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HomeMy WebLinkAboutMPD-04/12/2012Presiding Commissioners Call to Order Pledge Approval of Minutes Treasurer's Report Clerk's Report Maintenance Report AGENDA Mattituck Park District Board of Commissioners Meeting Thursday, April 12, 2012 Nicholas Deegan, Chairperson Charles Zaloom Gerard Goehringer Nicholas Deegan, Chairperson Presented via email John Cushman Lydia Tortora Ed Grohoski PUBLIC COMMENT SESSION ON AGENDA ITEMS AH other comments re.qardin.q non-agenda items will be held at the end of the meeting Please limit comments to no more than 5 minutes PROJECTS · Breakwater Beach - Sealing, speed bump and potholes · MYC Ball Field FIELD USE · M-C SchoolAgreement Progress PARK USE · Beach Body Boot Camp - Resolution 2012-17 Permitting Beach Body Boot Camp POLICIES · Records Management Officer - Resolution 2012-18 Appointing Lydia Tortora as Records Management OfFicer · Financial Review Policy - Resolution 2012-19 Establishing Financial Review Policy · Privacy Policy - Resolution 2012-21 Establishing a Privacy Policy OTHER · Garage Doors - Resolution 2012-20 Accepting Offer from Mattituck Sanitation for Garage Doors PUBLIC COMMENT SESSION MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES APRIL 12, 2012 Attendance Nicholas Deegan, Chaiq~erson Chades Zaloom, Commissioner Gerard Goehdnger, Commissioner David Prokop, Legal Counsel John Cushman, Treasurer Lydia Tortora, Clerk Beverly Vlcek, Secretary Call to Order Chairperson N. Deegan called the meeting to order at 7:00 p.m. Pledge of Allegiance APPROVAL OF MINUTES Motion by N. Deegan, seconded by G. Goehdnger, all in favor and motion carded to approve the minutes of the March 8, 2012 Board of Commissioners' Meeting and the March 30, 2012 Board of Commissioners' Special Meeting, submitted via email. TREASURER'S REPORT J. Cushman submitted the TreasureKs Report and provided the Commissioners with a copy of the bill register for signature. At this time each Commissioner signed the bill register. He noted that he still needed to make a journal entry for the Riverhead Building Supply invoice in the amount of $3,018.83, which was erroneously charged to Supplies and Materials and needed to be moved to Site Improvements pursuant to the pdor Board resolution authorizing the purchase. He explained that this adjustment will impact the Budget Report submitted for this meeting. His report included the bill register as of April 12th showing checks paid in the amount of $14,221.83 as well as a Balance Sheet dated April 9, 2012 showing cash on hand in the amount of $756,791, total liabilities of $1,041 and a fund balance of $755,749. He noted that there is $531,000 remaining in apprcpdations. G. Goehrlnger remarked that we have ten pr(Y,~--ts pending. J. Cushman reported that in accordance with the proposed Financial Review Policy, the following items were presented for Commissioner review and approval: 1. CLASS Account statement 2. Accounts payable entries to correct balances 3. Journal entry to record March interest in the Money Market Account 4. Cash receipt entry to record a property tax payment in the amount of $ 6,228.00 5. Accounts payable entry to clear a paid Accounts payable item and net it to zero 6. Two cash receipt entries for field use and Community Room deposits 8. Payroll summary for the payroll dated Apdl 5th 9. Annual sales tax return, which wes filed on April 3~d, but was due on March 20th. He noted there would probably be a $56 penalty. 10. Three bills which were approved at the Work Session, but not signed. He requested that they now be signed. lof8 11. Review and approval of the District's Annual Financial Report for fiscal year ended December 31,2011. He noted that typical joumal entries the Board may want to review and approve might include entdes for interest earnings and year-end accruals. He noted that the Revenue Reports submitted by him show month-to-date and year-to-date totals, while the Clerk's Report submitted by L. Tortora shows fees received by her since the last meeting. He indicated that he and L. Tortora would work to reconcile the two reports. N. Deegan observed that there is a $50 fee from BP. J. Cushman indicated that it appeared to be a year-to-date charge and that he would review it. N. Deegan asked if the taxes are included in the pdce of gasoline. J. Cushman indicated that they probably were and noted that L. Tortora pulling pdor gasoline invoices so we could recover any taxes paid. G. Goehdnger asked if we are using Standard Vouchers for payment. J. Cushman responded yes. Motion by N Deegan, seconded by C. Zaloom, all in favor and motion carded to approve the Treasurer's Report, as submitted, and pay the current bills. CLERK'S REPORT L. Tortora was present and submitted the Clerk's Report. She explained that all items on the Clerk's Report are at various stages of the application process. She stated that booking means the application has been taken, but the process is not complete until the event is over and the deposits are sent back. She offered that in the office she can show what stage it is at and the figures will match. There are receipts for everything. C. Zaloom stated that we need to verify each month's report. N. Deegan stated we need to look at the report and the deposit slips and compare them with J. Cushman's accounting. L. Tortora stated that the auditors had suggested spot checks and in fact that is what they, the auditors, had done. N. Deegan added that the Commissioners need to initial that they have checked it. J. Cushman noted that the Commissioners had just approved the cash receipt entry and that the deposit slips are attached. C. Zaloom asked how many permits are given a month. L. Tortora stated it depends and that there is no average. The permit for the Lodge, for example, will slow down and then pick up. C. Zaloom stated we should serialize the permits, itemize and list them, and then spot check. L. Tortora informed that the permits are for different uses. N. Deegan stated we should check that the deposit slip corresponds to J. Cushman's records C. Zaloom stated that that is declared and we need to see the permit. N. Deegan suggested we put the permit in there also. L. Tortora reminded that the applications are not done yet and that the auditors had suggested spot checks. J. Cushman suggested it be dovetailed to the financial record and asked L. Tortora if she issues receipts. L. Tortora responded for the beach only. G. Goehringer asked if she receives checks. L. Tortora replied 90% of the time. N. Deegan suggested we use a booklet with a triple part serialized receipt. J. Cushman stated that is not necessary.. 2 of 8 G Goehdnger asked if a receipt is given when they pay for the booking. L. Tortora responded yes, when the insurance and all required items are in, they get a copy of the permit. C. Zaloom stated that that is not a receipt. D. Prokop suggested that three spot checks be done each month and recorded on the Clerk's Report. He suggested the deposit ticket be taken from the Treasurer's Report and compared. J. Cushman stated on the line next to the dollar amount the name is referenced. L. Tortora stated that the Town of Southold would like to do swimming lessons again this year and they would like to add another half hour. She noted that thora ara some problems, as people taking the lessons sometimes stay for the day. N. Deegan stated that there were not that many. L. Tortora responded that Ken Reeves stated that the Town of Southold is policing it on their beaches. She would like to issue a permit for summer use for lessons from 11 to 1 or 10:30 to 1. She further reported that the Community Room is booked every weekend in June except one, and that she is trying to not book the Community Room and the Picnic Area at the same time. She stated that extra help will be needed on Sunday a.m. after a Saturday p.m. booking. She noted that she was not responsible for Deena last year, and that Deena doesn't get hera until 10 a.m. She suggested the need to work on a resolution to the parking situation, and that areas need to be delineated for the Community Room and Picnic Araa. G. Goehdnger stated that a usage plan was needed of the field as well as a parking plan. N. Deegan stated that when the picnic araa is in use, cars will have to come through the araa in use and that, therefore, maybe another entrance is needed on the west side L. Tortora also pointed out that when catered events are occurring, they want access to the picnic tables also. G. Goehdnger stated that we do not have enough property for the usage and we will have to look at it in an interesting way, and may have to split the field here by the beach and use the grassed araa for additional perking for the Community Room. N. Deegan suggested parking off site. L. Tortora stated that when someone has paid $350 in rent and has to park off site, it is not good. N Deegan doesn't want to discount a shuttle bus use. L. Tortora noted that the Community Room has a capacity of 83 and the Picnic Area 150 and stated the Community Room is self-limiting. L. Tortora continued and reported that she had received applications for field use from two new teams. They are not organized teams, but have been playing at Alddch without permits. They have now filled out applications and came hack with rosters but have no insurance and are not not- for-profits. She spoke to Chds Connelly and Ed Gatto from Mattituck Soccer Club and they feel this is a good thing. She doesn't know what to charge them. C. Zaloom stated that he is glad they ara coming in, but insurance is needed for legal raasons. He stated that an alternative would be to assign an unorganized play pednd dudng the week. D. Prokop reminded that the lack of insurance is the issue. N. Deegan suggested they could join the Matfituck Soccer Club and work through them. D. Prokop asked what that involved. N. Deegan stated the Soccer Club would welcome them for a $20 fee. 3of8 G. Goehdnger asked if the Mattituck Soccer Club wants them. N. Deegan stated he couldn't say for sure. L. Tortora asked if we are saying they cannot play. C. Zaloom stated we need to identify organized play and that all elsa is public play and that is maintenance time. They are a quasi-organized teem, but need liability coverage. L. Tortora stated that the Town of Southold says they have a dght to play and that they came in as two teams. C. Zaloom stated they have no insurance policy. N. Deegan noted that $100,000 for the field came from the Town, so anyone can play. D. Prokop stated we should pigeonhole it as public play time or help them organize; lead them down the path. If the soccer club has a $20 each fee, we should toll them that L. Tortora asked if she should tell them to talk to the Mattituck Soccer Club. C. Zaloom stated that we should step in. L. Tortora reported that Ed Gatto will be talking to the directors tonight and that she will talk to Ed Gatto again about them entedng the Mattituck Soccer Club. L. Tortora further reported that she has no permit for the East End Football team. N. Deegan stated he would look into that. Motion by N. Deegan, seconded by G. ~dnger, all in favor and motion carded to accept the Clerk's Report, as submitted. MAINTENANCE REPORT Ed Grohoski submitted the monthly Maintenance Report, which was reviewed by the Commissioners. G. Goehdnger reported that the pilings were out at the boat ramp. N. Deegan stated he had been hoping to get them replaced before winter, but possibly Bob Ternj can get them done this spdng. C. Zaloom stated that we need to get quotes. G. Goehdnger mentioned that one issue will be the draft of the scow that attempts to get in. N. Deegan stated that we had gotten prices last year. J. Cushman submitted that we need to get new pdces. N. Deegan stated there were five companies contacted last year, including Tidewater and Reeves. He will fax written requests for quotes for the placement of five 35' pilings. C. Zaloom remarked that a decision had been made to avoid putting in the new pilings in the fall at the dsk of winter ice. Motion by N. Deegan, seconded by G. Goehdnger, all in favor and motion carded to approve the Maintenance Report as submitted. PUBLIC COMMENT SESSION Discussion was held regarding the recent splintering of the Mattituck Soccer Club. Highlights of the discussion are included below: John Borzioled wes present, who is a soccer coach. He explained that the majodty of teams previously playing with the Mattituck Soccer Club are now with the Sag Harbor league, and wanted to know what the Board of Commissioners' knowledge and understanding was of this issue. S. Maddaloni stated that her daughter was playing with the Riverhead Soccer Club's Fury team. L. Tortora stated that she doesn't have a permit for that toam. 4of8 J. Borzioled discussed that due to the Long Island Juniors League being restrictive, teams must play in their own f'~lds, thus the local teams must now play in East Hampton. He noted that if the Mattituck Soccer Club would cooperate, the Long Island Juniors would reconsider, but that Ed Gatto has said he didn't want to get involved. He feels they are getting all teams from Riverhead and they want to lock up the fields and lock his teams out He noted that 50% of the fields are now being used by Riverhead. N. Deegan explained that some coaches from MSC wanted the club to be academy style, thus creating a split. C. Zaloom stated that it is the MPD's policy to not get in between and that the Long island Juniors League should step in. J. Borzioled asked if the MPD was interested that more than half the fields are now being used by non-residents and that it will be worsen in the tall. J. Goehdnger stated he is appalled at what has happened. N. Deegan stated that he had tded to encourege the teems to work together. C. Zaloom noted that we cannot discriminate based on locality due to the bend for the lights. As a result, we now have a field use policy J. Bor-zioled asked if they are charging a fee for out-of-towners? C. Zaloom stated yes, they paid. J. Borzioled asked if they need to have non-prof~ status and de they file their non-profit documents. C. Zaloom asked Lydia if she verifies. L. Tortora asked if they meant non-profit from State or 501-C. J. Borzioleri asked if they had certification, and noted that he could not find it. L. Tortora asked if he meant 501C or 501C-3. J. Cushman added that it would be difficult to determine if they are up to date. J. Borzioled said he didn't know if they were up to date~ N. Deegan stated that Lydia should look for non-profit status. S. Maddaloni stated that maybe she could help sort it out. PROJECTS Breakwater Beach G. Goehdnger reported that he had sent out specs requesting RFP's to three companies and hopes to get their responses soon. The specs regarded Breakwater's speed bump and parking lot sealing and the repair to Vets' speed bump. They were sent to Codzini Asphalt, East End Sealcoating and East End Asphalt. J. Cushman noted that we might need a bid. G. Goehringer responded that he had changed it fi-om a slurry to a seal and anticipates the cost to come in between five and six thousand. N. Deegan asked if prevailing wage and other necessary items were included. G. Goehdnger stated it would be in the contract. N. Deegan thought maybe they would need to know that before. G Goehdnger stated Jamesport might still need to know and maybe Nick should talk to them. C. Zaloom reported that Chds Dwyer from LKMA had given a quote of $2,900 for design support on Vets, and also had estimated that the Pike Street project would cost us about $46,000. G. Goehdnger explained that he had spoken to the Town regarding the Pike Street work. He had asked the Highway Superintendent if the Town would do the installation work and we would pay for the materials and the Hwy. Super. had said yes. He then reported that he had spoken to the 5of8 Commissioner of Public Works, who noted that we no longer had an active lease. He then had spoken to the Assistant Town Attorney who said it would only require one Town Board Resolution, which should take about 45 days. He explained that the Town has the backfill needed. He noted that the Commissioners of the MPD had decided they would install it themselves, but now, due to the cost estimate, maybe we should go back to the Town and renew the lease and let the Town do it. C. Zaloom asked if they would build it to spec. G. Goehdnger stated yes. C. Zaloom suggested, if we get the lease, we pursue it like any other vendor, treat the Town like a vendor. G. Goehringer suggested we give the Town Chds Dwyer's specs and come to an agreement. C. Zaloom stated that it is broken down and he will send it. G. Goehdnger stated he would like to move on it to avoid a law suit with the Mattituck Fire Department and District. D. Prokop suggested we push for a license rather than a lease, and that there is an Alienation of Parkland issue. Before we go to the Assistant Town Attorney with a dfa~[, we should finalize the proposal on the drainage improvement. C. Zalnom agreed we should agree to the proposal first. N. Deegan said the Town may see it as inexpensive parking. G. Goehringer stated we should provide the info to the Assistant Town Attorney, so there is no blindside. D. Prokop suggested providing him with the information and he will provide it to the Town and discuss the Alienation issue with the Town Attorney. PART TIME CLERK'S POSITION L. Tortora stated that she could use help beginning on the 1st of May and would like Shelley to come in. G. Goehdnger asked S. Maddaleni what her schedule was. S. Maddeloni stated that she would like to get going a.s.a.p, to get an idea of her schedule. J. Cushman stated he does payroll every other Monday, which would be this coming Monday. He usually arrives about 4:30 Motion to allow S. Maddaloni to begin work on Monday, Apd116th and work up to 17.5 hours per week. She will be available to assist L Tortora, as well as working with J. Cushman. J. Cushman stated one or two hours on Monday every other week would be good for him, and she can begin helping L. Tortora by pulling the BP bills. N Deegan stated that the full 17.5 hours are not needed at this time. L. Tortora agreed that she doesn't need her for that amount at this time, but it's up to J. Cushman. Motion seconded by N. Deegan, all in favor and motion carded for S. Maddeloni to begin work on Monday, Apd116~h. S. Maddaloni stated that she is grateful for the opportunity to work at the Park District. MYC Ballfield N. Deegan asked if there was any update. C. Zaloom responded that he had getten a call requesting the Park Distdct to weed. He had called E. Grohoski, who was sick and can't do it until next week. The RFQ's have been submitted, but no response has been received at this time. 6of8 N. Deegan proposed that we go ahead with skinning. G. Goehdnger proposed that we hold off, as the teams don't want it done. C. Zaloom proposed we skin the Yacht Club now and Bay Avenue in the fall. He reported that he sent an email to Ryan, and had received a note from Kevin Mahon to stop the skinning process until thera is a gap in the playing time. He reported that K. Mahon was pleased that we would coordinate it. G. Goehdnger reported that the majority of people do not have time to rake a skinned field and suggested we just skin the YC field to 60'. He also reported that teams are diametricelly opposed to skinning the Bay Avenue field. C. Zaloom submitted that all multi-purpose fields ara skinned fields. He does not want to be in the business of deciding who will use the fields. He feels skinning allows the most people to use for the least cost. The cost may be $5,000, but we can get 75% more use of the MYC and 25% more use at Bay Avenue using the existing numbers. G. Goehringer requested further discussion be held. He would like to get the f'~ures and discuss it further before continuing with the RFP's. C. Zaloom stated that this is not a bid that we will award. D. Prokop will approve the specs and N. Deegan will send out about four requests for quotes. FIELD USE M-C School At:lreement Progress D. Prokop reported that he is waiting for feedback on the dder, which would name us as pdmary insurer. The Soccer Club is inquiring of their insurer if that's an issue. Jon Sheadn, our insurance broker, doesn't know if it's easy or not. N. Deegan has inquired of the Soccer Club is they can do what the dder requests. N. Deegan stated that J. Diffley has not gotten back to him regarding the issue. D. Prokop noted that the language of the dder is in the contract also. PARK USE Beach Body Boot Camp - Resolution 2012-17 Permitting Beach Body Boot Camp was at this time read into the record by B. Vlcek. Motion by C. Zaloom, seconded by G. Guehdnger, all in favor and motion carded to enact Resolution 2012-17. POLICIES Records Management Officer- Resolu~on 2012-18 Appointing Lydia Tortora as Records Management Officerwas at this time read into the record by B. Vlcek. Motion by N. Oeegan, seconded by G. Goehdnger, all in favor and motion carried to enact Resolution 2012-18. Financial Review Policy - Resolution 2012-19 Establishing Financial Review Policy was at this time read into the record by B. Vlcek. Motion by N. Deegan seconded by G. Goehdnger, all in favor and motion carried to enact Resolution 2012-t9. OTHER BUSINESS Garage Doora - Resolution 2012-20 Accepting Offer from Mattituck Sani;-;ion for Garage Doors was at this time read into the record by B. Vlcek. 7 of 8 Motion by N. Dccgan, seconded by G. Goehdnger, all in favor and motion carded to enact Resolution 20'/2-20. Privacy Policy - Resolugon 2012-21 Establishing a Privacy Policy was at this time read into the record by B. Vlcek. D. Prokop circulated the proposed Pdvacy Policy, which was reviewed by the Commissioners. He stated that this is in response to ensuring the Sport Teams that their roster information is not disclosed and is for Park District employee use only. He added that the Park District website should have its own Pdvacy Policy. Motion by G. Goehdnger, seconded by N. Deegan, all in favor and motion carded to enact Resolution 2012-21. OTHER BUSINESS G. Goehringer stated that all buildings on Park District property need to be included in our insurance and he would like to nationalize. J. Cushman noted that he has a report that lists the land. D. Prokop responded that once a building is on our property it becomes part of the property. Regarding the lock issue of storage sheds at the Yacht Club and Bay Avenue ballfields, D. Prokop suggested we notify the teems that the storage should be shared or wa will take the keys and distribute them. N. Deegan suggested we tell them how we want it done. G. Goehdnger suggested we tell our insurance company it is ours and part of our property. C. Zaloom stated that if pdvate property is left on our property, it must be available or we are prepared to have them remove it. Decision made that C. Zaloom will write a letter to all baseball groups regarding the use of storage sheds at Bay Avenue and the Yacht Club, and state that it is our policy that any structure on our property is deemed public property. J. Cushman informed that S. Brautigam had submitted an invoice for $88.32 for taxes he paid on software, and, also, that there was an overpayment he had made to himself in the amount of $112.01. Decision made that J. Cushman will send a note to S. Braufigam requesting he send us the difference between the two amounts. There being no further business to come before the meeting, rno~on by N. Deegan, seconded by G. Goehdnger, all in favor and motion carded to edjoum the meeting at 10:30 p.m. Respectfully submitted, Beverly Vlcek, _,.~f~. creta ry Mattituck Park Distdct 8of8 Bill Register April 2012 Check No. Payee Date Amount 22843 United Rentals 3/28/2012 231.00 22849 GNS Mermaid 4/9/2012 21.45 22850 Harry Goldman Water Testing 4/9/2012 55.00 22851 ICVM Group 4/9/2012 125.00 22852 LIPA 4/9/2012 762.93 22853 Lou's Service Station Inc. 4/9/2012 21.00 22854 NYS Department of Taxation & Fi 4/9/2012 78.01 22855 Oxford Health Plans 4/9/2012 1,369.18 22856 Southold Town Dept Solid Waste 4/9/2012 4.80 22857 Nextel Communications 4/9/2012 157.52 22858 Staples Credit Plan 4/9/2012 265.67 22859 Times/Review Newspapers 4/9/2012 70.44 22860 Twin Fork Tire Corp. 4/9/2012 105.00 22861 Theodore Wells 4/9/2012 171.85 22862 Venturing Crew 777 BSA 4/9/2012 75.00 22863 Verizon 4/9/2012 36.56 22864 BP 4/9/2012 225.92 22865 BWP-Carquest Auto Parts 4/9/2012 130.99 22866 Cablvision 4/9/2012 99.85 22867 Home Depot Credit Services 4/9/2012 618.16 22868 Marjam Supply Co. 4/9/2012 217.03 22869 L.K. McLean Associates, P.C. 4/9/2012 3,300.00 22870 Mattituck Sanitation 4/9/2012 286.90 22871 Orlowski Hardware Company, Inc. 4/9/2012 153.95 22872 Riverhead Building Supply 4/9/2012 3,918.83 22873 David B Prokop 4/9/2012 772.50 22874 Roy H. Reeve Agency Inc. 4/9/2012 20.00 22875 Schwing Electrical Supply Corp. 4/9/2012 52.50 22876 Southold Welding Services, Inc. 4/9/2012 100.00 22877 Postmaster 4/9/2012 44.00 22878 Eckert Oil Service 4/12/2012 730.79 14,221.83 Account A.200 A.201 A.205 A.210 Mattituck Park District Balance Sheet 4/9/2012 Assets Account Name Cash Cash in Time Cash in MBIA/CLASS Petty Cash Total Assets Balance 21,087.92 608,876.64 126,776.57 50.00 756,791.13 Account A.021 A.022 A.026 A.600 A.605 A.909 Liabilities & Fund Balance Account Name NYS Tax PaYable Federal Tax Payable FICA Tax Payable Accounts Payable Retained Percentages Total Liabilities Fund Balance Total Liabilities plus Fund Balance Balance 138.66 350.78 552.27 0.00 0.00 1,041.71 755,749.42 756,791.13 Date: 04/09/2012 Time: 6:17 PM Account Account Name Mattituck Park District P.O. Box 1413 Mattituck, New York 11952 Current Budg Month To Date Year TO Date Remaining Budg A.1001 Real Property Taxes A.1090 Interest-Real Prop. Tax A.2401 Interest & Earnings A.2440 Concession Rental A.2590 Beach Permits A.2620 Forfeited Bid Deposits A.2655 Ramp Keys A.2701 Refunds Prior Year Exp. A.2705 Gills & 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 Hourly A.7112.12 Parks, Office Total Parks Personnel Capital Outlay A.7110.242 Site Improvements A.7110.243 Equipment Total Capital Outlay Contractual Expenses A.1980 MTA Payroll Tax A.7110.411 Supplies&Materials A.7110.410 Prompt Payment Discounts A.7110.412 Office Stationary A.7110.421 Telephone A.7110.422 Electric A.7110.423 Water A.7110.424 Natural Gas A.7110.431 Insurance A.7110.442 Site Maint/Facilib/Rprs A.7110.443 Equipment Repairs A.7110.451 Legal Council A.7110.452 Secretary A.7110.453 Treasurer A.7110.454 Election Tellers A.7110.455 Auditing Services A.7110.461 Postage A.7110.462 Permits Total Contractual Expense Beaches A.7180.11 Beach Manager A.7180.12 Beaches, Hourly Total Beaches Employee Benefits A.9030.8 FICA, Employee Benefits A.9050.8 Unemployment Insurance A.9060.8 Medical Insurance 404,860.00 6,228.00 346,173.00 58,687.00 0.00 0.00 0.00 0.00 3,000.00 0.00 577.10 2,422.90 500.00 0.00 0.00 500.00 9,000.00 0.00 0.00 9,000.00 0.00 0.00 0.00 0.00 1,000.00 0.00 0.00 1,000.00 0.00 0.00 0.00 0.00 0.00 0.00 500.00 -500.00 20,000.00 650.00 7,130.25 12,869.75 150,000.00 0.00 0.00 150,000.00 588,360.00 6,878.00 354,380.35 233,979.65 16,640.00 0.00 0.00 16,640.00 16,640.00 0.00 0.00 16,640.00 33,500.00 1,269.84 6,094.32 27,405.68 $2,000.00 1,968.00 12,437.20 39,562.80 25,220.00 692.30 4,828.60 20,391.40 110,720.00 3,930.14 23,360.12 87,359.88 205,000.00 3,300.00 3,300.00 201,700.00 26,000.00 0.00 336.35 25,663.65 231,000.00 3,300.00 3,636.35 227,363.65 600.00 78.01 78.01 521.99 50,000.00 6,426.90 12,979.95 37,020.05 -50.00 -206.25 -206.25 156.25 500.00 0.00 0.00 S00.00 5,000.00 293.93 986.16 4,013.84 12,000.00 762.93 928.07 11,071.93 500.00 0.00 45.98 454.02 5,000.00 0.00 722.05 4,277.95 30,000.00 20.00 544.96 29,455.04 20,000.00 0.00 946.60 19,053.40 5,000.00 323.84 1,334.69 3,665.31 10,000.00 772.50 2,317.50 7,682.50 5,892.00 222.23 1,551.26 4,340.74 6,694.00 0.00 2,184.85 4,509.15 300.00 0.00 0.00 300.00 15,000.00 0.00 0.00 15,000.00 500.00 44,00 89.00 411.00 60.00 0.00 0.00 60.00 166,996.00 8,738.09 24,502.83 142,493.17 5,304.00 0.00 0.00 5,304.00 26,000.00 0.00 0.00 26,000.00 31,304.00 0.00 0.00 31,304.00 13,700.00 317.66 2,072.82 11,627.18 0.00 0.00 0.00 0,00 18,000.00 1,266.18 3,386.54 14,613.46 Page no. i Total Employee Benefits 31,700.00 1,583.84 5,459.36 26,240.64 Total Expenditures 588,360.00 17,552.07 56,958.66 531,401.34 Component Unit Annual Financial Report For Mattituck Park District Assets For the fiscal year ended December 31,2011 Operating Fund Balance Sheet Cash Cash in Time Petty Cash Investments Taxes Receivable Other Receivables State and Federal Aid Receivables Due from Capital Fund Prepaid Expenses Due From Primary Government $882.20 464,729.11 50.00 $465,661.31 $7,333.58 0.00 0.00 $7,333.58 150,000.00 308,327.73 458,327.73 $465,661.31 Liabilities & Fund Equity Accounts Payable Due to Capital Fund Due to Other Governments Deferred Revenues Retained Percentages Total Liabilities Fund Balance - Appropriated ensuing year Fund Balance -~ Unreserved Total Fund Equity Total Liabilities & Fund Eouitv Page I Component Unit Annual Financial Report For Mattituck Park District For the fiscal year ended December 31,2011 Operating Fund Analysis of Changes in Fund Equity Fund Equity - Be,qinnin.q of Fiscal Year Add: Revenues and Other Sources Deduct: Expenditures and Other Uses Revenues and Other Sources Over (Under) Expenditures and Other Uses Fund Eouitv - End of Fiscal Year* 477,256.25 351,091.34 $332,162.82 126,164.91 _$458 327.73 * Total includes Appropriated and Unreserved Fund Balance Page 2 Component Unit Annual Financial Report For Mattituck Park District For the fiscal year ended December 31,2011 Operating Fund Detail of Revenues and Other Sources Revenues Real Property Taxes Real Property Tax Items Non-property Tax Items Departmental Income Use of Money and Property Sale of Property and Compensation for Loss Gifts and Donations Refunds Pdor Year Expense Miscellaneous Local Sources State Aide Federal Aide Budget $432,360.00 10,000.00 3,500.00 15,000.00 $460,860.00 $106,000.00 $566,860.00 Actual $432,360.00 23.65 17,225.00 3,629.95 760.00 2,022.65 21,235.00 $477,256.25 $477,256.25 Total Revenues Interfund Transfers Proceeds of Obligations Appropriated Fund Balance Total Revenues and Other Sources Page 3 Component Unit Annual Financial Report For Mattituck Park District For the fiscal year ended December 31,2011 Operating Fund Detail of Expenditures and Other Uses Expenditures Personal Services Equipment and Capital Outlay Contractual Expenses Employee Benefits Debt Principal Debt Interest Budget $179,386.64 150,000.00 153,273.36 32,780.00 50,000.00 $1,420.00 $566,860.00 $566,860.00 Actual $143,408.13 28,246.23 100,607.54 28,539.44 50,000.00 290.00 $351,091.34 Total Expenditures Interfund Transfers Total Expenditures and Other Uses $351,091.34 Page 4 Component Unit Annual Financial Report For Mattituck Park District Assets For the fiscal year ended December 31,2011 Capital Fund Balance Sheet Cash Cash in Time Investments Taxes Receivable Other Receivables State and Federal Aid Receivables Due From Operating Fund Prepaid Expenses Due From Primary Government Total Assets $0.00 0.00 $0.00 0.00 0.00 $0.00 Liabilities & Fund Equity Accounts Payable Notes Payable Due to Other Governments Retainages Payable Due to Operating Fund Total Liabilities Fund Balance - Appropriated ensuing year Fund Balance -- Unreserved Total Fund Equity Total Liabilities & Fund Eauitv Page 5 Component Unit Annual Financial Report For Mattituck Park District For the fiscal year ended December 31,2011 Capital Fund Analysis of Changes in Fund Equity Fund Equity - Be,qinning of Fiscal Year Add: Revenues and Other Sources Deduct: Expenditures and Other Uses Revenues and Other Sources Over (Under) Expenditures and Other Uses Fund Eauitv - End of Fiscal Year* $50,000.00 0.00 (50,000.00) 50,000.00 $o.oo * Total includes Appropriated and Unreserved Fund Balance Page 6 Component Unit Annual Financial Report For Mattituck Park District For the fiscal year ended December 31,2011 Capital Fund Detail of Revenues and Other Sources Revenues Real Property Taxes Real Property Tax Items Non-property Tax Items Departmental Income Use of Money and Property Sale of Property and Compensation for Loss Miscellaneous Local Sources State Aide Federal Aide Budget Actual Total Revenues Interfund Transfers Proceeds of Obligations Appropriated Fund Balance Unappropriated Fund Balance BANs Redeemed from Appropriations Total Revenues and Other Sources $0.00 $0.00 $0.00 50,000.00 $50,000.00 Page 7 Component Unit Annual Financial Report For Mattituck Park District For the fiscal year ended December 31,2011 Capital Fund Detail of Expenditures and Other Uses Expenditures Personal Services Equipment and Capital Outlay Contractual Expenses Employee Benefits Debt Principal Debt Interest Budget Actual Total Expenditures Interfund Transfers $0.00 $0.00 $0.00 $o.oo Total Expenditures and Other Uses Page 8 Component Unit Annual Financial Report For Mattituck Park District For the fiscal year ended December 31,2011 General Fixed Assets Assets Land Buildings Other Improvements Machinery & Equipment Construction in Progress Infrastructure Total Assets 511,340.00 773,884.12 32,450.00 228,655.00 554,646.86 2,100,975.98 2,100,975.98 Investment in General Fixed Assets Page 9 Name and Location of Bank Capital One Bank Capital One Bank MBINClass Component Unit Annual Financial Report For Mattituck Park District For the fiscal year ended December 31,2011 Cash, Per Balance Sheet Operating Fund Bank Balance _.. $1,929.75 337,952.54 Less: Outstanding Checks _ 1,047.55 126,776.57 Add: Petty Cash Funds Total Adjusted Bank Balance and Petty Cash Name and Location of Bank Capita Fund Less: Outstanding Bank Balance Checks Add: Cash on Hand Add: Cash on Hand A~usted Bank Balance $882.20 337,952.54 126,776.57 50.00 $465,661.31 A~usted Bank Balance Add: Petty Cash Funds Total Adjusted Bank Balance and Petty Cash $0.00 Page 10 For the fiscal year ended December 31,2011 Certification of Fiscal Officer I, John A. Cushman II, certify that I am the fiscal officer of the Mattituck Park District, and that this report, to the best of my knowledge, information and belief, is a true and correct statement of the financial transactions and fiscal condition for the fiscal year ended December 31, 2011~. Signature P.O. Box 1413 Official Address Mattituck, NY 11952 Treasurer Title April 2, 2012 Date (631/ 298-8213 Telephone Number Please mail report to: Town Comptroller Town of Southold 53095 Route 25 PO Box 1179 Southold, NY 11971-0959 If you have any questions relating to this report, please call Town Hall: (631) 765-4333 Page 11 Account A.200 A.201 A.205 A.210 Mattituck Park District Balance Sheet 12/31/2011 Assets Account Name Cash Cash in Time Cash in MBINCLASS Petty Cash Total Assets Balance 882.20 337,952.54 126,776.57 50.00 465,661.31 Account A.021 A.022 A.026 A.600 A.605 A.909 Liabilities & Fund Balance Account Name NYS Tax Payable Federal Tax Payable FICA Tax Payable Accounts Payable Retained Percentages Total Liabilities Fund Balance Total Liabilities plus Fund Balance Balance 0.00 0.00 0.00 7,333.58 0.00 7,333.58 458,327.73 465,661.31 Date: 12/31/2011 Time: 8:00 PM Account Account Name Mattituck Park District P.O. Box 1413 Mattltuck, NewYork 11952 Current Budg Month To Date Year To Date Remaining Budg A.1001 Real Property Taxes A. 1090 Intereat-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.2701 Refunds Pdor Year Exp. 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 Barks A.7110.12 Parks, Part-Time Houdy A.7111.12 Parks, Full-time Hourly A.7112.12 Parks, Office Total Parks Personnel Capital Outlay A.7110.242 Site Improvements A.7110.243 Equipment Total Capital Outlay Contractual Expenses ~..1980 MTA Payroll Tax %.7110.411 Supplies & Materials ~..7110.410 Prompt Payment Discounts %.7110.412 Office Stationary %7110.421 Telephone L7110.422 Electdc L7110.423 Water L7110.424 Natural Gas L7110.431 Insurance L7110.442 Site Maint/Facility Rprs g7110.443 Equipment Repairs ~.7110.451 Legal Coundl ~.7110.452 Secretary ~.7110.453 lreasurer ~.7110.454 Election Tellers ,7110.455 Auditing Services ,7110.461 Postage ,7110.462 Permits Total Contractual Expense Beaches .7180.11 Beach Manager .7180.12 Beaches, Hourly Total Beaches Employee Benefits .9030.8 FICA, Employee Benefits .9050.8 Unemployment Insurance .9060.8 Medical Insurance Total Employee Benefits Debt Service .9310.6 Debt Principal .9310.7 Debt Interest 432,360.00 0.00 432,360.00 0.00 0.00 0.00 23.65 -23.65 3,000.00 132.02 2,293.95 706.05 500.00 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 5.00 995.00 0.00 0.00 2,022.65 -2,022.65 0.00 0.00 760.00 -760.00 15,000.00 1,805.00 21,235.00 -6,235.00 106,000.00 0.00 0.00 106,000.00 566,860.00 1,937.02 477,256.25 89,603.75 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 1,615.88 27,105.32 12,894.68 56,000.00 3,494.50 47,545.40 8,454.60 19,136.64 1,349.60 19,136.64 0.00 115,136.64 6,459.98 93,787.36 21,349.28 140,000.00 2.24 21,584.99 118,415.01 10,000.00 0.00 6,661.24 3,338.76 150,000.00 2.24 28,246.23 121,753.77 600.00 100.51 487.58 112.42 49,775.00 3,962.67 31,451.09 18,323.91 -5.00 0.00 -5.95 0.95 500.00 0.00 0.00 500.00 5,000.00 487.98 3,520.24 1,479.76 12,000.00 3,474.06 9,544.03 2,455.97 500.00 56.61 236.60 263.40 5,000.00 438.82 1,116.48 3,883.52 30,000.00 1,414.42 27,347.34 2,652.66 18,863.36 4,500.66 13,421.11 5,442.25 5,000.00 236.14 3,064.13 1,935.87 10,000.00 772.50 9,270.00 730.00 6,500.00 435.76 5,664.88 835.12 7,250.00 495.16 6,437.08 812.92 480.00 346.50 478.50 1.50 14,700.00 0.00 0.00 14,700.00 500.00 0.00 366.39 133.61 360.00 0.00 310.00 50.00 167,023.36 16,721.79 112,709.50 54,313.86 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 13,700.00 565.41 10,971.09 2,728.91 3,080.00 0.00 3,080.00 0.00 16,000.00 2,532.36 14,488.35 1,511.65 32,780.00 3,097.77 28,539.44 4,240.56 50,000.00 0.00 50,000.00 0.00 '1,420.00 0.00 290.00 1,130.00 Page no. 1 Total Debt Service 51,420.00 0.00 50,290.00 1,130.00 Date: 12/31/2011 Time: 8:00 PM Mattituck Park District P.O. Box 1413 MattJtuck, New York 11952 Page no. 2 Account Account Name Current Budg 14onth To Date Year To Date Remaining Budg Total Expenditures 566,860.00 26,281.78 351,091.34 215,768.66 04/03/12 11:44:05 Oepartment Account MPD K1.101 Kl.102 Kl.103 K1.104 Kl.106 Item Item Class Tag 010 010 010 010 010 010 010 010 010 010 010 010 020 O20 020 O2O O2O O2O O2O O2O O2O O2O 028 028 050 050 050 O50 060 060 060 060 060 060 018 024 024 024 GASB 14 Capital Assets 12/31/11 Sorted by District, General Ledger Account FADEPR1MPD Item Description 2785 9320 GREAT PECONIC B 2787 2205 BAILIE BEACH RO 2789 11280 GRAND PECONIC 2795 11020 GREAT PECONIC 2799 1865 8AY AVENUE 2800 WICKRAMAVENUE 2801 1215 LOVE LANE 2803 5155 BREAKWATER 2808 14680 MAIN ROAD 2809 WICKHAN AVENUE 2812 350 ALDRICH LANE 2824 630 PIKE STREET 3409 2205 BAILIE BEACH RO 2788 2205 BAILIE BEACH RO 2790 11280 GRAND PECONIC 2802 1215 LOVE LANE 2803 5155 BREAJ~WATER 2813 350 ALDRICH LANE 3408 350 ALDRICH LANE--GA 3857 PEC BAY BLVD - BUILD 4059 VETE~N'S PARK SEPTI 4061 VETERAN'S PARK RECRE 4060 BAY AVE TENNIS COURT 4198 YACHT CLUB BALLFIELD 3111 1989 DO~E D-50 PICK 3112 1996 DODGE DUMP TRUC 3117 2003 CHEVROLET 2400 3538 2007 FORD ~NGER 4 X 3113 1990 JOHN DEERE T~C 3114 JOHN DEERE MODEL 460 3115 VETERANS PARK PLAYGR 3116 TORO GROUNDM~TER 32 910 LIGHT T~ER-TOWABLE 2534 TORO GROUNDMASTER 32 4016 VET'S PANK BLDG PAVE 3881 VETS PARK EASTERLY G 3911 VETS PARK WESTERLY G 4031 YACHT CLUB WESTERLY Est Life Total in Months Cost 22.409.00 47,873,00 46,743.00 21,801.00 3,805.00 18.295.00 45,280.00 173,432.00 I3,080.00 1,321.00 30,344.00 86,957.00 TOTAL 511.340.00 240 30.357.45 480 38.539.00 480 147,826.00 480 11,107.D0 480 19,650.00 480 3,742.00 480 54.672.71 480 386.268.67 480 28.656.80 480 53,064.49 TOTAL 773,884.12 120 25,100.00 120 7,350,00 TOTAL 32.450,00 12 5,000,00 96 25,298.00 96 22,192.00 96 11,280,00 120 15,860.00 120 19,186,00 120 94,037.00 120 14,569,00 120 6,700.00 I20 14,433.00 TOTAL 228,655.00 360 11.100.00 240 3~,650.00 240 34.000,00 240 48,457.00 Code Accumulated Depreciation 10.372,18 38.539.00 40.652.04 11,107.00 17.193.90 1.590.58 9.339,80 38,627.04 1,194.00 1,547.70 I70,163.24 3,555.89 490.00 4,045.89 5.000.00 25.298.00 22.192.00 7.705.11 15.860.00 19.186.00 94.037.D0 12.626.52 4.578~27 8.058.43 214.541.33 616.60 5.919.38 4,816.78 3,634.20 PAGE 1 Book Value 22.409.00 47.873.00 46.743.00 21.801.00 3,805.00 18,295.00 45.280.00 173,432.00 13,080.00 1,321,00 30,344,00 86,957,00 511,340.00 I9,985,27 .00 107.173.96 .00 2.456,10 2.151.42 45.332.91 347.641.63 27.462.80 51,516,79 603,720.88 21,544.11 6.860,00 28.404.11 .00 .00 .00 3.674.89 .00 .00 ,00 1.942,48 2.12].73 6,374.57 14.113.67 10.483.40 28,730.62 29.183,22 44,822.80 04/03/t2 11:44:05 Department Account Item Item Class Tag MPD K1.106 024 O26 *** END OF REPORT *** GASB 14 Capita Assets 12/31/tl Sorted by District. General Ledger Account Code FADEPRiMPD Item Description 4199 LOVE LANE BULKHEAD 3858 ALDRICH LANE - LIGHT PAGE 2 Est Life Total Accumulated Book in Months Cost Depreciation Value 240 95.020.00 3.167.36 91 852.64 240 331.419.86 52,474.96 2781944.90 TOTAL 554.646,86 70.629,28 484.017.58 TOTAL 2,100,975.98 459,379.74 1,641.596.24 Subtotals TOTAL 2.100,975.98 459.379.74 1,641.596.24 ACS Capital Assets 4/03/2012 11:55:14 Depreciation Schedule TOWN OF SOUTHOLD FIXED ASSETS FA635R001 04.21 pg 2 type, Department, Category and Class Trans 12/31/2011 ................... Depreciation MTD YTD LTD Book Disposal Valu~ Date ACS Capital Assets 4/03/2012 11:55:14 Depreciation Schedule TOWN OF $OUTHOLD FIXED ASSETS FA635R001 04.21 pg 1 type. Department, Category and Class Depr. Item Taq Date Government Life ................... Depreciation ................... MTD YTD LTD Book Disposal Value Date 2,193,357.98 4,554.~6 58,678.94 &59,379.74 1,641,596.24 April 2012 Period Covering Mamh 9, 2012 -April 9, 2012 Receipts LODGE Date(s) Booked 3/30& 31, 4/1 Receipts Group/Payee Amt. Dep'd G.S. Suffolk County Troop 1866 $ 325 Total Lodge ........... $ 325 Deposit Date for 10 p @ $25 pp plus $75 htg 3/13/12 COMMUNITY ROOM: June 30 June 2 MISC: Annual Roger Richert $ 350 Debrorah Sidlauskas $ 350 Total Comm. Room ....$ 700 for Graduation Party 4/912 for Family Party 4/5/12 Charles Zahra $ 250 easement, Love Lane lot lease Total Misc ..............$ 250 3/13/12 FIELD USAGE FEES: Spring 2012 Spring 2012 Spring 2012 Thomas McCaffery/Mattituck Mets 8U $ 25 Mattituck Soccer Club $ 495 Sag Harbor Youth Soccer League $ 60 for 5 non-residents @ $5 pp of 11 total players 4/5/12 for 99 non-residents @ $5 pp of 126 total (75 players, 24 devlmntl) 3/18/12 for 12 non-resident @ $5 pp of 17 total players 3/18/12 Total Field Usage ... $580 Total Receipts ....... $1,855 Events Booked this Period May 22- June 30 Lisa Salmon, Beach Body Boot Camp: Tuesday & Thursday, 6:00 - 7:00AM, SaturdayT:00- 8:00AM Page 1 of 2 April 2012 Period Covering March 9, 2012 -April 9, 2012 COMMUNITY ROOM Sat., June 2 Sun.,June 3 Sat., June 30 Debbie Sidlauskas, Family Party Mike Miffetone, Family Party Linda and Roger Richert, Graduation Party PICNIC AREA Sat., June 16 Sun., June 24 Fri., July 13 Sun., July 15 Sat., Aug. 4 Sharlene Catullo, Family Picnic John Siolas, Arcadian Association Annual Picnic Beth Morris, Birthday Party Picnic Tom Riecker, Family Picnic Evelyn Turchaino, Family Picnic Page 2 of 2 March-April 2012 Report Aldrich Field 1. Cleaned behind building. Bailey's Beach Lodge 1. Cleaning,opening, and lighting stove for rentalsl 2. Did yearly water dual filter change on reverse osmosis equipment. 3, Showed Suffolk County Board of Health inspector Lodge, for yearly inspection. 4. Replaced all emergence lighting battery's. 5. Let Light House Security in to do yearly testing, and inspection. Bay Avenue Ball Field 1. Removed shells from tennis courts, put up owl, and nets. Breakwaters Beach 1. Ordered materials to repair board-walk, received materials. 2. Removed loose palm, primed, and repainted, north door trim. 3. Put second coat of paint on east wall to stop bleed through of old graffiti. Love Lane Boat Ramp 1. Removed weeds from stones. 2. Flipped floats over to work on top decking. 3. Removed rotten section of picket fence brought to town transfer station. Veteran's Beach Park 1. Cleaned main building for surprise birthday party. 2. Removed picnic tables from winter storage, setup tables for Easter egg hunt. 3. Installed Easter egg hunt banner. 4. Removed wind guard from evergreen. 5. Removed graffiti from sign in playground. 6. Raked and vacuumed leaves, cleaned park for Easter egg hunt. Misc 1. Talked to LIPA Rep he took electrical readings, for Lodge. 2. Doing maintenance on lawn tractors. 3. Working on floats at Love Lane. 4. Ordered new metal connecting brackets for floats at Love Lane, received brackets. 5. Brought Chevy Pickup in for yearly inspection. 6. Trouble shot Portable light, found shorted electrical cable,ordered cable. 7. Picked up Leaf vacuum from repair shop, ran motor for break-in. 8. Brought Easter Egg banner in for update of date. RESOLUTION 2012-17 RESOLUTION PERMITTING LISA SALMON TO CONDUCT BEACH BODY BOOT CAMP WHEREAS, an application has been made to the Park District by Lisa N. Salmon requesting the use of the beach at Veterans Park for a Beach Body Boot Camp for three sessions, beginning on May 22nd and ending on September 8th during the early morning hours; NOW, THEREFORE, BE IT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby pbi:rnits the use of the Veterans Memorial Park beach for said purpose pursuant to the schedule previously submitted. Enacted: April 12, 2012 RESOLUTION 2012-18 RESOLUTION APPOINTING LYDIA TORTORA AS RECORDS MANAGEMENT OFFICER BE IT RESOLVED, that the Board of Commissioners of the Mattituck Park District hereby appoints Lydia Tortora as Records Management Officer, whose duties shall include the retention and disposition of records in compliance with the Local Government Records Law. Enacted: April 12, 2012 RESOLUTION 2012-19 RESOLUTION ESTABLISHING A FINANCIAL REVIEW POLICY BE IT RESOLVED, that the Board of Commissioners of the Mattituck Park District hereby establishes and enacts the following Financial Review Policy: The Board will routinely monitor and review the work of the Treasurer and Clerk as follows: · periodically review bank statements and the general ledger balance and bank reconciliations along with comparing the deposits to the monthly Clerk's report · review monthly Treasurer's records to verify all employee payments and pay rates · review monthly itemized revenue report prepared by Treasurer and reconciled with bank statements and Clerk's report. · review Clerk's report with monthly bank deposit receipts and verify receipts against deposits, · verify that all receipts are attached to invoices and acknowledged in writing by a district employee as having been received prior to the invoice being submitted for payment Enacted: April 12, 2012 RESOLUTION 2012-20 RESOLUTION ACCEPTING OFFER FROM MATTITUCK SANITATION FOR GARAGE DOORS WHEREAS, the Board of Commissioners of the Mattituck Park District placed an ad in the Suffolk Times' March 1, 2012 Edition offering surplus garage doors for sale for $200 each and requested offers be received by March 15, 2012; and WHEREAS, the Park District received one offer by that date from Mattituck Sanitation in the amounts of $200 for one door and $300 for a second door; NOW, THEREFORE, BE IT RESOLVED, that the Board of Commissioners of the Mattituck Park District hereby accepts the offer from Mattituck Sanitation in the total amount of $500.00. Enacted: April 12, 2012 RESOLUTION 2012 -21 RESOLUTION ESTABLISHING A PRIVACY POLICY BE IT RESOLVED, that the Board of Commissioner of the Mattituck Park District hereby establishes and enacts the attached Privacy Policy. MATTITUCK PARK DISTRICT PRIVACY POLICY The Mattituck Park District (the "District") is dedicated to preserving the privacy and security for residents of the District and for the users of its facilities. Disclosure of Information: the The District does not sell, rent, or publish any information collected in the operation and management of the District. The District does not reveal personally identifiable information to any unaffiliated third party unless required by state law or compelled by court order. In addition, the District endeavors to restrict employee access to personal information except as necessary to perform required duties. E-Mail and Correspondence: Any e-mail or other correspondence sent or delivered to the District or to any trustee, employee or public official of the District is considered a public record and such records are subject to the New York Freedom of Information Law which generally requires the District to provide a copy of any such e-mail or correspondence upon request for inspection and copying. Roster Privacy: Pursuant to the District Field Use Policy for Athletic Fields (the "Field Use Policy"), any user receiving an athletic field permit ("Special Use Permit") are required to submit complete rosters with their application fee payment. Rosters must include names and full addresses for each player. Rosters are necessary for three reasons: (i) verify the application and non-resident fees and amount due; (ii) to determine the amount of time an applicant is to receive pursuant to the Field Use Policy; and (iii) determine whether an applicant meets the residency requirements defined in the Field Use Policy. The District will not disclose roster information to any party unless compelled by court order. It is the District's position that the roster information will not be released to any party under the New York State Freedom of Information Law in that .such a disclosure constitutes an unwarranted invasion of privacy under Section 87(2) (b)of the Freedom of Information Law. Contact us: Any questions regarding this privacy policy may be submitted in writing to the District office as follows: Mattituck Park District Box 1413 Mattituck, New York 11952 Enacted: April 12, 2012