Red Hook WatchIndependent Community Resource

Board Organization and Meeting Procedures

2026last touched · 12 source resolutions
↑Village/Rules/Policies/Adopted/board_organization_procedures
Resolutions covering annual board reorganization, board meeting times and procedures, videoconferencing policies, and public access rules for village board and committee meetings.
Synthesis written as-of 2026-07-31. 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, pursuant to Village Law §4-412(3)(2).[11]
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.[11]
Advance Payment of 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.[11]
Official Newspaper
The Daily Freeman (aka Media News Group) is designated as the official newspaper of the Village of Red Hook.[11]
Ethics and Procurement Code Acknowledgment
The Board annually 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.[11]
Village Board of Trustees Meeting Schedule
Village Board of Trustees meetings are held 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.[11]
Village Board Workshop Schedule
Village Board Workshops are held 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.[11]
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, open to the public.[11]
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, open to the public.[11]
Planning Board Meeting Schedule
The Planning Board meets on the 2nd Thursday of each month at 6:30 pm in Village Hall, open to the public.[11]
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, open to the public.[11]
Events Committee Meeting Schedule
The Events Committee meets as needed. All meetings are held in Village Hall and are open to the public.[11]
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, open to the public.[11]
Village Green Committee Meeting Schedule
The Village Green Committee meets on the 3rd Thursday at 4:00 pm in Village Hall, open to the public.[11]
Climate Smart Community Task Force Meeting Schedule
The Climate Smart Community Task Force meets on the 3rd Thursday at 4:00 pm in Village Hall, open to the public.[11]
Village Clerk Appointment
Jennifer Cavanaugh is appointed as Village Clerk for a 2-year term ending April 3, 2028.[11]
Deputy Clerk Appointment
Diana Devens is appointed as Deputy Clerk for a 1-year term ending April 8, 2027, and also serves as Deputy Registrar of Vital Statistics.[11]
Associate Village Justice Appointment
Hon. Thomas Mansfield is appointed as Associate Village Justice for a 1-year term ending April 5, 2027.[11]
Planning Board Appointment – Zacharzuk
Steve Zacharzuk is appointed to the Planning Board for a 5-year term ending April 7, 2031.[11]
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.[11]
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.[11]
Events Committee Appointments
Karen Smythe (Board Liaison & Member) is appointed to the Events Committee for a 2-year term ending April 5, 2027. Amy Smith is appointed for a 2-year term ending April 3, 2028.[11]
Department Liaison Assignments
The Board approves the following department liaison assignments: Building/Planning/Zoning and 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.[11]
Committee and Project Liaison Assignments
The Board approves committee and project liaison assignments including: Village Green Committee — Trustee Uku; Public Spaces Committee — Trustee Allen; Climate Smart Community Task Force — Trustee Rothstein; Events Committee — Mayor Smythe; Language Access Grant — Deputy Mayor Kjarval; Compost/Food Waste Grant — Mayor Smythe; Red Hook Public Library — Trustee Uku; Red Hook Chamber of Commerce — Trustee Rothstein.[11]
NYCOM Conference 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, and Treasurer may attend NYCOM's Winter Legislative Meeting, Annual Meeting and Training School, and Fall Training School; Mayor and DPW Foreman may attend NYCOM's Public Works Training School; Mayor and Deputy Mayor may attend Dutchess County Supervisors & Mayors Association and Dutchess County Transportation Council; Planning Board and Zoning Board of Appeals members and Planning/Zoning Clerk may attend Dutchess County Planning Association.[11]
2025
Village Treasurer Appointment
Marybeth DeFilippis is appointed as Village Treasurer for a 2-year term ending April 5, 2027.[8]
Special Prosecutor Appointment
Christopher Montalto, Esq. is appointed as Special Prosecutor for a 1-year term ending April 6, 2026.[8]
Zoning Board of Appeals Appointments – Javsicas and Relingh
David Javsicas and Maarten Relingh are appointed to the Zoning Board of Appeals for 5-year terms ending April 8, 2030.[9]
2023
Planning Board Appointment – Pagano
Beth Pagano is appointed as Planning Board Chair for a 5-year term ending April 3, 2028.[6]
Videoconferencing Authorization – Extraordinary Circumstances
Board members who experience an extraordinary circumstance (including disability, illness, caregiving responsibilities, or any other significant or unexpected factor precluding physical attendance) are authorized to attend meetings by videoconference, provided: (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) the meeting is otherwise conducted in compliance with Chapter 56 of the Laws of 2022 (Public Officers Law §103-a).[4]
Videoconferencing Model Procedures
The Board has adopted the Model Procedures for Member Videoconferencing as required by Public Officers Law §103-a, governing the use of videoconferencing by Board members under extraordinary circumstances.[5]
Videoconferencing Recording and Posting Requirement
Any meeting at which a member attends by videoconference must be recorded, posted to the Board of Trustees web page within five business days, and transcribed upon request, in accordance with Public Officers Law §103-a(2)(g).[4]
History · superseded or expired
2026
Standing Public Videoconference Access Resolution (Withdrawn)
Withdrawn at the June 8, 2026 meeting. The resolution would have established standing public videoconference attendance options for all Board meetings (except emergencies), with public links posted in agendas and on the Village website, new links generated per meeting, and recordings made publicly available per POL §103-a(7).[12]
2025
2025 Deputy Clerk Appointment (2025 term)
Superseded by footnote 11 (2026). Diana Devens was appointed Deputy Clerk for a 1-year term ending April 6, 2026 under the 2025 reorganization.[9]
2025 Associate Justice Appointment (Mansfield, 2025 term)
Superseded by footnote 11 (2026). Thomas Mansfield was appointed Associate Justice for a 1-year term ending April 6, 2026 under the 2025 reorganization.[8]
2025–2026 Board Meeting and Workshop Schedule
Superseded by footnote 11 (2026). The 2025 schedule set Village Board of Trustees meetings at 7:00 pm on specific dates through April 13, 2026, and Board Workshops at 7:00 pm (moving to 4th Monday starting June 2025) through March 23, 2026.[9]
Board Meeting Start Time – 6:00 pm (2025 operational change)
Superseded by footnote 11 (2026), which set Board of Trustees meetings and workshops at 6:30 pm. The September 22, 2025 operational resolution moved all Board meetings and workshops to 6:00 pm with the first 30 minutes reserved for voucher review.[10]
2025 Criminal Court Meeting Time
Superseded by footnote 11 (2026). The 2025 reorganization set Criminal Court on the 3rd Wednesday at 3:00 pm; the 2026 reorganization retained the same time.[9]
2024
2024 Committee and Operator Appointments
Expired April 7, 2025. The Board approved Mayor's appointments of C3ND Environmental Consulting as Sewer and Water Operator, and members to Village Green Committee, Events Committee, Public Spaces Initiative, Human Relations Committee, Communications Committee, and Climate Smart Community Taskforce for one-year terms.[7]
2023
2023–2024 Consolidated Reorganization – Meeting Schedule
Superseded by footnote 9 (2025) and footnote 11 (2026). The 2023 schedule set Village Board of Trustees meetings on the 2nd Monday at 7:00 pm, Board Workshops on the 4th Thursday at 7:00 pm, Justice Court on the 1st Wednesday at 6:00 pm, Criminal Court on the 3rd Wednesday at 4:00 pm, Planning Board on the 2nd Thursday at 7:00 pm, and ZBA on the 4th Thursday at 7:00 pm.[6]
2023 Appointments – Village Treasurer (Urbin) and Associate Justice (Mansfield, 2023 term)
Superseded. Lori Urbin was appointed Village Treasurer for a 2-year term ending April 7, 2025; Thomas Mansfield was appointed Associate Justice for a 1-year term ending April 8, 2024.[6]
2023 ZBA Appointment – Luks (2023 term)
Superseded by footnote 11 (2026 reappointment). Kristin Luks was appointed to the Zoning Board of Appeals for a 5-year term ending April 6, 2026.[6]
2022
2022–2023 Consolidated Reorganization
Superseded by subsequent annual reorganization resolutions. Designated Key Bank and M&T Bank as depositories, approved federal IRS mileage reimbursement, and renewed meeting schedule for 2022–2023.[3]
2021
2021–2022 Consolidated Reorganization
Superseded by subsequent annual reorganization resolutions. Designated Key Bank and M&T Bank as depositories, approved IRS mileage reimbursement, designated Kingston Daily Freeman as official newspaper, and renewed meeting schedule for 2021–2022.[2]
2020
2020–2021 Consolidated Reorganization
Superseded by subsequent annual reorganization resolutions. Designated Key Bank and M&T Bank as depositories, approved IRS mileage reimbursement, and accepted Mayor's appointments for the 2020–2021 term expiring June 30, 2021.[1]
Source resolutions
  1. [1]2020-04-16BROAD FORM – CONSOLIDATED REORGANIZATION
  2. [2]2021-04-12CONSOLIDATED REORGANIZATION STEPS
  3. [3]2022-04-11Broad Form – Consolidated Reorganization
  4. [4]2023-04-10RESOLUTION FOR USE OF VIDEOCONFERENCING
  5. [5]2023-04-10RESOLUTION TO ADOPT MODEL VIDEOCONFERENCING PROCEDURES
  6. [6]2023-04-10RESOLUTION TO BROAD FORM – CONSOLIDATED REORGANIZATION
  7. [7]2024-05-13Resolution to Revise Village Appointments
  8. [8]2025-04-03RESOLUTION TO DECLARE VILLAGE APPOINTMENTS
  9. [9]2025-04-14Resolution to Broad Form – Consolidated Reorganization
  10. [10]2025-09-22Change Board meeting time to 6:00pm
  11. [11]2026-04-13Resolution to Broad Form – Consolidated Reorganization
  12. [12]2026-06-08RESOLUTION ESTABLISHING PUBLIC VIDEOCONFERENCE ACCESS AT BOARD MEETINGS

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.