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11262018 City Council Packet
Seward City Council Agenda Face 10 W6 , Seward Police Chief Tom Clemons Taking Oath for International Association of Chiefs of Police Executive Board Monday, November 26, 2018 City Council Chambers Beginning at 7:00 p.m. 1963 1965 2005 The City of Seward,Alaska CITY COUNCIL MEETING AGENDA 1-AmedcaC; y . {Please silence all cellular phones during the meeting} November 26, 2018 7:00 p.m. Council Chambers David Squires 1. CALL TO ORDER Mayor Term Expires 2019 2. PLEDGE OF ALLEGIANCE Sue McClure 3. ROLL CALL Vice Mayor Term Expires 2019 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Suzi TOwsley [Those who have signed in will be given the first opportunity to speak. Time Council Member is limited to 3 minutes per speaker and 36 minutes total time for this agenda Term Expires 2019 item.] Jeremy Horn 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval of Consent Agenda passes all routine items indicated by asterisk Council Member (*). Consent Agenda items are not considered separately unless a council Term Expires 2019 member so requests. In the event of such a request, the item is returned to the Regular Agenda] Sharyl Seese Council Member 6. SPECIAL ORDERS,PRESENTATIONS AND REPORTS Term Expires 2021 A. Proclamations and Awards 1. Recognizing Ristine Casagranda for eight years of John Osenga service to the Seward City Council Council Member 2. Recognizing Lee Poleske for receiving the Term Expires 2021 Contribution to Alaska History Award B. Borough Assembly Report Kelley Lane C. Chamber of Commerce Report Council Member D. City Manager Report ......................................... Pg 4 Term Expires 2020 E. City Attorney Report ....................................... Pg. 19 F. Other Reports and Presentations 1. Planning and Zoning Commission Quarterly Report Jeff Bridges (Commissioner Fleming) Interim City Manager 2. Alaska Municipal League (AML) Travel Report by Mayor Squires and Council Members Seese, Osenga, Brenda Ballou and Lane ............................................. Pg. 20 City Clerk 3. White House Tour and Federal Priorities Roundtable Travel Report by Mayor Squires ................ Pg. 22 Will Earnhart 4. Obihiro Delegation Report ............................... Pg. 26 City Attorney City of Seward, Alaska Council Agenda November 26, 2018 Page I 7. PUBLIC HEARINGS —None 8. UNFINISHED BUSINESS —None 9. NEW BUSINESS A. Resolutions 1. Resolution 2018-086, Supporting The Transportation Priority To Be Considered For Grant Funding; To Be Submitted To The State Of Alaska, Department Of Transportation And Public Facilities. (McClure) .................................... Pg. 28 2. Resolution 2018-088, Approving A Grant Agreement Between The City Of Seward And The Alaska Department Of Commerce, Community, And Economic Development Division Of Community And Regional Affairs For A Designated Legislative Grant In The Amount Of$1,073,441.46 For Hazardous Material Removal, Site Remediation, And Construction Of A Memorial At The Site Of The Jesse Lee Home. ....................................................................................... Pg. 29 3. Resolution 2018-089, Authorizing The City Manager To Accept Alaska Energy Authority Grant 97091242 In The Amount Of $725,000 For The Design And Construction Of A Ground Source Heat Pump Which Will Draw Heat From The Resurrection Bay To Heat A Heating District Containing Four City Buildings, With Potential For Future Expansion And Authorizing A City Match Of $157,497 For A Total Project Cost Of$882,497 And Appropriating Funds. ....................... Pg. 69 4. Resolution 2018-090, Authorizing The City Manager To Hire Term Employees For The Seward Police Department Who Elect To Forego Health And/Or Retirement Benefits, At A Higher Hourly Rate Of Pay Utilizing Benefit Savings, To Attract Qualified Employees. ................................................................... Pg. 107 5. Resolution 2018-091, Awarding A Contract For Custodial Services To Ingersoll Enterprises. ................................................................................ Pg. 111 B. Other New Business Items *1. Approval of the October 19, 2018 City Council Special Meeting Minutes (Declaration ofEmergency). ........................................................................... Pg. 125 *2. Approval of the October 19, 2018 City Council Special Meeting Minutes (Land & Water Conservation Fund Grant). .................................................... Pg. 128 *3. Approval of the October 22, 2018 City Council Regular Meeting Minutes. Pg. 131 *4. Approval of the November 9, 2018 City Council Special Meeting Minutes (Transco). ............................................................................................. Pg. 139 *5. Approval of the November 9, 2018 City Council Special Meeting Minutes (Alaska SeaLifeCenter). ........................................................................ Pg. 142 6. Schedule a work session (in December) to review and discuss mid-cycle budget amendments. City of Seward, Alaska Council Agenda November 26, 2018 Page 2 10. INFORMATIONAL ITEMS AND REPORTS (No Action Required) A. On-going City Project and Goal List. .............................................. Pg. 144 B. September, 2018 Financial Reports for the City of Seward and Providence Seward Medical and Care Center. ........................................................... Pg. 148 C. Clerk's Report on Public Records Request through November 20, 2018. Pg. 240 11. COUNCIL COMMENTS 12. CITIZEN COMMENTS 13. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS 14. EXECUTIVE SESSION A. Go into Executive Session to report on Orion litigation status. (Per SCC 2.10.030) 15. ADJOURNMENT City of Seward, Alaska Council Agenda November 26, 2018 Page 3 CITY OF SEWARD Jeff Bridges,Interim City Manager P.O. Box 167 Telephone (907)224-4047 Seward,AK 99664 Facsimile (907) 224-4038 MANAGER'S REPORT October 19, 2018—November 16,2018 The following purchase orders in the amount of$5,000.00 or more have been approved by the City Manager since the last council meeting: DATE DEPT TO WHO WHAT FOR AMOUNT 10/24/18 Electric Your Clean Energy LLC Lowell Creek Hydro $88,000.00 Feasibility & Cost Analysis Study 10/24/18 Water Jaffa Construction Lead Paint Abatement— $206,731.00 Lowell Canyon water tank 11/08/18 SMIC Sewer Kevin Young Repairs to Ground Water $6,500.00 Infiltration 11/08/18 SMIC Spenard Builders Supply The building package for $16,366.59 the washdown pad at SMIC 11/08/18 Library PCMG, Inc. Meraki Equipment $10,490.38 ADMINISTRATION October 15,2018 9:00 am— Teleconference with Kent Dawson, State Lobbyist and Brennan Hickok, Assistant City Manager for update. 1:30 pm —Meet with department heads in preparation for negotiations with APEA/ SPEA. 2:30 pm — Tour of Sea View October 16, 2018 9:00 am—Meeting with Public Works Director 11:30 am—Meeting with resident 1:30 pm —Meeting on the Lowell Canyon Hydro Project 5:00 pm — Open house regarding Seward Highway Improvements (miles 17-22.5) October 17, 2018 8:00 am—Meeting with Andy Baker and Brennan Hickok on heat loop project. 9:00 am— Staff meeting 12:00 pm —PACAB October 18,2018 8:00 am—Radio Interview 6:00 pm — Civic Engagement October 19,2018 10:00 am—Meeting on the Animal Shelter Project 12:00 pm — Council WS and Special Meeting 2:30 pm —Discuss flooding issues with state lobbyist Kent Dawson October 22, 2018 11:00 am - Meet with Police Chief 7:00 pm - City Council Meeting October 23, 2018 9:00 am—Meet with Public Works Director 10:00 —Teleconference—Blue Economy 11:00 —Copier vendor October 24,2018 9:00 am— Staff meeting 12:00 — Senator Murkowski - Conversation and tour, Lowell Creek and other issues 4:00 —Meeting with Electric Operations Supervisor October 25,2018 8:30 am—Meeting with Fire Chief 9:00 am—Meeting with Jeri Nipp—Kenai Fjords Tours 11:00 am—Brad Snowden 2:00 pm —Meeting on Electrical Department matters October 26,2018 9:00 am—Meeting with resident 12:00 am— Chamber Lunch October 29, 2018 9:00 am— Teleconference with Army Corp of Engineers and Brennan Hickok regarding status of Lowell Point Tunnel Project October 30, 2018 9:00 am—Meeting with Public Works Director 10:00 am— Teleconference—Blue Economy 11:00 am—Meeting with Brennan Hickok, Assistant City Manager and Kris Krause, State Lobbyist representative. 1:00 pm—Meeting with Brannon Nichols, IBEW Representative October 31,2018 9:00 am— Staff meeting 11:00 am—Meeting with Library/Museum Director 2:00 pm - Meeting with Tara Riemer, Alaska Sea Life Center November 1,2018 12:00 pm —Meeting with resident 2:00 pm — Teleconference with BDO (City Auditors) November 2,2018 9:00 am— Tour of Spring Creek Correctional Facility 1:00 pm —Meeting with resident November 5,2018 11:00 am—APEA Negotiations November 6,2018 9:00 am—Meeting with Public Works Director 12:00 pm — Teleconference—Rodney Peach, US Rural Development 1:00 pm — Teleconference with Assistant City Manager Hickok and the Army Corp of Engineers—initial planning meeting for Spring emergency management table top exercise. 5:00 pm — Short term lodging meeting November 7,2018 9:00 am— Staff meeting 12:00 pm —PACAB 6:30 pm —Historic Preservation Meeting November 9,2018 12:00 pm - City Council Work Session. November 10,2018 All day—Library/Museum open house. 6:00 pm —Fundraiser at American Legion 7:00 pm —Fundraiser—Alaska Sea Life Center November 12-15, 2018 Alaska Municipal League Conference, Anchorage Notes There is a table top emergency management exercise being planned for the spring of 2019. Thereafter there should be a live drill within the community. Planning for that will commence after the table top exercise. There will be an open house on Wednesday, December 12, 2018 from 5:00 pm —7:00 pm at the K.M. Rae Building to present the Seward Airport Improvement Project Draft Environmental Assessment. On Wednesday, November 28, 2018 beginning at 8:15 am the Council Members are invited on a tour of the city's facilities. Transportation for the Council will be provided. The required public notice has been published. HARBOR • The harbormaster conducted meetings with Hamilton Construction and R/M for the Breakwater project on 11/1 - 11/8 and 11115. • All fenders are installed and the bull rail is one section shy of being completed. • The new Fishermen's float is waiting on flex hose for completion of the water system on the float. • The Electrical components are here and ready for installation. • Once the electrical and water are done, the top of the ramp trestle will be landscaped and ready for use. • The 330 ton Travelift pit will have the paving of the drive way completed in the spring when other paving projects are done. • The harbormaster conducted construction meeting with PND and Hamilton Construction on 11/6 and 11/20 for the South Harbor Launch Ramp. • The South Harbor Launch Ramp is closed and the uplands utilities are complete and we are eager for the next phase. • S float is closed for the winter. Hamilton will be using it for staging their barge to work on the south launch ramp pilings and some underwater work. • The SMIC yard is filling up and the venders in the surrounding areas are continuing to expand bringing in new customers. PUBLIC WORKS It is winter again. Don't get a ticket for parking downtown on Tues and Weds mornings. ** Please take note of the Seasonal "No Parking" signs that were installed last year on 3rd 4th and 5th Aves. This parking pattern will allow snow and ice removal once per week from road edges. The weekly snow and ice removal will improve the effectiveness of the gutters and storm drains. ---------------------------------------------------------------------------------------------------- REMEMBER THERE IS "NO PARKING" WEEKLY ON ONE SIDE OF THE ROAD FOR 3"4Tx AND 5Tx AVENUES FOR THE WINTER SEASON. EAST side of road WEST side of road PARKING I PARKING TUESDAYS WEDNESDAYS Z : 00 AM Z :00 AM TO 8: 00 AM TO 8 :00 AM OCT 15 - APR 15 OCT 15 - APR 15 Director: Pass the word about the seasonal "no parking" downtown as snow days are near. This is the 2nd year for this program. It worked very well last year. Teamed with City Manager and multiple agencies on"Flood Emergency" work from the heavy rainfall. We attended FEMA Grants Portal training in Anchorage to learn how to more efficiently get through the FEMA system. Gave updates at Flood Board meetings. Worked with Railroad to remove gravel debris from the Lowell Creek Bridge area. Water,Wastewater Utilities: Wastewater personnel finished the yearly sewer flushing. Lagoon reports have been good despite the high levels from rain. The high ground water pressure washed out grout around pipes for the sewer lift stations at SMIC. We were able to hire a specialist from Anchorage to do an emergency repair. That repair cut the lift station pump hours from 17+hrs/day to 7hrs/day. Streets: We had almost 12 inches of rain in the third week of October. Gravel debris from the tunnel nearly topped the Lowell Creek Bridge as City crews and local contractors worked day and night to clear the creek. Gravel debris removal is ongoing to clear the material so there is room for new gravel from the next storm event. Rain has continued off and on since the storms with only a few nights of freezing temps that we had to sand the streets. We were able to clear some blockage to the 2nd Ave culverts that drain to the lagoon. The water level behind the culverts dropped a few feet. Shop: Snow tires are installed on City vehicles. One Volvo 90 loader is being repaired. The front axle is removed, and internal bearing repairs are being completed in the shop. Repairs should be completed in a few days. The sander trucks are all ready for use for the winter. Buildings: Antiquated thermostat controls have continued be a problem at City Hall and the Annex. Boiler adjustments are also being made to try to maintain a more consistent temperature in the buildings. Yearly fire extinguisher inspections are complete in City buildings and vehicles. a .a> i �t`f 1 • lwu � a a 2ND Ave Culverts and creek Wow! That was exciting! Great teamwork! PARKS AND RECREATION Teen Rec Room • Attendance for the month of October through 10/25 0 73 middle school and 18 high school students for a total of 91 attendees o Special event attendance: ■ Middle School Masquerade—20 ■ Cross-Country Team Dinner—20 • Total October Attendance: 131 • Projects o Organizing activities and music for high school dance party o Replacing fire exit doors o Planning event calendar for November/December o Contacting local sports teams to host team dinner Sports &Recreation Fall 2018 Competitive Volleyball League played their third league matches Wednesday, Oct. 24. • Tony's defeated Marine Debris in two games 25 to 19, ad 25 to 12 o In the second match,Alehouse won two matches to one against Just Play. First game was won 25 to 20 Just Play, second game was won 25 to 20 Alehouse, and final game was won 15 to 12 Alehouse. Alehouse is currently our league Leader. • Fall 2018 Rec Volleyball League played their second game Monday, Oct 22 • First-- Spikeadelic vs Thais What She Said. Spikeadelic Won Both Matches • Second --Number 3 vs Shoreside Supremes. Number 3 Won Both Matches • Third --Delicate Feelings vs Boomers. Boomers Won First match,Delicate Feelings Won Second match, Boomers Won Third Tie braking match. • SPRD Sauna is open to adults. The Sauna is open Tuesday through Thursday, 6:30 to 8:30, with alternate hours for male and female visitors. Call 224-4054. • SPRD is seeking adult Rock Wall volunteers to learn and teach, 224-4054. • Adult indoor Archery league short-season will start soon. Volunteers,please call 224-4054. The winter adult long season will begin after the New Year in January. This program is only affordable through the donated efforts of adult volunteers. Email sprdgCilyofSeward.net • Athletes who can officiate volleyball or basketball are encouraged to contact SPRD at 224-4054. Parks and Rec staff will forward officials' contact information to our vendor who will contract and schedule and pay sports officials. Campground & Park Maintenance • The City of Seward is now accepting payment for cemetery plot reservations. Individuals pay $500 per cremains or burial site in the new cemetery section. See forms online at www.cityofseward.us/cemetery. Teen Youth Center • Halloween Carnival- Big success again this year. Cash event was easier on prep work and wrap up work. There was very little difference in money from the last few years. Special thanks to our volunteers whom without we would not be able to put on such an event. Also, our co- Sponsors AK Railroad, AVTEC and Seward Leadership Council. • After School Program is increasing in numbers slowly. We are able to provide transportation to those who participate in After School Sports to our program at 4:15. • Schools Out Day Camps are strong. 0 21 kids attended each of the 2 days of camp in November. • Leadership Council is hosting the community movies snack stand on Friday 11/9. Paid Parking Department is closed for the winter. We will continue to collect and invoice unpaid parking tickets. COMMUNITY LIBRARY AND MUSEUM Seward Community Library& Museum Director's Report October 2018 Statistics • 10,282 Front Door Counter • 122 Museum Admission • 12 Programs • 3,349 Alaska Library Catalog Circulation for Seward • 543 Library Users in Seward • 480 Alaska Digital Library Circulation for Seward • 9 Interlibrary Loan Requests • 25 Passport Applications • 21 Notaries • 10 Proctored Exams • 66 Room Uses • 1,159 Public Computer Sessions NEWS AND UPDATES Wish Tree Book Donation Program November 10 to mid-January,Library Don't miss our annual Wish Tree Program is a partnership between the Library & Museum and the Seward Community Library Association to provide the opportunity for community members to sponsor new books for the Children, Junior, and Young Adult collections. Last year, 41 books were sponsored. Our goal is to have 100 books sponsored this holiday season! For the first time there will be three Wish Tree locations: The Seward Community Library& Museum (upstairs), the Resurrect Art Coffee House, and the Alaska SeaLife Center. Visit the Library Front Desk for more information or to sponsor a book. Books may also be sponsored through the SCLA website at www.friendsofsclm.org. 2018 Library Museum Open House Report It was a fun and busy 5ch Annual Open House on November 101hI The door counter reached 703, 79 people of all ages visited the Museum, 160 visitors signed up for the raffle drawings, and 131 food items were donated for our local food bank and forgive overdue fines. Everyone enjoyed live music by Sue McClure, who played the organ in the Museum Exhibits, and Jim Pfeiffenberger, who played a variety of instruments in the Library. Congratulations to all who were present to win the random drawings and big congratulations to Gregg Reinke who won the Kindle Fire and to Esther Stoltz who won the $100 Amazon Gift Card! Thank you to everyone who joined us for this memorable occasion. We thank the many volunteers and sponsors who helped to make this favorite community program a success! We couldn't have done it without your help! Volunteers helped to greet guests,play live music,prep and stock food, beverages and the hot chocolate bar, and with craft activities such as paint the rock, mini book making and bookmark collage activities. We also thank the local businesses who donated special drawing prizes. We'll recognize them in our next report. You can still stop by and share your Favorite Seward Place on our interactive board in the Atrium. Museum admission will also continue to be free all winter, Fri-Sat, Noon-5pm until mid-May. Research Room Computer Equipment Updated! A new Dell computer purchased with OWL (Online With Libraries) funds from the Alaska State Library, has been installed in the Research Room. The memory in the current Dell computer has also been updated to improve functionality. Both computers are now equipped with a full Microsoft Office Suite 2016 and both are now connected to the printer/scanner located in the Research Room. Also available is a high speed document scanner to make short work of larger scanning projects. The Research Room computers are not timed and the room may be reserved for up to two hours at a time. This small room is perfect for working on resumes, applying for jobs, conducting research, studying, taking online classes, taking proctored tests, small group meetings, online meetings and online phone calls or video calls. The microfilm reader has also been reconnected to a computer and is fully functional. Our local newspaper microfilm collection goes as far back as 1904. Use our Alaska Newspaper Project notebook to help you with your research. The Research Room also houses a rare book collection with limited access and in library use. It includes a special collection of 67 books featured in the Alaska Historical Society publication: The Alaska 67:A Guide to Alaska's Best History Books, donated by Oliver Backlund. We also have a selection of local yearbooks and welcome donations to help complete our collection. Contact the Library Front Desk for more information. The Gateway computer that was in the Research Room will become a public access computer near the library front desk,joining the other four computers reserved for usage by adults. There is also one public access computer in the Children's Room, two in the Junior Area and one in the Young Adult Room, reserved for youth in that age group. We also have four public access laptops for use (bring your ID). These public access computers are timed for 45 minutes of use at a time and do not require a library card to use. We thank the Alaska State Library and the OWL Project for their support and for the equipment provided through their generous grants! Last but not least, the Research Room was dedicated to Margaret"Jackie" Deck, Seward librarian, for her 27 years of service, 1962-89, when the Library & Museum reopened in its new location in 2013. Thank you to Lee Poleske for the framed photo and 1989 resolution honoring Mrs. Deck and her legacy at the library after her passing in 2017. UPCOMING PROGRAMS Play Time Saturday 12:00pm-4:00pm, Children's Room Each week has a new theme and selection from our Children's collection. The themes from over the past three weeks have been: llamas,pirates, & Daniel Tiger. Books and toys that fit each theme are pulled out with coloring sheets and puzzles for visitors to enjoy. Come each Saturday to see our newest theme for Play Time. Story Time Fridays at 1lam, Children's Room We have a holiday surprise coming to Story Time in the month of December! Jungle Safari 12/7. Laura Woodward from the Alaska Sea Life Center will be coming back to Story Time! Our ASLC Partnered Story Time will be Whales: Orcas vs Humpbacks on 12/14. We will also be enjoying a, and Pirate Adventures 12/28 in the month of December as well! Be sure not to miss it! NalloWriMo (National Novel Writing Month) Tuesday,November 27, 6:30-8pm,Meeting Room November is National Novel Writing Month and small BUT mighty local group of writers are on the verge of completing their 50,000-word novel! This group has meet at total of 7 times in the past month brain storming and encouraging each other over chocolate and pizza! Their final hurrah will occur at the Apollo Restaurant for their Thank God It's Over (TGIO) Party on Saturday, December 1 at 6:30pm. Congratulations to the brave souls who have joined in this epic writing challenge of the year! Lunch Bunch Wednesday,November 28 at 12:30-1:30pm,Young Adult Room and Community Room The November Lunch Bunch will get a quick and easy doodle drawing lesson. Come have your children bring the current book they are reading to discuss and a sack lunch to the library. Museum Drop-In Craft Saturday,December 8,Noon-4pm,Museum Kitchen Table Join us at the Library & Museum for Second Saturday and create a seasonally themed craft in the Museum, and enjoy FREE Museum Admission. This month's craft will be a fun paper roll snowman and will be available noon to 4pm on both Friday and Saturday that weekend. All ages welcome! Seward Community Book Club Saturday,December 15 at 1lam,Meeting Room The Community Book Club will discuss H is for Hawk by Helen Macdonald in December. This brilliant memoir of the darkest time in the author's life walks through her time dealing with the grief from the sudden loss of her father. Macdonald steps away from her life to spend months alone training and hunting with a goshawk, one of the most difficult and wildest raptors. Patrons can pick up a copy at the Library Front Desk. Regular patrons may access the audiobook or ebook through the Alaska Digital Library at adl.overdrive.com for FREE using their library card number and PIN for instant access. Don't forget to bring a tasty dish to share! Social Security 101: Everything You Wanted to Know About Social Security 2019 January-May,Noon-1:30pm, Meeting Room Back by popular demand for the coming year of 2019! Mark your calendars for these up and coming FREE OWL workshops from Social Security. These workshops will answer questions like: When are you eligible to receive retirement benefits? How does early retirement affect your benefits? Do you qualify for disability, survivors, and spouse benefits? How do you get the most from your benefit? What is the future of Social Security? When should you file for Medicare? Learn how to use my Social Security online account and other online services. Visit www.socialsecuriiy.gov/myaccount to create a My Social Security account to print out a Social Security Statement before attending the workshop. 2019 Social Security 101 Workshops Tuesday, January 15, 2019 Tuesday, February 12, 2019 Tuesday, March 12, 2019 Tuesday, April 9, 2019 Tuesday, May 14, 2019 Visit the Library& Museum website for more information, calendar of events and current updates on hours and closures. www.cityofseward.us/libmus ELECTRIC Number of new Job Orders started since Jan. 1, 2018: (45) *HIGHLIGHT* The Electric Department is co-sponsoring a state-wide sixth through eighth grade education initiative with REAP (Renewable Energy Alaska Project) called the Power Pledge Challenge which is intended to raise the students' knowledge and understanding of energy usage and conservation. Several sixth-grade classes from the Seward Middle School participated on October 25th and results are still pending but prizes are awarded by school, region and state ... go Silvers! End of Construction Season (tentative end of construction is 10/19) - As always, the electric department will attempt to install/construct as many new jobs as the weather allows. - Due to weather conditions, as of 11/19, the crew is still working on customer jobs Please contact the electric department if anyone becomes aware of a street light out using `Seward Listens!' on the City's website homepage. The crew will start fixing these as time allows, but please be patient with us as we continue to focus on getting job orders complete before freeze up. The Line Crew continues to do clearing along Nash Road when weather and time from new jobs allow. And as construction season winds down, they continue to do an excellent job processing job orders and customer/service requests during the end of season crunch. The Line Crew has started preparing and repairing the Christmas lights and decorations (twinkies) for the downtown and harbor areas and with the exception of a final safety/functionality check the tree on the hill is ready to go. Andy Baker of YourCleanEnergy and Michael Maloney of Canyon Hydro were in Seward Tuesday 10/16 and Wednesday 10/17 and completed the site review portion for the Lowell Creek Canyon Hydro study and met with the Electric Department and other affected/involved City personnel and departments to discuss plans and issues. FINANCE The finance department has finalized the list of all City personal property to be sold in the upcoming surplus sale. The list is available for review on the City's website and there are more than 350 individual items being sold. The reduced winter seasonal electric utility rates will take effect on the bills going out at the end of November. The Seward Public Utility rates will decline for Residential customers from $0.11533 to $0.0797 resulting in an estimated $19.60 per month savings for the average residential customer(assuming 550 kWh usage), for the City's portion of the bill only. The Small General Service customer rate will decline from $0.12344 to $0.09017. The Cost of Power Adjustment(Chugach portion of the bill) will increase on November's bill from $0.0887 to $0.1098 based on an overall 14.96%increase in the Chugach bill. The Fuel Adjustment Factor(charged only to Special Contracts) will increase from $0.0682 to $0.0837. Chugach Electric is passing along a rate increase of 1.45% (demand rate increases from $13.17 to $13.36; energy charge increases from $0.01314 to $0.01333)which gets passed along directly to Special Contract customers. The success rate for automated meter reading has reached 96% and as remaining older meters are replaced pending delivery of ordered meters, will eventually reach 100%. Finance staff have attended training in November related to public employees' retirement system benefits and system changes and enhancements to our financial accounting system software. Staff have nearly completed the creation of a data room to contain electric utility-related statistical and financial data. Subject: Notice of Availability of Draft Environmental Assessment: Seward Airport Improvements Project Good afternoon- The Alaska Department of Transportation and Public Facilities (DOT&PF) announces the availability of the Draft Environmental Assessment(EA) for the Seward Airport Improvement Project(Project No: Z548570000) in the Kenai Peninsula Borough. The proposed project is located on USGS Quad Map Seward A-7, Sections 34 and 35 in Township 1N, Range 1W and Sections 2 and 3 in Township 1S, Range 1 W, Seward Meridian, latitude 60.1301629 N, longitude -149.4178817 W. The Draft EA addresses the proposed action and potential economic, social, and environmental effects. The proposed action would: • Construct a new paved 75 feet by 3,300 feet runway with a 150 feet by 3,900 feet runway safety area and install riprap to protect from erosion • Relocate Taxiway B and extend and reconfigure Taxiways C and F • Resurface portions of the existing paved apron • Reconstruct the remainder of the existing paved apron • Construct a gravel pad and install a lighted wind cone with segmented circle • Construct a gravel pad and install a secondary lighted wind cone • Construct gravel pads for future navigation aids • Construct a new electrical equipment building • Install new property fencing • Construct a new float plane channel and access road • Close, Runway 13-31. remove pavement and lighting (embankment will remain) • Remove Taxiways A, D, and E (including embankments) • Remove and regrade existing Runway 16-34 for drainage • Dispose of material within airport boundaries • Selectively clear and grub vegetation A public open house meeting to present the Seward Airport Improvement Project Draft EA will be held on Wednesday,December 12,2018 from 5:00 pm to 7:30 pm at the K.M. Rae Marine Education Building located at 125 Third Avenue in Seward. The Draft EA is available for review at the DOT&PF Central Region office located at 4111 Aviation Avenue in Anchorage and at the Seward Community Library located at 239 6th Avenue in Seward. The Draft EA is also available on the DOT&PF website at: www.dot.state.ak.us/creg/sewardairport. If you have questions or require additional project information,please contact Barbara Beaton, P.E., Project Manager at 269-0617. If you have questions or require additional environmental information, please contact Renee Goentzel, Environmental Analyst III, at 269-0714. Thank you. Robin Reich, President Environmental Planner Solstice Alaska Consulting, Inc. 2607 Fairbanks St. #B Anchorage, AK 99503 907.929.5960 Cell: 907.903.0597 www.solsticeak.com Hi Everyone, DMV I just wanted to put this out there to do my best to get the word out to the public... the DMV hours are going to be VERY limited through the Holidays as I have a lot of travel going on. We do have someone in the works to fill the full-time position, but she will need extensive training that will not start until January. So, baring anything unexpected happening these are the hours that I will be in the DMV through the month of January! Thanks for helping let people know that I am doing my best to be here for them! Let me know if you have any questions! Mandi DMV NOV2018 DMV HOURS SUN MON TUE WED THU FRI SAT O1 02 03 CLOSED OPEN 9:00-4:00 LUNCH 12:30-1:30 04 05 06 07 08 09 10 OPEN CLOSED OPEN CLOSED OPEN 9:00-4:00 12:30-4:00 9:00-4:00 LUNCH LUNCH 12:30-1:30 12:30-1:30 11 12 13 14 15 16 17 CLOSED CLOSED OPEN CLOSED CLOSED VETERANS 12:30-4:00 DAY 18 19 20 21 22 23 24 CLOSED CLOSED CLOSED CLOSED CLOSED 25 26 27 28 29 30 CLOSED CLOSED OPEN CLOSED OPEN 12:30-4:00 9:00-4:00 LUNCH 12:30-1:30 DEC2018 DMV HOURS SUN MON TUE WED THU FRI SAT 01 02 03 04 05 06 07 08 CLOSED CLOSED CLOSED CLOSED OPEN 9:00-4:00 LUNCH 12:30-1:30 09 10 11 12 13 14 15 OPEN CLOSED OPEN CLOSED OPEN 9:00-4:00 12:30-4:00 9:00-4:00 LUNCH LUNCH 12:30-1:30 12:30-1:30 16 17 18 19 20 21 22 OPEN CLOSED OPEN CLOSED CLOSED 9:00-4:00 12:30-4:00 LUNCH 12:30-1:30 23 24 25 26 27 28 29 CLOSED CLOSED CLOSED CLOSED CLOSED 30 31 CLOSED JAN2019 DMV HOURS SUN MON TUE WED THU FRI SAT O1 02 03 04 05 CLOSED CLOSED CLOSED CLOSED 06 07 08 09 10 11 12 OPEN CLOSED OPEN CLOSED OPEN 9:00-4:00 12:30-4:00 9:00-4:00 LUNCH LUNCH 12:30-1:30 12:30-1:30 13 14 15 16 17 18 19 OPEN CLOSED OPEN CLOSED OPEN 9:00-4:00 12:30-4:00 9:00-4:00 LUNCH LUNCH 12:30-1:30 12:30-1:30 20 21 22 23 24 25 26 OPEN CLOSED OPEN CLOSED OPEN 9:00-4:00 12:30-4:00 9:00-4:00 LUNCH LUNCH 12:30-1:30 12:30-1:30 27 28 29 30 31 OPEN CLOSED OPEN CLOSED 9:00-4:00 12:30-4:00 LUNCH 12:30-1:30 Birch Horton Bittner & Cherot a professional corporation William A. Earnhart Respond to Anchorage Office T 907.263.7285 • F 907.276.3680 wearnhart@bhb.com November 19, 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 October 1, 2018 through October 31, 2018 Dear Mayor and City Council: The following summarizes our activities as City Attorney during the period October 1, 2018 through October 31, 2018: 1. General Matters: The City Attorney's office worked on various matters during the month of October, including providing personnel issues and pay plan advice; participating in a number of discussions regarding public records and conflicts of interest; providing an opinion in regard to election procedures; providing advice in regard to contract terms and conditions; providing advice in regard to past personnel issues; and attending Council meetings. 2. Labor negotiations: We continue to advise and participate in negotiations to protect the City's interests regarding the new SPEA contract and have actively assisted in resolving several disputes with IBEW. The total number of hours billed by the firm on general matters was 38 hours, for a value of less than $8,500. Please contact me if you have any questions or desire further information on any of the matters discussed above. Sincerely, BIRCH HORTON BITTNER & CHEROT William A. Earnhart WAE:kat cc: Jeff Bridges, Interim City Manager 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 507486\1006\00768255 Mayor's trip report for AML Conference (Nov 2018) 1 attended the Alaska Conference of Mayors (ACoM) on Tuesday, November 13th. The meeting had the usual business formalities. We had a briefing from the AML lobbyists,Ray Gillespie, who talked about the recent election, status of the State's budget, statusof capital budget, community revenue sharing, PERS & TRS and the PF . A lot of things still are unanswered because of the new Administration needing to fill positions and then set priorities. Governor-elect Dunleavy stopped in to address the Mayor's and stated his desire to work. with local government. He wants to explore Alaska's resources to keep Alaskans working. The Lieutenant Governor-elect Meyer made his appearance at the evening's meet & greet. Items discussed at the meeting were: Broad-based taxes (Income & Sales tax), potential PERS changes, reducing costs of energy, Innovative Readiness Training (a military training program to assist communities) and online municipal sales tax. Briefly, wha came out of these discussions was, little support for a state-wide sales tax, some support for the state income tax, will wait a see what the new Administration wants to do with PERS & TRS, various suggestions mainly the gas line project held a lot of the discussion, IRT - need to look into this opportunity for our community (a lot of con truction projects underway or completed), discussions on the online sales tax went on for two hours. The group wants a committee to investigate all the requirements that nee to be met without a state-wide tax and software requirements. No commitment on how this will play out. On tie 14th, attended the Opening ceremony for the Alaska Municipal League (AML), listened to various speakers on Maximizing Local Self-Government, State of the State, Legislative priorities & Election review. Attended sessions on Revenue Options for State of AI ska,Climate change impacts in Alaska and Cruise Port Community Update. The 15th, I attended the General session where the online sales tax was discussed and the group was told what the Mayors wanted to do, most agreed. The next session I atterided was, Growth & Infrastructure Improvements. Then attend a meeting with Paul Far gworth, Jim Kunitz and Jeff Bridges. The ideas talked about during this meeting will need to have our Administration do some investigating and a work session with Council. On tie 16th, I attended the AML Annual Business Meeting where there was Board of Directors election, Organization meeting and Legislative Position meeting. Then at 2:30 1 attended the Round Table Discussion on the Alaska LNG Project. Senior-Vice President Frank Richards and Lisa Parker gave the attendees an overview of the project, take-off locations and details, process for the gas, details on the compressor builc ings, prospective customers and financial partners. I asked if the compressor builc ings could be constructed in Alaska. The answer was - no. Then I stated I wanted all t e pipe for the project to come through Seward's port, which would benefit our com unity and Alaska Railroad. The reply was currently that was the plan but who knows the future? The potential for Seward to get gas is very slim, however in place now is an energy grant program that Seward would be able to apply for. We need to watch this project closely. Ovei all, the Conferences were informative and gave me the opportunity to talk to the Kenai Borough Mayor at length and the Mayor of Kenai on common issues. The Kenai Peni isula was well represented at the Conference and in my own personal opinion Sew 3rd had the best display at the "Community get-together". Great job to GeNeil and Laura. Mayor's trip report for Washington D.C. & Obihiro, Japan October 2018 My fi st meeting in D.C. was a group meeting with the National Association of Counties (NA Go). Present were representatives from Alaska and California. I found out during this meeting what NACo is and does, information on 2018 federal PILT payments, fundi g on rural schools, information on President Trump's legislative outline for Infra tructure Plan, legislative priorities for NACo, possible training opportunities for city staff and what to expect for the White House meeting. On the 23rd, many of the representatives from Alaska, California and Hawaii toured the White House. I must say this was very impressing, since there were so many of us the guide who was explaining everything lost most of the group. So a lot of us were able to spent more time looking at the artifacts and the rooms in the White House. If anyone in our community visits Washington D.C., I highly recommend you visit the White House. I don't think you will be disappointed. The next meeting was conducted by the Intergovernmental Affairs (IGA) in the Eiseiihower Executive Office Building starting at 1,00 pm. At this meeting were representatives from Alaska, California and Hawaii about 75 or 80 total attending. The meeting started off with Douglas Hoelscher, Deputy Assistant to the President and Director of White House Intergovernmental Affairs; he explained the purpose of the meelling was to get input from local government leaders, show what projects the Adm nistration was working on, give us a list of contacts for each federal department and lold us we were the last group to receive this briefing since we were the last States to joii the Union. The next speaker was Bill McGinley, Assistant to the President and Cabinet Secretary, he gave us the list of upcoming speakers and hinted that we may have a special speaker also. He went into a little more on infrastructure projects and did a few questions. The next to speak was Secretary Ryan Zinke, U.S. Department of Inter r; who spent a lot of time explaining the various functions of his department and the e ccomplishments they have made. Alaskans were very grateful for the King Cove road that he supported. Californians were happy about the recent Waters bill that was sign d and the work the Department did. It is my understanding that Alaska also benefited from this legislation also. Secretary Zinke discussed several areas where there are concerns where local government may have or has with the Department of the Interior and the Californians let him know a whole issue of concerns. Wild fires were a huge concern as well of lack of drug enforcement within the federal parks in several counties in California. The Secretary took questions from the group, answered what he could. The next speaker was Secretary Elaine Chao, U.S. Department of Transportation; she described various functions of her department and concerns for infra,structure projects and the economic impact of these projects have on local and state governments. She did not take any questions from the group but introduced President Trump. President Trump received a Proclamation of Appreciation from a Californian country for the work on the water bill and his signing the bill into law. Mr. Trurrp appreciated the Proclamation and went on to explain how he became aware of the issues the bill/law would correct. Mr. Trump talked about various subjects and took seVE ral questions from the California group. After the President left, Kellyanne Conway, Assistant to the President and Senior Counselor; spoke about the economy, several initiatives the Administration was working on and how this was the only Administration to hold such meetings with local officials with all fifty States and possessions were represented. The next speaker was Andrew Wheeler, Administrator, U.S. Environmental Prote,ction Agency; who discussed regulations and enforcement issues, projects that are on the EPA's schedule and he answered questions from the group. The next speaker was Secretary Robert Wilkie, U.S. Department of Veterans Affairs; who discussed the department's reorganization, staffing issues, pay for staff, improvements the department is working on and what impacts they have to our veterans. The next speaker was Under Secretary Jim Hubbard, U.S. Department of Agriculture; who discussed the Farm bill, the r eed to worked together with other departments on projects, discussed several fund ng methods for projects and took several questions. The closing remarks were mad a by William Crozer, Special Assistant to the President and Deputy Director of Intergovernmental Affairs; he remind each of us of the contact list and said if there are que tions, concerns or want to find out a status of a project; to contact the individual(s) on the list. If they do not answer our inquiry then all of the Intergovernmental Affairs contacts are listed also, please contact them and they will do the "pushing". Ove all, it was an informative meeting. Discussions among the group were interesting and 5ometimes entertaining. The list we received I think was the most important item bece use it included departments that were not at the meeting. The 24th started early for me, 3:30 am, off to Regan-Washington International Airport to fly to Dallas, Texas at 6 am; changed planes at Dallas to fly to Narita airport in Tokyo, Japan, arrived on the 25th at 3:00 pm, shuttle bus to Haneda airport, fly to Obihiro airport where I met the Obihiro welcoming committee and was introduced to my home- stay family. I do not recommend anyone doing the flight schedule I did, it was very tiring. The 26th, we started at Obihiro` s City Hall, greeted each other, discussed the events at Kus iro, then did a tour of Obihiro's Fire Communication Section and a demonstration Of SE veral fire apparatus. From there we went to the Chrysanthemum Festival for the Judc ing Observation. This is where we picked the Seward's Mayor's winner. After lunch, we met with Obihiro `s Mayor Norihisa Yonezawa. We exchanged gifts, took some PiCtL res, he asked how we were doing and what we thought of our visit so far. All resp nses were positive. I asked the Mayor what "type" or section of our community he would like to see represented in our next delegation. His response was, people who alreE dy had visited Obihiro to see what changes have occurred and teachers. Our next mee ing was with the President of the City Council Seiichi Ohishi; who also welcomed us tc Obihiro and exchanged gifts. He also was interested in what the delegation thought of their community and what was planned for us. I asked him the same question I did for the Mayor and his reply was he would like to see more business people. He then showed us their Council Chambers and explained briefly who sits where and their funcl ion. Side note their Council meetings goes on for DAYS! We had some time off befo a the official welcoming reception. This was a formal function with a lot of representatives from the Council and the community. Very impressive event. The iext day we went back to the Chrysanthemum Festival for the Opening Ceremony and he Award Presentation. I had the honor to present the award to Shinichi Suzuki who won Seward's award. Then we went to the zoo where one of our delegates shown school kids and adults how to made totem poles out of paper tubes and construction papE r. They group wanted me to judge whose totem pole was best but I enlisted two students to do the judging and it was spectacular. Everyone had a great time. The 28th was the Opening of the Food Valley Marathon. Our delegation was recognized byte moderator and the Mayor of Obihiro . Three of our delegates participated in the marathon. I think I am correct in this statement, there was over 5,000 participants in the marathon. I made the award presentation for the first place family, a father and son tea . After the marathon we headed to the Tokachi International Relations Center for the Mori no Halloween Costume Contest, where some of us were selected to be judges. Very interesting costumes and a very impressive function. The ext day we went to see horseback archery. It was a very interesting event, they expl ined how this activity fit into Japan's history and then had a demonstration. We got to to k to the rider, who was from Australia and was around 6' 6" tall. After this activity wetoured the Meiji Cheese Factory. They showed us their entire factory and explained all their operation. Also they gave us samples to try and asked our opinion of their prod Lict. The next event was the Banei Horse Track, where we toured the facility, participated on cheering on horses that were racing and presented an award for the winner of the "Seward Race". On the 30th we went to the Yachiyo Ranch, where we made sausages. It was a com etitive experience. All the we made were delivered to the Poroshiri Campgrounds whe a we had a farewell party. The sausages were very good. On t ie 31 st, we went to the Obihiro library where we seen photos the Obihiro delegates took while in Seward. Then off to Obihiro no Mori (forest) (park), where it was explained the r aason for the forest area and the problems of non-native plants and trees. They werE preparing for a community wood chopping contest. The staff explained their com nunity involvement in the park, how it started and it's decline today. From there we wen to the Hirose Ranch for a tour and had gelato. This is where I left the group and heac ed to the airport for my long journey home. I want to thank the Nagamori family for taking care of me while in Obihiro. They treated me as a family member. The activities that Obihiro had for us were entertaining, infor ative and educational. Each of our delegates told me of the different events each of th am were doing and what an eye opener some events were. I hope the City of Seward keeps participating in the Sisters Cities with Obihiro and that we should consider having a formal dinner for the adult delegation and a community pot luck for the entire community can participate. Also I hope we can create a group that would be willing help to teach people the Japanese language. Because I feel so lucky for n t being charged with murdering the Japanese language (thanks Hank & Erik). The group selected to represent Seward did a fine job in Obihiro, our community should be very proud of them. David Squires Mayor City of Seward P- 4'.. ENNINNN 1 N N tt n n i n n u n Alaska, California, and Hawaii White House Conference Itinerary Tuesday, October 23, 2018 Time 1:00 p.m. —4:00 p.m. Eisenhower Executive Office Building, South Court Auditorium Opening Remarks Douglas Hoelscher Deputy Assistant to the President and Director of White House Intergovernmental Affairs Bill McGinley Assistant to the President and Cabinet Secretary Secretary Ryan Zinke U.S. Department of Interior Secretary Elaine Chao U.S. Department of Transportation Kellyanne Conway Assistant to the President and Senior Counselor Administrator Andrew Wheeler U.S. Environmental Protection Agency Secretary Robert Wilkie U.S. Department of Veterans Affairs Under Secretary Jim Hubbard U.S. Department Agriculture Closing Remarks William Crozer Special Assistant to the President and Deputy Director of Intergovernmental Affairs • Main Office (907)224-4050 CITY OF SEWARD • Police(907)224-3338 • Harbor(907)224-3138 P.O.Box 167 • Fire(907)224-3445 410 Adams Street , • City Clerk(907)224-4046 Seward,Alaska 99664.0167 • Community Development(907)224-4049 • Utilities(907)224-4050 • Fax(907)224-4038 September 28, 2018 g Honorable Mayor Norihisa Yonezawa Obihiro City Hall Nishi 5, Minami 7-1 Obihiro-Shi, Hokkaido 080-8670 JAPAN Dear Honorable Mayor Norihisa Yonezawa: Our temperatures have begun to cool and the leaves on our birch trees have turned to shades of yellow and gold. I hope this letter finds you in good health and spirits. Everyone in Seward is very excited and honored that your fine city has extended an invitation for us to visit, and it is my pleasure to humbly accept your generous offer. Our City Council is delighted to be sending ten delegates for the occasion. I am honored to be among the chosen delegation. My arrival will lag behind the others by about two days in order to accommodate a previous engagement I have committed to, but I am looking forward to my visit with keen interest. Other members of the delegation include: Mr. Jeremy Horn, current Council Member; Mr. Erik Slater, former Council Member; Mr. Michael Meeks, City of Seward MIS Manager; Mrs. Angela Schwertfeger, City of Seward Administrative Assistant at the Harbor; Mrs. Lynn Hohl, Member of the School Board of Education; Ms. Vanessa Verhey, current President of the Seward Arts Council; Ms. Cathy Byars, retired teacher at Seward Elementary School; Mr. Hank West, Community Theatre organizer and avid Bunraku fan; and, Mrs. Kelley Lane, Certified Nurse's Aide at Mt. Haven (Senior Living) The people in our community had a wonderful time hosting your delegation in August, and we will be forever grateful for the experience. Thank you, again, for the kind invitation. We will see you soon! Sincerely, Gas.. �q.u►r�� David L. Squires, Mayor City of Seward y . i 1 .r rt a 4 � a iL , a' r' � F�:. y � i -;• 1 ti. ! -, '^ r , Sponsored by: Vice Mayor McClure CITY OF SEWARD,ALASKA RESOLUTION 2018-086 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, SUPPORTING THE TRANSPORTATION PRIORITY TO BE CONSIDERED FOR GRANT FUNDING; TO BE SUBMITTED TO THE STATE OF ALASKA, DEPARTMENT OF TRANSPORTATION AND PUBLIC FACILITIES WHEREAS, people with specialized transportation needs have rights to mobility. Individuals with limited incomes and people with disabilities rely heavily,sometimes exclusively,on public and specialized transportation services to live independent and fulfilling lives.These services are essential for travel to work and medical appointments,to run essential errands,or simply to take advantage of social or cultural opportunities; and WHEREAS, under MAP-21, projects funded by Federal Transit Administration (FTA) Section 5310 Enhanced Mobility for Seniors and Individuals with Disabilities program must be included in a locally-developed,coordinated,public transit-human services transportation plan.The Alaska Department of Transportation and Public Facilities requires any human service transit projects funded by the Alaska Mental Health Trust also be included in a coordinated public transit human services transportation plan; and WHEREAS, a local committee with participation by seniors, individuals with disabilities, representatives of public, private and non-profit transportation and human service providers and participation by other members of the public met on September 19,2018 and October 10,2018; and WHEREAS, the local committee reviewed and recommended through consensus the prioritization of the project presented by the Independent Living Center,Inc.,to be submitted to the State of Alaska Department of Transportation and Public Facilities. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA, that: Section 1. The City Council supports the local committees Seward Area Public Transit Human Services Community Coordinated Plan and the Independent Living Center, Inc. to pursue state and federal grant funding opportunities. Section 2. This resolution shall take effect immediately upon adoption. Sponsored by: Bridges CITY OF SEWARD, ALASKA RESOLUTION 2018-088 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,APPROVING A GRANT AGREEMENT BETWEEN THE CITY OF SEWARD AND THE ALASKA DEPARTMENT OF COMMERCE, COMMUNITY, AND ECONOMIC DEVELOPMENT DIVISION OF COMMUNITY AND REGIONAL AFFAIRS FOR A DESIGNATED LEGISLATIVE GRANT IN THE AMOUNT OF$1,073,441.46 FOR HAZARDOUS MATERIAL REMOVAL,SITE REMEDIATION,AND CONSTRUCTION OF A MEMORIAL AT THE SITE OF THE JESSE LEE HOME WHEREAS, the City of Seward and the Friends of the Jesse Lee Home entered into a Purchase and Sale Agreement, for the property identified as Lots 15A and 15B, Jesse Lee Home Heights Subdivision Addition No.4 according to Plat 89-18 also known as the Jesse Lee Home, as authorized by City of Seward Resolution No. 2014-059; and WHEREAS, within that purchase and sale agreement there are certain improvements required during a"due diligence"period which expires August 29,2019. Those improvements are: a. Hazmat abatement(estimated at $216,000) b. Extension of 50% of the water utilities: 270 +/- feet 8" main @ 200 per foot and 2 hydrants (estimate at&74,000 X .5 = $37,000) C. Extension of 50% of the sewer utilities: 220 +/-feet 6" main @ $150 per foot, 100 +/-feet 4"main @ 125 per foot, 3 S SMHs @ $10,000 each(estimated at$75,000 X.5= $37,750) and; WHEREAS, in the event these improvements are not completed by August 29, 2019, the property reverts back to City ownership; and WHEREAS, the City has been awarded a Department of Commerce, Community, and Economic Development Grant in the amount of $1,073,441.46 to mitigate the Jesse Lee Home structure,to remove,dispose,and abate environmental hazards remaining on the property,including asbestos,underground fuel and/or other tanks,buildings,fencing and structures,and to respectfully remove salvageable wood and/or property features to build a memorial to the residents and staff of the facility; and WHEREAS, it is in the City's intent to conduct such hazardous material removal, site remediation,and memorial construction in the event the ownership of the property reverts back to the City. CITY OF SEWARD,ALASKA RESOLUTION 2018-088 NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1.The City of Seward finds it advisable to have resources available in the event the Jesse Lee Home reverts back to City ownership. Section 2. The City of Seward hereby authorizes the City Manager to accept the Department of Commerce,Community,and Economic Development Grant in the amount of$1,073,441.46,and to execute all documents related to the grant on behalf of the City. Section 3. This resolution shall take effect thirty (30) days after approval. PASSED AND APPROVED by the City Council of the City of Seward,Alaska this 26t'day of November, 2018. THE CITY OF SEWARD, ALASKA David Squires,Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) Agenda Statement Meeting Date: November 26, 2018 To: Mayor Squires and Seward City Council Members E From: Jeff Bridges, Interim City Manag Agenda Item: Resolution 2018-088: A Resol the City of Seward, Alaska Approving a Grant Agreement Between the City of Seward and the Alaska Department of Commerce, Community, and Regional Affairs for a Designated Legislative Grant in the Amount of $1,073,441.36 for Hazardous Material Removal, Site Remediation, and Construction of a Memorial at the Site of the Jesse Lee Home. BACKGROUND & JUSTIFICATION: City of Seward Resolution 2014-059 (attached) provided for the approval of a Purchase and Sale Agreement with the Friends of the Jesse Lee Home(FJLH). FJLH intended purpose of the purchase was to renovate and restore the building for use as an educational and residential/boarding school. Within that purchase and sale agreement there were certain due diligence provisions which must be accomplished by August 29, 2019 or the ownership of the property reverts back to the City. Those due diligence provisions included hazardous material removal and water and sewer utility extensions. This grant would provide for hazardous material removal, site remediation, and the construction of a memorial to the residents and employees of the Jesse Lee Home in the event the property reverts back to City ownership as provided for in the purchase and sale agreement. INTENT: The intent of this Resolution is accept the grant. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code,Charter,Comprehensive Plans,Land Use Plans, Strategic Plan and City Council Rules of Procedures or Other Plans or Policies: Yes (List Below) This Resolution is consistent with City of Seward Resolution 2014-059. (Also included in the packet for background purposes of City of Seward Resolutions 2008-034 and 2005-01.) FISCAL NOTE: There is no fiscal note related to the acceptance of this grant. No matching funds are required. Approved by Finance Department: i,�73, pu ATTORNEY REVIEW: Yes X No RECOMMENDATION: Authorize the City Manager to accept the Department of Commerce, Community, and Economic Development Grant in the amount of$1,073,441.46,and to execute all documents related to the grant on behalf of the City. ti OF rye THE STATE.ASKA °fAL DepartineW of Commerce, CoI1111111 1ity and Economic Development GovFRNOR BILL WALKER DIVISION Of COMMUNITY AND RLGIONAL AF AIRS p� A LA,5 P.O. Box 1 M809 Juneau, AK 9981 1-0809 Moir:907.907.46.5.4731 Programs fox:907.465.4761 October 2, 2018 City of Seward, Kristin Erchinger, Finance Director PO Box 167 Seward, AK 99664-0167 RE: FY 2019 Designated Legislative Grant Agreement Dear Ms. Erchinger: Enclosed you will Find a grant agreement between the City of Seward and Department of Commerce, Community, and Economic Development for use towards the Hazardous material removal and site remediation at the Jesse Lee Home for the fiscal years ending June 30, 2019, June 30, 2020, and June 30, 2021. In order to receive grant funds, a grant agreement must be executed. Carefully review the agreement, sign, date, and return to the address above. Upon receipt and approval, a fully executed copy will be sent to you for your file. If you have any questions regarding your grant agreement contact me via phone at (907)465-4731 or email robui.park@alaska.gov. Sincerely, Robin Park, Grants administrator 11 Enclosure l� OF rrt� 5j DEPARTMENT OF COMMERCE,COMMUNITY,AND ECONOMIC DEVELOPMENT DIVISION OF COMMUNITY AND REGIONAL AFFAIRS mow. Designated Legislative Grant Program Grant .Agreement Grant Agreement Number TOS84266 endor Number Amount of State Funds 19-RR-004 $1,073,441.46 GAIN. Appropriation Unit Lapse Date Project Title Hazardous material removal and site remediation at 087821004 06/30/2021 the Jesse Lee Home for the fiscal years ending June 30, 2019,June 30, 2020,and June 30,2021 Grantee Department Contact Person Name Name City of Seward Robin Park Street/PO Box Title PO Box 167 Grants Administrator II Cin-/Stare/Zip Street/PO Box Seward,Alaska 99664-0167 PO Box 110809 Contact Person. Cite/State/Zip Kristin Erchin er, Finance Director Juneau,Alaska 99811-0809 Phone Fax Phone Fax 907-224-4064 907-224-4038 907-465-4731 907-465-4761 Email Email kerchin er@ci •ofseward.net robil-i.park@alaska.gov AGREEMENT The Alaska Department of Commerce, Community, and Economic Development, Division of Community and Regional Affairs (hereinafter `Department') and Cit,I:of Seward (hereinafter`Grantee') agree as set forth herein. Section I.The Department shall pay the Grantee for the performance of the project work under the terms outlined in this Agreement. The amount of the payment is based upon project expenses incurred, which are authorized under this Agreement. In no event shall the payment exceed$11,07.3,441.46. Section H. The Grantee shall perform all of the work required by this .Agreement. Section III. The work to be performed tinder this Agreement begins Tune 30, 2018 and shall be completed no later than June 30 2021. Section IV. The Agreement consists of this page and the following: ATTACHMENTS AMENDMENTS Attachment A: Scope of Work Any fully executed amendments to this Agreement 1. Project Description 2. Project Budget APPENDIX 3. Project Management Appendix A: State Laws and Regulations 4. Reporting Attachment B: Payment Method Attachment C: Standard Provisions Grantee Department Signature Signature Printed Name and Title Printed Name and Title Feffrer Bridges,Interim Ci y Manager Pauletta Bourne, Grants administrator III Date Date licci:u-ed bv: Rev.612018 Designated Legislative Grapat Agreeme i Page l of 13 Attachment A Scope of Work 1. Project Description The purpose of this FY2019 Designated Legislative Grant in the amount of $1,073,441.46 jp rulant to the pivi,isioas of 37.03.31 5 AS Slatule, Giants to tl unicipalilies SL./1 2018, 5B 142, Chapter 19, Seclion 32, Paue 41, and Line 131 is to provide funding to City of Seward for use towards Hazardous inaterial removal and site remediation at the Jesse Lee Home for the fiscal years ending June 30, 2019, June 30, 2020, and June 30, 2021. The objective of this project is to nvtigate the Jesse Lee Home structure which poses a significant attractive nuisance and a health hazard to the residential neighborhood. These funds will be used to remove, dispose and abate environmental hazards remaining on the property, including asbestos, underground fuel and/or other tanks, buildings, fencing and structures,and to respectfully remove salvageable wood and/or property features to build a memorial to the residents and staff of the facility. This project tnay include the following items: • Hazard abatement • Environmental hazardous waste disposal • Labor costs • Materials/supplies • I'ermits • Memorial construction Additional expenditures must be reasonable and relative to the project objective and may require pre approval. by the department. No more than five percent (5%) of the total grant award may be reimbursed for Administrative expenses for projects involving equipment purchase or repairs and no more than ten percent (10%) of the total grant award may be reimbursed for Administrative expenses for all other projects. To be reimbursed for eligible administrative costs, expenses must be reported on the Designated Legislative Grant Financial/Progress Report form. 2. Project Budget Cost Category Total Project Costs Project Funds $1,073,441.46 Administration $0.00 Total Grant Funds $1,073,441.46 3. Project Management This project will be managed by the Grantee. Signatory authority for execution of the Grant Agreement and subsequent amendments is granted to the chief administrator. For grants appropriated to a municipality, the mayor is the chief administrator unless the municipality operates a managerial form of government; then the city manager/administrator acts as the chief administrator. For named recipients and unincorporated communities,the executive director or highest ranking official will act as chief administrator. Rev. 612018 Designated Legislative Grant Agreement Page 2 of 13 The chief administrator may delegate authority for executing the Grant Agreement and amendments to others within the Grantee's organization via the Signatory Authority Form. The chief administrator also designates fuiancial and performance progress reporting authority- vla the Signatory Authority Form. Such delegation is limited to others x-6thin the Grantee's organization unless otherwise approved by the Department. The Grantee must establish and maintain separate accounting for the use of this Grant. The use of Grant funds in any manner contrary to the terms and conditions of this Grant Agreement may result in the subsequent revocation of the Grant and any balance of funds under the Grant. It may also result in the Grantee being required to return such amounts to the State. If applicable under state law, grantees must be registered and in good standing with the Department of Conitnerce, Community and Economic Developirient's Division of Corporations, Business and Professional Licensing. 4. Reporting The Grantee shall submit a Designated Legislative Grant Financial/Progress Report Form provided by the Department each month, or quarterly, with the concurrence of the Department, during the life of the Grant Agreement. Grant Financial/Progress Report Forms are due thirty, (30) days after the end of the month or quarter being reported.The report period is the first of the month through the last day of the month. If quarterly reporting is approved,the report period is the first day of the first month through the last day of the third month of the quarter. The final Financial/Progress Reports must be submitted within thirty (30) days following completion of the project. Rev.61201,3 Designated Legislative Grant Agreement Page 3 of 13 Attachment B Payment Method 1. Reimbursement Payment Upon receiving and approving a Grantee's Financial/Progress Report, the Department will reimburse the Grantee for expenditures paid during the reporting period, in accordance with this Grant Agreement. The Department will not reimburse without approved Financial/Progress Reports, prepared and subnutted by the Grantee on the form provided by the Department. Before approving the financial/progress report for payment,the Department may require the Grantee to submit documentation of the costs reported (e.g.,copies of vendor billings/invoices and proof of payment, general ledger expenditure report). 2. Advance Payment In most instances, the Department will make payment to a Grantee on a cost reimbursable basis. If cost reimbursement significantly iinhibits the Grantee's ability to implement the project, the Department may advance to the Grantee an amount not to exceed a projected thirt�� (30) day cash need, or twenty percent (20%) of the amount *in Section 1, whichever is less. Before the Department will issue an advance, the Grantee must submit a "Request for Advance Payment" form along with documentation of costs associated with the advance. The "Request for Advance Payment" form can be obtained from the Department electronically or in hard copy. All advances will be recovered with the Grantee's next Financial/Progress Report form. Should earned payments during the terms of this Grant Agreement be insufficient to recover the full amount of the advance, the Grantee will repay the unrecovered amount to the Department when requested to do so by the Department, or at termination of the Grant Agreement. 3. Withholding of Ten Percent (10%) The Deparunent may withhold ten percent (10%) of the amount in Section I until the Department determiines that the Grantee has satisfactorily completed the terns of this Grant Agreement, including all required reporting of the project. Rev. 612018 Designated Legislative Grant Agreement Page 4 of 13 Attachment C Standard Provisions Article 1. Definition "Department" refers to the Department of Commerce, Community, and Economic Development with the State of Alaska. Article 2. Indemnification It is understood and agreed that this Grant Agreement is solely for the benefit of the parties to the Grant Agreement and gives no right to any other party. No joint venture or partnership is formed as a result of the Grant Agreement. The Grantee, its successors and assigns, will protect, save, and hold harmless the Department and the State of Alaska and their authorized agents and employees, from all claims, actions, costs, damages, or expenses of an)' mature whatsoever by reason of the acts or omissions of the Grantee, its subcontractors, assigns, agents, contractors,licenses,invitees,employees,or any person whomever arising out of or in connection with any acts or activities authorized by this Grant Agreement, The Grantee further agrees to defend the Department and the State of Alaska and their authorized agents and employees in any litigation, including payment of any costs or attorney's fees for any claims or actions commenced thereon arising out of or in connection with acts or activities authorized by thus Grant.Agreement. This obligation shall not include such claims, costs, damages, or expenses which may be caused by the sole negligence of the Department of the State of Alaska or their authorized agents or employees, provided, that if the claims or damages are caused by or result from the concurrent negligence of(a) the Department and the State of Alaska and their agents or employees, and (b) the Grantee, its agents or employees, this indemnity provision shall be valid and enforceable only to the extent of the negligence of the Grantee, or Grantee's agents or employees. Article 3. Legal Authority The Grantee certifies that it possesses legal authority to accept grant funds under the State of Alaska and to execute the project described in this Grant Agreement by signing the Grant Agreement document. The Grantee's relation to the Department and the State ofAlaska shall be at all times as an independent Grantee. Article 4. Waivers No conditions or provisions of this Grant Agreement can be waived unless approved by the Department in writing. The Department's failure to insist upon strict performance of any provision of the Grant Agreement, or to exercise any right based upon a breach thereof,or the acceptance of any performance during such a breach, shall not constitute a waiver of any right under this Grant Agreement.. Article 5. Access to Records The Department and duly authorized officials of the State of Alaska shall have full access and the right to examine, excerpt, or transcribe any pertinent documents, papers, records, and books of the Grantee, and of persons or organizations with which the Grantee may contract,involving transactions related to the project and this Grant Agreement. Article G. Reports The Grantee, at such times and in such forms as the Department may require, shall furnish the Department with such periodic reports as it may request pertaining to the activities undertaken pursuant to this Grant Agreement,including the final close-out report, the costs and obligations incurred in connection therewith, and any other matters covered by this Grant Agreement. Rev. 612018 Designated Legislative Grant Agreement Page 5 of 13 Article 7. Retention of Records The Grantee shall retain financial and other records relating to the performance of this Grant Agreement for a period of sill years from the date when the final financial status report is subinnitted to the Department, or until final resolution of any audit findings, claims, or litigation related to the grant. Article 8. Assignability The Grantee shall not assign any interest in this Grant Agreement and shall not transfer any interest in the same (Evhether by assignment or novation). Article 9. Financial Management and Accounting The Grantee shall establish and maintain a financial management and accounting system that conforms to generally accepted accounting principles. Article 10. Program Income Program income earned during the award period shall be retained by the Grantee and added to the funds committed to the award and used for the purpose and tinder the conditions applicable to the use of award funds. Article 11. Amendments and Modifications The Grantee or the Department may request an amendment or modification of this Grant Agreement. However, such amendment or modification shall not take effect until approved, in writing, by the Department and the Grantee. Article 12. Recordkeeping The Grantee agrees to keep such records as the Department may require. Such records will include information pertaining to grant awards and authorizations, obligations, unobhgated balances, assets, liabilities, outlays and income. They will also include information pertaining to project performance and efforts to comply with the provisions of the Grant Agreement. Article 13. Obligations Regarding Third-Party Relationships None of the Work specified in this Grant Agreement shall be contracted by the Grantee without prior approval of the Department. No permission for subcontracting shall create, between the Department or the State of Alaska and the subcontractor, any contract or any relationship. The Grantee shall remain fully obligated under the provisions of this Grant Agreement notwithstanding its designation of any third party or parties of the undertaking of all or any part of the project described herein. Any subcontractor that is not the Grantee shall be required by the Grantee to comply with all the provisions of this Grant Agreement. The Grantee shall biid all subcontractors to each and every- applicable Grant Agreement provision, Each subcontract for work to be performed with funds granted under this Grant Agreement shall specifically include a provision that the Department and the State of Alaska are not liable for damages or claims from damages arising from any subcontractor's performance or activities under the terms of the subcontracts. Rev.6120'18 Designaled Gegisfalive Grant A.-reement Page 6 of 13 Article 14. Conflict of Interest No officer or employee of the Department; no member, officer, or employee of the Grantee or its designees or agents; no member of the governing body of the jurisdiction in which the project is undertaken or located; and no other official of such locality or localities who exercises any functions or responsibilities with respect to the project during his or her tenure, shall have any personal or pecuniary gain or interest, direct or indirect, in and contract,subcontract,or the proceeds thereof, for work to be performed in connection with the project assisted under this Grant Agreement. The Grantee shall incorporate, or cause to incorporate, in all such contracts or subcontracts, a provision prohibiting such interest pursuant to the purpose of this provision. Article 15. Political Activity No portion of tide funds provided hereinunder shall be used for any partisan political activity or to further the election or defeat of any candidate for public office or influence the approval or defeat of any ballot issue. Article 16. Notices The Grantee shall comply with all public notices or notices to individuals required by applicable state and federal laws and shall maintain a record of this compliance. Article 17. Prohibition Against Payment of Bonus or Commission The assistance provided under this Grant Agreement shall not be used in payment of any bonus or comnussion for the purpose of obtaining approval or concurrence under this contract provided, however, that reasonable fees of bona fide technical consultant, managerial, or other such services, other than actual solicitation, are not hereby prohibited if otheiwise eligible as project costs. Article 18. Termination by Mutual Agreement This Grant Agreement may be terminated, in whole or in part, prior to the completion of contract project activities when both parties agree that continuation is not feasible or would not produce beneficial results commensurate with the further expenditure of funds.The Department will determine whether an environmental review of the cancellation is required under State and/or Federal law. The parties must agree on the ternunation conditions, including effective date and the portion to be terminated. The Grantee shall not incur new obligations for the ternnated portion after the effective date, and shall cancel as many outstanding obligations as possible. The Department shall make funds available to the Grantee to pad- for allowable expenses incurred before the effective date of termination. Article 19. Termination for Cause If the Grantee fails to comply with the terms of this Grant Agreement, or fails to use the grant for only those purposes set forth herein, the Department may take the following actions: A. Suspension—After notice in writing by certified mail to the Grantee,suspend the grant and withhold any further payment or prohibit the Grantee from incurring additional obligations of grant funds, pending corrective action by the Grantee or a decision to terminate. Response must be received within fifteen (15) days of receipt of the written notice. B. Termination — Terminate the grant in whole or in part, at any time before the final grant payment is made. The Department shall promptly notify the Grantee in writing of its determination to terminate, the reason for such termination,and the effective date of the termination, Payments made to the Grantee or recoveries by the Department shall be in accordance with the legal rights and liabilities of the parties. Rev.612018 Designaled Legislative Grant Agreemetu Page 7 of 13 Article 20. Withdrawal of Funds In the event funding from the state, federal, or other sources is ,vithdra-,vii, reduced, or limited in anti way, after the effective date of this Grant Agreement and prior to normal completion, the Department may terminate the agreement, reduce funding, or re-negotiate subject to those new funding limitations and conditions. A termination under this article shall be implemented under the same conditions as a termination under Article 19 of this Attachment. Article 21. Recovery of Funds In the event of a default or violation of the terms of the Grant Agreement by the Grantee, the Department may institute actions to recover all or part of the project funds paid to the Grantee. Repayment by the Grantee of grant funds under this recovers-provision shall occur within thirty (30) days of demand. All remedies conferred on the Department by this agreeinneint or any other instrument or agreement are cumulative, not exclusive, and may be exercised concurrently or consecutively at the Departtnetit's option. Article 22. Disputes Except as otherwise provided in this agreement, any dispute concerning a question of fact arising under this agreement that is not disposed of by mutual agreement shall be decided by the Department,which shall reduce its decision to writing and mail, or otherwise furnish a copy thereof, to the Grantee. The decision of the Department shall be final and conclusive. This "Disputes" clause does not preclude the consideration of questions of law in connection with the decision provided for in the preceding paragraph provided that nothing in the Grant Agreement shall be construed as making final the decisions of any administtative official, representative, or board on a question of law. Article 23.Jurisdiction This Grant Agreement shall be governed by the laws and statutes of the State of Alaska. The venue of any suit hereunder may be in the Superior Court for the First judicial District,Juneau,Alaska. Article 24. Ownership of Project/Capital Facilities The Department makes no claim to any capital facilities or real property improved or constructed with fiends under this Grant Agreement and, by this grant of funds, does not and will not acquire an), ownership interest or tide to such property of the Grantee. The Grantee shall assume all liabilities arising from the ownership and operation of the project and agrees to hold the Department and the State of Alaska harmless from any and all causes of action arising from the ownership and operation of the project. Article 25. Site Control If the grant project involves the occupancy and use of real property, the Grantee assures that it has the legal right to occupy and use such real property for the purposes of the grant, and further that there is legal access to such property. As a minimum requirement, the Grantee should obtain a "sufficient interest" that allows the Grantee the right to use and occup)-the site for the expected useful life of the building,structure or other improvement. Generally, the interest obtained should be for at least 20 years. A sufficient interest depends upon the nature of the project and the land status of the site. Rev.612018 Designated Legislative Gran!Agreefnent Page 8 of 13 Article 26. Insurance The Grantee is responsible for obtaining and' necessary liabilit4, insurance and maintain in force at all times during the performance of this Grant Agreement the insurance policies identified below. All insurance policies shall comply with, and be issued by insurers licensed to transact the business of insurance under Alaska Statute AS 21. The Grantee shall require any contractor hired to work on the project be licensed, bonded and insured for at least the amount of the project and if appropriate provide and maintain Professional Liability Insurance. -A Workers' Compensation Insurance for -ill en-1ployecs engaged in work under this Grant Agreement, coverage as required by AS 23.30.0457 and;where applicable,anv other statutory obligations including but not limited to Fedcral U.S.L. & H. and Jones Act requirements. B. Commercial General Liability Insurance covering all business premises and operations used by the Grantee in the performance of this project and Grant Agreement with coverage limits not less than $300,000 combined single limit per occurrence and annual aggregates where applicable. C. Comprehensive Automobile Liability Insurance. covering all vehicles used by the Grantee in the performance of this project and Grant Agreement with coverage limits not less than 5100,000 per person/$300,000 per occurrence bodily injury= and $50,000.00 property damage. D. Professional Liability Insurance covering all errors, omissions or negligent acts of the contractor, subcontractor or anyone directly or indirectly employed by them, made in the performance of this contract which result in financial loss to the State. Liruits required are per the following schedule: Contract Amount Minimum Required Limits Under $100,000 $100,000 per occurrence/annual aggregate Article 27. Subcontracts for Engineering Services In the event that the Grantee subcontracts for engineering services,the Grantee will require that the engineering firm certify- that it is authorized to do business in the State of Alaska. In the event that the engineering firm is also the project administrator, the Grantee shall require that the bond or insurance shall be for not less than the amount of the entire project. Article 28. Governing laxv This Grant Agreement is governed by the laws of the State of Alaska. The Grantee shall perform all aspects of this project in compliance with the appropriate laws and regulations. It is the responsibility of the Grantee to ensure that all permits required for the construction and operation of this project by the Federal, State, or Local governments have been obtained. Article 29. Budget Flexibility Notwithstanding the provisions of Article 11, Attachment C, the Grantee may revise the project budget in Attachment A without a formal amendment to this agreement. Such revisions are limited within each line item to a maximum of ten percent (10%) of the line item or $10,000, whichever is less, over the entire terra of this agreement. Such budget revisions shall be limited to changes to existing budget line items. Budget revisions may not be used to increase any budget item for project administrative expenses. Changes to the budget beyond the limits authorized by this provision may only be made by a formal amendment to this agreement. Article 30. Equal Employment Opportunity (EEO) The Grantee may not discriminate against any employee or applicant for employment because of race, religion, color, national origin, age, physical handicap, set, marital status, changes in marital status, pregnancy, or parenthood. The Grantee shall post un a conspicuous place, available to employees and applicants for employment, a notice setting out the provisions of this paragraph. Re%,612018 Designaled Legislative Grant Agreement Page 9 of 13 The Grantee shall state, in all solicitations or advertisements for employees to work on state funded projects, that it is an equal opportunity- employer (EEO) and that all qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy, or parenthood. The Grantee shall include the provisions of this EEO article in every contract relating to this Grant Agreement and shall require the inclusion of these provisions in every- agreement entered into by any of its contractors, so that those provisions will be binding upon each contractor or subcontractor. Article 31. Public Purposes The Grantee agrees that the project to which this Grant Agreement relates shall be dedicated to public purposes for its useful life. The benefits of the project shall be made available without regard to race, religion, color, national origin, age, physical handicap, sex, inarital status, changes in marital status,pregnancy, or parenthood. If the Grantee is a non-iunicipal entity- and if monies appropriated under this grant constitute the sole or principal funding source for the acquisition of equipment or facilities, the Grantec agrees that in the event a municipal corporation is fortned which possesses the power and jurisdiction to provide for such equipment or facilities, the Grantee shall offer, without compensation, to transfer ownership of such equipment or facilities to the municipal corporation. If the Grantee is a non-profit corporation that dissolves, the assets and liabilities from the grant project are to be distributed according to statutory law, AS 10.20.290-10.20.452. Article 32. Operation and Maintenance Throughout the life of the project, the Grantee shall be responsible for the operation and maintenance of any facility equipment, or other items acquired under this grant. Article 33. Assurance The Grantee shall spend monies awarded under this grant only for the purposes specified in this Grant Agreement. Article 34. Current Prevailing Rates of Wage Certain grant projects are constrained by the provisions of AS 36. PUBLIC CONTRACTS. To the extent that such provisions apply to the project which is the subject of this Grant Agreement, the Grantee shall pay the current prevailing rates of wage to employees as required by AS 36.05.010. The Grantee also shall require any contractor to pay the current prevailing rates of wage as required by AS 36.05.010. Article 35. Severability If any provision under this Grant Agreement or its application to any person or circumstance is held invalid by any court of rightful jurisdiction,this invalidity does not affect other provisions of the contract agreement which can be given effect without the invalid provision. Article 36. Performance The Departmetit's failure to insist upon the strict performance of any provision of the Grant Agreement or to exercise any right based upon breach thereof or the acceptance of any- performance during such breach shall not constitute a waiver of any rights under this Grant Agreement. Rev. 612018 Designaled Legislative Grant Agreement Page 10 of 13 Article 37. Sovereign Immunity I£the Grantee is an entity which possesses sovereign immunity, it is a requirement of this grant that the Grantee irrevocably waive its sovereign immunity with respect to state enforcement of this Grant Agreement. The waiver of sovereign immunity, effected by resolution of the entity's governhig body,is herein incorporated into this Grant Agreement. Article 38. Audit Requirements The Grantee must comply with the audit requirements of the Alaska Administrative Code set forth in 2AAC45.010. AUDIT REQUIREMENTS. Ali entity that expends a cumulative or total, equal to the state single audit threshold during the fiscal year is required to have a state single audit. A copy of the most current 2AAC45.010 adopted regulations is available at the Alaska Department of Adininistration's State Single Audit website: http://doa.ala,,ka.gov/dof/ssa/index.litml. Current audit compliance supplements and guides specific to programs under AS 37.05.31.5 Grants to Municipalities, AS 37.05.316 Grants to Named Recipients, and AS 37.05.317 Grants to Unincorporated Communities can be found at littp://doa.alaska.go-%T/dof/ssa/audit guide.html. Article 39. Close-Out The Department will advise the Grantee to initiate close-out procedures when the Department deternuries, in consultation with the Grantee, that there are no impediments to close-out and that the following criteria have been met or soon will be met: A. All costs to be paid with grant funds have been incurred with the exception of close-out costs and any unsettled third-party claims against the Grantee. Costs are incurred when goods and services are received or contract work is performed. B. The last required performance report has been submitted. The Grantee's failure to submit a report will not preclude the Department from effecting close-out if it is deemed to be in the State's interest. Any excess grant amount that may be in the Grantee's possession shall be returned by the Grantee in the event of the Grantee's failure to fniush or update the report. C. Other responsibilities of the Grantee under this Grant Agreement and any close-out agreement and applicable laws and regulations appear to have been carried out satisfactorily or there is no further State interest in keeping the grant open for the purpose of securing performance. Article 40. Americans with Disabilities Act The Americans with Disabilities Act (ADA) prohibits discrimination against persons with disabilities. Title I of the ADA prohibits discrimination against persons with disabilities in employment and provides that a reasonable accommodation be provided for applicants and employees. Title II of the Act prohibits public agencies from discriminating against individuals with disabilities in the provision of services, programs, or activities. Reasonable accommodation must be made to ensure or allow access to all services,programs, or activities. This section of the Act includes physical access to public facilities and requires that public entities must,if necessary, make modifications to their facilities to remove physical barriers to ensure access by persons with disabilities. All new construction must also be accessible to persons with disabilities. A public entity's subgrantees or contractors must also comply with the ADA provisions. Grantees are responsible for assuring their compliance with the ADA. Rev. 612018 Designated Legislative Grant Agreement Page I I of 13 Appendix A State Laws and Regulations and Permits Grantees are responsible for all applicable state laws, regulations and permits; including but not Iunnited to the following list which most commonly- affects Grantees. Municipality Public Facility Operations and Maintenance--AS 37.05.315(c) In accepting a grant under AS 37.05.315 for construction of a public facility, a municipality covenants with the State that it will operate and maintain the facility for the practical life of the facility and that the municipality will not look to the State to operate or maintain the facility or pay for its operation or maintenance.This requirement does not apply to a grant for repair or improvement of an existing facility operated or maintained by the State at the time the grant is accepted if the repair or improvement for which the grant is made will not substantially increase the operating or maintenance costs to the State. Restriction on Use—AS 37.05.321 A grant or earnings from a grant under AS 37.05.315 -37.05.317 may not be used for the purpose of in fluencung legislative action. In this section "influencing legislative action" means promoting, advocating, supporting, modifying, opposing, or delaying or seeking to do the same with respect to any legislative action but does not include the provision or use of information, statistics, studies, or analyses in written or oral form or format. A grant or earninngs from a grant made under AS 37.05.315 - 37.05.317 may not be used for purposes of travel in connection with influencing legislative action unless pursuant to a specific request from a legislator or legislative committee. Hiring Preferences—AS 36.10 This chapter of the Alaska Statutes applies to grants for public works projects and requires compliance with the hiring preferences under AS 36.10.150--- 36.10.175 for employment generated by the grant. Historic Preservation Act—AS 41.35 This chapter of the Alaska Statutes applies to public construction of any nature undertaken by the State, or by a governmental agency of the State, or by a private person under contract with or licensed by the State or a governmental agency of the State. The Department of Natural Resources must be notified if the construction is planned for an archaeological site. The Department of Natural Resources may stop the construction to determine the extent of the historic, prehistoric, or archaeological values. Fire Protection--AS 18.70 This chapter of the Alaska Statutes requires the Alaska Department of Public Safety (the State .Fire Marshal) to adopt regulations (currently in the form of Uniform Fire Code, as amended) establishing rnininaum standards for: 1. Fire detection and suppression equipment; 2. Fire and life safety criteria in commercial, industrial, business, institutional, or other public buildings used for residential purposes containing four or more dwelling units; 3. Any activity in which combustible or explosive materials are stored or handled in commercial quantities; 4. Conditions or activities carried on outside a building described in (2) or (3) likely to cause injury to persons or property. Rev.612018 Designated Legislative Grant Agreement Page 12 of 13 Procurement Preference for State Agricultural and Fisheries Products—AS 29.71.040 This chapter of the Alaska Statutes applies to municipalities that use state fiends to purchase agricultural and fisheries products. The law requires: 1. When agricultural products are purchased, only such products harvested in the state shall be purchased whenever priced no more than seven percent above products harvested outside the state, and of like quality compared with agricultural products harvested outside the state. 2. When fisheries products are purchased, only fisheries products harvested or processed within the jurisdiction of the state shall be purchased whenever priced no more than seven percent above products harvested or processed outside the jurisdiction of the state,available, and of like quality compared with fisheries products harvested or processed outside the jurisdiction of the state. Alaska Product Preferences—AS 36.15 This chapter of the Alaska Statutes applies to projects financed by state money in which the use of timber, lumber,and manufactured lumber products is required,only timber,lumber and manufactured lumber projects originating in this state from local forests shall be used wherever practicable. The law requires the insertion of this clause in calls for bids and in all contracts awarded. Permits and Environmental Procedures The Alaska Department of Environmental Conservation (ADEC) regulates all activities in Alaska that might pollute the air, water or soil. There are dozens of ADEC permits related to constructing and operating public buildings. The law requires the following permits, including others designated by the commissioner. The following list is not intended to be all-inclusive. • Air Emissions Permit • Permit to Appropriate Water • Anadromous Fish Protection Permit • Pesticides Permit • Authorization for Tidelands • Preferred Use Permit Transportation • Right-of-Way and Easement Permits • Brine or Other Salt Water Waste • Solid Waste Disposal Disposal Permit • Special Land Use Permit • Burning Permit during Fire Season • State Game Refuge Land Permit • CoaI Development Pernnit • State Park Incompatible Use Permit • Critical Habitat Area Permit • Surface Oiling Permit • Dam Construction Permit • Surface Use Pernnit • Driveway Permit • Tide and Submerged Lands Prospecting • Encroachment Permit Permit • Miscellaneous State Land Use Permit • Tidelands Permit • Mineral and Geothermal Prospecting • Tidelands Right-of-Way or Easement Permit. Permits • Utility-Permit • Occupied Tide and Submerged Land • Waste Water Disposal Permit • Open Burning Permit • Water Well Permit • Permit for Use of Timber or Materials Het'. 612018 Designated Legislative Grant Agreement Page 13 of 13 Sponsored by: Hunt CITY OF SEWARD,ALASKA RESOLUTION 2014-059 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, ENTERING INTO A PURCHASE AND SALE AGREEMENT ("AGREEMENT") BETWEEN THE CITY OF SEWARD AND THE FRIENDS OF THE JESSE LEE HOME, DISPOSING OF PROPERTY AT LESS THAN FAIR MARKET VALUE TO A NONPROFIT CORPORATION, FOR LOTS 15A AND 15B, JESSE LEE HOME HEIGHTS SUBDIVISION ADDITION NO. 4 ACCORDING TO PLAT 89- 18, FOR USE AS A PUBLIC EDUCATIONAL AND RESIDENTIAL BOARDING SCHOOL WHEREAS, the Seller owns the Jesse Lee Home property ("Property," defined below) that is the subject of this Agreement; and WHEREAS, since 2005 the Buyer has been working pursuant to City of Seward Resolution 2005-01 and City of Seward Resolution 2005-83 to obtain funding for the rehabilitation and development of the Property as an educational and residential/ boarding facility;and WHEREAS, Buyer has already coordinated valuable improvements to the Property, including but not limited to Structural Stabilization, Roof Protection & Repairs, Phase I Environmental Assessment, Hazmat Study, Surveying, Structural Analysis and Architectural Design;and WHEREAS, the property was appraised by MacSwain Associates LLC, in 2011 and the two parcels were valued at$470,000 for the raw land; and WHEREAS, since repossessing the property in 2001 the City has paid $264,958 in back taxes and utility assessments, plus untallied administrative, maintenance and risk control costs; and WHEREAS, the assessed value of the property has decreased over time as the property has deteriorated; and WHEREAS, Buyer has supported $33,125.51 for the Environmental Study, Hazmat Study, and survey work and has agreed to provide additional improvements totaling$290,750 as consideration toward the purchase of the property; and WHEREAS, the Buyer wishes to acquire, rehabilitate and develop the Property for use as a public educational and residential/boarding school; and WHEREAS, the Buyer intends to submit an application to the Kenai Peninsula Borough School District for a charter school;and CITY OF SEWARD,ALASKA RESOLUTION 2014-059 WHEREAS, the Property requires significant physical improvements to be used for such purposes,and such uses also require that governmental permits and approvals be granted; and WHEREAS, development of the Property by the Buyer as an educational and residential/boarding school will be a public benefit;and WHEREAS, the educational and residential boarding school will have a net positive economic development impact for the community including short and long-term employment; and WHEREAS, Buyer is uniquely situated and able to redevelop the Property; and WHEREAS, it is in the City's best interest to dispose of these properties in the manner described in the attached Purchase and Sale Agreement, to transfer the risk and liability of the abandoned Properties and the responsibility for necessary site hazardous materials disposal and abatement to the Buyer. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City of Seward hereby authorizes the City Manager pursuant to SCC 7.05.120 and 7.05,150 to execute the Purchase and Sale Agreement for the sale of properties referenced as 15A and 15B, Jesse Lee Heights Subdivision Addition No. 4 according to Plat 89- 18, Seward Recording District, Third Judicial District, State of Alaska to the Friends of the Jesse Lee Home for less than fair market value. Section 2. The Friends of the Jesse Lee Home agree to complete at least $290,750 in future long-term site improvements and to pay all closing costs and fees for said property as consideration to the City for the properties. Section 3. The Seward City Council finds the disposal of these properties as described in the attached Purchase and Sale Agreement to be in the best interests of the citizens of the City of Seward and that the public interest will be served by disposing of the property interest for less than the appraised fair market value, in accordance with the recitals above which are incorporated herein. Section 4. This Resolution shall take effect thirty (30)days after passage and posting. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 281" day of July,2014. 4Z Council Agenda Statement Meeting Date: July 28,2014 Through: Jim Hunt,City Manager From. Ron Long,Assistant Cit &Community Development Direct r Agenda Item: To enter into a purchase and sale agreement between the City of Seward and the Friends of the Jesse Lee Home,disposing of property at less than fair market value to a nonprofit corporation, for lots 15A and 15B,Jesse Lee Home Heights Subdivision Addition No.4 according to Plat 89-18 BACKGROUND & USTIFICATION: The Jesse Lee Home is listed on the National Register of Historic Places and has been identified by the Seward Historic Preservation Commission,Planning and Zoning Commission,previous City Councils and the State of Alaska as a property that should be preserved and rehabilitated. The City of Seward acquired the Jesse Lee Home property through a foreclosure action in 2001 after previous private preservation efforts failed. The Friends of the Jesse Lee Home (FJLH) was formed to preserve the property as an education facility and has since worked to obtain funding for the rehabilitation and development of the Property and to develop a business model that can sustainably operate the property as an educational and residential/boarding school. The property was appraised by MacS wain Associates LLC in 2011 and the two parcels were valued at $470,000 for the raw land. The Kenai Peninsula Borough assesses the properties' value at$193,500. The City's cost basis in the property is $264,958 paid in back taxes and assessments, plus untallied administrative, maintenance, and risk control costs. FJLH has coordinated$33,125 in environmental studies, HAZMAT assessments and survey work that estimate the costs of HAZMAT abatement at $216,000. Actual costs may be more, and other costs would be necessary to make the property marketable for other uses. FJLH wishes to acquire, rehabilitate and develop the Property for use as a public educational and residential/boarding school. The Friends of the Jesse Lee Home intend to submit an application to the Kenai Peninsula Borough School District foracharter school.The Property requires significant physical improvements to be used for such purposes,and such uses also require that governmental permits and approvals be granted. The City recognizes that in its current state the property is more of a liability than an asset to the City, and that FJLH is uniquely situated as the most likely entity to bring the property back to a viable state that will restore the public purpose and maintain the historic significance of the property. FJLH has coordinated significant funding towards the project,has done considerable architectural and engineering work already, and now needs to gain site control before beginning the major work of restoration and development.Yet more funding is needed to complete the project;FJLH will exhaust all efforts to ensure the project succeeds but there is no guarantee that a source can be found or that the project will actually be completed.The Friends of the Jesse Lee Home and the City administration have negotiated the attached Purchase and Sale agreement that attempts to further the Friends'objectives and the City's desire to see the project succeed but at the same time ensure that if it does not,that the City 1 will at least take back ownership of a developable and sellable property. The agreement prioritizes the HAZMAT abatement and environmental cleanup work and provides a reasonable timeline to complete that work.The City receives no cash in this agreement,and this is a less than fair market value transaction. As consideration, the City accepts the $290,500 of planned improvements as described in the Purchase and Sale Agreement,at the timeline benchmarks therein,to be of good value and in the public's interest. Additionally, a reversionary clause endures with the project to ensure that if the property is used for any purpose other than that which the City accepts as a condition to the transaction (use as a public educational and residential boarding school), ownership goes back to the City. Development of the Property by the Buyer as an educational and residential/boarding facility will be a public benefit. The educational and residential/ boarding school will have a positive economic development impact for the community including short and long-term employment.The Friends of the Jesse Lee Home is uniquely situated and able to redevelop the Property. This Agreement is in the city's best interest to dispose of unused land and provide necessary site improvements to make the property an asset to the community and not a continuing liability. INTENT: To dispose of property at less than fair market value as described in the Resolution and Purchase and Sale Agreement. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan(p. 9):Cultural Facilities- Options refurbishing the 1. Jesse Lee Home per Historic Structure Report, 3.9.1.2—Encourage the X recognition, rehabilitation and reservation of..historic structures... 2. Strategic Plan (document source here): X F3. Other(list): SPHC,P&Z and City Council Resolutions of support; X National Re ister of Historic Places listing FISCAL NOTE: No money changes hands in this transaction. The Friends of the Jesse Lee Home agrees to pay all closing costs and fees. The City has written off the costs to acquire the property in previous budgets. Transfer of ownership will reduce the City's liability for an attractive nuisance property. Ownership by a non-profit entity will maintain the tax-exempt status of the property. Approved by Finance Department: `Aacz z) ATTORNEY REVIEW: Yes X No RECOMMENDATION: To authorize the City Manager to execute the Purchase Agreement for the property referenced as 15A and 1513, Jesse Lee Heights Subdivision Addition No. 4 according to Plat 89-18, Seward Recording District,Third Judicial District, State of Alaska with the Friends of the Jesse Lee Home as a less than fair market transaction in substantial form as described in the attached Purchase and Sale agreement to facilitate the use of the property as a public educational and residential/boarding facility. �0 7/28/2014 PURCHASE AND SALE AGREEMENT This Purchase and Sale Agreement ("Agreement") is made as of July 28, 2014, between Friends of the Jesse Lee Home, an Alaska nonprofit corporation, recognized by the Internal Revenue Service under 26 U.S.C. § 501(c)(3) ("Buyer"), whose address is P.O. Box 737, Seward, Alaska 99604, and the City of Seward, an Alaska home rule municipal corporation, whose address is P.O. Box 167, Seward, Alaska 99604("Seller"). RECITALS WHEREAS, the Seller owns the Jesse Lee Home property ("Property," defined below) that is the subject of this Agreement; and WHEREAS, since 2005 the Buyer has been working pursuant to City of Seward Resolution 2005-01 and City of Seward Resolution 2005-83 to obtain funding for the rehabilitation and development of the Property as an educational and residential/ boarding facility;and WHEREAS, Buyer has already coordinated valuable improvements to the Property; and WHEREAS, the property was appraised by MacSwain Associates LLC. in 2011 and the two parcels were valued at$470,000 for the raw land;and WHEREAS, since repossessing the property in 2001 the City has paid $264,958 in back taxes and utility assessments, plus untallied administrative, maintenance and risk control costs; and WHEREAS, Buyer has agreed to coordinate additional improvements which will increase the long-term value of the site; and WHEREAS, the Buyer wishes to acquire, rehabilitate and develop the Property for use as a public educational and residentiallboarding school; and WHEREAS, the Buyer intends to submit an application to the Kenai Peninsula Borough School District for a charter school; and WHEREAS, the Property requires significant physical improvements to be used for such purposes,and such uses also require that governmental permits and approvals be granted; and WHEREAS, development of the Property by the Buyer as a public educational and residential boarding school will be a public benefit;and WHEREAS, the educational and residential/ boarding school will have a net positive economic development impact for the community including short and long-term employment; and WHEREAS, Buyer is uniquely situated and able to redevelop the Property; and 1106S-000.00107892.I Seller Initial Buyer Initial Page I}of 7 51 7/28/2014 WHEREAS, it is in the city's best interest to dispose of these properties at less than fair market value in the manner described herein, transfer the risk and liability of the abandoned properties and the necessary site hazardous material cleanup and abatement to the Buyer. Now, therefore,Buyer and Seller agree as follows: 1. Purchase and Sale: Subject to the terms and conditions of this Agreement, Seller agrees to sell and Buyer agrees to purchase good and marketable title in fee simple, subject to reversion, of the following real property, including all improvements, fixtures, and appurtenances, described as follows (the "Property"): Lots 15A and 15B, Jesse Lee Heights Subdivision Addition No. 4 according to Plat 89-I8, Seward Recording District, Third Judicial District, State of Alaska. 2. Consideration: The title of the property shall be transferred on August 29, 2014. There shall be a reversionary clause to transfer the property back to the City of Seward if the following improvements are not completed within a five (5) year term. The consideration for the transfer of the Property shall consist of previous studies necessary to evaluate the site plus site improvements (the "Work") to be performed by Buyer to the satisfaction of the seller, on, or before, the final date of the Due Diligence Period of August 30, 2019, The Work shall consist of the following: a, Hazmat Abatement (estimated at$216,000) b, 50% of Water Utilities: 270+/- feet 8" main @ $200 per foot and 2 hydrants (estimated at$74,000 X .5= $37,000) c. 50% of Sewer Utilities: 220+/- feet 6" main @ $150 per foot, 100+/- feet 4" main @ $125 per foot, 3SSMHs @ $10,000 each (estimated at $75,500 X .5 = $37,750) Total estimated required future improvements: $290,750.00. In addition, Buyer has coordinated$33,125.51 for the Environmental Study, Hazmat Study, and survey work listed in Appendix A, for total consideration of$323,875.51, Upon substantial completion of all Work, the reversionary clause shall remain in effect so that the properties shall revert to the City of Seward if the above work is not completed finally or the properties are used for any other purpose than as a public education and residential boarding 11 1065-OOO-OO tO7892;l Seller Initial Buyer Initial Page 2of7 iZ 7/28/2014 facility, unless the City and Buyer mutually and in writing agree to allow other uses and not initiate reversion. 3. Closing: Consummation of the sale (the "Closing") shall take place at the offices of the Seller, or such other place as Seller and Buyer agree in writing. The Closing shall be completed on August , 2014, unless otherwise agreed by both parties. In the event this transaction is not closed within the above-described closing period, this Agreement shall terminate unless extended in writing by mutual agreement of the parties. Seller and Buyer shall cause the following to occur at Closing: a. A Quitclaim Deed with reversionary clause as described above, conveying the Property to Buyer, duly executed and acknowledged by Seller, shall be recorded in the Records of the Seward Recording District, Third Judicial District, State of Alaska. b. Buyer shall deliver to Seller a certification that the work will be completed no later than August 30, 2019. 4. Closing Costs: All Closing costs of the transaction, unless otherwise provided in this Agreement, shall be paid by Buyer. 5. Bu er's Representation and Warranties: The representations and warranties of Buyer in this paragraph are a material inducement for Seller to enter into this Agreement. Such representations and warranties shall survive the Closing. Buyer represents and warrants to the best of its knowledge: a. Buyer is being provided a sufficient opportunity to investigate the condition of the Property; Closing of this transaction shall constitute a certification that Buyer releases and holds harmless the Seller from all liability and legal claims, environmental or otherwise, whether known or may be discovered in the future, concerning or affecting title to the Property, any operation or activity on the Property or any condition now and hereafter existing on, in, or under the Property. b. Buyer is being provided a sufficient opportunity to become familiar with the deteriorated condition of improvements on the Property. Buyer acknowledges that it shall acquire the Property "AS IS" AND WITHOUT WARRANTY OF ANY TYPE OR NATURE INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR ANY PARTICULAR PURPOSE OR USE. 6. Conditions of ClosindDue Diligence: [tabs-aaa-Oata7842v1 Seller Initial Buyer Initial Page 3 of 7 1-::� 7/28/2014 a. This Agreement is subject to approval by the City Council for the City of Seward, following notice and a public hearing as required by the Seward City Code. b. After approval by the City Council, Buyer shall have until August 30, 2019 to perform Due Diligence (the "Due Diligence Period'), to investigate the condition of the Property and its suitability for Buyer's intended use, and to perform the Work that shall constitute the consideration for the acquisition of the Property. 1. If Buyer determines for any reason in its sole discretion during the Due Diligence Period that the Property does not meet its needs, Buyer may notify Seller in writing that it is terminating this Agreement and shall be released from all obligations under this Agreement except for ongoing indemnity obligations and any costs to the City associated with terminating the Agreement. 2. During the Due Diligence Period, Buyer and its agents may enter upon the Property and, at Buyer's expense, conduct soils tests, environmental assessments, traffic studies, feasibility of excavation permits, physical inspections and any other analyses or evaluations (hereafter collectively "Evaluations") that Buyer desires. Buyer also shall be granted consent, during the Due Diligence Period, to enter the Property and initiate, conduct, and complete the Work on the Property. 3. Buyer shall indemnify, defend and hold Seller harmless against any claims, costs, or liabilities related to or arising out of any Evaluations, Remediation or Work that Buyer performs during the Due Diligence Period. Buyer shall ensure that Buyer and all of its contractors and subcontractors maintain workers compensation insurance as required by law. 4. If, despite Buyer's reasonable efforts, Buyer has initiated the Work but not been able to complete the Work by the end of the Due Diligence Period, Buyer and Seller may confer to discuss and negotiate an extension to the Due Diligence Period, which may be reasonably necessary for the Buyer, making commercially reasonable efforts, to complete the Work. 7. Costs and Fees: If either party breaches any term of this Agreement,the breaching party agrees to pay the non-breaching party all actual and reasonable attorneys' fees and other costs and expenses incurred by the non-breaching party in enforcing this Agreement or preparing for legal or other proceedings, whether or not instituted. If any legal or other proceedings arc instituted, the party prevailing in any such proceeding shall be paid all of the aforementioned costs,expenses, and fees by the other party, and if any judgment is secured by such prevailing party, all such costs,expenses,and fees shall be included in such judgment. In the case of the Seller all monetary obligations hereunder are subject to appropriation. 11065-000-00107892;1 I I Seller Initial Buyer Initial Page 4 of 7 1 7/28/2014 $. Post-Closing Approvals: After closing, Buyer will need to obtain certain governmental authorizations, Permissions, and permits ("Approvals") in order to use the Property for its intended use as an educational and residential/boarding facility. The Approvals are anticipated to include but are not limited to the following: (1) construction permit(s); (2) replatting of the Property to vacate the Iot line between the two parcels; (3) rezoning of the Property to "Institutional"; and (4) approval of a conditional use permit. Seller agrees to cooperate reasonably with Buyer in processing applications for such Approvals, provided, however, that such cooperation shall not be construed as a warranty that any such Approval(s) will be granted or in any way as a waiver of any otherwise applicable City or Borough requirements, standards, or prohibitions. 9. Waiver: No delay in exercising any right or remedy shall constitute a waiver thereof, and no waiver by Seller or Buyer of a breach of any covenant of this Agreement shall be construed as a waiver of any preceding or succeeding breach of the same or any other covenant or condition of this Agreement. 10. Assignment: This Agreement is binding on the heirs, successors, and assigns of the parties, but shall not be voluntarily assigned by either party without prior written consent of the other party, which consent shall not be unreasonably withheld. Buyer may pledge its interest in the property, subject to the reversionary interest,for the purpose of financing improvements of the existing structures. 11. Commissions: Each party represents and warrants to the other that it has not engaged the services of any broker, finder, or other person who would be entitled to any commission or fee in respect to the subject matter of this Agreement and each shall indemnify the other against any loss, cost, liability, or expense incurred by the other as a result of any claim asserted by any such broker, finder, or other person on the basis of any brokerage or similar arrangement or agreement made or alleged to have been made. 12. Notices: No notice, consent, approval, or other communication provided for herein or given in connection with this Agreement shall be given, made, delivered, or served unless it is in writing and delivered personally, sent by overnight courier, or sent by registered or certified United States mail, postage prepaid, with return receipt requested to: Seller: City of Seward P.O. Box 167 Seward, Alaska 99664 Buyer: Friends of the Jesse Lee Home 111065-000-00107992;11 Seller Initial Buyer Initial Page 5 of 7 1S 7/28/2014 P.O. Box 737 Seward,Alaska 99664 Notices, consent, approvals, and communications given by mail shall be deemed delivered upon the earlier of three days after deposit in the United States mail in the manner provided above or immediately upon delivery to the respective addresses set forth above, if delivered personally or sent by overnight courier. 13. Entire Agreement: This document and its attachments contain the entire Agreement between the parties. it may not be modified except in writing and signed by all parties. 14. Surviving Covenants: The indemnification provisions of this Agreement shall survive the delivery of the Deed. 15. Time is of the Essence: Time is of the essence of this Agreement. 16. Exclusive A r� eement: This Agreement shall constitute an exclusive arrangement between the parties. Seller shall not market, sell, negotiate for the sale of, or convey the Property to any other person, provided that Buyer has not delivered notice that it will not close due to an unsatisfied condition. 17. Controlling Law and Venue: This Agreement shall be governed by, construed under, and enforced in accordance with the laws of the State of Alaska,and venue for actions between the parties arising out of or related to this Agreement shall be in the Alaska Superior Court, Third Judicial District, Anchorage, Alaska. SELLER: BUYER: The City of Seward Friends f theZJesseHo James Hunt,City Manager irsten Vesel, Executive Director/Project Date: Manager Date: �' J ATTEST: 1�_065-fl0U_-00 107892:!L_� Seller Initial Buyer Initial Page 6 of 7 t� 7/28/2014 Johanna Kinney, CMC, City Clerk 1065-OW-00107892 1 I Seller Initial- Buyer Initial Page 7 of 7 1-� i .31 � lit 115 lu e o. j zi_ .. At �Jlam n fYr.r16 .46 a G Gu!'W�. Il I I � ♦ � V y.o �Y'� l 'rr fW.�.L�Yr�r, W �4f Mof ��saL311 Zw. --_ I._._—fi' _.rrfs .wa I 9 g I I m"w:�G=°w� i os �.r .n.ry.rr.osW x I F7 I ! a 1 i 1 Sponsored by: Oates CITY OF SEWARD, ALASKA f.. RESOLUTION 2008-034 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ACCEPT A $I MILLION STATE GRANT FOR THE IMMEDIATE STABILIZATION OF THE JESSE LEE HOME AND ADMINISTERING A PHASE 11 STRUCTURAL ENGINEERING REPORT FOR THE FRIENDS OF THE JESSE LEE HOME WHEREAS, resolution 2005-66 recognized the Jesse Lee Home as a historical landmark for the State of Alaska and the City of Seward, and recognized the restoration of the Jesse Lee Home as a City priority, and directed the city manager or his designee to support the Historic Preservation Commission to develop relationships with private, state and federal organizations to further pursue the preservation and restoration of the Jesse Lee Home; and WHEREAS, resolution 2005-83 supported the use of the Jesse Lee Home as an educational institution and directed the city manager or his designee to support the Historic Preservation Commission to apply for a grant or grants intended to develop a feasibility study and continue to pursue relationships with private, state and federal organization's; and w.. WHEREAS, the City of Seward approved resolution 2006-119 recognizing the Friends of the Jesse Lee Home (Friends) as a statewide interest group and project partner dedicated to the restoration of the Jesse Lee Home as a statewide leadership school; and WHEREAS, Resolution 2006-119 directed the city manager to support the Friends in seeking private grants and/or the funding for the Jesse Lee Home and support the Friends to assure the success of this partnership; and WHEREAS, in 2007, the Friends of the Jesse Lee Home secured a state grant of S 1 million for the purpose of immediate stabilization of the Jesse Lee Home; and WHEREAS, the State of Alaska has appropriated rant funds to the Department of Natural Resources totaling $1 million; and WHEREAS, the Friends have requested the City of Seward advertise, award and administer a contract to secure services from a professional to prepare the phase 11 engineering report; and CITY OF SEWARD, ALASKA RESOLUTION 2008-034 wow WHEREAS, this report will recommend appropriate strategies for the rehabilitation, development and management of the Home in a manner that recognized the Jesse Lee Home's historical significance; and WHEREAS, the report will help outline the most immediate structural needs, prioritize the highest priorities and provide recommendations for immediate stabilization to the Friends of the Jesse Lee Home and the City of Seward; and WHEREAS, the remaining funding will be used to stabilize the Jesse Lee Home until additional funds are secured. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, that: Section 1. The city manager is authorized to accept a grant from the State of Alaska. Section 2. The city manager is authorized to accept grant funds totaling. $1 million to the Jesse Lee Home Rehabilitation Fund account no. 271-2719-4680-0200. i Section 3. The city manager is authorized to execute an RFP for a Phase H structures MMj report to help outline the most immediate structural needs, prioritize the highest priorities and provide recommendations for immediate stabilization for the Friends of the Jesse Lee Home. Section 4. This resolution shall take effect immediately upon its adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 28th day of April, 2008. THE CITY OF SEWARD, ALASKA M i2Q Clark Corbridge, Ma .ri K ellar, alc�atta,D unh�'�Bardarson, Carbn��e aYL�• �ber� 1�iC}ES Smith ABSTAIN A'T'ftsl J�2ti3 Lew's Cll� C1eT1�,CM Seal} a too r.+ r• Council Agenda Statement Meeting Date: April 28, 2008 Through: Phillip Oates, City Manager KV u Agenda Item. Authorizing the city manager to accept a $1 Million grant from the Alaska Department of Natural Resources and authorizing the city manager to execute an RFP for a Phase II structures report to help outline the most immediate structural needs prioritize the highest priorities and provide recommendations for immediate stabilization for the Friends of the Jesse Lee Home. BACKGROUND & JUSTIFICATION: The Friends of the Jesse Lee Home (Friends)are a statewide special interest group dedicated to the preservation of the Jesse Lee Home for a worthy sustainable end use. The Friends have embraced a leadership charter school as their preferred alternative use for the facility, and are actively lobbying for funds and seeking grants to fulfill their plans. The Jesse Lee Home buildings are national treasures. They are listed individually on the National Register of Historic Places. The National Trust for Historic Preservation found the buildings, their history and the proposed use to be compelling enough to award a nationally competitive pre- development grant. The Friends secured a$1 Million grant from the State of Alaska in 2007 and are expecting another$1 Million grant from the State of Alaska in 2008. The Friends have an active capital campaign where they are raising additional private and corporate funds; in addition to seeking grants and historic preservation tax credits to complete the end goal of fully restoring the property. The Friends propose to restore the facilities to their best and highest use,as a residential, statewide leadership charter school for high-school aged youth. Students from across the state will come to stay at the Jesse Lee Home to study with local day students in Alaska's only residential charter school, learning through competency-based educational techniques about leadership, democracy, sciences, mathematics, politics, technology and the humanities at the same time as they learn about what makes Alaska work: hands-on skills such as plumbing, welding, computer repair, home-building and healthcare. This leadership charter school will be a state of the art, innovative education model customized for our state's greatest needs. The Jesse Lee Home leadership charter school will provide a critical component of Alaska's education ensuring a secure future for our state. This charter school will not only instill leadership skills, it will also instill a sense of experiential learning and democratic education to specifically foster the future leaders of the State of Alaska. The goal is that upon graduation from the Jesse Lee program, these students will be technologically fluent, self-motivated, committed to lifelong learning and have a strong sense of responsibility. They will then go back home and share their experiences with their communities. It is hoped that students will foster lifelong relationships with their Jesse Lee Home peers. They will grow up to be leaders in their communities, able to address complex issues capably and empathetically across the traditional divides of race, gender and class. Economic Benefits to the Community: The Jesse Lee Horne is physically located in Seward, Alaska. The Friends of the Jesse Lee Home (Friends)expect that students from the ten rural and urban school districts using the Re-Inventing Schools Coalition (RISC)approach will be interested in semester-long, cross-district cohorts. The Friends believe that students from across the state will compete for regional corporation scholarships to cover their room and board costs for semester or year-long stays. The Friends also believe that the home-school population of Seward is a potential day school cohort and is collaborating with the public high school to create a partnership effort in conjunction with the Kenai Peninsula school district. Charter schools are affecting community economic development (CED) in three major ways. First, there is growing evidence that an increasing number of community-based organizations are starting charter schools to expand their current services. Second, as neighborhood schools improve, families are less likely to trove once they have children. Finally,with respect to real estate development,charter schools often purchase or lease vacant, dilapidated buildings, long viewed as eyesores, and renovate them into state-of-the-art new schools and even community centers. Charter schools have a direct impact on community development as they help turn rundown, unused structures into renovated school buildings. Charter schools are generally welcome to communities and are positive additions to their neighborhoods. The Jesse Lee home is a cherished landmark and a fully restored facility will allow the community to treasure their historic landmark. Furthermore, the Jesse Lee Home will become the gem of the state, where Alaskan leaders teach students to become the future leaders of our great state. City of Seward Historical Support: In 2005,Resolution 2005-66 recognized the Jesse Lee Home as a historical landmark for the State of Alaska and the City of Seward, and recognized the restoration of the Jesse Lee Home as a City priority, and directed the city manager or his designee to support the Historic Preservation Commission to develop relationships with private, state and federal organizations to further pursue the preservation and restoration of the Jesse Lee Home. Again, in 2005, Resolution 2005-83 supported the use of the Jesse Lee Home as an educational institution and directed the city manager or his designee to support the Historic Preservation Commission to apply for a grant or grants intended to develop a feasibility study and continue to pursue relationships with private, state and federal organizations. In 2006, the City of Seward approved resolution 2006-119 recognizing the Friends of the Jesse Lee Home (Friends) as a statewide interest group and project partner dedicated to the restoration of the Jesse Lee Home as a statewide leadership school. Again, in 2006,Resolution 2006-119 directed the city manager to support the Friends in seeking private grants and/or the funding for the Jesse Lee Home and support the Friends to assure the success of this partnership. In 2007, the Friends of the Jesse Lee Home secured a state grant of$1 Million for the purpose of immediate stabilizing of the Jesse Lee Home. The State of Alaska has appropriated grant funds to the Department of Natural Resources totaling $1Million. The Friends of the Jesse Lee Home have created bylaws and articles of incorporation to create a non- profit,501(c)3. This status is still pending state approval. Until they receive this status, the Friends are not a legal entity and are notable to administer the$1 Million for a structures report or immediate stabilization. Due to the fragile state of the Jesse Lee Home structures,the Friends are concerned that time is of the essence. The Friends would like to update the structures report that was administered by the City of Seward in 2003 to obtain a professional recommendation for the immediate stabilization of the structures and have asked the City of Seward to assist them in this effort. The Friends are able to provide administrative assistance to help facilitate the request for proposal and the City will not incur any costs other than some in-kind staff time. The Friends have requested the City of Seward advertise,award and administer a contract to secure services from a professional to prepare the phase 11 engineering report. The S1Million grant will cover all costs to the City. Attached is a Friends of the Jesse Lee Home Background summary report. for additional information about the project. CONSISTENCY CHECKLIST: Where applicable, this resolution is consistent with the Seward City Code, Charter, Comprehensive Plans, land Use Plans, Strategic Plan and City Council Rules of Procedures. FISCAL NOTE: There is no cost to the City of extending this contract other than some in-kind staff assistance. A*/(-, RECOMMENDATION: Seward City Council approve Resolution 2008-3i authorizing the city manager to accept a$1 Million grant from the Alaska Department of Natural Resources and authorizing the city manager to execute an RFP for a Phase 11 structures report to help outline the most immediate structural needs,prioritize the highest priorities and provide recommendations for immediate stabilization for the Friends of the Jesse Lee Home. Sponsored by: Shealy CITY OF SEWARD, ALASKA RESOLUTION 2005-01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER AND STAFF TO APPLY FOR A GRANT FROM "SAVE AMERICA'S TREASURES" IN ORDER TO STABILIZE AND PRESERVE THE JESSE LEE HOME WHEREAS, the Jesse Lee Home is one of Seward's nine properties listed on the National Register of Historic Places; and WHEREAS, the Jesse Lee Home is in dire need of stabilization and preservation; and WHEREAS, the "Save America's Treasures" grant program, which has funds available for restoring historic properties; and WHEREAS, in 2004 the City of Seward applied for a"Save America's Treasures" grant for the first time, which was not approved but encouragement was provided to reapply during the next grant cycle, and WHEREAS, the City Manager and staff are requesting Council authorization to apply for a grant from "Save America's Treasures"; and WHEREAS, this type of a grant requires a one hundred percent (100%) match which will be sought from the Rasmuson Foundation and other non-City sources; and WHEREAS, if snatching sources are not obtained, the grant will not be used and the City will not incur any costs; and WHEREAS, the State of Alaska appropriated grant funds totaling $65,000 for a historic structure report for the Jesse Lee Home in 2002; and WHEREAS, the historic structure report was produced by ECUHyer, Inc. in conjunction with the City of Seward Jesse Lee Home Advisory Board and was approved by Council Resolution 2003-57; and WHEREAS, the historic structure report can be used as a supporting document for applying for grant money for stabilization and rehabilitation of the structure; and WHEREAS, it is in the best interests of the community to stabilize and preserve the historic properties with which the City of Seward has been entrusted. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: CITY OF SEWARD, ALASKA RESOLUTION 2005-01 Section 1. The City Manager and staff are authorized to apply for a grant from "Save America's Treasures" for the Jesse Lee Home. Section 2. This resolution shall take affect immediately upon its adoption. PASSED AND APPROVED by the City Council of the city of Seward, Alaska, this loth day of January, 2005, THE CITY OF SE"WARD, ALASKA Vanta Shafer, Ma r AYES: Dunham, Clark, Amberg, Shafer NOES: Valdatta ABSENT: Branson, Lorenz ABSTAIN: None ATTEST: Je Lewi C C ,'1rti:rrittrr.,� City Clerk O. e``,, � "!` 44� a.`., ''+•, (City Seal) `•.C3a 'r'tsna�a.A Council Agenda Statement Meeting Date: January 10, 2005 Through: Phil Shealy, City Manager From: Malcolm G. Brown, Planner Agenda Item: Council authorization to apply for a grant for the Jesse Lee Home from "Save America's Treasures" BACKGROUND & JUSTIFICATION: In 2002 the Alaska State Legislature appropriated $65,000 for the City of Seward for a historic structure report for the Jesse Lee Home, one of the nine properties in Seward which are on the National Register of Historic Places. The historic structure report was prepared by ECl/Hyer, Inc., under the guidance provided through Council by the Jesse Lee Home Advisory Board, which was made up of citizens appointed by Council. The historic structure report was approved by Council Resolution 2003-53 in May of 2003. The report was then forwarded to the Department of Natural Resources (DNR) for presentation to the Legislature in order to obtain subsequent funding for structure stabilization and rehabilitation. Due to State revenue constraints, the State has not been able to provide funding for stabilization during this budget cycle. The Seward Historic Preservation Commission (SHPQ has learned that "Save America's Treasures" is a grant source for historic structures needing stabilization and preservation. The grants are administered by the National Park Service (NPS) in partnership with the National Endowment for the Humanities, the Institute of Museum and Library Services and the President's Committee on the Arts and the Humanities. The minimum grant request for historic property projects is $250,000 for the Federal share, the maximum grant request is $1 million dollars. The grants require a dollar-for-dollar non-Federal match, which can be cash, donated services or use of equipment. The intent is to communicate with the Rasmuson Foundation to see if they will be able to provide a match or locate another entity which can provide matching funds for this type of an activity. If the grant is received and no matches are found, the grant would not be used and the City would not incur any costs. When the City of Seward applied for a grant during the summer of 2004, the grant was not awarded, but a new grant cycle has begun. The grant applications must be received no later than February 1, 2005, and the grant applications must be approved by Council. Diane Kaplan is the President and CEO for the Rasmuson Foundation, and has been enthusiastic about the Jesse Lee Home's prospects for rehabilitation. Staff has kept her apprised of the SHPC's ongoing efforts to publicize the need to rehabilitate the Jesse Lee Home. Staff appreciates the guidance she has given on grant procedures and contacts and also that she also stated that the Rasmuson Foundation is willing to entertain a proposal. It is also hoped that the Rasmuson Foundation might be able to find other sources to match this type of a grant, which is a service they commonly provide. The grant application will build on the structural stabilization recommendations in the historic structure report approved by Council in 2003 and will use the report's cost estimates. The long range goal after stabilization is to: rehabilitate the structure, find a long term user who will develop it in such a manner that it will still be recognized for its historical significance, and have a memorial for the Alaska flag. The portion used for the flag memorial would be a public resource available for ceremonies community events. CONSISTENCY CHECKLIST: Yes No 1. Comprehensive Plan (1990) X The Comprehensive Plan supports saving historic buildings. 2. Strategic Plan (1999) X The Strategic Plan encourages the recognition, rehabilitation and preservation of Historic Sites and Buildings. FISCAL NOTE: Applying for this grant will have no costs to the City other than the staff time. If the grant is received and a donor is not found to provide the match, the grant will not be used and the City will not incur any costs. Approved by Finance Department: RECOMMENDATION: Council approve Resolution 2005-01, authorizing the City Manager and staff to request a grant from "Save America's Treasures" for the Jesse Lee Home. Sponsored by: Bridges CITY OF SEWARD,ALASKA RESOLUTION 2018-089 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,AUTHORIZING THE CITY MANAGER TO ACCEPT ALASKA ENERGY AUTHORITY GRANT #7091242 IN THE AMOUNT OF $725,000 FOR THE DESIGN AND CONSTRUCTION OF A GROUND SOURCE HEAT PUMP WHICH WILL DRAW HEAT FROM THE RESURRECTION BAY TO HEAT A HEATING DISTRICT CONTAINING FOUR CITY BUILDINGS, WITH POTENTIAL FOR FUTURE EXPANSION AND AUTHORIZING A CITY MATCH OF $157,497 FOR A TOTAL PROJECT COST OF $882,497 AND APPROPRIATING FUNDS WHEREAS,the City of Seward funded a testing well to determine if the Resurrection Bay would be a viable natural sustainable resource utilizing geothermal technology; and WHEREAS, the results from the testing well showed that a geothermal heat loop system project would be successful; and WHEREAS, Resolution 2018-006 adopted the Port and Commerce Advisory Board priorities which lays out the need to explore energy alternatives which includes geothermal technology; and WHEREAS, the Alaska SeaLife Center has experienced tremendous success in saving money utilizing geothermal heating systems; and WHEREAS,the City has successfully lobbied for a state pass-through grant in the amount of $725,000 for a district heat project; and WHEREAS,the heat loop system will supplement the existing boiler heating system in four municipal buildings up to 80%,representing an estimated annual fuel cost savings of$25,000; and WHEREAS, the grant requires a community match of $157,497 which includes in-kind contributions, cash contributions and already spent funds on the original testing well. 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 grant 97091242 from the Alaska Energy Authority in the amount of$725,000 for the purpose of design and construction of a ground source heat pump and district heat system for four municipal buildings. The project period for this grant is September 1, 2018 to December 31, 2019. CITY OF SEWARD,ALASKA RESOLUTION 2018-089 Section 2. Funding in the amount not to exceed $157,497 is appropriated from the Capital Acquisition fund as the City's match for the grant. Funds totaling $882,497 are appropriated as follows: $157,497 from account no. 8001-0-3710-80040 and $725,000 from the State grant funds account no. 80041-0-4252 for a total amount of$882,497 to heat loop project accounts 80040-0- 7009 ($157,497) and 80041-0-7009 ($725,000). Section 3. This resolution shall take effect immediately upon approval. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 26t' day of November, 2018. THE CITY OF SEWARD, ALASKA David Squires,Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) Agenda Statement Meeting Date: November 26, 2018 To: City Council From: Jeff Bridges, Interim City Manager Agenda Item: Authorizing the City Manager to accept Alaska Energy Authority grant 97091242 in the amount of$725,000 for the design and construction of a ground source heat pump which will draw heat from the Resurrection Bay to heat a heating district containing four City buildings, with potential for future expansion and authorizing a City match of$157,497 for a total project cost of$882,497 and appropriating funds. BACKGROUND & JUSTIFICATION: In 2015, the City spent $24,999 to drill a test well on the waterfront to determine if the City could take advantage of geothermal technology by utilizing heat from the Resurrection Bay.The test results were favorable and State of Alaska has awarded a grant in the amount of$725,000 for a district heat project. This grant,along with a$157,497 City match will be used for the design and construction of a heating district that will supplement the boiler heating systems in the Library/Museum, City Hall Annex, City Hall and Fire Hall. Estimated fuel savings cost for this project is $25,000 per year. The Alaska Sea-Life Center has experienced tremendous success with their heat loop system and the City wishes to utilize newer,advanced technologies that will significantly reduce the cost of heating our City facilities. The City match includes cash,in-kind and previously spent funds. The City will make every effort to aid in the completion of this project with utilizing the maximum amount of in-kind contributions as possible. This will help reduce the overall impact to the Capital Acquisition fund. INTENT: Authorizing the City Manager to accept the terms and conditions of the grant agreement and secure grant funding in the amount of $725,000 from the Alaska Energy Authority. Accepting the responsibility to operate and maintain the heat district loop system and appropriate funds for the City's match. CONSISTENCY CHECKLIST: 1. Comprehensive Plan 3.1.1.7: Continue to explore economic renewable energy projects 2. Comprehensive Plan 3.7.1.7: Encourage the development of cost efficient options for renewable energy production in Seward. FISCAL NOTE: Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: City Council Approve Resolution 2018-089 authorizing the City Manager to accept the terms and conditions of the grant agreement, accept responsibility to operate and maintain the proposed district heat system, enter into a grant agreement with the Alaska Energy Authority and accept the total award amount of$725,000 as well as authorizing$157,497 in match funding and appropriate funds. Alaska Energy Authority Grant Agreement RCi ENERGY * W4& L.UTHpRITY Grant Agreement Number CFDA Number Amount of Funds: AEA use only 7091242 1 N/A $ 725,000 Managed Pass-thru Project Code(s) Proposal Number: Period of Performance: 407109 RE91242 From: September 01, 2018 To: December 31, 2019 Project Title: Heat Pump System for City of Seward Grantee Grantor Name Alaska Energy Authority City of Seward Street/PO Box Street/PO Box PO Box 167 813 W. Northern Lights Blvd City/State/Zip City/State/Zip Seward, AK 99664 Anchorage, AK 99503 Contact Person Contact Person Brennan Hickok Dan Smith, Project Manager Phone: Fax: E-mail: Phone: Fax: E-mail: 907-224-4020 907-224-4038 bhickok@cityofseward.net 907-771-3983 907-771-3044 dsmith@akenergyauthority.org AGREEMENT The Alaska Energy Authority (hereinafter `Authority') and City of Seward (hereinafter `Grantee'), agree as set forth herein. Section I. The Authority shall grant funds to .rya for expenses incurred by the Grantee under the terms and conditions of this Agreement, in an amount not to exceed $ 725,000, unless the grant amount is amended as provided herein. Section II. The Grantee shall apply the grant funds to the Project and perform all of the work and other obligations required by this Agreement. Section III. Performance under this agreement begins September 01, 2018 and shall be completed no later than December 31, 2019. Section IV. The agreement consists of this page and the following: Appendices Attachments/Forms Appendix A: General Provisions Attachment 1: Financial Report/Request for Appendix B: Standard Provisions Reimbursement Form Appendix C: Grantee Proposal/Scope of Attachment 2: Progress Report Form Work Attachment 3: Notice of Project Closeout Appendix D: Project Management & Attachment 4: Notice of Substantial Completion Reporting Requirements Attachment 5: Grantee Certification Appendix E: Project Budget & Attachment 6: Advance Request Form Reimbursement Provisions Attachment 7: Grant Documents Authorized Signers Form AMENDMENTS: Any amendments to this Agreement must be signed by authorized representatives of Grantee and the Authority and should be listed here. Grantee Authority Executive Director or Project Manager Designee Signature Date Signature Date Signature Date Brennan Hickok, Dan Smith, Janet Reiser, Assistant City Manager Project Manager Executive Director Heat Pump System for City of Seward Grant Agreement#7091242 Table of Contents Grant No. 7091242 AGREENIENT......................................................................................................................................................I APPENDIX A GENERAL PROVISIONS.............................................................................................................4 1. DEFINITIONS.................................................................................................................................................4 2. INDEMNIFICATION........................................................................................................................................4 3. INFORMATION TECHNOLOGY RISKS AND WARRANTIES...............................................................................4 4. WORKERS'COMPENSATION INSURANCE......................................................................................................5 5. INSURANCE...................................................................................................................................................5 6. EQUAL EMPLOYMENT OPPORTUNITY(EEO)................................................................................................5 7. PUBLIC PURPOSES........................................................................................................................................5 8. OFFICIALS NOT TO BENEFIT.........................................................................................................................6 9. GOVERNING LAW.........................................................................................................................................6 10. COMPLIANCE WITH APPLICABLE LAW AND FUNDING SOURCE REQUIREMENTS...........................................6 11. SEVERABILITY..............................................................................................................................................6 12. NON-WAIVER................................................................................................................................................6 13. INTEGRATION...............................................................................................................................................6 14. GRANTEE NOT AGENT OF AUTHORITY.........................................................................................................6 15. DISPUTES......................................................................................................................................................6 16. TERMINATION...............................................................................................................................................6 17. TERMINATION DUE TO LACK OF FUNDING...................................................................................................7 18. NO ASSIGNMENT OR DELEGATION...............................................................................................................8 19. NO THIRD PARTY BENEFICIARIES.................................................................................................................8 20. NO ADDITIONAL WORK OR MATERIAL........................................................................................................8 21. CHANGES......................................................................................................................................................8 22. RIGHT TO WITHHOLD FUNDS........................................................................................................................8 23. REMISSION OF UNEXPENDED FUNDS............................................................................................................8 24. TAX COMPLIANCE RESPONSIBILITIES OF GRANTEE......................................................................................8 25. LOBBYING ACTIVITIES.................................................................................................................................8 26. FINANCIAL MANAGEMENT AND ACCOUNTING.............................................................................................9 27. PROCUREMENT STANDARDS.........................................................................................................................9 28. REPORTING REQUIREMENTS.........................................................................................................................9 29. OWNERSHIP OF DOCUMENTS AND PRODUCTS...............................................................................................9 30. INSPECTIONS AND RETENTION OF RECORDS.................................................................................................9 31. AUDITS.........................................................................................................................................................9 32. LEGAL AUTHORITY....................................................................................................................................10 33. GRANT CLOSEOUT......................................................................................................................................10 APPENDIX B STANDARD PROVISIONS.........................................................................................................11 1. GRANT FUNDING SOURCES.........................................................................................................................11 2. GOVERNING LAWS.....................................................................................................................................11 3. DOCUMENTATION AND RECORD KEEPING..................................................................................................11 4. ELIGIBLE COSTS.........................................................................................................................................11 5. INSURANCE REQUIREMENTS.......................................................................................................................11 6. PROCUREMENT AND SUSPENSION AND DEBARMENT..................................................................................12 7. DECLARATION OF PUBLIC BENEFIT............................................................................................................13 8. GRANTEE PROJECT MANAGER....................................................................................................................13 9. APPROVAL TO PROCEED WITH NEXT PHASE...............................................................................................13 10. CONTRACTS FOR ENGINEERING SERVICES..................................................................................................13 11. SITE CONTROL............................................................................................................................................13 12. PERMITS.....................................................................................................................................................14 Page 2 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 13. EXCLUSION OF ExIsT NG ENVIRONMENTAL HAzARDs...............................................................................14 14. ENVIRONMENTAL STANDARDS...................................................................................................................14 15. CURRENT PREVAILING RATES OF WAGE AND EMPLOYMENT PREFERENCE................................................14 16. CONSTRUCTION PLANS AND SPECIFICATIONS REVIEW...............................................................................15 17. CONSTRUCTION INSURANCE AND BONDING...............................................................................................15 18. OWNERSHIP OF FACILITIES.........................................................................................................................15 19. OPERATION AND MAINTENANCE OF FACILITIES.........................................................................................15 20. PERFORMANCE/OPERATION AND MAINTENANCE(O&M)REPORTING.......................................................16 21. TARIFFS&RATES FOR USE OF GRANT-FUNDED ASSETS............................................................................16 22. GRANT-FUNDED ASSETS NOT INCLUDED WITH PCE..................................................................................16 23. SUBSTANTIAL COMPLETION OF PROJECT....................................................................................................16 24. FORCE ACCOUNT PAYROLL AND PROJECT COORDINATION........................................................................17 APPENDIX C GRANTEE PROPOSAL/SCOPE OF WORK............................................................................17 APPENDIX D PROJECT MANAGEMENT&REPORTING REQUIREMENTS........................................20 1. PROJECT MANAGEMENT.............................................................................................................................20 2. CONTACT PERSONS....................................................................................................................................20 3. MONTHLY PROGRESS AND FINANCIAL REPORTS........................................................................................20 APPENDIX E PROJECT BUDGET&REIMBURSEMENT PROVISIONS...................................................21 1. ALLOWABLE COSTS....................................................................................................................................21 a. Direct Labor&Benefits...........................................................................................................................21 b. Travel, Meals, or Per Diem......................................................................................................................21 C. Equipment.................................................................................................................................................21 d. Supplies....................................................................................................................................................21 e. Contractual services.................................................................................................................................21 f. Construction Services...............................................................................................................................22 g. Other Direct Costs....................................................................................................................................22 2. SPECIFIC EXPENDITURES NOT ALLOWED....................................................................................................22 3. MATCH.......................................................................................................................................................22 4. COST SHARE MATCH REQUIREMENTS........................................................................................................23 5. VALUING IN-KIND SUPPORT AS MATCH.....................................................................................................23 6. GRANT DISBURSEMENTS............................................................................................................................24 7. WITHHOLDING OF GRANT FUNDS...............................................................................................................24 8. ADVANCE DISBURSEMENTS........................................................................................................................24 9. UNEXPENDED GRANT FUNDS AND INTEREST EARNED...............................................................................25 10. BUDGET ADJUSTMENTS AND CHANGES......................................................................................................25 ATTACHMENT 1 FINANCIAL REPORT/REQUEST FOR REIMBURSEMENT FORM..........................26 ATTACHMENT 2 PROGRESS REPORT FORM.............................................................................................27 ATTACHMENT 3 NOTICE OF PROJECT AND GRANT CLOSEOUT........................................................28 ATTACHMENT 4 NOTICE OF SUBSTANTIAL COMPLETION.................................................................29 ATTACHMENT 5 GRANTEE CERTIFICATION............................................................................................30 ATTACHMENT 6 ADVANCE REQUEST FORM............................................................................................33 ATTACHMENT 9 GRANT DOCUMENTS AUTHORIZED SIGNERS FORM............................................34 Page 3 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 APPENDIX A GENERAL PROVISIONS 1. Definitions In this Grant Agreement, attachments and amendments: a) "Authority" means the Alaska Energy Authority, a public corporation of the State of Alaska. b) "Authority Project Manager" means the employee of the Authority responsible for assisting the Grantee with technical aspects of the Project and is one of the Grantor's contacts for the Grantee during all phases of the Project. c) "Authorized Representatives" means those individuals or entities authorized by an entity to act on its behalf, with delegated authority sufficient to accomplish the purposes for which action is needed. d) "Economic Life" means 20 years from the date of the final disbursement. e) "Executive Director' means the Executive Director of the Authority or the Executive Director's authorized representative. f) "Grantee Project Manager" means the person designated to fulfill the obligations arising under Appendix B1, item #2. g) "Matching Contributions" means the cash, loan proceeds, in-kind labor, equipment, land, other goods, materials, or services a Grantee provides to satisfy any match requirements of a grant or to complete the Project. h) "Project" means Heat Pump System for City of Seward as defined in Appendix C (Scope of Grant) for which funds have been made available. i) "State" means the State of Alaska. 2. Indemnification As a condition of this Grant, the Grantee shall indemnify, hold harmless, and defend the Authority and the State of Alaska from and against any claim of, or liability for, error, omission or negligent act of the Grantee arising out of, or in any way connected with, this Grant Agreement or the project for which the Grant is made. The Grantee shall not be required to indemnify the Authority or State of Alaska for a claim of, or liability for, the independent negligence of the Authority or State of Alaska agency. If there is a claim of, or liability for, the joint negligent error or omission of the Grantee and the independent negligence of the Authority or State of Alaska, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. "Grantee" and "Authority" and "State of Alaska," as used within this section, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term "independent negligence" is negligence other than in the Authority's or State of Alaska's selection, administration, monitoring, or controlling of the Grantee and in approving or accepting the Grantee's work. 3. Information Technology Risks and Warranties Neither the Authority nor the State of Alaska makes any warranty, express or implied or assumes any legal liability or responsibility for the Grantee's use of the software, equipment or other related services provided by this grant or included in the project for which the grant is Page 4 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 made. The Grantee understands that although the Authority may procure software services or equipment on behalf of the grantee, the use of this software, equipment or other related services is at the Grantee's own risk. The Grantee bears the entire risk of using these services, such as any damages or liabilities resulting from a cyber-attack or computer virus on its own computers, communication systems and networks. The Grantee acknowledges that computer, communications systems and networks are not fault- free and occasional periods of downtime occur. The Authority and the State of Alaska do not guarantee these services will be uninterrupted, timely, secure or error-free. 4. Workers' Compensation Insurance The Grantee shall provide and maintain Workers' Compensation Insurance as required by AS 23.30 for all employees engaged in work under this Grant Agreement. The Grantee shall require any contractor to provide and maintain Workers' Compensation Insurance for its employees as required by AS 23.30. 5. Insurance The Grantee is responsible for obtaining and maintaining any necessary insurance and endorsements as defined in Appendix B Standard Provisions 6. Equal Employment Opportunity(EEO) The Grantee may not discriminate against any employee or applicant for employment because of race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy, or parenthood. The Grantee shall post in a conspicuous place, available to employees and applicants for employment, a notice setting out the provisions of this paragraph. The Grantee shall state in all solicitations or advertisements for employees to work on Authority funded projects, that it is an Equal Opportunity Employer (EEO) and that all qualified applications will receive consideration for employment without regard to race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood. The Grantee shall include the provisions of this EEO article in every contract relating to this Grant Agreement and shall require the inclusion of these provisions in every agreement entered into by any of its contractors, so that those provisions will be binding upon each contractor and subcontractor. 7. Public Purposes The Grantee agrees that the Project to which this Grant Agreement relates shall be dedicated to public purposes and any project constructed or equipment or facilities acquired, shall be owned and operated for the benefit of the general public. The Grantee shall spend monies appropriated under this grant only for the purposes specified in the Grant Agreement. The benefits of the Project shall be made available without regard to race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood. Page 5 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 8. Officials Not to Benefit No member of or delegate to Congress or the Legislature, or officials or employees of the Authority or Federal government may share any part of this agreement or any benefit to arise from it. 9. Governing Law This Grant Agreement is governed by the laws of the State of Alaska. Any civil action arising from this Agreement shall be brought in the Superior Court for the Third Judicial District of the State of Alaska at Anchorage. 10. Compliance with Applicable Law and Funding Source Requirements The Grantee shall comply with all applicable local, state and federal statutes, regulations, ordinances and codes, whether or not specifically mentioned herein. Refer to Appendix B Standard for more specific requirements. 11. Severability If any section, paragraph, clause or provision of this Agreement is held invalid or unenforceable, the remainder of this Agreement shall be unaffected and enforced to the fullest extent possible, and the invalid or unenforceable provision shall be deemed replaced with a valid and enforceable provision that is as similar as possible to such invalid or unenforceable provision. 12. Non-waiver The failure of either party at any time to enforce a provision of this Agreement shall in no way constitute a waiver of the provision, nor in any way affect the validity of this Agreement, or any part hereof, or the right of such party thereafter to enforce each and every provision hereof. 13. Integration This instrument and all appendices, amendments, attachments, Request for Applications dated July 8, 2015 and the Application dated September 15, 2015 hereto embody the entire Agreement of the parties concerning the grant funds granted hereunder. There are no promises, terms, conditions, or obligations regarding said funds other than those contained in the documents described above; and such documents shall supersede all previous communications, representations or agreements, either oral or written, between the parties hereto. To the extent there is any conflict between the provisions of Appendix A and B and the Grantee's application or proposal, the provisions of Appendix A and B prevail. 14. Grantee Not Agent of Authority The Grantee and any agents and employees of the Grantee act in an independent capacity and are not officers or employees or agents of the Authority in the performance of this Grant Agreement. 15. Disputes Any dispute arising under this Grant Agreement which is not disposed of by mutual agreement must be dealt with in accordance with 3 AAC 108.915. 16. Termination a) The Grantee shall have no rights to compensation or damages for termination except as provided in this Section. Page 6 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 b) In addition to all other rights available under law, the Authority may terminate this Agreement or stop work on the Project for the convenience of the Authority or for cause upon ten (10) days written notice. c) "Cause" for termination shall exist when the Grantee has failed to perform under this Agreement, has been stagnant on progression of the project for 2 years, has provided incorrect or misleading information or has failed to provide information which would have influenced the Authority's actions. In order for termination to be for cause, the Grantee's failure to perform or the Grantee's provision of incorrect, misleading, or omitted information must be material. d) If this Agreement is terminated for cause, the Grantee shall be entitled to no compensation. The Grantee shall reimburse the Authority for all grant funds expended under this Agreement by the Grantee or on the Grantee's behalf including interest accrued from the date of disbursement. The Grantee shall also reimburse the Authority for any costs incurred to collect funds subject to reimbursement, and for any damages incurred by the Authority as a result of the Grantee's failure to perform or provision of incorrect or misleading information. The Authority may require the Grantee to return to the Authority some or all of the Project assets and the fair market value of the returned Project assets will be applied to reduce the amount of reimbursement the Grantee owes the Authority under this subsection d. e) If this Agreement is terminated at the sole request of the Authority for the sole reason of its convenience, the Grantee is not required to reimburse the Authority for funds expended prior to the date of termination. If the Grantee has incurred costs under this agreement, the Grantee shall only be reimbursed by the Authority for eligible costs the Grantee incurred prior to the date of termination of the Agreement. However, prior to making any claim or demand for such reimbursement, the Grantee shall use its best effort to reduce the amount of such reimbursement through any means legally available to it. The Authority's reimbursement to the Grantee shall be limited to the encumbered, unexpended amount of funds available under this Agreement. f) If the basis for the termination of the Agreement or stop work under Section 15(b) is capable of being cured, the Authority shall provide the Grantee thirty (30) days from the date the termination or stop work becomes effective for the Grantee to cure the basis for the termination or stop work. If the Grantee cannot reasonably cure the basis for the termination or stop work within this thirty (30) day period, but the Grantee promptly undertakes and diligently pursues such cure, the cure period shall be extended to sixty (60) days. The Authority may further extend the cure period if the Grantee demonstrates that it is prohibited from curing the basis for termination or stop work by any process, stay or injunction issued by any governmental authority or pursuant to any bankruptcy or insolvency proceedings. If the Grantee cures the basis for the stop work, the stop work will be lifted. Until the Agreement is reinstated or stop work lifted, the Authority may not disburse any amount under this Agreement to the Grantee except as otherwise specifically provided in this section. 17. Termination Due to Lack of Funding In the event funding from the Authority, federal or other sources is withdrawn, reduced, or limited in any way after the effective date of this agreement and prior to normal completion, the Page 7 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Authority may terminate the agreement, reduce funding, or re-negotiate subject to those new funding conditions. 18. No Assignment or Delegation The Grantee may not assign or delegate this Grant Agreement, or any part of it, or any right to any of the money to be paid under it, except with the written consent of the Executive Director or Designee. 19. No Third Party Beneficiaries Except as otherwise specified in this agreement, no person is a third party beneficiary of this Agreement and this Agreement creates no third party rights. Specifically, any person who is not a party to this Agreement shall be precluded from bringing any action asserting the liability of a party or asserting any right against a party to this Agreement, through the terms of this Agreement. No person, other than a party to this Agreement, may bring any action based upon this Agreement for personal injuries, property damages, or otherwise. 20. No Additional Work or Material No claims will be allowed for additional work, materials, or equipment, not specifically authorized in this Grant Agreement, which are performed or furnished by the Grantee. 21. Changes Any changes which have been agreed to by both parties will be attached and made a part of this Grant Agreement by use of a written Amendment. Any such Amendment must be dated and signed by Authorized Representatives of the Authority and the Grantee. 22. Right to Withhold Funds The Authority may withhold payments under this Grant Agreement for non-compliance with any of the provisions of this Grant Agreement. 23. Remission of Unexpended Funds The Grantee shall return all unexpended grant monies to the Authority within 90 days of the Project completion. 24. Tax Compliance Responsibilities of Grantee The Grantee is responsible for determining applicable federal, state, and local tax requirements, for complying with all applicable tax requirements, and for paying all applicable taxes. The Authority may issue an IRS Form 1099 for Grant payments made. The Grantee shall pay all federal, state and local taxes incurred by the Grantee and shall require the payment of all applicable taxes by any contractor or any other persons in the performance of this Grant Agreement. 25. Lobbying Activities In accepting these funds, the Grantee agrees and assures that none of the funds will be used for the purpose of lobbying activities before the United States Congress or Alaska Legislature. No portion of these funds may be used for lobbying or propaganda purposes as prohibited in AS 37.05.321, 18 U.S.C. 1913, 31 U.S.C. 1352, or other laws as applicable. Page 8 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 26. Financial Management and Accounting The Grantee shall establish and maintain a financial management and accounting system that conforms to generally accepted accounting principles. In addition, the accounting system must keep separate all grant funds awarded under this grant agreement. 27. Procurement Standards Grantees will follow competitive purchasing procedures that: 1) provide reasonable competitive vendor selection for small dollar procurements; 2) provide for competitive bids or requests for proposals for contracts and procurements greater than $100,000; 3) provide a justification process for non-competitive procurements or contracts; 4) document the source selection methods used for all contracts, equipment, or material transactions greater than $10,000. Grantees who have questions about their procurement procedures or a specific procurement should contact the Authority's Grant Manager. 28. Reporting Requirements The Grantee shall submit progress reports to the Authority according to the schedule established in Appendix D of this Grant Agreement. 29. Ownership of Documents and Products Except as otherwise specifically agreed, all designs, drawings, specifications, notes, artwork, computer programs, reports and other work developed with grant funds in the performance of this agreement are public domain and may be used by the Authority and/or public without notice or compensation to the Grantee. The Grantee agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. Except as otherwise specifically agreed, and without limiting any Intellectual Property requirements of a federal funding agency, the Authority shall have unlimited rights to use and to disseminate any data produced or delivered in the performance of the contract. For purposes of clarity, nothing in this section precludes Grantee from using any document or product with respect to the Project or other Grantee uses. 30. Inspections and Retention of Records The Grantee shall keep a file for financial, progress and other records relating to the performance of the grant agreement. The file must be retained for a period of four years from the fully executed close out of the grant agreement or until final resolution of any audit findings claim or litigation related to the grant. The Authority may inspect, in the manner and at reasonable times it considers appropriate, records and activities under this Grant Agreement. 31. Audits This Grant Agreement is subject to 2 AAC 45.010 single audit regulations for State Grants. The Grantee must comply with all provisions of 2 AAC 45.010 and any additional audit requirements outlined in Appendix D. Commercial (for-profit) entities shall obtain an audit by an independent auditing firm similar to a program audit prepared under 2 CFR 200. The auditee and auditor shall have basically the same responsibilities for the federal or state program as they would have for an audit of a major program in a single audit. The expenditure threshold is $750,000 in the commercial entity's fiscal year. Page 9 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 32. Legal Authority The Grantee certifies that it possesses legal authority to accept grant funds from the State of Alaska and to execute the Project described in this Grant Agreement by signing the Grant Agreement document. The Grantee's relation to the Authority and the State of Alaska shall be at all times as an independent Grantee. 33. Grant Closeout Upon completion of all work and expenditure of all grant funds related to the Project the Authority will provide written notice to the Grantee that the Grant will be closed. The Grantee shall sign the Notice of Project Closeout within 30 days after it is delivered by the Authority. The Grant will be considered closed upon receipt of the signed Notice of Project Closeout. The Grant will be administratively closed if the Grantee fails to return the Notice of Project Closeout within 30 days after it is delivered by the Authority. If the Grantee has a valid reason for the Grant to remain open, they must contact the Authority in writing within 30 days. No additional reimbursements will be made to the Grantee after the grant is closed out. Page 10 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Appendix B Standard Provisions 1. Grant Funding Sources This Grant is subject to appropriation and availability of funds as listed below: State of Alaska $ 725,000 SLA 2018, Ch. 19, Sec. 1, Pg. 2-3, Ln. 3-15, 23-31 Community Match $ 157,497 City of Seward Total Funding 882, 997 Grantee acknowledges that if additional grant funds are made available they are subject to the terms and conditions of this Agreement and any amendment. 2. Governing Laws The Grantee shall perform all aspects of this Project in compliance with all applicable state, federal and local laws. 3. Documentation and Record Keeping The Grantee shall maintain the following in their files: • Grant application; • Grant agreement and any amendments; • All written correspondence or copies of emails relating to the Grant; • Reports, including any consultant work products; • A separate accounting of grant income and expenditures; • Supporting documentation for the expenditures charged to the grant (including supporting documentation for all required matching contributions). The Authority and any authorized federal representative may inspect, in the manner and at any reasonable time either considers appropriate, the Grantee's facilities, records, and activities funded by this Grant Agreement. 4. Eligible Costs The Authority, as Grantor, shall have sole discretion to determine which project costs are eligible to be paid from Grant monies under this agreement. Only direct costs of the Project are eligible for payment or reimbursement from grant funds. Indirect costs are not allowed under this grant unless approved by the Authority in Appendix E. The eligible costs will be determined in accordance with 3 AAC 107.600 — 695 and the Request for Applications dated July 8, 2015; which is incorporated by reference into this grant agreement. 5. Insurance Requirements The following insurance requirements are in effect for this Project. Grant funds may be used to procure Project related insurance and the Authority will work with the Grantee to ensure that Page 11 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 these requirements are met. Insurance will be obtained with an insurance carrier or carriers covering injury to persons and property suffered by the State of Alaska, Alaska Energy Authority or by a third party as a result of operations under this grant. The insurance shall provide protection against injuries to all employees of the Project engaged in work under this grant. All insurance policies shall be issued by insurers that (i) are authorized to transact the business of insurance in the State of Alaska under AS 21 and (ii) have a Bests Rating of at least A-VII and be required to notify the Authority, in writing, at least 30 days before cancellation of any coverage or reduction in any limits of liability. Where specific limits and coverage are shown, it is understood that they shall be the minimum acceptable and shall not limit the Grantee's indemnity responsibility. However, costs for any coverage in excess of specific limits of this agreement are the responsibility of the Grantee and may not be charged to this grant agreement. The following policies of insurance shall be maintained with the specified minimum coverage and limits in force at all times during the performance work under this Project: a. Workers' Compensation: as required by AS 23.30.045, for all employees engaged in work under this Project. The coverage shall include: Waiver of subrogation against the State and the Alaska Energy Authority and Employer's Liability Protection at $500,000 each accident/each employee and $500,000 policy limit; b. Commercial General Liability: on an occurrence policy form covering all operations under this Project with combined single limits not less than: a. $1,000,000 Each Occurrence; $1,000,000 Personal Injury; $1,000,000 General Aggregate; and $1,000,000 Products-completed Operations Aggregate. The State of Alaska and Alaska Energy Authority shall be named as an Additional insured. c. Automobile Liability: covering all vehicles used in Project work, with combined single limits no less than $1,000,000 each occurrence. All of the above insurance coverage shall be considered to be primary and non-contributory to any other insurance carried by the State of Alaska and Alaska Energy Authority, whether self- insurance or otherwise. The Authority's acceptance of deficient evidence of insurance does not constitute a waiver of Grant requirements. 6. Procurement and Suspension and Debarment When the Grantee enters into a transaction with an entity for the purchase of goods or services that are expected to equal or exceed $25,000, or meet other special criteria as specified in 2 CFR section 180.220, the grantee is required to verify that the entity and its principals as defined in 2 CFR section 180.995, are not suspended or debarred or otherwise excluded from participating in the transaction. The Grantee must verify the eligibility of the entity and its principals by one of the following: (1) checking the Excluded Parties List System (EPLS) Page 12 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 maintained by the General Services Administration (GSA) (Note: EPLS is no longer a separate system; however, the OMB guidance and agency implementing regulations still refer to it as EPLS) and available at https://www.sam.gov/portal/public/SAM/), (2) collecting a certification from the entity, or (3) adding a clause or condition to the covered transaction with that entity stating it is not suspended or debarred from participating in the transaction (2 CFR section 180.300). 7. Declaration of Public Benefit The parties acknowledge and agree that the Project shall be constructed, owned and operated for the benefit of the general public and will not deny any person use and/or benefit of Project facilities due to race, religion, color, national origin, age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood. 8. Grantee Project Manager For construction projects, the Grantee will contract or hire competent persons to manage all phases of the Project. Work at a minimum will include; management of Grantee's labor for the project, engineering firms and consultants, procurement, management of construction contractors, selection of equipment, review of plans and specifications, on-site inspections and review and approval of work, and other duties to ensure that the completed work conforms with the requirements of the grant and the construction documents. If the Grantee fails to provide adequate project management the Authority may terminate the Grant or assume project management responsibilities with the concurrence of the Grantee. Costs for a Grantee Project Manager must be reasonable to be considered an eligible grant expense. 9. Approval to Proceed with Next Phase A grant award may be for one or more phases of a project. The Grantee must achieve substantial completion of work or of designated grant milestones and receive approval from the Authority prior to proceeding to the next phase of work. 10. Contracts for Engineering Services In the event the Grantee contracts for engineering services, the Grantee will require that the engineering firm certify that it is authorized to do business in the State of Alaska and provide proof of licensing and required professional liability insurance. Unless otherwise agreed by the Authority, the insurance required by this section shall, at a minimum, included professional liability insurance covering all errors, omissions or negligent acts in the performance of professional services under this agreement, with limits required per the following schedule: Contract Amount Minimum Required Limits Under $ 100,000 $ 300,000 per Occurrence/Annual Aggregate $ 100,000-$ 499,999 $ 500,000 per Occurrence/Annual Aggregate $ 500,000-$ 999,999 $ 1,000,000 per Occurrence/Annual Aggregate $ 1,000,000 or over Refer to Risk Management 11. Site Control If the grant Project involves the occupancy and use of real property, the Grantee assures that it has the legal right to occupy and use such real property for the purposes of the grant, and Page 13 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 further that there is legal access to such property. The Grantee is responsible for securing the real property interests necessary for the construction and operation of the Project, through ownership, leasehold, easement, or otherwise, and for providing evidence satisfactory to the Authority that it has secured these real property interests. 12. Permits It is the responsibility of the Grantee to identify and ensure that all permits required for the construction and operation of this Project by the Federal, State, or Local governments have been obtained unless otherwise stated in Appendix C. These permits may include, but are not limited to, Corps of Engineers, Environmental Protection Agency, Alaska Department of Environmental Conservation, State Historic Preservation Office, State Fire Marshal, Alaska Department of Natural Resources, Alaska Department of Fish and Game and Boroughs. 13. Exclusion of Existing Environmental Hazards Grant funds for investigation, removal, decommissioning, or remediation of existing environmental contamination or hazards, are not allowed unless specifically specified and approved in Appendix C. 14. Environmental Standards The Grantee will comply with applicable environmental standards, including without limitation applicable laws for the prevention of pollution, management of hazardous waste, and evaluation of environmental impacts. 15. Current Prevailing Rates of Wage and Employment Preference To the extent required by federal and State law construction projects may require certain Grantees to include the requirements for Davis Bacon and Little Davis Bacon when contracting for construction services. This requires contractors to pay minimum rates of pay for specific classes of workers and provide certified payrolls to the State Department of Labor. The current wage rates can be found at the following web sites: The Federal wage rates at http://www.wdol.clov/ The State wage rates at http://www.labor.state.ak.us/Iss/pamP600.htm If federal funding sources require federal Davis Bacon compliance, the Grantee must use both the Federal and State wage scale and the contractor is required to pay the higher of the State or Federal wage scale. When only State Funds are used that requires "Little Davis Bacon," the Grantee is only required to follow the State Rate schedule. For projects that are only State funded, contractors are also required to use local residents where they are available and qualified in accordance with AS 36.10.150-180, and 8 AAC 30.064 - 088. The Grantee is responsible for identifying any other sources of project funds and for ensuring compliance with applicable wage scales for all sources of project funding. If a Grantee believes they or their contractors may be exempt from these requirements, they should contact the State of Alaska Department of Labor and Workforce Development, Wage and Hour Administration, for a determination and forward a copy of that determination to the Authority's Grant Administrator. Page 14 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 16. Construction Plans and Specifications Review Prior to public notice of bidding a construction project the Grantee will provide the plans and specifications to the Authority for review. Concurrence that the plans and specifications are consistent with the grant award must be received before grant funds will be released for construction related costs. 17. Construction Insurance and Bonding When the value of the construction is anticipated to be greater than $100,000, prior to beginning construction on a project funded by this grant, the Grantee or Grantee's contractor(s) must provide the Authority; either a payment and performance bond, as may be required by AS 36.25.010, a surety in form and substance acceptable to the Authority, or some other guarantee or assurance acceptable to the Authority that the Grantee or the Grantee's contractor has the capacity, qualifications, and financial resources necessary to complete construction of the project as proposed in the grant or construction contract(s) funded by this grant. Post Construction Certification. Upon completion of construction, the Grantee will submit a final report that includes: • Certification that all work is completed in accordance with the grant and all costs claimed are eligible costs and represent work completed on the Project; • Summary of total project cost including detailed funding sources and any outstanding debt; • Certification that there is a release of any contractor or subcontractor liens on the project; • Identification of any outstanding construction issues; • Demonstration that appropriate insurance is in place and, • As-built drawings. 18. Ownership of Facilities The Grantee shall assume all liabilities arising from the ownership and operation of the Project. Grantee will not sell, transfer, encumber, or dispose of any of its interest in the facilities constructed with this grant funding during the economic life of the project without prior written approval of the Authority. 19. Operation and Maintenance of Facilities The Grantee is required to maintain and operate the facilities defined in Appendix C of this agreement for the economic life of the facility or the specific period of time designated herein. In the event that the Grantee is no longer operating the facilities for the intended purposes the Authority may require the Grantee to reimburse the Authority an amount based on the total contribution of the Authority, the value of the assets, and the terms and conditions of this agreement. The Authority may require that the assets acquired under this agreement be sold and the proceeds returned to the Authority. Page 15 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 20. Performance/Operation and Maintenance (O&M) Reporting If the grant is for Project construction, the Grantee must provide the Authority with a Performance/O&M Report annually for ten years after Project completion. The Performance/ O&M Report must include: (1) a detailed description of Project operations and maintenance activities and issues; and (2) a detailed description of Project performance, including energy output, estimated fuel savings resulting from the operation of the Project, and any other relevant measures of Project performance reasonably requested by the Authority, a description of repairs and modifications to the Project, and recommendations for improvements for similar future projects. The Authority may take into account the Grantee's failure to provide the required annual Performance/O&M Report in evaluating future applications from the Grantee for grant funds. The Authority encourages Grantees to provide annual Performance/O&M reports for the life of the Project, and may consider the Grantee's voluntary submittal of annual Performance/O&M reports beyond the first ten years in evaluating future applications from the Grantee for grant funds. 21. Tariffs & Rates for Use of Grant-Funded Assets Rates for power provided as a result of generation or transmission facilities built with grant funds may be subject to review and approval by the Regulatory Commission of Alaska (RCA), or if the rates are not subject to RCA review and approval, they may be subject to review and approval by the Authority to ensure reasonable and appropriate public benefit from the ownership and operation of the Project. As a condition of the grant, Independent Power Producers will agree to sell energy resources for electricity and heat at a cost-based rate for the economic life of the project. The Authority will hire an independent economist to provide guidance in developing a cost-based rate for electric sales with an appropriate rate of return on equity. The allowable cost-based rate represents the highest rate that the Independent Power Producer will be allowed to charge. Because the cost-based rates are a grant condition, avoided costs rates or Public Utility Regulations Policies Act (PURPA) rates will not apply for projects which obtain grant funding. Application for a Certification of Public Convenience and Necessity (CPCN) is also a grant condition. RCA action related to the issuance of the CPCN must be completed prior to the issuance of any construction grant funding. 22. Grant-funded Assets Not Included with PCE The Grantee agrees that it will not include the value of facilities, equipment, services, or other benefits received under this grant as expenses under the Power Cost Equalization Program or as expenses on which wholesale or retail rates or any other energy tariffs are based. 23. Substantial Completion of Project. Upon substantial completion of the project, the Authority PM shall schedule a site inspection with the general contractor, the designer of record, the grantee and the Authority. At this inspection, a punchlist will be generated of outstanding items which must be completed prior to grant completion. Upon completion of this inspection, the Authority will issue a Notice of Substantial Completion (NOSC) and identify in this notice, the punchlist items which must be Page 16 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 completed. When the Notice is issued, the Grantee assumes all responsibility associated with operating and maintaining the Project, except as specifically provided otherwise herein or by separate agreement executed by the Authority and the Grantee. The Grantee may disagree with the substantial completion determination by providing written notice to the Project Manager within 30 days after receipt of the Notice of Substantial Completion. The Grantee's written objections disagreeing with the Notice of Substantial Completion must detail the reasons the Grantee believes the Notice of Substantial Completion should not be issued. Further the Grantee must explain what the Grantee expects should be done so the Notice of Substantial Completion can be issued, and when the additional issues identified can be completed or resolved. The Authority will follow-up within 60 days, letting the Grantee know if the objections have been accepted, if the Notice of Substantial Completion stands, or, if the Notice of Substantial Completion is modified. Within 30 days of final disposition of the Notice of Substantial Completion, the Authority Project Manager will issue a Certificate of Substantial Completion which will include an updated punchlist (if one still exists) which will be signed by the general contractor and the Authority. The date of this certificate shall be the completion date of the Project. 24. Force Account Payroll and Project Coordination The Grantee will assist the Authority in obtaining qualified local labor for the Project and will provide necessary local administration assistance, including recommending qualified local personnel; assisting in obtaining necessary personnel information; assisting in obtaining housing for nonresident workers; facilitating communications between the Authority, the community and local employees; and serving as a liaison between the Authority and the community. Appendix C Grantee Proposal/Scope of work This grant to the City of Seward (City) is for the design and construction of a Ground Source Heat Pump (GSHP) which will draw heat from nearby Resurrection Bay to heat a heating district containing four existing City buildings, with potential for future expansion: • Library - 24,323 ft2 • City Annex - 8,192 ft2 • City Hall - 20,532 ft2 • Fire Hall - 7,262 ft2 • (future) Adams Street Shower House - 800 ft2 A field of vertical boreholes will be drilled on City land adjacent to the water front; piping will be used in these boreholes and charged with a heat transfer fluid in a closed system to provide heat to the heating district. High efficiency water to water heat pumps, one buffer tank, and loop pumps will be installed in the existing mechanical rooms of the Library and City Hall. One buffer tank will be installed in the Annex, and the Fire Hall. One existing heating oil boiler will Page 17 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 remain in each building to serve as a backup boiler, these back-up boilers will be integrated into the heating system of their respective buildings along with buffer/storage tanks. This system is estimated to provide at least 96% of the current heating loads of the buildings, and to displace roughly 20,020 gallons of heating oil annually. Page 18 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Budget: Reimbursable Grant Match Total Start End Milestones Tasks Budget Budget Budget Date Date Deliverables Reconnaissance $0 $10,000 $10,000 Jan Dec Construct test well 2015 2015 Test well Collect and Localized water evaluate water Jan Dec table thermal column data 2015 2015 profile Design Phase $68,440 $68,440 $136,880 Select Design Oct Oct Team 2018 2018 Solicitation, NTP Design Team Oct Oct Scoping Meeting Scope Mtg. 2018 2018 Minutes Complete Design Oct Nov Memo w/cost Memo 2018 2018 opinion Complete 65% Dec Jan Plans, Specs, cost Design 2018 2018 1 opinion Complete 100% Feb Feb Plans, Specs, cost Design 2019 2019 opinion Update Economic Mar Mar Analysis 2019 2019 Economic Analysis Construction Phase $584,060 $79,057 $663,117 Prepare Bid Apr Apr Package 2019 2019 May May Advertise For Bids 2019 2019 Bid Advertisement Jun Jun Review Bids 2019 2019 Notice of Award Jul Jul Procure long lead Award Bid 2019 2019 items Pre-Construction Aug Aug Conference Conference 2019 2019 Minutes Aug Sep Submittal Reviews 2019 2019 Progress Report Contractor Sep Sep Mobilizes 2019 2019 Progress Report Stake Out/Line Sep Sep Locates 2019 2019 Progress Report Drill/Install Vertical Sep Nov Loos 2019 1 2019 Progress Report Construct Sep Nov Mains/Laterals 2019 2019 Progress Report Mech./Elect Inside Sep Nov Bldgs. 2019 2019 Progress Report Construct Loop Nov Nov Manifold 2019 2019 Progress Report Pressure Test Nov Nov System 2019 2019 Progress Report System Start Nov Nov Up/Testing Up/Testing 2019 2019 Pro ress Report Punch List Nov Nov Items/Testing 2019 2019 Progress Report Close Out Certificate Final as- Nov Dec built/redline Close Out Final Punch List $72,500 0 $72,500 2019 2019 drawings TOTAL Page 19 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Appendix D Project Management & Reporting Requirements 1. Project Management The Grantee will notify the Authority immediately of any significant organizational changes during the term of the grant, including changes in key personnel or tax status, any unforeseen problem or project delay that may cause a change to the work plan or budget or that may otherwise affect the Grantee's ability to perform its commitments under this Grant Agreement. Any unreported or unapproved changes to the work plan or budget evident in reports may result in an amendment being required, costs disallowed, suspension or termination of the grant as described in Appendix A. 2. Contact Persons For the Grantee For The Authority Grant Manager Grant Manager Brennan Hickok Shawn Calfa, Grants Administrator PO Box 167 813 W. Northern Lights Blvd. Seward, Alaska 99664 Anchorage, Alaska 99503 bhickok(a)-cityofseward.net scalfaCa)aidea.org 907-224-4020 907-771-3031 Project Manager Project Manager Doug Schoessler Dan Smith PO Box 167 813 W. Northern Lights Blvd. Seward. Ak 99664 Anchorage, Alaska 99503 dougCa)_cityofseward.net dsmithCa)_akenergyauthority.org 907-224-4093 907-771-3983 3. Monthly Progress and Financial Reports The Grantee will provide monthly progress and financial reports by email (or other method allowed by the Authority, if email is not available) to the Authority Project Manager. These reports are due starting the first full month after the execution of this Agreement. This report must update the Authority on the project's progress, regulatory and compliance issues, possible delays, and grant expenditures during the month. These Monthly Progress Reports, which are due within 30 days of the end of the previous month, must summarize, in one or two pages, the progress made on grant tasks during the month and identify any difficulties in completing tasks or meeting goals or deadlines. The Grantee must also include with the report copies of any work products due to the Authority during this period. Reports are considered late five 5 days after the due date. No further payments will be made without submission and approval of required reports. Work completed after the twenty-day period when required reports have not been submitted is at the Grantee's risk, and costs incurred may be disallowed. Repeated failure to submit reports in a timely manner could result in suspension or termination of the grant. All reports and deliverables required in this agreement must have been submitted and approved by the Authority prior to the final payment being released. Page 20 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Appendix E Project Budget & Reimbursement Provisions 1. Allowable Costs Allowable costs under this grant include all reasonable and ordinary costs for direct labor & benefits, travel, equipment, supplies, contractual services, construction services, and other direct costs identified and approved in the Project budget that are necessary for and incurred as a direct result of the Project and consistent with the requirements noted in Appendix B 4 Eligible Costs. A cost is reasonable and ordinary if, in its nature and amount, it does not exceed that which would be incurred by a prudent person under the circumstances prevailing at the time the decision was made to incur the costs. Allowable costs are only those costs that are directly related to activities authorized by the Grant Agreement and necessary for the Project. The categories of costs and additional limits or restrictions are listed below: a. Direct Labor & Benefits Include salaries, wages, and employee benefits of the Grantee's employees for that portion of those costs attributable to the time actually devoted by each employee to, and necessary for the Project. Direct labor costs do not include bonuses, stock options, other payments above base compensation and employee benefits, severance payments or other termination allowances paid to the Grantee's employees. b. Travel, Meals, or Per Diem Include reasonable travel expenses necessary for the Project. These include necessary transportation and meal expenses or per diem of Grantee employees for which expenses the employees are reimbursed under the Grantee's standard written operating practice for travel and per diem or the current State of Alaska Administrative Manual for employee travel. c. Equipment Include costs of acquiring, transporting, leasing, installing, operating, and maintaining equipment necessary for the Project, including sales and use taxes. Subject to prior approval by the Authority Project Manager, costs or expenses necessary to repair or replace equipment damage or losses incurred in performance of work under the grant may be allowed. However, damage or losses that result from the Grantee's employees, officer's, or contractor's gross negligence, willful misconduct, or criminal conduct will not be allowed. d. Supplies Include costs of material, office expenses, communications, computers, and supplies purchased or leased by the Grantee necessary for the Project. e. Contractual services Include the Grantee's cost of contract services necessary for the Project. Services may include costs of contract feasibility studies, project management services, engineering and Page 21 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 design, environmental studies, field studies, and surveys for the project as well as costs incurred to comply with ecological, environmental, and health and safety laws. f. Construction Services For construction projects this includes the Grantee's cost for construction contracts, labor, equipment, materials, insurance, bonding, and transportation necessary for the Project. Work performed by the Grantee's employees during construction may be budgeted under direct labor and benefits. Contracted project management or engineering may be budgeted under contractual services and major equipment purchases made by the Grantee may be budgeted under equipment. g. Other Direct Costs In addition to the above the following expenses necessary for the Project may be allowed. • Net insurance premiums paid for insurance required for the grant Project; • Costs of permits and licenses for the grant Project; • Non-litigation legal costs for the Project directly relating to the activities; in this paragraph, "non-litigation legal costs" includes expenses for the Grantee's legal staff and outside legal counsel performing non-litigation legal services; • Office lease/rental payments; • Other direct costs for the Project directly relating to the activities and identified in the grant documents; and/or • Land or other real property or reasonable and ordinary costs related to interests in land including easements, right-of-ways, or other defined interests. 2. Specific Expenditures not allowed Ineligible expenditures include costs for overhead, lobbying, entertainment, alcohol, litigation, payments for civil or criminal restitution, judgments, interest on judgments, penalties, fines, costs not necessary for and directly related to the grant Project, or any costs incurred before the beginning date of the grant as indicated on the signature page. Overhead costs described in this section include: • Salaries, wages, applicable employee benefits, and business-related expenses of the Grantee's employees performing functions not directly related to the grant Project; • Office and other expenses not directly related to the grant Project; and • Costs and expenses of administration, accounting, human resources, training, property and income taxes, entertainment, self-insurance, and warehousing. 3. Match The Grantee is required to provide $ 157,497 in match for this Project. Cash match will be applied based on a percentage basis unless otherwise specified in the budget in Appendix C. In-kind match will be applied based on the budget in Appendix C. Page 22 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 4. Cost Share Match Requirements Cost sharing or matching is that portion of the Project costs not borne by the Authority. The Authority will accept all contributions, including cash and in-kind, as part of the Grantees' cost sharing or matching when such contributions meet the following criteria: • Are provided for in the Project budget; • Are verifiable from the Grantee's records; • Are not included as contributions for another state or federally assisted project or program; (The same funds cannot be counted as match for more than one program.) • Are necessary and reasonable for proper and efficient accomplishment of the Project or program objectives; • Are allowable costs; • Are not paid by the State or federal government under another award, except for those authorized by the State or federal statute to be used for cost sharing or matching; • Must be incurred within the grant eligible time period. The Authority may allow cost sharing or matching contributions that occurred prior to the grant eligible time period for projects that involve construction. 5. Valuing In-Kind Support as Match If the Grantee chooses to use in-kind support as part of or its entire match, the values of those contributions must be approved by the Authority at the time the budget is approved. The values will be determined as follows: • The value of real property will be the current fair market value as determined by an independent third party or a valuation that is mutually agreed to by the Authority and the Grantee and approved in the grant budget. • The value assessed to Grantee equipment or supplies will not exceed the fair market value of the equipment or supplies at the time the grant is approved or amended. • Equipment usage will be valued based on approved usage rates that are determined in accordance with the usual accounting policies of the recipient or the rates for equipment that would be charged if procured through a competitive process. Rates paid will not exceed the fair market value of the equipment if purchased. • Rates for donated personal services will be based on rates paid for similar work and skill level in the recipient's organization. If the required skills are not found in the recipient organization, rates will be based on rates paid for similar work in the labor market. Fringe benefits that are reasonable, allowable, and allocable may be included in the valuation. • Transportation and lodging provided by the Grantee for non-local labor will not exceed the commercial rates that may be available within the community or region. Page 23 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 6. Grant Disbursements The Grantee must request disbursement of grant funds in the form and format required by the Authority with appropriate back-up documentation and certifications. (See Attachment 1). Reimbursements are made for actual costs incurred and must be for approved milestones. The back-up documentation must demonstrate the total costs incurred are allowable, and reflect the amount being billed. Documentation must include: • A ledger summarizing cost being billed; • A summary of direct labor costs supported by timesheets or other valid time record to document proof of payment; • Travel and per-diem reimbursement documentation; • Contractor or vendor pay requests; • Itemized invoices and receipts; and • Detailed ledger of costs being charged to this grant. Additionally, the Grantee may be required to provide proof of payment of the incurred costs at the request of the Authority. Payment of grant funds will be subject to the Grantee complying with its matching contribution requirements of the Grant. Payment of grant funds will be made by the Authority to the Grantee within 30 days from receipt of a properly completed, supported, and certified Reimbursement Request (See Attachment 1). 7. Withholding of Grant Funds If, upon review of the monthly billings, the Authority discovers errors or omissions in the billings it will notify the Grantee within thirty (30) days of receipt of the billing. Payment for the portion of billings for which there is an error or omission may be withheld pending clarification by Grantee. Grant funds may be withheld for the following reasons: • The Grantee fails to provide adequate back-up documentation. • The Authority determines that a specific expense is not allowed under the grant. • The Grantee's matching contribution requirements are not met. Up to 10% of the Authority's contribution of grant funds may be retained by the Authority until the Project is completed and all required final documentation and reports are received and accepted by the Authority. 8. Advance Disbursements In most instances, payments to a Grantee will be made on a cost reimbursable basis. If the Authority determines that cost reimbursement will significantly inhibit the Grantee's ability to perform the Project and determines that an advance is in the public interest, the Authority may Page 24 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 recommend an advance to the Grantee of an amount not to exceed a projected thirty (30) day cash need, or twenty percent (20%) of the grant amount, whichever amount is less. Before the Authority will issue an advance, the Grantee must provide in writing, and the Authority must approve a "Request for Advance Payment" form which includes: • justification of the need for the advance; • documentation of anticipated line item costs associated with the advance. All advances will be recovered with the Grantee's next Financial/Progress Report form. Should earned payments during the terms of this Grant Agreement be insufficient to recover the full amount of the advance, the Grantee will repay the unrecovered amount to the Authority when requested to do so by the Authority, or at termination of the Grant Agreement. 9. Unexpended Grant Funds and Interest Earned Any grant funds not expended under this agreement and any interest accruing on the grant funds belong to the Authority and shall be returned to the Authority. 10. Budget Adjustments and Changes When a Grantee faces increased unbudgeted costs, the Grantee should contact the Authority Project Manager. Budget adjustments cannot increase the grant award amount. Cost overruns that may require reduced scope of work will require Authority approval and an amendment to the grant. If a budget adjustment or other changes indicate to the Authority Project Manager that the project cannot be completed as currently planned and budgeted for, the Authority Project Manager will not approve the release of additional grant funds until the Grantee provides sufficient information on how the Grantee intends to complete the revised project. Budget Adjustments The Grantee shall identify budget changes on its Financial Reports submitted to the Authority. At least quarterly, the Authority will compare actual costs to budgeted distributions based on the Financial Report/Request for Reimbursement form. Costs charged to grant funds must reflect adjustments made as a result of the activity actually performed. The budget estimates or other distribution percentages must be revised at least quarterly, if necessary, to reflect changed circumstances. Page 25 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Attachment 1 Financial Report/Request for Reimbursement Form THIS REQUEST IS FOR FINAL PAYMENT ❑ Grantee: City of Seward Project: Heat Pump System for City of Seward Period: to Grant Number: 7091242 C D=B+C E=A-D BUDGET RANT BUDGET HATCHING OTAL BUDGET PRIOR EXPENDITURES TOTAL RANT BALANCE SUMMARY UDGET EXPENDITURES THIS PERIOD EXPENDITURES BY TASK OR MILESTONE Reconnaissance $0 $10,000 $10,000 Design Phase $68,440 $68,440 $136,880 Construction Phase $584,060 $79,057 $663,117 Close Out $72,500 L02 $72,500 TOTAL W&W I $$$ BY BUDGET CATEGORIES Direct Labor and $68,440 $68,440 $136,880 Benefits Travel $0 $0 $0 Equipment $0 $0 $0 Contractual Services $0 $0 $0 Construction $584,060 $79,057 $663,117 Se rvi ces Other $72,500 $10,000 $82,500 TOTAL BY FUND SOURCES Grant Funds-SOA $725,000 $0 $725,000 Grantee Match-Cash $0 $147,497 $147,497 Grantee Match-In- 50 $10,000 $10,000 Kind TOTAL $Z24 $$$ Please submit this form and the supporting documentation to aeapayables(2aidea.org CERTIFICATION Form requires two original signatures. The person certifying must be different from the person preparing the report. One signature should be the authorized representative of the Grantee organization or highest ranking officer;the other should be the person who prepared the report. I certify to the best of my knowledge and belief that the information reported on both the Financial Report above and the attached Progress Report are correct.In addition,funds were spent and work performed in accordance with the grant agreement terms and conditions. Certified By: Prepared By: Printed Name: Printed Name: Title: Date: Title: Date: Page 26 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Attachment 2 Progress Report Form Grantee: City of Seward Project Name: Heat Pump System for City of Seward Grant # 7091242 Period of Report: to Project Activities Completed: Existing or Potential Problems: Activities Targeted for Next Reporting Period: Prepared By: Date: Printed Name: Page 27 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Attachment 3 Notice of Project and Grant Closeout NOTICE OF PROJECT AND GRANT CLOSEOUT ALASKA ENERGY AUTHORITY Project Name: Heat Pump System for City of Seward Grantee: City of Seward Grant Number: 7091242 The Alaska Energy Authority certifies and acknowledges that the Project referenced above has been completed, and that all tasks have been satisfactorily carried out in accordance with the terms and conditions of Agreement Number: 7091242. Project Manager Date Alaska Energy Authority City of Seward certifies that the Project named above is complete in accordance with the terms and conditions of Alaska Energy Authority Agreement Number: 7091242. City of Seward also certifies that, we have been reimbursed for all eligible expenses pertaining to 7091242, and that as of the date of signature, no further reimbursements will be requested for any activity related to the Project identified above. Pursuant to Appendix B #20 `Performance/Operation and Maintenance (O&M) Reporting', the Grantee is required to provide detailed reports annually, for ten years. Total project cost $ The total project cost should include all expenses related to this grant funded project (grants, loans, match, etc.). It should include design and construction costs, but should not include feasibility and reconnaissance work. Notes/comments: Please attach on a separate page Authorized Signature Title Printed Name Date Page 28 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Attachment 4 Notice of Substantial Completion NOTICE OF SUBSTANTIAL COMPLETION ALASKA ENERGY AUTHORITY Project Name: Heat Pump System for City of Seward Grantee: City of Seward Grant Number: 7091242 The Alaska Energy Authority (the Authority) issues this notice that the Authority has determined that all tasks associated with the Project referenced above have been substantially completed in accordance with the terms and conditions of Agreement Number: 7091242 (Agreement), with the exception of outstanding work items identified in the Exhibit A. Under Appendix B, No. 23 of the Agreement, the Authority issuing this Notice means the Grantee assumes all responsibility associated with operating and maintaining the Project, except as specifically provided otherwise in the Agreement or by separate agreement executed by the Authority and the Grantee. The Grantee may disagree with the substantial completion determination by providing written notice to the Project Manager within 30 days after receipt of the Notice of Substantial Completion. The Grantee's written objections disagreeing with the Notice of Substantial Completion must detail the reasons the Grantee believes the Notice of Substantial Completion should not be issued. Further the Grantee must explain what the Grantee expects should be done so the Notice of Substantial Completion can be issued, and when the additional issues identified can be completed or resolved. The Authority will follow-up within 60 days, letting the Grantee know if the objections have been accepted, if the Notice of Substantial Completion stands, or, if the Notice of Substantial Completion is modified. Within 30 days of final disposition of the Notice of Substantial Completion, the Authority Project Manager will issue a Certificate of Substantial Completion which will include an updated punchlist (if one still exists) which will be signed by the general contractor and the Authority. The date of this certificate shall be the completion date of the Project. Authority Project Manager Date Page 29 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Attachment 5 Grantee Certification CERTIFICATION OF GRANTEE AND LOWER-TIER PARTICIPANTS REGARDING DEBARMENT, SUSPENSION, AND OTHER INELIGIBILITY AND VOLUNTARY EXCLUSION Grantee City of Seward PO Box 167 Seward, AK 99664 I, hereby certify on behalf (Name and title of official) of City of Seward that: (1) The prospective Grantee and lower tier participant certifies, by submission of this letter, that neither it nor its "principals" [as defined at 49 C.F.R. § 29.105(p)] is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. In the event, your company or any principals become ineligible from participating in federally funded transactions, you are required to notify us immediately. (2) When the prospective Grantee and lower tier participant is unable to certify to the statements in this certification, such prospective participant shall attach an explanation to this proposal. Executed this day of , 20 By: (Signature of authorized official) (Title of authorized official) Page 30 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 DEBARMENT,SUSPENSION,INELIGIBILITY&VOLUNTARY EXCLUSION-49 CFR Part 29; Executive Order 12549 [Applicable to all Federal-aid contracts which exceed$25,000] Instructions for Certification: 1. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective Grantee and lower tier participants knowingly rendered an erroneous certification,in addition to other remedies available to the Federal Government,THE AUTHORITY may pursue available remedies, including suspension and/or debarment. 2. The prospective Grantee and lower tier participants shall provide immediate written notice to THE AUTHORITY if at anytime the prospective Grantee and lower tier participants learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 3. The terms"covered transaction,""debarred," "suspended," "ineligible," "lower tier covered transaction," "participant," "persons," "lower tier covered transaction,""principal,""proposal,"and voluntarily excluded,"as used in this clause,have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549 [49 CFR Part 29]. You may contact THE AUTHORITY for assistance in obtaining a copy of those regulations. 4. The prospective Grantee and lower tier participants agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended,declared ineligible,or voluntarily excluded from participation in this covered transaction,unless authorized in writing by THE AUTHORITY. 5. The prospective Grantee and lower tier participants further agrees by submitting this proposal that it will include the clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transaction", without modification,in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 6. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred,suspended,ineligible,or voluntarily excluded from the covered transaction,unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may,but is not required to,check the Non-procurement List issued by U.S.General Service Administration. 7. Nothing contained in the foregoing shall be construed to require establishment of system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 8. Except for transactions authorized under Paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to all remedies available to the Federal Government, THE AUTHORITY may pursue available remedies including suspension and/or debarment. Certification Regarding Debarment,Suspension,Ineligibility and Voluntary Exclusion Lower Tier Covered Transaction (1) The prospective Grantee and lower tier participants certifies, by submission of this bid or proposal, that neither it nor its "principals" [as defined at 49 CFR §29.105(p)] is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) When the prospective Grantee and lower tier participants is unable to certify to the statements in this certification, such prospective participant shall attach an explanation to this proposal. The Grantee,City of Seward certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure,if any. In addition, the Grantee understands and agrees that the provisions of, 49 CFR§29 apply to this certification and disclosure, if any. Signature of Grantee's Authorized Official: Name and Title of Grantee's Authorized Official: Date: Page 31 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Page 32 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Attachment 6 Advance Request Form ,4 LAS KA ENERGY AUTHORITY GRANTS SECTION REQUEST FOR ADVANCE PAYMENT Instructions: (1) Fill in the Grantee, Grant Number, Project Title, Amount Requested, and Date. (2) Read the language in Appendix E of the Grant Agreement(Advance Disbursements provision). (3) Check the boxes to confirm that the advance is justified and that you have read and understood the conditions under which the advance will be approved and recovered by the Authority. (4) Provide a brief narrative explaining the proposed use of the advanced funds. (5) Attach documentation of costs associated with the requested advance (i.e., price quotes or cost estimates, invoices, a spreadsheet outlining projected payroll, etc.) Grantee: Grant Number: City of Seward 7091242 Project Title: Date: Heat Pump System for City of Seward Amount Requested: ❑ The Grantee confirms that the advance is necessary due to a lack of cash on hand to administer the grant on a cost-reimbursable basis. ❑ The Grantee understands the conditions under which the Authority will recover the advance. Explain how the advance will be used. Attach additional pages if necessary. Grantee Certification: I certify that the above information is true and correct, and that expenditures will be made for the purpose of, and in accordance with, applicable grant agreement terms and conditions. Signature Date Name and Title Page 33 of 34 Heat Pump System for City of Seward Grant Agreement#7091242 Attachment 7 Grant Documents Authorized Signers Form Community/Grantee Name: Regular Election is held: Date: Printed Name Title Term Signature I authorize the above person(s) to sign Grant Documents: (Highest ranking organization/community/municipal official) Printed Name Title Term Signature Mailing Address: Phone Number: Fax Number: E-mail Address: Federal Tax ID #: Please submit an updated form whenever there is a change to the above information. Page 34 of 34 Sponsored by: Bridges CITY OF SEWARD,ALASKA RESOLUTION 2018-090 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO HIRE TERM EMPLOYEES FOR THE SEWARD POLICE DEPARTMENT WHO ELECT TO FOREGO HEALTH AND/OR RETIREMENT BENEFITS,AT A HIGHER HOURLY RATE OF PAY UTILIZING BENEFIT SAVINGS,TO ATTRACT QUALIFIED EMPLOYEES WHEREAS,the State of Alaska has reduced its budget,in part,by eliminating State funding for the law enforcement academy which trains police and correctional officers, shifting the cost of training to local governments, and making it increasingly more difficult for police departments to retain a fully trained workforce; and WHEREAS, law enforcement agencies throughout Alaska are experiencing challenges recruiting experienced candidates, and some agencies are offering signing bonuses and higher rates of pay and other incentives to attract candidates who are already trained, away from their present employers in order to fill positions and avoid the high cost of training; and WHEREAS, Seward has lost a number of excellent employees as a result of the hiring tactics of other communities,resulting in significant costs to train new employees, as well as added costs of overtime, burnout and employee morale; and WHEREAS, on March 28, 2017,the Seward City Council approved Resolution 2017-019 and in Section 10,authorized a$5.00 per hour increase in pay for all patrol officers in order to attract new law enforcement candidates; and WHEREAS, Seward City Code 3.10.025 authorizes the city manager to periodically review the classification plan to determine whether it reflects existing conditions, and Seward City Code 3.25.050 authorizes the hiring of Term employees for a period not to exceed two years; and WHEREAS,adding flexibility to the hiring of Term employees by allowing them to forego participation in certain employee benefit plans could provide a significant cost savings, where the savings could be used to offer a higher hourly rate of pay to attract qualified employees, could be a means to address the challenges Seward is experiencing in hiring qualified employees to fill positions. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Council of the City of Seward, Alaska, authorizes the City Manager to exercise flexibility in hiring Term employees (Seward City Code 3.25.050) for the Police CITY OF SEWARD,ALASKA RESOLUTION 2018-090 Department, at a higher rate of pay than contained in their classification dependent on the candidate's individual qualifications and experience, and only if the employee elects to forego participation in certain employee benefit programs and so long as the compensation package for that position remains within the amount authorized within the budget. Section 2. This resolution shall take effect immediately upon approval. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 26t' day of November, 2018. THE CITY OF SEWARD, ALASKA David Squires,Mayor AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) Agenda Statement Meeting Date: November 26, 2018 , To: City Council - From: Jeff Bridges, Interim City Manager Agenda Item: Authorizing the city manager to hire Term employees for the Seward Police Department who elect to forego health insurance and/or retirement benefits, at a higher rate of pay utilizing benefit cost savings, to attract highly- qualified employees BACKGROUND & JUSTIFICATION: Currently, the Seward Police Department finds itself in an unforeseen situation where its patrol force has diminished due to recent personnel changes including resignations and military leave and the department will experience a lack of qualified and trained staff for the foreseeable future until new recruits are trained. Given the shortage of qualified officers in Alaska, Seward expects to experience a shortage of qualified candidates which will place a burden on the ability of the department to provide qualified patrol and/or correctional staffing. The goal of this action is to allow greater flexibility in the hiring of Term Employees at an increase hourly rate of pay in cases where a candidate is willing to forego participating in certain employee benefits, to ensure that there is no additional cost to the taxpayers. Seward City Code 3.10.025 authorizes the city manager to periodically review the classification plan to ascertain whether the plan reflects existing conditions. Due to the shortage of qualified applicants for positions such as Patrol and Corrections, cities are engaging in more creative ways of attracting qualified candidates. Some cities offer large sign-on bonuses and/or higher rates of pay to attract candidates who are already trained, so they can avoid the tremendous cost associated with sending an officer to the academy, and providing dual coverage while another officer has to cover shifts during the recruit's period of training. Seward has lost a number of police department employees to cities employing such hiring tactics, and the costs of turnover are very high. The City Code (3.25.050) allows for employees to be hired into "Term"positions for periods less than two years. While we expect to hire new recruits, they will need to travel outside of Seward for a period of months to attend the training academy. Until new recruits are fully trained and prepared to assume regular shifts in Seward, we expect to temporarily fill shifts with Term employees. To attract qualified and fully trained employees to fill these Term positions, we are requesting added flexibility in the administration of the City's pay plan. Specifically, the administration requests Council authorization to offer a higher hourly rate of pay for a Term employee within the Police Department, if they agree to forego health insurance and/or retirement benefits. The employee's position would remain within the current classification plan, with the exception that their pay rate could be increased in the event there was at least an equal amount of savings from foregoing employee benefits. This will allow the City to hire trained and qualified candidates by offering a higher rate of pay, but at no additional overall cost to the taxpayers, The cost for employee health insurance and retirement for a patrol officer at the top of the pay scale is up to $23 per hour. Therefore, we seek Council approval to utilize a portion of this cost savings to offer higher pay to highly-qualified Term employees, depending on the qualifications of each individual candidate. INTENT: The intent of this action is to authorize the hiring of Police Department Term employees within the current Classification Plan, but at a higher pay rate so long as the costs do not exceed the current salary and benefits authorized for the position. CONSISTENCY CHECKLIST: Yes No N/A 1 City of Seward Pay Range Classification Plan X 2 Job Description—Temporary Patrol Officer 2018 X FISCAL NOTE: The Police Department will hire Term employees utilizing existing budgeted funds. The State of Alaska has recently eliminated funding for the academy which trains Patrol and Correctional Officers and the police department may seek additional training funds during the period that officer recruits are in training, as prior to this year, the State budget covered the cost of training for police and correctional officers. Approved by Finance Department: A'ZL�) � ATTORNEY REVIEW: Yes X No RECOMMENDATION: City Council authorize the city manager to approve a higher rate of pay for Term employees within the Seward Police Department who elect to forego participation in health insurance and/or retirement benefits to attract trained and qualified candidates . Resolution 2018-090 Sponsored by: Bridges CITY OF SEWARD,ALASKA RESOLUTION 2018-091 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,AWARDING A CONTRACT FOR CUSTODIAL SERVICES TO INGERSOLL ENTERPRISES WHEREAS,the City administration issued a request for proposals for custodial services at the Teen & Youth Center (TYC), the Rec Room, and the Parks Maintenance and Campgrounds (PMC) Warehouse; and WHEREAS,the request was properly advertised in a newspaper of local circulation for the required two week period, and the City received only one proposal,from Ingersoll Enterprises; and WHEREAS, Ingersoll Enterprises(formerly Merritt Enterprises)proposal was found to be responsive, and as the City's current custodial contractor for these same locations, Ingersoll has continually provided quality service to the City for more than a decade; and WHEREAS, the contract will be let for a term of three years with two optional one-year extensions; and WHEREAS, the Parks and Recreation Department recommends this contract based upon quality service,the flexibility of the contractor and a valuable service at a good price to the taxpayers of Seward. NOW,THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA that: Section 1. The City Council of the City of Seward, Alaska, hereby authorizes the City Manager to award a contract from January 1, 2019 until December 31, 2021, with two one-year options to extend at the discretion of the City Manager, so long as any increase in the contract amount during the period of extension does not exceed the consumer price index. Section 2. This resolution shall take effect immediately upon approval. Agenda Statement Meeting Date: November 26, 2018 To: Jeff Bridges, Interim City Manager From: Karin Sturdy, Parks &Recreation Director Agenda Item: Custodial Services for Parks and Recreation Sites BACKGROUND & JUSTIFICATION: At the conclusion of the previous, five-year custodial contract, the City of Seward properly advertised a request for proposals [RFP] to provide custodial services to various City sites, including the Teen and Youth Center (TYC), Teen Rec Room (former museum), and the parks maintenance warehouse. Ingersoll Enterprises (formerly Merritt Enterprises), the City's current custodial contractor for these sites, submitted the only proposal, and their proposal was found to be responsive. Ingersoll Enterprises has provided quality service to the City for over a decade. This contract will be for a period of three years, with two one-year options to extend, at the city manager's discretion, so long as any increases in the contract amount during the period of extension, do not exceed the consumer price index. The parks and recreation department recommends this contract based upon quality service, the flexibility of the contractor and a valuable service at a good price to the taxpayer. Payment will be $3,400 each month, or an annual amount of$41,900. Annual total includes additional costs for special events. INTENT: The intent of this contract is to provide required custodial services in a cost-effective and proficient manner. CONSISTENCY CHECKLIST• Yes No NA 1 Comprehensive Plan: no mention of custodial X Strategic Plan: "diverse economy" X 3 Other: SPRD Master Plan.No mention of contracting or custodial X FISCAL NOTE: Custodial contract funding for the balance of 2019 was approved in the 2018/2019 budget and no additional appropriation is required. Approved by Finance Department: Yu „o��, ATTORNEY REVIEW: Yes X No In the past, both AMLJIA and the City Attorney reviewed the draft contract, which was included in the RFP. Minor changes were made from previous contracts and have been included within the attached, signed contract. RECOMMENDATION--City Council approve Resolution 2018 -091 awarding a three year contract to Judy Ingersoll, d.b.a. Ingersoll Enterprises for custodial services in parks and recreation sites, TYC, the Rec Room and the parks maintenance warehouse, per the attached contract for an amount not to exceed$41,900. 04jstodial Contrac., TAD PROVIDE CUSTODIAL SERVICES FOR THE CITY OF SEWARD PARKS Sz RECREATION DEPARTMENT 2019 in de Item D escLiptioan 1. Definitions 2 2. Description of Work 2, and Appendices AA, BB&CC 3. Staffing 3 4. Regulations 3 S. Work Plan 3.4 &. Insurance 4 . 5 7. Length &Content of Contract 6 a. Contract Monitoring, Performance Evaluation b. Business License c. Criminal History Record d. Contract Termination 8. Hold Harmless 6 9. Contractor's Compensation 6 10. City Contact Person 7 11. No Assignment 7 12. Governing Law 7 Appendix AA TYC 8 Appendix BB tRR 9_10 Appendix CC PM&C 11 I CUSTODIAL CONTRACT CITY OF SEWARD,ALASKA 1. DEFINITIONS In this contract,the terms have the following meaning: CITY: City of Seward,Alaska SPRD: Seward Parks and Recreation Department OPERATOR: Ingersoll Enterprises AVTEC: Alaska Vocational Technical College in Seward,Alaska SSC: AVTEC's Student Services Center S19 41h Avenue TYC: Teen&Youth Center, a Division of SPRD 336 Third Ave, lower level S&R Sports&Recreation, a Division of SPRD tRR Rec Room,middle level of the Community Center, a Division of SPRD 336 Third Ave,street level PM&C Parks Maintenance &Campgrounds, a Division of SPRD the SPRD Warehouse at 702 Aspen Lane DIVISION LEADER: Seward Parks&Rec staff who are responsible for and Ieading their Division of the Department. 2, DESCRIPTION OF WORK The work consists of custodial services at the following locations within the City: A. Seward Teen & Youth Center (TYC), Corner of 3rd Avenue & Jefferson Streets (Appendix AA) R. Rec Room, Corner of 3rd Avenue &Jefferson Streets,middle level (Appendix BB) C. PM&C Warehouse (Appendix CC) The OPERATOR will provide services from January 1, 2019 through December 31, 2021. Hours of service are based upon convenient, appropriate times during closed hours. The OPERATOR will insure safe, appropriate, timely entrance and departure from each site. The work site will provide cleaning supplies and tools as described within the specific appendices. The OPERATOR will submit to SPRD reports necessary to provide custodial services and building security and/or maintenance as needed and described within the appendices. D. Seward Schools: During or following special events, OPERATOR will provide custodial services at three Seward Schools locations as mutually agreed upon. E. During or following special events, OPERATOR will provide custodial services at AVTEC Student Services Center (SSC), 519 4th Avenue, Downstairs (Appendix AA) 2 3.STAFFING OPERATOR is an independent contractor and is not an employee or agent of the City. If the OPERATOR hires employees,they will be trained bythe OPERATOR to conduct themselves in a friendly,professional manner,and be properly attired and equipped to perform duties. (See item 6. A.And item 7. C. below, related to the use of employees or assistants.) OPERATOR is responsible for hiring,training and supervising all its employees. 4. REGULATIONS All rules and regulations of the following agencies will be upheld and enforced at all times: Federal law, OSHA standards and requirements, Alaska State law, Seward City Code,AVTEC regulations and rules, and SPRD regulations and rules. The City (and AVTEC) and its agents shall retain authority to enter on the properties at any time to perform an inspection of facilities, maintenance, or other matters deemed necessary by the City. The use of the facilities, City-owned equipment and/or State-owned equipment shall not be allowed for any purpose other than the performance of the custodial duties. No person other than a designated agent of the OPERATOR shall be allowed access to any facility or equipment. 5,WORK PLAN A. Schedule of operations 1. TYC: Monday through Friday, after midnight. During the school year, completed by 1 pm. During the summer, completed by 7:00 am (schedule will vary) 2. tRR: Tuesday through Saturday, Est 12:00 midnight until &00 am (schedule will vary) During the school year, completed by 1 pm. During the summer, completed by 7:00 am (schedule will vary.) * Time Schedules may change by mutual agreement Special projects may be accomplished on Saturdays and Sundays. 3. PM&C or SPRD Warehouse: Once per week, Sunday through Saturday as mutually agreeable. 4. At times,Seward Parks and Recreation events will require after-program custodial care in locations NOT included within this RFP. The City is seeking an hourly, dollar-amount for such cleaning. Examples may include, but are not limited to: Kids Winter Carnival,January: Vacuuming, mopping walkways, cleaning bathrooms, emptying trash at AVTEC Gym. * Pink Cheeks, May: Vacuuming, mopping walkways, cleaning bathrooms, emptying trash at Seward Middle &/or High schools. ® TelAlaska Volleyball,April: Vacuuming, mopping walkways, cleaning bathrooms, emptying trash at Seward Middle&/or High schools. ® Halloween Carnival, Oct:Vacuuming,mopping walkways, cleaning bathrooms, emptying trash at Alaska Railroad terminal. * Masquerade Ball, October: Vacuuming, mopping walkways, cleaning bathrooms, emptying trash at Seward Army Resort. Other Note: These extracurricular events are often on weekends or late nights. D.Report and monitor progress and performance to the City 3 1. The OPERATOR will submit a weekly list of accomplished duties.The list will include items,which were addressed daily. Checklist will be submitted to the Division Leader at each site on Monday. 2. OPERATOR will track and schedule a quarterly"walk-through" inspection at each site with the Division Leader identified in Section 10. Written notes will be recorded by the Operator and Division Leader. 3. Performance goals will be submitted in writing to each site Division Leader. 6.1fNSUPLANCE The OPERATOR shall purchase and maintain the following insurance(s) during the term of the contract: A. Workers'Compensation Employer's Liability Workers' compensation and Occupational Disability Insurance in compliance with all state federal regulations in the jurisdiction where the work is to be performed,including the following special coverage extensions: 1. Employer's Liability coverage with limits of not less than: a. --$1,000,000/accident b. --$1,000,000/disease C. --$1,000,000/policy limit d. Any policy of insurance must contain a provision or endorsement providing that the insurer's rights of subrogation against the City of Seward and its employees are waived. 13. Comprehensive General Liability Insurance I. Comprehensive General Liability Insurance with limits of: --$1,000,000/person and $1,000,000/occurrence for bodily injury, sickness or death, and $1,000,000 per occurrence for damage to property or $1,000,000 per occurrence combined single limit for bodily injury and property damage; or Commercial General Liability Insurance with limits of: --$1,000,000 General Aggregate Limit (Other than Products-Completed Operations) --$1,000,000 Products-Completed Operations Aggregate Limit --$1,000,000 Personal and Advertising Injury Limit --$1,000,000 Each Occurrence Limit 2. Including the following coverage: a. Contractual Liability covering the liability assumed in the contract b. Deletion of any exclusion for explosion, collapse and underground damage. 3. Special Policy Provisions: This insurance policy and any extension or renewals thereof must contain the following provisions or endorsements: 4 a. City of Seward is an additional insured thereunder as respects liability arising out of or from the work performed by OPERATOR of City of Seward. b. Insurer waives all rights of subrogation against City of Seward and its employees or elected officials. c. The insurance coverage is primary to any comparable liability insurance carried by the City of Seward, O. Automobile liability(All owned, hired and non-owned vehicles -$1,000,000 combined single limit each occurrence for bodily injury and property damage.) 1. Special Policy Provisions: This insurance policy and any extension or renewals thereof must contain the following provisions or endorsements: (a) City of Seward is an additional insured thereunder as respects liability arising out of or from the work performed by OPERATOR or City. (b) Insurer waives all rights of subrogation against City of Seward and its employees and elected officials. (c) The insurance coverage is primary to any comparable liability insurance carried by the City of Seward. Prior to commencement of any work under this contract by the OPERATOR or any of its subcontractors, OPERATOR will provide the City with certificates of insurance, with endorsement, evidencing that OPERATOR and its subcontractors are in compliance with all of the above requirements. Said certificates will provide that the City will be given thirty(30) days prior notice of cancellation or material alteration of any of the insurance policies specified in the certificate. Upon request, OPERATOR shall permit the City to examine any of the insurance policies specified herein. Any deductibles or exclusions in coverage will be assumed by the OPERATOR, for account of and at the sole risk of the OPERATOR. The minimum amounts and types of insurance provided by the Contractor shall be subject to revision at the City's request in order to provide continuously throughout the term of the contract and any extension hereof, a level of protection consistent with good business practice and accepted standard of the industry. Such factors as increases in the cost of living, inflationary pressures, new risk and other conditions shall be utilized in assessing whether the minimum insurance requirements should be increased or changed from the types and amounts noted above. 7. LENGTH AND CONTENT OF CONTRACT The term of this contract shall be January 1, 2019 through December 31, 2021. A. Contract Monitoring/Performance Evaluation:The requirements of the contract shall be monitored through the parks and recreation department, based on informal and formal inspections, public comments and reports from parks and recreation staff. Performance evaluation shall be conducted as in Item 5.B.,above and an annual assessment will be made by department staff on or around January 15,of each year. B. The OPERATOR shall obtain and maintain, throughout the term of this contract, State of Alaska and City of Seward business licenses, and shall remain compliant with the tax requirements of the Kenai Peninsula Borough. C. The OPERATOR will submit self-obtained Criminal History Record(s) for all staff to be in the buildings prior to work. D. Contract Termination 1. Contract may be terminated: (a) immediately, for cause;. (b) by the City of Seward for its convenience upon thirty (30) calendar days written notice to the Contractor; (c) by the Contractor upon thirty(30) calendar days written notice to the City of Seward; (d) by mutual agreement by both parties. B. HOLD HARMLESS The OPERATOR is an independent contractor and not an agent or employee of the City for the purpose of the content and the specific job. The OPERATOR shall indemnify and hold harmless the City for any loss, claim, or action to which the OPERATOR may cause by reason of any act or omission of the OPERATOR except for damages caused by or resulting from the sole negligence of the City, its agents or employees. 9. CONTRACTOR'S COMPENSATION A. The OPERATOR shall be entitled to receive compensation for the services rendered.A fee will be paid once per month, in the amount of$3,400 per month, or an annual total of$41,900 based upon the completion of the requested work for sites a,b,and c of Section 2. B. The OPERATOR shall supply the City an accurate record of service performed in the form of an invoice, submitted every month. 6 10, (CITY CONTACT PER ON S When dealing with day-to-day operations and matters,the OPERATOR shall contact the SPRD Division Leader responsible for the building: Teen &Youth Center Josie McClain,Teen Youth Center Coordinator: 224-5472 Imcclain@fitygfigiward.net Alternate phone: 224-3301 ( FAX: 224-2745 Teen Rec Room Jason Suckow: Teen Rec Room Coordinator: 224-4056 ]SuckowL@cityofseward.net Alternate phone: 224-4011 Fax: 224-4051 PM&C Traci Petersen,Campground Coordinator: 224-4055 TPetersen@cityo€seward.net Alternate phone: 224-4068 FAX: 224-4088 Any further questions or concerns regarding this contract shall be directed to: Karin Sturdy, Director Seward Parks &Recreation Department, City of Seward P.O. Box 167 Seward,Alaska 99664-0167 Phone: (907) 224-4053 Fax: (907) 224-4051 kstu rdyO cityofseward.net It N®ASSIGNMENT The OPERATOR was selected based on its qualifications and this agreement shall not be assigned without the prior written approval of the City. 12. GOVERNING LAW This Contract is governed by the laws of the State of Alaska and such federal and local laws and ordinances as are applicable to the work performed. IN WITNESS WHEREOF,the parties have set their hands and seals on the day of 2018. Judy I flp��j Jeffrey Bridges Ingersoll Enterprises Interim City Manager ATTEST: City of Seward,Alaska Brenda Ballou, IMMC City Clerk APPENDIX AA CUSTODIAL REQUIREMENTS -The City of Sewgrd is respon$ihle forfollowing: Custodial duties according to specifications set for the Seward Teen&Youth Center.These duties are as follows: DAILY DUTIES: A. Restrooms: • Sanitize,clean,toilets,sinks,urinals • Remove stains from walls and partitions • Replace paper products • Mop floors and remove stains • Empty trash B. Clean all glass and chrome areas with appropriate spray cleaners including: • Partitions in computer room • Screens on all TV sets • Barstools C. Vacuum all carpeted areas-use carpet cleaner as needed on spots D. Dust or wash furniture,windowsills,etc. E. Keep custodial closet clean and organized F. Maintain floor drain G. Keep a supply list of cleaning items needed H. Notify TYC Coordinator if low on supplies I. Complete a maintenance report form for any noted damage and forward to TYC Coordinator J. Check all doors and locks before exiting WEEKLY DUTIES: A. Mondays: • Wash windows and front door B. Tuesdays&Thursdays AND as needed: • Mop non-carpeted floors • Scrub black marks off floor using degreaser C. Monday,Wednesday,and Friday AND as needed: • Wash heater registers and window sills • Spot clean walls,light switches,miscellany,etc. QUARTERLY: A. Steam clean carpets and upholstery B. Wash outside windows C. Wax non-carpeted floors NOTE:Wear rubber gloves and follow proper safety procedures while using chemicals and cleaners. 8 APPENDIX BB CUSTODIAL REQUIREMENTS e teen Rec am t Custodial duties according to specifications set for the Recreation(Rec Room)floor are as follows: • Schedule and perform appropriate supervisor(or contractor) custodial dudes • Meet with supervisor monthly • Inventor and orders as necessary, • Survey problems at end of shift janitorial supplies and equipment • Inspect each room for cleanliness at end • Report maintenance and repair to of shift A. DAILY DUTIES: Restrooms: Lobby: • Sanitize,clean,toilets,sinks,urinals • Sweep/vacuum/mop as needed • Remove stains from walls and partitions • Dust Replace paper products • Empty trash Mop floors and remove stains • Vacuum rugs © Report any damage or non-functioning equipment to SPRD daily Janitor's Closet/Storage: Checkout Area&Office: • Keep work area clean and organized • Sweep As time allows: • Remove marks from floor • Clean door handles • Vacuum carpeted areas • Remove stains • Empty trash • Treat doors Check all doors and locks before exiting. • Clean walls B. BI-WEEKLY DUTIES: Restrooms: • Change light bulbs as needed • Polish chrome and stainless pieces • Sanitize stall walls&doors SPRD Offices&Check-out: • Change light bulbs as needed C. WEEKLY DUTIES: Main floor Rec Room: Checkout Area: • Mop twice(2)weekly • Mop twice(2)weekly Hallways: Janitor's Closet/Storage: • Mop(weekly in summer),spot mop as • Mop and clean needed • Dispose of old or smelly cleaning products or supplies -Cont'd- 9 D,TWICE PER YEAR: Main floor: • Shampoo carpets • Scrub and buff floor . Scrub and buff floor • Mop and wax • Mop and wax Vestibules: Janitor's Closet/Storage: • Clean carpets . Scrub floor • Scrub windows&sills inside and out up to • Empty and re-organize ceiling . Clean shelves • Clean and sanitize tools,wash basin,etc. Lobby: E. ONCE EVERY TWO YEARS: Restrooms: • Repaint painted walls NOTE: The kitchen and[would-be]snack room will be cleaned and sanitized by SPRQ staff. 10 APPENDIX CC CUSTODIAL REQUIREMENTS Th --itY of Seward is re pQnsible foElhg followinL Custodial duties according to specifications set for the PM&C Warehouse.702 Aspen Lane.These duties are as follows: Weekly. Vacuum flooring:office area;office supplies closet;tool room,side office;shop;paint room;Director's office and bathroom Dust:office areas:all surfaces areas including,but no limited to:printers,microwave,computers,coffee pot,counter tops, shelves;surfaces in restrooms:hot water tank,storage shelves,sink. Empty trash:all areas except Big Room Clean and sanitize bathroom sink,toilet,surface areas,door handles. Mop: (use simple soap&water)Any linoleum,laminated or similar flooring surface in office.Mop bathroom floor. Recycle any stacked or collected cardboard,paper,plastic or cans. Security: re-secure all locked doors,close windows,etc.Reset alarms.Check all doors and locks before exiting ua erl : Vacuum and mop:Tools room,shop area, Anlnuaily•. Wash down office interior walls with soap and water. Amended 11/2018 kjes end 11 City of Seward,Alaska City Council Special Meeting Minutes October 19, 2018 Volume 40, Page CALL TO ORDER The October 19, 2018 Special Meeting of the Seward City Council was called to order at 12:35 p.m. by Mayor David Squires. OPENING CEREMONY Public Works Director Doug Schoessler led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires presiding and Sue McClure Suzanne Towsley Sharyl Seese comprising a quorum of the Council; and Jeff Bridges, Interim City Manager Brenda Ballou, City Clerk Absent—Keil, Casagranda, Horn CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Carol Griswold encouraged the city to reinstate the position of Shop Foreman in the Public Works Department, and to fill it as soon as possible. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (McClure/Towsley) Approval of Agenda and Consent Agenda Motion Approved Unanimous NEW BUSINESS Resolution 2018-083,Declaring A State Of Emergency Due To Flooding Damage In The City Of Seward And Requesting Assistance. Motion (McClure/Towsley) Approve Resolution 2018-083 Bridges said approximately one week ago, the Public Works Department had to initiate excavation of the Lowell Canyon tunnel output area due to heavy rains,flooding,and debris outfall. The response rapidly exceeded the city's resources, and required the city to call in local contractors to assist.After consultation with the borough,Bridges declared an emergency for the city.Due to the City of Seward,Alaska City Council Special Meeting Minutes October 19, 2018 Volume 40, Page prediction of continued heavy rainfall, Bridges found it to be in the city's best interest to keep the declaration open for a while longer.Bridges thanked the borough for their support,the Public Works Department for their responsiveness, and the state for their attention. Public Works Director Doug Schoessler said the weather report this morning predicted an additional 2-4 inches of rain within the next day or so. The ground was already very saturated with rainfall, and what we needed was a break in the weather to allow the ground water to dissipate. At the Seward Marine Industrial Center (SMIC) sewage lagoon, the water level was so high, it was causing the lift station pumps to run 24 hours/day rather than the usual 5 hours/day. Kenai Peninsula Borough Mayor Charlie Pierce said he had been in touch with state agencies,particularly as it related to the influx of gravel in Seward's rivers; they agreed to address the safety of the community as a top priority, and then discuss the disposition of the gravel. Pierce thought it would behoove the city, borough, and the Division of Natural Resources (DNR) to put some effort into crafting a long-term mitigation plan for flooding. Kenai Peninsula Borough Emergency Manager Dan Nelson reported that Dieckgraeff Road was currently closed to the public for safety reasons;Alaska Waste had placed dumpsters at the South Harbor Uplands for the public to use while the road to the transfer facility was closed. The borough crews were trying to channel the water in the Salmon Creek area in an effort to divert it and prevent further damage and flooding. The borough had mobilized twelve pieces of heavy equipment and 25 staff in response to this emergency. In response to Squires,Pierce said the DNR direction he was given related to excess gravel was for the community to utilize the gravel,as necessary,to best serve the public interest during this critical time.Pierce wanted to take a proactive approach to addressing the perennial flooding events in this area. Nikiski Fire Chief James Baisden was here with the borough's Incident Management Team; he announced that the borough had a briefing every morning at 8:00 a.m. and the phone number was (907)262-2099. Motion Passed Unanimous COUNCIL COMMENTS Seese agreed with Griswold, and said she supported reinstating the Shop Foreman position. She would appreciate having some long-term solutions to preventing the flooding issues because the flooding would happen again. McClure had been through these flooding events many times,and looked forward to Pierce's long-term solutions. Towsley agreed with the sentiment of replacing the Public Works position. She thanked the borough representatives for coming to the meeting, as well as the crews that were out there responding to the flooding. City of Seward,Alaska City Council Special Meeting Minutes October 19, 2018 Volume 40, Page Squires thanked administration and the city staff for doing a great job in responding to the flooding. He appreciated the borough mayor's attitude of being proactive rather than reactive regarding the flooding issues. Squires admonished the city crews to work safely. He thanked all the emergency responders throughout the community. CITIZEN COMMENTS Lynda Paquette loved the idea of being proactive, and using the gravel from the flood to shore up Lowell Point Road; raising the bed of the road would be great. She thanked everyone for working so hard to keep the bridge intact. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS —None ADJOURNMENT The meeting was adjourned at 1:00 p.m. Brenda J. Ballou, MMC David Squires City Clerk Mayor (City Seal) City of Seward,Alaska City Council Special Meeting Minutes October 19, 2018 Volume 40, Page CALL TO ORDER The October 19,2018 Special Meeting of the Seward City Council was called to order at 1:04 p.m. by Mayor David Squires. OPENING CEREMONY Carol Griswold led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires presiding and Sue McClure Suzanne Towsley Sharyl Seese comprising a quorum of the Council; and Jeff Bridges, Interim City Manager Brenda Ballou, City Clerk Absent—Keil, Casagranda, Horn CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Carol Griswold was a member of the Seward Iditarod Trail Blazers; she passed out a brochure featuring the Iditarod National Historic Trail entitled Walk The First Mile. Regarding Resolution 2018-085, Griswold clarified that the title should be corrected to be, "Iditarod National Historic Trail and Bike Path."Also, Griswold submitted a letter to council opposing the downtown cruise ship dock concept. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (McClure/Towsley) Approval of Agenda and Consent Agenda Motion Approved Unanimous NEW BUSINESS Resolution 2018-085, Authorizing The City Manager To Apply For A Land And Water Conservation Fund Grant To Refurbish The National Historic Iditarod Trail Bikepath. Motion (McClure/Towsley) Approve Resolution 2018-085 City of Seward,Alaska City Council Special Meeting Minutes October 19, 2018 Volume 40, Page Assistant City Manager Brennan Hickok requested that council make the amendment suggested by Griswold.Hickok added that this resolution would demonstrate community support for this project. The hope was the path would be repaved, and drainage issues solved. Motion to Amend (McClure/Towsley) Amend Resolution 2018-085 by striking the words, "National Historic Iditarod Trail Bikepath" and replacing them with, "Iditarod National Historic Trail and Bike Path." Motion to Amend Passed Unanimous Seese wondered if there was a particular problem with the trail and bike path currently that required the urgency of passing this resolution. In response, Hickok said the deadline for the grant application was coming soon. In response to Towsley,Hickok said the city would be matching 50%of the grant,but there were no estimates at this time how much that would be. In response to Squires,Hickok said the repairs would be confined to that portion of the trail and bike path that were inside city limits; Bridges said it would be Mile Zero to the Seward Highway. Although the specific measurements would be included in the grant application,Bridges estimated a$5 per foot cost. Because the path crossed some roads,Squires wished this project would also include pedestrian crossing signs across Fourth Avenue and Port Avenue. McClure said she had witnessed the deterioration of the bike path over the years, and had heard from campers that they had problems with the path, so she was pleased with this resolution. Towsley supported this resolution,and would have liked to see this come forward at a regular meeting. Main Motion Passed Unanimous COUNCIL COMMENTS Towsley thanked everyone for coming to the meeting. Squires thanked the Parks & Recreation Director for going after these grant funds. CITIZEN COMMENTS Carol Griswold said the bike path was now 26 years old. The Seward Iditarod Trail Blazers had discussed providing more education and information to visitors about the trail,and suggested the city partner with the U.S.Forest Service and the Kenai Mountains-Turnagain Arm National Heritage Area(KMTA)to develop an interpretive kiosk for visitors at Mile Zero. City of Seward,Alaska City Council Special Meeting Minutes October 19, 2018 Volume 40, Page COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Towsley thanked Griswold for her interest and passion; she hoped the city staff would include Griswold's suggestions. Squires echoed those sentiments and thanked Griswold. ADJOURNMENT The meeting was adjourned at 1:21 p.m. Brenda J. Ballou, MMC David Squires City Clerk Mayor (City Seal) City of Seward,Alaska City Council Meeting Minutes October 22, 2018 Volume 40,Page CALL TO ORDER The October 22,2018 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Council Member Sue McClure. OPENING CEREMONY Lieutenant Alan Nickell led the Pledge of Allegiance to the flag. SWEAR IN NE WL Y ELE CTED OFFICIALS: 1. Sharyl Seese, Council Member, Term Expiring October, 2021 2. John Osenga, Council Member, Term Expiring October, 2021 3. Kelley Lane, Council Member, Term Expiring October, 2020 * Council Member Kelley Lane was sworn in on Friday, October 19, 2018 because she would be travelling tonight with the 50`h Anniversary Sister City delegation to Obihiro, Japan. ROLL CALL There were present: Sue McClure presiding and Suzanne Towsley Sharyl Seese John Osenga comprising a quorum of the Council; and Jeff Bridges, Interim City Manager Brenda Ballou, City Clerk Absent—Horn, Lane, Squires CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Justin Sternberg was the new Blue Pipeline manager;the K.M. Rae Building would be his new office. Six applicants from Seward had applied for the incubator;there would be two rounds of interviews to review the applicants. Sternberg thanked the Chamber of Commerce for their support, and Jenn Elhard at the University of Alaska Fairbanks. There would be a conference on May 23 & 24, 2019 at which Sternberg was hoping to bring 50 people to Seward from around the world,plus between 50 and 100 Alaskans, to discuss fishing and marine industries. Brad Snowden brought an image of the cruise ship dock he wished to see built. He wanted to then build a parking lot where the waterfall was. City of Seward,Alaska City Council Meeting Minutes October 22, 2018 Volume 40,Page Christy Terry said, although Norm Regis was out of state, she wished to speak about the success of the Harbormasters Conference held in Seward two weeks ago. Terry thanked local businesses for their support, and commended the Harbor Department for their hard work. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Towsley/Seese) Approval of Agenda and Consent Agenda McClure noted that the proclamation for Lee Poleske was included in the city calendar,but was not on the agenda for tonight; this item would come on November 26, 2018. McClure added an item to Other New Business to appoint Lynda Paquette and Erin Lemas to the Port& Commerce Advisory Board with terms to expire July, 2021. Motion Passed Unanimous The clerk read the following approved consent agenda items: Approval of the October 1, 2018 Special Meeting Minutes. Approval of the October 8, 2018 Regular Meeting Minutes. Resolution 2018-084, Approving Amendment 91 To The Employment Agreement With The City Clerk And Appropriating Funds. SPECIAL ORDERS,PRESENTATIONS AND REPORTS Proclamations & Awards—None Chamber of Commerce Report. Jen Leahy welcomed the newly-elected officials to council and invited them to reach out for any information.Chamber membership was staying solid at about 400 members, thanks to Kris Harris. Last week there was a Pioneers Conference, and Harbormasters Conference;the chamber assisted with both,and local businesses reported a bump in business during both events. Bear glacier would be featured on the statewide visitors guide.The Seward destination guide would be created in-house at the chamber for 2019. Small Business Saturday,November 24, 2018. City Manager Report. Interim City Manager Jeff Bridges reported the following purchase order between $5,000 and $30,000 had been approved by the City Manager since the last council meeting: $548,376 to Jaffa Construction for the Lowell Canyon water storage tank refurbishment project. The Parks & Recreation Department has released a Request for Proposals for cleaning services with the following criteria: City of Seward,Alaska City Council Meeting Minutes October 22, 2018 Volume 40,Page Clarity of the Proposal 5% Performance, Experience, and Quality of Work 35% in Providing Services of a Similar Nature Organizational Structure (including financial 20% stability), Equipment and Personnel Qualifications & Resources Available for Performance of the Agreement and timeliness of similar projects Additional Services That May Be Provided 5% by the Proposer Cost to the City 35% 100% Bridges congratulated Harbormaster Norm Regis for receiving the Harbormaster of the Year award, and Police Chief Tom Clemons for being sworn into executive committee for the International Association of the Chiefs of Police. Kris Erchinger had been selected to serve on Government Finance Officers Association (GFOA) special review committee for excellence in financial reporting. The Public Works Department did not have to get called out over this weekend for weather issues. Bridges would not close out the city's Declaration of Emergency for a few days until there was stable weather predicted. Bridges read a synopsis of the report regarding the investigation regarding: the propriety of all the statements made by the finance director on August 22,2018 to determine if in violation of the city's defamation and harassment policy and to determine if there was a violation of confidentiality or personnel code, and gate the allegations of fraud against Towsley, and to provide a report to the public. Towsley thanked Bridges for conducting the investigation in a professional and expedient manner. In response to Towsley,Public Works Director Doug Schoessler said,although today was a nice day,there was still a prediction of up to 3 inches of rain starting at 4:00 a.m. tomorrow. There was a concern about ground water pressure; at this point, all we needed was time to allow the water to settle. Seese thanked the Public Works Department for being so attentive and responsive during this flood event. McClure noted that the borough was paying close attention to this event as well. Schoessler added that State Representative Chenault and State Senator Micciche had toured the city, and U.S. Senator Murkowski would be in Seward tomorrow. City of Seward,Alaska City Council Meeting Minutes October 22, 2018 Volume 40,Page In response to Towsley, Assistant City Manager Brennan Hickok said Andy Baker conducted a site visit to Lowell Canyon. City Attorney Report. The City Attorney Report is being provided in tonight's agenda packet, but will not be discussed until the November 26, 2018 meeting when the City Attorney is present. Other Reports,Announcements and Presentations Homeless Connection by Carolyn Roloff, M.D. Providence Seward Medical & Care Center Report by Joe Fong PUBLIC HEARINGS Ordinances for Public Hearing & Enactment Ordinance 2018-009,Amending The Zoning And Land Use Plan Designation Of City Owned Lot 7A,Fort Raymond Subdivision Replat Number 1, Located At 2101 Dimond Boulevard, From Institutional(INS)To Auto Commercial(AC).This ordinance was introduced on October 8, 2018 and is coming tonight for a public hearing and enactment. Motion (Seese/Towsley) Enact Ordinance 2018-009 City Planner Jackie Wilde said rezoning this Fort Raymond property to allow for different uses, including commercial and residential. Notice ofthe public hearing being posted and published as required by law was noted and the public hearing was opened. No one appeared and the public hearing was closed. In response to McClure, Wilde said the Planning& Zoning Commission had unanimously supported this rezone. Motion Passed Unanimous UNFINISHED BUSINESS Motion (Seese/Towsley) Approve the September 24, 2018 Regular Meeting Minutes. Motion to Amend Amend the September 24, 2018 regular meeting minutes by accepting the Clerk's note and clarifications. City of Seward,Alaska City Council Meeting Minutes October 22, 2018 Volume 40,Page Motion to Amend Passed Unanimous Motion Passed Unanimous NEW BUSINESS Nominate, elect, and swear-in a council member as Vice Mayor. Towsley nominated McClure.No other nominations were asserted. By unanimous consent,council voted McClure as Vice Mayor. McClure took her oath of office and returned to her seat at the dais. Appoint a council liaison or direct individual Boards &Commissions to give periodic reports to the City Council. By unanimous consent, council directed the following reporting schedule for 2019: Planning& Zoning Commission 1 Q 19 Report in person at a council meeting 2Q19 Submit written report to city clerk for inclusion in council packet 3Q19 Report in person at a council meeting 4Q19 Submit written report to city clerk for inclusion in council packet Port& Commerce Advisory Board * 1Q19 Report in person at a council meeting 2Q19 Submit written report to city clerk for inclusion in council packet 3Q19 Report in person at a council meeting 4Q19 Submit written report to city clerk for inclusion in council packet Historic Preservation Commission Provide annual report to council * In addition, council appointed Towsley as liaison to the Port& Commerce Advsiory Board. Appoint a city representative to the Kenai Peninsula Economic Development District (KPEDD). By unanimous consent, council appointed Lane to be the city's representative for the calendar year 2019. Appoint City Council Liaison to the Seward Community Health Center Coordinating Committee. City of Seward,Alaska City Council Meeting Minutes October 22, 2018 Volume 40,Page By unanimous consent, council appointed Seese to be the council's representative on the Coordinating Committee for the Seward Community Health Center. Discuss rescheduling or cancelling the Wednesday, December 26, 2018 regular City Council meeting. City offices will be closed from 12:00 p.m. on Monday,December 24, 2018 and all day on Tuesday, December 25, 2018 in observance of Christmas. By unanimous consent, council cancelled the December 26, 2018 regular council meeting. Schedule a training work session to review and discuss City Council Rules of Procedure, workflows,processes, and practices. (Target early to mid-December) Council scheduled a work session to review the City Council Rules of Procedure on Monday, December 10, 2018 at 5:30 p.m. Amend the topic for the November 9,2018 work session to be: 1)Discuss procedures for the permanent city manager hire, and 2) Review and discuss mid-cycle budget amendments. By unanimous consent, council amended topic of the work session. Appoint Lynda Paquette and Erin Lemas to the Port& Commerce Advisory Board. By unanimous consent,council appointed Lynda Paquette and Erin Lemas to the Port&Commerce Advisory Board, with terms to expire in July, 2021. INFORMATIONAL ITEMS AND REPORTS City Clerk's memo announcing City Clerk's office closure November 13-14, 2018. On-Going City Projects and Goals. August, 2018 Financial Reports for the City of Seward and Providence Seward Medical and Care Center. Certificate of Achievement awarded to City of Seward by Health Resources and Services Administration (HRSA). COUNCIL COMMENTS Towsley was committed to serving on council and to using transparency,and urged everyone to be patient with the public process while the call for investigation was made. She was looking forward to continuing to serve for the next year. City of Seward,Alaska City Council Meeting Minutes October 22, 2018 Volume 40,Page Osenga thanked everyone and said he enjoyed his first meeting and was looking forward to serving on council. Seese reported that the Pioneers Conference was well attended last week, and it was a pleasure having them in town. McClure congratulated everyone on council,the new PACAB members,and Norm Regis on his award. She thanked everyone for their responsiveness with the flood event;there had been a good response from the borough.McClure appreciated the Electric Department for repairing street lights; she used Seward Listens on the city website to report street light outages, and received a quick response. McClure thanked her fellow council members for choosing her as vice mayor. CITIZEN COMMENTS Patrick Messmer was the president of the Seward Alaska Public Employees Association;he thanked council, administration, and the employees for supporting the union. It had been one year since the police officer involved shooting, so this was a tough time,but he appreciated everyone's support. Christy Terry welcomed Lynda Paquette and Erin Lemas to the Port&Commerce Advisory Board, and she was happy to have Towsley as council liaison. Terry thanked Joe Fong for his dedication to the community of Seward, and Angela Schwertfeger for all her work on the Harbormasters Conference. Rissie Casagranda thanked Terry for organizing the Harbormasters Conference. She congratulated all the newly-elected council members and vice mayor McClure. The investigation report provided by the city manager created new questions for her;she wondered why two personnel files had disappeared, and encouraged council to consider conducting a forensic audit on the city. Thanked Doug Schoessler and the Public Works Department for their responsiveness to the recent flooding. Casagranda thanked Lynda Paquette and Erin Lemas for submitting applications for PACAB. She wished to have clarification about who would be conducting the training on the City Council Rules of Procedure; she did not think it would be a good idea to pay the city attorneys to conduct any more training due to the expense. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Seese agreed that the city attorneys did not need to be involved with the training. She suggested perhaps an outside accountant should conduct a two-tier audit. McClure said the city clerk would work with administration for the training. EXECUTIVE SESSION Motion (Towsley/Seese) Go into Executive Session to discuss negotiation strategy for the APEA contract. City of Seward,Alaska City Council Meeting Minutes October 22, 2018 Volume 40,Page Motion Passed Unanimous Council invited Interim City Manager Jeff Bridges, Assistant City Manager Brennan Hickok, and Finance Director Kris Erchinger to remain. City Attorney Will Earnhart was contacted telephonically. Council recessed at 8:41 pm. Council resumed at 8:48 pm. Council went into executive session at 8:48 pm. Council came out of executive session at 9:21 pm. ADJOURNMENT The meeting was adjourned at 9: 21 p.m. Brenda J. Ballou, MMC Sue McClure City Clerk Vice Mayor (City Seal) City of Seward,Alaska City Council Special Meeting Minutes November 9, 2018 Volume 40, Page CALL TO ORDER The November 9, 2018 Special Meeting of the Seward City Council was called to order at 1:15 p.m. by Mayor David Squires. OPENING CEREMONY Electric Utility Manager John led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires presiding and Sue McClure Suzanne Towsley Sharyl Seese John Osenga Kelley Lane comprising a quorum of the Council; and Jeff Bridges, Interim City Manager Brenda Ballou, City Clerk Absent—Horn CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Carol Griswold stated her concern for the investigation report delivered on October 22, 2018;she thought it was extremely biased against council,and that many facts were missing from the report. Griswold encouraged council to conduct a non-biased, third-party investigation of all city personnel policies and practices, and create an updated professional code of ethics policy, and to delay the destruction of all files from the Hunt administration; she provided a handout of her comments and concerns. Lynda Paquette said she had sent council an email through the city clerk regarding the investigation; she was concerned that there were many questions left still unanswered. She said concerns over personnel issues had been expressed to council for the past several years, and she wished council would address it. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Towsley/McClure) Approval of Agenda and Consent Agenda Motion Approved Unanimous City of Seward,Alaska City Council Special Meeting Minutes November 9, 2018 Volume 40, Page COUNCIL COMMENTS Lane said she was glad to be here. Seese was glad that Lane and Squires were back from Japan. Towsley looked forward to working together with everyone. CITIZEN COMMENTS Tim Dillon was the Executive Director of the Kenai Peninsula Economic Development District (KPEDD). He presented McClure with a KPEDD pen in recognition for her past year of service as the city's representative. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS McClure thanked Tim Dillon for the pen. EXECUTIVE SESSION Motion (McClure/Seese) Go into executive session to discuss proprietary information of potential city contractors related to potential electric utility transco agreement. The City Manager Jeff Bridges,Assistant City Manager Brennan Hickok, Electric Utility Manager John Foutz, Electric Utility Supervisor Patrick Gillis, and Transco representatives Eric Myers and TW Patch were invited to remain. Motion Passed Unanimous *Seese and Lane were riot present for the vote. Council recessed at 1:26 p.m. Council resumed at 1:31 p.m. Council went into executive session at 1:31 p.m. Council came out of executive session at 3:18 p.m. Council directed the city manager to arrange a town meeting to review and discuss the pros and cons of a transco agreement, and to potentially bring forward a resolution at a future date. ADJOURNMENT The meeting was adjourned at 3:19 p.m. City of Seward,Alaska City Council Special Meeting Minutes November 9, 2018 Volume 40, Page Brenda J. Ballou, MMC David Squires City Clerk Mayor (City Seal) City of Seward,Alaska City Council Special Meeting Minutes November 9, 2018 Volume 40, Page CALL TO ORDER The November 9, 2018 Special Meeting of the Seward City Council was called to order at 3:19 p.m. by Mayor David Squires. OPENING CEREMONY Electric Utility Manager John led the Pledge of Allegiance to the flag. ROLL CALL There were present: David Squires presiding and Sue McClure Suzanne Towsley Sharyl Seese John Osenga comprising a quorum of the Council; and Jeff Bridges, Interim City Manager Brenda Ballou, City Clerk Absent—Horn, Lane CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING—None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (McClure/Towsley) Approval of Agenda and Consent Agenda Motion Approved Unanimous SPECIAL ORDERS, PRESENTATIONS AND REPORTS Veterans Day Proclamation NEW BUSINESS Resolutions Resolution 2018-087, Supporting The Efforts Of The Seward Association For The Advancement Of Marine Science D/B/A The Alaska SeaLife Center To Secure Financial Support For Funding For A Collection Of Major Maintenance And Replacement Projects. Motion (McClure/Towsley) Approve Resolution 2018-087 City of Seward,Alaska City Council Special Meeting Minutes November 9, 2018 Volume 40, Page Bridges said the city administration endorsed the Alaska SeaLife Center's efforts to obtain funding. Alaska SeaLife Center CEO Tara Reimer thanked council for this resolution. This would help the SeaLife Center to pursue a portion of the $17 million in funding which remained from the Exxon Valdez Oil Spill;the SeaLife Center would be requesting$4-6 million with the intent of using the funds to repair the roof and water lines, and to replace a failing research vessel. Motion Approved Unanimous COUNCIL COMMENTS Towsley wished the Alaska SeaLife Center the best of luck. Squires also wished them the best of luck. CITIZEN COMMENTS Willard Dunham thanked council for their support. Paul Rupple also thanked council for their support. He said the Alaska SeaLife Center was an important tourist attraction for the city, was a great activity for citizens during the long winters, and was the largest private employer in town. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Squires said the Alaska SeaLife Center was an important part of the community, and he knew Dunham had been involved from its inception. ADJOURNMENT The meeting was adjourned at 3:38 p.m. Brenda J. Ballou, MMC David Squires City Clerk Mayor (City Seal) CITY PROJECTS & GOALS Updated for November 26, 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 worked with Public Works Director Doug Schoessler and Assistant City Manager Brennan Hickok to perform the analysis on September 12, 2018. The city clerk has furnished the DOE with results and is awaiting a response. 2. SET LOCATION FOR SATELLITE FIRE STATION AND PUBLIC WORKS BUILDING Administration is currently reviewing a concept public private proposal to house the Quint (ladder truck) on the city-side of the bay. The Interim City Manager and Assistant City Manager met with the city's State lobbyist, Kent Dawson on October 15, 2018. Dawson is confident that the state will have a capital budget this coming session. The opportunity to push for this project as a State Legislative Priority will be coming to council on December I oth, 2018. 3. DISCUSSION ON AIR FORCE RECREATION CAMP SITE Council held a joint work session with the Planning & Zoning Commission on February 28, 2018. Directed administration to have Community Development bring forward multiple land use concepts. (Previous council work session was held September 25, 2017). April 9, 2018 work session to discuss development concepts. Following April 9, 2018 work session, administration has initiated the rezone of the property to Auto Commercial (AC), the replatting of lots generally as presented at the work session, and the creation of a subdivision and utility development plan. Ordinance 2018-009 introduced on October 8, 2018 amending the zoning and land use plan from Institutional to Auto Commercial; will come for public hearing and enactment on October 22, 2018. Administration will be putting out a Request for Proposal for on-call engineering services which will provide engineering, surveying and platting services for various City projects including the Air Force Recreation land. 4. SALTWATER HEAT PUMP PROJECT The state capital budget approved $725,000 for this project; currently awaiting Governor Walker's signature. Administration is working with the design engineer to update costs and ROI models in order to identify any potential funding shortfall and prepare strategies for additional funding sources, if necessary. City Administration has received an estimated project cost of $965,000. The $240,000 difference will need to be funded by the City. This obligation includes in-kind and cash contributions as well as already spent funds on the testing well. We are currently waiting for grant documents from the Alaska Energy Authority. State lobbyist Kent Dawson expressed that the likely new Governor will be interested in Economic Development projects. The potential for expanding on this loop using state grant dollars exists. The City has received the Alaska Energy Authority grant documentation and is awaiting approval from City Council to authorize the City Manager to accept the grant money and grant terms. Approval is on the November 2, 2018h regular Council meeting agenda. 5. ENERGY EFFICIENCY OF CITY HALL See #4 Saltwater Heat Pump Project YourCleanEnergy and the building department have also identified the need for insulation in the basement of the City Hall Annex in support of the Heat Pump Project. The City will seek quotes for that portion of the project. 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, 2018 work session; directed administration to look into potential locations and funding options. Resolution 2018-049 approved at the May 29, 2018 meeting, authorizing the creation of the Animal Shelter Relocation Fund and approving start-up funds. Update: Resolution 2018-080 being considered on September 24, 2018 for council approval will relocate the Animal Shelter to Fort Raymond. Resolution 2018-080 was approved on September 24, 2018, providing land for the new shelter location. City staff is now conducting meetings with local organizations to discuss design, build,fund raising and funding efforts. 8. UPDATE THE KPB TSUNAMI WARNING MESSAGE TO INCLUDE SPECIFIC REFERENCE TO THE LOCAL RADIO STATION (91.7/106.1) Directed administration to provide an update on the status of modifying the tsunami warning announcement to include specific radio information, and also request the borough add a sticker to their brochures which identifies the Seward radio station. Resolution 2018-019 designated KIBH-FM 91.7 as the city's official radio station for emergencies, and authorized the City Manager to work with borough to include radio station information in tsunami warning broadcasts. 9. INCENTIVIZE FAMILY ENTERTAINMENT-TYPE BUSINESSES TO COME TO SEWARD Zoning changes and Replat of the Air Force Rec Camp property will provide ample space and opportunity for such business. 10.AFFORDABLE HOUSING(INCLUDING SUMMER WORKER HOUSING) Council will hold a work session in May, 2018. (Previous council work sessions were held on May 22, 2017, June 12, 2017, and July 11, 2017). Community Development will be discussing with Planning and Zoning assessment districts on October 16, 2018. The City will utilize the on- call engineering service to determine the costs associated with expanding utilities,paving roads and developing proper drainage for potential development districts. II. SEWARD COMMUNITY HEALTH CARE CENTER EXPANSION Directed administration to provide an update on the Seward Community Health Care Center expansion. March 12, 2018 council meeting authorized to pay up to $1,500 in travel expenses for Jean Bardarson to travel with city representatives to Washington, DC in April, 2018 (April 14-18, 2018 trip to Washington, DC). A grant in the amount of$285,000 was awarded to the CHC for expanding access to quality substance use disorder and mental health services. The CHC is using these funds to subcontract with Seaview Community Services to provide mental health services in support of the local schools. 12. BUILDING MAINTENANCE Public Works has been conducting their annual boiler inspections. General maintenance and repair is complete. Staff has identified the need to upgrade the heating controls for City Hall, City Hall Annex, and Community Center. Estimated cost for these upgrades is $200,000. Ongoing. 13. LED LIGHT CONVERSIONS Public Works replaced 15 fluorescent fixtures with LEDs in the City Hall Annex. Ongoing. 14. EXPLORE POSSIBILITIES FOR CREATING A REVENUE STREAM FOR THE ANIMAL SHELTER AND SOS PETS Staff and organizing groups have indicated that a dog washing station will be included in the design and build of the new Animal Shelter. 15. PURSUE AVENUES TO INCREASE WINTER RECREATION OPPORTUNITIES 16. CONDUCT CITY-WIDE DISASTER EXERCISE TO INCLUDE MOVING RESOURCES, EVACUATION FO THE PUBLIC, ENGAGING OUTSIDE AGENCIES, AND PUBLIC INFORMATION DISSEMINATION On March 6 and 7, 2019 the City will be participating in a table top exercise with the Army Corps of Engineers and the Alaska Silver Jackets to simulate the failure of the Lowell Canyon Dam. This exercise will provide the City with a template for conducting a City-wide exercise in the future. 17. EXTEND CITY UTILITIES INTO VIABLE AREAS TO SUPPORT FUTURE RESIDENTIAL HOUSING Community Development will be discussing with Planning and Zoning assessment districts on October 16, 2018. The City will utilize the on-call engineering service to determine the costs associated with expanding utilities, paving roads and developing proper drainage for potential development districts. OTHER COUNCIL-DIRECTED PRIORITIES 1. LOWELL POINT ROAD STORM DAMAGE REPAIR The Request for Proposals for the engineering should be out by the end of November. As soon as the design is complete, the contractor will then put out a bid packet and select a contractor. Construction is estimated to begin in the spring of 2018. 2. INVESTIGATION INTO CLAIMS OF DEFAMATION AND FRAUD Report delivered to City Council and the public on October 22, 2018. 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. At the May 29, 2018 council meeting, the city manager was directed to contact the DCRA and arrange for an audit of administration, personnel, and council. Based on the results of that event, council will decide whether or not to continue with this committee. At the August 13, 2018 meeting, Assistant City Manager Brennan Hickok reported that the DCRA declined the city's request for an audit because it was beyond the scope of their duties/capabilities. Assistant City Manager Brennan Hickok reported at the September 10, 2018 that he had sent an email to council on August 31, 2018 with responses from the DCRA regarding Title 29 (Municipal Government) training they could provide, if council wishes. Request for Proposal has been sent to committee members. Group should meet to discuss. COMPLETED PROJECTS 1. RESEARCH ELECTED/APPOINTED OFFICIAL TELECONFERENCING POSSIBILITIES FOR MEETINGS Directed the city attorney to provide advice on teleconferencing possibilities for elected and appointed officials. City Attorney opinion provided February 14, 2018. Monthly Budget-to-Actual Revenue Report-- By Fund Run:10/21/2018 at 2:29 PM Cil of Seward Page: 1 eneral Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 4000 Tax Revenue-Sales 1,362,376 2,741,960 3,750,000 (1,008,040) 5,000,000 (2,258,040) 54.84 4010 Tax Revenue-Real Property 191,992 299,425 720,000 (420,575) 960,000 (660,575) 31.19 4011 Tax Revenue-Personal Property 88,964 117,047 240,000 (122,953) 320,000 (202,953) 36.58 4012 Tax Revenue-Motor vehicle 2,801 15,290 18,750 (3,460) 25,000 (9,710) 61.16 4013 Tax Revenue-Oil Property 0 50,883 0 50,883 0 50,883 0.00 4020 Hotel/Motel Room Tax 8,662 208,904 375,000 (166,096) 500,000 (291,096) 41.78 4030 Payments in Lieu of Tax 0 39,384 67,500 (28,116) 90,000 (50,616) 43.76 4031 Contra Payments in Lieu of Tax 0 (32,580) (18,900) (13,680) (25,200) (7,380) 129.29 4040 Penalties and Interest on Taxes 7 1,060 1,125 (65) 1,500 (440) 70.66 4100 Building Permits 89 26,101 37,500 (11,399) 50,000 (23,899) 52.20 4101 Permits-Taxi 108 850 900 (50) 1,200 (350) 70.86 4102 DMV-Drivers License 1,348 13,008 15,750 (2,743) 21,000 (7,993) 61.94 4103 DMV-Motor Vehicles 6,237 52,695 42,000 10,695 56,000 (3,305) 94.10 4104 Animal Control Licenses 15 90 188 (98) 250 (160) 36.00 4105 Business License 180 13,090 13,500 (410) 18,000 (4,910) 72.72 4106 License and Permits-Misc 14 3,506 1,500 2,006 2,000 1,506 175.29 4202 Jail Contract 92,238 276,714 262,500 14,214 350,000 (73,286) 79.06 4203 Dispatch Contract w/State of AK 0 18,000 27,000 (9,000) 36,000 (18,000) 50.00 4204 KPB 911 Dispatch 0 26,400 39,420 (13,020) 52,560 (26,160) 50.23 4205 Alaska Liquor Tax 0 15,950 14,250 1,700 19,000 (3,050) 83.95 4206 Alaska Raw Fish Tax 0 0 210,000 (210,000) 280,000 (280,000) 0.00 4207 Fisheries Resource Landing Tax 0 2,477 3,000 (523) 4,000 (1,523) 61.93 4251 Grant Revenue-Federal Grants 0 19,985 0 19,985 0 19,985 0.00 4252 Grant Revenue-State Grants 0 7,000 35,752 (28,752) 35,752 (28,752) 19.58 4253 Grant Revenue-Misc Grants 0 11,080 7,100 3,980 7,100 3,980 156.06 4300 Admin.Exp.-Jail 7,626 68,635 68,635 0 91,513 (22,878) 75.00 4301 Admin Exp.-Harbor 29,973 269,760 269,760 0 359,680 (89,920) 75.00 4302 Admin.Exp.-SMIC 8,000 72,003 72,003 0 96,004 (24,001) 75.00 4303 Admin.Exp.-Parking Fund 935 8,416 8,416 0 11,221 (2,805) 75.00 4304 Admin.Exp.-Electric 78,191 703,720 703,720 0 938,293 (234,573) 75.00 4305 Admin.Exp.-Water 21,571 194,137 194,137 0 258,849 (64,712) 75.00 4306 Admin.Exp.-Sewer 13,173 118,558 118,558 0 158,077 (39,519) 75.00 4307 Copying Fees 616 6,570 3,750 2,820 5,000 1,570 131.40 4308 Sales Tax Credit 0 2,000 3,000 (1,000) 4,000 (2,000) 50.00 4309 Building Permits 0 1,351 150 1,201 200 1,151 675.26 4320 Misc Dog Fees 50 415 900 (485) 1,200 (785) 34.58 4322 Miscellaneous Dispatching 833 7,500 7,500 0 10,000 (2,500) 75.00 4323 Miscellaneous Police Fees 140 1,315 1,500 (185) 2,000 (685) 65.75 4330 Street Work Orders 0 1,136 0 1,136 0 1,136 0.00 4331 Shop Work Orders 149 2,628 1,875 753 2,500 128 105.12 4332 GF Equipment Rental 0 570 0 570 0 570 0.00 4340 P&R:Public Use Fees 31 543 1,875 (1,332) 2,500 (1,957) 21.72 4341 P&R:Punchard Fees 444 3,993 5,250 (1,257) 7,000 (3,007) 57.04 4342 P&R:Class Registrations 1,160 34,352 33,750 602 45,000 (10,648) 76.34 4343 P&R:Facility Rental 61 4,067 1,875 2,192 2,500 1,567 162.69 4344 P&R:Tournaments 0 1,869 1,275 594 1,700 169 109.95 4345 P&R:Special Events 59 14,768 14,250 518 19,000 (4,232) 77.72 4347 P&R:Shower Fees 3,431 19,192 11,250 7,942 15,000 4,192 127.94 Monthly Budget-to-Actual Revenue Report-- By Fund Run:10/21/2018 at 2:29 PM Cil of Seward Page: 2 eneral Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget 4348 P&R:Rock Wall Fees 0 243 375 (132) 500 (257) 48.60 4349 P&R:Pavilion Fees 93 6,556 3,000 3,556 4,000 2,556 163.89 4350 P&R:Camping Fees 38,423 499,908 330,000 169,908 440,000 59,908 113.62 4351 P&R:Camping w/Utilities 22,841 331,529 255,000 76,529 340,000 (8,471) 97.51 4352 P&R:RV Dump Station 2,140 17,018 10,500 6,518 14,000 3,018 121.56 4353 P&R:Misc Revenue 0 243 375 (132) 500 (257) 48.50 4354 P&R:Work Orders 0 0 4,500 (4,500) 6,000 (6,000) 0.00 4370 Library Service Revenue 1,329 10,953 7,125 3,828 9,500 1,453 115.29 4371 Library Circulation Revenue 279 2,931 3,000 (69) 4,000 (1,069) 73.28 4373 Museum Admissions 1,016 10,098 13,500 (3,402) 18,000 (7,902) 56.10 4380 Land Rents&Leases 6,500 32,975 26,025 6,950 34,700 (1,725) 95.03 4382 Jail Facility Rental 2,500 22,500 22,500 0 30,000 (7,500) 75.00 4383 Municipal Building Rent 0 109,022 30,000 79,022 40,000 69,022 272.55 4400 Fines and Bails 1,707 11,457 12,750 (1,293) 17,000 (5,543) 67.39 4500 GF Interest on Investments 673 17,895 22,500 (4,605) 30,000 (12,105) 59.65 4501 GF Penalties&Interest 85 987 750 237 1,000 (13) 98.66 4503 GF Misc Interest Revenue 8 8 0 8 0 8 0.00 4620 Franchise Fee-Refuse 0 11,220 12,750 (1,530) 17,000 (5,780) 66.00 4630 City Clerk Fees 0 153 225 (72) 300 (147) 51.07 4639 Misc Service Fees 0 59 0 59 0 59 0.00 5899 Miscellaneous Revenue 427 419 0 419 0 419 0.00 5911 Unrealized gain on FV of Investments 0 5,816 0 5,816 0 5,816 0.00 Total Revenues $ 1,999,495 $ 6,557,807 $ 8,142,139 $ (1,584,333) $ 10,841,899 $ (4,284,093) $ 60.49 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 1 General Fund g For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 416,976 2,837,544 3,199,966 362,421 4,224,167 1,386,622 67.17 6001 Overtime 28,265 190,879 18,570 (172,309) 23,570 (167,309) 809.84 6002 Standby Time 0 3,748 0 (3,748) 0 (3,748) 0.00 6009 Personnel Vacancy Factor 0 0 (112,500) (112,500) (150,000) (150,000) 0.00 6100 Medicare 10,232 70,204 62,040 (8,164) 82,497 12,293 85.10 6101 Unemployment Insurance 0 2,361 3,075 714 4,100 1,739 57.58 6102 Workers'Compensation 30,169 173,701 165,501 (8,200) 220,509 46,808 78.77 6103 ESC 0 1,245 0 (1,245) 0 (1,245) 0.00 6200 Leave Time 41,010 293,937 305,050 11,113 405,587 111,650 72.47 6201 Retirement Benefits 94,653 640,994 678,469 37,475 900,535 259,541 71.18 6202 Health Insurance 213,197 1,334,975 1,436,820 101,845 1,906,233 571,258 70.03 6203 In Lieu of FICA 0 0 1,481 1,481 1,975 1,975 0.00 6209 Contra-Retirement PIERS DC Forfeitures (6,511) (26,130) 0 26,130 0 26,130 0.00 Total Personnel Costs: $ 827,991 $ 5,523,458 $ 5,758,472 $ 235,014 $ 7,619,173 $ 2,095,715 $ 72.49 Non-Personnel Costs: 7000 Audit 0 90,000 83,795 (6,205) 111,295 21,295 80.87 7001 Communications 7,513 84,271 92,032 7,761 122,708 38,437 68.68 7002 Postage and Freight 3,073 16,307 31,084 14,777 41,442 25,135 39.35 7003 Banking&Credit Card Fees 5,526 24,984 23,850 (1,134) 31,800 6,816 78.56 7004Insurance (3,947) 225,925 180,238 (45,687) 240,316 14,391 94.01 7006 Legal 0 198,148 60,000 (138,148) 80,000 (118,148) 247.69 7008 CY Legal Recovery 0 (882) 0 882 0 882 0.00 7009 Contracted Services (26,618) 183,058 268,877 85,819 350,836 167,778 52.18 7010 Engineering 0 0 1,500 1,500 2,000 2,000 0.00 7011 Testing 38 5,824 4,715 (1,109) 6,286 462 92.65 7012 Other Special Services 10 9,466 24,225 14,759 32,300 22,834 29.31 7013 State Lobbying Fees 8,042 63,378 65,250 1,872 87,000 23,622 72.85 7014 Federal Lobbying Fees 7,667 69,003 71,250 2,247 95,000 25,997 72.63 7015 Utilities 50,532 424,663 433,072 8,409 577,429 152,766 73.54 7016 Heating Fuel (41) 36,771 50,400 13,629 67,200 30,429 54.72 7017 Rents&Leases 50,600 71,456 81,038 9,582 100,400 28,944 71.17 7201 Library Books 0 8,622 14,500 5,878 17,000 8,378 50.72 7202 Library Periodicals 0 1,850 2,250 400 3,000 1,150 61.68 7203 Library Standing Orders 0 346 3,000 2,654 4,000 3,654 8.65 7204 Library Non-Print 0 3,095 3,000 (95) 4,000 905 77.38 7205 Library Electronic Materials 0 0 3,375 3,375 4,500 4,500 0.00 7208 Museum Collection Supplies 0 2,028 900 (1,128) 1,200 (828) 168.99 7210 Vehicle Supplies (63) 1,850 4,932 3,082 6,576 4,726 28.14 7211 Gas&Lube (2,524) 52,416 69,341 16,925 92,454 40,038 56.69 7212 Uniform Allowance 966 5,105 10,492 5,387 13,989 8,884 36.50 7213 Safety Equipment 12 6,301 9,527 3,226 12,700 6,399 49.61 7214 Janitorial Supplies 2,351 11,468 12,282 814 16,376 4,908 70.03 7215 Operating Supplies 17,822 217,182 248,581 31,399 330,938 113,756 65.63 7216 Maintenance&Repair 1,505 118,567 154,932 36,365 206,024 87,457 57.55 7217 Small Tools&Equipment 2,036 36,335 76,314 39,979 95,003 58,668 38.25 7218 Inmate Meals 0 853 7,500 6,647 10,000 9,147 8.53 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 2 General Fund g For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget 7300 Advertising 606 20,231 31,843 11,612 42,456 22,225 47.65 7301 Subscriptions&Dues 3,841 30,579 29,417 (1,162) 39,220 8,641 77.97 7302 Travel&Subsistence 14,736 85,131 107,036 21,904 138,512 53,380 61.46 7303 Education&Training 2,881 21,521 49,378 27,857 63,503 41,982 33.89 7304 Equipment Rent (818) 12,680 15,961 3,281 26,264 13,584 48.28 7307 GFAdministrative Fee 7,626 68,635 68,635 0 91,513 22,878 75.00 7800 Sister City Program 5,697 12,153 18,375 6,222 24,500 12,347 49.61 7801 Contributions to Chamber 126,462 252,923 189,692 (63,231) 252,923 0 100.00 7802 Contributions to Senior Citizens 0 75,000 56,250 (18,750) 75,000 0 100.00 7803 Contributions to B&G Club 0 0 18,750 18,750 25,000 25,000 0.00 7804 Elections 197 1,721 3,000 1,279 4,000 2,279 43.01 7805 Promotion 850 3,220 8,250 5,030 11,000 7,780 29.27 7806 Volunteer Fireman Stipend 2,333 27,000 25,500 (1,500) 34,000 7,000 79.41 7807 Contingency 0 5,000 5,250 250 7,000 2,000 71.43 7810 Miscellaneous Expense 1,466 5,279 16,876 11,597 22,500 17,221 23.46 7811 Miscellaneous Programs (500) 0 0 0 0 0 0.00 8012 Debt Service Interest Expense 0 141,800 190,317 48,517 253,756 111,956 55.88 8102 Buildings 3,520 17,220 0 (17,220) 0 (17,220) 0.00 8103 Capital Equipment 9,616 35,773 12,625 (23,148) 13,500 (22,273) 264.98 8300 Debt Service Principal 0 200,000 233,088 33,088 310,784 110,784 64.35 Total Non-Personnel Costs: $ 303,013 $ 2,984,256 $ 3,172,495 $ 188,239 $ 4,199,203 $ 1,214,947 $ 71.07 Total Expenditures $ 1,131,004 $ 8,507,714 $ 8,930,967 $ 423,253 $ 11,818,376 $ 3,310,662 $ 71.99 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 1 General Fund Mayor and Council For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 4,500.00 13,300.00 13,934 634 18,434 5,134 72.15 6100 Medicare 344.25 1,017.45 1,033 16 1,377 360 73.89 6102 Workers'Compensation 0.00 0.00 143 143 191 191 0.00 Total Personnel Costs: $ 4,844.25 $ 14,317.45 $ 15,110 $ 793 $ 20,002 $ 5,685 $ 71.58 Non-Personnel Costs: 7000 Audit 0.00 90,000.00 83,795 (6,205) 111,295 21,295 80.87 7001 Communications 352.39 3,335.74 3,750 414 5,000 1,664 66.71 7002 Postage and Freight 17.63 543.61 1,425 881 1,900 1,356 28.61 7004Insurance 0.00 410.96 675 264 900 489 45.66 7009 Contracted Services 313.05 9,377.55 0 (9,378) 0 (9,378) 0.00 7011 Testing (213.70) 0.00 0 0 0 0 0.00 7013 State Lobbying Fees 8,042.00 63,378.00 65,250 1,872 87,000 23,622 72.85 7014 Federal Lobbying Fees 7,667.00 69,003.00 71,250 2,247 95,000 25,997 72.63 7215 Operating Supplies 226.46 2,892.04 5,625 2,733 7,500 4,608 38.56 7217 Small Tools&Equipment 0.00 0.00 1,125 1,125 1,500 1,500 0.00 7300 Advertising 858.00 9,458.50 15,000 5,542 20,000 10,542 47.29 7301 Subscriptions&Dues 0.00 3,154.90 2,700 (455) 3,600 445 87.64 7302 Travel&Subsistence 288.58 9,081.78 13,500 4,418 18,000 8,918 50.45 7303 Education&Training 650.00 775.00 1,125 350 1,500 725 51.67 7800 Sister City Program 5,697.34 12,153.26 18,375 6,222 24,500 12,347 49.61 7804 Elections (1,268.84) 0.00 0 0 0 0 0.00 7805 Promotion 0.00 1,745.76 4,500 2,754 6,000 4,254 29.10 7807 Contingency 0.00 2,500.00 1,500 (1,000) 2,000 (500) 125.00 Total Non-Personnel Costs: $ 22,629.91 $ 277,810.10 $ 289,595 $ 11,784 $ 385,695 $ 107,884 $ 72.03 Total Expenditures $ 27,474.16 $ 292,127.55 $ 304,705 $ 12,577 $ 405,697 $ 113,569 $ 72.01 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 2 General Fund Legislative Boards&Commissions For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 2,415.02 12,599.73 14,304 1,705 18,924 6,325 66.58 6001 Overtime 0.00 29.24 0 (29) 0 (29) 0.00 6100 Medicare 33.67 175.84 203 27 271 95 64.89 6102 Workers'Compensation 25.38 132.20 142 10 189 57 69.95 6201 Retirement Benefits 534.84 1,662.98 1,235 (428) 1,635 (28) 101.68 6202 Health Insurance 1,127.73 6,411.77 8,571 2,159 11,428 5,016 56.11 Total Personnel Costs: $ 4,136.64 $ 21,011.76 $ 24,455 $ 3,444 $ 32,447 $ 11,436 $ 64.76 Non-Personnel Costs: 7002 Postage and Freight 0.00 0.00 75 75 100 100 0.00 7004Insurance 0.00 372.77 450 77 600 227 62.13 7201 Library Books (61.89) 0.00 0 0 0 0 0.00 7215 Operating Supplies 135.96 236.45 751 515 1,000 764 23.65 7216 Maintenance&Repair (69.52) 0.00 0 0 0 0 0.00 7301 Subscriptions&Dues 0.00 0.00 150 150 200 200 0.00 7302 Travel&Subsistence 0.00 0.00 1,875 1,875 2,500 2,500 0.00 7303 Education&Training 0.00 0.00 375 375 500 500 0.00 7810 Miscellaneous Expense (66.44) 0.00 0 0 0 0 0.00 Total Non-Personnel Costs: $ (61.89)$ 609.22 $ 3,676 $ 3,067 $ 4,900 $ 4,291 $ 12.43 Total Expenditures $ 4,074.75 $ 21,620.98 $ 28,131 $ 6,511 $ 37,347 $ 15,727 $ 57.89 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 3 General Fund Legal g For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7006 Legal 0.00 198,148.14 60,000 (138,148) 80,000 (118,148) 247.69 7008 CY Legal Recovery 0.00 (881.75) 0 882 0 882 0.00 7011 Testing (94.00) 0.00 0 0 0 0 0.00 7302 Travel&Subsistence 0.00 648.00 0 (648) 0 (648) 0.00 Total Non-Personnel Costs: $ (94.00)$ 197,914.39 $ 60,000 $ (137,914) $ 80,000 $ (117,914) $ 247.39 Total Expenditures $ (94.00)$ 197,914.39 $ 60,000 $ (137,914) $ 80,000 $ (117,914) $ 247.39 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 4 General Fund City Clerk For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 10,520.08 88,167.88 122,133 33,965 161,576 73,408 54.57 6001 Overtime 0.00 1,339.58 0 (1,340) 0 (1,340) 0.00 6100 Medicare 182.54 1,319.24 1,803 484 2,404 1,085 54.88 6101 Unemployment Insurance 0.00 314.00 0 (314) 0 (314) 0.00 6102 Workers'Compensation 139.16 964.65 1,254 289 1,672 707 57.69 6200 Leave Time 1,316.23 8,716.06 12,065 3,349 16,087 7,371 54.18 6201 Retirement Benefits 2,985.98 12,620.59 10,985 (1,636) 14,533 1,912 86.84 6202 Health Insurance 9,732.14 58,007.33 64,284 6,277 85,712 27,705 67.68 Total Personnel Costs: $ 24,876.13 $ 171,449.33 $ 212,524 $ 41,074 $ 281,984 $ 110,534 $ 60.80 Non-Personnel Costs: 7004Insurance 0.00 3,152.73 2,250 (903) 3,000 (153) 105.09 7009 Contracted Services 94.00 605.55 10,875 10,269 14,500 13,894 4.18 7215 Operating Supplies 96.81 96.81 0 (97) 0 (97) 0.00 7300 Advertising 0.00 427.20 0 (427) 0 (427) 0.00 7301 Subscriptions&Dues 0.00 330.00 525 195 700 370 47.14 7302 Travel&Subsistence 980.01 2,875.51 3,750 874 5,000 2,124 57.51 7303 Education&Training 0.00 641.00 1,875 1,234 2,500 1,859 25.64 7304 Equipment Rent 0.00 0.00 1,500 1,500 2,000 2,000 0.00 7804 Elections 1,466.30 1,720.54 3,000 1,279 4,000 2,279 43.01 7810 Miscellaneous Expense 0.00 124.35 0 (124) 0 (124) 0.00 Total Non-Personnel Costs: $ 2,637.12 $ 9,973.69 $ 23,775 $ 13,800 $ 31,700 $ 21,725 $ 31.46 Total Expenditures $ 27,513.25 $ 181,423.02 $ 236,299 $ 54,874 $ 313,684 $ 132,259 $ 57.84 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 5 General Fund City Manager g For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 16,401.68 143,016.37 152,761 9,745 201,196 58,180 71.08 6001 Overtime 0.00 233.92 0 (234) 0 (234) 0.00 6100 Medicare 535.31 2,686.94 2,263 (424) 3,017 330 89.06 6102 Workers'Compensation 176.38 1,614.08 1,564 (50) 2,085 471 77.41 6200 Leave Time 2,144.74 22,314.35 22,481 167 29,974 7,660 74.45 6201 Retirement Benefits 3,136.70 19,560.40 13,783 (5,777) 18,234 (1,326) 107.27 6202 Health Insurance 7,390.65 60,386.86 47,141 (13,246) 62,855 2,468 96.07 Total Personnel Costs: $ 29,785.46 $ 249,812.92 $ 239,993 $ (9,819) $ 317,361 $ 67,549 $ 78.72 Non-Personnel Costs: 7001 Communications 346.99 3,512.25 3,750 238 5,000 1,488 70.25 7002 Postage and Freight 0.00 57.14 188 131 250 193 22.86 7004Insurance 0.00 4,358.05 3,750 (608) 5,000 642 87.16 7009 Contracted Services 1,381.16 3,367.99 3,750 382 5,000 1,632 67.36 7011 Testing (213.70) 0.00 0 0 0 0 0.00 7210 Vehicle Supplies (17.26) 0.00 0 0 0 0 0.00 7211 Gas&Lube 325.27 1,531.16 2,025 494 2,700 1,169 56.71 7214 Janitorial Supplies (34.27) 0.00 0 0 0 0 0.00 7215 Operating Supplies 1,034.20 4,200.85 4,688 487 6,250 2,049 67.21 7216 Maintenance&Repair 26.86 580.52 188 (393) 250 (331) 232.21 7217 Small Tools&Equipment 0.00 1,443.08 375 (1,068) 500 (943) 288.62 7300 Advertising 0.00 565.70 2,250 1,684 3,000 2,434 18.86 7301 Subscriptions&Dues 608.00 6,148.49 3,750 (2,398) 5,000 (1,148) 122.97 7302 Travel&Subsistence 854.62 14,761.87 13,500 (1,262) 18,000 3,238 82.01 7303 Education&Training 410.00 1,581.84 4,500 2,918 6,000 4,418 26.36 7304 Equipment Rent (818.11) 0.00 0 0 0 0 0.00 7805 Promotion 850.00 1,474.19 3,750 2,276 5,000 3,526 29.48 7807 Contingency 0.00 2,500.00 3,750 1,250 5,000 2,500 50.00 7810 Miscellaneous Expense 17.00 143.69 0 (144) 0 (144) 0.00 7811 Miscellaneous Programs (500.00) 0.00 0 0 0 0 0.00 Total Non-Personnel Costs: $ 4,270.76 $ 46,226.82 $ 50,214 $ 3,987 $ 66,950 $ 20,723 $ 69.05 Total Expenditures $ 34,056.22 $ 296,039.74 $ 290,207 $ (5,832) $ 384,311 $ 88,272 $ 77.03 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 6 General Fund MIS g For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 23,028.77 138,332.70 148,557 10,225 196,535 58,203 70.39 6001 Overtime 1,862.40 2,364.00 0 (2,364) 0 (2,364) 0.00 6100 Medicare 362.67 2,252.23 2,210 (42) 2,946 694 76.45 6102 Workers'Compensation 259.31 1,603.43 1,526 (77) 2,034 431 78.83 6200 Leave Time 2,631.55 17,209.80 16,928 (282) 22,570 5,360 76.25 6201 Retirement Benefits 5,585.32 21,214.15 13,461 (7,753) 17,808 (3,406) 119.13 6202 Health Insurance 7,299.39 45,015.49 42,856 (2,159) 57,141 12,126 78.78 Total Personnel Costs: $ 41,029.41 $ 227,991.80 $ 225,538 $ (2,452) $ 299,034 $ 71,044 $ 76.24 Non-Personnel Costs: 7001 Communications 309.76 3,682.56 4,125 442 5,500 1,817 66.96 7002 Postage and Freight 0.00 0.00 375 375 500 500 0.00 7003 Bank and Credit Card Fees (19.99) 0.00 0 0 0 0 0.00 7004Insurance 0.00 4,134.96 2,250 (1,885) 3,000 (1,135) 137.83 7009 Contracted Services 2,044.29 3,662.09 3,750 88 5,000 1,338 73.24 7215 Operating Supplies 1,554.70 21,918.82 22,500 581 30,000 8,081 73.06 7216 Maintenance&Repair 0.00 9,799.88 3,750 (6,050) 5,000 (4,800) 196.00 7217 Small Tools&Equipment 0.00 0.00 3,750 3,750 5,000 5,000 0.00 7301 Subscriptions&Dues 0.00 0.00 1,875 1,875 2,500 2,500 0.00 7302 Travel&Subsistence 614.66 1,328.56 1,875 546 2,500 1,171 53.14 7303 Education&Training 0.00 434.97 1,875 1,440 2,500 2,065 17.40 7810 Miscellaneous Expense 0.00 0.00 750 750 1,000 1,000 0.00 8103 Capital Equipment 0.00 5,353.30 0 (5,353) 0 (5,353) 0.00 Total Non-Personnel Costs: $ 4,503.42 $ 50,315.14 $ 46,875 $ (3,441) $ 62,500 $ 12,184 $ 80.50 Total Expenditures $ 45,532.83 $ 278,306.94 $ 272,413 $ (5,893) $ 361,534 $ 83,228 $ 76.98 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 7 General Fund Community Development For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 15,783.70 103,901.66 110,835 6,933 147,921 44,019 70.24 6100 Medicare 230.27 1,512.33 1,635 123 2,180 668 69.37 6102 Workers'Compensation 173.13 1,120.40 1,133 13 1,511 391 74.15 6200 Leave Time 1,334.54 9,642.03 6,146 (3,496) 8,194 (1,448) 117.67 6201 Retirement Benefits 3,682.95 14,817.53 9,961 (4,856) 13,178 (1,639) 112.44 6202 Health Insurance 8,574.83 53,034.20 51,428 (1,606) 68,570 15,536 77.34 Total Personnel Costs: $ 29,779.42 $ 184,028.15 $ 181,138 $ (2,889) $ 241,554 $ 57,527 $ 76.19 Non-Personnel Costs: 7001 Communications 220.02 2,103.29 2,250 147 3,000 897 70.11 7002 Postage and Freight 0.47 267.81 375 107 500 232 53.56 7004Insurance 0.00 3,516.63 2,250 (1,267) 3,000 (517) 117.22 7009 Contracted Services 94.35 1,557.86 22,500 20,942 30,000 28,442 5.19 7011 Testing (94.35) 0.00 0 0 0 0 0.00 7215 Operating Supplies 0.00 2,577.26 1,875 (702) 2,500 (77) 103.09 7216 Maintenance&Repair 0.00 0.00 1,125 1,125 1,500 1,500 0.00 7217 Small Tools&Equipment 0.00 0.00 1,500 1,500 2,000 2,000 0.00 7300 Advertising 0.00 222.37 0 (222) 0 (222) 0.00 7301 Subscriptions&Dues 14.99 777.95 0 (778) 0 (778) 0.00 7302 Travel&Subsistence 0.00 3,693.74 5,875 2,181 6,500 2,806 56.83 7303 Education&Training 0.00 40.00 1,875 1,835 2,500 2,460 1.60 7810 Miscellaneous Expense 0.00 58.15 375 317 500 442 11.63 Total Non-Personnel Costs: $ 235.48 $ 14,815.06 $ 40,000 $ 25,185 $ 52,000 $ 37,185 $ 28.49 Total Expenditures $ 30,014.90 $ 198,843.21 $ 221,138 $ 22,296 $ 293,554 $ 94,712 $ 67.74 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 8 General Fund Finance g For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 57,227.58 376,603.27 467,605 91,002 604,642 228,039 62.29 6001 Overtime 0.00 4,676.25 0 (4,676) 0 (4,676) 0.00 6100 Medicare 1,392.14 8,821.26 6,937 (1,884) 9,032 211 97.67 6102 Workers'Compensation 657.51 4,177.75 4,816 638 6,268 2,090 66.65 6200 Leave Time 5,989.83 40,130.14 47,994 7,864 62,850 22,720 63.85 6201 Retirement Benefits 11,989.75 47,948.85 42,133 (5,816) 54,496 6,547 87.99 6202 Health Insurance 24,849.43 153,365.08 199,995 46,630 257,136 103,771 59.64 Total Personnel Costs: $ 102,106.24 $ 635,722.60 $ 769,480 $ 133,758 $ 994,424 $ 358,702 $ 63.93 Non-Personnel Costs: 7001 Communications 713.35 7,114.53 8,250 1,135 11,000 3,885 64.68 7002 Postage and Freight 100.62 1,189.14 1,875 686 2,500 1,311 47.57 7004Insurance 0.00 12,244.17 6,675 (5,569) 8,900 (3,344) 137.57 7009 Contracted Services 4,305.94 15,579.62 12,750 (2,830) 15,000 (580) 103.86 7011 Testing 119.35 660.85 150 (511) 200 (461) 330.43 7211 Gas&Lube (355.52) 0.00 0 0 0 0 0.00 7215 Operating Supplies 1,137.08 16,065.78 19,500 3,434 26,000 9,934 61.79 7216 Maintenance&Repair 0.00 17,958.00 21,750 3,792 29,000 11,042 61.92 7217 Small Tools&Equipment 0.00 673.38 3,000 2,327 4,000 3,327 16.83 7300 Advertising 0.00 2,373.29 1,050 (1,323) 1,400 (973) 169.52 7301 Subscriptions&Dues 2,512.00 8,874.84 1,875 (7,000) 2,500 (6,375) 354.99 7302 Travel&Subsistence 6,910.88 14,086.25 12,000 (2,086) 16,000 1,914 88.04 7303 Education&Training 3,100.00 4,322.88 4,500 177 6,000 1,677 72.05 7810 Miscellaneous Expense 0.00 62.80 750 687 1,000 937 6.28 8103 Capital Equipment 0.00 0.00 2,625 2,625 3,500 3,500 0.00 Total Non-Personnel Costs: $ 18,543.70 $ 101,205.53 $ 96,750 $ (4,456) $ 127,000 $ 25,794 $ 79.69 Total Expenditures $ 120,649.94 $ 736,928.13 $ 866,230 $ 129,302 $ 1,121,424 $ 384,496 $ 65.71 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 9 General Fund General Services For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6009 Personnel Vacancy Factor 0.00 0.00 (112,500) (112,500) (150,000) (150,000) 0.00 6103 ESC 0.00 1,244.97 0 (1,245) 0 (1,245) 0.00 Total Personnel Costs: $ 0.00 $ 1,244.97 $ (112,500) $ (113,745) $ (150,000) $ (151,245) $ (0.83) Non-Personnel Costs: 7001 Communications 125.85 2,718.83 1,800 (919) 2,400 (319) 113.28 7002 Postage and Freight 917.03 2,432.37 3,750 1,318 5,000 2,568 48.65 7003 Bank and Credit Card Fees 255.84 2,512.18 4,500 1,988 6,000 3,488 41.87 7004Insurance 0.00 449.57 1,650 1,200 2,200 1,750 20.44 7009 Contracted Services 336.00 4,336.00 3,750 (586) 5,000 664 86.72 7012 Other Special Services (9.34) 0.00 0 0 0 0 0.00 7215 Operating Supplies 29.27 1,563.93 4,500 2,936 6,000 4,436 26.07 7216 Maintenance&Repair 0.00 135.00 3,750 3,615 5,000 4,865 2.70 7217 Small Tools&Equipment (569.99) 0.00 0 0 0 0 0.00 7300 Advertising (336.00) 0.00 0 0 0 0 0.00 7301 Subscriptions&Dues 0.00 335.83 2,625 2,289 3,500 3,164 9.60 7302 Travel&Subsistence (614.00) 0.00 0 0 0 0 0.00 7810 Miscellaneous Expense 786.49 2,543.20 7,500 4,957 10,000 7,457 25.43 8103 Capital Equipment 9,615.72 9,615.72 0 (9,616) 0 (9,616) 0.00 Total Non-Personnel Costs: $ 10,536.87 $ 26,642.63 $ 33,825 $ 7,182 $ 45,100 $ 18,457 $ 59.07 Total Expenditures $ 10,536.87 $ 27,887.60 $ (78,675) $ (106,563) $ (104,900) $ (132,788) $ (26.58) PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 10 General Fund General Services -Copier For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7215 Operating Supplies 0.00 1,853.34 2,250 397 3,000 1,147 61.78 7304 Equipment Rent 0.00 3,357.36 3,900 543 5,200 1,843 64.56 Total Non-Personnel Costs: $ 0.00 $ 5,210.70 $ 6,150 $ 940 $ 8,200 $ 2,990 $ 63.55 Total Expenditures $ 0.00 $ 5,210.70 $ 6,150 $ 940 $ 8,200 $ 2,990 $ 63.55 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 11 General Fund Contributions For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7801 Contributions to Chamber 126,461.50 252,923.00 189,692 (63,231) 252,923 0 100.00 7802 Contributions to Senior Citizens 0.00 75,000.00 56,250 (18,750) 75,000 0 100.00 7803 Contributions to B&G Club 0.00 0.00 18,750 18,750 25,000 25,000 0.00 Total Non-Personnel Costs: $ 126,461.50 $ 327,923.00 $ 264,692 $ (63,231) $ 352,923 $ 25,000 $ 92.92 Total Expenditures $ 126,461.50 $ 327,923.00 $ 264,692 $ (63,231) $ 352,923 $ 25,000 $ 92.92 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 12 General Fund Police g For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 116,759.00 769,178.73 842,065 72,887 1,115,123 345,945 68.98 6001 Overtime 10,646.27 62,180.44 18,570 (43,610) 23,570 (38,610) 263.81 6100 Medicare 2,669.60 18,619.36 17,711 (908) 23,614 4,995 78.85 6102 Workers'Compensation 8,978.21 52,609.40 46,252 (6,357) 61,669 9,060 85.31 6200 Leave Time 13,781.63 90,223.45 89,402 (821) 119,203 28,980 75.69 6201 Retirement Benefits 28,335.26 115,462.95 76,306 (39,157) 100,949 (14,514) 114.38 6202 Health Insurance 58,396.83 374,276.85 385,703 11,426 514,271 139,994 72.78 Total Personnel Costs: $ 239,566.80 $ 1,482,551.18 $ 1,476,009 $ (6,540) $ 1,958,399 $ 475,850 $ 75.70 Non-Personnel Costs: 7001 Communications 1,391.38 15,017.69 13,500 (1,518) 18,000 2,982 83.43 7002 Postage and Freight 112.00 531.02 1,875 1,344 2,500 1,969 21.24 7003 Bank and Credit Card Fees 649.98 5,165.78 4,500 (666) 6,000 834 86.10 7004Insurance 0.00 73,131.93 60,000 (13,132) 80,000 6,868 91.41 7009 Contracted Services 1,288.98 2,464.67 3,750 1,285 5,000 2,535 49.29 7011 Testing (94.00) 0.00 0 0 0 0 0.00 7012 Other Special Services 19.02 0.00 2,475 2,475 3,300 3,300 0.00 7211 Gas&Lube (664.17) 10,023.94 10,500 476 14,000 3,976 71.60 7212 Uniform Allowance 451.50 2,705.79 3,750 1,044 5,000 2,294 54.12 7213 Safety Equipment 0.00 1,660.10 2,250 590 3,000 1,340 55.34 7215 Operating Supplies 707.52 8,101.16 12,750 4,649 16,500 8,399 49.10 7216 Maintenance&Repair 121.86 10,400.36 13,050 2,650 17,050 6,650 61.00 7217 Small Tools&Equipment 0.00 0.00 3,750 3,750 5,000 5,000 0.00 7300 Advertising 0.00 446.76 1,500 1,053 2,000 1,553 22.34 7301 Subscriptions&Dues 149.00 3,580.54 4,500 919 6,000 2,419 59.68 7302 Travel&Subsistence 4,388.97 30,439.31 20,678 (9,762) 26,428 (4,012) 115.18 7303 Education&Training (589.50) 10,067.41 8,625 (1,442) 11,500 1,433 87.54 7304 Equipment Rent 0.00 1,352.00 3,000 1,648 4,000 2,648 33.80 7810 Miscellaneous Expense 0.00 558.51 1,875 1,316 2,500 1,941 22.34 Total Non-Personnel Costs: $ 7,932.54 $ 175,646.97 $ 172,328 $ (3,321) $ 227,778 $ 52,129 $ 77.11 Total Expenditures $ 247,499.34 $ 1,658,198.15 $ 1,648,337 $ (9,861) $ 2,186,177 $ 527,979 $ 75.85 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 13 General Fund Jail g For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 26,587.20 136,502.49 191,184 54,682 252,928 116,426 53.97 6001 Overtime 7,372.30 58,358.44 0 (58,358) 0 (58,358) 0.00 6100 Medicare 476.80 2,787.50 2,808 21 3,744 957 74.45 6101 Unemployment Insurance 0.00 157.30 0 (157) 0 (157) 0.00 6102 Workers'Compensation 3,233.96 16,766.40 16,171 (595) 21,561 4,795 77.76 6200 Leave Time 1,332.99 11,277.69 16,857 5,579 22,476 11,198 50.18 6201 Retirement Benefits 7,618.29 27,206.31 17,106 (10,100) 22,630 (4,576) 120.22 6202 Health Insurance 21,898.17 95,718.61 128,568 32,849 171,424 75,705 55.84 Total Personnel Costs: $ 68,519.71 $ 348,774.74 $ 372,694 $ 23,921 $ 494,763 $ 145,990 $ 70.49 Non-Personnel Costs: 7001 Communications 278.32 3,563.78 3,375 (189) 4,500 936 79.20 7002 Postage and Freight 0.00 2.62 750 747 1,000 997 0.26 7004Insurance 0.00 22,093.61 18,750 (3,344) 25,000 2,906 88.37 7009 Contracted Services 0.00 909.87 1,125 215 1,500 590 60.66 7011 Testing 198.70 321.04 150 (171) 200 (121) 160.52 7017 Rents&Leases 2,500.00 22,500.00 22,500 0 30,000 7,500 75.00 7212 Uniform Allowance 176.60 389.35 1,875 1,486 2,500 2,111 15.57 7214 Janitorial Supplies 0.00 0.00 1,500 1,500 2,000 2,000 0.00 7215 Operating Supplies 1,190.74 3,271.08 4,875 1,604 6,500 3,229 50.32 7216 Maintenance&Repair 0.00 845.00 2,250 1,405 3,000 2,155 28.17 7217 Small Tools&Equipment 0.00 1,293.12 1,500 207 2,000 707 64.66 7218 Inmate Meals 0.00 852.79 7,500 6,647 10,000 9,147 8.53 7300 Advertising 0.00 0.00 750 750 1,000 1,000 0.00 7301 Subscriptions&Dues 0.00 88.89 488 399 650 561 13.68 7302 Travel&Subsistence 0.00 0.00 3,000 3,000 4,000 4,000 0.00 7303 Education&Training (720.00) 0.00 1,500 1,500 2,000 2,000 0.00 7307 GFAdministrative Fee 7,626.08 68,634.72 68,635 0 91,513 22,878 75.00 7810 Miscellaneous Expense 0.00 0.00 900 900 1,200 1,200 0.00 Total Non-Personnel Costs: $ 11,250.44 $ 124,765.87 $ 141,423 $ 16,656 $ 188,563 $ 63,796 $ 66.17 Total Expenditures $ 79,770.15 $ 473,540.61 $ 514,117 $ 40,577 $ 683,326 $ 209,786 $ 69.30 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 14 General Fund Animal Control For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 5,754.60 45,581.07 45,940 359 60,776 15,195 75.00 6001 Overtime 1,432.80 2,020.44 0 (2,020) 0 (2,020) 0.00 6100 Medicare 132.92 709.88 676 (34) 901 191 78.79 6102 Workers'Compensation 384.60 2,771.60 3,886 1,114 5,181 2,409 53.50 6200 Leave Time 534.46 4,367.30 4,178 (189) 5,571 1,204 78.39 6201 Retirement Benefits 1,581.23 6,645.30 4,116 (2,529) 5,445 (1,200) 122.04 6202 Health Insurance 3,649.41 22,450.76 21,428 (1,023) 28,571 6,120 78.58 Total Personnel Costs: $ 13,470.02 $ 84,546.35 $ 80,224 $ (4,322) $ 106,445 $ 21,899 $ 79.43 Non-Personnel Costs: 7001 Communications 11.52 321.80 900 578 1,200 878 26.82 7002 Postage and Freight 0.00 0.00 375 375 500 500 0.00 7004Insurance 0.00 1,491.93 225 (1,267) 300 (1,192) 497.31 7009 Contracted Services 0.00 0.00 1,500 1,500 2,000 2,000 0.00 7015 Utilities 668.50 3,629.22 5,550 1,921 7,400 3,771 49.04 7211 Gas&Lube 0.00 137.22 750 613 1,000 863 13.72 7212 Uniform Allowance 0.00 0.00 900 900 1,200 1,200 0.00 7215 Operating Supplies 345.76 5,170.18 2,625 (2,545) 3,500 (1,670) 147.72 7216 Maintenance&Repair 0.00 975.00 4,350 3,375 5,600 4,625 17.41 7217 Small Tools&Equipment 0.00 592.48 1,125 533 1,500 908 39.50 7300 Advertising 0.00 0.00 750 750 1,000 1,000 0.00 7301 Subscriptions&Dues 0.00 175.00 375 200 500 325 35.00 7302 Travel&Subsistence 0.00 401.28 2,625 2,224 3,500 3,099 11.47 7303 Education&Training 0.00 173.98 1,125 951 1,500 1,326 11.60 7304 Equipment Rent 0.00 0.00 375 375 500 500 0.00 Total Non-Personnel Costs: $ 1,025.78 $ 13,068.09 $ 23,550 $ 10,483 $ 31,200 $ 18,133 $ 41.88 Total Expenditures $ 14,495.80 $ 97,614.44 $ 103,774 $ 6,161 $ 137,645 $ 40,032 $ 70.92 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 15 General Fund Fire Department For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 17,533.63 112,624.35 137,401 24,777 181,775 69,151 61.96 6100 Medicare 272.05 1,775.43 2,040 265 2,720 945 65.27 6102 Workers'Compensation 1,910.61 13,578.80 16,352 2,773 21,802 8,223 62.28 6200 Leave Time 2,185.17 14,891.73 15,297 405 20,396 5,504 73.01 6201 Retirement Benefits 4,299.61 16,630.89 12,426 (4,205) 16,439 (192) 101.17 6202 Health Insurance 7,604.14 54,341.26 58,927 4,586 78,569 24,228 69.16 Total Personnel Costs: $ 33,805.21 $ 213,842.46 $ 242,443 $ 28,601 $ 321,701 $ 107,859 $ 66.47 Non-Personnel Costs: 7001 Communications 557.69 6,927.32 6,123 (804) 8,164 1,237 84.85 7002 Postage and Freight 0.00 315.19 1,148 833 1,530 1,215 20.60 7004Insurance 0.00 23,685.50 22,127 (1,559) 29,502 5,817 80.28 7009 Contracted Services 29.99 15,869.99 3,057 (12,813) 4,076 (11,794) 389.35 7011 Testing 99.35 311.26 65 (246) 86 (225) 361.93 7015 Utilities 11,043.93 100,143.73 104,989 4,845 139,985 39,841 71.54 7016 Heating Fuel (122.95) 6,685.79 7,125 439 9,500 2,814 70.38 7210 Vehicle Supplies 0.00 510.30 3,057 2,547 4,076 3,566 12.52 7211 Gas&Lube (103.65) 1,850.76 6,885 5,034 9,180 7,329 20.16 7212 Uniform Allowance 0.00 30.75 193 162 257 226 11.96 7213 Safety Equipment 0.00 0.00 1,875 1,875 2,500 2,500 0.00 7215 Operating Supplies 276.34 2,648.95 4,976 2,327 6,634 3,985 39.93 7216 Maintenance&Repair 81.91 7,475.31 9,375 1,900 12,500 5,025 59.80 7217 Small Tools&Equipment 0.00 1,114.40 4,125 3,011 5,500 4,386 20.26 7300 Advertising 0.00 358.40 230 (128) 306 (52) 117.12 7301 Subscriptions&Dues 0.00 1,056.00 386 (670) 514 (542) 205.45 7302 Travel&Subsistence 374.11 479.00 5,352 4,873 7,136 6,657 6.71 7303 Education&Training 0.00 496.75 1,910 1,413 2,546 2,049 19.51 7304 Equipment Rent 0.00 593.44 2,250 1,657 3,000 2,407 19.78 Total Non-Personnel Costs: $ 12,236.72 $ 170,552.84 $ 185,248 $ 14,696 $ 246,992 $ 76,441 $ 69.05 Total Expenditures $ 46,041.93 $ 384,395.30 $ 427,691 $ 43,297 $ 568,693 $ 184,300 $ 67.59 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 16 General Fund Volunteers For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6102 Workers'Compensation 3,947.00 3,947.00 3,375 (572) 4,500 553 87.71 Total Personnel Costs: $ 3,947.00 $ 3,947.00 $ 3,375 $ (572) $ 4,500 $ 553 $ 87.71 Non-Personnel Costs: 7001 Communications 0.00 0.00 74 74 98 98 0.00 7002 Postage and Freight 12.00 82.06 615 533 820 738 10.01 7004Insurance (3,947.00) 0.00 0 0 0 0 0.00 7009 Contracted Services 0.00 163.22 375 212 500 337 32.64 7211 Gas&Lube (48.79) 0.00 0 0 0 0 0.00 7212 Uniform Allowance 0.00 419.00 1,074 655 1,432 1,013 29.26 7215 Operating Supplies 310.51 1,094.30 3,000 1,906 4,000 2,906 27.36 7216 Maintenance&Repair 33.72 618.70 3,443 2,824 4,590 3,971 13.48 7217 Small Tools&Equipment 0.00 102.90 19,375 19,272 23,125 23,022 0.44 7302 Travel&Subsistence 0.00 161.63 3,057 2,895 4,076 3,914 3.97 7303 Education&Training 0.00 0.00 3,443 3,443 4,590 4,590 0.00 7806 Volunteer Fireman Stipend 2,333.34 27,000.06 25,500 (1,500) 34,000 7,000 79.41 7810 Miscellaneous Expense (70.00) 0.00 0 0 0 0 0.00 Total Non-Personnel Costs: $ (1,376.22)$ 29,641.87 $ 59,956 $ 30,314 $ 77,231 $ 47,589 $ 38.38 Total Expenditures $ 2,570.78 $ 33,588.87 $ 63,331 $ 29,742 $ 81,731 $ 48,142 $ 41.10 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 17 General Fund Emergency Preparedness For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7001 Communications 0.00 588.59 1,125 536 1,500 911 39.24 7002 Postage and Freight 0.00 65.00 74 9 98 33 66.33 7015 Utilities 209.43 1,769.99 1,533 (237) 2,044 274 86.59 7215 Operating Supplies 0.00 869.61 762 (108) 1,016 146 85.59 7216 Maintenance&Repair 440.53 2,575.53 156 (2,420) 208 (2,368) 1,238.24 7217 Small Tools&Equipment 0.00 11,460.13 11,184 (276) 11,337 (123) 101.09 7302 Travel&Subsistence 0.00 0.00 750 750 1,000 1,000 0.00 7303 Education&Training 0.00 0.00 750 750 1,000 1,000 0.00 8103 Capital Equipment 0.00 3,828.83 0 (3,829) 0 (3,829) 0.00 Total Non-Personnel Costs: $ 649.96 $ 21,157.68 $ 16,334 $ (4,825) $ 18,203 $ (2,956) $ 116.23 Total Expenditures $ 649.96 $ 21,157.68 $ 16,334 $ (4,825) $ 18,203 $ (2,956) $ 116.23 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 18 General Fund SVAC g For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7002 Postage and Freight 0.00 0.00 113 113 150 150 0.00 7004Insurance 0.00 3,129.86 2,598 (532) 3,464 334 90.35 7012 Other Special Services 0.00 0.00 15,000 15,000 20,000 20,000 0.00 7211 Gas&Lube (48.24) 497.60 2,295 1,797 3,060 2,562 16.26 7215 Operating Supplies (100.00) 0.00 0 0 0 0 0.00 7216 Maintenance&Repair 100.00 397.50 3,057 2,660 4,076 3,679 9.75 Total Non-Personnel Costs: $ (48.24)$ 4,024.96 $ 23,063 $ 19,038 $ 30,750 $ 26,725 $ 13.09 Total Expenditures $ (48.24)$ 4,024.96 $ 23,063 $ 19,038 $ 30,750 $ 26,725 $ 13.09 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 19 General Fund Building Inspection For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 8,467.87 55,664.11 62,514 6,850 82,703 27,039 67.31 6100 Medicare 146.40 906.26 925 19 1,233 327 73.50 6102 Workers'Compensation 108.95 672.06 638 (34) 850 178 79.07 6200 Leave Time 1,043.36 6,818.73 6,188 (631) 8,251 1,432 82.64 6201 Retirement Benefits 2,317.53 8,928.07 5,631 (3,297) 7,450 (1,478) 119.84 6202 Health Insurance 4,562.46 28,370.31 26,785 (1,585) 35,713 7,343 79.44 Total Personnel Costs: $ 16,646.57 $ 101,359.54 $ 102,681 $ 1,322 $ 136,200 $ 34,841 $ 74.42 Non-Personnel Costs: 7001 Communications 158.42 1,622.03 1,910 288 2,546 924 63.71 7002 Postage and Freight 0.00 128.70 74 (55) 98 (31) 131.33 7004Insurance 0.00 1,673.50 1,125 (549) 1,500 (174) 111.57 7011 Testing 0.00 105.95 0 (106) 0 (106) 0.00 7017 Rents&Leases 0.00 0.00 (512) (512) 0 0 0.00 7211 Gas&Lube 0.00 157.68 386 228 514 356 30.68 7215 Operating Supplies 67.37 333.39 1,304 971 1,738 1,405 19.18 7216 Maintenance&Repair 0.00 44.28 225 181 300 256 14.76 7217 Small Tools&Equipment 0.00 904.52 1,533 628 2,044 1,139 44.25 7301 Subscriptions&Dues 0.00 544.95 230 (315) 306 (239) 178.09 7302 Travel&Subsistence 0.00 615.56 1,910 1,294 2,546 1,930 24.18 7303 Education&Training 0.00 360.00 578 218 771 411 46.69 7304 Equipment Rent 0.00 593.52 2,436 1,842 2,564 1,970 23.15 Total Non-Personnel Costs: $ 225.79 $ 7,084.08 $ 11,199 $ 4,113 $ 14,927 $ 7,841 $ 47.46 Total Expenditures $ 16,872.36 $ 108,443.62 $ 113,880 $ 5,435 $ 151,127 $ 42,682 $ 71.76 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 20 General Fund Street Operations For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 25,392.93 95,607.02 96,473 866 127,630 32,023 74.91 6001 Overtime 477.49 8,966.88 0 (8,967) 0 (8,967) 0.00 6100 Medicare 546.16 1,764.12 773 (991) 1,030 (734) 171.27 6101 Unemployment Insurance 0.00 0.00 1,500 1,500 2,000 2,000 0.00 6102 Workers'Compensation 3,541.24 13,952.99 11,596 (2,357) 15,461 1,508 90.25 6200 Leave Time 2,422.33 16,183.49 12,850 (3,333) 17,133 950 94.46 6201 Retirement Benefits 5,822.15 17,556.14 9,828 (7,728) 13,002 (4,554) 135.03 6202 Health Insurance 13,734.18 50,685.24 47,930 (2,755) 63,907 13,222 79.31 6203 In Lieu of FICA 0.00 0.00 1,481 1,481 1,975 1,975 0.00 Total Personnel Costs: $ 51,936.48 $ 204,715.88 $ 182,431 $ (22,284) $ 242,138 $ 37,423 $ 84.55 Non-Personnel Costs: 7001 Communications 0.00 475.84 750 274 1,000 524 47.58 7002 Postage and Freight 606.00 2,680.00 3,000 320 4,000 1,320 67.00 7004Insurance 0.00 20,935.47 15,000 (5,935) 20,000 (935) 104.68 7009 Contracted Services 117.42 1,999.98 18,750 16,750 25,000 23,000 8.00 7011 Testing 0.00 741.68 750 8 1,000 258 74.17 7015 Utilities 6,308.24 77,202.60 77,250 47 103,000 25,797 74.95 7211 Gas&Lube (622.92) 20,093.66 15,000 (5,094) 20,000 (94) 100.47 7212 Uniform Allowance 122.47 179.09 375 196 500 321 35.82 7213 Safety Equipment 12.15 842.03 900 58 1,200 358 70.17 7215 Operating Supplies (436.24) 17,388.12 26,250 8,862 35,000 17,612 49.68 7216 Maintenance&Repair 313.13 16,932.31 15,000 (1,932) 20,000 3,068 84.66 7217 Small Tools&Equipment 222.32 771.80 1,575 803 2,100 1,328 36.75 7300 Advertising 0.00 0.00 300 300 400 400 0.00 7301 Subscriptions&Dues 0.00 206.00 263 57 350 144 58.86 7302 Travel&Subsistence 0.00 0.00 900 900 1,200 1,200 0.00 7303 Education&Training 0.00 0.00 900 900 1,200 1,200 0.00 7304 Equipment Rent 0.00 1,352.00 750 (602) 1,000 (352) 135.20 7810 Miscellaneous Expense 88.00 919.30 1,500 581 2,000 1,081 45.97 8103 Capital Equipment 0.00 4,131.43 0 (4,131) 0 (4,131) 0.00 Total Non-Personnel Costs: $ 6,730.57 $ 166,851.31 $ 179,213 $ 12,362 $ 238,950 $ 72,099 $ 69.83 Total Expenditures $ 58,667.05 $ 371,567.19 $ 361,644 $ (9,922) $ 481,088 $ 109,522 $ 77.23 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 21 General Fund Snow and Ice For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 0.00 36,023.00 43,072 7,049 56,982 20,959 63.22 6001 Overtime 0.00 15,314.93 0 (15,315) 0 (15,315) 0.00 6002 Standby Time 0.00 3,225.84 0 (3,226) 0 (3,226) 0.00 6100 Medicare 0.00 818.19 552 (266) 736 (82) 111.17 6102 Workers'Compensation 0.00 7,671.38 6,789 (882) 9,052 1,381 84.75 6201 Retirement Benefits 0.00 5,074.93 2,770 (2,305) 3,664 (1,411) 138.50 6202 Health Insurance 0.00 26,026.42 21,711 (4,315) 28,948 2,922 89.91 Total Personnel Costs: $ 0.00 $ 94,154.69 $ 74,894 $ (19,260) $ 99,382 $ 5,228 $ 94.74 Non-Personnel Costs: 7002 Postage and Freight 36.00 335.00 3,000 2,665 4,000 3,665 8.38 7009 Contracted Services 0.00 1,095.96 11,250 10,154 15,000 13,904 7.31 7016 Heating Fuel (456.47) 0.00 0 0 0 0 0.00 7210 Vehicle Supplies (45.98) 0.00 0 0 0 0 0.00 7211 Gas&Lube 45.98 545.88 15,000 14,454 20,000 19,454 2.73 7213 Safety Equipment 0.00 16.88 375 358 500 483 3.38 7215 Operating Supplies 0.00 18,463.44 30,000 11,537 40,000 21,537 46.16 7216 Maintenance&Repair 0.00 9,373.38 22,500 13,127 30,000 20,627 31.24 7217 Small Tools&Equipment 0.00 55.70 375 319 500 444 11.14 7300 Advertising 0.00 0.00 225 225 300 300 0.00 7302 Travel&Subsistence 0.00 22.68 563 540 750 727 3.02 7303 Education&Training 0.00 0.00 563 563 750 750 0.00 7810 Miscellaneous Expense 0.00 116.45 450 334 600 484 19.41 Total Non-Personnel Costs: $ (420.47)$ 30,025.37 $ 84,301 $ 54,276 $ 112,400 $ 82,375 $ 26.71 Total Expenditures $ (420.47)$ 124,180.06 $ 159,195 $ 35,016 $ 211,782 $ 87,603 $ 58.64 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 22 General Fund City Shop For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 11,714.72 93,859.01 80,937 (12,922) 107,076 13,217 87.66 6001 Overtime 15.30 461.91 0 (462) 0 (462) 0.00 6002 Standby Time 0.00 521.73 0 (522) 0 (522) 0.00 6100 Medicare 162.85 1,471.02 1,176 (295) 1,568 97 93.82 6102 Workers'Compensation 1,029.97 10,520.28 8,520 (2,000) 11,360 840 92.61 6200 Leave Time 893.83 6,599.25 5,624 (975) 7,498 899 88.01 6201 Retirement Benefits 2,589.08 13,472.81 7,164 (6,309) 9,478 (3,995) 142.15 6202 Health Insurance 5,537.93 49,189.01 39,642 (9,547) 52,856 3,667 93.06 Total Personnel Costs: $ 21,943.68 $ 176,095.02 $ 143,063 $ (33,032) $ 189,836 $ 13,741 $ 92.76 Non-Personnel Costs: 7001 Communications 660.97 6,319.84 6,000 (320) 8,000 1,680 79.00 7002 Postage and Freight 777.00 1,117.00 1,125 8 1,500 383 74.47 7004Insurance 0.00 6,099.35 4,875 (1,224) 6,500 401 93.84 7009 Contracted Services 229.43 2,028.51 1,500 (529) 2,000 (29) 101.43 7011 Testing 0.00 105.95 0 (106) 0 (106) 0.00 7015 Utilities 2,114.61 24,554.88 24,750 195 33,000 8,445 74.41 7016 Heating Fuel 456.47 10,326.55 12,750 2,423 17,000 6,673 60.74 7211 Gas&Lube (93.27) 7,017.61 4,500 (2,518) 6,000 (1,018) 116.96 7213 Safety Equipment 0.00 1,041.33 1,350 309 1,800 759 57.85 7214 Janitorial Supplies 0.00 43.07 0 (43) 0 (43) 0.00 7215 Operating Supplies 3,294.49 20,793.09 26,250 5,457 35,000 14,207 59.41 7216 Maintenance&Repair 0.00 2,889.58 3,750 860 5,000 2,110 57.79 7217 Small Tools&Equipment 543.93 6,190.18 5,625 (565) 7,500 1,310 82.54 7301 Subscriptions&Dues 0.00 302.47 1,500 1,198 2,000 1,698 15.12 7302 Travel&Subsistence 0.00 524.94 750 225 1,000 475 52.49 7303 Education&Training 0.00 0.00 750 750 1,000 1,000 0.00 7810 Miscellaneous Expense 0.00 62.15 750 688 1,000 938 6.22 8102 Buildings 0.00 3,300.00 0 (3,300) 0 (3,300) 0.00 8103 Capital Equipment 0.00 6,118.31 0 (6,118) 0 (6,118) 0.00 Total Non-Personnel Costs: $ 7,983.63 $ 98,834.81 $ 96,225 $ (2,610) $ 128,300 $ 29,465 $ 77.03 Total Expenditures $ 29,927.31 $ 274,929.83 $ 239,288 $ (35,642) $ 318,136 $ 43,206 $ 86.42 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 23 General Fund City Hall For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 3,260.88 48,562.90 68,799 20,236 91,018 42,455 53.36 6001 Overtime 0.00 28.52 0 (29) 0 (29) 0.00 6100 Medicare 55.49 738.38 1,020 282 1,360 622 54.29 6102 Workers'Compensation 638.49 7,091.46 8,459 1,368 11,278 4,187 62.88 6200 Leave Time 401.39 5,445.50 7,425 1,980 9,900 4,455 55.01 6201 Retirement Benefits 918.74 6,776.82 6,216 (560) 8,223 1,447 82.41 6202 Health Insurance 3,649.41 38,810.80 42,856 4,045 57,141 18,330 67.92 Total Personnel Costs: $ 8,924.40 $ 107,454.38 $ 134,775 $ 27,322 $ 178,920 $ 71,467 $ 60.06 Non-Personnel Costs: 7001 Communications 60.91 551.18 600 49 800 249 68.90 7002 Postage and Freight 0.00 18.00 150 132 200 182 9.00 7004Insurance 0.00 7,973.39 6,375 (1,598) 8,500 527 93.80 7009 Contracted Services 195.73 2,888.63 36,750 33,861 49,000 46,111 5.90 7011 Testing (105.95) (105.95) 0 106 0 106 0.00 7015 Utilities 4,293.11 43,292.30 49,500 6,208 66,000 22,708 65.59 7016 Heating Fuel 0.00 9,386.46 12,000 2,614 16,000 6,614 58.67 7211 Gas&Lube 0.00 461.17 600 139 800 339 57.65 7213 Safety Equipment 0.00 33.75 188 154 250 216 13.50 7214 Janitorial Supplies (43.07) (43.07) 0 43 0 43 0.00 7215 Operating Supplies 447.91 2,487.96 6,000 3,512 8,000 5,512 31.10 7216 Maintenance&Repair 0.99 515.16 7,500 6,985 10,000 9,485 5.15 7217 Small Tools&Equipment 569.99 743.92 375 (369) 500 (244) 148.78 7301 Subscriptions&Dues (103.02) 0.00 0 0 0 0 0.00 7302 Travel&Subsistence 0.00 0.00 450 450 600 600 0.00 7303 Education&Training 0.00 0.00 450 450 600 600 0.00 7810 Miscellaneous Expense 0.00 0.00 188 188 250 250 0.00 8102 Buildings 3,520.00 3,520.00 0 (3,520) 0 (3,520) 0.00 Total Non-Personnel Costs: $ 8,836.60 $ 71,722.90 $ 121,126 $ 49,404 $ 161,500 $ 89,778 $ 44.41 Total Expenditures $ 17,761.00 $ 179,177.28 $ 255,901 $ 76,726 $ 340,420 $ 161,245 $ 52.63 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 24 General Fund Community Center Building For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 7004Insurance 0.00 3,200.76 2,850 (351) 3,800 599 84.23 7009 Contracted Services 0.00 4,474.00 2,250 (2,224) 3,000 (1,474) 149.13 7015 Utilities 953.83 8,434.28 9,000 566 12,000 3,566 70.29 7016 Heating Fuel 81.52 3,981.28 4,125 144 5,500 1,519 72.39 7215 Operating Supplies 165.40 691.67 600 (92) 800 108 86.46 7216 Maintenance&Repair 0.00 1,560.15 3,000 1,440 4,000 2,440 39.00 7810 Miscellaneous Expense 0.00 0.00 188 188 250 250 0.00 Total Non-Personnel Costs: $ 1,200.75 $ 22,342.14 $ 22,013 $ (329) $ 29,350 $ 7,008 $ 76.12 Total Expenditures $ 1,200.75 $ 22,342.14 $ 22,013 $ (329) $ 29,350 $ 7,008 $ 76.12 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 25 General Fund City Hall Annex For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 0.00 0.00 450 450 600 600 0.00 6100 Medicare 0.00 0.00 34 34 45 45 0.00 6102 Workers'Compensation 0.00 0.00 60 60 80 80 0.00 Total Personnel Costs: $ 0.00 $ 0.00 $ 544 $ 544 $ 725 $ 725 $ 0.00 Non-Personnel Costs: 7004Insurance 0.00 1,962.42 1,875 (87) 2,500 538 78.50 7009 Contracted Services 0.00 89.78 7,500 7,410 10,000 9,910 0.90 7015 Utilities 1,028.46 9,770.72 9,000 (771) 12,000 2,229 81.42 7016 Heating Fuel 0.00 2,807.82 4,500 1,692 6,000 3,192 46.80 7213 Safety Equipment 0.00 1,255.20 188 (1,067) 250 (1,005) 502.08 7215 Operating Supplies 183.40 2,062.80 750 (1,313) 1,000 (1,063) 206.28 7216 Maintenance&Repair 15.18 2,246.36 1,500 (746) 2,000 (246) 112.32 7301 Subscriptions&Dues (14.40) 0.00 0 0 0 0 0.00 8102 Buildings 0.00 10,400.00 0 (10,400) 0 (10,400) 0.00 Total Non-Personnel Costs: $ 1,212.64 $ 30,595.10 $ 25,313 $ (5,282) $ 33,750 $ 3,155 $ 90.65 Total Expenditures $ 1,212.64 $ 30,595.10 $ 25,857 $ (4,738) $ 34,475 $ 3,880 $ 88.75 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 26 General Fund Parks &Rec-Administration For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 10,479.30 72,115.53 73,504 1,388 97,242 25,126 74.16 6001 Overtime 0.00 58.48 0 (58) 0 (58) 0.00 6100 Medicare 177.91 1,163.28 1,096 (67) 1,461 298 79.62 6102 Workers'Compensation 132.04 857.91 761 (97) 1,015 157 84.52 6200 Leave Time 1,459.82 9,776.27 9,307 (469) 12,409 2,633 78.78 6201 Retirement Benefits 2,810.11 11,310.67 6,675 (4,636) 8,830 (2,481) 128.10 6202 Health Insurance 4,887.63 30,117.43 24,214 (5,903) 32,285 2,168 93.29 Total Personnel Costs: $ 19,946.81 $ 125,399.57 $ 115,557 $ (9,842) $ 153,242 $ 27,843 $ 81.83 Non-Personnel Costs: 7001 Communications 477.04 4,272.30 4,500 228 6,000 1,728 71.21 7002 Postage and Freight 0.00 132.36 747 615 996 864 13.29 7004Insurance 0.00 1,643.34 1,500 (143) 2,000 357 82.17 7009 Contracted Services 377.56 709.06 375 (334) 500 (209) 141.81 7010 Engineering 0.00 0.00 1,500 1,500 2,000 2,000 0.00 7011 Testing 132.35 238.30 150 (88) 200 (38) 119.15 7212 Uniform Allowance 214.95 214.95 150 (65) 200 (15) 107.48 7213 Safety Equipment 0.00 0.00 38 38 50 50 0.00 7215 Operating Supplies 1,159.52 6,659.02 3,000 (3,659) 4,000 (2,659) 166.48 7216 Maintenance&Repair 0.00 0.00 188 188 250 250 0.00 7300 Advertising 84.05 483.37 1,500 1,017 2,000 1,517 24.17 7301 Subscriptions&Dues 445.50 645.50 450 (196) 600 (46) 107.58 7302 Travel&Subsistence 208.85 437.73 750 312 1,000 562 43.77 7303 Education&Training 0.00 0.00 675 675 900 900 0.00 7810 Miscellaneous Expense 497.12 497.12 150 (347) 200 (297) 248.56 Total Non-Personnel Costs: $ 3,596.94 $ 15,933.05 $ 15,673 $ (259) $ 20,896 $ 4,964 $ 76.25 Total Expenditures $ 23,543.75 $ 141,332.62 $ 131,230 $ (10,101) $ 174,138 $ 32,807 $ 81.16 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 27 General Fund Parks &Rec-Parks Maintenance For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 8,461.23 74,779.94 78,118 3,338 103,346 28,566 72.36 6001 Overtime 1,179.25 4,914.53 0 (4,915) 0 (4,915) 0.00 6100 Medicare 645.84 4,564.13 3,958 (606) 5,277 713 86.49 6101 Unemployment Insurance 0.00 1,889.68 0 (1,890) 0 (1,890) 0.00 6102 Workers'Compensation 1,270.99 10,748.22 10,831 83 14,441 3,693 74.43 6200 Leave Time 0.00 7,773.15 3,834 (3,939) 5,112 (2,661) 152.06 6201 Retirement Benefits 372.36 2,919.72 2,761 (159) 3,652 732 79.95 6202 Health Insurance 849.80 14,353.74 19,286 4,932 25,714 11,360 55.82 Total Personnel Costs: $ 12,779.47 $ 121,943.11 $ 118,788 $ (3,156) $ 157,542 $ 35,598 $ 77.40 Non-Personnel Costs: 7001 Communications 11.52 173.38 1,500 1,327 2,000 1,827 8.67 7002 Postage and Freight 0.00 0.00 750 750 1,000 1,000 0.00 7004Insurance 0.00 10,620.15 7,125 (3,495) 9,500 (1,120) 111.79 7009 Contracted Services 33.11 1,659.87 3,750 2,090 5,000 3,340 33.20 7011 Testing 99.35 1,188.45 900 (288) 1,200 12 99.04 7015 Utilities 1,957.79 15,054.22 15,750 696 21,000 5,946 71.69 7016 Heating Fuel 0.00 764.88 675 (90) 900 135 84.99 7017 Rents&Leases 0.00 0.00 2,250 2,250 3,000 3,000 0.00 7210 Vehicle Supplies 0.00 1,285.94 750 (536) 1,000 (286) 128.59 7211 Gas&Lube (611.37) 5,265.87 4,875 (391) 6,500 1,234 81.01 7212 Uniform Allowance 0.00 450.45 450 0 600 150 75.08 7213 Safety Equipment 0.00 767.97 900 132 1,200 432 64.00 7214 Janitorial Supplies 0.00 1,499.99 975 (525) 1,300 (200) 115.38 7215 Operating Supplies 1,013.41 9,902.80 3,750 (6,153) 5,000 (4,903) 198.06 7216 Maintenance&Repair 413.67 9,401.10 11,250 1,849 15,000 5,599 62.67 7217 Small Tools&Equipment 0.00 4,710.96 4,500 (211) 6,000 1,289 78.52 7300 Advertising 0.00 439.93 1,013 573 1,350 910 32.59 7301 Subscriptions&Dues 0.00 380.45 75 (305) 100 (280) 380.45 7302 Travel&Subsistence 0.00 860.70 1,125 264 1,500 639 57.38 7303 Education&Training 0.00 849.00 450 (399) 600 (249) 141.50 7304 Equipment Rent 0.00 1,887.43 1,875 (12) 2,500 613 75.50 7810 Miscellaneous Expense 0.00 0.00 1,125 1,125 1,500 1,500 0.00 8103 Capital Equipment 0.00 6,725.20 10,000 3,275 10,000 3,275 67.25 Total Non-Personnel Costs: $ 2,917.48 $ 73,888.74 $ 75,813 $ 1,926 $ 97,750 $ 23,863 $ 75.59 Total Expenditures $ 15,696.95 $ 195,831.85 $ 194,601 $ (1,230) $ 255,292 $ 59,461 $ 76.71 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 28 General Fund Parks &Rec-Campgrounds For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 12,181.19 95,075.46 86,123 (8,953) 113,937 18,861 83.45 6001 Overtime 3,521.49 15,450.60 0 (15,451) 0 (15,451) 0.00 6100 Medicare 804.23 5,289.72 4,071 (1,219) 5,428 138 97.45 6101 Unemployment Insurance 0.00 0.00 450 450 600 600 0.00 6102 Workers'Compensation 1,845.29 13,647.94 11,458 (2,190) 15,277 1,629 89.34 6200 Leave Time 349.26 2,300.53 2,117 (184) 2,822 521 81.52 6201 Retirement Benefits 1,662.69 7,616.13 3,451 (4,165) 4,565 (3,051) 166.82 6202 Health Insurance 4,481.95 28,204.12 25,285 (2,919) 33,713 5,509 83.66 Total Personnel Costs: $ 24,846.10 $ 167,584.50 $ 132,955 $ (34,631) $ 176,342 $ 8,756 $ 95.03 Non-Personnel Costs: 7001 Communications 151.00 3,784.86 3,750 (35) 5,000 1,215 75.70 7002 Postage and Freight 48.00 945.11 450 (495) 600 (345) 157.52 7003 Bank and Credit Card Fees 4,639.95 17,305.63 13,500 (3,806) 18,000 694 96.14 7004Insurance 0.00 2,471.13 1,800 (671) 2,400 (71) 102.96 7009 Contracted Services 4,835.11 27,056.73 23,000 (4,057) 25,000 (2,057) 108.23 7011 Testing 0.00 433.66 675 241 900 466 48.18 7012 Other Special Services 0.00 3,200.00 0 (3,200) 0 (3,200) 0.00 7015 Utilities 20,059.94 90,193.63 99,750 9,556 133,000 42,806 67.81 7016 Heating Fuel 0.00 0.00 225 225 300 300 0.00 7017 Rents&Leases 0.00 0.00 3,750 3,750 5,000 5,000 0.00 7210 Vehicle Supplies 0.00 54.14 1,125 1,071 1,500 1,446 3.61 7211 Gas&Lube (184.41) 3,753.79 4,500 746 6,000 2,246 62.56 7212 Uniform Allowance 0.00 606.11 900 294 1,200 594 50.51 7213 Safety Equipment 0.00 596.81 825 228 1,100 503 54.26 7214 Janitorial Supplies 0.00 6,330.54 5,250 (1,081) 7,000 669 90.44 7215 Operating Supplies 1,267.77 20,101.24 12,000 (8,101) 16,000 (4,101) 125.63 7216 Maintenance&Repair 26.51 12,970.46 10,500 (2,470) 14,000 1,030 92.65 7217 Small Tools&Equipment 0.00 4,828.76 1,500 (3,329) 2,000 (2,829) 241.44 7300 Advertising 0.00 844.87 2,625 1,780 3,500 2,655 24.14 7301 Subscriptions&Dues 250.00 3,005.00 5,475 2,470 7,300 4,295 41.16 7302 Travel&Subsistence 29.50 252.30 750 498 1,000 748 25.23 7303 Education&Training 0.00 0.00 1,500 1,500 2,000 2,000 0.00 7304 Equipment Rent 0.00 882.40 (3,500) (4,382) 1,000 118 88.24 7810 Miscellaneous Expense 51.99 87.00 0 (87) 0 (87) 0.00 Total Non-Personnel Costs: $ 31,175.36 $ 199,704.17 $ 190,350 $ (9,355) $ 253,800 $ 54,095 $ 78.69 Total Expenditures $ 56,021.46 $ 367,288.67 $ 323,305 $ (43,986) $ 430,142 $ 62,851 $ 85.39 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 29 General Fund Parks &Rec-Cemetery For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 895.46 4,696.63 3,359 (1,338) 4,444 (253) 105.70 6001 Overtime 0.00 356.69 0 (357) 0 (357) 0.00 6100 Medicare 68.51 364.97 50 (315) 66 (299) 552.98 6102 Workers'Compensation 121.69 671.04 476 (195) 635 (36) 105.68 6201 Retirement Benefits 0.00 30.46 300 270 397 367 7.67 6202 Health Insurance 0.00 241.70 2,143 1,901 2,857 2,615 8.46 Total Personnel Costs: $ 1,085.66 $ 6,361.49 $ 6,328 $ (34) $ 8,399 $ 2,037 $ 75.74 Non-Personnel Costs: 7004Insurance 0.00 101.66 75 (27) 100 (2) 101.66 7009 Contracted Services 0.00 4,475.00 31,000 26,525 33,000 28,525 13.56 7015 Utilities 47.64 214.63 0 (215) 0 (215) 0.00 7211 Gas&Lube 0.00 0.00 375 375 500 500 0.00 7215 Operating Supplies 0.00 1,480.48 1,125 (355) 1,500 20 98.70 7216 Maintenance&Repair 0.00 6,815.15 1,500 (5,315) 2,000 (4,815) 340.76 7217 Small Tools&Equipment 0.00 0.00 1,500 1,500 2,000 2,000 0.00 Total Non-Personnel Costs: $ 47.64 $ 13,086.92 $ 35,575 $ 22,488 $ 39,100 $ 26,013 $ 33.47 Total Expenditures $ 1,133.30 $ 19,448.41 $ 41,903 $ 22,454 $ 47,499 $ 28,050 $ 40.94 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 30 General Fund Parks &Rec-Sports &Recreation For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 6,989.26 49,315.48 61,170 11,855 84,155 34,840 58.60 6001 Overtime 1,231.48 9,118.29 0 (9,118) 0 (9,118) 0.00 6100 Medicare 131.81 2,127.06 1,849 (278) 2,465 338 86.29 6101 Unemployment Insurance 0.00 0.00 375 375 500 500 0.00 6102 Workers'Compensation 686.39 4,229.03 3,150 (1,079) 4,200 (29) 100.69 6200 Leave Time 617.69 4,195.89 6,329 2,133 8,439 4,243 49.72 6201 Retirement Benefits 1,743.59 4,846.68 5,208 361 6,890 2,043 70.34 6202 Health Insurance 6,229.76 30,445.12 38,785 8,340 51,713 21,268 58.87 Total Personnel Costs: $ 17,629.98 $ 104,277.55 $ 116,866 $ 12,589 $ 158,362 $ 54,085 $ 65.85 Non-Personnel Costs: 7001 Communications 260.01 2,930.78 3,150 219 4,200 1,269 69.78 7002 Postage and Freight 46.00 459.60 1,875 1,415 2,500 2,040 18.38 7003 Bank and Credit Card Fees 0.00 0.00 1,350 1,350 1,800 1,800 0.00 7004Insurance 0.00 2,057.33 1,875 (182) 2,500 443 82.29 7009 Contracted Services (43,550.00) 10,251.96 1,250 (9,002) 10,000 (252) 102.52 7011 Testing 75.00 174.35 375 201 500 326 34.87 7017 Rents&Leases 48,100.00 48,100.00 51,250 3,150 60,000 11,900 80.17 7211 Gas&Lube 0.00 121.07 225 104 300 179 40.36 7212 Uniform Allowance 0.00 0.00 225 225 300 300 0.00 7213 Safety Equipment 0.00 0.00 188 188 250 250 0.00 7214 Janitorial Supplies (16.99) 0.00 0 0 0 0 0.00 7215 Operating Supplies 570.85 17,606.25 21,375 3,769 28,500 10,894 61.78 7216 Maintenance&Repair 0.00 616.36 300 (316) 400 (216) 154.09 7217 Small Tools&Equipment 955.54 1,449.92 1,875 425 2,500 1,050 58.00 7300 Advertising 0.00 869.63 750 (120) 1,000 130 86.96 7301 Subscriptions&Dues 0.00 167.25 150 (17) 200 33 83.63 7302 Travel&Subsistence 0.00 227.00 1,125 898 1,500 1,273 15.13 7303 Education&Training 0.00 359.00 600 241 800 441 44.88 7304 Equipment Rent 0.00 300.00 375 75 500 200 60.00 7810 Miscellaneous Expense (20.00) 0.00 0 0 0 0 0.00 Total Non-Personnel Costs: $ 6,420.41 $ 85,690.50 $ 88,313 $ 2,623 $ 117,750 $ 32,060 $ 72.77 Total Expenditures $ 24,050.39 $ 189,968.05 $ 205,179 $ 15,212 $ 276,112 $ 86,145 $ 68.80 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 31 General Fund Parks &Rec-TYC For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 6,436.46 96,635.34 82,602 (14,033) 109,279 12,644 88.43 6001 Overtime 0.00 1,610.84 0 (1,611) 0 (1,611) 0.00 6100 Medicare 325.40 5,491.12 3,347 (2,144) 4,462 (1,029) 123.06 6102 Workers'Compensation 91.23 1,594.13 3,938 2,344 5,250 3,656 30.36 6200 Leave Time 545.61 3,565.35 3,743 178 4,990 1,425 71.45 6201 Retirement Benefits 1,194.37 5,118.41 4,168 (951) 5,514 395 92.83 6202 Health Insurance 3,554.80 22,227.87 26,785 4,557 35,713 13,485 62.24 Total Personnel Costs: $ 12,147.87 $ 136,243.06 $ 124,583 $ (11,660) $ 165,208 $ 28,965 $ 82.47 Non-Personnel Costs: 7001 Communications 468.20 5,345.36 5,625 280 7,500 2,155 71.27 7002 Postage and Freight 0.00 190.84 750 559 1,000 809 19.08 7004Insurance 0.00 2,923.91 2,438 (486) 3,250 326 89.97 7009 Contracted Services 199.20 17,991.86 11,250 (6,742) 15,000 (2,992) 119.95 7011 Testing 0.00 991.40 750 (241) 1,000 9 99.14 7012 Other Special Services 0.00 53.55 0 (54) 0 (54) 0.00 7211 Gas&Lube (163.26) 958.43 1,200 242 1,600 642 59.90 7212 Uniform Allowance 0.00 0.00 375 375 500 500 0.00 7213 Safety Equipment 0.00 86.91 225 138 300 213 28.97 7214 Janitorial Supplies 1,423.19 0.00 600 600 800 800 0.00 7215 Operating Supplies 170.02 15,141.96 13,500 (1,642) 18,000 2,858 84.12 7216 Maintenance&Repair 0.00 0.00 1,125 1,125 1,500 1,500 0.00 7217 Small Tools&Equipment 0.00 0.00 750 750 1,000 1,000 0.00 7300 Advertising 0.00 391.24 1,350 959 1,800 1,409 21.74 7301 Subscriptions&Dues 0.00 0.00 225 225 300 300 0.00 7302 Travel&Subsistence 0.00 199.94 900 700 1,200 1,000 16.66 7303 Education&Training 130.50 489.50 5,563 5,074 5,750 5,261 8.51 7810 Miscellaneous Expense 33.75 0.00 0 0 0 0 0.00 Total Non-Personnel Costs: $ 2,261.60 $ 44,764.90 $ 46,626 $ 1,862 $ 60,500 $ 15,736 $ 73.99 Total Expenditures $ 14,409.47 $ 181,007.96 $ 171,209 $ (9,798) $ 225,708 $ 44,701 $ 80.20 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 32 General Fund Parks &Rec-The Rec Room For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 5,313.20 26,789.02 36,956 10,167 48,891 22,102 54.79 6001 Overtime 526.47 3,359.60 0 (3,360) 0 (3,360) 0.00 6100 Medicare 78.34 859.92 527 (333) 703 (157) 122.32 6102 Workers'Compensation 594.23 1,136.60 371 (766) 494 (643) 230.08 6200 Leave Time 308.36 23.72 2,171 2,147 2,894 2,870 0.82 6201 Retirement Benefits 1,289.29 2,927.61 3,213 285 4,250 1,322 68.88 6202 Health Insurance 4,814.79 18,434.76 26,785 8,350 35,713 17,278 51.62 Total Personnel Costs: $ 12,924.68 $ 53,531.23 $ 70,023 $ 16,490 $ 92,945 $ 39,412 $ 57.59 Non-Personnel Costs: 7001 Communications 0.00 0.00 225 225 300 300 0.00 7002 Postage and Freight 0.00 0.00 150 150 200 200 0.00 7004Insurance 0.00 1,156.83 675 (482) 900 (257) 128.54 7009 Contracted Services 600.36 13,721.09 9,750 (3,971) 13,000 (721) 105.55 7011 Testing 75.00 224.00 150 (74) 200 (24) 112.00 7017 Rents&Leases 0.00 70.00 0 (70) 0 (70) 0.00 7211 Gas&Lube 0.00 0.00 225 225 300 300 0.00 7212 Uniform Allowance 0.00 109.90 225 115 300 190 36.63 7213 Safety Equipment 0.00 0.00 225 225 300 300 0.00 7214 Janitorial Supplies 1,022.03 0.00 900 900 1,200 1,200 0.00 7215 Operating Supplies 187.26 2,508.76 3,000 491 4,000 1,491 62.72 7216 Maintenance&Repair 0.00 405.30 375 (30) 500 95 81.06 7300 Advertising 0.00 1,368.00 300 (1,068) 400 (968) 342.00 7301 Subscriptions&Dues (20.58) 0.00 0 0 0 0 0.00 7302 Travel&Subsistence 78.11 120.11 675 555 900 780 13.35 7303 Education&Training (100.00) 0.00 0 0 0 0 0.00 Total Non-Personnel Costs: $ 1,842.18 $ 19,683.99 $ 16,875 $ (2,809) $ 22,500 $ 2,816 $ 87.48 Total Expenditures $ 14,766.86 $ 73,215.22 $ 86,898 $ 13,681 $ 115,445 $ 42,228 $ 63.42 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 33 General Fund Library/Museum For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6000 Salaries 20,871.79 148,612.51 179,170 30,558 237,034 88,422 62.70 6001 Overtime 0.00 35.61 0 (36) 0 (36) 0.00 6100 Medicare 456.76 2,968.40 3,343 375 4,457 1,489 66.60 6101 Unemployment Insurance 0.00 0.00 750 750 1,000 1,000 0.00 6102 Workers'Compensation 223.20 1,622.03 1,840 218 2,453 831 66.12 6200 Leave Time 1,717.63 12,482.47 14,114 1,632 18,818 6,336 66.33 6201 Retirement Benefits 4,182.84 18,335.67 14,926 (3,410) 19,746 1,410 92.86 6202 Health Insurance 10,372.03 74,860.39 85,712 10,852 114,283 39,423 65.50 Total Personnel Costs: $ 37,824.25 $ 258,917.08 $ 299,855 $ 40,939 $ 397,791 $ 138,875 $ 65.09 Non-Personnel Costs: 7001 Communications 957.34 9,909.53 15,000 5,090 20,000 10,090 49.55 7002 Postage and Freight 400.00 4,814.01 6,000 1,186 8,000 3,186 60.18 7004Insurance 0.00 10,932.69 9,000 (1,933) 12,000 1,067 91.11 7009 Contracted Services 455.99 36,720.98 43,320 6,599 57,760 21,039 63.58 7011 Testing 55.00 433.05 600 167 800 367 54.13 7012 Other Special Services 0.00 6,212.67 6,750 537 9,000 2,787 69.03 7015 Utilities 1,846.64 50,403.08 36,000 (14,403) 48,000 (2,403) 105.01 7016 Heating Fuel 0.00 2,818.56 9,000 6,181 12,000 9,181 23.49 7017 Rents&Leases 0.00 786.34 1,800 1,014 2,400 1,614 32.76 7201 Library Books 61.89 8,621.59 14,500 5,878 17,000 8,378 50.72 7202 Library Periodicals 0.00 1,850.25 2,250 400 3,000 1,150 61.68 7203 Library Standing Orders 0.00 346.09 3,000 2,654 4,000 3,654 8.65 7204 Library Non-Print 0.00 3,095.15 3,000 (95) 4,000 905 77.38 7205 Library Electronic Materials 0.00 0.00 3,375 3,375 4,500 4,500 0.00 7208 Museum Collection Supplies 0.00 2,027.90 900 (1,128) 1,200 (828) 168.99 7214 Janitorial Supplies 0.00 3,637.26 3,057 (580) 4,076 439 89.24 7215 Operating Supplies 2,785.09 9,000.60 9,000 (1) 12,000 2,999 75.01 7216 Maintenance&Repair 0.00 3,036.77 9,975 6,938 13,300 10,263 22.83 7217 Small Tools&Equipment 314.69 0.00 5,897 5,897 7,397 7,397 0.00 7300 Advertising 0.00 1,982.20 2,250 268 3,000 1,018 66.07 7301 Subscriptions&Dues 0.00 805.00 1,800 995 2,400 1,595 33.54 7302 Travel&Subsistence 621.50 3,913.51 9,301 5,387 10,676 6,762 36.66 7303 Education&Training 0.00 930.00 3,871 2,941 4,496 3,566 20.69 7304 Equipment Rent 0.00 2,361.44 3,000 639 4,000 1,639 59.04 7810 Miscellaneous Expense 148.06 106.54 375 268 500 393 21.31 Total Non-Personnel Costs: $ 7,646.20 $ 164,745.21 $ 203,021 $ 38,274 $ 265,505 $ 100,758 $ 62.05 Total Expenditures $ 45,470.45 $ 423,662.29 $ 502,876 $ 79,213 $ 663,296 $ 239,633 $ 63.87 PRELIMINARY Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:32 PM City of Seward Page: 34 General Fund Debt Service For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 6201 Retirement Benefits 0.00 252,309.69 404,644 152,334 539,525 287,215 46.77 6209 Contra-Retirement PIERS DC Forfeitures (6,511.30) (26,129.84) 0 26,130 0 26,130 0.00 Total Personnel Costs: $ (6,511.30)$ 226,179.85 $ 404,644 $ 178,464 $ 539,525 $ 313,345 $ 41.92 Non-Personnel Costs: 8012 Debt Service Interest Expense 0.00 141,800.00 190,317 48,517 253,756 111,956 55.88 8300 Debt Service Principal 0.00 200,000.00 233,088 33,088 310,784 110,784 64.35 Total Non-Personnel Costs: $ 0.00 $ 341,800.00 $ 423,405 $ 81,605 $ 564,540 $ 222,740 $ 60.54 Total Expenditures $ (6,511.30)$ 567,979.85 $ 828,049 $ 260,069 $ 1,104,065 $ 536,085 $ 51.44 Monthly Budget-to-Actual Revenue Report-- By Fund Run:10/21/2018 at 2:30 PM City of Seward Page: 3 Harbor Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5000 Land Rents&Leases 7,826 296,159 296,036 123 394,715 (98,556) 75.03 5001 Land Lease Credits 0 0 (22,500) 22,500 (30,000) 30,000 0.00 5100 Transient Moorage 48,934 490,279 431,250 59,029 575,000 (84,721) 85.27 5101 Moorage 1,237 1,131,739 862,500 269,239 1,150,000 (18,261) 98.41 5102 Wharfage 0 56,527 36,000 20,527 48,000 8,527 117.76 5103 Boat Lift Fees 13,815 90,224 87,994 2,230 117,325 (27,101) 76.90 5105 Harbor Power Sales 23,377 294,036 279,499 14,537 372,665 (78,629) 78.90 5150 Shower Fees 1,082 13,165 11,250 1,915 15,000 (1,835) 87.77 5153 Fuel Pumping Fee 0 16,427 15,375 1,052 20,500 (4,073) 80.13 5154 Waiting List Fees 5,607 8,663 5,914 2,749 7,885 778 109.86 5155 Towing Fees 105 893 675 218 900 (8) 99.17 5156 Pumping Boats 0 126 225 (99) 300 (174) 42.00 5157 North Harbor Launch Fee 1,425 30,893 25,313 5,580 33,750 (2,857) 91.53 5158 South Harbor Launch Fee 617 10,070 15,345 (5,275) 20,460 (10,390) 49.22 5800 Labor&Services 263 4,182 4,125 57 5,500 (1,318) 76.04 5890 Collection of Doubtful Accounts 0 400 900 (500) 1,200 (800) 33.33 5899 Miscellaneous Revenue 0 442 750 (308) 1,000 (558) 44.22 5901 EF Investment Interest 0 10,544 3,750 6,794 5,000 5,544 210.87 5905 EF Penalties and Interest 1,435 11,149 7,500 3,649 10,000 1,149 111.49 5940 Amortization of Contributions-in-Aid 94,723 852,508 852,509 (1) 1,136,678 (284,170) 75.00 5941 Amortization of Bond Premiums 0 0 32,379 (32,379) 43,172 (43,172) 0.00 Total Revenues $ 200,446 $ 3,318,426 $ 2,946,789 $ 371,637 $ 3,929,050 $ (610,625) $ 84.46 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 3 Harbor Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 55,700 367,165 408,994 41,828 539,786 172,620 68.02 6001 Overtime 2,883 21,171 30,189 9,018 40,253 19,082 52.60 6002 Standby Time 1,557 9,723 8,601 (1,122) 11,468 1,745 84.79 6100 Medicare 978 7,077 7,464 387 9,953 2,876 71.10 6101 Unemployment Insurance 0 956 375 (581) 500 (456) 191.19 6102 Workers'Compensation 4,009 28,510 28,192 (318) 37,589 9,079 75.85 6200 Leave Time 6,705 44,964 44,207 (757) 58,942 13,978 76.29 6201 Retirement Benefits 13,422 90,818 107,019 16,201 141,996 51,178 63.96 6202 Health Insurance 33,361 210,881 215,181 4,300 286,907 76,026 73.50 6209 Contra-Retirement PIERS DC Forfeitures (820) (4,402) 0 4,402 0 4,402 0.00 Total Personnel Costs: $ 117,795 $ 776,863 $ 850,222 $ 73,359 $ 1,127,394 $ 350,531 $ 68.91 Non-Personnel Costs: 7001 Communications 738 8,705 9,750 1,045 13,000 4,295 66.96 7002 Postage and Freight 359 3,820 7,126 3,306 9,500 5,680 40.21 7003 Bank and Credit Card Fees 5,899 52,610 38,250 (14,360) 51,000 (1,610) 103.16 7004 Insurance 0 93,010 61,725 (31,285) 82,300 (10,710) 113.01 7006 Legal 0 828 7,500 6,672 10,000 9,172 8.28 7008 CY Legal Recovery 0 (882) 0 882 0 882 0.00 7009 Contracted Services 3,643 40,932 71,490 30,558 95,320 54,388 42.94 7011 Testing 20 2,240 750 (1,490) 1,000 (1,240) 224.01 7015 Utilities 15,380 84,049 92,700 8,651 123,600 39,551 68.00 7016 Heating Fuel 386 6,394 7,500 1,106 10,000 3,606 63.94 7100 General Power for Resale 13,615 222,079 229,725 7,646 306,300 84,221 72.50 7211 Gas&Lube (720) 9,317 13,875 4,558 18,500 9,183 50.36 7212 Uniform Allowance 449 599 0 (599) 0 (599) 0.00 7213 Safety Equipment 300 3,750 5,625 1,875 7,500 3,750 50.00 7214 Janitorial Supplies 707 8,207 8,250 43 11,000 2,793 74.61 7215 Operating Supplies 1,389 7,495 27,000 19,505 36,000 28,505 20.82 7216 Maintenance&Repair 412 29,832 39,000 9,168 52,000 22,168 57.37 7217 Small Tools&Equipment 31 3,906 13,125 9,219 17,500 13,594 22.32 7300 Advertising 0 2,656 3,750 1,094 5,000 2,344 53.13 7301 Subscriptions&Dues 35 440 1,125 685 1,500 1,060 29.30 7302 Travel&Subsistence 1,343 6,057 7,500 1,443 10,000 3,943 60.57 7303 Education&Training 131 1,406 3,000 1,595 4,000 2,595 35.14 7304 Equipment Rent 0 1,187 750 (437) 1,000 (187) 118.70 7321 Harbor General Indirect Costs 39,021 351,188 351,190 2 468,251 117,063 75.00 7322 Harbor Admin Indirect Costs 38,362 345,254 345,253 (1) 460,337 115,083 75.00 7324 Gen Fund Indirect Costs 29,973 269,760 269,761 1 359,680 89,920 75.00 7325 Harbor Internal Cost Allocation (88,195) (793,751) (793,751) (1) (1,058,334) (264,584) 75.00 7330 P.I.L.T. 0 171,845 142,170 (29,675) 189,558 17,713 90.66 7331 Reclass PILTto Transfer-Out 0 (171,845) (142,170) 29,675 (189,558) (17,713) 90.66 7808 Bad Debt Expense 0 0 9,000 9,000 12,000 12,000 0.00 7810 Miscellaneous Expense 0 185 2,625 2,440 3,500 3,315 5.29 7900 Depreciation Expense 149,173 1,342,558 1,341,858 (700) 1,789,143 446,585 75.04 8012 Debt Service Interest Expense 71,850 160,800 168,394 7,594 224,525 63,725 71.62 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 4 Harbor Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget 8103 Capital Equipment 0 3,444 0 (3,444) 0 (3,444) 0.00 8104 Motor Pool Rent 5,333 48,000 48,000 0 64,000 16,000 75.00 8300 Debt Service Principal 290,000 290,000 385,766 95,766 514,354 224,354 56.38 Total Non-Personnel Costs: $ 579,634 $ 2,606,075 $ 2,777,612 $ 171,537 $ 3,703,476 $ 1,097,401 $ 70.37 Total Expenditures $ 697,429 $ 3,382,938 $ 3,627,834 $ 244,896 $ 4,830,870 $ 1,447,932 $ 70.03 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 1 Harbor Enterprise Fund Harbor-General For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 11000 6000 Salaries 10,790.84 74,794.88 89,623 14,828 117,564 42,769 63.62 11000 6001 Overtime 213.53 4,122.47 4,284 162 5,712 1,590 72.17 11000 6002 Standby Time 1,283.21 8,164.86 7,908 (257) 10,544 2,379 77.44 11000 6100 Medicare 234.60 2,000.39 2,023 23 2,697 697 74.17 11000 6101 Unemployment Insurance 0.00 955.95 0 (956) 0 (956) 0.00 11000 6102 Workers'Compensation 1,000.63 7,475.74 9,521 2,045 12,695 5,219 58.89 11000 6200 Leave Time 5,473.81 37,865.40 27,510 (10,355) 36,680 (1,185) 103.23 11000 6201 Retirement Benefits 2,607.36 11,838.49 15,556 3,718 20,406 8,568 58.01 11000 6202 Health Insurance 5,914.05 38,641.73 49,954 11,312 66,605 27,963 58.02 Total Personnel Costs: $ 27,518.03 $ 185,859.91 $ 206,379 $ 20,520 $ 272,903 $ 87,044 $ 68.10 Non-Personnel Costs: 11000 7001 Communications 0.00 1,254.75 750 (505) 1,000 (255) 125.48 11000 7002 Postage and Freight 330.20 1,895.19 3,750 1,855 5,000 3,105 37.90 11000 7003 Bank and Credit Card Fees 353.09 1,190.35 0 (1,190) 0 (1,190) 0.00 11000 7004 Insurance 0.00 5,919.50 5,850 (70) 7,800 1,881 75.89 11000 7009 Contracted Services 3,642.54 30,972.47 34,740 3,768 46,320 15,348 66.87 11000 7011 Testing 0.00 599.37 750 151 1,000 401 59.94 11000 7015 Utilities 10,544.08 46,643.00 50,250 3,607 67,000 20,357 69.62 11000 7016 Heating Fuel 385.98 6,394.03 7,500 1,106 10,000 3,606 63.94 11000 7211 Gas&Lube (719.76) 8,154.11 10,500 2,346 14,000 5,846 58.24 11000 7213 Safety Equipment 299.74 3,749.67 5,625 1,875 7,500 3,750 50.00 11000 7214 Janitorial Supplies 707.18 8,206.66 8,250 43 11,000 2,793 74.61 11000 7215 Operating Supplies 594.88 2,453.53 9,000 6,546 12,000 9,546 20.45 11000 7216 Maintenance&Repair 411.64 11,301.84 12,750 1,448 17,000 5,698 66.48 11000 7217 Small Tools&Equipment 21.04 2,297.73 5,250 2,952 7,000 4,702 32.82 11000 7300 Advertising 0.00 10.00 2,250 2,240 3,000 2,990 0.33 11000 7302 Travel&Subsistence 1,079.02 1,098.13 0 (1,098) 0 (1,098) 0.00 11000 7325 Harbor Internal Cost Allocation (44,473.00) (400,257.00) (400,257) 0 (533,676) (133,419) 75.00 11000 7330 P.I.L.T. 0.00 4,403.37 4,273 (130) 5,697 1,294 77.29 11000 7331 Reclass PILTto Transfer-Out 0.00 (4,403.37) (4,273) 130 (5,697) (1,294) 77.29 11000 7810 Miscellaneous Expense 0.00 0.00 1,500 1,500 2,000 2,000 0.00 11000 7900 Depreciation Expense 3,435.67 30,921.03 31,671 750 42,228 11,307 73.22 11000 8103 Capital Equipment 0.00 3,444.00 0 (3.444) 0 (3,444) 0.00 11000 8104 Motor Pool Rent 2,000.00 18,000.00 18,000 0 24,000 6,000 75.00 Total Non-Personnel Costs: $ (21,387.70)$ (215,751.64)$ (191,871) $ 23,880 $ (255,828) $ (40,076) $ 84.33 Total Expenditures $ 6,130.33 $ (29,891.73)$ 14,508 $ 44,400 $ 17,075 $ 46,968 $ (175.06) Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 2 Harbor Enterprise Fund Harbor-Administration For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 11000 6000 Salaries 18,142.07 117,772.02 167,120 49,348 219,222 101,450 53.72 11000 6001 Overtime 1,944.46 11,231.46 17,775 6,544 23,700 12,469 47.39 11000 6100 Medicare 308.50 2,023.57 2,645 621 3,527 1,503 57.37 11000 6101 Unemployment Insurance 0.00 0.00 375 375 500 500 0.00 11000 6102 Workers'Compensation 694.85 5,294.25 1,594 (3,700) 2,125 (3,169) 249.14 11000 6200 Leave Time 1,231.01 7,099.07 16,697 9,598 22,262 15,163 31.89 11000 6201 Retirement Benefits 4,362.66 18,995.41 16,693 (2,302) 21,897 2,902 86.75 11000 6202 Health Insurance 11,089.14 70,298.20 85,712 15,414 114,283 43,985 61.51 Total Personnel Costs: $ 37,772.69 $ 232,713.98 $ 308,611 $ 75,898 $ 407,516 $ 174,803 $ 57.11 Non-Personnel Costs: 11000 7001 Communications 737.93 7,449.87 9,000 1,550 12,000 4,550 62.08 11000 7002 Postage and Freight 10.40 365.53 975 609 1,300 934 28.12 11000 7003 Bank and Credit Card Fees 5,545.90 51,419.94 38,250 (13,170) 51,000 (420) 100.82 11000 7004 Insurance 0.00 4,700.85 2,850 (1,851) 3,800 (901) 123.71 11000 7006 Legal 0.00 827.72 7,500 6,672 10,000 9,172 8.28 11000 7009 Contracted Services 0.00 1,315.98 15,000 13,684 20,000 18,684 6.58 11000 7011 Testing 20.00 1,640.76 0 (1,641) 0 (1,641) 0.00 11000 7211 Gas&Lube 0.00 410.99 1,500 1,089 2,000 1,589 20.55 11000 7212 Uniform Allowance 448.65 598.55 0 (599) 0 (599) 0.00 11000 7215 Operating Supplies 794.51 2,919.07 8,250 5,331 11,000 8,081 26.54 11000 7216 Maintenance&Repair 0.00 792.19 375 (417) 500 (292) 158.44 11000 7217 Small Tools&Equipment 10.44 437.66 2,625 2,187 3,500 3,062 12.50 11000 7300 Advertising 0.00 2,646.29 1,500 (1,146) 2,000 (646) 132.31 11000 7301 Subscriptions&Dues 35.00 439.54 1,125 685 1,500 1,060 29.30 11000 7302 Travel&Subsistence 264.05 4,959.12 7,500 2,541 10,000 5,041 49.59 11000 7303 Education&Training 130.50 1,405.50 3,000 1,595 4,000 2,595 35.14 11000 7304 Equipment Rent 0.00 1,186.96 750 (437) 1,000 (187) 118.70 11000 7325 Harbor Internal Cost Allocation (43,721.50) (393,493.50) (393,494) (1) (524,658) (131,165) 75.00 11000 7810 Miscellaneous Expense 0.00 185.00 1,125 940 1,500 1,315 12.33 11000 7900 Depreciation Expense 235.05 2,115.45 2,116 1 2,821 706 74.99 11000 8104 Motor Pool Rent 666.67 6,000.03 6,000 0 8,000 2,000 75.00 Total Non-Personnel Costs: $ (34,822.40)$ (301,676.50)$ (284,053) $ 17,622 $ (378,737) $ (77,062) $ 79.65 Total Expenditures $ 2,950.29 $ (68,962.52)$ 24,558 $ 93,520 $ 28,779 $ 97,741 $ (239.63) Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 3 Harbor Enterprise Fund Harbor-Float System For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 11000 6000 Salaries 16,333.94 111,207.50 92,329 (18,879) 123,105 11,898 90.34 11000 6001 Overtime 218.16 3,723.16 5,081 1,358 6,775 3,052 54.95 11000 6002 Standby Time 274.05 1,558.55 693 (866) 924 (635) 168.67 11000 6100 Medicare 259.76 1,991.44 1,668 (323) 2,224 233 89.54 11000 6102 Workers'Compensation 1,518.36 10,761.91 11,054 292 14,739 3,977 73.02 11000 6201 Retirement Benefits 3,933.99 16,501.80 6,084 (10,418) 8,112 (8,390) 203.42 11000 6202 Health Insurance 9,961.52 65,711.12 48,157 (17,554) 64,209 (1,502) 102.34 Total Personnel Costs: $ 32,499.78 $ 211,455.48 $ 165,066 $ (46,390) $ 220,088 $ 8,633 $ 96.08 Non-Personnel Costs: 11000 7002 Postage and Freight 18.00 286.17 938 652 1,250 964 22.89 11000 7004Insurance 0.00 71,666.00 45,000 (26,666) 60,000 (11,666) 119.44 11000 7009 Contracted Services 0.00 7,743.69 8,250 506 11,000 3,256 70.40 11000 7015 Utilities 4,277.07 32,258.78 37,500 5,241 50,000 17,741 64.52 11000 7215 Operating Supplies 0.00 929.16 4,500 3,571 6,000 5,071 15.49 11000 7216 Maintenance&Repair 0.00 2,203.48 11,250 9,047 15,000 12,797 14.69 11000 7217 Small Tools&Equipment 0.00 490.00 3,750 3,260 5,000 4,510 9.80 11000 7321 Harbor General Indirect Costs 25,829.08 232,461.72 232,462 0 309,949 77,487 75.00 11000 7322 HarborAdmin Indirect Costs 25,392.68 228,534.12 228,533 (1) 304,711 76,177 75.00 11000 7324 Gen Fund Indirect Costs 18,334.92 165,014.20 165,014 0 220,019 55,005 75.00 11000 7330 P.I.L.T. 0.00 115,238.13 91,601 (23,637) 122,134 6,896 94.35 11000 7331 Reclass PILTto Transfer-Out 0.00 (115,238.13) (91,601) 23,637 (122,134) (6,896) 94.35 11000 7808 Bad Debt Expense 0.00 0.00 7,500 7,500 10,000 10,000 0.00 11000 7900 Depreciation Expense 110,861.67 997,755.03 997,755 0 1,330,340 332,585 75.00 Total Non-Personnel Costs: $ 184,713.42 $ 1,739,342.35 $ 1,742,452 $ 3,110 $ 2,323,269 $ 583,927 $ 74.87 Total Expenditures $ 217,213.20 $ 1,950,797.83 $ 1,907,518 $ (43,280) $ 2,543,357 $ 592,560 $ 76.70 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 4 Harbor Enterprise Fund Harbor-Wharves &Docks For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 11000 6000 Salaries 1,030.41 8,704.08 13,295 4,591 17,727 9,023 49.10 11000 6001 Overtime 0.00 713.01 584 (129) 779 66 91.53 11000 6100 Medicare 14.37 134.40 305 171 407 273 33.02 11000 6102 Workers'Compensation 27.73 621.55 1,327 705 1,769 1,147 35.14 11000 6201 Retirement Benefits 229.84 1,147.91 824 (324) 1,099 (49) 104.45 11000 6202 Health Insurance 574.57 5,251.55 6,244 992 8,325 3,073 63.08 Total Personnel Costs: $ 1,876.92 $ 16,572.50 $ 22,579 $ 6,006 $ 30,106 $ 13,533 $ 55.05 Non-Personnel Costs: 11000 7002 Postage and Freight 0.00 71.26 188 117 250 179 28.50 11000 7004 Insurance 0.00 5,294.68 4,050 (1,245) 5,400 105 98.05 11000 7008 CY Legal Recovery 0.00 (881.75) 0 882 0 882 0.00 11000 7009 Contracted Services 0.00 0.00 750 750 1,000 1,000 0.00 11000 7015 Utilities 559.06 5,147.30 4,950 (197) 6,600 1,453 77.99 11000 7215 Operating Supplies 0.00 175.74 750 574 1,000 824 17.57 11000 7216 Maintenance&Repair 0.00 1,559.24 5,625 4,066 7,500 5,941 20.79 11000 7217 Small Tools&Equipment 0.00 592.40 750 158 1,000 408 59.24 11000 7321 Harbor General Indirect Costs 4,953.83 44,584.47 44,585 1 59,446 14,862 75.00 11000 7322 HarborAdmin Indirect Costs 4,870.08 43,830.72 43,831 0 58,441 14,610 75.00 11000 7324 Gen Fund Indirect Costs 6,148.50 55,336.50 55,337 1 73,782 18,446 75.00 11000 7330 P.I.L.T. 0.00 21,422.90 16,842 (4,581) 22,456 1,033 95.40 11000 7331 Reclass PILTto Transfer-Out 0.00 (21,422.90) (16,842) 4,581 (22,456) (1,033) 95.40 11000 7808 Bad Debt Expense 0.00 0.00 1,500 1,500 2,000 2,000 0.00 11000 7900 Depreciation Expense 32,278.31 290,504.79 290,505 0 387,340 96,835 75.00 Total Non-Personnel Costs: $ 48,809.78 $ 446,215.35 $ 452,821 $ 6,607 $ 603,759 $ 157,545 $ 73.91 Total Expenditures $ 50,686.70 $ 462,787.85 $ 475,400 $ 12,613 $ 633,865 $ 171,078 $ 73.01 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 5 Harbor Enterprise Fund Harbor-50-Ton Boat Lift For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 11000 6000 Salaries 6,154.86 28,968.09 22,253 (6,715) 29,670 702 97.63 11000 6001 Overtime 470.57 1,281.20 995 (286) 1,327 46 96.55 11000 6100 Medicare 100.84 450.28 362 (88) 483 33 93.23 11000 6102 Workers'Compensation 616.18 2,842.51 2,906 63 3,875 1,032 73.36 11000 6201 Retirement Benefits 1,594.24 4,694.41 1,412 (3,282) 1,883 (2,811) 249.30 11000 6202 Health Insurance 4,167.44 16,960.28 11,891 (5,069) 15,855 (1,105) 106.97 Total Personnel Costs: $ 13,104.13 $ 55,196.77 $ 39,819 $ (15,377) $ 53,093 $ (2,103) $ 103.96 Non-Personnel Costs: 11000 7002 Postage and Freight 0.00 1,201.45 900 (301) 1,200 (1) 100.12 11000 7004 Insurance 0.00 4,657.63 3,375 (1,283) 4,500 (158) 103.50 11000 7009 Contracted Services 0.00 0.00 1,500 1,500 2,000 2,000 0.00 11000 7211 Gas&Lube 0.00 751.97 1,875 1,123 2,500 1,748 30.08 11000 7215 Operating Supplies 0.00 73.53 750 676 1,000 926 7.35 11000 7216 Maintenance&Repair 0.00 10,567.73 6,375 (4,193) 8,500 (2,068) 124.33 11000 7217 Small Tools&Equipment 0.00 79.37 375 296 500 421 15.87 11000 7321 Harbor General Indirect Costs 1,688.83 15,199.47 15,200 1 20,266 5,067 75.00 11000 7322 HarborAdmin Indirect Costs 1,660.25 14,942.25 14,942 0 19,923 4,981 75.00 11000 7324 Gen Fund Indirect Costs 2,225.73 20,031.73 20,032 0 26,709 6,677 75.00 11000 7330 P.I.L.T. 0.00 7,249.43 7,094 (155) 9,458 2,209 76.65 11000 7331 Reclass PI LT to Transfer-Out 0.00 (7,249.43) (7,094) 155 (9,458) (2,209) 76.65 11000 7900 Depreciation Expense 1,289.10 11,601.90 10,151 (1,451) 13,534 1,932 85.72 11000 8104 Motor Pool Rent 2,666.67 24,000.03 24,000 0 32,000 8,000 75.00 Total Non-Personnel Costs: $ 9,530.58 $ 103,107.06 $ 99,475 $ (3,632) $ 132,632 $ 29,525 $ 77.74 Total Expenditures $ 22,634.71 $ 158,303.83 $ 139,294 $ (19,009) $ 185,725 $ 27,422 $ 85.24 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 6 Harbor Enterprise Fund Harbor-Electrical System For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 11000 6000 Salaries 3,247.74 25,718.57 24,373 (1,346) 32,497 6,778 79.14 11000 6001 Overtime 36.36 99.86 1,470 1,370 1,960 1,860 5.09 11000 6100 Medicare 59.82 476.59 461 (16) 615 138 77.49 11000 6102 Workers'Compensation 151.62 1,513.86 1,790 276 2,386 872 63.45 11000 6201 Retirement Benefits 693.43 3,370.17 1,541 (1,829) 2,054 (1,316) 164.08 11000 6202 Health Insurance 1,654.73 14,018.09 13,223 (795) 17,630 3,612 79.51 Total Personnel Costs: $ 5,843.70 $ 45,197.14 $ 42,858 $ (2,340) $ 57,142 $ 11,944 $ 79.10 Non-Personnel Costs: 11000 7002 Postage and Freight 0.00 0.00 375 375 500 500 0.00 11000 7004Insurance 0.00 770.98 600 (171) 800 29 96.37 11000 7009 Contracted Services 0.00 900.00 11,250 10,350 15,000 14,100 6.00 11000 7100 General Powerfor Resale 13,614.66 222,079.20 229,725 7,646 306,300 84,221 72.50 11000 7215 Operating Supplies 0.00 943.93 3,750 2,806 5,000 4,056 18.88 11000 7216 Maintenance&Repair 0.00 3,407.46 2,625 (782) 3,500 93 97.36 11000 7217 Small Tools&Equipment 0.00 8.99 375 366 500 491 1.80 11000 7321 Harbor General Indirect Costs 6,549.17 58,942.53 58,943 0 78,590 19,647 75.00 11000 7322 HarborAdmin Indirect Costs 6,438.50 57,946.50 57,947 1 77,262 19,316 75.00 11000 7324 Gen Fund Indirect Costs 3,264.17 29,377.53 29,378 0 39,170 9,792 75.00 11000 7330 P.I.L.T. 0.00 23,531.28 22,360 (1,171) 29,813 6,282 78.93 11000 7331 Reclass PILTto Transfer-Out 0.00 (23,531.28) (22,360) 1,171 (29,813) (6,282) 78.93 11000 7900 Depreciation Expense 1,073.30 9,659.70 9,660 0 12,880 3,220 75.00 Total Non-Personnel Costs: $ 30,939.80 $ 384,036.82 $ 404,628 $ 20,591 $ 539,502 $ 155,465 $ 71.18 Total Expenditures $ 36,783.50 $ 429,233.96 $ 447,486 $ 18,251 $ 596,644 $ 167,409 $ 71.94 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 7 Harbor Enterprise Fund Harbor-Debt Service For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 11000 6201 Retirement Benefits 0.00 34,270.03 64,909 30,639 86,545 52,275 39.60 11000 6209 Contra-Retirement PIERS DC Forfeitures (820.19) (4,401.52) 0 4,402 0 4,402 0.00 Total Personnel Costs: $ (820.19)$ 29,868.51 $ 64,909 $ 35,041 $ 86,545 $ 56,677 $ 34.51 Non-Personnel Costs: 11000 8012 Debt Service Interest Expense 71,850.00 160,800.00 168,394 7,594 224,525 63,725 71.62 11000 8300 Debt Service Principal 290,000.00 290,000.00 385,766 95,766 514,354 224,354 56.38 Total Non-Personnel Costs: $ 361,850.00 $ 450,800.00 $ 554,160 $ 103,360 $ 738,879 $ 288,079 $ 61.01 Total Expenditures $ 361,029.81 $ 480,668.51 $ 619,069 $ 138,401 $ 825,424 $ 344,756 $ 58.23 Monthly Budget-to-Actual Revenue Report-- By Fund Run:10/21/2018 at 2:30 PM City of Seward Page: 4 SMIC Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5000 Land Rents&Leases 0 135,186 134,809 377 179,745 (44,559) 75.21 5001 Land Lease Credits 0 (9,379) 0 (9,379) 0 (9,379) 0.00 5101 Moorage 997 5,154 9,750 (4,596) 13,000 (7,846) 39.65 5102 Wharfage 2,382 2,666 4,688 (2,022) 6,250 (3,584) 42.65 5103 Boat Lift Fees 29,115 182,215 105,706 76,509 140,941 41,274 129.28 5104 Storage Fees 6,260 59,004 86,250 (27,246) 115,000 (55,996) 51.31 5106 SMIC Power Sales 1,711 128,003 44,250 83,753 59,000 69,003 216.95 5109 Washdown Pad Fees 3,735 7,069 3,900 3,169 5,200 1,869 135.94 5153 Fuel Pumping Fee 0 0 2,250 (2,250) 3,000 (3,000) 0.00 5800 Labor&Services 0 1,544 750 794 1,000 544 154.37 5899 Miscellaneous Revenue 0 173,356 0 173,356 0 173,356 0.00 5940 Amortization of Contributions-in-Aid 42,165 379,486 575,885 (196,399) 767,846 (388,360) 49.42 Total Revenues $ 86,365 $ 1,064,304 $ 968,238 $ 96,066 $ 1,290,982 $ (226,678) $ 82.44 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 5 SMIC Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 8,661 53,442 40,938 (12,504) 54,584 1,142 97.91 6001 Overtime 794 2,563 3,847 1,284 5,129 2,566 49.96 6100 Medicare 141 830 699 (131) 932 102 89.07 6102 Workers'Compensation 951 5,574 5,033 (541) 6,710 1,136 83.06 6201 Retirement Benefits 2,223 13,126 1,302 (11,824) 1,735 (11,391) 756.53 6202 Health Insurance 5,570 30,755 20,527 (10,228) 27,369 (3,386) 112.37 6209 Contra-Retirement PIERS DC Forfeitures (267) (288) 0 288 0 288 0.00 Total Personnel Costs: $ 18,073 $ 106,002 $ 72,346 $ (33,656) $ 96,459 $ (9,543) $ 109.89 Non-Personnel Costs: 7001 Communications 0 0 375 375 500 500 0.00 7002 Postage and Freight 18 4,281 4,125 (156) 5,500 1,219 77.83 7004Insurance 0 15,344 13,425 (1,919) 17,900 2,556 85.72 7006 Legal 0 14,632 11,250 (3,382) 15,000 368 97.55 7009 Contracted Services 10,668 15,865 22,500 6,635 30,000 14,135 52.88 7015 Utilities 1,127 11,368 12,845 1,477 17,126 5,758 66.38 7016 Heating Fuel (492) 377 3,750 3,373 5,000 4,623 7.53 7100 General Power for Resale 1,660 89,787 36,750 (53,037) 49,000 (40,787) 183.24 7211 Gas&Lube 615 5,456 6,000 544 8,000 2,544 68.20 7215 Operating Supplies 0 474 4,500 4,026 6,000 5,526 7.91 7216 Maintenance&Repair 13 35,837 27,000 (8,837) 36,000 163 99.55 7217 Small Tools&Equipment 0 756 1,125 369 1,500 744 50.41 7300 Advertising 0 0 2,250 2,250 3,000 3,000 0.00 7321 Harbor General Indirect Costs 5,452 49,069 49,069 0 65,425 16,356 75.00 7322 Harbor Admin Indirect Costs 5,360 48,240 48,241 1 64,320 16,080 75.00 7323 SMIC General Indirect Costs 13,909 125,183 125,183 0 166,911 41,728 75.00 7324 Gen Fund Indirect Costs 8,000 72,003 72,003 0 96,004 24,001 75.00 7325 Harbor Internal Cost Allocation (13,909) (125,183) (125,183) 0 (166,911) (41,728) 75.00 7330 P.I.L.T. 0 44,721 20,547 (24,174) 27,396 (17,325) 163.24 7331 Reclass PILTto Transfer-Out 0 (44,721) (20,547) 24,174 (27,396) 17,325 163.24 7810 Miscellaneous Expense 0 1,651 0 (1,651) 0 (1,651) 0.00 7900 Depreciation Expense 65,289 587,597 763,807 176,210 1,018,409 430,812 57.70 8101Infrastructure 0 59,267 0 (59,267) 0 (59,267) 0.00 8300 Debt Service Principal 0 0 73,506 73,506 98,008 98,008 0.00 Total Non-Personnel Costs: $ 97,710 $ 1,012,004 $ 1,152,521 $ 140,517 $ 1,536,692 $ 524,688 $ 65.86 Total Expenditures $ 115,783 $ 1,118,006 $ 1,224,867 $ 106,861 $ 1,633,151 $ 515,145 $ 68.46 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 8 SMIC Enterprise Fund SMIC-General For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 12000 6000 Salaries 78.30 7,279.02 14,672 7,393 19,757 12,478 36.84 12000 6001 Overtime 0.00 0.00 425 425 567 567 0.00 12000 6100 Medicare 1.08 110.55 241 130 324 213 34.12 12000 6102 Workers'Compensation 8.06 730.68 1,635 904 2,180 1,449 33.52 12000 6201 Retirement Benefits 17.23 1,105.98 544 (562) 732 (374) 151.09 12000 6202 Health Insurance 42.46 4,173.44 7,373 3,200 9,924 5,751 42.05 Total Personnel Costs: $ 147.13 $ 13,399.67 $ 24,890 $ 11,490 $ 33,484 $ 20,084 $ 40.02 Non-Personnel Costs: 12000 7001 Communications 0.00 0.00 375 375 500 500 0.00 12000 7002 Postage and Freight 0.00 1,181.40 375 (806) 500 (681) 236.28 12000 7004Insurance 0.00 1,815.56 3,750 1,934 5,000 3,184 36.31 12000 7006 Legal 0.00 14,632.18 11,250 (3,382) 15,000 368 97.55 12000 7009 Contracted Services 10,668.00 12,816.00 15,000 2,184 20,000 7,184 64.08 12000 7015 Utilities 1,126.69 11,368.35 12,845 1,477 17,126 5,758 66.38 12000 7016 Heating Fuel (491.80) 376.70 3,750 3,373 5,000 4,623 7.53 12000 7100 General Power for Resale 1,659.86 89,786.59 36,750 (53,037) 49,000 (40,787) 183.24 12000 7211 Gas&Lube 189.42 3,129.09 3,750 621 5,000 1,871 62.58 12000 7215 Operating Supplies 0.00 369.45 2,625 2,256 3,500 3,131 10.56 12000 7216 Maintenance&Repair 0.00 3,790.85 6,000 2,209 8,000 4,209 47.39 12000 7217 Small Tools&Equipment 0.00 756.13 1,125 369 1,500 744 50.41 12000 7300 Advertising 0.00 0.00 2,250 2,250 3,000 3,000 0.00 12000 7325 Harbor Internal Cost Allocation (13,909.25) (125,183.25) (125,183) 0 (166,911) (41,728) 75.00 12000 7330 P.I.L.T. 0.00 24,162.89 3,540 (20,623) 4,720 (19,443) 511.93 12000 7331 Reclass PI LT to Transfer-Out 0.00 (24,162.89) (3,540) 20,623 (4,720) 19,443 511.93 12000 7810 Miscellaneous Expense 0.00 1,650.92 0 (1,651) 0 (1,651) 0.00 12000 7900 Depreciation Expense 3,384.70 30,462.30 214,817 184,355 286,423 255,961 10.64 12000 8101 Infrastructure 0.00 59,267.00 0 (59,267) 0 (59,267) 0.00 Total Non-Personnel Costs: $ 2,627.62 $ 106,219.27 $ 189,479 $ 83,260 $ 252,638 $ 146,419 $ 42.04 Total Expenditures $ 2,774.75 $ 119,618.94 $ 214,369 $ 94,750 $ 286,122 $ 166,503 $ 41.81 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 9 SMIC Enterprise Fund SMIC-North SMIC Dock For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 12000 6000 Salaries 234.90 6,879.43 1,416 (5,463) 1,888 (4,991) 364.38 12000 6001 Overtime 0.00 78.30 137 59 182 104 43.02 12000 6100 Medicare 5.24 109.16 23 (86) 31 (78) 352.13 12000 6102 Workers'Compensation 40.72 775.88 198 (578) 264 (512) 293.89 12000 6201 Retirement Benefits 84.12 960.66 64 (897) 85 (876) 1,130.19 12000 6202 Health Insurance 219.00 3,343.25 679 (2,664) 905 (2,438) 369.42 Total Personnel Costs: $ 583.98 $ 12,146.68 $ 2,517 $ (9,629) $ 3,355 $ (8,791) $ 362.05 Non-Personnel Costs: 12000 7002 Postage and Freight 0.00 44.95 0 (45) 0 (45) 0.00 12000 7004 Insurance 0.00 2,441.87 1,800 (642) 2,400 (42) 101.74 12000 7009 Contracted Services 0.00 1,273.58 3,750 2,476 5,000 3,726 25.47 12000 7215 Operating Supplies 0.00 14.99 0 (15) 0 (15) 0.00 12000 7216 Maintenance&Repair 0.00 0.00 2,250 2,250 3,000 3,000 0.00 12000 7321 Harbor General Indirect Costs 540.92 4,868.28 4,868 0 6,491 1,623 75.00 12000 7322 HarborAdmin Indirect Costs 531.83 4,786.47 4,787 1 6,382 1,596 75.00 12000 7323 SMIC General Indirect Costs 1,380.08 12,420.72 12,421 0 16,561 4,140 75.00 12000 7324 Gen Fund Indirect Costs 2,556.42 23,007.78 23,008 0 30,677 7,669 75.00 12000 7330 P.I.L.T. 0.00 0.00 975 975 1,300 1,300 0.00 12000 7331 Reclass PI LT to Transfer-Out 0.00 0.00 (975) (975) (1,300) (1,300) 0.00 12000 7900 Depreciation Expense 3,970.46 35,734.14 35,734 0 47,645 11,911 75.00 Total Non-Personnel Costs: $ 8,979.71 $ 84,592.78 $ 88,618 $ 4,025 $ 118,156 $ 33,563 $ 71.59 Total Expenditures $ 9,563.69 $ 96,739.46 $ 91,135 $ (5,604) $ 121,511 $ 24,772 $ 79.61 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 10 SMIC Enterprise Fund SMIC-East SMIC Dock For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 12000 7004 Insurance 0.00 923.47 750 (173) 1,000 77 92.35 12000 7321 Harbor General Indirect Costs 154.42 1,389.78 1,390 0 1,853 463 75.00 12000 7322 HarborAdmin Indirect Costs 151.83 1,366.47 1,367 1 1,822 456 75.00 12000 7323 SMIC General Indirect Costs 393.92 3,545.28 3,545 0 4,727 1,182 75.00 12000 7324 Gen Fund Indirect Costs 1,746.92 15,722.26 15,722 0 20,963 5,241 75.00 12000 7330 P.I.L.T. 0.00 625.58 360 (266) 480 (146) 130.33 12000 7331 Reclass PI LT to Transfer-Out 0.00 (625.58) (360) 266 (480) 146 130.33 Total Non-Personnel Costs: $ 2,447.09 $ 22,947.26 $ 22,774 $ (172) $ 30,365 $ 7,419 $ 75.57 Total Expenditures $ 2,447.09 $ 22,947.26 $ 22,774 $ (172) $ 30,365 $ 7,419 $ 75.57 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 11 SMIC Enterprise Fund SMIC-330 Ton Lift For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 12000 6000 Salaries 8,347.68 39,283.22 24,704 (14,579) 32,939 (6,344) 119.26 12000 6001 Overtime 794.40 2,484.27 3,285 801 4,380 1,896 56.72 12000 6100 Medicare 134.36 610.40 433 (177) 577 (33) 105.79 12000 6102 Workers'Compensation 901.99 4,067.01 3,200 (867) 4,266 199 95.34 12000 6201 Retirement Benefits 2,121.68 6,204.14 689 (5,515) 918 (5,286) 675.83 12000 6202 Health Insurance 5,308.50 23,238.59 12,405 (10,834) 16,540 (6,699) 140.50 Total Personnel Costs: $ 17,608.61 $ 75,887.63 $ 44,716 $ (31,171) $ 59,620 $ (16,267) $ 127.29 Non-Personnel Costs: 12000 7002 Postage and Freight 18.00 3,054.35 3,750 696 5,000 1,946 61.09 12000 7004Insurance 0.00 10,152.94 7,125 (3,028) 9,500 (653) 106.87 12000 7009 Contracted Services 0.00 1,775.60 3,750 1,974 5,000 3,224 35.51 12000 7211 Gas&Lube 425.33 2,326.93 2,250 (77) 3,000 673 77.56 12000 7215 Operating Supplies 0.00 0.00 1,875 1,875 2,500 2,500 0.00 12000 7216 Maintenance&Repair 13.28 32,045.93 18,750 (13,296) 25,000 (7,046) 128.18 12000 7321 Harbor General Indirect Costs 4,756.75 42,810.75 42,811 0 57,081 14,270 75.00 12000 7322 HarborAdmin Indirect Costs 4,676.33 42,086.97 42,087 0 56,116 14,029 75.00 12000 7323 SMIC General Indirect Costs 12,135.25 109,217.25 109,217 0 145,623 36,406 75.00 12000 7324 Gen Fund Indirect Costs 3,578.58 32,207.22 32,207 0 42,943 10,736 75.00 12000 7330 P.I.L.T. 0.00 19,932.29 15,672 (4,260) 20,896 964 95.39 12000 7331 Reclass PI LT to Transfer-Out 0.00 (19,932.29) (15,672) 4,260 (20,896) (964) 95.39 12000 7900 Depreciation Expense 14,222.62 128,003.58 119,859 (8,145) 159,812 31,808 80.10 Total Non-Personnel Costs: $ 39,826.14 $ 403,681.52 $ 383,681 $ (20,001) $ 511,575 $ 107,893 $ 78.91 Total Expenditures $ 57,434.75 $ 479,569.15 $ 428,397 $ (51,172) $ 571,195 $ 91,626 $ 83.96 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 12 SMIC Enterprise Fund SMIC-Syncrolift Operations For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 12000 6000 Salaries 0.00 0.00 146 146 0 0 0.00 12000 6100 Medicare 0.00 0.00 2 2 0 0 0.00 12000 6201 Retirement Benefits 0.00 0.00 5 5 0 0 0.00 12000 6202 Health Insurance 0.00 0.00 70 70 0 0 0.00 Total Personnel Costs: $ 0.00 $ 0.00 $ 223 $ 223 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 12000 7004 Insurance 0.00 9.69 0 (10) 0 (10) 0.00 12000 7215 Operating Supplies 0.00 90.00 0 (90) 0 (90) 0.00 12000 7324 Gen Fund Indirect Costs 118.42 1,065.78 1,066 0 1,421 355 75.00 Total Non-Personnel Costs: $ 118.42 $ 1,165.47 $ 1,066 $ (100) $ 1,421 $ 255 $ 82.02 Total Expenditures $ 118.42 $ 1,165.47 $ 1,289 $ 123 $ 1,421 $ 255 $ 82.02 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 13 SMIC Enterprise Fund SMIC-Syncrolift Complex For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 12000 7900 Depreciation Expense 43,710.77 393,396.93 393,397 0 524,529 131,132 75.00 Total Non-Personnel Costs: $ 43,710.77 $ 393,396.93 $ 393,397 $ 0 $ 524,529 $ 131,132 $ 75.00 Total Expenditures $ 43,710.77 $ 393,396.93 $ 393,397 $ 0 $ 524,529 $ 131,132 $ 75.00 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 14 SMIC Enterprise Fund SMIC Debt Service For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 12000 6201 Retirement Benefits 0.00 4,854.98 0 (4,855) 0 (4,855) 0.00 12000 6209 Contra-Retirement PERS DC Forfeitures (266.74) (288.46) 0 288 0 288 0.00 Total Personnel Costs: $ (266.74)$ 4,566.52 $ 0 $ (4,567) $ 0 $ (4,567) $ 0.00 Non-Personnel Costs: 12000 8300 Debt Service Principal 0.00 0.00 73,506 73,506 98,008 98,008 0.00 Total Non-Personnel Costs: $ 0.00 $ 0.00 $ 73,506 $ 73,506 $ 98,008 $ 98,008 $ 0.00 Total Expenditures $ (266.74)$ 4,566.52 $ 73,506 $ 68,939 $ 98,008 $ 93,441 $ 4.66 Monthly Budget-to-Actual Revenue Report-- By Fund Run:10/21/2018 at 2:30 PM City of Seward Page: 5 Parking Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5200 S.Harbor Lot 5,984 122,479 93,750 28,729 125,000 (2,521) 97.98 5201 N.Harbor Lot 5,862 98,513 46,500 52,013 62,000 36,513 158.89 5202 N.E.Ramp Lot 3,037 46,638 33,750 12,888 45,000 1,638 103.64 5204 S.Harbor Uplands Lot 1,355 10,972 18,750 (7,778) 25,000 (14,028) 43.89 5205 Slip Holder Parking Passes 0 27,757 18,000 9,757 24,000 3,757 115.66 5206 Employee Passes 0 11,659 6,750 4,909 9,000 2,659 129.54 5207 Miscellaneous Parking Fees 0 65 0 65 0 65 0.00 5208 S.W.Harbor Lot 0 1,280 0 1,280 0 1,280 0.00 5210 Vehicle w/Trailer 701 29,795 15,000 14,795 20,000 9,795 148.97 5211 Visitor Parking Permits 0 1,869 488 1,381 650 1,219 287.56 5212 Fines-Parking Tickets 112 2,344 1,500 844 2,000 344 117.19 5901 EF Investment Interest 0 3,128 5,250 (2,122) 7,000 (3,872) 44.69 Total Revenues $ 17,051 $ 356,499 $ 239,738 $ 116,761 $ 319,650 $ 36,849 $ 111.53 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 6 Parking Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 10,170 62,987 92,045 29,058 121,789 58,802 51.72 6001 Overtime 191 3,774 2,719 (1,055) 3,625 (149) 104.12 6100 Medicare 667 4,184 6,037 1,853 8,049 3,865 51.98 6101 Unemployment Insurance 0 5,701 1,125 (4,576) 1,500 (4,201) 380.04 6102 Workers'Compensation 771 4,340 928 (3,412) 1,237 (3,103) 350.86 6201 Retirement Benefits 557 2,328 3,584 1,256 4,779 2,451 48.71 6202 Health Insurance 730 4,988 4,286 (702) 5,714 726 87.29 Total Personnel Costs: $ 13,086 $ 88,302 $ 110,724 $ 22,422 $ 146,693 $ 58,391 $ 60.20 Non-Personnel Costs: 7001 Communications 123 2,472 2,400 (72) 3,200 728 77.26 7002 Postage and Freight 0 2,207 750 (1,457) 1,000 (1,207) 220.70 7003 Bank and Credit Card Fees 2,708 9,326 6,375 (2,951) 8,500 (826) 109.71 7004Insurance 0 3,182 1,875 (1,307) 2,500 (682) 127.26 7009 Contracted Services 0 0 3,375 3,375 4,500 4,500 0.00 7011 Testing 0 587 375 (212) 500 (87) 117.35 7012 Other Special Services 0 0 6,750 6,750 9,000 9,000 0.00 7015 Utilities 70 598 750 152 1,000 402 59.85 7210 Vehicle Supplies 0 1,935 3,000 1,065 4,000 2,065 48.37 7211 Gas&Lube (132) 1,023 1,125 102 1,500 477 68.17 7212 Uniform Allowance 0 87 750 663 1,000 913 8.70 7213 Safety Equipment 0 124 750 626 1,000 876 12.44 7214 Janitorial Supplies 0 0 188 188 250 250 0.00 7215 Operating Supplies 0 20,239 6,750 (13,489) 9,000 (11,239) 224.87 7216 Maintenance&Repair 60 3,636 7,500 3,864 10,000 6,364 36.36 7217 Small Tools&Equipment 0 152 3,750 3,598 5,000 4,848 3.04 7300 Advertising 0 245 750 505 1,000 755 24.50 7301 Subscriptions&Dues 0 595 5,625 5,030 7,500 6,905 7.93 7302 Travel&Subsistence 400 434 2,625 2,191 3,500 3,066 12.40 7303 Education&Training 0 0 1,500 1,500 2,000 2,000 0.00 7304 Equipment Rent 0 0 1,875 1,875 2,500 2,500 0.00 7307 GFAdministrative Fee 935 8,416 8,416 0 11,221 2,805 75.00 7330 P.I.L.T. 0 28,270 18,759 (9,511) 25,012 (3,258) 113.02 7331 Reclass PILTto Transfer-Out 0 (28,270) (18,759) 9,511 (25,012) 3,258 113.02 7810 Miscellaneous Expense 0 21 0 (21) 0 (21) 0.00 7900 Depreciation Expense 1,629 14,660 14,170 (490) 18,893 4,233 77.59 8103 Capital Equipment 0 139,875 69,000 (70,875) 92,000 (47,875) 152.04 8104 Motor Pool Rent 1,083 9,750 9,750 0 13,000 3,250 75.00 Total Non-Personnel Costs: $ 6,876 $ 219,564 $ 160,174 $ (59,390) $ 213,564 $ (6,000) $ 102.81 Total Expenditures $ 19,962 $ 307,866 $ 270,898 $ (36,968) $ 360,257 $ 52,391 $ 85.46 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 15 Parking Enterprise Fund General Department For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 13000 7015 Utilities (168.98) 0.00 0 0 0 0 0.00 13000 7330 P.I.L.T. (27,949.35) 0.00 0 0 0 0 0.00 13000 7331 Reclass PI LT to Transfer-Out 27,949.35 0.00 0 0 0 0 0.00 13000 8104 Motor Pool Rent (2,166.64) 0.00 0 0 0 0 0.00 Total Non-Personnel Costs: $ (2,335.62)$ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Total Expenditures $ (2,335.62)$ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 16 Parking Enterprise Fund Parking-General For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 13000 6000 Salaries 10,170.34 62,987.03 92,045 29,058 121,789 58,802 51.72 13000 6001 Overtime 191.48 3,774.46 2,719 (1,055) 3,625 (149) 104.12 13000 6100 Medicare 666.91 4,183.78 6,037 1,853 8,049 3,865 51.98 13000 6101 Unemployment Insurance 0.00 5,700.63 1,125 (4,576) 1,500 (4,201) 380.04 13000 6102 Workers'Compensation 771.14 4,340.16 928 (3,412) 1,237 (3,103) 350.86 13000 6201 Retirement Benefits 556.71 2,327.98 3,584 1,256 4,779 2,451 48.71 13000 6202 Health Insurance 729.99 4,987.81 4,286 (702) 5,714 726 87.29 Total Personnel Costs: $ 13,086.57 $ 88,301.85 $ 110,724 $ 22,422 $ 146,693 $ 58,391 $ 60.19 Non-Personnel Costs: 13000 7001 Communications 122.71 2,472.47 2,400 (72) 3,200 728 77.26 13000 7002 Postage and Freight 0.00 2,207.00 750 (1,457) 1,000 (1,207) 220.70 13000 7003 Bank and Credit Card Fees 2,708.18 9,325.54 6,375 (2,951) 8,500 (826) 109.71 13000 7004Insurance 0.00 3,181.62 1,875 (1,307) 2,500 (682) 127.26 13000 7009 Contracted Services 0.00 0.00 3,375 3,375 4,500 4,500 0.00 13000 7011 Testing 0.00 586.75 375 (212) 500 (87) 117.35 13000 7012 Other Special Services 0.00 0.00 6,750 6,750 9,000 9,000 0.00 13000 7015 Utilities 238.79 598.47 750 152 1,000 402 59.85 13000 7210 Vehicle Supplies 0.00 1,934.91 3,000 1,065 4,000 2,065 48.37 13000 7211 Gas&Lube (131.69) 1,022.59 1,125 102 1,500 477 68.17 13000 7212 Uniform Allowance 0.00 87.00 750 663 1,000 913 8.70 13000 7213 Safety Equipment 0.00 124.41 750 626 1,000 876 12.44 13000 7214 Janitorial Supplies 0.00 0.00 188 188 250 250 0.00 13000 7215 Operating Supplies 0.00 20,238.68 6,750 (13,489) 9,000 (11,239) 224.87 13000 7216 Maintenance&Repair 60.19 3,635.91 7,500 3,864 10,000 6,364 36.36 13000 7217 Small Tools&Equipment 0.00 151.76 3,750 3,598 5,000 4,848 3.04 13000 7300 Advertising 0.00 244.96 750 505 1,000 755 24.50 13000 7301 Subscriptions&Dues 0.00 595.00 5,625 5,030 7,500 6,905 7.93 13000 7302 Travel&Subsistence 400.00 434.04 2,625 2,191 3,500 3,066 12.40 13000 7303 Education&Training 0.00 0.00 1,500 1,500 2,000 2,000 0.00 13000 7304 Equipment Rent 0.00 0.00 1,875 1,875 2,500 2,500 0.00 13000 7307 GF Administrative Fee 935.08 8,415.72 8,416 0 11,221 2,805 75.00 13000 7330 P.I.L.T. 27,949.35 28,269.74 18,759 (9,511) 25,012 (3,258) 113.02 13000 7331 Reclass PI LT to Transfer-Out (27,949.35) (28,269.74) (18,759) 9,511 (25,012) 3,258 113.02 13000 7810 Miscellaneous Expense 0.00 21.05 0 (21) 0 (21) 0.00 13000 7900 Depreciation Expense 1,628.84 14,659.56 14,170 (490) 18,893 4,233 77.59 13000 8103 Capital Equipment 0.00 139,874.50 69,000 (70,875) 92,000 (47,875) 152.04 13000 8104 Motor Pool Rent 3,249.96 9,749.88 9,750 0 13,000 3,250 75.00 Total Non-Personnel Costs: $ 9,212.06 $ 219,561.82 $ 160,174 $ (59,390) $ 213,564 $ (6,000) $ 102.81 Total Expenditures $ 22,298.63 $ 307,863.67 $ 270,898 $ (36,968) $ 360,257 $ 52,391 $ 85.46 Monthly Budget-to-Actual Revenue Report-- By Fund Run:10/21/2018 at 2:30 PM City of Seward Page: 6 Electric Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5300 Residential 79,545 1,158,922 1,029,604 129,318 1,372,805 (213,883) 84.42 5302 Residential fuel factor 57,313 933,443 1,057,132 (123,689) 1,409,509 (476,066) 66.22 5303 Residential customer charge 43,524 387,881 371,059 16,822 494,745 (106,864) 78.40 5310 SG Service 87,825 686,273 642,508 43,765 856,677 (170,404) 80.11 5312 SG fuel factor 51,843 488,497 461,620 26,877 615,493 (126,996) 79.37 5313 SG Customer Charge 20,200 179,404 166,218 13,186 221,624 (42,220) 80.95 5320 LG Service 89,344 845,458 1,002,951 (157,493) 1,337,268 (491,810) 63.22 5322 LG fuel factor 130,393 1,280,551 1,342,754 (62,203) 1,790,339 (509,788) 71.53 5323 LG customer charge 3,863 35,384 33,811 1,573 45,081 (9,697) 78.49 5324 LG demand charge 114,387 995,018 1,049,241 (54,223) 1,398,988 (403,970) 71.12 5340 Spec.Contract Energy 37,689 274,031 295,561 (21,530) 394,081 (120,050) 69.54 5342 Special Contract fuel factor 44,916 376,974 366,812 10,162 489,083 (112,109) 77.08 5343 Spec.Contract customer charge 129 902 779 123 1,038 (136) 86.94 5345 Special Contract Demand 44,778 314,392 308,455 5,937 411,273 (96,881) 76.44 5350 Harbor Fund Power Sales 11,742 177,663 236,250 (58,587) 315,000 (137,337) 56.40 5352 Harbor power fuel factor 7,192 129,051 82,500 46,551 110,000 19,051 117.32 5360 Street&Yard 5,745 51,696 52,500 (804) 70,000 (18,304) 73.85 5362 Yard Light Fuel 348 4,038 3,000 1,038 4,000 38 100.94 5801 Turn on Fees 1,185 21,190 15,000 6,190 20,000 1,190 105.95 5802 Equipment Rental 0 0 15,000 (15,000) 20,000 (20,000) 0.00 5803 Joint Pole Use 0 0 7,500 (7,500) 10,000 (10,000) 0.00 5804 Work Order Revenue 0 8,615 15,000 (6,385) 20,000 (11,385) 43.08 5890 Collection of Doubtful Accounts 0 668 750 (82) 1,000 (332) 66.83 5899 Miscellaneous Revenue 0 1 3,750 (3,749) 5,000 (4,999) 0.01 5901 EF Investment Interest 0 23,086 5,250 17,836 7,000 16,086 329.80 5905 EF Penalties and Interest 4,067 18,662 37,500 (18,838) 50,000 (31,338) 37.32 5940 Amort.of CIA-General 82,531 742,777 732,797 9,980 977,062 (234,285) 76.02 5941 Amort.Bond Premium 0 0 10,376 (10,376) 13,834 (13,834) 0.00 Total Revenues $ 918,559 $ 9,134,577 $ 9,345,678 $ (211,101) $ 12,460,900 $ (3,326,323) $ 73.31 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 7 Electric Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 88,469 606,123 743,664 137,541 983,774 377,651 61.61 6001 Overtime 39,296 98,527 52,324 (46,203) 69,762 (28,765) 141.23 6002 Standby Time 11,113 69,641 68,589 (1,052) 91,451 21,810 76.15 6100 Medicare 2,235 13,357 12,819 (538) 17,091 3,734 78.15 6101 Unemployment Insurance 0 3,246 0 (3,246) 0 (3,246) 0.00 6102 Workers'Compensation 11,467 60,559 62,874 2,315 83,831 23,272 72.24 6200 Leave Time 12,108 65,657 67,549 1,892 90,065 24,408 72.90 6201 Retirement Benefits 24,219 139,983 139,122 (861) 185,121 45,138 75.62 6202 Health Insurance 33,096 200,726 213,981 13,255 285,306 84,580 70.35 6204 Meal Allowance 2,304 4,962 5,344 382 7,125 2,163 69.65 6205 Electric Union Benefits 156 1,401 15,638 14,237 20,850 19,449 6.72 6209 Contra-Retirement PIERS DC Forfeitures (1,015) (3,781) 0 3,781 0 3,781 0.00 Total Personnel Costs: $ 223,448 $ 1,260,401 $ 1,381,904 $ 121,503 $ 1,834,376 $ 573,975 $ 68.71 Non-Personnel Costs: 7001 Communications 1,615 14,649 16,125 1,476 21,500 6,851 68.13 7002 Postage and Freight 3,063 11,221 16,875 5,654 22,500 11,279 49.87 7003 Bank and Credit Card Fees 8,160 57,094 42,000 (15,094) 56,000 (1,094) 101.95 7004Insurance 0 64,573 46,500 (18,073) 62,000 (2,573) 104.15 7006 Legal 0 8,505 45,000 36,495 60,000 51,495 14.18 7009 Contracted Services 23,643 350,119 645,663 295,544 881,163 531,044 39.73 7010 Engineering 0 9,355 22,500 13,145 30,000 20,645 31.18 7011 Testing 0 1,629 1,125 (504) 1,500 (129) 108.63 7012 Other Special Services (389) 7,500 11,250 3,750 15,000 7,500 50.00 7015 Utilities 10,048 108,347 120,375 12,028 160,500 52,153 67.51 7016 Heating Fuel 490 9,823 13,500 3,677 18,000 8,177 54.57 7017 Rents&Leases 33 21,810 17,250 (4,560) 23,000 1,190 94.83 7101 Chugach Power Purchases 13,398 1,348,245 1,658,330 310,085 2,211,106 862,861 60.98 7102 Power Fuel Costs 0 2,270,268 2,149,946 (120,322) 2,866,594 596,326 79.20 7103 Fuel for Generators 24,164 24,164 75,000 50,836 100,000 75,836 24.16 7210 Vehicle Supplies 406 6,984 7,500 516 10,000 3,016 69.84 7211 Gas&Lube (549) 17,751 24,375 6,624 32,500 14,749 54.62 7212 Uniform Allowance 0 1,702 1,125 (577) 1,500 (202) 113.48 7213 Safety Equipment 187 6,474 4,500 (1,974) 6,000 (474) 107.91 7215 Operating Supplies 1,391 247,709 196,260 (51,449) 242,010 (5,699) 102.35 7216 Maintenance&Repair 1,839 12,398 67,500 55,102 90,000 77,602 13.78 7217 Small Tools&Equipment 62 10,585 26,250 15,665 35,000 24,415 30.24 7300 Advertising 0 1,389 4,500 3,111 6,000 4,611 23.15 7301 Subscriptions&Dues 0 29,290 63,750 34,460 85,000 55,710 34.46 7302 Travel&Subsistence 3,685 23,399 21,000 (2,399) 28,000 4,601 83.57 7303 Education&Training 131 9,153 21,000 11,847 28,000 18,847 32.69 7304 Equipment Rent 0 5,037 26,250 21,213 35,000 29,963 14.39 7307 GFAdministrative Fee 78,191 703,720 703,720 0 938,293 234,573 75.00 7330 P.I.L.T. 0 668,004 684,780 16,776 913,040 245,036 73.16 7331 Reclass PILTto Transfer-Out 0 (668,004) (684,780) (16,776) (913,040) (245,036) 73.16 7808 Bad Debt Expense 0 0 22,500 22,500 30,000 30,000 0.00 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 8 Electric Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget 7810 Miscellaneous Expense 0 200 26,250 26,050 35,000 34,800 0.57 7900 Depreciation Expense 135,977 1,223,795 1,178,901 (44,894) 1,571,868 348,073 77.86 8010 Utility Deposit Interest 5 551 900 349 1,200 649 45.93 8011 Bonding Expense 2,200 0 0 0 0 0 0.00 8012 Debt Service Interest Expense 0 185,400 139,050 (46,350) 185,400 0 100.00 8014 Amortization of Bond Issue Costs 0 0 15,677 15,677 20,903 20,903 0.00 8101Infrastructure 0 0 157,500 157,500 210,000 210,000 0.00 8102 Buildings 0 0 15,000 15,000 20,000 20,000 0.00 8103 Capital Equipment 10,296 63,655 41,250 (22,405) 55,000 (8,655) 115.74 8104 Motor Pool Rent 22,500 202,500 202,500 0 270,000 67,500 75.00 8105 Improvements other than Buildings 0 3,450 0 (3,450) 0 (3,450) 0.00 8200 Work Order Sal/Benefit credits 0 0 (45,000) (45,000) (60,000) (60,000) 0.00 8201 Work Order Operating Supply credits 0 0 (22,500) (22,500) (30,000) (30,000) 0.00 8300 Debt Service Principal 0 160,000 120,000 (40,000) 160,000 0 100.00 Total Non-Personnel Costs: $ 340,546 $ 7,222,444 $ 7,901,197 $ 678,753 $ 10,535,537 $ 3,313,093 $ 68.55 Total Expenditures $ 563,994 $ 8,482,845 $ 9,283,101 $ 800,256 $ 12,369,913 $ 3,887,068 $ 68.58 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 17 Electric Enterprise Fund Electric-General Operations For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6000 Salaries 42,258.62 290,337.69 322,174 31,836 428,191 137,853 67.81 15000 6001 Overtime 16,265.93 41,327.53 10,368 (30,960) 13,824 (27,504) 298.95 15000 6002 Standby Time 0.00 939.24 3,108 2,169 4,144 3,205 22.67 15000 6100 Medicare 976.88 5,339.15 4,309 (1,030) 5,745 406 92.94 15000 6101 Unemployment Insurance 0.00 698.10 0 (698) 0 (698) 0.00 15000 6102 Workers'Compensation 5,758.49 31,668.48 28,561 (3,107) 38,081 6,413 83.16 15000 6200 Leave Time 6,674.56 40,916.53 43,625 2,708 58,167 17,250 70.34 15000 6201 Retirement Benefits 10,149.77 54,874.33 68,387 13,513 90,891 36,017 60.37 15000 6202 Health Insurance 13,353.61 78,134.61 94,572 16,437 126,096 47,961 61.96 15000 6204 Electric Meal Allowance 1,783.65 4,042.61 3,750 (293) 5,000 957 80.85 15000 6205 Electric Union Benefits 45.21 728.65 15,000 14,271 20,000 19,271 3.64 Total Personnel Costs: $ 97,266.72 $ 549,006.92 $ 593,854 $ 44,846 $ 790,139 $ 241,131 $ 69.48 Non-Personnel Costs: 15000 7001 Communications 523.15 4,560.35 5,625 1,065 7,500 2,940 60.80 15000 7002 Postage and Freight 3,060.42 10,829.12 11,625 796 15,500 4,671 69.87 15000 7003 Bank and Credit Card Fees 8,160.32 57,094.21 42,000 (15,094) 56,000 (1,094) 101.95 15000 7004 Insurance 0.00 64,573.47 46,500 (18,073) 62,000 (2,573) 104.15 15000 7006 Legal 0.00 8,505.00 33,750 25,245 45,000 36,495 18.90 15000 7009 Contracted Services 1,250.10 67,753.88 157,500 89,746 278,000 210,246 24.37 15000 7010 Engineering 0.00 0.00 22,500 22,500 30,000 30,000 0.00 15000 7011 Testing 0.00 350.35 750 400 1,000 650 35.04 15000 7012 Other Special Services (1,222.40) 0.00 0 0 0 0 0.00 15000 7015 Utilities 360.30 3,293.90 3,375 81 4,500 1,206 73.20 15000 7016 Heating Fuel 313.40 7,065.63 9,000 1,934 12,000 4,934 58.88 15000 7017 Rents&Leases 0.00 124.99 2,250 2,125 3,000 2,875 4.17 15000 7210 Vehicle Supplies 406.43 6,984.32 7,500 516 10,000 3,016 69.84 15000 7211 Gas&Lube (413.21) 12,418.03 16,500 4,082 22,000 9,582 56.45 15000 7212 Uniform Allowance 0.00 345.99 1,125 779 1,500 1,154 23.07 15000 7213 Safety Equipment 187.29 5,581.77 3,750 (1,832) 5,000 (582) 111.64 15000 7215 Operating Supplies 1,056.33 166,546.19 75,000 (91,546) 100,000 (66,546) 166.55 15000 7216 Maintenance&Repair 1,839.21 5,349.17 37,500 32,151 50,000 44,651 10.70 15000 7217 Small Tools&Equipment 61.98 10,585.16 16,500 5,915 22,000 11,415 48.11 15000 7300 Advertising 0.00 64.80 3,750 3,685 5,000 4,935 1.30 15000 7301 Subscriptions&Dues 0.00 1,429.94 3,750 2,320 5,000 3,570 28.60 15000 7302 Travel&Subsistence 526.10 6,245.81 6,000 (246) 8,000 1,754 78.07 15000 7303 Education&Training 0.00 3,800.00 6,000 2,200 8,000 4,200 47.50 15000 7304 Equipment Rent 0.00 0.00 3,750 3,750 5,000 5,000 0.00 15000 7307 GF Administrative Fee 78,191.08 703,719.70 703,720 0 938,293 234,573 75.00 15000 7330 P.I.L.T. 0.00 668,004.10 684,780 16,776 913,040 245,036 73.16 15000 7331 Reclass PI LT to Transfer-Out 0.00 (668,004.10) (684,780) (16,776) (913,040) (245,036) 73.16 15000 7808 Bad Debt Expense 0.00 0.00 22,500 22,500 30,000 30,000 0.00 15000 7810 Miscellaneous Expense 0.00 200.00 15,000 14,800 20,000 19,800 1.00 15000 7900 Depreciation Expense 130,862.19 1,177,759.71 1,149,377 (28,383) 1,532,502 354,742 76.85 15000 8010 Utility Deposit Interest 4.68 551.10 900 349 1,200 649 45.93 15000 8101 Infrastructure 0.00 0.00 67,500 67,500 90,000 90,000 0.00 15000 8102 Buildings 0.00 0.00 15,000 15,000 20,000 20,000 0.00 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 18 Electric Enterprise Fund Electric-General Operations For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget 15000 8103 Capital Equipment 0.00 25,339.00 33,750 8,411 45,000 19,661 56.31 15000 8104 Motor Pool Rent 7,500.00 67,500.00 67,500 0 90,000 22,500 75.00 15000 8105 Improvements other than Buildings 0.00 3,450.00 0 (3,450) 0 (3,450) 0.00 Total Non-Personnel Costs: $ 232,667.37 $ 2,422,021.59 $ 2,591,247 $ 169,226 $ 3,522,995 $ 1,100,974 $ 68.75 Total Expenditures $ 329,934.09 $ 2,971,028.51 $ 3,185,101 $ 214,072 $ 4,313,134 $ 1,342,105 $ 68.88 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 19 Electric Enterprise Fund Electric-Administration For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6000 Salaries 21,229.25 143,190.82 228,241 85,050 297,918 154,727 48.06 15000 6001 Overtime 0.00 32.27 563 531 750 718 4.30 15000 6100 Medicare 313.77 3,268.82 3,358 89 4,477 1,208 73.01 15000 6101 Unemployment Insurance 0.00 2,548.00 0 (2,548) 0 (2,548) 0.00 15000 6102 Workers'Compensation 231.83 1,622.00 2,214 592 2,952 1,330 54.95 15000 6200 Leave Time 5,433.63 24,740.21 23,924 (816) 31,898 7,158 77.56 15000 6201 Retirement Benefits 4,952.94 18,781.68 19,004 222 25,257 6,475 74.36 15000 6202 Health Insurance 9,582.05 59,355.52 85,712 26,356 114,283 54,927 51.94 Total Personnel Costs: $ 41,743.47 $ 253,539.32 $ 363,016 $ 109,476 $ 477,535 $ 223,995 $ 53.09 Non-Personnel Costs: 15000 7001 Communications 767.31 7,417.96 7,500 82 10,000 2,582 74.18 15000 7002 Postage and Freight 2.47 369.36 750 381 1,000 631 36.94 15000 7006 Legal 0.00 0.00 11,250 11,250 15,000 15,000 0.00 15000 7009 Contracted Services 2,581.50 91,532.40 183,000 91,468 203,000 111,468 45.09 15000 7011 Testing 0.00 1,279.07 375 (904) 500 (779) 255.81 15000 7012 Other Special Services 833.33 7,500.01 11,250 3,750 15,000 7,500 50.00 15000 7211 Gas&Lube 40.22 5,333.18 2,250 (3,083) 3,000 (2,333) 177.77 15000 7212 Uniform Allowance 0.00 1,356.27 0 (1,356) 0 (1,356) 0.00 15000 7213 Safety Equipment 0.00 328.62 750 421 1,000 671 32.86 15000 7215 Operating Supplies 97.76 6,937.03 7,500 563 10,000 3,063 69.37 15000 7217 Small Tools&Equipment 0.00 0.00 7,500 7,500 10,000 10,000 0.00 15000 7300 Advertising 0.00 1,323.90 750 (574) 1,000 (324) 132.39 15000 7301 Subscriptions&Dues 0.00 27,760.00 60,000 32,240 80,000 52,240 34.70 15000 7302 Travel&Subsistence 3,583.47 17,153.14 15,000 (2,153) 20,000 2,847 85.77 15000 7303 Education&Training 130.50 5,352.73 11,250 5,897 15,000 9,647 35.68 15000 7304 Equipment Rent 0.00 5,037.36 2,250 (2,787) 3,000 (2,037) 167.91 15000 7900 Depreciation Expense 425.30 3,827.70 3,828 0 5,104 1,276 74.99 15000 8103 Capital Equipment 10,296.00 10,296.00 7,500 (2,796) 10,000 (296) 102.96 15000 8104 Motor Pool Rent 15,000.00 135,000.00 135,000 0 180,000 45,000 75.00 Total Non-Personnel Costs: $ 33,757.86 $ 327,804.73 $ 467,703 $ 139,899 $ 582,604 $ 254,800 $ 56.27 Total Expenditures $ 75,501.33 $ 581,344.05 $ 830,719 $ 249,375 $ 1,060,139 $ 478,795 $ 54.84 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 20 Electric Enterprise Fund Electric-Standby Generation For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6000 Salaries 0.00 3,887.93 5,324 1,436 7,099 3,211 54.77 15000 6001 Overtime 0.00 468.23 1,580 1,112 2,106 1,638 22.23 15000 6100 Medicare 0.59 70.40 95 25 127 57 55.43 15000 6102 Workers'Compensation 3.57 510.35 791 281 1,055 545 48.37 15000 6201 Retirement Benefits 5.58 781.85 380 (402) 506 (276) 154.52 15000 6202 Health Insurance 17.71 1,157.20 551 (606) 735 (422) 157.44 15000 6204 Electric Meal Allowance 40.00 40.00 75 35 100 60 40.00 15000 6205 Electric Union Benefits 0.16 11.79 23 11 30 18 39.30 Total Personnel Costs: $ 67.61 $ 6,927.75 $ 8,819 $ 1,892 $ 11,758 $ 4,831 $ 58.92 Non-Personnel Costs: 15000 7002 Postage and Freight 0.00 0.00 750 750 1,000 1,000 0.00 15000 7009 Contracted Services 0.00 432.00 0 (432) 0 (432) 0.00 15000 7015 Utilities 792.24 10,967.38 12,750 1,783 17,000 6,033 64.51 15000 7103 Fuel for Generators 24,164.00 24,164.00 37,500 13,336 50,000 25,836 48.33 15000 7211 Gas&Lube 0.00 0.00 5,625 5,625 7,500 7,500 0.00 15000 7215 Operating Supplies 0.00 438.28 3,750 3,312 5,000 4,562 8.77 15000 7216 Maintenance&Repair 0.00 401.49 22,500 22,099 30,000 29,599 1.34 15000 7303 Education&Training 0.00 0.00 3,750 3,750 5,000 5,000 0.00 15000 7810 Miscellaneous Expense 0.00 0.00 11,250 11,250 15,000 15,000 0.00 Total Non-Personnel Costs: $ 24,956.24 $ 36,403.15 $ 97,875 $ 61,473 $ 130,500 $ 94,098 $ 27.90 Total Expenditures $ 25,023.85 $ 43,330.90 $ 106,694 $ 63,365 $ 142,258 $ 98,929 $ 30.46 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 21 Electric Enterprise Fund Electric-Substation Operations For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6000 Salaries 6,755.55 51,740.05 90,649 38,909 120,865 69,125 42.81 15000 6001 Overtime 652.26 2,216.75 1,379 (838) 1,838 (379) 120.61 15000 6100 Medicare 107.53 838.39 950 112 1,266 428 66.22 15000 6102 Workers'Compensation 840.96 6,619.29 11,021 4,402 14,695 8,076 45.04 15000 6201 Retirement Benefits 1,231.78 9,919.21 4,681 (5,238) 6,241 (3,678) 158.94 15000 6202 Health Insurance 1,687.65 13,861.27 8,001 (5,860) 10,668 (3,193) 129.93 15000 6205 Electric Union Benefits 6.54 156.68 75 (82) 100 (57) 156.68 Total Personnel Costs: $ 11,282.27 $ 85,351.64 $ 116,756 $ 31,405 $ 155,673 $ 70,322 $ 54.83 Non-Personnel Costs: 15000 7001 Communications 324.14 2,670.69 3,000 329 4,000 1,329 66.77 15000 7002 Postage and Freight 0.00 23.00 3,750 3,727 5,000 4,977 0.46 15000 7009 Contracted Services 19,811.00 21,570.25 33,750 12,180 45,000 23,430 47.93 15000 7010 Engineering 0.00 2,507.67 0 (2,508) 0 (2,508) 0.00 15000 7015 Utilities 8,895.78 94,085.79 104,250 10,164 139,000 44,914 67.69 15000 7016 Heating Fuel 176.26 2,757.12 4,500 1,743 6,000 3,243 45.95 15000 7103 Fuel for Generators 0.00 0.00 37,500 37,500 50,000 50,000 0.00 15000 7211 Gas&Lube (176.26) 0.00 0 0 0 0 0.00 15000 7213 Safety Equipment 0.00 563.98 0 (564) 0 (564) 0.00 15000 7215 Operating Supplies 120.45 24,269.96 7,500 (16,770) 10,000 (14,270) 242.70 15000 7216 Maintenance&Repair 0.00 4,064.23 3,750 (314) 5,000 936 81.28 15000 7302 Travel&Subsistence (425.00) 0.00 0 0 0 0 0.00 15000 7304 Equipment Rent 0.00 0.00 2,250 2,250 3,000 3,000 0.00 15000 7900 Depreciation Expense 611.94 5,507.46 5,507 0 7,343 1,836 75.00 15000 8103 Capital Equipment 0.00 21,895.22 0 (21,895) 0 (21,895) 0.00 Total Non-Personnel Costs: $ 29,338.31 $ 179,915.37 $ 205,757 $ 25,842 $ 274,343 $ 94,428 $ 65.58 Total Expenditures $ 40,620.58 $ 265,267.01 $ 322,513 $ 57,247 $ 430,016 $ 164,750 $ 61.69 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 22 Electric Enterprise Fund Electric-Transmission OP&Maint For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6000 Salaries 1,851.48 6,211.37 9,137 2,926 12,182 5,971 50.99 15000 6001 Overtime 6,505.78 7,568.96 6,775 (794) 9,033 1,464 83.79 15000 6100 Medicare 135.14 216.95 329 112 439 222 49.42 15000 6102 Workers'Compensation 787.65 1,340.14 2,050 710 2,733 1,393 49.04 15000 6201 Retirement Benefits 1,158.64 2,005.15 1,569 (436) 2,092 87 95.85 15000 6202 Health Insurance 1,001.99 2,049.82 1,373 (677) 1,830 (220) 112.01 15000 6204 Electric Meal Allowance 0.00 0.00 56 56 75 75 0.00 15000 6205 Electric Union Benefits 15.38 30.32 90 60 120 90 25.27 Total Personnel Costs: $ 11,456.06 $ 19,422.71 $ 21,379 $ 1,957 $ 28,504 $ 9,082 $ 68.14 Non-Personnel Costs: 15000 7009 Contracted Services 0.00 0.00 67,500 67,500 90,000 90,000 0.00 15000 7010 Engineering 0.00 6,847.25 0 (6,847) 0 (6,847) 0.00 15000 7017 Rents&Leases 33.33 21,685.17 15,000 (6,685) 20,000 (1,685) 108.43 15000 7215 Operating Supplies 0.00 0.00 1,500 1,500 2,000 2,000 0.00 15000 7216 Maintenance&Repair 0.00 2,583.29 3,750 1,167 5,000 2,417 51.67 15000 7304 Equipment Rent 0.00 0.00 15,000 15,000 20,000 20,000 0.00 Total Non-Personnel Costs: $ 33.33 $ 31,115.71 $ 102,750 $ 71,635 $ 137,000 $ 105,885 $ 22.71 Total Expenditures $ 11,489.39 $ 50,538.42 $ 124,129 $ 73,592 $ 165,504 $ 114,967 $ 30.54 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 23 Electric Enterprise Fund Electric-Distribution OP& Maint For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6000 Salaries 295.38 6,484.17 18,880 12,396 25,173 18,689 25.76 15000 6001 Overtime 964.88 15,109.13 17,844 2,735 23,792 8,683 63.51 15000 6002 Standby Time 0.00 0.00 692 692 922 922 0.00 15000 6100 Medicare 19.36 346.96 546 199 728 381 47.66 15000 6102 Workers'Compensation 116.92 2,172.31 3,312 1,140 4,416 2,244 49.19 15000 6201 Retirement Benefits 173.90 3,339.02 1,766 (1,573) 2,354 (985) 141.84 15000 6202 Health Insurance 147.93 3,233.52 1,979 (1,255) 2,638 (596) 122.57 15000 6204 Electric Meal Allowance 0.00 266.36 938 672 1,250 984 21.31 15000 6205 Electric Union Benefits 1.16 60.70 60 (1) 80 19 75.88 Total Personnel Costs: $ 1,719.53 $ 31,012.17 $ 46,017 $ 15,005 $ 61,353 $ 30,341 $ 50.55 Non-Personnel Costs: 15000 7009 Contracted Services 0.00 18,351.70 0 (18,352) 0 (18,352) 0.00 15000 7215 Operating Supplies 0.00 2,146.90 750 (1,397) 1,000 (1,147) 214.69 15000 7217 Small Tools&Equipment 0.00 0.00 2,250 2,250 3,000 3,000 0.00 15000 7301 Subscriptions&Dues 0.00 100.00 0 (100) 0 (100) 0.00 15000 7304 Equipment Rent 0.00 0.00 3,000 3,000 4,000 4,000 0.00 Total Non-Personnel Costs: $ 0.00 $ 20,598.60 $ 6,000 $ (14,599) $ 8,000 $ (12,599) $ 257.48 Total Expenditures $ 1,719.53 $ 51,610.77 $ 52,017 $ 406 $ 69,353 $ 17,742 $ 74.42 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 24 Electric Enterprise Fund Electric-Wholesale Power Costs For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: Total Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Non-Personnel Costs: 15000 7101 Chugach Power Purchases 13,398.00 1,348,244.75 1,658,330 310,085 2,211,106 862,861 60.98 15000 7102 Power Fuel Costs 0.00 2,270,268.38 2,149,946 (120,322) 2,866,594 596,326 79.20 Total Non-Personnel Costs: $ 13,398.00 $ 3,618,513.13 $ 3,808,276 $ 189,763 $ 5,077,700 $ 1,459,187 $ 71.26 Total Expenditures $ 13,398.00 $ 3,618,513.13 $ 3,808,276 $ 189,763 $ 5,077,700 $ 1,459,187 $ 71.26 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 25 Electric Enterprise Fund Electric-Work Orders For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6000 Salaries 14,486.03 79,593.93 49,025 (30,569) 65,367 (14,227) 121.76 15000 6001 Overtime 13,747.98 25,039.79 9,704 (15,336) 12,939 (12,101) 193.52 15000 6100 Medicare 475.63 1,667.81 1,675 7 2,233 565 74.69 15000 6102 Workers'Compensation 2,505.70 7,141.69 8,553 1,411 11,404 4,262 62.62 15000 6201 Retirement Benefits 4,712.88 15,254.30 8,518 (6,736) 11,357 (3,897) 134.32 15000 6202 Health Insurance 5,852.65 28,536.15 15,742 (12,794) 20,989 (7,547) 135.96 15000 6204 Electric Meal Allowance 480.22 480.22 525 45 700 220 68.60 15000 6205 Electric Union Benefits 74.02 184.22 225 41 300 116 61.41 Total Personnel Costs: $ 42,335.11 $ 157,898.11 $ 93,967 $ (63,931) $ 125,289 $ (32,609) $ 126.03 Non-Personnel Costs: 15000 7009 Contracted Services 0.00 15,191.96 0 (15,192) 0 (15,192) 0.00 15000 7215 Operating Supplies 116.94 7,125.64 37,500 30,374 50,000 42,874 14.25 15000 8200 Work Order Sal/Benefit credits 0.00 0.00 (45,000) (45,000) (60,000) (60,000) 0.00 15000 8201 Work Order Operating Supply credits 0.00 0.00 (22,500) (22,500) (30,000) (30,000) 0.00 Total Non-Personnel Costs: $ 116.94 $ 22,317.60 $ (30,000) $ (52,318) $ (40,000) $ (62,318) $ (55.79) Total Expenditures $ 42,452.05 $ 180,215.71 $ 63,967 $ (116,249) $ 85,289 $ (94,927) $ 211.30 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 26 Electric Enterprise Fund Electric-Standby For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6001 Overtime 0.00 0.00 2,201 2,201 2,934 2,934 0.00 15000 6002 Standby Time 11,112.62 68,701.30 64,789 (3,912) 86,385 17,684 79.53 15000 6100 Medicare 164.90 1,066.10 1,316 250 1,754 688 60.78 15000 6102 Workers'Compensation 972.45 6,568.10 4,580 (1,988) 6,106 (462) 107.57 15000 6201 Retirement Benefits 1,469.32 10,443.04 4,199 (6,244) 5,599 (4,844) 186.52 15000 6202 Health Insurance 1,047.87 8,627.41 4,501 (4,126) 6,001 (2,626) 143.77 15000 6205 Electric Union Benefits 11.66 175.19 90 (85) 120 (55) 145.99 Total Personnel Costs: $ 14,778.82 $ 95,581.14 $ 81,676 $ (13,904) $ 108,899 $ 13,319 $ 87.77 Non-Personnel Costs: Total Non-Personnel Costs: $ 0.00 $ 0.00 $ 0 $ 0 $ 0 $ 0 $ 0.00 Total Expenditures $ 14,778.82 $ 95,581.14 $ 81,676 $ (13,904) $ 108,899 $ 13,319 $ 87.77 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 27 Electric Enterprise Fund Electric-Meter Service For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6000 Salaries 1,593.16 22,736.37 15,183 (7,553) 20,244 (2,492) 112.31 15000 6001 Overtime 1,159.62 5,958.84 1,875 (4,084) 2,500 (3,459) 238.35 15000 6100 Medicare 41.25 501.59 236 (266) 315 (187) 159.23 15000 6102 Workers'Compensation 249.83 2,651.88 1,751 (901) 2,334 (318) 113.62 15000 6201 Retirement Benefits 364.18 4,102.60 1,101 (3,002) 1,468 (2,635) 279.47 15000 6202 Health Insurance 404.89 5,285.08 1,464 (3,821) 1,952 (3,333) 270.75 15000 6204 Electric Meal Allowance 0.00 133.18 0 (133) 0 (133) 0.00 15000 6205 Electric Union Benefits 1.57 53.75 75 21 100 46 53.75 Total Personnel Costs: $ 3,814.50 $ 41,423.29 $ 21,685 $ (19,739) $ 28,913 $ (12,511) $ 143.27 Non-Personnel Costs: 15000 7009 Contracted Services 0.00 135,286.50 203,913 68,627 265,163 129,877 51.02 15000 7215 Operating Supplies 0.00 39,000.00 62,760 23,760 64,010 25,010 60.93 15000 8103 Capital Equipment 0.00 6,125.05 0 (6,125) 0 (6,125) 0.00 Total Non-Personnel Costs: $ 0.00 $ 180,411.55 $ 266,673 $ 86,262 $ 329,173 $ 148,762 $ 54.81 Total Expenditures $ 3,814.50 $ 221,834.84 $ 288,358 $ 66,523 $ 358,086 $ 136,251 $ 61.95 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 28 Electric Enterprise Fund Electric-System Improvements For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6000 Salaries 0.00 1,941.16 5,051 3,110 6,735 4,794 28.82 15000 6001 Overtime 0.00 805.45 35 (770) 46 (759) 1,750.98 15000 6100 Medicare 0.00 40.76 5 (36) 7 (34) 582.29 15000 6102 Workers'Compensation 0.00 264.32 41 (223) 55 (209) 480.58 15000 6201 Retirement Benefits 0.00 384.45 50 (334) 67 (317) 573.81 15000 6202 Health Insurance 0.00 485.86 86 (400) 114 (372) 426.19 Total Personnel Costs: $ 0.00 $ 3,922.00 $ 5,268 $ 1,347 $ 7,024 $ 3,103 $ 55.84 Non-Personnel Costs: 15000 7215 Operating Supplies 0.00 1,245.00 0 (1,245) 0 (1,245) 0.00 15000 7900 Depreciation Expense 4,077.74 36,699.66 20,189 (16,511) 26,919 (9,781) 136.33 15000 8101 Infrastructure 0.00 0.00 90,000 90,000 120,000 120,000 0.00 Total Non-Personnel Costs: $ 4,077.74 $ 37,944.66 $ 110,189 $ 72,244 $ 146,919 $ 108,974 $ 25.83 Total Expenditures $ 4,077.74 $ 41,866.66 $ 115,457 $ 73,591 $ 153,943 $ 112,077 $ 27.20 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 29 Electric Enterprise Fund Electric Debt Service For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 15000 6201 Retirement Benefits 0.00 20,096.96 29,467 9,370 39,289 19,192 51.15 15000 6209 Contra-Retirement PERS DC Forfeitures (1,015.27) (3,780.56) 0 3,781 0 3,781 0.00 Total Personnel Costs: $ (1,015.27)$ 16,316.40 $ 29,467 $ 13,151 $ 39,289 $ 22,973 $ 41.53 Non-Personnel Costs: 15000 8011 Bonding Expense 2,200.00 0.00 0 0 0 0 0.00 15000 8012 Debt Service Interest Expense 0.00 185,400.00 139,050 (46,350) 185,400 0 100.00 15000 8014 Amortization of Bond Issue Costs 0.00 0.00 15,677 15,677 20,903 20,903 0.00 15000 8300 Debt Service Principal 0.00 160,000.00 120,000 (40,000) 160,000 0 100.00 Total Non-Personnel Costs: $ 2,200.00 $ 345,400.00 $ 274,727 $ (70,673) $ 366,303 $ 20,903 $ 94.29 Total Expenditures $ 1,184.73 $ 361,716.40 $ 304,194 $ (57,522) $ 405,592 $ 43,876 $ 89.18 Monthly Budget-to-Actual Revenue Report-- By Fund Run:10/21/2018 at 2:30 PM City of Seward Page: 7 Water Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5300 Residential 42,921 381,783 358,289 23,494 477,719 (95,936) 79.92 5310 SG Service 17,013 121,082 97,753 23,329 130,337 (9,255) 92.90 5320 LG Service 18,863 170,155 165,099 5,056 220,132 (49,977) 77.30 5330 SMIC Sales 7,731 50,265 45,338 4,927 60,451 (10,186) 83.15 5340 Spec.Contracts 21,813 137,938 213,415 (75,477) 284,553 (146,615) 48.48 5801 Turn on Fees 1,081 10,706 7,655 3,051 10,206 500 104.89 5806 Ship Water 18,111 77,649 63,175 14,474 84,233 (6,584) 92.18 5807 Hydrant Rentals 10,481 96,914 90,000 6,914 120,000 (23,086) 80.76 5899 Miscellaneous Revenue 0 4,965 7,655 (2,690) 10,206 (5,241) 48.65 5901 EF Investment Interest 0 7,903 3,832 4,071 5,109 2,794 154.68 5905 EF Penalties and Interest 152 290 1,535 (1,245) 2,046 (1,756) 14.19 5940 Amort.of CIA-General 15,560 140,044 139,527 517 186,036 (45,992) 75.28 Total Revenues $ 153,726 $ 1,199,694 $ 1,193,273 $ 6,421 $ 1,591,028 $ (391,334) $ 75.40 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 9 Water Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 21,998 133,875 143,459 9,584 189,347 55,472 70.70 6001 Overtime 1,698 8,639 3,145 (5,494) 4,192 (4,447) 206.08 6002 Standby Time 929 5,272 7,316 2,044 9,754 4,482 54.05 6100 Medicare 356 2,292 2,571 279 3,428 1,136 66.86 6102 Workers'Compensation 1,747 10,243 9,144 (1,099) 12,191 1,948 84.02 6200 Leave Time 1,329 10,404 14,059 3,655 18,745 8,341 55.50 6201 Retirement Benefits 5,559 34,741 32,905 (1,836) 43,874 9,133 79.18 6202 Health Insurance 12,942 74,174 68,570 (5,604) 91,426 17,252 81.13 6209 Contra-Retirement PIERS DC Forfeitures (397) (1,461) 0 1,461 0 1,461 0.00 Total Personnel Costs: $ 46,161 $ 278,179 $ 281,169 $ 2,990 $ 372,957 $ 94,778 $ 74.59 Non-Personnel Costs: 7001 Communications 510 5,134 8,250 3,116 11,000 5,866 46.67 7002 Postage and Freight 609 2,491 4,875 2,384 6,500 4,009 38.33 7003 Bank and Credit Card Fees 884 6,573 4,500 (2,073) 6,000 (573) 109.55 7004Insurance 0 16,173 8,100 (8,073) 10,800 (5,373) 149.75 7006 Legal 0 0 3,750 3,750 5,000 5,000 0.00 7009 Contracted Services 0 24,601 56,250 31,649 75,000 50,399 32.80 7011 Testing 375 5,376 8,250 2,874 11,000 5,624 48.87 7015 Utilities 16,835 160,053 194,250 34,197 259,000 98,947 61.80 7016 Heating Fuel 0 1,382 0 (1,382) 0 (1,382) 0.00 7211 Gas&Lube (264) 2,292 7,875 5,583 10,500 8,208 21.83 7213 Safety Equipment 0 1,081 2,250 1,169 3,000 1,919 36.02 7214 Janitorial Supplies (60) 0 0 0 0 0 0.00 7215 Operating Supplies 1,250 10,294 33,375 23,081 44,500 34,206 23.13 7216 Maintenance&Repair 28 15,914 19,500 3,586 26,000 10,086 61.21 7217 Small Tools&Equipment 0 2,093 4,875 2,783 6,500 4,408 32.19 7300 Advertising 0 1,312 750 (562) 1,000 (312) 131.21 7301 Subscriptions&Dues 0 227 1,275 1,048 1,700 1,473 13.35 7302 Travel&Subsistence 0 241 4,200 3,959 5,600 5,359 4.31 7303 Education&Training 0 475 4,200 3,725 5,600 5,125 8.48 7304 Equipment Rent 0 0 6,000 6,000 8,000 8,000 0.00 7307 GFAdministrative Fee 21,571 194,137 194,137 0 258,849 64,712 75.00 7330 P.I.L.T. 0 84,097 82,995 (1,102) 110,660 26,563 76.00 7331 Reclass PILTto Transfer-Out 0 (84,097) (82,995) 1,102 (110,660) (26,563) 76.00 7808 Bad Debt Expense 0 0 1,500 1,500 2,000 2,000 0.00 7810 Miscellaneous Expense 0 113 1,350 1,237 1,800 1,687 6.27 7900 Depreciation Expense 32,799 295,191 294,150 (1,041) 392,199 97,008 75.27 8012 Debt Service Interest Expense 0 21,697 16,273 (5,424) 21,697 0 100.00 8103 Capital Equipment 0 17,387 0 (17,387) 0 (17,387) 0.00 8104 Motor Pool Rent 417 3,750 3,750 0 5,000 1,250 75.00 8300 Debt Service Principal 0 135,147 101,360 (33,787) 135,147 0 100.00 Total Non-Personnel Costs: $ 74,954 $ 923,134 $ 985,045 $ 61,911 $ 1,313,392 $ 390,258 $ 70.29 Total Expenditures $ 121,115 $ 1,201,313 $ 1,266,214 $ 64,901 $ 1,686,349 $ 485,036 $ 71.24 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 30 Water Enterprise Fund Water-General For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 17000 6000 Salaries 21,997.75 133,875.28 130,527 (3,348) 172,105 38,230 77.79 17000 6001 Overtime 1,544.20 6,704.12 2,969 (3,735) 3,958 (2,746) 169.38 17000 6002 Standby Time 929.11 5,272.21 7,316 2,044 9,754 4,482 54.05 17000 6100 Medicare 351.70 2,262.78 2,344 81 3,125 862 72.41 17000 6102 Workers'Compensation 1,722.98 10,090.47 8,062 (2,028) 10,749 659 93.87 17000 6200 Leave Time 1,328.58 10,404.34 14,059 3,655 18,745 8,341 55.50 17000 6201 Retirement Benefits 5,497.75 21,185.53 12,074 (9,112) 16,099 (5,087) 131.60 17000 6202 Health Insurance 12,862.35 73,656.38 63,455 (10,201) 84,606 10,950 87.06 Total Personnel Costs: $ 46,234.42 $ 263,451.11 $ 240,806 $ (22,644) $ 319,141 $ 55,691 $ 82.55 Non-Personnel Costs: 17000 7001 Communications 509.63 5,133.63 8,250 3,116 11,000 5,866 46.67 17000 7002 Postage and Freight 608.69 2,401.13 4,500 2,099 6,000 3,599 40.02 17000 7003 Bank and Credit Card Fees 883.61 6,572.76 4,500 (2,073) 6,000 (573) 109.55 17000 7004 Insurance 0.00 14,209.06 6,750 (7,459) 9,000 (5,209) 157.88 17000 7006 Legal 0.00 0.00 3,750 3,750 5,000 5,000 0.00 17000 7009 Contracted Services 0.00 22,728.57 37,500 14,771 50,000 27,271 45.46 17000 7011 Testing 375.00 4,986.73 6,750 1,763 9,000 4,013 55.41 17000 7015 Utilities 14,168.13 127,982.98 168,750 40,767 225,000 97,017 56.88 17000 7016 Heating Fuel 0.00 1,381.73 0 (1,382) 0 (1,382) 0.00 17000 7211 Gas&Lube (263.67) 2,292.21 7,500 5,208 10,000 7,708 22.92 17000 7213 Safety Equipment 0.00 1,080.67 1,875 794 2,500 1,419 43.23 17000 7214 Janitorial Supplies (60.10) 0.00 0 0 0 0 0.00 17000 7215 Operating Supplies 383.62 9,052.59 30,000 20,947 40,000 30,947 22.63 17000 7216 Maintenance&Repair 28.43 7,077.88 17,250 10,172 23,000 15,922 30.77 17000 7217 Small Tools&Equipment 0.00 1,277.05 4,500 3,223 6,000 4,723 21.28 17000 7300 Advertising 0.00 1,312.10 750 (562) 1,000 (312) 131.21 17000 7301 Subscriptions&Dues 0.00 227.01 1,125 898 1,500 1,273 15.13 17000 7302 Travel&Subsistence 0.00 241.45 3,750 3,509 5,000 4,759 4.83 17000 7303 Education&Training 0.00 475.00 3,750 3,275 5,000 4,525 9.50 17000 7304 Equipment Rent 0.00 0.00 6,000 6,000 8,000 8,000 0.00 17000 7307 GF Administrative Fee 21,570.75 194,136.71 194,137 0 258,849 64,712 75.00 17000 7330 P.I.L.T. 0.00 84,096.52 82,995 (1,102) 110,660 26,563 76.00 17000 7331 Reclass PI LT to Transfer-Out 0.00 (84,096.52) (82,995) 1,102 (110,660) (26,563) 76.00 17000 7808 Bad Debt Expense 0.00 0.00 1,500 1,500 2,000 2,000 0.00 17000 7810 Miscellaneous Expense 0.00 12.88 1,125 1,112 1,500 1,487 0.86 17000 7900 Depreciation Expense 32,219.11 289,971.99 288,931 (1,041) 385,241 95,269 75.27 17000 8104 Motor Pool Rent 416.67 3,750.03 3,750 0 5,000 1,250 75.00 Total Non-Personnel Costs: $ 70,839.87 $ 696,304.16 $ 806,693 $ 110,387 $ 1,075,590 $ 379,284 $ 64.74 Total Expenditures $ 117,074.29 $ 959,755.27 $ 1,047,499 $ 87,743 $ 1,394,731 $ 434,975 $ 68.81 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 31 Water Enterprise Fund Water-SMIC For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 17000 6000 Salaries 0.00 0.00 12,932 12,932 17,242 17,242 0.00 17000 6001 Overtime 154.14 1,934.82 176 (1,759) 234 (1,701) 826.85 17000 6100 Medicare 3.91 29.27 227 198 303 274 9.66 17000 6102 Workers'Compensation 24.48 152.33 1,082 930 1,442 1,290 10.56 17000 6201 Retirement Benefits 61.63 243.82 726 482 968 724 25.19 17000 6202 Health Insurance 79.32 517.81 5,115 4,597 6,820 6,302 7.59 Total Personnel Costs: $ 323.48 $ 2,878.05 $ 20,258 $ 17,380 $ 27,009 $ 24,131 $ 10.66 Non-Personnel Costs: 17000 7002 Postage and Freight 0.00 90.00 375 285 500 410 18.00 17000 7004 Insurance 0.00 1,964.04 1,350 (614) 1,800 (164) 109.11 17000 7009 Contracted Services 0.00 1,872.91 18,750 16,877 25,000 23,127 7.49 17000 7011 Testing 0.00 388.94 1,500 1,111 2,000 1,611 19.45 17000 7015 Utilities 2,666.74 32,070.41 25,500 (6,570) 34,000 1,930 94.32 17000 7211 Gas&Lube 0.00 0.00 375 375 500 500 0.00 17000 7213 Safety Equipment 0.00 0.00 375 375 500 500 0.00 17000 7215 Operating Supplies 866.00 1,241.13 3,375 2,134 4,500 3,259 27.58 17000 7216 Maintenance&Repair 0.00 8,836.24 2,250 (6,586) 3,000 (5,836) 294.54 17000 7217 Small Tools&Equipment 0.00 815.45 375 (440) 500 (315) 163.09 17000 7301 Subscriptions&Dues 0.00 0.00 150 150 200 200 0.00 17000 7302 Travel&Subsistence 0.00 0.00 450 450 600 600 0.00 17000 7303 Education&Training 0.00 0.00 450 450 600 600 0.00 17000 7810 Miscellaneous Expense 0.00 99.96 225 125 300 200 33.32 17000 7900 Depreciation Expense 579.86 5,218.74 5,219 0 6,958 1,739 75.00 17000 8103 Capital Equipment 0.00 17,387.20 0 (17,387) 0 (17,387) 0.00 Total Non-Personnel Costs: $ 4,112.60 $ 69,985.02 $ 60,719 $ (9,265) $ 80,958 $ 10,974 $ 86.45 Total Expenditures $ 4,436.08 $ 72,863.07 $ 80,977 $ 8,115 $ 107,967 $ 35,105 $ 67.49 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 32 Water Enterprise Fund Water Debt Service For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 17000 6201 Retirement Benefits 0.00 13,311.44 20,105 6,794 26,807 13,496 49.66 17000 6209 Contra-Retirement PIERS DC Forfeitures (397.11) (1,461.14) 0 1,461 0 1,461 0.00 Total Personnel Costs: $ (397.11)$ 11,850.30 $ 20,105 $ 8,255 $ 26,807 $ 14,957 $ 44.21 Non-Personnel Costs: 17000 8012 Debt Service Interest Expense 0.00 21,696.67 16,273 (5,424) 21,697 0 100.00 17000 8300 Debt Service Principal 0.00 135,147.38 101,360 (33,787) 135,147 0 100.00 Total Non-Personnel Costs: $ 0.00 $ 156,844.05 $ 117,633 $ (39,211) $ 156,844 $ 0 $ 100.00 Total Expenditures $ (397.11)$ 168,694.35 $ 137,738 $ (30,956) $ 183,651 $ 14,957 $ 91.86 Monthly Budget-to-Actual Revenue Report-- By Fund Run:10/21/2018 at 2:30 PM City of Seward Page: 8 Wastewater Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D Over/(Under) Annual Over/(Under) %of Annual Month Actual Budget Budget Budget Budget Budget Revenues 5300 Residential 57,443 511,891 474,768 37,123 633,024 (121,133) 80.86 5310 SG Service 21,428 155,174 153,153 2,021 204,204 (49,030) 75.99 5320 LG Service 23,517 214,034 221,299 (7,265) 295,065 (81,031) 72.54 5330 SMIC Sales 1,964 19,158 29,405 (10,247) 39,206 (20,048) 48.87 5809 Water/Seward Misc.Service 1,296 3,850 1,911 1,939 2,548 1,302 151.11 5901 EF Investment Interest 0 6,446 1,535 4,911 2,046 4,400 315.04 5905 EF Penalties and Interest 223 459 1,149 (690) 1,532 (1,073) 29.93 5940 Amort.of CIA-General 33,204 298,834 298,834 0 398,445 (99,611) 75.00 Total Revenues $ 139,075 $ 1,209,846 $ 1,182,054 $ 27,792 $ 1,576,070 $ (366,224) $ 76.76 Monthly Budget Expenditure Report by Fund Run:10/21/2018at2:31 PM City of Seward Page: 10 Wastewater Enterprise Fund For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Expenditures Personnel Costs: 6000 Salaries 11,413 85,009 108,571 23,562 143,279 58,270 59.33 6001 Overtime 713 2,174 2,378 204 3,170 996 68.58 6002 Standby Time 949 6,615 4,869 (1,746) 6,492 (123) 101.89 6100 Medicare 196 1,468 2,054 586 2,738 1,270 53.62 6102 Workers'Compensation 846 5,763 6,599 836 8,799 3,036 65.49 6200 Leave Time 2,537 15,512 13,704 (1,808) 18,272 2,760 84.89 6201 Retirement Benefits 3,110 22,110 25,063 2,953 33,416 11,306 66.17 6202 Health Insurance 6,344 43,380 41,785 (1,595) 55,713 12,333 77.86 6209 Contra-Retirement PIERS DC Forfeitures (126) (392) 0 392 0 392 0.00 Total Personnel Costs: $ 25,982 $ 181,639 $ 205,023 $ 23,384 $ 271,879 $ 90,240 $ 66.81 Non-Personnel Costs: 7001 Communications 510 5,290 6,225 935 8,300 3,010 63.73 7002 Postage and Freight 581 2,483 3,525 1,042 4,700 2,217 52.84 7003 Bank and Credit Card Fees 1,158 8,353 6,000 (2,353) 8,000 (353) 104.41 7004Insurance 0 6,210 6,000 (210) 8,000 1,790 77.62 7006 Legal 0 0 9,000 9,000 12,000 12,000 0.00 7009 Contracted Services 0 3,131 78,750 75,619 105,000 101,869 2.98 7011 Testing 2,480 20,427 20,250 (177) 27,000 6,573 75.66 7015 Utilities 14,638 108,368 159,750 51,382 213,000 104,632 50.88 7016 Heating Fuel 0 1,163 2,625 1,462 3,500 2,337 33.22 7017 Rents&Leases 0 0 150 150 200 200 0.00 7211 Gas&Lube 971 7,648 7,275 (373) 9,700 2,052 78.85 7213 Safety Equipment 0 146 1,125 979 1,500 1,354 9.73 7215 Operating Supplies 305 3,885 12,750 8,865 17,000 13,115 22.85 7216 Maintenance&Repair 124 3,269 22,125 18,856 29,500 26,231 11.08 7217 Small Tools&Equipment 855 1,727 3,000 1,273 4,000 2,273 43.17 7300 Advertising 0 0 300 300 400 400 0.00 7301 Subscriptions&Dues 0 10,511 3,375 (7,136) 4,500 (6,011) 233.59 7302 Travel&Subsistence 0 540 3,900 3,360 5,200 4,660 10.38 7303 Education&Training 187 1,640 2,850 1,210 3,800 2,160 43.15 7304 Equipment Rent 0 0 4,500 4,500 6,000 6,000 0.00 7307 GFAdministrative Fee 13,173 118,558 118,558 0 158,077 39,519 75.00 7330 P.I.L.T. 0 72,349 70,443 (1,906) 93,924 21,575 77.03 7331 Reclass PILTto Transfer-Out 0 (72,349) (70,443) 1,906 (93,924) (21,575) 77.03 7808 Bad Debt Expense 0 0 1,500 1,500 2,000 2,000 0.00 7810 Miscellaneous Expense 0 73 900 827 1,200 1,127 6.12 7900 Depreciation Expense 30,608 275,469 269,480 (5,989) 359,306 83,837 76.67 8012 Debt Service Interest Expense 0 17,744 13,308 (4,436) 17,744 0 100.00 8104 Motor Pool Rent 417 3,750 3,750 0 5,000 1,250 75.00 8300 Debt Service Principal 0 57,733 43,300 (14,433) 57,733 0 100.00 Total Non-Personnel Costs: $ 66,007 $ 658,118 $ 804,271 $ 146,153 $ 1,072,360 $ 414,242 $ 61.37 Total Expenditures $ 91,989 $ 839,757 $ 1,009,294 $ 169,537 $ 1,344,239 $ 504,482 $ 62.47 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 33 Wastewater Enterprise Fund Wastewater-General For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 18000 6000 Salaries 11,413.48 85,009.39 97,607 12,598 128,661 43,652 66.07 18000 6001 Overtime 713.43 2,173.92 2,063 (111) 2,750 576 79.05 18000 6002 Standby Time 948.88 6,061.31 4,869 (1,192) 6,492 431 93.37 18000 6100 Medicare 196.13 1,460.34 1,832 372 2,442 982 59.80 18000 6102 Workers'Compensation 846.05 5,728.54 6,078 349 8,104 2,375 70.69 18000 6200 Leave Time 2,537.45 15,511.55 13,704 (1,808) 18,272 2,760 84.89 18000 6201 Retirement Benefits 3,109.71 13,242.75 9,121 (4,122) 12,161 (1,082) 108.90 18000 6202 Health Insurance 6,343.63 43,238.82 38,039 (5,200) 50,719 7,480 85.25 Total Personnel Costs: $ 26,108.76 $ 172,426.62 $ 173,313 $ 886 $ 229,601 $ 57,174 $ 75.10 Non-Personnel Costs: 18000 7001 Communications 509.67 5,281.07 5,625 344 7,500 2,219 70.41 18000 7002 Postage and Freight 580.69 2,283.43 3,000 717 4,000 1,717 57.09 18000 7003 Bank and Credit Card Fees 1,158.42 8,353.08 6,000 (2,353) 8,000 (353) 104.41 18000 7004 Insurance 0.00 4,882.51 4,875 (8) 6,500 1,617 75.12 18000 7006 Legal 0.00 0.00 9,000 9,000 12,000 12,000 0.00 18000 7009 Contracted Services 0.00 2,290.69 45,000 42,709 60,000 57,709 3.82 18000 7011 Testing 2,480.00 13,666.91 13,125 (542) 17,500 3,833 78.10 18000 7015 Utilities 10,970.02 86,078.66 127,500 41,421 170,000 83,921 50.63 18000 7016 Heating Fuel 0.00 0.00 1,500 1,500 2,000 2,000 0.00 18000 7017 Rents&Leases 0.00 0.00 150 150 200 200 0.00 18000 7211 Gas&Lube 106.97 6,783.89 6,750 (34) 9,000 2,216 75.38 18000 7213 Safety Equipment 0.00 145.97 750 604 1,000 854 14.60 18000 7215 Operating Supplies 305.10 3,552.37 6,750 3,198 9,000 5,448 39.47 18000 7216 Maintenance&Repair 123.96 2,749.69 15,000 12,250 20,000 17,250 13.75 18000 7217 Small Tools&Equipment 855.00 1,726.75 2,250 523 3,000 1,273 57.56 18000 7300 Advertising 0.00 0.00 300 300 400 400 0.00 18000 7301 Subscriptions&Dues 0.00 5,291.37 1,875 (3,416) 2,500 (2,791) 211.65 18000 7302 Travel&Subsistence 0.00 540.00 2,250 1,710 3,000 2,460 18.00 18000 7303 Education&Training 186.90 186.90 1,500 1,313 2,000 1,813 9.35 18000 7304 Equipment Rent 0.00 0.00 3,750 3,750 5,000 5,000 0.00 18000 7307 GF Administrative Fee 13,173.08 118,557.72 118,558 0 158,077 39,519 75.00 18000 7330 P.I.L.T. 0.00 72,348.61 70,443 (1,906) 93,924 21,575 77.03 180007331 Reclass PI LT to Transfer-Out 0.00 (72,348.61) (70,443) 1,906 (93,924) (21,575) 77.03 18000 7808 Bad Debt Expense 0.00 0.00 1,500 1,500 2,000 2,000 0.00 18000 7810 Miscellaneous Expense 0.00 73.46 750 677 1,000 927 7.35 18000 7900 Depreciation Expense 30,425.68 273,831.12 268,786 (5,045) 358,381 84,550 76.41 18000 8104 Motor Pool Rent 416.67 3,750.03 3,750 0 5,000 1,250 75.00 Total Non-Personnel Costs: $ 61,292.16 $ 540,025.62 $ 650,294 $ 110,268 $ 867,058 $ 327,032 $ 62.28 Total Expenditures $ 87,400.92 $ 712,452.24 $ 823,607 $ 111,154 $ 1,096,659 $ 384,206 $ 64.97 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:35 PM City of Seward Page: 34 Wastewater Enterprise Fund Wastewater-SMIC For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 18000 6000 Salaries 0.00 0.00 10,964 10,964 14,618 14,618 0.00 18000 6001 Overtime 0.00 0.00 315 315 420 420 0.00 18000 6002 Standby Time 0.00 553.63 0 (554) 0 (554) 0.00 18000 6100 Medicare 0.00 7.76 222 214 296 288 2.62 18000 6102 Workers'Compensation 0.00 34.03 521 487 695 661 4.90 18000 6201 Retirement Benefits 0.00 47.38 629 582 838 791 5.65 18000 6202 Health Insurance 0.00 140.89 3,746 3,605 4,994 4,853 2.82 Total Personnel Costs: $ 0.00 $ 783.69 $ 16,397 $ 15,613 $ 21,861 $ 21,077 $ 3.58 Non-Personnel Costs: 18000 7001 Communications 0.00 8.49 600 592 800 792 1.06 18000 7002 Postage and Freight 0.00 200.00 525 325 700 500 28.57 18000 7004Insurance 0.00 1,327.47 1,125 (202) 1,500 173 88.50 18000 7009 Contracted Services 0.00 840.00 33,750 32,910 45,000 44,160 1.87 18000 7011 Testing 0.00 6,760.00 7,125 365 9,500 2,740 71.16 18000 7015 Utilities 3,668.45 22,289.71 32,250 9,960 43,000 20,710 51.84 18000 7016 Heating Fuel 0.00 1,162.53 1,125 (38) 1,500 337 77.50 18000 7211 Gas&Lube 864.15 864.15 525 (339) 700 (164) 123.45 18000 7213 Safety Equipment 0.00 0.00 375 375 500 500 0.00 18000 7215 Operating Supplies 0.00 332.27 6,000 5,668 8,000 7,668 4.15 18000 7216 Maintenance&Repair 0.00 519.46 7,125 6,606 9,500 8,981 5.47 18000 7217 Small Tools&Equipment 0.00 0.00 750 750 1,000 1,000 0.00 18000 7301 Subscriptions&Dues 0.00 5,220.00 1,500 (3,720) 2,000 (3,220) 261.00 18000 7302 Travel&Subsistence 0.00 0.00 1,650 1,650 2,200 2,200 0.00 18000 7303 Education&Training 0.00 1,452.88 1,350 (103) 1,800 347 80.72 18000 7304 Equipment Rent 0.00 0.00 750 750 1,000 1,000 0.00 18000 7810 Miscellaneous Expense 0.00 0.00 150 150 200 200 0.00 18000 7900 Depreciation Expense 182.03 1,638.27 694 (944) 925 (713) 177.11 Total Non-Personnel Costs: $ 4,714.63 $ 42,615.23 $ 97,369 $ 54,755 $ 129,825 $ 87,211 $ 32.83 Total Expenditures $ 4,714.63 $ 43,398.92 $ 113,766 $ 70,368 $ 151,686 $ 108,288 $ 28.61 Monthly Budget-to-Actual Expenditure Report by Department Run:10/21/2018 at 2:36 PM City of Seward Page: 35 Wastewater Enterprise Fund Wastewater Debt Service For 9/30/2018 Variance Variance Actual Y-T-D Y-T-D (Over)/Under Annual (Over)/Under %of Annual Month Actual Budget Budget Budget Budget Budget Total Expenditures Personnel Costs: 18000 6201 Retirement Benefits 0.00 8,820.01 15,313 6,493 20,417 11,597 43.20 18000 6209 Contra-Retirement PIERS DC Forfeitures (126.16) (391.74) 0 392 0 392 0.00 Total Personnel Costs: $ (126.16)$ 8,428.27 $ 15,313 $ 6,885 $ 20,417 $ 11,989 $ 41.28 Non-Personnel Costs: 18000 8012 Debt Service Interest Expense 0.00 17,743.82 13,308 (4,436) 17,744 0 100.00 18000 8300 Debt Service Principal 0.00 57,733.37 43,300 (14,433) 57,733 0 100.00 Total Non-Personnel Costs: $ 0.00 $ 75,477.19 $ 56,608 $ (18,869) $ 75,477 $ 0 $ 100.00 Total Expenditures $ (126.16)$ 83,905.46 $ 71,921 $ (11,984) $ 95,894 $ 11,989 $ 87.50 Providence St.Joseph Health BAL_Balance Sheet_WD_EAL 110-PROVIDENCE SEWARD MED CENTER-MGD Entity-110 Balance Sheet(Whole Dollars) Printed On 10/11/18 @ 6:49 AM Reported as of September 2018 Printed By vdedik September December September December 2018 2017 2018 2017 Actual Pr.Year Actual Pr.Year ASSETS LIABILITIES&NET ASSETS Current Assets: Current Liabilities: Cash and Cash Equivalents 2,765,825 779,547 Accounts Payable 357,592 188,139 Mgmt Designated Cash&Cash Equiv. - - Accrued Compensation 1,147,136 905,895 Patient Accounts Receivable 4,918,821 4,352,997 Deferred Revenue-Unearned Premiums 735,253 735,253 Less:Contractual Allowance (982,105) (549,207) Payable to Contractual Agencies 31,336 17,000 Less:Allowance for Doubtful Accounts (875,615) (1,148,034) Other Current Liabilities 7,735,359 7,312,418 Affiliate Receivable 143 Total Current Liabilities 10,006,677 9,158,704 Other Receivables (1,813,800) 419,193 Supplies Inventory 45,056 47,611 Other Current Assets 9,100 15,000 Long-Term Debt: Total Current Assets 4,067,281 3,917,250 Other Long Term Liabilities 959,000 1,162,210 Assets Whose Use is Limited: Funds Held for Long Term Purposes (276,801) (252,794) Total Liabilities 10,965,677 10,320,914 Assets Whose Use is Limited (276,801) (252,794) Property.Plant&Equipment: Net Assets: Property Plant Equipment Gross 315,033 315,033 Unrestricted (5,920,082) (5,386,610) Accumulated Depreciation (292,292) (274,745) Temporarily Restricted 40,078 36,705 Property Plant Equipment Net 22,741 40,287 Total Net Assets (5,880,005) (5,349,905) Other Long Term Assets: Total Liabilities and Net Assets 5,085,672 4,971,010 Other LT Assets 1,272,451 1,266,266 Total Other LT Assets 1,272,451 1,266,266 Total Assets 5,085,672 4,971,010 Providence St.Joseph Health INC_DET_OPS_1 WD_FAL 110-PROVIDENCE SEWARD MED CENTER-MGD Dept AlDepanmems-AIIDepartmems Detail Statement a Primed On 10/11/18(a)6:49 AM Operations(Whole Dollars) Reported as of September 2018 Primed By vdedik Month-To-Date Year-To-Date Actual Budget %Variance Actual Budget %Variance Pr.Year %Variance Gross Service Revenues: 241,329 221,237 9.1% Acute Care-Inpatient 1,944,900 2,265,827 (14.2%) 1,807,955 7.6% 1,051,095 951,929 10.4% Acute Care-Outpatient 8,931,018 9,050,690 (1.3%) 9,054,443 (1.4%) 169,790 191,627 (11.4%) Primary Care 1,645,645 1,829,838 (10.1%) 1,859,048 (11.5%) 1,484,879 1,078,053 37.7% Long-term Care 12,957,589 9,762,677 32.7% 9,106,411 42.3% - 34,650 (100.0%) Housing Assisted Living - 156,255 (100.0%) - - 2,947,093 2,477,496 19.0% Total Gross Service Revenues 25,479,152 23,065,287 10.51% 21,827,857 16.7% Revenue Deductions: 41,140 41,480 0.8% Charity Care 1,533,711 390,931 (292.3%) 335,307 (357.4%) 661,526 619,617 (6.8%) Medicare Medicaid 5,873,173 5,645,995 (4.0%) 5,114,830 (14.8%) 66,523 40,477 (64.3%) Negotiated Contracts 524,343 412,812 (27.0%) 397,724 (31.8%) 31,360 92,198 66.0% Other Deduction Expense 814,005 845,509 3.7% 651,476 (24.9%) 800,549 793,772 (0.9%) Revenue Deductions 8,745,232 7,295,247 (19.9%) 6,499,337 (34.6%) 114,381 47,555 (140.5% Bad Debt Deduction 825,051 433,720 (90.2%) 589,129 (40.0%) 2,032,163 1,636,169 24.2% Net Service Revenue 15,908,869 15,336,320 3.7% 14,739,392 7.9% 52,552 12,688 314.20/, Other Operating Revenue 132,256 114,192 15.8% 116,436 13.60/. 2,084,715 1,648,857 26.4% Total Net Operating Revenues 16,041,125 15,450,512 3.81% 14,855,827 8.0% Expenses from Operations: Other Expenses from Operations: 793,591 812,613 2.3% Salaries and Wages 8,608,202 7,320,388 (17.6%) 8,210,281 (4.8%) 212,309 215,195 1.3% Employee Benefits 1,964,848 1,965,454 - 2,012,555 2.4% 15,365 22,143 30.6% Professional Fees Expense 199,875 192,258 (4.0%) 187,375 (6.7%) 66,832 92,176 27.5% Supplies 762,408 831,232 8.3% 783,533 2.7% 186,505 204,726 8.9% Purchased Services Expense 1,634,809 1,840,179 11.2% 1,819,862 10.2% 1,950 14,222 86.3% Depreciation Expense 17,546 128,001 86.3% 17,546 - - 11,250 100.0% Interest and Amortization - 101,250 100.0% 130,262 100.0% 35 381 90.8% Taxes and Licenses 51,586 3,429 (1,404.4%) 2,105 (2,351.1%) 106,154 106,795 0.6% Other Expenses 921,061 935,463 1.5% 850,592 (8.3% 1,382,743 1,479,501 6.5% Other Expenses from Operations 14,160,337 13,317,654 (6.3%) 14,014,110 (1.0%) 1,382,743 1,479,501 6.5% Total Operating Expenses 14,160,337 13,317,654 (6.3%) 14,014,110 (1.0%) 701,972 169,356 314.51% Net Operating Income 1,880,789 2,132,858 (11.81/) 841,718 123.4% 308 65 373.3% Non-Operating Gain(Loss) 363 585 (37.9%) 365 (0.7%) 702,280 169,421 314.5% Net Income 1,881,152 2,133,443 (11.81M 842,083 123.4% Other Activity-Unrestricted (2,414,624) (1,719,671) 40.40% Increase(Decrease)in UR Net Assets (533,472) 1877.5881 139.2%1 Providence Health&Services BAL_STMT_CHG_IN NET ASSET_WD_EAL 110-PROVIDENCE SEWARD MED CENTER-MGD Actual Statement of Changes in Net Assets(Whole Dollars) Printed On 10/Print @ y vd AM Printed By vdedik Reported as of September 2018 9 of 11 UNRESTRICTED FUNDS Current Year to Date Prior Year to Date Beginning of Year (5,386,610) (4,141,511) Excess of Revenues Over Expenses 1,881,152 842,083 Restricted Contributions&Grants - - Net Assets Released from Rest. Interdivision Transfers Unidentified Differences Net Assets(Liabilities)Assumed Unrealized Gains(Losses)on Invest. Extraordinary Items&Other (2,414,624) (1,719,671) Total Change in Net Assets (533,472) (877,588) Ending Balance (5,920,082) (5,019,099) TEMPORARILY RESTRICTED FUNDS Current Year to Date Prior Year to Date Beginning of Year 36,705 22,930 Investment and Other Income - - Restricted Contributions&Grants 3,373 9,730 Net Assets Released from Rest. - - Interdivision Transfers Unidentified Differences Net Assets(Liabilities)Assumed Unrealized Gains(Losses)on Invest. Extraordinary Items&Other Total Change in Net Assets 3,373 9,730 Ending Balance 40,078 32,660 Providence Health&Services BAL_STMT_CHG_IN NET ASSET_WD_EAL 110-PROVIDENCE SEWARD MED CENTER-MGD Actual Statement of Changes in Net Assets(Whole Dollars) Printed On 10/Print @ y vd AM Printed By vdedik Reported as of September 2018 10 of 11 PERMANENTLY RESTRICTED FUNDS Current Year to Date Prior Year to Date Beginning of Year Investment and Other Income Restricted Contributions&Grants Net Assets Released From Rest. Interdivision Transfers Unidentified Differences Net Assets(Liabilities)Assumed Unrealized Gains(Losses)on Invest. Extraordinary Items&Other Total Change in Net Assets Ending Balance TOTAL ALL FUNDS Current Year to Date Prior Year to Date Beginning of Year (5,349,905) (4,118,581) Excess of Revenues Over Expenses 1,881,152 842,083 Investment and Other Income - - Restricted Contributions&Grants 3,373 9,730 Net Assets Released From Rest. - - Interdivision Transfers Unidentified Difference Net Assets(Liabilities)Assumed Unrealized Gains(Losses)on Inv. Extraordinary Items&Other (2,414,624) (1,719,671) Total Change in Net Assets (530,100) (867,858) Ending Balance (5,880,005) (4,986,439) Providence Health&Services CF_CASHFLOW_STMT_WD_EAL 110-PROVIDENCE SEWARD MED CENTER-MGD Actual YTD Statement of Cash Flows(Whole Dollars) Printed On 10/11/18 @ 6:50 AM Reported as of September 2018 Printed By vdedik September September September September 2018 2017 2018 2017 Operating Activities: Financing Activities: Change in Net Assets (530,100) (867,858) Adjustments to Reconcile Net Cash Provided Increase(Decrease)in Cash&Cash Equiv. 1,986,278 (187,608) by Operating Activities Depreciation 17,546 17,546 Cash and Cash Equiv-Beginning of Period 779,547 1,350,184 Provision for Bad Debts 825,051 589,129 Net Real/Unreal Gains Losses on Invest (363) (365) Cash and Cash Equiv-End of Period 2,765,825 1,162,576 Changes in Certain Current Assets/Liab 1,859,169 (326,552) Increase Decrease in Other Liabilities (203,210) 209,231 Net Cash Provided by Used in Op Act 1,968,093 (378,870) Supplemental Disclosure: Investing Activities: Net Investments Purchases Sales 24,370 406,084 FM Increase Decrease in Other Long-Term Assets (6,185) (214,822) Net Cash Provided by Used in Inv Act 18,185 191,262 REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for November 26,2018 City Council meeting PENDING REQUESTS DATE DOCUMENT REQUESTED EMAIL SENT TO CITY EMAIL SENT TO RESPONSE RECEIVED REQUESTED BY (Summary) CITY ATTORNEY PROVIDED MANAGER&ASSISTANT NOTES CITY MANAGER July 5 Wolfgang Kurtz Financial transactions between city Yes(7/5&9/25) No Pending and Peninsula Communications (1)Email form HR that Jim Hunt was appointed ACM;(2)Notice of ACM #1-3 fulfilled;awaiting position reopened,(3)Announcement that Partially August 3 Kyle Walker ACM position was filled;(4)July/August Yes Yes(8/13&8/28) fulfilled response for#4 by city emails between HR and city manager re: attorney(8/28) ACM position Sept 7 Ristine Casagranda Payroll for most recent completed Yes(9/7&9/26) No Pending fiscal ear All purchase,sale&fleet inventory Sept 7 Suzi Towsley service records for Vehicle Unit 226 Yes(9/7&9/18&9/26) No Pending and Unit 306 October 15 April Ramos Building Permits(July 24—Oct 15) Yes(10/15) No Pending October 23 Jim McCracken All subdivision agreements since 2000 Yes(10/23) No Pending November 9 Tim McDonald List of business names that pay RV Yes(11/9) No Pending sewage fees November 15 Lexis Nexis Police Report No No Pending To SPD(1l/15) November 15 David Dieckgraeff Police Report No No Pending To SPD(11/15&11/19) November 20 Pamela Jarosz Police Report No No Pending To SPD REQUESTS FOR PUBLIC RECORDS City Clerk's Report Updated for November 26,2018 City Council meeting COMPLETED REQUESTS DATE REQUESTED DOCUMENT REQUESTED EMAIL SENT TO CITY EMAIL SENT TO RESPONSE RECEIVED BY (Summary) MANAGER&ASSISTANT CITY ATTORNEY PROVIDED NOTES CITY MANAGER (1)Credit Card Logs for Suzi Towsley during her employment,(2)Any October 1 Kyle Walker correspondence among city Yes(10/1) No October 15 Requestor viewed files on site officials addressing Towsley's use of the city credit card Requester did not sign form,so any was October 3 David Scott Police Report No Yes October 16 consulted;request fulfilled with exception of one active case October 15 Sonali Shah List of short-term rental No No October 15 businesses October 17 Lexis Nexis Police Report No No October 17 To SPD(10/17) October 19 Mark Adams Personnel file for himself Yes No October 22 Requestor received directly from HR October 26 Janine Rugas Building Permits from July Yes(10/26) No November 2 24,2018 to present November Sarah Spanos List of emails for licensed No No November 20 15 businesses 18 November L V November 2{148 T��^V;- 2(Tb Mo Tu We TR Fr Sa Ss Mo T,. 1'i=. 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Historic Preservation Meeting(City Council Chambers,4 11 12 13 14 Is 16 17 0 18 19 20 21 22 23 24 6:00 pm 9:30 pm P&Z HOLIDAY-OfficesCLc HOLIDAY-OfficesClol v WS(Chambers) --------� o 0 25 26 27 28 29 30 Dec 5:30pm7:00pm City 1000am12:00pm 815am8:45am City Council Work Jackie-lodging Council Tour of City a Session- Facilities(Council Ch City/State/Federal Pr 12:00pm 2:00pm 0 7:00 pm 10:30 pm CC PACAB Work Mtg(Chambers) Session(Chambers) Council Calendar 1 1V21/2018 4:41 PN December 18 Oecem6er 2718 u uWe 2019 Sir Mo Tu We Th Fr Sa Su Mo Tu We T9e Fr Sa L 1 2 3 4 5 2 3 4 5 6 7 8 6 7 8 9 LO 11 L2 9 10 LL 12 13 L4 LS 13 L4 15 16 17 18 19 16 17 18 19 20 21 22 M 21 22 23 24 25 26 23 24 25 26 27 28 29 27 28 29 30 31. 30 31 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Nov 25 126 27 28 29 30 0=1 2 3 4 5 6 7 a 6:00pm7:00pm 12:00pm2:00pm 430pm630pm P&Z-SBCFAJoint PACAB Mtg KstoricPreservation WS Meeting(Council 7:00pm 1030pm P&Z Chambers) Mtg(Council Chamb $ 10 11 12 13 14 J5 5:30pm7:00pm City 6;OOpm10:00pm SET Council Work Christmas Party Session-CCROP(Cit (Seabolt Nall at the 7:00pm I0:30pm Milatar CC Y Rec Camp) Mtg(Chambers) -Vernon Willet 15 17 18 19 20 21 22 6:00 pm 9:30 p m P&Z 12:00pm2:00pm WS(Chambers) PACJIB Work Session(Chambers) 23 24 25 26 27 28 29 12:00pm HOLIDAY-Offices Closed SOOpm _I 700pm10:30pm CC - Mtg-CANCELLED (Chambers) i 30 31 Jan 1,19 2 3 4 5 ti z Council Calendar 1 11/21/20184:41 PM lam We 2019 Fe6rtWe2019T January 2019 � Mo Tu We Th FrSa Su Mo Tu We h Fr S. 1 2 3 4 5 1 2 6 7 8 9 10 11 12 3 4 5 6 7 8 9 13 L4 15 16 17 18 19 M 11 12 13 14 15 16 20 2L 22 23 24 25 26 17 18 19 20 2L 22 23 27 ffi 29 30 31 24 25 26 27 28 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Dec 30 31 Jan 1,19 2 3 4 s 7:00pm 1030pm P&Z 12:00pm 2:00pm Mtg(Council PACA@ Mtg Chambers) 0 6 7 $ 9 110 11 12 13 14 1s 16 17 18 19 7:00 pm 10:30 pm CC 6:00 pm 9:30 p m P&Z 12:00pm2:00pm Mtg(Chambers) WS(Chambers) PACA6 Work ' Session(Chambers) 630pm10;00pm HP Mtg(Chambers) 2D 21 22 23 24 25 26 27 28 29 30 31 Fels 1 2 7:00 pm 10 30 pm CC Mtg(C.hambers) LL Council Calendar 1 11121M18 4:42 PM February 219 Fffim:ay2019 Mach2719 5. Mo Tu lYe Th k Sa Su Mo Tu We Th Fr Sa 1 2 1 2 3 4 5 6 7 8 9 3 4 5 6 7 8 9 10 LL L2 13 14 15 16 10 11 12 13 14 15 16 17 ]B 19 20 21 22 23 17 18 19 20 21 22 23 24 25 26 27 28 24 25 26 27 28 M 30 31 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Jan 27 28 29 30 31 Feh 1 2 LL c 3 4 5 6 7 $ 9 7,00pm 1030pm P&Z 12:00pm 2:00pm Mtg(Council PACAB Mtg Chambers) m 10 11 12 13 14 15 16 7:00 pm 10:30 pm CC Mtg(Chambers) m 1.7 1$ 19 20 21 22 23 60 pm 9:30 pm P&Z 12:00pm 2,00pm WS(Chambers) PACAB Work Session(Chambers) m Z4 25 26 27 28 Mar 1 2 7:00 pm 10:30 pm CC Mtg(Chambers) Council Calendar 1 11/21/2018 4:4 2 PM