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Middletown Board of Estimate approves routine contracts, DOT traffic grant supplemental and small budget adjustments
Summary
At its Jan. 15 meeting the Middletown Board of Estimate approved an audit services proposal, renewed an Orange County sales‑tax sharing agreement, accepted a DOT traffic grant supplemental that requires a small city match, approved a software price amendment and authorized several interagency agreements.
The Middletown Board of Estimate on Jan. 15 approved a slate of routine contracts and budget adjustments, including acceptance of a state Department of Transportation supplemental grant agreement that will require a modest city match.
Board members voted to approve RBT's proposal for auditing services after a brief procedural clarification about the fiscal year covered. Miguel moved to approve the minutes and the related motion approving the audit procurement; Massey seconded on both motions, and the board adopted them by voice vote.
The board also authorized renewal of the Orange County sales tax sharing agreement, which staff said is unchanged from the prior year and maintains the same distribution. Rodriguez seconded the motion and the council approved it by voice vote.
On software licensing, staff reported a one‑time CivicRec price increase of $2,304.75 and said the vendor offered a discount for the first year while locking the city into five‑year pricing with a roughly 5% annual uplift thereafter. Staff said the immediate additional budget need is $576.18; Massey moved to approve the amendment and Rodriguez seconded.
The board approved a transfer within the 2025 fire budget to pay for a replacement vehicle after an accident damaged the chief’s vehicle. Members said the transferred funds will go into the department's "other equipment" line.
On transportation, staff member Tewil explained that the city applied for $715,000 in DOT funding; the award was approved but will not be appropriated until 2026. He said the city is theoretically responsible for 20% of project costs but that in practice the state typically covers 15%, leaving an approximate 5% local match. Tewil described the work covered by the supplemental agreement — construction inspection, miscellaneous construction tasks, ADA improvements, pavement and signal upgrades — and said an additional $400,000 grant is expected. The board voted to authorize the mayor to sign Supplemental Agreement No. 5 to accept the funding and proceed with the project.
Facilities staff explained a proposed agreement with PepsiCo of the Hudson Valley to replace vending machines in the municipal lobby at no cost to the city; staff and counsel reviewed the contract and the board approved it after Rodriguez moved and Massey seconded. McDermott, who presented the item, said the machines had repeatedly failed and staff had requested an upgrade: "There's no cost to the city," he said.
Finally, the board approved an agreement with the Humane Society of Port Jervis and Deer Park. Following that vote, members moved to adjourn.
The board took only voice votes during the meeting; individual roll‑call tallies were not read aloud on the record for each item. Next procedural steps include signature of the DOT supplemental agreement by the mayor and implementation planning for the traffic projects and CivicRec license adjustment.
