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HomeMy WebLinkAbout01/19/2017 ' a— ktCEIVED ORGANIZATIONAL MEETING AGENDA AUG 7 X017, Mattituck Park District Board of Commissioners Organizational Meeting Thursday, January 19, 2017 at 6:30 p.m. S®u$ho6d T®Wn Clerk Presiding Commissioners Gerard Goehringer Nicholas Deegan Doris McGreevy 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 RESOLUTIONS Resolution No. 2017-4 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint as Chairman of the Board of Commissioners for the term commencing on January 1, 2017 through December 31, 2017. Resolution No. 2017-5 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint to the position of Park District Attorney, effective January 1, 2017 through December 31, 2017. Resolution No. 2017-6 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint to the position of Secretary, effective January 1, 2017 through December 31, 2017. Resolution No. 2017-7 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the per annum salaries for the following elected and appointed officials effective January 1, 2017 through December 31, 2017: Treasurer Shelley Maddaloni— Per Annum Salary$8,155.00 Park District Attorney —Per Annum Salary$11,140.00 Secretary —Per Annum Salary$7,252.00 Resolution No. 2017-8 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the following hourly salaries for the following employees effective January 1, 2017 through December 31, 2017: Laborer Edward Grohoski @ an hourly rate of$25.20 Sr. Clerk Typist/Administrative Assistant Lydia Tortora @ an hourly rate of$23.50 Laborer David Reeve @ an hourly rate of$20.00 Laborer Timothy Pumillo @ an hourly rate of$20.00 Clerk Christine Elliott @ an hourly rate of$14.50 Resolution 2017-9 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates Commissioner to supervise the Park District maintenance crew effective January 1, 2017 through December 31, 2017. Resolution 2017-10 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates Commissioner to supervise the Park District fields effective January 1, 2017 through December 31, 2017. Resolution 2017-11 RESOLVED that the Park District Clerk when required to use her own personal automobile in the performance of her duties, shall be compensated for travel expenses necessarily and actually incurred in carrying out the duties of her office, at a rate of$0.535 (53.5 cents) per mile; all other mileage reimbursement for elected and appointed officials shall be reviewed and approved by the Board of Commissioners on a case-by-case basis. Resolution 2017-12 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates Capital One Bank (the "Bank") as the depository of the funds of the Mattituck Park District (the"Depositor"), with authority to accept at any time for the credit of the Depositor deposits in checking, savings, money market savings, term or any other account, by whomever made in whatever manner endorsed; and be it further RESOLVED that Capital One Bank is designated as depository in which the Treasurer or other officers or employees shall deposit monies coming into their hands by virtue of their position; and be it further RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize Chairman to execute any necessary Collateral Agreements between the Mattituck Park District and the Bank and their Third Party Custodial Institutions, subject to the approval of the Park District attorney. Resolution 2017-13 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates The Suffolk Times/Times Review Newspapers, Inc. as the official newspaper of the Park District for the publication of notices, resolutions and any other matter required to be published for 2017. Resolution 2017-14 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby set the February meeting schedule as follows: Work Session on , February_, 2017 at 6:30 p.m. and Meeting on , February_, 2017 at 6:30 p.m. Resolution 2017-15 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby direct that the payroll health insurance contribution in 2017 for the two full-time maintenance employees is as follows: the Park District will contribute up to$ annually for employee#1 and up to $ annually for employee#2, effective January 1, 2017; in the event the annual premiums for both employee#1 and#2 is less than these amounts, then the Park District will not contribute anything. Resolution 2017-16 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 contract with Mattituck Environmental, pursuant to their Quotation dated subject to the approval of Legal Counsel. RESOLUTION 2017-17 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 7, 2016, at a cost not to exceed $9,065.00. DISCUSSION ITEMS 1. Exterminator for the Lodge 2. List of Open Purchase Orders for Vendors 3. Audit Reports and Payroll Journal as part of monthly Treasurer's Report 4. Policy for snow storms, warnings, and advisories in the event of bookings 5. Breakwater Pavilion PUBLIC COMMENT MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS MEETING MINUTES ORGANIZATIONAL MEETING JANUARY 19, 2017 Attendance Nicholas Deegan, Commissioner Doris McGreevy, 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 6:28 p.m. G. Goehringer was excused from this meeting. Ron McGreevy was in attendance from the public. Pledge of Allegiance RESOLUTIONS Resolution No. 2017-4 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Nicholas Deegan as Chairman of the Board of Commissioners for the term commencing on January 1, 2017 through December 31, 2017. Motion by D. McGreevy, seconded by N. Deegan, all in favor and motion carried to unanimously approve Resolution 2017-4. Resolution No. 2017-5 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint David Prokop to the position of Park District Attorney, effective January 1, 2017 through December 31, 2017. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-5. Resolution No. 2017-6 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby appoint Lynne Krauza to the position of Secretary, effective January 1, 2017 through December 31, 2017. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-6. Resolution No. 2017-7 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the per annum salaries for the following elected and appointed officials effective January 1, 2017 through December 31, 2017: Treasurer Shelley Maddaloni—Per Annum Salary $8,155.00 Park District Attorney David Prokop—Per Annum Salary$11,140.00 Secretary Lyrne Krauza—Per Annum Salary $7,252.00 Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-7. S. Maddaloni asked if there was a standard for cost of living raises. The Commissioners said that raises were at the discretion of the Board of Commissioners. Resolution No. 2017-8 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the following hourly salaries for the following employees effective January 1, 2017 through December 31, 2017: Laborer Edward Grohoski @ an hourly rate of$25.20 Sr. Clerk Typist/Administrative Assistant Lydia Tortora @ an hourly rate of$23.50 Laborer David Reeve @ an hourly rate of$20.00 Laborer Timothy Pumillo @ an hourly rate of$20.00 Clerk Christine Elliott @ an hourly rate of$14.50 Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-8. Resolution 2017-9 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates Commissioners Nicholas Deegan and Doris McGreevy to supervise the Park District maintenance crew effective January 1, 2017 through December 31, 2017. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-9. Resolution 2017-10 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates Commissioner Nicholas Deegan and Doris McGreevy to supervise the Park District fields effective January 1, 2017 through December 31, 2017. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-10. Resolution 2017-11 RESOLVED that the Park District Clerk when required to use her own personal automobile in the performance of her duties, shall be compensated for travel expenses necessarily and actually incurred in carrying out the duties of her office, at a rate of$0.535 (53.5 cents) per mile; all other mileage reimbursement for elected and appointed officials shall be reviewed and approved by the Board of Commissioners on a case-by-case basis. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-11. Resolution 2017-12 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates Capital One Bank (the "Bank") as the depository of the funds of the Mattituck Park District (the"Depositor"), with authority to accept at any time for the credit of the Depositor deposits in checking, savings, money market savings, term or, any other account, by whomever made in whatever manner endorsed; and be it further RESOLVED that Capital One Bank is designated as depository in which the Treasurer or other officers or employees shall deposit monies coming into their hands by virtue of their position; and be it further RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize Chairman Nicolas Deegan to execute any necessary Collateral Agreements between the Mattituck Park District and the Bank and their Third Party Custodial Institutions, subject to the approval of the Park District attorney. Motion by D. McGreevy, seconded by N. Deegan, all in favor and motion carried to unanimously approve Resolution 2017-12. Resolution 2017-13 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby designates The Suffolk Times/Times Review Newspapers, Inc. as the official newspaper of the Park District for the publication of notices, resolutions and any other matter required to be published for 2017. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-13. Resolution 2017-14 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby set the February meeting schedule as follows: Work Session on Thursday, February 2, 2017 at 6:30 p.m. and Meeting on Thursday, February 9, 2017 at 6:30 p.m. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-14. S. Maddaloni suggested we have a set meeting schedule monthly. N. Deegan was fine with that suggestion. It was agreed that our meetings would be scheduled on the 1St and 2nd Thursday of each month. Resolution 2017-16 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 $ annually for employee#1 and up to $ annually for employee#2, effective January 1, 2017; in the event the annual premiums for both employee#1 and#2 is less than these amounts, then the Park District will not contribute anything. TABLED TO THE 219117 MEETING N. Deegan said we need to table this resolution to the next meeting because we are not certain what plan the two full-time employees will choose. D. Prokop advised that any further discussion about the employees and health insurance should take place in Executive Session. The Commissioners agreed to go into Executive Session to discuss personnel. Resolution 2017-16 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 Nicholas Deegan to execute a two-year contract with Mattituck Environmental, pursuant to their Quotation dated January 3, 2017, subject to the approval of Legal Counsel. Motion by P. McGreevy, seconded by N. Deegan, all in favor and motion carried to unanimously approve Resolution 2017-16. RESOLUTION 2017-17 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 7, 2016, at a cost not to exceed $9,065.00, subject to L.K. McLean Associates, P.C. obtaining a no jurisdiction letter and SEQRA determination. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried to unanimously approve Resolution 2017-17. N. Deegan brought D. McGreevy up to date on this project. He said that we agreed to no changing rooms and one bathroom for Men and one bathroom for Women, 10 x 12 sq. ft. building. He said-we may have to move the old building but we are not sure how sturdy it will be when moved. He explained that the shed is used for storage for the lifeguards' equipment. D. McGreevy said she will proceed with retaining L.K. McLean Associates, P.C. provided they include the no jurisdiction letter and SEQRA. L. Tortora reminded everyone how long it took to get the no jurisdiction letter for the Vets Parking Lot Project. N. Deegan called Chris Dwyer from the meeting and confirmed that they will include the no jurisdiction letter. DISCUSSION ITEMS Exterminator for the Lodge N. Deegan said we have had reports of vermin and droppings at the Lodge in one of the storage rooms and we do not have access to this room. L. Tortora notified the Scout Troops that we need the combination on all locks. D. McGreevy asked if the Troops knew not to store perishable foods and L. Tortora said she has told them to remove these items two years ago and she does not believe that these items are being stored. She said there is so much stuff being stored in bins against the walls. D. McGreevy suggested we have rules for storage and that we be allowed to inspect the storage areas. L. Tortora agreed with this suggestion and said we need to include that they are not allowed to come to the Lodge on weekends unless they notify her. She said we have rules but they are not comprehensive enough and D. McGreevy said we need to expand on what we have. L. Tortora and D. McGreevy will work on revising these rules. N. Deegan said we have been doing treatments with traps and suggested we wait and see how these treatments work out. L. Tortora suggested we purchase zappers. D. McGreevy said we need to also treat Aldrich Lane storage building. N. Deegan will have the maintenance staff purchase the zappers for the Lodge and Aldrich Lane and install them. N. Deegan said he will look to see where the traps have been placed for safety purposes. This matter will be placed on the February Work Session Agenda. List of Open Purchase Orders for Vendors L. Tortora distributed a Memo to the Commissioners regarding this matter. D. Prokop said municipalities do this for utilities as well. L. Tortora said that the State Comptroller's Office told her we do not need to do this for utilities. S. Maddaloni said open purchase orders are usually limited to local vendors we use on a regular basis such as Advanced Auto Parts, Orlowski Hardware, Call-Ahead, VanDuzer Gas, East End Sporting Goods, Staples, etc. She said utilities and health insurance are not included. She said this covers the entire year and eliminates the need for monthly purchase orders for these vendors. D. Prokop said he disagrees as far as utilities are concerned. S. Maddaloni said she will look at what we budgeted and review the prior year's purchases for these vendors and create a spreadsheet so that the Commissioners can determine the amounts to use for the open purchase orders. D. Prokop said we should have purchase orders for everything including utilities and health insurance and that the Commissioners should approve them. S. Maddaloni said she got the impression from the auditors that we need backup for everything that gets placed in the supplies and materials category. She said the open purchase orders would be done in January of each year. She said our software keeps track of all expenses. D. Prokop said we should have open purchase orders for all recurring charges for the year including insurance and utilities. S. Maddaloni said she will check with the auditors and report back. L. Tortora said she will need a list of the vendors for open purchase orders so that she can prepare them and S. Maddaloni will provide this list after she checks with the auditors. It was agreed that we will need to amend our Procurement Policy for this matter. Audit Reports and Payroll Journal as part of monthly Treasurer's Report S. Maddaloni asked for clarification that the bank reconciliation, payroll journal and auditors report should be part of her Treasurer's Report monthly. D. Prokop said that upon our receipt of the auditor's report, this matter should be placed on our next meeting Agenda. D. Prokop and N. Deegan said that the bank reconciliation and payroll journal should be part of the monthly Treasurer's Report. L. Tortora said that on one of the auditor's reports they stated that 4 cash disbursements lacked sufficient supporting documentation, including D. Prokop's paycheck, and they did not state what documentation they are looking to see. L. Tortora said it would be helpful if they would give us specifics when making recommendations. D. Prokop said he would contact the auditors for clarification. He said that he is an independent contractor and there should be a purchase order issued. S. Maddaloni said she will check with the auditors on this issue and report back. Policy for snow storms warnings and advisories in the event of bookings N. Deegan said he thinks we can trust the Scout Leaders to handle these events and he said we should purchase a generator for the Lodge. He said he will obtain 3 quotes for a generator. We will need an RFQ for this and L. Tortora will draft and N. Deegan will provide the specifications. During the snow storm on 1/7/17, an employee made statements to the Scouts that caused them to leave the Lodge and parents were driving in the storm to pick up their kids. It was agreed that N. Deegan will speak to this employee about this matter. D. Prokop suggested the Commissioners may want to consider placing a letter in the employee's file. Breakwater Pavilion N. Deegan said our application was on the Trustees Agenda last night and Chris Dwyer was not able to attend but the Trustees denied our application and we have 30 days to submit an appeal to the Town. The appeal is submitted to the Town Clerk. He said we will need to submit a letter of explanation as to our reasons for the Pavilion. D. Prokop said he will speak with Chris Dwyer for clarification as to what we need to do and what Chris will be handling. L. Tortora said if we are going to use Chris Dwyer's firm for bid packets and to oversee the project, etc., we should ask him for a proposal. The Commissioners agreed. Additional Payroll Bank Account S. Maddaloni said she spoke with Capital One Bank to open a payroll account and gave N. Deegan the form he needs to sign to open the account. Miscellaneous 'D. McGreevy will need a cell phone for Park District use and she would prefer one that can be used for texting, photos and emails. She said she will pick out a phone and let S. Maddaloni know so that S. Maddaloni can make arrangements to have her phone added to our plan. Girl Scout Troop 2098 was audited and everything was found to be in order. EXECUTIVE SESSION Motion by N. Deegan, seconded by D. McGreevy,to go into Executive Session at 8:18 p.m.to discuss personnel. Motion by N. Deegan, seconded by D. McGreevy,to come out of Executive Session at 8:40 p.m. 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 8:40 p.m.