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HomeMy WebLinkAbout08082011 City Council Minutes City of Seward, Alaska City Council Minutes August 8, 2011 volume 38, Page 641 CALL TO ORDER The August 8, 2011 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Willard E. Dunham. OPENING CEREMONY Chief Tom Clemons led the pledge of allegiance to the flag. ROLL CALL There were present: Willard E. Dunham presiding and Jean Bardarson Vanta Shafer Marianna Keil Bob Valdatta Ristine Casagranda comprising a quorum of the Council; and Phillip Oates, City Manager Johanna Kinney, City Clerk Absent — Tom Smith CITIZENS' COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING - None APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Bardarson /Shafer) Approval of Agenda and Consent Agenda A discussion item was added under other new business to discuss the proposed budget calendar. Council added an item to schedule another work session on building codes under other new business. Motion Passed Unanimous The clerk read the following approved consent agenda items: The July 25, 2011 City Council Regular Meeting Minutes and the August 1, 2011 Special City Council Meeting Minutes Were Approved. City of Seward, Alaska City Council Minutes August 8, 2011 Volume 38, Page 642 SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations and Awards Borough Assembly Report. Assembly Representative Sue McClure reported various issues going on with the Borough. There were several ballot items going before the voters on the ballot this year including the dissolution of the Lowell Point Service Area Board and reapportionment. The Assembly came up with language that put term of office for Assembly Members identical to the Mayor's, so it would not go on the ballot. The upshot was a couple offices might serve more than 6 years, but no one would have to be termed out after two years. They put on ballot the question of the reapportionment asking public if they wanted a nine member assembly or an eleven member Assembly. McClure stated she would report more on the propositions during the first September council meeting. She emphasized the service area board seats up at the election. There were seats open for election on the Lowell Point Service Area Board, the Bear Creek Fire Service Area Board, and the Seward Bear Creek Flood Service Area Board. The City of Seward seat on the Seward Bear Creek Flood Service Area Board was still empty as well as seats up for election. McClure implored people to sign up for the seats. She noted the Borough Assembly meetings were broadcasted on 88.1 FM for the public to listen to. There would be a mayoral race this year, so far 2 of the six reported interest had filed so far, with the filing ending August 15, 2011. McClure encouraged the public to use the Seward Annex office; it was a useful place to obtain borough information. City Manager's Report, City Manager Phillip Oates stated there were purchases approved for between $10,000 - 50,000 since the last Council Meeting. 250 -ton Travelift Slings were purchased for $15,460 including shipping, a dumpster for the North East Harbor to be located near Z float at $14,850 including shipping, in the Electric Department, payment to EPS (consultant) for their presentation to the City Council and to do calculations to verify the climatic design criteria requested by GC1$19,953.42, and an antifreeze holding tank with pump for the generation facility to pump out and recondition the antifreeze in the generators at $13,724.00. There was a ribbon cutting ceremony at the North Forest Acres Levee Road today, and the road was now open. Bill Nelson would give a presentation on building the road and address if the road was built high enough. In the Fire /Building Department, the building /remodel season was going well as indicated by the rise in the number of permits issued compared to last year. Oates encouraged the community to contact the Building Department for assistance with any questions about permitting requirements or the process. The Fire Department and other City personnel were assisting with the planning of Exercise "CHNGATUX" which was designed to conduct an all- hazards Chemical, Biological, Radiological, Nuclear, Explosive (CBRNE) Field Training Exercise (FTX) in order to create conditions to reinforce interoperability among the local stakeholders. This exercise would take place August 8 -12, 2011 in several different venues around town. The Finance Department was working to craft a Request for Proposal for waste management services which would go out in the fall. Criteria would be brought forward to the City Council prior City of Seward, Alaska City Council Minutes August 8, 2011 Volume 38, Page 643 to the RFP being distributed. The city had received some good information from the Seward Wildlife Community Conservation Program concerning bear resistant garbage cans, dumpster lids, and rates associated with these types of containers. The suggestions would be incorporated into the RFP. The contract with Alaska Waste expired next year, so this would be an issue that would come before the voters in October 2012. The finance department would also be seeking Requests for Proposal from accounting firms for auditing services. The scoring criteria would be based on the following: 20% - Cost -based 20% - Firm's size and estimate of labor hours required to complete audit 20% - Experience with engagements similar to Seward, including references 20% - Technical qualifications of the firm and individuals assigned to the audit 10% - Past performance on City contracts 10% - Proposal's responsiveness to understanding the scope of work Also, the finance department was beginning the process of researching new general ledger accounting software packages. Our current software was installed in 1989. The software company was now serviced by only one individual, and it was recommended the city migrate away from the existing technology because it was so old and difficult to support. In the Harbor, a municipal harbor matching grant was submitted to DOT Ports & Harbors for the replacement of D float. The award of this grant was dependent on state funding for FY 2013 for this program. The City would be notified if the grant was awarded or not in July 2012. The 2011 Salmon Derby would begin August 13, 2011 and continue through August 21, 2011. The harbor had designated approximately 60 linear feet space on the north -west corner of X float as a seasonal loading zone for the public for the loading of passengers, kayaks, and equipment. City Administration met with representatives from several engineering firms on August 4, 2011 to answer questions regarding the request for proposals for enclosing the SMIC Basin and developing additional moorage that may benefit the Coastal Villages fleet. The electric department had completed the phasing protection at Fort Raymond substation. They do not yet have the parameters from Alaska Energy Authority (AEA) on the specifics of the state grant of $4 million; however they have been assured that any work started after July 1, 2011 can still be allocated to those funds. The electric department had started the engineering required to retire the old silencer for generator three. The new silencer would stand vertically next to the building instead of being mounted on the roof. Crews had replaced a secondary pole located on Adams Street in the alley between First and Second Avenues. The pole was a safety concern because of damage and cracks at the base. In Public Works, the SMC Dolphin Project 100% design was substantially complete, but construction would be delayed until 2012 due to permit hurdles. The Lowell Creek Bridge Repair and Tidal Surge Repair work had been inspected and the grants had been closed out. The only remaining work with the USCG Relocation was the electrical work, but that could not be completed until the USCG building was on the new foundation, staff was working with USCG in targeting the building relocation by early September /October 2011. Oates stressed the importance of moving the building before the ground froze. The construction for the Scheffler Creek Pedestrian Bridge was substantially complete as of August 11, 2011. A ribbon cutting ceremony would occur on August City of Seward, Alaska City Council Minutes August 8, 2011 Volume 38, Page 644 22, 2011 at 4:30 p.m. The sidewalk bid package was complete, but staff would not advertise or award until a later time because the completion date was extended until May 2012. Mayoral Report, Willard Dunham stated he took some time off and went out of state last week. It had been a light month. He took executive officer of the Coast Guard Cutter Healy to lunch when they were in town and noted the Coast Guard vessel would be back in November, hopefully. They had talked a lot about the Coast Guard and shipyard and bringing the ships to Seward, and Dunham said he learned a lot about their status. It was a day of celebrations — he attended a ribbon cutting celebration for the Mariner's Memorial, the new Alaska SeaLife Center Overlook dedicated in Governor Walter Hickel's name, and a ribbon cutting ceremony for the North Forest Acres Levee Road. Staff was in the process of scheduling Coastal Villages meetings, and he hoped council would make a point to listen in and participate in some of these meetings. They would have a list of dates soon to distribute. Other Reports, Announcements and Presentations A Presentation was given by Bill Nelson of Nelson Associates on the North Forest Acres Levee. OTHER NEW BUSINESS Council selected interview questions for the first round of City Manager interviews and decided to hold the interviews telephonically. si Council scheduled City Manager interviews for August 17 and 18, 2011 at 6:00 p.m. After discussing the proposed budget calendar laid down by administration, council approved as proposed. Council scheduled a continuation work session to discuss amending building codes for August 29, 2011 at 6:00 p.m. City Clerk Johanna Kinney informed council there would likely be a special meeting schedule after the adjournment of this work session, but would be scheduled at a later date. INFORMATIONAL ITEMS AND REPORTS (No action required) COUNCILS' COMMENTS Valdatta said he had heard more support for the tot lot playground recently. There was some merit in keeping it, he stated. Shafer said after the appeal hearing, they had mentioned making the federal delegation aware of the funding AVTEC was waiting on to demolish the old culinary portion. Oates responded they were working on that. There was an older citizen who wanted senior citizens to be exempt from sales tax. Shafer said she didn't think it was a feasible option, but wanted to bring it up to council. City of Seward, Alaska City Council Minutes August 8, 2011 Volume 38, Page 645 Keil said she also spoke with that individual with the sales tax exemption request. She said it would be difficult to cut out sales tax for anyone, but she hoped to look at budget cuts to hopefully not have to raise utility rates again. She urged the public to tell them what they think critical services were and were not. Keil said today was the day of ribbon cuttings and ceremonial duties for the city. She congratulated those who put together the Mariner's Memorial. Ermalee Hickel, who was at the SeaLife Center today for the dedication of the Walter Hickel Overlook, was a wonderful woman and it was great she could come down today. Keil offered a job well done to staff to complete the levee road. Bardarson thanked the staff for their support on the levee road project. Thanks to everyone who moved the project forward. She gave thanks to the Mariner's Memorial folks for their work to move this forward. Dunham agreed this was a great day indeed with all the celebrations included. He was delighted Margaret Anderson and Iris Johnson were in attendance today for the Mariner's Memorial and it showed what our community was about. It was heartwarming to see the Hickel family here today with the overlook dedication at the Sealife Center. The salmon derby started this weekend, Dunham hoped people signed up to serve as judges and volunteer. Also, Seward had openings on the Planning and Zoning Commission and needed help badly. He asked that someone please step forward to serve on this commission. Oates thought there could be some legal issues with exempting certain people from sales tax. CITIZENS' COMMENTS McClure said she was disappointed some sidewalks were not getting repaired this summer, especially near the senior center. She agreed with Dunham's comments a few years ago that the sidewalks were a disgrace and hazardous. She didn't think Seward should be waiting to repair the sidewalks. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZENS' COMMENTS City Clerk Kinney sought clarification if the council wanted to continue to receive late applications for the city manager position. Council directed the clerk to continue to accept them, but note the timeliness of the submission. Oates said he could attempt to fix the sidewalks at the end of the summer, possibly. The issue of time was a little more complex. Dunham wanted to get a review of the bad places in town. Oates said he had done that. The work was estimated $30,000 - 50,000. Shafer said she feared the city may run the risk of not doing it right in not taking the time to make sure the job is done correctly. ADJOURNMENT Ir. City of Seward, Alaska City Council Minutes August 8, 2011 Volume 38, Page 646 j The meeting was adjourned at 9:00 p.m. _ toe 3 s hanna Kin ey, CMC Willard E. PO' u nham ity Clerk Mayor (City Seal) • i • ti r d • •9 4' OF AL ` • � ~, /4ts *30-