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Home My WebLink AboutMPD-11/10/2011Presiding Commissioners AGENDA Mattituck Park District Board of Commissioners Meeting Thursday, November 10, 2011 Charles Zaloom, Chairperson Nicholas Deegan Dods 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 reRardinR non-al~n~ items will be held at the end of the meetin~i Please limit comments to no mere than 5 minutes Purchases · Dr. Mercier's request to purchase property · Sound System at Lodge Projects · Girl Scout Project · Aldrich Lane Shed & Bathroom · Aldrich Lane Parking Lot and Drainage · Proposed Projects - Setting forth schedule Field Usage · Field Usage Policy & date for next work session · M-C school agreement progress Permits, Fees & Policies · Procurement Policy Amendment -Resolution 2011-50 Amending Procurement Policy · Employee Handbook Addendum - Resolution 2011-51 Adopting Employee Handbook Addendum Se~ting Forth Maintenance Crew Hours Maintenance · Husing Pipe · LIPA Pole at Breakwater Election · Appointment of additional inspector - Resolution 2011-52 Appointing Walia LaFrance as Election Inspector for the November 10, 2011 Commissioner and Treasurer Election · Election Results PUBLIC COMMENT SESSION MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING NOVEMBER 10, 2011 Attendance Chades Zaloom, Chairperson Nicholas Deegen, Commissioner Doris McGreevy, Commissioner John Cushman, Treasurer Eileen Powers, Legal Counsel Beverly Vlcek, Secretary Call to Order Chairperson C. Zaloom called the meeting to order at 7:16 p.m. Pledge of Allegiance Approval of Minutes N. Deegan noted that in reference to the Bailie Beach Lodge gutter repair, as contained in the minutes of last month, he had called C. Zaloom on Saturday morning to let him know he was getting pdces for the repairs. C. Zaloom acknowledged he did receive the call. Motion by C. Zaloom, seconded by N. Deegan, all in favor, and motion carded to approve the minutes of the October 13, 2011 meeting submitted via email. Treasurer's Report J. Cushman submitted the Treasurer's Report, which included the bill register for November showing checks paid in the amount of $4,956.19, and the balance sheet as of November 7, 2011 showing total assets of $492,063.27 and tax liabilities in the amount of $1,334.28. He noted that the LIPA bill was not received this month for payment and he doesn't know why. He reported that there is $252,000 remaining in the budget and all revenues are looking good. Regarding the State Comptroller's Audit he reported that they would like all policies in place that were previously suggested by the AVZ audit; i.e. Credit Card, Cell Phone, Tax Exempt. Commissioners noted that all policies have now been enacted. He noted that an Ethics policy is not required but is suggested. The auditors had one exception regarding procurement, which was that the $outhold Floodng purchase did not include three quotes. D. McGreevy explained that the purchase was for a specific wall covedng that needed to be fire- resistant and only two companies carded the product and had given us a quote. We accepted the lowest quote. J. Cushman further reported that the auditors noted that the bids should contain more detail and that a proof of receipt of materials should be attached to purchase orders. Other items from auditors included: The development of a 3-5 year capital plan; Board responsibilities; such as, segregation of duties, payroll oversight, review of banking, & review of rental receipts. Regarding credit cards the auditors noted there had been no policy in place. They found no proper support for 16 purchases totaling $5,687. Eight, totaling $3,473, ware not supported by a receipt; seven, totaling $898, were not supported by a credit card statement. There was $39 in late fees, 1 of 7 incurring $23.81 in interest, which J. Cushman stated was related to the transition from US Bank to Capital One Bank. He continued that the auditors noted that gasoline purchases were not supported by receipts; there should be a log kept; and that BP is charging us sales tax. B. Vlcek will check with BP regarding the tax situation. He stated this is all subject to change and the auditors will let him know of any substantive changes. A draft report should be forthcoming, tt will be emailed to the Commissioners and the Treasurer. An exit conference will be scheduled with the Treasurer and the Chairperson. The Commissioners will then have 30 days to respond from the date of the draft and 90 days to submit a corrective action plan. The Chairperson and Treasurer will also receive a customer satisfaction survey. D. McGreevy asked J. Cushman how we had fared regarding the penalty sought by the State, as a result of NYS Form 45 being filed late. J. Cushman stated that they agreed to waive the penalty. Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carded to approve 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 bookings, Community Room bookings, Concession Fees and miscellaneous in the amount of $2,270.75. She stated that it has been a busy month. There will be a Scout Ceremony at the Community Room and Daniel Gale Realty will be in next Wednesday for a make-good. She noted that the election has required a lot of preparation time and that things are going very smoothly. She remarked that it is now 7:30 and we have had 300 residents vote. She reported that Lodge bookings have been busy and she is already taking bookings into May and June. Motion by C. Zaloom, seconded by N. Deegan, 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. N. Deegan noted that a catamaran had been abandoned on the beach at the Yacht Club. It does not belong to any YC members and he asked if we should sell or donate it. (decision made to wait for legal counsel to comment) He stated that there was damage to the shed at Bay Avenue and it is in need of painting and repair. He informed that it was donated some time ago and is not sure if it is owned by the baseball league or the Park District. He suggested we accept ownership and repair and paint it. He noted that the cracks in the tennis court are new heaving cracks and not covered under the ARMOR Crack Repair warranty. Todd Andrews is to call C. Zaloom, and N. Deegan feels we should move on with the repair to the cracks before the winter season begins. He reported that repairs are being made to the walkway at Breakwater and that the wood used has been discontinued. We have enough wood for one walkway repair. He stated that we could turn over the existing walkway lumber to get rid of splinters. C. Zaloom stated we could TREX it with plastic. N. Deegan replied that he will get a price on the material. He continued that the docks had been pulled and the bathroom winterized. 2of7 Regarding the AC for the Community Room he reported that DJ Heating and Plumbing will be meeting at the Community Room with E. Grohoski to determine if the AC coils have previously been installed. They will report back with a plan and forward specs to L. Tortore. E. Powers was now present and N. Deegan asked her opinion regarding the abandoned catamaran. E. Powers suggested we check with Southold Police to see if there are any reports of missing catamarans, and asked if it was in good shape. N. Deegan responded yes, and suggested we could donate it to a sailing club. E. Powers stated we should report it as abandoned property and see if the police have any information. Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carded to approve the maintenance report, as submitted. C. ZALOOM ASKED IF THERE WAS ANY PUBLIC COMMENT. THERE WAS NO RESPONSE. PURCHASES Dr. Mercier's request to purchase property Dr. Thomas Mercier and Barbara Mercier were present and submitted a letter and copy of a survey to each Commissioner. He stated that he had bought property 28 years ago and began using it as his medical office one year later. There is a small stdp of property directly north of his that the previous owner informed him he had always used, but that it was owned by the Park District. Dr. Mercier stated that a fence was erected a year later that he assumed was put up by the Park District. He has been using the property as part of his parking and he would like to purchase the parcel. It is .08 acres and is part of Lot 19.1. He submitted that it has not been used by the Park District in at least 38 years. E. Powers asked if, other than the comments from his predecessor, he had ever seen a deed. Dr. Mercier replied that he had an informal discussion with Frank Murphy, who had also stated that the Park Distdct owned the property. E. Powers asked if anyone knows for sure, and added that it is not contained in the deeds she has reviewed. It is only listed as a dght-of-wey and feels there must be another deed. D. McGreevy stated that the attomey at the time was Gall VVickham and she may have additional information. C. 7_aloom stated that the Commissioners would discuss Dr. Mercier's proposal. B. Memier asked if the Commissioners had viewed the parcel. C. Zaloom replied that he had and that this is the process, and added that we need to clarify ownership and decide on the proposal and the financial aspects. Dr. Memier added that he was not ready to make an offer. He has spoken to a realtor regarding an appraisal, who will get back to him. E. Powers asked if he would consider giving the Park Distdct a right-of-way over the parcel for walking or driving. Dr. Mercier responded yes, and added that he has never seen anyone use the property. B. Mercier added she had only seen people on the parcel to use their (the Mercier's) dumpster. D. McGreevy stated that it would be subject to an appraisal and that she had spoken to a real estate broker who explained that one can get a paid appraisal or a free market value analysis. The paid appraisal is more bonafide, and she stated that generally the person interested in purchasing pays for the appraisal and than, if purchased, can take the cost off of the purchase pdce. 3of7 E. Powers informed that she had read the pertinent municipal statutes and that N. Deegan was correct; in order to sell the property them must be a vote and referendum. N. Deegan stated the process could take a couple of months. E. Powers responded that it could be quicker, as a title company can do a report in a week. N. Deegan asked if we should appropriate money for a title search. E. Powers stated that the information should be in our files and we need to search our records. C. Zaloom suggested Dr. Mercier develop an offer and make a formal request. Sound System ~. Lodge and Community Room C. Zaloom reported that Jim Gorman had gotten back to him and would like to be present at the next event to evaluate the acoustics. It was noted that the next event at the Community room would be on December 8~h. C. Zaloom will notify him. 8:00 p.m. At this time L. Tortora, the Election Coordinator, declared the polls were closed. PROJECTS Girl Scout Proiect D. McGreevy reported that the project was completed on Tuesday with the exception of the solar panels, which have been replaced by slate panels. She stated that the scouts have asked for a Dedication Ceremony to take place on the first weekend in December. She asked if the Commissioners would agree to the ceremony. The Commissioners did agree. D. McGreevy will email names and Silver Award information to B Vlcek, who will prepare a proclamation/certificate of appreciation. Aldrich Lane Shed & Bathroom C. Zaloom stated that we need a bid package. He noted that N. Deegan has the information and it needs to be turned into an RFP. C. Zaloom stated that we will have Chris Dwyer prepare the specs for the shed, bathroom & parking lot, including drainage. Proposed Proiects - Settin.q Forth Schedule C. Zaloom suggested that each year we review and rebid the insurance company and other vendors that we use. The Commissioners proposed the following proposed projects: 2. 3. 4. 5. 6. 7. 8. 9. AC for Community Room Shed, bathroom and parking area at Aldrich Lane Sound systems at Lodge and Community Room Pike Street Parking Lot Brickwork for walkway extension at Vets Park Vets Park parking Lot Storage building Landscaping and irrigation at Vets Park Parking lot striping and landscaping at Breakwater 4of7 E. Powers asked if the Yacht Club bathroom would be constructed at the same time and if it was budgeted. D. McGreevy stated that there is a high water table there. N. Deegan stated it may need a vault system to pump out. FIELD USAGE M-C School A.qreement Pr.ogress E. Powers asked if everyone had reviewed the agreement she prepared. N. Deegan responded no. E. Powers stated that she would email N. Deegan another copy tonight, and would like the Commissioners to let her know by Monday if they have any objections to the proposed agreement. D. McGreevy and C. Zaloom indicated they are ok with the proposed agreement and N. Deegan will let her know by Monday. Field Usa.qe Policy and Date for next work session C. Zaloom reported that we now have a draft. A work session is scheduled for November 14th and a final work session for November 28~. He suggested we have our final internal draft done by November 28th and then invite sport's people to attend the Board's meeting on December 8th' at which time we will announce, release and explain the proposed Field Usage Policy. We will then invite them back to the work session on Monday, December 19~h or the work session of January 2r~ to listen to and review the public's comments, and we will then put it to a vote on January 12th. PERMITS, FEES & POLICIES Procurement Policy Amendment - Resolution 2011-50 Amending Procurement Policy Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carried to enact Resolution 2011-50. Employee Handbook Addendum - Resolution 2011-51 Adopting Employee Handbook Addendum Setting Forth Maintenance Crew Hours. Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carried to enact Resolution 2011-51. MAINTENANCE Husin.q Pipe D. McGreevy stated that Jon Shearin from Roy Reeve Insurance Agency and NYMER recommends we send a letter to Suffolk County advising them of the hazardous pipe situation. E. Powers is to write the letter putting them on notice that a hazardous situation exists. 5of7 N. Deegan informed that Vector Control said they will come out this afternoon or tomorrow to inspect. He stated that they have accepted responsibility verbally, and said they do check periodically. D. McGreevy asked if they could give us a report. C. Zaloom stated we would like verification that they are taking responsibility. N. Deegan stated he will check and see if the situation has been fixed. C. Zaloom stated that if it is not fixed, our insurance company would like us to send a letter to the County noticing the hazard. N Deegan will inform if condition has been fixed or not. LIPA Pole at Breakwater B. Vlcek reported that she had spoken to E. Grohoski who told her he had spoken to LIPA. LIPA informed E. Grohoski that the span was too great to go from one pole to the building. There was a possibility of putting a pole near the guard rail, or the line could be buded underground. In either case, they would charge us quite a bit. E. Grohoski had an electrician give an estimate for burying the line. The matedal alone, which needs to be copper due to salt water exposure, would be $3,000, and then labor would be added to that. E. Grohoski said the LIPA representative was to call N. Deegan. C. Zaloom stated that we should get a quote from LIPA to move the pole and also a quote from them for burying the line. N. Deegan will call LIPA to get the quote and also get three other proposals for burying the pole. ELECTION Appointment of Additional Inspector - Resolution 2011-52 Appointing Walia LaFrance as Election Inspector for the November 10, 2011 Commissioner and Treasurer Election Motion by C. Zaloom seconded by D. McGreevy, all in favor and motion carried to enact Resolution 2011-52. Election Results The Voting Polls were declared closed by L Tortora, Election Coordinator, at 8 p.m. Votes were then tallied by the Election Inspectors. Unofficial results tallied a total 335 ballots cast, of which 316 were poll votes, 14 were absentee votes, and five were affidavit votes. The five affidavit ballots and 14 absentee votes were not counted at this time. Unofficial Election results for Commissioner declared at 9:30 were: 202 votes for Gerard Goehringer Jr. 105 votes for Frank Polistena 4 votes for Nicholas Deegan 1 vote for Barbara Murphy Smith 2 votes for Doris McGreevy 6 of 7 I vote for Joseph C. Domanski I vote for William Grembler Unofficial Election results for Treasurer declared were: '112 votes for Steven Brautigan 92 votes for Shelly Maddaloni 83 votes for Erica Wells The election inspectors will meet Monday to open the absentee ballots and affidavit ballots, declared valid by the Suffolk County Board of Election Commissioners. There being no further business to come before the meeting, n~ot/on by C. Zaloom, seconded by N Deegan, all in favor, and motion carded to adjourn the meeting at 9:32 p.m. Respectfully subr~tted, Beverly Vlcek, Secretary Mattituck Park District 7 of 7 Bill Register November 2011 Check No. 22,668 22,669 22,670 22,671 22,672 22,673 22,674 22,675 22,676 22,677 22,678 22.679 22,680 22,681 22,682 22,683 22,684 22,685 22,686 22,687 Payee Date Amount Creative Forms & Concepts Inc. 11/7/2011 32.03 The Ink Spot 11/7/2011 6.25 Lou's Service Station Inc. 1 I/7/2011 37.00 Williamson Law Book Co. 11/7/2011 116.18 Nextel Communications 11/7/2011 156.98 Staples Credit Plan 111712011 112.45 Times/Review Newspapers 11/7/2011 137.16 Oxford Health Plans 11/7/2011 1,369.18 Vedzon 11/7/2011 36.05 BP 11/7/2011 353.70 Cablevision Riverhead 11/7/2011 99.85 ICVM Group 11/7/2011 625.00 Marjam Supply Co. 11/7/2011 159.89 Mattituck Plumbing & Heating Co 11/7/2011 295.00 Northeastern Equipment Unlimite 11/7/2011 48.81 Orlowski Hardware Company, Inc. 11/7/2011 60.66 Eileen A. Powers 11/7/2011 772.50 New York State Insurance Fund 11/7/2011 404.50 Twin Fork Tire Corp. 11/7/2011 89.00 Postmaster 11/7/2011 44.00 4,956.19 Matfituck Park District Balance Sheet 11/7/2011 Account A.200 A.20i A.205 A.210 Assets Account Name Cash Cash in Time Cash in MBINCLASS Petty Cash Total Assets Balance 2,550.19 362,686.66 126,776.42 50.00 492,063.27 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 404.09 359.05 571.14 1,334.28 4g0,728.gg 492,063.27 Date: 1~.1071201~ lime: 6:34 PM Account Account Name A.100i Real Property Taxes A,1090 Interest-Real Prop. Tax A.2~01 Interest ~. Eamings A.2440 Concession Rental A.2590 Beach PetlTlits A.2620 Forfeited BiCi Deposits A.2655 Ramp Keys A.2705 Gift5 & De~ation$ A.2771 Other Revenues A.599 Appropriated Fund Balance A.5650.12 Total Revenues Parking Attendants Parking Attend., Houdy Total Parking Attendanb~ Forks A.7110.12 ParRs, Part-Time Houdy A.7111.12 Parks, Full-time Houdy A.7112.12 Parks, Office Total parks Personnel Capital Outlay A.7110.242 Site Improven~nts A.7110.243 Equipment Total Capital OuUa¥ Contractual Expenses A.1980 MTA Payroll Tax A.7110.411 Supplies & Matedals A.7t10.410 Prompt Payment DiscountS A.7110.412 O~ce Stationary A.7110.421 Teie~hone A.7110.422 Electdc A.7110.423 Water A.7110.424 Natural Gas A.7110,431 Insurance A.7110.442 Site Maint/FadliW Rprs A.7110.443 Equipment Repairs A.7110.451 Legal Cound~ 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 E~bt Principal A.9310.7 Debt Interes't Total Debt Service Total Expenditures Mattituck Park District P.O. Box 1413 Mattituck, New York 11952 Current Budg Month To Date Year To Date Remaining Budg 432,360.00 0.00 432,360.00 0.00 0.00 0.00 23.65 -23.65 3,000.00 0.00 2,027.92 972.08 500.00 236.00 1,336.00 -836.00 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 1,584.75 17,705.00 -2,705.00 106,000.00 0.{30 0.00 106,000.00 566,860.00 1,820.75 471,437.57 95,422.43 17,000.Oti 0.00 10,126.43 6,873.57 17,000.00 0.00 101126.43 61873-57 40,000.00 1,225.84 23,379.04 16,620.96 56,000.00 1,928.00 40,387.70 15,612.30 18,000.00 674.80 15,145.68 2,854.32 114,000.00 3,828.64 78,912.42 35,087.58 140,000.00 0.00 21,582.75 118,417.25 10,000.00 0.00 6,661.24 3,338.76 150,000.00 0.00 28,243.99 121,756.01 600.00 0.00 387.07 212.93 49,955.00 1,741.13 27,339.43 22,615.57 -5.00 0.00 -5.95 0.95 500.00 0.00 0.00 500.00 5,000.00 292.88 3,032.26 1,967.74 12,000.00 0.00 6,069.97 5,930.03 500.00 0.00 179.99 320.01 5,000.00 0.00 677.66 4,322.34 30,0~.00 404.50 25,932.92 4,067.08 20,000.00 295.00 8,920.45 11,079.55 5,000.00 37.00 2,816.33 2,183.67 10,000.00 772.50 8,497.50 1,502.50 6,500.00 217.88 4,793.36 1,706.64 7,250.00 247.58 5,446.76 1,803.24 300.00 0.00 3.32.00 168.00 14,700.00 0.00 0.00 14,700.00 500.O0 44.0O 366.39 133.61 36O.0O 0.00 310.00 50.00 168,160.00 4,052.47 94,896.14 73,263.86 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 13,700.00 328.52 9,690.70 4,009.30 3,080.00 0.00 3,080.00 0.00 16,000.00 1,266.18 12,161.99 3,838.01 32,780.00 1,594.70 24,932.69 7,847.31 50,000.00 0.00 50,000.00 0.00 1,420.00 0.00 290.00 1,130.00 51,420.00 0.00 50,290.00 1,130.00 566,860.00 9,475.81 314,794.05 252,065.95 Page no. 1 November 2011 Period Covering October 11 - November 7, 2011 Receipts LODGE DATE(S) BOOKED 10/28, 29 & 30 11/4, 5 &6 4/28 & 29 12/2, 3 &4 1114, 5&6 GROUP/ RECEIPTS Payee AMT. DEPOSITED Sharon Gilbert, GSTs 1865 & 2808 $ 450 S.C. Girls Scout Troop 392 $ 450 S.C. Gid Scout Council Tr. 916 $ 225 Troop 45 Boys Scouts of Ame. $ 525 S.C. Girls Scout Troop 392 $ 25 Total Lodge ........... $1,675 DEPOSIT DATE for 15p @ $25 plus $75 htg 10/20/11 for 15p @ $25 plus $75 htg t0/31/11 for 10p @ $15 plus $75 htg 11/3/11 for 18p @ $25 plus $75 htg 11/7/11 for 1 additional scout @ $25 11/7/11 COMMUNITY ROOM 12/8 CON...~CESSI_ON FEE July, Aug. Sept. MISC. 10/27 LODGE- 2012 1/20, 21 & 22 4/28 & 29 COMMUNITY ROOM 11/16 12/8 Karen & Kenneth De Mey $ 350 for Eagle Scout Ceremony Total Comm. Rm ..... $350 11/7/11 L JR Vending, Inc. $236 20% total sales plus $90 electric 11/3111 Total Concession .... $236 FOIL poll roster 2010 $ 9.75 for photocopy 39 pgs @ $.25 pp 11/3/11 Total Misc ............. $ 9.75 Total Receipts ...... $ 2,270.75 Events Booked this Period Jennifer Perkins, Boy Scout Troop 391 Karen Hawkesworth, S.C. Girl Scout Council Tr. 916 Daniel Gale Sothby's InU. Realty - Real Estate Seminar- NC (make-good) Karen & Kenneth De Mey - Eagle Scout Ceremony/Reception October- November 2011 Report Aldrich Field 1. Cutting, and weed whacking grass. 2. Leveled parking lot to remove pot holes. Need more RCA to fill pot holes. 3. Called head grounds keeper at Mattimck High School to give him a heads up on cutting grass. Bay Avenue Ball field 1. Cutting, and weed whacking grass. 2. Removed fallen trees. 3. Replaced damaged shingles on shed. Shed needs paint, and the barn doors need to be replaced. They are rotted on the bottom, along with ramp. 4. Inspected crocks on tennis courts. Looks like same cracks that were repaired. 5. Install owl that blew off. Bailey's Beach Lodge 1. Cutting, and weed whacking grass. 2. Opening, and lighting stove for rentals. Yacht Club 1. Cutting, and weed whacking grass. 2. Moved abandon Catamaran from beach to fence by Porta Potty. 3. Replaced damaged top plank on new bleaches with one we had at Aldrich 4. Replaced more wire ties on ball field fence. 5. Locked up portable toilet for winter, as requested by Island Portable. Breakwaters Beach 1. Weed Whack along building, and fence. 2. Mattituck Plumbing has winterized bathrooms. Veteran's Beach Park 1. Cutting, and weed whacking grass. 2. Pulled weeds from front of main buiMing. 3. Unknown persons snapped plastic pipe connector on water bib in picnic area. Replaced water bib post, and repaired fittings. Painted water pest, and pest for electric with white paint. 4. Replacing boardwalk to beach with plastic wood. 5. Drained, and blew out water lines to picnic area, and outside shower. 6. Installed cover on large garbage bin in picnic area. 7. Unknown persons removed two signs from playground area. Found, and replaced si~. 8. Sanded out mst, primed, and spray painted outside doors on main building. Will need to paint doors in spring. 9. Opened main building so Heating, and Air-conditioning Contractor could look at heating system, to make bid on air-conditioning installation. Love Lane 1. Cutting, and weed whacking grass. 2. Removed floating docks, and flipped docks over for needed repairs. 3. Installed cover on large garbage bin. 4. Mattituck Plumbing has winterized bathrooms. Wolf Pit 1. Cutting, and weed whacking grass. 2. Cutting up trees. Pike Street Parking Lot 1. Installed Three 8' 4x4's with patch seal on south east side to divert water from Fire Departments'property. Misc 1. Called in electrical readings, for Lodge, and Breakwaters. 2. Met Sound Conlractor for new PA, and sound system. Showed him the Lodge, and Veteran's Park. 3. Brought Ford pickup in for Inspection, passed. 4. Called in to remove dumpster from Veterans Park. 5. Called in for shutdown, and removal of Porta Potties at: Yacht Club, Bay Avenue, and by the beach at Veteran's Park. 6. Made up, and put out signs for upcoming park elections. 7. Called Lindsay Irrigation to request blowout of sprinkler systems at all parks. 8. Called Mattimck Plumbing to request shut down of bathrooms at Breakwater Beach, and Love Lane Boat Ramp. 9. Kregers called to give me info, and recommendations on water system at Lodge. I told him to fax it to Park office. 10. Called Bill's Tree service to ask when he planned on starting tree work. He said its on his schedule for 11/8/2011. THOMAS R. MERCIER, M.D., F.A.A.P. 1045 LOVE LANE P.O. BOX 1423 MATFITUCK, NY 11952 FELLOW i~MERICAN ACADEMY OF ~:I~EDtATRICS TELEPHONE 631-298-5454 FAX 631-298-5452 November 10, 2011 Mattituck Park District Commissioners Re: Proposal to purchase part of sect: 140; blk: 1; lot 19.1 Dear Ladies and Gentlemen: I currently own the comer parcel (1045 Love Lane, Mattituck) known as tax lot 21, which contains my medical office. I purchased the property in 1983. The property directly north of my lot is part of tax lot 19.1, owned by the Mattituck Park District. In 1985, subsequent to my purchase of the property, the Park District constructed a bamer across the south-easterly portion of their property, leaving a small parcel, measuring 33 feet by 115 feet adjacent to my parcel but separated from the rest of the Park District property. I have been using this separated area as part of the parking lot for my medical office s/nee t984. The previous owner had been using this same piece of property for his private yard since at least 1973, and told me that throughout his time of ownership the Parks District had never used it. The Park District has not used this property in at least 38 years. It is my request to purchase tlfis piece of property, measuring 33 feet by 115 feet (approximately 0.08 acre) from the Park District, subject to an appraisal report. A copy of the tax map is attached. I hope that my proposal will be favorably considered. Sincerely, Thomas R. Mercier RESOLUTION 2011-50 - NOVEMBER 10, 2011 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 thc Board of Commissioners hereby adopts the following amended Procurement Policy effective this 10t~ day of November 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 oftbe 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 delive~ 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 written/fax quotes Page 1 of 3 have been requested and the written/fax quotes offered and same shall be maintained by the Park District for six (6) years. Any contract for services of more than $1,500 shall 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 oftbe 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 ora 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. Iftbe 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; £ 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 shall 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. All credit cards will have reasonable limits set by the Board of Commissioner& The Board can, at any time, reduce the limits on odsting cards, if necessary. GUIDELINE 11. When a credit card is used for "emergency purposes," the user will clearly document the emergency situation that justified the need to the Commissioner& GUIDELINE 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 produc~ GUIDELINE 13. 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 November 10, 2011 Page 3 of 3 RESOLUTION 2011-51 RESOLUTION ADOPTING EMPLOYEE HANDBOOK ADDENDUM SETTING FORTH MAINTENANCE CREW HOURS BE IT RESOLVED, that the Board of Commissioners of the Matt/tuck Park Distdct hereby adopts the following addendum to its Employee Handbook: EMPLOYEE HANDBOOKADDENDUM Regular season begins on the last Sunday in February and the winter season begins on the first Monday in December. Hours of work for our full time laborer shall be 7:00 a.m. until 2:30 p.m. Tuesday through Saturday dudng the winter season, and 8:00 a.m. until 3:30 p.m. during the regular season During regular season part time laborers shall not work in excess of 20 hours/week During winter season one part time laborer shall work 10 hours/week and one part time laborer shall work 14 hours/week Part time laborers are required to work Sundays, when needed, dudng regular season. Full time laborer receives ten (10) vacation/sick days per year, which are to be used by the end of the year, plus Christmas, New Years and Thanksgiving Day, if they fall on a designated workday. Full time laborer will contribute towards full family medical including prescriptions and also receives worker's compensation and unemployment insurance. Part time laborers receive worker's compensation and unemployment insurance benefits. Effective as enacted November 10, 2011 RESOLUTION 2011-52 RESOLUTION APPOINTING WALIA LA FRANCE AS AN ELECTION INSPECTOR FOR THE NOVEMBER 10, 2011 COMMISSIONER & TREASURER ELECTION WHEREAS, a meeting of the legal voters of the Mattituck Park District will take place on the 10th 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 Walia LaFrance as an Election Inspector 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. Enacted November 10,2011