2013-09-18CITY OF BEVERLY
PUBLIC MEETING MINUTES
Board: Harbor Management Authority
Date: September 18, 2013
Location: Beverly Public Library (Fogg Room)
Members Present Chair Paul Earl, David Suminsby, Pat McAleer, Rinus Oosthoek,
Don Neuman, Paul Miedzionoski, Chris D'Alfonso, Maureen
Troubetaris,
Members Absent: Wes Slate
Others Present: Rob Dever, Facilities Manager, City Finance Director John Dunn
Recorder: Eileen Sacco
Earl called the meeting to order at 7:00 p.m.
Public Input
There was no public input this evening.
Finance
Earl reported that the HMA submitted a budget to the City Council with a capital deficit of
$99,000 and that budget is in place. He also reported that the commercial construction project
has a shortfall and the enterprise fund is depleted. He reported that the Mayor approved the
transfer of the funds from the waterways improvement fund which was subsequently approved
by the City Council and there is now a positive balance of $1,000.
City Finance Director John Dunn addressed the HMA and reviewed the current year budget for
the HMA. He explained that the original budget presumes a $50,000 state grant to cover the
permitting for the Bass River and is reflected in the budget. He also noted that the Harbor Center
Building repairs are estimated at $100,000 but if there is no grant that would go away or have to
be cut back.
Dunn reviewed the financial information for the construction project noting that $637,000 is
reimbursed from the state and the City has paid out $395,874, with $45,000 still due to the
contractor. He explained that essentially we have a balanced budget if what is predicted in
revenue is collected.
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Dunn stated that at this point the HMA does not have extra money and need to think carefully
before spending money. He stated that there is some flexibility, but suggests that we defer
making big decisions until we get further along in the year in the event that the grant money does
not come in.
Earl reviewed the budget and noted that the HMA budgeted $34,000 in revenue for the
commercial marina and the actual revenue collected last year was $32,000 and $72,000 on the
recreational side. He noted that the recreational side has the potential to collect $124,000.
Dever reported that the Seaport Council was supposed to meet in September to vote on the grants
and he has not received a date for that meeting.
Suminsby noted that the budget includes the facility manager position and asked Dunn where
that stands. Dunn explained that some of Rob Devers time gets charged to that line, noting that
he thinks that there is some flexibility in the budget but the HMA should be careful.
Oosthoek stated that the HMA has been very diligent in the last few years to work with the city
on the budget.
The timing and the phasing of the Brown Building was discussed. Earl stated that the HMA
needs to have a conversation with Mike Collins regarding the work that needs to be done and the
cost of it.
Dunn noted that the employees in Public Services and Engineering do a tremendous amount of
work with a small staff He explained that when they do the work we pay for materials and the
labor is free noting that time frames need to be considered and some things take priority, noting
that things come up that have to be taken care of right away.
Simon asked if we need to do a Request for Proposals for the Brown Building. Dunn explained
that it depends on the cost - if it is over $25,000 it would need to go out to bid and under $5,000
the best business decision should be made.
Dever stated that he would like to get an idea of how the work is going to get done before the
next meeting in anticipation of the fee discussions for next year.
Neuman stated that if there is no Seaport Council meeting date by the end of September we
should get Bourne to do the work so that we will not have wasted the money that has been spent
on the Bass River project so far.
Miedzionoski noted that the remaining revenue anticipated should be in by July. Earl noted that
the money should be all in by May or June.
There being no further questions or comments regarding finance, Earl thanked John Dunn for
attending the meeting.
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Approval of Minutes
The minutes of the August 21, 2013 Harbor Management Authority meeting were presented for
approval. Earl noted that he made several revisions to the draft minutes and sent them to
members. There being no further questions or comments regarding the minutes, Slate moved to
approve the minutes of the August 21, 2013 Harbor Management Authority Meeting, seconded
by Troubetaris. The motion carried (8 -0).
Facilities
Dever reported that the in winter water boat storage fee of $50.00 per foot has been posted on the
website. He noted that there are 6 or 7 people who have expressed interest in it.
Dever reported that they are having hoist problems and we have been fixing it at least once a
year. He estimated that a new stainless one runs about $5,000 and they could use the existing
one as a backup.
Earl requested that Dever give him the information so they can consider it. Neuman suggested
that the funds could come from the dock maintenance and marina operating expenses if we
decide to go forward and purchase it.
Earl will talk to John Dunn and the HMA can consider it at the next meeting.
Dever reported that to install the pump out station a dock needs to be built to run the power
hoses, etc. He explained that it will be built at the end of the gangway at the public landing.
Dever reported that they closed up the Brown Building. Earl stated that he would like to have a
meeting with Mike Collins to see if they can commit to finishing the work by the start of the
season in April. He stated that he would like to see what they can commit to and contract out the
rest of the work. Neuman, Suminsby and Earl will try to meet with Mike Collins.
Walkway Under the Bridge
Neuman reported that he talked to the project manager and he was informed that the bids have
not gone out yet. Oosthoek reported that Salem got something today and that the two projects
are tied together at the state level.
Si2nne
Oosthoek stated that he has a list of the signs and will be reviewing it in the next couple of
months.
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Grants
Simon stated that there is nothing new to report.
Neuman informed Simon that a new application needs to be submitted for the end of the pier.
He explained that Mike Driscoll is the contact and he should work with Tina Cassidy to get that
information together for submission.
Harbor Fest
Earl reported that this was probably the most successful Harbor Fest. He noted that there were
lessons learned noting that the bathrooms in the McDonalds building were opened up but people
trashed them. He suggested that Porta Potties be used next year.
Earl reported that the vendors were happy reporting that they did very well. He also noted that
the Magician was a big hit as well as the fire truck and the band was great.
Discussion on Marina Fees for 2014
Earl suggested that the HMA think about lowering the slip rate for existing slip holders for next
year or giving a credit for this year. Oosthoek agreed noting that the HMA should do something
since we were not able to provide what was expected.
Oosthoek suggested that existing tenants pay $99.00 for the last three months and be given an
adjustment for next year to administer that.
Suminsby stated that the adjustment should be for the whole year.
Oosthoek also noted that the goal of the HMA is to fill all of the slips to maximize revenue. He
cautioned that we have to be sure that we do not give away. He also suggested that if the fees go
down the HMA should gradually raise them in future years if the amenities are maintained.
It was suggested that if tenants pay in full by December 0 they could get a discount. It was also
suggested that administrative fees could be waived.
Oosthoek stated that the HMA needs to decide what is a fair amount to give back.
Simon suggested that the existing tenants be given a 5% discount on this year's rate.
Suminsby moved to set the recreational rates for 2014 at $140 per foot and that current tenants
who return be given a 5% credit based on the 2013 rate in appreciation of their coming back and
in addition, anyone who pays in full by December 1, 2013 will receive another 5% discount on
the 2014 rate. Neuman seconded the motion. The motion carried (8 -0).
Neuman suggested that a flyer be prepared and distributed to the tenants announcing this.
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Dever informed the HMA that he would like to put his boat at the marina for the rest of the
season. He stated that he would be paying the monthly rate of $50 per foot and he wanted to
make the HMA aware of that.
Next Meeting
The next meeting of the Harbor Management Authority will be held on Wednesday, October 17,
2013 at the Beverly Public Library.
Adjournment
There being no further business to come before the Beverly Harbor Management Authority this
evening, Simon moved to adjourn the meeting. Miedzionoski seconded and the motion carried.
The meeting was adjourned at 9:00 p.m.
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