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HomeMy WebLinkAboutElectronic Application ~ 2013-2014 GIS LGRMIF GRANT APPLICATION ELECTRONIC PRINT-OUTS OF ENTERED APPLICATION LGRMIF Home Page Page 1 of 1 Archi~ ership'1'rust ~ OtTice of Cultural Education ~ Online Catalog ~ SeSe©rch ~ Home }Iome~ LGRMIF' Homed Flelp LGRMIF Summary, Guidelines and Instructions: Located on the H21p Page Creating an Application help Accessine an Application help is *NOTE: You can only create 2 new LGRMIF applications per fiscal year during the new application period. t Local Government Records Management Improvement Fund Applications Project Number Institution Fiscal Year Status 0580 - l4 -4561 Town Of Southold - 2014 Submitted 0580 -14 -4580 Town Of Southold - 2014 Unsubmitted 0580 -13 -4 160 Town Of Southold - 2013 Unsubmitted 0580 -13 -4162 Town Of Southold - 2013 Unsubmitted 0580 -12 -2252 Town Of Southold - 2012 Submitted 0580 - I 1 -0939 Town Of Southold - 2011 Unsubmitted 0580 -1 I -1083 Town Of Southold - 2011 Submitted LGRMIF Applications as a Participating Institution (read only) Project Number Sponsoring Institution Fiscal Year Status 0580-14-4561 Town Of Southold 2014 Submitted 0580 -13 -4160 Town Of Southold 2013 Unsubmitted 0580-12-2252 Town Of Southold 2012 Submitted Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 I Y F i air 3 ' httpst!/eservices.nysed.gov/ldgrants/lgrmifNav.do?item=homepage&m=1g 3/1/2013 - ya.~ i34`", y i 3 i Neville, Elizabeth Prom: archgrants@mail.nysed.gov Sent: Friday, March Ol, 2013 4:24 PM To: Neville, Elizabeth; Neville, Elizabeth i j Subject: LGRMIF Application Submitted 3 d j Your 2014 LGRMIF grant application for project number 0580-14-4561 has been submitted. The application was submitted on Friday, March 1, 2013 by user elizabeth.neviile . i Please remember to send the required forms (FS-20, Institutional Authorization, Payee Information, and Standard Data Capture forms via mail to us by no later than March 1, 2013. All of these forms must be signed in blue ink, except the Standard Data Capture form, which requires no signatures. The State Archives will not release information regarding the status of an application until all applications have been reviewed, the Commissioner of Education has approved the proposed grant awards, and both the Division of the Budget and the Office of the State Comptroller have given their approval. You will be notified by email concerning the status of your application. In the notification, a summary of the reviewers recommendations will be provided and why the funding decision was made. Access the Online Grant System httas://eservices.nvsed.aov/Idarants New York State Education Department 1~ 4 1 1 rl a~ d _ V $ w SGUTHOLD MPO ~ g~ ` ~ SOUTHOLD, New York O y ~ I O' 119711000 ~ H ~ a~ _ ? ~ 3548330971-0097 , ~ ~ ~ r 03!01/2013 (800)275-8777 01.34.27 PM V ~ ~ r „ - o o ~ .r r ~ ~ ~ Sales Receipt = E E e Produ~.t Sale Unit final w ~§$ga K J o Dt'scription QYy Price Price W WaS? ? ~ ~ 47 N Y N AL3ANy NY 12230 $19.95 W ~ ~ ~ y 'C v Zone-.Z Express Mail C J „ E E E 'Cf Lo ~ PO-Add Legal Flat ~ e a t L4 y ~ Rate Env W ~ a h a 3.80 oz. ~ ~ ' - ~ g= ~ ~ Label #:EM679788(175US E °z a a$'- ~ m. ~ ;iat 03/02/13 12:QOPM - Expected W m m r ~ a~ v~ D=livery. Money Hack Guarantee - o ~ a f a ~ $s ~ ° L ~ Signature Requested Paid by account: $19.95 r ~ EMC,4 number: 119294 i c. _ r„ ~ TOD1V OF SOUTHOLD i m\~ N LL x Issue PVI: $0.00 o ~ ~ , ~ a ~ $ ~ _ m Total: $0.00 a° d3¢ Ni~ dim fAa ~ n ~ 'r r vl 8 E a F- Paid by: ~u7 os~s ? W ' m - E ~ r W _ , Order stamps at usps.com/shop or 'I ' s o_ B ~ a a A ; ~ a cal l 1-800-Stampr".4. Go to .~ti m = a `8 m =a z z usas.com/clicknship to print ~ ~ " F ~ = . shipping labels with postage. For r ~ ot~er information call w ~ ~ o ~ ~ ~ 1-300-ASK-LISPS. f~ 3 ~ #####k#######################t###### a ~ crp < °,a ~ ~ ~ Get your mail when and where you ' " ~ - E ° ~ ¢ ~ : wa7t it with a seizure Post Office - - - - - Boa. Sign up fora box online at us?s.com/poboxes. *####k##*###*################~##*### #####~k##############*########~###### Bill#:1000302609200 Clerk :06 All sales final on stamps and postage Refunds fur guaranteed services only Thank you for your business HELP US SERVE YOU BETTER Go to: https://postalexperience.com/Pos i TELL US ABOUT YOUR RECENT P05TAL EXPERIENCE YOUR OPINION COUNTS #####~k#######################x###### Customer Copy i I I a i l You cannot use eGrants to submit forms that require a signature, or where a paper copy of the form is required. These forms include the Payee Information Form/Substitute W- 9, Standard Data Capture Form (no signature required), Institutional Authorization; and Summary Budget (FS-20). You must submit paper copies of these forms, as indicated below, postmarked by the application deadline of 1 March 2013. Where indicated, the forms require the signature of your Chief Administrative Officer (CAO). The CAO is the CEO of your local government (county executive, town supervisor, village mayor, school district superintendent, or equivalent). The head of an individual department or agency cannot be listed as the CAO of a local government on your grant application. 1. All of these forms are accessible from the drop-down menu under Initial Application {i Forms and the Application Checklist. Print out either the HTML or the PDF versions of the forms when needed. ~ 2. Submit 3 co ies of the Pro osed Bud et Summa (FS-20), si ned in blue ink b your ie minis ra rve icer se ma e u he FS-20 form is correct. The data on t e F`5-20 0- rim comes from the data you enter in the Budget Tables of your Project Budget. The form should show only the amounts you are requesting from the state. 1 3. Submit 1 co of the Institutional Authorization. The CAO or designee and the Records Management icer must si n t e ns i u Iona u onza ion an ' pant o~ ty~ir names an titTs: The~¢ation must e~sion'~ec in bTe in c~~ { oca governmen s no require o have an RMO should mark the RMO signature line "N/A." ~ Submit 1 coov of the Payee Information Form signed in blue ink by dour CAO or an authorized designee) and Standard Data ap ure~A signs ure is not requi~rred I on the Standard Data Capture Form. 5. Mail the above forms to: ~ New York State Archives Grants Administration Unit, 9A81 ~ Cultural Education Center j Albany, NY 12230 it `I Failure to submit any of these forms (signed in blue ink and postmarked by the application deadline) will prevent your application from moving forward in the review process. 40 ..I. _ i 3 a~'°m~i ~ THE STATE EDUCATION DEPARTMENT! THE UNIVERSITY OF THE STATE OF NEW YORK /ALBANY, NY 12234 s~' - December 16; 2011, . , Certified Mail -.Return Receipt Reituested } Ms. Elizabeth Neville , Towm Clerk Town of Southold 53095 Main Road L' ear Ms. Neville: The. appeal of the Town of Southold of the State Education Department's decision not to award a grant for the Local Government Records Management Improvement Fund (LGRMIF) for :I the 2011-12 program year funding was considered by an appeal committee consisting of staff of the j Departrnent's Office of Counsel, Contract Administration Unit, and the Grants Administration Unit' of the New York State Archives. This letter is to inform you ofthe-results of,that consideration. I The appeal committee reviewed your LGRMIF application and the arguments contained in your letter of December 5, 2012. The committee noted the application lost significant points in the i' "Statement of the Problem" section (max. 20 points), the "Plan of Work" section (max. 30 points), j .and the. "Budget Narrative and Forms" section (max. 25 points). Our review of the raters' scores revealed that,~our application scored lower than other applicants in these three sections. Of the maximum points,; the application received only 13, 22 and 15 points respectively. Amore specific j explanation acid point loss is explained below: Under the Statement of the Problem section of the grattt proposal, one of the essential records management requirements of any application was to identify fully the records involved in the project. The reviewers noted that the Town provided a comprehensive list of records involved, but that lift t1IGltIdeU few daies• did not List the size of the records series whirr, was im want In this case to determine technologica ne., s ; or the retention eriods or these records. The application also did not ,~dnake_clear what some o e recur s were or c ear y istmguis tween records of the Town and Village versus other data necessary for the GIS but not official records of the municipalities. ~ Additionally, while the application provides a list of problems to be addressed by the proposed grant, . ,these problems are not records - management focused. The listed problems involve efficiency issues in business process instead ofrecords management issues. The only records management issue in this list is access, but the list does not include references to record management concerns such as vital records ji rotection and disaster m ement reservation, confidentiali ;securi .eon: liance with FODL and j other records Iaws. or the le al admissibility of informati n. As a result, the Statement o t e Pro em 'I section recervet a score out of a posse e 1 points. fo part la, 4 out of 5 points for part lb, and 3 out of 5 points fur part Ic. i :'i . yA The Plan of Work narrative section of the grant application noted that the Town's Tf staff would be involved in the project, but did not provide a detailed breakdown of the activities, the time needed, or the reasons why the Town believed that the IT staff could. add this project to their current work schedules given the significant size and complexity of this proposal. Those details were essential to provide the reviewers with the assurances that this project could be successful. Without that detail in the application, the reviewers could not be confident of the ability of the Town to complete the project as scheduled. Additionally, the plan of work itself describes the records management improvements intended by the application, but does not demonstrate the specific work plan steps to achieve. those improvements. As a result, this section of the narrative scored less than other applications that provided a more detailed discussion of the plan of work specifics, as required by the RFP. The Plan of Work section received a score 12 out of a possible 15 points for part 3a, 6 out of 10 points for part 3b; and 4 out of 5 points for part 3c. In the Budget Narrative and Forms section, the Town's reasoning for moving to ESRI software is completely sensible. The issue here, however, is not with the soundness of the decision but with the. eligibility of the expense under the recent stricter grant rules governing the purchase of software. 'fhc purchase of ESRI software functions as an upgrade because the Town is replacing Maplnfo GIS software with ESR[ software for improved general performance. The fact that this is an initial purchase of a particular software product does not negate the fact that GIS capability was in place and that this new purchase is designed to be an improvement and upgrade to that capability. Additionally, the large number of software and networking requests sought to be funded in the proposal, including these for support and backup, were ones that reviewers noted should be the responsibility of the Town since they support- the general operations of the town. As a result, the Budget Narrative and Forms section received a score 15 out of a possible 25 points for part 5. i After a thorough review, the Committee concurs with the raters' comments and scoring; and sees no basis for a change in scoring. Your appeal and this response will be submitted to the Office of the State Comptroller with ~ the rest of the procurement record in the awazd of the LGRMIF awards. If you have any questions please feel free to contact Richard Duprey at (518) 486-1588. Sincerely, Cct7 ~~K ~ M I Clerkin ` Assis t ounsel c: Frank Campione William Arkini ,~I~ 3 ~ Adopted 11/712012,2:56 PM _ a I -i'; ~i l j. a I' ti Town of Southold ` Three Year Capital Improvement Plan For Fiscal Years Ending 2013 through 2015 F>: F F<: ~ i : 9.:>. n; n n < n ? n n { Proposed t frOpDSed: i ; Proposed n . Prof~scts ..n.... Projects, , . u General Fund WhOte TVwn Peet. 'Pro eCts:2013 9>:: 2Q7d;: g' FQ1$ Personal Computers, Laptops, Punters Data 38,000 A Exchange Server U rade Data 70,000 A 2013 Ford Fusion H brid Central 28,000 A 2013 Ford Fusion H brid HRC 28,000 A 2014 Ford Fusion Hybrid HRC 28,000 A 4th St. New Suffolk Armoring DPW 5,000 A Restore Early Town Records TCLERK 5,500 A Laserfiche U rade TCLERK 73,019 D Securi Video Cameras CCTV TCLERK 4,565 A Hi h-band Radio S stem Supervisor 68,000 A Highwa Repair Facility HWY 2,508,620 D Total General Fund Whole Town 2,828,704 28,000 Hi hway Fund State Street Bulkhead Extension DPW 30,000 A Total Hi hwa Fund 30,000 - i Solid Waste District Time Management System SR 3,500 A Total Solid Waste District 3,500 - - i I GRANb TC?TRLS 2~86r 204 i i3$ 000 ii Adapted ',j S:\accountinglcomptroller\Budgeft2013 Capital CS1 1 _ 1 TOWN OF SOUTHOLD Page 3 2013 TOWN HVDGET PREVIOUS BUDGET AS SUPERVISOR'S PRELIMINARY ADOPTED ACTUAL AMENDED TENTATIVE BUDGET HUOGET 2011 2012 2013 2013 2013 BOILDINGS AND GROUNDS PERSONAL SERVICES A1620.1 768,496 862,100 093,700 826,700 826,700 EQUIPMENT A1620.2 110, 7BB 129,350 24,700 45,100 45,100 CONTRACTUAL E%PENSE A1620.4 679,253 622,260 550,800 558,800 558,800 TOTALS: 1,558,537 1,613,710 1,477,200 1,430,600 1,430,600 CENTRAL GARAGE EQUIPMENT A1640.2 14,676 28,000 CONTRACTUAL E%PENSE A1690.4 15-262 16=596 17,300 17,300 17-300 TOTALS: 29,938 99,596 17,300 17,300 17,300 CENTRAL COPYING & MAILING EQUIPMENT A1670.2 59,882 58,400 58,400 58,900 58,400 CONTRACTUAL EXPENSE A1670 .4 28,286 44,690 §4,640 44,640 44,690 TOTALS: 83,169 103,090 103,040 103,090 103,040 CENTRAL DATA PROCESSING PERSONAL SERVICES A1680.1 185,706 193,568 197,800 197,800 197,800 f EQUIPMENT A1680.2 2,899 19,090 8,000 8,000 8,000 1~. CONTRACTUAL EXPENSE A1680.4 253,186 331,887 321,595 321,595 321,595 TOTALS: 491,736 539,595 527,395 527,395 527,395 r~LAND MANAGEMENT COORDINATION !L'3 I~_ PERSONAL SERVICES A1989.1 89,308 104,300 100,000 100,000 100,000 EQUIPMENT A1989.2 7,934 41,146 3,200 3,200 3,200 CONTRACTVAL E%PEN9E A1989.4 663 2,690 2,890 2,890 2,890 TOTALS: 97,905 148,336 106,090 106,090 106.090 SPECIAL ITEMS MUN TCIPAL ASSOC. DUES A1920.4 1,650 1,650 1,650 1,650 1,650 MTA PAYRDLL TAX A1980.4 43,069 78,750 80,500 80,500 80,500 CONTINGENT A1990.4 271,063 350,000 350,000 350,000 44,719 351,963 432,150 432,150 432,150 TOTAL GENERAL GOVT SUPPORT S,OSd,625 6,062,618 6,039,610 5,997,210 5,997,210 1 s/ ~ yb aS37/ • Conference Call with Geo Huth, NYS Archives 2013-2014 LGRMIF GIS Grant Application 2:OOPM February 21, 2013 Participants: Geof Huth John Sepenoski Betty Neville Geof Huth: Hello, Betty. How is it going? Betty Neville: Fine thank you, how are you today, Geof? Geof Huth: I am fine. Betty Neville: Good, very well. John and I are here. John Sepenoski: Hello. • Geof Huth: Hello. Betty Neville: We have re-worked the GIS grant application, doing some different things and we want to see what you think about it. John, will explain what he plans to do. John Sepenoski: Basically,we ended up trying to trim it down to a smaller project. The main thing we have changed is we have eliminated most of the outside consulting for the project, in favor of doing the work with existing staff and not requesting funds for the staff, but as our contibution to the project. We are hoping this will make it a little stronger. As of right now, pending one potential addition, we are just a little under $50,000. being requested. I don't know whether that is good or bad at this point. Geof Huth: It could be fine. GIS projects are pretty much now the hardest ones to get funded. So, let me ask some other questions since my memory of this project is maybe a little dim. So, you are going to be working with Greenport, right? John Sepenoski: Yes, it going to be a, I don't remember the correct term now, cooperative or shared services grant? Betty Neville: Shared services, no more cooperative, that's gone. John Sepenoski: We have a written, we have signed a formal agreement agreement to partner on this.. z Betty Neville: An IMA, Inter-Municipal Agreement for Records Management Services. . John Sepenoski: It is in place now, last time we were trying to get it finished, but now it is done. Geof Huth: Do you talk about the continuing funding mechanism that you are going to use. Are you going to share the costs, is the Town going to carry it out on behalf of both partners? John Sepenoski: At this point, the assumption is that the Town will effectively just be handling it. We would like to get the Village on board more financially. But, that doesn't seem to be in the cards right now. It is just to us, as long as they can connect to us, like for Lase~che already, we already have it posted to the web, so they can essentially connect to that for free. It doesn't really cost us anything. Once we have that functionality, they just access it like the public does anyway. Geof Huth: Do you note this in the application? Just because this is one of the things you are going to be measured on. Do you note in the application, "this is how we intend to fund it for the time being", you can say "but in the future, we would like to have the Village contribute more. But there will still be cost savings to the entities, if they work together this way". You need so say things like that to address that one shared service issue. John Sepenoski: O.K. , so I think we are just going to have to expand on this. I think we • basically just say "the Town has established capital budgets to keep things up-to-date and we are going to be spending money out of the operating budget. We are totally silent on the Village. So, I think we have to say is "At this time, the Town will be handling this. Moving forward we will explore some sort of cost sharing. The problem is that they are so small compared to us that it is always going to be really minor. Geof Huth: Right, you can say that too, so that it is clear. But, what you have to prove is that you have a method of funding this, which is clear. But, also make sure you are always putting in the context of the other entity too, because it can only fly as a "shared services project". So you need to make sure you are always mentioning the Village is involved. You can explain that the Village is kind of tiny compared to us, so they are always going to be the smaller partner. John Sepenoski: We are outlining though that the Village is going to be doing some of the work that is part of our share. Geof Huth: Which is good. John Sepenoski: We have outlined that. They are going to have to dedicate some of their staff to be doing part of the work of scanning and digitization of their maps. 3 • Geof Huth: O.K. Now, so here is another question. Have you addressed why you are not working with Suffolk County and their GIS which is well known why, but you have to put in your application. John Sepenoski: We didn't do that, then. All we have is their letter from them stating that we are not doing anything that is inconsistent with them. Geof Huth: O.K. well, so that is good. What I would when you have things like that is just repeat that we have worked with them, in your narrrative. The whole reason for doing this is to make sure the reviewers have no chance of forgetting something. John Sepenoski: We certainly work with them. We rely on them to provide us with the tax maps and we outlined in the application that those are in fact county records, but I don't we explictly say... Betty Neville: Well, I don't think we will ever have the ability to have the same relationship, participation and cooperation on GIS with our county that the people in Nassau County have with their county government. We are not in the same category as them. It was all set -up by Nasssau County for their towns to implement GIS. • Geof Huth: I know that and that is what I meant. It is well known problem. But, I think you are addressing it there. You have their letter. They are giving you some stuff you need and you are talking about that and you are making it clear. I think that is good. Betty Neville: Is there something more we should say? What else should we say as far as the situation that we are not in the same boat as Nassau County? It is county-wide in Nassau and was all set-up. Geof Huth: Yes, you could mention that. People are kind of familiar, the GIS people, with the Nassau County situation. So, it might be good to note "You might share an island, but you don't share exactly the same situation when it comes to GIS". That's why you have to make that case. You have to make that case. This is why you have to go it alone. Because, otherwise, the question is "why are you just not doing it with your county, why don't you you just hook on with your county? Betty Neville: Can you give us some verbiage? Geof Huth: You can talk about budget problems. You can say the County is focused on their own GIS, not with providing services to the other towns within their borders. So, in order for us to have this functionality, we have to develop it ourselves. And so we re trying to develop it ourselves in the "Shared Services Agreement" because that shared services agreement is, it is very natural for a town to work with its' village , and we will get more value out of it as a result of doing it this way. 4 Betty Neville: Is there something more we should we say as fas as Suffolk County not being • set-up the same as Nassau County? Is there some way we should word that? Geor Huth: You can say that Suffolk County just is not set-up to be essentially a direct service provider for GIS for the municipalities within its' borders the way Nassau County is, because that's the real difference. It is pretty much night and day. John Sepenoski: In what section of the application should we be focusing on this in? Geof Huth: That's a good point because I was thinking about the same thing as I was thinking and so this requires me to actually look at the sections and think about it. Well you know what.....you know the section where you have to address the "category requirements"?, that's where you should do it. To address the category requirements and other requirements what you do is address what are the issues of what are the requirements of shared sevices. In there will be listingout how you addressing every single one of of the requirements for shared services. When you get to the one where you are providing the letter of ackowledgement, you just say you have provided the letter and here is some other details and information on the subject that explains the situation. Betty Neville: As far as the consulting part, last time around we had a large amount of money • in the application for by Bowne Management for consulting services and development of the portal and some other tasks. This is out, it is not in this application. John Sepenoski will be doing these things. However, we are still going to need some consulting and training services from ESRI on theoir prpdouils John Sepenoski: Right, which is all on the state contract. So, training is still going to be in there. We are just Bing directly to ESRI and they are on the state contract. We have to do the RFQ document, but we have done that and they are on the state contract. Geof Huth: So that's good, you have to make sure to do those and that's fine. State contrail, you give us the state contrail number. Still, you know, indicate within the application you are buying off state contrail, so you are not getting other quotes. And the other fail is, it's ESRI. What other produil are you going to use for GIS? I mean seriously, so this is the place are you going to go to anyhow. So, it is kind of like a sole source vendor. Though I assume there might be people who do ESRI training besides ESRI out there. John Sepenoski: They have a certification program. But, we felt it was just easier and best to go straight to them. Geof Huth: It's state contrail. It's going to be fine. The training, I think, is essential. You should still argue why you need the training. But ,the training is essential and you must say • all the reasons. IYs not like people are going to open the box and now what to do without any 5 • questions. You need to be as efficient as possible. We have paid for training the past. We see it as a reasonable expense. Betty Neville: Let's see John, what else do we want to talk about and the manner in which it has changed in the application. Did that fully describe it as far as how the application has changed with regard to the training ? We are asking for some training directly from ESRI, but we do not have another outside consultant involved in the way we did when the application had Bowne Management in it in the past. That is the big difference in this year's application. John Sepenoski: The changes are the consultant, and again the previous two (2) years, it was not exactly the same, but the consultant was going to be responsible for the training and they were also going to be responsible for the scanning and digitizing of the Village's paper infrastructure maps so they could be loaded into the GIS. Geof Huth: O.K. that sounds fine. John Sepenoski: But, we dropped all that, this what we are dropping, though... Geof Huth: Oh, O.K. Yes, I know, that's what I mean, that's what I am talking about. • John Sepenoski: We dropping that. That's the big change. I think we were talking between $80,000. and $100,000. just for that. Now, the whole application is just slightly under $50,000. And part of the reason for that is, last year I could tell that ESRI and Bowne just were not on the same page and ESRI gracefully kept their mouth shut. But then after all was said and done, they came back to me and said "look we really want to start from scratch" and they gave us a much easier way to do it. Bowne was basically pitching us not using the ESRI products for our portals for the public and employees to access the data base. ESRI for obvious reasons kept saying"but if you go with us this is all built in, why would you pay someone else to do this and why would you have that extra expense"? And so this is one of the reasons why now we trimmed probably about $40,000. out of the project. But, I just felt it was going to be a stronger application anyway. Geof Huth: Yes, and they had that functionality for a long time. It was not as though it was brand new and you do not know whether or not it is going to work. John Sepenoski: Yes, unfortunately, I think what happened is that Bowne wanted some more meat on the bone for them to get paid. Geof Huth: Yes, I picked that up. Now let me ask you the really important question, which is tell me what the project is proposing to do now, so that I can just evaluate that. Just what is it that you are doing. John Sepenoski: O.K. , we want to implement an Enterprise Leval GIS Records Management System. 6 Geof Huth: I love the phrasing, O. K. . John Sepenoski: So, that is going to include the new server, they keep changing the name on me, running ARC GIS, the server version of the product, so that's hardware, software, all the things we need which was all originally recommended in our GIS Needs Assessment. The only potential "gotcha"there was the Needs Assessment was done in 2011, new models and new versions of software have since come out. In my application I just have one paragraph saying this was all recommended in the Needs Assessment, however, models and versions have been updated to the latest and greatest to what we want to get now. We were nat beholding to what they literally recommended in the Needs Assesment. Geof Huth: Exactly not, but it is good to say it. And, you are including the Needs Assessment with your application, right? Betty Neville: Yes, it is much outdated as far as what we have accomplished since it was done and things have changed. Geof Huth: Yes, and so you will indicate that in the application. John Sepenoski: We have actually implemented some of the needs assessment anyway, outside of this. But still everything we are doing here is still supported in the original needs • assessment. Last year for M54 purposes we had to move forward with one of the things included in the original grant request. We had to in order to comply with that permit. So, we have already spent that money and it is not even mentioned at all in this grant aplication. We already have it. Betty Neville: Oh, it should be mentioned that we spent in this application, as part of our contribution. Geof Huth: You should include that you have implemented some of it, because it is part of your support. You should say that we did this work early on and mention it because that is showing other support. And then again, at the point where they are asking for "Support for the Project" again, just say part of the support for this project is that we did this work early on and part of is all the staff contributions, etc. So, that is good. John Sepenoski: As part of this, probably the two (2j big hooks here for this are rolling out GIS to all town and village staff employees who need it as per the GIS Needs Assessment via the internal portal and then also putting it out to the public for access via the external public portal. The second part of the project is, at least, initially the focus for the Village, is dealing with their water, sewer and utility maps which currently they only have on paper, they only have the one copy, they have them spread out over three (3j different locations. There is no indexing system, there are no backups, they are literally taking their only master copy maps out into the field. So, the pitch there is we are going to scan everything into the exisitng ~ ' Laserfiche system. We are then going to use the scans to digitize everything on this new 7 . system we are buying using town and village staff. And in this case, mostly Village staff. I will handle the initial set-up and training, but they ae going to have to give us a clerk to actually do it. Geof Huth: O.K., so this part is great, I mean really super great, because here is what you have. You have records that are out of order, out of control, you don't know what you have, you can't find them, the public can't get to them. All you are doing is addressing records management problems. You need to strongly, I don't if you have or not, you need to always strongly say these are the records management problems you are dealing with because you have just, that is the greatest thing you said today and you have only said good things. So I think that is really important. It is going to be a preservation thing because if you only have worn out paper copy maybe it is going to be destroyed some time. Or if you only have a paper copy, how are you going to back it up any place and have aback-up copy? And the real thing that this should talk about is you are organizing records making them usuable, making them accessable to the public and making them possible to be preseved. Those are all big records management things. So, I think that is great. So, let me ask you other things. Pav aarticular attention about the section where thev ask You to meet the basic records management requirements, you know, to talk about records management, pay particular attention to that, because if a GIS application has troubles, it is • usually in that section. So, I have told you some of the things to say, but also think about this, 1 don't know what vour back-uu arocedures are or where you keen the back-up copy of your dat_a_ systems, but I sure hone it is not on Long Island, for vour only couv. So, what you should do is tell us what you are doing because what is going to be your disaster back-up, for instance, for those things. Even if you are not going to do it for this particular grant application, you can say we are building up to do this in the future or something like that. Betty Neville: I keep my microfilm out at the "Perpetual Storage" facility out in Utah. Geof Huth: Yes, that is far enough. Good choice, I mean completely different risks at always different times, so that is the perfect thing. But, all I am saying is that you want to do something for your digital stores of information, talk about it with regard to this GIS information you are going to be creating. If you follow the same pattern of choices, Betty, you are going to be the top tier. You have given the best answer to that question that anyone has ever given me. I don't want to point fingers, but I have people on Long Island and I say "you can't store your only back-up tapes on Long Island, then they say well, what about Connecticut?, and I say you have to be kidding Betty Neville: Same weather pattern, right? Are you familiar with "Perpetual Storage"? Geof Huth: No, I am actually not. • 8 Betty Neville: It is built into the side of a granite mountain. It is actually a granite under • ground mountain they are in. Virtually free from any of the elements. Pretty much impossible to penetrate with any kind of a disaster. Geof Huth: That is what I am asuming. I know about those out therein Utah, they have them out there like that. But,l didn't know of any names. That's what the LDS church uses. They are just bored into the side of a granite mountain. It is about as safe as you can get in all ways. Risks are pretty darn low there, and it is just aback-up because you always have another copy. Let me see if there is anything else I want to talk about. RETENTION is one of the issues that alwavs comes up in GIS applications. It is a records manazement issue. How long are you going to keep things. So, what you should address, it might not be absolutely critical, but my way of looking at things now is that everything is absolutely critical, is identifying retention. To some degree, you are going to keep some of this data forever, you know, it is historical data that is going to tell how things were,in case you ever have to go back to figure out why something strange is happening with the water lines, or something like that. John Sepenoski: At this point every GIS record in the application is listed as permanent retention. O.K. so that is what you are going to do. lust say that you are just going to keep everything • permanently and then give them an idea about what your solution for keeping them permanently is. So, these are the 3 things, if I can remember them when 1 start talking, that I would suggest: 1. You are always going to have that very safe back-up. So, that means if anything goes wrong at your place, you are always have that other very safe backup. It is something we do with paper records, but only with microfilm. 2. You can say secondarily that given the complexity of GIS, the only way to really manage the system and save the system as an "organic entity, an organic whole" is to keep upgrading the software, so the software never goes out of date. You keep the software going so you can always run it, it will never become obsolete and what you can do is preserve all the relationships you have developed within, you know, all the layers and types and data that you have. The second thing is dealing with FILE FORMATS within the svstem. For the most part, the only thing I would think about in this case...Mostly, the only thing you need to think about is stuff like if you are still retaining the live TIFF images within those formats from the scanning, just say that you will keep an eye on TIFF images and make sure that the TIFF images are still be supported and used as people expect them to be for a reasonably long time. A lot of the other stuff, you know, when you start getting in to Raster and stuff like that that is going to be a component of the system anyhow, to a large degree and you don't really care about • tabular data because it is text, it is just simple data that you move out. But just try to address those things, and if there is some file format you have that I am not thinking about. Just try 9 • to think about some of the things GIS does and some of the ways the data appears. I am just trying to make sure the records management stuff really gets addressed. You guys already had said two (2) really big things to tell me you have that focus, but I just want to make sure it is as strong as possible. John Sepenoski: Yes, we totally revamped it, from two (2j years ago, based on the review process Betty went through. Geof Huth: O.K. it sounds pretty good and being a more modest project is probably good, too because if the reviewers were going to think there were something extra it would not be too bad, now. 1 mean $50,000. Is denifintely not nothing, but for a GIS project, it is not a huge amount, that's for sure. Bettv Neville: With the needs assessment that Bowne Management did, I hope, I mean there is a lot of information that now really has changed and I don't want the reviewers to get confused and think that we are using Bowne in any way. We are totally disassociated from Bowne. You don't think that will happen? Geof Huth: I don't think they will conclude that necessarily, because they are just going to be saying here is your needs assessment and here is how you are going to run the project. I • mean when you are running the project it yourselves and ESRI for training. John Sepenoski: and the Village Geof Huth: I don't think it is going to bean issue. Right and the Village. But, when I said you, I just meant it as a plural. But, it is good to think about it that way, always make sure you are talking about the Town and Village together, even thought the Town is clearly going to do the Lion's share. Always phrase it together, the Town and the Village. But, it always happens that way when the Town and Village work together, the Town is doing the Lion's share. Betty Neville: Yes, we have been in many other ways and we are totally joined at hip, so to say, not only with records management, but with other things ,too. The Assessment Services since 1989 and the Police Services since 1994 have been permanent and Municity and Laserfiche 2009 & 2010, and all the records management services have been shared right along and have been permanent. Geof Huth: Right, and did you talk about that history in the application? John Sepenoski: Yes. Geof Huth: That's good because that is another very great thing that you have done now. • John Sepenoski: Yes, it is right here on the first page of our application. 10 Geof Huth: Talk about This is a successful and natural relationship and all we are trying to do . is expand this relationship into another area for the benefit of everybody. You guys are great, you seem to have done the things that are coming to mind. I have gone over all of the normal issues. Bettv Neville: Geof, now, let me ask you something else. I went to a conference recently. Are you familiar with a software solution called "Docu Nav"? They are a software company, they have been around for a while. Geof Huth: No, I am not. Bettv Neville: I will let John explain what it can do for us. John Segenoski: They offer a piece of software integration that would automatically link our existing Laserfiche system to the potential new GIS saerver that we are applying for as part of this grant. I think we are debating on whether or not to throw this into her or not. It would cost about $15,000. Bettv Neville: $14,700. John Segenoski: So, that is going to put us between $65,000. to $70,000. on our grant • application. Geof Huth: So, let's see, what we have to think about is..... Bettv Neville: Well, let me finish the rest of it. The Docu Nav... We curently have Laserfiche 7.2 and we have not an upgrade in a tong long time on our Laserfiche software. This year the Town Board agreed to put the Laserfiche upgrade in the 2013 Town Capital Budget and it was approved in the final budget. A little history, every year, in addition to my own Town Clerk budget requests, I always have a few extra ones in that I think are important for the town to have, i.e. Town Hall Security System; Video Cameras in the foyer and court room; Environmental Clean-Up to Town Hall basement; Firelock Vault system; Restoration and Preservation of Historical Records; Installation of Heart Defibralators at Town facilities: Upgrade of Laserfiche Software. Most of them get passed over. However, this year one of the Councilman, who is very progressive, said to me "I believe all of your requests are very worthy, but in this age of the 2% tax cap, we can't do them". However, If you could choose one project which you feel is the most important to you and would benefit the most people in town, what would you choose"? I replied, the Laserfiche Rio Software Upgrade. So, he said, so be it, I will recommend to the Town Board that it be placed in the 2013 Capital Budget which he did and it was approved. It is also,very important to the Town Board to implement public access to allow constituents to do town business over the Internet 24/7 such as purchasing permits, etc. 1 am still working on this one. But, getting back to the • Laserfiche Rio Upgrade, we are very soon getting ready to sit down and discuss plans to get it done. We initially installed it in 2000-2001. We did some small uprgrades. 11 • John Sepenoski: We did one major upgrade, but it was back in 2007, but now they are up to Laserfiche 9. Betty Neville: The new editions of the Wserfiche software are just incredible. The Rio suite is absoutely amazing what the new software can do. The "workflows"that can be created to increase the efficiency of the work of the departments, and the "forms" and the "records management" modules are just are incredible how they can be utilized to manage their records and provide more efficient service and access to the public. Geof Huth: Oh yes, it is a real records managment application, it does everything. It's good. Betty Neville: So do you think if we mentioned this, do you think this would in some way this would sink our application if we ask for this DocuNav software. Also? nd asked for DocuNav software too, it would sink our application? Geof Huth: Well, this is what I would say, two (2) things: 1. Make sure you do not forget to mention, at least in two (2) places, that you have upgraded to the new version of Laserfiche Rio Suite because that shows your support • to records management. You need to do that in the records management support area. Bettv Neville: Should we put the cost of the investment also? Geof Huth: Yes, but also say thatou have done it when you are talking about the project itself and the expenses and everthing and say "we have done is done this thing" and I assume you needed this upgrade in order to use DocuNav. Is that so? John Sepenoski: They have to get back to us on that point. We have not done this upgrade, yet. Betty Neville: We have not done this upgrade yet. It has not actually occurred. It is in the works, but.. Geof Huth: Oh, no, I realize that, but still it is something you are going to do. Betty Neville: Exactly. This DocuNav solution just came up in the last few weeks, whereas the Wserfiche upgrade that was talked about back in October when the budget was passed. • Geof Huth: Right. Well, here is the Docu Nav thing, It seems to me that in order to Wait here is what 1 need to know first, what documents what information are you going to have in 12 Laserfiche that you need to connect to the GIS through the DocuNav? Is it going to be • scanned images of like maps and plans? John Sepenoski: Maps, plans and the supporting documents. All of these records. Geof Huth: O.K. so what you are doing, in order t have your integrated system which is going to be in part an access system, so that people can get to the documents for, you know, let's focus on the public a little bit, then you can say this is one of the things you need to make that happen because that should make it easier, it seems to me. Is that true? John Sepenoski: Yes, this would be instead of us having to develop such an interface. Geof Huth: Right, so I am saying this gets to access,and access is a major issue in records management. Especially, if you talk about access to the public here. You are saying, look, we are trying to get more information out to the public here. The fastest way we can do it is if we put in DocuNav. If you have got to do it yourself, the other thing you could is say " O.K. we have to do it ourselves, see how much time it would take us and how much it would cost for us to do that and you could see that. It seems to me with the DocuNav thing, the worse case scenario is that they would eliminate that portion of the cost. I don't see it as affecting the overall decision, yeah or nay. Betty Neville: O.K., that's what I was afraid of. No, all right. • Geof Huth: No, I don't see this happening. Especially, if you put it in the context of what you are trying to do and trying to, you know, improve access to records which is pretty much desperately needed, given your description. Betty Neville: The Town has taken a very big step in committing to spend this money for the upgrade to Laferfiche Rio, which was very difficult with budgets being what they are, as you know, but I mean, the reviewers won't say, "but, gosh you spent $75,000. on the Laserfiche upgrade, why can't you spend it on this, too? Geof Huth: Yes, but, you need to show support and you are showing support. And the other thing is you can't pay for everything. And the other thing with the GIS is that you are developing something new. , I would make those arguments. I think that is a reasonable argument to make. John Sepenoski: Now, what about, Betty, if we add this, are we going to be able to say it is "sole source"? Geof Huth: That's a good question. I don't know anything about DocuNav or its' functionality. What you could do is try to investigate it, and if you cannot find another • solution, then you could make the claim that it was "sole source" and you could also see if DocuNav is on state contract, you could check that out. You could do a few other things just • 13 • to see. But you might, some times you have to come down to the conclusion that it is "sole source" because you can't find anything else. But, if you did that, I would document what you did to try to identify other sources or other technological solutions that would be turnkey. Rather than, of course, starting from scratch yourself. Betty Neville: We will have to do a cost analysis of what it would cost to do it from scratch. John Sepenoski: That's going to be a total guess. I would have not idea of how to even document it. You almost would have to have the system in order to figure it out. Betty Neville: But, it would be a tremendous amount of work to develop it. John Sepenoski: I wouldn't even be able to guess. Maybe Anthony from General Code can give us some information on that. Geof Huth: Well, yes, because I would on chew on that a little bit. I have to do this all the time, too. Usually, if I bounce things aganst my head for a few days, I can come up with something. And in the end, some of the things are going to have to be at least, partially guess work, especially if you have not done it before. But, it has got to be a lot of outlay of time. I think you may have a case there, too. Betty Neville: O.K., what else? What other questions, John?, Can you think of any other questions you hae, Geof? Geof Huth: No, I went through mine. !have been thinking greatly hard. If I think of anything else, I will send you an a-mail. John Sepenoski: 1 can't think of anything else, right now. Betty Neville: Likewise, if you do, send Geof an a-mail. Geof Huth: Yes, and that will be fine. You know, I will look over things just a little bit, just to make sure I have not forgotten something, when we get off the phone. John Sepenoski: I think that is it, for now. Thanks for your help. Geof Huth: No problem, if I can help, this is some of the only little field work that 1 get to do any more. So, good fuck with this. Betty Neville: Well, thank you so very much, again. We really appreciate your help in answering our questions and guiding us here. • Geof Huth: No problem at all. 14 Betty Neville:_ O.K., we will see you, oh my gosh, in a few weeks. • Geof Huth: Oh, that will be great. Betty Neville: Time really flies! Geof Huth: Way too fast. Betty Neville: Thank you so much, Geoff. Geof Huth: No, problem, bye, bye. Bye John. John 5_ e~enoski: Take Care, thank you. This call ended at 2:43 P.M. John Sepenoski: So, I just think it is just mainly expanding in a few places, I don't think there are any major changes. 1 think we are going to have to add a little bit to the budget here because I just kept saying available on state contract. But, I guess 1 should change it to "available on state contract and therefore, three (3) quotes were not required. Betty Neville:_ You have to totally, you can't make an assumption. You have to totally state everything. You can't make an assumption that because it is in the book or needs assessment that they know what you are talking about. If you refer to a section in the needs assessment, you can't just say as per the needs assessment, you have to spell everything out and re-state it. You can't ever make that assumption, because there goes the credit out the window for that section, 5, 10, 15, 20, or 25 points, what ever it is. You have to totally explain yourself and lay it out and you know, if it helps, not only in one section, but if it helps to say the same thing in multiple sections you have to same the same things. You turn around cut and paste it and add it to other sections to make sure they undertand and have not forgotten. They are constantly saying to do this because it is like, they ae looking at this, the people who are reviewing it, they don't know a thing about us, or why we are doing anything that we are doing. You have to fully explain to them why we are making some of the choices we are making. Betty Neville: Now, this server is going to be a separate GlS server, separate from anything Lloyd is in charge of. You will be in charge of this one, right? John Sepenoski: So, you are not sending any back-ups tapes out for storage? • Betty Neville: Just my microfilm to "Perpetual Storage". ss • John Sepenoski: Then we will need to say that we are expanding on the contract and sending our back-up tapes, too. We will need to say we will take what ever steps necessary to maintain and upgrade the software. • PROJECT N/?RRATIVES ~ _ e r.. LGRMIF Narratives ~ `PC'fi'7'tt~w+ Page 1 of 46 Local Government Records Management Improvement Fund (LGRMIF) • Project Narratives Project Number 0580 -14 -4561 Institution Town Of Southold - Ia. Describe records management problem The Town of Southold has a population of approximately 23,175 and a land area of 53.7 square miles. The Village of Greenport is located wholly within the Town and has a population of approximately 3,500 and a land area of 1.2 square miles. The Town of Southold and Village of Greenport have a successful partnership in place to share Town and Village land management records with an integrated land/property management system which was implemented in 2009-2010 using LGRMIF grant funding and the Town's digital document management system implemented in 2001. In addition the Town provides tax assessment and tax billing services to the Village and has provided these services to the Village since 1989. The Town has also provided police services to the Village since 1994. The Town and Village have executed an inter-municipal records management agreement that confirmed ~d established a permanent relationship dedicated to the access, maintenance, retrieval and preservation of our records. A copy of this agreement is included as part of this application. The Town and Village are both subject to New York State Department of Environmental Conservation (DEC) Municipal Separate Storm Sewer System (MS4) requirements for storm water discharges. In 2012 the Town assisted the Village with stormwater retrofit plans required by the permit and began discussing a formal MS4 partnership to assist both municipalities with MS4 compliance and MS4 records management issues including map and spatial records required by the DEC. Records Management Problems: The Town has seen an increase in population of close to 11% over the past eight (8) years according to the United States Census Bureau. The Village has seen an increase in population of close to 5% over the past eight (8) years according to the United States Census Bureau. This increase in population has resulted in an increased number of inquiries to Town Hall and Village Hall for access to Town and Village records including GIS based records. This is the largest increase in the Town's population since 1980 and has resulted in increased workload for many departments including the Assessor's Office, Building Department, Highway Department, Public Works, Land Preservation, Planning Department, Police Department, Recreation Department, Tax Receiver, Town Clerk, Waste Management, and the Zoning Board. As the Town provides certain services for the Village (e.g., Police services, tax .assessment and billing), the Town and Village government employees are being asked to provide more services to more people each and every year with little to no increase in funding and/or staffing. This increased demand for services has placed increased demands upon our government to increase our capacity and develop new and better more efficient ways to manage and distribute our records to meet https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 2 of 46 these demands for access for our government employees and the general public. This shared records management LGRMIF application for this Enterprise Level GIS Records Management System is a prime example of our efforts to accomplish this. In the 2010-2011 Local Government Records Management Improvement Fund (LGRMIF) grant cycle, the Town of Southold and Village of Greenport received a cooperative grant from the LGRMIF to conduct a cooperative Geographic Information Systems (GIS) User Needs Assessment (UNA) for the Town and Village. As a result of the needs assessment, it was apparent that access to geographic records developed within both the Town and Village was very limited because the records were not being efficiently managed and maintained by municipal staff or distributed to end users including both municipal staff and the public due to the lack of the Town and Village having the appropriate information technology in place. Detailed Records Management Problems Access Retrieval Sharing and Maintenance Problems The Village has no ability to access or maintain GIS based and spatial Town and Village records such as tax assessment and billing, land use, storm water infrastructure data, trail systems, etc. that relate to Village properties because the Village lacks GIS softwaze. For the same reason the Town cannot share GIS records that it maintains with the Village. The Village currently relies on outside consultants and the Town to create geographic records such as Village zoning, land use and trail maps in paper, Adobe PDF or JPEG formats. When changes are made to such records they have to have updated copies created because they have no ability to maintain the records directly. This involves Village costs to pay the consultants or Town costs in staff time to update the records as well as Village costs in staff time to put the requests together and coordinate with the consultants and/or the Town. The Town has limited ability to access and maintain GIS based and spatial Town and Village records. This is limited to 10 employees using stand alone copies of MapInfo. Nine of the ten employees using MapInfo use the version of MapInfo available back in 2001 which lacks the ability to use any of the digital aerial sets available to the Town created since 2004. One uses the version available in 2010 which can use current digital aerial sets and therefore this employee is the only one with access to the digital aerial sets created since 2004. 41 Town and Village employees were identified in the GIS Needs Assessment completed in January 2011 as needing access to GIS based Town and Village records which means that 31 do not have access to them at all. This results in the users that have access to the GIS records having to not only handle their own duties but assist other employees that lack access to GIS records with retrieving GIS records in order for the employees without access to handle their duties. The Town and Village lack the ability to provide access to GIS based and spatial Town and Village records to the public. The Town's existing GIS abilities provided by Maplnfo do not include features allowing the public to access G[S records via the web. In addition, Maplnfo is a very technical +software package that would not be appropriate for the public to use for accessing records on the Town's public computer stations. This means that the Town employees with access to the GIS records often have to retrieve the records for the public. Since the employees with access to the GIS records are in https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 3 of 46 professional positions with higher level salaries such as Director of Planning, Land Preservation Coordinator, Senior Planner and GIS Coordinator the 'Down is spending much more than is necessary to provide basic access to the GIS records. Access Retrieval Disaster Management, Recovery and Preservation Problems The Village has records management issues with access, retrieval, disaster management, recovery and preservation of their sewer, water and electric utility records which consist of approximately 6500 hardcopy maps and sketches. Due to a shortage of space available to store these records centrally they are currently stored at multiple locations. These maps are only available on paper and there aze no duplicate copies so it may be necessary to visit multiple locations in order to retrieve the maps needed for particular jobs. The maps are only indexed by job number and not street address or tax parcel which results in additional time to find needed maps since the job numbers do not indicate the geographic area the maps apply to. Since the maps are only available in hardcopy form there is no way to query them by location. The lack of duplicate copies of these vital records is a flaw in the records preservation component of the Village's records management program since any sort of disaster at any of the locations the records are stored at could damage or destroy them with no ability to restore them. Even day to day usage of the records which includes bringing them out in the field and exposing them to the elements could damage or destroy them with no ability to restore them. Since the Village sewer system extends beyond the Village boundaries and services some sections of the Town, the Town also experiences the same issues noted above as the Village for this subset of the records since the Town has to rely on the Village to provide access to these records. The Town needs access to these records for both review purposes related to land use applications and overall Town planning purposes. An example of this being an issue is an incident where the Town needed maps of the Village's sewer system where it extended into the Town for aTown-wide planning study being conducted but the Town didn't receive the maps until after the study was completed. Access, Retrieval and Management Problems While the Town and Village have access to their land use based records such as building permits, subdivision approvals, variances and wetlands permits via the existing integrated land/property management and digital document management systems this access does not provide the ability to organize these records geographically and display the records with other spatial records available from the State, County and other agencies such as tax maps, aerial photography and wetlands maps. Land use based Town and Village records need to be accessed and retrieved within the geographic context of other such records in order for the records to be fully understood and in the case of new land use applications, reviewed comprehensively in the context of the Town and Village's zoning, comprehensive plans, Local Waterfront Revitalization Plans and overall community goals by both staff and the public. Currently this is done manually by reviewing the location of an application on the Town's Maplnfo to determine the tax map numbers of parcels in the area of the application that are then .researched in both the land/property management system and the digital document management system for other records related to past approvals, natural resources, easements, planning documents, etc. This process is very cumbersome and time consuming. It should be noted that since the Village does not have any GIS software at all that they have to rely on paper tax maps for the first step of this process https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/1/2013 LGRMIF' Narratives Page 4 of 46 making it even more cumbersome and time consuming for them. • Management Maintenance Retention Security and Control Problems The Town and Village lack the ability to efficiently manage their GIS based records at the enterprise level. The Town and Village do not have the ability to store their GIS based records in a consolidated database that would facilitate security, maintenance, retention schedules, management and control of the records and provide auditing abilities to track changes made to the database. The Town's current GIS functionality is limited to stand alone Maplnfo software that accesses individual GIS files located on multiple servers and PC workstations but cannot manage the GIS files as an enterprise level database. Maplnfo does not have the ability to track changes made to the records by individual users and security is limited to Microsoft Windows based security to provide broad edit and read only privileges. This causes problems with records being improperly edited with no way to track who was responsible for the edits. Currently GIS records are stored on three different servers as well as multiple PC workstations and organized in folders. The current organization of these records is inconsistent and inefficient as in some cases similar records end up being filed on different servers due to space limitations on the servers. This often causes confusion with users when they try to obtain historical information such as farmland inventory information and forget that the historical inventories are located on a different server than the current inventory. This often results in GIS records not being reviewed because the user did not check the right location or historic records being reviewed instead of current records because the user did not realize that more current records were available. All of this can lead to .poor decisions being made by the departments reviewing the applications. This protect is a high priority for the following reasons: 1. Immediate need for the preservation of paper maps of municipal infrastructures i.e. sewer water and electric. Maps are currently taken in the field to make inspections and notes are made on them. Bringing them out into the field could damage or destroy them with no ability to restore them. Any sort of disaster at any of the multiple locations the records are stored at could damage or destroy them with no ability to restore them. It is difficult to update, correct, or add to these paper maps. It is imperative these records be managed properly. 2. Reduced workforce The employee workforce has been decreased by 69 employees in 2012 through attrition and cut- backs. This will further adversely affect the quality of access and retrieval of records to constituents requiring information. https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 3/ 1 /2013 L LGRMIF Narratives Page 5 of46 • 3. Increased number of FOIL requests received Over the past three (3) years the number of foil requests received has increased for both the Town and Village of Greenport. More people are submitting requests for larger amounts of information with greater detail. It is estimated that the Town and Village process between 250 and 300 FOIL requests per month. "On January 3, 2012 Governor Cuomo signed Chapter 603, Assembly Bill A 72-B; Senate Bill S 3225-8 into law amending the Public Officers Law, in relation to requiring certain records which are the subject of o discussion conducted at an open meeting be made available to the public prior to or at the meeting". This new law is certain to further increase the number of foil requests to the Town and Village additionally in the coming months and years. ~4. 296 Property Tax Cap Legislation effective in 1012 Budget This legislation has adversely affected the ability of Towns and Villages to finance increased costs with Real Property Taxes. For the most part, labor costs and the price of goods and services have risen substantially more than 2% in 2012. Since the Town's ability to finance those additional costs through Real Property Taxes is limited, the Town has been forced to eliminate all but the most essential expenses and use reserve funds to finance operations. The long-term impact will probably be a shortage of funds to meet future town expenses, resulting in further cuts and reorganization of Town operations. 5. Consumer Price Index rate of inflation has been adjusted at 296 for 2012 In addition to the 2% Property Tax Cap, there is an additional 2% rate of inflation to deal with. Since the town's ability to finance these additional costs through Real Property Taxes is limited, the Town has been forced to eliminate all but the most essential expenses and use reserve funds to finance operations. The long-term impact will probably be a shortage of funds to meet future town expenses, resulting in further cuts and reorganization of Town operations. This will further burden the Town budget over and above the 2% property tax cap. • 6. No significant increase in Town revenues received from the County for "Interest and Earnings" and "Mortgage Tax" https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/l /2013 I,GRMIF Narratives Page 6 of 46 .Town "Interest and Earnings' revenue received in 2012 was $54,719.59 vs. the $ 65,505.12 in 2011. For the Town's share of "Mortgage Tax' paid by the County the Town received $989,153.86 in 2012 vs. $974,927.71 in 2011. In prior years ,real property taxes, together with these Interest and Earnings and Mortgage Tax payments received from the County comprised a large part of the Town's operating budget. The decline in Interest and Earnings and Mortgage Tax represented a substantial loss in the recent past and has adversely affected the Town's operating budget. 7. Increased regulatory requirements from GA58 related to asset management and the EPA and DEC related to M54 storm water management These Federal and State Mandates have placed a great financial burden upon the Town and Village without any source of funding or financial assistance the Town and Village must pursue GIS inventories and condition assessment of municipal assets resulting in the creation of GIS records and the need for improved management and access to these records. Failure of the Town or Village to comply with DEC MS4 requirements will result in heavy fines being leveled against the Town and/or Village. • Ib. Identify records involved 1 b Identify the specific records that will be involved and any previous Brant funded projects related to these records and this project. f 5 points) The Town and Village, as part of their 2009-10 LGRMIF grant award implemented a property information system that involved the following records: MU-I Schedule [847] -Real property history data file contained in taxation/assessment data system. MU-1 Schedule [657] -Building/property history data file contained in building/property history system MU-1 Schedule [663] -Planning action data file MU-1 Schedule [665] -Zoning action data file .The Town and Village, as part of their 2010-2011 LGRMIF grant award completed a GIS User Needs Assessment which forms the basis of this application. https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 7 of46 The list of all Town and Village G1S based and spatial records anticipated to be involved in the proposed project is included in the table below. Town/Village escription Date etention MU-1 Records ize (M = Record Set Schedule eiabytes, G gigabytes) Sewer, water and illage maps and 2012 ermanent [867], [188] 6500 aper only electric utility rawings of the sewer maps system (which extends into the Town), water ystem and electrical tilities. Seaview Bike esignated bike routes 2001 ermanent [904] 51 1 M Trails in the Town and Village Town Preserve reserve habitats 2010 ermanent [242] 24 0 M habitat types lassified by type Shoreline visual ictures and videos of 2008 ermanent [398] 6900 0 G inventory he Town's shoreline ith all structures keyed o GIS map ature Trails 11 nature trails within 2010 ermanent (398] 130 M he Town and Village Historic Mile ocation and pictures of 2010 ennanent [336] 23 0 M Markers ile markers on Society for the Preservation of ong Island Antiquities SPLIA) list Significant Trees ocations of all 2010 Permanent [242] 154 00 M significant, historic, rare, specimen trees with ttributes related to size. age and health. Covers oth the Town and illage. Land ocations of points 2010 ermanent [475] 50 1 M Preservation here photos for Photo Points asement monitoring ere taken for omparison to past https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=Hart 3/1 /2013 LGRMIF Narratives Page 8 of46 conditions Protected Lands 11 lands within the 2000 ermanent [475] 418 1 ] M own and Village that e considered preserved d not available for evelopment Protected Lands 11 lands within the 2001 ermanent [475] 463 11 M own and Village that re considered preserved d not available for evelopment Protected Lands 11 lands within the 2002 ermanent [475] 492 13 M own and Village that re considered preserved d not available for evelopment Protected Lands Il lands within the 2003 ermanent [475] 591 14 M own and Village that re considered preserved nd not available for evelopment Protected Lands Il lands within the 2004 ermanent [475] 622 12 M own and Village that re considered preserved nd not available for evelopment Protected Lands Il lands within the 2005 ermanent [475] 664 12 M own and Village that re considered preserved nd not available for evelopment Protected Lands ?1 lands within the 2006 ermanent [475] 729 14 M own and Village that re considered preserved d not available for evelopment Protected Lands Il lands within the 2007 ermanent [475] 747 13 M own and Village that • re considered preserved nd not available for evelopment https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 9 of46 Protected Lands Il lands within the 2008 ermanent [475] 776 13 M • own and Village that re considered preserved d not available for evelopment Protected Lands 1llands withinthe 2009 ermanent [475] 785 14 M own and Village that re considered preserved nd not available for evelopment Protected Lands 11 lands within the 2010 ermanent [475] 801 12 M own and Village that e considered preserved d not available for evelopment Protected Lands lllands within the 2011 ermanent [475] 817 12 M own and Village that re considered preserved nd not available for evelopment • Protected Lands 11 lands within the 2012 ermanent [475] 817 12 M own and Village that e considered preserved d not available for evelopment Farmland ands in active 2003 ermanent [398] 563 1 M Inventory griculture categorized y crop Farmland ands in active 2008 ermanent [398] 716 1 M Inventory griculture categorized y crop Farmland ands in active 2010 ermanent [398] 987 1 M Inventory griculture categorized y crop Fresh water n-house map of Town 2011 ermanent [242] 538 1 M wetlands nd Village fresh water etland areas • Tidal wetlands n-house map of Town 2011 ermanent [242] 92 1 M nd Village tidal etlands https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=Hart 3/] /2013 LGRMIF Narratives Page 10 of 46 Community Map of Town and 1998 ermanent [398] 685 10 M Preservation illage parcels eligible • Project Plan for preservation under real estate tax Community ap of Town and 2001 ermanent [398] 867 1 I M Preservation illage parcels eligible Project Plan for preservation under real estate tax Community ap of Town and 2003 ermanent [398] 827 13 M Preservation illage parcels eligible Project Plan or preservation under real estate tax Community ap of Town and 2005 ermanent [398] 840 13 M Preservation illage parcels eligible Project Plan or preservation under real estate tax Community ap of Town and 2006 ermanent [398] 947 11 M Preservation illage parcels eligible roject Plan for preservation under real estate tax • Community ap of Town and 2008 ermanent [398] 971 12 M Preservation illage parcels eligible Project Plan or preservation under real estate tax MS4 Catch nlets to Town's MS4 2010 ermanent [618], [904] 2139 08 M Basins (Municipal Separate Storm Sewer System). equired by EPA/NYS EC regulations. MS4 Illicit llicit connections and 2011 ermanent [618], [904] 102 150 M Discharges ischarges to the Town's MS4 with photos MS4 onnections between 2010 ermanent [618], [904] 1456 1 M Conveyances own MS4 elements. equired by EPA/NYS EC regulations. MS4 Outfalls own Outfalls to water 2010 ermanent [618], [904] 45 ] .2 G • odies with photos. equired by E..PA/NYS EC regulations. https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 1 1 of 46 MS4 Recharge MS4 Town recharge 2010 ermanent [618], [904] 130 142 M areas asins with photos. equired by EPA/NYS EC regulations. MS4 parking lots arking lots that are 2009 ermanent [618], [904] 21 1 M swept and must be eported as part of the oven's MS4 program oat ramps ublic and private boat 2004 ermanent [398] 29 I M amps within the Town d Village Marinas rivate marinas within 2004 ermanent [398] 51 1 M he Town and Village LWRP Reaches own Local Waterfront 2004 ermanent [398] 10 1 M evitalization Program LWRP) reaches defined sections of the own keyed to the WRP plan) • Estuary access ehicle, boat, pedestrian 2010 ermanent [398] 277 I M oints ccess points to the econic Estuary water odies within the Town d Village LISS Land and cover categories b 2011 ermanent [242] 1721 1 M Cover ype covering the Long Bland Sound Study area f the Town Agricultural ands enrolled in NYS 2012 ermanent [398] 537 1 M District gricultural District ematode reas subject to 2008 ermanent [398] 54 1 M Quarantine ematode quarantine Hamlets oundaries of the 2010 ermanent [398] 11 1 M amlets that comprise he Town and Village Hamlet Centers entral business areas o 2006 ermanent [398] 11 l M • he hamlets HALO zones Hamlet Locus Zones 2006 ermanent [398] 9 1 M (areas near the hamlet https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 12 of 46 centers for possible expansion of the amlets) Zoning own Zoning map as pe 2011 ermanent [648] 262 1 M hapter 280 of Town Code Planning ap depicting original 2011 ermanent [663] 948 1 M pprovals xtent of all Planning subdivisions, lot line hanges, set offs, site Tans, etc. Cell Towers 11 existing cell towers 20]0 ermanent [398] 20 1 M nd ranges with the own Docks I1 docks within the 2008 ermanent [398] 273 1 M own and Village Mosquito etland areas covered 2008 ermanent [242] ] I S ] M reatment areas y the Fishers Island osquito treatment rogram Sidewalk hazards ocations of hazardous 2010 ermanent [398] 100 0 M sidewalks with photos Geo Features ocal water body names, 2011 ermanent [398] 208 1 M oints, lighthouses, etc. Deer ocations and hunting 2010 ermanent [398] 58 1 M Management stations for Town's deer Program anagement program Police map reas including the 2001 ermanent [790] 86 1 M references illage of Greenport, efined in Town Police epartment's computer aided dispatch system to roup statistics. Bay to Sound ocations of existing 2012 ermanent [398] 120 1 M Project nd proposed trails and infrastructure forjoint ownNillage/County rail system located ithin the Town and illage https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 13 of46 Osprey nests Location of all osprey 201 1 ermanent [242] ] 80 1 M ests and nesting latforms in the Town and Village Real property ocations of real estate 2012 ermanent [847], [848] 25000 G sales, addresses, sales in the Town and holographs illage grouped by sale rice, mailing addresses, roperty photographs Moorings own approved 2004 ermanent [398] 262 1 M oorings otals 60728 7.8 G The Town has an extensive collection of GIS based and spatial records that it has obtained from other agencies such as Suffolk County, New York State, the Peconic Estuary Program, Audubon New York, Society for the Preservation of Long Island Antiquities, FEMA, Cornell Cooperative Extension, Suffolk County Water Authority, the Long Island Sound Study, United States Geographical Survey and the United States Fish and Wildlife Service. While these are not Town or Village records they are necessary to be included in the overall project as they provide the ability to overlay Town and Village GIS and .spatial records onto other records such as the County tax maps, New York State Wetlands and Peconic Estuary Watersheds to provide the ability to retrieve, access and manage Town and Village records in a geographic context. The following table lists these non-Town and Village records. Source Description ecords ize (M = egabytes, G = igabytes) Suffolk County Current tax map 19801 5 M Suffolk County Historic tax maps from 2000-2012 30000 151 M Suffolk County School Districts 1 M Suffolk County Fire Districts 8 1 M Suffolk County Special Groundwater Protection Areas 1 M Suffolk County ip Codes ]0 1 M Suffolk County Municipal boundaries 30 1 M Suffolk County Soil types 301 5 M https://eservices.nysed.gov/ldgrants/PrintAppServlet'?i=narr 3/1/2013 LGRMIF Narratives Page 14 of 46 Suffolk County Master preservation map 130 1 M Suffolk County Topo maps 388 5 M Suffolk erial photography (multiple years) 12252 12 G County/New York State Comell Cooperative istoric eelgrass beds 92 1 M Extension Comell Cooperative Eelgrass restoration sites 1 M Extension Comell Cooperative Existing eelgrass beds 70 1 M Extension ew York State Streets 227 88 M ew York State Critical Environmental Areas 3 M ew York State Significant Fish & Wildlife Habitats 2 4 M • ew York State EC 1974 Tidal Wetlands Inventory with 800 G aerials ew York State DEC Coastal Erosion Hazard areas 151 1 M ew York State DEC Natural Heritage Program maps 332 M ew York State DEC fresh water wetlands 40 1 M ew York State DEC shellfish closure areas 382 1 M ew York State DEC Water quality classifications 8 1 M ew York State EC Water body inventory 3020 ] 29 M ew York State DEC bird conservation areas 9 1 M ew York State OPRHP Archeological areas I S 1 M ew York State OPRHP Historic register 30 M • ew York State Open Space Conservation Plan 9 1 M Peconic Estuary Critical lands protection strategy 1968 5 M Program https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRM[F Narratives Page 15 of46 Peconic Estuary Critical habitats 17 1 M w Program Peconic Estuary uck habitats 6 1 M Program Peconic Estuary ardened shoreline 3811 1 M Program Peconic Estuary and cover 617 M Program Peconic Estuary ydrology 905 M Program Peconic Estuary Submerged aquatic vegetation 1418 1 M Program Peconic Estuary Groundwater contributing areas 1 1 M Program econic Estuary Benthic mapping 1300 127 M • Program Peconic Estuary MDL watersheds and subwatersheds 4 1 M Program udubon New York mportant Bird Areas 138 1 M FEMA Flood maps 12538 40 M Long Island Sound ong Island Sound Study area 1 1 M Study United States Fish ational Wetlands Inventory 659 14 M & Wildlife Service United States Fish each nesting species areas 5 1 M & Wildlife Service United States SGS Quad maps 129 M Geological Survey Suffolk County nstalled Water mains 983 10 M Water Authority Suffolk County Planned Water mains 3 1 M Water Authority https://eservices.nysed.gov/Idgrants/PrintAppServlet'?i=Hart 3/ 1 /2013 LGRMIF Narratives Page 16 of 46 Suffolk County Hydrants 849 1 M Water Authority Suffolk County Wells 0 1 M Water Authority Society for the Historic structures and places 87 M Preservation of Long Island Antiquities Totals 319543 16G Ic. Explain why funding is essential 1. c. Explain why funding from this grant program is essential to accomplishing the project. (For example explain whyyou need funding if you have Qreviously received funding for a similar project.) (5 points) With the economy faltering the past few years the Town has had to take serious measures to protect its taxpayers. These measures have included maintaining strict control over expenditures, using reserve fund monies and negotiating significant concessions from one of its two unions. As of January 1, 2012 the Town is required by New York State law to keep annual property tax levy increases to no more than 2% or the rate of inflation, whichever is less. This new requirement increases the burden on the Town to maintain strict control over its expenditures. As a result of these issues the Town Board has agreed to fund projects such as the one being applied for here only if the costs of the projects are significantly offset with grant funds. The Town has been unable to identify any other grant funding that would cover this project beyond the LGRMIF grant program, therefore without these funds the Town Board will not support moving forward with the project. The Town had been awarded a LGRMIF grant in the 2009-10 grant cycle for the implementation of a land management software product (Municity), which is similar to this project in the fact that software is being implemented to support the growth of our overall records management plan. This grant was done in cooperation with the Village of Greenport, however, the grant's focus was specific to supporting land based data and departments within the Town and Village and did not include GIS capabilities. The implementation of a shared enterprise GIS environment, while a software implementation, provides the foundation for managing and distributing spatial records throughout the entire Town and Village. Additionally, our GIS records implementation plan includes integration with the Town's land management software product implemented as a result of funds received from the 2009-10 grant cycle application. Ila. Intended results/anticipated benefits The overall intended result of this project is the implementation of a shared enterprise GIS records https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=Hart 3/ 1 /2013 LGE2M[F Narratives Page 17 of 46 management environment for the Town and Village tailored to meet their specific records management needs and resolve the existing issues identified as part of this application. This project will create a centralized GIS records repository that can be accessed by all Town and Village employees that need access to the GIS records. It will also create a web based interface that will allow the general public as well as employees to access the records from outside Town offices or at the Town's public computer terminals. The enterprise GIS records management environment will allow easy administration of access to the GIS records by allowing administrators to grant the appropriate access rights to the records and audit any changes made to the records. The result of this project will be to improve the Town's and Village's records management program with regards to accessing, retrieving, securing, controlling, managing, maintaining and preserving GIS based and spatial records. In addition these records management improvements will yield improved operational efficiencies, more effective decision making, increased collaboration among Town departments, and increased inter-municipal sharing between the Town of Southold and the Village of Greenport. Detailed Intended Results and Anticipated Benefits Intended Result: Creation of a shared enterprise level centralized GIS records management system. Anticipated Benefits: . Cost savings resulting from the shared environment. By implementing this project and having the Town handle the hardware and software necessazy as well as the administration of the records management system and providing secure access to the Village as per the recommendations of the GIS Needs Assessment the need for the Village to obtain, configure and maintain their own system is eliminated. Based on the costs to implement an enterprise GIS in a Village of similar size to the Village of Greenport this will result in a savings of approximately $40,000 in up front costs and additional savings in the overall administration of the system due to economies of scale moving forward. Will allow the ability to organize GIS records into a single database and group different records into logical categories making access and retrieval of these records much more intuitive to the end users. This will eliminate the issues caused by the current environment where GIS records are stored in multiple locations and users have issues finding them or forget that the records exist but in a different location. This in turn will reduce the time necessary to obtain the records needed and reduce the chances of the incorrect records being retrieved. . Will facilitate the ability to retrieve Town and Village records within the geographic context of the records based on their locations. This will streamline review of land use applications and planning studies by both staff and the public by presenting all relevant land use records necessary for the reviews or studies in one place and making it easier to understand the records within a neighborhood or regional areas. . Will allow records in the GIS database to be assigned the appropriate retention schedules and for staff to manage records retention accordingly. Will allow centralized administration of the GIS based and spatial records. This will facilitate secure access to the records, allow for appropriate editing and retrieval rights to be assigned to individual users, and provide auditing capabilities to track changes made to GIS records. .Provides the ability for the Town and Village to share GIS based records. Will allow the database to be backed up in one operation and eliminate the need for multiple backups currently required now due to the records being spread out over multiple servers and work stations. https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 18 of 46 . Allows the ability for users with the appropriate access rights to edit the records as needed in order to add additional/missing information and correct mistakes. . Cost and time savings in records retrieval and accuracy in conjunction with the web based viewer that is also an intended result of this project. Implementing this project will provide the ability to retrieve and access Town and Village GIS based records and integrate this with the land use/property management system and digital document management system so that the records can be reviewed in a geographic context making the information in the records much more valuable. As one example of the cost savings here the Town's Planning Department receives 250 requests for information related to their records per year. It takes an average of one hour per request to research and compile the information because the information is stored in different systems and not accessible via a central database. Assuming the cost savings noted for the web based viewer below for requests for records that do not require any actions by Planning staff will reduce the 250 requests to 50 that end up requiring Planning staff time, for instance to handle requests from members of the public without computer access or skills and providing the Planning Department access to Town and Village GIS records and integrating this access with the other existing records databases will reduce the research time per request to 15 minutes because the GIS will compile the records geographically. This would result in a time savings of over 37 hours per year. With a typical hourly pay rate including benefits of $50 for Planning staff this would result in a cost savings of over $1,850 per year. This means implementing the enterprise GIS records management systems and the web based viewer for providing public access would save a total of $11,850 per year for the Planning Department. Based on overall records activity in Town and Village departments as per the GIS Needs Assessment conducted, approximately 7,500 transactions occur each year that involve retrieving Town and Village records and evaluating these records with paper-based tax maps and/or aerial photography. Based upon 20 minutes per transaction, this equates to a total of 2,500 hours per year. By implementing a shared enterprise level GIS records management system as outlined in this application it is anticipated that the time to complete these tasks can be reduced by at least 50%. This equates to a total of 1,250 hours in time saved or approximately 0.65 Full Time Equivalents (FTE). Assuming an average salary of $40,000 per employee, this equates to a savings of approximately $26,000 per year. Intended Result: Creation of web based viewer to facilitate access to GIS based records for employees and the general public. Anticipated Benefits: . Allows the public direct access to Town and Village GIS based and spatial records . Reduces the need for and time spent by Town and Village employees to retrieve GIS based records for the public. As one example of the cost savings provided by a web based viewer, the Town's Planning department receives 250 requests for information related to their records per year. It takes an average of one hour per request to research and compile the information because the information is stored in different systems and not accessible via a central database. They estimate that approximately 80% of these requests are for very basic information and result in no further inquiries or assistance from Planning staff. With the information available directly to the public 80% of these requests would no longer need to be handled by Planning staff at all. This would result in a savings of 200 hours per year and assuming an average hourly rate including benefits of $50 for Planning staff would result in a savings of $10,000 per year. Similar savings would be realized in other departments as well. . Allows employees identitied in the GIS Needs Assessment as only needing the ability to access https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 19 of 46 but not edit GIS based records to access these records without the need for expensive GIS M software packages. Such software typically costs approximately $2500 per license and based on the GIS Needs Assessment 29 users fall into this category meaning the licenses would cost approximately $72,500. Based on estimates of the typical time needed to develoF web based GIS viewers this will cost about $15,000 in employee time assuming the development tools and services included in this application are implemented. This would result in a savings of $57,500. Ongoing maintenance costs would also be reduced compared to having to maintain software licenses and update software on multiple computers because the web based GIS viewer would be maintained by Town staff. . In conjunction with the centralized GIS records database that is another intended result of the project, allows employees and the public to access GIS based records and overlay them on other non-Town and Village GIS based records such as tax maps, aerials and wetlands maps and to display other Town and Village records from the integrated land use/property management system and digital document management system. This provides them the ability to access, retrieve and analyze the records in a geographic context. . All employees identified in the GIS Needs Assessment as requiring access to Town and Village records will have this access. . Should additional employees require access to GIS records in the future they can be granted access without the need to purchase any additional software since the web based viewer can be used with any standard web browser. Intended Result: Conversion of Village sewer, water and electric utility maps and sketches to digital, GIS and microfilm formats. Anticipated Benefits: . Will create backup copies of records for disaster recovery purposes in both digital and microfilm formats Will reduce the potential damage to the original paper records from day to day usage of the records by eliminating the need to bring the original records into the field . Allows the records to become part of the shared enterprise GIS records management environment that is also an intended result of the project Will allow the ability for the records to be updated, corrected and added to without the need for scanning paper records Will allow the ability to add new information to the GIS records such as information needed for MS4 compliance Will allow much easier and more efficient access to the records for both Village and Town employees Will allow the records to be indexed, searched and queried by multiple indices such as tax map number and street address allowing them to be retrieved more easily, quickly and accurately . Provides cost savings in records retrieval to the Village. The hourly pay rate of the users that access and retrieve these records is approximately $41 an hour. It currently takes 15 minutes to find and retrieve each map needed for a particular request. Between one and four maps are typically required per request and there are on average a total of 100 requests per year. It is anticipated that by converting these records to GIS format and providing access to them via the enterprise GIS these requests would only take approximately 1 minute to process. Assuming an average of two maps required perjob means that approximately $1900 per year would he saved in https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 20 of 46 retrieval costs. IIb. Contribution to development of records management program The Town of Southold has made significant progress with its records management program over the past ten (10) years, with the implementation of a digital document management system and an integrated land use/property management system. These systems both dramatically improved the Town's records management system. The Village has benefited from these projects as well since they were part of the integrated land use/property management system project and now also have access to the digital document management system via the web. However, the Town and Village have not yet addressed their records management needs in regards to spatial and GIS records. The development of a shared enterprise GIS environment will expand and enhance our records management program by providing the ability to manage, maintain and control GIS and spatial records. This ability will allow staff to better manage records and manage more records without needing additional staff or staff time to do so. In addition this environment will allow us to link location data to our existing electronic records and digital images and provide enhanced access to these records by displaying them geographically so that the records can be reviewed within the context of the surrounding azeas. The shared enterprise GIS environment will also provide the ability for the public to access and retrieve GIS and spatial records via the Internet without assistance from staff. w IIc. Contribution of Service to the public The shared GIS environment outlined in this application will improve the quality of services delivered to residents and increase overall efficiencies. Integrated within the workflow of the Town and Village's records management systems, an enterprise-focused GIS records management system provides tools to further goals toward services to the public. GIS technology, when effectively deployed within the Town's and Village's workflow, will provide the ability to analyze and present information spatially and visually, thereby increasing the effectiveness of the delivery of municipal services. Specifically, implementing the shared GIS environment as described in this application will improve local government services to the public as follows: The public will be able to retrieve information and records via the Internet without having to come to Town offices. The public will be able to retrieve information and records via the Internet on their own without the need for assistance from Town and Village staff. Reducing the amount of time that Town and Village staff spend on assisting the public with retrieving records will free up more time for staff to work on other tasks like reviewing and processing land use applications made by the public such as subdivisions, site plans and open space acquisitions which would reduce review and approval times for the applications and allow the public to receive their approvals faster. Easier access to GIS based and spatial records and the ability to view the records in a geographic https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Pagc 21 of 46 context via maps will allow the public to better understand the records they are viewing and therefore make better comments on land use applications that require public hearings which will allow the Town and Village reviewing boards/departments to make their approvals stronger. Reducing the amount of time that Town and Village staff spend retrieving records needed for reviews of land use applications made by the public which will allow applications to be reviewed and approved quicker. Eliminating mistakes made by Town and Village staff when reviewing land use applications made by the public due to using outdated records or not being able to find the relevant records which will reduce delays in approvals. Time saved by the Village retrieving their water/sewer/electric utility records and allowing them to respond to and resolve public complaints sooner. 3. Plan of Work (maximum 30 points) 3 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 coals are wattainable by 30 Lune 2013.(15 pointsl The Town, as the lead agency for this shared grant, will procure the required hardware and software and work with a GIS consulting firm to support the implementation of the shared enterprise GIS environment and provide training of Town staff. The GIS consulting firm is necessary for this project because the Town and Village do not have the expertise or staff resources to complete a project of this magnitude in-house. The following specific tasks will be executed by Town and Village staff and the GIS consulting firm: Conversion o/ all paper based Village sewer water aad electric utility records to GIS format The Town will use its existing digital document management system to scan, organize and index all of the Village's sewer, water and electric utility records. The Village will be able to access these scans via the Town's existing web based interface for the digital document management system. These scans will provide backup copies of the records should any of the original records be damaged or destroyed. These records will be backed up to tape following the Town's existing computer backup procedures for disaster recovery purposes. In addition the Town will microfilm the scans using their existing microfilmer and following NYS Archives standards. The tapes and microfilms will be stored off site at a location outside of the Northeastern Coast for disaster recovery purposes. The Town and Village will utilize digital copies of these scans to convert them to GIS records for inclusion in the centralized GIS database noted below by georeferencing the scans and then digitizing the spatial and attribute information included in the records. It should be noted that with the exception of the hardware, software and training being requested as part of this application, funds for the tasks related to this part of the blips://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 22 of 46 project are not being requested. While these are important elements of the overall project the Town and Village already have the ability to handle the scanning and microfilming and will gain the ability to convert the records to GIS format if this project is funded and will be handling these tasks without the need for funds from this grant. Deliverables: The following deliverables will be completed under this task: Digital images of Village's sewer, water and electric utility records indexed and stored in the Town's digital document management system Tape backups of digital images of Village's sewer, water and electric utility records Microfilm copies of the digital images of Village's sewer, water and electric utility records Digitized and georeferenced GIS format versions of the Village's sewer, water and electric utility records that will be loaded into the GIS database noted below Procure, Install and ConrQUre Required Hardware The Town of Southold will be responsible for procuring the required hardware as outlined in our grant application. These hardware items will be procured off NYS OGS contract or through a competitive bid process. Once procured, Town personnel, will be responsible for installing and configuring the hardware ~to meet the Town's standards as well as integrating the hardware into the Town's Wide Area Network. It is anticipated that all users at primary locations, secondary locations and the Village of Greenport will have secured access to the database server. The Town will work directly with Village of Greenport Information Technology resources to ensure a secure connection is established and operational. A database server and a network attached storage server for backups are being requested as per the needs assessment delivered in 2011. The Town's current servers are all dedicated to other applications and services and cannot accommodate the disk space needed for this project nor handle the additional applications required as part of this project. Deliverables: The following deliverables will be completed under this task: Procure Database Server and NAS, Rack Install and Configure Database Server, NAS, and Rack Integrate Database Server and NAS with Town's network Procure Required Non-G/S Software https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 23 of 46 The Town of Southold will be responsible for procuring the required non-GIS software items including ~Symantec back-up software. These sofrware items will be procured off NYS OGS contract or through a competitive bid process. Note that the Town is not requesting any funds for these items as part of this grant application as they are not eligible expenses under the grant but are necessary for the overall project. Deliverable: The following deliverables will be completed under this task: Procure Symantec back-up software Procure Required GIS and Database Software The Town's GIS Coordinator will procure the required GIS and database software identified in the GIS Needs Assessment. The GIS sofrware items will be procured off NYS OGS contract through Environmental Resource Systems Institute (ESRI), the industry leader in enterprise GIS software, and from a sole source application vendor. Note that the Town currently has 10 MapInfo users that will be upgraded to ArcGIS as part of this project. MapInfo is roughly the equivalent of the ArcView and ArcEditor ESRI products. The proposed project includes obtaining three concurrent ArcGIS licenses for the 10 MapInfo users instead of stand alone licenses. The Town acknowledges that replacing MapInfo for the 10 users is an upgrade, therefore the three concurrent licenses needed for ArcView and ArcEditor will be funded by the Town and are not included in the grant request. The ArcGIS for Server Enterprise Basic Edition is an advanced server based product necessary to provide the GIS records management abilities the Town and Village currently lack as described in this application and therefore is included in the funding request. ArcGIS For Server Enterprise Edition requires Micrsoft SQL Server 2012 which will be procured through NYS OGS contract or a competitive bid process. DocuNav GeoDocs is a software package that integrates ESRI's ArcGIS Server with the Town's existing Laserfiche digital document management system. DocuNav is currently the only vendor that has such a product and therefore, are a sole source. A letter confirming this is included in this application. The GeoDocs software is included in this funding request. Deliverable: The following deliverables will be completed under this task: Procure ArcGIS desktop software and ArcGIS for Server Enterprise Basic Edition. Procure Microsott SQL Server 2012. Procure DocuNav GeoDocs software Instal! and Conrgure G/Sand dntabnse Software, Administrative Training The Town's GIS Coordinator will be responsible for installing and configuring the GIS desktop software https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=Hart 3/ 1 /2013 LGRMIF Narratives Page 24 of 46 for the required users. A total of twelve (12) 1-own and Village employees will have GIS desktop software installed. A license manager with four (4) concurrent licenses (one for ArcInfo, two for ArcEditor and one for ArcView) will be installed and each desktop will be configured to access that license manager to obtain a valid desktop license. The Town's GIS Coordinator will install Microsoft SQL 2012 and ArcGIS Server Enterprise Basic Edition on the database server. ESRI will provide a customized training class for the GIS Coordinator in support of administering ArcGIS Server Enterprise Basic and MS SQL Server 2012. As ArcGIS Server Enterprise Basic integrates with SQL Server 2012 and includes a geodatabase structure, versions and security privileges, it is necessary For training in the use and operation of this product. As this software environment will be responsible for managing all the Town and Village spatial data, it is critical that the Town's GIS Coordinator has the appropriate training to administer this product. The training will include use and operation of ArcGIS Server Enterprise Basci; geodatabase concepts; loading data; managing storage; and administrating ArcGIS Server Enterprise Basic and MS SQL Server 2012. This training will facilitate implementing the recommended geodatabase identified in the GIS user needs assessment report. General Code, the regional reseller of the DocuNav GeoDocs application will work with the Town's GIS Coordinator to install and configure GeoDocs to provide the integration between ArcGIS and • Laserfiche. Deliverable: The following deliverables will be completed under this task: Install ArcGIS desktop software on twelve (12) computers. Install license manager and configure desktop sofware to access license manager. Administrative training for the Town's GIS Coordinator. Install ArcGIS Server Enterprise Basic and MS SQL 2012 on the database server. Configure ArcGIS Server Enterprise Basic and MS SQL 2012 to support recommended geodatabase. Install and configure DocuNav GeoDocs software Load Spatial Data The Town's GIS Coordinator will load all spatial data including the newly created Village sewer, water and electric utility records into ArcSDE and the configured geodatabase. The organization of spatial https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=Hart 3/1/2013 LGRMIF Narratives Page 25 of 46 records will be based upon a government geodatabase structure recommended as part of the GIS user needs assessment. The recommended governmental geodatabase structure is one that has been successfully implemented in many other municipal organizations and will enable easy access to spatial records. The recommended geodatabase structure organizes spatial records based upon functional categories. These categories include basemap, land records, public safety, environmental and infrastructure. This logical organization of data will increase the ability of Town and Village users to more easily access spatial records. The Town will take advantage of technical support available from ESRI as part of the software purchases, ESRI local government GIS online user communities and ESRI training included in this project to assist with and provide as much knowledge transfer during this task as needed. This support will enable the GIS Coordinator to become knowledgeable in the process of loading data and allow the Town and Village to become self-sufficient in future data loading efforts Deliverable: The following deliverables will be completed under this task: Implement governmental geodatabase design Load Town and Village spatial data into ArcGIS Server Enterprise Basic Load non-Town and village spatial data into ArcGIS Server Enterprise Basic • Training of the Town's GIS Coordinator Provide End-User GIS Training The GIS Needs Assessment identified 12 users who would benefit from the use of desktop GIS software. ESRI will provide two (2) end-user GIS training classes. These training classes will be offered to both Town and Village users by a certified ESRI desktop GIS instructor. The first end-user GIS training class will be a beginner level class that will provide the basics of the ESRI GIS desktop products to Town and Village users. This class will be offered to all Town and Village users that have been involved in managing spatial data within the Town or Village. The second end-user GIS training class will be an advanced level class that will provide more advanced training for Town and Village users. Ongoing training needs will be identified and funded by the Town and Village after the implementation has been completed. Deliverable: The following deliverables will be completed under this task: Beginner training class for ESRI GIS desktop software. Advanced training class for ESRI GIS desktop software. GIS Portal Development https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 26 of 46 The Towns GIS Coordinator will develop and implement a GIS portal. The GIS portal will serve as the central location for Town and Village employees to access GIS information, project descriptions, static maps, interactive maps, links to other GIS related information, and GIS data available. 1'he portal will be developed using the ESRI software acquired as part of this project. Deliverable: The following deliverables will be completed under this task: Development and implementation of a GIS Portal. GISApplieation Development The Town's GIS Coordinator will design and implement a GIS Viewer that contains all Town and Village GIS and spatial records as well as other agencies' GIS records the Town and Village have access to as outlined previously. Records from the centralized spatial data management system will be used to support this viewer. The GIS Viewer will also incorporate Town and Village land use records from the integrated land use/property management, digital document management and assessment systems. This viewer will provide access to aerial imagery and have measurement capabilities. This viewer will have standard mapping tools that include pan, zoom in, zoom out, print, identify, search by address, search by intersection and search by tax map number. The GIS Viewer will make available GIS and land based • records from both the Town and the Village where access to the data can be controlled by security privileges. This viewer will be accessible as a website eliminating the need for desktop GIS software for users that do not require advanced GIS capabilities. Deliverable: The following deliverables will be completed under this task: Extraction, Transformation and Load (ETL) routines and procedures for integrated land use/property management, digital document management and assessment records. Development and implementation of a GIS Viewer. 'The Town and Village will submit all required project reports and copies of any documentation to NYS Archives, which will conclude the project. The Town and Village are confident that the proposed project is of manageable scope, that it can be completed on schedule and that it will realize the anticipated benefits outlined within this grant application. To demonstrate the commitment by the Town to ensure the successful completion of this phase as well as future phases, the Town passed Resolution 2011-103 establishing a GIS Steering Committee with members recommended in the GIS user needs assessment. The Town and Village will conduct regular meetings in an effort to properly prepare for the initiation of this project. Copy is attached to this grant application. https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 27 of 46 The following schedule presents a reasonable timetable for successful completion of the proposed project before June 30, 2014. July 1, 2013 -August 31, 2013 -The Town will procure the required hardware and software as outlined in the grant application. July 1, 2013 -January 31, 2014 -The Town and Village will scan all of the Village's utility maps into Laserfiche and index them accordingly for retrieval. September 1, 2013 -October 31, 2013 -The Town will install and configure the required hardware and non-GIS software. November 1, 2013 -December 31, 2013 -The Town's GIS Coordinator will install and configure all the ESRI GIS software on the newly installed GIS hardware. The geodatabase design recommended in the GIS Needs Assessment will be implemented during this task and any security requirements will be configured to support the Town's and Village's needs. January 1, 2014 -February 15, 2013 -The Town's GIS Coordinator, with ESRI support, will load all • spatial records within the Town and Village into the centralized geodatabase. During this time, ESRI will provide the Town with the required administrative training. January 1, 2014 -January 31, 2014 -The Town will implement the required data back-up and maintenance procedures required to ensure all spatial data stored within the spatial database management software is properly backed up and available in case of a disaster. January 15, 2014 -March I5, 2014 -ESRI will provide beginner and advanced end-user training to identified Town and Village employees. January 15, 2014 -March 15, 2014 -The Town's GIS Coordinator and General Code will install and configure the GeoDocs software and set up the integration with Laserfiche. February 1, 2014 -June 30, 2014 -The Town and Village will convert the Laserfiche images of the Village's utility maps to GIS format using AreGIS Desktop and enter all attributes. The resulting GIS information will be loaded into the centralized geodatabase. February 1, 2014 -June 30, 2014 -The Town will develop the GIS Portal. The initial contents of the GIS Portal will be determined by the GIS Steering Committee and implemented as part of this task. February 1, 2014 -June 30, 2014 -The Town will develop and implement aweb-based GIS Viewer https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/1 /2013 LGRMIF Narratives Page 28 of 46 for the Town and V illage users. The task will include user acceptance testing and training for the end users at both the Town and Village. IIIa. Detailed outline/timetable for project The Town, as the lead agency for this shared grant, will procure the required hardware and software and work with a GIS consulting firm to support the implementation of the shared enterprise GIS environment and provide training of Town staff. The GIS consulting firm is necessary for this project because the Town and Village do not have the expertise or staff resources to complete a project of this magnitude in-house. The following specific tasks will be executed by Town and Village staff and the GIS consulting firm: Conversion of all paper based Village sewer water and electric utility records to GIS format The Town will use its existing digital document management system to scan, organize and index all of the Village's sewer, water and electric utility records. The Village will be able to access these scans via the Town's existing web based interface for the digital document management system. These scans will provide backup copies of the records should any of the original records be damaged or destroyed. These records will be backed up to tape following the Town's existing computer backup procedures for disaster recovery purposes. In addition the Town will microfilm the scans using their existing • microfilmer and following NYS Archives standards. The tapes and microfilms will be stored off site at a location outside of the Northeastern Coast for disaster recovery purposes. The Town and Village will utilize digital copies of these scans to convert them to GIS records for inclusion in the centralized GIS database noted below by georeferencing the scans and then digitizing the spatial and attribute information included in the records. It should be noted that with the exception of the hardware, sofrware and training being requested as part of this application, funds for the tasks related to this part of the project are not being requested. While these are important elements of the overall project the Town and Village already have the ability to handle the scanning and microfilming and will gain the ability to convert the records to GIS format if this project is funded and will be handling these tasks without the need for funds from this grant. Deliverables: The following deliverables will be completed tinder this task: Digital images of Village's sewer, water and electric utility records indexed and stored in the Town's digital document management system Tape backups of digital images of Village's sewer, water and electric utility records Microfilm copies of the digital images of Village's sewer, water and electric utility records Digitized and georeferenced GIS format versions of the Village's sewer, water and electric utility records that will be loaded into the GIS database noted below Procure. Instnll and Configure Required Hnrdware https://eservices.nysed.gov/Idgrants/PrintAppServlct?i=narr 3/l /2013 LGRMIF Narratives Page 29 of 46 The Town of Southold will be responsible for procuring the required hardware as outlined in our grant application. These hardware items will be procured off NYS OGS contract or through a competitive bid process. Once procured, Town personnel will be responsible for installing and configuring the hardware to meet the Town's standards as well as integrating the hardware into the Town's Wide Area Network. It is anticipated that all users at primary locations, secondary locations and the Village of Greenport will have secured access to the database server. The Town will work directly with Village of Greenport Information Technology resources to ensure a secure connection is established and operational. A database server and a network attached storage server for backups are being requested as per the needs assessment delivered in 2011. The Town's current servers are all dedicated to other applications and services and cannot accommodate the disk space needed for this project nor handle the additional applications required as part of this project. Deliverables: The following deliverables will be completed under this task: Procure Database Server and NAS, Rack Install and Configure Database Server, NAS, and Rack • Integrate Database Server and NAS with Town's network Procure Required Non-G1S Software The Town of Southold will be responsible for procuring the required non-GIS software items including Symantec back-up sofrware. These sofrware items will be procured off NYS OGS contract or through a competitive bid process. Note that the Town is not requesting any funds for these items as part of this grant application as they are not eligible expenses under the grant but are necessary for the overall project. Deliverable: The following deliverables will be completed under this task: Procure Symantec back-up sofrware Procure Required GIS and Database Software The Town's GIS Coordinator will procure the required GIS and database software identified in the GIS Needs Assessment. The GIS software items will be procured off NYS OGS contract through Environmental Resource Systems Institute (ESRI), the industry leader in enterprise GIS software, and https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 30 of 46 from a sole source application vendor. Note that the Town currently has 10 Maplnfo users that will be ~uPgraded to ArcGIS as part of this project. Maplnfo is roughly the equivalent of the ArcView and Arc Editor ESRI products. "fhe proposed project includes obtaining three concurrent ArcGIS licenses for the 10 Maplnfo users instead of stand alone licenses. The Town acknowledges that replacing Maplnfo for the 10 users is an upgrade, therefore the three concurrent licenses needed for ArcView and ArcEditor will be funded by the Town and are not included in the grant request. The ArcGIS for Server Enterprise Basic Edition is an advanced server based product necessary to provide the GIS records management abilities the Town and Village currently lack as described in this application and therefore is included in the funding request. ArcGIS for Server Enterprise Edition requires Micrsoft SQL Server 2012 which will be procured through NYS OGS contract or a competitive bid process. DocuNav GeoDocs is a software package that integrates ESRI's ArcGIS Server with the Town's existing Laserfiche digital document management system. DocuNav is currently the only vendor that has such a product and therefore, are a sole source. A letter confirming this is included in this application. The GeoDocs software is included in this funding request. Deliverable: The following deliverables will be completed under this task: Procure ArcGIS desktop software and ArcGIS for Server Enterprise Basic Edition. Procure Microsoft SQL Server 2012. • Procure DocuNav GeoDocs software Install and Conf~ure GIS and database Software, Administrntive Training The Town's GIS Coordinator will be responsible for installing and configuring the GIS desktop software for the required users. A total of twelve (12) Town and Village employees will have GIS desktop software installed. A license manager with four (4) concurrent licenses (one for Arclnfo, two for ArcEditor and one for ArcView) will be installed and each desktop will be configured to access that license manager to obtain a valid desktop license. The Town's GIS Coordinator will install Microsoft SQL 2012 and ArcGIS Server Enterprise Basic Edition on the database server. ESRI will provide a customized training class for the GIS Coordinator in support of administering ArcGIS Server Enterprise Basic and MS SQL Server 2012. As ArcGIS Server Enterprise Basic integrates with SQL Server 2012 and includes a geodatabase structure, versions and security privileges, it is necessary for training in the use and operation of this product. As this software environment will be responsible for managing all the Town and Village spatial data, it is critical that the Town's GIS Coordinator has the appropriate training to administer this product. The training will include use and operation of ArcGIS Server Enterprise Basci; geodatabase concepts; loading data; managing storage; https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 I,GRMIF Narratives Page 31 of 46 and administrating ArcGIS Server Enterprise Basic and MS SQL Server 2012. This training will facilitate implementing the recommended geodatabase identified in the GIS user needs assessment report. General Code, the regional reseller of the DocuNav GeoDocs application will work with the Town's GIS Coordinator to install and configure GeoDocs to provide the integration between ArcGIS and Laserfiche. Deliverable: The following deliverables will be completed under this task: Install ArcGIS desktop software on twelve (12) computers. Install license manager and configure desktop software to access license manager. Administrative training for the Town's GIS Coordinator. Install ArcGIS Server Enterprise Basic and MS SQL 2012 on the database server. Configure ArcGIS Server Enterprise Basic and MS SQL 2012 to support recommended geodatabase. Install and configure DocuNav GeoDocs software Load Spatial Data The Town's GIS Coordinator will load all spatial data including the newly created Village sewer, water and electric utility records into ArcSDE and the configured geodatabase. The organization of spatial records will be based upon a government geodatabase structure recommended as part of the GIS user needs assessment. The recommended governmental geodatabase structure is one that has been successfully implemented in many other municipal organizations and will enable easy access to spatial records. The recommended geodatabase structure organizes spatial records based upon functional categories. These categories include basemap, land records, public safety, environmental and infrastructure. This logical organization of data will increase the ability of Town and Village users to more easily access spatial records. The Town will take advantage of technical support available from ESRI as part of the software purchases, ESRI local government GIS online user communities and ESRI training included in this project to assist with and provide as much knowledge transfer during this task as needed. This support will enable the GIS Coordinator to become knowledgeable in the process of loading data and allow the Town and Village to become self-sufficient in future data loading efforts https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 32 of 46 Deliverable: The following deliverables will be completed under this task: Implement governmental geodatabase design Load Town and Village spatial data into ArcGIS Server Enterprise Basic Load non-Town and village spatial data into ArcGIS Server Enterprise Basic Training of the Town's GIS Coordinator Provide End-User GIS Training The GIS Needs Assessment identified 12 users who would benefit from the use of desktop GIS software. ESRI will provide two (2) end-user GIS training classes. These training classes will be offered to both Town and Village users by a certified ESRI desktop GIS instructor. The first end-user GIS training class will be a beginner level class that will provide the basics of the ESRI GIS desktop products to Town and Village users. This class will be offered to all Town and Village users that have been involved in managing spatial data within the Town or Village. The second end-user GIS training class will be an advanced level class that will provide more advanced training for Town and Village users. Ongoing training needs will be identified and funded by the Town and Village after the . implementation has been completed. Deliverable: The following deliverables will be completed under this task: Beginner training class for ESRI GIS desktop software. Advanced training class for ESRI GIS desktop software. GIS Portal Deve%ment The Town's GIS Coordinator will develop and implement a GIS portal. The GIS portal will serve as the central location for Town and Village employees to access GIS information, project descriptions, static maps, interactive maps, links to other GIS related information, and GIS data available. The portal will be developed using the ESRI software acquired as part of this project. Deliverable: The following deliverables will be completed under this task: Development and implementation of a GIS Portal. https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 33 of 46 GIS Application Development The Town's GIS Coordinator will design and implement a GIS Viewer that contains all Town and Village GIS and spatial records as well as other agencies' GIS records the Town and Village have access to as outlined previously. Records from the centralized spatial data management system will be used to support this viewer. The GIS Viewer will also incorporate Town and Village land use records from the integrated land use/property management, digital document management and assessment systems. This viewer will provide access to aerial imagery and have measurement capabilities. This viewer will have standard mapping tools that include pan, zoom in, zoom out, print, identify, search by address, search by intersection and search by tax map number. The GIS Viewer will make available GIS and land based records from both the Town and the Village where access to the data can be controlled by security privileges. This viewer will be accessible as a website eliminating the need for desktop GIS software for users that do not require advanced GIS capabilities. Deliverable: The following deliverables will be completed under this task: Extraction, Transformation and Load (ETL) routines and procedures for integrated land use/property management, digital document management and assessment records. • Development and implementation of a GIS Viewer. The Town and Village will submit all required project reports and copies of any documentation to NYS Archives, which will conclude the project. The Town and Village are confident that the proposed project is of manageable scope, that it can be completed on schedule and that it will realize the anticipated benefits outlined within this grant application. To demonstrate the commitment by the Town to ensure the successful completion of this phase as well as future phases, the Town passed Resolution 2011-103 establishing a GIS Steering Committee with members recommended in the GIS user needs assessment. The Town and Village will conduct regular meetings in an effort to properly prepare for the initiation of this project. Copy is attached to this grant application. The following schedule presents a reasonable timetable for successful completion of the proposed project before June 30, 2014. July 1, 2013 -August 31, 2013 -The Town will procure the required hardware and software as outlined in the grant application. July 1, 2013 -January 31, 2014 -The Town and Village will scan all of the Village's utility maps into Laserfiche and index them accordingly for retrieval. https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Yage 34 of 46 September 1, 2013 -October 31, 2013 -The Town will install and configure the required hardware and non-GIS software. November 1, 2013 -December 31, 2013 -The Town's GIS Coordinator will install and configure all the ESRI GIS software on the newly installed GIS hardware. The geodatabase design recommended in the GIS Needs Assessment will be implemented during this task and any security requirements will be configured to support the Town's and Village's needs. January 1, 2014 -February 15, 2013 -The Town's GIS Coordinator, with ESRI support, will load all spatial records within the Town and Village into the centralized geodatabase. During this time, ESRI will provide the Town with the required administrative training. January 1, 2014 -January 31, 2014 -The Town will implement the required data back-up and maintenance procedures required to ensure all spatial data stored within the spatial database management software is properly backed up and available in case of a disaster. January 15, 2014 -March 15, 2014 -ESRI will provide beginner and advanced end-user training to identified Town and Village employees. January I5, 2014 -March 15, 2014 -The Town's GIS Coordinator and General Code will install and configure the GeoDocs sofware and set up the integration with Laserfiche. February 1, 2014 -June 30, 2014 -The Town and Village will convert the Lase~che images of the Village's utility maps to GIS format using ArcGIS Desktop and enter all attributes. The resulting GIS information will be loaded into the centralized geodatabase. February 1, 2014 -June 30, 2014 -The Town will develop the GIS Portal. The initial contents of the GIS Portal will be determined by the GIS Steering Committee and implemented as part of this task. February 1, 2014 -June 30, 2014 -The Town will develop and implement aweb-based GIS Viewer for the Town and Village users. The task will include user acceptance testing and training for the end users at both the Town and Village. IIIb. Requirements of relevant project category General Category Requirements https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 35 of 46 Records Focus: The goal of this project is to develop a records managemeut system that has the ability to manage Town and Village records that are inherently spatial in nature. G1S is the appropriate tool to manage such spatial records efficiently and will allow Town and Village staff to access, create, share. and distribute digital geographic records based on the GIS user needs assessment completed in 2011. If funded, this project will greatly improve Town and Village records management practices by providing significant records management tools not currently in place. Adherence to Archives' Standards and Guidelines: In planning this project the Town and Village used the following resources: NY State Archives Publication #GIS03, Local Government GIS Development Guides. GIS User Needs Assessment funded by a previous LGRMIF grant. The Seven Attributes of an Effective Records Management Program NY State Archives publication #61. Imaging Production Guidelines. Guidelines for Ensuring the Long Term Accessibility and Usability of Records Stored as Digital Images NY State Archives publication #22. • Producing High Quality Microfilm Publication #9 NY State Archives and Records Administration. Managing Imaging and Micrographics Projects Publication #77 NY State Archives and Records Administration. Geof Huth, Director, Government Services, New York State Archives -several telephone consultations with GIS Coordinator John Sepenoski and RMO Elizabeth Neville. Lorraine Hill, Regional Advisory Officer (RAO), Region 10, Long Is?and (Nassau, Suffolk Counties) -Site Meeting and telephone consultations with RMO Elizabeth Neville. LGRMIF Grant Application Information Session 12/6/2012 at Hauppauge, NY. LGRMIF Overview Webinar 1/2/2013, Town Board meeting unable to attend. Shared Services LFGMIF Webinar 1/7/2013, attending conference, unable to attend. All State Archives standards will be followed for the implementation of this project and moving forward after the implementation is complete. Increased Capacity: Development of a GIS records management system will enable the Town and Village the ability to access, create, share, and distribute digital geographic records. Currently the "Town and Village have very limited capabilities in this regard as outlined in this application. This will greatly https://eservices.nysed.gov/]dgrants/PrintAppServlet?i=narr 3/1 /2013 LGRMIF Narratives Page 36 of46 enhance our capacity to manage records within both municipalities as well as provide us with the ability ~to more easily share information with each other as well as with other municipalities in our region. Intent and Ability to Maintain: A GIS Steering Committee that includes both Town and Village personnel has been created and will be responsible for implementing the recommendations put forth in the GIS user needs assessment and establishing and maintaining GIS policies and procedures. The GIS Steering Committee will also be responsible for review and maintenance of the GIS user needs assessment implementation plan as phases are completed. The Town has appointed a GIS Coordinator in the Land Management Coordination department who is responsible for all technical support related to GIS based hardware, software and data. The Land Management Coordination department's operating budget includes funds for training of the GIS Coordinator as well as other employees who may require GIS related training and such training will be conducted on an as needed basis moving forward. The Town and Village will continue to budget funds to keep its hardware and software up to date as new technologies and upgrades become available. Should the need arise in the future to convert any GIS records to other formats due to new technologies that are developed the GIS Coordinator will handle these conversions, as they have since the Town first • began using GIS technology in 1997. The Town and Village Records Management Officers will continue to be responsible for overseeing the GIS records from a records management perspective and will establish the appropriate retention and disposition schedules, disaster recovery procedures, security, etc. that will be implemented by the GIS Coordinator. Supporting Documentation: All supporting documentation necessary to justify the needs and costs associated with successfully implementing this project has been included in this application. This includes the GIS user needs assessment conducted in the 2010-11 grant cycle, the Town's Request for Quotes (RFQ) and RFQ responses and qualifications of relevant personnel assigned to implement the project. Category: Geographic Information S, s All applications for funding to implement a GIS must be for Shared Services proiects: The implementation of a shared enterprise GIS environment as per the recommendations of the GIS user needs assessment involves both the Village of Greenport and Town of Southold. Having both the Town and Village participating with the Town providing and maintaining ongoing hardware and software systems for the Village to use constitutes a shared project. The Town and Village have executed a formal inter-municipal agreement documenting this records management relationship. https://eservices.nysed.gov/Idgrants/PrintAppServlet'?i=narr 3/ 1 /2013 LGRMIF Narratives Page 37 of 46 Fully explain why your government needs GIS and specific GIS applications: The Town and Village records that are the focus of this grant application are inherently spatial in nature. Due to this fact a GIS is the appropriate application of technology needed for managing these records. This is supported by the GIS Needs Assessment completed in 2011 and funded by a previous LGRMIF grant and included as an attachment to this application. The implementation of a shared, centralized GIS will properly organize GIS spatial records which can then be managed by industry-standard GIS software and accessed through GIS software and the web as described previously in this application. A GIS will enable Town and Village staff to access, create, share and distribute digital GIS records more efficiently and effectively thus providing better levels of service to the public. Specific Geographic Records Involved: The specific geographic records involved in this proposed project are outlined in section 1 b of this application. Imagine Component: Although imaging is a component of the overall project as it will be the first step taken in order to digitize the Village's sewer, water and electric utility records, the Town and Village will be handling this part of the project using their existing systems and staff and are not including this as part of this grant funding request. IIIc. Responsible parties and qualifications As the lead agency for this shared services grant application, the Town and Village have designated Elizabeth Neville Town Clerk/Records Management Officer as project manager. The project manager will oversee all aspects of the project for compliance with the NYS Archives Local Government GIS Development guidelines as well as the specific implementation details of this project. The Town's Records Management Assistant will be responsible for providing training to Town and Village personnel in the use of the Town's scanners for the scanning of the Village's paper sewer, water and electric utility records into the Town's digital document management system. They will also be responsible for setting up the folders and index templates for these documents and for microfilming them upon completion of the scanning. Town and Village personnel under the supervision of the Records Management Officer and Records Management Assistant, will be responsible for scanning and indexing the Village's paper sewer, water and electric utility records into the Town's digital document management system and for microfilming these records when the scanning is complete. The Town's GIS Coordinator will be responsible for configuring ArcGIS Desktop to facilitate the conversion of the scanned images of the Village's sewer and electric utility records to GIS format. In addition they will provide training to Town and Village personnel in the conversion process and conduct quality control of the work as it is completed. Town and Village personnel will be responsible for converting the digital images of the Village's water, https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=Hart 3/1/2013 LGRMIF Narratives Page 38 of 46 sewer and electric utility records to GIS format. The Town's GIS Coordinator will be responsible for procuring, installing and configuring all hardware and software components associated with the shared enterprise GIS environment. The Town's GIS Coordinator will be responsible for developing the GIS Portal. ESRI will be responsible for providing training using certified trainers in the use and administration of the ESRI products included in the project as well as supporting the GIS coordinator in installing and configuring the GIS server and database sofware and the desktop software for the required users. General Code will be responsible for working with the Town's GIS Coordinator on the installation and configuration of the GeoDocs software to integrate the existing digital document management system with the new enterprise GIS. The Town's GIS Coordinator will be responsible for the loading of the spatial data with assistance from ESRI as needed. • The Town and Village will support the project by providing staff, including the GIS Coordinator and monetary resources necessary for the timely completion of all tasks. Resources provided by the Town and Village will include responses to inquiries necessary for the timely completion of project deliverable and project oversight to ensure timely completion of each grant deliverable and final report preparation. The Town's Supervisor, Mr. Scott Russell, is identified as the Chief Administrative Officer and the government leader for this project. Resumes of Town staff have been included for review as attachment to this LG-NA form. 4. Local Government Contributions (maximum 10 pointsl 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 funded by the LGRMIF do not constitute local support. https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 39 of 46 IVa. Contributions demonstrated The Town of Southold and Village of Greenport's commitment to records management is a permanent formal arrangement which will only flourish and continue under this project. The project will result in the implementation of a shared enterprise GIS environment which will enable the Town and Village to increase the access of relevant Town and Village records. The Town and Village will contribute to the project in the following ways: . The Town's RMO will serve as the project manager for the project. The Southold Town Clerk, RMO contributes a minimum of one third of her time to records management. This equates to a contribution to this project of a minimum of $31,666.67 Town and Village staff will handle the initial scanning and indexing of the Village sewer, water and electric utilities maps and sketches. It is estimated that including document preparation 20 maps can be scanned in one hour. With 6500 maps to scan this means that Town and Village staff will need 325 hours to complete the scanning. At a typical wage for clerical staff of $30 per hour this equates to a contribution of $9750 towards the project. It is estimated that the data entry required for the indexing of the maps will take approximately 2 minutes per map or a total of 13000 minutes or 216 hours. At the same clerical rate of pay this equates to a contribution of $12,960. • . Town and Village staff will handle the microfilming of the digital copies of the Village sewer, water and electric utilities maps and sketches and the Village will pay For the microfilm and development of the microfilm. It is estimated that it will take thirteen rolls of film with costs to purchase and develop the film being approximately $390. Staff will require approximately 8 hours to prepare and process the images at a salary rate of $30 per hour or $240. This represents a total contribution of $630. . Town and Village staff will be converting the digital images of the Village's sewer, water and electric utilities maps to GIS format. It is estimated that the Town's GIS Coordinator will require one week to configure the GIS sofware to facilitate the conversion of the digital images to GIS format and train other staff in the conversion process. At a pay rate of $73 per hour this equates to $2900 of Town contribution to the project. It is estimated that staff will require approximately 2 minutes per map to digitize the information and enter attribute information into the GIS database. At $30 per hour this equates to an additional contribution of $6500 in Town and Village staff time. . Town and Village staff will be attending all necessary training sessions for the new system. .The Town's GIS Coordinator will be actively participating in the project by ordering, installing and configuring GIS software, converting GIS records from Maplnfo to ESRI format, loading the GIS records into the centralized database, developing the public web portal and GIS viewer and https://eservices. nysed.gov/Idgrants/PrintAppServlet?i=Hart 3/ L/2013 LGRMIF Narratives Page 40 of 46 providing support for end users. It is estimated that the Towns GIS Coordinator will be spending at least one-third of their time on this project. With the project scheduled to take one year this equates to $32,000 of salary dedicated to this project based on the GIS Coordinator's current annual salary. . The Town's GIS Coordinator will handle ordering the hardware necessary for the project and performing the initial set up of the hardware. . The Town will be purchasing the ESRI software licenses necessary to replace the 10 Maplnfo licenses currently being used as well as the server backup software at an estimated cost of $13,000. The Southold Town Boazd adopted a capital budget item for 2013 in the amount of $73,019.00 for an upgrade to their current digital imaging system for Laserfiche Rio Suite which will further enhance and increase their records management capacites and access to records. Although this expenditure will create a substantial impact on the town budget and be a financial hardship, the Town Board is firmly commited to this software upgrade in 2013 and to records management in general. They recognize the importance and benefits of providing access to records in the fastest most efficient manner possible to both our municipal employees and the general public. o The 2013 budget line for records management is $102,750.00 which includes personal • services and contractual expenses. o The 2013 budget line for GIS Coordinator is $102,750. Which incluces personal services, equipment and contractual expenses. . The 15 member GIS Steering Committee consisting of Town and Village employees will meet as needed to discuss any issues related to the implementation of the project and recommend solutions. IVb. Program Maintenance To support future phases of the GIS records management implementation plan, the Town has initiated capital budget projects for 2013 and 2014. The funds available in these capital budget projects will be used to effectively support GIS records management in the near future and ensure the success of GIS records management over the long term. Future capital budgets will be established to upgrade, maintain and keep current all records management systems as hardware and software upgrades become available. https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF' Narratives Page 41 of 46 Operating budgets will be used to fiord ongoing maintenance costs of the hardware and software used for the Town and Village records management systems anticipated as part of this grant application and already in place outside of this application. The Town/Village GIS Steering Committee will be responsible for making recommendations on budget, staffing and priority projects to the Town Board and Village Trustees. This includes the continued review and update of the GIS implementation plan derived from the GIS user needs assessment. Should the need arise in the future to convert any GIS records to other formats due to new technologies that are developed the GIS Coordinator will handle these conversions, as they have since the Town first began using GIS technology in 1997. This will also be the case should there be the need to convert any non-GIS records to new formats. The Town has appointed a GIS Coordinator who has been working with GIS since 1997 and will be in charge of all GIS related software, hardware and databases including the proposed project. The Town will continue to maintain and use its digital document management system that has been in place since 2001. The Town's GIS Coordinator will continue to handle technical support for this system and capital budget funds have been established to upgrade and expand this system as needed. The Village will continue to have access to this system via the web. • The Town will continue to maintain and use its land use/property management system that has been in place since 2010 and provide access to this system to the Village. The Town has a Records Management Officer and Records Management Assistant and the Village has a Records Management Officer who will continue to implement the Town and Village's records management programs. The GIS Coordinator, Town Records Management Officer, Village Records Management Officer as well as all other departments will continue with our existing records management standards and procedures and will be working the new G[S related standards as outlined in this grant application into our normal work routines. The Town's GIS Coordinator, Land Preservation Coordinator, Planning Director and their respective staff as well as Village staff will be responsible for updating and maintaining GIS records. The Town Clerk/Records Management Officer is currently working with "Escrow Associates, Inc." to assure that all source codes for all town software are in order and insured for use should the need arise in the future. The Town Clerk/Records Management Officer nas worked with the Town Attorney's Office and Information Technology Department and is nearing implementation of a "Records Confidentiality and Security Policy" for all town employees. https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRM[F Narratives Page 42 of 46 1~raining funds will be budgeted for in the operating budgets to provide ongoing training of employees in all of the records management systems, procedures and policies. In addition, experienced Town staff will be available to train new staff as necessary. Professional Salaries Support Staff Salaries Equipment All items included in this project budget were recommended in the GIS User Needs Assessment delivered to the Town and Village in January 2011 as part of a previous LGRMIF grant. However, specific software releases and hardware model numbers have been updated where newer releases and models have been released since January 2011 in order to • obtain current software and hardware. The. items included in this budget are the current equivalents to what was included in the GIS UNA. Dell PowerEdge R515 Server The Town has standardized on Dell servers for enterprise level server systems. Anew server is necessary for this project because all of the Town's existing servers were designed and sized to handle other specific applications and do not have the space or power to handle an additional enterprise level GIS records management database. This server has been designed to handle the anticipated space and loading requirements needed to implement the enterprise level GIS records management system recommended as part of the GIS i1NA and being applied for as part ofthis grant application. The pricing ofthis server is based on New York State Contract #PT64100 pricing so three quotes are not required for this application and one quote is included as part ofthis application. Minor Remodeling Purchased Services Training https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 43 of 46 Training is essential to guaranteeing the success of any GIS records management initiative and was recommended in the GIS UNA. The training included in this project for the ESRI ArcGIS software is available from ESRI on the New York State contract # PT63832. Because this is available on the State contract three quotes are not required for this application. An RFQ and training quote are included as part of this application as per the grant requirements for Purchased Services. The following specific training courses are included as part of this application: ESRI Training ArcGIS I Introduction to GIS This training will cover a basic introduction to ArcGIS Desktop for the 12 employees identified in the GIS UNA as having the need for the ArcG15 Desktop software. Topics will include basic records inquiry; layering map records; creating prints; etc. This training will give the employees involved the skills necessary to perform basic GIS records management and retrieval tasks required as part of their work duties as per the GIS UNA. ESRI Training ArcGIS 2 Essential Workflows This training will cover more advanced topics for the 12 employees identified in the GIS UNA as having the need for the ArcG15 Desktop software. These topics will include workflows necessary for querying records; extracting records and creating reports; updating records; creating new records; etc. This training will give these employees more advanced GIS records management skills that are typically • required for their duties as per the GIS UNA. ESRI Training Building Geodatabases This training will be for the Town's GIS Coordinator and will focus on the skills necessary for creating geodatabases to manage and allow access to Town and Village spatial records. This training will be applied by the Town's GIS Coordinator in the initial set up and loading of the geodatabase following the recommendations of the GIS UNA and for maintenance purposes of the geodatabases moving forward. ESRI Training Configuring & Managing Multiuser Databases This training will be for the Town's GIS Coordinator and will focus on the configuration and management of multiuser geodatabases in order to facilitate the management of GIS based records. It will include instruction in both ArcG15 Server for Enterprise Basic and Microsoft SQL 2012 and will be applied in the initial set up and loading of the enterprise geodatabase as per the recommendations in the GIS UNA. It will also be used moving forward for the maintenance and expansion of the enterprise level geodatabase. Purchased Services - BOCES https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 LGRMIF Narratives Page 44 of 46 Supplies and Materials All items included in this project budget were recommended in the GIS User Needs Assessment delivered to the Town and Village in January 2011 as part of a previous LGRMIF grant. However, specific software releases and hardware model numbers have been updated where newer releases and models have been released since January 2011 in order to obtain current software and hardware. The items included in this budget are the current equivalents to what was included in the GIS UNA. GXT3 UPS (Uninterruptable Power Supply) The Town's standards for setting up enterprise level servers include connecting all servers to UPS units to prevent down time and protect the servers and their data from power outages and spikes. The focus of this project is an enterprise level records management server that will manage GIS based records and a UPS is necessary to ensure availability of these records to employees and the general public. This UPS unit is available from Dell off the New York State Contract #PT64100 so three quotes are not required for this application and one quote is included as part of this application. Dell PowerEdge Rack The Town has standardized on rack mounted servers in order to conserve space in its server room and requires a new rack for the Dell PowerEdge R515 Server and Buffalo Terastation Network Attached Storage Server needed for this project as the Town's other rack is currently full. The rack is available on New York State Contract #PT64100 so three quotes are not required for this application. and one quote is included as part of this application. ArcGIS Server for Enterprise Basic In order for the Town and Village to successfully implement the shared enterprise level centralized GIS records management system that is the subject of this application the GIS UNA recommended standardizing on ESRI 615 software products. The ESRI product suite is a powerful toolset that includes desktop mapping products ,web based mapping solutions and spatial database products. ESRI also offers many local government templates and applications through their online user groups that are available for free and that will reduce the need for the Town and Village to hire consultants to develop geodatabases and applications or spend time developing these items in-house. ArcG15 Server for https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 3/1 /2013 LGRMIF Narratives Page 45 of 46 Enterprise Basic is the server product offered by ESRI that will provide the functionality required to implement the project that is the subject of this grant application. This software is available on the New York State contract # PT63832 so three quotes are not required for this application and one quote is included as part of this application. Microsoft SQL Server 2012 This is an industry standard database server software package that is required to implement ESRI's ArcG15 Server for Enterprise Basic and noted in the GIS UNA. The Town obtained three quotes for this software and included the lowest of the quotes in this budget. Copies of these quotes are included as part of this application. DocuNav GeoDocs Software DocuNav offers software called GeoDocs that integrates Laserfiche, which the Town and Village use for their digital document management system, with ArcG15 Server, which is being requested as part of this application. This software will allow land use records stored in Laserfiche to be retrieved via a GIS interface using the enterprise GIS records management system that is part of this application. This will allow the Town and Village to retrieve records within their geographic context, one of the records management enhancements identified as part of this proposed project. This software is not currently available on New York State contract. The Town attempted to find other vendors that offered a similar product but was unable to find any. Laserfiche was contacted and they confirmed that that DocuNav is • currently the only vendor that has software that provides integration between Laserfiche and ArcGIS. Since DocuNav is the only company that currently offers this integration they are asole-source vendor so three quotes are not required for this software as part of this application. Documentation confirming the sole-source status of DocuNav and a quote for the software are included as part of this application. Buffalo TeraStation Network Attached Storage Given the shared enterprise level centralized GIS records management system proposed in this application coupled with the large amount of historical imagery, LiDAR, and oblique imagery currently available as well as anticipated in the future, a NAS (Network Attached Storage) server was recommended for back-up purposes in the GIS UNA. This will allow the Town to back-up all data to the NAS as opposed to a more costly solution that involves a tape drive and multiple back up tapes and facilitate faster restores when necessary. Based upon the Town standards in place for back up systems the Buffalo TeraStation III Rackmount NAS is a cost effective back up solution. Three quotes were obtained for this and the lowest quote was used for the budget. Copies of these quotes are included as part of this application. https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=narr 3/ 1 /2013 L,GRMIF Narratives Page 46 of 46 DocuNav GeoDocs Software DocuNav offers software called GeoDocs that integrates Laserfiche, which the Town and Village use for their digital document management system, with ArcGIS Server, which is being requested as part of this application. This software will allow land use records stored in Laserfiche to be retrieved via a GIS interface using the enterprise GIS records management system that is part of this application. This will allow the Town and Village to retrieve records within their geographic context, one of the records management enhancements identified as part of this proposed project. This software is not currently available on New York State contract. The Town attempted to find other vendors that offered a similar product but was unable to find any. Laserfiche was contacted and they confirmed that that DocuNav is currently the only vendor that has software that provides integration between Laserfiche and ArcG15. Since DocuNav is the only company that currently offers this integration they are asole-source vendor so three quotes are not required for this software as part of this application. Documentation confirming the sole-source status of DocuNav and a quote for the software are included as part of this application. Travel Employee Benefits • Final Project Narrative https://eservices.nysed.gov/ldgrants/PrintAppServlet?i=narr 3/ ] /2013 -.....,-f- m-~.,..~.~.,~. .~.¢a, PROJECT BUDGET LGRMIF Project Budget Page 1 of 3 • Local Government Records Management Improvement Fund (LGRMIF) Project Budget Project Number 0580 -14 -4561 Institution Town Of Southold - Professional Staff Expenses Name Position/Title Rate of Pay Hours Worked $0.00 0.0 Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 $0 $0 Professional Staff Totals Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved 0 $0 $0 $0 $0 Support Staff Expenses • Equipment Expenses Quantity Description Unit Price Vendor 1 Dell Power Edge $9,648.00 Dell Server R515 Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $9,648 $0 $0 $0 Equipment Totals Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved 0 $9,648 $0 $0 $0 Minor Remodeling Purchased Services Expenses Service Type Service Provider/Name of BOCES Calculation of Cost Consulting/Training ESRI 88 hours @ $302.42 per hour Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved • $0 $23,613 $0 $0 $0 Purchased Service Totals Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved https://eeervices.nysed.gov/ldgrants/PrintAppServlet?i=budget&a=false 3/1/2013 LGRMIF Project Budget Page 2 of 3 0 $23,613 $0 $0 $0 • Purchased BOCES Services Expenses Supplies, Materials Expenses Quantity Description Unit Price Vendor GXT3 1000RT120 1 1000 VA $660.60 Dell Rack/Tower UPS Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $660 $0 $0 $0 Quantity Description Unit Price Vendor 1 PowerEdge Rack $2 749.01 Dell 4220 Deep Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $2,749 $0 $0 $0 Quantity Description Unit Price Vendor • 1 Arc GIS Server $g 160.00 ESRI Enterprise Basic Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $8,160 $0 $0 $0 Quantity Description Unit Price Vendor Buffalo *TB TeraStation III 1 Rackmount NAS $1,275.09 B & H Network Hazd Drive Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $1,275 $0 $0 $0 Quantity Description Unit Price Vendor SQLSVRSTDCORE 1 2012 ENG OLP $2,598.76 TECH DEPOT 2LIC Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $2,598 $0 $0 $0 Quantity Description Unit Price Vendor 1 DocuNav/GeoDocs $15,800.00 General Code • Sofrwaze Publishers Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $15,800 $0 $0 $0 Supplies, Materials Totals https://eeervices.nysed.gov/ldgrants/PrintAppServlet?i=budget&a=false 3/1/2013 LGRMIF Project Budget Page 3 of 3 Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved 0 $31,242 $0 $0 $0 Travel Expenses Employee Benefit Expenses Name Benefits Percentage 0 Inst'1 Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 $0 $0 Employee Benefits Totals Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $0 $0 $0 $0 Grand Total Inst Contrib. AmtRequested AmtAwarded ExpSubmitted ExpApproved $0 $64,503 $0 $0 $0 https://eservices.nysed.gov/Idgrants/PrintAppServlet?i=budget&a=false 3/1/2013 V~1~! QUOTE FORA LGRMIF Vendor Quote Form Page 1 of 1 • Local Government Records Management Improvement Fund (LGRMIF) Vendor Quote Form Project Number 0580 -14 -4561 Institution Town Of Southold - Vendor note Form Description of Item Preferred Sole Quoted Selected Vendor or Service Contract# Vendor Source LGPR Price Quote Vendor S LSVRSTDCORE C-3~ TECH DEPOT 2012 eng olp 2LIC 3~u~5 false false false $2,598.76 false Server DocuNav GeoDocs Software 5~~~,r~ false false false $15,800 false Solutions o Dell/ASAP Dell Power Edge R515 ~~S(~- false false false $9,648.99 false Software Inc. Server Environmental Systems Consulting/Training ~.v~ false false false $23,613, false Research Services Institute, Inc. Dell/ASAP GXT31000RT120 C~ Softwaze Inc. 1000 VA Rack/Tower false false false $660.60 false UPS Dell/ASAP PowperEdge Rack 4220 C..~~~T false false false $2,927,Ap false Softwaze Inc. Dee Environmental GIS2208 ArcGIS Systems Server Enterprise false false false $8,160, false Institute, Inc. Basic Buffalo 8 TB B & H Photo & TeraStation III false false false $1,275.09 false Video RackmountNAS Network Hard Drive https://eeervices.nysed.gov/]dgrants/PrintAppServlet?i=vq 3/1/2013 r PROJECT BUDGET SUi1~MAk`Y F~-29 , FS-20 Fonn Page 1 of 2 The University of the State of New York PROPOSED BUDGET SUMMARY FOR A • THE STATE EDUCATION DEPARTMENT FEDERAL OR STATE PROJECT (see instructions for mailing address) FS-20 (12/05) Project Number: 0580 -14 -4561 Funding Source: Local Government Records Management Improvement Fund Report Prepared By: Elizabeth Neville Name of Applicant: Town Of Southold Mailing Address: 53095 Main Rd City, State: Southold NY 11971 Telephone#: 631-765-1800 County: Suffolk E-Mail Address: e.neville@town.southold.ny.us Project Funding Dates: Start 7/1/13 End 6/30/14 INSTRUCTIONS Submit the original FS-20 Budget Summary, and 3 copies, all with signatures in blue ink, 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 aze applying. DO NOT submit this form to the Grants Finance. Please submit the FS-20 Budget Summary as a two page form (not back-to-back on a single sheet). For changes in agency or payee address contact the State Education Department office indicated on the application instructions for the grant program for which you aze applying. An approved copy of the FS-20 Budget Summary will be returned to the contact person noted above. A window envelope will be used; please make sure that the contact information is accurate, legible and confined to the address field. For information on budgeting, including 2005-06 REVISED guidelines for equipment and supplies, refer to the Fiscal Guidelines for Federal and State Aided Grants at www.oms.nysed.gov/cafel. • https:lfeservices.nysed.gov/ldgrants/FsFormServlet?i=fs20 311 {2013 FS-20 Form Page 2 of 2 BUDGET SUMMARY CATEGORIES CODE PROJECT Agency Code 581005640067 COSTS Project # 0580 -14 -4561 Professional Salaries 15 $0.00 Contract # Support Staff Salaries 16 $0.00 Agency Name Town Of Southold Purchased Services 40 $23,613.00 Supplies and 45 $31,242.00 Materials For Department Ilse Only Travel Expenses 46 $0.00 Approved Employee Benefits 80 $0.00 Funding Dates: 7/11 13 6/30/14 BOCES Services 49 $0.00 Minor Remodeling 30 $0.00 From To Equipment 20 $9,648.00 program Approval: Grand Total $64,503.00 Date: - CHIEF ADMINISTRATOR'S CERTIFICATION Fiscal Year First Payment Line# I 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 laws and regulations. Date Signature Name and Title of Chief Administrative Officer Scott A Russell, Supervisor V oucher# First Payment Finance: Log: Approved: MIR: https://eeervices.nysed.gov/ldgrants/FsFormServlet?i=fs20 3/1 /2013 LGRMIF Application Page 3 of 3 to use a LGRMIF gran[. The Project Summary field is limited to 2500 characters, including spaces. The Town of Southold and the Village of Gxeenport are requesting funding in the ^ amount of $69,503.00 to: 1. Implement a shared enterprise level GIS records management system 2. Integrate the shared enterprise level GIS records management system with their existing shared enterprise level digital document records management system; and 3. Scan, digitize and convert paper maps records to GIS format. The project will increase their records management capacity with a system that allows them to manage, access, maintain, retrieve, organize, preserve and recov er GIS and spatially based records. It will also enhance their records management capabilities by providing a platform for public access to Town and Village GIS and spatial recofxds via the web. Recommendations from a comprehensive GIS user needs assessment funded by a previous LGRMIF grant used as the basis and justification for this project. The shared enterprise 2179 Character count I -Savo',Remember to Save your work often. Select Participative Institutions for this LGRMIF proposal (Shared Services Projects only) EI~,iR.ibility Requirements Cultural Education Center, Albany, New York 12230. Phone: (518) 474-6926 https://eservices.nysed.gov/Idgrants/1gApplicant.do?i=coversheet&m=1g 3/5/2013 APPLICRTION SHEET • Local Government Records Management Improvement Fund (LGRMIF) s Application Sheet Project Number _ w.___ _ _ 0580 -14 -4561 Institution _ ~ Town Of Southold - Mailing Address: _ 53095 Main Rd Address: City, State, Zip: Southold NY 11971 Chief Administrative Officer: Scott A Russell Title: Supervisor Phone: (631)765-1889 Email: _ ~ ~ s.russell@townsouthold.ny.us State Judicial District: 10 State Assembly Districts: 1 State Senate Districts: 1 State Congressional Districts: 1 • Federal ID: 116001939 School District: Southold Ufsd Institution Type: Towns NOTE:The institutional information listed above is pulled from the SEDREF database. SEDREF, the single authoritative source of identifying information about institutions which the NYS Education Department determines compliance with applicable policy, law and/or regulation. If your institutional information is incorrect, it can only be updated once your Payee Information Form is received by the Grants Administration Unit and approved by Grants Finance. Grant Unit staff do not have authority to update SEDREF information. Participating Institutions Village Of Greenport ~ RMO Appointed? Yes Year? 2009 Schedule Adopted? Yes Year? 2009 Town Of Southold RMO Appointed? Yes Year? 1988 Schedule Adopted? Yes • Year? 1980 ,NYC Department of Records and Information 'false :Services (DORIS) Grant? Name of DORIS Agency (if applicable) r ~ _ Eligii?il>"!y Req~me~ts _ RMO Appointed? :Yes ,Year RMO Appointed `1988 _ ._r._.._....__.__. E ;Appropriate Retention ..Schedule Adopted? Yes ;Year Schedule was !,1980 I~ Adopted c ___m ~ ~ ~ ;Name .Elizabeth Neville Title ':Southold Town Clerk, RMO _ s !Phone 631-765-1800 228 • Email e nevile@town Southold ny us i e. _ ~ t iName 'Elizabeth Neville ,Title Southold"Town Clerk, RMO ~ . ~......mP_. Phone 631-765-1800 228 3 i Email e.neville@twon.southold.ny.us _ _ _ _ ._......_,,._._4_.~__~ ]~y}. +5_ 9~.*m'*+yp{ Y*y` k ~ R ~ 'P'R! Vi~aa. v ...i ..y _ p County Suffolk i _ .Region REGION l0 ;Type .Town ~ _ .._m__.~_____ d ;Department/Unit 'Town Clerk Population Served :23,175 jAnnual Operating Budget "!.$40,984,919.00 9 %Number of Employees (Full-time:204 iPart-time:70 Amount Requested $64,503 • Ap~i~eafafo~t Application Type Shared Services Project Category .Geographic Information Systems Project Type ;First-Time Inventory: false ;Electronic Records inventory: false (Email Management: false i ~ ~ +C~s ~r~it~$ ~ ~9Yt~> T~1G ~ ..x r 'The Town of Southold and the Vil~ge of Greenport are requesting funding in the amount of $64,503.to: 1. Implement a shared enterprise level GIS records management system; 2. ;Integrate the shared enterprise level GIS records management system with their existing `shared enterprise level digital document records management system; and 3. Scan, digitize and-` '.convert paper maps records to GIS format. The project will increase their records management tcapacity with a system that allows them to manage, access, maintain, retrieve, organize, '.preserve and recover GIS and spatially based records. It will also enhance their records management capabilities by providing a platform for public access to Town and Village GIS and spatial records via the web. Recommendations from a ceomprehensive GIS user needs • !assessment funded by a previous LGRMIF grant used as the basis and justification for this (project. The shared enterprise GIS records management system will include hardware, 3software and training. The system will be hosted and managed by the Town and access wilt be i iprovided to the Village. Hardware and software purchased as a result of funds received from jthis grant will be used to establi~a system that can be used by all town and Village employees as part of their records management system. This shared enterprise GIS implementation will !address records management issues by centralizing spatial records; improving access to spatial I records for Town and Village staff as well asa the punlic; enhancing the ability to distribute spatial records; providing the abiity to integrate, distribut and access spatial records within a 'geographical context in order to make the records more meaningful; improving decision :making through incpa ed access and display of records. Training services purchased will j !provide key town and Village employees with the proper education and knowledge necessary ?to effectively manage, secure and distribute GIS and spatial records using the new GIS records '+management system. The scanning, digitizing and conversation of paper map records to GIS j format will address records management issues by creating back up copies of the records; jfacilitating access and retrieval; and preserving the records. i _ •