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HomeMy WebLinkAbout02082021 City Council PacketSeward City Council Agenda Facet dear Lake Photo credit: Dustin Phillips Monday, February 8, 2021 City Council Chambers Beginning at 7:00 p.m. PUBLIC NOTICE TEMPORARY PROCESS FOR CITIZEN COMMENTS & PUBLIC HEARING TESTIMONY AT FEBRUARY 8, 2021 SEWARD CITY COUNCIL MEETING The Seward City Council will hold a Virtual Regular Meeting on Monday, February 8, 2021. Because the City of Seward is currently experiencing a declared public health emergency due to Coronavirus Disease 2019 (COVID-19), alternate methods for providing Citizen Comments and Public Hearing Testimony has been created. On the February 8, 2021 agenda, there will be ONE (1) public hearing item. If you wish to provide testimony about a public hearing item, you MUST do that during the public hearing testimony, NOT during citizen comments. For ALL OTHER TOPICS, this is done during citizen comments. Please indicate whether you want to speak during the FIRST citizen comments, public hearing, and/or the SECOND citizen comments. You may speak at any or all. How To Submit Your CITIZEN COMMENTS 1. Email your WRITTEN comments to clerk2cityofseward.net no later than 2:00 p.m. on Monday, February 8, 2021. • Identify whether you want your comments READ ALOUD at the meeting or EMAILED to council upon receipt. hi response to your email, you should expect to receive a verification email from the clerk confirming the method of delivery — if you do not receive this email, please call the clerk at 224-4045. • Comments requested to be read aloud will be delivered verbally to council by the City Clerk at the appropriate time during the meeting. 2. If you wish to be called on the telephone during the meeting to provide your comments TELEPHONICALLY, send an email request to the City Clerk along with your contact information to clerkgciiyofseward.net, including your full name and the telephone number you wish to have called. • The clerk must receive your request no later than 2:00 p.m. on Monday, February 8, 2021. • Identify whether you wish to be called during the FIRST or SECOND citizen comment period, or both. • If you wish to be contacted for the first Citizen Comment period, please be prepared to answer your phone starting at 7:00 p.m. • If you wish to be contacted for the second Citizen Comment period, there is no estimate of time to expect the call. In response to your email, you should expect to receive a verification email from the clerk — if you do not receive this email, please call the clerk at 224-4045. • All Citizen Comments will be timed and limited to three minutes (first period) or five minutes (second period). The telephone number will be called ONE time; if there is no answer, the clerk will move on to the next citizen. w gCaEK� How To Virtually ATTEND The Meeting 1. The meeting will be Live Streamed on the city's YouTube page. Log onto YouTube and type "City of Seward Alaska" into the search bar. 2. Listen on the radio. Tune to KIBH-FM 91.7 3. Watch on television. Tune into GCI Cable Channel 9. Attending via ZOOM Enter the following information in the Zoom app or on Zoom.com: Zoom App or www.zoom.us Or Telephone: US: +1 408 638 0968 or 833 548 0282 (Toll Free) Webinar ID: 968 9320 5754 Passcode: 506050 1963 1965 2005 The City of Seward, Alaska CITY COUNCIL MEETING AGENDA M-AmedcaC I �® Please silence all cell phones darning the meeting February 8, 2021 7:00 p.m. Council Chambers Christy Terry 1. CALL TO ORDER Mayor Term Expires 2022 2. PLEDGE OF ALLEGIANCE Tony Baclaan 3. ROLL CALL Vice Mayor Term Expires 2022 4. CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING [Those who have Sue McClure signed in will be given the first opportunity to speak. Time is limited to 3 minutes Council Member per speaker and 36 minutes total speaking time for this agenda item.] Term Expires 2023 5. APPROVAL OF AGENDA AND CONSENT AGENDA [Approval of Consent Agenda passes all routine items indicated by asterisk (*). Consent Sharyl Seese Agenda items are not considered separately unless a council member so requests. Council Member In the event of such a request, the item is returned to the Regular Agenda] Term Expires 2021 6. SPECIAL ORDERS, PRESENTATIONS AND REPORTS John Osenga Council Member a. Proclamations and Awards —None Term Expires 2021 b. Borough Assembly Report Liz DeMoss C. City Manager Report ....................................... Pg. 4 Council Member Term Expires 2023 d. City Attorney Report ...................................... Pg. 19 Ristine Casagranda e. Other Reports and Announcements [Reports must be submitted to Council Member the city clerk no later than noon on the Tuesday preceding the Monday Term Expires 2022 meeting for inclusion in the packet. Five (5) minutes speaking time will be allowed for each report.] 1. Interconnect Implementation Plan Quarterly Report by Rob Montgomery ...................................... Pg. 22 2. Planning & Zoning Commission Quarterly Report by Cindy Ecklund Norm Regis 3. Port & Commerce Advisory Board (PACAB) Annual Acting City Manager Report by Laura Schneider 4. CARES Act Funding & Disbursement Report by Sam Brenda Ballou Hickok City Clerk f. Presentations [Presentations are limited to ten minutes each, excluding Brooks Chandler Q&A, and are limited to two per meeting unless increased by council.] City Attorney 1. Presentation of audit results for Payroll, PERS Contributions, and Credit Cards by Mladen Begojevic from Clear Idea Accounting & Consulting.......... Pg. 23 City of Seward, Alaska Council Agenda February 8, 2021 Page I 7. PUBLIC HEARINGS [Public hearing comments are limited to five (5) minutes per person. After all speakers have spoken, a person may speak for a second time for no more than one (1) minute.] A. Ordinances for Public Hearing and Enactment 1. Ordinance 2021-002, Amending Portions Of Seward City Code Chapter 3 - Personnel To Adjust The Pay Scale Cap And Annual Leave Accrual Rate As A Result Of The Classification And Compensation Study Conducted By GovHR USA, LLC.......... Pg. 28 8. UNFINISHED BUSINESS A. Items Postponed from Previous Agenda 1. Resolution 2021-013, Authorizing The City Manager To Amend The Participation Agreement With The State Of Alaska Public Employees Retirement System (PERS) To Include The Chief Of Police Position In Participation. Postponed from January 25, 2021.................................................................................... Pg. 32 2. Resolution 2021-015, Authorizing The City Manager To Enter Into An Agreement With Electric Power Systems, Inc. To Repair And Upgrade The Control System For Generator 93 In The Amount Of $258,778, Plus Ten Percent Contingency Of $25,878, For A Total Not -To -Exceed $284,656, And Appropriating Funds. Postponed from January 25, 2021.................................................................. Pg. 39 9. NEW BUSINESS A. Resolutions *1. Resolution 2021-017, Approving The City Of Seward's 2020 Multi -Jurisdictional Hazard Mitigation Plan................................................................ Pg. 51 *2. Resolution 2021-018, Authorizing The City Manager To Enter Into An Agreement With Electric Power Systems To Procure, Configure, And Install Two New SCADA Servers To Replace Existing Servers At The Ft. Raymond Power Plant, To Include Capacitor Bank Graphics Which Mimic The Equipment At Ft. Raymond And A Cabinet To House The Servers, In The Amount Of $53,479, And Appropriating Funds....................................................................................... Pg. 55 B. Other New Business Items * 1. Approval of the January 25, 2021 City Council Regular Meeting Minutes...... Pg. 66 2. Mayor appoint two Council Members to the Tabulation Team for the city attorney evaluation (to be held on March 8, 2021)............................................ Pg. 78 3. Schedule a Joint Work Session with the Planning & Zoning Commission, the Port & Commerce Advisory Board, and the Historic Preservation Commission on March 8, 2021 to review and discuss Annual Priorities ......................................... Pg. 80 *4. Appoint Jim Pemberton to the Historic Preservation Commission with a term to expireMay, 2022........................................................................ Pg. 81 5.Discuss the clearing of Second Lake for Ice Skating ............................... Pg. 82 6.Discuss the possibility of outsourcing Human Resources .......................... Pg. 87 City of Seward, Alaska February 8, 2021 Council Agenda Page 2 `a to. INFORMATIONAL ITEMS AND REPORTS [No Action Required] A. 2020 Write -Offs for Harbor, Seward Marine Industrial Center (SMIC), and Electric Utilities.................................................................................... Pg. 88 11. CITIZEN COMMENTS [There is no sign in for this comment period. Time is limited to five (5) minutes per speaker.] 12. COUNCIL AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS 13. EXECUTIVE SESSION A. Go into executive session per SCC 2.10.030 (b)(2) to consider the applications for the permanent City Manager position, as presented at the February 4, 2021 work session with GovHR. This will be discussed in executive session because the discussion may impact the reputation of the applicants. Clerk's Note: All candidates have been furnished the opportunity to have their application discussed in a public setting. 14. ADJOURNMENT City of Seward, Alaska February 8, 2021 Council Agenda Page 3 3 CITY OF SEWARD Norm Regis P.O. BOX 167 Ph: (907) 224-4047 SEWARD, AK 9966 Fax: (907) 224-4038 CITY MANAGER'S REPORT February 8, 2021 The following purchase orders between $5,000 and $30,000 have been approved by the City Manager since the last council meeting: 1/18/2021 Electric $5,400 69 KV fuses 1/18/2021 Parks & Rec $170,000 Boys and Girls Club contract (RES 2020-004 1/22/2021 Electric $6,400 Pump and maintenance supplies 1/22/2021 Electric $5,060 69 AMP 5 speed power fuse unit 1/27/2021 Electric $9,350 Boss plow and plow box City of Seward Personnel Transactions Separations: Department: Date of Separation: None New Hires: Department: Date of Hire: None Available Full Time Positions: Department: Position Status: Corrections Officer Police Advertising Since 11/29/2018 Patrol Officer Recruit Police Advertising Since 01/27/2020 Community Development Planner Community Dev Advertising Since 10/07/2020 Harbor Admin Harbor Advertising Since 11/09/2020 City Manager Administration Advertising Since 12/02/2020 Electric Operations Supervisor Electric Advertising Since 12/03/2020 Available Seasonal Positions: Department: Position Status: None Corrections Officer position was two positions. One has been filled with one still open. FINANCE Deputy Finance Director: Sam Hickok • W-2s and 1099s have been processed and mailed to employees and contractors. Businesses that received CARES Act grant funds from the City will receive 1099-Gs as taxable grants. Please refer to the following link for information on the taxability of CARES Act funds: hllps://www.irs. gov/newsroom/cares-act-coronavirus-relief-fund-frequently-asked-questions • The Finance department is in full audit prep mode to close out FY2020. Altman, Rogers will be on site for audit field work the weeks of March 15th and 22na HARBOR Harbormaster: Norm Regis • The SMIC yard is completely full. We are in the process of moving some snow piles to make space for a tugboat that wants out of the water. • The water in the harbor has been turned off. There is signage throughout the harbor notifying where the winter water spots are located. • The 50-ton lifts have slowed down. The entire harbor crew is working as we have adjusted to COVID-19 issues/mandates while continuing to do boat lifts • The crew is continuing to clean up the last 2 lots at SMIC. This may take some time due to snow removal, but we are making headway • The harbor crew has done several 330-ton boat lifts this week between snow storms. • The fish cleaning stations are closed for the winter. • The harbor office is short one staff. • We have upgraded to the new software and are still working through some minor issues. • The harbor office will be closed on Sundays. Any phone messages received on Sundays are being monitored and responded to by the Sunday harbor crew. • The harbor is working on two slip relinquishments for 2021 moorage. • The Polar Bear Jump off was a success. Not as many people showed up, but everyone that did wore mask and socially distanced. PARKS & RECREATION Director: Tyler Florence MISSION Preserve, improve, and promote the city's natural resources, parkland, and recreational opportunities for current and future generations. COVID-19 RESPONSE • Programs and services maybe impacted by COVID-19. Please check program pages for the latest updates. • AVTEC has closed the gym (aka Student Services Center) to the public until further notice. UTILIZATION: December 31 — January 29 Cam round Rentals 169 CAMPGROUNDS Seward Parks & Recreation manages 10 campgrounds with over 400 RV and tent sites. Reserve your site today on Campspot visit our campground page for more details: hgps ://www. cilyofseward.us/departments/parks-recreation/campgrounds • Winter camping is in effect. SPORTS & RECREATION Visit RecDesk to view our current program offerings: hllps://seward.recdesk.com/Communiiy/Home /Home MARKETING Our team has been hard at work revamping our marketing outreach to make it easier than ever to keep customers informed and to make accessing our services a snap. We're excited to share the rollout of several major updates: New department logo: Designed by our Campground Coordinator, Alison Willhite. Added web quick actions: We added quick action buttons to the top of our webpages to make it easier for people to access our most requested services. Departments Parks & Recreation Reserve RegLster Suoscribe Instagrarn 0 Jabs Instagram: We're live on The Gram! Check out our upcoming and recent programs by searching @seward—Parks or visiting https://www.instagram.com/seward parks/. Not on Instagram? No problem, we integrated our Instagram feed on our main webpage to make it more accessible. 9-8ta" seward_parks M 16 posh d f�fl M1 p 0 �o llbwin9 Srward PirL.1 R MSr'ralipn wwry c�ryelsewaxd,osldapar7merelslPa��s rerreali�a� ® a 0515 13U, I N FRIDAY NIGHT SOCCER FA New and improved newsletter: We switched newsletter service providers to enable greater content features, cost savings, and more targeted subscriptions so we can get the right info to the right people and nothing extra. Subscribe at hlt2s://www.cilyofseward.us/departments/parks-recreation Parks & Rec Newsletter Email I would like to receive occasional updates about: ,__i Municipal Campgrounds Programs Events Sports R AVTEC gym Designed by our Executive Assistant, Kylie Grimes. -February Newsletter on the next page- � D-1 SEWARD PARKS AND RECREATION NEWSLETTER 2021 Summer Camping Reservations Online reservations for the Pull 2021 surnnner season are reptativelyscheduled to open on Thursday, April 1, 2021 at 10:00 AM Alaska standard lime. Sites are availble by online reservation only To reserve your stay visit rjtyof5ew a rd,us. Site availability Is updated in real time, please check cifty0seward.us for current availability Upcoming Events & Programs Sponsor Equipment Youth Grandparent Rentals Leadership Now thru May Council $10.00 per Box Ice Skates. Snow Shoes, meetrgs every Tuesday Sleds & Snow Tubes! I'm Visit RecOes r to sponsor a grandparent. visit B2022rilsto EJjjennyfor details. reserve your winter equipment Outdoor Sports Carpool Movie Adult Thursday's & Family Fridays 5:00 - 7:00 PM Saturday, February 131Lh 7:30 PM Featuring Frozen 2 A Rec Des to rr. : Parking Lot Bingo Sx-.urday, February 27th 4:U0 - 530 PM EMM Jose for Thursday EIJ Jenny for Friday. Vir�ii ReciDeskoo sign up - Past Everts & Programs Movie Night Outdoor Sports RC Car Race Friday, January 15th Friday,, January 22nd Saturday. January 23rd V* hosted our 2nd Families had a Blast Our first race was a big successhrl Movie Night playing soccer! success. More races to featuring Black Panther, come! t 2021 Cty of Seward 1 Parks €. Recreabon CAMPGROUNDS SUMMER 2021 MARKETING CAMPAIGN: Anchorage Press Digital Ad Schedule: Jan 23 - April 30 Anchorage Press Website https://www.anchoragepress.com Jan 26 - April 30: Warrior Webpage hqps://www.frontiersman.com/arctic-warrior/ Print Run Schedule: January Anchorage Press & e-Edition: 1/28 Eagle River Gazette: 1/28 Warrior (JBER): 1/29 February Anchorage Press & e-Edition: 2/25 Eagle River Gazette: 2/25 Warrior (JBER): 2/26 10 March Anchorage Press & e-Edition: 3/25 Eagle River Gazette: 3/25 Warrior (JBER): 3/26 April Anchorage Press & e-edition: 4/22 Eagle River Gazette: 4/22 Warrior (JBER): 4/23 ADN Visitors Guide: • Print ad will be published on June 27th Facebook: -Reservation Information Post — Every other week starting 0 1/ 18 Posted on: • SPR page • Camping in Alaska page • Alaska Camping and Outdoors page • Alaska RV Camping Group page -Campgrounds 2021 Summer Season Ad — Every other week starting 01/27 until 04/05 Great Alaskan Holidays: Ad campaign: Dates TBD • Youtube video • Facebook posts • Instagram posts Seward Chamber of Commerce: • Ad in 2021 Visitor Guide (print and digital) • Rack Cards available at the Chamber • Featured Ad on seward.com starting in April (they are updating their website and won't be able to start the ads until then) • Still working with them on more marketing ideas The Mile Post 2021: • Ad / informational post for Seward Municipal Campgrounds Additional mediums: • Seward Journal • Department newsletter • Department phone greeting has been updated with upcoming season info • New campground signage is SEWARD COMMUNITY LIBRARY & MUSEUM Director: Valarie Kingsland SPECIAL BUILDING REPORT The leak in the Museum Secured Storage is scheduled for repair Feb 7-8. Additional work will be scheduled to address other areas of concern this spring. Both phases of work are weather dependent since the work requires shutting down the heat for the entire building. Collections have been temporarily moved to the exhibit area to store and protect them from damage. The Museum will be closed and unavailable to appointments during the repairs and while collections are temporarily stored in the exhibit area. Library Museum staff and our partner organizations, the Resurrection Bay Historical Society and the Seward Community Library Association, whose historical collections are entrusted to our care, have agreed to close the Museum until the work is completed to reduce risk of damage to the collections. Other museum work will be carried out during the closure along with the changing of window displays to highlight artifacts and information about the Museum and our partners, which will be announced in the next report. The repair work is not expected to impact Library operations, but we will send out a press release if it turns out it will. Updates will be posted to our website at www.cityofseward.us/libmus. Contact Director Kingsland at vkin slg andgcityofseward.net or 907-224-4008 with any questions. COVID-19 PRECAUTIONS • Universal Face Coverings (free masks available while supplies last) • Social Distancing • Hygienic Practices • Minimal Contact Time • No COVID-19 symptoms LIBRARY & MUSEUM SERVICES Note hours and services are subject to change as the COVID-19 situation and staff capacity changes. Visit www.cityofseward.us/libmus for updates. Contact us at 907-224-4082 or email libmusgcityofseward.net. • Library: Tues-Sat, 1 lam-8pm for walk in, curbside delivery, and appointment services. • Museum: Temporarily closed for maintenance until Spring. • Free WiFi 24/7 outside the building, no password. Grab-N-Go services • Library Browsing & Borrowing: New books, videos and board games available! Contact us for curbside delivery. • Public Access Computers (45 min. max) • Copy/Fax/Print/Scan • Notary Public • Take Home Craft Kits (limited supply) Services by Appointment • Passport Acceptance (limited appointment availability; expect long processing delays) • Meeting Room use (call or email for details) im OPEN HALF DAY HOURS: Staff Training and Work Day First Tuesday of the Month, February - May • Tues, Feb 2: 3-8pm • Tues, March 2: 3-8pm • Tues, April 6: 3-8pm • Tues, May 4: 3-8pm Dedicated training time allows staff to meet all together, acquire training, and to develop work skills, services and programs, as well as focus on projects to better serve our community. We're also in the process of training new staff. Updates will be posted to our website at www.cityofseward.us/libmus. Thank you for this opportunity to serve you better! WELCOME NEW STAFF! We are pleased to welcome new staff to our team! Our new Program Coordinator, Bailey Sayler, and our new part-time Aide, Brooke Appel, joined our team in late January. We're excited to be fully staffed and to work with people who value community and what we do! Stop by to meet Brooke and Bailey and congratulate them! FOOD DONATION BIN and FREECYCLE BIN A dry Food Donation Bin is located at the top of the stairs to the library. Canned and dry food left in this bin is donated to our local He Who Will Provide Food Bank. A Freecycle Bin is located nearby for free reusable material such as grocery bags, mailing envelopes, packing supplies, paper and containers in order to promote sustainable living in Seward. TAKE HOME CRAFT/ACTIVITY HITS 2" and 4" Saturdays - Previously Released Kits Craft/Activity kits continue as we give away previously made kits starting the 2nd and 4th Saturday of the month. Craft kits for various ages will be available to pick up while supplies last. Kits include age -appropriate information, activities, and crafts related to a theme. Adult supervision recommended. ALASKA'S 10 TO TRY READING CHALLENGE Dec 7 - April 15 Join this independent nationwide reading challenge with an Alaskan twist. This challenge encourages participants to read 10 books from 10 different genres by April 15, 2021. Online registration is open statewide to individuals, groups or families at alaska.beanstack.org/reader365, but isn't required to participate. Sponsored by the Alaska State Library. Pick up a checklist and some books at the library and get started! 1) Thrills & Chills 2) Fantasy, Science Fiction 3) Historical Fiction 4) Banned Books 5) Graphic Novels 6) Alaskana 7) Award Winner 8) Biography/Memoir 9) Travel 10) Humor 13 ELECTRIC Director: Rob Montgomery • Stakeholder Visits — Cory Borgeson and I visited with key stakeholders in Anchorage on Thursday, January 28. The visits were intended to introduce me to these stakeholders, discuss effective ways of working together, and review any relevant projects/issues. The stakeholders visited included: o Alaska Energy Authority (Kirk Warren and Curtis Thayer) o Chugach Electric (Key members of management team, including CEO Lee Thibert and Executive Vice President of Regulatory and External Affairs Arthur Miller) o Alaska Power Association (Crystal Enqvist, executive director) In the meeting with Chugach Electric, a brief discussion was held regarding our supply contract with Chugach, which expires in December. Chugach expressed concerns about the timeline due to their regulatory requirements. To that end, I've asked Cory, in his consulting role, to work with Mike Hubbard of The Financial Engineering Company to complete the rate analysis and establish a working timeline of activities. I also have asked Cory to reach out to other utilities in Alaska (Golden Valley Electric Association, Matanuska Electric Association and Homer Electric Association) to gauge their interest in participating in a bidding process. A discussion also was held around the possibility of an extension of the current contract for up to three or five years. This would allow Chugach Electric time to realize the financial benefits of its recent merger with Municipal Light & Power and get through its own rate case expected to occur in two to three years. I will continue to provide updates in the CMR and to council in the weeks/months ahead. • Safety Audit — The Alaska Power Association has agreed to assist us in our efforts around safety by having their in-house safety and risk management expert conduct an audit of our facilities, including our power plant, warehouse and substations. Results of the audit will be shared with the council in a future CMR and/or council meeting. • Warehouse Inventory Work - Electric Department staff recently completed taking inventory of all warehouse and pole yard supplies for the City of Seward's upcoming audit. • Camelot Subdivision — Preliminary work to dig a trench and bury conduit to the Camelot subdivision is expected to get underway in early February and be completed by mid -February. After this Phase One is done, crews will be able to quickly pull wire and set the transformer in the spring (Phase Two), once the snow melts and the ground thaws. We would expect the project to be wrapped up by the end of May, allowing those residents/property owners in the subdivision without electricity to establish service. 14 FIRE AND BUILDING DEPARTMENTS Fire Chief: Clinton Crites Calls for emergency service: 12 We have begun inspections for 31 lodging establishments with many more on the horizon. Inspecting various stages of construction for 10 homes and consultations for several new homes and commercial remodels. Consulting with a local business on a possible change of occupancy/use for a building. Completed some roof and drain leak repairs to the fire station. Completed the review and resolution of the Seward Hazard Mitigation Plan and submitted to council for adoption. Completed contracts and resolution for fire alarm, sprinkler, and extinguisher servicing for the city departments. Working with Community Development and Planning and Zoning on definitions related to Fire and Building codes. Reviewing 2018 International Building, Residential, and Fire codes and working on amendments for local adoption. We are also working on a FEMA Assistance to Firefighters Grant for new Personal Protective Equipment to replace outdated non -compliant bunker gear. We can always use volunteers, if you or someone you know is interested in serving your community, please give us a call at 224-3445 or stop by at one of our trainings on Wednesday evenings at 7:00 pm. COMMUNITY DEVELOPMENT Director: Jackie Wilde • P & Z held a joint work session on February 2, 2021 with Historic Preservation the topic was "Review Seward's Historic District and Possible Ways to Update Code" • P & Z will be holding an additional work session on February 19, 2021 @ 6:00 pm discuss possible code changes regarding Dwellings, Housing, and Short -Term Rentals (STR). • Working on a future town hall meeting regarding Jesse Lee Memorial Park. The goal is to have 2 with public participation meetings. • Assisting Harbor and Fire Departments with replat of City land to be brought forward at a later date. • Updating GIS, and Cemetery Data • Total Short -Term Rental Permit renewals reviewed: 33 • Floodplain Development permits • Preliminary plat review • NEW business licenses: 8 W • NEW STR applications: 2 • Building Permits: 0 • Sign Permits: 0 • This month's "Did You Know" flyer is about lodging. Located on the next page. U Permitting for Nightly Lodging in 3 steps: w, What You Need to Know w �Y. 1. Contact the City Clerk's office to obtain the required permit paperwork. 224-4076 Permits are also available at: www.cityofseward.us 6 2. Community Development reviews the lodging permit for proper zoning and land use code requirements 3. The Seward Fire Department conducts a life safety inspection, you may contact SFD anytime during normal business hours 224-3445 Before initiating the application process, please feel free to contact the Community Development Department with any questions you may have. Jackie C. Wilde, Community Development Director 224-4048 Andy Bacon, Planning Assistant 224-4049 planning @cityofseward.net 238 Fifth Avenue, at the corner of Fifth and Adams PUBLIC WORKS Director: Doug Schoessler • The Fort Raymond Subdivision discussions were high on the list for the last few weeks. A work session to settle on a plan is a positive step to move forward with development for private investors and for City infrastructure. We are looking forward to finalizing the development plan. • The Water/Sewer Rate Study is scheduled for a Council Work Session on February 8th. After this session, we plan to bring forward new rate tariffs to Council for approval on February 22nd or March 81h New tariffs would then go in to effect on April 15, 2020. • We will be working with DOT to remove snow from the sides of 3rd Ave very soon. It is very important to move the parked cars so the road edges can be cleared. We will post the "no parking overnight" signs the afternoon prior to starting snow removal the next morning at 3am. This work will improve the width on Third Avenue. • We are continuing the snow and ice removal efforts despite the changing weather condition. Hopefully, we will get some more breaks in between storm to widen roads and reduce ice packs. SMIC Boatyard and surrounding ditches flooded badly. Snow piles in front of snowcapped mountains. • The rainstorm that lasted from Jan. 17th through Jan. 18th brought 4 inches of rain in 24 hours! The heavy rain came right after several snowstorms through the Friday prior. Public Works crews worked many long days to clear the snow just in time to switch to flood -mode and try to open ditches and storm drains. As seen by area residents, the rain broke up the snowpacks and made the roads very rough. The crews switched back to snow and ice mode early the next morning and worked hard to smooth out the ruts and bumps from the 4 inches of rain. 18 BOYD, CHANDLER, FALCONER & MUNSON, LLP Attorneys At Law Suite 302 911 West Eighth Avenue Anchorage, Alaska 99501 Telephone: (907) 272-8401 Facsimile: (907) 274-3698 bcf@bcfaklaw.com February 2, 2021 Seward City Council City of Seward PO Box 167 Seward, AK 99664 Re: Legal Year in Review Dear City Council This steps back from month to month reporting to provide a summary of matters and legal expenses for the City since we began service to the community as city attorney in August of 2020 through December 31, 2020. This provides the council a report which tracks the city fiscal year. Total Fees and Costs. The total cost of legal services rendered by our firm in the last five months of 2020 is $57,250. Of this amount $56,418 were fees for services and $832 were costs. These fees were divided between legal projects in the approximate amounts set forth below. These are unaudited figures and have been rounded so there maybe some imprecision in the amounts. It is not possible to allocate costs to each particular category. Covid-19 We reviewed and revised an MOA between the City and ARRC for use of state grant funds for virus mitigation efforts at the cruise ship dock. We advised the City Clerk on extension of emergency ordinance 2020-09. We advised on KPB restrictions on use of CARES Act grant funds and advised on matters related to city use of CARES Act funds. We advised on the status of previous emergency ordinances and city council regulations. We reviewed an emergency ordinance. We advised on a council resolution. We advised on enforcement of the mask ordinance. Legal fees on COVID-19 matters totaled $4,809. Jesse Lee Home We defended the City from a lawsuit filed by Friends of Jesse Lee Home and negotiated a settlement by which the City obtained a deed from the Friends to the property at issue in the case 19 Seward City Council February 2, 2021 Page 2 plus a payment of $40,000. Legal fees totaled $25,695. Utilities We familiarized ourselves with several pending issues related to operation of the city's electric, water and sewer utilities including an unresolved billing issue with AVTEC. Legal fees totaled $479. Planning and Zoning We reviewed and commented on an ordinance related to communication towers and responded to comments made from telecommunication industry representatives. We reviewed historical materials regarding a flood hazard area development permit and recommended steps to enforce permit requirements of Chapter 15.25. We reviewed an ordinance amending two parcels of property from multi -family residential to commercial. We worked with a property owner to resolve a matter previously referred for enforcement. Legal fees totaled $4,035. Personnel We helped resolve an employee grievance. This was the most significant personnel matter on which we assisted management. We reviewed ground rules for reopening negotiations related to the wage study. We reviewed and revised a policy on pets in the workplace. We drafted city proposals and reviewed union proposals during the "reopener" negotiations. We advised on a possible leave accrual code change. We advised on a stand by time issue. Legal fees totaled $8,967. Port and Harbor A large number of property leases are administered by this city department. Most of our work related to those leases. Projects included working with counsel for Ocean Beauty to provide official paperwork assigning the Icicle Seafoods lease to the post -merger company (something finally accomplished last week), reviewing a lease and a lease renewal, advising on payment delinquincies, a vessel impound, lease insurance requirements and preparing a notice of default. Legal fees totaled $1,176. Records Requests We reviewed a large amount of material for privilege in response to several records requests. Fees totaled $784. General Counsel Matters A significant portion of the legal services provided in FY 2020 related to general matters of a typical nature. We reviewed a contract for repair of the Little League field. We researched ethics codes in other communities as part of a project to develop an ethics code. We advised on on whether to count certain absentee ballots cast in the municipal election. We advised on the process for transfer of two FCC licenses held by the City. We started work on the recodification 20 Seward City Council February 2, 2021 Page 3 project. We prepared a legal opinion on the authority of the city council to approve hiring of certain city executive employees. We advised on council attendance in executive sessions by teleconference. We advised on several Open Meetings Act issues. We advised on multiple conflict of interest questions. We prepared and participated in a city council training session. We advised on liability aspects of public ice skating. We reviewed and commented on a draft memorandum of agreement for the joint conduct of elections with the Kenai Peninsula Borough. Total legal fees for general counsel matters were $10,472. In general, the legal services we provided in 2020 reflect the wide variety of activities undertaken by the City expanded somewhat due to an historic pandemic, a significant legal dispute and a substantial employee grievance. We are committed to reducing the city's legal services expense during calendar year 2021 while recognizing some aspects of legal expense are outside our ability to impact. With five months experience of the city's day to day needs for legal advice our firm is prepared to explore options for providing a significant portion of legal services on a flat fee basis. We continue to believe our primary role is to assist in achieving community goals articulated by elected representatives of Seward residents, and to help make local government function within applicable legal rules. As always, we welcome the opportunity to be of service to the people of Seward. Thank you for allowing us to serve as your legal counsel in 2020. We look forward to a productive 2021. You can expect to receive our next status report by March 3. Very truly yours, BOYD, CHANDLER, FALCONER, & MUNSON LLP Brooks W. Chandler Qi Interconnection Update February 8, 2021 • Getting up to speed on issues since coming on board, including our interconnection process. • The good news: Do have a process for interconnection in place, but much work still needs to be done — o Formalize and streamline the process o Ultimate goal: Take from process to true program. • Pleased to report: our first bi-directional was installed back in the fall, giving us a total of three interconnect customers. • To date, the meter appears to be working — but not much solar since installation to gauge heavier loads. • Two weeks ago -- Contacted by a solar company in Anchorage that is working with a Seward resident. o Have provided the company with our application and installation requirements, and we're currently waiting to hear back. • As we move forward, here are the items we still need to review or streamline: o Application still needs simplifying o Our internal checklist. Currently working from one culled together o Current net metering rate — to determine how we compare and if adjustments are needed o A department lead. Currently sharing that role. o Establishing a process time for applications o Training materials — for installers as well as for the public • Today, we're capable of processing a solar installation, but much work left to do to formalize and streamline. • Benefits us to streamline so that we can prevent people from bringing solar or other power sources onto our distribution system without our knowledge. • Must work toward a true interconnection program. • In addition to a simple application and installation process, we need public education and promotion o Expanded info on our website o A platform on social media — promotion and updates o News releases, bill stuffers and vendor fairs • Once we achieve this level of service, will have a working program (4-6 months?) City of Seward 2020 Health Care Eligibility and PERS Retirement Match Inspection Report elearidea accounting and consulting 15920 Sunset Bend Circle, Anchorage, Alaska 99507 Telephone: (907) 750-5747 E-mail: mladen@clearideaak.com www.clearideaak.com 23 City Council City of Seward 410 Adams Street, Seward, AK 99664 Dear Members of the City Council: We have inspected certain groups of transactions, as specified by the City of Seward, which comprised of payroll, retirement benefits and health care transactions for the period ending December 31, 2020. Inspection involves performing recalculations, on test basis, to ensure whether accounting for specific transactions was performed in an appropriate manner, compliant with the City's policies and other applicable regulations. Purpose of the inspection is to point out any accounting inaccuracies within a particular group of transactions which could come to our attention during the inspection. As such, inspection is not an audit and, therefore, we do not issue an opinion on the City's financial statements and/or groups of transactions under the inspection. Furthermore, inspection is not a forensic audit, and, therefore, it is not geared towards uncovering fraud and shall not be used in that manner. Procedures used to conduct the inspection comprised ofthe following: 1. Obtained payroll register by each pay period in 2020; 2. Reformatted payroll registers in order to be able to conduct the inspection; 3. Obtained an understanding of health care benefits eligibility rules; 4. Obtained listing of employees covered by health care program during 2020; 5. Obtained details of retirement contributions; 6. Obtained PERS reports with retirement contributions; 7. Obtained PERS plan documents; Inspection attributes tested comprised ofthe following: 1. Recalculated health care eligibility for employees based upon 1-month and 3-month look -back measurement methods, as specified by ACA; 2. Recalculated PERS retirement matching contributions and compared to PERS documents; Results ofthe inspection: 1. Health Care Eligibility Inspection: no exceptions noted. 24 PERS Retirement Matching Contributions: no exceptions noted. Wed Z, 3112021 1:13 PM Sam Hickok Haden Report To Brenda Ballou Cc Norm Regis; . Stephen Sowell; Jennifer Pae Report - Final.docx ' , Pre=entation - Final.1313tx 33 KB 3 KB Brenda, Here is Mladen's final report and his presentation to Council. I would also like included in the packet, the total cost of this audit.. A total of 91 hours was spent on this project between Mladen's time as well as City staff time (payroll) at a total combined cast of �11,471.48. Thankyoul Sam 25 City of Seward 2020 Health Care Eligibility and PERS Retirement Match Inspection Report clear accounting once consulting 15920 Sunset Bend Circle, Anchorage, Alaska 99507 Telephone: (907) 750-5747 E-mail: mladen@clearideaak.com www.clearideaak.com 41. City Council City of Seward 410 Adams Street, Seward, AK 99664 Dear Members of the City Council: We have inspected certain groups of transactions, as specified by the City of Seward, which comprised of payroll, retirement benefits and health care transactions for the period ending December 31, 2020. Inspection involves performing recalculations, on test basis, to ensure whether accounting for specific transactions was performed in an appropriate manner, compliant with the City's policies and other applicable regulations. Purpose of the inspection is to point out any accounting inaccuracies within a particular group of transactions which could come to our attention during the inspection. As such, inspection is not an audit and, therefore, we do not issue an opinion on the City's financial statements and/or groups of transactions under the inspection. Furthermore, inspection is not a forensic audit, and, therefore, it is not geared towards uncovering fraud and shall not be used in that manner. Procedures used to conduct the inspection comprised of the following: 1. Obtained payroll register by each pay period in 2020; 2. Reformatted payroll registers in order to be able to conduct the inspection; 3. Obtained an understanding of health care benefits eligibility rules; 4. Obtained listing of employees covered by health care program during any time in 2020; 5. Obtained details of retirement contributions; 6. Obtained PERS reports with retirement contributions; 7. Obtained PERS plan documents; Inspection attributes tested comprise of the following: Recalculated health care eligibility for employees based upon 1-month and 3-month look -back measurement methods, as specified by ACA; Recalculated PERS retirement matching contributions and compared to PERS documents; Results Of the inspection: 1. Health Care Eligibility Inspection: no exceptions noted. 2. PERS Retirement Matching Contributions: no exceptions noted. 27 Sponsored by: Regis Introduction Date: January 25, 2021 Public Hearing Date: February 8, 2021 Enactment Date: February 8, 2021 CITY OF SEWARD, ALASKA ORDINANCE 2021-002 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING PORTIONS OF SEWARD CITY CODE CHAPTER 3 - PERSONNEL TO ADJUST THE PAY SCALE CAP AND ANNUAL LEAVE ACCRUAL RATE AS A RESULT OF THE CLASSIFICATION AND COMPENSATION STUDY CONDUCTED BY GOVHR USA, LLC WHEREAS, the City identified the need for a compensation study in order to align employee wages with current market rates in the State of Alaska; and WHEREAS, GovHR USA, LLC completed the study at the end of 2020; and WHEREAS, in order to incentivize retention amongst long-term employees, additional tiers of annual leave accrual are recommended; and WHEREAS, the current pay scale ends at step J, and the new pay scale adjusted by the wage study now ends at step P which will provide for greater employee longevity; and WHEREAS, on December 23, 2020, the Seward Public Employees Association (SPEA) reviewed, voted, and ratified the adjusted pay scale and annual leave accruals. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA HEREBY ORDAINS that: Section 1. Seward City Code Title 3 - Personnel is hereby amended to read as follows: (Deletions are , and gage Additions are italicized, underlined, and bolded.) 3.15.030. - Entrance pay rate. The entrance pay rate shall normally be the minimum rate in the pay range prescribed for the class. A department head, subject to the approval of the city manager, may make an appointment above the entrance pay rate only when there are no available candidates at the entrance rate, or in recognition of exceptional qualifications. In no instance shall an appointment be made above step "C E," emee pt at the af,nt �,,a �,ve,,. 28 CITY OF SEWARD, ALASKA ORDINANCE 2021-002 3.15.035. - Step increases. A new employee, after serving a six-month probationary period of satisfactory performance, shall receive a step increase. An employee who has transferred to a new position and who must serve a promotional probationary period as defined in section 3.25.035, shall receive a probationary step increase upon successful completion of the promotional probationary period. A probationary step increase is a special, one time only, step increase. For an employee to receive further step increases up to step JP, he/she must continue to demonstrate satisfactory service of a progressively greater value. Step increases are not automatic based upon longevity and are awarded only where the department head feels the employee has demonstrated service of a progressively greater value, progressively greater responsibility, and performed beyond what normally would be expected for the city during the past year. Satisfactory performance alone shall not be grounds for a step increase. 3.45.015. - Annual leave accrual rate. (a) Annual leave shall accrue at the following rates for full-time personnel based upon continuous length of service: (1) For personnel with less than three years of service, the accrual rate shall be 13 1/3 hours per month of service or 160 hours per year; (2) For personnel with three to six years of service, the accrual rate shall be 16 2/3 hours per month of service or 200 hours per year; and (3) For personnel with six to ten years of service or- mer-e, the accrual rate shall be 20 hours per month of service or 240 hours per year.-, and (4) For personnel with ten to fourteen years of service, the accrual rate shall be 25.275 hours per month of service or 303.33 hours per year; and (5) For personnel with fifteen years of service or more, the accrual rate shall be 28.925 hours per month of service or 347.1 hours per year. Section 2. This ordinance shall take effect ten (10) days following its enactment. ENACTED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA this 8th day of February, 2021. AGENDA STATEMENT Meeting Date: January 25, 2021 Through: Norm Regis, Interim City Manager From: Sam Hickok, Acting Finance Director Agenda Item: Accept the proposed annual leave accrual rates as a result of the classification and compensation study and amending related sections of City Code. BACKGROUND & JUSTIFICATION: The City identified the need for a compensation study in order to align City employees' wages with the current state market rates. GovHR USA, LLC conducted and completed the study in 2020. As a result of the wage study, certain sections of City Code need to be amended to reflect the changes. 3.15.030. - Entrance pay rate. The new pay scale no longer has a range for each position. All positions were placed in a single grade level. As a result, department heads can no longer hire potential employees at a higher range based on experience and qualifications. In order to have the ability to offer qualified employees a competitive wage, it is recommended to allow department heads the flexibility of offering up to a step E instead of C now that position ranges are eliminated. 3.15.035. - Step increases. The pay scale was extended to step P from step J to account for the removal of position ranges as well as incentive for longevity. 3.45.015. - Annual leave accrual rate. Current annual leave accrual rates cap out after 6 years of service. In order to incentivize retention for employees with years of service greater than 6 years (25% of our current employees), two new tiers of accrual are introduced: • EmpIoyees with 10-15 years of service - 25.275 hours per month of service or 303.3 hours per year. • Employees with 15 years of service or more - 28.925 hours per month of service or 347.1 hours per year. The SPEA voted and ratified the new compensation plan and annual leave schedule at their December 23, 2020 meeting. 011 INTENT: The intent of this action is to accept the annual leave accrual rates and amend City Code to reflect changes proposed by wage study. CONSISTENCY CHECKLIST: _ . 1. Comprehensive Plan (document source here): 2. Strategic Plan (document source here): 3. Other (list): ATTORNEY REVIEW: Yes X No FISCAL NOTE: Funding for the additional tiers of annual leave accrual were appropriated through RES 202I-004, so no additional appropriation is necessary. New annual leave accrual rates will be factored into future budgets. Estimated cost for 2020: $70,424. This amount was included in the total cost of implementation approved through RES 2021 004. Approved by Finance Department: RECOMAMNDATION: Council approve Resolution 2021- , amending City Code to reflect changes brought forth by the classification and compensation study conducted GovHR USA, LLC. Ord 2021-002 Kai Sponsored by: Regis Postponed: January 25, 2021 CITY OF SEWARD, ALASKA RESOLUTION 2021-013 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO AMEND THE PARTICIPATION AGREEMENT WITH THE STATE OF ALASKA PUBLIC EMPLOYEES RETIREMENT SYSTEM (PERS) TO INCLUDE THE CHIEF OF POLICE POSITION IN PARTICIPATION WHEREAS, on January 1,1979, the City entered into an agreement with the State of Alaska relating to the participation by the City in the Public Employees' Retirement System of Alaska (PERS); and WHEREAS, Seward City Council has amended the agreement ten times since the original agreement was approved for purposes of including or excluding specific classes of employees from participation in PERS; and WHEREAS, the Chief of Police position was previously excluded from participation when the 91h Amendment was approved via Resolution 2006-040, and the City now wishes to allow this position to participate; and WHEREAS, an amendment to the agreement requires a resolution by council, and this resolution represents the 1 lth Amendment to the agreement. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The Seward City Council hereby reinstates the position of Chief of Police of the City of Seward (Employer 182) to include participation in the Public Employees' Retirement System. Section 2. The city manager is hereby authorized to execute Participation Agreement Amendment No. 11 between the City of Seward and the State of Alaska, Department of Administration. Section 3. This resolution shall be retroactive to December 21, 2020. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8th day of February, 2021. Kea Agenda Statement Meeting Date: January 25, 2021 To: City Council Through: Norm Regis, Acting City Manager From: Sam Hickok, Acting Finance Director Agenda Item: Reinstatement of PERS coverage for the Chief of Police position BACKGROUND & USTIFICATION: The City of Seward entered into an agreement with the State of Alaska to cover eligible municipal employees in the Public Employees Retirement System ("PERS"), beginning January 1, 1979. Since that time, the Agreement has been amended ten times, to include or exclude specific classes of participants. The Chief of Police position was removed from PERS through Resolution 2006-040. The administration proposes to reinstate the position of Chief of Police into PERS. The former Chief of Police was hired under House Bill 242 that allowed a waiver for PERS retirees to re enter the workforce without accruing additional PERS benefits. The City has hired a Police Chief that was formerly in PERS and wishes to continue to be in PERS. This resolution will be retroactive to the employee's hire date so there will be no lapse in PERS contributions. INTENT: To authorize the Acting City Manager to take all steps necessary to execute an amendment to the Participation Agreement between the City of Seward and the State of Alaska, Department of Administration, to reinstate the position of Chief of Police into PERS. CONSISTENCY CHECKLIST: Comprehensive Plan (document solace here): Strategic Plan (document source here): 3. 1 Other (list): T v Yes 4 No , N/A FISCAL NOTE: There is no cost from the State of Alaska associated with adding a position into PERS. The 2020/2021 budget anticipated the possibility of adding the Chief of Police back into PERS, so contributions for this position are already included in the General Fund retirement account no. 01000-1210-6201. Approved by Finance Department: 33 ATTORNEY REVIEW: Yes No Not Applicable X_ RECONEWENDATION: Council approve Resolution 2021-013, reinstating PERS coverage for the Chief of Police position. 34 Wed 1,J27I2421 4:17 PM Sam Hickok RES 2021-013 Police Chief - PERS To Christy Terry; Tony Baclaan; 0 Sue McClure, Sharyl Seese, .) John Osenga; Liz DeMoss; > Ristine Casagranda Cc _> Norm Regis; Stephen Sowell; C Brenda Ballou Mayor & Council, am following up regarding the postponement of RES 2021-013. The 202_ hudoet ant.icayed he i,e-i'err ert of C-iief C emons. sc i. 'rduces -he PE`'S costs asacc!at2d .:'tl that pasitior, —he :ctal PEAS cost i-u. r.:le.l ir,.he ;ucge= .V . 021 i= $215,56v, of th s aircurt, $_9,535 's the aast- se-vire cost Of the crfr.nded ia�,i i.y 'ela-ed to t 7a- ccs'tior. This i_ t 7e airc in -hat ti e are regai-ed tc, pa ,. PERS ,�.-hether :he posiJor,',S ir,cl.aced 'n PERS c- no:. T-ie estir--13tec pa-;•c`f c" .1-is urfurded liaC"lity s `.C33. The remainder, $6,031 is the currert pv•t v-7 :I rest re ate:: tv} tl•e eirolcfree currently in the position. The previous Police Chief was caul-er=a.ed a =C1< n lien. of PERS contributions at a rate of 10% annual salary. If the Council wishesto expend -,nis offer ire ie.l c- PERS, t-ie ar-ival vost'v.oulc he $i0,531 plus .he recurred past - service cost of $19,535, for a natal & 1-iL.3l -etiremert -r)at cf' 36,,066, or $4,500 over L,Jget, regr.ir'ng an additional appropriation. lust a reminder that there is no additional cost to the State for adding a position back in to PERS. This is currently the only regular, year-round position not included in PERS. Please don't hesitate to contact me if you have any questions. Sam Hickok (907) 224-4064 Sponsored by: Corbridge CITY OF SEWARD, ALASKA RESOLUTION 200640 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AMENDING THE PARTICIPATION AGREEMENT WITH THE PUBLIC EMPLOYEES RETIREMENT SYSTEM (PERS), TO EXCLUDE SEASONAL EMPLOYEES AND THE CHIEF OF POLICE FROM PARTICIPATION WHEREAS, the City of Seward ("City") and the State of Alaska entered into an agreement ("Agreement") relating to participation by the City in the Public Employees' Retirement System of Alaska ("PERS"), beginning January 1, 1979; and WHEREAS, the Seward City Council has amended the Agreement eight times since the original agreement was approved, for the purpose of including or excluding specific classes of employees from participation in PERS; and WHEREAS, PERS audits have resulted in recommendations that the City specifically amend the Agreement with PERS to exclude from participation the City's seasonal employees as defined in Seward City Code 3.01.035(R), in order to clarify that the City has not and does not cover seasonal employees under the PERS program; and WHEREAS, the City further desires to exclude the position of Chief of Police from participation in PERS, based on the sunset provision of HB242 passed by the Alaska State Legislature in 2005; and WHEREAS, an amendment to the PERS Agreement requires a Resolution by Council, requesting specific modifications to the Agreement, and this Amendment represents the ninth Amendment to the Agreement. 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 (182) hereby excludes seasonal employees (as defined by SCC 3.01.035(R)) from participation in the Public Employees' Retirement System. Section 2. The City Council of the City of Seward (182) hereby excludes the position of Chief of Police from participation in the Public Employees' Retirement System. Section 3. The city manager of the City of Seward is authorized and directed to take any and all steps necessary to execute Participation Agreement Amendment No. 9 between the City of Seward, and the State of Alaska, Department of Administration. 1911 CITY OF SEWARD, ALASKA RESOLUTION 2006-40 1 Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 24th day of April, 2006. THE CITY OF SEWARD, ALASKA :��A 'a"'-,'/" - Vanta Shafer, Mayor AYES: Dunham, Valdatta, Lorenz, Schafer, Thomas, Bardarson, Shafer NOES: None ABSENT: None ABSTAIN: None ATTEST: Johavina hide City Clerk) AC17 4IoItstlAriy* *0�0 s a SEZw • i • r +�iSA •G��1 � �R�: S Ty • 1 37 Meeting Date Through: From: COUNCIL AGENDA STATEMENT April 24, 2006 Clark Corbridge, City Manager 61 k q-IV - 04 Kristin Erchinger, Finance Director Subject: Elimination of PERS coverage for seasonal em to ces and the Chief of Police position BACKGROUND & STIFICATIaN The City of Seward entered into an agreement with the State of Alaska to cover eligible municipal employees in the Public Employees Retirement System, beginning January 1,1979. Since that time, the Agreement has been amended nine times, to include or exclude specific classes of participants. The administration proposes to exclude two classes of employees from PERS coverage, seasonal employees and the position of Chief of Police. The City has never covered seasonal employees under PERS, but because the City's definition of seasonal employees is slightly different than the State's definition, we propose an amendment to explicitly state that seasonal employees as defined by Seward City Code, are explicitly excluded from coverage under PERS. We further recommend excluding the position of Chief of Police from PERS. The current Chief was hired under the State's rehired retiree program, approved in 2001 by House Bill 242 C'HB242" ). The provisions of HB242 are slated to sunset at the end of 2006. EB242 authorized an employment waiver for PERS retirees to re-enter the workforce without accruing additional PERS benefits, resulting in a cost savings to the City of not having to pay PERS contributions for this position. By excluding this position from participation in PERS, the City will not pay PERS contributions for this position, and the Chief will continue his employment unaffected by the sunset provision of HB242. CONSISTENCY CHECKLIST: 1. Comprehensive Plan 2. Strategic Plan 3. Other 4. Not applicable Yes No W4 FISCAL NOTE: This resolution will result in a savings to the City of $11,700 from the 2006 Budget. The City does not currently pay PERS contributions on behalf of seasonal employees or the Chief of Police position. However, if the City does not exclude the Chief of Police position from coverage, the City will pay PERS contributions on beh f of this position, of approximately $11,700 per year. Approved by Finance Department RECOMMLNDATION: Council approve Resolution 2006-1 excluding seasonal employees and the Chief of Police from participation in the Public Employees Retirement System, and execute PERS Amendment 9. 38 i "1 Sponsored by: Regis Postponed: January 25, 2021 CITY OF SEWARD, ALASKA RESOLUTION 2021-015 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH ELECTRIC POWER SYSTEMS, INC. TO REPAIR AND UPGRADE THE CONTROL SYSTEM FOR GENERATOR #3 IN THE AMOUNT OF $258,778, PLUS TEN PERCENT CONTINGENCY OF $25,878, FOR A TOTAL NOT -TO -EXCEED $284,656, AND APPROPRIATING FUNDS WHEREAS, the City of Seward owns a backup generation facility comprised of six Electro-Motive Diesel (EMD) generators which require specialized knowledge, equipment, and expertise to maintain, upgrade, and repair; and WHEREAS, the primary goal of the backup generation facility at the Fort Raymond substation is for the generator to be ready to provide power to the Seward Electric Service Area if or when the transmission line to Seward is severed; and WHEREAS, another goal of the City is to maintain the backup generation plant to a specific standard that allows the generators to run from a black -start status at a moment's notice when needed; and WHEREAS, the current control system for Generator 93 has served its useful life and is no longer supported by industry manufacturers for replacement parts; and WHEREAS, Electric Power Systems, Inc. (EPS) installed the current control systems and has exclusive engineering knowledge of the Fort Raymond backup generation facilities. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The city manager is hereby authorized to enter into an agreement with Electric Power Systems, Inc. in the amount of $258,778, as attached herein. Section 2. The purchase order may be increased by an additional amount not -to -exceed $25,878, reflecting a contingency allowance of 10%, at the discretion of the city manager. Section 3. This purchase adheres to SCC § 6.10.120.8 for purchasing. Section 4. Funding in the amount of $284,656 is hereby appropriated from Electric Fund reserves account no. 15000-0000-3400 to capital equipment account no. 15000-3003-8103. 39 CITY OF SEWARD, ALASKA RESOLUTION 2021-015 Section 5. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 81n day of February, 2021. AYES: NOES: ABSENT: ABSTAIN: ATTEST: Brenda J. Ballou, MMC City Clerk (City Seal) THE CITY OF SEWARD, ALASKA Christy Terry, Mayor 40 Agenda Statement Meeting Date: January 25, 2021 To: City Council Through: Norm Regis, Acting City Manager From: Cory R. Borgeson, Interim Electric Department Director Agenda Item: Enter into an agreement with Electric Power Systems in an amount not -to -- exceed $284,656 to provide the engineering, programming and construction services to repair and upgrade the control system for generator #3 BACKGROUND & JUSTIFICATION: The City of Seward owns, operates and maintains a backup generation facility. This facility has six diesel fired EMD type generators. In 2010, the City upgraded the facility by adding two generators and building a generator building to house four generators. In 2016, two generators that were on site in arctic packs were moved into the generator building. This leaves two (generators 3 & 6) in an older building. Generator #6 was upgraded in 2020. The useful life of the control system for generator #3 has ended and must be upgraded. As part of this upgrade, generator #3 will be incorporated into SCADA (Supervisory Control and Data Acquisition) for monitoring and control. The specific deliverables are outlined in the proposal as attached. This gives the City multiple starting options in the event of a blackout. Another added benefit of upgrading the controls is that the Electric Department will have the ability to run the generator in Isoch status which will save on fuel costs. Electric Power Systems, Inc. (EPS) was chosen to perform this work due to their familiarity with the plant. This familiarity relates to a savings in time costs. Sole sourcing this type of work is allowed under Seward City Code section 6.10.120.A.8 To the purchase of professional services. INTENT: To authorize the City Manager to approve a purchase order with Electric Power Systems, Inc. (EPS) in the amount of $258,778 plus a contingency of $25,878 for design and engineering of the repair and upgrade for generator #3 control system. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan Comprehensive Plan ( L 3, 3. 7. 3. 1, 3. 7.3. 2) 1. Continue to upgrade and expand utilities to meet existing needs and X encourage future development. 2 Strategic Plan: The mission of the City of Seward government is to provide quality leadership and economic wellbeing of its citizens X 41 L-3] Other (list): X FISCAL NOTE: A not -to -exceed amount of $284,656 will be appropriated from Electric Fund reserves to capital equipment account no. 15000-3003-8103 for the repair and upgrade of generator #3. Approved by Finance Department: ATTORNEY REVIEW: Yes No RECOMMENDATION: Council approve Resolution 2021-0 5, authorizing the City Manager to approve a purchase order to EPS for engineering and deliverables of the upgraded controls and system drawings for generator #3 in the amount of $258,778 with a 10% contingency of $25,878 and appropriating funds. 42 BOYD, CHANDLER, FALCONER & MUNSON, LLP ATTORNEYS AT LAW SUITE 302 911 WEST EIGHTH AVENUE ANCHORAGE, ALASKA 99501 TELEPHONE: (907) 272-8401 FACSIMILE: (907) 274-3698 bcf@bcfaklaw.com MEMORANDUM TO: Rob Montgomery Utility Director FROM: Brooks W. Chandler, City Attorney RE: Eligibility of Company Partially Owned by City Representative on Railbelt Reliability Council to Contract with City DATE: February 2, 2021 You asked whether a company partially owned by a person who is volunteering to serve as the City of Seward's representative on the recently created Railbelt Reliability Council can contract with the City of Seward. Based on our review of the City Charter and Municipal Code we have concluded the answer is YES. The reasons for this conclusion are discussed in greater detail below. FACTS In 2020, the Alaska Legislature enacted SB 123. SB 123 authorized the creation of "electric reliability organizations" and required all electric utilities operating "in an interconnected electric energy transmission network served by an electric reliability organization" to "participate" in the organization'. A reliability organization is supposed to operate "independently" of each individual utility participating and is to be governed by a board of directors composed of a "combination" of "balanced stakeholders" and "independent" board members. The new law takes effect in July of 2021 2. In December of 2019, most likely in anticipation of the adoption of SB 123, "Railbelt Utilities" signed a memorandum of understanding ("MOU") "to proceed with the creation of the Railbelt Reliability Council (RRC) ,4. As required by SB 123, the RRC will be an "independent" entity not a component of any of the member utilities. The MOU sets forth the anticipated governing ' SB 123, Sec. 21 (to be codified as AS 42.05.760(A)). 2 SB 123, Sec. 24 (setting effective date of section 21). 3 Homer Electric, ML&P (since acquired by Chugach Electric), Matanuska Electric, Golden Valley and the City of Seward electric utility. 4 MOU para. 2. 'MOU para. 5(E). 43 Contracting Eligibility Memorandum February 2, 2021 Page 2 structure of the RRC6. That structure envisions a 13-person governing board. The board is to be is made up of one representative from each of the participating railbelt utilities? plus 6 "stakeholder" representatives, including two so-called "non-affiliated members" "with knowledge of utility operations and planning functions, but not associated with any Railbelt electricity -producing or delivering entity". The MOU required Seward to appoint a representative8. The acting electric utility director appointed David Burlingame as the City's representative. He accepted appointment as Seward's representative and agreed to serve as a volunteer. He does not bill the City for time spent representing the City on the RRC. Dave Burlingame is a licensed electrical engineer. He is the president of Energy Power Systems, Inc. ("EPS"). EPS is an Alaskan corporation. EPS filings with the State of Alaska Department of Commerce show that another corporation called Engineered Solutions, Inc. ("ESI") owns 100% of EPS shares. Mr. Burlingame owns 36% of ES19. EPS recently submitted a proposal to the City of Seward to design and install upgraded controls for one of the City's diesel generators. LAW A. Seward City Charter Chapter 12.4 of the City Charter states: The council shall provide in the Code the procedure whereby an officer or employ of the city, who intends to have business dealings with the city whereby he may derive any income or benefits other than such as provided as remuneration of his official duties or the duties of his employment, shall file with the city clerk a statement, under oath, setting forth the nature of such business dealings and his interest therein, not less than ten days before the date when action may be taken by the council or any other officer or agency of the city upon the matter involved. The "officers" of the City of Seward are identified in Section 2.1 of the charter. These are the mayor, city council, city manager, city clerk, city attorney and "administrative officers". 6 Pursuant to SB 123 the RRC will not become "official" until it is certificated by the Regulatory Commission of Alaska ("RCA"). Certification presumably cannot occur until after July of 2021. Given the standard pace of RCA action most likely not until sometime in 2022. MOU para. 7(A). As of December 2019, this consisted of 6 utilities. Now it consists of 5 utilities. 'MOU para. 7(E). 9 Dec. 2020 Biennial Report of ESI. 44 Contracting Eligibility Memorandum February 2, 2021 Page 3 Section 2.5 of the charter states "The compensation of all other permanent officers [other than the officers specifically called out in Section 2.1] shall be in accordance with any position classification and pay plan of the city." B. Seward Municipal Code Section 2.01.020(a) references "municipal officers" and adds planning and zoning commissioner and hospital board members to the officers specifically identified in the charter. "Employee" is not specifically defined in Title 3. The definitional section does reference "emergency", "exempt", "full-time", "on -call", "part time", "probationary", "regular", "seasonal" "temporary", and "term" employees 10 The City Code does not contain any "procedure" for a city officer or employee who intends to do business with the city to file the statement under oath contemplated by Section 12.4 of the charter. The Code does contain a conflict of interest provision. Section 2.10.035(d) states "[a] municipal employee or official, other than a member of the city council, may not participate in an official action in which the employee or official has a substantial financial interest". ANALYSIS Mr. Burlingame is neither an "officer" nor an "employee" of the City of Seward as those terms are used in Section 12.4 of the Charter or SCC 2.10.035(d). He is a volunteer. Section 2.5 of the Charter shows a clear intent that "officers" as used in the Charter are intended to be paid. "Officers" do not include volunteers. Like any other volunteer who provides a service to city residents without compensation, Mr. Burlingame may have "business dealings" with the City without filing the statement referenced in Article 12.4 of the Charter. Since Mr. Burlingame himself could have "business dealings" with the City without filing a statement in advance, a company in which he has a 36% ownership interest may also have "business dealings" with the City without filing an advance statement under oath describing the nature of those business dealings. Similarly, the conflict of interest code provision is not applicable to volunteers just employees or officials. Even if this section was applicable, Mr. Burlingame will not "participate" in the "official action" of awarding a contract to EPS. He may have participated in preparation of the EPS proposal but that is an EPS action not an "official action" of the City of Seward. io SCC 3.01.035. W Contracting Eligibility Memorandum February 2, 2021 Page 4 And even if a volunteer city representative to the RRC was considered a city "official", the Charter clearly contemplates a procedure by which city officials may do business with the City. That the City Council has yet to adopt an ordinance establishing the procedure required by the Charter cannot operate as a complete bar to city officials or employees having business dealings with the City. RECOMMENDATION The City Council should adopt an ordinance establishing the procedure for city employees and officials to do business with the City as required by Section 12.4 of the Charter. That ordinance could be included as part of the recodification project or added to the draft ethics ordinance currently being considered by the City Council. Let me know if there are any questions regarding this opinion. «. ektrk Power Systems OansulVng Eripneers -ma December 9, 2020 City of Seward 410 Adams St. P.O. Box 167 Seward, AK 99664 Attn: Cory Borgeson/James Unrein Subject: Fort Raymond Substation Generator 3 Control System Upgrade Mr. Borgeson/Mr. Unrein, Electric Power Systems Inc. (EPS) is pleased to present the City of Seward (COS) with a budgetary estimate to upgrade the control system on generator #3 at the old power plant building at Fort Raymond Substation. EPS received a request in November for the proposal due to issues with the unit and wanting the ability to remotely operate unit 3 like the other five units that were previously upgraded. To resolve these issues, it was requested to upgrade the governor, voltage regulator, engine control panel including the PLC, and add instrumentation similar to the other units that have been upgraded. The budgetary estimate for this upgrade is $284,655. EPS will provide stamped design drawings for the installation of the Woodward 2301 E governor, Basler DECS-250 voltage regulator, Woodward SPM synchronizer, EPM6000 digital meter, push buttons/lights/switches on the panel, engine instrumentation, PLC with remote 1/0, and network switch. A GE PACS RX3i controller will be installed for the engine controls, which will match the PLC's on the other generators. Because the new PLC's will be on the same platform, no new PLC software licenses will need to be purchased by COS. This project will require more design time for design drawings and installation because of the lack of existing drawings for the unit. The GE SR489 relay will be reused, and the generator breaker will not be replaced. A certified EMD technician will install a new actuator and MPU. Twelve new sensors to monitor temperatures and pressures on the engine will be installed similar to the other units. The power plant operator confirmed that there are half inch FNPT connection ports for the cylinder temperatures that are capped. This proposal does include adding thermocouples for the cylinder temperatures, but it is assumed the plugs can be easily removed and used (the unit was originally installed in the 70's or 80's). A generation engineer will be on -site for construction and commissioning of the new PLC and replace the PLC's with an electrician. A complete 1/0 checkout will be done, and operation of all instrumentation will be verified. EPS will provide signed and electronic as -built drawings upon completion of the commissioning. Generator #3 will not be available for operation during the construction, but the rest of the power plant will be fully operational. www.epsinc.com PHONE (907) 522-1953 13305 ARCTIC BLVD., SUITE 201, ANCHORAGE, ALASKA 995031 FAX (907) 522-1182 PHONE (907) 789-2474 12213 JORDAN AVE, JUNEAU, ALASKA 99801 1 FAX (907) 789-4939 PHONE (425) 883-2833 1 4020 148th AVE. N.E., SUITE C, REDMOND, WASHINGTON 980521 FAX (425) 883-8492 Afl The existing Wonderware Intouch HMI application will be updated for generator 3. EPS estimates the installation and commissioning will be approximately two and a half weeks. During the initial week, an electrician, a mechanic, and an electrical engineer will work to install all of the instruments and hardware. Two SCADA integrators will be on -site for commissioning after the first week. Gen #3 Controls/PLC Upgrade Item Description Cost 1 Engineering/Design $32,412 2 Drafting and/or AutoCAD Conversion $6,390 3 PLC programming/testing of generator $10,416 4 HMI programming for new screens/tags $7,140 5 Project management/Procurement/O&M $13,788 6 PLC and Communication Hardware $12,255 7 Electrician & Engineer Installation/Commissioning and Expenses $56,638 8 PLC/HMI Travel/Installation/Commissioning and Expenses $31,944 9 Post Commissioning PLC/HMI Programming Updates/Tuning (remote) $1,488 10 Engine Sensor installation $13,968 11 Governor upgrade (Subcontractor) incl. Actuator & MPU hardware $22,500 12 Elec Parts, 2301E, DECS-250, SPM, Miscellaneous $24,840 13 Installation of Cylinder Thermocouples $25,000 Subtotal $258,778 10% Contingency $25,878 Subtotal $284,655 This estimate is valid for 90 days. This estimate will not be exceeded without client's approval. EPS can begin the purchasing process immediately upon a notice to proceed. If you need any additional information, please call me at (907) 646-5146 or email me at rabe@epsinc.com. Sincerely, Ryota Abe SCADA Group Manager www.epsinc.com PHONE (907) 522-1953 13305 ARCTIC BLVD., SUITE 201, ANCHORAGE, ALASKA 995031 FAX (907) 522-1182 PHONE (907) 789-2474 12213 JORDAN AVE, JUNEAU, ALASKA 99801 1 FAX (907) 789-4939 PHONE (425) 883-2833 1 4020 148th AVE. N.E., SUITE C, REDMOND, WASHINGTON 980521 FAX (425) 883-8492 48 Type Name Legal Name ELECTRIC POWER SYSTEMS INC. Entity Type: Business Corporation Entity #: 58731 D Status: Good Standing AK Farmed Date: 701996 DuratlonlExpiration: Perpetual Home State: ALASKA Next Biennial Report Due: 1/2/2022 Entity Mailing Address: 3305 ARTIC BLVD STE 201, ANCHORAGE, AK 99503 Entity Physical Address: 3305 ARTIC BLVD STE 201, ANCHORAGE, AK 99503 Registered Agent Agent game: David Burlingame Registered Mailing Address: 3305 ARTIC BLVD STE 201, ANCHORAGE, AK 99503 Registered Physical Address: 3305 ARTIC BLVD STE 201, ANCHORAGE, AK 99503 Officials AK Entity # Name Benjamin Miebs David Burlingame Engineered SoUions Group, Inc Jacob Porneranz Jasmine Chambers Jason Rowland Timothe Conrad Titles Director, Vice President Director, President Shareholder Director, Vice President Director, Secretary 49 Director, Vice President Director, Treasurer Former Owned 100.00 Railbelt Reliability Council Implementation Committee - Meeting August 24, 2020 Final Minutes (approved by IC 8/3112020) 1. Roll -call The meeting was head via Zoom, was called to order at 1:00ish pm, and was chaired by 1E. Primary Alternate Organization Brian Hickey (BH) Y Russell Thorton (RT) n Chugach Electric Association John Burns (JB) Y Nathan Minnema (NM) Y Golden Malley Electric Association Rick Baldwin (RB) Y Dan Chay (DEC) n Homer Electric Association Julie Estey (JE) Y Ed Jenkins (EJ) n Matanuska Electric Association Jeff Warner (JWR) Y Anna Henderson (AH) n Anchorage Municipal Light and Power Dave Burlingame (DB) Y Scott Meszaros (SM) Y City of Seward Dirk Warren (KW) Y Curtis Thayer (C-T) n Alaska Energy Authority Jeff Waller (J R_) Y Janet Fairchild -Hamilton (JFH) n Regulatory Affairs and Public Advocacy Bob Pickett 13P) Y Antony Sett (AS) Y Regulatory Commission of Alaska Suzanne Settle (SS) Y Sam, Dennis (SD) Y Cook Inlet Regional Inc_ Joel Groves (JG) Y Mike Craft (MC) n Alaska Environmental Power, LLC Veri di 5uvero (VDS) Y Enei Begaye (EB) n Alaska Public Interest Research Croup Chris Rose (CR) Y Greg Stiegel (G5) gn Y Renewable Energy Alaska Project Jerry Rust (J R) Y Frank Afranji (FA) n Northwest Power Pool Y; Attending n: Not attending Sponsored by: Regis CITY OF SEWARD, ALASKA RESOLUTION 2021-017 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, APPROVING THE CITY OF SEWARD'S 2020 MULTI - JURISDICTIONAL HAZARD MITIGATION PLAN WHEREAS, the Federal Emergency Management Agency (FEMA) requires that all communities submit Hazard Mitigation Plans to the state offices in order to be eligible for any FEMA funding in disasters; and WHEREAS, in 2010, the City's Hazard Mitigation Plan was part of the Kenai Peninsula Borough's multi jurisdictional local plan which provided eligibility to Robert T. Stafford Disaster Relief and Emergency Assistance Act grant funding through July 14, 2016; and WHEREAS, in 2015, the City of Seward was not included as an annex section of the Kenai Peninsula Borough's Hazard Migration Plan, and did not submit an updated plan to FEMA; and WHEREAS, the State of Alaska secured grant funding and contracted AECOM to assist in updating the "City of Seward and Qutekcak Native Tribe Alaska Multi -Jurisdictional Hazard Mitigation Plan" to be approved by the State of Alaska and FEMA; and WHEREAS, after a lengthy process, the update has been completed and approved through the State of Alaska Division of Homeland Security and Emergency Management, and upon approval from Seward City Council by this resolution, will be approved by FEMA. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The Seward City Council hereby approves the 2020 City of Seward and Qutekcak Native Tribe Alaska Multi -Jurisdictional Hazard Mitigation Plan. Section 2. Recognition of eligibility for Robert T. Stafford Disaster Relief and Emergency Assistance Act Hazard Mitigation Project Grants (HMGP) requires a current plan that is State and FEMA approved to be in place. Section 4. This resolution shall take effect immediately upon adoption. PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 8th day of February, 2021. A Agenda Statement Meeting Date: February S, 2021 To: City Council Through: City Manager, Norm Regis From: Fire Chief, Clinton Crites Agenda Item: To approve revisions to the City of Seward multi -jurisdictional hazard mitigation plan as submitted through the State of Alaska Division of Homeland Security and Emergency Management and approved by Federal Emergency Management Agency (FEMA) pending adoption by the City of Seward BACKGROUND & JUSTIFICATION: Current Hazard Mitigation Plans are required by Federal Emergency Management Agency (FEMA) for communities to be eligible for the Robert T. Stafford Disaster Relief and Emergency Assistance Act's Hazard Mitigation Project Grants (HMGP). The last approved Hazard Mitigation Plan the City of Seward adopted, was an Annex of the Kenai Peninsula Borough Plan of 2010. The City of Seward was not included when the Borough updated their plan in 2015. As a result, the City has been out of compliance. The State of Alaska Department of Homeland Security and Emergency Management received grant funding via Pre -- Disaster Mitigation funding in 2015 to contract AECOM to assist in updating the Hazard Mitigation Plan for Seward to maintain eligibility for Federal Disaster Funding. After a successful and lengthy collaborative effort, the Seward Multi -Jurisdictional Hazard Mitigation Plan has been completed and approved, through the State of Alaska Department of Homeland Security and Emergency Management. FEMA will approve this plan after it has been adopted by the City of Seward. This hazard mitigation plan should be used for guidance as new hazards are identified and when new projects occur. To provide the most current information and remain eligible for FEMA mitigation project grants, communities must update their Hazard Mitigation Plan every five years and submit this updated plan to the FEMA via the State of Alaska DHS and EM office. : To update the Seward Multi -Jurisdictional Hazard Mitigation PIan. CONSISTENCY CHECKLIST: I Yes I No I NIA Comprehensive Plan (dociunent source here):2030 Comprehensive Plan page 12, 1.3.2 Land Use, adopted All Hazard Mitigation Plan 2010 Page 17 2.2.9 Public Safety Review, update and support Hazard FX tion Plan 2. 1 Strategic Plan (document source here): I I x Other (list): Federal Emergency Management Agency (FEMA )44 CFR 3 Part 201.6 required elements in the Plan. Plan is required for disaster funding using the Robert T. Stafford Disaster Relief and Emergency X Assistance Act's Hazard Mitigation Grants. FISCAL NOTE: Preparation of this plan was paid by Alaska Department of Homeland Security and Emergency Management with grant funds via Pre -Disaster Mitigation (PDM) funding 2016. No cost to the City. Approved by Finance Department: ATTORNEY REVIEW: Yes No Not Applicable RECOMMENDATION: For Seward City Council to approve revisions to the City of Seward Multi - Jurisdictional Hazard Mitigation Plan as submitted through the State of Alaska Department of Homeland Security and Emergency Management and approved by Federal Emergency Management Agency (FEMA) pending adoption by the City of Seward. Res 2021-017 53 Memorandum Date: February 8, 2021 From: Brenda Ballou, City Clerk RE: City of Seward's Hazard Mitigation Plan Mayor & Council, As you consider Resolution 2021-017, approving the City of Seward's Multi -Jurisdictional Hazard Mitigation Plan, I want to draw your attention to the fact that the plan is not included in the agenda packet for tonight's council meeting due to its large size. The plan is 336 pages long and has been uploaded to the city's website on the Fire Department's page (scroll to the bottom) for everyone to access at showpublisheddocument (cityofseward.us) Once approved by council, the plan will be updated with any amendments that may come forward, and will continue to live on the city website on the Fire Department's page. 54 Sponsored by: Regis CITY OF SEWARD, ALASKA RESOLUTION 2021-018 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH ELECTRIC POWER SYSTEMS TO PROCURE, CONFIGURE, AND INSTALL TWO NEW SCADA SERVERS TO REPLACE EXISTING SERVERS AT THE FT. RAYMOND POWER PLANT, TO INCLUDE CAPACITOR BANK GRAPHICS WHICH MIMIC THE EQUIPMENT AT FT. RAYMOND AND A CABINET TO HOUSE THE SERVERS, IN THE AMOUNT OF $53,479, AND APPROPRIATING FUNDS WHEREAS, the servers at the Ft. Raymond generator power plant were originally installed in 2010, and updates to the software and RAM memory were completed in 2015; and WHEREAS, it is recommended by Electric Power Systems (EPS) to upgrade the server hardware, operating systems and SCADA software due to the age of the servers; and WHEREAS, both servers will run Windows Server 2016 with current versions of Wonderware Intouch, Kepware KEPServerEx, Canary Labs Trending, and Historian; and WHEREAS, in addition, one server will be installed with a virtual machine (VM) of Windows 10 with the current version of Proficy Machine Edition for the PLC and Microsoft Office software; and WHEREAS, a SCADA engineer from Anchorage will travel to Seward to oversee the installation of the servers, copy historical files to the new servers, and verify the operation of all human -machine interfaces throughout the power plant. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is hereby authorized to enter into an agreement with Electric Power Systems in the amount of $53,478 for Ft. Raymond power plant server upgrades. Section 2. Funding in the amount of $53,478 is hereby appropriated from Electric Fund reserves account no. 15000-0000-3400 to capital equipment account no. 15000-3002-8103. Section 3. This purchase follows section SCC § 6.10.120.8 of Seward City Code for purchasing professional services. Section 4. This resolution shall take effect immediately upon adoption. 611 Agenda Statement Meeting Date: February 8, 2021 To: City Council Through: Norm Regis, Acting City Manager From: Rob Montgomery, Utility Director, Electric Department Agenda Item: Enter into an agreement with Electric Power Systems in an amount not -to - exceed $53,478 to procure, configure and install two new SCADA servers to replace the existing servers at City of Seward's Fort Raymond Substation Power Plant. The amount includes $I,488 to add updated SCADA graphic capabilities to mimic Ft. Raymond's capacitor bank system and another $2,073 for a cabinet to house the server. BACKGROUND & USTIFICATION: The City of Seward owns, operates and maintains a backup generation facility. This facility has six diesel fired EMD type generators. The computer servers that provide the SCADA controls system for the power plant are I 1 years old with the last software update done in 20I5. While the existing servers are still operational and have only had a few minor issues over the last few years, it is important to upgrade the server hardware, operating systems, and SCADA software due to the age of the servers. The servers currently sit inside of the Dial House and have been subject to dust and other conditions that are not optimal for server operations. The servers are still running older versions of Microsoft operating systems. The replacement servers will be procured and configured by EPS in Anchorage. The new servers will run Windows Server 2016 with current versions of Wonderware Intouch, Kepware KEPServerEX, Canary Labs Trending, and Historian. One server will also be installed with a virtual machine (VM) of Windows 10 with the current version of Proficy Machine Edition for the PLC and Microsoft Office software. A SCADA engineer will travel to Seward from Anchorage to install, copy historical files to the new servers, and verify operation of all the human machine interfaces (HMI's) throughout the power plant. The new servers will initially run in parallel with the existing servers so that power plant operations are not affected. It is assumed that the SCADA engineer will be on the site for two full days. 611 INTENT: To authorize the City Manager to approve a purchase order with Electric Power Systems (EPS) in the amount of $53,478 to procure, configure and install two new SCADA servers to replace the existing servers at City of Seward's Fort Raymond Substation Power Plant CONSISTENCY CHECKLIST: Yes I No I N/A T- Comprehensive Plan Comprehensive Plan ( 1. 3, 3. 7. 3. 1, 3. 7.3. 2) 1. Continue to upgrade and expand utilities to meet existing needs and FX encourage future development. 2 Strategic Plan: The mission of the City of Seward government is to X provide quality leadership and economic wellbeing of its citizens 3. 1 Other (list): I I X FISCAL NOTE: A not -to -exceed amount of $53,478 will be appropriated from reserves to fund this purchase. Approved by Finance Department:..' ATTORNEY REVIEW: Yes No RECOMMENDATION: Council approve Resolution 2021 , authorizing the City Manager to approve a purchase order for $53,478. to procure, configure and install two new SCADA servers to replace the existing servers at City of Seward's Fort Raymond Substation Power Plant. Included in the requested amount is $1,488 to add updated SCADA graphics software to mimic Ft. Raymond's capacitor bank system and another $2,073 for a cabinet to house the server. 61VA P_lectrit Purer_ ystems Consulting Engineers January 25, 2021 City of Seward Attn: Cory Borgeson/James Unrein 410 Adams St. P.O. Box 167 Seward, AK 99664 Subject: Fort Raymond Substation Power Plant SCADA Server Upgrade Mr. Borgeson/Mr. Unrein, The following is an estimate from Electric Power Systems Inc. (EPS) to procure, configure and install two new SCADA servers to replace the existing servers at City of Seward's Fort Raymond Substation Power Plant. The total estimate for the project is $53,478. The servers were originally installed in 2010. The software was updated in 2015 during the generator #4 and #5 upgrade project, and the RAM memory was upgraded on both servers. But the rest of the server hardware was not upgraded. While the existing servers are still operational and have only had a few minor issues over the last few years, it is recommended to upgrade the server hardware, operating systems, and SCADA software due to the age of the servers. The servers are still running older versions of Microsoft operating systems. The replacement servers will be procured and configured by EPS in Anchorage. The new servers will be rack mount servers with Windows Server 2016 with current versions of Wonderware Intouch, Kepware KEPServerEX, and Canary Labs Trending and Historian. One server will also be installed with a virtual machine (VM) of Windows 10 with the current version of Profcy Machine Edition for the PLC software and Microsoft Office. A Tripp Lite 24U floor enclosure server cabinet will be provided for the servers. The enclosure includes built-in fans and filters to provide better cooling and protection from dust. A SCADA engineer will travel to Seward from Anchorage for installation, copy historical files to the new servers and verify operation of all of the human machine interfaces (HMI's) throughout the power plant. The new servers will initially run in parallel with the existing servers so that power plant operations are not affected. It is assumed that the SCADA engineer will be on the site for two full days. EPS Scope of Work Procure and configure two new Dell PowerEdge R440 rack Windows servers with RAID 1 redundant hard drives with the following software: o Server 1 ■ One VM with Windows Server 2016 with three Terminal Services user CAL's (for SCADA software) ■ One VM with Windows Server 2016 with one Terminal Services user CAL's (for wwaepsinc.com PHONE (907) 522-1953 13305 ARCTIC BLVD., SUITE 201, ANCHORAGE, ALASKA 995031 FAX (907) 522-1182 PHONE (907) 789-2474 12213 JORDAN AVE, JUNEAU, ALASKA 99801 I FAX (907) 789-4939 PHONE (425) 883-2833 14020 148th AVE. N.E., SUITE C, REDMOND, WASHINGTON 980621 FAX (425) 883-8492 58 domain controller) • Wonderware InTouch version 2017 with two sessions (two year software support) a Kepware KEPServer for GE Suite and DNP Suite (one year software support) • Canary Labs Trending/Historian (600 tags and 3 simultaneous users) Server 2 ® One VM with Windows Server 2016 with three Terminal Services user CAL's (for SCADA software) • One VM with Windows Server 2016 with one Terminal Services user CAL's (for domain controller) ■ Wonderware 1nTouch version 2017 with two sessions (two year software support) ® Kepware KEPServer for GE Suite and DNP Suite (one year software support) ® Canary Labs Trending/Historian (600 tags and 3 simultaneous users o One VM with Windows 10 with MS Office and Proficy Machine Edition for PLC programming software o Procure and install Tripp Lite 24U Industrial Rack Floor Enclosure Server Cabinet with built-in fans for cooling and filters for protection from dust. • Update Fort Raymond Substation Power Plant SCADA programs to current versions and test in the office. * One SCADA engineer from Anchorage to Seward for installation of servers (26 hours total including travel time) Provide remote phone support after installation make any adjustments as needed (8 hours included in total price) Power Plant SCADA Server Upgrade Item Description Cost 1 Software/Server Hardware $35,611 2 Server Configuration (in office) $10,551 3 Travel/Installation $6,145 4 1 Post -installation Remote Support (in office) $1,170 Total $53,478 Customer Scope of Work: 1. Provide onsite assistance to install new SCADA servers. 2. Provide access to servers. 3. Disposal of older servers. This estimate is provided on a Time and Materials basis and is subject to change after 30 days. Items not specifically listed in the proposal are out of scope and may increase the cost of the proposal. This estimate will not be exceeded without the approval of the client. If you have questions or need any additional information, please call me at (907) 646-5146 or email me at www.epsinc.com PHONE (907) 522-1953 13305 ARCTIC BLVD., SUITE 201, ANCHORAGE, ALASKA 99503 1 FAX (907) 522-1182 PHONE (907) 789-2474 12213 JORDAN AVE, JUNEAU, ALASKA 998011 FAX (907) 789-4939 PHONE (425) 883-2833 14020 148th AVE. N.E., SUITE C. REDMOND, WASHINGTON 980521 FAX (425) 883-8492 59 rabe@epsinc.com. Sincerely, Ryota Abe SCADA Group Manager www.epsinc.com PHONE (907) 522-1953 1 3305 ARCTIC BLVD., SUITE 201, ANCHORAGE, ALASKA 99503 1 FAX (907) 522-1182 PHONE (907) 789-2474 12213 JORDAN AVE, JUNEAU, ALASKA 998011 FAX (907) 789-4939 PHONE (425) 883-2833 1 4020 148th AVE. N.E., SUITE C, REDMOND, WASHINGTON 98052 1 FAX (425) 883-8492 60 SmartRack 24U Standard -Depth Rack Enclosure Cabinet for Harsh Environments MODEL NUMBER: SR24UBFFD Ideal storage for sensitive rack -mounted equipment that needs extra protection from harsh conditions. Perfect for factories, construction �.,rc_as, warehouses and other areas high in moisture, dust and debris. Fully compliant with IP54 stand_ --us Description The SR24UBFFD SmartRack 24U Standard -Depth Rack Enclosure Cabinet is ideal for storing sensitive 19-inch rack equipment in factories, power stations, water treatment plants, construction areas, shipping facilities, warehouses, transport hubs and other working environments high in moisture, dust and debris. Constructed from heavy-duty steel in a durable black powder -coat finish, the SR24UBFFD supports a maximum load capacity of 1000 Ibs (453.6 kgs). The louvered front door and built-in dust fifters prevent drips, splashes and airborne contaminants from getting inside the enclosure. You can replace the filters with standard 20 x 24 x 1-inch furnace filters. Eight high-performance fans are built into the door to pull air through the enclosure and keep your equipment cool. Dust- and drip -resistant top and bottom ports allow easy cable routing through the enclosure. To ensure your valuable equipment stays secure, the reversible front and rear doors and removable side panels lock tight. The SR24UBFFD comes fully assembled and ready to use with removable casters and levelers for smooth deployment and placement. Installing equipment within the enclosure is easy with its square holes and numbered rack spaces. The front and rear vertical mounting rails adjust to accommodate equipment from 3 to 32.5 inches deep. Features Ideal for Physically Tough Working Environments • Perfect for factories, power stations, water treatment plants, construction areas, shipping facilities, Highlights • Supports a maximum load capacity of 1000 Ibs (453.6 kgs) • 8 high-performance fans keep equipment cool • Built-in dust filters protect interior from airborne particles • Louvered door keeps out drips, splashes and falling debris • Adjustable mounting rails house equipment from 3 to 32.5 in. deep Package Includes • SR24UBFFD SmartRack 24U Standard -Depth Rack Enclosure Cabinet • (50) M6 cage nuts • (50) M6 screws • (50) Cup washers • (2) Removable/replaceable dust filters • (4) Casters • (4) Leveling feet • (1) C13 to NEMA 5-15 power cord, 10-ft. (3.05 m) • (2) Keys • Owner's manual 61 114 warehouses, transport hubs and other working environments high in moisture, dust and debris • Houses standard 19 in. rack equipment in 24U of space • Supports maximum load capacity of 1000 lb. Protects Against Harsh Conditions • 8 high-performance fans built into front door pull air through enclosure and cool equipment • Louvered front door blocks drips, splashes and falling debris from entering enclosure • Built-in dust filters keep out airborne contaminants • Filters can be removed and replaced with standard 20 x 24 x 1 in. furnace filters • Fans powered by detachable 10-ft. (3.05 m) AC cord with NEMA 5-15P plug Keeps Important Equipment Secure • Reversible doors and removable side panels lock tight • Convenient ports wk. -:ovable covers allow cable routing through top and bottom Easy Enclosure � , Z" ., • Ships fully assembled and reedy to use • Front and rear mounting rails accommodate equipment from 3 to 32.5 in. deep • Rails adjust easily —unscrew them, slide them to desired depth, and screw them back in • Rails support square -hole mounting • Rack spaces numbered for easy reference • Removable casters and levelers help with minor position adjustments and stabilization • Mounting hardware included Meets Payment Card Industry Standards • Provides physical equipment and media security required for PCI DSS (Payment Card Industry Data Security Standard) compliance Specifications OVERVIEW UPC Code 037332188786 Device Compatibility Patch Panel; Network Switch; UPS; Server Rack Type Enclosure INPUT Nominal Input Voltage(s) Supported 120V AC Nominal Input Voltage Description 120V 50160 Hz Input Plug Type NEMA 5-15P 62 2f4 Input Cord Length (ff.) 10 Input Cord Length (m) 3.05 PHYSICAL Color Black Factory Preset Rack Depth (in.) 10.42 Factory Preset Rack Depth (cm) 26.5 Factory Preset Rack Depth (mm) 265 Maximum Device Depth (cm) 82.55 Maximum Device Depth (in.) 32.5 Maximum Device Depth (mm) 826 Minimum Device Depth (cm) 7.62 Minimum Device Depth (in.) 3 Minimum Device Depth (mm) 76 Rack Height 24U Shipping Dimensions (hwd I cm) 130.35 x 63,50 x 100.51 Shipping Dimensions (hwd 1 in.) 51.32 x 25.00 x 39.57 Shipping Weight (kg) 110.00 Shipping Weight (tbs.) 242.50 Unit Dimensions (hwd 1 cm) 118.87 x 59.95 x 97.79 Unit Dimensions (hwd / in.) 46.8 x 23.6 x 38.5 Unit Weight (kg) 95.00 Unit Weight (lbs.) 209.43 Weight Capacity - Rolling (kg) 454 Weight Capacity - Rolling (lbs.) 1000 Weight Capacity - Stationary (kg) 454 Weight Capacity - Stationary (tbs.) 1000 Rack Depth Mid Number of Vertical Mounting Rails 4 SPECIAL FEATURES Grounding Lug Front and back door frames Built-in Cable Management Yes STANDARDS & COMPLIANCE Approvals EIA-310-E, IEC 60297-3-100, IP54 Protection Rating, RoHS 63 3/4 WARRANTY Product Warranty Period (Worldwide) 2-year limited warranty © 2021 Tripp Lite. Ali rights reserved. All product and company names are trademarks or registered trademarks of their respective holders. Use of them does not imply any affiliation with or endorsement by them. Tripp Lite has a policy of continuous improvement. Specifications are subject to change without notice. Tripp Lite uses primary and third -party agencies to test its products for compliance with standards. See a list of Tripp Lite's testing agencies: https:t/www.tripplite.com/ roductslproduct-certification-agencies 414 m M M o n a �a n w n ri i r o m d E� o in m u� u� o m a m m sn c o a w �n a V r Ni m N 0 w m W Y M N o m m W �D M M m W O M m •C O � U O U 3 3 Q, � a u'1 [7 O O N �➢ �➢ m N I, 7 m O p N cO W W c+i W M C] sWs}} fA dl f9 t+i 1fl N /fl W if] W /fl w :.6 ;a� {ry f7 y� N {/� e/) m mV! 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W 4 w d to co a o ~ iq t0 `n 6� 7 ° N c i O 5 C9 d V u) o y w o o ~ co j6 C U V p O C N ti w ° F V N V U O AY SS H tp U V ° H u°) u°) 4 Y N n a. lx N cf V (n 7 N W ) � C G N T u) J cn C 2 ul M 1 City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page CALL TO ORDER The January 25, 2021 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Christy Terry. OPENING CEREMONY Police Chief Alan Nickell led the Pledge of Allegiance to the flag. ROLL CALL There were present: Christy Terry presiding and Tony Baclaan (telephonically) Sharyl Seese (telephonically) Liz DeMoss comprising a quorum of the Council; and Stephen Sowell, Acting City Manager Brenda Ballou, City Clerk Excused — None Absent — None Sue McClure John Osenga Ristine Casagranda (telephonically; arrived 7:15 p. m) CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Carol Griswold had served on the Seward City Council Ad Hoc Airport Committee, and recalled providing council with recommendations; she asked council to amend the State legislative priorities to include a request of the Alaska Department of Transportation to repair and restore the existing Runway 1331 in order to accommodate larger aircraft and provide disaster response. Griswold also requested the Federal legislative priorities be amended to include an appropriation from the US Army Corps of Engineers to design and construct a flood damage control project to protect the airport. Becky Dunn was concerned about the condition of the Seward Highway, as well as the airport. Bruce Jaffa had sent a letter to the city about his concerns with the Seward airport. He had spoken with Representative Ben Carpenter about his concerns, as well. He suggested the city continue to reach out to legislators to ask for help. He didn't believe the state was living up to their responsibilities. City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page Walter Corrigan was a pilot who had been using the Seward Airport since 1993. He had never seen the airport so badly maintained as it had been this winter. He thought the state was shirking their responsibility, and encouraged council to exert whatever pressure they could on the state to improve the maintenance. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Baclaan/McClure) Approval of Agenda and Consent Agenda Terry removed the CARES Act Funding & Disbursement Report from the agenda. Baclaan removed Resolutions 2021-008, 2021-009, 2021-010, 2021-013, and 2021-016 from the consent agenda. DeMoss removed Resolution 2021-015 from the consent agenda. Motion Passed Unanimous The clerk read the following approved consent agenda items: Ordinance 2021-002, Amending Portions Of Seward City Code Chapter 3 - Personnel To Adjust The Pay Scale Cap And Annual Leave Accrual Rate As A Result Of The Classification And Compensation Study Conducted By GovHR USA, LLC. This ordinance was introduced and will come for public hearing and enactment on February 8, 2021. Resolution 2021-011, Requesting That Governor Dunleavy Direct The Alaska Department Of Transportation To Maintain The State -Owned Airport Located In Seward, Alaska In A Timely Manner To Ensure Safe Winter Operating Conditions. Resolution 2021-012, Authorizing The City Manager To Enter Into An Additional Five -Year Lease Agreement With Chugach Regional Resources Commission For The Operation Of The Alutiiq Pride Shellfish Hatchery. Resolution 2021-014, Supporting The Continued Development Of The Alaska Long Trail From Seward To Fairbanks. Approval of the December 14, 2020 City Council Special Meeting Minutes. Approval of the January 11, 2021 City Council Special Meeting Minutes. Approval of the January 11, 2021 City Council Regular Meeting Minutes. Non -objection to the renewal of liquor license 43230 — Restaurant/Eating Place for Apollo Restaurant. M-A City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards — None City Manager Report. Acting City Manager Stephen Sowell reported the following purchase orders between $5,000 and $30,000 had been approved by the City Manager since the last council meeting: $11,135 to Dude Solutions for the online business license and permitting portal; $8,950 to Municode for the recodification project; $5,365 for a display board replacement for the Fire Department; $8,975 for office furniture for the Police Department; $5,500 to Municode for online city code services; $14,196 to Seward Journal for the annual purchase order for city calendar; and, $5,840 for the Mary Lowell headstone replacement for the Parks & Recreation Department. Sowell said he and McClure were preparing for a rededication ceremony in June for the installation of the Mary Lowell monument headstone. Sowell apologized on behalf of the city for the original headstone going missing. Regarding the lack of support from the Alaska Department of Transportation (DOT) for the Seward Airport, Sowell said he and Acting City Manager Norm Regis would be having a meeting with the DOT next week. Interim Utility Manager Cory Borgeson was present tonight for his last council meeting; he was proud to have been part of the city's electric utility department. Borgeson reported that Seward had the lowest utility costs on the Railbelt. Borgeson encouraged council to invest in the staff and infrastructure going forward. Electric Utility Manager Rob Montgomery said the threshold for the demand meter program was recently lowered to 2,000 kilowatt hours; most of the meters had been changed out two years ago — there were 78 left to be done. The switch out would be completed within the next two weeks. In response to Baclaan regarding the inventory on hand of the demand meters, Montgomery said there were 128 meters on hand, and there might possibly be a few that would need to be ordered in, but Montgomery expected to have enough inventory on hand to complete the work. Baclaan thanked Borgeson for his hard work, and said the change in management had been noticeable since Borgeson came to Seward. Seese also thanked Borgeson for all the improvements he made in the department. Public Works Director Doug Schoessler said the water meter inventory project was continuing, but there were some businesses that were closed for the winter which would slow down the completion of the project. He had a meeting with the USACE today regarding the Lowell Canyon Tunnel project; it went well and the project was now moving to the next step. 68 City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page In response to Terry regarding the Lowell Point Sewage Lagoon, Schoessler said he had to wait until spring to have the rest of the repairs made because the drained portion of the lagoon needed to thaw out before the pipes could be repaired. Baclaan said there had been a lot of talk on social media about clearing Second Lake for ice skating, and he wondered what costs or controls would be necessary to make Second Lake accessible to the public. Parks & Recreation Director Tyler Florence said he would need one full-time employee, a parks maintenance worker. The lake would require ice thickness testing several times each week, as well as snow clearing, and Florence was most concerned with preventing winter drowning, as well as with providing consistent quality of service. In response to McClure, Florence gave an update on the ice rink at Forest Acres, saying the sheet liner and frame for the ice rink were on order and expected in two weeks. Florence said it was experimental and he wanted to test different configurations of the rink this winter. Terry thought Second Lake was only about 18 inches deep. DeMoss concurred, and said she had received a lot of letters requesting Second Lake be reopened for ice skating; she recalled the city attorney saying at the last council meeting that the lake had been closed due to liability issues, and tonight was hearing it was because of staffing issues, so she wanted to know what the actual issues were. Baclaan wondered, if the issue came down to staffing, what would be the difference between clearing an ice rink versus clearing Second Lake. In response, Florence said the ice rink would require less maintenance, would cost less than $1,000, and would eliminate the risk of drowning. Florence said seasonal staff workers turned over, and that was part of the challenge. Regarding the liability concerns, Florence said liability wasn't the main concern; his main concern was that the standard of care for Second Lake could not be maintained. Baclaan suggested perhaps having volunteers help maintain the ice. Casagranda expected to see a Request for Proposals (RFP) in the packet for a forensic audit; she thought council had provided very clear direction at the last council meeting. Sowell requested to have a work session with council to define the scope of the project; this was in response to the advice Sowell had received from the city's audit firm, which he had consulted. Sowell wanted to have a quality RFP that would address the concerns and issues, in order to have the best result possible. DeMoss also had the expectation that an RFP would have been released by now. She still would prefer to have the RFP go out and see what kind of responses they received. Sowell did not wish to delay the process, but wanted the RFP to be effective. By unanimous consent, council allowed administration to schedule a work session to review the RFP before releasing. Council scheduled two work session on February 8, 2021: first, to review and discuss the water sewer rate study starting at 5:00 p.m.; and, 2) review and discuss the RFP for a forensic audit immediately following. City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page Other Reports and Announcements Chamber of Commerce Report. Jason Bickling thanked the sponsors for the New Year's Eve fireworks show; he hoped this would become an annual event. Bickling thanked council for approving the second round of CARES Act funding. The 2021 destination guide was complete; distribution would be starting soon. McClure mentioned that there were many businesses who would have liked to contribute to the fireworks show. Demoss concurred. Bickling would note that for next year's event. Providence Seward Medical Center Year End Report. Robert Rang had been with Providence for two years; he still was amazed how many people didn't realize the hospital and long- term care facility were both city -owned. The majority of people who had come down with COVID had been treated locally; only a few had been sent to Anchorage. Providence had raised over $49,000 for the He Will Provide food bank. Providence would be hiring a security team for the hospital to protect the facility and staff. Of the 35 residents at Mountain Haven, none had gotten COVID; some staffers had, but not through the facility. Rang was excited about partnering with Anchorage Home Health because it meant they may start offering home health services in Seward. Two years in arow, Providence Seward had been profitable. Seward Community Health Center Year End Report. Craig Ambrosiani had been executive director for 3.5 years. He has developed a very supportive and collaborative relationship with Providence. The SCHC ended the year over $250,000 in the black. Vaccinations were underway, and were costly to the operation. Revenues continued to grow year over year; the SCHC would not receive any city funding from the city this year. Every three years there was an operational site visit from HRSA; the SCHC just had it and had performed well. They were currently in the process of improving internal processes to better prepare for incoming patients, including having paperwork completed, education prepared to deliver, and lab results in hand when the patient walked in for their appointment. Presentations — None PUBLIC HEARINGS Ordinances for Public Hearing and Enactment Ordinance 2021-001, Amending Portions Of Seward City Code Chapters 5.01 And Chapter 5.05 — Budget To Create A More Timely, Robust, And Publicly -Involved Budget Process. Motion (Baclaan/McClure) Enact Ordinance 2021-001 Terry sponsored this ordinance; she pointed out that the fiscal year was being updated to the current January 1, and the budget timeline would be more clearly defined. rill City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page Acting Finance Director Sam Hickok was pleased that this language would clear up the process, especially the capital improvements planning. Notice ofthe public hearing being posted and published as required by law was noted and the public hearing was opened. All comments were submitted in writing, unless otherwise noted. No one appeared and the public hearing was closed. Baclaan thanked Terry for bringing this forward. Seese was glad that this was getting cleaned up. Motion Passed Unanimous UNFINISHED BUSINESS Items Postponed from Previous Agenda Resolution 2021-006, Authorizing The City Manager To Enter Into A Consulting Services Contract With Cory Borgeson For Electric Management Services In An Amount Not To Exceed $37,500, And Appropriating Funds. This item was postponed from January 11, 2021. Motion to Amend (Terry/McClure) Amend Resolution 2021-006 by adopting the substitute resolution and contract. Borgeson said the resolution and contract had been cleaned up and clarified considerably. Casagranda stated that the whole amount of the contract did not have to be spent, only what was necessary. Motion to Amend Passed Motion to Amend (Baclaan/Terry) Motion to Amend Passed Motion to Amend (Baclaan/Terry) Unanimous Consent Amend Resolution 2021-006 in the contract under Item #3 so it reads, "...at an hourly rate of two hundred forty-five dollars ($245) per hour plus reimbursement of all actual expenses incurred, for a total of $750, a sum not to exceed: Thirty -Seven Thousand Five Hundred Dollars ($37,500) inclusive of all meeting/travel costs and miscellaneous expenses..." Unanimous Amend Resolution 2021-006 in the contract VA City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page Motion to Amend Passed Main Motion Passed under Item #1 (C) so it reads, "Complete work on Chugach National Forest transmission line permit renewal." Unanimous Unanimous Mayor appoint two Council Members to the Tabulation Team for the city clerk evaluation. This item was postponed from January 11, 2021. The Mayor appointed Terry and Baclaan to the Tabulation Team with no objection from council. NEW BUSINESS Resolutions Resolution 2021-008, Establishing The City Of Seward's Calendar Year 2021 City Legislative Priorities. Motion (Terry/Osenga) Motion to Amend (Baclaan/Terry) Motion to Amend Passed Motion to Amend (Baclaan/Terry) Motion to Amend Passed Main Motion Passed Approve Resolution 2021-008 Amend Resolution 2021-008 under Public Facilities & Infrastructure by adding the amount of $50,000 to "evaluate/assess site location for a new additional wastewater treatment facility." Yes: Seese, McClure, Casagranda, DeMoss, Baclaan, Terry No: Osenga Amend Resolution 2021-008 under Public Facilities & Infrastructure by changing the last bullet point to read, "$50,000 to evaluate/assess site location for a new or expanded wastewater treatment facility." Unanimous Unanimous Resolution 2021-009, Establishing The City Of Seward's Calendar Year 2021 State Legislative Priorities. V00 City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page Motion (Terry/DeMoss) Motion Passed Approve Resolution 2021-009 Unanimous Resolution 2021-010, Establishing The City Of Seward's Calendar Year 2021 Federal Legislative Priorities. Motion (Terry/McClure) Motion Passed Approve Resolution 2021-010 Unanimous Resolution 2021-013, Authorizing The City Manager To Amend The Participation Agreement With The State Of Alaska Public Employees Retirement System (PERS) To Include The Chief Of Police Position In Participation. Motion (Osenga/McClure) Approve Resolution 2021-013 Hickok said in 2006, the police chief position had been removed from PERS because the police chief was already a PERS retiree, but the new police chief wanted to be in PERS. There was a cost associated with keeping this position out of PERS, or otherwise finding an alternative retirement benefit for the new police chief. Baclaan didn't see a cost breakdown was for keeping this position out of PERS versus returning it to PERS. He also was curious if there was any alternative to PERS, like a 401K account. Motion to Postpone (Baclaan/Seese) Postpone Resolution 2021-013 to February 8, 2021. Baclaan thought there were concerns with the PERS structure and stability, and thought a cost -benefit analysis would be helpful. Perhaps there was an alternative retirement opportunity that was less expensive or less of a liability to the city than PERS. Hickok apologized for not including the dollars in the fiscal note, and said the PERS contribution was approximately $25,000 per year and was already included in the 2021 budget because the retirement of the previous police chief was foreseen. There was no cost associated with returning the position to PERS, but the cost to keep it out of PERS was approximately $19,000 per year. Motion to Postpone Passed Yes: Casagranda, DeMoss, Baclaan, Seese, Terry No: McClure, Osenga Resolution 2021-015, Authorizing The City Manager To Enter Into An Agreement With Electric Power Systems, Inc. To Repair And Upgrade The Control System For Generator #3 In 73 City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page The Amount Of $258,778, Plus Ten Percent Contingency Of $25,878, For A Total Not -To - Exceed $284,656, And Appropriating Funds. Motion (Baclaan/McClure) Approve Resolution 2021-015 Montgomery said this was the oldest unit at the plant, built in 1973. The control system was completely shot, which was vital to allowing the unit to run automatically. Should this unit fail, it could interfere with the city's control over providing generation power during a significant outage. DeMoss appreciated Montgomery's explanation and was curious if this item went for RFP. Montgomery said, in this case, the company that had a hand in building the plant, was also the company who had the knowledge base to do this work. Montgomery said he could look at other vendors, but wouldn't recommend it. DeMoss wondered if that was normal protocol. Sowell said sole sourcing was allowed by city code, and in this case, EPS had designed, built, and had previously performed this same upgrade on Generator #6. Casagranda said the person who owned this company was also the person who sat on the Railbelt Reliability Council as Seward's representative, and wondered if that was a conflict of interest. Montgomery said he did not know the answer to that, but would find out. Motion to Postpone (Casagranda/DeMoss) Motion to Postpone Passed Postpone Resolution 2021-015 to February 8, 2021. Yes: DeMoss, Baclaan, Casagranda, Seese No: McClure, Osenga, Terry Resolution 2021-016, Confirming The Special Assessment Roll Of The Gateway Subdivision Improvement District And Providing For The Levy, Payment Terms, And Penalties Of The Special Assessment District, And Appropriating Funds. Motion (McClure/Osenga) Approve Resolution 2021-016 Community Development Director Jackie Wilde said this was the final phase of the first portion of this development project; there would be two more phases to come in the future. The original assessment was for ten lots; due to unforeseen circumstances, the developer had to alter his plans and add three additional lots to the project. The developer had met with former city manager Meszaros and received approval to add the three additional properties. As each property sold, the assessment would be paid directly to the city through the title company. Baclaan thought the decision to add three properties should have come to council, particularly because the cost was over $90,000. Baclaan wondered what the liability was if the developer could not sell the lots and repay the city. If the developer were to default, Wilde said the developer would have to pay for the interest on unsold lots, and the city would subsequently foreclose and take the properties. 74 City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page Motion Passed Other New Business Items Unanimous Schedule a work session to discuss a Code of Ethics for city officials. Council scheduled a work session on February 22, 2021 at 6:00 p.m. to review and discuss a Code of Ethics for city officials. Schedule a work session on February 8, 2021 to discuss the water/sewer rate study. Council scheduled a work session on February 8, 2021 at 5:00 p.m. to discuss the water/sewer rate study. Discuss the letter received from Chugachmiut requesting to purchase a portion of the Ft. Raymond property. Wilde said Chugachmiut proposed to build a $43 million facility on 3.31 acres of land they wished to purchase from the city. Wilde had been speaking with Chugachmiut for over a year about this item, had shown Chugachmiut six possible locations, and the Ft. Raymond property was their preferred location. Specifically, Chugachmiut was interested in the southern portion of the Ft. Raymond property, including the land that the Parks & Recreation warehouse sat on should the warehouse be demolished. Wilde said the property would have to be appraised to learn the value of the parcel they were interested in purchasing. Chugachmiut would be required to survey the property. In response to Terry, Wilde said Chugachmiut would be responsible for removing any existing infrastructure. In response to McClure, Wilde said Chugachmiut was aware of the diesel generator warehouse nearby, and would be pleased to be near the cemetery. Casagranda knew the city had been sitting on this land for years, but was not ready to parse out one piece of property that was prime real estate. She would prefer to have a broader discussion on the disposition of all the property. Seese said the city had been holding onto the property for so long; she thought it should be offered to anyone who might be interested in buying it. Baclaan concurred with Casagranda and Seese. He thought it was a prime piece of property. In response to Baclaan, Wilde said Chugachmiut wanted this particular parcel, of all the six they had been presented; also, she had not discussed Chugachmiut being responsible for the demolition of the Parks & Recreation warehouse should they get the property. Osenga thought this would be a boon to the city; the facility would be a hub clinic for native healthcare for several surrounding communities, including Port Graham, Nanwalek, and Tatitlek. W. City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page DeMoss wondered if opening up all the land for all offers would be a better approach, rather than just responding to one offer. McClure was willing to explore the offer from Chugachmiut; this could be a big deal for the city. In response to Seese, Wilde said a new Public Works Building could also go on the Ft. Raymond property, and butt up against the electric warehouse. Casagranda suggested having a work session to review all the property, and not just one parcel. Terry concurred and said it would be good to review the square footage of the property, zoning, road access points, how much Chugachmiut was requesting, and how much the city needed to reserve for itself. Osenga disclosed that he used to be on the board of Chugachmiut, and knew they had been interested in this land for a while. Council scheduled a work session on February 1, 2021 at 6:00 p.m. to discuss the disposition of the Ft. Raymond property, and the offer to purchase a portion of the property by Chugachmiut. INFORMATIONAL ITEMS AND REPORTS December, 2020 City and Providence Financials CITIZEN COMMENTS Carol Griswold was disappointed that airport improvements were not included on this year's priorities list. She was pleased that Resolution 2021-006 was fixed. Griswold wanted to make sure that the proposition of selling Ft. Raymond property included public input; the city needed to make sure it had land for its own improvements. Becky Dunn had witnessed a medivac airplane that could not land because of poor runway maintenance; she thought the airport could be used for commercial flight service if it was repaired and maintained. COUNCIL AND ADMINISTRATION COMMENTS & RESPONSE TO CITIZEN COMMENTS Sowell said he had a letter from Acting City Manager Norm Regis which put Sowell in acting status due to Regis traveling out of state. Casagranda apologized for being absent at the work session earlier. DeMoss thanked Sowell for helping through the forensic audit, and thanked Wilde for the information on the land proposal. rc1 City of Seward, Alaska City Council Meeting Minutes January 25, 2021 Volume 41, Page Osenga thanked Borgeson for his service, and Robert Rang and Craig Ambrosiani for their reports tonight. Stay safe. McClure thanked Terry for bringing forward the airport resolution. She thought the Long Trail initiative was exciting. McClure thanked Borgeson for his service. She appreciated the city replacing the Mary Lowell headstone, and looked forward to the rededication. She said Zoom was not perfect, and neither was using the telephone for council meetings; having so many people attending remotely impaired the continuity of the meetings, and she looked forward to the day when the declaration of emergency was recalled. Baclaan thanked the healthcare facilitators for their reports tonight; he was thankful for the vaccines being distributed to Seward elders. He thanked the Seward Community Foundation for the grant awards they released tonight. Baclaan said the more documentation that could be included in the agenda packets, the better. Be kind to each other. Terry thanked Borgeson for his work, and welcomed Montgomery. She thanked Parks & Recreation for drive-in movie night. She encouraged everyone to take part in the chamber's Seward Spends event to support local businesses. Terry thanked Rang and Ambrosiani for their reports. Regarding the Lowell Point Sewage Lagoon, she thought perhaps a second opinion on the system could be obtained. ADJOURNMENT The meeting was adjourned at 10:45 p.m. Brenda Ballou, MMC Christy Terry City Clerk Mayor (City Seal) 77 '9tg5Kp Memorandum Date: February 8, 2021 From: Brenda Ballou, City Clerk RE: Mayor to appoint two Council Members to the Tabulation Team for the City Attorney evaluation to be held March 8, 2021 HISTORY Annual evaluations for the city manager, city attorney, and city clerk are scheduled in January, February and March of each year, or as directed by Council. Historically, there has been no consistent order assigned for which evaluation comes first, second, and third. At this time, there is no permanent city manager so there is no evaluation to be conducted for that position. The city clerk's evaluation has been scheduled for February 22, 2021 and the city attorney will be evaluated on March 8, 2021, as long as there is no objection from council. BACKGROUND CITY COUNCIL RULES OF PROCEDURES - RULE 16. EVALUATION OF APPOINTED OFFICIALS OVERVIEW OF STEPS INVOLVED IN EVALUATION PROCESS Annual Evaluation Session: This annual meeting should be scheduled in January, February and March of each year, or as directed by Council. It also marks the beginning of the next evaluation cycle. This evaluation is regularly -scheduled and follows this process: Self -Evaluation: The employee shall complete a self -evaluation using his/her respective blank evaluation form as a guide. He/she may write comments rather than use the rating system if he/she so chooses. It is the responsibility of the employee to complete and distribute hard copies of these self -evaluation reports to the council members no less than two (2) weeks prior to the actual Annual Evaluation Session. 2. Council Evaluation: No less than two (2) weeks prior to the employee's evaluation date, the City Clerk will provide the necessary blank evaluation forms to the City Council. The tabulation of the council members' scoring and comments will be assigned to two appointed council members; these two people form the tabulation team. Completed evaluation forms should be turned in to the tabulation team no less than three (3) days prior to the Annual Evaluation Session. 78 3. Evaluation Tabulation: The tabulation team will tally and average the scores, and combine all comments anonymously onto one tabulated evaluation form. This tabulated form should be made available for Council members at the Annual Evaluation Session. 4. Evaluation & Goal Setting In Executive Session: The Annual Evaluation Session will be held in Executive Session and the time scheduled for the Evaluation Session should be sufficient to do the job in a professional manner. "Round Robin" comments by Council members are permitted. It is also during the Annual Evaluation Session that the employee's goals are discussed and agreed upon by all parties. 5. Finalizing Evaluation & Goals With Employee: Within one (1) week of the Annual Evaluation Session, the tabulation team should create a final draft of the employee's tabulated evaluation form that also includes the agreed -upon goals, tabulated score, and comments, and should meet with the employee to review. At this meeting, the tabulation team and the employee will sign the document as an acknowledgement of the understanding. The final step will be for Council to determine any personnel decisions as a result of the evaluation, to conduct an assessment of the evaluation process and suggest amendments to the procedures, if necessary. At the conclusion of the current evaluation, the next evaluation cycle automatically begins. DISPOSITION OF EVALUATION FORMS Certain information concerning the performance of an individual being evaluated under these procedures is not a public record, except as described in this section, and is not subject to disclosure under AS 40.25. Individual Council evaluation forms and the employee's self -evaluation forms are to be destroyed after executive session by the tabulation team. These forms are not considered a public record. Overall tabulation forms and criteria forms are considered a public record, as well as these procedures and shall be maintained in the employee's contract folder. RECOMMENDATION Mayor to appoint two Council Members to form the Tabulation Team for the city attorney's evaluation. 79 foAgenda Statement Meeting Date: February 8, 2021 From: Brenda Ballou, City Clerk Agenda Item: Joint work sessions with the Boards and Commissions for yearly priorities BACKGROUND & JUSTIFICATION Per the City Council Rules of Procedure Rule 35 (c)(1), the City Council and the Planning & Zoning Commission meet annually in March to review the commission's yearly priorities. While not required, the council in the past has also had similar work sessions with its other boards and commissions, the Historic Preservation Commission and the Port and Commerce Advisory Board, to review annual priorities as well. CONSISTENCY CHECKLIST: Yes No N/A 1. Comprehensive Plan (document source here): x 2. Strategic Plan (document source here): x Other (list): City Council Rules of Procedure, Rule 35: (c) Reports to Council. 3. (1) Planning and Zoning Commission. The Council liaison to the Planning x Commission shall make regular reports to the Council regarding the activities of the Planning Commission. In addition, the Council shall meet in a joint work session with the Planning Commission in March of each year to discuss any areas qf mutual interest. RECOMMENDATION: Schedule a joint work session with the Planning and Zoning Commission, the Port and Commerce Advisory Board, and the Historic Preservation Commission in March to review annual priorities. These can be on the same day, or separate days, depending on the council's preferences. Clerk's Recommendation: After requesting staffpoll their boards and commissions, March 8, 2021 seems to be a date where most officials can attend. Proposed schedule: Planning & Zoning Commission @ 5: 00 p.m., Port & Commerce Advisory Board @ 5: 45 p.m., Historic Preservation Commission @ 6:15 p.m. 80 Term May, 2022 CITY OF SEWARD, ALASKA RECEIVED APPLICATION FOR THE SEWARD HISTORIC PRESERVATION COMMISSION JAN 2 7 20 —— ` OFFICE OF THE NAME: CITY CLERK STREET ADDRESS: r f �� 4' V n MAILING ADDRESS: Jy,mac' u=' ­J E-MAIL ADDRESS 62 ca-1 c4c kc'o HOME TELEPHONE: �%— ,Jn% LENGTH OF RESIDENCY IN THE SEWARD AREA: zt,-" rS PRESENTLY EMPLOYED AS:-F,s ` S ��•r r, �`4 - �`1 1` Si=`ti �``S List any special training, education or background such as grant writing, history, architecture, or archeology, which may help you as a member of the Commission: C�U p �^ I-} /,� ri C' c"r.V� � `� 'C Cn t v� t '°'\ � U i C`'' C c-= `�—� V 1-�. 1 ✓Y � �� C✓. Y' L' t _ , C� 1 II 1(� `f (.' i'` I � �`� � i�`� C_•_ �J !J C \ — ik 5 `�� r lei C-t�—v"� f 'p't�- �" F )�`-' "'� � 1 +^� 4V '� � S t' � l% I �'i <1 T . Have you ever been involved in any aspect of historic preservation? If so, briefly describe your involvement: /j-y j / `) I am specifically interested in serving on the Historic Preservation Commission because: 4 /" k iA _ro I — Have you ever served on a similar commission elsewhere? Yes or If so, where? I►fireR ►JiTZOM If appointed, are you willing to: • Do historic research? Y NO • Work on preparing grant applications? YES (-IIC— • Work on writing historic register nominations? Y O • Attend historic preservation workshops? ES) NO SIGYATURE DATE 81 COUNCIL AGENDA STATEMENT Meeting Date: February 8, 2021 To: City Council From: Vice Mayor Baclaan & Co -Sponsor Council Member DeMoss Agenda Item: Clearing of the 2nd lake skating pond. BACKGROUND & JUSTIFICATION: The City has historically cleared and maintained the 2nd Lake skating pond. Clearance and maintenance are on the Parks and Rec master plan. This is an integral part of out community, for the health and wellness of our citizens of all ages. At a recent meeting it was said that it would take more man hours to maintain the lake rather build a temporary skating rink at the basketball courts. A possible solution would be to reach out to various winter sports associations and build a volunteer list to help in the maintenance and clearing of the lake to save some costs. INTENT: Direct the City Manager to cease operation and exploration on an artificial ice rink, and to maintain and clear the natural 2nd lake pond. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Strategic Plan (document source here) : Other (list): Parks And Recreation Master Plan (Draft 2016) PARKS: Second Lake Continue to use Second Lake for ice skating. Encourage use by properly X maintaining ice with a lightweight ice resurfacing device. Add holiday lights around the border for improved visibility. FISCAL NOTE: Approved by Finance Department: ATTORNEY REVIEW: Yes No Not Applicable 82 RECOMMENDATION: Direct the City Manager to cease operation and exploration on an artificial ice rink, and to maintain and clear the natural 2nd lake pond. 83 Se%4rd Fork & Recr,errtien Pepartment 2016 Master Purr illiorns" Park Reniuvc brush ,nd scrub, Add. ADA camp sites & rumove raalling bumps and divests for safer camping surfaces, Improve teat sites with identified tent pads with bc)rders, i.c, Forest Service style, defined, tent pads. Plant younger try to replaor; taller trees- Work with adjacent land -owners regarding force repair. Add Sue Kaama restroornfshower house &,-'01- identify new Imation, Run electricity to the Pat Williams spruce tree ror Christmas lighting and to the NE tree for pnssihle future holiday lighting. Stub in pk),"- ible, tiittkre utilities to one Campground Host campsite., at a minimum, when adding water and electricity f6r the restroomishower house, Two Lakes Park Inventory and identify bridges and little b*ardwalks for replacement and hand railing, whoa: needed- Continue to add D-I (gravel) to trails- Continua to %=k volunteer groups for major }projects. Seek overnight park hosts to report and prevent inappropriate park uses, Develop host camp sitar- Add and improve trail delineators to direct users to the trail and rcdtiee off -trial, human uses. Request support and recontntenda(ions from Ilistoric I}reservatic)n Commission regarding metal minting and other objects dotted tlimul jiuut the pack and trail, If to be retained, create intentional interpretive panels and methods to highlight, vet protem lfnot historically significant, haul out of the park for safety and aesthetics, Second Lake Conliuue to use Second lake for ice skating. Encourage use by properly maintaining ice with a lightweight iceresurfaci.ng dcvice. Add holiday lights around the border for impitwol visibility Ben ny Henson Memorial Preen and Largimn Re -plat, erase lot lines, wid pm idc utility tasLincnes. Dcvclop and Callow lish habitat plan - Develop floating dock plans to connect Third Ave Boardwalk to 1he Second.Ave, paved bike pails. Budget and contract l3ciardwalk replacetvient and improvement, Improve turf arcs while developing parking and drive way areas, The C'ily-s Electric ]department and other utilities using the power polc,� slivtiI l underground utilities alotag this habitat. `*See n1so Boardwalk comments, under Trails section, Update. The replan is before the Burough Assembly far action. July 2016 S 84 48175 Ratmatfonal UQR ll YYIn Lora IKU_ 5-0 Jeff & the Fortune Cooke-,5 4-0 $un Setters 3-1 Micros Ikers 2-2 Bai?nler 5 1-3 Macrpsp.ikers 0-d Hungry Ro se50-4 Adult BadOethall *n{LOSS AVTEC 3-6 wis Melody $-1 Rough Riders 6-3 Gun Runri;Z 2-7 RecruiVng for U'rbacb's Youth Basketbal! L"Oe, Seeking uniunleers Coaches aind Referees_ Seward Parks & Rec is 5eelurig donations of new or used ice skates to our small a.nd depleted' inventory The public can reserve d pair of ice skates for a w@ek at a tirnPe. Please 600 Off your donation fi] the Spools & Rec team at tlhe AVTEC C,ym, 519 44m Avenue, o Second Lake, off vista, has been skated hand tl t week, with the sonny weather and lack olf snow. Locals are hosting hockey pick-up garnes at luntfhtimn an Mondays, 4Wedrimdays a nd Frlctays. Bring your own gea r. SPRb is always seeking YiAurnteers to help wwieh ice mal ntena riee. Please call Brennan at 224-4055 or 4i l 4 ,k�Cg afSeward.n•�i iryou're interested In pitching in for iir+prov@ ice_ o Crateful Skate was held Wednesday, November 22nd from 7,O0.9:00 ram- Participant�s donatild fond to the local food bank. o Santa Skate i5 scheduled far Sat urday, Uesr_embev 9t h i rorn 2:(&3.30 pni at the AVTEC gym. a 2018 Urbach's wttuth Basketball L izague — 5ei5un kickoft with a free basketball Jamboree Saturday, Jainuacy 13"i1 League begins February 3' thrpW)i Ap-i7" rvr pre-school agim through 5" grade. T'den Rec Roam M 0 Attendance dA the Rec Room has averaged 25 30 Teens dAlly (mostly Middle School agesM, The annual yoU'tr�luriibr/Tisen "Cotinul mee! the City Council" event Ouil' kxe Monday„ Demmber 110 at the Teen R" Room, o Teen Council hosted a Teen Masquerade Ball Saturday, October 28th o Councils he4ped with the Hallaween Carnrva! TijeSday, October 31st o Councils assisted with GraWul Skate and Eat ues5&11" o Junior Council will volunteer for Breakfast with Santa 0 Junior/Teen Council wvJfl be helping with $ikala Skate o Teen Council will be ProvIdling babysitting and Kld Gars for the Seward Prevewiun Coalition's Town Hall M .0 ASP is serving up to 1 b kids, Attivlties include Miler skating, Baking; Park play and craft, o vile Are prepping for "SchboCs Out" dary Camps (when schoall is closed foe wrnter breaks) o Halloween Carnlwal booked 20 brxrthr, we had two Morro booths than lost yUr. including a new nbi,.acle. Course for teens and adults culled liiilbilty Hr yioc9 85 46159 o The "C Youth C❑undl hetpcwd the Great Pumpkin Stuff IrSOO mini pumpkins to prepare for then pumpkin Prowl that w a5 held on 5Pturd-av, Oduber 20' b The Glativ Fannily Pumpkin Prowl was a great success with abler 1013 kids a+td famllles in attendance. o Eat Dessert F rst was held Wednesday, NOWember 22nd. A free emnt offered to the community serving an asstxtment of plesa 4 sew,rard's Ha leoween Carnival was a huge SUCppgg, raising vMr $7,000 for dubs and groups I Hundreds of participants entay; ed 2G bobths offering gairrlilai:s, aaM#k,, prices and yummy things to eat- o Prepping for upcoming Breakfast w4th SmUm Si,WrOW, t7 rnbet 16th * Campgrounds{ ParktwMafntpnonco a Finial wwintenzatiof^ o4 tantpgrbund and Parkfacilitie5 G Shoulder 5eaSor' tamping A awes. Winter Camping now &Vallable in the Resurrection Campgrcwnd. Prices are S14 for electricity and $5 for dry camping No garbage service, no water 52FVICes and all rest worns ate closed. We allow 5eff-contained RV's only, not teat carnpir,g. * Winterizing ana pert Drming rNgular maintenance an all summer equipment a Finished IaP-craning' arovr d warehouse a Obtaining quotes for new cemetery road to be built in the Spring pf 2UM ❑ Training new staff on snow/lea removal ardmanagement o Continued work in the Park, dnd Recreation office reorganizing. rnnytructir%storage shelving and painting entrance and northern wall o South ltewwabeflow er bed was completely removPff and rleptdc d will, new amended soil and plants o CAP construction completed installation of ne+w garagedoor for warehou=.etractorbay v TOGICat ele,000nic control •epa;r o Spread DI along Old 8rrulder Park fenre line 0 Snow Ooragre prelparation 0 Final garden bed Ilea nu p and .wi ntericatrnn 0 R.LgularPark fwtante.°Ani-e-- and C`ampgrctonoOpleratibns a two Lakes trail work Secord Laks ;ce vrork � I7• IIled to IrdvC, are -eg� mainterance volunteer this Year, we thank hurt iraffle tlMy 86 471159 COUNCIL AGENDA STATEMENT Meeting Date: February 8, 2021 To: City Council From: Vice Mayor Baclaan Agenda Item: Discuss the possibility of outsourcing Human Resources BACKGROUND & JUSTIFICATION: Each year we take a closer look at our budget and practices. With the city trying to reorganize after the pandemic, administration has thought of creative ways to recruit and hire semi-outsourced positions like the finance director position and engineering services. Switching the city to an outsourced HR company may result in a substantial cost savings, and possibly be able to make up for other positions added last year. INTENT: To assemble information for future review and discussion at a work session. CONSISTENCY CHECKLIST: Yes No N/A Comprehensive Plan (document source here): Strategic Plan (document source here) Other (list): FISCAL NOTE: Approved by Finance Department: ATTORNEY REVIEW: Yes No Not Applicable RECOMMENDATION: Direct the City Manager to compile information on outsourcing Human Resources, including but not limited to: cost comparison, pros and cons, examples of other municipalities who may have other/different outsourced positions, and a compilation of duties that could be outsourced. 87 MEMORANDUM DATE: February 8, 2021 TO: Norm Regis, Acting City Manager FROM: Sam Hickok, Acting Finance Director RE: Accounts receivable write-offs for Electric, Water, and Sewer Utilities Seward City Code Chapter 5.01.040 provides that the Finance Director may, on approval of the City Manager, cancel any account receivable except bills which may become a lien against property for taxes, but shall report such cancellations to the City Council. Pursuant to your approval, the finance department will be writing off the attached accounts receivable, but will continue to make attempts to collect these balances. As required by the City Code, we are also forwarding this information to the Seward City Council for their information. The cancellation list includes customers whose mail is undeliverable, have no forwarding address, who we have not yet served through small claims court action, whose accounts have been inactive, or who have small account balances which do not justify the cost of further collection attempts. The cancellation process is an accounting procedure that reduces the accounts receivable to an amount that is likely to be collected, and results in halting further accrual of interest and late fees on accounts that may never be collected. However, the Harbor and Finance departments do not discontinue collection procedures. Collection efforts are continued, especially if a customer is eventually located. Some customers return to the community and seek to receive City services again. At that time, all past due balances are due prior to reinstating service. If a delinquent customer remains in Alaska, the finance department will seek to attach the customer's Alaska Permanent Fund Dividend. Accounts that we are unable to recover through garnishment of Permanent Fund Dividends will become candidates for pursuit of small claims actions through the court system. At this time, we are not utilizing a collections agency to assist in collections. Under contracts with a collection agency, the collection agency keeps a percentage of any accounts on which it collects, but the City is also required to pay the collection agency a percentage of the collectible accounts which we ultimately collect on without collection agency assistance. In the past, the City paid more to the collection agency than they paid to us, making it more cost-effective for us to pursue collection efforts without an outside contract. 1 Approved for write -off - Sam Hickok, Acting Finance Director Approved rte-off: Norm Regis, Acting City Manager 88 DATE: December9, 202 TO: Samuel Hickok, Deputy Finance Director FROM: SarkaCa|occi,Utility Billing Manager SUBJECT: Write Offs for SPU Attached is the recommended Write Offs list for SPU. Utility personnel will continue to attempt collection ofthese accounts. Signature 89 Account Name HARRIS, BETHANY OGLE, HOYT SCHANDEL, KAYLA CLEVELAND, LAURA KOSENOVA, RADOSTINA TORREY, ERICH BOUMAN, JESSICA BARNES, ANASTASIA COLEMAN, TIMOTHY CRANER, DOUGLAS BROWN, JENNIFER HARRIS, JONAH KENNEDY, AUDIE GILBRECH, CHARLES FACKLER, MAX WISE, ANDREW TOMLINSON, AMANDA NOBLES, MELVIN QUINN, CHARLENE ATHERTON, BRENNAN LORRING, DAVID ENDRESEN, ELENA CROFT, JARED YAGER, CODY CHRISTIAN MISSION MINISTRY LUCKHURST, MARY SCHANDEL, NATHAN SCHEURER, TIMOTHY TOMLINSON, JAMES Balance $16.33 $284.65 $749.07 $110.82 $52.61 $294.71 $77.51 $11.75 $156.90 $199.51 $44.70 $219.26 $94.30 $43.86 $229.73 $489.76 $615.48 $509.95 $504.39 $343.37 $ 30.42 $221.91 $1,519.26 $ 56.48 $84.28 $6,961.01 0111 DATE: 1/20/21 TO: Norm Regis, Acting City Manager FROM: Melody Moline, Administrative Supervisor Nancy Hulbert, Administrative Supervisor in training .- THROUGH: Norm Regis, Harbormaster Sam Hickok, Acting Finance Director��.,(� SUBJECT: Seward Boat Harbor Write -Off for 2020 ��acctii�v'iity not yet reported The balance related to the following account has been determined to be uncollectible, specific information is in the Comments section. Reports are from current and previous marina software, with overlap in May and June of 2020 Acct. Amt. BOAT No. Customer Due NAME GL Div Action Comments Daily moorage 8/6-8/7/16 and associated late Scholtz, Write Off fees. No response to billing or collections 21636 Frederick 266.11 Scolomanzi Floats 4/18/20 attempts, unable to contact Unpaid electric and lift charges from 2015 and associated late fees. Mail returned, vessel no longer registered with USCG or AK DMV, no Jones, Write Off response to billing or collections attempts, 12718 Matthew E 502.35 lara Floats 10/16/20 unable to collect One day of moorage on 6/13/18 and associated McRae, Write Off late fees. No response to billing or collection 22315 Thomas 78.69 McRazie Floats 10/30/20 attempts, unable to collect. Approved By: Date: Z Harbor Master Approved By: JAI Date: 1 2 Z i Finance Direc Approved By: Date: City Manager NOTE: Final copies, with all signatures, must be routed to City Council and Harbormaster's Office to complete the write-off process. Complete packet of information on server under 2020 Write Offs sryi DATE: 12/24/2020 TO: Norm Regis, Acting City Manager QQ FROM: MelodyMoline, Administrative Su ervisorihol P A� Nancy Hulbert, Administrative Supervisor in training l��"` THROUGH: Norm Regis, Harbormaster Sam Hickok, Acting Finance Directo, SUBJECT: Seward Boat Harbor Write -Off The balance related to the following account has been determined to be uncollectible, specific information is in the Comments section. Reports are from current and previous marina software, with overlap in May and June of 2020 Acct. Amt. BOAT No. Customer Due NAME GL Div Action Comments Daily moorage from 8/27/17 through 3/6/18 and Lady Gudney Lady associated late fees. Vessel seized by federal 21921 LLC $21,010.16 Gudney Floats Write Off marshals, no longer able to collect 8410 Strate, Brady $19,827.13 J Bea Floats Write Off SMIC 22095 Raibow Marine $32,026.39 N/A General Write Off Johnson, Jane SMIC 6939 Morris $14,201.84 Peyton General Approved By: Harbor Master Approved By: Finance Direct Approved By: City Manager , Daily moorage from 7/2/16 through 4/29/17 and associated late fees. Lien filed 12/20/18 for $17,165.85, no response to billing or collections attempts Additional storage for space used beyond leased property, from 10/19 through 4/20, and associated costs to clean up. Defaulted on lease, mail being returned, no longer able to collect SMIC storage from 8/31/2019 through 12/31/20 and associated late fees. Last payment, 8/31/19. No response to billing or collections Write Off attempts, in process of impounding vessel Date: /- o�O ',VZ /" Date: I I V 0 &D2-1 Date: I .0v- ad, Z% NOTE: Final copies, with all signatures, must be routed to City Council and Harbormaster's Office to complete the write-off process. Complete packet of information on server under 2020 Write Offs r*X ary February 2021 Tu We 2021 March T Su Mo Tu We Th Fr Sa Su Mc, Tu We Th Fr Sa 1 2 3 4 5 6 1 2 3 4 5 6 7 8 9 10 11 12 13 7 8 9 10 11 12 13 14 15 16 17 18 19 20 14 15 16 17 18 19 20 21 22 23 24 25 26 27 21 22 23 24 25 26 27 28 28 29 30 31 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Jan 31 Feb 1 2 3 4 5 6 6:00pm 11:00pm CC 6:00pm 7:00pm P&Z 12:00pm 2:00pm 12:00pm 1:00pm CC 10:45am 11:45am HPC iD 9 WS - Ft Raymond (Ft Joint Work Session - PACAB Mtg Work Session Work Session (CLG Raymond Property) HPC (Council Chamb (Reviewthe Grant 20005 Public 7:00pm 10:30pm P&Z Candidates for City Education Signage) Mtg (Council Manager ) 6 Chambers) 7 8 9 10 11 12 13 5:00pm 7:00pm CC WS 4:00pm 6:00pm P&Z 10:45am 11:45am HPC Rates/Audit Work Session Work Session (CLG (Discuss the Water/S 6:00pm 10:00pm HPC Grant 20005) n 9 7:00pm 10:30pm CC Regular Meeting m Mtg (Council (Council Chamber) Chambers) 14 15 16 17 18 19 20 6:00pm 9:30pm P&Z 12:00pm 2:00pm 10:45am 11:45am HPC o Work Session PACAB Work Session Work Session (CLG v 9 U! (Council Chambers) (Chambers) Grant 20005) 21 22 23 24 25 26 27 6:00pm 7:00pm CC WS 10:45am 11:45am HPC n (Code of Ethics) Work Session (CLG 7:00pm 10:30pm CC Grant 20005) } w Mtg (Chambers) 28 Mar 1 2 3 4 5 6 T m ao ry 9 U! Council Calendar 1 2/3/2021 9:33 AM March 2021 March 2021 April 2021 Su Mo Tu We Th Fr Sp Su Mc, Tu We Th Fr Sa 1 2 3 4 5 6 1 2 3 7 8 9 1011 12 13 4 5 6 7 8 9 10 14 15 16 17 18 19 20 11 12 13 14 15 16 17 21 22 23 24 25 26 27 18 19 20 21 22 23 24 28 29 30 31 25 26 27 28 29 30 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Feb 28 Mar 1 2 3 4 5 6 7:00pm 10:30pm P&Z 12:00pm 2:00pm 10:45am 11:45am HPC iD Mtg (Council PACAB Mtg Work Session (CLG m N 9 U! Chambers) Grant 20005) 7 8 9 10 11 12 13 7:00pm 10:30pm CC 6:00pm 10:00pm HPC 10:45am 11:45am HPC Mtg (Council Regular Meeting Work Session (CLG n Chambers) (Council Chamber) Grant 20005) m 14 15 16 17 18 19 20 6:00pm 9:30pm P&Z 12:00pm 2:00pm 10:45am 11:45am HPC o Work Session PACAB Work Session Work Session (CLG N v (Council Chambers) (Chambers) Grant 20005) m 21 22 23 24 25 26 27 7:00pm 10:30pm CC 10:45am 11:45am HPC Mtg (Chambers) Work Session (CLG N Grant 20005) m 28 29 30 31 Apr 1 2 3 a a m N m Council Calendar 2 2/3/2021 9:33 AM April 2021 April 2021 May 2021 Su Mo Tu We Th Fr Sp Su Mo Tu We Th Fr Sa 1 2 3 1 4 5 6 7 8 9 10 2 3 4 5 6 7 8 11 12 13 14 15 16 17 9 10 11 12 13 14 15 18 19 20 21 22 23 24 16 17 18 19 20 21 22 25 26 27 28 29 30 23 24 25 26 27 28 29 30 31 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Mar 28 29 30 31 Apr 1 2 3 10:45am 11:45am HPC Work Session (CLG ¢ m Grant 20005) N m 4 5 6 7 8 9 10 7:00pm 10:30pm P&Z 12:00pm 2:00pm 6:00pm 10:00pm HPC 10:45am 11:45am HPC o Mtg (Council PACAB Mtg Regular Meeting Work Session (CLG v Chambers) (Council Chamber) Grant 20005) a 11 12 13 14 15 16 17 7:00pm 10:30pm CC 10:45am 11:45am HPC Mtg (Council Work Session (CLG Chambers) Grant 20005) a 18 19 20 21 22 23 24 6:00pm 9:30pm P&Z 12:00pm 2:00pm 10:45am 11:45am HPC Work Session PACAB Work Session Work Session (CLG m (Council Chambers) (Chambers) Grant 20005) a 25 26 27 28 29 30 May 1 7:00pm 10:30pm CC 10:45am 11:45am HPC Mtg (Chambers) Work Session (CLG N Grant 20005) a ¢ Council Calendar 3 2/3/2021 9:33 AM