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Home My WebLink About2010 Updated 5/24/2010 SUBJECT MATTER LIST FOR THE TOWN OF SOUTHOLD 2010 ASSESSOR’S OFFICE Agricultural land assessment records Assessor’s annual report – (sent to NYS ORPS) Assessment Roll/ Tax Roll Deeds – (on Laserfiche) Equalization rate records – (list of equalization rates) Property assessment record cards – (viewable by foil up to four cards per day) Property Inventory Valuation Reports – Market Value Survey – (NYS ORPS) Residential Assessment Ratio – (RAR – list) Sales Records – (individually listed on RPS version 4) Subdivision Maps – (on Laserfiche) Tax Maps/Mapping Listing – (Franchised and licensed by Suffolk County not available for reproduction) Tax exemption file - (Applications not available for public viewing/private information) Tax Grievance (Forms available on Town website) Tax Grievance file – (ongoing litigation not public) All Blank Exemption Applications – (Available on Town website) BUILDING DEPARTMENT *Compiled from Laser fiche listing Applications Building Permit Numerical Index Building Permits Complaints Flood Maps Multiple Residence Blue Prints Multiple Residence Permits Pre-Certificate of Occupancy Reports Septic Permits Street Number Directory Violations 1 Updated 5/24/2010 CODE ENFORCEMENT * No documents listed in Laser fiche Reports of Inspections & Violations COMMUNITY DEVELOPMENT OFFICE Miscellaneous: Juvenile Aid Bureau Grant Youth Services Program Grant Grants (Federal, State, County) Shellfish Program Community Development Block Grant Programs COMPTROLLER’S OFFICE FISCAL Annual Financial Report Audit background documentation Audit review file Payroll Appropriation Ledger General Ledger Revenue Ledger Cash Disbursements Balance Sheets 2 Updated 5/24/2010 BANKING AND INVESTMENT Banking communications Cancelled checks Copy of Check or check stub Depository agreement Deposit book for bank accounts Deposit Receipts BONDS AND NOTES Bond issuance preparation file BUDGET Budget preparation file Annual budget Budget status report Budgetary change request CLAIMS AND WARRANTS Claim for payment State or Federal-State reimbursement claim file Summary record of outstanding or paid warrants or claims Order or warrant to pay monies Outstanding warrants listing PERSONNEL Payroll or payroll related report Payroll distribution breakdown record Record of employee absences or accruals Employee request for and/or authorization given to employees to use or donate sick, vacation, personal or other leave, or to work overtime. Employee’s voluntary payroll deduction request form Employee’s personal earnings record Quarterly or other periodic report of wages paid for Social Security 3 Updated 5/24/2010 Personnel records of local government employees Investigative records and disciplinary proceedings Employee’s time records Health records Unemployment insurance records Please note: Justice Court files are not subject to foil. They are governed by the Office of Court Administration) COURT V& T’s Criminal Files Civil Cases Parking/Town Code Violations DEPT OF PUBIC WORKS Streetlights Building, Grounds & Property Maintenance Parks, Beaches & Open Space Stewardship Boat Ramps Goldsmith Dredging Projects Traffic Control Off Street Parking Scavenger Waste Treatment Plant Permits (NYSDEC, HealthDepartment, Army Corps) FIRE INSPECTION Fire Inspection reports of occupancy classifications made up of the following: Assembly, Business, Education, Factory Industrial, High-hazard, Institutional, Mercantile, Residential, Storage, and Miscellaneous 4 Updated 5/24/2010 HIGHWAY DEPARTMENT NYS OFFICIAL BUSINESS REGISTRATION FCC RADIO STATION RADIO LICENSE 8/31/2002-10/19/2012 NYS PESTICIDE/BUSINESS AGENCY OFFICIAL REGISTRATION NYS PESTICIDE ANNUAL REPORTS NYS DOT ANNUAL CERTIFICATION OF LOCAL HIGHWAY MILEAGE NEW ROADS REPORTS ALL AS CERTIFIED AND FILED IN HAUPPAUGE BY SUPT’ OF HIGHWAYS 1984-2009 INVENTORY OF HIGHWAY TOOLS/EQUIPMENT REPORTS AS FILED EACH SEPTEMBER 30: ORIGINALS WITH TOWN CLERK. HIGHWAY PAYROLL OVERTIME SHEETS BACKUP ONLY RECORDS/ PAYROLL PAY/COMP SCHEDULES (PAYROLL ORIGINALS W/ACCOUNTING FOR PAY/BANKED COMP) DEPT 201/DEPT 202 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 OLDER PAYROLL BACKUP FILES OF E. GRIGONIS AS SENT FOR PAYMENT TO ACCOUNTING: 1971-1976 1978-1998 1999-2009 HIGHWAY ATTENDANCE RECORDS** DEPT 201/DEPT 202 1999 2000 2001 2002 2003 5 Updated 5/24/2010 2004 2005 2006 2007 2008 2009 2010 DRIVERS LICENSE FILES> DEPTS 201/202 HIGHWAY FLEET EQUIPMENT 214-280 REGISTRATION/INSURANCE NOTIFICATIONS/MV DATA: ORIGINAL PURCHASE INFORMATION ALL WITH FLEET MANAGER. NOTE: ASSET NUMBERS ASSIGNED BY FLEET MANAGER ARE DIFFERENT FROM DESIGNATED HIGHWAY, FLEET FLEET NUMBERS. INCIDENT/ACCIDENT REPORTS. DAILY ATTENDANCE SHEETS TIME CARDS/SLIPS IN REFERENCE TO ABOVE WHERE DATA AVAILABLE, IF NOT REMOVED BY MR. HARRIS, TOWN ATTORNEY OR DESTROYED BY BASEMENT FLOODING, ETC. HIGHWAY ATTENDANCE RECORDS PRIOR YEARS*** 1998 1997 1996 1995 1994 OFFICIAL PERSONNEL FILES IN PERSONNEL AFTER REVIEW BY C.KING/P.HARRIS EMPLOYEE DRIVER LICENSE DATA Workers’ COMP AND DISABILITY CLAIM BACKUPS (ORIGINAL WC FILINGS SENT TO PERSONNEL) FUEL TICKETS/REIMBURSEMENT RECORDS/BACKUP DATA FOR FUEL USED BY OTHER DEPARTMENTS AND HIGHWAY. REIMBURSEMENT VOUCHERS, ACCOUNTINGS, ORIGINALS ON FILE W/ ACCOUNTING DEPARTMENT. CETA PROGRAM/NYS DEPARTMENT OF LABOR FILES FROM E. GRIGONIS ERA. COPIES OF INVOICES PAID FOR CURENT YEAR AND YEAR IMMEDIATELY PRIOR. COPIES OF VOUCHER/INVOICES/POS SENT FOR PAYMENT TO ACCOUNTING. ORIGINAL INVOICES ALL TO ACCOUNTING EACH AUDIT. OLD MAJOR SUBDIVISION FILES. NEWER SUBDIVISION FILES WITH TOWN ENGINEER. COPIES OF PERMIT APPLICATIONS EXCAVATION/ROAD OPENINGS/ROAD CLOSURES. 6 Updated 5/24/2010 INFORMATION TECHNOLOGY Back-up Schedules Application installation and update procedures Hardware installation and update procedures Phone system procedures Network diagrams E-mail data LAND PRESERVATION Community Preservation Project Plan Community Preservation Fund Audits CPF Management & Stewardship Plans 2008 & 2009 Development Rights/Open Space Easements Land Acquisitions/Other Agencies Land Preservation Committee Agenda & Minutes Recommendations for funding through 2025 Stewardship Management Plans Year End Statistics LAND MANAGEMENT DEPARTMENT GIS Maps PLANNING Agenda – regular meetings, work sessions Applications 7 Updated 5/24/2010 Architectural Review Committee Minutes Comprehensive Plan Development files Grants Local Waterfront Revitalization Plan documents LWRP Minutes Planning action data file Planning Board Minutes POLICE Arrests Warrants Served/Warrants Incident Reports Accident Reports Domestic Reports Tow sheets Payroll Special Cases Traffic Tickets Supporting Depositions Trial Notices Operation Manual Rules & Regulations Traffic Ticket Backups Police Budgets Applications Phone Message Logs Incident & complaints Property/Transfer/Utility Reports PUBLIC ACCESS TO RECORDS Subject matter list Listing of officers or employees Freedom of Information record request file ( 4 months only) RECEIVER OF TAXES Property Tax Roll Property Tax Payments 8 Updated 5/24/2010 Year End Reports Bank Codes Bank Statements Warrants County Audit Reports RECORDS MANAGEMENT OFFICE All Town Departments permanent inactive records in Vault & Storage Room (4,244 cubic feet) Laserfiche 2,255,261 digital images of permanent town records SENIOR SERVICES Annual and multi-year comprehensive plans Contracts Program and Services Reports (senior transportation, home delivered meals, residential repair, adult day care, outreach and education, information and referral) Accounts Payable/Vendor Files Expenditure/Revenue Reports Correspondence Participant Attendance Menus/Nutrition Program Files Travel Account/Transportation Logs Vehicle Maintenance Logs Adult Day Care Reports/Files Individual client files Senior volunteer files Employee time records 9 Updated 5/24/2010 SOLID WASTE DISTRICT ?? Annual departmental budgets ?? Bid packages and specifications for equipment and services ?? DEC Grants ?? DEC Inspections ?? DEC permits ?? Household Hazardous Waste ?? Intermunicipal agreements ?? Landfill monitoring and maintenance ?? Program development ?? Scale Data – volumes and weights of incoming/outgoing materials ?? Transfer station activities ?? Waste and recycling data and trends ?? Waste management professional associations ?? Waste reduction ?? Yard waste composting SUPERVISOR Agendas and Minutes of TB Meetings General Correspondence Emergency Response Plan Personnel Files Project Files TOWN ATTORNEY Legislation Town Board Agreements, Contracts, Leases Collection Files: past due Landfill and false alarm accounts and bounced checks Covenants and Restrictions 10 Updated 5/24/2010 Easements Eminent Domain Foils Fishers Island Files Judgments Labor Litigation Local Laws Monthly Status Reports Notices of Bankruptcy Notices of Claim Notices of Defect Real Estate Road Drainage Special Counsel TA Research TOS Committees Town Board Town Code Court files re: wetlands & town code violations and parking tickets Town Department files Water Map TOWN CLERK Agenda Items Agreements/Leases/Contracts Bid Files Bingo, Games of Chance Bond Anticipation Notes, Budget Estimates Cash Book/Receipts/Deposits Coastal Erosion Appeals Code Amendments/Supplements Complaints/Petitions Covenants &7 Restrictions Deeds – Town Properties Dog Licenses Easements Elections, Board of 11 Updated 5/24/2010 Eminent Domain Ethics Disclosure Forms Farmers Bill of Rights Fees Fire Districts Fireworks Permits FOIL Requests Grants Handicapped Parking Permits Highway Books Highway Dedications Highway Excavations Home Rule Requests Hunting Certificates Insurance Policies Oath of Office for Town Officials Landbank 2% Licenses, Permits, Applications Local Laws Legal Notices Minutes, Planning Board, Town Board, Trustees, Zoning Board Notices of Claims Notices of Defects in town highways, sidewalks Park District files Recycling, Salvage & Transfer Stations Referendums/Propositions Reports, All Town Departments Resumes Road Closings Road Improvement Districts Sanitary Flow Credits Scenic Easements School District Reports Soil Removal Permits Special Permits Sporting (Hunting, Fishing, Trapping) Licenses Street Opening Permits Studies and Reports Subdivision Bonds Town Board Meeting Audio Tape/Videos Tourist Camps 12 Updated 5/24/2010 Trailer Permits, Special Town Board Trapper Certificates Unsafe Buildings Vital Records, Birth, Death, & Marriage Waivers – Subdivision Moratorium Wetland Permits (Town Board issued) Zoning Changes Zoning Maps TOWN ENGINEERING Plans & Specifications - Municipal Projects MS4 - Storm-water Initiatives and Program Files Highway Drainage Project Files Flood Zone Maps Local Waterfront Revitalization Program - Monthly Reports Consultant Engineering Reports and Town Studies Building Code of New York State Subdivision Files - Engineering Reviews & Inspection Reports Site Plan Files - Engineering Reviews & Inspection Reports Grant Applications - Engineering Projects Transportation Commission Documents TOWN HISTORIAN * Laserfiche Listing Historical Records Anniversary Celebrations Assessors Rolls Books Cemeteries Documents East Marion Historical Records Hamlets Maps Newspapers 13 Updated 5/24/2010 Nostalgia Peconic Bay Shopper Historical Articles Southold Library World War II Andros Patent Assessment Book – Value Milestone Markers TRUSTEES, BOARD OF TOWN Administrative Permits Application/No/Permit Books Coastal Erosion Hazard Area Hazard Maps Coastal Erosion Permits Confidential Legal Files Conservation Advisory Council Minutes Emergency Permits Grants Inquiries Land Grants Letters of No Jurisdiction Minutes Miscellaneous/No Action Need for Permit/Application Quitclaims/Boundaries Recommend-Approve/No Permit Reports Scallop Season Storm Damage Permits Violations/Investigations Waivers/Amendments Wetland Permits Withdrawn/Denied Application for Access to Town owned property Applications/No Permit Book, Liber J. Underwater land grants 14 Updated 5/24/2010 Book, Proceedings 1917-1951 Coastal Erosion Hazard Maps Coastal Erosion Permits Confidential Legal Files Conservation Advisory Council Minutes Emergency Permits Grants Inquiries Land Grants Letters of No Jurisdiction Minutes Miscellaneous/No Action Need for Permit/Application Quitclaims/Boundaries Recommend-Approve/No permit Reports Scallop Season Storm Damage Permits Violations/Investigations Waiver/Amendments Wetland Permits Withdrawn/Denied ZONING BOARD OF APPEALS Master summary record Zoning maps Zoning variance or special permit file Zoning Board of Appeal Minutes Special Use Permits Variances Zoning Board of Appeals/Case Files 15 Updated 5/24/2010 16