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HomeMy WebLinkAboutVillage of Greenport Records Management & Coordinated Assessment ServicesRESOLUTION 2013-104 ADOPTED DOC ID: 8525 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2013-104 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JANUARY 29, 2013: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Scott A. Russell to execute the Intermunicipal Agreement between the Town of Southold and the Village of Greenport in connection with the Town's Records Management System and coordinated assessment services, subject to the approval of the Town Attorney. EHzabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Christopher Talbot, Councilman SECONDER: Louisa P. Evans, Justice AYES: Ruland, Talbot, Doherty, Evans, Russell ABSENT: Albert Krupski Jr. INTERMUNICIIPAL AGREEMENT FOR RECORDS MANAGEMENT AND COORDINATED ASSESSMENT SERVICES dlfay of ~~_, 2013, by and between the thiso)~ AGREEMENT made TOWN OF SOUTHOLD, a municipal corporation with its principal place of business at P.O. Box 1179, 53095 Rome 25, Southold, New York 11971-0959 hereinafter referred to as "TOWN" and the INCORPORATED VILLAGE OF GREENPORT, a municipal corporation with its principal place of business at 236 Third Street, Greenport, New York 11944, hereinafter referred to as the "VILLAGE"; WHEREAS, municipal corporations are authorized by Section 119-0 of Article 5- G of the General Municipal Law of the State of New York to enter into agreements for the performance among themselves or one for the other of their respective functions, powers and duties on a cooperative or contract basis; and WHEREAS, the Town has updated the property tax assessments of parcels within the Village since 1990 and the Village has received a costs savings through the reduction of wages paid to a full-time assessor; and WHEREAS, the Town has established a records management system including the programs Municity, Laserfiche and RPS for the tracking, management and digital storage of the Town's records, including assessment records; and WHEREAS, the Town, pursuant to New York State Grant project number 0580101224 (SED Code 581005640067), has shared use and access of the Municity tracking program and other records management systems with the Village; and WHEREAS, the Town intends to file an additional grant application to further enhance its records management system with Geographic Information Systems (GIS) capabilities; and -1- WHEREAS, the Town intends to share its GIS capabilities with the Village, subject to any budgetary and funding constraints and the Village intends to utilize the GIS for mapping its infrastructure, if it becomes available; and WHEREAS, the Town and the Village intend to share these services and systems to assist the Village with tax assessment, permit tracking and its mapping needs. NOW, THEREFORE, it is mutually agreed by and between the parties hereto as follows: 1. The term of this Agreement shall be five (5) years, with an option to renew if consented to by both the Village and Town and on the same terms and conditions set forth herein. 2. The Agreement may be terminated, in whole or in part, by either party on 180 days written notice to the other party in the event either party fails to fulfill its obligations under this Agreement or in the event continued performance under the terms of this Agreement would not be in the best interest of either the Town or the Village. Such notice shall me made in accordance with the Notice provision below. 3. All Notices required to be given under this Agreement shall be sent prepared registered mail, return receipt requested, or as the parties may later determine in writing, to the parties at the following addresses: Town Attorney Town of Southold P.O. Box 1179 54375 Route 25 Southold, New York 11971-0959 -2- Town Clerk Town of Southold P.O. Box 1179 53095 Route 25 Southold, New York 11971-0959 Village Clerk Village of Greenport 236 Third Street Greenport, New York 11944 4. Any and all services provided under this Agreement shall at all times be under the direction and supervision of the Board of Assessors and the Records Management Department of the Town of Southold, and their interpretations and decisions shall be final and conclusive. 5. Tax Assessment a. The Town agrees to provide its Assessors and their assessing services to the Village and shall provide the Village with an assessment roll in accordance with the provisions of the Town and Real Property Tax Laws. b. The Town will provide a list of all assessment changes to the Village real property tax assessments on or before December 31 st of each year. c. The Village will purchase any copies of the assessment roll that it requires from the Town. d. The Village will notify the Town of any changes in the criteria it develops for real property tax exemptions. e. The Village will notify the Town of any changes in the Village boundaries and which properties are located within the Village f. The Village will provide the Town with a copy of all Building Permits issued by the Village (to the extent that said information is not inputted into Municity), -3- site plan approvals and subdivision approvals, in addition to any and all plans and/or subdivision maps within 30 days of the issuance of said approvals. 6. Records Management (Municit¥ and Laserfiche) a. The Town has provided and will continue to provide the Village with access to the Town's records management system. b. The Town will provide access to its equipment for scanning infrastructure maps and will train identified Village employees on the use of Town equipment. Additionally, the Town will provide the Village with a server/database to store its documents and will allow the Village to access the scanned documents. c. The Village will identify employees that will be trained to use and will utilize Town equipment for the purpose of scanning infrastructure maps. All scanning will take place at a time convenient to both parties and in Town Hall, where the scanning equipment is located. The Village will enter all required data into the database provided by the Town. d. The Town has provided training to pertinent Village employees regarding the use of the Town's records management system. Any training of new employees on the use of the Town's records management system will be provided by the Village at its sole cost and expense, if any. e. The Village will be responsible for entering any data into the program and for the maintenance of records retained within the Town's records management system for the Village. f. The Village will identify documents that are to remain confidential with no public access and documents that can be accessed by the public via the internet. -4- 7. GIS Services a. The Town or the Village will convert the scanned infrastructure information stored within the Town's records management software into GIS maps, if the Town obtains the capability and funding for any additional equipment and/or software required to complete the conversion. b. If the scanned infrastructure information is converted to GIS maps, the Town agrees to provide a public portal to the Village to access GIS information over the internet, if the Town obtains the capability and funding for any additional equipment and/or software required. c. The Town will provide a public portal to the Village to access GIS information identified in the "Town of Southold and Village of Greenport GIS Needs Assessment" prepared by Bowne Management Systems Inc. in 2011, if the Town obtains the capability and funding for any additional equipment and/or software required. 8. The Village is responsible for maintaining any and all security and confidentiality of its records through keeping any passwords issued by the Town secure and by developing a policy for records confidentiality and security. 9. Upon the termination of the agreement or the expiration of the term, the Town will return all original and copies of documents it has in its possession, if any, to the Village and will purge its record management system of any and all Village records. 10. This Agreement may not be changed, altered, amended or extended except by written consent of the parties pursuant to applicable provisions of law. 11. This Agreement shall bind the successors, assigns and representatives of the parties hereto. -5- 12. The Village shall be responsible for any damage or liability the Town may incur due to the Village's misuse of the Town's records management system and/or GIS mapping technology as provided hereunder. 13. All provisions as required by Law are hereby deemed inserted. The parties agree that nothing in this Agreement shall be construed so as to interfere with or diminish any municipal powers or authority. 1N WITNESS WHEREOF, this Agreement has been executed by the Supervisor of the Town of Southold who has caused the seal of the Town to be affixed hereto, pursuant to resolution of the Town Board dated January 29, 2013 and by the Mayor of the Village, who has caused the seal of the Village to be affixed hereto, pursuant to a resolution of the Village Board dated ~, 2013. TOWN O/~UTHOLD (TOWN SEAL) By: ,L.~.~Z..,w_x~t.l~'/2/2 S'~tt A. Russell, Supervisor (VILLAGE SEAL) -6-