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Middletown approves DPW vehicle purchases after council debate over fund balance and replacement vs. addition
Summary
The Board approved purchases of two 2023 Dodge Durangos (priced at $39,767.80 each) and additional vehicle funding for the Department of Public Works after extended debate about whether the purchases were true replacements, the source of funds and whether requests should have been made at budget time.
The Middletown Board of Estimate approved funding on March 20 to buy two 2023 Dodge Durangos (listed at $39,767.80 each) for the Department of Public Works and to address additional vehicle needs after an extended discussion over whether the purchases represented replacements or additions and whether they should have been included in the city’s budget process.
Why it matters: The decision reallocates city fund balance and leftover budget dollars to add or replace vehicles in the DPW fleet, an action the mayor and several council members said should have been resolved during the capital/budget process.
The board considered an authorization to transfer from the general fund balance to cover needed vehicle replacements within the DPW fleet. The item listed two Dodge Durangos at $39,767.80 each; meeting discussion also referenced a 2002/2011 Tahoe to be replaced and a pickup (model year referenced as 2017) that the building inspector, Walter Welch, currently uses. Mr. Terrell (identified in the transcript as a staff member) told the board he had earlier said he needed three vehicles for inspectors; during the meeting the request was discussed as two Durangos and one pickup.
Mayor questioned why the purchases were not submitted during the budget process and repeatedly said such decisions should be made at budget time. The mayor said, "budget time is when these decisions should have been made." Council President Rodriguez and other members pressed for practical fleet needs, with one councilmember saying the lot crew has been using older, failing vehicles.
Finance staff (identified in the transcript as Leonora/Leonor) was asked to clarify whether the money originated as a fund balance or as leftover payroll from the prior year. Mr. Terrell said the funds came from leftover 2024 payroll and that the money was later shifted into fund balance; Leonora confirmed that leftover budget funds had been moved into fund balance after the close of the fiscal year. The transcript records disagreement between the mayor and staff over whether the transfer should be described as drawing on fund balance versus using leftover budget funds; the exchange included several admonitions that future vehicle requests should be submitted at budget time.
Several members expressed reluctance but ultimately voted to approve the authorization. One councilmember said they would vote with a "note of disappointment" that the purchase was not requested at budget time. The transcript does not record a detailed roll‑call vote for this item; the board approved the measure by voice vote.
What remains unclear from the record: The transcript does not contain a singular, unambiguous line listing the final exact vehicles approved (some speakers referred to two Durangos and one pickup; others emphasized two Durangos only). The per‑vehicle price for the Durangos was stated; the total amount to be transferred for all vehicle purchases was not explicitly summarized in a single line in the transcript.
Next steps: Finance and procurement staff will execute the approved transfer and vehicle purchases; council members reiterated that future vehicle purchases should be submitted during the regular budget cycle.
