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Home My WebLink AboutMPD-12/09/2010RECEIVED Presiding Commissioners AGENDA Mattituck Park District d~,~ 1 ~ 2L, il Board of Commissioners Meeting Thursday, December 9, 2010 Southold Town Clerk Dods McGreevy, Chairperson Nicholas Deegan Charles Zaloom Call to Order Pledge Approval of Minutes Treasurer's Report Clerk's Report Maintenance Report Doris McGreevy, Chairperson Presented via email John Cushman Lydia Tortora Ed Grohoski PUBLIC COMMENT SESSION ON AGENDA ITEMS All other comments reRardin~l non-agenda items will be held at the end of the meeting Please limit comments to no more than 5 minutes BUSINESS · Scouts' Use of Lodge · Parking Lot Repair @ Vets · Bom Ramp · Aldrich Lane Bathrooms · Thank you letters - Joe Shipman, Donald Gatz, Lea Sullivan & Lynn Summers, Tom Demopoulos · Update on Planting @ Vets · Resolution to Amend Operating Budget - Resolution 2010-48 Authorizing the Board of Commissioners of the Mat'tRuck Park District to Amend the 2010 Operating Budget · Storage shed · Floor Covering, Lighting Fixtures & Mural @ Vets Community Room · Yacht Club field completion · Aldrich Field Repair Work · Advertising at Fields · Christmas Party EXECUTIVE SESSION - Personnel MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING DECEMBER 9, 2010 RFCEIVED Attendance Doris McGreevy, Chairperson Nicholas Deegan, Commissioner Charles Zaloom, Commissioner Eileen Powers, Legal Counsel Beverly Vlcek, Secretary Call to Order D. McGreevy called the meeting to order at 7:05 p.m. Pledge of Allegiance Approval of Minutes Motion by N. Deegan, seconded by C. Zaloom, all in favor and motion carried to approve the minutes of the November 11, 2010 meeting submitted via email. Treasurer's Report The Commissioners reviewed the Treasurer's Report submitted by J. Cushman, including the bill register for December; and the balance sheet as of December 6, 2010 showing total assets in the amount of $455,713; total liabilities in the amount of $454,425; and a fund balance of $ $454,425. A resolution to amend the 2010 Operating Budget to reflect budget line adjustments is included in this meeting's agenda. Motion by D. McGreevy, seconded by N. Deegan, all in favor and motion carded to authorize the Treasurer to pay the current bills, previously reviewed by the Commissioners, and a~t the Treasurer's Report, as submitted. Clerk's Report The Clerk's report was submitted by L. Tortora and N. Deegan noted that total Lodge receipts were $875 and there were numerous events booked at the Lodge, as indicated on the Report. Motion by D. McGreevy, seconded by C. Zaloom, all in favor and motion carried to accept the Clerk's Report as submitted. Maintenance Report The Maintenance Report had been submitted by E. Grohoski and reviewed by the Commissioners. C. Zaloom noted that the electric line to the Lodge had been repaired. C. Zaloom reported that the Lions Club had used the Lodge pdor to Thanksgiving, and although they had left it in decent cleanliness condition, upon inspection C. Zaloom did not feel comfortable that it was clean enough or sanitary enough for the next group. He stated that Dave Zazeski works hard on cleaning it, but that there was lof6 grease build-up in the kitchen area, as well as a more thorough, detailed cleaning needed throughout. Consequently, he and E. Grohoski spent Thanksgiving morning performing the detailed cleaning task. C. Zaloom agreed to pay E. Grohoski compensatory time for his hours of work. D. McGreevy added that part of the rental fee is for cleanup. C. Zaloom stated that detailed cleaning needs to be performed between events. D. McGreevy proposed possible Spring and Winter cleaning. C. Zaloom suggested monthly. He also noted that some hand drying implements need to be added at the Lodge, i.e. a blower hand dryer or paper towels. D. McGreevy asked if the stove was working. C. Zaloom replied yes. He added that E. Grohoski had suggested taking the panels off the stove and painting them. C. Zaloom informed that they had gotten three quotes for a new 16" chain saw and will be purchasing one at a cost of $388. They are also getting quotes for a grass roller. Motion by D. McGreevy, seconded by N. Deegan, all in favor and motion carried to accept the Maintenance report as submitted. BUSINESS SCOUT'S USE OF LODGE D. McGreevy reported that the Scouts would like to meet the third Friday of every month and we would like to accommodate them. There is a conflict, however, in January and the Scouts are trying to reschedule their meeting. She stated that when there is a booking conflict and the requesting party is not flexible, the Park District will ask the Boy Scouts if they can reschedule, giving them as much advance notice as possible. If the Scouts cannot reschedule, they will get the priority use. C. Zaloom agreed and stated that the Scouts are the "home team". All Commissioners agreed that this will be the policy. PARKING LOT REPAIR ~. VETS N. Deegan reported that the Building Department had mentioned the parking lot needs repair. He suggested we fill the pot holes now or in the Spring and then work on getting estimates in the Spring to replace the lot next year. C. Zaloom added we would budget it in July to be included as a capital expense in the 2012 Budget. We can fill the potholes from the 2011 maintenance budget. E. Powers suggested we use an engineer and, of course, it will need to be put out to bid. C. Zaloom responded we should get the scope of work for the full project from an engineer for budgeting purposes, assuming the engineer feels waiting one more year is ok. N. Deegan stated there is a drainage problem in the lot that will have to be looked at also. BOAT RAMP D. McGreevy asked if we have a start and finish date for the boat ramp. N. Deegan responded that the ramp contractor, South Shore Docks, wants lawyers to talk to lawyers. He feels he only has a few things left to finish. E. Powers questioned if he wants a fight. 2 of 6 N. Deegan replied yes, over the repair of the ramp. D. McGreevy remarked that the quality of the work at an 8' section is not good. N. Deegan feels we need an engineer to review the work. E. Powers agreed that we need a qualified engineer who will take a stand. N. Deegan stated that Ron Barnish says the return and ramp are our fault because we made him take out an 8' return. The contractor should have had a plan. It was part of the specs. E. Powers asked if he has a lawyer. N. Deegan replied yes and the lawyer wanted to meet with N. Deegan. N. Deegan told him no. E. Powers asked if he had underbid the job. N. Deegan replied no. He feels the problem is that there was no plan of action, no sequence being followed. He left the ramp open and it got washed out. E. Powers asked if N. Deegan had an engineer in mind. N. Deegan responded no, but he will talk to Tom Burke and get some names. He added that the contractor had hung up on D. McGreevy and N. Deegan stating they made him take out the 8' section, but N. Deegan feels he should have shored everything up. D. McGreevy added that the contractor said ~Mother Nature" did it. E. Powers suggested not paying him at this time. C. Zaloom added that the pilings will not go in until Spring. D. McGreevy stated that at the request of the Southold Town Trustees a berm also needs to go in. Mot/on by N. Deegan, seconded by D. McGreevy, all in favor and motion carded to hire an engineer who will evaluate the boat ramp job prior to payment. E. Powers suggested getting an estimate from someone first so we have an idea as to the cost of the engineer. ALDRICH LANE BATHROOMS D. McGreevy stated she has catalogs with prefab bathrooms, but we need the permits in place first. She suggested that we combine the storage shed construction with the bathroom and get a combined estimate. She asked about the previous grant N. Deegan stated there was $36,000 for the bathroom in '08. C. Zaloom informed that we had appropriated $45,000 for a permanent, public use bathroom over a septic system with landscaping. N. Deegan asked about a possible concession stand at Alddch Lane. It had once been proposed that the soccer club would do the funding, but the past Board wasn't interested. He mentioned that in the catalogs a combined prefab package exists with shed, concession and bathroom. E. Powers offered that she has seen them in other towns and they work well. N. Deegan mentioned that Huntington Town has a new one with concession. C. Zaloom noted that we had already appropriated funding. D. McGreevy suggested we link them together and start pricing. STORAGE SHED D. McGreevy asked where the shed was to be located. 3of6 C. Zaloom informed against the east fence, keeping it a bit off the fence itself with the doors oriented to the South. He stated that the existing building is 30'x30' and feels that size would be best in order to fit the mowers, tractor with implements, and one truck inside with three bays. N. Deegan stated he was thinking more of basic storage with one or two bays. He stated a steel shed 18x30 sells for $6,900. C. Zaloom doesn't think that is large enough. He feels we need three bays in order to access equipment. N. Deegan suggested it would take at least five to six weeks to obtain a permit from the Town. C. Zaloom asked whether we would use a dirt or pad foundation. N. Deegan said there are many ways. C. Zaloom stated you can actually put the building up first and then add the floor. D. McGreevy suggested we do our homework and have something in place by February. C. Zaloom stated the Morton guy is familiar with these products, and then asked who would put it up. N. Deegan stated either the Park District employees or the sellers would do it as a package. D. McGreevy suggested we should agree on a size and asked if the 24x30 would work. C. Zaloom stated it meets our needs now, but no room for growth. He suggested we take a look at our implements and mowers and remember that next year we may have a new truck; therefore, he doesn't think 24x30 is large enough. Commissioners to compare prices between a 24x30 and 30x30 steel shed. THANK YOU LETTERS B. Vlcek to compose thank you letters to Joe Shipman, Donald Gatz, Leah Sullivan, Lynn Summers, Tom Demopoulos and the Southold Town Tree Committee. PLANTING AT VETS C. Zaloom stated he wants to find/select a master gardener for the Mattituck Park District to give us a site plan with proposed plantings for the Parks. D. McGreevy stated that all Master Gardeners are supposed to give 200 hours of volunteer work back to the community. N. Deegan stated we shouldn't feel afraid to plant on our own. C. Zaloom stated there should be a plan and a theme first and would like to have an expert plan it. D. McGreevy stated that she will call Caroline Kiang from the Cornell Cooperative Master Gardener Program and ask her advice. RESOLUTION TO AMEND OPERATING BUDGET Motion by D. McGreevy, seconded by C. Zaloom, all in favor and motion carded to enact Resolution 2010-48 Authorizing the Board of Commissioners of the Mat'dtuck Park District to Amend the 2010 Operating Budget. 4of6 FLOOR COVERING, LIGHTING FIXTURES & MURAL ~ VETS. COMMUNITY ROOM D. McGreevy stated she has put a lot of effort into selecting carpet and the Mohawk 26 is a top choice. Installers "You'll Floor Me" from Hampton Bays had the lowest material and installation pdce of $3,100. She feels the carpet meets our needs and is the one we should purchase. N. Deegan would like to see the color. D. McGreevy stated it is called Hawaiian Island. N. Deegan stated he liked the carpet tile, which is for residential or commercial use and a good choice, as you are able to replace tiles that acquire stains, although he understands most carpets clean up pretty good. D. McGreevy stated she did look at carpet tiles and the ones she saw had buckling and indents and are more expensive. N. Deegan reported that it depends on the backing and the ones he spoke about would not buckle and he could get them for $1.25/sq.ft. from the manufacturer; not installed. He would like to see a better pdce on the ones D. McGreevy is proposing. D. McGreevy stated she had gotten three quotes; $4,600 from Southold Carpet, $3,600 from Home Depot and $3,100 from You'll Floor Me, which she feels is a good pdce. She made a motion to purchase the carpet. C. Zaloom would like to see the color first and then he's ok. Commissioners are to view carpet color and also ask Sandy Hanauer his opinion. LIGHTING FIXTURES D. McGreevy stated IKEA has lights that the electrician said would fit our tracks with the adapters we have. They can accommodate 100 watts and we can use either 50 or 75 and with the dimmers they will have a long life. She would like to order the lights. E. Powers stated that as long as they meet our durability and code and fit the tracks. D. McGreevy stated the electrician said yes and she will check with Sandy Hanauer to make sure. C. Zaloom and N. Deegan agreed it was ok for D. McGreevy to purchase the lights. E. Powers stated we should get a CO before we pay Aleet Construction the balance due. We still owe him $14,000. YACHT CLUB FIELD COMPLETION N. Deegan stated we need to allocate money for fence. C. Zaloom stated it needs to be made symmetric and shortened. E. Powers stated just in the center. C. Zaloom says center and left and we need to add bleachers. N. Deegan stated we need to get three proposals for the fence. It should be about $5,000. C. Zaloom asked if we would have specifications. N Deegan said yes. E. Powers asked how high. C. Zaloom replied 4' with a cap. N. Deegan said he will work on specs. He will talk to Dennis Heffeman about it and then give three companies RFP's. 5of6 ALDRICH FIELD REPAIR WORK N. Deegan reported that the field needs to be reseeded and rolled, C. Zaloom stated we are getting quotes on a new roller at this time. N. Deegan asked if we need a 10' fence. C. Zaloom replied he should mention it to Dennis Helfeman to see if they need the field. N. Deegan stated that John Bdsotti would like to advertise on the ballfields. E. Powers stated the Town does it and legally it is ok. N. Deegan said he would pay about $1,000. Southold Town does it, but the money doesn't go to the Town. It goes directly to the Southold Town Little League Club. D. McGreevy asked who would get the money in our case, how much advertising was being proposed and where was it to be placed. E. Powers stated the money could go directly to the Park District. N Deegan responded that the banners go inside the fence. C. Zaloom stated we would be contrasting against the Town, if we take the money. D. McGreevy stated it could be earmarked for maintenance. C. Zaloom suggested we research it and see what other groups and towns do. Motion by D. McGreevy, seconded by N. Deegan, all in favor and motion carried to at this time, 8:50 p.m., go into Executive Session. Respectfully submitted, Beverly Vlcc~, Secretary 6of6 Account A.200 A.201 A.205 A.210 Mattituck Park District Balance Sheet 12/6/2010 Assets Account Name Cash Cash in Time Cash in MBINCLASS Petty Cash Total Assets Balance 1,768.28 327,201 .O5 126,694.20 50.00 455,713.53 Account A.021 A.022 A.026 A.909 Liabilities & Fund Balance Account Name NYS Tax Payable Federal Witholding FICA Tax Payable Total Liabilities Fund Balance Total Liabilities plus Fund Balance Balance 585.16 192.73 510.36 1,288.25 454,425.28 455,713.53 Date: 12/06/2010 lime: 8:47 PM Account Account Name IVlattituck 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 Interest-Real Prop. Tax A.2401 Interest & Earnings A.2440 Concession Rental A.2590 Beach Permits A.2620 Forfeited Bid Deposits A.2655 Ramp Keys A.2705 Gilts & Donations A.2771 Other Revenues A.599 Appropriated Fund Belance Totals Expenditures A.5650.11 Ramp Attendant A.5650.12 Parking Attend., Hourly Total Parking Attendants Parks Payroll A.7110.12 Pafc-Time Hourly Pets A.7111.12 Fufl-~]me Hourly Pers A.7112.12 Parks, Office Total Parks Personnel Capital Outlay A.7110.242 Site Improvements A.7110.243 Equipment Total Capital OuUay Contractual Expenses A.1980 MTA Payroll Tax A.7110.411 Supplies&Materials 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 Natural Gas A.7110.431 insurance A.7110.442 Site Maint/Facilit7 Rprs A.7110.443 Equipment Repairs A.7110.451 Legal Council A.7110.452 Secretary A.7110.453 Treasurer A.7110.454 Election Tellers A.7110.461 Postage A.7110.462 Permits Total Contractual Expense Beaches A.7180.11 Beach Manager A.7180.12 Beaches, Hourly Total Beaches Employee Benefits A.9030.8 FICA, Employee Benefits A.9050.8 Unemployment Insurance A.9060.8 Medical insurance Total Employee Benefits Debt Service A.9310.6 Debt Principal A.9310.7 Debt interest Total Debt Service Total Expenditures 459,952.00 0.00 459,952.00 0.00 0.00 0.00 60.26 -60.26 10,000.00 0.00 3,004.39 6,995.61 250.00 0.00 662.00 -412.00 %000.00 0.00 19,370.00 -10,370.00 0.00 0.00 550.00 -550.00 1,500.00 0.00 1,400.00 100.00 0.00 0.00 4,400.00 .4,400.00 8,500.00 350.00 13,738.00 -5,238.00 175,000.00 0.00 0.00 175,000.00 664,202.00 350.00 503,136.65 161,065.35 3,000.00 0.00 0.00 3,000.00 10,000.00 0.00 10,696.76 -696.76 13,000.00 0.00 10,696.76 2,303.24 38,500.00 0.00 231970.96 14,529.04 54,000.00 0.00 43,664.40 10,335.60 14,600.00 0.00 13,412.88 1,187.12 107,100.00 0.00 81,048.24 26,051.76 235,000.00 0.00 150,707.38 84,292.62 10,000.00 0.00 299.95 9,700.05 245,000.00 0.00 151,007.33 93,992.67 552.00 0.00 360.30 191.70 60,000.00 3,093.96 34,709.75 25,290.25 -50.00 0.00 -17.26 -32.74 500.00 0.00 0.00 500.00 5,500.00 286.58 3,218.39 2,281.61 20,000.00 1,082.18 9,310.55 10,689.45 500.00 57.31 302.11 197.89 7,500.00 50.64 1,597.02 5,902.98 40,000.00 0.00 26,564.13 13,435.87 20,000.00 376.21 12,590.03 7,409.97 5,000.00 0.00 2,614.73 2,385.27 9,000.00 1,500.00 9,000.00 0.00 5,500.00 0.00 5,076.96 423.04 6,250.00 0.00 5,769.12 480.88 250.00 210.00 337.50 -87.50 500.00 44.00 425.06 74.94 100.00 0.00 530.00 -430.00 181,102.00 6,700.88 112,388.39 68,713.61 5,500.00 0.00 5,000.00 500.00 25,000.00 0.00 21,142.92 3,857.08 30,500.00 0.00 26,142.92 4,357.08 12,500.00 0.00 9,848.31 2,651.69 10,000.00 0.00 154.00 9,846.00 17,500.00 1,308.07 15,563.97 1,936.03 40,000.00 1,308.07 25,566.28 14,433.72 40,000.00 0.00 40,000.00 0.00 7,500.00 0.00 888.53 6,611.47 47,500.00 0.00 40,888.53 6,611.47 664,202.00 8,008.95 447,738.45 216,463.55 Page no. I Bill Register December 2010 Check No. Payee Date Amount 22092 BP 12/6/2010 189.55 22093 Cablevision Riverhead 12/6/2010 99.85 22094 Eckert Oil Service, inc. 12/6/2010 665.54 22095 Home Depot Credit Services 12/6/2010 152.68 22096 Liberty Data Systems, Inc. 12/6/2010 26.99 22097 LI PA 12/6/2010 1,082.18 22098 Mattituck Sanitation 12/6/2010 142.08 22099 Eileen A. Powers 12/6/2010 1,500.00 22100 Suffolk County Water Authority 12/6/2010 57.31 22101 Verizon 12/6/2010 30.23 22102 Nextel Communications 12/6/2010 156.50 22103 Suffolk County Board of Electio 12/6/2010 12.92 22104 Carrot-Top Industries, Inc. 12/6/2010 43.40 22105 Joan Carney 12/6/2010 70.00 22106 Diane Cotugno 12/6/2010 70.00 22107 C.F. Van Duzer Gas Service Inc. 12/6/2010 50.64 22108 Grainger 12/6/2010 30.10 22109 Island Portables 12/6/2010 1,226.00 22110 Paul C. Kaloski 12/6/2010 100.00 22111 Theresa Kuhn 12/6/2010 70.00 22112 Orlowski Hardware Company, Inc. 12/6/2010 184.70 22113 Sound Shore Irrigation, Inc. 12/6/2010 276.21 22114 Unique Lettering & Design 12/6/2010 420.00 22115 Oxford Health Plans 12/6/2010 1,30807 22116 Postmaster 12/6/2010 44.00 8,008.95 December 2010 Period Covering November 9 - December 8, 2010 sCOUT LODGE DATE(S) BOOKED Dec. $,4&5 Dec, 3,4&5 Nov. 5,6&7 Receipts GROUP/ Payee Mineola Boy Scout Troop 45 Mineola Boy Scout Troop 45 Boy Scout Troop 197 Total Lodge ................... RECEIPTS AMT- DEPOSITED $525 for 18 plus $75 htg $275 for 11 additional $ 75 for 3 additional $875 DEPOSIT DATE 11/15/10 12/6/10 12/6/10 LODGE 2011 6/3, 4 &5 10/7, 8 &9 11/18, 19 & 20 11/24 Events Booked this Period Selden Gid Scout Troop 1045 Farmingville Gid Scout Troop 167 Ronkonkoma Boy Scout Troop 197 Mary Bertsch, Thanksgiving Day family dinner November- December Report 2010 Aldrich 1. Weed whacked behind building. 2. Repaired large garbage receptacle. g eakwater 1 ~ Jr ROTC did a beach cleanup 11/13/10 Bill Grigonis in charge. Appro×imagly 40 people involved. I thanked him; and told him it was appreciated. 2. Called Soutbold Town Highway Department. Asked if they could pickup debris from clean up. They did pickup. 3. North door on bathroom sticking, trimmed door fxame. 4. Reinforced life guard float shelf. 5. C~led LIPA about low voltage condition at Bathroom. See October-November report. They repaired electric line. Bailey's Beach Lodge 1. Used easy off oven cleaner on stove. Cleaned burners, and ovens. 2. Put steel wool in all pipe access points. 3.. Opened up lodge for oil burner technician. Burners have been serviced. 4. Replaced all burned-out fluorescent tubes. 5. Removed lamp lens in kitchen, bathrooms, and hallway. Washed lens, put back up. Started to do main hall also. 6. Removed outside hose, 7. '.Removed bottom trim plate f~r~.stove~ .~hV'la~.bmshe~plate, and~ repainl~l with heat rated paint. - Veteran's Park 1. Moved picnic tables off of front pomh for access during Commissioner vote. 2. Brought two folding tables from Lodge for use during voting. Returned to lodge afler vote. 3. Brought left over paint from Aldrich. Gave to contractors, so they could touch up hallway, and outside walls. Outside walls were faded too much to use our paint. 4. Cleaned main hall,bathrooms meeting room, and setup for voting. 5. Made crowd control stanchions for voting. Had to buy drill bit, otherwise all materials were on hand. 6. Brought Potable light tower from Aldrich to illuminate parking lot during voting. Returned to Aldrich al~er vote. Refueled machine. 7. Raking leaves. 8. Picnic hose bibbs,and outside shower has been blown out, (winterized). 9. Talked to Shamrock tree Service to do work on flag pole. They installed a pulley, rope, and boat cleat to pole. 10. Installed lock cylinder in meeting room / main hall door. Love Lane 1. Took flag down, brought flag to Mattituck American Legion Disposal drop off point. *(note all our old flags are brought there to be burnt at their flag burning ceremony.) 2. Opening, and closing bathroom for dock contractors. Yacht Club 1. Trimmed bushes in front of park, Branches brought to Southold Town Transfer Station during grace period. Wolf Pit 1. Removed large tree limbs that fell by road. Misc. 1. Installed leaf holding box on Dodge dump Iruck. 2. Got prices on a new chain saw, per Commissioner Zaloom. 3. Got price for grass roller, per Commissioner Zaloom. 4. Called in electrical readings, all parks. 5. Checked antifreeze levels in all vehicles. 6. Working on repair of Irash bins. 7. Unknown persons trashed Veterans Park. Found morning of 11/29/2010. Flipped picnic tables over, removed caution cones fi.om playground area, and put cones on top of guard shed. They also crocked one trash receptacale in playground area. Eyes ?vere spray painted on guard shed floor, and cemem bulkhead on beach side. The same eyes are also on end of Bay Avenue guard rail. 8. Calling in for Aldrich dumpster pickup when needed. 9. Let Carpet one workman into Veterans Park main building, to take measurements. RESOLUTION 2010-48 RESOLUTION AMENDING THE 2010 OPERATING BUDGET WHEREAS, at the end of the year the Mattituck Park District finds it is necessary to make adjustments to the 2010 budget lines; now then, BE IT RESOLVED, that the Board of Commissioners of the Mattituck Park District hereby amend the 2010 Operating Budget as follows: TO; Parking Attendants $ 700 Site Improvements 20,000 Prompt Payment Discounts 35 Election Tellers 90 Permits 430 Total $ 21,255 FROM: Ramp Attendant 1,255 Supplies & Materials 10,000 Electdc 5,000 Site Maintenance/Facility Repairs 5,000 Total $ 21,255 Reft Dec. 9,2010