City and Borough Assembly

ASSEMBLY CHAMBERS CITY AND BOROUGH OF SITKA 330 Harbor Drive Sitka, AK (907)747-1811 Minutes - Final City and Borough Assembly Mayor Gary Paxton Deputy Mayor Steven Eisenbeisz, Vice Deputy Mayor Valorie Nelson, Aaron Bean, Kevin Knox, Dr. Richard Wein, Kevin Mosher Interim Municipal Administrator: Michael Harmon Municipal Attorney: Brian Hanson Municipal Clerk: Sara Peterson Tuesday, September 24, 2019 6:00 PM Assembly Chambers REGULAR MEETING I. CALL TO ORDER II. FLAG SALUTE III. ROLL CALL Present: 6 - Eisenbeisz, Knox, Bean, Wein, Paxton, and Nelson Absent: 1 - Mosher IV. CORRESPONDENCE/AGENDA CHANGES None. 19-208 Reminders, Calendars, and General Correspondence V. CEREMONIAL MATTERS None. VI. SPECIAL REPORTS: Government to Government, Municipal Boards/Commissions/Committees, Municipal Departments, School District, Students and Guests (five minute time limit) None. VII. PERSONS TO BE HEARD None. CITY AND BOROUGH OF SITKA Page 1 City and Borough Assembly Minutes - Final September 24, 2019 VIII. REPORTS a. Mayor, b. Administrator, c. Attorney, d. Liaison Representatives, e. Clerk, f. Other Mayor - Paxton thanked staff for their role in helping make Southeast Conference a successful event. Interim Administrator - Harmon relayed he had emailed a three week action plan to the Assembly, noted Public Works engineering staff was assisting Garry White with the technical analysis of a ramp for the haulout, thanked Electric Department staff for the quick response to bringing power back on after the Green Lake Road landslide event, stated there was a turbidity event over the weekend, and provided an update on the recruitment process for several department heads. Attorney - Hanson reported he had been involved in ongoing litigation matters and working on the airport leasing project. Liaison Representatives - Knox reported on the Port and Harbors Commission meeting. Clerk - Peterson reviewed board and commission vacancies, told of the upcoming meeting schedule and provided an overview of polling locations for the October 1 Municipal Election. Other - Wein reported on his attendance at the UAS Advisory Board meeting and noted it was a valuable asset. Nelson reported on her attendance at the White House Regional State Leadership Day. IX. CONSENT AGENDA A 19-209 Approve the minutes of the September 5, 10, and 12 Assembly meetings A motion was made by Knox that this Item be APPROVED. The motion PASSED by unanimous consent. X. BOARD, COMMISSION, COMMITTEE APPOINTMENTS None. XI. UNFINISHED BUSINESS: None. XII. NEW BUSINESS: B 19-210 Discussion / Direction / Decision of the Administrator's annual recommended transfer to the Public Infrastructure Sinking Fund Chief Finance and Administrative Officer Jay Sweeney explained the goal of the Public Infrastructure Sinking Fund (PISF) legislation, in 2012, was to maintain a stable balance in the General Fund and to ensure that any extra cash built up in the General Fund was transferred to the PISF for use in paying infrastructure repair. Sweeney CITY AND BOROUGH OF SITKA Page 2 City and Borough Assembly Minutes - Final September 24, 2019 reported since the passing of the legislation in 2012, $5,740,539 had been transferred to the PISF while maintaining an average General Fund balance of $15,011,848. The highest amount transferred in any year was $1,650,000 in 2015; the smallest amount was $0 in 2017. The average amount transferred had been $820,077. Sweeney believed the legislation had successfully achieved its original intent. He noted in FY2020, the City faced a variety of risks that could serve to lower the balance of the General Fund, in particular, the need to pay funds to the federal government out of the Sitka Community Hospital sale escrow funds, which were a portion of the General Fund balance. Sweeney estimated the escrow amount to be between $2,000,000 and $4,000,000. In addition, he noted other legislation-driven requirements such as the liquidity reserve had risen. Therefore, he recommended no transfer to the PISF in FY2020. Sweeney reminded that the nature of the annual analysis ensured that if too conservative of a balance was transferred, it would be part of the balance identified for transfer in subsequent years. In addition, he reminded the Assembly was not restricted to transferring money into the PISF just once a year; a transfer could occur at any time. Controller Melissa Haley noted there was currently $500,000 in the PISF. A motion was made by Knox to transfer $0 based on the recommendation of the Interim Municipal Administrator. The motion PASSED by the following vote. Yes: 5- Eisenbeisz, Knox, Bean, Paxton, and Nelson No: 1- Wein Absent: 1- Mosher C 19-211 Discussion / Direction on Assembly per diem ($200) for municipal business held in Sitka Consensus of the Assembly was to not pay per diem of $200 per day for municipal business held in Sitka. D 19-212 Approve the Assembly Position Subcommittee recommendations from the September 16 meeting for the following positions: Library Director, Electric Utility Director, Fire Chief, Assistant Fire Chief, Fire Engineer, and Grounds Maintenance Specialist Interim Administrator Harmon relayed Fire Chief Miller had asked that the Assistant Fire Chief request be removed and brought forward at a future date. At the September 16 subcommittee meeting, the motion to recommend the hire of an Assistant Fire Chief failed. Eisenbeisz reminded Sitka General Code 2.20 required the position of Assistant Fire Chief. He recommended it be removed from the Code if the Assembly was not in support of the position. Wein expressed appreciation of the subcommittee work and noted it allowed for a greater understanding of the work employees do. A motion was made by Knox to approve the recommendations of the Assembly Position Subcommittee as outlined in the draft meeting minutes of September 16, 2019 and forward to the Interim Administrator. *recommend the hire of a Library Director *recommend the hire of an Electric Utility Director *recommend the hire of a Fire Chief *recommend the hire of a Fire Engineer only if a vacancy occurs within the next month *recommend the hire of a Grounds Maintenance Specialist CITY AND BOROUGH OF SITKA Page 3 City and Borough Assembly Minutes - Final September 24, 2019 The motion PASSED by the following vote. Yes: 6- Eisenbeisz, Knox, Bean, Wein, Paxton, and Nelson Absent: 1- Mosher E 19-213 Approve Interim Administrator's Transition Team Interim Administrator Harmon recognized those employees who were helping fill some of the vacant department head duties: Erin Clay (Electric), Sharon Joseph (Human Resources), Joanna Perensovich (Library), Amy Ainslie (Planning) and, Shilo Williams (Public Works). Wein expressed appreciation to the employees. Harmon explained his approach was to maintain continuity. Nelson suggested Bob Dryden be considered for the position of Interim Utility Director. Bean and Wein suggested his resume be evaluated. Eisenbeisz stated he was uncomfortable recommending interim appointments to the Administrator. Eisenbeisz noted it was beyond his role as an Assembly Member. Municipal Attorney Hanson reminded the Charter prohibited the Assembly from appointing department heads; it was under the purview and the power of the Administrator to appoint department heads then subsequently the assembly approved those appointments. No action taken. F 19-214 Discussion / Direction on the Administrator recruitment process Paxton said the topic of Interim Administrator would be discussed September 27. Nelson stated the need for the Assembly to decide on an Administrator. She reminded the Planning Director candidate was waiting for the Assembly to decide prior to making her decision on whether or not to accept the position. Nelson noted the absence of a Planning Director was affecting development. XIII. PERSONS TO BE HEARD: Bob Dryden spoke to his prior service at the Electric Department, spoke unfavorably of a chain of command system and micromanagement, and urged the Assembly to get the City back to a cooperative organization. XIV. EXECUTIVE SESSION None. XV. ADJOURNMENT A motion was made by Knox to ADJOURN. Hearing no objections, the meeting ADJOURNED at 7:12 p.m. ATTEST: ________________________________________ Sara Peterson, MMC Municipal Clerk CITY AND BOROUGH OF SITKA Page 4