ALASKA STATE LEGISLATURE  LEGISLATIVE COUNCIL  JUNE 18, 2020  1:00 PM      MEMBERS PARTICIPATING BY TELECONFERENCE  Senator Gary Stevens, Chair  Representative Louise Stutes, Vice Chair  Senator Tom Begich  Senator Cathy Giessel  Senator Bert Stedman  Senator Natasha von Imhof  Representative Bryce Edgmon  Representative Neal Foster  Representative Jennifer Johnston  Representative Steve Thompson      MEMBERS ABSENT  Senator John Coghill  Senator Lyman Hoffman  Representative DeLena Johnson  Representative Chuck Kopp      OTHER MEMBERS PRESENT  Representative Merrick      AGENDA  APPROVAL OF AGENDA  APPROVAL OF MINUTES  RATIFICATION OF CHARITY EVENTS  COMMITTEE BUSINESS  CONTRACT APPROVALS  OTHER COMMITTEE BUSINESS      SPEAKER REGISTER  Jessica Geary, Executive Director, Legislative Affairs Agency  (LAA)  Tim Banaszak, Information Technology (IT) Manager, LAA  JC Kestel, Procurement Officer, LAA    1:05:08 PM    I. CALL TO ORDER    CHAIR STEVENS called the Legislative Council meeting to  order at 1:05pm from the Kodiak Legislative Information  Office (LIO) via teleconference. Present at the call were:  Senators Begich, Giessel, Stedman, Stevens, von Imhof;  Representatives Edgmon, Foster, Johnston, Thompson, Stutes.    Members absent were: Senators Coghill, Hoffman;  Representatives Johnson, Kopp.    10 members present.      II. APPROVAL OF AGENDA    1:07:18 PM  VICE-CHAIR STUTES moved and asked unanimous consent that  Legislative Council approve the agenda as presented.    CHAIR STEVENS asked if there were corrections or additions  to the agenda. Hearing none, the agenda was approved.      III. APPROVAL OF MINUTES    A. February 12, 2020  B. February 25, 2020  C. March 10, 2020    1:07:40 PM  VICE-CHAIR STUTES moved and asked unanimous consent that  Legislative Council approve the minutes dated: February 12,  2020; February 25, 2020; and March 10, 2020 as presented.    CHAIR STEVENS asked if there were corrections or additions  to those minutes. Seeing none, the minutes were approved.      IV. RATIFICATION OF CHARITY EVENTS    th A.  20 Annual Thanksgiving in March  th B.  28 Annual Coal Classic Golf Tournament    1:08:05 PM  VICE-CHAIR STUTES moved and asked unanimous consent that  Legislative Council ratify the Chair's sanctioning of the  th following charitable events per AS 24.60.080 (a)(2)(B): 20  th Annual Thanksgiving in March, and 28 Annual Coal Classic  Golf Tournament.    CHAIR STEVENS objected for purpose of discussion. He has  sanctioned these events and verified they are 501(c)(3)  organizations. He asked if there was any discussion. Seeing  none, he removed his objection and stated that the events have  been ratified.      V. COMMITTEE BUSINESS    A. FY21 Hardware Refresh    1:09:02 PM  VICE-CHAIR STUTES moved that Legislative Council approve  the FY21 Hardware Refresh expenditure in the amount of  $150,342.    CHAIR STEVENS objected for purpose of discussion and asked Tim  Banaszak, IT Manager, to explain and answer questions.    TIM BANASZAK, IT Manager, Legislative Affairs Agency, said  this is a request for the FY21 hardware refresh  recommendations for the Council's consideration. We have  thirty-five laptop workstations, seventeen tiny  workstations, twenty laser printers, and thirty-three  monitors for a total cost of $150,342.    The list is based on a five-year computer refresh cycle,  age of equipment, upkeep costs, performance, and  obsolescence. The recommendations are also consistent with  the Three-Year Technology Plan that standardizes a single,  color laser printer for each office, reducing toner  replacement costs, and increases the number of laptops to  work remotely during and after COVID-19. It is cost  efficient, leveraging government contract volume discount  pricing. He said he was happy to answer any questions.    CHAIR STEVENS asked the result if this were not approved.    MR. BANASZAK responded that the many employees now working  remotely would no longer be able to do so and would not  have access to basic things like email. Also, with budget  reductions, equipment life has been extended up to a  decade, so there would be equipment failures.    CHAIR STEVENS asked if there were comments or discussion.    REPRESENTATIVE JOHNSTON asked how many desktops are being  moved between session and district offices.    MR. BANASZAK replied that half of those computers are  desktop/tiny workstations and half are laptops; LAA moves  approximately 120 per year.    REPRESENTATIVE JOHNSTON asked, regarding this purchase, if  the Legislature is transitioning to all laptops to  eliminate moving tiny workstations.    MR. BANASZAK responded that COVID-19 raised the issue of  remote work. IT reached out to offices scheduled for  refresh and saw the trend toward laptops versus desktops.  While a laptop is slightly more expensive than a desktop,  it is certainly the most efficient. IT would support moving  toward laptops.    REPRESENTATIVE JOHNSTON asked if these seventeen tiny  workstations are for offices that prefer a workstation  versus a laptop.    MR. BANASZAK replied that is correct. There are some  computers that do not move back and forth each year. Where  possible, and remote workstations are not needed, the  desktop is certainly the cheaper alternative. Historically,  there has been approximately fifty to seventy-five percent  desktops and fifty to twenty-five percent laptops, which is  now changing. That is why there are still tiny workstations  listed.    REPRESENTATIVE JOHNSTON asked how many tiny workstations  remain permanently in one place.    MR. BANASZAK replied that he did not have the exact count,  however the majority of those seventeen are permanent.    REPRESENTATIVE JOHNSTON said she hoped that continues to be  encouraged because it seems a rather large and unnecessary  annual cost.    CHAIR STEVENS thanked Representative Johnston for her good  point and noted it is something Council has watched over  the years. He asked if there were additional comments or  discussion. Hearing none, he removed his objection and  requested a roll call vote.    1:15:11 PM  A roll call vote was taken.    YEAS: Senators Begich, Giessel, Stevens, von Imhof;  Representatives Edgmon, Foster, Johnston, Thompson, Stutes.    NAYS: None    The motion passed 9-0.      VI. CONTRACT APPROVALS    A. FY21 Microsoft Enterprise Software Renewal Agreement    1:16:16 PM  VICE-CHAIR STUTES moved that the Legislative Council  authorize the Microsoft FY21 licensing payment to Software  House International in the amount of $144,402.52.    CHAIR STEVENS objected for purpose of discussion and asked Tim  Banaszak, IT Manager, to explain and answer questions.    TIM BANASZAK, IT Manager, Legislative Affairs Agency, said  this is the FY21 Microsoft Enterprise Software Renewal  Agreement for $144,402.52.    In 2018, Legislative Council approved the first installment  of the State of Alaska's three-year contract with Software  House International. This contract provides Microsoft  products, including Windows 10, Windows server operating  systems, and the Office software suite including: Word;  Excel; Outlook; PowerPoint; Skype for Business; OneNote;  Publisher; and Access database.    This agreement also provides licensing to operate the  critical infrastructure and systems, including: Windows 10  PC/OS; Windows Server; SQL databases including BASIS;  network storage (N drives); SharePoint; and web servers  including www.akleg.gov and the Intranet. Part of the  contract includes secure email, archiving, and protected  OneDrive file sharing, software licensing, and  collaboration for mobile devices. The agreement also  provides video and audio conferencing between legislative  employees and others using the Microsoft Teams application.  Finally, it includes software assurance which safeguards  the applications, operating systems, and databases by  providing the most current security updates and software  versioning.    This third renewal, which begins July 1, 2020, provides the  benefits of reduced-volume pricing, enhanced technical  support, regular software upgrades, and training for  technical and non-technical staff.    The Legislature's portion of the agreement for FY21 is  $144,402.52, which is budgeted under the Administrative  Services allocation and requires Legislative Council's  approval. If this request were not approved, the  Legislature would no longer have access to email, Microsoft  Office software, and leave critical infrastructure systems  exposed to internet exploits. He said he was happy to  answer any questions.    CHAIR STEVENS thanked Mr. Banaszak for anticipating his  question and noted it would be quite damaging to the  Legislature should Council not approve this.    REPRESENTATIVE STUTES asked if this had anything to do with  why Zoom cannot be downloaded on legislative computers. She  understood from IT that she could attend a meeting but not  download Zoom, a venue that many people use. She tried  Webex and found it difficult.    MR. BANASZAK replied the two issues are not connected.  However, that raises the other question about using third  party software. Part of the way IT manages the security and  integrity of our IT infrastructure is by certifying all  software and applications on our systems. What we have that  is certified is Microsoft Teams, which has been vetted and  works. The issue with Zoom is there are vulnerabilities so  when we download it and do not control it, there have been  security issues that resulted from that. He said he has  been on weekly briefings with Zoom to look at that because  Zoom's ease of use ranks at the top, from a Security  standpoint it ranks lower. IT is looking at other options  and software that becomes available, but right now we  really want to maintain the integrity of the legislature's  equipment, enterprise, and information assets.    CHAIR STEVENS asked if there were further comments or  questions. Hearing none, he removed his objection and  requested a roll call vote.    1:22:01 PM  A roll call vote was taken.    YEAS: Senators Begich, Giessel, Stedman, Stevens, von  Imhof; Representatives Edgmon, Foster, Johnston, Thompson,  Stutes.    NAYS: None    The motion passed 10-0.      B. Bethel LIO Lease Renewal    1:22:53 PM  VICE-CHAIR STUTES moved that Legislative Council approve  renewal No. 3 of the lease for Bethel Office Space in the  amount of $80,450.16.    CHAIR STEVENS objected for purpose of discussion and asked JC  KESTEL, Procurement Officer, to explain and answer questions.    JC KESTEL, Procurement Officer, Legislative Affairs Agency,  said LAA and Tunista, Inc. have a lease agreement for  office space in Bethel, Alaska, that began July 1, 2015,  and is currently on renewal two of the lease agreement.    Renewal No. 2 of the lease expires June 30, 2020. LAA would  like approval to proceed with Renewal No. 3 for the period  July 1, 2020, through June 30, 2021.    If Legislative Council approves Renewal No. 3, this will  leave no more renewal options of the lease available and we  must issue a bid or do a lease extension before Renewal No.  3 expires.    This lease exceeds $35,000 in one fiscal year; therefore,  Legislative Council's approval is required. He said he was  happy to answer any questions.    CHAIR STEVENS asked if there were further comments or  questions.    REPRESENTATIVE THOMPSON asked if the contract increased  annually.    MR. KESTEL responded that this lease is subject to an  annual CPI increase, which between FY20 and FY21 is  approximately $403.    REPRESENTATIVE THOMPSON asked if that was monthly or  annual.    MR. KESTEL confirmed it is an annual increase.    SENATOR VON IMHOF asked if there had been a statewide  comparison of all leased LIOs for cost per square foot,  recognizing regional differences.    She noted the Bethel office space is approximately 2,070  square feet and asked how many employees work there.    MR. KESTEL responded there are four individuals who work in  that space: Senator Hoffman; Representative Zulkosky; one  staff for Representative Zulkosky; and one LIO Officer.    He said in response to the question regarding LIO lease  comparisons, there was a comparison done several years ago  at Legislative Council's request and he would have to  research that outcome.    He continued that he could provide some examples of what  other State facilities in the Bethel area pay per square  foot for comparison. For example, the Department of  Administration has leased space in the Bethel area at $3.25  per square foot, Department of Law has leased space in the  Bethel area at $3.05 per square foot, and the Department of  Administration has another leased space at the Bethel City  Hall for approximately $3.91 per square foot. The $3.25  seems in line with other State facilities leasing in the  Bethel area. He said, upon request, he could perform a  statewide lease comparison report for Council.    CHAIR STEVENS said he thought it would be a good idea and  appreciated Senator von Imhof's question. While it will be  difficult to compare in some cases, for example the  Legislature owns the Anchorage LIO, it would be valuable  information for Council to have if you would do that for us  Mr. Kestel.    MR. KESTEL replied yes of course.    CHAIR STEVENS asked if there were further comments or  questions. Hearing none, he removed his objection and  requested a roll call vote.    1:28:55 PM  A roll call vote was taken.    YEAS: Senators Begich, Giessel, Stedman, Stevens, von  Imhof; Representatives Edgmon, Foster, Johnston, Thompson,  Stutes.    NAYS: None    The motion passed 10-0.      VII. OTHER COMMITTEE BUSINESS    A. COVID-19 Building/Office Closure Update    JESSICA GEARY, Executive Director, Legislative Affairs  Agency stated she took a slightly different approach in  sharing some of the protocols that LAA has adopted. As  members may recall, at the beginning of the crisis there  was not much time and we had to quickly come up with  protocols, which have since been adjusted as new  information has come out.    LAA management held weekly meetings to discuss, among other  things, how staff were feeling related to workplace safety.  She said something very helpful was a survey that she and  Megan Wallace created and distributed to 138 LAA staff, 99  of whom responded. The overwhelming concern expressed was  that even though she could implement a policy for LAA staff  to follow protocol, the same was not true for partisan  staff and legislators. Employees who can work from home  continue to do so, but those employees who cannot do not  always have control over their environment. LAA staff who  consistently follow safety protocols do not necessarily  want to interact with those who do not.    Ms. Geary said consistent protocols are needed because  seventy-three percent of respondents are concerned with  getting exposed to coronavirus while at work; forty-three  percent are concerned with potentially spreading  coronavirus to coworkers and family members.    There was a wide array of responses from staff across  Alaska and some comments that stood out included, "The  stress of worrying about getting infected was awful when  working at the office. I was being very proactive, but what  about the others in the building?" and, "Jumping the  coronavirus's timeline and being exposed to someone who is  not being held to LAA policy is a big concern to me." These  are just two examples of several similar comments received.    If there were consistent protocols followed Legislature- wide it would alleviate many concerns. Also recognizing and  appreciating that every person has a different  circumstance; some people are low risk and may not be  concerned, but we must be respectful to those who are  extremely concerned. Alaska is fortunate to have low  numbers, but this survey made it clear there are wide- ranging thoughts on this topic. In general, LAA employees  felt very supported by management, who they thought were  proactive and responsive, but many LAA staff work with non- LAA individuals in the LIO or in the Capitol (the Terry  Miller Building is an exception as it is strictly LAA).    Ms. Geary said she wanted to provide that background. She  noted that the memo members received in their meeting  packet explains common sense actions that everyone has been  practicing. She said she wanted to open that up for  discussion and questions.    CHAIR STEVENS thanked Ms. Geary and appreciated her concern  for staff and legislators having consistent practices.  Being respectful of others is crucial. Yet, in the Senate's  last session a member refused to wear a mask. He asked what  we do with staff or legislators who do not wear a mask.    MS. GEARY asked if that is a question for her.    CHAIR STEVENS said yes and perhaps the Presiding Officers  have comments as well.    MS. GEARY replied that LAA's approach is mutual respect for  comfort levels, exhibited by Agency staff and partisan  staff and legislators. There are varying reasons why some  people cannot wear a mask. In those cases, staying six feet  apart and communicating that a mask will not be worn, so  the other person can choose to maintain distance, is the  best we can do. Our job is to support the Legislature.    CHAIR STEVENS thanked Ms. Geary and said he appreciated  that. He realized this is a very difficult situation for  everyone and that the best answer seems to be keep a  distance if you cannot wear a mask for health reasons. He  asked if there were any further comments.    SENATOR BEGICH said he had a couple comments. First, there  were two Senators on the floor who did not wear masks and  caused a member of his caucus to move their seating, as he  believed Chair Stevens did. He said he is hopeful that  Council will do something. The US Congress has said people  cannot attend meetings without a mask. Alaska has been  opening its economy and COVID-19 rates have spiked and will  continue to spike because safety protocols are not being  followed. He said he is hopeful a decision will be made  today to support these protocols in as firm a way as  possible with the duly elected members who choose to  abrogate them placing all people at risk. Lastly, there was  a comment made from the Executive Director that he  disagreed with that some people might not be as  susceptible; whether they are or are not, they may be a  passive carrier of the virus. The reason masks are worn is  to protect others.    CHAIR STEVENS asked if there were further comments. He  stated that Council's goal was not necessarily to approve  this, but to begin the discussion and receive an update  from Ms. Geary. Further comments or thoughts on how to deal  with these issues would certainly be appreciated.    B. Establish Continuity of Government Operations  Subcommittee    CHAIR STEVENS said members have a memo from Ms. Geary  establishing a Continuity of Government Operations  Subcommittee and he asked for her thoughts or comments.    MS. GEARY replied that the Legislature had to respond very  quickly with how to approach this. She said LAA worked with  leadership and believes good, safe, and smart decisions  were made. But going forward, not only for this pandemic,  but anything that might come at us in the futurewhether it  is a natural disaster or otherwiseit would be good to have  this codified in a document. Many other state legislatures  already have a Continuity of Government Operations plan.  She noted she had an extensive discussion with her  counterpart in Oregon and that this is an exhaustive  process that cannot be done overnight, but she has software  recommendations that could be helpful. This is a very good  idea and having a subcommittee, especially if it were able  to meet quickly and start making decisions, would be very  helpful to the Legislature in the long run.    CHAIR STEVENS said he received from Ms. Geary a 140 page  document from the State of Oregon's Legislature and the  actual Continuity of Government Operations they  established. Due to the document size, he did not send to  members but is pleased to share upon request and will  certainly provide to those who serve on the subcommittee.  The Alaska Municipal League has done something similar on a  smaller scale for recommendations to Alaskan cities and  boroughs. He said he will share that as well and anything  else that comes up that may be helpful.    He continued that the goal is to appoint this subcommittee  and he hoped members are interested in serving on it. The  subcommittee will meet quickly to resolve this matter soon.  Those interested in serving, should contact him or Ms.  Matheny who will schedule that meeting as soon as possible.    He asked if there were any further comments on the  Continuity of Government Operations.      VIII. ADJOURN    CHAIR STEVENS thanked members for their time and said if  there is nothing further to come before us, this committee  is adjourned.    1:41:06 PM