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HomeMy WebLinkAboutMPD-04/16/2013 MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS SPECIAL MEETING MINUTES APRIL 16, 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 7:03 p.m. Treasurer, S. Maddaloni, was excused from this meeting. VETERANS PARK BULKHEAD REPLACEMENT PROJECT - AWARD BID Chesterfield Associates, Inc. was the lowest responsible bidder. G. Goehringer spoke with Mr. Allen of Chesterfield Associates his concern about a start date for the project. Mr. Allen stated that they need 6 weeks from the date of the contract to start the proJect. G. Goehringer stated that the Trustees meeting was tomorrow night and that our application for a permit for this project was on the Agenda. R. Williamson is working with Bruce Anderson regarding our DEC permit. All three Commissioners agreed to a 9/3/13 start date and N. Deegan stated that Chesterfield would prefer a September start date. Upon receipt of the DEC permit, all bulkhead can be removed. A discussion will be necessary regarding the steep bank and what to do about it. This will allow the Commissioners the time to get the remaining cleanup done so that the beach can open for the Summer season. N. Deegan requested that they keep the fencing to a minimum during the Summer. R. Williamson stated that the fence will be kept by the stone wall for liability reasons. N. Deegan stated that it appears that the sand is coming back up. G. Goehringer requested considering a split rail fence from Marlene Lane to the top of the berm. Materials for this project may have to be ordered all at once. L. Tortora asked about planting beach grass on dunes. R. Williamson stated that in the future he would like to be part of the bid qualifying. D. Prokop advised everyone of each bid received and the reasons why some were disqualified and the deficiencies causing disqualification. A discussion ensued about the height above the wall and it was agreed that the height would be I foot about the highest point of the wall. D. Prokop will draft a Contract for this bid award. We reviewed certain terms to be included in the contract: start date 9/3/13, right to cancel the contract after 30 days if project has not begun, approximate completion date will be 12 weeks or 12/3/13, right to cancel if project not completed during time frame specified, payments will be 1/3, 1/3, and 1/3, cancellation provision if after 4 days no work is done on the project. D. Prokop will incorporate the legal requirements in the instruction to bidders with the Love Land bulkhead project contract. The contract needs to be registered with the Department of Labor within 10 days from the date of the contract (business days). L. Tortora will return -1- the bid bonds and draft letters to bidders. D. Prokop will circulate draft contract to the Commissioners via emaih The Commissioners will advise D. Prokop if they feel there is a need for a Special Meeting regarding the contract. BAILIE BEACH REPLENISHMENT EASEMENT This matter will be placed on the Work Session Agenda for 5/7/13. PIKE STREET PROPERTY We discussed the upcoming ZBA hearing for neighbor's variance on 5/2/13. D. Prokop will attend for the Park District. D. Prokop will argue the fact that there is a negative impact on the value of the Park District property for resale and will request that the structures be moved to a conforming location. G. Goehringer stated that certain Town of Southold Town Board members are concerned that the property remain a parking lot. FEMA L. Tortora stated that FEMA is not going to accept anything but the actual cost or value of the existing bulkhead, pre-storm value. We can include labor costs as part of our reimbursement. G. Goehringer indicated that 410' of existing bulkhead at $50/foot is $20,500 and that we can ask Chesterfield Associates for labor costs, and the value of the parking lot pre-storm is $7,500. D. Prokop will call Chesterfield regarding these values that we need to provide to FEMA. MISCELLANEOUS L. Krauza advised that she spoke with Nancy Hartmann and has asked her to attend the 5/7/13 Work Session. L. Krauza will contact Nancy Hartmann with an actual appointment time once we have an idea on how many items will be on the Agenda. RESOLUTIONS Resolution 2013-52 awarding the bid for the Vets Park Bulkhead Project to Chesterfield Associates, Inc. was unanimously approved. Motion by G. Goehringer, seconded by R. Williamson, motion carried unanimously to adopt Resolution 2013-52 as prepared by Legal Counsel. 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 R. Williamson, all in favor and motion carried to adjourn the meeting at 8:35 p.m. -2- RESOLUTION 2013-52 RESOLUTION AWARDING BID FOR VETS PARK BULKHEAD PROJECT RESOLVED that the Board of Commissioners of the Mattituck Park District, having reviewed all bids for the Replacement and Construction of the bulkhead at Veterans Memorial Park Project (the "Project"), hereby award the Project to Chesterfield Associates, Inc. as the lowest responsible bidder and that the Board of Commissioners hereby authorize and direct the Chairperson of the Board to execute a Contract with Chesterfield Associates, Inc. in the amount of $315,254.00, subject to the approval of the Park District attorney. RESULT: ADOPTED 4116113 (Unanimous)