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Home My WebLink AboutMPD-11/12/2015 MEETING AGENDA Mattituck Park District Board of Commissioners Meeting & Budget Vote Thursday, November 12, 2015 @ 7:00 p.m. Presiding Commissioners Gerard Goehringer, Co-Chairperson Michael Ryan, Co-Chairperson Russell Williamson, Commissioner • Call to Order Pledge Approval of 10/22/15 Meeting Minutes Presented via email Treasurer's Report Shelley Maddaloni Clerk's Report Lydia Tortora Maintenance Report Ed Grohoski PUBLIC COMMENT SESSION ON AGENDA ITEMS All other comments regarding non-agenda items will be held at the end of the meeting Please limit comments to no more than 5 minutes Election Today from 4:00 p.m. to 8:00 p.m. to elect one (1) Commissioner Appointment @ 7:30 p.m. — Fred Azar, Eastern Energy Systems New Health Insurance Carrier Budget Modification Amendments to the Community Room and Picnic Area Policies Breakwater Pavilion and Extension of Walkway Update RESOLUTIONS Resolution 2015-81 approving a new health insurance carrier Resolution 2015-82 authorizing a Budget Modification Resolution 2015-83 approving the Bill Register and authorizing payment of current bills Resolution 2015-84 scheduling the December meetings PUBLIC COMMENTS MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES NOVEMBER 12, 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 7:00 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 October 22, 2015 meeting of the Board of Commissioners submitted via email. TREASURER'S REPORT S. Maddaloni reported that cash totaled $9,293.53, Money Market Account totaled $1,031,476.40,petty cash totaled$300.00, assets totaled$1,041,069.93, liabilities totaled $1,740.70, fund balance totaled$1,039,329.23, leaving a liabilities and fund balance total of $1,041,069.93. She stated that she created a new fund line called"Sale of Real Property" and moved$230,000 from the sale of Pike Street property in"Other Revenues" to the new fund line. She also stated that the Optimum bill (fee for website) and the bill for the pilings are not normal monthly bills. She further reported that she will pay D. Prokop's fee for the Pike Street property sale and place it as an add-on to the Bill Register and mail him a check tomorrow. She said she spoke with the State Comptroller's office and John Cushman again regarding a budget modification and John said to list it as a budget increase. She said we will need to fund"Site Improvements". She said she will update the budget page of her report to include the sale of the Pike Street property. She said she will speak with John Cushman about the appropriated fund . balance and taking from this line for budget modifications. Motion by G. Goehringer, seconded by M. Ryan, all in favor and motion carried to accept and approve the Treasurer's Report. CLERK'S REPORT L. Tortora said that she created page 2 for recent deposits and that we are doing very well with bookings and inquiries. She also said that we received the final payments from FEMA for the debris removal at Vets and Breakwater from Hurricane Sandy. the year-to-date other revenues total over $33,000 and we are well over budget on beach permits. D. Prokop and the Commissioners audited Boy Scout Troops 179 and 197 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. M. Ryan said he will speak with Ed about preparing Maintenance Reports for each monthly meeting. APPOINTMENT—ARTHUR PERRY,EASTERN ENERGY SYSTEMS Mr. Perry stated that they would act as the consultant and build the RFP package, perform a feasibility study, provide engineering plans, etc. He said remote net metering is available in New York. He said we could utilize one building as the solar host and Vets would be that building. He said the panels would be placed on the Vets building. The host building would store the power and disburse it to all other facilities where needed, including the Aldrich Lane lights. M. Ryan asked about the roof design and Mr. Perry stated that they would inspect the roof at Vets. Mr. Perry said the warranty is dependent upon the equipment used and could be up to 25 years. He said the panels are rated up to golf size hail and wind rated up to 130 mph. M. Ryan asked if seagulls would be an issue and Mr. Perry said no. Mr. Perry did say that if the panels blew off so would the roof. Mr. Perry said the,panels are tested for cracking and are rated for up to 160 degrees F. and it would have to reach 1,000 degrees F. to melt them. Mr. Perry said their fee of$3,500 would be to perform a study to determine what equipment would be needed and to calculate the payback time period. They would do a feasibility study on the Vets building and pull information from all facilities. He said they contact PSEG and will work with them. PSEG would provide them with information on any transformer upgrades volt issues, etc. that may be necessary. He said they will also line up 3-4 financial options for us. G. Goehringer said he thinks we would have to go out for a bond. Mr. Perry stated that the Vets building may require 200 panels for proper layout and depending upon the watt panels to be used (range from 3.30 to 3.90)would determine the cost. Mr. Perry said there are rebates available for municipalities. Mr. Perry said that their fee from the July Proposal still stands. D. Prokop reminded the Commissioners that we will need to obtain two more quotes to adhere to our Procurement Policy. M. Ryan feels that this would be a bad business decision and does not feel that we generate enough electricity to offset the cost. M. Ryan said he feels that the residents would prefer we improve our Parks in a way that will benefit them. G. Goehringer is in favor of solar. ELECTION The election took place today from 4:00 p.m. to 8:00 p.m. to elect one Commissioner for a three year term. L. Tortora closed the polls at 8:00 p.m. The results are as follows: 381 ballots cast, 367 poll votes cast, 14 absentee ballots received, 2 affidavit ballots, 136 votes for Russell Williamson, 243 votes for Nicholas Deegan, 2 write-in votes, and 2 void ballots. NEW HEALTH INSURANCE CARRIER G. Goehringer said he and M. Ryan spoke about this matter prior to the meeting. G. Goehringer said he spoke with Roy Reeve about the Care Connect Silver Plan. S. Maddaloni suggested Oscar Insurance as a possibility. Any change in carriers can be changed at the beginning of 2016. This matter will be discussed in Executive Session with the Commissioners and Legal Counsel. BUDGET MODIFICATION It was agreed that the budget modification resolution will be adopted this evening increasing the Site Improvements fund line (A.7110.242)by $295,754.92 and modifying the Federal Emergency Management Aid fund line (A.4960) by the same amount. AMENDMENTS TO THE COMMUNITY ROOM AND PICNIC AREA POLICIES L. Tortora said she spoke with the Recreation Supervisor for Southampton Town and distributed a handout reflecting Southampton's requirements for renting facilities. She said they rent for two time periods in a day, from 10-4 and 5-11 and charge higher fees. She said they do not make exceptions for non-profit organizations. She said this is a Town run facility. She said they also do not allow groups that charge fees and that their maintenance staff opens, closes and staffs all events. She said they treat the security deposit the same way we do. She said their rates are higher due to it being on the South Fork. She said their maintenance staff act as hostesses for all events. M. Ryan in order to accommodate local groups at a discounted rate we would need peak and off peak rates. Peak rates would be for weekends. L. Tortora said that our fees don't include dumpster cleanup,maintenance costs, etc. and that the groups that have asked for use of our facilities pro bono are looking for weekends. L. Tortora said this is a big issue to determine how much of a discount and for which groups. M. Ryan said there are too many non-profit organizations and it becomes a can of worms. L. Tortora said that we bumped up the Community Room rates last year and she feels the rates are adequate. M. Ryan feels it is overkill to have a staff member present during an entire event. G. Goehringer stated this was necessary for insurance purposes and that getting people to leave events at the required time can be difficult. M. Ryan said the problem is we don't know who the guests are attending these events. G. Goehringer suggested we look for someone that could handle the difficult people. BREAKWATER PAVILION AND EXTENSION OF WALKWAY D. Prokop is working on scheduling a meeting with the Commissioners and the Town Trustees. This matter will be placed on the December Work Session agenda. PUBLIC COMMENT Nick Deegan showed up at the meeting just before the Commissioners and Legal Counsel were about to go into Executive Session. RESOLUTIONS Resolution 2015-81 approving a new Health Insurance Carrier Motion by M. Ryan, seconded by G. Goehringer, all in favor and motion carried to unanimously approve Resolution 2015-81. Resolution 2015-82 authorizing the Budget Modification was unanimously approved. Motion by-M. Ryan, seconded by G. Goehringer, all in favor and motion carried to unanimously approve Resolution 2015-82. Resolution 2015-83 approving the Bill Register and payment of the current bills was unanimously approved. Motion by M. Ryan, seconded by G. Goehringer, all in favor and motion carried to unanimously approve Resolution 2015-83. Resolution 2015-84 scheduling the December meetings was unanimously approved. Motion by M. Ryan, seconded by G. Goehringer, all in favor and motion carried to unanimously approve Resolution 2015-84. EXECUTIVE SESSION Motion by M. Ryan, seconded by G. Goehringer,to go into Executive Session at 8:10 p.m. to discuss personnel and a new health insurance carrier. Motion by G, Goehringer, seconded by M. Ryan, to come out of Executive Session at 8:30 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 8:30 p.m. RESOLUTION 2015-81 RESOLUTION AUTHORIZING THE RETENTION OF HEALTH INSURANCE RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the retention of health insurance benefits with Oscar Insurance in the sum of$1,649.65, effective December 1, 2015. RESULT: ADOPTED 11/12/15 (Unanimous) RESOLUTION 2015-82 RESOLUTION AUTHORIZING BUDGET MODIFICATION • RESOLVED that the Board of Commissioners of the Mattituck Park District hereby modify the Park District budget for 2015 as follows: . From: A.4960 Federal Emergency Management Aid -$295,754.92 To: A.7110.242 Site Improvements +$295,754.92 RESULT: ADOPTED 11/12/15 (Unanimous) RESOLUTION 2015-83 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 November 12, 2015 meeting and further authorizes payment of the current bills. RESULT: ADOPTED 11/12/15 (Unanimous) RESOLUTION 2015-84 RESOLUTION SETTING MEETING DATES FOR DECEMBER 2015 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby set the following meeting dates for the month of December 2015: Work Session, Tuesday, December 1, 2015 at 6:30 p.m.; monthly meeting, Tuesday, Decemer 8, 2015 at 6:30 p.m. RESULT: ADOPTED 11/12/15 (Unanimous) Mattituck Park District Balance Sheet 11/12/2015 Assets Account Account Name Balance A.200 Cash 9,293.53 A.201 Cash in Time 1,031,476.40 A.210 . Petty Cash 300.00 Total Assets 1,041,069.93 Liabilities Account Account Name • Balance A.021 NYS Tax Payable 330.30 A.022 Federal Tax Payable 452.81 A.026 FICA Tax Payable 957.59 Total Liabilities 1,740.70 A.909 Fund Balance 1,039,329.23 Total Liabilities plus Fund Balance 1,041,069.93 BILL REGISTER NOVEMBER 2015 Check Payee Date Amount 25187 BP 11/12/2015 $188.87 25188 GRIFFING 11/12/2015 $161.35 25204 CALLAHEAD 11/12/2015 $98.00 25189 HARRY GOLDMAN 11/12/2015 $135.00 25190 LOU'S SERVICE STATION 11/12/2015 $47.94 25206 MARJAM 11/12/2015 $125.85 25191 MATTITUCK SANITATION 11/12/2015 $259.00 25192 MATTITUCK PLUMB/HEAT 11/12/2015 $198.00 25193 NATIONAL GRID 11/12/2015 $62.84 25194 NORTHEAST EQ. 11/12/2015 $30.49 25209 NYS ASSESSMENT REC. 11/12/2015 $160.00 25195 OPTIMUM 11/12/2015 $194.11 INC. NEW FEE FOR WEBSITE 25207 ORLOWSKI 11/12/2015 $261.65 25208 POSTMASTER 11/12/2015 $98.00 25196 PROKOP, DAVE 11/12/2015 $905.83 25197 PROKOP, DAVE 11/12/2015 $1,500.00 MERCIER 25198 PSEG 11/12/2015 $1,309.98 25199 PAWLIK, STEPHEN M. 11/12/2015 $810.00 (3) PILINGS 25200 SCOTTY'S TIRES 11/12/2015 $131.42 25201 SOUTHOLD DEPT. OF SOLID WASTE 11/12/2015 $68.30 25202 STAPLES 11/12/2015 $81.56 25203 VERIZON 11/12/2015 $32.33 25205 VERIZON WIRELESS 11/12/2015 $142.11 TOTAL: $7,002.63 add-ons 25210 DAVE PROKOP 11/13/2015 $2,290.00 PIKE STREET _ 25212 DIANE COTUGNO 11/13/2015 $66.00 ELECTION 25211 CHRISTINE ELLIOT 11/13/2015 $66.00 ELECTION 25213 BEVERLY VLCEK 11/13/2015 $66.00 ELECTION 25218 COMMISSIONER OF TAXATION 11/25/2015 $160.00 TIM Date : 11/12/2015 Page no 1 Time : 4:31 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 1,209.21 -119.21 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 -229,600.00 35,247.50 -13,412.50 A.3000 Sale of Real Property 0.00 230,000.00 239,458.00 -239,458.00 A.030 Bid Deposits 0.00 0.00 0.00 0.00 A.4960 Federal Emerg. Man.Aid 295,754.92 0.00 295,754.92 0.00 A.599 Appropriated Fund Balance 80,930.00 0.00 0.00 80,930.00 Total Revenues 823,671.92 400.00 999,786.83 -176,114.91 Expenditures Parking Attendants A.5650.12 Parking Attend., Hourly 19,000.00 275.75 16,103.29 2,896.71 Total Parking Attendants 19,000.00 275.75 16,103.29 2,896.71 Parks A.7110.12 Parks, Part-Time Hourly 28,500.00 700.00 15,526.56 12,973.44 A.7111.12 Parks, Full-time Hourly 79,000.00 3,734.40 78,088.89 911.11 A.7112.12 Parks, Office 35,000.00 1,259.00 31,244.88 3,755.12 Total Parks Personnel 142,500.00 5,693.40 124,860.33 17,639.67 Capital Outlay A.7110.242 Site Improvements 419,354.92 0.00 162,400.25 256,954.67 A.7110.243 Equipment • 29,000.00 0.00 462.17 28,537.83 Total Capital Outlay 448,354.92 0.00 162,862.42 285,492.50 Contractual Expenses A.1980 MTA Payroll Tax 0.00 0.00 0.00 0.00 A.7110.411 Supplies&Materials 36,000.00 918.07 31,882.85 4,117.15 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 3,900.00 368.55 3,735.31 164.69 A.7110.422 Electric 10,000.00 1,309.98 12,689.92 -2,689.92 A.7110.423 Water 500.00 0.00 293.86 206.14 A.7110.424 Natural Gas 7,000.00 62.84 3,898.85 3,101.15 A.7110.431 Insurance 25,000.00 0.00 24,252.23 747.77 A.7110.442 Site Maint/Fadlity Rprs 20,000.00 1,500.00 17,677.64 2,322.36 A.7110.443 Equipment Repairs 6,000.00 179.36 2,104.80 3,895.20 A.7110.451 Legal Coundl 10,000.00 2,405.83 11,464.13 -1,464.13 A.7110.452 Secretary 6,400.00 267.31 6,121.20 278.80 A.7110.453 Treasurer 7,400.00 306.92 7,032.24 367.76 A.7110.454 Election Tellers 300.00 0.00 237.50 62.50 A.7110.455 Auditing Services 10,000.00 0.00 4,500.00 5,500.00 A.7110.461 Postage 550.00 98.00 634.00 -84.00 A.7110.462 Permits 475.00 0.00 330.00 145.00 Total Contractual Expense 144,025.00 7,416.86 126,854.53 17,170.47 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 14,000.00 476.09 13,952.85 47.15 A.9050.8 Unemployment Insurance 0.00 0.00 0.00 0.00 A.9060.8 Medical Insurance 22,692.00 -327.90 17,059.40 5,632.60 Total Employee Benefits 36,692.00 148.19 31,012.25 5,679 75 - ' Date : 11/12/2015 Page no Time : 4:31 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 Total Expenditures 820,971.92 13,534.20 488,295.71 332,676.21 • l , Clerk's Report of Receipts _ Period Covering October 21 - November 10, 2015 Deposit Other Revenue Picnic Comm Total Beach Federal :oncessior Date Group/Payee Description Dates Booked Lodge Area Room Fields Other - Other Rev. Permits Donations Aid Rental January Report $ 250.00 0 - 596.25 - $ 846.25 - - - - February Report $ 1,775.00 0 800.00 35.00 - $ 2,610.00 - - - - March Report $ 890.00 0 250.00 1,420.00 $ - $ 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 4500 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 $ - $ - $ - October Report $ 1,400.00 $ 150.00 400.00 $ 1,350.00 $ - $ 3,300.00 $ - $ - $ - $ - Totals previously reported $ 11,645 00 $ 2,400.00 $ 12,650 00 6,377.50 $ 250.00 $ 33,322 50 $ 13,145 00 1255 00 see 250.00 November Report 10/22/15 Martin Finnegan Usage Fee 11/26/2015 $ 400 00 G S.S.0 Troop 220 Usage Fee 11/21 &22 300.00 - 10/26/15 Boy Scout Troop 197 Usage Fee 11/13,14&15 375 00 Boy Scout Troop 179 Usage Fee 12/12&13 450.00 10/26/15 State of New York-DOHS FEMA-PW 1240 Bal.Debns Remova I-Sandy 2036 49 11/2/15 Cynthia Howell Usage Fee 11/7/2015 400 00 NOVEMBER RECEIPTS $ 1,125.00 $ - $ 800.00 - $ 1,925.00 $ - $ - 2036 49 $ - YEAR TO DATE $12,770 00 $ 2,400.00 $13,450 00 $ 6,377.50 $ 250 00 $ 35,247.50 $13,145 00 1255.00 a 250.00 Federal Aid $ 293,718 43 7/11/2015 Federal Aid $ 2,036 49 10/26/15 1 Clerk's Report of Receipts Period Covering October 21 - November 10, 2015 Deposit Date Payee Description Sale of Property 10/26/15 Thomas&Barbara Mercier Sale of Love Ln.SCTM#1000.140.1.p/o 19.1 8,458.00 - Escrow Distribution-Sale of Love Ln David B. Prokop, Esq SCTM#1000.140.1.p/o 19.1 1,000.00 10/29/15 Town of Southold Sale of 630 Pike Street SCTM#1000.140.3.5. 230.000.00 Total $ 239,458.00 • 2