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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

2026-04-13→2026-04-27
substantive change+27 −23

Resolution shifted from purchasing Zoom Webinar license to requiring Village Clerk admin control of existing Zoom account and extending videoconference access to all public meetings, not just monthly Board meetings.

  • Removed requirement to purchase Zoom Webinar license at $34/month; instead requires Village Clerk to become primary administrator of existing Zoom account
  • Expanded videoconference access from monthly Board meetings only to all public meetings including workshops and special meetings
  • Removed advance-contact requirement for obtaining meeting link; rescinded any policy requiring residents to contact Village Clerk in advance
  • Added requirement that Village Clerk generate new meeting link for each meeting and not reuse prior links
  • Added recording requirement for all videoconferenced meetings per April 10, 2023 procedures
  • Separated public access governance from Trustee remote attendance procedures, noting pending state legislation and July 1, 2026 expiration of POL §103-a
Show red-line diff
VerifiedGuidance againstfrom NY StateCommittee statuteson Open Government, NYCOM, and guidance,pending withstate legislation. AI assistance from Claude. **VILLAGE OF RED HOOK RESOLUTION #___ – 2026 DATED: APRIL 1327, 2026** ## **RESOLUTION TO REQUIREUPDATE VIDEOCONFERENCE ACCESS AND SECURITY FOR ALL PUBLIC MEETINGS OF THE BOARD OF TRUSTEES** **WHEREAS,** the Board ofadopted Trustees is committed to ensuring public access to all its meetings, a principle reinforced by the Open Meetings Law and by our ownvideoconferencing procedures adoptedon April 10, 2023 (asResolutions Resolution #7-2023 and #8-2023), which requirerequiring that the public be able to observe and participate in Board meetings by video; and **WHEREAS,** unauthorizeda individualsdisruption interruptedat the ZoomMarch videoconference of a recent2026 Board meeting, broadcasting offensive content, and said disruption overrode the security settings reported to be in place at the time, demonstrating that standardthe Village’s Zoom meetingaccount controlsconfiguration arerequires insufficientcontrol toat preventthe suchadmin attackslevel; and **WHEREAS,** the appropriateVillage responseClerk must have admin access to athe disruptionvideoconference ofaccount publicin access isorder to strengthenverify security,and notmaintain tothose restrict or eliminate the public’s ability to attend remotelysettings; and **WHEREAS,** a Zoom Webinar license is available at approximately $34 per month under the nonprofit discount for which the Village qualifies, and provides the security controls necessary to prevent the type of disruption experienced; and **WHEREAS,** there is no fiscal or technical justification for curtailing public videoconference access tois currently offered only at monthly Board meetings, excluding workshops and special meetings; and **WHEREAS,** this Resolution addresses public access onlyworkshops and doesspecial notmeetings alterare the requirements for Board member attendance or the quorum rules established underwhere the Board conducts substantive deliberation and regularly takes binding votes; and **WHEREAS,** Board members and residents may have caregiving responsibilities, work schedules, or disabilities that make attending evening meetings in person difficult, and the current Board — four of five of whom have minor children at home — can appreciate this need; and **WHEREAS,** extending videoconference access to all public meetings advances the Village’s videoconferencingstated procedurescommitment adoptedto Aprilimproving 10communications with the public; and **WHEREAS,** 2023the current practice of requiring the public to contact the Village Clerk in advance to obtain a meeting link might create a barrier to attendance; **NOW, THEREFORE, BE IT RESOLVED** by the Board of Trustees of the Village of Red Hook as follows: **1. Account access.** The Village Clerk shall obtainbe the primary administrator of the Village’s Zoom account. The current account holder shall provide full admin credentials to the Clerk immediately following adoption of this Resolution. The Clerk shall verify and maintainlock athe security settings described in the attached Zoom WebinarSecurity license for public meetingsGuide, atand approximatelyremain $34primary peradministrator monthgoing with nonprofit pricingforward. **2. All public meetings.** Every meeting of the Board of Trustees at which a quorum is present shall provide a virtual attendance option for the public via the selected platform. This includes regular meetings, special meetings, workshops, public hearings, and informational sessions. This amends the current practice of offering videoconference access only at monthly Board meetings. **3. Public link.** The videoconference link shall be posted on the Village website, and included in the meeting agenda. Any policy, andpractice, inor allposting videoconferencing-relatedrequiring communications of the Board. No member of the public shall be required toadvance contact any Village official in advance to obtain the link is hereby rescinded and shall be removed from all Village communications, agendas, and web pages prior to the next noticed public meeting. **4. New link per meeting.** The Village Clerk shall establishgenerate a processnew meeting link for receivingeach meeting. Meeting links from prior meetings shall not be reused. Page 1 **5. Public comment.** During public comment fromperiods, members of the public attending by videoconference, ensuringshall they arebe afforded the same opportunity to speak as those attending in person. **5.** TheAll Boardpersons herebywishing authorizesto expenditurespeak fromshall make themselves known to the Generalmeeting Fund for the selected videoconference platform. The Chief Budget Officer is directed to include this appropriation in the currenthost and subsequentstate fiscaltheir yearname budgetsand, if a Village resident, their address. **6. Recording.** TheAll Village’smeetings ITconducted consultantusing videoconferencing shall be responsible for platform setup, security configuration,recorded and trainingshall thefollow Villageall Clerk on the operationstipulations of the selected platform. The Village Clerk shall be responsible for posting the videoconference link on the Village website and including it in meeting agendas and allBoard’s videoconferencing-related Boardprocedures communicationsadopted April 10, 2023. Page 1 **7.** Nothing in thisThis Resolution modifiesgoverns public access to meetings and does not alter quorum requirements. The Board may revisit the Board’s adopted procedures governing Trustee remote attendance byseparately, videoconferencein orlight of pending state legislation and the requirementsexpiration forof establishingPOL §103-a quorumon July 1, 2026. **8. Severability.** If any provision of this Resolution is held invalid, the remaining provisions shall remain in full force and effect. **9.** This Resolution shall take effect immediately. Motion by: ____________________ Seconded by: __________________ The foregoing resolution was duly put to a vote, which resulted as follows: |Mayor Smythe|□Aye|□Nay|□Abstain|□Recuse|□Absent/Excused| |---|---|---|---|---|---| |DeputyMayor Kjarval|□Aye|□Nay|□Abstain|□Recuse|□Absent/Excused| |Trustee Uku|□Aye|□Nay|□Abstain|□Recuse|□Absent/Excused| |Trustee Allen|□Aye|□Nay|□Abstain|□Recuse|□Absent/Excused| |Trustee Rothstein|□Aye|□Nay|□Abstain|□Recuse|□Absent/Excused| |Vote Total|||||| |Result|Motion:||||| I hereby attest that the above Resolution was approved by the Board of Trustees at its April 1327, 2026 meeting, and that I have been authorized to sign this Resolution by decision of the Board of Trustees. Jennifer Cavanaugh, Clerk Date Date: _______________ Page 2

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.

Recurring pattern

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