Board Governance, Procedures, and Reorganization
Resolutions establishing or amending village board meeting times, standing committee structures, procedural rules, videoconferencing policies, and broad-form annual reorganization resolutions adopted at the start of each fiscal year.
Synthesis written as-of 2026-05-16. A time-bounded clause in this rule expires on 2027-04-12
In force, by year of last update
2026this year
Bank Depositories
The Board designates Key Bank, M&T Bank, and NYCLASS as depositories of all monies received by the Village Treasurer, Clerk, and Receiver of Taxes, as required by Village Law §4-412(3)(2).[10]
Mileage Reimbursement Rate
Village officials and employees who use personal automobiles while performing official duties are reimbursed at the current federal IRS business rate per mile in effect at the time of the trip.[10]
Advance Payment of Utility and Postage Claims
The Board authorizes payment in advance of audit for claims for public utility services, postage, freight, and express charges. All such claims must be presented at the next regular meeting for audit, and the claimant and the officer incurring or approving the claim are jointly and severally liable for any amount the Board disallows.[10]
Ethics Code and Procurement Code Acknowledgment
The Board acknowledges review and familiarity with the Ethics Code, Procurement Code, Investment Policy, NYCLASS Investment Policy, and Notice under the Americans with Disabilities Act of the Village of Red Hook.[10]
Official Newspaper
The Daily Freeman (aka Media News Group) is designated as the official newspaper of the Village of Red Hook.[10]
Village Board of Trustees Meeting Schedule
Village Board of Trustees meetings are scheduled at 6:30 pm on the following dates: May 11, June 8, July 13, August 10, September 14, October 13, November 9, December 7, 2026, and January 11, February 8, March 8, April 12, 2027. All meetings are held in Village Hall and are open to the public.[10]
Village Board Workshop Schedule
Village Board Workshops are scheduled at 6:30 pm on the following dates: April 27, May 26, June 22, July 27, August 24, September 28, October 26, November 23, December 21, 2026, and January 25, February 22, March 22, 2027. All meetings are held in Village Hall and are open to the public.[10]
Justice Court Meeting Schedule
The Village of Red Hook Justice Court meets on the 1st Wednesday of each month at 6:00 pm in Village Hall.[10]
Criminal Court Meeting Schedule
The Village of Red Hook Criminal Court meets on the 3rd Wednesday of each month at 3:00 pm in Village Hall.[10]
Planning Board Meeting Schedule
The Planning Board meets on the 2nd Thursday of each month at 6:30 pm in Village Hall.[10]
Zoning Board of Appeals Meeting Schedule
The Zoning Board of Appeals meets on the 4th Thursday of each month at 6:30 pm in Village Hall.[10]
Events Committee Meeting Schedule
The Events Committee meets as needed. All meetings are held in Village Hall and are open to the public.[10]
Public Spaces Committee Meeting Schedule
The Public Spaces Committee meets on the 3rd Thursday of April, July, October, and January at 6:00 pm in Village Hall.[10]
Village Green Committee Meeting Schedule
The Village Green Committee meets on the 3rd Thursday of each month at 4:00 pm in Village Hall.[10]
Climate Smart Community Task Force Meeting Schedule
The Climate Smart Community Task Force meets on the 3rd Thursday of each month at 4:00 pm in Village Hall.[10]
Village Clerk Appointment
Jennifer Cavanaugh is appointed as Village Clerk for a 2-year term ending April 3, 2028.[10]
Deputy Clerk Appointment
Diana Devens is appointed as Deputy Clerk and Deputy Registrar of Vital Statistics for a 1-year term ending April 8, 2027.[10]
Associate Village Justice Appointment
Hon. Thomas Mansfield is appointed as Associate Village Justice for a 1-year term ending April 5, 2027.[10]
Planning Board Appointment – Zacharzuk
Steve Zacharzuk is appointed to the Planning Board for a 5-year term ending April 7, 2031.[10]
Zoning Board of Appeals Appointment – Luks
Kristin Luks is appointed to the Zoning Board of Appeals for a 5-year term ending April 7, 2031.[10]
Climate Smart Community Task Force Appointments
Michelle Gluck and Cat Viega are appointed to the Climate Smart Community Task Force for 2-year terms ending April 3, 2028; Josh Bardfield is appointed for a term ending April 5, 2027.[10]
Events Committee Appointments
Karen Smythe (Board Liaison & Member) is appointed to the Events Committee for a term ending April 5, 2027; Amy Smith is appointed for a term ending April 3, 2028.[10]
Department Liaison Assignments
The Board approves the following department liaison assignments: Building/Planning/Zoning, Buildings & Grounds, and Police Department — Deputy Mayor Kjarval; Highway Department (including Materials Management) — Trustee Uku; Water Department — Trustee Rothstein; Sewer Department — Trustee Perry; Communications — Mayor Smythe & Deputy Mayor Kjarval.[10]
Committee and External Liaison Assignments
The Board approves committee and external liaison assignments including: Village Green Committee — Trustee Uku; Public Spaces Committee — Trustee Allen; Climate Smart Community Task Force — Trustee Rothstein; Events Committee — Mayor Smythe; Red Hook Public Library — Trustee Uku; Town Comprehensive Plan, Language Access Grant, School Speed Zone, Zoning Review, Red Hook Together, Town Community Preservation Fund Advisory Board — Deputy Mayor Kjarval; Compost/Food Waste Grant, Saw Kill Watershed Community — Mayor Smythe; Red Hook Chamber of Commerce, General Business District sign review — Trustee Rothstein.[10]
NYCOM and County Association Meeting Attendance Authorization
The following officers and employees are authorized to attend NYCOM and county association meetings subject to budget availability, with preference to those who have not previously attended: Mayor, Board of Trustees, Clerk, Treasurer — NYCOM Winter Legislative Meeting, Annual Meeting and Training School, Fall Training School; Mayor and DPW Foreman — NYCOM Public Works Training School; Mayor and Deputy Mayor — Dutchess County Supervisors & Mayors Association, Dutchess County Transportation Council; Planning Board and ZBA members, Planning/Zoning Clerk — Dutchess County Planning Association.[10]
2025
Standing Committees Framework – Local Law 1 of 2025
Local Law No. 1 of 2025 (Chapter 61 of the Village Code) provides that at its annual organizational meeting, or throughout the year as needed, the Village Board of Trustees shall by resolution establish standing committees, prescribe their functions and duties, and may discontinue or abolish any standing committee.[8]
2023
Videoconferencing Authorization
Board members who experience an extraordinary circumstance (including disability, illness, caregiving responsibilities, or other significant or unexpected factor) are authorized to attend meetings by videoconference under NY Public Officers Law §103-a, provided that: (i) a quorum of members attend in-person at one or more locations open to the public; (ii) the remote member can be seen, heard, and identified during the open portion of the meeting; and (iii) all other requirements of Chapter 56 of the Laws of 2022 are met.[4]
Videoconferencing Procedures
The Board has adopted the Model Procedures for Member Videoconferencing as required by the videoconferencing authorization resolution and in compliance with NY Public Officers Law §103-a.[5]
Videoconference Recording and Public Participation Requirement
Any meeting at which a member attends by videoconference must be recorded, posted to the Board's web page within five business days, and transcribed upon request. Members of the public must be permitted to attend and participate (if authorized) by videoconference when a member attends remotely.[4]
History · superseded or expired
2025
Mileage Reimbursement Rate (2020–2025)
Official Newspaper Designation (2021–2025)
Ethics Code and Procurement Code Acknowledgment (2020–2025)
Advance Payment Authorization (2023–2025)
Board Meeting Time – 6:00 pm with Voucher Review (2025)
Superseded by footnote 10 (2026 reorganization), which set Board of Trustees meetings and workshops at 6:30 pm. The September 2025 resolution had moved all meetings to 6:00 pm with the first 30 minutes reserved for voucher review.[9]
2025 Meeting Schedule – Board of Trustees Specific Dates
Superseded by footnote 10 (2026 reorganization). The 2025 reorganization set specific Board of Trustees meeting dates from May 2025 through April 2026 at 7:00 pm, and workshop dates at 7:00 pm.[7]
Zoning Board of Appeals Appointments – Javsicas & Relingh
David Javsicas and Maarten Relingh were appointed to the ZBA for 5-year terms ending April 8, 2030 under the 2025 reorganization. These appointments remain in force but are not the most recent reorganization clause; they are carried forward under footnote 7.[7]
Deputy Clerk Appointment – Devens (2025)
Diana Devens was appointed Deputy Clerk for a 1-year term ending April 6, 2026 under the 2025 reorganization. Superseded by footnote 10, which reappoints Devens with a term ending April 8, 2027.[7]
2025 Committee Appointments – Deferred
The 2025 reorganization resolution noted that committees would not be reappointed at that time and would carry over for one month pending review. Superseded by footnote 10 (2026 reorganization), which made new committee appointments.[7]
NYCOM Attendance Authorization (2025)
Superseded by footnote 10 (2026 reorganization), which renewed NYCOM and county association attendance authorization with the same officer/employee categories.[7]
2023
Bank Depositories (2020–2023)
Board of Trustees Meeting Time – 7:00 pm (2023)
Superseded by footnote 9 (September 2025), which moved all Board of Trustee meetings and workshops to 6:00 pm. The 2023 reorganization had set Village Board of Trustees meetings at the 2nd Monday at 7:00 pm and workshops on the 4th Thursday at 7:00 pm.[6]
Criminal Court Meeting Time – 4:00 pm (2023)
Superseded by footnote 7 (2025 reorganization), which changed Criminal Court to 3:00 pm. The 2023 reorganization had set Criminal Court on the 3rd Wednesday at 4:00 pm.[6]
Planning Board Meeting Time – 7:00 pm (2023)
Superseded by footnote 7 (2025 reorganization), which changed Planning Board meetings to 6:30 pm. The 2023 reorganization had set Planning Board on the 2nd Thursday at 7:00 pm.[6]
Zoning Board of Appeals Meeting Time – 7:00 pm (2023)
Superseded by footnote 7 (2025 reorganization), which changed ZBA meetings to 6:30 pm. The 2023 reorganization had set ZBA on the 4th Thursday at 7:00 pm.[6]
2023 Mayor's Appointments – Expired Terms
All appointments from the 2023 reorganization with terms ending April 8, 2024 have expired, including Associate Justice Thomas Mansfield (1-yr), and all 1-year committee members (Village Green, Events, Public Spaces Initiative, Human Relations, Communications, Main Street Committees).[6]
Village Treasurer Appointment – Urbin
Lori Urbin was appointed Village Treasurer for a 2-year term ending April 7, 2025. Term has expired.[6]
Planning Board Appointment – Pagano
Beth Pagano was appointed Planning Board Chair for a 5-year term ending April 3, 2028. Superseded by footnote 10 appointment of Steve Zacharzuk.[6]
Zoning Board of Appeals Appointment – Luks (2023)
Kristin Luks was appointed to the ZBA for a 5-year term ending April 6, 2026 under the 2023 reorganization. Superseded by footnote 10, which reappoints Luks for a new 5-year term ending April 7, 2031.[6]
2022
2022 Consolidated Reorganization
Superseded by footnote 6 (2023 reorganization). Designated Key Bank and M&T Bank as depositories, approved IRS mileage reimbursement, acknowledged Ethics and Procurement Codes, appointed official newspaper, and renewed meeting schedule.[3]
2021
2021 Consolidated Reorganization – Meeting Schedule
Superseded by footnote 6 (2023 reorganization). The 2021 reorganization renewed the meeting schedule as indicated in circulated documents without specifying times in the resolution text.[2]
2020
2020 Consolidated Reorganization
Expired June 30, 2021. Designated Key Bank and M&T Bank as depositories, approved mileage at IRS rate, acknowledged Ethics and Procurement Codes, and accepted Mayor's appointments for 2020–2021.[1]
Source resolutions
- [1]2020-04-16BROAD FORM – CONSOLIDATED REORGANIZATION
- [2]2021-04-12CONSOLIDATED REORGANIZATION STEPS
- [3]2022-04-11Broad Form – Consolidated Reorganization
- [4]2023-04-10RESOLUTION FOR USE OF VIDEOCONFERENCING
- [5]2023-04-10RESOLUTION TO ADOPT MODEL VIDEOCONFERENCING PROCEDURES
- [6]2023-04-10RESOLUTION TO BROAD FORM – CONSOLIDATED REORGANIZATION
- [7]2025-04-14Resolution to Broad Form – Consolidated Reorganization
- [8]2025-04-14Resolution to Adopt Local Law 1 of 2025, Entitled a Local Law to Adopt a New Chapter 61 Entitled Standing Committees of Village Board of the Village Code
- [9]2025-09-22Change Board meeting time to 6:00pm
- [10]2026-04-13Resolution to Broad Form – Consolidated Reorganization
Synthesized from the chronological history of these resolutions. Each clause shows the year it was last established or amended. The text is a reading aid — for legal force, consult the source resolutions and the Village Code.