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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; Harbor Management Authority January 20, 2010 Page 1 of 4 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). Harbor Management Authority January 20, 2010 Page 2 of 4 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. Harbor Management Authority January 20, 2010 Page 3 of 4 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. Harbor Management Authority January 20, 2010 Page 4 of 4