Enhanced minutes — transcript-derived discussion summaries per item. Not the official record.
workshop— Board of Trustees Workshop Meeting
Agenda (17 items)
Order reflects how the Board actually took items up at the meeting (which sometimes differs from the posted agenda — e.g. items brought forward when a guest is present).
The Board opened the floor for public comment. One resident raised concerns about the wastewater treatment plant expansion, asking how the village could proceed with so many uncertainties about grants and costs. The Mayor explained that grant applications require a fully engineered project and bond resolution to be competitive, and that the Board would not proceed if the final cost per user became unaffordable. Another resident asked whether properties in the proposed sewer use area would be required to connect and whether their recent septic system investment would be lost; the Mayor clarified that the resident was not in Phase Two and would have several years before any requirement applied. A third resident asked what impact the sewer financing would have on village taxes; the Mayor confirmed that only sewer-use-area residents pay capital fees, not the general tax base.
Trustee Uku introduced a detailed discussion of the wastewater treatment plant Phase Two expansion, noting that it is a major project involving both village and town sewer users and that affordability is a critical concern. She asked the project engineer and Mayor to walk through the cost allocation framework so the Board could understand how Phase Two users would be charged.
Project Engineer Robert Flores explained that the total estimated capital cost is $28 million. The village has applied for an EFC IMG grant (estimated at $9.4 million), a WQIP grant (requested at $10 million, with a 50-50 chance of funding), and has already received $2 million from the Department of State and $500,000 from the county. The remaining balance would be financed through the Clean Water State Revolving Fund at approximately 4% interest over 30 years.
The Mayor outlined the town's cost-sharing framework. The town has requested 50,000 gallons per day of capacity from a final plant sized at 300,000 gallons per day. This creates a range: the town could be charged 16.7% (50,000 divided by 300,000) or up to 22.2% (50,000 divided by the 225,000 gallons of new capacity being added), depending on how much of the existing plant's upgrade is attributed to the town versus the village. The Mayor stated that the town's contribution would likely fall between 16.7% and 22.2%, with a minimum of approximately $2.9 million, and that this remains under negotiation with the town.
Uku pressed for clarity on whether the engineering report's 20% contingency on the town's 50,000-gallon request (totaling 60,000 gallons) should be included in the town's cost share, which would raise the town's percentage to 26.7%. The Mayor acknowledged this as one of the numbers still being worked out in discussions with the town.
Uku asked the engineer for realistic probabilities of securing each grant. Flores stated that the IMG grant is very likely given EFC's motivation and the town partnership. For the WQIP grant, he initially said 50-50, but then noted that the village's chances have improved significantly because the consent order issued in August 2026 gives extra scoring points, and the village has original testing data from pre-Phase-One well testing. He indicated that without the consent order, the WQIP success rate would have been only 10%, but with it, the odds are substantially better.
The Mayor walked through a scenario: if the village receives the IMG grant ($9.4 million), the WQIP grant ($10 million), the existing state and county grants ($2.5 million), and the town's minimum contribution ($2.9 million), the total would be $24.8 million, leaving approximately $3.2 million to be financed. She emphasized that the state has a strong priority in expanding housing capacity, which increases the likelihood of grant success. She also noted that if the village receives no additional grants beyond what it already has, it will not proceed with the project.
Uku asked the engineer for the worst-case cost per user if no grants were received. Flores stated that with 4% financing over 30 years plus operations and maintenance, the cost would be approximately $3,300 per year per Phase Two user. The Mayor reiterated that the Board would not proceed if the final cost reached that level.
The Mayor clarified an important point about Phase One operations. She stated that the plant was never properly started up initially, and the major design flaw—an undersized equalization/sludge tank—was not identified during startup as it should have been. The expanded tank will be built as part of Phase Two but is also necessary for Phase One operations regardless. She emphasized that the startup failure was not a plant failure and that with proper startup procedures and DEC oversight, Phase Two will not experience the same issues.
Uku and the Mayor discussed the receiving station for septage, which is a minor line item ($150,000 out of $28 million). The Mayor explained it is primarily for emergency use and to allow the village to handle occasional local septage rather than paying emergency hauling fees. Trustee Allen noted that concerns about odor nuisance had been raised at a recent sewer meeting and that the receiving station would be off the table if it created any such risk.
Uku reported that she and DPW Sewer Foreman Jake toured the wastewater treatment plant and observed the sand filtration, alarms, and wetland discharge. She noted that public perception may not match the actual operations and that more public education about how the system works would be valuable.
The Mayor stated that the engineering report identified 170 properties in the Phase Two sewer use area, all within the village. She noted that the project does not include the entire village and that if any of the three major developments (Robco/Cookingham, Anderson Commons, Ross Development) or the school do not commit, the Board could add other existing properties to maintain the EDU count and project viability.
Trustee Allen asked whether the Board could redirect new-user capacity toward existing grid properties rather than new development if developments fall through. The Mayor confirmed that the Board could reassess and add existing properties as needed, though the initial plan assumed the three developments would proceed because the state prioritizes housing expansion and the developments had expressed interest.
The Board did not take a formal vote on this item; it was informational and exploratory.
The Mayor explained that the village's EV charging stations require renewal of the ChargePoint Cloud Plan web service, which enables the payment system, user dashboard, and station visibility. The service costs more than the previous renewal but is in line with historical pricing. The only alternative would be to replace the charging stations entirely at a cost of approximately $14,000.
Village Clerk Cavanaugh clarified that the Cloud Plan is the software layer that allows users to locate the station, sign up, charge, and pay. Without it, the payment system does not function. The state grant that funded the original ChargePoint installation required all recipients to use ChargePoint, so all municipalities are now dependent on ChargePoint's recurring software fees.
Trustee Uku noted that the Board had agreed to review the charging station fee structure six months after implementation (which would be September 2026, since charging began in March 2026). She asked whether the Board should review the financial performance of the stations before approving the renewal. The Mayor stated she was not prepared to present the revenue numbers at this meeting but agreed to review them in September. Uku asked whether the stations are financially viable for the village; the Mayor confirmed the village is subsidizing them at the current 12-cent-per-kilowatt-hour rate.
Trustee Uku noted that the town is charging the same 12 cents per kilowatt-hour for Level 2 charging. Clerk Cavanaugh added that the town charges an overstay penalty of 25 cents per minute after eight hours, whereas the village does not.
The Board authorized the Mayor to sign the contract to renew the CloudPlan web service by unanimous vote, with the understanding that a detailed financial review would occur at the September meeting.
The Mayor presented the Hughes Holdings sidewalk easement, noting that the Board had previously approved water and sewer easements and now needed to address the sidewalk easement. The key change from the prior version was in the snow and ice removal language, which was highlighted in the packet and now reflects the village's standard practice for all properties.
The Mayor clarified the physical layout: there is a grassy verge (buffer) between the sidewalk and the road, so the sidewalk is not directly adjacent to the pavement. This design provides a pleasant walking environment and a place to shovel snow without pushing it into the road.
Trustee Allen asked how the sidewalk would align with future development on adjacent properties. The Mayor explained that utility lines constrain the sidewalk location; it runs north of the utility lines to avoid conflicts. She noted that the village is working to require a grassy verge in code for the northeast quadrant to ensure consistency and to provide the benefits of a buffer zone.
Deputy Mayor Kjarval noted that residents on York Avenue had declined a grassy verge, preferring to keep their property line closer to the sidewalk, which has created maintenance difficulties. The Mayor acknowledged that this was a compromise in that earlier project but that the grassy verge is preferable for both walkability and snow management.
The Mayor explained that the Board, not the Planning Board, has authority to accept easements, which is why the item is before the Board. The resolution was amended to remove irrelevant whereas clauses and to specify that the easement is for sidewalk access. The Board adopted the resolution by a vote of 4-0.
The Mayor presented the Spectrum cable franchise contract renewal for the Board's review. The contract is a standard renewal at 5% of franchise fees, the same rate as the prior agreement. The village received approximately $32,000 in franchise fees in the past year. The Mayor noted that she had not yet received feedback from the village attorney and was not requesting approval at this meeting, only providing the contract for the Board to review and raise any questions.
The Mayor stated that the comptroller was preparing a schedule for the General Fund advance interest review but had not yet submitted it. The Mayor did not have the information available for Board review and deferred this item.
Deputy Mayor Kjarval presented a CARES brochure designed to inform village residents about mental health and crisis support resources available in the community. The brochure was developed in consultation with every organization listed in it to ensure accuracy and to obtain permission to include their information. All organizations expressed enthusiasm for the project.
The brochure includes information about the village's Narcan machine (installed at no cost to the village through a county program), the emergency phone system, Code Blue procedures, and a QR code linking to the village's existing crisis support resources webpage. The back cover will be light blue to distinguish it from other village brochures.
The Mayor noted that the village had learned from past experience with Bard College student visits. Several years ago, a group of Bard students visiting local businesses experienced unwelcoming treatment at CVS and in Tivoli. The village and Tivoli worked with Bard to improve how new students are introduced to the community. The Mayor emphasized to students that in a small community, making eye contact and greeting strangers is the norm, unlike in Manhattan.
The brochure is intended to be printed and distributed at the community center and other locations, and will be promoted through the Mayor's newsletter and local media. The Board agreed to review the brochure for feedback before final approval and printing. The plan is to translate the brochure into Spanish.
Trustee Allen thanked the CCE, Bard's Office of Equity and Inclusion, and the Dutchess County Human Rights Council for facilitating a recent tour of the village for Bard scholarship students. He noted that the students asked sophisticated questions about local government and that the tour helped them feel welcome in the community. The Mayor added that the students came from across the country (Chattanooga, New Orleans, Boise, and New York City boroughs) and that one student asked to take a photo with the Mayor to send to his grandmother in Guinea.
The Mayor presented a resolution to confirm six local residents to the Pedestrian Advocacy Committee for two-year terms ending April 3, 2028. The committee was established at the prior meeting and has attracted residents with active interest in pedestrian safety and walkability.
The Mayor noted that Charlie Acker was the first to respond to an invitation to join. She had met with him three years earlier following two back-to-back accidents at West Market and Linden Avenue. Adam Aronson was also invited based on his specific expertise and knowledge related to pedestrian issues.
Trustee Allen observed that the committee membership includes representation from different areas of the village, providing geographic diversity. The committee was designed to have three to ten members, and with six members, it is in the optimal range with room for additional members if interested residents come forward.
The Board adopted the resolution by a vote of 4-0.
The Mayor explained that New York State passed a law effective January 2026 requiring all municipalities to adopt a gender-based violence in the workplace policy. The requirement came to light when the village discovered it was necessary to certify the existence of such a policy in order to apply for state grants.
The Mayor worked with the village's labor attorney to develop a simplified version of the state model. The state model is longer and requires extensive training for all employees, which the Mayor deemed unnecessary for a small municipality. The village's policy requires training only for designated personnel and is more proportionate to the village's size.
Trustee Uku asked about the designated liaison mentioned in the policy and whether training is free. The Mayor stated that the liaison would be designated by her, and if no obvious candidate emerged, she would serve as the designee. She noted that training is available from various sources including NYMR and NYCM, and that because the requirement is not unique to the village, training should be readily available.
Trustee Allen noted that the policy appeared legitimate and asked whether it was modeled after something. The Mayor confirmed it was based on the state model but simplified. She explained that the policy will be included in new employee packets along with the sexual harassment and workplace violence policies, and will be distributed annually as a reminder.
The Board adopted the policy by unanimous vote.
Deputy Mayor Kjarval raised a separate item: the Town of Red Hook is seeking a letter of support from the village for a grant application to fund zoning amendments that would implement the town's comprehensive plan. The town is currently working on the comprehensive plan with state funding and is now applying for a separate grant to pay for the zoning changes that would follow.
Kjarval expressed concern that the village does not yet know what the town's comprehensive plan will contain or what zoning changes it will propose. She noted that some early draft language in the town's planning process mentioned developing at the edge of the village, which she found problematic because it would amount to zoning for the village without the village's input. She was uncomfortable endorsing zoning changes sight unseen.
Trustee Allen agreed with Kjarval's caution. He stated that there are ongoing conversations about service discrepancies between the town and village that need to be resolved before the village should commit to supporting town zoning initiatives. He expressed reluctance to blindly support zoning changes without understanding their implications for the village.
Trustee Uku acknowledged the concerns but suggested that a letter of support is a goodwill gesture and does not guarantee the town will receive the grant. She noted that the village and town are interdependent and that supporting the town's planning process could strengthen the relationship. She also noted that village residents are also town residents.
The Mayor stated she was uncomfortable sending a letter of support at this time because the final comprehensive plan document has not been reviewed and some early draft language raised concerns about development at the village edge. She suggested that the Board could reconsider after seeing the final plan.
Kjarval noted that the deadline for the letter was that same day (July 27) at 3 p.m., but that a letter of support is not a guarantee of grant funding. The Board reached consensus not to send a letter at this time, with the understanding that the matter could be revisited in the future if circumstances changed.
Trustee Uku presented a resolution to authorize the village to apply for a New York State DEC Urban and Community Forestry Grant (Round 17). The grant would fund a tree inventory, assessment, and community forest management plan. The minimum award is $50,000, and the average award in the last cycle was approximately $54,000.
Uku explained that the Village Green Committee has been interested in this project for a long time. The village qualifies for maximum scoring points because it has been 18 years since the last forestry grant (the threshold is 8 years). The committee has already identified sample successful applications from 2023 to use as models.
The Mayor raised two concerns about the resolution as drafted. First, she wanted to ensure that the Board would have an opportunity to formally accept the grant if awarded, rather than having the resolution authorize acceptance automatically. She proposed amending the resolution to end at the submission step, allowing the Board to review and approve any grant award and associated contracts before proceeding. Second, she noted that she is the grant administrator and prefers to handle the submission process herself rather than creating a formal account for Uku in the grant system.
Uku pushed back on the Mayor's preference regarding the account, arguing that creating a preparer account would reduce work for the Mayor and allow Uku to upload documents for the Mayor's review. She noted that the deadline was approaching and that she had already invested significant time coordinating with the Village Green Committee. She expressed concern that without a clear commitment to the account approach, she would not invest further time in preparing the application.
The Mayor reiterated that she wanted to investigate the grant system further before committing to a specific process and that she was not prepared to formalize the account arrangement in the resolution. She noted that every other grant she had submitted involved receiving information from the applicant and uploading it herself.
Deputy Mayor Kjarval noted that the Board needed to make a decision and that the discussion was becoming repetitive. She suggested that the Board could vote on the specific amendment regarding the account.
Trustee Allen stated that he wanted the grant to pass and that he respected the Mayor's precedent of handling submissions herself. He indicated he was torn but ultimately deferred to the Mayor's preference.
The Board voted on the amendment to remove the account language (item 4 of the resolution). The vote was 2-2: Uku and Allen voted to keep the account language; the Mayor and Kjarval voted to remove it. The amendment to remove the account language did not pass.
The Mayor then proposed amending the resolution to end at the submission step (item 3) and to remove item 4 entirely. Uku agreed to the submission amendment but continued to object to removing the account language. The Mayor stated that she was not comfortable with the account arrangement and that the Board could revisit the matter at the August 10 meeting.
Uku expressed frustration, stating that she would not invest additional time in preparing the application without a clear commitment from the Board that the account approach would be acceptable. She asked whether the Board was willing to let the resolution die if the account language was not included.
The Mayor reiterated that the resolution could be reintroduced at a future meeting and that there was general consensus that applying for the grant was a good idea. She suggested moving on to the next agenda item.
Uku stated that she would not put in additional work on the hope that the Board would find the approach acceptable at a later meeting. The matter was left unresolved, with the resolution not adopted.
- The official minutes record the resolution as failed with a 2-2 vote, but the transcript shows the vote was specifically on an amendment to remove item 4 (the account language), not on the full resolution.Transcript: “Uku and Allen voted to keep the account language; the Mayor and Kjarval voted to remove it. The amendment to remove the account language did not pass.”
The Mayor presented the PANDA (Public Access North Dutchess Association) financial report for the Board's information. The Mayor stated that she had received the financials from PANDA and wanted to ensure all Board members saw them. This was informational only; no action was required.
The Mayor stated that she did not have budget adjustments to present at this meeting.
The Mayor requested a motion to approve the audited vouchers as presented by the treasurer for payment in the following amounts: General Fund $41,811.12, Water Fund $7,402.92, and Sewer Fund $14,795.99. Deputy Mayor Kjarval asked about a fee related to a bond note; the Mayor clarified that it was related to an ongoing loan, not the sewer expansion. The Board approved the vouchers by unanimous vote.
The Mayor stated that there was no executive session scheduled for this evening.
The Board accepted the minutes from the July 13, 2026 special workshop and regular board meetings by unanimous vote.
The Board added three items to the agenda: a letter of support for a Town of Red Hook grant (unrelated to the Sawkill pedestrian bridge), Bard College tours, and school field lighting. The revised agenda was then accepted unanimously.