MINUTES OF THE BOARD OF TRUSTEES MEETING HELD ON JULY 3, 2010 AT 105 BROADWAY, SALTAIRE, NEW YORK.

Mayor Cox called the Board of Trustees meeting to order at 9:30 a.m. and the following were in attendance:

Robert Lynn Cox III, Mayor

Bruce A. Rich, Trustee

Hillary Richard, Trustee

John Zaccaro Jr, Trustee

Village Attorney Joseph Prokop

Mario Posillico, Administrator & Clerk/Treasurer

Joseph Harry Baker, Counselor to the Board

Dennis Foley, Chief of Security

Donna Lyudmer, Deputy Clerk Treasurer

And approximately 60 other attendees

OLD BUSINESS

Mayor Cox asked Village Administrator Posillico to update the Board on the outstanding issues discussed at the previous meeting, summarized below:

• The Village is awaiting final payment of approximately $280,000 form FEMA for the 2008/09 beach reconstruction project. All approvals for reimbursement have been received, and final payment is pending refunding of the disaster relief fund.
• Repair to the Village bay-front of damage caused by the November 2009 and March 2010 storms is nearly complete except for bringing additional sand to the beach in the fall. Field-level approval for reimbursement by FEMA as part of the disaster declarations for both storms has been received, which will now be subject to contract and approval by FEMA. It was also reported that the installation of a groin wall on the east end of the bay beach and a screen wall on the west end of the bay beach are still in the regulatory approval process and will be installed in the fall of the upcoming year if final approval is received. An application has also been made under the mitigation program of the FEMA disaster declaration for storms.
• The Village, along with the 11 communities which participated in the 2008/09 project, have begun the regulatory approval process for the next re-nourishment project, which will require an Environmental Impact Statement and at least three years to complete.
• The engineer has been retained for the design of the replacement of the sole remaining wood bulkhead wall on the east end of the Bayshore Marina, with construction likely in the off-season of 2010/11. This project is being funded in part by a grant from the NYS DOT.
• The Village Attorney reported that the ambulance service agreement between the County of Suffolk, the Village of Saltaire and the Saltaire Volunteer Fire Company is in the final review stage awaiting final comment from the Fire Company.

APPROVAL OF MINUTES

Draft copies of the minutes of the meeting of May 31, 2010 having been previously presented to the Board and posted in draft form on the Village web site, were discussed. Trustee Rich made a motion to adopt the minutes as presented, which was seconded by Trustee Richard, and on call without objection, was unanimously approved as written

NEW BUSINESS

ORGANIZATIONAL MEETING RESOLUTIONS

Mayor Cox stated that the Village annually adopts a series of organizational resolutions which govern basic operations of the Village. The following resolutions were presented, discussed and acted upon as indicated.

RESOLUTION #1

INCORPORATED VILLAGE OF SALTAIRE

APPROVING APPOINTMENTS OF VILLAGE OFFICIALS

Trustee Rich made the following motion:

WHEREAS the Honorable Robert Cox III as the Mayor of the Incorporated Village of Saltaire has made certain appointments of Village Officials, Commissioners, Board Members and other appointed officers of the Village, and;

WHEREAS at the annual organizational meeting of the Village conducted on July 3, 2010 these appointments duly came before the Board of Trustees for approval, and the Board duly approved those appointments, it is therefore;

RESOLVED that the appointments of Village Officials, Officers, Commissioners, Board Members and other appointed officers of the Village are hereby approved as follows:

ADMINISTRATOR & CLERK Mario Posillico

TREASURER Donna Lyudmer

COUNSELLOR TO THE BOARD Harry Baker

TAX ASSESSOR Mario Posillico

BUILDING INSPECTOR Mario Posillico

FIRE COMPANY PRESIDENT Ted Weinrib

FIRE COMPANY CHIEF Kevin Gillespie

FIRE MARSHAL Andrew Brofman

VILLAGE HISTORIAN Elizabeth Starkey

REGISTRAR OF VITAL STATISTICS Liv Hempel

VILLAGE ATTORNEY Joseph Prokop

ACTING VILLAGE JUSTICE Nicholas DiCostanzo

PROSECUTORS Mark Geistfeld

Linda Cassano

Jim McDonald

COURT CLERK ……………………………………. Liv Hempel

BOARDS & COMMISSIONS

BOARD OF APPEALS (Chair) Martin Semel (2013)

Frank Wolf (2012)

Paul Kampa (2011)

Jon Lindsey (Alternate)

Ralph Perlberger (Alternate)

ARCHITECT. REVIEW COMM. (Chair) Robert Mayers (2011)

Robert Fielding (2012)

Jeff Murphy (2013)

BD. OF ASSESSMENT REVIEW (Chair) Elizabeth Starkey (Holdover)

Ann Connolly Medenica (2011)

Alex Chefetz (2012)

PLANNING COMMISSION (Chair) Patricia McElhone (2012)

Bob Mason (2012)

Steve Kunreuther (2013)

Harry Baker (2011)

James McCann (2013)

Carol Hochman (Alternate)

Anna Kovner Meisel (Alternate)

MEDICAL ADVISORY COMM (Chair) James Ferguson, M.D.(2012) Harold Weinberg, M.D. (2013)

Richard Fuchs, M.D. (2011)

Anthony Smith MD (Alternate)

Bill Veronese (Alternate)

The motion was seconded by Trustee Zaccaro, and the motion on call without objection was unanimously so approved.

RESOLUTION #2

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

DETERMINING STANDARD WORK DAY

Trustee Rich made the following motion:

WHEREAS, The Village is required to establish a standard work day for elected and appointed officials for retirement reporting purposes,

BE IT RESOLVED, that the Village of Saltaire hereby establishes the following as standard work days for elected and appointed officials as shown and will report the following days worked to the New York State and Local Employees' Retirement System based on the record of activities maintained and submitted by these officials to the clerk of this body:

Title	Name	Social Security Number (Last 4 digits)	Registration Number	Standard Work Day (Hrs/day)	Term Begins/Ends	Participates in Employer’s Time Keeping System (Y/N)	Days/Month (based on Record of Activities)
Elected Officials
Appointed Officials
Administrator Clerk Treasurer	Mario Posillico	XXXX	XXXXXXX	8	6/1/2010-5/31/2011	Y	20
Deputy Clerk Treasurer	Donna Lyudmer	XXXX	XXXXXXX	8	6/1/2010-5/31/2011	Y	20

The motion was seconded by Trustee Rich, and the motion on call without objection was unanimously so approved.

RESOLUTION #3

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

DETERMINING COST OF BONDING VILLAGE OFFICERS TO BE A VILLAGE EXPENSE

No Action was taken on the following resolution.

WHEREAS certain officers of the Incorporated Village of Saltaire are required by law to be bonded, and;

WHEREAS such bonding is in conjunction with the discharge of their duties as officers of the Village, and;

WHEREAS the Board of Trustees by law may determine that the cost of such bonding is a Village expense, it is therefore;

RESOLVED by the Board of Trustees of the Village of Saltaire 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 that such charge shall be charged to and paid by the Incorporated Village of Saltaire.

RESOLUTION #4

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

DESIGNATING OFFICIAL VILLAGE BANKS AND DEPOSITORIES

Trustee Richard made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire are required to designate and approve a bank as the official depositories of the Village for the deposit of Village funds, it is therefore;

RESOLVED that the official banks and depositories of the Incorporated Village of Saltaire shall be the following:

JP Morgan Chase

Municipal Investors Service Corporation

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

FURTHER RESOLVED, that all checks written upon these banking institutions that are under $100,000 require two signatures, one of which must be either the Village Clerk or the Village Treasurer, and the second signature may be the other of those officers or any one of the members of the Board of Trustees, and

FURTHER RESOLVED, that all checks written upon these banking institutions that are over $100,000 require two signatures, one of which must be either the Village Clerk or the Village Treasurer, and the second signature must be the Mayor or the Deputy Mayor acting in his absence.

The motion was seconded by Trustee Rich, and the motion on call without objection was unanimously so approved.

RESOLUTION #5

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

DESIGNATING OFFICIAL VILLAGE NEWSPAPER

Trustee Rich made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire are required to designate and approve a newspaper as the official newspaper of the Village for the posting of public notices of the Village, and other requirements, it is therefore;

RESOLVED that the official newspaper of the Incorporated Village of Saltaire shall be either the Islip Bulletin or Newsday.

The motion was seconded by Trustee Richard, and the motion on call without objection was unanimously so approved.

RESOLUTION #6

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

SETTING DATES OF REGULAR MONTHLY MEETINGS AND

ADOPTING THE RULES OF THE OPEN MEETINGS LAW

Trustee Zaccaro made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire are required to set the date for regular monthly meetings of the Board of Trustees through the year, unless otherwise designated by the Board and proper public notification is given, and;

WHEREAS the Mayor and Board of Trustees are desirous of adopting the requirements of the open meetings law as set forth in the Public Officers Law, and the other laws of the State of New York, it is therefore;

RESOLVED that the regular meeting date of the Board of Trustees of the Incorporated Village of Saltaire shall be as follows:

July 3, 2010, Broadway, Saltaire

August 1, 2010, Broadway, Saltaire

September 4 , 2010, Broadway, Saltaire

October 2, 2010, Broadway, Saltaire

November 6, 2010, Broadway, Saltaire or

December 4, 2010, Broadway, Saltaire or

January 8, 2011, Broadway, Saltaire or

February 5, 2011, Broadway, Saltaire or

March 5, 2011, Broadway, Saltaire or

April 9, 2011, Broadway, Saltaire or

April 23, 2011, Broadway, Saltaire

May 30, 2011, Broadway, Saltaire

unless a proper public notice is otherwise made and given, then the meeting for that month shall be on such other date as may be so set, 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 via posting on the Village bulletins boards.

The motion was seconded by Trustee Rich, and the motion on call without objection was unanimously so approved.

RESOLUTION #7

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

ESTABLISHING PROCEDURES FOR THE SETTING

AND NOTIFICATION OF A SPECIAL MEETING

Trustee Rich made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire desire to establish a procedure for setting special meetings of the Board of Trustees of the Village, it is therefore;

RESOLVED that a special meeting of the Board of Trustees of the Village of Saltaire may be called by either the Mayor or by the remaining Trustees of the Village of Saltaire acting together, and it is further;

RESOLVED that in the event of a special meeting being called, the Mayor and every member of the Board of Trustees shall be informed by telephone or by such other manner permissible by law 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 posted on the Village notice boards, and if notice cannot be made more than 72 hours in advance of the meeting, such notice shall be given to the local media, and otherwise as in conformance with the Public Officers Law, and the other laws of the State of New York.

The motion was seconded by Trustee Zaccaro, and the motion on call without objection was unanimously so approved.

RESOLUTION #8

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

ADOPTING RULES OF ORDER AS THE

OFFICIAL PROCEDURE OF THE BOARD

Trustee Zaccaro made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire are able to develop or designate rules of procedure and meetings to be applied for the meetings of the Board, and;

WHEREAS the Board of Trustees believes it is in the best interests of the Village to continue to operate under the Rules of Procedure originally adopted on September 5, 1998;

RESOLVED that the Rules of Procedure originally adopted on September 5, 1998 are hereby adopted as the rules of procedure for the Board of Trustees of the Village to the extent that they are not inconsistent with New York State law.

The motion was seconded by Trustee Rich, and the motion on call without objection was unanimously so approved.

RESOLUTION #9

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

ADOPTING THE VILLAGE EMPLOYEE HANDBOOK

Trustee Rich made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire had on June 30, 2007 adopted an Employee Handbook of Village of Saltaire Employee Handbook, outlining the policies governing employee rights and requirements, and;

WHEREAS the Board of Trustees has seen fit to amend and modify the Employee Handbook from time to time as necessary, it is therefore;

RESOLVED that the Village of Saltaire Employee Handbook as amended and modified as of the date of this resolution shall hereby be adopted as the official Employee Handbook for the Village of Saltaire.

The motion was seconded by Trustee Zaccaro, and the motion on call without objection was unanimously so approved.

RESOLUTION #10

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

ADOPTING THE VILLAGE INVESTMENT POLICY

Trustee Richard made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire are required to adopt or formulate certain policy and procedures regarding the investment and deposit of Village funds, and the management of that money, and;

WHEREAS the Village of Saltaire has previously adopted an investment policy, which is reviewed annually, it is therefore;

RESOLVED, that the Village of Saltaire does hereby adopt the following investment policy:

1) The objectives of the investment policy of the Village of Saltaire are:

a) To invest only in instruments legally permissible for municipalities.

b) To minimize risk so as to preserve principal and maintain a stable asset value

c) To manage portfolio to ensure that cash will be available as required to finance operations

d) To maximize current income to the degree consistent with legality, safety and liquidity.

2) In accordance with this policy, the Village Treasurer is hereby authorized to invest all funds, including proceeds of obligations and reserve funds, in:

a) Certificates of deposit issued by a bank or trust company authorized to do business in New York State.

b) Time deposit accounts in a bank or trust company authorized to do business in New York State.

c) Obligations of New York State.

d) Obligations of the United States Government.

e) Repurchase agreements involving the purchase and sale of direct obligations of the United States.

3) All funds may be invested in:

a) Obligations of agencies of the federal government, if principal and interest is guaranteed by the United States.

4) No other Village of Saltaire officials have the authority to receive money in their official capacity.

5) All investments made pursuant to this investment policy shall comply with the following conditions:

a) Collateral.

(1) Certificates of deposit shall be fully secured by insurance of the Federal Deposit Insurance Corporation or by obligations of New York State or obligations of the United States or obligations of federal agencies the principal and interest of which are guaranteed by the United States, or obligations of New York State local governments, or a combination of same. Collateral shall be delivered to the Village of Saltaire or a custodial bank with which the Village of Saltaire has entered into a custodial agreement. The market value of collateral shall at all times equal or exceed the principal amount of the certificate of deposit. Collateral shall be monitored no less frequently than monthly, and market value shall mean the bid or closing price as quoted in the Wall Street Journal or as quoted by another recognized pricing service.

(2) Securities purchased through a repurchase agreement shall be valued to market at least weekly.

(3) Collateral shall not be required with respect to the direct purchase of obligations of New York State, obligations of the United States and obligations of federal agencies the principal and interest of which are guaranteed by the United States Government.

b) Delivery of securities.

(1) Repurchase agreements. Every repurchase agreement shall provide for payment to the seller only upon the seller's delivery of obligations of the United States to the custodial bank designated by the Village of Saltaire or, in the case of a book-entry transaction, when the obligations of the United States are credited to the custodian's Federal Reserve Bank account. The seller shall not be entitled to substitute securities. Repurchase agreements shall be for periods of 30 days or less. The custodial bank shall confirm all transactions in writing to ensure that the Village of Saltaire's ownership of the securities is properly reflected on the records of the custodial bank.

(2) Payment shall be made by or on behalf of the Village of Saltaire for obligations of New York State, obligations the principal and interest of which are guaranteed by the United States, United States obligations, certificates of deposit and other purchased securities upon the delivery thereof to the custodial bank or, in the case of a book-entry transaction, when the purchased securities are credited to the custodial bank's Federal Reserve System account. All transactions shall be confirmed in writing.

(3) Written contracts. Written contracts are required for repurchase agreements, certificates of deposit and custodial undertakings. With respect to the purchase of obligations of the United States, New York State or other governmental entities, etc., in which moneys may be invested, the interests of the Village of Saltaire will be adequately protected by conditioning payment on the physical delivery of purchased securities to the Village of Saltaire or custodian or, in case of book-entry transactions, on the crediting of purchased securities to the custodian's Federal Reserve System account. All purchases will be confirmed in writing to the Village of Saltaire. It is, therefore, the policy of the Village of Saltaire to require written contracts as follows:

(a) Written contracts shall be required for all repurchase agreements. Only creditworthy banks and primary reporting dealers shall be qualified to enter into a repurchase agreement with the Village of Saltaire. The written contract shall provide that only obligations of the United States may be purchased, and the Village of Saltaire shall make payment upon delivery of the securities or appropriate book-entry of the purchased securities. No specific repurchase agreement has been executed between the Village of Saltaire and the trading partners. While the term of the master repurchase agreement may be for a reasonable length of time, a specific repurchase agreement shall not exceed 30 days.

(b) Written contracts shall be required for the purchase of all certificates of deposit over $100,000.

6) Financial strength of institutions

a) All trading partners must be creditworthy. Their financial statements must be reviewed at least annually by the Treasurer to determine satisfactory financial strength, or the Treasurer may use credit-rating agencies to determine creditworthiness of trading partners, in which case the institution must have a credit rating of B+ or better by at least one of the national credit rating agencies Concentration of investments in financial institutions should be avoided. The general rule is not to place more than $2,000,000 in overnight investments with any one institution.

b) Investments in time deposits and certificates of deposit are to be made with banks or trust companies. Their annual reports must be reviewed by the Treasurer to determine satisfactory financial strength.

c) When purchasing eligible securities, the seller shall be required to deliver the securities to our custodial bank.

d) Repurchase agreements shall be entered into only with banks or trust companies or registered and primary reporting dealers in government securities. Sound credit judgments must be made with respect to trading partners in repurchase agreements. It is not assumed that inclusion on a list of the federal reserve is automatically adequate evidence of creditworthiness.

e) Repurchase agreements should not be entered into with undercapitalized trading firms.

f) A margin of 5% or higher of the market value of purchased securities in repurchase agreements must be maintained.

7) Operations, audit and reporting.

a) The Treasurer or the deputy Treasurer shall authorize the purchase and sale of all securities and execute contracts for repurchase agreements and certificates of deposit on behalf of the Village of Saltaire. Oral directions concerning the purchase or sale of securities shall be confirmed in writing. The Village of Saltaire shall pay for purchased securities upon the delivery or book-entry thereof.

b) The Village of Saltaire will encourage the purchase and sale of securities and certificates of deposit through a competitive or negotiated process involving telephone solicitation of at least two bids for each transaction.

c) At the time the Village’s independent auditors conduct the an audit of the accounts and financial affairs of the Village of Saltaire, the Village’s independent auditors shall audit the investments of the Village of Saltaire for compliance with the provisions of these investment guidelines.

d) Within 60 days of the end of each of the first three quarters of the fiscal year, the Village treasurer shall prepare and submit to the Board of Trustees of the Village of Saltaire a quarterly investment report which indicates new investments, the inventory of existing investments and such other matters as the Treasurer deems appropriate.

e) Within 120 days of the end of the fiscal year, the Village treasurer officer shall prepare and submit to the Board of Trustees of the Village of Saltaire an annual investment report; recommendations for change in these investment guidelines; the results of the annual the Village’s independent audit, if available; the investment income record; a list of total fees, commissions or other charges, if any, paid to the custodial bank; and such other matters as the Treasurer deems appropriate.

f) At least annually, and, if practicable, at the annual organization meeting of the Board of Trustees of the Village of Saltaire, the Board of Trustees shall review and amend, if necessary, these investment guidelines.

The motion was seconded by Trustee Rich, and the motion on call without objection was unanimously so approved.

RESOLUTION #11

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

ADOPTING THE VILLAGE PROCUREMENT POLICY

Trustee Rich made the following motion:

WHEREAS, General Municipal Law 104-b requires the governing body of every municipality to adopt a procurement policy for all goods and services which are not required by law to be publicly bid, and

WHEREAS the Village of Saltaire had previously adopted a procurement policy for the Village, which is reviewed annually, it is therefore;

RESOLVED, that the Village of Saltaire does hereby adopt the following procurement policy which is intended to apply to all goods and services which are not required by law to be publicly bid.

PROCUREMENT POLICY FOR THE VILLAGE OF SALTAIRE

1. Every purchase to be made must be initially reviewed to determine whether it is a purchase contract or a public works contract. Once that determination is made, a good faith effort will be made to determine whether it is known or can reasonably be expected that the aggregate amount to be spent on the item of supply or service is not subject to competitive bidding taking into account past purchases and the aggregate amount to be spent in a year. The following items are not subject to competitive bidding pursuant to General Municipal Law §103: purchase contracts under $10,000 and public works contracts under $20,000; emergency purchases; certain municipal hospital purchases; goods purchased from agencies for the blind or severely handicapped; goods purchased from correctional institutions; purchases under State and county contracts; and surplus and second-hand purchases from another governmental entity.

2. All goods and services will be secured by use of written requests for proposals, written quotations, verbal quotations, or any other method that assures that goods will be purchased at the lowest price and that favoritism will be avoided, except in the following circumstances: purchase contracts over $10,000 and public works contracts over $20,000; goods purchased from agencies for the blind or severely handicapped pursuant to State Finance Law 175-b ; goods purchased from correctional institutions pursuant to Correction Law 186; purchases under State contracts pursuant to General Municipal Law 104; purchases under county contracts pursuant to General Municipal Law 103(3); or purchases pursuant to subdivision 6 of this policy.

3. The following method of purchase will be used when required by this policy in order to achieve the highest savings:

Estimated Amount of Purchase Contract Method

$1,000 - $3,499 2 verbal quotes

$3,500 - $9,999 3 written/fax quotes or written request for proposals

Estimated Amount of Public Works Contract Method

$1,000 - $3,499 2 verbal quotes

$3,500 - $7,499 2 written/fax quotations

$7,500 - $19,999 3 written/fax quotes or written request for proposals

A good faith effort shall be made to obtain the required number of proposals or quotations. If the Village is unable to obtain the required number of proposals or quotations, the Village will document the attempt made at obtaining the proposals. In no event shall the failure to obtain the proposals be a bar to the procurement.

4. Documentation is required of each action taken in connection with each procurement. For any single purchase of goods or services over $10,000 or for Public Works Contracts over $20,000, the Village Treasurer shall seek written authorization from the Mayor in the form of either contract signature or authorization on either a Purchase Order or Purchase Requisition prior to procurement.

5. Documentation and an explanation is required whenever a contract is awarded to other than the lowest responsible offeror. This documentation will include an explanation of how the award will achieve savings or how the offeror was not responsible. A determination that the offeror is not responsible shall made by the purchaser and may not be challenged under any circumstances.

6. Pursuant to General Municipal Law 104-b(2)(f), the procurement policy may contain circumstances when, or types of procurements for which, in the sole discretion of the governing body, the solicitation of alternative proposals or quotations will not be in the best interest of the municipality. In the following circumstances it may not be in the best interests of Village of Saltaire to solicit quotations or document the basis for not accepting the lowest proposal:

a. Professional services or services requiring special or technical skill, training or expertise. The individual or company must be chosen based on accountability, reliability, responsibility, skill, education and training, judgment, integrity, and moral worth. These qualifications are not necessarily found in the individual or company that offers the lowest price and the nature of these services are such that they do not readily lend themselves to competitive procurement procedures.

In determining whether a service fits into this category the Purchaser shall take into consideration the following guidelines: (a) whether the services are subject to State licensing or testing requirements; (b) whether substantial formal education or training is a necessary prerequisite to the performance of the services; and (c) whether the services require a personal relationship between the individual and municipal officials. Professional or technical services shall include but not be limited to the following: services of an attorney; services of a physician; technical services of an engineer or architect engaged to prepare plans, maps and estimates; services of a state licensed trade with special knowledge or training, securing insurance coverage and/or services of an insurance broker; services of a certified public accountant; investment management services; printing services involving extensive writing, editing or art work; management of municipally owned property; and computer software or programming services for customized programs, or services involved in substantial modification and customizing of pre-packaged software.

b. Emergency purchases pursuant to Section 103(4) of the General Municipal Law. Do to the nature of this exception, these goods or services must be purchased immediately and a delay in order to seek alternate proposals may threaten the life, health, safety or welfare of the residents. This section does not preclude alternate proposals if time permits.

c. Purchases of surplus and second-hand goods from any source or goods purchased at auction. If alternate proposals are required, the Village of Saltaire is precluded from purchasing surplus and second-hand goods at auctions or through specific advertised sources where the best prices are usually obtained. It is also difficult to try to compare prices of used goods and a lower price may indicate an older product.

d. Goods or services under $1,250. The time and documentation required to purchase through this policy may be more costly than the item itself and would therefore not be in the best interests of the taxpayer. In addition, it is not likely that such de minimis contracts would be awarded based on favoritism.

e. Service contracts entered into through the New York State Office of General Services. In these instances, the State has already investigated and secured the lowest possible price for the municipality.

7. This policy shall go into effect upon adoption, will be reviewed annually, and will remain in effect until otherwise modified and adopted.

The motion was seconded by Trustee Zaccaro, and the motion on call without objection was unanimously so approved.

RESOLUTION #12

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

DESIGNATING VILLAGE AUDITORS

Trustee Rich made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire are required to retain the services of a public accounting firm to serve in the capacity as the auditors of the Village, and;

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire are desirous of retaining with the services of Sheehan & Company as the auditors of the Village of Saltaire, it is therefore;

RESOLVED that Sheehan & Company is hereby appointed as the Village Auditors of the Village of Saltaire, pursuant to further agreement of engagement to be submitted by that firm for review.

The motion was seconded by Trustee Richard, and the motion on call without objection was unanimously so approved.

RESOLUTION #13

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

AUTHORIZING PAYMENT OF CERTAIN CLAIMS PRIOR TO AUDIT

Trustee Richard made the following motion:

WHEREAS, the Mayor and the Board of Trustees of the Incorporated Village of Saltaire have determined that upon occasion it may be necessary that the Village pay claims or invoices of third parties prior to the next available audit by the Board of Trustees of such claims or invoices when the failure to timely pay such claims or invoices would result in cancellation or interruption of service, excessive interest charges, or other penalties to the Village or when such claims or services are rendered on an emergency basis and require immediate payment (collectively, the “Pre-Audited Payments”);

RESOLVED, that the Village Treasurer or the Village Clerk each is hereby authorized to make Pre-Audited Payments of claims and invoices that, in the determination of the Village Treasurer, if not promptly paid prior to the next available audit by the Board of Trustees would be detrimental to the Village, provided that as of the time of payment the Village Treasurer gives prior written notification to the Mayor and the Board of Trustees of the payment, including the name of the payee, the amount paid, the nature of the claim or matter invoiced, and the reason why the payment was a Pre-Audited Payment.

The motion was seconded by Trustee Rich, and the motion on call without objection was unanimously so approved.

RESOLUTION #14

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

AUTHORIZING OFFICERS AND EMPLOYEES OF THE

VILLAGE TO ATTEND CONFERENCES AND SEMINARS

Trustee Zaccaro made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire have determined that it is in the best interests of the Village and its residents that officers and employees of the Village of Saltaire from time to time attend conferences and seminars of public employees and officials for educational and training and other similar purposes and that upon prior approval that they may be reimbursed for some or all of their reasonable expenses incurred, it is therefore;

RESOLVED that the officers, employees and advisors of the Village of Saltaire 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, and be reimbursed for part or all of their reasonable expenses incurred provided that their attendance and the expenses are approved by the Board of Trustees.

The motion was seconded by Trustee Rich, and the motion on call without objection was unanimously so approved.

RESOLUTION #15

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

RESIDENCY REQUIREMENTS FOR KEY EMPLOYEES

Trustee Richard made the following motion:

WHEREAS, the Village of Saltaire is located on Fire Island, a barrier island which is geographically separated from the mainland of Long Island and to which vehicle access is severely limited by federal and local regulations, and to which ferry service is severely limited or nonexistent between the months of September through May each year; and,

WHEREAS, the Village of Saltaire is primarily a summer community, consisting mostly of residents whose homes are not winterized and are closed up for most of the calendar year, and of only a small number of residents who reside in the Village on a year-round basis; and

WHEREAS, the Board of Trustees has determined that it is necessary to require certain key employees to reside in the Village or to continue to reside in the Village as previously required by prior Boards in order to provide a necessary or desired level of service to both the summer and year-round community, to oversee and maintain the public infrastructure, and to guard and protect private and public property on a continuing basis; and

NOW THEREFORE BE IT RESOLVED that the Board of Trustees does hereby require the following employees as a condition or continuing condition of employment to reside or to continue to reside in the Village of Saltaire, allowing for short periods of lapses in residency for personal reasons upon notification of supervisor, for the duration of their employment whether seasonal or annual, or until such time that employment ends or a determination is made by the Board of Trustees by separate resolution that residency is no longer required for any or all employees, and designates and offers the following Village properties for occupancy by the specified employees shown, and his or her family if applicable, in order to fulfill such requirement of residency, according to the terms of the housing license required to be executed by the employee and filed with the Village Clerk:

Village Administrator Mario Posillico Annual 109 Neptune Walk

Maintenance Vernon Henriksen Annual 103 Neptune Walk

Security Chief Dennis Foley Annual 104B Neptune Walk

Maintenance Mechanic James Wilde Annual 5B Pomander Walk

Recreation Director Charles Jones Seasonal 2 Pomander Walk

Camp Directors Ted & Jen Nagengast Seasonal 106 Neptune Walk

Chief Lifeguard Richard Wilde Seasonal 5A Pomander Walk and/or

107 Neptune

Village Doctor Dr. Furey or covering doctor Seasonal 100 Neptune Walk

The motion was seconded by Trustee Rich, and the motion on call without objection was unanimously so approved.

RESOLUTION #16

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

VILLAGE OFFICIAL & EMPLOYEE TRANSPORTATION POLICY

No action was taken on the following resolution:

WHEREAS, the Board of Trustees of the Village of Saltaire hereby determines that, it is necessary, in order for the Village to recruit and retain qualified employees on both a seasonal and year-round basis and to ensure their reliable access to the village at all times when their services are required, to facilitate transportation into and out of the Village of Saltaire for certain categories of employment, and

WHEREAS, the transportation process shall include ferry and water taxi transportation, vehicle access, and parking in the Village-owned Bay Shore parking lot and Robert Moses State Park parking field number 5, and

WHEREAS, the Village Administrator shall upon request of the Board present to the Board a list of the specific employees or other Village officials affected by one or more aspects of this policy together with the designated modes of transportation indicated therein.

WHEREAS the Village of Saltaire has previously adopted a transportation policy, which is reviewed annually, it is therefore;

RESOLVED, that the Village of Saltaire does hereby adopt the following transportation policy:

VEHICLE ACCESS

Maintenance Department Vehicles

The Board of Trustees further hereby determine that it is in the best interest of the Village of Saltaire for members of the Village Maintenance department that shall be determined by the Board of Trustees to be provided with the use of a Village vehicle for purposes of traveling to and from the Village during normal business hours and to fulfill the requirements of his job beyond normal business hours, in order that the selected employee may respond to work-related emergencies as they may arise, to provide delivery services as are determined to be necessary for the effective operation of the Village, and to provide transportation into the workplace to other members of the Maintenance staff as can be accommodated safely and legally in the vehicle. Such designated Maintenance employee shall not allow the use of the vehicle by any other person other than a properly licensed Village employee in the course of Village business. A report of the use of the vehicle shall be supplied as requested by the Board of Trustee or the Village Administrator. The use of the vehicle and the policy and procedures may be unilaterally terminated or modified without notice by the Board of Trustees.

Security Department Vehicle

The Board of Trustees further hereby determines that it is in the best interest of the Village of Saltaire that the Security patrol vehicle be used, upon direction of the Village Administrator to transport into and out of the Village, Members of the Board of Trustees engaged in the performance of the duties of their offices where ferry service is either unavailable or impracticable for the tasks being performed, appointed members of Village Boards or Commissions engaged in the performance of the duties of their offices where ferry service is either unavailable or impracticable for the tasks being performed, Security staff for shift changes when it has been determined by the Village Administrator that such vehicle transportation is necessary for the effective operation of the department, and other department staff, or vendors, repairmen, professionals, etc., when it has been determined by the Village Administrator that such vehicle transportation is necessary for the effective operation of the Village.

Resident Employee Vehicles

The Board of Trustees hereby further determines that it is in the best interest of the Village of Saltaire to maintain a core of necessary employees who maintain residences in Saltaire or one of the surrounding communities. Therefore, all full time employees of the Village of Saltaire, as defined in the Village of Saltaire Employee handbook, who maintain permanent residency in Saltaire or one of the surrounding communities, shall be required to obtain a Village of Saltaire vehicle permit but shall not be required to remit the fee associated with that permit. Further, all such employees shall be reimbursed the requisite vehicle permit fees charged by the Town of Islip and Fire Island National Seashore, upon submission of proof of payment of such fees.

FERRY TRANSPORTATION

Employees

The Board of Trustees hereby further determines that it is in the best interest of the Village of Saltaire to provide ferry transportation in the form of roundtrip ferry access (when not otherwise provided) to the following classifications of employees: Village Office staff, Post Office staff, Medical Office staff, Security staff, Maintenance staff, Lifeguard staff, Recreation Administration (including the Recreation Director, Camp Director, Art Director, Nature Director, and Group Leaders, but not including youth counselors) in order to facilitate access to the Village for their employment. Ferry transportation for such qualified employees will be provided through the use of discount ferry tickets distributed by the respective department heads.

Resident Employees

The Board of Trustees hereby further determines that it is in the best interest of the Village of Saltaire to maintain a core of necessary employees who maintain permanent and/or seasonal residences in Saltaire. The Board may, at its discretion, allocate some number of the employee ferry passes that are made available through contractual obligation with Fire Island Ferries, Inc., to those seasonal or permanent resident employees and their families as an inducement to maintain both required and voluntary residency and to meet the Village’s needs and obligations.

WATER TAXI TRANSPORTATION

The Board of Trustees hereby further determines that water taxi transportation for employment is not warranted under routine circumstances, however, that Water Taxi transportation in the case of a work emergency may be provided by or reimbursed by the Village of Saltaire, provided such transportation shall have the approval of the Village Administrator.

PARKING

Robert Moses Field 5

Upon determination of the Village Administrator that it is beneficial to the operation of the Village or results in a cost savings, parking privileges may be provided in Robert Moses Field 5 for the following classes of employees: Lifeguard Staff, Recreation Administration (including the Recreation Director, Camp Director, Art Director, Nature Director, and Group Leader, but not including youth counselors.) who may choose to walk or bike into and out of the Village from that location rather than use ferry or vehicle transportation.

The Village of Saltaire shall meet this obligation only through the reimbursement to the qualified employee of the requisite fee for the purchase of an annual parking pass, upon submission of proof of payment of such fee.

Bay Shore Parking Lots

The Board of Trustees hereby further determines that it is in the best interest of the Village of Saltaire to provide parking privileges at the Village-owned parking lot at its Bay Shore ferry terminal, to certain key seasonal or year-round employees, the allocation of which shall be made on an annual basis from the employee parking spaces that are made available by the contractual obligation of Fire Island Terminal, Inc. The Village Administrator in consultation with the Board of Trustees shall make such annual determination based upon a number of factors, including but not limited to operational efficiency and maintaining key employees in required or voluntary residency.

RESOLUTION #17

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

AUTHORIZING AND SETTING RATE OF MILEAGE

REIMBURSEMENT FOR VILLAGE OFFICERS AND EMPLOYEES

Trustee Rich made the following motion:

WHEREAS the Mayor and Board of Trustees of the Incorporated Village of Saltaire have determined that it is in the best interests of the Village and its residents that officers and employees of the Village of Saltaire be reimbursed for the reasonable cost of the use of their personal vehicles for Village purposes, and that a standard for the rate of this reimbursement be adopted by the Village, it is therefore;

RESOLVED that the Village of Saltaire will reimburse the officers and employees for the reasonable cost of the use of their personal vehicles for village purposes on the submission of a written request and documentation of same, and that the rate of reimbursement shall be the then posted rate as set by the Internal Revenue Service at the time of the use.

The motion was seconded by Trustee Richard, and the motion on call without objection was unanimously so approved.

RESOLUTION #18

INCORPORATED VILLAGE OF SALTAIRE

RESOLUTION OF THE BOARD OF TRUSTEES

AUTHORIZING CAPITALIZATION & DEPRECIATION SCHEDULES

Trustee Rich made the following motion:

CAPITALIZATION SCHEDULES

Item Tracking & Inventory Capitalization & Depreciation

Land $1 Capitalize Only

Land Improvements $1 Capitalize Only

Building $1 $25,000

Building Improvements $1 $25,000

Machinery & Equipment $1,000 $5,000

Vehicles $1,000 $5,000

Infrastructure $1 Capitalize Only

DEPRECIATION SCHEDULES

Items Years Method

Automobiles 3 Straight Line

Office Equipment 3 Straight Line

Other Equipment 7 Straight Line

Fire Trucks 10 Straight Line

Incineration 25 Straight Line

Boardwalks 25 Straight Line

Cement Walks/Asphalt 30 Straight Line

Water System 30 Straight Line

Docks/Bulkhead/Marina 40 Straight Line

Buildings 40 Straight Line

The motion was seconded by Trustee Richard, and the motion on call without objection was unanimously so approved.

SALTAIRE DOWNTOWN PLAN

Mayor Cox reported that the Village consultant, Saccardi and Schiff, has completed the first draft of the Saltaire Downtown Plan, which was distributed at the meeting and posted on the Village website. Mayor Cox stated that the version of the draft distributed did not include those portions of the work done by the consultant that addressed specific economic analysis of the Saltaire Market or recommendations thereof so as not to disadvantage the Village or the Saltaire Market in possible future negotiations for the sale of the property, whether or not the Village is part of those negotiations. He further stated that the report did address the number of Village owned properties in the downtown area of the Village and their potential best use in light of the municipal services delivered. He stated that the development of the plan would help the Village determine the design criteria for those buildings that are in obvious need of renovation. After Mayor Cox opened the discussion for comment from the public, he announced that the first public meeting on the plan will be July 17, with the precise time and location to be determined. He urged all residents to attend that presentation so the community’s views can be reflected in the final plan document.

FIRE ALARM SYSTEM UPGRADES

Mayor Cox reported that the Village has decided to decommission the red pull box fire alarm system due to the increasing number of false alarms caused by the antiquated and rapidly deteriorating system. The Village of Saltaire was one of the few remaining communities in the state to continue to utilize the system and this scarcity in part was cause of the difficulty of maintaining the system. The Village solicited proposals to upgrade the fire alarm system, which included the installation of an exterior phone on the Firehouse as a test to possibly replace some of the pull box locations throughout the Village as a means of remote activation of the system. Trustee Zaccaro made a motion to accept the proposal of All Service Controls for approximately $11,000 to perform the necessary system upgrades and to install the test equipment. The motion was seconded by Hillary Richard, and on call without objection was unanimously so approved.

TRUSTEE REPORTS

Trustee Rich reported that pursuant to direction from Mayor Cox, he would be overseeing and reporting on the operation of the Saltaire Security Department. He asked Chief Dennis Foley to gave a report on the activities of his department, particularly as it relates to reported burglaries in neighboring communities. Chief Foley did so and urged all residents to be diligent about locking their doors and bikes since that is the best way to prevent the type of petty theft that had been reported in other communities.

Trustee Zaccaro gave a brief report on the recent activities of the maintenance department. He further stated that he had met with Village Administrator Mario Posillico and Maintenance Foreman Vernon Henriksen to begin the process of updating the capital project plan for maintenance and upgrade of the Village infrastructure.

Trustee Richard gave a brief report on the planned activities of the Saltaire Recreation Program, which includes the Saltaire Day Camp, the Family Program and various Library programs. She reported that enrollment and revenues for the Day Camp have both increased from the previous year at this time, which is a good indication of the continued support and enthusiasm for the program.

ABSTRACT AUDIT

Trustee Rich presented the following abstracts:

General Checking No. 1A in the amount of $2,051,535.15

General Checking No. 2A in the amount of $299,169.74

After discussion and opportunity for questions, Trustee Rich made a motion that General Checking Abstracts 1A & 2A be approved as presented, and that the Mayor be authorized to execute the warrants. Trustee Richard seconded the motion and on call without objection it was unanimously approved.

DISCUSSION OF EXPANSION OF COURTESY CART SERVICES

Mayor Cox stated that the although the agenda did not specifically list expansion of the services provided by courtesy cart, he wanted to raise the issue because he and his fellow-Trustees have received numerous requests to allow expansion of service beyond the ferry dock and the doctor’s office. Mayor Cox opened the floor for questions and comments about the current cart policy and its possible expansion. After all had a chance to be heard, Mayor Cox stated that the Board would in the coming weeks take the matter under consideration. A request then was made by a resident in the audience to allow the use of the courtesy cart for certain Independence Day holiday activities while the Board considers the issue. After discussion, Hillary Richard made a motion to allow an exception to the current restrictions on the use of the courtesy cart for one round trip on the evening of July 3 for those non-ambulatory resident in need for attendance at a dinner that evening, with the understanding that such permission should not be deem a precedent as to future use. The motion was seconded by Trustee Rich, and on call without objection was unanimously so approved.

ADJOURN INTO EXECUTIVE SESSION

After the Board received and responded to questions from the audience, Trustee Zaccaro made a motion that the Board adjourn into Executive Session to discuss litigation strategy, contract and personnel issues. The motion was seconded by Trustee Rich and on call without objection was approved at 11:18 a.m.

RE-ADJOURNMENT INTO PUBLIC SESSION

Trustee Zaccaro made a motion to re-adjourn into public session at 12:47 p.m. The motion was seconded by Trustee Rich, and on call without objection was unanimously so approved. The public meeting was called back into session by Mayor Cox at 12:47 p.m. and the following were in attendance:

Robert Lynn Cox III, Mayor

Bruce A. Rich, Trustee

Hillary Richard, Trustee

John Zaccaro Jr, Trustee

Mario Posillico, Administrator & Clerk/Treasurer

And 0 other attendees

PURCHASE OF BEACH ACCESSIBLE WHEEL CHAIR

Trustee Zaccaro made a motion to authorize the Village Administrator to expend up to $2,500 for the purchase of one beach accessible wheel chair for the use of the general public for beachgoers who have difficulty walking on and off the ocean beach, pursuant to operating guidelines that will be developed by the Village Administrator in conjunction with the Chief Lifeguard. The motion was seconded by Trustee Richard, and on call so approved according to the following vote:

Mayor Cox Yea

Trustee Rich Abstain

Trustee Richard Yea

Trustee Zaccaro Yea

NEXT BOARD MEETING & CLOSE OF MEETING

After all having had a chance to be heard, and there being no further business before the Board, Trustee Richard made a motion to close the meeting, and to schedule the next Board of Trustees meeting for August 1, 2010 at 9:30 a.m. The motion was seconded by Trustee Rich, and on call without objection it was unanimously so approved to close the meeting at 12:50 p.m.