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HomeMy WebLinkAbout01/09/2023 ORGANIZATIONAL MEETING AGENDA Mattituck Park District Board of Commissioners Organizational Meeting Monday, January 9, 2023 6:00 P.M. Nick Deegan, Commissioner Stephen F. Kiely, Esq., Legal Counsel Kevin Byrne, Commissioner Lyle Girandola, Treasurer Denise Geis, Commissioner Chris Shashkin, District Clerk Jean Schweibish, Secretary Call to Order Pledge PUBLIC COMMENT SESSION ON AGENDA ITEMS All other comments regarding non-agenda items will be held-at-the--end.of the meeting Please limit comments to no more than 5 minces r - I RESOLUTIONS MAY 9; 2Q23 f Resolution 2023-1 f � .e. RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint ~ '� as Chairman of the Board of Commissioners for the term commencing on January 1, 2023 through December 31, 2023. Resolution 2023-2 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint as Deputy Chairman of the Board of Commissioners for the term commencing on January 1, 2023 through December 31, 2023. Resolution 2023-3 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Stephen Kiely, Esq. to the position of Park District Attorney, effective January 1, 2023 through December 31, 2023. Resolution 2023-4 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Lyle Girandola to the position of Park District Treasurer, effective January 1, 2023 through December 31, 2023. Resolution 2023-5 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Chris Shashkin to the position of District Clerk, effective January 1, 2023 through December 31, 2023. Resolution 2023-6 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the per annum salaries for the following appointed officials effective January 1, 2023 through December 31, 2023: Park District Attorney, Stephen Kiely, Esq. — Per Annum Salary $ Park District Treasurer, Lyle Girandola— Per Annum Salary $ Park District Clerk, Chris Shashkin — Per Annum Salary $ Resolution 2023-7 RESOLVED that Park District Commissioners and employees, when required to use their own personal vehicle in the performance of duties, shall be compensated for travel expenses necessarily and actually incurred in carrying out the duties of each office, at a rate of 62.5 cents per mile, per the IRS 2023 standard mileage rate for business travel. Resolution 2023-8 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the pay rates for the 2023 seasonal staff as follows: 15S year Beach Attendants $15.00 per hour 2nd year Beach Attendants $15.25 per hour Resolution 2023-9 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates The Suffolk Times/Times Review Newspapers, Inc. as the official newspaper of the Park District for the publication of notices, resolutions and any other matter required to be published for 2023. Resolution 2023-10 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates Dime Bank (the "Bank") as the depository of the funds of the Mattituck Park District (the "Depositor"), with authority to accept at any time for the credit of the Depositor deposits in checking, savings, money market savings, term or any other account, by whomever made in whatever manner endorsed; and be it further RESOLVED that Dime Bank is designated as depository in which the Treasurer or other officers or employees shall deposit monies coming into their hands by virtue of their position; and be it further RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize Chairman to execute any necessary Collateral Agreements between the Mattituck Park District and the Bank and their Third-Party Custodial Institutions, subject to the approval of the Park District attorney. Resolution 2023-11 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approves the following list of spending limits by vendor for their respective recurring goods and services provided during the year. These caps serve as pre-approved encumbrances of MPD funds for these frequent and usual expenses for normal operation. Any spending projected to exceed these caps during 2023 will be addressed as an amendment if necessary and appropriate. Activity in 2022 2023 Vendor #of Transactions Total Spend- Avg Spend � Proposed Cap PSEGLI 13 13,458.28 1,035 ,1 15,000 Fleetcorp(1313) 13 4,853.09 373 ?? Island__Portables, Inc ----16 4,646.00 296 4,700 Paychex 4,449.10 159 99 -59T 4,500 Mattituck Plumbingi�eating Corp 5 3,763.49 753 4,000 Eckert Oil Services, Inc 4 3,501.00 875 3,800 National Grid 11 --'---.3,195.73 g 291 3,500 Mattituck Environmental Services 17 3,349.00 197 3,500 --j WB Mason 11 2,441.09 222 2,500 Orlowski Hardware Company 15 2,414.75 161 L 2,500 Amagansett Building Materials, Inc -26_J _ 2,189.42 2,300 A&C Autoservices 8 1,842.50 230 1,000 Intuit 16 1,842.20 115 1,800 Optimum 9 1,727.84 192 1,800 van Duzer 9 1,722.23 191 1,800 Verizon 1 -,---1,671.24 -.,.--152 1,800 -Kaelin'sServCtr& Equip, Inc 4 1,602.58 401-1 1,000 Square, Inc. 145 1,562.63 11 1,700 Home Depot 1,548.78 387 1,600 The Hartford 1,273.69 318--- 1,400 Suffolk Co Water Authority 13 1,090.25 84 IP200 Amazon 5 866.55 173 900 Times Review Media Group 9 766.21 85 900 -ScoCt Ty er Automotive 2 733.35 367 500 Staples 663.87 51 700 VzW 569.16 142 700 Advance Auto Parts 6 390.15 65 500 �iou7ho d Town Dept Solid Waste 10 387.80 39 500 Power Equipment Plus Mattituck Inc 4 380.48 95 600 USPS 4 321-25 80 400 I&I Internet 22 165.22 8 200 Lund Valve Testing 3 147.06 49 200 Suffolk County Board of Elections 41- 5 9 100T� Grand Total 468 $ 69,573.681 $ 148.66 $ 67,600.00 PUBLIC COMMENT ANNUAL ORGANIZATIONAL MEETING MINUTES MATTITUCK PARK DISTRICT MONDAY, JANUARY 9, 2023 - 6:00 PM Presiding Commissioners Kevin Byrne, Chairman Nick Deegan, Deputy Chair Denise Geis, Commissioner Chris Shashkin, District Clerk Stephen F. Kiely, Esq., Legal Counsel Lyle Girandola, Treasurer Jean Schweibish, Secretary Charlie Gueli present from the public. Meeting called to order by K Byrne at 6:00 PM Pledge RESOLUTIONS Resolution 2023-1 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Kevin Byrne as Chairman of the Board of Commissioners for the term commencing on January 1, 2023 through December 31, 2023. RESULT: Motion by N. Deegan, seconded by D. Geis, all in favor and motion carried unanimously to approve Resolution 2023-1 Resolution 2023-2 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Nicholas Deegan as Deputy Chairman of the Board of Commissioners for the term commencing on January 1, 2023 through December 31, 2023. RESULT: Motion by D. Geis, seconded by K. Byrne, all in favor and motion carried unanimously to approve Resolution 2023-2 Resolution 2023-3 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Stephen Kiely, Esq. to the position of Park District Attorney, effective January 1, 2023 through December 31, 2023. RESULT: Motion by K. Byrne, seconded by N. Deegan, all in favor and motion carried unanimously to approve Resolution 2023-3 Resolution 2023-4 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Lyle Girandola to the position of Park District Treasurer, effective January 1, 2023 through December 31, 2023. RESULT: Motion by K. Byrne, seconded by D. Geis, all in favor and motion carried unanimously to approve Resolution 2023-4 Resolution 2023-5 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Chris Shashkin to the position of District Clerk, effective January 1, 2023 through December 31, 2023. RESULT: Motion by N. Deegan, seconded by K. Byrne, all in favor and motion carried unanimously to approve Resolution 2023-5 Resolution 2023-6 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the per annum salaries for the following appointed officials effective January 1, 2023 through December 31, 2023: Park District Attorney, Stephen Kiely, Esq. — Per Annum Salary $15,600.00 Park District Treasurer, Lyle Girandola— Per Annum Salary $14,500.00 Park District Clerk, Chris Shashkin — Per Annum Salary $60,000.00 RESULT: Motion by N. Deegan, seconded by D. Geis, all in favor and motion carried unanimously to approve Resolution 2023-6 Resolution 2023-7 RESOLVED that Park District Commissioners and employees, when required to use their own personal vehicle in the performance of duties, shall be compensated for travel expenses necessarily and actually incurred in carrying out the duties of each office, at a rate of 62.5 cents per mile, per the IRS 2023 standard mileage rate for business travel. RESULT: Motion by K. Byrne, seconded by D. Geis, all in favor and motion carried unanimously to approve Resolution 2023-7 Resolution 2023-8 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the pay rates for the 2023 seasonal staff as follows: 151 year Beach Attendants $15.00 per hour 2nd year Beach Attendants $15.25 per hour RESULT: TABLED Resolution 2023-9 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates The Suffolk Times/Times Review Newspapers, Inc. as the official newspaper of the Park District for the publication of notices, resolutions and any other matter required to be published for 2023. RESULT: Motion by N. Deegan, seconded by D. Geis, all in favor and motion carried unanimously to approve Resolution 2023-9 Resolution 2023-10 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates Dime Bank (the "Bank") as the depository of the funds of the Mattituck Park District (the "Depositor"), with authority to accept at any time for the credit of the Depositor deposits in checking, savings, money market savings, term or any other account, by whomever made in whatever manner endorsed; and be it further RESOLVED that Dime Bank is designated as depository in which the Treasurer or other officers or employees shall deposit monies coming into their hands by virtue of their position; and be it further RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize Chairman Kevin Byrne to execute any necessary Collateral Agreements between the Mattituck Park District and the Bank and their Third-Party Custodial Institutions, subject to the approval of the Park District attorney. RESULT: Motion by N. Deegan, seconded by D. Geis, all in favor and motion carried unanimously to approve Resolution 2023-10 Resolution 2023-11 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approves the following list of spending limits by vendor for their respective recurring goods and services provided during the year. These caps serve as pre-approved encumbrances of MPD funds for these frequent and usual expenses for normal operation. Any spending projected to exceed these caps during 2023 will be addressed as an amendment if necessary and appropriate. RESULT: Motion by K. Byrne to adopt the resolution subject to adjustments in the list of vendors, seconded by N. Deegan, all in favor and motion carried unanimously to approve Resolution 2023- 11 ActiVity in 2022 2023 Vendor #ofTransactions Total Spend AvgSpend 'I Proposed Cap PSEGLI --13- 13 458.2 035 15,000 Fleetcorp(13P) 13 4,853.09 373 ?? Island Portables, Inc 16 4,646.00 290 4,700 Paychex 9.10 159 4,500 Eckert Oil Services, Inc 4 3,501.00 875 3,800 National Grid 11 3,195.73 291 3,500 Mattituck Environmental Services 17 3,349.00 197 3,500 WB Mason 11 2,441.09 222 2,500 Orlowski Hardware Company __15J 2,414.75 161 2,500 Amagansett Building Materials, Inc 26 2 189.42 84 2,300 Intuit 16 1,842.20 115 1,800 Optimum 9 1,727.84 192 1,800 van Duzer 9 1,722.23 191 1,800 Verizon 11671.24 1,800 Kaelin'sServCtr& Equip, Inc 4 1,602.58 401 1,000 Home Depot 4 1,548.78 387 1,600 The Hartford 4 1,273.69 1,400 Amazon Times Review Media Group 9 766.21 85 900 Scott Tyler Automotive 2 733.35 367 5�—Oj Staples 13 663.87 51 700 VZW —4 569.16 142 700 Advance Auto Parts Southold Town Dept Solid Waste 0 387.80 39 500 Power Equipment Plus Mattituck Inc 4 380.48 95 600 I&I Internet 22 165.22 8 200 Lund ValveTesting 3 147.00 49 200 Suffolk County Board of Elections -- 4.ilT— 37.75 9 100 Grand Total 468 69,573.68_1 148.66 $ 67,600.00 DISCUSSION * Personnel issues brought up during the meeting by the commissioners were addressed briefly and S.Kiely advised the board that personnel matters were to be discussed in Executive Session and that the onrnrniooinnem could recess and go into Executive Session, then return to the Organizational Meeting if they wished to do so. Commissioners chose to move forward with the Organizational Meeting and the resolutions, and go into Executive Session afterwards. K. Byrne advised that some of the administrative tasks currently being done by L. Girandola is outside his scope of work, and some currently done by C. Shaskin are time-prohibitive and such tasks are being migrated to J. Schweibish. • On tabling Res. 2023-8: C. Shaskin advised that CVS is paying $20 hourly for seasonal cashiers Discussion ensued; question by K. Byrne whether to amend resolution at a later date or defer. C. Shaskin suggested deferring until the resolution for lifeguards will need to be addressed. K. Byrne agreed, suggested the "pulse of the market be taken" at that time. • Res. 2023-11 (at 24 minutes) K. Byrne wants a more detailed analysis on some of the expenses, i.e., electric use, Square, Inc. and asks L Girandola if there is projected revenue for 2023 v. 2022 L. Girandola says these are just estimates based on a slight increase from previous year N. Deegan pointed out that the resolution states that the list can be amended L. Girandola said this is more or less a guideline K. Byrne asked what's the procedure for higher costs on an item in December? L. Girandola will look at year-end wrap-up for use in the following year and will propose amendment to resolution if needed K. Byrne questions whether amendment must be made every time a line item comes up or if there can be a simplified mechanism that's part of the payable process? L. Girandola says this is all he will put out for the entire year until this time next year and will satisfy the requirement K. Byrne recommended filling in the question marks at the line for Fleetcorp (BP) in the amount of $2,000 PUBLIC COMMENT There were no comments from the public. There being no further business to come before the meeting, motion made by K. Byrne to adjourn, D. Geis seconded, all in favor and motion carried to adjourn the Organizational Meeting at 6:28 p.m.