On the agenda: Batavia meeting — surveillance camera (Aug 10)

BATAVIA CITY COUNCIL
CONFERENCE MEETING
City Hall - Council Board Room
One Batavia City Centre
Monday, August 10, 2026
5:30 PM
AGENDA
I.

Call to Order

II.

Invocation – Councilmember Briggs

III.

Pledge of Allegiance

IV.

Public Comments

V.

Council Response to Public Comments

VI.

Communications
a. Liquor License Renewal – Kelly’s Holland Inn
b. Eli Fish Cornhole & Music – Thursday’s 7/2-9/24
c. Birthday Party in Austin Park – 7/25
d. Big Jerry’s Barbecue Cornhole Tournament – 8/29
e. Eli Fish Airshow Launch Party – 9/3
f. Lincoln Ave Block Party – 9/12

VII.

Council President Report
a. Announcement of the next City Council Meeting to be held on Monday,
September 14, 2026 at 5:30 p.m. at the City Hall Council Board Room, 2nd
Floor, City Centre

VIII.

City Centre Bathroom – Rejection of Bids

IX.

Security and Technology Upgrades for City Hall

X.

Fire Department Roof Replacement Funding

XI.

Econse Access Agreement at the Wastewater Treatment Plant

XII.

Budget Amendment – General Fund Transfer

XIII.

Use of Reserves for Ladder Truck Purchase

XIV.

Adjournment

City of Batavia

Memorandum
To:

Honorable City Council Members

From:

Julie Dahlie, Compliance and Grant Officer

Date:

August 4, 2026

Subject:

Rejection of Bids- City Centre Improvement Project Public Restroom
Relocation

Through Resolutions #3-2026 through #6-2026, the City Council awarded four prime contracts
for the City Centre Improvement Project. Following those awards, the project was modified to
relocate the public restroom in order to better accommodate the overall project design, improve
functionality, and enhance the long-term use of the City Centre.
To facilitate this modification, the City Council subsequently approved Resolutions #52-2026
and #53-2026, authorizing the purchase and sale of City Centre parcels necessary to
accommodate the new restroom location.
As a result of this design change, the restroom portion of the project could no longer be
completed under the original prime contracts and was required to be separately advertised for
competitive bidding in accordance with General Municipal Law.
The project was advertised for bids on July 28, 2026, and bids were publicly opened on July
30, 2026. The following bids were received:
Bidder
Thompson Builds Inc
Steve General Contractor Inc
D Myles Inc

Bid Amount
$ 468,300
$ 535,000
$ 696,000

Following review by the project architect and the Department of Public Works, it was
determined that all bids received substantially exceed the funding available for this capital
project.

One Batavia City Centre
Batavia, New York 14020

Phone: 585-345-6330
Fax: 585-343-8182
www.cityofbataviany.gov

City of Batavia

Accordingly, I recommend that the City Council reject all bids received for the City Centre
Public Restroom Construction Project at this time. Rejecting the bids will allow staff to
evaluate project alternatives, including potential value engineering, revisions to the project
scope, identification of additional funding sources, and/or re-advertising the project at a later
date should it be determined to be in the City's best interest.

One Batavia City Centre
Batavia, New York 14020

Phone: 585-345-6330
Fax: 585-343-8182
www.cityofbataviany.gov

#XX-2026
RESOLUTION TO REJECT ALL BIDS FOR CITY CENTRE PUBLIC RESTROOM
CONSTRUCTION PROJECT
Motion of Councilmember
WHEREAS, pursuant to Section 103 of the General Municipal Law of the State of New
York, the City of Batavia solicited competitive sealed bids for the construction of public restrooms
at City Centre; and
WHEREAS, bids were publicly opened on July 30, 2026, with three (3) bids received, and
Thompson Builds Inc submitted the apparent lowest responsive bid in the amount of $468,3000;
and
WHEREAS, the City's architect and the Department of Public Works have reviewed the
bids received and determined that the lowest bid substantially exceeds the funds budgeted and
available for the project; and
WHEREAS, the City Council has determined that it is in the best interests of the City to
reject all bids at this time and evaluate available options for proceeding with the project.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Batavia
hereby rejects all bids received for the City Centre Public Restroom Construction Project; and
BE IT FURTHER RESOLVED, that the City Manager is authorized to take such further
actions as may be necessary to evaluate project alternatives, including revising the project scope,
seeking additional funding, and/or re-advertising the project for competitive bids at a future date,
if deemed appropriate.
Seconded by Councilmember
and on the roll call

City of Batavia

Memorandum
To:

Honorable City Council

From:

Shawn Heubusch, Assistant City Manager

Date:

07/09/2026

Subject:

Technology Upgrades for City Hall

Since its construction in 2004, City Hall's security systems and audiovisual infrastructure have not
received significant updates. To maintain operational continuity, protect public assets, and ensure the
safety of personnel and visitors, we must modernize our facilities.
Implementing industry-standard upgrades will address several critical vulnerabilities:
• Access Control: Replacing traditional locks with key fob access in sensitive areas establishes a
reliable, auditable log of personnel movement while securing restricted zones.
• Surveillance: Upgrading to modern high-definition surveillance cameras enhances real-time
situational awareness and provides reliable footage for incident investigation.
• Data Security and Reliability: Upgrading our aging IT infrastructure and critical servers mitigates
the risk of system failures, prevents data loss, and secures essential day-to-day municipal
operations.
• Operational Efficiency: Updated displays, audio, and presentation equipment in the meeting areas
will modernize presentation capabilities for reliable, seamless communication.
To mitigate security risks and ensure the long-term reliability of our municipal operations, I recommend
the following equipment and service acquisitions (costs are estimated):
1. Security upgrades to City Hall – cameras and door access controls ............................... $125,000
2. A/V Upgrades to Council Chambers, Council Work Room, and Community Room ..... $150,000
3. Server Upgrade ................................................................................................................ $55,000
These needed upgrades will serve the City for years to come. The total amount for these upgrades is
approximately $330,000. I recommend using $205,000 of Admin Reserves and $125,000 of VLT for
these upgrades.

Office of the Assistant City Manager
One Batavia City Centre
Batavia, New York 14020

Phone: 585-345-6330
Fax: 585-343-8182
www.cityofbataviany.gov

#XX-2026
RESOLUTION TO UPGRADE SECURITY AND TECHNOLOGY FOR CITY HALL
Motion of Councilmember
WHEREAS, City Hall was constructed in 2004 to house the City’s administrative
departments as well as meeting rooms for City Council, staff, and the public; and
WHEREAS, The technology at City Hall has not seen any significant upgrades since the
construction; and
WHEREAS, Technology has advanced leaps and bounds in the past two (2) decades and
there is a need to make significant upgrades to the facility in terms of A/V, security, and
technology.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of
Batavia does hereby authorize the City Manager to make the following budget adjustments for
the purchase of A/V, security and technology needs for City Hall.
Increase Revenue:
A.00.0000.0000 0511-2112 (Appropriated Reserves Admin)
A.00.0000.0000 3014 (State Aid, VLT)

$205,000
$125,000

Increase Expense:
A.02.1680 200-2112 (IT Equipment Admin Reserve)
Seconded by Councilmember
and on roll call

$330,000

City of Batavia

Memorandum
To:

Honorable City Council Members

From:

Rachael J. Tabelski

Date:

August 3, 2026

Subject:

Budget Amendment and Creation of Capital Project – Use of Additional VLT Aid for Fire
Station Roof Project

In the FY26/27 State Budget the Governor and the Legislature approved (Video Lottery Terminal) VLT
aid. The City of Batavia was allocated $447,890 in VLT aid. This aid is considered temporary and not
permeant as it could be removed from the state budget via the whims of the Governor and/or Legislature.
Therefore, this aid should not be used for long-term operational expenses, but for one-time projects and
equipment purchases.
To this end, the City of Batavia Fire Station roof over the truck bays has reached the end of its useful
life. The Station was built in 1977. Over the last 10 years the City DPW has maintained the roof through
patching and temporary fixes, however it is time for a full replacement.
The project will need to be designed, engineered, and bid out with an expected overall cost of not to
exceed $300,000.
I recommend that the City Council of the City of Batavia create a capital project, “Fire Station Roof
Project”, and allocate $300,000 of VLT aid for the Fire Station Roof Project.

Department of Public Works
One Batavia City Centre
Batavia, New York 14020

Phone: 585-345-6325
Fax: 585-343-1385
www.cityofbataviany.gov

#XX-2026
RESOLUTION AUTHORIZING THE USE OF VIDEO LOTTERY TERMINAL (VLT)
AID FOR THE FIRE STATION ROOF PROJECT AND CREATION OF A CAPITAL
PROJECT
Motion of Councilmember
WHEREAS, the City of Batavia received $447,890 in VLT aid from New York State after
the FY26/27 budget was passed by New York State; and
WHEREAS, the aid is considered temporary and not permanent as it could be removed
from the budget via the whims of the Governor or the Legislature; and
WHEREAS, the aid should only be used for one-time costs of capital projects or
equipment purchases and not ongoing operational costs; and
WHEREAS, the City of Batavia DPW has identified that the City of Batavia Fire Station
Roof needs a full replacement; and
WHEREAS, the station was built in 1977, and the DPW has been spot repairing the roof
for the last 10 years; and
WHEREAS, the total cost of the design, engineering and construction should not exceed
$300,000.
NOW, THEREFORE BE IT RESOLVED, that the City Council of the City of Batavia
hereby authorizes the creation of a capital project for the Fire Station roof and authorizes the City
Manager to make the following transfers.
Increase Revenue Accounts:
A.00.0000.0000 3014

State Aid, VLT

$300,000

Increase Expense Accounts:
A.01.9950 900-2101

Transfer to Capital Projects

$300,000

Seconded by Councilmember
and on roll call

City of Batavia

Memorandum
To:

Rachael Tabelski, City Manager

From:

Bailey Groth, Superintendent of Water and Wastewater

Date:

July 31, 2026

Subject:

Pilot Project Update: Econse Access Agreement

The City of Batavia has been conducting a pilot study on Econse’s MBR technology to evaluate
innovative treatment strategies that may support regulatory compliance and aquifer recharge. By
treating lagoon outfall using Econse’s compact MBR technology, the City can produce high-quality
effluent suitable for direct discharge to aquifer recharge areas. This supports both source water
protection and Wastewater Treatment Plant discharge compliance.
Phase 1 of this pilot study provided valuable information regarding our effluent water quality and what
we need to do to comply with state and federal regulation. The MBR unit is working as intended and
we have seen promising results thus far. City staff have been in regular communication with Econse
personnel throughout the duration of the first phase of the pilot study, which has now come to an end.
Econse is interested in housing the MBR unit at our facility for the time being so that both parties can
continue to collect data on this technology. To continue housing the MBR unit, we have produced an
access agreement that will grant Econse personnel access to the unit at the Wastewater Treatment Plant
during reasonable times. This will also allow City staff to continue to collect useful water quality data
throughout this time. The access agreement is included with this documentation.
We recommended City Council approve this access agreement.

Department of Public Works
One Batavia City Centre
Batavia, New York 14020

Phone: 585-345-6324
Fax: 585-343-1385
www.cityofbataviany.gov

TEMPORARY ACCESS AGREEMENT
The City of Batavia (“City”), 1 Batavia City Center, Batavia, New York, is the
owner of a certain parcel of real property located at the waste water treatment plant, 5
Treadeasy Avenue, Batavia, New York (hereinafter “the Property”).
Econse Water Technologies, Inc., 210 Walnut Street, Unit 2-321, Lockport, New
York 14094 (“Econse”), was awarded a contract by the City for the placement of an
MBR treatment plant system at the Property. The contract has been expended, but Econse
desires to keep running the MBR at the Property. Econse requires access to the Property
for a period of time while the MBR equipment continues to operate and generate test
data.
The City hereby grants unto Econse, and its employees and representatives,
permission to access a section of the Property at reasonable times for purposes of
accessing the MBR equipment. The permission shall include placement inside the
headworks area of the wastewater treatment plant. The continued operation of the MBR
unit shall be without cost or charge to the City, except for routine electric and chemical
expenses.
Econse shall maintain commercial general liability insurance naming the City as
additional named insured in the amount of at least $1 Million primary and $2 Million
excess liability coverage. Econse shall provide the insurance certificate to the City along
with an executed access agreement. The City shall be provided with at least 10 written
days notice prior to cancellation of Econse’s insurance. Econse shall hold the City
harmless from and against any mechanic’s liens that may be filed or asserted against the
Property by the contractors, subcontractors or materialmen performing such work for
Econse.
Econse agrees to defend, indemnify and hold the City harmless from any personal
injury or property damage claims and liability, any and all claims, demands and liability
including costs, expenses, and reasonable attorney’s fees, if any, arising from the use of
the Property in accordance with this agreement.
The City shall have the right to terminate this Access Agreement, at any time,
based on 30 days written notice.
Econse shall restore the property to its prior condition at the conclusion of use.
The City Department of Public Works shall inspect and confirm that Econse has fully
restored the Property. In the event that Econse fails or refuses to fully and completely
restore the Property, the City may restore the Property and Econse shall be responsible
for paying all costs and expenses incurred by the City.

1

In Witness Whereof, Econse Water Technologies, Inc. and the City of Batavia,
have executed this Agreement as of the ____ day of ___________, 2026, by their duly
authorized representatives whose signatures appear below.
Econse Water Technologies, Inc.
Printed:
Signature:
Title:
City of Batavia
Printed:
Signature:
Title: City Manger

2

#XX-2026
RESOLUTION AUTHORIZING AN ACCESS AGREEMENT WITH ECONSE FOR
THE CONTINUATION OF A PILOT PROJECT TO SUPPORT ADVANCED WATER
TREATMENT
Motion of Councilmember
WHEREAS, the City of Batavia had previously allowed Econse to pilot test their compact
MBR technology to treat lagoon outfall for the purpose of evaluating its suitability for aquifer
recharge and regulatory compliance; and
WHEREAS, Phase 1 of this pilot project has come to an end; and
WHEREAS, the City of Batavia and Econse have agreed to continue to house the MBR
unit at the Wastewater Treatment Plant to collect additional water quality data at no further cost to
the City; and
WHEREAS, the City of Batavia has drafted an access agreement to grant Econse
personnel permission to access a section of the property at reasonable times for accessing the MBR
equipment.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Batavia
authorizes the City Council President to execute an agreement with Econse to house their MBR
unit at the Wastewater Treatment Plant and grant Econse personnel access to the property.
Seconded by Councilmember
and on roll call

City of Batavia

Memorandum
To:

Rachael Tabelski, City Manager

From:

Lisa Neary, Deputy Director of Finance

Date:

June 24, 2026

Subject:

25/26 Year end Budget Adjustments

In order to close out the prior fiscal year, budget adjustments are required to balance budget lines.
Attached is a resolution making the necessary budget amendments and below is an explanation for each
amendment. Amendments are done annually once it is determined that all expenses for the prior year
are accounted for.
In order to amend the budget for the various expense items listed below, we recognized revenue as
follows:
•
•
•

$91,000 of VLT funds are being recognized.
$34,000 of temporary AIM aid is being recognized. This leaves additional $87,800 of
unbudgeted revenue in this account.
$6,843.58 of Stop Loss health insurance recovery revenue is being recognized.

Expense amendments:
•

•

General Fund Transfers out - $125,000 – this is associated with a National Grid grant received in
the general fund in the prior 24/25 fiscal year that should have been deposited into the EM fund
for the City Centre project.
Health Insurance – Retiree - $6,843.58 – this is associated with COBRA expense for retirees.

I’ve attached the resolution supporting these amendments for your review.
Please let me know if you have any questions.

Bureau of Finance
One Batavia City Centre
Batavia, New York 14020

Phone: 585-345-6313
Fax: 585-343-9221
www.cityofbataviany.gov

#XX-2026
RESOLUTION TO AUTHORIZE BUDGET AMENDMENTS FOR THE GENERAL
FUND AND HEALTH INSURANCE FUND FOR 2025/2026 FISCAL YEAR
Motion of Councilmember
WHEREAS, the City of Batavia experienced expenses in the Health Insurance and
General Funds in the 25/26 fiscal year, above what was budgeted.
NOW, THEREFORE, BE IT RESOLVED, that the Council of the City of Batavia does
hereby authorize the City Manager to amend the budget for the 25/26 fiscal year, effective March
31, 2026, as follows:
Increase Expenditure Account:
A.01.9901 900
MS1.01.9060 807-1051

General Fund transfers out
Health Ins. Fund – retiree healthcare

$125,000.00
$6,843.58

State Aid, temporary AIM aid
State Aid, VLT
Health Ins. Fund - insurance recoveries

$34,000.00
$91,000.00
$6,843.58

Increase Revenue Account:
A.00.0000.0000 3089
A.00.0000.0000 3014
MS1.00.0000.0000 2680
Seconded by Councilmember
and on roll call

City of Batavia

Memorandum
To:

Honorable City Council Members

From:

Rachael J. Tabelski

Date:

August 3, 2026

Subject:

Allocation of Reserves for Ladder Truck Purchase

In February 2026, the City Council approved an Authorization to Borrow Resolution for the
replacement of the City's aging ladder truck. The resolution authorized borrowing of up to $2.5
million, allowing the City to apply for financing through the United States Department of Agriculture
(USDA) Community Facilities Program.
Following its review of the City's application, USDA determined that the project is eligible for
funding under the USDA Rural Development Community Facilities Program.
USDA has offered the City a 20-year loan in the amount of $1,991,000 at an interest rate of 4.65%.
The City's required local contribution toward the project is $334,000, resulting in a total project cost
of $2,325,000.
I recommend that the City Council approve the allocation of $334,000 from the Fire Reserve Fund to
satisfy the City's required contribution toward the purchase of the new ladder truck.
Financial Review
The Fire Reserve Fund currently has an approximate balance of $1,065,200. This reserve was
established to support the replacement of major fire apparatus and other significant capital equipment.
The City has carefully evaluated the long-term financial impact of this purchase, including the annual
debt service associated with both the recently acquired fire engine and the new ladder truck over the
coming years. As investment interest rates continue to decline below the City's borrowing costs, staff
will evaluate opportunities to strategically retire outstanding debt early when it is financially
advantageous to do so.

Department of Public Works
One Batavia City Centre
Batavia, New York 14020

Phone: 585-345-6325
Fax: 585-343-1385
www.cityofbataviany.gov

City of Batavia

Additionally, the City remains eligible for a Congressional Directed Spending Grant for this
apparatus. While no final award determination has been made, receipt of grant funding would further
reduce the City's long-term financial obligation.
Equipment Background
The City will replace the existing ladder truck with a new 100-foot Pierce Enforcer PAP PUC aerial
apparatus. This apparatus will significantly improve firefighter safety, operational efficiency, and the
City's ability to respond to multi-story fires, commercial structure incidents, technical rescues, and
other complex emergencies. The investment will provide decades of reliable service while meeting
current operational and safety standards.
The City's current ladder truck was originally purchased as a demonstration unit to reduce acquisition
costs. While that purchase generated initial savings, the vehicle has experienced recurring mechanical
failures that have increasingly affected its reliability and, at times, its compliance for emergency
service.
As of February 2026, the City has incurred $49,307.32 in repair costs, including 409 hours of
mechanical labor and $32,081.71 in replacement parts. Despite these repairs, the apparatus continues
to experience operational issues. Continued investment in the existing truck is no longer fiscally
responsible given its age, reliability concerns, and increasing maintenance costs.
A dependable aerial apparatus is essential to protecting critical facilities within the City that are
important not only to our local economy, but also to regional and national interests.
Replacing the City's aging ladder truck is a necessary investment to ensure the continued safety of
our residents, firefighters, businesses, and critical infrastructure. The USDA financing package
provides favorable long-term financing while allowing the City to leverage existing reserve funds for
the required local share, making this a fiscally prudent and operationally necessary investment.

Department of Public Works
One Batavia City Centre
Batavia, New York 14020

Phone: 585-345-6325
Fax: 585-343-1385
www.cityofbataviany.gov

July 20, 2026
City of Batavia
Attn: Rachael Tabelski, City Manager
One Batavia City Center
Batavia, NY 14020
Re: Application for Community Facility Program loan for a 2026 Pierce Ladder Truck
Dear Rachael:
Your application for Federal Assistance has been reviewed under the Community Facilities
Program. We have determined the entity, and project is eligible under the USDA Rural
Development Community Facilities Program. The application has the necessary priority to
compete with similar applications for funding under Fiscal Year 2026.
Based upon the information submitted to date the estimated funding package is proposed as
follows (please note that these amounts may change depending on current interest rates and
funding availability):
Population: 15,600
MHI: $51,914
Estimated Rural Development Loan 4.625% -20 yrs.)
Applicant Contribution
Total Project Cost

$1,991,000
$ 334,000
$2,325,000

Please note the following:
• Application development costs incurred by the applicant are at the risk of the applicant until a
letter of conditions is issued and the funding request has been approved.
The breakdown listed ABOVE is presented as a Preliminary Funding Estimate only to
assist the applicant by presenting a possible funding scenario. This Project FUNDING
ESTIMATE is NOT to be construed or understood to be a commitment of funding.
Please notify my office as soon as possible if the city accepts the funding offer.

Denise Perry, Area Loan Specialist
Rural Development • Canton Area Office
1942 Old Dekalb Road, Canton, New York 13617
Telephone: (315) 714-6326 • Fax: (855) 889-1629 • TDD: (315) 477-6447
Web: http://www.rd.usda.gov ● Email: [email protected]
USDA is an equal opportunity provider, employer, and lender.
If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form,
AD-3027, found online at http://www.ascr.usda.gov/complaint_filing_cust.html or at any USDA office, or call (866) 632-9992 to
request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint
form or letter to us by mail at U.S. Department of Agriculture, Director, Office of the Assistant Secretary for Civil Rights, 1400
Independence Avenue, S.W., Washington, D.C. 20250-9410, by fax (202) 690-7442 or email at [email protected] .

2

If you have any questions concerning the above, please feel free to contact me at this office.
Sincerely,

Denise Perry
Area Loan Specialist
Enclosures
cc: Brenda Smith, Community Programs Specialist
Casey Chamberlain, Area Director

#XX-2026
RESOLUTION TO AMEND THE 2026/2027 FIRE DEPARTMENT BUDGET TO
REFLECT THE USE OF FIRE DEPARTMENT CAPITAL EQUIPMENT RESERVES IN
THE AMOUNT OF $334,000 FOR THE LADDER TRUCK PURCHASE
Motion of Councilmember
WHEREAS, pursuant to Section 6-c of the General Municipal Law, the City of Batavia
has an established Fire Department Capital Equipment Reserve for the acquisition of Fire
Department equipment, with an approximate balance of $1,065,200; and
WHEREAS, the City of Batavia Fire Department needs to replace the ladder truck; and
WHEREAS, the City of Batavia has received a preliminary funding estimate from the
USDA Rural Development Community Facilities Program for an estimated amount of $1,991,000
at a rate of 4.625%; and
WHEREAS, this preliminary funding estimate requires an applicant contribution of
$334,000, of which the City would utilize the Fire Department Capital Equipment reserves to fund;
and
WHEREAS, an amendment to the 2026/2027 budget would be required in order to
properly account for this commitment of funds.
NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Batavia
that the City Manager be and hereby is authorized to make the following budget amendment to the
2026/2027 budget, effective August 10, 2026, and use the Fire Department Capital Equipment
Reserves in the amount of $334,000 for the purchase of the ladder truck:
Increase Revenue Accounts:
A.00.0000.0000 0511-2101

Appropriated Fire Reserve Revenue

$334,000.00

Increase Expenditure Accounts:
A.01.9950 900-2101

Seconded by Councilmember
and on roll call

Transfer to Capital Projects

$334,000.00