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HomeMy WebLinkAboutMPD-03/12/2014 MEETING AGENDA Mattituck Park District Board of Commissioners Meeting Wednesday, March 12, 2014 Presiding Commissioners Russell Williamson, Chairperson Gerard Goehringer Michael Ryan Call to Order Russell Williamson, Chairperson Pledge Approval of Minutes (2/12/14 Meeting) Presented via email Treasurer's Report Shelley Maddaloni Clerk's Report Lydia Tortora Maintenance Report Russell Williamson 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 Veterans Park— Bulkhead Plantings RFP Easter Egg Hunt Update East End Sporting Goods Outstanding Invoices Dogs on Park District Properties Aldrich Lane Agreement w/Mattituck-Cutchogue UFSD for Aldrich Lane fields Mattituck Inlet Dredging Issues RESOLUTIONS Resolution 2014-27 authorizing the Clerk to solicit quotes for Beach Grass, etc. for a 10' x 400' area at Veterans Park pursuant to Trustees permit Resolution 2014-28 approving Bill Register and payment of current bills EXECUTIVE SESSION Matters involving employment of particular person(s) PUBLIC COMMENT SESSION MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES MARCH 12, 2014 Attendance Russell Williamson,Chairperson Michael Ryan,Commissioner Gerard Goehringer,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 6:32 p.m. Pledge of Allegiance APPROVAL OF MINUTES Motion by R.Williamson, seconded by G. Goehringer, all in favor and motion carried to approve the Minutes from the February 12, 2014 Board of Commissioners meeting submitted via email. TREASURER'S REPORT S. Maddaloni reported that cash totaled $12,892.61, Money Market Account totaled $701,223.28, petty cash totaled$50.00,assets totaled $714,165.89, liabilities totaled $1,261.28, fund balance totaled $712,904.61, leaving a liabilities and fund balance total of$714,165.89. S. Maddaloni stated that the bills for Bergo (paper towel dispensers), Lou's Service (2003 truck repair) and Reflective Nature (plowing Pike Street parking lot 3 times)were not standard monthly bills. She also stated that the Home Depot bill was higher than usual because it included the lights around Vets building. NYMIR sent us a check which S. Maddaloni recorded as a refund. L.Tortora said it should be recorded as interest. D. Prokop inquired as to what it was for. It was agreed that S. Maddaloni will look into this and get back to everyone via email. Motion by R. Williamson, seconded by G. Goehringer, all in favor and motion carried to accept and approve the Treasurer's Report. CLERK'S REPORT L.Tortora stated that the other revenue receipts totaled $4,565 and was mostly due to the Lodge. L. Tortora reported that bookings and inquiries for same have been busy lately. She reported that a Scouts troop did not leave the Lodge in good condition recently and it took 2.5 hours for our maintenance employees to clean up. She explained the situation to the Scout Leader and further informed him that we will retain part of their security deposit. She also informed everyone that she spoke with the Leader for Scout Troop 39 about a planting project and he was interested. L.Tortora asked Ed to get prices for two barbecue grills for outside by the Community Room. Our maintenance guys will build the picnic tables that we need. D. Prokop and the Commissioners audited Boy Scout Troop 221 and Girl Scout Troop 54 and everything was found to be in order. Motion by G. Goehringer, 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. Veterans Park—Bulkhead Plantings RFQ G. Goehringer expressed concern over the beach grass quotes containing a warranty for one year. L. Tortora asked for clarification on the specs for this RFQ. It was agreed that we should ask for two separate prices in quotes—purchase and a purchase and install. L.Tortora suggested the Boy Scouts could plant one row down by Marlene Lane. L.Tortora inquired about the time frame for installing these plantings. L.Tortora reminded everyone that we also need to plant 3 trees. L.Tortora and R. Williamson will obtain prices for 3 trees and 2 barbecue grills. R.Williamson said he feels people should bring their own grills. G.Goehringer suggested tabletop propane grills. M. Ryan suggested propane grills and people would have to bring their own tanks. We need to be mindful of the time frame for these plantings. L.Tortora spoke with Mattituck's Fire Chief about their event in September and told him that they can set up after the wedding people are gone or the day of the event. R.Williamson said he spoke with Bruce Anderson of Suffolk Environmental about these plantings and Mr.Anderson said we could hydroseed landward of the beach grass. M. Ryan reported that the President of the Trustees,John Bredemeyer,told him that we can't plant hydroseeding. M. Ryan suggested a meeting with the Town Trustees and Commissioners to discuss the plantings. G. Goehringer stated that he didn't feel that hydroseeding would be a problem after the beach grass is planted. Easter Egg Hunt Update G. Goehringer has contacted several people about donations and no one has said no. He also suggested that the donation we receive from the Chamber be used to purchase the bicycles for prizes. D. Prokop said this was acceptable. D. Prokop asked L. Krauza to send him the Town's policy on fundraising. L. Tortora said she needs a list of the sponsors that we should be thanking. L. Krauza suggested a thank you in the form of a Press Release that should be published for free in the newspaper. L. Krauza to draft a Press Release. L. Krauza informed everyone that Donielle Cardinale can narrate the event on 4/13/14 but she will be out of town on 4/19/14 if we have to reschedule due to weather. The sponsors so far are Mattituck Chamber, Country Time Cycles, East End Lions Club, Laurel Stone and 7-11 in Mattituck. East End Sporting Goods Outstanding Invoices S. Maddaloni has copies of these invoices that go back to 2012 and 2013. She said 48 t-shirts were purchased last year and a $60 beach chair. R. Williamson could not find the beach chair. S. Maddaloni will obtain the receipts from East End Sporting Goods so we can determine who authorized these purchases. L. Krauza will schedule an appointment with Nancy Hartmann to come to the Work Session on 4/1/14 at 6:45 p.m. so that the Commissioners can speak with her about the Beach Manager position for this summer as well as these outstanding invoices. Does on Park District Properties R.Williamson spoke about the significant number of people walking dogs on the beach at Vets Park and not cleaning up after them. D. Prokop said the Commissioners can pass rules and regulations regarding this matter but enforcing the rules may be an issue. Aldrich Lane IMA w/Mattituck-Cutchoeue UFSD D. Prokop is expecting to receive the new Agreement tomorrow from the School's attorney. M. Ryan suggested that next year we give the School the fields they need for the 4 months. M. Ryan further suggested that we revisit the Field Use Policy for fees regarding outside residents. He feels we should charge out of town people more money. He feels that the Mattituck Soccer Club through Lang Island Juniors controls these fields. A discussion will be placed on our September Work Session regarding fees and our Field Use Policy. Mattituck Inlet Dredging Issues R.Williamson said that no sand was removed from our beach and that the contractor has left the area. G.Goehringer said that Doug Cooper removed all of the beach grass and further said that the EPA said they needed it for someplace else. No permit was issued by the Park District for removal of this beach grass. The beach grass was in a piping plover area. D. Prokop will look into this. D. Prokop will contact the Town Attorney or Town Engineer to inquire as to the current status of the project. Miscellaneous D. Prokop asked that L. Krauza place on the April Work Session Agenda that we need to obtain one more appraisal quote for the Pike Street property. RESOLUTIONS Resolution 2014-27 authorizing the Clerk to solicit proposals for Beach Grass for a 10'x 400'area at Veterans Park pursuant to Trustees permit. Motion by G. Goehringer, seconded by R.Williamson, motion unanimously carried to adopt Resolution No. 2014-27. Resolution 2014-28 approving Bill Register and payment of current bills. Motion by R.Williamson, seconded by G. Goehringer, motion unanimously carried to adopt Resolution No. 2014-28. Resolution 2014-29 authorizing Chairperson Russell Williamson to execute the Inter-Municipal Agreement with the Mattituck-Cutchogue UFSD re: Aldrich Lane fields. Motion by M. Ryan,seconded by R.Williamson, motion unanimously carried to adopt Resolution No. 2014-29. Resolution 2014-30 authorizing the Clerk to solicit quotes for a new 135,000 BTU oil burner at the Lodge was unanimously approved. Motion by R. Williamson,seconded by G.Goehringer, motion unanimously carried to adopt Resolution No. 2014-30. Resolution 2014-31 hiring Tim Pumillo as a full-time Laborer at an hourly rate of$15.00 effective 3/13/14, including health insurance wherein Mr. Pumillo will contribute 25%ofthe Park District's annual cost,was unanimously approved. Motion by R.Williamson, seconded by G.Goehringer, motion unanimously carried to adopt Resolution No. 2014-31. EXECUTIVE SESSION Motion by R. Williamson, seconded by G. Goehringer to go into Executive Session at 8:20 p.m.to discuss a personnel issue. Motion by G. Goehringer,seconded by M. Ryan to come out of Executive Session at 8:55 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 G. Goehringer, all in favor and motion carried to adjourn the meeting at 8:56 p.m. RESOLUTION NO. 2014-27 RESOLUTION AUTHORIZING THE CLERK TO SOLICIT PROPOSALS FOR PLANTINGS AT VETS PARK BULKHEAD RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to solicit proposals for plantings and/or installation for a 10' x 400' area at Veterans Park bulkhead, in accordance with the terms of the Southold Town Trustees permit. RESULT: ADOPTED 3/12114 (Unanimous) RESOLUTION 2014-28 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 March 12, 2014 meeting and further authorize payment of the current bills. RESULT: ADOPTED 3/12/14 (Unanimous) RESOLUTION 2014-29 RESOLUTION AUTHORIZING CHAIRPERSON TO EXECUTE INTERMUNICIPAL AGREEMENT WITH MATTITUCK-CUTCHOGUE UFSD RESOLVED that the Board of Commissioners of the Mattituck Park District (hereinafter "Park District") hereby agree to enter into an Intermunicipal Agreement with the Mattituck-Cutchogue U.F.S.D. (hereinafter "School District") upon substantially the same terms as the prior Agreement except as follows: 1. School District shall have exclusive use of Park District Field Two per map attached hereto. 2. Park District shall have exclusive use of School District portion of Field Three per map attached hereto. 3. School District shall cut the grass on all fields used and shall restore fields on an ongoing basis and at the end of the Spring season to equal or better than field conditions at the start of the season. BE IT FURTHER RESOLVED that the Chairperson of the Park District is hereby authorized to execute the Intermunicipal Agreement on behalf of the Park District after the Agreement is approved by Legal Counsel. RESULT: ADOPTED 3/12114 (Unanimous) RESOLUTION 2014-30 RESOLUTION AUTHORIZING CLERK TO SOLICIT QUOTES FOR NEW OIL BURNER AT THE LODGE RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to solicit quotes for a new 135,000 BTU oil burner for the Lodge. RESULT: ADOPTED 3/12/14 (Unanimous) RESOLUTION 2014-31 RESOLUTION AUTHORIZING THE HIRING OF LABORER TIMOTHY PUMILLO ON A FULL-TIME BASIS RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the hiring of Laborer, Timothy Pumillo, on a full-time basis at an hourly rate of$15.00, including health insurance benefits with an employee contribution of 25% of the Park District's total costs, effective March 13, 2014. RESULT: ADOPTED 3/12/14 (Unanimous) Mattituck Park District Balance Sheet 3/12/2014 Assets Account Account Name Balance A.200 Cash 12,892.61 A.201 Cash in Time 701,223.28 A.210 Petty Cash 50.00 Total Assets 714,165.89 Liabilities Account Account Name Balance A.021 NYS Tax Payable 0.00 A.022 Federal Tax Payable 440.24 A.023 Income Executions 1.64 A.026 FICA Tax Payable 819.40 Total Liabilities 1,261.28 A.909 Fund Balance 712,904.61 Total Liabilities plus Fund Balance 714,165.89 Bill Register March 2014 Check No. Payee Date Amount 24069 BP 3/12/2014 638.15 24070 Bergo Janitorial 3/12/2014 270.50 24071 BWP 3/12/2014 5.99 24072 C.F. Duzer 3/12/2014 358.85 24074 Eckert Oil 3/12/2014 1,367.93 24075 Harry Goldman 3/12/2014 55.00 24076 Home Depot 3/12/2014 1,586.76 24077 Island Portables 3/12/2014 234.75 24078 Jamesport Hardware 3/12/2014 109.74 24095 Laurel Stone 3/12/2014 22.00 24079 Lou's Service 3/12/2014 1,361.99 24080 Marjam 3/12/2014 286.57 24096 Mattituck Enviro 3/12/2014 162.75 24082 NAPA Auto Parts 3/12/2014 36.95 24083 National Grid 3/12/2014 473.64 24084 NYSIF 3/12/2014 724.62 24086 Optimum 3/12/2014 119.85 24085 Orlowski 3/12/2014 128.99 24087 Oxford 3/12/2014 1,790.12 minus Tim 24073 Dave Prokop 3/12/2014 822.50 24088 PSEG 3/12/2014 1,007.74 24089 Reflecting Nature Maint. 3/12/2014 450.00 plowing 24090 SCWA 3/12/2014 27.89 24091 SCWA 3/12/2014 20.49 24092 Staples 3/12/2014 129.56 24093 Verizon 3/12/2014 39.43 24094 Verizon Wireless 3/12/2014 154.49 Total: $12,387.25 add-on 24102 John Sepenoski 3/17/2014 262.50 reissue chli JATTITUCK PARK DISTRICT APP. os.Paym/ent 2 Time[/1/12 AM Mattituck Park District Page rw.l P.O. Box 1413 Mattltuck,New York 11952 Account Account Name t]nw*Budg Month To Date Year To Date Remaining Buda A.1001 Real Property Taxes 404,860.00 7,527.00 349,252.80 55,607.20 A.1090 Interest-Real Prop.Tax 0.00 0.00 0.00 0.00 A.2401 Interest&Earnings 2,091.00 881.00 1,065.68 1,025.32 A.2440 Concession Rental 400.00 0.00 0.00 400.00 A.2590 Beady Pemd s 10,160.00 0.00 0.00 10,160.00 A.2620 Forfelted 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 tilts&Donations 650.00 0.00 25.00 625.00 A.2771 Other Revenue 19,185.00 650.00 4,565.00 14,620.00 A.030 Bid Deposlfs 0.00 0.00 0.00 0.00 A.4960 Federal Emerg.Man.Ail 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 91058.00 354,908.48 165,316.52 Expend4ues Parking Attendants 0..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 Parka,Part-Time Hourly 48,500.00 3,680.69 11,520.35 36,979.65 A.7111.12 Parks,Full-time Hourly 59,000.00 3,112.20 10,369.80 48,630.20 A.7112.12 Parks,Office 30,000.00 2,083.00 6,132.00 23,868.00 Total Parks Personnel 137,500.00 6,875.89 28,022.15 109,477.85 Capital Outlay A.7110.242 Site improvements 123,600.00 286.57 636.57 122,963.43 A.7110.243 Equipment 29,000.00 0.00 0.00 29,000.00 Total Capital Wday 152,600.00 286.57 636.57 151,963.43 Ciontiradiial Expenses A.1980 MFA Payroll Tax 0.00 0.00 0.00 0.00 A.7110.411 Supplies&Materials 36,000.00 4,253.63 13,307.40 22,692.60 A.7110.410 Prompt Payment Discounts 0.00 0.00 0.00 0.00 A.7110.412 Offl a Stationary 500.00 0.00 0.00 500.00 A.7110.421 Telephone 3,900.00 313.77 967.22 2,932.78 A.7110.422 Electric 10,000.00 1,007.74 2,079.12 7,920.88 A.7110.423 Water 500.00 48.38 131.25 368.75 A.7110.424 Naturals Gas 51000.00 832.49 2,421.43 2,578.57 A.7110.431 Insurance 25,000.00 724.62 1,760.58 23,239.42 A.7110.442 Site Maint/Fadlity Rprs 25,000.00 902.50 3,347.30 21,652.70 A.7110.443 Equipment Repairs 6,000.00 1,404.93 2,386.83 3,613.17 A.7110.451 legal Council 10,000.00 822.50 2,467.50 7,532.50 A.7110.452 Secretary 6,400.00 480.76 1,442.28 4,957.72 A.7110.453 Treasurer 7,400.00 560.00 1,680.00 5,720.00 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 0..7110.462 Pemft 475.00 0.00 0.00 475.00 Total Contractual Expense 149,025.00 11,351.32 32,082.91 116,942.09 Beaches 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,F7npoyee Barel s 14,000.00 758.62 2,382.55 11,617.45 A.9D50.8 Unemployment Insurance 0.00 0.00 0.00 0.00 A.9060.8 Medical Insurance 15,000.00 1,342.58 4,027.74 10,972.26 Taal Employee Benefits 29,000.00 2,101.20 6,410.29 22,589.71 Total Expenditures 517,525.00 22,614.98 67,151.92 450,373.08 March 2014 Clerk's Report of Receipts Period Covering February 11 - March 10, 2014 Deposit Other Revenue - Picnic Comm Total Beach Ramp Federal :oncessio Date Group/Payee Description Dates Booked Lodge Area Room Other Other Rev. Permits Permits Donations Aid Rental January Report - - February Report 950.00 - - 2,055.00 3,005.00 - - - - - Totals previously reported 950.00 _.$_ 950.00 $ 2,055.00 . $ 3,005.00 - -- - - $ - _.. March Report: 2/11114 Girls Scouts SC Ser Unit 54 Usage Fee 3/28,29&30 450.00 Girl Scouts SC Troop 896 Usage Fee 5/3&5/4 150.00 2/21/14 Manorville BS Troop 221 __.. .. Usage Fee 2/14, 15&16 310.00 East End Lions-Donation Easter Egg Hunt 4/19/14 ! 25.00 3/3/14 Babylon Village GS Tr-1820 . Usage Fee 4/12&4/13 225.00 - - -- 3/10/14 Boy Scout Troop 414 - Usage Fee/Cleanup 2/21,22&23 50.00 -- - - - - --- - BSA Troop 1776 Usage Fee 3/8&319 375.00 i MARCH RECEIPTS $ 1,560.00 - - - $ 1,560.00 - - 25.00 - YEAR TO DATE $ 2,510.00 - - $ - $ 4,565.00 - - 25.00 - - PAGE l OF 2 r March Report 2014 Events Booked this Period LODGE March 8 &9 BS America Troop 1776, Greg Murroff May 23, 24 &25 SC Girl Scout Troop 2536, Laura Karlin May 30, June 1 &2 SC Girl Scout Troop 361, Charles Schaefer July 18, 19&20 SC Girl Scout Troop 461, Peggy O'Neill August 1, 2 & 3 SC Girl Scout Troop 488, Christine Farrugia COMMUNITY ROOM June 14 Richard Zahra, birthday party July 12 Christopher and Parthena, child's birthday party July 25 Jenice Malecki, pre-school graduation party Sept. 13 Frank Koscheka, wedding reception Community Room & Picnic Area Sept. 6 Brent Bookmiller, wedding ceremony and reception PICNIC AREA June 20 Karen McLaughlin, Southold Town HRC - senior outing July 13 Joe Finora, NF Italian American Club—Annual Picnic July 20 Doris McGreevy, Friends of the Mattituck-Laurel Library Rhonda Denet—Jazz Trio 3 pm—4pm (outdoor concert)40 p Aug. 16 Vincent Tirelli, Mattituck Fire Dept. -Annual Picnic Sept. 14 Vincent Tirelli, Mattituck Fire Dept. Car Show Page 2 of 2 MATTITUCK PARK DISTRICT MONTHLY WORK REPORT MONTH: February, 2014 • Repaired and sealed all doors at Scout Lodge • Installed carbon monoxide detectors on 15t and 2nd floor of Scout Lodge • Repaired and painted orger for post hole digger, John Deere • Tremendous amount of snow plowing, sanding, salting and cleaning walks, all locations • Installed new door on front of old bath house, Vets Park • Installed new LED lights at main building, Vets Park • Checked all properties two times a day • Heating system went off at Vets Park building and was repaired and is working well at this time • Did major clean-up of Vets Park playground, including moving sand near slides and swings • Continued work of scraping paint off old bath house at Vets Park in preparation for new paint job in Spring • Replaced old rotted wood on old bath house, Vets Park