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HomeMy WebLinkAboutMPD-12/11/2013 MEETING AGENDA Mattituck Park District Board of Commissioners Meeting Wednesday, December 11, 2013 Presiding Commissioners Gerard Goehringer, Chairperson Russell Williamson, Vice Chairperson Nicholas Deegan, Commissioner Call to Order Pledge Approval of 11/14/13 Meeting Minutes Presented via email Treasurer's Report Shelley Maddaloni Clerk's Report Lydia Tortora Maintenance Report Ed Grohoski PUBLIC COMMENT SESSION ON AGENDA ITEMS All other comments regarding non-agenda items will be held at the end of the meeting Please limit comments to no more than 5 minutes Porta Potties RFQ Pike Street Parking Lot - RFQ for snowplowing Update on Vets Park Bulkhead Project FEMA Update Organizational Meeting on January 2, 2014 - set time (January Work Session meeting to follow) RESOLUTIONS Resolution No. 2013-106 awarding contract for hydroseeding a portion of Vets Park by the bulkhead (to be withdrawn) Resolution No. 2013-107 authorizing final payment to Chesterfield Associates, Inc. re: Vets Park Bulkhead Project Resolution No. 2013-108 approving Bill Register and authorizing payment of current bills EXECUTIVE SESSION Matters involving employment of a particular person(s) MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES DECEMBER 11, 2013 Attendance Gerard Goehringer, Chairperson Russell Williamson, Vice Chairperson Nicholas Deegan, Commissioner David Prokop, Legal Counsel Shelley Maddaloni, Treasurer Lydia Tortora, Clerk Lynne Krauza, Secretary CALL TO ORDER Chairperson G. Goehringer called the meeting to order at 7:02 p.m. Pledee of Alleeiance APPROVAL OF MINUTES Motion by G. Goehringer, seconded by R. Williamson, all in favor and motion carried to approve the Minutes from the November 14, 2013 Meeting submitted via email. TREASURER'S REPORT S. Maddaloni reported that cash totaled $58,805.72, Money Market Account totaled $374,075.74, petty cash totaled $50.00, assets totaled $432,931.46, liabilities totaled $1,734.34, fund balance totaled $431,197.12, leaving a liabilities and fund balance total of $432,931.46. She stated that the cost for the election inspectors, and the LIPA bill for the new meter at the Yacht Club were not standard monthly bills. G. Goehringer stated that the North Fork Seal Coating bill is on hold due to incorrect amount and we are awaiting the revised bill (cleanup at Vets Park parking lot from Superstorm Sandy). S. Maddaloni stated that she has the annual report packet from the Town of Southold which is due in mid February and she is working on it. She further stated she has the W2 forms and the 1099 forms. Motion by G. Goehringer, seconded by R. Williamson, all in favor and motion carried to accept the Treasurer's Report. CLERK'S REPORT L. Tortora stated that receipts for The Lodge totaled $2,050 for the year mostly due to the Boy Scouts. She further stated that the other revenues line item differs from the Treasurer's report by $270 and that she and S. Maddaloni will get together to correct this discrepancy. D. Prokop requested that the Boy Scouts Troops 414 and 197 receipts be audited and everything was found to be in order. -1- Motion by G. Goehringer, seconded by R. Williamson, all in favor and motion carried to accept the Clerk's Report. MAINTENANCE REPORT G. Goehringer stated that the Maintenance Report was on file in the Clerk's office and anyone wishing to review same may do so. Motion by G. Goehringer, seconded by R. Williamson, all in favor and motion carried to accept the Maintenance Report. PORTA POTTIES RFQ We received bids and they are on hold as the current contract with Island Portables does not expire until June 2014. This matter will be placed on the Agenda for the April 2014 meeting and a new RFQ will be issued. PIKE STREET PARKING LOT- RFQ FOR SNOWPLOWING N. Deegan stated that he received a verbal quote from Marty Tarpey in the amount of $250 for 3-4 inches of snow. R. Williamson stated that Reflective Nature Landscaping told him the cost would be $150 for 6 inches or more and that he has a pay loader. L. Krauza will contact Doug Cooper for a quote. N. Deegan queried who was responsible for the walkway. D. Prokop stated that the Park District should clear the sidewalk and walkways as well and that we need to have the 3 quotes in writing. UPDATE ON VETS PARK BULKHEAD PROJECT G. Goehringer stated that the project was completed and that R. Williamson did a great job supervising said project. FEMA UPDATE We have notified the State that the Vets Park Bulkhead Project was completed and we are awaiting their inspection. ORGANIZATIONAL MEETING -1/2/14 The organizational meeting for 2014 will be held on Thursday, 1/2/14, at 6:15 p.m. and the Work Session will follow that meeting. Our regular monthly meeting on 1/8/14 will be held at 6:30 p.m. G. Goehringer suggested we hold our monthly meetings during the winter months at 6:30 p.m. as opposed to 7:00 p.m. Everyone was in agreement. MISCELLANEOUS We discussed that we change the locks at the ramp every two years and N. Deegan feels this expense is not necessary for only two permits being issued. G. Goehringer stated that we are monitoring the use of the ramp not only for use but also for insurance purposes. G. Goehringer -2- stated that there are 15 pilings that need to be replaced (11 for fixed dock and 4 for floating dock) and stated that we should work on doing this next year depending upon funds and start with the fixed dock. L. Tortora stated that Lenny's list of boats using the ramp are mostly from Connecticut. L. Tortora stated that she would like to discuss fees for The Lodge, Community Room and Picnic Area at our January Work Session. This matter will be placed on the Work Session Agenda for our 1/2/14 meeting. G. Goehringer stated that the caps for the pilings at Vets Park Bulkhead are costly and that we should consider spraying them with new flexseal. The caps are 75% complete. G. Goehringer stated that he owes S. Maddaloni a receipt for the flexseal that was purchased from Orlowski Hardware and that he will get the receipt to her. L. Tortora informed the Commissioners that Coastline emailed her and asked if the project (cleaning existing leaching pools at Vets) was prevailing wage and she told him yes and he said his quote/proposal was not based on prevailing wage and he is withdrawing his proposal. G. Goehringer stated that we will rebid this project and emphasize within our RFQ that the project is prevailing wage. We will add a resolution to tonight's Agenda rejecting all bids for this project. L. Tortora reported that FEMA had inquired as to whether we started this project. EXECUTIVE SESSION Motion by G. Goehringer, seconded by R. Williamson, motion carried unanimously to go into Executive Session at 7:50 p.m. to discuss a personnel matter. Motion by G. Goehringer, seconded by R. Williamson, motion carried unanimously to come out of Executive Session at 8:30 p.m. RESOLUTIONS Resolution 2013-106 awarding contract for hydroseeding a portion of Vets Park Bulkhead was unanimously withdrawn. Motion by G. Goehringer, seconded by R. Williamson, motion unanimously carried to withdraw Resolution Nos. 2013-106. Resolution 2013-107 authorizing final payment to Chesterfield Associates regarding the Vets Park Bulkhead Project was unanimously approved. Motion by G. Goehringer, seconded by R. Williamson, motion unanimously carried to adopt Resolution No. 2013-107. Resolution 2013-108 approving Bill Register and authorizing payment of current bills was unanimously approved. Motion by G. Goehringer, seconded by R. Williamson, motion unanimously carried to adopt Resolution No. 2013-108. -3- RESOLUTIONS AS ADD-ONS Resolution 2013-109 rejecting all bids for leaching pool work at Vets Park was unanimously approved. Motion by G. Goehringer, seconded by R. Williamson, motion unanimously carried to adopt Resolution Nos. 2013-109. Resolution 2013-110 rescinding bid award to Coastline Cesspool and Drain Services for the cleaning of Vets leaching pools was unanimously approved. Motion by G. Goehringer, seconded by R. Williamson, motion unanimously carried to adopt Resolution No. 2013-110. PUBLIC COMMENTS There was no one from the public present for this 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 8:31 p.m. -4- RESOLUTION 2013-106 (TO BE WITHDRAWN) RESOLUTION AWARDING CONTRACT FOR HYDROSEEDING PORTION OF VETS PARK BULKHEAD RESOLVED that the Board of Commissioners of the Mattituck Park District, having reviewed all quotes for hydroseeding a 410' x 40' area at Vets Park by the bulkhead, hereby award the contract to as the lowest responsible bidder and that the Board of Commissioners hereby authorize and direct Chairperson, Gerard Goehringer, to execute a Contract with in the amount of $ , for a term commencing on and ending on subject to the approval of the Park District attorney. RESULT: WITHDRAWN 12/11/13 (Unanimous) RESOLUTION 2013-107 RESOLUTION AUTHORIZING THE FINAL PAYMENT TO CHESTERFIELD ASSOCIATES, INC. FOR THE VETS PARK BULKHEAD PROJECT RESOLVED that having received engineer certification and payroll certification the Board of Commissioners of the Mattituck Park District hereby authorize the final payment under the contract dated May 2, 2013 to Chesterfield Associates, Inc. in the sum of $131,352.67 in connection with the Veterans Park Bulkhead Project. RESULT: ADOPTED 12/11/13 (Unanimous) RESOLUTION 2013-108 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 11, 2013 meeting and further authorizes payment of the current bills. RESULT: ADOPTED 12/11/13 (Unanimous) RESOLUTION 2013-109 RESOLUTION REJECTING ALL BIDS RECEIVED REGARDING CLEANING EXISTING LEACHING POOLS AT VETS PARK RESOLVED that the Board of Commissioners of the Mattituck Park District hereby reject all bids received in connection with the RFQ issued for the cleaning three existing leaching pools at Vets Park parking lot. RESULT: ADOPTED 12/11/13 (Unanimous) RESOLUTION 2013-110 RESOLUTION RESCINDING BID AWARD TO COASTLINE CESSPOOL & DRAIN SERVICES REGARDING CLEANING EXISTING LEACHING POOLS AT VETS PARK RESOLVED that the Board of Commissioners of the Mattituck Park District hereby rescind the bid award issued to Coastline Cesspool & Drain Services at the 12/11/13 meeting due to the fact that said proposal was not issued with prevailing wage rates. RESULT: ADOPTED 12111/13 (Unanimous) Mattituck Park District Balance Sheet 12/11/2013 Assets Account Account Name Balance A.200 Cash 58,805.72 A.201 Cash in Time 374,075.74 A.210 Petty Cash 50.00 Total Assets 432,931.46 Liabilities Account Account Name Balance A.021 NYS Tax Payable 505.71 A.022 Federal Tax Payable 406.79 A.023 Income Executions 1.64 A.026 FICA Tax Payable 820.20 Total Liabilities 1,734.34 A.909 Fund Balance 431,197.12 Total Liabilities plus Fund Balance 432,931.46 Bill Register December 2013 Check No. Payee Date Amount 23950 BP 12/11/2013 527.35 23951 BWP 12/11/2013 $85.13 23952 Board Of Elections 12/11/2013 $5.32 23953 Diane Cotungo 12/11/2013 $57.75 23954 Christine Elliott 12/11/2013 $57.75 23955 Harry Goldman 12/11/2013 $55.00 23956 Griffing Hardware 12/11/2013 $77.76 23944 Home Depot 12/11/2013 $452.74 void/rprnt 23945 Island Portables 12/11/2013 $234.75 23946 Jamesport Hardware 12/11/2013 $3.99 23947 Theresa Kuhn 12/11/2013 $57.75 23948 Laurel Stone 12/11/2013 $459.00 23949 LIPA 12/11/2013 $1,468.76 23950 LIPA (new meter @ Yacht Club) 12/11/2013 $282.10 23951 Lou's Service Station 12/11/2013 $15.00 23952 Marjam 12/11/2013 $453.19 23953 Mattituck Enviro 12/11/2013 $391.06 23954 Mattituck Enviro 12/11/2013 $95.04 23955 National Grid 12/11/2013 $182.93 HOLD North Fork Seal Coat 12/11/2013 hold 23969 NYSIF 12/11/2013 $438.20 23970 Optimum 12/11/2013 $114.85 23971 Orlowski 12/11/2013 $294.14 23972 Oxford 12/11/2013 $1,790.12 23973 Dave Prokop 12/11/2013 $822.50 23974 Russ Williamson 12/11/2013 $12.59 23975 Sound Shore Irrigation 12/11/2013 $245.00 23976 Southold Dept of Solid Waste 12/11/2013 $7.20 23977 Staples 12/11/2013 $192.25 23978 Suffolk Environmental Consultinc 12/11/2013 $590.00 23979 Verizon 12/11/2013 $38.82 23980 Verizon Wireless 12/11/2013 $46.41 23981 Beverly Vlcek 12/11/2013 $57.75 Total: $9,612.20 Date :'12/10/2013 Page no. 1 Time : 5:50 PM Mattituck Park District P.O. Box 1413 Mattituck, New York 11952 Account Account Name Current Budg Month To Date Year To Date Remaining Budg A.1001 Real Property Taxes 404,860.00 0.00 406,350.00 -1,490.00 A.1090 Interest-Real Prop. Tax 0.00 0.00 0.00 0.00 A.2401 Interest & Earnings 3,000.00 0.00 1,329.42 1,670.58 A.2440 Concession Rental 500.00 0.00 250.00 250.00 A.2590 Beach Permits 9,000.00 0.00 9,585.00 -585.00 A.2620 Forfeited Bid Deposits 0.00 0.00 0.00 0.00 A.2650 Sale of Excess Materials 0.00 0.00 0.00 0.00 A.2655 Ramp Keys 1,000.00 0.00 30.00 970.00 A.2701 Refunds Prior Year Exp. 0.00 0.00 0.00 0.00 A.2705 Gifts & Donations 0.00 0.00 950.00 -950.00 A.2771 Other Revenues 20,000.00 775.00 25,800.00 -5,800.00 A.030 Bid Deposits 0.00 0.00 125.00 -125.00 A.4960 Federal Emerg. Man. Aid 0.00 0.00 78,100.08 -78,100.08 A.599 Appropriated Fund Balance 147,300.00 0.00 0.00 147,300.00 Total Revenues 585,660.00 775.00 522,519.50 63,140.50 Expenditures Parking Attendants A.5650.12 Parking Attend., Houdy 13,000.00 57.00 11,816.00 1,184.00 Total Parking Attendants 13,000.00 57.00 11,816.00 1,184.00 Parks A.7110.12 Parks, Part-Time Hourly 38,500.00 1,787.20 38,475.73 24.27 A.7111.12 Parks, Full-time Houdy 50,000.00 2,016.00 49,128.60 871.40 A.7112.12 Parks, Office 20,000.00 1,028.50 22,284.85 -2,284.85 Total Parks Personnel 108,500.00 4,831.70 109,889.18 -1,389.18 Capital Ouday A.7110.242 Site Improvements 205,000.00 0.00 323,429.56 -118,429.56 A.7110.243 Equipment 26,000.00 0.00 47.13 25,952.87 Total Capital Ouday 231,000.00 0.00 323,476.69 -92,476.69 Contractual Expenses A.1980 WA Payroll Tax 600.00 0.00 0.00 600.00 A.7110.411 Supplies & Materials 43,000.00 0.00 45,174.34 -2,174.34 A.7110.410 Prompt Payment Discounts -50.00 0.00 0.00 -50.00 A.7110.412 Office Stadanary 260.00 0.00 0.00 260.00 A.7110.421 Telephone 5,000.00 0.00 4,561.34 438.66 A.7110.422 Electric 12,000.00 0.00 9,848.03 2,151.97 A.7110.423 Water 500.00 0.00 184.87 315.13 A.7110.424 Natural Gas 5,000.00 0.00 2,264.81 2,735.19 A.7110.431 Insurance 30,000.00 0.00 27,652.96 2,347.04 A.7110.442 Site Maint/Facility Rprs 27,000.00 0.00 46,035.93 -19,035.93 A.7110.443 Equipment Repairs 5,000.00 0.00 5,421.74 421.74 A.7110.451 Legal Council 10,000.00 0.00 7,138.50 2,861.50 A.7110.452 Secretary 6,000.00 240.38 5,876.81 123.19 A.7110.453 Treasurer 7,000.00 280.00 6,843.79 156.21 A.7110.454 Election Tellers 300.00 0.00 88.00 212.00 A.7110.455 Auditing Services 15,000.00 0.00 0.00 15,000.00 A.7110.461 Postage 500.00 0.00 494.00 6.00 A.7110.462 Permits 300.00 0.00 360.00 -60.00 Total Contractual Expense 167,410.00 520.38 161,945.12 5,464.88 Beaches A.7180.11 Beach Manager 5,500.00 0.00 5,304.00 196.00 A.7180.12 Beaches, Hourly 25,000.00 0.00 23,801.00 1,199.00 Total Beaches 30,500.00 0.00 29,105.00 1,395.00 Employee Benefits A.9030.8 FICA, Employee Benefits 13,200.00 413.80 12,639.49 560.51 A.9050.8 Unemployment Insurance 0.00 0.00 0.00 0.00 A.9060.8 Medical Insurance 18,000.00 -223.77 14,545.95 3,454.05 Total Employee Benefits 31,200.00 190.03 27,185.44 4,014.56 Total Expenditures 581,610.00 5,599.11 663,417.43 -81,807.43 DECEMBER 2013 Clerk's Report of Receipts Period Covering November 12 - December 9, 2013 Deposit Other Revenue Picnic Comm _ Date Liroii Total Beach _ Ramp Federal Concession pJPayee Description Dates Booked - Lodge Area - Room Other Other Rev. --Permits Permits Donations Aid Rental January Report 1,275.00 1,27500 February Report 1,62500 35000 - 1,975.00 - - 50.00 1,64888 - March Report . - - : 1,230 00 350.00 40.00 1,620.00 606.00 " April Report - - 2,280.00 100.00 - 955.00: 3,335.00 Ma_.Re ort . Y... P 850.00 300.00 1,95000 50.00 3,150.00 June Report 2,08000 --30000 350.00 .-----100.00 _-_---2,830.00 ----1,050.00 -_---1500 ---250.00 :July Report $ 597 50 300.00 $1,650.00 $ 580.60 $ 2,527 50 3,515.00 ~ 15 00 ' 300.00 August Report 21200.60 300.00 1,050.00 30.00 3,580.00 2,510.00 - - 7,451 48 - SeptemberReport 52500 450.00. 1,400.00 380.00 2,755.00 2,510.00 - - :OctoberReport : - - : 187.50 50.00 ------270.00 --------507.50 ~ - November Report 315.00 200.00 15.00 530.00 68,999.72 Totals previously reported 13,165.00 1,800.00 6,700.00 2,420.00 24,085.00 9.585.00 30.00 950.00 78,100.08 December Report: 11118/13 Boy Scout troop 414 12121, 22 8 23 --700.00 oy touts otAme. Trp-244 2/7, 8 8 9 -575.00 Mattituck Soccer Club Fall -Developmental program 60.00 - - - 1219/13 Boy Scout Troop 197 : 1118, 9 & 10 ~ - ----25.00 - - - - ' - Boy Scout Troop 179 12/14113 -----300.00 :Boy tout Troop 197 1/31, 2/1 8 2 460.00 - . ~ - ~ ~ DECEMBER RECEIPTS 2,050.00 ! - - 60.00 2,110.00 - $ _ YEAR TO DATE ! 15,215.00: 1,800.00! $6,700.00 $ 2,480.00 ! $ 26,195.00 $ 9,585.00 $ 30.00 ! s 950.00 $ 78,100.08 $ 250.00 Revised 1/6/14 to show blank cells accidently omitted December Report 2013 Events Booked this Period LODGE 12/13,14 & 15 Boy Scout Troop 398, James Carlucci 2014 1/17, 18 & 19 Boy Scout Troop 371, Jennifer Perkins 1124,25 & 25 Boy Scout Troop 800, Patrick Hahn 2/7, 8 & 9 Boy Scout Troop 221, Michael Vultaggio 3/28, 29 & 30 Rocky Point Service Unit 54, Donna McCauley Page 2 of 2 November- 2013 Report Aldrich Field 1. Did last Cutting, and weed whacking of grass. 2. Removed tree limbs. 3. Cleaned, and reorganized materials around building. 4. Dug up three sprinkler lines to check for leak's. 5. Sprinkler system has been winterized. Bay Avenue Ball field 1. Picking up trash. 2. Sprinkler system has been winterized. Bailey's Beach Lodge 1. Opening, and lighting stove for rentals. 2. Replaced broken blind. 3. Replaced broken furnace air grill. 4. Replace fluorescent tubes in main hall. 5. Let Goldman Water Testing in for monthly water test. 6. Let LIPA in to read electric meter. Yacht Club 1. Put RCI in holes in parking lot. 2. Dug out pond flow pipe, and install patch over hole. 3. Cut branches back on trees, and bushes. 4. Sprinkler lines have been winterized. Breakwaters Beach 1. Picked up trash bags from beach cleanup. Veteran's Beach Park 1. Cut up, and removed trees limbs. 2. Setup, and broke down main hall for district vote. 3. Scraped old paint off the Life Guard building. 4. Painted the roof on the Playground Gazebo. 5. Raking and disposing leaves. 6. Installed six by sixes in parking lot. 7. Put'/e inch stones around car stops in parking lot. 8. Installed hand rail on ramp to beach. 9. Installed two pipe bollards on the top of the ramp to beach. Love Lane 1. Checking building,and property. 2. Repaired boards on boardwalk. Pike Street Parking Lot 1. Unknown persons spray painted over "EXIT ONLY" sign. Unable to remove paint. Wolf Pit 1. Added water to pond. M1Sc 1. Paper work: write monthly report, collect gas slips, and time cards. 2. Put fuel stabilizer in portable light tower, and checked antifreeze range. 3. Setup, and broke down two sandwich signs for Commissioner vote. 4. Repaired rear tire on Scagg lawn mower, It had a slow leak. 5. Called Sound Shore Sprinkler To set up date for sprinkler blow outs, per Commissioner Goehringer. 6. Move office supplies for Lydia. 7. Move piano to Veterans Park. 8. Replace fuel filter on Toro Lawn mower at Veterans Park. 9. Repair hole where swing gate was, with fencing, on fence across parking lot. 10. Moved portable light to, and from, Veterans Park for Commissioner vote. 11. Move two tables from, and back, from Lodge to Veterans Park for vote. 12. Made up a sprinkler key set, and gave to Sound Shore Sprinkler Corp.