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HomeMy WebLinkAboutMPD-03/18/2013 MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS SPECIAL MEETING MINUTES MARCH 18, 2013 Attendance Gerard Goehringer, Chairperson Russell Williamson, Vice Chairperson Nicholas Deegan, Commissioner David Prokop, Legal Counsel Lydia Tortora, Clerk Lynne Krauza, Secretary CALL TO ORDER G. Goehringer called the meeting to order at 7:15 p.m. Treasurer, S. Maddaloni, was excused from this meeting. VETERANS PARK BULKHEAD REPLACEMENT PROJECT G. Goehringer stated that the purpose of this Special Meeting was to review the specific elements of the bid package for the Vets Park bulkhead replacement project. D. Prokop and L Tortora worked on the bid notice today. D. Prokop expressed his concern that the bid notice contains the correct description of the project. G, Goehringer stated that the project was replacement of the bulkhead that was existing prior to Hurricane Sandy (406') and shall include construction of additional bulkheading (213') for a total footage of 619' of bulkhead. R. Williamson stated that FEMA requires the wall be 2' above sea level. G. Goehringer stated that he does not wish to pursue work on the parking lot unless we comply with FEMA's requirements and until this project is completed. D. Prokop expressed concern that Fischetti's application match the bid specifications and that Fischetti's application states "replacing existing structures" and did not include the construction of additional bulkheading. It was agreed that D. Prokop will contact Fischetti to discuss this issue. D. Prokop also stated that the application should state the Mattituck Park District as the applicant and not Gerard Goehringer. N. Deegan stated that he did not agree with Fischetti's specifications. G. Goehringer stated that the plans are comprehensive and include everything necessary to make it easier for the DEC. G. Goehringer further stated that we may need other people qualified to review these bids. D. Prokop posed the question of payments and suggested A payments. R. Williamson stated that we should require an affidavit from the contractor stating all subcontractors were paid and that the project was 100% complete prior to making the final payment. G. Goehringer stated that he will ask Fischetti for a quote to inspect project prior to making any payments, G. Goehringer further stated that East Coast Mines has an entire mountain of dirty sand and that the bottom of the bulkhead should not be packed with dirty sand. He further stated that the DEC wants clean sand. It was agreed that clean fill would be included in bid specifications. We may need to go out for bid for 1,800 - 2,200 cu. yds. of clean sand. -1- The Scope of Work was reviewed and a discussion ensued regarding Everlast 4.5 or equal sheathing and Everlast 8.5 or equal. N. Deegan stated that Everlast 8.5 was not necessary and would add a significant cost to the bid. It was also suggested that we add "price per foot" to the Scope of Work. It was also agreed that we will add a request for additional cost for clean fill to the bid package. G. Goehringer stated that we will only pay for sand that we use and that we will request 1,800 - 2,200 cu. yds. L. Tortora will contact one of the Commissioners with any questions from contractors about the bids. In addition, the bid package will require I million, 3 million aggregate for insurance. L. Tortora and D. Prokop will revise the bid notice and email same to L. Krauza for placement in The SufJ~olk Times on 3/28/13 and 4/4/13. L. Tortora suggested we use a bid sheet which she will prepare and was agreed to by the Commissioners. MARLENE LANE CiViC ASSOCIATION D. Prokop asked the Commissioners for feedback on the question of holding a certain amount in escrow for restoring our property. R. Williamson stated that their contractor wants to start on Wednesday. All three Commissioners agreed not to hold any amount in escrow. D. Prokop will prepare the Agreement tomorrow. BAILIE BEACH REPLENISHMENT PROJECT D. Prokop stated that the Army Corp. of Engineers is looking for a perpetual easement against our property east of the jetty. The Easement would be recorded and would include a portion of Breakwater Beach as well. There is no consensus on the part of the Commissioners to move forward at this time. The concern is the removal of 10,000 cu. yds. of sand from Breakwater Beach. D. Prokop will obtain more information from the Army Corp. of Engineers and this matter will be placed on the April Work Session Agenda. MISCELLANEOUS L Tortora stated that East End Football Club wants field space at Aldrich Lane. L. Tortora stated that she spoke with Gregg Wormuth, Mattituck's Athletic Director, and Greg informed her that he is not allowed to play on the school fields. L. Tortora further stated that we have very limited space available on field lb. N. Deegan asked how many Mattituck children play for him and L Tortora said 3. L Tortora stated that she advised Mr. Yaeger that there were no fields available at this time to accommodate his schedule. RESOLUTIONS Resolution 2013-41 was approved by the Commissioners with revisions to add insurance requirements (1 million, 2 million aggregate) and to delete an escrow amount requirement regarding Marlene Lane Civic Association. Motion by G. Goehringer, seconded by N. Deegan, motion carried unanimously to adopt Resolution 2013-41 as revised. -2- Resolution 2013-42 was tabled for the April meeting regarding the Easement with the Army Corp. of Engineers for 8ailie Beach. Motion byG. Goehringer, seconded by R. Williamson, motion carried unanimously to table Resolution 2013-42 to the April meeting. Resolution 2013-43 was approved with a revision to add "subject to approval of Legal Counsel and Board of Commissioners" in connection with the Winshell action. Motion by G. Goehringer, seconded by R. Williamson, motion carried unanimously to adopt Resolution 2013-43 as revised. Resolution 2013-44 was added and amends Resolution 2013-24 regarding the advertising of bids for the Vets Park bulkhead replacement project to include replacement "and construction" of bulkhead and to further add "as per plans and specifications from Joseph Fischetti". Motion by G. Goehringer, seconded by R. Williamson, motion carried unanimously to adopt Resolution 2013-44 which amends Resolution 2013-24. EXECUTIVE SESSION Motion byG. Goehringer, seconded by R. Williamson, all in favor and motion carried to go into Executive Session at 8:43 p.m. to discuss a litigation matter. Motion byG. Goehringer, seconded by R. Williamson, all in favor and motion carried to come out of Executive Session at 8:45 p.m. PUBLIC COMMENT None - there was no one from the public in attendance at this Special Meeting. There being no further business to come before the meeting, motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried to adjourn the meeting at 8:46 p.m. -3- RESOLUTION 2013-41 RESOLUTION AUTHORIZING ESCROW AGREEMENT WITH MARLENE LANE CIVIC ASSOCIATION RESOLVED that the Board of Commissioners of the Mattituck Park District hereby grant permission to Marlene Lane Civic Association to enter onto the Veterans Park Facility property in order to have repairs made to their bulkhead damaged by Hurricane Sandy provided they adhere to the following: (1) they execute a Hold Harmless and Indemnification Agreement prepared by the Park District's Legal Counsel; and (2) the contractor(s) performing said work are insured (1 million; 2 million in the aggregate) and proof of same is provided to the Park District prior to commencement of the work. RESULT: ADOPTED 3118113 (Unanimous) RESOLUTION 2013-42 RESOLUTION CONSENTING TO AN EASEMENT GRANTING PUBLIC ACCESS ONTO BAILIE BEACH RESOLVED that the Board of Commissioners of the Mattituck Park District hereby consent to a perpetual Easement with the Army Corp. of Engineers granting access to the public onto Bailie Beach, and further authorize Chairperson, Gerard Goehringer, to execute said Easement on behalf of the Park District, which Easement shall be recorded with the Suffolk County Clerk. RESULT: TABLED TO THE 4/10/13 MEETING (Unanimous) RESOLUTION 2013-43 RESOLUTION AUTHORIZING CHAIRPERSON TO SIGN CERTIFICATION IN CONNECTION WITH WlNSHELL ACTION RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize Chairperson, Gerard Goehringer, to execute a Certification for the Bill of Particulars in connection with the Winshell action, subject to approval of Legal Counsel and the Board of Commissioners. RESULT: ADOPTED 3118/13 (Unanimous) RESOLUTION 2013-44 RESOLUTION AMENDING RESOLUTION 2013-24 RESOLUTION AUTHORIZING THE CLERK TO ADVERTISE FOR BIDS FOR THE REPLACEMENT AND CONSTRUCTION OF THE BULKHEAD AT VETS PARK BEACH RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to advertise for bids for replacement and construction of the bulkhead at Veterans Park Beach, as per the plans and specifications prepared by Joseph Fischetti. RESULT: ADOPTED 3118/13 (Unanimous)