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2010-05-19 (2)CITY OF BEVERLY PUBLIC MEETING MINUTES Board: Harbor Management Authority Date: May 19, 2010 Location: Beverly Public Library — Fogg Room Members Present Miranda Gooding, Wes Slate, Maureen Troubetaris, Don Neuman Rinus Oosthoek, Charles Raymond, Paul Miedzionowski, Sylvan Menezes, George Simon, David Suminsby, Greg Ward, Members Absent: None Others Present: Alfonso Recorder: Eileen Sacco Oosthoek called the meeting to order at 7:00 p.m. Finance Report Miedzionowski reviewed the most recent finance reports from John Dunn. He reported that $28,000 in grant money has been received from the state, some of which will be carried over into the next fiscal year. He explained that there will be expenditures for the wharf project that will be reimbursed by the State. Miedzionowski noted that the enterprise fund has decreased by $98,000. Neuman states that he does not have a good sense of what the enterprise fund balance is. Oosthoek explained that the balance should be the revenue and the expenses should equal the balance. Slate states that the Mayor should have the budget to the City Council by June 1, 2010 and the budget meetings will be starting after that. Miedzionowski explained that the HMA budget for next fiscal year is similar to this year's budget. He explained that it was reviewed based on historical data. He asks Dever if he has an idea of how many boats are expected to return to the marina. Oosthoek suggested that the budget for the Harbor Center Building should be increased. Ward agrees and notes that the amount should include the cost for moving the Brown building. Dever reports that he has had discussions with Dan McPhereson and Mike Collins regarding the purchase of a used truck for use of both the HMA and the Harbormasters Department. Menezes notes that the chains have to have an annual inspection. He also noted that the new docks do not need maintenance. Harbor Management Authority May 19, 2010 Page 1 of 4 Gooding noted that the budget should be looked at from a theoretical perspective, explaining that there is confusion as to what might happen as opposed to what is projected. She stated that she would like to see a budget that reflects reality. She suggested that the HMA give the Finance Committee the authority to present a budget to the City on behalf of the HMA. Neuman moved to authorize Oosthoek and Miedzionowski to present a budget for the HMA to John Dunn for fiscal year 2011. Slate seconded the motion. The motion carried. Facilities Committee Report Neuman reported that the marina is complete and ready to be used. He noted that the access is not ready, however a proposed temporary access could be implemented by the weekend if a reconfiguration of Ferry Way Landing is approved by DEP. He explained that it is a minor variation of what has already been approved. Dever noted that if it is approved the work could be done in a day. Gooding agreed and noted that she attended a meeting today and they are hopeful that it will be ready by the weekend. She further noted that in any event they will have something figured out by June 1, 2010. Dever reported that there were two bad batches of cement this week during the repairs for the seawall. List of Annual Tasks Menezes reviewed a list of tasks that are performed annually by the Harbor Management Authority. The list is a calendar of when items such as fees should be set and notices sent to tenants etc. Gooding and Neuman reported the results of a meeting earlier in the day with the mayor, Tina Cassidy, Mike Collins, Dan McPherson, Roy Gelineau and John Dunn focusing on the administration of Harbor Authority operations. The following was agreed by all parties at the meeting: Receipts - Dan McPherson will extend the administrative tasks he currently performs with respect to the mooring field to the recreational and commercial slips at the Harbor Center. This includes sending out contracts and notices to renters, billing them, collecting and depositing receipts to the Harbor Authority accounts, and monitoring for non - payments and late payments. It also includes maintain a publicly posted current wait list for both the recreational and commercial marinas as well as current occupancy information. Facilities Management - Rob Dever will be responsible for facilities management, including assignment of slips, and will be the principal Expenditures - Rob's signature is required on all invoices purchased by him or his designee in order for them to be paid. No other signature is required for such invoices under $1000. Above that amount, pre - purchase approval from a Harbor Authority member is required. Rob will give the signed original invoices to Dan to submit for payment and also give a copy of the invoices to the facilities committee for post processing review. The facility committee will coordinate with the Harbor Authority Harbor Management Authority May 19, 2010 Page 2 of 4 member monitoring our budget (Paul Miedzionoski) who will reconcile the totals with the monthly budget numbers provided by John Dunn's office. Document Storage - Harbor Authority records will be kept in the Harbor Authority office under Rob's supervision. Right now the records are not centralized and exist in several places. Coordination - Dan and the Harbor Authority Facilities Committee will meet regularly at times and place of mutual convenience. When needed, Dan will attend the Harbor Authority monthly meeting. Rob interacts with Dan and Mike Collins on a daily basis, meets with the facilities committee at their mutual convenience and attends the Harbor Authority monthly meetings. Secretarial Support - This was left sort of loosely defined. I would characterize the sentiment with the statement that when needed it would be found; perhaps Noreen, perhaps Martha, etc. Slate states that he thinks that this will work out very well. Ward notes that a letter needs to be sent out to the commercial tenants. He also noted that the HMA website should be updated with fees for this year and the waiting list should be posted up there as well. Old/New Business Gooding reported that she informed Mayor Scanlon that she is resigning as Chair of the Harbor Management Authority for personal reasons. She noted that she is optimistic about the progress that the HMA has made in the last couple of years and thanked the members for their hard work and dedication to the HMA. She explained that the Mayor has asked Neuman to serve as Chair. Neuman states that he has agreed to do so for the next few months. Dredin Neuman reported that he met with members of the Bass Haven Yacht Club and they are committed to going forward with the permitting for the dredging project. He stated that they will be holding a meeting on June 5, 2010 for the membership to vote on the project. He noted that Roy Gelineau will draft a Memorandum of Agreement between the HMA and Bass Haven. Troubetaris reported that she walked the area of Greens Hill and noted that the other side of the river is a mess and needs to be cleaned up. Approval of Minutes The minutes of the Harbor Management Authority meeting held on April 21, 2010 were presented for approval. Slate moves to approve the minutes of the Harbor Management Authority meeting held on March 21, 2010 as amended. Troubetaris seconds the motion the motion carries. Harbor Management Authority May 19, 2010 Page 3 of 4 Black Cow Update Gooding reported that a scheduling conference was held last week and no judicial determination has been made yet, explaining that an Administrative Judge is hearing the appeal. She also reported that May 28, 2010 is the deadline for motions. Next Meeting The next meeting of the Harbor Management Authority will be held on Wednesday, June 16, 2010. Adjournment There being no further business to come before the Harbor Management Authority this evening, Ward moved to adjourn the meeting. Miedzionowski seconds the motion. The motion carries. The meeting was adjourned at 9:00 p.m. Harbor Management Authority May 19, 2010 Page 4 of 4