HomeMy WebLinkAbout04102017 City Council PacketSeward City Council
Agenda Packet
Happy Easter
April 10, 2017
City Council Chambers Beginning at 7:00 p.m.
The City of Seward, Alaska
CITY COUNCIL MEETING AGENDA
{Please silence all cellular phones during the meeting}
April 10, 2017 7:00 p.m. Council Chambers
Jean Bardarson
CALL TO ORDER
Mayor
PLEDGE OF ALLEGIANCE
Term Expires 2017
ROLL CALL
CITIZEN COMMENTS ON ANY SUBJECT EXCEPT
Marianna Keil
THOSE ITEMSSCHEDULED FORPUBLIC HEARING
Vice Mayor
\[Thosewhohavesignedin will begiventhefirstopportunityto
Term Expires 2018speak. Time is limited to3minutesper speaker and36
minutesto
tal time for this agenda item.\]
Ristine Casagranda
APPROVAL OF AGENDA AND CONSENT AGENDA
\[Approval of Consent Agenda passes all routine items indicated
Council Member
byasterisk (*). Consent Agenda items are not considered separately
Term Expires 2018
unlessacouncil memberso requests.Intheevent of such arequest,the
item isreturned to the Regular Agenda\]
David Squires
SPECIAL ORDERS,PRESENTATIONS AND REPORTS
Council Member
Term Expires 2017
Proclamationsand Awards
Sue McClure
National Telecommunicators Week April 9-15,
Council Member
2017
Term Expires 2017
NationalLibrary WeekApril 9-15, 2017
WeLove UsProclamation
Deborah Altermatt
Council Member
CityManagerReport
Term Expires 2017
City Attorney Report
OtherReportsand Presentations
Erik Slater
Council Member
PUBLIC HEARINGS– None
Term Expires 2018
James Hunt
City Manager
Johanna Kinney
City Clerk
Will Earnhart
City Attorney
City of Seward, Alaska Council Agenda
April 10, 2017 Page 1
8.UNFINISHED BUSINESS– None
9.NEW BUSINESS
A.Resolutions
Resolution 2017-020,Accepting FundsFor A CertifiedLocal Government Grant
Award In The AmountUp To $2,000 ToDevelop The SewardHistoricPreservation
Plan, Including Up To $1,200 In Federal ShareAndUp To $800In Non-Federal
ShareAndIn-Kind Contributions, And Appropriating Funds.
Resolution 2017-021, Authorizing ThePurchaseOfADodgeRam2500STFrom
AnchorageChryslerForANetPriceOf$31,200.00And The PurchaseOf Installed
Af
ter-MarketOperatingEquipmentFrom Quality EquipmentSales And Service For
$8,184.00 For ATotalCost Of $39,384.00 ForThe ElectricDepartment.
Resolution 2017-022, Authorizing TheCityManagerToEnterInto An Agreement
With Frontier Directional Drilling Specialists, IncTo Provide Directional Boring
Services To Relocate Two Primary Electric Supply CircuitsFrom Poles Mounted
AlongThirdAvenue, Adjacent ToThe Lagoon, AndTwo Additional LocationsIn
OldMillSubdivisionAnd Seward Marine Industrial Center (SMIC) , Plus 10%For
Contingencies, For AnAmountNot To Exceed $399,375.20 And Appropriating
Funds.
B.Other New Business Items
*1.Approval of the March 13, 2017 and March28, 2017 Regular City Council Meeting
Minutes.
Schedule a work session to review executivesession procedures. (Bardarson)
Discussion of 2014 City of Sewardnepotismmemoand interpretation of Interference
inAdministrative Services.(Keil)
INFORMATIONAL ITEMSAND REPORTS(No Action Required)
Planning and Zoning Commission Quarterly Report.
CityClerk Procedural Memoon making motions, primary amendments,and
secondaryamendments.
On-going City Projectand Goal List.
COUNCIL COMMENTS
CITIZEN COMMENTS
COUNCILAND ADMINISTRATION RESPONSE TO CITIZEN COMMENTS
ADJOURNMENT
City of Seward, Alaska Council Agenda
April 10, 2017 Page 2
P R O C L A M A T I O N
WHEREAS,emergencies whichrequire police, fire, or emergency medical
servicescan occur at anytime; and,
WHEREAS, when an emergency occurs, the prompt response of police
officers, firefighters and medics is critical to the protection of life and the
preservation of property; and,
WHEREAS, the safety of our police officers and firefighters is dependent
upon the quality and accuracy of information obtained from citizens who telephone
the Seward communications center; and,
WHEREAS, Public Safety Dispatchers are the first and most critical contact
our citizens have with emergency services, and are avital link for enabling police
officers, medics and firefighters tomonitor activities by radio, providing
information and insuring their safety; and,
WHEREAS,Public Safety Dispatchers of the Seward Police Department
have contributed substantially to the quick apprehension of criminals, the efficient
suppression of fires, and the responsive treatment of patients; and,
WHEREAS,Public Safety Dispatchers exhibit compassion, understanding,
and professionalismduring the performance of their jobs, and are greatly
appreciated by all the citizens of Seward.
NOW, THEREFORE, I,Jean Bardarson, Mayor of the City of Seward,
Alaska do hereby declare the week of April 9-15, 2017as
National Public Safety Telecommunicators Week
and encourage everyone tohonor the men and women whose diligence and
professionalism keep our city and citizenssafe.
th
Dated this 10 day of April, 2017. THE CITY OF SEWARD, ALASKA
____________________________
Jean Bardarson, Mayor
3
PROCLAMATION
WHEREAS, libraries everywhere play a vital role insupporting and enriching
the quality of life in theircommunities, campuses and schools; and
WHEREAS, librarians are trained professionals, helping people of all ages and
backgrounds find and interpret the information they needtocreate,learn, liveor
work ina challenging economy;and
WHEREAS, libraries serveas crucial technology hubs with Internetaccess,
public access computers, online resources, information technology,technology
training, and assistance withjob resources;and
WHEREAS, libraries value literacy in all its forms and support literacy by
encouraging and promoting continuing education, early literacyand lifelong learning;
and
WHEREAS, libraries continuously grow and evolve in how they provide for the
needs of every memberof their communities; and
WHEREAS, during the month of April the Seward Community Library &
Museum Directorhas declared amnesty on all overdue fines for overdue materials.
NOW THEREFORE, I,Jean Bardarson, Mayor of the City of Seward, Alaska, do
thth
hereby proclaim April 9 - 15as National Library Week, andthe month of April as
Library Amnesty Monthfor the citizens of Seward, and encourage everyoneto visit
ourlocal library this week to take advantage of our wonderful library collections,
resourcesand spaces inhonor of:
National Library Week
th
Dated this 10 Day of April, 2017THE CITY OF SEWARD, ALASKA
_________________________
Jean Bardarson, Mayor
4
P R O C L A M A T I O N
WHEREAS, theCitySewardstrivestobe a happyandpeacefulcommunity; and
WHEREAS, WELOVEUSwasfoundedlocallyonMarch30, 2013, as a grassroots
movementforhumanitytocreatepeaceonearth; and
WHEREAS, WELOVEUSisanacronymcomposedofeightphrasesthatexpressthe
missionofpeaceonEarth; and
WHEREAS, WisforWeaving a fabricofunityandpeace; and
WHEREAS, EisforEmbracingEarthasirreplaceableandalllifewithrespect; and
WHEREAS, LisforLovingandforgivingunconditionally; and
WHEREAS, OisforOfferingopenness,honesty,truthfulness,andtransparency; and
WHEREAS, VisforVolunteeringandservingothers; and
WHEREAS, EisforEnsuringeveryonegets a voiceandvote; and
WHEREAS, UisforUnitingthe divided withinfinitelove; and
WHEREAS, SisforSolvingourproblemstogetherinharmony;and
WHEREAS, theCityofSewardisproudtobethefirstcityinhistorytoembraceand
endorseWELOVEUSas a frameworkforpeace.
NOW,THEREFORE,I, JeanBardarson,MayoroftheCityofSeward,Alaska, do
herebyproclaimSewardasthefirstWELOVEUScity.
th
Dated this 10Day of April, 2017THE CITY OF SEWARD, ALASKA
Jean Bardarson, Mayor
5
6
7
8
9
City of Seward, Alaska
AUDIT PLANNING
YEAR ENDED DECEMBER 31, 2016
The following communication was prepared as part of our audit, has consequential limitations, and is
intended solely for the information and use of those charged with governance (e.g., Honorable Mayor
and City Council) and, if appropriate, management of the City and is not intended and should not be
used by anyone other than these specified parties.
BDO USA, LLP, a Delaware limited liability partnership, is the U.S. member of BDO International
Limited, a UK company limited by guarantee, and forms part of the international BDO network of
independent member firms.
BDO is the brand name for the BDO network and for each of the BDO Member Firms.
10
Tel: 907-278-88783601 C Street, Suite 600
Fax: 907-278-5779 Anchorage, AK 99503
www.bdo.com
February 15, 2017
Honorable Mayor and
Members of the City Council
City of Seward, Alaska
Professional standards require us to communicate with you regarding matters related to the
financial statement audit that are, in our professional judgment, significant and relevant to your
responsibilities in overseeing the financial reporting process. This report provides an overview of
our plan for the audit of the financial statements of City of Seward, Alaska (the City) as of and
for the year ended December 31, 2016, including a summary of our overall objectives for the
audit, and the nature, scope, and timing of the planned audit work and any other permitted
services requested by the City, as pre-approved by those charged with governance.
We are pleased to be of service to the City and are available to discuss our audit plan, as well as
other matters that may be of interest to you, at time during the year.
Respectfully,
BDO USA, LLP, a Delaware limited liability partnership, is the U.S. member of BDO International Limited, a UK company limited by guarantee, and forms part of
the international BDO network of independent member firms.
BDO is the brand name for the BDO network and for each of the BDO Member Firms.
11
Discussion Outline
Page
Client Service Team .................................................................................................. 3
Management’s Responsibilities ...................................................................................... 4
Engagement Objectives .............................................................................................. 5
Overall Audit Strategy - Planned Scope ............................................................................ 6
Overall Audit Timeline ............................................................................................... 8
Independence Communication ...................................................................................... 9
Significant Accounting and Reporting Matters .................................................................. 10
Get to Know BDO .................................................................................................... 11
BDO Center for Corporate Governance and Financial Reporting ............................................ 15
12
Client Service Team
Our client service team members for this year’s audit, tax services are listed below . As a matter of policy,
we attempt to provide continuity of service to our clients to the greatest extent possible in accordance
with mandated partner rotation rules and other circumstances that may impact continuity. Where
engagement team rotation is necessary, we will discuss this matter with those charged with governance
and determine the appropriate new individuals to be assigned to the engagement based on particular
experience, expertise, and engagement needs.
Engagement Team:
Engagement Partner – Lia Patton
Manager – Steve Stanchina
Senior Auditor – Michelle Kiese
In-Charge – Satya Partyka
Audit Staff – Grant Ellingson, Jae Lee, Ashley Soennichsen, and Nicholas Stoudt
In addition to the on-site Anchorage audit team, we will be teaming with BDO National personnel to provide
you with the most experienced expertise. These individuals will provide technical consultation and review
as needed throughout the engagement.
Technical Reviewer - Patricia Duperron
Technical Reviewer – John Bost
3
AUDIT PLANNING – DECEMBER 31, 2016
13
Management’s Responsibilities
Management is responsible for preparing, with the oversight of those charged with governance, the
consolidated financial statements and disclosures in conformity with accounting principles generally
accepted in the United States of America (GAAP) as of December 31, 2016. Management’s responsibilities
also include the following:
Establish and maintain effective internal control over financial reporting and proper accounting
records.
Identify and ensure compliance with relevant laws and regulations.
Safeguard the City’s assets.
Select appropriate accounting principles.
Use reasonable judgments and accounting estimates.
Evaluate whether there is substantial doubt about the City’s ability to continue as a going concern
and the impact on the presentation and disclosure within the financial statements.
Complete a GAAP disclosure checklist to ensure there are no significant financial statement disclosure
deficiencies.
Make all financial records and related information available to BDO.
Record material audit adjustments and affirm to BDO that the impact of uncorrected misstatements,
if any, is immaterial to the financial statements taken as a whole.
Make appropriate communications to management and auditors of City components (see Group Audit
below). These communications should include matters known to the City that may impact the
financial statements of the components.
Provide BDO with a letter confirming representations made during the audit.
4
AUDIT PLANNING – DECEMBER 31, 2016
14
Engagement Objectives
Our objectives with respect to the audit of the City’s annual financial statements are summarized below:
Plan and perform an audit to obtain reasonable assurance about whether the financial statements
are free of material misstatements, whether caused by error or fraud. An audit in accordance with
auditing standards generally accepted in the United States of America does not provide absolute
assurance relative to or any guarantee of the accuracy of the financial statements and is subject to
the inherent risk that errors or fraud, if they exist, may not be detected.
Obtain a sufficient understanding of the City’s internal control to plan the audit of the financial
statements. However, such understanding is required for the purpose of determining our audit
procedures and not to provide any assurance concerning such internal control.
Communicate our responsibilities in relation to the audit and establish an understanding of the terms
of the engagement, including our engagement letter to the City which was provided to the Finance
Director on February 15, 2017.
Provide an overview of the overall audit strategy and planned scope and timing of the audit.
Inquire of those charged with governance about risks of material misstatement, including fraud risks,
and whether those charged with governance are aware of other matters that may be relevant to the
audit such as, but not limited to, violations or possible violations of laws or regulations and complaints
or concerns raised regarding accounting or auditing matters.
Consult regarding accounting and reporting matters as needed throughout the year.
Communicate with management and those charged with governance regarding significant deficiencies
and material weaknesses identified during our audit and other timely observations that are significant
and relevant to the financial reporting process.
Work with management toward timely issuance of financial statements.
Maintain our independence with respect to the City.
Ensure that those charged with governance are kept appropriately informed in a timely manner of
the City’s financial reporting matters; comply with professional standards as to communications with
those charged with governance.
5
AUDIT PLANNING – DECEMBER 31, 2016
15
Overall Audit Strategy - Planned Scope
Overall, our audit strategy is to focus on higher risk areas of material misstatement (whether due to error
or fraud) and other areas of concern for management and those charged with governance.
Our audit strategy includes consideration of:
Prior year audit results together with the results of any review procedures on the City’s interim
financial information, including discussions with management and those charged with governance
regarding the City’s operations, business activities, and risks.
Inherent risk within the City (i.e., the susceptibility of the financial statements to material error or
fraud) before recognizing the effectiveness of the control systems.
A continual assessment of materiality thresholds based upon qualitative and quantitative factors
affecting the City.
Recent developments within the industry, regulatory environment, and general economic conditions.
Recently issued and effective accounting and financial reporting guidance.
The City’s significant accounting policies and procedures, including those requiring significant
management judgments and estimates and those related to significant unusual transactions.
The control environment, risk management and monitoring processes, and the possibility that the
control systems and procedures may fail to prevent or detect a material error or fraud. We intend to
place reliance on internal controls, where applicable, in determining the degree of detailed
substantive testing required.
Information about systems and the computer environment in which financial records and related
systems operate.
6
AUDIT PLANNING – DECEMBER 31, 2016
16
Overall Audit Strategy - Planned Scope
Based upon our initial assessment, our audit will entaila combination of testing controls for reliance and
substantive testing. The primary areas of focus in our overall audit strategy include the following.
Fraud Risk
Internal Control Over Financial Reporting
Revenue Recognition
Accounts Receivable and Allowances
Investments
Inventory Valuation
Capital Assets
Long Term Debt
Net Assets / Fund Balance
Evaluation of Going Concern
Evaluation of Related Party Relationships and Transactions
Other Matters, Including Significant Unusual Transactions
GROUP AUDIT
The audit of the City of Seward requires financial presentation for all components of the reporting entity.
The reporting entity is comprised of the City, itself (its funds and accounts), as well as its “component
units” as defined by GAAP. This collection of individual reporting entities comprises the “Group”. Our
audit is considered the “Group” Audit.
Included within the reporting entity is the Providence Seward Medical and Care Center (PSMCC). The PSMCC
have contracted with KPMG, LLC (the component auditor) to conduct the audit of the PSMCC operations.
As part of our planned audit strategy, we will initiate required communications with the component auditor
which will include confirmation of their independence with respect to the entire group, identification of
related parties, identification of audit risks, and other required communications. At the completion of the
audit, our audit report will make reference to those other auditors.
7
AUDIT PLANNING – DECEMBER 31, 2016
17
Overall Audit Timeline
The following represents our anticipated schedule with regard to our audit of the annual financial
statements of the City:
AprMayJunJulAugSepOctNovDec JanFebMar
Periodic Meetings and
Discussions With
Management
Develop Audit Strategy,
and Determine Nature
and Scope of Testing
Internal Control
Assessment and
Testing
Substantive Testing
(confirmation
procedures, etc.)
Review Draft Financial
Statements
Final Communications
With Those Charged
With Governance
Release Opinions on
Financial Statements
On-site audit fieldwork is set to begin March 27, 2017 and will run for three consecutive weeks. Our goal
is to opinion date no later than June 30. However, we note the following items of concern which could
impact the timely completion of the audit:
GASB 68 – The City implemented the provisions of GASB Statement 68 in the 2015 financial statements.
In order to continue this statement for the City, we must receive the necessary liability and payroll
allocations from the Alaska Division of Retirement and Benefits (AKDRB). When we last spoke with
the AKDRB they anticipated an April 2017 release date of the audited information. The City’s audit
cannot be completed without this information.
8
AUDIT PLANNING – DECEMBER 31, 2016
18
Independence Communication
Our engagement letter to you dated February 15, 2017 describes our responsibilities in accordance with
professional standards and certain regulatory authorities with regard to independence and the performance
of our services. This letter also stipulates the responsibilities of the City with respect to independence as
agreed to by the City. Please refer to that letter for further information.
CONTACT INFORMATION
We would be happy to answer any questions you might have regarding the audit. And also, this is a good
opportunity for you to communicate any specific areas of focus or concern that you have regarding the
audit or audit plan.
You can contact us at (907) 278-8878 any time with issues or concerns. You can also reach us by email at
the following:
Lia Patton - lpatton@bdo.com
Steve Stanchina – sstanchina@bdo.com
Michelle Kiese – mkiese@bdo.com
Grant Ellingson – gellingson@bdo.com
9
AUDIT PLANNING – DECEMBER 31, 2016
19
Significant Accounting and Reporting
Matters
GASB 72 – Fair Value Measurement and Application – Effective for year-end December 31, 2016 –
This statement defines fair value and describes how fair value should be measured, what assets and
liabilities should be measured at fair value, and what information about fair value should be
disclosed in the notes to the financial statements. This statement is expected to primarily affect
investment disclosures.
GASB 73 – Accounting and Financial Reporting for Pensions and Related Assets That Are Not within
the Scope of GASB Statement 68, and Amendments to Certain Provisions of GASB Statements 67 and
68 – This statement contains certain clarifications and amendments to GASB 67 and 68 as well as
establishing requirements for both defined benefit and defined contribution pensions not within the
scope of GASB 68. Effective for fiscal - year end December 31, 2016—except those provisions that
address employers and governmental nonemployer contributing entities for pensions that are not
within the scope of Statement 68, which are effective for financial statements for year ending
December 31, 2017.
GASB 76 – The Hierarchy of Generally Accepted Accounting Principles for State and Local
Governments – Effective for year-end December 31, 2016 – This statement clarifies the hierarchy of
generally accepted accounting principles to be used in the preparation of state and local
government financial statements. This statement supersedes the previous hierarchy established in
GASB 55.
GASB 77 – Tax Abatement Disclosures – Effective for year-end December 31, 2016 – This statement
requires local governments to provide financial disclosures relating to tax abatements affecting the
government. This includes information about abatement agreements entered into directly by the
government, including conditions and criteria under which taxes can be abated, and the type and
dollar amount of the tax. In addition, the statement requires disclosure of tax abatements issued
by other governments that affect the local government’s revenue recognition and reporting.
GASB 78 – Pensions Provided through Certain Multiple-Employer Defined Benefit Pension Plans –
Effective for year-end December 31, 2016 – This statement amends the scope and applicability of
GASB 68 to exclude pensions provided to employees through a cost-sharing multiple-employer
defined benefit pension plan that is (1) not a state or local government pension plan,(2) used to
provide defined benefit pensions to employees of both government and non-government employers,
and (3) has no predominant state or local government employer, either individually or collectively
with other governmental employers providing pensions in the plan.
GASB 79 – Certain External Investment Pools and Pool Participants – Effective for year-end December
31, 2016 - This Statement addresses accounting and financial reporting for certain external
investment pools and pool participants. Specifically, it establishes criteria for an external
investment pool to qualify for making the election to measure all of its investments at amortized
cost for financial reporting purposes.
10
AUDIT PLANNING – DECEMBER 31, 2016
20
Get to Know BDO
BDO provides assurance, tax, advisory, and consulting services to a wide range of publicly traded and
privately held companies - clients of all sizes across industries, throughout the country, and around the
globe. Our clients are serviced by experienced, knowledgeable, industry-focused professionals who work
collaboratively and have direct access to top technical resources.
BDO’s culture and values establish a set of standards embodied by our work, our relationships and our
professionals. We are guided by our core values: put people first; be exceptional every day, every way;
embrace change; empowerment through knowledge; and choose accountability.
11
AUDIT PLANNING – DECEMBER 31, 2016
21
Get to Know BDO
The firm serves clients through more than 60 offices and over 450 independent alliance firm locations
nationwide. As an independent Member Firm of BDO International Limited, BDO serves multinational clients
through a global network of 1,400+ offices in over 150 countries.
12
AUDIT PLANNING – DECEMBER 31, 2016
22
Get to Know BDO
BDO’s strength is derived from our structure as a cohesive global network and dedication to internal
integration and seamless client service - when and where our clients need us. In each country, BDO Member
Firms are composed of people who are knowledgeable about national laws, business customs, and local and
international business methods.
As our clients expand globally, access to our international network can help them do business with a depth
of experience in international matters, significant resources and international client service capabilities.
BDO USA, LLP* BDO International**
60+1,408
Office Locations Offices Worldwide+
in the U.S.
64,303
6,057
Total Personnel
Dedicated
Partners and Staff
$7.3B
Total Combined Fee Income+
$1.29B
**As of and for the year ended
U.S. Revenues
September 30, 2015
+Including exclusive alliances of
*As of and for the
BDO Member Firms
year ended June 30,
2016
13
AUDIT PLANNING – DECEMBER 31, 2016
23
Get to Know BDO
INDUSTRY EXPERIENCE
Industry experience has emerged at the top of the list of what businesses need and expect from their
accountants and advisors. The power of industry experience is perspective - perspective we bring to help
you best leverage your own capabilities and resources.
BDO’s industry focus is part of who we are and how we serve our clients, and has been for over a century.
We demonstrate our experience through knowledgeable professionals, relevant client work and
participation in the industries we serve.
A variety of publications and insights depicting specific industry issues, emerging trends and developments
are available here.
For further information on the following BDO industries, please visit https://www.bdo.com/industries.
Asset Management Manufacturing & Distribution
Broker Dealers Natural Resources
Consumer Business
Nonprofit & Education
Financial Institutions & Specialty Finance Private Equity
Gaming, Hospitality & Leisure Public Sector
Government Contracting Real Estate & Construction
Healthcare Restaurants
Insurance Technology & Life Sciences
14
AUDIT PLANNING – DECEMBER 31, 2016
24
BDO Center for Corporate Governance and
Financial Reporting
The BDO Center for
Corporate Governance
and Financial Reporting
A dynamic and searchable on-line resource for board of directors and financial executives
AN INCREDIBLE RESOURCE AT YOUR FINGERTIPS
The BDO Center for Corporate Governance and Financial Reporting was born from the need to have a
comprehensive, online, and easy-to-use resource for topics relevant to boards of directors and financial
executives. We encourage you to visit the Center often for up-to-date information and insights you can rely
on.
What you will find includes:
Thought leadership, practice aids, tools, and newsletters
Technical updates and insights on emerging business issues
Three-pronged evolving curriculum consisting of upcoming webinars and archived self-study content
Opportunities to engage with BDO thought leaders
External governance community resources
“FINALLY, A RESOURCE CENTER WITH THE CONTINUAL EDUCATION NEEDS
OF THOSE CHARGED WITH GOVERNANCE AND FINANCIAL REPORTING IN
MIND!”
BDO SUBSCRIPTIONS TO PROGRAMMING AND INSIGHTS
To begin receiving email notifications regarding BDO publications and event invitations (live and web-
based), visit https://www.bdo.com/member/registration and create a user profile. If you already have an
account on BDO’s website, visit the My Profile page to login and manage your account preferences
https://www.bdo.com/member/my-profile.
For more information about BDO’s Center for Corporate Governance, please go to:
www.bdo.com/resource-centers/governance.
15
AUDIT PLANNING – DECEMBER 31, 2016
25
26
27
28
29
Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2017-020
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, ACCEPTING FUNDS FOR A CERTIFIED LOCAL
GOVERNMENT GRANT AWARD IN THE AMOUNT UP TO $2,000 TO
DEVELOP THE SEWARD HISTORIC PRESERVATION PLAN,
INCLUDING UP TO $1,200 IN FEDERAL SHARE AND UP TO $800 IN NON-
FEDERAL SHARE AND IN-KIND CONTRIBUTIONS, AND
APPROPRIATING FUNDS
WHEREAS,the State of Alaska, Department of Natural Resources, Historic Preservation
Office offers a Historic Preservation Fund Grant funding to Certified Local Governments; and
WHEREAS,the City of Seward Historic Preservation Commission (SHPC) has applied for
and has been awarded past Historic Preservation FundGrantsto assist with the revision and
development of the 1996 Seward Historic Preservation Plan;and
WHEREAS,City Staff requested a CLG Grant application requesting funds to continue to
develop the Seward Historic Preservation Plan on March 24, 2017; and
WHEREAS,City Staff was notified by the State Historic Preservation Commission on
March 28, 2017 that a discretionary grant can be funded up to $2,000; and
WHEREAS, total project costs are estimated at $2,000, including $1,200 Federal share, and
$800 in cash and/or in-kind City share; and
WHEREAS, City Staff will submit the FY2016 Historic Preservation Fund CLG grant
application upon Council approval; and
WHEREAS,grant funds will be administered by City of Seward staff, expenditures
reimbursed after invoices are submitted.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1. The City Manager is hereby authorized to accept and appropriate funds from a
FY2016 CLG grant from State Historic Preservation Offices (SHPO) for the purpose of developing
a Historic Preservation Plan in the amount of $2,000.
Section 2.Funding in the amount of $2,000 is hereby accepted from SHPO grant account no.
01000-1500-4252-0011 and appropriated to contracted services account number 01000-1500-7009-
0011.
30
CITY OF SEWARD, ALASKA
RESOLUTION 2017-020
___________________________
Section 3.In addition, an appropriation of $800 is hereby appropriated from the General
Fund reserves account no. 01000-0000-3400 to contracted services account number 01000-1500-
7009-0011.
Section 4. This resolution shall take effect immediately.
th
PASSED AND APPROVEDby the City Council of the City of Seward, Alaska, this 10dayof
April, 2017.
THE CITY OF SEWARD, ALASKA
Jean Bardarson, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
______________________
Johanna Kinney, CMC
City Clerk
(City Seal)
31
32
33
Sponsored by: Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2017-021
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE PURCHASE OF A DODGE RAM 2500 ST
FROM ANCHORAGE CHRYSLERFOR A NET PRICE OF $31,200.00AND
THE PURCHASE OF INSTALLED AFTER-MARKET OPERATING
EQUIPMENT FROM QUALITY EQUIPMENT SALES AND SERVICE FOR
$8,184.00FOR A TOTAL COSTOF $39,384.00FOR THE ELECTRIC
DEPARTMENT
WHEREAS,the City Electric Department is in need of a new operator/mechanic truck to
replacevehicle #505, a 1998 Ford F250 truck which has incurred significant repair costsand has
been inoperative for extensive amount of time, making replacement necessaryand more cost-
efficient; and
WHEREAS, this vehicle is essential to the day-to-day operations of the electric department;
and serves as the primary service vehicle for the operator/mechanics when out in the field; and
WHEREAS, the electric department requires certain after-market equipment installed to
effectively and efficiently perform operational duties; and
WHEREAS,the City solicited quotes based on the State’s competitive procurement process,
for three-quarter ton trucks, and Anchorage Chrysler provided the lowest bid to meet the City’s
criteria; and
WHEREAS, Quality Equipment Sales &Service isthe lowest of three responsive bidders
for the requested quote of the list of additional equipment; and
WHEREAS, Seward City Code 6.10.120(B) exempts from competitive procurement
requirements, major purchases when the City utilizes bids obtained from other governmental units.
The Code does not exempt the after-market equipment and three quotes were obtained for these
items.
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 purchase a Dodge Ram 2500 STfrom
Anchorage Chryslerin the amount of $31,200.00,with funding to come from the Motor Pool Fund
reserves.
Section 2.The City Manager is hereby authorized to purchase installed essential equipment
from Quality Equipment Sales & Service in the amount of $8,184.00.
34
CITY OF SEWARD, ALASKA
RESOLUTION 2017-021
___________________________
Section 3. Funding in the amount of $45,000was appropriated via Resolution 2017-019 for
the purchase of this equipment, so no further appropriation is needed.
Section 4.In accordance with Seward City Code 6.10.120(B), the vehicle purchaseis
exempt from competitive procurement requirements in accordance with the recitals above which are
incorporated herein.
Section 5.This resolution shall take effect immediately.
th
PASSED AND APPROVEDby the City Council of the City of Seward, Alaska, this 10day of
April, 2017.
THE CITY OF SEWARD, ALASKA
Jean Bardarson, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
______________________
Johanna Kinney, CMC
City Clerk
(City Seal)
35
36
37
38
Sponsored by:Hunt
CITY OF SEWARD, ALASKA
RESOLUTION 2017-022
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA,
AUTHORIZING THE CITYMANAGER TO ENTER INTO AN AGREEMENT WITH
FRONTIER DIRECTIONALDRILLING SPECIALISTS, INC.TO PROVIDE
DIRECTIONAL BORING SERVICES TO RELOCATE TWO PRIMARY ELECTRIC
SUPPLY CIRCUITS FROMPOLES MOUNTED ALONG THIRD AVENUE, ADJACENT
TO THE LAGOON, AND TWO ADDITIONAL LOCATIONSIN OLD MILL
SUBDIVISION AND SEWARDMARINE INDUSTRIAL CENTER (SMIC), PLUS 10% FOR
CONTINGENCIES, FOR AN AMOUNT NOT TO EXCEED $399,375.20AND
APPROPRIATING FUNDS
WHEREAS,the power pole line crossing the Lagoon has reached the end of its useful
life and is in imminent danger of failure; and
WHEREAS, these poles carry all of the electric power lines which feed the City south of
Dairy Hill Road; and
WHEREAS, it has been determined to be impractical to trench along Third Avenue; and
WHEREAS, two critical locations, one in Old Mill Subdivision and one at SMIC require
boring under streams; and
WHEREAS, following a formal bid process, in accordance with SCC 6.10.210, Frontier
Directional Boring Inc. was found to be the low bidder with a combined total bid of $363,069.20;
and
WHEREAS, it is prudent, due to the unknown nature of the boring substrate, to allow for a
contingency in the amount of $36,306 (or 10%), in case of unexpected field conditions.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA that:
Section 1.The City Manager is authorized to enter into an agreement with Frontier
Directional Drilling Specialists, Inc to provide directional boring services support to relocate two
primary electric supply circuits from poles mounted along Third Avenue, adjacent to the Lagoon, and
two additional locations in Old Mill Subdivision and SMIC,in substantial form as presented at this
meeting.
Section 2.Funding in an amount not to exceed $399,375.20 is hereby appropriated from
the Electric Major Repair and Replacement Fundundesignated net assets account no. 15001-
0000-3400, to infrastructure account no. 15001-0000-8101.
39
CITY OF SEWARD, ALASKA
RESOLUTION 2017-022
___________________________
Section 3.This resolution shall take effect immediately upon its adoption.
th
PASSED AND APPROVED by theCityCounciloftheCityofSeward,Alaska, this 1
day of, 2017.
THE CITY OF SEWARD, ALASKA
Jean Bardarson, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
______________________
Johanna Kinney, CMC
City Clerk
(City Seal)
40
41
42
43
44
45
46
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
City of Seward, AlaskaCity Council Minutes
March 13, 2017 Volume 40, Page
CALL TO ORDER
The March 13, 2017 regular meeting of the Seward City Council was called to order at 7:00
p.m. by Mayor Jean Bardarson.
OPENING CEREMONY
Lieutenant Doreen Valadez led the Pledge of Allegiance to the flag.
ROLL CALL
There were present:
Jean Bardarson presiding and
Marianna Keil Ristine Casagranda
Dave Squires Sue McClure
Erik Slater
comprising a quorum of the Council; and
Jim Hunt, City Manager
Johanna Kinney, City Clerk
Will Earnhart, City Attorney
Absent – Altermatt
CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR
PUBLIC HEARING
th
Willard Dunhamspoke on the 150 Anniversary celebration of the purchase of Alaska.
There was an event April 21-22, 2017 at the Kenai Peninsula College on 150 years of history on the
Kenai.Dunham stated he’d been asked by several groups in Seward on what the community should
do.He suggested a projectto construct a replica of the signed purchase agreement and a painting of
the signing.
Andy Mezirowwas a charter boat owner and member of the North Pacific Fishery
Management Council (NPFMC).He stated the NPFMC spoke on the U.S. Navyexercise coming up
in May and that there was concern about it.Mezirow provided the Seward City Council a letter that
the NPFMC wrote on this issue. The NPFMC requested the Navy report back from their exercise.
Mezirow noted the Navyhad said they were intending to do less than what they were permitted to do
in Alaska watersfor this military training exercise.Mezirow stated it was important to ask for
feedback.
By unanimous consent, council suspended the rules to ask questions of Mezirow.
73
City of Seward, AlaskaCity Council Minutes
March 13, 2017 Volume 40, Page
In response to Casagranda, Mezirow stated the capability to sink vessels or discharge large
ordnances was listed in the military’s organizational plan for this exercise, but it was presented to the
NPFMC the military did not intend to do either of these things.
Council went back on the rules.
Kenn Carpenterannounced he was Seward’snew assembly representative for District6 on
the Kenai Peninsula Borough Assembly.He encouraged council and the public to please contact him
if they had any questions.
APPROVAL OF AGENDA AND CONSENT AGENDA
Motion (Keil/Casagranda) Approval of Agenda and Consent Agenda
Keil added the following item under Other New Business: Discussion on sending a letter to the U.S.
Military, requesting information on activities regarding the Northern Edge Exercise.
Motion Passed Unanimous
The clerk read the following approved consent agenda items:
Approval of February 27, 2017 Regular City Council Meeting Minutes.
Non-objection to the liquor license renewal for The Sea Bean #5399.
SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Proclamations & Awards
Seward’s Day Proclamation
City Manager Report. Jim Hunt stated the following purchase orders between $10,000
and $50,000 were authorized by him since the last council meeting:
·$10,045.50 to AK Garden & Pet Supply for salt for the Public Works Department
·$14,344.00 to DYNO Battery for batteries for generators 3 & 6for the Electric
Department
·$34,216.00 to AK Pump Supply flygt pump for lift station #1 for the Public Works
Department
Hunt stated he met with Yaron Pew of the Pew Charitable Trust, who was working with
communities to lobby for the funding of deferred maintenance for all national parks.
Assistant City Manager Ron Long noted the city signed a no-cost change order for change
of scope with R&MConsultants for the complete design for final engineering of the Seward Marine
Industrial Center (SMIC) expansion project. There had been delays in the project, primarily due to
74
City of Seward, AlaskaCity Council Minutes
March 13, 2017 Volume 40, Page
weather. The April 15, 2017 contract deadline for the breakwater completion may be tight.
McClure noted there was a broken stop sign by the Seward Highway and the Chevron gas
station.She wanted to know when the holiday decorations would be taken down. Hunt said currently
the garland was frozen to the poles, so they had to wait until it was warmerbefore removing them.
Keil reminded the public to shovel snow for access to electric meters and oil tanks.
City Attorney Report. Will Earnhartstated he would be providing council with a more
updated written report.The attorney received Orion’s brief on the Ninth Circuit appeal, and he was
working on a response.The City Attorney worked with administration on updating land transfer
procedures to bring them up to date, which was complicated.
In response to Casagranda, Earnhart said executive sessions were not part of the public record
and the idea behind them was to be able to deal with sensitive issues.It took discretion to determine
which issues should be sensitive. He stated not disclosing what was said in executive session was the
best practice,but some things of a practical matter came out of them.
Other Reports, Announcements and Presentations
Presentation by Emily Stolarcyk of Eyak Preservation Council regarding siting and
timing of U.S. Navy training exercises in Gulf of Alaska.
PUBLIC HEARINGS – None
UNFINISHED BUSINESS –None
NEW BUSINESS
Resolution 2017-013, Opposing Siting And Timing Of U.S. NavyTraining Exercises That Pose
Risks To Fish And Fisheries In The Gulf Of Alaska.(Casagranda/Slater)
Motion (Keil/Casagranda) Approve Resolution 2017-013
Long clarified administration did not craft this resolution.
Slater thought it was important to hear this side of the issue and thought Seward should stand
by the other communities and present a united front.
Casagranda echoed Slater’s comments.She had concerns from the beginning regarding the
timing ofthe Northern Edge exercise.She thought it was important to have a voice about marine life
and their coastal community.She wanted to work together with the Navy, but wantedour country to
care about our community and marine life.
75
City of Seward, AlaskaCity Council Minutes
March 13, 2017 Volume 40, Page
McClure felt they’d been told two very different opinions on the issue.She was more in line
with suggesting having a full report; she didn’t think it was possible to change their minds on this
issue as the training was scheduled to take place in about six weeks.
Keil wasn’t willing to commit the entire community to this resolution. They had a long
standing history with the military in Seward.
Motion (Keil/McClure) Postpone Resolution 2017-013 Indefinitely
Casagranda thought this motion was disregarding the work put into the resolution.She felt
this resolution should be able to be brought back, and indefinite postponement would never bring it
back.
Bardarson had an issue bringing this forward six weeks prior. She wasn’t comfortable with it.
Motion to Postpone Failed Yes: Keil, Bardarson
No: Squires, Casagranda, McClure, Slater
Casagranda thought that when the Navypresented to the City Council in November, 2016,
they were told they would be sinking a ship. She felt this was a resolution asking for transparency
and communication. She agreed they were hearing different things.
Long felt unqualified to speak on this matter, but noted the timingof when fish and animals
were in Seward.In May, they would have migrating gray whales and humpbacks. It was unclear that
an impact could take place if this exercise occurred.
Squires didn’t agree with the resolution being well written. He didn’t agree with Section 1,
refraining from using live ordnance or sonar, or Section 2 with the location.He felt like the request
for an after-action report wouldn’t happen,as that information wouldn’t be public.He couldn’t
support the resolution as it was written.
Motion to Amend (Casagranda/Slater) Amend Resolution 2017-013, striking
Sections 1 and 2.
Motion Failed Yes: Casagranda, Slater
No: McClure, Keil, Squires, Bardarson
Main Motion Failed Yes: Slater, Casagranda
No: Keil, McClure, Squires, Bardarson
Other New Business Items
Direct the City Clerk to send a letter to the University of Alaska Fairbanks College of Fisheries
and Ocean Sciences, encouraging the continuance of Seward as the host city for the annual
Alaska Tsunami Ocean Sciences Bowl.(McClure)
76
City of Seward, AlaskaCity Council Minutes
March 13, 2017 Volume 40, Page
Council directed the letter be sentto the Dean and staff of the College of Fisheries and Ocean
Sciences, as well as the Board of Regents.
Discussion on sending a letter to the U.S. Military, requesting information on activities
regarding the Northern Edge Exercise.
Keil thought a letter to the U.S. Military requesting training operations be conducted in
September would be a good option for council.
Squires thought they should have a resolution and a letter. Council directed administration to
put together a resolution with assistance from interested council members to bring back for approval
at the next meeting.
INFORMATIONAL ITEMS AND REPORTS – None
COUNCIL COMMENTS
Casagranda said when she was in executive session,she expected anything discussedto be
confidential. She felt her privacy was invadedafter a recent session.Casagranda felt executive
session protocol should be clear in the City Council Rulesof Procedure or in the City Code. Earnhart
said Robert’s Rules of Procedure stated that everything in executive session was secret.It was up to
the body to sanction anyone who violated that secrecy.As a practical matter, some information did
come out incertain instances; for example,if the council was to give direction to the attorney on a
legal case.Bardarson agreed council needed to make a policy regarding executive sessions with
respect to evaluations.
Slaterthanked Emily Stolarcykand Andy Mezirow for coming down and speaking tonight.
McClurewelcomed Mr. Carpenterto the assembly.She hoped Mr. Dunham would speak
th
more on the 150anniversary. She and Lee Poleske were talking about having a big community
picnic.
Squirescongratulated Carpenter.He thanked Stolarcykand Mezirow for bringing
information tonightregarding the naval training exercise.Squires requested the March 21, 2017
council work session be rescheduled.Council rescheduled the work session on city projects and
goals to March 20, 2017 at 5:00 p.m.
Keilthanked the departments for working so well together during the snow days. She thanked
everyone for their hard work and working cooperatively together.
Bardarsonattended the Seward Volunteer Fire Department awards banquet and it was
another well done event. She expressed appreciation to those who kept Seward safe.
CITIZEN COMMENTS
77
City of Seward, AlaskaCity Council Minutes
March 13, 2017 Volume 40, Page
Christina Hendricksonspoke on the Northern Edge Exercise.She sponsored a similar
resolution in Girdwood that opposed the siting and timing of the exercise.Hendrickson was a former
defense contractor and felt she had subject matter expertise on this issue.She came to Seward to fish
and see the animals. She had read the environmental impact statement and heard the audio
presentation the military gave Seward in November, 2016. All of the information presented to
various people at various times had differed. Hendrickson invited the councilto check out
www.summerisforsalmon.org for more information on the matter.
Kris Erchinger had worked for the city for many years. She stated she and her family had
been the subject of intimidationand attacks by a council member. When council members became
aware of inappropriate behavior of another member, they had aresponsibility to stop that behavior to
protect city employees. Erchingerfelt the intimidation of following her around and taking photos was
inappropriate and she had had enough.
th
Willard Dunhamelaborated on the celebration of the 150
Anniversary of the purchase of
Alaska.The city could participate in creating a replica of the actual signing purchase documents in
Russian, French, and English as an attraction forthe city. Dunham stated he would like to see this in
the museum.He hoped someone from Seward could attend the 150 year conference in Kenai on
April 21, and 22, 2017.He thanked McClure for bringing attention to the possibility of moving the
National Ocean Sciences Bowl.The Seward Marine Center was going to need the city’s help to stay
viable as Seward could not afford to have that facility closed.
COUNCIL ANDADMINISTRATION RESPONSE TO CITIZEN COMMENTS
Keilsaid teleconferencing was available on March 16, 2017 for Seward on state Senate Bills
22and 24, for the operating and mental health budgets, respectively. She believed that the next
resolution that came forward on the military training exercise should be a little bit tougher and have
more of a Seward stamp on it.
McClureproposed they consider participating in obtaining this replica mentioned. She was
willing to talk and work with Dunham about it.
Squiresappreciated Ms. Hendrickson’s comments tonight.
Casagrandathought that what council just heard was a perfect example of why information
should not be leaked from executive sessions. It was dispersed inappropriately and misunderstood.
The other day she was at the grocery store and her daughter asked her why certain people were
following Casagranda.
Bardarsonfelt there was a problem. She asked the clerk to put on the next agenda an
executive session regarding procedures. She would work on language and submit it to the clerk.
EXECUTIVE SESSION
Motion (Keil/McClure) Go Into Executive Session To Discuss the
CityClerk’s Annual Evaluation.
78
City of Seward, AlaskaCity Council Minutes
March 13, 2017 Volume 40, Page
The City Clerk was invited to stay.
Motion Passed Unanimous
Council went into Executive Session at 8:50 p.m.
Council came out of Executive Session at 9:43 p.m.
ADJOURNMENT
The meeting was adjourned at 9:44 p.m.
____________________________________ ____________________________________
Johanna Kinney, CMC Jean Bardarson
City Clerk Mayor
(City Seal)
79
City of Seward, AlaskaCity Council Minutes
March 28, 2017 Volume 40, Page
CALL TO ORDER
The March 28, 2017 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 Clemonsled the Pledge of Allegiance to the flag.
ROLL CALL
There were present:
Jean Bardarson presiding and
Marianna Keil Ristine Casagranda
Dave Squires Sue McClure
Deborah Altermatt Erik Slater
comprising a quorum of the Council; and
Jim Hunt, City Manager
Johanna Kinney, City Clerk
Brenda Ballou, Deputy City Clerk
Absent – None
CITIZEN COMMENTS ON ANY SUBJECT EXCEPT THOSE ITEMS SCHEDULED FOR
PUBLIC HEARING
Rolf Bardarsonsaid he was contracted to sweepthe Safeway parking lot, and historically he
tried to do it in the off hours when the parking lot was not full of customer vehicles. His truck made
noise at 73 decibels, which was above the 50 decibel maximum allowable by city code.Herequested
council provide him with a noise ordinance exception for performing the job.
John Frenchwas being considered for the city’s Prince Williams Sound Regional Citizens’
Advisory Council (PWSRCAC) representative and was very interested in serving in this capacity.
Orson Smith had been the city’s PWSRCAC representative for the past two years, and he
would be happy to continue for the next two years.
Lynda Paquettesaid the Lowell Point Sewage Lagoon had recently turned sour again,and
the smell was suddenly awful.
Wadeen Hepworthwas here to address the statement made at the previous council meeting.
She said the best defense was a good offense. She wondered why the employee who spoke at the last
council meeting, if she was so concerned, wouldn’t file a police report. Moreover, she said she
80
City of Seward, AlaskaCity Council Minutes
March 28, 2017 Volume 40, Page
wondered why information was leaked from a confidential session, especially when the person
leaking the information knew it would be inflammatory.
APPROVAL OF AGENDA AND CONSENT AGENDA
Motion (Keil/McClure) Approval of Agenda and Consent Agenda
Casagranda added an item under Other New Business to discuss funding for the completion of
the Historic Preservation Plan.
Casagranda requested to move the Executive Session to a publicdiscussion item. Keil opposed.
Motion (Casagranda/ Strikethe Executive Session from the agenda
and add a new itemunder Other New
Business: “Discuss potential further action
regarding Council’s role in monitoring
administrative employees and the legal
implications thereto.”
Motion died for lack of second.
Bardarson requested to move Resolution 2017-017 onto theconsent agenda.
Motion Passed Unanimous
The clerk read the following approved consent agenda items:
Resolution 2017-016, Encouraging Congress To Create A Reliable, Predictable Stream Of
Resources To Address Deferred Maintenance Needs In America’s National Park System.
Resolution 2017-017, Retroactively Amending The 2016 Budget To Account For Additional
Sales Tax To The Hospital Fund Based On Additional Collections And Closing Out Completed
Projects At Year-End, And Appropriating Funds.
SPECIAL ORDERS, PRESENTATIONS AND REPORTS
Proclamations & Awards – None
Chamber of Commerce Report. Cindy Clock introduced Ron Wille,one of the Chamber
of Commerce board memberswho accompanied her tonight. Wille spoke about the chamber’s goal
of supporting the increase inaffordable housing;one idea proposed was for morehigh-density
housing options. Clock said the Adventure Travel Show was held recently in Denver, and over
10,000 people attended every day. Hundreds of people had visited Seward last weekend for the
Marathon Miners Wrestling Club Tournament. This coming weekend was the Mat-Su Sports Show,
which was a big,well-attended event. People werealsoexcited about the upcoming Mermaid
Festivalwhich wouldcoincide with Harbor Opening Weekend. The annual Seattle Partners trip was
81
City of Seward, AlaskaCity Council Minutes
March 28, 2017 Volume 40, Page
coming up soon, and the agenda was full for thatvisit. The next chamber luncheon would be April
14, 2017 at the Breeze Inn.Clock showed a new video that would be on the chamber’s website
(seward.com) and Facebook page; it was compiled partly fromamateur video that had been
submitted.
In response to Squires, Wille explainedthe chamber board had identified affordable housing
as a key goal to focus on this year. Squires would beinterested in the City Council having a joint
work session with the Chamber of Commerce to address this issue.
In response toMcClure, Clock said the Mt. Marathon Race sign ups would close on Friday,
March 31, 2017 and it appeared that approximately 2,000 people had applied.Some of the race fields
had been expanded to accommodate increased participant interest.
City Manager Report. Jim Huntsaid the following purchaseorder between $10,000 and
$50,000had been approvedsince the lastcouncil meeting: $13,600for a DL350 5-wheel loader with
337 hours to be used at the Seward Marine Industrial Center (SMIC).Hunt added that, following up
on a previous council request for information about the status of the Friends of the Jesse Lee Home
(FJLH), therewas still an active contract in place with FJLH so he had nochanges or updates to
report.
Keil mentioned that a stop sign located at Third Avenue and Washington Streethad fallen
over.
Other Reports, Announcements and Presentations
PUBLIC HEARINGS
Resolution 2017-014, Authorizing The Exercise Of Option No. 1 To The Kenai Fjords Tours
Lease 97-102 To Extend The Term Of The Lease By Five Years, And To Add Interim Rental
Adjustments By The Annual CPI.
Motion (Keil/Casagranda) Approve Resolution 2017-014
Assistant City Manager Ron Long invited Harbormaster NormRegisto address council.
Regis said the current lease would expire on September 23, 2017. Regis said the original lease
included two five-year extensions, but required that each five-year extension was required to come
before councilfor approval.In addition, the lease would also be impacted by a mandatory Consumer
Price Index (CPI) increase.
Notice of the public hearing being posted and published as required by law was noted and the public
hearing was opened. No one appeared to address the Council and the public hearing was closed.
Squires asked if the leaseholder was in good standing with taxes, etc. Regis confirmed they
had never been in default and were in good standing.
Motion Passed Unanimous
82
City of Seward, AlaskaCity Council Minutes
March 28, 2017 Volume 40, Page
Resolution 2017-015, Authorizing The City Manager To Enter Into A “Third Amended And
Restated Agreement For Lease Of Tract 2A, Waterfront Tracts, And The Lease, Operation
And Maintenance Of The Alaska SeaLife Center” With The Seward Association For The
Advancement Of Marine Science.
Motion (Keil/Casagranda) Approve Resolution 2017-015
Longsaid,although this resolution appeared to be complicated, it boiled down to two funds
which were in place: one for the Maintenance Repair and Replacement Fund (MRRF) and another
called a Termination Fund which was in place in the event that the Alaska SeaLife Center (ASLC)
had to shut down operations. Tonight’s resolution would open a portion of the funds in the
Termination Fund for short-term accessfor cash flow purposes,and was to bereplaced/repaid over
time.
Notice of the public hearing being posted and published as required by law was noted and the public
hearing was opened. No one appeared to address the Council and the public hearing was closed.
Squires asked if the ASLChad access to the MRRFnow; Long said they did for repairs, but
not for cash flow purposes. In response to Squires, Long said the Termination Fundwas what was
being opened up for the ASLC to access for cash flow purposes through this resolution.
Motion Passed Unanimous
UNFINISHED BUSINESS –None
NEW BUSINESS
Resolution 2017-018, In Support Of Changes To Timing And Siting Of U.S. Navy Operation
Northern Edge Training Exercises In The Gulf Of Alaska.
Motion (Keil/Casagranda) Approve Resolution 2017-018
Long said this resolution was a compilation of feedback from councilplusadditional research
administration has conducted, and he was bringing it forward at the behest of council.
Motion to Amend (Squires/Keil) Amend Resolution 2017-018 by addinga new
“Section 2.With the concerns the
community has raised, the City Council
respectfullyrequests the National Marine
Fisheries Service (NMFS) to conduct an
after-action survey of the training area,
migration routes, haul out areas, and
rookeries, and advise the concerned
communities of any findings.” and moving
the old Section 2 down to become Section 3.
83
City of Seward, AlaskaCity Council Minutes
March 28, 2017 Volume 40, Page
Motion to Amend Passed Unanimous
Main Motion Passed Unanimous
Council directed administration to send a copy of this resolution to the U.S. Navy, U.S. Air
Force, the City’s entirestate and federal legislative delegation, all communities impacted by
this exercise, and to Emily Stolarcykand Christina Hendricksonfrom the Eyak Preservation
Council.
Resolution 2017-019
, Amending The 2017 Budget To Reflect Mid-Cycle Budget Adjustments,
And Appropriating Funds.
Motion (Keil/McClure) Approve Resolution 2017-019
Long said this was a low-key true-up of the mid-cycle budget. The highlights included: both
sales tax revenues and property tax revenues were up; fish tax revenues were estimated to be down
by approximately $100,000; the Police Department had an increase in wages; insurance costs were
up;and,the cemeteryneeded $25,000. There would also be some changes to thestructure of the
Parks and Recreation Department which would help smooth out seasonal training issues.
In responseto Casagranda, Long confirmed that there were noother changes predicted to the
budget at this time.Casagrandawondered why there wasn’t a projected increase in parking revenues
documented as well. Long suggested that any revenue increase would be reflected in the actuals, and
would only appear in a mid-cycle budget amendment if there was an anticipated expense related to it.
In responseto Keil, Finance Director Kris Erchingersaid it would beup to council to
decide if the police department increase would be retroactive to January1, 2017. In response to
Squires, Police Chief Tom Clemonssaid patrol was the area that was experiencing the higheststaff
turnover, although there were also several dispatch positions open at this time as well. In responseto
Squires, Clemons said it took approximately 4.5 months to train a police dispatcher.
Motion Passed Unanimous
Other New Business Items
Appoint John French or Orson Smith as the City of Seward Representative to the Prince
William Sound Regional Citizens’ Advisory Council, with a term expiring May, 2019.City
Clerk Johanna Kinney passed out ballots to council then collected them and read the vote
count as follows: 6votes for Orson Smith and 1vote forJohn French.Council re-appointed
Orson Smith as the city’s representative.
Schedule a work session to discuss proposed evaluation procedures for City Attorney, City
Clerk, and City Manager.A work session was scheduled on April 10, 2017 at 5:30 p.m.
84
City of Seward, AlaskaCity Council Minutes
March 28, 2017 Volume 40, Page
Discuss funding for the Historic Preservation Plan. (Casagranda) Casagranda said Judith Bittner
at the State Historic Preservation Office (SHPO)was offering the city grant funding for the final
editing of the Historic Preservation Plan for $2,000, but SHPO requested to see the draft first prior to
providing the fundingand the city’s Historic Preservation Commission was reluctant to do that and
were also concerned that the Plan wouldn’t be finished by May, 2017. Another $1,000 would be
needed after the final editing tocover the printing costs. Long said thatwas a self-imposed timeline
put in place by thecity’sHistoric Preservation Commission, and his recommendation would be to
accept the grant funding from the state. Council directed administration to apply for the SHPO
organization grant fund of $2,000.
INFORMATIONAL ITEMS AND REPORTS
Tentative travel dates for Bardarson and Keil to Seattle and Washington, D.C. of April 25 –May 4,
2017. (Bardarson) Bardarson corrected the dates to April 26 – May 4, 2017.
Priority goal list, as discussed at the March 20, 2017 Work Session. (Bardarson)Council requested
that this item remain as an informational item in their packets going forward.
COUNCIL COMMENTS
Casagranda thanked John Frenchfor applying to PWSRCAC;she thanked all the
community’s volunteers for their efforts. She had attendedthe Skip & Marie Fletcher Movie Night
last week and commended the volunteers for doing such a great job. She applauded the upcoming
Mermaid Festival as another great community project, and gave a bigthank you to the wrestling club
for the very successful tournament last weekend.
Altermattapologized for missing the last council meeting due to illness. She reiterated the
importance of the Mat-Su Sports Show coming up this weekend. She commended the Library
Museum stafffor handling an influx of February visitors, and said onMarch30, 2017 there would be
a big Seward’s Day celebration at 7:00 p.m. at the library. The annual Harbor Opening Weekend
would be May 19-21, 2017 and would include a dedication at the Mariners Memorial.
Slaterreminded everyone to drive safely; hehadnoticed new visitors in town. He thanked
Ron Wille and the Chamberof Commerce for a good report.
Keil reminded everyone that Friday, March 31, 2017 would be thelast day to apply for the
Permanent Fund Dividend.
Squires thanked John French and Orson Smith for applying as the city’s representative to
PWSRCAC. He said tomorrow would be the Chill It’s A Drill tsunami warning exercise between
10:15 a.m. –10:45 a.m., and alsoreminded the public that flashing blue lights on a private vehicle
were,by state statute, arecognizedemergency vehicle thatrequired driversto pull over and yieldfor.
McClureasked people to help newcomers understand the tsunami drillif they noticed
someone in distress. She encouraged people to attend the Seward’s Day presentation which would
85
City of Seward, AlaskaCity Council Minutes
March 28, 2017 Volume 40, Page
feature authorMichael Dunham as a speaker. The Mayor’s Cup Race would be held on Saturday,
April 1, 2017. McClure thanked French and Smithfor their interest in serving on PWSRCAC.
Bardarson would be attending the Mayor’s Cup Race, but wouldn’t be mushingthis time.
April 4, 2017was the Mayor and County Recognition Day for National Serviceand thanked people
for their service.She had heard fromresidents of Dora Way who reported they werehappy with the
street plowing, but were having problems getting in and out of driveways because of the snow berms
created.
Huntwelcomed REI in town while they dida photo shootfor a future catalog.He noted the
electricity had gone out for about an hour this evening, but had already come back on.
Longsaid a temporary stop sign had been placed at ThirdAvenueand WashingtonStreet this
evening. He attended asuccessfulproject meeting this morning for the South Harbor Uplands
Development.
CITIZEN COMMENTS
WadeenHepworthcontinued her earlier comments. Her concern was that the confidentiality
of an Executive Session had been breached. The citizens of Sewardhad a right to know thatif a
confidential meetingwas held, the discussions would be kept confidential.
Rolf Bardarsonagain requested a noise ordinance exception for sweeping the Safeway
parking lot.
John Frenchthanked council for their consideration of his application for PWSRCAC.He
agreed that the city’s Historic Preservation Commissionhad a self-imposed timelinefor completing
the Historic Preservation Plan, but said completing the planwasvery important to the commission.
Willard Dunhamsaid on April 21-22, 2017 there would be a Kenai Peninsula History
th
Conference to celebrate 150 Anniversary of the purchase of Alaska from Russia. He encouraged
everyone to attend.
Tara Reimer thanked council for their support tonight for the Alaska SeaLife Center.
COUNCIL ANDADMINISTRATION RESPONSE TO CITIZEN COMMENTS
Keilsaid she thought that the concernsbrought forward by the employee at the March 13,
2017 council meeting warranted a response from council.
Squiresthanked French and Hepworth for their time and effort on the HP plan. In response
to Squires, Long said administration had the ability to issue a short-term exception to the noise
ordinance to allow Bardarsonto sweep the Safeway parking lot.
Bardarson called City Attorney Will Earnhart on the telephone.
86
City of Seward, AlaskaCity Council Minutes
March 28, 2017 Volume 40, Page
Casagrandaread a statement in response to the employee complaint fromthe last council
meeting, and in advance of the Executive Session scheduled for tonight. Sherequested that it become
part of the public record.
City Attorney Will Earnhartwas invited to speak via teleconference by Bardarson.
Earnhartreferenced his public memoof March24, 2017,andsaid the memowas somewhat
incompleteon purpose in orderto protect the identity ofcertain individuals. There was a specific
exposure to the city if someone felt they were being surveilled, retaliated against, or being submitted
to a hostile work environment. Under the charter, city code and council rules, council members were
not allowed to take personnel matters into their own hands; that was the responsibilityof
administration. Earnhart saidthere were nepotism issues brought to his attentionin 2014, and he felt
that he had investigated it at thattime to his satisfaction and determined there were no nepotism
concerns.
EXECUTIVE SESSION
Go Into Executive Session Pursuant SCC 2.10.030 (b)(3), matters pertaining to threatened or
pending litigation and SCC 2.10.30 (b)(5), matters which by law, municipal charter, or
ordinance are required to be confidential, and to discuss potential further action regarding
Council’s role in monitoring administrative employees and the legal implications thereto.
(Bardarson)
The Executive Session was not held.Rather, the topic was discussed in an openpublic forum during
this meeting.
ADJOURNMENT
The meeting was adjourned at 10:12 p.m.
____________________________________ ____________________________________
Johanna Kinney, CMC Jean Bardarson
City Clerk Mayor
(City Seal)
87
From:Marianna Keil
To:Johanna Kinney
Cc:Jean Bardarson
Subject:Please add for discussion
Date:Friday, March 31, 2017 8:18:00 AM
Johanna,
Thank you for the invitation to cake for Nancy's birthday. It was delicious and Nancy was all smiles.
I would like you to add the 2014 Nepotism memo and the response to my request for your interpretation
of Interference in Administrative Services to our next council agenda for discussion.
Thank you.
Marianna
88
89
90
91
From:Johanna Kinney
To:Marianna Keil
Bcc:Brenda Ballou
Subject:RE: code
Date:Thursday, March 30, 2017 10:36:56 AM
I tend to read charter/code/rules of procedure in a very black and white way, I just feel it’s safer and
more fair.
That said, from Will’s memo, the sections of these policies regarding administrative service all seem
to initially address the appointment (and sometimes including the removal) of an employee, and
that council is to not interfere with that process. But the second half of each of these provisions
state the council is not to interfere with the administrative service of the city. I think those are two
related, but different points. Meaning I don’t think that administrative service is solely defined on
the appointment/removal of an employee. It would help to look at what administrative service is
defined as.
Title 5 of the charter is called Administrative Service. It says the council shall provide in the code for
employment of city personnel on the basis of merit and fitness (5.3 b). It also says the city manager
shall employ of be responsible for the employment of all city employees except the city clerk
department, and supervise and coordinate the personnel policies and practices of the city (5.4 f).
Short answer – I don’t think administrative service is defined as or limited to the appointment or
removal of a city employee.
Johanna Kinney
From: Marianna Keil
Sent: Wednesday, March 29, 2017 8:28 AM
To: Johanna Kinney
Subject: code
Do you agree with Council member's interpretation of "interference in administrative services." Which
appears to be that only refers to hiring and firing. Marianna
92
MEMORANDUM
January
o
o
o
February
o
o
o
93
March
o
o
o
o
94
Memorandum
Date:March 24, 2017
To:City Council, Historical Preservation Commission, Planning and
Zoning Commission, and Port and Commerce Advisory Board
Fr
om: Johanna Kinney, City Clerk
S
ubj: Motions and Amendments
Council, Board Members, and Commissioners,
B
elow is a helpful article on making motions and amendments. Also, the order of events is captured in the
minutes. Two examples are included with this memo to show this order.
Questions? Let me know, please!
Johanna Kinney, CMC
City Clerk, City of Seward
Post Office Box 167
Seward, Alaska 99664
p: 907.224.4045
e: clerk@cityofseward.net
f: 907.224.4038
w: www.cityofseward.us
95
How can we be clear about motions and amendments so that all the board and
those in the audience understand what the board is voting on?
October 4, 2013
Making a motion and amending it once before voting on the amended motion can usually be handled with no
problem. But multiple amendments, retractions and attempts to amend can leave everyone clueless about what
the board is actually voting on.
The chair should first accept a main motion, ask for a second and then clearly restate the motion. Once
seconded, the motion belongs to the entire board and can only be amended by a vote of the board. In other
words, five minutes into discussion of the motion, the original maker can't just say "Oh wait, I want to change
my motion to …" and have that become the new motion.
Anytime before a final vote on the motion, it can be amended by any member of the board (including the
original maker of the motion) as long as two conditions are met:
The motion must be directly related to the main motion ("germane")
The amendment must be seconded by another board member
When the motion to amend is made and seconded, the board must deal with the amendment before dealing with
the main motion. The board must debate and vote on the amendment only - not the main motion. The board
chair must keep everyone on the topic of the amendment. If a member begins to comment on the main motion,
the chair should rule him or her out of order immediately. After debate, the chair calls for a vote on the
amendment. If it passes, the chair restates the motion as amended and opens it up for debate. If the amendment
fails, the chair states the motion as originally worded and the board debates the main motion.
Once you are back to a main motion, that motion can be amended and the cycle begins again until the main
motion is finally voted.
While it is possible and allowable under Robert's Rules to have amendments of the second rank, also known as
amendments to amendments, any board suffering confusion about motions and amendments is well advised to
stick to one amendment at a time.
If the board allows only one amendment at a time, and the chair clearly states the full language of the motion, or
motion to amend, before and after each vote, confusion can be minimized.
Julie Catala, board secretary for Corvallis School District 509J, has developed a simple guideline (13k ) for
making and amending motions. (http://www.osba.org/-/media/Files/Resources/Board-Operations/Corvallis-
cheat-sheet-for-making-motions.pdf?la=en)
From the Oregon School Boards Association
(http://www.osba.org/Resources/Article/Ask_Betsy/Clarity_of_motions_and_amendments.aspx):
96
PRIMARY AMENDMENT EXAMPLE
Motion and corresponding actions are color coded
Resolution 2017-321, A Resolution Of The City Council Of The City Of Seward, Alaska, Approving The
Purchase Of A Hover Board For The Amount Not To Exceed $8,765,432.10.
Motion (Smith/Wesson) Approve Resolution 2017-321
~discussion on the main motion happens here, as well as staff input if requested by the body~
Motion to Amend (first/second)Amend Resolution 2017-321, striking the original
amount and inserting $10,000,000.
~discussion on the motion to amend only happens here~
Motion to Amend Passed Unanimous
~more discussion on the main motion can happen here~
Motion to Amend (Wells/Fargo) Amend Resolution 2017-321, by adding the words “hot
pink” before hover board.
~discussion on the amendment only happens here~
Motion to Amend Passed Unanimous(this is a vote on the amendment!)
~more discussion on the main motion can happen here~
Main Motion Passed Unanimous(as amended)
Congratulations, you are now the proud owner of a ten million dollar hot pink hover board.
97
PRIMARY and SECONDARY AMENDMENT EXAMPLE
Motion and corresponding actions are color coded
Resolution 2017-321, A Resolution Of The City Council Of The City Of Seward, Alaska, Approving The
Purchase Of A Hover Board For The Amount Not To Exceed $8,765,432.10.
Motion (Smith/Wesson) Approve Resolution 2017-321
~discussion on the main motion happens here, as well as staff input if requested by the body~
Motion to Amend (first/second)Amend Resolution 2017-321, striking the original
amount and inserting $10,000,000.
~discussion on the motion to amend only happens here~
Motion to Amend Passed Unanimous
~more discussion can happen here~
Motion to Amend (Wells/Fargo) Amend Resolution 2017-321, by adding the word
“pink” before hover board.
~discussion on the amendment only happens here~
(clerk note: it is possible to amend an amendment. This is called a secondary amendment. They can be tricky,
but a good tip to remember is you can amend the amendment, if it’s a completely different change not related to
the first amendment, better just save it until after you vote on the original amendment. See next example)
Motion to Make Secondary AmendmentAmend the Amendment for Resolution
(Wesson/Smith)2017-321, by inserting the words “hot pink” before
hover board.
~discussion on the secondary amendment only happens here~
Motion to Make Secondary Amendment Passed Yes: Smith, Wesson, Wells, Fargo
No: Larry, Moe, Curly
~more discussion can happen here~
Motion to Amend Passed Unanimous(this is a vote on the overall amendment!)
~more discussion can happen here~
Main Motion Passed Unanimous(as amended)
Congratulations, you are now the proud owner of a ten million dollar hot pink hover board.
98
MEMORANDUM
TO: City Council
FROM: Johanna Kinney, City Clerk
DATE:March 21, 2017
RE:City projects and goals - REVISED
The following list of City Council projects and goals wasreviewedand discussed at the March 20, 2017 City
Council Work Session, and revisedasfollows:
1
1.New ADA accessible parking location on west side of City Hall
1
2.Set location for Satellite Fire Station and Public Works Building
3.Expand current Council Chambers
4
4.Discussion on Air Force Rec Camp Site
5.Harbor crane
6.Saltwater Heat Pump Project
7.Energy Efficiency of City Hall
8.Ground Transportation for Ambulance Services
4
9.Animal Shelter Improvements
4
10.City Hall Elevator
3
11.Research elected/appointed official tele-conferencing possibilitiesfor meetings
3
12.Refine Executive Session Procedures
13.Update the KPB Tsunami Warning message to include specific reference to the local radio
station (91.7/106.1)
4
14.Incentivize family entertainment-type businesses to come to Seward
1
15.Affordable Housing (including Summer Worker Housing)
16.Develop South Harbor Uplands
17.Seward Community Health Center Expansion
2
18.Building Maintenance
2
19.LED Light Conversions
1 Potential Work Session
2 Address as a budget consideration
3 Awaiting City Attorney input - #11 will be scratched unless City Attorney advises differently
4 Currently underway
99
April 2017May 2017
SuMoTuWeThFrSaSuMoTuWeThFrSa
April 2017
1123456
234567878910111213
910111213141514151617181920
1617181920212221222324252627
2324252627282928293031
30
SunMonTueWedThuFriSat
Mar 262728293031Apr 1
Reserved for Audit
Mar 26 - Apr 1
2345678
Reserved for Audit
7:00pm 10:30p12:00pm 2:00p10:00am 1:30p
m P&Z Mtg m PACAB m HP WS
(City Annex Mtg (Library)(Chambers)
Building)
Apr 2 - 8
9101112131415
Reserved for Audit
12:00pm
5:30pm 7:00pm 7:00pm 10:00p12:00pm 2:00p7:00pm 10:00p
CCWS m KPB Road m PACAB m Fish &
(Chambers)Service Mtg Work SessionGame
(Council Meeting
7:00pm 10:30p6:30pm 10:00p
Apr 9 - 15
Chambers)(Chambers)
m CC Mtg m HP Mtg &
(Chambers)WS (Chambe
16171819202122
1:00pm 11:00p
m KPB
Assembly
Meeting
7:00pm 10:30p
Apr 16 - 22
m P&Z Spc
Mtg (City An
23242526272829
7:00pm 10:30p
m CC Mtg
(Chambers)
Apr 23 - 29
30May 123456
Apr 30 - May 6
Nanci Richey14/5/2017 10:09 AM
100
May 2017June 2017
SuMoTuWeThFrSaSuMoTuWeThFrSa
May 2017
123456123
7891011121345678910
1415161718192011121314151617
2122232425262718192021222324
28293031252627282930
SunMonTueWedThuFriSat
Apr 30May 123456
7:00pm 10:30p12:00pm 2:00p
m P&Z Mtg m PACAB
(City Annex Mtg
Building)(Chambers)
Apr 30 - May 6
78910111213
7:00pm 10:30p10:00am 1:30p
m CC Mtg m HP WS
(Chambers)(Chambers)
May 7 - 13
14151617181920
6:00pm 9:30pm 12:00pm 2:00p
P&Z WS (Citym PACAB WS
Annex (Chambers)
Building)
6:30pm 11:00p
m HP Mtg &
WS
May 14 - 20
21222324252627
7:00pm 10:30p
m CC Mtg
(Chambers)
May 21 - 27
28293031Jun 123
Holiday (Offices
May 28 - Jun 3
Nanci Richey14/5/2017 8:40 AM
101