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HomeMy WebLinkAbout01/10/2017 AUG 1 7 2017 MEETING AGENDA Southold Town Clerk Mattituck Park District Board of Commissioners Meeting Tuesday, January 10, 2017 @ 6:30 p.m. Presiding Commissioners Gerard Goehringer, Commissioner Nicholas Deegan, Commissioner i Doris McGreevy, Commissioner Call to Order Pledge Approval'of 12/8/16 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. RFP Piling Caps 3. Lighthouse Security Contract RESOLUTIONS Resolution 2017-1 awarding Mattituck Environmental the contract for waste disposal services Resolution 2017-2 authorizing the Clerk to solicit bids for piling caps for Veterans Park and Love Lane properties- Resolution 2017-3 approving the Bill Register and authorizing payment of current bills EXECUTIVE SESSION Matters Involving Employment of Particular Person(s) PUBLIC COMMENTS MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES JANUARY 10, 2017 Attendance Gerard Goehringer, Commissioner 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 6:34 p.m. D. McGreevy was excused from this meeting. PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES Motion by N. Deegan, seconded by G. Goehringer, all in favor and motion carried to approve the Minutes from the December 8, 2016 Meeting submitted via email. TREASURER'S REPORT S. Maddaloni reported that cash totaled $35,157.34, Money Market Account totaled $1,172,243.47, petty cash totaled $300.00, assets totaled $1,207,700.81, liabilities totaled $0.00, leaving a liabilities and fund balance total of$1,207,700.81. S. Maddaloni said we received the first check from the Town of Southold for taxes totaling $70,957.50. She said she needs a voucher from N. Deegan to reimburse him for the Lowe's purchase. She said she checked with John Cushman and he said that once the payroll taxes are paid they are no longer a liability. D. Prokop said that if the payroll taxes are not included in the Treasurer's Report, then the Commissioners should be provided with these details monthly at our meetings. N. Deegan said he would like to see a list of the payroll and taxes paid. S. Maddaloni said the payroll journal is about 7-10 pages and suggested she create a summary page showing the total gross wages, taxes and net income. D. Prokop said we should defer to the auditors as to what should be presented to the Commissioners. L. Tortora suggested that S. Maddaloni present one copy of the payroll journal to the Commissioners at the Organizational Meeting and let the Commissioners decide what they want to see monthly. This matter will be placed on the Organizational Meeting Agenda. Regarding the Bill Register, S. Maddaloni said that Lighthouse Security is their annual fee and L. T000ra's reimbursement for mileage for the year. She said she could not generate the third page'of her report because she has to create the 2017 budget and needs more time with Sage to get it done. She said she will have this rectified for the February meeting. S. Maddaloni said she thought the Commissioners agreed to leave the gate open beyond 4:30 p.m. pnd she can't always get in before that time. N. Deegan said he will look into what can be done to work it out. She said she received new bills and circulated them to the Commissioners for approval. L. Tortora said she needs a list of vendors for open purchase orders and amounts. It was agreed that this matter will be placed on the Organizational Meeting Agenda. S. Maddaloni asked why the Advanced Auto Parts bill was placed on hold and N. Deegan said he wanted to see the receipts to know what the bill was for. She said she has one receipt for $95.03 and needs receipts for all charges on the bill. N. Deegan said he will ask the maintenance staff to obtain copies of all receipts that pertain to this bill and remind them that we need these receipts going forward. L. Tortora asked S. Maddaloni how many times she met with the auditors and what months have been reviewed. S. Maddaloni said she met with them in August and were paid for August and met with them in September and they were paid for September and October. She said we did not receive a bill for November and we only received a report from them for August. L. Tortora said she emailed the auditors for a status update and did not receive a reply. S. Maddaloni said they are coming on 1/13/17 and she will meet them and log them into her computer and she will leave. L. Tortora asked what they have been paid to date and S. Maddaloni said we paid them twice in December(one for the August meeting and one for the September/October meeting). S. Maddaloni asked that someone review their contract to make sure we know what we are to be paying them for. D. Prokop said it seems like we are missing information and he will contact the auditors to find out the status. N. Deegan said they are to be paid $1,000 monthly and are to generate reports monthly. S. Maddaloni asked for a heater for her office and N. Deegan will instruct the maintenance staff to purchase one. 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 she is very pleased with how we did in 2016 especially with the fields and Community Room. She said the last couple of days she has been very busy with phone calls from people looking to book events. She said there was a problem with the heat at the Lodge last weekend while a Girl Scout Troop was there. She said they did not realize there were two zones for heat. She said she is working with the Scout Leaders to provide them with another day at the Lodge after the incident with the snow storm on 1/7/17. D. Prokop suggested the Commissioners consider a policy for snow storms, weather advisories, etc. when it comes to bookings if children are going to be at the Lodge and G. Goehringer and N. Deegan agreed to consider it. G. Goehringer said we should purchase a generator for the Lodge. L. Tortora said in an absolute emergency they could stay at the Mattituck Fire House. She said Scout Leaders will not put the children in jeopardy. She said the reason why they had an issue on 1/7/17 was because an employee told them there was a strong likelihood that they would lose power and scared everyone so the Scout Leaders contacted all of the parents and had tOem drive in the height of the storm to pick up their children. It was agreed that this matter will bo placed on the Organizational Meeting Agenda. D. Prokop and the Commissioners audited the Civic Association and Girl Scout Troop 2098 and everything was found to be in order with the exception of the Girl Scout Troop because the file was not here. This file will be audited at the Organizational Meeting. Motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried to accept and approve the Clerk's Report. Appointment—George Lomaga, Breakwater Beach Pavilion Mr. Lomaga asked the Commissioners to consider historic concepts at Breakwater. He said Gardiner Foundation will consider financing for historic concepts and asked that we consider applying for grant funding. He suggested a•Mural showing a glacier. He said there are large rocks all over Long Island that are natural. He said we could have a historic theme to go along with the Pavilion. He suggested we research this Foundation on the internet and review the categories for grant funding. He thought it would be great to educate the visitors on Long Island history. He said the time to apply for grants would be November and April. N. Deegan said we could include North Fork historical items. This matter will be placed on the February Work Session Agenda. L. Tortora said she will do online research. Maintenance Update N. Deegan said the maintenance staff is painting inside the Lodge and that there is a list of projects in a folder in the office with the daily work logs for anyone wishing to review same. L. Tortora said the Breakwater swing's plastic bucket needs to be removed and N. Deegan said he will notify the maintenance staff. RFP Piling Caps D. Prokop said the Commissioners need to decide what caps to use. He said Chesterfield Associates told him that they never heard of the black caps being better than the white and lasting longer and said they are made of the same materials. He said Chesterfield said they are aware of this information being out there and that Chesterfield's quote is the same price for black or white caps. L. Tortora said we need to add prevailing wage. N. Deegan said that Port Lumber does not carry the caps so we can remove them from the list. Our request for proposal can be sent to Chesterfield Associates, Sound Shore Docks, and Higgins. N. Deegan said he will find out who did the work for Marlene Lane Association. G. Goehringer will let L. Tortora know the name of the company that Pawlik is affiliated with. L. Tortora will have the bids due for the February meeting. D. Prokop reviewed the draft RFP prepared by L. Tortora. Lighthouse Security Contract D. Prokop said that the Lighthouse Security contract is a universal contract used in the industry and 4 is acceptable for the Commissioners to sign the contract. Miscellaneous L. Tortora said that Mattituck Environmental picked up the contract today and will get it back to her op Thursday, and will have their insurance information to us next week and then the Commissioners can sign the contract. Public Comment Matt Partel and George Lomaga were in attendance at our meeting. EXECUTIVE SESSION Motion by N. Deegan, seconded by G. Goehringer, all in favor and motion carried for the Commissioners and Legal Counsel to go into Executive Session at 7:36 p.m. to discuss personnel. Motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried to come out of Executive Session at 8:20 p.m. RESOLUTIONS Resolution 2017-1 awarding Mattituck Environmental the contract for waste disposal services was unanimously tabled to the Organizational Meeting on 1/19/17. Resolution 2017-2 authorizing the Clerk to solicit bids for piling caps for Veterans Park and Love Lane properties was unanimously approved. Motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried to unanimously approve Resolution 2017-2. Resolution 2017-3 approving the Bill Register and payment of the current bills was unanimously approved. Motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried to unanimously approve Resolution 2017-3. 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 8:20 p.m. RESOLUTION 2017-1 RESOLUTION AWARDING CONTRACT TO MATTITUCK ENVIRONMENTAL FOR WASTE DISPOSAL SERVICES RESOLVED that the Board of Commissioners of the Mattituck Park District, having reviewed all proposals for waste disposal services at Veterans Park and Aldrich Lane properties, hereby award the contract to Mattituck Environmental as the lowest responsible bidder, and that the Board of Commissioners hereby authorize to execute a 2-year contract with Mattituck Environmental, pursuant to their Quotation dated , subject to the approval of Legal Counsel. TABLED TO THE 1/19/17 MEETING RESOLUTION 2017-2 RESOLUTION AUTHORIZING THE CLERK TO SOLICIT BIDS FOR PILING CAPS FOR THE VETERANS PARK AND LOVE LANE PROPERTIES RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to solicit bids for 122 pilling caps for Veterans Park and 32 piling caps for Love Lane Boat Ramp. RESULT: ADOPTED 1/10/17 (Unanimous) RESOLUTION 2017-3 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 January 10, 2017 meeting and further authorizes payment of the current bills. RESULT: ADOPTED 1/10/17 (Unanimous) Mattituck Park District Balance Sheet 1/10/2017 Assets Account Account Name Balance A.200 Cash 35,157.34 A.201 Cash in Time 1,172,243.47 A.210 Petty Cash 300.00 Total Assets 1,207,700.81 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 Total Liabilities plus Fund Balance 1,207,700.81 ** PAYCHEX REMOVES FUNDS FOR TAX LIABILITIES ON DATE PAYROLL IS DONE II BILL 8901MA JAN Amount 25713 SP 1/10/2017 $254.41 25715 CALLAHEA® 1/10/2017 $147.00 (3)INVOICES 25716 C.P. VAN OUZER' 1/10/2017 $261.23_ '(2) INVOICES _ - 25717 ECKERT OIL 1/10/2017 .. $464.55 - 25715 HARRY GOLDMAN 1/10/2017 $60.00 _ 25720 JAMESPORT HARDWARE _ 1/10/2017 $33.98 � FLOOR FINISH-LODGE 25721 LIGHTHOUSE SECURITY 1/10/2017 $744.00 ANNUAL RENEWAL 25719 MATTITUCK PLUMBING TT 1/10/2017 $253.60 (2) INVOICES _ 25729 MARJAM 1/1012017 ' $39.95 25723 MATTITUCK SANITATION 1/10/2017 $354.04 - (2) INVOICES 25724- NAPA V ill 261-f- $4.15 25725 NATIONAL GRID 1/10/2017 $299.57 25726 NORTHEASTERN EQ 1/10/2017 $150.09 25734 NYSIF ._ 1/10/2017 - 25714 OPTIMUM � 1/10/2017 $241.23 - ----- ACH PAYCHF.. - 1/10/2017 $72.67 FEE -- 25726 ORLOWSKI -��- - -- 1/10/2017 $275.53 NOVEMBER 25730 PROKOP, ®AVE -- .. _ 1110/2017 $923.33 DECEMBER 25731 PSEG -- 1/10/2017 $1,393.39 25732 SOUTHOLD SOLID WASTE _ 1/10/2017 $13.00 _ 25733 _ STAPLES 1/1 Q/2017 $47.84 25735 $TORR TRACTOR 1/10/2017 $376.57_ - 25722 TORTORA, LYDIA ^�-�- 1/10/2017 $146.97 2016 TRAVEL EXPENSE 25727 VERIZON T' --- 1/10/2017 25736 VERIZON WIRELESS _ 1/10/2017 _$118.34 _ -�- 'Q334.03 _ _ 25737 CARECONNECT - - 1/12/2017-.-Cl,499.60 JANUARY Clerk's Report of Receipts Period Covering December 1 - December 31 , 2016 Deposit Other Revenue Picnic Comm Total Beach Federal Doncesslor Date Group/Payee Description Dates Booked Lodge Area Room Fields Other Other Rev. Permits Donations Aid Rental January Report $ 1,525.00 $ - $ 828.75 $ 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 $ - 450.00 $ - - April Report $ 3,250.00 $ 450.00 $ 800.00 1,570.00 $ 250.00 6,320.00 $ - $ - $ -May Report $ 400.00 250.00 1450.00 110.00 $ - 2,210.00 $ 3,110.00 $ - $ - - June Report $ 1,050.00 750.00 2600.00 1,188.75 $ - 5,588.75 $ 4,810.00 $ - $ - July Report $ 1,325.00 $600.00 $2,600.00 $ - $ - $4,525.00 $ 8,815.00 $ - $ - - August Report $ 100.00 350.00 1200.00 1540.00 $ - $ 3,190.00 $ 4,630.00 $ - $35,931.88 $ - September Report $ 1,425.00 - 1200.00 450.00 - $ 3,075.00 - - - - October Report $ 1,200.00 $ 25000 11250.00 - - 2,700.00 November Report $ 775.00 - 800.00 520.00 - 2,095.00 - - 6,641.30 - Totals previously reported 11,950.00 3,000.00 13,900.00 7,727.50 1,043.00 37,620.50 $22,175.00 1375.00 42,573.18 $115 DECEMBER Report 12/5/16 G.S.S.C.Troop 3651 Usage Fee 12/27&28 $ 300.00 12/6/16 Boy Scout Troop 414 Usage Fee 2/10, 11 & 12 $ 700.00 State of NY,Division 12/13/16 Homeland Security Vets Pking lot PW2457 V1 -Storm Sandy 94,199.19 12/13/16 Mattituck-Laurel Civic Assoc. Usage Fee 12/15/16 250.00 Mattituck Soccer Club Usage Fee Fall 2016 lights 828.75 G.S.S.C.Troop 2098 Usage Fee 1/6 7&8 $ 375.00 G.S.S.C.Troop 2098 Usage Fee 1/6,7&8 $ 75.00 12/19/16 Maryann Wojcik-LILSL Usage Fee Fall 2016 lights 52.50 12/27/16 N,F. United Soccer Club Usage Fee Fall 2016 lights 30750 DECEMBER RECEIPTS $ 1,45000 - 250.00 1,18875 - $ 2,88875 - - 94,199.19 - YEAR TO DATE $ 13,400 00 $3,000.00 $13,900.00 $ 8,91625 $ 1,043 00 $ 40,259 25 22,175 00 1,375.00 1 136,772.37 115.00 1 1/9/2017