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Home My WebLink About2010-2011 Needs Assessment for GIS Postage Cerlified Fee Return Receipt Fee (Endorsement Required) Restricted Delivery Fee (Endorsement Required) Total Pestage & Fees The University of the State of New York THE STATE EDUCATION DEPARTMENT Grants Finance, Rm. 510W EB Albany, NY 12234 REQUEST FOR FUNDS FOR A FEDERAL OR STATE PROJECT FS-25 (9/09) Agency Code: Funding Source: Agency Name: Project # Contract # Local Government Records Management Improvement Fund Town of Southold Mailing Address: Post Office Box 1179 Contact Person: E-Mail Address Southold Street New York City State Elizabeth A. Neville Telephone: e.neville(~/town.s outhold.ny, us MONTlt 11971 Zip Code 631 765-1800 ext. 228 Date: 1/13/11 CHIEF ADMINISTRATOR'S CERTIFICATION I hereby certify that all information .reported herein istr~and~ accurate. Signature: ~_~J~t ~ .t ~_/~t _~'.~ 1. Amount of Approved Budget (Include approved amendments) 2. Project Payments Received to Date 3. Project Cash Expenditures to Date 4. Cash Expenditures Anticipated During Next Month 5. Additional Funds Requested (Entries 3 plus 4 minus 2) $36,000. $18,000. $18,000. $18,000. $18,000. Voucher # FOR DEPARTMENT USE ONLY Fiscal Year Log MIR Payment Split $ $ $ $ $ FS-25 Page2 Instructions Use this form to request funds from a grant approved by the State Education Department. Before submitting a request to Grants Finance, local agency staffmust have a clear understanding of the policies and procedures regarding payments for federal and State grants. The Department will consider the Chief Administrator's signature on the form to be confirmation of the agency's knowledge of and agreement to meet the requirements. The requirements that must be met in order to receive funds using form FS-25 are addressed in Grants Finance's Fiscal Guidelines for Federal and State Grants at Please review your agency's budget, amendment, expenditure and payment records prior to completing the FS-25. Line 1 - Amount of Approved Budget: Enter the total amount of the approved budget plus any approved budget amendments. Line 2 - Project Payments Received to Date: Enter the total of any payments received by the agency for this particular grant. Line 3 - Project Cash Expenditures to Date: Enter the total amount of actual expenditures made under this grant. Line 4 - Cash Expenditures Anticipated During the Next Month: Request only what is needed to support grant activities during the next month, minimizing the time between receipt of the funds and disbursement. Enter zero if the grant program is reimbursement only or if your agency is receiving payments on a reimbursement-only basis. Line 5 - Additional Funds Requested: Add lines 3 and 4, then subtract 2. Enter the result in line 5. If line 5 is zero or less, do not submit a form FS-25. Please use whole dollar amounts. Send one copy with original signature directly to Grants Finance for each grant. For Special Legislative Projects, send one original and two copies to Grants Finance. THE STATE EDUCA'nON DEPARTMENT ! THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, N.Y. 12234 Grants Finance ~-Z~d~ Room 510W, Edu cat ,on Building ~Tel. (518) 474-4815 Fax (518) 486-4899 Email: GRANTSWEB@MAILNYSED.GOV 581005640067 TOWN OF SOUTHOLD 53095 MAIN RD SOUTHOLD, NY 11971 TO: Chief Administrative Officer FROM: Margaret Zollo SUBJECT: Federal and Sate Grant Quarterly Status Report The enclosed Federal and Sate Grant Quarterly Status Report provides information on current year projects and any open prior years' projects which have been received and logged by the New York State Education Department. Please use the Quarterly Status Report to reconcile your grant records. Report fields are defined as follows: Project # Contract # The # assigned by SED at the time of project approval. For projects running through the grant contract process, the New York Sate contract number will be listed. Funding Source The name of the Federal or Sate grant program under which the project is funded. Budget The current approved budget (FS-10) including all approved amendments. Scheduled/ Paid to Date The total amount of payments processed including scheduled but not paid. An asterisk (*) indicates that the Final Expenditure Report (FS-10-F) has been received. If the FS-10-F has been audited and closed, the Paid-to-Date will equal the Budget. Projects listed as UNDER REVIEW have been received and logged by the program office but have not been forwarded to Grants Finance for processing. Thc project will continue to show as UNDER REVIEW until (1) the program office approves the application and forwards the budget to Grants Finance or (2) the application is disapproved by the program office. Disapproved projects do not appear on this report. Start/End The funding dates of the project, including any extensions. Funding dates are the dates in which project encumbrances can be made. If you have any questions about the Quarterly Status Report, please contact Grants Finance. (SEE OTHER SIDE) CF760 FEDERAL AND STATE GRANT STATUS REPORT SED CODE: AGENCY NANE: PROJECT # CONTRACT 0580111083 TOTAL 581005640067 TOWN OF SOUTHOLD 2011 PROJECTS FUNDING SOURCE BUDGET LOCAL GOV'T RECORD 36,000 36,000 RUN DATE: 12/31/10 SCHEDULED/ PAID TO DATE START END 18,000 07/01/10 06/30/11 18,000 CFOO~ THE STATE EDUCATION DEPARTMENT/THE UNIVERSITY OF THE STATE OF NEW YORK/ALBANY, NY 12234 Grants Finance, Room 510W, Education Building, Albany, NY 12234 ' Tel. (518) 474-4815 Fax (518) 486-4899 Ernail: GRANTSWEB@MAIL NYSED.GOV 2. Project Number 0580111083 1.GrantAwa~ Recipient SUPERVISOR TOWN OF SOUTHOLD 53095 MAIN RD SOUTHOLD,N¥ 11971 4. Funding Soume LOCAL GOV'T RECORDS MANAGEMENT 5. Appmved Budget $36,000 3. Agency Code 581005640067 6. Law Ed.L. 57a, 57.35 Regulations NA Commissioners Regulations 8 NYCRR 185; 188 7. Funding Dates 8. CFDA Index Number 07/01/10-06/30/11 9. First Payment 10. Final Report (FS-1 0-F) Due $18,000 07/30/11 1 1. SED Fiscal Contact 12. SED Program Contact MARIA DOS SANTOS FRANK CAMPIONB (518)474-4815 9A81 CEC (518)474-6926 Date / I MargpletZollo L/ Supervisor,ti31rants Finance This Grant Award constitutes formal approval of the grant, application which you submitted to the New York State Education Department. It is the grantee's resPOnsibility to conduct activities in accordance with applicable statutes, regulations, policies, terms, conditions and assurances. All grants are subject to further review, monitoring and audit to ensure compliance. The Department has the right to recoup funds if the approved activities are not performed and/or the funds are expended inapprepdately. In accordance with Section 41 of the State Finance Law, the State shall have no liability under this grant to the grantee or to anyone else beyond funds appropriated and available for this grant. The approved budget (FS-10/FS-20) will be sent under separate cover. First payment can be expected within 2-4 weeks after receipt of approved FS-10/FS-20 by grant recipient. Please keep this document with your project records. CF75OA :8/13/O9:ET Th6 University of the State of New York THE STATE EDUCATION DEPARTMENT (see instructions for mailing address) PROPOSED BUDGET SUMMARY FOR A FEDERAL OR STATE PROJECT FS-20 (02/07) Project Number: 0580 - 11 - 1083 Funding Source: Report Prepared By: Name of Applicant: Mailing Address: City, State: Telephone#: E-Mail Address: Project Funding Dates: Local Government Records Management Improvement Fund Elizabeth Neville Town Of Southold 53095 Main Rd Southold NY 11971 County: Suffolk Start 7/1/10 End 6/30/11 INSTRUCTIONS Submit the original FS-20 Budget Summaw with signature in blue ink and the required number of copies along with the completed application directly to the appropriate State Education Department office as indicated in the application instructions for the grant program for which you are applying. DO NOT submit this form to the Grants Finance. Please submit the FS-20 Budget Summary as a two page form (not back-to-back on a single sheet). Enter whole dollar amounts only. The amounts must agree with the budget category totals fi.om each Budget Category and Narrative Form. For changes in agency or payee address contact the State Education Depmhnent office indicated on the application instructions for the grant program for which you are applyingi An approved copy of the FS-20 Budget Summary will be returned to the contact person noted above. A window envelope will be used; please make sure that the contact information is accurate, legible and confined to the address field. For information on budgeting, including 2005-06 REVISED guidelines for equipment and supplies, refer to the Fiscal Guidelines for Federal and State Aided Grants at www.oms.nysed.gov/eafe/. CF121 ENTRY DATE 11/10/10 . / PROJECT 0580111083 v SED CODE 581005640067 NYC DOC # PROF SALARY 15 NON PROF SALARY 16 PURCH SERVICES 40 SUPP & MATERIAL 45 TRAVEL EXPENSE 46 EMP BENEFITS 80 INDIRECT COST 90 BOCES SERVICES 49 REMODELING 30 EQUIPMENT 20 GRANTS FINANCE PROJECT STATUS REPORT RUN DATE 11/10/10 ~OCAL GOV'T RECORDS MANAGEMENT OWN OF SOUTHOLD BUDGET DETAIL INFORMATION 0.00 BEGIN DATE 07/01/10 0.00 END DATE 06/30/11 36,000.00 AMENDMENT # 0.00 CONTRACT # 0.00 STOP DATE 0.00 REFUND CHECK # 0.00 IND COST RATE 0.0 0.00 INT ELIG N 0.00 0.00 FUNDYEAR 058011 058010 058012 TOTAL BUDGET SUMMARY INFORMATION BUDGET SPLITS 18,000.00 18,000.00 0.00 0.00 0.00 36,000.00 PAID TO DATE 0.00 18,000.00 0.00 0.00 0.00 18,000.00 OUTSTANDING ENC 18,000.00 0.00 0.00 0.00 0.00 18,000.00 BUDGET INTERIM FINAL RECEIVED 10/07/10 LOG AND CONTRACT DATES ENTERED 11/09/10 CONTRACT APPROVED ENTRY DOC # TRANS ENC RPT 111010~05970F INIT 000 11/10 CASH DETAIL LINE ia)MOUNT 01 -"q. 8,000.00 FUNDYR MIR 058010 110910 PD DT STAT ENT THIS BUDGET HAS BEEN PROCESSED BY THE NEW YORK STATE EDUCATION DEPARTMENT. THIS SUMMARY REPLACES THE SIGNED COPY. Ne~w York State Archives - Grants and Awards - LGRMIF Gr_an~ts & Awa~rd_~: L~G_R~MI~: Suffolk GREENPORT UNION FREE SCHOOL DISTRICT Inactive Records $3558.00 Diana Duell District Clerk 720 FRONT ST GREENPORT NY 11944 631-477-1950 SUFFOLK COUNTY CLERKS OFFICE Document Conversion and Access $69527.00 Janine Keleghan Administrator I 310 CENTER DR RIVERHEAD NY 11901 631-852-6100 VILLAGE OF SAG HARBOR Inventory $20922.00 Sandra Schroeder Village Clerk/Administrator PO BOX 660 SAG HARBOR NY 11963 631-725-0222 TOWN OF RIVERHEAD Inventory $60506.00 Diane Wilhelm RMO/Town Clerk 200 HOWELL AVE RIVERHEAD NY 11901 631-727-3200 COMMACK UNION FREE SCHOOL DISTRICT Educational Uses $1216.00 Brian Trapani Social Studies Chairperson 480 CLAY PITTS RD EAST NORTHPORT NY 11731 631-858-3549 WYANDANCH UNION FREE SCHOOL DISTRICT Inventory $12484.00 Darleen Peterson Administrative Assistant to the Superintendent 1445 STRAIGHT PATH WYANDANCH NY 11798 631-870-0419 TOWN OF BROOKHAVEN http://eservices.nysed.gov/egrants/lgDetailServlet?year=2011 &code=58 Page 1 of 4 9/27/2010 New York State Archives - Grants and Awards - LGRMIF Inactive Records $43944.00 Patricia Eddington Town Clerk ONE INDEPENDENCE HILL FARMINGVILLE NY 11738 631-451-9101 TOWN OF SHELTER ISLAND Inactive Records $34001.00 Laury Dowd Town Attorney 44 N FERRY RD SHELTER ISLAND NY 11964 631-749-0027 HARBORFIELDS CENTRAL SCHOOL DISTRICT Inventory $51206.00 William H. Nimmo Assistant Superintendent for Businesc 20LDFIELD RD GREENLAWN NY 11740 631-754-5300 VILLAGE OF EAST HAMPTON Document Conversion and Access $40963.00 Larry Cantwell Village Administrator 86 MAIN ST EAST HAMPTON NY 11937 631-324-4150 SMITHTOWN SPECIAL LIBRARY DISTRICT Inventory $11472.00 Linda Taurassi Senior Administrative Assistant 1 NORTH COUNTRY RD SMITHTOWN NY 11787 631-265-2072 FIRE ISLAND UNION FREE SCHOOL DISTRICT Records Systems $11868.00 Roberta Roesch School Business Official PO BOX 428 OCEAN BEACH NY 11770 631-583-5626 PATCHOGUE FIRE DISTRICT Inventory $5425.00 Veronica Perry Records Management Officer 15 JENNINGS AVE PATCHOGUE NY 11772 Page 2 of 4 http://eservices.nysed.gov/egrants/lgDetailServlet?year=201 l&code=58 9/27/2010 Ne.w York State Archives - Grants and Awards - LGRMIF 631-207-9399 OYSTERPONDS UNION FREE SCHOOL DISTRICT Inventory $4583.00 Donna Mosquera Special Education Secretary 23405 MAIN RD ORIENT NY 11957 631-323 -2410 VILLAGE OF NORTH HAVEN Inventory $16975.00 Georgia Welch Village Clerk 335 FERRY RD SAG HARBOR NY 11963 631-725-1378 TOWN OF SOUTHAMPTON Inventory $11771.00 Sundy Schermeyer Town Clerk 116 HAMPTON RD SOUTHAMPTON NY 11968 631-287-5740 ISLIP UNION FREE SCHOOL DISTRICT Document Conversion and Access $7418.00 Donna Eakin Sr. Administrative Assistant 215 MAIN ST ISLIP NY 11751 631-859-2282 TOWN OF SOUTHOLD Geographic Information Systems $36000.00 Elizabeth Neville Town Clerk, RMO PO BOX 1179 SOUTHOLD NY 11971 631-765-1800 THREE VILLAGE CENTRAL SCHOOL DISTRICT Inventory $38910.00 B. Allen Mannella Asst. Supt. Human Resources 100 SUFFOLK AVE STONY BROOK NY 11790 631-730-4530 COPIAGUE UNION FREE SCHOOL DISTRICT Educational Uses $6635.00 Amy Kenton Page 3 of 4 http://eservices.nysed.gov/egrants/lgDetailServlet?year=201 l&code=58 9/27/2010 New York State Archives - Grants and Awards - LGRMIF Grants Administrator 2650 GREAT NECK RD COPIAGUE NY 11726 631-842-4015 Page 4 of 4 http://eservices.nysed.gov/egrant s/lgDetailServlet?year=201 l&code=58 9/27/2010 Neville, Elizabeth From: Sent: To: Subject: Frank Campione [FCAMPION@MAIL.NYSED.GOV] Thursday, September 23, 2010 2:04 PM Neville, Elizabeth LGRMIF 2010-11 Announcements - Fund (PD) September 23, 2010 Project Number: 0580-11-1083 Project Director: Elizabeth Neville Institution: Town Of Southold Amount Requested: $36400 Dear Elizabeth, After reviewing your proposal for a Local Government Records Management Improvement Fund (LGRMIF) grant, the New York State Archives, a unit of the NYS Education Department (SED) is pleased to inform you it has tentatively awarded your organization a grant in the amount of $36000. This was a highly competitive year for grants, with only $5,858,938 in funding available. Do not initiate any work until you receive final notice of approval of your award from our Grants Finance Unit. All grants, regardless of type or dollar amount, are subject to further review, monitoring, and audit to ensure compliance. SED has the right to recoup funds if the approved activities are not performed and/or the funds are expended inappropriately. Additionally, please note that the Governor mandated cuts to local assistance, including the LGRMIF, which affected the final amount of your grant award. http://www.budget.state.ny.us/guide/bprm/ You will receive payment for this grant as follows: 1. 50% of the award, which you should receive in approximately four weeks. Note that the NYS Archives no longer requires the submission of a Grant Acceptance Form to begin this process. 2. Up to 40% of the grant will be released when you submit form FS-25 Request for Funds for a Federal or State Project to SED's Grants Finance Unit. Please note applicants must submit these requests now based on anticipated expenditures for the next month only, as the State Education Department can no longer accept requests based on anticipated expenditures for the next quarter. 3. The remaining 10% will be released when the Final Narrative Report and the Final Statistical Report have been submitted via eGrants, and the Final Expenditure Report (FS-10-F) Short Form has been submitted to the Grants Administration Unit of the New York State Archives and approved by SED's Grants Finance Unit. 4. You must complete all project work and expend all funds no later than June 30, 2011. If you have any questions regarding this offer, you may contact the Grants Administration Unit at (518) 474-6926. Sincerely, Frank Campione Manager, Grants Administration Unit Decision Notes: FJ,w. ABETH A. NEV~.L~'~ RMC, CMC TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECOP,.D$ MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765-6145 Telephone (631) 765-1800 $outholdtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD February 11, 2010 The University of the State of New York THE STATE EDUCATION DEPARTMENT Grants Finance, Room 510W EB Albany, NY 12234 D~ Smf~ I am submitting an FS-25 request for funds for a Federal or State Project for my LORMIF 2009-2010 grant award. The project is expected to be completed next month. If you have any questions, you may call me at 631 765-I 800. Very truly yours, · Southold Town Clerk Enclosure The University of the State of New York THE STATE EDUCATION DEPARTMENT Grants Finance, Rm. 510W EB Albany, NY 12234 REQUEST FOR FUNDS FOR A FEDERAL OR STATE PROJECT FS-25 (9/09) Agency Code: Funding Source: Agency Name: Project 15 18 I1 Io Io 15 Contract # ~ [01016171 Local Government Records Management Improvement Fund Town of South#Id Mailing Address: Post Office Box 1179 Contact Person: E-Mail Address South#Id Street New York City State Elizabeth A. Neville Telephone: e.neville~town.southold.ny.us MONTIt 11971 Zip Code 631 765-1800 Date: C~IEF AD,.M. INIST .RA. TOR'S CERTIfI.CATI~ ~.~J?/[hereby/?~ certify that all mfo~.ation Signature:rep°rted herein ~/~~ k~tr_~nd accurate. · [ V 1. Amount of Approved Budget (Include approved amendments) 2. Project Payments Received to Date 3. Project Cash Expenditures to Date 4. Cash Expenditures Anticipated During Next Month 5. Additional Funds Requested (Entries 3 plus 4 minus 2) $80,141. $40,070. $40,070. $40,071 $40,071. Voucher # FOR DEPARTMENT USE ONLY Fiscal Year Log MIR Payment Split $ $ $ $ FS-25 Page2 Instructions Use this form to request funds from a grant approved by the State Education Department. Before submitting a request to Grants Finance, local agency staffmust have a clear understanding of the policies and procedures regarding payments for federal and State grants. The Department will consider the Chief Administrator's signature on the form to be confirmation of the agency's knowledge of and agreement to meet the requirements. The requirements that must be met in order to receive f~nds using form FS-25 are addressed in Grants Finance's Fiscal Guidelines for Federal and State Grants at http://www.oms.nysed.gov/cafe/guidance/. Please review your agency's budget, amendment, expenditureand payment records prior to completing the FS-25. Line 1 - Amount of Approved Budget: Enter the total amount of the approved budget plus any approved budget amendments. Line 2 - Project Payments Received to Date: Enter the total of any payments received by the agency for this particular grant. Line 3 - Project Cash Expenditures to Date: Enter the total amount of actual expenditures made under this grant. Line 4 - Cash Expenditures Anticipated During the Next Month: Request only what is needed to support grant activities during the next month, minimizing the time between receipt of the funds and disbursement. Enter zero if the grant program is reimbursement only or if your agency is receiving payments on a reimbursement-only basis. Line 5 - Additional Funds Requested: Add lines 3 and 4, then subtract 2. Enter the result in line 5. If line 5 is zero or less, do not submit a form FS-25. Please use whole dollar amounts. Send one copy with original signature directly to Grants Finance for each grant. For Special Legislative Projects, send one original and two copies to Grants Finance. THE STATE EDUCATION DEPARTMENT/THE UNIVERSITY OF THE STATE OF NEW YORK/ALBANY, NY 12234 Grants Finance, Room 510W, Education Building, Albany, NY 12234 Tel. (518) 474-4815 Fax (518) 486-4899 Email: GRANTSWEB@MAIL.NYSED.GOV 1.GmntAward Recipient SUPERVISOR TOWN OF SOUTHOLD 53095 MAIN RD SOUTHOLD,NY 11971 4. Funding Soume LOCAL GOV'T RECORDS MANAGEMENT 5. Approved Budget $80,141 2. ProjectNumber 0580101224 3. Agency Code 581005640067 6. Law Ed.L. 57a, 57.35 Regulmions NA Commissionem Regulations 8 N¥CRR 185, 188 7. Funding Dates 07/01/09-06/30/10 9. FimtPayment $40,070 11.SED FiscalContact MARIA DOS SANTOS (518)474-4815 8. CFDA Index Number 10. Final Report (FS-10-F) Due 07/30/10 12. SED Program Contact FRANK CAMPIONE 9A81 CEC (518)474-6926 01/22/10 Date Marg~alet Zollo ~' Supervisor,L~irants Finance This Grant Award constitutes formal approval of the grant application which you submitted to the New York State Education Department. It is the grantee's responsibility to conduct activities in accordance with applicable statutes, regulations, policies, terms, conditions and assurances. All grants are subject to further review, monitoring and audit to ensure compliance. The Department has the right to recoup funds if the approved activities are not performed and/or the funds are expended inappropriately. In accordance with Section 41 of the State Finance Law, the State shall have no liability under this grant to the grantee or to anyone else beyond funds appropriated and available for this grant. The approved budget (FS-10/FS-20) will be sent under separate cover. First payment can be expected within 2-4 weeks after receipt of approved FS-10/FS-20 by grant recipient. Please keep this document with your project records. CF75OA :8/13/O9: ET' THE STATE EDUCATION DEPARTMENT ! THE UNIVERSITY OF THE STATE OF NEW YORK/ALBANY, N.Y. 12234 Grants Finance Room 510W, Education Building '~ Tel. (518) 474-4815 Fax (518) 486-4899 Email: GRANTSWEB@MAIL,NYSED.GOV 581005640067 RECEIVED TOWN OF SOUTHOLD PO BOX 1179 SOUTHOLD, NY 11971 JAN 15 Southold Town Clerk TO: Chief Administrative Officer FROM: Margaret Zollo SUBJECT: Federal and State Grant Quarterly Status Report The enclosed Federal and State Grant Quarterly Status Report provides information on current year projects and any open prior years' projects which have been received and logged by the New York State Education Department. Please use the Quarterly Status Report to reconcile your grant records. Report fields are defined as follows: Project # The # assigned by SED at thc time of project approval. Contract # For projects running through the grant contract process, the New York State contract number will be listed. Funding Source The name of the Federal or State grant program under which the project is funded. Budget Thc current approved budget (FS-10) including all approved amendments. Scheduled/ Paid to Date The total amount of payments processed including scheduled but not paid. An asterisk (*) indicates that the Final Expenditure Report {FS-10-F) has been received. If the F$-10-F has been audited and closed, the Paid-to-Date will equal the Budget. Projects listed as UNDER REVIEW have been received and logged by the program office but have not been forwarded to Grants Finance for processing. The project will continue to show as UNDER REVIEW until (1) the program office approves the application and forwards the budget to Grants Finance or (2) the application is disapproved by the program office. Disapproved projects do not appear on this report. Start/End The funding dates of the project, including any extensions. Funding dates are the dates in which project encumbrances can be made. If you have any questions about the Quarterly Status Report, please contact Grants Finance. (SEE OTHER SIDE) CF760 FEDERAL AND STATE GRAJqT STATUS REPORT SED CODE: 581005640067 AGENCY NAME: TOWN OF SOUTHOLD 2010 PROJECTS SCHEDULED/ PROJECT ~}},iiCONTRACT # FUNDING SOURCE BUDGET PAID TO DATE 0580101224 LOCAL GOV'T RECORD 80,141 0 TOTAL 80,141 0 RUN DATE: 01/04/10 START END CFOOO TIlE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12230 The New York State Archives Grants Administration Unit 9A81 Cultural Education Center Albany. NY 12230 Tel. (518) 474 - 6926 Fax (518) 486 - 1647 E-mail: A rcflg rants@mail.nysed.9ov October 15, 2009 RECEIVED Project Number: 0580-10-1224 Elizabeth Neville, Project Director Town of Southold PO Box 1179 Southold, NY 11971 OCT 2 0 2009 oulhol*l Town Cled Dear Ms. Neville: After reviewing your proposal for a Local Govemment Records Management Improvement Fund (LGRMIF) grant, the Ne~ York State Archives, a unit of the NYS Education Department (SED) is pleased to inform you it has tentatively awarded your organization a grant in the amount of $88,053. This was a highly competitive year for grants, with only $5,579,929 in funding available. Please be aware that the Governor has proposed cuts to local assistance, including the LGRMIF, which may or may not affect the final amount of your grant award. All grants, regardless of type or dollar amount, are subject to further review, monitoring, and audit to ensure compliance. SED has the.right to recoup funds if the approved activities are not performed and/or the funds are expended inappropriately. You will receive payment for this grant as follows: 50% of the award, which you should receive in approximately four weeks. Note that the Archives no longer requires the submission of a Grant Acceptance Form to begin this process. Up to 40% of the grant will be released when you submit form FS-25 Request for Funds for a Federal or State Project to SED's Grants Finance Unit. Please note applicants must submit these requests now based on anticipated expenditures for the next month only, as the State Education Department can no longer accept requests based on anticipated expenditures for the next quarter. The remaining 10% will be released when the project is completed and the Grant Project Final Report Form (FR-1) and the ~nal Expenditure Report (FS-IO-F) Short Form have been submitted to the Grants Administration Unit of the New York State Archives and approved by SED's Grants Finance Unit. You must complete all project work and expend all funds no later than Jane 30, 2010, as extensions are not allowed in this program. If you have any questions regarding this offer, you may contact the Grants Administration Unit at (518) 474-6926. Sincerely, Christine W. Ward New York State Archivist and Chief Executive Officer of the Archives Partnership Trust cc: Lorraine Hill, RAO Local Government Records Management Improvement Fund (LGRMIF) 2009 - 2010 Summary of Reviewers' Recommendations Local Government: Town of Southold Project Number: 0580-10-1224 Summary: Reviewers commended the town for submitting a well-developed proposal based on an outstanding needs assessment. However, due the very limited availability of grant funds this year, they recommended funding to cover only the cost of the Municity software (Code 45), installation and training (Code 40). New York State Archives - Grants and Awards - LGRMIF Page 1 of 2 Neville, Elizabeth Subject: ;=mailing: New York State Archives - (~mnts and Awards - LGRMIF.htm Grants & Awards: LGRMIF: Suflblk Babylon School District Public Library Microfilming $6361.00 No Subcategory Marina Sullivan Director 24 South Carll Avenue Babylon NY 11702 631-669-1624 Babylon Union Free School District Inventory and Planning $6570.00 Records Inventory Lisa Carell-Lang Administrator for Special Education 50 Railroad Ave Babylon NY 11702 631-893-7941 Fair Harbor Fire District Microfilming $2518.00 No Subcategory Beatrice Thomberg Secretary 81 Bay Walk Bay Shore NY 11706 631-583-8743 Fire Island Union Free School District Microfilming $5700.00 No Subcategory Donna Clock District Clerk Surf Road Ocean Beach NY 11770 631-583-5626 lslip Union Free School District Microfilming $3150.00 No Subcategory Donna Eakin Sr. Administrative Assistant 215 Main St Islip NY 11751 631-859-2282 10/16/2009 New York State Archives - Grants and Awards - LGRMIF Suffolk County Active Records $74965.00 County Land Records Initiative Lawrence Davidson Mierographics Manager 310 Center Dr Riverhead NY 11901 631-852-2000 Town of Southold Active Records $88053.00 Records Systems Elizabeth Neville Town Clerk 53095 Main Road Southold NY 11971 631-765-1800 Page 2 of 2 10/16/2009 BOUTHOLD NPO SOUTHOLO, Nam York 119711000 3548330971-0097 02/01/2010 (800)275-8777 04:53:40 PH Sales Receipt Product SAle Unit F~nal Deecrlption Oty Price Price ALBANY NY 12230 $13,65 Zone-2 Express Hmil PO-Add /~ 1.40 oz, Label ~: EM233509508US Next Day Noon / Normal Delivery Signature Requested Paid by account: $13,85 EMCA number: 119294 [ssoe PVI: $0.00 Total: $0.00 Paid by: Order stamps at USPS.com/shop or call 1-800-Stamp24. Go to USPS.com/clicknship to print shipping labels with postage. For other information call 1-BOO-ASK-USPO. Get your mail when and where you want it with a secure Post Office 8ox. Sign up for a box online at usps.com/eqboxec, *********************************** Bi11#:1000301387824 Clerk:OT All sales final ~stamps and postage Refunds for guaranteed services only Thank you for your business HELP US SERVE YOU BETTER GO to: httP~://postalexperience,co~/Pcs TELL US ABOUT YOUR RECENT POSTAL EXPER[ENCE YOUR OPINION COUNTS *********************************** ************************************ Customer Copy mm ELIZABETH A. NEVILLE, RMC, CMC TOWN CLERK REGISTRAR OF VITAL STATISTICS MARRIAGE OFFICER RECORDS MANAGEMENT OFFICER FREEDOM OF INFORMATION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southold, New York 11971 Fax (631) 765~6145 Telephone (631) 765-1800 southoldtown.northfork.net OFFICE OF THE TOWN CLERK TOWN OF SOUTHOLD February 1, 2010 New York State Archives Grants Administration Unit 9A81 Cultural Education Center Albnany, New York 12230 Dear Staff, Enclosed, please find the LGRMIF Institutional Authorization Form signed by both the Town Supervisor and myself. I sent this form up last week together with the rest of the forms required to be sent by mail. However, I neglected to sign myself, as RMO. Please replace the unsigned form with this one. My apologies for any inconvenience this may cause. I am enclosing the two (2) LGRMIF Cooperative Agreements signed by the Town of Southold Supervisor and the Village of Greenport Mayor. I have scanned and attached them to my application. However, since this additional envelope is being sent, I thought I would include them since they have original signatures on them. Thank you for your assistance and cooperation, Sincerely, Southold Town Clerk Enclsoures Arohives Partnership Trust I Office of Cultural Education I Online Catalog ! Search I Home Home L~? Initial Application Forms' Post Onmt Award Forms: Help Institutional Authorization LGRlVflF Grant Project Project Number:. 0580 -11 -1083 C, erflflmflon and Approval The following slgnatuxes certify that the Iceal government agrees to the cend/tlons outlined in Appendix A and A~ A-lO. I hereby ccrtify that I am either the applicant's Chief Administrative Officer or the Records M. nm;3ement Officer (RMO), and that the infonnation confined in the appl/catinn is, to the best of our know[edge, complete and accurate. I further certify, to the best of my knowledge, that any ensuing progxam and activity will be conducted in accordance w/th all applicable stale laws and regulations, application gu/dd/ncs and/nstructions, and that the ~eqcested budl~ amounts are necessaxy for the implementation of figs project. I understand that the application cons~tutos an offer and,/f accepted by the New York Slate Educat/on Depamuent or reaegotiatod to acceptance, rill form a bind/ng agreement. I also understand that immediate written notice will be provided to the grants ixogram office if at ally t~ ! lee~n that its certification was erroneous when submitted, or has beoome erroneous by reason of chan~ces, CHIEF ADMINISTRAq'IVE OFFICER Scott A. Russell. Supervisor. Town of Southold ~ Name and Title of CAO RECORDS MANAGEMENT OFFICER (RMO) sis~t~ 2/1/10 Date Elizabrth A. Neville, Town Clerk, RM~own of Southold 631 765-1800 Print Name and Title of RMO Phone The Authorization Form must be printed, completed, and signed in blue ink, Please mail th~ completed form to: New York State Archives Grants Administration Unit 9A81 Cultural Education Center, Albany, NY 12230 View PDF vets/on of Institutional Authorization Form Cultural Education Camter, Albany, New York 12230. Phone: (518) 474-6926 https://eservices.nysed.gov/ld~-ants/lgApplicant.do?i=aufl~m=lg 1/31/2010 ] of Education [ Online Catalog I Search ] Home ho LGRMIF me Home InitiaI Applicatioa Forms: Post Grant Award Forms: Help la~imflomd Au~hor'Jzation Proj~c~ Nmber: 0580 -11 -1083 and Approval ' that the local 8oveanment i I heteb I am either the applicant's CMo (RMO), q~pllcafion i~ accurate. I fla'&er. aecord~mee with all m d rogulationa, a for the implemenlation o constitutes t the New l will form a l: will be conducted in and that the hat tbe application provided to the ~ when su&nittod, or has become e~oueous 1!7q/I0 Signature Date Print Name and Title of CAO RECORDS MANAGEMFflNT ~ Print Phone must be printed, completed, and signed in blue ink Please mall the comp'[~t form to: ' \ l~w Y~k StYe ~hives ~ Gnmt~ Admini~ation Unit ~ 9A81 Cultural Eduo~fiom Ceoter, ~ Albany, NY 12230 ~ View PDF ve~ioa of Ins'dtutinnal Authorization Form ~ Cultural Edugalion Cente~, All,my, New York 12230. Phone: (518) 4744926 X \ htt~s:#¢serviC~S.nYs~:l.gov/ldgrtmt~gApplicant do?i=aulh&m=18. .. 1/28/~ Archives Pa~nershi T.p~_~_ I ce of Cultural cation I Online Catalog I Search I Home Ho LGRMIF ..... me ~ initial Appncation forms: Post Grant Award Forms: Help Cooperative agreement form help LGRMn~ Grant Cooperative Agreement Form 8pon~ring Institution: Project NumNm. Town Of Southold 0580 -11 -1083 I hereby give assurance to the New York State Education Department ~hat the undersisned supports the enclosed applicafic~ and will cooperate to the extant &~scribed in th~ ~tt~hed ~pliea~ion. All records management project outcomes that are a direct result of the support provided by funds fi~m the State are, or will be, made available fOl' Oll-8~le examin~tioIx Participating Local Government Institution: ~ Date: 1129110 ChlefAdm~i~rativeOffieer PrintName: Scott A. Russell. Supervisor I~tr~etiom The Cooperative Agreement Fcrm must be printed and signed by each panicipsting institution of your l~j~t sisned form(s) and upload lhe form(s) to your applicatio~ as an m~.lnnant Attach the form as a document/attachment to your grant application. Please put "Co Agreemant" as the deseriptien for your attachment. View PDF version of Cooperative Agreement Form *For applicants who do not have access to a sommet, please fax the docament to (518) 486-1647 or mail it to: New York State Archives Grants Admini~lralion Unit 9A81 Cultural Edueatic~ Center, Albany, NY 12230 Cultaml Education Center, Albany, New York 12230. Phone: (518) 474-6926 https://eservices.nysed.gov/ldgrants/lgApplicant do?i=coopagree&m=lg 1/30/2010 Archives Ptutnership Trust I rice of Cultund Educ hon I Online Catalog ! Search I Home Ho LGRMIF me ~ Initial Application Forms: Post Grant Award Forms: Help Cooperative agreement form help LGRMIF Grant Cooperative A~recment Form sPOnsoring Institution: Proj~ot Number. Town Of Southold 0580 -11 -1083 I hereby give assurance to the New York State Education Department that the undersigned supports the enclosed ~licatiun and will ooop~tte to the extent described ia tho attaohed applicatiun. All records mmagemmt proj~t outcomes that are a d/feet result of the support provided by funds from the State are, or w/Il be, made available for on-site exam/nation. Participating Local Government Chief Administrative Officer Print Name: ~r. _v.~ ! !~~port The Cooperative A8reement Form must be printed and signed by each participating institution of your project. Then scan the signed form(s) and upload the form(s) to your application as an attechm~at. Attach the f,,.u as a documenl/a~ to your grant spplication. Please put "Co ^~-ecment" as the description fo~ your attachment. View PDF version of Cooperative Agreement Form *For applicamta who do not have acceaa to a scanner, please fax the document to (518) 486-1647 or mail it to: New York State Archives Grants Admin/stmfion Unit 9A81 Cultural Education Center, Albany, BIY 12230 Cultural Education Center, Albany, New York 12230· Phone: (518) 474-6926 https://eserviees.nysed.gov/ldgrantsflgApplicant, do?i=coopasree&m=lg 1/30/2010 Neville, Elizabeth From: Sent: To: Subject: archgrants~mail.nysed.gov Monday, February 01, 2010 4:41 PM Neville, Elizabeth; Neville, Elizabeth LGRMIF Application Submitted Your 2011 LGRMIF grant application for project number 0580-11-1083 has been submitted. The application was submitted on Monday, February 1, 2010 by user elizabeth.neville . Please remember to send the required forms (FS-20, Institutional Authorization, Payee Information, and Standard Data Capture forms via mail to us by no later than February 1, 2010. All of these forms must be signed in blue ink, except the Standard Data Capture form, which requires no signatures. The State Archives will not release information regarding the status of an application until all applications have been reviewed, the Co~nissioner of Education has approved the proposed grant awards, and both the Division of the Budget and the Office of the State Comptroller have given their approval. You will be notified by email concerning the status of your application. In the notification, a sum~aary of the reviewers recormaendations will be provided and why the funding decision was made. Access the Online Grant System https://eservices.nysed.gov/ldgrants New York State Education Department LGRMIF Home Page Archives Parmership Trus! [ Office of Cultural Education [ Online Catalog [ Search [ Home Page i of 1 Hom~l LGRMIF Homel Help LGRMIF SnmmaBt, Guidelines and Instructions: Located on the Help Page Creating an Application help Accessing an App!icali0g help *NOTE: You can only create 2 new LGRMI~ applications per fiscal year during the new application period. Project Number 0580 -11 .-0939 Local Government Records Management Improvemmt Fund Applications Institution Fiscal Year Status Town Of Southold - 2011 Submil~d Town Of Southold - 2011 Unsubmit~l LGRMIF Applications as a Participating Institution (read only) Project Number Sponsoring Institution Fiscal Year Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 Stams https://eservices.nysed.gov/ldgrants/SubmitApp Servlet 2/1/2010 1 US Airbill &692 7075 2713 Express Se~der'sFed~x 5q~6~S T'~,~COUNT ~UMI~I~ ONLY 1/29/10 Elizabeth A. Neville p~,,(631) 765-1800 Town of Southold, Town Clerk Addres~ 53095 Main Road, PO Box 1179 c~ Southold s~ NY ZIP 11971 2 Your Imal Billing Refe~mce 0PTIO~AL 3To N,,~ New York State Archives P~o,,( 518)474-6926 c~,~ Grants Administration Unit Addm. 9A81 Cultural EdUcation Center Albany s~ NY ~P 12230 [~ FedEx P~o~y Overnight FedEx Standard Overnight 4b Exprm Freight Sewiee package~ e,,~ ~gm~ 6 Padxaging [] F~dEx [] FedEx P~k~ '0 FedEx [] F~J~x [] O~.r ~ SAIURDAYOMhm'f I0 ~ [] ~Sal~r~ [] Caroo Aircr~ 0n~' Sender ''[] Recipient [] ThirdParty [] CreditCard ~ lnG? ?0298 [] Cash/Check 8 Residential Delive fy Signature Options The University of the State of New York THE STATE EDUCATION DEPARTMENT (see instructions for mailing address) PROPOSED BUDGET SUMMARY FOR A FEDERAL OR STATE PROJECT FS-20 (02/07) Project Number: 0580 -11 -1083 IFunding Source: Report Prepared By: Name of Applicant: Mailing Address: City, State: Telephone#: . E-Mail Address: Project Funding Dates: Local Government Records Management Improvement Fund Elizabeth Neville Town Of Southold 53095 Main Rd Southold NY 11971 County: Suffolk Start 7/1/10 End 6/30/11 INSTRUCTIONS Submit the original FS-20 Budget Summary with signature in blue ink and the required number of copies along with the completed application directly to the appropriate State Education Department office as indicated in the application instructions for the grant program for which you are applying. DO NOT submit this form to the Grants Finance. Please submit the FS-20 Budget Summary as a two page form (not back-to-back on a single sheet). Enter whole dollar amounts only. The amounts must agree with the budget category totals from each Budget Category and Narrative Form. For changes in agency or payee address contact the State Education Department office indicated on the application instructions for the grant program for which you are applying. An approved copy of the FS-20 Budget Summary will be returned to the contact person noted above. A window envelope will be used; please make sure that the contact information is accurate, legible and confined to the address field. For information on budgeting, including 2005-06 REVISED guidelines for equipment and supplies, refer to the Fiscal Guidelines for Federal and State Aided Grants at www.oms.nysed.gov/cafe/. BUDGET SUMMARY PROJECT CATEGORIES CODE COSTS Professional 15 $0.00 Salaries Support Staff 16 $0.00 Salaries Purchased 40 $36,400.00 Services Supplies and 45 $0.00 Materials Travel Expenses 46 $0.00 Employee 80 $0.00 Benefits BOCES Services 49 $0.00 Minor 30 $0.00 Remodeling Equipment 20 $0.00 Grand Total $36,400.00 Agency Code Project # Contract # Agency Name Approved Funding Dates: Program Approval: Date: 581005640067 0580 -11 -1083 Town Of Southold For Department Use Only From To ICHIEF ADMINISTRATOR'S CERTIFICATION I hereby certify that the wquested budget amounts are necessary for the implementation of this project and that this agency is in compliance with applicable ;ederal and State laws and regulations. Scott A Russell, Supervisor Fiscal Year First Payment Voucherg First Payment Line# Finance: Log: Approved: MIR: 4. [] This organization is exempt from the requirement of registering with the Department of State as a chadtable organizal~ pursuant to the Department ~f State Exemption Catego~/indicated be~w (Please read attached Bulletin No. G-79 and the Summa~/of Exemption Categories and check ONE ExempUon ~ry listed below, if applicable). r-1 Exemption Category ! [] Exemp~onCate~2 [] ExemptionCatego~3 [] Exemption Category 4 [] ExempUonCategoryS [] Exemption Category 6 [] Exempt~onCatego,T7 [] Exe~nptionCal~8 Section ZV: CerUficatton ! herel~ ~e~ify that the information herewith provided is to the best of my knowledge both accurate and true. Scott A. Russell Supervisor, Town of Southold Chief Adminisbdtive A~ency Offidal/Authodzed Designee (pl~e Print) ? 1/29/10 signature-'J;~'~ief Administrative Agency Offtdal/Authorized Desig Date SED USE ONLY: Deputy Area/Program Office have reviewed the payee information contained herein and hereby approve this agency for payment. Deputy Area (Please Print) Program Manager (Please Print) Program Office (Please Print) Signature - Program Manager Date SED USE ONLY: Grants Finance SED Agency Number/BEDS Code (if applicable): Interest Eligible: [] ye~ [] ~o R~eviewer: new york archives state Glnnts .Admlni~ralion Unit Cultural Education Cento', Albony, NY 12230 Standard Data Capture Fora In order for your institutlon or agency to be officially registered with the State Education Department we need to accurately collect some basic info~mstion fi'om you. Please provide the following basic infomlafion about your organization: Legal Name (as contained on a charter, license or other such document)' Town of Southold Physical address (this is the primary address where your organization is located): Street $3095 Main Road City Southold State New York Zip code 11971 Mailing Address (check here _ _ if this is the same as your physical address) Street Post Office Box 1179 City Southoid State New York Zip code 11971 County of primary location (the county that your pdmary address is located in): Suffolk School District of primary location (the school district where your primary address is located): #5 Southoid #810 income tax return number Date Established (the date or year that your organization or institution was originally established): 1640 Phone number: (631) 765 - 1800 Fax number: (631) 765- 6145 Web URL: southoldtown.no~thfori[.net Email address: e.neville~wn.soutflold.ny.us Name and 'r'~e of Chief Administrative Officer (CAO): Scott A. Russell, Supewisor, Town of SouthoM CAO's phone number: (631) 765 - 1889 CAO's e.mail address: ecott, mssell~town.oouthold.ny.us CAO's fax number: (631) 765 - 1823 Parent Organization (if applicable): Please include this form with your completed and signed Payee Information Form m (91o6) THE STATE EDUCATION DEPARTMENT I THE UNIVERSITY OF THE STATE OF NEW YORK I PAYEE TNFORNATTON in order to receive funds from the NYS Education Department, A~ SECTI~S of this fo~m will need to be completed and returned with GJ:IgJDBLiJGJI]~ to the EducaUofl Depa, h~tent program office as part of your grant application. Se~on Z.' Zn.d:itut~ Zclentifying Znformation E~m:t Legal Name of Agency Town of Southold C. entac~ Pemon/'relephone Number EIIzabetfl A. Neville 531 765-1800 Business name, (if differe~ from above ) I~ Age~ (if dlffem~ fi'om above) Scott A. P)___'~l, Supenasor, TOwn Of Southold Addeess (number, street, and apt. or suite no.) to which checks will be mailed FO BOX 1179 Oty, Stat~ and ZIp code (+ 4 digits) m' Fore~ Otv, Coure'V & R,~,; Code S~dlold, New York 11971 FedemlEmployerZdentiflcatflmNumber(FE~N)efthisagencYb: [] []- [] [] [] [] [] [] [] * Provide FE[N of recipient agency regardless of payment/fiscal agent ~mc-tJon ]/: Agency Profile 1. This agency is a (check one) [] Non-Profit Organization [] For Profit Organization 2. This agency is a (check one) [] Sectarian Organization [] Non-sectarian OrganizaUon 3. ~s this agency chartered or Incorpo,ab~l by the New York State Board of Regents? (Check one) [] Yes 4. Is any member of the Board of Directms an employee of the NYS Education Department? [] Yes, please name [] No I--INo Sec'd~ ~: Charity Registration Number Status (NON-PROFIT ORGAN~ZAT/ONS ONLY) Answer ONE of the four questions listed below. 1. The charity regi~r,~iion number ~ a tax ~empt or Federal iD number) of this organization is: [] This organization has applied for a charity registration number from the Department of State but has not as ye~ been notified of the authorized number graffeed. [] This organization is e~empt from the requirement of registering with the Department of State as a charitable organization because it receives less than $25,000 in bola; from govemmental agencies. LGRMIF Application Archives Partnership Trust I Office of Cultural Educalion ] Online Catalog ] Se~_h_ I Home Page 1 of 3 LGRMIF .... _Home ~ lnitml Apphcat~on Forms: Checklist Ap_p!ication sheet help Applleatioa Post Grant Award Forms: Checklist Proj~'t Nlmlber l~$80 -11 -1083 Sponsorinl~ Institution: ][Town Of Southold Mallin$ Address: 1153095 Main Rd Address: City, State, Zip: Chi~ff Administrative Office~: IIsonthold ~Y 11971 Ils A Russell Title: I[Sup~sor ?hone: 11(631 )765-1889 $tatc Judicial Dislrict: 10 ~tste Senate Districts: 1 [Is. ms~n~own.southold.ny.us Ilstat~ Assembly Dis~icts: 1 Ilstato Conl~ree, sional Districts: I ][S~hool District: Southold Ufsd [ns6tution Type: []Towns 51OTg:Thc institutional information listed above is pulled from the SDREF database. SEDREF, thc single ~uthoritative source of identifying information about institutions which the NYS Education Department ~termines comphance with applicable policy, law and/or regulation. [f your institutional information is incorrect, it can only be updated once your Payee Information Form is :eceived by the Grants Administration Unit and approved by Grants Finance. Orant Unit staff do not have ~uthority to update SEDREF information. DORIS A~n~ (ff e) EIt~lbili~ Reqlllrements IRMO Appointed? IIY~s Year RMO Appointed 111988 Appropriate Retention Schedule Yes Adopted? Year Schedule was Adopted 111980 11 https://ese~'iees.nysexl.gov/ldgrants/lgApplicant.do?i=coversheet&m=lg II 2/8/2010 LGRMW Application Page 2 of 3 Project Director Name [~Uzabeth Neville Title [[Town Clerk, RMO Phone 11631-765-1800 228 Email I~e.nevine~town. southold.n¥.us II. cords Management Officer (RMO) lqsme I[Elizabeth Neville Title IITown Cl k, RMO Phoae l[631-765-1800 Ile. 4ne ow . out old.ny.us 228 Local Government Information Govexnment County Government Re~1% [[REGION 10 Govern __e _t .Typ IlTo DepartmentdUnit IITo Clerk Population Slaved 1[22,858 Annual op~r~ting Budget Number of Employees {[$37,303,248.00 ull time:200 att lime:66 Amount Requested 11536,400 Application Type Proj~tC~e~ Project Type Application [Icooperati~e First-Time Inventoq,: false Electronic Records Inventoxy: false Email Manasemeat: false Summary description of proposed project activities: The summary should be brief, but should provide a clear statement of how you mu:nd to use a LORMIF ~rant. The Town of Southold is requesting funding in the amount of $36,400.00 to hire a consultant who will conduct a OlS usea: needs assessment to determine the feasibility of implementing a GIS technology to increase the oapaoity of the town's records managemllent effi~lcmoy, The consultant wi]l identify and recommemad GIS applications to be developed for the Town of Southold and the Village of Greenport by conducting intem4ews with the following twenty (20) Town Deparlments: Assessors Office; Accounting Department; Animal Shelter, Building Depm~maent; Engineering Inspector, Highway Department; Human Resource Cente~, Justice Court, Lmtd Management Coordination; Land Preservation; Plmming Board; Police DepartmeaffBay Constable; Public Works Depmmem; Recreation Depmment; Tax Reeeive~, Town Clerk; Trustees (waterways); Solid Waste Management; Zoning Board of Appeals; and Supervisor's OITxce mad five (5) Village of Greenport Depm'tmeats: Adminislrafion]Code Enforeeanent, Village Clerk, Treasurer, Utilities, and Mayor's Office. to evaluate potential GIS applications, computer hardware, software, databases and depaxlment persomael sources. The following tasks will be performed by the consultant: GIS Activity and Assessment Review through an Introductory Seminar, Interviews and Needs Assessment; Conceptual System Design for the GIS; GIS Implementation Plan and establish GIS best m~nagement practices within the Town of Southold and V'fllage of Gree~po~t. This needs assessmeat will address records management issues by helping to (1) make informed choices based on documented needs mad ability to implement and maintain such technology; (2) identify system requirements for this spe(ffic technology; O) address records management issues directly when d~j~m~ing new systems; (4) avoid costly mistakes; (5) provide informafitm and analysis to assist with the writing of a future fundable grant application in next year's 2011-2012 LGRMIF grant cycle. Select Particjp_atjgg [g~tim~9~s for this LGRMIF proposal (Cooperative Projects only) See Guidelines for eligibility https ://eservices.nysed.govlldgrants/lgApplicant.do?i=coversheet&m=lg 2/8/2010 LGRMIF Application Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 Page 3 of 3 https://eservices.nysed.gov/ldgrants/lgApplicant.do?i=coversheet&m=lg 2/8/2010 LGRIVHF Narratives Page I of 19 Local Government Records Management Improvement Fund (LGRMIF) Project Number Institution Project Narratives 0580 -11 -1083 Town Of Southold - la. Describe records management problem Ia. Describe the specific records management problem the project will address, providin~ qualitative descriptions and quantitative data about the problem. Please also explain why the project is considered a high priority. (10 points) The Town of Southold is located in the northeastern tip of Suffolk County, on the North Fork of Long Island. Southold has a population of approximately 22,858, an annual operating budget of $37,303,248.00, and is responsible for approximately 18,500 parcels, including residential, commercial, agricultural, and exempt properties. The Town was settled in 1640 and has a land area of 53.7 square miles. The Village of Greenport is located within the Town of Southold. The Town also includes Fishers Island which is located approximately twelve (12) miles east of the mainland. Fishers Island is accessible only by water or air with ferry service operating between the Island and New London, Connecticut. Specific Records Management Problems: 1. The lack of a centralized spatial database has resulted in increased time and effort by employees to obtain information necessary to conduct Town and Village business, resulting in diminished productivity and duplicate efforts on job processes. 2. Risk of poor decision making due to incomplete or inaccessible information needed for Town and Village approvals related to applications. 3. The Town and Village cannot currently share spatial data and information or implement computer based mapping information services for the public, such as self-service access to property maps, service requests, assessment and tax information. 4. Time is wasted due to the inability of Town and Village staff to quickly and efficiently access asset related information. 5. The Town and Village are at risk of not complying with the FHA revision of the 2003 Manual on Uniform Traffic Control Devices (MUTCD) requirements for sign retro- reflectivity. 6. The Town and Village are at risk of not complying with the NYS DEC MS4 Storm Water Permits regulations which will require them to conduct and document regular field investigations/inspections in those areas of residential and commercial on-site sanitary systems to detect the presence of ongoing and/or intermittent on-site sanitary discharges. 7. The Town and Village are at risk of not complying with the GASB Statement 34 maintenance and reporting requirements for measurement and reporting of the value and condition of all major infrastructures. 8. The Village of Greenport does not currently have any GIS technologies in place and does not have the required GIS expertise or the available funding to support their own GIS implementation. Qualitative descriptions and Quantitative Data about the Problem: Increased demands at Town Hall and Village Hall for information related to spatial data (e.g. land records, asset records and FOIL requests for all types of information. https ://eservices.ny sed.gov/ldgrants/PrintApp Servlet?i--narr 2/9/2010 LGRM~F Narratives Page 2 of 19 According to the United States Census Bureau the Town has seen an increase in population of close to 11% and the Village has seen an increase in population of close to 5% over the past seven (7) years. Due to this increase in population the number of inquiries to Town Hall and Village Hall for information related to spatial data (e.g., land records, asset records) has increased. This is the largest increase in the Town's population since 1980 and has resulted in increased workload for many Town dep~hnents including the Assessor's Office, Accounting Department, Animal Shelter, Building Department, Engineering Inspector, the Highway Department, Human Resource Center, Justice Court, Land Management Coordination, Land Preservation, the Planning Department, Police Depaeunent/Bay Constable, Public Works, the Recreation Depa,-hnent, Tax Receiver, Town Cleric, Trustees, Waste Management, and the Zoning Board and Village Departments including Administration/Code Enforcement, Village Clerk, Treasurer, Utilities and Mayor's Office. In addition the Town provides certain services for the Village (e.g., Police services, Assessment rolls). Town and Village government employees are being asked to provide services to more people each and eve~ year with little to no increase in funding and/or staffing. This increased demand for services has placed increased demands on our government to develop more eftlcient ways of providing services, thus allowing both the Town and Village to do more with less. In the 2008-2009 Local Government Records Management Improvement Fund (LGRMIF) grant cycle, the Town of Southold, the lead agency for this cooperative grant application, received a grant from the LGRMIF for a records management needs assessment related to the management of property records within the Town. This needs assessment was completed in Janum'y of 2009 by Dr. William Saffady. In the 2009-10 LGRMIF grant cycle, the Town was awarded a cooperative grant with the Village of Greenport to support the implementation of phase one recommendations made within the records management user needs assessment, specifically the implementation of a property information system called MunicityTM. Future implementation recommendations identified within the records management user needs assessment included the integration ora Geographic Information System (GIS) with the Town's newly acquired Municity tM software and the Town's existing digital imaging system, Laserfiche®. The benefits of integrating GIS with two (2) of the Town's most critical information systems is a logical next step in the Town's records management program. However it represents a limited view of GIS needs within the Town and the Village of G-reenport, a cooperative member on this grant as the Town and Village have a number of departments that have needs not covered by Municity and Laserfiche and that would greatly benefit from a GIS. To effectively assess the Town's and Village's GIS needs along with our ability to share services, a cooperative GIS user needs assessment, with the Village of G-reenport, would be the most appropriate next step for the Town and Village. The implementation ora GIS, based upon the recommendations made as part of a formal GIS user needs assessment will allow the Town and Village to effectively centralize their spatial data, standardize software technologies, standardize data formats, develop an integration platform for all information systems across the Town and within the Village, and provide the technology framework for access of GIS related data by Town employees, Village employees, and the public. By applying for a cooperative grant with the Village of Greenport, we can accurately assess our ability to effectively share GIS data, services, and technologies between our two municipalities with the ultimate goals of providing more efficient, cost effective services to our constituents. With the difficult economic climate we all face today, the importance of identifying and implementing shared technology solutions is critical to our mission. Over the past ten (10) years, the Town has made significant progress in our records management program which includes laying the groundwork for local GIS resources and capabilities over the past few years. The Town has partnered with County and State agencies for the acquisition of essential GIS layers and developed a number of other Town specific GIS layers (e.g. zoning and wetlands) that are currently used for inquiries and analyses but are not integrated with the Town's digital image records available on Laserfiche or other department's systems. Such integration https://eservices.nysed.gov/ldgrants/PrintApp Servlet?i=narr 2/9/2010 LGRMIF Narratives Page 3 of 19 would provide significant efficiency benefits by improving record retrieval and allowing for more detailed planning analyses. A GIS user needs assessment will effectively assess current GIS technologies in place as well as the GIS integration needs of other critical software applications within the Town and Village and provide recommendations for the most appropriate GIS technologies to implement. Highway Department, Public Works and Human Services have different needs that cannot be met by the implementation of Mnnieity for their ongoing operations and workflow. While the Town is currently implementing Municity to handle day to day functions for parcel based land management approvals and workflow several departments (e.g. Highway, Public Works and Human Services) have different needs that cannot be met by Municity for their ongoing operations and workflow. These departments are still handling much of their day to day work with only minimal basic computer assistance such as word processing and still handle many tasks (e.g. work orders) by hand on paper. This has resulted in inefficiencies due to the inability of Town Departments to effectively share interdepartraental resources. Many of the assets including physical infrastructure and property information necessary for everyday Town business are maintained and stored in the Department that created them and only available as paper records; therefore it is often necessary for Town officials to contact multiple Departments to complete a task which could be more efficiently completed if the data were to reside digitally in a centralized database. Increased Maintenance and Reporting due to new mandated NYS DEC MS4 Storm Water Permit that will be very difficult to manage under current conditions. The Town of Southold and the Village of Greenport are municipalities within New York State that are permitted to operate a Municipal Separate Storm Sewer Systems or more commonly referred to as MS4. The permit is issued by the New York State Department of Environmental Conservation (DEC) whose authority to issue these permits comes directly from the Environmental Protection Agency (EPA) as the result of the federal Clean Water Act. The MS4 consists of a storm water infrastructure such as streets, catch basins, culverts, ditches, swales and pipes that convey storm water throughout both municipalities. The current MS4 Storm Water permit that both the Town and Village must comply with contains a series of requirements related to mapping, maintaining, enhancing and documenting the MS4 in relation to improving the water quality of water bodies within the Town and Village. In addition a yearly report summarizing these activities is required. Currently all records concerning the maintenance of the Town and Village MS4s (e.g. repair orders, maintenance logs) are paper records only since neither the Town nor Village has a computer system to handle any of this work. The use of GIS technologies will assist both the Town of Southold and Village of Greenport to more effectively manage their MS4 and to comply with these New York State and Federal requirements. In addition the use of GIS data and technology will allow the Town and Village to more proactively identify and remediate storm water runoff issues and therefore improve water quality. The GIS user needs assessment will address MS4 requirements and provide recommendations on how to effectively utilize GIS to support the Town's and Village's regulatory mandates. · Increased maintenance and reporting due to recent revisions to 2003 Manual on Uniform Traffic Control Devices (MUTCD establishing minimum retro-reflectivity levels that must be maintained for traffic signs. Both the Town and Village have a significant number of traffic signs that must be evaluated. It has also come to the attention of both the Town of Southold and the Village of Greenport that modifications to the second revision of the 2003 Manual on Uniform Traffic Control Devices (MUTCD) introduces new language (shown below) establishing minimum retro-reflectivity levels that must be maintained for traffic signs. Both the Town and Village have a significant number of https://eservices.nysed.gov/ldgrants/PrintApp Servl et?i=narr 2/9/2010 LGRMIF Narratives Page 4 of 19 traffic signs that must be evaluated. By January 2012 agencies must establish and implement a sign assessment or management method to maintain minimum levels of sign retro-reflectivity. By January 2015 agencies must replace regulatory, warning and ground-mounted guide signs (except street name) that are identified using the assessment or management methods as failing to meet the established minimum levels. By January 2018 agencies must replace street name signs and overhead guide signs that are identified using the assessment or management methods as failing to meet the established minimum levels. Both the Town and Village have a significant number oftraffc signs that must be evaluated and GIS technology, including GPS location based technology, can be extremely cost effective in developing a inventory oftraffc signs that require evaluation and possible replacement. Given the timeframe established by the Federal Highway Administration (FHA), our GIS user needs assessment will address this issue and include recommendations to comply with these federal requirements within a timely fashion. GASB Statement 34 requires the measurement and reporting of the value and condition of all major infrastructures including roads, pavement, curbs, trees, sidewalks, drainage, and street lights annually. These financial reports and statements are subject to verification by audit. In addition to FHA regulation changes, The Governmental Accounting Standards Board (GASB) has mandated requirements on local governments. GASB is a national independent organization that establishes standards for the preparation of financial reports and statements by local and state governments. GASB Statement 34 requires the measurement and reporting of the value and condition of all major infrastructures including roads, pavement, curbs, trees, sidewalks, drainage, and street lights annually. These financial reports and statements are subject to verification by audit. Therefore, the data used to generate the reports needs to be accurate, easily retrieved and regularly updated. The compilation of accurate information about the thousands of items that comprise such infrastructure is a time consuming and expensive effort that can be greatly enhanced with improved data collection and GIS. GIS technologies can be used to support the collection of and maintenance of infrastructure and other asset related data. This will allow the Town and Village to leverage future funds expended on GIS technologies to support compliance with GASB Statement 34 regulations. As the Town currently is utilizing or has plans to utilize technologies that are very common to local municipalities in New York (specifically Laserfiche®, MunicityTM, New York State Real Property System (RPS), and ESR/), this cooperative GIS user needs assessment will serve as a model for other Townships within New York to successfully assess and implement shared records management technologies cost effectively. In addition this cooperative grant will provide us with an implementation plan that will enable the Town to extend shared GIS related data, services, and applications to special districts within the Town borders, such as fire districts, road improvement districts, sewer districts, water districts, and park districts. This project is a high priority, for the following reasons: The number of business operations that require spatially enabling (e.g. ad-hoc map creation) Town and Village records have increased dramatically within the past few years. Increased regulatory demands from the DEC, FHA and GASB have forced the Town and Village to pursue GIS inventories and condition assessment of municipal assets. Developing a cooperative GIS shared services model with the Village of Greenport will https://eservices.ny sed.gov/ldgrants/PrintApp Servlet?i--narr 2/9/2010 LGRMIF Narratives Page 5 of 19 increase our ability to communicate effectively with the Village, reduce operating costs for the Village, and improve overall services to Town and Village residents. It supports the evaluation of consolidated services among the Town and Village. A GIS user needs assessment is the next logical step in our records management program and it will yield results that will continue to improve our overall program and continue to improve services provided to our constituents. lb. Identify records involved lb. Identify the specific records that will be involved, and any previous grant-funded projects related to these records and this project. (5 points) The records involved include all Town-wide and Village-wide spatial records. However, the following record sets are deemed to be high priority as there is a greater interest in mapping them: Property Information Parcels Public Safety Emergency Preparedness (evacuation routes, special needs residents data) Human Services (transportation routes, case management, day care, etc.) Real Property Information Tax Information Land Use Transportation (streets, signs, etc.) Building and Codes Storm water infrastructure (catch basins, culverts, recharge basins, maintenance records, etc.) Water and Wastewater (service requests, billing, etc.) Zoning Boundaries Neighborhood Demographics The Town and Village, as part of their 2009-10 LGRMW grant award will be implementing a property information system that involves the following records: Mt J-1 Schedule [847] - Real property history data file contained in taxation/assessment data system. MU-1 Schedule [657] - Building/property history data file contained in building/property history system MU-1 Schedule [663] - planning action data file Mt J-1 Schedule [665] - zoning action data file lc. Explain why funding is essential lc. Explain why funding from this program is essential to accomplishing the project. For example, explain why you need funding if you've previously received funding for a similar project. (5 points) In a municipal environment with ever tightening budgets, neither the Town nor the Village have the finandal or technical resources necessary for the development and implementation ora GIS on their own. Both the Town and Village understand it is necessary to conduct a thorough GIS user needs assessment prepared by GIS professionals in order to implement a successful GIS. The end product will be a well-designed and comprehensive plan completed by experts in the field that will leverage industry and technology best practices. Once the recommendations are implemented, the Town and Village will have a model that can be shared with the State for local government shared GIS services that other local municipalities can adopt in the future. https://eservices.nysed gov/ldgrants/PrintApp Servlet?i--narr 2/9/2010 LGRMIF Narratives Page 6 of 19 The Town has been awarded a LGRMTF grant in the 2008-9 grant cycle for a records management user needs assessment, which is similar to this project, however, this assessment did not focus on GIS for the Town and Village, it focused on property records as defined in our grant application for the 2008-9 cycle. The recommendations in our records management user needs assessment for GIS were limited in scope and did not address the entire GIS needs of the Town or include any needs of the Village. For these reasons, we feel it is necessary to complete a user needs assessment that addresses all Town and Village GIS needs. This GIS user needs assessment will leverage information and recommendations from the previously created records management needs assessment and provide recommendations and an implementation plan that will provide a Town-Village collaborative GIS focus. l]a. Intended results/anticipated benefits Ila. Identify each intended result (specific products, time and cost savings, or ser~ices), and describe the anticipated benefits. (5 points) The overall intended result of this project will be a comprehensive GIS user needs assessment tailored to Town and Village records management needs and business processes that will serve as a road map for the Town and Village to follow in order to develop and implement a robust enterprise GIS that is integrated with current Town and Village systems and builds on past records management projects. The specific results of this project will be to improve the Town's and Village's records management program with regards to creating, storing, updating, retrieving, transferring and sharing spatial data. This improvement will yield better operational efficiencies, more effective decision making, increased collaboration among Town departments, and increased inter-municipal sharing between the Town of Southold and the Village of Greenport. The Town, as the lead agency for this cooperative grant, will hire a GIS consulting firm to conduct our GIS user needs assessment. The GIS user needs assessment will be developed following the NYS Archives, Geographic Information System Development Guides (publication # GIS 03). The GIS user needs assessment will have the following intended results and anticipated benefits. Conduct Interviews with Town and Village Departments. Through departmental interviews with twenty (20) departments in the Town of Southold; Assessor's Office, Accounting Department, Animal Shelter, Building Department, Engineering Inspector, Highway Department, Human Resource Center, Justice Court, Land Management Coordination, Land Preservation, Planning Department, Police Department/Bay Constable, Public Works Department, Recreation Department, Tax Receiver, Town Clerk, Trustees (waterways) ,Solid Waste Management, Zoning Board and the Supervisor's Office. And five (5) departments in the Village of Greenport; Village Administration/Code Enforcement, Clerk's Office, Treasurer, Utilities, and the Mayor's Office, a GIS consulting firm will evaluate existing and potential GIS applications, computer hardware, software, databases, and department personnel resources in both the Town of Southold and Village of Greenport. The GIS consulting firm will evaluate the following: o The roles and responsibilities of the departments in order to better understand the Town's and Village's daily workflow and identify ways GIS could be used to support and enhance these https ://eservices.ny sed.gov/ldgrants/PrintAppServlet?i--narr 2/9/2010 LGRMIF Narratives Page 7 of 19 activities o GIS applications that can assist Town and Village departments in performing their work more efficiently and effectively o Data records that are used in departmental tasks and data records that could be used by Town and Village departments in the future o Maintenance procedures for existing data records and data records that are recommended by the consultant o Opportunities where spatial data can be shared between the Town and Village o Opportunities where maintenance responsibilities of spatial data for the Village can be managed by the Town · Identify and recommend GIS applications to be developed for each Town and Village department. The proposed GIS user needs assessment will focus on identifying the potential GIS functions and needs of twenty (20) departments in the Town of Southold; Assessor's Office, Accounting Department, Animal Shelter, Building Department, Engineering Inspector, Highway Department, Human Resource Center, Justice Court, Land Management Coordination, Land Preservation, Planning Department, Public Works Department, Police Department/Bay Constable, Recreation Department, Tax Receiver, Town Clerk, Trustees (waterways), Solid Waste Management, Zoning Board and the Supervisor's Office. And five (5) departments in the Village of Greenport; Village Administration/Code Enforcement, Clerk's Office, Treasurer, Utilities, and the Mayor's Office. The consultant's findings and reports will benefit potential users who are unfamiliar with GIS by informing them about the value and functions of GIS applications relative to their department's needs. The list of potential GIS applications to be developed will be prioritized and included within the implementation plan as a short term or long term solution for the Town and/or Village. · Examine and document the workflow processes and determine GIS activities/functions for Town and Village depaflments. The GIS user needs assessment represents an opportunity to introduce fundamental change into the way the Town of Southold and Village of Greenport conducts its business. The GIS user needs assessment will develop strategies and recommendations intended to integrate GIS into the daily routines of the twenty (20) department in the Town listed above and five (5) department in the Village above. The consultant will identify techniques to streamline the workflow processes within Town departments as well as in workflow processes that involve both the Town and Village through the use of GIS technologies. Departmental efficiencies will greatly benefit from the consultant's in-depth research because future GIS implementations would be fully aligned with Town and Village departmental missions and staff would be supportive and enthusiastic about adopting updated records management practices. · Develop a master list of spatial data to Integrate GIS data on an enterprise level. The Town of Southold has made significant progress in acquiring, collecting, and developing GIS data layers, however, it has not been organized in a consolidated fashion to facilitate data sharing and data maintenance. The development and documentation of a master list of spatial data as well as the organization of spatial data in a consolidated environment will provide the Town and Village with a centralized database of critical data that will increase efficiencies, enhance decision making, reduce costs, and improve services. · Develop a conceptual enterprise system design for enterprise GIS. The development of a conceptual enterprise system design will include hardware and software specifications, https ://eservices.nysed.gov/ldgrants/PrintAppServlet?i--narr 2/9/2010 LGRMIF Narratives Page 8 of 19 physical system configurations, network configuration as well as a conceptual database design based upon the applications identified and a master spatial data list generated during the GIS user needs assessment. Given that we are proposing a cooperative grant with the Village of Greenport, it will be essential for the consulting firm to develop a GIS enterprise framework that will allow for interoperability among Town applications as well as facilitate shared access to GIS data and services for the Village. We anticipate this enterprise system design to be capable of being extended to special districts within the Town of Southold (e.g., fire districts, park districts). The result of this design will allow the Town, Village, and eventually special districts to consider consolidation of services related to spatial data. · Develop an implementation plan for an enterprise GIS. An Implementation Plan that includes the steps needed to implement the conceptual enterprise system design will be developed by the consulting firm. This will include both short and long-term implementation needs of the Town and Village pertaining to the Town's organizational structure, hardware, software, data acquisition, application development, staffing and training needs. Ongoing maintenance and support will be included in this report and all related cost estimates will be contained in the implementation plan. · Final Presentation to Town and Village. The project will be concluded with the development of a final presentation to the Town and Village highlighting the findings and recommendations of the GIS user needs assessment. The presentation will be geared for the Town Board, Town Supervisor, Village Trustees, and Village Mayor and will highlight the benefits of the overall plan as well the costs for implementation. It is assumed that recommendations will be presented to secure funding for GIS implementations using funds from future LGRMIF grant cycles. The final presentation from the consultant team will occur on-site at the Town. Town and Village Subject Matter Experts (SME) will have a chance to ask questions and request clarifications from the team. Upon completion of the presentation, the Town and Village will receive all reports and presentations both in hard copy and their native formats, and as pdrs from the consultant team. · Establish GIS best management practices. While the Town has made progress in acquiring data, best management practices for GIS data and services have not been defined. The consultant's role would be to define and reinforce the responsibilities for data creation, management, and maintenance. The consultant's expertise with previous needs assessments and knowledge of best management practices would 'be instrumental to the administration of GIS in the Town of Southold and the Village of Greenport. Hb. Contribution to development of records management program lib. Describe in detail how the project will contribute to the development of a records management program. (5 points) The Town of Southold has made significant progress with our records management program over the past ten (10) years, however, spatial records and GIS technologies has not been addressed. The development of a GIS user needs assessment and the eventual implementation of a GIS enterprise system will further enhance our records management program by linking location data to our existing electronic records and digital images. It is commonly stated that almost 90% of the information used and processed by municipal government is location based, therefore, the development of a GIS is essential to our overall records management plan. The https ://eservices.nysed.gov/ldgrants/PrintApp Servlet?i--narr 2/9/2010 LGRMIF Narratives Page 9 of 19 proposed project will include the development of a plan to properly organize spatial data which can be managed by industry-standard GIS software and accessed through existing records management systems within the Town and Village. Our goal will be to develop a GIS that enables all Town and Village staff to access, create, share, and distribute digital geographic information efficiently. Eventually, our GIS will be extended to provide valuable spatial data to constituents through the Internet. By conducting this GIS Needs Assessment, the Town's intention is to look at the records management problem from an enterprise perspective that will facilitate shared services and encourage consolidation of services. Ilia. Detailed outline/timetable for project a. Provide a detailed outline of the proposed work activities and a timetable that shows when each phase of the project will be completed, demonstrates the soundness of the method proposed, and demonstrates the project's goals are attainable by 30 June 2011. (15 points) If this grant application is approved, the Town and Village will hire Bowne Management Systems (Bowne), a local GIS consulting firm to complete the GIS user needs assessment. The Town and Village needs to hire a professional GIS consulting firm because it does not have the expertise or staff resources to complete a project of this magnitude in-house. Bowne responded to a Request for o,uote (RFC),) submitted on January 27, 2010. As per the LGRMIF requirements for the 2010- 11 grant cycle, quotes from three (3) GIS vendor are not required if the selected vendor has a New York State Office of General Services (OGS). Bowne is an authorized vendor under contract number CMS696A of the Consulting/IT Services Group. In conversations and email communications with Ann Marie Przybyla and Geof Huth of the New York State Department of Education, they both confirmed three (3) GIS vendor quotes were not required, however, suggested that we include Bowne's response to our RFO,. Bowne's response to our RFO, is attached to our grant application along with the Town's RFC),. The following tasks will be executed by Bowne, working with Town and Village staff: Information Collection: In order to prepare the Town and Village interviews, Bowne will lead a kick-off meeting with the Town and Village stakeholders to establish points of contact, evaluate the defined scope, identify Subject Matter Experts (within Town and Village) and discuss major components of municipal GIS. Bowne is expected to deliver an educational seminar. Also, all schedules will be defined and procedures will be discussed. All participating departments' Subject Matter Experts (SME) will be interviewed by the Bowne either individually or in a group setting. Bowne will obtain and collect the information described in the Intended Results Section II.a. of this grant application. https://eservices.nysed.gov/ldgrants/PfintAppServlet?i=narr 2/9/2010 LGRMIF Narratives Page 10 of 19 Deliverable: The Section of the GIS user needs assessment report including a master data list, required resources, and prioritized potential applications and GIS functions that could be utilized for each department within the Town and Village. In addition, all interview sessions will be documented and included as an attachment to the overall report. Prepare Conceptual System Design: Bowne will develop the conceptual system design. As described in Section II.a, Bowne will develop this Section including hardware and software recommendations, physical system configuration (computers, network requirements, etc.) recommendations as well as a conceptual database design based on the applications identified, and a master data list generated during the information collection task. Deliverable: Conceptual system design section of the GIS user needs assessment report. Prepare Implementation Plan: Bowne will produce an Implementation Plan including the steps needed to implement the conceptual GIS design. Short and long-term implementation needs of the Town and Village will be included pertaining to the Town's organizational structure, hardware, software, data acquisition, application development, staffing and training needs. Ongoing maintenance and support will be included in this report. Finally, all related cost estimates will be contained in the implementation plan. Deliverable: Implementation plan section of the GIS user needs assessment report. Final Presentation to Town and Village: The project will be concluded with the development of a final presentation to the Town and Village highlighting the findings and recommendations of the GIS user needs assessment. The presentation will be geared for the Town Board, Town Supervisor, Village Trustees, and Village Mayor and will highlight the benefits of the overall plan as well the costs for implementation. It is assumed that recommendations will be presented to secure funding for GIS implementations using funds from future LGRMIF grant cycles. The final presentation from Bowne will occur on- site at the Town. Town and Village Subject Matter Experts (SME) will have a chance to ask questions and request clarifications from the team. Deliverable: Final presentation of GIS user needs assessment to Town and Village. Upon completion of the presentation, the Town and Village will receive all reports and presentations https ://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 2/9/2010 LGRMIF Narratives Page 11 of 19 both in hard copy and their native formats, and as pdf's from Bowne. The Town and Village will submit all required project reports and copies of the Final GIS user needs assessment report to NYS Archives, which will conclude the project. The Town and Village are confident that the proposed project is of manageable scope, that it can be completed on schedule, and that it will realize the anticipated benefits outlined within the is grant application. The following schedule presents a reasonable timetable for successful completion of the proposed project before June 30, 2011. July 1, 2010- July ~0, 2010 - The Project Director will receive notification from the State Education Department of Grant Award. August 1, 2010 - August 15, 2010 - The Town and Village will execute a contract with Bowne Management Systems to complete the GIS user needs assessment. August 15, 2010 - August 31, 2010 - The Town, Village, and Bowne Management Systems will prepare for and conduct the GIS user needs assessment kick-off meeting at the Town of Southold. September 1, 2010 - September 15, 2010 - Bowne Management Systems will conduct interviews with (twenty) Town of Southold departments and five (5) Village of Greenport departments. September 15 - September 30, 2010 - Bowne Management Systems will complete the analysis section of the GIS user needs assessment report, compile and attach interview minutes/notes as an attachment to the report. The Town of Southold and Village of Greenport will review these sections of the report and provide feedback and/or comments to Bowne Management Systems on corrections/edits required. Bowne Management Systems will incorporate the Town and Village feedback into the document and provide back to the Town and Village. October 1, - October ~0, 2010 - Bowne Management Systems will complete the conceptual system design section of the GIS user needs assessment report. The Town of Southold and Village of Greenport will review these sections of the report and provide feedback and/or comments to Bowne Management Systems on corrections/edits required. Bowne Management Systems will incorporate the Town and Village feedback into the document and provide back to the Town and Village. November 1, 2010 - November 15, 2010 - Bowne Management Systems will complete the https ://eservices.nysed.gov/ldgrants/PrintAppServlet?i--narr 2/9/2010 LGRM~ Narratives Page 12 of 19 implementation plan section of the GIS user needs assessment report. The Town of Southold and Village of Greenport will review these sections of the report and provide feedback and/or comments to Bowne Management Systems on corrections/edits required. Bowne Management Systems will incorporate the Town and Village feedback into the document and provide back to the Town and Village. November 15, 2010 - December 15, 2010 - Bowne Management Systems will prepare and present the final findings to the Town of Southold and Village of Greenport. Upon completion of the presentation, the Town and the Village will receive all reports and presentations both in hard copy and their native formats, and as pdf's from Bowne. January 15, 2011 - The Town and Village will submit all required project reports and copies of the Final GIS user needs assessment report to NYS Archives, which will conclude the project. I]]b. Requirements of relevant project category III.b. Address each of the requirements of the relevant project category and subcategory. Records Focus: The Town's goal is to develop a GIS that enables all Town Departments and Village Department staff to access, create, share, and distribute digital geographic records efficiently based on the proposed GIS user needs assessment. If funded, this project will greatly improve records management practices at the Town of Southold and Village of Greenport and enable shared services to be implemented and possibly extended to other special districts within the Town. Adherence to Archives' Standards and Guidelines: The Town of Southold and Village of Greenport will follow the GIS development process described in State Archives Publication ~1S03, Local Government GIS Development Guides. Increased Capacity: A GIS user needs assessment will provide the Town and Village with a conceptual system design and implementation plan for a GIS system. The development ora GIS system that will enable the Town and Village the ability to access, create, share, and distribute digital geographic records. This will greatly enhance our current capacity to manage records within both municipalities as well as provide us with the ability to more easily share information among the municipalities. Intent and Ability to Maintain: Upon the completion of the GIS user needs assessment, the Town and Village will implement recommendations for GIS best management practices. This will include a GIS Steering Committee that will be responsible for implementing the recommendations put forth in the GIS user needs assessment and establishing and maintain GIS policies and procedures. The GiS Steering Committee will also be responsible for review and maintenance of the GIS user needs assessment implementation plan and phases are completed. https ://eservices.ny sed.gov/l dgrant s/PrintAppS *rvlet?i--narr 2/9/2010 LGRMIF Narratives Page 13 of 19 Supporting Documentation: The Town and Village will include all supporting documentation necessary to justify the need and costs associated with successfully implementing this project. This includes the records management user needs assessment conducted in the 2008-9 grant cycle, the Town's Request for Quotes (RFQ), and Bowne Management Systems RFC). response. Maintenance of Technology: The Town and Village are requesting funding for preparing a GIS user needs assessment study. Therefore, there will be no GIS technology implementation as a result of this grant funding. However, once the Town and Village do pursue implementing GIS as a result of the GIS user needs assessment, in the next grant cycle, the Town and Village will fully accept the maintenance and upgrade costs for all the hardware and software requirements. The Town understands that New York State Archives is providing funding for initial needs of the municipalities and the Town and Village do not intend to solely rely on the funding from the New York State Archives in maintaining technology. Source Code: The Town and Village are requesting funding for preparing a GIS user needs assessment study. Therefore, currently, there will be no source code to document or place in escrow. Category: Geographic Information Systems Local Government GIS Development Guide: Town of Southold and Village of Greenport will follow the GIS development process described in State Archives Publication #GIS03, Local Government GIS Development Guides. Fully explain why your government needs GIS and specific GIS applications: The Town of Southold and Village of Greenport need a solid, easy-to-use, GIS technology that allows all Town and Village staff to access, create, share, and distribute digital geographic information efficiently. The implementation of a GIS will properly organized spatial data which can be managed by industry-standard GIS software and accessed through existing records management systems within the Town and Village. A GIS will enable all Town and Village staff to access, create, share, and distribute digital geographic information more efficiently and effectively. And eventually, our GIS will be extended to provide valuable spatial data to constituents through the Internet. By conducting this GIS user needs assessment, the Town's intention is to look at the records management problem from an enterprise perspective and facilitate share services and encourage consolidation of services. Imaging Component: Imaging is not a component of this grant application. https ://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 2/9/2010 LGRMIF Narratives Page 14 of 19 IHc. Responsible parties and qualifications III.c. Explain who will be responsible for performing each project activity, including project management. Indicate the qualifications of key project staff (including consultants and vendors) in terms of education, training, and experience. As the lead agency for this cooperative grant application, the Town of Southold will be responsible for project management. The Project Director will be the project manager who will be Bowne's point of contact at the Town and who will oversee Bowne's work for compliance with the guidelines of the project application. Bowne will be the primary party responsible for the completion of this project. The Town and Village will support the project by providing staff and monetary resources necessary for the timely completion of all tasks related to each GIS user needs assessment deliverable. Resources provided by the Town and Village will include responses to inquiries necessary for the timely completion of project deliverable and project oversight to ensure timely completion of each grant deliverable and final report preparation. Bowne has demonstrated exceptional qualifications necessary to successfully undertake the GIS user needs assessment project and produce a final assessment report that will provide the Town and Village with a blueprint for moving forward with a GIS implementation. Consultant qualifications necessary for the successful completion of a GIS user needs assessment include: Previous familiarity and experience conducting municipal GIS Needs Assessments in New York State. Experience in GIS Conceptual Design and Implementation. Documented references and supporting information to substantiate the ability and knowledge to undertake a project of this magnitude. The Town's Data Processing unit will be involved in the data collection process and report development process throughout the project. It is expected that the Town's Data Processing unit will be heavily involved in reviewing and commenting on sections of the GIS user needs assessment report. The Town's Supervisor, Mr. Scott Russell, is identified as the Chief Administrative Officer and the government leader for this project. Resumes of Town staff have been included for review as attachment to this LG-NA form. Qualifications Bowne's key staff are included in their respective proposals. IVa. Contributions demonstrated IV.a. Demonstrate contributions to this project. (5 points) Staffing: https ://eservices.nysed.gov/ldgrants/PrintApp Setvlet?i=narr 2/9/2010 LGRMIF Narratives Page 15 of 19 1. The Town will contribute salary/benefits/time for the Town Clerk, RMO to provide the following: 1. Project Management and coordination. 2. Stafftime and input from RMO as project director. 3. Provide documents, reference research materials that the vendor will need in order to write the need assessment. 4. Organize schedules and department meetings and whatever is necessary in order to meet the vendor's needs. 1, The Town will contribute salary/benefits/time for the Land Management Coordination Department to provide assistance and support n the following areas: l. Land use departments' information, data and procedures. 2. Spatial data inventory and needs. 3. MS4 mapping and reporting requirements 4. Asset/infrastructure mapping and reporting requirements. The Town will contribute salary/benefits/time for the IT Department to provide the following: ]. Existing server and PC specifications. 2. Existing network topology. 3. Assistance and support and whatever else is necessary in order to meet the vendors needs. Supplies& Equipment: The Town will provide supplies needed for this project,(e.g.file folders, labels, storage boxes, use of computers, printers ) needed for this project. https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 2/9/2010 LGRMIF Narratives Page 16 of 19 Space: The Town will provide space and meeting rooms in which to conduct all GIS related meetings with staff and Town Board. 1Vb. Program Maintenance IV. b. Describe how this project and records management in general will be maintained over the long tenn. The Supervisor has pledged funding to support further education and training for the GIS Coordinator in the future. The Southold Town Board is very supportive of this needs assessment and the projected future application for a Geographical Information System. They have always been very supportive of all records management project and technology projects that have been implemented. If this grant for the needs assessment is granted and the future planned grant for a GIS is also successful the Town Board pledge to provide whatever is necessary in the way of staff, budget, and implement it in the very best manner possible. I have witnessed this to be their consistent policy over the years, regardless of any changes in elected offices. Maintenance and periodic upgrades for all records systems hardware and software is provided for in the town budget, as well as daily and weekly back-up tapes of the network and servers and off storage of back-up tapes. Provides salary and benefits for full-time records management assistant and salary for one part- time data entry clerk and several high school interns in records management office. Provides all needed equipment and supplies for records management for the inactive storage facility, digital imaging system, and Archive Writer. Supplies and equipment: The Town will continue to provide all supplies and equipment necessary to support the Records Management Department. Space: The Town will continue to maintain space for Records Management Office and the Vault storage for inactive records, including the maintenance the HVAC systems in both rooms. Training & Education: Supports and encourages RMO attendance at NYS Archives workshops and educational training at NYALGRO, NYSTCA, NYSAOT, Annual Conferences, IIMC Municipal Clerk Institute Education and Training at Cornell University on an annual basis. Participation as President of L.I. Nassau/Suffolk Town Clerk's Association, and Director for L.I District 01 in NYSTCA. All ofthe workshops, educational training sessions and annual conferences include records management courses. https://esewices.nysed.gov/ldgrants/PrintApp Servlet?i--narr 2/9/2010 LGRMIF Narratives Page 17 of 19 Professional Salaries A needs assessment is the first and most important step in implementing a successful GIS within any local government. It will serve as the roadmap solving our problems, managing and maintaining our infrastructures and for the planning and development of a GIS that will meet the requirements of the Town of Southold and Village of Greenport. It will provide the technical details to create the GIS, the management tasks required to ensure successful development of the GIS, and the policy issues that should be considered for the effective use of the GIS. The project activities are the services in the project. Our County of Suffolk does not lead a regional cooperative effort on GIS, like Nassau County wherein Towns and Villages do not need to conduct their own need assessments because the Nassau County Needs Assessment covers them. The Town and the Village do not have the in-house expertise to research, plan, and develop a GIS on their own. Therefore, it is necessary and justified to contract for these consulting services on a professional level. However, the members of our Town Project Team, our GIS Coordinator and RMO will actively participate in the planning, management, supervision, and development efforts in order to ensure the most beneficial end product possible. The Town of Southold did develop an RFQ Request for Quotes, a copy of which is attached to this application. Our preferred vendor Bowne Management Systems, Inc. is an industry leader with extensive experience in providing successful GIS applications and related services for local governments. The Town of Southold will contract with Bowne Management Systems, Inc. to develop a GIS User Needs Assessment, Conceptual System Design and Implementation Plan for a Cooperative GIS Project between the Town of Southold and the Village of Greenport. Bowne is a New York State Archives approved vendor and New York State Office of Government Services NYS OGS state contract provider of Consulting Services under Contract ~CMS696A. The consulting finn's relevant experience and qualifications are in their Proposal on pages 6 & 7. Their company profile is on page 25 of their Proposal. Project Team resumes of Scott Mastellon, Project Director; Richard Messiana, Programmer Analyst; and Joseph Jones, Senior GIS Analyst, are included in Resumes Attachment. The number of consultant hours listed are necessary and justified given the number of town departments (20) and village departments (5) and the extent of the services to be provided by Bowne Management which include the kick-off meeting, information collection from Town and Village departments and the Town's Information Technology Depa~ hnent and persons responsible for running the information technologies of the Town, Dataset Analysis, Conceptual Design for the GIS, and Implementation Plan. The needs assessment will be complete and thorough in that it will focus on the Town's and Village's GIS goals and objectives, a GIS management and organization model, and opportunities for future grant funding. Support Staff Salaries Equipment Minor Remodeling https://eservices.nysed.gov/ldgrants/PrintAppServleCi--narr 2/9/2010 LGRMIFNarrafives Page 18of19 Purchased Services A needs assessment is the first and most important step in implementing a successful GIS within any local government. It will serve as the roadmap solving our problems, managing and maintaining our infrastructures and for the planning and development of a GIS that will meet the requirements of the Town of Southold and Village of Greenport. It will provide the technical detaiils to create the GIS, the management tasks required to ensure successful development of the GIS, and the policy issues that should be considered for the effective use of the GIS. Our County of Suffolk does not lead a regional cooperative effort on GIS, like Nassau County wherein Towns and Villages do not need to conduct their own need assessments because the Nassau County Needs Assessment covers them. The Town and the Village do not have the in- house expertise to research, plan, and develop a GIS on their own. Therefore, it is necessary and justified to contract for these consulting services on a professional level. However, the members of our Town Project Team, our GIS Coordinator and RMO will actively participate in the planning, management, supervision, and development efforts in order to ensure the most beneficial end product possible. The Town of Southold did develop and distribute their own RFQ Request for Quotes, a copy of which is attached to this application. Three (3) quotes are attached, although our preferred vendor is on the state contract. Our preferred vendor Bowne Management Systems, Inc. is an industry leader with extensive experience in providing successful GIS applications and related services for local governments. The Town of Southold will contract with Bowne Management Systems, Inc. to develop a GIS User Needs Assessment, Conceptual System Design and Implementation Plan for a Cooperative GIS Project between the Town of Southold and the Village of Greenport. Bowne is a New York State Archives approved vendor and New York State Office of Government Services NYS OGS state contract provider of Consulting Services under Contract #CMS696A. The consulting firm's relevant experience and qualifications are in their Proposal on pages 6 & 7. Their company profile is on page 25 of their Proposal Project Team resumes of Scott Mastellon, Project Director; Richard Messiana, Programmer Analyst; and Joseph Jones, Senior GIS Analyst, begin on page 27 through 41. The number of consultant hours listed are necessary and justified given the number of town deparmoents (20) and village departments (5) and the extent of the services to be provided by Bowne Management which include the kick-off meeting, information collection from Town and Village departments and the Town's Information Technology Department and persons responsible for running the information technologies of the Town, Dataset Analysis, Conceptual Design for the GIS, Implementation Plan. The needs assessment will be complete and thorough in that it will focus on the Town's and Village's GIS goals and objectives, a GIS management and organization model, and opportunities for future grant funding. Our goal is to end up with a needs assessment that will then allow us to proceed with implementing a project. The project activities are the services in the project. Purchased Services - BOCES Supplies and Materials Travel https ://eservices.nysed.gov/ldgrants/PrintApp Servlet?i--narr 2/9/2010 LGRMIF Narratives Page 19 of 19 Employee Benefits https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 2/9/2010 Required f~r Federal and State Disc~ionary Grant Programs APPENDIX A STANDARD CLAUSES FOR NYS CONTRACTS The pa~dee to the attached contract, bcease, lease, amendment or other agreement of any ifind (hereinatter, "the contm~' or 'Ibis contract) agree to be bound by the fo41owmg ciausee whk:h ore hereby made a parf of the contract (the word 'Co~ractor' herein refers to any party other than the State, whether a contractor, licensor, lioeusee, leesor, lessee or any ather parb/): t. EXECUTORY CLAUSE. In accordance with Section 41 of the State Finance Law, the State shall have no tiabirdy under this contract to the Contractor or to anyone else beyond funds appropriated and available for thin contract. 2. NON-ASSIGNMENT CI~AUSE, In accordance w~h Sacfion 138 of the State Finance Law, thin contract may nof be assigned by the Contractor er its dght, title or i~ereat therein assigned, transferred, conveyed, sublM or cthm'w, ee disposed of witheut the previous cor-',aent, in writing, of the State and any attempts to assign the contract without the Sta~e's written consent ars null and void. The Contractor may, however, assign its dgh~ to receive payment without the State's pdor written consent unless this contract conc, erna Certificates of Participation pursuant to Article 5-A of the State Finance Law. 3. COMPTROLLER'S APPROVAL. Unless exempt by law or the Office eftbe State Compb*efim's policy, in accordance with Section 112 of the State Finance Law (or, if this contract in with the State University or City University of New York, Sectkm 355 or Section 6218 of the Education Law), if thin contract exceeds $50,000 (or the minimum thresholds agreed to by the Office of the State Comptroller for ueftsin S.U.NY. and C.U.N.Y. conb'ac~), or if this in an amendment for any amount to a contract which, as so amended, exceeds said atatutor/amount, or if, by this contract, the State agrees to give somathing ether than money when the value or reaennabiy estimated value of such consideration exceeds $10,000, it shall not be valid, effective or binding upon the StYe until It has been approved by the State Comptroller and filed in his office. Comptrollel's approval of contracts let by the Office of General Services is required when such contracts exceed $85,000 (State Finance Law Seefion 163.6.a). 4. WORKERS' COMPENSATION BENEFITS, In accordance with SasUon 142 of the State Finance Law, this contract shall be void and of no force and effect unless the Contractor shall grovide and maintain coverage during the life of this corfa'aof for the benafit of such emptoyees as are required to be covered by the provisions of the Workers' Compensstion Law. 5. NON-DISCRIMINATION REQUIREMENTS, To the extent required by Aifinie 15 of the Executive Law (also known as the Human Rights Law) and all other State and Federal atatutory and nonstitu~onal non-dlsc~mination provisions, the Contras~or wiil not discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, sexual orientation, age, disability, gertatic predisposition or cartier status, or mantal status. Furtherrnme, in accordance with Section 220-e of the Labor Law, if this in a contract for the onus~guctien, alteration or repair of any pabiin building or pubiin work o~ for the manufacture, sale er dis~bution of materials, equipment or supplies, and to the extent that this cor~rsct shalJ be berformed within the State of New York, Contractor agrees that neither it nor its subcontractors shall, by reason of race, creed, color, disability, sex, or national ndgio: (a) discriminate in hiring against any New Yo~ State citizen who in qualified and available to parform the work; er (b) discriminate against or intimidate any employee hired for the performance of work under this conbaut. If this in a building service contract as defined in Section 230 of the Labe; Law, then, in accordance with Section 239 thereof, Contractor agrees that neither it nor its subcontractors shall by reason of race, creed, color, national origin, age, sex or diasbiFA'y: (a) diacdminate in hiring against any New york State citizen who is qualified and available to perform the work; or (b) discriminate against or infln~late any employee hired for the performanco of work under thin coofract. Co~b. acter in subject to flnas of $50.00 par pars<m pa~' day for any viofation of Section 220-e or Section 239 as well as Pue~ble termination of this contract and forfeiturs of all moneys due hereunder for a second or s~bsequent violation. 6. WAGE AND HOURS PROVISIONS, If this in a public work contract covered by Article 8 of the Labor Law or a building sorvice contract covered by A;ticio 9 thereof, neither Contractor's employees nor the employees of Its subnontracters may be required or permitted to work more than the number of hours or days stated in said atatutss, except as ofh~ provided in the Labor Law and as sM forth in prevailing wage and suppioment schedules ~ by the State Labor Depmtment. Furfhermere, Contractor and its subcontractors must pay at least the prevailing wage rate and pay or provide the prevailing supplements, including the premium rates fur ovedime pay, ss determined by the State Labor Department in accordance with the Labor Law. 7. NON-COLLUSIVE BIDDING CERTIFICATION. In accordance with Section 139-d of the State Finance Law, if thin contract was awarded based upon the s~bminsion of bids, Contractor affirms, under penalty of perjury, that its bid was arrived at independently and without collusion aimed at restricting cumpatitien. Contractor further affirms that, at the time Contractor submitted its bid, an auffiorized and responsible pamon executed and delivered to the State a non-coltusive bidding ssrtifx~ien on Contractor's behalf. 8. INTERNATIONAL BOYCOTT PROHIBITION. In accordance with Section 2204 of the Labor Law and Seddon 139-h of the State Finance Law, if this contract exceeds $5,000, the Contractor agrees, ss a material condition of the contract, that neither the Cootrector nor any subetontially owned or affiliated person, fin~, partnership or corporation has partioipatod, is parUcipaling, or shall participate in an international boycott in violation of the federal Export Administration Adz of t979 (50 USC App. Sections 2401 et seq.) or ragulafions thereundor. If such Contractor, or any of the aforeSad affiliates of Contmofor, is convicted or is othendes found to have violated said laws or regulations upon the final determination of the United States Commerce Department or any other appropriate agency of the United States subaeduent to the contract's exec~ion, su~ co~ract, antendment or modificaben thereto shall be rendored forfeit and void. The Corttmetor shall so ncUfy the State Comptroller within five (5) bosinees days of such conviction, determination or disposition of appeal (2NYCRR t05.4). 9. SET-OFF RIGHTS. The State shall have all of ~ common law, equitable and atatu{my dgMs of sat-off..33"*".-.= rights shall include, but not be limited to, the State's op~co to withhold for the purposes of sa{off any moneys due to lite Contractor under this contract up to any amounts due and owing to the State with rngerd to this contract, any ofher contract with any State department or agency, inc{uding any contract for a term commencing prior to the term of this contract, ptus any amounts due and owing to the State for any other reason including, without llmitetion, tax delinquencieS, fee d~nquencies or mone~y penalties rsta~e thereto. The State shall exercise its satoff rights in accordance with normal State practices including, in cases of sat-off pursuant to an audit, the finalization of such audit by the State agency, its representatives, or the State Comptroller. 10. RECORDS. The Cor~a~or shall eetabli~ and maintain comptate and accurate books, records, documents, accounts and other evidesoe direct' pertinent to performance under this corfa*a~ (hereinafter, collesfively, 'the Records'). The Records muat be kept for the balance of the calendar year in v/nich they were made and for six (6) additional yearn thereafter. The State Comptroller, the Attorney Ger, eral and any other person or ent~/authorized to candt~ an examine'don, as we# es ~he agency or agescies involved in this cont~, shall have access to the Records du;*ing normal bu~nees hours at an o~nce of the Co~ra~or ~ ~e State of New York or, if no su~ office Is availahie, at a mutually agreeable and reasonable venue within the State, fur the term specified above for the purpeses of inspecfion, auditing and copying. The State shall take reasanahie atep$ to prated~ free public dlaclsaure any of the Records which are exempt from disctosore under Seot~n 87 of the Pubic O~cers Law (the 'Statute') provided that: (i) the Co~'actor shall fimaty inform an approp~ete State official, in w~tiog, that said records sbould n~ be disc~sed; and (ii) said records shall be suffi~ant~ identified; and (iii) designatio~ of said records as exempt under the Statu~e ~s ressonabJe. Nothing contained herein shall diminish, or in any way advemely affect, the State's dght to discovery in any pending or future litigation. 11. IDENTIFYING INFORMATION AND PRIVACY NOTIFICATION. (a) FEDERAL EMPLOYER iDENTIFICATiON NUMBER and/ur FEDERAL SOCIAL SECURITY NUMBER. All invoices or New York State standard vonchers submitted for payment for the sale of goods or services or the lease of real or personal property to a New York State agency must include the payee's idenf~*,,catian number, i.e., the solis~s or lesson's identification numbe;. The number is either the payee's Federal employer identification number or Federal sc~al seoudty number, or bofh such oumbem when the payee has bofh such numbers. Failure to ioc~ude this number er numbem may delay payment. Where the payee does nat have such number or numbers, the payee, on its invoioe or New York State standard voucher, must give the reason or reasons why the payee does not have such number or numbers. (b) PRIVACY NOTIFICATION. (1) The authority to request the above pemonal infoemafion from a seller of goods er services or a lessor of real or personal property, and the aatho~y to maintain soch infonnefico, is found in Section 5 of the State Tax Law. Disciosore of this information by the esiter ur lesser to the State is mandatory. The principal puzpese for which the irEmmatton is colleoted is to enable the State to identify individuais, businesses and others who have been delinquent in filing tax returns or may have understated their tax liabilities and to generally identify persons affected by the taxes admini~ered by the Commissioner of Taxetio~ and Finance. The information will be used for tax edminis~afion purposes and for any oifier pmpese authorized by law. (2) The poresnal informatinn is requested by the purchasiag unit of the agancy conlmcflng to pumhese the gcods or esrviess or lease the real or pamonal property covered by this contrm:~ or lease. The information is maintained in New York State's Central Accoanting System by the Director of Accounting Operations, Office of the State Comptrellor, 110 State Street, Albany, New York 12236. 12. EQUAL EMPLOYMENT OPPORTUNITIES FOR MINORITIES AND WOMEN. lo accordance with Section 312 of the Exect~ive Law, if this c~'~'reot is: (i) a wr~en agreement or purchase order instrument, providing for a total expenditure in excess of $25,(X)0.00, whereby a ccotraofing agency is committed to expe~td or does expend funds in re{urn for iobof, so. ices, supplies, equipment, materials or any combination of the foregoing, to be performed for, or rendered or furnished to the cor~'ac~ng agency; or (i0 a written agreement in excess of $100,000.00 whereby a contracting agency is committed to expend or does expend f~lds for the acquisition, co~druoti(m, demofitton, reptacemant, major repair or renovation of real property and improvements thereon; or (iii) a written agreement in excess of St 00,000.00 wbemby the owner of a Stet~ assisted housing project is commiftod to expe~:l ur does expand funds for the acquisition, construction, demolition, reptacamant, major repair or renovation of real property and improvements thereon fur such project, than: (a) The Confraotor '*viii not disodm~ate against employees or applicants for employment because of race, oresd, cotor, national origin, sex, age, disahi;~a/or marital status, and will undertake or continue existing programs of affirmative acbon to ees~e that minority group membem and women are afforded equal employment oppo~unitlas without disodmination. AITgmedve aofion shall mean reoruitment, employment, job assignment, promotion, upgradings, demotion, transfer, layoff, or termination and rates of pay or other forms of compensation; (b) at the request of the contracting agency, the Coctractor shall request each employment agency, labor onion, or authorized repreaentative of workers with which it has a collective bargaining or other agreement or understanding, to furnish a written statement that such employment agency, labor union or represent;~dve will not discriminate on the basis of race, creed, color, national origin, sex, age, disability or mantal status and that such union or representative will affirmatively ccoperate in the implementation of the contractor's obligations herein; and (c) the Contractor shall state, in ail solicitations or advertisements for empioyeea, that, in the pedm~mance of the State ccotract, all qualified applicants will be afforded equal employment opportonities without discrimination because of race, creed, color, national odgin, cox, age, disability or mantal status. Contractor will include the provisions of "a", 'b", and "c" above, in every subcontract over $25,000.00 for the construction, demolition, replacement, major repair, renovation, planning or design of real property and improvements thereon (the "Work") except where the Work is for the beneficial use of the Contractor. Section 312 does not apply to: (il work, goods or co~ices unrelated to this contract; or (ii) employment outside New York State; or (iii) banking sen/ices, insurance poitdies or the eafo of securities. The State shall consider compliance by a contraator or subcon'~uctor with the reduirements of any federal law concerning equal employment opportunity which effectuates the purpose of this section. The contracting agency shall determine whether the imp~ifico of the requirements of the pr~vlmens hereof duplicate or conflic~ with any such federal law and if such duplication or conflict exists, the conbacting agency shall waive the applicability of Section 3t2 to the extent of such duplication or conflict. Contraator will comply with ail duly promulgated end lawful rules and regulations of the Governm's Office of Minority and Women's Business Development pertaining hereto. 13. CONFUCTING TERMS. In the event of a conflict between the terms of the contract (including any and all attachments thereto and amendments thereof) and the terms of this Appendix A, the terms of this Appendix A shall control. '14. GOVERNING LAW, This contract shall be governed by the laws of the State of New York except where the Federal supremacy clause requires olhenvise. 15. LATE PAYMENT. T~me#nsss of payment and any interest to be paid to Contn~or for late payment shall be governed by Article 11 -A of the State Finance Law to the extent required by law. 16. NO ARBITRATION, Disputes involving this contract, inoluding the breach or dileged breach Ihereaf, may nat be submitted to binding arbitration (except where atatutorily authorized), but must, instead, be heard in a court of competent jurisdiction of the State of New York. 17. SERVICE OF PROCESS. In addition to the mathods of service allowed by the State Civil Practice Law & Rules ('CPLR"), Contractor hereby consents to service of process upon it by registered or oedified mail, return receipt requested. Service hereunder shall be complete upon Contractor's actual receipt of process or upon the State's rsseipt of the return thereof by the United States Postal Service as refused or undeliverable. Contractor must prempSy notify the State, in writing, of each and every change of address to which service of process can be made. Service by the State to the last known address shall be suiT~nt. Contractor will have thirty (30) calendar days after corvice hereunder is complate in which to respond. 18. PROHIBITION ON PURCHASE OF TROPICAL HARDWOODS. The Contractor certifies and warrants that all wood products to be used under this centmct award will be in accordance with, bat not limited to, the specifications and provisions of State Finance Law §165. (Use of Tropical Hardwoods) which prohibits pumhase and use of tropical hardwoods, unless specifically exempted, by the State or any governmental agency or political subdivision or public benefit corporation. Qualification for an exemption under this law will be the responsibility of the contractor to establish to meet with the approval of the State. In addition, when any portion of this contract involving the use of woods, whether supply or installa'don, is to be performed by any subcontractor, the prime Contractor will indicate and certify in the submitted bid proposal that the subcontractor has been informed and is in compliance with specifications and provisions regarding use of tropical hardwoods as detailed in §165 State Finance Law. Any such use must meet with the approval of the State; othenvise, the bid may not be considered responsive. Under bidder certifications, proof of qualification for exemption will be the responsibility of the Contractor to meet with the approval of the State. 19. MACBRIDE FAIR EMPLOYMENT PRINCIPLES, In accordance with the MacBnde Fab' Emptoyment Prinsiplea (Chapter 807 of the Laws of 1992), the Contractor hereby stipulates that the Contractor either (al has no business opsmtiens in Northern ireland, or (b) shall take lawful steps in good faith to conduct any business operations in Northem Ireland in accordance with the MacBdde Fair Employment Principles (as described in Section 165 of the New York State Finance Law), and shall permit independent monitoring of compliance with such principles. 20. OMNIBUS PROCUREMENT ACT OF 1992. It is the policy of New York State to maximize opportunities for the participation of New York State business entorpdsas, including minor~ and women-owned business entorpr~ass es bidders, subcontractors and suppliers on its procurement contracts. iofoneation on the availability of New York State subcontractors and suppliers is available from: NYS Department of Economic Development Division for Small Business 30 South Pearl St - 7~h Floor Albany, New York 12245 Telephone: 518-292-5220 Fax: 518-292-5884 htr p:/h~m~w.em plre.atat e.ny.us A direofory of certffied minority and women-owned business enterprises is available from: NYS Department of Economic Development Division of Minority and Women's Businsas Development 30 Sou~ Pearl St - 2nd Floor Albany, New York 12245 Telephone: 518-292-5250 Fax: 518-292-5803 hif p:/hvww.emplrs.state, ny.us The Omnibus Procurement Act of t992 requires that by signing this bid propeaal or contract, as applicable, Contra~ors ce~ that whene~,~r the tofat bid amount is greater than $1 million: (a) The Contractor has made reasonable efforts to encourage the participation of New York State Business Enterprises as suppliers and subcontractors, including codified minority and women-owned business enterprises, on this project, and has retained the documentation of these ~ to be provided upon request to the State; Co) The Contractor has complied with the Federal Equal Opportunity Act of 1972 (P.L. 92-261 ), as amended; (c) The Conbactor agrees to make reasonable efforis to provide nntificoiton to New York State reaJdonts of employment oppod~nitias on this project through listing any such portions with the Job Service Division of the New York State Department of Labor, or providing such notification in such manner as is consistent with existing collective bergaining ~nts or agreements. The Contraofor agrees to document these efforts and to provide said documentation to the State upon request; and (d) The Contractor acknowledges notice that the State may seek to obtain offset credits from foreign countdes as a result of this contract and agrees to cooperate with the State in these effo~s. 21. RECIPROCITY AND SANCTIONS PROVISIONS, Bidd~'s are hereby notified that if their prinsil~l place of bu~ness is located in a country, nation, province, state or political subdivision that ponali:'ea New York State vendors, and if the goods or services they effor will he substantially produced or performed outside New York State, the Omnibus Procurement Act 1994 and 2000 amendments (Chpp~er 684 and Chatter 383, respectively) require that they be denied c~ which they woutd otherwise ob~sin. NOTE: As of May 15, 2002, the liat of dias~minatory jurisdictions subject to this provision includes the states of South Carolina, Alaska, West Virginia, VVyoming, Louisiana and Hawaii. Contact NYS Department of Economic Deveispmeftt for a current list of jurisdictions subject to this provision. 22. PURCHASES OF APPAREL In accordance v~th State Finance Law 162 (4-a), the State shall not purchase any apparel from any vendor unable or unwilling to oeHify that: (i) such apparsi was manufaofured in compliance with all applicable labor and occupational safaty laws, incJuding, but not llrrlited to, child labor laws, wage and hours laws and work)lace safaty laws, and (ii) vendor will supply, with its bid (or, if nct a bid situation, prior to or at the time of signing a contra~ with the State), if known, the names and addresses of each subcontractor and a list of all manufacturing plants to be utilized by the bidder. (June 20~) APPENDIX A-t G General In the event that the Contractor shall receive, from any source whatsoever, sums the payment of which is in consideration for the same costs and services provided to the State, the monetary obiigatJon of the State hereunder shall be reduced by an equivalent amount provided, however, that nothing contained herein shall require such reimbursement where additional similar services are provided and no duplicative payments are received. This agreement is subject to applicable Federal and State Laws and regulations and the policies and procedures stipulated in the NYS Education Department Fiscal Guidelines found at http:/www.nyseq.gov/cafe/. C. Variations in each budget category nat exceeding ten percent (10%) or One Thousand Dollars ($1,000.00) of such category, whichever is greater, may be approved by the Commissioner of Education. Any such variations shall be reflected in the final expenditure report and filed in the Office of the State Comp{miler. D. Continuation of this contract beyond June 30, 2010 and beyond June 30th of each succeeding year, is contingent upon approfxtation and availability of funds and approval by Division of the Budge{ and subject to approval by the Office of the State Comptroller in accordance with paragraph 3 of Appendix A. The State may terminate this Agreement without cause by thin'y (30) days I~or written notice. In the event of such termination, the pa~ties will adjust the accounts due and the Contractor will undertake no additional expenditures not already required. Upon any such temlination, the parties shall endeavor in an orderly manner to wind down activities hereunder. Safequards for Sewices and Confidentiality A. Any cepydghtable work produced pursuant to said agreement shall be the sole and exclusive property of the New York State Education Department. The matedal prepared under the terms of this agreement by the Contractor shall be prepared by the Contmcter in a form so that it will he ready for copyright in the name of the New York State Education Department. Should the Contractor usa the services of consultants or other organizations er individuals who are not regular employees of the Contractor, the Contmcter and such organization or individual shall, p~er to the performance of any wo~ pursuant to this agreement, enter into a wdtten agreement, duly executed, which shall set forth the services to be provided by such organization or individual and the consideration therefor. Such agreement shall provide that any copyrightable work produced pursuant to said agreement shall be the sole and exclusive property of the New York State Education Department and that such work shall be prepared in a form ready for copyright by the New York State Education Depadment. A copy of such agreement shall be provided to the State. All reports of research, studies, publications, work. shops, announcements, and other activities funded as a result of this proposal will acknowledge the support provided by the State of New York. C. This agreement cannot be modified, amended, or otherwise changed except by a written agreement signed by all parties to this contract. D. No failure to assert any dghts or remedies available to the State under this agreement shall be considered a waiver of such dght or remedy or any other ~ght or remedy unless such waiver is contained in a writing signed by the party alleged to have waived its Hght or remedy. E. Expenses for travel, lodging, and subsistence shall be reimbursed in accordance with the policies stipulated in the aforementioned Fiscal guidelines. F. No fees shall be charged by the Contractor for training provided under this agreement. G. Nothing heroin shall require the State to adopt the cuniculum developed pursuant to this agreement. H. All inquiries, requests, and notifications regarding this agreement shall be directed to the Program Contact or Fiscal Contact shown on the Grant Award included as part of this agreement. This agreement, including all appendices, is, upon signature of the parties and the approval of the Attorney General and the State Comptroller, a legally enforceable contract. Therefore, a signature on behalf of the Contractor will bind the Contractor to all the terms and conditions stated therein. J. The parties to this agreement intend the foregoing writing to he the final, complete, and exclusive expression of all the terms of their agreement. LGRMIF Project Budget Page I of 1 Local Government Records Management Improvement Fund (LGRMIF) Project Number Institution Project Budget 0580 -11 -1083 Town Of Southold - Professional Staff Expenses Support Staff Expenses Equipment Expenses Minor Remodeling Service Type GIS Needs Assessment Inst'l Contrib. AmtRequested $0 $36,400 Purchased Services Expenses Service Provider/Name of BOCES Bowne Mgmt. Scrvices, Inc. AmtAwarded $0 Purchased Service Totals Inst Contrib. AmtRequested 0 $36,40O Calculation of Cost 260 hours ExpSubmitted $0 ExpApproved $0 AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 Purchased BOCES Services Expenses Supplies, Materials Expenses Travel Expenses Employee Benefit Expenses Grand Total Inst Contrib. AmtRequested AmtAwarded ExpSubmitted $0 $36,400 $0 $0 ExpApproved $0 https://eservices.ny sed.gov/l dgrant s/Print App Servlet?i=budget&a--fal se 2/9/2010 Budget Narrative Full Instructions: In the narrative, describe how the purchased services support project activities and goals. Clearly explain and justify the consultant's role in and time spent on the project. Fully describe how the proposed expenditures are appropriate, reasonable, and necessary to support project goals and your records management program. Do not assume reviewers will automatically understand what may seem obvious to you. List the name of the individual vendors or consultants, if applicable. If you have identified a consultant or vendor, provide information on their qualifications. A needs assessment is the first and most important step in implementing a successful GIS within any local government. It will serve as the solution to solving our problems and managing and maintaining our infrastructures and as a roadmap for planning and development ora GIS that will meet the requirements and will be properly suited for the Town of Southold. It will provide the technical steps to create the GIS, the management tasks required to insure successful development of the GIS, and the policy issues that should be considered for the effective use of the GIS. Our County of Suffolk does not lead a regional cooperative effort on GIS, like Nassau County wherein Towns and Villages do not need to conduct their own need assessments because the Nassau County Needs Assessment covers them. The Town or the Village do not have the in-house expertise to research, plan, and develop a GIS on their own. Therefore, it is necessary and justified to contract for these consulting services on a professional level. However, the members of our Town Project Team, our GIS Coordinator and RMO will actively participate in the planning, management, supervision, and development efforts in order to ensure the most beneficial end product possible. The Town of Southold did develop and distribute their own RFQ Request for Quotes, a copy of which is attached to this application. Three (3) quotes are attached, although our preferred vendor is on the state contract. Our preferred vendor Bowne Management Systems, Inc. is an industry leader with extensive experience in providing successful GIS applications and related services for local governments. The Town of Southold will contract with Bowne Management Systems, Inc. to develop a GIS User Needs Assessment, Conceptual System Design and Implementation Plan for a Cooperative GIS Project between the Town of Southold and the Village ofGreenport. Bowne is aNew York State Archives approved vendor and New York State Office of Government Services NYS OGS state contract provider of Consulting Services under Contract ~CMS696A,. Their qualifications are listed in their Proposal and Quotation which is attached to this application. The consulting firm's relevant experience and qualifications is on page 6 & 7, followed by a sampling of clients and projects on pages 8 through 20, pages 21 through 23 describe their past successful LGRMIF GIS Grants. Their company profile is on page 25 of their Proposal and Quotation. Project Team resumes of Scott Mastellon, Project Director; Richard Messiana, Programmer Analyst; and Joseph Jones, Senior GIS Analyst, begin on page 27 through 41. The number of consultant hours listed are necessary and justified given the number of town departments (20) and village departments (5) and the extent of the services to be provided by Bowne Management which include the kick-off meeting, information collection from Town and Village departments and the Town's Information Technology Departmem and persons responsible for running the information technologies of the Town, Dataset Analysis, Conceptual Design for the GIS, Implementation Plan. The needs assessmem will be complete and thorough in that it will focus on the Town's and Village's GIS goals and objectives, a GIS management and organization model, and opportunities for future grant funding. LGRMIF Attachments Archives Partnership Trust [ Office of ¢_~ltw ~raLEducation [ Online Catalog I Search ] Home Page 1 of 1 LGRMIF ·. [tome Ho~ - Initml Application Forms: Post Grant Award Forms: Ilelp ~ Checklist ~.~} Checklist ~ Attachments help List of Attaehmenta rhese are the documents that have been attached to th/s grant application. Click on the Document Name to downlood the document, or click Delete to remove the document from this grant application. Action Doeument Name Document Do?ment Date Attached Description By L. I[Town of Southold - GIS· Nccd:~ s lete ......... ., ~, ~b,~e~te ][_~_s_s~5~mc_UL Q~t~rlh.gposal.pdI ~lete ~eport -Reviscd.lxt f 01/28/2010 elizabeth.neville; 01/30/2010 elizabeth.neville RESUMES 2010-2011 LGRMIF 20100131140131.pdf RFQ GIS UNA 20100131144905.pdf L. L GR MI F~C_ .9_op_e_r ~ Iix ~ ~elete IlAgree=20100201 ~ 1340 ~.~df ro%dor. . 1586672 sal applicaUon/pdf ~tes . · 71071 ent applicahon/pdf ~tes ~r~esu~ams appl/cation/pdf ~ lt~5349 01/31/2010 elizabeth.nevill~ ~iNQAGIS applicatiOn/lxlf ~,~ t~es731 01/31/2010 elizabeth.nevill~ ooperatie application/pdf ~tles958 02/01/2010 elizabeth.nevillel [Add an A~tq_chxn~nt Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 https://eservices.ny sed.gov/ldgrantsdgApplicant.do?i=attachment&m=lg 2/9/2010 RESUMES TOWN OF SOUTHOLD PROJECT TEAM Education, Experience& Training of responsible persons performing project activities 2010-2011 LGRMIF GIS Needs Assessment Grant Project Director- Elizabeth A. Neville, RMO IT Staff Lloyd Reisenberg, Network Systems Administrator John Sepenoski, Technical Coordinator Zachary Tomaszewskl, Technical Coordinator Bowne Manaaement Comnanv. Inc Proiect Team Project Director Scoff Mastellon Programmer Analyst Richard Messiana Senior GIS Analyst Joseph Jones 2 ELIZABETH A. NEV~LE, RMO Project Director Experience, Education, Training, Experience & Education · Elected to the office of Town Clerk in 1997. Currently serving in third four (4) year term of office be~ nning on January 1,1998. · Began caFeer with the Town of SouthoM in 1968 as Secretary/Stenographer to the Building Department, plpnnin~ Board, and Zoning Board of Appeals · Appointed Deputy Town Clerk in 1975 and served in that position until 1997. Respomlble for Records Management Program from 1989 to 1997 as Deputy Town Clerk · Responsible for Records Management Program from 1998 to present as Town Clerk · Served as Project Director for ten (10) LGRMIF Grants · Also serves as Registrar of Vital Statistics, Freedom of Information Officer, Records Management Officer, Marriage Officer, Passport Acceptance Agent · Member of the following Southold Town Col~mtttees: Safety Committee; Workplace Violence PFovenl~on Commf~tee; Alternative & Renewable Energy Committee. · Southold High School · Suffolk County Community College · Cornel] University Municipal Clerks Institute · Received the designation of"Registered Municipal Clerk" in 2002 and pursues continuing education on a regular basis. (renewal expires 4/24/08) · Awarded the designation of"Certified Municipal Clerk" in 2005 upon completion of the three year Cornell University Municipal Clerks Institute at Ithaca, 1N*Y · Currently working on "Master Municipal Clerk" certification through CorneAl University to be awarded before 12/31/09. · Professional Associations: · Member & enrrenlly President of Nassau/Suffolk Town Clerks Asseciation · Member & Director of New York State Town Clerks Association also serves on By-Laws Committee, attends aH regional directors meetings and Annual Conferences · Member New York Association of Local Government Records Officers, attends Annual Conferences · Member IIMC currently'serving on Records Management Committee · Grant Reviewer for the New York State Archives Local Government Records Management Grant Program for $ years. · Member of Executive Board of the New York State Association of Towns and Member of Resolutions Committee, attends Annual Conferences in NYC · All Associations, conferences, and training include "Records Management" Major Accomplishments since tnklng office in 1998: Implemented the following technology in Town Hall: BAS Town Clerk Cash Receipting Computer Software Pregram~ LASERFICHE digital imaging system; ARCHIVE WRITER Microfilming: MINUTE TRAO Agenda, Minutes, Legal Notices, Public Hearings, & Communications Software Program. MEDIA TRAO On-line video of Town Board Meetings at www.towncierk.com. Recently awarded $88,053. 00 NYS Archives grant for Municity software to stremmline permits coordination between Building Dept., Planning Board, ~ning ]~ard of Appeals ~ Repmts, FRx Relxxting, ONYX, 8OA Team Tm;l, WinFmme, DelabaNm Mlcmeoll Sequel 8en~. ~ M8 Accese, and farnlltm v4~ Oracle and DB2 Lll~u~: Vi~u~ ~, Tml~l~t ~L, HTIVIL wo~W r, Spe~ P~ RESULT~ t U.C, Laurel, NY. P~tnef ~ to 12,'06 '1'1/~ lo ~ Smior Co~t A~ountmlt 9/87 ~o 6/88 John P. Sepenoski 5600 Hortons Lane Soulhold, NY 11971 (631) 765-266g john.~ep~optonline.net EXPERIENCE: TECHNICAL COORDINATOR H Town of Soulhold 53095 Route 25, Southold NY October 1996 - Present Responsible for all Town-wide computer hardware and software syst~ns, including 4 Windows sul~'s, 2 IBM iger/as-A~/400 survers, over 100 personal computers, 7 Atchivewriter dig/tal microfilmer and plotters. Software used includes M/crosuft Exchange, Outlook, Office, 08/400, Windows 2003, 2000, XP, NT 4.0 and 98, Veritus backup, as well as d~anment sgecdio soRware for various Town departments including Property A~sussment, Tax Rece/ving Town Clerk attd all Land Usu systen~ Respomibl¢ for Town's Geographic Info~mafion System (OI$) using Maplnfo and Trimble GPS. Dut/as/nolude dn_tsahase design and implementation, oreation of new layers, ore. at/on of p~uted maps, archiving maps and ~__~. data analysis, integration with o~r non-GIS cla~d~nsus, convers/on of data, assisting users and data collection. Responsible for all COmlmt~ related work inolud/~g designing ami /totalling new systems & databaa~ Uoubleshoofin8 soRware & hardware, upgrading software & hardware, configuring software & hardv~e, data analysis, developing new software, network ~toubleshootln~. baekaps, restores, web site dovelopmont and day to day AS/400 COMPUTER OPERATOR North Fink Bank 9025 Main Road, MaUituck NY January 1991 - October 1996 P,.~0mss/bl~ for rig do~ data provmsing compute' operations in a banking environment with over gO locations including running bat~ jc~s, backups, rmoras, CL ~ two sq~nm~ AS/400 systems, PCs am~_._hed to ~he Ag/400's via LANs, WordPerfect, Alpha 4, Prmnoted to supervisor in July l;96. COMPUTER ROOM MONITOR Dean ofi~le~s Comdi Oniv~iOy Itl~ ~ ~4~ ~ 19~ - A~ 1988 R~b~ f~ ~ ~ of m~ to ~ ~ ~a. W~ ~o~ ~ ~ ~ M~ in J~ 1987. ~ i~l~ ~ ~ of a ~ ~m~ EDUCATION: Ma~er of Engineering Do~ree, lViay 1989 Corn~ll Unive~t~ Ithaca, Nexv York Bad.lot of Soieuoe De~e in Fasint~i-~ May 1987 Comell University Ithaca, New York FIi~h Sohool Resents Dip]omn. JIlI~ 1983 Souiimold Hish School Soulho{d, New Yodc REFERENCES: Available ulx~ r~qaest ZACI-IARY T. TOMASZE'~(tSKI 327~ Aldrich Lane Laurc~ ~ 11948 Education: ~estem Ne~ Enghnd College- Technical Management g/97-12/01 Stony Brook Unlversity - Advanced Graduate Information Systems 5/98-5/02 Experience: Town of SouthoJd - Techxfic~l Coordinator See auachecl Civil $er~ qualiF~fioas Oakt~e Systems Inc. = Systems Support Engineer See Attach. mere I Oalea'ee Systems Inc. - Systems Support Intern See Attachment 2 11/04-Pre~ent 1/02-11/04 5/01-8/01 Attachment 1 current pitches arat updates, network protocok, ~base management softv~re for &tal~se services and application software for application Pfio.r. to ir~p. lementation of new servexs, followed lesting procedures to veery configuration and setup. Logged ~11 aspects of test resub3. Y~.ed ~ co~/gu~l serve~ from ~ environment to production Maintained functio.~!~ of each production server by reviewing event logs daily and making appropriate ~justments when required, specificallypatches · ad ulxhtes. Network Servers - Ex/sting Maintained and upgraded equipment as requlngt. Logged all occurrences and incidences to manage and n~ii~in each server. Applied newest ve~siom of operating s3stems, ~ web and application softw~xe. . Network Connection Devices - In.miL*d, conf~naed and rrpin~;,~ed network hubs, s~.c. hes, and toule~s, Monitored all devices to ~ss'ure r~m throughput Logged all im'guk, ities and problems into a ~ ~ log and ea~logued instames to =~i= ongoing maintemme. Worksmions - Configured and ~t up ~ew ~O~r~m indudin~ ~n ~m ~, ~ co~n ~ n~ for ~r ~ ~ ~~m, fo~ ~~ ~ v~g~ ~o, ~ ~. ~d ~ ~d ~ ~ of ~ fo~ Moved fully configumt workstations from tesxing environment to p.'oduction requa~ments To m. solve issues ,~ill, i,,~ sofm'~ de~dopm~m or hardwa~ Workstations - Existing Maintain~ an,d upgraded equipment as ~equited. Logged all occurrences a~l incidences to n-~nage and maintain each Applied newest versions of operating systems, ~,~base, s~b and application software. Installed configu~d ;md m~i~tained primers, scanners and exterml drives. Installed and mainlined ~atest drivers for each item lvb. in~d a log of user calls and questions regardi~ problems and use of each peripheral. Softw~e Systems: Developed and customiz~ softwa~ according to general spedf~:atbm for customers as well as to meet tl~ hdiv~l,l~! requirements of the web - D .ev.~.. ped ~ and programmed w~.b. applic~.ions for in-house .Based on user call logs and maintenance logs,.&veloped and presented ~nal [essom in proper use and mainl~ance of all hardwa~ as ~11 as so~tw'are applications. Th~ w'as pre..~n~ed h · on~ on on~ s~ua&n ancl smaJl group semlrms r~red malntair~ and ~vlewing a technh~l I~raryof ~ferenc~ books, hardware and software manuals and product guides. pa]~ S3mem also inck~ded ~ m accrual and log vac~t_~, sick and holkhy6me. I-lardwa~ Systems - Wonkstatiom - Exhxing Maintained and upgnded equipment as required. Logged all occurrences and incidences to manage and maintain each workstation. Replaced network ca~, rnemmy, hard drives, video cards and any other l~dw'are components as necessary. Applied newest versions of oper~n systems, da~_~, ~b and application software. · - 13 ~. FJi~eth A. N~.dUe I~ ~num, 29, 2o~o Key project testa members include: · Scott M~ellon, Project Manager Richard Messiahs, Programmer Analyst Joseph $one~ Senior (}IS Analyst Mr. Mastellon has managed major Information Technology projects since 1998. Mr. Mastellon has been responsible for the following project ts~kq: Records Management, Internet/InWanet development, Geographic Information Systems (GIS), business process engineeriug, database msnsgement, system integration, and comput~ized application development. Having been in the IT field since 1995, Mr. l~stellon has a wealth of experimlce with regard to user needs s~mlysis, system design, workflow analysis, data conversion, imaging, and user support pl~nning. Development GIS Environment Hosting Environments Operatin~ Systems Document Imaging , · ArcGIS Suite (ArcView, AmEditor, Arclnfo,) 9.x · Ar~SDE 9.x · AmlMS * ArcGIS Server · Maplnfo Professional · AuteCAD/Autodesk Map · Micwsofl Access · SQL Server 2000/2005 · Oracle 8i, 9i, 10g · lis · Apsche~omca! · Willdows 2003 Server Family, XP, ~ · Sun Solaris · FfloNET (Panagon IDIvl) · Hyland (Onbnse) · Plexus (Image First Office) · Capm-is (Alchemy) · Laserfiche (Ls~fiche) · ~BM (Image Plus) -{4 ~ 'Mi~beth A. Neville Date: J'euuary 29, 2010 Pete: 28 Office Automation · Microsoft Visio · Describe · Entarlnise Architect · UML · Microsoft Office Suite, including Project · Crystal Reports parents for Menen's Law. Content ManaaemanI Svstam ahd Offender Menohul. Proieet Mena~er- Mr. Mastefion was the Project Manager for this project where Bowue provided oversight consulting to support thc implementation of an open source content management system (OpenCMS) to support the organization's websita needs. In addition, Mr. MasteHon was the Lead Analyst snd Project M~nzger responsible for implementing a Google mapping interface to support the geocodlng and mapping of reg/stered sexual offenders located in New York State. (4/06-1/09) Tgwn of Isliu Ek,~mn'ment of plsnnino & Develonment. OlS Imnlementation. Project Manaaer - Mr. Masteilon was the Project M,-~ger for this project where Bowne worked with the Town's GIS end Information Technology (IT) resources to design, configure, and implement ESRI's ArcSDB product within Microsoft SQL Server 2000. Bowne services enabled the Town to efficiently implement a scalable enterprise GIS solution. In addition, Bowne provided mentorin8 services for data collection using Arc,Pad, advanced editing usi~ ArcOlS, customi~,*~ion for ArcIMS, and integration with legacy mainframe data using Via,SQL. (12/05 - 3/08) Town of Hemostend - Buildin~ Deuartment Mobile lnsuection System - Mr. Mastellon was the Projeot Manager end Lead Analyst for this project where Bowne developed a mobile application for the Town's Building Department inspectors to record inspection results in the field. The mobile application developed utilized ePS teelmologies to emau~ inspection results were only records when the inspector was within 500 feet of the rcsident's location. The mobile application was deployed on a mggedized laptop. 00/07-3/08). Tow{1 of Babylon 3-I-1 Constituent Resuonse Svs~m. Proiect ~z~ - ~. M~eHon ~ ~c ~j~t M~n~ ~ ~l~ ~r Bo~e's d~i~ ~d ~l~on of ~ To~'s C~m~t R~ s~ (C~). ~ ~j~ Ma~g~ ~ Insl~ hc ~ ~ ~ ~e d~i~ of a new ~fi~t s~ ~o~ ~o~ ~ ~e n~ s~ of ~Hci~ p~ ~ ~o~ for ~t~c~ ~ c~, deliv~ ~c~, ~ ~e ~ e~ po~ve c~e. ~. ~ w~ a k~ p~ci~t ~ ~ is~ ~d ~ ~p~ &e CRS, ~ ~e sm~ of c~t ~ol~ ~ ~fiom ~ ~ To~ v~do~ d~elop~ ~pl~mfion p~ ~d ~l~ ~ o~o~ ~ s~ ~ ~ cent~. (2008) I~. Elizal~h A. Neville Date:. Jaaua~ 29, 2010 Page: 29 United Wav of Lone Island 2-1-1 System. Proiect Manager - Mr. Mastollon was the Project M*nager for this project where Bowae worked'with the United Way of Long Island to develop a multi- jurisdictional model, including a feas~ility Study, implemuntation plan and call canter concept, for a 211 I-}'l!mnn gOl'vice~ ~ ]~.Hlerge~y Hot Line capability. The project teas collabormively worked with a number of municipal and not-for-profit organiTatinm to develop a plan that leverages all available local opea'afional resources as well as larger funding sources like New York State end the Federal Govornm~nt. The project involved a host of operational, technological end logistical issues reaching ecrosz municipalities in both Nassau and Suffolk Counties. (2008) Town of Riverhead - GIS Viewe~ lmnlemantation - Mr. Mastellon was the Projec~ Manager for ~s project where Bowne developed end insudled a Town-wide GIS Viewer for the Town using ArcGIS Server. (2008). Suffolk County ~ent of Information Technolo~.,v (}IS User Needs Assessment. Project Manager - Mr. MasteJlon was the Project Manager for this project where Bowne conducted a GIS User Needs Assessment (UNA) for Suffolk County. Bowne conoh~.-cted surveys and interviews with sixty-on~ (61) County Dopamnents and Divisions. Bowne analyzed the ~.isthlg network infinstructuro, identified application requirements end the needs of the departments. Following the · analysis phase, Bowfle prepared a Conoeptual ~'IS D~igll and an Implementation Plan. The final report included a proposed strategy for en Enterprise (}IS implementation along with our l'~?.OmmeIldations On tho dat~ stntefino.., training, hardware, ~ot~/al~, oustom applicatiola8 and associated cost schedule. (2007) Town of Pdverhead. Enterorise (}IS lm~lemantatiom Pro|oct Mena~er - Mr. Mastellon was the project manager on this project where Bowne iml)lemanted en enterprise OIS within the Town of Rivexhead. The implementation followed the plan outlined in the (}IS User Needs Ass~nant (UNA) developed in the Ineviuns year. The project included the implemen~tion of en eni~rprise geodatahaso with ArcSDE end the installation ArcOlS Server to support fiuihe~ Gig applications within the Town. (6/07 - 12/07). Town o£Brookheven 3-I-1 Constituent Resnonse Sv~em Prelect Menener- Mr. Mastellon was the Project Manager and Analyst for Bowne's design and implementation of the Town's Constituent Response system (CPS). As Project Manager and gnslyst, he was inslrumental in the design of a new conslitueat services function, along with the necessary siructere of policies, procedures end operations for interacting with constitu~ts, delivering services, monitoring per~r~snce and effecgng positive change. Mr. Mastellon was a key pa~cipant in analyzing issues and ~luirements, scoping the CRS, assessing the state of cun'ent technology and operations in the Town relaied to the CPS, defining the technical components and operational model, selecting technology vendors, developing implementation plans and implementing en operalional CRS system and call center. (2006- 2008) Town of Ovst~ Bay. I-l'.mn'n Resom'¢~ Infnrmafon Technolom/Menaltement Consoltinlt. Project Msn~qer- Mi'. Mastollon was tho Project Mnnsger and Lead Analyst of this project where Bowne conducted an ass, _~sment of tho Town's Infomaation Technology (IT) environment Tho asse~ment addressed the Town's int~aal IT support, local and wide area networks, servers and hosts, msintellanse con~ct~, application software environment, g~o~apMc information systems, records Ms. F. liz~beth A. Neville Date: Imunry 29, 2010 Page: 30 rrmua~eme~t, email cuvironmen~, web components aud hosting, disaster recovery, IT secmdty and telecommunications, Based upon the assessmeot findings, Bowne was contracted to design and implement a central Information Technology function to replace independent departmental silos of compu~g. Working with TOB executive level personnel, Bowne developed n two-year strategic plan for 1T which included budgetary requirements and an/nfraslrucmre standardization and nmljgnment p,rojec_t To assist the Town in executing this plan, BMS provided a part-time Chief Information Ol~cer (CIO) ~md a full-time PC Operations Manager, which gave leadership to the effort and markedly improved the functioning o£the IT unit (2005-2007) Town of Riverhead. 0I$ Needs Assessment, Pmiect Mnna~e~ - Mr. Mastellon was the project manase~ and lead analyst for this project Bowne worked with the Town of Riverhead, NY to develop a GIS User Needs Assessment (U'NA). Mr. Mnstellon led the Bowne team as a GIS Analyst, conducting the UNA related surveys, /ntcrviews and writing the technical report ~hat includes a conceptual design snd implemen~tion plan. (9/05 - 5/06) New York City Devar~ment of Historic Preservation and Develomnent (I-IPDk Lead Inspection ~- Mr. Mastellon was the lead analyst for Bowne's desi/n of a scheduling and muting solution for the Depmlment's code enforcement inspectors. As lead analyst, he was responm~le for the analysis of ex/sting/nspection data and the design of a customiT~] schednling solution. In addition, Mr. Mastellon worked closely with RouteSmart Techuolog/e~, a s/ster company at the Bowne AE&T (h'oup, to determine the most effective integration of RouteSmart for ArcGI$ into the overall schedulin~ and rout/rig solution for the Department. (10/04- 1/06) Suffolk County Office of Consumer Affairs. Web A~olication. Project Manager - Mr. Mastellon was the Project l~nnng~ for this project, where Bowne built an e~tterprise Intmnet application that combined functionalRy previously contained in over 25 various applications into one single Oracle database. Mr. Mastellon was instrumental in Bowne's ef~rts, which converted data contained in over 75 database tables and developed over 25 Data Transformation Service (DTS) Packages w/thin SQL Servex to oonve~ clean and standardize the a.tn sources. The application, cmrmtly used by the Licensing Bureau, Complaint Bureau, and Weight and Measures Bureau has rezulteA in improved depat~mnt oommunioafiona, increased reporting capabilities and decreased overall worldlow inefficiencies. (5/05 - 6/07) Town of Babylon. I ~,rl Records Viewer and Prooertv Photo Intenration System. Project Manater - Mr. Mastellon was the Project Mnnnger for Rt/s project where Bowne developed an enterprise [ ~ Records OIS Viewe~ for the Town. The Town of Babylon received a Real Property Tax Administration Imp~vement Program (RPTAI~) grant from the New York State Office of Real Property Services (ORPS) in 2007 to improve the efficiency of obtsining im:q)e~ty related information and cost effectiveness of the various Town related activities that require access to tho property related information. The project used GIS and GPS technology to obtain street level digital photographs of over 70,000 parcels w/thin tho Town. OPS data was collected using (3PS enabled digital c~meras and assigned to parcel tax map numbers using customized Arc'Gig scripts. To efficiently distribute photographers in the field, a GIS enabled mute op6mi~tion software product (Route. Smart for ArcGIS) was used to create and optimiTe routes for eaoh photographer ~hroughout the project. All mutes, photos and GPS coo~4iantes were effectively stored in the Town's Gig data Ms. FJizab~h A. Neville Date: January 2~, 2010 Page: 31 warehouse. An existing ArclMS GIS Viewer used for displaying basic assessment information was enhanced by Bowno to include property card data, )ink.~ to property card images, links to street level photo~phs, lin]cs to property sketches, sales comparison seamh capabilities, assossment compmisun search capabilities, tax related information, and sales information.(2008-2009) HOw York City Deparanant of Environmental Proiwtion Warm Meter ~ton Rout/ne. Proiect Manager - Mr. Ma8tellon was thc Project Manager for this project whcro Bowno impIcmentccl a pilot_ implementation of an information technology solution that would generate efficient routes for the Bureau's inspectors using RouteSmart for ArcGIS~ software. The pilot focused on sut)porfing Queens Dispatcher and the th/~een inspectors assigned to the borough. The project y/elded a solution for BCS that would reduce the amount of t/me required to create daily inspection wutas, improve customer service by enabling improved appointment schedul/ng, support appointment 6me windows, and efficiently insert "filler work" into daily inspector routes using both geographic and operations parameters. (2007) Town of Babylon Information Teclmolo~.ies OIS Smmort. Pwiect Manar, er- Mr. Mastollon was the Project Manager for this project where Bownc worked w/th the GIS Technical Committee and Information Technology Steering Committee to develop and implement an en~crpr/se OIS for the Town~ Mr. Mastollon provided technical guidance and direction to tho Town's (lis/nifiativa8 to expand the uso of and integration of (ils within all Town Departments. Mr. lVlestellon has provided continual project mansSement support snd teclm/cal direction for GIS initiatives for the Town through the ctnsent date. (1/06 -Current) Town of Oyster Bay Comvtroller's Office. OIS Sum)ort. Pwiect Manager - Mr. Mastellon was thc Project Manager for this project whore Bowne worked with the GIS Technical Committee ~ Information Technology Steralug Committee to develop a OIS action plan for 2006. This 2006 (lIS action plan was adopted by the Stecrin-g Committee and wa8 nsed/11 2006 to guide the d/rection of the Town's (}IS initiatives to expand the use of and integration of (}IS within all Town Depertmen~s. Mr. Mastellon has provided continual project management support and technical direction for GIS initiatives for the Town through thc current date. (1/06- Current) New York State Den,ui,,,e~t of Motor Vehicles. Accident Location Informal/on Svstsm (ALIS). Proiect Mammer - Mr. Mastellon was respons~le for the technical direction of progr~mmlng rasources to develop five custom client modules for Location Coding Data Entry (LCDE), Location Editing (LB), Simple Query and Reporting (SQR), Map Maintenance Notification and Tmokin~ (MIvINT), and Slroet Name Edi~r (SNIi). He was also x~sponsible for developing a Unlf~ed Modeling Language (UML) model for two of the five modules. (7/01 - 12/05) N'4~ York City Denanment of Parks and Recreation Forestry Management. Pwiect Manaaer- Mr. Mastellon was tho Project M~mger for this project, where Bowne developed a public wobsite for constituents to enter forestry related complaints via the Intm-net. The public website interfaces with New York City OcoSupport and Azteca's Forestry Management System (FodVIS). Mr. Ma8tellon was the lead analyst on the system design and was also respons/ble for the technical direction of progr~mmlnE and GIS resources. (3/05 - 1/09) Town of North Hemmiead 3-1-1 Constituent Resvonsu Svsten~ Lead Analyst - Mr, Mastelion was the Lead Analyst for Bowne's design and implementation of the Town's Constituent Response Ms. Elizabelh A. N~a'lle ~ lsnuary 29, 2010 Page: 32 system (CPS). As Lead Analys~ he was instnunental in thc ~ of a new comtiment services funclio~, alon~ with the necessary structure of policies, procedures and opcrations for imeracting with constituents, delivering services, monitoring performence and effectlnE positive change. Mr. Mastellon was a key participant in analyzin~ issues and requirements, scoping the CRS, assessing the state of cra'nmi technology and operations in the Town related to the CRS, definln~ the technical components and operational model, selecting teclmology vendors, developing/mplementatiun plans and implementing an operational CRS system and call center. (4/06 - 6/07) Di)w Jones WebGIS System: Project Manager - Mr. Mastellon was the Project Manager for lids project, where Bowne built a web based customer marketing geographic information system called WebGIS. Mr. Mastallon was the lead analyst on the system desi/n and was also responm'ole for the technical direction of pro!~rawmin~ and OIS resources. The system enables circulation te~ms across the Country with the ability to visually review subscriber disln'bution patterns to maximi~,~ service and efficienoy. The system is extremely large and contains millions of customer records end a nationwide street centerline file that contains over 72 million records. As part of his activities, Mr. Maslellon worked with the Dow Jones IT Depamnent to ensure that WabOlS met Dow Jones requirements for Sarbanes-Oxley disclosure. (11/04 - 8/05) New york City Honsim~ and Neighborhood Information System fNYCHANIS/. Preiect Manater - Mr. Mastellon was responsible for the technical direction of pmgrsmmh~g and GIS resources to develop an interactive, In~ernet-bascd GIS appl/cation. This wabsite is an online information system based on data presented in lhe "State of New York City's Housing end Neighborhoods" anmlal report. Mr. Mastellon was also responsfole for developing a Unified Modeling Language {UML) model for all system modules. (New York University of Law). (3/03 - 12/03) United States Army Cores of ~n~ineerin~. Survey Information M.n~gemmt System (SIMS/. Prelect Manager - Mr. Mastellon was responsible for the technical direction of programming resour0es to develop a custom web-based workflow management application for the Survey Division of the North Atlantic Division~ He was also responsible for the analysis of the existing papor-based business process. This a~a!ysis was used to re-engineer the existing process with the automated information management systen~ (7/01 - 12/02) United States Annv Cows of Em~neerinp.. Integrated Soalial Data System. Proieot MnnAoer - Mr. Mastelion was responsible for the t~lmical direction of progrsmmin~ ro$oure~ to develop a custom w~b-based workflow mana~emen~ application for the Operations Division of the North Atlantic Divia/on Ho was also responsible for tho analysis of th~ ~,isfing pap~r-ba.~d business precoss. Th/s analysis Was used to re-engineer the existing process with the automated infom~ation management system. (10/01 - 1/04) County of Tiot, a D~oartment of Sodal Services. Job Point Prem~m. Preieci Mena~er - Mr. Mastollon was respondbla for the technical direction of pmgrsmmlng resomces to develop a custom web-based apphcation to provide driving and walking directions to Temporary Assis~ace for Needy Family (TANF) clients in Tioga County. The web-based application was built using ESRI's RouieMAP llvlS soflwar~ as the spatial engine. (4/01 - 12/02) City of New Orleans. ~ent of Public Works. System Apslvst - Mr. Mastellon was responsible for integrating a third party asset management system using a workflow R~alysis. He re-engineered Ms. Elizabeth A. Neville Dat~ January 29, 2010 Page: 33 the Traffic, Ab~mdoned Vehicle, and Maintennnce Divisions of the Public Works Depamnent after becoming thoroughly ~miller with the third party asset msnngement system, CASSWORKS, developed by KIN Group, Inc., in order to provide on-site support for md-users on an as-nceded basis. Town of Oyster Bay, plnnnlno & Development Depatimant, Project Msnneer - Mr. Mastellon was responsible for the technical direction of prol~a~mlns rosources to maintain custom applications Within the p]snnln~.. Departelant; Building P~ System, Code Compliance System, and Site Town of Oyster Bay. Hiuhwav Division. hoie~t Manaler/Swtem Anal,at - Mr. Mastellon was responsible for the development of a custom mad evaluation rating system module, Work items included the developmeat of user requirements, database design, system design, system testing, application installat/on, user ffainin~, and user documentation. (4/02 - 4/03) ~ lslnnd Rail Road. Rn~neerin2 DeDarlmanL System Analyst - 1Vh'. MasteHon was respons~le for the development of a custom MecbsniT~:l Reporting System for the Track Division. Work items included the development of user requiremcutib database design, system testing, applicalian installatioll~ user trtgning, and user documentation. (6/01 - 6/02) I.~?? l.~lsnd Raj] Road. b/liS De~LrtalellL Fil~. Systems ~-nnlvst -- Mr. bAastel]on was responsible for implementing FileNET imaging to new depa~anants. Work items included needs as.se.ssmcut, project timeline, workflow nnslysis, system re~ents, desi~l and implementation. (5/01 - 9/02) TQWII Qf Oyster Bay D6oa.nm~.m of Internovernmental Affa~. Comouter Sure,orr. Project t - Mr. MasteHon was responsible for overseeing network support and pro~min~ I~'Vi~ roqll~d by the Departme~lL These $erv/ce~ included PC installations, PC upgrades, PC m~ves, design and impleracutation of Intranet system used by all partner agencies, mainte~mce of existing software applications, and the mninte, Dallc, O of state regulated ~-porting require~nts. (4~8 - 2/00) B.A. / Mathemati~ / State University of New York et Oswego / 1993 Cex~ficate in Project Management and Implementation (CPMI) / Hofstm University / 1/1/2003 Cetiified Scrttm Master (ScmmAll/ance) / Danube / 12/3/2009 Integrated Spatial Data System (ISDS), .4 F~ork Management Solution. With Ray Ehnore. Presented at the 2002 CADD/GIS Symposium Conferance (San Antonio, TX, 2002) M~ Elizabeth A. Neville Dat~ lanuary 29, 2010 Page: 34 IVeb Based GIS Application Helps Unemployed Families. ?rezented at the 2003 Annual Geographio Information System/Special Interest Owup (GIS/SIG) Spatial/Digital Mapping Conferenca (Rochester, NY, 2003) New York City Housing and Neighborhood Information System. Presented at the 2003 Annual New York State Geographic Information System (GIS) Conference (Albany, NY, 2003) Interactive Bathing Beach Advisory gYebsite. Presented at the 2007 Annual New York State Geographic Information System (GIS) Conference (Syracuse, NY 2007) 3-1-I and 2-1-1 Systems, Discover the Benefits and How it Impacts Your Organization. Prasenaxl at the 2006 1a Annual Long Island Government Technology Expo (Long Island, NY 2006) 3-1-1 and 2-1-1 Systems, ,4 Ca~e Study for the Town of Brookhave~ Presented at the 2007 2ua Annual Long Island Govenzment Technology Expo (Long Islaad, NY 2007) Improved Efficiencies in Government using G1S & GPS Technologies. Presented at the 2008 Anaual New York State Geographic Information Systems (OIS) Conference (Albany, NY 2008) Spatial Real Property and.4ssessrnent Information Systems. Pre~ented with Girk C. ak'mnlr Presented at the 2009 Spring NEARC Conference (MA, 2009) Mr. Messiana is a member of Bowne's Analysis Cfr·up. In this role he meets with customers, provides design and consttltinE services, and develops application interface~ and programming specifications. He is proficient in C++, Visual Basic, Java and SQL. As a Progrsmmer Analyst, Mr. Measiana is respous~le for consulting, programming, and related inforlnetion systems. ' Development * C, C++, Java, SQL, Visual Basic, Visual Basic.Net GISEnvironment · ArcOlS Suite (ArcView, ArcF_Ai~or, Arclnfo,t AreCatalog) 3.x, 8.x, 9.x · AutoDesk Suite RDBMS · Oracle ii, 9i, 10g · SQL Server 2000 · Miorosofl Acceas Hosting Environments * Apach~ · MicrosoR HS · iPlanet Ms. Elizabeth A. Neville Date: January 29, 2010 Pagc: 35 Operating Systems · Micwsofl Windows 2000/Xp Structured Analysis/Design · Microsoft Vlsi· · Visual Studio .NET · Rapid SQL · Oraele SQL Developer ....... Office Automation · Microsoft Office Suite, including Project · R0beHelp New Ye06 (~iW DolTT, Citvwide Slrect Centerline (CSCL) Phase H. Lead Analyst - Mr. Me~inns worked on the design and development of the data model and developed bus/ness rules for data conversion and m/graf/on. Mr. Messiena also pwvided subject matter expertise to the Phase H data migration team and was the transition person between the Phase II project and the Phase IH application development team. This work was done as pa~ of a subcontract to Hewlett-Packard. (10/07 - 3/O9) New York City DoITT. CSCL Phase HL Lead .~nslvst - Mr. Messiana lead a team of sn.lysts to develop a set of requirements for the Street Centerline Maintenance application. He produced the dedgn documentation used to develop the maintenance application end performed iterative testln__g for each build of the application. Mr. Messiaus provided Phase H knowledge transfer for all Phase IH personnel and conducted end user training ~ for DCP and DEITY pe~,onneL (1/08 - Present) New York City l~°~rs,~mie Develo,~m~t Cow·ration. Pronertv Information Awlicafion. Pwiect Menaeer- The project was to create a web based/3IS Application known as "Property Info" using ARCIMS and Microsoft .NET, The application allows Cfly-wide us·rs to access property das~,il,~ions and tax information, zoning, economic cmpowennent zones, oemus data and more. My responsibilities included developing functional requirem~ts, application design, overseeing the application dev~opment, testing and user ~rslnln5. (4~ - 2/07) Fire Dena~unent New York. ECTP. Amflv'st - As part of the City's Emergency Communications Transformation Project, Mr. Me,ss/~m* l~ovides database design and implementation services. The environment is ArcOlS 9.1 and ArcSDF,/Oracle. This work is being done as part of a subcontract to Hewlett-Packard. (4/05 - 11/07) Suffolk County Tax Man Ih'·ioof. Proiect Menauar - Tho project involved the development of an ESPA ge·database data model for the migration of the county's 4000+ digital tax m~ps f~m a MioroSmtion CAD format to an RSPA environment. A Pilot area was convet~ed into the data model and tested for accuracy. All of the County's tax maps were converted from NAD27 to NAD83 projection~ A tax map maintenance apl)I/cation including version control and custom tools will be developed as an ArcGIS desktop application. As part of the project 2 web based tax map viewer applications will be designed end developed using ArcGIS Server. User walnlng and docnmenta~ion will be provided. The p~ject has a 15 month lifecycle. (11/06 - Present) ~ Elizabeth A. Nem'lle Date: Sammy 29, 2010 Governors Island Preservation and Education Comoration CGIPEC~. Facilities Menenemgnt (}IS Datebase Develo_~t. Analyst - Mr. Messiana did a high level design document for a GIS viewer to be used for QA. This work is bring done as a subconsul~mt to Tura~ Construction Coat, ny. (9/06- 10/07) New York Ciw Depam~em of Finance. Analyst - Mr. Me~iana has developed the specifications end interface for a web based QA/QC application that DOF has used to xeview tax mSns erest~i as part of the project to Digitize Surveyor Tax Maps. In addition, Mr. Messiena worked on DOF's long term ESRI mn/ntt~nnn¢O isglles, client liaison, and prime contract coordination. This work was done ns par~ of a subconlract to BenringPoint (4/05 - 3/08) Town of Oyster Bay, ~ Standardization, Analyst - Mr. Messiena wrote the RFP for the Town for a COTS building and permi~n~ system. He performed evaluations of vendor proposals and assisted the Town in the decision making process and contract negotiations. Mr. Messiena will also assist in the impleme-,tefion ofthe selected system. (2/06- 1/07) New York City Economic Develotrment Coroorafiom Prot~rtv Information Atmlicafiom Prelect Manener- The pwject w~s to cres~ a web based GIS Application known as "Prope~y Info" nsing ARCIMS and Microsoft .NET. The application allows City-wide users to access pwper~y descriptions and tax infomaation, zoning, economic empowerment zones, census date and more. My r~ponsibilities included developing fimctional requirements, application design, overseeing the application development, testing and user tfnining, (4406 - ~t07) Nassau County Deoarlmant of Real Estate Plnnninlt and Develooment. Proiect Mnnnger - Mi'. Mesaiann is the Project Manager and was responsible for designing the application. Bovnm created a web based OIS application, developed for the County's WebSphere environment, which {racks all county owned propexlies. This consolidates all information per~inlng to structures colmmined on County owned tnupe, ies. Data from multiple County agencies such as DPW, BuildinS; Parks, and As__~_?_,-_nent, am available in one application with the abiliiy to edR and update records. (6/04 - Westohester County D~oarimcat of Informa~on Technoloaw. Web Ma~nin~ Aoplications. Lead Analvst/ Proiect Mtmager - As pa~ of the Mapping Westch~ster County project, Mr. Messlsnn was responsible for the design of a single viewer that consolidated four (4) legacy public web sites that the County used to deploy OIS eonteat. This ~equired func6onality cha~as, rasp services ehnnSes, symbology and interface eh~mges and result in a more efficient, 8{lx'mmlined inte~net OlS presence for ~e County Cntte://giswww.wel~chesteintov.com/westchester/emao/wcl.htm}. As Project Manager, Mr. Mesalana was responsible for the creation of a (lIS based application for the ~eat of Consumer Protection to provide locations and mapping of gas stations by lowest price and distance. (! 1/05 - 3/06) Suffolk County Office of Consumer Affairs, Web Amffication. Prom-ammer/Analvst - Mr. Mcsslana was a Programmer/Analyst on thi~ project, wher~ Bowne built an enterprise Intnmet ~pelication that combines fimc6onality previously contained in over 25 various npplications into one ~ingle Oracle database. Bowne converted dnla cov~ined/n over 75 dntabase tables and developed over 25 Data Tnmsformation Service (DTS) Packages Within SQL Server to conve~, clean and standardize the Mz. Elizabeth A. Neville Dat~: January 29, 2010 Paget 37 data sources. The application, currently used by the Licansing bureau, Complaint burcau, and Weight and Measures bureau, has resulted in improved depa~nent communications, increased reporting capabilities and decreased overall workflow inefficiencies. Mr. Messlana was responsible for testing and documentation on this project. (5/05 - 6/07) Village of Freenort Enterorise OIS. Lead Analyst - ~e a~st~ ~e Village of F~ ~& ~pl~m~ a vfl~e-wide GIS. ~. M~ '~ ~s~ible ~r ~ ~c ~t~ ~on~, ~n~g d~t-~de ~ ~S ~ow a~l~ ~ p~ n ~ of ~omm~fion. In ~on, ~ d~ ~e GIS ~ ~ ~ ~e web-~ Ho~ s~ ~r &e OIS ~ew~. (11/03 - 5/05) Village of Lvnbrook. (3IS Needs Assessment. Project Msns,~er- Bowne worked with the Village of Lynbrook, NY, to develop a GIS User Needs Assessmant 0_INA). Mr. MesslsnA led the Bowne tem~ as a (3IS Analyst~ ~ondu~llg tho UNA related ~xveys, interviews and writin8 the technical rsport that includes a conceptual design and implementation pla~ (6/05 - 2/06) Plainview Water District. GIS. Proiect Mananer - Bowne designed and implemented the Depatlmant's first GIS application - an inlrenet viewer which consolidated Nassau County GIS data with tho Water Dist~ct's water manngement system. (9/05 - 3/06) Plainview Water Dislrict. Office Automation Study. Lead Analyst- Bowne assisted the Plainview Water Disl~ict with a Workflow and Document Management Assessment. Mr. Messiana wrote the interview questionnaire and conducted deportmantal interviews. In addition, he conducted a workflow analysis for the depm~cment and produced a report of l~Omm~tioB5 Rlld implementation plan dolivered to SARA. (10/04 - 8/05) Nassau County Densm~ent of Assessment. Cadastral Matmin~ Proiect, Lead Analyst - Mr. Messiana is part of the County's GIS consultant team to provide a complete program of contraot oversight and quality comml of the tax mapping compilation contractor. Work itmns included: (3/03 - Present) · Nesda and workflow*~lysis SoRware deaign and implementation · Conduct group and individual training smnlnnr~ for custom software · Provide written software documentation · Checking end appwving vendor claims for payment for accepted work · Integrating digitized AutoCAD drewl-? into ARCANFO end SDE De-~/gn of the ~ent's intemet-based Land Records Viewer Westehester County plannino Deoarlment. Real ProoetW Search A~licalion. Analyst - The County requested a desktop application that it could distribute te each local municipality for parcel lookup and spatial proximity searching. Used primarily for notification proposes, this application hnd to be developed by Bowne in Visual Basic .Net with ESRI's Arol~.n~e and a personal geodatabase. (7/04 - 7/05) M~ ~iznbe~ A. N~ille Dat~ ~fnnuaty 29, 2010 Page: 38 New York Ciw Housinn and Neinhborhood Information System fNYCHANIS), Annl~st - Bowne developed the New York City Housing and Neighborhood Information System (NYCHANIS) for New York University's Furman Center for Real Estate and Urban Policy and the New York City Depaffment of Housing Preservation and Development (HPD). Funded by file Technology Opportunities Program (TOP) of tile US Depatlment of Commerce and ~ants from several banks and foundations in New York City, the system is based upon the data lm~ented in the Center's State of New York City's Housing and N~hhorhooda annual reports. Mr. Mes~iana was respondble for writing a comprehensive test plan for web-based applications and for executing the test plan. (3/03 - I2/03) Town of Oyster Bay Deanrtment of p]snnln~ alld DovololymenL Reotlirement~ alld Rec¢,ihi~endation Study, Annlvst - Mr. Messiena was respoos/ble for writing the interview questionnaire, conducting depanmentsl interviews, performin! woddlow analysis and producing a report of recommendations for a new comm~/~'~ia] off-tho=shelf plnnning aad Development $yste~n. He will oversee thc implementation project of the selected system. (5/04 - 2/05) Town of Riverhead. (3IS Needs Aase~menL Analyst- Bowne assisted the Town of Rive~hesd with implementing a village-wide (]IS. Mr. Meesiana was responsible for writin~ the interview question,,~'e, ¢onduc~ department-wide interviews, perfo~mlns worldlow ~n*!ysis and producing a report of recommendation. (9/05 - 3/06) Suffolk County Canmai~,n Financa Board. Web-Based Filing. Amdvst - Mr. Messiana wrote the web-based Help system for the application andwrote a comprcheus/vetest plan. (8/03- 2/05) Towa of Babylon Dep~i,,,ent of General Services, (lis lmn|enl~ltafion. Lead Annlvst - Bowne worked with the Town of Babylon, NY, ~o develop a village-wide (}IS User Needs Assessment (UNA). Mr. Mesalana was responsible for writing the interview questio,~nlre, conch~ting UNA surveys, perfoymlng workflow analysis and producing a report of recommendation. In addition, he designed the (}IS viewer and wrote the Web-besed Help system for the GIS viewer. (3/04 - 6/06) Town of l~astabestcr Lake Isle Computerized Maintennnce S?$tem. Annlvst - Mr. Mes-~i~oa was responsl~ole for progrnmm!og additional features for an updated version of a Visual Basic application. (2/05-2/06) Certificate in Computer Science / Hofstra University / 2002 ~ one-year, $20-hour program, the equivalent of an undergraduate degree in computer science M.A. / Cognitive Psychology / The New School for Social Research / 1976 B.A. / Developmental and Cognitive Psychology / State University of New York / 1973 Certificate in Project Management / Hofstra Univea'sity / 2004 Completed ESRI online cou~ae Learning AxcGIS 8, part 1 / 2004 Concepts of Computer Progrnmmin~ using Java / Suffolk Community College / 2002 lv~ Elizabeth A, Neville Dnte: January 2~, 2010 Page: 39 CH- Pwgrammin8 1 and 2 / New York Institute of Technology / 2000 Nassau County GI~, Assessment and IT- A Perfect Fit. Presented at the 2005 New York State Geographic Infonnat/on Systems Co--ce (2005). Mr. Jones/s an experienced (}IS professional who spent 47 years with Nassau County, most notably as GIS Coordhator. He/s a member of the New York GIS Coordinatin8 Body - Chairman of Local Government Advisory Committee and Chairman of tho Nassau County GIS Users Croup. Na~au County OIS - Mr. Jones/s involved in efforts to de~ign and implemmt the Ns~n County Geograph/c Informal/on System. Responsibil/t/es included project manag~nent, budgeting, and coordlnn~ion of team members. Techn/cal responsibilities included: project dmemilion; development of a User Needs Assessmeat; des/gn and implem~mtafion of an/nterim basemap; conceptual desiin; /~sislauce /n /he preparation of spec/ficafio~s for aerial photography, phoWgmmmetric compilation and system acquisition; and preparation of pwject newsletters. Pwducts used include Oracle ?.x, ESRI's Spatial Database Engine (SDE) product, Windows NT and HP/UX, and HSRI's AwView product. The project also included the des/in and implementation of au Inmmet-based Help Desk, which included facilities for ob~inin$ system information and pos/ng queries and questions to the GIS suppon group. (10/09 - Preseat) Nassau County. NY. GIS Coordinator 1~0-2009 Mr. Jones ~ved N~s~u County as the Geographic Information Systems (GIS) Coordinator. His technical responsibilities/ncluded: project definition; development of a User Needs Assessment; design and implementation of an intea/m basemap; conceptual design; ass/stance/n the p~u-ation of specificat/ons for aerial photography, photogrammetric compilation and system acquisition; and preparation of project newsletters. Products used included Oracle 7.x, ESRI's Spatial da_~base H~te (SDE) la'eject, W/ndows NT and HP/UX, and ESRI's ArcView product. The project also included lhe design and implementation of an Inmmet-based Help Deak, which included faciliti~ for ob~slni,~E system information and posing queries and questions lo the (lis support group. During his tenure, he represented Nassau County on the follow/ng im?orlant commitleos: Member of NYS GIS Coordinating Body - Cha/rman of Local Govea'nment Advisory · Prior Member NYS Temporary GIS Cooydinsthag Council · SARA (State Awh/ves and Records Adminintration) o Member, LGRAC (Local Governmen~ Records Advisory Council) · LORAC/COIT (Committee on Technology )- Chairman · Exe~ti~ve Committee- memb~ M~ Elizabeth A. Ney/lie Date: ~anuaty 29, 2010 · Ornnts Committee - member · Program Development Committee- member · Regional Advisory Commi~ee #10 (RAC) - tuber LGRAC member · ~de County Wnte~ Authority Demonstration Project for the Development of GIS plnnnin~ & lmplememation Guidelines for State & Local Governments- Steering Comm{t~ · Member of the Governor's Tn~k Fowe on Information Resource Management, Geographic Information Systems o Coordi. A~ng Body o Local Government Advisory Group -ChairmAn o Legal Work Group o Fi.n-ting Work Group o O~hophotography Work Group · Member of Governor's Task Force on Information Resource Management - (3IS Standing Committee fommlation · Member of New York State Local Side Advisory Telecomm~mic~fions pln~mlng ~mmi~ · Member Center for Technology in Government (CTG)/NYS /3IS Cooperative Project Metadnta commlt~ee · Member of National Acade~ny of Scie~.es, Mnpping ~ience Con-gnit~ee and the Federal {~eo~raphi¢ Dat~ Commllte~ (FGDC) worl~hop for develop/nE the future agenda for the Nat/onal Spatial Data I~frastnt~e (NSDI) · Member South Shore Estuary GIS Teclmical Committee A. Hollv Patten~n Gegatric Cent~, Administrator 1980-1990 Mr. Jone~ was responsible for implementation of 50 computer systems/capital projects. Nassau CounW, NY. Director of Data proce~in~ 1970-1980 Mr. Jones served as Director of Data Processing for Nassau County. He supervised a staff of 175 employees, and 400 data entry operators, serving 55 County departments. M.B.A / Busines8 Administration Undergraduate majors include: Mathematics, Psychology and Education Certified Data Processor (CDP) / Data Processing Management Association Over 900 Hours of computer-related education Who's Who World Wkie (Member) URISA 1993 Project Showcase winne~ Best Display- Fast Tracking GIS Implementation Ms. 1~ ~-~beth A. Neville Date: Samlary 29, 2010 Pa~: 41 Nassau County OlS Users Cn'oup (C'hslrmsn) Long Island GIS Users Group (Past C.~irmsn and Steeri~ Committee Member) Urban and Regional Information Systems Association (URISA) Special Interest ~roup on Integral~l Systems (Past ~-~) Gove~or's Task Force on Information Resource Managomeot, GIS (Member) Cool~din~ting Body Local C. vovemment Advisory Group (Chairman) · Legal Work Crroup · Fi~cing Work Group · Orthophotography Work Group Governor's Task Foro~ on Information Resource Management- GIS Slanding Committee formulation New York State Local Side Advisory Telecommunications pIAnnin$ Committee (IV[ember) New York State County Data Procezsing Directors (Past Pre, idem) New York Slate Temporary (}IS Coordlnatln~o Council 0bier Member) Center for Technology in Government / ~ (tis Cooperative Project Mei~dsta Commlitoo (Member) National Academy of Sciences, Mapping Science Commitlce and the Federal Geographic Data Committeo 07(iDC) worlc~hop for developing the future aseoda for the National Spatial Data Infrnsm~ (NSDI) (Memt,~r) South Shore Estuary (}IS Technical Commilteo ('l~ember) State Arohive$ and Records Admlni~cation (SARA) * Local Oov~m~ent Records Advisory Council (Member) · Exec~iv¢ Coromlt~o (Member) · C~nte CommiRee (Member) · Program Development Committee (Member) · Regional Advisory Committee #10 RAC (Member) · ~ County Water Authority Demonstration Project for the Development of (iIS Planning & hnplementafiun C-uidolines for State & Local Governments stee~ng committee Lecturer and publishor of numerous articles relating to (}IS dcvclopment RECORDS MANAGEMENT NEEDS ASSESSMENT: CONSULTANT'S FINDINGS AND RECOMMENDATIONS Prepared for The Town of Southold, New York By William Saffady January 23, 2009 TABLE OF CONTENTS 1 Purpose of this Report ................................................................................................... 1 Departmental Recordkeeping Practices ......................................................................... I 2.1 Board of Assessors ................................................................................................ 2 2.2 Building Department .............................................................................................. 3 2.2.1 Historic Preservation .................................................................................. 4 2.2.2 Code Enforcement ..................................................................................... 5 2.3 Land Preservation ................................................................................................. 5 2.4 Planning Depamnent ............................................................................................ 6 2.5 Board of Town Trustees ........................................................................................ 6 2.6 Zoning Board of Appeals ...................................................................................... 7 2.7 Other Depadments ................................................................................................ 8 2.8 LascrFiche Implementation .................................................................................. 9 Analysis ................................................................................................................. 10 3.1 Exchange of Information Among Town Departments ........................................ 10 3.2 Lack of Coordinated Recordkeeping ................................................................... 13 3.3 Undemtilization of Computer Technology ......................................................... 14 4 Recommendations for Improvement ............................................................................ 15 4.1 Basic Concept ..................................................................................................... 17 4.2 Anticipated Benefits ............................................................................................. 18 4.3 Implementation Strategy ..................................................................................... 19 4.4 Implementation Method ...................................................................................... 19 4.5 Project Budget ..................................................................................................... 20 4.5.1 Computer Soflavare ................................................................................. 20 4.5.2 Database Creation ................................................................................... 21 4.5.3 Project Supervision ................................................................................. 23 4.5.4 Computer Hardware ................................................................................ 24 4.6 Implementation Timetable .................................................................................. 24 5 Record Retention Considerations ................................................................................ 25 5.1 Regulations for Electronic Records .................................................................... 25 5.2 Relationship to Property Record Cards ................................................................ 26 APPENDIXES A: Companies that Offer Property Information Software ........................................... 27 B: DraI~ Request for Quotations for a Property Information System ......................... 30 I PURPOSE OF THIS REPORT This report presents findings and recommendations regarding recordkeeping practices and requirements in the Town of Southold. The report is the outcome of a needs assessment funded by the New York State Archives through a grant from the Local Government Records Management Improvement Fund (LGRMIF). The needs assessment, which began in September 2008, focused on the Town's property-related records. Specifically, the assessment surveyed and analyzed practices and requirements for creation, storage, retrieval, and distribution of property-related information in the following departments of Town government (listed alphabetically): · Board of Assessors · Board of Town Trustees · Building Department (including historic preservation and code enforcement) · Land Preservation · Planning Department · Zoning Board of Appeals The opening sections of this report describe business processes and recordkeeping practices in each of the above governmental units, followed by a review of limitations of the existing processes and practices. The remainder of the report presents specific recommendations for improvement of these processes and practices where warranted. When the New York State Archives provides grant funding for a needs assessment, it anticipates that the recipient may submit a follow-on application for further grant support to implement the assessment's recommendations. In the context of specific recommendations, this report identifies records management initiatives that may qualify for such support. 2 DEPARTMENTAL RECORDKEEPING PRACTICES The following descriptions of the Town's recordkeeping practices are based on interviews with knowledgeable employees in the departments listed above and in other Town depaxhnents---including the Town Attorney, Town Engineer, Receiver of Taxes, and Department of Public Works~that utilize property information created and maintained by those departments. A total of 16 interviews were conducted for this project. Some interviews involved multiple participants and/or multiple government operations. The interviews identified the types of property records maintained by each department, discussed the government operations that the records support, and examined the manner and circumstances in which the records are stored, retrieved, and used. A written summary was prepared for each interview and submitted to the participants to review for correctness and completeness. Descriptions presented in the following sections are based on the written summaries and comments received from Town employees. It is important to note that this report is limited to recordkeeping practices associated with property-related information created and maintained by the Town departments listed above. It does not provide a complete description of all work functions and responsibilities of the departments studied nor does it address recordkeeping requirements in other units of Town government. 2.1 Board of Assessors The Board of Assessors is responsible for determining the fair value of real property in the Town of Southold, which had 18,389 parcels at the time this report was prepared. Of these, approximately 72 percent are developed residential properties. Approximately 15 percent are vacant residential lots. The remaining parcels are commercial properties, public properties, agricultural properties (farms and wineries), and exempt parcels. Subdivision activity increases the number of parcels by an undetermined amount each year. Assessment activity is prompted by new cons~uction, the improvement or subdivision of property, or other events. The Board of Assessors also performs various other business operations, including: · Recording property transfers · Processing applications for tax exemptions · Apportioning special assessments · Apportioning assessments for subdivided properties · Preparing assessment rolls, on which the Town's tax rolls are based · Preparing annual reports, County reports, and other documents · Handling information requests from title searchers, appraisers, real estate agents, attorneys, mortgage lenders, prospective home buyers, and others · Handling appeals and grievances · Maintaining and updating the Town's official tax maps · Maintaining records to support the above activities The Board of Assessors has a staff of 3.$ employees, including three assessors. All employees are located in one office in the Town Hall. The business process for property transfers is similar to that in other towns. Deeds are downloaded from Suffolk County. Information about each property transfer is entered into the Real Property System (RPS) from the New York State Office of Real Property Services (ORPS) and entered manually on property record cards. Deeds are scanned into the Town's LaserFiche system. Tax maps are leased from the County, which provides annual updates. A paper copy of the tax roll is available to the public. The Board of Assessors also provides public access to the RPS database, which resides on a server operated by the Town's Data Processing Department. The Board of Assessors maintains a property record card for each parcel of land within the Town. These cards measure 8.5 by 11 inches in size. They contain information on both front and back. The cards, which are filed by tax map number, provide a descriptive inventory of each property, including a sketch and, for some properties, a photograph. Property record cards are updated when ownership ora property changes, when a building permit is issued, when construction is completed, when a complaint about an assessment is received, when an improvement is discovered, or when other circumstances warrant. Some properties have more than one card. Property record cards contain the most detailed descriptive and historical information for parcels and structures. The Town's implementation of the RPS database provides online access to deed transactions for the preceding five years, but it contains a limited subset of information from property record cards. In particular, it lacks the descriptive inventory of property characteristics. The RPS database includes digital photographs for about five-pereant of Town properties. Approximately 10,600 Town properties, approximately 78 percent of the total, qualify for tax exemptions. In addition to basic and enhanced exemptions associated with New York State's School Tax Relief(STAR) program, the Town provides exemptions for seniors, veterans, agricultural property, clergy, volunteer firefighters and ambulance drivers, and disabled persons. Wholly exempt parcels include government buildings, churches, libraries, and fire district property. Exemptions are noted on property record cards and in the RPS database. Applications, supporting documentation, and other records relating to STAR and veterans exemptions are filed with property record cards. Records relating to other exemptions are filed separately by tax map number. 2.2 Building Department The Building Department processes applications for various types of permits, including building permits for residential and commercial property, sanitary permits, sign permits, tent permits, flood plain development permits, accessory apartment permits, and bed and breakfast permits. It also provides information to the public about building codes and zoning regulations. The Building Department staffconsists of I chief building inspector, 2 full-time building inspectors, 2 full-time plans,examiners, 2 full-time and 1 part-time clerical employees, and 1 part-time fire inspector. The business process for building permits is similar to that in other towns: The property owner submits application forms and supporting documentation, including plans, surveys, and contractor's insurance information. The application form must be accompanied by required approvals from the Board of Town Trustees, the Planning Board, State agencies, and County agencies. In some cases, the applicant requests a pre-submission meeting to discuss the required approvals and documentation. 4 The application is placed in a work queue awaiting depa~ huental review, which must be performed within 10 days of submission as required by the Town Code. Property record cards, deeds, and other records may be consulted to determine the pmperty's ownership, permit history, and other information. The Town's LaserFiche system is used to retrieve documents that have been scanned. The Town Engineer reviews all projects for drainage problems or other issues. · If a zoning variance is required, the building permit application is denied, and the applicant is referred to the Zoning Board of Appeals. · Applications for commercial construction are referred to the Architectural Review Committee. When an application is approved, a building permit is issued, and the application is referred to a building inspector. The property owner informs the Building Department when the site is ready for inspection. Field inspections are performed for the foundation, framing, plumbing, and other property characteristics. Inspection reports are prepared by hand in multiple copies. One copy is left at the inspection site. · When all inspections are completed and approvals obtained, a certificate of occupancy is issued. A file is opened when a building permit application is received. It includes the application and supporting documentation, including surveys and drawings. New documents are added to the file as inspections are performed or other matters arise. Records are scanned into the LnserFiche system when a file is closed--i.e., when a certificate of occupancy is issued or when an application is denied without any likelihood of being reopened. All closed permit application files from 1957 to the present have been scanned. The digital images are indexed by tax map number, the property owner's name, and permit number. Paper files are retained following scanning. They are sometimes consulted when a property owner wants to see an entire file. The Building Department uses a computer pwgram to track permit applications. The program, which runs on the Town's iSeries processor, is a Cobol application that was developed about 20 years ago. 2.2.1 Historic Preservation The Building Department is responsible for historic preservation. The Town has over 230 properties that are designated as local, state, or national historic landmarks. These properties have protected status that must be considered when applications for building permits and other types of permits are reviewed. One or two properties are added to the landmarks list each month. Files are maintained for recently designated landmarked properties, but some landmarked properties pre-date the filing system. Some landmark 5 files have been scanned. 2.2.2 Code Enforcement Until recently, code violations were handled by a separate office, but the Building Department is now responsible for all enforcements of the Town Code except for matters that are handled by the Police Department. If the Police Department encounters a code enforcement issue when visiting a property, it will refer it to the Building Department for investigation. A case file is opened when a complaint about a possible code violation is received. The Building Department investigates the matter and, if warranted, a notice of violation is issued. The property owner is instructed to inform the Building Department when the problem is resolved. Perhaps 30 or 40 cases are under investigation at any given time. A spreadsheet and work log are also maintained for tracking the status of complaints. 2.3 Land Preservation The Land Preservation Department is responsible for preservation of farmland and open space within the Town. A property owner who is interested in land preservation submits an application, which is reviewed by the Land Preservation Department and referred to the Land Preservation Committee. The property is appraised and an offer is made, subject to approval by the Town Board. If the purchase is approved, a contract is prepared, signed, and executed, following a public hearing. A title search is performed and, ultimately, a real estate closing is held. The Land Preservation Deparunent has a staff of two employees involved in land acquisiton~ The Department completes 10 to 15 transactions per year. It usually has a couple of dozen projects open at one time, but some of these may not result in a land acquisition. Members of the Land Preservation Committee are volunteers. A land stewardship committee meets occasionally. One employee in the Planning Department spends approximately 20 percent of his time planning for purchased property. A folder is opened for each project. It contains sub-files for various aspects of a project. Projects are identified by tax map number and name. Some documents are also stored electronically. The Land Preservation Department does not have any databases that were developed specifically for tracking land preservation projects. When a land acquisition transaction is completed, the Land Preservation Department assembles a separate file that contains copies of the most important documents, known as "baseline documents." These documents are scanned and made available to the public. The complete folders, which contain some confidential records, are not available to the public. 6 2.4 Planning Department The Planning DeInuhnent is responsible for standard and conservation subdivisions, re- subdivisions (lot-line adjustments), site plans, and other planning initiatives and activities for all residential and commercial developments within the Town limits. The Planning Department staff includes a diroctor, four full-time planners, and two full-time administrative support employees. The business process for review of subdivisions and site plans is similar to that in other towns: Application forms for approval of subdivisions or site plans are submitted by property owners, developers, or other parties. Typically, a subdivision or site plan is discussed with the property owner prior to submission of the application. Site plans and subdivisions require coordination between Town departments and external agencies at the state and county level. During the subdivision and site plan evaluation process, the Planning Depm'tment does extensive research, including consultation of records in multiple Town departments. Upon initial contact with a prospective applicant, a file is created for each subdivision or site plan. These files are arranged by tax map number. New documents are added to the file as the application review proceeds. The Planning Department uses a custom-developed Access database to track subdivision and site plan applications. It also uses Excel spreadsheets for tracking purposes. Files are scanned into the LaserFicbe system when the file is closed--i.e., when the application is approved. The Planning Depm'tment would like to scan documents at an earlier stage in the review process, but that has proven to be too complicated. The Depaxhnent does not have its own scanner. Subdivision applications can take three years to process, principally because of delays in obtaining approvals and permits from external agencies. Approval of site plans requires about six months, but it can take several years to build out the plan, during which time it is tracked by the Planning Department. Approved site plans expire in three years. 2.5 Board of Town Trustees The Board of Town Trustees, known simply as "the Trustees," regulates activities along the Town's shoreline and inland wetlands as defined in Chapter 275 of the Town Code. These activities include construction of new buildings, structural improvement to property, excavation and removal of vegetation, dredging, and construction of bulkheads, moorings, ramps, floats, duck blinds, and other stmcturas. The Board of Town Trustees has five elected members who meet twice monthly in addition to other working sessions. 7 The Trustees staffconsists of two full-time employees. The Board of Town Trustees receives applications and issues permits for various activities that come within its regulatory jurisdiction: A wedands permit is required for any activity, such as construction or plantings, within 100 feet of any wetland or surface waters in the Town. The wetlands permit is the most important type of permit issued by the Board of Town Trustees. It requires a field inspection and public hearing with published notices and notification to adjacent property owners. An emergency permit is an expedited wetlands permit. A Trustees Lands permit is required for moorings, docks, duck blinds, or other in- water structures. Certain Trustees Lands permits are subject to annual renewals. The Town does not issue new mooring permits. It only issues replacements for mooring permits that are not renewed. · A coastal erosion permit is required for any activity within the Town's Coastal Hazard Area, which covers the shoreline and designated near-shore areas. A property owner who applies for a permit from the Board of Town Trustees may also require permits issued by other agencies, such as the New York State Department of Environmental Conservation or the U.S. Army Corps of Engineers. A file is opened when a permit application is received. Files are arranged by tax map number. Files are kept in the Trustees office for five years after a permit is issued or denied. The Board of Town Trustees is not an appellate board. Denied applications for coastal erosion permits can be appealed to the Town Board. There is no Town appeal process for denied applications for wetlands permits and Trustees Lands permits. Property owners can file an Article 78 proceeding through the New York State Supreme Court. Closed permit application files are scanned into the LaserFiche system. These images are indexed by the applicant's surname and the tax map number. Because a permit is valid for four years, new documents may be added to a closed file. These documents are scanned upon receipt. An index card file, which pre-dates the LaserFiche implementation, links applicants' surnames to tax map numbers. The Board of Town Trustees does not maintain a database to track the progress of permit applications. 2.6 Zoning Board of Appeals The Zoning Board of Appeals (ZBA) receives, reviews and issues written decisions, after public hearings for area variances, sign and flood law variances, and special exceptions for commerce uses as well as for accessory apartments, bed and breakfasts, and winery events. The ZBA also interprets the Town's zoning code on an appeal of a building inspector permit or decision. Appeals may also be filed an aggreved landowner (neighbor) of any official's decision related to building, use, or occupancy of a structure. The ZBA office has one full-time employee and two part-time clerical employees. Most zoning variance applications begin with written disapprovals of a building permit application by the Building Department. In the case of Trustees permits, zoning variance applications can begin in the Trustees Office. Tmsteas permits are then reviewed by the building inspector if not already done so, for a written disapproval before applying at the ZBA. Only requests for special exceptions can be submitted directly to the ZBA. The business process for variance applications is similar to that in other towns: A property owner submits a variance application and supporting documentation when a building permit application is denied. The ZBA office performs a technical review to confirm that the building inspector has addressed all code areas. The applicant will be contacted for additional information as needed. Applications for some projects may require additional variances--for lot coverage, for example. The application is calendared for a public hearing, surrounding property owners are notified, and a notice of the hearing is published. If the application is approved, a building permit can be issued. A file is opened when an application is received and a ZBA case number is assigned. A new file is created for each case. Multiple cases for a given property are not consolidated. An index card file permits retrieval of case files by tax map number. Since 2000, the index is also maintained by a custom-developed Access database, but the ZBA office continues to update its index card file. Active case files am kept in the ZBA office. When a case is closed, the file is scanned into LaserFicbe. Index cards are also updated and scanned into LaserFiche. 2.7 Other Departments To obtain a complete picture oftbe Town's business practice and requirements for property-related records, additional interviews were conducted with other departments of Town government: The Town Engineer is responsible for,storm water management and drainage issues. The Engineer also develops bid packages for public works projects, works with consultants and contractors, and performs reviews for and provides engineering-related advice to all Town departments and boards. The Department of Public Works is responsible for maintenance and repair of all buildings and property owned by the Town, including parks and recreational land. It develops maintenance and repair plans for Town facilities and generates work orders accordingly. It also generates work orders for repairs or maintenance operations---such as replacement of light buibs--that are requested by Town depattments. The Receiver of Taxes, an elected official, is responsible for collection of real property taxes. Bills for Town, School, and County taxes are sent to property owners in December of each year. They are payable in two installments. The Receiver of Taxes uses tax collection soiY~vare from Business Automation Services (BAS), which also supplies software for the Town Clerk's applications. The Town Attorney's Office represents the Town in all legal matters and provides legal advice about government business, including property-related issues, to Town departments and officials. The Town's GIS implementation is based on MapInfo's product line. The GIS database includes tax maps, zoning, and other information. For example, protected lands are coded within tax maps. As a planning and land-use tool, the GIS database also includes build-out information, which helps determine the number and locations of additional units that can be built within the Town. The GIS database's principal users are the planning Department and Land Preservation Depamuent. The Building Department is an occasional user. 2.8 LaserFiehe Implementation LaserFiche is the Town's digital imaging platform. Acquired from General Code, it runs on a Windows server that is operated by the Town's Data Processing Depathnent. While evaluation oftbe LaserFiche installation is outside the scope of this needs assessment, any proposed changes to the Town's business processes and recordkeeping practices must ultimately interact with LaserFiche, which is the Town's online repository for property-related documents. The Town is currently using LaserFiche v. 7.2, which is the latest version that General Code recommends to its customers. The Town may upgrade to LaserFiche v. 8 when General Code recommends it. The Town has acquired but not yet implemented the LaserFiche Weblink component, which can make documents available through the Interact. The LaserFiche operation has scanned all Building Department permit files, Planning Depas~ent subdivision and site plan files, ZBA case files, Land Preservation files, and Trustees permit files. New files are being scanned on an ongoing basis as they are closed. The Town is in the process of scanning deeds maintained by the Assessor as well as Justice Court case files. The Town may expand its scanning operation to include the Police Depa~h~xent, assuming that security concerns can be addressed. The Town's LaserFiche installation is equipped with four scanning stations, including a book scanner and a large format scanner that is used for surveys, plans, and other large documents. The Town also owns a Kodak ArchivaWriter. Office documents are 10 scanned at 200 dots per inch. Drawings are scanned at 150 dots per inch to achieve a reasonable image size. Most images are stored in the TIF format. Images of drawings are sometimes stored in the JPG format if the drawing is in color or if it poses problems that render the TIF format unsuitable. The LaserFiche Snapshot module is used to convert word processing files to TIF images, thereby eliminating the need to scan them. The Land Preservation depmhnent, for example, submits its meeting minutes as word processing files for inclusion in the LaserFiche repository. Within the LaserFiche repository, each Town department has its own folder, which is subdivided, in most cases, by year. Each department has its own indexing template. All departmental files are indexed by tax map number, but other indexing parameters vary from depashnent to department. The Building Department's permit files, for example, are indexed by tax map number, permit number, street address, and hamlet. The LaserFicbe retrieval client is loaded on every personal computer. Each set of department files has a retrieval template. 3 ANALYSIS The Town departments covered by this needs assessment are effectively administered. Managerial and support personnel in each department are highly capable and work very hard to provide excellent service to the public. As the preceding discussion indicates, the missions and business operations of Town departments covered by this needs assessment are closely related. All of the departments deal with property-related matters: the ownership and valuation of property, subdivision of parcels, construction of new buildings or the modification of existing structures, compliance with zoning and other restrictions on the use of property, and so on. The Town's property-related business processes are well developed, reasonably streamlined within limitations imposed by labor-intensive file handling and retrieval operations, and well understood by Town employees. They accom4~lish the tasks for which they were originally developed, but they have several significant limitations that adversely impact the Town's mission and daily operations. Specifically, the existing business processes operate in isolation, without coordinated recordkeeping or integration of property-related information resources. Certain business operations that are now performed manually should be computerized, and some older or limited-purpose computer programs should be replaced by commercially available software designed specifically to manage property information. These points are explained in the following sections. 3.1 Exchange of Information Among Town Departments The property-related business operations covered by this needs assessment are information-dependent. To provide effective public service, Town employees require 11 convenient access to reliable information about current and historical real-estate transfers, reassessment actions, permit applications, field inspections, zoning complaints, planning determinations, and other property-related activities. The departments covered by this needs assessment create, receive, maintain, and consult various documents and other records for that purpose. The departments covered by this study are also information-interdependent. While each department relies principally on the records it creates and maintains, successful completion of property-related business operations requires access to certain information held by other depadments. For example: The Board of Assessors' property record cards, which contain the most complete descriptions of the Town's real property, are an essential resource for many business processes. The Building Department consults the cards for every permit application. The Planning Department consults the cards to verify ownership and determine previous subdivision activity or other planning involvement for every subdivision or site plan application. The Board of Assessor's records are also consulted to identify owners of adjacent properties in order to notify them of public hearings. · To perform its work, the Board of Assessors needs information about building permits and certificates of occupancy issued by the Building Department. The Building Department and Board of Town Trustees consult each other's records on a daily basis. The Building Department needs to know what permits and violations the Trustees have issued. For certain projects, a wetlands permit is a precondition for issuance of a building permit. The Building Department interacts with the Planning Depamnent on a daily basis. Planning Board approval is a precondition for submission of a building permit application. A property owner starts out with the Building Department, which refers the applicant to the Plapning Board as required. Applications for use determinations are referred to the Planning Department for review and comment. The site plan process and some lot line changes begin with the Building Depa~hnent, which determines whether a site plan is required as a precondition for a building permit. When reviewing a subdivision or site plan application, the Planning Depattment needs to know the building permit history for a given property. It also needs to know whether any applications for building permits are currently under review. The Building Department and Planning Depa~hs,cnt consult with the Zoning Board of Appeals regarding variance applications, the zoning history for a given property, questions about denials of variance applications, and other matters. · The Planning Department and Board of Town Trustees interact on a regular basis. The Planning Department needs to know what permits and violations the Trustees 12 have issued for a given property. The Planning Department also consults with the Trustees staff for verification of wetland lines on subdivision and site plan maps. The coordinator for the Local Waterfront Revitalization Program (LWRP) is based in the Planning Department. LWRP applications are received by the Board of Town Trustees and sent to the coordinator for review. The Trustees staff initiates inspections at the Planning Board's request. The Planning Department and Land Preservation unit regularly exchange information and consult each other's files related to specific projects. The Planning Department, for example, needs to know whether parcels adjacent to a proposed subdivision or development site are protected. The Land Preservation Department consults the Planning Department's files for information about covenants and restrictions that apply to specific properties. Conservation subdivisions, in particular, require significant coordination of the two departments' activities. All Town departments need to be aware ofa pwperty's protected status when processing applications for building permits, wetlands permits, variances, or other matters that involve modification of landmarked properties. All Town departments need to be aware of a property's code enforcement history. If a property owner has a long history of code enforcement violations, the Building Department and Board of Town Trustees can withhold permit approvals until outstanding issues are resolved. If the Zoning Board of Appeals has access to a property's code enfomement history, it can make more informed decisions about variance applications. The Planning Department interacts with the Code Enforcement Officer to identify violations related to site plans. In some cases, a violation issued by the Code Enforcement Officer leads to a variance application. The Board of Town Trustees interacts with the Code Enforcement Officer, who performs some inspections for the Trustees, and with the Bay Constables, who handle violations and complaints. Bay Constables, who are based in the Police Department, may need to consult a property's permit history before issuing a violation. The Code Enforcement Officer can issue violations on an emergency basis if a Bay Constable is not available. The Zoning Board of Appeals must confirm that an applicant for a variance submitted the same map and supporting documentation to the Building Department and the ZBA. It must also determine whether a property is within speeifiad distances from water, agricultural property, or a town/village border. The Trustees staff consults with the Zoning Board of Appeals to determine whether a property owner has simultaneously applied for variances with both departments. A construction project on the top of the bluff, for example, requires a wetlands permit and a zoning variance. It is helpful for the Trustees to know 13 whether a variance application is pending for a given project. If it is, the applicant will be advised to wait until the variance is approved before applying for a Trustees permit. The Town Engineer interacts with the Building Dep~u'tment, Planning Department, and other governmental units regarding drainage issues, commercial projects, specifications for Town projects, and other matters. Applications for building permits, wetlands permits, or zoning variances may pose engineering issues related to access, drainage, and the constructability or feasibility of plans. The Engineer has extensive involvement with the Planning Department from the earliest stages of subdivision and site plan applications. These projects often involve significant engineering issues related to access, drainage, and feasibility, as well as attention to open space, easements, covenants and restrictions. The Engineer must consult records maintained by those departments. The Town Attorney is frequently asked to advise about or assist with property- related maters, such as code enforcement cases. Ifa violation is issued, the Town Attorney needs to have information about the property involved, previous code violations involving the property owner, and other aspects of the case. This information is obtained by consulting property record cards and other files. The Town Attorney's office also needs information about a property's permit and zoning variance history as well as pending permit and variance applications. 3.2 Lack of Coordinated Recordkeeping Despite the demonstrable need for frequent exchange of information about property- related matters, the Town has limited provisions for coordinated recordkeeping among departments. In particular: The Town's LaserFiche implementation, as previously described, provides online access to documents created by selected Town depa~h~lents. In this respect, the Town is more advanced in its information-sharing capabilities than some other local governments, but the LaserFiche implementation's scope is limited to closed files. Pending permit and variance applications are not included. These records are maintained in paper form in departmental office areas. The Building Department uses an aging Cobol program to track permit applications. That program was originally intended for use by other Town departments, including Planning and the Board of Town Trustees, but those depas'ttt~ents have not done so. Access databases have been developed for the Board of Town Trustees, Town Attorney, Planning Department, Code Enforcement Officer, Receiver of Taxes, and Zoning Board of Appeals, but these databases support specific business pmcasses in a single depa~h~ant. They are not accessible by other departments or 14 integrated with one another. As discussed above, property record cards maintained by the Board of Assessors are an essential resource for property-related business processes in all Town depat huents, but information from property record cards is not available online. All Town departments have online access to the Town's RPS implementation, but the RPS database does not replicate the complete contents of property record cards. The cards could be scanned, but that is not the best approach to online access. Property record cards are subject to regular and frequent changes--for example, when a building permit is issued or when an improvement to a given property is discovered.* 3.3 Underutilizaflon of Computer Technology While the Town's Data Processing Department is effectively administered, appropriately equipped, and well positioned to support the efficient management of property-related information, the business processes covered by this needs assessment rely heavily on manual procedures and paper-based recordkeeping methods that predate the widespread computerization of government operations. The principal concerns include but are not necessarily limited to the following: The Town does not have a unified database that supports property-related business processes by providing convenient desktop access to current and historical information about property ownership and valuations, pending permit applications, zoning complaints, subdivision of parcels, or other matters. Instead, property-related electronic records are created and maintained by different, incompatible sottware products that are limited in scope and operate in isolation. The Town does not utilize commercially available sottwure packages that are designed to simplify and expedite the evaluation of permit applications, inspection of property, resolution of zoning complaints, and other operations. The Building Department's aging permit tracking application is overdue for replacement. · With their reliance on manual recordkeeping and isolated computer applications, the Town's existing business processes and manual recordkeeping practices * Even so, scanning the property record cards does offer some benefits. It can be done quickly and at relatively low cost using equipment and software that the Town already owns. In any given year, changes are made to a small pementage of property record cards, and these could be rescanned on a regular basis. Because property record cards are updated by erasing and replacing information, historical information about parcels is lost. Scanning of property record cards would preserve this information and provide an audit trail of changes. 15 provide no foundation for future implementation of advanced property-related information management technologies, such as the integration of non-spatial land records with the Town's developing geographical information system. The existing business processes also inhibit the implementation of computer-based information services for the public, such as Interact access to information about pending permit applications, building inspections, or zoning variance applications. 4 RECOMMENDATIONS FOR IMPROVEMENT The departments covered by this study are involved in highly visible activities that are critical to the mission of Town government. Their business processes require significant contact with property owners, residents, developers, and others. While the limitations discussed in the preceding sections are not fatal to the Town's daily operations, they do have significant implications for public service and the public's perception of the efficiency and effectiveness of Town government. In particular: Time is wasted seeking information that should be quickly and conveniently available to Town employees. In order to obtain information to support specific business processes, Town employees must visit other dapa~iments. This requirement is inconvenient and time-consuming. Employees who need to consult property record card, for example, must go to the Board of Assessors office, remove the desired cards from the file, make copies, and return the cards to the file. The Board of Assessors is located in Town Hall. The Building Department, Planning Department, Land Preservation Department, Board of Town Trustees, and Zoning Board of Appeals are located in the Town Hall Annex. Similarly, several Town departments need to know about pending building permit applications and newly approved permits. A visit to the Building Department is required to consult these records. Employee productivity and job performance are correspondingly impaired, as Town employees must work harder and require more time to obtain the information needed for specific business purposes. Departmental workloads are heavy and increasing. The Board of Town Trustees, for example, receives over 285 applications per year for wetlands permits. The Zoning Board of Appeals processes 150 applications of all types per year. The Planning Department receives eight to 15 subdivision applications and 20 site plans per year. These activities require time-consuming technical reviews, published notices, notification to adjacent property owners, and public hearings, but Town departments have small staffs in relation to their demanding workloads. As previously noted, the Board of Town Trustees has two full-time employees. The Zoning Board of Appeals has just one full-time employee and two part-time clerical employees; in 2003, it had three full-time employees. The Planning Department, which conducts lengthy and detailed reviews of subdivision 16 applications and site plans, has a director and four full-time planners; it formerly had five full-time planners. Compared to other towns, the Building Department has a smaller number of inspectors in relation to the area covered. Some villages have more building inspectors. The Department's staffing is acceptable during an economic slowdown, when construction activity is reduced, but it is too small to accommodate an increased workload. The Town's commercial development has been steady and is expected to remain so, and a resurgence of building permit and subdivision applications is likely when the real estate market rebounds. The completion time for business processes, such as issuing building permits or resolving zoning complaints, is lengthened. In the absence of centralized repositories and conveniently accessible online databases, Town employees must consult multiple files to obtain needed information. Information about protected properties, for example, is scattered in several places. In the absence of information sharing, work can be duplicated. If it is known, for example, that the Planning Department conducted a right-of-way inspection, the ZBA would not need to order another inspection by the Town Engineer. Similarly, duplication of effort by building inspectors and the Code Enforcement Officer can be avoided. There is a risk of poor decision-making due to incomplete or inaccessible information. The Town Board of Trustees relies on the Building Depathnent to identify projects that must be referred to the Trustees before a building permit application can be submitted, but some propen'y owners have received building permits without indicating that a project involves wetlands. Building permits have been issued in error for properties that require a zoning variance or approval by the Board of Town Trustees. If the Zoning Board of Appeals had access to a property's code enfomement history, it could make more informed decisions about variance applications. Without convenient access to appropriate records, protected status may be overlooked when property owners submit applications for building permits, Trustees permits, or variances. The quality of public service rendered by Town departments is currently high and must be maintained at that level. Productivity-oriented improvements in business processes are required if the departments are to handle increased workloads and recordkeeping requirements without additional personnel. While procedural improvements may be possible, technological change is the most reliable method of improving labor productivity in both government and the private sector. To reduce effort and accommodate an increased workload within existing staffing levels, the Town departments covered by this study must incorporate additional computer technology into their business processes. In particular, the departments should decrease their reliance on paper recordkeeping and increase their use of computer-based information resources to support specific business processes, but mere automation is not sufficient; computer technology must be 17 implemented in a systematic manner that will coordinate the information-oriented activities of Town departments and promote information sharing among them. The Town's LaserFiche implementation--clearly a step in the right direction~supports that objective but, as discussed above, it is not suitable for all property-related information. The business processes covered by this needs assessment depend on timely access to accurate, up-to-date information about property within the Town. To meet that need, the Town should implement an integrated property information system comprised of a centralized database of land/parcel information and computer programs that support specific governmental operations. 4.1 Basic Concept As previously discussed, the Board of Assessors and Building Department are currently using computer programs to support certain business processes. Those programs, the Real Property System and the Building Department's permit tracking application, were implemented for tactical advantages in specific situations rather than as components of a strategic plan for systematic organization and management of the Town property-related information resources. The programs were implemented independently and operate in isolation. Each program has its own database of property-related information. An integrated property information system, by contrast, will create and manage a single, centralized database of land/parcel information to support multiple business processes. The proposed database will contain one record for each parcel in the Town. The records will combine information generated by various business processes. The content of database records will include, but will not necessarily be limited to: · Parcel identifier(s), such as a tax map number or street address · Current and historical ownership information · Property descriptions · Assessment history · Building and other permit history · Zoning designations, including applications for zoning variances · Code enforcement history · Subdivision and site plan history · Protected status, including easements and restrictive covenants · Comments and notes The proposed property database will reside on a network server to be operated by the Town's Data Processing Department. It will be accessed by applications that computerize specific depmhnental business operations, such as processing of building permit applications or investigation and resolution of zoning complaints. In addition, any authorized Town employee, including employees in departments other than those covered by this study, will be able to access the database to reUieve current or historical information about property ownership, assessments, parcel characteristics, construction 18 activity, zoning designations, code violations, or other matters. As discussed in the following section, the proposed pmperty information system will deliver significant benefits. 4.2 Anticipated Benefits Property-related records are among the most important information resources maintained by local government in New York State. Among its benefits, implementation of an integrated property information system will: Create and maintain a computer database as a comprehensive, authoritative repository for up-to-date property-related information required by specific business processes. · Enhance employee productivity through rapid online retrieval of information about specific properties. Improve public service by expediting building permit applications, subdivision and site plan applications, wetlands permit applications, zoning variance applications, resolution of zoning complaints, and other information-dependent business operations initiated by property owners, Town residents, developers, and others. Facilitate decision-making and other business activities that require access to property descriptions and historical information about reai-estate transfers, assessments, construction activity, zoning, code enforcement, land preservation, subdivisions, and other property-related matters. · Promote uniform, consistent recordkeeping among depath.ental applications while minimizing redundant recordkeeping and data entry. Promote sharing of property-related information among Town departments, possibly including governmental units, such as the Police Department, that are outside the scope of this needs assessment. · Provide a reliable mechanism for identification of historical landmarks and other protected properties. · Complement the Town's LaserFiche installation by permitting the integrated retrieval of data and documents related to specific properties. · Facilitate the future integration of non-spatial property information with the Town's digitized tax maps. 19 Permit a phase-out of some manual recordkeeping practices, such as the creation and maintenance of property record cards, which are time-consuming and require considerable floor space. (It is expected that this phase-out will occur gradually as Town employees become more familiar and comfortable with electronic information resources.) Provide a convenient mechanism for protection of mission-critical property records through murine database backup operations. 4.3 Implementation Strategy Because the proposed property information system will be a new technological resource, the Town cannot expect to assimilate it quickly or bring multiple business operations online immediately. To minimize complications and increase the likelihood of successful deployment, a phased implementation at a measured pace is recommended: In the first phase, the proposed property information system will maintain and provide online access to comprehensive information about each parcel of land in the Town. This information will be obtained from property record cards maintained by the Board of Assessors. In the initial phase, the proposed property information system will also support the issuing and tracking of building permits. As such, it will provide a highly functional replacemant for the Cobol application currently used by the Building Department. When the property database and building permit components are fully operational, the proposed property information system will be expanded to include issuing and tracking of other types of property-related permits, tracking of zoning variance applications, tracking of cede enforcement actions, and planning initiatives. Ultimately, the proposed property information system will be integrated with external applications, including the Town's LaserFiche implementation and its geographical information system. This phased approach will give the Town's technical support personnel and other employees time to become familiar with the product, evaluate the suitability of specific software components, develop procedures for subsequent expansion, and adjust the procedures as necessary to realize the anticipated benefits discussed above. 4.4 Implementation Method The recommended method of implementing the proposed property information system is to purchase prewritten software from a qualified vendor that specializes in local 2O goverument applications. Appendix A provides a list of companies that offer such software. Reliable comparisons of software offered by these companies requires a detailed analysis of product information, including functional specifications and pricing solicited in the context of a competitive procurement. For that purpose, Appendix B provides a draft Request For Quotations (RFQ) with detailed requirements for the proposed software. The Town can edit, augment, or otherwise modify the draft to suit its procurement procedures. In particular, the Town should insert information about local purchasing practices and contracting requirements that are pertinent for procurements of this type. With slight modifications, the draft RFQ can be issued as a Request For Proposals (RFP). The draft RFQ is designed to give vendors maximum flexibility in submitting price quotations for software to meet the Town's requirements, while ruling out components and capabilities that are clearly unacceptable. The requirements are delineated in such a way that multiple suppliers will be able to satisfy them. This will increase the likelihood that several acceptable proposals will be received. In addition to software specifications based on the Town's requirements, the RFQ contains instructions to increase the likelihood that quotations will be submitted in a format suitable for evaluation and comparison. It is likely that two or more sofhvare vendors can satisfy the Town's functional requirements for an integrated property information system. Evaluation of specific product characteristics will require demonstrations and discussion with vendors at or near the time that the Town intends to initiate procurement. 4.5 Project Budget The cost to implement an integrated property information system is a composite of computer software costs, computer hardware costs, data entry labor costs to convert property information to computer-processible form, and supervision costs for the conversion effort. These costs are explained in the following sections. Projects of this type may qualify for grant support, in whole or in part, from the Local Government Records Management Improvement Fund in the Active Records category, Record Systems subcategory. The Town should consider the possibility of submitting a cooperative grant application with the Village of Greenport, which has a similar need for a systematic approach to the management of property information, albeit on a much smaller scale. 4.5.1 Computer Software While the exact cost of software for the proposed property information system cannot be determined until proposals with firm quotations are received from qualified suppliers, a likely estimate is $95,000 to $135,000 for the product configuration specified in the 21 accompanying draft RFQ. This estimate includes an enterprise license for unlimited users, technical assistance for installation and database setup, user training, and the cost of integration with the Town's LaserFiche implementation, which will allow the display of permit applications, variance applications, and other documents when the database record for a given property is retrieved. The estimate does not include the cost of computer equipment r~uired to implement and operate the software or wages paid to Town employees who are involved in software implementation and operation. This cost estimate is based on pricing presented in vendor proposals for installations of similar scope. It includes the cost of maintenance for the first year of software operation~ Thereafier, the likely annual cost of software maintenance is $12,000 to $16,000, which is approximately 20 pement of the software's purchase price. With some products, a lower initial cost is possible if the installation is limited to specific application modules, such as building permit processing and code enforcement. Other application modules can be added when needed. 4.5.2 Database Creation Two options are available for database creation: The Town can adopt a "day 1 forward" approach in which database records for specific parcels will be created when applications for permits or variances are received or when code enforcement actions are initiated. At that time, historical information about building permits, zoning variances, environmental permits, subdivision activity, and site plans for a specific property can be entered into the database. · Database records can be created for all Town parcels in advance of system operation or at a later time. If the latter option is selected, the estimated cost of data entry labor to convert descriptive and historical information fi.om the Board of Assessors' property record cards to computer-processible form is $93,525. This estimate is based on the following assumptions: · The information to be converted is entirely contained within property record cards currently maintained by the Board of Assessors. Data entry personnel can be trained to locate property descriptions and historical information about assessments and construction activity within property record cards. · The Assessor has approximately 18,400 parcels for which information will be entered. Some parcels have multiple property record cards. 22 Some information from property record cards was previously entered into the Town's RPS database. To miuimize labor requirements, tbe remaining information f~om property record cards should be entered into the RPS database. RPS records will then be imported into the property information system's database. As an important advantage, this approach will enrich the RPS database, which the Town will continue to utilize for the foreseeable future. The average estimated time to create database records is 20 minutes per parcel or 3 parcels per hour, including the time required to locate relevant information within each property record card, enter the information into the appropriate RPS database record, proofread the entry, and correct any errors. At that rate, the estimated time required to key-enter property descriptions and historical information for 18,400 parcels is 6,135 hours. To complete the project within the timetable outlined below, data entry should be performed by five temporary employees working simultaneously on a single shift. An additional 20 hours per employee should be allocated for mining prior to beginning the data entry project. The estimated labor requirement, including training, is 6,235 hours. At a wage rote of $15 per hour, the estimated labor cost to convert property descriptions and historical information for 18,400 parcels is $93,525, or approximately $5.08 per card. It is assumed that the conversion effort will be performed in-house by temporary labor rather than outsourced to a data-entry service bureau. Conversion of property information by a data-entry service bureau at their facilities is impractical for several reasons: A service bureau will require access to the Real Property System, which it must acquire and install at its own expense. Ifa service bureau uses a different program to key-enter property information, customized programming will be required to import the resulting data into the RPS database and the proposed property information system. This will increase the conversion cost. Assuming that the property record cards must be continuously available in the Board of Assessors office for information retrieval while the conversion effort is ongoing, photocopies would have to be produced for the data entry service bureau. This will add time and cost to the conversion effort. At 15 cents per page including photocopying equipment, supplies, and labor, the minimum cost to photocopy 18,400 two-sided property record cards is $2,760. The actual cost will be higher because some parcels have multiple property record cards, as previously noted. · During data entry, questions about the contents of property recordsmay arise that can only be answered by a knowledgeable Town employee. 23 The two data entry options presented above are not mutually exclusive. The Town could initially adopt a "day 1 forward" approach for properties involved in permit processing or code enforcement actions, while entering database records for other properties as time and funds permit. Alternatively, the cost of incorporating historical information into the property database may qualify for grant support from the Local Government Records Management Improvement Fund as part of a continuing augmentation of the Town's electronic information resources. 4.53 Project Supervision To be successful, the proposed conversion project for property descriptions and historical information must be properly organized and supervised. The Town must designate a project supervisor to guide the conversion effort. The project supervisor's duties will include, but will not necessarily be limited to, the following: Work with the software supplier and the Town's Data Processing Department to ensure proper technical support and training for software components to be used in the conversion effort. Work with the Town's Data Processing Department to ensure timely delivery, installation, and technical support for any computer equipment to be used for data entry. · Hire and supervise qualified temporary data entry employees to perform the conversion. · Develop a realistic timetable for the conversion effort. · Prepare work schedules for individual employees. · Train employees to identify and extract property descriptions and historical information from within property record cards. · Monitor and make periodic reports about the progress of the conversion effort. · Serve as a referral point for questions relating to the conversion effort. The estimated cost for supervisory labor is $14,030, which is approximately 15 percent of the estimated labor cost of the data-entry activity to be supervised, as calculated above. The project supervisor may be an existing Town employee with other duties. Alternatively, one of the data entry employees might be given supervisory responsibilities. In that case, the supervising employee should be paid at a higher rate. 24 4.5.4 Computer Hardware The Town must purchase certain computer components to support the data entry initiative described above. It is assumed that the proposed property information system will operate on a Windows server (Dell PowerEdge 2900 or equivalent), which can be purchased on New York State contxact for $5,500 to $7,000 depending on the configuration. It is assumed that data entry will be performed with desktop computers. Five desktop workstations (Dell Optiplex 160 or equivalent configured with 2 GB of random-access memory, 160 GB hard drive, and a 17-inch flat-panel display), priced at $1,200 each, will be required for a total workstation cost of $6,000. 4.6 Implementation Timetable The following table (next page) presents a realistic schedule for specific project milestones relating to the selection, procurement, and implementation of the first phase of the proposed property information system, which will support online access to descriptive information from property record cards and processing of building permits. It is assumed that information from property record cards will be entered into the RPS database and subsequently imported into the proposed property information system. Elapsed time is measured in calendar days from the date that an RFP, invitation to bid, or other solicitation is available to prospective bidders. The total estimated completion time is 210 calendar days (approximately 7 months) from the start of the project. Elapsed Time from Task Project Start · Send RFP to qualified suppliers 3 days · Receive proposals 30 days · Evaluate proposals 60 days * Contract with successful bidder 90 days · Software delivery 120 days · Information from property record cards entered into R.PS database 210 days · Software operational for building permits 210 days 25 5 RECORD RETENTION CONSIDERATIONS None of the recommendations presented in this report should be implemented at the expense of state-mandated record retention initiatives as specified in Part 188.20, Title 8 of the New York Code of Rules and Regulations (8NYCRR) and in Records Retention and Disposition Schedule MU-I, which is Appendix H to Section 185.11 of 8NYCRR. $.1 Regulations for Electronic Records Part 188.20 of 8NYCRR mandates the incorporation of record retention requirements into computer systems, such as the proposed property information system, that maintain or store electronic records. New York State regulations specify requirements and procedures for retention and long-term usability of electronic records maintained by local government agendas. In particular, the regulations state that local government aganeies must "ensure that electronic records are not rendered unusable becanse of changing technology before their retention and preservation requirements are met." To satisfy this requirement for the proposed property information system, the Town must develop a data migration plan to ensure that electronic property records "will remain usable and aocessible through conversion of the records to new system hardware and software." The regulations state that the data migration plan must be developed in eonsuhafion with the New York State Archives, although no mechanism is specified for this. If the proposed property information system is implemented, the Town should discuss this matter with a New York State Arehivas representative to develop an effective and acceptable data migration plan. Schedule MU.I recommends, but does not mandate, permanent retention for real property records maintained by computer systems and for history data files where such files exist. It is assumed that the proposed property information system, including any historical information to be entered into it, will be actively referenced for a very long time and must be maintained online for that purpose. Over time, replacement of computer hardware and software eompenants is inevitable and will have an impact on the usability of computer databases that contain property-related records. As a recommended data migration strategy, the Town should maintain the online availability of computer-processible information about real property through periodic conversion of database records to new formats or media as computer hardware and software changes warrant. This can be accomplished by retaining the proposed property information system's database, the RPS database, or both. Whenever hardware or software components are replaced, the Town will perform any data conversions necessary to maintain the usability and online accessibility of property-related information. This will be done until the retention periods for specific property-related records have elapsed or the proposed property information system is supplanted by a different technology. The impact on usability of property-related information and the practicality and cost of data conversion will be considered at the time replacement of hardware or software 26 components is considered. 5.2 Relationship to Property Record Cards As previously described, the Board of Assessors' property record cards are the most complete source of information about parcels within the Town. Schedule MU-1 specifies permanent retention for property record cards where they exist, but it does not require the creation of such cards. In many situations, enU~d of property descriptions and historical information from property record cards into a computer database will reduce or eliminate the need to reference the cards themselves. Assuming reliable operation of a computer-based alternative, the Board of Assessors may ultimately decide to discontinue updating the property record cards, but this cannot be done until property sketches and photographs are added to the proposed property information system and/or RPS database. Currently, property record cards are the only source for such sketches and photographs. 27 APPENDIX A COMPANIES THAT OFFER PROPERTY INFORMATION SOFTWARE The following list provides company names, mailing addresses, telephone numbers, and web sites for software companies that offer products compatible with the requirements specified in Appendix B. While the vendor information presented below was checked for accuracy at the time this list was prepared, addresses, area codes, URLs, and even company names are subject to change. Accela 2633 Camino Ramon, Suite 120 Bishop Ranch 3 San Ramon, CA 94583 888 722 2352 www.accela.com procurement~accela.com Business Automation Services 636 Plank Road, Suite 207 Clifton Park, NY 12065 518 371 6869 www.basn¥.com sales(~basny.com CRW Systems 16980 Via Tazon, Suite 320 San Diego, CA 92127 858 451 3030 www.crw.com info~crw.com Des Lanriers Municipal Solutions 101 Constitution Blvd, Suite D Franklin, MA 02038 508 520 0502 www.geotms.com info~,geotms.com Energov Solutions 1203 Cumberland Trail Monroe, GA 30656 888 355 1093 www.energov.com sales@energov.com 28 General Code 72 Hinchey Road Rochester, NY 14624 585 328 1810 www.generalcode.com mail(&,,generalcode.com Global Information 1600, Rene-Levesque Blvd West Suite 620 Montreal, Quebec H3H 1P( www.pggovem.com info~oe~ovem.com Hansen InformaOon Technologies 13560 Morris Road, Suite 4100 Alpharetta, GA 30004 866 244 5479 www.hansen.com publicsectorRF P(&,,in for.corn InfoTrax Box 253 Bradford Woods, PA 15015 724 473 1044 www.geopermitgis.com info(&,,geopermit gis.com Interlocking Software 19362 Powder Hill Place NE Poulsbo, WA 98370 www.interlockingsoftware.com sales(~,interlockingsoftware.com MainSheet Software Corporation 1501 S. Salisbury Blvd Salisbury, MD 21801 800 533 0591 www.mainstreetasp.com sales~,,mainstreetasp.com MS Govern 424 South Woods Mill Road, Suite 310 St. Louis, MO 63017 800 383 6029 www.msgovem.com 29 mmyers~,,msgovem.com SunGard Public Sector Corporate/Local Government 1000 Business Center Drive Lake Mary, FL 32746 800 727 8088 www.hteinc.com Email contact through web site Tyler Technologies 370 US Route 1 Falmouth, ME 04105 800 772 2260 www.munis.com Email contact through web site 3O APPENDIX B DRAFT REQUEST FOR QUOTATIONS FOR A PROPERTY INFORMATION SYSTEM INTRODUCTION This RFQ solicits quotations from qualified soft'ware vendors to provide, install, and support a computer-based property information system and certain related products and services, including mining and maintenance support, for use by the Town of Southold, hereafter known as "the Town." This RFQ specifies the required characteristics of a computer-based property information system to support business processes and recordkeeping practices in the following units of Town government: · Board of Assessors Building Department · Zoning Board of Appeals · Planning Depa~ hnent · Land Preservation · Board of Town Trustees The proposed property information system will maintain and provide online access to comprehensive information about each parcel of land in the Town, including commercial, residential, and other properties. In its initial implementation, the proposed property information system will also support the issuing and tracking of building permits. In the future, the Town expects to expand the proposed property information system to include the issuing and tracking of other types of property-related permits, tracking of zoning variance applications, tracking of code enforcement actions, and integration with external applications, including the Town's digital imaging system and geographical information system. · The Town has not established an implementation timetable for such future expansion. The Town wants to avoid the implementation of different, potentially incompatible software for its future property-related initiatives. It consequently seeks a property information system with capabilities that transcend the initial uses described in this RFQ. 31 Any proposed property information system must be fully and conveniently scalable to allow the future addition of depa~hnental applications and/or user licenses. Vendors must specify limitations on the number or types of departmental applications or user licenses supported by their products. The Town understands that future expansion of the proposed property information system may require functionality, software components, or customized programming not included in the product configuration covered by this RFQ. Specific software requirements for future applications have not been defined. This RFQ contains information and instmctious that will enable qualified software developers, resellers, systems integrators, and other vendors to prepare and submit quotations for the proposed property information system. PREPARATION AND SUBMISSION OF QUOTATIONS The preferred method for submission of quotations is via e-mail to Elizabeth Neville, Town Clerk at elizabeth.neville~town.southold.ny.us. For submissions in person or by mail or package delivery services, the address is Elizabeth Neville, Town Clerk, Town of Southold, 53095 Route 25, PO Box 1179, Southold, NY 11971. Please respond by [insert date]. To be considered responsive, a vendor must submit a complete price quotation that satisfies all requirements and addresses all system components specified in this RFQ. A vendor may submit more than one quotation, but each must satisfy the mandatory requirements of this RFQ. Alternate quotations may be used to present different product configurations or system enhancements not presented in a vendor's initial quotation. All alternative quotations must be emailed separately and clearly identified. All responses to this RFQ become the property of the Town. Quotations will not be returned. Respondents are cautioned that certain information received by government agencies may be subject to provisions for public access to information. GENERAL REQUIREMENTS · Vendors must be prepared to deliver and fully install all system components 32 proposed under this RFQ. All software components must be complete, pretested, fully operational, and commercially available in general-release versions for a minimum of 30 days at the time that the product is acquired by the Town. Experimental, developmental, and near-release products are unacceptable. Any proposed sott~vare must be fully compatible with the Town's existing computing and networking infxastructure. The Town's Data Processing Depmhnent cmtly owns and operates an iSeries Model 520 processor running OS/400, v. 5.4 and various Windows servers mnnlng Windows Server 2003. Bidders may propose software that operates on either of these computer platforms. Software for other server platforms is not acceptable. Most of the Town's desktop computers utilize Windows xp. Some utilize Windows 2000. All soft'ware operations for the proposed property information system must be easily learned, convenient to use, and suitable for use by non-technical personnel. Knowledge of programming concepts or other data processing expertise, apart from broad familiarity with computer operations in an office context, must not be ~quired for effective use of the proposed property information system by Town employees. (The Town recognizes that its data processing staffmay require technical knowledge in order to implement and operate the system or to perform customizafions.) As part of the initial installation, the vendor must perform any programming required for database setup, data importing, system integration, or other purposes. All other things being equal, the Town prefers a system that will allow its data processing staff, with appropriate training, to develop post-installation customizations without vendor involvement. Written documentation must be provided for all sofixvare to be included in the system. It is expected that the property information system will be made available on public-access workstations installed in certain Town departments, such as the Assessor and Building Department. The system's user interface and operational characteristics must be appropriate for that purpose. The property information system must provide convenient, reliable, and flexible database capabilities appropriate to business processes and recordkeeping practices in participating Town depa~hnents. 33 For the initial implementation, the Town will require licenses for 20 concurrent users. All other things being equal, the Town prefers a modular software product that can be implemented in stages. Depending on budgetary considerations, the Town may elect to defer the procurement or implementation of some modules. All other things being equal, the Town prefers products that utilize a single database to support business processes in participating departments. The property information system must provide conveuient, reliable, and flexible report generation capabilities appropriate to business processes and requirements in participating Town departments. The property information system must provide a convenient, reliable, and flexible method of defining or limiting access privileges for data entry, data editing, information retrieval, report production, and other functions, based on user identification and/or workstation identification. All other things being equal, the Town prefers a property information system that supports web browser compatibility as a standard feature or add- on capability. All other things being equal, the Town prefers a property information system that permits the incorporation of photographs, sketches, or other graphic information about specific properties into database records. FUNCTIONALITY The property information system's database must maintain records for each parcel of land in Town. The Town has approximately 18,500 parcels. Subdivision activity increases that number by an undetermined amount each year. The property information system's database must support fields that correspond to descriptive and historical information contained on property record cards maintained by the Town's Board of Assessors. As part of the implementation effort, the successful bidder will be expected to set up the property information system's database, or instruct the Town's information technology unit how to set up the database, to accommodate this requirement. 34 The property information system must provide a convenient and reliable method of entering, editing, and updating database records. The Board of Assessors currently uses the Real Property System (RPS) v. 4 from the New York State Office of Real Property Services. The RPS database contains one record for each parcel of land in Town, but the database records are limited to a subset of information from property record cards. The Town plans to upgrade the RPS database by entering full information from property record cards. This may be done by entering information from property record cards into the proposed property information system's database and exporting it into the RPS database or by entering information fi'om property record cards into the RPS database and exporting it into the property information system's database. The proposed property information system must support either or both of these capabilities. RPS can import and export database records in the tab-delimited or comma-delimited format. Alternatively, the proposed property information system can support an interface to RPS that eliminates the need for importing and exporting of information. The property information system's database must provide a convenient and reliable method of recording tax exemptions that apply to specific properties. Tax exemptions must be noted in database records. The property information's database must provide fields for information about building permits, wetlands permits, and other permits issued by Town departments for specific properties. The database must contain information about permits issued in the past as well as permit applications that have been submitted to and are under review by specific Town departments. The property information's database must provide fields for information about zoning variances approved by the Town's Zoning Board of Appeals for specific properties. The database must contain information about variances approved in the past as well as variance applications that are pending. The property information's database must provide fields for information about code violations issued for specific properties. The property information system's database must provide fields appropriate to planning activities, including information about zoning determinations, subdivisions, covenants, preservation easements, development rights, or restrictions associated with specific properties. 35 The property information system's database must provide a convenient and reliable method of identifying "protected" properties--that is, properties that are designated as historical landmarks or that have other characteristics that limit or prohibit construction, demolition, or other activity. Protected status is noted on the assessor's property record cards and in the Town's GIS database. The property information system must provide a convenient and reliable method of retrieving database records by parcel identifier (tax map number), owner's name, street address, assessed value, or other parameters. The property information system must provide a convenient and reliable method of issuing and tracking building permits, from submission of an application through completion of a building project, and issuance of a certificate of occupancy. The property information system must provide a convenient and reliable method of scheduling, monitoring, and recording inspection activity related to building permits. · The property information system must provide a convenient and reliable method of calcuiating fees related to building permits. The property information system must provide a convenient and reliable method of entering, editing, and updating database information relating to building permit applications and inspections as well as due dates for permit renewals. The property information system must provide a convenient and reliable method of printing building permits, certificates of occupancy, notices to applicants, notices to property owners, reports, and other documents relating to building projects. All other things being equal, the Town prefers a property information system that can issue and track other types of property-related permits, such as wetlands pen'uits issued by the Town Board of Trustees. All other things being equal, the Town prefers a property information system that can block the issuance of a building permit for which another permit or zoning variance is a precondition and where such permit or variance has not been approved. All other things being equal, the Town prefers a property information system that can block the issuance of a building permit until other interested parties, such as the Town's Land Preservation department, have approved it. 36 All other things being equal, the Town prefers a property information system that can note conditions, such as compliance with an easement, that apply to an approved building permit. The property information system must provide a convenient and reliable method of tracking applications for zoning variances from submission through approval, disapproval, or other resolution. The property information system must provide a convenient and reliable method of tracking code violations and code enforcement actions from receipt of a complaint through resolution. The property information sys~m's database must maintain a record of code violations and code enforcement actions associated with specific properties. The property information system must provide a convenient and reliable method of tracking subdivision reviews, site plan reviews, and other planning projects from submission of an application through approval or rejection of a project. All other things being equal, the Town prefers a property information system that allows the creation of inspection code enforcement reports in the field. The property information system must be able to generate and print preformatted or ad hoc reports, including property record cards, from database records. The Town must be able to specify the content and format for such reports. All other things being equal, the Town prefers a property information system that is compatible with a ganeml-purpose reporting tool such as Crystal Reports or Active Reports. This will allow Town departments to develop, ganemte, and save appropriately formatted custom reports as needed to address specific ~quirements. INTEGRATION WITH OTHER SOFTWARE The proposed property information system must be able to integrate with the LaserFiche software application, which the Town uses for digital imaging. In this context, integration means that authorized users of the proposed property information system will have the option of identifying and viewing images of building permit applications, wetlands permit applications, drawings, deeds, or other documents that are stored by the Town's LaserFiche application. · When the database record for a given property is retrieved, authorized 37 users will be able to view a list of document images related to that property. Any image on the list can then be selected for display. All LaserFiche images are indexed by tax map number, which is a unique identifier for Town properties. The Town recognizes that development and implementation of this capability may require customized programming that is not part of this RFQ. The Town has not established a timetable for LaserFiche integration, but it will not occur before the proposed property information system is fully operational for its initial purposes. At the time it is acquired by the Town, however, the proposed property information system must support an application programming interface or other tools to permit LaserFiche integration. The proposed property information system must be able to integrate with GIS software from ESRI. In this context, integration means that authorized users of the proposed property information system will have the option of viewing maps or other information maintained by the GIS for specific properties. The Town recognizes that development and implementation of this capability may require customized progrmm~ing that is not part of this RFQ. The Town is currently using GIS software from Maplnfo, but it plans to switch to ESRI products at an undetermined future time. The Town has not established a timetable for Maplnfo replacement, but integration of the proposed property information system with GIS software will not occur before the property information system is fully operational for its initial purposes. At the time it is acquired by the Town, however, the proposed property information system must support an application programming interface or other tools to permit the anticipated GIS integration. TRAINING AND DOCUMENTATION The vendor must provide appropriate customer training for all aspects of system operation and use. The Town prefers on-site training involving the system components that it will actually utilize. The Town prefers live classroom training with instructors as opposed to audio-visual or computer-aided instruction. 38 Training costs must be separately enumerated in the cost section of the vendor's proposal. Written instructional and reference documentation must be provided for all software components and functions. SOFTWARE MAINTENANCE The vendor must specify the warranty period and provisions for all proposed software, application modules, subsystems, or other system components. The vendor must specify post-warranty maintenance provisions, terms, and costs for all proposed software, application modules, subsystems, or other system components. The vendor must specify provisions, terms, and conditions for repair or replacement of defective software. The vendor must specify provisions, terms, and conditious for technical support in response to customer questions. The vendor must specify provisions, terms, and conditions for new releases and other software upgrades. The proposed property information system will be implemented in an application that is critical to the Town's mission and daily operations. Prolonged downtime is consequently intolerable. For software malfunctions that result in system failure, the vendor must be able to restore system operability within 24 hours from the time the problem is reported. REGISTRA~ OF VITAL STATISTICS MARRIAGE OFFICER RECORI~ MANAGEMENT OFFICER FREEDOM OF ~TION OFFICER Town Hall, 53095 Main Road P.O. Box 1179 Southotd, New York 11971 Fax (631) 765-6145 Telephone (631) 765~1800 southoldtown.nor thfork.net OFFICE OF ~ TOWN CLERK TOWN OF SOUTHOLD TOWN OF SOUTHOLD REQUEST FOR QUOTATIONS FOR CONSULTING SERVICES FOR AN INTEGRATED GIS (GEOGRAPHIC INFORMATION SYSTEM) ASSESSMENT The Town of Southold, NY is in the process of applying for a New York State Archives' Local Government Records Management Improvement Fund (LGRMIF) funding for a cooperative GIS Needs Assessment project with the Village of Greenport in the 2010- 201! grant cycle. We are required to submR price quotations from qualified GIS Consulting firms. Your firm has been selected from the list of GIS Consultants on the NYS Archives website (http://www. archlves.nysed.gov/a/records/mr cons eis.shtml). Proposals will be received by the Town of Southold. Interested vendors will submit an electronic version in the form of Adobe PDF to e.neville~, town.southold.nv.us and send three (3) copies of the proposal to: Ms. Elizabeth A. Neville Town of Southold Town Clerk 53095 Main Road, PO Box 1179 Southoid, NY 11971 pre~%~___!_~ must be submitted bv 5:00 o.m.. EST, Friday. January 29. 2010 by e-mail electronic version to e.nevllle~tonwn.southold.nv.us Facsimile may be sent to 631- 765-6145, with hard copy to follow. The proposals will have the following sections: 1) A cover letter 2) Proposed Methodology and Approach $) Consulting Firm's Relevant Experience and Qualifications 4) Documentation of past successful LGRMIF GIS 8rants 5) Price Quote (Vendor Quotation Sheet) 6) Company Profile 7) Project Schedule 8) Project Team - Resumes of Key Staff Town of Southold RFC). GIS Needs Assessment 2 If the Town is successful in receiving project funding, formal requests for proposals may be sent out to qualified consulting firms in August of 2010. After review of these proposals, the Town will contract with a consulting firm to conduct the GIS Needs Assessment. It Is expected that the project will be initiated by August of 2010 and will conclude with product delivered by December 15, 20:10. The vendor must be willing to work with the Town to adjust the needs assessment activities in the event the total amount of award received from the NYS SED Archives is less than the amount requested and insure that the resulting needs assessment still supports implementation of a project covering the original scope. If you have any questions, please contact Elizabeth A. Neville at 361-765-1800. We appreciate your attention to this matter. Sincerely, Ms. Elizabeth A. Neville 3 Town of Southold RFO.- GIS Needs Assessment SCOPE OF WORK The GIS Needs Assessment study will include the following three parts: ~.. Needs Assessment 2. Conceptual System Design 3. Implementation Plan The following sections explain tasks and consulting firm's responsibilities. 1. Develop Needs Assessment The Consulting firm will deliver an introductory and educational GIS seminar to all project participants. The consulting firm will then interview the Town's departments to determine the GIS needs: existing and potential GIS applications, existing IT infrastructure and resources in terms of network, users, data, hardware and software. All departments shown below are expected to be Interviewed on-site to understand and identify individual departments' needs. These departments indude: · Town of Southold Assessor's Office · Town of Southold Accounting Department · Town of Southold Animal Shelter · Town of Southold Building Department · Town of Southold Engineering Inspector · Town of Southold Highway Department · Town of Southold Human Resource Center · Town of Southold Justice Court · Town of Southold Land Management Coordination · Town of Southold Land Preservation · Town of Southold Planning Department · Town of Southold Police Department/Bay Constable · Town of Southold Department of Public Works · Town of Southold Recreation Department · Town of Southold Tax Receiver · Town of Southold Town Clerk · Town of Southold Trustees (waterways) 4 Town of Southold RFQ-GIS Needs Assessment · Town of Southold Solid Waste Management · Town of Southold Zoning Board · Town ofSouthold Supervlsor's Office · Village of Greenport Village Administration/Code Enforcement · Village of Greenport Clerk's Office · Village of Greenport Treasurer · Village of Greenport Utilities · Village of Greenport Mayor's Office Using the information gathered from department interviews, the consulting firm will prepare the Needs Assessment Study. The study will include the Town's GIS goals and objectives, roles and responsibilities of each department interviewed, categories of GIS usage, potential GIS applications and data to be developed, integration needs, personnel needs, required spatial and non-spatial datasets, software, and hardware. 2. Develop ConcEptual System Desian The consulting firm will use knowledge gained in the Needs Assessment interviews to prepare a Conceptual System Design, which will include evaluation of various system design alternatives in terms of data, software, hardware, and personnel. The consulting firm will also prepare a GIS Architecture and Data Model presenting specific recommendations, both short-term and longer-term, regarding the current GIS program and possible expansion of GIS within operational units. Emphasis will be given to a conceptual design that encourages sharing of GIS data and services between the Town and Village, provides public access to these records, and includes the elements for a Best Practice to serve other Towns and Villages in New York State for their GIS planning needs in the future, with the ability to extend GIS to special districts within the Town (i.e., Fire Departments). 3. Develop Implementation Plan The consulting firm will prepare a detailed Implementation Plan to be used for pursuing grant opportunities for a robust GIS implementation. The implementation plan will cover 3-5 year Implementation needs as defined with the requital data development, user training, equipment, and system management and maintenance support. All operating funding requirements will be included in the Implementation Plan. Other New York State funding opportunities should be identified and included as a separate section in the Implementation Plan. Upon completion of the all sections in the GIS Needs Assessment study, the consulting firm will deliver a presentation focusing on the project findings and recommendations. The consulting firm will deliver five printed copies of the final GIS Needs Assessment as well as an electronic copy as a PDF in a CD or DVD. Town ofSouthold RFQ-GIS Needs Assessment Vendor Name: Contact: Address: Phone Fax £mail Cost Estimate Sheet TASK TOTAL HOURS TQTAL C~$T Developing Needs Assessmenh Conceptual System Design, Implementation Plan for the Town of Southokl, NY and Village of Greenport, NY ~ Experience ~ Empowers '~ Vision Bowne Management Systems, Inc. 235 East Jedcho Turnpike PO Box 109 Phone: S 16-746-2350 January 29, 2010 Ms. Elizabeth A. Neville Town of Southold Town Clerk 53095 Main Road, PO Box 1178 Southold, NY 11971 Re: Proposal and Quotation for GIS User Needs Assessment Dear Ms. Neville: Bowne Management Systems, Inc. (BMS) is pleased to present this proposal to provide the Town of Southold (Town) with a scope of work and budget estimate in acquiring New York State Archives' Local Government Records Management Improvement Fund (LGRMIF) funds for a cooperative GIS User Needs Assessment grant in 2010-2011. BMS has reviewed the requirements and understands the Town's need for technical expertise to develop a GIS User Needs Assessment, Conceptual System Design and Implementation Plan. A Needs Assessment Plan is one of the most important first steps in developing a robust GIS. Having functioned successfully in similar roles for other municipalities, we not only understand the types of GIS services that will be most valuable to the Town, but are highly experienced with the issues the Town will likely encounter in pursuing its GIS initiatives, the alternative solutions available, and the right solution for each situation. In short, our expertise and our approach will enable the Town to optimize the use of consultant services and get the most "bang for the buck". Thank you for the opportunity to present our capabilities and qnalificatious in this proposal. We hope that it addresses your needs regarding the assessment of GIS within the Town of Southold, and leads to an effective expansion of GIS activity. We wish yun luck in getting LGRMIF funding and look forward to working with the Town. Please feel flee to contact me if you need additional information. Sincerely, Scott Mastetlon. Project Manager Ms. Elizabeth A. Neville, RMC, CMC Date: January 29, 2009 Page: 2 Proposed Methodology and Approach BMS proposes the following scope of work to meet both the Town's requirements and the methodology outlined in the State Archives Publication # GIS03. In accordance with the Town's Project Scope of Work, our proposal consists of three (3) tasks: · Task 1: GIS Activity Status and .4ssessment Review (Introductory Seminar, Interviews, and Needs AssessmenO · Task2:ConceptualSystemDesignfortheGIS · Task 3: GIS Implementation Plan The following sections describe our activities with each task. Task 1: GIS Activity Status and Assessment Review (Introductory Seminar, Interviews, and Needs AssessmenO Based on your Request for Quotation, the Town has identified 25 departments (within the Town and Village of Greenport) to be included in the interview process. Kick-off Meetin~ The first activity in the Town's GIS Needs Assessment is a Kickoff Meeting which will be held on-site with the appropriate Town personnel and the Bowne Project Team. The goals of the Kickoff Meeting are the following: · Introduce the Bowne Project Team and establish the project schedule · Define the concept of Enterprise GIS and how it benefits the Town of Southold and Village of Greenport · Review departments to be interviewed, identify subject matter experts (SMEs) within each department, and determine the sequence of the interviews · Present an overview of the major components of a municipal GIS, including relevant demonstrations of GIS and related technologies, current trends in New York State, and how GIS can be utilized in the Town arena (e.g., Property Assessment and Valuation, Asset Management, Stormwater Inventory). It is anticipated that the Kickoff Meeting will be a full-day event consisting of two components: · A morning introductory and educational seminar for all project participants · An afternoon meeting of the project team to define schedules and procedures Information Collection Based on the identification of SMEs at the Kickoff Meeting, interviews will be conducted with Town and Village personnel and relevant Bowne subject experts. Our approach to the interview process Ms. Elizabeth A. Neville, RMC, CMC Date: January 29, 2009 Page: 3 differentiates us from our competition in that we utilize a multi-person team rather than a single interviewer. Our teams consist of the project manager (who is also the primary analyst) and additional BMS staffwho are subject matter experts. In addition to the 25 departments specified in the RFQ, we anticipate interviews/meetings with the Town's Information Technology Department, or people who are responsible for l'~mning the Information Technology functions of the Town, to review the Town's servers, LAN, WAN and other critical infras~ucture required to support GIS in the Town. As noted in the RFQ, we will examine integration opportunities and the feasibility of GIS integration with the Village of Greenport as well as expansion capabilities to special districts within the Town (i.e., Fire Districts). The needs interviews can be held in two ways - a group setting (e.g., all of the Public Works SMEs) or an individual or small group setting (e.g., one or two SMEs). This decision can be made during the Kickoff Meeting. During the interviews, we generally collect the following information: · The organization of the department and relevant facts regarding its business operations Workflow analysis on how critical work is performed within each deptutalent · Typical critical indicators used within the department to measure efficiency and productivity (e.g., number of open service requests for street lighting) · The current role of GIS in the department and the tools and datasets currently in use · The types of paper maps used on a regular basis or maintained by the department · The overall extent of automation and IT resources within the department · Current datasets in use within the depa~'ttnent and location reference keys used in each dataset · Current staffing levels in the department and the staff's overall training/proficiencies · Staff comments and ideas on how GIS can be effectively used in the department computer BMS will also conduct a Dataset Analysis, in which sample Town, County, State and Federal datasets that are not available within the Town or Village are evaluated for incorporation into an Enterprise GIS. The interview with the Information Technology Depiutment will focus on the "nuts and bolts" needed to support GIS, including overall IT standards, operating systems, WAN/LAN environment, web standards (including intemet portals), current IT staffing and support levels, and core IT competencies. Needs Assessment: Using information collected during the interviews, the BMS analysts will prepare a Town/Village cooperative GIS Needs Assessment that will include our analysis and a series of recommendations for the Town's consideration. BMS will also describe recommendations that address the organization of Ms. Elizabeth A. Neville, RMC, CMC Date: January 29, 2009 Page: 4 GIS within the Town and present these in a written report. Included in these organizational recommendations will be: · Town and Village GIS goals and objectives · A GIS management and organization model · Opportunities for future grant funding Task 2: Conceptual System Design for the GIS Conceptual System Desien: Based on the findings of the Needs Assessment, BMS will prepare the Conceptual System Design to describe a general framework for structuring an Enterprise-wide GIS Implementation Plan. In order to meet the GIS needs of the Town and Village, BMS will evaluate various system design alternatives in terms of data, software, hardware, and personnel. BMS will prepare a proposed GIS Architecture and Deployment presenting specific recommendations, both short-terra and longer-term, regarding the current GIS program and possible expansion of GIS within operational units. The Conceptual System Design will include: · Presentation of the proposed GIS Hardware and Software Architecture and Data Model · Data needs and sources (Master Data List) · Needs and requirements for increasing the capacity of the GIS (software and hardware) · GIS expansion scenarios · Priority activities for GIS expansion within the Town and Village · Conceptual Database Design · Data sharing, integration and cooperation with other municipalities, non-profit, educational, or similar types of organizations in or around Southold. Task 3: Implementation Plan Implementation Plan: A detailed Implementation Plan will provide the Town and Village with steps needed to accomplish its goal of a Enterprise-wide GIS. BMS will identify these steps by year to establish a robust Enterprise- wide GIS taking short and long-term implementation needs into account. The Implementation Plan will describe a multi-phased approach using industry best practices with respect to the following elements: · Organizational structure · Hardware and software acquisition · Data creation and acquisition Ms. Elizabeth A. Neville, RMC, CMC Date: ~1anuazy 29, 2009 Page: 5 Hardware and software installation · Application development · Staffmg and training needs · Ongoing maintenance and support BMS will prepare all related cost estimates for each implementation step and include them in the Implementation Plan to support the Town's future budget preparation. These cost estimates and schedules can also be used to pursue grant opportunities from New York State agencies. The implementation plan will be presented in a written report. Upon completion of the project all files will be delivered to the Town and Village in hard copy format as well as pdf files on CD-ROM. · owne MW W, In~. Ms. Elizabeth A. Neville, RMC, CMC Date: January 29, 2009 Page: 6 Consulting Firm's Relevant Experience and QUalifications Client: New York City Fire Department Description: The New York City Fire Department (FDNY) has numerous mapping and spatial analysis needs that were previously being met by a variety of internal groups using different software products with separate versions of the same or similar data sets. PlanGmphics and Bowne Management Systems teamed to work with FDNY to design and build a central spatial data warehouse and hosting environment. The intent was to move FDNY from a fractured, file-based approach to mapping and GIS, with pockets of GIS users, to a more centralized, enterprise approach. In addition to spatial data, attribute data can now be retrieved from both the Fire and EMS Computer Aided Dispatch systems. To leverage the enhanced infrastructure and centralized data storage and immediately realize a return on investment by addressing the most pressing mapping needs, three initial applications were developed. These applications provide: 1) Viewing access and basic query functionality, taking advantage of the extensive array of available New York City and FDNY spatial data sets. Entrance to the application is provided through a series of screens that establishes the location and extent of interest and the data sets to be viewed. 2) Generation of thematic maps depicting Fire and EMS performance measures. Users have the ability to select the geography by which the data is to be summarized and to set the parameters for classifying and symbolizing the results. 3) Generation of maps showing units out of service. The application includes two separate components, one for the entry of training data and the second for the generation of the maps. In its role as subcontractor to PlanGraphics, Bowne was responsible for: · Designing and developing the geodatabase and compiling the GIS data for the Central Spatial Data Warehouse · Extracting and loading attribute data into the GIS for thematic mapping using ETL routines to capture response time · Loading GIS layers used to display units out of service into ArcSDE Bowne MW System, IlK. Ms. Elizabeth A. Neville, RMC, CMC Date: January 29, 2009 Page: 7 Client: City of Rye Description: Bowne was engaged by the City of Rye to implement GIS technology. This implementation included: Digitization of all 45 tax maps within the City · Integration of the parcel data into a Citywide GIS · Integration of City Assessor data with the GIS Quality Control of Tax Mapping - Bowne utilized quality control program~ to ensure that the delivered tax maps conformed to the City's specifications for topological integrity and edge matching. Bowne identified all topological errors (overshoots, lines crossing without nodes, edge matching) for notification of the tax mapping vendor. The tax mapping vendor was required to fix all errors. Integration of GIS and Assessor Data - Upon City approval of the digital tax maps, Bowne integrated all 45 digital tax map sheets into a seamless citywide basemap. This included associating Assessor data with each of the 4,900 tax parcels and providing on-site assistance in the use of the parcel basemap for assessment purposes. Bowne MW W, Inc. Ms. Elizabeth A. Neville, RMC, CMC Date: January 29, 2009 Page: 8 Client: Town of Greenburgh Description: For the purposes of the GIS Demonstration Project, Bowne selected one village within the Town and added data to show how GIS can be used to assist with completing many typical municipal functions. The demonstration project focused on how assessment-related data is used in a GIS. Components of the project included: Integration of Property Record Card Data - Property record cards were scanned into a format compatible with ArcView, enabling them to be "hot-linked" into the Town's GIS database and retrieved rapidly. Query Design and Development - Bowne designed and developed custom queries for use with the GIS in conjunction with Town personnel. The queries were developed using a variety of tools including Avenue, Visual Basic, and C++. Custom buttons were placed on the default ArcView menu to facilitate ease-of-use. Map Template Design and Development - Bowne created two standard map templates. The first is based on the Town's existing tax map while the second is a variable scale template for use with a variety of maps (i.e., zoning, sales comparison). Assessment Data Integration - Assessment data from the Town's Real Property System was added to the GIS for the selected Village. As part of the loading process, Bowne performed QC on the data and reported any discrepancies between the RPS data and the digital tax maps to the Town. Property Image Integration - Bowne incorporated images of buildings, obtained by using a digital camera, into the GIS. These images were "hot-linked" for fast retrieval and display. Ms. Elizabeth A. Neville, RMC, CMC Date: January 29, 2009 Page: 9 Client: Dow Jones & Company Description: Bowne built a web-based customer marketing geographic information system called WebGIS for Dow Jones & Company, The system enables circulation teams across the count~ with the ability to visually review subscriber distribution patterns to maximize service and efficiency. The system is extremely large and contains millions of customer records and a nationwide sU'eet centerline file that contains over 72 million records. Bowne also worked with the Dow Jones IT Department to ensure that WebGIS met Dow Jones requirements for Sarbanes-Oxley disclosure. B~ MImlgemeflt Systenu, Inc. Ms. Elizabeth A. Neville, RMC, CMC Date: January 29, 2009 Page: 10 Client: Governors Island Preservation and Education Corporation (GIPEC) and Turner Construction Company Description: Bowne, as a subcontractor to Turner Construction Company, developed a comprehensive GIS Database and Infrastructure Assessment for the Island, including field data collection using sub-foot and sub- meter GPS technology, mobile GIS including the use of mggedized laptops and ESRI's ArcGIS. Data collection encompassed the following infrastructure assets: · Potable Water · Storm Sewer · Sanitary Sewer · Electric · Telephone · Gas System Bowne conducted an inventory and assessment of potential data sources, developed a Geodatabase design, and performed joint application development (JAD) sessions. Upon approval of the Geodatabase design, Bowne began the database conversion process which created data (e.g. new sanitary sewer network), migrated and integrated data from various formats and sources (e.g. NYCMAP), and transformed data as required. The GIS Planning process dealt not only with the data collection and verification, but with issues relating to infrastructure assessment, such as the integration of sanitary sewer CCTV, safety issues with regard to electrical system assessment, and the tagging of infrastructure features. The planning process also included the eventual integration of GIS based Computerized Maintenance and Management System (CMMS) software. Ms. Elizabeth A. Neville, RMC, CMC Date: January 29, 2009 Page: 11 Client: Town of Hempstead Department of Public Works Description: Bowne located and collected data for all 44,500 streetlights in the Town of Hempstead, New York. The project included the following deliveries: · Sub-meter locations of all streetlight fixtures Full data on fixtares collected in the field including lamp wattage and type, fixture type, pole type, size, house address, pole number, etc. A program running on a pen-based computer to assist the field crews to enter data. This program allowed for immediate update of information by utilizing a mapping system front-end, and displaying all pole locations to the user for update. Field data collection consisting of streetlight location verification and inventory, following photogrammetric data conversion and partial GPS inventory. Circuits were then added using the Town maintained LILCO grid sheets and field verified. All light locations were initially assumed using the LILCO coordinate. This technique assisted photogrammetric data conversion and final field validation. All circuits were digitized in the office following field data collection based on existing engineering drawings and field collected locations of poles, feeds and junction boxes. Ms, Elizabeth A. Neville Date: January 29, 2010 Page: 12 Client: Nassau County - GIS InU'anet Portal Description: Bowne has designed and implemented a GIS Intranet Portal for users within Nassau County which does not require any client side iustallation other than Internet Explorer. The layout and intuitive nature of the Portal make it easy for most users to use the system with minimal training. The goal is to make it possible for users to be able to satisfy most of their standard map production requirements directly from the viewer, without having to use the more complex ArcGIS products or have the maps prepared for them. The GIS Portal is structured around the five 'verticals' that define the various departments of County government. A sixth option, titled "GIS Resources", gives users access to general services of the existing County enterprise GIS, which was also designed and implemented by Bowne. Departmental Viewers are accessed from menus that are displayed once a user selects a particular 'vertical'. These viewers are similar in format and functionality and all contain a common base of GIS data layers, including administrafve and special district boundaries, the road network, railroads, color orthophotography, and other conunonly used layers. Each viewer then adds GIS layers specific to the needs and functions of that depas'haent. Each viewer also contains an online help system tailored to the contents and functions of the specific viewer. Nassau County Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 13 Client: Nassau County Department of Information Technology Description: Nassau County's Enterprise GIS has been in production for over 12 years and, although a number of intermediate upgrades had been completed, the system was still operafng on the original tip 9000 server with five year old software versions. Growing demands on the system, coupled with the fact that both the hardware and software were out of support, led the County to embark on a major re- architecture of the entire GIS environment Working with the County's IT Department, Bowne developed a completely new hardware and software design based on state-of-the-art technologies. The new system is housed in 22 Dell Blade Servers within 3 chasses. The configuration provides a combination of load balancing, failover and clustering to ensure adequate performance for the growing number of GIS users and applications. To further ensure high performance and availability, the GIS servers and their connections to the County's network were designed to retain as much internal traffic between GIS servers as possible within the enclosure switches while providing high speed, redundant connectivity to the rest of the County network. Bowne personnel worked with the County to design, plan and implement the cutover that involved client system upgrades; system, database and GIS software installation and configuration; and finally data migration. The fmai cutover was completed in two days of intensive activity by the entire project team. A completely separate enclosure houses 5 additional blade servers which act as the disaster recovery system. These will be housed in a remote disaster recovery site being established. The disaster recovery site will also contain a fully redundant SAN with replicated databases. Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 14 Client: Nassau County Police Department Description: Nassau County's Enterprise GIS, in production for over 12 years, did not have the level of data accuracy required for use by the County's new Computer Aided Dispatch (CAD) system. Bowne worked with the County's Police and Fire Dispatch (FireCom) services to improve the data. Since the new system includes map-based dispatch functionality, the County's data had to be upgraded in three major areas: Bonndarv PglyggnS - Dispatchers using the enhanced 911 dispatch system reference Automatic Number Identification (ANI) and Automatic Location Identification (ALI) information that includes the Emergency Service Number (ESN). As part of the IPS CAD System's response plans, ESN polygons were required to match both geocoded and Phase II cell phone calls. Using automated spatial modeling, Bowne devised the method to build and verify the ESN polygons for the dispatch system. This included a complex set of topological and business rules accommodating the County's 20 local police departments, 71 fire departments, and ambulance service from police, fire and independent ambulance companies. Another aspect of this process involved mapping place polygons based on Verizon's Master Street Address Guide (MSAG) and the County's existing CAD dispatch area data, and then ensuring that the County's centerline and address data was consistent with the MSAG data. Special Address ESN's were also created to accommodate special dispatch requirements of the Police including highway exits and unique locations which could not be accommodated through the normal ESN polygon layer. Street Centerlinas - The County's street centerline file, consisting of approximately 70,000 segments, was also reviewed and enhanced for accuracy. Information from FireCom's existing Street Locator System was also migrated to the GIS centerline. Tasks included adjusting segment direction for consistency, splitting/merging segments to accommodate FireCom boundaries, adding new street segments, normalizing street names and adding alias names where required. A custom ArcGIS application was developed to enable County personnel to maintain and enhance this data. Address Points - The project validated and normalized over 400,000 addresses, ensuring that each was properly assigned to an ESN. In addition to the County's existing address database, service point data (address and x,y coordinate) for all electric meters in the County was obtained from KeySpan. This data was normalized and programmatically matched to its proper street segment, ESN and parcel. A custom ArcGIS application was developed to enable County personnel to maintain and enhance address point data. Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 15 Client: City of New York Department of Finonce Description: The New York City Dep~utment of Finance manages the City's tax maps. For over a hundred years, the record management process has been a paper and mylar-based process. Bowne Management Systems (BMS), as a subcontractor to BearingPoint, is responsible for: · Analyzing existing tax map data sources, both tabular and graphic, and current maintenance procedures · Designing a tax map data model · Defining the conversion specifications and procedures · Creating the quality assurance (QA) program including a custom GIS-centric QA application · Performing QA of the converted data · Loading d~ta into the Oracle/ArcSDE data model This project involves modeling the most complex tax mapping data in the nation and BMS leads the effort to appropriately address issues associated with condominiums, easements and some of the more unusual aspects of the City's tax maps including air and subterranean fights. The Tax Map Project began in the spring of 2005 and is an active project. It is expected that the City's tax maps will be completely digitized by mid-2007. Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 16 Client: New York City Department of Information Technology (DoITT) Description: DolTT and the New York City Department of City Planning (DCP) are working cooperatively to enhance the City's existing street cemerline ("LION") and related datasets to support Unified Call Taking (UCT) and the computer-aided dispatch systems (CAD) at NYPD and FDNY. Bowne was responsible for the design and implementation of the new CSCL dataset, used to create extracts that can be loaded into the public safety CAD systems to improve the accuracy of dispatching. The project included creation or enhancement of the following GIS and non-GIS datasets: Address PoInts - New York City has almost 1,000,000 addressable locations. Although a GIS- based address point dataset has not existed previously, several City information systems include the majority of the City's addresses. Bowne evaluated the existing source datasets and created a master address dataset that aggregates the best existing address data into an initial GIS address point dataset. Bowne then validated and completed this dataset using field data collection, visiting roughly 100,000 addressable locations in a nine month timeframe. RouleSmart software was used to determine optimal data collection routes. Street Centerlines - The DCP's existing LION file was originally designed to support demographic, cartographic and other non-network analysis. The City's CAD systems require that the street network have sufficient topology and attribution to enable accurate emergency service number (ESN) assignment for each address in the City. This involved modifying the existing centerline geometry to ensure that all ESN polygons topologically connect to the street centerline dataset and that all street addresses are reflected in the address ranges on the eenterlines. ESN Polwons - Three sets of public safety ESN polygons were aligned to the enhanced street centerline file including the NYPD's police beats and housing posts and the FDNY's alarm box areas and EMS response polygons. Sunnortine Features Classes and Attril?ufion - Several other datasets were created or enhanced in order to optimally support UCT. These include the following, including: Alias street names Landmarks · Transit stations and lines · Mile post markers · Bridge and tunnel polygons · Natural drainage (hydrography) Bowne subsequently designed and developed an application for the Department of City Planning to maintain the new CSCL dataset. Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 17 Client: Suffolk County, New York Description: Bowne has been working with Suffolk County and a number of its departments to help it migrate f~om a series of unconnected GIS systems to an integrated Enterprise system. Some of Bowne's assigned tasks under these authorizations have included: Design and Implementation of an Enterprise GIS Architecture - Under the auspices of the County's IT Department Bowne designed and populated a single county-wide geodatabase that is now used by a number of applications. · GIS Training - Bowne provided customized At'eGIS training classes to County personnel using the County's data. Data Retrieval, Integration and Visualization Engine (DRIVE) - This customized ArcIMS application provides multiple functions including Accident Reporting, Road Network Management, Capital Project GeoLocating and Reporting, Dynamic Traffic Volume, Positive Drainage System Integration, and Traffic Signalized Intersections. Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 18 Cfient: Town of Islip, New York Description: Bowne was hired by the Department of Public Works to create a comprehensive pavement management system for 700 centerline miles of road. The Town wished to combine the engineering inspection of pavement conditions with modem computer software to determine roadway deterioration rotes and to provide reports that could be used to establish minimum maintenance, rehabilitation and improvement strategies and budgets so that the network would remain at an acceptable service level. The Town elected to use MicroPAVER, a PC version of the U.S. Army Corps pavement management system known as PAVER, which is available through the American Public Works Association (APWA). In addition, Bowne developed information that was not part of the MicroPAVER system and linked the entire information package to commercially available GIS soi~are, GisPlus. The heart of the PAVER system is the PCI (Pavement Condition Index), an index of surface pavement distresses observed on portions of the network called sample units and chosen according to a carefully defined set of rules. A trained team of inspectors examined 3,469 sample units representing 689.9 miles of roadway; a total of 7,776 pavement distresses were recorded. Bowne's services included: * The installation ofAPWA MicroPAVER Development of a database for condition information of concrete curb, curb and gutters and aprons · Pavement life for commercial streets as indexed by remaining ESALs · GIS development using Caliper's GisPhis software · Training, support and assistance with licensing for APWA MicroPAVER and GisPlns Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 19 Client: City of Troy Police Department and Bureau of Information Services Description: Bowne developed an Enterprise Geographic Information System and a Crime Analysis Mapping (CAM) application for the City of Troy Police Department under an Impact IV grant. CAM is a comprehensive crime mapping capability which enables the Troy Police Department, the City Bureau of Information Services, City Code Enforcement Bureau, City Planning Department, County Dispatch Office and relevant law enforcement partners to effectively store and share data with the participating and relevant parties from a secure, central location, through a web-based GIS application. The CAM application automatically extracts EmergiTech incident data three times a day before each Police Department shift. This incident data is then processed and combined with GIS data such as Police Zones, aerial imagery, streets, and parcels. Consequently, City staff is able to perform Police Incident, Quality of Life, and Call Center inquiries by Police Zones, date ranges, and incident types. The results are displayed in both tabular and spatial formats for further analysis in order to respond to future incidents more effectively. Bowne is also preparing a variety of canned spatial reports for the Police Chief and Patrol Captains for specific time frames such as prior work shifts for quick access. Bowne tasks included: a Extract, Transform and Load (ETL) Emergitech data o SQL Server Integration Services · Design and implement an Enterprise GIS o ArcGIS Server, ArcSDE, Microsoft SQL Server 2005 a Design a web-based application o ArclMS, Microsoft .NET technologies Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 20 Client: Town of Oyster Bay, New York Description: Since 1987, Bowne Management Systems, Inc. has been the Town of Oyster Bay's consultant for the design and implementation of a Town-wide Geographic Information System. Tasks have included project management and oversight, user needs assessment, database design and development, and wide area network specifications and implementaton. Since the implementing the Town-wide GIS , Bowne's role transitioned to database maintenance, user support, user mentoring (knowledge transfer) and training, and application development. Currently, the Town has the latest suite of ESRI technologies including ArcSDE, ArcGIS and ArcIMS. Bowne has worked with the Town to develop a GIS Intranet portal page to provide access to various GIS Intranet Viewers for the DeparUnent of Public Works, the Receiver of Taxes, the Comptroller's Office and the Department of Planning & Development. These Intranet GIS Viewers provide Town employees with valuable GIS related data that has been supplemented and linked with Town operational data including tax data, pavement condition data, and concrete condition data. Bowne continues to support the Town expansion of GIS through data collection and application development. As part of our wide areas network specifications and implementation tasks, Bowne was responsible for planning and installing a high capacity, expandable, comprehensive network that serves all of the Town's data communications requirements. Hardware components of the network include Cisco, IBM, Dell, SMC, and 3COM communicating via T1 lines, Frame Relay and Fiber Optics. Bovine also implemented, and continues to support, a centralized managed town-wide anti-virns protection, Email server and services, Active Directory Domain, Internet proxy and management, Cisco PIX firewall, DMZ zone, VPN services, and IIS Web Hosting Services, in addition to basic network configurations, troubleshooting and recommendations. Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 21 Past LGRMIF GIS Grants Below is a list of a few past LGRMIF grants that have been successfully completed by Bowne. · Suffolk County, NY - GIS User Needs Assessment and Implementation Plan The County of Suffolk engaged Bowne Management Systems, Inc. to prepare a Geographic Information System (GIS) User Needs Assessment as part of a New York State Local Government Records Management Improvement Fund (LGRMIF), formerly known as State Archives and Records Administraton Grant. After conducting surveys and interviews with sixty-one (61) County DeparUnents and Divisions, Bowne analyzed the existing network infrastructure, identified application requirements and the needs of the departments. Following the analysis phase, Bowne prepared a Conceptual GIS Design and an Implementation Plan. The final report included a proposed strategy for an Enterprise GIS implementation along with our recommendations on the data, staffing, training, hardware, software, custom applications and associated cost schedule. By following the recommendations of the User Needs Assessment and Implementation Plan, the County of Suffolk will have an opportunity to redefine its Countywide GIS System. This will allow the County GIS staff to effectively serve spatial data to both internal and external users in a very effective manner taking advantage of the proposed enterprise GIS architecture · Village of Lynbrook, NY - GIS User Needs Assessment and Implementation Plan The Village of Lynbrook engaged Bowne Management Systems, Inc. to prepare a Geographic Information System (GIS) User Needs Assessment as part of a New York State Local Government Records Management Improvement Fund (LGRMIF), formerly known as State Archives and Records Administration Grant in 2005. After conducting surveys and interviews with the Village Departments, Bowne analyzed the existing network infrastructure, identified application requirements and the needs of the departments. Following the analysis phase, Bowne prepared a Conceptual Design and an Implementation plan. The final report included a proposed strategy for an Enterprise GIS implementation along with our recomraendations on the data, staffing, training, hardware and software, applications and associated cost schedule. By following the recommendations of the User Needs Assessment and Implementation Plan, the Village of Lynbrook will have an opportunity to create a village-wide GIS System that will allow the Village staff to serve spatial data to both internal and external users in a very effective manner taking advantage of the proposed enterprise GIS architecture. Town of Riverhead, NY - GIS Needs Assessment and Implementation Plan The Town of Riverhead engaged Bowne Management Systems, Inc. to prepare a Geographic Information System (GIS) User Needs Assessment as part of a New York State Local Government Records Management Improvement Fund (LGRMIF), formerly known as State Archives and Records Administration Grant in 2005. After conducting surveys and interviews with seventeen (17) Town Deparunants, Bowne analyzed the existing network Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 22 infrasU'ucture, identified application requirements and the needs of the depmh~ents. Following the analysis phase, Bowne prepared a ConceptualDesign and an Implementation plan. The final report included a proposed sU'ategy for an Enterprise GIS implementation along with our recommendations on the data, staffing, training, hardware and sol, ware, applications and associated cost schedule. By following the recommendations of the User Needs Assessment and Implementation Plan, the Town of Riverhnad will have an opportunity to create a Town-wide GIS System that will allow the Town staffto serve spatial data to both intemai and external users in a very effective manner taking advantage of the proposed enterprise GIS architecture. Town of Ogden, NY, Village of Spencerport, NY - GIS User Needs Assessment Bowne was engaged by the Town of Ogden and the Village of Spencerport to prepare a Joint Geographic Information System (GIS) Needs Assessment as part of a New York State Archives and Records Administration (SARA) Grant. The Needs Assessment was performed to identify the needs and requirements for a Geographic Information System (GIS) and to analyze the poten6al effects that GIS technology can have on each municipality's record management process. For the Needs Assessment, Bowne interviewed twelve deparUnents within the Village and Town. The final report contained a Needs Assessment and Implementation Plan. Bowne presented the findings at a special joint session of the Town and Village Boards, which included the Village Mayor and Trustees, and the Town Supervisor and Board members. Town of Eastchester, NY - GIS User Needs Assessment The Town of Eastcbester, Westchester County, applied for and subsequently received funding for a Geographic Information Systems User Needs Assessment (GIS UNA) study supported by the New York State Education Department, Archives Program, Local Government Records Management Improvement Fund (LGRMIF). Bowne Management Systems, Inc. (BMS) was con~acted by the Town to conduct the GIS UNA in July 2006. Following the NYS Archives LGRMIF guidelines for GIS, BMS has conducted Departmental interviews with the Town's Subject Matter Experts, and developed a Needs Assessment, Conceptual GIS System Design, and Implementation Plan. One of the key findings of the study was that the Town needed to develop an Enterprise GIS in order to make spatial data and applications available to the Town staff and residents, while integrating its GIS with Westchester County's to take advantage of the existing spatial data and services available through the County. The Town plans to implement the Enterprise GIS and pursue integration with the County in the near future through another round of funding from the NYS Archives, Education Department. Town of Montgomery, NY - GIS User Needs Assessment The Town of Montgomery applied for and subsequently received funding for a Geographic Information Systems User Needs Assessment (GIS UNA) study supported by the New York State Education Department, Archives Program, Local Government Records Management Improvement Fund (LGRMIF). Bowne Management Systems, Inc. (BMS) was contracted to Ms. Elizabeth A. Neville Date: lanuary 29, 2010 Page: 23 conduct the study that includes the following sections: 1) Needs ,4ssessment 2) Conceptual System Design 3) Implementation Plan. Analyzing the information gathered through 10 Departmental interviews with the Town's Subject Matter Experts, BMS has developed the GIS UNA and dalivered a presentation to the Town Board members and Departments. BMS recommended that the Town pursue a GIS that will spatially enable all Town Depaaments through use and deployment of web-based GIS. The Town intends to pursue more funding from NYS Archives next year to implement a town-wide Enterprise GIS. Town of Somers, NY - GIS User Needs Assessment The Town of Somers applied for and subsequently received funding for a Geographic Information Systems User Needs Assessment (GIS UNA) study supported by the New York State Education Department, Archives Program, Local Government Records Management Improvement Fund (LGRMIF). Bowne Management Systems, Inc. (BMS) was contracted by the Town to conduct the GIS UNA in September 2006. Following the NYS Archives LGRMIF guidelines for GIS, BMS has conducted Departmental interviews with the Town's Subject Matter Experts, and developed a Needs Assessment, Conceptual GIS System Design, and Implementation Plan. BMS recommended that the Town pursue a web based Land Records Viewer application to be developed in order to distribute spatial data to the Town staff and residents from a central location. The report made recommendations regarding hardware, software, spatial data, staffing, and training requirements to support the web based application as well as the associated cost estimates and implementation schedules by three phases. Village of Pelham, NY - GIS User Needs Assessment The Village of Pelham applied for and subsequently received funding for a Geographic Information Systems User Needs Assessment (GIS UNA) study supposed by the New York State Education Depa~tu~ent, Archives Program, Local Government Records Management Improvement Fund (LGRMIF). Bowne Management Systems, Inc. (BMS) was contracted by the Village to conduct the GIS UNA in September 2006. Following the NYS Archives LGRMIF guidelines for GIS, BMS has conducted Departmental interviews with the Town's Subject Matter Experts, and developed a Needs Assessment, Conceptual GIS System Design, and Implementation Pla~ BMS recommended that the Village take advantage of the Westchester County's GIS services such as web based application hosting and spatial data sharing. Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 24 Price Quote Our lump sum fee for this scope of work is $36,400.00, inclusive of travel and other out of pocket expenses. This estimate was developed using our approved 2009 rates under our NYS OGS contract, number CMS696A. TA~K TOTAL HOURS TOTAL COST Develop Needs Assessment, Conceptual GIS System Design and GIS Implementation Plan for 260 $36,400.00 the Town of Southold, NY and Village of Greenport, NY Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 25 Company Profile BMS is a leading integrator of Information Technology (IT) and GIS, located in Mineola, NY Since 1982, BMS has been supporting clients in both the public and private sectors with the highest quality information system solutions ranging from needs assessment plans, enterprise-wide spatial data warehouses utilizing Internet and Intranet technology to custom applications and network solutions. Bowne has extensive experience delivering GIS and related services. Applications and services developed by Bowne include geodatabase design, parcel and property information management, land records management, spatial data warehousing, infrastructure management, global positioning systems (GPS), cartographic transformations, field data collection, and data conversion quality control. Bowne's services include: Geographic Information Systems · Spatial Data Warehouses · Enterprise GIS · Asset management / constituent response ("31 l") · Handheld coraputing and wireless applications · Public records management and document imaging · Workflow management · Web-based application development · Legacy system and data integration · Map and data products preparation BMS is highly experienced with Environmental Systems Research Institute (ESRI) GIS software, including ArcIMS, ArcGIS Server, Spatial Database Engine (ArcSDE), ArcGIS, ArcInfo, ArcView, and ArcGIS Mobile. BMS is an ESRI Business Parmer, named 2005 ESRI Foundation Parmer as well as Northeast Regional Business Partner of the Year in 2000 for our record of successful GIS implementations. Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 26 Project Schedule Assuming that the project will commence no later than August 15, 2010, BMS will complete and submit the deliverables of the GIS Needs Assessment project by December 15,2010. August IS - August 30, 2010: September 1 - September 30, 2010: Octoberl - October 30, 2010: November 1 - November IS, 2010: November 1S - December 15, 2010: Kick-off Meeting, Prepare for and Schedule Interviews Conduct Interviews, Information Collection Conceptual System Design Completion Implementation Plan Completion Final Report, Final Presentation, Project Complete Ms. Elizabeth A. Neville Date: Sanuaty 29, 2010 Page: 27 Project Team Resumes Key project team members include: Scott Mastellon, Project Manager · Richard Messiana, Programmer Analyst · Joseph Jones, Senior GIS Analyst Mr. Mastellon has managed major informa6on Technology projects since 1998. Mr. Mastellon has been responsible for the following project tasks: Records Management, Intemet/Intranet development, Geographic Information Systems (GIS), business process engineering, database management, system integration, and computerized application development. Having been in the IT field since 1995, Mr. Mastellon has a wealth of experience with regard to user needs analysis, system design, workflow analysis, data conversion, imaging, and user support planning. Development GIS Environment RDBMS Hosting Environments Operating Systems Document Imaging · SQL · ArcGIS Suite (ArcView, ArcEditor, Arcinfo,) 9.x · ArcSDE 9.x · ArclMS · ArcGIS Server · Maplnfo Professional · AutoCAD/Autodesk Map · Microsoft Access · SQL Server 2000/2005 · Oracle 8i, 9i, 10g · lIS · Apache/Tomcat · Windows 2003 Server Family, XP, NT · Sun Solaris · FileNET (Panagon IDM) · Hyland (Onbase) · Plexus (Image First Office) · Captaris (Alchemy) · Laserfiche (Laserfiche) · IBM (Image Plus) Ms. Elizabeth A. Neville Date: JanualT 29, 2010 Page: 28 Structured Analysis/Design Office Automation · Microsoft Visio · Describe · Enterprise Architect · UML · Microsoft Office Suite, including Project · Crystal Reports Parents for Meean's Law. Content Mana~,ement System and Offender Mannine. Proi~:[ Y[gn0g~r - Mr. Mastellon was the Project Manager for this project where Bowne provided oversight consulting to support the implementation of an open source content management system (OpenCMS) to support the organization's website needs. In addition, Mr. Mastellon was the Lead Analyst and Project Manager responsible for implementing a Google mapping interface to support the geocoding and mapping of registered sexual offenders located in New York State. (4/06-1/09) Town of Isliv Denanment of Planning & Development, GI$ Implementation, Pmiect Manager - Mr. Mastellon was the Project Manager for this project where Bowne worked with the Town's GIS and Information Technology (IT) resources to design, configure, and implement ESRI's ArcSDE product within Microsoft SQL Server 2000. Bowne services enabled the Town to efficiently implement a scalable enterprise GIS solution. In addition, Bowne provided mentoring services for data collection using ArcPad, advanced editing using ArcGIS, customization for ArcIMS, and integration with legacy mainframe data using ViaSQL. (12/05 - 3/08) Town of Hemostead - Buildinr, Denartment Mobile Insoecti0n System - Mr. Mastellon was the Project Manager and Lead Analyst for this project where Bowne developed a mobile application for the Town's Building DeparUnent inspectors to record inspection results in the field. The mobile application developed ntilized GPS technologies to ensure inspection results were only records when the inspector was within 500 feet of the resident's location. The mobile application was deployed on a ruggedized laptop. (10/07-3/08). Town of Babylon 3-1-1 Constituent Resnonse System. Project Mananer - Mr. Mastellon was the Project Manager and Analyst for Bowne's design and implementation of the Town's Constituent Response system (CRS). As Project Manager and Analyst, he was insu'umental in the design of a new constituent services function, along with the necessary structure of policies, procedures and operations for interacting with constituents, delivering services, monitoring performance and effecting positive change. Mr. Mastetlon was a key participant in analyzing issues and requirements, scoping the CRS, assessing the state of current technology and operations in the Town related to the CRS, defining the technical components and operational model, selecting technology vendors, developing implementation plans and implementing an operational CRS system and call center. (2008) Ms. Elizabeth A. Neville Date: Januat'y 29, 2010 Page: 29 United Way of Lomz Island 2-1-1 System. Project Manaaer - Mr. Mastellon was the Project Manager for this project where Bowne worked with the United Way of Long Island to develop a mul6- jurisdictonal model, including a feasibility study, implementation plan and call center concept, for a 211 Human Services and Emergency Hot Line capability. The project team collaboratively worked with a number of municipal and not-for-profit organizations to develop a plan that leverages all available local operational resources as well as larger funding sources like New York State and the Federal Government. The project involved a host of operational, technological and logistical issues reaching across municipalities in both Nassau and Suffolk Counties. (2008) Town of Riverhead - GIS Viewer Implementation - Mr. Mastellon was the Project Manager for this project where Bowne developed and installed a Town-wide GIS Viewer for the Town using ArcGIS Server. (2008). Suffolk County Denartment of Information Technology GIS User Needs Assessment. Project Manager - Mr. Mastellon was the Project Manager for this project where Bowne conducted a GIS User Needs Assessment (UNA) for Suffolk County. Bowne conducted surveys and interviews with sixty-one (61) County Depas'taients and Divisions. Bowne analyzed the existing network infrastructure, identified application requirements and the needs of the departments. Following the analysis phase, Bowne prepared a Conceptual GIS Design and an Implementation Plan. The final report included a proposed strategy for an Enterprise GIS implementation along with our recommendations on the data, staffing, training, hardware, software, custom applications and associated cost schedule. (2007) Town of Riverhead. Entemrise GIS Implementation. Proiect Manaeer - Mr. Mastellon was the project manager on this project where Bowne implemented an enterprise GIS within the Town of Riverhead. The implementation followed the plan outlined in the GIS User Needs Assessment (UNA) developed in the previous year. The project included the implementation of an enterprise geodatabase with ArcSDE and the installation AreGIS Server to support further GIS applicatioas within the Town. (6/07 - 12/07). Town of Brookhaven 3-I-1 Constituent Res,onse Svstem. Project Mananer- Mr. Mastellon was the Project Manager and Analyst for Bowne's design and implementa6on of the Town's Constituent Response system (CRS). As Project Manager and Analyst, he was instrumental in the design of a new constituent services function, along with the necessary structure of policies, procedures and operations for interacting with constituents, delivering services, monitoring performance and effecting positive change. Mr. Mastellon was a key participant in analyzing issues and requirements, scoping the CRS, assessing the state of current technology and operations in the Town related to the CRS, defining the technical components and operational model, selecting technology vendors, developing implementation plans and implementing an operational CRS system and call center. (2006-2008) T~w0 9f Qy~ter Bay. H. man Resources Information Technoloev Manaoement Consultine. Project Manaeer - Mr. Mastellon was the Project Manager and Lead Analyst of this project where Bowne conducted an assessment of the Town's Information Technology (IT) environment. The assessment addressed the Town's internal IT support, local and wide area networks, servers and hosts, maintenance contracts, application soRware environment, geographic information systems, records Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 30 management, email environment, web components and hosting, disaster recovery, IT security and telecommunications. Based upon the assessment findings, Bowne was contracted to design and implement a central Information Technology function to replace independent departmental silos of computing. Working with TOB executive level personnel, Bowne developed a two-year strategic plan for IT which included budgetary requirements and an infraslmcture standardization and realignment project plan. To assist the Town in executing this plan, BMS provided a pert-time Chief Information Officer (CIO) and a full-time PC Operations Manager, which gave leadership to the effort and markedly improved the functioning of the IT unit (2005-2007) Town of Riverhead, (~I$ Needs Assessment, Project Mananer - Mr. Mastellon was the project manager and lead analyst for this project. Bowne worked with the Town of Riverhead, NY to develop a GIS User Needs Assessment (UNA). Mr. Mastellon led the Bowne team as a GIS Analyst, conducting the UNA related surveys, interviews and writing the technical report that includes a conceptual design and implementation plan. (9/05 - 6/06) New York CRv Deoat'tment of Historic Preservation and Develonment (HPD). Lead Insnaction Routin~. Lead Analyst - Mr. Mastellon was the lead analyst for Bowne's design of a scheduling and routing solution for the Department's code enforcement inspectors. As lead analyst, he was responsible for the analysis of existing inspection data and the design of a customized scheduling solution. In addition, Ivlr. Mastellon worked closely with RouteSmart Technologies, a sister company at the Bowne AE&T Group, to determine the most effective integration of RouteSmart for ArcGIS into the overall scheduling and routing solution for the Department. (10/04 - 1/06) Suffolk Conntv Office of Consumer Affairs. Web Annlication. Project Mananer - Mr. Mastellon was the Project Manager for this project, where Bowne built an enterprise Intranet application that combined functionality previously contained in over 25 various applications into one single Oracle database. Mr. Mastellun was instrumental in Bowne's efforts, which converted data contained in over 75 database tables and developed over 25 Data Transformation Service (DTS) Packages within SQL Server to convert, clean and standardize the data sources. The application, currently used by the Licensing Bureau, Complaint Bureau, and Weight and Measures Bureau has resulted in improved depastuaant communications, increased reporting capabilities and decreased overall workflow inefficiencies. (5/05 - 6/07) Town of Babylon, Land Records Viewer and Property Photo Integration System, Project Manager - Mr. Mastellon was the Project Manager for this project where Bowne developed an enterprise Land Records GIS Viewer for the Town. The Town of Babylon received a Real Property Tax Administration Improvement Program (RPTAIP) grant from the New York State Office of Real Property Services (ORPS) in 2007 to improve the efficiency of obtaining property related information and cost effectiveness of the various Town related activities that require access to the property related information. The project used GIS and GPS technology to obtain street level digital photographs of over 70,000 parcels within the Town. GPS data was collected using GPS enabled digital cameras and assigned to parcel tax map numbers using customized AxcGIS scripts. To efficiently distribute photographers in the field, a GIS enabled route optimization soil:ware product (RouteSmart for AroGIS) was used to create and optimize routes for each photographer throughout the project. All routes, photos and GPS coordinates were effectively stored in the Town's GIS data Ms. Elizabeth A. Neville Date: January 29. 2010 Page: 31 warehouse. An existing ArclMS GIS Viewer used for displaying basic assessment information was enhanced by Bowne to include property card data, links to property card images, links to street level photographs, links to property sketches, sales comparison search capabilities, assessment comparison search capabilities, tax related information, and sales information.(2008-2009) New York Ciw Denartment of Environmental Protection Water Meter Insnection Routin,,. Project Manager - Mr. Mastellon was the Project Manager for this project where Bowne implemented a pilot_ implementation of an information technology solution that would generate efficient routes for the Bureau's inspectors using RouteSmart for ArcGIS® software. The pilot focused on supporting Queens Dispatcher and the thirteen inspectors assigned to the borough. The project yielded a solution for BCS that would reduce the amount of time required to create daily inspection routes, improve customer service by enabling improved appointment scheduling, support appointment time windows, and efficiently insert "filler work" into daily inspector routes using both geographic and operations parameters. (2007) Town of Babylon Information Technoloeies GIS Suovort. Project Manager - Mr. Mastellon was the Project Manager for this project where Bowne worked with the GIS Technical Committee and Information Technology Steering Committee to develop and implement an enterprise GIS for the Town. Mr. Mastellon provided technical guidance and direction to the Town's GIS initiatives to expand the use of and integration of GIS within all Town Deptu tments. Mr. Mastallon has provided continual project management support and technical direction for GIS initiatives for the Town through the current date. (1/06 - Curren0 Town of OYster Bay Comptroller's Office. GIS Sunoort. Proiect Manager - Mr. Mastellon was the Project Manager for this project where Bowne worked with the GIS Technical Committee and Information Technology Steering Committee to develop a GIS action plan for 2006. This 2006 GIS action plan was adopted by the Steering Committee and was used in 2006 to guide the direction of the Town's GIS initiatives to expand the use of and integration of GIS within all Town Departments. Mr. Mastellon has provided continual project management support and technical direction for GIS initiatives for the Town through the current date. (1/06 - Current) New York StaSe Department of Motor V~hiqles, Accident Location Information System (ALIS). Project Manager - Mr. Mastellon was responsible for the technical direction of programming resources to develop five custom client modules for Location Coding Data Entry (LCDE), Location Editing (LE), Simple Query and Reporting (SQR), Map Maintenance Notification and Tracking (MMNT), and Street Name Editor (SNE). He was also responsible for developing a Unified Modeling Language (UML) model for two of the five modules. (7/01 - 12/05) New York City Deoartmem of Parks and Recreation. Forestry Mana~emant. Project Mananer - Mr. Mastellon was the Project Manager for this project, where Bowne developed a public wehsite for constituents to enter forestry related complaints via the Intemet. The public wehsite interfaces with New York City GeoSupport and Azteca's Forestry Management System (ForMS). Mr. Mastellon was the lead analyst on the system design and was also responsible for the technical direction of programming and GIS resources. (3/05 - 1/09) Town of North H~mpst~ad 3-1-1 Comtitoent Resoonse System. Lead Analyst - Mr. Mastellon was the Lead Analyst for Bowne's design and implementation of the Town's Constituent Response Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 32 system (CRS). As Lead Analyst, he was instrumental in the design of a new constituent services function, along with the necessary structure of policies, procedures and operations for interacting with constituents, delivering services, monitoring performance and effecting positive change. Mr. Mastellon was a key participant in analyzing issues and requirements, scoping the CRS, assessing the state of current technology and operations in the Town related to the CRS, defining the technical components and operational model, selecting technology vendors, developing implementation plans and implementing an operational CRS system and call center. (4/06 - 6/07) Dow ,Iones W,bQIS System. Proiect Manaoer - Mr. Mastellon was the Project Manager for this project, where Bowne built a web based customer marketing geographic information system called WebGIS. Mr. Mastellon was the lead analyst on the system design and was also responsible for the technical direction of programming and GIS resources. The system enables circulation teams across the Country with the ability to visually review subscriber distribution patterns to maximize service and efficiency. The system is extremely large and contains millions of customer records and a nationwide street centerline file that contains over 72 million records. As pm of his activities, Mr. Mastellon worked with the Dow Jones IT Department to ensure that WebGIS met Dow Jones requirements for Sarbanes-Oxley disclosure. (11/04 - 8/05) Nqw Ygrk ~iB' [-I9n~in~' and Neiehborhood Information System (NYCHANIS). Project Manaeer - Mr. Mastellon was responsible for the technical direction of programming and GIS resources to develop an interactive, Interact-based GIS application. This website is an online information system based on data presented in the "State of New York City's Housing and Neighborhoods" annual report. Mr. Mastellon was also responsible for developing a Unified Modeling Language (UML) model for all system modules. (New York University of Law). (3/03 - 12/03) United States Annv Corns of Engineering,. Survey Information Manaeement System (SIMS). Prelect Mana~ar - Mr. Mastellon was responsible for the technical direction of programming resources to develop a custom web-based workflow management application for the Survey Division of the North Atlantic Division. He was also responsible for the analysis of the existing paper-hased business process. This analysis was used to re-engineer the existing process with the automated information management system. (7/01 - 12/02) United State~ Army Corps of Engineering. Intearated Snatial Data System. Prelect Maria,,er - Mr. Mastellon was responsible for the technical direction of programming resources to develop a custom web-based workflow management application for the Operations Division of the North Atlantic Division He was also responsible for the analysis of the existing paper-based business process. This analysis was used to re-engineer the existing process with the automated informaOon management system. (10/01 - 1/04) County of Tioga Denartment of Social Services. Job Point Proexam. Project Manaoer - Mr. Mastellon was responsible for the technical direction of programming resources to develop a custom web-based application to provide driving and walking directions to Temporary Assistance for Needy Family (TANF) clients in Tioga County. The web-based application was built using ESRI's RouteMAP IMS sotYa, are as the spatial engine. (4/01 - 12/02) City of New Orleans, D~parTacnt of Public Works. Svstem Analyst - Mr. Mastellon was responsible for integrating a third party asset management system using a workfiow analysis. He re-engineered Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 33 the Traffic, Abandoned Vehicle, and Maintenance Divisions of the Public Works Department after becoming thoroughly familiar with the third party asset management system, CASSWORKS, developed by RJN Group, Inc., in order to provide on-site support for end-users on an as-needed basis. Tgwn of Oyster Bay. Plannin~ & Develooment Denartment. Project Manaeer - Mr. Mastellon was responsible for the technical direction of programming resources to maintain custom applications within the Planning Depa~hs~ent; Building Permit System, Code Compliance System, and Site Planning System. Town of Oyster Bay, Highway Division. Project Manar, er/Svstem Analyst - Mr. Mastellon was responsible for the development of a custom road evaluation rating system module. Work items included the development of user requirements, database design, system design, system testing, application installation, user training, and user documentation. (4/02 - 4/03) Long L~land Rail Road, Enaineerin~ Denartment. System Analyst - Mr. Mastellon was responsible for the development of a custom Mechanized Reporting System for the Track Division. Work items included the development of user requirements, database design, system testing, application installation, user training, and user documentation. (6/01 - 6/02) Long Island Rail Rgad, MIS Denartment. FileNET. Systems Analyst - Mr. Mastallon was responsible for implementing FileNET imaging to new departments. Work items included needs assessment, project timeline, workflow analysis, system requirements, design and implementation. (5/01 - 9/02) Town of Oyster Bay Department of Intergovernmental Affairs. Comouter Suooon. Project Manaeer/Svstems Analyst - Mr. Mastellan was responsible for overseeing network support and programming services required by the Department. These services included PC installations, PC upgrades, PC moves, design and implementation of Intranet system used by all panner agencies, maintenance of existing software applications, and the maintenance of state regulated reporting requirements. (4/98 - 2/00) ACADEMIC B~CKGROUND B.A. / Mathematics / State University of New York at Oswego / 1993 LICI~ ~ CERTIIClCATIONS Certificate in Project Management and Implementation (CPMI) / Hofstra University / 1/1/2003 Certified Scrum Master (ScrumAllianca) / Danube / 12/3/2009 Integrated Spatial Data System (ISDS), A Work Management Solution. With Ray Elmore. Presented at the 2002 CADD/GIS Symposium Conference (San Antonio, TX, 2002) Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 34 Web Based GIS Application Helps Unemployed Families. Presented at the 2003 Annual Geographic Information System/Special Interest Group (GIS/SIG) Spatial/Digital Mapping Conference (Rochester, NY, 2003) New York City Housing and Neighborhood Information System. Presented at the 2003 Annual New York State Geographic Information System (GIS) Conference (Albany, NY, 2003) Interactive Bathing, Beach Advisory Website. Presented at the 2007 Annual New York State Geographic Information System (GIS) Conference (Syracuse, NY 2007) 3-1-1 and 2-1-1 Systems, Discover the Benefits and How it Impacts Your Organization. Presented at the 2006 1st Annual Long Island Government Technology Expo (Long Island, NY 2006) 3-1-1 and 2-1-1 Systems, A Case Study for the Town of Brookhaven. Presented at the 2007 2~a Annual Long Island Government Technology Expo (Long Island, NY 2007) Improved Efficiencies in Government using GIS & GPS Technologies. Presented at the 2008 Annual New York State Geographic Information Systems (GIS) Conference (Albany, NY 2008) Spatial Real Property and Assessment Information Systems. Presented with Girk Cakmak. Presented at the 2009 Spring NEARC Conference (MA, 2009) Mr. Messiana is a member of Bowne's Analysis Group. In this role he meets with customers, provides design and consulting services, and develops application interfaces and programming specifications. He is proficient in C-~-, Visual Basic, Java and SQL. As a Programmer Analyst, Mr. Messiana is responsible for consulting, programming, and related information systems. CU'-RREN3' PROirF, SSI~ONAL SKILI~: Development · C, C++, Java, SQL, Visual Basic, Visual Basic.Net GISEnvironment * ArcGIS Suite (ArcView, ArcEditor, ArcInfo, ArcCatalog) 3.x, 8.x, 9.x · AutoDesk Suite RDBMS · Oracle 8i, 9i, 10g · SQL Server 2000 · Microsoft Access Hosting Environments · Apache · Microsoft liS · iPlanet Ms. Elizabeth A. Neville Date: Sanuary 29, 2010 Page: 35 Operating Systems * Microsoft Windows 2000/Xp Structured Analysis/Design * Microsoft Visio · Visual Studio .NET · Rapid SQL · Oracle SQL Developer Office Automation · Microsoft Office Suite, including Project , · RoboHelp New York City DorrT, Citywide Street Centerline (CSCL) Phase II. Lead Analyst - Mr. Messiana worked on the design and development of the data model and developed business roles for data conversion and migration. Mr. Messiana also provided subject matter expertise to the Phase II data migration team and was the transition person between the Phase II project and the Phase III application development team. This work was done as pan of a subcontract to Hewlett-Packard. (10/07 - 3/09) N~w Ygrk (~i~v DoITT. CSCL Phase III. Lead Analvst- Mr. Messiahs lead a team of analysts to develop a set of requirements for the Street Centerline Maintenance application. He produced the design documentation used to develop the maintenance application and performed iterative testing for each build of the application. Mr. Messiaua provided Phase II knowledge transfer for all Phase III personnel and conducted end user training seminars for DCP and DolTT personnel. (1/08 - Present) New York City Economic Develonment Corooration, Property Informafon Aoolication. Project Manaeer- The project was to create a web based GIS Application known as "Property Info" using ARCIMS and Microsoft .NET. The application allows City-wide users to access property descriptions and tax information, zoning, economic empowerment zones, census data and more. My responsibilities included developing functional requirements, application design, overseeing the application development, testing and user training. (4/06 - 2/07) Fire Denartxnent New York. ECTP. Analyst - As part of the City's Emergency Communications Transformation Project, Mr. Messiana provides database design and implementation services. The environment is ArcGIS 9.1 and ArcSDE/Oracle. This work is being done as part of a subcontract to Hewlett-Packard. (4/05 - 11/07) Suffolk County Tax Mao Project. Project Mananer - The project involved the development of an ESRI geodatabase data model for the migration of the county's 4000+ digital tax maps from a MicroStation CAD format to an ESRI environment. A Pilot area was converted into the data model and tested for accuracy. All of the County's tax maps were converted from NAD27 to NAD83 projection. A tax map maintenance application including version control and custom tools will be developed as an ArcGIS desktop application. As part of the project 2 web based tax map viewer applications will be designed and developed using ArcGIS Server. User training and documentation will be provided. The project has a 15 month lifecycle. (11/06 - Present) Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 36 Governors Island Preservation and Education Comoration (GIPEC). Facilities Manaoemant GIS Database Develonm~n[, Anol¥~t - Mr. Messiana did a high level design document for a GIS viewer to be used for QA. This work is being done as a subconsultant to Turner Construction Company. (9/06 - 10/07) New York City Denartment of Finance. Analyst - Mr. Messiana has developed the specifications and interface for a web based QA/QC application that DOF has used to review tax maps created as part of the project to Digitize Surveyor Tax Maps. In addition, Mr. Messiana worked on DOF's long term ESRI maintenance issues, client liaison, and prime contract coordination. This work was done as part of a subcontract to BearingPoint. (4/05 - 3/08) Town of Oyster Bay. IT Standardization. Analvst- Mr. Messiana wrote the RFP for the Town for a COTS building and permitting system. He performed evaluations of vendor proposals and assisted the Town in the decision making process and contract negotiations. Mr. Messiana will also assist in the implementation of the selected system. (2/06 - 1/07) New York City Economic Develonment Corooration. Pmoertv Information Aonlication. Project Manaeer- The project was to create a web based GIS Application known as "Property Info" using ARCIMS and Microsoft .NET. The application allows City-wide users to access property descriptions and tax information, zoning, economic empowerment zones, census data and more. My responsibilities included developing functional requirements, application design, overseeing the application development, testing and user training. (4/06 - 8/07) Nassau County Denartment of Real Estate Planmn~ and Develooment. Prelect Manaeer - Mr. Messiana is the Project Manager and was responsible for designing the application. Bowne created a web based GIS application, developed for the County*s WebSphere environment, which tracks all county owned properties. This consolidates all information pertaining to structures contained on County owned properties. Data from multiple County agencies such as DPW, Building, Parks, and Assessment, are available in one application with the ability to edit and update records. (6/04 - 2/06) Westchester County Denartment of Information Technolo~,v. Web Maonine Aonlications. Lead Analyst / Proiect Manager - As part of the Mapping Westchester County project, Mr. Messiana was responsible for the design of a single viewer that consolidated four (4) legacy public web sites that the County used to deploy GIS content. This required functionality changes, map services changes, symbology and interface changes and result in a more efficient, streamlined intemet GIS presence for the County Oatto://~,iswww.westchestereov.com/westchester/eman/wcl.htm). As Project Manager, Mr. Messiana was responsible for the creation of a GIS based application for the Department of Consumer Protection to provide locations and mapping of gas stations by lowest price and distance. (11/05 - 3/06) Suffolk County Office of Consumer Affairs. Web Aoplication. Pro~,rammer/Analvst - Mr. Messiana was a Programmer/Analyst on this project, where Bowne built an enterprise Intranet application that combines functionality previously contained in over 25 various applications into one single Oracle database. Bowne converted data contained in over 75 database tables and developed over 25 Data Transformation Service (DTS) Packages within SQL Server to convert, clean and standardize the Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 37 data soumes. The application, currently used by the Licensing bureau, Complaint bureau, and Weight and Measures bureau, has resulted in improved department communications, increased reporting capabilities and decreased overall workflow inefficiencies. Mr. Messiana was responsible for testing and documentation on this project. (5/05 - 6/07) Villaoe of Freenort Enterprise GIS. Lead Annlvst - Bowne assisted the Village of Freeport with implementing a village-wide GIS. Mr. Messiana was responsible for writing the interview questionnaire, conducting department-wide interviews, performing workflow analysis and producing a report of recommendation. In addition, he designed the GIS viewer and wrote the web-based Help system for the GIS viewer. (11/03 - 5/05) Villaoe of Lvnbmok. GIS Needs Assessment. Project Manaoer - Bowne worked with the Village of Lynbrook, NY, to develop a GIS User Needs Assessment (UNA). Mr. Messiana led the Bowne team as a GIS Analyst, conducting the UNA related surveys, interviews and writing the technical report that includes a conceptual design and implementation plan. (6/05 - 2/06) Plainview Water Di~trigt, QI$, Proi~c~ Manog~r - Bowne designed and implemented the Department's first GIS application - an intranet viewer which consolidated Nassau County GIS data with the Water District's water management system. (9/05 - 3/06) Plainview Water District, Office Automation Study. Lead Analyst - Bowne assisted the Plainview Water District with a Workflow and Document Management Assessment. Mr. Messiana wrote the interview questionnaire and conducted deparUnental interviews. In addition, he conducted a workflow analysis for the department and produced a report of recommendations and implementation plan delivered to SARA. (10/04 - 8/05) Nassau Count-,, Dena~'lment of Assessment. Cadastral Manoiw, Proiect. Lead Analyst - Mr. Messiana is pan of the County's GIS consultant team to provide a complete program of contract oversight and quality control of the tax mapping compilation contractor. Work items included: (3/03 - Present) · Needs and workflow analysis Software design and implementation · Conduct group and individual uaining seminars for cuslom software · Provide written software documentation · Checking and approving vendor claims for payment for accepted work · Integrating digitized AutoCAD drawings into ARC/INFO and SDE · Design of the Department's internet-based Land Records Viewer Westchester County Plannino Denartment. Real Pronertv Search Annlication. Annlvst - The County requested a desktop application that it could distribute to each local municipality for parcel lookup and spatial proximity searching. Used primarily for notification purposes, this application had to be easy to use, maintain and distribute with tailored data for each locale. The application was developed by Bowne in Visual Basic .Net with ESRI's AreEngine and a personal gendatabase. (7/04 - 7/05) Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 38 New York City Hou~in~, and Neiohborhood Information System (NYCHANIS). Analyst - Bowne developed the New York City Housing and Neighborhood Information System (NYCHANIS) for New York University's Furman Center for Real Estate and Urban Policy and the New York City Department of Housing Preservation and Development (HPD). Funded by the Technology Opportunities Program (TOP) of the US Department of Commerce and grants from several banks and foundations in New York City, the system is based upon the data presented in the Center's State of New York City's Housing and Neighborhoods annual reports. Mr. Messiana was responsible for writing a comprehensive test plan for web-based applications and for executing the test plan. (3/03 - 12/03) Town of Oyster Bay Department of planning, and Development, Requirements and Recommendation Study, Analyst - Mr. Messiana was responsible for writing the interview questionnaire, conducting departmental interviews, performing workflow analysis and producing a report of recommendations for a new commercial off-the-shelf Planning and Development System. He will oversee the implementation project of the selected system. (5/04 - 2/05) Town of Riverhead. GIS Needs Assessment. Analyst - Bowne assisted the Town of Riverhead with implementing a village-wide GIS. Mr. Messiana was responsible for writing the interview questionnaire, conducting department*wide interviews, performing workflow analysis and producing a report of recommendation. (9/05 - 3/06) Suffolk County Camnai~a Finance Board. Web-Based Filinc,. Analyst - Mr. Messiana wrote the web-based Help system for the application and wrote a comprehensive test plan. (8/03 - 2/05) Town of Babylon Department of General Services. GIS Imvlementation. Lead Analvst- Bowne worked with the Town of Babylon, NY, to develop a village-wide GIS User Needs Assessment (UNA). Mr. Messiana was responsible for writing the interview questionnaire, conducting UNA surveys, performing workflow analysis and producing a report of recommendation. In addition, he designed the GIS viewer and wrote the Web-based Help system for the GIS viewer. (3/04 - 6/06) Town of Eastchester Lake Isle Comnuterized Maintenance System. Analyst - Mr. Messiana was responsible for programming additional features for an updated version of a Visual Basic application. (2/05-2/06) ACADEMIC BACKGROUND: Certificate in Computer Science / Hofstra University / 2002 .4 one-year, 320-hour program, the equivalent of an undergraduate degree in computer science M.A. / Cognitive Psychology / The New School for Social Research / 1976 B.A. / Developmental and Cognitive Psychology / State University of New York / 1973 Certificate in Project Management / Hofstra University / 2004 Completed ESRI online course Leaming ArcGIS 8, pan 1 / 2004 Concepts of Computer Programming using Java / Suffolk Community College / 2002 Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 39 C++ Programming 1 and 2 / New York Institute of Technology / 2000 Nassau County GIS, Assessment and IT- A Perfect Fit. Presented at the 2005 New York State Geographic Information Systems Conference (2005). Mr. Jones is an experienced GIS professional who spent 47 years with Nassau County, most notably as GIS Coordinator. He is a member oftbe New York GIS Coordinating Body - Chairman of Local Govemmant Advisory Committee and Chairman of the Nassau County GIS Users Group. Nassau County GIS - Mr. Jones is involved in efforts to design and implement the Nassau County Geographic Information System. Responsibilities included project management, budgeting, and coordinafon of team members. Technical responsibilities included: project definition; development of a User Needs Assessment; design and implementation of an interim basemap; conceptual design; assistance in the preparation of specifications for aerial photography, photogranunetric compilation and system acquisition; and preparation of project newsletters. Products used include Oracle 7.x, ESRI's Spatial Database Engine (SDE) product, Windows NT and HP/UX, and ESRI's ArcView product. The project also included the design and implementafon of an Intranet-based Help Desk, which included facilities for obtaining system information and posing queries and questions to the GIS support group. (10/09 - Presen0 Nassau County, NY, GIS Coordinator 1990-2009 Mr. Jones served Nassau County as the Geographic Information Systems (GIS) Coordinator. His technical responsibilities included: project definition; development of a User Needs Assessment; design and implementation of an interim basemap; conceptual design; assistance in the preparation of specifications for aerial photography, photogrammetric compilation and system acquisition; and preparation of project newsletters. Products used included Oracle 7.x, ESRI's Spatial database Engine (SDE) project, Windows NT and HP/UX, and ESRI's ArcView product. The project also included the design and implementation of an Intranet-based Help Desk, which included facilities for obtaining system information and posing queries and questions to the GIS support group. During his tenure, he represented Nassau County on the following important committees: Member of NYS GIS Coordinating Body - Chairman of Local Government Advisory Committee · Prior Member NYS Temporary GIS Coordinating Council · SARA (State Archives and Records Administration) o Member, LGKAC (Local Government Records Advisory Council) · LGRAC/COIT (Committee on Technology ) - Chairman · Executive Committee - member Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 40 · Grants Committee- member · Program Development Committee- member · Regional Advisory Committee # 10 (1/AC) - member LGRAC member · Erie County Water Authority Demonstration Project for the Development of GIS Planning & Implementation Guidelines for State & Local Governments - Steering Committee · Member of the Governor's Task Force on Information Resource Management, Geographic Information Systems o Coordinating Body o Local Government Advisory Group - Chairman o Legal Work Group o Financing Work Group o Orthophotography Work Group · Member of Governor's Task Force on Information Resource Management - GIS Standing Committee formulation · Member of New York State Local Side Advisory Telecommunications Planning Committee · Member Center for Technology in Government (CTG)/NYS GIS Cooperative Project Metadata committee · Member of National Academy of Sciences, Mapping Science Committee and the Federal Geographic Data Committee (FGDC) workshop for developing the future agenda for the National Spatial Data Infrastructure (NSDI) · Member South Shore Estuary GIS Technical Committee A. Holly Patterson Geriatric Center, Administrator 1980-1990 Mr. Jones was responsible for implementation of 50 computer systems/capital projects. NasSau County, NY, Director of Data Procassine 1970-1980 Mr. Jones served as Director of Data Processing for Nassau County. He supervised a staff of 175 employees, and 400 data entry operators, serving 55 County departments. M.B.A / Business Adminis~ation Undergraduate majors include: Mathematics, Psychology and Education CONTINUED PROFESSIONAL DEVELOPMENT: Certified Data Pmcassor (CDP) / Data Processing Management Association Over 900 Hours of computer-related education AWARDS: Who's Who World Wide (Member) URISA 1993 Project Showcase winner Best Display - Fast Tracking GIS Implementation Ms, Elizabeth A, Neville Date: January 29, 2010 Page: 41 Nassau County GIS Users Group (Chairman) Long Island GIS Users Group (Past Chairman and Steering Committee Member) Urban and Regional Information Systems Association (URISA) Special Interest Group on Integrated Systems (Past Chairman) Governor's Task Force on Information Resource Management, GIS (Member) · Coordinating Body · Local Government Advisory Group (Chairman) · Legal Work Group · Financing Work Group · Orthophotugraphy Work Group Governor's Task Force on Information Resource Management - GIS Standing Committee formulation New York State Local Side Advisory Telecommunications Planning Committee (Member) New York State County Data Processing Directors (Past President) New York State Temporary GIS Coordinating Council (Prior Member) Center for Technology in Government / NYS GIS Cooperative Project Metadata Committee (Member) National Academy of Sciences, Mapping Science Committee and the Federal Geographic Data Committee (FGDC) workshop for developing the future agenda for the National Spatial Data Infrastructure (NSDI) (Member) South Shore Estuary GIS Technical Committee (Member) State Archives and Records Administration (SARA) · Local Government Records Advisory Council (Member) · Executive Committee (Member) · Grants Committee (Member) · Program Development Committee (Member) · Regional Advisory Committee #10 RAC (Member) · ERIE County Water Authority Demonstration Project for the Development of GIS Planning & Implementation Guidelines for State & Local Governments steering committee PUBMCATIONS~ Lecturer and publisher of numerous articles relating to GIS development Ms. Elizabeth A. Neville Date: January 29, 2010 Page: 42 References BMS has been supporting municipal client projects funded under the New York State Archives and Records Administration's Local Government Records Management Improvement Fund (LGRMIF), or "SARA", grants for many years. The following individuals may be contacted to verify BMS's ability to successfully deliver GIS Needs Assessments: Mr. James Daly GIS Coordinator Suffolk County Department of Information Technology North County Complex, Building #50 Veterans Memorial Highway PO Box 6110 Hauppauge, NY 11788-0099 Phone: (631) 853-6045 Mr. Robert Hubbs GIS Supervisor Town of Riverhead 200 Howell Avenue Riverhead, New York 11901 Phone: (631) 727-3200 x 628 3. Wayne Brown Deputy Comptroller Town of Oyster Bay Comptroller's Office 74 Audrey Avenue Oyster Bay, NY 11771 Phone: 516-624-6447 Pa~e I of ! _O~operafive aF~t form hedn Town O~ SomlmM 0~.~.~.~.~.~.~.~.~0 - i 1-10~3 I),~: 1129110 Scott A. Russell, Supervisor l~t~'JI--ervi~es.~/setgov/ld~mm~l~Appli~eut do?i,-ax~Fee~a=lg 1/30/2010 Pa~e 1 ofl Peat Onmt Awmi Forms: Ht~Ip ~) Cooperative a_m~ma~mt form hem Town Of Sou~old 0~0 -11-1083 Date: 113ell0 8i~ed:' CMetAd~inlm~eOlfle~ PrintNeme: grant al~ please put'Co A8reenm~' aa the _ae~ipl~en for ye~r attachment. View PDF ~ ef C~ Asn~m~t Form ~Fc~ ai~ who do not bare aoccsa to a scamper, please fax the document to ($18) 486-1647 cf mail it m: lqew Yo~: 8m~ ~ Otmta Admi,.;,a. ,dice Uait 9A~I ~ F. ctae~m Cultural I~,_,~ C~r, Albany, ~ York 12230. Plm~: ($18) 4746926 l'd~4~'ff leservices.nysed.~ovlldgnmtsllibAppli~t.do?i',ooolx~re~=lg 1/30/2010 SCOTT A. RUSSELL SUPERVISOR Town Hall, 53095 Route 25 P.O. Box 1179 Southold, New York 11971-0959 Fax (631) 765-1823 Telephone (631) 765-1889 OFFICE OF THE SUPERVISOR TOWN OF SOUTHOLD Letter of Intent January 29, 2010 To Whom It May Concern This letter is to express the firm commitment and strong interest of the Town of Southold in participating in a 2010-2011 Cooperative LGRMIF Local Government Records Management Improvement Fund grant application with the Village of Greenport for a GIS Geographical Information System Needs Assessment. Both the Town and the Village recognize the need to collaborate together on this complex innovative technology to meet the challenges of storing and analyzing spatial data. The need to manage and maintain our aging infrastructures, as well as our data collection and storage, has become an insurmountable task for both entities. The Town of Southold and Village of Greenport are currently implementing the 2009-2010 LGRMIF cooperative grant award through the installation of "Municity" land management software. Our 2008-2009 ECMS Needs Assessment which recommended this software also mentioned the future of need of integrating it with GIS in order to increase its capacity and enable us to do things that we cannot do with Municity alone. A GIS Needs Assessment is the first step in implementing a successful GIS within our local governments. Today's economic climate dictates such cooperation and shared services. The town will provide the appropriate amount of personnel time of the Town Clerk RMO, Network Systems Administrator, GIS and Technical Coordinators necessary to ensure that the project meets all of its goals. The Town of Southold has a very positive track record of supporting record management initiatives and pledges to continue to do so in the future. The Town of Southold looks forward to working with the Village of Greenport in a cooperative effort to make this project a success and enable them to share in the benefits. Sincerel~'~ t~t A.~Rus~rvisor Town of Southold TRUSTE '1~ G~ORGE HUBBARD, JR. MARY BESS PHILLIPS CtlRISTINA KEMPNER 2~6THIRD STREET GREENPORT, NEW YORK 11944 TREASURER SUSAN PISANO ]anuary 29, 2010 To Whom It May Concern: Please consider this an expression of the firm commitment and strong interest of the Village of Greenport to work in conjunction with the Town of Southold in a 2010-2011 Cooperative LGRMIF Local Government Records Management Improvement Fund grant application for a Geographical Information System (GIS) Needs Assessment. Both the Town and the Village recognize the need to collaborate on this complex and innovative technology to meet the challenges of storing, retrieving and analyzing spatial data, all of which are of utmost importance. The need to manage and maintain our aging systemic entities, as well as our data collecUon and storage, has created insurmountable hurdles for both entitles, which would be alleviated via a modern GZS. The Town of Southold is currently implementing the 2009-2010 LGRMIF cooperative grant award through the installation of "Municity" land management software to be integrated into its records management system, and the Vlllage of Greenport intends to follow suit shortly. The 2008-2009 ECMS Needs Assessment, which recommended this software and integration, also mentioned the future need of corralaUng it with GIS in order to increase capacity and enable us to substantially expand our current capabillUes. A GI$ Needs Assessment Is the first step In ImplemenUng a successful GI$ structure, and the current economic climate demands such cooperation and shared services. The Town and Village will provide the requisite amount of personnel time of the Clerks, Technical Coordinators and any/all other necessary staff to ensure that the project meets all of its goals. The Town of Southold has a very positive track record of supporting record management Initiatives and pledges to continue to do so in the future, and the Village of Greenport Is eager to follow In the Town's Illustrious footsteps. The Village of Green ort looks forward to working with the Town of Southold In a cooperative effort to rr ~ke this project a success, and thanks all In advance for the opportunity to s. hare i the benefits. David Nyce ; ' Mayor LGRMIF Participating Institutions Archives Partnership Trust [ Office of Cultural Education I Online Catalog I Search I Home Page 1 of 1 ~. LGRM1F Initial Application Forms: Post Grant Award Forms: Help Checklist ~ Checklist ~ Participating institution help Participating Institutions Cooperative records management projects are encouraged. Cooperative Projects involve two or more local governments working together on one activity, with one government acting as the lead. Each participating institution must individually satisfy all eligibility requirements. The following two items are eligibility requirements that must be met by the lead local government and by each participant in the project before the grant application is submitted. For exceptions to this, see _Gff~de_¥~_~5 for eligibility. Each participating agency must also agree to perform the services outlined for its institution in the application and indicate their agreement by submitting a signed copy of the Cooperative Applications Agreement. Institutions Participating in this Project Year RMO Year Schedule Action Institution Name RMO Appointed Appointed Schedule Adopted Adopted Delete Village Of c~ Yes '7) No ,~) Yes ~" N Greenport (~) N/A 2009 (~'5 N/A 2009 Search for Participating Institutions Type in the legal name of each Participating Institution to seamh the SEDKEF database. The State Education Department maintains the SEDREF database which contains information on institutions across NYS. If the institution is displayed in the search results, then click 'Select' to add this institution as a Project Participant. The ability to add an institution to this form depends on a record existing in the SEDREF database for that institution. If you cannot find the institution in the SEDREF database, please contact the NYS Amhives' Grant Administration Unit ~ 518-474-6926 to add the institution to SEDREF. Action Institution Name Address City State Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 https://eservices.nysed.g~v/~dgrants/ParticipatingInstServ~et?t~d~=add&id=8~~~~~~3676~... 1/28/2010