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Home My WebLink AboutMPD-02/11/2015MEETING AGENDA Mattituck Park District Board of Commissioners Meeting Wednesday, February 11, 2015 Presiding Commissioners Call to Order Pledge Approval of 1/13/15 Meeting Treasurer's Report Clerk's Report Maintenance Report Gerard Goehringer, Co -Chairperson Michael Ryan, Co -Chairperson Russell Williamson, Commissioner Minutes Presented via email Shelley Maddaloni Lydia Tortora 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 Appointment @ 6:00 p.m. — Chris Dwyer, L.K. McLean Associates, P.C. Veterans Park — Parking Lot Paving Project Public Informational Meeting @ 6:00 p.m. — Potential Sale of Love Lane Extension lot to Dr. Mercier 1. Amendments to Community Room and Picnic Area Policies 2. New computer(s) for Office Staff 3. Regulatory compliance RESOLUTIONS Resolution 2015-14 adopting the attached Amendments to the Community Room and Picnic Area Policies Resolution 2015-15 authorizing the Clerk to solicit bids for the Veterans Park Parking Lot Paving Project Resolution 2015-16 authorizing sale of Love Lane Extension lot to Dr. Mercier Resolution 2015-17 approving Bill Register and authorizing payment of current bills PUBLIC COMMENTS MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES . FEBRUARY 11, 2015 Attendance Michael Ryan, Co -Chairperson Russell Williamson, Commissioner David Prokop, Legal Counsel Shelley Maddaloni, Treasurer Lydia Tortora, Clerk Lynne Krauza, Secretary CALL TO ORDER L. Krauza called the meeting to order at 6:00 p.m. L. Krauza announced that G. Goehringer was excused from this evening's meeting. Pledge of Allegiance APPROVAL OF MINUTES Motion by R. Williamson, seconded by M. Ryan, all in favor and motion carried to approve the Minutes from the January 13, 2015 Meeting submitted via email. TREASURER'S REPORT S. Maddaloni reported that cash totaled $16,092.73, Money Market Account totaled $810,650.86, petty cash totaled $350.00, assets totaled $827,093.59, liabilities totaled $565.20, fund balance totaled $826,528.39, leaving a liabilities and fund balance total of $827,093.59. She stated that she combined the Call Ahead invoices into one check. She said she did not receive Call Ahead's December invoice but we are up to date now with them. Kolb's two invoices included tax which was removed. She said Chris Mohr was for snowplowing and John Sepenoski was for the work on her computer and that these are not normal monthly bills. She said that PSEG charged us $50 because they could not enter the gate at Breakwater to read the meter. S. Maddaloni advised that cell phone number ending in 5211 had $35 in data usage on the bill. She will contact Verizon and ask for proof of this charge. R. Williamson said that was Tim's cell phone and that he was not able to access data from that phone. She said there is a discrepancy with her numbers and Lydia's numbers regarding Other Revenues having to do with a check that bounced from a Boy Scout Troop. L. Tortora said she contacted the Boy Scout Troop Leader and there was a problem with their bank and the check was reissued. L. Tortora said her January report reflected this bounced check as a negative and it was corrected for the February report. She told S. Maddaloni that she needs to subtract the bounced check amount ($575) from her January report and put it in for February. S. Maddaloni said she needs backup and L. Tortora told her she gave her the backup and told her to look at the bank statement. S. Maddaloni and L. Tortora will work this out. S. Maddaloni will send L. Krauza a revised Bill Register for the January meeting packet. S. Maddaloni said she spoke with BP and her name is now on our account. L. Tortora will be the person to receive their bills, as they will not send their bill to more than one person. S. Maddaloni also arranged with BP to have our bills due the -1- 22nd of the month. S. Maddaloni said she received a check from NYMIR, an interest payment, and that the check was dated 11/18/14 and she just received it now. L. Tortora told her when she received the check which was in early February and it was agreed that S. Maddaloni would contact Roy Reeve Agency to find out why we just received this check that was dated in November. S. Maddaloni received quotes from Call Ahead on upscale porta potties and handed the information to the Commissioners. She said they will drop off on Fridays and pick up on Mondays. R. Williamson said that Northeastern Equipment told him a week ago that they didn't get paid for recent repairs made to our equipment. S. Maddaloni will check her records to see what they have been paid. S. Maddaloni distributed the bills to R. Williamson for Northeastern Equipment for review. D. Prokop asked S. Maddaloni about the McLean bills appearing on .the Bill Register and what they were for. She distributed the bills for McLean to Dave for review. S. Maddaloni said that the next time anyone gets a call about a bill to let her know. The McLean bill for $355.50 was placed on hold by the Commissioners for the Vets Park Parking Lot Project until the paperwork was finished. It was agreed by the Commissioners that this bill should not be paid yet because we are awaiting the final bid packet from McLean. Regarding the McLean bill for $596.75, S. Maddaloni said McLean told her that they never got paid for this amount. S. Maddaloni said that she was awaiting their statement. D. Prokop said we cannot make a payment without any backup documentation and it was agreed by the Commissioners that the two checks issued to McLean should be voided. S. Maddaloni will send L. Krauza a revised Bill Register for February. Motion by M. Ryan, seconded by R. Williamson, all in favor and motion carried to accept the Treasurer's Report with the required revisions. CLERK'S REPORT L. Tortora stated that she amended her January report due to the Boy Scout Troop 371 check that bounced. She said the Troop Leader told her that when they contacted their bank about the check bouncing, they were told their account was hacked. L. Tortora deducted the $575 from her January report and we were not charged a return check fee. She also changed all her totals. L. Tortora told the Commissioners that there was a Birthday Party booked for 2/21/15 and she was concerned about the status of the parking lot with the snow for parking purposes. R. Williamson said the grass area was cleared and they can park there. L. Tortora said the Mattituck Mets deposit of $35 was from last year for non-residents. She said she was thinking about creating another column to her report after "Other Revenues" called "Fields". L. Tortora said that Mr. Fischetti sent FEMA a letter stating that to the best of his knowledge, the stairs and ramp were built to the Codes and Standards. She said the stairs and ramp are not subject to any Certificates of Occupancy but they are subject to NYS Building Code. She said -2- that FEMA was satisfied with what she sent them last week. She spoke with Derek in the Homeland Security Division and was told that our application is now being reviewed by insurance. Derek sent her a copy of the PW. She handed out copies of the PW sheet to everyone. D. Prokop asked L. Tortora about the date we received prior monies from FEMA and she will check her records and get back to him. L. Tortora said she has received applications from Mattituck Soccer Club, LI Ladies League, and North Fork United Soccer Club. She said Joe Vaz will be submitting his paperwork for the fields. M. Ryan said Lisa Fox reached out to him about holding clinics for really small kids at Vets. R. Williamson said we should wait and see what happens. M. Ryan would like to accommodate them and suggested Aldrich Lane fields. D. Prokop and the Commissioners audited Girl Scout Troop 537 and Vincent Tirelli and everything was found to be in order. Motion by M. Ryan, seconded by R. Williamson, all in favor and motion carried to accept the Clerk's Report. MAINTENANCE REPORT M. Ryan stated that the Maintenance Report was on file in the Clerk's Office and anyone wishing to review same may do so. Motion by R. Williamson, seconded by M. Ryan, all in favor and motion carried to accept the Maintenance Report. APPOINTMENT — CHRIS DWYER, L.K. MCELAN ASSOCIATES — VETS PARK PARKING LOT PAVING PRnIF: T C. Dwyer handed out updated bid packets which were revised in accordance with emails, etc. He and D. Prokop have been working to prepare these packets so that we will be eligible for the 25% State funding. C. Dwyer said pages IV -7 & IV -8 read to HUD and the requirements for wage rates. Also included is the DEC permit as well as the technical specs. He said the scope of work is defined in the DEC permit and the conditions listed on the DEC permit are part of our bid packet. He also added sediment control measures to satisfy the Town Engineer. C. Dwyer pointed out the grading plan for the Commissioners to review. He said the beach grass for certain areas with berms are for stability and that the beach grass will be minimal. M. Ryan asked whether the DEC would be inspecting the project and C. Dwyer said they could but they may not. R. Williamson spoke about several contractors involved in this project and C. Dwyer said one general contractor will perform the job and use subcontractors to complete all aspects. R. Williamson asked about the mixture for asphalt and the need to explain to the contractor that we want 4-6" RCA, grind it up together, grade everything and then roll it before putting down the asphalt. R. Williamson asked about the overlay area and C. Dwyer said we could add a contingency for this area which would be another 30-40 tons. D. Prokop stated that we need to make sure that everyone bidding has the same information. R. Williamson said he would type the specs for the asphalt. L. Tortora will prepare a sheet to add items to include such as insurance, etc. and will send it to C. Dwyer. C. Dwyer said we could hold a non -mandatory pre - bidders conference with a sign -in sheet and we can issue an Addendum for clarification and -3- have bidders acknowledge receipt of the Addendum as part of their bid response. L. Tortora asked about a digital file for out of Town bidders and C: Dwyer said he will make a digital file and send it to her. C. Dwyer said he will include a bid bond. D. Prokop inquired about the completion time frame and whether we want the time frame less than 90 days. It was agreed by the Commissioners that C. Dwyer will change the completion time frame to 45 days. C. Dwyer asked if the Commissioners felt that $500/day in liquidated damages was enough and they agreed to this amount. D. Prokop stated that we will need C. Dwyer to sign off on all payments prior to making them and C. Dwyer said this will be placed in the bid packet. D. Prokop stated that we need a general waiver and release in the bid packet and C. Dwyer said we can add this language into the bid packet and a one year Maintenance Bond. D. Prokop said he will send C. Dwyer language regarding this and the 45 day completion time frame. L. Tortora will send D. Prokop the summary page for review and will send the final one to C. Dwyer for inclusion. C. Dwyer said he will share with L. Tortora a municipal -type notice to bidders. C. Dwyer will provide us with 15-20 bid packets for distribution to bidders. C. Dwyer said that typically you would hold 5% which would get paid once the contractor furnishes us with a one year Maintenance Bond. C. Dwyer said he needs one week to prepare the final bid packet. The resolution appearing on tonight's Agenda authorizing the Clerk to solicit bids will be tabled until the March 10, 2015 meeting. PUBLIC INFORMATION MEETING — SALE OF LOVE LANE EXTENSION LOT TO DR. THOMAS & BARBARA MERCIER D. Prokop stated that we have a parcel (33' x 115') owned by the Park District, adjacent to Dr. Mercier's property, wherein part of this lot would be sold to Dr. Mercier subject to any rights of way and easements. He further stated that this parcel is not used for any Park District purpose by the Park District and we have an appraisal on file from Andrew Stype Realty dated 11/7/14 reflecting an appraised value of $7,000. D. Prokop said the estimated cost to transfer a portion of this parcel to Dr. Thomas & Barbara Mercier would be $3,500. He further stated that Dr. Mercier has made an offer to purchase of $10,500. D. Prokop said the purpose of tonight's Information Public Meeting was for the purpose of answering any questions. There was no one from the public in attendance at tonight's meeting, nor did we receive any emails or phone calls regarding this matter. D. Prokop stated that we will pass a resolution at tonight's meeting relative to a referendum vote on this proposed sale and that we will notify the Merciers' of the vote results. He said the vote will be held on the same date as our monthly meeting in March which is 3/10/15 and the time frame for the vote will be from 6:00 p.m. to 8:00 p.m. We will need two inspectors to work this vote. D. Prokop will send L. Krauza the Legal Notice to be published and posted. L. Krauza will find out the deadline for publishing the legal notice by contacting Suffolk Times tomorrow and will let everyone know. The Legal Notice will be published in the 2/19/15 and 2/26/15 editions of the Suffolk Times. REVISIONS TO COMMUNITY ROOM AND PICNIC AREA POLICIES L. Tortora distributed the final revisions to these Policies. D. Prokop said he will review the indemnification language because he wants to conform it to the Field Use Policy. These amendments will be adopted at tonight's meeting. -4- NEW COMPUTER(S) FOR OFFICE STAFF L. Tortora addressed the Commissioners about the need for a computer for Chrissy as soon as possible and obtained two quotes which she distributed to the Commissioners. She said that John Sepenoski got Chrissy's printer set up and said that she and Chrissy's computers are not compatible. At this time S. Maddaloni interrupted L. Tortora's conversation with the Commissioners and asked about her need for a new computer as well. S. Maddaloni continuously interrupted the conversation and M. Ryan kept trying to ask questions of L. Tortora and S. Maddaloni kept interrupting him and interjecting her needs for a new computer. L. Krauza, in frustration, asked S. Maddaloni to stop interrupting and to let them have their conversation. S. Maddaloni became more agitated and asked L. Krauza what was wrong with her. L. Krauza stated to S. Maddaloni that she was tired of her. S. Maddaloni then stated that she has 20+ years of computer experience and that what L. Tortora was saying about compatibility was not true. She then walked out of the meeting. At this time, the conversation continued between L. Tortora and the Commissioners. M. Ryan asked if the compatibility issues were software issues and maybe Chrissy's computer needs software upgrades. L. Tortora stated that she did not believe that this was the case and emphasized that Chrissy's computer is very old. It was agreed that L. Tortora will have John Sepenoski review the quotes she received for feedback. REGULATORY COMPLIANCE D. Prokop asked to have this item placed on our Agenda tonight. He said it has to do with the Park District's financial records and how they are protected. He told L. Krauza to place this matter on our March Work Session Agenda. He said the Commissioners will meet with L. Tortora, as Clerk, and S. Maddaloni, as Treasurer. D. Prokop said he will contact S. Maddaloni tomorrow with respect to her providing financial information in response to the District's most recent audit. D. Prokop will contact L. Tortora with respect to the items she will need for this meeting. MISCELLANEOUS L. Tortora spoke to the Commissioners about the issues with our website and the domain name. She said our domain registration expires on 6/17/15 and that she has been advised that our domain name is available. She has spoken with a woman that will be able to assist us in securing our domain name and getting our website back on track. This matter will be placed on the March Work Session agenda. D. Prokop said we need to identify who we are dealing with and the fees they will charge us. M. Ryan suggested we may want to consider a new domain name, etc. R. Williamson attended the Mattituck Chamber of Commerce meeting and spoke with Supervisor Russell regarding the Pike Street parking lot and told him we are not in the parking lot business. Supervisor Russell told R. Williamson that the Town will consider purchasing the property. R. Williamson also stated that it would be much easier for the Town's Highway Department to plow and sand the Pike Street parking lot. -5- PUBLIC COMMENTS Dr. Thomas & Barbara Mercier were in attendance at our meeting. No one else from the public was in attendance. RESOLUTIONS Resolution 2015-14 adopting the Amendments to the Community Room and Picnic Area Policies was unanimously approved. Motion by M. Ryan, seconded by R. Williamson, motion carried to adopt Resolution No. 2015- 14. Resolution 2015-15 authorizing the Clerk to solicit bids for the Veterans Park Parking Lot Paving Project was unanimously tabled to the March 10, 2015 meeting. Motion by M. Ryan, seconded by R. Williamson, motion carried to table Resolution No. 2015-15 to the March 10, 2015 meeting. Resolution 2015-16 authorizing the noticing and publishing of the referendum vote in connection with the sale of property to Dr. Thomas & Barbara Mercier, as revised by Legal Counsel, was unanimously approved. Motion by M. Ryan, 6econded by R. Williamson, motion carried to adopt Resolution No. 2015- 16, as revised. Resolution 2015-17 approving Bill Register and authorizing payment of current bills was unanimously approved. Motion by M. Ryan, seconded by R. Williamson, motion carried to adopt Resolution No. 2015- 17. Resolution 2015-18 appointing no more than two Election Inspectors for the referendum vote was unanimously approved. Motion by M. Ryan, seconded by R. Williamson, motion carried to adopt Resolution No. 2015- 18. Resolution 2015-19 appointing Lydia Tortora as Election Coordinator for the referendum vote was unanimously approved. Motion by M. Ryan, seconded by R. Williamson, motion carried to adopt Resolution No. 2015- 19. There being no further business to come before the meeting, motion by M. Ryan, seconded by R. Williamson, all in favor and motion carried to adjourn the meeting at 8:30 p.m. 1A RESOLUTION 2015-14 RESOLUTION ADOPTING AMENDMENTS TO COMMUNITY ROOM AND PICNIC AREA POLICIES RESOLVED that the Board of Commissioners of the Mattituck Park District hereby adopt the attached Amendments to the Community Room and Picnic Area Policies effective immediately. RESULT: ADOPTED 2/11/15 (Unanimous) RESOLUTION 2015-15 RESOLUTION AUTHORIZING THE CLERK TO SOLICIT BIDS FOR THE VETERANS PARK PARKING LOT PAVING PROJECT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to solicit bids for the Veterans Park Parking Lot Paving Project. RESULT: TABLED TO 3/10/15 MEETING (Unanimous) RESOLUTION 2015-16 RESOLUTION AUTHORIZING THE NOTICING & PUBLISHING OF THE REFERENDUM VOTE FOR THE SALE OF LOVE LANE EXTENSION LOT TO DR. THOMAS & BARBARA MERCIER RESOLVED that pursuant to Chapter 924 of the laws of the State of New York, 1941, as amended, the Board of Commissioners of the Mattituck Park District hereby authorize Secretary, Lynne M. Krauza, to publish the Legal Notice for the referendum vote to be held on March 10, 2015, from 6:00 to 8:00 p.m., for the sale of the Love Lane Extension lot to Dr. Thomas & Barbara Mercier, in the Suffolk Times; and be it further RESOLVED that the Board of Commissioners of the Mattituck Park District hereby further authorize the sale of the Love Lane Extension lot, also known as SCTM #1000-140-1-p/o 19. 1, to Dr. Thomas & Barbara Mercier for the sum of $10,500. RESULT: ADOPTED 2/11/15 (Unanimous) RESOLUTION 2015-17 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 11, 2015 meeting and further authorize payment of the current bills. RESULT: ADOPTED 2/11/15 (Unanimous) Veterans Park Community Room 11280 Peconic Bay Boulevard, Mattituck, NY 11952 A waterfront site for up to 120 people Inside seating limited to 80 people Features • Outside covered patio • Picnic Tables available • Prep kitchen • 8 five-foot round Tables • 5 six-foot round Tables • 3 six-foot long rectangular Tables • 80 plus Chairs available • Portable Beverage Server • Access to beach (Swimming Prohibited when lifeguard off duty.) Rental Fee* • 0-25 people $250 • 26-80 people $400 • 26-80 people $500 Community Room and Picnic Area • 81-120 people '$500 "Community Room and Picnic Area. Must provide minimum 20'x 30'size tent. See fee schedule and instructions. • Wedding Receptions $500 * Security Deposit of $250 required ** Security Deposit of $350 required for groups over 80 people (05 Mattituck Park District P.O. Box 1413, Mattituck, New York, 11952 PH (631) 298-9103, FX (631) 298-9103 mattparkdist@optonline.net • www.mattituckparkdistrict.com MPD - 2015 Veterans Park Community Room- Rules and Regulations Special Use Permits will only be issued to residents of Mattituck Park District and to resident groups and organizations within the Park District. Permits are non -transferable. Applicant must be on the premises during the event and is responsible for the care of the Community Room, parking supervision, garbage and grounds cleanup, and all phases of the event. Reservation Limit. Residents and groups may reserve only two (2) Saturdays and/or Sundays per year. The Application should be returned with the security deposit payable to the Mattituck Park District. Completed Applications, (including Insurance Certificate) and any additional fee(s) must be received 30 days prior to the event, unless timing requires it earlier. Deposit. A SEPARATE DEPOSIT CHECK OF $250.00 is required to hold the date and to ensure against damages or extra cleanup. We will hold your desired date once the deposit is received. The deposit will be returned if the area is found to be undamaged, in clean condition, and compliant with the Rules and Regulations. General Liability Insurance is mandatory and must be arranged and paid for by the applicant. 1. Applicant: Must provide a "Certificate of Insurance" for personal liability insurance (homeowners, event, personal liability, renters, etc.) in the name of the applicant for the amount of $500,000 showing the Mattituck Park District" as "Certificate Holder". Applicant must be a Mattituck/Laurel resident or Mattituck-based group. No exceptions. 2. Caterers, Event Planners and/or other Agents of the Applicant: Must provide a "Certificate of Insurance" for General Liability Insurance of not less than $1,000,000 without alcohol and an additional $1,000,000 Liquor Law Liability Legal Policy if alcohol is served with the "Mattituck Park District" listed as an "Additional Insured" on a Certificate of Insurance. The caterer must provide a copy of their liquor license to the Mattituck Park District. Time Slots Available: Six hours from 10:00 a.m. until 11:00 p.m. The building must be cleaned and vacant by 11 p.m. Wedding Receptions includes an additional six -hours setup and clean-up. Clean-up: • Please include setup and clean-up within the six -hour time allotted. • Group to set-up tables and chairs as needed. • Group to vacuum and spot clean rug as needed. Kitchen floors to be swept and mopped clean. All surfaces to be wiped clean including, tables, chairs, refrigerator, microwave, sinks, countertops and wall areas that have been soiled. • All decorations and garbage to be removed at the end of the event and placed in outside dumpster. General: • All tables and chairs must remain in the building at all times. • Cooking equipment is NOT PERMITTED in building at any time. Crock pots/hotboxes/Sterno are okay. • Use only gas grills outside. No grills or cooking under roof areas. • Alcoholic Beverages may not be served to persons under 21 years of age. The sale of alcohol is prohibited. Alcohol cannot be served in violation of the NY State Alcoholic Beverage Control Law. Applicant is responsible 'for compliance with the NY State Alcoholic Beverage Control Law. ,No glass bottles or beer kegs permitted. • Bonfires, fireworks, glass bottles and animals are prohibited. • Loud music is not allowed. Sound must be contained,in building. • Smoking prohibited in the building and on the porch at all times. Rental with Picnic Area: Please refer to the Picnic area Rules and Regulations for additional information. Parking is available in the designated area of Veterans Beach parking lot or in the Picnic area if space is available. Cancellation/Refund Policy. A full refund or change of date may only be made if the applicant notifies the Park District Clerk thirty (30) days in advance of the event. Applicants canceling less than thirty (30) days prior will forfeit the usage fee and security deposit. MPD 2015 Mattituck Park District - Veterans Park Picnic Area Rules and Regulations Special Use Permits will only be issued to residents of Mattituck Park District and to resident groups and organizations of the Park District. Permits are non -transferable. Applicant must be on the premises during the event and is responsible for the -care of the Picnic Area, - including parking supervision, garbage and grounds cleanup, and all phases of the event. The picnic area is available from 9 a.m. - 8 p.m, All guests and vehicles must leave by 8 p.m. Maximum capacity 120. Reservation Limit. Residents and groups may reserve only one (1) Saturday or Sunday per month. The Application should be returned with the deposit payable to the Mattituck Park District. Completed Applications and any additional fee(s) must be received 30 days prior to the event, unless timing requires it earlier. Deposit. A SEPARATE DEPOSIT CHECK OF $50.00 is required for all groups over 20 people to hold the date and to ensure against damages or extra cleanup. We will hold your desired date once the deposit is received. The deposit will be returned if the area is found to be undamaged, in clean condition, and compliant with the Rules and Regulations. Liability Insurance is required for: a) Groups over 20 people: or b) groups using a caterer. Required Insurance certificate(s) and the liquor license of the caterer, if applicable, must be included with the completed application. a) Applicant: Must provide a "Certificate of Insurance" for general or personal liability insurance (homeowners, personal liability, renters, etc.) with insurance limits of not less than $500,000 for groups over 20 people with the Mattituck Park District listed as an "Certificate Holder" on a Certificate of Insurance from a policy in the name of the Applicant. The Insurance Certificate MUST be in the name of a Mattituck Park District resident or resident group. b) Caterers, Event Planners and/or other Agents of the Applicant: Must provide a "Certificate of Insurance" for General Liability Insurance of not less than $1,000,000 without alcohol and an additional $1,000,000 Liquor Law Liability Legal Policy if alcohol is served with the "Mattituck Park District' listed as an "Additional Insured" on a Certificate of Insurance. The caterer must provide a copy of their liquor license to the Mattituck Park District. Tents. 10 ft. x 10 ft. and 10 ft. x 15 ft. No Charge. Must be removed same day. For larger tents, see fee schedule and instructions. Bounce Houses. Prohibited regardless of size. Portable Bathrooms. Use by more than 50 people may require applicant to provide portable bathrooms. Parking is limited to 45 vehicles within the Picnic Area. Additional parking is available in the Veterans Beach parking lot for residents with a valid Beach Permit Sticker or Guest Pass. Vehicles are not permitted to park along Peconic Bay Boulevard. Garbage and grounds cleanup are the responsibility of the Applicant. Garbage must be deposited in the dumpster. Excessive noise, loud music, and hazardous conditions are prohibited. Alcoholic Beverages may not be served to persons under 21 years of age. The sale of alcohol is prohibited. Cancellation/Refund Policy. A full refund or change of date may only be made if the applicant notifies the Park District Clerk thirty (30) days in advance of the event. Applicants canceling less than thirty (30) days prior will forfeit the usage fee and security deposit. Violation of any of the above may result in expulsion or loss of the right to reserve the park for future use. Fee Schedule Groups up to 20 people - No fee. Must check with clerk for park availability Groups of 21- 50 people FEES: 9 am — 5 pm $ 50 Deposit $100 Usage Fee 5 pm — 8 pm $ 50 Late close-up fee INSURANCE: $500,000 Personal Liability or General Liability with Mattituck Park District as "Certificate Holder" evidenced by Certificate of Insurance Caterer $1,000,000 Commercial General Liability, and $1,000,000 Liquor Law Legal Liability Policy (if alcohol is served) with Mattituck Park District added as "Additional Insured" evidenced by Certificate of Insurance. Copy of Liquor License required. Groups of 51-120 people FEES: 9 am — 5 pm $ 50 Deposit $150 Usage Fee 5 pm 8 pm $ 50 Late close-up fee INSURANCE: $500,000 Personal Liability or General Liability with Mattituck Park District as "Certificate Holder" evidenced by Certificate of Insurance. Caterer $1,000,000 Commercial General Liability, and $1,000,000 Liquor Law Legal Liability Policy (if alcohol is served) with Mattituck Park District added as "Additional Insured" evidenced by Certificate of Insurance: Copy of Liquor License required. MPD Amended 2111/ 15 Mattituck Park District P.O. Box 1413, Mattituck, New York, 11952 PH (631) 298-9103, FX (631) 298-9103 mattparkdist(@optonline.net Veterans Park Picnic Area and Community Room Tents Rules and Regulations Tents: Fee Schedule • : 10'x 10'— no charge (must be removed same day) • 10'x 15'- no charge (must be removed same day) • 20'x20'-$100 • 20' X 30' - $150 • 20' x 40' - $200 • 20' x 50' - $250 • 20' x 60' - $350 Tents shall be removed the same day of event. If you are unable to remove the tent until the next day, we require a separate $200 security deposit to ensure that the tent will be removed and the area cleaned by 9:00 a.m. the day following your event. INDEMNIFICATION BY PERMITTEE I the applicant/group/organization agrees to indemnify and hold harmless the Mattituck Park District, its Commissioners, employees, agents and representatives from all claims, lawsuits, actions, proceedings, liabilities, costs and expenses, negligent acts, and injuries and damages of any kind whatsoever resulting from or in any manner related to, in whole or in part, any permitted activity to the fullest extent permitted by applicable law. This indemnification shall extend, without limitation, to use of said facilities and to the restoration of the facilities to their condition prior to use of the same by the permittee, it's guests and invitees. I have read the rules and regulations governing the use for which I have applied and agree that by 'my signature, I, as well as the organization that I represent, will abide by them. Date Applicant Signature PUBLIC INFORMATIONAL MEETING AGENDA Mattituck Park District Board of Commissioners Meeting Tuesday, April 21, 2015 at 6:00 p.m. Presiding Commissioners Gerard Goehringer, Co -Chairperson Michael Ryan, Co -Chairperson Russell Williamson, Commissioner Public Informational Meeting — Proposed Sale of Pike Street Property located at 630 Pike Street, Mattituck, NY — SCTM #1000-140-3-5 SIGN -IN SHEET PRINT NAME BUSINESS NAME (if applicable) RESOLUTION 2015-18 RESOLUTION APPOINTING ELECTION INSPECTORS FOR THE MARCH 10, 2015 REFERENDUM VOTE ON THE SALE OF THE LOVE LANE EXTENSION LOT TO DR. THOMAS & BARBARA MERCIER WHEREAS, a referendum vote of the legal voters of the Mattituck Park District will take place on the 10th day of March, 2015, from 6:00 to 8:00 p.m. for the sale of the Love Lane Lot Extension, also known as SCTM #1000-140-1-p/o 19. 1, to Dr. Thomas & Barbara Mercier; and WHEREAS, Inspectors are needed to manage and process voter registration, tally the votes and record the results; now, therefore, be it RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint no more than two (2) Election Inspectors for the March 10, 2015 referendum vote to work from 5:30 p.m. until the votes have been tallied at a pay rate of $12.00 per hour. RESULT: ADOPTED 2/11/15 (Unanimous) RESOLUTION 2015-19 RESOLUTION APPOINTING LYDIA TORTORA AS COORDINATOR FOR THE MARCH 10, 2015 REFERENDUM VOTE ON THE SALE OF THE LOVE LANE EXTENSION LOT TO DR. THOMAS & BARBARA MERCIER WHEREAS, a referendum vote of the legal voters of the Mattituck Park District will take place on the 10th day of March, 2015, from 6:00 to 8:00 p.m. for the sale of the Love Lane Lot Extension, also known as SCTM #1000-140-1-p/o 19. 1, to Dr. Thomas & Barbara Mercier; and WHEREAS, a Coordinator is needed to oversee the vote; now, therefore, be it RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Lydia Tortora as Coordinator for the March 10, 2015 referendum vote to work from 5:30 p.m. until the votes have been tallied. RESULT: ADOPTED 2/11/15 (Unanimous) Mattituck Park District Balance Sheet 2/11/2015 Assets Account Account Name A.200 Cash A.201 Cash in Time A.210 Petty Cash Total Assets Balance 16,092.73 810,650.86 350.00 827,093.59 Total Liabilities A.909 Fund Balance Total Liabilities plus Fund Balance 565.20 826,528.39 827,093.59 Liabilities Account Account Name Balance A.021 NYS Tax Payable 412.94 A.022 Federal Tax Payable 27.31 A.026 FICA Tax Payable 124.95 Total Liabilities A.909 Fund Balance Total Liabilities plus Fund Balance 565.20 826,528.39 827,093.59 4 BILL REGISTER FEBRUARY 2015 (V -e k/ i Sed) Check No. Payee Date Amount 24701 ADVANCE AUTO 2/11/2015 $49.99 24702 BP 2/11/2015 $358.85 24703 BOARD OF ELECTIONS 2/11/2015 $6.79 24704, C.F. VAN DUZER 2/11/2015 $262.93 24723 CALL A HEAD 2/11/2015 $490.00 COMBINED 24705 ECKERT OIL 2/11/2015 $790.59 24706 GRIFFING HARDWARE 2/11/2015 $150.00 24707 HARRY GOLDMAN 2/11/2015 $135.00 24708 HEALTH REPUBLIC 2/11/2015 $2,122.89 24709 JAMESPORT HARDWARE 2/11/2015 $113.68 24710 KOLB SERVICE CORP. 2/11/2015 $320.38 BAL DUE 24711 KOLB SERVICE CORP. 2/11/2015 $3,885.00 BOILER 24712 LOU'S SERVICE 2/11/2015 $236.76 24713 MATTITUCK SANITATION 2/11/2015 $259.00 24716 NORTHEASTERN EQ 2/11/2015 $106.82 24717 OPTIMUM 2/11/2015 $154.85 24718 ORLOWSKI HARDWARE 2/11/2015 $123.19 24719 DAVE PROKOP 2/1.1/2015 $905.83 24720 PSEG 2/11/2015 $961.84 24721 VERIZON 2/11/2015 $33.33 24725 CHRIS MOHR 2/11/2015 $450.00 PLOW LOT 24726 JOHN SEPENOSKI 2/11/2015 $80.00 PRINTERS 24727 MARJAM 2/11/2015 $79.11 24728 SOUTHOLD TOWN WASTI 2/11/2015 $90.60 24729 VERIZON WIRELESS 2/11/2015 $171.95 24730 NATIONAL GRID 2/11/2015 $380.58 TOTAL: $12,719.96 add-on: a �, Time 5:38 M Mattituck Park District Time: 5:38 PM 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 412,552.00 126,575.15 332,836.27 79,715.73 A.1090 Interest -Real Prop. Tax 0.00 0.00 0.00 0.00 A.2401 Interest & Earnings 1,090.00 24.45 24.45 1,065.55 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 21,835.00 400.00 4,031.25 17,803.75 A.030 Bid Deposits 0.00 0.00 0.00 0.00 A.4960 Federal Emerg. Man. Aid 0.00 0.00 0.00 0.00 A.599 Appropriated Fund Balance 80,930.00 0.00 OAO 80,930.00 A.1980 Total Revenues 527,917.00 126,999.60 336,891.97 191,025.03 Page no. 1 Expenditures Parking Attendants A.5650.12 Parking Attend., Hourly 19,000.00 0.00 48.00 18,952.00 Total Parking Attendants 19,000.00 0.00 48.00 18,952.00 Parks A.7110.12 Parks, Part -Time Hourly 48,500.00 575.05 1,718.30 46,781.70 A.7111.12 Parks, Full-time Hourly 59,000.00 3,480.90 10,686.90 48,313.10 A.7112.12 Parks, Office 30,000.00 1,089.00 3,515.00 26,485.00 Total Parks Personnel 137,500.00 5,144.95 15,920.20 121,579.80 Capital Outlay A.7110.242 Site Improvements 123,600.00 952.25 952.25 122,647.75 A.7110.243 Equipment 29,000.00 0.00 0.00 29,000.00 Total Capital Outlay 152,600.00 952.25 952.25 151,647.75 Contractual Expenses A.1980 MTA Payroll Tax 0.00 0.00 0.00 0.00 A.7110.411 Supplies & Materials 36,000.00 6,105.01 10,323.28 25,676.72 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 3,900.00 360.13 697.69 3,202.31 A.7110.422 Electric 10,000.00 961.84 2,154.51 7,845.49 A.7110.423 Water 500.00 0.00 0.00 500.00 A.7110.424 Natural Gas 5,000.00 643.51 1,174.53 3,825.47 A.7110.431 Insurance 25,000.00 0.00 13.70 24,986.30 AJ110.442 Site Maint/Facility Rprs 25,000.00 1,334.00 2,720.04 22,279.96 A.7110.443 Equipment Repairs 6,000.00 286.75 286.75 5,713.25 A.7110.451 Legal Council 10,000.00 905.83 1,811.66 8,188.34 A.7110.452 Secretary 6,400.00 267.31 775.00 5,625.00 A.7110.453 Treasurer 7,400.00 306.92 893.84 6,506.16 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 0.00 550.00 A.7110.462 Permits 475.00 0.00 0.00 475.00 Total Contractual Expense 149,025.00 11,171.30 20,851.00 128,174.00 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, Employee Benefits 14,000.00 437.51 1,349.24 12,650.76 A.9050.8 Unemployment Insurance 0.00 0.00 0.00 0.00 A.9060.8 Medical Insurance 22,692.00 1,827.23 3,358.80 19,333.20 Total Employee Benefits 36,692.00 2,264.74 4,708.04 31,983.96 Total Expenditures 525,217.00 19,533.24 42,479.49 482,737.51 Page no. 1 Clerk's Report of Receipts Period Covering January 13 - February 11, 2015 Deposit Other Revenue Picnic Comm Total Beach Ramp Federal Concession Date Group/Payee Description Dates Booked Lodge $ 250.00 Area Room 0 Other Other Rev. $ 596.25 $ 846.25 Permits Permits Donations Aid - - Be a - January Report - - Totals previously reported $ 250.00 0 $ 596.25 $ 846.25 - - - - - February Report: 1/16/15 Girl Scouts S.0 Troop 537 Usage Fee 1/30 & 31 & 2/1 325.00 Vincent Tirelli, Jr. Usage Fee 1/16/15 400.00 1/29/15 Boy Scouts Ame, Troop 244 Usage Fee 3/6, 7 & 8 5-75.0-0-- 75.00GirlScouts Girl-ScoutsS.0 Troop 1820 Usage Fee 2/28 & 3/1 300.00 Thomas McCaffery for W_ _ Mattituck Mets Usage Fee Spring 2014 35.00 New York Community Bank" (check issued for BST 371) Usage Fee 1/16,17 & 18 575.00 2/5/15 Kathleen Markowski Usage Fee 2121/15 $ 400.00 FEBRUARY RECEIPTS: 1,775.00 $ - $ 800.00 $ 35.00 $ 2,610.00 $ - $ - $ - $ YEAR TO DATE 2,025.00 $ - $ 800.00 $ 631.25 $ 3,456.25 $ - $ - $ - $ - - 'Note: Bankers check issued for $575 check deposited 1/8115 from BS Troop 371 which was returned for insufficent Funds. PAGE 1 OF 1 2/11/15 Amended Clerk's Report of Receipts Period Covering January 1 -January 12, 2015 Deposit Other Revenue Picnic Comm Total Beach Ramp Federal concession Date Group/Payee Description Dates Booked Lodge Area Room Other Other Rev. Permits Permits Donations Aid Rental January Report $ 250.00 0_ $ 596.25 $ 846.25 - - - - - January Report: North Fork United Usage Fee Lights 1/6/15 Soccer Club Aldrich Fields Fall 2014 333.75 1/8/15 Boy Scout Troop 371 Usage Fee 1/16,17&18 (575.00) Returned insufficent funds Catherine/Daniel Edgett Usage Fee 1/10/15 250.00 Mattituck-Cutchogue Usage Fee Lights Athletic Booster Club Aldrich Fields Fall 2014 $ 262.50 JANUARY RECEIPTS: 250.00 $ - $ - $ 596.25 $ 846.25 $ - $YEAR TO DATE 250.00 $ - $ - $ 596.25 $ 846.25 $ - $ Note: Report amended to show $575 check deposited 1/8/15 from BS Troop 371 was returned for insufficent funds. 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