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HomeMy WebLinkAbout11/20/2025 REGULAR MEETING MINUTES MATTITUCK PARK DISTRICT THURSDAY, NOVEMBER 20, 2025 - 6:00 PM Presiding Commissioners Kevin Byrne, Chairman Denise Geis, Deputy Chair Alexandra Getches, Commissioner Chris Shashkin, District Clerk Lyle Girandola,Treasurer Abigail Field, Recording Secretary Ben Heins, Facilities Manager Ben Johnson, District Counsel Call to Order Pledge • EXECUTIVE SESSION WITH REGARD TO THE EMPLOYMENT OF PARTICULAR PEOPLE 6:30 pm: Public Portion Begins • COMMISSIONERS' REPORTS o D Geis: We had an awesome movie, about 50 people, everyone had a good time. promoted the Santa event, the Santa event is all ready to go. o A Getches—Kristin & Ben got the pollinator pathway and Xerces Society signs up, look great, got bulbs in, will find time to plant, I think this weekend. o K Byrne—We should move something forward for Bay. Commissioners discussed of removing phragmities and a kayak launch, will have bulbs growing in the berms. Goal is to do the kayak launch and phagmities removal in the spring would be great. Perhaps a bit more planting too. Update re solar, was talking with counsel about how to fund the project, leasing v bonding. It's still a priority. We need to do the bathrooms. • TREASURER'S REPORT— L Girandola o As of October YTD, revenue has reached 102% of budget, reflective of collections from lodge and community room rentals in the month. o Expenditures in the month were $60k, bringing overall expenditures to 90% of the annual budget. Notable expenses in the month were for signage and various repairs. o Total cash is healthy, for the period was $411.1k, and outstanding liabilities amounted to $13.7k. This yields a net cash balance of$398k. o We're on track with our budget unless there's expenditures I don't know about. I did a line-by-line forecast and we're looking good. I don't expect any surge of new revenue. o Excess revenue is being spent, we are going over our expense budget, because we are going over our revenue budget. As a result we are on track for the budget. o Lodge bathroom might be a thing • CLERK'S REPORT—C Shashkin o No permit sales to report; all kayaks removed but one, chasing the owner still. Took in almost $5500 this past month, we're up across the board, esp the community room and picnic area vs last year. Filling up with reservations for next year, blocking off the July 4t" weekend. K Byrne: at my request, I think maybe we do a celebratory thing, it's the 250-year anniversary of America. I reached out to fire department, they were positive. Thinking about maybe fireworks. We should think about what could we do/would like to do? o Our insurance agents has been in touch a lot. If we want to do fireworks need a certain certificate. They also gave us a polar plunge checklist from insurance company. One of the things is re-warming after the plunge; commissioners discussed allow them into the building, making CAST get tents. Chris to ask CAST & Polar Plunge to come to next work session to finalize details. o Other things about COls: Transfer liability like a hot potato. Have a simple contract with vendors who come on the property. Counsel to review our contracts generally, and we can try to use their vendor contracts. Also, we should look for a RFP for an electrician. Insurance company has form contracts we should use with our various vendors we don't normally have contacts with. o On the venue rental we'd like to make sure liability is fully covered, counsel to review. o Another call re cybersecurity. Need to talk in executive session about what kinds of data we have and their vulnerabilities. NYS is mandating that every municipal worker needs to take a cybersecurity course. Chris to email training to everybody. The backup needs to be separate and secure. • FACILITY MANAGER'S REPORT— B Heins • Veterans: o Kayaks are gone, will be pulling racks soon. o Are we closing office between Christmas and New Year's? Yes, will be painting the hallway. 2 o CXT is getting winterized soon, will be locked up. • Breakwater: o Mobi-mats are stored for the season o Wind took a toll on the beach/park. Minor roof damage to the bathroom building. Budget a roof 2007-08. Beach has shifted dramatically, especially where the LG stands. o A spring rocker broke in the play area; we repaired it but it's probably only good for another season. As everyone knows, a playground is enormously expensive, so we came up with a lower cost plan to improve the play area. We suggest spend $2K-$5k a year over the next few years and add individual items and improvements. Year 1 would be boxing in an area and fixing the sand situation, add a $5k play structure the next year, the modern equivalent of what we removed last year, then in subsequent years add lower cost items such as see- saws, rockers, etc. Residents would see improvements every year and within a couple of years we could have a very nice play area for a fraction of what one big playground would cost. o We have to build a border and bring in sand. Counsel: the town did a contract for sand, we can piggieback on that. o With the volleyball team we measured, across all 4 courts ranges between 8 1/2" -11 %". Reached out to our insurer who is a playground expert, and she will tell us what we need. Motion K Byrne to go executive session to discuss the employment of a particular person, seconded by D Geis, unanimous-7:35 Motion by K Byrne to reopen the meeting seconded by D Geis, Unanimous-7:55 • Lodge: o Work session again Jennifer Murray to do a presentation on being a steward for Bailie o Discussion of bathroom redo at Bailie, will have numbers/plan for work session. • Love Lane o Discussion of docks at Love Lane, floating docks are still there with barges attached. Dan Egan's company is using the equipment more than discussed, work promised to us not complete. o Commercial use of the property policy needed, eg for a day fee for use • Aldrich Lane o Soccer is over for fall; fall clean up is done. o Discussion of water issues; e coli found in well, disinfected with chlorine, will be retested after testing. 3 o Mermaid quote for UV system sent around, trying to get two additional quotes. • MANAGEMENT CONSULTANT'S REPORT—A Field o Discussed topics for upcoming newsletter (election, Santa, electrification Bailie, RFPs, holiday movie, water issues Aldrich, Love Lane o Bailie Beach update—took photos of the creekside erosion, will label and store for next letter to DEC o Will organize and deliver all the work product done as consultant that's on consultant computer. RESOLUTIONS Approval of 10/16/25 Meeting Minutes presented via email Moved by D Geis, A Getches, Unanimous RESOLUTION 2025-67 RESOLUTION APPROVING BILL REGISTERS AND AUTHORIZING PAYMENT OF CURRENT BILLS FOR NOVEMBER 2025 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approves the Bill Registers submitted by the Treasurer at the November 6 and November 20, 2025, meetings and further authorizes payment of the current bills. RESULT: Motion by A Getches, second by K Byrne unanimous RESOLUTION 2025-68 APPROVING THE EASTER EGG ORDER FROM AYERS DISTRIBUTING COMPANY RESOLVED that the Board of Commissioners of the Mattituck Park District hereby approve the order of 6,000 toy-filled eggs from Ayers Distributing Company, located at 1119 Staghorn Trail, Nicholson, Georgia 30565 in the amount of$894 for the Park District sponsored 2025 Easter Egg Hunt. RESULT: Motion by K Byrne, seconded D Geis, unanimous RESOLUTION 2025-69 4 RESOLUTION TO PUBLISH A REQUEST FOR PROPOSALS FOR LANDSCAPING SERVICES AT MATTITUCK PARK DISTRICT PROPERTIES FOR 2026 WHEREAS, the Board of Commissioners of the Mattituck Park District are committed to maintaining the health, beauty, and utility of its properties, all of which require landscape maintenance services through the year; WHEREAS, a Request for Proposal (RFP) must be published to invite qualified contractors to submit their proposals for consideration by the Mattituck Park District; and WHEREAS, said RFP will outline all relevant details of the project, including scope, specifications, timelines, and submission requirements, in accordance with the standards and procedures customary to municipal park district projects; NOW,THEREFORE, BE IT RESOLVED, that the Board of the Mattituck Park District hereby authorizes the creation and publication of a Request for Proposals (RFP) to be published for the contract for landscaping services for 2026. RESULT: Motion by D Geis, K Byrne,A Getches Publish in December 4 Suffolk Times RESOLUTION 2025-70 RESOLUTION TO PUBLISH A REQUEST FOR PROPOSALS FOR IRRIGATION SERVICES AT MATTITUCK PARK DISTRICT PROPERTIES FOR 2026 WHEREAS, the Board of Commissioners of the Mattituck Park District are committed to maintaining the health, beauty, and utility of its properties, two of which require irrigation services throughout the year; WHEREAS, a Request for Proposal (RFP) must be published to invite qualified contractors to submit their proposals for consideration by the Mattituck Park District; and WHEREAS, said RFP will outline all relevant details of the project, including scope, specifications, timelines, and submission requirements, in accordance with the standards and procedures customary to municipal park district projects; NOW,THEREFORE, BE IT RESOLVED, that the Board of the Mattituck Park District hereby authorizes the creation and publication of a Request for Proposals (RFP) to be published for the contract for irrigation services for 2026. RESULT: Motion by A Getches, K Byrne unanimous 5 Publish in December 4 Suffolk Times RESOLUTION 2025-71 RESOLUTION TO PUBLISH A REQUEST FOR PROPOSALS FOR PLUMBING SERVICES AT MATTITUCK PARK DISTRICT PROPERTIES FOR 2026 WHEREAS, the Board of Commissioners of the Mattituck Park District are committed to maintaining the health, beauty, and utility of its properties, several of which require plumbing services throughout the year; WHEREAS, a Request for Proposal (RFP) must be published to invite qualified contractors to submit their proposals for consideration by the Mattituck Park District; and WHEREAS, said RFP will outline all relevant details of the project, including scope, specifications, timelines, and submission requirements, in accordance with the standards and procedures customary to municipal park district projects; NOW,THEREFORE, BE IT RESOLVED, that the Board of the Mattituck Park District hereby authorizes the creation and publication of a Request for Proposals (RFP) to be published for the contract for plumbing services for 2026. RESULT: Motion by K Byrne, D Geis, unanimous RESOLUTION 2025-72 AMENDING RESOLUTION 2025-11 SETTING HOURLY WAGES FOR 2025 WHEREAS,the Board of Commissioners of the Mattituck Park District set hourly wages on 91n January 2025, under Resolution 2025-11; and WHEREAS, it has been brought to the Board's attention that the hostess position was not included in this resolution; NOW,THEREFORE, BE IT RESOLVED,that the District Clerk and appropriate District staff are authorized and directed to update personnel and payroll records and take all actions necessary to implement this amendment, provided that nothing in this resolution shall be construed to supersede or conflict with any applicable civil service requirements, collective bargaining agreements, payroll procedures, or other governing law; and be it further 6 RESOLVED that the Secretary shall enter this amendment into the official minutes and file of the Mattituck Park District and that Resolution 2025-11 is hereby amended to read: Resolution 2025-11 RESOLVED that the Board of Commissioners of the Mattituck Park District hereby sets the hourly wages for the following employee positions effective January 1, 2025 through December 31, 2025: Maintenance Mechanic II $31.20/hour Maintenance Mechanic 1 $24.00/hour Custodian $20.80/hour Administrative Assistant/District Clerk $62,400.00/annum Hostess $16.65/hour Security Guard $29.12/hour Motion D Geis, seconded by A Getches, unanimous RESOLUTION 2025-73 RESOLUTION MEMORIALIZING THE COMMISSIONERS' DECISIONS GRANTING THE USE OF BREAKWATER BEACH FOR A VOLLEYBALL TOURNAMENT AND CHINESE AUCTION CO- SPONSORED BY THE MATTITUCK PARK DISTRICT WHEREAS, the Board of Commissioners of the Mattituck Park District was asked by North Fork Beach Volleyball Inc. to permit a volleyball tournament and Chinese auction on the 101" August 2024 and 9t" August 2025 at Breakwater Beach that would repeat in every key respect the successful event in 2023 authorized pursuant to resolution 2023-65; and WHEREAS, for the same reasons as presented in 2023, the Board was in agreement to waive any fee for the use of park premises predicated on the charitable nature of the event and thus to co-sponsor the event pursuant to the same terms and conditions as in 2023; THEREFORE, BE IT RESOLVED that the Board hereby memorializes its approval of the use of Breakwater Beach for the tournament and auction fundraiser in 2024 and 2025 on the dates noted. RESULT:A Getches, D Geis, K Byrne 7 RESOLUTION 2025-74 RESOLUTION MEMORIALIZING THE COMMISSIONERS'ACCEPTANCE OF A BID FOR THE DISTRICT'S 2010 FORD RANGER TRUCK WHEREAS,the Mattituck Park District passed Resolution 2024-92 authorizing the posting of a Legal Notice to sell a surplus truck, WHEREAS, at a Special Meeting on 6th February 2025 the Mattituck Park District received a single bid by the required due date and time for the white 2010 Ford Ranger truck, VIN 1FTKR1AD9APA51026, from Pete's Earthworks & Marine Construction in Peconic, LI for $605, and WHEREAS, at that Special Meeting the Commissioners unanimously accepted the bid as recorded in the minutes of that Special Meeting, BE IT RESOLVED that the Commissioners hereby memorialize their unanimous acceptance of the bid and their authorization to the District Clerk to accept payment and convey title to Pete's Earthworks & Marine Construction. Result: Motion by K Byrne, seconded D Geis, unanimous RESOLUTION 2025-75 RESOLUTION ACCEPTING RESIGNATION OF JENNIFER SICKLER WHEREAS, District Custodian Jennifer Sickler Employee 184 has submitted her resignation from employment with the Mattituck Park District, and BE IT RESOLVED, the Commissioners of the Mattituck Park District accept Jennifer Strickler's resignation effective 29th August 2025. Result: Motion D Geis, A Getches, Unanimous RESOLUTION 2025-76 RESOLUTION NOTING TERMINATION OF EMPLOYMENT OF EMPLOYEE 188 WHEREAS, the employment of Employee 188 was terminated by the District, and 8 WHEREAS, the Board has been informed of that action and desires to note such termination in the District's official records; NOW,THEREFORE, BE IT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby notes and ratifies the termination of employment of Employee 188, effective 24th May 2025. Result: Motion A Getches, D Geis Unanimous RESOLUTION 2025-77 RESOLUTION AUTHORIZING INCREASED HOURS FOR JESSICA McLOUGHLIN WHEREAS, District Custodian Jessica McLoughlin is currently employed by the Mattituck Park District; and WHEREAS, the Board wishes to authorize Ms. McLoughlin to assume additional hours to cover the vacancy created by the resignation of Jennifer Sickler; NOW,THEREFORE, BE IT RESOLVED that the Board of Commissioners of the Mattituck Park District hereby authorizes Jessica McLoughlin to work up but not to exceed thirty-four (34) hours per week, effective immediately and in accordance with all applicable New York State civil service and labor law requirements. Motion: K Byrne, D Geis, unanimous RESOLUTION 2025-78 AMENDING RESOLUTION NO. 2023-69 TO CORRECT SCRIVENER'S ERROR AND MEMORIALIZE THE HIRING OF RYAN EUCEDA WHEREAS, by Resolution No. 2023-69 adopted June 15, 2023, the Board of Commissioners of the Mattituck Park District authorized the hiring of security guards for Breakwater Beach and events as needed; and WHEREAS, the Board intended on June 15, 2023 to hire Gavin Dibble, Christian Figurniak, Raymond Ellis, Ryan Euceda, and Terrell Telemaque as security guards at the hourly rate of Twenty-Eight Dollars ($28.00), but the name of Ryan Euceda was omitted from the text of Resolution No. 2023-69 due to a clerical/scrivener's error; and 9 WHEREAS, the Board wishes to amend Resolution No. 2023-69 to reflect the Board's original decision and to correct the clerical error; NOW,THEREFORE, BE IT RESOLVED that Resolution No. 2023-69 is hereby amended to state that the Mattituck Park District hired Ryan Euceda as a security guard effective June 15, 2023, at the hourly rate of Twenty-Eight Dollars ($28.00); and be it further RESOLVED that this amendment is intended solely to correct a clerical error and to memorialize the Board's original action as if Mr. Euceda had been expressly named in Resolution No. 2023-69; and be it further RESOLVED that the District Clerk and appropriate District staff are authorized and directed to update personnel and payroll records and take all actions necessary to implement this amendment, provided that nothing in this resolution shall be construed to supersede or conflict with any applicable civil service requirements, collective bargaining agreements, payroll procedures, or other governing law; and be it further RESOLVED that the Secretary shall enter this amendment into the official minutes and file of the Mattituck Park District and that Resolution 2023-69 shall read as follows: RESOLUTION 2023-69 RESOLUTION TO HIRE ADDITIONAL SECURITY GUARDS FOR BREAKWATER BEACH WHEREAS the Board of Commissioners of the Mattituck Park District deemed it necessary to hire security guards to work at Breakwater Beach, and events as needed: and WHEREAS it was deemed necessary to have more than one security guard; NOW,THEREFORE, BE IT RESOLVED that the Mattituck Park District hereby hires Gavin Dibble, Christian Figurniak, Raymond Ellis, Ryan Euceda, and Terrell Telemaque as security guards at the rate of Twenty-Eight Dollars ($28.00) per hour. Motion: D Geis,A Getches, Unanimous RESOLUTION 2025-79 CO-SPONSORSHIP OF MATTITUCK-LAUREL HISTORICAL SOCIETY LECTURE SERIES 10 WHEREAS, the Mattituck-Laurel Historical Society held a successful fall and winter lecture series in the Veterans Beach Community Room in 2024-25 and wishes to hold it again in 2025-26, and the Commissioners support the lecture series, WHEREAS, The Mattituck-Laurel Historical Society is a 501(c)(3) that provides valuable services to the residents of Mattituck-Laurel, BE IT RESOLVED, the Commissioners of the Mattituck Park District, have decided it is in the best interests of the Mattituck Park District to cosponsor the lecture series. RESULT: Motion by A Getches, K Byne, unanimous RESOLUTION 2025-80 CO-SPONSORSHIP OF RYAN'S TEAM LACROSSE TOURNAMENTS WHEREAS, Ryan's Team is a 501(c)(3) that supports residents of Mattituck and Laurel and Southold Town more generally, WHEREAS, Ryan's Team holds a lacrosse tournament as its major fundraising event and wishes to hold it at Aldrich Lane Fields, and WHEREAS, Ryan's Team provides insurance the Mattituck Park District requires and otherwise meets the requirements the District imposes, BE IT NOW RESOLVED, the Commissioners of the Mattituck Park District hereby memorialize their decisions to co-sponsor the 2nd Annual Ryan's Team Lacrosse Tournament held on August 12, 2023 and the 3rd Annual Ryan's Team Lacrosse Tournament held on August 2, 2025 at Aldrich Lane Fields. RFP Publication December 4 and December 11, return date January 15 Motion to adjourn 8:35 by K Byrne, seconded by D Geis, A Getches 11