MINUTES OF THE JULY 5, 2006 ORGANIZATION MEETING OF THE VILLAGE OF POQUOTT HELD AT 7:00 P.M. AT VILLAGE HALL

Present Mayor Barbara Donovan, Trustees Carol Castillo, Carol Lane, Sandra Nicoletti, Christine Vitkun, and 4 residents.

The Clerk swore in Mayor Barbara Donovan and Trustees Sandra Nicoletti and Christine Vitkun.

The Mayor made the following appointments;

Deputy Mayor— Carol Lane Deputy Clerk—Jean Menninger

Vital Statistics—Vivian Aronson Clerk—Joseph Newfield

Planning Chair—Roger Flood ZBA Chair—Rob Clark

Village Prosecutor—Peter Sverd Information Officer—Kathleen Matthews

Treasurer— John Lane Associate Justice—Ron LaVita

Zoning Board of Appeals—Paul Edelson term 2006-2011

Planning Board – Ted Masters term 2006-2013

Planning Board—Mark Wiggins term to expire 2007

A motion to approve the Mayor’s appointments was made by C. Vitkun, seconded by C. Castillo, Aye C. Castillo, C. Lane, S. Nicoletti, C. Vitkun. Nay 0.

The Mayor made the following Trustee assignments:

C. Lane—Trustee for Environment & Shore Lines

C. Castillo—Trustee for Roads, California Park and Trustees Park

S. Nicoletti—Trustee for Public Safety & Van Brunt Manor Beach

C.Vitkun—Trustee for Finance, Village Hall, Village Codes & Website

The Mayor made the following Commissioner appointments:

Environment—Richard Parrish Waste Management—Linda Newfield

Harbor & Moorings— John Lane L.I.Sound Waterborne—Hank & Theora Ryon

Roadsides—Hank Ryon Roads—Lois Mitchell

Emergency Preparedness—Ken Sundberg Walnut Beach—John Richardson

Van Brunt Manor Beach— John Lane & Sam Aronson

Health—Janet Kagel Trustees Park—Ted Masters

The Mayor’s Commissioner appointments were approved on a motion by C. Vitkun, seconded by C. Castillo, Aye C. Castillo, C. Lane, S. Nicoletti, C. Vitkun. Nay 0.

RESOLUTIONS

• BONDING—RESOLVED by the Board of Trustee of the Village of Poquott that the cost of the bonding requirement of certain Village Officers in conjunction with the discharge of their duties as a Village Officer is a Village expense, and such charge shall be charged to and paid by the Village of Poquott.
• OPEN MEETING—RESOLVED that the regular meeting of the Board of Trustees of the Village of Poquott shall be the Fourth Thursday of each Month at 7:00 P.M. at Village Hall unless a vote of the Board with proper public notice is otherwise made or given, and that in the event the Fourth Thursday of the month is a legal holiday, the meeting for that month shall be on the following Thursday; except for the month of November, 2006, at which time the regular meeting shall be held on the Second Thursday of this month; and it is further; RESOLVED that the Board of Trustees shall hold business sessions on the Second Thursday of each month; and it is further; RESOLVED that the Board of Trustees hereby adopts the notice requirements of the Public Officers Law as the official procedure of the Board, and directs the Village Clerk, unless otherwise directed or required, to provide at least twenty-four hours notice to and in the the media of every not scheduled meeting of the Board.
• VILLAGE NEWSPAPER – RESOLVED that the official newspaper of the Village of Poquott shall be the Times Herald Beacon of Setauket, New York.
• ORGANIZATION MEETING – RESOLVED that the 2007 Organization Meeting of the Village of Poquott shall be held on July 2, 2007 at 7:00 P.M.
• OFFICIAL PROCEDURE – RESOLVED that the Roberts Rules of Order are hereby adopted as the rules of procedure for the Board of Trustees to the extent they are not inconsistent with New York State Law.
• PETTY CASH – RESOLVED that the Board of Trustees hereby authorizes a Petty Cash Box to be maintained by the Village Clerk for the purpose of making change for Village residents in the normal course of Village business, such Petty Cash Box shall contain not more than $300.00 at all times in small bills to accommodate resident needs.
• E-MAIL – RESOLVED that the open meetings law does not preclude conferring by E-Mail:
• Communications resulting in a collective decision such as a vote are inconsistent with law. The public is entitled by law to be present during all negotiations.
• E-Mail may be used to request meetings, agenda items, date and time changes and to notify of inability to attend a meeting.

Minutes of July 5, 2006 continued

• E-Mail must be preserved in hard coy form and filed with the Village Clerk at the next public meeting according to F.O.I.L. Laws.
• VILLAGE OFFICES – RESOLVED that the Board of Trustees authorizes the expenditure of funds for the operation of the Village Hall. Expenses for the Village Hall shall be appropriated as part of the annual budget.
• CONSULTANTS – RESOLVED that it is not cost effective to permit all public officers access to consultants who advise us on a fee-for-service basis. The Board shall designate the person(s) to provide approval for the year 2006-2007.
• SWIMMING – RESOLVED that swimming at Village beaches is prohibited.
• ATTENDANCE AT SCHOOLS AND CONFERENCES – RESOLVED that the officers and employees of the Village of Poquott may, after prior approval by the Board of Trustees, attend conferences and seminars of public employees and officials for the purpose of education and training and other related purposes; that they be reimbursed for part or all of their reasonable expenses incurred which shall be intended to be limited to a per diem amount established by the State of New York provided their attendance and expenses were approved by the Board of Trustees in advance of their attendance at the conference or seminar.
• SPECIAL MEETINGS – RESOLVED that in the event of a special meeting being called by the Mayor, every member of the Board of Trustees shall be informed by telephone or E-mail by either the Village Clerk or another member of the Board of Trustees of the date, time, location and subject of the special meeting, and unless the meeting is called to respond to an emergency concerning the safety and welfare of the Village, notice of the meeting shall be given to the Trustees and Newsday and posted on Village notice boards at least twenty-four hours in advance of the meeting, and otherwise as in conformance with the Public Officers Law, and other laws of the State of New York.
• BOARD OF TRUSTEES AGENDA – RESOLVED that matters presented to the Mayor without forth-eight hours prior written notice may, at the discretion of the Board, be placed on the next meeting’s agenda without discussion.
• MINUTES – RESOLVED that the Minutes at a Board meeting shall consist of a record of motions, proposals, resolutions, action taken and the vote of each member. Minutes shall be amended only pursuant to action taken by a majority vote of the total membership and such alteration must accurately reflect what transpired at a meeting. Statements, questions and requests from residents shall be listed under a group title called “resident comments” with the format being “a resident stated, asked, requested”. Names will not be included.
• GATHERINGS ON VILLAGE PROPERTY – RESOLVED that the Board of Trustees does hereby determine that accessibility to beach and park areas is open to all villagers individually and to all villagers with non-resident guests numbering more than ten (10), and that villagers wishing to make use of these areas for picnicking, gathering or meeting are hereby required to seek a permit for each event or activity including guests numbering more than ten (10). They are also required to secure and produce for review before the date of the event evidence of personal insurance protecting themselves, their guests and Poquott Village property from harm or injury or damage. They are also required to deposit with the Village Clerk a cash deposit of $150.00 for cleanup and/or repair that will be refunded within seven (7) work days if the Parks Commissioner determines that no cleanup or restoration of the area needs to be done by the Village of Poquott as a result of the gathering. It is also required that permittees and guests abide by all Village Laws including but not exclusive to noise level, vehicle speed and parking and public nuisance.
• ELECTION OFFICER – RESOLVED that the Board of Trustees authorizes the Village Clerk as Election Officer to appoint the Board of Inspectors including alternates, if required. The Board of Trustees authorizes compensation of $7.00 per hour for four positions; that sum covers services performed for Election Day.
• EMERGENCY AND SPECIAL PERMIT PARKING – RESOLVED by the Board of Trustees that in the event the Mayor declares an emergency, parking on Village streets and in Village parks shall be permitted as directed by the Board of Trustees. Any vehicle obstructing the plowing of or the clearing of streets, as determined by Code Enforcement, shall be removed and brought to California Park at the owner’s expense. It is also RESOLVED that the Village Clerk is authorized to grant permission to residents for parking of cars on Village streets or in Village parks for special occasions provided a request has been made one week prior to the event. The Village Clerk shall determine the location of parked cars and allow only one side of the street to be used.
• VILLAGE JUSTICE COURT – RESOLVED that the residency requirement for Village Justice Court Clerk be extended to anywhere in the County pursuant to municipal home rules authority and Village Law 3-300(2)(a).
• OFFICIAL BANKS AND DEPOSITORIES – RESOLVED that the official bank and depositories for the Village of Poquott are as follows:

Minutes of July 5, 2006 continued

• HSBC BANK USA
• MBIA CLASS

Subject to the review of appropriate documentation of each bank by the Village Attorney and Treasurer.

• DESIGNATING VILLAGE AUDITORS – RESOLVED that R.S. Abrams & Co., LLP are hereby appointed as Village Auditors of the Village of Poquott.
• MILEAGE ALLOWANCE – RESOLVED that the Village of Poquott will reimburse the officers and employees for the reasonable cost of the use of their personal vehicles for Village purposes upon submission of a written request and documentation of same, and the rate of reimbursement shall be the posted rate as set by the Internal Revenue Service at the time of use.
• PUBLIC COMMENT – RESOLVED that a Public Comment time will be designated on each regular meeting agenda.
• INVESTMENT – WHEREAS the Mayor and the Board of Trustees of the Village of Poquott are required to adopt or formulate certain policy and procedures regarding the investment and deposit of Village funds and the management of that money; RESOLVED that the investment policy of the Village of Poquott as currently in effect is adopted as the investment policy of the Village, and the Village Attorney and the Village Treasurer are directed to review that investment policy to make a recommendation with respect to modifications necessary thereto, if any, in order that the investment policy of the Village of Poquott may conform with the model investment policy of the Office of the State Comptroller.
• PROCUREMENT – WHEREAS the Mayor and the Board of Trustees of the Village of Poquott are required to adopt and formulate certain policy and procedures regarding procurements by the Village; RESOLVED that the procurement policy of the Village of Poquott as currently in effect is adopted as the procurement policy of the Village, that the Village Attorney and the Village Treasurer are hereby directed to review that procurement policy to make recommendations with respect to modifications necessary thereto, if any, in order that the procurement policy of the Village of Poquott may conform with the model procurement policy of the Office of the State Comptroller.
• CLAIMS PRIOR TO AUDIT – WHEREAS the Mayor and the Board of Trustees of the Village of Poquott have determined that it may be necessary and in the best interest of the Village to make payment of certain claims regarding utilities, payroll, charge cards, postage, freight and express prior to audit by the Board of Trustees, it is therefore;
• RESOLVED that the Village Treasurer is hereby authorized to make payment prior to audit by the Board of Trustees of public utility services, payroll and payroll taxes, charge cards, postage, freight and express charges; and it is further;
• RESOLVED that the Village Treasurer is authorized to make payment, after audit and signature of a majority of the Board of Trustees, all claims supported by voucher approved by the Board of Trustees at a meeting of the Board of Trustees by the next business day of the Village; and it is further;
• RESOLVED that in the event a claim is paid prior to audit by the Board of Trustees that is disallowed, the claimant and the officer approving or incurring same shall be jointly and severally liable for any amount disallowed by the Board of Trustees in the subsequent audit of the claim.
• STEVE’S PATH – RESOLVED that the Board of Trustees of the Village of Poquott hereby declares that in order to preserve the safety and well being of residents, the area known as Steve’s Path on Tinker Bluff Court is to be closed to all pedestrian traffic from December 1 to March 31 each year; such closure will be posted and any resident violating this closure will do so at their own risk.

All 26 resolutions are adopted by the Board of Trustees on a motion by C. Lane, seconded by C. Vitkun, Aye C. Castillo, C. Lane, S. Nicoletti, C. Vitkun, B. Donovan, Nay 0.

The Mayor asked for approval for the following hires by the Village of Poquott:

Village Law Firm – Miranda Sokoloff Sambursky Slone Verveniotis, LLP

Village Engineers – Nelson Pope & Voorhis, LLP

Village Bookkeeper – Small Business Management Solutions

Cleaning Service – Big Yank Cleaning Services

Lawn Services – J & L Sprinklers

All hires were approved on a motion by C. Vitkun, seconded by S. Nicoletti, Aye C. Castillo, C. Lane, S. Nicoletti, C. Vitkun, B. Donovan, Nay 0.

Minutes of July 5, 2006 continued

OTHER BUSINESS

• Potholes – The Town of Brookhaven has completed their repair of Village potholes. A Public Safety officer will check the roads to see that all potholes were repaired satisfactorily and that there are no new ones.
• Signage – The “No Dogs” signs have been ordered and will be put up by the Village handyman as soon as possible.
• Pamphlets – Discussion on distribution of Emergency Preparedness pamphlets.

The meeting adjourned at 8:20 P.M. on a motion by C. Castillo

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JOSEPH NEWFIELD, VILLAGE CLERK

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APPROVED