Loading...
HomeMy WebLinkAboutMPD-12/13/2012MATrlTUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES DECEMBER 13, 2012 Attendance Gerard Goehringer, Acting Chairperson Charles Zaloom, Commissioner David Prokop, Legal Counsel Shelley Maddaloni, Treasurer Lydia Tortora, Clerk Lynne Krauza, Secretary CALL TO ORDER Acting Chairperson G. Goehringer called the meeting to order at 7:02 p.m. Pledge of Allegiance APPROVAL OF MINUTES Motion by C. Zaloom, seconded by G. Goehringer, ail in favor and motion carried to approve the Minutes from the November 13 and 20, 2012 Board of Commissioners meetings submitted via email. TREASURER'S REPORT S. Maddaloni reported that liabilities totaled $1,082.05 and liabilities plus equity totaled $581,328~77. S. Maddaloni reported that Lighthouse Security and The Suffolk Times bills are not part of our normal monthly bills and that Laurel Stone and Home Depot were add ons. The bill from Wedel Sign was circulated for approval by the Commissioners. S. Maddaloni reported that she met with a representative from Capital One Bank regarding our BNY statements. She was told that anything over $250,000 is insured by the Bank and after January 1, 2013, that amount will change to $100,000. G. Goehringer asked S. Maddaloni if she would like to make any changes to any of the depositories for the organizational meeting and S. Maddaloni said she will think about it and let us know. S. Maddaloni said that we currently earn between $120- $140/month in interest. D. Prokop asked what our return was for the Capital One account. D. Prokop asked if the Commissioners would mind if he called Capital One Bank because he has had a long-term relationship with them and would like to speak with them on behalf of the Park District. S. Maddaloni will provide D. Prokop with the name and phone number of the woman she met with at Capital One Bank and the current rate of return. S. Maddaloni reported that we received one check from NYMIR, which was the 5th of 5 payments they were returning to us. Motion by C. Zaloom, seconded by G. Goehringer, all in favor and motion carried to accept the Treasurer's Report. CLERK'S REPORT L. Tortora reported that Other Revenues totaled this month $1,150 and concessions and vending machines totaled $218 for the year. L. Tortora further reported that our year-to-date receipts totaled $52,110.75 which is the best year that we have had. The Commissioners acknowledged that they are very happy with Lydia's performance. L. Tortora said she feels the Community Room receipts for 2013 should reach $10,000. She suggested the Commissioners consider increasing the fees for events at The Lodge for 2013 but not for the Scouts. L. Tortora also cautioned the Commissioners to watch the beach permit fees for 2013 because those fees will depend upon the beaches being opened for the season. G. Goehringer stated that we could be delayed in obtaining our permits for the beach work and that we need to do whatever possible to have our beaches open for the 2013 Summer Season. G. Goehringer would like a cost analysis of the breakdown of expenses associated with receipts (revenues) from various income sources, i.e., Lodge, Community Room, Fields, etc. C. Zaloom stated that S. Maddaloni should be able to do a cost accounting so that our expenses can be itemized. The Clerk's receipts were audited (Kuhlmann, Perino & Boy Scout Troop 398) and no deficiencies were found. D. Prokop suggested that the Park District be named as Additional Insured and not Certificate Holder on certificates of insurance for the Community Room and Picnic Area for better protection. C. Zaloom said the issue had been discussed when the Board adopted the policy and because the costs of requiring Additional Insured could reach $400,00, the Board decided to follow Southold Park District's policy of requiring Certificate Holder. D. Prokop will speak with J. Shearin on this. L. Tortora stated that more and more vegetation is dying at Vets Park Facility and inquired whether this would be recoverable under FEMA. She suggested we use the Suter donation money to replant. G Goehringer indicated that the Easter Egg Hunt will have to be moved to Aldrich Lane Fields for 2013. Motion by C. Zaloom, seconded by G. Goehringer, all in favor and motion carried to accept Clerk's Report. MAINTENANCE REPORT G. Goehringer indicated that they finished reshingling the front portion of the roof on the old bathroom building at Vets Park due to several shingles lost during the storm. G. Goehringer asked the maintenance crew to think about building wooden seats w/backs for the soccer fields for people who have difficulty walking. The Mattituck Yacht Club field was cut back to 60' and we still need to evaluate the sod issue. Motion by C. Zaloom, seconded by G. Goehringer, all in favor and motion carried to accept Maintenance Report. FEMA MEETING G. Goehringer reported that FEMA wants all costs for beach cleanups broken down. The RPF for Breakwater Beach cleanup is due 12/21/12. We need to prepare an RFP for cleanup of Vets Park beach. C. Zaloom suggested that RFPs be modified to include labor and materials. G. Goehringer will provide D. Prokop with description for new RFPs and D. Prokop will modify the RFP and send to Lydia for distribution to contractors. BREAKWATER BEACH ENCROACHMENT G. Goehringer stated that there was no significant dumping on our property, only fence encroachment on southeast side of the neighbor's property onto Park District property. Once D. Prokop confirms any encroachments, he will place the property owner on notice. D. Prokop stated that he needs to respond to the ZBA by tomorrow on a replanting plan. SCDHS VIOLATION NOTICE G. Goehringer reported that he has been in touch with Mattituck Plumbing about performing the necessary repairs to the water tank and hose spigot under the decking at Bailie Beach Lodge in connection with this violation. We need to certify that the repairs have been completed by 12/3o/12. MISCELLANEOUS D. Prokop distributed the survey prepared by John Ehlers for the Pike Street property. There is an outstanding Code violation against Babs Corp. currently pending in Southold Town Justice Court for the Pike Street property. G. Goehringer suggested that we consider offering the property to Zahr for sale. C. Zaloom suggested we notify the Town of Southold in a public venue what our options and intentions are to give the Town a chance to weigh in. G. Goehringer can request that the Town Board place this matter on an upcoming Work Session Agenda. It was further suggested that we have our own public informational meeting. RESOLUTIONS Resolution No. 2012-68 authorizing the Clerk to obtain RFPs for cleanup of all debris at Vets Park beach, including the remnants of the old bulkhead, stemming from Hurricane Sandy is withdrawn because it was a duplicate and included in Resolution 2012-69. Resolution No. 2012-69 authorizing Clerk to obtain RFPs for cleanup and removal of all vegetation destroyed by Hurricane Sandy, other than beach sand, from the top of the bluff upland of the Veterans Park beach, including, but not limited to, destroyed beach grass, trees, stumps, cement walkways, barriers, etc. was approved. Resolution No. 2012-70 approving the Bill Register and authorizing payment of current bills was approved. Resolution 2012-71 authorizing Mattituck Plumbing and Heating to make necessary emergency repairs at Bailie Beach Lodge in connection with Suffolk County Department of Health Services Notice of Violation dated 11/30/12 was approved, Motion by G. Goehringer, seconded by C. Zaloom, all in favor and motion carried to adopt the above resolutions. PUBLIC_COMMENT Nicholas Deegan of Mattituck asked if any money was spent by the Park District on the Mattituck Yacht Club field and G. Goehringer reported that no money was spent. G. Goehringer said that he received an estimate for $33,000 to sod the in-field and replant the rest of the field. G. Goehringer further stated that we are still evaluating the pitcher's mound. Russell Williamson of Mattituck indicated that contractors bidding on beach cleanups know how to bid the job and cannot provide a breakdown of hours for workers at the time the bid is submitted. Motion by G. Goehringer, seconded by C. Zaloom, all in favor and motion carried to go into Executive Session at 8:30 p.m. to discuss a lawsuit. Motion by G. Goehdnger, seconded by C. Zaloom, all in favor and motion carried to come out of Executive Session at 8:44 p.m. There being no further business to come before the meeting, motion by G. Goehringer, seconded by C. Zaloom, all in favor and motion carried to adjourn the meeting at 8:45 p.m. RESOLUTION 2012-68 WITHDRAWN 12/131t2 RESOLUTION AUTHORIZING RFPs FOR DEBRIS CLEANUP AT VETS PARK FACILITY DUE TO HURRICANE SANDY RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to obtain RFPs for cleanup of all debris at Veterans Park beach, including the remnants of the old bulkhead, stemming from Hurricane Sandy on 10/29/12. RESOLUTION 2012-69 ADOPTED 12113112 RESOLUTION AUTHORIZING RFPs FOR CLEANUP AND REMOVAL OF VEGETATION, ETC. AT VETS PARK BEACH DUE TO HURRICANE SANDY RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to obtain RFPs for cleanup and removal of all vegetation destroyed by Hurricane Sandy on 10/29/12, other than beach sand, from the top of the bluff upland of the Veterans Park beach, including, but not limited to, destroyed beach grass, trees, stumps, cement walkways, barriers, etc. RESOLUTION 2012-70 ADOPTED 12113112 RESOLUTION APPROVING BILL REGISTER AND AUTHORIZING PAYMENT OF CURRENT BILLS RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approve the Bill Register submitted by the Treasurer for the December 13, 2012 meeting and further authorize payment of the current bills. RESOLUTION 2012-71 ADOPTED 12/13112 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize Mattituck Plumbing and Heating to make necessary emergency repairs to the water tank and hose spigot under the decking at Bailie Beach Lodge in connection with Suffolk County Department of Health Services Notice of Violation dated November 30, 2012, County #TR #51-9379. Mattituck Park District Account A.200 A.201 A.205 A.210 Balance Sheet 12/13/2012 Assets Account Name Cash Cash in Time Cash in MBIA/CLASS Petty Cash Total Assets Balance 1,016.85 579,179.87 0.00 50.00 580,246.72 Account A.021 A.022 A.023 A.026 A.909 Liabilities & Fund Balance Account Name NYS Tax Payable Federal Tax Payable Income Executions FICA Tax Payable Total Liabilities Fund Balance Balance 138.66 350.10 0.00 593.29 1,082.05 580,246.72 Total Liabilities plus Fund Bal~ 581,328.77 · Check No. 23310 23311 23312 23313 23314 23315 23317 23318 23319 23320 23321 23322 23323 23324 23325 23326 23327 23328 23329 23330 23331 23332 23333 Dec-12 Payee Louis Service Station Theresa Kuhn Bev Vlcek Walia LaFrance Diane Cotugno Mattituck Sanitation Suffolk Cty BOE Dave Prokop Cablevision LIPA Verizon Staples BP Lighthouse Security SCWA SCWA Orlowski Sprint Mattituck Sanitation Marjam Oxford Suffolk Times Suffolk Times Date 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 12/7/2012 Amount $60.94 $77.00 $77.0O $77.00 $88.00 $387.34 $5.O4 $772.50 $84.90 $441.65 $37.94 $182.45 $494.25 $7O8.OO $31.48 $24.56 $74.06 $157.45 $99.79 $501.91 $1,560.95 $156.00 $46.73 ADD-ONS: 23344 23345 Laurel Stone Home Depot Total: 12/12/2012 12/12/2012 Total: $6,146.94 $149.00 $623.51 $6,919.45 Date: 12/12/2012 Time: ]~:;4 PM Mattituck Park District P.O. Box 1413 Mattituck, New York ]1952 Account A.1001 A.1090 A.2401 A.2440 A.2590 A.2620 A.2650 A.2655 A.2701 A.2705 A.2771 A.599 A.5650.12 A.7110.12 A.7111.12 A.7112.12 A.7110.242 A.7110.243 A,1980 A.7110.410 A.7110.412 A,7110.421 A,7110.422 A.7110.423 A.7110.424 A.7110.431 A.7110.442 A.7110.451 A.7110.452 A.7110.453 A.7110.454 A.7110.455 A.7110.461 A.7110.462 A.7180.11 A.7180.12 A.9030.8 A.9050.8 A.9060.8 Real Property Taxes Interest-Real Prop. Tax Interest & Earnings Concession Rental Beach Permits Forfeited Bid Deposits Sale of Excess Materials Ramp Keys Refunds Prior Year Exp. Gifts & Donations Other Revenues Appropriated Fund Balance Total Revenues Expenditures Parking Attendants Parking Attend., Hourly Total Parking Attendants ParKs Parks, Part-Time Hourly Parks, Full-time Houdy Parks, Office Total Parks Personnel Capital Outlay Site Improvements Equipment Total Capital Outlay Contractual Expenses MTA Payroll Tax Supplies & Materials Prompt Payment Discounts Office Stationary Telephone Electric Water Natural Gas Insurance Site Maint/Facility Rprs Equipment Repairs Legal Council Secretary Treasurer Election Tellers Auditing Services Postage Permits Total Contractual Expense Beaches Beach Manager Beaches, Hourly Totat Beaches Employee Benefits FICA, Employee Benefits Unemployment Ins9rance Medical Insurance Current Budg Month To Date Year To Date Remaining Budg 404,860.00 0.00 404,860.00 0.00 0.00 0.00 0.00 0.00 3,000.00 0.00 1,799.76 1,200.24 500.00 0.00 250.00 250.00 9,000.00 0.00 20,320.00 -11,320.00 0.00 0.00 0.00 0.00 0.00 0.00 500.00 -500.00 1,000.00 0.00 350.00 650.00 0.00 0.00 1,496.01 -1,496.01 0.00 0.00 5,900.00 -5,900.00 20,000.00 0.00 23,472.75 -3,472.75 150,000.00 0.00 0.00 150,000.00 588,360.00 0.00 458,948.52 129,411.48 16,640.00 0.00 14,333.76 2,306.24 16,640.00 0.00 14,333.76 2,306.24 33,500.00 1,269.84 30,866.91 2,633.09 52,000.00 1,968.00 47,393.80 4,606.20 25,220.00 692.30 19,491.30 5,728.70 110,720.00 3,930.14 97,752.01 12,967.99 205,000.00 0.00 15,394.20 189,605.80 26,000.00 0.00 48,935.85 -22,935.85 231,000.00 0.00 64,330.05 166,669.95 600.00 0.00 78.01 521.99 50,000.00 2,295.17 30,138.14 19,861.86 -50.00 0.00 -206.25 156.25 500.00 0.00 0.00 500.00 5,000.00 280.29 3,254.48 1,745.52 12,000.00 441.65 7,682.50 4,317.50 500.00 56.04 254.61 245.39 5,000.00 0.00 950.71 4,049.29 30,000.00 -1,955.22 23,962.33 6,037.67 20,000.00 1,270.85 20,301.68 -301,68 S,O00.00 0.00 2,693.79 2,306.21 10,000.00 772.50 11,210.00 -1,210.00 5,892.00 215.38 5,422.82 469.18 6,694.00 247.58 8,155.80 -1,461.80 300.00 242.00 330.00 -30.00 15,000.00 0.00 0.00 15,000.00 500.00 0.00 431.05 68.95 60.00 0.00 480.00 -420.00 166,996.00 3,866.24 115,139.67 51,856.33 5,304.00 0.00 6,240.00 -936.00 26,000.00 0.00 21,540.72 4,459.28 31,304.00 0.00 27,780.72 3,523.28 13,700.00 336.07 11,738.36 1,961.64 0.00 0.00 0.00 0.00 18,000.00 1,457.95 12,966.83 5,033.17 Page no. 1 Total Employee Benefits 31,700.00 1,794.02 24,705.19 6,994.8] Total Expenditures 588,360.00 9,590.40 344,041.40 244,318.60 December 2012 Clerk's Report of Receipts Period Covering November 12, 2012 - December 10, 2012 Deposit Other Revenue Picnic Corem Total Beach Ramp Sale of Co~ Date Group/Payee Description Dates Booked Lodge Area Room Other Other Rev. Permits permits Donations ~ Rental January Report 1,000.00 350.00 15.25 1,365.25 February Report 1,715.00 1,715.00 March Report 1,250.00 250.00 770.00 2~.70.00 500.0o April Report 325.00 700.00 830.00 1,855.00 May Report 775.00 200.00 350.00 137.50 1,462.50 500.00 June Report 1,610.00 450.00 350.00 345.00 2,755.00 4,495.00 150.00 July Report 770.00 800.00 2,200.00 615.00 4,385.00 7,350.00 120.00 5,400.00 August Report 1,400.00 300.00 1,250.00 620.00 3,570.00 4,985.00 20.00 September Report 150.00 350.00 650.00 1,150.00 3,490.00 ! 60.00 2.5o.0c Oct°berRep°rt i 1325.00 100.00 $ 700.00 $ $2,125.00 November Report 500.00 $ $ $ 270.00 $ 770.00 Totals previously reported 10,670.00 2,000.00 6,500.00 4,252.75 23,422.75 20,320.00 350.00 5,900.00 500.00 DECEMBER REPORT 11/26112: L JR Vending, thC. Per Contract Summer Season I 218.00 Nora Kuhlmann Usage Fee 12Jl I 350.00 12/3/12 Patficia Pefino Usage fee 12./8 ] 350.00 1:2/6/12 Boy Scout Troop 398 Usage Fee I 12/14,15 &16 I 450.00 I DECEMBER RECEIPTS ~: $ 450.00 $ $ 700.00 $ $1,150.00 $ ! $ - $ $ - I $ 21800 YEAR TO DATE I 11,120.00 , 2,000.00 , 7,200.00 4,252.75 24,57275 20,32000 350.00 5,9oo0o 1500.00 ! 46800 TOTAL RECEIPTS YEAR TO DATE - 52,110 75 December 2012 Period Covering November 12, 2012 - December 10, 2012 LODGE 12/14, 15 & 16 1/18, 19 & 2O 2/2 & 2/3 2/8, 9 & 10 2/15, 16 & 17 3/22, 23 & 24 1/15, 29 & 2/19 Events Booked this Period Boy Scout Troop 398, James Carlucci Boy Scout Troop 371. Jennifer Perkins Babylon Village Girl Scouts Troop 1820, Christine Janson Boy Scout Troop 221, John Cassarino Boy Scout Troop 414, Louis Vlismas Girl Scout Troop 238, Kitty Blessing Cub Scout Pack 39 - Special Project to build plaques (basement) November- 2012 Report Aldrich Field 1. Cutting, and weed whacking grass. 2. Removed tree limbs. 3. Replaced Flood light on main building, still doesn't light, have to work on fixture. Bay Avenue Ball field 1. Cutting, and weed whacking grass. 2. Cut up and removed trees, and beach grass. 3. Still unable to work on trees in driveway, due to trees on wires. Bailey's Beach Lodge 1. Opening, and lighting stove for rentals. 2. Replaced battery in co2/gas detector. 3. Repaired two folding table. Yacht Club 1. Cutting, and weed whacking grass. 2. Cut up and removed trees, and beach grass. 3. Removed sand fxom parking lot. 4. Repaired shingles on shed roof. 5. Marked baseball field for sod removal, for 60 foot bases. Breakwaters Beach 1. Picked up trash bags from beach cleanup. Veteran's Beach Park 1. Cutting, and weed whacking grass. 2. Drained, and blew out water lines to outside picnic area. 3. Working on roof of Life Guard building. 4. Raked, and removed washed up beach grass. 5. Cut up fallen trees, and limbs, removed. 6. Put four "Keep Out" signs on temporary fence. 7. Put in, and leveled 12 yards of fill behind washed out cement bulkhead. 8. Setup, and broke down main hall for district vote. 9. Removed plywood from door, and windows on main building. 10. Unknown persons removed "Beach closed" sign, from the beach attendant shed. Love Lane 1. Cut up, and removed fallen tree. 2. LIPA repaired wire from pole to pole, and also reconnected service to building. I checked electric in building its working t'me. 3. Repaired crushed boardwalk, tree damage. Pike Street Parking Lot 1. Cut up and removed part oftrce, by Post Office. It is dead and needs to be removed. 2. For Info,three Trees are dead,and need to be removed with a cheery picker. Two overhang neighbor's buildings. Wolf Pit 1. Cutting, and weed whacking grass. Misc 1. Called North Fork Fence for estimates on temporary fence. Fence has been installed. 2. Paper work: write monthly repo~, collect gas slips, and time cards. 3. Repaired fiat tire on Gray Ford. 4. Put fuel stabilizer in portable light tower, and checked antifreeze range. 5. Setup, and broke down two sandwich signs for vote. 6. Replaced fire on gray Ford. 7. Called Terry Contracting for Estimate for bulkhead, at Veterans Park. 8. Wrote up estimate on materials to repair Yacht Club retaining wall. 9. Got estimates to repair metal gangway Love Lane Boat Ramp. 10. Getting two Beach Closed signs made. 11. Replaced bad head light on Dodge Dump Truck. 12. New OSHA requirement Reg 1910.266, Requires all employers to provide chain saw resistant leg protection to employees if they use a chain saw at work. One pair has been purchased from North Eastern. Approximately $89.00. 13. Purchased a 18 inch bar, and two 18 inch chains, for Farm Boss chain saw. The 16 inch bar was too small, and North Eastern had to order 16 inch chains. Not a stock item, for commercial use.