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Information Technology, Communications, and Office Systems

2026last touched · 23 source resolutions
↑Village/Rules/Policies/Adopted/it_and_communications_systems
Resolutions authorizing IT consulting, cybersecurity, and software contracts, radio communications equipment, copier and office equipment leases, online and electronic payment systems, village website and accessibility services, videoconferencing policies, and AI use policies.
Synthesis written as-of 2026-06-13. A time-bounded clause in this rule expires on 2026-12-31
In force, by year of last update
2026this year
ArchTop Fiber Internet Services Contract
The Mayor is authorized to sign a contract with ArchTop Fiber for internet services at Village Hall, the wastewater treatment plant, and the water treatment plant, providing faster and more cost-effective connectivity.[20]
NYCOMCO Police Department Radios — 5-Year Contract
The Mayor is authorized to sign a 5-year contract with NYCOMCO for Police Department communication radios.[21]
NYCOMCO Department of Public Works Radios — 5-Year Contract
The Mayor is authorized to sign a 5-year contract with NYCOMCO for Department of Public Works communication radios.[22]
Artificial Intelligence (AI) Tools Use Policy
Village employees and elected officials may use AI tools to assist with tasks such as drafting content, summarizing information, or generating ideas, but must verify all AI-generated content before use. Employees must not input confidential or personally identifiable information into AI tools, must cite any AI use in documents, and must use AI tools as supportive aids rather than replacements for professional judgment.[23]
2025
CivicPlus Website Services Annual Renewal
The Mayor is authorized to sign the annual renewal contract with CivicPlus for Village website services.[19]
2024
Police Department Copier Lease — Bell Copiers
The Mayor is authorized to sign a lease with Bell Copiers for a printer/copier/scanner for the Police Department at $96.00 per month with a 1,000-page monthly allowance.[15]
Catalis Tax and Utility Software License Renewal
The Mayor is authorized to sign the Catalis License Renewal Contract for the Village's tax and utility billing software system.[16]
NYCOMCO Communication Radios Lease — Highway and Police Departments
The Mayor is authorized to sign NYCOMCO lease renewal agreements for communication radios for both the Highway Department and the Police Department.[17]
Recite Me Website Accessibility Subscription — Village of Red Hook
The Mayor is authorized to enter into a contract with Recite Me for a 2-year subscription extension for website accessibility services for the Village of Red Hook, with at least half the cost funded by a Dutchess County MIG grant. The subscription extends through approximately December 2026.[18]
Recite Me Website Accessibility Subscription — Red Hook Library
The Mayor is authorized to enter into a contract with Recite Me for a 1-year subscription extension for website accessibility services for the Red Hook Library, fully paid by a Dutchess County MIG grant.[18]
2023
Clerk's Office Copier Lease — Bell Copier 60-Month Term
The Mayor is authorized to sign a 60-month lease with Bell Copier for a new copier/printer/scanner/fax in the Clerk's office, replacing the previously expired lease.[11]
CMI Tech Annual IT Services Contract
The Mayor is authorized to sign the CMI Tech annual contract for IT services for the Village.[8][12]
Videoconferencing Authorization — Extraordinary Circumstances
Board of Trustees members may attend meetings by videoconference under extraordinary circumstances (including disability, illness, caregiving responsibilities, or other significant unexpected factors) in compliance with New York State Public Officers Law Section 103-a. A quorum of members must be physically present at a location open to the public, and members attending remotely must be seen, heard, and identified during open session. Any such meeting must be recorded, posted to the Village website within five business days, and transcribed upon request.[13]
Videoconferencing Model Procedures Adoption
The Board of Trustees adopted the Model Procedures for Member Videoconferencing as required by Public Officers Law Section 103-a and the Board's April 10, 2023 videoconferencing authorization resolution.[14]
2020
VPS Online Payment System Authorization
The Village is authorized to use Verified Payment Systems (VPS), a sister company of Software Consulting Associates (SCA), to accept online payments for water bills, tax bills, and garbage tags through the Village website. The system creates no direct cost to the Village and integrates with SCA billing software.[9]
Court Copier Lease — Bell Copier Renewal
The Village renewed its court copier lease with Bell Copier for a five-year term, including delivery, machine setup, software conversion, and hard drive wiping services.[10]
2018
IT Consulting Services — Rick Heinlein / R.I.S.C.
The Village utilizes Rick Heinlein (d/b/a R.I.S.C.), a Certified Information Systems Security Professional (CISSP), for IT services including hardware review, repair, installation, software, and security/backup protection. Services are provided at $50.00 per hour with no monthly retainer; work must be authorized by the Village and invoices submitted prior to payment.[6]
2017
GovPayNet Online Court Fine Payment Authorization
The Village Justice Court is authorized to utilize GovPayNet, a web-based third-party payment service, enabling defendants to pay court fines online. The system is web-based, does not tie into Village software, and creates no cost or liability to the Village; fees are incurred solely by the defendant. Authorization is contingent upon Village counsel's approval of the participation agreement.[4]
Cybersecurity Software — IT Consultant Direction
The Village is authorized to purchase the cybersecurity product recommended by its IT consultant to protect Village data systems. The purchase was directed by the IT consultant.[5]
2002
Zoning Software Purchase — Software Consultants
The Village purchased zoning software from Software Consultants for $2,500.00, with $1,500.00 for setup and training billed in the following budget year. An annual maintenance fee of $500.00 applies.[1]
History · superseded or expired
2019
NYCOMCO Refurbished Radio Lease — Highway Department (3-Year Term)
Expired February 2022. The Village leased six refurbished radios from NYCOMCO for highway department vehicles at $150.00 per month ($1,800.00 annually) for a 3-year term beginning February 11, 2019. Superseded by NYCOMCO lease renewals (footnotes 17, 22).[7]
2008
Court Copier Lease — Konica Minolta Bizhub 350
Superseded by Bell Copier renewal (footnote 10). The Village leased a Konica Minolta Bizhub 350 copier for $169.00 per month under NYS contract, with court grant funds of $1,027.44 applied toward monthly rental and an option to purchase at end of contract.[2]
Clerk's Office and Police Department Copier Leases — GE Commercial Finance
Superseded by Bell Copier leases (footnotes 11, 15). The Village leased two copiers from GE Commercial Finance: one for the Clerk's Office at $192.00 per month and one for the Police Department at $121.00 per month, contingent on satisfactory jamming performance.[3]
Source resolutions
  1. [1]2002-05-06Zoning office software purchase authorization
  2. [2]2008-06-02Court copier lease agreement
  3. [3]2008-09-08Lease copiers for Clerk and Police offices
  4. [4]2017-04-20Authorization For Village Justice Court To Utilize GovPayNet (Government Payment Services, Inc.)
  5. [5]2017-07-20Cybersecurity software purchase authorization
  6. [6]2018-10-18Information Technology Services Consultant Rick Heinlein d/b/a R.I.S.C.
  7. [7]2019-02-11NYCOMCO Refurbished Radio Lease Agreement
  8. [8]2019-06-10IT Consulting Agreement with CMI
  9. [9]2020-03-09Authority to Sign VPS On-Line Payment Documents
  10. [10]2020-09-14Court Copier Lease Renewal with Bell Copier
  11. [11]2023-02-23Bell Copier 60-month lease authorization
  12. [12]2023-02-23CMI Tech annual IT services contract
  13. [13]2023-04-10RESOLUTION FOR USE OF VIDEOCONFERENCING
  14. [14]2023-04-10RESOLUTION TO ADOPT MODEL VIDEOCONFERENCING PROCEDURES
  15. [15]2024-02-12Bell Copiers Printer/Copier/Scanner Lease
  16. [16]2024-04-08Authorize Mayor to Sign Catalis License Renewal
  17. [17]2024-05-13NYCOMCO Communication Radios Lease Renewal
  18. [18]2024-12-09Recite Me Website Accessibility Subscription
  19. [19]2025-10-06CivicPlus website services annual renewal contract
  20. [20]2026-01-26Authorize Mayor to sign ArchTop Fiber internet services contract
  21. [21]2026-02-09NYCOMCO Police Department Radios Contract
  22. [22]2026-02-09NYCOMCO Department of Public Works Radios Contract
  23. [23]2026-03-23Policy for the Use of Artificial Intelligence (AI) Tools and Confidential Information

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.