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HomeMy WebLinkAboutMPD-01/12/2012Presiding Commissioners AGENDA Mattituck Park District FEB 2 7 2012 Board of Commissioners Organizational Meeting Thursday, January 12, 2012 Soulhol~ Tcv'n Charles Zaloom, Chairperson Nicholas Deegan Gerard Goehringer Call to Order Pledge Charles Zaloom, Chairperson ORGANIZATIONAL MATTERS · Annual Appointments - Resolution 2012-1 Making Annual Appointments to District Positions · Appointing Legal Counsel - Resolution 2012-2 Appointing Legal Counsel · Salary Schedule - Resolution 2012-3 Establishing Salary Schedule for Mattituck Park District Employees · Rate of Travel Compensation - Resolution 2012-4 Setting Rate of Travel Compensation Approval of Minutes Treasurer's Report Clerk's Report Maintenance Report Presented via email Steven Brautigam 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 Systems at Lodge and Vets Projects · Veterans Memorial Park Air conditioning Brickwork for walkway extension Pave and Stripe parking lot Landscaping and irrigation Solar Panels · Pike Street Parking lot drainage (TURN OVER FOR Page 2) · Breakwater Repair boardwalk Move LIPA pole Landscape Stripe parking lot and add speed bump · Yacht Club Bathrooms · Aldrich Lane Storage Building Bathrooms Parking area Solar Panels · Wolf Pit Get Estimate from Lindsay for work at Wolf Pitt Permits, Fees & Policies · Field Use Policy - Resolution 2012-5- Resolution Establishing a Field Use Policy PUBLIC COMMENT SESSION RESOLUTION 2012-'1 RESOLUTION MAKING ANNUAL APPOINTMENTS TO DISTRICT POSITIONS BE IT RESOLVED, that Nicholas Deegan, Elected Commissioner, is hereby Appointed as Chairperson of the Board; and BE IT FURTHER RESOLVED, that Bevedy Vlcek, is hereby appointed to the position of secretary for a one-year term at a salary of $5,778.00; and BE IT FURTHER RESOLVED, that the salary for Steven W. Brautigam, elected as Treasurer to a three-year term, shall be established at $6,437.00 for the 2012 calendar year; and BE IT FURTHER RESOLVED, that the Suffolk Times is hereby appointed as the Official Newspaper; and Capital One and MBIA are appointed as Financial Institutions for a one-year term. Enacted: January 12, 2012 RESOLUTION 2012-2 RESOLUTION APPOINTING LEGAL COUNSEL BE IT RESOLVED, that the Board of Commissioners'ofthe Mattituck Park District hereby appoints David Prokop to the position of Legal Counsel for a one-year term at a salary of $9,270.00. RESOLUTION 2012-3 RESOLUTION ESTABLISHING SALARY SCHEDULE FOR MATTITUCK PARK DISTRICT EMPLOYEES BE IT RESOLVED, that the following Park District employee salades are hereby established: Lydia Tortora, as Senior Clerk Typist, at an hourly salary of $19.78 Edward Grohoski, as Laborer, at an hourly salary of $ 24.60 David Reeve, as Laborer, at an hourly salary of $14.43 David Zazeski, as Laborer, at an hourly salary of $14.43 RESOLUTION 2012-4 RESOLUTION SETTING RATE OF TRAVEL COMPENSATION BE IT RESOLVED, that any Park District employee or official, elected or appointed, who is required to use his or her own vehicle in the performance of their duty, shall be compensated for travel expenses necessarily and actually incurred in carrying out the duties of this office, at a rate not to exceed fifty-five and one half cents ($0.555) per mile. Enacted: January 12, 2012 MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS ORGANIZATIONAL MEETING JANUARY 12, 2012 Attendance Charles Zaloom, Chairperson Nicholas Deegan, Commissioner Gerard Goehringer, Commissioner David Prokop, Legal Counsel Steven Brautigam, Treasurer Beverly VIcek, Secretary Call to Order Chairperson C. Zaloom called the meeting to order at 7:00 p.m. Pled.qe of AlleRiance ORGANIZATIONAL MATTERS Resolution 2012-1 Making Annual Appointments to District Positions was at this time read into the record by B. Vlcek. MOTION by C. Zaloom, seconded by G. Goehringer, all in favor and motion carried to enact Resolution 2012- I. AT THIS TIME N. DEEGAN ASSUMED THE POSITION OF CHAIRPERSON Resolution 2012-2 Appointing Legal Counsel was at this time read into the record by B. Vlcek. MOTION by N Deegan to reduce the Legal Counsel's salary to $6,000 and to seek resumes for the position and postpone the appointment to January 30th or the next meeting. There being no second on the motion, motion fails. MOTION by C. Zaloom, seconded by G. Goehringer to enact Resolution 2012-2. Vote taken with C. Zaloom and J. Goehringer voting yes and N. Deegan voting no. Motion carried to enact Resolution 2012-2. Resolution 2012-3 Establishing Salary Schedule for Mattituck Park District Employees was at this time read into the record by B. VIcek. Motion by N Deegan to postpone the vote until January 30th or the next meeting in order to confer with the Treasurer on the impact the increase will have this year and next. G. Goehringer pointed out that it was only a $.50 per hour raise. C. Zaloom noted it was a 2% increase. G. Goehringer stated that a discussion was had at the last work session and he thought N. Deegan had agreed to the raises. N. Deegan stated that there had been no vote. We are voting now and he would like to discuss it further at the next work session. st G. Goehringer asked if the Resolution is passed, is it retroactive to January 1 or does it begin nOW. C. Zaloom stated that we have a lot of work to do, and it is only a 2% raise, which is in line with the inflation rate and with Southold Town. MOTION by C. Zaloom, seconded by J. Goehringer, vote taken with C. Zaloom and G. Goehringer in favor and N. Deegan abstaining. Motion carried to enact Resolution 20f2-3. 1 of 9 S. Brautigam stated that the salary increase is effective today. Resolution 2012.4 Setting Rate of Travel Compensation was at this time read into the record by B. Vlcek. MOTION by N. Deegan, seconded by G. Goehdnger, all in favor and motion carded to enact Resolution 20f2.4. APPROVAL OF MINUTES N. Deegan asked if there were any corrections to the minutes. There being no response, MOTION by N. Deegan, seconded by C. Zaloom, all in favor and motion carded to approve the minutes of the December 8, 2011 meeting submitted via email. TREASURER'S REPORT S. Brautigam had been asked at the previous work session to review the budget regarding ten (10) upcoming projects. He reported that the 10 projects are capital or ground improvements and can be paid out of the budgeted Site Improvement account, which has $205,000 allocated. He added that some items may be deemed maintenance items and can come out of that account. He added that he will work with the Commissioners as the projects progress and more detail is available. He noted that E. Grohoski had gathered information on the Breakwater walkway repair. He reported that bills for the pedod 12/9/11 through 1/12/12 had totaled $5,483.43. He stated that he wes struggling with the computer software and was requesting the Board approve a $1,000 expenditure for Sage DacEasy support and another $700 for the upgrades, which are needed in order to obtain support. He stated he will then need help integrating the system and noted that C. Zaloom may be able to help or another IT person. G. Goehdnger asked if we could hire a local person. S. Brautigam responded the cost is to download and integrate and he hopes C. Zaloom can do it. He added that another option would be to obtain a new software program such as QuickBooks. C. Zaloom stated it is not that complex and he should be able to do it. $. Brautigam explained that the lack of support is his struggle and that the manual is 500 pages. C. Zaleom asked if he wants to stick with this program. S. Brautigam responded not really, but transferdng the data would be difficult. He suggested sticking to this for now and maybe next year look into converting. He also suggested getting a new computer on which to download the program's upgrades. C. Zaloom stated that the computer we have is 6 to 7 years old and a new desktop can be obtained for about $300. Joseph Pfaff asked how he could obtain a copy of the minutes that were just approved from the last public session. N. Deegan responded that he should put in a request to L. Tortora. G. Goehringer added that last week's work session was unique and that there is usually not much controversy at work sessions. B. Vlcek informed that minutes are not taken dudng work sessions. N. Deegan asked if we would purchase the computer from Liberty Data or Best Buy. C. Zaloom responded that he had bought one from Best Buy last year for $300 and could duplicate that. S Brautigam asked who would transfer the data to the new computer. 2of9 N. Deegan stated Best Buy could do it. C. Zaloom stated he would install the software and should be able to figure out how to transfer the data. S. Brautigam asked if we would also order the software. C. Zaloom responded yes. G. Goehringer suggested we allow $1,700 for the software upgrade and support, and $600 for the computer. MOTION by N. Deegan, seconded by C. Zaloom, all in favor and motion carded to expend approximately $1,700 for the Sage DacEasy System software upgrade and support; and $600 for a new PC. S. Brautigam stated it is to be paid out of the line item of Supplies and Materials. G. Goehringer asked for a clarification of the $1,635.90 LIPA bill. S. Brautigam responded that that is the total of ten bills. He will get a stamp and more cleady explain the total. He asked if the format was ok. G. Goehdnger noted that he had seen the indication of 11 bills, but hadn't counted them. MOTION by N. Deegan, seconded by G. Goehdnger, all in favor and motion carded to approve the Treasurer's Report, as submitted, and pay the current bills. J. Pfaff asked how much money was in the Reserve Account. S. Brautigam responded $126,776.57. J. Pfaff asked what the total cash on hand was. G. Goehdnger asked if he meant unencumbered. C. Zaloom stated that those funds had nine budgeted items included. He noted that 20 to 25% is considered safety. S. Brautigam submitted that the cash on hand is $459,497.11, not saying if it is encumbered or unencumbered. That is the whole year's budget. J. Pfaff commented that that did not include taxes from the Town. S. Brautigam responded that future revenues were not included. G. Goehringer stated that the first half comes in January. N. Deegan stated the total is about $400,000. S. Brautigam stated that we have started to receive tax revenue. The 2012 Budget indicates $404,860 is out on tax bills. J. Pfaff asked if that was for the full year. G. Goehringer replied yes. S. Brautigam stated that when he closes the books for the year, there will be a new budget installed. CLERK'S REPORT L. Tortora submitted the Clerk's Report showing total receipts from Lodge & Community Room bookings in the amount of $2,245.25. It also showed Ledge bookings for Apdl and June by Gid Scout Troops, and a Sweet 16 Party and Wedding Reception booked for the Community Room for June and September respectively. MOTION by N. Deegan, seconded by G. Goehdnger, all in favor and motion carried to approve the Clerk's Report, as submitted. MAINTENANCE REPORT 3 of 9 N. Deegan read into the record the Maintenance report, which had been submitted by E. Grehoski and reviewed by the Commissioners, showing general maintenance for the month. G. Goehringer reported that at C. Zaloom's request he had the Maintenance Crew close the walkway at Breakwater. C. Zaloom stated that it is an insurance risk. G. Goehringer reported that he has gotten price quotes for replacing the walkway with TREX. He also noted that the name of "Ted Williams" on page two of the report should be amended to read "Ted Wells." MOTION by N. Deegan, seconded by G. Goehringer, all in favor and motion carried to approve the Maintenance Report, as submitted. N. DEEGAN ASKED IF THERE WAS ANY PUBLIC COMMENT ON AGENDA ITEMS. THERE WAS NO RESPONSE. PROJECTS/MAINTENANCE Breakwater Walkway Replacement G. Goehringer reported that TREX is a plastic decking component. He has discussed the replacement with N. Deegan and C. Zaloom and the Maintenance Crew. The crew feels that the decking should be put on in an east/west direction, as it would splinter, if put north/south, and Dave Reeve has informed that we need 200 linear feet. G. Goehringer has gotten the following quotes: Madam, $5,874.00 with a $20 delivery fee; Home Depot, $3,397.00 with an $85 delivery fee (however Home Depot cannot supply 14' length); and RBS, $4,682.46. He noted that treated wood would be cheaper, but does not last as long. The walkway would run in the same direction it is now. Dave Reeve has stated he will do the work himself, and G. Goehringer feels we should be ready to go this winter. He suggested medium grey, as it will not bleach out. We can buy the material now and store it in the barn until we're ready. N. Deegan asked if the proposal is to take up the existing decking. G. Goehringer responded yes, but not the sleeper. N. Deegan commented that TREX requires closer sleepers. G. Goehringer stated that possibly we will laminate with % or 5/8" treated plywood and put weep holes in between and fill in the voids with sand. He would like to try it without the plywood first, and noted that the quoted prices did not include the treated plywood. The quotes for the plywood are: Marjam, $1,530; Home Depot, $932.46; and RBS, $1,002. N. Deegan noted that at Vets we decreased the joist span. I'm not in favor of using plywood. G. Goehringer stated he would ask D. Reeve to reevaluate the under area. C. Zaloom stated that we might have to rip it up. N. Deegan asked if people can walk on the sand. G. Goehringer responded no. C. Zaloom added that we want the walkway to clear the grass, but be as close as it can be. G. Goehringer stated that it is built into the sand and is in terrible condition. N. Deegan suggested we shave off the last 25'. G. Goehringer stated he would like it to go all the way. He will attach the three quotes to a Purchase Order. MOTION by N. Deegan, seconded by C. Zaloom, all in favor and motion carried to purchase the material from RBS and expend $5,000 to come out of the Site Improvement budget line. 4of9 PURCHASES Sound System at Lodge and Vets C. Zaloom reported this is still under review. PROJECTS Veterans Memorial Park Air Conditioning N. Deegan reported that DJK was reviewing the air conditioning requirements and that the quotes were not in yet. C. Zaloom stated that we had allocated money for DJK to come in and spec. the job. N. Deegan responded that it was done already. C. Zaloom asked what size was recommended. N. Deegan explained that it had been worked out in the odginal specs and that DJK had done the initial installation. G. Goehringer noted that in 2007 there was someone willing to donate a system. He suggested we continue to get the quotes and he will in the meantime contact the person again. C. Zaloom stated that he would like to be sure it is the fight size and in the dght location. N Deegan agreed and stated we will get the three quotes and then check with the consultant to vedfy specs. G. Goehringer reported that the Town had required two systems. Brickwork for Walkway Extension N. Deegan explained that the walkway extension is to complete the walkway from the building to the playground and would include landscaping and irrigation around the building. G. Goehdnger asked if we could use the field space as a small soccer field. N. Deegan responded that it is now used for parking when events are taldng place. G. Goehringer suggested we take a look, and also suggested that if irrigating, why not do the whole Park. C. Zaloom replied that the intent was around the building area. N. Deegan added it was to beautify the area around the building. Decision made that N Deegan would handle the Vet Park projects with the help of G. Goehdnger, if needed. G. Goehringer offered to look into solar panels. He and N. Deegan mentioned using the e2 company. G. Goehringer noted that he was accepting his assignment to oversee the Maintenance Crew this year. Vets Parking Lot G. Goehringer offered that he believes the water build-up in the parking lot is brackish and suggested cars should not be ddven through. His opinion is that the drainage pipe should be elevated and have a flapper valve to prevent the seawater from entering. N. Deegan added that there is a very high water table, only 20" down. He suggested cleaning out the drains and maybe adding some and contacting an engineer to review it. Pike Street C. Dwyer is to present an engineering plan for the Pike Street area. 5of9 Breakwater G. Goehdnger asked why we feel the need to move the LIPA pole. C. Zaloom responded because people hit it. G. Goehringer suggested it may slow care from racing around Discussion regarding landscaping with suggestions to include perennials; such as, cactus, Beach Plum and Rose Rugose being planted around the decking to beautify and add color. G. Goehringer asked if there was any anticipation of moving the guard rail the depth of one car length to create more room. C. Zaloom asked if he meant for more parking G. Goehdnger responded for more mobility for turning, as it's tight. C. Zaloom asked if we would need permission from the Town. G. Goehfinger replied yes, from the Town Trustees, and he offered to look into it and talk to Jim King. He asked if we had surveys of any parcels. N Deegan replied that we had all but the Lodge and they were inside in the file cabinet. N. Deegan reminded that our cleanup permit would expire this year and we need to reapply. G. Goehringer noted that before Breakwater is striped it should be oiled and stoned. Yacht Club Bathrooms G. Goehringer informed that there had been a bathroom at the YC in the past. The cesspools had not been taken out, but were filled in. They were located just nw of the center of the railroad ties. The old bathroom was deteriorated and did not meet codes. N. Deegan noted that Vault toilets are more expensive than we thought and we should go with a cesspool. C. Zaloom noted that the proximity to the water may be a problem. Aldrich Lane Storage Building G. Goehdnger would like to meet with the Commissioners at Alddch to discuss a possible addition on the east side of the existing shed rather than a new building. He noted that the building had been gc'd in the past at no charge and we could do that again and save money. He would like to discuss with our Legal Counsel the past procedures. C. Zaloom stated he would like to run point on that. Wolf Pit C. Zaloom will work on getting the DEC permit. PERMIT~ FEES & POLICIES Field Use Policy - Resolution 20~2-5 Establishing a Field Use Policy Ed Gatto stated that he had called the day of the January 2"d work session and was told there was no need to attend; it was not that type of meeting. He, therefore, missed the meeting and now feels left out of the process. N. Deegan stated that he gave him the wrong information. He understood from the email sent that we would be working only from the correspondence/emails received. G. Goehringer explained that it was a work session and there was back and forth discussion. C. Zaloom stated it was a general business work session and we then want into field use and received comments. He stated there was a miscommunication with one Commissioner giving the 6of9 wrong information, but he wants to pass the policy this evening. He suggested they make suggestions for change, but that he wants to get the document going. It is a working document and we are receptive to input. Bill Hayes asked if the policy was subject to change. C. Zaloom stated yes, every year at least. N. Deegan disagreed and would like to hear the input first rather than enacting the policy. B. Hayes requested the Commissioners give them a date and they will send their response by email, which may or may not effectuate policy changes. He feels there was a misunderstanding and the Mattituck Soccer Club is the principal user and was not included in the discussion. G. Goehdnger stated that we heard input and concerns from others and merely refined bits and pieces of the policy. B. Hayes reiterated that they were not invited and have not been involved. G. Goehringer suggested we get the policy in place and than proceed expeditiously to obtain the lease agreement with the school. Doug Cooper submitted that at the Scout Lodge Field Use Work Session a timeframe was given to submit emails and others did submit them. B. Hayes responded that they didn't send any because they didn't have time. C. Zaloom stated he would like to get a key process going and pass a skeleton policy. He would like their input as to maintenance, use and rotation. J. Pfaff asked if the version being censidedng this evening is the same version presented at the Scout Lodge. G. Goehringer replied it was the same but simplified. N. Deegan stated it had been refined and requested it be put off for another week. J. Pfaff stated they were told to get comments in by the date of the work session and that the Commissioners were looking to approve it on the 12th but not necessarily would, and then, when they asked if they should attend the work session, they were told no. G. Goehringer suggested we approve it and then use their comments to refine it. C. Zaloom stated we would then have their comments and it isn't actually used until Mamh. B. Hayes stated that they start in March. C. Zaloom agreed and stated that we need the scheduling in by February. N. Deegan asked that we postpone the enactment until January 19th. G. Goehringer noted that that was not a public meeting date. C. Zaloom stated that the January 19th date was to work out scheduling. He would like to pass the policy tonight and answer any questions about it next week, when the teams will be providing their scheduling requests, as we did two years ago, and then we will have another work session on February 2nd. B. Hayes stated there are a lot of concepts to absorb and they have a lot of concerns. He noted there are some items that concern the School's field, but there are some items specific to soccer that they have concerns about. C. Zaloom stated he wants to stick to our schedule and will accept modifications now or in the future. N. Deegan submitted ha would like to extend the time for approval and would like to hear from the users as to how they run their program, and wants to wait a couple of days. C. Zalnom noted that we meet monthly and the system will breakdown, if we don't adhere to schedule. 7 of 9 J. Pfaff stated he would like to have seen it more deady stated that there was a definite deadline, and then they would have submitted their input. He would like some consideration and would like to be heard. D. Cooper stated he had the opposite opinion and felt it was cieady stated that there was a definite deadline; everything in by January 2"~. C. Zaloom agreed that that was the intent. D. Cooper stated his understanding was in by then and that this was final night. J. Pfaff stated they should have been at the last work session, but were told not to attend. N. Deegan noted this has taken over a year and why not wait another week for a major user of a club that has mentored kids to submit their input. C. Zaloom stated he wants to enact it but it is not hardcoded for the next five years. If there is successful argument, we will amend the policy. N. Deegan stated he is not ready to pass it, particularly with the inclusion of the section stating 40% of team members must be from Park District in order to qualify as a resident team. J. Pfaff requested a copy of the most recent version. C. Zaloom noted we had gone back and forth. We had a $5 charge for all and then received comments that only non-residents should pay and now we have changed it. We are flexible. B. Hayes asked if we are punishing non-residents. C. Zaloom stated no, not punishment, but wants some contribution from non-residents. Residents are already paying through taxes. It is only $5 for the season, a nominal fee. J. Pfaff noted that fees impact residents as well as non-residents. As a taxpayer it is his personal opinion that there is a community tax and his kids are paying more now. He feel the onus is being unfaidy put on the people who use the park, and also feels he has spent over 20 years providing a service that helps the Park and the kids. If you need more income, keep taxes flat. He noted that on Sunday there were 60 people using the fields with pick-up games and no money is being collected. He feels the onus is now being put on the Soccer Club to raise fees. D. Cooper noted it was a density of use issue. C. Zaloom said it was a balance. Voters are not using the soccer field. It's a nominal fee only charged to non-residents. He also noted that no one else has dropped taxes. B. Hayes stated he is not a MPD resident but has been very involved and noted that there could not be teams, if they used only Mattituck/Laurel players N. Deegan stated he had not looked at the impact the $5 fee would have and agreed that teams would not exist without non-resident participation. B. Hayes stated that if a fee is necessary, he would rather see an application fee rather than a per coach or per player fee. D. Cooper stated that they are asking the taxpayer to pay for use now and that $5/player is not unreasonable. G. Goehringer stated, regarding the lights, that he hopes they will be used as sparsely as possible. E. Gatto asked about the lining of the fields and other work the Soccer Club has done in the past. C. Zaloom stated that it was discussed at the work session and we had offered to do the work. He stated it is our responsibility. He noted that sport teams had said they would do it. If we need special equipment, then it's our liability and then wa will service. N. Deegan asked why change it, when they have been supplying equipment and doing the work needed. C. Zaloom stated it is our responsibility. G. Goehdnger stated he would like to incorporate the information from these gentlemen and consider it for possible modification. 8 of 9 C. Zaloom agreed that it would be an ongoing process and we might say yes or no. MOTION by C. Zaloom, seconded by G. Goehdnger, to enact Resolut/on 2012-5 Establishing a Field Use Policy. Vote taken with C. Zaloom and G. Goehdnger voting in favor and N. Deegan voting against. Motion carried. There being no further business to come before the meeting, motion by N. Deegan, seconded by C. Zaloom, all in favor, and motion carded to adjourn the meeting at 8:40 p.m. Respectfully submi~ed, Beverly Vlcek, S(~cretary Mattituck Pa ~k~D~stdct 9of9 MATTITUCK PARK DISTRICT P.O. BOX 1413 · MATTITUCK, NEWYORK 11952 To park commissioners 1/7/2012 2012 Proiects estimated bud.qet availability All ten capital projects can be paid out of gll account A7110.242 with a 2012 budget of $205,000. The 2012 budget notes mention ground improvements, Pike street lot, vets lot and yacht club bathrooms. If some of the work is deemed maintenance you can use g/I account a7110.442 with a budget of $20,000. Steven Brautigam Mattituck Park Treasurer. WORK SESSION AGENDA JANUARY 2, 2012 1. Review Bills 2. Legal Counsel - Resolution to advertise 3. Appoint new Chairperson??? 4. Husing Pipe - response from Vector 5. M-C School Agreement - response to Eileen's proposed agreement 6. Assign Commissioner to oversee Maintenance Crew 7. Field Use Policy Projects to (~ommi,,ioner~ ~ ~'~/~¢~ ~J ~,"f' 2. 3. 4. 5. 6. 7. 8. 9. 10. Community RoomNets Bldg. AC - Engineer's Report Aldrich Lane - Storage building, bathroom and parking area Sound systems at Lodge and Community Room Pike Street Parking Lot Vets brickwork for walkway extension Vets - Pave and stripe parking lot Vets landscaping and irrigation Breakwater- landscape, stripe parking lot, add speed bump Breakwater - Repair boardwalk ~ [ P/c0~ ~ Breakwater - Move LIPA pole ~ Date: 01/10/2012 Time: 7:58 PM Bank Check Account Number Code Name Mattituck Park District PO Box 1413 MaRituck, NY 11952 CHECK REGISTER REPORT From: 01/12/12 To: 01/12/12 * Not Posted Tran, Tran. Check Check Tran, Tran. Number Reference Date Amount Status Source Page no. i A.200 00022730 BP A.200 00022731 UNDSAYS A.200 00022732 UPA A.200 00022733 LOU A.200 00022734 LYDIA A.200 00022735 MA~mUCK A.200 00022736 MTA A.200 00022737 NEXTEL A.200 00022738 ORLOWSKI A.200 00022739 OXFORD A.200 00022740 PENNY A.200 00022741 PENNY A.200 00022742 SCHWING A.200 00022743 SOLID A.200 00022744 STAPLES A.200 00022745 STATE A.200 00022746 1 A.200 00022747 NYTEL A.200 00022748 SCWA BP 0000007610 BWP-Carquest Auto Parts 0000007611 LIPA 0000007612 Lou's Service Station Inc, 0000007613 Lydia Tortora 0000007614 Mattituck Sanitation 0000007615 NYS Department of Taxation & Finan~)00007616 Nextel Communications 0000007620 Orlowski Hardware Company, Inc. 0000007628 Oxford Health Plans 0000007626 Marjam Supply Co. 0000007627 Madam Supply Co. 0000007628 Schwing Electrical Supply Corp. 0000007629 Southold Town Dept Solid Waste 0000007631 Staples Credit Plan 0000007632 New York State Insurance Fund 0000007633 State Insurance fund 0000007634 Vedzon 0000007635 Suffolk County Water Authori~ 0000007636 Total number of register entries: 19 01/12/12 180.31 0 CH 01/12/12 28.14 0 CH 01/12/12 1635.90 0 CH 01/12/12 219.66 0 CH 01/12/12 140.76 0 CH 01/12/12 286.90 0 CH 01/12/12 100.51 0 CH 01/12/12 156.98 0 CH 01/12/12 101.44 O CH 01/12/12 1369.18 O CH 01/12/12 41.47 O CH 01/12/12 10.85 O CH 01/12/12 2.24 O CH 01/12/12 7.20 O CH 01/12/12 48.99 O CH 01/12/12 504.96 O CH 01/12/12 454.73 O CH 01/12/12 36.75 O CH 01/12/12 56.61 O CH Total amount: 5~,~':.r-.r~ ~",~ ~/.~. ~fl Date: 01/10/2012 Time: 8:09 PM Account Mattituck Park District PO Box 1413 Mattituck, NY 11952 BALANCE SHEET As of ~.2/31/11 Account Name General Account A.200 A.201 A.205 A.210 Cash Cash in Time Cash in MB]A/CLASS Petty Cash Total Assets Detail Account Page no. 1 882.20 337,82O.52 126,776.57 50.00 465,529.29 Date: 01/10/2012 Time: 8:09 PM Account Mattituck Park District PO Box 1413 Mat0tuck, NY 11952 BALANCE SHEET As of 12/31/11 Account Name General Account Detail Account Page no. 2 A.021 A.022 A.026 A.600 A.601 A.691 NYS Tax Payable Federal Withholding FICA Tax Payable Accounts Payable Accounts Payable-B Deferred Revenues -0.00 -0.00 -0.00 6,032.18 0.00 0.00 Total Liabilities 6,032.18 332,162.82 127,334.29 459,497.11 465,529.29 A.909 Fund Balance Profit (Loss) Current Yr. Total Equity Total Liabilities plus Equity January 2012 Period Covering December 7,2011 - January 9, 2012 Receipts LODGE Date(si Booked 12/9, 10 & 11 12/2, 3 &4 11/1-8, 19&20 1/20,21 &22 1/20,21 &22 1/13, 14 & 15 (~r0uP/PaYee Boy Scout Troop 179 Dr. Mark Buthom, Jr. Boys Scouts of America Tr. 45 Thomas McNamee Boy Scout Troop 197 Boy Scout Troop 371 SC Boys Scouts of Amedca Cub Scout Pack 371 Concerned Parents BS Tr. 25 Receipts Amt. Dep'd $ 745 for 25p addl @ $25 pp plus 12 p (day only) @ $10 pp $ 60 for6paddl (dayonly)@$10pp Deposit Date 12/12/11 12/12/11 75 for 3p addl @ $25 pp 12/15/11 500 for20p @ $25 pp 1/5/12 75 for heating surcharge 1/5/12 425 for 14p @ $25 pp plus $75 htg 1/5/12 Total Lodge ...........$1,880 COMMUNITY ROOM 6/2/12 MISC. Andrea Nickerson $ 350 for'Sweet Sixteen Party" Total Comm. Rm ..... $ 350 Capital One - Rewards Check $15.25 Account closed, rewards bal. Total Receipts ....... $ 2,245.28 1/3/12 1/3/12 LODGE 4/10, 11 & 12 Events Booked this Period Donna McCauley, Girls Scout Troops 1984 & 2254 6/29 & 30, 7/1 Michelle Galluzzo, Girls Scout Troops 376 & 3142 Page 1 of 2 January 2012 Period Covering December 7, 2011 - January 9, 2012 Events Booked this Period- Continued COMMUNITY ROOM 6/2/12 Andrea Nickerson, "Sweet Sixteen Party" COMMUNITY ROOM ial~d PICNIC AREA 9/29/12 Cory/Carol Solinger, Wedding Reception Events Canceled 6/1, 2 & 3 Mercedes Rago, Girl Scout Troop 590 (December report) Page 2 of 2 December 2011 - January 2012 Report Aldrich Field 1. Dugout tree stump by main building,That was left from tree removal by Bill's Tree service. Filled in hole, and regraded. 2. Filled in, regraded, and seeded low spot by goal on north field. 3. Leveled pot holes in parking lot. 4. Clean up on east side of garage. Brought paddle boat to recycle center. 5. Addressed rat problem by dumpster. Bailey's Beach Lodge 1. Cleaning,opening, and lighting stove for rentals. 2. Lifted boards on main deck. Dug out septic line from kitchen to grease trap. Replaced one section of crocked pipe, rebuffed pipe, and reinstalled decking. 3. Leveled potholes in driveway. Breakwaters Beach 1. Cleaned trash from bushes around the parking lot. Veteran's Beach Park 1. Investigated short in electrical system that controls The three south side outside flood lights. Found cracked light mounting plate with pinched wire, replaced plate, and repaired wire. 2. Found, and cleaned two stains on rags. One in meeting room, and one in main hall. Wolf Pit 1. Put new turtle float in pond Misc 1. Called in electrical readings, for Lodge. 2. "Bills Tree Service" has completed all tree work at all parks. 3. Raking, and picking up leaves. 4. Smaed to repair picnic tables. 5. Brought Chevy pickup track to Lou's Garage. Snow plow fights inoperative. 6. Battery died in Dodge Pickup mack. Had battery replaced. 7. Brought leafvac to Ted ~ for repair. L, oe.~,x.D 8. Checked coolant freezing points on all vehicles,lawn tractors, and portable lights. Adjusted as necessary. 9. Added fuel stabilizer to all summer equipment. 10. Started maintenance on lawn tractors. 11. All personal are now on winter schedule, and I took Vacation last week in December. RESOLUTION 2012-5 RESOLUTION ESTABLISHING A FIELD USE POLICY WHEREAS, the Mattituck Park District currently has no wdtten field use policy; and WHEREAS, the Park District has a responsibility to its taxpayers to use their tax dollars as efficiently as possible; and WHEREAS, the Park District would like to provide our sports' community with fair and equitable distribution and maximum use of our fields; and WHEREAS, the Park District has determined that a policy containing scheduling and application procedures, fees and charges, and rules and regulations would help attain these goals; now, therefore, BE IT RESOLVED, that the Board of Commissioners of the Matfituck Park Distdct hereby adopts and enacts the attached Field Use Policy: Enacted: January 12, 2012 Field Use Policy for Athletic Fields A field use policy is created to balance the needs of the public fbr recreational athletic facilities, the capacity of those facilities, and the cost to maintain them. The goal is to manage Mattituck Park District (MPD) athletic fields in a manner assuring equitable distribution and maximum use of the facilities by the public, at reasonable cost to the taxpayer. This policy provides a means to: 1. Outline available fields and dates of usage. 2. Outline facility-scheduling procedures and policies. 3. Define fees and charges for use of facilities. 4. Define rules and regulations regarding use. 5. Manage the limited number o f MPD athletic fields in a fair and equitable manner. The Mattituck Park District is responsible for scheduling. The following fields are available for scheduled league play: Park Use Type Approx League Seasons Aldrich 1A (lighted) Field Sport March I - November 25 Aldrich lB (lighted) Field Sport March I - November 25 Aldrich 2 Field Sport March 1 -- November 25 Aldrich 3 Field Sport March I -- November 25 Aldrich 4 Field Sport i March I November 25 Peconic Bay Blvd Baseball March I - November 15 Bay Ave Baseball March l November 15 Bay Ave Tennis March I - November 25 Breakwater Volleyball June I - September 5 Fields may be available on a limited basis based upon maintenance resources and field conditions. Field type can be modified annually as established at annual field use meeting. In order to maintain the MPD fields at safe and competitive level for use by the most athletes, MPD is required to manage the scheduling and maintenance of the fields. This allows for rest and restoration of the fields after periods of hard use. MPD standards for maintenance of the fields are: 1. Total hours permitted limited to 50 hours per week for Softball/Baseball and 32 hours per week for soccer and lacrosse per field. 2. 600 cumulative permitted hours will constitute the Softball/Baseball field being taken out of service for a "rest period" of 28 consecutive days and 400 cumulative permitted hours for soccer and lacrosse fields. 3. The "rest period" will commence on the Monday following the cumulative contact hour limit. 4. Extended contact hours will result in an extended "rest period". MPD will decide on the extended period based on field inspection. 5. Turf and playing surface rebuilding program commences as soon as the field is out of service and will be completed within the first four days. This includes aerating, over seeding, fertilizing, topdressing and scheduled maintenance. 6. The Mattituck Park District reserves the right to suspend field availability during periods of inclement weather, poor playing conditions, damage, (which would cause hazardous safety considerations) and opportunities for necessary field maintenance requirements. Akirich Park ,-- 4 Fie~d Mainte~,mncc Ro~atio~ Field IA Field lB Field 2 Field 3 Field 4 March April May Juno August September October November Scheduling Priorities No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this policy on the grounds of sex, race, color, creed, national origin, age (except minimum age) and retirement provisions, marital status, or the presence of any sensory, mental, or physical handicap. Mattituck School District use takes precedence at Aldrich Park for fields #2 & 4 in accordance with established joint facility usage agreements with the Mattituck School District school athletic programs and supersedes other organizations' facility requests. Field Use for Fields #IA, lB, & 3 at Aldrich Lane fields are available to alt groups that apply. All other MPD owned facilities will be available for requested use as follows: PRIORITIES ARE AS FOLLOWS: 1. Mattituck/Cutchogue School District programs and events on MCSD property. 2. Organized, resident, non-profit programs. 3. Organized, resident, for-profit programs 4. Organized, non-resident, non-profit programs. 5. Organized, non-resident, for-profit programs. 6. Non-organized, resident, non-profit use 7. Non-organized, resident, for-profit use. 8. Non-organized, non-resident, non-profit use 9. Non-organized, non-resident, for profit use. Use of the fields for informal, non-organized, non-supervised play (e.g. pick-up games, family games, etc.) is permitted without fee when organized practice or games are not scheduled. Scheduled use takes precedence over unscheduled field use. · "Resident" - Mattituck/Laurel based program. Program/team which has at least 40% of its members with permanent street addresses within the Mattituck Park District. "Non-profit" An organization whose business is not carried on fur the profit or gain of its individual members. · "Season" Athletic/use seasons coincide with spring, summer, and fall. Xpplication Requirements 1. All organizations shall fill out a Special Use Permit application and submit a separate type-written proposed schedule, which should include the day(s), date(s) and time(s) of games and practice to the MPD Clerk at least 30 days prior to usage date. Applications must also include a Roster of Players (names and full addresses), player indemnification forms, and the organizations' Certificate of Insurance. If the organization is non-profit, a copy of the certification must be included with the application. INSURANCE: Permittees, at their own expense, shall procure, carry and maintain, for the entire period of the Permit, a Comprehensive General Liability Policy issued by a reputable and solvent insurance company authorized to do business in the State of New York with a rating of no less than B+. Coverage limit shall be no less than $1,000,000 aggregate covering bodily and injury and property damage. Permittees are required to name Mattituck Park District as "Additional Insured" on the above described General Liability Policy. At least 10 days prior to access to the facility, Permitees shall provide Mattituck Park District a Certificate of Insurance evidencing that such policy is in full force and in effect. INDEMNIFICATION BY PERMITEE: Permittee(s), the holder of the Permit issued by MPD, shall (each if more than one) indemnify and hold harmless the Mattituck Park District, its Commissioners, employees, agents and other persons from and against claims, cost, judgments, suits, losses, damages, liens, encumbrances and expenses, including without limitation attorney's fees, arising out of acts or omissions or negligence of the Permittee, its agents, guests, employees or contractors, in connection with the use of the facility referred to in the Permit or activity in connection with this Permit. The indemnification shall extend, without limitation, to use of said facilities and to the restoration of the facilities to their condition prior to use of the same by the Permittee, its agents, guests, employees or contractors. Every team is responsible for obtaining a signed Indemnification Form t¥om each player or legal guardian indemnifying and holding harmless the Mattituck Park District, and submitting same with the application, and roster of players. 5. After your application is complete, and has been approved by the Board of Commissioners, the MPD Clerk will issue a Permit. 6. No permit will be issued until the above-required documents and fee(s), if applicable, have been provided to the MPD. No organization may use MPD facilities without a Permit. Scheduling Proccdurcs 1. MPD reserves the right to limit the amount of play permitted on sport field complexes. 2. Scheduled league games shall have priority for use of the facility over practice. League play has priority over tournament games. Practice session locations shall be rotated around the field playing surfaces in accordance with existing field conditions. 3. Tournament requests must be in writing and accompanied with a Special Use Permit application, League Roster, and Certificate of Insumnce. 4. Field requests associated with league, organized play, and community requests other than the designated primary use of the field will be considered based upon field availability. MPD shall have the authority to approve or deny specific requests. 5. Team or organization schedulers are required to give sufficient notice when requesting in-season changes in a request for field usage time. Cancellation of scheduled games/events must be made within a time frame that could allow for others to have an opportunity to hook the field. If the cancelled slot(s) cannot be filled, the original league assigned to the slot may be charged. 6. The MPD Clerk must be notified of all schedule changes. 7. Mattituck Park District reserves the right to limit the amount of scheduled and non-scheduled play on sports fields during any given season to prevent excessive damage to turf: Wear factors include: a. Size and number of users b. Type of use c. Frequency of use d. Weather conditions e. Type of sports equipment used and Char~cs Fees and charges are assessed for use of the parks to help partially offset administrative and park operational costs. Activities requiring additional field preparation may be assessed a maintenance fee. Fees are subject to change based upon future sports equipment and maintenance needs. Fee schedule for Calendar Year 2012: ORGANIZED GROUPS (LEAGUES, TEAMS) · Resident (Mattituck/Laurel based programs) non-profit No charge · Non-resident - $5.00 per non-resident team member or program participant, i.e. training camps, tryouts, and developmental programs, per season. · For profit organizations - $7.00 per non-resident team member or program participant, i.e. training camps, tryouts, and developmental programs, per season. 4 NON-ORGANIZED GROUPS (families, pick-up games, companies, churches occasional use) · Resident, non-profit use No charge (permitted without fee when organized practice or games are not scheduled.) · Resident, for-profit use - $100/use without dumpster, $125/use with dumpster · Non-resident, non-profit - $200 (use to be determined) · Non-resident, for-profit - $300 (use to be determined) INSTRUCTIONAL FEES (i.e., tennis, aerobics classes) · Resident - $15/hour · Non-Resident - $20/hour Requirements: I. Payment for field use is duewith application. 2. Field light charges at Aldrich Park are $15 per hour with a minimum three-hour charge for an evening game and are payable at permit issuance. There is a separate charge of $15/hr. for use of portable lighting. 3. Cancellation/deletion of scheduled games/events must be made within a time frame that allows others to have an opportunity to book the field. It' the cancelled slot(s) cannot be filled, the original league assigned to the slot may be charged. 4. Teams or organizations with intention of charging admission or accepting donations at the athletic field must receive authorization from the Mattituck Park District ten days prior to the scheduled event. A charge of 10 percent of admission fee may be assessed from proceeds. Additionally, those spectators not wishing to make donations are to be admitted free. Individual roles may apply to specific fields. Rules and regulations fbr specific fields are outlined in their respective policy document. It is understood that MPD policy and regulations must be abided by the applicant. I. ALCOHOLIC BEVERAGES ARE PROHIBITED AT MATTITUCK PARK DISTRICT PARKS. 2. Respect our field maintenance personnel. 3. MPD reserves the right to limit the amount of play permitted on sport field complexes. 4. MPD athletic fields are available for use, weather permitting, beginning approximately March 1st. 5. Teams may not use fields unless pm-scheduled. 6. Fields used for league game use will be maintained at game standards. 7. Sufficient time slots are required between games to allow for maintenance requirements. 8. There is to be no scheduled play at MPD sports facilities before 8:00 am. 9. There is to be no use after dusk on unlighted fields and no use after 10:00 p.m. on lighted fields. 10. Organizations should make any necessary changes, amendments, or alterations to their rules and regulations concerning games stopped during an inning due to time regulations. 11. League coordinators, presidents, etc. are directly responsible for informing team coaches or representatives of MPD policies regarding field rentals and usage. 12. Use of peripheral items or equipment such as scoreboard controls or P.A. systems is permitted by special request only. All special requests must be made in advance. Authorized and trained personnel only can conduct use or operation of any peripherals. 5 13. MPD encourages coaches training in all programs utilizing MPD facilities. 14. Maintenance personnel will have final say on field playability and safety during inclement weather conditions. 15. Please do not use fencing or backstops for pickle or batting practice. 16. Rain dates shall be arranged within the individual clubs by mutual agreement of the coaches as per their field schedules. 17. Ifa field is mined out, no practice is allowed. 18. In case of athletic field emergencies (such as no one present to turn lights on, sprinklers coming on, too many teams assigned to one field, etc.), please contact the Parks Clerk at (631) 298-9103. 19. Managers/Coaches are required to have the special use permit to the field in possession. 20. MPD is not responsible for any personal property loss, damage to vehicles, etc. Be sure to park correctly, safely, and lock your car doors. 21. Cars improperly parked may be towed. 22. No advertising is permitted on Mattituck Park District properties 23. Designated parking for Bay Avenue Ballfield will be at the entrance area and grass field to the south. MPD is not responsible for vehicular damage. 24. Designated parking for MYC (Peconic Bay Blvd. field) will be on the easterly side at the hedgerow. MPD is not responsible for vehicular damage. 25. Tennis Court play is limited to one hour, if others are waiting for use. 26. Any instructor charging a fee shall be required to contact the Park District Clerk to be issued a permit. 27. Violation of any term of the field use policy or providing misleading or false information to the MPD will result in revocation of permit. ¥olleyb:d! Rules & Regulations 1. All garbage must be removed from the premises. 2. The Park closes at 10:00 p.m. 3. Youth Volleyball nets are to be readjusted to normal height following Tuesday night's games. 4. No advertising shall be permitted. 5. Each League will be permitted to hold one (1) special event (open tournament) on a Saturday between Memorial Day and Labor Day. i. No events can be held on holiday weekends. ii. Usage fee for the special event (including rain date) is $100.00. The Leagues agree to create passes for participants to show Park District attendants at the gate. iii. During the special event, no vehicles will be allowed in the parking lot without a guest Parking Permit or Mattituck Park District Resident sticker. Guest permits are $15 per vehicle. 6. Designated parking for Volleyball area at Breakwater shall be on the westerly side of the parking lot, leaving the easterly side available for beachgoers/fishing activities. Please be respectful of our beautiful parks and leave them as clean as or cleaner than you found them. For further assistance and field reservations, call the Mattituck Park District Clerk (631) 298-9103 or email the clerk at matrl~arkdist(tt optonline.ner . 6