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2008-05-08 CITY OF BEVERLY PUBLIC MEETING MINUTES Date: Board: Location: Members Present Thursday, May 8, 2008 Harbor Management Authority Beverly Public Library - Fogg Room Chair Miranda Gooding, Sylvan Menezes, Charlie Raymond, Wesley Slate, Maureen Troubetaris, Don Neuman, and Rinus Oosthoek Paul Miedzionoski, Greg Ward Lou Bochynski, George Simon Members Absent: Others Present Recorder: Eileen Sacco Miranda Gooding called the meeting to order at 7:00 p.m. Miranda Gooding introduced George Simon who will be the newest member of the BHMA upon confirmation of the City Council. Approval of Minutes The minutes of the BHMA meeting held on April 10, 2008 were presented for approval. Oosthoek moved to approve the minutes as presented, seconded by Neuman. The motion carried. Report From Facilities Committee There was no formal report from the Facilities Committee this evening. Gooding reviewed a draft letter to be sent to boater reminding them of the rules of the marina and the obligation to maintain good housekeeping at their slips. Raymond noted that he received a letter from Gloucester State Fish Pier which is an annual reminder to boaters to keep their areas clean and maintain good housekeeping habits. Finance Oosthoek noted that there is a $15,000 payment from the BHMA for test borings. Neuman explained that the state was paying 100% of that and it usually shows up as an expense for the BHMA and there should be a credit coming for that. Oosthoek stated that he and Miedzionoski will meet with Finance Director John Dunn to review finances and the marina leases. He stated that they will request a monthly report on the marina lease balances. Draft Minutes Page 10f5 5/8/08 BHMA Meeting Lou Bochynski explained the process for the billing and collection of payments for electricity used by boaters on the docks. Updates on Omwin2 Matters Port Marina Neuman reported that there is nothing new to report. The matter is going back to court on July 22,2008. Mass Hi2hwav Oosthoek reported that he sent a communication to Steve McLaughlin regarding the canter lever design and he has not received a response. Dred2in2 Neuman reported that he talked to Bourne and they are waiting for the final report. He explained that the Army Corp of Engineers needs to review it and give it their blessing. He noted that the lab has done the work but there has been no final answer as of yet. He explained the process that has taken place to date. Cummin2s Center Gooding noted that there has been a change in the use of the garage and she has called David Slagle at DEP but has not had a response. She stated that she would contact Cummings Center directly to see what process they followed. She noted that they may have received a determination from DEP that they could do the work without additional filings. Green's Hill Public Access Gooding reported that a site walk was held at Green's Hill and she thinks that the site has some real potential. Menezes reported that there are some issues with a disputed parcel that was taxed by the city and then taken by the city for non payment. He suggested that City Solicitor Roy Gelineau should look into that. Gooding reported that she asked Amy Maxner if she could look at grants relating to coastal parks for passive recreation purposes. She suggested that the BHMA and the Open Space and Recreation Commission should work together to publicize the area so that residents will actively use it. Draft Minutes Page 2 of5 5/8/08 BHMA Meeting Rezonin2 Committee Gooding reported that the Rezoning Committee met on Tuesday and selection process for the consultant has started. Gooding explained that the Committee felt that the inner harbor would be the place to start and is more straightforward than the Bass River rezoning. Leases and Price Discussion Bochynski reported that he has been getting calls regarding the prices and lease details. Gooding explained that the fees are not up on the web site yet and stated that she is working on a draft of what to put on the website. It was suggested that a line be added to the lease that other charges may be assessed according to the terms of the lease. Gooding suggested that the lease agreement should be put on the website as well. Discussion of Draft 2008 Work Plan Oosthoek reviewed the draft 2008 Work Plan for the BHMA as follows: 1. Management of Marina /Municipal Property Operations The Facilities Committee (Greg, Charlie and Sylvan) shall continue to oversee this function, which includes: general oversight of marina operations and facilities; making recommendations regarding fees to reasonably maximize marina revenues; review and revision of existing marina rules and regulations; making recommendations regarding repairs and maintenance of facilities. 2008 Goals: . Thorough review/revision of marina rules, regulations and policies, with final versions being published to the web site . If there is still no commitment from the Black Cow by the end of the 2008 summer (and assuming no Seaport monies are available), then the Facilities Committee should work with the marina manager to produce a recommendation for needed repairs/improvement to the marina facilities, including the brown house, together with a request for appropriation from the Waterways Improvement Fund and/or Enterprise Fund to be submitted to the City Council, to enable work to begin in the fall of 2008. 2. Improved Financial Oversight/Accountability Paul, as Treasurer, and Rinus, as Vice President, will work together, and with the City Finance Director and Marina Manager, to produce accurate financial records Draft Minutes Page 30f5 5/8/08 BHMA Meeting for the Authority, including: monthly budget/activity reports, monthly balance reports for the Waterway Improvement Fund and Enterprise Fund, and seasonal reporting of commercial and recreational lease income and activity; track receipt and disposition of grant funding. 2008 Goals: . Approve all spending requests . Recommendation regarding FY 2009 Budget (??) . Coordinate with City Finance Dept. to produce up to date rent rolls for both marinas, and mechanism for review of accounts receivable from lessees . Establish working procedure for expenditure requests from budget line items in excess of base amount 3. Ongoing BHMA Matters We have identified the following on-going matters that are before the Authority. In order to increase the Authority's effectiveness, we have identified one or more individual members to monitor the progress of these matters and to advise the Authority of their status on an on-going basis. Individual members shall, to the extent possible, work with city and state officials to coordinate and advance these matters and shall be the principal contact person for such matters. Matter . Black Cow Project . Bass River Dredging . Greens Hill Access . Beverly Port Marina . Chapter 91 Review/Compliance . Mass Highway Negotiations . Waterfront Rezoning (once effort is underway) Resp. Member(s) Neuman, Gooding Neuman Menezes, Troubetaris Raymond, Neuman, Gooding, Slate Gooding, Menezes Oosthoek Simon, Neuman Gooding suggested that the list be published to the Planning Board so that if issues arise they will know the contact persons from the BHMA. 4. PolicylPlanning It is recognized that there are a number of policy and planning issues that will require the Authority's consideration. The Chair and Vice President will review these items and make recommendations to the full Authority for further study and/or action over the long term. These items include: . Approval of prioritized capital improvement plan for the city's waterfront parcels with proposed funding plan. Factors to consider include prioritizing work between pier, commercial and recreational marinas, Draft Minutes Page 40f5 5/8/08 BHMA Meeting demolition/relocation of harbormaster building and brown house, and timing of work. We should be able to identify our preferred plan by the end of 2008, taking into account funding from Seaport Council and status of Black Cow. . Recommendation regarding need for charter revisions, if any . Longer-term issues (after 2008): Designated Port Area, Federal Channel boundaries, Harbor Management Plan, Bass River Redevelopment Other Business Star Bucks Menezes reported that the walkway has been cleaned up and they plan to install tables. He stated that there are issues with someone parking on the walkway and moving barriers at the parcel adjacent to Starbucks. Slate noted that a lot of trash blows around there and they should have to clean that up. Simon suggested that the owner of the property should be contacted to address those issues with Star Bucks. It was noted that the BHMA is the facilitator of Chapter 91 matters. Slate stated that he did not think that BHMA members should be knocking on doors to enforce trash clean up and parking violations. Troubetaris agreed and stated that a letter should suffice and if not it will have to be addressed further. Slate asked if there is a city department that typically would handle these types of issues. Troubetaris noted that the building inspector or the engineering department should be able to handle it. Gooding will research existing Chapter 91 licenses and draft a letter to send to the owner. Next Meetin2 The next meeting of the BHMA will be held on Thursday, June 12,2008 at 7:00 p.m. Adjournment There being no further business to come before the BHMA this evening, Troubetaris moved to adjourn the meeting. Ward seconded the motion. The motion carried. The meeting adjourned at 8:30 p.m. Draft Minutes Page 50f5 5/8/08 BHMA Meeting