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Banking, Depositories, and Payroll Administration

2026last touched · 17 source resolutions
↑Village/Rules/Policies/Adopted/depository_banking_and_payroll
Resolutions designating official village depositories, authorizing bank accounts, credit cards, and money market accounts, and establishing payroll frequency, timekeeping systems, and voucher approval procedures.
In force, by year of last update
2026this year
ADP NYSLRS Custom Report Contract
The Mayor is authorized to sign a contract with ADP to create a custom report addressing New York State Local Retirement System (NYSLRS) enhanced ongoing reporting requirements.[17]
2025
NYCLASS Program Participation
The Village of Red Hook is registered in the NYCLASS short-term municipal investment program under the NYCLASS Municipal Cooperation Agreement amended and restated as of August 1, 2023. Authorized signers are Mayor Karen Smythe, Treasurer Marybeth De Filippis, and Comptroller Michele Zagorski.[16]
NYCLASS Investment Policy Requirement
Prior to the initial NYCLASS investment, the Board of Trustees is required to review and adopt a NYCLASS Investment Policy.[16]
2024
ADP Guaranteed Price Agreement
The Mayor is authorized to sign the ADP Guaranteed Price Agreement securing pricing for ADP payroll and related services.[15]
2023
ADP Time Kiosk App — Contract and Cost
The Village maintains a contract for the ADP Time Kiosk App for employee time tracking at a cost of $936 per year plus the cost of three tablets and equipment to secure them.[12]
Credit Account — D&S Pump & Supply
The Village Treasurer is authorized to maintain a credit account with D&S Pump & Supply for use by the Highway Department; authorized signers are Jerome "Jake" Smith, Chris Coons, Charles Devens, and Lori Urbin. Invoices are vouchered and approved by the Board prior to payment.[13]
Credit Account — Harbor Freight Tools
The Village Treasurer is authorized to maintain a credit account with Harbor Freight Tools for use by the Highway Department; authorized signers are Jerome "Jake" Smith, Chris Coons, Charles Devens, and Lori Urbin. Invoices are vouchered and approved by the Board prior to payment.[13]
Credit Account — Ruge's Ford
The Village Treasurer is authorized to maintain a credit account with Ruge's Ford for use by the Highway Department for vehicle and equipment parts; authorized signers are Jerome "Jake" Smith, Chris Coons, Charles Devens, and Lori Urbin. Purchases follow Procurement Policy guidelines and invoices are vouchered and Board-approved prior to payment.[14]
2022
Salisbury Bank Account — Authorized Representative
Mayor Karen Smythe is designated as the authorized representative on the Village's Salisbury Bank accounts, replacing the prior representative.[11]
2020
M&T Bank Credit Card — Authorized Cardholders and Limits
The Village holds an M&T Bank credit card program with three cards issued to the Mayor, Treasurer, and Clerk, each with a spending limit of $5,000, subject to all internal procurement policy requirements.[10]
M&T Bank Credit Card — Faith and Credit Pledge
The faith and credit of the Village of Red Hook are pledged for the payment of M&T Bank credit card transactions in accordance with monthly processes.[10]
2019
Official Village Depository — Key Bank
Key Bank is designated as the primary official depository bank for all monies received by the Village Treasurer, Clerk, and Receiver of Taxes, pursuant to Village Law Sec. 4-412(3)(2).[4][7][9]
Money Market Accounts — Highway, Police, Water, and Fire
Money market accounts are maintained for the Highway, Police, Water, and Fire Department funds, replacing prior M&T Bank certificates of deposit, to provide greater flexibility and improved interest rates.[8]
2018
Sewer Checking Account
The Treasurer is authorized to maintain a sewer checking account, initially funded with $5.00 from the water fund, to manage sewer plant operating expenses.[5]
Advance Approval of Claims and Vouchers
The Village Board authorizes advance approval of claims and vouchers for Village operations.[6]
2013
ADP Benefit Accrual System
The Village uses ADP's benefit accrual system for tracking vacation, sick, and personal time off for Police, Highway, and office staff, authorized at a setup fee of $300.00 and $14.00 bi-weekly.[3]
2010
Payroll Frequency
Village payroll is processed on a semi-monthly schedule, changed from bi-weekly to reduce Treasurer administrative time and save approximately two payrolls per year.[2]
2009
Voucher Signature Timeline Requirement
All vouchers shall be prepared and ready for trustee signature one week prior to each board meeting.[1]
History · superseded or expired
2020
American Express Credit Card
Superseded by footnote 10 (2020). The existing American Express credit card was closed and not renewed in October 2020; replaced by the M&T Bank credit card program.[10]
2018
M&T Bank — Certificate of Deposit Accounts
Superseded by footnote 8 (2019). M&T Bank was originally designated for certificate of deposit accounts; those CDs were replaced by money market accounts for Highway, Police, Water, and Fire Department funds.[7][8]
Source resolutions
  1. [1]2009-10-05Voucher signature timeline requirement
  2. [2]2010-12-06Switch Payroll to Semi-Monthly
  3. [3]2013-01-07ADP Benefit Accrual System Implementation
  4. [4]2016-04-21Authorize Key Bank as Official Village Bank
  5. [5]2018-02-22Open sewer checking account with water fund
  6. [6]2018-04-09Advanced approval of claims
  7. [7]2018-04-09Depository Bank for deposit of Village monies
  8. [8]2019-03-21Open money market accounts replacing M&T CDs
  9. [9]2019-04-08Designating Depositories
  10. [10]2020-11-09Village Credit Card – Village of Red Hook and M&T Bank
  11. [11]2022-01-10Salisbury Bank Account Authorization
  12. [12]2023-02-13ADP Time Kiosk App contract authorization
  13. [13]2023-05-25Resolution Establishing a Credit Accounts at D&S Pump & Supply and Harbor Freight Tools
  14. [14]2023-07-27RESOLUTION ESTABLISHING A CREDIT ACCOUNT AT RUGE'S FORD
  15. [15]2024-09-26ADP Guaranteed Price Agreement
  16. [16]2025-06-09RESOLUTION TO PARTICIPATE IN THE NYCLASS MUNICIPAL COOPERATION AGREEMENT
  17. [17]2026-01-12ADP NYSLRS Custom Report Contract

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.