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Home My WebLink AboutMPD-12/08/2011 AGENDA Mattituck Park District Board of Commissioners Meeting Thursday, December 8, 2011 R~E,VED FEB 2 3 2012 Presiding Commissioners Chades Zaloom, Chairperson Nicholas Deegan Dods McGreevy $oulholc[ To~',n CI~,'I¢ 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~ardin~l non-aRenda items will be held at the end of the meetinR Please limit comments to no more than 5 minutes Reco.qnition · Eileen Powers, Doris McGreevy, John Cushman Proiects · Girl Scout Silver Award · Aldrich Lane Shed & Bathroom · Aldrich Lane Parking Lot and Drainage · Pike Street Grant Maintenance · Husing Pipe- Letter to Vector Control Permits, Fees & Policies · M-C school agreement progress · Field Usage Policy PUBLIC COMMENT SESSION MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING DECEMBER 8, 2011 Attendance Charles Zaloom, Chairperson Nicholas Deegan, Commissioner - 7:45 arrival Dods McGreevy, Commissioner John Cushman, Treasurer Eileen Powers, Legal Counsel Lydia Tortora, Clerk Bevedy Vlcek, Secretary Call to Order Chairperson C. Zaloom called the meeting to order at 7:05 p.m. Pled(~e of Allecliance Approval of Minutes Motion by C. Zaloom, seconded by D. McGreevy, all in favor, and motion carded to approve the minutes of the November 10, 2011 meeting submitted via email. Treasurer's Report J. Cushman submitted the Treasurer's Report, which included the bill register for December showing checks paid in the amount of $11,275.54, and the balance sheet as of December 8, 2011, showing total assets of $474,233 and tax liabilities in the amount of $1,142.25 Appropriations remaining are $231,644 less the four bills added to monthly expenditures, which totaled $691.45, with $150,000 appropriated into next year's budget. He noted that we are in good financial shape. 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 & Community Room bookings in the amount of $2,650. She stated that it has been an active month. The Lodge has been busy and the Community Room is getting busy. She reported that the website had received 91 hits regarding Community Room rental and credits that to Dods for adding such good photos. There has been edging and painting done at the Lodge thanks to Scout leader Jim Olson. She also reports that the scouts are busy doing projects and are appreciative of the Lodge and also cooperative. 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. Grehoski submitted a Maintenance Report, which was reviewed by the Commissioners, showing general maintenance for the month. 1 of 6 C. Zaloom noted that the Lodge has a new well and the water has been tested; cleanup and weeding was done at Breakwater; and on Love Lane the bottoms of the floating docks have been scraped. 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. RECOGNITION C. Zaloom offered gratitude and recognition to D. McGreevy, E. Powers and J. Cushman for the effort and energy they have put into the Park District over the years, as had T. McCaffery and J. Goehdnger before them. He noted D. McGreevy's special contribution to the intedor design of the new Community Room where a large award ceremony was being held this evening. He added that the Commissioners have made great strides in improving and keeping the Park District going. He also noted J. Cushman's 20 years of dedicated service. J. Cushman at this time was presented with a plaque recognizing his service. PROJECTS Girl Scout Silver Award D. McGreevy reported that the Girt Scouts had achieved their Silver Award by designing, constructing and installing War Memorial Serenity Benches in honor of our Veterans at Veterans Park, which will serve as waterview seating area for all residents to enjoy. She noted that Legislator Romaine and Supervisor Russell had attended the dedication ceremony at which time the Girl Scouts received framed proclamations, which they would like to hang in the conference room at Vets. Motion by D. McGreevy, seconded by C. Zaloom, all in favor and motion carded to allow the Scouts to place their proclamations in the conference room Aldrich Lane shed, bathrooms, parking lot and draina~le C. Zaloom reported that we anticipate installing a shed and bathroom at the Aldrich Lane fields and also working on the parking lot and drainage situation. He reported that N. Deegan is working on the project and is in the process of reviewing the project. Pike Street Grant C. Zaloom reported that this involved a municipal/County grant for enhancement of the parking lot behind the stores on Love Lane. D. McGreevy reported that we didn't recaive the grant. We can, however, try again next year. She stated that the Chamber of Commerce had applied for the grant to put in an additional dry wall, stripe and repave the lot, and put in lighting, new pavers and a directory. D. McGreevy met with Ed Romaine and was told that Riverhead had gotten the grant to build a skate park behind the old Swezey's Dept. Store in Riverhead. Legislator Romaine suggested we put it in again next year. We were told that a problem was that the Park District was listed as the municipality along with the Chamber of Commerce and the County would prefer the Town, a larger entity, be listed. C. Zaloom stated that we would apply again, and in the meantime we will work on the drainage situation, which is a functional issue. 2 of 6 MAINTENANCE Husin.q Pipe - Letter to Vector Control C. Zaloom noted that E. Powers was not present at this time and, therefore, could not report on the letter to Vector Control. He informed that there is a mysterious pipe at the Mattituck Yacht Club beach area with a crack in it and it needs to be addressed. PERMITS~ FEES & POLICIES M-C School Agreement pro~ress C. Zaloom reported that a proposed draft agreement had been submitted to the School in an effort to develop a mutual use agreement with the School regarding the south edge of Laurel fields, which is School property. He noted that we have not heard back from the School Distdct and it is now in their hands. ALARM SYSTEM CONTRACT Resolution 2011-53 Authorizing Chairperson to Enter into a Central Station Monitoring Contract with Lighthouse Security Inc. Motion by C. Zaloom, seconded by D. McGreevy, all in favor and motion carded to enact Resolution 2011-53. BUDGET MODIFICATION Resolution 2011-54 Modifying 2011 Budget Motion by C. Zalnom, seconded by D. McGreevy, all in favor and motion carded to enact Resolution 2011-54. FIELD USAGE POLICY At this time the "Draft - Field Use Policy for Athletic Fields" was distributed to attendees. C. Zaloom stated that the purpose of the Policy wes to define the fields, describe how they will be used now and in the future, set forth scheduling procedures, fees, charges, rules and regulations, and general management. He stated that the structure - not hours or fees - comes first, with consideration given to how costs are expended and the service level needed by the MPD to maintain the fields, lights, etc. The goal is to set up a straw man and present it to the public - present a policy based on the sport community's needs and the Park District's duties. He explained that every parks and recreation department has a field use policy, and he had copied what he considered the best policy from others. He felt that in the past our policy was very ad hoc and that it fostered antagonism. A policy in place will make L. Tortora's job easier. He continued that the policy identifies the field locations and rest requirements, which allows us to program maintenance; i.e., close a field for a month, fertilize and rest, and then get ready again. We can now have an annual maintenance schedule, which will lead to better fields. F. Polistena asked what the format for enactment would be. C. Zaloom explained that we don't want to miss the 2012 season. He would like to have a late th January athletic meeting, as we did two years ago. He has set January 19 as a tentative date for that meeting. He informed that our next monthly meeting is January 12th and we will vote on the Policy at that time. He noted that he expects there will be changes to this proposed policy. F. Polistena asked if they could submit comments through email. 3of6 C. Zaloom stated that would be perfect, and to be sure to identify the topic and page and make comment and that the emails should be sent to the District's email address, which is mattparkdist, com. D. McGreevy suggested a timeline be followed. She noted that our next work session is January 2nd and we want to be close to completion by then. We can meet in the large room at Vets. C. Zaloom stated he expects to have some communication by then and that we will let you know what we think will work, but submitted that this proposal didn't come out of thin air. He noted that we could use some assistance on the maintenance rotation schedule and that this proposal is a guess. He noted that we have split Field 1 into two, which gives us a 5-field rotation and more rest, but it might not work. He suggested the field users take a look and make recommendations. Regarding priorities he noted that the field area on the south side involves our relationship with the M-C School and they are the first pdodty there, and then the others follow and are defined in the policy. Regarding a resident team he stated that most policies define resident teams as having 75 or 80% residents, but we have followed a different standard. He stated that we tded to make it a generous definition. F. Polistena asked if that referred to individual teams. C. Zaloom responded it was individuals on the team and reminded that Mattituck/Laurel residents are paying the taxes - they are our tax base. He offered that we have fantastic fields, which are unique and we have hundreds of kids playing. He added that we are not trying to push out or bdng in anyone, but we are trying to manage as effectively as possible. J. Pfaff asked if the policy applied to all Mattituck Park Distdct properties. C. Zaloom responded yes, and that the ballfields are easier to manage as they are not used to capacity and there is a lot of support. Soccer is a much larger scale. D. McGreevy noted that the application process is different. C. Zaloom stated that we want an effective application process, which works smoothly. An Attendee asked what date we would be accepting applications. C. Zaloom responded it would be after the 20~h and noted that a new indemnity is required by our insurance company. (Commissioner Deegan arrived at this time -7:45 p.m.) F. Polistena asked what metrics were considered in setting the $5 and $7, and noted that some fields require less maintenance. C. Zaloom stated that he feels the fees are pretty token and that we are not in the mode to recover expenses but only to help defray them. F. Polistena asked if we were short on funding. C. Zaloom replied no, but that sport field maintenance and the lighting is the highest cost for the use that the Park District has. F. Polistena asked if the MPD was in the red. C. Z. aloom responded that the additional dollars would contribute to expenses, and that we have reduced taxes by 14% in three years, bringing a homeowners' contribution down from $150 to $125. He stated it would be great if we could reduce taxes even further. Attendee asked if there were no sports, wouldn't Alddch still have to be cut. (maintained) C. Z. aloom responded that it would be half the cost and noted that the lights cost ~$400 per month for soccer from Apdl to November, and then the electdc goes down to $90. F. Polistena stated that people are interested in getting services. J. Pfaff asked for a clarification regarding user fees and non-profit organizations. C. Zaloom stated that it was all written in the policy. 4of6 J. Pfaff questioned the fee schedule regarding why a resident, non-profit team, which has more than 40% residents but charges a fee to cover their own maintenance, would then be required to pay a user fee. K. Ryan questioned whether there was another fee involved for a w~ekend tournament besides the $100. D. McGreevy replied no, and that the $100 is to cover the cost of our employee working extra hours to cover the parking lot. K. Ryan stated that she would like to discuss modifying the fields for baseball. C. Zaloom asked if she was referring to the Yacht Club field. K. Ryan responded yes, and informed that she was the new president of Little League. C. Zaloom stated that there would be no mid-season changes made, and that the requests should be made on January 20th. He added that he would like the teams to work out their schedules. F. Polistena asked about the VB fee on page 7 and whether it was to cover the cost of a guard at the gate. D. McGreevy stated yes and added that there was also a guest permit cost of $15 additional per car. She recommended he get permission from the Town to park outside the gate. F. Polistena stated he feels a fee, plus a special fee, plus a per car fee is arbitrary. L. Tortora stated that Breakwater is unique. She informed that 2,700 people used Veterans Park and Breakwater Beach and that 99% of them are taxpayers. D. Kujawski stated he would love to see her document that and remarked that she is famous for telling lies. D. McGreevy stated to him that that is inappropriate. L. Tor~ora stated that the Breakwater people come to swim and use the beach and the Park District is trying to accommodate both uses (VB & Beach.) She explained that there is no change from last year's tournament. D. McGreevy stated that people are bathing and that it is nice of the Park District to allow a tournament on a Saturday, and if they want to park, they should take out an agreement with the Town to park outside and put a card on their dashboards. She reminded that the MPD has to hire someone to be at the gate at 8 a.m. and stay longer than usual. J. Pfaff asked if a resident, non-profit that charges a fee would be subject to a user fee of $5/team member and also pay a light fee. C. Zaloom responded yes. J. Pfaff stated that the soccer club had bought one of the lights and the soccer club pays for the gas and brings in a company to service it. C. Zaloom informed that the cost to run the lights is about $430 per month. N. Deegan stated it is $11 per hour. F. Polistena asked if the Park District is looking to make a profit. C. Zaloom responded no. F. Polistena asked if the budget covers all expenses. C. Zaloom replied that we have reduced taxes. F. Polistena stated that no one complains; it is a service. C. Zaloom responded that the Park District's goal is to drive taxes down and give better service. F. Polistena questioned why the biggest problem was concaming $150 rather than worry about services. C. Zaloom stated the goal is to reduce taxes and apply the cost to users. D. Kujawski asked why there was no fee for the Pike Street parking lot as people are using that. E. Powers replied that we have an agreement with the Town and they service the parking lot. 5of6 D. McGreevy asked D. Kujawski if he lived in Mattituck. D. Kujawski replied yes. C. Zaloom stated that this is our approach and that we try to do the best we can. D. Kujawski asked why there were fees on sports and not on picnic use. C. Zaloom stated there were no fees for families using the picnic area, but that L. Tortora rents out the fields. He informed that if over 50 people, there is a flat fee. There being no further business to come before the meeting, motion by C. Zatoom, seconded by D. McGreevy, all in favor, and motion carded to adjourn the meeting at 8:00 p.m. Respectfully subr~itted, · ' ~-e--~,~C!e~y~' Mattituck. ~P~a~istrict 6 of 6 Bill Register December 2011 Check No. Payee Date Amount 22695 BP 12/5/2011 381.63 22696 Cablevision Riverhead 12/5/2011 99.85 22697 Capital One Bank 12/6/2011 31.33 22698 Diane Cotugno 12/6/2011 88.00 22699 C.F. Van Duzer Gas Service Inc. 12/6/2011 438.82 22700 Eckert Oil Service, Inc. 12/6/2011 1,066.47 22701 Island Portables, Inc. 12/6/2011 939.00 22702 Theresa Kuhn 12/6/2011 82.50 22703 Walia LaFrance 12/6/2011 88.00 22704 Lighthouse Security Inc. 12/6/2011 708.00 22705 Lindsay Irrigation, Inc. 12/6/2011 1,415.00 22706 LIPA 12/6/2011 1,838.16 22707 Madam Supply Co. 12/6/2011 35.66 22708 Mattituck Sanitation 12/6/2011 286.90 22709 Virginia R. Neville 1216/2011 88.00 22710 New England Camp Discounter 12/6/2011 59.99 22711 Oxford Health Plans 12/6/2011 1,369.18 22712 Eileen A. Powers 12/6/2011 772.50 22713 Southold Town Dept Solid Waste 12/6/2011 44.40 22714 Southold Town Dept Solid Waste 12/6/2011 69.60 22715 Nextel Communications 12/6/2011 156.98 22716 New York State Insurance Fund 12/6/2011 454.73 22717 Suffolk County Board of Electio 121612011 14.97 22718 Verizon 12/6/2011 37.42 10,567.09 Mattituck Park District Balance Sheet 12/8/2011 Account A.200 A.201 A.205 A.210 Assets Account Name Cash Cash in Time Cash in MBINCLASS Petty Cash Total Assets Balance 1,586.21 345,820.52 126,776.57 50.00 474,233.30 Account A.022 A.026 A.909 Liabilities & Fund Balance Account Name Federal Tax Payable FICA Tax Payable Total Liabilities Fund Balance Total Liabilities plus Fund Balance Balance 465.71 676.54 1,142.25 473,091.05 474,233.30 Date: t2/06/2011 Time: 7:37 PM Account Account Name Mattituck Park District P.O. Box 1413 Mattituck, NewYork 11952 Current Budg f4onth To Date Year TO Date Remaining Budg A.1001 Real Property Taxes A.1090 Interest-Real Prop. Tax A.2401 Interest & Earnings A.2440 Concession Rental A.2590 Beach Permits A,2620 Forfeited Bid Deposits A.2655 Ramp Keys A.2705 Gifts & Donations A.2771 Other Revenues A.599 Appropriated Fund Balance Total Revenues Expenditures Parking Attendants A.5650.12 Parking Attend., Hourly Total Parking Attendants Parks A.7110.12 Parks, Part-Time Hourly A.7111.12 Parks, Full-time Houdy 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.7:L10.411 Supplies 8~ 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/Rpr5 A.7110.443 Equipment Repairs A.7110.45I 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 Total Debt Service Total Expenditures 432,360.00 0.00 432,360.00 0.00 0.00 23.65 -23.65 3,000.00 0.00 2,161.93 838.07 500.00 0.00 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 g9s.00 0.00 0.00 760.00 -760.00 15,000.00 925.00 20,355.00 5,355.00 106,000.00 0.00 0.00 106,000.00 566,860.00 925.00 474,221.58 92,638.42 17,000.00 0.00 10,126.43 6,873.57 17,000.00 0.00 10,126.43 6,873.57 40,000.00 0.00 25,489.44 ]4,510.56 56,000.00 0.00 44,050.90 11,949.10 18,000.00 0.00 17,787.04 212.96 114,000.00 0.00 87,327.38 26,672.62 140,000.00 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 49355.00 2,929.95 30,269.38 19,685.62 ~5.00 0.00 -5.95 0.95 500.00 0.00 0.00 500.00 51000.00 294.25 3,326.51 11673,49 12,000.00 1,838.16 7,908.13 4,091.87 500.00 0.00 179.99 320.01 5,000.00 438.82 1,116.48 3,883.52 30,000.00 454.73 26,387.65 3,612.35 20,000.00 2,123.00 11,043.45 8,956.55 5,000.00 0.00 2,816.33 2,183.67 10,000.00 772.50 9,270.00 730.00 6,500.00 0.00 5,229.12 1,270.88 7,250.00 0.00 5,941.92 1,308.08 300.00 346.50 478.50 -178.50 14,700.00 0.00 0.00 14,700.00 500.00 0.00 366.39 133.61 360.00 0.00 310.00 50.00 168,160.00 9,197.91 105,024.97 63,135.03 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 0.00 10,405.68 3,294.32 3,080.00 0.00 3,080.00 0.00 16,000.00 1,369.18 13,325.17 2,674.83 32,780.00 1,369.18 26,810.85 5,969.15 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 10,567.09 335,216.00 231,644.00 Page no. i December 2011 Period Covering November 8 - December 6,201 t Receipts LODGE DATE(S) BOOKED 12/9, 10 & 11 1/28 & 29 2/10, 11 & 12 6/15~ 16& 17 GROUP/ Payee RECEIPTS DEPOSIT AMT. DEPQ$1TED DATE $700 for25p@$25ppplus$75htg 11/28/11 $300 for15p@$15ppplus$75htg 11/22/11 $ 575 for 20p @ $25 pp plus $75 htg 12/5/11 $ 375 for 15p @ $25 pp 11/28/11 Boy Scout Troop 179 Babylon Village Girl Scout Tr. 1820 Boy Scout Troop 414 Boys Scouts of America Tr. 64 Total Lodge ...........$1,950 COMMUNITY ROOM 12/18/11 2/4/12 Gilda & Antonio Piraino $ 350 Sherryll & Christopher Jones $ 350 Total Comm. Rm ..... $ 700 for Wedding Celebration 12/5/11 for Child's 1~ Birthday Party 11/29/11 Total Receipts ....... $ 2,650 LODGE 12/16,17 &18 2012 2/3, 4 & 5 2/10, 11 & 12 2/17, 18 & 19 5/5 & 5/6 6/1, 2 & 3 6/15, 16 & 17 Events Booked this Pedod James Carlucci, Boy Scout Tr. 398 - NC (make-good for Hurricane Irene weekend, pd.) Laura Nealon, Service Unit 3, Girl Scout Troops 3787 & 613 Louis Vlismas, Boy Scout Troop 414 John Cassarino, Boy Scout Troop 221 Gina Sepe, Girl Scout Troop 164 Mercedes Rago, Girl Scout Troop 590 Ida Brownley. Boys Scouts of America Troop 64 Page 1 of 2 December 2011 Period Covering November 8 - December 6, 2011 COMMUNITY ROOM 12/18/11 2012 2/4/12 2/12 7/21 Events Booked this Period- Continued Gilda & Antonio Piraino, Wedding Celebration Sherryll & Christopher Jones, Child's 1't Birthday Party Tracy Lutz, Peconic Community Council, Annual Peconic Plunge (NC) Nicole Webb, 'Sweet Sixteen' Party COMMUNITY ROOM and PICNIC AREA 7/14/12 Riverhead Town Justice, Hon, Richard A. Ethlers, Pre-Wedding Barbeque Celebration Page 2 of 2