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Home My WebLink AboutTown Clerk State of the Town 2009STATE OF THE TOWN REPORT February 20, 2010 Town Clerk's Office Elizabeth Neville, Town Clerk I attach my 2009 Annual Report of monies received and permits issued for 2009. Your request asks for initiatives accomplished (e.g. grants awarded, numbers served, etc). This report reflects only a portion of the number of people served~ The Tom Clerk's Office serves as the "Doorway to Town Government". The greatest number of calls for general information are received in this office. If we can't answer their questions and help them, we refer them to other offices, as necessary. The administrative duties of the Town Clerk under NYS Town Law are endless, yet do not necessarily result in an issued permit or license or money collected. To attempt to estimate the number of people served by the Town Clerk's Office and Records Management Office would be near impossible. We continue to serve as many people possible in the most efficient and timely manner. The Town Clerk also serves as Custodian of all town records and Records Management Officer; Clerk of the Town Board; Filing Officer of the Town; License Issuing Officer; Fiscal Affairs responsibilities of assisting with audit and processing of claims and vouchers, town budget, records of claims for damages filed against the town, etc.; Freedom of Information Officer for many requests received for which the Town Clerk has the responsibility of responding to in a timely manner; Registrar of Vital Statistics receiving and filing birth and death certificates and issuing certified copies. Issuance of Marriage Licenses, sometimes acting as Marriage Officer and performing ceremonies. My records management division is very actively receiving all town departments permanent records and scanning and templating them into Laser Fiche on a daily basis. I was recently told by a representative of Laser Fiche that the Town of Southold has the largest repository of town records available that they know of. I have, myself, been applying for and receiving grants for records management since the inception of the NYS LGRMIF program in 1989. I have received in excess of $200,000. over the years. In 2009 1 received an active records technology grant in the amount of $88,053. for Municity, a building, planning, zoning land management software program. This grant was reduced to $80,141. by the Governor. I began initiating this project as soon as I received notification of the award on October 20, 2009. I have been working with the vendor General Code Publishers Corp, the IT department and the involved town departments in the implementation of this grant. It is expected that the project will be implemented and operational sometime during March or April 2010. I filed a grant application for the LGRMIF 20t0~2011 grant cycle in the amount of $34,600. for a GIS Needs Assessment. It is anticipated that this grant will be awarded in the summer of 2010. The professional needs assessment will be performed by an outside GIS consultant and then used to file in the subsequent grant cycle for an enterprise wide GIS system. This system would be of great value to many town departments such land management departments, highway, DPW, engineering, fiscal reporting. MS-4 storm water reporting, and GASB 34 are an example of requirements that would be greatly facilitated by GIS. 02/19/2010" Town Clerk Monthly Report Annual Report Page 1 January 01, 2009 - December 31, 2009 To the Supervisor: Pursuant to Section 27, sub 1, of the Town Law, I hereby certify that the foregoing is a full and true statement of al~ fees and monias received'by me, Elizabeth A. Neville, Town Clerk, Town of Southo~d during the period stated above, in connection with my office, excepting only such fees and manies, the application of which are otherwise provided for by law. Accaun~ Account Descriptior~ Fee Description Qty Local Shara AGENCY & TRUST Agency & Trust Tree Book - Retail 45 357.75 Tree Book - Whctesale 6 33~00 ............................................................. Sub-Total: $$90:~5 ....................... BID Bid Specifications & Fees Elizabeth Airport 2009 .Peconic School 2009 Trucking Of Items From Swmd FISW Fishers Island Sewer District Hook-up Fee' Sewer Distdct interest Now Account Building Depadment Fees Certified Bidh Trans. Certified Death Trans, House Trailer Permits Ordinance Fees Peddling Sale Of Used Equipment Special Events Fee Studies, Reports & Mtsc Maps Yard Sale Zoning Beard INTEREST PART PT-HIGHWAY SR.2130.20 SR.2590.10 SR.2650.10 Highway Excavation Interest NOW Account 4 200.00 11 275.0O 2 100.00 Sub-Total; $575.00 2 3,000.00 123 32,231.25 Sub-Totah $35,231.25 12 158.42 Sub-Total: $490,282.26 Permits 45 7,788.00 Sub-Torah $7,788.00 Bounced check Tipping fee I 100.83 returned check 1 265.80 returned check G Gonzalez I -271.40 returned check tipping fees 1 120.00 Sub-Total: $216.23 returned check 1 -15.00 Sub-Totah -$15.00 7128/09 free 1 -I5.00 fere mulch 1 -7.50 free I -7.50 .free Mulch 81 -840.00 Sub-Total: $158.42 10 death certificates 1 -100.00 Building Department Fee Returned 1 -2,295.60 Application Fees 132 423,807.86 Birth Trans. 10 100.00 Bidh Trans. * Genealogical 5 55.00 Death Trans. 1330 13,300.00 Death Trane. - Genealogical 2 22.00 House Trailer Permit 43 4,300.00 Code - Re-instatement 6 18.00 Code Updates - Annual 1 85.00 Zoning Updates - Annual 1 30.00 Permit ~ Year 8 1,600,00 Used Equipment - Part Town 2 126:00 Event Fee 4 375.00 Study Cd 24 24.00 Permits 516 7,725.00 Application Fees 103 41,060,00 Public Events 1 50.00 02/19/2010 Town Clerk Monthly Report Annual Report Page 2 January 0'1, 2009 -December 3'1, 2009 To the Supervisor: Pursuant to Section 27, sub 1, of the Town Law, I hereby certify that the foregoing is a full and tree statement of ail fees and monies received by me, Elizabeth ^. Neville, Town Clerk, Town of Southold during the period ststed above, in connection with my office, excepting only such fees and monies, the application of which are otherwise provided for by law. Acceun~ Account Description Fee Description Qb/ Local Share eLM 1 -15.00 returned check 2 -555.00 -- ............................................................... r_elurned ~he..~..!.a_~cl_~lJ 1 :~0. ~.0. _ SWMD Solid Waste Management District 8R.2130.10 Sub-Total: -$1,490.70 APPL (Appliances) 45 630.00 Bags ~ On Account 29 73,695.84 Sags - Retail- Large 1274 2,866.50 Bags - Retail - Medium 1072 1,608.00 Bags - Retail - Small 715 536.25 Sags * Vending Machine 106 '18,753.60 Bags - Wholesale Leaf 5024 2,390.40 CS30 (Corem Contract Single Entry) 11 330.00 Disposal permit - Guest 59 865.00 Disposal Permit - Lessee 27 405.00 Disposal Permit - Replace 171 0.00 Disposal Permit- Res '~st 5725 85,890.00 Disposal Permit- Res. Add'l 1137 8,521.50 Disposal Permit-VOiDED 47 0.00 Outgoing Leaf Mulch 169 28,357.70 Propane Tanks - Used 54 106.00 Refrigerants (appl) 41 800.00 Residential Single Entry 11 2,750.00 Resse (resid. Single Entry) 597 2,985.00 SWC (Screened Wood Chips) 145 31,539.30 Tipping Charges 66 63,022.95 Tipping Fee Deposit 249 675,094.23 Tipping Inter~st 207 3,090.10 UWC (Unscreened Wood Chips) 39 6,005.95 Ag - Agric. Debris 1 0.00 C G - Commercial 58 1,514.32 02/t9f2010 Town Clerk Monthly Report Annual Report Page ;3 January 01, 2009 - December 31, 2009 To the Supervisor: Pursuant to Section 27, sub 1, of the Town Law, I hereby certify that .the foregoing is a ful[ and true statement of all fees and monies received by me, Elizabeth A. Neville, Town Clerk, Town of Southold dudng the pedod stated above, in cenceation with my office, excepting only such fees and monies, the application of whfch are otherwise provided for by law. Accoun~ Account Description Fee Descdpfion Qty Local Share G R - Grass 124 5,601.70 T Tires 65 3,467.20 Tipping Charges 11 8 475.90 SR.21.30.20 SR,2130.30 SR.2130.40 8R,2130.50 SR.2130.60 SR.2130.70 SR.2130.90 SR.2590.10 8R.2590.20 APPL (Appliances) 163 2,430.00 G WT - Garbage By Weight 5 39.00 M Metal 245 4,797.10 Propane Tanks - Used 1 ! 4 228.00 R Rubbish '~'~ ~ ° ~'~ r, Refrigerants {appl) 260 5,160.00 T R Town Rubbish 1 80.76 C-C D Community C & D 1 423.60 C Construction/demolition 272 95,068.77 C O N - Concrete/Asphalt 65 2,899.80 Co&d Clean Lumber 1 19.80 Bags - On Account 126 361,808.01 Sags ~ Retail - Large 2151 4,839.75 Bags - Retail - Medium 2353 3,529.50 Bags - Retail - Small 987 725.25 Bags - Vending Machine 242 55,112.42 Bags - Wholesale - Large 10 t,804.32 CS30 (Camm Contract Single Entry) 42 1,260.00 Residential Single Entry 27 6,750.00 Resse (resid, Single Entry) 1975 9,875.00 Br - Brush 204 35,104,90 L A Landclearing 3 42.00 S Shellfish Debris 1 3.60 SB (Shredded Brush) 1 45.00 Bags * Leaf 1455' 1,153.89 Bags - V'~olesale Leaf 9656 4,384.80 2010 2 Yea r 1114 33,420,00 2010 Add'l 2 Year 237 3,540,00 Disposal Permit - Guest 63 995,00 Disposal Permit- Lessee 53 815.00 Disposal Perr~it - Non Resident 1 50,00 Disposal' Permit - Replace 218 0.00 Disposal Permit - Res 1st 917 13,740,00 Disposal Permit - Res. Add'l 310 2,325,00 Disposal Permit-VOIDED 32 0.00 Compactor - 2nd 21 315.00 Compactor Permit - 1+ Ton Double 3 180,00 Rear Compactor Permit - I+ Ton Single 4 240,00 Rear Contractor Permit - 1+ Ton Double 62 3,720.00 Axle Contractor Permit - 1 + Ton Single 53 3,180.00 Contractor Permit - 2nd 170 2,535.00 Contractor Permit - Up To 1 Ton 251 15,060,00 Disposal - Agricultural 2nd 28 420,00 0211912010 Town Clerk Monthly Report Annual Report Page 4 January 01, 2009. December 31, 2009 Fo the Supervisor: Pursuant to Section 27, sub 1, of the Town Law, I hereby certify that the foregoing is a full and true statement of all fees and monies received by me, Elizabeth A. Neville, Town Clerk, Town of $outhald during the period stated above, in connection with my office, excepting only such Cees and monies, the application of which are otherwise provided faf by law. Accoun~ Account Description Fee Description Qb/ Local Share Disposal Permit * Agrlcu[tural 48 2,680.00 SR.2650.00 Sale Of Recyclables 42 64,960.67 ................................................. S R ,2_6_50._1° _ Deliyery 3'1 '~ 600.~0 SR.2650.30 Alarm Fees Beach Permits Bell Jar License Bingo License Bingo proceeds Certified Marriage Trans. Conservation (DECALS) Court Filing Dog Adoption Dog Licensing WHOLE Mixed Leaf Mulch Out 1 14.75 Outgoing Leaf Mu]ch 337 36,586.22 SWC (Screened Wood Chips) 333 51,175.30 UWC (Unscreened Wood Chips) 9 1,635 01 Sub-Totah $1,998,912.42 Alarm Fee Overpayment 1 -100.00 Alarm Overpayment 2 -30.00 Other I -28.50 Overpayment of alarm fee 1 -10.00 mturned check 2 -12.00 2008 Fines 97 9,700,00 2009 Fines 251 25,100.0g 2009 Renewals 1186 11,890.00 initial 119 2,985.00 Renewals 2005 3 30.00 Renewals 2006 12 120.00 Renewals 2007 18 180.00 Renewals 2008 54 540,00 Renewals 2010 29 290.00 Beach Atter~dantJlifeguarda 36 0.00 Beach Daily 654 16,1~3.50 Fishers island 47 467.00 Guest 511 15,324.00 Leasee 225 6,725,00 Motel 247 4,940.00 Non-Resident Seasonal 118 17,700.00 Replacement Sticker 276 0.00 Resident 9889 59,410.50 Voided Sticker 84 0.00 Bell Jar License I 10.00 Bingo Licenses 48 360.00 Bingo Proceeds 44 300,86 Marriage Trans. 92 830.00 Marriage Trans. - Genealogical 2 22,00 Conservation (DECALS) 137 1,063.14 Fee Reimbursement 1 15.00 Dog Adoptions 13 130.00 53% License Fee 759 1,172.66 Exempt Dogs 2 0.0g Female, Spayed 344 2,580.00 Female, Unspayed 20 145.00 Male, Neutered 357 2,677.50 Male, !Jnneutered 36 285.00 021191201(J Town Clerk Monthly Report Annual Report Page 5 January 01, 2009 - December 31, 2009 To the Supervisor: Pursuant to Section 27, sub 1, of the Town Law, I hereby certify that the foregoing is a ie~l and true statement of all fees and monies received by me, Elizabeth A. Neville, Town Clerk, Town of Southold during the period stated above, in connection with my office, excepting only such fees and monies, the application of which are otherwise provided for by law. Accoun~ Account Description Fee Description Qfy Local Sham Purebred Licenses I 5.00 Replacement Tags 13 0.00 Do~g_ R~e. demption [~0~ ~l.~n~t?~.=~ ~t ~ 4~:~ Dog Room & Board Filming Fishers Island Moodng Permits Games Of Chance License Historical Items Marriage License Ordinance Fees Passport Fee Photocopies Postage Retumed Sale Of Used Equipment Shellfish Special Events Wastewater Disposal District WWDD Dog Redemption - 2nd 8 160.00 Dog Redemptions - 3+ 10 330.00 Room & Board 2 10.00 Application Fee - Non-Refund _2 200.00 ~-,,~r~a" Fi]ming Permit 4 -,,.,,.,.0,, Traffic Control Fee 1 230.85 Fishers Island Mooring Permits 1 8,750.00 Games Of Chance License 2 20.00 "Houses" Hard - Wl~olesale 7 63.00 "Houses" Hard Cover- Retail 19 162.00 "Houses" Soft - Wholesale 6 ' 24.00 "Houses" Soft Cover - Retail 26 100.00 'I Love Southold" Sticker 45 45.00 Landmark Register 2 6.00 Liber D 1 10.00 Fees · 129 'i28.00 Southold Deer Management 65 650.00 Void 2 0.00 Marriage License 93 1,617.50 Zoning Map- Large 3 120.00 Passport Fee - Town Portion 63 1,575.00 Photocopies 3834 3,565.91 Postage 17 15.64 Check Charge 11 220.00 Used Equipment - Whole Town 2 2,947.00 Commemial 106 5,300.00 Free - Non-Commer. 876 0.00 Jr. Commemiai 1 25.00 Nomresident 36 1,800.00 Replacement 18 0.00 Resid. - Non-Comm. 1161 5,805.00 Voided 34 0.00 Remuneration Fee 2 855.00 Septic Permit - Construct - Resid. 88 Septic Permit - Construct. Non-resid. 5 Septic Permi~ - Operation - Resid. 17 Septic Permit - Operation Non-Resid. 3 Sub.Total: Sub-Total: $216,575.56 080.00 125,00 170.00 75,00 $1,050.00 0211~i2011J ~ Town Clerk Monthly Report Annual Report Page January 0'1, 2009 - December 3'1, 2009 To the Supervisor: Pursuant to Section 27, sub 1, of the Town Law, I hereby certi~ that the foregoing is a full and true statement of all fees and monies recaived by me, Elizabeth A. Neville, Town Clerk, Town of SoutheJd d uring the period stated above, in connection with my office, excepting only such fees and monies, the application of which are otherwise provided for by law. Ac¢ount~ Account Description Fee Description. Qty Local Share Total Local Shares Remitted: $2,749,673.19 Ameunt paid roi Agency & Trust, sales Tax ' 2]42 Amount paid to: Agency & Trust: Sales Tax (Ordinance) 20,28 Amount paid to: Agency & Trust; Sales Tax (Tree Book) ........................................................ 31.05 Amount paid 1o: C~untyTreasurer for Dog Licenses .............................................................. 1,078,84 Amount paid to: NYS Environmental Conservation .............................................. : .................. 27,831,86 Amount paid to: NYS Health Dept. For Marriage License 2,092.50 Amount paid to: State Share Qf Bell Jar License ................................................................... 15.00 Amount paid to: State Share Of Bingo Licenses ........................................................................ 540,00 Amouni paid to: State Share Of Games Of Chance License ............................................................ 30.00 Total State, Coun~ & Local Revenues: $2,78'1 5'14.36 Total Non-Local Revenues: $3'1,84'1.17 Elizabeth A. Neville being duly sworn, says that she is the Town Clerk, that the foregoing is a full and true statement of all fees and monies received by her during the month sta ed above, excepting only such fees and applications and payments of which are otherwise provided for by law. '-'-So'bthold Town Supe['visor Date 0 Southold Town Clerk / D;t~e 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 Department Heads cc: Town Board Fl~ m : Supervisor Scott A. Russell Date: January 29, 2010 Re: State of the Town Report Recently I attendeda meeting at Peconic Landing with Mayor Nyce that was labeled "State of the Town" address. While it was not my original intention, I believe such an address and report will provide meaningful information for the public and staff to assess what we have accomplished as well as developing goals for the future. I am requesting that Department Heads develop a one-page summary of initiatives accomplished in 2009 including goals for 2010 (e;g. grants awarded, numbers served, preserved acreage, etc.). I would like your reports to provide an honest snapshot of your department that wil~ a!so acknowledge projects that were advanced and not brought to fruition (e.g. TDR legislation). Please forward reports to Phillip Beltz no later than February 15th. If you have any questions, please contact us. Thank you for your cooperation and I look forward to a productive year ahead.