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Home My WebLink AboutMPD-10/22/2015 MEETING AGENDA Mattituck Park District Board of Commissioners Meeting & Budget Vote Thursday, October 22, 2015 @ 7:00 p.m. Presiding Commissioners Gerard Goehringer, Co-Chairperson Michael Ryan, Co-Chairperson Russell Williamson, Commissioner Call to Order Pledge RECEIVED Approval of 8/13/15 & 9/15/15 Meeting Minutes Presented via email Treasurer's Report Shelley Maddaloni Clerk's Report Lydia Tortora NOV 1 7 2015 Maintenance Report Ed Grohoski Southold Town Clerk PUBLIC COMMENT SESSION ON AGENDA ITEMS All other comments regarding non-agenda items will be held at the end of the meeting- Please eetingPlease limit comments to no more than 5 minutes Election Update Mattituck-Cutchogue UFSD Request for Waivers Porta Potties— Off-season Schedule FEMA & NYS Update RESOLUTIONS Resolution 2015-76 appointing three Election Inspectors to work the 11/12/15 election Resolution 2015-77 appointing Lydia Tortora as Election Coordinator for the 11/12/15 election Resolution 2015-78 approving the Bill Register and authorizing payment of current bills 7:45 p.m. - EXECUTIVE SESSION Matter pertaining to employment of particular person(s) PUBLIC COMMENTS MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES OCTOBER 22,2015 Attendance Gerard Goehringer, Co-Chairperson Michael Ryan, Co-Chairperson David Prokop, Legal Counsel Shelley Maddaloni, Treasurer Lydia Tortora, Clerk Lynne Krauza, Secretary CALL TO ORDER Secretary L. Krauza called the meeting to order at 7:20 p.m. R. Williamson is excused from this meeting. PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES Motion by G. Goehringer, seconded by M. Ryan, all in favor and motion carried to approve the Minutes from the August 13,2015 and September 15, 2015 meetings of the Board of Commissioners submitted via email. TREASURER'S REPORT S. Maddaloni reported that cash totaled$16,356.95,Money Market Account totaled $801,442.21,petty cash totaled$300.00, assets totaled$818,099.16,liabilities totaled$2,997.60, fund balance totaled$815,101.56, leaving a liabilities and fund balance total of$818,099.16. She stated that she paid Best Buy for transferring data from her old computer to the new one and she thanked the Commissioners for her new computer. She also stated that the accounting software was upgraded to the 2015 version and is working well. She stated that All-Out Fire Equipment(checking fire extinguishers),Laurel Stone(for topsoil),Mattituck Plumbing (draining of system at bathhouse at Love Lane and Breakwater),Nawrocki Smith(for audit)and reimbursing R. Williamson for playground supplies at Vets are not normal monthly bills. She further reported that we can't close the year with funds that reflect negative sums and is going to reach out to John Cushman to see if we can use appropriated funds to fund these line items. She said we will need to use about$40,000. G. Goehringer asked S. Maddaloni to let them know an estimate for new monies in January 2016. G. Goehringer suggested we install cement stones from the shower area at Vets to the parking lot and he will get pricing from Laurel Stone and report back. He further stated that these type of expenses are the reason he feels the Park District should have a credit card. He also mentioned that soon we will need to purchase the eggs for next year's Easter Egg Hunt and a credit card would make that purchase easier. Motion by G. Goehringer,to accept and approve the Treasurer's Report. M. Ryan abstained from approving same. CLERK'S REPORT L. Tortora said the year-to-date other revenues total over$33,000 and we are well over budget on beach permits. She said we are doing very well and that the Lodge is booked for Thanksgiving Day and that the Community Room is also booked on Thanksgiving Day. Both bookings are expecting about 40 people. She said she is getting a lot of inquiries about the Community Room for next year due to word of mouth. She said the commercial package renewal policy for the Park District is on her desk for review by the Commissioners. She further stated that she distributed all new vehicle id cards. She said she created signs for the Lodge regarding overnight campers only being allowed to place a maximum of 6 garbage bags in the dumpster due to the abuse. She said this sign is working well. She stated that on 10/6/15 a check in the sum of$450 from Boy Scout Troop 197 was returned for insufficient funds and they said they will replace that check. M. Ryan asked L. Tortora to prepare a list of amendments necessary for the Community Room and Picnic Area Policies for the November 2015 meeting. We will also discuss whether it is necessary to always have someone work every event. L. Tortora said that a school athletic team wanted to hold a ceremony in the Community Room for free. She said she will come up with ideas for the Commissioners to discuss at the November 2015 Work Session. M.Ryan wants to make certain that our fee rates are set for January 2016. D. Prokop and the Commissioners audited Girl Scout Troops 303 and 3688 and everything was found to be in order. Motion by G. Goehringer, seconded by M.Ryan, all in favor and motion carried to accept and approve the Clerk's Report. MAINTENANCE REPORT No Maintenance Report was provided for this meeting. ELECTION UPDATE L. Tortora said the Election Inspectors will be Diane Catugno, Chrissy and Bev Vlcek. She said Nick Deegan and Eileen Williamson picked up petitions. She said the Board of Elections implemented some changes and new forms can be completed online. Petitions are due next Thursday and will be qualified next Friday. She said the last day to register in the general election is 10/9/15. MATTITUCK-CUTCHOGUE UFSD REQUEST FOR WAIVERS L. Tortora said that Gregg Wormuth finally got back to her with the dates for the Girls' LaCrosse practices at Aldrich Lane fields and he is asking that the Commissioners waive the fee for non- Mattituck residents. He wants to extend the season to 3/1/16. The Commissioners will not waive the fees. PORTA POTTIES—OFF SEASON SCHEDULE L. Tortora stated that in accordance with our contract,the porta potties at Yacht Club,Bay Avenue and Vets should be removed and we have not done this and it is costly to leave them ($150/mo. for all 3). We have two at Vets and only need one during the off season. S. Maddaloni will notify Call-Ahead to remove these three porta potties. FEMA&NYS UPDATE L. Tortora said she spoke with Mundel and they want us to provide more information regarding maintenance of the parking lot. She said at this point they will reject our application for funding for the parking lot. She said he told her that FEMA uses google aerial photos and that FEMA doesn't share files with the State. L. Tortora stated that we have already sent them photos. L. Tortora and G. Goehringer will work on this request for additional information. L. Tortora stated that NYS Storm Recovery sent us a 5-page request for information. She said it is like starting over. She said they are requesting a lot of documents and she will get to it when she can. She said the State is saying they don't have a completed project worksheet on the parking lot and FEMA won't update the project worksheet unless FEMA approves the project. She said it is like going around in circles. MISCELLANEOUS G. Goehringer stated that it is very difficult getting parts for the pickup truck and we may have to go another winter without a snow plow. PUBLIC COMMENT There was no one in attendance from the public. RESOLUTIONS Resolution 2015-76 appointing three Election Inspectors was unanimously approved. Motion by G. Goehringer, seconded by M. Ryan, all in favor and motion carried to unanimously approve Resolution 2015-76. Resolution 2015-77 appointing Lydia Tortora as Election Coordinator was unanimously approved. Motion by G. Goehringer, seconded by M. Ryan, all in favor and motion carried to unanimously approve Resolution 2015-77. Resolution 2015-78 approving the Bill Register and payment of the current bills was unanimously approved. Motion by G. Goehringer, seconded by M.Ryan, all in favor and motion carried to unanimously approve Resolution 2015-78. ADD ON RESOLUTIONS AS FOLLOWS: Resolution 2016-79 establishing employees' contribution rate for health insurance benefits was unanimously approved. Motion by G. Goehringer, seconded by M. Ryan, all in favor and motion carried to unanimously approve Resolution 2015-79. Resolution 2015-80 scheduling the November meeting dates was unanimously approved. Motion by G. Goehringer, seconded by M. Ryan, all in favor and motion carried to unanimously approve Resolution 2015-80. EXECUTIVE SESSION Motion by G. Goehringer, seconded by M. Ryan,to go into Executive Session at 7:55 p.m.to discuss personnel. Motion by G. Goehringer, seconded by M. Ryan,to come out of Executive Session at 9:15 p.m. There being no further business to come before the meeting, motion by G. Goehringer, seconded by M. Ryan, all in favor and motion carried to adjourn the meeting at 9:15 p.m. RESOLUTION 2015-76 RESOLUTION APPOINTING ELECTION INSPECTORS FOR THE NOVEMBER 12, 2015 ELECTION WHEREAS, a meeting of the legal voters of the Mattituck Park District will take place on the 12th day of November, 2015, from 4:00 p.m. to 8:00 p.m. for the purpose of electing one Commissioner; and WHEREAS, Election 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 three (3) Election Inspectors for the November 12, 2015 election to work from 3:30 p.m. until the votes have been tallied at a pay rate of$12.00 per hour. RESULT: ADOPTED 10/22/15 (Unanimous) RESOLUTION 2015-77 RESOLUTION APPOINTING LYDIA TORTORA AS ELECTION COORDINATOR FOR THE 11/12/15 ELECTION WHEREAS, a meeting of the legal voters of the Mattituck Park District will take place on the 12th day of November, 2015, from 4:00 p.m. to 8:00 p.m. for the purpose of electing one Commissioner; and WHEREAS, an Election Coordinator is needed to oversee the election; now, therefore, be it RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoints Lydia Tortora as Election Coordinator for the November 12, 2015 election to work from 3:30 p.m. until the votes have been tallied. RESULT: ADOPTED 10/22/15 (Unanimous) RESOLUTION 2015-78 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 October 22, 2015 meeting and further authorizes payment of the current bills. RESULT: ADOPTED 10/22/15 (Unanimous) RESOLUTION 2015-79 RESOLUTION ESTABLISHING EMPLOYEES' CONTRIBUTIONS TO HEALTH INSURANCE BENEFITS RESOLVED that the Board of Commissioners of the Mattituck Park District hereby establish the contribution rate for employees eligible to receive health insurance benefits; and be it further RESOLVED that the Mattituck Park District will contribute annually the sum equal to the 2014-15 insurance premium rate level per eligible employee for health insurance benefits effective January 1, 2016; and be it further RESOLVED that any future increases in health insurance benefits above the 2014-15 insurance premium rate will be the responsibility of the eligible employee effective January 1, 2016. RESULT: ADOPTED 10/22/15 (Unanimous) RESOLUTION 2015-80 RESOLUTION SETTING MEETING DATES FOR NOVEMBER 2015 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby set the following meeting dates for the month of November 2015: Work Session, Wednesday, November 4, 2015 at 6:30 p.m.; monthly meeting, Thursday, November 12, 2015 at 7:00 p.m.; and Election of one (1) Commissioner on Thursday, November 12, 2015 from 4:00 p.m. to 8:00 p.m. RESULT: ADOPTED 10/22/15 (Unanimous) Mattituck Park District Balance Sheet 10/22/2015 Assets Account Account Name Balance A.200 Cash 16,356.95 A.201 Cash in Time 801,442.21 .A.210 Petty Cash 300.00 Total Assets 818,099.16 Liabilities Account Account Name Balance A.021 NYS Tax Payable 0.00 A.022 Federal Tax Payable 1,010.47 A.026 FICA Tax Payable 1,987.13 Total Liabilities 2,997.60 A.909 Fund Balance 815,101.56 Total Liabilities plus Fund Balance 818,099.16 BILL REGISTER - --- -- ------- OCTOBER 2015 -- - ------- ----- ---- - — - -------- Check No. Payee Date Amount --- ---------- --------------------------- ------ - - - -- - 25140 -BEST BUY 10/8/2015 $177.86 INSTALL& UPDATE NEW COMP 25144 IALL-OUT FIRE EQ. 10/15/2015 $66.50 1 NEW/1 RECHARGE 25145 BP 10/15/2015 $140.46 25146 C.F. VAN DUZER 10/15/2015 $73.59 _ 25147 CALLAHEAD 10/15/2015 $245.00 25148 !ECKERT 10/15/2015 $283.81 , 25149 HARRY GOLDMAN 10/15/2015 $55.00 25150 HEALTH REPUBLIC 10/15/2015 $2,185.96 OCT ------ - ------- --- ---- ------------------------------------------------------------------- 25151 HOME DEPOT 10/15/2015 $238.80 25152 JAMESPORT HARDWARE 10/15/2015 $13.16 25153 LAUREL STONE 10/15/2015 $58.00 TOPSOIL 25154 LOU'S SERVICE STATION 10/15/2015 $167.56 25_155 MARJAM 10/15/2015 $29.07 25156 MATTITUCK SANITATION 10/15/2015 $544.12_ 25157 MATTITUCK PLUMB/HEAT 10/15/2015 $170.00 DRAIN PLUMBING 25158 NATIONAL GRID 10/15/2015 $69.34 - --- -------- - --- -- - - -- - --- --------- ------- - --- 25159 NAWROCKI SMITH LLP 10/15/2015 $4,500.00 AUDIT 25160 OPTIMUM 10/15/2015 $154.85 25161 ORLOWSKI _ 10/15/2015 __$329.86 25162 POSTMASTER 10/15/2015 $144.00 PO BOX FEE 25163 PROKOP, DAVE 10/15/2015 $905.83 1_ 25164 PSEG 10/15/2015 $1,960.47 25165 PSEG 10/15/2015 $24.76 25166 STAPLES 10/15/2015' $64.97 25167 TWIN TIRE 10/15/2015 $164.00 25168 _ VERIZON 10/15/2015 $33.66 25169 VERIZON WIRELESS 10/15/2015 $140.94 25170 WILLIAMSON, RUSSELL 10/15/2015 $790.00__REIMB. PLAYGROUND TOTAL: $13,731.57 add-ons 25171 HEALTH REPUBLIC 10/22/2015 __$2,185.96 NOVEMBER 25172 TIMES REVIEW 10/22/2015 $92.33 1 OF 4 LEGAL NOTICES 25173 ADVANCE AUTO 10/22/2015 $18.00 SUPPLIES ----------- -- - --- --- - - - 25174 NYS ASSESSMENT REC. 10/22/2015 $160.00[GARNISHMENT#1 . • Date : 10/22/2015 Page no. 1 Time : 3:26 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 412,552.00 0.00 412,552.00 0.00 A.1090 Interest-Real Prop.Tax 0.00 0.00 0.00 0.00 A.2401 Interest&Earnings 1,090.00 0.00 1,175.02 -85.02 A.2440 Concession Rental 400.00 0.00 250.00 150.00 A.2590 Beach Permits 10,160.00 0.00 13,145.00 -2,985.00 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 Pnor Year Exp. 100.00 0.00 915.20 -815.20 , A 2705 Gifts&Donations 650.00 0.00 1,255.00 -605.00 A.2771 Other Revenues 21,835.00 1,375.00 32,747.50 -10,912.50 A.030 Bid Deposits 0.00 0.00 0.00 0.00 A.4960 Federal Emerg. Man.Aid 0.00 0.00 293,718.43 -293,718.43 A.599 ''Appropriated Fund Balance 80,930.00 0.00 0.00 80,930.00 Total Revenues 527,917.00 1,375.00 755,758.15 -227,841.15 Expenditures Parking Attendants A.5650.12 Parking Attend.,Hourly 19,000.00 182.00 15,645.54 - 3,354.46 Total Parking Attendants 19,000.00 182.00 15,645.54, 3,354.46 Parks A.7110.12 Parks, Part-Time Hourly 28,500.00 800.00 14,026.56 14,473.44 A.7111.12 Parks, Full-time Hourly 79,000.00 3,776.00 70,839.29 8,160.71 A.7112.12 Parks,Office 35,000.00 1,236.50 28,726.88 6,273.12 Total Parks Personnel 142,500.00 5,812.50 113,592.73 28,907.27 Capital Outlay A.7110.242 Site Improvements 123,600.00 0.00 162,400.25 -38,800.25 A.7110.243 Equipment29,000.00 0.00 462.17 28,537.83 Total Capital Outlay 152,600.00 0.00 162,862.42 -10,262.42 Contractual Expenses A.1980 MTA Payroll Tax 0.00 0.00 0.00 0.00 A.7110.411 Supplies&Materials 36,000.00` 2,381.93 30,964.78 5,035.22 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 3,900.00 329.45 3,366.76 533.24 A.7110.422 Electric 10,000.00 1,985.23 11,379.94 -1,379.94 A.7110.423 Water 500.00 0.00 293.86 206.14 A.7110.424 Natural Gas 7,000.00 142.93 3,836.01 3,163.99 A.7110.431. Insurance 25,000.00 0.00 24,252.23 747.77 A.7110.442 Site Maint/Facility Rprs 20,000.00 1,080.62 16,177.64 3,822.36 A.7110.443 Equipment Repairs 6,000.00 185.56 1,925.44 4,074.56 A.7-110.451 Legal Council 10,000.00 905.83 9,058.30 941.70 A.7110.452 Secretary 6,400.00 267.31 5,586.58 813.42 A.7110.453 Treasurer 7,400.00 306.92 6,418.40 981.60 A.7110.454 Election Tellers 300.00 0.00 237.50 62.50 A.7110.455 Auditing Services 10,000.00 4,500.00 4,500.00 5,500.00 A.7110,461 Postage 550.00 144.00 536.00 14.00 A.7110 462 Permits 475.00 0.00 330.00 145.00 Total Contractual Expense 144,025.00 12,229.78 118,863.44 25,161.56 Beaches A.7180.11 Beach Manager 5,400.00 0.00 5,404.00 -4.00 A.7180.12 Beaches, Hourly 25,000.00 0.00 21,198.89 3,801.11 Total Beaches 30,400.00 0.00 26,602.89 3,797.11 Employee Benefits . A.9030.8 FICA, Employee Benefits 14,000.00 490.27 12,992.48 1,007.52 A.9050.8 Unemployment Insurance 0.00 0.00 0.00 0.00 A.9060.8 Medical Insurance 22,692.00 4,044.02 17,715.20 4,976.80 Total Employee Benefits 36,692.00 4,534.29 30,707.68 5,984.32 Total Expenditures 525,217.00 22,758.57 468,274.70 56,942.30 Clerk's Report of Receipts Period Covering September 15 - October 20, 2015 Deposit Other Revenue Picnic Comm Total Beach Federal 7-'oncessior Date Group/Payee Description Dates Booked Lodge Area Room Fields Other Other Rev. Permits Donations Aid Rental January Report $ 250.00 o - 596.25 - $ 846 25 - - - - February Report $ 1,775.00 o 800.00 35.00 - $ 2,610.00 - - - - March Report $ 890.00 0 250.00 . 1,42000 $ - $ 2,560.00 500.00 April Report $ 825.00 0 650 00 200 00 $ 250.00 $ 1,925.00 755.00 May Report $ 1,225.00 $ 450.00 900.00 485.00 $ - $ 3,060.00 , June Report $ 645.00 $ 200.00 2,100.00 - $ - $ 2,945.00 1,285.00 - - - July Report 1,785.00 $ 650.00 $ 4,500.00 $ 1,118.75 $ - $ 8,053.75 3755.00 250.00 August Report $1,500.00 $ 700 00 2000.00 $1,172.50 $ - $ 5,372.50 4250.00 $ - $ - $ - September Report $1,350.00 $ 250.00 1050.00 - $ - $ 2,650.00 3855.00 $ - $ - $ - Totals previously reported $10,245.00 $2,250.00 $12,250.00 5,027.50 $ 250.00 $ 30,022.50 13,145 00 1255 00 r see 250.00 OCTOBER Report 9/22/15 Rory McNish Usage Fee 9/25/2015 $ 400.00 Chris&Brianna Flanigan Usage Fee 9/26/2015 150.00 Mattituck Soccer Club Usage Fee Fall Season ' 530.00 G.S S C Troop 238 Usage Fee 10/2,3&4 25.00 9/24/15 North Fork United Soccer Club Usage Fee Fall Season 820.00 10/6/15 G.S.S C Troop 303 Usage Fee 10/10&11 300.00 Boy Scout Troop 197 Usage Fee 11/13,14&15 (450.00) Ck reVd IF 10/13/15 G.S.S.0 Service Unit 54 Usage Fee 11/6,7&8 525.00 S.C.G.S.Troop 3688 Usage Fee 10/17&18 300.00 Mary Bertsch Usage Fee 11/26/2015 250.00 OCTOBER RECEIPTS $ 1,400.00 $ 150 00 $ 40000 $ 1,350.00 $ - $ 3,300.00 $ - $ - $ - $ - • YEAR TO DATE $11,645.00 $2,400.00 $12,650.00 6,377.50 $ 250.00 $ 33,322.50 $13,145.00 1255 00 41 250.00 • Federal Aid $ 293,718.43 7/11/2015 1