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Intermunicipal Task Force Red Hook Infrastructure — November 2022

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    Intermunicipal Task Force Red Hook Infrastructure — November 2022
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INTERMUNICIPAL TASK FORCE (ITF) RED HOOK INFRASTRUCTURE MONTHLY REPORT NOVEMBER, 2022

1. Red Hook Sewer Project

Meetings were held on November 3, 4, and 18, 2022 in the Red Hook Village Building and via telephone conference call.

  • a. November 3, 2022 – Conference call with NYSEFC: NYSEFC (Lisa Vander Bogart, Laura Squires, Joanna Gleason, Rebecca Lanahan, Mark Howard), McCabe and Mack – RHV Attorney (Rich Olson, Michael Towey), Hawkins, Delafield and Wood – RHV Bond Counsel (Robert Smith), Village of Red Hook (Karen Smythe, Michele Zagorski, Brent Kovalchik) attended. Items discussed included:

    • Contractual Substantial Completion date of November 15, 2022 will not be met by Carver Construction due to supply side and scheduling issues: Discuss procedures and protocol as required by NYSEFC to extend the Substantial/Final Completion dates.

    • Review current status of Sewer System distribution system and WWTP.

    • Reviewed contractual obligations to finish project and possible liquidated damages as per Agreements between Contractors and Owner.

    • Discussed “no-cost” Change Order procedures to extend completion dates.

    • Reviewed documents required by NYSEFC to extend completion dates.

    • Discussed/reviewed Schedule of Payments (debt obligation).

      • March 21, 2023 – First Short-Term Payment due to NYSEFC from the Village of Red Hook.

      • March 21, 2024 – First Long-Term Payment due to NYSEFC from the Village of Red Hook.

  • b. November 4, 2022 – Conference to discuss procedures to extend the Substantial/Final Completion dates. McCabe and Mack – RHV Attorney (Rich Olson, Michael Towey) and the Village of Red Hook (Karen Smythe and Brent Kovalchik) attended. Items discussed included:

    • Reviewed existing contractual obligations of Prime General Contractor, Prime Electrical Contractor, and Engineers of Record.

    • Discussed procedures/protocol to extend Substantial Completion date to January 31, 2023 and possible penalties for not meeting date.

    • Reviewed Carver Construction Change Order #2 (electrical hook-ups from private property electrical service to septic tank pumps).

    • Reviewed Article II: Section C of Agreement between Contractor and Owner.

    • Reviewed Carver Construction Change Order #3 (abandon existing private property septic tanks and hook-up new tanks prior to operation of the new WWTP).

  • Discussed extending Prime Electrical Contractor’s (Sausto Contracting) to match January 31, 2023 Substantial Completion date extension offered to Prime General Contractor (Carver Construction).

  • c. November 4, 2022 – Progress Meeting #24: C.T. Male Associates (Kathryn Serra, Ron Smaka, Kevin Dufek), Carver Construction (A.G. Bourgeois, Eric Klefbeck), Sausto Contracting (Mario Sausto), C3ND (Fernando Dongo), USDA-RD (John Helgrin), and the Village of Red Hook (Karen Smythe, Brent Kovalchik) attended. The meeting was held in the Village Building and via conference call. Items discussed included:

    - Tasks Completed since October 21, 2022: 

   - 54 septic tanks have been installed including setting of risers, grade rings, control panel placement, service lateral runs and conduit runs from control panels to riser splice boxes. 

   - Odor control unit at the WWTP has been set and wired.  Work completing the duct work continues. 

   - Carver Construction continues electrical work at various properties wiring from main panels to new control panels. 

   - WWTP fence posts and fabric is complete.  Security fencing and gate installation is expected to be complete December, 2022. 

   - A list of residences that have not responded to Sausto Contracting for electrical hook-up have been submitted to the Village for assistance. 

- Tasks Scheduled: 

   - Carver Construction to provide two week look ahead schedule. 

   - Carver Construction to submit as-builts for NYSDOT at right-ofway crossings of force mains. 

   - Sausto Contracting to provide status of transfer switch for the emergency generator, fill propane tank for the generator at the WWTP. 

   - Sausto Contracting to prepare a proposal to replace insufficient main panels for properties on East Market Street and Broadway. 

- Application for Payment Status: 

   - Pay Application #9 (Carver Construction) through September, 2022 and Pay Application #10 (Carver Construction) were reviewed and approved by C.T. Male Associates and forwarded to the Village for processing. 

- Erosion/Sediment Control: 

   - RHV removed trees at the WWTP to prevent future tree-related damage at the WWTP. 

- Site Safety: 

   - Weekly safety meetings by Carver Construction safety personnel and use of PPE by Carver Construction. 

- Open Discussion: 

   - Wiring size to be increased at 7545 North Broadway. 

   - 7571 Old Post Road requires a structurally improved tank due to excessive cover depth.

  • EJCDC Form C-620 of 2013 is required by USDA-RD and engineering agreement amendment E-500.

    - A schedule for the installation of tanks at 31-35 West Market Street and 7588 North Broadway were requested by property owners. 

- November 14, 2022 is confirmed as the date when Heemar to install replacement components for the WWTP main panel, C3ND will obtain VFDs prior and Sausto Contracting will provide a proposal to install VFDs.

  • d. November 18, 2022 – Progress Meeting #25: C.T. Male Associates (Kathryn Serra), Carver Construction (A.G. Bourgeois, Eric Klefbeck), C3ND (Fernando Dongo), USDA-RD (Jessica Divens), and the Village of Red Hook (Karen Smythe, Brent Kovalchik) attended. The meeting was held at the Village Building and via telephone conference call. Items discussed included:

    • Tasks Completed since November 4, 2022:

      • 69 tanks have been installed to date.

      • Heemar is in the final stages of wiring control panel at the WWTP.

      • EQ tank at the WWTP is operational.

      • Preparations to finalize installation and hook-up of components from Orenco is underway.

      • WWTP to be operational week of 11/28/22. C.T. Male Associates to file necessary forms with the DCDOH and NYSDEC to verify.

      • WWTP operations conform to regulations.

      • Odor control unit to be finalized during week of 11/28/22.

      • UV unit needs bulbs before WWTP operational sign-off.

      • Orenco and Purestream will certify completion and operations necessary for NYSDEC and DCDOH filings.

      • Sludge from the existing WWTP (formerly Red Hook Commons WWTP) to be used to activate treatment processes at the new WWTP.

      • Delivery of originally specified blowers is unconfirmed by Purestream. The WWTP can be operational with temporary blowers until originally specified blowers are installed.

      • Once WWTP is certified and operational, Carver Construction can begin hooking up new tanks to the system and abandoning existing tanks on individual Sewer Service Area properties.

    • Items Needed from Contractors:

      • Carver Construction is to provide remaining project schedule and as-built surveys for NYSDOT right-of-way crossings of force mains.

      • Sausto Contracting is to fill propane tank for the WWTP generator.

    • Application for Payment Status:

  • Checks were delivered, by the Village, to Carver Construction (Pay Application #9) and Sausto Contracting (Pay Application #7).

    - New Pay Applications to be processed by RH Village and forwarded to NYSEFC for reimbursement during the week of 11/21/22.

    • Erosion/Sediment Control:

      • Sliding gates for the WWTP fence are to be installed in December, 2022.

    • Open Discussion:

      • USDA-RD requires contract closing documents and processed Form Es. USDA-RD is expected to approve all previous Form Es during week of 11/28/22.

      • Substantial Completion Extension Change Order forwarded to USDA-RD by C.T. Male Associates on 11/14/22. RH Village will re-forward Change Order to USDA-RD.

  • e. November 18, 2022 – Meeting to review Substantial Completion Date Extension: C.T. Male Associates (Kathryn Serra) and the Village of Red Hook (Karen Smythe and Brent Kovalchik) attended. The meeting was held in the RH Village Building and via telephone conference call. Items discussed included:

    • NYSEFC and USDA-RD received Change Order extending the Substantial Completion Date to January 31, 2023.

    • All costs, involving C.T. Male Associates administration and inspections, will be covered by existing contractual allowances.

    • NYSEFC is expected to pay-off the Village’s debt obligations to USDARD by February 15, 2022.

    • The Village has agreed to pay Carver Construction to remove an abandoned fuel tank on North Broadway (former CVS).

    • C.T. Male Associates will certify that all work is complete and complies with NYSDEC regulations.

2. Village of Red Hook Water Distribution System Maintenance and Improvement Project/Sewer Service Area Operating/Maintenance Procedures and Protocol

Water/Sewer Service Area Operating/Maintenance Meeting was held on November 4, 2022 in the Village Building.

  • a. November 4, 2022 – Delaware Engineering (Robert Flores), C3ND (Fernado Dongo), and the Village of Red Hook (Karen Smythe and Brent Kovalchik) attended. Items discussed included:

    • Discussed connections between the new Sewer WWTP and the existing WWTP (formerly RH Commons WWTP). The existing can be routed to the new WWTP, but the new WWTP cannot be routed to the existing WWTP. Possible future re-routing may be considered.

    • Discussed reviewing for consistency how meters for apartments are installed. Some buildings with apartments have a meter per apartment,

others have one meter per building. Discuss standardizing meter layout and distribution.

  • Discussing purchasing surplus meters from other municipalities to install at various RHV Water Distribution System locations (RHV Highway Garage, RH Fire Department, etc.).

  • Discussed status of Badger Water Meters, billing software, and meter reading technology. Software conversion is scheduled for November 15, 2022. All equipment has been delivered to the Village for the new “Beacon System” meter reading operations.

  • Curb stops throughout the Village’s Water Distribution System are being GPS located by Bard College Interns. The locations of the curb stops will be placed on the new asset inventory maps.

  • Delaware Engineering is preparing specifications and seeking estimates for a new computer/server for the WTP. The new technology will be sized for improvements to controls at the WTP as part, or supplemental to, the WIIA Grant funded water system improvement project.

  • Reviewed status of the WIIA Grant requiring an amended Bond Resolution (approved 11/14/22), Engagement of Bond Counsel (Resolution 30-2022: approved 11/14/22), and Engagement with Legal Counsel (Resolution #31-2022: approved 11/14/22), and Agreement with Engineers.

3. Intermuncipal Task Force (ITF) – Monthly Report

  • November, 2022 – Charlie Laing and Brent Kovalchik – RH Village Representatives

  • a. There were no ITF Meetings held during the month of November, 2022.

Changes between versions

2025-10-06→2025-10-06
clerical+2 −2

Minor formatting and typographical corrections to the document title and closing.

  • Title corrected from 'Village of Red Hook Mayor's Report' to 'Village of Red Hook ' Mayor s Report' (apostrophe formatting)
  • Final sentence incomplete in both versions but Document B ends at 'Th' instead of 'Thei'
Show red-line diff
## **Village of Red Hook ’ Mayor’ s Report September 2025** ## DUTCHESS COUNTY TRANSPORTATION COUNCIL (DCTC) The DCTC had a planning meeting on Wed. Sept 24. The DCTC serves as the designated Metropolitan Planning Organization (MPO) for Dutchess County. Federal statutes require that urban areas with over 50,000 people be represented by an MPO. An MPO ensures that federal transportation funds are committed through a locally driven, comprehensive planning process. A Federal Certification review takes place every 4 years. That process is happening now for DCTC. DCTC is working on updating their transportation plan – Moving Dutchess Forward. This is a new long-term plan looking out 20-25 years. It’s scheduled to be completed in 2026. We discussed data on trends and expectations for the future. There is a website that lays out a lot of information about the plan: www.movingdutchessforward.com. There will be opportunities for public engagement coming up soon. DCTC is working on a Safety Action Plan. A second Data Report is now on the website – DCTC section of - the Dutchess County website: https://www.dutchessny.gov/Departments/Transportation Council/Transportation-Council.htm. A toolkit for addressing traffic safety issues will be available soon. Field investigations are in progress. The “Desktop” reviews are also in process. Every municipality has one area that is being reviewed. For the Village of Red Hook, it will be a Desktop review of the intersection of Church St. & St. John St. at Rt. 199. Current project updates and grant funding opportunities were shared. Annual traffic counts are taking place the week of 9/29. Results will be posted on the DCTC website. The next meeting is scheduled for Oct. 29 at 10am. ## CROSSWALK UPDATE Deputy Mayor Kjarval created drawings for the four crosswalks highlighting the proposed new buffer painting layout. DPW Foreman Smith has the drawings and will confirm the details before we notify our NYSDOT Region 8 Highway Coordinator. The work is planned to be completed by the end of October. ## TRIBUTARY/WETLANDS I met with PVEDI Engineer Conor Tarbell on Friday, Sept. 5. We reviewed the proposals that Zoe Evans had requested from PVEDI. The proposals primarily focus on deep soil sampling. We discussed the possible impacts of the WWTP discharge violations. He confirmed that partially or non-treated discharge from the WWTP would dissipate over time and that the long-term issue is really permanent metals such as PFAS. We reviewed the DEC cleanup of the brownfield from 2006, including the follow up testing that confirmed that the majority of the area was cleaned up to “residential” level – which is the level below “unrestricted”. The wetland itself had a remaining residue of arsenic, a standard product used to spray orchards for many years. The wetland was cleared to allow for possible trails for the public, just below “residential” use. Next steps are to discuss the goals of a wetland project. ## SEWER PROJECT II I met with Natalie Lincoln, Grants Coordinator for Congressman Pat Ryan, on Tuesday, Sept. 30, 2025 to discuss our sewer expansion project, as well as other projects, to see what grant opportunities there might be. ## SAWKILL WATERSHED COMMUNITY ADVISORY COUNCIL (SKWC) The SKWC met on Sept. 24. At 6:30pm in Village Hall. Attendees were Karen Schneller-MacDonald, Sheila Buff, Henry Woods, Jen Adams, Amy Shein, Ruth Ford, Zoe Evans, Amanda Sandor & Karen Smythe. Jen discussed the successful event on the new Sawkill Trail that Winnikee Land Trust had recently. About 30 ppl walked the trail then cleared out some vines. The Hudson River Watershed Alliance (HVWA) mixer was attended by a few members. Spring sampling follow up was discussed. Zoe shared information about the Town Comprehensive Plan process and the opportunity to add input which the group felt was important. A review of the remaining $4,000 Bard funding that needs to be spent by Dec. 31. A public meeting regarding all the data the group has collected over the years is scheduled to be held – originally in December but looking to move the date to later January. The HVWA has offered to help if it’s later January. Tentative dates are Jan. 21 or 22. They expect about 50 ppl. The SKWC has an email list of about 300. A discussion about choosing a fiscal sponsor followed. The choice is between Good Works Institute and Open Space Institute (OSI). There was a healthy discussion about the pros and cons of each one. Next steps are that Ruth is going to begin to fill out the applications for both and Karen SM is going to contact OSI to set up another meeting for follow up questions. The group agreed to change the name of this group to the Sawkill Watershed Community Advisory Council. ## RED HOOK LIBRARY (RHPL) The RHPL had their September board meeting on Sept. 18[th] . Attendees were President Anna Greig, Vice President Martha Tepepa, Treasurer Grace Kachigan and Board members - Leah Bahnatka, Gareth Davies, & Kelly French, Executive Director Alex Geller. Guest: Jarod Vengrin. There was a meeting between the Red Hook & Tivoli library boards to discuss collaboration and ensure they were not duplicating efforts. They both receive their funding from the same tax base so it makes sense to coordinate. They reviewed the map of card holders and discussed a reorienting of boundaries for each library. They are not exploring consolidation at this time. The parking lot is being newly paved. After review from the Village building department, the Library produced a storm water management plan for the parking lot and also a buffer plan for the residential neighbor. The paving was scheduled to be completed in 1 ½ weeks. The revenue & expenses are on budget. The Community Relations Committee mentioned the “Meet & Greet” on the Library Porch on Oct. 16 from 5-6pm. For more information, you can find their board packet on the library’s website – redhooklibrary.org/board-of-trustees. Their next board meeting will be Thursday, Oct. 16 at 6:30pm. ## PUBLIC SPACES/ABRAHAMS PARK The Public Spaces Committee met on Monday, Sept. 15[th] at 7pm in Village Hall. Attendees: Linda DiGasper, Barbara Westerman, David Sokol, Betsy Brauer, & Karen Smythe (by phone). The discussion focused on Abrahams Park. David shared & the group discussed a list of possible grant opportunities. Karen mentioned Scenic Hudson and agreed to reach out to Heather Blaikie, Sr. Park Planner, to see what collaboration might be possible. Barbara mentioned the possibility of a Bard intern from the Landscape Architecture program. We discussed inviting the other Abrahams Park Task Force members to come to our next meeting. All were encouraged to visit the Park and review the public input that we have received so far. Barbara was going to put together a list of ideas for a 2026 public event. Next meeting is scheduled for Oct. 20 at 7pm in Village Hall. ## CLIMATE SMART COMMUNITY TASK FORCE The Task Force met on Thursday, Sept. 25[th] at 6pm in Village Hall. Attendees were Betsy Brauer, Michelle Gluck (via Zoom), Karen Smythe, Scott Kleinberg of CCE, Ifetayo Tyler of CCE (via Zoom). We focused on the resiliency planning framework for Climate Smart. Michelle remembered that she worked on this review in 2019 when she was working for CCE (Cornell Cooperative Extension). Scott was able to locate the report. We reviewed the prior document and used it to help fill out an updated version. Next steps are to look up the referenced documents and see if there are any updates. The goal of CCE, based on their current grant, is to provide an updated report with recommendations on our resiliency planning by year’s end. We will look at possible funding sources to enable CCE to continue to work with us to gain Bronze Certification in 2026. Next meeting is scheduled for Oct. 23 at 6pm at Village Hall. ## COMMUNITY ENGAGEMENT I joined a panel for the Bard Class – All Politics is Local on Sept 5[th] . Ulster County Legislator and Majority Leader Peter Criswell, Red Hook Town Council Member Jacob Testa and I made up the panel. We shared information about our roles in local government. One of the requirements for the students in All Politics is Local is to have an internship with a municipality. I have an intern starting Oct 3[rd] who will work with me on the mayor’s newsletter. I participated in a roundtable discussion for Historic Red Hook as they work toward a new strategic plan. Historic Red Hook is working toward an exciting future that I think will benefit our community and add to our historic knowledge. On Friday, Sept. 19, a Bard Women & Leadership Class started their morning class at Village Hall where I shared about the role of mayor and my journey here. The class then explored the Village and met with a few Red Hook Village women business owners. I attended, by invitation, a roundtable discussion sponsored by the Red Hook Chamber of Commerce between Congressmember Pat Ryan and local business owners regarding the current challenges that businesses are facing, especially with the newly added and often changing tariffs. I was grateful to be able to hear the different stories and perspectives. One big takeaway was the difficulty of having to explain to customers why prices are rising and that the higher prices do not always mean higher profits. On Thursday, Sept 25, I met with the new Red Hook High School Student representatives on the Board of Education, Maddie ClementsCiments and Marina Kregel. RHHS Principal Kyle Roddey asked if I would meet with them as part of an on-boarding orientation for the students. We talked about board service, how to be a productive board member, the Village board, and local government. I look forward to seeing their contributions to the BOE.

References

This document cites or incorporates the following separate documents:

  • 2022-11-0111 2022
    Document A is a monthly progress report on the Red Hook sewer/WWTP project; Document B appears to be a separate working document on WWTP operations—different slots (project status reporting vs. operations management), not a revision of the same artifact.
  • 2022-12-12NYS Department of Health Water Systems Operation Report — November 2022
    Document A is an intermunicipal task force progress report on sewer/wastewater infrastructure; Document B is a separate NYS Department of Health water quality/chlorination report for the same municipality—different artifacts serving different regulatory slots (project management vs. water system compliance monitoring).
  • 2023-01-09Village of Red Hook Water & Wastewater Treatment Monthly Report — November 2022
    Document A is an ITF task force progress report on the sewer project construction; Document B is a separate water and wastewater treatment operational/compliance report—different slots (project construction oversight vs. operational water quality monitoring), both referencing the same infrastructure but as distinct board documents.

Referenced by

These other documents cite or incorporate this one:

Recurring pattern

These other chains use the same template but are separate decisions: