Board of Estimate

CITY OF MIDDLETOWN BOARD OF ESTIMATE AND APPORTIONMENT AGENDA JULY 16, 2026 - 4:00 PM 1. ROLL CALL 2. APPROVAL OF MINUTES 2.1. Accept the Minutes of 07/02/2026 and 07/07/2026 3. NEW BUSINESS 3.1. Requesting a Resolution to Enter into an Amended Agreement with Permitium for the Licensing Director Portal to Begin Online Dog Registrations and Renewals The City Clerk respectfully requests authorization for the Mayor to execute an amended agreement with Permitium to implement its License Director platform for dog licensing and renewals. The City has successfully utilized Permitium for vital records since 2022 and has been extremely satisfied with its products and customer service. The new platform will modernize the City's dog licensing program by allowing residents to register and renew licenses online, providing automated renewal and rabies vaccination reminders, improving compliance with licensing requirements, reducing paper and postage costs, and allowing unlimited staff users without additional licensing fees. There is no cost to the City to implement or use the service; residents choosing to complete transactions online will pay a technology convenience fee charged directly by Permitium, while in-person transactions at City Hall will continue to be available at no additional cost. 3.2. Approval to accept STOP DWI second period enforcement The City entered into an Inter-Municipal Agreement with the County of Orange and approved by the Common Council in March 2026, for STOP DWI funding. We were notified that the second enforcement period funding has been awarded in the amount of $9,000. Request to accept the funds to be deposited into revenue line A.3333. These funds will be expensed from A.3141.103 through Stop DWI overtime entries 3.3. Approval to accept Skoufis/National Night Out Grant Funding for 2027 The City of Middletown Police Department has been awarded $10,000 sponsored  by Senator Skoufis’ office. The funding will be used for operating expenses for our National Night Out Against Crime event for 2027. Requesting to have a resolution prepared allowing us to accept this funding to be deposited into account A.3334, and increase, A.3146.932, the DCJS/Skoufis expense grant line for use in 2027 3.4. Approval to Apply for Grant funds through Consolidated Funding Application (CFA) for Paramount Theatre Roof The City of Middletown desires to apply for financial assistance through the 2026 Consolidated Funding Application (CFA) under the Environmental Protection Fund: Parks, Preservation and Heritage Grants; and the Homes and Community Renewal Main Street Program. The City will be requesting funding to replace two roofs at the Paramount Theatre: The large roof over the auditorium/stage and the metal roof over the backstage area. The grant application requires that the applicant obtain the approval and endorsement of the governing body of the municipality that is applying for funding. Seeking authorization for the Mayor to sign as the sole signatory, any and all necessary documents required pertaining to the Consolidated Funding Application and for approval of the submission for grant. 3.5. Authorization to approve the Harry Rotolo proposal for fire alarm service at the new Court House BE IT RESOLVED; that the Board of Estimate and Apportionment authorizes an agreement with Harry F. Rotolo & Son’s requesting approval of the new contract for monthly Fire Alarm Services at the Courthouse on 25 South Street. The fee for Fire Alarm Service is $39.00 a month with a 4% increase every year. BE IT FURTHER RESOLVED; that the Board of Estimate and Apportionment authorizes the Mayor to sign the agreement. 3.6. Authorization to approve a budget transfer within the Fire Department BE IT RESOLVED; that the Board of Estimate and Apportionment authorizes the Treasurer to transfer 10,448, in the following manner, FROM TO AMOUNT A.3410.440 $10,448 A.3410.200 Repairs to Equipment Other Equipment To replace Thermal Imaging Camera. 4. WATER/SEWER/LAWN MAINTENANCE ADJUSTMENT 5. ADJOURNMENT  CITY OF MIDDLETOWN BOARD OF ESTIMATE AND APPORTIONMENT MINUTES JULY 7, 2026 Roll Call Present: Mayor DeStefano, Council President Rodrigues, Alderman Masi Absent: Approval of Minutes Motion by: Mayor DeStefano Seconded by: Council President Rodrigues AYES: Mayor DeStefano, Council President Rodrigues, Alderman Masi NAYS: None ABSTAIN: None New Business Authorization to approve 2026 Bond Resolution to cover the cost of City Wide Capital Needs Requesting authorization to approve the attached 2026 Capital Bond Resolution for various Citywide Needs. The City plans to borrow the funding by priority and phased over the next couple of years. The total capital plan is for $9,530,477. Motion by: Mayor DeStefano Seconded by: Council President Rodrigues AYES: Mayor DeStefano, Council President Rodrigues, Alderman Masi NAYS: None ABSTAIN: None Water/Sewer/Lawn Maintenance Adjustment Adjournment @ 7:03 P.M. Motion by: Alderman Masi Seconded by: Council President Rodrigues AYES: Mayor DeStefano, Council President Rodrigues, Alderman Masi NAYS: None ABSTAIN: None MEMORANDUM To: Mayor Joseph M. DeStefano, Council President J, Miguel Rodrigues, and Finance Chairman Alderman Joseph G. Masi CC: Leonora Liz, City Treasurer and Members of the Common Council From: Richard P. McCormack, City Clerk Date: July 8, 2026 Re: Authorization to Execute an Amended Agreement with Permitium for Dog Licensing Services I respectfully request authorization to enter into an amended agreement with Permitium to add its License Director module for the processing of dog licenses and renewals. The City Clerk's Office has utilized Permitium for vital records processing since 2022, and we have been extremely pleased with both the platform and the level of customer service provided. Based on our experience, I am confident that expanding our partnership with Permitium will significantly improve the City's dog licensing program and the services we provide to residents. Our current dog licensing platform through BAS is outdated, cumbersome to use, and offers limited online functionality. While residents can renew licenses online, the system generally only accommodates renewals when rabies vaccination information is already current. As a result, many residents are still required to visit City Hall in person to complete new registrations or resolve licensing issues. The Permitium License Director platform will modernize this process by allowing residents to apply for dog licenses online for the first time, eliminating the need for many to take time away from work to visit City Hall. This enhanced convenience will improve customer service while reducing administrative burdens on staff. The new platform will also provide several operational improvements, including: • Electronic renewal reminders delivered by email and text, reducing paper, printing, and postage costs. • Automated reminders requesting updated rabies vaccination documentation throughout the licensing cycle, rather than relying on residents to submit records only when licenses are due for renewal. • Follow-up notifications for overdue licenses, giving the Clerk's Office a practical tool to improve compliance and maintain more accurate licensing and vaccination records.  • Unlimited user licenses, allowing additional Clerk's Office staff to process applications and renewals without additional licensing costs. Under our current BAS agreement, we are limited to three user licenses and must pay additional fees for each added user. There is no cost to the City to implement or utilize the License Director platform. Residents who choose to conduct transactions online will pay a technology convenience fee charged directly by Permitium, generally ranging from approximately $3.00 to $4.00 per transaction, depending on the type and amount of the transaction. Residents who prefer not to pay the convenience fee may continue to conduct their licensing transactions in person at City Hall. Overall, this upgrade will provide a more convenient experience for residents while improving efficiency, increasing compliance with state licensing requirements, maintaining more current rabies vaccination records, and reducing ongoing administrative costs—all without additional expense to the City. For these reasons, I respectfully request authorization to execute the amended agreement with Permitium to implement the License Director platform for the City of Middletown's dog licensing program.  AMENDMENT #1 TO AGREEMENT BY AND BETWEEN Middletown City Clerk AND PERMITIUM, LLC Customer Information: Agency Name (“Customer”): Middletown City Clerk Customer Address: 16 James Street, Middletown, NY 10940 Primary Contact Name: Rick McCormack Primary Contact Email Address: rmccormack@middletownny.gov Primary Contact Phone: (845) 346-4168 Order Form Information: Prepared By: Patrick Walker Order Form Creation Date: July 1,2026 Order Form Expiration Date: July 31,2026 THIS AMENDMENT is made to the Agreement for the provision of software for permit and license applications by and between Permitium, LLC (“Permitium”), and the Middletown City Clerk (the “CLIENT”). WHEREAS, CLIENT and Permitium originally entered into this AGREEMENT to provide software services to the City Clerk’s office for automated vital records ordering and payment processing WHEREAS, CLIENT and Permitium wish to amend the AGREEMENT to update the following items: Add LicenseDirector – Early Adopter Program (EAP) Overview - Exhibit 1 Add LicenseDirector – Statement of Work (SOW) – Exhibit 2 NOW THEREFORE, the CLIENT and Permitium hereby agree to amend the AGREEMENT in the following manner: Add to Transaction Service’s section of Agreement the following: 1 Permitium Confidential - v20250512 Cost of Service Cost for LicenseDirector software, implementation services or support – Permitium will charge: Transaction Services: Technology Fee Name of Service Term Start Date Term End Date per Transaction(1) LicenseDirector - EAP See Table 10/01/2026 08/31/2027 Below Authorization $0-$20 $20-$60 $60-$100 $100-$200 $200-$400 $400+ Fee(2) Permitium $3 $4 $5 5% 4% 3% Technology Fee(3) 1. Technology Fee is charged to the consumer (record requester or applicant); there is no charge to the Customer (agency) with the exception of applications or orders where the Customer elects not to pass the Technology Fee on to the consumer and instead covers the Technology Fee cost. Credit card company fees are passed through to the applicant by Permitium based on our contract rate. The current rate is $0.30 per transaction plus 3.3% of the total transaction. 2. The Authorization Fee is how much the agency charges an applicant for a given Authorization 3. Based upon the Authorization Fee, the Permitium Technology Fee is charged to the consumer at a fixed dollar ($) amount up to $100. For Authorization Fees in excess of $100, the consumer will be charged a set percentage(%) of the Authorization Fee (See table above) Additional details relating to the scope of Professional Services have been included in the Statement of Work attached as Exhibit 1. By signing this Amendment, I represent and warrant that the information provided is true and accurate, and I am authorized to sign on behalf of Customer and bind Customer to the terms and conditions of this Amendment, including the Amendment Terms and any documents attached to the Amendment or otherwise incorporated by reference. This Order Form is effective as of the earlier of the date of signature below or the first service term start date above (the “Effective Date”). Customer Permitium Signature: Signature: Printed Name: Printed Name: Patrick Walker Title: Title: Sales Manager Date: Date: July 1, 2026 2 Permitium Confidential - v20250512  Exhibit 1 - Early Adopter Program (EAP) Overview Welcome to the LicenseDirector Early Adoption Program. As an early adopter, you are more than a customer; you are a key collaborator in our development process. This program is designed to stress-test our systems, refine our collaborative workflows, and ensure that our final release meets the highest standards of efficiency and reliability. Your insights will directly shape the future of LicenseDirector. Goals: ● Identify and resolve bugs, glitches, and technical issues. ● Gather user feedback to enhance usability, functionality, and feature set. ● Evaluate server load and performance under real-world conditions. ● Determine the overall user satisfaction and willingness to use the product. ● Verify the effectiveness of the collaborative features in real-world scenarios with live authorization submission and processing. Feedback Collection: To collect feedback effectively, we will employ various methods including: ● Defined use cases ● Regular surveys to gauge user satisfaction and identify areas of improvement ● Regular virtual meetings to check-in, provide additional training and review new features or fixes ● Occasional virtual focus groups and interviews throughout the process to gather in-depth feedback Customer Commitments: ● Attend the regularly scheduled meetings virtually ● Provide detailed qualitative data, with examples when possible, of the user experience and suggested enhancements ● When reporting issues, provide information on the task being performed, record reference if applicable, screenshots, steps to reproduce and clear indications of the actual outcome vs the expected outcome ● Optional: provide a testimonial during or after the EAP, highlighting improvements to your processes or other exciting outcomes Exhibit 2 – Statement of Work SUMMARY 3 Permitium Confidential - v20250512 This Statement of Work sets forth a description of the Transaction Services and the scope of Professional Services to be provided by Permitium to Customer, identified in the Amendment, in connection with Customer's access and usage of Permitium’s Transaction Services. We have provided an approach that is designed to achieve Customer’s strategic goals and ensure a smooth organizational transition. Our approach offers innovation and agility while managing costs predictably. SCOPE SaaS: Permitium will provide the Customer with the following SaaS solutions as identified in a fully executed Order Form between Customer and Permitium: ● LicenseDirector, a secure, cloud-based SaaS solution for processing permit and license applications Permitium provides SaaS solutions inclusive of the following services: ● Standard technical support Remittance of Customer Funds: Permitium will collect payments and deliver to the Customer by the 25th of the following month a monthly statement which will be itemized for every transaction submitted the previous month, and remit funds collected on behalf of the Customer monthly via ACH for the total amount collected less applicable transaction fees. Professional Services: ● Standard Implementation and Onboarding: Permitium will provide standard onboarding and implementation services including: o Standard configuration o Standard testing o Standard one-time training ● The Professional Services listed on this Statement of Work (“SOW”) will be provided remotely by Permitium and there is no reference of travel by Permitium to Customer here within. If Customer requests that Permitium be onsite at Customer, then any reasonable travel expenses incurred by Permitium will be paid for by Customer. Permitium’s Project Commitment ● Implement Permitium SaaS solution(s), configured based on standard options and with input received from customer team for the implementation ● Up to three virtual recorded training sessions ● Create QR Code Flyers, if applicable ● Go-live support ● Provide ongoing service hosting and support Customer’s Project Commitment ● Customer agrees to work expediently with Permitium to provide all necessary information, graphics and other resources as needed in order to go live with the Permitium solution by the mutually agreed upon go-live target date (typically the term start date for the subscription or transaction services). 4 Permitium Confidential - v20250512 ● Complete user training for customer staff, with each trained user thereby both contributing to the User Acceptance Testing (“UAT”) process as well as demonstrating personal proficiency with the SaaS solution’s final configuration. Each trained user will be expected to process at least 5 ‘test’ orders by transaction type prior to the Permitium SaaS solution go-live ● Customer to place live Permitium site links throughout their agency website, with clear instructions directing public usage of the Permitium service(s) as the sole method for submitting applications or record requests ● Replace and redirect any and all PDF application forms from customer website within 7 days of Permitium SaaS solution go-live 5 Permitium Confidential - v20250512  CITY OF MIDDLETOWN Office of Economic & Community Development July 13, 2026 City of Middletown Board of Estimate 16 James Street Middletown, New York 10940 RE: PARAMOUNT THEATRE – CFA APPLICATION The City of Middletown desires to apply for financial assistance through the 2026 Consolidated Funding Application (CFA) under the Environmental Protection Fund: Parks, Preservation and Heritage Grants; and the Homes and Community Renewal Main Street Program. The City will be requesting funding to replace two roofs at the Paramount Theatre: The large roof over the auditorium/stage and the metal roof over the backstage area. The grant application requires that the applicant obtain the approval and endorsement of the governing body of the municipality that is applying for funding. We are seeking authorization for the Mayor to sign as the sole signatory, any and all necessary documents required pertaining to the Consolidated Funding Application and for approval of the submission for grant. Thank you for your attention to this matter. Maria Bruni, Director Economic & Community Development  DEPARTMENT OF PUBLIC WORKS MEMORANDUM Date: June 1, 2026 To: Honorable Mayor DeStefano, Members of the Board of Estimate and Apportionment, Members of the Common Council Cc: Leonora Liz, Treasurer and Richard McCormack, City Clerk From: Jacob Tawil, Commissioner of Public Works Re: Approval of Agreement from Harry F Rotolo & Son’s for Fire Alarm Services at Courthouse on 25 South St. We are hereby requesting your consideration and approval of the enclosed agreement from Harry F. Rotolo & Son’s, dated June 3, 2026, requesting approval of the new contract for monthly Fire Alarm Services at the Courthouse on 25 South Street. The fee for Fire Alarm Service is $39.00 a month with a 4% increase every year. Thank you. JT/mc 81 East Main Street Phone: 845-344-5003 Middletown, NY 10940 Fax: 845-344-5031 www.MiddletownFireDept.com Facebook.com/MiddletownFireDepartment July 14,2026 Board of Estimate City of Middletown 16 James Street Middletown, NY 10940 The Fire Department respectfully requests the Board of Estimate recommend and the Common Council approve a resolution to transfer the following monies in the 2026 Fire Department Operating Budget: FROM AMOUNT TO A.3410.440 $ 10,448. A.3410.200 Repairs to Equipment Other Equipment To replace Thermal Imaging Camera Sincerely, Bob Brady Fire Chief Robert Brady, Fire Chief Randy MacLean, 1st Asst. Chief • Nick Elia, 2nd Asst. Chief • Kevin Predmore,Sr., 3rd Asst. Chief Andrew Green, Secretary, William R. Kelder, Treasurer Monhagen Eagle Excelsior McQuoid Phoenix Ontario Waalkill IAFF Local 1027