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HomeMy WebLinkAboutMPD-10/13/2011 AGENDA Mattituck Park District Board of Commissioners Meeting Thursday, October 13, 2011 RECEIVED DEC 12 2011 ~ou:hol4 Town Presiding Commissioners Chades Zaloom, Chairperson Nicholas Deegan Doris McGreevy Call to Order Pledge Approval of Minutes Treasurer's Report Clerk's Report Maintenance Report Chades Zaloom, Chairperson Presented via email John Cushman Lydia Tortora Ed Grohoski PUBLIC COMMENT SESSION ON AGENDA ITEMS All other comments re.qardin.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 · Sound System at Lodge Projects · Girl Scout Project · Pike Street Parking Lot Field Usaqe · Field Usage Policy & date for next work session · M-C school agreement progress · Volleyball Permits, Fees & Policies · Credit Card Usage Policy - Resolution 2011-43 Adopting and Establishing a Credit Card Usage Policy · Theft Policy Maintenance · Husing Pipe Personnel · Work Hours for Fall/Winter Season , Election · Noticing Election - Resolution 2011-47 Authorizing the Secretary to Advertise the Notice of Election for the November 10, 2011 Election · Appointing Election Workers - Resolution 2011-48 Appointing Election Inspectors for the November 10, 2011 Commissioner & Treasurer Election · Appointing Election Coordinator - Resolution 2011-49 Appointing Election Coordinator for the November 10, 2011 Commissioner & Treasurer Election Other Business . Community Room PUBLIC COMMENT SESSION EXECUTIVE SESSION · Lawsuit MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING OCTOBER `13, 20'11 Attendance Charles Zaloom, Chairperson Nicholas Deegan, Commissioner Doris McGreevy, Commissioner John Cushman, Treasurer Beverly Vlcek, Secretary Call to Order Chairperson C. Zaloom called the meeting to order at 7:00 p.m. Pledge of Allegiance Approval of Minutes Motion by D. McGreevy, seconded by C. Zaloom, all in favor, and motion carried to approve the minutes of the September 8, 2011 meeting submitted via email. Treasurer's Report J. Cushman submitted the Treasurer's Report, which included the bill register for October showing checks paid in the amount of $31,004.80 and the balance sheet as of October 11,2011 showing total assets of $504,278.50 and tax liabilities in the amount of $1,072.48. He noted that there is Capital One interest in the amount of $16.30, and the bill for $300 from NYS DEC was a septic system permit and caused us to go over budget in the "Permit" category by $250. Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carded to approve the Treasurer's Report, as submitted. J. Cushman further reported that we have $266,958 remaining in the budget for expenditures of which $119,000 is for site improvements. He stated that we are in good financial shape. D. McGreevy stated that we are intending to install the bathroom at Alddch Lane. C. Zaloom stated that we need to initiate projects and divide them amongst the Commissioners. He added that we will get an engineer to advise and spec. on all projects. He requested that the topic of assigning projects for proposed creation be placed on the November agenda. D. McGreevy asked about the bill from McLean Associates. N. Deegan stated that it is Chris Dwyer's firm. D. McGreevy asked if the $795 is still part of the original bill and original work or is it additional. N. Deegan stated that the total fee is $795. C. Zaloom wondered if it was the second part. D. McGreevy asked if it was the boat ramp part, the repair done at the end, and stated that she thought he was absorbing that cost. N. Deegan stated that this is the total project D. McGreevy asked if the total cost was $795. N. Deegan responded yes. J. Cushman informed that a NYS Form 45 that was filed for the last quarter of last year was filed by him seven days late. It was an oversight. The State is requesting a $2,200 penalty. He has filed an appeal requesting they waive the penalty and feels they will waive it. lof6 Motion by C. Zaloom, seconded by N. Deegan, all in favor and motion carded to pay the current bills with the following exception: D. McGreevy expressed that there is one bill she is not in favor of paying, and that is the payment to Custom Carpentry by John in the amount of $1,675.00, which had been listed as an emergency when the gutter fell off, but she had not been contacted. She feels all Commissionem should be contacted during an emergency situation. C. Zaloom stated that he was not contacted either, but is aware that there was a $3,400 quote for the job. J. Cushman stated that D. McGreevy can approve all except the Custom Carpentry by John payment. N. Deegan stated that he expended much time and effort getting quotes and men to come in. There was a 30' section of gutter that was hanging for two weeks, and John Kirmish from Custom Carpentry did great work. D. McGreevy stated that it was out of process and a true emergency needs to be delineated. She will approve the payment of the bills with the exception of the one to Custom Carpentry by John. Clerk's Rep~t L. Tortora submitted the Clerk's Report showing total receipts from Lodge bookings and Field Use receipts in the amount of $885. There are events booked for the Lodge and Field Usage for the Fall season and Scout troops for the month of January. 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, showing general maintenance for the month. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to approve the Maintenance Report, as submitted. PUBLIC COMMENT ON AGENDA ITEMS F. Polistena from North Side Out Volleyball was present and asked if the Commissionem had questioned the Town Trustees regarding their prior ruling against the expansion of the volleyball courts at Breakwater Beach. C. Zaloom responded no. N. Deegan asked if there was a letter written to the Park District. F. Polistena asked if there were any changes or follow-up to better understand the reasons they denied the usage. C. Zaloom responded we never explored that. We left it with the Trustees. D. Kujawski, also from North Side Out, stated he had gotten a different impression from Town Hall. C. Zaloom responded that there were rumors of four more courts, but we have ignored it as just that, rumors. F. Polistena asked if there was anything happening with the light in the middle of the parking lot. N. Deegan responded that it will cost about $2,000. He added that LIPA had not yet come back with an estimate. A local contractor took a look and will give us an estimate. Depending on the cost we may get either RFP's or put it out to bid. D. Kujawski stated that LIPA should cover the cost. 2 of 6 N Deegan responded that he had gotten a verbal response from them that they would not. C. Zaloom added that it is a hazard. D. Kujawski stated that he has seen several people hit the pole. N. Deegan stated that if we stay 170' of the pole on the east, we can move it towards the rail. D. Kujawski suggested we just take it out. C. Zaloom stated that it brings electric to the building. D. McGreevy stated that the reason Volleyball was on the agenda regarded a letter the Park District received from a Volleyball team member expressing concern over how Volleyball was managed financially. A copy had been sent to the Town also. The Town had responded to the letter stating that they allow Volleyball to be played, but that it is under the Park District's jurisdiction. D. McGreevy added that we had sent North Side Out a letter in the past requesting they identify the players and their team budget. C. Zaloom stated that the letter we received asked if we knew the cost structure of North Side Out. It was from someone on the team. D. McGreevy stated that we had asked (North Side Out) but had not gotten a response. C. Zaloom stated that it was not our issue. It is North Side Out's organization and we have no reason to respond to the letter. D. Kujawski responded that they should contact North Side Out and request an explanation of the structure. D. McGreevy stated that the Park Distdct had asked North Side Out about their status as a not-for- profit. F. Polistena stated that they had given the Park District a copy of their not-for-profit designation and their roster last year. D. McGreevy stated that the Park District responded to the letter writer that we would discuss it and we are discussing it. PURCHASES Sound System at Lodge & Community Room D. McGreevy stated that we had started the process by asking for estimates and we will get three. She noted that the last wedding had complained that the sound system was not up to speed. C. Zaloom stated that Gorman hadn't shown up but he will contact him again, D. McGreevy suggested getting an estimate from Gorman and then one more. C. Zaloom stated that we need a PA system and stereo that is appropriate for the room. He added that Jim Gorman is a sound engineer and he is happy to get him to spec the job. N. Deegan asked who the other estimate D. McGreevy referred to was from. D. McGreevy stated his name was Joe. It had been Don's business and he sold it to Joe. N. Deegan suggested we ask them about the Community Room also. PROJECTS Girl Scout Proiect D. McGreevy reported that they hadn't shown up possibly due to the rain. She will call Made Mineo, the Girl Scout leader. Pike Street Parking Lot D. McGreevy reported that the grant had been denied. She had spoken to Ray from the Chamber of Commerce in Riverhead who told her the denial was due to the Park District having their own 3 of 6 funds. A suggestion was made that the store owners could purchase the property. She has posed that possibility to Donielle Cardinale, who said she would propose it to the Mattituck Chamber. E. Powers has been consulted and states it is a good idea, but it would have to go out to bid first. Ray from Riverhead reported that in Downtown Riverhead the parking spaces are owned by the businesses. C. Zaloom stated that the Love Lane businesses are using the lot now, and asked why they would want to buy it. N. Deegan stated that Mike from Love Lane Kitchen told him he would come up with money for beautification. F. Polistena asked if it requires maintenance. D. McGreevy answered yes. F. Polistena asked why not just give them the property. C. Zaloom responded that we cannot give public property to a business. We could give it to the Town. D. McGreevy reported that the Town said they have no money for the purchase. C. Zaloom stated we could engage Chris Dwyer to scope it. He had given us a price. N. Deegan added that it is zoned for building. Someone could build on it. D. McGreevy stated that we want to keep it as a parking lot. Donielle Cardinale will ask the store owners if they are interested in purchasing. N. Deegan proposed we should add it be with the contingency that it is always kept as a parking lot. D. McGreevy responded yes. She asked who was going to tell the Fire Department that the grant had been denied. N. Deegan responded that Haas had called him and he told him we were denied. C. Zaloom suggested we engage an engineer at this point to spec out the drainage issues. He suggested we use Chris Dwyer. N. Deegan suggested we have E. Grohoski put up a berm in the meantime to keep some of the water from going over to the Fire Department's property. C. Zaloom agreed we should do that. D. McGreevy stated we should tell Zahra to take his water. R McGreevy commented that Zahra's downspouts go into our parking lot. N. Deegan replied that would apply to a new building but not in this situation. Motion by C. Zaloom, seconded by N. Deegan, all in favor and motion carded to hire Chris Dwyer to review and spec out the repairs needed at the Pike Street Parking lot, at a cost of $3,300, as per his previous quote, and also to place berms in the area in the meantime. FIELD USAGE Policy Work Session Date The next field usage work session will be Monday, October 24, 2011 at 6:30 p.m. Mattituck-Cutcho~lue School Agreement Progress C. Zaloom asked if anyone had heard from E. Powers regarding a draft agreement. D. McGreevy responded no. B. Vlcek is to email E. Powers asking her if there has been any progress on a proposed agreement. 4of6 PERMITS, FEES & POLICIES Credit Card Usaoe Policy - Resolution 2011-43 Adopting and Establishing a Credit Card Usage Policy C. Zaloom suggested that Paragraphs 10, 11 & 12 be also included in the Park District's Procurement Policy. All Commissioners agreed. Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carried to enact Resolution 2011-43. ELECTION Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carried to enact Resolution 2011-47 Authorizing the Secretary to Advertise the Notice of Election for the November 10, 2011 Election, Resolution 20tl-48 Appointing Election Inspectors for the November 10, 2011 Commissioner and Treasurer Election, and Resolution 2011-49 Appointing Election Coordinator for the November 11, 2011 Commissioner and Treasurer Election. Theft Policy D. McGreevy stated that E. Powers had suggested we have a theft policy. Decision by Commissioners that we will call the police in the event of a theft and no further policy is needed. MAINTENANCE Husinfl Pipe D. McGreevy asked if E. Grohoski had cut the pipe. N. Deegan responded that he will be putting a sleeve over it and when he attempted to do it, the pipe was underwater due to high tide. He will try again in the next couple of days. PERSONNEL Work Hours for Fall/Winter Season D. McGreevy stated that we had set the winter season for December, January and February with less hours but last year it didn't work out for December. C. Zaloom stated we had decided to make it December through March. B. Vlcek will send D. McGreevy the proposal from last February and D. McGreevy will amend it to be included on next month's agenda. E. Powers not being present, the "Lawsuit" item on the Executive Session agenda was tabled. Commissioner N. Deegan left the meeting at this time; 8:14 p.m. OTHER BUSINESS Community Room D. McGreevy stated that N Deegan had placed a campaign ad in the Suffolk Times, which stated that under his leadership at the Park District he had converted a storage building into a community room. 5 of 6 D. McGreevy stated that she feels insulted and finds his statement difficult to digest, due to the great deal of work done on the Community Room by her, which she set to work on when she became Chairperson. (Commissioner McGreevy prepared a list of actions undertaken by her regarding the Community Room and read them into the record; a copy of which is attached to these minutes.) 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 8:21 p.m. Respectfully submi~ed, Beverly Vlcek, S~retary Mattit qck PaYEDistrict 6of6 Bill Register October 2011 Check No. Payee 22636 Roy H. Reeve Agency Inc. 22637 Cablevision Riverhead 22638 Capital One Bank 22639 Harry Goldman Water Test 22640 Lou's Service Station In 22641 Mattituck Sanitation 22642 Oxford Health Plans 22643 Orlowski Hardware Compan 22644 Postmaster Mattituck 22645 Eileen A. Powers 22646 Southold Town Dept Solid 22647 Nextel Communications 22648 New York State Insurance 22649 Storr Tractor Company 22650 Verizon 22651 BP 22652 Custom Carpentry by John 22653 LIPA 22654 Michael J. Marra Inc. 22655 Marjam Supply Co. 22656 NYS Department of Enviro 22657 Northeastern Equipment U 22658 Storr Tractor Company 22659 Postmaster Louis K. McLean Associates NYS Department of Taxation & Fi Date 10/3/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/I1/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/11/2011 10/13/2011 10/13/2011 Amount 22,454.89 99.85 116.15 55.00 69,69 387.34 1,369.18 66.29 110.00 772.50 4200 156.79 404.50 101,42 36.56 521.57 1,675.00 478.50 325.00 70.50 300.00 145.71 201.54 44.00 795.00 205.82 31,004.80 Account A.200 A.201 A205 A.210 Mattituck Park District Balance Sheet 10/11/2011 Assets Account Name Cash Cash in Time Cash in MBIA/CLASS Petty Cash Total Assets Balance 1,910.11 375,541.98 126,776.41 50.00 504,278.50 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 136.90 359.05 576.53 1,072.48 503,206.02 504,278.50 Date: ]0/11/2011 Time: 8:39 PM Account Account Name Mattituck Park District P.O. Box 1413 Mattituck, NewYork 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 Appropriated Fund Balance A.5650.12 Total Revenues Expenditures Parking AL"cendants Parking Attend., HourJy Total Parking Attendants Parks A.7110.12 Parks, Patt-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.71t0.431 Insurance A.7110.442 Site 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 Insurance A.9060.8 Medical Insurance Total Employee Benefits Debt Service A.9310.6 Debt Principal A.9310.7 Debt Interest 432,360.00 0.00 432,360.00 0.00 0.00 0.00 23.65 -23.65 3,000.00 0.00 1,883.23 1,116.77 500.00 0.00 1,100.00 -600.00 9,000.00 0.00 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 0.00 15,670.25 -670.25 106,000.00 0.00 0.00 106,000.00 566,860.00 0.00 469,022.13 97,837.87 17,000.00 40.50 10,126.43 6,873.57 17,000.00 40.50 10,126.43 6,873.57 40,000.00 1,225.84 20,927.36 19,072.64 56,000.00 1,928.00 36,628.i0 19,371.90 18,000.00 674.80 13,796.08 4,203.92 114,000.00 3,828.64 71,351.54 42,648.46 140,000.00 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 49,955.00 1,514.56 2S,598.30 24,356.70 5.00 0.00 -5.95 0.95 500.00 0.00 0.00 500.00 5,000.00 293.20 2,739.38 2,260.62 12,000.00 478.50 6,069.97 5,930.03 500.00 0.00 179.99 320.01 5,000.00 0.00 677.66 4,322.34 30,000.00 22,859.39 25,528.42 4,471.58 20,000.00 2,000.00 8,625.45 11,374.55 5,000.00 372.65 2,779.33 2,220.67 10,000.00 772.50 7,725.00 2,275.00 6,500.00 217.88 4,357.60 2,142.40 7,250.00 247.58 4,951.60 2,298.40 300.00 0.00 132.00 168.00 15,000.00 0.00 0.00 i5,000.00 500.00 44.00 322.39 177.6I 60.00 300.00 310.00 -250.00 168,160.00 29,100.26 90,172.39 77,987.61 6,500.00 0.00 5,100.00 1,400.00 27,000.00 0.00 22,292.38 4,707.62 33,500.00 0.00 27,392.38 6,107.62 13,700.00 331.62 9,041.04 4,658.96 3,080.00 0.00 3,080.00 0.00 16,000.00 1,266.i8 10,998.81 5,001.19 32,780.00 1,597.80 23,119.85 9,660.15 50,000.00 0.00 50,000.00 0.00 1,420.00 0.00 290.00 1,130.00 Page no. i Total Debt Service 51,420.00 0.00 50,290.00 1,130.00 Total Expenditures S66,860.00 34,567.20 299,901.58 266,958.42 October 2011 Period Covering September 7 - October 10, 2011 Receipts LODGE DATE(S) BOOKED 11/11,12&13 FIELD USAGE Sept.-Nov. Sept.-Nov. GROUP/ RECEIPTS Payee AMT. DEPOSITED DEPOSIT DATE Rocky Point Service Unit 54 $525 for 18p @ $25 plus $75 htg Total Lodge ........... $ 525 9/15/11 Lynne Fritscher for the Rockets" soccer team $ 6O Mattituck Plumbing & Heating Corp. for "Hitmen" baseball team $300 Total Field Usage .... $360 Total Receipts .........$ 885 Aldrich (Field #1) 4x's @ $15 per 9/22/11 Yacht Club field, 22 x's LODGE 10/28, 29 & 30 11/2 11/4, 5 &6 11/11,12&13 11/26 2012 1/13, 14 & 15 1/28 & 29 Events Booked this Period Sharon Gilbert, Moriches Girl Scout Troops 1865 & 2808 Matt/Cutchogue Cub Scout Pack 39. Spaghetti prep Laura Pernice, Smithtown St. Pats Girls Scout Troop 392 Donna McCauley, Rocky Point Girl Scout Service Unit 54 Jackie Lonke, MattJCutchogue BS Troop 39. Eagle Scout 'Court of Honor' Ceremony Paulette Peace, Brentwood Boy Scout Troop 25 Christine Janson, West Babylon Girl Scout Troop 1820 FIELD USAGE 9/25,10/16,25, 11/6 9/6 - 11/27 9/1 - 10/7 Lynne Fritscher, "The Rockets" soccer team - Aldrich (Field #1 ) Edward Gatto, Mattituck Soccer Club, Aldrich (Field #1) Dennis Heffeman, Mattituck Mets, Yacht Club (application incomplete) Page I of I September - October 2011 Report Aldrich Field 1. Cutting, and weed whacking grass. 2. Removed branches, and tree limbs. 3. Over seeded bare spots on field. 4. Sprayed poison ivy on fence. 5. Removed two fallen trees by building. Bay Avenue Ball field 1. Cutting, and weed whacking grass. 2. Removed branches, and tree limbs. 3. Install new owl on tennis courts. Bailey's Beach Lodge 1. Cutting, and weed whacking gross. 2. Meet With Contractor on repair of gutters. 3. Meet Suffolk County Board of Health, for yearly water 4. Unknown persons pulled over wooden chain support th~ reinstalled 6x6 support post, and replaced broken lock. 5. Trim broken branches. 6. Reinstalled cap on outside shower control. Was unscrev esting. tt blocks driveway, 'ed, and found under deck. Yacht Club 1. Cutting, and weed whacking grass. 2. Removed branches, and tree limbs. 3. Installed four "Park at your own risk" signs. 4. Removed ail washed up wood from beach. Breakwaters Beach 1. Removed Lifeguard stand. Brought stand to Aldrich for 2. Removed ail Summer beach signage, and installed wint 3. Met with Claims investigator, to look at board waik. Veteran's Beach Park 1. Cutting, and weed whacking grass. 2. Removed Lifeguard stand, and boundary floats. 3. Removed ail Summer beach signage, and installed win 4. Planted donated tree. 5. Pulled weeds from front of main building. 6. Watering all new trees. 7. Reinstalled boundary board around hose bib in picnic a 8. Replacing rotten wood, and shingles on old bath house. 9. Removed washed up tree limbs from beach. 10. Raked grass to remove washed up storm damage. 11. Installed two screens, and window handles in prep area 12. Unknown persons broke apart small trash can holder on z~ork. sign. r sign. lain building. beach, In for repair. Love Lane 1. Cutting, and weed whacking grass. 2. Adjusted water pressure on flushometer in men's room. Wolf Pit 1. Cutting, and weed whacking grass. 2. Removed fallen pine tree. 3. Cutting up large tree that fell. Misc 1. Called in for dumpster pick up at Veterans Park when n~ 2. Repaired picnic tables. 3. Replaced blown tire on Dodge Pickup track. 4. Repaired Toro lawn mower at Vctemns Park, ( broken 5. Sharpened blades on Toro mower at Aldrich. 6. Replaced blades with new blades on Tom mower Vete~ 7. Worked on Hustler Mower, Flipped deck drive belt. 8. Brought Dodge pickup in for service, and inspection. 9. Repaired Toro lawn mower at Aldrich, ( broken bed roll, 10. Installed full set of ink cartridges on printer at Veterans 11. Moved both portable lights to Mattituck High School, m home coming game.) 12. Collected all credit cards, and gave to Lydia for State At back. 13. Called in electrical readings, for Lodge, and Breakwate~ ~'d roller, and spring). as Park. ~ark for Lydia. d back to Aldrich. (For dit, Received all cards RESOLUTION 2011-43 RESOLUTION ADOPTING AND ESTABLISHING A CREDIT CARD USAGE POLICY RESOLVED that the Board of Commissioners of the Mattituck Park District hereby establishes and adopts the following credit card usage policy: 1. The Board of Commissioners will give authorization yearly for the use of credit cards at the January meeting held the second Thursday of the month. 2. Credit card approvals and continued authorization include the following: Staples, Home Depot and Capital One. The proposed use of each credit card issued shall be documented by the Commissioners.. 3. All staff members and Commissioners that receive a credit card will be informed of this credit card usage policy and sign acknowledgement (below) that they understand their responsibilities. 4. All purchase controls shall be in accordance with the Mattituck Park District Procurement Policy. 5. Protective measures will be put in place to insure that only the cardholder has access and can use the issued card. 6. Yearly there will be an analysis of individual credit card usage to examine the continued need for the card and the nature and type of purchases being made. This yearly analysis will be done no later than December. Existing cards that are not needed or accounted for will be canceled. 7. Commissioners shall review card purchases at monthly work sessions for irregularities. 8. Mattituck Park District credit cards are not to be used for personal expenses. 9. Cards will not have cash advances or cash back purchases. 10. All cards will have reasonable limits set by the Board of Commissioners. The Board can, at any time, reduce the limits on existing cards, if necessary. Purchases above $500 need approval by the Chairperson of the Board and the submission ora completed Purchase Order describing the purchase. 11. When a card is used for "emergency purposes," the user will clearly document the emergency situation that justified the need to the Commissioners. 12. Guidelines for phone, fax, and internet purchases must include the online confirmation, receipts, and full description of the purchase with the proposed use of the product. 1 of 2 13. All cards are to be kept in a secure location. 14. The reconciliation process will be done according to the monthly schedule for bill payment to include the Treasurer in the process. 15. Automatic payment deductions are not to be used with any credit card. 16. Approval, verification and payment are to be done at the monthly work session. 17. Recouping inappropriate charges are the responsibility of the Board of Commissioners and credit card holder. 18. Credit card bills are to be paid on time to avoid fees and late charges to the extent possible. 19. No credit card holder may review and approve his/her own transactions. 20. If a credit card is stolen or lost, the credit card company and the MPD must be notified immediately by the credit card holder. 21. Any credit card that is in the possession of a Commissioner or employee that no longer is working at the MPD must cancel their credit card and verify this with the Clerk. 22. All billing statements must be broken down by the individual user, with items purchased verified by the Commissioners during the monthly work session when reviewing bills. 23. To substantiate items all receipts must show the itemized purchase. 24. The MPD will not pay for claims without documentation. This includes the names of the individuals the expenditure was intended to supply. 25. Credit cards should be used only as a last resort with purchases of goods and services made on open credit with vendors rather than using credit cards. This Credit Card Policy is to be signed and dated at the bottom of the policy by all users of credit cards to confirm their training and understanding of the policy. A copy is to be issued for each credit card user to keep as a record and reminder of the rules in the policy. I acknowledge receipt of the Mattituck Park District Policy for Credit Card Usage and agree to abide by its requirements. Date: Enacted October 13, 2011 2 of 2 RESOLUTION 20'11-47 RESOLUTION AUTHORIZING THE SECRETARY TO ADVERTISE THE NOTICE OF ELECTION FOR THE NOVEMBER 10, 201'1 ELECTION BE IT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorizes the Secretary of the Mattituck Park District to advertise for public vote the Notice of Election for the November 10, 2011 election of one (1) Commissioner and one(l) Treasurer, pursuant to Chapter 924 of the Laws of New York, 1941, as amended. RESOLUTION 2011-48 RESOLUTION APPOINTING ELECTION INSPECTORS FOR THE NOVEMBER 10, 20tl COMMISSIONER & TREASURER ELECTION WHEREAS, a meeting of the legal voters of the Mattituck Park District will take place on the 10t~ day of November, 2011 from 3:00 p.m. to 8:00 p.m. for the purpose of electing a Commissioner for a term of three (3) years to expire December 31, 2014 and a Treasurer for a term of three (3) years to expire December 31, 2014; and WHEREAS, Election Inspectors are needed to manage and process voter registration, tally the votes and record the results; now then BE IT RESOLVED that the Mattituck Park District hereby appoints Diane Cotugno, Virginia Neville, and Theresa Kuhn as Election Inspectors for the November 10, 2011 Commissioner and Treasurer Election to work from 2:30 p.m. to 8:30 p.m. at a pay rate of $11.00 per hour. RESOLUTION 201 '1-49 RESOLUTION APPOINTING LYDIA TORTORA AS ELECTION COORDINATOR FOR THE NOVEMBER 10, 2011 ELECTION WHEREAS, a meeting of the legal voters of the Mattituck Park District will take place on the 10th day of November, 2011from 3:00 p.m. to 8:00 p.m. for the purpose of electing one (1) Commissioner and one (1) Treasurer for three year terms commencing January 1, 2012 and expiring December 31, 2014; and WHEREAS, an Election Coordinator is needed to oversee the election; now then BE IT RESOLVED, that the Board of Cordmissioners of the Mattituck Park District hereby appoints Lydia Tortora as Election Coordinator for the November 10, 2011 Election to work from 2:30 p.m. to 8:30 p.m. Enacted October 13, 2011 Doris McGreevy's Major Role in the Making of MPD's Community Room: 1) Asked personal friend, interior designer, Sandy Hanauer, and he consented to provide MPD with design for Community Room - donated services. Met and worked with him concerning design at the building many times. 2) Worked with Architect Garrett Strang and Planning Bd-attended meetings to get approval with no additional site plan review. 3) Asked Mattituck Librarians to research the names of servicemen in our community that gave their lives for their country so as to dedicate building in their names. Went to library many times to work on this. 4) Worked with school (wrote the principal, spoke to him, met with teacher at school with designer), communicated with teacher about art group, design, paint. 5) Opened the room and stayed with students and teacher for two full days from 8AM-2 PM so as to oversee project. Bougta students beverages and lunch on both days. 6) Asked Ron McGreevy to grid the artwork for students and had the help of Michael McGreevy, graphic artist to transpose artwork into a workable design for the wall. 7) Went to Orlowski's, met the teacher and bought all the paint for the job with the help ofRon McGreevy. Returned to buy more paint for project. 8) Bought recognition plaques for volunteers and staffand had them mounted on wall. 9) Received quotes for carpeting and ordered from "We'll Floor You" company and oversaw the work for floor. 10) Received quotes for wall carpeting and had Southold Carpet install. 11) Found tiles in the shed that would he appropriate in the kitchen and had Ed lay the flooring. 12) Researched and ordered all the appliances including kitchen work tables, sink, refrigerator, microwave. 13) Worked with Aleet Construction overseeing the project along with Sandy. 14) Went to Revco and bought lighting - track. 15) Went to Nassau County to pick up track lighting to be ready for installation by electrician. 16) Researched and ordered the globe lighting at IKEA. 17) Spent two days putting together the globe lighting for installation. 18) Wrote inscription and networked with Commissioners and Veterans cemetery in order to purchase brass plaque for the outside of building in memory of Russell M Penny and Peter P. Krupski. Doris McGreevy's Major Role in the Making of MPD's Community Room: 19) Sent in plaque request and spent time getting the plaque ordered. 20) Went to BJ's and ordered the chairs for Community Room. 21) Ordered the 5 fi. tables for Community Room. 20) Entirely organized the Dedication Ceremony for the Community Room and Building. That included requesting the Army Band, dignitaries, public's attendance, advertising, requesting chairs from DeFriest. 21) Worked on program and letters with B. Vlcek. 22) Asked local businesses to provide food for band and public for dedication as well as private donations from staff Asked some residents to bring desserts and pick up food for dedication. 23) Went and bought paper products etc. for dedication ceremony. 24) Put the new Community Room page on the MPD website. This included all text and photos. 25) Ron McGreevy framed and mounted all pictures, programs and memorabilia of Pvt. Penny and Sgt. Krupski in Conference Room.