Village Board Governance and Administrative Procedures
Resolutions setting the time and procedural rules for regular Village Board meetings, adopting records retention schedules, establishing the annual board reorganization, and adopting the government efficiency plan.
Synthesis written as-of 2026-06-13. 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.[10]
Mileage Reimbursement Rate
Village officers 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 board meeting or workshop 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, as embodied in Local Law.[10]
Official Newspaper Designation
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]
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]
Events Committee Meeting Schedule
The Events Committee meets as needed.[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 Appointment – Gluck
Michelle Gluck is appointed to the Climate Smart Community Task Force for a 2-year term ending April 3, 2028.[10]
Climate Smart Community Task Force Appointment – Viega
Cat Viega is appointed to the Climate Smart Community Task Force for a 2-year term ending April 3, 2028.[10]
Climate Smart Community Task Force Appointment – Bardfield
Josh Bardfield is appointed to the Climate Smart Community Task Force for a term ending April 5, 2027.[10]
Events Committee Appointment – Smythe
Karen Smythe serves as Board Liaison and Member of the Events Committee for a 2-year term ending April 5, 2027.[10]
Events Committee Appointment – Smith
Amy Smith is appointed to the Events Committee for a 2-year 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 Project Liaison Assignments
The Board approves committee liaisons including: Village Green Committee — Trustee Uku; Public Spaces Committee — Trustee Allen; Climate Smart Community Task Force — Trustee Rothstein; Events Committee — Mayor Smythe. Project assignments include Language Access Grant and Zoning Review — Deputy Mayor Kjarval; Compost/Food Waste Grant — Mayor Smythe; General Business District sign review — Trustee Rothstein.[10]
External Liaison Assignments
The Board approves external liaison assignments including: Red Hook Public Library — Trustee Uku; Town Comprehensive Plan, Town Community Preservation Fund Advisory Board, Red Hook Together — Deputy Mayor Kjarval; Saw Kill Watershed Community — Mayor Smythe (Trustee Allen re Fisk St. Pond); Red Hook Chamber of Commerce — 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 and Dutchess County Transportation Council; Planning Board, Zoning Board of Appeals members, and Planning/Zoning Clerk — Dutchess County Planning Association.[10]
2025
Village Treasurer Appointment
Marybeth DeFilippis is appointed as Village Treasurer for a 2-year term ending April 5, 2027.[7]
Special Prosecutor Appointment
Christopher Montalto, Esq. is appointed as Special Prosecutor for a 1-year term ending April 6, 2026.[7]
Zoning Board of Appeals Appointment – Javsicas
David Javsicas is appointed to the Zoning Board of Appeals for a 5-year term ending April 8, 2030.[8]
Zoning Board of Appeals Appointment – Relingh
Maarten Relingh is appointed to the Zoning Board of Appeals for a 5-year term ending April 8, 2030.[8]
2023
Planning Board Appointment – Pagano
Beth Pagano serves as Planning Board Chair for a 5-year term ending April 3, 2028.[6]
2022
Records Retention Schedule Adoption
The Village adopts the Retention and Disposition Schedule for New York Local Government Records (LGS-1), issued pursuant to Article 57-A of the Arts and Cultural Affairs Law, for use by all Village officers in legally disposing of valueless records. Only records described in LGS-1 that have met the minimum retention periods and lack sufficient administrative, fiscal, legal, or historical value may be disposed of.[5]
History · superseded or expired
2025
Associate Justice Appointment – Mansfield (2025 Term)
Thomas Mansfield was appointed Associate Justice for a 1-year term ending April 6, 2026. Superseded by reappointment in footnote 10 with term ending April 5, 2027.[7]
Deputy Clerk Appointment – Devens (2025 Term)
Diana Devens was appointed Deputy Clerk for a 1-year term ending April 6, 2026. Superseded by reappointment in footnote 10 with term ending April 8, 2027.[8]
2025 Meeting Schedule – Village Board of Trustees
Village Board of Trustees meetings were scheduled at 7:00 pm on specific dates from May 12, 2025 through April 13, 2026. Superseded by footnote 9 (time changed to 6:00 pm) and then footnote 10 (new schedule at 6:30 pm through April 2027).[8]
2025 Meeting Schedule – Village Board Workshops
Village Board Workshops were scheduled at 7:00 pm on specific dates from April 24, 2025 through March 23, 2026, moving to the 4th Monday starting in June. Superseded by footnote 9 (time changed to 6:00 pm) and then footnote 10.[8]
Board Meeting and Workshop Start Time – 6:00 pm
All Village Board of Trustee meetings and workshops were moved to 6:00 pm, with the first 30 minutes reserved for voucher review, effective September 22, 2025. Superseded by footnote 10, which set the start time to 6:30 pm.[9]
2025 Planning Board Meeting Schedule
The Planning Board was scheduled to meet on the 2nd Thursday at 6:30 pm. Carried forward unchanged into footnote 10.[8]
2023
2023 Consolidated Reorganization – Bank Depositories
Designated Key Bank and M&T Bank as depositories. Superseded by footnote 10, which added NYCLASS as a third depository.[6]
2023 Consolidated Reorganization – Advance Payment Authorization
Authorized advance payment of claims for public utility services, postage, freight, and express charges, with claims to be presented at the next regular meeting for audit. Superseded by footnote 10.[6]
Village Treasurer Appointment – Urbin
Lori Urbin was appointed Village Treasurer for a 2-year term ending April 7, 2025. Superseded by the appointment of Marybeth DeFilippis in footnote 7.[6]
Associate Justice Appointment – Mansfield (2023 Term)
Thomas Mansfield was appointed Associate Justice for a 1-year term ending April 8, 2024. Superseded by reappointment in footnote 7.[6]
2023 Meeting Schedule – Village Board of Trustees
Village Board of Trustees meetings were set for the 2nd Monday at 7:00 pm; Village Board Workshops on the 4th Thursday at 7:00 pm. Superseded by the 2025 and 2026 reorganization schedules.[6]
2023 Meeting Schedule – Justice and Criminal Court
Justice Court was set for the 1st Wednesday at 6:00 pm; Criminal Court on the 3rd Wednesday at 4:00 pm. Criminal Court time superseded by footnote 8 (changed to 3:00 pm).[6]
Zoning Board of Appeals Appointment – Luks (2023 Term)
Kristin Luks was appointed to the Zoning Board of Appeals for a 5-year term ending April 6, 2026. Superseded by reappointment in footnote 10 with term ending April 7, 2031.[6]
2022
2022 Consolidated Reorganization
Designated Key Bank and M&T Bank as depositories, authorized reimbursement at federal IRS mileage rates, acknowledged Ethics and Procurement Codes, appointed official newspaper, renewed meeting schedule, and approved Mayor's appointments for 2022. Superseded by subsequent annual reorganization resolutions.[4]
2021
2021–2022 Consolidated Reorganization
Designated Key Bank and M&T Bank as depositories, approved IRS mileage reimbursement, acknowledged Ethics and Procurement Codes, designated Kingston Daily Freeman as official newspaper, renewed meeting schedule, and approved Mayor's appointments for 2021–2022. Superseded by subsequent annual reorganization resolutions.[3]
2020
2020–2021 Consolidated Reorganization
Designated Key Bank and M&T Bank as depositories, approved mileage reimbursement at the current IRS rate, acknowledged Ethics and Procurement Codes, and accepted Mayor's appointments for 2020–2021. Superseded by subsequent annual reorganization resolutions; term expired June 30, 2021.[2]
2015
Government Efficiency Plan – Dutchess County Continuation
Authorized the Village to continue with Dutchess County on the Government Efficiency Plan projecting 1% levy savings for 2017, 2018, and 2019. Expired December 31, 2019.[1]
Source resolutions
- [1]2015-04-13Government Efficiency Plan Continuation
- [2]2020-04-16BROAD FORM – CONSOLIDATED REORGANIZATION
- [3]2021-04-12CONSOLIDATED REORGANIZATION STEPS
- [4]2022-04-11Broad Form – Consolidated Reorganization
- [5]2022-04-11Records Retention
- [6]2023-04-10RESOLUTION TO BROAD FORM – CONSOLIDATED REORGANIZATION
- [7]2025-04-03RESOLUTION TO DECLARE VILLAGE APPOINTMENTS
- [8]2025-04-14Resolution to Broad Form – Consolidated Reorganization
- [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.