HomeMy WebLinkAboutMPD-12/08/2016 RECEIVED
MEETING AGENDA
Mattituck Park District AUG 1 7 2017)
Board of Commissioners Meeting
Thursday, December 8, 2016 @ 6:30 p.m. Southold Town Clerk
Presiding Commissioners Gerard Goehringer, Co-Chairperson
Michael Ryan, Co-Chairperson
Nicholas Deegan, Commissioner
Call to Order
Pledge
Approval of 11/10/16 Meeting Minutes Presented via email
Treasurer's Report Shelley Maddaloni
Clerk's Report Lydia Tortora
PUBLIC COMMENT SESSION ON AGENDA ITEMS
All other comments re_gardin_g non-agenda items will be held at the end of the meeting
Please limit comments to no more than 5 minutes
1. Maintenance Update
2. Breakwater Beach Pavilion Update
3. Veterans Park Bathroom Addition Update
4. Aldrich Lane Water Test Results
5. Proposed Changes to Community Room and Picnic Area Regulations
a. Cancellation/Refund Policy— increase from 30 to 60 days
b. Increase fee from $500 to $550 for 81-120 people renting both
C. Possible dumpster fee for large events
6. Holiday Hours for Maintenance Staff
RESOLUTIONS
Resolution 2016-108 approving the Bill Register and authorizing payment of current bills
Resolution 2016-109 setting the meeting schedule for January 2017 including the
Organizational meeting
EXECUTIVE SESSION
Matters Involving Employment of Particular Person(s)
PUBLIC COMMENTS
MATTITUCK PARK DISTRICT
BOARD OF COMMISSIONERS MEETING MINUTES
DECEMBER 8,2016
Attendance
Gerard Goehringer, Co-Chairperson
Michael Ryan, Co-Chairperson
Nicholas Deegan, Commissioner
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 6:55 p.m.
PLEDGE OF ALLEGIANCE
APPROVAL OF MINUTES
Motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried to approve the
Minutes from the November 10,2016 Meeting submitted via email.
TREASURER'S REPORT
S. Maddaloni reported that cash totaled$21,788.69, Money Market Account totaled
$1,091,044.28,petty cash totaled$300.00, assets totaled$1,113,132.97, liabilities totaled$0.00,
fund balance totaled$1,113,132.97, leaving a liabilities and fund balance total of$1,113,132.97.
Shelley circulated the bank reconciliation to the Commissioners.
S. Maddaloni said that the following bills on the Bill Register were not standard monthly bills:
Election, Harry Goldman(water tests), Laurel Stone(RCA), Shelley Maddaloni (reimbursement
for speakers in her office and a Microsoft Office repair),Mattituck Sanitation, Orlowski
Hardware and Beverly Vlcek(Election). M. Ryan questioned the speakers for S. Maddaloni's
office and she said this allows her to listen on You Tube for training on new software and for
music. N. Deegan asked about the McLean bill and the total costs to date paid to them. S.
Maddaloni will revise the Bill Register and email to L. Krauza. S. Maddaloni said she reached
out to John Cushman regarding liabilities. D. Prokop suggested more information be presented
to Commissioners with amounts before Paychex takes monies from our account. He said it is
better to give the Commissioners as much information as possible. He said the Commissioners
should see the tax liability every month regarding payroll taxes. S. Maddaloni said it is not a
liability if we don't owe it. D. Prokop said it is a pre-tax payment so the Commissioners should
see the liability amounts. He suggested a separate payroll report if necessary. S. Maddaloni will
implement this for the next meeting. N. Deegan asked to see payroll sheet. D. Prokop asked if
there was a payroll report and S. Maddaloni said there is a summary portion. M. Ryan said the
auditors recommended two separate checking accounts using two banks and S. Maddaloni does
not agree. D. Prokop said he feels we should have a separate account for payroll so Paychex
does not have access to so much of our funds. L. Tortora said the Town maintains two accounts.
M. Ryan said if the auditors are making this recommendation why aren't we acting on it. N.
Deegan said he has no problem with using the same bank. The Commissioners agreed to use the
same bank. S.Maddaloni said she will open another account for payroll. D.Prokop said this
should be placed on the balance sheet.
S. Maddaloni said regarding the budget that after having some conversations with Sage that
starting in January she will export the data in Excel because the Sage software is limited. L.
Tortora's report is for the prior month now per the auditors recommendation. D. Prokop asked
L. Tortora and S. Maddaloni to do an internal reconciliation to make the Commissioner's aware
of this. S. Maddaloni will ask the auditors for their recommendations on this.
Motion by N. Deegan, seconded by G. Goehringer, all in favor and motion carried to accept and
approve the Treasurer's Report.
CLERK'S REPORT
L. Tortora said we are doing very well. She said the fields should reflect$2,700 and she will
correct and send revised Report to L. Krauza. She said we received the balance on the parking
lot from FEMA$6,000+. She said North Fork United Soccer Club owes us monies for the lights
and they have been billed.
She said we received word from FEMA that our application was approved for the Vets parking
lot and they will send us the funds once they are obligated. She said we will then send them our
administrative costs for reimbursement. We should receive approximately$106,223 from
FEMA for the parking lot plus the administrative costs. L. Tortora said she would like to send
Senator LaValle and Assemblyman Palumbo a letter about Mark Mundell at FEMA and his
efforts for the Park District.
L. Tortora said Chrissie's computer crashed recently and she bought anew one and received a
$200 credit for the old computer and bought it online on a Black Friday sale for a total cost of
$154 that included a 3-year protection plan.
D. Prokop and the Commissioners audited Girl Scout Troops 1133 and 1820 and everything was
found to be in order with the exception of waiting for insurance.
Motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried to accept and
approve the Clerk's Report.
Maintenance Update
Chesterfield Associates provided us with a quote for caps on the Vets bulkhead. G. Goehringer
said flat caps were best rather than pointed ones. We also need caps for Love Lane. D. Prokop
said we need to obtain two additional quotes. N.Deegan said our maintenance staff can install
the caps.
Breakwater Beach Pavilion Update
M. Ryan explained that our application before the Town Trustees was removed from their
Agenda due to a concern about the location of the Pavilion. They asked us to resubmit our
application with a different location. N. Deegan said we are working on it with Chris Dwyer.
We are looking into relocating it to the playground area. It was agreed that L. Tortora will
advise Chris Dwyer that the new proposed location is acceptable.
Mr. Lomaga said he attended a meeting of the Mattituck-Laurel Civic Association regarding
historic things in Mattituck. He showed the Commissioners a rendering that was done in
Colorado. He would like the Commissioners to consider something like this that would be
educational for visitors and suggested we get the Mineral Club involved.
Veterans Park Bathroom Addition Update
N. Deegan spoke with Chris Dwyer and Chris said they have not been retained. N. Deegan said
he doesn't see the need for changing rooms and that we should just build male and female
bathrooms. Doris McGreevy agreed with N.Deegan. It was agreed that N.Deegan would
contact Chris Dwyer about proceeding with male and female bathrooms only and will obtain a
revised Proposal.
Aldrich Lane Water Test Results
G. Goehringer said it was his understanding that the water test results were acceptable. L.
Tortora said she has a copy of the results. D. Prokop reviewed the results and said the nitrates
levels exceeded acceptable standards.
Proposed Changes to Community Room and Picnic Area Regulations
L. Tortora said she proposes an increase in the cancellation/refund policy from 30 days to 60
days due to the fact that during the summer bookings get cancelled at the last minute and our
demand is very high in the summer. The Commissioners agreed to this increase.
L. Tortora proposed increasing the fee from$500 to $550 for 81-120 bookings and the
Commissioners did not agree to this fee increase.
L. Tortora proposed a dumpster fee for large events because when people bring everything in
boxes,they put the boxes in the dumpster which causes it to fill up faster. It was agreed that a
$50 dumpster fee be considered at the January Work Session.
Holiday Hours for Maintenance Staff
Doris McGreevy asked what holidays we were referring to and was told Christmas and New
Year's.
Miscellaneous
S. Maddaloni said that our health insurance rates are going up. This matter will be placed on the
January Work Session agenda.
Public Comment
George Lomaga,Paul Calabro and Doris McGreevy were in attendance from the public.
EXECUTIVE SESSION
Motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried for the
Commissioners and Legal Counsel to go into Executive Session at 8:11 p.m. to discuss
personnel. It was agreed that Doris McGreevy should attend the Executive Session discussion as
in incoming Commissioner effective January 1,2017.
Motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried to come out of
Executive Session at 9:30 p.m.
RESOLUTIONS
Resolution 2016-108 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 2016-108.
Resolution 2016-109 setting the January 2017 meeting schedule was unanimously approved.
Motion by G. Goehringer, seconded by M. Ryan, all in favor and motion carried to unanimously
approve Resolution 2016-109.
There being no further business to come before the meeting,motion by G. Goehringer, seconded
by N. Deegan,all in favor and motion carried to adjourn the meeting at 9:30 p.m.
RESOLUTION 2016-108
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 December 8,
2016 meeting and further authorizes payment of the current bills.
RESULT: ADOPTED 12/8/16 (Unanimous)
RESOLUTION 2016-109
RESOLUTION SETTING MEETING DATES FOR JANUARY 2017
RESOLVED that the Board of Commissioners of the Mattituck Park District
hereby set the following meeting dates for the month of January 2017: Work
Session, Thursday, January 5, 2017 at 6:30 p.m., monthly meeting, Tuesday,
January 10, 2017 at 6:30 p.m. and Organizational meeting on Thursday, 1/19/17,
at 6:30 p.m.
RESULT: ADOPTED 12/8/17 (Unanimous)
5
Mattituck Park District
Balance Sheet
12/8/2016
Assets
Account Account Name Balance
A.200 Cash'' 21,788.69
A.201 'C'sh in Time 1,091,044.28
A.210 Petty Cash 300.00
Total Assets 1,113,132.97
Liabilities **
Account Account Name Balance
A.021 NYS Tax Payable 0.00
A.022 Federal Tax Payable 0.00
A.026 FICA Tax Payable 0.00
Total Liabilities 0.00
A.909 Fund Balance 1,113,132.97
Total Liabilities plus Fund Balance 1,113,132.97
F* PAYCHEX REMOVES FUNDS FOR TAX LIABILITIES ON DATE PAYROLL IS DONE
. 7`7Ur
BILL REGISTER
DECEMBER 2016
Check Payee Date Amount
25679 ADVANCE AUTO 12/8/2016 $49.17
25697 BP 12/8/2016 $342.19
25699 CALLAHEAD 12/8/2016 $147.00
25680 CARECONNECT 12/8/2016 $1,499.00
25681 COTUGNO, DIANE 12/8/2016 $60.00 ELECTION
25682 ELLIOTT, CHRISTINE 12/8/2016 $60.00 ELECTION
25683 GINS MERMAID 12/8/2016 $137.00
25684 HARRY GOLDMAN 12/8/2016 $740.00 (5) INVOICES
25700 HARRY GOLDMAN 12/8/2016 $90.00 (2) INVOICES
25701 LAUREL STONE 12/8/2016 $260.55 RCA
25702 L.K. McLEAN 12/8/2016 $6,676.80
25685 MATTITUCK PLUMBING 12/8/2016 $300.00
25686 MADDALONI, SHELLEY 12/8/2016 $101.02 REIMBURSE SPEAKERS/OFFICE
25705 MARJAM 12/8/2016 $32.64
25687 MATTITUCK SANITATION 12/8/2016 $354.05 (2) INVOICES
25688 NATIONAL GRID 12/8/2016 $163.38
25689 NAWROCKI SMITH 12/8/2016 $1,000.00 AUDIT, AUGUST
25690 NYSIF 12/8/2016 $747.47
25698 OPTIMUM 12/8/2016 $241.33
ACH PAYCHEX 12/8/2016 $52.87 FEE
25704 ORLOWSKI 12/8/2016 $487.43 NOVEMBER
25691 PROKOP, DAVE 12/8/2016 $928.33 DECEMBER
25706 PSEG 12/8/2016 $1,915.88
25707 SCWA 12/8/2016 $94.93
25708 SOUTHOLD SOLID WASTE 12/8/2016 $27.60
25692 STAPLES 12/8/2016 $143.98
25703 VERIZON 12/8/2016 $170.18
25693 VLCEK, BEVERLY 12/8/2016 $60.00 ELECTION
TOTAL: $16,882.80
add-on
25709 SUZANNE HAND &ASSOC. 12/8/2016 $1,100.00 EMPLOYEE EVALUATIONS
25710 NAWROCKI SMITH 12/8/2016 $1,000.00 SEPT/OCT
25711 VOID 12/21/2016 $69.50 VOID
25712 HOSTWAY 12/21/2016 $69.50 2017 WEBSITE HOSTING FEE
ACH PAYCHEX 12/22/2016 $54.48 FEE
ACH NYS DEPT OF TAXATION 1 12/27/2016 $18.25 QTR 2 TAX SHORTAGE
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Mattituck Park District Pagel
Income Statement
Compared with Budget
For the Twelve Months Ending December 31,2016
Account ID Description Current Budget Month to Date Year to Date Remaining Budget
A.1001 Real Property Taxes $ 420,391 $ 0.00 $ 420,391.00 0.00
A.1090 Interest-Real Prop.Tax 0 0.00 5.80 5.80
A.2401 Interest&Earnings 1,090 0.00 556.01 (533.99)
A.2440 Concession Rental 400 0.00 115.00 (285.00)
A.2590 Beach Fee Non-Resident 10,160 0.00 9,120.00 (1,040.00)
A.2591 Beach Fee Resident 0 0.00 12,715.00 12,715.00
A.2650 Sale of Excess Materials 0 0.00 1,043.00 1,043.00
A.2655 Ramp Keys 100 0.00 0.00 (100.00)
A.2680 Insurance Recoveries 0 0.00 0.00 0.00
A.2701 Refunds Prior Year Exp. 100 0.00 1,287.52 1,187.52
A.2705 Gifts&Donations 650 0.00 1,375.00 725.00
A.2771 Other Revenues 21,935 0.00 0.00 (21,935.00)
a.2771.1 LODGE 0 0.00 11,950.00 11,950.00
A.2771.2 COMM ROOM 0 0.00 13,400.00 13,400.00
A.2771.3 PICNIC 0 0.00 3,550.00 3,550.00
A.2771.4 FLD USAGE 0 0.00 7,727.50 7,727.50
A.3000 Sale of Real Property 0 0.00 0.00 0.00
A.3771 State Aide-Parks&Rec 0 0.00 0.00 0.00
A.3960 NYS Emergency Man.Aid 0 0.00 6,641.30 6,641.30
A.4950 Federal Grant(CDBG) 0 0.00 0.00 0.00
A.4960 Federal Emerg.Man.Aid 0 0.00 35,931.88 35,931.88
A.599 Appropriated Fund Balance 80,930 0.00 0.00 (80,930.00)
Total Revenues 535,756 0.00 525,809.01 (9,946.99)
A.5650.12 Parking Attend.,Hourly 19,000 175.40 14,911.79 (4,088.21)
A.7110.12 Parks,Part-Time Hourly 20,000 555.20 14,644.62 (5,355.38)
A.7111.12 Parks,Full-time Hourly 87,200 2,548.02 66,192.39 (21,007.61)
A.7112.12 Parks,Office 35,000 1,009.96 29,251.58 (5,748.42)
A.7110.452 Secretary 6,400 238.36 5,974.47 (425.53)
A.7110.453 Treasurer 7,400 289.65 7,230.31 (169.69)
A.7180.11 Beach Manager 5,400 0.00 4,963.63 (436.37)
A.7180.12 Beaches,Hourly 25,000 0.00 15,263.46 (9,736.54)
Total Personnel Expense 205,400 4,816.59 158,432.25 (46,967.75)
A.7110.242 Site Improvements 100,000 6,676.80 28,802.24 (71,197.76)
A.7110.243 Equipment 29,000 0.00 3,953.50 (25,046.50)
For Management Purposes Only
Mattituck Park District Page:2
Income Statement
Compared with Budget
For the Twelve Months Ending December 31,2016
Account 1D Description Current Budget Month to Date Year to Date Remaining Budget
Total Capital Outlay 129,000 6,676.80 32,755.74 (96,244.26)
A.7110.411 Supplies&Materials 45,000 1,592.41 35,834.58 (9,165.42)
A.7110.412 Office Stationary 500 0.00 0.00 (500.00)
A.7110.421 Telephone 3,900 411.51 4,499.47 599.47
A.7110.422 Electric 10,000 1,915.88 19,385.66 9,385.66
A.7110.423 Water 500 94.93 464.52 (35.48)
A.7110.424 Natural Gas 5,000 163.38 3,170.29 (1,829.71)
A.7110.431 Insurance 25,000 0.00 35,801.03 10,801.03
A.7110.442 Site Maint/Facility Rprs 25,000 1,631.04 18,109.03 (6,890.97)
A.7110.443 Equipment Repairs 6,000 49.17 1,822.52 (4,177.48)
A.7110.450 Accounting&Auditing 0 0.00 0.00 0.00
A.7110.451 Legal Council 12,000 928.33 11,139.96 (860.04)
A.7110.454 Election Tellers 300 120.00 216.00 (84.00)
A.7110.455 Auditing Services 10,000 1,000.00 1,000.00 (9,000.00)
A.7110.460 Miscellaneous 0 0.00 0.00 0.00
A.7110.461 Postage 550 0.00 420.00 (130.00)
A.7110.462 Permits 475 0.00 1,210.00 735.00
Total Contractual Expense 144,225 7,906.65 133,073.06 (11,151.94)
A.9030.8 FICA,Employee Benefits 14,000 0.00 0.00 (14,000.00)
A.9050.8 Unemployment Insurance 0 0.00 0.00 0.00
A.9060.8 Medical Insurance 26,000 1,499.00 16,489.00 (9,511.00)
Total Employee Benefits 40,000 1,499.00 16,489.00 (23,511.00)
Total Expenditures $ 518,625 $ 20,899.04 $ 340,750.05 (177,874.95)
For Management Purposes Only
Clerk's Report of Receipts
Period Covering November 1 - November 30, 2016
Deposit Other Revenue Picnic Comm Total Beach Federal ncessio
Date Group/Payee Description Dates Booked Lodge Area Room Fields Other Other Rev. Permits Donations Aid Rental
January Report 1,525.00 $ - $ 82875 $ 2,353.75 $ - $ - $ - -
February Report 650.00 $ 150.00 $ 400.00 $ 330.00 $ - $ 1,530.00 $ - $925.00 $ - -
March Report 250.00 $200.00 1600.00 1190.00 $ 793.00 $ 4,033.00 $ - 45000 $ - -
Apnl Report 3,250.00 $ 450.00 $ 800.00 1,570.00 $ 25000 6,32000 $ - $ - $ - -
May Report 400.00 250.00 145000 11000 $ - 2,210.00 $ 3,11000 $ - $ - -
June Report 1,050.00 750.00 2600.00 1,18875 $ - 5,588.75 $ 4,81000 $ - $ - -
July Report $1,32500 $600.00 $2,60000 $ - $. - $4,52500 $ 18,815.00 $ - $ - -
August Report $ 100.00 350.00 1200.00 154000 $ - $ 3,190 00 $ 4,630.00 $ - $ 35,931 88 $ -
September Report $ 1,425.00 - 120000 45000 - $ 3,07500 - - -
October Report $ 1,200 00 $ 25000 1,25000 - - 2,70000
Totals previously reported 11,175 00 3,00000 13,100.00 7,207 50 1,043.00 35,525 50 $ 22,175 00 1375.00 35,931.88 $115
NOVEMBER Report
11/1/16 N.F.United Soccer Club Usage Fee Fall 2016 52000
11/3/16 Carlos Payano/Sherry SteelE Usage Fee 11/19/16 400.00
State of NY, Division Balance due on original Vets Pking lot
11/3116 Homeland Security PW 1965 2457-Storm Sandy 6,641.30
11/8/16 Cynthia Howell Usage Fee 11/20/16 400.00
11/14/16 G S S C.Troop 1133 Usage Fee 2/3,4,5 2017 $ 47500
11/17/16 G.S S C Troop 1820 Usage Fee 1/21 &22 2017 $ 30000
NOVEMBER RECEIPTS $ 77500 - 800.00 52000 - 2,09500
YEAR TO DATE $ 11,950 00 $3,000 00 $13,900.00 $ 7,720.50 $ 1,043 00 $ 37,613 50 22,175 00 1,375 00 42.573 18 1,15.00
1 12/8/2016