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HomeMy WebLinkAbout05/23/2017 RECEIVE® , 11 AUG 17 20171 SPECIAL MEETING AGENDA Southold Town Cleric Mattituck Park District Board of Commissioners Special Meeting Tuesday, May 23, 2017 at 6;30 p.m. Presiding Commissioners Nicholas Deegan, Chairperson Doris McGreevy, Commissioner Gerard Goehringer, 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. Accept Resignation of Treasurer 2, Appoint an Interim Treasurer 3. Breakwater Beach Shade Shelter Project 4. Auditors— Monthly Reports RESOLUTIONS Resolution 2017-50 accepting the resignation of Treasurer, Shelley Maddaloni, effective 5/11/17 Resolution 2017-51 appointing Eileen McGetrick as Interim Treasurer, effective immediately until the next Election EXECUTIVE SESSION Matters Involving Employment of Particular Person(s) PU$LIC COMMENTS MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS SPECIAL MEETING MINUTES MAY 23, 2017 Attendance Nicholas Deegan, Chairperson Doris McGreevy, Commissioner Gerard Goehringer, Commissioner David Prokop, Legal Counsel Lydia Tortora, Clerk Lynne Krauza, Secretary CALL TO ORDER Secretary L. Krauza called the meeting to order at 6:29 p.m. Pledge N. Deegan explained to the public that this Special Meeting was called to address the Treasurer position. He opened up the floor to the public first. Accept Resignation of Treasurer, Shelley Maddaloni S. Maddaloni resigned as Treasurer via email dated and effective 5/11/17. Appoint an Interim Treasurer D. Prokop asked Eileen McGetrick about her work experience with her current employer. She said she pays bills, reconciles accounts, transfers funds, etc. Eileen said she works for a family. D. McGreevy said she contacted Lauren Zembrelli who worked with Eileen at a not-for- profit company as a reference. She said Ms. Zembrelli had good things to say about Eileen and said she is very responsible, goes beyond the call of duty, good values, always gets things done and is reliable. She said she is flexible, satisfied with her work product and felt that she would be an asset to us. D. McGreevy said she will contact Thomas Terry, another reference from the firm Markowitz Fenelon & Bank LLP. Eileen said she was the Firm Administrator and was responsible for keeping the books for two companies, tracking continuing education credits for CPAs, assisted in peer reviews, tracking time off, payroll for staff accountants through a payroll service firm and answered to all CPAs. She said she did not have signing authority there. She said She does have signing authority at her current job. She said she moves $75,900 to $100,000 around as needed for payroll, property taxes on their various propprties', etc. She said she sends emails to the bank and copies the accountants and her gloss. She said she is not bonded but is willing to be. D. Prokop asked Eileen to review the job description he created. She said payroll is second nature and she is familiar with handling money transfers. She will look into the purchase order system that we have and D. Prokop explained the open purchase orders done at the beginning of the year. D. Prokop said that we need to distribute our funds to obtain the maximum return because they are under appreciated now and that we have a single Money Market account and a Collateral Agreement with the bank. He said we recently discussed CDs and that we will need to work on this. Eileen said she does bank reconciliations at her current job and provides it to the accountant for review and supplies a monthly schedule of spending items. D. Prokop explained our monthly meetings and the Treasurer's Report that includes payment of bills, copies of bank statements, auditor's report when available, budget ledger and payroll journal. G. Goehringer said we will need to build our budget next month. D. Prokop suggested a Special Meeting for this purpose. Eileen said she prepared budgets for the homeless shelter that was funded by the County. L. Tortora and D. Prokop will get Eileen the information for the Town filings that are required. L. Tortora told Eileen she can go on the Town's website to laserfiche to see what they are. D. Prokop discussed time requirements during training and catching up with the audit reports. He said Eileen will work with an employee from the auditing firm of Nawrocki Smith. N. Deegan said two audits are planned for June 5th for April and May. Eileen said she could take off on Monday, June 5th, to meet with the auditor. Eileen said she has worked with Quick Books and that Sage is not as flexible. D. Prokop explained that the current Treasurer resigned effective 5/11/17 and we are in need of someone with Eileen's experience and qualifications and that we will have to advertise the position. He further explained that we are in the process of amending our legislation to allow the Treasurer position to be an appointed position as opposed to an elected position. He said we will adopt a resolution this evening to run an ad for two weeks for the Treasurer position. He said the threshold is high for this position and we need to see if there is someone else that should be considered for the position. In the meantime, we can appoint Eileen as an Interim Treasurer. N. Deegan will pick up the paperwork from the bank tomorrow for adding Eileen as a signatore for amounts under$30,000 and any amounts over$30,000 will require two signatures, the Chairperson and Treasurer. N. Deegan will also speak with the bank abo9t controls for money transfers online that are over$30,000. D. Prokop recommended that we keep S. Maddaloni's bond in place. L. Tortora said she spoke with Roy Reeve and they will keep S. Maddaloni's bond in place until further notice. L. Tortora recommends increasing the Treasurer's bond from $50,000 to $100,000. L. Tortora will look into the bonding costs for increased amounts. L. Tortora will also check to see if Commissioners should be bonded. L. Tortora said payroll is back to Thursdays. Breakwater Beach Shade Shelter Proiect N. Deegan explained that we removed the decking from the project for the time being. He suggested we also remove the stone enclosure around the columns because they can trap moisture and cause rust to the metal behind the stone. G. Goehringer expressed concern in case of a lightning storm and the stone would protect any person in the building and also stated that it is a beautiful addition to the aesthetics. He would like the stone to stay in and doesn't agree with the moisture argument. D. McGreevy said she feels that people come to look at the water and not the stone work and said to look at the shelter the Town did on Route 48 without the stone and you can see the view of the water. She said she spoke with Ron McGreevy about the lightning factor and he said it would be fine with the metal roof. She said she feels the stone takes away from the look and it also adds to the cost factor and doesn't feel it serves a purpose enough to justify the expense. N. Deegan agreed. He suggested with the extra savings we could install an awning. Mr. Lomaga expressed concerns about the money we have spent at Vets versus Breakwater, pointed out the jetty is made of stone and mentioned the historical factor and graffiti is less likely on the stone. He said the $15,000 stone cost would be a plus. D. McGreevy said since she came back on the Board, there are new things at Breakwater and mentioned the mobi-mats. L. Tortora said that we are required to provide ADA access to all beaches and that was the reason for the mobi-mats. Mr. Calabro thanked the Board for making the Shade Shelter Project possible because he feels that Breakwater has been forgotten for a few years. He asked if something can be done on the roof for the lightning factor. He said we should avoid a lightning risk. He said he wouldn't want the Board accused of spending money that wasn't necessary and was okay with not including the stone work. Mr. Lomaga asked if we had photos of the shade shelter without the stone and we did not. N. Deegan said the shade shelter doesn't need stone to embellish it. Mr. Lomaga said it would have been nice to see the final product. He said the Commissioners could have called him. N. Deegan and D. McGreevy agreed to remove the stone work from the bid award. D. Prokop said since we already awarded the bid on this project, we will require a letter from L.K. McLean Associates, P.C. with respect to removing the stone and the contract swill reed to be revised accordingly. We will amend the prior resolution accordirigly. C. xDwyer will be the go between for this amendment. Auditors— Monthly Reports We will schedule June 5th for the auditors to meet with Eileen for training and to do the reports for the months of April and May. Motion by N. Deegan, seconded by G. Goehringer, all in favor and motion carried to go into Executive Session to discuss personnel at 6:55 p.m. Motion by G. Goehringer, seconded by N. Deegan, all in favor and motion carried to come out of Executive Session at 7:21 p.m. PUBLIC George Lomaga Stella Kiernan Matt Partel Paul Calabro Eileen McGetrick The public comments can be found under the appropriate Agenda items. RESOLUTIONS Resolution 2017-50 accepting the resignation of Treasurer, Shelley Maddaloni, submitted via email, effective 5/11/17 was unanimously approved. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried unanimously to approve Resolution 2017-50. Resolution 2017-51 appointing Eileen McGetrick as Interim Treasurer effective immediately was unanimously approved. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried unanimously to approve Resolution 2017-51. Resolution 2017-52 authorizing the Clerk to run a classified ad in The Suffolk Times for an Interim Treasurer for two weeks was unanimously approved. Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried unanimously to approve Resolution 2017-52. Resolution 2017-53 authorizing Chairperson, Nicholas Deegan, and Interim Treasurer, Eileen McGetrick, as authorized signatories on all Park District bank accounts was unanimously approved. "r Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried unanimously to approve Resolution 2017-53. Resolution 2017-54 amending Resolution 2017-49 awarding the contract to Laser Industries, Inc. for the Breakwater Beach Shade Shelter Project to remove the stone work, subject to the engineer's recommendation, was unanimously approved Motion by N. Deegan, seconded by D. McGreevy, all in favor and motion carried unanimously to approve Resolution 2017-54. There being no further business to come before the meeting, motion by N. Deegan, seconded by G. Goehringer, all in favor and motion carried to adjourn the meeting at 8:27 p.m. RESOLUTION 2017-50 RESOLUTION ACCEPTING THE RESIGNATION OF TREASURER SHELLEY MADDALONI RESOLVED that the Board of Commissioners of the Mattituck Park District hereby accept the resignation of Treasurer, Shelley Maddaloni, effective May 11, 2017, in accordance with the attached resignation email dated 5/11/17. RESULT: ADOPTED 5/23/17 (Unanimous) RESOLUTION 2017-51 RESOLUTION APPOINTING EILEEN MCGETRICK AS INTERIM TREASURER UNTIL THE NEXT ELECTION RESOLVED that the Board of Commissioners of the Mattituck Park District, after the current Treasurer resigned effective 5/11/17, hereby appoints Eileen McGetrick as Interim Treasurer until the next election effective immediately at an annual salary of$8,155, subject to satisfactory bonding, or in the alternative, in the event that the Park District law is amended to permit the appointment of the Treasurer position, then this appointment shall be for the current calendar year. RESULT: ADOPTED 5/23/17 (Unanimous) RESOLUTION 2017-52 RESOLUTION AUTHORIZING THE CLERK TO RUN AN AD FOR TREASURER RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize the Clerk to run a classified ad for the Treasurer position for the Park District for two weeks. RESULT: ADOPTED 5/23/17 (Unanimous) RESOLUTION 2017-53 RESOLUTION AUTHORIZING THE CHAIRPERSON AND INTERIM TREASURER AS AUTHORIZED SIGNATORIES ON ALL BANK ACCOUNTS RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorize Interim Treasurer, Eileen McGetrick, and Chairperson Nicholas Deegan as co-signers authorized under all Capital One Bank accounts for purposes of all banking matters relative to those accounts. RESULT: ADOPTED 5/23/17 (Unanimous) RESOLUTION 2017-54 RESOLUTION AMENDING RESOLUTION 2017-49 AWARDING THE CONTRACT TO LASER INDUSTRIES, INC. FOR THE BREAKWATER BEACH SHADE SHELTER PROJECT RESOLVED that the Board of Commissioners of the Mattituck Park District, having reviewed all bids for the Breakwater Beach Shade Shelter Project, hereby award the bid to Laser Industries, Inc., as the lowest responsible bidder, for (1) general requirements and site mobilization and (2) for installation of the shade shelter structure, in the amount of$139,509.00 $124,500.00, and further authorizes and directs Chairperson Nicholas F. Deegan to execute a Contract with Laser Industries, Inc. in the amount of$139,500.00 $124,500.00, subject to the approval of Legal Counsel, such that the specifications for the Project shall not include the stone work on the columns subject to written authorization of L.K. McLean Associates, P.C. and further subject to written verification from L.K. McLean Associates, P.C. with respect to the revised bid amount for the project in the sum of$124,500.00. RESULT: ADOPTED 5/23/17 (2 to 1) AYES: N. Deegan and G. McGreevy NAYES: G. Goehringer