requires
joint approval to submit grant applications on behalf of the health center; and
WHEREAS,the Governing Board of the CHC approved submission of a Co-Applicant grant
application for the upcoming Service Area Competition which will be for the period February 1,
2019 through January 31, 2022, at a meeting held on July 26, 2018.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD,ALASKA that:
Section 1. The Seward City Council hereby authorizes submission of a Service Area
Competition Grant Application as Co-Applicant with the Seward Community Health Center for the
three-year grant project period beginning February 1, 2019 through January 31, 2022 through the
Health Resources and Services Administration.
27
CITY OF SEWARD,ALASKA
RESOLUTION 2018-066
Section 2. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13t'
day of August, 2018.
THE CITY OF SEWARD,ALASKA
David Squires, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Brenda J. Ballou, MMC
City Clerk
(City Seal)
28
Agenda Statement
Meeting Date: August 13, 2018
To: City Council
Through: Eddie Athey, City Manager
From: Kristin Erchinger, Finance Director ��
Agenda Item: Co-Applicant Authorization to Submit Service Area Competition Application
for 2019-2022 for Seward Community Health Center
BACKGROUND & JUSTIFICATION:
The City of Seward and the Seward Community Health Center(SCHC)are co-applicants for Section
330 federal funding to operate a federally qualified health center(FQHC) in Seward; together, the
entities comprise the Health Center. The parties entered into a Co-Applicant Agreement
(Agreement) on February 20, 2014 approved by City Council Resolution 2014-018, requiring the
Governing Board of the CHC approve Section 330 and related grant applications'.
Every three years, Section 330 grantees are required to re-apply for FQHC funding through a process
known as a Service Area Competition (SAC). This competing continuation application requires
much the same rigorous research and documentation as the original New Access Point application,
and must be submitted no later than August 15,2018. The three year grant award period or"project
period" will be for the period February 1, 2019 through January 31, 2022. During the grant
application period, other applicants could technically apply for the grant for this service area,
although the chances of another entity receiving funding is slim so long as HRSA deems the SCHC
as doing a reasonably good job. The City has no reason to expect other applicants will submit
competing applications for this service area.
As co-applicants for Section 330 HRSA funding, submission of grant applications is considered a
"shared authority"' requiring approval by both the City and the SCHC Governing Board. The
Governing Board of SCHC met on July 26, 2018 and approved a recommendation to submit a
Service Area Competition Application for 2019-2022 for Seward Community Health Center,
INTENT:
Fulfill the City's obligation as co-applicant Section 330 grantee, to approve submission of CHC
grant applications, including the Service Area Competition application.
1 See Co-Applicant Agreement §3.2.6.
2 See HRSA Policy Information Notice 2014-01:Health Center Program Governance.
29
CONSISTENCY CHECKLIST: Yes No NIA
l Comprehensive PIan (document source here): "Effective, accessible,
affordable healthcare",p. 12.
2. Strategic Plan (document source here): "Maintain and enhance medical X
--T
services",p. 18
3 Other (list): Co Applicant Agreement RES 2014-018 dated 2110114 as X
amended RES 2017-006 dated 1/23/2017; HRSA PIN 2014-01.
FISCAL NOTE:
The cost of compiling and submitting the Service Area Competition application will be borne by the
SCHC and will not result in additional costs to the City.
Approved by Finance Department:
ATTORNEY REVIEW: Yes No X
RECOMMENDATION:
Seward City Council, as co-applicant for Section 330 federal grant funding, authorize submission
of a Service Area Competition application for the Seward Community Health Center.
30
Sponsored by: Administration
CITY OF SEWARD,ALASKA
RESOLUTION 2018-067
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA,APPROVING THE 2019 FEDERAL GRANT YEAR BUDGET FOR
THE SEWARD COMMUNITY HEALTH CENTER AS REQUIRED BY THE
CO-APPLICANT AGREEMENT BETWEEN THE CITY OF SEWARD AND
THE SEWARD COMMUNITY HEALTH CENTER
WHEREAS,the Seward City Council enacted Ordinance 2010-008 on December 13,2010,
establishing the powers and duties of the Governing Board of Directors ("Governing Board")
charged with oversight of the Seward Community Health Center, as amended by Ordinance 2013-
013 on December 16, 2013, which agreement expires January 31, 2019; and
WHEREAS, the City of Seward ("City") and the Seward Community Health Center
("SCHC")are co-applicants as a federally qualified health center in accordance with Section 330 of
the Public Health Service Act(42 U.S.C. §254b); and
WHEREAS,the City and the SCHC entered into a Co-Applicant Agreement dated February
20, 2014, and the City Council authorized submission of the previous Service Area Competition
Grant application via Resolution 2015-080 approved on September 2, 2015, wherein the parties
agreed that the SCHC budget would be submitted to the City Council after approval by the
Governing Board and providing that"the City Council may not unilaterally revise a budget approved
by the Governing Board or approve an alternate budget for the Health Center without review and
final approval by the Governing Board, with subsequent follow-up by the City Council"; and
WHEREAS, the Governing Board of the SCHC approved the 2019 Seward Community
Health Center Section 330 (Year 5)grant budget at a board meeting held on July 26, 2018, and the
Coordinating Committee ("Committee") of the CHC met to review the grant budget, and both the
Governing Board and the Committee recommend approval by the Seward City Council.
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 2019 budget of the Seward
Community Health Center("SCHC"),representing the Year 5 grant budget for Section 330 funding
through the Health Resources and Services Administration.
Section 2. The Seward City Council approved a contribution in the amount of$200,000
for the 2019 grant year when it approved the City's 2018/2019 Biennial Budget.
Section 3. This resolution shall take effect immediately upon its adoption.
31
COUNCIL AGENDA STATEMENT
a .
Meeting Date: August 13, 2018
From: Eddie Athey, Acting City Manager
Agenda Item: Council Co-Applicant approval of Section 330 Seward Community Health
Center 2019 Budget
BACKGROUND & JUSTIFICATION:
The Seward City Council authorized the creation of the Seward Community Health Center ("CHC") and
Board when it enacted Ordinance 2010-008 in December, 2010, formalizing the powers and duties of the
board of directors charged with overseeing the Seward Community Health Center.
The City of Seward and the CHC are co-applicants for Section 330 federal funding to operate a federally
qualified health center in Seward; together, the entities comprise "the Health Center". The parties
entered into a Co-Applicant Agreement ("Agreement") on February 20, 2014 approved by Council
Resolution 2014-018, and subsequently amended in Resolution 2017-006 approved on January 23, 2017.
This Agreement requires that the CHC budget be approved first by the Governing Board and then by the
City Council, and includes the following language:
§3.2.4 "The Governing Board shall approve the annual 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 budget for the health center to the
City Council for approval., as a co-applicant requirement of Section 330. The Board shall
submit the budget no later than October I of each year,for the following year. If the Board
unreasonably fails to approve an annual budget, the City may still submit the annual
funding request under Section 330 of the Federal Public Health Service Act. No budget
shall become effective without City Council approval. "
§4.2.4 "The City Council shall be responsible for adopting the Health Center's annual
operating and capital budgets as finally approved by the Governing Board; the City
Council may not unilaterally revise a budget approved by the Governing Board or approve
an alternate budget for the Health Center without review and final approval by the
Governing Board, with subsequent follow-up by the Council in accordance with Seward
City Code 2.40.030(a),"
In accordance with Section 5 of the Agreement, the parties also 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 his designee. This group did not meet to review the
proposed 2019 Seward Community Health Center budget due to staff turnover at the City, but the City
administration has reviewed and recommends its approval.
Further, Health Resources & Services Administration ("HRSA") issued Policy Information Notice 2013-
01 on March 18, 2014, requiring that health centers prepare and submit grant applications that contain a
32
total budget for the health center scope of services for 12 months, and the budget must include a separate
budget breakdown for the section 330 funding proposed for the application period, showing costs
supported by the grant and costs supported by other sources of non-HRSA-grant funds (i.e. patient
service revenue, City rant funding, other funding).
CONSISTENCY CHECKLIST: Yes No N/A
I. Comprehensive plan(document source here):
2. Strategic Plan (document source here):
3 Other(list): Co-Applicant Agreement dated 212012014; RES 2017-006;HRSA PIN X
2013-01 . 5-6
ATTORNEY REVIEW: Yes X No
FISCAL NOTE:
The City of Seward's 2019 Budget includes $200,000 in funding for the Seward Community Health
Center. The current HRSA funding for the CHC for the year ending 1/31/19 is a base grant of
$1,196,128 plus a Mental Health & Substance Abuse grant in the amount of$174,955. These funds will
help to provide lower-cost primary healthcare services to Seward residents, helping to divert patients
from much higher cost of care in the hospital emergency room. These healthcare dollars coming from
outside the community provide significant economic benefits to Seward and its residents, as well as
improved access to primary healthcare for our uninsured and under-insured residents. As federal grant
funding increases, it is expected that the CHC will become less reliant on City funding for operations. T
Approved by Finance Department: Y*w M"` c�u7
RECOMMENDATION:
Council approve Resolution 2018- approving the 2019 Seward Community Health Center budget.
33
SEWARD COMMUNITY HEALTH CENTER
Board of Directors
August 1, 2018
Action Item
Topic: 2019 Federal 330 Grant Budget Approval
Recommended By: Finance Committee and Executive Director
Action Requested: The Board of Directors is requested to approve the 330 Grant
Budget for grant year 2019 and recommend approval to Seward
City Council.
Discussion:
Every three years 330 grantees are required to submit a rigorous set of application
materials through a funding announcement called a Service Area Competition (SAC).
Our last SAC was submitted and approved in 2015 for the three year"Project Period" of
February 1, 2016 through January 31, 2019. Each of these three grant years is called a
"Budget Period." One major part of this multi-part renewal is our proposed 330 grant
budget for the upcoming budget period. Our report is due to be submitted no later than
August 15, 2018.
Our Co-Applicant Agreement requires that the City Council approve the annual federal
grant budget after it has been approved and recommended by the Board. The Finance
Committee has reviewed, and our board approved the 2019 grant budget prepared by
Administration and is recommending approval to the City Council.
There are some unique requirements for submitting federal 330 grant budgets. The 330
grant budgets must achieve a$0 bottom line
[2018 GRANT BUDGET HIGHLIGHTS AND ASSUMPTIONS FOLLOW]
34
2019 330 Grant Budget Hi2hli2hts and Key Assumptions
SUMMARY:
Following the required federal grant budget format, there are two sections/columns to the grant
budget which when combined make up the total budget:
• HRSA (Federal)330 grant revenue $1,255,701 and
• Other(Non-Federal)revenue of$1,396,052
The budget includes a breakdown of source for Revenue & Expenses.
• Revenues [$2,651,753]
o HRSA 330 Budget$1,255,701
o City of Seward contribution $200,000
o Patient Revenue $1,026,052
o Other/In-kind revenue $170,000 ($110k for 340B and$60,000 in-kind rent)
• Expenses [$2,651,753] -Note: HRSA grant budgets require that expenses equal revenues
o HRSA 330 used entirely for salaries$1,255,701
o Non-Federal Expenses(includes some salaries/benefits&operating) $1,396,053
■ Salary&Benefits$827,191
■ Operating Costs$568,862
KEY ASSUMPTIONS:
Patient volume totals 5,042 billable encounters. This begins with our targeted projection of
unduplicated patients for 2019 which is 2,325. This is 75.0% of our HRSA target which is
contained in our SAC application or 3,086 patients. This is a decrease from our prior budget and
will accompany a reduction in our HRSA request of 2%. This decrease is based on our historical
projection. The number of patient's assumption is then multiplied by an average of 2.17
visits/encounters per patient per year for a total of 5,042. Through June of 2018 we are
averaging 7.5 patients per provider day worked. Our 2019 projection will increase this metric by
17%to 8.8 patients per provider day worked.
Patient revenue/payer mix is based on estimated billable encounters per payor from our actual
billing history and net income through June of 2018 (gross charges less discounts and
allowances)per visit as follows:
• 53%of encounters are Private Insurance @$205. (Down from 55%)
• 16% are Medicaid @ $310. (Down from 20%)
• 20% are Medicare @ $181. (Up from 18%)
• 11% are Self-pay @$77. (Increase from 7%)
The Staffing Profile, which includes 1.23 physicians, 2 mid-level (PA, NP), and 1 FTE for new
grant funded Behavioral Health provider brings our FTE's. to (18.4)projected for 2019. This is
an increase of(0.4) FTE's from the 2018 budget. These changes and a reduction in health
insurance costs resulted in a 2% increase or $31,000 in salary and benefit costs over the 2018
budget. The increase is offset by the $83,000 additional grant funds for behavioral health.
FTE's include:
0 4.13 providers(1.13 physicians,2 mid-level and 1 BH clinician.
0 4.80 clinical support staff(RN's,medical and nursing assistants)
35
0 3.1 front desk staff(registration,billing&medical records)
0 1.0 health educator/case manager/clinic nurse
0 2.3 outreach&enrollment(1 social worker/1 coordinator)
0 3.1 admin staff(Executive Director,Accounting specialist,Executive Asst.)
• Usual and customary non-personnel expenses include:
o Revenue Cycle manager services($10,800)Billing services moved in-house
o Electronic Health Records System and IT Support fees($25,497)
o CHC CFO/fiscal management oversight services ($10,800)—Private contractor
o Independent Audit($24,000)based on 2017 annual audit expenses
o CHC technical consultation ($13,000)—Suzanne, 340B,APCA,others)
o Travel for staff and board( $35,500) for 4 provider, 8 staff and 4 board trainings and
conferences(approx. $2,000/trip). Includes contract provider travel.
o Utilities& Services from Providence ($43,685) 10%inc over 2018
o Liability insurance packages (16,137) 0% increase
o Medical,pharmaceutical and office supplies($113,549) 12%inc over 2018
o Community Outreach and Enrollment($13,800)
o Minor equipment($50,784)—this is where we adjusted expenses to get bottom line
to zero per HRSA.
o Training and education ($10,500)—(4 provider, 8 staff conferences and trainings @
$875/ea.)
36
Seward Community Health Center, Inc. Year 1
2019 Budget Draft HRSA Other TOTAL
WORKING BUDGET- NOT FOR SUBMISSION Federal Non-Federal
Volume:
# of Patients 2,325
Patient Encounters 5,042
Revenue:
Federal BPHC 330 Grant 1,255,701 1,255,701
Applicant -
State/ Local - 200,000 200,000
Other Federal Funding -
Other - 170,000 170,000
Program Income (Net Patient Revenue) - 1,026,053 1,026,052
TOTAL REVENUE 1,255,701 1,396,053 2,651,753
Expense:
Personnel - Refer to Form 2 Staffing Profile
Administration / Management 217,659 23,997 241,656
Facility and Non-Clinical Support Staff 181,863 - 181,863
Physicians 52,158 238,636 290,794
NP, PA, and CNMs 277,077 - 277,077
Medical 328,451 - 328,451
Dental - - -
Enabling Services 126,402 - 126,402
Other Programs and Services - - -
Total Salary Expense 1,255,701 262,633 1,518,334
Fringe Benefits:
Health Insurance - 382,963 382,963
Housing Allowance 4,000 4,000
Medicare/SS 6.71% 101,814 101,814
AK SUI 0.97% 14,674 14,674
Retirement 3.00% - 45,550 45,550
Workers' Compensation quote - 15,557 15,557
Total Fringe Benefits 10.67% - 564,558 564,558
Subtotal Personnel and Fringe 1,255,701 827,191 2,082,892
Travel:
Providers and Staff - 21,500 21,500
Board - 10,000 10,000
Other- Contracted Physician - 4,000 4,000
Subtotal Travel - 35,500 35,500
Supplies:
Pharmacy/Medications $ 13.33 - 67,203 67,203
Medical Supplies $ 6.15 31,015 31,015
Office - 15,330 15,330
Minor Equipment (<$5,000) - 50,784 50,784
Subtotal supplies - 164,332 164,332
Contractual:
Patient Care:
37
Seward Community Health Center, Inc. Year 1
2019 Budget Draft HRSA Other TOTAL
WORKING BUDGET- NOT FOR SUBMISSION Federal Non-Federal
Patient Related/Contractual - 22,740 22,740
Non-Patient Care:
Accounting - 10,800 10,800
Audit 24,000 24,000
Billing &Coding 10,800 10,800
Legal - - -
Services - Electronic (HIT) 25,497 25,497
Technical Assistance/Consulting - 23,000 23,000
Subtotal Contractual - 116,837 116,837
Other:
Bank Fees - 6,000 6,000
Communications - 26,760 26,760
Dues & Subscriptions - 12,500 12,500
Equipment Maintenance - 1,000 1,000
Facility Janitorial Contract/PSMC 10,560 10,560
Insurance - Malpractice Gap Coverage - 10,414 10,414
Insurance - Property 1,741 1,741
Insurance - D&O 3,982 3,982
O&E Supplies 1,800 1,800
O&E Advertising/Promotion 10,000 10,000
O&E Postage 2,000 2,000
Patient Transportation 1,200 1,200
Postage / Freight - 1,000 1,000
Rent: Clinic - 60,000 60,000
Repairs & Maintenance - 42,651 42,651
Training - 14,500 14,500
Utilities - 43,685 43,685
Community Health Education - 2,400 2,400
Subtotal Other - 252,193 252,193
TOTAL DIRECT COSTS 1,255,701 1,396,053 2,651,753
Indirect Cost 0.00% - - -
TOTAL EXPENSE 1,255,701 1,396,053 2,651,753
Must= 0 for balanced budget 0 0 0
38
40 * i SEWARD COMMUNITY HEALTH CENTER
PO Box 2895/ 417 First Avenue — Seward,AK 99664-2895
aCOMMUNiTY PHONE (907) 224-2273
EALTH FAX (907) 224-8501
K E N TE R www.sewardhealthcenter.org
July 31, 2018
City of Seward
City Council & City Administration
PO Box 167
Seward,AK 99664
City of Seward Representatives,
During its regularly scheduled monthly meeting on July 26, 2018, the Seward Community Health Center
Board of Directors voted unanimously to authorize application to HRSA's Service Area Competition as a
co-applicant with the City of Seward. We look forward to continuing to work with the City of Seward in
ourjoint effort to expand and improve healthcare offerings in our community.
Sincerely,
Richard Cruse
Board Chair
Where your health matters
Sponsored by: Administration
CITY OF SEWARD,ALASKA
RESOLUTION 2018-068
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA,ACCEPTING A GRANT IN THE AMOUNT OF $1,500.00 FROM
THE SEWARD PREVENTION COALITION FOR THE "EVERY 15
MINUTES" PROGRAM AND APPROPRIATING FUNDS
WHEREAS, the Seward Police Department has been awarded a Project Grant from the
Seward Prevention Coalition,in the amount of$1,500.00 and the City is not required to provide any
cash or in-kind match; and
WHEREAS,use of these funds must be for the purpose of providing educational and tactical
equipment, as well as refreshments, during the"Every 15 Minute"presentation in April,2019; and
WHEREAS,these funds will be of essential assistance to the Seward Police Department in
the successful execution of the program.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD,ALASKA that:
Section 1. The City Manager is hereby authorized to accept the 2018 Seward Prevention
Coalition grant in the amount of$1,500.00.
Section 2. Funding in the amount of$1,500.00 is hereby accepted to grant revenue account
no. 01000-0000-4253-9201 and appropriated to the police department's operating supplies account,
no.01000-1210-7215-9201.
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 13th
day of August, 2018.
THE CITY OF SEWARD,ALASKA
David Squires,Mayor
40
Agenda Statement
Meeting Date: Aug 13, 2018
To: City Council
Through: City Manager Jim Hunt 4/
From: Tom Clemons, Chief of Police
Agenda Item: Seward Prevention Coalition Grant for the Every 15 Minutes Program
BACKGROUNDS & JUSTIFICATION:
The two day Every 15 Minutes Program is very dramatic and emotional -and purposely so.
Teenagers are constantly reminded about the choices they have to make involving alcohol and
how many others are affected by their decisions. They know the intellectual statistics. However,
many teens share the belief it will never happen to them.
This powerful program is designed to create awareness among students that they are not
invincible. This program helps open the emotional doors, and it addresses a problem most teens
do not know exists. They experience first-hand how their actions affect the lives of so many
other people.
The Seward Police Department has successfully put this program on three times; 2009, 2012, and
2015. We have spaced the events out every three years so that all sophomores,juniors, and
seniors will have the opportunity to participate. Preliminary meetings will begin in the fall and
we already have commitments of participation from Bear Creek Volunteer Fire Department,
Seward Volunteer Ambulance Corps, Seward Fire Department, Providence Seward Medical
Center, the Seward Community Jail,the Seward Court System, Seaview Community Services,
and the Seward Prevention Coalition.
The police department and school officials chose the last week in April 2019, between Prom and
graduation, so that the message will be fresh in student's minds when faced with alcohol
decisions. The effectiveness of the program will be measured by participant surveys and
community feedback.
The Seward Prevention Coalition has awarded a grant in the amount of$1500.00 for educational and
tactical equipment as well as refreshments.
This program is a 100% grant funded project, with no local matching funds required.
The terms of the grant and the grant budget are attached.
INTENT:
The intent of this grant is to assist the City of Seward and the Seward Police Department in
conducting a two day program focusing on high school sophomores,juniors, and seniors, which
challenges them to think about drinking, driving,personal safety, and the impact their decisions
41
have on family, friends, and many others.
CONSISTENCY CHECKLIST: Yes No NIA
Comprehensive Plan: 2020 Comprehensive Plan, Vol. I, page 14,
1 Adopted by City Council Resolution No 2005-26. X
Public Safety
"...to ensure the highest level of ublic safety within the community,"
Strategic Plan: City Strategic Plan, page 18, Approved by City Council
Resolution No 99-043
Promote a safe community
2' "We are a community that promotes the public health safety and welfare �'
of
its residents b ..., providing superior police, ... service"
3. Other (list): X
FISCAL NOTE:
There is no local funding requirement to match these grant funds.
Approved by Finance Department: jaL,
ATTORNEY REVIEW: Yes No X Not Applicable
RECOMMENDATION:
City Council approve Resolution 2018- , accepting a grant from the Seward Prevention
Coalition in the amount of$1500.00, and appropriating funds.
42
Seward Prevention Coalition Grant Request 2018
Every Fifteen Minutes Program
Summary:
In the spring of 2019,the Seward Police Department will be taking a proactive step in educating our
youth about making mature decisions when alcoholic beverages are involved. The Every 15 Minutes
program is a two day program focusing on high school sophomores,juniors, and seniors, which
challenges them to think about drinking, driving, personal safety, and the impact their decisions have on
family,friends, and many others.
The program's name was derived from the fact that in the early 1990's, every 15 minutes someone in
the US died in an alcohol related traffic collision. However, with the implementation of new laws,
(MADD), (SADD), (FNL), and programs such as these, the death rate is now every 30 minutes, a figure
which continues to be unacceptable.
The Every 15 Minutes program brings together a broad coalition of interested local agencies with the
goal of reducing alcohol-related incidents among youth. Partnering with these entities validates the
importance of working together to ensure a health community.
Prior to the actual event, approximately 25 students representing a cross section of the school are
selected. Waivers are reviewed and signed by students and their parents.
DAY ONE
One student is removed from class every 15 minutes and becomes one of the "living dead". Their
obituary is posted in the classroom for the remainder of the school year. Simultaneously,the parents of
each living dead student are given their child's death notification by a uniformed officer. Throughout
the day, members of the living dead place their tombstone in a temporary cemetery on the school
campus so friends and classmates can mourn their loss. To have the greatest impact on the program,
students will be sequestered and not allowed to interact with the student body nor have contact with
family.
A simulated drunk driving collision is staged on the school grounds. It begins with a pre-recorded 911
call that triggers an emergency response by law enforcement,firefighters, and paramedics. Paramedics
treat one student for minor injuries. A second critically injured student is trapped inside a vehicle and
must by rescued by firefighters using the "Jaws of Life." Athird student is declared dead and removed
by the ambulance crew. Emergency medical responders simulate transporting the critically injured
patient to the hospital. The fourth student, designated as the drunk driver, is given field sobriety tests
and is arrested for driving under the influence and booked into jail. He or she is later arraigned in court
to answer to the charges of DUI and other charges relating to the death and injuries of their classmates.
43
At the end of the day, law enforcement chaperones take the living dead to an overnight retreat. There,
students participate in team building activities and learn firsthand from people who have been involved
in or affected by an incident involving alcohol. Student participants and chaperons are provided with
dinner and beverages. The evening ends as the students write letters to their loved ones, expressing the
thoughts they would convey if they had not been "killed" on that particular day.
DAY TWO
After breakfast, the living dead students return to school to attend a student body assembly. The living
dead students are seated in the front of the auditorium, opposite their parents. Members of the
community who were involved in planning the event sit in a semicircle behind the living dead. During
the assembly, everyone in the auditorium watches a video or slide show of the previous day's events.
After the video, several of the living dead students read excerpts from the letters they wrote the night
before. They share with their friends and classmates what it felt like to die without having the chance to
say good-bye.
Other members of the community, like trauma doctors, law enforcement officers, and emergency
responders, explain how they are personally affected on a daily basis when someone makes a poor
choice involving alcohol. The assembly concludes with a call to action challenging everyone in the
auditorium to make responsible choices when alcohol is involved. After 24 hours on an "emotional
roller coaster", parents and the living dead students are reunited. Parents and teens are typically
overwhelmed with emotion and gain a new sense of love and commitment to one another to make the
right choices.
After the assembly, everyone gathers at a reception hosted by and for the participants. The programs
helps the students see members of the community in a different light. They are no longer just cops,
doctors, paramedics, or firefighters, but also friends, mentors, and human beings who care about the
kids in their community.
Objectives
The two-day Every 15 Minutes program is very dramatic and emotional—and purposely so. Teenagers
are constantly reminded about the choices they have to make involving alcohol and how many others
are affected by their decisions. They know the intellectual statistics. However, many teens share the
belief it will never happen to them.
This powerful program is designed to create awareness among students that they are not invincible.
This program helps open the emotional doors, and it addresses a problem most teens do not know
exists. They experience firsthand how their actions affect the lives of so many other people.
The Seward Police Department has put this program on in 2009, 2012, and 2015, with plans to repeat it
every three years so that all sophomores,juniors, and seniors will have the opportunity to participate.
We typically have commitments of participation from Bear Creek Volunteer Fire Department, Seward
Volunteer Ambulance Corps, Seward Fire Department, Providence Seward Medical Center,the Seward
44
Community Jail, the Seward Court System, Seaview Community Services, and the Seward Prevention
Coalition. Some food items will be donated by local restaurants and businesses to help feed the
students during the two day event.
The police department and school officials typically target the last week in April, between Prom and
graduation, so that the message will be fresh in student's minds when faced with alcohol decisions.
Evaluate
The effectiveness of the program will be measured by participant surveys and community feedback.
I personally presented this program in 2009 and assisted with the 2012 program. The feedback I've
received from both students and parents have been overwhelmingly positive. One student from the
2012 program was "the drunk driver who killed another student". She recalls her time in the jail cell and
going before the court as an extremely memorable experience. In fact she says when she looks at a
bottle of liquor, she immediately thinks of the Every 15 Minutes program.
The program sets the stage for many family conversations.
Who how many will benefit from project
Not only will the 25 student participants benefit, the entire student body will participate in the
simulated traffic crash and memorial service the next day. The Seward High School provides schooling
for students south of the Wye, including the Moose Pass area.
I continue to receive positive comments on the Every 15 Minute Program and am asked quite often
when the next event will be held.
The program has a lasting effect on the community; not only by the immediate excitement of
participating in the program, but some students continue to make the smart choice of not drinking and
driving.The Every 15 Minutes program has contributed to young people deciding to utilize designated
drivers.
f uncling .rouree.r
In order to provide the most enriching experience, funding is needed.
In 2009, 1 applied for and received a $700.00 grant from Alaska Highway Safety and was able to purchase
t-shirts and lanyards for the students and volunteers, Moulin rouge makeup, food, etc. We provided a
grantee match of$1670 in personnel services, with an additional $1150 in donated contractual services
and $770 in donated commodities. In 2012, we did not receive a grant and were unable to purchase t-
shirts and lanyards. We did utilize the same personnel services again valued at$1650. Some food items
were donated and some items were able to be reused from 2009.
45
We found that with even the small grant we received in 2009, having those funds made a world of
difference in the experience. Therefore we respectfully request a grant in the amount of$1500.00.
Itemized as follows: (for student participants and volunteers)
1) 35 Every 15 Minutes T-shirts customized for Seward HS @ $10.00 each for a total of$350.00.
2)40 Every 15 Minutes Lanyards @ $2.00 each for a total of$80.00.
3) Snacks/ Beverages for both days, estimated total $200.00.
4) Lunch, estimated total of$150.00.
5) Dinner, 14 pizzas estimated @ $15.00 each for a total of$210.00.
6) Ice Cream Sundaes for dessert, estimated total of$70.00.
7) Breakfast, estimated total of$100.00.
8) Resupply of Moulin rouge make, estimated @ $50.00.
9) Estimated shipping for 1, 2, and 8 is$60.00.
10) Incidentals (anything I forgot to budget for) $230.00
We will again be providing approximately$1670 match in personnel services. (Police, Fire, Corrections,
and other police dept. employees)
With an estimated $1150 in donated commodities:
Ambulance transport-donated
Professional photography services -donated
Coffin -donated
School facility use - no cost
Grim Reaper costume-we have from 2009.
Two vehicles to use in crash -donated
Towing service -donated
46
Sponsored by: Administration
CITY OF SEWARD,ALASKA
RESOLUTION 2018-069
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA,ACCEPTING A GRANT IN THE AMOUNT OF $3,630.00 FROM
THE ALASKA HIGHWAY SAFETY OFFICE FOR THE FFY2018 HIGH
VISIBILITY ENFORCEMENT — DUI EVENT DURING THE PERIOD OF
AUGUST 15— SEPTEMBER 4,2018 AND APPROPRIATING FUNDS
WHEREAS,the Seward Police Department has been awarded a High Visibility Enforcement
—DUI Event Grant from the Alaska Highway Safety Office, in the amount of$3,630.00; and
WHEREAS, the City is not required to provide any cash or in kind match; and
WHEREAS,the use of these funds must be for the purpose of providing overtime saturation
patrols by the Seward Police Department to conduct high-visibility DUI enforcement during August
15 — September 4, 2018; and
WHEREAS,these funds will be of essential assistance to the Seward Police Department in
the enforcement of DUI violations.
NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD,ALASKA that:
Section 1. The City Manager is hereby authorized to accept the 2018 Alaska Highway Safety
DUI High Visibility Enforcement grant in the amount of$3,630.00 and enter into a grant agreement.
Section 2.Funding in the amount of$3,630.00 is accepted to grant revenue account 901000-
4252-0004 and appropriated to the police department's overtime account#01000-1210-6001 in the
amount of$2,640.00 and to the maintenance and repair account 901000-1210-7216 in the amount of
$990.00.
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 13t'
day of August, 2018.
THE CITY OF SEWARD,ALASKA
David Squires, Mayor
47
Agenda Statement
Meeting Date: August 13, 2018 '
To: City Council N
Through: City Manager Jim Hunt
From: Tom Clemons, Chief of Police
Agenda Item: Alaska Highway Safety Grant
(High Visibility Enforcement Aug 15 —Sept 4, 2018)
BACKGROUND & JUSTIFICATION:
The Alaska Highway Safety Office, AHSO, has requested that the City of Seward continue to
participate in the FFY2018 High Visibility Enforcement DUI Events by providing overtime
saturation patrols. During designated dates, the Seward Police Department will conduct high-
visibility DUI enforcement patrols. AHSO has awarded a grant in the amount of$3630.00 for Aug
15 —Sept 4, 2018.
This program is a 100% grant funded project, with no local matching funds required.
The terms of the grant and the grant budget are attached.
INTENT:
In order to reduce deaths and injuries caused by impaired drivers.
CONSISTENCY CHECKLIST: Yes No NIA
Comprehensive Plan: 2020 Comprehensive Plan, Vol. 1, page 14,
1 Adopted by City Council Resolution No 2005-26. X
Public Safety
"...to ensure the hi hest level of public safety within the community."
Strategic Plan: City Strategic Plan, page 18, Approved by City Council
Resolution No 99-043
2 Promote a safe community X
"We are a community that promotes the public health safety and welfare
of
its residents b ..., providing su erior olice, ... service"
3. Other (list): X
FISCAL NOTE:
There is no local funding requirement to match these grant funds.
Approved by Finance Department: e�
ATTORNEY REVIEW: Yes No X Not Applicable
RECOMMENDATION:
City Council approve Resolution 2018- ,accepting a grant from the Alaska Highway Safety
Office in the amount of$3630.00, and appropriating funds.
48
-.ri rt r
` State of Alaska, DOT& PF
Supplemental P.O. Box 112500
Juneau,AK 99801-2500
' DUI Enforcement Ph; 907-465 4070
v
Fx: 907-465-6984
dot.alaska gov/highwaysafety
Grantee Name and Address: Title/Short Description:
Seward Police Department
PO Box 167 FFY2018 High Visibility Enforcement-DUI Events
Seward , Alaska 99664
Action Requested 0 New Setup ORevision of Agreement: wovide change in the Enforcement Plan Breakdown
ACTUAL COST OF OVERTIME TO INCLUDE BENEFITS IS NOT TO EXCEED 3,63s3.00
THE FOLLOWING AMOUNT INCLUDING VEHICLE USAGE
Enforcement Plan Breakdown
Bud et of Time/Hours
Enforcement Period EXPENSE ITEMS HOURS AVERAGE HOURLY Budget
4th of July Holiday Weekend Hours $ 93.00 $ 930.00
18:00,711118 through 06:00715118 Vehicle Usage 10.00 $ 600 $ 60.00
Enforcement Period Total: 990.00
Labor Day Holiday Period Hours $ 60.00 $ 2,400.00
18:00,8115/18 through 06:00,914118 lVehicie Usage 40.00 1 $ 6.00 Is 24000
Enforcement Period Total:1 $ 2,640.00
Hours 1 $ _
Vehicle Usage $ 6.00 IS
Enforcement Period Total:
Hours $
Vehicle Usage $ 6.00 $
Enforcement Period Total:
Hours $
Vehicle Usage $ 6.00 $
Enforcement Period Total:
Hours $
Vehicle Usage $ 6.00 $
Enforcement Period Total:
Total Hoursi $ 3,330.00
Total Vehicle Usage $ 300.00
GRAND TOTAL of Enforcement Periodi $ 3,630.00
PurposelObjectives: In order to reduce deaths and injuries caused by impaired drivers,the Grantee will conduct high-visibility DUI enforcement as detailed in
the Alaska Strategic Enforcement Partnership Enforcement Plan submitted to the Alaska Highway Safety Office in April 2006.The Seward Police Department
agrees to participate in the following enforcement blitzes from October 1, 2017 through September 30,2018.As a guideline,a minimum of three(3)self-initiated
contacts per hour funded with a'desired outcome'of contacting as many violators as possible should be made. Allowable use of funds is for overtime salary
@ 1.5 times the normal rate,wages and benefits of commissioned personnel in direct support of operational activity. To receive reimbursement for
personnel services the department must provide activity sheets,overtime hours worked and the overtime hourly rates for each officer.
Agreement are as outlined above for FFY2018 Grant period of October 1,2017-Sep.30,2018.
Project Control DUI Enforcement Agreement Approved
Accepted for the Grantee by: / Grants Administrator: Miles Brookes
Signature ` Date J Signature Date
You may proceed with the activities for the Categories and specific Tasks enumerated in the above Enforcement Agreement Conditions to this agreement are
as outlined in the"Agreement Conditions"CONDITIONS ARE A PART OF THE PROJECT AGREEMENT AND,AS SUCH,ARE BINDING ON ALL PARTIES
TO THE PROJECT AGREEMENT.
This Enforcement Agreement is cumulative and supersedes ail prior Enforcement Agreements.
The AHSO Administrator for this NTP is: Tammy Kramer
Issued for the Contracting Agency per ADOT&PF Policy#01 01 050 by:Tammy Kramer
Signature Date
as a Highway Safety Office orrn, Revision 4128/16
49
Sponsored by: Administration
CITY OF SEWARD,ALASKA
RESOLUTION 2018-070
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING SIGNATURES FOR ALL CITY BANK
ACCOUNTS AND RESCINDING ALL PREVIOUS RESOLUTIONS IN
CONFLICT HEREWITH
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA,that:
Section 1. Any two of the following signatures shall appear on all checks, drafts, notes or
orders drawn against the City of Seward bank accounts maintained at the Seward Branch of Wells
Fargo or the Seward Branch of the First National Bank of Anchorage:
Edward Athey, Acting City Manager Kristin Erchinger, Finance Director
Brennan Hickok, Assistant City Manager Brenda Ballou, City Clerk
Section 2. Any one of the above persons shall have access to and full power to remove the
contents of and to exchange or surrender the safe deposit boxes rented by the City of Seward located
at the Seward Branch of Wells Fargo under the terms of the City of Seward's banking services
agreement with Wells Fargo.
Section 3. Any one of the above persons shall have authority to invest City monies with
financial institutions as prescribed by the Seward City Code Chapter 5.15, Investment and
Collateralization of Public Funds.
Section 4. All previously approved resolutions in conflict herewith are hereby rescinded.
Section 5. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13t'
day of August, 2018.
THE CITY OF SEWARD,ALASKA
David Squires,Mayor
50
Council Agenda Statement •
Meeting Date: August 13, 2018
Through: Eddie Athey, Acting City Manager
From: Kristin Erchinger, Finance Director
Agenda Item: Authorization for Banking Signatures
BACKGROUND & JUSTIFICATION:
The Seward City Council is required to pass a resolution listing the individuals authorized to invest
monies and/or sign banking documents on behalf of the City of Seward. The recent departure of the
City Manager and Assistant City Manager provides the need to update this authorization. This action
forms the basis upon which signature cards will be updated at the local banking institutions, and
checks and City payments and investments will be authorized on behalf of the City.
While each individual listed on the resolution is authorized to act on behalf of the City, the City's
practice is to have two separate individuals authorize every investment,approve all City payments,
and authorize all electronic banking transactions.
CONSISTENCY CHECKLIST: Yes No NIA
1. Comprehensive Plan (document source here): X
2. Strategic Plan (document source here): X
Other (list): Seward City Code 5.15 Investment & Collateralization of X
3' Public Funds
ATTORNEY REVIEW Yes X No
FISCAL NOTE
This action has no fiscal impact on the City,.
Approved by Finance:
RECOMMENDATION
Seward City Council approve Resolution 2018- , updating the authorized signatories to the City
of Seward's bank accounts and rescinding previous resolutions in conflict herewith.
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City of Seward,Alaska City Council Special Meeting Minutes
July 18, 2018 Volume 40, Page
CALL TO ORDER
The July 18, 2018 Special Meeting of the Seward City Council was called to order at 8:46
p.m. by Mayor David Squires.
OPENING CEREMONY
Council Member Suzi Towsley led the Pledge of Allegiance to the flag.
ROLL CALL
There were present:
David Squires presiding and
Marianna Keil Ristine Casagranda
Sue McClure Suzanne Towsley
Jeremy Horn Sharyl Seese
comprising a quorum of the Council; and
Kris Erchinger, Finance Director
Brenda Ballou, City Clerk
Katie Davies, City Attorney
Holly Wells, City Attorney
Absent—None
CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR
PUBLIC HEARING—None
APPROVAL OF AGENDA AND CONSENT AGENDA
Motion (Casagranda/Horn) Approval of Agenda
In response to Towsley, City Attorney Katie Davies explained that the titles for tonight's
executive sessions were modified by the attorney in order to make them more specific.
Motion Passed Yes:Seese,Towsley,Casagranda,Keil,Horn,
McClure
No: Squires
NEW BUSINESS —None
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City of Seward,Alaska City Council Special Meeting Minutes
July 18, 2018 Volume 40, Page
COUNCIL COMMENTS
Keil wanted to remind council that city clerk evaluations were due to the tabulation team no
later than Friday, July 20, 2018 at 5:00 p.m.
McClure requested that evaluations be sent to Keil and McClure.
CITIZEN COMMENTS —None
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS —None
EXECUTIVE SESSION
Motion (Casagranda/Towsley) Go into Executive Session to discuss matters
pertaining to potential liability for alleged
defamatory accusations regarding the City
Manager's conduct.
Motion Passed Unanimous
City Attorney Holly Wells and City Attorney Katie Davies were invited to remain.
Council went into Executive Session at 9:01 p.m.
Council came out of Executive Session at 9:57 p.m.
Council found there was no merit to the allegations raised and directed Davies to provide a report at
the July 23, 2018 council meeting to summarize the findings.
Motion (Casagranda/Seese) Go into Executive Session to discuss matters
pertaining to allegations of City Manager
and misconduct.
In response to Squires, Wells said this executive session would address allegations made
about the city manager. Davies added that the city manager had expressed a desire to have this
discussion in public.
Squires stated that the city manager was not present tonight because he received a threat
against his person earlier this evening and was not comfortable being present tonight.
McClure thought,under the circumstances,this discussion should be postponed in order to
allow the city manager to be present.
Motion to Postpone (McClure/Keil) Cancel this executive session, and bring it
back as a regular discussion item on the
August 13,2018 council agenda.
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City of Seward,Alaska City Council Special Meeting Minutes
July 18, 2018 Volume 40, Page
Motion to Postpone Passed Unanimous
ADJOURNMENT
The meeting was adjourned at 10:09 p.m.
Brenda J. Ballou, MMC David Squires
City Clerk Mayor
(City Seal)
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City of Seward,Alaska City Council Meeting Minutes
July 23, 2018 Volume 39,Page
CALL TO ORDER
The July 23, 2018 regular meeting of the Seward City Council was called to order at 7:00
p.m. by Mayor David Squires.
OPENING CEREMONY
Lt. Doreen Valadez led the Pledge of Allegiance to the flag.
ROLL CALL
There were present:
David Squires presiding and
Marianna Keil Ristine Casagranda
Sue McClure Suzanne Towsley
Sharyl Seese
comprising a quorum of the Council; and
Jim Hunt, City Manager
Brenda Ballou, City Clerk
Will Earnhart, City Attorney
Absent—Horn
CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR
PUBLIC HEARING
Mike Ritz asked if the city government had been shut down last Tuesday and if the city hall
building had been closed; and if so, he wondered why.
Patrick Messmer was president of the Alaska Public Employees Association (APEA) and
wanted to speak about the proposed cost of living increase(COLA)for employees; on behalf of the
members, he wished council would move forward and approve the resolution.
Joe Tougas was the owner of Catalyst Marine Engineering;his business was approaching its
10t' anniversary in August. Just today, Tougas learned he would be the recipient of the Federal
Maritime Administration's 2018 small shipyard funds-matching grant;this would allow Tougas to
purchase a Flow Mach 500 Water Jet which was a cutting machine that could cut through virtually
any material and would be the only one of its kind on Alaska.
Lynda Paquette thanked council for the road signs and the brush cutting on Lowell Point
Road; it improved the traffic flow.
Carol Griswold was dismayed by what was happening with the city's employees; valuable
employees were still leaving the city. She hoped the grievance policy would move forward tonight,
and encouraged council to adopt an exit interview policy, as well as a 360 degree evaluation.
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City of Seward,Alaska City Council Meeting Minutes
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Griswold wanted code reviewed as it related to termination, and she wanted city employees to feel
protected.
APPROVAL OF AGENDA AND CONSENT AGENDA
Motion (Keil/Casagranda) Approval of Agenda and Consent Agenda
Keil pulled Resolution 2018-062 and Resolution 2018-063 from the agenda.
Keil added an item to Other New Business to schedule a work session to discuss an area-wide utility
board.
Motion Passed Unanimous
The clerk read the following approved consent agenda items:
Approval of July 9, 2018 Regular Meeting Minutes.
Appoint Bruce Jaffa to the Port&Commerce Advisory Board(PACAB)with a term to expire
July, 2021.
SPECIAL ORDERS,PRESENTATIONS AND REPORTS
Proclamations & Awards
Recognizing Linda Lasota for her service on the Historic Preservation Commission.
Chamber of Commerce Report.Cindy Clock reported that the 91 st Mount Marathon Race
had been successful, and a new record had been set for the women's downhill portion at just over 11
minutes.The Kenai Peninsula Tourism Marketing Council(KPTMC)was currently restructuring to
accommodate the $206,000 budget cut for 2018. The chamber was creating a new position in
September called Events Logistics Coordinator. The Silver Salmon Derby would kick off on
Saturday, August 11, 2018 to a minus 2.8 foot tide; small boats would be able to launch, but not
larger ones.
In response to Squires, Clock said she would consider having the new position bring in
conferences and special events.
City Manager Report.Jim Hunt reported the following purchase orders between$10,000
and $50,000 have been approved by the City Manager since the last council meeting: None
The second annual Alaskaman Extreme Triathlon was last weekend and was very successful.
Telalaska was working on laying fiber optic cable today in the downtown area.
Hunt stated he was providing council with his official resignation notice,thirty(30)days in
advance.
Assistant City Manager Ron Long said this would be his last city council meeting,and that
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City of Seward,Alaska City Council Meeting Minutes
July 23, 2018 Volume 39,Page
it had been his honor and privilege to work with a fine bunch of people.
City Planner Jackie Wilde and Harbormaster Norm Regis presented Long with a ship's
bell, and Wilde read a farewell message.
Regis reported that the 330-Ton Travelift was back up and running today.
In response to Casagranda, Hunt confirmed that city hall was not shut down last Tuesday.
In response to Towsley,Hunt said he cancelled the visit from the Division of Community and
Regional Affairs (DCRA) representative.
In response to Towsley, Hunt said city hall was not on lock down at all last week, and the
utility counter closed at 4:00 p.m. daily.
Other Reports,Announcements and Presentations —None
PUBLIC HEARINGS
Ordinances for Public Hearing & Enactment
Ordinance 2018-003, To Revise Seward City Code 3.40, Grievance Procedure.
This ordinance was introduced on June 25, 2018, had a public hearing on July 9, 2018 and was
postponed, and is coming tonight for a second public hearing and enactment.
Motion (Kell/Casagranda) Enact Ordinance 2018-003
Hunt said administration had no changes to recommend.
Notice ofthe 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.
Motion to Postpone (Keil/McClure) Postpone Ordinance 2018-003 to the August
13,2018 meeting.
McClure recommended having all the amendments from council be submitted ahead of time
to allow time to be researched and considered.
Motion to Postpone Passed Yes: McClure, Towsley,Keil, Squires
No: Casagranda, Seese
Squires requested that any proposed amendments to this ordinance be submitted in writing to
the city clerk and administration no later than Tuesday, August 7, 2018.
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City of Seward,Alaska City Council Meeting Minutes
July 23, 2018 Volume 39,Page
Resolutions Requiring Public Hearing
Resolution 2018-053,Authorizing The Competitive Sale Of The Property Described As West 1/2
Of Lots 19 And 20,Block 30 Original Townsite Of Seward,Tax Parcel ID No. 14813010,408
Madison,For The Amount Of$40,052 To Mary Lutz In Accordance With Seward City Code
Section §7.05.
Motion (Keil/Casagranda) Approve Resolution 2018-053
Long said he had had many discussions about this property and wished to wait until after the
public hearing to elaborate.
Notice ofthe public hearing being posted and published as required by law was noted and the public
hearing was opened.
Bill Mans wished to express his concerns again for this resolution. He said this resolution
had been pulled three times previously,and this was now his fourth time speaking.He requested the
city locate the sewer line across the property before moving forward. Mans did not object to anyone
wishing to build on that property, but he wanted his adjacent property to be protected. He asked
council to not approve this resolution until all the water, electric, and sewer easements had been
identified.
No one else appeared to address the Council and the public hearing was closed.
Long referred to Mans' letter of July 16, 2018 which suggested the city had violated code.
Public hearing notice requirements had been upheld, there were no easement issues related to this
property because it was not a public use/parcel, and the city had offered the property as is and where
is. In the event that Mans' sewer line crossed onto the 408 Madison property, then that would be a
trespass issue and would have to be settled between the property owners.Long read from an email he
received today from the potential new owner, Mary Lutz,who stated that her intention was to start
building next year,and she intended to dig a basement. Lutz indicated that she was satisfied with the
current arrangements.
In response to Seese,Long said the water and sewer lines from Mans'property may encroach
on 408 Madison inside the setbacks,at best,but he was confident the lines did not actually cross over
the property.
Motion Passed Yes: Keil, Casagranda,McClure, Squires
No: Towsley, Seese
Resolution 2018-061,Authorizing The Assignment,Assumption And Amendment Of The
Ground Lease With Vigor Alaska, LLC, For The Real Property Described As Lots 1-A
And 3, Block 7, Fourth Of July Creek Subdivision Seward Marine Industrial Center,
Seward Ship's Drydock Replat,According To Plat 2002-22,Seward Recording District,
Third Judicial District, State Of Alaska, To JAGAlaska, Inc., The Assumption Of The
Lease By JAG Alaska, Inc. And Amendments To The Ground Lease.
Motion (Keil/Casagranda) Approve Resolution 2018-061
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City of Seward,Alaska City Council Meeting Minutes
July 23, 2018 Volume 39,Page
Long said Vigor wished to assign their rights, interests, and responsibilities of their current
lease to JAG, the city wished to make some adjustments to the lease language to tighten it up, and
JAG wished to assume the lease.
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 Casagranda, Long said the list of city assets was not included in the lease
itself, the Maintenance & Operating Agreement covered all facilities except the land, and the land
was covered in the lease.
In response to Towsley,Long said administration had considered providing a credit for local
hiring, however, JAG had not requested this consideration. Towsley preferred having specific
language included in the lease to encourage and promote local hiring;her concern was accountability
of the company.
Council suspended the rules to speak with Doug Huff from JAG.
Doug Huff stated that his intention was to hire as many locals as possible,and JAG would be
interested in receiving a credit as an incentive to hire local.
Council went back on the rules.
Motion Passed Unanimous
Resolution 2018 062,Authorizing The City Manager-To Enter-into A Lease With Exit Alar-ine-,
LLC For Bloeli 5 Fourth Of july Cr-eek Subdivision,Seward Alar-ine industrial Center-,Kenai-
Peninsula Borough,Plat No.97 27 Seward Reeor-ding Distr-iet,Third judieial Distr-iet,State Of
Alaska.
This resolution was pulled from the agenda.
Resolution :2018 063 4uthorizing The Cify Manager To Enter liato A Lease M4th Exit Mariiae5
LLC For The Unsubdivided Seetion Of Rloek 6 Fourth Of july Creek Subdivision, Seward
Marine industrial Center-, Kenai Peninsula Borough, Plat No. 97 27 Seward Reeor-ding
Distriet, Third judieial Distriet, State Of Alaska.
This resolution was pulled from the agenda.
UNFINISHED BUSINESS
Resolution 2018-034, Authorizing A Cost Of Living Increase Of 2.1% For 2018 And A
Separate 2.1% For 2019 For All Non-IBEW Employees With The Exception Of The City
Manager And City Clerk,And Appropriating Funds.
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City of Seward,Alaska City Council Meeting Minutes
July 23, 2018 Volume 39,Page
The original motion was made by Casagranda and seconded by McClure on April 9, 2018, and then
postponed to July 9, 2018. This item was postponed a second time to July 23, 2018, and has one
amendment pending.
Motion to Amend (Casagranda/Towsley) Amend the title of Resolution 2018-034 by
adding the words,"and any employees who
received external equity in the past two
years," after the words, "...and city
clerk..."
Long said this amendment would affect nine employees; as well, there were two positions
currently where one position received external equity and the other did not.Long said several of the
external equity considerations were about 3%.
In response to Squires,Earnhart said that some employees could legally be excluded from the
pay scale and this COLA, but Earnhart agreed with Long that the impact of excluding a few
employees raised others issues, including concerns about discrimination.
In response to Towsley
Motion to amend withdrawn with no objection from council.
Council recessed at 8:37 p.m.
Council resumed at 8:41 p.m.
Motion to Amend (Casagranda/Keil) Amend Resolution 2018-034 in Section 1 by
striking "April 9, 2018" and replacing it
with "July 23,2018".
Motion to Amend Passed Unanimous
Main Motion Passed Unanimous
NEW BUSINESS
Resolution 2018-064, Authorizing The Assignment, Assumption And Amendment Of The
Maintenance And Operating Agreement Of The Shiplift And Dry Dock Area To JAG,Alaska,
Inc.
Motion (Keil/Casagranda) Approve Resolution 2018-064
Long stated this resolution went along with the ground lease resolution that was passed
earlier tonight.
Motion Passed Unanimous
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City of Seward,Alaska City Council Meeting Minutes
July 23, 2018 Volume 39,Page
Other New Business
Discuss and give to direction to the City Attorney to hire outside counsel,Anchorage attorney
Joe Levesque,to review the recall petition against Towsley.
Council directed the City Attorney firm of Birch Horton Bittner & Cherot to review the recall
petition against Towsley.
Discuss supporting the Chamber of Commerce's request for Silver Salmon Derby sponsorship.
Council directed the city manager and city clerk to pay$2,500 each towards the sponsorship cost to
support the Silver Salmon Derby.
Schedule a work session to discuss an area-wide utility board.Council scheduled a work session
on Monday,August 27,2018 at 5:30 p.m. and directed the city attorney to provide an informational
memo in advance of the work session.
INFORMATIONAL ITEMS AND REPORTS
Ongoing City Projects and Goals.
COUNCIL COMMENTS
Casagranda apologized to the city clerk for not submitting her evaluation in a timely
manner;she furnished the completed evaluation to the city clerk. Casagranda thanked Jim Hunt and
looked forward to working with him for the next 30 days. She thanked the citizens for their
involvement in the proceedings, and welcomed JAG to the community. Casagranda commended
administration for the work they did to develop the Seward Marine Industrial Center(SMIC).
Seese said she would miss Ron Long and Jim Hunt;they had done a good j ob. She welcomed
JAG.
Towsley echoed the sentiments of thanking the public for their involvement, as well as the
work of administration.
Squires congratulated Joe Tougas on achieving the grant award; he encouraged Tougas to
keep growing and expanding his business. He thanked Ron Long for his service; he had been a big
part of the community for many,many years. Squires was disappointed that Jim Hunt submitted his
resignation, and had been impressed with how he had represented Seward in Juneau and
Washington,DC. He read a statement from the city attorney's office stating that the outcome of the
executive session on July 18, 2018 that addressed "potential liability for alleged defamatory
accusations regarding the City Manager's conduct" was determined to be without merit.
Casagranda added that,with tonight's resignation of City Manager Jim Hunt,she intended
to call for a special meeting very soon.
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City of Seward,Alaska City Council Meeting Minutes
July 23, 2018 Volume 39,Page
CITIZEN COMMENTS
Patrick Messmer thanked council for passing the COLA for the city employees;it was much
appreciated.
Carol Griswold mentioned that there would be a retirement parry to honor Ron Long on
Monday, July 30,2018 from 12:00—2:00 p.m. in council chambers. She thanked Ron Long for his
work.
Valarie Kingsland thanked everyone on council for their public service;she knew it wasn't
easy. She thanked Ron Long for his character, guidance, and direction.
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS
Hunt thanked Ron Long for his work;he said Long had improved him as a human being and
as a manager. Hunt looked forward to going tuna fishing with Long in Baja.Hunt went on to read a
statement regarding his resignation;he said it had been an honor and a privilege to serve the citizens
of Seward. Hunt said he had received an offer for another job.
EXECUTIVE SESSION
Motion (Keil/McClure) Go into Executive Session to evaluate the City
Clerk.
Motion Passed Unanimous
Council invited the city clerk to remain.
Council went into Executive Session at 9:30 p.m.
Council came out of Executive Session at 10:28 p.m.
Squires stated that council was pleased with the city clerk's performance,and would set goals for the
city clerk at an upcoming public meeting.
ADJOURNMENT
The meeting was adjourned at 10:29 p.m.
Brenda J. Ballou, MMC David Squires
City Clerk Mayor
(City Seal)
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City of Seward,Alaska City Council Special Meeting Minutes
July 26, 2018 Volume 39,Page
CALL TO ORDER
The July 26, 2018 special meeting of the Seward City Council was called to order at 5:30
p.m. by Mayor David Squires.
OPENING CEREMONY
Lt. Doreen Valadez led the Pledge of Allegiance to the flag.
ROLL CALL
There were present:
David Squires presiding and
Marianna Keil Ristine Casagranda
Sue McClure Suzanne Towsley
Sharyl Seese
comprising a quorum of the Council; and
Brenda Ballou, City Clerk
Will Earnhart, City Attorney (telephonically)
Absent—Horn
CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR
PUBLIC HEARING
Bruce Jaffa thanked Jim Hunt and Ron Long for their service and their accomplishments.
Lynda Paquette thought any major decisions should be postponed for a week due to the full
moon. In April,2017 a proclamation was presented to recognize We Love Us which was intended to
create peace and harmony in the community; she wanted the community to be at peace and for
everyone to put aside their emotions.
Carol Griswold emailed council this morning with suggestions relating to the city manager
position unfilled for a period of time; she wished council would be stringent in their search.
Griswold thought it would be fiscally responsible to leave the Assistant City Manager position
unfilled for the time being. She was dismayed to learn that the city manager had put a department
head into Acting City Manager status for a day, and essentially hired himself as the new Assistant
City Manager. Griswold was concerned that this attempt was pushing the edges of ethics and
legality, and she encouraged council to make the city manager's resignation effective immediately.
Mike Ritz encouraged city council to accept the resignation of the city manager, and to ban
him from future employment with the city.He was concerned thatthe recall application submitted by
the city manager would cost the tax payers money. Ritz thought that the use of a police officer to
deliver a termination notice to the home of an employee was a gross mishandling of public funds.
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City of Seward,Alaska City Council Special Meeting Minutes
July 26, 2018 Volume 39,Page
Further, the terminated employee was later trespassed from city hall and not allowed to attend a
council meeting.
Wadeen Hepworth thought it was time for the city manager to go, and that it should be
effective immediately.In business,when someone turned in a resignation,it usually went into effect
immediately.
Iris Darling concurred with Carol Griswold,particularly about not hiring a new assistant city
manager position; the city had been fine for many, many years without having an assistant city
manager.
APPROVAL OF AGENDA
Motion (Keil/Casagranda) Approval of Agenda
Casagranda requested to remove the last-minute addition of the executive session from the agenda.
Her objection to having this added was that it went against code because it was not timely.
In response to Squires, City Clerk Brenda Ballou stated that the city attorney had requested to add
the executive session today because he considered it to be of critical importance,but that it was up to
council to approve the agenda.
Keil felt it was important to hear out the city attorney because there may be a legal issue to consider.
Towsley agreed it was important to listen to the attorney, but was more concerned that this action
was outside of city code.
McClure requested to hear a justification for this request from the attorney.
City Attorney Will Earnhart stated that it was absolutely essential,and actually required under the
city's insurance policy,for council to hear what the attorney had to say regarding the city manager's
resignation. Earnhart stated for the record that neither he nor his firm had any interaction with the
city manager surrounding the appointment of a department head to acting status and the subsequent
hiring of the city manager as the new assistant city manager.
Earnhart said that at 12:30 p.m. today, City Manager Jim Hunt withdrew his application for the
assistant city manager position.
McClure thought that it was important to hear what the city attorney had to say before moving ahead.
Towsley stated that Hunt was not present at tonight's meeting, and was concerned with having an
executive session. In response, Earnhart said council was technically not in compliance, but the
timing was extremely difficult and the risk to the city would be greater by not having the executive
session.
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City of Seward,Alaska City Council Special Meeting Minutes
July 26, 2018 Volume 39,Page
hi response to Casagranda, and in relation to Horn's absence at tonight's meeting, Earnhart
confirmed that a waiver of absence from a special meeting could be submitted before or after a
special meeting.
Motion to Postpone (Keil/McClure) Postpone the special meeting until a five-day
notice can be provided.
Keil thought a five-day notice would allow the public to have proper notice.
In response to Squires,Earnhart said council had ten calendar days from the date of written notice of
resignation to exercise the option to either terminate immediately, or else the city manager would
remain for thirty (30) days.
Casagranda thought there were a lot of members of the public in attendance,and felt there had been
adequate notice provided. Towsley concurred.
Keil was concerned that by moving forward with this meeting,council would be putting the citizens
and the city in financial risk. If the meeting was not postponed,she said she would leave the meeting.
Motion to Postpone Failed Yes: McClure,Keil, Squires
No: Casagranda, Seese, Towsley
Keil left the meeting.
Main Motion Passed Unanimous
The agenda was approved,to include the executive session.
Squires directed the city clerk to contact the absent council members Horn and Keil to request their
presence at tonight's meeting. Towsley objected.
Motion to Appeal (Towsley/Casagranda) Appeal the decision of the presiding officer to
contact the absent council members Horn
and Keil.
Motion Failed Yes: McClure, Seese, Squires
No: Casagranda, Towsley
Council recessed at 6:23 p.m.
Council resumed at 6:30 p.m.
The city clerk reported out: The city clerk called Council Member Horn at 6:25 p.m.;there was no
answer and the mailbox was full so no message could be left. The city clerk called Vice Mayor Keil
at 6:25 p.m.; there was no answer and the clerk left a voice mail requesting Keil to return to the
meeting on behalf of the council.
SPECIAL ORDERS,PRESENTATIONS AND REPORTS —None
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City of Seward,Alaska City Council Special Meeting Minutes
July 26, 2018 Volume 39,Page
EXECUTIVE SESSION
Motion (McClure/Seese) Go into Executive Session to discuss matters,
the immediate knowledge of which would
clearly have an adverse effect upon the
finances of the City.
In response to Casagranda, Earnhart confirmed that the reason for this executive session was in
response to a threat against the city by the city manager.
Motion Passed Yes: Seese, Towsley,McClure, Squires
No: Casagranda
Council invited City Attorney Will Earnhart(telephonically)to remain.
Council went into Executive Session at 6:36 p.m.
Council came out of Executive Session at 6:57 p.m.
NEW BUSINESS
Resolution 2018-065,Accepting The Resignation Of City Manager James Hunt And Setting
The Terms For His Departure From City Employment.
Motion (Casagranda/McClure) Approve Resolution 2018-065
McClure recommended council accept the effective date of August 22,2018,as stated in the
resignation letter. Seese agreed that council should accept the letter, but thought it should be
effective immediately.
Primary Motion to Amend (Seese/Casagranda) Amend Resolution 2018-065 in Section 1 by
striking the words,"...on August 22,2018"
and replacing them with the words,
"...effective immediately."
Secondary Motion to Amend(Squires/Casagranda)Amend Resolution 2018-065 in Section 1 to
read, "The resignation of the city manager
is accepted and the employment agreement
between the City of Seward and James
Hunt for City Manager services shall
terminate on August 22,2018."
Secondary Motion to Amend Passed Yes:McClure,Towsley,Casagranda,Seese
No: Squires
Primary Motion to Amend Failed Yes: Seese, Towsley, Casagranda
No: McClure, Squires
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City of Seward,Alaska City Council Special Meeting Minutes
July 26, 2018 Volume 39,Page
Main Motion Passed Yes: Towsley,McClure,Casagranda,Seese
No: Squires
Other New Business
Discussion of hiring process, deadlines,and appointment of members to negotiate a contract
for an interim city manager:
1. Memorandum by city clerk
2. City manager job description
3. Seward city manager public recruitment notice for advertising in the newspapers
4. Interim city manager contract(example enclosed for Marvin Yoder dated December,
2006)
Casagranda was concerned that the employees would not be overloaded with work, and that
hiring an interim city manager was held expeditiously.
Earnhart said the Alaska Municipal League(AML)had a list of interim city managers who
were readily available to step in and fill the role of interim city manager.
McClure stated that there has been a public expression of waiting until after the October,
2018 election to conduct the hiring process
Council directed the city clerk to make the following updates to the public notice of the Interim City
Manager Opening: strike the words,"area wide year-round population 5,000"and replace it with the
words, "city-wide population of approximately 2,700"; add the words, "...and parking" to follow,
...streets,parks&recreation"; change the average number of cruise ships from 50 to 73;and,strike
the words, "Required to be a resident of the City of Seward..." and replace it with the words,
"Required to reside in the City of Seward...".
Council directed the city clerk to make the following updates to the Interim City Manager
Employment Agreement:under Rates of Pay and Terms of Agreement,change the first paragraph to
read, "[Name] agrees to devote full time on behalf of the City and not engage in any other business,
unless approved by council, and have overall responsibility and authority designated under Seward
City Code (SCC) 3.05.015."; change the rate of pay to "[Blank]" per month; change the rate of
annual leave accrued to "[Blank]" per month of service or "[Blank]" hours per year; and, under
Housing/Moving Expenses, change the words to read, "...a one-time sum of [Blank] for moving
expenses...".
Discuss the process for advertising and hiring an Interim City Manager, and direct the city
clerk to advertise for the position.
Council directed the city clerk to advertise the job opening in the Seward Journal on August 1 & 8,
2018,and also in ADN for one time each of those two weeks.As well,council directed the city clerk
to advertise the job opening online in the following places by Monday,July 30,2018: International
City Managers Association(ICMA)website,Alaska Municipal League(AML)website, Seward City
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City of Seward,Alaska City Council Special Meeting Minutes
July 26, 2018 Volume 39,Page
News,MyAlaska website, and optionally on the International Institute of Municipal Clerks(IIMC)
website, and the Alaska Association of Municipal Clerks (AAMC)website.
Council set the deadline for receiving Interim City Manager applications on Monday, August 13,
2018 at 5:00 p.m.
Schedule a work session to conduct public interviews for Interim City Manager applicants.
Council scheduled a work session to conduct public interviews for Interim City Manager applicants
on Thursday, August 16, 2018 at 5:15 p.m.
Council would hold a special meeting immediately following the adj ournment of the work session to
discuss the candidates.
Direct the City Manager to coordinate with the Division of Community and Regional Affairs
(DCRA) to schedule a review of administration, personnel, and city council by a Local
Government Specialist.Direction previously given May 29, 2018.
Council directed the city manager to coordinate this review.
INFORMATIONAL ITEMS AND REPORTS —None
COUNCIL COMMENTS
McClure thanked everyone for coming tonight and said she appreciated the involvement.
Towsley thanked everyone for coming to take part in the process. Moving forward, she
wanted to proceed with what was best for the city.
Squires thanked Hunt for his service to the city and thought he did a good job for the city;
there were a lot of projects underway that still needed attention. He thanked everyone for coming
tonight and staying through the meeting, and thanked the attorney for his advice tonight. Squires
thanked Bruce Jaffa for being reappointed to PACAB.
CITIZEN COMMENTS
Bruce Jaffa said it was a very interesting meeting tonight; tonight's topic was one of the
most important roles for council to attend to. The city manager had a tremendous responsibility and
had to make important decisions. Although he lived out of town, Jaffa said he had heard many
confusing things from citizens — he cautioned council to not get caught up in the minutia, and
encouraged everyone to keep their eye on the big picture and what was best for the community of
Seward.
Cheryl Seese wanted to say for the record that Jim Hunt had not been treated fairly or with
respect and dignity; she thought that was very wrong. She did not understand the point of council's
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City of Seward,Alaska City Council Special Meeting Minutes
July 26, 2018 Volume 39,Page
discussions tonight if they weren't going to carry through with their actions. She expected more,and
wanted to know how she could support council and the community.
Carol Griswold was pleased that the city attorney was not part of the city manager's attempt
to become the assistant city manager, and she was pleased that the city manager had withdrawn his
application for assistant city manager. She was displeased that the job description had not been
updated for the interim city manager position. She wished the next city manager contract would
contain all strikeouts and updates. Griswold wondered why there was no administration
representative at the dais tonight. She wished council would not allow the hiring of the assistant city
manager position.
Mike Ritz thanked council for enduring what they had gone through. Whether or not he
agreed with council,he appreciated their service and time and effort.He encouraged an outside audit
of financial records.
Lynda Paquette referenced Margaret Wheately who was a consultant in corporate behavior.
Wheately recommended that leaders have three focuses: pay exquisite attention to relationships;
restore thinking, cooperation, and teamwork in the work place; and, have a personal, individual
practice to bring peace into your daily life.
Becky Dunn wanted to recognize Police Lieutenant Doreen Valadez as her retirement
approached in April,2019,and said it was important to encourage female police officers.Dunn also
wished to dispel the rumor she heard that people from outside of city limits could not speak at
council meetings because for 30 years, she lived outside the city and had always felt very
comfortable speaking to council and administration throughout the years.
Jason Ebberson wanted to see council consider opting back into the Alaska Public Relations
Act(PERA).
Cheryl Seese wanted to add that,regarding qualifications for the next city manager,part of
what was important was to create relationships on the state and federal level; she thought Hunt had
done a good job with that.
COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS
Casagranda said the best way to support council was to communicate with council. She
encouraged citizens to contact her,and also to offer solutions. She agreed that she would not like to
have the assistant city manager position filled at this time in order to allow a new city manager to
hire. Casagranda thanked Carol Griswold for her ideas and suggestions, particularly with the
recommendation for striking through the city manager contract language in order to be more
transparent. She encouraged everyone to start changing the story for Seward,and provide positivity.
Casagranda would support having more female officers.
Squires concurred that the contract should show strike outs.He agreed with having diversity
on the police force. Squires said Hunt had informed him yesterday that he would be in Anchorage
today.
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City of Seward,Alaska City Council Special Meeting Minutes
July 26, 2018 Volume 39,Page
ADJOURNMENT
The meeting was adjourned at 8:32 p.m.
Brenda J. Ballou, MMC David Squires
City Clerk Mayor
(City Seal)
70
Interim City Manager Interview Questions
1. Describe your background and experience. What have been the areas of emphasis?
2. Describe your management style in relation to communicating, decision making, morale
building and effecting change.
3. What do you think the primary role of the City Manager should be relative to the City
Council, communicating with staff, involvement with the community in civic
organizations and accessibility to the public?
4. What methods of communication do you use to provide information/updates to the
Council, staff and general public?
5. To what extent do you believe community contact with citizens and citizen groups are
important?
6. Describe your thoughts on the role of government and the relationship to the private
sector.
7. How would you support businesses that are established in town?
8. Present your views on human resource management, including team building and the role
of the department heads.
9. How would you go about assessing the strengths and weaknesses of the City, and
identifying opportunities to improve?
10. What do you believe are your most significant achievements or accomplishments to date?
NOTES
71
CITY CLERK GOALS
July,2018—March,2019
CLERK'S Proposed GOALS
July, 2018-March, 2019
• [Hire and] train new Administrative Assistant for clerk's office
• City Clerk and Deputy City Clerk attend Alaska Association of Municipal Clerks
(AAMC) Conference (November, 2018)
• Administrative Assistant attend AAMC "Nuts & Bolts" session (November, 2018)
• Clerk serve on AML Assistance Committee during AML Conference (November, 2018)
• Conduct a complete, detailed physical inventory of the Transient Vault(records)
• Prepare and perform a records destruction for all approved records through year-end
2017/2018
• Address code issues that were identified in the DCRA audit/assessment report, including:
- Refining code language to allow departments to house their own contracts and
leases
- Removing code language the refers to clerk having access and/or responsibility
for securities/funds
- Work with Public Works Director to assess and amend language in SCC
13.01.020 regarding permits
- Work with HR to assess and amend language in SCC 2.01.015 regarding workers
compensation claims
• Conduct training for council, boards & commissions, as needed and/or as requested
• Work with Community Development to update Fee Schedule
• Work with ACM and PW to conduct ADA accessibility analysis of city hall (DOE)
• Facilitate the hiring process for an Interim City Manager
• Facilitate the hiring process for a permanent City Manager
Longer Term (or, as opportunity presents itself)
• I_f the city decides to create/adopt a comprehensive social media account, the clerk is
prepared with a vendor for social media records retention called Archive Social; this is a
cost-effective product that would capture activity on all social media accounts for
records retention purposes; would require a budget amendment.
• The clerk has researched and recommended cost-effective improvements to the city
website through the current vendor CivicPlus; the clerk would work in cooperation with
MIS to facilitate the transition of content onto the new platform; the result would be a
mobile-app friendly website, and an improved look & feel; would require a budget
amendment.
• Work with LaserFiche on two important issues: 1) performing a "restore" security
exercise on the electronic records, to include the metadata, images, and text; and, 2)
upgrading and migrating the database repository to a full SQL database platform to make
72
CITY CLERK GOALS
July,2018—March,2019
the processing and access of records more efficient and improve performance; may
require budget amendment.
• Conduct a complete, detailed inventory of the Permanent Vault
• Clerk attend IIMC Conference (May, 2019)
• Clerk attend FEMA Public Information Officer (PIO) training in Emmitsburg, MD; cost
of training would be reimbursed in full by FEMA grant monies; would require that the
clerk complete the remaining pre-requisites (online training):
- IS0042 Social Media in Emergency Management
- IS0201 Forms Used for the Development of the Incident Action Plan
- IS0247.a Integrated Public Alert& Warning System (IPAWS)
- IS0250.a Emergency Support Function 15 (ESF 15) External Affairs: A New
Approach to Emergency Communication & Information Distribution
- IS0702.a National Incident Management System (NIMS) Public Information
Systems
- G0289 PIO Awareness, or IS-29 PIO Awareness online course
- G0291 JIS/JIC Planning for Tribal, State & Local PIOs (received notice this will
be held at end of September, 2018 in Silky)
- IS0248 Integrated Public Alert & Warning System (IPAWS) for the American
Public, or IS0251 Integrated Public Alert & Warning System (IPAWS) for
Alerting Authorities
- ISO120.a An Introduction to Exercises
- IS0242.b Effective Communication
- IS0650.a Building Partnerships with Tribal Governments
- IS0660 Introduction to Public-Private Partnerships
- IS0909 Community Preparedness: Implementing Simple Activities for Everyone
COUNCIL'S GOALS FOR CLERK
July,2018-March,2019
73
REQUESTS FOR PUBLIC RECORDS
City Clerk's Report
Updated for August 13,2018 City Council meeting
PENDING REQUESTS
DATE REQUESTED BY DOCUMENT REQUESTED EMAIL SENT TO CITY MANAGER&ASSISTANT EMAIL SENT TO RESPONSE NOTES
RECEIVED (Summary) CITY ATTORNEY PROVIDED
CITY MANAGER
June 1 Diana Rhodes Police Report Yes No Pending
June 11 Jana Lage Police Report Yes No Pending
Dates of contact between
July 5 Wolfgang Kurtz city and Peninsula Yes No Pending
Communications
Financial transactions
July 5 Wolfgang Kurtz between city and Peninsula Yes No Pending
Communications
July 5 Wolfgang Kurtz Lease between city and Yes No Pending
Peninsula Communications
(1)Emails between
Community Development
July 12 Kyle Walker and council re:sign code Yes No Pending
violation;(2)list of code
violations maintained by
Community Development
July 16 John Moline Noise Ordinance Yes No Pending
Exemption Letter
July 18 Marcy Brown Police Report Yes No Pending
July 30—all regular bus lic
July 25 Kris Erchinger All current active business Yes No Partially copies delivered to finance;16
licenses fulfilled hours staff time to date from
clerk's office
Emails to/from council re:
July 25 Kyle Walker Hunt's resignation and/or Yes Yes Pending
Hunt's application for ACM
August 1 Suzanne Towsley Security Tape Footage Yes No Pending
(1)Email form HR that Jim
Hunt was appointed ACM;(2)
Notice of ACM position
reopened;(3)Announcement Partially 1-3 fulfilled;awaiting response
August 3 Kyle Walker that ACM position was filled; Yes Yes fulfilled for 4 by city attorney
(4)July/August emails
between HR and city manager
re:ACM position
74
REQUESTS FOR PUBLIC RECORDS
City Clerk's Report
Updated for August 13,2018 City Council meeting
COMPLETED REQUESTS
DATE REQUESTED BY DOCUMENT REQUESTED EMAIL SENT TO CITY MANAGER&ASSISTANT EMAIL SENT TO RESPONSE NOTES
RECEIVED (Summary) CITY ATTORNEY PROVIDED
CITY MANAGER
June 18 Lisa Henry Police Report Yes No July 5 5 minutes
June 19 Brad Snowden ASLC As Built&Plat of Yes No July 24
old Ferry Dock
June 21 Brad Snowden Plat of Green Belt(South Yes No July 24
End)from Adams south
June 29 Katy Soelleis Police Report Yes No July 5 15 minutes staff time—no
charge
June 29 Elizabeth Police Report Yes No July 10 10 minutes
Schwendeman
July 2 Wolfgang Kurtz Lease for Peninsula Yes No pending Withdrawn July 5
Communications
July 2 Lexis Nexis Police Report Yes No July 16
July 3 Marcy Brown Police Report Yes No July 16
July 6 Elizabeth Dunn Police Report Yes No July 10
July 6 Travis Robbins Police Report Yes No July 10
July 6 Bill Campbell Police Report Yes No July 16
July 6 Lexis Nexis Police Report Yes No July 16
July 10 Michael Ritz Recall Petition Application No Yes July 10
against Suzi Towsley
July 10 Kyle Walker Recall Petition Application No Yes July 10
a amst Suzi Towsle
July 10 Lexis Nexis Police Report Yes No July 16
July 12 Lexis Nexis Police Report Yes No July 12
Business License
July 16 John Moline Application for his own No No July 16
business
75
REQUESTS FOR PUBLIC RECORDS
City Clerk's Report
Updated for August 13,2018 City Council meeting
DATE R QU STED BY DOCUMENT REQUESTED EMAIL SENT TO CITY MANAGER&ASSISTANT EMAIL SENT TO RESPONSE NOTES
RECEIVED (Summary) CITY ATTORNEY PROVIDED
CITY MANAGER
July 17 Sharon Dillon Police Report Yes No July 18
July 17 Lexis Nexis Police Report Yes No July 18
July 17 David Paperman Police Report Yes No July 18
July 18 Gryphon Stephens Police Report Yes No August 2
July 19 Daniel Heckman 2008-2017 Utility Tariffs Yes No July 28
July 23 Claudine Anague Building Permits Jan 2018 Yes No July 31
to present
July 23 Kyle Walker Police Report Yes No July 25
July 23 Lexis Nexis Police Report Yes No July 24
July 23 Lindsay Hixon Police Report Yes No July 25
July 24,2018—City Clerk's office received email from City Manager Jim Hunt requesting that all police reports be sent directly to Lt. Valadez going forward
July 24 Carol Griswold Nightly Lodging businesses Yes No August 6
July 24 Carroll O'Neal Business start date Yes No August 6
July 25 Donna Zahina Police Report No No July 25
July 26 SEC Jean Paul Police Report No No August 1
Simoneau
July 26 Kyle Walker Assistant City Manager Yes No July 30
Applications
July 30 Carol Griswold ACM Application and Yes No July 30
Resume for Jim Hunt
July 30 Elizabeth Dunn Police Report No No July 31
July 30 Carroll O'Neal Building Permits Yes No July 31
August 7 Carol Griswold Lodging Bus Lic No No August 7
76
CITY PROJECTS & GOALS
Updated for August 13, 2018 City Council meeting
The following list of City Council projects and goals was reviewed, discussed, and updated at the February 12,
2018 City Council meeting.
1. ADA ACCESSIBLE PARKING AT CITY HALL
Council directed the city clerk to provide a history of why the location for municipal elections
was moved from City Hall to the K.M. Rae Building, as it related to ADA accessibility. City
Clerk history and status provided February 27, 2018. First floor restrooms currently under
renovation to provide one large ADA-accessible family restroom, in addition to one men's and
one women's restroom. The first floor restrooms in City Hall were completed May 14, 2018.
Fifth Avenue parking is not practical due to challenges with grade and distance; Adams Street
parking must be reserved for Police Department access; Public Works is currently researching
the feasibility of a modification to the SE corner of the back lot, as well as modifications to
second floor restrooms.
Clerk's office received ADA analysis kit from Division of Elections (DOE); clerk will work with
Public Works Director Doug Schoessler, and Assistant City Manager Brennan Hickok, to
perform the analysis (currently scheduled for August 16)
2. SET LOCATION FOR SATELLITE FIRE STATION AND PUBLIC WORKS
BUILDING
Administration is currently reviewing a concept public private proposal to house the Quint
(ladder truck) on the city-side of the bay.
3. DISCUSSION ON AIR FORCE RECREATION CAMP SITE
Council held a joint work session with the Planning & Zoning Commission on February 28,
2018. Directed administration to have Community Development bring forward multiple land
use concepts. (Previous council work session was held September 25, 2017). April 9, 2018 work
session to discuss development concepts. Following April 9, 2018 work session, administration
has initiated the rezone of the property to Auto Commercial (AC), the replatting of lots
generally as presented at the work session, and the creation of a subdivision and utility
development plan.
4. SALTWATER HEAT PUMP PROJECT
The state capital budget approved $725,000 for this project; currently awaiting Governor
Walker's signature. Administration is working with the design engineer to update costs and ROI
models in order to identify any potential funding shortfall and prepare strategies for additional
funding sources, if necessary.
5. ENERGY EFFICIENCY OF CITY HALL
6. GROUND TRANSPORTATION FOR AMBULANCE SERVICES
Directed administration to provide an update on ground transportation for ambulance services.
7. ANIMAL SHELTER IMPROVEMENTS
(Council passed Resolution 2017-035, Authorizing Replacement Of The Roof Of The Seward
Animal Shelter, In An Amount Not To Exceed$6,851.00, And Appropriating Funds.) March 19,
77
2018 work session; directed administration to look into potential locations and funding options.
Resolution 2018-049 approved at the May 29, 2018 meeting, authorizing the creation of the
Animal Shelter Relocation Fund and approving start-up funds.
8. RESEARCH ELECTED/APPOINTED OFFICIAL TELECONFERENCING
POSSIBILITIES FOR MEETINGS
Directed the city attorney to provide advice on teleconferencing possibilities for elected and
appointed officials. City Attorney opinion provided February 14, 2018.
9. UPDATE THE KPB TSUNAMI WARNING MESSAGE TO INCLUDE SPECIFIC
REFERENCE TO THE LOCAL RADIO STATION (91.7/106.1)
Directed administration to provide an update on the status of modifying the tsunami warning
announcement to include specific radio information, and also request the borough add a sticker
to their brochures which identifies the Seward radio station. Resolution 2018-019 designated
KIBH-FM 91.7 as the city's official radio station for emergencies, and authorized the City
Manager to work with borough to include radio station information in tsunami warning
broadcasts.
10. INCENTIVIZE FAMILY ENTERTAINMENT-TYPE BUSINESSES TO COME TO
SEWARD
It.AFFORDABLE HOUSING(INCLUDING SUMMER WORKER HOUSING)
Council will hold a work session in May, 2018.
(Previous council work sessions were held on May 22, 2017, June 12, 2017, and July 11, 2017)
12. SEWARD COMMUNITY HEALTH CARE CENTER EXPANSION
Directed administration to provide an update on the Seward Community Health Care Center
expansion. March 12, 2018 council meeting authorized to pay up to $1,500 in travel expenses
for Jean Bardarson to travel with city representatives to Washington, DC in April, 2018 (April
14-18, 2018 trip to Washington, DC)
13. BUILDING MAINTENANCE
14. LED LIGHT CONVERSIONS
15. EXPLORE POSSIBILITIES FOR CREATING A REVENUE STREAM FOR THE
ANIMAL SHELTER AND SOS PETS
16. PURSUE AVENUES TO INCREASE WINTER RECREATION OPPORTUNITIES
17. CONDUCT CITY-WIDE DISASTER EXERCISE TO INCLUDE MOVING
RESOURCES, EVACUATION FO THE PUBLIC, ENGAGING OUTSIDE AGENCIES,
AND PUBLIC INFORMATION DISSEMINATION
18. EXTEND CITY UTILITIES INTO VIABLE AREAS TO SUPPORT FUTURE
RESIDENTIAL HOUSING
78
COUNCIL COMMITTEES
1. February 26, 2018, council created an Ad Hoc Committee consisting of Council Member Horn,
Council Member Casagranda, and Mayor Squires to work with administration to develop a
Request for Proposals for conducting a third party investigation of city personnel matters.
Update: At the May 29, 2018 council meeting, the city manager was directed to contact the
DCRA and arrange for an audit of administration, personnel, and council. Based on the results
ofthat event, council will decide whether or not to continue with this committee.
79
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21 22 23 24 25 26 27 18 19 20 21 22 23 24
28 29 30 31 25 26 27 28 29 30
Sun Mon Tue Wed Thu Fri Sat
Sep 30 Oct 1 2 3 4 5 6
7:00pm 10:30p 12:00pm 2:00p
m P&Z Mtg m PACAB
o (Council Mtg
Chambers)
O
0
m
a
V S EVjAI<\
E LA;�--1701 J
7 18 1 9 110 11 112 13
7:00pm 10:30p
m CC Mtg
(Chambers)
M
r`
V
O
14 15 16 17 18 19 20
6:00pm 9:30pm 12:00pm 2:00p HOLIDAY-_Off)
P&Z WS m PACAB
(Chambers) Work Session
N (Chambers)
V
r-I
V
O
21 22 23 24 25 26 27
7:00pm 10:30p
m CC Mtg
(Chambers)
N
N
V
O
28 29 30 31 Nov 1 2 3
m
O
Z
00
N
V
O
Josephine Paukan 2 7/31/2018 5:06 PM
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