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Home My WebLink AboutTown Clerk State of the Town 2020 2020 STATE OF THE TOWN REPORT Town Clerk Report Town Clerk's Office Elizabeth Neville,Town Clerk This past year of 2019 has been a very busy one for the Town Clerk's Office. Often referred to as the "Doorway to Town Government",the majority of telephone calls and inquiries come into this office first. We answer their questions,issue their permits or licenses, receive and file their reports and information as needed. If necessary,we refer them to another town department or other level of government to serve their needs. The administrative duties of the Town Clerk under NYS Law are endless,yet do not necessarily result in an issued permit or license or money collected. The Annual 2019 Town Clerk Financial Report is also attached.To attempt to estimate the number of people served by the Town Clerk's Office would be nearly impossible. We continue to serve as many people as possible in the most efficient and timely manner. The Town Clerk's duties are many and varied,serving as Clerk of the Town Board; Document Filing Officer of the Town; Fiscal Affairs Responsibilities of assisting with the audit and processing of claims and vouchers and the town budget; receiving and recording of claims for damages against the town, just to name a few. Most permits are issued from the Town Clerk's Office,with the exception of Building Permits, Planning Board and Zoning Board of Appeals approvals,and Trustee permits. All monies from town departments are received and accounted for by the Town Clerks Office,with the exception of the Receiver of Taxes.The Town Clerk also serves as Freedom of Information Officer for many requests received for which the Town Clerk has the responsibility of responding to in a timely manner; Registrar of Vital Statistics receiving and filing birth and death certificates and issuing certified copies; Issuance of Marriage Licenses,sometimes acting as Marriage Officer and performing ceremonies. On-line registration of dog licenses renewal and renewals of other various permits is available whereby the residents pay on-line with their credit card or debit card or e-checks. My records management division is very actively receiving all town departments' permanent records and scanning and organizing them on templates into Laser Fiche on a daily basis.This information is then available to the general public on the town website through the"Web Portal". 1 have been applying for and receiving grants for records management since the inception of the NYS LGRMIF program in 1989. Grants were received for initial inventory of town records,creation of an inactive records center, shelving, HVAC systems, restoration and preservation of early town records; Wide format scanner for maps and large documents; Book Scanner for scanning bound books into Laserfiche;Archive Writer Microfilm Machine; needs assessment for records management; Municity land management data system; GIS Needs Assessment;a Town wide Enterprise Geographical Information System(GIS). Many of these were Shared Services applications which include the Village of Greenport. This GIS system proved to be of great value to many land based town and village departments such as building, planning,zoning,trustees, land management, highway, DPW, engineering,and fiscal reporting tasks. MS-4 storm water reporting,and GASB 34 financial reporting are examples of reporting and inventory requirements which were greatly facilitated by GIS. The Governor's 2% Property Tax Cap law(Chapter 603)on making records more widely available when a topic is advertised as a subject of discussion at board meetings is just one example of the ways heavier burdens are being placed on all municipal budgets Sharing resources together enables us to continue to deliver more efficient and streamlined services to our constituents more cost effectively. GOALS 2020 Goals: We are looking forward to working on expanding the use of forms and workflows for Agreements, Contracts,& Leases; Purchase Order/Procurement Processes; FOIL Freedom of Information Requests; Records Management Transmittals; Leave Slips; Educational Seminars Requests in 2020. However,the addition of more Laserfiche User Licenses would greatly enhance the ability to expand the implementation of forms and workflows We ask departments to contact myself,John Sepenoski,or Stacey Norklun with any ideas you have of ways to automate and streamline department daily tasks. We will be happy to help develop forms and workflows to meet the needs of town departments. look forward to another challenging and exciting year of improvements in my office and serving my constituents in the most professional and efficient manner possible. Elizabeth A. Neville, MMC Southold Town Clerk 01/06/2020 Town Clerk Annual Report Page 1 January 01, 2019 -December 31, 2019 To the Supervisor: Pursuant to Section 27, sub 1,of the Town Law, I hereby certify that the foregoing is a full and true statement of all fees and monies received by me, Elizabeth A. Neville,Town Clerk,Town of Southold during the period stated above, in connection with my office,excepting Account# Account Description Fee Description Qty Local Share A.2590.10 Credit Card for shellfish didn't go 1 -5.00 through Sub-Total: -$5.00 A.2590.20 false alarm returned check 1 -100.00 Returned Check-Alarm Permit 1 -10.00 Sub-Total: -$110.00 AGENCY&TRUST T1.030 Clean-Up Deposit 40 15,000.00 Road Clean-up Dep 2 3,000.00 Sub-Total: $18,000.00 BANK 1/2019 Bldg CC Fees 1 -183.74 1/2019 CC Fees-TC 1 -140.51 1/2019 CC Fees-ZBA 1 -66.91 1/2019 CC Fees Bldg 1 -199.81 1/2019 TC CC Fees 1 -45.84 1/2019 ZBA CC Fees 1 -37.95 10/2019 TC cc fees 1 -113.72 10/2019 ZBA cc fees 1 -18.01 11/2019 CC Fees TC 1 -111.25 11/2019 CC Fees ZBA 1 -46.75 12/2018 CC Fees 3 -272.59 2/2019 CC Fees 12 -309.05 5/19 CC Fees Bldg 1 -222.52 5/19 CC Fees TC 1 -270.11 5/19 CC Fees ZBA 1 -17.95 6/19 Bldg Credit Card Fees 1 -227.86 6/19 TC Credit Card Fees 1 -362.15 6/19 ZBA Credit Card Fees 1 -17.95 7/19 CC Fees TC 1 -440.62 7/19 CC Fees ZBA 1 -96.14 8/19 TC CC Fees 1 -249.70 8/19 ZBA CC Fees 1 -18.85 Apr 2019 CC Fee- Bld 1 -135.60 Apr 2019 CC Fees-TC 1 -180.03 Apr 2019 Cc fees-ZBA 1 -47.65 bank fee 1 -10.00 Dec 2019 CC Fees TC 1 -48.36 Dec 2019 CC Fees ZBA 1 -17.95 Deposit Slips 1 -144.98 Mar 2019 cc Fees 3 -331.84 Sub-Total: -$4,386.39 BID A.2620.00 Drainage Material 3 15.00 Heavy Equip&Operator 3 15.00 Sub-Total: $30.00 BIDS A.2620.00 Dean's Parking Lot 4 40.00 HVAC Town Hall 4 40.00 01/06/2020 Town Clerk Annual Report Page 2 January 01, 2019-December 31, 2019 To the Supervisor: Pursuant to Section 27, sub 1, of the Town Law, I hereby certify that the foregoing is a full and true statement of all fees and monies received by me, Elizabeth A. Neville, Town Clerk,Town of Southold during the period stated above, in connection with my office,excepting only such fees and monies,the application of which are otherwise provided for by law. Account# Account Description Fee Description �Qty Local Share PCC ADA Doors 3 30.00 PCC Exterior 2 20.00 Street Lights 1 5.00 Town Hall Annex 5 50.00 Sub-Total: $185.00 FISD SS.2.2130.00 January 2019 18 4,815.00 June 2019 49 10,879.31 SS@.2130.00 June 2020 Fees 8 1,800.00 SS2.2130.00 June 2020 Fees 2 450.00 SS2.2130.00 Sewer January 2020 Fees 32 7,200.00 Sub-Total: -mmm al: $25,144.31 High DB.2650 Used Equipment-Highway 2102 2,405.00 .... µWWW .. Sub-Total: $2,405.00 INTEREST Interest Now Account Interest NOW Account 12 18.26 Sub-Total. ..... $18.26 PART check written for$200 short 1 -200.00 6.1255.00 Yard Sale 506 7,575.00 B.1560.00 Building Permit Fees 74 444,612.05 B.1601.10 Birth Trans. 3 30.00 Birth Trans. - Genealogical 1 11.00 B.1601.20 Death Trans. 1514 15,140.00 Death Trans. -Genealogical 6 66.00 B.2110.10 ZBA Application Fees 113 85,000.00 B.2110.20 Petition 2 2,000.00 B.2590.10 House Trailer Permit 36 4,800.00 B.2590.30 Permit-Year 4 800.00 B.2590.40 Event Fee 56 9,000.00 Fireworks 7 700.00 Late Fee 9 2,250.00 T1.030 Clean-up 6 1,500.00 Sub-Total: $573,284.05 PT-HIGHWAY DB.2590.00 Excavation Permits 61 43,870.00 Sub-Total: $43,870.00 SWMD SR.2130.40 Bags-Retail-Large 319 2,153.25 Bags- Retail -Medium 223 1,666.50 Bags- Retail-Small 147 551.25 SR.2590.10 2019-21 5 135.00 Guest/Lessee 2019 106 2,650.00 Replacement-2018 19 0.00 Replacement 2019 651 0.00 Res Disposal- 1 st Permit 859 12,885.00 Res Disposal-Add'I 2019 539 4,042.50 Void 2019 3 0.00 01/06/2020 Town Clerk Annual Report Page 3 January 01, 2019 -December 31, 2019 To the Supervisor: Pursuant to Section 27, sub 1, of the Town Law, I hereby certify that the foregoing is a full and true statement of all fees and monies received by me, Elizabeth A. Neville,Town Clerk,Town of Southold during the period stated above, in connection with my office,excepting only such fees and monies,the application of which are otherwise provided for by law. Account# Account Description Fee Description Qty Local Share SR.2590.10 Disposal Guest/Lessee Disposal 2020 2 50.00 Replacement Disposal 2020 1 0.00 Res. Disposal- 1st 2020-1 1215 36,450.00 Res. Disposal-Add]2020-1 267 4,005.00 Void Disposal 2020 4 0.00 SR.2590.20 2018-19 1st Permit 1 15.00 2019-21 6 180.00 2019-20 1st Permit Ag 30 900.00 2019-20 Add1 Ag 21 315.00 2019-21 1st Commercial 233 6,990.00 2019-21 Add'I 6 90.00 2019-21 Add'I Commerical 182 2,730.00 SR.2650.30 Used Equipment-Swmd 1000 500.00 Sub-Total: $76,308.50 WHOLE A.1255.10 Marriage License 132 2,300.00 Marriage Trans. 137 1,370.00 Marriage Trans.-Genealogical 4 44.00 A.1255.20 Photocopies 263 3,706.97 A.1255.30 Check Charge 4 80.00 A.1289.10 "Houses" Soft-Wholesale 18 72.00 "I Love Southold" Sticker 28 32.20 375th Anniversary Book 34 375.70 CD copy 3 5.52 Landmark Register 1 6.44 A.1289.20 Application Fee-Non-Refund 6 600.00 Beach Permits 71 710.00 Daily Filming Permit 17 1,700.00 Traffic Control Fee 11 21,301.50 A.1410.4.100.100 Bank Fees 4 272.60 A.2116.10 Alarm-Renewal 14 140.00 Alarm- Renewals 45 450.00 Initial 114 2,850.00 Renewal 1843 18,430.00 Renewal 2012 1 10.00 Renewals 2013 1 10.00 Renewals 2014 2 20.00 A2116.10 Alarm Initial 1 25.00 Renewal 6 60.00 A.2116.20 Alarm- Fines 3 300.00 False Alarms 146 14,600.00 Fines 92 9,200.00 A.2540.10 Bingo Proceeds 49 279.17 A.2540.20 Games Of Chance License 2 20.00 A.2544.10 Dog- Room &Board 2 10.00 Dog License Female, Spayed 293 2,930.00 Dog License Female, Unspayed 20 300.00 01/06/2020 Town Clerk Annual Report Page 4 January 01, 2019 - December 31, 2019 To the Supervisor: Pursuant to Section 27,sub 1, of the Town Law, I hereby certify that the foregoing is a full and true statement of all fees and monies received by me, Elizabeth A. Neville,Town Clerk,Town of Southold during the period stated above, in connection with my office, excepting only such fees and monies,the application of which are otherwise provided for by law. Account# Account Description Fee Description Qty Local Share Dog License Male, Neutered 269 2,690.00 Dog License Male, Unneutered 23 345.00 Exempt Dog License 1 0.00 Replacement Tags 9 27.00 A.2544.26 Dog Adoptions 6 60.00 Dog Redemption- 1 st 26 260.00 Dog Redemption-2nd 1 20.00 Dog Redemptions-3+ 12 360.00 A.2590.10 Commercial 2020 1 50.00 Non-Resident 2020 1 50.00 Resident- Free 2020 23 0.00 Resident 2020 5 25.00 Resident Non-Comm 8 40.00 A.2590.10 Shellfish Commercial 2019 43 2,150.00 Commercial 2020 11 550.00 Non-Resident 2019 52 2,600.00 Non-Resident 2020 1 50.00 Replacement 2019 7 0.00 Resident-Free 2020 65 0.00 Resident 2020 29 145.00 Resident Free 2019 713 0.00 Resident Non-Comm 763 3,815.00 Void 2019 3 0.00 A.2590.20 Beach Personnel 13 0.00 Comm Hauler 2019 5 1,500.00 Daily 2019 406 16,240.00 Guest 2019 905 36,200.00 Guest/Lessee 23 805.00 Hotel Motel 2019 143 14,300.00 Hotel/Motel 1 35.00 Lessee 2019 194 19,400.00 Non-resident 11 550.00 Non-Resident 2019 62 18,600.00 Replacement 2019 1155 0.00 Res. Temp Trail 2019 53 530.00 Resident Park 2019 2411 24,110.00 Resident Trail 2019 241 2,410.00 Void 2019 12 0.00 A.2590.20 Park Guest Park 2020 24 960.00 Hotel/Motel Park 2020 4 400.00 Lessee Park 2020 1 100.00 Replacement 2020 1 0.00 Resident Park 2020-1 978 19,560.00 A.2590.20 Trailer Resident Trail 2020-1 68 1,360.00 A.2590.30 A.2590.30 119 645.23 A.2590.30 DECALS A.2590.30 DECALS 7 19.38 01/06/2020 Town Clerk Annual Report Page 5 January 01, 2019 -December 31, 2019 To the Supervisor: Pursuant to Section 27, sub 1, of the Town Law, I hereby certify that the foregoing is a full and true statement of all fees and monies received by me, Elizabeth A. Neville,Town Clerk,Town of Southold during the period stated above, in connection with my office, excepting only such fees and monies,the application of which are otherwise provided for by law. Account# Account Description Fee Description Qty Local Share A.2590.50 Fishers Island Mooring Permits 34 5,560.00 A.2770.10 Application For Appeal 3 750.00 B.2655.00 Zoning Map- Large 1 40.00 Bell Jar License Bell Jar License 1 10.00 Bingo License Bingo Licenses 52 390.00 Domestic Partnership Domestic Partnership 1 10.00 Sub-Total: $259,932.71 WWDD SS1.2130.00 Septic Permit-Construct- Resid. 141 1,410.00 Septic Permit-Construct. Non-resid. 5 125.00 Septic Permit-Operation- Resid. 18 180.00 Septic Permit-Operation Non-Resid. 1 25.00 Sub-Total: $1,740.00 Total Local Shares Remitted: $996,416.44 Amount paid to: NYS Ag. & Markets for spay/neuter program 691.00 Amount paid to: NYS Environmental Conservation _. _ 13,854.39 Amount paid to: NYS Health Dept. For Marriage License _. 2,970.00 Amount paid to: State Share Of Bell Jar License _ .__....... _ 15.00 Amount paid to: State Share Of Bingo Licenses _. ., ......... 585.00 Amount paid to: State Share Of Games Of Chance License 30.00 Amount paid to: T1 -Sales Tax 39.59 o Total State, Cu . my 8< Local Revenues: $1,014,601.42 Total Non-Local Revenues:. $18,184.98 Elizabeth A. Neville being duly sworn,says that she is the Town Clerk,that the foregoing is a full and true statement of all fees and monies received by her during the month stated above,excepting only such fees and applications and payments of which are otherwise provided for by law. ........... Southold Town Supervisor Date outhold Town Clerk Date