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HomeMy WebLinkAboutMPD-07/25/2016 MATTITUCK PARK DISTRICT M AT T I T U C K . . PARK DISTRICT d P.O. BOX 1413 • MATTITUCK, NEW YORK 11952 Ph: (631) 298-9103 • Email: mattparkdist@optonline.net RECEIVED February 13, 2017 FEB `I 5 2017 5outliold Town Clerk Ms. Elizabeth A.Neville, Town Clerk Town of Southold P.O. Box 1179 Southold,NY 11971=0959 RE: Mattituck Park District Dear Ms.Neville: Enclosedplease find Mattituck Park Distric`t's,meeting packet from our special meeting held on July 25, 2016, containing the Meeting Agenda, approved Minutes and'Resolutions for filing with your office. If you have any questions regarding the enclosed,please do not hesitate to call me. Thank you for your attention. Very truly yours, Lynne Krauza Secretary /lk Enclosures SPECIAL MEETING AGENDA Mattituck Park District Board of Commissioners Special Meeting Monday, July 25, 2016 at 6:30 p.m. Presiding Commissioners Gerard Goehringer, Co-Chairperson Michael Ryan, Co-Chairperson Nicholas Deegan, Commissioner Call to Order Pledge 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 1. Open Sealed Bids Tree Trimming and/or Removal at Vets and Yacht Club Properties 2. Aldrich Lane Bathroom Addition 3. Vets Park Bathroom Facility 4. Bailie Beach 5. Professional Services Contracts RESOLUTIONS Resolution 2016-74 awarding the contract for the tree trimming and/or tree removal at Vets Park and Yacht Club properties Resolution 2016-75 authorizing the retention of L.K. McLean Associates, P.C. for professional engineering, architectural and design services, including permitting, in connection with the Aldrich Lane Bathroom Addition Resolution 2016-76 authorizing the retention of L.K. McLean Associates, P.C. for professional engineering, architectural and design services, including permitting, in connection with the Vets Park Bathroom Facility PUBLIC COMMENTS MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS SPECIAL MEETING MINUTES JULY 25,2016 Attendance Michael Ryan,Co-Chairperson Nicholas Deegan,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 6:27 p.m. G.Goehringer is excused from this meeting. M. Ryan stated that we will be following standard meeting protocol wherein the public can speak about anything on the agenda before the meeting and any additional items that are not on the agenda at the end of the meeting. Pledge OPEN SEALED BIDS L.Tortora opened the sealed bids for the tree trimming and/or tree removal services at Vets Park and Yacht Club properties and handed out worksheets. We received the following proposals: Shamrock Tree Company-$8,300 plus$1,200 for stump grinding for a total of$9,500. Chris Mohr Lawncare&Landscaping, Inc.-$2,665 for Yacht Club and$6,220 for Vets for a total of $8,845. Coastal Plantings a/k/a Motts Tree Service-$13,900 Carrick's Tree Service-$6,950 L.Tortora said some included grinding stumps and some did not. D. Prokop said grinding the stumps was part of our RFP. L.Tortora made copies of all proposals for the Commissioners and Legal Counsel for their review. D. Prokop reviewed all bids and said there is no reason to disqualify any of them. The Commissioners agreed to retain Carrick's Tree Service,the lowest responsible bid. A resolution awarding the contract to Carrick's will be adopted at tonight's meeting. ALDRICH LANE BUILDING ADDITION M. Ryan said he is inclined to move forward on this project and would like to have it done this calendar year. N. Deegan asked if Chris Dwyer is open to looking at pole barns. M. Ryan said Chris said because -1- this would be added onto our existing building that pole barns may not work. N. Deegan said he contacted SCWA and they said their waterline does not go as far as our property. He said he was going to speak with a homeowner on Aldrich Lane. M. Ryan said he knows people that live on Aldrich Lane and will ask them as well. M. Ryan stated that McLean's proposal does not include anything regarding water because we were going to look into hooking up to SCWA. N. Deegan said we have nothing to compare McLean's prices to and asked how many times have we hired the same firm. M. Ryan said he has no issue with McLean and using the McLean firm again. S. Maddaloni said she spent a lot of time over the weekend researching our Procurement Polity and the State Comptroller's website and the State Comptroller recommends that we go out to bid for professional services and said that it would be in the best interest of the taxpayers to do so. She said using someone over and over again doesn't make them qualified to do the job. L.Tortora said there is an exception to competitive bidding for professional services such as attorneys,engineers,technical skills, etc. D. Prokop said that the State Comptroller suggests obtaining proposals for professional services but it is not necessary nor is it necessary under our Procurement Policy. He further stated that the State Comptroller has to say this. D. Prokop said that the Commissioners can decide if they want to go out to bid for these services but they need to be consistent and not just go out to bid on McLean's services. S. Maddaloni said we have gone out to bid for other professional services and M. Ryan queried what other professional services we went out to bid for. S.Maddaloni said that when we hired the auditors we had obtained three quotes before hiring them. L.Tortora said we obtained quotes on professional services in the past and the results were not satisfactory. D. Prokop said we were burned twice on services. L.Tortora said to N. Deegan that he was on the Board when the Procurement Policy was written and ultimately adopted and reminded N. Deegan that he voted for the Policy and had no objection then. D. Prokop said that Competitive Law states that we don't have to bid professional services and the Commissioners should not be criticized for not bidding these services. L.Tortora said the lowest bidder does not guarantee the best job for the taxpayers. She reminded everyone what happened with the last two surveyors,and about all the problems they had with a construction firm back in 2009,who was the lowest bidder. N. Deegan suggested that when we have time we should consider bidding professional services. D. Prokop said if the Commissioners want to spend the rest of the year interviewing engineering firms for the bathroom project,then they should do that. D. Prokop said the State Comptroller has a specific exemption for professional services so municipalities can do business. D. Prokop said if N. Deegan agrees with S. Maddaloni then take the time and bid these services out. N.Deegan said if the law says we don't need to and the State Comptroller recommends it,then we should be doing it. S. Maddaloni said that we need to be audit proof and D. Prokop said we are following the law. She said we are audit proof when it comes to her but not other things and she feels a personal vendetta. D. Prokop stated that was not a fair statement. -2- S. Maddaloni said she was not criticizing the Commissioners about not following the law. L.Tortora said to S. Maddaloni that she was implying that we are doing something wrong. L.Tortora asked N.Deegan if he knew of another Town that bids professional services. M.Ryan said he is in favor of sticking with our Procurement Policy and allowing the Commissioners to decide on professional services and not going out to bid. Mike said that Shelley was being insulting and always has to make it personal. D. Prokop said he answered Shelley's email query about her concern about not bidding professional services and yet we have wasted 20 minutes discussing it again. He suggested that N. Deegan work with S. Maddaloni to bring in other engineering firms if that is what they want to do. L. Krauza said we have discussed this over and over again and told S. Maddaloni that she was being"very annoying." S. Maddaloni stood up and yelled at L. Krauza"You're just the damn Secretary". S. Maddaloni then left the meeting. VETS PARK BATHROOM FACILITY M. Ryan said he had a conversation with Chris Dwyer and would like to hold off until September to work out the details for this project. He said Chris mentioned a pre-cast building. N. Deegan said he is leaning toward a pre-cast building and M. Ryan agreed. N. Deegan said he would like to be more included in discussions and would like Chris to include him in conversations with the other Commissioners. M. Ryan clarified that the revised Proposal was received via email on Friday and L.Tortora forwarded it to all Commissioners at the same time. M. Ryan said he contacted Chris for background information. M. Ryan said we need to consider the existing concession stand building when deciding on a location for the new building and need to be concerned about aesthetics. It was agreed that this matter will be placed on the August Work Session Agenda. BAILIE BEACH L.Tortora said they have been getting lots of calls about the signage with respect to no swimming and she spoke with everyone that called and explained the issues we have been having with tenters,etc.and got good responses. These callers all use the beach and have seen the deterioration with campers,etc. RESOLUTIONS Resolution 2016-74 awarding the tree removal contract to Carrick's Tree Service was unanimously approved. Motion by M. Ryan,seconded by N. Deegan,all in favor and motion carried unanimously to adopt Resolution 2016-74. Resolution 2016-75 retaining L.K. McLean Associates, P.C.for professional engineering,architectural and design services for the Aldrich Lane Bathroom Addition was unanimously approved. -3- Motion by M. Ryan,seconded by N.Deegan,all in favor and motion carried unanimously to adopt Resolution 2016-75. Resolution 2016-76 retaining L. K. McLean Associates, P.C.for professional engineering,architectural and design services in connection with the Veterans Park Bathroom Facility was unanimously tabled to the 8/11/16 meeting. Motion by M. Ryan,seconded by N. Deegan,all in favor and motion carried unanimously to table Resolution 2016-76. PUBLIC COMMENT Janet Mehan was in attendance from the public. Janet asked if the location for the Vets Park Bathroom Facility was decided. She said that G.Goehringer had stated that he did not wish to knock the existing concession stand building down until it falls down. She said the placement is a huge issue for the community. N. Deegan said he disagrees with G. Goehringer. M. Ryan said he will wait to comment until we reach that Agenda item and said there are still items to work out. There being no further business to come before the meeting,motion by M. Ryan,seconded by N. Deegan,all in favor and motion carried to adjourn the meeting at 7:17 p.m. -4- RESOLUTION 2016-74 RESOLUTION AWARDING CONTRACT FOR TREE TRIMMING AND/OR TREE REMOVAL SERVICES AT VETS PARK RESOLVED that the Board of Commissioners of the Mattituck Park District, having reviewed all proposals for tree trimming and/or tree removal services at Veterans Park and Yacht Club properties, hereby award the contract to Carrick's Tree Service as the lowest responsible bidder, and that the Board of Commissioners hereby authorize Co-Chairperson, Michael Ryan, to execute a contract with Carrick's Tree Service, pursuant to their Proposal dated June 1, 2016, subject to the approval of Legal Counsel. RESULT: ADOPTED 7/25/16 (Unanimous) RESOLUTION 2016-75 RESOLUTION RETAINING L.K. McLEAN ASSOCIATES, P.C. FOR PROFESSIONAL ENGINEERING, ARCHITECTURAL AND DESIGN SERVICES, INCLUDING PERMITTING, FOR THE -ALDRICH LANE BATHROOM ADDITION RESOLVED that the Board of Commissioners of the Mattituck Park District hereby retain L.K. McLean Associates, P.C. for professional engineering, architectural and design services, including permitting, for the Aldrich Lane Bathroom Addition Project, all in accordance with their Proposal dated July 6, 2016, at a cost not to exceed $18,360.00. RESULT: ADOPTED 7/25/16 (Unanimous) RESOLUTION 2016-76 RESOLUTION RETAINING L.K. McLEAN ASSOCIATES, P.C. FOR PROFESSIONAL ENGINEERING, ARCHITECTURAL AND DESIGN SERVICES, INCLUDING PERMITTING, FOR THE VETERANS PARK BATHROOM FACILITY RESOLVED that the Board of Commissioners of the Mattituck Park District hereby retain L.K. McLean Associates, P.C. for professional engineering, architectural and design services, including permitting, for the Veterans Park Bathroom Facility Project, all in accordance with their Proposal dated July 2016, at a cost not to exceed $ RESULT: TABLED TO 8/11/16 MEETING