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HomeMy WebLinkAboutMPD-03/12/2009MATTITUCK PARK DISTRICT Board of Commissioners Meeting Minutes Thursday, March 12, 2009 Attendance Nicholas Deegan, Chairperson Thomas McCaffery, Commissioner Doris McGreevy, Commissioner Eileen Powers, Legal Counsel John Cushman, Treasurer Beverly Vlcek, Secretary Ed Grohoski, Foreman, Buildings & Grounds Gail Faircloth, Clerk Call to Order Chairman Deegan called the meeting to order at 7:02 p.m. Approval of Minutes Motion made by D. McGreevy, seconded by T. McCaffery, all in favor, and motion carried to approve minutes of February meeting. Treasurer's Report John Cushman submitted treasury reports, which included the Balance Sheet as of March 12, 2009, Aldrich Lane Lighting Capital Project report, and the Bill Register through this date for March. MPD current has $799,150.51 in assets and $88,000 in liabilities. We have now received the $100,000 Capital Project Grant from the Town of Southold and the $50,000 Capital Project Grant from the NYS Parks Dept. Have also received $1,265.92 in sales tax refund. Bills to be paid totaled $7,020.28 N. Deegan reported that the bills were reviewed at a work session on Monday, March 9th. LIPA- D. McGreevy reported that the BB Lodge LIPA bill seemed very high. She called LIPA and was told no meter reading had taken place in two years and we were penalized $100 for non- access. E. Grohoski has since opened up the building for LIPA to conduct its meter reading and they now owe PD $375 instead of PD owing them $600. D. McGreevy requested that E. Grohoski read the meter on the 20th of every other th month beginning March 20 and continuing with May 20th, July 20th, Sept. 20th, etc. LIPA is sending a revised bill. E. Grohoski to read meters at three locations where there is no access. SCWA- D. McGreevy previously reviewed and noticed a bill from Bay Avenue location where there is no water. She contacted SCWA and was told meter is read every three months, but there is no meter, only stub service with a minimum charge of $18 quarterly, which PD has been paying for 12 years. Feels we should not be paying, if there is no water at location. We are requesting a refund for the past 12 years of payments in the form of credit towards future water bills and D. McGreevy is awaiting a call back from supervisor at SCWA. T. McCaffery said it was not an oversight. It had been brought up at past meetings and understood the $18 charge was for the line going in and if not paid, there would be a forfeiture in future possible service. D. McGreevy stated there was no forfeiture. Motion made by N. Deegan, Seconded by T. McCaffery, all in favor and motion carried to accept Treasurer's Reports and pay current bills Page I of 11 CLERK'S REPORT G. Faircloth submitted Clerk's report listing current rental activity at BB Lodge and Veterans Park and the "Summer Schedule". Permits have currently been sent to North Fork Italian-American Club, Friends of Matt-Laurel Library, Riverhead Toyota, Mattituck Fire Dept., and Jim McKay for Veterans Park usage. Motion made by N. Deegan, seconded by D. McGreevy, ail in favor and motion carried to accept the Clerk's Report. MAINTENANCE REPORT E. Grohoski submitted March Maintenance Report (see attached). The groin reconstruction has been completed at Veterans Park and needs a top plate, which E. Grohoski will put in at a material cost of-S100. Volleybail nets were put up at Breakwater. He doesn't know by whom. Aldrich La. - Waiting for contractor to roll out the ruts, so E. Grohoski can put down grass seed. Will put some gravel by porta potties next week. Motion made by D. McGreevy, seconded by N. Deegan, ail in favor and motion carried to accept the Maintenance Report. OLD BUSINESS: BLUFF RESTORATION ~ BB John Bradley, Eagle Scout, Troup 39 presented his Service Project Proposal for Erosion Reduction at BB Lodge. He stated his goai is to try to stop and reverse the damage traffic has done to the bluffby: 1. Replanting native vegetation on the south-facing side. 2. Erecting a barrier in the form of a deer fence to discourage pedestrian traffic. 3. Putting up an informational sign. If time and resources allow, he would also like to build a catwalk on lower part to get to the beach from the lodge. He presented photos of his proposais. He needs to send the proposal to DEC and hopes it is out of their jurisdiction so no permits are needed. The proposal he is sending does not include the detour (catwalk) path. N. Deegan stated if survey is needed, we do not have one. J. Bradley stated the project description had changed from previous submission in that he feels there is no need to fill in existing eroded pathways, as the new plantings will fill it in naturally. Audience Attendee suggested he would need a topo survey. J. Bradley stated he has topo map and other requirements and the photos show it is above 10 feet of the tidal wetland He needs Park District contact and phone number. D. McGreevy offered hers. Resolution #4 was read into the record by N. Deegan. Motion made by D. McGreevy, seconded by N. Deegan, ail in favor and motion carried to enact Resolution 2009-4 Authorizing the Retention of Professional Services for the Preparation of a Survey at Bailie Beach. Audience Attendee asked is the PD would advertise for survey request. E. Powers stated it is a professional service and PD is not required to advertise for it. N. Deegan stated he has talked to two surveyors and maybe will speak to engineer. Audience Attendee stated he is an engineer. N. Deegan said he should submit his name. J. Bradley asked if it's ok to send application to DEC. D. McGreevy would like to review it first and then will contact him A copy of the submission was given to the Commissioners for review. Page 2 of 11 NEW BUSINESS (TAKEN OUT OF ORDER) EASTER SERVICE Aaron Teter fi.om the Mattituck Presbyterian Church was present to request use of the Veterans Park Beach and also the Community Room for Easter Sunday Sunrise Service. He stated he has put in an application and has a Certificate of Insurance. The event is to take place on April 12th from 5:30-8 a.m. Karen Heacock from the Church would like to set up in the Communiuty Room the evening before. D. McGreevy asked E. Grohoski if he could get her access. E. Grohoski requested a contact phone number and was given 298-4145. N. Deegan asked approximately how many people would be attending. A. Teter stated 40-50. G. Faircloth mentioned that Dave Reeve could open, as his family is part of the church and probably would be attending. She said she would ask Dave. D. McGreevy stated if all is good with access, Gail should tell the Church it's ok. BACK TO OLD BUSINESS VOTING PROCEDURES E. Powers stated she has finished her review and now needs to discuss matters with Commissioners. She has spoken to State Board of Elections, Senator Lavalle's Office and the State Attorney General, and would like to hold off any action until the April meeting. It is a case of first impression. The issue has never gone to the Appellate Division or Court of Appeals, but there is significant case law. Voting procedures could possibly have a significant impact considering the Government's current review of all Special Districts and their possible consolidation. She would like the Attomey General to complete its review, and has a conference call scheduled for the beginning of April. She has reviewed the litigation from last year and them was not one relevant case discussed. D. McGreevy expressed her appreciation to E. Powers for her diligent work and the fact that the issues were finally being addressed. Motion made by N. Deegan, seconded by D. McGreevy, all in favor, and motion carried to table this item until the next meeting in April. BAILIE BEACH LODGE E. Groboski reported that thc Fire Inspection was done. Bob Fisher set occupancy at 150 with less than 50 in basement. D. McGreevy commented that he calls the "basement" the "lst floor" and it should be "basement", and also would like him to give a specific number rather than "less than 50." Regarding rental policies and insurance requirements E. Powers stated Commissioners should work together and discuss policies. N. Decgan suggested this could take place at the next work session and mentioned discrepancy in fee issue for a "party" versus a "wedding." E. Powers remarked that in the hotel business there is a difference in charge for each. Audience Attendee asked about alcohol. T. McCaffery stated insurance requirements are different with alcohol. G. Faimloth stated $2 million policy required with alcohol. D. McGreevy requested that photos be taken of the Lodge, when it is decorated for the next party to be used on the website. Page 3 of I I Audience Attendee asked what Southold does. D. McGreevy stated they have only one price. T. McCaffery stated it is the same policy, insofar as you also must be resident to apply. Audience Attendee remarked that she doesn't see any difference and asked how many hours are facilities used. G. Faircloth said the only criteria is to vacate before midnight - if after midnight, they need two days insurance. Audience Attendee suggested the distinction could be four hours versus eight hours of use. T. McCaffery feels both fees are fair. D. McGreevy stated we will work on policies. Audience Attendee suggested maybe $50/hr. D. McGreevy agreed that four hours versus eight hours sounded like a good idea. Keys - E. Grohoski reported he has three keys left for the Lodge and to make new ones he has to go to NJ. D. McGreevy stated that the Cub Scouts and Scouts should have a key. Steve Jester should have one & Irene Bradley, who meets there regularly, should have one. Gail has been opening and closing and we pay her for that, which is fine when we're receiving rent; however, we don't charge the scouts. This is a Scouter's Lodge. We trust Bradley and Jester. They should call Gail, when they intend to use it, but they will open and close themselves instead of Gail. E. Grohoski stated he has the keys in the office and he will give them to Bradley and Jester. LIGHTING COMPLETION N. Deegan explained that Senator LaValle a year ago had requested a grant for us through the NYS Parks Department, which we have now received. We have also received a $100,000 grant from the Town of Southold. J. Cushman stated there is a copy of a punch list from Welsbach for the Commissioners and someone should follow-up to be sure all details are taken care of before we release the retainage. N. Deegan stated him and T. McCaffery would take a look. VETS N. Deegan read Resolution # 5, NOTICE TO BIDDERS FOR INSTALLATION OF NEW SEPTIC SYSTEM AT VETERANS MEMORIAL PARK, into the record. D. McGreevy directed that the email address of the Park District be included in the Bid Notice. N. Deegan asked J. Cushman if there had been a deposit on the Jetty bid. J. Cushman does not recall any. There was one for the lighting project and suggested we make it non-refundable. N. Deegan stated the specs can be emailed. E. Powers stated then no deposit is needed. N. Deegan informed that by mail or pick-up we will be charged $10 for copy of Specifications from Mapes. E. Powers suggested we then make it non-refundable. It was agreed to be non-refundable. Motion made by T. McCaffery, seconded by D. McGreevy, all in favor and motion carried to enact Resolution 2009-5, NOTICE TO BIDDERS FOR INSTALIM TION OF NEgF SEPTIC PLUNGE D. McGreevy discussed E. Grohoski's report that garbage was left after the "Plunge" and tape was attached to the newly painted wall. She recommended we set up a usage policy. Page4ofll Audience Attendee suggested a non-refundable security deposit, if damage or mess left. T. McCaffery remarked that we do charge at Picnic Area a garbage fee. E. Powers recommended we determine what value to place on possible damage. D. McGreevy responded that we do have security deposit at Bailie Beach and we need to determine policy at Vets. N. Deegan stated that we also need to decide on the charge for the Community Room use. WEST JETTY E. Grohoski reported that the West Jetty replacement has been completed except for grounds cleanup and dumpster removal. Teri'y Contracting needs to give counsel completion certificate. E. Powers asked if it was totally complete. D. McGreevy stated it is, except no cap and no mention of cap in contract. N. Deegan stated cap was not done last year either on East Jetty and E. Grohoski will place cap on at a material cost of approximately $100. FINANCIAL AUDIT D. McGreevy reported that we have gotten two proposals for audit and we are looking for a third before we make decision on who to use. T. McCaffery asked what the cost is. D. McGreevy reported approximately $13,000 and asked what "bonded" means. J. Cushman informed that if the Treasurer runs offwith Park District funds, the bonding company will make good. They check out the reputation and standing of the Treasurer also. E. Powers asked if we are bonded through the Town. J. Cushman indicated no, we are bonded on our own. D. McGreevy asked if we have a policy. J. Cushman informed we have a three-year policy. D. McGreevy asked what the rate is. J. Cushman does not know and will check with Jon Shearin. Audience Attendee asked how far back the audit will go. D. McGreevy informed we have no full proposals yet. Have to see how far back records go. J. Cushman stated as long as he has been treasurer there are records, and he believes the audit cost would be for one year and the purpose is to check internal controls. E. Powers indicated it is to check internal controls and make recommendations. There were areas where the Commissioners had found no controls. D. McGreevy agreed. Areas included gas cards and telephones, and informed that the Park District has never been audited. J. Cushman replied that indeed State Comptroller had done an audit in the past, but not since he's been treasurer. N. Deegan suggested maybe in the 70's. E. Powers indicated that with a halfa million dollar budget there is a need for audit and if the School Districts had done proper audits, they wouldn't have had the problems they've had. Audience Attendee asked how we get proposal, if we're not sure how many years it's being done for. J. Cushman replied probably one year. D. McGreevy read part of an audit proposal. E. Powers informed that if there are irregularities, the auditor will make recommendations. Audience Attendee asked if our money is in one bank account. J. Cushman answered it is in several and is collateralized or FDIC insured. Page 5 of 11 WEBSITE D. McGreevy reported that Lloyd Reisenberg will set up the website. She is gathering information and photos. He is offering his services at a minimal charge, and will need some money for set-up costs and maintenance fee. D. McGreevy discussed the confusion that ensues with calling our property located at The Yacht Club, the "Yacht Club," as people think it's owned by the Yacht Club. It is also known as "Hortons Creek," and she will be listing it as "Hortons Creek with "Yacht Club" in parentheses. Motion made by D. McGreevy, seconded by T. McCaffery, all in favor, and motion carded for the Park District to expend approximately $300 for website costs. NEW BUSINESS CRUISE NIGHT Mike Sweeney discussed "Cruise Night," where participants are invited to show offtheir vehicles. It was held last year at Veterans Memorial Park and he would like to offer it again this year, starting the 1st weekend in July through Labor Day, held every Friday evening from 6p.m. to 9p.m. for eight weeks. He will get the dates and send them to Gail. He also needs to get the insurance certificate. G. Faircloth indicated she would send him the form. N. Deegan asked if revving engines was a problem. Audience Attendee responded that it wasn't good last year. Participants own "Cobras" with straight pipes and race up and down M. Sweeney replied that they are loud, but there is no racing. Audience Attendee said he would appreciate no revving of engines with straight pipe vehicles. M. Sweeney informed that the noise is all over by 9 p.m. D. McGreevy suggested they be mindful of the neighborhood. M. Sweeney responded that it is the sound the exhaust makes, and they are all told to keep it down or they can't return. N. Deegan stated they did seem to go at low speeds down his street. M. Sweeney stated they try to control it as much as they can, but can't control everything. D. McGreevy asked how many cars came last year. M. Sweeney reported that it varied and it was new last year. T. McCaffery asked if there was a limit. M. Sweeney replied no. Last year there were 22 vehicles one night and 50 another. D. McGreevy asked what the hours were. M.Sweeney replied 6-9. D. McGreevy asked if they sell food. M.Sweeney replied yes, the Fire Department sells food. It's for the Fire Department's benefit. No permit is needed. He checked with the Health Department, but they do need water and bathrooms. Last year they took the trash away and cleaned up. E. Grohoski stated there were no problems. M. Sweeney informed it goes until dark and there is a charge of $5/car and $2/walk-in Everyone is warned about what is not allowed. They tried to get the police there fi'om 8-9 but they don't always show. D. McGreevy asked if there was beer. M. Sweeney replied no alcohol. N. Deegan remarked that he thought there was alcohol. M. Sweeney responded that he can't control what they bring in or what is in the coolers in their trunks. Page6 of 11 D. MeGreevy indicated that then there is a $2 million policy required. M. Sweeney stated they are covered by the Fire Department. E. Powers indicated that open alcohol is not allowed. N. Deegan reported there is actually no prohibition to alcohol. E. Grohoski informed that County law says "no glass," but no mention of alcohol. M. Sweeney stated that no one was out of control, and the FD sells burgers and water. D. McGreevy indicated she would like to be sure they are monitoring the crowds. M. Sweeney stated that the Fire Department had control. He will get the dates to Gall. G. Faircloth said to fill in the form and send it or give it to Jason. 100 YEAR ANNIVERSARY MYC Tony Claudio, Commodore of the Mattituck Yacht Club, and John Condon were present to again speak about the proposed North American Sunfish Race, which they are planning to hold at the Yacht Club in 2010 celebrating 100 years of sailing. He explained that the event will take place for five days, July 20-25, 2010. There are junior and adult categories. Participants come from all over USA, South America & Canada. They could have about 100 boats and would like to use park next to Yacht Club and field to keep boats. Many in the "Junior" class will keep their boats at "Old Cove" and other yacht clubs around area. Junior events on Wed. & Thurs. Friday, Saturday and Sunday are adult events. They would like to camp out in field for security purposes, as well as give participants place to stay. John Condon also present and spoke of having a packet containing what the Town of Southold has to offer - places to go, places to stay. D. McGreevy asked how many will attend. J. Condon replied that last year in Erie, PA there were 52 entries and they offered camping. There were over 30 tents. He would like to make camping an option, as it is hard to get hotels in this area and they are very expensive. Many participants are on a low budget. Some will stay with families in area. T. McCaffery mentioned that we have used the field before for boats. D. McGreevy asked about facilities available. T. Claudio informed they are provided by the Yacht Club and will bring in porta potties, depending on how many attend. J. Condon said there could be anywhere from 52 to 120 boats, and it is good exposure for the North Fork. D. McGreevy asked what is the timeline needed to proceed. T. Clandio stated they had race approval and had submitted host info. D. McGreevy asked who approved it. T. Claudio informed the Sailing Association N. Deegan stated Yacht Club had come to the MPD Board last year for approval. T. Claudio replied that now they want to work together to organize; details, campground, hotels, etc. D. McGreevy suggested they rent the BB Lodge. T. Claudio asked if they could rent the Community Room at Vets Park. D. McGreevy indicated that the Lodge had better accommodations; up & down, kitchen. T. Claudio also reported that they have insurance through the Sailing Association. They may need more. D. McGreevy reminded that if alcohol, $2 million. T. Claudio then spoke to the groins at Yacht Club and the fact that they are falling apart. Stated that the Town only wants to do one side, but why not both as they are holding the beach; and feels that the "L" (bulkhead corral) should not be taken out as the beach may disappear. Page 7of II They have a Yacht Club Board Meeting on the 22nd and they will discuss their contribution to the groin restoration, but states they are a not-for-profit with not much of a budget. Audience Attendee asked who owns the jetty. N. Deegan responded it is MPD property. We have done a survey recently. (Whereupon, a discussion pursued regarding the history of the terrain.) Audience Attendee asked why the YC would even consider sharing the cost. N. Deegan responded that it benefits the YC more than the PD T. Claudio suggested it benefits the beach. D. McGreevy requested the YC discuss what they will offer. J. Condon asked what the cost is. N. Deegan stated $400/fi for low profile and about $3,000 for permit fees, as many agencies require permits. Audience Attendee suggested if it's on MPD property, funds should not be combined, as everyone will want shared funds and it will open it up to further problems. T. McCaffery responded that it is the PD receiving a donation. Audience Attendee stated it shouldn't say "sharing expenses." PD should take whole responsibility T. Claudio stated he would find out what they may be able to donate, and will come up with some ideas. N. Deegan stated it will take 6-7 months for permits. Project includes repair of 10' of easterly groin and replacing westerly groin and removal of bulkhead corral T. Claudio feels the corral keeps the beach in place and without it the beach may disappear. He would like PD to take a close look. N. Deegan informed that he has thought about it for a year, and will table the resolution prepared and keep the discussion moving along. T. Claudio stated he will send a copy of the sailing proposal. Audience Attendee asked about the "Shovel Ready" approvals. T. McCaffery informed that it seems to be going to the State, not municipalities. N. Deegan informed the dollars are in Albany and he has called to make them aware of our projects. CRUISE NIGHT DISCUSSION CONTINUED Audience Attendee raised concerns over M. Sweeny stating he had no control over noise. He remarked that he attended last year and most of the people were very nice, but feels there are many out-of-towners attending that do race on the streets after dark. He stated that the previous Commissioner started the event and doesn't live in this area, and he wondered if it should be voted on, especially with out-of-towners using our Park - maybe residents should give ok. D.McGreevy indicated he should let us know how it's going and also that the Commissioners would monitor it. T. McCaffery asked how many nights. G. Faircloth informed eight nights (2 months.) Audience Attendee suggested that the FD could put on their red lights as a deterrent, if the police are not responsive. Audience Attendee expressed concern over FD having no control, especially when they go down Marlene or Bay Avenue. T. McCaffery suggested we hold the FD responsible for the policy and maybe they could monitor one road, possibly exiting down Marlene. Audience Attendee suggested Sigsbie with the trail'lC light would be better. Page 8 of ! I Audience Attendee suggested give it a try with FD and if out of control, end it. Send letter to Mike (Sweeney) that it's their responsibility to monitor traffic flow and noise. D. Greevy stated that the FD needs to take responsibility to monitor travel and come up with a plan of egress that is mindful and respectful of the neighborhood. BACK TO OLD BUSINESS EASTER EVENT Motion made by N. Deegan, seconded by D. MeGreevy, all in favor and motion carded to expend $500 to cover the cost of Easter eggs. D. McGreevy reported that the Girl Scouts were all set to place the eggs, Easter Bunny was coming, and the event would be held rain or shine. LOVE LANE N. Deegan reported we have three proposals for permitting the project. One from InterScience for between $4,000-$6,000 for both Yacht Club and Love Lane; one from En Con for $3,000 for Love Lane, which includes permit for bulkheads & floating docks; one from Land Use for $15,000, which is $9,000 for Love Lane and $6,000 for YC. He will look at proposals more closely and email proposals to Commissioners and they will make decision. Resolution 2009-6 was at this time read into the record by D. McGreevy. Motion made by D. McGreevy, seconded by T. McCaffery, all in favor and motion carried to enact Resolution 2009-6 AUTHORIZING RETENTION OF PROFESSIONAL SERVICES IN CONNECTION WITH OBTAINING BID SPECIFICATIONS AND NECESSARY PERMITS FOR THE REPLACEMENT OF BULKHEADING AND LEGALIZA TIN OF EXISTING FLOA TING DOCKS A T THE MA TTITUCK PARK DISTRICT LOVE LANE PROPERTY. (See attached.) NE W BUSINESS BEACH ATTENDANTS (listed incorrectly on agenda as "lifeguards") N. Deegan stated we need to run a Classified Ad for beach attendant positions. D. McGreevy reported that the hourly rate for new beach attendant employees is $7.15, and stated we will interview during next work session. T. McCaffery stated Gail has handled in past and this wasn't discussed with Gall. D. McGreevy reported that we now have all girl attendants and Gail has stated that girls are easier but we cannot discriminate. Attendants can also be adults. It has been word-of-mouth in the past and we need to open it up to entire community. E. Grohoski asked if it is open to residents of PD only. T. McCaffery stated priority given to Mattituck residents. We could advertise in school newspaper and Youth Bureau also. D. McGreevy indicated that if we don't get enough applicants from PD, we can go farther. The Commissioners will interview anyone interested. We need a policy that is fairer. T. McCaffery asked what if all past employees return. We may only need two and maybe not need to advertise in Suffolk Times. Maybe Mattitalk (school paper) only, but agreed with open policy. D. McGreevy stated that G. Faircloth should call soon and find out how many are returning. We also need substitute list. N. Deegan stated he favors ad for one week, even if we need only one attendant, and maybe school paper also. T. McCaffery asked irE. Grohoski needs any extra laborers. Page 9 of 11 N. Deegan suggested we talk about that issue in Personnel Executive Session to follow. TURFACE PRO LEAGUE RED T. McCaffery reported that Gatz Landscaping has offered to donate the labor to blend Turface Pro League Red into the soil in the infield at the Bay Avenue ballfields. The cost is $1,794 for 120 50 lb bags ~ $14.95/bag. The product will come from All Pro Horticulture at Gatz' wholesale price. We already have the product on the baselines and homeplate and it works great. We rake it rather than drag it and it absorbs water and keeps fields playable. He stated the Town also uses it. D. McGreevy asked whether it is used or needed at Aldrich Lane. N. Deegan states it's not used there. Aldrich is a higher elevation. T. McCaffery stated that Aldrich needs work. N. Deegan is in favor of having Gatz do work at Bay Avenue ballfields. T. McCaffery added that it isn't needed every year. The field will be good for at least three years and simple maintenance will help preserve it. Motion made by N. Deegan, seconded by D. McGreevy, all in favor, and motion carded to expend $1,794 to purchase 120 50 lb. bags of Turface Pro League Red. DEEDS D. McGreevy reported that she has tried to hunt down the deeds for the PD properties, but is unable to locate them. She spoke to Gail Wickham, who said the Park District has them, but we cannot locate them. Spoke to Jon Shearin of Roy Reeve Insurance Company and he does not have them. She has called the Town. They had only one, the descriptive portion of Aldrich Lane. She feels we need the deeds, surveys, etc., which are basics, in order to function properly. The cost for the title searcher to obtain all deeds is approximately $400 Resolution 2009-7 was at this time read into the record by D. McGreevy. Motion made by D. McGreevy, seconded by T. McCaffery, all in favor and motion carded to enact Resolution 2009-7 AUTHORIZING RETENTION OF PROFESSIONAL SER VICES IN CONNECTION WITH OBTAINING OWNERSHIP DEED COPIES FOR MA TTITUCK PARK DISTRICT PROPERTIES. T. McCaffery asked if they will be filed here. D. McGreevy stated they would. J. Cushman asked if we should have a fireproof vault. D. McGreevy responded we should. T. McCalTery asked E. Grohoski to look into purchasing a safe perhaps from Griffing Hardware. Motion made by N. Deegan, seconded by T. McCaffery, all in favor and motion carried to at this time enter into Executive Session. Public session was adjourned ~ 9:40 p.m. Respectfully submitted, Beverly Vlcek~ MPD Secretary Page 10 of I ! Presiding Commissioners Call to Order Approval of Minutes Treasurer's Reporter Clerk's Report Maintenance Report OLD BUSINESS: AGENDA Mattimck Park District Meeting Thumday, March 12, 2009 RECEIVED APR 1 4 2OO9 Nicholas Deegan, Chairperson Thomas McCaffery Doris McGreevy Nicholas Deegan, Chairperson Presented via email John Cushman Gail Faircloth Ed Grohoski · BluffRestoration-ProposalfromScoutsattached;Resolutiong4attached · Voting Procedures - Eileen to report Bailie Beach Lodge - 1 .Fire Inspection certificate 2. Possible Resolution regarding rental policies and insurance requirements 3.Discuss discrepancy in rental cost for different types of gatherings 4. Keys · Lighting Com. pletion - Received Cert. of Completion, received $100,000 from Town & awaiting $50,000 from State. Punchlist with Welsbach (Nick or Tom) · Vets Building - Bid Notice for septic system-Resolution#$ & Notice attached Community Room use policy; Rules Policy (clean-up) · West Jetty - Cap · Financial Audit · MPD Website · Easter Event at Vets Park - April 5th, 2 p.m., Egg Purchase Motion needed · Mattituck Yacht Club groin restoration - Resolution#1 attached · Love Lane - Resolutiong6 attached NE FV B USINE SS · Easter Service ~ Vets. Park, Bob Hardngton, Mattimck Presbyterian Church · Obtaining of Deeds for MPD properties - Resolution#7 attached · LIPA Meter reading · SCWA monthly bill · Advertisement for lifeguard positions · Personnel - EXECUTIVE SESSION Bill Register March, 2009 Check No. 20873 20874 20875 20876 20877 20878 20879 20880 20881 20882 20883 20884 20885 20886 20887 20888 20889 20890 20891 20892 20893 20894 Payee Cablevision Riverhead C.F. Van Duzer Gas Service Inc. CITGO Petroleum Corporation Empire HealthChoice HMO, Inc. The Ink Spot Island Portables Ivy League Flowers & Gifts John J. Wade Carquest Auto Parts Madam Supply Co. Mattituck Sanitation National Gdd Orlowski Hardware Company, Inc. The Pimlico Group Eileen A. Powers Nextel Communications Suffolk County Water Authority Town of Southold U.S. Bank Verizon Postmaster Island Portables Date 3/9/2009 3/9/2009 3~9~2009 3/9/2009 3/9/2009 3/9/2009 3/9/2009 3/9/2009 3/9~2009 3~9~2009 3/9/2009 3/9/2009 3/9/2009 3/9/2009 3~9~2009 3/9/2009 3~9~2009 3/9/2009 3/9~2009 3/9/2009 3/11/2009 3/11/2009 Amount 133.35 327.26 138.40 1,158.96 700.00 267.00 69.95 400.00 6.74 10.13 387.34 436.19 44.84 169.50 500.00 163.81 66.70 863.50 547.97 52.64 42.00 534.00 7,020.28 Account A.200 A.201 A.205 Mattituck Park District Balance Sheet As of 3/12/09 Assets Account Name Cash Cash in Time Cash in MBINCLASS Total Assets Balance 1,469.63 671,472.34 126,208.55 799,150.52 Account A.022 A.026 A.630 A.909 Liabilities & Fund Balance Account Name Federal Witholding FICA Tax Payable Due to Capital Fund Total Liabilities Fund Balance Total Liabilities plus Fund Balance Balance 327.11 575.50 87,273.31 88,175.92 710,974.60 799,150.52 De~ : o31JI2OO~ Time: 5:39 PM Account Account Name Mattituck Park District P.O. Box 1413 Mat'dtuck, New York 11952 Current Budg Month TO Date Year To Date Remaining Budg A.1001 Real Property Taxes A.1090 Properly Tax Interest A.2401 Interest & Earnings A.2440 Concession Rental A.2590 Beach Permits A.2655 Ramp Keys A.2701 Refunds Prior Year Exp. A.2705 Gifts & Donations A.2771 Other Revenues A.599 Appropriated Fund Balance Total Revenues ~ndi~ A,5650.11 Ramp Attendant A.5650.12 Beach Attendants Total Parking Attendants Parks Payroll A.7110.12 Hourly Personnel Total Parks Payroll Capital Outlay A.7110.242 Site Improvements A.7110.243 Equipment Total Capital Outlay Contractual Expenses A.7110.411 Supplies & Matadals A.7110.410 Prompt Payment Discounts A.7110.412 Office Stationary A.7110.421 Telephone A.7110.422 Electric A.7110.423 Water A.7110.424 Gas (Propane) A.7110,431 Insurance A.7110.442 Site Maint/Fadlity Rprs A.7110.443 Equipment Repairs A.7110.451 Legal Coundl A.7110.452 Secretary A.7110.453 Treasurer A.7110.454 Election Tellers A.7110.455 Commissioner Fees A.7110.461 Postage A.7110.462 Permits Total Contractual Expanse Beaches A.7180.11 Beach Nanager A.7180,12 Lifeguards Total Beaches Employee Benefits A.9030.8 Social Secudty A.9060.8 Medical Insurance Total Employee Benefits A.9310.6 Debt Principal A.9310.7 Debt Service Znterest Total Debt Service Total Expenditures 477,178.00 0.00 440,016.50 37,161.50 0.00 0.00 0.00 0.00 15,000.00 0.00 634.88 14,365.12 250.00 0.00 0.00 250.00 8,000.00 0.00 0.00 8,000.00 1,500.00 0.00 0.00 1,500.00 0.00 181.50 181.50 -181.50 0.00 0.00 0.00 0.00 7,000.00 700.00 2,755.00 4,245.00 100,000.00 0.00 0.00 100,000.00 608,928.00 881.50 443,587.88 165,340.12 6,000.00 0.00 0.00 6,000.00 8,500.00 0.00 0.00 8,500.00 14,500.00 0.00 0.00 14,500.00 115,000.00 3,366.25 15,392.13 99,607.87 115,000.00 3,366.25 15,392.13 99,607.87 85,000.00 0.00 2,900.00 82,100.00 7,000.00 0.00 0.00 7,000.00 92,000.00 0.00 2,900.00 89,100.00 60,000.00 2,649.63 5,906.30 54,093,70 -100.O0 0.00 -4.01 -95.99 500.00 169.50 169.50 330.50 6,500.00 349.80 738.80 5,761.20 30,000.00 0.00 408.74 29,591.26 500.00 66.70 90.39 409.61 10,000.00 763.45 1,943.16 8,056.84 45,000.00 0.00 4t5.50 44,584.50 35,000.00 400.00 1,543.00 33,457.00 5,000.00 6.74 318.99 4,681.01 12,000.00 500.00 1,500.00 10,500.00 6,000.00 173.08 865.40 5,134.60 6,000.00 222.12 1,110.60 4,889.40 250.00 0.00 0.00 250.00 500.00 0.00 0.00 500.00 450.00 42.00 84.00 366.00 60.00 0.00 0.00 60.00 217,660.00 5,343.02 15,090.37 202,569.63 5,500.00 0.00 0.00 5,500.00 30,000.00 0.00 0.00 30,000.00 35,500.00 0.00 0.00 35,500.00 13,541.00 287.75 1,328.66 12,212.34 16,000.00 1,158.96 3,476.88 12,523.12 29,541.00 1,446.71 4,805.54 24,735.46 95,000.00 0.00 0.00 95,000.00 9,727.00 863.50 863.50 8,863.50 104,727.00 863.50 863.50 103,863.50 608,928.00 11,019.48 39,051.54 569,876.46 Page no. 1 Mattituck Park District Aldrich Lane Lighting Capital Project Revenues Bud~let Actual Balance Description ' Date Transfers from General Fund 39,000.00 39,000.00 Transfer from Operating 11/13/2008 Serial Bond Proceeds 199,800.00 199,800.00 BAN Proceeds 12/16/2008 Town of Southold 100,000.00 100,000.00 Town Grant 2/25/2009 NYS Parks Department 50,000.00 i Grant 3/12/2009 Totals 338,800.00 388,800.00 (50,000.00 Appropriations Budget Actual T Balance ~ Description Date Lights 338,800.00 Ward Associates #9 600.00 10% of Construction Admin 10/15/2008 Ward Associates #11 4,200.00 70% of Construction Admin 11/10/2008 Ward Associates #12 1,200.00 Final Construction Admin 12/10/2008 Welsbach #1 144,809.80 Payment Request #1 12/11/2008 Welsbach #1 (7,240.49) Retainage #1 12/11/2008 Welsbach #2~ 159,012.20 Payment Request #2 12/15/2008 Welsbach #2 I (7,950.61 ) Retainage #2 12/15/2008 Wickham, Bressler, Gordon & Geasa, P 211.28 Services on Grant Contract 12/15/2008 Wickham, Brassler, Gordon & Geasa, P 3,196.58 Services on Lighting Contract 12/15/2008 Hawkins, Delafield & Wood PC 3,437.93 Bond Counsel 2/12/2009 US Bank ~ 50.00 Town of Southold - CIO 3/12/2009 Totals [ 338,800.00 301,526.69 37,273.31 Due from Operating Fund Retainage Due Welsbach 87,273.31 15,191.10 3/11/2009 \ March Report Aldrich Lost two bushes at basketball court, tap root rotted, Back up. Contractors started to repaired fields, "rolled ruts ", gave me two bags of grass seed. Soccer club slated to start in March, no time for seed too grow. Breakwater Talked to Mattituck Plumbing, they're going to start work on repair of septic pipe, Bailey'sthen open bathrooms. //~ r~ ~ Southold Town did fire inspection,~eceived occupancy # 150. J Repairing door frame on fire door film~e room. ~ Cleaned Dunes. (trash etc) Yearly Fire Alarm system test done. (passed) Suffolk County Health Dept Called today. 3/12/09 They want to set up The yearly Inspection. Veteran's Contractor installed new groin, Needs top plate. Painting hallway. Plowed Snow almost 13 inches Working on lawn tractors. Need to replace wooden bleaches, Yacht Club getting very bad. Need to replace Backstop at Aldrich chain link rotted. Did Electrical reading with Key span Breakwaters, and Lodge. Beach Boat Ramp permit stickers are in Four Volley Ball nets are up at Breakwater RESOLUTION 2009-4 RESOLUTION AUTHORIZING THE RETENTION OF PROFESSIONAL SERVICES FOR THE PREPARATION OF A SURVEY AT BAILIE BEACH WHEREAS, the Board has previously accepted a proposal by the Eagle Scouts to restore the bluff on the Bailie Beach Property, and WHEREAS, the Board has determined that a survey is required before this work can be performed; NOW THEREFORE, be it resolved that the Chairman of the Board of Commissioners of the Mattimck Park District is authorized to retain the necessary professional services of a surveyor to prepare said survey. RESOLUTION 2009-6 RESOLUTION AUTHORIZING RETENTION OF PROFESSIONAL SERVICES IN CONNECTION WITH OBTAINING BID SPECIFICATIONS AND NECESSARY PERMITS FOR THE REPLACEMENT OF BULKHEADING AND LEGALIZATION OF EXISTING FLOATING DOCKS AT THE MATTITUCK PARK DISTRICT LOVE LANE PROPERTY WHEREAS, the Board has previously determined that the bulkheading located at Love Lane is in need of replacement; and WHEREAS, the Board has previously determined that a permit is necessary for the legalization of the existing floating docks at the same location; NOW, THEREFORE, be it resolved that the Chairman of the Board of Commissioners of the Mattimck Park District is authorized to retain the necessary professional services in connection with obtaining the required permits and necessary information to prepare specifications for a bid to complete the replacement of bulkheading at Love Lane, and to obtain the necessary permit required to legalize the existing floating docks, and execute an agreement for said services upon the approval of the District's attorney. RESOLUTION 2009-7 RESOLUTION AUTHORIZING RETENTION OF PROFESSIONAL SERVICES IN CONNECTION WITH OBTAINING OWNERSHIP DEED COPIES FOR MATTITUCK PARK DISTRICT PROPERTIES WHEREAS, the Mattituck Park District is the owner of twelve properties in the Town of Southold; and WHEREAS, the Board is not in possession of the deeds for said properties; NOW, THEREFORE, be it resolved that the Chairman of the Board of Commissioners of the Mattituck Park District is authorized to retain the necessary professional services in connection with obtaining copies of these deeds from the Suffolk County Clerk.