HomeMy WebLinkAboutSouthold Town Survey/Brashich
Attachment # 5
SOUTIIOLD TOWN SURVEY
DEPARTMENT:
ACCOIINTING & nATA CONTROL
NUMBER OF EMPLOYEES:
3 FT
. 1 PT and I FT ~ I PT for Data Control
r,
SQUARE FOOTAGE:
730
( 121 sq. ft. per person)
NUMBER OF TELEPHONES:
6
NUMBER OF COMPUTERS:
3 & 1 PC (2 PCs & work stations ft 1 computet
NUMBER OF FILES:
ON LOCATION
in computer room for Data Control)
64 drawers( 8 of which fireproof)
IN STORAGE
Unknown
PERCENTAGE OF FILE USAGE:
ON LOCATION
Frequently
IN STORAGE
,-
Rarely
FREQUENCY OF PUBLIC ACCESS:-
WEEKLY Rarely
MONTHLY. Rarely
SEASONAL N/A
-.
NUMBER OF PHONE INQUIRIES:
WEEKLY
Occasionally
MONTHLY
Occasionally
SPECIAL REMARKS: For Acct.: Need private office & interacts
with Tax Receiver's file~ by computers.
For Data: Needs separate desk/office & space
for PTs; Different location?; Water problems.
Drafted'NRR~~.h'rh.I/'4io4
SOUTHOLD TOII'N SURVEY
DEPARTHENT:
ASSESSORS
NUMBER OF EMPLOYEES:
5 FT & 3 PT
(I PT seasonal: Dec./Jan. &
summer: l PT each Wednesday
1 PT ç~',ø ~~yc ~ W~~~)
SQUARE FOOTAGE:
815 ( 116 sq. ft. per person)
NUMBER OF TELEPHONES:
8
NUMBER OF COMPUTERS:
7 (one of which a PC)
NUMBER OF FILES:
ON LOCATION
73 drawers
IN STORAGE
Unknown
PERCENTAGE OF FILE USAGE:
ON LOCATION
Frcquently
IN STORAGE
~ever (old tax rolls)
,-
FREQUENCY OF PUBLIC ACCESS:.
WEEKLY
100
-.
MONTHLY
400
SEASONAL
Yes
IfU~IBER OF PHONE INQUIRIES:
WEEKLY
600
MONTlILY
2,400
SPECIAL REMARKS:
Busy season: December-February & May; during
JUly/August handle Receiver of Taxes work;
Interact with Accountant/Receiver of Taxes by
computers; Tax Receiver should be closer; Need
Orafted:NRBrashich:l/24/94 new ru~.
SOUTIIOLD TOWN SURVEY
DEPART~-fENT :
NUN~E~ OF E~PLOYEES:
SQUARE !'OOT.\GE:
NUMBE~ OF TELEPHONES:
NUNBEA OF CO~?UTERS:
NUMBER OF FILES:
ON LOCATION
IN STORAGE
PERCENTAGE OF FILE USAGE:
ON LOCATION
IN STORAGE
,-
FREQUENCY OF PUBLIC ACCESS:-
WEEKLY
!/ONTHLY
SEASONAL
HU"ßER OF PHONE INQUIRIES:
WEEKLY
MONTHLY
SPECIAL RE~ARKS:
Drafted:NRBrashich:l/24/94
BUILDING
4 FT & 2 PT (one underwriter uses space)
736 (123 sq. ft. per person)
8
3
48 drawers
Unknown
Frequently
Frequently
100
400
-.
Work slows down during winter somewhat
100
400
All sorts of inspections handled by office:
Occasional Contact with Planninp,/Zoning: Inte
acts with Assessors' computers: Need map tabl
Copying machine outside too loud/affects work
SOUTHOLD TOWN SURVEY
.
DEPART~-!-E¡;T :
DISTRICT ATTOR~EY
NU!-IBE::! OF æ~!H.OYEES:
1 FT & Frequent Visits by DAs
SQUARE FOOTAGE:
406
NUMBER OF TELEPHONES:
3
NUMBER OF COMPUTERS:
I
NUMBER OF FILES:
ON LOCATION
IN STORAGE
~/A
N/A
PERCENTAGE OF FILE USAGE:
ON LOCATION
N/A
IN STORAGE
N/A
,- -
,-
FREQUENCY OF PUBLIC ACCESS:.
WEEKLY
-.
N/A
MONTHLY
N/A
N/A
SEASONAL
NU~RER OF PHONE INQUIRIES:
WEEKLY
N/A
N/A
MO~ITI¡LY
SPECIAL REMARKS:
Intcracts with other county agencics
and independent operation (pays $4,000
yearly rental for space)
Drafted:NRBrasbich:I/24/94
SOUTIIOLO TOWN SURVEY
OEPARnfENT:
NU~BER OF EMPLOYEES:
SQUARE FOOTAGE:
NUMBER OF TELEPHONES:
NUMBER OF COMPUTERS:
NUMBER OF FILES:
ON LOCATION
IN STORAGE
PERCENTAGE OF FILE USAGE:
ON LOCATI_ON
IN STORAGE
,--
,-
FREQUENCY OF PUBLIC ACCESS:.
WEEKLY
MONTHLY
SEASONAL
N~laER OF PHONE INQUIRIES:
WEFI:LY
MONTHLY
SPECIAL RE~ARKS:
Ðrafted:NRBrasbich:I/24/94
JUDGES' CHA~fBERS
5 FT & 1 PT & 3 Judges
<¡57
9
6
65 drawers
Unknown in vault (most files must he kent
for at least 25 years)
Frequently
Re,!ularly
75
-.
300
Busier durinp. summers
250
1,000
Connected to Motor Vehicle computers
and lot of interaction with OA .
SOUTIIOLD TOWN SURVEY
OEPARnfENT:
NUMBER OF EMPLOYEES:
SQUARE FOOTAGE:
NUMBER OF TELEPHONES:
NUMBER OF COMPUTERS:
NUMBER OF FILES:
ON LOCATION
IN STORAGE
PERCENTAGE OF FILE USAGE:
ON LOCATION
IN STORAGE
,-
FREQUENCY OF PUBLIC ACCESS:-
WEEKLY
MONTHLY
SEASONAL
NUHBER OF PHONE INQUIRIES:
WEEKLY
MONTHLY
SPECIAL REMARKS:
Or..fted:HRBrasbich:l/24/94
PLANNING
4 FT
562 (140 so. ft. per person)
s
4 (plus 1 PC & 1 ~Iodem on order)
60 drawers
Unknown
Frequently
Normally
100
400
N/A
SO
200
Need more files & private meetin~ place: In-
teracts with all E mRii/Assessors by compµter,
Building Dept. comes periodically: Need large:
area to work with maps.
SOUTIIOLD TOWN SURVEY
ÐëPARTHENT:
NUMBER OF EMPLOYEES:
SQUARE FOOTAGE:
NUMBER OF TELEPHONES:
NUMBER OF COMPUTERS:
NUMBER OF FILES:
ON LOCATION
IN STORA-GE
PERCENTAGE OF FILE USAGE:
ON LOCATION
IN STORAGE
FREQUENCY OF PUBLIC ACCESS:.
WEEKLY
MONTHLY
SEASONAL
NUHBER OF PHONE INQUIRIES:
WEEKLY
MONTHLY
SPECIAL REMARKS:
.
Drafted:NRBrashich:l/24/94
RECEIVEr. OF TAXES
1 FT & 4 PT (1 PT work mid-Oec./l'lid-Jan. & M
-- for rest see below)
41\5 (93 sq. ft. per penon)
4
5
12 drawers
Unknown
Frequently
Rarely
.
1,500 seasonal (20% at window, rest by mail:
1\,000 seasonal (
"
..
..
Yes (20% of total goes through banks holdin¡
mortRa~es
1,500 (Title companies, banks, real estate
6,000 companies and tax payers)
Work for 3: Dec.-Feb.: May-July
Work for 1: mid-Nov.-mid_July
Limited interaction with Assessors' cpmputer
and Assessors COver office during down mont~
SOUTIIOLD TOWN SURVEY
DEPARTMENT:
NUMBER OF EMPLOYEES:
SQUARE FOOTAGE:
NUMBER OF TELEPHONES:
NUMBER OF COMPUTERS:
NUMBER OF FILES:
ON LOCATION
IN STORAGE
PERCENTAGE OF FILE USAGE:
ON LOCATION
IN STORAGE
. ~~...
FREQUENCY OF PUBLIC ACCESS:.
WEEKLY
MONTHL Y_.
SEASONAL
NUMBER OF PHONE INQUIRIES:
WEEKLY
MONTHLY
SPECIAL REMARKS:
Drafted:NRBrashich:I/24/94
Deputy Supervisor
SUPERVISOR'S ( Including & Town Attornev )
5 FT & 1 PT
1,126 (205 sq. ft. per person)
8
6 (one of which a PC)
40 drawers
Unknown
Frequently
Rarely
60
-.
250
N/A
300 (50\ of which transfer calls)
1,000 (50\ of which transfer calls)
Need policy for complaints and how
these will be handled; need a new telephone
numher for Supervisor and new siRns in
Town Hall vestibule.
SOUTIIOLD TOWN SURVEY
DEPAIlTHENT:
NUMBER OF EMPLOYEES:
SQUARE FOOTAGE:
NUMBER OF TELEPHONES:
NUMBER OF COMPUTERS:
NUMBER OF FILES:
ON LOCATION
IN STORAGE
PERCENTAGE OF FILE USAGE:
ON LOCATION
IN STORAGE
,-
FREQUENCY OF PUBLIC ACCESS:.
WEEKLY
MONTHLY
SEASONAL
NUMBER OF PHONE INQUIRIES:
WEEKLY
MONTHLY
SPECIAL REMARKS:
Drafted:NRBrashich:I/24/94
TOWN CLERK
5 FT & 3 PT (IPT in office & 2PT in Records)
774 (129 sq. it. per person)
8
7
104 drawers
Unknown
Frequently
Frequently
1,000
4,000
N/A
500 (25% of which transfer calls)
2,000 (25% of which transfer calls)
Constraint of being able to handle
lar~e volume between counter/phone!
office work .
SOUTIIOLD TOWN SURVEY
DEPARHfENT:
TOWN HISTORIAN
NUMBER OF EMPLOYEES:
1 PT (Tuesdays & Thursdays)
SQUARE FOOTAGE:
276 (276 sq. ft. per person)
NUMBER OF TELEPHONES:
I
NUMBER OF COMPUTERS:
1 (one of which a PC)
NUMBER OF FILES:
ON LOCATION
IN STORAGE
48 drawers & small library
100 drawers F, rare books
PERCENTAGE OF FILE USAGE:
ON LOCATION Frenuently
IN STORAGE Rarely
FREQUENCY OF PUBLIC ACCESS:-
WEÈKLY N/A
MONTHLY N/A
SEASONAL 200-300 requests per year
NUMBER OF PHONE INQUIRIES:
WEEKLY
MONTHLY
N/A
N/A
SPECIAL REMARKS:
Interacts with Plannin~ Dept.: Space
also u5ed by researchers.
-
Draft~d:NRBrashich:I/24/94
'.
SOUTIIOLD TOWN SIJRVEY
DE P A RT~1E~T:
NUMBER OF EMPLOYEES:
SQU.\RE FOOTAGE:
NUMBE~ ÚF TELEPHONES:
NUMBER ~p COMPUTERS:
NUMBER OF FILES:
ON LOCATION
I~ STORAGE
PERCENTAGE OF FILE USAGE:
ON LOCATION
IN STORAGE
FREQUENCY OF PUBLIC ACCESS:,
WEEKLY
MONTHLY
SEASONAL
NU~BER OF PHONE INQUIRIES:
WEE KL Y
KO¡¡TI!LY
SPECIAL REMARKS:
Drafted:NRBrashich:I/24/94
TOWN TRUSTEES & COMMUNITY DEVELOPMENT
3 FT
420
( 140 sq. ft. per person)
3
3
38 drawers
10 drawers
Frequently
Rarely
25
200
More during week of scheduled meeting
SO
400
Need desk & chair for trustees/public &
new rug: Interact with Assessors' c~mputer
and Planning/Zoning/Building Depts.
SOUTIIOLD TONN SURVEY
DEPARnIENT:
zo:-lr:-lG
NUMBER OF EM~LOYEES:
I FT & 2 PT (PT staggered/using same desk)
(One desk used by Board members)
350 ( 175 SQ. ft. per person)
SQUARE FOOTAGE:
NUMBER OF TELEPHONES:
3
NUMBER OF COMPUTERS:
2
NUMBER OF FILES:
ON LOCATION
56 drawers
IN STORAGE
20 drawers
PERCENTAGE OF FILE USAGE:
ON LOCATION
IN STORAGE
Freuqently (1/2); Regularly (1/2)
Freauently
FREQUENCY OF PUBLIC ACCESS:-
WEEKLY
30
MONTHLY
120
SEASONAL
Durinr. tax. court days & permits increases
NU~BER OF PHONE INQUIRIES:
WEEKLY
100
MONTHLY
400
SPECIAL REMARKS:
Sometimes people have to be taken to other
departments; Need closer proximity to Plannin¡
& Building Depts.; Interacts with Assessors'
:
& Building nept.' computers.
Drafted'NRR~ft.hfch:l'24,q4