HomeMy WebLinkAboutMPD-11/12/2009 AGENDA
Mattituck Park District
Board of Commissioners Meeting
Thursday, November 12, 2009
PUBLIC COMMENT SESSION WILL BE HELD AT THE END OF THE MEETING
In order to allow time for all residents please limit your comments to no more than 5 minutes
Presiding Commissioners
Call to Order
Approval of Minutes
Treasurer's Report
Clerk's Report
Maintenance Report
Nicholas Deegan, Chairperson
Thomas McCaffery
Doris McGreevy
Nicholas Deegan, Chairperson
Presented via email
John Cushman
Lydia Tortora
Ed Grohoski
BUSINESS
· Boy Scout Project implementation phase
· MYC 100 Year Anniversary Regatta
· Website - www.mattituckparkdistrict.com
· Bailie Beach driveway flooding
· Commissioner Election
PUBLIC COMMENT SESSION
AGENDA ADDENDUM AFTER RECESS
New Septic System Bid - Resolution 2009-35 Rejecting all Prior Bids for New
Septic System at Veterans Memorial Park
Resolution 2009-36 Authorizing Public BM for the Installation of New Septic
System at Veterans Memorial Park
MATTITUCK PARK DISTRICT
Board of Commissioners Meeting Minutes
Thursday, November 12, 2009
Attendance
Nicholas Deegan, Chairperson
Doris McGreevy, Commissioner
Eileen Powers, Legal Counsel
John Cushman, Treasurer
Beverly Vlcek, Secretary
Lydia Tortora, District Clerk
Call to Order
Chairman Deegan called the meeting to order at 7:10 p.m.
Approval of Minutes
Motion made by D. McGreevy, seconded by N. Deegan, all in favor, and motion carded to
approve the minutes of the October meeting.
Treasurer's Report
J. Cushman submitted Treasury reports including the bill register for the month of November,
Balance Sheets as of November 11, 2009 and the Aldrich Lane Lighting Capital Project report.
Bills to be paid totaled $7,656.48 and were reviewed Monday, November 9th at the work session
by Commissioners Deegan and McGreevy. He informed that we are holding the bill from
auditors, Albrecht, Viggiano, Zureck in the amount of $12,000 and will pay it at the end of
December or early January. Cash on hand totals - $455,000 and we owe - $16,000 in taxes and
the Capital Fund balance. We have -$235,000 remaining in our budget.
Motion by N. Deegan, seconded by D. McGreevy, all in favor, and motion carded to accept the
Treasurer's Reports and authorize the Treasurer to pay the current bills.
Clerk's Report
L. Tortora submitted the Clerk's report indicating Lodge receipts of $880; ramp key receipts of
$10; and vending machine receipts of $71 for a total of $961, along with a listing of the events
currently booked at the Scout Lodge.
The vending machine operator would like to meet with the Commissioners in April regarding
additional locations of other vending machines. We received $71, which is 20% of total vending
receipts.
J. Cushman indicated that represents approximately $350 in total sales.
N. Deegan stated it is really for the convenience of the residents, and the $70 would probably
pay the cost of electric of the machines.
L. Tortora stated that residents are thirsty.
P. Morgan asked why not take 25% of the vending receipts.
D. McGreevy remarked that concessions on the South Fork municipalities absorb the first
electric bill, but with each additional machine there is an additional cost to the vendor to cover
the electric.
L. Tortora added that the rain and cool weather this year contributed to low sales on vending.
Page I of 4
Motion by N. Deegan, seconded by D. McGreevy, all in favor, and motion carded to accept the
Clerk's report as submitted.
Maintenance Report
E. Grohoski had previously submitted the maintenance report and it was reviewed by
Commissioners Deegan and McGreevy at the work session held on Monday, November 9th.
Motion by N. Deegan, seconded by D. McGreevy, all in favor, and motion carried to accept the
Maintenance Report, as submitted.
Bailie Beach Boy Scout Proiect
D. McGreevy reported that she had spoken to John Bradley and he will be implementing and
completing his project, which includes installing a fence and planting grass, on Saturday,
November 14th from 9 a.m. to 12 noon rain or shine. The Town permit is being finalized and all
other permits are in place. E. Grohoski will be on hand and a bathroom is available.
L. Tortora was instructed to place the occurrence on the Park District's calendar.
MYC 100 Year Anniversary Regatta
N. Deegan informed that the Yacht Club was hosting a Sunfish sailing regatta and will be using
the parking lot and baseball field for parking of campers, trailers and/or cars with any overflow
possibly using Veterans Park property and the back area of the Bay Avenue ball field property.
The event will take place this summer and runs from Sunday to Sunday with races starting with
the Junior category on Tuesday/Wednesday and Seniors racing the balance of the week. There
will be approximately 100 participants and we will try to accommodate them.
L. Tortora asked ifa decision had been made regarding use of Bailie Beach Lodge for sleeping.
N. Deegan reported that they will not be using the Lodge. The overflow camping will be at Bay
Avenue and cars will be parking perpendicular along Peeonic Bay Blvd at Veterans Park.
L.Tortora asked if others can still reserve the picnic area.
N. Deegan responded yes.
Website~ www.mattituckparkdistrict.com
D. McGreevy reported that the website would be up and running in a few days, possibly tonight
or tomorrow.
P. Morgan asked if it was static only.
D. McGreevy replied it would be for now, with events being added next year, possibly in March.
She commented that the site is really beautiful and does the Park District justice. There are
photos and a FAQ page.
Bailie Beach Driveway Flooding
D. McGreevy reported that Pete Harris had sent a crow to the problem area and placed a dry well
there. After the next storm we will see if it has resolved the flooding issue.
N. Deegan added that he himself had gone to the Town Hall to request assistance with the
problem.
R. McGreevy added that there are two overflow pipes into the wetlands.
Motion by D. McGreevy, seconded by N. Deegan, all in favor, and motion carried to declare a
15 minute recess at 7:30 p.m.
Page 2 of 4
Chairman DeeRan reconvened the meetinR at 7:56 p.m.
New Septic System Bid
Motion by D. McGreevy, seconded by N. Deegan, all in favor, and motion carried to add
Resolution 2009-35 Rejecting all Prior Bids for New Septic System at Veterans Memorial
Park to the agenda.
Resolution 2009-35 was at this time read into the record by E. Powers.
Scott Albrecht asked why the previous bids were being rejected.
E. Powers answered that there was a change in specifications.
S. Albrecht stated it was only a revision to the plan, and asked if there was case law for such an
action.
E. Powers informed that the General Municipal Law requires the project be bid, and if there is a
change in specs, the project must be rebid.
S. Albrecht asked what law applies.
E. Powers replied it is Section 103 of the GML. She added that there had not been a contract
awarded yet.
S. Albrecht stated that in a Town of Southold project John Hocker was a successful bidder and
the plans had to be changed due to a gas main and he continued on the job.
E. Powers replied that she doesn't know the situation there - maybe they had already entered
into a contract. Here we have no award yet.
S. Albrecht asked why not.
E. Powers stated that before the review was complete, the Health Department had rejected the
plans and asked for changes, which she considers significant.
S. Albrecht stated that the change would only cost taxpayers $800 for the four additional
castings.
E. Powers responded that the bid had not yet been awarded and it is going out for a new bid.
S. Albrecht asked how the Town did it.
E. Powers responded that the law libraries are full of cases involving rebids and there are many
factual differences, and possibly the Town was wrong.
S. Albrecht asked if the engineer had designed the system inadequately, why that wasn't bid
again.
E. Powers responded that the engineer is a professional service and does not require a bid.
S. Albrecht stated that the system was underdesigned, and asked if she considers the change
significant due to project and material or price.
E. Powers responded that it was the project size, which was a 40% increase in the system.
S. Albrecht stated that the difference is only $800.
E. Powers reiterated that it is going to be rebid.
S. Albrecht then addressed N. Deegan and stated that he thought the door was still open and he
wouldn't have come to their meeting on Sunday, if he thought it was a done deal.
N. Deegan responded that it was his time spent also.
S. Albrecht asked what they met for then.
N. Deegan replied that it didn't pass the test of the law and that he had not known that.
S. Albrecht asked how the bond would work; is the bond bid; is it 10%; and if refunds will be
given.
E. Powers replied no, there would be no refunds.
Page 3 of 4
S. Albrecht asked if it would be clean next time.
E. Powers responded yes, all permit are in place.
S. Albrecht stated that now everyone knows the price.
E. Powers submitted that this happens.
Motion by N. Deegan, seconded by D. McGreevy, all in favor, and motion carried to enact
Resolution 2009-35.
Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carded to add
Resolution 2009-36 Authorizing Public Bid for the Installation of New Septic System at
Veterans Memorial Park to the agenda.
Resolution 2009-36 was at this time read into the record by E. Powers.
Motion by N. Deegan, seconded by D. McGreevy, all in favor, and motion carried to enact
Resolution 2009-36.
There being no further business to come before the meeting, motion by N. Deegan, seconded by
D. McGreevy, all in favor, and motion carded to adjourn the meeting at 8:15 p.m.
COMMISSIONER ELECTION
District Clerk, Lydia Tortora, opened the voting polls at 4:00 p.m. and swore in three election
inspectors; Jane Kropp, Diane Cotugno and Theresa Kuhn.
Voting ensued, and at 9:00 p.m. Chairperson N. Deegan declared the polls closed. The votes
were tallied and the unofficial results were 216 votes for Gerald Goehringer, Jr., and 305 votes
for Charles Zaloom. Certification of the election is attached to these minutes.
Res, pectfully submi?d,
Beverly Vlcek, Secretary
Mattituck P.a~k t~istrict
Page 4 of 4
Bill Register
November, 2009
Check No.
21339
21340
21347
21348
21349
21350
21351
21352
21353
21354
21355
21356
21357
21358
21359
21360
21361
21362
21363
21364
21365
21366
21367
21368
21569
21370
21371
21372
Payee
Postmaster
Postmaster
C. Martin Automotive Ent, Ltd.
Cablevision Riverhead
CITGO Petroleum Corporation
EmblemHealth Services Co., LLC
Home Depot Credit Services
Island Portables
John Deere Landscapes
Laurel Stone Supply Plus Inc.
Liberty Data Systems, Inc.
LIPA
Malvese Equipment Co., Inc.
Matfituck Sanitation
Mattituck Plumbing & Heating Co
Madam Supply Co.
National Grid
Oriowski Hardware Company, Inc.
Eileen A. Powers
Quill Corporation
Southold Town Dept Solid Waste
Sound Shore Irrigation, Inc.
Nextel Communications
Suffolk County Girl Scout Troop
Times/Review Newspapers
Twin Fork Tire Corp.
Verizon
U.S. Bank
Date
10/19/2009
10/19/2009
11/11/2009
11/11/2009
11/11/2009
11/11/2009
11/11/2009
11/11/2009
11/11/2009
11/1112009
11/11/2009
11/11/2009
11/11 ~2009
11/11/2009
11/11/2o09
11/11/2009
11/11 ~20o9
11/11/2009
11/11/2009
11/11/2009
11/11/2009
11 I11/2009
11/11/2009
11/11/2009
11/11/2009
11/11/2009
11/11/2009
11/11/2009
Amount
44.00
110.00
99.03
99.85
267.28
1,102.15
114.86
267.00
63.38
70.87
34.99
2,254.10
456.02
142.08
275.00
58.12
113.60
133.31
500.00
186.73
54.00
245.00
165.37
30.00
55.54
650.00
29.62
34.58
7,656.48
Account
A.200
A.201
A.205
A,210
Mattituck Park District
Balance Sheet
As of 11/11/09
Assets
Account Name
Cash
Cash in Time
Cash in MBIA/CLASS
Petty Cash
Total Assets
Balance
967.18
328,371.86
126,417.32
50.00
455,806.3~6
Account
A.021
A.022
A.026
A.630
A.909
Liabilities & Fund Balance
Account Name
NYS Tax Payable
Federal Witholding
FICA Tax Payable
Due to Capital Fund
Total Liabilities
Fund Balance
Total Liabilities plus Fund Balance
Balance
371.49
175.18
607.30
15,191.10
16,345.07
439,461.29
455,806.36
bai:e: 11./1112009
Time: 5:59 PM
Mattituck Park District
P.O. Box 1413
MatUtud~ New York 11952
Account Account Name
Current Budg Month To Date Year To Date Remaining Budg
A.1001 Real Properly Ta~es
A.1090 Prope~ Tax Irfmrest
A.2401 Ii~erest & E~mirlg~
A,24~0 C~n P~I
A.2590 Beach Permits
A.2620 Forfeit;ed Bid Deposi~
A.2655 Ramp Keys
A.2701 Refunds Prior Year Exp.
A. 2705 ~ & Dorm'does
A.2T/1 Other Revenues
477,178.00 0.00 477,178.00 0.00
0.00 0.00 97.01 -97.01
15,000.00 0.00 3,404.43 11,595.57
250.00 71.00 71.00 179.00
8,000.00 0.00 10,450.00 -2,450.00
0.00 0.00 575.00 -575.00
1,500.00 0.00 1,370.00 130.00
0.00 0.00 1,447.42 -1,'147.42
0.00 0.00 680.00 -600.00
7,000.00 -30.00 11,678.25 -4,670.25
100,000.00 0.00 0.00 lOO,000.00
Total Revenues
608,928.00 41.00 506,871.11 102,056.89
6,000.00 0.00 1,380.00 4,620.00
8,500.00 0.00 8,90137 -401.77
14,500.00 0.00 10,281.77 4,218.23
115,000.00 3,574.00 77,529.71 37,470.29
115,000.00 3,574.00 77,529.71 37,470.29
85,000.00 0.00 39,915.00 45,085.00
7,000.00 0.00 456.34 6~543.66
92,000.00 0.00 40,371.34 51,628.66
A.5650.11 Ramp Attendant
A.5650.12 Beach A~tendants
A.7110.12
Total Parldng Attendants
Park~ p~mll
Houdy Personnel
Tot~l Parks Payroll
Capital O~tlay
A.7110.242 Sit~e Improvements
A.7110.243 ECl~pment
0.00 0.00 335.34 -335.34
60,000.00 2,116.23 29,071.75 30,928.25
-100.00 -1.09 -11.92 ~8.08
500.00 0.00 169.50 330.50
6,500.00 294.84 3,049.23 3,450.77
30,000.00 2,25~.10 7,597.66 22,402.3~
500.00 0.00 18.34 481.66
10,000.00 113.60 2,998.60 7,001.40
45,000.00 0.00 26,826.21 18,173.79
35,000.00 520.00 6,19~.65 28,801.35
5,000.00 555.05 1,998.17 3,001.83
12,000.00 500.00 5,556.86 6,443.14
6,000.00 173.08 3,807.76 2,192.24
6,000.00 222.12 4,886.64 1,113.36
250.00 0.00 90.0D 160.00
500.00 0,00 224.90 275.10
450.00 17.60 337.95 112.05
60.00 0.00 70.~ -10.08
Total Contractual F_~se
Beaches
A.7180.11 0each Manager
A,7180.12 Ufeguards
217v660.00 6,765.53 93,225.~4 1Z4~43~.3§
5,500.00 0.00 5,000.00 500.00
30,000.00 0.00 22,695.50 7,304.50
35,500.00 0.00 27,695.50 7,80~.50
13,5~1.00 303.65 9,507.23 4,033.77
0.00 0.00 1,776.50 -1,776.50
16,000.00 1,102.15 14,719.90 1,280.10
29,5~1.00 i,'105.80 26,~3.63 3,537.37
95,000.00 0.00 92,717.79 2,282.21
9,727.00 0.00 6,022.70 3,704.30
104,727.00 0.00 98,740.49 5,986.51
608,928.00 11,745.33 373,8~8.08 235,079.92
Total Bead-les
Employee Beneff~:s
A.9030.8 Social Se~dty
A.9050.8 Unempioyrnent insurance
A.9060.8 Medical Insurance
A.9310.6 Debt Principal
A.9310.7 Debt Service i~
Total Debt Se~Jce
Total Expenditures
Mattituck Park Distdct
Aldrich Lane Lighting Capital Project
Revenues
Bl~let~ Actual I Balance I -~-escdption Date
Transfers from General Fund 39,000.00 39,000.00 Transfer from Operating 11113/2008
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 iGrant 3/12/2009
Town of Southold (72,082.21)1 !Leftover bond proceeds 8/12/2009
338,800.00 [
Totals i 316,717-79[ 22,082.21
App[op~dations
~ Bud{let 1 Actu~ ~ Balance [ Description I Date
Lights, 338,800.00 i
Ward Associates #9 600.00 ~ t 0% of Construction Admin 10/15/2008
Ward Associates #11 I 4,200.00 70% of Construction Admin 11/10/2008
Ward Associates #12 I 1,200.00 Final Consfruction Admin 12/10/2008
Welsbach #1I 144,809.80 Payment Request #1 12/11/2008
Welsbach #1 r (7,240.49) Ratainage #1 12/11/200~
Welsbach #2 [ 159,012.20, Payment Request ~ 12/15/2008
Welsbach #2 i (7,950.61) , Retainage #2 12/15/2008
Wickham, Bressler, Gordon & Geasa, P 211.28 Sewices on Grant Contract 12/15/2008
VVickham, Bressler, Gordon & Geasa, P 3,196.58 Services on Lighting Contract 12/15/2008
Hawkins, Delatield & Wood PC 3,437.93 Bond Counsel I 2/12/2009
US Bank 50.00 I Town of Southold - CIO 3/12/2009
Totals 338,800.00 301,526.69 [ 37,273.31 I
Due from OperatJn9 Fund
Retainage Due Welsbach
15,101.10
15,191.10
(0.00)
11/11/2009
SCOUTLODGE
DATE BOOKED
November 2009
Period Covedng October 7 - November 9, 2009
Receipts
ITEM
RECEIPTS DEPOSIT
AMT. DEPOSITED DATE
Oct. 16, 17 & 18
Nov. 26
Dec. 4, 5 &6
Jan. 9 & 10
G.S.S.C. Junior Troop 2422
Mary Bertsch ( Dinner Party)
B.S. Troop 45
Babylon Village GS S. Unit 14
$195 for 13($100 deposit) 10/19/09
$125 for 25 ($ 50deposit) 10/19/09
$185 for6 plus $95 htg.srg. 10/19/09
$375 for 20 plus $75 htg. 10/29/09
RAMP
10/26
MISC.
11/3
Total Lodge Receipts & Deposits .............. $ 880
Ramp Key ~ 10
Total Ramp $ 10
L JR Vending (Soda Machine $ 71
20% of total sales)
Total Misc. $ 71
TOTAL RECEIPTS $ 961
10/29/09
11/9/09
SCOUTLODGE
Nov. 25
Dec. 26
2010
April 23, 24 & 25
Sept. 16,17 & 18
Events Booked this Pedod
GRATIS. Mattituck Lions Club Annual Dinner
Greg Johnson, Private Family Gathering
Faith Allen, Ridge GS Troop 1866
Garrett Cutler, Peace Corps. Reunion
November Report
Aldrich
Completed sprinkler layout on survey map. Found Six zones disconnected, very bad for pump,
and lines. Could have cracked main 4"lines, blown pump packing, or control valves. Soccer
League should be told not to disconnect zones. Installed new lock on dumpster. Sprinklers Lines
Winterized. Put new car stops in parking lot, by new section offence. Still getting bags of grass
clipping left in basketball court area.
Yacht Club
Called in to have sprinklers winterized. Done.
Breakwater Beach
Called in to have bathrooms winterized, Done. Painted gate attendant building. Moved guard
fence on play ground equipment 1 inch lower, to remove pinch point, per insurance inspector.
Bailey's Beach Lodge
Someone broke soap dispenser in Men's room Wednesday night 10/07, replaced. Removed
Wooden form from water pump pit in basement. Main door left unlocked, Wednesday night
10/21. North door unlocked, 10/30.
Veterans
Cleaned old bathhouse, removed old fixtures to town recycle center. Repaired Gate attendants'
House painted same. Installed new heavy duty shelving in Gate House. Called in to have picnic
area water lines winterized, Done. Someone destroyed no parking signs. Police report generated.
Painted all doors on office building. Starting leaf pickup.
Love Lane Boat Ramp
Called in to have bathrooms winterized, Done. Scraping ,and painting Bathroom building
Outside. Had to replace some trim work Removed Docks, repairing docks. Moved floating dock
That floated up to bulkhead by Town Ramp.
Bay Avenue Ball Field
Called in to have Sprinklers winterized, Done. Tried new crack sealant on tennis courts.
Misc.
Got estimates on new tires for Chevy pickup truck. Got estimates for salt for water conditioner
at Lodge. Got estimate for new ball on top of flag pole at Veterans' Park. Called in electrical
readings at Breakwater Beach, and Bailey's Beach Lodge. Put new rims on track.
Put more wire ties on fence Aldrich. Replaced Missing bleacher seat end caps .Dodge Ram pkup
truck into Lofts for repair, bad starter.
RESOLUTION 2009-35
RESOLUTION REJECTING ALL PRIOR BIDS FOR NEW SEPTIC
SYSTEM AT VETERANS MEMORIAL PARK
WHEREAS, on June 11, 2009 the Mattimck Park District opened sealed
bids in connection with the installation of the new septic system at Veterans
Memorial Park; and
WHEREAS, thereafter the Suffolk County Health Department failed to
approve the specifications for said project; and
WHEREAS, the specifications for the project have been revised to meet the
approval of the Suffolk County Health Department; and
WHEREAS, the change in specifications included an increase in the n.mber
of leaching pools from ten (10) to fourteen (14).
NOW, THEREFORE BE IT RESOLVED, that pursuant to General
Municipal Law, Section 103, the Board of Commissioners of the Mattituck
Park Dislrict hereby rejects all prior bids and will rebid the project pursuant
to the new specifications.
BY ORDER OF THE BOARD OF COMMISSIONERS
NICHOLAS DEEGAN, Chairperson
THOMAS MCCAFFERY
DORIS MCGREEVY
Park Commissioners
Beverly Vlcek, Secretary.
Ref. Nov. 12, 2009
RESOLUTION 2009-36
RESOLUTION AUTHORIZING PUBLIC BID FOR THE INSTALLATION
OF NEW SEPTIC SYSTEM AT VETERANS MEMORIAL PARK
BE IT RESOLVED that the Board of Commissioners of the Mattituck Park
District is hereby authorized to advertise for public bid as per the following:
LEGAL NOTICE
NOTICE TO BIDDERS
MATTITUCK PARK DISTRICT
TOWN OF SOUTHOLD
TAKE NOTICE THAT, sealed bids will be received by the District Clerk,
Mattituck Park District Office at Veterans Memorial Park, 11280 Peconic Bay
Boulevard, Mattituck, New York between 9 a.m. and 1 p.m. Monday through
Thursday (except holidays) up to and including Thursday, December 10, 2009 at
7:00 p.m., prevailing time, when they will be publicly opened and read aloud for:
INSTALLATION OF NEW SEPTIC SYSTEM AT VETERANS
MEMORIAL PARK,
Specifications, Plans & Instructions to Bidders are available at the Mattituck Park
District Office, Veterans Memorial Park, 11280 Peconic Bay Boulevard,
Mattituck, New York and may be picked up on the above days and times
beginning on Thursday, November 19, 2009. These specifications have met with
the approval of the Board of Commissioners.
A $25 non-refundable fee due on package pickup.
Each proposal must be submitted in a sealed envelope clearly marked
"INSTALLATION OF NEW SEPTIC SYSTEM AT VETERANS MEMORIAL
PARK"
The Board of Commissioners of the Mattituck Park District reserves the right to
waive any informalities in bids received, and/or reject any or all bids in the interest
of the Park District.
BY ORDER OF THE BOARD OF COMMISSIONERS
NICHOLAS DEEGAN, Chairperson
THOMAS McCAFFERY
DORIS McGREEVY
Park Commissioners
Beverly Vlcek, Secretary
Reft Nov. 12, 2009