HomeMy WebLinkAboutMPD-09/08/2011Presiding Commissioners
Call to Order
Pledge
Approval of Minutes
Treasurer's Report
Clerk's Report
Maintenance Report
AGENDA
Mattituck Park District
Board of Commissioners Meeting
Thursday, September 8, 2011
Charles Zaloom, Chairperson ,
Nicholas Deegan
Doris UcGreevy OCT ~J 4 2011
Chades Zaloom, Chairperso~~' ~
Southold Town Clerl~
Presented via email
John Cushman
Lydia Tortora
Ed Grohoski
PUBLIC COMMENT SESSION ON AGENDA ITEMS
All other comments reFlardin[i non..aflenda items will be held at the end of the
meeting
Please limit comments to no more than 5 minutes
Purchases
· Update on air conditioning
Proiects · RFP's for boat ramp pilings
· Girl Scout Project
Field Usa.qe · Hitmen team charges
· Letter to M-C school stopping maintenance
· Date for next Field Use Work Session
· VB Parking
Pem~its, Fees & Policies · Cell Phone Usage Policy - Resolution 2011.42 Adopting and Establishing a Cell
Phone Usage Policy
· Credit Card Usage Policy - Resolution 2011-43 Adopting and Establishing a Credit
Card Policy
· Record Retention Policy - Resolution 2011-44 Adopting and Establishing a Records
Retention and Disposition Policy
· Tax Exemption Policy
Events
· Susan Toman's Communities That Care - chaperones
Other Business · Date & location of November Commissioner Election
· Resolution 2011-45 Amending the 2011 Budget
PUBLIC COMMENT SESSION
EXECUTIVE SESSION
· Ad for Treasurer
MATTITUCK PARK DISTRICT
BOARD OF COMMISSIONERS MEETING AND BUDGET VOTE
SEPTEMBER 8, 2011
Attendance
Charles Zaloom, Chairperson
Nicholas Deegan, Commissioner
Doris McGreevy, Commissioner
Eileen Powers, Legal Counsel
John Cushman, Treasurer
Beverly Vlcek, Secretary
Call to Order
Chairperson C. Zaloom called the meeting to order at 7:30 p.m.
Pledge of Allegiance
Approval of Minutes
Motion by N. Deegan, seconded by D. McGreevy, all in favor, and motion carded to approve
the minutes of the August 11,2011 meeting submitted via email.
Treasurer's Report
J. Cushman submitted the Treasurer's Report, which included the bill register for September
showing checks paid in the amount of $8,109.84 and the balance sheet as of September 7,
2011 showing total assets of ~$542,000 and tax liabilities in the amount of $2,300. He noted
that we are over budget on Beach permit receipts and are in good shape financially. He added
that all bills have been reviewed by the Commissioners.
(Note: Budget Amendments resolved this evening under attached Resolution 2011-45 will be
reflected in next month's budget accounting)
Motion by C. 7_.aloom, seconded by N. Deegan, all in favor and motion carded to accept the
Treasurer's Report, as submitted, and pay the current bills.
Clerk's Report
L. Tortora submitted the Clerk's Report showing total receipts from Lodge & Community Room
bookings, Petty Cash reimbursement, and beach and motel permits in the total amount of
$2,875. Two-year receipts from beach and guest passes/permits (2010&2011) are $29,110,
reflecting a $5,000 increase per year from the year 2009.
D. McGreevy reported that L. Tortora feels good weather, the fact that people are now being
stopped if their stickers are not displayed on their cars, and the Beach Attendants now staying
until 4:30 rather than 4:00 has contributed to the increase. She also noted that guest passes
have increased more at Breakwater than at Veterans Park.
N. Deegan asked why we shouldn't sell two-year passes this year as well.
J. Cushman responded that we purchased the two-year passes last year. They were sold and
the income deferred over two years. This year the passes were sold as one-year passes and
we didn't have to buy new passes, which cost - $500. We also wouldn't know how many
passes would be ~',ccded.
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D. McGreevy added that time has been saved and the new system works well. She also stated
that next year L. Tortora would not be handling the passes.
C. Zaloom is to consult L. Tortora regarding how a new part time employee can be used. He
stated he would look at the whole job description and see what assistance would be
appropriate.
D. McGreevy stated that the Clerk's role has expanded due to new facility bookings.
C. Zaloom submitted that we had tded to add hours to L. Tortora's position, but that it hadn't
worked out. He asked if we could change her position and add the hours.
E. Powers responded that L Tortora does not want a futl time job.
N. Deegan stated that she has been accumulating compensatory time.
D. McGreevy suggested we again consider the position of Facilities Manager.
J. Cushman stated that we could compose a duties statement and submit it to Civil Service for
them to create a new position.
D. McGreevy expressed that L Tortora had done a fabulous job.
C. Zaloom added that she is spanning a lot of roles.
N. Deegan asked how the Radigan party had gone, and noted that they came back and cleaned
up.
D. McGreevy stated that they were fine.
Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carded to approve the
Clerk's Report, as submitted.
Maintenance Report
E. Grohoski submitted a Maintenance Report, which was reviewed by the Commissioners.
C. Zaloom noted there was a tree down on Bay Avenue.
N. Deegan stated that the tree is on Town property and the Town should take care of it.
D. McGreevy asked about the stdping of the parking lot at Breakwater and would like to have it
done at this time. She asked if the LIPA pole should be removed first.
N. Deegan replied yes, and that he had talked to LIPA.
D. McGreevy asked if we have to pay for the removal.
N. Deegan replied yes, and that we could move it to the guardrail or further and take care of it,
or perhaps get underground widng. He suggested we wait to get the LIPA report.
C. Zaloom asked if the roads were clear.
N. Deegan replied yes. He stated that replacing the boardwalk would be the next project.
He reported that he had gotten a quote for the Wolf Pit tree removal from Chds Mohr in the
amount of $1,500 and from Bill's Tree Service in the amount of $1,400. He noted there is also a
tree down that needs to be removed at Alddch Lane. He is awaiting proposals. He had received
complaints from the neighbors regarding a tree down at the tennis courts. He considered it an
emergency and had Bill's Tree Service take care of it.
D. McGreevy reported that Northeastern had a weed whacker brought in for service by an
individual and there was a service fee of $150. It was brought in at the end of July and no one
had picked it up or paid for it, so they looked up the sedal number and discovered the weed
whacker belonged to the Park District. They will not, however, at this time release it to us.
She reported that N. Deegan had tried to contact the individual who dropped it off, but has had
no success. She feels we should be more aggressive and get the police involved.
E. Powers advised that we should have a policy on stolen property and that the police should
handle it. It should not be handled in-house.
J. Cushman asked why it was not being returned.
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E. Powers replied because another person had brought it in. We will have a claim on it.
J. Cushman asked if it was a former employee.
D. McGreevy replied yes.
J. Cushman stated we should call the police.
N. Deegan stated that he did try to get in touch with the person and that he does not know him.
E. Powers reiterated that we should not try to handle it ourselves, but to let the police take care
of it.
J. Cushman stated that an employee had quit soon after the weed whacker disappeared and
there was suspicion at the time.
D. McGreevy stated that the manufacturer keeps record of who owns its equipment.
N. Deegan stated it is part of maintenance and he would be happy to contact the police.
D. McGreevy reported that a Notice of Claim had been filed by a person who fell on the
boardwalk at Breakwater.
E. Powers stated that it was reported to her and then to the insurance company. She then got a
Notice of Claim and sent it to our insurance company. NYMER has assigned the law firm of
Devitt & Spellman to represent us. There will first be a 50H headng to investigate the claim.
D. McGreevy noted that the Notice of Claim included Southold Town as well.
E. Powers responded that it is normal procedure for a claim to name any possible owners.
The Notice of Claim is considered a prior notice, which is necessary whenever a municipality is
sued. She reported that the woman who fell was taken to the hospital and the claim shows a
left wdst and dght elbow fracture. She stated that for us to have liability there has to be a
defective condition that we knew about or should have known about,
N. Deegan asked if it was okay to fix the boardwalk at this time.
E. Powers responded yes, that would not be held against us.
D. McGreevy asked why we even need the boardwalk; people can just walk on the beach.
N. Deegan responded that we could eliminate it; it is quite long and we have been replacing a
lot of boards.
E. Powers asked if it wes dangerous.
N. Deegan responded that in March at the beginning of the season it had needed work, but it
was fixed and he doesn't think it is dangerous. He added that the need for repairs is weather
related.
E. Powers stated that we could ask the lawyers that will represent us if they think we should
remove the walkway.
D. McGreevy asked E. Powers if she would ask them.
E. Powers responded that she would.
C. Zaloom noted that the items we are discussing should come under "other business" not as
"reports", which should document past activity. The reports should be "read only."
D. McGreevy stated that sometimes there are questions that adse.
Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carded to approve the
Maintenance Report, as submitted.
PURCHASES
Update on Air Conditioning
N. Deegan reported that the season for AC was now over and he doesn't feel this purchase is
urgent, and he has; therefore, not proceeded,
D. McGreevy asked if he could plan on continuing with the purchase
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N. Deegan responded sure, and informed that he had six companies lined up to get RFP's from.
Lydia has the list. C. Zaloom had wanted to hire an engineer first. N. Deegan stated his desire
was to get the proposals first and then consult an engineer, if needed.
C. Zaloom responded that he would like a company to give us an idea of what was needed.
D. McGreevy added that all the duct work was in place.
C. Zaloom stated that he would like to know the correct capacity and power.
N. Deegan stated he would follow up on getting a separate company to give us specs.
D. McGreevy added we would then forward the specs to the six companies and request RFP's.
All Commissioners agreed to this process and that we would pay a consultant for their review
and specs.
PROJECTS
RFP's for Boat Ramp Piling
N. Deegan stated that Bob Terry would be giving him a pdce within the month for the
replacement of the pilings. He is awaiting proposals from two other contractors, one of whom is
from Jamesport.
D. McGreevy asked if he had called the contractor from Mattituck, Pawlik.
N. Deegan responded no, he had been calling the wrong number. He has requested proposals
from Tidewater Dock Building Inc. in Hampton Bays, Reeve's Creek Dock Building in
Jamesport, Latham Madne Contracting in Peconic and another one from Greenport.
Girl Scout Project
D. McGreevy reportad that a location for the Gid Scout Project benches had been selected and
she would call them and let them know we were ready to go.
FIELD USAGE
Hitmen Team CharRes
E. Powers stated that the Hitmen is a team from Southold that does include kids from Mattituck.
D. McGreevy asked how many from Mattituck.
E. Powers responded that she didn't know and that the coach is well known.
C. Zaloom asked if we would charge the same as we charged the Peconic Lions.
D. McGreevy responded that the Peconic Lions were using the field for 10x at a charge of $250
and the Hitmen are requesting usage of 30x.
N. Deegan stated that considering weather conditions it was unlikely they would use the field
30x.
D. McGreevy replied that he had requested 30 and she can't see charging the same as Peconic
Lions was charged.
C. Zaloom stated that the field is not used after October.
E. Powers asked who had put in the application.
N. Deegan responded Jamie Wilsberg.
E. Powers suggested wa ask J~ Wilsberg about usage and charges.
C. Zaloom feels $750 will be tee high.
E. Powers asked what makes a team local.
C. Zaloom responded that would be decided in our Field Use Policy, and suggested we charge
the same as Peconic Lions, 10x for $250.
D. McGreevy suggested we ask them to redefine the number of times they will be using the
field.
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N. Deegan stated he would like to let him use it whenever he wants, as it is not conflicting with
anyone.
Commissioners agreed that L. Tortora is to ask the Hitmen to refine the number of times they
will be using the field.
N. Deegan stated that they may not be able to keep it at 10x.
C. Zaloom stated that then the charge should be $25/day.
N. Deegan stated that was too much.
C. Zaloom stated we should be consistent.
E. Powers stated that previous to this summer no one was being charged. She asked if the
charge to Peconic Lions was based on a number of days or just a fiat fee.
D. McGreevy responded that the number of days used is important.
C. Zaloom stated that L. Tortora needs to know the schedules and coordinate field usage.
E. Powers stated that the teams would work with L. Tortora to coordinate usage, but that
flexibility is needed.
C. Zaloom remarked that we should act as the referee and we are the ones responsible to
manage and maintain.
E. Powers added that practice dates can't be predicted and flexibility is needed.
N Deegan stated that the Park Distdct can't call off a game.
C. Zaloom stated he is not saying that, but that rain dates should be part of the schedule. There
will be flexibility, but it should be based on Lydia's scheduling and when there is a change, they
should talk to Lydia.
E. Powers asked if a date is not scheduled, can the field still be used.
C. Zaloom replied yes, but not if someone else is there. He discussed organized and
disorganized use.
Decision by Commissioners to try and get more information from the Hitmen regarding their
requested usage.
Letter to M-C School Stopping Maintenance
D. McGreevy stated that at the last meeting it was agreed we would give them a few weeks to
respond and then stop maintenance.
C. Zaloom stated that he had a note from G. Diffley asking if we had talked to the School
District's attomey.
E. Powers stated she had sent a letter in eady August.
N. Deegan stated it was not a priority due to the School District issuing the soccer club a permit
for use.
E. Powers replied that was fine, but that we cannot continue to maintain.
D. McGreevy suggested we tell them we won't maintain.
E. Powers noted that the Mattituck Park District has no use of the field.
N. Deegan stated that it is a service to the constituents.
E. Powers replied it is not to all constituents.
C. Zaloom stated we should follow up on the eady August letter and that G. Diffley believes the
ball is in our court.
E. Powers suggested we stop maintenance and believes the School District, by issuing their
own permit, is evading the issue.
C. Zaloom stated that the School Distdct wanted a work session.
E. Powers responded that until it is worked out we should not maintain their field. She added
that we cannot spend taxpayer dollars to maintain their field.
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C. Zaloom suggested we give it one last shot.
N. Deegan submitted that we can maintain it as a service to the community.
E. Powers disagreed stating it is for the exclusive use of the Mattituck Soccer Club.
D. McGreevy remarked that is costs us $40,000 a year to maintain.
N. Deegan stated the cost is $5,000
C. Zaloom stated we have no dght to be on the property.
E. Powers stated we can no longer maintain.
C. Zaloom stated he would call G. Diffley tomorrow and tell him our next step will be stopping
maintenance.
N. Deegan stated that the School Distdct can take over the maintenance or we can consider
shared resources.
C. Zaloom asked if his understanding was correct that our desire is for a joint/shared use
agreement.
D. McGreevy stated that we will schedule the use.
C. Zaloom added that that would be part of the details.
N. Deegan stated we would base it on the old agreement.
C. Zaleem indicated that the old agreement was invalid according to their attorney, and we need
a new agreement, which will be a shared use agreement with joint operation. It will no longer be
a lease situation.
D. McGreevy commented that we do not have the facilities to comply with the vadous proposed
School mandates.
C. Zaloom stated that our desire is to get the cease and desist order lifted; hopefully by
tomorrow, or if not, then Monday. He suggested he make one last call.
Decision made that if the cease and desist order is not lifted by Thursday, September 15, 2011,
we will stop maintenance and E. Powers will send the School District a letter informing them of
that fact.
N. Deegan asked if we would still maintain the 30 yards of our property that is outside of the
fence.
Commissioners responded yes.
Date for Next Field Use Work Session
Monday, September 19, 2011, 6:30 p.m. was the date and time set for the next Field Use Work
Session.
VB Parking
C. Zaloom is to talk to F. Polistena regarding carpooling to volleyball games at Breakwater and
keeping the guard rail area vacant for parking use by others.
PERMITS~ FEES & POLICIES
Cell Phone UsaRe Policy - Resolution 2ff11-42 Adopting and Establishing a Cell Phone
Usage Policy.
C. Zaloom stated that he doesn't believe it is necessary for the Commissioners to have cell
phones issued.
D. McGreevy stated that in this situation the Commissioners have the responsibility of running
the Park District. She feels the Commissioners are hands-on administrators, without an
administrative staff; such as the School District has, and, therefore, cell phones are needed.
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Motion by C. Zaloom, seconded by D. McGreevy with D. McGreevy and N. Deegan voting in
favor and C. Zaloom abstaining. Motion carried and Resolution 20'/1-42 enacted.
Credit Card Usage Policy - Resolution 2011-43 Adopting and Establishing a Credit Card
Usage Policy
J. Cushman stated he is not happy with Paragraphs numbered 17 & 18.
C. Zaloom stated he will refine it, and asked if the goal is for the employees to be aware of the
credit card usage policy.
E. Powers responded that the goal is twofold; one, to have a policy, and, two, everyone needs
to be aware of the policy.
D. McGreevy explained that she had put the two together to save paper. She added that she
had spoken to the auditors, who told her the policy is what we make it, but there are guidelines,
which the auditors sent to her. She followed those guidelines in composing the proposed policy.
N. Deegan asked what a secure location would be.
E. Powers responded it could be your wallet.
C. Zaloom proposed that only J. Cushman, L. Tortora and E. Grohoski should have credit cards.
N. Deegan stated that he uses his to save employees gas & time by picking up needed items,
as he is passing through Riverhead.
E. Powers reminded that we live on the east end, and added that the policy wdtten by D.
McGraevy was a great policy and should be read.
It was agreed that the Credit Card Usage Policy would be on next month's agenda.
Records Retention Policy- Resolution 2011-44 Adopting and Establishing a Records
Retention and Disposition Policy
Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carded to enact
Resolution 2011
Tax Exempt Policy - Resolution 2011-46 Adopting and Establishing a Tax Exempt Policy
Motion by C. Zaloom, seconded by N. Deegan, all in favor and motion carded to enact
Resolution 2011-46.
OTHER BUSINESS
Budget Amendmert~ - Resolution 2011-45 Amending the 2011 Budget
Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carded to enact
Resolution 2011-45.
EVENTS
Susan Toman's Communities That Care - chaperones
D. McGreevy stated that this event had to be rescheduled due to the hurricane. She would like
the names of the chaperones and to know what supervision will be given, and asked if the
Commissioners should be present.
E. Powers responded that she knows many of the people who chaperone at S. Toman's events
and they are reputable people. She asked if the Commissioners chaperone other events; such
as, Sweet 16 parties.
D. McGreevy stated no, but was concemed because there will be a DJ and she doesn't know S.
Toman.
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E. Powers stated that there should not be any special policies and she should not be treated
differently than others.
N. Deegan stated that S. Toman should be responsible for the chaperones.
E. Powers added that the Park District can say how many chaperones they might require, but
must be consistent with no special rules. She added that we should have a policy.
D. McGreevy informed that S.Toman will have one chaperone for every seven teenagers.
E. Powers stated that sounds reasonable.
N. Deegan stated that he doesn't feel we need to go any further.
E. Powers suggested we wdte a general policy~
OTHER BUSINESS
Date & Location of November Commissioner Election
N. Deegan reported that the Board of Elections was okay with the Park Distdct conducting our
Commissioner Election at the school along with the general election. The next step would be to
contact the Superintendent.
E. Powers asked if everyone in the area votes at the same place.
D. McGreevy responded no, there is voting at Cutchogue East as well, and voting takes place
from 6 a.m. to 9 p.m.
At this time there will be no change to our current voting location and times.
There being no further business to come before the meeting, motion by C. Zaloom, seconded
by D. McGreevy, all in favor and motion carded to adjourn the meeting at 9:25 p.m.
Respectfully submitted,
Bevedy Vlcek, ~:~p~etary
Mattituck P~rk Distdct
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Bill Register
September 2011
Check No.
22591
22592
22593
22594
22595
22596
22597
22598
22599
22600
22601
22602
22603
22604
22605
22606
22607
22608
22609
22610
22611
22612
22613
22614
22615
22616
22617
22618
22619
22620
22621
22622
22623
Payee Date Amount
Postmaster 9/6/2011 44.00
Academy Printing Services 9/7/2011 62.00
BP 9/7/2011 699.35
Suffolk County Board of Electio 9/7/2011 14.97
Cablevision Riverhead 9/7/2011 99.85
John Cushman 9/7/2011 5.59
C.F. Van Duzer Gas Service Inc. 9/7/2011 70.05
East End Sporting Goods 9/7/2011 14.00
Emedco Inc. 9/7/2011 196.31
GNS Mermaid 9/7/2011 4.50
Grainger 9/7/2011 184.71
Nancy Hartmann 9/7/2011 63.20
Island Portables, Inc. 9/7/2011 747.25
Theresa Kuhn 9/7/2011 44.00
Jane Kropp 9/7/2011 44.00
Lighthouse Security Inc. 9/7/2011 282.50
LIPA 9/7/2011 971.24
Lou's Service Station Inc. 9/7/2011 173.30
Marjam Supply Co. 9/7/2011 9.14
Mattituck Plumbing Supply Inc. 9/7/2011 23.80
Mattituck Sanitation 9/7/2011 387.34
Virginia R. Neville 9/7/2011 44.00
Northeastern Equipment Uniimite 9/7/2011 20.90
Orlowski Hardware Company, Inc. 9/7/2011 53.85
Oxford Health Plans 9/7/2011 1,430.29
Eileen A. Powers 9/7/2011 772.50
Suffolk County Water Authority 9/7/2011 90.54
Southold Town Dept Solid Waste 9/7/2011 19.80
Nextel Communications 9/7/2011 159.09
Staples Credit Plan 9/7/2011 210.47
New York State Insurance Fund 9/7/2011 454.73
Town of Southold 9/7/2011 0.81
Verizon 9/7/2011 37.44
C. Martin Automotive 9/8/2011 20.91
Home Depot Credit Services 9/8/2011 203.83
Mattituck Sanitation 9/8/2011 199.58
Riverhead Building Supply 9/8/2011 250.00
8,109.84
Account
A.200
A.201
A.205
A.210
Mattituck Park District
Balance Sheet
9/7/2011
Assets
Account Name
Cash
Cash in Time
Cash in MBINCLASS
Petty Cash
Total Assets
Balance
2,127.69
413,433.52
126,775.86
50.00
542,387.07
Account
A.021
A.022
A.026
A.909
Liabilities & Fund Balance
Account Name
NYS Tax Payable
Federal Tax Payable
FICA Tax Payable
Total Liabilities
Fund .Balance
Total Liabilities plus Fund Balance
Balance
200.27
671.61
1,438.27
2,310.15
540,076.92
542,387.07
Date: 0g/07/2011
Time: 6:37 PM
Account Account Name
Mattituck Park District
P.O. Box 1413
Mattituck, NewYork 11952
Current Budg t4onth 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 Appropriated Fund Balance
Total Revenues
Expenditures
Parking Attendants
A.5650.12 Parking Attend., Hourly
Total Parking Attendants
Parks
A.7110.12 Parks, Part-Time 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 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/Facilit? 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
A.9030.8
A,9050.8
A.9060.8
A.9310.6
A.9310.7
Total Beaches
Employee Benefits
FICA, Employee Benefits
Unemployment Insurance
Medica~ Insurance
Total Employee Benefits
Debt Service
Debt Pdndpal
Debt Interest
Total Debt Service
Total Expenditures
432,360.00 0.00 432,360.00 0.00
0.00 0.00 23.65 -23.65
3,000.00 0.00 1,729.44 1,270.56
500.00 0.00 1,100.00 -600.00
9,000.00 520.00 17,220.00 -8,220.00
0.00 0.00 0.00 0.00
1,000.00 0.00 5.00 995.00
0.00 0.00 760.00 -760.00
15,000.00 175.00 14,785.25 214.75
106,000.00 0.00 0.00 106,000.00
566,860.00 695.00 467,983.34 98,876.66
17,000.00 1,522.00 · 10,085.93 6,914.07
17,000.00 1,522.00 10,085.93 6,914.07
40,000.00 1,225.84 18,475.68 21,524.32
56,000.00 1,928.00 32,772.10 23,227.90
18,000.00 771.20 12,350.08 5,649.92
114,000.00 3,925.04 63,597.86 50,402.14
140,000.00 0.00 20,787.75 119,212.25
10,000.00 0.00 6,661.24 3,338.76
150,000.00 0.00 27,448.99 122,551.01
600.00 0.00 181.25 418.75
50,000.00 2,711.59 23,430.33 26,569.67
-50.00 0.00 -5.95 -44.05
500.00 0.00 0.00 500.00
5,000.00 296.38 2,446.18 2,553.82
12,000.00 971.24 5,591.47 6,408.53
500.00 90.54 179.99 320.01
5,000.00 70.05 677.66 4,322.34
30,000.00 454.73 2,669.03 27,330.97
20,000.00 282.50 6,625.45 13,374.55
5,000.00 173.30 2,385.77 2,614.23
10,000.00 772.50 6,952.50 3,047.50
6,500.00 217.88 3,921.84 2,578.16
7,250.00 247.58 4,456.44 2,793.56
300.00 132.00 132.00 168.00
15,000.00 0.00 0.00 15,000.00
500.00 49.59 278.39 221.61
60.00 0.00 10.00 50.00
168,160.00 6,469.88 59,932.35 108,227.65
6,500.00 850.00 5,100.00 1,400.00
27,000.00 4,051.06 22,292.38 4,707.62
33,500.00 4,901.06 27,392.38 6,107.62
13,700.00 827.28 8,373.53 5,326.47
0.00 0.00 3,080.00 -3,080.00
18,000.00 1,327.29 9,835.63 8,164.37
31,700.00 2,154.57 21,289.16 10,410.84
50,000.00 0.00 50,000.00 0.00
2,500.00 0.81 290.00 2,210.00
52,500.00 0.81 50,290.00 2,210.00
566,860.00 18,973.36 260,036.67 306,823.33
Page no. i
LODGE
DATE(S)
BOOKED
8/26, 27 & 28
11/24
COMMUNITY ROOM:
8/19/11
8/27/11
MISC:
BEACH PERMIT~
8/8, 9 & 10
8/11, 12&13
8/16,17,18 & 20
(Rain: 14,15 & 19)
8/21, 22 & 23
8/24, 25 & 26
8/27, 28, 29 & 30
8/31, 9/1, 2 & 3
9/4&5
MOTEL PERMITS:
Per Reservation
Per Reservations
Per Reservation
September 2011
Period Covering August 9 - September 6,2011
Receipts
GROUP/ RECEIPTS
Payee AMT. DEPOSITED
Boy Scout Troop 398 $ 250
(Canceled, Hurricane Irene, Make good due)
Mary Bertsch $175
Total Lodge ........... $ 425
Diane Radigan, Peconic Landing $ 200
Jeffrey Booker for Linda Karpinski
(booked picnic, $100 pd. moved indoors Irene) $ 250
Total Comm. Rm .... $ 450
Reimburse Petty Cash
issued Beach Attendants $210
Total Misc .... $ 210
Beach permits $ 75
Guest $165
Beach permits $ 95
Guest permits $195
Beach permits $ 85
Guest permits $ 240
Beach permits $ 70
Guest permits 210
Beach permits $ 30
Guest permits $ 75
Off Duty - Hurricane Irene
Beach permits $105
Guest permits $150
Beach permits $ 25
Guest permits $225
Total Beach Permits .... $ 1745
Parking Permit $15
Parking Permit $15
Parking Permit $15
Total Beach Permits .... $ 45
Total Receipts ............. $ 2,875
Page 1 of 2
for 10p @ $25 i~p
private family g, ~thering
Company Party up to 25p
Birthday Party, .~6 - 80
DEPOSIT
DATE
8/31/11
9/6/11
8/15/11
8/31/11
9/6/11
8/10/11
8/13/11
8/20/11
8/23/11
8/31/11
9/3/11
9/5/11
8/15/11
8/31/11
9/611
September 2011
Period Covering August 9 - September 6, 2011
Three Year Comparison of Beach and Guest Passes So
Permits Sold Receipts Permits Sold 2010 Receipts
2011 2011 Two-year beach permit 2010
Beach
Permits 895 @ $5 $4,475 1,490 @ $10 $14,900
Guest
351 @ $15 $ 5,265 298 @ $15 $ 4,470
Passes
$ 9,740
Receipts
Season Total
Two-year total (2010 & 2011) - $29,110
LODGE
11/24
COMMUNITY ROOM
8~27
$19,370
Events Booked this Pedod
Mary Bertsch, private Thanksgiving Day family gatherin~c
Linda Karpinski,Child's Birthday Party, 26 - 80
Page 2 of 2
2009 - 2011
~rmits Sold Receipts
2009 2009
1,475@$5 $7,375
205@$15 $3,075
$10,450
August- September 2011 Report
Aldrich Field
1. Cutting, and weed whacking grass.
2. Six trees down.
Bay Avenue Ball field
1. Cutting, and weed whacking grass.
2. Installed fake owl on fence around tennis courts.
3. Four trees down.
Bailey's Beach Lodge
1. Reinstalled one" Keep OffBluff"sign.
2. Cutting, and weed whacking grass.
3. Moved round tables to Veteran's Park.
4. Water leak on water cooler, replaced tube coupling.
5. Cut back Wee limbs over driveway.
6. Met with Light House Security to repair security system.
Yacht Club
1. Cutting, and weed whacking grass.
2. Installed four" Park At Your Own Risk" signs.
3. Tree down.
Breakwaters Beach
1. Power was out in bathroom. Notified LIPA that fuse on
2. Met with LIPA representative to look at removal ofpok
3. Replaced two light switches with timers in bathrooms.
Veteran's Beach Park
1. Cutting, and weed whacking grass.
2. Ordered screens and window handles for kitchen.
3. Installed door stop on south side of hall door.
4. Called Griffen Hardware to repair lock cylinder on wes
made a new lock for dumpster at Aldrich, and made a kc
cabinet.
5. Replaced children swing.
6. T riming trees on bluff.
7. Tree down.
Love Lane
1. Adjusted water flow to men's room flushometer.
2. Cutting, and weed whacking grass.
3. Install chain on last floating dock.
4. Replaced Four light switches in bathroom with timer sw
5. Replaced tank flush, and fill mechanism in ladies toilet.
6. Installed handrail to boat ramp groin.
~)le had dropped out.
from parking lot.
door hall. They also
for Lydia's filing
~hes.
Wolf Pit
1. Cutting, and weed whacking grass.
2. T rimed bushes around pond.
3. Large tree fell down on west side on pond, called Sharm
and Bill's Tree service, for prices on removal, Met Chris
estimate. Told Commissioner Deegan price, fi:om Chris
Service, showed him trees fi:om Irene, and Tree at Wolf
Misc
1. Called in for dumpster pick up at Veterans Park when r
2. Installed a chain on dumpster lock at Aldrich.
3. Prepared for hurricane Irene: Removed lifeguard stare
cans, screwed tops on large trash can bins, and flipped t
and, fueled chain saws. Fueled all Vehicles. Filled gas c
doors from Veterans. Took down Flag at Love Lane, and
4. Ordered park at your own risk signs.
5. Put Life Guard stands back on beach. Put boundary floal
Park
6. Cleaning up damage fi:om Hurricane Irene. Removing dl
branches, at all parks.
~ck tree, Chris Mort,
Morr at Wolf Pit for
vlorr. Met Bill Tree
>it.
eded.
signage on beach, trash
cnic tables. Sharpened
ms. Removed screened
Veterans Park.
s back out at Veterans
~wn trees and fallen
RESOLUTION 2011-42
RESOLUTION ADOPTING AND ESTABLISHING A CELL PHONE USAGE
POLICY
RESOLVED, that the Mattituck Park District Board of Commissioners hereby adopts the
following policy regarding the usage of cell phone:
The Mattituck Park District provides cellular telephones to officials and some employees
as a business tool. Cell phones are provided to assist employees in communicating with
management and other employees, residents, associates and others with whom they may
conduct business. Cell phones will be used strictly for official Mattituck Park District
business by employees and officials. Cell phone assignments will be granted in cases
where it can be demonstrated that such use will improve efficiency, or enhance safety and
emergency response.
Assignment of Mattituck Park District cell phones will be restricted to officials and
employees who:
Must be accessible at all times at meetings or similar functions due to the
nature of their duties; OR
Travel from their assigned work sites on official Mattituck Park District
business for a significant part (25% or more) of their normal work day,
AND
Have a frequent and continuing need to communicate with others on
official Mattituck Park District business while away from the assigned
work site.
Requests for cell phone assignments shall be made by the appropriate employee and
submitted to the Board of Commissioners for approval. Whenever a position becomes
vacant, that cell phone assignment shall be reevaluated.
Employees are to be called on their cell phones only during their regularly scheduled
work hours and during emergencies.
Employees may have access to a cell phone while in their cars and should remember that
their primary responsibility is driving safely and obeying the rules of the road.
Employees are prohibited from using cell phones to conduct business while driving and
should safely pull off the road and come to a complete stop before dialing or talking on
the phone.
As a representative of the Mattituck Park District cell phone users are reminded that the
regular business etiquette employed when speaking from office phones or in meetings
applies to conversations conducted over a cell phone.
Enacted: September 8, 2011
RESOLUTION 2011-44
RESOLUTION ADOPTING AND ESTABLISHING A RECORDS
RETENTION AND DISPOSITION POLICY
RESOLVED, that the Board of Commissioners of the Mattituck Park District
hereby adopts and establishes as their Records Retention and Disposition Policy
NYSED Schedule MU-1, issued pursuant to Article 57-A of the Arts & Cultural
Affairs Law, and containing legal minimum retention periods for local government
records for use by all officers in legally disposing of valueless records listed
therein.
BE IT FURTHER RESOLVED, that in accordance with Article 57-A:
(a) only those records will be disposed of that are described in
Records Retention and Disposition Schedule MU-1 after they have met the
minimum retention periods described therein;
(b) only those records will be disposed of that do not have
sufficient administrative, fiscal, legal, or historical value to merit retention beyond
established legal minimum periods.
The complete policy is contained at the link below. A copy of the policy will be
kept in the "Policy" file at the Mattituck Park District Office.
http://www.archives.nysed.gov/a/records/mr pub mul.shtml
Enacted: September 8, 2011
RESOLUTION NUMBER 2011-.45
RESOLUTION AMENDING THE 2011 BUDGET
WHEREAS, the voters of the Mattituck Park District approved the 2011 budget, which included an
allowance for prompt payment discounts but not an allowance for unemployment benefits, and
WHEREAS, prompt payment discounts are not expected to materialize this year and statutory
unemployment benefits have been paid, therefore, over-expending the related budget lines, and
WHEREAS, the Commissioners of the Mattituck Park District are required to cover the over-expended
budget lines; now therefore be it
RESOLVED that the Commissioners of the Mattituck Park District hereby amend the 2011 budget as
follows:
increase these appropriations:
A7110.410 Prompt Payment Discounts $ 45
A9050.8 Unemployment Insurance 3,080
Total $3,125
Decrease these appropriations:
A7110.411 Supplies & Materials
A9060.8 Medical Insurance
A9310.70 Debt Interest
Total
$ 45
2,000
1,080
$ 3,125
Enacted: Sept. 8, 2011
RESOLUTION 2011-46
RESOLUTION ADOPTING AND ESTABLISHING A TAX EXEMPT POLICY
BE IT RESOLVED, that the Board of Commissioners of the Mattituck Park District
hereby adopts and establishes the following Tax Exempt Policy:
The Mattituck Park District Tax Identification Number is to be used for Park District
purposes only.
JECEI?D,
Soulhoht Town Clerk
Enacted September 8, 2011