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Home My WebLink About10/17/2024 REGULAR MEETING MINUTES MATTITUCK PARK DISTRICT THURSDAY, October 17, 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 (Absent) Lyle Girandola,Treasurer Abigail Field, Recording Secretary Call to Order Pledge No public comment on the agenda • TREASURER'S REPORT— L Girandola L Girandola Revenue has exceeded its target for the year by$19.4k, contributed by all categories except for Lodge Rental, which is only at 66% of the target. Field use, Room Rentals, and Picnic Rentals made up most of September's activity of$10k. Total expenses have reached $557.6k which is 78% of the total budget. Revenue in excess of expenses amounts to $172.7k. Notable expenses in the month were from lagging invoices from Georgie for the Spring construction work. Cash on hand is $544.6k and outstanding liabilities amount to $28.3k, yielding a strong equity position K Byrne: Has anything changed since the last meeting with regard to budgets for Bay Ave and Aldrich? L Giarnodola: No. The number is about the same. • CLERK'S REPORT—C Shashkin C Shashkin: Lodge no September income; last year, had some Oct-Dec but the income was really pre-bookings for the next year. Little income for picnic area in September; Community Room bookings still strong. Was a very good year on beach permits. Money came in from the soccer clubs for the lights, both from last year and this year. About another$2500 to come in on lights. Money came in for the osprey nest we built. A Field gave an update on the status of the 2025 rate sheet, seeking an answer on how to treat non-profits—do we care if the nonprofit is a "resident" or a "nonresident" for purposes of applying the 50%? Commissioners discussed; decision: 501(c)(3)s/not for profit in Southold Town/have a substantial component of their membership or beneficiaries in Southold should be given 50% of the resident rate in general. At November work session, Field and Shashkin will present the near final rate sheet for final decisionmaking, so that it may be adopted at the November meeting. • FACILITY MANAGER'S REPORT—B Heins See report. Bay Avenue update includes watering rig for Bay, and in future, Wolfpit etc., cost less than $300. Discussion of asking neighbors of Bay Ave to give us access to their water on Planting Day. Graffiti on Bay Ave tennis courts discussed. • VOLUNTEER RECRUITMENT PLAN FOR BAY AVENUE PLANTING —A Field See attachment. A Field also presented idea of tabling to create "Friends of MPD" during planting day. Commissioners discussed thank you gifts for the volunteers. Commissioner A Getches suggested small wildflower seed packets as a thank you; Commissioners unanimously supported the idea. RESOLUTIONS Approval of 9/19/2024 Meeting Minutes presented via email Moved by K Byrne, seconded by D Geis, unanimous. RESOLUTION 2024-83 RESOLUTION APPROVING BILL REGISTERS AND AUTHORIZING PAYMENT OF CURRENT BILLS FOR OCTOBER 2024 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approves the Bill Registers submitted by the Treasurer at the October 3 and October 17, 2024, meetings and further authorizes payment of the current bills. RESULT: Motion by D Geis, 2nd K Byrne, unanimously approved. 2 L Girandola led a brief discussion of resolution 2024-79, explaining why it was needed and giving an overview of the changes. Any major deviations were separately authorized by resolution along the way, and were done for the reasons in the "comments" sections. RESOLUTION 2024-84 RESOLUTION AMENDING RESOLUTION 2024-12 WHEREAS, some expenditures authorized at the organizational meeting are on track to exceed their caps whereas others are on track to come in under budget, and WHEREAS, Resolution 2024-12 requires us to adopt a revised set of caps in such circumstances, RESOLVED, the Board of Commissioners of the Mattituck Park District hereby approves the following new caps: Proposed Vendor Existing Cap Revised Cap Comments PSEGLI 15,500 13,800 NawrockiSmith 10,000 10,000 Home Depot 5,000 2,900 Amazon 5,000 2,100 Mattituck Environmental Services 3,900 900 National Grid 3,252 3,500 Orlowski Hardware Company 3,250 4,600 Verizon 3,000 2,500 WB Mason 3,000 2,900 Island Portables, Inc 2,750 7,800Concerts, Volleyball van Duzer 2,600 1,300 Certainty Plumbing 2,500 11500 EESG Custom Apparel 2,250 2,500 Eckert Oil Services, Inc 2,000 2,400 All Out Fire 1,650 900 The Hartford 1,600 800 Hennessey Well Service 1,500 - ClearRiver Environmental Service Corp 1,500 7,000Septic Cleanout Suffolk Co Water Authority 1,450 1,300 Ratsey Construction 1,400 22,200Lifeguard shack demo STANLEY STEEMER 1,400 - Optimum 1,200 1,000 Staples 1,200 1,000 3 Square, Inc. 1,100 400 Ryd i n 1,000 1,300 Revco Lighting & Electrical Supply 1,000 - Clear Pay Processing 1,000 - Authorize.net 1,000 2,000Increased revenue Amagansett Building Materials, Inc 1,000 4,000Beach huts Mattituck Plumbing & Heating Corp 850 400 East End Pest Control 800 - RECREATION SUPPLY COMPANY 750 300 A. Air Mechanical Corp. 750 500 Lund Valve Testing 625 500 A&E Exhaust and Duct Services, Inc. 600 800 Bid submissions, staff SUFF TIMES NEWS REV 600 2,300turnover USPS 1,000 600 Peconic Power Systems 500 - QuickBooks Payments 500 - Power Equipment Plus Mattituck Inc 425 - A&C Autoservices 250 300 1 & 1lnternet 225 - Suffolk County Board of Elections 225 - BJs Gas 200 100 Southold Town Dept Solid Waste 150 400 Harbor Freight 100 1,400Generator Southold Township 100 500 Advance Auto Parts 100 - Facebook 100 - Southold Town 100 300 Mailchimp 400 500 Intuit 200 $92,352 $109,700 Motion: K Byrne, seconded by D Geis, unanimously approved. PUBLIC COMMENT Suter reports on the current state of the erosion. Larry Suter asks where the submission of the groin application stands. There's a leak in the existing groin; hoping to get a new groin to work in tandem with it. Discussion about process. K Byrne reports having reached out to the DEC's Jennifer Burton, Byrne and Burton are in contact. 4 K Byrne: multiple times the issue has been raised, based on legal counsel, the commissioners are not proceeding with submitting the application yet. Have reached out to the Southold Trustees, a pre-submission meeting is the current plan. Dan Egan I'm a dock builder, Egan Marine Construction, we're running up and down inlet, can I pull my tugboat up the ramp to fill my boat. Commissioners agree, Egan will make MPD additional insured. Motion to go into executive session to discuss employee matters at 7:45 pm. EXECUTIVE SESSION At 8:07, executive session ended, the meeting was reopened and adjourned. 5 Treasurer's Report October Meeting—September Financials Revenue has exceeded its target for the year by$19.4k, contributed by all categories except for Lodge Rental, which is only at 66% of the target. Field use, Room Rentals, and Picnic Rentals made up most of September's activity of$10k. Total expenses have reached $557.6kwhich is 78% of the total budget. Revenue in excess of expenses amounts to $172.7k. Notable expenses in the month were from lagging invoices from Georgie for the Spring construction work. Cash on hand is$544.6k and outstanding liabilities amount to$28.3k,yielding a strong equity position. In Thursday's meeting, we will review our standing Purchase Order list for a proposed update for the remainder of the year. Sincerely, Lyle Mattituck Park District Statement of Financial Position As of September 30, 2024 TOTAL ASSETS Current Assets Bank Accounts Money Market("4827) 455,753.65 Operating Account ("9531) 70,390.82 Payroll ("9630) 12,383.33 QuickBooks Checking Account 2,016.95 Special Events ("2417) 4,019.06 Total Bank Accounts $544,563.81 Accounts Receivable $855.00 Other Current Assets $175.00 Total Current Assets $545,593.81 TOTAL ASSETS $545,593.81 LIABILITIES AND EQUITY Liabilities Current Liabilities Accounts Payable $22,747.11 Credit Cards $2,644.90 Other Current Liabilities Security deposits 2,950.00 Total Other Current Liabilities $2,950.00 Total Current Liabilities $28,342.01 Total Liabilities $28,342.01 Equity $517,251.80 TOTAL LIABILITIES AND EQUITY $545,593.81 We,,,Jiie 1J,,,a; j.. to(, ,-a,ei 4i 2024, 08 i c `i�i 04 00 I/I alifrach Mattituck Park District Park ffisirld U, Actuals vs. Budget January-September, 2024 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET Revenue 1000 Revenue 1010 Tax Receipt Revenue 580,400 580,400 0 100.00% 1110 Room rentals 30,070 27,000 -3,070 111.00% 1120 Picnic rental 4,620 2,000 -2,620 231.00% 1130 Field use 9,063 500 -8,563 1,813.00% 1140 Lodge rental 16,405 25,000 8,595 66.00% 1150 Permit fees, Resident 48,592 45,000 -3,592 108.00% 1152 Daily Beach Pass 6,595 6,000 -595 110.00% 1155 Permits, Non-Residents 5,900 3,200 -2,700 184.00% 1215 Service/Fee Revenue 2,835 1,600 -1,235 177.00% 1230 Special Events 15,750 14,000 -1,750 113.00% 1240 Donations by individuals 100 100 1250 Other Revenues 5,367 1,000 -4,367 537.00% 1500 Bank Interest Earned 4,626 5,000 374 93.00% Total 1000 Revenue 730,224 710,800 19,424 103.00% Total Revenue_ $730,224 $710,800 $-19,424 103.00% GROSS PROFIT $730,224 $710,800 $-19,424 103.00% Expenditures 2000 Payroll Wages 2010 Accountant/Treasurer 30,129 15,000 -15,129 201.00% 2020 Administrative 34,849 97,400 62,551 36.00% 2030 Beach Attendants 35,599 37,500 1,901 95.00% 2040 Buildings&Grounds 36,709 54,200 17,491 68.00% 2042 Custodians 8,467 -8,467 2045 Security 5,276 -5,276 2050 Hostess 1,756 3,700 1,944 47.00% 2060 Lifeguards 43,644 41,200 -2,444 106.00% 2070 Lifeguard Manager 7,626 7,300 -326 104.00% 2080 Secretary 7,487 18,700 11,213 40.00% Total 2000 Payroll Wages 211,542 275,000 63,458 77.00% 3000 Payroll Taxes and Benefits 59,027 107,000 47,973 55.00% 4000 Office Supplies& Fees 4010 Office Supplies 6,824 7,500 676 91.00% 4020 Printing 1,412 800 -612 176.00% 4030 Postage 420 600 180 70.00% 4040 Computers&Software 1,159 1,400 241 83.00% 4050 Internet&Cells 2,746 5,000 2,254 55.00% 4060 Permits, Memberships&Subscriptions 618 500 -118 124.00% 4070 Mileage Reimbursement 3,464 -3,464 "cc j");� ; i 4s y, r ,'.ol ve i, IIft 2C),24 C),8 22 ' 4'a✓ C),4 dl), /2 alttrach Mattituck Park District Park Distrust Actuals vs. Budget January-September, 2024 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET Total 4000 Office Supplies&Fees 16,643 15,800 -843 105.00% 5000 Professional Fees 5010 Accounting fees 7,500 10,500 3,000 71.00% 5020 Legal fees 15,711 17,500 1,789 90.00% 5030 Bank fees&service charges 3,429 2,500 -929 137.00% 5040 Payroll service fees 14,438 18,400 3,962 78.00% 5060 Other professional fees 15,346 2,600 -12,746 590.00% 5070 Election Fees 200 200 5100 Property insurance 451 24,100 23,649 2.00% 5210 Advertizing fees 2,795 1,400 -1,395 200.00% 5220 Website/email 1,890 2,000 110 94.00% 5300 Special Events 15,900 15,200 -700 105.00% Total 5000 Professional Fees -7,460 94,400 16,940 82.00% 6000 Operational &Site Maintenance 6010 Natural Gas 5,917 1,600 -4,317 370.00% 6015 Oil 1,794 1,700 -94 106.00% 6020 Electricity 8,062 18,300 10,238 44.00% 6030 Water 1,215 2,000 785 61.00% 6040 Sanitation 18,589 26,900 8,311 69.00% 6100 Building Supplies 20,647 20,000 -647 103.00% 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 73,401 69,500 -3,901 106.00% 6140 Landscaping 40,646 71,100 30,454 57.00% 6210 Gas for Vehicles/Equipment 442 1,900 1,458 23.00% 6220 Vehicle repairs 527 800 273 66.00% Total 6000 Operational&Site Maintenance 172,074 218,300 46,226 79.00% 7000 Capital Improvements& Purchases 20,816 -20,816 8000 Other Expenses 300 300 Total Expenditures $557,562 $710,800 $153,238 78.00% NET OPERATING REVENUE _ $172,661 $0 $-172,661 00/0 NET REVENUE $172,661 $0 $-172,661 (N "cc jw" ; i 4s y, r ,'.ol ve i, IIft 2C),24 C),8 22 ' 4'a✓ C),4 dl), 2/2 Facility Managers report 10/17/2024 Bay Ave: -Trails have been marked out to 4'. We originally did the ADA compliant 36" but switched it on the recommendation of somebody with actual wheelchair experience -The old baseball infrastructure is 90% removed and disposed of. The scoreboard is coming down tomorrow-The first 3 of 5 main sections has had the turf removed - I contacted a number of tree companies to try and get free wood chips to mulch the plants, so far North Fork tree is willing to drop off a bunch startingtoday. I set up a marked area for depositingwood chips. - Georgie got his little machine up and running and I hired him to assist, we should be ready for topsoil next week and chips/mulch right after that -The watering rig is ready to go. It's a 66 gallon tankwith an electric pump so the most time will be spent filling it Aldrich: -The fence PO is in. RFC has the materials ready for installation, they are hopingto get somebody to mark out the area next week, then they will schedule the install. - I'm still waitingfor the 3 companies I contacted about the frost proof hydrant to get back to me with prices - I'll order the signage and dog waste stations next week Veterans: -Jen finished the paint on the gatehouse siding, as soon as I wrap up Bay I'll start on the trim/doors for that - Once the kayaks are out I'll paint over the graffiti on the bulkhead -The sprinklers will be blown out on the 23rd and the CXT after Veterans Day. Breakwater: -Jen started painting the siding on the gatehouse, trim and doors will go on when she's done -The mobi-mats are away, there is still a large amount of volleyball tournament stuff stacked up in the building - I removed some damaged signage (no dogs, security, etc.)to clean it up a bit -The building water will be drained on the 24th -The school Interact club will be doing a cleanup 10-12 this Saturday Lodge: - I traced the mold to one area of the basement that will need to be gutted. I'll look into the full extent and cost of repairs after the 1 st of the year. - I recommend another round of deck patching and a coat of paint in the spring to get us through the 2025 season Love In: -The building is locked up for the season and will be drained next week -The docks will come out this week or next week as Georgie has time -The insurance company flagged the electrical as an issue and think we should address that and the 1 st 1/3 the dock in early 2025. -The building will need some paint, electrical and plumbingwork before opening next year 10/2/24,9:21 PM Dime Bill Pay I Bill History Bill History View Payments and Bills All Payments I 7�ii approved Payments h aF To view payments and bills for a different date range,select an option in Current View.Use Additional' search for specific payments. ..�Current Past 30 days and future Additional Options•�.. �✓ View Additional Option Show Status For Pending Go There are 0 unapproved pMyments. How do I sort,search,or categL)nze`?opens a new window Payments 1 -5 of 5 <<First <Prev 1 Next> Last» Biller Naive Account Amount Pay hate Status Initiated By Action Category Georgie Contracting, Operating Account $3215.21 11/13/2024 Pending View Detail LLC *9531 obsuxxxtreasurerxxxx27944 Change Cancel Uncategorized "`ment Georgic Contracting, Operating Account $1047,00 11/06/2024 Pending View Detail LL<� 149531 obsuxxxtreasurerxxxx27944 Changq Cancel Uncategorized "ment Georgie Contracting, Operating Account $880.00 10/23/2024 Pending View Detail. LLC *9531 obsuxxxtreasurerxxxx27944 Change Cancel Uncategorized *merit Lund Valve Testing Operating Account $55.00 1.0/17/2024 Pending View Detail Uncategorized *9531 obsuxxxtreasurcrxxxx27944 Change Ca ce *rice Georgic Contracting, Operating Account $2594.00 10/09/2024 Pending View Detail LLC *9531 obsuxxxtreasurerxxxx27944 Change Cancel Uncategorized *ment Payments 1 -5 of 5 <<First <Prev 1 Next> Last>> littps://cwsb40.clieclsfreeweb.eom/ewsb/wps 1/1 Treasurer's Report November Meeting—October Financials Results for October YTD show revenue reaching$732.6k and revenue-in-excess-of-expenses of $96.4k. Revenue has exceeded the full year plan by$21.8k while expenses are at$75k below plan. Notable expenses in October were Home Depot machine rentals for the Bay Avenue project ($3,800), and our annual insurance payment of$24k. Cash accounts amount to$461 k as of October 31, and outstanding obligations for outstanding bills, security deposits, and credit cards are at$20.2k.This nets to an equity position of$441 k. maliftlich K��ffif Lr Park District /v/«x�u�U��m n ��/ m Park Disirld AKctU@lS VS. Budget January October, 2024 TOTAL ACTUAL BUDGET REMAINING Y6OF BUDGET Revenue 1000R*v*nu* 1O1O Tax Receipt Revenue 580.400 580.400 O 100.00% 111O Room rentals 31.035 27.000 '4.035 115.00% 112O Picnic rental 4.620 2.000 '2.620 231.00% 113O Field use 9.063 500 '8.563 1.813.00% 114O Lodge rental 17.055 25.000 7.945 68.00% 115O Permit fees, Resident 48.592 45.000 '3.592 108.00% 1152 Daily Beach Pass 6.595 6.000 '595 110.00% 1155 Permits, Non-Residents 5.900 3.200 '2.700 184.00% 1215 Service/Fee Revenue 2.835 1.600 '1.235 177.00% 123O Special Events 15.750 14.000 '1.750 113.00% 1240 Donations by individuals 500 100 -400 500.00% 125O Other Revenues 5,367 1.000 4.367 537.00% 15OO Bank Interest Earned 4.909 5.000 91 98.00% Total 1000 Revenue 732,622 710,800 -21,822 108.00% Total Revenue $782.622 $710.800 $-21.822 108.00% GROSS PROFIT $732.622 $710.800 $'21.822 103.00% Expenditures 2OOO Payroll Wages 2010A000untant/Tr*aour*r 34.969 15.000 19.969 233.00% 2020Adminiotrativ* 38.626 97.400 58.774 40.00% 2O3O Beach Attendants 36.107 37.500 1.393 96.00% 2O4O Buildings&Grounds 42.450 54.200 11.750 78.00% 2042Cuotodiano 11.970 11.970 2045S*ourity 5.468 '5.468 2050Hoot*oo 1.930 3.700 1.770 52.00% 2060Lif*guardo 43.831 41.200 '2.631 106.00% 2O7O Lifeguard Manager 8.508 7.300 1.208 117.00% 2080S*or*tary 8.975 18.700 9.725 48.00% Total 2OOO Payroll Wages 2]2,8]4 275,000 42,166 85.00% 3OOO Payroll Taxes and Benefits 3O1OF*d/Stat*/F|CATaxes 59.555 101.800 42.245 59.00% 3O3O Workers'compensation insurance '685 685 3040Dioabi|ity 876 2.100 1.224 42.00% 33OO4O1k Wages Earned 5.937 3.100 '2.837 192.00% Total 8OOO Payroll Taxes and 8mnefds 66.684 107,000 41,816 61.00% 4OOO Office Supplies& Fees 4O1O Office Supplies 7.599 7.500 '99 101.00% 4020Printing 1.412 800 '612 176.00% �ccrum| BmSis Thursdmy^ 21^ 282411�56 ��",[,,4 G[',,,,flT-D5�88 1/@ alttrach Mattituck Park District Park Distrld Actuals vs. Budget January-October, 2024 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET 4030 Postage 691 600 -91 115.00% 4040 Computers&Software 1,245 1,400 155 89.00% 4050 Internet&Cells 2,926 5,000 2,074 59.00% 4060 Permits, Memberships&Subscriptions 618 500 -118 124.00% 4070 Mileage Reimbursement 4,541 -4,541 Total 4000 Office Supplies&Fees 19,032 15,800 -3,232 120.00 5000 Professional Fees 5010 Accounting fees 12,500 10,500 -2,000 119.00% 5020 Legal fees 14,894 17,500 2,606 85.00% 5025 Legal Outside Counsel 2,849 -2,849 Total 5020 Legal fees 17,742 17,500 -242 101.00% 5030 Bank fees&service charges 1,645 2,500 855 66.00% 5035 QuickBooks Payments Fees 50 -50 5037 Square Fees 1,884 -1,884 Total 5030 Bank fees&service charges 3,578 2,500 -1,078 143.00% 5040 Payroll service fees 15,717 18,400 2,683 85.00% 5060 Other professional fees 15,346 2,600 -12,746 590.00% 5070 Election Fees 200 200 5100 Property insurance 24,658 24,100 -558 102.00% 5210 Advertizing fees 2,795 1,400 -1,395 200.00% 5220 Website/email 2,252 2,000 -252 113.00% 5300 Special Events 15,900 15,200 -700 105.00% Total 5000 Professional Fees 110,489 94,400 16,089 117.00% 6000 Operational &Site Maintenance 6010 Natural Gas 8,422 1,600 -6,822 526.00% 6015 Oil 1,794 1,700 -94 106.00% 6020 Electricity 8,062 18,300 10,238 44.00% 6030 Water 1,215 2,000 785 61.00% 6040 Sanitation 20,567 26,900 6,333 76.00% 6100 Building Supplies 21,070 20,000 -1,070 105.00% 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 76,394 69,500 -6,894 110.00% 6140 Landscaping 47,914 71,100 23,186 67.00% 6210 Gas for Vehicles/Equipment 559 1,900 1,341 29.00% 6220 Vehicle repairs 527 800 273 66.00% Total 6000 Operational&Site Maintenance 187,357 218,300 30,943 86.00% 7000 Capital Improvements& Purchases 7110 Capital Improvements 20,816 -20,816 Total 7000 Capital Improvements&Purchases 20,816 20,816 "ccrj")", I ; i Us hjursd iy l 2I 2C)' 4 1 I .-wait '-a✓ fl C)15,C)l„1, 2/,", alifrach Mattituck Park District Park Disirld Actuals vs. Budget January-October, 2024 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET 8000 Other Expenses 8040 Other Miscellaneous Expenditure 30 300 270 10.00% Total 8000 Other Expenses 30 300 270 10.00% Total Expenditures $636,241 $710,800 $74,559 90.00% NET OPERATING REVENUE _ $96,381 $0 $-96,381 V/G NET REVENUE $96,381 $0 $-96,381 V/G " „crjw" lS h1 irsdiy, 2I . 2C)' 4 1156 � 4'-a✓ fl C),t,Cdll) c/,"n Mattituck Park District Statement of Financial Position As of October 31, 2024 TOTAL ASSETS Current Assets Bank Accounts Money Market ("4827) 438,636.96 Operating Account ("9531) 17,265.27 Payroll ("9630) 1,207.25 QuickBooks Checking Account 189.95 Special Events ("2417) 3,624.06 Total Bank Accounts $460,923.49 Accounts Receivable Accounts Receivable (A/R) 75.00 Total Accounts Receivable $75.00 Other Current Assets $175.00 Total Current Assets $461,173.49 TOTAL ASSETS $461,173.49 LIABILITIES AND EQUITY Liabilities Current Liabilities Accounts Payable $10,684.84 Credit Cards $5,817.18 Other Current Liabilities Security deposits 3,700.00 Total Other Current Liabilities $3,700.00 Total Current Liabilities $20,202.02 Total Liabilities $20,202.02 Equity $440,971.47 TOTAL LIABILITIES AND EQUITY $461,173.49 )ovtllf,nel 21 2024, 11 ANl 0 00 `1/1