HomeMy WebLinkAbout2009-2010 · '~rhe t~niversity of the State el'New ~'ork
THE STATE EDUCATION DEPARTMENT
Grants Finance, Room 510W EB
Albany, New York 12234
FINAL EXPENDITURE REPORT FOR A
FEDERAL OR STATE PROJECT
FS-10-F Short Form (06/08)
Funding ~o~e: ~
Local Agency Information
~Local Government Records Mana(~ement Improvement Fund
Report Prepared By:
Agency Name:
Mailing Address:
Elizabeth A. Neville
Town of Southold
PO Box 1179
S~e~
$outhold NY 11071
City State Zip Code
Telephone # of
Report Preparer:
E-Mail Address:
631 765-1800 County: Suffolk
e. nevi lleetown, southold, ny. us
INSTRUCTIONS
o:. Agencies should use the FS- 10-F Short Form unless directed otherwise in tbe grant application/RFP °r bY
Department staff. It must be submitted in accordance with report due dates; only the FS-10-F Long Form will be
accepted after the due dates.
· :. For State projects, final expenditure reports are due within 30 days after the project end date. Reports for
Federal projects are due within 90 days after the project end date. For certain programs, the Department
program manager may impose earlier due dates. See the Grant Award Notice for your project to verify the due
date.
· :. Agencies must record grant expenditure details in a manner consistent with the internal pages of the FS-10-F
Long Form and must maintain this information in their files. These details must be readily available upon request
from authorized individuals, which include State, federal and local auditors and staff from the Department, the
Office of the State Comptroller and federal agencies.
· ~. Submit one report with original signature and one copy as a two-page form (not back-to-back on a single sheet)
directly to Grants Finance, New York State Education Department, Room 51 OW EB, Albany, NY 12234.
· :. For Special Legislative Projects, submit one report with original signature and two copies, along with a final
program narrative report.
· :. Use whole dollar amounts.
· :. All encumbrances must have taken place within the approved funding dates~6fthe project.
· :. Certification mnst be signed by Chief Administrative Officer or designee-
.:. High-quality computer generated reproductions of this form may be nsed.
· :. For further information about completing the final expenditure report, please refer to the Fiscal Guidelines for
Federal and State Aided Grants at www.oms.nysed.gov/cafeg or contact Grants Finance at
grantsweb~mail.nysed, gov or (518) 474-4815.
CF121
ENTRY DATE 08/27/1~
PROJECT 0580101224
SED CODE 581005540067
NYC DOC #
GRANTS FINANCE
PROJECT STATUS REPORT RUN DATE 08/27/10
LOCAL GOV'T RECORDS MANAGEMENT
TOWN OF SOUTHOLD
BUDGET DETAIL INFORMATION
PROF SALARY 15 0.00 BEGIN DATE 07/01/09
NON PROF SALARY 16 0.00 END DATE 06/30/10
PURCH SERVICES 40 8,192.00 AMENDMENT #
SUPP & MATERIAL 45 71,949.00 CONTRACT #
TRAVEL EXPENSE 46 0.00 STOP DATE
EMP BENEFITS 80 0.00 REFUND CHECK #
INDIRECT COST 90 0.00 IND COST RATE 0.0
BOCES SERVICES 49 0.00 INT ELIG N
REMODELING 30 0.00
EQUIPMENT 20 0.00
BUDGET SUMMARY INFORMATION
FUNDYEAR BUDGET SPLITS PAID TO DATE OUTSTANDING ENC
058010 8,015.00 8,015.00 0.00
058009 72,126.00 72,126.00 0.00
058011 0.00 0.00 0.00
0.00 0.00 0.00
0.00 0.00 0.00
TOTAL 80,141.00 80,141.00 0.00
RECEIVED
BUDGET 12/17/09
INTERIM
FINAL 08/04/10 08/27/10
LOG AND CONTRACT DATES
ENTERED
01/22/10 CONTRACT
APPROVED
CASH DETAIL
ENTRY DOC # TRANE ENC RPT LINE AMOUNT FUNDYR MIR PD DT STAT
012510 307580F INIT 000 01/10 01 40,070~00 058009 0'12210 PAID
031910 309648F PAY 000 01/10 02 32,056.00 058009 031910 PAID
082710 304127F FINAL 000 08/10 03 8,015.00 058010 082410 ENT
THIS FINAL EXPENDITURE REPORT HAS BEEN PROCESSED BY THE NEW YORK STATE
EDUCATION DEPARTMENT. THIS SUMMARY REPLACES THE SIGNED COPY.
EM 144955018 US
~ustomer Copy
I EXPRE55 ,
~ MAIL .
UNITEDSTATESPOST~LSERVICE® Post OffmceTo Addressee
~,law York State Archive's-
Grant Administration Unit
gA81 Cultural Education Cente~
.fi-dba.ny, ;.IY 12230
~ EM 144955021 US
Customer Copy
Label 11 -F, A~O ri12004
~ EXPRE55
UNITEDSTATESPOST/~LSERVICEe
Post OfficeTo Addresseet
Lorraine Hill, RAO
Region 10
Suffolk State 'Office Building
Room 2B-q6B
Veteraas, Memorial Hicjhway
d.uPpauge, HY 11788-5501
.J L
SOUTHOLD MPO
SOUTHOLD, New York
119711000
3548330971-0097
02/02/2009 (800)275-877? 02:02:09 PM
~Sales Receipt ~
Product Sale Unit Final
Description Qty Price Price
ALBANY NY 12230 $22.60
Zone-2 Express Mail
PO-Add
5 lb. 13.80 oz.
Label #: EM144955018US
Next Day Noon / Normal Delivery
Paid by account: $22.60
EMCA number: 119294
Issue PVI: $0,00
HAUPPAUGE NY 11788 $15.00
Zone-1 Express Mail
PO-Add
ll.O0 oz,
Label #: EM144955021US
Next Day Noon / Normal Delivery
Paid by account: $15,00
EMCA number~ 119294
Issue PVI: $0.00
ALBANY NY 12231 $17,50
Zone-2 Express Mail
PO-Add Flat Rate
12.10 oz.
Label #: EM2335094?lU5
Next Day Noon / Normal Delivery
Paid by account: $17,50
EMCA number: 119294
Issue PVI: $0.00
Total: $0.00
Paid by:
Order stamps at USPS.com/mhop or
call 1-800-Stamp24, ~o to
USP$.com/clicknship to print
shipping labels with postage. For
other information call
1-800-ASK-USPS.
Bi11#:1000301017546
Clerk:77
LGRMIF Grant Award 2009-2010 MUNICITY Land Management Software
Local Gbvemment Records Management Improvement Fund DO NOT WRITE IN THIS SPACE
Log Number Dene Received
Grant Project Application (LG-AP) 2009-2010
is Local Govemment(Name) Depadmen nit,(REQUIRED) County
Town of Southold Records Management Suffolk
Chief Administrative officer(Lest Name,First Name.MrAWs)
Russell Scott A. Mr.
Title Telephone NumberiExtenslon Fax Number E-mail Address
Supervisor,Town of Southold (631 )765.1889 (631) 76`'x1823 s.russelIQtown southold.ny.us
Address(Street City,Zip code)
53095 Main Road,PO Box 1179,Southold,NY 11971
Project Dlrector(Lest Name,First Name,Mr Ms.)
Neville,Elizabeth A.,Ms.
This Telephone Number/EMension Fox Number E-mail Address
Town Clerk, RMO (631)7GS-1 800 228 (e31) 765-6145 e.nevI1e@tovm.southold.ny.uo
Address(Street Cry,zip cod®)
53095 Maln Road,PO Box 1179,Southold,NY 11971
Records mmmQernent officar(RMO)(Lest Name,First Name,MrJMe.) Same person as Project Director
Neville, Elizabeth A.
TNIe Tek;phon®Number/Extorsion Fax Number E-mail Address
Town Clerk,Records Management Officer (631)785-1800 228 (831) 765-8143 e.nevllle®town.sculhold.ny.us
Address(Street Cry,Zip Code)
53095 Main Road,Po Box 1179,Southold,NY 11971
RMO appointed?Wee 0 No InNIA Appropriate schedule adopted?OYea 0 No 13NIA
Year RMO was appointed: 1988 Yeer schedule was adopted:1980
Application Type(Check one): 0 Individual Lai Cooperative Disaster Recovery
Project Category i Check the appropriate category and subcat o —no more than 1 category and 1 subcat o
INVENTORY Office Retention Scheduling Records Inventory INACTIVE Planning and Design
❑
AND PLANNING 'Electronic Records Inventory RECORDS ❑ Storage and Retrieval
[] Records Survey and Program Planning
MICROFILM(no sub-categories) LJ EDUCATIONAL USES(no subcategories)
ACTIVE UBusiness Process Analysis County Land Records Initiative U Disaster/Business Recovery Planning
RECORDS ❑ eGovernment ❑ Email Management ❑ Files Management ❑ Geographic Information Systems
❑ imaging and Document Management ❑indexing and Access U Records Systems
HISTORICAL Assessing Your Historical Records Lffacility Improvement
RECORDS ❑ Improving Access ❑ Outreach and Public Programs ❑ Preservation
Amount Re ueslted: S 122,420.00 Number of Grants Previously Received:10
Project Summary (Complete,in this box. Describe project,including scope,objectives,and description of records.)
This cooperative grant application seeks funding to acquire and implement property information software to
improve property-related business processes in the Town of Southold and Village of Greenport. Property
records are among the most important information resources maintained by municipal governments in New
York State. The proposed software will be used to manage information about approximately 18,500 parcels in
the Town and Village limits. A needs assessment funded by the LGRMIF in the 2008-9 grant cycle
recommended that the Town and Village cooperate to acquire and implement such software to replace manual
business processes and aging computer applications. If this grant application is funded,the Town and Village
will be able to create and maintain a comprehensive online repository of up-to-date property-related
information. The proposed project will facilitate decision-making and other business activities that require
access to property descriptions and historical information. It will enhance employee productivity and improve
public service by expediting permit processing, evaluation of subdivisions and site plans,zoning variance
applications, and other information-dependent business operations initiated by property owners, Town and
Village residents, developers and others. The proposed property information system will complement and be
integrated with the town's digital imaging implementation and will lay the foundation for future integration
with the Town's GIS application and web-based public information services.
000GO1
Local Government Records Management Improvement Fund - Grant Project Application (LG-AP) - page two
Please check off boxes in the first column to indicate that you have included all required
forms. Assemble your application packet in the same order as the checklist below.
Grant Project Application (LG-AP)
Checklist for Participants (LG-PA) (only if a cooperative project)
Appendix A and Appendix A-1 G
Payee ID Form and Data Capture Form
Application Narrative Form (LG-NA)
Project-Specific Forms and Materials
Budget Narrative Forms
Budget Summary (FS-20)
Applicant
DO NOT WRITE IN
THIS SPACE
Archives
Staff
[]
[]
[]
[]
[]
[]
[]
[]
Certification and Approval
The following signatures certify that the local government agrees to the conditions outlined in Appendix A and Appendix
A-1 G.
I hereby certify that I am either the applicant's Chief Administrative Officer or the Records Management Officer (RMO),
and that the information contained in this application is, to the best of our knowledge, complete and accurate. I further
certify, to the best of my knowledge, that any ensuing program and activity will be conducted in accordance with all
applicable state laws and regulations, application guidelines and instructions, and that the requested budget amounts are
necessary for the implementation of this project. I understand that this application constitutes an offer and, if accepted by
the New York State Education Department or renegotiated to acceptance, will form a binding agreement. I also
understand that immediate written notice will be provided to the grants program office if at any time I learn that its
certification was erroneous when submitted, or has become erroneous by reason of changed cimumstances.
CHIEF l
Signature (in blue ink)
Type or print the name and title of the Chief Administrative Off. er
Scott A. Russell, Supervisor, Town of Southold
Dste
1~1/09
RECORDS MANAGEMENT OFFICER (RMO)
blue ink) Date
1/31/09
Type or print the name and title of ti Telephone Number/Extension
ElizabethA. Neville, Town Clerk, RMO, Townof Southold 631 765-1800 x228
DO NOT WRITE IN THIS SPACE
Reviewed by Date
Submit an original and seven (7) copies to:
New York State Archives
Grants Administration Unit
9A81 Cultural Education Center,
Albany, NY 12230
00000
Required for Federal and State Discretionary Grant Programs
APPENDIX A
STANDARD CLAUSES FOR NYS CONTRACTS
The parties to the attached contract, license, lease, amendment or other agreement of any kind (hereinafter, "the contrac{"
or 'this contract") agree to be bound by the following clauses which are hereby made a part of the contract (the word "Contractor"
herein refers to any party other than the State, whether a contractor, licenser, licensee, lessor, lessee or any other patty):
1. EXECUTORY CLAUSE. In accordance with Section 41 of the State Finance Law, the State shall have no liability under this
contract to the Contractor or to anyone else beyond funds appropriated and available for this contract.
2. NON-ASSIGNMENT CLAUSE. In accordance with Section 138 of the State Finance Law, this contract may not be
assigned by the Contractor or its right, title or interest therein ~signed, trensfelTed, conveyed, sublet or otberw.,se disposed of
without the previous consent, in writing, of the State and any attempts to assign the contract without the State's written consent are
null and void. The Contracter may, however, assign its right to receive payment without the State's prior written consent unless this
contract concerns Certificates of Participation pursuant to Article 5-A of the State Finance Law.
3. COMPTROLLER'S APPROVAL. Unless exempt by law or the Office of the State Comptrollor'a policy, in accordance with
Section 112 of the State Finance Law (or, if this contract is with the State University or City University of New York, Section 355 or
Section 6218 of the Education Law), if this contract exceeds $50,000 (or the minimum thresholds agreed to by the Office of the
State Comptroller for cedain S.U.N.Y. and C.U.N.Y. contracts), or if this is an amendment for any amount to a ccotrsot which, as so
amended, exceeds said statutory amount, or if, by this contract, the State agrees to give something other than money when the
value er reasonably estimated value of such consideration exceeds $I0,000, it shall not be valid, effective or binding upon the State
until it has been approved by the State Comptroller and filed in his office. Comptroller's approval of contracts let by the Office of
General Services is required when such contracts exceed $85,000 (State Finance Law Section 163.6.a).
4. WQRKERS' COMPENSATION BENEFITS. In accordance with Section 142 of the State Finance Law, this contract shall
be void and of no force and effect unless the Contractor shall provide and maintain coverage during the life of this contract for the
benefit of such employees as are required to be covered by the provisions of the Workers' Compensation Law.
5. NON*DISCRIMINATION REQUIREMENTS. To the extent required by Article 15 of the Executive Law (also known as the
Human Rights Law) and all other State and FedersJ statutory and constitutional non<liscriminsfion provisions, the Contractor will not
discriminate against any employee or applicant for employment because of race, creed, color, sex, national origin, sexual
orientation, age, disability, genetic predisposition or carrier status, or marital status. Furthermore, in accordance with Section 220-e
of the Labor Law, if this is a contract for the construction, alteration or repair of any public building or public work or for the
manufacture, sale or distribution of materials, equipment or supplies, and to the extent that this co~ract shall be performed within
the State of New York, Contractor agrees that neither if nor its subcontractors shall, by reason of race, creed, color, disability, sex,
or national origin: (a) discriminate in hiring against any New York State citizen who is qualified and available to perform the work; or
(b) discriminate against or intimidate any employee hired for the performance of work under this contract. If this is a building se~ice
contract as defined in Section 230 of the Labor Law, then, in accordance with Ssstion 239 thereof, Contractor agrees that neither it
nor its subcontractors shall by reason of race, creed, color, national origin, age, sex or disability: (a) discr~minste in hiring against
any New York State citizen who is qualified and available to perform the work; or (b) disc~minste against er intimidate any employee
hired for the performance of work under this contract. Contractor is subject to fines of $50.00 per person per day for any violation of
Section 220-e or Section 239 as well as possible termination of this contract and forfeiture of all moneys due hereunder for a second
or subsequent violation.
6. WAGE AND HOURS PROVISIONS. If this is a public work contract covered by Article 8 of the Labor Law or a building
service contract covered by Article 9 thereof, neither Contractor's employees nor the employees of its subcontractors may be
required or permitted to work more than the number of hours or days stated in said statutes, except as otherwise provided in the
Labor Law and as sst forth in prevailing wage and supplement schedules issued by the State Labor Department. Furthermore,
Contractor and its ssbuontractors must pay at least the prevailing wage rate and pay or provide the prevailing supplements,
including the premium rates for overtime pay, es 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 this
contract was awarded based upon the submission of bids, Contractor affirms, under penalty of perjury, that its bid was arrived at
independently and without collusion aimed at restricting competition. Contractor further affirms that, et the time Contractor
submitted its bid, an authorized and responsible person executed and delivered to the State a non-collusive bidding certification on
Contractor's behaff.
8. INTERNATIONAI- BOYCOTT PROHIBITION. In accordance with Section 220-f of the Labor Law and Section 139-h of
the State Finance Law, if this contract exceeds $5,000, the Contractor agrees, as a material condition of the contract, that neither
the Contractor nor any substantially owned or affiliated person, firm, partnership or corporation has participated, is participating, or
shall participate in an international boycott in violation of the federal Export Administration Act of 1979 (50 USC App. Sections 2401
et seq.) or regulations thereunder. If such Contractor, or any of the aforesaid affiliates of Contractor, is convicted or is utherwise
found to have violated said laws or regulations upon the final determinstion of the United States Commerce Department or any other
apprepdate agency of the United States subsequent to the contract's execution, such contract, amendment or modification thereto
shall be rendered forfeit and void. The Contractor shall so notify the State Comptroller within five (5) business days of such
conviction, determination or disposition of appeal (2NYCRR 105.4).
9. SET-OFF RIGHTS. The State shall have all of its common law, equitable and statuto~ dghts of set-off. These rights shall
include, but not be limited to, the State's option to withhold for the purposes of set-off any moneys due to the Contractor under this
contract up to any amounts due and owing to the State with regard to this contract, any other contract with any State department or
agency, including any contract for a term commencing prior to the term of this contract, plus any amounts due and owing to the
State for any other reason including, without limitation, tax delinguencias, fee delinquencies or monetary penalties relative thereto.
The State shstl exemise its est-off rights in accordance with normal State practiceS including, in caseS of eat-off pursuant to an
audit, the finalization of such audit by the State agency, its representatives, or the State Comptroller.
10. RECORDS. The Contractor shall establish and maintain complete and accurate books, records, documents, accounts and
other evidence directly pertinent to performance under this contrast (hereinafter, collectively, 'the Records'). The Records must be
kept for the baisnce of the cblendar year in which they were made and for six (6) additional years thereafter. The Stats Comptroller,
the Attorney General and any other person or entity authorized to conduct an examinaUon, as well as the agency or agencies
involved in this contract, shall have access to the Records during normal business hours at an office of the Contractor within the
State of New York or, if no such office is available, at a mutually agreeable and reasonable venue within the State, for the term
specified above for the purposes of inspection, auditing and copying. The State shall take reasonable steps to protect from public
disclosure any of the Records which are exempt from diaclusure under Saction 87 of the Public Officers Law (the 'Statute") provided
that: (i) the Contractor shall timely inform an appropriate State official, in writing, that said records should not be disclosed; and (ii)
said records shall be sufficiently identified; and (iii) designation of said records as exempt under the Statute is reasonable. Nothing
contained herein shall diminish, or in any way adversely affect, the State's right to discovery in any pending or future litigation.
11. IDENTIFYING INFORMATION AND PRIVACY NOTIFICATION. (a) FEDERAL EMPLOYER IDENTIFICATION
NUMBER and/or FEDERAL SOCIAL SECURITY NUMBER. All invoices or New York State standard vouchers 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 identification number, i.e., the seller's or lassor's identification number. The number is either the payee's Federal employer
identiflcstion number or Federal socisl security number, or both such numbers when the payee has both such numbers. Failure to
include this number or numbem may delay payment. Where the payee does not have such number or numbem, the payee, on its
invoice 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 personal information from a seller of goods or services
or a lessor of real or personat property, and the authority to maintain such information, is found in Section 5 of the State Tax Law.
Disclosure of this information by the seller or lessor to the State is mandatory. The principal purpose for which the information is
collected is to enable the State to identify individuals, businesses and cthers who have been delinquent in filing tax returns or may
have understated their tax liabllitias and to generally identify persons affected by the taxes administered by the Commissioner of
Taxation and Finance. The information will be used for tax administration purposes and for any other purpose authorized by law.
(2) The personal information is requested by the purchasing unit of the agency contracting to purchase the goods or services or
lease the real or personal property covered by this contract or lease. The information is maintained in New York States Central
Accounting System by the Director of Aoc~)unting Operations, Office of the State Comptroller, 110 State Street, Albany, New York
12236.
12. EQUAL EMPLOYMENT OPPORTUNITIES FOR MINORITIES AND WOMEN. in accordance with Section 312 of
the Executive Law, if this contract is: (i) a written agreement or purchase order instrument, providing for a total expenditure in
excess of $25,000.00, whereby a contracting agency is commuted to expand or does expend funds in return for labor, services,
supplies, equipment, materials or any combination of the foregoing, to be performed for, or rendered or furnished to the contracting
agency; or (ii) a written agreement in excess of $100,000.00 whereby a contracting agency is committed to expend or does expend
funds for the acquisition, construction, demolition, replacement, major repair or renovation of real property and improvements
thereon; or (iii) a written agreement in excess of $100,000.00 whereby the owner of a State assisted housing project is committed to
expand or does expend funds for the acquisition, consttrustion, demolition, replacement, major repair or renovation of real property
and improvements thereon for such project, then:
(a) The Contractor ~11 nst discriminate against employees or applicants for employment because of race, creed, color, national
origin, sex, age, disability or marital status, and will undertake or continue existing pregrarns of affirmative action to ensure that
minority group members and women are afforded equal employment opportunitias without discrimination. Affirmative action shall
mean recruitment, 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 Contractor shall request each employment agency, labor union, or authorized
representative of workers with which fl has a cdilective bargaining or other agreement or understanding, to furnish a written
statement that such employment agency, labor union or representative will not discriminate on the basis of race, creed, color,
national origin, sex, age, disability or marital status and that such union or representative will affirrnatively cooperate in the
implemeotation of the contractor's obligations herein; and
(c) the Contractor shall state, In all solicitations or advertisements for employees1 that, in the per[ormance of the State contract, all
qualified applicants will be afforded equal employment opportunities without discdminetion because of race, creed, cdior, national
origin, sex, age. disability or marital 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 '~Vork~)
except where the Work is for the beneficial use of the Contractor. Section 312 does not apply to: (i) work. goods or services
unrelated to this contract; or (ii) employment outside New York State; or (iii) banking services, insurance policies or the sale of
securities. The State shall consider compliance by a contractor or subcontractor with the requirements of any federal law
concerning equal employment opportunity which effectuates the purpose of this section. The contracting agency shall determine
whether the imposition of the requirements of the provisions hereof duplicate or conflict with any such federal law and if such
duplication or conflict exists, the oontreoting agency shall waive the applicability of Secfion 312 to the extent of such duplication or
conflict. Contractor will comply with all duly promulgated and lawful rules and regulations of the Governor's Office of Minority and
Women's Business Development pertaining hereto.
13. CONFLICTING 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 otherwise.
15. LATE PAYMENT. Time~inees of payment and any interest to be paid to Contractor 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, including the breach or alleged breach thereof, may not be submitted
to binding arbitration (except where atetutodly 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 methods of service allowed by the State Civil Practice Law & Rules ("CPLR"),
Contractor hereby consents to service of process upon fl by registered or certified mail, return receipt requested. Service hereunder
shall be complete upon Contractor's actual receipt of process or upon the Stats's receipt of the return thereof by the United States
Postal Service as refused or undeliverable. Contractor must promptly nctify 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 sufficient. Contractor will
have thirty (30) calendar days after service hereunder is complete 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 contract award will be in accordance with, but not limited to. the specifications
and provisions of State Finance Law §165. (Use of Tropical Hardwoods) which prohibits purchase and use of tropical
hardwoods, unless specifically exempted, by the State or any governmental agency or political subdivision or public
benefit corporation. Oualiflc~ion for an exemption under this law will be the responsibility of the contractor to
establish to meat with the approval of the State.
In addition, when any portion of this contract involving the use of woods, whather supply or installation, is to be
performed by any subcontractor, the pdme 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 datailed in §165 State Finance Law. Any such use must meet with the approval of the State; otherwise,
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 MacBride Fair Employment Principles
(Chapter 807 of the Laws of 1992), the Contractor hereby stipulates that the Contractor either (a) has no business operations in
Northern Ireland, or (b) shall take lawful steps in good faith to conduct any business operations in Northern Ireland in accordance
with the MacSdde 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 e~terprises, including minority and women*owned business enterpnsss ss bidders,
subcontractors and suppliers on its procurement contracts.
Informatico on the availability of New York State subcontractors and suppliers is available from:
NYS Department of Economic Development
Division for Small Business
30 Soath Pearl St - 7~ Floor
Albany, New York 12245
Telephone: 518-292-5220
Fax: 518-292-5884
htr p://www.emplre.state.ny.us
A directory of certified minodty and women-owned business enterprisss is available from:
NYS Department of Economic Development
Division of Minority and Women's Business Development
30 South Pearl St - 2nd Floor
Albany, New York 12245
Telephone: 518-292-5250
Fax: 518-292-5803
bttp:/lwww.em plre.eeate.ny.us
The Omnibus Procurement Act of 1992 requires thee by signing this bid propcoat or contract, ss applicable, Contractors certify that
whenever the total bid amount is greater than $1 million:
(a) The Contractor has made reasonable efforts to encourage the participation of New York State Business Enterprises aa suppliers
and subcontractors, including certified minority and women-owned business enterprisss, on this project, and has retained the
documentation of these efforts to be provided upon request to the State;
(b) The Contractor has complied with the Federal Equal Opportunity Act of 1972 (P.L. 92-261), as amended;
(c) The Contractor agrees to make reasonable efforts to provide notification to New York State residents of employment
opportunities on this project through listing any such positions with the Job Service Division of the New York State Department of
Labor, or providing such noflficeeion in such manner as is consistent with existing collective bargaining contracts or agreements.
The Contractor 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 countdss as a result of this
contract and agrees to cooperate with the State in these efforts.
21. RECIPROCITY AND SANCTIONS PROVISIONS. Bidders are hereby notified that if their principal place of business is
loceted in a country, nation, province, state or political subdivision that penalizes New York State vendors, and if the goods or
services they offer will be substantially produced or performed outside New York State, the Omnibus Procurement Act 1994 and
2000 amendments (Chapter 684 and Chapter 383, respectively) require that they be denied contracts which they would otherwise
obtain. NOTE: As of May 15, 2002, the list of discriminatory jurisdictions subject to this provision includes the states of South
Carolina, Alaska, West Virginia, Wyoming, Louisiana and Hawaii. Contact NYS Department of Economic Development for a current
list of jurisdictions subject to this provision.
22. PURCHASES OF APPAREL. In accordance with State Finance Law 162 (4-a), the State shall not purchase any apparel
from any vendor unable or unwilling to certify that: (i) such apparel was manufactured in compliance with all applicable labor and
occupational safety laws, including, but not limited to, child labor laws, wage and hours laws and workplace safety laws, and (ii)
vendor will supply, with its bid (or, if nee a bid situation, prior to or at the time of signing a contract 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 200g)
pT (9/06)
THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE $TATE OF NEW YORK /
ALBANY, NY 12234
PAYEE ZNFORMATION
Zn order to receive funds from the NYS Education Department, ~ of this form will need to be completed
and returned with ~lJD~a~li~ to the Education Deparl~nent program office as part of your grant application.
Section Z: Xr,~.ution Zdentifying Xnformafion
Exact Legal Name of A~ency Contact Person~elephone Number
Tow~ of Southold Ellzabe~ A. Neville 631 765-1800
Business name, (if different from abe~e )
Payment/Fiscal Agent (if different R'om above)
Scott A. Russell, Supervisor, Town of Soutbold
Address (number, street~ and apt. or suite no.) to which checks will be mailed
PO Box 1179
City, Sta~e, and ZIP code (+ 4 digits) or pa~e~gn CIW, Count~ & pascal Code
Sol~:h~d, NY 11971
* Provide FEZN of recipient agency regardless of payment/fiscal agent
~ 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 Organization
3. ~s this agency chartered or incorporatecl by the New York State Board of Regents? (Check one) [] Yes
4. Ls any member of the Board of Diredco~s an employee of the NYS Education Department?
[] Yes, pleasename [] No
Section ~Z: Charity Regiai,ation Number Status (NON-PROFTI' ORGANZZATZONS ONLY)
Answer ONE of the four questions listed below.
1. The charity mgb, ba~n number (NOT a tax exempt or Federal [D number) of this organization is:
2. [] ThIs organization has applied for a charity registration number from the Depan'd~ent of State but has not es yet
been notified of the authorized number granted,
3. [] This organization is exempt from the requirement of registering with the Department of State as a charitable
organization because it receives less than $25,000 in total from governmental agencies.
[] This organization is exempt from the requirement of registering with the Department of State as a charitable
organization pursuant to the Department of State Exemption Category indicated below (Please read attached
Bulletin No. G-79 and the Summary of Exemption Categories and check ONE Exemption Category listed below, if
applicable).
[] Exemption Category 1 [] Exemption Category 2
[] Exemption Category 5 [] Exemption Category 6
[] Exemption Category 3 [] Exemption Category 4
[] Exemption Category 7 [] Exemption Category 8
Section ZV: Certification
! hereby certify that the information herewith provided is to the best of my knowledge both accurate and true.
Scott A/Russell, Supervisor, Town of Southold
Chief Administrative A~::y Official/Authorized Designee (Please Print)
1/31/09
S, na ur
'g t e-~iefAdministrativeAgencyOfficial/AuthorizedDesignee Date
SED USE ONLY: DeputyArea/Program Office
I 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 Hanager Date
SED USE ONLY: Grants Finance
SED Agency Number/BEDS Code (if applicable):
Institution Type:
Interest Eligible: [] yes [] no
Institution Subtype:
Reviewer: Date:
new york
archives
state
Grants Administration Unit
Cultural Education Coater, Albany, NY 12230
Standard Data Capture Form
In order for your institution or agency to be officially registered with the State Education Department we need to
accurately collect some basic information from you. Please provide the following basic information 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 NY Zip code 11971
Mailing Address (check here _ __ if this is the same as your physical address)
Street Post Office Box 1179
City Southold
State NY Zip code 11971
County of primary location (the county that your primary address is located in):
Suffolk
School District of primary location (the school distdct where your pdmary address is located):
School Distdct ~ Southold #~10 NYS income tax return number
Date Established (the date or year that your organization or institution was originally established):
1640
Phone number: (631 765-1800)
Web URL: southoldtown.nmthfork.net
Email address: e.neville~town.southold.ny.us
Name and Title of Chief Executive Officer (CEO):
Fax number: ( 631 765-6145)
Scott A. Russell, Supervisor, Town of Southold
CEO's e-mail address: s. russell~town.southold.ny, us
CEO's phone number: (631) 765 - 1889
CEO's fax number: (631) 765- 1823
Parent Organization (if applicable):
Please include this form with your completed and signed Payee Information Form
Local Government Records Management Improvement Fund
Application Narrative (LG-NA)
Local Government Name Town of Southold
Population Served Annual Operating Budget Total Number of Employees
22,334 37,131,755. Full-time: 211 Part-time: 66
Please address each of the issues Listed below. Be as detailed as possible. Keep in mind that
the application narrative directly corresponds to the criteria which reviewers will follow when
ranking your application.
I. Statement of the Problem (maximum 20 points)
a. Describe the specific records management problem the project will address, provide
qualitative descriptions and quantitative data about the problem, and explain why the
project is a high priority. (10 points)
Identify the specific records that will be involved, and any previous grant-funded projects
related to these records and this project. (5 points)
Explain why funding from this grant 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)
Narrative:
I .a. Describe the specific records management problem the project will address,
provide qualitative descriptions and quantitative data about the problem.
In the 2008-2009 grant cycle, the Town of Southold, the lead agency for this cooperative grant
application, received a grant from the Local Government Records Management Improvement Fund for
a needs assessment related to the management of property records by the following departments of
Town government: the Board of Assessors, the Board of Town Trustees, the Building Department
(including Historic Preservation and Code Enforcement), the Land Preservation Department, the
Planning Department, and the Zoning Board of Appeals. To obtain a complete picture of the Town's
practices and requirements for property records management, the needs assessment also encompassed
the Town Engineer, Town Attorney, Department of Public Works, and Receiver of Taxes. To perform
the needs assessment, the Town hired a consultant, Dr. William Saffady, who is a Professor in the
New York State Archives Form LG-NA 9/2008
000003
College of Information and Computer Science, Long Island University. A copy of Professor Saffady's
needs assessment report is appended to this grant application.
The Town of Southold maintains various records for approximately 18,500 parcels, including
residential, commercial, agricultural, and exempt properties. All of the departments covered by the
needs assessment deal with property-related matters: the ownership and valuation of property,
subdivision of parcels, construction of new buildings or modification of existing structures, compliance
with zoning and other restrictions on the use of property, and so on. The consultant's report
concluded that the Town's property-related business processes accomplish the objectives for which
they were originally developed, but the report noted several problems and concerns that this grant
application is intended to address. Specifically:
The departments covered by the needs assessment are information-dependent and information-
interdependent, but the Town's property-related business processes operate in isolation without
coordinated recordkeeping or integration of information resources. Each department maintains
its own records in its own office area according to its own filing methods. In order to obtain
information to support specific business processes, Town employees must visit other
departments. This requirement is inconvenient and time-consuming. 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.
The Town has a very successful LaserFiche implementation that provides online access to
digital images of property-related documents, but the LaserFiche implementation is document-
oriented and limited to case files. While it is effective for its intended purpose, it cannot
000004
accommodate all information resoumes associated with the Town's property-related business
processes. The Town does not have a unified database that contains current and historical
information about property ownership and valuations, pending permit applications, zoning
complaints, subdivision of parcels, or other matters. Instead, property-related databases are
created and maintained by different, incompatible software products that are limited in scope
and operate in isolation. In the absence of a comprehensive centralized repository of property-
related information, Town employees must consult multiple files to obtain needed information.
Information about protected properties, for example, is scattered in several places. The
completion time for business processes, such as issuing building permits or resolving zoning
complaints, is lengthened.
The Town does not utilize commercially available software 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 has an aging permit
tracking application that is overdue for replacement.
In the absence of information sharing, work is sometimes duplicated, lfit is known, for
example, that the Planning Department conducted a fight-of-way inspection, the Zoning Board
of Appeals 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.
5. There is a risk of poor decision-making due to incomplete or inaccessible information. The
Town Board of Trustees relies on the Building Department to identify projects that must be
referred to the Trustees before a building permit application can be submitted, but some
New York State Archives Form LG-N A 9/2008
000005
property 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 enforcement history, it could make better-informed decisions about
variance applications. Without convenient access to appropriate records, protected status may
be overlooked when property owners submit applications for building permits, wetlands
permits, or variances.
The Town's existing business processes and manual recordkeeping practices provide no
foundation for the future implementation of advanced property-related information
management technologies, such as the integration of non-spatial land records with the Town's
geographical information system.
With its reliance on manual recordkeeping and isolated computer applications, the Town is
poorly positioned to implement computer-based information services for the public, such as
web-based access to information about pending applications for building permits or zoning
variances.
To address these problems, the consultant's report recommended that the Town increase its reliance on
electronic recordkeeping by acquiring software to implement an integrated property information
system. This cooperative grant application requests funding for that purpose~ The consultant's report
further recommended that the Town consider partnering with the Village of Greenport, which has a
similar need for effective management of property-related records--albeit on a smaller scale. As part
of the needs assessment, the consultant discussed this matter with the Village of Greenport.
000006
If this grant application is funded, the Village of Greenport will have online access to the proposed
property information system's database, which will include information about properties within the
Village limits. The Village's building inspector will also be able to utilize the proposed property
information system for issuing and tracking building permit applications, a process that is now
performed manually.
Explain why the project is a high priority.
The Town and Village have targeted this project as a top priority because property-related records are
among the most important information resources maintained by local governments in New York State.
Currently an inordinate amount of staff time is spent determining current status of applications and
property history. The length of time to access these records is measured in hours and days when it
could be measured in seconds and minutes. Property records are needed for permit processing,
approval of zoning variance applications, code enforcement, and other mission-critical government
operations that directly impact property owners, Town residents, property developers, and others.
Systematic management and convenient access to property information is essential to providing
effective government services to constituents. As a joint venture of the Town of Southold and Village
of Greenport, this cooperative grant application is in keeping with other local government projects that
emphasize the consolidation of services.
i .b. Identify the specific records that will be involved, and any previous grant.funded
projects related to these records and this project.
I. Mu-1 Schedule [847]
2. MU-1 Schedule [657]
system.
3. MU-I Schedule [663]
4. MU-1 Schedule [665]
New York State Archives
Real property history data file contained in taxation/assessment data system.
Building/property history data file contained in building/property history
Planning action data file
Zoning action data file
Form t~G-NA 9/2008
000007
This project will involve property information that is currently contained in electronic databases,
including the Town's implementation of the Real Property System (RP$) from the New York State
Office of Real Property Services~ the Building Department's custom-developed Cobol application,
which contains information about building permit applications~ and custom-developed Access
databases maintained by the Town's Planning Department and Zoning Board of Appeals. Grant
funding was not involved in the creation of these property information resources. The proposed
property information system will replace the custom-developed Cobol application and Access
databases. The RPS database will remain in service.
I.c. Explain why funding from this grant program is essential to accomplishing the
project. (For example, explain why you need funding if you've previously received
funding for a similar project.)
Grant funding for this project is necessary because the operating budgets of the Town and Village are
not sufficient to support software procurement and implementation. They continue to suffer
significant hardship as education, healthcare, and security costs are pushed down to the local municipal
level. Escalating costs of insurance, pensions, and other employee benefits must be factored into
budgets and reduce the funds available to support other projects. The Town and Village have not
previously received grant support for implementation ora property information system or any similar
project.
II. Intended Results (maximum 10 points)
a.
Identify each intended result (specific products, time and cost savings, or services), and
describe the anticipated benefits. (5 points)
Describe in detail how the project will contribute to the development of a records
management program. (5 points)
00000$
Narrative:
I1. a. Identify each intended result (specific products, time and cost savings, or
services), and describe the anticipated benefits.
Panong its benefits for the Town and Village, imple~nentation 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 and Village residents, developers, and others.
Facilitate decision-making and other business activities that require access to property
descriptions and historical information about real-estate transfers, assessments, construction
activity, zoning, code enforcement, land preservation, subdivisions, and other property-
related matters.
Promote uniform, consistent recordkeeping among departmental applications while
minimizing redundant recordkeeping and data entry.
New York State Archives
Form LG-NA 9/2008
000009
6. Promote sharing of property-related information among Town and Village departments.
7. Provide a reliable mechanism for identification of historical landmarks and other protected
properties.
Complement and work in conjunction with 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
geographical information syste~n.
10.
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 and Village
employees become more familiar and comfortable with electronic information resources.)
11. Provide a convenient mechanism for protection of mission-critical property records through
routine database backup operations.
II. b. Describe in detail how the project will contribute to the development of a records
management program.
The proposed project will contribute to the continued development of records management initiatives
in the Town of Southold and Village of CJreenport by yielding significant improvements in the
management of records that support mission-critical operations. As a cooperative grant application,
' 000010
this project will facilitate sharing of information between the Town and Village. From time to time,
the Town has a need to obtain property-related information from the Village of Greenport. As an
example, the Town's planning initiatives and land use efforts require information about the Village's
sewer system, which extends outside the Village's boundaries. Similarly, the Town would like to have
more convenient access to information about the Village's zoning in order to provide such information
to the County for regional planning purposes.
III. Plan of Work (maximum 30 points)
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
2010. (15 points)
b. Address each of the requirements of the relevant project category and subcategory. (10
points)
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. (5 points)
Narrative:
III. 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 that the project's goals are attainable by 30
June 2010.
If this grant application is approved, the Town and Village will purchase, install, and operate software
to create the proposed property information system, which will be implemented in phases:
1. In the first phase, the proposed property information system will maintain and provide online
access to information about each parcel of land in the Town and Village. This information will
New York State Archives
Form LG-NA 9/2008
000011
be imported from the Town's RPS database and the Building Department's database. In the
initial phase, the proposed property information system will support the issuing and tracking of
building permits. As such, it will provide a highly functional replacement for the aging Cobol
application currently used by the Town's Building Department and manual methods used by
the Village. This phase will be fully implemented during the 2009-t0 grant period.
2. 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 code
enforcement actions, and planning initiatives. Implementation of this phase will begin during
the 2009-10 grant period.
3. Ultimately, the proposed property information system will be integrated with external
applications, including the Town's LaserFiche implementation and its geographical information
system. LaserFiche integration will be completed during the 2009-10 grant period. GIS
integration will occur at a later time.
During the grant period, the proposed property information system implementation will involve the
following work steps:
1. Accept Grant Award: The Project Director, RMO will have Supervisor execute the grant
acceptance form and return it to the Grant Administration Unit, thereby formally accepting
the grant award.
2. Execute contract with vendor: The Project Director, RMO will work with the Town
Attorney's Office to execute the contract with the vendor.
000012
3. Project Planning/Review Meeting: The Project Director, RMO will schedule a meeting
between the vendor, Data Processing Department, and key personnel in the departments to
confirm work schedule and work responsibilities and discuss any issues.
4. Acquire Software: The Town of Southold, the lead agency for this cooperative grant
application, will purchase the Municity Integrated Parcel Management Software product
from General Code, a leading provider of software for local government applications.
5. Pre-installation analysis - Vendor will host an on-site process assessment to gather
information to load into the database.
6. Install and Configure Software: The Municity product will be installed on a server
operated by the Town, which will be the host agency for this implementation. The Town's
Data Processing unit will work with General Code to configure the software to meet the
requirements of Town and Village government.
7. Perform Data Migration: Data from the Town's RPS database and the existing Building
Department database will be migrated into the Municity product.
8. Conduct Training: General Code will conduct training sessions for technical personnel
and users in Town and Village departments.
Provide 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 2010.
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 above. The Town's
New York State Arclfives Form LG-NA 9/2008
000013
Data Processing unit has the required technical expertise to successfully implement and operate the
proposed software. The following schedule presents a reasonable timetable for successful completion
of the proposed project before June 30, 2010:
Task Completion Date
· Accept Grant Award
· Execute contract with vendor
· Project Planning/Review Meeting
· Software acquired
· Pre-installation analysis
· Software installed and tested
· Property records imported
from existing databases
· Training sessions conducted
· Software operational for building
permits
· LaserFiche integration
· Implementation for planning
and zoning modules
· Complete & submit final report
July 1, 2009 - August 31, 2009
September 1, 2009
September 15, 2009
October 15, 2009
November 15, 2009
December 30, 2009
January 30, 2010
Febmary 15, 2010
March 1, 2010
April 1, 2010
May l5,2010
June 30,2010
000014
III. b. Addresses each of the requirements of the relevant project category and
subcategory.
This grant application addresses the requirements of the Active Records category, Record Systems
subcategory:
Category Requirement--Records Management Focus: The project is specifically intended
to improve the management of and access to property-related infbrmation. This will be done
by using technology to create and maintain a unified repository of property information that
will be conveniently accessible to Town and Village employees who process applications for
permits and variances, evaluate subdivisions and site plans, enforce zoning codes, and
otherwise perform government operations that depend on up-to-date information about property
characteristics and property-related activities.
Category Requirement--Record Retention and Disposition: The proposed project will
create and maintain a database of property-related information. As an official government
record, this database will be retained for the period of time specified in Schedule MU-l, which
the Town has adopted as its retention policy. According to Schedule MU-I, items [657], [663],
& {665], records in a building history/property data file can be discarded when no longer
needed, but the Town and Village intend to retain this information permanently as
New York State Archives
Form LG-NA 9/2008
000015
recommended by the New York State Archives. This practice will comply with Schedule
MU-1, item 60a, which specifies permanent retention for a master summary record of building
permits. Should the proposed property information system be replaced by an incompatible
product in the future, the Town will implement a data migration procedure to ensure the
continued usability of property-related information until its retention period has elapsed.
Database records from the proposed property information system will be converted to the
format required by a future replacement system. The cost of data migration will be included in
the cost of the replacement system. Because it is not intended to replace paper files, the
proposed property information system will not have an immediate impact on retention of paper
records.
Listing of records with item number and retention period:
* Building/property history data file contained in building/property history system - [675]
RETENTION: 0 after no longer needed.
NOTE: Municipalities should consider permanent retention of the basic data elements of these
property/property history systems for 'all parcels of property in the municipality. This
information may be useful for long-range planning purposes, and for community, urban
planning and architectural history research. More importantly, this data provides for ease of
access to summary data on individual parcels of real property and the structures located on
them. In addition, this file data may be used to access more detailed records maintained in
electronic data output or maps, plans, permits and other paper records in inactive storage.
· Planning action data file - [663i
RETENTION: 0 after no longer needed
NOTE: Municipalities should consider permanent retention of the basic data elements of this
000016
planning action data to all parcels of property in the municipality, unless that data is preserved
by the building/property history system overall summary data file (see 657, above.) This
information may be useful for long range planning purposes, and for community and land use
history research. More importantly, this data provides for ease of access to summary building
permit data on individual parcels of real property and the structures located on them. In
addition, this data file may be used to access more detailed building permit records in electronic
data output or maps, plans, permits and other paper records in inactive storage.
Zoning action data file - [665]
RETENTION: 0 after no longer needed
NOTE: Municipalities should consider permanent retention of the basic data elements of this
zoning action data for all parcels of property in the municipality, unless that data is preserved
by the building/property history system overall summary data file (see item no [657[, above.)
This information may be useful for long-range planning purposes, and for community and land
use history research. More importantly, this data provides for ease of access to summary
building permit data on individual parcels of real property and the structures located on them.
In addition, this data file may be used to access more detailed building permit records in
electronic data output or maps, permits and other paper records in inactive storage.
The Town will retain the above listing of records permanently.
Subcategory Requirement--Improved Records Management: While the proposed project
uses technology components, technology is not an end in itself. It operates in the service of
New York State Archives Form LG-NA 9/2008
000017
improved recordkeeping. The proposed project will provide a unified repository for the
property information, which is currently scattered in multiple locations. As discussed in the
needs assessment report, the Town now has limited provisions for coordinated recordkeeping
among departments. The proposed property information system will replace the Building
Department's aging Cobol application and several Access databases developed for specific
departments. In the Village of Greenport, the proposed property information system will
provide a more effective alternative to laborious manual recordkeeping processes.
Subcategory Requirement--Continued Funding: This grant application seeks funding to
acquire software and hardware components to implement the proposed property information
system. Out of its operating budget, the Town of Southold will provide all future funding
required to maintain the proposed property information system and the electronic records it
creates. The Town's Data Processing unit will provide the technical expertise and resources
required to operate, update, and otherwise support the system. The Town's Data Processing
unit will also provide technical support to the Village of Greenport. In the future, the Town
may expand the proposed property information system through the addition of hardware or
software components that provide additional functionality or other enhancements---for
example, the acquisition of a customized module for processing of wetlands permits issued by
the Board of Town Trustees or integration of the property information system with ESRI GIS
products, which the Town plans to acquire in the future. The Town's operating budget will
fund expansions and enhancements for any software components that are acquired through this
grant application.
III. c. Explain who will be responsible for performing each project activity, including
000015
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, thc Town of Southold will be responsible for
project management, working with the vendor, and operating and supporting the proposed property
information system for both the Town and Village. General Code, the vendor selected for this project,
is a leading supplier of software for local government applications, including land records
management. (Education, Training & Experience attached) Internally, the Town's RMO will serve as
the project director. (Education, Training, and Experience attached). The Town's Data Processing
unit will work with General Code to ensure that the proposed software is property installed, tested for
reliability, and fully operational. The Town's Data Processing unit has extensive experience with
Windows servers and mid-range computers. It has a highly trained staff that is well qualified to handle
a sotiware implementation of this type. (Education, Training, and Experience attached). The Data
Processing unit will provide all required technical support for the Village of Greenport. General Code
will be responsible for product configuration, database setup, staff training, and LaserFiche integration.
General Code is well positioned to do this work. In addition to its experience with property
information systems, it is one of the country's largest LaserFiche resellers.
Project Activity
Responsibility
Completion Date
Accept Grant Award and Execute Project Director/RMO July-August 2009
Procurement contract with vendor
Hold project planning meeting and
review meeting
New York State Archives
Project Director/RMO
Vendor/IT Technical Staff
September 2009
Form LG-NA 9/2008
000019
· Software acquired Project Director/RMO October 15, 2009
Pre-installation analysis
Project Director/RMO
Vendor/IT Technical Staff
November 15, 2009
· Software installed and tested
Vendor/IT Technical Staff
December 30, 2009
Property records imported
from existing databases
Vendor/IT Technical Staff
January 30, 2010
· Training sessions conducted
Vendor
February 15, 2010
Software operational for building
permits
IT Technical Staff
March 1, 2010
· LaserFiche integration
Vendor
April 1, 2010
Implementation for planning
and zoning modules
Vendor/IT Technical Staff
May 15, 2010
· Complete and submit final report
To NYS Archives
Project Director/RMO
June 30, 2010
000020
The budget for the proposed project is calculated as follows:
· Software $106,553.
· Software maintenance 11,061.
· Server hardware 4,806.
· Grant funding requested
$122,420.
The following explanations apply:
· A Request for Quotations, which contained detailed technical specifications, was issued to
solicit competitive pricing from qualified suppliers of property information system software.
The suppliers and their quotes are listed in the accompanying vendor quote form. Copies of
the RFQ and responses received are appended to this grant application. The Municity product
from General Code offered the most favorable combination of price and compliance with
specifications presented in the RFQ. General Code also provided the lowest quote.
Additional details about software components are provided in the budget narrative section of
this grant application. The budget amount includes software installation, database
configuration, data migration, and training to be provided by General Code.
· The cost of a software maintenance contract, which includes technical support, applies to the
first year of software operation. The Town will pay software maintenance charges in
subsequent years.
New York State Archives Form LG-NA 9/2008
000021
Municity software will operate on a dedicated Windows server to be purchased for this
project. The server cost is the New York State Contract price for a Dell PowerEdge 840
configured with an Intel Xeon processor, 4 gigabytes of random-access memory, 750
gigabytes of hard disk storage in a RAID configuration, and integral tape backup. This
complies with the server configuration recommended by General Code for Municity software.
As its cost-sharing contribution to the proposed project, the Town of Southold will provide all other
required computer resources, project management, and technical support, including the cost of
telecommunication hardware, software, and services to reliably and securely connect the Village of
Greenport to the Town's computer network and to the server on which Municity software will
operate.
IV. Local Govemment Support for Records Management (maximum 10 points)
It is important to demonstrate your commitment to records management. Types of support
may include government funds, staffing, equipment, supplies, or the allocation of space.
Provide specific budget amounts whenever possible.
Include information only on the support your local government provided and will provide with
its own funds. Projects completely funded by the LGRMIF do not constitute local
support.
a. Demonstrate contributions to this project. (5 points)
b. Describe how this project and records management in general will be maintained over the
long term. (5 points)
Narrative:
IV. a. Demonstrate contributions to this project.
000022
The Town of Southold, the lead agency for this cooperative grant application, has a well-developed
records management infrastructure and a demonstrated track record of successful records management
initiatives. To support its records management initiatives, the Town of Southold has made significant,
continuing investments in its information technology infrastructure. Those investments will have a
beneficial impact on the proposed project.
As its cost-sharing contribution to the proposed project, the Town of Southold will provide all other
required computer resources, project management, and technical support, including the cost of
telecommunication hardware, software, and services to reliably and securely connect the Village of
Greenport to the Town's computer network and to the server on which Municity software will operate.
The Town's RMO will serve as the project director. The Town's Data Processing unit will designate
knowledgeable employees who will work with General Code to configure, install, and test the
Municity software product and to operate it post-installation.
Town of So, uthold contributions to this proiect:
Staffing: The Town of Southold has allocated significant staff' resources to records and
information management functions. The Town Clerk, who is the Town's RMO, dedicates 25
percent of her time to records management and will serve as the director for the proposed
project. The Town provides salary and benefits for a full-time Records Management
Assistant and salary for one part-time data entry clerk and several part-time clerks in the
Records Management Office. The Town's Data Processing unit, which will be involved in
the proposed project, has a full-time Network Systems Administrator and two full-time
Technical Coordinators. The Town's Data Processing unit will designate knowledgeable
employees who will work with General Code to configure, install, and test the Municity
software product and to operate it post-installation.
New York Stale Arctfives
Form LG-NA 9/2008
000023
· Space: The Town has allocated substantial, well-configured space in Town offices fur record
storage. Vault and storage rooms in the basement of Town Hall are equipped with temperature
and humidity controls and a water intrusion alarm. The Records Management Office, which is
located on the ground floor of Town Hall, is equipped with temperature and humidity controls
and alarms. The vault room is equipped with a personal computer with records management
software for locating records. A portion of the vault room is dedicated to historical records,
which are housed in acid-~ree boxes at the Tox~'s expense. The Town budgets $5,500 per year
for restoration and preservation of old vital record books.
· _Equipment and Supplies: The Town provides and operates all equipment and provided all
supplies required for records management operations, including the LaserFiche digital imaging
system and the ArchiveWriter. The Town's Data Processing unit is equipped with Windows
servers and three iSeries processors. A dedicated Windows server maintains the RPS database,
which contains property-related information. Other servers run the Town's email system and
recordkeeping applications from Business Automation Services and ACS.
· Annual Maintenance costs: The Town pays for annual maintenance and technical support for
all of the above equipment and software applications now in their possession. The Town also
budgets annual funding to replace personal computers and other devices.
· Training: The Town will provide on-going user assistance by the Town's Data Processing
Department to Town and Village Employees involved in property-related business processes
as end users of the system.
The Town Board takes a strong interest in and is very supportive of all records management projects
and initiatives that the Town has undertaken. The Town Board has supported the RMO's participation
as President of the Long Island Nassau/Suffolk Town Clerk's Association and Director fur Long Island
District #1 in NYSTCA. The Town supports and encourages the RMO's attendance at New York
000024
State Archives workshops as well as educational training at NYALGRO, NYSTCA, NYSAT annual
conferences, IIMC Municipal Clerk Education and Certifications at Cornell University. All of these
include records management education and training.
IV. b. Describe how this project and records management in general will be maintained
over the long term.
When this project is completed, the Town of Southold will be responsible for continuing operation of
the proposed property information system and will pay for annual maintenance and technical support
in the second year of system operation and beyond. The Town's Data Processing unit will operate the
software and will provide ongoing user assistance to Town employees involved in property-related
business processes and to employees of the Village of Greenport. The Data Processing staffperforms
routine electronic back-ups on all systems in accordance with Disaster Preparedness Procedures.
Policies and procedures will be developed to ensure consistent data entry, consistent scanning
practices, and adherence to standards. In the future, the Town may expand the proposed property
information system through the addition of hardware or software that provide additional functionality
or other enhancements--for example, the acquisition of a customized module for processing of
wetlands permits issued by the Board of Town Trustees or integration of the property information
system with ESRI GIS products, which the Town plans to acquire in the future. The Town's operating
budget will fund expansions and enhancements for any software components that are acquired through
this grant application.
New York State Archives
Form LG-NA 9/2008
000025
Checklist for Participants in a Cooperative Project
Instructions: Provide the name of each local government participating in the cooperative project. Indicate
whether each local government has appointed an RMO and has adopted the appropriate schedule. Please
indicate the year the schedule was adopted. Also, vedfy that you've included a letter of intent for each
participating government.
These 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 the section on
Eligibility Requirements in Grant Application and Reference Materials.
Attach copies of this form as needed to accommodate all participants.
1. Name of Cooperating Local Government: Town of Southold - Lead Agency
RMO appointed? [] Yes [] No [] NVA Appropriate schedule(s) adopted?
Year current RMO was appointed: [] Yes [] No [] N/A
1988 Year schedu e Was adopted: 1980
Letter of intent included?
[] Yes [] No
2. Name of Cooperating Local Government: Village of Greenport
RMOappointed? [] Yes [] No
Year current RMO was appointed:
2009
[] N/A
Appropriate schedule(s) adopted?
[]Yes [] No []N/A
Year schedule was adopted: 2009
Letter of intent included?
[] Yes [] No
3. Name of Cooperating Local Government:
[] N/A
RMO appointed? [] Yes [] No
Year current RMO was appointed:
Appropriate schedule(s) adopted? Letter of intent included?
[]Yes []No [] N/A []Yes [] No
Year schedule was adopted:
4. Name of Cooperating Local Government:
YearRMO currentapp°inted?RMO was [] YeSappointed: [] No [] N/A Appropriateyear[] YeSschedule[] schedute(S)Nowas[]adopted:N/Aadopted? []Letteryes°f intent[] NoinCluded?
000026
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 28,2009
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 2009-2010 LGRMIF Active Records Cooperative Grant Application as the lead
agency together with the Village of Greenport which will be submitted to the New York State
Archives. The town recognizes the need and importance of updating technology and is very
desirous of implementing an integrated property management system. Property related records
are among the most important information resources of the town. A needs assessment
recently completed by a professional records management consultant recommends the
implementation of this technology and is included with this application.
The town will provide the appropriate amount of personnel time of the Town Clerk RMO,
Network Systems Administrator, Technical Coordinators, data entry operators and other
personnel necessary to ensure that this 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 shara in the benefits.
Town of Southold
000027
January 27, 2009
Letter of Intent
To Whom It May Concern:
This letter is to express our finn commitment and interest in participating in a LGRMIF
Cooperative grant application together with the Town of Southold as lead agency. The
application will be in the active records category for a records system to implement an integrated
property management system. If funded, the Village of Greenport will benefit by having online
access to the proposed property information system database, which will include information on
properties within the Village of Greenport. The Village's Building Inspector would also be able
to utilize the proposed property information system for issuing and tracking building permit
applications.
The Village of Greenport supports this project, and is looking forward to working with the Town
of Southold in a spirit of cooperation to provide access to the records. We will work with the
project staff of the To~ a of Southold as lead agency to ensure the project's success.
Sincerely,
David Nyce,
Mayor
Village of Greenport
DN/ma
000028
VILLAGE OF GREENPORT
BOARD OF TRUSTEES
REGULAR MEETING
MONDAY, JANUARY 26, 2009 at 7:00 P.M.
RESOLUTION OF THE BOARD OF TRUSTEES
At the Village of Greenport Board of Trustees regular meeting held on Monday,
January 26, 2009; via a motion by Trustee George Hubbard Jr. and seconded by
Trustee Michael Osinski; the Board adopted a resolution to adopt Records
Retention Schedule MU-1 issued pursuant to Part 185, Title 8 of the Official
Compilation of Codes, Rates and Regulations of the State of New York and
containing minimum legal retention periods for village records, for use by the
Village Clerk.
Trustee Valerie Shelby Yes
Trustee Michael Osinski Yes
Trustee George Hubbard Jr. Yes
Trustee William Swiskey Yes
Mayor David Nyce Yes
Motion Carried
STATE OF NEW YORK
COUNTY OF SUFFOLK ss:
THIS IS TO CERTIFY THAT I, Sylvia Pirillo, Village Clerk of the Village of Greenport
of the County of Suffolk, have compared the foregoing copy of the resolution now
on file in this office, which was adopted by the Village of Greenport Board of
Trustees on January 26, 2009 and that the same is a true and correct transcript of
said resolution of the whole thereof.
IN WITNESS WHEREOF, I have hereunto set my hand and the official seal of the
Village of Greenport of the County of Suffolk.
Dated: January 26, 2009
,,~lvia Plri/I. f6-''~-
'Village Clerk
000029
VILLAGE OF GREENPORT
BOARD OF TRUSTEES
REGULAR MEETING
MONDAY, JANUARY 26, 2009 at 7:00 P.M.
RESOLUTION OF THE BOARD OF TRUSTEES
At the Village of Greenport Board of Trustees regular meeting held on Monday,
January 26, 2009; via a motion by Trustee Michael Osinski and seconded by
Trustee Valerie Shelby; the Board adopted a resolution to appoint Village Clerk
Sylvia Lazzari Pirillo as Records Management Officer for the Village of Greenport.
Trustee Valerie Shelby Yes
Trustee Michael Osinski Yes
Trustee George Hubbard Jr. Yes
Trustee William Swiskey Yes
Mayor David Nyce Yes
Motion Carried
STATE OF NEW YORK
COUNTY OF SUFFOLK ss:
THIS IS TO CERTIFY THAT I, Sylvia Pirillo, Village Clerk of the Village of Greenport
of the County of Suffolk, have compared the foregoing copy of the resolution now
on file in this office, which was adopted by the Village of Greenport Board of
Trustees on January 26, 2009 and that the same is a true and correct transcript of
said resolution of the whole thereof.
tN WITNESS WHEREOF, I have hereunto set my hand and the official seat of the
Village of Greenport of the County of Suffolk.
Dated: January 26, 2009
S,,¢via Pirill~¢ - -
Village Clerk
000030
Addendum to Grant Application Narrative, III.c.
Education, Training, & Experience of responsible persons performing project activities:
Project Director
Elizabeth A. Neville, RMO
IT Staff
Lloyd Reisenberg, Network System Administrator
John Sepenoski, Technical Coordinator
Zachary Tomaszewski, Technical Coordinator
Vendor
General Code Publishers
CompanyProfile
President -
Director of Sales-
Regional Representative-
Gary Domenico
Bruce Cadman
Anthony Craparo
000031
ELIZABETH A. NEVILLE, 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
beginning on January 1, 1998.
Began career with the Town of Southold in 1968 as Secretary/Stenographer to the Building Department,
Planning Board, and Zoning Board of Appeals
· Appointed Deputy Town Clerk in 1975 and served in that position until 1997.
· Responsible 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
· Southold High School
· Suffolk County Community College
· Received the designation of "Registered Municipal Clerk" in 2002 and pursues continuing education on
a regular basis.
· Awarded the designation of "Certified Municipal Clerk" in 2005 upon completion of the three year
Cornell University Municipal Clerks Institute at Ithaca, NY
· Currently working on "Master Municipal Clerk" certification through Cornell University
Professional A~sociations:
· Member & currently President of Nassau/Suffolk Town Clerks Association
· Member & Director of New York State Town Clerks Association also serves on By-Laws
Committee, attends all 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 5 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 taking office in 1998: Implemented the following technology in Town Hall:
BAS Town Clerk Cash Receipting Computer Software Program; LASERFICHE digital imaging system;
ARCHIVE WRITER Microfllming~ MINUTE TRAQ Agenda, Minutes, Legal Notices, Public Hearings, &
Communications Software Program. MEDIA TRAQ On-line video of Town Board Meetings at
www.townclerk, com
000032
LLOYD H. REISENBERG
P.O. Box 161 Laurel, NY 11948 631-298~2686
Last Updated January 2004
Technology Experience:
Software Applications: Kronos, FlexiFinancials, MS SQL Enterprise Manager & Utilities, MS Access, FrontPage, AS400
Operations Manager, Client Access Express for Windows, BAS Tax Receiver and Town Clerk Applications, LaserFiche,
Crystal Reports, FRx Reporting, ONYX, SQA Team Test, WinFrame,
Databases: Microsoft Sequel Server, Sybase, MS Access, and familiar with Oracle and DB2
Operating Systems: Windows, OS/400, DOS
Languages: Visual Basic, Transact SQL, HTML
Work Experience:
Town of Southold, NY
Network and Systems Administrator
1104 to Present
Determine the data processing needs of the Town of Southold. Devise the best means of meeting those needs,
recommending acquisition of new equipment, promoting efficient collection and processing of data and maintaining the
day-to-day operations of the data processing center and its staff. Maintain a close liaison between the vadous Town
departments and the data processing center, insuring the highest possible quality of customer service to all of l~e
various deportments.
Develop the Data Processing Department yeady budget. Responsible for department expenditures making sure that
they do not exceed budgeted funds allocated to the department_
Special Projects
Annex relocation - Appointed to the position of Project Manager in charge of the facets involved with
relocating various departments and personnel to the Town's new Annex location. The scope of this
project included developing floor plans, supervision of building renovations, and working with various
vendors, making sure that all the communications and networking infrastructure are in place and
functioning. In addition I had the responsibility to insure that the entire project was completed
seamlessly and with in budget.
· Time management system - Responsible for the selection, implemenfatJon, and post installation
maintenance of an automated time management system and payroll interface.
Technical Coordinator II 9/00 to 1/04
Part of the Town of Southold Data Processing Department team. Responsibilities encompassed maintenance of all of the
Town's computer hardware including servem and workstations, network and WAN, applications management of various
governmental software apprmations, and development of software applications as user requirements arise.
[3 Created many software applications as required for the different Town Departments including but not limited to the
Tax Receiver, Zoning Board, Assessors, Planning Depertment, Trustees, and the Police Department.
[3 Project Leader for the Town's Tax Receiver's Lock Box Project. This includes coordinating all project related actJvities
and developing the required intogration between the BAS Tax Receiver soltware application, Tax Receiver
al~ developed in house and North Fork Bank applications. In addition to ~ project management I reviewed
the current Tax Department proce~____,~ and made recommendations for process changes which would increase
depa~nent efficiency.
[3 Assisted users with any hard.am or soltwara related issues.
[3 Town of Southold Web Master
000033
RESULTS 1 LLC, Laurel, NY.
Partner 3~98 to 12/05
I started RESULTS 1 with the vision of high quality individuals providing business solutions in software application
development as well as software consulting services. With my technical and project management backgrounds, we offer
the expertise mquirad to scope and create specifications for development projects, develop the software applications
resulting from this process, build, test, and then document the applications. In addition my professional services
background enhances the value our development process, for our applications as well as for consulting on existing
software packages.
Highly motivated with solid backgrounds in project management~ system design and development, implementation
and support sen/ices and most importantly strong interpersonal skills enable me to attract new business and maintain
strong relationships with clients.
Organizational and time management proficiencies permit me to handle multiple projects at the same time while
staying focused on the quality of the individual projects.
Q Concrete SQL experience used in conjunction with exceptional knowledge of client's database table structure and
relationships expedites neceesa~j repairs to their data and databases. Also, developed improved data integrity scripts
that assist in the investigation of data reliability.
[3 Develop software applications using MS Visual Basic interfacing with either SQL Server or an Access database.
FlexilntematJonal Software Corporation, Shelton, CT.
8/93 to 10199
Director Integration Services 2/97 to t0/99
Direct responsibility for the industry partners such as McKesson/HBOC, FRx and other key accounts.
Supervise all activities between Flexi and its industry partners. Activities including; partner project management, team
leader responsible for the design and development of integrated applications using ActiveX controls, application
roliout coordinator, and senior level technical resource.
Instrumental in keeping a strong relationship between Flexi and its partners.
cI Liaison betv,~en client services, development, and the quality control departments as required for correcting
System Adminis~a~u~ of Flexi's client database.
Responsible for the development and product integration of the 1999 Accounts Payable 1099 module.
[3 With extensive knowledge of the application and database structure I was able to perform in the capacity of a senior
technical reference for issues that arise from intemal or external clients.
Manager Maintenance Development 10/95 to 2/97
Coordinated the resolution and testing for all defects to the GA product base. This involved priodtization and delegation of
issues to the maintenance engineering aiari', quality assurance department and the eventual distribution of service packs
to clients.
Allocated the resources required to correct application related issues.
Assisted in the development of the application maintenance release process.
Shared in the responsibility for hiring the maintenance development engineering team.
Performed all related tasks required for the resolution of application and database related defects.
Manager Customer Support 8/93 to t0/9~.
Responsible for the technical and the administrative aspect of the entire customer support operation. This includes
coordination of internal and extemal resou _rce~__ for the project installations, training, and support activities. Acted as an
advisor to the Quality Control Department' assisting in development of the test pararnetem for automated testing, bug and
enhancement prioritizing.
Charged with building and management of the Installation, Holline and Training Departments.
Design, install, and manage General Ledger and Accounts Payable Client/Server client applications.
000034
Actively participate in company management meetings and development design meetings.
Assist Sales Executives in a pre-sales support capacity.
Troubleshoot client application, database, environment and software issues.
IIILRS (Hyperion Software), Stamford, CT. 6/88 to 8/93
Group ! e~,~er Product Support- 12/91 to 8/92. Prod. Expert Support Services - 8/92 to 8/93.
Senior Instructor - 12/88 to 12/89. Senior Hotline Consultant - 12/89 to 12/91.
Instructor- 6/88 to 12/88.
Accountant- tl/86 to 9/87.
Olin Chemicals, Stamford, CT.
11186 to 6/88
Senior Cost Accountant 9/87 to 6/88
American Cyanamid, Stamford, CT. 8/85 to 11/86
Senior Cost Accountant - 6/85 to 11186.
Waldenbooks, Stamford, CT 12/84 to 12/85
Inventory Account - 6/84 to 12/85. Senior Inventory Accountant 12/84 to 8/85
Social Activity:
Ex - Captain Matfltuck Fire Department
Commissioner Matfituck Fire Disbict
Assistant Deputy Emergency Management Coordinator
Mattituck Board of Education Advisory Committee Member
Education:
Quinnipiac College, BS degree in Accounting.
000035
John P. Sepenoski
5600 Hortons Lane
Southold, NY 11971
(631) 765-2668
johnsep~optonline.net
EXPERIENCE: TECHNICAL COORDINATOR H
Town of Southold
53095 Route 25, Southold NY
October 1996 - Present
Responsible for all Town-wide computer hardware and software systems, including 4
Windows servers, 2 IBM iSehes-AS/400 servers, over 100 personal computers, 7
location TCP/IP wide area network, firewall, remote access, VPN, printers, scanners,
Archivewriter digital microfilmer and plotters. Software used includes Microsoft
Exchange, Outlook, Office, OS/400, Windows 2003, 2000, XP, NT 4.0 and 98,
Laserfiche Digital Imaging Records Management, Query, MS SQL, eTrust Anti-Virus,
Veritas backup, as well as department specific software for various Town departments
including Property Assessment, Tax Receiving, Town Clerk and all Land Use systems~
Responsible for Town's Geographic Information System (GIS) using Maplnfo and
Trimble GPS. Duties include database design and implementation, creation of new
layers, creation of printed maps, archiving maps and data, data analysis, integration with
other non-GIS databases, conversion of data, assisting users and data collection.
Responsible for all computer related work including designing and installing new
systems & databases, troubleshooting software & hardware, upgrading software &
hardware, configuring software & hardware, data analysis, developing new software,
network troubleshooting, backups, restores, web site development and day to day
computer operations.
AS/400 COMPUTER OPERATOR
North Fork Bank
9025 Main Road, Mattituck NY
January 1991 -October 1996
Responsible £or the daily data processing computer operations in a banking environment
with over 80 locations including running hatch jobs, backups, restores, CL
programming, installing/upgrading software, remote file transfers, communications,
equipment set up, printing repons/statements, troubleshooting. Equipment used
included two separate AS/400 systems, PC~s attached to the AS/400's via LANs,
advanced function laser printers, impact printers, optical drives. Operating systems and
software used include: OS/400, Windows, DOS, OS/2, PC Support, Lotus,
WordPerfect, Alpha 4. Promoted to supervisor in July 1996.
oooo3
COMPUTER ROOM MONITOR
Dean o£ Students
Comell University
Ithaca, NY 14853
January 1986 - August 1988
Responsible for the lending o£ software to faculty and students. Was promoted to Head
Room Monitor in January 1987. Duties included the maintenance o£ a PC computer
network, programming, assisting users with software, demonstrating programs and
managing other room monitors.
EDUCATION:
Master of Engineering Degree, May 1989
Comell University
Ithaca, New York
Bachelor of Science Degree in Engineering, May 1987
Comell University
Ithaca, New York
High School Regents Diploma, June 1983
Southold High School
Southold, New York
REFERENCES: Available upon request
000037
ZACHARY T. TOMASZEWSKI
3275 Aldrich Lane
Laurel, NY 11948
**Qualifications/Experience/Education**
Education:
Western New England College- Technical Management
Stony Brook University - Advanced Graduate Information Systems
Experience:
Town of Southold - Technical Coordinator
See attached Civil Service qualifications
Oaktree Systems Inc. - Systems Support Engineer See Attachment 1
Oaktree Systems Inc. - Systems Support Intern
See Attachment 2
8/97-12/01
5/98-5/02
11/04-P~sent
1/02-11/04
5/01-8/01
000038
Attachment 1
Hardware Systems:
Network Servers: New
Configured and set up new servers including operating systems with all
current patches and updates, network protocols, database management
software for database services and application software for application
servers.
Prior to implementation of new servers, followed testing procedures to verify
configuration and setup. Logged all aspects of test results.
Moved fully configured servers from testing environment to production
environment.
Maintained fmsctionality of each production server by reviewing event logs
daily and making appropriate adjustments when required, specifically patches
and updates.
Network Servers - Existing
Maintained and upgraded eqtfipment as required.
Logged all occurrences and incidences to manage and maintain each server.
Replaced network cards, memory, hard drives, video cards and any other
hardware components as necessary.
Applied newest versions of operating systems, database, web and application
software.
Network Connection Devices -
Installed, configured and maintained network hubs, switches, and route~.
Monitored all devices to assure maximum throughput.
Logged all irregularities and problems into a system network log and
catalogued instances to ass/st ongoing maintenance.
Workstations - New
Configured and set up new workstations including operation systems with all
current patches and updates, web development software, database
management software, and common software needed for daily activities.
Prior to release of new workstations, followed testing procedures to verify
configuration and setup. Recorded and logged all steps of configuration for
future workstation setup and release.
000039
Moved fully configured workstations from testing environment to
production environment.
Maintained functionality of each production workstation by communicating
with the user and cataloging problem calls and requests. Followed
requirements to resolve issues utilizing software development or hardware
replacement.
Workstations - Existing
Maintained and upgraded equipment as required.
Logged all occurrences and incidences to manage and maintain each
workstation.
Tested and replaced network cards, memory, hard drives, video cards and
other hardware components as necessary.
Applied newest versions of operating systems, database, web and application
software.
Peripherals -
Installed configured and maintained printers, scanners and external drives.
Installed and maintained latest drivers for each item.
Maintained a log of user calls and questions regarding problems and use of
each peripheral.
Software Systems:
Application Development -
Developed and customized software according to general specifications for
customers as well as to meet the individual requirements of the users.
Web Development -
Developed specifications and programmed web applications for in-house
and client use, including e-commerce, bug tracking, inventory and employee
time log.
Backup Administrator-
Created and managed database jobs to ensure all databases were in the
maintenance plan and jobs succeed each day. Logged and rotated backup
tapes through a schedule to ensure that all web, database, and application
data was written to tapes. Cataloged and coordinated schedules to migrate
tapes to secure locations within office and off-site in a safe deposit box.
General Systems Support -
· Placed customer support and service calls to hardware and software
manufactures for troubleshooting and product or equipment replacements.
000040
Based on user call logs and maintenance logs, developed and presented
instructional lessons in proper use zmd maintenance of all hardware as well as
software applications. This was presented in a one on one situation and
small group seminars
Researched hardware and software products available that would best fit all
needs and requirements to move forward as well as resolving issues. This
required maintaining and reviewing a technical library of reference books,
hardware and software manuals and prodnct guides.
000041
Attachment 2
Software Development -
Created a web-based time reporting system for all part time and full time hourly
employees to use for calculation of standard, overtime, and after hours differential
pay. System also included logic to accrual and log vacation, sick and holidaytime.
Hardware Systems -
Workstations - Existing
Maintained and upgraded equipment as required.
Logged all occurrences and incidences to manage and maintain each
workstation.
Replaced network cards, memory, hard drives, video cards and any other
hardware components as necessary.
Applied newest versions of operation systems, database, web and application
software.
000042
General Code: municipal codifiers; Laserfiche document management; municipal software Page I of 3
I Horn_e I About General C:gde I Pro__ducts & Servicers I Si~te_ I_ndex I
About General Code
General Code has earned the most loyal clients in the industry with a policy of
continuous improvement and relentless attention to detail.
ENE
Established 1962
46 years of customer service
excellence
Serving the needs of communities and organizations of
all sizes since 1962, General Code provides a variety of
products and services to over 2,600 municipal
governments, businesses and educational institutions.
Offering codification and document management solutions,
including municipal codes and manuals, supplementation
service, electronic and Internet access to codes, records
management solutions and building, planning and zoning
software, General Code sets the standard for improving the
code enforcement process and is on the cutting edge of
technology, providing new and reliable tools to our
customers to enable them to better serve their
constituents/clients.
General Code Fast Facts:
Welcome to General Code
Message ~rgm tbe_~re, side~n_t
compa, ny ~u~ure__aod Value_s_
S~ nJo r_ Lead.e_rs hip Tea m
Sa!e~ Rep[~qtp.tiy .e _s
Technical Suppo~ Staff
' P_r QfAs_~p 0~LM e~rn be rs h [p~
_Laserfich~e Value Added
R_ ~s_el_Le_r
Press Releases
Employment Opportunities
Contact General Code
Products and Sel¥ices
Site Index
I
46 years of experience working with local
governments and related organizations
More than 2,600 customers in 32 states
and Canada
Unparalleled reputation for quality and
service
Customer Sa'~isfa~:tioo
Sophisticated technology:
Electronic Codes - Code on the
Internet allows citizens and local
officials 24 hour access
GC Tell. _T_ra_ck~erTM software - Tracks
boards, committees, appointments,
authorities and any other group you
need to manage information for.
· GC We~bD_o_cs~_- Software that
provides high-quality, cost-effective
scanning of a wide range of documents
http://www.generalcode.com/aboutgcp.html
2/112009
.................... 090043
General Code: municipal codifiers; Lasediche document management; municipal software Page 2 of 3
D. OCILJ~g NT I ~^GINQ
Ordinance
Codifi ca tion
Services
for easy access
Lase_rfiche® - Document imaging
systems that let you store and instantly
retrieve years of records
Mu~icit_yTM - Building, Planning &
Zoning software to put all the
information you need right at your
fingertips - in the office and in the field
N0vu~sAGENDA - a paperless agenda
system customizable to mirror your
current process
NovusHR - a recruiting and applicant
tracking software to make the hiring
process more efficient and easier
PC/CodgBo9k - A fully searchable,
electronic version of your Municipal
Code
An_dmorel - See our products and
services page for a full listing of all our
electronic products
Fast and friendly techniqa_!_s~port staff
Experienced Sales Representatives:
Earl Babb
Bruce Cadman
An~hgny C~p~[o
Warren Elliot~
H~d~ Myers
GLn~y_B~tle[
Marcia Cl!ffgr. d_
John_ Devine
Liz Mistretta
Codification & Document Management
Experts
~ Dedicated full-time editors with
specialized training in all areas of
codification and project facilitation
vJ
Additional staff trained in data entry,
proofreading, indexing, research and
production
A designated team assigned to each
project, led by an experienced manager
Fast, affordable S~upplementation
http ://www. general code, eom/ab outgcp, html
2/1/2009
000044
General Code: municipal eodifiers; Laserfiche document management; municipal software Page 3 of 3
-J Do~p_me~ nt management sol~utio~ns scaled
to your specific needs!
Return to top
Add this page to your f_a_vor_~tes~.~
Home Pr0duct~_&_Services E-Codes
About General Code Custp_m. er Service Laserfiche~ Software
Conferences Ordinance Codification Related Links
~!S !ntffgrafion Contact Us
Sales Representatives Solutions
Enter To Winl D_qcument Managemffn~t What's Hotl
General Store Site Index Sample Legislation
72 Hinchey Road
.oc,..,.,, Nv.82. You Think?
ma[~n er al~ode.com
Iinf°mene'Jc°d''c°m I In Re.mbrance Tell us
1996.2008 General Code, LLC. All Rights Reserved.
http://www, general code. corn/ab outgcp, html
2/1/2009
Codifiers, Document Management Software Providers, Laserficheresellers: A Message fr... Page 1 of 3
J ~gm~ J ~out Gene[~l Cod9 I Products 8~ Services J ~it~]ndex J
About General Code
A Message From The President
Gary Domenico
CEO/President, General Code
Welcome TO General Code
Ab9ut Ge[}er~J_gp.d~
Senior Leadership Team
Gen~ eral C~ode: Laserfiche®
Value Added Reseller
Laserfiche Winner's Circle
Employment Oppodunities
Speaker's Bureau
Products and Services
Site Index
We are frequently asked: "What makes you different as
a company?" or "Why should I do business with you?"
In short - We care. Many companies say that, but what does
it really mean? Our culture has been developed over the
years to do our best to meet and exceed your needs as
human beings requiring a service. We have worked hard to
be successful enough in order to invest in technology that
best supports you. We also have hired and trained people
who have the ability to understand your problems and focus
on the solutions.
When you choose to do business with General Code, we
become partners, We are in partnership with our customem
to provide the services they need to be successful, and that
partnership is based on trust. What is our trust based on?
We think it is all about intimacy, competency and risk.
You entrust General Code with your legislation and
documents to perform services that must be accurate
and timely. A comprehensive and up-to-date Code provides
the legislative framework for your municipal government.
Your information/documents need to be easily accessible by
you and your constituents. We understand the importance of
our performance. If the risk is high, it is very important that
our competency and communication and your comfort level
in doing business with us be even higher. Competency is
about expertise. It is all about having people with the
technical knowledge and tools to get the job done. it is about
training people and investing in technology. Intimacy is a bit
more complex because it is not always achievable through
training. Intimacy with a client is having direct and sufficient
communication. It also means sometimes having difficult
discussions, owning up to issues and problems and holding
each other accountable for performance.
The elements of this formula for success are
interconnected, If we have technical ability but not the
ability to communicate, your trust in us is compromised. If we
are great people but don't have the expertise to do the job
dght, your trust is weakened. As a partner we need to be
both competent and able to communicate/connect in the
fullest sense.
We also know that your needs will change overtime. It is
http://www.generalcode.com/Profiles/gc_culture.html
2/2/2009
000046
Codifiers, Document Management Sof~ware Providers, Laserfiche resellers: A Message fr... Page 2 of 3
O r dfn a nce
Codi fica tlon
Services
IJaihlinl4, Phmning
ami
Munl¢Ity Xo/h~'are
our responsibility to provide new and exciting tools to you to
better support the servicing of your constituents/clients. Our
expanding product offedngs are an example of that
commitment to you.
At General Code we are confident that we can provide a
vital service for you through employees who are expert
and caring service providers. We strive to provide that
service with integrity, honesty and in a manner that makes it
easy for you to do business with us. We invite you to provide
feedback to us concerning our partnership with you.
Gary Domenico
CEO/President
General Code
For more information about our services or
products,
e-mail us at i .n.[o_~.g~neralcode.com
or ca us at 1-800-836-8834.
Return t0 top
I
I
Ho~e
About General Code
Conferences
Sales R~pre~entatives
Enter To Winl
General Store
Products & Services
Customer Service
Ordinance Codification
(3!~ !~gration
Solutions
Documen[ Management
Site Index
E_ r Cp de_s
Laserfiche'~ Software
Related Links
Contact Us
What's Hofl
S_a_mpl_e _1. ~gisl~!o ~
http://www.generalcode.com/Profiles/gc_culture.html
2/2/2009
000047
municipal codification/document management/laserfiche VARs;New York,New Jersey,C.. · Page 1 of 2
I Ho~me I A.b~oy~t~Ge~neral-Cod-e J P_co_ducts & Services Site Index I
Bruce Cadman
Director of Sales
Bruce joined General Code as a Regional
Representative in 1981 and recently was promoted to
the position of Director of Sales. He graduated from
Syracuse University with a B.S. in Speech
ICommunication and Education. While a student at
Syracuse, he worked for a local newspaper as a spoK, s
repoder and authored a popular column on golf. Hes
still an avid golfer!
Bruce has been honored with the Distinguished
Service Award from the New York State Association of
City and Village Clerks and in May, 2007 he was
awarded Honorary Membership in the New York State
Town Clerks Association, His extensive knowledge of
codification products and services has won Bruce the
respect and admiration of both clients and co-workers.
Bruce is a firm believer in the value of relationships,
and his ability to enhance professional relationships
with warm personal friendships has earned Bruce an incredibly loyal group of clients. With new
technologies continuously improving the way municipal offices do business, Bruce has become his clients'
best resource for efficient and affordable electronic solutions. They have repeatedly expressed their
appreciation for his commitment to helping them achieve their community's goals.
You can contact Bruce at 1-800-836-8834 or by e-mail at sales@generalcode.com
View monthly conference schedule II Return to Regional Representatives
State Resource/Information Pages
[ Connecticut I Delaware I Maine I Maryland I Massachusetts I New Hampshire I
I New Jersey I New York State I Rhode Island I Vermont I
I State Specific Resource Pages I
http://www.generalcode.com/Profilesfocadman.html
2/1/2009
000048
municipal codification/document management/laserfiche VARs;Connecticut,New York,R... Page 1 of 2
I Horqe_ J ~Abo~ut General Code J Products & Services Site Index J
Anthony Craparo
Regional Representative
Primary Region:
CT, NY, Rt
We are proud to announce that Anthony Craparo has
joined General Code. Our growing suite of codification,
document management and application software
solutions required us to find a very experienced
veteran who will work with our customers to
understand their issues and challenges and match
them to the dght technological solution
Anthony brings 25 years of experience in government
and software solutions, having worked for IBM and
Computer Associates before joining General Code.
Anthony has worked in the Northeastern region with
both state and Local governments for several years
and is very familiar with the area It is his home.
' will be working closely with Bruce Cadman as
ihe grows in his familiarity with all of our customers.
You can contact Anthony at 1-800-836-8834 or by e-mail at sales@generalcode.com.
View monthly conference schedule II Return to Regional Representatives
State Resource/Information Pages
I Connecticut I New York State I Rhode Island I
State Specific Resource Pages I
Home
products & Services
E_-_C_odqs
htlp://www.generalcode.com/Profiles/acraparo.html
2/1/2009
000049
RECORDS MANAGEMENT NEEDS ASSESSMENT:
CONSULTANT'S FINDINGS AND RECOMMENDATIONS
Prepared for
The Town of Southold, New York
By
William Saffady
January 23, 2009
000050
TABLE OF CONTENTS
1 Purpose of this Report ................................................................................................... 1
2 Departmental Recordkeeping Practices ......................................................................... 1
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 Department ............................................................................................ 6
2.5 Board of Town Tmstecs ........................................................................................ 6
2.6 Zoning Board of Appeals ...................................................................................... 7
2.7 Other Departments ................................................................................................ 8
2.8 LaserFiche Implementation .................................................................................. 9
3
Analysis ................................................................................................................. 10
3.1 Exchange of Information Among Town Departments ........................................ 10
3.2 Lack of Coordinated Recordkecping ................................................................... 13
3.3 Underutilizafion 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 Software ................................................................................. 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: Draft Request for Quotations for a Property Information System ......................... 30
000051
1 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 ren~alnder of the report presents specific
recommendations for improvement of these processes and practices where warranted.
When the New York State AreMves 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 quali~
for such support.
2 DEPARTMENTAL RECORDKEEPING PRACTICES
The following descriptions of the Town's recordkeeping p~cfices are based on
interviews with knowledgeable employees in the departments listed above and in other
Town departments--including the Town Attorney, Town Engineer, Receiver of Taxes,
and Department of Public Wo~at utilize property information created and
maintained by those depashuents. A total of 16 interviews were conducted for this
project. Some interviews involved raultiple participants and/or multiple government
operations.
The interviews identified the types of property records maintained by each depsahnent,
discussed the government operations that the records support, and examined the rammer
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
correctaess and completeness. Descriptions presented in the following sections are based
on the written summaries and comments received from Town employees.
OOO052
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 construction, the improvement or subdivision of
property, or other events. The Board of Assessors also performs various other business
operations, including:
· Recording property ~'ansfers
· Processing applications for tax exemptions
· Apportioning special assessments
· Apportioning assessments for subdivided properties
· Preparing assessment roils, 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 end 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 3.5 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 Iransfer is entered
into the Real Property System (lIPS) 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 Dep~uhnent.
000053
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 cimumstances
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 ~ransactions 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-percent 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 1 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.
000054
4
The application is placed in a work queue awaiting departmental 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
property'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
applicam is referred to the Zoning Board of Appeais.
· 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, flaming, 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 LaserFiche 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 program 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
000055
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 Depaiiment 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 Deparm~ent 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 Department has a staff of two employees involved in land
acquisition. 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.
000056
6
2.4 Planning Department
The Planning Department is responsible for standard and conservation subdivisions, re-
subdivisions (lot-line adjustments), site plans, and other planning initiatives and activities
for all residential and commemial developments within the Town limits. The Planning
Department staff includes a director, 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
town~:
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 depathuents and
external agencies at the state and county level. During the subdivision and site
plan evaluation process, the Planning Department 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 arnmged by tax map number. New
documents ave 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 LaserFiche system when the file is closed--i.e., when
the application is approved. The Planning Department would like to scan
documents at an earlier stage in the review process, but that has proven to be too
complicated. The Depa~tment 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 constn~cfion of bulkheads,
moorings, ramps, floats, duck blinds, and other slructures. The Board of Town Trustees
has five elected members who meet twice monthly in addition to other working sessions.
000057
7
The Trustees staff consists of two full-time employees.
The Board of Town Trustees receives applications and issues permits for various
activities that come w/thin its regulatory jurisdiction:
A wetlands permit is required for any activity, such as construction or plantings,
w/thin 100 feet of any wetland or surface waters in the Town. The wetlands
p~uuit is the most important Wpe of permit issued by the Board of Town Trustees.
It requires a field inspeetion and public hearing w/th 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
mooting permits that are not renewed.
· A coastal erosion p~,mit 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 p~,mit 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 own,es 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 wriRen 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 ora building
00005'8
8
inspector permit or decision. Appeals may also be filed an aggreved landowner
(neighbor) of any official's decision related to building, use, or occupancy ora structure.
The ZBA office has one full-time employce 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. Trustees 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 are kept in the ZBA office. When a case is closed, the file is scanned
into LaserFiche. Index cards are also updated and scanned into LaserFiche.
2.7 Other Departments
To obtain a complete picture of the 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 contmetors, and performs reviews for and provides
engineering-related advice to all Town dep~ huents 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
000059
9
orders accordingly. It also generates work orders for repairs or maintenance
operations---such as replacement of light bulbs--that are requested by Town
departments.
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 propen'y
owners in December of each year. They are payable in two installments. The
Receiver of Taxes uses tax collection software 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 depa~huents and officials.
The Town's GIS implementation is based on Maplnfo'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 Department. The Building Depadment is an occasional user.
2.8 LaserFiche 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 Department. While
evaluation of the 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 Coda 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
Department 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 Department, 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 ArehiveWriter. Office documents are
0000 0
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 IPG 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 department, 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 deparm~ent has its own indexing template. All
deparlmental files are indexed by tax map number, but other indexing parameters vary
from department to department. The Building Department's permit files, for example,
are indexed by tax map number, permit number, street address, and hamlet. The
LaserFiche retrieval client is loaded on every personal computer. Each set ofdepadment
files has a retrieval template.
3 ANALYSIS
The Town departments covered by this needs assessment are effectively administered.
Managerial and support personnel in each departraent 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 depa,huents deal with property-related matters: the
ownership and valuation of property, subdivision ofpamels, construction of new
buildings or the modification of exisfing smlctures, 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 accomplish 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 resoumes. 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
000081
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 depmlments 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 departments. 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 Deparmaent 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 Assassor's records am 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 Depmhnent.
The Building Department and Board of Town Trustees consult each other's
records on a daily basis. The Building Depart'merit 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 Department on a daily basis.
Planning Board approval is a precondition for submission ora building permit
application. A property owner starts out with the Building Department, which
refers the applicant to the Planning 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
Department, 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 Department 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 Department 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
0000 2
12
have issued for a given propen'y. 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
depadments' activities.
All Town depa~hnents need to be aware of a property's protected status when
processing applications for building permits, wetlands permits, variances, or other
mattets 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 enforcement 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
Depa~h,ent, 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
Depmhaent and the ZBA. It must also determine whether a property is within
specified distances from water, agricultural property, or a town/village border.
The Trustees s~T 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
000063
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 Depa~h~aem, 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 consmactability 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. If a 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 ease. 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 Record keeping
Despite the demonstrable need for frequem exchange of information about property-
related matters, the Town has limited provisions for coordinated ~ecordkeeping among
departments. In particular:
The Town's LaserFiche implementation, as previously daseribed, provides online
access to documents created by selected Town departments. In this respect, the
Town is more advanced in its information-sharing capabilities than some other
local governments, but the LaserFiebe 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 imended for use by other Town
departments, including Planning and the Board of Town Trustees, but those
departmants 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
processes in a single department. They are not accessible by other deparm~ents or
0000 4
14
integrated with one another.
As discussed above, property record cards maintained by the Board of Assessors
are aa essential resource for property-related business processes in all Town
departments, but information f~om 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 aa improvement to a given
property is discovered.*
3.3 Underutllization 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-besed 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 prope~y-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 am created and maintained by different,
incompatible software products that are limited in scope and operate in isolation.
The Town does not utilize commercially available software 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 percentage of property record
cards, and these could be rescaaned 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.
000005
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 Internet access to information about
pending permit applications, building inspections, or zoning variance
applications.
4 RECOMMENDATIONS FOR IMPROVE1VEENT
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 departments. This
requirement is inconvenient and time-consuming. Employees who need to eunsult
property record card, for example, must go to the Board of Assessors office,
remove the desired cards f~om the file, make copies, and return the cards to the
file. The Board of Asseasors is located in Town Hall. The Building Department,
Planning Depmh~ent, 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 Deparlment 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 pan-time
clerical employees; in 2003, it had three full-time employees. The Planning
Department, which conducts lengthy and detailed reviews of subdivision
000066
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 Depa~h~ent
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 Delautmcnt 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 Trostees relies on the Building Department to
identify projects that must be referred to the Trustees before a building permit
application can be submitted, but some property 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 Zon'mg Board of Appeals had access to a
property's code enforcement history, it could make more informed decisions
about variance applications. Without convenient access to appropriate recorda,
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
deparlmants 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-bssed information resources to support specific business
processes, but mere automation is not sufficient; computer technology must be
0000 ?
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 program~ that support
specific governmental operations.
4.1 Basic Concept
As previously discussed, the Board of Assessors and Building Department are cun'ently
using computer programs to support certain business processes. Those programs, the
Real Property System and the Building Depa~hxtent'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 prognams 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 histotical ownership information
· Property descriptions
· Assessment history
· Building and other permit history
· Zoning designations, including applications for zoning variances
· Code enfomement 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 departmental 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 retrieve current or historical
information about property ownership, assessments, parcel characteristics, construction
000008
18
activity, zoning designations, code violations, or other matters. As discussed in the
following section, the proposed property information system will deliver significant
benefits.
4.2 Anticipated Benefits
Property-related records are among the most important information resoumes 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 real-estate mmsfers,
assessments, construction activity, zoning, code enforcement, land preservation,
subdivisions, and other property-related matters.
· Promote uniform, consistent recordkeeping among deparUnental applications
while minimizing redundant recordkeeping and data entry.
Promote sharing of property-related information among Town departments,
possibly including govemmantal 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.
00006.9
19
Permit a phase-out of some manual recordkeeping practices, such as the creation
and maintenance of propor~y 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 routine database backup operations.
4~ 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 replacement for the Cobol application
currently used by the Building Deparlment.
When the property database and building permit components are fully
operational, the proposed property information system will be expanded to
include issuing and Yacking of other types of property-related permits, tracking of
zoning variance applications, tracking of code 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
000070
20
government applications. Appendix A provides a list of companies that offer such
so~?ovare.
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, AppendLx B provides a draft
Request For Quotations (RFQ) with detailed requirements for the proposed software.
The Town can edit, augment, or othenvise 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 software 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 qualil~ for grant support, in whole or in part, from the Local Government
Records Management Improvement Fund in the Active Records category, Record
Systems subeategory. The Town should consider the possibility of submitfing 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
00007
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 required 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 maintanance for the first year of sottware operation.
Thereatter, the likely annual cost of software maintenance is $12,000 to $16,000, which
is approximately 20 percent 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 enfomement. 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 cede 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
computar-pmcessible form is $93.525. This estimate is based on the following
assumptions:
· The information to be converted is entirely contained within properly record cards
currently maintained by the Board of Assessors.
Data entty personnel can be tra'med to locate pmpemj 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.
00007.2.
22
Some information from property record cards was previously entered into the
Town's lIPS database. To minimize labor requirements, the remaining
information from property record cards should be entered into the RPS database.
lIPS 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 training prior to beginning the data
entry project. The estimated labor requirement, including training, is 6,235 hours.
At a wage rate 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. If a service bureau uses a
differant 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 equipraeat, supplies, and labor, the minimum
cost to photocopy 18,400 two-sided property record cardsis $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 records may arise
that can only be answered by a knowledgeable Town employee.
00007.3
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 convemion 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 mining 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
· 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 poim 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 oftbe 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 rote.
000074
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 contract for $5,500 to $7,000 depending on the
configuration. It is assumed that data enl~ 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 fiat-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
· Sot~are delive~ 120 days
· Information from property record
cards entered into RFS database 210 days
· Software operational for building
permits 210 days
00007.5
25
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. l I of 8NYCRR.
5.1 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 agencies. In particular, the regulations state that local government agencies
must "ensure that electronic records are not rendered unusable because 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 accessible through conversion of the records to new system hardware and
software." The regulations state that the data migration plan must be developed in
consultation with the New York State Archives, although no mechanism is specified for
this. If the proposed propeay information system is implemented, the Town should
discuss this matter with a New York State Archives representative to develop an effective
and acceptable data migration plan.
Schedule MU-1 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 puppose. Over time, replacement of computer hardware and
software components 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
sofixvare 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
00007
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, entry 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.
000077
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 thc 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.acccla.com
procurement~accela.com
Business Automation Services
636 Plank Road, Suite 207
Clifton Park, NY 12065
518 371 6869
www.basny.com
sales¢4basn¥.com
CRW Systems
16980 Via Tazon, Suite 320
San Diego, CA 92127
858 451 3030
www.crw.com
info¢6,crw.com
Des Lauriers 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(g, energov.com
000078
General Code
72 Hinchey Road
Rochester, NY 14624
585 328 1810
w~wv. gencralcode.com
mail~general code.corn
Global Information
1600, Rene-Levesque Blvd West
Suite 620
Montxeal, Quebec H3H 1P(
www.p~govcrn.com
infoC-~pggovem.com
Hansen Information Technologies
13560 Morris Road, Suite 4100
Alpharetta, GA 30004
866 244 5479
www.hansen.com
publicsectorR F P(biin for.corn
InfoTrax
Box 253
Bradford Woods, PA 15015
724 473 1044
ww~w.geopermitgis.com
intb¢(gcopcm~itgis.com
Interlock'rog Software
19362 Powder Hill Place NE
Poulsbo, WA 98370
wwwv.interlockin ~so ftware.com
sales¢~intcrlockin ~softwar¢.com
MainStreet Software Corporation
1501 S. Salisbury Blvd
Salisbury, MD 21801
800 533 0591
wwvw.mainstreetasp.com
sales¢~mainstrcetasp.com
MS Govern
424 South Woods Mill Road, Suite 310
St. Louis, MO 63017
800 383 6029
www.msgovem.com
28
000079
29
mmyers(~m sgovern.com
SunOard 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
wwvw.munis.com
Email contact through web site
000080
30
APPENDIX B
DRAFT REQUEST FOR QUOTATIONS FOR A PROPERTY
INFORMATION SYSTEM
INTRODUCTION
This RFQ solicits quotations from qualified software vendors to provide,
install, and support a computer-based property information system and
certain related products and services, including ~aining and maintenance
support, for use by the Town of Southold, hereafter known as "the Town."
This RFQ specifies the required characteristics ora 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 Deparmaent
· 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, track'mg 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.
oooo .
31
Any proposed property information system must be fully and
conveniently scalable to allow the future addition of dopartmantal
applications and/or user licenses. Vendors must specify limitations on
the number or types of depatwnental applications or user licenses
supported by their products.
The Town understands that future expansion of the proposed property
information system may require functionality, sottware components, or
customized programming not included in the product configuration
covered by this RFQ, Specific sot~are requirements for future
applications have not been defined.
This RFQ contains information and instructions 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 pruduet configurations or system enhancements not
presented in a vendor's initial quotation. All alternative quotations must be
emalled 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
000082
32
proposed under this RFQ. All soRware components must be complete,
pretested, fully operational, and commercially available in general-release
versions for a minimum of 30 days at the lime that the product is acquired
by the Town. Experimental, developmental, and near-release products are
unacceptable.
Any proposed software must be fully compatible with the Town's existing
computing and networking infrastructure. The Town's Data Processing
Department currently owns and operates an iSeries Model 520 processor
running OS/400, v. 5.4 and various Windows servers running 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 software 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, apar~ from broad familiarity with computer operations in an
office context, must not be required for effective use of the proposed
property information system by Town employees. (The Town
recognizes that its data processing staff may require technical
knowledge in order to implement and operate the system or to perform
customizatious.)
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 eustomizations
without vendor involvement.
Written documentation must be provided for all sot~vare 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
depar~nents, 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 departments.
000083
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 convenient, reliable, and
flexible report generation capabilities appropriate to business processes and
requirements in participating Town depa~hrtents.
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 otber 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 propemy 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 histotical information conta'med on property
record cards maintained by the Town's Board of Assessora. 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.
O000$A
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 infurmation from
property record cards. The Town plans to upgrade the RPS database by
entering full information from property ~cord 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 from property record
cards into the RPS rlnt~base 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 elim'mates 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 p~,mits 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 rields 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.
O000g,5
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 rettieving 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 m~cking 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 calculating 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 ownem, 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 permits 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 pennit until other
interested parties, such as the Town's Land Preservation department,
have approved it.
000086
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
thmngh 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
system's database must maintain a record of code violations and code
enfomement 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 inspaction code enfomement 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 general-purpose reporting tool
such as Crystal Reports or Active Reports. This will allow Town
departments to develop, generate, and save appropriately formatted custom
reports as needed to address specific requirements.
INTEGRATION WITH OTHER SOFTWARE
The proposed property information system must be able to integrate with the
LaserFiche sofl~vare 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 pemait 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
000087
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 pan 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 programming that is not part of this
RFQ.
The Town is currently using GIS sofl~varo from MapInfo, 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 p~mdt 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.
000088
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
sof~vare components and functions.
SOFTWARE MAINTENANCE
The vendor must specify the warranty period and provisions for all proposed
sofl~vare, 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 conditions 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.
oooo8,9
TOWN OF SOUTHOLD, NY
REQUEST FOR QUOTATIONS--PROPERTY INFORMATION SYSTEM
DECEMBER 18, 2008
** IMPORTANT NOTICE **
This is a Request for Quotations (RFQ) not a Request for Proposals (RFP). Lengthy
responses to this RFQ and elaborate, time-consuming presentations of vendor capabilities
are neither required nor desired. Through background research, the Town of Southold is
aware of your company's capabilities.
The purpose of this RFQ is to establish the budget for acquisition and implementation of
a property information system as described herein. Responses must indicate the total cost
to provide sot{ware with characteristics specified in this RFQ. Responses must also
indicate the cost of delivery, installation, database set up, training, and related services
plus the cost of an annual maintenance contract for 1 year from the date of installation or
the date that the software's warranty expires, whichever is later.
Pending approval of the budget for the proposed property information system, the Town
of Southold expects to initiate procurement on or before August 1, 2009. At that time,
selected vendors will also be asked to meet with Town officials to review the Town's
requirements, discuss their quotations, demonstrate their products, explain their
qualifications and competitive advantages, and revalidate their pricing. At its option, the
Town may issue a Request for Proposals prior to procurement. In that case, the RFP will
be limited to companies that have responded to this RFQ.
INTRODUCTION
This RFQ solicits quotations from qualified software vendors to provide, install,
and support a computer-based property information system and certain related
products and services, including training and maintenance support, for use by the
Town of SouthoM, 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 Depa~hnent
· Zoning Board of Appeals
· Planning Department
· Land Preservation
00009,0
· Town Board of 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 diffarent, 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.
Any proposed property information system must be fully and conveniently
scalable to allow the future addition of departmental 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 soft'ware requirements for future applications have not been
defined.
This RFQ contains information and instructions that will enable qualified software
developers, resellers, systems integrators, and other vendors to prepare and submit
quotations for the proposed property information system.
Questions about this RFQ should be addressed to William Saffady, who is serving
as a consultant to the Town for this project. He can be reached at 718 246 4696 or
by email at wsaffady~mac.com.
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. A copy of the
email submission should also be sent to wsaffady~mac.com. For submissions in
person or by mail or package delivery services, the address is Elizabeth Neville,
000091
Town Clerk, Town of Southold, 53095 Route 25, PO Box 1179, Southold, NY
11971. Please respond by Tuesday, January 13, 2009.
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. Alteruate 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 emalled 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.
The Town intends to share price quotations with the New York State Archives,
which is a prospective funding source for the proposed procurement.
GENERAL REQUIREMENTS
Vendors must be prepared to deliver and fully install all system components
pmposed under this RFQ. All sof~ware 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 software must be fully compatible with the Town's existing
computing and networking infrastructure. The Town's Data Processing Depathnent
currently owns and operates an iSeries Model 520 processor running OS/400, v. 5.4
and various Windows servers running 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 software 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 required for effective use of the proposed property information system by
Town employees. (The Town recognizes that its data pmcessing staffmay
require technical knowledge in order to implement and operate the system or
to perform customizations.)
· As part of the initial installation, the vendor must perform any programming
000082
4
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 software 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 departments.
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 convenient, 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 ent~, 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
000093
of land in Town. The Town has approximately 18,500 pm'eels. 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.
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 (RI>S) 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 lIPS
database or by entering information from 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 lIPS 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
pmpertias. 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.
00009.4
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.
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 calculating 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
permits 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.
000095
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 conveniem 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 system'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 general-purpose reporting tool such as Crystal Reports or Active Reports. This
will allow Town departments to develop, generate, and save appropriately
formatted custom reports as needed to address specific requirements.
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 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 LaserFicbe 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
00009.6
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 oftbe
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 programming 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 MapInfo 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 iustmctors as opposed to audio-
visual or computer-aided instruction.
· 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.
SOFI%VARE MAINTENANCE
· The vendor must specify the warranty period and provisions for all proposed
software, application modules, subsystems, or other system components.
000097
9
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 conditions 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.
000098
Local Government Records Management Improvement Fund
Vendor Quote Form (LG-VQ)
Please complete this form to provide evidence that you have contacted three vendors for pdce quotes.
One or more of the quotes may be derived from State Contract Listing
(www, ogs.state.ny,us/purchase). Photocopy the form if you must submit more than one Vendor
Quote Form. Instructions for completing the form are on the reverse side.
Vendor's Name and Address Description of Item State Contract Quoted
or Service* Number Price
1.Tyler Technologies, 370 US Property information NA $207,070.00
Route 1, Falmouth, ME 04105 system software and
related services
2. General Code, 72 Hinchey Property information NA $117,614.00
Rd, Rochester, NY 14620 system software and
related services
3. Business Automation Property information NA $138,360.00
Services, 636 Plank Rd, Suite system software and
207, Clifton Park, NY 12065 related services
New York State A~chivos
Form LG-VQ 9/~008
000099
tyler
Sales Quotation For:
Elizabeth Neville
Town of Southold
53095 Route 25
POBox 1179
Somhold, NY 11971
Quoted By: Dave $owctt
Date: 01/09/2009
Quote Expiration: 00/00/n/a
Quote Name: Land Management RFQ
Quote Number: 11704
Phoae: (6311 765-1800
Fax:
Email:
Tyler Software & Related Services
Accounts Receivable $11,000 4 @~ $1,175 $4,700 I (r~ S 1,275 51,275 fda $16,975 $1,980
Business Objects Bundled
CAMA Bridge
Central Property File
Citizen Self Service (client hosted)
MUNIS Connector fbr Laserfiche
MUNIS ESRI Imer~ce
Munis Office
Permits & Code Enforcement
Tyler Forms Processing
Workflow Revenue
$12,000 3 @ $1,175 $3,525 n/a n/a n/a $15,525 $3,000
S4,400 t (d) S1,175 $l,175 n/a n/a n/a $5,575 SI,100
$2,2(}0 I (q~ $1,[75 $l,175 n/a n/a n/a $3,375 $550
$11,000 I (~ $1,175 $1,175 n/a n~a n/a $12,175 $1,980
$10,000 r~'a n/a r~a n/a fda $10,000 $1,800
$8,500 1 (a) $1,175 51,175 r~a Wa n/a $9,675 51,530
$8,500 2 (~ $1,175 $2,350 n/a n/a n/a $10,850 $l,530
$22,000 15 ;ai $1,175 $17,625 5 ¢t) 51,275 56,375 513,5011 $59,500 $4,400
$6,500 n/a n/a n/a n/a n/a $6,500 $2,000
ma 2 (ai 51A75 $2,350 n/a n/a n/a $2,350 n/a
$96,100 30 $3~,2~0 6 $7,650 $13,500 $152,500 $19,870
Other Services
Business Objects Bundled Install
Instatl Fee - New Server lnstall-WlN-CD(w/VS & WZ)
MUNIS Connector for Laserfiche Installation
MUNIS ESRI Interface Installation
Project Planning Services - D
Tyler Forms Permits Library - D
Tyler Forms Processing - Configuration - D
1 $5O0 $500
1 $6,000 $6,000
I S 1,500 $1,500
I 5500 $500
I S5,01}0 $5,000
I S3,000 $3,000
2 S 1,000 S2,000
Town of Southold
Page 1 of 3
Other Services
TOTAL: $18,500
Conversion
Permits and Code Enforcement - Option [ $4,500
Pen'aits and Code Enforcement - Option 2 $3,000
Permits and Code Enforcement - Option 3 S3,000
Permits and Code Enforcement - Standard $3,000
TOTAL: S13,500
3rd Party Hardware, Software and Services
4JS Site License I $13,500 $13,500 $2,700 $2,700
3rd Party Haxdware Sub-Total:
3rd Party Sothvare SubTotal:
3rd Party Services Sub-Total:
TOTAL:
$0 $0
$13,500 $2,700
$0 $0
$13,500 S2,700
Summary
Total Tyler Software
Total Tyler Services
Total 3rd Party Hardware, Software and Services
Summary Total
Comments
O.e Time Fee~ Recurring Fee~
$96,100 $19,870
$74,900 $0
$13,500 $2,700
$184,500 $22,570
Town of SouthoM Page 2 of 3
Optional Tyler ~oftware & Related Servlce~ - not included in Totals
MUNIS Disaster Recovery Service n/a
OS/DBA Corm'act Services Wa
Tax Billing $30,500
Work Orders, Fleet & Facilities Management $13,750
Customer Approval:
Pdnt Name:
TOTAL: $44,250
n/a n/a n/a n/a n/a n/a $5,00(I
n/a Wa n/a n/a n/a n~a $2,500
9 (a~ $1,175 $10,575 3 (a~ Sl,275 S3,825 n/a $44,900 $7,625
10 (c{) $1,175 $11,750 5 (~ Sl,275 $6,375 n/a $31,875 $2,475
19 $22,325 8 $10,200 $0 $76,775 $17,600
Date:
P.O. #:
Town of SouthoM Page 3 of 3
Response to the Town of Southold's Request for
Quotation
Municity® Integrated Parcel Management
Software
January 9, 2009
Prices valid until September 1, 2009
Presented by
GENERAL
Regional Representative
Anthony Craparo
(203) 470-3459
Email: acraparo @genemlcode.com
General Code Corporate Headquarters · 72 Hinchey Road · Rochester, NY 14624
(800) 836-8834 · FAX (585) 328-8189 · www.genemlcode.com
000103
CONTENTS
Response to the Town of SoutholdI New York's RFQ
PROJECT SCOPE OF WORK ........................................................................................................... 3
INVESTMENT DETAIL & OPTIONS .............................................................................................. 5
APPENDIX A - PROJECT TIMELINE ............................................................................................ 6
APPENDIX B - PC AND SERVER SPECIFICATIONS .................................................................. 7
APPENDIX C - TERMS AND CONDITIONS ................................................................................. 8
Proposal Submiti¢d: January 9, 2009
00010'4
PROJECT SCOPE OF WORK
Response to the Town of SoutholdI New York's RF(~
See Appendix A - Project Timeline
Project Component Description
On-site proce~ In order to build a successful Municity installation it is important to understand
assessment how you do business. This will not only shed light on how things need to be set up
in Municity but many times will highlight how Municity will provide
improvements in the current process. During the on site process assessment our
Project Manager will spend time with everyone involved in the Building, Planning
and Zoning processes to understand the current functions within each department.
These discussions begin with a general conversation around how you do business
now and will frequently lead to discussions about how Municity will be used to
manage these processes in the future. At the completion of the on site meeting the
PM will create a process flow document that will be provided back to the
community. This document serves two purposes; to provide a documented process
flow that can be used to analyze current processes or train new people and acts as a
guide to implementing Municity.
Workbook In order to pre-populate a Municity databases our programmers need to understand
the particulars of how you do business. For example, every community will have a
different set of building permit types that they issue and a process for managing
them. General Code's Municity workbook is intended to make providing this
information easy. It consists of a Word document and an Excel spreadsheet which
contains standards that we have seen in the past. Using the Excel spreadsheet will
not only minimize the work to complete the workbook but also provides an insight
mto what others are doing. In some cases this can lead to improved processes.
The workbook will be provided to the customer during the process assessment
meetings and is the responsibility of the customer, with the guidance of the PM, to
complete.
Data gathering and The core of a Municity database is the parcel data. Everything within Municity is
import tied back to a parcel so it is important that we begin with this data to build
' Municity's database. Using information provided in the workbook our PM will
contact the parcel data source and procure the data needed. Many times
communities already process information electronically and it is important that this
historical information be transferred to the Municity database to provide a
complete picture history of the parcel. Information gathered during the process
review and workbook is also loaded into the database during this period. As the
information is gathered and loaded into the database on-line review sessions will
be held to confirm accurate implementation of the data. These review meetings are
also an opportunity to explore Municity's functionality multiple times prior to
installation. We find this valuable to the customer because this makes them more
familiar with the interface which makes the training easier for them.
Proposal Submitted: Januar~ 9, 2009
0001 5
Response to the Town of Southold, New York's RFQ
Installation and Training Once all of the data is loaded and confirmed during the on-line meetings the
~roject is ready to be implemented. Prior to our arrival on site, our programmers
will work with the customer's IT staff to begin the Municity implementation
remotely. This is followed by our installer amving on site to complete the
installation on all of the PCs that will access Municity. General Code has always
believed that thorough training is critical to a successful software implementation.
Training manuals and training are broken down into disciplines; Application /
Permits 1 Certificates, Inspections, Complaints. Planning and Zoning and all
sessions are done in a group setting. Users need only attend sessions that apply to
tbeir job responsibilities. The last day of training is spent working one on one with
individual users to give them the opportunity to practice what they have learned.
This also helps users to incorporate Municity into their day to day activities.
Acceptance period As with any software implementation, there will be a period of adjustment. During
the first 30 days after an implementation, our Municity tech support and installer
team work closely with the customer to insure that users are comfortable with the
software and any new processes that may have been devised as a result of the
implementation. At the end of the 30 day period, continued support is provided
through the Municity help desk available via 800 number or email.
On-Line Refresher Up to 25 users and a total of 4 hours of online refresher training sessions.
Training
ANNI~AL SERVICE AND SUPPORT
The annual service and support contract provides the Town of Southold's installation with software service
and support for your Municity System. This includes advice for procedural questions, regular software
updates (2 to 4 times per year), software fixes for problems encountered, and support for restoring the system
to a production state after hardware failures or power outages. Support is generally delivered via telephone
and/or dial up via the lnternet.
As part of this purchase, the Town of Southold agrees to provide remote intemet access to their system with a
minimum of a 56kb modem. Broadband internet connectivity is preferred. General Code utilizes software
such as GoToAssist to provide remote support via a web-browser.
The Town is responsible for all data backups and agrees to make regular backups of the software and data on
multiple backup sets.
GENERAE 4
Ploposal Submitted: January 9, 2009
0001( 6
Respon~ to the Town of SoutholdI New York's RF(~
INVESTMENT DETAIL & OPTIONS
Prices noted for software, installation, training, and other services are valid until September 1, 2009. Pricing
is based on the Town having 18,500parcels.
Building, Zoning and Planning: $ 97,614
Building Module (unlimited users)
Planning & Zoning Module (unlimited users)
Fire & Safety Module
System Configuration
*Conversion and Importation of Legacy Data
Installation and Training
One GIS/Portable Device user license
Integration with Laserfiche (if installed)
Integration with Microsoft Outlook (if installed)
Integration with eCode360(if installed)
Web-based refresher training
Project Management and Facilitation
First Year Annual Maintenance
Municity Full Suite Price
Municity Building Module, Planning & Zoning Module, and Fire & Safety Module - $55,303
Unlimited U~rs
Customization
Software Customization $ 3,000
Integration Customization with Laserfiche, MS Outlook and eCode $ 750
Municity's Laserfiche integration has specific Laserfiche template requirements
that must be met. In cases where there is an existing Laserfiche installation,
some modifications to the template and folder structure may be required. This
is a separate sen,ice that GC can provide once the Laserfiche installation is
analyzed and the work effort is determined.
*Conversion and Importation of Legacy Data 20,000
Subtotal Software $79~053
Estimated Support Price
Municity software Support MSAP $11,061
Note: Second year forward estimated MSAP @ $11,061
Subtotal Support $11~061
Installation and Training Number of Days Price Per Day Total Price
Installation 2 Da~/s $1,500 $3,000
Training 4 Days $1,500 $6,000
Online Refresher Tminin[~ $1,000
Project Management $17,500
· Process Assessment and Documentation
· Data Collection and lmpoR
· Project Management
· Data Review and Confirmation
*See Appendix A- Project Timeline
Subtotal Installation and Training $27~500
Total Software~ Support~ Installation and Training $117~614
*Pricing is based on a review of your current data in its electronic format
GENERAl, 5
Proposal Submitted: January 9, 2009
000107
APPENDIX A- PROJECT TIMELINE
Response to the Town of Southold, New York's RFQ
MUNICITY - SAMPLE PRO.IE(.'T TIM,ELINE 1
'-~'~'~' U-'u - /
~.S days
0
0
Response to the Town of SontholdI New York's RF~
APPENDIX B - PC AND SERVER SPECIFICATIONS
Municity~ has a number of hardware and software requirements that should be reviewed by your computer
specialist. Please confirm that your network meets all of the following requirements and provide the specifics
indicated below.
[erver:
CPU Pentium IV I GHz or better required
If server running only Municity: 2 GB RAM recommended
Memory If server ronning additional applications: increase by I GB per additional application
Operating System Windows Server 2003 with current service pack
Database Engine MS SQL Server 2005 with all SQL tools installed
Must be TCP/IP: the network address and sub-net mask must be the same on both the server and
Network Protocol the worlc~tations
Browser lntemet Explorer 6.0 or higher
Assume 20,000 pictures from inspections per I GB of hard drive space,
Hard Drives RAID array recommended
NIC For network connectivity
UPS/Tape Backup UPS and tape or other backup system to ensure data integrity
Software Microsoft Outlook version 2000 SP-3 or better
Workstations:
CPU Pentium IV or better recommended
Memory 512 MB RAM or better - IGB RAM recommended
Operating System Windows XP Professional, Windows Vista Business
Mast be TCP/IP; the network address and sub-net mask must be the same on both the server and
Network Protocol
the workstations
Browser lnternet Explorer 6.0 or later
NIC Access to the network server running Municity
Monitor 17" monitor or better recommended for optimal viewing
Resolution Minimum Screen resolution of 1024x768
Scanner If scanning documents into Monicity is required - a scanner that supports TWAIN drivers
Software Microsoft Outlook version 2000 SP-3 or better
Palm Pilot:
Operating System
The Building Inspector Palm Pilot software will run on Palm III to the latest Tungsten T3 versions.
However a palm device running the Palm OS 5.x software is recommended. The software does not
run on Windows CE/Mobile devices.
Laptop/Tablet PC:
CP~J ' Pentium IV or better recommended
Memory 1GB RAM recommended
Operating System Windows XP Professional, Windows Vista Business
Must be TCP/IP; the network address and sub-net mask must be the same on both the server and
Network Connection the laptop - used for synchronization to the main database
Browser lntemet Explorer 6.0 or later
Remote Support:
Remote Access As part of this purchase, the municipality agrees to allow remote access to your Server and Desktol~
system(s) with a minimum of a 56kb modem. If your municipality has broadband Intemet servicet
the preferred access method would be via TCP/IP over the Intarnet utilizing software such
GoToMeetint~ or GoToAssist.
Proposal Submined: January 9, 2009
O001q9
Res}~onse to the Town of SoutholdI New York's RF~
APPENDIX C - TERMS AND CONDITIONS
This is a legal agreement between you (either an individual or an entity), the end user, and General Code, LLC lGeneral Code}
Responsibility of General Code.
General Code ~all be responsible for the performance of the services provided for in this agreement in accordance with the
"performance Schedule." General Code shall be responsible for the correctness and accuracy of its work. based upon the material and
information supplied by you, Regardless of your acceptance of completed materials when delivered, General Code shall correct errors
found either by you or General Code. See "Warranties; Limitations" for General Code's liability for all services.
Your Responslblftty.
You shell be responsible for the correctness and accuracy of the information you supply to General Code, for providing General Code
with timely decisions and answers to questions raised by General Code, for inclusion of sufficient funds in your budget to pay General
Code for services, and for the prompt payment of invoices, You shall also be responsible for completing your work in accordance with
the "Performance Schedule."
Protection of Confidential lnformatlom
During the time this agreement is in effect, both you and General Code may have access to or receive information thet is of a
coufidential nature. This information may include data relating to client information, products, product development, designs.
processes, systems, computer software, computer hardware, methods of production, costs, pricing, finances, sales or marketing plans,
customers, business partners, vendors, vendor prospects, employees and municipal records and data. All such information, including
any materials embodying such information, whether disclosed orally or otherwise and whether or not marked "Confidential" or
"proprietary," will be considered by you and by General Code and General Code's employees a.s proprietary and confidential. Both
you and General Code will use reasonable efforts to pmtent the confidentiality of the Confidential Information but in no case less than
thc ~me efforts both parties use to protect their own confidential information.
Ad}ustments to Perfornmnce Schedule; Delays.
A. Adjustments to Schedule, Upon mutual consent of you and General Code. the "Performance Schedule" may be changed or
extended a.s provided under "Changes" below,
B. Delays. You must notify General Code, in writing, immediately upon learning or otherwise becoming aware, of any difficulties
that may delay Ihe delivery of services or deliverables. Such notification must identify the reason for the delay, as well as the
anticipated period of delay. General Code may require a payment of 50% of the balance due under the con~act for any delay on your
part.
Variations from Standard Methods or Procedures.
Variations from General Cede's standard methods and procedures must be requested by you, in writing, specifying the exact nature of
the desired variations, General Code will accommodate such variations wherever possible, with any additional charges for such
variations, as determined by General Code and approved by you. to be paid by you.
Payment Terms.
All payments shall be made within 30 days of receipt of the invoice/voucher. You shell not discount nor withhold any portion of the
amount for any reason. Late payments will be charged interest at the rate of 1.5% for each month or pa~i thereof that such payment is
A, The Software being delivered pursuant to this agreement is being licensed to you pursuant to the Laseffiche Software License
Agreement (the "License"), attached hereto and made apart hereof, between Compulink Management Center, Inc., the publisher
of the software, and you. You agree thet alt terms, conditions and limitations set forth in the License shall apply to this agreement
B. If as part of this agreement, you parchase the Laserfiche Integrator Toolkit, the Integrators Toolkit Confidentiality and Software
License Agreement will need to be fully executed by you and Compulink Management Center, Inc., before the Integrator Toolkit
can be provided to you. If it cannot be fully executed, the Integrator Toolkit shall be severable from the project as set forth in this
proposal without affecting the validity of the remainder of the agreement.
Computer Hardware.
Any computer hardware being delivered in accordance with this agreement is being delivered with the manufacturer's warranty. The
manufacturer's warranty is in lieu of all other warranties, express or implied, and General Code shall have no obligation or liability
under "Warranties; Limitations" or otherwise with respect to hardware.
Proposal Submitted: January 9. 2009
OO011-O
Response to the Town of Southold. New York's RFQ
Document Scanning Services.
if applicable, the following provisions shall apply to document scanning services to be provided by General Code or its designated
subcontractor;
A. You shall be responsible for ensuring that each records storage box slated for conversion is marked with the main category
describing its contents and that each file within each box is labeled with a description of it.~ contents.
B. General Code or its designated subcontractor shall use reasonable care in the handling of your documents,
Upon return of the documents, you shall promptly inspect the documents to determine whether all documents have been returned.
Uniess you inform General Code of a discrepancy within 10 days, all claims with respect to completeness or condition of the
documents shall be waived.
Delivery of Completed Materials.
General Code will deliver completed materials via USPS, UPS. motor freight, uirfrelght, WTP or whichever method offers the most
efficient delivery at the time. Delivery, handling, packaging, insurance and/or shipping charges will be prepaid by General Code and
added to the invoice/voucber for services to be paid by you.
Title.
All computer software and other intellectual property of General Code used in performing its ~rvices shall remain the property of
General Code.
Term and Termlnntion.
A. The initial term of this agreement, unless sooner terminated a.s hereafter provided, shall be for one year, comtuencing on the date
bereofi and will then be automatically extended for additional successive one-year periods unles.s either party notifies the other in
writing not less than 90 days prior to the end of the initial term or any extension period that this agreement will not be extended.
B. Either party shall have the fight m terminate this agreement with immediate effect if the other party fails to cure to such party's
reachable satisfaction any material breach or violation of this agreement within (:ffl days after such party has given the other
written notice thereo[
C. Upon termination, all work prepared by Ganeml Code may. at your optiom become your property, and General Code shall be
entitled to receive just and equitable compensation for all services perlbrmnd.
Warrantlesl Llmltntlona.
A. General Code warrants that any services to be provided by General Code hereunder will be pofformed by qualified pemonnal in a
good and workmanlike manner and that any defivembles will be free of material defects. General Code's liability and your
exclusive remedy for failure of any service or deliverable to meet this warranty shall be limited to reperformance, at General
Code's cost, of such service or deliverable. General Code's warranty does not extend to failures arising out of (i) incorrect or
insufficient data. specifications or instructions provided by you or (ii) work or services performed by others.
The foregoing warranties are in lieu of all other warranties, whether oral, written, express, implied or statutory. Implied
warranties of fitness and merchantability shall not apply. General Code's warranty obligations and your remedies hereunder are
solely and exclusively as stated herein.
The limitations and protections against liability afforded General Code herein shall apply to any action or claim in connection
with the services, whether based on contract, tort, statute or othe~vise (including negligence, warranty and strict liability). The
cumulative liability of General Code for all obligations, warranties and guaranties, whether express or implied, with respect to
services performed hereunder, shall be limited to thc amount paid to General Code pursuant to this contract. General Code shall
not be liable to you or any other person or entity for indirect, special, incidental, punitive or consequential damages arising from
the performance or nonperformance of services, irrespective of whether the claims or actions for such damages are based upon
contract, tort, negligence, strict liability, warranty or otherwise.
D. No action may be maintained or proceeding commenced by you or others against General Code with respect to services unless
such action or proceeding is commenced within one year after completion by General Code of the particular services to which
such action or proceeding relates. Either party shall be entitled to recover reasonable attorney fees incurred in the successful
enforcement of this agreement, regardless of whether a can~ of action is commenced.
Changes,
You may at any time request changes in the scope of this agreement, Moreover, General Code may suggest changes. Where the parties
agree to changes, General Code shall issue a Change Order for your review and signature describing the changes as well a.~ the
adjustments in schedule and lees occasioned by the changes in scope, General Code shall not be required to implement any change
until you have signed and returned the Change Order.
GENERAL 9
00011,1
Response to the Town of Soulhold, New York's RFQ
Notices.
All notices and other communications which are required or permitted to be given, shall be in writing and shall be delivered either
permnally, by facsimile, by reputable overnight courier or by registered or certified mail and shall be deemed effectively received (i)
if delivered in person, on thc date of such delivery, (ii) if transmitted by facsimile, on the date indicated on the sender's receipt of
confirmation. (iii) if dalivered by overnight courier, on the next business day following deposit thereof with such overnight courier, or
(iv) if sent by mall. upon the third business day following the deposit thereof, postage prepaid.
Force Majeure.
If any performance by any party shall be prevented, hinde~l or delayed by reason of any cause beyond the reasonable control of such
party (such event being hereafter called an "event"). including, witho~t limitation, acts of God. riots, fires, floods, unusually severe
weather, curtailment or termination of sources or supplies of energy or power, inability to obtain or delay in obtaining materials or
supplies, strikes or other disputes involving such party or its subcontractors or suppliers, acts of war, insurrection, civil unrest, riot or
disorder, acts of governmental authorities, changes in law or vegularion, or any other cau~ beyond the masonabhi control of such
party, whether similar or dissimilar to those expressed bereinabove, such party shall be excused from performance to the extent that its
performance is so prevented, hindered or delayed. Such excuse from performance shall extend so long as the event continues to
prevent, hinder or delay the performance by such party. The party whose performance is affected shall give the other panties notice
within 15 days of the event specifying the event, the performance affected and the anticipated date, if any, performance can be made,
Disclaimer of Association.
This agreement shall not be construed ts creating a pannership, joint venture, agency or any otber as.qociation that would impose upon
one party liability for the acts or omission oftbe other, and neither party shall have the right to bind the other,
No Waiver.
Any failure by either pm-ty hereto to enforce at any time any term or condition shall not be considered a waiver of that party's right
thereafter to enforce each and every term and condition.
Dispute Resolution.
The parties mutually agree to seek mediation as the preferred alternative of dispute resolution in the event of any
disagreement over the terms of this agreement,
GENERAL CODE, LLC.
72 Hlnchey Road
Rochester, New York 14624
800/836-8834
01/2007
GENERAL 10
Proposal Submiaed: January 9. 2009
000112
"Trans orming the way government works"
636 Planh Road · Suite 207 CliRon Path · New Vorb · 12065 · IOhone 518-~71-~869 · Fax 518-$71-8207
January 12, 2009
Ms. Elizabeth Neville
Town Clerk
Town of Southold
53095 Route 25
PO Box 1179
Southold, NY 11971
Dear Betty:
I am pleased to submit our proposal in response to your request for a Property
Information System as described in your December 18, 2008 Request For Quotation.
The BAS Integrated Property System is a comprehensive suite of software that will meet
the needs of the Town of Southold. This system was developed with the latest Microsoft .NET
Windows and SQL database technology. The system is modular, flexible, easy to use and
scalable to meet current and future requirements.
It should be noted that our software is in compliance with the New York State reporting
requirements (Title 19NYCRR Part 1203) of the Division of Code Enforcement &
Administration; our system collects, tracks and summarizes the building permit and code
enforcement data to produce the required annual report for the Secretary of State.
BAS has been in business for 22 years, has a professional staff of 23 employees and
currently se~ves a municipal client base of more than 700 counties, cities, towns and villages in
New York State. Currently more than 150 NYS Building, Zoning & Planning Departments use
the proposed BAS property software applications.
We appreciate the opportunity to bid on this project and look forward to pa~icipating in
the selection process.
Very truly yours,
George L. Vitti
Cc: William Saffady
00011,3
"Transforming the way government works"
~ I:qclnb Rocld · SuRe 207 Clifton Parb · New ¥orb · 120c~ · Phone 51a-~rtl--~e,9 ,, Fca< 518-~'1-8207
TOWN OF SOUTHOLD
z/za/aoos
QUOTATION
INTEGRATED PROPERTY SYSTEM (IPS)
IPS SOFTWARE APPLICATIONS * Building Permits/Inspection Tracking
* Complaint Tracking/Code Enforcement
* Planning & Zoning
* Periodic Inspections (fire, etc)
* Parcel History
* Field Inspection
* RPS-Link
* GIS-Link
* Laseffiche-Link
IMPLEMENTATION SERVICES (est)
* Project Management, Needs/Work Flow Analysis. System
Integration, System Configuration, Installation Support & Training
(23 days excluding travel expenses)
ANNUAL SOFTWARE SUPPORT & MAINTENANCE FEE
20-Station Network
$ 105,000
16,560
16.800
Total Ia Year Investment
OPTIONAL:
* Data Conversion & File Initialization (est.)
Data Conversion is labor intensive;
these e~stimates will be confirmed
after BAS staff has had an opportunity
to review actual sample data, field
definitions and file structures from
your existing systems.
$10,000 - 20,000 (est)
00011.4
"Transforming the way government works"
636 Pianb Road · Suite 207 Clifton 12arb · New Votrh * 12065 · Phone 518-371-6869 · Fa~ 518-371-8207
Notes on Software & Services:
Our proposal assumes that your municipality is using the NYS Real Property System and that the RPSV4
assessment data will be on the same computer/network as the BAS property software; if this is not the case, a
custom interface will be required for which estimates will be provided.
2. The Annual Software Maintenance fee covers any State mandated changes and other software enhancements
as well as unlimited telephone support.
3. System configuration refers to the custom setup (at BAS) of the software including the various permits &
inspection types, the forms required (e.g. permits, CO, CC, periodic inspection), etc; If the amount of setup
work required exceeds the estimate it will be billed at our standard rates.
4, Installation suppor~ and training are estimated costs based on a rate of $720 per trainer, per day; travel
expenses will be invoiced separately; additional training is available, if needed, at our standard rates.
5. The software will run on any standard 1BM-compatible PC using the Windows 2000/XP PRO operating
system; prospective purchasers should carefully review the BAS Windows Software Hardware/Network
Guidelines.
6. To upgrade from single-user to a network version or to add additional network workstations, please call for
pricing.
7. The BAS professional rate for consulting, systems analysis, custom software development or technical
support is $125 per hour; estimates will be provided in advance for client approval before this type of work
would be initiated.
Internet Access/Remote Support Connection is required for downloading software updates, emall
support and web based technical support. BAS utilizes Citrix's www.gotoassist.com for establishing
remote connections via the lnternet; no other 3~ party communications software is needed unless
internet access is not available - in this case a 56k modem and pcANYWHERE communications
software is required.
To order the software, a 50% down payment is needed along with a signed purchase order or letter
of commitment; progress payments will be invoiced as the software is installed and services are
rendered.
000115
BAS Integrated Property System
Utility Billing
Periodic Inspections
Field inspections
Permit Tracking
Assessment data GIS data Complaint Tracking
Property Database
~ Planning & Zoning
Tax
"Integration Brings it all Together"
0001i6
business automation servic
inc.
Integrated Property System
The Integrated Property System is an innovative software suite that can consolidate property data from
every department within a municipality into a centralized database system that allows for quick and easy
access to all authorized users. The result is a related set of applications, where each module can work
independently or together as part of an integrated system, The IP$ software is 1203 compliant and
produces the NYS annual report.
BUILDING PERMITS: Processes applications, calculates fees, prints permits & reports, tracks inspections, etc.
COMPLAINTS/CODE ENFORCEMENT: Tracks complaints/action, field inspections, produces violation letters, etc.
PLANNING/ZONING: Maintains application status, approvals, calculates fees, produces letters etc.
PERIODIC INSPECTIONS: Includes fire inspections & other regularly scheduled inspections such as elevator etc.
RPSV4/GIS LINKS: Integration with local base maps, federal and/or state databases & assessment records.
PARCEL HISTORY: On-line ability to review all prior activities related to a parcel.
FIELD iNSPECTIONS: Use laptops, tablet pc's, etc. to schedule & record inspections on-site.
DOCUMENT IMAGING: Attach electronic file to inspections, permits, violations (Laserfiche Integration options)
WHAT DO OUR CUSTOMERS THINK?
"The Town of Wailkill Building Dept. has had a very positive experience with the IPS program. We are able
to do many involved tasks much more efficiently and in much less time than before. The ease of creating
reports such as individual inspections, cash, monthly permits, Dodge Report, fire inspections & complaints
is incredible! Many in the department also like the capability to scan documents into an individua~ permit
file and also the ability to put in notes to clarify 'special' situations and directions. The BAS support staff is
always very helpful and is always open to our individual needs."
- Delores Musone, Building Dept. Account Clerk, Town of Wallkill
"The BAS building department programs have assisted our building department to run more efficiently and
become more effective in assisting our citizens. The staff at BAS has always been available to assist when
ever we have questions." - Don Mekulik, CPCA, Town of Hamptonburgh
Website: www.basny.com
Emaih sales~basny.com
Phone: 518.371.6869
00011'7'
LGRMIF Grant Application - 2009-2010 - Budget Narrative
PURCHASED SERVICES: Code 40
Description of Item Provider of Services Calculation of Proposed
Cost Expenditure
Software maintenance
comract General Code $11,061 x 1 $11,061.00
Software installation
General Code $1,500 x 2 $3,000.00
Training General Code $1,500 x 4 $6,000.00
Online Refresher Training General Code $1,000 x 1 $1,000.00
Project Management General Code $17,500 x 1 $17,500.00
TOTAL (transfer to FS-20 Budget Summary Form) $38,561
Narrative: Proposed expenditures are based on pricing presented in General Code's proposal,
which is attached to this grant application. A Request for Quotations, containing detailed
technical specifications, was issued to solicit competitive pricing from qualified suppliers of
property information system sofi~vare. The suppliers and their quotes are listed in the
accompanying vendor quote form. Copies of the RFQ and responses received are appended to
this grant application. The Municity product from General Code offered the most favorable
combination of price and compliance with specifications presented in the RFQ General Code
also provided the lowest overall quote.
All of the following items are necessary components in order to complete the project:
1. S0ftw#r~ M~intenance (~gntr~ct: The cost ora software maintenance contract, which
includes technical support of General Code, applies to the first year of software operation.
2
O001Z8
LGRMIF Grant Application - 2009-2010 -- Budget Narrative
Maintenance and support on a software system is a necessary item. General Code was the
lowest quote for the maintenance contract.
2. Software installation services are priced at $1,500 per day. The two (2) days required for
installation and configuration of software by the vendor, working with the Town's Data
Processing Department are necessary to meet the requirements of Town and Village
governments.
3. Training is priced at $1,500 per day. Four (4) days ofonsite training are required. The
training of your technical personnel and department end users is vital to the success of the
project.
4. Online refresher training costs $1,000. Online refresher training is necessary to maintain the
skills and performance of your employees using the system.
5. Proiect management includes determination of customer requirements, data collection and
analysis, and project supervision. Project management by the vendor is necessary for a
successful implementation of the project.
3
0001 9
LGRMIF Grant Application - 2009-2010 - Budget Narrative
SUPPLIES AND MATERIALS
AND EQUIPMENT LESS THAN $5,000: Code 45
Description of Item Quantity Unit Cost Proposed
Expenditure
Municity Software 1 $79,053 $79,053.00
Dell PowerEdge 840 server $47806.00
tOTAL (transfer to FS-20 Budget Summary Form $83,859.00
Narrative:
Software costs are based on pricing presented in General Code's proposal, which is attached to
this grant application. A Request for Quotations, containing detailed technical specifications,
was issued to solicit competitive pricing from qualified suppliers of property information
system software. The suppliers and their quotes are listed in the accompanying vendor quote
form. Copies of the RFQ and responses received are appended to this grant application. The
Municity product from General Code offered the most favorable combination of price and
compliance with specifications presented in the RFQ. General Code also provided the lowest
quote. Additional details about software components are provided in the budget narrative
section of this grant application. The budget mount includes software installation, database
configuration, data migration, and training to be provided by General Code. Another very
important reason for choosing Municity was because of the ability to easily integrate with Laser
Fiche. This is a task that General Code has performed seamlessly many times in the past.
6
000120'
LGRMIF Grant Application - 2009-2010 - Budget Narrative
Integration of this information source is an integral part of this project. The Town of Southold
has been scanning its permanent records since 2001 and has in excess of 1.5 million images
which need to be referred to and accessed by town departments in the course o£their daily
business of their active records.
One installation (instance) of the Municity product is required at the indicated cost, which
includes unlimited user licenses for the Municity Full Suite plus customizations, integration with
LaserFiche and Outlook, and data migration. The same instance will serve the Town and
Village.
The Dell PowerEdge 840 server is necessary in order to operate the Municity software on a
dedicated Windows server for this project. The server cost is the New York State Contract
price for a Dell PowerEdge 840 configured with an Intel Xeon processor, 4 gigabytes of
random-access memory, 750 gigabytes of hard disk storage in a RAID configuration, and
integral tape backup. This complies with the server configuration recommended by General
Code for Municity software. Purchasing this server on the state contract provides the lowest
price possible.
7
0001 1
The University of thc State of New York
THE STATE EDUCATION DEPARTMENT
(see instructions for mailing n__,Mress)
PROPOSED BUDGET SUMMARY FOR A
FEDERAL OR STATE PROJECT
FS-20 (12/05)
Funding Source:
Grant Applicant Information
Local Government Records Manasement Improvement Fund
Report Prepared By:
Name of Applicant:
Mailing Address:
Elizabeth A. Neville
Town of Southold
PO Box 1179
Street
Southold NY 11971
City State Zip Code
Telephone #: 631 765-1800
County: Suffolk
E-Mail Address: e.neville~.townsoutoldny.us
Project Funding Dates:
7 / 1 / 2009 6 // 30 / 2010
Start End
INSTRUCTIONS
Submit the original FS-20 Budget Smmary 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 thc 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 thc
application instructions for the grant program for which you axe 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, lel0~ble and confined to thc
addiess 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 ~.olns.nvsed gox/cafe/.
0001 2
BUDGET SUMMARY FS-20
Page 2
PROJECT
CATEGORIES CODE
COSTS
Professional Salaries 15
Support Staff Salaries 16
Purchased Services 40 38,561.
Supplies and Materials 45 83,859.
Travel Expenses 46
Employee Benefits 80
Indirect Cost (lC)* 90 N/A
(Amount from "C' below)
BOCES Services 49
Minor Remodeling 30
Equipment 20
Grand Total 122,420.
*A. Modified Direct Cost Base
B. Approved Restricted lC Rate
C. (A) x (B) = Indirect Cost
(Be sine to put tolal in Code 90 above)
SN/A
%
SN/A
CHIEF ADMINISTRATOR'S CERTIFICATION
1 hereby certify that the requested budget amounts
are necessary for the implementation of this project
and that this agency is in compliance with
applicable Federal and State ~tws and regulations.
Date Signature
Scott A. Russell. Su_nervisor. Town of Southold
Name and Title of Chief Administrative Officer
Contract #
Agency Name:
FOR DEPARTMENT USE ONLY
Approved
Funding Dates:
From To
Program Approval:
Date:
Fiscal Year
First Pavmem
Lhle #
Voucher #
First Payment
O001Z3
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 #
~ I0 I0 16 171
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.neviile~town.southold.ny.us
MONTH
11971
Zip Code
631 765-1800
CHIEF ADMINISTRATOR'S CERTIFICATION
I hereby certify that all information reported herein is true and accurate.
Date: Signature:
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 Page 2
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 staff must have a clear understanding of the
policies and procedures regarding payments for federal and State grants. The Depaxhiient 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
http://www.oms.nysed, gov/cafe/guidance/.
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 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 (12/0S)
Fundin Sour :
Grant Applicant Information
Local Government Records Management Improvement Fund
Repor~ Prepared By:
Name of Applicant:
Mailing Address:
Elizabeth A. Neville
Town of Southold
PO Box 1179
S~et
Soufllold NY 11971
City State
Zip Code
Telephone #: 631 765-1800
County: Suffolk
E-Mail Address: eneville~ own_soumld.ny.us
Pmjoct Funclb~ Dates:
7 / I / 2009 6 / 30 / 2010
Start End
INSTRUCTIONS
Submit the original FS-20 Budget Summary and the required number of copies along with the completed
application directly to the appropriate State g(hcatlon Department office as indicated Jn the application
instructions for the grant program for which you are applying. DO NOT submit this form to the Grants
Please submit the FS-20 Budget Summary as a two page form (not bach-to-back on a single sheet).
Ente~ 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 thc
application insUuctions for the grant program for which you am 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 s~e that the contact i~ormation is accurate, legthle and confined to the
adch~s field.
For inform~iun un budgefin~ including 20054)6 REVISED guidelines for equipment and supplies, ~er to the
Fiscal G~fi delines for Federal and State Aided C__nants at w~ ~'. oms. n y scd. g o v /¢af ¢ /.
000122
CF121
ENTRY DATE 01/25/10
PROJECT ~,,,~0101224
SED CODE-1,,5'81005640067
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 01/25/10
LOCAL GOV'T RECORDS MANAGEMENT
· T~)~N OF SOUTHOLD
BUDGET DETAIL INFORMATI°N
0.00 BEGIN DATE 07/01/00
0.00 END DATE 06/30/10
8,192.00 AMENDMENT #
71,949.00 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
058010
058009
058011
TOTAL
BUDGET SUMMARY INFORMATION
BUDGET SPLITS PAID TO DATE OUTSTANDING ENC
40,071.00 40,070.00 1.00
40,070.00 0.00 40,070.00
0.00 0.00 0.00
0.00 0.00 0.00
0.00 0.00 0.00
80,141.00 40,070.00 40,071.00
BUDGET
INTERIN
FINAL
RECEIVED
12/17/os
LOG AMD CONTRACT DATES
ENTERED
01/22/10 CONTRACT
APPROVED
ENTRY DO~.Q/# TRANS ENC RPT
01251012'07580F INIT 000 01/10
CASH DETAIL
LINE AMOUNT FUNDYR NIR
01 %/4~,070.00 058010 012210
PD DT
STAT
ENT
THIS BUDGET HAS BEEN PROCESSED BY THE NEW YORK STATE
EDUCATION DEPARTMENT. THIS SUMMARY REPLACES THE SIGNED COPY.
!
October 15, 2009
THE STATE EDUCATION DEPARTMENT / THE UNIVERSITY OF THE STATE OF NEW YORK / ALBANY, NY 12230
The Ne~t York State Archives
Grants Adrninis~ation Unit
9A81 Cultural Education Center
Atbany, NY 12230
Tel. (518) 474 - 6926
Fax (518) 486 - 1647
E-mail: Arcflgrants@mail.nysed.gov
Project Number: 0580-10-1224
Elizabeth Neville, Project Director
Town of Southold
PO Box 1179
Southold, NY 11971
Dear Ms. Neville:
After reviewing your proposal for a Local Government 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 fi~nding
available. Please be aware that the Governor has proposed cuts to local assistance, including the LGRMIF, which may or may
not aff~ct 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-I)
and the Final 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 June 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,
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 su.bmi~ting 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).
Local Government Records Management Improvement Fund
Grant Project Application (LG-AP) 2009-2010
DO NOT WRFTE IN THIS SPACE
Log Number Date Received
Local Government (Name)
Town of Southold
Departme~/Untt (REQUIRED)
Records Management
co~
Suffolk
Chief Adminlsttaeve Officer (Lest Name, First Name, Mr./Ms.)
Russell~ Scott A.~ Mr.
Title I Telephone Number/Extension [ Fax Number I E-mail Address
Supervlecr, Town of Southntd (63t)765-1889 (631) 765-1823 s.rnssntlQtown.southold.ny.us
A~re~ (~t C,/ty, Z/p Code)
53095 Main Rood, PO Box 1179, Southold, NY 11971
Pr ojec~ Dlreetm' (Last Name, First Name, Mr/Ms.)
Neville, Elizabeth A., Ms.
Title Telephone Number/Extension I F,x Number I E-mall Ad&m
TownClerk, RMO (631)765-1800 228 I (631) 765-6145 I e.nevtile~town.southo!d.ny.u~
Addre~ (Street, Cay, Zip Code)
~"-'~5_ _ Main Road, PO Box 1179, Southold, NY 11971
Reco~dl Mlml~ Officer (RMO) (Last Name, First Name, Mr~Mo.) Same person as ProjeCt Otreo~or []
Neville, Elizabeth A,
Title
Town Clerk, Rsce,-de Management Ol~nsr
Addr~ (..~*eet C/fy, Z/p C~de)
~',~ Main Road, Po Box t179, Southokl, NY 11971
RMO appointed? I~yes [] No [:~NIA
Year RMO was edpolnted: 1988
ITelephone Number/Extension Fax Number
(631) 765-18(:X3 228 (631) 765.6145
E-mall Address
a. nevllle~t own.ecu~hold.ny.oo
Appropdateschedu~e adopted? I~yes [] No FIN/A
Year schedule was adopted:log0
AppH_,~_Jo~I Type (Check one): [] Individual [] Cooperative [] Disaster Recovep/
Project m~,,?ry (Check the appropriate category and subcategory -- no more than 1 category and 1 subcetegory)
[] INVENTORY [] Office Retention Scheduling [] Records Inventory ~-~ NACTIVE I [] Planning and Design
[] Electronic Records Inventory ~'-~RECORDS ! [] Storage and Retrieval
AND PLANNING I [] Records Survey and Program Planning I ~
[] EDUCATIONAL USES (no sub-cetegodes)
MICROFILM (no sub-categories)
ACTIVE I [~ Business Process Analysis [] County Land Records Initiative [] Disaster/Business Recovery Planning
eGovemment [] Email Management [] F~las Management [] Geographic information Systems
RECORDS I [] Imaging and Document Management [-~lndexing and Access [] Records Systems
['~ HISTORICAL [] Assessing Your Histodcel Records []Facility Improvement
RECORDS [] improving Access [] Cub'each and Public Programs [] Preservation
Amount Req,_,e_-~_d: J$ 122,420.00 I Number of Grants Previously Received: 10
Project Summary (Complete in this box. Describe project, including scope, objectives, and descHpUon of records.)
This cooperative grant application seeks funding to acquire and implement property information sol, ware to
improve property-related business processes in the Town of Southold and Village of Greenport. Property
records are among the most important information resources maintained by municipal governments in New
York State. The proposed set, ware will be used to manage information about approximately 18,500 parcels in
the Town and Village limits. A needs assessment funded by the LGRMIF in the 2008-9 grant cycle
recommended that the Town and Village cooperate to acquire and implement such soft-ware to replace manual
business processes and aging computer applications. If this grant application is funded, the Town and Village
will be able to create and maintain a comprehensive online repository of up-to-date property-related
information. The proposed project will facilitate decision-making and other business activities that require
access to property descriptions and historical information. It will enhance employee productivity and improve
public service by expediting permit processing, evaluation of subdivisions and site plans, zoning variance
applications, and other information-dependent business operations initiated by property owners, Town and
Village residents, developers and others. The proposed property information system will complement and be
integrated with the town's digital imaging implementation and will lay the foundation for future integration
with the Town's GIS application and web-based public information services.
000001
Local Government Records Management Improvement Fund - Grant Project Application (LG-AP) - page two
Please check off boxes in the first column to indicate that you have Included all required
forms. Assemble your application packet in the same order as the checklist below.
Checldist for Participants (LG-PA) (only if a cooperative project)
Appendix A and Appendix A-1 G
Payee ID Form and Data Capture Form
App//cetkm Narrative Form (LG-NA)
Project-Specific Foims and Materials
Budget Narrative Forms
Budget Summary (FS-20)
Applicant
DO NOT WRITE IN
THIS SPACE
Archives
Staff
0
[]
[]
[]
D
[]
0
O
Certification and Approval
The fcilowing signatures certify that the local government agrees to the conditions outlined in Appendix A and Appendix
A-1 G.
I hereby codify that I am either the applicant's Chief Administrative Officer or the Records Management Officer (RMO),
and that the information contained in this application is, to the best of our knowledge, complete and accurate. I fuffher
certify, to the best of my knowledge, that any ensuing program and activity will be conducted in accordance with all
applicable state laws and regulations, application guidelines and instructions, and that the requested budget amounts are
necessary for the implementation of this project. I understand that this application constitutes an offer and, if accepted by
the New York State Education Department or renegotiated to acceptance, will form a binding agraereent. I also
understand that immediate written notice will be provided to the grants program offica if at any time I leam that its
certification was erroneous when submitted, or has become erroneous by reason of changed circumstances.
.....
Type or print the name and lille d the ChlM' Administrative Officer
Scelt A. R, _,~!, Supervisor. Town of SouthoM
MANAGEMENT OFFICER
Date
Signature (in blue ink) (~"~,,; .,~ /, ,t-d-~ ' 1/31109
........................................
Type o~ print the name and 0tie of t]~Rec, ords Management- Off'~et Telephone Number/Extension
Elizabeth A. Neville, Town Clerk, RMO, Town of Southold 631 765-1800 x228
DO NOT WRITE IN THIS SPACE
Date
Reviewed by
Submit an original and seven (7) copies to:
New York State Archives
Grants Administration Unit
9A81 Cultural Education Center,
Albany, NY 12230
00000g