City of Middletown

The agenda for the Regular Meeting included several key items. Discussions were planned for officer reports, including a financial report requiring motion for approval and an audit presentation. The Executive Director's report involved reviewing the Annual Report and the PARIS Report. A resolution was scheduled to accept the Audit Report, Annual Report, and PARIS Report for the year ending December 31, 2025, and authorize their submission to New York State. The agenda also allocated time for reviewing bills and communications related to FedEx, Bleakley Platt, and Gannett.

The documentation encompasses minutes from four separate meetings held on the same date: the Regular Meeting, Audit Committee Meeting, Governance Committee Meeting, and Finance Committee Meeting. Key discussions across these sessions included the approval of the financial report and authorizing the Executive Director to submit the 2025 Audit, 2025 Annual Report, and PARIS Reports to New York State. The Audit Committee received a clean opinion with no compliance or internal control findings for the 2025 Audit, noting an increase in current assets due to property sales. The Governance Committee addressed the resolution for submitting the 2025 Board Evolution Report to the Authorities Budget Office (ABO), with generally positive board self-evaluation results. The Finance Committee reviewed the Investment Report and discussed procurement reporting requirements for substantial vendor payments.

The meeting addressed requests for area variances. The first item involved Sobo and Sobo Holdings for property at 20 Preston Street, seeking a setback variance due to the existing building being 9.7 ft short of current standards to facilitate use as part of a law office. The board also heard an application from 40 Adams Avenue for an area variance related to a previously approved single-family home construction, which involved addressing prior issues concerning a garage spanning property lines and the status of the foundation footing. A public comment expressed concerns regarding previous applicant non-compliance, unsecured construction sites, and potential property line encroachments, which the current applicant stated would be avoided as they plan to reside in the home and follow all codes, including replacing trees removed by the previous owner.

The meeting addressed several new business items. Key discussions included the authorization to approve the RBT U proposal for auditing services for fiscal year 2026. The board also authorized an agreement concerning the Orange County sales compensating youth sharing agreement without changes. Further actions involved approving an agreement for geese police services for specific parks where issues were noted, such as Wolf Slayer, Davage, and Maple Hill. An agreement with Civic Rec regarding software pricing increases was approved, with a one-time discount applied to the first year's increase. Additionally, the board authorized a budget transfer within the 2025 fire budget to cover costs associated with a replacement vehicle after an accident involving the chief's vehicle. Authorization was granted to accept a supplemental agreement for traffic operations funding, which secures $715,000 from DOT, with the city responsible for 5% of the cost. The board also approved an agreement with Pepsi Cola of the Hudson Valley to upgrade non-functioning and outdated vending machines, and an agreement with the Humane Society of Port Jervis and Deer Park.

The meeting addressed several new business authorizations, including the approval of a permanent third-party administrator contract for workmen's compensation for 2026. The Board also authorized the yearly fire alarm agreement between the city of Middletown and an entity for alarm monitoring services, after some discussion regarding the provider. Furthermore, the Board approved authorization to sign the 2026 Orange County Youth Bureau contracts, totaling $45,358 for various youth programs including playgrounds, fitness, and boxing. A request for consideration to purchase property on Ingrassia Road, contiguous to the Heritage Trail, was tabled for further review, including obtaining an appraisal or verifying market value. Finally, the Board considered and approved the renewal of contracts with H2O for monthly services at the water treatment plant and wastewater treatment plant for 2026, which involved significant discussion regarding costs and staffing levels for certified operators.