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HomeMy WebLinkAbout02/27/2025 REGULAR MEETING MINUTES MATTITUCK PARK DISTRICT THURSDAY, FEBRUARY 27, 2025- 6:00 PM Presiding Commissioners Kevin Byrne, Chairman Denise Geis, Deputy Chairman Alexandra Getches, Commissioner Absent--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: Reported on her conversations with the animal shelter, Dog park opening will be 12:30-2:30. o D. Geis: Easter egg banner ordered o K. Byrne: Spoke with Sprocket, Maria Fields about a potential charging station at Aldrich use of solar panels on an array; on the main building at Vets for heating and cooling, lights, and hot water. Existing natural gas system would be a backup system. Same idea for the Lodge. Would likely be a lease approach, because most of the subsidy is in the form of tax credits, and the District doesn't pay tax.The lease arrangement would allow the District to transfer the tax benefit and get lower cost as a result. K Byrne is still gathering info, will pitch Commissioners when he has it all. • TREASURER'S REPORT— L Girandola o Not a lot going on because January, except tax receipts. Income was high because taxes came in, venue rentals were up, and so were beach permits. Beach permits benefited from the button on the newsletter. Notable expenses included the showmobile. Net revenue was $299,000 cash has 622000 due to the tax receipts, have about $11,000 in liabilities in credit card and accounts payable. Also the truck was delivered. • CLERK'S REPORT— o C Shaskin was absent, but the income report he prepared was distributed, and A Field read this text from an email from C Shaahkin "As a comparison, please note the venue rental is up from Jan 2024's income of$7.4K. Likewise up significantly from $425 in 1/2024 are beach permits. Sneak peak for February: venue rentals and permits sales are once again up compared to last year." • FACILITY MANAGER'S REPORT—B Heins o Vets Because of nice weather had a cleaning crew do playground and other cleanup o Breakwater ■ Fence posts broke or were knocked over by wind; will repair in house ■ Some potholes to be fixed near entrance; outside contractor; K Byrne asks if same can be done at Yacht Club ■ Pile of asphalt debris from ploughing to be dealt with ■ Ready to do the Return of the Osprey at Breakwater on March 16. Next year could be Bailie's. Maybe after that at Vets instead of a tree that's going to fall. o Lodge ■ Oil tank removed, was close to failure but not done ■ Painting is finally finished but the job was really intense and hard. Everything was deeply covered by grease. ■ Circuit breakers needed big label job, added a day to the job. ■ Replace electrical receptacles and switches ■ Should be all wrapped up by the end of the upcoming week. ■ Girl Scouts who had sworn off the lodge because it was so filthy. They came because their other option was already booked. She found it so clean, she's booking another trip. o Aldrich ■ Records room almost done; floor framing and insulation done. The plumbing behind the slop sink let go, was a whole mess, cleaned up now. ■ Doing exterior clean up prelude to Dog Park Opening, will have a picnic area. ■ New fence should be done within the next couple weeks. ■ Instead of the spending $8-$20,000 on water for a hydrant near the dog park, for under$1200, they will put in a new propane tank in the new location and re-route piping to expose the existing hose bib. K Byrne expressed disappointment in having to invest in fossil fuel infrastructure but agreed the cost of the solution made a lot of sense. o Love Lane ■ After speaking to dock people, the fixed dock can last another year ■ Right now we have 12' of floating dock ■ Recommend doing one 8'x 24' ■ Work on the electrical panel that insurance company wanted is done o Bay Ave ■ Chips will be done by March 14 o Yacht Club waiting on electrical permit o Wolf Pit ■ DEC sent letter detailing the wetlands boundary, so it can get added to the survey and our projects can move forward. 2 ■ Drainage issue discussion; not coming from Sidor property, coming from a tree farm/the Rice farm ■ Storm drainage system not being maintained ■ Part of the issue is higher rainfall per storm because climate change o Shared services with East Marion discussed. MPD does not want to store extra stuff, but Commissioners support the idea overall. There needs to be an agreement and things spent need to be tracked. But Commissioners agreed it was a good idea. o Bailie Beach we will clean up the wooded area and meet with the person who complained. B Heins and K Byrne spoke with the homeowner. They will meet with her to hear her out, and then the next day have it cleaned up. o Yacht club person complained, situation being addressed. • DISCUSSION TOPICS o SOBOL food truck came to discuss setting up on MPD properties during the summer. They sell Acai &Granola, bowls&smoothies, waffles. Has a generator, whole thing is self-sufficient. Commissioners listened to the generator; while quiet for its size, it's loud. Would be better if they plugged in, we'd charge for the electric. Nonetheless the beach drops a lot; should listen from the beach before deciding. Discussion of when; what makes sense. Not enough beach use during the week; weekends might work. Maybe concerts, maybe soccer. MPD needs a policy. Maybe an idea of a test run?To be discussed at a future work session. o Love Lane docks—Commissioners decide to purchase the one floating dock; counsel drafts resolution o Amending dog policy to reflect shorebirds (See handout of current policy and Southold Town policy) Discussion. Commissioners not sure what they want the policy to be;to be put on for the next work session. o Discussion of beach attendants 9-3, and 11-5. Email to Kathy o Fees to dock at Love Lane, Dinghies v Larger Boats ■ $15 v$25 as something to start RESOLUTIONS Approval of 1/23/2025 Meeting Minutes and 2/6/25 Special Meeting Minutes presented via email Moved by D Geis, K Byrne seconded, unanimously adopted. RESOLUTION 2025-22 RESOLUTION APPROVING BILL REGISTERS AND AUTHORIZING PAYMENT OF CURRENT BILLS FOR FEBRUARY 2025 3 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approves the Bill Registers submitted by the Treasurer at the February 6 and February 27, 2025, meetings and further authorizes payment of the current bills. RESULT: Motion by A Getches, second by K Byrne, Unanimous RESOLUTION 2025-23 RESOLUTION APPROVING REPLACEMENT OF UNDERGROUND STORAGE TANK AT BAILIE BEACH LODGE WHEREAS, at the February Work Session the Commissioners discussed their priorities for 2025, and determined that the old underground storage tank posed a real risk of a leak and thus replacing it was a high priority; WHEREAS, the Commissioners had previously received written quotes for the work and determined that the quote from Windmill Oil Tank Service was the lowest quote from a responsible company; RESOLVED, the Board of Commissioners of the Mattituck Park District hereby records their decision to hire Windmill Oil Tank Service for$4,010.00 to clean and abandon the 550-gallon underground storage tank at Bailie Beach Lodge in accordance with applicable laws and install an aboveground 275-gallon tank as a replacement. Motion by K Byrne, seconded by D Geis, unanimously approved RESOLUTION 2025-24 RESOLUTION APPROVING REPLACEMENT OF 4-FOOT-HIGH FENCE AT ALDRICH FIELDS WHEREAS, at the February Work Session the Commissioners discussed their priorities for 2025, and determined that replacing the old, dilapidated 4-foot-high fence at Aldrich Fields was a top priority, and WHEREAS, the Commissioners reviewed the proposal from Residential Fences Corp, the Suffolk County bid company and found it appropriate, RESOLVED, the Board of Commissioners of the Mattituck Park District hereby decides to replace the fence for$11,380.00 Motion by D Geis, seconded by K Byrne 4 RESOLUTION 2025-25 RESOLUTION AMENDING MPD'S POLICY RELATING TO DOGS ON OUR BEACHES WHEREAS, Resolution 2023-46 establishing policies for dogs on our beaches did not take into account the need to protect shorebirds on select beaches during select times of the year, RESOLVED that the Board of Commissioners of the Mattituck Park District hereby amends the policy so it reads as follows: o No dogs are allowed on public bathing beaches from Memorial Day weekend through Labor Day weekend. o No dogs are allowed on land that is within 50 feet of any recreation area that is marked off and posted for protection of piping plovers and other endangered species. Both Bailie Beach and Breakwater Beach have such posted areas for several months each year. o Leashed dogs shall otherwise be allowed on park properties. RESULT: Motion by K Byrne to table, D Geis second, unanimous. RESOLUTION 2025-26 RESOLUTION TO AUTHORIZE THE PURCHASE OF A FLOATING DOCK FOR LOVE LANE WHEREAS, it is necessary to replace certain floating docks that heretofore were located at the Love Lane property that fell into disrepair; and now therefore be it RESOLVED, that the Commissioners hereby authorize an expenditure of an amount not to exceed $8,500.00 to purchase and install one 24'x5' floating dock. Motion to approve as amended, K Byrne, seconded by D Geis, unanimous. Motion to adjourn at 8:06, K Byrne, D Geis, unanimous 5 Facilities Managers Report 02/27/2025 Veterans: - General spring cleanup is underway, and Signature is going to do a full cleanup in April - The playground is being raked out and cleaned - The ramp to the beach is scheduled to be cleaned off Sunday, weather permitting - The irrigation and CXT are scheduled to be turned on the first week in April - Floats are in for the swimming area, I just need the dimensions to see if we need to order more rope Breakwater: - The volleyball tall fencing fell over in the wind last week. I need to replace about(6) 4x4s but 90% of it should be salvageable - There are a few potholes that need to be filled in the lot, I'll get in touch with Grattan to schedule that when the weather is consistently warm - The town left piles of torn up asphalt from plowing just outside our property, if they aren't cleaned up this week, I'll try calling them - Return of the Ospreys nest raising/cleanup/bird fence will be on March l6th Lodge: - The in-ground 550 gallon oil tank has been remediated and the new 275 gallon is installed in the basement. I put us back on automatic delivery and informed them of the change in tank size - The kitchen painting will be wrapped up early next week. The prep took several days to get the walls clean enough for paint to stick. - After the paint I'm replacing all the switches and receptacles in the kitchen. About 50% of the receptacles were cracked or not holding plugs well, and 4 were wired incorrectly. I have a new emergency light for the kitchen and a new exit light for the basement Aldrich: - Records room is progressing, floor framing is down and insulated. Should be ready to transfer everything in by mid-March - Exterior cleanup is underway, most of the metal junk was hauled off yesterday. Any other debris will be gone in the next 2 weeks - The new fence should be installed in the next 2 weeks - Water line solution. The buried water line was going to be over $8K and there was no other space on the east wall to mount a frost proof spigot. There is a spigot there, but it is blocked by a propane tank. For under $1,200.00 VanDuzer will give us a new tank behind the building on the North wall and haul away the old tank giving us proper access to the existing spigot Love Lane: - Checked with a couple of dock builders and they believe that while the fixed dock pilings need to be replaced, they don't present any immediate danger. The only concern would be a direct hit from a severe storm. - Adding one 24' floater this year would greatly increase capacity, that would be around $8,000.00 - The gaps in the breaker panel are properly sealed, I'll give Chis a picture for the insurance company Bay Ave: - Georgie is ready to finish the dirt/wood chip moving next week. I said we needed it done by March 141 - Signature will get the water line and spigots in by mid-March Yacht Club: - Waiting for permits to disconnect the meter on the small building Wolf Pit: - The DEC did the wetlands boundary survey in December and sent us what we need to do next for a permit. Chris is getting the survey sorted out. - The last major storm on 02/16 dumped large amounts of silt/topsoil in the lake and it has yet to settle. Interestingly the bulk of the runoff was NOT from Sidors property south- east of us, but rather from a property at 4390 Mill In and additional runoff from further east on Wickam General: - The new truck is here and set up, I'll get it lettered next week - Chris is waiting on the soccer club to send over a full schedule, once we have it posted at Aldrich we can track field usage better. - Orient-East Marion Park District is still interested in a"shared Services agreement". Basically, they buy stuff off of us for 10% over our cost and we could do the same with them. We have access to vendors and volume they never will have/need. OEMPD buys things we could use. There is no good reason for both districts to get Costco or Webstaurant store memberships when we can share. It also is great PR. � � � rlV CN ry f! 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Uncategorized *953 1 Vcga3 Counsel ()bstlx,<,N41'e,'Istai-ei-xxxx27944 (.-Iumu Friel Orlowski I hu-cl mu-c Operating Accoum $516.45 02/13/2025 Pcncting VfeNN, L 1,01 Company *9531 r)b,taxxxtreastii-erxxxx27944 Chi gt i.Jncategon/vd ,16841 S u IT6 I lkCountv Board of' Operating Account $11 10 02/13/2025 Pending Vic I elafl Flecoons *953 l Uncategorized bs(I xxxtreasu re rxxxx2 7 944 *FicI payments I -3 of'3 <<First <Prev I Next> J,asj>> MIMI; PARK DMTFUCT https://(,,wsb40,checkfreeweb.com/cwsb/wps 2/27/25,2:50 PM Dime Bill Pay I Bill History Bill History All Payments Unapproved_payments To view payments and bills for a different date range,select an option in Current View. Use Additional Options to search for specific payments. Current Past 30 days and future IV Additional Options View Additional Option Show Status S/ For Pending 1.10 Go There are j2 unapproved payLijents. How do I sort,_search,gr categQrlze?OpLns a new window Payments I -5 of 5 <<First <Prev I Next> Last Biller Name Category Account Amount Pay BateStatus lni-tiated By Action Competition Operating *j $299.99 03/06/2025 Pending View Detail Locksmith Account*9531 obsuxxxtreasurerxxxx27944 Change Cancel Uncategorized *rict Eckert Oil Service, Operating sy $485.88 03/06/2025 Pending View Detail Inc Account*9531 obsuxxxtreasurerxxxx27944 Change Cancel Uncategorized *2810 Island Portables Operating �j/� $238.00 03/06/2025 Pending View Detail Uncategorized Account*9531 obsuxxxtreasurerxxxx27944 Change Cancel. *rict Nawrocki Smith LLP Operating 1j, $2500.00 03/06/2025 Pending View Detail Uncategorized Account*9531 obsuxxxtreasurerxxxx27944 Change Cancel *rict Ratsey Operating $300.00 03/06/2025 Pending View Detail Construction Account*9531 obsuxxxtreasurerxxxx27944 jChange �Cancel Uncategorized *rict Payments I -5 of 5 First <Prev 1 Next> Last>> 21 https://cwsb40.checkfreeweb.com/cwsb/wps Mallhuch Mattituck Park District Park Bwistrid t4 0 Actuals vs. Budget January 2025 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET Revenue 1000 Revenue 1010 Tax Receipt Revenue 322,190 592,000 269,810 54.00% 1110 Room rentals 7,237 35,000 27,763 21.00% 1120 Picnic rental 540 5,000 4,460 11.00% 1130 Field use 9,000 9,000 1140 Lodge rental 2,680 20,000 17,320 13.00% 1150 Permit fees, Resident 1,400 48,000 46,600 3.00% 1152 Daily Beach Pass 6,600 6,600 1155 Permits, Non-Residents 5,900 5,900 1215 Service/Fee Revenue 500 2,800 2,300 18.00% 1230 Special Events 15,000 15,000 1250 Other Revenues 5,000 5,000 1500 Bank Interest Earned 202 4,900 4,698 4.00% Total 1000 Revenue 334,750 749,200 414,450 45.00% Total Revenue $334,750 $749,200 $414,450 45.00% GROSS PROFIT $334,750 $749,200 $414,450 45.00% Expenditures 2000 Payroll Wages 2010 Accountant/Treasurer 3,292 42,600 39,308 8.00% 2020 Administrative 3,514 44,900 41,386 8.00% 2030 Beach Attendants 42,000 42,000 2040 Buildings&Grounds 3,948 72,000 68,052 5.00% 2042 Custodians 2,662 31,000 28,338 9.00% 2045 Security 150 5,700 5,550 3.00% 2050 Hostess 134 2,400 2,266 6.00% 2060 Lifeguards 44,500 44,500 2070 Lifeguard Manager 9,000 9,000 2080 Secretary 1,074 4,000 2,926 27.00% Total 2000 Payroll Wages 14,774 298,100 283,326 5.00% 3000 Payroll Taxes and Benefits 3010 Fed/State/FICA Taxes 4,676 80,000 75,324 6.00% 3030 Workers'compensation insurance 294 600 306 49.00% 3040 Disability 1,400 1,400 3300 401 k Wages Earned 674 8,400 7,726 8.00% Total 3000 Payroll Taxes and Benefits 5,644 90,400 84,756 6.00% 4000 Office Supplies& Fees 4010 Office Supplies 38 7,400 7,362 1.00% 4020 Printing 1,600 1,600 4030 Postage 600 600 A c c s s 1,br`se ,,, , ' I,11,b,,r`,,1 27, 2025 02 16 ,,,4 Gs3,,4, 05 0 1/3 Mattitluch Mattituck Park District Park tttstrid t4 0 Actuals vs. Budget January 2025 TOTAL ACTUAL BUDGET REMAINING %OF BUDGET 4040 Computers&Software 86 1,600 1,514 5.00% 4050 Internet&Cells 240 3,300 3,060 7.00% 4060 Permits, Memberships&Subscriptions 600 600 4070 Mileage Reimbursement 1,000 1,000 Total 4000 Office Supplies&Fees 364 16,100 15,736 2.00% 5000 Professional Fees 5010 Accounting fees 10,500 10,500 5020 Legal fees 1,587 17,300 15,713 9.00% 5025 Legal Outside Counsel 34 1,000 967 3.00% Total 5020 Legal fees 1,621 18,300 16,680 9.00% 5030 Bank fees&service charges 181 1,800 1,619 10.00% 5035 QuickBooks Payments Fees 272 -272 5037 Square Fees 66 -66 Total 5030 Bank fees&service charges 519 1,800 1,281 29.00% 5040 Payroll service fees 1,338 21,500 20,162 6.00% 5060 Other professional fees 1,013 26,300 25,288 4.00% 5070 Election Fees 11 200 189 6.00% 5100 Property insurance 26 26,000 25,974 0.00% 5210 Advertizing fees 184 4,000 3,816 5.00% 5220 Website/email 196 1,000 804 20.00% 5300 Special Events 2,700 15,000 12,300 18.00% Total 5000 Professional Fees 7,607 124,600 116,993 6.00% 6000 Operational &Site Maintenance 6010 Natural Gas 1,792 12,000 10,208 15.00% 6015 Oil 1,800 1,800 6020 Electricity 9,000 9,000 6030 Water 2,100 2,100 6040 Sanitation 1,083 22,300 21,217 5.00% 6100 Building Supplies 1,937 24,400 22,463 8.00% 6110 Small tools&equipment 1,000 1,000 6120 Equipment lease& maintenance 5,000 5,000 6130 Site Repairs&Maintenance 2,755 61,000 58,245 5.00% 6140 Landscaping 47,400 47,400 6210 Gas for Vehicles/Equipment 188 3,000 2,812 6.00% 6220 Vehicle repairs 1,000 1,000 Total 6000 Operational&Site Maintenance 7,755 190,000 182,245 4.00% 7000 Capital Improvements& Purchases 7110 Capital Improvements 30,000 30,000 Total 7000 Capital Improvements&Purchases 30,000 30,000 Total Expenditures $36,144 $749,200 $713,056 5.00% A c c s s r`s ,,, , ' I,11,b,,r`,,1 27, 2025 02 16 G 05 0 2/3 mallhuch ��sff'fn Lr �� �^ District /v/x���|�w��m Park m Park Ifistrid AKctU8lSVS. Budget Jonuory2025 TOTAL ACTUAL BUDGET REMAINING Y60F BUDGET NET OPERATING REVENUE $208.606 $O $'208.606 O% NET REVENUE $208.606 $O $'208.606 O% Mattituck Park District Statement of Financial Position As of January 31, 2025 TOTAL ASSETS Current Assets Bank Accounts Money Market(*4827) 585,494 Operating Account (*9531) 21,679 Payroll (*9630) 12,106 QuickBooks Checking Account 1,045 Special Events (*2417) 1,549 Total Bank Accounts $621,874 Accounts Receivable $411 Other Current Assets $175 Total Current Assets $622,460 TOTAL ASSETS $622,460 LIABILITIES AND EQUITY Liabilities Current Liabilities Accounts Payable $4,891 Credit Cards $6,482 Other Current Liabilities $-1,600 Total Current Liabilities $9,773 Total Liabilities $9,773 Equity $612,687 TOTAL LIABILITIES AND EQUITY $622,460 „a, 4/a /�t�YtJo � do,.�V � '1111"e t;o / I 110 I / ,ri 2025021,9 '„f ,�:a-,f 'l�„ ��S�tiE Revenue of$334.8kwas recorded in January, mostly due to tax receipts forth e new budget year. Room rental, lodge rental, and early beach permit purchases have been active in the last few weeks. Expenses were$36.1 k driven from wages, professional fees, and facilities costs. Net revenue amounts iO $2SM.G. Cash in January has grown to $622k due to several tax revenue receipts processed in the DlODih. {]UiGi8DdiDg bills and C[8dii C8[d charges amount to ~$1 1 h.