MINUTES OF THE JULY 6, 2009 ORGANIZATIONAL MEETING OF THE VILLAGE OF POQUOTT HELD AT 7:00 P.M. AT VILLAGE HALL

Present Mayor Barbara Donovan, Trustees Carol Lane, Sandra Nicoletti, Christine Vitkun, Trustee elect Kathleen Matthews and 2 residents.

The Clerk swore in Trustees Carol Lane and Kathleen Matthews.

APPOINTMENTS
The Mayor requested approval of the following appointments:
Deputy Mayor---Carol Lane
Treasurer---John Lane
Village Clerk---Eileen Harvey
Deputy Clerk---Joseph Newfield
Vital Statistics Registrar---Eileen Harvey
Vital Statistics Deputy Registrar---Maureen Kirk
Zoning Board of Appeals---Lois Mitchell 5 year term-Carol Castillo, alternate member
Planning Board---Cindy Davis 7 year term
Acting Justice---Ron Lavita
Prosecutor---TBD
Associate Prosecutor---Harmon Lutzer, ESQ.
Appointments approved on a motion by S. Nicoletti seconded by C. Vitkun.  Aye S. Nicoletti, C. Vitkun, C. Lane, K Matthews and B. Donovan.  Nay 0.

COMMISIONERS
The Mayor requested approval of the following appointments:
ENVIRONMENT---TBD
GROUNDS MAINTENANCE---Eddie Donovan
HARBOR & MOORING---John Lane
ROADSIDES---TBD
ROADS---Lois Mitchell
BEACHES & PARKS
California---TBD
Walnut---TBD
Van Brunt---TBD
Trustees---Ted Masters
EMERGENCY PREPAREDNESS---Ken Sundberg
WASTE MANAGEMENT---Linda Newfield
Appointments approved on a motion by C. Lane seconded by K. Matthews.  Aye C. Lane, K Matthews, S. Nicoletti, C. Vitkun and B. Donovan.  Nay 0.

RESOLUTIONS

1. BONDING-RESOLVED by the Board of Trustees of the Village of Poquott that the cost of the bonding requirements 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 and paid by the Village of Poquott.
2. 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 notice is made or given, and that in the event the fourth Thursday is a legal holiday, the meeting for that month shall be on the following Thursday; except for the month of November 2009 and December 2009 at which time the regular meeting will be held on November 19, 2009 and December 17, 2009; 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 24 hours notice to and in the media of every non scheduled meeting of the Board.
3. VILLAGE NEWSPAPER-RESOLVED that the official newspaper of the Village of Poquott shall be the The Village Times Herald of Setauket, New York.
4. ORGANIZATION MEETING-RESOLVED that the 2010 Organizational meeting of the Village of Poquott shall be held on Tuesday July 6, 2010 at 7:00 P.M.
5. OFFICIAL PROCEDURE-RESOLVED that Robert Rules of Order are hereby adopted as the rules of procedure for the Board of Trustees to the extent that they are not inconsistent with New York State Law.
6. PETTY CASH-RESOLVED that the Board of Trustees hereby authorizes a Petty Cash Box to be maintained by the Village Clerk for the purposes of making change for the 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 residents needs.
7. E-Mail-RESOLVED that the Open Meeting law does not preclude conferring by E-Mail.
1. Communications resulting in a collective decision such as a vote are inconsistent with the law.  The public is entitled by law to be present during negotiations and time changes and to notify of inability to attend a meeting.
2. E-Mail may be used to request meetings, agenda items, and date and time changes and to notify of an inability to attend a meeting.
3. E-Mail must be preserved in a hard copy form and Filed with the Village Clerk at the next public meeting according to F.O.I.L. Laws.
8. VILLAGE OFFICES-RESOLVED that the Board of Trustee authorizes the expenditure of funds for the operation of Village Hall.  Expenses for the Village Hall shall be appropriated as part of the annual budget.
9. CONSULTANTS-RESOLVED that it is not cost effective to permit all public officers access to consultants who advise us on a fee-for-fee service basis.  The Board shall designate the person (s) to provide approval for the year 2009-2010.
10. SWIMMING-RESOLVED that swimming at Village beaches is prohibited.
11. 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 may 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.
12. SPECIAL MEETING-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 24 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
13. BOARD OF TRUSTEES AGENDA-RESOLVED that matters presented to the Mayor without forty eight hours prior written notice may, at the discretion of the Board, be placed on the next meeting’s agenda without discussion.
14. MINUTES-RESOLVED that the minutes at the 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 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 comment” with the format being “a resident stated, asked, requested”.  Name will not be included.
15. GATHERING ON VILLAGE PROPERTY-RESOLVED that the Board of Trustees does
1. hereby determine that accessibility to beach and park areas are open to all villagers individually and to all villagers with non resident guests numbering not more than ten (10), and that villagers wishing to make use of these areas for picnicking, gathering or meeting are herby 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 guest and Poquott Village property from harm or injury or damage.  They are also required to deposit with the Village Clerk the amount of $150.00 in cash or check for cleanup or repair that will be refunded with seven (7) workday if the Trustees determine that no cleanup and 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 the resident and their guests abide by all Village Laws including, but not exclusive to, noise level, vehicle speed and parking and public nuisance.
2. That all parks are closed (2) hours after dusk or at the discretion of the Board of Trustees.
16. 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 the Village parks shall be permitted as directed by the Board of Trustees.  Any vehicle obstructing the plowing of or the cleaning 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 be 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.
17. VILLAGE JUSTICE COURT-RESOLVED that residency requirement for Village Justice Court Clerk be extended to anywhere un the County pursuant to municipal home rules authority and Village Law 3-300(2)(a).
18. OFFICIAL BANK AND DEPOSITORIES-RESOLVED that the official bank and depositories for the Village of Poquott are as follows:
19. HSBC Bank USA, NA
20. MBIA CLASS
21. Suffolk County National Bank

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

1. 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.
2. PUBLIC COMMENTS-RESOLVED that a Public Comment time will be designated on each regular meeting agenda.
3. 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 Law Firm and 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.
4. 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 Trustee, it is therefore:
1. 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;
      b)  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;
       c)  RESOLVED that whereas an applicant for a Zoning Board of Appeals hearing is required
            to mail notices to effected residents and circumstances arise, whereas if the applicant is   
            not at fault the Village Clerk is approved for the expense of the additional mailing
            notifications.    
      d)  RESOLVED that in an 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.

1. STEVE’S PATH-RESOLVED that the Board of Trustee 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 1st to March 31st each year; such closure will be posted and any resident violating the closure will do so at their own risk.

All 23 resolutions are adopted by the Board of Trustees on a motion by C. Lane seconded by S. Nicoletti.  Aye C. Lane, S. Nicoletti, K Matthews, C. Vitkun and B. Donovan.  Nay 0.

The Mayor asked for approval for the following hires by the Village of Poquott:
Village Law Firm-Yuen, Roccanova, Seltzer & Sverd, PC
Village Engineers-Nelson Pope & Voorhis, LLP
Village Auditors-R.S. Abrams & Co., LLP
Village Bookkeeper-Small Business Management Solutions
Cleaning Services-Big Yank Cleaning Services
Sprinkler Services-J & L Sprinkler
Village Website-Stafford Associates Computer Specialist, Inc.
Village E-Mail-Access Highway
Village IT Technician-Custom Data Solutions
Village Building Inspector-Salvatore Alessi

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

The meeting adjourned at 8:00 P.M. on a motion by S. Nicoletti.

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                                                                              Eileen Harvey, Village Clerk

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