Welcome to the Village of Poquott

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;

Carol Lane—Trustee for Environment & Shore Lines

Carol Castillo---- Trustee for Roads, California Park & Trustees Park

Sandra Nicoletti--- Trustee for Public Safety & Van Brunt Manor Beach

Christine Vitkun----- Trustee for Finance, Village Hall, Village Codes, & Website

The Mayor made the following Commissioner Appointments

Drains --- Richard Parrish

Waste Management--- Linda Newfield

Harbor & Moorings— John Lane

L.I.Sound Waterborne Transportation—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

Village Hall--- Rosemary Butcher

Health--- Janet Kagel

RESOLUTIONS

BONDING—RESOLVED by the Board of Trustees of the Village of Poquott that the cost of the bonding required 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 that the Fourth Thursday of the month is a legal holiday, then the meeting for that month shall be on the following Thursday; except for the months of November and December, 2005 the regular meeting shall be held on the Second Thursday of those months, 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 seventy-two hours notice to and in the media of every not scheduled meeting of the board.
VILLAGE NEWPAPER---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 2006 Organization Meeting of the Village of Poquott shall be held on July 5, 2006 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 not be more than $100.00 at all times in small bills to accommodate resident needs.

Minutes of July 5,2005 continued

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, to notify of inability to attend a meeting.
E-Mail must be preserved in hard copy 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 2005-2006.
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, be reimbursed for part or all of their reasonable expenses incurred which shall be intended to be limited to 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 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 72 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 48 hours prior written notice may, at the discretion of the board, be placed on the next meetings 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 are open to all villagers individually and to all villagers with non-resident guests numbering more that 10 and that villagers wishing to make use of these areas for picnicking, gathering, meeting they are hereby required to seek a permit for each event or activity including guests numbering more than 10. They are also required to secure and produce for review before the date of the event evidence of personal insurance protecting themselves, their guest 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 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.

Minutes of July 5, 2005 continued

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;
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 on a 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 recommendation 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 that 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, that the area known as Steve’s Path on Tinker Bluff Court 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. Castillo, 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--- Sarisohn Law Partners, LLP

Village Engineers--- Nelson Pope & Voorhis,, LLP

Village Bookkeeper—Small Business Management Solutions

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

Minutes of July 5, 2005 continued

OTHER BUSINESS

Signage—the No Dogs signs at the parks need to be replaced with correct signage. The signs for Steve’s Path were never located and need to be replaced.
Special parking—the Board determined that the current situation required that the process of issuing special parking permits needed to be revised to eliminate future problems. After discussion the Board advised the Village Clerk to maintain a calendar posted at Village Hall for quick reference to permits given out for resident parties. Discussions on format of the form ended with no agreement on verbiage.

The meeting adjourned at 8:25 P.M. on a motion by C. Lane.

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JOSEPH NEWFIELD, VILLAGE CLERK

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APPROVED

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