Rhinebeck board approves routine contracts, purchases and renewals; detailed vote list

The Village of Rhinebeck Board of Trustees conducted a series of routine motions at its May 13 meeting. Trustees approved most motions by voice vote with “aye” responses; where the transcript records a different outcome the item is noted below. This roundup lists each motion, the text as stated in the meeting, and the recorded outcome or next step.

Votes at a glance

- Police server purchase: Motion to accept CMI quote for a new police server at $9,091. Motion made and seconded; voice vote recorded “Aye.” Outcome: approved. Funding source: leftover grant funds (no additional village funds requested).

- Cleaning contract: Motion to award village hall and police department cleaning contract to Vanguard at $1,700 per month. Motion made and seconded; voice vote recorded “Aye.” Outcome: approved. Start date recommended in June to permit notice to incumbent contractor.

- Firehouse interior painting: Motion to award painting contract to Carl Stephenson for $17,200 to paint firehouse interior and doors. Motion made and seconded; voice vote recorded “Aye.” Outcome: approved. Board discussed timing and asked contractor to complete work within the fiscal year (deadline noted).

- Surplus equipment bids (firehouse kitchen): Motion to accept bids for listed surplus items (dishwasher, stoves, sinks, mixer and others). Motion made and seconded; voice vote recorded “Aye.” Outcome: approved. Proceeds to go to the fire department capital account consistent with prior practice.

- Compost bagging machine: Motion to accept Weaver Line bid for a “ratting”/bagging machine at $707,231.20 to support the compost project. Motion made and seconded; voice vote recorded “Aye.” Outcome: approved. The motion prompted questions about procurement options and equipment life; trustees asked staff to confirm warranty and maintenance arrangements.

- Health insurance renewal (MVP/HRA): Motion to accept renewal from MVP (similar benefit design) with an 8% premium increase. Motion made and seconded; voice vote recorded “Aye.” Outcome: approved. Trustees noted budget implications and prior carryover funding that helps cover the increase.

- Municipal attorney engagement: Motion to extend engagement of Mackie, Butts & Whelan as municipal counsel for the coming fiscal year with listed hourly rates ($200 general, $240 litigation, $150 paralegal). Motion made and seconded; voice vote recorded “Aye.” Outcome: approved. Trustees discussed timing of rate changes and confirmed they will review any future rate adjustments when presented.

- Workers’ compensation renewal (Comp Alliance/Brown & Brown): Motion to approve the workers’ compensation renewal. Motion made and seconded; voice vote recorded “Aye.” Outcome: approved. Trustees discussed assessable pool risk and noted prior premium history and returned credits.

- Minutes: Motions to approve meeting minutes for April 8 and April 22, 2025 were made. April 8 minutes: motion carried with an abstention; April 22 minutes: motion carried with an abstention recorded.

- Special events and personnel items: Motion to approve the Memorial Day parade application from American Legion Post 429 for May 26 (route Mulberry/E. Market to Middle Street, estimated 500 attendees). Motion made and seconded; voice vote recorded “Aye.” Outcome: approved. Motion to allow Martina (village clerk) to participate in a Nikon Women’s Advisory Committee (minor time requirement) was approved by voice vote.

Items tabled or sent back for revision

- Green buildings resolution: Motion to adopt a green buildings policy (minimum LEED Silver) was discussed and not adopted as presented; trustees requested staff to redraft language to clarify scope, certification expectations, and cost caveats and to circulate the revised draft prior to the next meeting. Outcome: tabled (redraft requested).

Notes on procedure and sources

- Most motions were presented verbally by board members and seconded; the transcript records voice votes of “Aye” for the majority of approved items. Individual recorded roll‑call tallies and mover/second names were not consistently read into the record; the meeting minutes and posted board documents should be consulted for formal vote tallies and mover/second attribution.

- Funding sources were identified in some cases: the police server was to be paid from leftover grant funds; cleaning and painting costs use operating or capital budgets respectively; surplus proceeds to be applied to fire department capital account; compost machine to be funded from the compost grant (as discussed). For budget and accounting details, see the clerk/treasurer’s voucher and operating statements.