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HomeMy WebLinkAbout06/27/2017 RECEIVED AN 7 2017) SPECIAL MEETING AGENDA Southold.Town Clary Mattituck Park District Board of Commissioners Special Meeting Tuesday, June 27, 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 2018 Proposed Budget Discussion EXECUTIVE SESSION Matters Involving Employment of Particular Person(s) PUBLIC COMMENTS MATTITUCK PARK DISTRICT BOARD OF COMMISSIONERS SPECIAL MEETING MINUTES JUNE 27, 2017 Attendance Nicholas Deegan, Chairperson Doris McGreevy, Commissioner Gerard Goehringer, Commissioner David Prokop, Legal Counsel Eileen McGetrick, Interim Treasurer Lydia Tortora, Clerk Lynne Krauza, Secretary CALL TO ORDER Secretary L. Krauza called the meeting to order at 6:30 p.m. Pledge 2018 Proposed Budget Discussion N. Deegan asked if anyone had any suggestions for the 2018 budget. E. McGetrick handed out worksheets she prepared for this discussion. She said in the past payroll was entered into the computer system as net amounts and not the gross. She said she increased payroll by 7% as an estimate. N. Deegan said there should be $54,000 left in the equipment line after buying one machine at a cost of$6,400. E. McGetrick said she will look to see where this purchase was posted. N. Deegan said he estimates the cost for the work inside the fence at Aldrich Lane to be about $60,000-$70,000 for regrading and reseeding. G. Goehringer said to leave site „ improvements as is. N. Deegan said to estimate $100,000 for the Vets Bathroom Facility and $100,000 for the Aldrich Lane Building Addition. D. Prokop said we shouldn't keep rolling over the appropriated fund balance without any reference to the monies at hand and that we should have a concept of what our reserve should be. N. Deegan said the appropriated fund balance should hold down the taxes. L. Tortora said it is to be used for specific projects. D. Prokop said we should pick a reserve number and agree on it and that we should try to itemize reserve funds for specific uses going forward. He said if we don't, then we need to look at reducing the tax levy. G. Gpehringer reminded everyone that we spent $167,000 on the Vets parking lot and we nOed to do the Yacht Club driveway and parking lot and drainage at Aldrich Lane's parking lot and estimated these projects to be $40,000-$60,000. He also said we don't know what could happen next year in terms of storms, etc. He said we may need permits for the Yacht Club work but we shouldn't for Aldrich Lane. L. Tortora said that the gutters aren't working on the Vets building. D. Prokop said from an audit standpoint, we need to have more of a capital plan. D. McGreevy suggested we consider solar. D. Prokop said that in the past a company wanted $3,000 to give us comparable data. D. McGreevy said she knows someone who rents the solar roof and that the only drawback with leasing is if you are going to sell your property. The Commissioners agreed to pursue leasing solar. G. Goehringer said to increase Facility Repairs to include repairs to the dock at Love Lane. D. McGreevy said the Love Lane building is falling apart and there are plumbing issues. G. Goehringer said we should just have bathroom facilities there and could know down the existing building. D. McGreevy asked whether we need showers and if we should just have bathrooms. N. Deegan was in agreement with demolishing the existing building. L. Tortora reminded the Commissioners that the Love Lane site does not benefit residents of the Park District. At this time, the Commissioners proposed the following Capital Reserve Projects for 2018: Aldrich Lane, Fields 1a and 1 b— reseeding and regrading $ 70,000 Vets Park Bathroom Facility $100,000 Aldrich Lane Building Addition $100,000 Aldrich Lane Parking Lot, including drainage work $ 60,000 Mattituck Yacht Club —parking lot and drainage work $ 80,000 Solar—consider leasing $200,000 Love Lane Bathrooms and dock work $120,000 The Breakwater Pavilion Project at a cost of$124,500 will be completed in 2017. The total approximate cost of capital projects for 2018 is $730,000. The Commissioners agreed to $450,000 as the appropriated fund balance for 2018. N. Deegan said the Attorney General recommends 4-10% to carry in reserves and we are way over that amount. L. Tortora suggested that legal counsel be part of payroll and removed from the legal notice as a line item in the proposed budget for 2018. It was agreed to leave Legal Counsel in the proposed budget as a line item. L. Tgrtora said that the amount in interest and earnings may not be realistic. N. Deegan said we should consider 3 or 6 month CDs for our reserve funds or no more than 1 year. N. Deegan said our demolition permit was denied by the Town for the existing building at Vets where the new bathroom facility will go. G. Goehringer said we should proceed with selecting a building and get the project going. D. McGreevy said she had some concerns about a pre-cast building with cranes being necessary and the parking lot and G. Goehringer said it would not be a problem. G. Goehringer reiterated the need for a plan to move forward with this project. N. Deegan suggested we go with an architect. G. Goehringer said we should go with CTX and get it done and that there was no need for an architect. It was agreed by the Commissioners to increase site improvements to $300,000. At this time the Commissioners reviewed the Legal Notice budget line items for 2018. E. McGetrick will increase payroll by 7%, Employee Benefits will remain the same at $35,500, Site Improvements increased to $300,000, Equipment to remain the same at $60,000, Supplies & Materials decreased to $30,000, Utilities increased to $25,000, Insurance increased to $30,000, Facility Repairs to remain the same at$26,000, Equipment Repairs increased to $9,000, Auditing Services to remain the same at $10,000, Legal Counsel increased to $15,000, Contingency increased to $12,000, Interest & Earnings decreased to $1,000, Permits to remain at $13,000, Miscellaneous/Facility Rentals to remain at$37,000 and the appropriated fund balance to be increased to $450,000. E. McGetrick suggested the Commissioners consider unemployment insurance and that you make the election in January of each year. She said the minimum amount they collect is 4.25%. It was agreed that this matter will be placed on a Work Session Agenda in the fall. Medical insurance will decrease now due to one employee now being eligible for Medicare. E. McGetrick will email the revised documents once she reworks the numbers to everyone. L. Krauza asked E. McGetrick to let her know the monthly payment amount due Fidelis Health Insurance. Southold Town Waiver Letter The Town's response to our letter requesting that certain fees be waived for Projects was denied. D. McGreevy said that this denial now gives us the basis to charge the Town for any use of our facilities. It was agreed by the Commissioners that we will not send any further correspondence to the Town in connection with their denial. It was further agreed that when the Town approaches us for any future events, we will address the fees to the Town. D. McGreevy said we need to be responsible for our taxpayers too, as the Town stated in their denial letter to the Park District. For the Town's swimming lessons next year, the fee will be $50/day. L. Tortora asked about the Senior Center's picnic and the Commissioners agreed not to charge a fee for this event at this time. D. Prokop reminded the Commissioners that theTown purchased the Pike Street parking lot from us. Miscellaneous We discussed the roof color for the pavilion. D. McGreevy picked out a brown tone that matches the existing building. N. Deegan and G. Goehringer would prefer a blue roof color. D. McGreevy said if we change the color of the existing building and roof to match a blue roof, then she is okay with blue. G. Goehringer estimated the cost to to make these changes to be about $500-$600. The Commissioners picked Tahoe Blue and Beige 101 as the colors for the Pavilion. PUBLIC Ron McGreevy was in attendance. RESOLUTIONS None 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 8:44 p.m.