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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. Page 1 of 5 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. Page 2 of 5 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. Page 3 of 5 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. Page 4 of 5 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. Page 5 of 5