HomeMy WebLinkAboutNarrative LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
.Project Narrative (maximum 75 points)
1. Statement of the Problem (maximum 20 points)
1 a Describe the specific records management problem the project will
address provide qualitative descriptions and quantitative data about the
problem and explain why th~roject is a high priority (10 pointsl
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 inter-municipal agreement that 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°/n over the past eight (8) years according to the United States Census Bureau. The
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, 'T'own Clerlc, 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 services to more people each and
every year with little to no increase in funding and/or staffing. "this increased demand for
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
services has placed increased demands upon ow- government to increase our capacity and
develop better and more efficient ways to manage and distribute our records to meet these
demands for access.
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 Man~ement 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 software. 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 Maplnfo.
Nine of the ten employees using Maplnfo use the version of Maplnfo 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 Iacl< the ability to provide access to GIS based and spatial Town and
Village records to the public. The Town's existing G1S abilities provided by Maplnfo do
not include features allowing the public to access GIS 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 nn 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
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
public. Since the employees with access to the GIS records are in professional positions
with higher level salaries such as Director of Planning, Land Preservation Coordinator,
Senior Planner and GIS Coordinator the 'T'own is spending much more than is necessary to
provide basic access to the GIS records.
Access Retrieval Disaster Management Recover 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 are 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. 'fhe 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
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
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 G[S software at all that they have to rely on
paper tax maps for the first step of this process 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 G[S 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 project is a high priority for the following reasons:
1. Immediate need for the preservation ofpaver mans 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 recm~ds be managed properly.
• 2. Reduced workforce
The employee workforce has been decreased by 69 employees in 2012 through attrition and
cut-backs. '['his will further adversely affect the quality of access and retrieval of records to
constituents requiring information.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
• 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 7Z-B; Senate Bill S
3225-B into law amending the Public Officers Law, in relation to requiring certain records
which are the subject of a 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. 2% PropertXTax Cap Legislation effective in 2012 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 oJinjlation has been adjusted at 2°/n 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"
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'I'ax 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'fown's operating budget.
7. Increased regulatory requirements from GASB related to asset management and the
EPA and DEC related to MS4 storm water management
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
These Federal and State Mandates have placed a great financial bw~den 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.
1 b Identify the specific records that will be involved and an}~
,previous
grant funded proiects related to these records and this project. f 5 nointsl
The Town and Village, as part of their 2009-10 LGRMIF grant award implemented a property
information system that involved the following records:
• MU-1 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.
The list of all Town and Village GIS based and spatial records anticipated to be involved in the
proposed project is included in the table below.
Town/Village Description Date Re[ention~l Records Size (M =
Record Set Schedule 'megabytes, G
= i ab tes)
Sewer, water and Village maps and 2012 Permanent [8671, 6500 Paper only
electric utility drawings of the sewer [188)
maps system (which extends
into the Town), water
system and electrical
utilities.
Seaview Bike Designated bike routes in 2001 Permanent [904] S1 <1 M
Trails the Town and Village _ -
Town Preserve Preserve habitats 2010 Permanent 1242] 2h ZO M
habitat t es classified by t e _
Shoreline visual Pictures and videos of Che 2008 Permanent [3981 6900 20 G
inventory Towels shoreline with all
structures keyed to GIS
_ m~
Naturelrails All nahuE ti~ils within 2010 Permanent 1398] 130 2M
the Town noel Village _ _
~fl~ric Mile ~ location and pictw~eS of 12010 Pei manent [3361 23 50M
Markers i mile nrnkus nn Society ~ i
for the Picservation of
Long Island Antigwties I
_ ~.(SPLI_A) hst ~ _ ~
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LGRMIF 2013-2014 Grant Narrative Town of Southold OS80-12-2252
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Town~Village ~ Description .Date Retention MU-1 ~ Records Size (M =
Record Set ~ Schedule megabytes, G
i ' = i ab,~sZ_
Significant Trees Locations of all 2010 Permanent [242] 154 700 M
significant, historic, rare,
specimen trees with
attributes related to size,
age and health. Covers
both the Town and
Villa e.
Land Locations of points where 2010 Permanent [475] 50 1 M
Preservation photos for easement
Photo Points monitoring were taken
for comparison to past
conditions
Protected Lands All lands within the Town 2000 Permanent [475] 418 11 M
and Village that are
considered preserved and
not available for
develo ment
Protected Lands All lands within the Town 2001 Permanent [475] 463 11 M
and Village that are
considered preserved and
not available for
develo ment i _
Protected Lands All lands within the Town 2002 Permanent [475J 492 13 M
and Village that are
considered preserved and
not available for
develo ment
Protected Lands AlI lands within the Town 2003 Permanent [4751 591 14 M
and Village that are
considered preserved and I
not available for
develo ment _
Protected Lands All lands within the Town 2004 Permanent X4751 622 12 M
and Village that arc
considered preserved and ~ i
not available for
develo ment
Protected Lands All lands within the Town 2005 Permanent [475] 664 12 M
and Village [hat are
considered preserved and
not available for
_ develo amen[ _ _ _ _
Protected Lands All lands within the Town 2006 j Permanent [475] 729 14 M
and Village that are
considered preserved and
not available for
develo ment _ _ _ _
Protected Lands All lands within the Town 2007 Permanent [475] 747 13 M
and Village that are
~i considered preserved and ' ~ '
not available for
development
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
- _ _ T
Town/Village Description Date Retention MU-1 Records Size (M =
Record Set Schedule ''~negaby[es, L
= i ab tes
_
Protected Lands All lands within the Town 2008 Permanent X4751 776 13 M
and Village that are
considered preserved and
not available for
develo ment
Protected Lands All lands within the Town 2009 Permanent [475 785 14 M
and Village that are
considered preserved and
not available for
develo ment
Protected Lands All lands within the Town 2010 Permanent [4751 801 12 M
and Village that are
considered preserved and
not available for
develo ment _
Protected Lands All (ands within the Town 2011 Permanent [475] 817 12 M
and Village that are
considered preserved and
not available for
develo ment
Protected Lands All lands within the Town 2012 Permanent [475] 817 12 M
and Village that are
considered preserved and
not available for
develo ment
Farmland Lands in active 2003 Permanent [398] 563 1 M
Inventory agriculture categorized by
cro
Farmland Lands in active 2008 Permanent X398] 9t6 1 M
Inventory agricultmre categorized by ~
cro
Farmland Lands in active 2010 Permanent X398] ~ 1 M
Inventory agriculture categorized by
cro _
r Fresh water In-house map of Town 2011 Permanent X242] 538 1 M
wetlands and Village h'esh water
wetland areas _ _
Tidal wetlands In-house map of Town 20] 1 Permanent [242] 92 1 M
and Villa e tidal wetlands
Community Map of Town and Village 1998 Permanent [3981 685 10 M
Preservation parcels eligible for
Project Plan preservation under 2%
_ real estate tax _ _ _ _ _
Community Map of Town and Village 2001 Permanent 1398] 867 11 M
Preservation parcels eligible for
Project Plan preservation under 2%
_ real estate tax _ _
~ommunity Map of Town and Village 2003 Permanent [398 827 13 M
Preservation .parcels eligible for
Pro pct Phn n csu'vation undci 2 /n ~
Y k Pc~ mancnt ~398~ i 840 13 M
Viescrvation M 1lcelsc ro`ehigiblc Vill fog, 2005 i~-- - - -
1
PrdectPlan reservation under l/n
I P °
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
Town/Village 1 Description ate Retention ~-1 ~ Records~ze (M
Record Set ~ j Schedule ~I megabytes,
_ _ _ _ =gigab~[es~_
Community Map of Town and Village 2006 Permanent ~398J 947 11 M
Preservation parcels eligible for
Project Plan preservation under 2%
real estate tax
Community Map of Town and Village 2008 Permanent [398] 971 12 M
Preservation parcels eligible for
Project Plan preservation under 2%
real estate tax
MS4 Catch Basins Inlets to Town's MS4 2010 Permanent [618], 2139 308 M
(Municipal Separate [904]
Storm Sewer System).
Required by EPA/NYS
DEC re ulations.
MS4 Illicit Illicit connections and 2011 Permanent [618], 102 150 M
Discharges discharges to the Town's [904]
MS4 with ho[os
MS4 Connections between 2010 Permanent [618], 1456 <1 M
Conveyances Town MS4 elements. [904]
Required by EPA/NYS
DEC re illations.
MS4 Outfalls Town Outfalls to water 2010 Permanent (618], 451 3.2 G
bodies with photos. [904]
Required by EPA/NYS
DEC re ulations. _ _ _ _ _ _
M54 Recharge MS4 Town recharge 2010 Permanent [618], 130 142 M
areas basins with photos. [904]
Required by EPA/NYS
DEC re ulations. _
MS4 parking lots ~ Parking lots that arc 2009 Permanent [618], 2] <1 M
swept and must be [904]
j reported as part of the
I Town's MS4 ro ram
Boat ramps ~ Public and private boa[ 2004 Permanent [398 29 <1 M
ramps within the Town
and Villa e
Marinas Private marinas within 2004 Permanent [398] 51 <1 M
_ the Town and Villa e
LWRP Reaches Town Local Waterfront 2004 Permanent [398] 10 <1 M
Revitalization Program
(LWRP) reaches [defined
sections of the Town
ke ell to die LWRP Ian _
Estuary access Vehicle, boat, pedestrian 2010 Permanent [398 277 <1 M
points access points to the
Peconic Estuary water
bodies within the Town
and Villa e _
LISS Land Cover ,Land cover categories by 2011 Permanent ,,[242 1721 1 M
type covering the Long
_ ~ of the Town _ _
g Lnntis enirolle it`Iin [NYSI~ 2012 r Permanent X3981 537 II <1 M
A riculRu'al
District Aguailhual D~stric[ _
t I ~
Nematode Areas subject Lo 12008 I Permaneut 13981 ~4 i <1 M
Quarantine ~ematodequarandne I I
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0.580-12-2252
Town/Village Description I Dale I Retention MU-1 Records Size (M =
I Record Set Schedule megabytes, G
~_-Pipabytes
Hamlets Boundaries of the hamlets 2010 Permanent 1398] 11 ~ <1 M
that comprise [he Town
and Villa e
Hamlet Centers Central business areas of 2006 Permanent [398J 11 <1 M
the hamlets
HALO zones Hamlet Locus Zones 2006 Permanent [39S] 9 <1 M
(areas near the hamlet
centers for possible
_ ex ansion of the hamlets _
Zoning Town Zoning map as per 2011 Permanent [648] 262 <1 M
Chapter 280 of Town
Code
Planning Map depicting original ZO11 Permanent [663] 948 1 M
Approvals extent of all Planning
subdivisions, lot line
changes, set offs, site
lans, etc.
Cell Towers All existing cell towers 2010 Permanent [398] 20 <1 M
and ran es with the Town
Docks All docks within the Town 2008 Permanent [39S] 273 <1 M
and Villa e
Mosquito Weiland areas covered by 2008 Permanent (2421 115 <1 M
treatment areas the Fishers Island
mosquito treatment I
ro ram _
Sidewalk hazards Locations of hazardous 2010 Permanent [398] 100 50 M
sidewalks with hotos
Geo Features Local water body names, 2011 Permanent [398] 208 ~ <1 M
oints, li hthouses, etc.
Deer Locations and hunting 2010 Permanent 13981 58 ~~I <1 M
Management stations for Town's deer
Pro ram mana emen[ ro ram ~
Police map Areas including the 2001 Permanent [790 86 <1 M ~
references ~ Village of Greenport,
defined in Town Police
Department's computer
aided dispatch system to
rou ~ statistics.
Bay to Sound ,Locations of existing and 2012 Permanent i [398] 120 <1 M
i Project (proposed trails and I
infrastructure for joint
Town/Village/County
trail system located
within the Town and
Village _
Osprey nests Location of all osprey 2011 Permanent 12421 180 <1 M
nests and nesting ~
platforms in the Town i
~andVillage
'i - I
Heal property i Lotihons of real estate 2012 Permanent [547, 25000 3G
sales, addresses, sales in the 'T'own and ~Sh81 ~ ~
photographs ! Village grouped by sale i
I g
property~photographs l 1 -
-
Mooring ~ town approved maul logs ~I Z004_ Permanent ~398f 262 <l M
-
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
Town/Village Description Dale Retention j MU-1 Records ,Size (M =
Record Set Schedule ;megabytes, G
= i ab [es
-
To[als 60728 27.8 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 Records Size (M =
megabytes, G =
i ab tes
Suffolk Count Current tax ma _ 19801 25 M
Suffolk Count Historic tax ma s from 2000-201_2 230000 151 M
Suffolk Count School Districts 6 _ < 1 M
Suffolk Count Fire Districts 8 < 1 M
Suffolk Count S ecial Groundwater Protection Areas 2 < 1 M
Suffolk Count Zi Codes _ 10 < 1 M
Suffolk Count Munici al boundaries _ _ 30 < 1 M
:Suffolk Count Soil t es 2301 5 M
_ -
Suffolk Count Master reservation_
map 130 < 1 M
Suffolk Count To o ma s 4388 5 M
Suffolk Aerial photography (multiple years) j 12252 12 G
County/New ~
York State _
Cornell Historic eelgrass beds 492 < 1 M
Cooperative
Extension
Cornell Eelgrass restoration sites 6 < 1 M
~ Cooperative
Extension
Cornell Existing eelgrass beds 270 < 1 M
Cooperative
Extension _ _
New York State ,Streets 4227 188 M
r_. - - - -
New York State I Critical Environmental Areas Z3 ~ 4 M
Si mhcant Fish & Wildlife Habitats i
New Yorl< State with aerials --y 22 - ~ 44 M
New York State DFC 1974 Tidal Wetlands Inventor 800 3 G
_ -
NewYorkState DECto3stalErosionHazardareas ~
11 51 L<1_M j
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LGRMIF 2013__-2014 Grant Narrative Town of Southold 0580-12-2252
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ISource Description ~ Records TSize (M
megabytes, G = ~
i
_ _ i abytes
New York State DEC Natural Herita e Pro ram ma s 33Z 2 M
New York State DEC fresh water wetlands _ _ 340 < 1 M
New York State DEC shellfish closure areas 382 < 1 M
New York State DEC Water ualit classifications 78 < 1 M
New York State DEC Water bod inventor 3020 129 M
New York State DEC bird conservation areas 49 < 1 M
New York State OPRHP Archeolo ical areas 15 < 1 M
New York State OPRHP Historic re ister 30 2 M
New York State 0 en S ace Conservation Plan _ 29 _ < 1 M
Peconic Estuary Critical lands protection strategy 1968 5 M
Pro ram
Peconic Estuary Critical habitats 17 < 1 M
Pro ram
Peconic Estuary Duck habitats 26 < 1 M
Pro ram
Peconic Estuary Hardened shoreline ~ 3811 1 M
Pro ram
Peconic Estuary Land cover 14617 3 M
Pro ram _
Peconic Estuary Hydrology 6905 2 M
Pro ram
Peconic Estuary Submerged aquatic vegetation 1418 1 M
Pro ram
_ _ _
Peconic Estuary Groundwater contributing areas 1 < 1 M
Program
Peconic Estuary Benthic mapping 1300 127 M
Pro ram
-
Peconic Estuary TMDL watersheds and subwatersheds 24 < 1 M
Pro ram
Audubon New Important Bird Areas 138 < 1 M
York _
FEMA Flood ma s 1"1538 340 M
-
~ Long Island Long Island Sound Study area ~ 1 < 1 M
Sound Stud
- _
United States National Wetlands Inventory 2659 14 M
Fish & Wildlife
Service _ _
United States Beach nesting species areas 25 < 1 M
Fish & Wildlife
Service
United States
Swve ical USGS Quad maps 9 129 M
Suffolk County Installed Water mains .2983 10 M
Water Authorit~_
_ _
- - _ _
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
T -
Source Description Records ,Size (M =
megabytes, G =
_ i ab test
Suffolk County Planned Water mains 43 < 1 M
Water Authorit
Suffolk County Hydrants 849 < 1 M
Water Authorit
Suffolk County Wells 30 < 1 M
Water Authorit
Society for the Historic structures and places 987 2 M
Preservation of
Long Island
Anti uities
Totals 319543 16G
1. c. Explain why funding from this errant program is essential to
accomplishing the project. (For example explain wl~ you need funding if you
have previously received funding for a similar project j (5 noints~
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.
•
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
2. Intended Results (maximum 15 points)
2 a Identify each intended result specific products time and cost
savings or services and describe the anticipated benefits. (5 pointsl
The overall intended result of this project is the implementation of a shared enterprise GIS
records 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 necessary 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 tw-n 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. 'Phis will streamline review of land use
applications and planning studies by both staff and the public by presenting all relevant
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
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 G[S 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 G[S 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.
• 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 Chat 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 'Gown
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.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
Intended Result:
t:reation 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 G[S based and spatial records
• Reduces the need for and time spent by Town and Village employees to retrieve G[S 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 identified in the GIS Needs Assessment as only needing the ability to
access but not edit GIS based records to access these records without the need for
expensive GIS 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 develop 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 recm~ds 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 end sketches to digital, GIS and
microfilm formats.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
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 per job
means that approximately $1900 per year would be saved in retrieval costs.
2. b. Describe in detail how the project will contribute to the development
of a records management program. (5 points]
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
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
the context of the surrounding areas. The shared enterprise GIS environment will also provide
the ability for the public to access and retrieve GIS and spatial recm~ds via the internet without
assistance from staff.
2. c. Describe in detail how the project will improve local government
services to the public. (5 noints~
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 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.
•
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
3. Plan of Work (maximum 30 points)
• 3 a Provide a detailed outline of the~roposed work activities and a
timetable that shows when each phase of the~roject will be completed
demonstrates the soundness of the method proposed and demonstrates the
project's goals are attainable by 30 ]_une 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 of all parer based Village sewer water and electric utility records to G/S 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 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 Con~aure 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 he responsible for installing and
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
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
The Town of Southold will be responsible for procuring the required non-GIS software items
including Symantec back-up software. These software 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 G/Sand 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 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 ofthe ArcView and ArcEditor ESR[ products. The 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 GSRI's ArcG1S Seaver with the Town's existing Laserfiche digital
document management system. DocuNav is currently the only vendor that has such a product
and therefore, arc a sole source A letter confirming this is included in this application. The
GeoDocs software is included in this funding request.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
Deliverable:
The following deliverables will be completed under this task:
• Procure ArcGIS desktop software and AreGIS for Server Enterprise Basic Edition.
• Procure Microsoft SQL Server 2012.
• Procure DocuNav GeoDocs software
/nsta(l and Configure G/S and database Software. Administrative 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; 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) cornputers.
• lustall license manager and configure desktop software to access license manager.
• Adrninistrative 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 Geollocs 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 ArcSDf•: and the configured geodatabase.'Phe organization
of spatial records will be based upon a government geodatabase structure recommended as part
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
of the GIS user needs assessment. The recommended governmental geodatabase structm~e 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 G/S Training
'fhe GIS Needs Assessment identified 12 users who would benefit from the use of desktop GIS
software. ESRI will provide two (Z) end-user G[S 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 bean 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.
G/SPortal Development
The Town's GIS Coordinator will develop and implement a G[S 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.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
G/SApplication Development
The'I'own's GIS Coordinator will design and implement a G1S 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 GlS 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 initiationof 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 l,aserfiche and index them accordingly for retrieval.
September 1, 2013 -October 31, 2013 -The Town will install and configure the required
hardware and non-G1S software.
November 1, 2013 -December 31, 2013 -The Town's GIS Coordinator will install and
configure all the 1?SRI GIS software on the newly installed GIS hardware. The geodatabase design
recommended in Che GIS Needs Assessment will be implemented during this task and any
security requirements will be configured to support the'fown's and Village's needs.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580 12-2252
January 1, 2014 -February 15, 2013 - 'fhe 'T'own's CIS Coordinator, with B'SRI 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 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 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 G[S 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 G[S
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.
3. b. Address each of the General category requirements and the
requirements of the specific project categorXand type.
General Category Requirements
Records Focus: The goal of this project is to develop a records management system that has the
ability to manage Town and Village records that are inherently spatial in nature. GIS 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 I?ffective Records Management Program NY State Archives
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
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 Yorlc State Archives - several
telephone consultations with GIS Coordinator John Sepenoski and RMO Elizabeth
Neville.
• Lorraine Hill, Regional Advisory Officer (RAO), Region 10, Long Island (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 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'I'own first began using GlS technology in 1997.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
"['he 'Gown 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.
Supportine 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 Systems
All applications for fundin to implement a GIS must be for Shared Services projects: 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.
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 6 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.
3. c Explain who will be responsible for performing each project activity.
including~roject management. Indicate the qualifications of key project
staff (including consultants and vendors) in terms of education, training,
and experience. (5 pointsl
As the lead agency for this shared services grant application, the 'town and Village have
designated f;lizabeth Neville'fown Clerk~Records Management Officer as project manager. "1'he
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
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 ArcG[S 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, sewer and electric utility records to G[S 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 software 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 al] 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 Cimely corpletion of each grant deliverable
and final report preparation.
~'i'he'I'own's Supervisor, Mr. Scott Russell, is identified as the ChieFAdministrative Officer and the
government leader far this project.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
Resumes of'1'own 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 LGRM[F do not constitute local support.
4. a. Demonstrate contributions to this.~roiect. (5 noints~
The Town of Southold and Village of Greenport's commitment to records management will
continue during 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 effective use 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.
• 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 software to facilitate the conversion of the
digital images to G[S 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 Che 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.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
• 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 G[S 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 providing support for end users. It is estimated that the
Town's 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 setup 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 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.
4. b. Describe how this pr~ect and records management in general will be
maintained over the long term. (5 points
'Co 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.
Futw~e capital budgets will be established to upgrade, maintain and keep current all records
management systems as hardware and software upgrades become available.
Operating budgets will be used to fund 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 ah-eady 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 'T'own 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 CIS Coordinator will handle these conversions, as they have
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
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 ~.L
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 G[S 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 GIS 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.
'Training 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.
Project Budeet
Item Budget Code Pricing Notes Quantity Price Total
Dell PowerEdge R515
~pnipr 70 Eauioment NYS Contract PT64100 1 $9.648.99__-___ $9,648.99 .
45 Supplies and
Dell GXT3 UPS Materials NYS Contract PT64100 1 $660bB-, $660.60
45 Supplies and
Dell PowerEdge Rack Materials NYS Contract PT64100 1 $2,749.94-. $2,749.01
rc or erver - upp ies an
Enterprise Basic Materials NYS Contract PT63832 1 $8,160.00 $8,160.00
45 Supplies and
Buffalo TeraStation NAS Materials Lowest of three quotes _ 1 $1 275,89- $1,275.09
Microsoft SQL Server 45 Supplies and
2012 Materials _Lowest of three cLuotes 1 _ $2598 7.(i. $2 598.76
ESRI Training ArcGIS I (12 40 Purchased
students Services ~ NYS Contract PT63832._. __1___ 58,334.00 58,334.00
ESRI Training ArcGIS II 40 Purchased
(12 students) Services NYS Contract PT63832 1 _ 12 501 OOT $12 501 00
ESRI Training Building 40 Purchased
Geodatabases___ Services NYS Contract PT63832 ~ ~ 1 $1.389.00 $1 389.00
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
ESRI Training Configuring
& Managing Multiuser 40 Purchased
• Geodatabases Services NYS Contract PT63832 1 X1,389 00 $1,389.00
DocuNav GeoDocs 45 Supplies and
Software Materials Sole-source vendor 1 $15,800.00 $15,800.00
Total Project Budget $64.505.45
All items included in this project budget were recommended in the GIS User Needs Assessment W
delivered to the Town and Village in January 2011 as part of a previous LGRMIF grant. However, w
specific software releases and hardware mode] 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 Servers--~-
U
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 G[S 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 UNA and being applied for as part
of this grant application. The pricing of this 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 of this application.
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 Racl<
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'fown'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'fow? and Village to successfully implement the shared enterprise level
centralized CIS recur Is management system that is the subject of this application the GIS UNA
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
recommended standardizing on ESRI GIS 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. ArcGIS Server for 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 ArcGIS 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 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 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 backup systems the Buffalo TeraStation III
Rackmount NAS is a cost effective back up solution. 't'hree 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.
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LGRMIF 2013-2014 Grant Narrative Town of Southold 0580-12-2252
Trainine
"I7aining 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 ArcGlS
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:
ESR[ Training ArcGIS 1 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 ArcGIS 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 1Z employees identified in the GIS UNA as
having the need for the ArcGIS 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 die 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 & Managine Multiuser Databases
This training will be for the Town's GIS Coordinator and will focus on the configw•ation and
management of multiuser geodatabases in order to facilitate the management of GIS based
records. [twill include instruction in both ArcGIS Server fm' [?nterprise 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.
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