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BHMA Minutes September 14 2016Harbor Management Authority Minutes of September 14, 2016 Meeting CITY OF BEVERLY PUBLIC MEETING MINUTES Board: Harbor Management Authority Date: September 14, 2016 Location: Beverly Public Library -Fogg Room Members Present: Chair Paul Earl, Rinus Oosthoek, David Suminsby, George Simon, Pat McAleer, Emily Flaherty, Don Neuman, Scott Houseman, Estelle Rand, Rob Dever (Marina Manager) Members Absent: Chris D'Alfonso, Paul Miedzionoski Others Present: None Recorder: Brett Bauer Earl called the meeting to order at 7:00 pm. Public input None Annroval of Minutes Suminsby suggested two minor edits to the first item under Facilities Report. Oosthoek motions to approve the August 17, 2016 meeting minutes with minor edits. Seconded by Neuman. All approved, motion passes unanimously (6 -0). Facilities Committee Report Suminsby said concerns about the squid ink on the floats in the transient section were brought to his attention at the Harbor Fest, and asked if there is a cleaning crew that takes care of that. Dever commented that the floats are currently cleaner than they have been in the past. Suminsby also brought up concerns about a large number of dinghies being stored on top of the floats. Dever is aware of the situation. He notified the violators both verbally and by letter. Dinghies should be stored on a boat, or on the rack with the appropriate storage fee. If stored in the water, then the dinghies should be charged for footage. Suminsby comments that it could be an issue of blocking emergency access. Neuman said that this is an issue of enforcement and suggested that the terms of the lease be modified to allow of penalties or fines. He added that this should be looked at this winter. Dever said the new contracts will go out by December 1 st. Earl asked Neuman to review the review the existing contract and make a recommendation for changes to Stephanie. Customer Report: 3 out of the 24 slip lessees still owe money. Oosthoek suggests that payment could be required in advance if a returning lessee defaults on payment. Earl responds that the contact language already states this, but a letter could be sent out notifying customers that it will be enforced. Neuman suggests that a slip could be closed if a customer has not paid, but Dever Harbor Management Authority Minutes of September 14, 2016 Meeting responds that this would be impossible to patrol around the clock. Earl suggests denying the returning discount that is offered. Rand asks if there is a fine for paying late. Neuman responds that the contract currently requires the fee be paid upfront and in full. Earl notes that the cost of enforcement can sometimes be more than the loss in revenue. Suminsby asks if there is anyone on the waiting list for slips, and Dever responds that there is a waiting list but they often do not receive a response back in time to fill vacant slips. There is some discussion about a fee or interest schedule, or the loss of auto - renewal rights. Dever expresses concern about pushing away long -time, paying customers, and having a marina that is not full at the beginning of the season. Rand adds that the slips are a limited commodity. Earl notes that this is a recurring issue and discussion, and a more organized process is needed that results with something in writing. McAleer states that the marina needs to accept credit card payments. Sentiments are expressed about the fairness of allowing a few to pay late while most honor the terms of their contracts. Earl asks Oosthoek to propose a fee schedule for the next meeting. Dever will get the current contracts to Oosthoek. Both contract issues will be address before December 1st. Harbor Building Dever reports that the key card system has been installed for the bathrooms but is not working properly. Otherwise, the bathrooms are functional. Harbormaster is currently cleaning the bathrooms once per week, but could ask DPW to take this over. Blueboard and plaster are still needed. A/C still needs to be approved. Not having A/C becomes an issue in the summer because of time spent closing windows and securing the building when the harbormaster is called out to respond. Suminsby motions to approve payment for the A/C and to complete the walls. Seconded by Oosthoek. Simon asked to discuss. Is this a necessary expense and appropriate use of the building funds? The estimate for completing the walls and the A/C is $13,900. This would likely be the remainder of the Algonquin money. Carpet, light fixtures and railings are also still needed. The Mayor's office could be approached if costs run over. A vote is taken and the motion passes unanimously (9 -0). Oosthoek asks about the timeline of these projects. Dever said these projects would be sub- contracted and he would check with the contractors. Earl expressed concern about the Harbormaster being located in the McDonald's building through winter as they would be paying double utilities on these properties. Dever does not have a move -in date, but hopes to have the sub - contracted work completed before winter. Neuman notes an Action Item for completing the Harbormaster building and talking with the City about funding after the Algonquin money is out. 2 1 Page Harbor Management Authority Minutes of September 14, 2016 Meeting Recreational Floats - Pilings Project permitting Neuman and Earl met with Clausen, the Mayor, and others regarding the pilings project. Financing the project through a combination of city and HMA funds along with bonding was discussed. It was also noted that Seaport money may be pursued — with Clausen setting up a meeting for the Mayor. Neuman noted that this project can wait one year if grant money is available but not released in time to proceed this winter. Grants Opportunities Flaherty has been researching a DMF grant for Obear Park. Ross Kessler is the contact. Flaherty thinks the park could be made more visible and accessible. A kayak rack could be installed to generate some revenue. The budget would be $15,000. Flaherty would like input on the history of the Park. The grant deadline is October 15. Earl suggested that the application be circulated around the committee by the end of the month so that in can get to Kessler well before the deadline. Houseman noted that David Lang should be informed of this possible project as it is in his district. Harbor Fest Recap Earl thanked everyone for their help noted the particularly large crowd this year. Facebook traffic may have helped. The food vendors sold out. The activity vendors and band were happy. There was a good mix of people in attendance and it was an opportunity for everyone to enjoy the harbor facilities. Main Street helped promote the event and donated money. The Chamber of Commerce donated money. Bass River Dredging McAleer will reach out to his two contacts regarding financial consulting. He may have a contact regarding the availability of potential federal money. Earl feels it is still worthwhile to pursue grant opportunities as a lot of money has already been spent on consultants and there is a clear economic benefit to the City. He asked if it is worth paying someone to search out grant opportunities. Neuman noted that the EPA is asking for another chemical analysis and $50,000 or more is needed for new sampling. Flaherty added that National Grid sends monthly samples; we could check if the same samples would satisfy the EPA. Suminsby asked if it was worth looking at a scaled back dredging. Earl affirmed that this idea had merit. Houseman and Neuman agreed that this project is an uphill battle and that an incremental approach may be more effective. The permits are in place, but will eventually expire. Oosthoek added that if something is started, they are more likely to complete the entire project. Neuman will check with Ron about a smaller project and report back. 3 1 Page Harbor Management Authority Minutes of September 14, 2016 Meeting Master Plan Update Earl will resend the Master Plan spreadsheet with a column for notes in one week. He will ask for comments back within two weeks. The goal is to determine what is still worth pursuing, what should be dropped from the list, and whether there is anything missing that should be on the list. Public Info Map Flaherty worked with the City's GIS Manager to design a map of the waterfront showing public access areas and where fishing is allowed. The map was presented. Oosthoek suggested that areas where fishing is prohibited should also be displayed. It was added that the icon for fishing allowed be change to green and a red icon used for fishing prohibited. Earl encouraged that the conversations be kept going. Rand added that the DOT has a mural program that could compliment a map displayed by the walkway. Adjournment There being no further business before the Harbor Management Authority this evening, Neuman makes a motion to adjourn. Simon seconded. Motion to adjourn approved unanimously (9 -0). The HMA Meeting was adjourned at 8:30 pm. 4 1 Page