Harbor Commission

Manistee Harbor Commission Established - November 1931 70 Maple Street, Manistee, Michigan 49660 Agenda Tuesday, January 19, 2016 at 1 p.m. – Second Floor Conference Room, 70 Maple Street, Manistee MI 49660 ____________________________________________________________________ Call to Order Approval of Agenda Public Comments on Agenda Items (5 minute limit) Election of Officers Approval of Minutes  Minutes of October 20, 2015 Staff Reports  Harbormaster  City Manager – Annual Highlights Committee Reports  Marketing Committee Unfinished Business  Promotional Flier for Marina Facilities  Pay Tube at Arthur Street Launch Ramp New Business  Annual Review of Bylaws  Annual Review of Strategic Plan Public Comment (5 minute limit) Comments by Harbor Commissioners  Fishery Report Adjourn Commissioners are encouraged to participate in the preparation of the monthly agendas for Harbor Commission meetings. Please contact the City Manager’s Office at least two weeks prior to the scheduled meeting to discuss agenda items.  HARBOR COMMISSION MINUTES MEETING OF OCTOBER 20, 2015 A regular meeting of the Manistee Harbor Commission was held on Tuesday, October 20, 2015 at 1 p.m. in the Second Floor Conference Room, City Hall, 70 Maple Street, Manistee MI 49660. The meeting was called to order by the Vice-Chair. Roll Call Present Excused Absence Unexcused Absence Commissioner Dave Bachman  Commissioner Ty Cook  Commissioner Vacancy --- --- --- Commissioner Shelly Memberto  Commissioner Jim Smith  Commissioner Alex Zaccanelli  Commissioner Roger Zielinski  City Manager Ben Bifoss  OTHERS PRESENT: None APPROVAL OF AGENDA MOTION by Roger Zielinski, second by Dave Bachman, to approve the agenda as presented. Voice vote - Motion carried. PUBLIC COMMENTS ON AGENDA ITEMS  None APPROVAL OF MINUTES MOTION by Roger Zielinski, second by Dave Bachman, to approve the minutes for the July 21 and August 18, 2015 meetings as presented. Voice vote - Motion carried. STAFF REPORTS Harbormaster. Fairly decent season at the Marina. State of Michigan inspection in late August resulted in a requirement for a shutoff valve on the gas line coming out of the bulkhead wall and some revised signage; at an estimated cost of $5,000 and with a deadline of November 1. An extension has been requested; the contractor anticipates completion by November 15. Laura and Frank will be back next year. Facility has been winterized. Might look for additional charter boat captains to book seasonal slips next year. Captain Mark was a good customer and charter boats are no longer prohibited. The finance department has agreed to parcel out the electrical bill at the marina as this service appears to supply other lighting and park areas. Discussed the launch ramp revenue report; the finance department will be completing marina reports in the near future. Ty Cook reported that the State fisheries report shows the salmon population is down 75% and is one of the reasons for lower numbers of fishermen. Believes Harbor Commission Minutes – October 20, 2015 Page 1 invasive species started the fishery decline. The decline in fisheries will affect many aspects of the community. Briefly discussed piling and deck maintenance. Boaters are charged $100 if they damage the docks. COMMITTEE REPORTS  Marketing Committee – Gave away three free nights this summer at the marina. Bikes were a nice added feature; one additional bike was given to the marina from Mark Wittlieff. Reviewing past marketing efforts and costs to see if there is a good return on investment. Has an opportunity to participate in the VCB publication again this year.  Promotional Flier for Marina Facilities – was a project undertaken by Shelly Memberto to revamp a previous flier created when the new facilities were opened. Zaccanelli suggested a bulk mailing of the flier to registered boaters in the State of Michigan. Extensive discussion on the need to work cooperatively with other stakeholders in the City like the Parks Commission, DDA, Chamber, CVB and AES. Marketing the marina would benefit all these groups and perhaps they could share in the cost of a flier. UNFINISHED BUSINESS  Pay Tube at Arthur Street Launch Ramp – DPW Director Jeff Mikula reports that this will be ordered this winter and installed prior to the 2016 season. Roger Zielinski said there are options available at Wahr Hardware and that Manistee Welding can craft a pay tube. NEW BUSINESS  Set Meeting Dates for 2016 – MOTION by Dave Bachman, second by Jim Smith to schedule January 19, April 19, June 21, July 19, August 16, and October 18 as meeting dates for 2016. Voice vote – Motion carried and meetings will be posted. PUBLIC COMMENTS  None OTHER COMMENTS  Cindy Lokovich – Shelly Memberto has advised that she will not renew her position application. Shelly’s term ends October 31 and will leave two vacancies on the Harbor Commission.  Cindy Lokovich – The Harbor Commission is scheduled to present their annual report to Council on November 4, 2016. Harbormaster Dave Bachman was asked to report on behalf of the Harbor Commission. ADJOURNMENT Next meeting is scheduled for January 19, 2016 at 1:00 p.m. in the Second Floor Conference Room, City Hall. MOTION to adjourn by Roger Zielinski second by Dave Bachman at 1:48 p.m. Draft - cl Cynthia Lokovich, CAP-OM Recording Secretary Harbor Commission Minutes – October 20, 2015 Page 2  MANISTEE HARBOR COMMISSION BYLAWS AND RULES OF PROCEDURE Section 1. NAME. The name of the Commission shall be the "Manistee Harbor Commission." Section 2. PURPOSE. The purpose of the Commission shall be to implement and carry out provisions of Chapter 266 of the Manistee Code of Ordinances. (As may be amended from time to time.) Section 3. MEMBERSHIP OF THE COMMISSION. The membership of the Commission shall consist of seven (7) members appointed by the City Council, one of whom shall be the Harbormaster. They shall serve three (3) year terms. The City Manager shall be a non-voting ex-officio member of the Commission. Section 4. OFFICERS. 4.1 Selection: The Commissioners shall elect a chair, and a vice-chair. The election shall take place during the first meeting of each calendar year. Officers shall be selected by majority vote of the Commissioners. Recording Secretary services will be provided by the Executive Secretary in the City Manager’s Office. 4.2 Tenure: The Officers shall take office upon selection and shall hold office for a term of one year, or until their successors are selected and assume office. Section 5. OFFICER DUTIES. 5.1 CHAIR. The Chair shall: a.) Preside at all meetings. b.) Appoint committees. c.) Periodically meet with City department staff. d.) Appoint an acting recording secretary for a meeting in which the recording secretary is absent. e.) Perform such other duties as may be ordered or authorized by the Harbor Commission. HARBOR COMMISSION BYLAWS & RULES OF PROCEDURE PAGE 1 5.2 VICE-CHAIR. The Vice-Chair shall: a.) Act in full capacity of the Chair in the absence of the Chair. b.) In the event of a vacancy in the position of Vice-Chair, the Harbor Commission shall then select a successor to the office of Vice-Chair from its membership for the unexpired term. 5.3 SECRETARY. The Secretary shall: a.) Execute documents in the name of the Harbor Commission as authorized by the Harbor Commission. b.) Be responsible for the minutes of each meeting and shall have them appropriately distributed. c.) Track attendance and make reports to the City Manager as specified in Section 6.3 of these bylaws. d.) Perform such other duties as the Harbor Commission may determine. Section 6. VACANCIES, REMOVAL, ABSENCES. 6.1 Vacancies: Vacancies shall be filled for unexpired terms in the same manner as original appointments. 6.2 Removal: A member may be removed from office by the appointing City Council for neglect of official duty or misconduct in office after being given a written statement for reasons and an opportunity to be heard thereon. 6.3 Absences: In order to maintain the maximum participation of all appointed Harbor Commission members at all scheduled meetings, the following is the attendance guide and Board member replacement policy for “excused” or “unexcused” absences: a) When appointed, each Commission member should state his/her willingness and intention to attend each scheduled meeting of the Harbor Commission. b) In the event of unplanned personal matters, business trips, family vacation trips, changed job requirements, sickness, or other physical disabilities that prohibit the Board member from attending the scheduled meeting; the Commission Chair or staff liaison to the Harbor Commission should be notified as soon as possible prior to the time of the scheduled meeting of their inability to attend. The Commission member upon this notification will receive an “excused absence” for the involved scheduled meeting. c) If any Commission member is absent from three (3) consecutive scheduled meetings without an “excused absence” for any of the three (3) meetings, the Commission member shall be reported in writing to the City Manager. The City Manager will contact the Commission member in writing and question his/her continued ability or interest in being on the Commission, giving the member a chance to rectify the attendance issue or submit a resignation. d) There will be no limit on the number of consecutive “excused absences” for any Commission member. However, if the Commission member is repeatedly absent for HARBOR COMMISSION BYLAWS & RULES OF PROCEDURE PAGE 2  at least 50% of the yearly scheduled meetings, that member will also be reported in writing to the City Manager. The City Manager will contact the Commission member in writing and question the member’s continued ability or interest to be on the Commission. The Commission member will be considered for appointment nullification when the absences total six in the calendar year. e) The appointment nullification action would be initiated by the City Manager and forwarded on to the City Council for official action. Section 7. MEETINGS. 7.1 Regular Meetings: As directed in Chapter 266 of the Manistee Code of Ordinances the Commission shall meet at least quarterly during each year, and more frequently as needed. The date and time of each meeting will, where practicable be agreed upon by the consensus of the Commission members and such City staff as may be assigned to meet with the Commission. Meeting times and locations shall be posted and open to the public with time set aside at each meeting to receive public comment. All actions taken by the Commission shall be recorded by the Secretary and filed with the Manistee City Clerk. All meetings and Commission business shall comply with the Open Meetings laws of the State of Michigan. Meetings can be cancelled by the Chair if there are no agenda items or if it is predetermined that a quorum will not be present. Special meetings may be called by or at the request of the Chair or any two members. Meetings shall be held after due notice to all members and the public. 7.2 Quorum: Four members shall constitute a quorum for the transaction of business. Whenever a quorum in not present at a meeting, those present may adjourn the meeting to another day or hold the meeting for the purpose of considering such matters as are on the agenda. No action taken at such a meeting shall be final or official unless and until ratified and confirmed at a subsequent meeting when a quorum is present by acting to approve the minutes of the meeting at which the quorum was not present. 7.3 Order of Business: The Chair or their designee shall prepare an agenda for each meeting and the order of business shall follow in an orderly manner according to the agenda. A designated period for public comment shall be allowed. A time limit for discussion and/or comment may be set by the Chair. 7.4 Parliamentary Procedure: Parliamentary procedure in Harbor Commission meetings, when needed, shall be governed by Roberts' Rules of Order. Section 8. EXPENSE REIMBURSEMENT. Commissioners shall be reimbursed by the City of Manistee for all pre-approved out of pocket expenses incurred in carrying out the official business of the Commission. The City Manager or his designee shall be responsible for the preapproval process. HARBOR COMMISSION BYLAWS & RULES OF PROCEDURE PAGE 3 Section 9. CONFLICT OF INTEREST. In the event that business being carried out by the Commission may have a personal or financial impact on a member of the Commission or their immediate family, or any corporation or business of which a Commissioner is an officer or director, the Commission member must disclose the conflict of interest and refrain from voting on that particular business. If any question of whether or not a conflict exists cannot be determined by the Commission, then the matter of the question shall immediately be referred in writing to the Manistee City Attorney for consultation and recommendation. Section 10. CHANGES OR AMENDMENTS. Bylaws shall be reviewed annually during the first meeting of the year. All changes or amendments to the Bylaws must be approved by the majority of the Commissioners. Such changes or amendments must be presented to the Commission in writing for consideration and may not be voted upon until the following regularly scheduled meeting. Upon approval by the Commission, the Bylaws, showing the proposed amendment, shall be submitted to the Manistee City Council for final approval. The foregoing Bylaws were duly adopted at a regular meeting of the Manistee Harbor Commission held 9/16/91; amended 5/06/96; amended 4/4/06; amended 8/3/09 amended 5/10/11; amended 2/19/13. ________________________________________ Cynthia J. Lokovich, Secretary Dated Approved by the Manistee City Council: _________________________________________ Mayor Colleen Kenny Dated HARBOR COMMISSION BYLAWS & RULES OF PROCEDURE PAGE 4