HomeMy WebLinkAboutMPD-03/10/2011 MATTITUCK PARK DISTRICT
BOARD OF COMMISSIONERS MEETING
MARCH 10, 2011
Attendance
Charles Zaloom, Chairperson
Doris McGreevy, Commissioner
Nicholas Deegan, Commissioner
Eileen Powers, Legal Counsel
John Cushman, Treasurer
Beverly VIcek, Secretary
Call to Order
C. Zaloom called the meeting to order at 7:15 p.m.
Pled,qe of Alle.qiance
Approval of Minutes
Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carried to
approve the minutes of the February 10, 2011 meeting submitted via email.
Treasurer's Report
The Treasurer's Report was submitted by J. Cushman and included the bill register for
March 201 land the balance sheet as of 3/10/11. Cash on hand totals $764,291;
liabilities total ~ $91,000, most of which is from the Love Lane bulkhead project. We
have a fund balance of $672,000, and we have $532,000 in appropriations remaining,
leaving ~$140,000 excess over appropriations.
Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carried to
authorize the Treasurer to pay the current bills, previously reviewed by the
Commissioners, and accept the Treasurer's Report, as submitted.
Clerk's Report
The Clerk's report was submitted by L. Tortora showing Lodge & miscellaneous receipts
in the amount of $2,350, and various events booked at the Lodge and Picnic Area.
Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carried to
accept the Clerk's Report as submitted.
Maintenance Report
E. Grohoski submitted a Maintenance Report documenting all work done at Park District
properties. N. Deegan highlighted some areas, reporting that work had been done on
the floors at Vets, the mound was removed from the baseball field at Aldrich Lane, and
parking lots were raked. SC Health Department violations were all corrected at the
Lodge with Mattituck Plumbing finishing today. The Health Department inspector will
come back when we notify him.
The leaf cleanup @ Vets will be done closer to Easter and the egg hung.
D. McGreevy asked for a confirmation of change of hours for the regular season.
N. Deegan responded they would begin this coming Tuesday.
D. McGreevy asked if all will start at 8 a.m.
N. Deegan responded probably not Dave Reeve, and he feels it will work out ok.
He stated that the bleachers and benches for MYC will be purchased soon. We have all
quotes.
Commissioners agreed that Dave Reeve could continue to start at 7 a.m. and we will
see how it works and reevaluate.
D. McGreevy asked if E. Grohoski could bdng garbage bags for tomorrow's start of the
mural painting to cover the wainscoting.
N. Deegan replied he will spread tarps and maybe lean them against the wainscoting.
R. McGreevy noted that the art teacher had requested they tape a covering over the
wainscoting to protect it.
Motion by C. Zaloom, seconded by N. Deegan, all in favor and motion carried to accept
the Maintenance Report, as submitted.
PURCHASES
1. Update - Fence RFP - C. Zaloom reported that he had gotten 3-4 quotes for the
outfield fence at MYC and we would decide which vendor to use.
2. M¥C ballfield - C. Zaloom reported that we need to order the benches, bleachers
and dugout gates.
N. Deegan responded that he is getting quotes.
3. Irrigation Contract Renewal - Resolution 2011-7 was at this time read into the
record by B. Vlcek.
Motion by C. Zaloom, seconded by N. Deegan, all in favor and motion carried to enact
Resolution 2011-7 Authorizing the Chairperson to Enter a Contract with Irrigation
Company for the 2011 Irrigation Season.
4. Lawn Roller- N. Deegan and E. Grohoski are getting quotes for the lawn roller and
then will do a purchase order. He hopes to purchase the lawn roller by early April.
2
PROJECT UPDATES
1. Community Room - D. McGreevy reported that the mural is to begin tomorrow at
7:30 a.m. The students will work until 1:15 and then clean up. She asked if we could
purchase some pizza, soda and snacks for them.
N. Deegan and C. Zaloom responded yes.
D. McGreevy stated that the paint had been purchased from Orlowski Hardware
She also reported that Adam Kimmett from the Suffolk County Health Department told
her we do need a permit for the kitchen and that a three compartment sink is needed.
N. Deegan submitted that that is only if we recommend the caterer.
D. McGreevy asked N. Deegan to clarify that with him. She has given the phone
number to N. Deegan and Kimmell said to call him Tuesday or Thursday a.m. She
added that he is not able to act as a consultant but will answer any questions.
C. Zaloom suggested we have a layout of the kitchen prepared before speaking to
Kimmel.
D. McGreevy replied that R. McGreevy had offered to draw up the plan.
2. Easter Egg Hunt - C. Zaloom reported that he had sent a note to Donielle
Cardinale and will call her this week and see her next week to find out what the
Chamber's intention is regarding the Easter Egg Hunt.
PERMITS, FEES & POLICIES
1. Revisions to Rental Policies and Insurance Requirements - C. Zaloom reported
that in an effort to unify our policies and insurance requirements L. Tortora had worked
on revisions.
Resolution 2011-8 was at this time read into the record by B. Vlcek.
C. Zaloom asked if there were any questions.
E. Powers responded she was not involved and that it was fine. She pointed out that
we are using "Certificate Holder" now instead of "Additional Insured" and hoped all
understood the difference.
Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carried to
enact Resolution 2011-8 Establishing and Adopting Revised Rental Policy and
Insurance Requirements for Use of Bailie Beach Lodge, Picnic Area and Veterans
Park Community Room.
2. Pike Street Lease - C. Zaloom reported that this resolution reestablishes the lease.
D. McGreevy reports E. Powers has worked on the lease and it will be finalized next
week and then sent to all Commissioners for review and approval, and then forwarded
to the Town. She asked if there were permit fees.
E. Powers stated yes, $1 per year, and that good changes were made on the rental
provisions.
Resolution 2011.9 was at this time read into the record by B. Vlcek. Motion by C.
Zaloom, seconded by D. McGreevy, alt in favor and motion carried to enact Resolution
2011-9 Authorizing Lease with the Town of Southold for the Pike Street Parking
Lot.
3. Work Session Day Change - C. Zaloom reported that changing the work session
day would give us more time between work sessions and meetings to prepare.
Resolution 201~-~0 was at this time read into the record by B. Vlcek. Motion by C.
Zaloom, seconded by D. McGreevy, all in favor and motion carried to enact Resolution
2011-10 Changing Work Session Day.
4. Beach Boot Camp - D. McGreevy has emailed Lisa Salmon the results of our
work session regarding Zumba classes. L. Salmon stated she would have three single
days, no doubles and will get in touch with Lydia regarding scheduling.
N. Deegan asked if the fee was the same.
D. McGreevy stated yes, $15/hour.
5. Field Usage Policy Status - C. Zaloom stated that this item was discussed on
Monday. We have a draft of policy similar to the Town's but it is not finalized. That
policy is no non-resident team usage of fields is permitted. The fields are for residents
only and there is no fee charged for locals.
D. McGreevy stated that she has gotten a request from McGann-Mercy school to use
the field for Lacrosse practica and that there is availability. She added that the previous
year a non-resident soccer group had used the field and that we do give approval to
different groups. She stated it is a local parochial school located in Southold Town and
that Mattituck residents are on the Lacrosse team.
N. Deegan stated not all are Mattituck residents.
D. McGreevy stated that no team here has all players being Mattituck residents. She
added it is only for six weeks, to the end of May, with 25 chaperoned students who will
be bussed. She stated we have allowed it before.
N. Deegan replied no.
D. McGreevy said it was soccer.
N. Deegan stated we wanted to try it one time but it didn't take place.
D. McGreevy remarked that we did say yes.
N. Deegan stated that was referring to soccer, not lacrosse, which is too hard on the
fields.
C. Zaloom submitted it is an out of town team
D. McGreevy stated it is not out of town.
C. Zaloom added that we have a policy that states residents only, but we do make
exceptions.
N. Deegan stated that we have no policy for non-residents to rent the picnic area.
D. McGreevy replied that North Fork Early Learning Center and Boy Scouts are non-
residents.
C. Zaloom offered that non-residents all ask permission and we have granted
permission. We have had soccer camp and Bob Terry's Mercy soccer group has used
it. Our policy is no, unless exception. He suggested we develop and set a clear policy.
N. Deegan stated there is no availability.
D. McGreevy replied yes, there is.
N. Deegan stated there are fields in Riverhead.
E. Powers replied that if they had available fields, they wouldn't come here.
Gene King from Aquebogue, the Assistant Lacrosse Coach @ Mercy was present and
stated that he knows the soccer field. They have no place to put their teams and it is for
practice only, no games. There is one gids' team and one boys' team that will be
bussed and chaperoned.
Sister Christie, who is a Mercy administrator, was present and stated that they use their
own fields and Riverhead and Aquebogue field. They have 18 teams this Spring
season and have exhausted the fields.
N. Deegan suggested they go to Strawberry Fields.
Sister Christie stated it was not available.
G. King stated that many of the kids that play live in Mattituck.
N. Deegan stated that the soccer fields are occupied from 4:30 to 8:30.
D. McGreevy replied that Monday thru Friday fields 13 & 15 are available until 5:30 and
Mercy has requested use from 3:30 to 5:30.
N. Deegan stated that Lacrosse is hard on the fields and even the Mattituck Lacrosse
coach agrees it is hard on fields.
E. Powers responded that girls' lacrosse is a different sport from soccer.
D. McGreevy added that soccer last year requested the fields from April 2nd to June and
this year they want March to the end of June.
N Deegan stated that the local club always started in March with the first game, the
Waldbaum's Cup, being right around St. Patrick's Day.
D. McGreevy reported that last year soccer started on April 5th and this year it is the
beginning of March, which is an extra month of lighting expense. She doesn't see any
difference in use and feels the field are available so why not let them play.
G. King stated that Mercy High School has been serving the North Fork for decades and
it is not really out-of-town.
D. McGreevy responded that we have no policy for refusing and there is no harm.
E. Powers asked what the harm was for only two hours a day for six weeks.
G. King stated that Strawberry Fields said no.
Sister Christie added that there would be no games.
E. Powers added it was only 60 hours.
N. Deegan stated that the Mattituck Lacrosse Club said that using Aldrich Lane fields for
lacrosse will ruin the fields.
D. McGreevy replied that was just an excuse and that N. Deegan just wants it exclusive
for soccer.
N. Deegan asked what was wrong with that. We have baseball only on fields.
C. Zaloom suggested the problem was we have no policy. It really has nothing to do
with the team. He suggested a work session next Monday at 6:30 to firm up a policy.
Right now our policy is no out-of-towners and no fees for residents.
Motion by D. McGreevy that we make an exception and allow the Mercy lacrosse team
to play. She added that we have the schedules and there is availability.
C. Zaloom stated that he doesn't want to do this every time.
D. McGreevy stated last year we had charged $250.
C. Zaloom would like to see a clear policy.
Ron McGreevy stated that we had accepted grant money for the lights and, therefore, it
opens up the field to the State of New York. There are strings attached.
F. Polistena suggested a limit to the hours of use.
D. McGreevy suggested we take a vote.
Motion by D. McGreevy that we accept proposal for Mercy to use the field from March
7th to May 30th.
G. King stated that it is not even five days a week and it is drills and practice only. They
are not going to dig up the fields
C. Zaloom asked if it fits. He would like to see if the schedules fit. He will accept it if it
doesn't interfere with schedule.
C. Zaloom seconded the motion. A vote was taken with D. McGreevy and C.
Zaloom voting in favor and N. Deegan voting against.
C. Zaloom reiterated that if there is no schedule conflict with Mattituck teams, it's ok.
N. Deegan responded that we will now have to open it up to Mattituck lacrosse
C. Zaloom stated we manage the fields and he would like to see them used by as many
kids as possible.
N. Deegan stated that we only have so many acres and it is hard to keep the grass in
good shape. Now we have Mercy lacrosse and Mattituck lacrosse.
C. Zaloom stated we have to work on a policy.
N. Deegan replied we had already decided to accept it.
OTHER BUSINESS
Substance Abuse Program - Susan Toman from the Guidance Center, a 501C3 non-
profit, that is the lead agency for NYS Communities that Care, was present.
She stated that Communities that Care has been involved in substance abuse and
raising healthy children since 2003 and began prevention in 2000, when there was a
rash of teen suicides. She stated that she is a Certified Alcohol and Substance Abuse
counselor. Communities that Care is under the CAP program and has programs in WH,
SH and SI. There is team intervention that intervenes before teens become addicted.
There was a survey of all three school districts to see what their experimentation with
substances was. It has been a four year process with the state. There were surveys
and results that looked at what is in place. They found there is lots of prevention up
until 12-13, but it is not working now especially with exposure through computers. More
prevention and more programs are needed. There are no supervised activities at the
beach and she would like to utilize the facility.
C. Zaloom asked what kind of program.
S. Toman replied possibly an outdoor picnic at dusk and then coming into a chaperoned
dance. 30-70 youth are often drawn. She would like to start with one in Mattituck, one
in Southold and maybe one at the Town beach.
D. McGreevy asked what age is involved.
S. Toman replied 12-16. The older kids may help with food and maybe she would
separate age groups.
D. McGreevy asked how late the dance would go.
S. Toman replied maybe 3-4 p.m. till 10 p.m.
C. Zaloom asked if there would be swimming allowed.
S. Toman replied no swimming.
D. McGreevy asked if she would know ahead how many would attend.
S. Toman replied in her experience it is never more than 70 and there would be one
adult for every 10 kids with volunteers from the Lions Club or the Italian American Club.
C. Zaloom stated it would be a simple application to Lydia.
D. McGreevy stated that the Commissioners would have to agree that they are around
Mattituck but not necessarily Mattituck based.
C. Zaloom stated that the applicant needs to be a resident.
D. McGreevy asked if she has insurance.
S. Toman stated that the Guidance Center has insurance.
F. Polistena stated it is a public service.
D. McGreevy said to get in touch with Lydia, but Lydia will deny the application if not a
Mattituck resident.
Motion by D. McGreevy, seconded by C. Zaloom, all in favor and motion carried to
allow the Guidance Center, a non-Mattituck, not-for-profit prevention group, to make an
application to Lydia for a one day into evening event.
PUBLIC COMMENT SESSION
Frank Polistena from North Side Out Volleyball was present and explained that he had
requested Thursday evenings as well this year and, therefore, felt there would be a
conflict with Mike Ryan's schedule. He added that his request was to ensure that he
7
didn't lose his right to have a second night. He stated that he was willing to forfeit it, but
wanted to reestablish his right. C. Zaloom stated that we would mediate and try to work
it out with him and Mike Ryan.
Regarding his request for additional VB courts C. Zaloom and E. Powers explained that
the Health Department has limited the Park District to 53 parking spaces. F. Polistena
stated that he will not be increasing the amount of people.
E Powers explained that the HD's figures are based on square footage of usage and if
more courts, more people.
F. Polistena continued that there would be no more people and he wants to get done
with games before dark and that it is not costing the Park District anything.
C. Zaloom stated it is a capacity issue and, also, another night is available for his use,
and that the Park District is not going to expand this year. We will observe and see.
D. McGreevy agreed.
N. Deegan stated he is not convinced it cannot be done. He is not against change.
C. Zaloom stated there was no reason to change.
D. McGreevy agreed.
C. Zaloom asked N. Deegan if he would support adding two more courts.
N Deegan stated he would support one more.
C. Zaloom stated that two commissioners don't feel comfortable and the answer is no,
we are not considering expanding this year.
F. Polistena asked if the Park District would consider striping the parking lot.
N. Deegan replied, "Let's stripe itt" Motion by N. Deegan to stripe the parking lot for
purposes of better parking.
F. Polistena stated the parking lot looks full because you can't see, covered with sand.
He asked why he had to call the Town to sweep it.
N. Deegan replied that is in the original contract.
C. Zaloom stated we will get the sand out.
There being no further business to come before the meeting Motion by C. Zaloom,
seconded by D. McGreevy, all in favor and motion carried to adjourn the meeting at
8:45 p.m.
Respectfully submitted,
Mattitucff-P~rk District
Bill Register
March, 2011
Check No. Payee
22205 We'll Floor "U", Inc.
22212 BP
22213 Cablevision Riverhead
22214 C.F. Van Duzer Gas Service Inc.
22215 GNS Mermaid
22216 Staples Credit Plan
22217 Ivy League Flowers & Gifts
22218 Liberty Data Systems, Inc.
22219 LIPA
22220 Marjam Supply Co.
22221 Nextel Communications
22222 Orlowski Hardware Company, Inc.
22223 Oxford Health Plans
22224 Eileen A. Powers
22225 Suffolk County Water Authority
22226 The State Insurance Fund
22227 Unique Lettering & Design
22228 Verizon
22229 Charles Zaloom
Date Amount
2/22/2011 3,274.75
3/10/2011 142.00
3/10/2011 99.85
3/10/2011 300.42
3/10/2011 21.45
3/10/2011 90.40
3/10/2011 122.21
3/10/2011 37.99
3/10/2011 342.45
3/10/2011 63.92
3/10/2011 157.04
3/10/2011 80.22
3/10/2011 1,308.27
3/10/2011 772.50
3/10/2011 44.71
3/10/2011 237.09
3/10/2011 100.00
3/10/2011 36.50
3/10/2011 8.68
7,240.45
Account
A.200
A.201
A.205
A210
Mattituck Park District
Balance Sheet
3/10~2011
Assets
Account Name
Cash
Cash in Time
Cash in MBIA/CLASS
Petty Cash
Total Assets
Balance
1,327.24
636,173.20
126,740.75
50.00
764,291.19
Account.
A.021
A.022
A.026
A.600
A.605
A.909
Liabilities & Fund Balance
Account Name
NYS Tax Payable
Federal Tax Payable
FICA Tax Payable
Accounts Payable
Retained Percentages
Total Liabilities
Fund Balance
Total Liabilities plus Fund Balance
Balance
473.56
284.03
495.73
85,791.65
4,515.35
91,560.32
672,730.87
764,291.19
Date: 03/07/2011
Time: 8:07 PM
Account Account Name
Mattituck Park District
P.O. Box 1413
Mattituck, 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 Gifts & Donations
A.2771 Other Revenues
A.599 Appropdated Fund Balance
A.5650.12
Total Revenues
Expenditures
Parking Attendants
Parking Attend., Houdy
Total Parking Attendant~
Parks
A,7110.12 Parks, ParbTime Hourly
A,7111.12 Parks, Full-time Hourly
A.7112.12 Parks, Office
Total Parks Personnel
Capital Outlay
A.7110.242 Site Improvements
A.7110.243 Equipment
Total Capital Outlay
Contractual Expenses
A. 1980 NTA Payroll Tax
A,7110.411 Supplies & Hatedals
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 5ire Maint/Facility 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,7110,455 Auditing Services
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 Tnsurance
A.9060.8 Medical Insurance
Total Employee Bane~ts
Debt Service
A.9310.6 Oebt Principal
A.9310.7 Debt Interest
Total Debt Service
Total Expenditures
432,360.00 0.00 364,969.15 67,390.85
0,00 0,00 0.00 0.00
3,000.00 0.00 367.26 2,632.74
500.00 0.00 0,00 500.00
9,000.00 0.00 7,450.00 1,550.00
0.00 0.00 0.00 0.00
1,000.00 0.00 0.00 1,000.00
0.00 0.00 0.00 0.00
151000.00 0.00 2,650.00 121350.00
106,000.00 0,00 0,00 106,000.00
566,860.00 0.00 375,436.41 191,423.59
17,000.00 0.00 0.00 17,000.00
17,000.00 0.00 0.00 17,000.00
40,000.00 668.64 3,424.31 36,575.69
56,000.00 11687.00 8,322.65 47,677.35
181000.00 906.16 2,806.48 15,193.52
114,000.00 3,261.80 14,553.44 99,446.56
140,000.00 0.00 3,274.75 136,725.25
10,000.00 0.00 919.54 9,080.46
1501000.00 0.00 4,194.29 145,805.71
600.00 0.00 0.00 600.00
50,000.00 568.18 3,003.31 46,996.69
-50.00 -1.31 -1.31 -48.69
500.00 0.00 0.00 500.00
5,000.00 293.39 686.28 4,313.72
12,000.00 342.45 928.63 11,071.37
500,00 44.71 44,71 455.29
5,000.00 300.42 607.61 4,392.39
30,000.00 237.09 474.19 29,525.81
20,000.00 0.00 182.50 19,817.50
5,000.00 0.00 88.81 4,911.19
10,000.00 772.50 2,317.50 7,682.50
6,500.00 217.88 1,089.40 5,410.60
7,250.00 247.58 1,237.90 6,012.10
300.00 0.00 0.00 300.00
15,000.00 0.00 0.00 15,000.00
500.00 0.00 44.00 456.00
60.00 0.00 0.00 60.00
168,160.00 3,022.89 10,703.53 157,456.47
6,500.00 0.00 0.00 6,500.00
27,000.00 0.00 0.00 27,000.00
33,500.00 0.00 0.00 33,500.00
13,700.00 285.14 1,291.39 12,408.61
0.00 0.00 616.00 -616.00
18,000.00 1,205.27 3,409.71 14,590.29
31,700.00 1,490.41 5,317.10 26,382.90
50,000.00 0.00 0.00 50,000.00
2,500.00 0.00 0.00 2,500.00
52,500.00 0.00 0.00 52,500.00
566,860.00 7,775.10 34,768.36 532,091.64
Page no. 1
March 2011
Period Covering February 11 - March 10, 2010
SCOUTLODGE
DATE(S)
BOOKED
2/19 & 2O
2/27
3/4, 5 &6
3/11, 12 & 13
4/8, 9 & 10
MISC. RECEIPTS
LODGE
2/19 & 20
4/8, 9 & 10
5/6 & 7
7/1
7/2
8/12, 13 & 14
8/19, 20 & 21
7/22, 23 & 24
Receipts
GROUP/ RECEIPTS
Payee AMT. DEPOSITED
Amy Demchak, private $ 475
Gilda Piriano, private $150
Girl Scout Troop 392 $ 450
BSA Troop 377 $ 625
BSATroop 377 $ 75
GSSC Troop 1866 $ 325
Total Lodge ......... $2,100
DEPOSIT
DATE
for wedding reception, setup and 2/14/11
cleanup time, plus $25 dumpster
for private family gathering 2/24/11
for 15 p @ $25 plus $75 htg. 2/14/11
for 25 p @ $25 2/22/11
heating surcharge3/10/11 3/10/11
for 10 p @ $25 plus $75 htg. 3/10/11
Charles J. Zahra $ 250 easement
Total Receipts ....... $2,350
Events Booked this Period
Mattituck - Amy Demchak, Wedding Reception ,.
Ridge - SC Girl Scout Troop 1866
Babylon - Den 2, Cub Scout Pack 99
Mattituck - Katherine Chamberlain, Daughter's Graduation Party
Mattituck - Sharlene Catullo, Son's Graduation Party
East Meadow - SC Boy Scout Troop 362
Middle Island - SC Girl Scout Troops 1042 & 839
Mount Sinai - Boy Scout Troop 384
3/10/11
Page 1 of 2
March 2011
Period Covering February 11 - March 10, 2010
Events Booked this Period- cont.
VETS PICNIC AREA
June 18
July 10
July 16
Aug. 6
Aug 7
Cub Scout Pack 39 - Cub Picnic Steve Jester,
North Fork Italian/America Club - Annual Club Picnic, Joe Finora,
Katherine McGreevy, Family Picnic
Lorraine Connolly, Birthday Party/Picnic
Tom Williams, Company Picnic
Page 2 of 2
February - M:trch 2011 Report
Aldrich Field
1. Removed i>itches mound from ball field, leveled infield. Dug up first, third, and
home plate mounts. Couldn't find second base mount. Need to put top soil, and
seed m',, wt]en weather is warmer. Per Commissioner Deegan.
2. Leveled fro~ut parking area to remove snow plow and winter damage.
3. Moved bleaches offofball field to side lines.
Bailey's Beacl Lodge
1. Installed alt gap on water conditioner drain per Suffolk County Board of Health.
2. Br~ugl~t tobies from Veterans Park, and chairs up from basement for wedding.
Brougl-~t tables back to Veterans Park.
3. Setup 13r t:arnily get together.
4. Made new key for janitors closet, placed in time clock for hot water heater.
5. Wiad ble~ exhaust fan roof shroud off roof. Repaired shroud, and reinstalled
sl~roud. When the shroud was off The belt for the motor was inspected, and found
to be flayed. Belt was replaced.
6. Replaced keep offbluffsign in parking lot. It was pulled off.
7. Rela~ni)ed outside, and inside.
8. Replace filters on reverse osmosis equipment under sink in kitchen.
'Veteran's [)ark
1. installed tile floor in kitchen area.
2. Grouted tile in kitchen area, and prepping for sealing.
3. Removed tree limb that fell in picnic area from ice damage.
4. Help scrap, :~nd clean up for Peconic Plunge.
Inst'alle~l some small stones by down spout on main building to see if it would
hclp with erosion problem, per Commissioner McGreevy.
6. Removed tree dedication plaque from playground area, and installed it on new
trcc giw:n to Park from Southold Town Tree committee.
Love Lm e
.... : 1. Moved old fencing from parking lot to west side along fence.
2. Cut 12" x 12" that was removed from old bulkhead to 5 foot lengths, and placed
in front of new bulkhead for temporary ear stops.
Yacht Club
1. Did a clean sweep of beach grass to remove garbage that was under winter snow.
2. Measured for bleacher placement per Commissioner Zaloom. : ;: .
Called in electrical readings, all parks.
2. Working on repair of trash bins, and picnic tables.
3. Calling in for Aldrich dumpster pickup when needed.
4.. Plowed, and shovel snow at all parks..
5. Working on hustler lawn mower at Aldrich. ~
6. Installed trash can lid restraints, on trash bins located by the water.
7. Set up Community Service person at Lodge to clean bluff.
8. Worked on equipment, ie. Sharpened chalnsaw after use, repaired three point
hitch on tractor.
9. Picked up picnic table from Breakwaters, moved to Aldrich to repair fire damage.
10. Mcr with Commissioner Zaloom Inspected Aldrich Field, Yacht Club, Veterans
Park, Bay Avenue field, tennis courts, and met with DEC at Wo!f Pit,.
11. Removed wind fall branches from all parks.
12. Brought Toro lawn mower from Aldrich to Veterans. Brought ~Toro mower from
Veterans to Aldrich to start service.
13. Got updated estimates for commercial lawn roller.
RESOLUTION 2011-7
RESOLUTION AUTHORIZING THE CHAIRPERSON OF THE BOARD OF
COMMISSIONERS TO ENTER INTO A CONTRACT WITH AN IRRIGATION
COMPANY FOR THE 2011 IRRIGATION SEASON
WHEREAS, the Commissioners of the Mattituck Park District have determined that it is
in the best interest of the Park District to have an irrigation contract for the maintenance
of Park District properties, and
WHEREAS, the Commissioners will be reviewing three or more proposals from
irrigation companies and will determine which proposal is fair and reasonable and will
provide the necessary services; now then
BE IT RESOLVED, that the Chairperson of the Board of Commissioners of the
Mattituck Park District is hereby authorized to enter into a contract with an irrigation
company to provide irrigation services for the 2011 irrigation season, subject to the
approval of the District's attorney.
Ref. March 10, 2011
RESOLUTION 2011-8
RESOLUTION ESTABLISHING & ADOPTING REVISED RENTAL POLICY
AND INSURANCE REQUIREMENTS FOR USE OF BAILIE BEACH LODGE,
PICNIC AREA & VETERANS PARK COMMUNITY ROOM
WHEREAS, the Board of Commissioners of the Mattituck Park District has determined
revisions of the current rental policy and insurance requirements for the use of Bailie
Beach Lodge, Veterans Park Picnic Area and Veterans Park Community Room are
necessary and appropriate; now then
BE IT RE$1~LVED that the Board of Commissioners of the Mattituck Park District
hereby establishes and adopts the following amendments to said policies:
]. AMENDMENTS TO RENTAL POLICY FOR USE OF BAILIE BEACH LODGE AND
VETERANS PARK COMMUNITY ROOM
a) Chat~t~e Lodge available from 8 AM to Midnight to t0 AM to midnight. (Otherwise,
there is not enough clean-up time from the night prior when events are back-to-back)
b) Increase deposit for events from $50.00 to $100.00 (same as scouts)
c) Delete "Rental fees are nonrefundable" and adopt same cancellation/refund policy as
Community Room and Picnic Area...
"Cancellation/Refund Policy. A full refund or change of date may only be made if the
applicant notifies the Park Distdct Clerk thirty(30) days in advance of the event.
Applicants canceling less than thirty (30) days p#or will forfeit the usage fee and security
deposit. '
d)
Amend fees from:
25 people--S100
50 people- -$150
75 people-- $200
100 people--S250
125 people--S300
150 people--S350
to.~:
0-50 people $150
51-100 people $250
101-150 people $350
e) Establish flat fee of $450.00 for weddings and wedding receptions at Bailie Beach Lodge
and Veterans Park Community Room. The fee shall include a total of 5 additional hours
for setup, which may include time the day prior to the event, as well as delivery time, and
added cleanup time the morning after the event, if needed.
PROPOSED AMENDMENTS TO INSURANCE REGUIREMENTS FOR BAILIE BEACH
LODGE EVENTS AND PICNIC AREA 'RULES AND REGULATIONS' TO SAME AS
COMMUNITY ROOM.
~t) Revise provision for events "with alcohoF, except Catered Events. Change to
require $500,000 Personal or General Liability (homeowners,etc,) insurance with MPD
as ~Certificate Holder" for Lodge, and same for groups over 50 at Picnic ^rea with
or without alcohol.
b) Groups under 50 at Picnic Area will not be required to have insurance.
c) New/revised insurance requirements are retroactive to January 1, 2011.
Ref, March 10, 2011
Veterans Park Community Room
11280 Peconic Bay Boulevard, Mattituck, NY 11952
A waterfront site for up to 150 people
Inside seating limited to 80 people
Features
· Outside covered patio
· Picnic Tables available
· Prep kitchen with refrigerator, counter, sink, and microwave
· 12 seventy-two inch round Tables
· 2 rectangular six-foot IongTables
· 80 plus Chairs available
· Portable Beverage Server
· Portable Dance Floor available for rent
· · Accessto beach (Swimming Prohibited when liJ~eguard oH duty.)
Rental Fee* · 0-25 people $200
· 26-80people 5350
· ~1-150people $450
· Max 150 guests
Security Deposit oj:$250 required
Mattituck Park District
P.O. Box 1413, Mattituck, New York, 11952
PH (631) 298-9103, FX (631) 298-9103
mattoarkdist~optonline, net* www. mattituckpar~kd[~vict, com
Veterans Park Community Room - Rules and Regulations
Special Uae Permits will only be issued to residents of Mattituck Park Distdct and to resident groups and
organiz~afions of the Park District. Permits are non-transferable. Applicant must be on the premises dudng the event
and is responsible for the care of the Community Room, parking supervision, garbage and grounds cleanup, and all
phases of the event.
ReServation Limit. Residents and groups may reserve only two (2) Saturdays and/or Sundays per year.
Tfi~ Application should be returned with the security deposit payable to the Mattituck Park District. Completed
A~Plications, (including Insurance Certificate) and any additional fee(s) must be received 30 days prior to the event,
unless timing requires it earlier.
Deposit. A separate deposit check of $250.00 is required to hold the date and to ensure against damages or extra
cleanup. We will hold your desired date once the deposit is received. The deposit will be returned if the area is found to
be undamaged, in clean condition, and compliant with the Rules and Regulations.
General Liability Insurance is mandatory and must be arranged and paid for by the applicant.
1. Apolicant: Must provide a "Certificate of Insurance" f0~' personal liability insurance (homeowners, event, personal
' · liability, renters, etc.) in the name of the eoolicant for the amount of $500,000 showing the Mattituck Park District"
as the 'Certificate Holder".
2. Caterers~ Event Planners and/or qther Aqents of the Aoolicant: Must provide a 'Certificate of Insurance' for
General Liability Insurance of not less than $1,000,000 without alcohol and an additional $1,000,000 Liquor Law
Liability Legal Policy if alcohol is served with the "Mattituck Park District" listed as an "Additional Insured" on a
Certificate of Insurance. The caterer must provide a copy of their liquor license to the Mattituck Park District.
Time Slots Available: 10:00 a.m. - 4:00 p.m. OR 5:00 p.m. - 11:00. The building must be vacant for cleaning from
4 p.m. to 5 p.m. and be cleaned and vacant by 11 p.m.
Clean-up:
· Please include setup and clean-up within the six-hour time allotted.
· Group to set-up tables and chairs as needed.
· Group to vacuum and spot clean rug as needed. Kitchen floors to be swept and mopped clean. All surfaces to
be wiped clean including, tables, chairs, refrigerator, microwave, sinks, countertops and wall areas that have been
soiled.
· ' All decorations and garbage to be removed at the end of the event and placed in outside dumpster.
General:
· All tables and chairs n~ust remain in the building at all times.
· Cooking equipment is NOT PERMITTED in building at any time. Crock pots/hotboxes/Stereo are okay.
· 'Use only gas grills outside. No grills or cooking under roof areas.
· Alcoholic Beverages may not be served to persons under 21 years of age. The sale of alcohol is prohibited.
Alcohol cannot be served in violation of the NY State Alcoholic Beverage Control Law. Applicant is responsible
for compliance with the NY State Alcoholic Beverage Control Law. No glass beer bottles or kegs permitted.
· Bonfires, fireworks, glass bottles and animals are prohibited.
· Loud music is not allowed. Sound must be contained in building.
· Smoking prohibited in the building and on the porch at all times
· No helium balloons permitted.
Parking is availabie in the designated area of Veterans Beach parking lot.
Cancellation/Refund Policy. A ful~- refund or change of date may only; be made if the applicant notifies the Park District
Clerk thirty (30) days in advance of the event. Applicants canceling less than thirty (30) days prior will forfeit the usage
fee and security deposit.
MPD 2110/11
Mattituck Park District - Vets Park Picnic Area
Rules and Regulations
Special Use Permits will only be issued to residents of Mattituck Park District and to resident groups and organizations of the Park
District. Permits are non-transferable. Applicant must be on the premises dudng the event and is responsible for the care of the
Picnic Area, including parking supen/ision, garbage and grounds cleanup, and all phases of the event.
Reservation Limit. Residents and groups may reserve only one (1) Saturday or Sunday per month.
The Application should be returned with the deposit payable to the Mattituck Park District. Completed Applications and any
additional fee(s) must be received 30 days prior to the event, unless timing requires it earlier.
Deposit. A SEPARATE DEPOSIT CHECK OF $50.00 is required to hold the date and to ensure against damages or extra cleanup.
We will hold your desired date once the deposit is received. The deposit will be returned if the area is found to be undamaged, in
clean condition, a'nd compliant with the Rules and Regulations.
Liability Insurance is required for: a) Groups over 50 people; or b) groups using a caterer. Required Insuranca certificate(s) and
the liquor license of the caterer, if applicable, must be included with the completed application.
a) Aoolicant: Must provide a "Certificate of Insuranca" for general or pemonal liability insurance (homeowners, event,
personal liability, renters, etc.) with insurance limits of not less than $500,000 for groups over 50 people with the
Maftituck Park District listed as an "Certificate Holder' on a Certificate of Insurance from a policy in the name of the
Aoolicant.
b) Caterers, Event Planners and/or other Aqents of the Applicant: Must provide a "Certificate of Insurance" for
General Liability Insurance of not less than $1,000,000 without alcohol and an additional $1,000,000 Liquor Law
Liability Legal Poticy if alcohol is served with the "Mattituck Park District" listed as an "Additional Insured" on a
Certificate of Insurance. The caterer must provide a copy of their liquor license to the Mattituck Park District.
Tents., .,Ca,n, opy and bOle tents are permitted provided the total area does not exceed 1600 square feet. (i.e. 2 - 20'x40' tents or
1 - 40x40 = 1600 sq. ft.). Tents must be delivered and removed on the day of the event. Applicant is responsible for any
necessary Southold Town permits and must provide copy of permit, or a letter from Southoid Town indicating no permit necessary.
Portable Bathrooms. Use by more than 50 people may require applicant to provide a portable bathroom(s).
Parking is limited to 40 vehicles within the Picnic Area. Additional parking is available in the Veterans Beach parking lot for
residents with a valid Beach Permit Sticker or Guest Pass. Vehicles are not permitted to park along Peconic Bay Boulevard.
Garbage and grounds cleanup are the responsibility of the Applicant. Garbage must be deposited in the dumpster.
Excessive noise, loud music, and hazardous conditions are prohibited. Music must be at conversation level by 9 pm.
Alcoholic Beverages may not be served to persons under 21 years of age. The sale of alcohol is prohibited
~ancellafion/Refund Policy. A full refund or change of date may only be made if the applicant notifies the Park District Clerk thirty
(30) days in advance of the event. Applicants canceling less than thirty (30) days prior will forfeit the usage fee and security deposit.
Violation of any of the above may result in expulsion or loss of the right to reserve the park for future use.
FEES:
8am-5pm
5 pm - 10 pm
Groups up to 50 people
$50 Deposit
No Usage Fee
$50 Late close-up fee
INSURANCE:
No insurance required.
Caterer $1,000,000 Commercial General Uability,
and $1,000,000 Liquor Caw Legal Liability Policy (if alcohol is
served) with Mattituck Park Distdct added as "Additional
Insured~ evidenced by CeKdficate of Insurance. Copy of Liquor
License required.
Fee Schedule
FEES:
8am -10pm
INSURANCE:
Groups of 51-150 people
$50 Debosit
$100 Usage Fee
$500,000 Personal Liability or General
Liability with Mattituck Park Distdct as
"Certificate Holder' evidenced by Certificate
of Insurance.
Caterer $1,000,000 Commercial General Liability, and
$1,000,000 Liquor Law Legal Liability Policy (if alcohol is
served) with Mattituck Park District added as 'Additional
Insured' evidenced by Certificate of Insurance. Copy of Liquor
License required.
RESOLUTION 2011-9
RESOLUTION AUTHORIZING LEASE WITH TOWN OF SOUTHOLD FOR THE
PIKE STREET PARKING LOT
WHEREAS, the TOWN OF SOUTHOLD has been using the PIKE STREET
PARKING LOT, owned by the MATTITUCK PARK DISTRICT for many years
pursuant to a succession of leases; and
WHEREAS, the last lease expired in 2007; and
WHEREAS, the Board of Commissioners of the Mattituck Park District has
concerns regarding the Town's use of said parking lot, including the upkeep and
maintenance of same, and has discussed those concerns with the Town Board of
the~ Town of Southold at a public work session of the Town Board on February
15, 2011; and
WHEREAS, the Town and the Park District reached an understanding regarding
the use of the lot;
NOW, THEREFORE BE IT RESOLVED that the Chairman of the Board of
Commissioners of the Mattituck Park District is authorized to enter into an Inter-
Municipal Lease Agreement with the Town of Southold for the Pike Street
Parking Lot subject to and upon approval of the District's attorney and the
Mattituck Park District Commissioners.
Ref~ March ;10, 2011
RESOLUTION 2011-10
RESOLUTION CHANGING WORK SESSION DAY
WHEREAS, the Board of Commissioners of the Mattituck Park Distdct currently hold work
sessions at 6:30 p.m. on the Monday preceding the regular Thursday Board of Commissioners
meeting pursuant to Resolution 2010-6, and
WHEREAS, the Board finds that holding the work session further in advance of the meetings
would allow more meeting preparation time and would better serve the needs of all; now then
BE IT RESOLVED, that the Board of Commissioners of the Mattituck Park Distdct hereby
amend Resolution 2010-6 and adopts as their new work session day the Monday of the week
Preceding the regular Thursday meeting commencing at 6:30 p.m.
Ref. March 10,2011
RECEIVED
APR - 5