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HomeMy WebLinkAboutMPD-02/12/2013MA'rrlTUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES FEBRUARY 12, 2013 Attendance Russell Williamson, Vice Chairperson Nicholas Deegan, Commissioner David Prokop, Legal Counsel Shelley Maddaloni, Treasurer Lydia Tortora, Clerk Lynne Krauza, Secretary CALL TO ORDER Vice Chairperson R. Williamson called the meeting to order at 7:09 p.m. R. Williamson noted that G. Goehringer was excused from this meeting. Pledee of Allegiance APPROVAL OF MINUTES Motion by R. Williamson, seconded by N. Deegan, all in favor and motion carried to approve the Minutes from the January 2, 2013 Organizational Meeting, the January 10, 2013 Regular Monthly Meeting, and the February 5, 2013 Special Meeting of the Board of Commissioners submitted via email. TREASURER'S REPORT S. Maddaloni reported that she received three checks in the month of January from the Town of Southold for tax revenues in the sum of $333,714.37. She stated that she transferred $300,000 of this amount into the money market fund and kept $33,000 in the checking account. D. Prokop confirmed that there are no other options because of the type of municipality that we are that would provide us with a more favorable rate than our current money market fund with Capital One Bank. N. Deegan asked S. Maddaloni to confirm that there is one more check from the Town for tax revenues outstanding S. Maddaloni spoke about the FEMA reimbursement check that was deposited on 2/5/13 in the sum of $1,648.88 and that it did not appear on the budget detail and that there is no line item currently for this type of situation. D. Prokop indicated the need to account for these types of revenues in the interest of full disclosure and R. Williamson agreed. S. Maddaloni stated that she will contact Sage, the accounting software company, to set this up. S. Maddaloni further stated that there were two add-ons for Terra Tech and Kem Site for the cleanup at Vets Park beach and Breakwater beach on this month's Bill Register. She stated that liabilities totaled $1,629.17, assets totaled $962,491.10, fund balance is $960,861.93 and that liabilities plus the fund balance totaled $962,491.10. -1- S. Maddaloni distributed additional bills that she did not receive prior to our Work Session last week for approval by the Commissioners. N. Deegan questioned the bill for icvmgroup and S. Maddaloni explained that we are no longer using them as of February 2013. This is the former company that was hosting the Park District's website, S. Maddaloni reported that Taylor Goodman, the new website hosting company, has been working on updates to the website, which includes the current officials. She asked everyone to email her any suggestions, etc. for the website. Motion by R. Williamson, seconded by N. Deegan, all in favor and motion carried to accept the Treasurer's Report. CLERK'S REPORT L. Tortora reported that to the far right of her report is the FEMA reimbursement as per John Cushman's instructions. She stated that Other Revenues total $1,975 and that we received a $50 donation from the East End Lions Club for the Easter Egg Hunt. L. Tortora reported that the FEMA representative called her today and asked for additional documents before we will be reimbursed for the cleanup, such as Landfill stickers, Procurement Policy, etc. She further reported that there are only two localities on Long Island that have received reimbursement checks from FEMA to date and that is Lake Grove and us. L. Tortora stated that The Lodge was well booked and that there are several events scheduled at The Lodge and the Community Room. The event scheduled for the Community Room over the Blizzard weekend was rescheduled to Saturday, 2/16/13. The Boy Scouts event for the 81izzard weekend will be rescheduled. Concerned Parents Tr. 25 and Boy Scout Troop 371 were audited and found to be in order. Motion by R. Williamson, seconded by N. Deegan, all in favor and motion carried to accept the Clerk's Report. MAINTENANCE REPORT R. Williamson read the Maintenance Report items listed. R. Williamson stated that he will check the flagpole that is bent at Vets Park. S. Maddaloni asked a question about an employee closing the gates at Vets Park and being paid overtime, R. Williamson stated that he closes the gates on Sundays, Mondays, Tuesdays. And Wednesdays and that our maintenance employee is temporarily closing the gates on Thursdays, Fridays and Saturdays. N. Deegan suggested comp time and not overtime pay. R. Williamson stated that the Commissioners will discuss this at another time. It was agreed that this topic should be discussed in Executive Session as it is a personnel issue. -2- Motion by R. Williamson, seconded by N. Deegan, all in favor and motion carried to accept the Maintenance Report. VETSPARK R. Williamson updated the public on the damages to Veterans Park from Hurricane Sandy. He stated that the bulkhead work will be completed for the beach season this Summer. The plans will be completed shortly for the bulkhead and will be part of the bid package. N. Deegan stated that he spoke with Dave Bergen, a Town Trustee, and Dave told him that we can continue with the cleanup under our Administrative Permit. R. Williamson stated that the DEC has advised us that we cannot do any more cleanup that we have already completed. The DEC has the final say and we are following their instructions. N. Deegan stated that he believes we have been issued a General Permit from the DEC and R. Williamson asked N. Deegan to provide us with a copy. ALARM SYSTEM AT THE LODGE N. Deegan did not obtain a quote from EAS Central Alarm Company and will obtain same by the March Work Session. This matter will be placed on the March 5th Work Session Agenda. TRESPASSING CONCERNS WHILE UNDER CONSTRUCTION R. Williamson stated that our insurance carrier has suggested we fence off the beaches while under construction and limit public access for liability purposes. N. Deegan does not agree with this. R. Williamson stated that we could probably keep all trucks and equipment in one area and fence off that section. D. Prokop spoke with Jon Shearin at Roy Reeve Agency about this issue and Mr. Shearin did indicate that although he cannot specifically say that there could be some exclusions of coverage after having walked the Vets Park beach himself in the event of an injury, he said that our actions should be consistent with being prudent. N. Deegan feels this is an overreaction to the storm damage. R. Williamson stated that we have to protect the taxpayers and registered voters of our District. PIKE STREET PARKING LOT L. Tortora reported that she recently received a call from the woman who owns JABS who called to complain about the parking lot not being plowed and that she had to cancel classes on the Saturday during the Blizzard. L. Tortora explained to her that our guys do not work on Sundays. She said the woman was irate. R. Williamson explained that we have a Lease with the Town of Southold regarding that parking lot and that the Town used to maintain it but is no longer doing so. R. Williamson reported that he had our maintenance guys plow the parking lot. D. Prokop expressed a liability concern with respect to owning a lot that is not being maintained that is being used by the public, D. Prokop stated that this parking lot should be on our plowing schedule. R. Williamson stated that he will speak with Jon Shearin at Roy Reeve Agency re: the fact that this parking lot has no lights. D. Prokop stated that this year would be a good year to concentrate on eliminating this liability. D. Prokop will prepare an outline for the Commissioners to consider. -3- RESOLUTIONS Resolution 2013-34 in connection with the alarm system at The Lodge was withdrawn while we await an additional quote. Resolution 2013-35 approving the Bill Register and authorizing payment of the current bills was approved. Motion by R. Williamson, seconded by N. Deegan, motion carried unanimously to withdraw Resolution 2012-34 and to adopt Resolution 20:13-35. PUBLIC COMMENT Pat Morgan and Ed Gatto both from Mattituck were in the audience, Mr. Gatto did not have any comments or questions. Pat Morgan expressed her concern with closing offthe beach during construction. She mentioned that a few years ago there was construction equipment on the beach at the Mattituck Yacht Club and babies were swimming next to the equipment and no one got hurt. R. Williamson reiterated our concerns with respect to liability and the concerns of our insurance agency. There being no further business to come before the meeting, motion by R. Williamson, seconded by N. Deegan, all in favor and motion carried to adjourn the meeting at 8:07 p.m. -4- RESOLUTION 2013-34 RESOLUTION RETAINING TO REPAIR AND/OR REPLACE THE ALARM SYSTEM AT THE LODGE RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the retention of , in connection with repairs and/or replacement of the alarm system at The Lodge, all in accordance with their Proposal dated ,2013, at a cost not to exceed $ RESULT: WITHDRAWN 2112113 (UNANIMOUS) (Waiting for additional quote) G. Goehringer excused from this meeting RESOLUTION 2013-35 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 February 12, 2013 meeting and further authorize payment of the current bills. RESULT: ADOPTED 2/12/13 (UNANIMOUS) G. Goehringer excused from this meeting. Account A.200 A.201 A.210 Mattituck Park District Balance Sheet 2/12/2013 Assets Account Name Cash Cash in Time Petty Cash Total Assets Balance 69,255.43 893,185.67 50.00 962,491.10 Account A.021 A.022 A.023 A.026 A.909 Liabilities Account Name NYS Tax Payable Federal Tax Payable Income Executions FICA Tax Payable Total Liabilities Fund Balance Total Liabilities plus Fund Balance Balance 450.34 422.63 1.64 754.56 1,629.17 960,861.93 962,491.10 Bill Register February 12, 2013 Check No. 23394 23395 23396 23397 23398 23399 23400 23410 23401 23402 23403 23404 23405 23406 23407 23408 23409 23411 23412 23413 23414 23415 add-ons Payee Barbara Goehringer BP C.F.Van Duzer Carrot-Top Industries Dave Prokop Home Depot ICVM John Sepenoski LIPA LKMA Mattituck Sanitation North Fork Sign NYSIF Optimum Orlowski Oxford Sage Southold Dept of Solid Waste Sprint Staples Taylor Goodman Verizon Date 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 2/12/2013 Amount $516.00 $444.94 $225.45 $80.39 $822.50 $141.33 $90.00 $262.50 $490.09 $1,108.25 $485.11 $80.00 $359.97 $89.90 $122.13 $1,560.95 $1,023.95 $39.60 $31.06 $147.03 $210.00 $33.56 $8,364.71 23392 Terra Tech 2/5/2013 $3,224.50 (Sandy) 23393 Kern Site 2/5/2013 $11,480.00 (Sandy) l~at~: 02/12/2013 Time: 7:38 AM Account Ac~ouflt Name Mattituck Park District P.O. Box 1413 Mattituck, NewYork 11952 Current Budg Month To Date Year TO Date Remalnln~ Budg A.1001 Reel Property Taxes A.1090 Interest-Reel Prop. Tax A.2401 Interest & £amings A.2440 Cencess~en Rental A.2590 Beach Permits A.2620 Forfeited I~d Deposits A.2650 Sale of Excess Materials A.2655 Ramp Keys A.2701 Refunds Prior Yeer Exp. A.2705 Gifts & DonaUons A.2771 Other Revenues A.4960 Federal Emerg. Man. Alcl A.599 Appropriated Fund Balance Total Revenues Expenditures Parking Attendants A.5650.12 Parking Attend., Hot~iy Total pa~lng Attendants PaWs A.7110.12 PaWs, Part-Time Houdy A.7111.12 Perks, Foil-time Hourb/ A.7112.12 Parks, Office Total Perks Personnel Capital Outlay A.7110.242 Site Improvements A.7110.243 Equipment Total capitat Outlay ContractuaJ r:~penses 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 i~ectrk: A.7110.423 Water A.7110.424 Natural Gas A.7110.431 Insurance A.7110.442 Site Malnt~Fadlity Rprs A.7110.443 Equioment Repairs A.7110.451 Legal Coundl A.7110.452 Secretary A.7110.453 Treasurer A.7110.454 ElenUen Tellers A.7110.455 Auditing Services A.7110.46! Postage A.7110.462 Permits A.7180.11 A.7180.12 A.9030.8 A.9050.8 A.9060,8 Total Contractual Expeese Beaches Beach Manager Beaches, Heurly Total Beaches Employee Benefits RCA, Employee Benefits U~employment Insurance Medical Insurance Total Employee Benefits Total Expenditures 404,860.00 0,00 333,714.37 71,145.63 0.00 0.00 0.00 0.00 3,000.00 0.00 0.00 3,000.00 500.00 0.00 0.00 500.00 9,000.00 0.00 0.00 9,000,00 0.00 0.00 0.00 0.00 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 50.00 -50.00 20,000.00 450.00 3,250.00 16,750.00 0.00 1,648.88 1,648.88 -1,648.88 150,000.00 0.00 0.00 150,000.00 588,360.00 2,098,88 338,663.25 249,696.75 16,640.00 0.00 0,00 16,640.00 16,640.00 0.00 0.00 16,6~0.00 33,500.00 1,357,84 3,552.62 29,947.38 52,000.00 2,318.40 6,529.20 45,470.80 25,220.00 735.00 2,459.00 22,761.00 110,720.00 4,411,24 12,540.82 98,179.18 205,000.00 1,108.25 1,10825 203,891.75 26,000.00 0.00 0.00 26,000.00 231,000.00 1,108.25 1,108.25 229,891.75 600.00 0.00 0.00 600.00 50,000.00 3,157.87 10,090.79 39,909.21 -50.00 0.00 0.00 -50.00 500.00 0.00 0.00 500.00 5,000.00 154.52 430.98 4,569.02 12,000.00 490.09 1,564.88 I0,435.12 500.00 0.00 0.00 500.00 5,000.00 225.45 488.29 4,511.71 30,000.00 359.97 672.58 29,327.42 20,000.00 15,189.61 16,381.95 3,618.05 5,000.00 0.00 30.67 4,g69.33 10,000.00 -1,317.50 1,876.00 8,124.00 5,892.00 240.38 696.14 5,195.86 6,694.00 280.00 807.58 5,886.42 300.00 0.00 0.00 300.00 15,000.00 0.00 0.00 15,000.00 500.00 0.00 gO.00 410.00 60.00 0.00 0.00 60.00 166,996.00 18,780.39 33,129.86 133,866.14 5,304.00 0.00 O.00 5,304,00 26,000.00 0.00 0.00 26,000.00 31,304.00 0.00 0.00 31,304.00 13,700.00 377.28 1,074.43 12,625.57 0.00 0,00 0.00 0.00 18,000.00 1,457.95 2,812.90 15,187.10 31,700.00 1,835.23 3,887.33 27,812.67 588,360.00 26,135.11 50,666.26 537,693.74 February 2013 Clerk's Report of Receipts Period Covering January 9 - February 11, 2013 Deposi~ : j Other Revenue j Picnic I Comm j Total Beach ]RamP :Federal :Concession Date j Group/Payee .~ Description--. Dates Booked . Lodge Area j Room i Other j Other Rev. Permits Permits JDonation~ Aid Rental .January Report 1,275.00 i - ' 1,275.00 - ~ - I Totals previously reported : 1,275.00 ! 350.00 ~0.00 1 February Report: 1/14/2013 Boy Scout Troop 371 Usage Fee 1/16,19 & 20 575.00 Gilda Piraino Use9e Fee 5111/2013 tS0.00 Elaine Villano Usage Fee 2/9/13 ' 35000 1/22/2013 Concerned Parents Tr 25 Usage Fee 1/25,26/& 27 45000 East End Lions Easter Egg Hunt event-4/24/13 50.00 2/4/2013 Boy Scout Troop 197 Usage Fee 11/8, 9 & 10 450 00 2/5/2013 State of New York FEMA reimbursement - Storm Sandy 1,64888 FEBRUARY RECEIPTS $ 1,62500 $ $ 350.00 $ $ 1,97500 50.00 1~64888 YEAR TO DATE 2,900.00 350.00 3,250.00 50.00 1,64888 *(Note: Snow Storm Date changed to 2/16/13) FEBRUARY 2013 January 8, 2013 - February 11, 2013 Events Booked this Period LODGE 4/20 & 21 5/3, 4 & 5 5/18 & 19 5/24, 25 & 26 6/1 & 2 6/21, 22 & 23 Cub Pack 279, James Weydig Girl Scout Troop 205, Christine Stumpf Girl Scout Troop 164, Gina Sepe Girl Scout Troop 392, Camille Voltz Girl Scout Troop 2422, Theresa Finley Girl Scout Troop 1866, Faith Allen COMMUNITYROOM Sat,, June 22 John and Beth Dumblis, Graduation Party January Report 2013 Aldrich 1. Installed new storage shelving. 2. Called in for propane delivery BayAvenue 1. Cut up, and removed fallen tree by the tennis courts. 2. Shut offthe breaker to the score board. Board started to turn on by itself. Bailey's Beach Lodge 1. Found leak on the water softener, replaced crocked elbow. 2. Replaced two water filters on the reverse osmosis equipment. 3. Installed window well to stop water seepage in the basement. 4. Replaced burnt out light bulbs. 5. Cleaned up at~er renters beach clean up. Moved 15 bags of trash to Aldrich dumpster. 6. Shoveled snow from all fire exits. 7. Built a swinging door panel, and installed it between the kitchen and main hall. Breakwater Beach 1. Took one section of guard mil out, and back in so contractor could clean beach. Love Lane 1. Checking building. 2. Waiting for decision on metal walkway. Veteran's Park 1. Picking up leaves. 2. Removed Xmas wreath from the main building. 3. Opening, and cleaning the main building for rentals. 4. Cut down, and removed two rotten trees. 5. Installed dusk to dawn light fixture on the east side of the Life Guard building. 6. Straighten flag pole. 7. Installed guide post by the east entrance gate, with Commissioner Williamson's help. 8. Still removing storm wash up. 9. Shoveled snow offofthe walkway. 10. Replaced sticky lock on the entrance gate 11. Found the entrance gate unlocked, and opened on the morning of Friday January 25th. 12. Installed two "No Parking" signs. 13. Cut up, and removed ceder tree by the bench on the west side of the main building. Tree fell over during the wind storm. 14. Cut down, and raked up one section of the beach grass by the the main building. 15. Installed "No Trespassing" sign on the west end of the beach, and put yellow caution tape on the old bulkhead, and the lifeguard building. 16. Installed burlap wind screen around the pine tree by the playground. Yacht Club 1. Picking up trash. 2. Police report generated, Unknown persons drove across the grass, and did donuts on the lawn. Misc. 1. Called Verizon Telephone Service again, about having no service at the Lodge. Service has been restored. 2. Wrote up monthly report, time sheets, and gas logs. 3. Moving picnic tables to Aldrich Lane for needed repairs, and repainting. 4. Made one bench for evaluation for use at soccer fields. 5. Installed formica top on the portable serving cart at Veterans Park. 6. Started locking the gates at Veterans Park. 7. Drained, and replaced hydraulic fluid from the snow plow. 8. Talked to Shamrock Tree Service about installing rope on the flag pole at Veteran's Park.