Annual Meeting Procedures & Resolutions
1. OFFICIAL UNDERTAKINGS AND INSURANCE
Employee Theft Coverage- $500,000 per loss (not per employee) subject to a $5,000 deductible;
Clerk-Treasurer – additional of $1,000,000; and Deputy Clerk is also additional $1,000,000.
Computer & Funds Transfer Fraud- $500,000 each subject to a $5,000 deductible
2. OFFICIAL NEWSPAPER
Times Herald-Record - Newspaper of Record - One Year
TPFYI.com - News Blog of Record - One Year
3. DESIGNATION OF DEPOSITORIES
The official Village bank(s) and/or trust companies deposit all amounts of money received by the Treasurer, Village Clerk, and receiver who is designated and appointed as Village Receiver.
Banks
J.P. Morgan Chase Bank, Official Depositories, One Year
Provident Bank & M&T Bank, Official Depositories, One Year
4. DATES FOR REGULAR MEETINGS
BOARD MEETINGS SCHEDULED DATES
Board of Trustees 3rd Wednesday of each month @ 7:00 pm
Board of Zoning Appeals 1st Wednesday of each month @ 7:00 pm
Planning Board 2nd & 4th Wednesday of each month @ 7:30 pm
BAR 1st & 3rd Thursday of each month @ 7:00 pm
Village Justice Court 3rd Thursday of each month @ 5:00 pm
HOLIDAYS
Labor Day - Monday, September 6, 2021; Rosh Hashanah - Monday, September 6, 2021 - Wednesday, September 8, 2021; Yom Kippur - Wednesday, September 15, 2021 - Thursday, September 16, 2021; Columbus Day - Monday, October 11, 2021; Veterans Day; Thursday, November 11, 2021; Thanksgiving - Thursday, November 25, 2021; Hanukkah - Sunday, November 28, 2021 - Monday, December 6, 2021; Christmas - Saturday, December 25, 2021 (Holiday observed on Friday, December 24, 2021); New Year's Day - Saturday, January 1, 2022 (Holiday observed on Friday, December 31, 2021); Dr. Martin Luther King, Jr. Day - Monday, January 17, 2022; Presidents' Day - Monday, February 21, 2022; Memorial Day - Monday, May 30, 2022; Juneteenth - Saturday, June 19, 2021 (Holiday observed on Monday, June 20, 2022); Independence Day - Monday, July 4, 2022.
5. VILLAGE ELECTION AND VOTING HOURS
Village Election Day voting hours be from 7:00 a.m. to 9:00 p.m. 3rd Tuesday of June.
6. RULES OF PROCEDURE
General: The Mayor shall preside at Board of Trustees meetings. In the Mayor's absence, the Deputy Mayor shall preside. All motions require a second.
Regular Meeting Schedules: The Board of Trustees shall hold regular meetings on the 3rd Wednesday of each month. Such regular meetings shall commence at 7:00 p.m. and be conducted in the Village Hall. The Board of Trustees may determine any change to the foregoing. Either the Mayor or Deputy Mayor must be physically present to conduct any meeting, special or regular.
Special & Special (Emergency) Meetings:
Special meetings of the Board of Trustees are all those Board meetings other than regular meetings. Upon notice to the entire Board, the mayor may call a special meeting – an option of the Mayor’s noted in Chapter 7 of the NYCOM Handbook. Notice among the Trustees and Village Clerk(s) shall be given by telephone, in person, or in writing at least 24 hours in advance unless an emergency exists. Either the Mayor or Deputy Mayor must be physically present to conduct any meeting, special or regular.
Quorum: The Mayor or Deputy Mayor shall preside at all meetings. Most of the Board constitutes a quorum for the transaction of business. A quorum of the five-member Board of Trustees shall be three. In the absence of a quorum, a lesser number may only adjourn and compel the attendance of absent members.
Executive Sessions: Executive sessions shall be held in accordance with the NYS Public Officers Law §105. All executive sessions shall be commenced in a public meeting, and the reasons permissible for an executive session shall be:
matters which will imperil the public safety if disclosed;
any matter which may disclose the identity of a law enforcement agent or informer;
information relating to current or future investigation or prosecution of a criminal offense which would imperil effective law enforcement if disclosed;
discussions regarding proposed, pending, or current litigation;
collective negotiations under article fourteen of the civil service law;
the medical, financial, credit, or employment history of a particular person or corporation, or matters leading to the appointment, employment, promotion, demotion, discipline, suspension, dismissal, or removal of a particular person or corporation;
the preparation, grading or administration of examinations; and the proposed acquisition, sale or lease of real property or the proposed acquisition of securities, or sale or exchange of securities held by such public body, but only when publicity would substantially affect the value thereof;
Attorney-Client Privilege Session for Attorney advice.
Remote Attendance: If Mayor or any Trustee is electronically linked into the meeting by any means other than videoconferencing, then that member shall not be entitled to vote and shall not count toward the quorum. A member appearing via videoconference in compliance with the NYS Open Meetings Law shall be entitled to vote to the extent permitted in the NY Public Officers Law.
Public Hearings: must be noticed in advance under New York State and Village Law, may be scheduled during regular or special meetings, and may be moved forward within the normal order of the agenda.
Agendas: An agenda shall be prepared by the Clerk at the direction of the Mayor. The Mayor or any Trustee may have an item placed on the agenda for regular meetings. Agenda items shall be given to the Clerk at least 24 hours before the meeting. Items may be placed on the agenda at any time by the Mayor or any Trustee, including during the meeting. When possible, the agenda shall be prepared by noon on the day of the meeting. If necessary, a supplemental agenda shall be distributed at the beginning of the meeting.
Voting: Under Village Law, each member of the Board shall have one vote. The Mayor is not required to vote on any matter unless it is to break a tie. A majority of the totally authorized voting power is necessary to pass a matter unless otherwise specified by State law. Ayes and nays shall take a vote upon any question, and the names of the members present and their votes shall be entered in the minutes.
10. Minutes: Minutes shall be taken by the Clerk or Secretary. Minutes shall consist of a record of all motions, proposals, resolutions, and any other matter formally voted upon by the Board and the vote thereon. A copy of any written resolutions or other prepared written material used to support the board's action must be given to the Clerk during the meeting or as soon as practicable thereafter. Minutes shall be available in accordance with NYS Public Officers Law §106 (open meetings within two weeks, votes taken in executive session within one week).
Minutes shall not be taken at executive session unless action is taken or a motion is made by a formal Board vote, in which event a record or summary shall be made of the final determination of such action or motion, and the date and vote thereon; provided, however, that such summary or record need not include any information which is not required to be made public by the NYS Freedom of Information Law.
Minutes shall also include the following: Name of the board; date, place, and time of the meeting; notation of presence or absence of board members and time of arrival or departure if different from the time of the call to order and adjournment; name and title of other Village officials and employees present and the approximate number of attendees; record of communications presented to the Board; record of reports made by the board or other Village personnel; time of adjournment; and signature of clerk or person who took the minutes if not the clerk. Minutes shall not be verbatim or reference each comment made.
A majority vote shall approve minutes at the next board meeting or as soon as reasonably practicable. Amendments to the minutes shall also require approval by a majority vote by the Board.
11. Order of Business: Subject to the discretion of the Mayor, the normal order for the agenda in a regular Board meeting is:
Call to order
Pledge of Allegiance Roll Call
Mayor’s Comments
Dept. Reports; Trustee Reports; Legal Reports; Town Report; Committee Reports Public Comment Period
Consent Agenda
Approval of Minutes
Business (Old) Business (New)
Audit of Claims Adjournment
Guidelines for Public Comment: The Mayor shall determine if the public will be granted an opportunity to speak at any Board meeting unless a majority of the Board decides otherwise. If the public is granted an opportunity to speak at a Board meeting, they must do so in a respectful manner and limit their remarks to Village business. The Mayor or Board may reasonably restrict the total length of time for the public comment period and limit the time for each speaker.
Guidelines for the use of Recording Equipment: All members of the public and all public officials are allowed to record public meetings unobtrusively. A recording is not allowed during executive sessions.
Guidelines for the use of Handheld Electronic Devices (i.e., iPhones, Android, Blackberry, iPad, and any other cell phone or tablet device): During Public Meetings, all members of the public and all public officials are encouraged to use handheld electronic devices unobtrusively.
Adjournment: Meetings shall be adjourned by motion (other than Special Meetings).
Amendments to the Rules of Procedure: The foregoing procedures may be amended from time to time at the request of the Mayor or a Trustee if approved by a majority vote of the Board.
Code of Ethics: It is required that anyone in a new Village position, whether a newly elected official, newly appointed board member, newly appointed position of chairman, or new employee, must receive a copy of the Code of Ethics (Village Code, Chapter 15) and sign an acknowledgment of receipt of same in front of the Village Clerk or Deputy Village Clerk.
Fiscal Year: Important Dates - Ends on May 31st. It begins on June 1st
THE NEXT ORGANIZATION MEETING
2022 Reorganization meeting is scheduled on Wednesday, July 20, 2022, at 6:30 p.m. in the Village Hall.
7. PROCUREMENT POLICY & PROCEDURE
Renew for one year the Procurement Policy for the Village of Tuxedo Park as amended and adopted by the Board of Trustees on April 17, 2019. A copy is on file.
8. OTHER VILLAGE POLICIES
Sexual Harassment Training. Must be taken by all board members and employees.
Sexual Harassment Policy. A copy is on file.
Social Media Policy. A copy is on file.
9. RESOLUTIONS
Advance Approval of Claims
Under Village Law § 5-524(6), the Board of Trustees may, by resolution, authorize claims for public utility services, postage, freight, and express charges to be paid in advance of the audit, including the Mayor having the authority to expedite appropriations up to $5,000 with oral or written approval by a majority of the Board of Trustees. An appropriate Resolution authorizing advance payment of claims follows:
WHEREAS the board of trustees has determined to authorize payment in advance of audit of claims for public utility services, postage, freight, and express charges; and
WHEREAS all such claims must be presented at the next regular meeting for audit; and
WHEREAS the claimant and the officer incurring or approving the claim are jointly and severally liable for any amount the board of trustees disallows;
NOW THEREFORE BE IT RESOLVED:
Section 1. The Board of Trustees authorizes payment in advance of audit of claims for public utility services, postage, freight, and express charges. All such claims shall be presented at the next regularly scheduled meeting of the Village Board of Trustees for audit. The claimant and the officer incurring or approving the claims are jointly and severally liable for any amount the Board of Trustees disallows.
Section 2. As directed by the Village Mayor and any other employee or Village official, the Village mayor is hereby authorized to take all actions necessary to carry out the provisions of this Resolution.
Section 3. That this resolution is effective immediately.
Mileage Allowance
Under Village Law § 5-524(7), the actual and necessary expenses the officers and employees incur in performing their official duties are a Village charge. However, instead of auditing and allowing a claim for actual and necessary expenses for travel, the Board of Trustees may determine by resolution to pay a reasonable mileage allowance for the use of personal automobiles in performing official duties. (See Chapter 15, Finances on page 15.11 for more information on travel expenses). An appropriate resolution authorizing a mileage allowance follows:
WHEREAS the Board of Trustees has determined to pay a per-mile rate for mileage as reimbursement to Village officers and employees who use their personal automobiles while performing their official Village duties at the Federal 2020-2021 mileage rate;
NOW THEREFORE BE IT RESOLVED:
Section 1. The Board of Trustees is hereby authorized to approve reimbursement to such officers and employees at the Federal per-mile rate.
Section 2. That this resolution is effective immediately.
Attendance at Schools and Conferences
Under General Municipal Law § 77-b, municipal officials and employees may attend schools, conferences, and seminars conducted to benefit the local government. (See Chapter 15, Finances on page 15.11 for more information on travel expenses). However, attendance is not authorized, nor can reimbursement be applied for, unless the Board of Trustees approves of the attendance in advance. Such attendance includes, but is not limited to, meetings at NYCOM’s Annual Meeting and Training School, NYCOM’s Fall Training School, NYCOM’s Public Works Training School, and any New York State-sponsored training classes. An appropriate resolution authorizing attendance at schools and conferences follows:
WHEREAS, the Village desires certain officials and employees to be permitted the opportunity to attend conferences and seminars conducted for the benefit of local government; and
WHEREAS such opportunity to attend conferences or seminars would therefore benefit the Village official or employee and thereby benefit the Village;
NOW THEREFORE BE IT RESOLVED:
Section 1. The Village Board hereby authorizes the following Village officers and employees to attend said events: Police Chief, Police Officers, the Village Building Inspector, the Village DPW Superintendent, Village DPW employees, the Village Clerk-Treasurer, the Deputy Village Clerk-Treasurer, and members of the Village Board of Trustees.
Section 2. Modifications to the aforementioned list of Village officials or employees can be made by subsequent resolution by the Village Board of Trustees.
Section 3. That this resolution shall be effective immediately.
Designating Depositories
Under Village Law § 4-412(3)(2), the Board of Trustees must designate, by resolution, banks or trust companies in which the treasurer, clerk, receiver, and town receiver who are designated and appointed as Village receiver may deposit Village amounts of money received by them. An appropriate resolution designating depositories follows:
WHEREAS the Board of Trustees has determined that Village Law § 4-412(3)(2) requires the designation of banks or trust companies for the deposit of all Village monies;
NOW THEREFORE BE IT RESOLVED:
Section 1. The Board of Trustees designates the following institutions as depositories of all amounts of money received by the village treasurer, clerk, and receiver of taxes. Names of Institutions: JP Morgan Chase Bank, Provident Bank, and M&T Bank.
Section 2. That this resolution is effective immediately.