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BHMA Minutes November 18, 2020Harbor Management Authority Minutes of November 18, 2020 Meeting CITY OF BEVERLY PUBLIC MEETING MINUTES Board: Harbor Management Authority Date: November 18, 2020 Location: Virtual via Google Meet Members Present: Chair Paul Earl, Vice Chair Emily Flaherty, Todd Callaghan, Larry Herman, Don Neuman, George Simon, Estelle Rand, Todd Rotondo Members Absent: David Suminsby Others Present: Sean Ciancarelli (Marina Manager) Recorder: Brett Bauer Earl calls the meeting to order at 7:00 pm and roll call is taken. Approval of Minutes Flaherty motions to approve the October 21, 2020 minutes. Seconded by Herman. The motion is approved by roll call 7 -0 with one abstention (Rotondo). Financials Report Earl reports that there are still some slip fees that have not been paid in full but this happens every year. The capital fund is now at $460, up about $60k from last year. Ciancarelli adds that the contracts went out late last year, possibly contributing to the late payments but the individuals that are late are consistent with last year. Ciancarelli reports that there are four winter tenants, the same four as last year. And everyone on the recreational side, except one, indicated that they intend to return next year. Neuman asks about the $8,731 expense. He assumes this is the expense from GZA for the hoist pier and asks if the expense should come from the capital fund rather than be listed as an operating expense. Earl agrees and notes that he has asked for these kinds of changes each year but it is a quirk in the city accounting system. Falco Proposal Earl reports that he sent out a survey about the Falco proposal to some of the marina users, including Sea Tow, the fire department boat, and Mike Collins. The financial impact to the HMA would be $10k. This is a significantly discounted one -time license fee. The pilot would last for 12 months. There would be incremental costs as the system is rolled out and expanded. Herman feels the HMA should move forward with the next step. Neuman feels that it is too much money for a system that is not really designed for a small marina, and he is concerned introducing the system could create exposure to additional liabilities. Earl responds that liabilities can be addressed in the contract which would be reviewed by the City Solicitor. Earl feels that it is important to collect data to be able to analyze the marina operations and to innovate. Simon feels that our marina is only being used as a test for rolling this out to a larger market and is not sure that it makes sense here. Callaghan asks what the sensors measure. Earl responds that they can tell if a boat is listing or sinking, detect theft or intrusion, and detect a boat's presence at a slip. Page Harbor Management Authority Minutes of November 18, 2020 Meeting Callaghan is interested in data collection and analytics as a marine scientist, but he is concerned that HMA does not have a person to manage a central data repository. Earl responds that the HMA could take on the data repository and analytics role. Flaherty asks about the cost to individual boaters. Earl responds that there is no cost to the boaters at the beginning of the pilot, but afterwards it would cost $20 per month per boat. Rand notes that she is a fan of pilot programs in general, as they allow for trying new technology with little commitment, but she is concerned about the HMA taking on the data management role. She feels it would be better if they had a marina manager that was interested in taking on this role. Earl adds that if the program was adopted, it could cost approximately $20k per year to the HMA and other costs would be passed on to the boaters. Rotondo feels that although it may be a low financial commitment initially, it could become a greater financial commitment after it is established, such as if the city would need to hire an additional person to manage the program and data in the future. Callaghan motions that the HMA take the next step by reviewing the contract for the pilot project. Seconded by Herman. The motion is approved by roll call 6 -2. Kayak/SUP Racks - Operations Transition Ciancarelli has been calling current users and those on the waiting list to collect email addresses and to clean up the waiting list. The phone number for Glover Wharf /HMA is now working and is accessible by Ciancarelli. Earl notes that they will move to a Jan 1 - Dec 31 contract cycle. Existing customers will be emailed first for renewal. Then they will go to the waiting list in the spring. Signage Replacement Earl reports that the new signs have been installed and they look great. Removal of Private Kayak Racks Earl reports that there is a coordinated effort in motion with the police, Bruce Doig, the City Solicitor's office, and Todd Rotondo. Proper notification will be made, and then the racks will be disassembled, and any stored kayaks will be impounded. This is a matter of private property being stored on public property. Press Release Everyone still feels that this is a good idea. Flaherty notes that adding some photos could be nice. Bass River Debris Clean Up Flaherty reports that the permitting process through the Conservation Commission went faster than expected. An agreement is proposed for an amount not to exceed $2,500 to remove the debris and recycle any scrap metal. Ciancarelli notes that they could get a dumpster from JRM for the debris but the question is who would pay for it. Earl notes that Collins has indicated his support for this project and may be able to provide a dumpster from DPW. Flaherty adds that the contractor would like to start sooner rather than later. Page Harbor Management Authority Minutes of November 18, 2020 Meeting Neuman motions to approve a contract with Pete Clement for an amount not to exceed $2,500 to remove debris from the Bass River. Seconded by Herman. The motion is approved by roll call 8- 0. Transient Float /Commercial ODDOrtunitles Earl reached out to Bob Cook and other users of the commercial marina and they were supportive of the idea. Neuman reports that the working group has met and there is a lot of enthusiasm for the idea but the working group felt it would be imprudent to move any further on expansion of commercial uses for the transient float until the parking situation is clearer after the restaurant opens. They felt it was not the time to put additional parking pressures on the area. Alternatively, they felt the use of the transient float and moorings by transient boaters creates additional activity without the parking pressures. Neuman adds that they could revisit the pier appendage and fishing float given the timeline for examining uses of the transient float. Bass River CAD cell Neuman reports that Foth provided much help in putting together the application for the Seaport grant. Birarelli Public Access Neuman reports that he has not heard back from the Birarellis and will give it one more attempt before working with the City Solicitor's office to raise the issue. Commercial Area Grant - Hoist Earl has had continued frustrations with GZA not completing their report. Neuman adds that it may be an appropriate time to look for a new engineering firm if they will also be looking at the pier appendage and fishing float. Congress Street Pocket Park Earl is waiting for the Planning and City Solicitor offices to take action on the Right -of -Way issue with the abutters. Ciancarelli notes that the developer is very eager to start on the pocket park. Ricoh Plotter /Scanner /Printer Ciancarelli reports that their current plotter is about 10 years old and is not functioning. A new model has been identified. They have determined what groups in the city would most likely utilize the machine to divide out the cost. This new machine could also be used as a replacement for the plotter used by the GIS Manager. The portion of the cost proposed to be attributed to the HMA is $2,500. Ciancarelli adds that the HMA could have a GIS layer created for the marina Page Harbor Management Authority Minutes of November 18, 2020 Meeting slips or other uses. Neuman supports the purchase if it will make Ciancarelli's job easier. Rotondo asks if the GIS would be helpful in identifying the exact location of private kayak racks in relation to public property and rights -of -way. Ciancarelli responds that GIS layers exist for these boundaries and they also have aerial photos. He adds that the plotter could allow for larger visual displays as needed. Callaghan motions to approve HMA funds for the purchase of a new plotter. Seconded by Rotondo. The motion is approved by roll call 8 -0. McDonalds Building Earl reports that the demolition is expected to start very soon. Other Announcements and Next Meeting Rand notes that the Ward 2 Civic Association is interested in having someone from the HMA visit their meeting. There are lots of questions about how CAD cells work, and they are also interested in the HMA's work on public access. There are lots of concerns about how access along the shore can change with the change of property ownership. Simon recalls that there was a path along the top of the shore they called the cow path a long time ago. Callaghan adds that under Mass Ch. 91 and through case law, the state has allowed strolling across the shore. Earl asks Callaghan to draft a summary of public access issues for discussion at the next meeting. Rand adds that this also may be a good use of the GIS. Herman asks if they can invite the Mayor to a meeting in the near future. Earl will follow -up. Everyone agrees to have a brief virtual gathering on 12/16 in place of a holiday party. Adjournment There being no further business before the Harbor Management Authority this evening, Herman makes a motion to adjourn. Rand seconds. Motion to adjourn approved by roll call 8 -0. The HMA Meeting is adjourned at 9:00 pm. Page