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HomeMy WebLinkAboutMPD-02/12/2014 MEETING AGENDA Mattituck Park District Board of Commissioners Meeting Wednesday, February 12, 2014 Presiding Commissioners Russell Williamson, Chairperson Gerard Goehringer Michael Ryan Call to Order Russell Williamson, Chairperson Pledge Approval of Minutes (1/8/14 Meeting) 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 repardinp non-agenda items will be held at the end of the meeting Please limit comments to no more than 5 minutes Aldrich Lane Fields - survey monuments Pike Street Property FEMA Update RESOLUTIONS Resolution 2014-19 retaining John C. Ehlers, L.S., to install survey monuments at Aldrich Lane Fields Resolution 2014-20 rescinding Resolution 2014-11 in its entirety Resolution 2014-21 approving Terra Tech for cleaning existing leaching pools, etc. at Vets Park Resolution 2014-22 authorizing the purchase of fencing materials from Marjam for the Vets Park bulkhead area Resolution 2014-23 authorizing Clerk to solicit quotes for hydroseeding a 40'x 400' area at Veterans Park Resolution 2014-24 authorizing Clerk to solicit quotes for a security system at Veterans Park Facility Resolution 2014-25 authorizing Gerard Goehringer to serve as Chairperson of the Easter Egg Hunt Resolution 2014-26 approving Bill Register and payment of current bills EXECUTIVE SESSION Matters involving employment of a particular person(s) PUBLIC COMMENT SESSION MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES FEBRUARY 12, 2014 Attendance Russell Williamson, Chairperson Michael Ryan, Commissioner David Prokop, Legal Counsel Shelley Maddaloni, Treasurer Lydia Tortora, Clerk Lynne Krauza, Secretary CALL TO ORDER Co-Chairperson R. Williamson called the meeting to order at 6:31 p.m. G. Goehringer is excused from this meeting. Pledge of Alleeiance APPROVAL OF MINUTES Motion by R. Williamson, seconded by M. Ryan, all in favor and motion carried to approve the Minutes from the January 8, 2014 Board of Commissioners meeting submitted via email. TREASURER'S REPORT S. Maddaloni reported that cash totaled $18,395.55, Money Market Account totaled $716,157.11, petty cash totaled $50.00, assets totaled $734,602.66, liabilities totaled $1,659.34, fund balance totaled $732,943.32, leaving a liabilities and fund balance total of $734,602.66. S. Maddaloni further reported that we have received $341,725.80 in property tax monies from the Town of Southold so far. She stated that the bills for the Easter Eggs and Ink Spot (office supplies) were not standard monthly bills. She also stated that we received the revised bill from North Fork Seal Coating in the sum of $350. She also reminded the Commissioners that Oxford's bill included insurance for an employee that was not authorized and asked R. Williamson to contact Oxford to resolve same. She further stated that due to an increase in our insurance premium our medical insurance line item for the year is understated. She also pointed out that our supplies and materials line item in the budget represents 25% of the amount budgeted and it is only February. She said she was concerned about the budget and keeping on track with our budgeted amounts re: expenses. L. Krauza discussed the fact that we had adopted a resolution at the 1/8/14 meeting for the purchase of Easter Eggs for the Easter Egg Hunt with an amount not to exceed $600 and the bill was received and the actual cost was $645. It was agreed that this resolution will be amended to indicate that the cost is not to exceed $645. L. Tortora brought to the attention of the Commissioners that we received several invoices from East End Sporting Goods that were purchases that Nancy Hartmann incurred on behalf of the Park District over the Summer. S. Maddaloni will send these invoices to Nancy Hartmann for approval. One of the invoices was for beach attendants and L. Tortora will approve same. S. Maddaloni questioned the need for having the porta potties cleaned weekly at Vets Park and whether that could be changed to every other week. R. Williamson indicated that the weekly cleaning was part of our contract and that the porta potties are being used. Motion by M. Ryan, seconded by R. Williamson, all in favor and motion carried to accept and approve the Treasurer's Report. CLERK'S REPORT L. Tortora reported that the Report was for the time period from 1/6/14 through 2/10/14. She further stated that the Mattituck Soccer club paid the lighting bill in full from last season's usage. She said the receipts listed in the report were mostly from the Boy Scouts and Cub Scouts. She said she has had several inquiries about The Lodge and Picnic Area. She brought to the Commissioners' attention a request for a wedding ceremony at the Yacht Club and the Commissioners said no to this request. She said there is a wedding booked for The Lodge on 10/18/14. She also said that the Friends of Mattituck Library would like to book the Picnic Area on 7/19/14 and hold a small concert which was approved by the Commissioners.. D. Prokop and the Commissioners audited Boy Scout Troop 371 and Cub Scout Troop 371 and everything was found to be in order. Motion by M. Ryan, seconded by R. Williamson, all in favor and motion carried to accept and approve the Clerk's Report. MAINTENANCE REPORT R. Williamson submitted the Maintenance Report and stated that the Maintenance Report is on file in the Clerk's Office and anyone wishing to review same could do so. Motion by R. Williamson, seconded by M. Ryan, all in favor and motion carried to accept and approve the Maintenance Report. Aldrich Lane Fields - Survey Monuments We did not receive John Ehlers Proposal for this work and it was agreed that L. Tortora will contact him to obtain same. This work will be for two, ground level, concrete survey monuments. The Commissioners agreed to place in the resolution a not to exceed price of $400. Pike Street Property D. Prokop distributed copies of a letter he received from the Town of Southold and read part of said letter at the meeting as well as his response and read his entire response during the meeting re: entering into a Lease for the parking lot. D. Prokop stated that he was advised by the Town a year ago that there was no Lease in effect and that he had further advised ATA, Lori Hulse, of his parkland concerns and Ms. Hulse told him that parkland was a non issue. D. Prokop further stated that Given Associates had promised him the appraisal for tonight's meeting but that he did not receive it. He will follow-up with them. This item will be placed on the Work Session Agenda for the 3/4/14 meeting. D. Prokop said that L. Tortora had done research as to when this property was acquired and it was acquired in the 1940s and the acquisition costs totaled $3,500 ($2,500 purchase price; $1,000 to develop a park and keep the parking lot). Both R. Williamson and M. Ryan are not interested in developing the lot as a park because of the maintenance issues and would prefer to sell the property. FEMA Update L. Tortora stated that she has requested from FEMA a Project Worksheet and is awaiting same. D. Prokop will work with L. Tortora in obtaining a decision from FEMA. L. Tortora is trying to schedule a conference call with FEMA regarding their decision on reimbursement for the Vets Park Bulkhead Project. Miscellaneous We discussed the resolution regarding hydroseeding at Vets Park and L. Tortora reminded the Commissioners that the Trustees permit stated beach grass and other native species. R. Williamson stated that G. Goehringer had spoken to one of the Town Trustees about our budget issues and was told that hyrdoseeding was acceptable. R. Williamson estimates the cost for hydroseeding to be approximately $5,000-$6,000 (64,000 sq. ft.). M. Ryan asked whether we have consulted with a landscaper and R. Williamson said he spoke with Walter Gatz and that Gatz recommended hydroseeding. This work has to be done by the first week in April. M. Ryan also expressed concern with irrigating the area and R. Williamson said we can irrigate it. M. Ryan would like to consider other plantings before moving forward with hydroseeding. M. Ryan expressed further concern over runoff. R. Williamson said they could still plant beach grass and install the beach grass plugs after hydroseeding work was completed. L. Tortora suggested we contact Cornell Cooperative Extension for some suggestions as to other native species. R. Williamson will speak with the Town Trustees and report back at the 3/4/14 Work Session. This resolution will be tabled. RESOLUTIONS Resolution 2014-19 retaining John C. Ehlers, L.S. to install two survey monuments at Aldrich Lane fields was unanimously approved with the revision that the not to exceed cost be $400. Motion by M. Ryan, seconded by R. Williamson, motion unanimously carried to adopt Resolution No. 2014-19. Resolution 2014-20 rescinding Resolution 2014-11 in its entirety was unanimously approved. Motion by R. Williamson, seconded by M. Ryan, motion unanimously to adopt Resolution No. 2014-20. Resolution 2014-21 awarding contract to Terra Tech Site Development for cleaning leaching pools at Vets Park was unanimously approved. Motion by R. Williamson, seconded by M. Ryan, motion unanimously carried to adopt Resolution No. 2014-21. Resolution 2014-22 authorizing purchase of fencing materials from Marjam for Vets Park bulkhead area was unanimously approved. Motion by M. Ryan, seconded by R. Williamson, motion unanimously carried to adopt Resolution No. 2014-22. Resolution 2014-23 authorizing the Clerk to solicit quotes for hydroseeding was unanimously tabled. Motion by M. Ryan, seconded by R. Williamson, motion unanimously carried to table Resolution No. 2014-23 to the 3/12/14 meeting. Resolution 2014-24 authorizing the Clerk to solicit quotes for the security system at Vets Park was unanimously approved. Motion by R. Williamson, seconded by M. Ryan, motion unanimously carried to adopt Resolution No. 2014-24. Resolution 2014-25 appointing Gerard Goehringer as Chairperson of the 2014 Easter Egg Hunt was unanimously approved. Motion by R. Williamson, seconded by M. Ryan, motion unanimously carried to adopt Resolution No. 2014-25. Resolution 2014-26 approving Bill Register and payment of current bills was unanimously approved. Motion by R. Williamson, seconded by M. Ryan, motion unanimously carried to adopt Resolution No. 2014-26. EXECUTIVE SESSION Motion by R. Williamson, seconded by M. Ryan to go into Executive Session at 7:36 p.m. to discuss personnel matters. Motion by R. Williamson, seconded by M. Ryan to come out of Executive Session at 8:01 p.m. PUBLIC COMMENT There was no one in attendance from the public at this meeting. There being no further business to come before the meeting, motion by R. Williamson, seconded by M. Ryan, all in favor and motion carried to adjourn the meeting at 8:02 p.m. RESOLUTION 2014-19 RESOLUTION RETAINING JOHN C. EHLERS, L.S. TO INSTALL SURVEY MONUMENTS AT ALDRICH LANE FIELDS RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the retention of John C. Ehlers, L.S., in connection with the installation of survey monuments at the Aldrich Lane fields, at a cost not to exceed $400.00. RESULT: ADOPTED 2/12/14 (Unanimous) RESOLUTION 2014-20 RESOLUTION RESCINDING RESOLUTION 2014-11 IN ITS ENTIRETY RESOLVED that the Board of Commissioners of the Mattituck Park District hereby rescind Resolution 2014-11 in its entirety as it relates to Albrecht Landscaping due to lack of compliance and as it relates to Corazzini Asphalt due to disqualification of bid. RESULT: ADOPTED 2/12/14 (Unanimous) RESOLUTION 2014-21 AWARDING CONTRACT TO TERRA TECH SITE DEVELOPMENT FOR CLEANING LEACHING POOLS AT VETS PARK RESOLVED that the Board of Commissioners of the Mattituck Park District, having reviewed all quotes for cleaning three existing leaching pools in the Vets Park parking lot and possibly installing a new leaching pool, hereby award the contract to Terra Tech Site Development as the lowest responsible bidder after having disqualified Albrecht Landscaping for non-compliance and Corazzini Asphalt for an incomplete quote, and that the Board of Commissioners hereby authorize Chairperson, Russell Williamson, to execute a contract with Terra Tech Site Development pursuant to their Quotation dated January 8, 2014, subject to the approval of Legal Counsel. RESULT: ADOPTED 2112/14 (Unanimous) RESOLUTION 2013-22 RESOLUTION AUTHORIZING PURCHASE OF FENCING MATERIALS FROM MARJAM FOR VETS PARK BULKHEAD AREA RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approve the purchase of fencing materials from Marjam as the lowest quote at a cost not to exceed $1,650 after having obtained three quotations for same. RESULT: ADOPTED 2/12/14 (Unanimous) RESOLUTION 2014-23 RESOLUTION AUTHORIZING CLERK TO SOLICIT QUOTES FOR HYDROSEEDING RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to solicit quotes for hydroseeding a 4'x 400' area at Vets. RESULT: TABLED TO 3112/14 Meeting (Unanimous) RESOLUTION 2014-24 RESOLUTION AUTHORIZING CLERK TO SOLICIT QUOTES FOR SECURITY SYSTEM AT VETS PARK RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to solicit quotes for a security system at Vets Park. RESULT: ADOPTED 2/12/14 (Unanimous) RESOLUTION 2014-25 RESOLUTION APPOINTING GERARD GOEHRINGER, CHAIRPERSON, OF THE 2014 EASTER EGG HUNT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Gerard Goehringer as Chairperson of the 2014 Easter Egg Hunt to be held on April 13, 2014, at Veterans Park, beginning at 1:30 p.m. RESULT: ADOPTED 2/12/14 (Unanimous) RESOLUTION 2014-26 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, 2014 meeting and further authorize payment of the current bills. RESULT: ADOPTED 2/12/14 (Unanimous) Mattituck Park District Balance Sheet 2/12/214 Assets Account Account Name Balance A.200 Cash 18,395.55 A.201 Cash in Time 716,157.11 A.210 Petty Cash 50.00 Total Assets 734,602.66 Liabilities Account Account Name Balance A.021 NYS Tax Payable 531.34 A.022 Federal Tax Payable 374.24 A.023 Income Executions 1.64 A.026 FICA Tax Payable 752.12 Total Liabilities 1,659.34 A.909 Fund Balance 732,943.32 Total Liabilities plus Fund Balance 734,602.66 Bill Register February 2014 Check No. Payee Date Amount 24060 Barbara Goehringer 2/12/2014 $645.OQ eggs 24059 BP 2/12/2014 444.51 24058 BWP 2/12/2014 163.27 24057 C.F. Duzer 2/12/2014 568.71 feb 24056 Creative Forms & Concepts 2/12/2014 23.56 24055 Eckert Oil 2/12/2014 1,757.30 24054 GNS Mermaid 2/12/2014 635.56 24053 Harry Goldman 2/12/2014 55.00 24052 Griffing Hardware 2/12/2014 150.00 24051 Home Depot 2/12/2014 74.57 24050 Ink Spot 2/12/2014 335.00 envelopes 24049 Island Portables 2/12/2014 234.75 24048 Jamesport Hardware 2/12/2014 68.20 24047 Lou's Service 2/12/2014 65.44 24046 Marjam 2/12/2014 249.74 24045 Mattituck Enviro 2/12/2014 162.75 24044 National Grid 2/12/2014 404.48 24043 North Fork Seal Coat 2/12/2014 350.00 parking lot 24042 Northeastern Equipment 2/12/2014 423.74 24041 NYSIF 2/12/2014 617.42 24040 Optimum 2/12/2014 119.85 24039 Orlowski 2/12/2014 169.50 24038 Oxford 2/12/2014 1,790.12 minus Tim 24037 Dave Prokop 2/12/2014 822.50 24036 PSEG 2/12/2014 329.00 24035 PSEG 2/12/2014 28.62 24034 Russ Williamson 2/12/2014 21.71 24033 Russ Williamson 2/12/2014 548.50 truck fix 24032 Shelley Maddaloni 2/12/2014 35.29 toner 24031 Southold Dept. of Solid Waste 2/12/2014 41.40 24030 Verizon 2/12/2014 39.00 24029 Verizon Wireless 2/12/2014 182.31 Total: 2/12/2014 11,556.80 Date : 02/12/2014 Page no. 1 Time : 1:24 PM Mattituck Park Distr 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 67,743.00 341,725.80 63,134.20 A.1090 Interest-Real Prop. Tax 0.00 0.00 0.00 0.00 A.2401 Interest& Earnings 2,091.00 78.51 78.51 2,012.49 A.2440 Concession Rental 400.00 0.00 0.00 400.00 A.2590 Beach Permits 10,160.00 0.00 0.00 10,160.00 A.2620 Forfeited Bid Deposits 100.00 0.00 0.00 100.00 A.2650 Sale of Excess Materials 0.00 0.00 0.00 0.00 A.2655 Ramp Keys 100.00 0.00 0.00 100.00 A.2701 Refunds Prior Year Exp. 100.00 0.00 0.00 100.00 A.2705 Gifts & Donations 650.00 0.00 0.00 650.00 A.2771 Other Revenues 19,185.00 0.00 3,005.00 16,180.00 0 A.030 Bid Deposits 0.00 0.00 0.00 0.00 / A.4960 Federal Emerg. Man. Aid 1,649.00 0.00 0.00 1,649.00 A.599 Appropriated Fund Balance 80,930.00 0.00 0.00 80,930.00 Total Revenues 520,225.00 67,821.51 344,809.31 175,415.69 Expenditures Parking Attendants A.5650.12 Parking Attend., Hourly 19,000.00 0.00 0.00 19,000.00 Total Parking Attendants 19,000.00 0.00 0.00 19,000.00 Parks A.7110.12 Parks, Part-Time Hourly 48,500.00 2,073.06 6,022.46 42,477.54 A.7111.12 Parks, Full-time Hourly 59,000.00 1,335.60 5,367.60 53,632.40 A.7112.12 Parks, Office 30,000.00 1,035.00 3,053.00 26,947.00 Total Parks Personnel 137,500.00 4,443.66 14,443.06 123,056.94 Capital Outlay A.7110.242 Site Improvements 123,600.00 350.00 350.00 123,250.00 A.7110.243 Equipment 29,000.00 0.00 0.00 29,000.00 Total Capital Outlay 152,600.00 350.00 350.00 152,250.00 Contractual Expenses A.1980 MiA Payroll Tax 0.00 0.00 0.00 0.00 A.7110.411 Supplies & Materials 36,000.00 4,825.34 9,053.77 26,946.23 A.7110.410 Prompt Payment Discounts 0.00 0.00 0.00 0.00 A.7110.412 Office Stationary 500.00 0.00 0.00 500.00 A.7110.421 Telephone 3,900.00 341.16 653.45 3,246.55 A.7110.422 Electric 10,000.00 357.62 1,071.38 8,928.62 A.7110.423 Water 500.00 0.00 82.87 417.13 A.7110.424 Natural Gas 5,000.00 973.19 1,588.94 3,411.06 A.7110.431 Insurance 25,000.00 617.42 1,035.96 23,964.04 A.7110.442 Site Maint/Facility Rprs 25,000.00 702.24 2,444.80 22,555.20 A.7110.443 Equipment Repairs 6,000.00 777.21 981.90 5,018.10 A.7110.451 Legal Council 10,000.00 822.50 1,645.00 8,355.00 A.7110.452 Secretary 6,400.00 240.38 721.14 5,678.86 A.7110.453 Treasurer 7,400.00 280.00 840.00 6,560.00 A.7110.454 Election Tellers 300.00 0.00 0.00 300.00 A.7110.455 Auditing Services 12,000.00 0.00 0.00 12,000.00 A.7110.461 Postage 550.00 0.00 92.00 458.00 A.7110.462 Permits 475.00 0.00 0.00 475.00 Total Contractual Expense 149,025.00 9,937.06 20,211.21 128,813.79 Beadles A.7180.11 Beach Manager 5,400.00 0.00 0.00 5,400.00 A.7180.12 Beaches, Hourly 25,000.00 0.00 0.00 25,000.00 Total Beaches 30,400.00 0.00 0.00 30,400.00 Employee Benefits A.9030.8 FICA, Employee Benefits 14,000.00 379.76 1,224.32 12,775.68 A.9050.8 Unemployment Insurance 0.00 0.00 0.00 0.00 A.9060.8 Medical Insurance 15,000.00 1,566.35 2,908.93 12,091.07 Total Employee Benefits 29,000.00 1,946.11 4,133.25 24,866.75 Total Expenditures 517,525.00 16,676.83 39,137.52 478,387.48 T 1 February 2014 Clerk's Report of Receipts Period Covering January 6 - February 10, 2014 Deposit _ _ Other Revenue Picnic Comm Total ! Beach Ramp i Federal oncessim Date Group/Payee Description Dates Booked Lodge Area Room Other Other Rev. Permits Permits Donations Aid Rental January Report Totals previously reported - - - - - - - - - $ - I February Report: 1/15/14 Mattituck Soccer Club Usage Fee - lights 2013 fall season 1,653.75 1/15/14 ~Mattituck Soccer Club Usage Fee - lights 2013 fall season 401.25 SC Boy Scouts of America,- - 1/15/14 !Cub Scout Pack 371 Usage Fee 1/17, 18 & 19 350.00 1/15/14 !Boy Scout Troop 371 Usage Fee 1/17,18 & 19 225.00 1/23/14 IBoy Scouts of America T-64 Usage Fee 6/13, 14 & 15 375.00 - i i i FEBRUARY RECEIPTS $ 950.00 - - $ 2,055.00 $ 3,005.00 - - - - - YEAR TO DATE $ 950.00 - - $ 2,055.00 $ 3,005.00 - - - - - I I III I r February Report 2014 Events Booked this Period LODGE April 12 & 13 SC Girl Scout Troop 1820, Christine Jansson May 16, 17 & 18 Rocky Point Girl Scout Troop 1133, Jean Ann Johnson June 20, 21 & 22 Boy Scout Troop 251, Tina Springer July 11, 12 & 13 Boy Scout Troop 384, Joan Holomshek October 18 Rachel Wells, wedding reception Community Room June 7 Mary Korpi, 35`" wedding anniversary party June 28 Nichole Webb, graduation party November 27 Susanne Auer, Thanksgiving dinner party Picnic Area July 19 Friends of the Mattituck-Laurel Library, Doris McGreevy Page 2 of 2 MATTITLIiCK PARK DISTRICT MONTHLY WORK REPORT MONTH: JANUARY, 2014 Scout Lodge • Refinished hardwood floor in Main building • Installed new window blinds on Main floor • Cleaned and painted kitchen stove with heat-resistant paint • Repaired and replaced hung ceiling in basement • Resealed large opening on outside basement door Veteran's Park • Scraped paint by hand from old bath house building in preparation for painting • Repaired brush-cutting tractor in preparation for sale • Changed oil, oil filter and completed tune-up on John Deere tractor and all available mowing equipment • Cleaned and checked Aldrich Lane outside property and all other MPD properties twice daily • Built and painted four (4) new benches for Vet's Park • Salted for ice and snow all walkways at MPD properties • Cleaned and rearranged Aldrich Lane warehouse work area