Village Green Committee Report — March 2026

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12026-04-13
Village Green Committee Report — March 2026
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Trustee Uku Village Green Report for March 2026

April 13, 2026

The Village Green Committee has been actively preparing for the spring season.

Arbor Day Planning: After discussion among committee members, the VGC has decided to consolidate to a single planting day this fall, rather than the traditional two per year. This allows for better advance planning of planting locations and tree selection from Schichtel’s nursery. Per Tree City USA standards, our Arbor Day obligation is to observe the day at some point during the year, which opens up possibilities beyond planting alone.

Arbor Day Maintenance Day: Committee member Brenda Cagle has proposed an Arbor Day mainte nance day as an alternative spring activity. Ideas include installing gator bags on trees planted since fall 2024, minor pruning of dead or crossing limbs, refreshing mulch on newer trees at Abrahams Park, removing winter tree guards, and providing homeowners with tree care notes. This will be discussed at the next meeting.

Town Collaboration: Brenda has offered to reach out to the Town Tree Commission (Chair Cathy and Hop) about a joint Arbor Day celebration. The Town hosts an annual celebration in the Town Hall parking lot with demonstrations and free trees. The committee is discussing whether to join them this year.

Canvassing Postcard: Committee member Joy Glass designed a canvassing postcard featuring a QR code linking to the Village Street Tree Request Form. The committee approved Version B. The Margaret Street, Tower Street, and Bird Street area has been identified as a target for upcoming canvassing.

Resident Inquiry: Lisa Menz, a frequent visitor to Abrahams Park, inquired about planting a memorial tree. I informed her of the Board’s temporary halt on new installations in Abrahams Park and directed her to the street tree program and Chair Barrett for this fall’s planting.

Next Meeting: Thursday, April 16, 2026 at 6 PM in the Village Courtroom.

Reminders:

The Village Street Tree Request Form is available at the Village Green Committee page: redhookvillage.gov/200/VillageGreenCommittee
If you have a little free time and want to meet fun neighbors, the Village Green might be just the place for you. Contact the Clerk, or email VGC Chair Tara Barrett: hilbarr@gmail.com

As always, it is my pleasure to serve this hardworking team.

francesuku@redhookvillage.gov

Changes between versions

2026-03-09→2026-03-23

adopted+2 −29

The document transitioned from a set of guidelines to a formal adopted policy.

Title changed from 'Use of Artificial Intelligence (AI) Tools and Confidential Information' to 'Policy for the Use of Artificial Intelligence (AI) Tools and Confidential Information'
Document date advanced from 2026-03-09 to 2026-03-23
Status changed from a guidelines document to a formal 'RESOLVED' clause indicating adoption
The detailed sections regarding 'Verification of AI-Generated Content', 'Handling Sensitive or Confidential Information', and 'Responsible Use' were condensed into a single summary clause

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USERESOLVED OFclauses: - ARTIFICIALThe INTELLIGENCEPolicy for the Use of Artificial Intelligence (AI) TOOLS AND CONFIDENTIAL INFORMATION Village EmployeesTools and ElectedConfidential OfficialsInformation “Employees”is hereby adopted, establishing that employees may occasionally use artificial intelligence (AI) tools to assist with tasks such as drafting content, summarizing information, or generating ideas. While AI can be a helpful resource, itbut ismust importantverify to use these tools responsibly and with caution. Although AI may be utilized in the assistance of certain tasks, the individual employee remains responsible for the final work product, including any errors. ## Verification of AI-Generated Content: •all AI-generated content may be inaccurate, incomplete, or biased. Employees must always verify information from AI tools before using it in reports, communications, or any official documents. - Critical decisions, legal documents, financial information, or other business-sensitive materials should never rely solely on AI output. Handling Sensitive or Confidential Information: - Employees must not input confidential, proprietary, or personally identifiable information (PII) into AI tools. • PII is information that can be used to distinguish or trace an individual’s identity, eithermust alonecite orany whenAI combineduse within other information that is linked or linkable to a specific individual (definition from US Dept of Labor). - Examples of prohibited information include but are not limited to: employee personal data, customer or vendor details, financial recordsdocuments, and intellectualmust property. - Sharing sensitive information with AI systems could violate privacy regulations and company policy and may pose a security risk. Responsible Use: -use AI tools should be used as supportive aids, notrather than replacements for professional judgment, human review, or standard verification procedures. - Cite any AI use at the beginning of a document identifying the AI tool used. - When in doubt about whether information can be shared with AI or how to verify AI output, consult the Mayor or the Village Board. By adhering to these guidelines, employees help maintain the accuracy, security, and integrity of company information while leveraging AI responsibly

2026-03-23→2026-03-23

adopted+31 −2

The document transitioned from a single RESOLVED clause to a detailed, multi-section formal policy.

Status changed from a 'RESOLVED' clause to a formal 'POLICY' document
Scope expanded from 'employees' to include 'Village Employees and Elected Officials'
Added 'Verification of AI-Generated Content' section detailing requirements for accuracy and bias checks
Added 'Handling Sensitive or Confidential Information' section including a specific definition of PII and examples of prohibited data
Added 'Responsible Use' section including a requirement to 'Cite any AI use at the beginning of a document identifying the AI tool used'
Added escalation procedure: 'When in doubt... consult the Mayor or the Village Board'

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RESOLVEDPOLICY clauses: -FOR TheTHE PolicyUSE forOF theARTIFICIAL Use of Artificial IntelligenceINTELLIGENCE (AI) ToolsTOOLS AND CONFIDENTIAL INFORMATION Village Employees and ConfidentialElected InformationOfficials is hereby adopted, establishing that employees“Employees” may occasionally use artificial intelligence (AI) tools to assist with tasks such as drafting content, summarizing information, or generating ideas. While AI can be a helpful resource, butit mustis verifyimportant allto use these tools responsibly and with caution. Although AI may be utilized in the assistance of certain tasks, the individual employee remains responsible for the final work product, including any errors. Verification of AI-Generated Content: - AI-generated content may be inaccurate, incomplete, or biased. Employees must always verify information from AI tools before using it in reports, communications, or any official documents. - Critical decisions, legal documents, financial information, or other business-sensitive materials should never rely solely on AI output. Handling Sensitive or Confidential Information: - Employees must not input confidential, proprietary, or personally identifiable information (PII) into AI tools. - PII is information that can be used to distinguish or trace an individual’s identity, musteither citealone anyor AIwhen usecombined inwith documentsother information that is linked or linkable to a specific individual (definition from US Dept of Labor). - Examples of prohibited information include but are not limited to: employee personal data, customer or vendor details, financial records, and mustintellectual useproperty. - Sharing sensitive information with AI systems could violate privacy regulations and company policy and may pose a security risk. Responsible Use: - AI tools should be used as supportive aids, rather thannot replacements for professional judgment, human review, or standard verification procedures. - Cite any AI use at the beginning of a document identifying the AI tool used. - When in doubt about whether information can be shared with AI or how to verify AI output, consult the Mayor or the Village Board. By adhering to these guidelines, employees help maintain the accuracy, security, and integrity of company information while leveraging AI responsibly. Adopted by the Board of Trustees on March 23, 2026

2026-03-23→2026-04-09

clerical+0 −0

The document date was updated from 2026-03-23 to 2026-04-09.

Document date changed from 2026-03-23 to 2026-04-09

Show red-line diff

POLICY FOR THE USE OF ARTIFICIAL INTELLIGENCE (AI) TOOLS AND CONFIDENTIAL INFORMATION Village Employees and Elected Officials “Employees” may occasionally use artificial intelligence (AI) tools to assist with tasks such as drafting content, summarizing information, or generating ideas. While AI can be a helpful resource, it is important to use these tools responsibly and with caution. Although AI may be utilized in the assistance of certain tasks, the individual employee remains responsible for the final work product, including any errors. Verification of AI-Generated Content: - AI-generated content may be inaccurate, incomplete, or biased. Employees must always verify information from AI tools before using it in reports, communications, or any official documents. - Critical decisions, legal documents, financial information, or other business-sensitive materials should never rely solely on AI output. Handling Sensitive or Confidential Information: - Employees must not input confidential, proprietary, or personally identifiable information (PII) into AI tools. - PII is information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information that is linked or linkable to a specific individual (definition from US Dept of Labor). - Examples of prohibited information include but are not limited to: employee personal data, customer or vendor details, financial records, and intellectual property. - Sharing sensitive information with AI systems could violate privacy regulations and company policy and may pose a security risk. Responsible Use: - AI tools should be used as supportive aids, not replacements for professional judgment, human review, or standard verification procedures. - Cite any AI use at the beginning of a document identifying the AI tool used. - When in doubt about whether information can be shared with AI or how to verify AI output, consult the Mayor or the Village Board. By adhering to these guidelines, employees help maintain the accuracy, security, and integrity of company information while leveraging AI responsibly. Adopted by the Board of Trustees on March 23, 2026

References

This document cites or incorporates the following separate documents:

2025-05-30Resolution to Authorize Red Hook Village Green Committee
Document B authorizes and establishes the Village Green Committee's structure and powers; Document A is a routine monthly report from that Committee—they are separate board actions with different slots (authorization vs. reporting), not revisions of the same instrument.

Recurring pattern

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