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Home My WebLink About02/14/2017 RECEIVED MEETING AGENDA AUG 17 2017, Mattituck Park District Board of Commissioners Meeting Southold Town Clerk Tuesday, February 14, 2017 @ 6:30 p.m. Presiding Commissioners Nicholas Deegan, Chairperson Gerard Goehringer, Commissioner Doris McGreevy, Commissioner. Call to Order Pledge Approval of 1/10/17 & 1/19/17 Meeting Minutes Presented via email Treasurer's Report Shelley Maddaloni Clerk's Report Lydia Tortora 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. Maintenance Update 2. Veterans Park Bathroom Facility 3. Upgraded Porta Potties for Summer Season 4. Open Purchase Orders— List of Vendors &Amounts RESOLUTIONS Resolution 2017-18 appointing Gerard Goehringer as Chairperson of the 2017 Easter Egg Hunt to be held on April 9, 2017 Resolution 2017-19 establishing the Park District's,health insurance contribution rates for 2017 for the two full-time maintenance employees Resolution 2017-20 retaining L.K. McLean Associates, P.C. for professional engineering and construction support services for the Breakwater Pavilion Project, including permitting Resolution 2017-21 to amend our law to have the Treasurer position be an appointed position so that the Park District will"be in line with the Town of Southold Resolution 2017-22 authorizing and approving the list of vendors and amounts for open Purchase Orders for 2017 Resolution 2017-23 approving the Bill Register and authorizing payment of current bills Resolution 2017-24 setting the meeting,schedule for March 20; 7 4Ai`5 PUBLIC COMMENTS MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES FEBRUARY 14, 2017 Attendance Nicholas Deegan, Chairperson Doris McGreevy, 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 6:33 p.m. G. Goehringer was excused from this meeting. PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to approve the Minutes from the January 10, 2017 Meeting and the January 19, 2017 Organizational Meeting Minutes submitted via email. TREASURER'S REPORT S. Maddaloni reported that the new payroll account has been opened. She said she takes the funds out of the Money Market Account to fund the payroll account. S. Maddaloni said that the auditors suggested adding the bank fees to the Bill Register. She said we received a check from Southold Town for taxes and there was a small reimbursement to N. Deegan and D. McGreevy. She reminded them to use the sales tax exempt form. She said that East End Sporting Goods (vinyl decals), Ink Spot, and Northeastern are not standard monthly bills. She said the new budget form needs a little more work with margins, etc. to make it look better. She Said the difference with this format compared to the older one is that the new format shows the remaining amounts for each line item based on our budget. She said regarding personnel, the amounts are as close as she could with what we paid last year. S. Maddaloni read the letter she wrote to mail to the vendors with the open Purchase Orders. It was agreed that this letter will be printed on our letterhead and mailed accordingly. D. Prokop suggested making copies of our letterhead for this purpose. She prepared a list of vendors and amounts for tl�e Commissioners to review for open Purchase Orders. L. Tortora made copies for the Commissioners. It was agreed that the resolution on for tonight's Agenda would be revised to include language at the end that says "subject to Legal Counsel approval." The Commissioners will review the list and advise as to what vendors should receive open Purchase Orders. D. Prokop said that our Procurement Policy requires a Purchase Order for any expenditure over$500. These expenses must be approved ahead of time by the Commissioners. N. Deegan asked for clarification in what we have received in taxes from the Town of Southold to date. He also questioned auditing services and accounting and audit. S. Maddaloni said she will remove the accounting and audit line and leave the audit services line. D. Prokop questioned FEMA monies and S. Maddaloni said we have not received any FEMA monies yet for 2017. L. Tortora suggested revising the Legal Counsel line item. S. Maddaloni said that she will fix the budget because the amounts did not line up with the fund lines. L. Tortora suggested adding a line for postage as we have done in the past and S. Maddaloni will add that line item. Both L. Tortora and D. Prokop said that the new budget form looked good. S. Maddaloni said she met with the auditors this past Friday and they reviewed the month of December. She said the auditors report for the month of November was included in the meeting packets for the Commissioners and Legal Counsel. S. Maddaloni questioned whether we were paying the auditors for each time they come to our office or on a flat fee basis. D. Prokop said the auditors were obligated to perform monthly auditing services and should produce a report monthly and they are to be paid $1,000 per month. He said we should pay the auditors every time they generate a monthly report. D. Prokop asked if the bank statements were included in the Treasurer's Report and S. Maddaloni said that this information was included on page 3 of the auditors' report that is part of the meeting packet. D. Prokop said that the Commissioners need to be abreast of the financial picture each month and the bank statements should be part of the Treasurer's Report. S. Maddaloni questioned that this is what the Commissioners want and that the bank statements would be one month behind in her monthly reports. N. Deegan said the bank statements will allow the Commissioners to see what the totals are. S. Maddaloni said she will include the bank statements going forward in her monthly reports. D. Prokop said the auditors recommended more disclosure with the Commissioners. N. Deegan asked S. Maddaloni to give the Commissioners as much information as possible in her monthly reports. S. Maddaloni said she will follow the auditors format and the Commissioners were in agreement. S. Maddaloni said that Tim left his health insurance documentation with her and she cancelled Care Connect effective March 1, 2017. She asked if the Commissioners were going to decide the contribution rates prior to 3/1/17. The Commissioners will decide this evening what the Park District will contribute and there is a resolution on for tonight's meeting. Motipn by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to accept and approve the Treasurer's Report. CLERK'S REPORT L. Tortora said her report is self-explanatory. The Commissioners and D. Prokop audited Boy Scout Troops 244 and 371 and everything was found to be in order. D. McGreevy questioned the usage fees and L. Tortora said it was two separate Troops in the same unit. 1 Motign by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to accept and apprgve the Clerk's Report. Maintenance Update D. McGreevy reported that the men are working at the Lodge and have been cleaning Wolf Pit. At the Lodge they have been painting, fixing lights, cleaning out the storage rooms, fixing equipment and snow removal. She said the men have a chart of what they need to do. She said Tim is fixing the shower at the Lodge. Painting the maintenance room at Vets and the Vets ; hallways and bathrooms are next on the list. r Veterans Park Bathroom Facility N. Deegan reported that they are looking at prefabs and considering Chris Dwyer's;suggestion regarding a demolition permit for the existing building. He said that prefabs or architecturally designed will increase Chris Dwyer's fee if we change the size to larger than 120 sq. ft. N. Deegan will complete the Building Department application for a demolition permit and the fee will be $100. He will obtain a check from S. Maddaloni and submit the application this week. Upgraded Porta Potties for Summer Season D. McGreevy said she contacted Norsic about an upgraded porta pottie and they have VIP types with a sink and a regular toilet that only hold 40 gallons of water which will not work for us and the cost is $124/mo. L. Tortora said she contacted Call-Ahead and they have several to choose from. She handed out copies of units that cost $100 per unit per month (we pay$49/month now) and they hold 70 gallons of water. The price includes weekly service. D. McGreevy read the specs for these units and they are good for 9-11 people on a jobsite at 40 hours per week. L. Tortora suggested we will need 2 units for the summer months(from 6/15 to 9/15). Due to concerns over the size of the holding tank and number of flushes, L. Tortora was asked to contact the vendor to obtain more information and report back to the Commissioners. Open Purchase Orders and List of Vendors L. Tortora reviewed the list of open Purchase Orders and vendors prepared by S. Maddaloni. D. Prokop suggested being conservative when determining who should receive an open Purchase Order. N. Deegan said we don't need one for NAPA. D. McGreevy questioned why they did not receive the list earlier. D. Prokop suggested adding language to the current resolution on tonight's Agenda making it"subject to Legal Counsel approval" so that the Commissioners can have a few days to review the list and decide on the vendors that will receive open Purchase Orders. Miscellaneous N. Deegan is still working on obtaining a third quote for a generator at the Lodge. He currently has only one quote. He will follow up. D. Prpkop reported that our Coastal Erosion-Hazard Appeal Application has been filed with the Town and accepted regarding the Breakwater Pavilion. Denise Geis will obtain a copy of the invoice for the purchase of the Easter eggs and drop it off at the, office this week. She was informed that we need the backup for the expense. Public Comment Denise Geis was in attendance at our meeting. Ms. Geis wanted to bring to the Commissioners' attention an issue she has with a High School reunion she booked at the Community Room and Picnic Area for 7/22/17. She wanted to know what insurance requirements we have and whether they needed to purchase insurance and was advised that it was not necessary. D. Prokop confirmed. She said she booked her event from 1 to 7 and that L. Tortora booked another event in the Community Room that same day starting at 6. She was told by L. Tortora that she could have the Picnic Area from 6 to 7 p.m. She wanted confirmation from the Commissioners that this was acceptable and was upset at the fact that another booking was scheduled for that day. L. Tortora said originally Denise told her she wanted the areas from Noon to 6 and that is what is on the application that Ms. Geis signed. She said it was only after she told Ms. Geis that the room was booked at 6:00 p.m. that Ms. Geis wanted to change the time. Ms. Geis expressed her disappointment that this occurred. The Commissioners told her there is no problem with her event having the Picnic Area from 6 to 7 p.m. RESOLUTIONS Resolution 2017-18 appointing Gerard Goehringer as the Chairperson of the 2017 Easter Egg Hunt was unanimously approved. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-18. Resolution 2017-19 establishing the Park District's contribution for health insurance for two full- time employees was unanimously approved. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-19. Resolution 2017-20 retaining L.K. McLean Associates, P.C. for professional engineering and construction support, including permitting, for the Breakwater Pavilion Project was unanimously approved. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-20. Resolution 2017-21 amending the law to allow for the Treasurer's position to be an appointed position was unanimously approved. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-21. Resolution 2017-22 approving the list of open Purchase Orders and vendors was unanimously approved. Motipn by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanf mously approve Resolution 2017-22. Resolution 2017-23 approving the Bill Register and payment of the current bills was unanimously approved. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-18. There being no further business to come before the meeting, motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to adjourn the meeting at 7:54 p.m. RESOLUTION 2017-18 RESOLUTION APPOINTING GERARD GOEHRINGER, CHAIRPERSON, OF THE 2017 EASTER EGG HUNT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Gerard Goehringer as Chairperson of the 2017 Easter Egg Hunt to be held on April 9, 2017, at 1:30 p.m. at Veterans Park. RESULT: ADOPTED 2/14/17 (Unanimous) RESOLUTION 2016-19 RESOLUTION ESTABLISHING EMPLOYEE CONTRIBUTIONS FOR HEALTH INSURANCE RESOLVED that the Board of Commissioners of the Mattituck Park District hereby direct that the payroll health insurance contribution in 2017 for the two full-time maintenance employees is as follows: the Park District will contribute up to $4,000.00 for employee#1 through June 30, 2017, and up to $4,000.00 annually for employee#2, effective March 1, 2017; in the event the above contributions for either employee #1 and #2 is less than these amounts, then the Park District will not contribute anything. RESULT: ADOPTED 2/14/17 (Unanimous) RESOLUTION 2017-20 RESOLUTION RETAINING L.K. McLEAN ASSOCIATES, P.C. FOR PROFESSIONAL ENGINEERING AND CONSTRUCTION SUPPORT SERVICES, INCLUDING PERMITTING, FOR THE BREAKWATER PAVILION PROJECT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby retain L.K. McLean Associates, P.C. for professional engineering and construction support services, including permitting, for the Breakwater Pavilion Project, all in accordance with their Proposal dated January 31, 2017, at a cost not to exceed $2,160.00. RESULT: ADOPTED 2/14/17 (Unanimous) t - - RESOLUTION 2016-21 RESOLUTION TO AMEND LAW TO ALLOW FOR THE TREASURER'S POSITION TO BE AN APPOINTED POSITION AND NOT AN ELECTED POSITION WHEREAS, the Mattituck Park District was created by Chapter 924 of the New York State Laws of 1941 relating to legalizing acts and proceedings of the Town Board of the Town of Southold, Suffolk County, relating to the establishment of the Mattituck Park District, in relation to the election of Treasurer by residents of such District; and WHEREAS, the New York State Laws of 1941, Chapter 924 as amended by Chapter 459 of the New York State Laws of 2009, states in part that the residents "shall also elect a treasurer in such park district for a term of three years, who shall be entitled to receive and have custody of the funds of the district and pay out the same for the purposes herein provided for, on order of the park commissioners."; and WHEREAS, the duties of the Treasurer have increased considerably since 1941, as well as the population of the Park District, and the Park District's annual budget has likewise increased considerably since 1941 and is now in excess of one-half million dollars; and WHEREAS, the Treasurer's position requires a degree of knowledge and experience with respect to the laws governing Park District accounting, bookkeeping and auditing procedures in order to efficiently perform the Treasurer's duties and to protect the Park District funds; and WHEREAS, the elected Treasurer's position is currently open to all Park District residents and requires no qualifications, and is determined by the resident receiving the highest number of votes; and WHEREAS, the Park District finds that there are inherent difficulties with entrusting the custody of its funds to an elected position if the person elected is without qualifications; and WHEREAS, in the Town of Southold, the position of Comptroller is appointed annually by the Town Board; now, therefore, be it RESOLVED, that the Board of Commissioners of the Mattituck Park District has determined that it is in the best interests of the Park District that the position of Treasurer be filled by appointment instead of by election whereby auftrization is hereby provided for the Park District to take any all steps necessary to effect such a change, including but not limited to, amending the Park District Enabling legislation set forth in Chapter 924 of the Laws of 1941 of the State of New York. RESULT: ADOPTED 2/14/17 (Unanimous) RESOLUTION 2017-22 RESOLUTION AUTHORIZING AND APPROVING THE LIST OF VENDORS AND AMOUNTS FOR OPEN PURCHASE ORDERS FOR 2017 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize and approve the attached list of vendors and amounts for open Purchase Orders for 2017, all in accordance with the auditors' recommendations, subject to the approval of Legal Counsel. RESULT: ADOPTED 2/14/17 (Unanimous) RESOLUTION 2017-23 RESOLUTION APPROVING 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 February 14, 2017 meeting and further authorizes payment of the current bills. RESULT: ADOPTED 2114/17 (Unanimous) RESOLUTION 2017-24 RESOLUTION SETTING MEETING DATES FOR MARCH 2017 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby set the following meeting dates for the month of March 2017: Work Session, Thursday, March 2, 2017 at 6:30 p.m., monthly meeting, Thursday, March 9, 2017 at 6:30 p.m. RESULT: ADOPTED 2/14/17 (Unanimous) Mattituck Park District Balance Sheet 2114/2017 Assets Account Account Name Balance A.200 Cash 15,417.62 A.201 Cash in Time 1,493,852.98 A.202 Payroll Account 7,000.00 A.210 PettyCash 300.00 Total Assets 1,516,570.60 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 1,516,570.60 Total Liabilities plus Fund Balance 1,516,570.60._ "" PAYCHEX REMOVES FUNDS FOR TAX LIABILITIES ON DATE PAYROLL IS DONE _ - -- BILL REGISTER - FEBRUARY 201 ' Check Payee Date Amount 25740 TOWN OF SOUTHOLD 2/2/17 $50.00 PRESUBMISSION 25741 TOWN OF SOUTHOLD 2/2/17 $250.00 FEE-APPEAL 25742 PSEG _2/9/17 $24.42 25743 ADVANCE AUTO 2/9/17 $334.57 25768 SP 2/9/17_ $317.45 25745 CALLAHEAD 2/9/17 T $147.00 25746 CARECONNECT 2/9/17 $1,890.00 25748 C.F.VAN DUZER 2/9/17 $286.27 — 25747 DEEGAN, DICK - — - 2/9/17 $8.20 -^--- REIMB. 25749 ECKERT OIL 2/9/17 $743.27 25750 HARRY GOLDMAN - 2/9/17 $195.00 25751 LOUS 2/9/17 $47.94 25752 MATTITUCK SANITATION 2/9/17 $259.00 - 25753 MCGREEVY, DORIS 2/9/17 $17.36 — __ REIMB, _ 25754 NATIONAL GRID 2/9/17 $343.95 25756 NORTHEASTERN EQ 2/9/17 $30.00 j 25765 NYSIF 2/9/17 $578.41 25744 OPTIMUM 2/9/17 $241.23 25758 ORLOWSKI - - - 2/9/17 $428.80 - 25759 PECONIC SURVEYORS 2/9/17 _ _ $40.00 - - ---SURVEYS - — 25760 PROKOP, DAVE _ 2/9/17 $928.33 25767 PSEG2/9/17 $664.92_ 25762 SCOTTY'S TIRE - 2/9/17 $142.25 25763 SOUTHOLD SOLID WASTE 2/9/17 $113.60 25764 STAPLES 2/9/17 $155.18 25757 VERIZON - 2/9/17 $44.02 - T -- 25766 VERIZON WIRELESS 2/9/17 $126.18 - - TOTAL: 8 7.66' add-on _ ACH PAYCHEX2/2/17 $57.75 2/2/17 PIR 25769 EAST END SPORTING GOOD 2/14/17 $100.00 VINYL DECALS 25770 INK SPOT -- _ 2/14/17 $118.00 PURCHASE ORDERS 25771 INORTHEASTERN EQ 2/14/171 $10.00 Mattituck Park District 2017 Budget A B C D E F Account ID Description Current Month to Date Year to Date Remaining 1 Budget Budget 2 A.1001 Real Property Taxes $ 420,391 $ 144,280 25 $ 352,011.44 68,379.56 3 A 1090 Interest-Real Prop.Tax 0 0.00 0.00 0.00 4 A 2401 Interest&Earnings 1,300 0.00 51 76 (1,248.24) 5 A.2440 Concession Rental 400 0.00 0.00 (400.00) 6 A 2590 Beach Fee Non-Resident 6,000 0.00 0.00 (6,000.00) 7 A2591 Beach Fee Resident 7,000 0.00 0.00 (7,000.00) 8 A2650 Sale of Excess Materials 0 000 0.00 0.00 9 A.2680 Insurance Recoveries 0 0.00 000 000 10 A 2705 Gifts&Donations 650 000 0.00 (650 00) 11 A 2771 Other Revenues 37,000 0.00 0.00 (37,000 00) 12 a.2771.1 LODGE 0 0.00 1,025.00 1,025.00 13 A27712 COMM ROOM 0 0.00 400.00 400.00 14 A2771.3 PICNIC 0 0.00 000 000 15 A 2771.4 FLD USAGE 0 000 000 0.00 16 A 3000 Sale of Real Property 0 000 000 000 17 A.3771 State Aide-Parks&Rec 0 000 0.00 000 18 A.3960 NYS Emergency Man Aid 0 0.00 0.00 0.00 19 A.4950 Federal Grant(CDBG) 0 000 0.00 0.00 20 A.4960 Federal Emerg.Man Aid 0 0.00 0.00 0.00 21 A 599 Appropriated Fund Balance 250,0001 0.00 0.00 250,000 00 22 23 Total Revenues 722,7411 144,280.25 353,488 20 369,252 80 24 25 26 A.5650 12 Parking Attend.,Hourly 19,000 0.00 157.08 (18,842.92) 27 A 711012 Parks,Part-Time Hourly 20,000 627.95 1,955.41 (18,044.59) 28 A 7111 12 Parks,Full-time Hourly 87,200 2,549.41 7,505.31 (79,694 69 29 A.7112.12 Parks,Office 35,000 1,06442 3,130.34 (31,869.66) 30 A.7110.452 Secretary 7,252 238.55 715.63 (6,536.37) 31 A.7110.453 Treasurer 8,155 28966 868.97 (7,286.03) 32 A.7180.11 Beach Manager 5,500 0.00 0.00 (5,500.00) 33 A.7180 12 Beaches,Hourly 24,893 0.00 0.00 24,893.00 34 35 Total Personnel Expense 207,000 4,769.99 14,332.74 (192,667.26) 36 37 A.7110242 Site hnprovements 275,0001 0.00 0.00 (275,000.00) 38 A 7110.243 Equipment 60,000 0.00 376.57 59,623.43 39 40 Total Capital Outlay 335,000 0.00 37657 (334,623.43) 41 42 A.7110.411 Supplies&Materials 40,000 2,08186 3,509.34 (36,490.66) 43 A_7110.412 Office Stationary 500 0.00 0.00 (500.00) 44 A.7110.421 Telephone 3,900 411.43 814.82 (3,085.18 45 A 7110.422 Electne 11,500 689.34 2,082.73 (9,417.27) 46 A 7110.423 Water 500 0.00 0.00 (500.00) 47 A 7110.424 Natural Gas 3,500 630.22 1,191.02 (2,308 98) 48 A.7110.431 Insurance 25,000 578.41 1,15682 (23,843 18) 49 A_7110.442 Site Maint/Facility Rprs 26,000 601.00 2,189.64 23,810 36) 50 A.7110.443 Equipment Repairs 3,000 525.06 52921 (2,470 79) 51 A 7110.450 Accounting&Auditing 12,000 0.00 0.00 (12,000 00) 52 A 7110.451 Legal Council K92833 1,856.66 1,556.66 53 A.7110.454 Election Tellers 300 000 0.00 (300 00) 54 A 7110 455 Auditing Services 10000 1,000.00 1,00000 (9,000 00 55 56 Total Contractual Expense 136,500 7,445.65 14,330.24 (122,169 76) 57 58 A.9030.8 FICA,Employee Benefits 20,000 478.19 1,434.28 (18,565.72) 59 A.9060 8 Medical Insurance 15,000 1,89000 3,389.00 (11,611.00 60 61 Total Employee Benefits 35,000 2,368.19 4,823.28 (30,176 72) 62 63 64 Total Expenditures $ 713,5001s 14,583.83 $ 33,862.83 679 637.17 65 2/14/2017 at 2.48 PM Page.1 Clerk's Report of Receipts Period Covering January 1 - January 31 , 2017 Deposit Other Revenue Picnic Comm Total Beach Federal Concession Date Group/Payee Description Dates Booked Lodge Area Room Fields Other Other Rev. Permits Donations Aid Rental January Report 1,025.00 $ - $ 400.00 $ - $ - $ 1,425.00 $ - $ - $ - January Report 1/16/17 William &Patricia Young Usage Fee 2/11 400.00 S.C. Boy Scouts Tr. 371 Usage Fee 1/27,28&29 100.00 S.C. Boy Scouts Tr. 371 Usage Fee 1/27,28&29 475.00 1/31/17 Boy Scouts Ame. Tr. 241 Usage Fee 2/24,25&26 450.00 JANUARY RECEIPTS: 1,025.00 $ - $ 400.00 $ - $ - $ 1,425.00 $ - $ - $ -YEAR TO DATE 1,02500 $ - $ 400.00 $ - $ - $ 1,42500 $ - $ - $ - - /\ PAGE 2/14/2017