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HomeMy WebLinkAbout01/10/2019 a MATTITUCK PARK DISTRICT RECEIVED BOARD OF COMMISSIONERS MEETING MIN TES JANUARY 10, 2019 APR 5 2019 Attendance Doris McGreevy, Co-Chairperson Southold Town Clerk . Gerard Goehringer, Co-Chairperson i George Lomaga, Commissioner David Prokop, Legal Counsel Angela Noncarrow, Treasurer Lydia Tortora, Clerk Tim Pumillo, Maintenance Lynne Krauza, Interim Secretary CALL TO ORDER D. McGreevy called the meeting to order at 6:30 p.m. PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES Motion by D. McGreevy, seconded by G. Goehringer, all in favor and motion carried unanimously to approve the Minutes from the December 13, 2018 Meeting submitted via email. TREASURER'S REPORT A. Noncarrow said that as of 12/31/18 the Operating Account totals $4,035.00, the Money Market Account totals $1,045,888.95, the Payroll Account totals $6,081.42, and petty cash is 0. She said as of 1/10/19 the Operating Account totals $29,035.00, the Money Market Account totals $1,020,888.95, the Payroll Account totals $553.55 and petty cash is 0. She included a Bill Register for December 2018 bills and did a separate Bill Register as of 1/10/19 which includes bills that came in through today's meeting. A. Noncarrow said she purchased $500 in postage stamps now before'the increase is in effect. She said she didn't do a Budget Ledger for January 2019 with new budget amounts yet after reviewing the budget modifications because we underestimated supplies and materials, natural gas, insurance, site maintenance and facility repairs, permits, and payroll fees. She will make a proposal to the Commissioners for the February Work Session with new amounts. A. Noncarrow did open Purchase Order balances for 2018 and she will be closing them out. She distributed a list of the 2019 new open Purchase Orders based on every vendor that we purchased from in 2018. She increased the amounts or rounded them up slightly to adjust for price increases. She said we are starting with realistic amounts now. L. Tortora asked about consulting fees and said that funds for Chris Dwyer were way over. She said FEMA considers consulting fees as part of the same project and asked if we can do this. D. Prokop agreed. A. Noncarrow said Chris Dwyer's fees are currently coming out of site improvements. L. Tortora suggested we change this and that it would free up more money contractually. D. McGreevy asked A. Noncarrow about the status of the Auditor's Report and she said she didn't know when we would receive their Report and that the audit took place two weeks ago. D. McGreevy asked A. Noncarrow to change "Yacht Club Parking Lot" on the Bill Register to "Peconic Bay Beach Parking Lot." G. Goehringer asked A. Noncarrow if we received any tax checks from the Town of Southold yet and she said no. Motion by D. McGreevy, seconded by G. Lomaga, all in favor and motion carried unanimously to accept and approve the Treasurer's Report. CLERK'S REPORT L. Tortora said that her Report reflects year-end totals and read the totals aloud. She said we have had the largest increase in 2018 for the Community Room and 2018 was a very good year. She said she is currently taking bookings for the Lodge and Community Room into June. She said we have a lot of inquiries for the Community Room. L. Tortora said the new flooring is being delivered tomorrow. She said We'll Floor U sent specs for care of the floor. The new floor is being installed next Mdnday morning. G. Lomaga asked her about fumes from the installation and she said they mentioned this to her and she will leave if there are fumes. "'' L. Tortora said a couple of items came in that are not on tonight's Agenda. She said North Shore Well Drilling's principal came in today and signed our contract and she has received all of his documents, including insurance certificates. She said she will review these documents with Dave after the meeting and the contract will be ready for us to countersign. L. Tortora said he asked about who is coordinating the project and he was of the opinion that the foundation goes first. Brian Penna is the owner and she will have him speak with Chris Dwyer to coordinate the work. G. Lomaga asked if Chris Dwyer will coordinate the Aldrich Lane Building Addition Project with all 3 contractors. L. Tortora said she made sure that each contractor had the appropriate contact information. She said Chris Dwyer will get them going. She said Chris Dwyer will also inspect the work to make sure it is done in accordance with the bid specs. She said Chris will update them accordingly. L. Tortora said the Veterans Park Bathroom Facility Project is ready for rebid and will be advertised in the 1/24/19 and 1/31/19 editions of The Suffolk Times. She said bids will be due by 2/12/19 by 2:00 p.m. and the bid opening will be held at our meeting on 2/14/19 at 6:30 p.m. She said she is waiting to hear back from Chris Dwyer as to whether the bid cover sheet needs to be revised. Once she hears back from him she will draft the Legal Notice and circulate to all. The Commissioners and D. Prokop audited North Fork United Soccer Club and Lopez and everything was found to be in order. Motion by D. McGreevy, seconded by G. Goehringer, all in favor and motion carried unanimously to accept and approve the Clerk's Report. MAINTENANCE UPDATE T. Pumillo asked the Commissioners if we were keeping the gates open for the rest of the winter and was advised that we are. G. Goehringer said we will unless there is a problem. G. Goehringer asked T. Pumillo what locks he wanted for the gates and he said the same locks we have now. T. Pumillo said that most cleanups are done and asked if anything else needs to be done at Peconic Bay Beach. D. McGreevy said she took photos and will be sending them to the DEC and there is nothing else to do at that site. T. Pumillo said that everything is good at Aldrich Lane and ready for the work to be done. He said he only has the side of the fence to do and he will do it in the spring. T. Pumillo said the east fence at Veterans Park is falling down. G. Goehringer said to cut it off and drag it out but we should save it in case we need it at the Lodge. T. ,, Pumillo said he can't remove it all because the sand took over. G. Goehringer said he will look at it tomorrow. D. McGreevy said we need to get quotes to replace this fencing. T. Pumillo said it will be expensive. G. Goehringer said we should consider 5' instead of 4' for some of the area of fencing. He said we should have a surveyor look at it. D. McGreevy said we have a survey and we can check it. T. Pumillo said Dave Reeve is working on the hill at Breakwater. He said the water runs down the hill and creates a hole and it is like quicksand. G. Goehringer said we need RCA. D. McGreevy said we need extra sand there. G. Goehringer suggested we call Laurel Stone and he said there is a guy in Cutchogue and one in Peconic too. T. Pumillo said RCA is usually about $40/yard. He said he will get prices. G. Goehringer suggested a wall to keep the sand from going in there and suggested they do this over the winter. D. McGreevy asked about the equipment and T. Pumillo said we have two mowers that need repairs. G. Goehringer said the battery is dead in the red truck and we should put a new one in. T. Pumillo said he will start using it on weekends to keep it going. He said he will get pricing to fix the mowers. G. Goehringer said if we need a new mower we can purchase it off the State contract to save money. D. McGreevy asked if the solar was installed on the flagpole and L. Tortora said she thought it was done. T. Pumillo said he will confirm whether the work is done. G. Lomaga said Nick Deegan gave him a bunch of keys and he isn't sure what they are for. T. Pumillo will get together with him and go through the keys for him. Motion by D. McGreevy, seconded by G. Lomaga, all in favor and motion carried unanimously to accept and approve the Maintenance Update. Finalize 2019 Open Purchase Orders The 2019 Open Purchase Orders submitted by A. Noncarrow were approved by the Commissioners. Outside Poster Container G. Lomaga said there are so many outside poster containers to choose from. He handed out copies of sample containers. He said you can get one on Amazon for about $120. He said he hasn't been able to find out about salt yet. He said they are shatterproof. He said Amazon offers package deals if we order 4 and the cost would be $600. He suggested we consider ordering some for other properties and we can display shells, etc. He said frames are available in various colors. L. Tortora said we can use it for postings, meetings, etc. G. Lomaga said we can purchase one with a light. D. McGreevy and G. Goehringer agreed to purchasing more for a bulk price. G. Lomaga will continue to get information on these containers. G. Lomaga said Sea Grant has posters coming in and will let him know what we can get for free regarding incidental learning. He reminded everyone that there is a lunar eclipse on Sunday, 1/20/19, at about midnight. Aldrich Lane Aldrich Lane Bathroom Addition Proiect Update. This was covered under the Clerk's Report. Well Bids This was covered under the Clerk's Report. Veterans Park— Hall Camera D. McGreevy said she received a quote from Bellringer for one inside camera at a cost of$724 that will cover both halls. They will also fix a camera at Breakwater. Peconic Bay Beach — Husing Pond Outfall Pipe and Sump Pump D. McGreevy said we are having a problem with water there and she did some research and got information on Husing Pond. She said she spoke with Legislator, Al Krupski, and he spoke with vector control and they told him the last time they cleaned out the pipe there was 20 years ago. She said Al Krupski suggested we speak with The Nature Conservancy since they now own Husing Pond. He further suggested that our attorney write a letter to The Nature Conservancy explaining the situation. D. McGreevy gave D. Prokop her research materials. G. Lomaga said he will inquire about the contact person at The Nature Conservancy for our letter. She said she and G. Goehringer called someone about installing a fence there but it is too wet to do this work. G. Goehringer said we need to clean out the area so we can see the pipe because we don't know what debris is going into the pipe. He suggested putting a strainer on the pipe. D. McGreevy suggested we start with D. Prokop's letter to The Nature Conservancy and go from there. She said we will probably need a DEC permit to do work there. Public Comment Ron McGreevy, Donna Westermann and Richard Schauffer were in attendance from the public. Miscellaneous G. Goehringer told T. Pumillo he was considering having them construct a wooden gate at Veterans Park at the entrance to the picnic area but he had not yet discussed it with the other Commissioners. He said he spoke with Dave Reeve about it. G. Lomaga said he spoke with Aaron Virgin of the Group for the East End about the piping plovers and he understands where we are coming from. Mr. Virgin is willing to come to our February Work Session. The Commissioners agreed to have G. Lomaga schedule the appointment for 2/7/19 at 7:00 p.m. G. Lomaga suggested we produce a brochure telling people about the Park District for the purpose of educating people. G. Goehringer said he doesn't think we ever had a brochure in the past. D. McGreevy said we could do a trifold brochure with answers to commonly asked questions and maybe it would save L. Tortora from being on the phone so much. D. McGreevy and G. Goehringer were in agreement for a brochure. D. Prokop said he spoke with Highway Superintendent, Vinny Orlando, about the flooding at Veterans Park. He said Mr. Orlando is planning to install additional drainage along the road on the Town's property. Motion by D. McGreevy, seconded by G. Goehringer, all in favor and motion carried to go into Executive Session at 7:30 p.m. to discuss personnel. Motion by G. Goehringer, seconded by G. Lomaga, all in favor and motion carried to come out of Executive Session at 8:14 p.m. Resolutions Resolution 2019-11 authorizing and approving the list of vendors and amounts for Open Purchase Orders for 2019 was unanimously approved. Motion by G. Lomaga, seconded by G. Goehringer, all in favor and motion carried unanimously to approve Resolution 2019-11. Resolution 2019-12 establishing the Park District's contribution for health insurance for 2019 was unanimously approved. Motion by G. Lomaga, seconded by G. Goehringer, all in favor and motion carried unanimously to approve Resolution 2019-12. Resolution 2019-13 amending Resolution 2018-114 awarding the contract to Kolb Mechanical Corp. for the split AC/Heating zone into two separate zones at Veterans Park was unanimously approved. Motion by G. Lomaga, seconded by G. Goehringer, all in favor and motion carried unanimously to approve Resolution 2019-13. Resolution 2019-14 appointing to the position of Secretary for the Mattituck Park District was unanimously withdrawn. Motion by G. Lomaga, seconded by G. Goehringer, all in favor and motion carried unanimously to withdraw Resolution 2019-14. Resolution 2019-15 authorizing budget modifications was unanimously approved. Motion by G. Lomaga, seconded by G. Goehringer, all in favor and motion carried unanimously to approve Resolution 2019-15. Resolution 2019-16 approving the Bill Register and authorizing payment of the current bills was unanimously approved. Motion by G. Lomaga, seconded by G. Goehringer, all in favor and motion carried unanimously to approve Resolution 2019-16. Resolution 2019-17 setting the meeting dates for February 2019 was unanimously approved. Motion by G. Lomaga, seconded by G. Goehringer, all in favor and motion carried unanimously to approve Resolution 2019-17. There being no further business to come before the meeting, motion by D. McGreevy, seconded by G. Goehringer, all in favor and motion carried to adjourn the meeting at 8:15 p.m.