Board of Trustees

Part II – 2023-2024 1. Appointments: A. Associate Village Justice Alfred Farella, Esq. B. Village Historian Henry Steiner C. Police Surgeon Dr. Robert Raniolo E. Registrar of Vital Statistics Paula A. McCarthy Tompkins Moved: Trustee Andruss Second: Trustee Scaglione Vote: Unanimous F. Mayor’s Appointment of Deputy Mayor Denise Scaglione G. Mayor’s Appointment of Village Attorney McCarthy-Fingar, LLP  Part III Year 2023-2024 Operational and Procedural Resolutions 1. Be it Resolved the Board of Trustees shall hold regular board meetings on April 11th and April 25th at 7:00PM; commencing May of 2023, regular Board meetings shall be held on the second and fourth Tuesdays of each month; and work sessions shall be held, as necessary, on the first and third Tuesdays of each month. All Work Sessions during the month of April 2023, shall include budget discussions. Moved: Trustee Spiro Seconded: Deputy Mayor Scaglione Vote: Unanimous 2. Be it Resolved upon the call of the Mayor, and resolution by the Board of Trustees an official Village meeting in order to conduct Village business, including an executive session, may be held during a work session. Moved: Trustee Spiro Seconded: Trustee Connell Vote: Unanimous 3. Be it Resolved that any call by the Mayor for an Executive Session must be approved by the consent of a majority of the Board of Trustees present. Unless advised by counsel to the contrary, all decisions reached by the Board of Trustees during an Executive Session are to be confirmed by a vote in a public session immediately thereafter. Moved: Trustee Spiro Seconded: Deputy Mayor Scaglione Vote: Unanimous 4. Be it Resolved that an emergency meeting of the Board of Trustees may be called by the Mayor upon notice to each member at least twenty-four (24) hours in advance of the start of said meeting. Such notice may be made in person, electronically or telephonically, at such e-mail addresses and telephone numbers on file with the Village Clerk. Further notice of said emergency meeting shall be given by the Village in accordance with NYS Public Officers Laws, Section 104. Moved: Trustee Spiro Seconded: Trustee Andruss Vote: Unanimous 5. Be it Resolved any member of any appointed Board, Committee, or Commission having a term of office, seat or position in excess of one (1) year who is absent from three (3) or more regularly scheduled sessions of such Board, Committee or Commission shall be subject to removal by the Board of Trustees upon due notice and an opportunity for said board member to be heard. Removal shall be declared by the Mayor and must be confirmed by a majority of the Board of Trustees at its next regularly scheduled session. Moved: Trustee Spiro Seconded: Trustee Andruss Vote: Unanimous  6. Be it Resolved in the event of the unavailability of the Village Justice and/or the Associate Village Justice to perform his/her duties, judicial coverage shall be requested first from the Town of Mt. Pleasant and second from the Village of Pleasantville, according to NYS CPL-120.30. Moved: Deputy Mayor Scaglione Seconded: Trustee Andrus Vote: Unanimous 7. Be it Resolved the Mayor and Board of Trustees shall constitute a Committee of the Whole to adopt the Village Budget for 2023-2024 as prescribed by law. Moved: Deputy Mayor Scaglione Seconded: Trustee Andruss Vote: Unanimous 8. Be it Resolved it shall be the responsibility of each Department Head to review and approve all bills and invoices for his/her department prior to submission for approval to the Village Treasurer, the Village Administrator and Village Trustee(s). The Village Treasurer shall review all bills and invoices, and if found correct, shall cause the bills and invoices to be presented on a warrant to the Board of Trustees for its approval at its next regular meeting, if possible. Upon approval of the warrant by the Board of Trustees the Village Treasurer shall cause the warrant to be processed and prepare checks for presentment to the Mayor for his signature (by facsimile or electronic signature in those cases as authorized by the Mayor). Moved: Deputy Mayor Scaglione Seconded: Trustee Andruss Vote: Unanimous 9. Be it Resolved notwithstanding any resolutions to the contrary, the Village Treasurer and Mayor shall be authorized to pay various public utilities, postal, freight and express charge bills as received, and as necessary. All such claims shall be presented at the next regular meeting for audit and the claimant and the officer approving the claims are jointly and severally liable for any amount the Board of Trustees may disallow. Moved: Deputy Mayor Scaglione Seconded: Trustee Andruss Vote: Unanimous 10. Be it Resolved that Members of the Board of Trustees may participate in work sessions, board meeting, including executive sessions, by video conference in accordance with NYS Public Officers Law Section 103, in cases of ill health, acknowledged hardship or significant distance of travel. No more than two board members may participate a video conference, at any one meeting. The Board member or members participating by video conference may cast a vote if all discussion and comments of the member or members participating in video conference and be heard by the public attending or listening to said meeting. No proxy may be granted or utilized in any vote and/or action of the Board of Trustees or individually by the Mayor or any Village Trustee. Moved: Deputy Mayor Scaglione Seconded: Trustee Connell Vote: Unanimous  11. Be it Resolved any employee using his/her own private vehicle in the course of official, approved and documented Village business shall be reimbursed for actual mileage used per the prevailing IRS mileage reimbursement rate upon the presentment of satisfactory documentation of such usage to the Treasurer. Moved: Trustee Andruss Seconded: Deputy Mayor Scaglione Vote: Unanimous 12. Be it Resolved the Mayor and the Board of Trustees, in their ongoing effort to encourage opportunities for the public to comment on any and all matters related to the Village, designate two public comment sections during each regularly scheduled official meeting. The second public comment section shall be scheduled at the end of the meeting. Comments in both sections shall be limited at the discretion of the Mayor, per each speaker. All speakers shall be respectful and refrain from personal or collective attacks and defamation. Moved: Trustee Andruss Seconded: Trustee Spiro Vote: Unanimous 13. Be it Resolved the Board of Trustees adopts the Rules of Procedure as described in ATTACHMENT A: Board of Trustees Rules of Procedure. Moved: Trustee Andruss Seconded: Deputy Mayor Scaglione Vote: Unanimous 14. Be it Resolved if the Board of Trustees requires any municipal officer, employee or elected official attending a meeting or conference for Village business and desirous of receiving reimbursement for any expenses related to such meeting or conference to receive prior authorization from the Board of Trustees for any reimbursement for expenses related to such meeting or conference. Moved: Trustee Andruss Seconded: Trustee Connell Vote: Unanimous 15. Be it Resolved the Board of Trustees hereby elects to continue the monetary threshold for capitalization of fixed assets at the sum of $5,000.00; and Be it Further Resolved all assets purchased for $5,000.00 or more must be recorded in the Village fixed asset ledger and a property ledger card must be maintained; and Be it Further Resolved the Treasurer is directed to use the straight line method to calculate depreciation of capital assets. Moved: Trustee Andruss Seconded: Trustee Connell Vote: Unanimous 16. Be It Resolved the Village Treasurer is authorized to make budget transfers during the fiscal year within a particular department, by object. For any departmental transfers, or transfers from department to department, as well as any increases to departmental budgets, Board approval is required. Moved: Trustee Andruss Seconded: Deputy Mayor Scaglione Vote: Unanimous  BOARD OF TRUSTEES RULES OF PROCEDURE SECTION 1 - Regular Meetings The Board of Trustees shall hold regular meetings on the 2nd and 4th Tuesday of each month. Such regular meetings shall commence at 7:00 p.m. and be conducted in the board room at Village Hall. Any deviation of the foregoing paragraph shall be determined by the Board of Trustees. Meeting dates may be shifted to accommodate religious holidays or national election days. SECTION 2 - Special Meetings Special meetings of the Board of Trustees are all those Board meetings other than regular meetings. A special meeting may be called by the Mayor or a majority of the Board of Trustees upon notice to the entire Board. Notice shall be given by telephone, by email, in person, or in writing. SECTION 3 - Quorum A quorum shall be required to conduct business. A quorum of the seven (7) member Board of Trustees shall be four (4). In the absence of a quorum, a lesser number may adjourn and compel the attendance of absent members. SECTION 4 - Executive Sessions Executive Sessions shall be held in accordance with the New York State Public Officers Law Section 105. All executive sessions shall be commenced in a public meeting. SECTION 5 - Agendas The agenda shall be prepared by the Village Administrator and Village Clerk in consultation with the Mayor. The Mayor or any Trustee may have an item placed on the agenda via communication through the Mayor and Village Administrator. When possible, items for the agenda shall be given to the Village Administrator the Friday morning before the meeting; however, items may be placed on the agenda at anytime, including during the meeting, by consent of a majority of the Board. The agenda shall be prepared by Friday preceding the meeting. If necessary, a supplemental agenda shall be distributed at the beginning of the meeting. SECTION 6 - Voting Pursuant to Village Law each member of the Board shall have one vote. The Mayor may vote on any matter but must vote in case of a tie. A majority of the totally authorized voting power is necessary to pass a matter unless otherwise specified by State Law. An abstention, silence or absence shall be recorded as such, but shall be considered a negative vote for the purpose of determining the final vote on a matter. A vote upon any question shall be taken by ayes and nays, and the names of the members present and their votes shall be entered in the minutes. SECTION 7 - Minutes Minutes shall be taken by the Village Clerk. Minutes shall consist of a record or summary of all motions, proposals, resolutions, and any other matter formally voted upon and the vote thereon. Minutes shall be taken at executive session of any action that is taken by formal vote which shall consist of a record or summary of the final determination of such action and the date and vote thereon, provided, however, that such summary need not include any matter which is not required to be made public by the New York State Freedom of Information Law. Minutes shall also include the following:  Name of the Board;  Date, place and time of meeting;  Notation of presence or absence of Board members and time of arrival or departure if different from time of call to order and adjournment;  Name and title of other village officials and employees present in an official capacity and approximate number of attendees;  Record of communications presented to the Board;  Record of reports made by Board or other village personnel;  Time of adjournment;  Signature of Village Clerk or person who took the minutes if not the Clerk. Minutes need not contain a summary of the discussion leading to action taken or include verbatim comments unless a majority of the Board shall resolve to have the Clerk do so. Minutes shall be approved at the next Board meeting. Amendments to the minutes shall require Board approval. SECTION 8 - Order of Business The order of business shall be:  Call to order  Pledge of Allegiance  Moment of Silence  Roll Call  Announcements  Appointments  Approval of Minutes of previous meeting  Approval of Warrants  Public Comments  Village Administrator’s Report  Department Head’s Report  Resolutions  Board Discussion and Comments  Announcements / Communications  Public Comments  Adjournment The order of business need not be followed if the Mayor determines that it is necessary to deviate. SECTION 9 - General Rules of Procedure The Mayor shall preside at meetings. In the Mayor’s absence the Deputy Mayor shall preside. The presiding officer may debate, move and take other action that may be taken by other members of the Board. Board members are not required to rise but must be recognized by the presiding officer before making motions and speaking. A member, once recognized, shall not be interrupted when speaking unless it be to call the member to order. If a member, while speaking, be called to order, they shall cease speaking until the question of order be determined, and, if in order, they shall be permitted to proceed. There is no limit to the number of times a member may speak on a question. Motion to close or limit debate may be entertained but shall require a two-thirds vote. SECTION 10 - Use of Recording Equipment All members of the public and all public officials are allowed to tape or video record public meetings. Recording is not allowed during executive sessions. The recording should be done in a manner which does not interfere with the meeting. The presiding officer may make the determination that the recording is being done in an intrusive manner, taking into consideration, but not limited to, brightness of lights, distance from the deliberations of the Village Board, size of the equipment, and the ability of the public still to participate in the meeting. If the presiding officer makes the determination that the recording is intrusive and has the effect of interfering with the meeting, the presiding officer may request an accommodation to avoid the interference, and if not complied with ask the individual to leave the meeting room. SECTION 11 - Adjournment Meetings shall be adjourned by motion. SECTION 12 - Amendments to the Rules of Procedure The foregoing procedures may be amended from time to time by a majority vote of the Board.