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HomeMy WebLinkAbout01/09/2025 O ORGANIZATIONAL MEETING Mattituck Park District Board of Commissioners Organizational Meeting Monday,January 9, 2025 6:00 P.M. Kevin Byrne, Commissioner Stephen Kiely, Esq., Legal Counsel Denise Geis, Commissioner Chris Shashkin, District Clerk Alexandra Getches, Commissioner Lyle Girandola,Treasurer Abigail Field, Secretary Ben Heins, Facilities Manager Call to Order at 6 pm Pledge Executive Session to discuss the employment of certain individuals and the hiring of certain contractors at 6:01, ended exec session at 6:29, reopened meeting at 6:30. Nick Deegan from the public joined RESOLUTIONS Resolution 2025-1 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, 2025 through December 31, 2025. RESULT: Motion by D Geis, seconded by A Getches, all in favor and motion carried unanimously to approve Resolution 2025-1. Resolution 2025-2 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Denise Geis as Deputy Chairman of the Board of Commissioners for the term commencing on January 1, 2025 through December 31, 2025. RESULT: Motion by KByrne seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2025-2. Resolution 2025-3 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, 2025 through December 31, 2025. RESULT: Motion byA Getches, seconded by K Byrne, all in favor and motion carried unanimously to approve Resolution 2025-3. Resolution 2025-4 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, 2025 through December 31, 2025. RESULT: Motion by KByrne, seconded by A Getches, all in favor and motion carried unanimously to approve Resolution 2025-4. Resolution 2025-5 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Lyle Girandola to the position of Part-Time Park Manager, effective January 1, 2025 through December 31, 2025. RESULT: Motion by D Geis, seconded by K Byrne, all in favor and motion carried unanimously to approve Resolution 2025-5. Resolution 2025-6 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Abigail Field to the position of Secretary, effective January 1, 2025 through December 31, 2025. RESULT: Motion byA Getches, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2025-6. Resolution 2025-7 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoints Abigail C. Field, P.C. as Management Consultant, effective January 1, 2025 through December 31, 2025. RESULT: Motion by KByrne, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2025-7. Resolution 2025-8 Accepting Resignation of Kristin Curtin as part-time Custodian RESOLVED that the Board of Commissioners of the Mattituck Park District hereby accepts the resignation of Kristin Curtin from the position of part-time custodian and decides to advertise the position to find a replacement. RESULT: Motion by D Geis, seconded by A Getches, all in favor and motion carried unanimously to approve Resolution 2025-8. Resolution 2025-9 Hiring Kristin Curtin as Maintenance Mechanic I RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approves the hiring of Kristin Curtin to the position of Maintenance Mechanic II, at a pay rate of$24.00 per hour for up to 30 hours/week. RESULT: Motion byA Getches, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2025-9. 2 Motion to go into executive to discuss the employment history of a particular person at 6:38. Meeting reopened at 6:49. Resolution 2025-10 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the per annum or hourly salaries for the following appointed officials effective January 1, 2025 through December 31, 2025: Park District Attorney, Stephen Kiely, Esq.— $175/hr Park District Treasurer, Lyle Girandola— Per Annum Salary$15,100 Part-Time Park Manager, Lyle Girandola -- Per Annum Salary$36,900 Park District Secretary, Abigail Field— $26.00/hour Managment Consultant, Abigail C. Field, P.C.— $27.00/hour RESULT: Motion by KByrne, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2025-10. Resolution 2025-11 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the hourly wages for the following employee positions effective January 1, 2025 through December 31, 2025: Maintenance Mechanic II $31.20 /hour Maintenance Mechanic 1 $24.00 /hour Custodian $20.80 /hour Administrative Assistant/District Clerk $62,400.00/annum RESULT: Motion by D Geis, seconded by K Byrne, all in favor and motion carried unanimously to approve Resolution 2025-11. Resolution 2025-12 RESOLVED that the District Clerk and Facilities Manager,when required to use their own personal automobile in the performance of their Mattituck Park District duties, shall be compensated for travel expenses necessarily and actually incurred in carrying out the duties of his or her office at a rate of$.70(seventy cents) per mile, per the IRS 2025 standard mileage rate for business travel; all other mileage reimbursement for elected and appointed officials shall be reviewed and approved by the Board of Commissioners on a case-by-case basis. RESULT: Motion byA Getches seconded by K Byrne, all in favor and motion carried unanimously to approve Resolution 2025-12. Resolution 2025-13 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 3 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 KByrne, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2025-13. Resolution 2025-14 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoints the accountancy firm of Nawrocki Smith, to act as park district financial auditors for the period effective January 1, 2025 through December 31, 2025. RESULT: Motion by D Geis, seconded by A Getches, all in favor and motion carried unanimously to approve Resolution 2025-14. Resolution 2025-15 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 2025. RESULT: Motion byA Getches, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2025-15. L Girandola: Expect the table below to change somewhat, he will propose a revised resolution at an upcoming meeting. Resolution 2025-16 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 2025 will be addressed as an amendment if necessary and appropriate. Vendor Revised Cap PSEGLI 13,800 NawrockiSmith 10,000 Home Depot 2,900 Amazon 2,100 Mattituck Environmental Services 900 National Grid 3,500 Orlowski Hardware Company 4,600 Verizon 2,500 4 WB Mason 2,900 Island Portables, Inc 7,800 van Duzer 1,300 Certainty Plumbing 1,500 EESG Custom Apparel 2,500 Eckert Oil Services, Inc 2,400 All Out Fire 900 The Hartford 800 Hennessey Well Service - ClearRiver Environmental Service Corp 7,000 Suffolk Co Water Authority 1,300 Ratsey Construction 22,200 STANLEY STEEMER - Optimum 1,000 Staples 1,000 Square, Inc. 400 Rydin 1,300 Revco Lighting & Electrical Supply - Clear Pay Processing - Authorize.net 2,000 Amagansett Building Materials, Inc 4,000 Mattituck Plumbing & Heating Corp 400 East End Pest Control - RECREATION SUPPLY COMPANY 300 A. Air Mechanical Corp. 500 Lund Valve Testing 500 A&E Exhaust and Duct Services, Inc. 800 SUFF TIMES NEWS REV 2,300 USPS 600 Peconic Power Systems - QuickBooks Payments - Power Equipment Plus Mattituck Inc - A&C Autoservices 300 1 & 1lnternet - Suffolk County Board of Elections - BJs Gas 100 Southold Town Dept Solid Waste 400 Harbor Freight 1,400 Southold Township 500 Advance Auto Parts - Facebook - Southold Town 300 Mailchimp 500 5 200 RESULT: Motion by KByrne, seconded by D Geis, all in favor and motion carried unanimously to approve Resolution 2025-16. RESOLUTION 2025-17 Amending Procurement Policy WHEREAS, Board of Commissioners of the Mattituck Park District has determined that amendments to the existing Procurement Policy are necessary and proper; now then BE IT RESOLVED, that the Board of Commissioners hereby adopts the following amended Procurement Policy effective this 911 day of January, 2025: MATTITUCK PARK DISTRICT PROCUREMENT POLICY GUIDELINE 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law, Section 103. The Chairperson of the Mattituck Park District will have the requisite purchasing authority(hereinafter Purchaser) and shall estimate the cumulative amount of the items of materials, supply or equipment, and contracts needed in a given fiscal year. That estimate shall include the canvass of Mattituck Park District personnel, Board members, and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. GUIDELINE 2. All purchases of a) materials, supplies or equipment, or contracts for services (other than public works contracts) which will exceed $20,000 in the fiscal year; or b) public works' contracts over $35,000 shall be formally bid pursuant to General Municipal Law, Section 103 GUIDELINE 3. All estimated purchases of materials, supplies or equipment, contracts for services • Less than $20,000 but greater or equal to $10,000 require a written request for a proposal (RFP) and written proposals (on paper or electronically delivered)from three (3)vendors. • Less than $10,000 but greater or equal to $2,500 require a written request for the goods and written quotes (on paper or electronically delivered)from two (2)vendors. • Less than $2,500 are left to the discretion of the Purchaser, but written quotes (on paper or electronically delivered) are preferred. All estimated public works contracts of: • Less than $35,000 but greater or equal to $15,000 require a written request for proposal (RFP) and written proposals (on paper or electronically delivered)from three (3) contractors. • Less than $15,000 but greater or equal to $2,500 require a written request for the goods and written quotes (on paper or electronically delivered)from two (2)vendors. • Less than $2,500 are left to the discretion of the Purchaser, but written quotes (on paper or electronically delivered) are preferred. Any written RFP shall describe the desired goods, materials, equipment or supplies, the quantity of each and the particulars of delivery and/or job specifications for a public works project. The RFP shall include,where required for award, a proposed contract. The Commissioner responsible for the project/RFP shall compile a 6 list of all vendors from whom written/fax quotes have been requested and the written/fax quotes offered and same shall be maintained by the Park District for six(6)years. Any contract for services of more than $2,500 shall require a written contract with the Park District. GUIDELINE 4. All quotes shall be dated and shall be kept confidential until the purchase order or contract is signed. Until that time no employee or Commissioner shall discuss any price quote with the prospective vendor or contractor. A copy of all quotes and/or proposals shall be attached to the purchase order before it is submitted to the Board of Commissioners. All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract and maintained for at least six (6)years. GUIDELINE S. The lowest responsible proposal or quote shall be awarded the purchase or public works or services contract. However, the Purchaser, with Board approval, may award such contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a principal place of business located within the Mattituck Park District, or sells the contracted for supplies, material or equipment manufactured and located within the Mattituck Park District, and submits a bid not exceeding ten percent (10%) more than the otherwise lowest responsible bidder. The Purchaser may award the purchase or contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a principal place of business located within the Town of Southold or sells the contracted for supplies, material, or equipment manufactured and located within the Town of Southold, and submits a bid not exceeding five percent (5%) more than the lowest responsible bidder. For the purpose of this policy,the terms "Located within the Mattituck Park District" and "Located within the Town of Southold" shall mean having a principal place of business physically located within the geographical boundaries of the District or the Town, as applicable. In the case of an individual, partnership, association, or proprietorship, it shall mean having an office from which at least a majority of the employees are assigned and at which at least a majority of the employees work. In the case of a corporation, it shall mean having its principal place of business from which the president or chief executive officer operates on a regular and consistent basis, and the address so designated on its certificate of incorporation, located with the District or the Town, as applicable. GUIDELINE 6. A good faith effort shall be made to obtain the required number of proposals or quotations. If the Purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposal. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement. GUIDELINE 7. Except when directed by the Mattituck Park District Board of Commissioners, no solicitation of written proposals or quotations shall be required under the following circumstances: a. Emergencies; b. Sole source situations; c. Goods purchased from agencies for the blind or severely handicapped; d. Goods purchased from correctional facilities; e. Goods purchased from another governmental agency; f. Goods purchased under a state or county contract; g. Goods purchased at auction; 7 h. Goods purchased for less than $2500 (although written quotes (on paper or electronically delivered) are preferred); i. Public works contracts for less than $2500 (although written quotes (on paper or electronically delivered) are preferred). GUIDELINE 8. Notwithstanding any of the above, no bids, quotes or RFPs shall be required for"professional services" as defined in New York State law. However, any professional retained to perform services for the MPD shall file with the Park District Clerk a letter of engagement and a resume. GUIDELINE 9. Notwithstanding the above, a properly executed purchase order is required for all purchases exceeding$1,000. Neither goods nor services exceeding$1,000 are to be ordered without first obtaining a purchase order signed by the Chairperson of the Mattituck Park District Board of Commissioners. GUIDELINE 10. All credit cards will have reasonable limits set by the Board of Commissioners. The Board can, at any time, reduce the limits on existing cards, if necessary. GUIDELINE 11. When a credit card is used for"emergency purposes,"the user will clearly document the emergency situation that justified the need to the Commissioners. GUIDELINE 12. Guidelines for phone, fax, and internet purchases must include the online confirmation, receipts, and full description of the purchase with the proposed use of the product. GUIDELINE 13. This policy shall be reviewed annually by the Mattituck Park District Board of Commissioners at its organizational meeting or as soon thereafter as is reasonably practicable. RESULT: Motion by D Geis, seconded by A Getches, all in favor and motion carried unanimously to approve Resolution 2025-17. Motion to adjourn by K Byrne at 7 pm seconded by D Geis, unanimously approved 8 Facility Managers Report 01/09/2025 Veterans: - Restroom parts are ordered/arriving. Each room will take 4-5 days, we are doing 1 at a time. Work will be done between Thursdays and Tuesdays when nothing is booked. - Floors will be steam cleaned staring next week. - Gatehouse doors are done, weather wasn't conducive to installing them this week. Lodge: - Met with Scout leaders regarding all the miscellaneous stuff stored all over the building. All of their items have been stored in their respective lockers/closets. - Deep cleaning started. An entire truckload of food and broken cookware was removed from the kitchen. - Floors are being steam cleaned, I'll have pictures for next meeting. This is very time consuming as I don't think it has ever been done. - I plan on removing the overhead cabinets. They are in poor condition and serve no purpose outside of giving people a place to leave broken food processors and a large number of crock pots. - The cabinet/sink adjacent to the stove is rotted out from a series of leaks, as is the floor in that area. At some point that should be replaced, a stainless work table with sink would be a little over $600 plus installation. - The cabinets on the other side of the kitchen could be replaced with tables like we have in the kitchen here for another $600 or so. - The refrigerator is 13 years old which puts it at 3 years past end of life, but it's still going - Tammy from the Boy Scouts said they are willing to do a fundraiser for Lodge upgrades, I suggest we take them up on the offer and put funds towards kitchen upgrades. - Paint will start in the kitchen and restrooms once the floors are done - Collin Ratsey will be looking into the window issue as soon as the weather breaks. Aldrich: - Dog park is open and getting increasing use every day. - Signs and dog waste stations are up. Other stuff will go in as the weather improves. I've spoken to about 15 people who have brought dogs to the park and every comment has been positive - The shop is about 90%put together and organized so Kristin, Jen and I have been able to start winter projects like doors and cans. - The items to ensure the restroom is completely ADA compliant arrived this week, so that should be wrapped up over the weekend General: - Graphics are on the truck, the whole crew is VERY happy to have it. - We rented a hard surface steamer from Home Depot that has been tremendously useful. After speaking with Lyle a purchased a used one from Home Depot for $500. This is less than a 2 week rental. The initial cleaning, especially at the lodge is very time consuming due to years of neglect. Going forward the floors at Vets will be done every January and June, the Lodge every February and July, and other locations like the Breakwater bathrooms every April. By doing it twice a year the total time spent on the job will drop considerably. - Kristin is stripping the decals off of the old Ranger this weekend. I assume we want to put it out to bid ASAP. I can write the description for the bid then tell the local farming community the description is in the paper. I suggest a minimum bid of$400. - I would like to advertise for the part time cleaner this week, I have a feeling it will be a difficult slot to fill and don't want to be short staffed when spring rolls around.