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HomeMy WebLinkAbout01/23/2025 REGULAR MEETING MINUTES MATTITUCK PARK DISTRICT THURSDAY,January 23, 2025 - 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 Ben Heins, Facilities Manager Call to Order Pledge • COMMISSIONERS' REPORT—K Byrne, D Geis, A Getches o D Geis: working on the dog park opening o K Byrne: dates for concert series are set, showmobile confirmed, Eagles, Beatles, CSNY bands all confirmed • TREASURER'S REPORT— L Girandola o Operating loss of$30k because of new truck, down from estimate of$38k. Revenue exceeded budget because both permit sales and venue rentals (other than Bailie Beach Lodge) were significantly up. However expenses exceeded budget by$59k. o Cash at year end $329k, down about $40k versus last year. Outstanding bills around $10-11k, and credit card bills about $4k. Reserve is $315k. $250k is our minimum target reserve. o K Byrne points out how much investment MPD has been making to fix broken things across MPD properties, and investments we made to improve properties. Our fixed assets are now worth more. o Will be issuing 1099s, town reporting, budget, will be updating some policies and procedures. The Treasurer function has gotten more complex over time, and needs to document properly. • CLERK'S REPORT—C Shashkin o BBL down vs 2023 December, Community Room up, February receipts looking good. o Request from Jennifer Murray to hold camps, commissioners discuss, aok as long as she gets the COI. To be outdoors, similar to last year but more weeks. M-F camps, three weeks at Vets and three at Breakwater,the Fridays at Vets there are indoor events, she will go to Breakwater. She is paying the full event rate, and because this is all outdoors it's not the same as providing a venue for an indoor business. o Tim Murphy Sobel food truck interested in coming to Vets ■ Commissioners want to know if he needs power; require a COI; discuss location; need to make sure his truck is on site only during open hours; decide to invite guy to come to the meeting. ■ Permit approach may best, application, turn in COI, display permit. • FACILITY MANAGER'S REPORT—B Heins o See report. o Vets, redoing ladies' room, discovered lots of problems in the room. Men's room has been cleaned, fixes coming soon. o Discussion re parking lot lights at Vets, decide to do an RFP. RFP for solar and hardwire. o BBL 90% of mold removal done. Took out a ton of garbage. Cleaned tile throughout building. Will be doing that every six months so it won't be nearly so bad ever again. UST removal for$4010+oil. Going from 575 inground to a 275 above ground tank. Existing furnaces are running well, in good shape. Easily get 5+ more years out of those furnaces. Decision: go ahead and schedule. o Mens room has dangerous rot, needs to be repaired. Cracked tile in shower, rot under toilet very unsafe. B Heins getting quotes. Need a written RFP and three written quotes. o Aldrich bathrooms now ADA compliant, but the wiring was unsafe. Fixed the stuff around bathroom, more to be done for the lights, could be next winter. o Aldrich dog park getting increased use, getting quotes on filling parking lot holes. o Getting prices for Love Lane docks; have electrical quotes to replace the electrical box, moving it a little to make it safer. Currently to turn off the breaker need to straddle the well head. The lower price reflects aluminum wiring. Insurance company cares about electrical and fixed dock, not floating, but the floating docks are shot. B Heins will put a camera on the dock for the summer to both figure out usage, Heins says bathroom was broken into again, probably for someone sleeping. Electrical work is third round of bidding. Electrical is $7300 now. No decision yet. o Bay Ave chips starting to be spread. $2250 quote to run water to three spigots along property to be able to water stuff. o Meter/service at shed in process of removal, electrician getting permit. o After 3 hours on the phone with DEC, DEC got us on the schedule to come map the freshwater wetlands. o Interviewing custodian candidates. Made a deal with eastern paper, will be paying $38/case down from over$50. Originally $2000/year from hardware store, then $800 from WB Mason, now still less. • DISCUSSION TOPICS 2 o Mattituck Yacht Club, Mary Motto Kalich attended ■ 1950ish MPD sold MYC yacht club property for so long as it was a yacht club. The property is largely gone. Discussion of versions of the future park design and how it will be paid for. Issues include what the buried pipe allows, position of the building (does it move or is a new one built, what angle is the building), MPD would gain access to bathrooms which would enable a bathing beach. State legislature may need to act to authorize. Next step MYC will make decisions about their desired plans and their capacity to fundraise for the versus partnering with the MPD in bonding, and then return. o Decision on Aldrich fence replacement (one or both fences this year). Decision delayed until priorities are done. o Review of Project List—postponed to work session 0 2025 Priority Setting --postponed to work session. o Second Truck ■ After discussion, emergency still exists; we had access to two trucks, now only one. Emergency relates to ongoing distortion of work schedules and work flow due to limitation of one truck. ■ Will look into used trucks due to availability; price, crew cab, hybrid nice to have but not necessary. o Newsletter. Template discussed. Highlights of 2024 and January 2025 turned into Highlights of 2024, will be a special one-off page. Change color of blob; misc. other changes to the template. RESOLUTIONS Approval of 12/19/2024 Meeting Minutes and 1/09/2025 Organizational Meeting Minutes presented via email Moved by D. Geis, seconded by K Byrne, unanimously approved RESOLUTION 2025-18 RESOLUTION APPROVING BILL REGISTERS AND AUTHORIZING PAYMENT OF CURRENT BILLS FOR JANUARY 2025 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approves the Bill Registers submitted by the Treasurer at the January 9 and January 23, 2025, meetings and further authorizes payment of the current bills. RESULT: Motion by A Getches, seconded by D Geis, unanimously approved by K Byrne. RESOLUTION 2025-19 RESOLUTION AMENDING THE EVENT SECURITY POLICY 3 WHEREAS, the Mattituck Park District has a policy of requiring security for any event involving alcohol that extends past 6 pm, and retaining the security deposit if security is called to any other event, and WHEREAS,the Mattituck Park District may wish to require security for other events, based on the size of the event, the past history of similar events, or for any other objective reason that gives the Park District a good faith belief that additional security is needed, RESOLVED,the Mattituck Park District amends its security policy so it reads: Any party of 30 or more, with alcohol AND which ends after 6PM, will require security services for the whole event. The MPD may, in its discretion, require security for any other event when it reasonably believes such security is in the MPD's best interest. 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 K Byrne,seconded by D Geis, unanimously approved. K Byrne motions to go into executive session to discuss pending litigation, seconded by D Geis, unanimously approved. K Byrne moves to adjourn the meeting, seconded by D Geis, unanimously approved. Meeting adjourns 8:45 pm 4 Mattituck Park District Statement of Financial Position As of December 31, 2024 TOTAL AS OF DEC 31,2024 AS OF DEC 31,2023(PY) ASSETS Current Assets Bank Accounts Money Market(*4827) 294,401.61 317,660.26 Operating Account (*9531) 26,472.26 24,681.77 Payroll (*9630) 4,867.26 12,430.94 QuickBooks Checking Account 189.95 10,004.55 Special Events (*2417) 3,124.06 3,814.81 Total Bank Accounts $329,055.14 $368,592.33 Accounts Receivable $75.00 $2,860.00 Other Current Assets $175.00 $-50.00 Total Current Assets $329,305.14 $371,402.33 TOTAL ASSETS $329,305.14 $371,402.33 LIABILITIES AND EQUITY Liabilities Current Liabilities Accounts Payable $10,594.68 $22,826.70 Credit Cards $4,113.47 $3,465.86 Other Current Liabilities $0.00 $550.00 Total Current Liabilities $14,708.15 $26,842.56 Total Liabilities $14,708.15 $26,842.56 Eq u ity $314,596.99 $344,559.77 TOTAL LIABILITIES AND EQUITY $329,305.14 $371,402.33 Accn,).o I I do.sl , (` j,),,i� t:o a, 1 23, 2025 06k38 I',lf Gm r os oo s/s Mallhuch Mattituck Park District Park Bwistrid t4 0 Actuals vs. Budget January- December 2024 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET Revenue 1000 Revenue 1010 Tax Receipt Revenue 580,400 580,400 0 100.00% 1110 Room rentals 37,990 27,000 -10,990 141.00% 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 17,055 25,000 7,945 68.00% 1150 Permit fees, Resident 48,617 45,000 -3,617 108.00% 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 500 100 -400 500.00% 1250 Other Revenues 5,367 1,000 -4,367 537.00% 1500 Bank Interest Earned 5,342 5,000 -342 107.00% Total 1000 Revenue 740,034 710,800 -29,234 104.00% Total Revenue $740,034 $710,800 $-29,234 104.00% GROSS PROFIT $740,034 $710,800 $-29,234 104.00% Expenditures 2000 Payroll Wages 2010 Accountant/Treasurer 41,422 15,000 -26,422 276.00% 2020 Administrative 45,583 97,400 51,817 47.00% 2030 Beach Attendants 36,107 37,500 1,393 96.00% 2040 Buildings&Grounds 50,456 54,200 3,744 93.00% 2042 Custodians 15,764 -15,764 2045 Security 5,468 -5,468 2050 Hostess 2,025 3,700 1,675 55.00% 2060 Lifeguards 43,831 41,200 -2,631 106.00% 2070 Lifeguard Manager 8,508 7,300 -1,208 117.00% 2080 Secretary 11,305 18,700 7,395 60.00% Total 2000 Payroll Wages 260,469 275,000 14,531 95.00% 3000 Payroll Taxes and Benefits 3010 Fed/State/FICA Taxes 67,938 101,800 33,862 67.00% 3030 Workers'compensation insurance 227 -227 3040 Disability 1,360 2,100 740 65.00% 3300 401 k Wages Earned 6,999 3,100 -3,899 226.00% Total 3000 Payroll Taxes and Benefits 76,523 107,000 30,477 72.00% 4000 Office Supplies& Fees 4010 Office Supplies 7,971 7,500 -471 106.00% 4020 Printing 1,412 800 -612 176.00% A c c r1,1l;,; s s W et rin e st r,.,I; I„I ild„4`:" 2 2 2025 02 2 1 ,,4 G„4, 05 00 1/° Mattitlus,h Mattituck Park District Park tttstrid t4 0 Actuals vs. Budget January- December 2024 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET 4030 Postage 691 600 -91 115.00% 4040 Computers&Software 3,137 1,400 -1,737 224.00% 4050 Internet&Cells 3,286 5,000 1,714 66.00% 4060 Permits, Memberships&Subscriptions 718 500 -218 144.00% 4070 Mileage Reimbursement 5,944 -5,944 Total 4000 Office Supplies&Fees 23,158 15,800 -7,358 147.00% 5000 Professional Fees 5010 Accounting fees 10,000 10,500 500 95.00% 5020 Legal fees 17,602 17,500 -102 101.00% 5025 Legal Outside Counsel 2,748 -2,748 Total 5020 Legal fees 20,349 17,500 -2,849 116.00% 5030 Bank fees&service charges 1,703 2,500 797 68.00% 5035 QuickBooks Payments Fees 65 -65 5037 Square Fees 1,885 -1,885 Total 5030 Bank fees&service charges 3,652 2,500 -1,152 146.00% 5040 Payroll service fees 17,270 18,400 1,130 94.00% 5060 Other professional fees 21,921 2,600 -19,321 843.00% 5070 Election Fees 88 200 112 44.00% 5100 Property insurance 24,320 24,100 -220 101.00% 5210 Advertizing fees 3,932 1,400 -2,532 281.00% 5220 Website/email 973 2,000 1,027 49.00% 5300 Special Events 17,294 15,200 -2,094 114.00% Total 5000 Professional Fees 119,799 94,400 -25,399 127.00% 6000 Operational &Site Maintenance 6010 Natural Gas 12,040 1,600 -10,440 752.00% 6015 Oil 1,794 1,700 -94 106.00% 6020 Electricity 8,062 18,300 10,238 44.00% 6030 Water 2,061 2,000 -61 103.00% 6040 Sanitation 22,071 26,900 4,829 82.00% 6100 Building Supplies 22,637 20,000 -2,637 113.00% 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 84,450 69,500 -14,950 122.00% 6140 Landscaping 50,896 71,100 20,204 72.00% 6210 Gas for Vehicles/Equipment 590 1,900 1,310 31.00% 6220 Vehicle repairs 2,472 800 -1,672 309.00% Total 6000 Operational&Site Maintenance 211,701 218,300 6,599 97.00% 7000 Capital Improvements& Purchases 7010 Major Purchase 39,771 -39,771 7110 Capital Improvements 38,512 -38,512 ,r si s ll e dn e s ch,,'a . 1,,n k. 2 2, 2 02 5 0 2 2 1 G 0ei 0 0 2 3 mallhuch Mattituck Park District Park Ifistrid 0 t4 0 Actuals vs. Budget January- December 2024 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET Total 7000 Capital Improvements&Purchases 78,283 -78,283 8000 Other Expenses 8040 Other Miscellaneous Expenditure 95 300 205 32.00% Total 8000 Other Expenses 95 300 205 32.00% Total Expenditures $770,028 $710,800 $-59,228 108.00% NET OPERATING REVENUE $-29,993 $0 $29,993 0% NET REVENUE $-29,993 $0 $29,993 0% r s I s W e d n e s ch,,,a y, h,'a n r y 22 2 02502 1 G ', 0 5,�00 3/3 In O O 0 C) 0 C) C) O O O O O C, Ir1 C, a. C) 0 o C) 0 C) o C) O O O O O O O O c C) 0 0 C) 0 C) 0 C) 0 CD 0 0 �D 0 CD IIIIIIIIIIIIIIIIIIIIIIIIIIIII C) 0 C) 0 C) 0 0 C) CD C� 0 C� C� C� C� C� C� C� Cl� ON 0 CD 0 'o 0 0 CD N t 0 0 10, VI O O O O O N O O O O I 0 0 0 0 rl O 0 I � .... ......IIIIIIIIIIIIIIIIIIIIIIIIIIIIII Iz ,n C) 0 0 C) 0 C) 0 0 C) 0 CO d cr, 0l m — N N ol a) O ,It LZ Qj C = Ln 0 u) o i- M E E N> Qj CD 0 Cd w N N N lo Cd E E O. lo a) ol O O O O O O O O CD Ili CO o� I-ri lc 1-1� C) d C) oll ro 0 0 '8- C) ce cae, ro _ ce' E u O cN u 14 11 E M u a) < u Facilities Manager Report 01/23/2024 Veterans: - Floors are steam cleaned everywhere but the hallway, that is going to be Friday/Saturdays project. To see the difference open the mens room door and compare. - The ladies room will be wrapped up Saturday. Walls were repaired and electrical violations mitigated. The ceiling was painted and the walls were primed with mildew resistant primer. Topcoat is going on tomorrow. All the new fixtures are ready to go in. - The mens room parts arrive on Tuesday and we will start that when there is enough time between bookings - I have not been able to find solar parking lot lights suitable for our environment. Even the higher priced ones are not warrantied in coastal applications. Lodge: - 90% of the mold mitigation is complete. There are a couple spots that need some attention - Between the kitchen and the basement we filled(2) 10 yard dumpsters and a load of metal in the truck - The tile has been steam cleaned throughout the building - Windmill has submitted a revised quote to install a new oil tank, transfer any oil and remediate the old tank. At$4,010.00 it is the lowest price and I recommend we do this ASAP - The floor in the mens room has become a danger, the rot has spread across over 40%. The risk is that the toilet could fall over and there is also sharp broken tile in front of the shower. While we had hoped to push a bathroom renovation out another year, we are kind of stuck doing it now. I have reached out to several local contractors and should have prices soon. This would be for a full renovation as the price of a temporary repair wouldn't save much over making the room compliant. Aldrich - The bathroom is now fully ADA compliant. Next time there is a slow day I will have the crew give it a fresh coat of paint. - Removing the hand dryer uncovered a fairly serious electrical violation. There was 6' of tightly balled up 12/2 NM cable in the wall, had this fed anything other than a hand dryer that only runs intermittently, it could easily have burned the place down. - Dog park use is increasing despite the weather. So far everyone has been very good about cleaning up after their dogs. - I have some estimates coming for basic parking lot repairs to fill the major holes and a rough estimate for a full repair Love Lane - I have 2 quotes for electrical. Both call for an exterior mounted panel so electrical wont be in the way during future renovations. - I called several dock companies for prices to replace floating docks and replace the 1 st 1/3rd of the fixed dock. We should have some prices soon - I'm waiting on some prices for parking lot repair(filling the big holes) and a rough price doing the whole thing down the road Bay Ave: - Georgie started spreading chips and will finish up when things defrost - Signature gave us a price of$2,250.00 to run(3)hose spigots from the well to the south side of the rain garden. This can run off the existing well without getting into a new pressure tank/well house Peconic Bay: - CLOS is getting us the administrative permit so we can disconnect the meter adjacent to the shed Wolf Pit: - I spent about 3 hours calling various DEC divisions, the permit is now in the review process and they say we should have a mark out team for the wetlands boundary within a month. - Once we have the boundaries marked Alex and I need to submit a planting plan. Hopefully it can all be sorted by April General: - I have the crew sprucing up outside tomorrow ahead of the Polar Bear event. - Myself, Kristin and Jen are scheduled for Sunday to help with garbage,parking, etc. - The custodian hiring is ongoing. I've interviewed 3 people so far, there are 2 more people who have expressed interest. Hopefully I have a solid candidate by Monday or Tuesday. Forth efu Ryear 2024 results of the Mattituck Park District, revenue of$740.Ok exceeded budget bv$2S.2h, but expenses were in excess Of revenue bv$30.0h, producing 8 net loss - - and variance iO budget — Of$30.0h. Revenue exceeded budget in beach permit sales and all venue rentals, except for the Bailie Beach lodge which fell short Of the target bv$7.Sh. Expenses of$770.Ok were$59.2k over the f ull year budget driven mostly by spending on the Bay Avenue landscaping project 8Dd8D8Dl8rg8DCypU[Ch8G8Of8D8VVpiChUpi[UCh which was not budgeted for. Professional fees were also above plan due to consulting f ees for researching MPC)'G beach erosion challenge, and survey expenses On Wolf Pit. Cash 8i year-end amounts iO $32S.1h, which compares iO$3GM.Ghin December Of2023. Liabilities amount iO $14.7h, which iG comprised Of credit card debt Of$4.1hand outstanding p8y8bi8GOf$10.Gh. This yields 8 net equity balance Of$314.Gh going into the new year.