2010-01-20 (2)CITY OF BEVERLY
PUBLIC MEETING MINUTES
Board: Harbor Management Authority
Date: January 20, 2010
Location: Beverly Public Library — Fogg Room
Members Present Miranda Gooding, Rinus Oosthoek, Charles Raymond, Don
Neuman, Maureen Troubetaris, Sylvan Menezes, George Simon,
David Suminsby, Rob Dever, Greg Ward, Wes Slate
Members Absent: Paul Miedzionowski,
Others Present: Mike Collins, Director of Public Services, City Solicitor Roy
Gelineau
Recorder: Eileen Sacco
Gooding called the meeting to order at 7:00 p.m.
Approval of Minutes
The minutes of the Harbor Management Authority meeting held on November 18, 2009 were
presented for approval. Neuman moves to approve the minutes of the Harbor Management
Authority meeting held on November 18, 2009 as amended. Troubetaris seconds the motion the
motion carries.
Discussion with Mike Collins
Gooding reviews the list of administrative needs of the HMA and discussion ensues with Mike
Collins and the Facilities Committee regarding a distribution of the Authority's administrative
and operational work. Mike Collins explains that he thinks there is an opportunity to distribute
some administrative and oversight functions between his department and perhaps the
harbormaster, subject to input from Dan McPherson and the Mayor.
The group reviews the list of administrative functions provided as follows: The Commission
reviews the list of Administrative needs of the HMA as follows:
1. Point of Contact with Marina Tenants (for correspondence, complaint, payments,
providing proof of insurance, rental agreements, etc.)
2. Maintaining, updating and posting marina waiting lists; sending annual reminders and
requests for wait list fees in the spring, before the start of the boating season;
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3. Maintaining records relating to marina and dinghy storage tenants, including drafting,
distributing and collecting slip agreements on an annual basis, monitoring payments,
electricity usage, administrative processing fees and keeping track of all correspondence
related to same; reporting to BHMA regarding delinquencies and coordinating collection
efforts needed with the BHMA and City Solicitor's office.
4. Maintaining and updating marina rules, regulations and policies, in coordination with
BHMA and Facilities subcommittee.
5. Collecting mail and reviewing for items to be forwarded to BHMA (such as Chapter 91
license notices or other official notices).
6. Coordinating payment of bills and expenses (for cost of building, marina repairs and
maintenance, consultants, etc.) Note, that BHMA members formerly had more oversight
of these expenses than in recent years and some members have expressed an interest in
re- instituting that oversight and /or monitoring.
Additional administrative items identified but not included in the above list are the collection and
recording of miscellaneous marina fees.
Collins states that it would be helpful to have a list of critical operational dates for the
management of the marina to supplement the list of administrative items and the facilities
committee agrees to provide a working list /calendar for the next meeting.
Neuman notes that the HMA should be reviewing bills for approval. Discussion ensues
regarding possible procedures for this. Gooding suggests that a cap be established that would
require HMA approval for payment. Collins explains that his department would pay bills and
put in requisitions for line item payments from the budget. Gooding suggests that the HMA set a
cap of $1,000 and anything over that amount would require HMA approval for payment.
Gooding asks Collins how many hours a week Dever is authorized to work. Collins explains that
the Mayor's goal is for the position to be less than one person. He explains that the Mayor
would like it to be as close to 20 hours as possible but if he needs to work more occasionally the
Mayor has agreed to that. He also explains that the goal is to find a way to make this work so
that the HMA does not have to hire an Administrative Assistant. Gooding states that she would
like some level of comfort that the work is going to get done when it is supposed to be done,
noting that leases have to be executed and payments need to be collected.
Menezes suggested that Dever should have a computer and a printer for his use and suggested
that the Commission appropriate the money from their budget. Oosthoek moved that the HMA
approve the purchase of a computer and printer for the use of the Marina Manager for HMA
business. Ward seconds the motion. The motion carries (7 -0).
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Facilities Report
Ward reported that the main line of the commercial docks could be replaced with concrete.
Neuman explains the price per foot for building and delivery of the float. Ward states that it
may be worth trying to do that rather than wait.
Ward reports that the Facilities Committee looked at the hoist. He noted that Dever sees
problems with the way it is mounted. Collins states that he thinks an engineer should look at it
because there is serious corrosion. He also states that he would like to find the documentation on
it, noting that there should be a folder somewhere for it.
Ward also explains that we should go out to bid for divers to go under the docks and inspect
them. Collins states that he would like to look at the specifications for that. He explains that he
would write the specs so that all of the work that needs to be done is included in the bid.
Ward states that a letter needs to go out to the recreational boaters explaining the construction
time table and notifying them of the approximate date that the marina will be operational. Simon
volunteers to draft a letter. Gelineau suggests that he will review the letter before the
Commission sends it out. Neuman notes that the contracts were awarded with a May 1, 2010
completion date. He also notes that adjustments should be made to the leases if the construction
work runs late.
Gooding suggests that the recreational fees for the 2010 season remain the same as they were for
the 2009 season.
Slate moves that the fees for the 2010 season for recreational boaters remain the same as the
2009 rates, and that the rates be prorated for any days lost due to construction overruns. Ward
seconds the motion. The motion carries (8 -0).
Brown Building
Collins addresses the Commission and explains that he has investigated the possibility of moving
and rehabbing the Brown Building. He explains that he has studies the structure and it is
possible to move it from its present location temporarily next to the McDonalds building and
when the construction is completed it, they could tear down the white building and build a
foundation and the Brown Building would be to that permanent location on the site. He
estimated that the cost of the move would be $25,000. He explained that the cost to demolish the
building is estimated at $12,500 and the Mayor feels that they will find the rest of the money to
do this.
Collins explains that when he got a good look at the building once it was cleaned out he realized
it would be an easy move and he approached the Mayor. He also noted that they met with
Neuman and the contractor for the project. He also explained that he contacted a building mover
and he confirmed that it would be an easy move.
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Collins noted that the Brown Building is very energy efficient and he hopes to restore the solar
panels on the roof. He suggested that the HMA should talk with the seaport council noting that
he has reason to believe that they have money available and they are interested in this project.
Collins states that he envisions that an office could be created on the first floor and would be
handicapped accessible, and house the bathroom and laundry facilities. He also noted that they
would have to use porta potties on the site for a year. Neuman suggested that short term rental of
bathroom and shower facilities may be the way to handle it.
Collins stated that he would email the memo that he wrote proposing this move.
Oosthoek states that he feels that this is a great reuse of the building. Discussion ensues
regarding the timing involved with this and the effect it would have on the project. Collins notes
that the mover is available for the job and he does not think it would effect parking on the site.
He estimated a couple of spaces may be lost while the Brown Building is near the McDonalds
building.
Discussion with City Solicitor Roy Gelineau
Gelineau updates the Commission on the Kinzies appeal. He explains that they have filed an
appeal which will cause more delay. Neuman notes that the city is going to respond.
Slate asks if the lease for the Black Cow has been settled. Gelineau explains that it is under
negotiation and he has talked with Mr. Leone and he only wants the recreational marina and not
the commercial side. He notes that the Mayor wants both of the marinas to be included because
there will not be as great a savings to the city otherwise. He states that he expects to have more
information in the near future.
Financial Report
There was no finance report this evening.
Next Meeting
The next meeting of the Harbor Management Authority will be held on Wednesday, February 17,
2010.
Adjournment
There being no further business to come before the Harbor Management Authority this evening,
Troubetaris moved to adjourn the meeting. Miedzionowski seconds the motion. The motion
carries.
The meeting was adjourned at 9:00 p.m.
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