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Personnel Policy and HR Administration

2026last touched · 17 source resolutions
↑Village/Rules/Policies/Adopted/personnel_policy
Resolutions establishing and amending vacation, sick leave, call-in, and other leave policies; employee training and conference attendance policies; mileage reimbursement rates; sexual harassment prevention policy; and payroll schedule and timekeeping systems.
Synthesis written as-of 2026-05-16. A time-bounded clause in this rule expires on 2026-05-31
In force, by year of last update
2026this year
Mileage Reimbursement Rate
Village officials and employees are reimbursed for use of personal automobiles while performing official Village duties at the current federal IRS business rate per mile in effect at the time of the trip. Reimbursement applies to all Village-related travel including travel to authorized professional training.[10][17]
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.[15]
Trustee Training Budget Allocation Policy
The Trustee training budget line (A1010.4) divided by four (4) is allotted to each Trustee for use on municipal training fees (e.g., NYCOM, NYS Comptroller) and associated necessary expenditures (e.g., mileage, lodging) without prior Board approval. If training fees and associated expenses exceed a Trustee's allocation, the Board of Trustees must discuss and approve the expenditure prior to commitment; all expenses must go through the voucher audit process prior to reimbursement.[16][17]
Authorized Training Events — FY 2026–2027
For the fiscal year June 1, 2026 through May 31, 2027, the following officers and employees are authorized to attend designated training events subject to prior mayoral or Board approval and applicable budget allocations: 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, Zoning Board of Appeals members, and Planning/Zoning Clerk may attend the Dutchess County Planning Association.[17]
Training Budget Allocations — FY 2026–2027
Approved training budget allocations for fiscal year June 1, 2026 through May 31, 2027 are: $2,000 for Trustees (A1010.4), $2,000 for Village staff, Planning/Zoning within A8010.43, Court within A1110.45, and DPW within A1640.43 or EW8320.45.[17]
2025
Sick Leave Bank Policy — Full-Time Employees
The Village has adopted a Sick Leave Bank Policy allowing full-time Village employees who have exhausted their leave benefits and face a severe loss of income to receive voluntary donations of sick days from other full-time employees with accumulated leave. The policy became effective immediately upon adoption on May 12, 2025.[14]
2024
ADP Guaranteed Price Agreement
The Mayor is authorized to sign the ADP Guaranteed Price Agreement for Village payroll and HR services.[13]
2023
Call-In Pay Policy — Non-Union Employees
When a non-union Village employee is called in to work outside of normal work hours as an exception, for an emergency, or for a small amount of work, the employee shall receive a minimum of 1 hour of pay at the employee's standard pay rate.[11]
ADP Time Kiosk App — Employee Time Tracking
The Village uses 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. The Mayor is authorized to sign the contract for this system.[12]
2018
Sexual Harassment Policy
The Village of Red Hook has adopted a Sexual Harassment Policy as modified by labor counsel to comply with New York State Labor Law §201-g. The policy is disseminated to all Village employees, applicants for employment, paid and unpaid interns, contractors, and persons conducting business with the Village.[9]
2013
ADP Benefit Accrual System
The Village uses ADP's benefit accrual system to track vacation, sick, and personal time off for Police, Highway, and office staff. The system was implemented at a setup fee of $300.00 and $14.00 bi-weekly.[5]
2011
Employee Training Budget — Mayor's Contractual Line
The Mayor's contractual budget line is modified to include funding for Village employee training programs, including lunch and learn sessions.[3]
Vacation Time — Non-Union Employees (0–5 Years)
Non-union full-time Village employees receive paid vacation time based on years of service per the personnel guidelines. The base tier covers service up to five years, with three weeks' vacation at the five-year mark; vacation time is non-cumulative.[4]
Vacation Time — Non-Union Employees (5–10 Years)
Non-union full-time employees who have completed five years of service receive one additional day of vacation at the five-year anniversary, and one additional day per year thereafter up to the ten-year anniversary, for a maximum of four weeks' vacation at the ten-year anniversary. Vacation time is non-cumulative. This tier is retroactive to the fiscal year beginning June 1, 2011.[4]
2010
Payroll Schedule
Village payroll is processed on a semi-monthly schedule, replacing the prior bi-weekly schedule. This change was made to reduce the number of payrolls per year and reduce Treasurer administrative time.[2]
History · superseded or expired
2019
Mileage Reimbursement Authorization (2019)
Superseded by Resolution 23-2026 (footnote 17), which re-established the IRS rate reimbursement policy within the broader FY 2026–2027 training and travel authorization. The 2019 resolution approved reimbursement at the current federal IRS rate per mile, effective immediately.[10]
2018
IRS Mileage Reimbursement Authorization (2018)
Superseded by Resolution 16-2019 (footnote 10) and further confirmed by Resolution 23-2026 (footnote 17). The 2018 resolution authorized reimbursement at the IRS mileage rate for all Village-related travel.[8]
2016
Mileage Reimbursement Authorization (2016)
Superseded by Resolution 16-2019 (footnote 10) and further confirmed by Resolution 23-2026 (footnote 17). The 2016 resolution first authorized reimbursement at the current IRS rate per mile for use of personal vehicles on Village duties.[6]
Employee Conference Attendance Authorization (2016)
Superseded by Resolution 23-2026 (footnote 17), which re-established and expanded the authorized training events and procedures for FY 2026–2027. The 2016 resolution authorized attendance at NYCOM and Association of Towns meetings subject to prior mayoral approval.[7]
2008
Sexual Harassment Policy (NYMIR, 2008)
Superseded by Resolution 24-2018 (footnote 9), which adopted an updated policy compliant with NY Labor Law §201-g. The original 2008 NYMIR-submitted policy was accepted and distributed to all employees.[1]
Source resolutions
  1. [1]2008-05-12Sexual Harassment Policy
  2. [2]2010-12-06Switch Payroll to Semi-Monthly
  3. [3]2011-04-29Mayor's employee training budget
  4. [4]2011-11-07Personnel Vacation Time Guidelines Amendment
  5. [5]2013-01-07ADP Benefit Accrual System Implementation
  6. [6]2016-04-21Employee Personal Cars/Mileage
  7. [7]2016-04-21Employee attendance at schools and conferences
  8. [8]2018-04-09IRS mileage rate reimbursement for Village travel
  9. [9]2018-10-15To Adopt a Sexual Harassment Policy
  10. [10]2019-04-08Mileage Allowances
  11. [11]2023-01-09RESOLUTION TO ESTABLISH A CALL-IN POLICY FOR NON-UNION VILLAGE EMPLOYEES
  12. [12]2023-02-13ADP Time Kiosk App contract authorization
  13. [13]2024-09-26ADP Guaranteed Price Agreement
  14. [14]2025-05-12RESOLUTION TO ESTABLISH A SICK LEAVE BANK POLICY FOR FULLTIME VILLAGE OF RED HOOK EMPLOYEES
  15. [15]2026-01-12ADP NYSLRS Custom Report Contract
  16. [16]2026-01-26Establish Trustee training budget allocation policy
  17. [17]2026-05-11Resolution to Authorize Professional Training Attendance and Establish the Procedure for Village Payment of Training Fees

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.