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HomeMy WebLinkAbout01/12/2023 REGULAR MEETING AGENDA MATTITUCK PARK DISTRICT THURSDAY, JANUARY 12, 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 r k MAY - 9 2023 PUBLIC COMMENT SESSION ON AGENDA ITEMS �! 'filydf�4r° All other comments regarding non-agenda items I will be held at the end of the meetinZ Please limit comments to no more than S minutes Call to Order Pledge Approval of 12/19/22 Meeting Minutes Presented via email Review bills/ Purchase Orders Treasurer's Report - L Girandola OLD BUSINESS Requests for Proposals 1. Installation of walkways at Veterans Park 2. Annual cleaning of facilities' bathrooms 3. Annual landscaping contract 4. Relocation of gate at Breakwater Beach RESOLUTIONS RESOLUTION 2023-12 RESOLUTION SETTING MEETING DATES FOR FEBRUARY 2023 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby set the following meeting dates for the month of February: Work Session, Thursday, February 02, 2023 at 6:00 P.M.; monthly meeting, Thursday, February 09, 2023 at 6:00 P.M. RESULT: Motion by, seconded by , all in favor and motion carried unanimously to approve Resolution 2023-12. RESOLUTION 2023-13 RESOLUTION APPROVING BILL REGISTER AND AUTHORIZING PAYMENT OF CURRENT BILLS RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approve the Bill Register submitted by the Treasurer for the January 12, 2023 meeting and further authorizes payment of the current bills. RESULT: Motion by, seconded by, all in favor and motion carried unanimously to approve Resolution 2023-13. RESOLUTION 2023-14 RESOLUTION SETTING FACILITY USE FEES FOR 2023 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approve the following fee schedule for 2023: SEE ATTACHED RESULT: Motion by seconded by , all in favor and motion carried unanimously to approve Resolution 2023-14. PUBLIC COMMENTS EXECUTIVE SESSION — on matters of personnel MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS REGULAR MEETING MINUTES January 12, 2023 Attendance Kevin Byrne, Chairman Nick Deegan, Deputy Chair Denise Geis, Commissioner Chris Shashkin, Clerk Lyle Girandola, Treasurer Stephen Kiely, Esq. Legal Counsel Jean Schweibish, Secretary Mike Kelly of the Marlene Lane Civic Association was present from the public. Preliminary discussion • S. Kiely, advised that the "old business" respecting RFP's on the agenda is meant for work sessions, unless time sensitive • D. Geis asked for clarification first meeting of the month should be about everything we talk about and the second meeting is for resolutions • S Kiely— Right. From the public's perspective work sessions are where you work, and they are not allowed to speak, it's where you're making the sausage and then at the public meeting you serve the sausage. • N. Deegan —This is about the RFPs • S. Kiely—There's nothing untoward about this, but the discussion would be for the work session, and then the public meetings should be relatively seamless CALL TO ORDER Meeting called to order 6:00 PM Pledge N. Deegan indicated there was a Public Comment: • Mike Kelly of the Marlene Lane Civic addressed the contents of their letter to the commissioners, which he dropped off earlier in the day. The letter concerns upcoming repairs to their boardwalk leading down to Peconic Bay. They will be ripping up the wood walkway and replacing it with pavers. They request temporary access by the contractor (Legendary Masonry), through the maintenance gate, to have delivered and then stage approximately 20 pallets of pavers along the fence on the western property line of the Park District. The contractor will also have a dumpster for debris removal in the same area, and clean any debris daily. (A copy of the association's letter will be made part of the minutes.) • S Kiely—A license agreement can be drawn up for temporary authorization which would state that MPD is named as an additional insured • M Kelly—Would that be the Marlene Civic insurance policy? • S Kiely—Yes, the contractor's policy • K Byrne—Those conditions being satisfied, do the commissioners object for any reason? • D Geis—Would like to inspect before and after • K Byrne—The Board is in agreement we'd like to allow this to happen, with the requirements specified by counsel; we will prepare a document for this, and would like a termination date as to when the project will be done • M Kelly— Should be done by end of March • D Geis— Easter Egg hunt is April 2"d, so it should be done before then to be on the safe side • M Kelly— Maybe they would start mid-April, then • K Byrne—Would like the time frame in the agreement • S Kiely— Email Chris the start and end dates and other information so we can incorporate it into a license agreement • S Kiely— Recommends that a resolution authorizing the license agreement be done at this meeting • K Byrne—Completion before or start date after the 151 of April • M Kelly - Thanked the board and leaves APPROVAL OF MINUTES • Motion by K Byrne, seconded by N Deegan, all in favor and motion carried unanimously to approve the Minutes from the 12/19/22 Meeting submitted via email. REVIEW BILLS/ PURCHASE ORDERS Amended vendor list— • C Shaskin advised addition of the 5 bands, SC Department of Parks (Showmobile), East End Sporting Goods, NawrockiSmith • N Deegan asked if the bands should be included in this format as the funds come from another source • K Byrne— Looking to see what's being allocated towards the concert series, so a budget can be prepared. • L Girandola—There is currently $2,400 left in the account; what should be budgeted for this year is still up for discussion, especially relating to sponsorship • K Byrne— How much of the number at the bottom is part of the concert series? • L Girandola—Total comes to $10,600 • D Geis—What came in last year? • K Byrne—About $13,000 • L Girandola - $11,200 • K Byrne—What was left from the previous year? • L Girandola—About the same • K Byrne—The $10,600 will go to $11,200 when we print banners, etc. • K Byrne—What is NawrockiSmith? • L Girandola—The accounting firm • N Deegan —Think they are overpriced • K Byrne—They haven't raised their price and he prefers to rely on their opinion of what we need for accounting • L Girandola — If you think there's a need for a fresh accounting firm, the conversation should be had • L Girandola—The accounts publish a quarterly report that he and Chris see, there hasn't been anything special, but this could be shared with the board • D. Geis—Asked about Kaelin's Service, since we don't have any equipment that needs servicing anymore • K Byrne— If it drops to zero this year, we don't need it and can put a cap on it for next year Treasurer's Report- L Girandola Preliminary Financial Report—prior to meeting with auditor for year-end adjustments Presented/Discussed: Full year final as of 1/12/23 Comparisons of 2022 and 2021 • Going into next year clean and will go through what was marginal and gotten in before the end of year • Remarkable year— up $200,00 • No payroll anomalies • Office supplies/fees are about even • Professional fees include those related concert series and sale of heavy equipment • K Byrne— Fees included in expenses shouldn't revenue be included in revenue? • L Girandola—They are • Operational site maintenance— Georgie Landscaping & Irrigation contract is why the increase • Major purchases—tennis court remediation, fridge and oven, new gate, computers (capital expenditures that will be reported to the Town), acoustic panels, and benches • Net, we've generated a profit of $40,000 • K Byrne—Surplus! We don't make profit • N Deegan —Where the tennis court item is shown—Capital Improvements? • L Girandola—Yes • K Byrne— It's all in line 7000— Capital Improvements & Purchases • K Byrne— But there's no breakdown of individual items • L Girandola—Started with $232, 000 budgeted to spend, but ended with balance of $283,000 • Liabilities are the items C Shashkin purchased with the new CHASE card, not paid yet but are reflected as a 2022 expense. Everything is here on site and qualify. • D Geis—Zoom equipment? • L Girandola—Will be reflected in the new year— besides the Zoom equipment, that includes lighting, desks, mailbox and some other items APPROVAL OF TREASURER'S REPORT • Motion by K Byrne, seconded by D Geis, all in favor and motion carried unanimously to approve the Treasurer's Report. REQUESTS FOR PROPOSALS • K Byrne— RFPs to approve? No resolutions • N Deegan — Don't we want to discuss the RFP's • S Kiely—Go ahead • C Shashkin —Walkway first—due at next work session (specs for Invitation to Bid attached) • Discussion about visual connection to existing walkways and cost • N. Deegan —quote already received,was for either pavers or bluestone, 2'x2' • C Shashkin —wants to use right language to compare apples to apples • D Geis—people have asked her about selling bricks or pavers, again with names on them • K Byrne—Would just delay the project • N Deegan —This has been talked about for 2 or 3 years and that would delay it even more • C Shaskin suggests taking photos of existing walkways to include in Invitation to Bid so bidders know what to match • K Byrne—Won't match perfectly due to fading • K Byrne— How about doing 75 feet of pavers to the entrance and then switch to brick to match the brick inside the park where it lines up, then it will all match existing walkway materials • General agreement from all • K Byrne—States that the conclusion is there will be 75 feet of 6x9 pavers and 25 feet of paver bricks • S Kiely—just use language stating "materials to be a mix of . . . " whatever the combination is to be • C Shashkin — Next is the more detailed or complicated one is the Property Maintenance one. Added Bailie Beach because they were still using a push mower on the bends; and Dave was weed-whacking up there before it started to rain that morning • K Byrne—Asked if the mowing and weed-whacking is a weekly or bi-weekly thing • C Shaskin — Put same amount and can be adjusted — 12 weeks rather than 24 • C Shaskin — Fall cleanup is negligible but do any of the properties need a Spring "spruce- up„? • K Byrne—Veterans, but its already on there • C Shaskin — Nothing at the soccer fields, but what about Breakwater or Bay Avenue? • K Byrne—Asked how often Tim and Dave do it • N Deegan — Probably Spring • K Byrne—So Spring and Fall cleanup at Bay Avenue and Veterans • C Shashkin — Breakwater's volleyball court needs TLC in the Spring or Summer—to remove sand and cut back the vines that grow into the court (will add volleyball court to Spring cleanup) • K Byrne— No cleanup at the boathouse? • C Shaskin —Could cut back the mowing to 12 times at Love Lane • C Shaskin —Asks if there's a Spring cleanup at the yacht club • All 3 commissioners said "no” • C Shaskin — East side of yacht club driveway at entrance has bad poison ivy • K Byrne—That's a separate issue • C Shaskin — Next, what are we doing about the bathrooms? • K Byrne—Asks if they aren't on the list • C Shaskin —States they are, but this goes to the question of what Tim will be doing the whole summer since he won't be cutting grass • K Byrne—Stated that Tim could clean the bathrooms on other days, when not cleaned as part of the contract; asked how often the bathrooms are cleaned per the contract • C Shaskin — Bathrooms cleaned twice a week in the contract • K Byrne—Suggests the contract be changed to once a week and specify the day (ie Sunday or Saturday) and during the week when Tim and Dave are working, they can clean the bathrooms • C Shaskin — Last question is whether to pull the bathroom cleaning and make it a separate RFP? • N Deegan — Separate from landscaping • K Byrne— Doesn't think so • S Kiely—States that a better price might be gotten by separating the two • K Byrne—Then, since professional cleaning services are needed for the community room, especially on weekends when the maintenance crew is off... • C Shaskin —There are back-to-back events over the coming weekend and will speak to Tim and he'll come in on Sunday morning for 2 hours to clean the bathrooms and the room • D Geis— How can we not have maintenance people here on the weekends? • C Shaskin — He asked for it off • D Geis— No intent of being rude, but we're allowing the employees to dictate to us rather than us dictating to them • S Kiely—This is a conversation for Executive Session • K Byrne—Wants to get through the contract discussion first; question open is do we parse out the cleaning of the bathrooms? • N Deegan —Change it to going for a professional cleaning service • K Byrne— Perhaps for this location, take it out, and roll into cleaning up the community room after parties and the bathrooms here on the weekends • K Byrne—What other parks have bathrooms? • D Geis/C Shaskin —Aldrich, Love Lane, Bailie Beach, Breakwater • K Byrne— No need to have Aldrich bathroom cleaned as maintenance crew punches timeclock there • S Kiely—Dave Perrin who walks Breakwater every day still can't access the bathroom there • K Byrne— It's closed for the season • S Kiely—When he was here, he was told it was always going to be open • All say "no!" • K Byrne—You can't run water now—there's no heat. • S Kiely—Will let D Perrin know; asks if there's a porta-potty there • Yes—year 'round • S Kiely—Seasonally, is it open 24/7? • N Deegan — No. Opens 7 in the morning and closes when the lifeguards leave at 5 o'clock • K Byrne—We can leave in now and omit when we sign • N Deegan —Will complicate; let's do separate service • K Byrne—Question right now—do we include this in the landscaping maintenance contract or not? • N Deegan — Not— make a separate RFP for a cleaning service • K Byrne—We can do both • D Geis— Do Vets in the professional service and the other two in the landscaping contract • N Deegan —Someone could talk to Georgie and ask how it worked out last year • K Byrne—We could strike it out from the proposal when we sign the contract... • K Byrne—Take it out... not worth arguing about • C Shaskin —Two landscapers squawked about it last year • K Byrne—Take it out • K Byrne— Do we need to do an RFP for a professional cleaning service to be paid on a weekly basis? • S Kiely—Yes; have to look at the full contractor price and that dictates the RFP • N Deegan —We don't need it right away • C Shaskin —This will give us time to figure out what we need done here • K Byrne - We need to get someone on hand sooner or later for Vets • D Geis—Agrees • K Byrne—All in agreement about changes to the RFP? • All agree • N Deegan —What about the gate at Breakwater RFP • C Shaskin —We don't have any comments back • K Byrne—We have to come up with a proposal from which to base the RFP or we'll get 10 different proposals and 10 different plans • N Deegan —Will work on it this week • C Shashkin —Clean ups at Wolf Pit and Maratooka—should an RFP be done? • D Geis— Do we want to spend money on that right now? • S Kiely—Why not tie that into the landscaping RFP? • D Geis—That's pretty expensive, it's never been touched • K Byrne— Not talking about a couple of dollars • N Deegan — Keep it as a separate issue • K Byrne— Not comfortable or prepared to discuss a project at Maratooka right now • D Geis—Maybe we should walk over there sometime • K Byrne— If you want to work on it and take a look at it together, happy to do that • K Byrne— Let's get Wolf Pit done first • C Shaskin — Need an RFP for Wolf Pit for the path? • K Byrne—Once we have a signed easement, we can prepare an RFP to do the work • S Kiely—You should get 3 written quotes from surveyors • C Shaskin —What's the story about the gate that was installed here at Vets? • D Geis/N Deegan/K Byrne—all say the gate is different than the illustration with the contract • K Byrne— Bottom line—what is the alternative? • D Geis— If it works, it doesn't make sense to spend another 6 months working on it • D Geis — It looks so much better, but in future need to be more specific • C Shaskin —What about the 5 or 6 posts along the entranceway? • N Deegan —Take them out • K Byrne— Not to be stored at Aldrich, but to be discarded REVIEW OF BILL REGISTER • K Byrne—signing bill register RESOLUTIONS • K Byrne requested that the Work Session be moved to Wednesday, February 1", and all agreed this is acceptable. RESOLUTION 2023-12 RESOLUTION SETTING MEETING DATES FOR FEBRUARY 2023 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby set the following meeting dates for the month of February: Work Session, Wednesday, February 01, 2023 at 6:00 P.M.; monthly meeting, Thursday, February 09, 2023 at 6:00 P.M. RESULT: Motion by K Byrne , seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2023-12. RESOLUTION 2023-13 RESOLUTION APPROVING BILL REGISTER AND AUTHORIZING PAYMENT OF CURRENT BILLS RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approve the Bill Register submitted by the Treasurer for the January 12, 2023 meeting and further authorizes payment of the current bills. RESULT: Motion by D Geis, seconded by K Byrne, all in favor and motion carried unanimously to approve Resolution 2023-13. RESOLUTION 2023-14 RESOLUTION SETTING FACILITY USE FEES FOR 2023 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approve the following fee schedule for 2023: SEE ATTACHED RESULT: Motion by K Byrne, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2023-14. RESOLUTION 2023-15 RESOLUTION AUTHORIZING THE CHAIR TO ENTER INTO A LICENSE AGREEMENT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Chair to enter into a license agreement with the Marlene Lane Civic Association to do work in accordance with the plan submitted to and in conformance with the Southold Board of Town Trustees, subject to review by the Mattituck Park District attorney. RESULT: Motion by K Byrne, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2023-15. • C Shaskin — Had a request from 3 men to hunt ducks on an area of Bailie Beach • K Byrne— Use of firearms is restricted on Park District policy and that should be the response PUBLIC COMMENTS—no public remaining, no comments K Byrne moves to adjourn the public meeting to go into Executive Session for employment history of particular employees, seconded by D. Geis, all in favor. EXECUTIVE SESSION —on matters of personnel MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS REGULAR MEETING MINUTES January 12, 2023 Attendance Kevin Byrne, Chairman Nick Deegan, Deputy Chair Denise Geis, Commissioner Chris Shashkin, Clerk Lyle Girandola, Treasurer Stephen Kiely, Esq. Legal Counsel Jean Schweibish, Secretary Mike Kelly of the Marlene Lane Civic Association was present from the public. Preliminary discussion • S. Kiely, advised that the "old business" respecting RFP's on the agenda is meant for work sessions, unless time sensitive • D. Geis asked for clarification first meeting of the month should be about everything we talk about and the second meeting is for resolutions • S Kiely— Right. From the public's perspective work sessions are where you work, and they are not allowed to speak, it's where you're making the sausage and then at the public meeting you serve the sausage. • N. Deegan —This is about the RFPs • S. Kiely—There's nothing untoward about this, but the discussion would be for the work session, and then the public meetings should be relatively seamless ry CALL TO ORDER Meeting called to order 6:00 PM Pledge N. Deegan indicated there was a Public Comment: • Mike Kelly of the Marlene Lane Civic addressed the contents of their letter to the commissioners, which he dropped off earlier in the day. The letter concerns upcoming repairs to their boardwalk leading down to Peconic Bay. They will be ripping up the wood walkway and replacing it with pavers. They request temporary access by the contractor (Legendary Masonry), through the maintenance gate, to have delivered and then stage approximately 20 pallets of pavers along the fence on the western property line of the Park District. The contractor will also have a dumpster for debris removal in the same area, and clean any debris daily. (A copy of the association's letter will be made part of the minutes.) • S Kiely—A license agreement can be drawn up for temporary authorization which would state that MPD is named as an additional insured • M Kelly—Would that be the Marlene Civic insurance policy? • S Kiely—Yes, the contractor's policy • K Byrne—Those conditions being satisfied, do the commissioners object for any reason? • D Geis—Would like to inspect before and after • K Byrne—The Board is in agreement we'd like to allow this to happen, with the requirements specified by counsel; we will prepare a document for this, and would like a termination date as to when the project will be done • M Kelly— Should be done by end of March • D Geis— Easter Egg hunt is April 2"d, so it should be done before then to be on the safe side • M Kelly— Maybe they would start mid-April, then • K Byrne—Would like the time frame in the agreement • S Kiely— Email Chris the start and end dates and other information so we can incorporate it into a license agreement • S Kiely— Recommends that a resolution authorizing the license agreement be done at this meeting • K Byrne—Completion before or start date after the 151 of April • M Kelly - Thanked the board and leaves APPROVAL OF MINUTES • Motion by K Byrne, seconded by N Deegan, all in favor and motion carried unanimously to approve the Minutes from the 12/19/22 Meeting submitted via email. REVIEW BILLS/ PURCHASE ORDERS Amended vendor list— • C Shaskin advised addition of the 5 bands, SC Department of Parks (Showmobile), East End Sporting Goods, NawrockiSmith • N Deegan asked if the bands should be included in this format as the funds come from another source • K Byrne— Looking to see what's being allocated towards the concert series, so a budget can be prepared. • L Girandola—There is currently $2,400 left in the account; what should be budgeted for this year is still up for discussion, especially relating to sponsorship • K Byrne— How much of the number at the bottom is part of the concert series? • L Girandola—Total comes to $10,600 • D Geis—What came in last year? • K Byrne —About $13,000 • L Girandola - $11,200 • K Byrne—What was left from the previous year? • L Girandola—About the same • K Byrne—The $10,600 will go to $11,200 when we print banners, etc. • K Byrne—What is NawrockiSmith? • L Girandola—The accounting firm • N Deegan —Think they are overpriced • K Byrne—They haven't raised their price and he prefers to rely on their opinion of what we need for accounting • L Girandola— If you think there's a need for a fresh accounting firm, the conversation should be had • L Girandola—The accounts publish a quarterly report that he and Chris see, there hasn't been anything special, but this could be shared with the board • D. Geis—Asked about Kaelin's Service, since we don't have any equipment that needs servicing anymore • K Byrne— If it drops to zero this year, we don't need it and can put a cap on it for next year Treasurer's Report- L Girandola Preliminary Financial Report— prior to meeting with auditor for year-end adjustments Presented/Discussed: Full year final as of 1/12/23 Comparisons of 2022 and 2021 • Going into next year clean and will go through what was marginal and gotten in before the end of year • Remarkable year— up $200,00 • No payroll anomalies • Office supplies/fees are about even • Professional fees include those related concert series and sale of heavy equipment • K Byrne— Fees included in expenses shouldn't revenue be included in revenue? • L Girandola—They are • Operational site maintenance— Georgie Landscaping & Irrigation contract is why the increase • Major purchases—tennis court remediation, fridge and oven, new gate, computers (capital expenditures that will be reported to the Town), acoustic panels, and benches • Net, we've generated a profit of $40,000 • K Byrne—Surplus! We don't make profit • N Deegan—Where the tennis court item is shown —Capital Improvements? • L Girandola—Yes • K Byrne— It's all in line 7000—Capital Improvements & Purchases • K Byrne— But there's no breakdown of individual items • L Girandola—Started with $232, 000 budgeted to spend, but ended with balance of $283,000 • Liabilities are the items C Shashkin purchased with the new CHASE card, not paid yet but are reflected as a 2022 expense. Everything is here on site and qualify. • D Geis—Zoom equipment? • L Girandola—Will be reflected in the new year—besides the Zoom equipment, that includes lighting, desks, mailbox and some other items APPROVAL OF TREASURER'S REPORT • Motion by K Byrne, seconded by D Geis, all in favor and motion carried unanimously to approve the Treasurer's Report. REQUESTS FOR PROPOSALS • K Byrne— RFPs to approve? No resolutions • N Deegan — Don't we want to discuss the RFPs • S Kiely— Go ahead • C Shashkin —Walkway first—due at next work session (specs for Invitation to Bid attached) • Discussion about visual connection to existing walkways and cost • N. Deegan —quote already received was for either pavers or bluestone, 2'x2' • C Shashkin —wants to use right language to compare apples to apples • D Geis—people have asked her about selling bricks or pavers, again with names on them • K Byrne—Would just delay the project • N Deegan —This has been talked about for 2 or 3 years and that would delay it even more • C Shaskin suggests taking photos of existing walkways to include in Invitation to Bid so bidders know what to match • K Byrne—Won't match perfectly due to fading • K Byrne— How about doing 75 feet of pavers to the entrance and then switch to brick to match the brick inside the park where it lines up, then it will all match existing walkway materials • General agreement from all • K Byrne—States that the conclusion is there will be 75 feet of 6x9 pavers and 25 feet of paver bricks • S Kiely—just use language stating "materials to be a mix of . . . " whatever the combination is to be • C Shashkin — Next is the more detailed or complicated one is the Property Maintenance one. Added Bailie Beach because they were still using a push mower on the bends; and Dave was weed-whacking up there before it started to rain that morning • K Byrne—Asked if the mowing and weed-whacking is a weekly or bi-weekly thing • C Shaskin — Put same amount and can be adjusted — 12 weeks rather than 24 • C Shaskin — Fall cleanup is negligible but do any of the properties need a Spring "spruce- up„? • K Byrne—Veterans, but its already on there • C Shaskin — Nothing at the soccer fields, but what about Breakwater or Bay Avenue? • K Byrne—Asked how often Tim and Dave do it • N Deegan — Probably Spring • K Byrne—So Spring and Fall cleanup at Bay Avenue and Veterans • C Shashkin — Breakwater's volleyball court needs TLC in the Spring or Summer—to remove sand and cut back the vines that grow into the court (will add volleyball court to Spring cleanup) • K Byrne— No cleanup at the boathouse? • C Shaskin —Could cut back the mowing to 12 times at Love Lane • C Shaskin —Asks if there's a Spring cleanup at the yacht club • All 3 commissioners said "no" • C Shaskin — East side of yacht club driveway at entrance has bad poison ivy • K Byrne—That's a separate issue • C Shaskin — Next, what are we doing about the bathrooms? • K Byrne—Asks if they aren't on the list • C Shaskin —States they are, but this goes to the question of what Tim will be doing the whole summer since he won't be cutting grass • K Byrne—Stated that Tim could clean the bathrooms on other days, when not cleaned as part of the contract; asked how often the bathrooms are cleaned per the contract • C Shaskin — Bathrooms cleaned twice a week in the contract • K Byrne—Suggests the contract be changed to once a week and specify the day (ie Sunday or Saturday) and during the week when Tim and Dave are working, they can clean the bathrooms • C Shaskin— Last question is whether to pull the bathroom cleaning and make it a separate RFP? • N Deegan —Separate from landscaping • K Byrne— Doesn't think so • S Kiely—States that a better price might be gotten by separating the two • K Byrne—Then, since professional cleaning services are needed for the community room, especially on weekends when the maintenance crew is off... • C Shaskin—There are back-to-back events over the coming weekend and will speak to Tim and he'll come in on Sunday morning for 2 hours to clean the bathrooms and the room • D Geis— How can we not have maintenance people here on the weekends? • C Shaskin — He asked for it off • D Geis— No intent of being rude, but we're allowing the employees to dictate to us rather than us dictating to them • S Kiely—This is a conversation for Executive Session • K Byrne—Wants to get through the contract discussion first; question open is do we parse out the cleaning of the bathrooms? • N Deegan — Change it to going for a professional cleaning service • K Byrne— Perhaps for this location, take it out, and roll into cleaning up the community room after parties and the bathrooms here on the weekends • K Byrne—What other parks have bathrooms? • D Geis/C Shaskin —Aldrich, Love Lane, Bailie Beach, Breakwater • K Byrne— No need to have Aldrich bathroom cleaned as maintenance crew punches timeclock there • S Kiely—Dave Perrin who walks Breakwater every day still can't access the bathroom there • K Byrne— It's closed for the season • S Kiely—When he was here, he was told it was always going to be open • All say "no!" • K Byrne —You can't run water now—there's no heat. • S Kiely—Will let D Perrin know; asks if there's a porta-potty there • Yes—year 'round • S Kiely—Seasonally, is it open 24/7? • N Deegan — No. Opens 7 in the morning and closes when the lifeguards leave at 5 o'clock • K Byrne—We can leave in now and omit when we sign • N Deegan —Will complicate; let's do separate service • K Byrne— Question right now—do we include this in the landscaping maintenance contract or not? • N Deegan — Not— make a separate RFP for a cleaning service • K Byrne—We can do both • D Geis— Do Vets in the professional service and the other two in the landscaping contract • N Deegan —Someone could talk to Georgie and ask how it worked out last year • K Byrne—We could strike it out from the proposal when we sign the contract... • K Byrne—Take it out... not worth arguing about • C Shaskin —Two landscapers squawked about it last year • K Byrne—Take it out • K Byrne— Do we need to do an RFP for a professional cleaning service to be paid on a weekly basis? • S Kiely—Yes; have to look at the full contractor price and that dictates the RFP • N Deegan —We don't need it right away • C Shaskin —This will give us time to figure out what we need done here • K Byrne - We need to get someone on hand sooner or later for Vets • D Geis—Agrees • K Byrne—All in agreement about changes to the RFP? • All agree • N Deegan —What about the gate at Breakwater RFP • C Shaskin —We don't have any comments back • K Byrne—We have to come up with a proposal from which to base the RFP or we'll get 10 different proposals and 10 different plans • N Deegan —Will work on it this week • C Shashkin —Clean ups at Wolf Pit and Maratooka—should an RFP be done? • D Geis— Do we want to spend money on that right now? • S Kiely—Why not tie that into the landscaping RFP? • D Geis—That's pretty expensive, it's never been touched • K Byrne— Not talking about a couple of dollars • N Deegan — Keep it as a separate issue • K Byrne— Not comfortable or prepared to discuss a project at Maratooka right now • D Geis— Maybe we should walk over there sometime • K Byrne— If you want to work on it and take a look at it together, happy to do that • K Byrne— Let's get Wolf Pit done first • C Shaskin — Need an RFP for Wolf Pit for the path? • K Byrne—Once we have a signed easement, we can prepare an RFP to do the work • S Kiely—You should get 3 written quotes from surveyors • C Shaskin —What's the story about the gate that was installed here at Vets? • D Geis/N Deegan/K Byrne—all say the gate is different than the illustration with the contract • K Byrne— Bottom line—what is the alternative? • D Geis— If it works, it doesn't make sense to spend another 6 months working on it • D Geis— It looks so much better, but in future need to be more specific • C Shaskin —What about the 5 or 6 posts along the entranceway? • N Deegan —Take them out • K Byrne— Not to be stored at Aldrich, but to be discarded REVIEW OF BILL REGISTER • K Byrne—signing bill register RESOLUTIONS • K Byrne requested that the Work Session be moved to Wednesday, February 1", and al I agreed this is acceptable. RESOLUTION 2023-12 RESOLUTION SETTING MEETING DATES FOR FEBRUARY 2023 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby set the following meeting dates for the month of February: Work Session, Wednesday, February 01, 2023 at 6:00 P.M.; monthly meeting, Thursday, February 09, 2023 at 6:00 P.M. RESULT: Motion by K Byrne , seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2023-12. RESOLUTION 2023-13 RESOLUTION APPROVING BILL REGISTER AND AUTHORIZING PAYMENT OF CURRENT BILLS RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approve the Bill Register submitted by the Treasurer for the January 12, 2023 meeting and further authorizes payment of the current bills. RESULT: Motion by D Geis, seconded by K Byrne, all in favor and motion carried unanimously to approve Resolution 2023-13. RESOLUTION 2023-14 RESOLUTION SETTING FACILITY USE FEES FOR 2023 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approve the following fee schedule for 2023: SEE ATTACHED RESULT: Motion by K Byrne, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2023-14. RESOLUTION 2023-15 RESOLUTION AUTHORIZING THE CHAIR TO ENTER INTO A LICENSE AGREEMENT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Chair to enter into a license agreement with the Marlene Lane Civic Association to do work in accordance with the plan submitted to and in conformance with the Southold Board of Town Trustees, subject to review by the Mattituck Park District attorney. RESULT: Motion by K Byrne, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2023-15. • C Shaskin — Had a request from 3 men to hunt ducks on an area of Bailie Beach • K Byrne— Use of firearms is restricted on Park District policy and that should be the response PUBLIC COMMENTS— no public remaining, no comments K Byrne moves to adjourn the public meeting to go into Executive Session for employment history of particular employees, seconded by D. Geis, all in favor. EXECUTIVE SESSION —on matters of personnel