HomeMy WebLinkAboutGeneral CodeELIZABETH NEVILLE
TOWN CLERK
REGISTRAR OF VITAL STATISTICS
MARRIAGE OFFICER
RECORDS MANAGEMENT OFFICER
FREEDOM OF INFORMATION OFFICER
Town Hall, 53095 Main Road
PO Box 1179
Southold, NY 11971
Fax (631) 765-6145
Telephone: (631) 765 - 1800
southoldtown.northfork.net
RESOLUTION # 2006-90
Resolution ID: 1378
Meeting: 01/03/06 04:30 PM
Department: Town Clerk
Category: Contracts, Lease & Agreements
THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2006-90 WAS ADOPTED AT
THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JANUARY 3, 2006:
RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Sul~ervisor Scott
A. Russell to si~n an a~reement with General Code to provide codification services for Code Reformat
Project to the Town of Southold in the amount of $13,035.00.
Elizabeth A. Neville
Southold Town Clerk
THE 6ENERAL CODE ADYANTA6E
CODIFICATION SERVICES
PROPOSAL
TOWN OF SOUTHOLD
NEW YORK
January 25, 2006
Submitted by:
GENERAL CODE
72 Hinchey Road
Rochester, NY 14624
Regional Representative: Carol Vanderslice
Account Representative: Jan Medina
Telephone: (800) 836-8834
Fax: (585) 328-8189
E-Mail: cvanderslice~,eneralcode.com
Website: www.~,eneralcode.com
SITUATION ANALYSIS
The existing Code of the Town of Southold was originally published by General Code in 1973 and has
been supplemented 149 times. Although the Code has served the Town well for these years, it is likely
that a Code Revitalization program would be in the best interest of the Town at this time.
Reasons for the Town to consider this work at this time include:
· Many Code volumes may have been lost and others may be in various stages of upkeep. This is
not an unusual situation, but one that can reduce the reliability and value of the Code as a legal,
administrative, enforcement and reference tool.
· With all of the legislation adopted over the past 32 years, the binders are becoming very full, and
some may be wearing out with age and use. Many municipalities have found the 8 1/2 x I 1-inch
page size for the Code to be more functional. Not only does this page size photocopy more
efficiently, but the larger pages accommodate more text in a very readable format. This results in
fewer pages that need to be handled by Code holders during supplementation. The fewer pages
handled, the less likely that errors might be made in removing/replacing pages. In addition, tables
and charts are better laid out on the larger pages, making them easier to use.
· The Index to your Code currently consists of two parts: a Main Index and Supplemental Index.
When a Supplemental index reaches a certain size, its use in conjunction with the Main Index
becomes quite cumbersome. The outdated entries in the Main Index have a tendency to create
confusion for Index users. We now have technology to keep new Indexes up-to-date directly with
subsequent supplementation.
· Lastly, there may be a need for the Town to have the Code reviewed to identify areas that may not
have kept pace with changes in state statutes or which no longer accurately reflect the current
practices and policies within the Town. For example, fees and penalties contained in the Code may
need to be reviewed to ensure that they are high enough to deter those from breaking the laws
adopted by the Town.
Completing this Code Revitalization project will ensure that the Town of Southold will have a Code
that is up to date, reliable and easier for everyone to access and use.
General Code Page 2 01/25/2006
CODE REFORMAT PROJECT
Preliminary Telephone Conference: As the first step in the process, the project editor will consult
with the Town's designated contact person via telephone. The purpose of this discussion is to review
the specifics of the project, work together to establish a timeline and answer questions.
Reformatting the Code:
· Electronic Inputting; Proofreading; Stylizing: The text of the current Code and any additional
materials that may not already be electronic will be input and thoroughly proofread to ensure
complete accuracy.
Legislation to be included: The project editor will update the Code to include all legislation
adopted through Local Law t9-2005. Any additional legislation adopted after the cut offdate can
be included in the new Code up to the point of publication but may be subject to an additional
charge at the end of the project.
Formatting: Final formatting and page layout work will be completed. The Code pages will be
designed in an 8 I/2 x 1 l-inch page size.
· Index: We will prepare and publish a comprehensive Index for the Code. The Index is
specifically designed to be easy to use, so that the information in the Code can be quickly located.
Publication and delivery of New Code Volumes: The base price includes the publication of 30 new
Code volumes in high-quality, custom-imprinted binders; you may choose blue, dark red, green,
brown, black, or gray - with either white, silver or gold silk-screen lettering. The Town Seal can also
be embossed on the front and spine if you wish. Each Code will also include a set of tab dividers for
individual customization.
PC/CodeBook & E-Code: We will provide the Town with an updated PC/CodeBook CD as well as
update the Internet files.
Editorial Analysis: As an option (at the end of the project), the project editor can do a thorough
review and analysis of your legislation and provide specific recommendations and input for
improvement. The Analysis will be compiled into a workbook with an easy-to-use checklist format.
An Editorial Analysis will include:
· Identification of duplications, conflicts and inconsistencies between or within various chapters of
the Code.
· Identification of areas where there appear to be conflicts or inconsistencies with New York statute.
· Any practical recommendations to make your legislation more enforceable.
· Suggestions regarding fines, fees and penalties.
· Suggestions on ways to modernize your legislation.
Some municipalities prioritize the issues to be reviewed and work on a l~w at a time, adopting changes
as decisions are made, and then incorporating them into the Code through routine supplementation.
Other municipalities prefer to review the entire Analysis and incorporate all of the changes in one
comprehensive Code supplement.
General Code Page 3 01/25/2006
INVESTMENT & TIMELINE
The base project includes the following:
Preliminary Telephone Conference
Editing
Proofreading & Stylization
Formatting
Comprehensive Index
30 New Codes in Binders
Disposition List
Updated PC/CodeBook
Updated E-Code
Base Project Investment:
Options:
Additional Copies of the Code:
Editorial Analysis:
$13.035
$ 85
$ 5,120
Payment Schedule:
· 50% of the contract price shall be invoiced 30 days from contract signing.
· 50% of the contract price shall be invoiced upon delivery of the Codes to the municipality.
Performance Schedule:
· Initial telephone conference: within 30 days of receipt of the contract.
· Delivery of Code volumes: within 22 - 26 weeks of approval to proceed with publication of the
Code.
If the Editorial Analysis is chosen as an option, the Payment and Performance Schedules will be as
follows:
Payment Schedule:
· 25% of the project price will be invoiced 30 days from contract signing.
· 50% of the project price will be invoiced upon delivery of the Codes to the Town.
· 25% of the project price will be invoiced upon delivery of the Editorial Analysis to the Town.
Performance Schedule:
· Initial telephone conference: within 30 days of receipt of the contract.
Delivery of Code volumes: within 22 - 26 weeks of approval to proceed with the publication of the
Code.
· Delivery of the Editorial Analysis: within 45 days from delivery of the completed Codes to the
Town.
General Code Page 4 01/25/2006
OPTION II: AUTHORIZATION OF PROJECT
Please indicate if any of the following options are to be included in the project:
Additional copies of the Code at $85 per Code for $
Editorial Analysis to be completed at the end of this project $ 5,120
Base Project Price:
Project Options (from above):
TOTAL PROJECT PRICE:
$ 13,o35
$
$
The TOWN OF SOUTHOLD, NY authorizes General Code to proceed with the Code Reformat
as outlined above:
Signature: , _~,0~~ Date:
The prices outlined in this proposal are valid for six months. Prices can be provided for any other
desired services upon request.
General Code Page 9 07/12/2005
,GENERAL
72 HINCHEY ROAD
ROCIlESTER. NEW YORK 14024-29~H
fi00-836-8834 iFAX} 585 328 818u
www.generalcodc.com
Page: 1
Sales/Edit: CV
Customer No: SO0452
Invoice No:
Invoice Date:
Due Date:
Terms:
Your Order:
G0093903
1/13/2006
2/12/2006
Net 30
SOLD TO:
Town of Southold
Ms. Elizabeth A. Neville
C/0 Clerk's Office
PO Box 1179
Southold NY 11971
SHIP TO:
Town of Southold
C/O Clerk's Office
53095 Main Road
Southold NY 11971
!
Description
Recodification of the Town Of Southold:
25% invoiced within 30 days of contract
signing
Re: Code Reformat Project - Total cost $13,035.
Amount
$3,258.75
Interest will be charged on all past due
accounts at 1.5% monthly.
Subtotal
S&H Charges
Tax
Pmt Rec'd
Total Due
$3,258.75
$0.00
$0.00
$0.00
$3,258.75
Thank you Jbr choosing Geueral Code. We appreciate your busiuess.
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