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Home My WebLink AboutMPD-12/10/2009RECEIVED AGENDA Matfituck Park District Board of Commissioners Meeting Thursday, December 10, 2009 c; 9 20]0 Sot, t,,oJd Town Cork PUBLIC COMMENT SESSION WILL BE HELD AT THE END OF THE MEETING In order to allow time for aH residents please limit your comments to no more than 5 minutes Presiding Commissioners Call to Order Approval of M'mutes Treasurer's Report Clerk's Report Maintenance Report Nicholas Deegan, Chairperson Thomas McCaffery Doris McGreevy Nicholas Deegan, Chairperson Presented via cmail John Cushman Lydia Tortora Ed Grohoski PUBLIC COMMENT SESSION ON AGENDA ITEMS Please limit comments to no more than 3 minutes BUSINESS · Veterans Memorial Park Septic System Bid Opening · Eagle Scout Project · Surplus Lamps - Resolution 2009-37 Declaring Ten 250WLuminaire Sodium Low- Bay Lamps as Surplus Equipment · MPD Vehicle Policy - Resolution 2009-38 Establishing and Adopting a Vehicle Use Policy · Verizon Telephone repair at Bailie Beach · Update on Community Room design · Love Lane Boat Ramp Floats PUBLIC COMMENT SESSION MATTITUCK PARK DISTRICT Board of Commissioners Meeting Minutes Thursday, December 10, 2009 Attendance Nicholas Deegan, Chairperson Doris McGreevy, Commissioner Thomas McCaffery, Commissioner Eileen Powers, Legal Counsel Beverly Vlcek, Secretary Lydia Tortora, District Clerk Call to Order Chairman Deegan called the meeting to order at 7:06 p.m. ., . 2GlO Approval of Minutes Motion made by N. Deegan, seconded by D. McGreevy, all in favor, and motion carried to approve the minutes of the November meeting. Treasurer's Report J. Cushman, not being present, had submitted treasury reports including the bill register for the month of December, Balance Sheets as of December 8, 2009, and the Aldrich Lane Lighting Capital Project report. N. Deegan reported that the bills to pay totaled $9,055.53, which had been reviewed at the work session held on Monday, December 7, 2009. Motion made by N. Deegan, seconded by T. McCaffery, all in favor, and motion carried 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 showing total receipts for the period November 10, 2009 through December 9, 2009 of $2,830. Motion made by N. Deegan, seconded by D. McGreevy, all in favor, and motion carried to accept the Clerk's Report, as submitted. Maintenance Report E. Grohoski had previously submitted the maintenance report, which was reviewed at the work session held on Monday, December 7, 2009. Motion by N. Deegan, seconded by T. McCaffery, all in favor, and motion carried to accept the Maintenance Report, as submitted. Eagle Scout Pro,ieet D. McGreevy reported that the project was almost complete with fencing installed by the bluff and "pick-up" signs. Extra fence may be needed between the garbage bin and the fence or possibly the garbage bin will be moved. A "don't climb the bluff" sign is needed on the roadside as well. Surplus Lamps N. Deegan informed that we have a resolution prepared to sell ten 250W surplus lamps. Page 1 of 3 D. McGreevy added that they have never been used and anyone interested can take a look. N. Deegan at this time read into the record Resolution 2009-37 Declaring Ten 250FYLuminaire Sodium Low-Bay Lamps as Surplus Equipment He indicated that we may advertise to sell them on Ebay or through the Suffolk Times. Motion by N. Deegan, seconded by D. McGreevy, allin favor and motion carried to enact Resolution 2009-37. MPD Vehicle Policy, N. Deegan informed that Resolution 2009-38 Establishing and Adopting a Vehicle Use Policy was a resolution establishing guidelines for the use of trucks by Park District workers, which mirrors the Town of Southold Vehicle Use Policy. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to enact Resolution 2009-38. Verizon Telephone Repair at Bailie Beach B. Vlcek reported that she had called Verizon regarding the habitual loss of phone service at Bailie Beach during rainy weather. E. Grohoski had informed her that the repairman had been there on Tuesday, December 8th, a rainy day. The repairman reported to E. Grohoski that he had witnessed the loss of phone service and had repaired the problem. Update on Community Room Design N. Deegan reported that the interior designer is looking to get the room ready for public use this year. There will be carpeting with a hardwood floor in the center, lighting, carpeting on the walls at the far end for soundproofing, maybe murals by a local artist, and the bay door will be replaced. There will be a border with the ceiling brought down 9-10" with new drop lighting and windows facing the picnic area. It is a work in progress. Love Lane Boat Ramp Floats N. Deegan reported that two large floats had come down the inlet and settled near the boat ramp. In order to proceed with new bulkheading we needed to dispose of the floats. Nobody wanted them, so maintenance took them to the Town Transfer Station, which waived the dump fee of approximately $150. Veterans Memorial Park Septic System Bid OnenimI At this time, 7:20 p.m., L.Tortora opened the submitted bids in alphabetical order and read into the record each name and bid amount submitted. (List attached) N. Deegan thanked the bidders and indicated that the Commissioners and the Park District Legal Counsel will now review the bids and proceed accordingly. Scott Albrecht asked if the contract would be awarded within days, as E. Powers had told him. N. Deegan said that sounded reasonable. Ted Wells asked if the award would be rejected again. N. Deegan stated that it had never before been awarded. Public Comment Session L. Tortom suggested a checklist as a cover page on all bids to make sure all requirements are met. E. Powers agreed that all requirements must be fulfilled. Page 2 of 3 L. Tortora submitted that checks needed to be attached. E. Powers stated that a certified letter was needed, if no bond, and she would meet or call on Monday. Clerk's Report (continued) L. Tortora reported an incident with a Scout Troop that had been coming for 12 years. They had signed up for six scouts and stated no more than seven would be in attendance. She told them she would be up to check sometime over the weekend. Saturday at lunchtime she went up to the Lodge and noticed many more than six scouts. Upon entering the Lodge there were wall to wall sleeping bags and she counted 23 kids. E. Powers asked if the scouts paid per child. L. Tortora reported yes, it's $25 per child for the weekend. The scout troop leader told L. Tortora that he would be writing a letter to the Commissioners asking for a discounted rate. L. Tortora also reported that the lock at the Lodge entrance is not working properly. E. Grohoski has been informed. Other Business N. Deegan reported that he had been in touch with Corazini and Eastern Asphalt regarding the repair of the tennis courts and he was awaiting their response. He is considering repair work and then a mat system over it, similar to one used at Notth Isle Village Condos in Coram/Mt. Sinai, which is still good after five years. The cost could be around $30,000; considerably less than the $70-$75,000 estimate for a tile system. This being T. McCaffery's last meeting as Commissioner, N. Deegan thanked him for his service to the Park District and wished him good luck. D. Goehringer asked about the cost of the community room and N. Deegan stated it would be over $20,000. There being no further business to come before the meeting, motion by N. Deegan, seconded by D. McGreevy, all in favor, and motion carried to adjourn the meeting at 7:45 p.m. Respectfully submitted, Beverly Vlcek, Secretary Mattituck Park District Page 3 of 3 Mattituck Park District Aldrich Lane Lighting Capital Project Revenues Bud~et ,~t.n~ R~l~nce I~,~c~ption - Date Transfers from General Fund 39.000.00 39,000.00 ;ransfer from Operating 11/13/2008 Sedal Bond Proceeds 199,800.00 199,800.00 , 3AN Proceeds 12/1612008 Town of Southold 100,000.00 100,000.00 Town Grant 2/25/2009 NYS Parks Department 50,000.00 Grant 3/12/2009 Town of Southold (72,082.21) Leftover bond proceeds 8/12/2009 Appropriations ~-- R,,a~n~ ,~h,~l Ba;a~,ce Deschption Date Lights 338,800.00 Ward Associates #9 600.00 10% of Construction Admin 10115/2008 Ward Associates #11 4,200.00 , 70% of Constmcl~n Admin 11/10/2008 Ward Associates #12 1,200.00 Final Construction Admin 112/10/2008 Welsbach #1 144,809.80 Payment Request #1 112/1112008 Welsbach #1 (7,240.49) Retainage #1 12/11 ~2008 Welsbach ~ 159,012.20 Payment Request ~ 12/15/2008 Welsbach #2 (7,950.61) Retainage ir2 12/15/2008 Wickham, Bressler, Gordon & Geasa, P 211.28 Services on Grant Contract 12/15/2008 Wickham, Bressler, Gordon & Geasa, P 3,196.58 ;ervices 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 ' 3112/2009 Totals 338,800.00 30%526.69 37,273.31 Due fi'om Operating Fund Retainage Due Welsbach 15,191.10 15,191.10 (0.00) 12/712009 Date: 12/07i2009 q~me: 8:53 PM Mattituck Park District P.O. Box 14i3 Mattituck, New york 11952 Page no. I Account Account Hame A.1001 Rea[ properb/Taxes A.1090 Prope~ Tax Interest A.2401 Interest & Earnings A.2440 C~On Rental A.2590 Beach Permits A.2620 Fo~b~d Bid Deposi~ A.2655 Ramp Keys A.2701 Refunds Prior Year Exp. A.2705 C~,rcs & Donations A.2771 Other Revenues A.59g Appropriated Fund Balance Expend)tums A.56S0.11 Ramp Attendant A.5650.12 Beach Attendants Total Parking ALl. endanbs Parks Payroll A.7110.12 Hourly Personae[ Total Parks Pawoll A.7110.242 ~ Improvements A.7110.243 Equipment Total Cap4tal Outlay A. lCjS0 MTA Pay~l Tax A.7110.411 Suppiies& Mat~tals A.7110.410 Prompt Payment Diso3unts A.7110.412 OIT~e Statlona~ A.7110.421 Telephone A.7110.422 Electric A.7110.423 Water ~7110.424 Gas (prc~are) A.7110.431 Insurance A.7110.~42 Site Maint/Factiity Rprs A.7110.443 Equipment Repairs A.7110.451 Legal Council A.7110.'152 Secre{my A.7110.453 Treasurer A.7110.454 EiecUo{1 Tellers A.7110.455 Commiss{oner Fees A.7110.46~. Po~t2~)e A.7110.462 Permits Tmal Debt Service Total ExpendRure5 Cur~ntBudg I,~ont~ToDat~ yearToD~t~ 477,178.00 0.00 477,178.00 0.00 0.00 0.00 97.01 -97.01 15~000.00 0.00 3,619.85 11,380.15 250.00 0.00 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 1,380.00 120.00 0.00 0.00 1,447.42 -1,447.42 0.00 0.00 600.00 -600.00 7,000.00 1,650.00 14,048.25 ~7,048.25 100,000.00 0.00 0.00 100,000.00 608,928;00 1,6S0,00 509,466.53 99,461.47 6,000.00 0.00 1,:380.00 4,620,00 8,500.00 0.00 8,901.77 -401.77 14,500.00 0.00 10,281.77 4,218.23 115,000.00 0.00 84,567.96 30,432.04 115,000.00 0.00 84,567.96 30,432.04 85,000.00 1,544.85 41,459.85 43,540.15 7,O00.00 0.00 456.34 6,543.66 92,000.00 1,544.85 41,916.19 50,083.81 0.00 0.00 335.3~ -335.34 60,000.00 3,896.94 32,968.69 27,031.31 -100.00 -1.67 -13.59 -86.41 500.00 0.00 169.50 330.50 6,500.00 130.46 3,179.69 3,320.31 30,000.00 718.59 8,316.25 21,683.75 500.00 0.00 18.34 481.66 10,000.00 3~2.16 3,340.76 6,659.24 45..000.00 0.00 26~826.21 18,173.79 35,000.00 1,466.94 7,665.59 27,334.41 5,000.00 247.26 *2,245.43 2,754.57 12~000.00 S00.00 6,056.86 5,~43.14 6,000.00 0.00 4,153.92 1,846.08 6,000.00 0.00 5,330.88 669.12 250.00 210.00 300.00 500.00 0.00 224.90 275.10 450.00 0.00 337.95 ].].2.05 ~O.00 0.00 70.00 -10.00 217,660.00 7,S10.68 101,526.72 116,133.28 5,500.00 0.0o 5,000.00 SO0.00 30,000.00 0,00 22,695.50 7,304.50 35~500.00 0.00 27,695.50 7,804.50 13,541.00 0.00 10,106.13 3,434.87 0.00 0.00 1,~6.50 -1,776.50 16,000.00 0.00 14,719.90 1,280.10 29,~1.00 0.00 26,602.53 2,938.47 95,000.00 0.~ 92,717.79 2,2{32.21 9,727.00 0.00 6,022.70 3,7~.30 104,727.00 0.00 98,740.49 5,986.51 608,928.00 9,055.53 391,331.16 217,596.84 Account A.200 A.201 A.205 A.210 Mattituck Park District Balance Sheet As of 12/8/09 Assets Account Name Cash Cash in Time Cash in MBIA/CLASS Petty Cash Total Assets Balance 882.48 314,061.31 126,443.05 50.00 441,436.84... Account A.021 A.022 A.026 A.030 A.630 A.909 Liabilities & Fund Balance Account Name NYs Tax Payable Federal Witholding FICA Tax Payable Bid Deposits Due to Capital Fund Total Liabilities Fund Balance Balance 610.44 156.87 579.80 325.00 15,191.10 16,863.21 424,573.63 Total Liabilities plus Fund Balance 441,436.84 Bill Register December, 2009 Check No. Payee 21385 21386 21387 21388 21389 21390 21391 21392 21393 21394 21395 21396 21397 21398 21399 21400 21401 21402 21403 214O4 21405 214O6 21407 21408 21409 21410 21411 Date Amount BWP-Carquest Auto Parts 12/7/2009 71.45 Cablevision Riverhead 12/7/2009 99.85 C.F. Van Duzer Gas Servioa Inc. 12/7/2009 116.86 CITGO Petroleum Corporation 12/7/2009 512.89 Diane Cotugno 12/7/2009 70.00 Nick Deegan 12/7/2009 44.85 Eckert Oil Service, Inc. 12/7/2009 457.43 EN-Consultants, Inc. 12/7/2009 1,500.00 Home Depot Credit Services 12/7/2009 10.68 ICVM Group 12/7/2009 1,235.00 Jane Kropp 12/7/2009 70.00 Theresa Kuhn 12/7/2009 70.00 Lademann Electric Inc. 12/7/2009 1,466.94 Laurel Stone Supply Plus Inc. 12/7/2009 10.00 LIPA 12/7/2009 718.59 Lou's Service Station Inc. 12/7/2009 175.81 Madam Supply Co. 12/7/2009 81.80 Mattituck Sanitation 12J7/2009 426.24 National Gdd 12/7/2009 225.30 Orlowski Hardware Company, Inc. 12/7/2009 94.03 Eileen A. Powem 12/7/2009 500.00 Schwing Elecl~l Supply Corp. 12/7/2009 167.86 Suffolk County Board of Elecfio 12/7/2009 14.95 Times/Review Newspapers 12/7/2009 42.41 Unique Lettering & Design 12/7/2009 800.00 Verizon 12/7/2009 30.61 Beverly Vlcek 12/7/2009 41.98 9,055.53 SCOUT LODGE DATE BOOKED Nov. 20, 21 & 22 Dec. 4, 5 &6 Dec 11, 12&13 Jan. 29, 30 & 31 Feb. 12, 13 & 14 Mamh 28 April 23, 24 & 25 RAMP 11/11 MISC. FEE 11/25 12/3 12/9 December 2009 Period Covering November 10 - December 9, 2009 Receipts rrEM RECEIPTS AMT. DEPOSITED B.S. Troop 197 $ 45 B.S. Troop 45 $250 B.S. Troop 362 $525 B.S. Troop 197 $450 B.S. Troop 414 $700 Joan Camey, family gathering $175 G.S.S.C. Troop 1866 ~225 Total Lodge $ 2370 for 3 additional for 17 additional (old rates) for 18 plus $75 hlg. sgr. for 15 plus $75 htg. srg. for 25 plus $75 htg.sgr. for 50 max. plus dumpster for 6 plus $75 htg. srg Ramp Key $ 10 Total Ramp $ t0 I Bid Package - New Septic $ 25 12 Bid Packages - New Septic $300 6 Bid Packages - New Septic $1~5 Total Misc. Fee $ 450 TOTAL RECEIPTS $ 2830 DEPOSIT DATE 11/25/09 12/7/09 12/7109 11/25/09 12/1/09 12/7/09 11/18/09 11/18/09 11/25/09 1 2/3/09 12/9/09 SCOUT LOOeE Dec. 11, 12 & 13 Feb. 12, 13 & 14 Feb. 26, 27 & 2.8 Events Booked this Period Selden BS Troop 3~2 Center Moriches, BS Troop 414 Lindenhurst, Venture Crew 2021 December Report Aldrich Cleaned up from two wind storms. Soccer goal blown over fence into parking lot, tree limbs down. Cut grass. Yacht Club Removed tree limbs, wind damage. Installed Mattituck Park District Facility Sign. Picked up leaves. Bailey's Helped with Eagle Scout project, Installing fence by bluff, and beach grass on bluff. Installed Mattituck Park District sign. Cleaned, and Bleached all folding Tables. Found one table that's was cleaned for district vote, marked again with magic marker. Cleaned Lodge after all bookings. Replaced batteries in emergency lights, six total. Called Light House Security for estimate on installation of low temperature alarm. Veteran's Picked up leaves. Picked up downed tree limbs. Setup for District vote. Broke down from District vote. Clean Main Park Dedication sign. Put most picnic tables away for winter. Scraped mst from barbeques, painted with high temperature paint. Installed different kind offence support on play ground gate, seems to be working better. Moved thermostat from meeting room to office. Put up two Christmas wreaths, in main building. Love Lane Installed new Mattituck Park District sign. Bay Ave Installed new Mattituck Park District sign. Picked up leaves. Cut grass Misc. Working on lawn tractors. Replaced bad battery in Chevy Pickup track. Working on floats. Scraped, sanded, primer painted snow plow. Ordered new shoes for snow plow. Made new signage (Keep OffBluf0 for lodge. BIDS FOR THE NEW SEPTIC SYSTEM AT VETERANS MEMORIAL PARK Sealed BID PACKAGES PICKED UP BY: DATE PAID Bid Rec'd BID 1. ALBRECHT LAN~APING, Sco{tAIbrecht 12/7 5665 Main Road Maffituctx, NY 1t952 298-5300 2. D.F. STOGIE CONTRACTING, Bill Thomas 12/3 t230 STATION ROAD MEDFORD, NY 11763 924-2730 3. S.C. BIRTWORK$ INC., Scott Con,in 12/3 PO BOX 276 GREENPORT. NY 11944 872-8624 ALL ISLAND PLUMBING, INC. 912 LINCOLN AVE. HO[BROOK, NY 11741 563-3845, C 774-7625 12/1 5. ANDRIOLA'S INC., Andrew Andriola 12/10 1513 Church Stree~ Holbrook, NY 11741 6. SOUTH SNORE DOCKS, INC., Ron 12/1 P.O. BOX 37 EAST QUOGUE, NY 11942 653-5589 7. JNS CONTRACTING 12/8 Wading River, NY 11792 8. SQUIRES PIER~ON & SONS INC. Chip Pierson 12/7 Southampton, NY 11968 283-1403 9. GUILLO CONTRACTING CORP. 12/2 P.O. BOX 229 CALVERTON, NY 10. BODKIN EXCAVATING, INC P.O. BOX 625 PATCHOGUE, NY 11. KEITH GRIMES INC., Keilh Grimes PO BOX 964 MONTAUK, NY 11954 668-4101 12. EXCAV SERVICES, Robert Govemale PO BOX 409 WADING RIVER. NY 11792 929-1388 12/1 12/3 11/24 lof2 $25 12/t0 $25 12/10 $25 12/10 $25 12/10 $25c 12/10 $25 12/9 $25c 12/10 $25 12/10 $25 12/10 $25 12/10 $25 12/10 $25 12/10 BIDS FOR THE NEW SEPTIC SYSTEM AT VETERANS MEMORIAL PARK Sealed BID PACKAGES PICKED UP BY: DATE PAID Bl~ R~c'd BID 13. G & M EARTH MOVING, Ralph Cofflll 345 ELLSWORTH STREET HOLDBROOK, NY 11741 567-0120 14. WATRAL BROTHERS INC. 45 South 4"~ Street BAY SHORE, NY 11706 586-83OO 11/30 $25 12/10 11/25 $25 12/10 15. ALMED/ALL ClTYPLUMBING, INC. 912 Lincoln Ave. Holbrook, NY 11741 563-3845 16. D.M.T. ENTERPRISES, INC. PO Box 356 Wading River, NY 11792 17. FEBISH I~KINTENANCE, Vaugh Febish 183 E, Woodside Ave. Patchogue, NY 11772 758-1978 t8. KEM SITE DEVELOPMENT LLC, Kevin Milowski PO BOX 818 SOUTHAMPTON, NY 11969 283-8186 19. LASER INDUSTRIES, INC. John Gu#no P.O. BOX 315, RT. 25 RIDGE, NY 11961 12/1 $25 1 2/5 $25 12/3 $25c 12J3 $25c 11/30 $25 NO BID NO BID NO BID NO BID NO BID RESOLUTION 2009-37 RESOLUTION DECLARING TEN 250W LUMINAIRE SODIUM L~W-BAY LAMPS AS SURPLUS EQUIPMENT BE IT RESOLVED that the Board of Co.mmissioners of the Mattimck Park Dislrict hereb:¢ declares the following eqmpment to be surplus equipmem: Ten 250W Luminaire Sodium Low-Bay Lamps. BE IT FIJRTI~R RESOLVE~ that the Board of Commissioners hereby authorizes andldirects the Park D~strict Secretary to advertise for the sale of SalVe. Ref. Dec. 10, 2009 RESOLUTION 2009-38 RESOLUTION ESTABLISHING AND Al)OPTING A VEHICLE USE POLICY WHEREAS, it is necessary to establish by resolution a policy governing the use of Mattituck Park District owned vehicles for officials and/or employees of the Mattituck Park District; AND WHEREAS, all vehicles and related equipment of the Mattituck Park District are owned and maintained for the purpose of conducting official business of the Mattituck Park District; and it is therefore RESOLVED that the Mattituck Park District hereby adopts the following policy for use of Matfituek Park District owned vehicles: 1. Mattituck Park District vehicles are to be used for official business. 2. MPD employees issued vehicles during the normal workday must utilize their personal vehicle for incidental personal business, except for permissible meal/breaks. 3. MPD vehicles shall not be driven by anyone other than the MPD employee to whom the vehicle is assigned. The vehicle shall not be used to transport persons who are not officials or employees of the MPD. 4. Notwithstanding the above, elected officials shall have access to MPD vehicles for official business only. 5. MPD vehicles shall not be driven out of the MPD without permission of the Commissioners. 6. MPD vehicles must always be maintained in a safe and secure condition when not in use, including being locked and/or under direct observation; and all keys maintained under control and authorized jurisdiction of the Commissioners. 7. No advertisements, signs, bumper stickers or other markings of a political or commercial nature may be displayed on MPD vehicles at any time, except those of a limited community service nature, which have been authorized by the Commissioners of the MPD. 8. All vehicles that are to be used must be logged in the logbook located at Aldrich Maintenance Station. Before and after use, the odometer readings are to be entered into the logbook along with the type vehicle and license plate number, date used and signature. 9. Any personal use of an MPD vehicle is chargeable by IRS Law and will be adjusted for commuting purposes. Ref. Dec. 10, 2009