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Home My WebLink About12/19/2024 REGULAR MEETING MINUTES MATTITUCK PARK DISTRICT THURSDAY, December 19, 2024 - 6:00 PM Presiding Commissioners Kevin Byrne, Chairman Denise Geis, Deputy Chairman Alexandra Getches, Commissioner Chris Shashkin, District Clerk Stephen Kiely, Esq., Legal Counsel Lyle Girandola,Treasurer Abigail Field, Recording Secretary Call to Order Pledge • COMMISSIONERS' REPORT—K Byrne, D Geis,A Getches o D Geis reports the North Fork Animal Shelter is interested in participating in the dog park grand opening, D Geis will stay in touch with them. • TREASURER'S REPORT— L Girandola Full report enclosed o Revenue and expenses are in line with expectations. No new revenue was recognized in November, while expenses for the month were relatively high, totaling $61,000. Key expenditures in November included: ■ Professional fees for survey services: $3,800 ■ Camera installation at Vets: $3,895 ■ Final mowing contract payment to Georgie: $4,300 ■ Truck repair: $1,945 ■ Dog park fence installation: $17,696 ■ Year-to-date (through November), revenue stands steady at $732,900, with expenses rising to $696,000. This results in a net surplus of$36,800. ■ As of the end of November, the Park District's cash accounts total $424,800, with recorded liabilities of$43,400, leaving an equity position of$381,400. o No new revenue in November, expenses high because of dog park fencing, camera installation contract final payment o K Byrne: Do the numbers reflect the truck purchase? L Girandola, no. Revenue has exceeded expenses by $36,800 through 11 months, but December may be $60,000 because of the truck we intend to buy. • CLERK'S REPORT—C Shashkin Full report enclosed. o No new revenue in November, there were events but they were paid for before November. o Social media and newsletter report and analysis (attached). We have about 1600 email address, we have strong open rate around 55% on average. Instagram followers around 1300 followers. Challenge correlating reach on social media/newsletters with impact, as one of the lowest reach postings related to a movie night that was very well attended. o Discussion about doing a marketing campaign to boost bookings during the shoulder season in the Vets room; K Byrne suggests partnering with caterers etc., and the partnerships would help with the marketing. C Shashkin to present a plan for 2025 in the January/February. o Bookings coming in for 2025; what about memorials/events that are short ■ If a booking comes in seven days before an event and they want an event of three hours or less, they can get a 50% discount on the six-hour rate. ■ Lost one kids party based on price. Commissioners discuss; is the issue the hourly rate or the 6-hour minimum? Commissioners decide one data point is not enough, but to monitor bookings and see if there's a real problem. o Discussion of raising price of beach sticker; L Girandola suggests raising; B Heins pushes back; topic to be discussed in future. • FACILITY MANAGER'S REPORT—B Heins Full report enclosed o Discussion of the ADA issues at Veterans and fixing them. Issues are blow dryer placement, mirrors, multiple other things. All work to be $1400 in materials o Discussion of the Lodge window leaks; windows don't have flashing. MPD has been re-silconing to seal over the years (windows installed in 80s. The two windows that are really leaking will get fixed with flashing, will help understand the cost of fixing the windows generally. o Bay Ave, waiting for bid on moving chips o Dog park, people love it, signs coming in, garbage cans to go in, Georgie is removing some tripping hazard roots. RFC can do fence work in January, need a decision. o The wolf pit boat tree has been very popular • DISCUSSION TOPICS None RESOLUTIONS Approval of 11/19/2024 Meeting Minutes and 10/03/2024 Special Meeting Minutes presented via email Moved by K Byrne, seconded by D Geis, unanimously approved RESOLUTION 2024-91 RESOLUTION APPROVING BILL REGISTERS AND AUTHORIZING PAYMENT OF CURRENT BILLS FOR DECEMBER 2024 2 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approves the Bill Registers submitted by the Treasurer at the December 5 and December 19, 2024, meetings and further authorizes payment of the current bills. RESULT: Motion by D Geis, K Byrne, unanimously approved RESOLUTION 2024-92 RESOLUTION AUTHORIZING SELLING TRUCK WHEREAS, the Mattituck Park District owns a truck that requires repairs to pass required NYS inspection and that these repairs are more costly than the truck is worth, but may have a use for other reasons to someone who sees value in purchasing it; BE IT RESOLVED, that the Commissioners of the Mattituck Park District determine it is in the best interest of the park district to sell the existing truck for fair market value. RESULT: Motion by A Getches, seconded by D Geis, unanimously approved. RESOLUTION 2024-93 RESOLUTION AUTHORIZING PURCHASING TRUCK WHEREAS, the truck the Commissioners authorized the purchase of with resolution 2024-90 cannot be purchased until the dealer completes a recall repair that cannot yet be scheduled, perpetuating the emergency created by the breaking of the District's existing truck, and WHEREAS, the District intended to purchase a second truck in 2025 with more substantial towing capacity than the truck to be purchased pursuant to Resolution 2024-90, and the delay the recall has imposed on the purchase authorized by Resolution 2024-90 requires purchasing that truck first, to solve the present emergency that is impairing ongoing operations, BE IT RESOLVED, that the Commissioners of the Mattituck Park District determine it is in the best interest of the park district to authorize the immediate purchase of a truck for a value to not exceed $40,000. RESULT: Motion by K Byrne, second by D Geis, unanimously approved. RESOLUTION 2024-94 RESOLUTION TO HIRE A PART-TIME CUSTODIAN 3 WHEREAS, the Mattituck Park District has need of a part-time Custodian WHEREAS, Kristin Curtin has agreed to be hired for such role for$20/hour for 15 hours per week, to be managed by Facilities Manager Ben Heins, RESOLVED,the Mattituck Park District hires Kristin Curtin as a part time custodian effective December 12, 2024. RESULT: Motion by D Geis, seconded by K Byrne, unanimously approved. RESOLUTION 2024-95 RESOLUTION CORRECTING RESOLUTION NUMBER WHEREAS, at the November regular meeting resolution numbers were continued as if none were adopted or considered at the October 23 special meeting, resulting in the duplication of one used resolution number, RESOLVED, the Board of Commissioners of the Mattituck Park District hereby renumbers Resolution 2024-85 adopted at the November 19 meeting to 2024-85a. RESULT:Motion by: A Getches, Seconded K Byrne, unanimously approved Motion to Adjourn by K Byrne seconded D Geis, Unanimous, adjourned at 7:17 pm. 4 Treasurer's Report, December 19, 2024 Meeting Attached are the financial results for the Mattituck Park District through November 2024. Revenue and expenses are in line with expectations. No new revenue was recognized in November, while expenses for the month were relatively high, totaling$61,000. Key expenditures in November included: • Professional fees for survey services: $3,800 • Camera installation at Vets: $3,895 • Final mowing contract payment to Georgie: $4,300 • Truck repair: $1,945 • Dog parkfence installation: $17,696 Year-to-date (through November), revenue stands steady at$732,900, with expenses rising to$696,000. This results in a net surplus of$36,800. As of the end of November, the Park District's cash accounts total$424,800,with recorded liabilities of$43,400, leaving an equity position of$381,400. maliftlich K��ffif Lr Park District /v/«x�u�U��m n ��/ m Park Disirld AKctU@lS VS. Budget January November, 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 5.142 5.000 '142 103.00% Total 1000 Revenue 732.855 710,800 -22,055 103.00% Total Revenue $782.855 $710.800 $-22.055 108.00% GROSS PROFIT $732.855 $710.800 $-22.055 103.00% Expenditures 2OOO Payroll Wages 2010A000untant/Tr*aour*r 38.195 15.000 '23.195 255.00% 2020Adminiotrativ* 42.138 97.400 55.262 43.00% 2O3O Beach Attendants 36.107 37.500 1.393 96.00% 2O4O Buildings&Grounds 46.514 54.200 7.686 86.00% 2042Cuotodiano 13.774 13.774 2045S*ourity 5.468 '5.468 2050Hoot*oo 2.025 3.700 1.675 55.00% 2060Lif*guardo 43.831 41.200 '2.631 106.00% 2O7O Lifeguard Manager 8.508 7.300 1.208 117.00% 2080S*or*tary 10.139 18.700 8.561 54.00% Total 20OO Payroll Wages 246,700 275,000 28,800 90.00% 3OOO Payroll Taxes and Benefits 3O1OF*d/Stat*/F|CATaxes 63.742 101.800 38.058 63.00% 3O3O Workers'compensation insurance '67 67 3040Dioabi|ity 876 2.100 1.224 42.00% 33OO4O1k Wages Earned 6.471 3.100 '3.371 209.00% Total 8OOO Payroll Taxes and 8eneffts 71.022 107,000 86,978 66.00% 4OOO Office Supplies& Fees 4O1O Office Supplies 7.655 7.500 155 102.00% 4020Printing 1.412 800 '612 176.00% �ccrum| BmSis y^ December 18^ 282487�19 ��G`,,0T-D5 88 1/@ alttrach Mattituck Park District Park Distrust Actuals vs. Budget January- November, 2024 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET 4030 Postage 691 600 -91 115.00% 4040 Computers&Software 1,967 1,400 -567 140.00% 4050 Internet&Cells 3,106 5,000 1,894 62.00% 4060 Permits, Memberships&Subscriptions 718 500 -218 144.00% 4070 Mileage Reimbursement 5,230 -5,230 Total 4000 Office Supplies&Fees 20,778 15,800 -4,978 132.00 5000 Professional Fees 5010 Accounting fees 10,000 10,500 500 95.00% 5020 Legal fees 16,248 17,500 1,252 93.00% 5025 Legal Outside Counsel 2,882 -2,882 Total 5020 Legal fees 19,130 17,500 -1,630 109.00% 5030 Bank fees&service charges 1,809 2,500 691 72.00% 5035 QuickBooks Payments Fees 65 -65 5037 Square Fees 1,884 -1,884 Total 5030 Bank fees&service charges 3,757 2,500 -1,257 150.00% 5040 Payroll service fees 16,500 18,400 1,900 90.00% 5060 Other professional fees 19,821 2,600 -17,221 762.00% 5070 Election Fees 200 200 5100 Property insurance 23,296 24,100 804 97.00% 5210 Advertizing fees 2,795 1,400 -1,395 200.00% 5220 Website/email 696 2,000 1,304 35.00% 5300 Special Events 17,044 15,200 -1,844 112.00% Total 5000 Professional Fees 113,040 94,400 18,640 120.00% 6000 Operational &Site Maintenance 6010 Natural Gas 10,268 1,600 -8,668 642.00% 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 21,714 26,900 5,186 81.00% 6100 Building Supplies 22,524 20,000 -2,524 113.00% 6110 Small tools&equipment 540 3,100 2,560 17.00% 6120 Equipment lease&maintenance 4,089 1,400 -2,689 292.00% 6130 Site Repairs& Maintenance 83,954 69,500 -14,454 121.00% 6140 Landscaping 48,757 71,100 22,343 69.00% 6210 Gas for Vehicles/Equipment 559 1,900 1,341 29.00% 6220 Vehicle repairs 2,472 800 -1,672 309.00% Total 6000 Operational&Site Maintenance 205,947 218,300 12,353 94.00% 7000 Capital Improvements& Purchases 7110 Capital Improvements 38,512 -38,512 Total 7000 Capital Improvements&Purchases 38,512 -38,512 � cclj"l, Vs y D,ci,.lfia,.l 1 2C),2/GC),-7:i" ' /fG /fI alifrach Mattituck Park District Park Disirld Actuals vs. Budget January- November, 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 $696,028 $710,800 $14,772 98.00% NET OPERATING REVENUE _ $36,827 $0 $-36,827 V/G NET REVENUE $36,827 $0 $-36,827 V/G Mattituck Park District Statement of Financial Position As of November 30, 2024 TOTAL ASSETS Current Assets Bank Accounts Money Market ("4827) 408,869.77 Operating Account ("9531) 11,351.36 Payroll ("9630) 483.44 QuickBooks Checking Account 189.95 Special Events ("2417) 3,624.06 Total Bank Accounts $424,518.58 Accounts Receivable $75.00 Other Current Assets $175.00 Total Current Assets $424,768.58 TOTAL ASSETS $424,768.58 LIABILITIES AND EQUITY Liabilities Current Liabilities Accounts Payable $35,497.63 Credit Cards $4,153.75 Other Current Liabilities $3,700.00 Total Current Liabilities $43,351.38 Total Liabilities $43,351.38 Equity $381,417.20 TOTAL LIABILITIES AND EQUITY $424,768.58 WtoJiretJ,,,�ay Dtct,i 20240 •'girl°I/� 0 00 f f Facility Managers Report 12/19/2024 Veterans: - The exterminator placed traps/bait boxes. Caught a few mice but there may be shrews as well. - The parts to repair the broken awning windows are at RBS, Those will be fixed next week - In preparation for bathroom repairs I noted several ADA violations. Before painting I would like to correct those. It requires about$1400 in parts, that includes replacing the broken urinal screen with a proper divider, repairing broken stall brackets, etc. - While looking into the ADA compliance I noted the Mayo Clinic finally declared hot air hand dryers inferior to paper towels (The Hygienic Efficacy of Different Hand Drying Techniques: A review of the Evidence, Aug. 2012)I would like to remove the ones here and at Love Lane. Lodge: - Basement heat has been repaired - Dumpster is in place so we will be removing damaged sheet rock, debris, etc - The part for the window in the Ladies room is on order - The window leaks were traced to the fact that rather than using Z flash over the windows, the builder just dumped caulk all over. In the past the district has just re- caulked every 5-10 years. Colin Ratsey will be fixing the 2 leaking windows properly around 01/07, we can then determine how/when to address the rest before they start leaking again. - Deep cleaning will be done over the winter break and paint can start in January Bay Ave: - Georgie is getting me a price to spread out the wood chips this week. He already got us a price to move and spread some topsoil from Aldrich to Bay. Love Ln: - Docks should be out by tomorrow Aldrich: - The dog park is already seeing decent use. The signs will be ready early next week, the cans are ready to go in, Georgie is getting me a price to clean up the former fence line a bit more to mitigate tripping hazards. - If we are going to go with all/some of the fence replacement RFC can have it done within a week or so of issuing a PO as this is their slow season Wolf Pit: - I have calls into the DEC regarding the wetlands boundary markings, still waiting on a reply. I will try again after the New Year. - The boat and tree went in last week and are a huge hit. The boat even did a festive submarine impression, but we have it all straightened out. N N N C C O O O O tlCC00 C C C C C C O O O C C O C C C p p p C C p p p cc�� w n n N O O O 1 u N N m EA EA in Ln O Ln O O L, M oc U'1 U'1 O y n n w Ln Ln Ln O N N NI N N Ln Ln M M L N O U1 U1 O O N N 10 n n N cu O 'w Ln Ln Ln Ln N � 7 61 O O p M V e» e» C Ln C n M n C 0 0 0 O O U O Ln Ln Ln Ln a a ea ea N 10 V V cu O N N J cu O O m N O U cu O d _ N N C O T > d C p d p O N CC > O cm cu T w Q Q o E E