Loading...
HomeMy WebLinkAbout01132014 City Council Minutes City of Seward, Alaska City Council Minute) January 13, 2014 Volume 39, Page 25 CALL TO ORDER bop The January 13,2014 regular meeting of the Seward City Council was called to order at 7:00 p.m. by Mayor Jean Bardarson. OPENING CEREMONY Police Chief Tom Clemons led the Pledge of Allegiance to the flag. ROLL CALL There were present: Jean Bardarson presiding and Dale Butts Christy Terry Marianna Keil David Squires comprising a quorum of the Council; and Jim Hunt, City Manager Johanna Kinney, City Clerk Cheryl Brooking, City Attorney w,,,. Absent—Ristine Casagranda, Vanta Shafer CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR PUBLIC HEARING Melinda Maddox supported Resolution 2014-010 before council tonight to upgrade the sidewalks and streets to make them ADA accessible. If not improved and up to the appropriate standards,people would have to use the roads as pedestrian walkways and that was dangerous. She asked council to also support Resolution 2014-002 which supported funding for transportation throughout Seward. Ron Billingsley stated he would like improved handicap accessibility in Seward and wider street parking so there was less obstruction. He pointed out some sidewalk issues around town and noted he could not enter a lot of businesses in town because of the poor condition of many sidewalks and steps. Jody Tuck, part of the Independent Living Center's LEAD Program (Leadership Empowerment Advocacy Development), would like to see Resolutions 2014-002 and 2014-100 approved. She thanked council for making handicap accessibility at the library and for bringing change and hope for a new future in Seward for accessibility. it Rhonda Milton stated she was a resident in Seward. She used the Independent Living Center's taxi voucher program and without those vouchers her life would be extremely limited as she does not drive due to illness. The vouchers were very helpful for people needing travel assistance. City of Seward, Alaska City Council Minutes January 13, 2014 Volume 39, Page 258 She used the free shuttle bus during the summer and it was a wonderful asset that she wished could go year round. Milton stated she didn't think the bus system would take away from taxi businesses. fisoiShe encouraged council to pass the transit support resolution tonight and to please fix the sidewalks. Maureen Sheehan of the LEAD Program, agreed with the statements made about the poor condition of the sidewalks. She wished the bus would be able to run year round as well. Skip Reierson supported Resolution 2014-007 and noted it was surprising how little $3 million goes for improving roads. He supported the proposal to invest in automatic pay stations for the city campgrounds, but noted he didn't see a payback on the investment in any documents and thought it would be good to know what the cost savings were estimated to be. Reierson was appreciative of the comments regarding the sidewalk improvements. Regarding the truck purchase on the agenda, he was not sure who or what the vehicle was for, if it was for administration or the City Manager only. Brad Snowden addressed and supported the idea of having task forces. He stated the city could get more accomplished by appointing a task force on energy for Seward, for example. Snowden noted the longevity and the safety of the heated sidewalks and how much better condition they were in. He hoped council could find a way to support business owners buying into having heated sidewalks. APPROVAL OF AGENDA AND CONSENT AGENDA Motion (Terry/Keil) Approval of Agenda and Consent Agenda eij Terry noted she was a member of the Mariner's Memorial Project but received no compensation. Keil, Squires, Butts, and Terry stated for the records they were PERS eligible. Bardarson ruled a conflict did not exist. Motion to Amend (Keil/Terry) Amend Resolution 2014-007, making the following changes to the proposed road improvement: Fifth Avenue (Washington to Jefferson Madison Street), Approximately 1-350 1800 feet by 60 feet, Cost$150,000 $230,000. Motion to Amend Passed Unanimous Motion Passed Unanimous The clerk read the following approved consent agenda items: Resolution 2014-001, Adopting An Alternative Allocation Method For The FY2014 Shared Fisheries Business Tax Program, And Certifying That This Allocation Method Fairly Represents The Distribution Of Significant Effects Of Fisheries Business Activity In The Cook City of Seward, Alaska City Council Minuies January 13, 2014 Volume 39, Page 259 Inlet Fisheries Management Area. Resolution 2014-002,Supporting The Top Transportation Priorities Established By The Local Transportation Committee,For The Purpose Of Pursuing State And Federal Transportation Project Funding. Resolution 2014-003,Accepting A Rasmuson Tier I Matching Grant#7382,In The Amount Of $20,000 Towards Completion Of The Seward Mariner's Memorial Project. Resolution 2014-004, Expressing Strong Support For Governor Parnell's Proposal To Appropriate $3 Billion From The Constitutional Budget Reserve Directly Into The Alaska Retirement Trust Funds In 2015. Resolution 2014-005,Authorizing The Creation Of A New Accounting Fund Of The City For The Purpose Of Separately Accounting For Financial Activities Associated With The Seward Community Health Center, Which Flow Through The City Of Seward. Resolution 2014-000, Amending The Participation Agreement With The Public Employees Retirement System(PERS),To Exclude Seward Community Health Center Employees From Participation. Resolution 2014-007, Defining The Scope Of Work And Supporting The Road Priority List That Is To Be Funded Using The Statewide Transportation Improvement And Federal Earmark Monies Administered Through Alaska Department Of Transportation And Public Safety. Approval of the November 12, 2013 City Council Regular Meeting Minutes, the December 9, 2013 City Council Regular Meeting Minutes,and the December 16,2013 City Council Special Meeting Minutes. Continue the Port and Commerce Advisory Board for 2014. SPECIAL ORDERS, PRESENTATIONS AND REPORTS Proclamations & Awards Borough Assembly Report,Sue McClure stated said there was a discussion about trapping on the peninsula. An issue at the last assembly meeting was the ordinance that would have capped the senior citizen homeowner exemption total at$300,000,but the measure failed. The Seward Bear Creek Flood Service Area Board Hazard Mitigation Plan was going before the assembly at the next meeting, as well as releasing deed restrictions over at Spring Creek. The assembly passed a final legislative priorities resolution and most assembly members would be traveling to Juneau in February to advocate for them. There was a new flood service area board member to be seated at their meeting tonight. City Manager's Report,Jim Hunt stated the following purchases for between$10,000 and $50,000 had been approved by the City Manager since the last council meeting: $42,000 to Harmon ('it y of Seward, Alaska City Council Minutes January 13, 20/4 Volume 39, Page 260 Construction for architect services on the Electric warehouse building; $15,500 to Construction Machinery for an excavator; $30,045.95 to Electric Power Constructors for transformer assessment; and, $45,000 to Platinum Capital for professional services to develop legislative economic goals and strategic planning. Seward's Federal lobbyist requested that administration draft a resolution containing Seward's top three capital priorities,ranked,for council's consideration.Assistant City Manager Ron Long testified at the January 7,2014 Kenai Peninsula Borough Lands Committee meeting regarding the reversionary interest in the parcel of land occupied by Spring Creek Correctional Facility. Administration requested the City Attorney review the proposed land lease/swap with the Alaska Railroad for parcels in the Harbor area where the east breakwater, J-Dock fish cleaning station, and proposed Mariner's Landing development were sited. Providence Seward Medical & Care Center paid off all outstanding loan balances with the city. The city and Providence were reviewing the existing contract and would forward an amended contract to the City Council soon. Providence Alaska Region made a donation of$50,000 to the Seward Community Health Center(SCHC). The tentative start date for the new SCHC clinic was February 26, 2014. Work on the Dairy Hill Drainage Mitigation Project continued with the results of an Invitation to Bid being that Metco, Inc. was the low bidder and was issued an Intent to Award. Work was expected to start in the spring of 2014, and Public Works personnel successfully lobbied the Seward Bear Creek Flood Area Board to financially augment the project. Staff met with M.L. Foster regarding the Lowell Point Sewage Lagoon odor problem and plans were being finalized for addressing the issue temporarily. A council-requested second opinion submitted by Dr. Lee Reid on the cause of the odor was received and a final report would be distributed by the end of this month. The opinion substantiates much of the M.L. Foster report. The renovation of the City Hall Annex (Old Library) was in full swing. The Polar Bear Jump-Off would be on Saturday, January 18, 2014. D float had been readied for that day thanks to the diligent supervision of Deputy Harbor Master Norm Regis. Harbor staff was starting the vessel impoundment process on three vessels: the Gipsy,the Elvi K.and the Revere. On January 8,2014,a five gallon bucket of waste oil was discovered on F Dock and it was determined rainfall had caused the bucket to overflow on the dock and caused a sheen in the harbor. State of Alaska Department of Environmental Conservation was contacted and complimented the harbor staff on the measures taken to resolve this issue. Hunt noted there was $17 million in the Governor's proposed capital budget for the local airport, and he was working to clarify what that money was specifically to be designated for. In response to Squires. Hunt said the contract for Platinum Capital was for one year. Electric Utility Manager John Foutz answered questions about the new Electrical Building Warehouse, stating architectural services were required for the land, according to the Building Department. The Electric Department was also issuing a Request For Proposals for the generation portion for both electrical and mechanical engineering of the building. In response to the mayor, Hunt stated funds for the new Public Works Project Manager position were budgeted and available, but a more critical need was for an in-house maintenance person. Terry stated she would like to see this project manager position filled and inquired if the Public Works Department was fully staffed. Hunt said they were not fully staffed. Keil City of Seward, Alaska City Council Mimics\ January 13, 2014 Volume 39, Page 261 recommended Hunt bring forward a budget revision for the critically-needed maintenance person for council review. Bardarson reminded the public that the recycling bins were now out on the south harbor uplands and not at the chamber anymore. City Attorney's Report, Cheryl Brooking stated from November 21, 2013 through December 20,2013,the attorney continued to work with administration on issues such as personnel contract matters, leases, land use,potential land exchanges with the railroad to come to council for approval,maritime liens,impoundment,utility matters and issues related to the Seward Community Health Center. Brooking clarified her statements at the last special meeting on an existing agreement with the SCHC approved by council were not correct. Council had not approved an agreement and so a new agreement would come forward between the city and the SCHC, not an amendment to an existing agreement. Brooking announced her firm hired a new attorney who would start work today. His name was Will Earnhart, and he brought with him many years of legal experience. Hunt noted he inadvertently omitted the following critical information from his manager's report. The Electric Department would be requesting proposals for the electrical engineering portion of the Electric Warehouse Building and listed the following scoring criteria for the proposals: • Experience 25% • Identification of the Project Team 15% • Development of the Work Plan 15% • Resumes 5% • Price 25% • Deliverables 15% PACAB Annual Report. Vice Chair Darryl Schaefermeyer stated Chair Deborah Altermatt was currently on extended leave and was excused by the board. He thanked the council for continuing the board for another year. In 2013, PACAB studied moorage rates in South Central Alaskan communities. PACAB met with the City Council at a work session in February and also hosted a separate meeting on the standalone gas line that same month. The board considered the possibility of waiving harbor passenger fees for student group trips, but that idea was not brought to fruition. PACAB recommended 2013 priorities for council and recommended waitlist recipients be given the choice to be notified electronically. The board reviewed public crane options and wanted to pursue a larger crane. PACAB had begun updating the Seward Small Boat Harbor Plan. Keil asked if they had been researching alternative energy,Schaefermeyer said that was on their priority list to look into and, although they had not been actively pursuing this topic, it was still on their plate. Other Reports, Announcements and Presentations Wrap-up presentation on the Seward Community Library Museum by Librarian Patricia Linville. NEW BUSINESS Resolution 2014-008, Compensating Metco Inc. $79,046.47 For Emergency Debris Removal City of Seward, Alaska City Council Minutes January 13, 2014 Volume 39, Page 262 And Disposal During The October 2013 Flood At Lowell Creek Outfall And Appropriating Funds. J Motion (Terry/Keil) Approve Resolution 2014-008 Hunt said this was to compensate to Metco for services provided during the floods last fall. Funds for this expenditure were anticipated to be reimbursed by the State Department of Homeland Security. Motion Passed Unanimous Resolution 2014-009, Authorizing The Waiver Of Competitive Procurement Requirements And The Purchase Of Automated Pay Stations To Collect Daily Camping Fees,In An Amount Not To Exceed $96,524.21. Motion (Keil/Terry) Approve Resolution 2014-009 Parks and Recreation Director Karin Sturdy spoke in support of automated pay stations to improve efficiency. Checks were going away as new technology was coming in. Parks and Recreation started this experiment with parking and there was great savings with personnel and the machines worked well. She believed the pay stations would be cheaper than status quo, would improve customer service and would reduce Non-Sufficient Funds check fees. They would be incurring more costs with credit card fees and annual maintenance costs should be anticipated. At a minimum, Sturdy hoped to save $2,500 each year, and the Finance Department would be able to dedicate less time in processing campground payments as well. In response to Butts, Sturdy stated the projected date of installation was May 15,2014,when the campgrounds were scheduled to open. She was optimistic they would be ready at that point. Squires asked if these needed any concrete pads for the machines. Sturdy stated they were small 2x2 foot pads, and that was included in the costs. Bardarson asked where they would be positioned. Sturdy responded the automatic pay stations would be near the current pay locations where located. Hunt noted these pay stations were anticipated to free up some full-time people but it would not diminish the personal touch that Parks and Recreation provided in the campgrounds. Motion to Amend (Bardarson/Terry) Amend Resolution 2014-009, adding an additional Whereas,"WHEREAS, the pay stations are expected to pay for themselves in approximately five years and continue to provide annual cost savings through reduced staffing." Keil said it was prudent to waive the competitive bidding because of the existing relationship already established with the parking pay stations. City of Seward, Alaska City Council Minutes January 13, 2014 Volume 39, Page 263 Motion to Amend Passed Unanimous Main Motion Passed Unanimous Resolution 2014-010,Authorizing The City Manager To Enter Into A Contract With Harmon Construction Inc. For Sidewalk Improvements In The Amount Of $86,924.50 And Appropriating Funds. Motion (Keil/Squires) Approve Resolution 2014-010 Long said this was the beginning project for handicap accessibility improvements in Seward. Administration met with representatives of the community to make sure they were addressing the most critical places first. Harmon was the successful proposer for this project. The completion date was June 1, 2014, but staff anticipated the work would be done before then. Squires stated the alley way access on the west side of City Hall was not included in this contract. He hoped access could be included to improve access into City Hall. In response to inquiry, Long stated for the scope of this project they were not moving the handicap parking spots at City Hall. Motion Passed Unanimous Resolution 2014-011,Authorizing The City Manager To Purchase A Dodge Truck From Lithia Dodge Of Anchorage,Waiving Competitive Procurement Requirements,For A Cash Amount After Trade-In Consideration Of The Subaru Forester Not To Exceed $30,000,As Budgeted. Motion (Keil/Butts) Approve Resolution 2014-011 Hunt stated in March of 2013 he was in an accident in his current city vehicle. He said most employees preferred not to drive the vehicle since that time. As director of emergency preparedness. he acted as the incident commander and needed a more powerful vehicle. The vehicle before them was a 2013 truck with four-wheel drive. It could be used by other staff members and could have multiple passengers,as well as a camper shell to haul emergency gear. Hunt stated he solicited three quotes and received two responses. The canopy was included in this price. Butts asked if this would increase maintenance costs,Hunt didn't anticipate that it would and the truck came with a full warranty. The current vehicle had issues that were a cost to the city. Bardarson asked why he didn't look at the state bid list. Hunt said this was as competitive as he could find. Bardarson felt like he needed a sport utility vehicle and not another pick-up truck in the fleet. Squires confirmed it was an automatic. Hunt anticipated sending the work of changing tires out to local vendors when they could. Public Works Director W.C. Casey said they were outsourcing numerous vehicles right now for tire changing. City of Seward, Alaska City Council Minutes January 13, 2014 Volume 39, Page 264 Terry was glad to see he was using the vehicle as a trade-in, and thought it would be a better mijvalue to the tax payers. Motion Passed Yes: Terry, Keil, Squires, Butts No: Bardarson Other New Business Mayor appoint a member of the Council to receive the completed evaluation forms and tabulate the results prior to the formal evaluation sessions for the City Manager, City Clerk, and City Attorney. Council Member Terry was selected to collect and tabulate the evaluations. Terry requested the evaluations submitted to her no later than 5:00 p.m. on the Friday before each evaluation date. INFORMATIONAL ITEMS AND REPORTS Certificate of Congratulations awarded to retired Seward City Clerk Jean Lewis on earning the prestigious designation of Master Municipal Clerk (MMC) from the International Institute of Municipal Clerks. Providence Seward Family Care Clinic Closure Frequently Asked Questions. COUNCIL COMMENTS Keil stated Happy Birthday to the new library museum building. Council Member Shafer had been ill, but was improving. Permanent Fund Dividend forms were available at the local Legislative Information Office and encouraged people to come in and apply early. The State Legislative Session would begin January 21, 2014 and she hoped the city would be diligent in their lobbying efforts. Squires said at the end of last year and beginning of this year,a number of Seward families experienced many losses and he expressed his condolences to those families. He did agree with the selection of the pick-up truck tonight, and Squires hoped the truck would be used for emergency response if the City Manager was to remain at the Emergency Operations Center in the event of an emergency. Terry gave her condolences to the LeVan family and to the Bardarson family for their losses. She wished a Happy Birthday to Assistant City Manager Ron Long and thanked the Port and Commerce Advisory Board for their support and the hard work they did for the community and council. Terry encouraged the community to go out and support the Polar Bear Jump Off Festival for the good cause and for the local businesses working extra hours. Butts gave a brief report on his travel to Anchorage for Newly Elected Officials training last November. He learned a lot and it was well timed with his appointment on council. He learned about the Open Meetings Act, acceptable dos and don'ts as an elected official and emphasized it was great to have this training. Later on this month, he would be attending the Kenai Peninsula City qlSeward, Alaska City Council Minutes January 13, 2014 Volume 3 9, Pak,'265 Economic Development District's Industry Outlook Forum, as he was the City Council's appointed representative. Butts would be speaking about the community economic outlook during his talk. He 11•11 looked forward to doing some good networking as the Governor and several legislators would be there. He thanked the Fire Department and Jonathan Gage for the Angel Tree Program and would he working on the Polar Bear Jump Off Festival as well. Bardarson congratulated Retired City Clerk Jean Lewis on her achievement of Master Municipal Clerk, who earned this designation after retirement. She gave her condolences to the LeVan family and their loss. She wished Shafer a speedy recovery, and they would see her at the next council meeting. She thanked Seward for their support on behalf of the Bardarson CITIZEN COMMENTS Joe Fong of Providence spoke on the transition of the closure of the Providence Clinic to the opening of the new SCHC clinic. There had been a lot of work done and still to be done. Providence was working very diligently with the SCHC board and was learning how integral their policies were. There were lots of questions that Providence was leaving Seward, and Fong clarified that Providence was not leaving the community. The lab,physical therapy,emergency room services and the Long Term Care Facility would still be in operation by Providence and only their clinic was closing. Fong also addressed the concerns of the gap from when the Providence Clinic would close and the SCHC Clinic would open,which would be seven business days. They were evaluating some options of their staff in finding some staffing alternatives to help cover this gap. Another concern was the medical records: Fong stated medical records would stay with Providence,and since the new clinic was a new business, the Health Insurance Portability and Accountability Act (HIPAA) prohibited Providence from releasing their records to the SC HC so patients must request the release of their records to the new facility. He appreciated everyone's comments,and believed this clinic was in the best interests of the community. Skip Reierson stated Council Member Terry did a good job "bird-dogging" the Electrical Warehouse Building project and wished they could get a project budget update for the public. He was happy for the Library/Museum and a successful first year in their new building. Regarding the comments for the need of a maintenance person, Reierson was interested to hear more information and wished that would have been incorporated in the recent budget process last fall. Sharon Montagnino, Interim Executive Director of the SCHC, introduced herself and was there to answer any questions council had. She had fielded numerous calls on the closing of the existing clinic and alleviated concern of the confidentiality of medical records. The SCHC was a separate new facility, and needed to follow the laws. Montagnino answered questions about the transition and the services to be provided, and noted those services were dependent on what the population needed. COUNCIL AND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS Long stated the cost of operating the City Hall Annex (old library building) was discussed 11.• during the budget process,but since one of the occupants would be an enterprise fund, and the other a general fund occupant, the funding was tricky. They hoped to track everything for a year to City of Seward, Alaska City Council Minutes January 13, 2014 Volume 39, Page 266 determine offsets and costs and potential users to create a useful allocation methodology so there could be more data to work with. %NJ Terry wondered if administration could work with the Electric Department to get an updated grant development status of costs associated with the Electric Warehouse Building project. Hunt said he'd been speaking with Assembly Representative Sue McClure on World War II Veterans. Traditionally,the U.S. flags were given to the families posthumously. Hunt would like to work to create a venue to present flags to WWII veterans prior to their passing. ADJOURNMENT The meeting was adjourned at 9:00 p.m. /0€24da4,0,0)^--1 4 . 41 Le44111MAMP..4.444 4j 3J o hanna Kin Jan Bardarson C ty Clerk Mayor (City Seal) 01J . 4*,ek 144%S:‘ () ft • al t. • I 1 • a • • • • • e, *at,