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HomeMy WebLinkAboutMPD-08/11/2011Presiding Commissioners AGENDA Mattituck Park District Board of Commissioners Meeting Thursday, August li~ 2011 RECEIVED Town Charles Zaloom, Chairperson$°uth°ld Nicholas Deeg~n Doris ~Gree~ Call to Order Pledge Approval of Minutes - July 14th & July 25th Treasurer's Report Clerk's Report Maintenance Report Charles Zaloom, Chairperson Presented via email John Cushman Lydia Tortora Ed Grohoski PUBLIC COMMENT SESSION ON AGENDA ITEMS Afl other comments reflardin.q non-a,qenda items will be held at the end of the meetin.q Please limit comments to no more than 5 minutes Purchases · Air conditioning Projects · Pike Street Parking Lot (FD/Grant/Dwyer) · Girl Scout Project - $300 contribution · Landscaping at Vets bayfront and Breakwater · Love Lane Ramp floats and pilings Field Usage · Volleyball parking situation · Aldrich Lane lease with Mattituck-Cutchogue School · Date for next Field Use Work Session · Soccer field renumbering Maintenance · Yacht Club pipe · Removal of fence between field and old backstop Personnel · Ad for Treasurer's position · Resolution 2011-40 Rescinding Resolution 201~-36- Changing Sr. Clerk Typist's Designation Permits, Fees & Policies · Procurement Policy Amendments · Cell Phone Usage Policy · Credit Card Usage Policy · Record Retention Policy · Tax Exemption Policy MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING AND BUDGET VOTE AUGUST 11, 2011 Attendance Charles Zaloom, Chairpemon Nicholas Deegan, Commissioner Dods McGreevy, Commissioner Eileen Powers, Legal Counsel John Cushman, Treasurer Beverly Vlcek, Secretary Call to Order Chairperson C. Zaloom called the meeting to order at 7:10 p.m. Pledge of Allegiance Approval of Minutes Motion by D. McGreevy, seconded by C. Zaloom, all in favor, and motion carded to approve the minutes of the July 14th and July 25th, 2011 meeting submitted via email. Clerk's Report L. Tortora submitted the Clerk's Report showing total receipts from Lodge, Community Room & Vets Picnic Area bookings; Park usage, donations, vendor fees, beach permits, motel permits & marina permits in the total amount of $6,240. Events booked include various events at the Lodge, Picnic Area and Community Room and athletic field activities. (Report attached) L. Tortora was present and reports that there was a 20% increase in guest passes from last year with Breakwater outdoing Vets. She surmises that people are keeping their vacations close to home. She reports that the Mattituck Lions Club will be having a Thanksgiving Eve dinner and they will need to do a good clean-up, as there is a family coming in for Thanksgiving Day. L. Tortora asked if the Commissioners were waiving the fees for Susan Toman of Communities that Care. Minutes from a previous meeting were referred to which stated that applicants must be Mattituck residents, but that she could apply to Lydia for the permit. N. Deegan stated he has a copy of her insurance and exempt certificates. D. McGreevy asked if her plans were finalized and if there would be music. L. Tortora stated she was sticking to her plan to use the picnic area and then at dusk to come inside for music and dance. D. McGreevy asked if she was paying for the Community Room. L. Tortora stated that the Commissioners had agreed to allow her usage. D. McGreevy stated that she thought it was only for picnic area use. C. Zaloom stated that we had agreed, as it is a community event. L. Tortora stated that it seemed the Commissioners had waived the Mattituck requirement. C. Zaloom commented that Mattituck residents would be the recipients of the event. D. McGreevy asked if there would be music. L. Tortora responded that it would not be live; maybe a DJ. 1 of 10 C. Zaloom stated that he was fine with it. D. McGreevy asked how many would be attending. L. Tortora responded 30-70 and there would be one adult for every 10 children. D. McGreevy submitted that would be seven adults and asked who would clean up. L. Tortora stated that she gave her the Rules and Regs. and told her she was responsible for clean-up. D. McGreevy asked if we would receive a deposit for damages. L. Tortora responded that that had not been discussed. N. Deegan stated we should take a deposit. D. McGreevy agreed that we should. L. Tortora stated that she would require the standard, refundable deposit. All Commissioners agreed to allow the above usage without a fee. L. Tortora reported that Frank Zagadno would like to use Field 13 at Alddch Lane to show a movie. She also exhibited the Mattituck Soccer Club's 2011 Fall Season Schedule and chart showing their requested usage of the fields, including the field owned by Mattituck High School. C. Zaloom suggested Field 1 be made into two fields, A&B, and stated that we actually do want four fields in order to help in rotation and grass growing. L. Tortora stated the Commissioners should let her know when they work out the High School field usage policy. She also reported that Jamie Wilsberg has a travel team and would like to use the MYC property in the fall. A schedule will be put together and submitted to the Commissioners N. Deegan notes that J. Wilsberg is local and familiar to D. Heffeman and the coaches will try to work it out, divvying up the practice hours. L. Tortora stated she needed to know what the schedules were in order to allow other residents open use of the fields. C. Zaloom stated the teams would work out the details and we need a balance between maintenance, open use and organizational use. L Tortora asked if Wilsberg's travel team should be charged the same rate as Poliwoda's team. C. Zaloom stated it would be formalized by the end of January in time for Spdng field use. D. McGreevy responded that we needed the answer now and feels they should be charged the same as Poliwoda. N. Deegan stated that Poliwoda is Peconic Lions and that VVilsberg is based in Mattituck and, therefore, different. L. Tortora stated that she would get the complete information and email it to Commissioners. N. Deegan stated they will not start until early September. D. McGreevy asked how many kids were involved. L Tortora responded she didn't know and that he would be putting it together. N. Deegan asked if we have received deposits for the Community Room and Picnic area. L. Tortora responded that we have deposits on all. N. Deegan noted that some say "paid." L. Tortora responded that means they have paid the usage fee, and groups under 50 are free. It is not referring to the deposit. N. Deegan asked how we know if the groups are truly under 50. L. Tortora stated it is the honor system. 2 of iO D. McGreevy mentioned Donielle Cardinale's meeting in the Community Room on a very hot day with no AC and questioned what our policy should be. L. Tortora suggested that rather than get involved with refunds, we should offer a free make-up use, similar to what we do when a scout who has paid doesn't show up and we allow one scout free of charge next time. C. Zaloom submitted that is almost more difficult L. Tortora responded that she keeps accurate records. J. Cushman agreed that as long as L. Tortora has accurate records, which she does, it works fine. N. Deegan asked if we gave D. Cardinale a refund. L. Tortora responded that we gave her a make-up and she's thrilled. C. Zaloom stated we should either refund or reschedule. N. Deegan stated we should have AC. D. McGreevy suggested we try making amends by giving make-ups. L. Tortora stated that people seem happy with make-ups. Motion by D. McGreevy, seconded by N. Deegan, all in favor and motion carried, that when a refund is warranted, regarding the Bailie Beach Lodge or the Community Room, the Park Distdct will offer a make-up date free of charge. L. Tortora reported that the soccer schedule and application that had been submitted wes preliminary, but she needed input from the Commissioners as to field use. N. Deegan responded that there was no reason not to approve. C. Zaloom asked if there were any other applications. D. McGreevy asked if these were the field numbers we were now going to use. C. Zaloom responded that we could always change the numbers when we finalize the field use. N. Deegan stated we might go with a fifth field. D. McGreevy noted that in the past the soccer club had donated $500 towards the lights. It is now fall and the lights are needed. She notes that the games are over at 5:30, but practice continues until 9 p.m. and the Mattituck taxpayers are paying for the lights and irrigation with no support. C. Zaloom asked if we want to charge a fee or donation to cover the cost of lighting, until we establish a field use policy in January. Ron McGreevy asked how we are changing field numbers, when a cease and desist order is in place. He suggested the Park District cease and desist maintenance. C. Zaloom asked if we should work on the application now. D. McGreevy responded no, we are under a cease and desist order. C. Zaloom stated he thought that was going to be fixed on Tuesday. D. McGreevy suggested we see what our attorney says. C. Zaloom stated that we could not approve the use of School Distdct property tonight. N. Deegan agreed we can only approve use of our field. D. McGreevy asked why we were changing the numbers. N. Deegan responded it wes simpler. L. Tortora asked if that means only Field 13 orthe now "Field 1" can be used. D. McGreevy again asked about the cost of the lighting to the Park District. N. Deegan suggested we remove the fence between the soccer fields to get more use of our property. 3of10 D. McGreevy replied that we should wait, as there are too many other issues at this time. We should write the policy first, work with the School, and leave the fence as is for now. N. Deegan stated it would add another 100'. D. McGreevy submitted the Soccer Club should give a donation, as it costs of $500 to $1,000/mo in lighting costs. N. Deegan disagreed and again suggested we take down the east/west fence to add 30 yards to our fields, and feels there is no redeeming value to keeping the fence up. C. Zaloom replied it is a separate issue, and our purpose should be to resolve the issues with the School District. N. Deegan stated that one way to resolve issues was to take down the fence and that it had been discussed a year ago. C. Zaloom replied that we are a step or two away from that. He suggested we approve the application for Field 1 use. N. Deegan agreed. D. McGreevy agreed, N. Deegan made a motion to take down the fence, No second to the motion was made and the motion failed. South Shore Dock C. Zaloom reported that Dwyer said all permits were in place. N. Deegan feels he should put in the pilings and that if we sign off, we will need to re-permit when new pilings are put in. He suggested we hold off on payment until new pilings are in place. D. McGreevy responded that our permits are in place for two years. C. Zaloom stated that paying South Shore doesn't affect the permit and that South Shore delivered what was specified. Ron McGreevy stated that South Shem misread what Encon said. D. McGreevy stated we should let it go and that we won't get any more from him. C. Zaloom noted that it was spec'd for 8" and that 8" pilings do not come in 35' lengths. D. McGreevy again stated we should let it go and pay him. All Commissioners agreed it was okay to pay South Shore the balance due. Treasurers Report J. Cushman reported that this is our last debt service payment for the Alddch Lane lights. He submitted the Treasurer's Reports, including the bill register for August and balance sheet as of August 11,2011 showing total assets of $663,113, not including the $92,150 due to South Shore Docks; and liabilities in the amount of $93,137.70 with a fund balance of $569,975. He notes Unemployment Insurance is overdrawn and we will have to address it in September. Motion by C. Z. aloom, seconded by D. McGreevy, all in favor and motion carded to accept the Treasurer's Report and pay the current bills, which have been previously reviewed by the Board of Commissioners. J. Cushman reported that he had met with the State Comptroller's Office and reports on the progress of the current 2010 audit for January thru June. Two areas of cencem are controls over credit cards and adequate board oversight concerning policies or lack thereof; compliance with those policies, such as purchasing; and segregation of duties. 4 of 10 Verbal recommendations from the auditors, which have now been complied with, include keeping stock in a locked area and keeping the cash box in Iockdown. They also recommended the development of a capital plan for the next two to three years, which J. Cushman would also like to see. The current timeframe for completion of the audit is completion of on-site field work by mid- September with the report to be issued eady next year. E. Powers asked what their areas of focus are. J. Cushman responded the focus is all over. N. Deccan asked if we had answered all the questions on their list. C. Zaloom responded that we need to get back to them. E. Powers stated that some have been addressed informally and some formally, (A T THIS TIME THE PARK DISTRICT CLERK, LYDIA TORTORA, ANNOUNCED THAT SHE HAD DECLARED THE POLLS CLOSED AT 8:00 P.M.) J. Cushman stated that they are looking for formal responses. We need to show them the policy and tell them that is the policy we are following. N. Deegan stated that J. Cushman had answered all but three of their listed questions. J, Cushman added that he is looking for a Record Retention Policy. E. Powers stated that we have a policy, but it is not written. J. Cushman stated that we can use the Town of Southold's Record Retention Policy as a framework. He informed that the Board has 30 days from the date the draft report is received to respond and that the final report will include the response from the Board. The Commissioners should feel free to contact the auditors, Ashley or JoAnn. Maintenance E. Grohoski submitted a Maintenance Report, which was reviewed by the Commissioners. N. Deegan reported that sink holes at Aldrich Lane have been repaired by Lindsey Irrigation. He noted there was a brownout on the MYC field and he has talked to the coaches regarding their use of the sprinklers and they promised to be more careful. D. McGreevy noted that the new staircase rug at Bailie Beach Lodge was very nice_ N. Deegan reported that RCA had been spread on the driveway at Love Lane to fill in pot holes. Motion by N. Deegan, seconded by C. Zaloom, all in favor and motion carded to accept the Maintenance Report as submitted. PURCHASES Air ConditioninR - N. Deegan reported that six written requests for proposals had been sent out and we should have the replies back in two weeks and be able to vote on it in September. He estimates the cost to be between $10,000 and $12,000. E. Powers asked who did the specs. N. Deegan replied that there is existing duct work and the companies themselves will give the proposals. E. Powers stated that is generally not how it is done. Usually the Park District would do the specs, and then companies would submit their RFP's. N. Deegan stated that he gave them the floor plan and they will be using the existing duct work. C. Zaloom stated AC units are generally based on capacity of a room. 5of10 N Deegan stated it went out to six companies that will warranty their work. E. Powers added that usually an independent person would advise what the needs are. D. McGreevy stated that she would be more comfortable if the Park District paid someone to tell us what is needed. E. Powers noted that we have had problems with job specs, in the past. D. McGreevy asked if the Requests for Proposals already went out. N. Deegan responded that they were going out tomorrow. C. Zaloom asked if we could get someone to write up the specs. D. McGreevy suggested maybe someone from the south shore of the Island. Decision made by Commissioners to hire someone to submit specifications for the central AC job at the Community Room at Vets Park before requesting proposals. PROJECTS Pike Street Parking Lot D. McGreevy asked what had happened dudng the Fire Department meeting. C. Zaleom had not attended, but responded that he spoke to the Fire Department and they were satisfied with waiting for the decision on a possible grant. N. Deegan did attend after their work session discussing Pike Street had taken place, but also spoke to them regarding waiting for the grant decision. E. Powers asked if we had created the problem or did it start when the Fire Department cold cut the adjacent property they had purchased. C. Zaloom stated he had discussed waiting until August or September for the grant determination. D. McGreevy stated that Carolyn Fahey said next month the Legislature would decide on the grants and then letters will go out. C. Zaloom stated that we will then know by early October. N. Deegan asked if we will get a report from Chds Dwyer regarding the area C. Zaloom responded that C. Dwyer will identify if we need a larger storm drain D. McGreevy reported that East End Asphalt had told us we needed two dry wells, the existing plus one additional. E. Powers asked if C. Dwyer was addressing the Fire Department complaint C. Zaloom replied that to the extent he had told us our dry well was too small he was addressing it.. E. Powers asked if our parking lot floods. D. McGreevy replied yes, around the drain. C. Zaloom stated we would do the work needed with the grant money. D. McGreevy wondered if the Town would accept the property, could we just give it back to them. E. Powers responded that we could give it to the Town and they would understand it is for free parking. D. McGreevy asked what happened to our request for a waiver of fees. E. Powers replied that they had never responded to the proposed lease. C. Zaloom wondered if we could trade. N. Deegan added that they do maintain the lot. E. Powers stated that they can't charge for parking. 6 of 10 J. Cushman reminded that the neighbor, Zahra, has an easement on the lot for placement of his septic system. D. McGreevy asked E. Powers if she would ask the Town if they want it. N. Deegan asked if we needed a referendum to sell it. E. Powers replied that it has never been used as parkland, so she doesn't think a referendum is necessary. C. Zaloom would like to explore the possibility of a trade, possibly for their boat ramp. Decision made to wait for the outcome of the grant. Gift Scout Project - $300 contribution Commissioners agreed that $300 would be given to the Girl Scouts for the purchase of materials needed or reimbursement of materials needed for their park enhancement project. Landscapinfl at Vets D. McGreevy stated that a decision was needed as to the location of the Girl Scout Project She suggested an area on the bayfront behind the lifeguard seats on the bluff, looking out. The benches could be located under the trees. The area is fiat, has enough light for the solar panels, and is a pensive area. E. Grohoski is in the process of clearing the bushes out. An alternative area would be near the road at the exit, but she feels that area is noisy, treed and not a pensive, reflective area. C. Zaloom stated he is not convinced it is a good plan. He would like the project to be successful, but would like to wait and integrate the project into a more comprehensive, whole park design plan, which would include irrigation and brickwork from the playground to park and correct plantings. D. McGreevy stated that the project had already been completed, the benches constructed. (A letter from a resident regarding ....was at this time read into the record by C. Zaloom, copy attached) D. McGreevy asked what wa should tell M. Mineo, the Girl Scout leader. C. Zaloom stated he could see it placed in a high traffic area where benches now are located. N. Deegan suggested we stake it out. D. McGreevy suggested we pick a spot and stake it out. C. Zaloom responded that he would take a look and walk around the park tomorrow. Love Lane Boat Ramp D. McGreevy stated she had spoken to Bob Terry about doing the work needed. We were receiving quotes to replace the pilings that anchor the floats. FIELD USAGE Volleyball Parking Situation D. McGreevy stated she had talked at the previous work session about observing the parking on a Thursday when Polistena's volleyball group was playing and she had observed 60 cars in the lot plus six parked outside along the road. She stated it was difficult to maneuver, very crowded. She then went on a Monday, when Ryan's teams were playing, and there were 43 cars in the lot with seven open spots and no parking outside. It seemed a lot calmer. She also reported that 7of10 the Suffolk Times this week had two letters to the editor regarding volleyball courts. She feels it is an overcrowded situation and Polistena should be told to try to car pool. N. Deegan stated that we should ask him to leave spots open along the rail. C. Zaloom stated he would call him regarding the situation. Aldrich Lane Lease C. Zaloom stated he was supposed to get something in writing from the School Board on Tuesday, but he hasn't heard from them. D. McGreevy asked E, Powers if she had heard anything. E. Powers responded that she had not had a response and that was not a good sign. C. Zaloom stated he would call G. Diffley tomorrow. E. Powers stated we should put in writing the state of affairs, and added that the Soccer Clubs think they have permission to use all fields. D. McGreevy is concerned about our continuing maintenance of the School field and the use of our lights. C. Zaloom stated that L. Tortora had granted field use permission just for our fields. D. McGreevy asked if C. Zaloom had told Soccer Clubs it was ok to use all fields. C. Zaloom stated no. D. McGreevy stated that she had heard that from Greg Wormuth. C. Zaloom responded that G. Wormuth had left him a message last week and asked about using the fields for a camp. He told him to talk to Lydia. D. McGreevy stated that Bill Hayes told Wormuth that C. Zaloom said it was ok. E. Powers informed that there was a big split now in the soccer clubs. (Whereupon, an off the record discussion took place.) Maintenance of Soccer Field N. Deegan stated he would like the maintenance of the School's soccer fields to continue and reported that we have maintained it since 2003. E. Powers stated that it is no longer appropriate, as there is no lease and it would be a violation for the Park District to continue to maintain a field for a third party, C. Zaloom stated that it was supposed to have been resolved by Tuesday. E. Powers reminded that we have been told that for months. C. Zaloom stated that he was willing to accept the dsk using the informal statement from G. Diffley. He made a request that the School formalize it and E. Powers had made a second request. He had asked G. Diffiey why we couldn't get it formalized and told him we couldn't continue to maintain the field. N. Deegan stated that the Spanish groups use the field as well. E. Powers stated that we are maintaining it for one group. N. Deegan stated it was a community use. C. Zaloom noted that we did have emails from them. E. Powers responded that they need to be backed up, as we have a cease and desist order in place. N. Deegan stated he is against stopping maintenance. E. Powers suggested that if we have no response in the next couple of weeks we should inform them we have stopped maintaining. N Deegan stated ok. 8 of 10 D. McGreevy suggested we invite them to the next work session, the School Board, as well as Grounds and Maintenance people from the school. C. Zaloom stated he would call G. Diffiey again and if no positive response, we should send an ultimatum. Field Use and ReRular Work Session Dates Commissioners agreed that the next Work Session would be a regular and field use work session to be held on Monday, August 29 at 6:30 p.m. Then there would be a Field Use only work session held on Tuesday, September 6. Soccer Field Renumberinq Commissioners agreed that we would now use the new field numbers as set forth by the Soccer Club; namely, 1, 2, 3 & 4. MAINTENANCE Yacht Club Pipe C. Zaloom reported that Vector is still reviewing the paperwork and no action has yet been taken. Removal Of Fence Between Field And Old Backstop N. Deegan stated he would like to remove the fence. D. McGreevy stated she would like to wait to hear from the School District regarding use of fields N. Deegan responded that the fence is a hazard and is falling down. C. Zaloom stated that it is not worth considering at this time. We should wait. PERSONNEL Treasurer's Position D. McGreevy asked what happens if no one with Park Distdct residency applies for the position. E. Powers responded that then we need to amend the position to an appointed position. She added that residency is required and that the person needs to be able to be bonded. B. Vlcek to check classified ads and come up with some samples for the ad. Rescinding of Resolution 2011-36 RESOLUTION 20fl-40 RESCINDING RESOLUTION 2011-36 CHANGING SR. CLERK TYPIST'S DESIGNATION Motion by D. McGreevy, seconded by N. Deegan, all in favor and motion carded to enact Resolution 2011-40. PERMITS, FEES & POLICIES Procurement Policy RESOLUTION 2011-41 AMENDING PROCUREMENT POUC Y After review by the Commissioners of the proposed amendments, motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carried to enact Resolution 2011-41 Amending the Procurement Policy. 9of10 Cell Phone C. Zatoom expressed his desire to not have anyone issued cell phones. E. Powers suggested a stipend be given and used to add minutes to an individual's own cell phone. D. McGreevy stated she would prefer to keep a separate Park District issued cell phone No decision was ardved at. When a decision is reached, D. McGreevy and B. Vlcek will gather information and compose a cell phone policy Hiring Of Part Time Office Worker N. Deegan stated he is in favor of hiring a part time office worker C. Zaloom expressed concern over how L. Tortora and the new worker would divide their duties. C. Zaloom will sit down with L. Tortora to discuss the best use of a part time office worker. Tax Exempt Policy E. Powers will research other existing Tax Exempt policies in an effort to find an appropriate one for use by the Park District. OTHER BUSINESS Bailie Beach Security D. McGreevy stated the lock needs to be put on the gate on weekends, as there are people sleeping overnight on the dunes. R. McGreevy said they are camping and urinating and defecating on the beach and it is a big problem. N. Deegan responded that the chain and lock doesn't stop it. D. McGreevy stated it is a secudty problem and the residents are complaining. No decision was made. BUDGET VOTE Polls were declared closed at 8:00 p.m. by the Park District Clerk, Lydia Tortora. The votes were tallied and the results were 36 yes and 7 no. 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 adjoum the meeting at 10:35 p.m. Respectfully submitted, Bev~~retary M attit ~,~a~kJ3i~rict 10 of 10 Other Business Bailie Beach - Overnight campers/security · Letters to Heffernan & Poliwoda - Re: Parking · MYC Boat storage & Beach Attendant hut · Thank you to East End Lions PUBLIC COMMENT SESSION Bill Register August 2011 Check No. Payee Date Amount 22506 Postmaster 8/9/2011 44.00 22507 Ali-Out Fire Equipment Co., Inc 8/11/2011 534.20 22508 BP 8/11/2011 570.26 22509 BWP-Carquest Auto Parts 8/11/2011 83.45 22510 Cablevision Riverhead 8/11/2011 99.85 22511 Capital One Bank 8/11/2011 193.24 22512 Emedco Inc. 8/11/2011 175.12 22513 Home Depot Credit Services 8/11/2011 48.88 22514 The Ink Spot 8/11/2011 3.00 22515 E.D.S. Exhaust & Duct Services, 8/11/2011 590.00 22516 Griffing Hardware Co., Inc. 8/11/2011 186.21 22517 J.A.D. Carpet Showcase, Inc. 8/11/2011 650.00 22518 John J. Wade 8/11/2011 180.00 22519 Laurel Stone Supply Plus Inc. 8/11/2011 59.70 22520 Lindsay Irrigation, inc. 8/11/2011 125.00 22521 Liberty Data Systems, Inc. 8/11/2011 181.19 22522 LIPA 8/11/2011 1,542.71 22523 Long Island Repair Co. Inc. 8/11/2011 170.00 22524 Marjam Supply Co. 8/11/2011 108.90 22525 Mattituck Plumbing Supply Inc. 8/11/2011 272.70 22526 Mattituck Sanitation 8/11/2011 487.13 22527 Doris McGreevy 8/11/2011 9.54 22528 Northeastern Equipment Unlimite 8/11/2011 465.10 22529 Orlowski Hardware Company, Inc. 8/11/2011 142.83 22530 Eileen A. Powers 8/11/2011 772.50 22531 Staples Credit Plan 8/11/2011 35.54 22532 Southold Town Dept Solid Waste 8/11/2011 19.20 22533 Sport Supply Group, Inc. 8/11/2011 121.66 22534 Nextel Communications 8/11/2011 159.48 22535 New York State Insurance Fund 8/11/2011 1,210.92 22536 Times/Review Newspapers 8/11/2011 60.42 22537 Lydia Tortora 8/11/2(~11 62.28 22538 Southold Town Clerk 8/11/2011 10.00 22539 Town of Southold 8/11/2011 50,289.19 22540 Verizon 8/11/2011 35.34 South Shore Docks, Inc. 59,699.54 92,150.00 151,884.88 Date: 08/09/2011 Time: 5:44 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 Rentai A,2590 Beach Permits A,2620 Forfeited Bid Deposits A.2655 Ramp Keys A.2705 Gi~s & Donations A.2771 Other Revenues A.599 Appropriated Fund Balance Total Revenues Expenditures Parking A~endants A.5650.12 Parking At~end., Hourly Total Parking Attendants Par~s A.7110.12 P~arks, Pa~-lime Hourly A.7111.12 Parks, Full-time Hourly A.7112.12 Parks~ OMce 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 MaintJFacilib/Rprs A.7110.443 Equipment Repairs A.7110.451 Legal Council A.7110.452 Becreta~ A.7110.453 Treasurer A.7110.454 Election Telle~s 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 Insurance A.9060.8 Medical Insurance Total Employee B~nefits Debt Service A.9310.6 Debt Principal A.9310.7 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 1,539.56 1,460.44 500.00 0.00 1,100.00 -600.00 91000.00 1,080.00 15,430.00 -6,430.00 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 15,000.00 880.00 13,810.25 1,189.75 106,000.00 0.00 0.00 106,000.00 566,860.00 1,960.00 465,028.46 101,831.54 17,000.00 1,544.75 6,955.68 10,044.32 17,000.00 1,544.75 6,955.68 10,044.32 40,000.00 1,225.84 16,024.00 23,976.00 56,000.00 1,928.00 28,916.10 27,083.90 18,000.00 771.20 10,807.68 7,192.32 114,000.00 3,925.04 55,747.78 58,252.22 140,000.00 0.00 18,944.75 121,055.25 10,000.00 0.00 6,661.24 3,338.76 150,000.00 0.00 25,605.99 124,394.01 600.00 0.00 181.25 418.75 50,000.00 3,194.10 20,718.74 29,281.26 -50.00 0.00 -5.95 -44.05 500.00 0.00 0.00 500.00 5,000.00 294.67 2,149.80 2,850.20 12,000.00 1,542.71 4,620.23 7,379.77 500.00 0.00 89.45 410.55 5,000.00 0.00 607.61 4,392.39 30,000.00 1,210.92 2,214.30 27,785.70 20,000.00 2,249.20 6,342.95 13,657.05 5,000.00 83.45 2,212.47 2,787.53 10,000.00 772.50 6,180.00 3,820.00 6,500.00 217.88 3,486.08 3,013.92 7,250.00 247.58 3,961.28 3,288.72 300.00 0.00 0,00 300.00 15,000.00 0.00 0.00 15,000.00 500.00 52.80 228.80 271.20 60.00 10.00 10.00 50.00 168,160.00 9,875.81 52,997.01 115,162.99 6,500.00 850.00 3,400.00 3,100.00 27,000.00 4,429.02 13,812.36 13,187.64 33,500.00 5,279.02 17,212.36 16,287.64 13,700.00 857.92 6,683.49 7,016.51 0.00 0.00 3,080.00 -3,080.00 18,000.00 -103.00 8,611.34 9,388.66 31,700.00 754.92 18,374.83 13,325.17 50,000.00 50,000.00 50,000.00 0.00 2,500.00 289.19 289.19 2,210.81 52,500.00 50,289.19 50,289.19 2,210.81 566,860.00 71,668.73 227,182.84 339,677.16 Page no. 1 Account A.200 A.201 A.205 A.210 Mattituck Park District Balance Sheet 8/11/2011 Assets Account Name Cash Cash in Time Cash in MBIA/CLASS Petty Cash Total Assets Balance 2,834.O7 533,246.14 126,773.36 260.00 663,113.57 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 620.37 718.83 1,491.50 85,791.65 4,515.35 93,137.70 569,975.87 663,113.57 August 2011 Period Covering July 11 - August 8, 2011 Receipts LODGE DATE(S) BOOKED 7/31, 8/1 & 2 7/29, 30&31 7/29, 30 &31 8/5 & 6 COMMUNITY RM.: 7/19/11 9/10/11 8/6 VETS PICNIC AREA: 9/5/11 9/17 PARK USAGE FEES: 7/1-8/2 7/14, 8/3 & 11 7/30-8/20 DONATIONS: VENDOR FEES: Season BEACH PERMITS 7/11, 12 & 13 7/14,15,16 & 17 7/18, 19 & 20 GROUP/ Payee RECEIPTS DEPOSIT AMT. DEPOSITED DATE S.C.G.S Council Troop 3195 G.S.S.C. Troop 364 G.S. of S.C. Troop 364 GS. S.C Troop 3600 250 for 10p @ $25 pp 7/15/11 250 for 10p @ $25 pp 7/18/11 50 for 2 additional @ $25 pp 7/28/11 180 for 12p (I night) @ $15 pp 8/5/11 Total Lodge ........... $ 730 Donielle Cardinale, Daniel Gale Southby's Realty ... $ 350 Stacy Moyer, Advent Lutheran Church ... $ 350 Gregory Dickerson, Southold GOP $ 450 Total Comm. Rm .... $1150 Real Estate Seminar, 26-80p 7/15/11 10th Anniversary Celebration 7/25/11 Family Picnic (fee includes Picnic area) 8/5/11 Nancy Wagner Wetzel $50 Jonathan Shipman 100 Total Picnic Area ... $150 Family Picnic 7/18/11 10-Year High School Reunion 8/8/11 Peconic Lions Baseball Assoc. (Payee Linda Ruland) for... North Fork Summer Camp Lisa Salmon, Boot Body Camp Total Park Usage .... $250 Baseball games, Yacht Club Field 7/15/1 1 $150 3 days @ $50 per day 7/28/11 $150 10 sessions @ $15 per 8/1/11 $ 550 East End Lions $200 Total Donations .... $ 200 Stephen F. Kiely, Esq., dba Moe's Country Dawgs, Inc. $600 Total Vendor Fees .... $ 600 Mobile Snack Concession 7/18/11 7/18/11 Beach permits $140 Guest $105 Beach permits $245 Guest permits $510 Beach permits $120 Guest permits 180 7/13/11 7/17/11 7/20/11 Page '1 of 2 August 2011 Period Covering July 11 - August 8, 2011 BEACH PERMITS 7/21, 22 & 23 7/24 7/25, 26, 27 &28 7/29, 30 & 31 8/1, 2 & 3 8/4, 5 &6 MOTEL PERMITS: Per Reservation Per Reservations Per Reservation Per Reservations MARINA PERMITS: Season Receipts Continued Beach permits $120 Guest permits 300 Beach permits $ 50 Guest permits $165 Beach permits $145 Guest permits $120 Beach permits $215 Guest permits $315 Beach permits $ 85 Guest permits $165 Beach permits $ 90 Guest permits $165 Total Beach Permits .... $ 3,235 Parking Permit $15 Parking Permit $ 45 Parking Permit $15 Parking Permit $ 30 To~lBeach Permi~ .... $105 Seasonal Parking Permits $15 Total Beach Permits .... $15 7/23/11 7/24/11 7/28/11 7/7/11 8/3/11 8/6/11 7/15/11 7/25/11 7/28/11 8/8/11 8/5/11 Total Receipts ............. $ 6,240 LODGE 11/23 VETS PICNIC AREA 9/18 Events Booked this Period Jack Hamilton, Mattituck Lions Club Annual Thanksgiving Eve Club Dinner Cathy Clarke, Sacred Heart Church Annual Picnic Page 2 of 3 August 2011 Period Covering July 11 - August 8, 2011 Events Booked this Period - Continued VETS COMMUNITY ROOM: 8/7 Greg Dickerson, Southold GOP Picnic 8/25 Susan Toman, Southold Town Communities That Care - Picnic Area and Community Room (not finalized) ATHLETIC FIELDS: Yacht Club 8/21 Aldrich - Field #13 9/16 Fall Season MISC. PARK USAGE: 7/30~8/20 Lisa Cifarelli, Family softball game Frank Zagarino, Movies in the Moonlight Fundraiser for Mattituck Wrestling Team Mattituck Soccer Club (pending board review) Lisa Salmon, Boot Body Beach Camp Page 3 of 3 July- August 2011 Report Aldrich Field 1 .' Cutting, and weed whacking grass. 2. Moved bleachers, and goals to north end of field to let field rest, per Commissioner Deegan. 3. Called Linsey Irrigation for two sink holes along fence, they repaired two cracks in line. Looks as though they where caused by installation of electrical lines for field lights, per Linsey. 4. Unknown persons moved two car stops, one on basketball court, the other in main parking lot, Reinstalled. Bay Avenue Ball field 1. Removed shells from tennis courts. Brought shells to fill pot holes at Lodge. 2. Checked out complaint on sprinklers. Called Kregers Well Company, they came down, and blew back well head with 250 lbs of pressure. Sprinklers working fine now, 3. Cutting, and weed whacking grass. 4. Removed weeds from cracks in tennis courts, and along fence. 5. Sprinkler system found shutoff. Restarted system, and talked to Coaches of Mattituck Mets. They promised to be more careful when using system to water infield. Bailey's Beach Lodge 1. Reinstalled one" Keep OffBluff"sign. 2. Cutting, and weed whacking grass. 3. Moved tables from Veteran's Park to Lodge, and back to Veterans. We need to get more rectangular tables, for Veterans Park. 4. Let in Contractor from Southold Flooring, to measure stairs. 5. Let in Contractor to clean stove exhaust duct. 6. Let Contractor in to install new rug on stairs. 7. Two 4x4's on deck split, causing deck to sag. Removed decking, jacked up deck, and installed new 4x4's. 8. Installed new diaphragm on men's room flushometer. Bailey's Beach Cont. 9. Tasks needed: Sofit repair, Called Kregers on assessment of water system per Commissioner Degaa, no feed back yet. I noticed a very ~mall water holding tank could use double that size. Deck needs painting, but told Boy Scouts were going to do it. Yacht Club Cutting, and .weed whacking grass. Police report generated. Unknown persons attempted to drill out lock on vending machine. They did not get in machine, but lock, and flapper door need repair, Per repairman from Coke, Vender notified, waiting for parts. Breakwaters Beach 1. Made Handicapped parking signs up. Installed signs. Ordered new Handicapped signs. Signs came in Installed new sign. Veteran's Beach Park 1. Cutting, and weed whacking grass. 2. Changed burnt out light main room. 3. Watering new trees. 4. Painted over graffie on playground equipment. 5. Trimmed hedge along driveway. 6. Police report generated. Unknown persons drilled out lock on vending machine. Vender was notified, and he called Coke for repair, waiting for parts. Veteran's Beach Park Cont. 7. Removed weeds from beach grass in front of main building. 8. Installed screw for Notification sign on main building. 9. Removing burnt charcoal from barbeque grills in picnic area. 10. Replace washer on kitchen faucet, cold water line. 11. Replaced broken gate latch on fence in playground, part was donated by Pete of North Fork Fence. 12. On the recommendation of Electrician. Tried to purchase LED bulbs for main hall Riverhead Home Depot is out of stock, and are not getting any till September. Sching Eleca-ic does not carry bulbs. Two Home Depots up island have appmx 40 bulbs in stock. Love Lane 1. Watered new grass seed. 2. Cutting, and weed whacking grass. 3. Broke-up, and removed cracked slab on boat ramp. 4. Filled in along boat ramp, with RCA for concrete installation. Mixed concrete, and installed. 5. Repaired picket fence. 6. Removed pipe from waters edge left by contractor. 7. Removed old wooden car stops. 8. Spread two yards of R.C.A. On driveway to fill in pot holes. Wolf Pit 1. Cutup, and removed very large tree limb that fell. 2. Trimmed hedge along monument. 3. Cutting, and weed whacking grass. Misc 1. Called in electrical readings, Breakwaters, and Bailey's Beach. 2. Calling in for automatic pickup Aldrich dumpster. 3. Brought Toro Lawn Mower from Veterans Park in for repair of PTO Fork Bearing 4. Picked up Toro mower. 5. Called in for dumpster pick up at Veterans Park when needed. 6. Fire Extinguisher Contractor inspected all Parks, some went in for bottle pressure testing. All are back, and installed at their proper locations, including the one that was discharged by vandalism at Breakwater Beach during the winter. 7. Wielded muffler baffle plate on Hustler lawn mower, and one tractor fork. 8. LIPA has installed new electrical line on Balllie Beach road. Old lines insulation was gone caUSing it to short out. They also told me that a tree trimming crew will cut back trees. 9. Changed oil, air filters, and oil. Lubricated, and sharpened blades on Both Toro lawn mowers. 10. Ordered new shirt for Sunday worker, Per Commissioner McGreevy. 11. Trailer used to transport tractors is in need of repair. Gate support is crocked, and support pipe is bent. Has to go to Southold welding shop. Useable but. RESOLUTION 2011-40 RESOLUTION RESCINDING RESOLUTION 2011-36 CHANGING SR. CLERK TYPIST'S DESIGNATION WHEREAS, after further review the Board of Commissioners of the Mattituck Park District has determined that Resolution 2011-36 Changing Senior Clerk Typist's Designation from Part Time to Exempt Position and Secretary's Designation from Exempt to Part Time Position may not comport with Civil Service Rules regarding Competitive and Exempt Positions; now then BE IT RESOLVED, that the Board of Commissioners hereby rescinds Resolution 2011- 36. Ref: August 11,2011 RESOLUTION 2011-41 RESOLUTION AMENDING THE PROCUREMENT POLICY WHEREAS, Board of Commissioners of the Mattituck Park District has determined that amendments to the existing Procurement Policy are necessary and proper; now then BE IT RESOLVED, that the Board of Commissioners hereby adopts the following amended Procurement Policy effective this 11t~ day of August, 2011: MATTITUCK PARK DISTRICT PROCUREMENT POLICY GUIDELINE 1. Every prospective purchase of goods or services shall be evaluated to determine the applicability of General Municipal Law, Section 103. The Chairperson of the Mattituck Park District will have the requisite purchasing authority (hereinafter Purchaser) and shall estimate the cumulative amount of the items of materials, supply or equipment, and contracts needed in a given fiscal year. That estimate shall include the canvass of Mattituck Park District personnel, Board members, and past history to determine the likely yearly value of the commodity to be acquired. The information gathered and conclusions reached shall be documented and kept with the file or other documentation supporting the purchase activity. GUIDELINE 2. All purchases of a) materials, supplies or equipment, or contracts for services (other than public works contracts) which will exceed $20,000 in the fiscal year; or b) public works' contracts over $35,000 shall be formally bid pursuant to General Municipal Law, Section 103 GUIDELINE 3. All estimated purchases of materials, supplies or equipment, contracts for services · Less than $20,000 but greater or equal to $7,500 require a written request for a proposal (RFP) and written/fax proposals from 3 vendors. · Less than $7,500 but greater or equal to $1,500 require a written request for the goods and written/fax quotes from 3 vendors. · Less than $1,500 are left to the discretion of the Purchaser, but written/fax quotes are preferred. All estimated public works contracts of: · Less than $35,000 but greater or equal to $10,000 require a written request for proposal (RFP) and written fax/proposals from 3 contractors. · Less than $10,000 but greater or equal to $1,500 require a written request for the goods and written/fax quotes from 3 vendors. · Less than $1,500 are left to the discretion of the Purchaser, but written/fax quotes are preferred. Any written RFP shall describe the desired goods, materials, equipment or supplies, the quantity of each and the particulars of delivery and~or job specifications for a public works project. The RFP shall include, where required for award, a proposed contract. The Commissioner responsible for the project/RFP shall compile a list of all vendors from whom Page 1 of 3 written/fax quotes have been requested and the written/fax quotes offered and same shah be maintained by the Park District for six (6) years. Any contract for services of more than $1,500 shaH require a written contract with the Park District. GUIDELINE 4. All quotes shall be dated and shall be kept confidential until the purchase order or contract is signed. Until that time no employee or Commissioner shall discuss any price quote with the prospective vendor or contractor. A copy of all quotes and/or proposals shall be attached to the purchase order before it is submitted to the Board of Commissioners. All information gathered in complying with the procedures of this Guideline shall be preserved and filed with the documentation supporting the subsequent purchase or public works contract and maintained for at least six (6) years. GUIDELINE 5. The lowest responsible proposal or quote shall be awarded the purchase or public works or services contract. However, the Purchaser, with Board approval, may award such contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a principal place of business located within the Mattituck Park District, or sells the contracted for supplies, material or equipment manufactured and located within the Mattituck Park District, and submits a bid not exceeding ten percent (10%) more than the otherwise lowest responsible bidder. The Purchaser may award the purchase or contract to a bidder, other than the lowest responsible bidder, where such bidder maintains a principal place of business located within the Town of Southold or sells the contracted for supplies, material, or equipment manufactured and located within the Town of Southold, and submits a bid not exceeding five percent (5%) more than the lowest responsible bidder. For the purpose of this policy, the terms "Located within the Mattituck Park District" and "Located within the Town of Southold' shall mean having a principal place of business physically located within the geographical boundaries of the District or the Town, as applicable. In the case of an individual, partnership, association, or proprietorship, it shall mean having an office from which at least a majority of the employees are assigned and at which at least a majority of the employees work. In the case of a corporation, it shall mean having its principal place of business from which the president or chief executive officer operates on a regular and consistent basis, and the address so designated on its certificate of incorporation, located with the District or the Town, as applicable. GUIDELINE 6. A good faith effort shall be made to obtain the required number of proposals or quotations. If the purchaser is unable to obtain the required number of proposals or quotations, the Purchaser shall document the attempt made at obtaining the proposal. In no event shall the inability to obtain the proposals or quotes be a bar to the procurement. GUIDELINE 7. Except when directed by the Mattituck Park District Board of Commissioners, no solicitation of written proposals or quotations shall be required under the following circumstances: a. Emergencies; b. Sole source situations; c. Goods purchased from agencies for the blind or severely handicapped; d. Goods purchased from correctional facilities; e. Goods purchased from another governmental agency; f. Goods purchased under a state or county contract; g. Goods purchased at auction; Page 2 of 3 h. Goods purchased for less than $500; i. Public works contracts for less than $500. GUIDELINE 8. Notwithstanding any of the above, no bids, quotes or RFPs shah be required for "professional services" as defined in New York State law. However, any professional retained to perform services for the MPD shall file with the Park District Clerk a letter of engagement and a resume. GUIDELINE 9. Notwithstanding the above, a properly executed purchase order is required for all purchases exceeding $500. Neither goods nor services exceeding $500 are to be ordered without first obtaining a purchase order signed by the Chairperson of the Mattituck Park District Board of Commissioners. GUIDELINE 10. This policy shall be reviewed annually by the Mattituck Park District Board of Commissioners at its organizational meeting or as soon thereafter as is reasonably practicable. Effective as Amended August 11,2011. RECEIVED Page 3 of 3