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Home My WebLink About08/22/2024 REGULAR MEETING MINUTES MATTITUCK PARK DISTRICT THURSDAY, August 22, 2024 - 6:00 PM Presiding Commissioners Kevin Byrne, Chairman Denise Geis, Deputy Chair Alexandra Getches, Commissioner Chris Shashkin, District Clerk Stephen Kiely, Esq., Legal Counsel Lyle Girandola,Treasurer Abigail Field, Recording Secretary Call to Order Pledge • TREASURER'S REPORT—L Girandola See attachments. Also: Through July 2024, revenues have reached $711.3k, and our net position (revenues in excess of expenses) stands at $305.5k. Notable revenue generators in July included field use fees ($2.4k), lodge rentals ($2.3k), and special events, which brought in $6.3k from sponsor collections. Year-to-date expenses are $405.8k, with all categories tracking in line with expectations. July marked the highest level of wage expenses this year at $43.6k, primarily due to the expected impact of seasonal staff. At the end of July, MPD's cash balance was $665.7k. Outstanding liabilities amounted to $16.6k, resulting in a net equity position of$650.1k. Should be in a healthy position at year end with the reserve. A Getches: Do we have the money to do the projects we want to do? L Girandola: Yes. In terms of the best shot of getting something big done this year, it's the Bay Avenue Park, Wolf Pit, and the Dog Park K Byrne explained we try to have a $250k reserve. • CLERK'S REPORT—C Shashkin Revenues are up across the board; the beach permit increases in revenue reflect increased usage, the prices have been the same. Details in the attached file. K Byrne raised as an issue the Mattituck Fire Department being charged for their upcoming car show, since the MPD is co-sponsoring it. Discussion of policy about waiving fees for cosponsorship of events followed. K Byrne believes a resolution on point exists. S Keiley counsels that clear rules for deciding to cosponsor events should exist so no group can allege discrimination, and anything that MPD cosponsors should have a direct connection and/or benefit to MPD residents. Decision: Fire Department will not be charged for the event. Adopted policy will be found for review. • FACILITY MANAGER'S REPORT— B Heins Discussion of the keys at the CXT, problematic during concerts as people are being locked out of them. K Byrne suggests B Heins investigate Keyvo. Discussion of the removal of the sick tree at Vets that is in the way of concerts. Commissioners review bid of$900 and accept it. B Heins raises noise complaint from an event at the Bailie Beach Lodge (an event that claimed to involve far fewer people than it had and claimed not to involve alcohol when it in fact did involve alcohol.) Decision: The Commissioners need to have a review policies for renting the Lodge at the next work session. B Heins presented a proposal for a dog park at Aldrich. The rough cost would be $30,000, most of which would be for fencing, but it also includes required site cleanup, extension of water access, and dog waste equipment. The design is for a large park; if the park is made smaller, the fencing cost would go down. Discussion of building pickleball courts at Aldrich, potentially next year, to respond to community interest while being careful to site far from residential neighbors. Bay Avenue design discussed, focusing on plantings and timing. DISCUSSION • Improving communication between the Board and MPD members—to be discussed at next work session • Bay Avenue design and Dog Park location—done as part of Facilities Management. • Concerts and movie nights for next year o Going forward, should MPD do the movies instead of the concert group? D Geis noted the first movie was not well attended. How is stuff promoted? Decision: a couple of emails should happen for the next movie; sponsorship should be discussed at a future meeting. 2 • Situation at Peconic Bay park, Proposal from Steve Mastrorocco, and Permit filing for jetty all not addressed, will be discussed at future meetings. RESOLUTIONS Approval of 7/18/2024 Meeting Minutes presented via email Moved by K Byrne, seconded by D Geis, unanimously approved. RESOLUTION 2024-65 RESOLUTION APPROVING BILL REGISTERS AND AUTHORIZING PAYMENT OF CURRENT BILLS FOR AUGUST 2024 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approves the Bill Registers submitted by the Treasurer at the August 8 and August 22, 2024, meetings and further authorizes payment of the current bills. RESULT: Motion by D Geis, seconded by K Byrne, unanimously approved. RESOLUTION 2024-66 RESOLUTION ADOPTING REVISED SECURITY POLICY FOR EVENTS WHEREAS large events involving alcohol and held at night run risks of incidents needing security, and even events without alcohol and at other times of day can need security, RESOLVED that the Board of Commissioners of the Mattituck Park District hereby adopts the following policy to be applied to all events booked after this date, and which replaces the policy adopted by 2023-67 to the extent that 2023-67 required all events with alcohol to pay a security fee of up to $250: Any party of 30 or more, with alcohol AND which ends after 6PM, will require security services for the whole event. Security services will be provided by MPD, the cost of which will be passed on to the renter. Any other event, whether or not alcohol is served, that has an incident triggering a call for security services will forfeit their Security and Damages Deposit to cover the cost of the security call. RESULT: Motion by A Getches, seconded by D Geis, unanimously approved. RESOLUTION 2024-67 RESOLUTION ADOPTING REDUCED RATE FOR OFF-SEASON EVENTS 3 WHEREAS the Mattituck Park District wants to encourage its residents to use the District's facilities in the off-season, RESOLVED that the Board of Commissioners of the Mattituck Park District hereby reduces the price for residents renting its spaces for events by 25%from November first through February 28 (or 29, as the case may be.) Result: Motion by K Byrne, seconded by D Geis, unanimously approved. RESOLUTION 2024-67 RESOLUTION ACCEPTING BID FOR SURVEYING VETERANS' PARK RESOLVED that the Board of Commissioners of the Mattituck Park District accepts the bid of Ward A Brooks III, BTLS, Eleven Ocean Avenue, Blue Point, NY 11715 for$3800.00, work to be performed within three weeks. Result: Motion by D Geis, K Byrne, unanimously approved. PUBLIC COMMENT Jim Miller, 1165 Bay Ave, suggests MPD consider working with LLBean with a trailer, to support 15 kayaks, paddleboards, and teach lessons. Commissioners are interested. Miller also present to learn about Bay Ave design. James Luhrs, 1455 Bay Ave, present to learn about Bay Ave design. B Heins shows Miller and Luhrs the current draft plans on his phone. Motion to adjourn the meeting to into executive session to discuss the employment history of a particular employee. Result: Motion by: K Byrne, seconded D Geis, Unanimously adopted. EXECUTIVE SESSION Meeting Adjourned at [time; motion info] 4 8/22/24, 11:29 AM Dime Bill Pay I Bill History Bill History View Payments and Bills All Payments I _U_rr_4PPMY�_"(_j_I"Y.Mg.1-IL" To view payments and hills for a different date range,select an option in Current View. Use Additional Options to search for-specific payments. 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Budget January Ju|y, 2024 TOTAL ACTUAL BUDGET REMAINING Y6OF BUDGET Revenue 1000Rem*nu* 1O1O Tax Receipt Revenue 580.400 580.400 O 100.00% 111O Room rentals 26.885 27.000 115 100.00% 112O Picnic rental 3.395 2.000 '1.395 170.00% 113O Field use 2.555 500 '2.055 511.00% 114O Lodge rental 15.155 25.000 9.845 61.00% 115O Permit fees, Resident 46.077 45.000 '1.077 102.00% 1152 Daily Beach Pass 4.600 6.000 1.400 77.00% 1155 Permits, Non-Residents 5.500 3.200 '2.300 172.00% 1215 Service/Fee Revenue 2.710 1.600 '1.110 169.00% 123O Special Events 15.250 14.000 '1.250 109.00% 124O Donations byindividuals 100 100 125O Other Revenues 5.067 1.000 4.067 507.00% 15OO Bank Interest Earned 3.739 5.000 1.261 75.00% Total 1000 Revenue 711,333 710,800 '533 10100% Total Revenue $711,388 $710,800 $'588 100.00% GROSS PROFIT $711,388 $710,800 $-533 100.00% Expenditures 2OOO Payroll Wages 2010A000untant/Tr*aour*r 23.675 15.000 '8.675 158.00% 2020Adminiotrativ* 26.241 97.400 71.159 27.00% 2O3O Beach Attendants 20.240 37.500 17.260 54.00% 2O4O Buildings&Grounds 29.026 54.200 25.174 54.00% 2042Cuotodiano 2.806 '2.806 2045S*ourity 3.507 '3.507 2050Hoot*oo 938 3.700 2.762 25.00% 2060Lif*guardo 22.942 41.200 18.258 56.00% 2O7O Lifeguard Manager 4.100 7.300 3.200 56.00% 2080S*or*tary 6.716 18.700 11.984 36.00% Total 2OOO Payroll Wages 140,191 275,000 134,809 51.00% 3OOO Payroll Taxes and Benefits 41,584 107,000 65,416 89.00% 4OOO Office Supplies& Fees 4O1O Office Supplies 9.326 7.500 1.826 124.00% 4020Printing 1.371 800 '571 171.00% 4030Pmstag* 420 600 180 70.00% 4O4O Computers&Software 920 1.400 480 66.00% 4050 Internet&Cells 2.387 5.000 2.613 48.00% 4O6O Permits, Memberships&Subscriptions 500 500 O 100.00% 4O7O Mileage Reimbursement 3.464 '3.464 alttrach Mattituck Park District Park Distrust Actuals vs. Budget January-July, 2024 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET Total 4000 Office Supplies&Fees 18,387 15,800 -2,587 116.00% 5000 Professional Fees 5010 Accounting fees 5,000 10,500 5,500 48.00% 5020 Legal fees 13,003 17,500 4,497 74.00% 5030 Bank fees&service charges 2,966 2,500 -466 119.00% 5040 Payroll service fees 11,922 18,400 6,478 65.00% 5060 Other professional fees 14,221 2,600 -11,621 547.00% 5070 Election Fees 200 200 5100 Property insurance 451 24,100 23,649 2.00% 5210 Advertizing fees 1,757 1,400 -357 125.00% 5220 Website/email 1,774 2,000 226 89.00% 5300 Special Events 9,560 15,200 5,640 63.00% Total 5000 Professional Fees 60,655 94,400 33,745 64.00% 6000 Operational &Site Maintenance 6010 Natural Gas 3,050 1,600 -1,450 191.00% 6015 Oil 1,794 1,700 -94 106.00% 6020 Electricity 8,062 18,300 10,238 44.00% 6030 Water 437 2,000 1,563 22.00% 6040 Sanitation 14,633 26,900 12,267 54.00% 6100 Building Supplies 13,923 20,000 6,077 70.00% 6110 Small tools&equipment 540 3,100 2,560 17.00% 6120 Equipment lease&maintenance 295 1,400 1,105 21.00% 6130 Site Repairs& Maintenance 53,469 69,500 16,031 77.00% 6140 Landscaping 27,228 71,100 43,872 38.00% 6210 Gas for Vehicles/Equipment 255 1,900 1,645 13.00% 6220 Vehicle repairs 504 800 296 63.00% Total 6000 Operational&Site Maintenance 124,189 218,300 94,111 57.00% 7000 Capital Improvements& Purchases 20,816 -20,816 8000 Other Expenses 300 300 Total Expenditures $405,821 $710,800 $304,979 57.00% NET OPERATING REVENUE _ $305,512 $0 $-305,512 00/0 NET REVENUE $305,512 $0 $-305,512 0% JULYTREASURERS' REPORT Through June 2024, total revenue of$683.2k has reached 96%of the budget. All expected tax revenue of$580.4k has been received, while the sum of all remaining revenue lines is$27.6k away from the full year budget. All revenue lines are trending on or over their targets,with the exception of Lodge Rental and Daily Beach Passes which are lagging. Expenses of$324.1 k represent only 46%of the full year budget but is 20%over last year for the same six month period. Notable expenses in June include the cost of aerial photos and the demolition of the lifeguard shed. Cash on account is$742.9k while outstanding vendor liabilities and security deposits amount to $39.6k. Mattituck Park District Statement of Financial Position As of July 31, 2024 TOTAL ASSETS Current Assets Bank Accounts Money Market(*4827) 596,867 Operating Account (*9531) 41,862 Payroll (*9630) 14,401 QuickBooks Checking Account 2,017 Special Events (*2417) 10,565 Total Bank Accounts $665,712 Accounts Receivable Accounts Receivable (A/R) 855 Total Accounts Receivable $855 Other Current Assets $175 Total Current Assets $666,742 TOTAL ASSETS $666,742 LIABILITIES AND EQUITY Liabilities Current Liabilities Accounts Payable Accounts Payable (A/P) 12,397 Total Accounts Payable $12,397 Credit Cards $892 Other Current Liabilities Security deposits 3,350 Total Other Current Liabilities $3,350 Total Current Liabilities $16,639 Total Liabilities $16,639 Equity $650,103 TOTAL LIABILITIES AND EQUITY $666,742 Ij,J ,it rtr;;iy A u Uj,,J ail 22, 2l 2d, f0 30 Ai/I dv Od, 00 lVf Aldrich Lane Dog Park & Future Improvements: Overview: Currently the fields t Aldrich are some our most under-used assets by district residents. The field we share with the school is used 2-3 times a week in the spring and fall while half of the fenced/lit fields see use 1-2 times a week in the same season. The cost to maintain these fields is relatively high given the amount of use, roughly $12,000-$15,000 per year for mowing, fertilizing, irrigation, etc. The park is also in need of fence repairs and parking lot repairs. Phase 1 I propose locating a roughly 150' X 125' dog park on what is currently the northern most soccer field, cleaning up the area just to the east of the maintenance building, and placing picnic tables there. This area is the least used section of the property, would have ample shade next to the park, and is the easiest place to run water to the dog park. For reference, the Bay Ave tennis courts are 125' X 125'. I walked the area with Signature Services to determine what would need to be done with the current irrigation system in place there, he believes we can leave it in place to try and keep grass growing in the dog park and easily shut those zones off if that doesn't work out. While we can expect to have some damage to underground poly pipe during fence installation, there are no mains or control wires in the area, so any damage would be simple to repair. Georgie gave me an estimate to clean the area up and remove current fencing. There is a row of privet that we would transplant to the northern property line that is currently overgrown. Picnic tables, benches, shade shelters in the dog area could all be built in house. Webstaurant store, who we get a lot of janitorial supplies from has affordable dog clean up stations with bags and attached cans. I recommend 3 total. The fence price is from RFC, on the county bid. It is the same commercial fence that was installed at the Vets playground. Phase 2 I only included this as a future suggestion, so I didn't delve into exact pricing,just putting the idea out there. By placing the dog park on the northwest side of the current field it leaves a decent sized area on the northeast side of the property. There is enough space to install 2 pickleball courts there with a decent buffer between both the soccer field and dog park. I believe this would be the only suitable location in the district for pickleball. It would put the courts over 200' from the nearest occupied dwelling with the former backstop berm helping to mitigate sound travel to the north and east. Phase 1 cost: Approximately $30,000 Expense Contractor Cost Dog park fence RFC 20,000.00 Clean up vegetation/debris Geor ie 1,500.00 Remove fencing Geor ie 500.00 Transplant privet to prop line Geor ie 400.00 Guard rail/entrance In house 500.00 Water line/hydrant Signature 1,000.00 Shade shelters In house 1,500.00 Benches TBD 1,000.00 Signs TBD 1,000.00 Trash/recycle cans In house 1,200.00 Dog waste stations Websaurant 600.00 Picnic tables In house 1,000.00 Misc. --- 500.00 This may come in under this amount, these are higher end estimates assuming a larger dog park than is listed. Phase 2 costs are hard to estimate given our prevailing wage situation but you can expect the cost to be upwards of$50,000. Parking upgrades would depend on the scope of work. Facility Managers Report 08/22/2024 Veterans: - Chris from Signature installed a new foot wash next to the CXT, hopefully this improves the sand situation in the restrooms - The electric locks on the CXT are proving problematic. The wifi connection doesn't allow them to work as advertised and they have an external lock button that keeps getting hit and locking people out of the bathrooms. I suggest we replace these with traditional locks and have the person locking/unlocking the gate also deal with these. We can repurpose the electronic locks. - I started deploying 33 gallon Rubbermaid garbage cans at events, these keep the garbage from overflowing/getting blown around. At the next concert we will remove the small metal cans during the event since they require constant attention - I spoke with engineer Matt Sherman about the pavilion project. I'll follow up with him once we have a survey on the way to see if he is willing to take the project on. - Georgie gave me a price of$900 to remove the sickly cedar tree in the middle of the field and remove the stump. I'd like to get that done before the next concert if possible. - A second air handler leaked, this one over the office. I'll get the ceiling in both patched/painted this month Breakwater: - The sign people had complained about near the entrance (stay off jetty, no trespassing, etc) has been removed. - The electric hand dryers have been removed. The older one in the mens room had an open short and was putting 30 volts through the chassis when the switch was activated. When I went to remove it I discovered it was not wired to code, even though the newer one in the womens room was working fine, I removed it and terminated the electrical in both bathrooms so it was to code. I installed the same towel dispensers we have here. - I'm looking into everything we need to bring the playground into compliance, I'll have ideas and prices at the next work session BBL: - An addendum to the report I handed out at the work session, the roof is not original, it appears it was installed in 2003. I found an engineers report regarding the roof in a file marked "Vets LED lights" and a warrantee from Mulligan roofing in a random unmarked file in the Pike street pile of folders. - A gutter leader became detached before the last round of rain causing a section of the driveway to wash out. I fixed the gutter and Georgie will fix the driveway next week. - The last party up there that was supposed to be "50 people and no alcohol" ended up being a lot more people and most likely alcohol. Police were called for a noise complaint a little after 11:00. We need to figure out a way to have somebody up there during events. - I don't have a ladder to reach the west windows to investigate the leak situation. I can rent a spyder lift or call in a contractor to look into it. Wolf Pit: - Georgie is set to start the first round of clearing, I'll laminate a copy of the permit and post it this week. Most likely get the first round done in the next couple of weeks. - What is the status of the easement across the neighbors property? Georgie was concerned about accidently clearing on land that wasn't ours. Misc. - I want to place address signs at each property. Street#s are required by state law and it would help for deliveries. - Once the lifeguard season is over, I will rent a machine to remove the Vets stand and then I will use it to demolish both the play structure and lifeguard stand at Breakwater Report of Revenue Period: 1 - 31 July 2024 Deposit Picnic Seasonal Dadl Date Cash Area Comm Room FlPlds (Ither Permits Permits January Report 4,255 0 2,590 0 0 7,385 425.00 400.00 February Report 3,285 1,000 2,575 0 0 6,860 425.00 - March Report 1,390 475 2,775 0 0 4,640 3200 600.00 April Report 2,825 300 6,565 0 1,200 10,890 7,750.00 100.00 - May Report 2,835 1,770 5,960 125 600 11,290 13,720.00 3,200.00 560.00 June Report 1,575 0 3,175 0 2,217 6,967 13,246.00 600.00 455.00 Reported $ 16,165 $ 3,545 $ 23,640 $ 125 $4,017.25 $ 48,032.25 $ 38,766 $ 4,900.00 $ 1,015.00 Report Gmup/Payee 7/05 Aldrich Athletic June/Jul 250 7/8 lannone 7/25 460 7/10 MYC Regatta July 23-25 550 7/10 Corrigan 7/22 130 7/11 Rotary 7/27 1,050 7/19 Cornell Cooperative 9/14 450 7/19 Mattituck Library 8/24 300 7/22 GS Troop 2118 7/23 640 7/22 GS Troop 2360 7/26 455 7/22 Caccese 6/28/25 750 7/24 x Rodenzo 7/28 225 7/24 Reilly 10/26 775 7/24 GS1545 10/11 600 7/26 Hedges 9/22 600 Kayak Dinghy Permits 275 Guest Permits 2,240 my Repoi X Res Beach Permits (Cash, Check) 150 300 my Report Res Beach Permits (Credit) 6,550 1 20/09/2024 Report of Revenue Period: 1 - 31 July 2024 DULY RECEIPTS: 1,695.00 355.00 4,385.00 800.00 275.00 7,510.00 6,700.00 300.00 2,240.00 YEAR TO DATE 17,860 3,900 28,025 925 4,292 55,542 45,466 5,200 3,255 2023 Totals 11,745 2,325 27,307 375 1,650 3 2,32 5 2024 Totals 53,921.00 2 20/09/2024