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From: Sandy Brennan [SBrennan@generalcode.com]
Sent: Wednesday, October 28, 2009 4:59 PM
To: Neville, Elizabeth
Cc: Bruce Cadman; Anthony Craparo; Ken Koppenhaver
Subject: RE: Town of Southold, NY - Municity Project
Betty,
So we are confirmed for the Process Assessment on Nov. 12th and 13th. I will arrive at Town Hall at 8:00 to set
up and I will begin the department reviews at 8:30. I will bring my laptop and a projector so that I am able so
show everyone there how Municity will work. During the meetings we will discuss current processes as well as
the workbook and how information should be provided.
November 12th
Session 1 ( 4 hours) 8:30 - 12:30
Permitting process - a discussion about the steps needed to apply for a building permit
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through to the issuance of a certificate
Code Enforcement process - a discussion about the steps followed when a potential violation
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is reported
Fire/Safety Inspection process - a discussion about the process for managing recurring
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Fire/Safety Inspections
Session 2 (3 hours) 1:00 - 4:00
Planning Projects - a general discussion around how a typical Planning Project is managed,
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steps followed, people involved, etc.
November 13th
Session 3 (2 hours) 8:30 - 10:30
Zoning Applications - a general discussion around how a typical Zoning Application is
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managed, steps followed, people involved, etc.
Session 4 (2 hours) 10:30 - 12:30
Land Preservation - a review of the permitting process to identify how it differs from what is
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done in Building and a discussion to identify any other processes that could be managed
within Municity
Session 5 (2 hours) 1:00 - 3:00
Trustees - a review of the permitting process to identify how it differs from what is done in
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Building and a discussion to identify any other processes that could be managed within
Municity
I think that covers everything we discussed. I'll make my travel arrangements tomorrow.
Thanks,
Sandy Brennan
Project Manager
file://C:\Documents and Settings\staceyn\Local Settings\Temporary Internet Files\OLK86...10/30/2009
Page 2 of 4
General Code
72 Hinchey Ave.
Rochester, NY 14624
Phone: 800-836-8834
Fax: 585-328-8189
sbrennan@generalcode.com
From: Neville, Elizabeth [mailto:E.Neville@town.southold.ny.us]
Sent: Wednesday, October 28, 2009 4:38 PM
To: Sandy Brennan
Subject: RE: Town of Southold, NY - Municity Project
Thank you, Sandy.
We will review everything and get back to you.
Betty
Elizabeth A.Neville
Southold Town Clerk
PO Box 1179
Southold, NY 11971
Tel 631 765-1800
Fax 631 765-6145
From: Sandy Brennan [mailto:SBrennan@generalcode.com]
Sent: Wednesday, October 28, 2009 3:18 PM
To: Neville, Elizabeth
Subject: FW: Town of Southold, NY - Municity Project
Just in case the other message I sent didn't arrive.
Thanks,
Sandy Brennan
Project Manager
General Code
72 Hinchey Ave.
Rochester, NY 14624
Phone: 800-836-8834
Fax: 585-328-8189
sbrennan@generalcode.com
From: Sandy Brennan
file://C:\Documents and Settings\staceyn\Local Settings\Temporary Internet Files\OLK86...10/30/2009
Page 3 of 4
Sent: Wednesday, October 28, 2009 2:23 PM
To: 'elizabeth.neville@town.southold.ny.us'
Cc: Bruce Cadman; Anthony Craparo; Ken Koppenhaver
Subject: Town of Southold, NY - Municity Project
Betty,
Just to recap our discussion.
The following is the process we will follow to complete your Municity project.
I will come on site to meet with everyone in the Building, Planning and Zoning departments to discuss and
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document current processes. This will help me to understand your needs and how they will translate after
Municity is implemented. Using this information I will create flow diagrams that will be provided back to the
Town.
I will review the Municity workbook documents that the Town will use to provide information back to me so
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that the Municity database can be pre-populated with data specific to your needs.
We will acquire the parcel data and load it into a Municity database.
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Once you return the workbook information we will load that data into the Municity database as well.
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At the completion of each data load we will meet on line to review and confirm what was done. Typically
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we meet once per week or every other week if possible on the same day and time. A proposed schedule
will be provided to you once we get the completed workbook back. These remote meetings last about 2
hours and will be focused on one specific load, for example, once we complete the parcel load, once we
load all the information from the workbook, etc. A typical project will generally require at least 6 on-line
meetings and depending on the complexity may require more.
At the completion of the data reviews we are ready for the on-site installation. We will connect to your
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server the week prior to installation (generally on Wed.) to "push" all the data over to your server.
The following Monday we arrive on site to complete the installation of all of the workstations and to prepare
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for the training.
Tuesday - Thursday are dedicated to instructor led group training sessions. Each session will cover a
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complete process, for example creating a permit application all the way through to the issuance of the
certificate. Please refer to the attached document for the specific topics covered. Users only need to
attend those sessions that apply to the work they do.
On Friday the instructor will schedule one-on-one time with each Municity user so that they can interact
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with the program and get comfortable with it.
Please find attached to this message a zip file that contains, the Municity Introduction Letter which describes in
more depth the steps of the project, the Municity Tech Support Required Conditions that will provide your IT staff
all the information they will need about the project and the Municity Training Plan that will show you the topics
covered in each training session.
Also attached for your review is the Municity workbook which is a Word document that will give explanations of
the data needed and an Excel spreadsheet that can be used to provide the data. During the on-site meeting I will
review both documents and explain how the information should be provided and how Municity will use it, so it isn't
necessary for anyone to start working on these documents until after our meeting.
The dates I am available for the initial on-site meeting are Nov. 12 & 13 or Nov. 30 & Dec. 1. If neither of these
date are convenient pretty much any time in December will work for me, just give me a couple of choices to work
with.
I'm looking forward to working with everyone at the Town again, please feel free to contact me if you or anyone
else has questions regarding this project.
Thanks,
Sandy Brennan
file://C:\Documents and Settings\staceyn\Local Settings\Temporary Internet Files\OLK86...10/30/2009
Page 4 of 4
Project Manager
General Code
72 Hinchey Ave.
Rochester, NY 14624
Phone: 800-836-8834
Fax: 585-328-8189
sbrennan@generalcode.com
file://C:\Documents and Settings\staceyn\Local Settings\Temporary Internet Files\OLK86...10/30/2009