HomeMy WebLinkAbout2016 •ii*of SOutt5,--
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SCOTT A.RUSSELL /1. Town Hall, 53095 Route 25
SUPERVISOR * 41g"
P.O. Box 1179
ct, Southold,New York 11971-0959
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Fax(631) 765-1823
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Telephone(631) 765-1889
COUtfrii\ICIfi
OFFICE OF THE SUPERVISOR
TOWN OF SOUTHOLD
SEVENTH A - Nur Av
STATE OF THE TOWN R)DRESS
FEBRU '.4 . i‘N 25, 2016
AT 7:00 ptmt
SOUTHOLD TOWN • 1-*
MEETING LL
53095 \ RO AP
80 1. EIOLD, NY 11971
•
SUPERVISOR RUSSELL'S
STATE OF THE TOWN ADDRESS
February 25, 2016
2015 HIGHLIGHTS
Fiscal:
• Moody's upgrade from Aa2 to Aa1 , representing the highest credit
rating in Town history
• Refinancing of bonds that will save the Town over $736K for the fiscal
years beginning in 2016 and ending in 2030
• Accounting Department prepared and submitted documentation
resulting in $1.2M in grant awards and reimbursements to the Town
• Continued monitoring fuel consumption and efficiency of the Town
fleet • , .
• Substantial savings from utilizing the new NYS OGS mini-bid process
to purchase vehicles
• Human Resource Center closed its fiscal year operating/expenditure
budget at $220,000 under budget (15%)
• Community Preservation Fund revenue for 2015 was $6.5 million
• The Justice Court Assistance Program (JCAP) awarded the Town
$3565.00 from the 2015-2016 grant cycle which will be used to
purchase office equipment
• Generated $6,000 in revenue from 96 tons of collected E-Waste at
the Landfill
• New IMA with the Town of Babylon for municipal solid waste removal,
savings of $106,000,annually
• Fund Balance (GFWT) is about 750,000 higher than we had
anticipated
- Legislative:
• Enacted a Local Law-in -relation to Amendments to Chapter 219,
Shellfish and Other Marine"_Resources, and Chapter 280, Zoning, in
connection with Aquaculture Uses
• Enacted a Local Law in relation to Amendments to Chapter 280,
Zoning, in connection with Historic Preservation District
•
Enacted a Local Law entitled "'A-Local Law in relation to Waiving
New York State DEC Deer Hunting Permits
• Enacted a Local Law in relation to Amendments to Chapter, 280,
Zoning, in connection with Transient Rental Properties
• Enacted a Local Law changing the zoning of aparcel located on
Fishers island from`R-120 to AHD
• Enacted a Local Law In-, relation to Amendments to Chapter 275,
VVetlands and SSI orel111e�ar d VI1a to 28O�Zon ngg.F iti-zon-neeition ith
building or structure setbacks'from bulkheads and"bluffs,`elirriinating
redundant reviews'"by ZBA'and'Trustees
: Arriended-policy_for--Speci`al-Events-onTown-Propertes-andlovvn-
Roads _.-__ -----} - ,. , _� " , .- < - .-_ - -- ," .e
Environrnental.& Planning:, -
• 20.9 acres of farmland were preserved through the Town'farm'land.
program at a total purchase 'pribe"of $7K000
• 10.28 acres were preserved foropen space purposes by-the Town
• In conjunction with Suffolk County, created a county"wide'Debris
Mitigation Management Plan
• Installed stormwater abatement infrastructure an Old Sound Avenue
& Westview Drive to eliminate flooding, erosion and storniwater
inputs to`Mattituck Inlet
• Partnered with Group for the East End to offer 60 stewardship and
environmental programs at Downs Farm Preserve, including an Earth
Day Celebration with over 400 participants
e In 2015, 135 hunters were in the Town Deer Management Program,
resulting in 250 deer harvested and 150 deer donated. Since the "
program's inception in 2008, a total of 1390 deer have been
harvested and over 35,000 pounds of venison have been donated.
• Accepted 316 deer carcass at the landfill (down 19% from 2014)
• Addition of plug-in hybrid electric vehicles-to the Human Resource
fleet as part of green energy initiative, reducing HRC,fleet carbon
emissions by 1 ,863kg
• Electric charging stations designated for public use at the Town Hall
and Peconic Lane Community Center
• Completed first full year of "Single Stream" recycling, streamlining
operations, resulting:in a net savings,of approx. $30,000
• Paper shredding days, collected more than 30,000 lbs. from residents
• DEC approval for semi-annual groundwater monitoring based on
reduced detection of contaminants, saving over a.half-million dollars
in sampling costs for the remaining 20-year-testing.period
• Completion of first draft of'the 'Land Use Chapter of.the - •
Comprehensive Plan with hamlet community meetings •
• Submission of grant application.and award of grant (NY Consolidated
Funding Application under the Local Waterfront Revitalization
Program) for the completion of the Comprehensive-Plan Update
• Trustees, working with the Cornell Cooperative extension-Marine
Program, were awarded a S.C. grant for Living Shorelines,
Personnel, Town Governance & Town Facilities and Assets:
• Oversight of Code Enforcement was transferred to the Town c
Attorney's Office and a part-time code enforcement officer was added
to the staff
• Mandatory Cultural Awareness training.for Town employees
• Implementation of Employee and Department Evaluation process
• Installation of a central fueling station at the Highway Yard
• Bid for new Highway maintenance building
• Installation of defibrillators in Town buildings
• Purchase of Pike Street Parking Lot from Mattituck Park District
(Municipal Parking)
• Secured a grant for $235,000 for a windrow turner at the landfill
• National EAP leadership training for Town Board members
• Monthly "Leadership Academy" meetings for department heads
• Police Department transitioned from a fifteen year old records
management/computer aided dispatch operating system to IMPACT
which aids users through advanced mapping -and GPS technology
•- Highway`Department-resurfaced 19 miles of Town roads
• Highway Dept. constructed'a new wash station for cleaning
equipment and storage°to"keeping equipment,out of the weather
• The Recreation Center was made a-Wi-Fi hot spot
• Installation of a "generator at the Peconic Lane Community Center for
• use as ‘a•an emergency-sheiter
• , Zoning Board-of Appeals processed,92 -applications, 34 for special
events. Staff spent-approximately 126 hours assisting.665 people at
the counter: 'ZBAA:held 110 public hearings,:conducted-509 site"
inspections and-,rendered 84-written decisions.
- • Building Departnient:issued-428 'building permits and 605 other :
perrnitsHn-addition;:iss-ued-656-certificates of occupancy:
• The NYS Archives grant application"for the R-IO-Laserfiche-software
addition in'the amount of$99,889 was awarded.to the Town;Clerk
• Tax Map Number automation process of multiple-tax map #'s entry
into Laserfiche for several departments
• The Town Clerk.BAS program was enhanced to enable renewal of
permits and licenses online
Community Relations:
• Celebration of the Southold Town 375th Anniversary and organization
of events throughout Town
• Dr. Martin Luther King Day of Service -Youth Bureau sponsored
community service volunteer projects throughout Town
• Hosted community-based hamlet meetings
• Board of Assessors offered evening and weekend hours to assist
property owners with grievances and exemptions '
• Southold Town Helicopter Steering Committee hosted a public
informational meeting in October
• Community Service Forum.and Job Fair held in April
• Facilitated, Youth Bureau Family Movie Night in the Park in August
with 125 in attendance
• Facilitated Housing Advisory Commission public forums on Affordable
Housing in April and October
• Highway.Dept. worked with PSEG to trim trees to reduce power
outages to customers
• The Solid Waste Transfer Station accepted 1 ,740 tons of,brush free
of charge through the spring and fall seasonal cleanup programs
• Implemented an online permitting portal enabling the public to
purchase beach permits, shellfish permits, waste disposal permits
and dog licenses
• New digital recording equipment used to record minutes of-ZBA
public hearings, making them available to the public sooner
• The Town Emergency Management team provided shelter volunteer
training on emergency shelter operations
• Human Resource Center delivered 25,662 meals to homebound
elderly and provided 11 ,443 meals at the Senior Center
• Katinka House senior adult daycare program offered 12,749 hours of
respite
Economic Development:
• Collaboration between the Economic Development Committee and
North Fork Promotion Council for the American Express Small
Business Saturday event in November
• Business Development Workshop discussion of Viticulture and
Agriculture industries, over 25 participants
• EDC Business Development Workshop on Commercial Fishing and
Aquaculture, attendance of approx. 35 participants
• Continued working to offer tax abatements for improvements to new
businesses and existing businesses
Health, Human Services, Public Safety & Recreation:
• Addition of the eight police officers hired in 2015 to the Patrol force
after graduating the Police Academy in June
• Assignment of a second officer to the Highway Patrol Unit
• Forest Brook Property Horse Trail
• Creation of Tick Committee to evaluate current strategies and
programs and to present a final report to the Town Board in 2016
• The Recreation Department diversified its programs in 2015 that
resulted in over 2600 participants
• Human Resource Center development of a portable handicap ramp
loan program to assist mobility impaired seniors
• Resurfacedtennis courts at Cochran Park and installed a ne"w-
bulkhead at Klipp Park
-• c..ui rt p rcna -aystar ding-m-et-a-detectorai`ra-ri rrct
held detector, in.addition to hiring 4 court officers for security ,on court
days, hearings and trials
2016 GOALS-AND ISSUES
AFFORDABLE HOUSING .
Historically, Southold lhas set specific goals to provide a 'benchmark for
measuring success (or lack of) in meeting its public policy goals. We've
established percentages, hard numbers, tonnage's, you name it, to use as a
metric to measure our performance on a host of issues: In addressing
affordable' housing, we have-set no goals; no targets; and no hard
numbers. We know that the need for affordable housing is critical and have
only a general understanding of how many new units are needed yet, we
have produced nothing more than'a wish list. I am proposing that we set
goals now.
The Affordable Housing Commission has determined the need for
affordable,apartments are the most pressing need in Southold.,To address
that need, the Town Board should'-make a commitment and to the
community that we will create no less than 50 new affordable apartments in
the next 3 years. This is a modest goal but it is a goal and should be used
as a metric to evaluate our success-and our leadership. In order to do this
we must:
Increase density from the_current 6 per acre to 12 per acre. However, we
can establish a limit of 24 for any proposal. The septic issue can be
addressed and we-provide the opportunity to developers to build more
apartments on less property to ensure economic viability.
Reduce public opposition by ensuring that proposals are scattered among
all of the hamlets'and make sure that any proposal is kept in the
appropriate scale of the surrounding community and that the buildings are
architecturally consistent with our character.
We can further,reduce public opposition with a far-reaching and ambitious
effort to educate the public about our programs and about the people we
are trying to help. The Affordable Housing Commission has already started
this effort.
We need to be more innovative in promoting the creation of more housing
options. We need to modify the code that will allow small scale apartment
buildings be constructed especially by converting our existing
inventory. ,We-should amend the code to allow for up to 6 apartments to be
built as-a principal use in our-commercial zones. The approval would
require a special exception.by.the ZBA. The approval would require
covenants that ensure that the apartments stay part,of the affordable
housing inventory-in perpetuity. This would eliminate.the need for AHD
zoning: The current code (which-I helped draft partially to protect
commercial spaces) is-simply not enough. There,are existingstructures in,
our commercial areas that are-probably best suited for-residential use, not
commercial.
Ultimately, the reality.is that we cannot solve the,problem with largerscale
complexes with,40''or 50_.plus apartments. The,public,would:neveracceptR-
and probably°shouldn't. Smaller scale projects-can,be developed:that-do
not impact thesurrounding community,and that can-still be.economically ,
ROAD RE=SURFACING/IMPROVEMENTS
I have met with Superintendent of Highways, Vincent Orlando and,, together
with the Town Board, we are developing a budget and a-program to
undertake the complete restoration of town roads. This will be a substantial
and costly project, however, the roads have been devastated by winter
storm events and weneed to make the investment now. This should be a 3
- to 5 year plan and it is the challenge of the Town Board to, frankly, figure
out how to pay for it. It is very likely that we may need to pierce the 2% tax
cap to get.this done. We need to put all of our options on the table including
bonding, if necessary. This plan will only work if we establish a committed
account to be used solely for the resurfacing and improvements of our
roads and the funds should held separately from' the general appropriations
of the town budget. '
JUSTICE COURT DILEMMA
We should identify a solution no later than the end of this year.
DISABILITY REFORM
One. Establish a time limit on disability leave. Currently, the leave is open-
ended which can sometimes go on for years. Establishing a,limit of 24"
months is more than enough time to determine if an officer is able to go
back to active duty or not. If he/she can't, disability retirement approval
should be,declared and the disability retirement application should be
approved,expeditiously.
Two. An independent facilitator should be assigned to each case to ensure
that a)-the municipality and its insurer are providing all of the medical
resources necessary to-help an officer get back to active service and b)
that thesofficer is taking all of the necessary steps to"utilize those resources
to rehabilitate and get back to active service. Penalties should be imposed
should either.party not meet its obligations.
Three. New York State should eliminate the "tax free" status of the injured
officer's wage earnings. This serves absolutely no purpose. First, the officer
is already assured of income and financial security during his leave under
separate provisions of 207c. This appears to be nothing more'than a
contrivance established years ago to foster political goodwill with the police.
unions. •
Four..1 propose the elimination.of.the State's policy that, once an employee
has worked restricted/light duty for approximately two years, that
assignment becomes the employee's "job" for purposes of determining
whether the employee can no longer perform, the "job" and so should be
retired. The net result of that policy is that an employer that provides
restricted/light;duty to an employee for "too Tong", will "own" that employee
until the employee's retirement or death unless a medical miracle occurs
and the employee can return to full duty.
NITROGEN REDUCTION
I am renewing my call that all of the east end towns come together to
create an alliance to address nitrogen reduction. This is a problem of
regional significance yet, the needs of the east end differ a'great deal from
those up west. We need to'coordinate our efforts to be sure that the needs
of our communities are addressed. I have a very real fear that our needs
will be-eclipsed-by the larger towns to the west. Further, an alliancewill
provide a framework for future action and efforts. The idea_is modelled after
the Peconic Estuary Program,:the success of which relies on'the
coordination-and participation of each,of the towns andvillages.on the east
end.
In_November; the_voter_s__are_being_askedto vote_to._extrnd the.Community
Preservation Fund from 2030. to 2050. In addition, the referendum will
authorize:towns to use.up t&20 % of the revenue for nitrogen-reduction-
projects..1 have every.reason.to.=think that it will be.approved, by as wide - .
margin. However,,20% ofthe-revenue is simply not:enough. We should
have;no ill:usions:,Nitrogen_ reduction efforts are going be very costly over
time. The CPF fund, which for 2015, produced approximately 6.5 million in
revenue. Under the new law, that would produce approximately 1 .3 million
for nitrogen reduction plans."This falls far short Of the revenue'needed to
undertake any meaningful reduction program. The CPF fund gets collected
locally and distributed locally. In fact, in authorizing the extension of the
fund, New York State has made no financial commitment to address the
problem. I am asking our State representatives to support two initiatives.
First, to support"the proposed-environmental fund bond that Will produce 5
billion dollars for the protection of our environment. The proposal has been
languishing in Albany for over 2 years and the time to act is now. Second,
to support a State matching funds program that will commit to a dollar for
dollar match of funds spent locally on nitrogen reduction programs. This will
effectively double the revenue received from the CPF fund.
WINERIES, BREWERIES, DISTILLERIES
You may have read my comments a few weeks ago regarding the likely
proliferation of wineries, breweries and distilleries in the coming years.
Promoting these operations has been a focus of Governor Cuomo and a
substantial amount of resources and support has been committed to
establishing them in Southold and other communities. Southold has to be
flexible to change but it.should ultimately be Southold's right to design its
future and not the State's. Southold must choose its own path then be
willing to defend that path even if it means challenging the powerful
agencies in charge of executing the Governor's orders. If we allow New
York State government to'decide our future, I guarantee you that we will
ultimately be very unhappy with the result.
CODE ENFORCEMENT
We have added to the current staff and will add another full-time position
this year. We have already expanded our efforts, including nights and
weekends. However, we need to have realistic expectations from these
efforts. What is a code violation, and what is not, is something we need to
educate the public on. Many of the complaints we receive are based on a
lack of understanding and false expectations of what the code allows or
doesn't allow. This educational effort will also give the public a greater
understanding of the code. Many of the code violations were the result of
someone simply not knowing. These are unintentional and inadvertent acts
by someone who simply didn't know better. It our fundamental
responsibility to bring that knowledge to them.
ANTI-BIAS TASK FORCE
We will continue to work with and support this wonderful group as they (and
we all) strive for a bias-free and tolerant community. In this coming year,
will work with the group and secure resources for the group to sponsor
programs, speakers and workshops to heighten cultural awareness. We will
build on the cultural literacy training we mandated for all town employees --
last year. The members have done a lot of good work and we can expect
more good work and provide more support in this coming year.
YOUTH SERVICES .
This new year will bring a new direction for the Youth Bureau. A new part-
time director will be in place soon and the hard work of that committee will
go on and it will.expand.
We should broaden our scope in trying the address the. needs'of our youth.
We will form alliances with schools, community groups and other agencies
to address the epidemic of drug and alcohol abuse. Support the efforts of
The Family Service League to provide counseling and mental health and
wellness programs.for our youth. We should explore the viability of a youth .
court. It provides an alternative to the justice system for youthful offenders.
20t6 INITIATIVES -
Fiscal:
• Continue to monitor fuel consumption and operating costs of the
Town fleet for efficiency
Legislative:
• Consider amendments to the Affordable Housing Density code
Environmental and Planning: •
• Continue with comprehensive plan primarily focusing on Land Use
chapter and soliciting feedback of the community with a series of
hamlet meetings , _
• Enhance outreach strategies to landowners regarding private
conservation and other preservation options
• Updates to the Community Preservation Project Plan and CPF
Management and Stewardship Plan
• Coordinate with Suffolk County in regard to County preservation
efforts
• Engineers to complete evaluation of energy efficiency improvements
to Town Hall and other Town facilities
• Replace inefficient streetlight fixtures with more efficient LED fixtures
• Installation of Big Belly Waste & Recycle System to compact garbage
and reduce barrels
• Achieve 6-month`start to finish' throughput for producing marketable
compost based on efficiency of new windrow turner
• Comprehensive Plan Update — completion of the Land.Use Chapter
and the Transportation & Infrastructure Chapter
• Implement solar at the Landfill
• Hire a Part-Time Wildlife Manager
• Inventory of all municipal parking town-wide and identify ways to
create more parking
Personnel, Town Governance & Town Facilities/Assets:
• Continued evaluation of the Town fleet for efficiency
• Complete the construction of a new Maintenance Facility at the
Highway/DPW Yard
• Complete FEMA-funded repairs to road ends throughout the Town
and to Norman E. Klipp Park
• Develop plans and RFP for a new-or upgraded Court Facility
• Removal and replacement of numerous sidewalks around'Town Hall
• Installation of additional dog shelters and ramps _
• Members_of the Zoning Board of Appeals to pursue training in,
floodplain `management and FEMA building requirements
• Continue to'implement-Records Managernerit forms-and workflows to
streamline and automate daily department tasks '
r. 1 T rte., .. .-1, 1. 1 1� ..,, n 1l -
-inve- tory"of-aH-_mown graces arutbuira�irrg3-errui�ev �cr�rmen of�a
schedule to update or replaced these facilities
Community Relations: - L_ . -, '
• Board of Assessors to offer'evening and weekend hours to assist
property owners with grievances and exemptions
• Housing Advisory Commission public education to community
organizations regarding Affordable Housing
• Further upgrade and enhance the design if the Town website
• Installation of Closed Caption TV in Town Hall
• Public_Awareness Seminar to educate.the public about the Town's
emergency management_goals and objectives
Economic Development: . .
• Economic Dev. Committee Forum to attract the entire food sector
• Economic Dev. Committee to identify arts organizations in Southold
Town and Develop an Arts Consortium.
Health, Human Services, Public Safety and Recreation:
• Implementation of an Online Recreation Program and Activities
Registration Portal
• Remodel and installation of a new radio and dispatching system at
Police Headquarters to bring it up to current standards
• Installation of a pickleball court and program instruction
• Provide more varied Recreation Department offerings
• Human Resource Center implementation of portable handicap ramp
loan program to assist mobility impaired seniors
• Home Delivered Meals program implemented on Fishers Island to
seniors
• Construction of new dock and walkway at Klipp Park
• Installation of walkway in Arshamomaque preserve for Bay to Sound
Project
• Removal of outdated equipment and replacement of swings at
various Town parks and beaches
STATE OF THE TOWN DEPARTMENT REPORTS
February 25, 2016
1. Accounting and Finance
2. Board of Assessors
3. Board of Trustees
4. Building Department
5. Department of Public Works
6. Economic Development
7. Highway Department
8. Housing Advisory
9. Human Resource Center
10. Information Technologies
11. Justice Court
12. Land Preservation
13. Planning
14. Police Department
15. Receiver of Taxes
16. Recreation Department
17. Solid Waste Management District
18. Stormwater and Engineering
19. Town Attorney
20. Town Clerk
21. Youth Bureau
22. Zoning Board of Appeals
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ACCOUNTING &FINANCE DEPT. �/lQ,�. yolO ; TOWN HALL ANNEX
John A.Cushman,Town Comptroller '`_ ijgr 54375 Main Road
Telephone(631)765-4333 ; cn P.O.Box 117,9
Fax(631)765-1366 Southold,NY 11971-0959
E-mail:accounting@town.southold.ny.us �� �0 http://southoldtown.northfork.net/
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TOWN OF SOUTHOLD
OFFICE OF THE SUPERVISOR
2016 State of the Town Report
The Accounting & Finance Department works in collaboration with the Supervisor, Town
Board and other department heads in all financial matters of the Town. The Comptroller
reports regularly to the Town Board on the Town's financial position, our budget status ,
and other financial matters.
The Department's responsibilities include bookkeeping, financial reporting, budget
preparation and analysis, debt administration and grant reporting, personnel * •
administration, payroll and accounts payable processing, and many related activities.
The Department maintains close working relationships with many other Town
departments and elected officials, as well as external entities, including financial,-
institutions,
inancial;institutions, vendors, legal counsel, auditors and other governmental entities.,The , •
Department strives to increase operational efficiency and productivity in a professional
and timely manner. Major services of the Department include the•following: -•
Personnel Administration and Payroll Processing
The Accounting & Finance'Department provides administrative support to the,Town
Supervisor in many aspects of personnel administration. Activities of the.Department •
include Civil Service reporting, benefit administration, workers compensation reporting
and recovery, coordination of new hires and promotions, employee timekeeping, pre-
employment and post-accident drug and alcohol testing, maintaining confidential .
employee personnel files, the Employee Assistance Program and providing guidance to
other departments with contract interpretation and.clarification. The Departmentclosed
out the Town's self-funded medical plan during 2015 and recovered $117.K in workers
compensation claims for 2015.
During 2015, the Department processed payroll for the Town's 354 employees totaling
over $19.5M and for the Fisher's Island Ferry District's 69 employees totaling over
$1.3M, including the payment of all withholding taxes and income executions.to
appropriate authorities, reporting to the New York State Retirement System, and'the
preparation and distribution of W-2's, 941's and NYS-45's to appropriate parties. In
Page 1
addition, during 2015 the Department spent considerable time preparing for the
reporting requirements of the Affordable Care Act and will be issuing 2015 1095-B's-and
1095-C's,to appropriate retirees, employees and former employees. As a result of the
successful completion of PBA negotiations for 2014, the Department calculated and
processed 2014 retroactive pay for PBA members early in 2015. The Comptroller
continues to participate in PBA negotiations for a successor agreement to the 2014
contract.
The Department continues to strive to enroll the few remaining employees in Payroll
direct deposit, as well as encourage them to access their personal payroll information
on-line rather than receiving a printed,pay:stub, further increasing operational
efficiencies. To date, over 20% of Town employees have taken advantage of this
modern convenience:-
Accounts
onvenience:-Accounts Payable..& Vendor Payments .
The-Accounting Department processes invoices for all Town departments-and-the— - --
Fishers Island Ferry District in accordance with the Town's disbursement policies and
procedures:T_h. encumb-er-ing.To n_p_t.trctaas_e or_ders_frorn_aU_but- -
the Highway Department'and providing guidance to all Town departments on
processing vendor payments. The Department continuously monitors,all purchases to
determine adherence to the Town's procurement policy. During 2015, the Department
=-------------_-- -
processed="invoices from over 1202 vendors totaling over$33M and issued.1099.s to
appropriate parties.
Budget Preparation &Analysis " -
The Department assisted the Supervisor and Town Board with the preparation of the
2016 budget, assisting to comply with the .73% property tax cap. We look forward to-
the challenge of keeping the 2017 budget equally in compliance with the,property tax
cap..`The Department provides detailed-financial reports,to many department-heads for
budget-to-actual`comparisons and continues to monitor the budget on an ongoing basis.
Distribution'of Real Property Taxes-
The Department assists the Supervisor in processing and distributing real property
taxes to the various-Town funds, school districts and other special districts located
within the Town. For 2015,those amounts were in excess of$122M; for 2016,"those
amounts will be over $124M. -
Financial Reporting & Compliance Audits
The Department maintains financial records for 13 operating funds, the CapitalFund,
which includes records for over 30 capital projects, two self-insured funds and two Trust
and Agency-Funds. The Department completed and filed the Town's 2014 Annual
Update Document with the State Comptroller in 2015 and will do so again for 2015 in
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2016. The Department collects financial activity from six other Special Districts deemed
dependent on the Town for financial reporting purposes for inclusion in this report as
well as in the Town's financial statements. The Department assisted and will continue
to assist various external auditors with the audit of the Town's Community Preservation
Fund and financial statements.
Bond Refinancing
The Department assisted the Supervisor in the refinancing of$9.5M of outstanding
Town of Southold Serial Bonds that were issued in 2005 and 2007 to finance various
projects including Land Preservation acquisitions, construction of the Transfer Station,
the purchase of land for Yard Waste Composting and the construction of Fishers Island
Ferry District's New London Terminal. This refunding will save the Town over$736K for
the fiscal years beginning in 2016 and ending in 2030. In connection with this
refinancing, Moody's Investors Service upgraded the Town's bond rating from Aa2 to
Aa1, representing the highest credit rating in Town history.
Debt Administration & Grant Reporting
The Department assisted and will continue to assist in the preparation of the Town's
annual secondary market disclosure filing as required by the SEC. The Department
financed two Bond Anticipation Notes during 2015 ($729K at 1.27%, $2.8M at 1.75%)
and serviced $39.6M in outstanding Town debt by processing $4.6M in debt service
payments, and will redeem and renew similar debt instruments during 2016. In
collaboration with other departments, the Department prepared and submitted
documentation resulting in $1.2M in grant awards and reimbursements to the Town
during 2015 and will continue those activities in 2016.
Fleet Management
The Department continues to monitor fuel consumption and operating costs of the Town
Hall motor pool. During 2015, the Department purchased and put into service three
2015 Ford Escapes and a 2015 Dodge Grand Caravan all under NYS OGS contract,
and removed several older vehicles from service. For 2016, the Department has utilized
the new NYS OGS mini-bid process to purchase several vehicles, including one Ford
Escape and one Dodge Caravan for the Town's central fleet, and will remove older
vehicles to further reduce operating costs. This mini-bid process has proven to be an
extremely efficient method to acquire vehicles at substantial savings. The Department
continues to utilize the fuel management system to properly allocate fuel costs to the
appropriate departments. That system, as well as the Silent Passenger application that
provides vehicle GPS, is used to help monitor the efficiency of the fleet.
Insurance Matters
The Department assists the Supervisor in reviewing the Town's insurance program
each year, working closely with the broker to provide adequate coverages and
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appropriate deductibles at an economical cost. The Department coordinates insurance
claims for all Town departments with the broker, and the insurance carrieradministrator, -
and prepares funding for the Town's deductibles and self-insurance payments.
Professional Development and Training
The Department is striving to continue educating and training staff in governmental
accounting, payroll and accounts payable activities, human resource administration and
other related,topics..We are.looking forward to more cross-training during;2016 and
beyond.
Respectfully submitted,
-
-=John Cushman -
Town Comptroller . •
•
Page 4 -
• E.....R.)
egr ..
,ii:4(# , S0(J16 ,
�I �� Southold Town Hall,53095 Route 25
Kevin W.Webster,Chairman , .` `- ,
Robert I.Scott,Jr.,Assessor �n L:. ' • P.O.Box 1179
Richard L.Caggiano,Assessor ._ ... c ��, Southold,NY 11971-0959
1. ply .z,,...• _i�0
OUNit
BOARD OF ASSESSORS
TOWN OF SOUTHOLD ,
The year 2015 started with inspections of our properties that had building permits and property owners
who requested that our office review their assessment. The building department provides us with
copies of the plans for building permits issued in the town and our office conducts an on-site inspection
to update or inventory, assessment and photos if needed. -
At the same time we are processing exemptions from STAR to Veterans to seniors to Agricultural among
others. We review all the exemptions and follow up with our property owners for additional
information when needed.
Our office handled the small claims cases that were filed in the summer of 2015. These include
companies that have filed on behalf of property owners and the homeowners representing themselves.
In May of 2015 we had our grievance period where property owners come in to question the °
assessment on their property, discuss an exemption issue or a classification of their property. The
grievance period every year by state law is from May 1st till the 3rd Tuesday in May. On that day known
as Grievance Day, property owners and/or their representative can appear in front of the Grievance
Board under oath,and discuss their specific issue.
The deadline this year is May 17th 2016. After that the grievance board will meet to discuss the over one
thousand grievances that we anticipate will be filed.
, ,,Wh
We have been to the Human Resource Center in Mattituck&to Peconic Landing to help property
owners with exemptions.This has been an ongoing service that we have provided to both places to
make it easier for our property owners to meet with us.
We have late office hours and weekend hours to help property owners with grievance &exemption
issues. Those occur in February and in May respectively.
For War Veterans, NYS allowed School Districts to opt into the Alternative Veterans Exemption by
resolution. We are administering this exemption. Oysterponds,Southold & Mattituck SD have opted
into the new Veterans Exemption. New Suffolk and Greenport are considering opting in for 2016.
NYS also increased the Eligible Funds limit for War Veterans from 5000 in assessment to 7500. This
reduction of their County&Town taxable assessment allows our veterans to save even more for their
service to our country.
The cycle of the Assessor's office is in its busiest time of the year currently.
The NYS deadline for exemptions is March 1st of every year.
Website: www.southoldtownny.gov Ph: (631)765-1937 Fax: (631)765-1356
S°Ur1��'
I Town Hall Annex
John M. Bredemeyer III,President t �
n+s° ` 54375 Route 25
Michael J.Domino, Vice-President �� �� '1"
+ �a + P.O. Box 1179
Glenn Goldsmith + �s. Southold,New York 11971
A. Nicholas Krupski ` 'ffis " °'." �J tl Telephone(631)765-1892
Charles J.Sanders : �rf'�4UNT1
+�t� Fax(631) 765-6641
� t,t
t
BOARD OF TOWN TRUSTEES
TOWN OF SOUTHOLD
2015 remained a very busy year for the Trustees; a year with no serious tropical storms and a
measured flow of between 25-30 applications per month for permits under the provisions of the
Town Wetlands and Coastal Erosion Hazard Area Ordinances.This busywork load plus the
absence of Trustee Sanders,who was called up for Army reserve duty last January, kept the
remaining four members well engaged in permit issuance and compliance inspections.A steady
flow of wetland violations kept the Bay Constables and Town Attorney, Lori Hulse,very busy as
well.
The two-year effort to reorganize the onshore-offshore stakes at Narrow River, Orient and increase
small boat access was successfully completed by Trustee President,John Bredemeyer,with eight
new sites installed .
The very popular vessel pump-out program continued with a spring rebuild of the master pump on
our flagship vessel by Trustee Bredemeyer and vessel operator Bobby Goodale.Trustee,Dave
Bergen oversaw day-to-day summer operations,as usual, making sure things ran smoothly,
efficiently,ship-shape and Bristol fashion.
Trustee Bergen's cordial relations with the Suffolk County Dredge Program continued and greatly
aided the completion of dredging of all the creeks on the Town Trustees wish list.This program
promotes both the biological health and marine diversity of the Creeks as well as assists marinas
and boaters with their navigation needs.Trustee participation has been instrumental in keeping the
County's permits active so there is no lapse in dredging.
The Trustees, working with the Cornell Cooperative extension Marine Program,were awarded a
Suffolk County Grant for"Living Shorelines" where innovative cultural techniques employing
growing shellfish in a matrix of grasses and recycled/reused substrate will be investigated for its
ability to stabilize areas subject to low level erosion and sea level rise.
Vice President and Office Manager of the Trustees,Mike Domino,and Clerk, Elizabeth Cantrell,
have been very busy training our new Clerk,Diane DiSalvo.Elizabeth did a yeowomans job of
keeping the office running smoothly when the Trustees were short-handed for over two months
with the transfer of Clerk,Amanda Nunnemaker,to the Building Department.
The fall saw Trustee,Dave Bergen and former President of the Board,Jim King,leave Town
service.They and their ample abilities and experience will be greatly missed.
New members of the Board, Glenn Goldsmith and Nick Krupski, both with a family history of
service on the Board of Trustees,are already on the job and have participated in numerous training
opportunities in the first two months of 2016.
To support the training of these new Trustees and update returning Trustee,Charles Sanders, the
Trustee Office is revamping some procedures and inspection forms in 2016 to make them self-
tutorial and improve operational efficiency. Changes to the monthly calendar that are presently
under discussion envision increased opportunities for public input,and are designed to promote
greater transparency and better mitigation of environmental impacts_
Building Department Permit Totals 2015
•
iltiVIS1- Jan Feb:: 'Mar Apr ,lUla`_ Jim:., J'ul- :;Au Se Oct- ° Nov Dec. Totals
Per ,
tints.
3 B. P. Residental (1-2 Fam) 2 1 5 12 11 6 4 6 5 6 2 3 63
4 B.P. Commercial 1 1 2 0 1 2 0 0 0 1 0 0 8
5 B.P. Hazardous 0 0 0 0 - 0 0 0 - 0 0 0 0 0 0
6 B.P. Multiple Residence 0 0 0 0 0 0 0 : 0 0 0 0 0 0
7 B. P. Reno Residental 24 22 26 24 27 27 20- 19 36 24 19 28 296
8 B.P. Reno Commercial 6 1 9 - 8- 5 8 6 4 4 4 3 3 61
Total Bldg Permits 31---:.:`,72:-5:= ;42; ',.4*i 44:; .;43<, =.30 ,29 " 45 -.35;, 7. 24, 34, 428-
_ _ � .'7 -�, -^� fi'•::,±:;_± .::-=' .4$. ter`-' .. ^' .. t- '
Other.;Permits' x � : g
,
M-
Accessory Apartments 0 0 1 1 .j 0 1 1 1, " 0 1 2 0 8
B & B 0 . 0 0 ' 0 -" 0 ' 0 1 0 0 0 0 0 1
Deck 4 2 2 - 3 , 6 - 10 5 - . 0 7 7 5 6 - 57
Demo 2 0 1 5 6 3' 4 1 3 3 1 1 30
Flood 4 3 2 2 1 4 1 0 2 0 1 1 21
Pool 4 - 7 8 16 10 12 5 7 8 12 - 7 6 102
Shed / Garage 3 2 4 9 8 7 8 3 6 7 5 4 66
Signs 0 0 3 2 1 1 0 0 1 2 0 0 10
Tents 0 0 3 3 24 - 44 28 23 34 11 - 0 0 170
Other 11 10 11 8 12 18 14 9 18 25 12 148
-
9 Total Other Permits iti- ,'24` ..:34 , ;48`-- .:68=: ' ,o6:F.' ;66:, �4,3' 79 ;67':: - 3�1- - ,1;8 . . 605
Disapprovals :- 11'. 7 "_ -.. 8 - .1-0. :.13. 13 ," 10 6 15 12 15 7 127
Renewal Letter : 8 7 1.2 17 28' -21 8 8 9 12 4 6 140
0
Building.Department Permit Totals 2015
�s. I"� `A� r vMla :s{J:u J:ti[�� Aiu SepOct ',Nov- -D:ec- Totals
ITEM'S ': = � `:�� ��1�;�4` Feb,� . �� f_.8: Y` _ - Aug . ...
C of O Residental'(1-2Fam) 5t -41 ' ; '43- 39 ` ;35 39 47 ° 45 50 59- 45 68 562
C of O Commercial 4 2 2 1 - ,3 3 2 . 2- 3 - - 5 .6 . ; 5 38
■C of 0 Comm Assembly 0 0 0 0 0 0 0 ; 0 0 0 0 1 1 ,
C of 0 Comm Residental 3+ 0 0 0 0' 0 0 0 0 0 0 0 0 0
PRECofO 2 3- 1 5' -7 5 4 ' 6 4 5 5 6 53
Updated C of O 0 0 0' 2 0 0 0 ' 0 0 0 0 0 2
Temp CofO 0 0 0 0 "0 0 0 ; 0 0 0 0 0 0
10 C of O - l'otal'Numbers
57.,:, -:46: . ;.=46- ,,47 45,,, ,47-,','-'53' 53 ' f57 '169', :56t.f :.80 6'56
11 Stop Work 1 1 1- • 1' 3 0 1 1 1 1 3 16
..t»
14 O '' r_atiri' P.erinits Y `4`
14a HazMat Manu/Storage .. - 0
14b HazMat Process/Activity ' -�-- 0
14c Pyrotechnic in Assembly '°' 0
14d Assembly > 100 0
14e Hazard to Public Safety 0
14f Other " ®�®® ---a 0
F .
;
Building Department Permit Totals 2015
iTEMS '; Jan eb Apr may--;i•.;-uuno JuI Aug, NOY/ ec Total
!_
30
30a # of Town Code 18 18 19 16 51 48 37 23 23 21 14 25 313
30b # of State Code 0
y.:-;=;;•et'Z' -;:sr
31 tf;
•
31a # of Complaints 0
Renewal Totals Electrical Totals
January $2,293.80 January $3,450.00
February $1,696.90 February $3,095.00
March $2,325.90 March • $3,710.00 •
April $5,627.90 April $7,276.00
May $7,979.35 May $7,090.00
June $5,261.70 June $7,120.00
July $5,717.50 July $4,360.00
August $2,569.05 August $5,375.00
September $2,196.20 September $16,649.00
October $3,875.20 October $5,203.00
November $899.60 November $4,785.00
December $1,294.49 December $6,955.00
Total: $41,737.59 Total: $75,068.00
(§).
r�,�OSUFFON(
JEFFERY STANDISH t" z s ; ;s� :c' Town Hall,53095 Main Road
Director y ,fxez�1.: P.O.Box 1179
. u ,fir �
Q ' Southold,New York 11971
"tTiv
Telephone(631)765-1283 Ext.236ijf ` " - 4�c
Fax(631)765-9015 ter '
State of the Town .
Department of Public Works
• Deer Management Program since 2008 total reported harvest 1390
Opened additional properties for hunting in conjunction with Suffolk County
DeerInformation
To date since 2008—1390 harvested deer have been reported,to Town
2015 Season - 135 hunters on Town Program
250 harvested deer reported (115 of which were harvested on Town properties)
150 deer donated this year with 95 going to Oakdale and 55 to individuals
35,000 pounds venison donated to venison coalition from 2008—2015
600 plus acres available for hunting(includes properties co owned
with Suffolk County)
•
The 2016 Nuisance season is currently underway
2015 Projects -
• Replaced Katinka roof, soffits and gutters
• *tailed new bulkhead at Klipp Park
• Installed new generator at Peconic Community Center
• Hooked up Suffolk County water at Laurel Information Booth
• Installed a 30'x40' Storage Building at Police Dept
▪ Replaced hot water heater at Police Dept
• Created Mechanic Shop at Highway
• Purchased a new bucket truck : -
• Created closets at Katina for more storage
• Installed new septic system Town Hall east end •
• Created office and processing room at Fishers Island Police Barracks.
• Repaired Fishers Island Theater, knocked down unsafe pilaster, repointed brick work&
reflashed roof
• Eagle Scout project at Down's Farm, created amphitheater
•, Paved Town Hall parking lot
• Resurfaced tennis courts at Corcoran Park
• Constructed shade shelter and dog platform at Animal Shelter
't L
• Installed new doors at Recreation Center
• Created Carpenter Shop at Highway
• Installed defibrillators in Town Buildings
• Replaced compressor and chiller on deer cooler
• 375 Anniversary celebration, set up parade route, created vault at Silversmiths park for
time capsule
• Decorated village with American flags and holiday banners
• Repaired handrail at Town Hall
• Installed computer shelf in Assessor's Office
• Relocated wires for new TV atKatinka
• Installed antenna at recreation center for shared wifi with PCC
• Installed new door Welding shop
• Created & installed box frames for cement pads for bleachers at Cocoran Park
• Installed door on Justice Court office & repaired exterior ramp
• Constructed Justice Court conference room and kitchen
• Installed concrete pad form for new:generator.at PCC
• Repaired stage floor at PCC
• Installed poles and fence at Police Dept Impound yard
• Installed power for new server at Police Dept
• Refurbished signage at Parks. .
• Repaired fence at Laurel Ball Field
• Maintenance of all parks, trail, beaches
• Overseeded various Town parks
2016 Projects
> Install Big Belly Waste & Recycle System to compact garbage and reduce barrels
> Construct new dock & walkway at Klipp Park
> Resurface McCabes & Kenny's Beach parking lots
> Rebji°ld beach lifelines
> Remove outdated playground equipment & replace swings at various parks and beaches
> Reitove and replace numerous sidewalks around Town Hall
> Install backflow device at New Suffolk Beach
> Replace flex pipe between oil tanks at PCC
> I °stall walkway in Arshamomaque preserve for Bay to Sound project
> Install replacement roof on Police Dept shed
>. Install replacement float at New Suffolk boat ramp
> Install guardrail at Corcoran Park parking lot
> Replace roof at Kennys & Goose Creek bathhouses
> Reconfigure, remove and place new walls in Accounting Dept
> Complete carpenter shop at IIWY with electric & heating
> Install additional dog shelters & ramps
> Install generator at Police Dept
> Replace inefficient streetlight fixtures with more efficient LED fixtures
> Relocate HWY generator to PCC
> Paint exterior of HRC
> Research alternative lighting for Town Buildings to LED bulbs through PSEG or other
energy saving incentives that are available
> Installed antenna at HRC for shared wifi with Katinka
Town of Southold
Economic Development Committee
Members: Donielle Cardinale, Tony Cocheo, Carolyn Fahey, Sara Garretson, Steve Latham,
John McLane, Rona Smith, John Stype. Town Board Liaison: Bill Ruland.
GOALS 2016
The EDC continues to work towards its mission of supporting job and general business
growth in Southold Town. Our goals evolve in service to this overriding mission.
• Present a Forum to attract the entire food sector. This is to include agricultural
producers, food processors and end users of food.
• Committee has engaged a consultant, Karen Karp, highly experienced in building
value-added networks in the food sector.
• Considerations for food sector event to include:
• Finance possibilities
• Food Chain links
• Food Sector 'think tank'
• Minimizing barriers to growth
• Include Farm Bureau and Cornell Cooperative Extension
• Develop an Arts Consortium.
• Identify arts organizations in Southold Town, to include:
• Visual art: painting, drawing, sculpture
• Music
• Theatre
• Identify finance possibilities
• Identify shared barriers, obstacles
• Encourage collaboration across disciplines
• Share possible solutions
• Establish platform for cooperative work
(7)
•
MEMO
To: Supervisor Russell -
From: Vincent Orlando, Superintendent of Highways
Date: February 8, 2016
Subject: Highway 2015 report &2016 goals
Mission statement:
The Highway Department provides maintenance and improvements to over 200
miles of Town roads. Some responsibilities of the Highway Department includes
maintenance of town equipment, traffic lanes, installation of catch basins for
drainage control, installation of Town and street signs, brush and leaf removal,
street sweeping, resurfacing streets, snow removal and ice control. It is the
Highway Department's mission to be effective and efficient while managing the
maintenance of the Town's roadways systems. To provide a safe and convenient
movement of traffic as well for pedestrians. Accomplishing it at the most
economical means available for Southold Town's tax payers.
2015 Accomplishments:
*Resurfaced Nineteen (19) miles of town roads.
*Worked with Engineering with the instillation of a new state of the art central
fueling station with two 8 thousand gallon AST's (one Diesel, one Gasoline) with
secondary containment, high level alarms, secondary containment alarms....etc.
at the HWY yard for all of the town vehicles to use.
*Constructed a new wash station for cleaning sanders and other equipment,
which includes a wind block of four 40-foot sea containers which also provide
Highway with more storage to keep equipment out of the weather.
*Continued our comprehensive town wide storm drain preventive maintenance
program. (74 Drains cleaned)
*Purchased the following to help make our Highway Department more effective
and efficient.
** 2015 six-wheel Freightliner plow/sander truck
** (2) 2015 Dodge 1500 Ram pickup trucks
** (2) 2015 Zero turn Lawn Mowers
** 1994 six-wheel Ford L-9000 plow/sander truck
** 1994 six-wheel Ford L-8000 plow truck
*Resolved the long term question in regards to Street Sweepings. It can be
screened and reused for fill or for sale.
*Worked diligently on sidewalk repairs for public safety (replaced 240sgft of
sidewalk)
*Dead Tree removal and tree trimming throughout the town & working with PSEG
if close to the power lines to reduce power outages during a storm event
(Total of 84 trees removed)
*Working with the engineering department on local drainage projects in Mattituck
and Southold
•
Goats for 2®'i�6_ _ ._. _ _--
*Continued our comprehensive town wide storm drain preventive maintenance
program. -
*Worked diligently on sidewalk repairs for public safety
*Working with Engineering on the Construction of a new Maintenance garage to
service the Highway Departments fleet
*Working with the'engineering department on local drainage projects.
*Continue to update the fleet with New and low mileage used equipment
(S)
Town of Southold
,Housing Advisory Commission
Members:
Eric Dahtes, William 'Dougherty, Michael Herbert, LeRoy Heiliger, Jeanne Kelley,
Beth Motschenbacher, Rona Smith. Town Board Liaison: Jim Dinizio
•
As always, the overriding mission and responsibility of the Housing Advisory
Commission is to
promote affordable housing construction and management in Southold Town. In 2015,
Committee members made a decision to direct our future efforts to creating a more
favorable climate for"affordable housing to moot the-effects of Nimbyism that erupts
every time there is the'specific-possibility of affordable housing on the horizon. This
continues as a priority in 2016.
GOALS 2015:
(Disposition in italics)
• Review, update and-rewrite parts of Housing Chapter.of Southold Comprehensive
Plan. Originally written in 2010. Process has begun.
• Meet with employers to assess'housing needs. Committee rnember'appointed to task.
• Meet with School Superintendents to assess enrollment/capacity. Committee
member appointed to-task:
• Support Assemblyman,Thiele's proposal for levy to fund affordable housing. In
process.
• Support Senator La Valles's proposal for low-interest loans for eligible homebuyers.
In process.
• Host meetings for realtors to discuss possible affordable housing opportunities. Met
with Tom McCarthy.
• Create awareness campaign to emphasize Town successes in Mattituck cottage
maintenance and resale management. Process begun.
• Continue efforts to mobilize development of Affordable Housing. In process.
• Examine original RFP to see where improvements are possible to stimulate response
and reissue RFP. In process.
• Monitored and reportedCPF tax exemption for first-time homebuyers. Continuing.
• Supervised development and selection process for affordable house in Orient, to be
completed in 2016. Project nears completion. "Cbmmittee•members contributed on-
site work.. -
• Discussions with landowner and architect re three affordable housing units to,be .
developed on.Fisher's.Island: ,Visited site. Offered input and,continuing,:dialgue.
• Sponsor Housing Forum as means of education citizenryabout,affordable;housing.
Forum held on October 22, 2015.
• Set resale prices at Cottages, rental levels for Accessory Apartments. Ongoing
responsibility.
• _
• Seek out partnerships such as Habitat for Humanity to construct affordable housing.
Continuing. =
• Support proposal -to allow Inclusionary Zoning affordable housing with purchased,
renovated,property off-site: Wrote,.to Town Board indicating support. , ,
HOUSING ADVISORY COMMISSION
GOALS 2016
• Seek increased.housing density in,limited, affordable housing,locations:_ Wrote to,
-Town-Board-indicating-support. - _
• Explore wastewater treatment options for affordable-housing developments. In
process.
• Expand and individualize process of educating and informing Southold;residents of
the criteria and standards for affordable housing. Scheduling meetings-with all
community organizations to explain and-education re affordable housing:,
• Continue oversight of Mattituck Cottages. To include resales, capital improvements;
pricing arid recertification.
• Evaluate and make recommendation regarding affordable housing developments.
• Maintain housing eligibility list.
• Evaluate housing candidates from eligibility list for any new development.
• Oversee first time homeowner CPF exemption. - - -
• Complete review and updating of housing chapter in Southold'Comprehensive plan.
• Adopt both rental and purchase affordable levels for 2016.
• Oversee production of accessory apartments rented subject to set affordable rents.
• When necessary, arbitrate matters of disagreement between owners of accessory
apartments and renters.
U
•��OStfFO(,�cG
_ tip►z
Karen McLaughlin % o - • - ; Nutrition Program
Town Director of Human t` Home Delivered Meals
Services `�0 ►► Case Management
Town of Southold =y�01 �•a0 .I Essential Transportation
750 Pacific Street - * ,I" Senior Adult Day Care
P.O.Box 85 ""�� Katinka House
Mattituck,NY 11952 Telephone Reassurance
Tel.(631)298-4460 Residential Repair
Fax(631)298-4462
MEMO
TO: Supervisor Russell and Members of the Southold Town Board
FROM: Karen McLaughlin,Director of Human Services
DATE: January 22,2016
RE: Human Services 2015 Annual Report/2016 Program Initiatives
MISSION STATEMENT:
Southold Town Human Services(HRC)is responsible for promoting,coordinating and administering
County, State,Federal and local programs and services primarily for Southold Town residents aged 60 and
older. Our mission to assist seniors to be as independent as possible and remain at home and in their
community is accomplished through advocacy,development and delivery of cost effective programs and
services.This office also provides leadership and collaboration with numerous agencies and programs that
comprise the network of human services in Suffolk County that serve our geographic area.
ORGANIZATION AND STAFFING
The Department of Human Services is comprised of several service divisions including senior nutrition
programs,essential and demand responsive transportation,senior adult day care,advocacy/case
management and information and referral.More detailed descriptions on programs, services and special
announcements are available on the Southold Town's webpage www.southoldtownny.gov.
In 2015,staffing consisted of 16 full time positionsand 12 part time positions(including a PT Senior
Citizen Aide II on Fishers Island). Currently all staff is cross trained in at least one additional job function
and has received CPR/AED certification.Professional trainings specific to job functions and mandatory
trainings(Workplace Violence Prevention,Blood borne Pathogens and Right to know)were conducted
while staffing schedules,program design and implementation were reviewed to maximize effectiveness and
efficiency.
BUDGET HIGHLIGHTS 2015
Expenditures:
For the 2015,we closed the fiscal year operating/expenditure budget at 15%under budget(-$220,000).
Approximately 78%($173,000)of this savings was due senior staff attrition;several full time employees
not retiring and receiving subsequent contractual accumulated leave time payouts and restructuring of
staffing patterns.In 2015 we added an additional plug-in hybrid electric vehicle(Ford C-Max)to our
inventory as part of our initiative to reduce carbon emissions and operating costs while improving overall
efficiency. We continue to utilize both the fuel management system,GPS and our vehicle maintenance
software program to better track and maintain our large fleet of vehicles.These programs allow us to
systematically plan routes,monitor and review all vehicle maintenance,repairs,fuel usage and
improvements in fuel efficiency directly related to reducing idling times and vehicle speed.Through these
1
measures we have demonstrated more effective and efficient management of fleet operations resulting in a
47%($10,000)reduction in fuel costs with a 6%reduction in total miles traveled from 2014 (107,995
miles)to 2015 (100,463 miles).Taking into consideration that gasoline prices dropped by 27%in 2015,
additional savings of 20%in 2015 can be attributed to implementing better fleet management practices.
Revenues:
Actual revenues received for 2015 from the Suffolk County Office for Aging Grant Programs remained
14%below projections,however anticipated funding allocated for 2016 remains unchanged.Voluntary
contributions from senior participants in our nutrition programs also fell below projections by 14%.The
severe winter was a major contributing factor for the decrease which resulted in higher than usual weather
related closings and limited transportation.Residential repair program income exceeded 2015 projections
by 4%with total contributions of$1,665. Through careful fiscal controls,we were able to reduce non-
personnel related spending throughout 2015 to offset the overall decrease in revenues which allowed us to
close the year at$46,778 under budget overall.
PROGRAM REVIEW 2015
In 2015 we provided comprehensive services in the following areas:*
• Home Delivered Meals(25,662 meals).
• Congregate Nutrition Program(11,443 meals).
•—Emergency Preparedness Meals Program-in-conjunction-with-the Suffolk County Office for -
Aging(1,520 shelf stable meals provided to seniors).
• Transportation services
o Regular Route to the Nutrition Center and Senior Adult Day Care(5463 passenger
trips).
o Demand Responsive/Escort to,essential medical appointments(405 passenger trips).
o Weekly grocery shopping,banking,pharmacy trips(704 passenger trips).
• Senior Adult Day Care Katinka House(12,749 hours of respite)._ •
• Monthly Caregiver Support Group(12 sessions with,71 participants overall).
• In home-visits and case management contacts for home deliveredsmeals(162 initial and
• annual assessments with 136 six-month follow up`contacts completed).
• Residential Repair Program(790 hours of service).
• Outreach and Education Programs(40 events,725 participants).
▪ New York'State/Suffolk County Farmers Market Program(120 participants).
• HRC Special Activities/Presentations for seniors(25 events/1,170 participants).
• Infoimation&Referral;benefits and entitlements counseling(775 contacts).
• Health promotion/nutrition counseling(67 events/1,069 participants).
• Quarterly Wellness Seminars with Eastern Long Island Hospital(4 programs were offered
with 80 senior participants in 2015).
• East End Hospice–Bereavement Group(12 group sessions).
• Health Care Issues and the Elderly Committee(27 Community Service Agencies represented
at regular monthly meetings chaired by the Director of Human Services).
• Suffolk County Veterans Services annual Mobile Health Care Event.
*Programs and services are posted on the Town's Website and on Channel 22 public access television.
Our Community Services Room,established in 2009,continues to provide access to community services for
Southold Town residents.The following organizations have use of dedicated space for appointments and/or
on a regularly scheduled rotation which is listed on our monthly activities calendar and on Channel 22
public access television. .
2
• Suffolk County Office for the Aging:Senior Advocate/Health Insurance Counseling Assistance. -
• Suffolk County Retired Senior Volunteer and Telephone Reassurance Program
• Suffolk County Health Department
•
• Suffolk County Veterans Services
• East End Hospice Bereavement Counseling
• ELIH-Senior Options and Solutions
• Suffolk County Legal Aide Elder Law Division-Touro Law School
• New York State Bar Association Elder Law Division (Annual Elder Law Clinics) `
. • Community Action of Southold Town
• Family Service League of Suffolk County
• Nassau Suffolk Hospital Council-Aged,Blind and Disabled Health Insurance/Benefits Assistance Program
PROGRAM HIGHLIGHTS 2015/2016 HRC Strategic Plan
SENIOR SERVICES
Special events to celebrate the proud tradition of serving seniors in Southold Town'were held throughout
the year with special celebrations in May in honor of National Older Americans Month.The program,
established in 1974,stands as one of the first town sponsored nutrition sites in Suffolk County.For over'
forty years,our partnership with the New York State and Suffolk County Offices for the Aging has allowed
us to provide vital services in direct response to the changing needs of seniors in our community including
more than 1:97 million hot nutritious meals served to eligible seniors;415,300 one way'passenger trips for
essential transportation;over 63,000 volunteer calls to homebound seniors,and thousands of hours of
residential repair and case management services. Our Senior Social Model Adult-Day Care Program, --
established 30 years ago,has provided over 778,000 hours of care to over 875 families needing respite from
care-giving responsibilities.
•
The satellite senior congregate nutrition program at the Town's Recreation Center continues to provide
lunch to seniors at the regular senior club meeting twice monthly and is open to any senior 60`and older.
The goal of the satellite program is to afford greater access to all seniors,particularly those iin'easterninost
areas of Southold Town,to participate in our congregate dining program and provide them with`fhe '
opportunity to learn more about their senior club.A grant of$25,000 was received from the New York
State Office for the Aging to purchase equipment and make improvements to the Human Resource-Center
and the Peconic Recreation Center.We currently have approval from the Suffolk County Health
Department for a staffed vending operation at the Recreation Center.
Development and implementation of portable handicap ramp loan program for residents in need of a ramp
to access their home during a period of temporary disability is continuing.Requests for proposals have
been completed and ramps will be purchased through Community Development Block Grin January
2016 with related storage equipment acquired in 2015.Units will be stored at the Human Resource center
and installation will be provided by Maintenance Mechanics under the Town's'existing Residential`Repair
Program.Priority will be given to low income elderly residents of the Town.
Establishment of a new Neighborhood Memory Café program at the Human Resource Center is a priority
for 2016.The mission of the program is to provide a safe,comfortable,and engaging environment for
people with memory loss and their caregivers.By providing a supportive meeting place,families can share
their concerns and find friendship and acceptance without feeling embarrassed or misunderstood.
FISHERS ISLAND SERVICES
Efforts to better serve seniors on Fishers Island continue and increasing our presence on the islandreniains
a priority.In 2015 we coordinated several joint visits with representatives from Suffolk County Office for
Aging,Department of Social Services and the North Fork Animal Welfare League.A part-time Senior . '
Citizen Aide II,appointed by the Town Board as part of the Human Services Department staff,continues to
3
serve senior residents on Fishers Island.In 2016 the senior nutrition program home delivered meals and
portable ramp equipment loan programs will be offered to island residents.We are also working in
conjunction with Suffolk County Office for Aging and Rev. Candace Whitman of the Fishers Island Union
Chapel,to address the legislative challenges and resolve current barriers to eligible seniors in.receiving
Medicare covered home health care on Fishers Island.
FLEET MANAGEMENT
In 2016,we continue the advancement of a departmental comprehensive fleet management plan with full
implementation of the Fuelmaster, GPS and Charge Point systems.The plan follows a database model in
which route design,driver behaviors,fixed costs, operating expenses,repair costs and other variables are
recorded and examined at regular intervals.Through comparative analysis of vehicle type,operator/vehicle
performance,efficiency,age and use,adjustments are made in a timely manner to maximize efficiency.Our
ongoing commitment to decreasing the overall cost of fleet operations has proven effective. Since 2012,we
have reduced our overall operating cost per mile from$.51 per mile to$.34 per mile;cost per mile fuel only
from$.29 to$.16 and an,average overall efficiency improvement of 4 miles per gallon in 2015. ,An
important component of our overall fleet plan and clean energy initiative was the incorporation of electric
vehicles for fixed route transportation/home meal delivery and demand responsive transportation. In 2013
we introduced our first hybrid electric and a fully electric vehicle to our fleet and in 2014/2015 we added 2
plug-in hybrid electric vehicles.To date we have reduced,our HRC fleet carbon emissions by 1,863kg.
GREEN ENER G Y INITIATIVES
In 2013, Southold Town acquired three dual port commercial charging stations through a grant from
NYSERDA/NYPA as part of Governor Cuomo's Charge NY State Clean Energy Initiative, The charging
stations are currently located at the Human Resource Center,Peconic Community Center and Town Hall.
The goal of the initiative is,to promote clean and efficient electric-drive transportation technologies
throughout NY,State through the installation of public and workforce charging,stations.In October of 2015,
Supervisor Russell,and the Town Board adopted Resolution 852 designating two charging stations .
available-for-public-use at-a-two-dollar-flat fee.•Resolution-853-supporting-Leviton-Manufacturing•as7a- -
respondent.to_NYSERDA-'s,community-scale-sustainability-project grant-was-also:adopted._This-potential- ,
grant award will provide for the identification and,expansion of the electric vehicle infrastructure in
Southold Town.Valuable usage data from the stations will be routinely collected,,compared and analyzed
for improved efficiencies and review at NYSERDA as part of this green energy initiative.
EMERGENCY MANAGEMENT
The Town Director of Human Services continues to serve as a Deputy Emergency Preparedness
Coordinator and Emergency,Shelter Manager. The Human Resource Center,750 Pacific Street,is
designated as aSpecial Non-Medical Emergency Needs Shelter as part of the Town's Emergency
Preparedness Plan.Seniors with special medical needs are continually encouraged to contact the Suffolk.
County Emergency Preparedness Office to determine if they meet the criteria for inclusion in the registry.
Seniors enrolled in our home delivered meals program requiring special medical needs consideration are
registered online by our Caseworkers with follow up provided by the Suffolk County Office of Emergency
Management.
INTERGENERATIONAL PROGRAMS
As part of our ongoing commitment to expanding intergenerational programs for youth,we continue to
partner with Suffolk County Office for Aging(SCOFA)in a special program to provide seniors the
opportunity to learn new technologies.Personal computer tablets were,provided by SCOFA through
support from Governor Andrew Cuomo,the New York Department of State and Google. One of the goals
of the program is to prevent social isolation and enhance seniors' quality of life through distribution of
tablets,for use by seniors at designated senior centers and adult day care respite programs. We have
developed a mentor based program for youth to engage seniors in using currently available electronic
4
technologies.The program,which began in 2014,involved Southold Elementary 5th and 6th grade students
tasked with working with seniors at the HRC on the use of the tablets and the intemet. Subsequent
programs involved specific projects at Katinka House that included ancestry,research and shared history
projects for high school students and senior center participants.By the end of 2015,40 seniors participated
in 800 hours of individual tablet usage with the students.
EQUAL ACCESS TO SERVICES
We continued to provide language interpretation/translation assistance to the limited English proficiency
(LEP)population in Southold Town under Suffolk County Equal Access to Services Plan. Southold Town
Human Services entered into a service agreement with a telephonic language interpretation and translation
service to ensure equal accessibility to all services.Targeting underserved low income minority elderly will
remain a priority as mandated by the Federal Older Americans Act.
COMMUNITY PARTNERSHIPS
Our continued association with Eastern Long Island Hospital's Geriatric Center of Excellence allows us
to provide additional client support and enhance our comprehensive planning for our senior community.
Information gathered from focus group meetings and senior community-needs surveys enables us to
develop a more effective framework of community services. Valuable information and recommendations
gathered through this alliance have been incorporated in the senior services component of the Human
Services Chapter of the Southold Town Comprehensive Plan. The ELIH Senior Options and Solutions
Program provides wellness education seminars throughout the year that cover issues important to seniors to
improve their overall health.
In collaboration with Community Action of Southold Town,we secured a grant in memory of a past
participant of the home delivered meals program.The program,funded for$10,000 in 2014 by the
Annenberg Foundation with the Metabolic Studio,was used provide fresh locally grown produce for
seniors in our nutrition programs. Seniors at our lunch program were provided"Gent's Greens"coupons
that were redeemable at participating farm stands.Homebound seniors were provided with produce
delivery to their home by our drivers.Additional funds were donated in 2015 and were made available to
our seniors for fresh produce as well as for purchasing fresh herbs for a special intergenerational planting
project at the HRC.Members of the Southold Town Youth committee from Greenport High School
constructed raised planter boxes for the seniors to grow fresh herbs that were used in meal preparation at
senior center.The program will continue through summer of 2016.
The Town Director of Human Services continues to serve as Chairperson for Suffolk County's NY
Connects Program.The Connects Program is New York State's initiative to provide for a single point of
entry in each county allowing residents of all ages more efficient access to community-based long term
care services.Suffolk County Office for the Aging(SCOFA)has been designated as the lead agency and
will work closely with the Departments of Health, Social Services, and Handicapped Services.SCOFA has
a dedicated phone line to assist Suffolk County residents with information and referral to appropriate
services at the county and town level. Screening for eligibility and public education are also key
components of the Connects program.
Grant seeking efforts continue to establish NORCs(Naturally Occurring Retirement Communities)
locally.Currently four census tracts in the Town of Southold meet the eligibility criteria for funding.Once
funding becomes available,a joint proposal will be introduced,prepared and submitted through a
collaborative effort with ELIH, South Oaks Hospital,Mental Health Association of Suffolk and the Town
of Southold. The 2010 US Census marked a 3.53%increase in the senior population density of Southold
Town from 28.7%to 32.23%. Suffolk County's 60 and older population density also increased from
15.8%to 19.1%of the overall population.
5
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Information Technologies Accomplishments and Goals
Prepared by: Lloyd H. Reisenberg
Network and System Administrator
Date: Febr'u'ary 12, 2016 '
Accomplishment 2015
Southold's Information Technology Department works in a fast-paced technology based environment
that is always evolving. The department is responsible'for implementing,'maintaining and supporting
all of the diverse needs of Towns' technology infrastructure. This includes but is not limited to end
user support and,training, hardware, software applications, enterprise systems, custom programming,
web development,.e-commerce, the network infrastructure, and telecommunication systems.
Aside.from the daily high volume of requests for assistance from 'our user base and the numerous
daily tasks and responsibilities assigned to the Information Technologies Department. The following
highlights some of the projects the department completed this past year. •
Assessors Grievance Application: Although a 2015 capital project to purchase an application was
approved by the Town Board, the Information Technologies Department developed a custom
application for the Assessors. By developing this application in house there was no capital
expenditure required, there are no annual maintenance fees, the Assessors are able to record and
report on grievances and changes to the application are accomplished at no cost.
CAD and Records Management Application for the Police Department: Completed the
installation of Impact which is our new computer aided dispatch and records management application
for the Police Department. The Town benefited from a tremendous cost savings on the purchase of
the application as well as an upgrade that would have been required for the old IBM servers. Impact
which is used to dispatch Police, Fire and EMS includes modules for records management, visual
computer aided dispatch, arrestprocessing, mobile communication, GIS mapping, Livescan interface,
data sharing and the E9.11 interface.
Domain Controllers Upgrade: Three new domain controller servers were purchased and put into
service. These servers are an integral part of network management and security. This project
replaced the existing obsolete domain controllers with new state of the art devices.
Page 1
Mobile Device Security: The number of mobiles devices, which includes-cell phones and tablets,
that are currently in use by town employees is steadily increasing. Accessing Town resources from a
mobile device can introduce a significant threat:to network and data security. Last year
implementing a mobile device management application which enables the Town to the address
challenges associated with mobile technologies.
Server Virtualization: Moved forward with the initiative,using Microsoft Hyper-V to virtualize all of the
Town's critical servers. Hyper-V is a server hypervisor that enables consolidation of a single physical
server into many virtual servers, all sharing the hardware resources of the host server. Hyper-V
improves server utilization, reduce capital costs required for buying in-house physical servers and
acts as a failover system should the need arise.
Data Backups: Implemented a new NAS (network attached storage) server with 32 TBs of storage to
be used to house backup data for the Town's servers and personal workstations.
PD Livescan Application: Purchased and installed scanning and storagehardware and an
application at the Police Department which is used for identification, fingerprinting and online
database searches. This system replaced an existing system that was antiquated to the point that it
was no longer functioning.
Online Permitting Portal: Implemented an online permitting portal enabling the public to purchase
beach permits, shellfish permits, waste disposal_permits and dog licenses. By using e-commerce,
technology the public can purchase.permits online which_will:save,time for the individuals seeking to
get permits in that they no longer have to:=come to,town;hall to,get them. . '
SPAM Filtering=Server/Applic-ation rBrought a-new�server-on`line.that acts.as'the:Town's-frst line of
defense against email SPAM. Each week over 30,000 emails from all over the world are sent to town
addresses, most of which are SPAM or have some sort of,Malware.attached. Email fltering:is critical
since our business relies.on-electronic messaging so heavily. Having this server iriplace significantly
decrease the number of SPAM messages our users have to review.
Application Development: Continued enhancing and modifying the Highway Time Track
Application.
Municipal Wi-Fi: Increased the open Wi-Fi coverage_in some of the Town's municipal buildings by
the use of access points and bridges.
_ , Emergency Management
DebrisMitigation Plan: Worked in conjunction with Suffolk County,to create a county wide debris
management plan with an annex dedicated to the debris management for the Town of Southold.
Peconic Community Center Generator: The Town received a very generous donation to purchase
and install a generator at the Peconic Community Center. With a constant source of backup-power
this location now becomes the Town's primary emergency shelter. It will be self-'sufficient during
times when emergency sheltering is required.
Shelter Training: Provided shelter volunteer training twice in 2015 on emergency shelter operations.
Concentrating on safety in the emergency shelters, organization and the functions of team leaders.
Page 2
•
Goals-for 2016
The Town of Southold Information Technology Department serves the technology needs for all of
Southold's municipal offices.
Our goals are driven by and support the requirements of the Town's population as well as each of the
elected officials, appointed officials, individual departments, and employees within the Town
government. Using technology we`strive to minimize the organizational overhead and maximize -
resources devoted to the direct improvement of our'public service. We are continually doing routine
evaluations and reviewing opportunities for information to be shared by the town and other
organizations.This foresight helps-minimize the cost.of data collection and the maintenance of our
information systems while attempting to increase productivity. 'In all situations, it's our vision to
maximize accuracy and improve public service through the use of technology in the face of ever
changing requirements, increased demands, and increasing costs.
The following highlights some of the goals for the department for the coming year.
Online Recreation Program and Activities Registration Portal:Implement an online portal
enabling the public to register and pay for programs and activities offered'by the Towns Recreation
Department.
Website Upgrade: Work with the website committee to come up with a plan and design to update-the
Town's website.
ACS Purchase Order Application: Install and implement the ACS Purchase Order Application. A
purchase order application will increase efficiency, order control, and budget control required by the
Town's Procurement Policy. One of the most important features of the ACS Purchase Order System
is that it is specifically designed to seamlessly interface with our current financial system. It will also
provide increased efficiency and improves the handling of purchase orders.
Parking Ticket Scanners: Seek out funding possibly in the form of a grant to purchase hand held
scanning devices that will enable officers to scan the information from the illegally parked vehicles
into an application which interfaces with the Town's parking ticket application. This will optimize and
streamline this process, would potentially generate more revenue, increase efficiency, decrease
human error and decrease the time it takes to collect fees.
Financial Server Upgrade: Upgrade the Town's financial application server which is 10 years old.
The IBM server is now at a point where IBM is going to stop supporting the operating system on it.
This server and operating system are critical since it houses the Town's financial application.
Phone System Upgrade: Upgrade the phone systems at the Highway Department, Human
Resource Center and possibly the Police Department. The phone systems at these locations are
based on technology that dates back to the early 1980s. Although these systems are still functioning
replacement parts are becoming more and more difficult to find and in all cases the parts are not new
but reconditioned. By upgrading these systems the Town will save on maintenance costs, user
frustration and will help prevent downtime on a critical systems infrastructure.
Page 3
Bandwidth Increase: Simply put bandwidth is the amount of signal (data) that can be transmitted
over various types of mediums from-one location to another. The requirements of the Town for data
transmission between the facilities have increased sharply over the past year. With this in mind, I
intend to negotiate a new contract with our hosting company that will increase the bandwidth to meet
not only current requirements but will increase it enough to meet our future,needs as well.
Application Development: Continue the development of applications used to optimize and increase
the performance of the Town departments and committees.
Municipal Wi-Fi:.Increase the open Wi-Fi coveragein the Town's-municipal buildings by the use of
access points and bridges which will result in cost,savings for,the town. .
CCTV: Install Closed Caption TV inTownHall and possibly the Annex. This could be used for
showing what is playing on Channel'22, Town Board.work sessions and-meetings and general
messages for the public doing business at the town offices._, -
Emergency Management -
Round table with the FD.Chief's Organize-
,a:roundtable- discussion between the,Office,of
Emergency Management;Fire.Chiefs and.possibly,Suffolk County_Rescue. - •
Public Awareness Seminar: Hold a public awareness seminar to educate the public about our
emergency management goals and,objectives. _ .
•
•
•
Page 4
4D
SOUTHOLD TOWN JUSTICE COURT Town Justice
�y 53095 MAI-N.ROAD ROUTE 25 Hon.William H.Price,Jr.
'fat, , 19 PO.BOX 1179 Hon.Brian J.Hughes
SOUTHOLD, NY 11971-09`59 Hon.Louisa P.Evans
Phone#:(631)765 1852
Fax#:(631)765-3898
2015 ACCOMPLISHMENTS:
The Justice Court Assistance Program (JCAP) has awarded the Town of Southold
Justice Court a total of'8 new computers, 5 desktop scanners, 7 bar code
scanners-(foruse in processing cases and payments) and a printer'for the
courtroom. We were also awarded $3,565.00 from the 201`5/2016 JCAP'grant
cycle. This award will be used to purchase office furniture,,filing cabinets and
various office equipment.
The Court has purchased a standingAmetal detector as well as a hand held
detector from JCAP'fuiids from the 2014/2015 application:
Four (4) court officers have been hired to provide proper security on court days
as well as at hearings and trials.
A security camera was installed in the vestibule of the court office with a
monitor in the Clerk's office. This has added a needed level of security.
The Justice Court has put various forms and instructions on their website. This
also allows the public to access payment instructions in order to simplify the
process.
There is a general email that is monitored daily for any court inquiries that are
emailed to the Court. That email address is: justicecourt@town.southold.ny.us
The court has heard 7 jury trials, 3 bench trials and 16 hearings.
The court has processed the following assortment of cases for the year 2015:
3950 Vehicle and Traffic/Navigation Law cases -
205 DWI cases
612 Speeding tickets
54 Small claims cases
335 Criminal/ABC Law Cases
Page 2
A sample of cases closed for the year 2015:
Vehicle and Traffic/Navigation Law cases: 2668
Environmental/NY Regulations: 211
Town Code Cases: 41
Greenport Village: 184
There were a total of 1,573 parking tickets filed with the Justice Court in 2015.
1,226 tickets were paid equaling fines in the amount of$105,690.00
GOALS FOR 2016
We continue.to identify cases where bail is unclaimed. That money will be
turned,over to .the Town,Comptroller to be held for 6 years. At that time, the
money will become property of the Town.
The court is utilizing scanning capabilities so that any cases that are filed with
the court are accessible at the desktop.
The Court will apply for the JCAP Grant when the application process opens.
Land Preservation Department: 2015 —2016 Statistics, Projects and Initiatives
Prepared by Melissa Spiro, Land Preservation Coordinator
February 9, 2016
Land Preservation Completed in 2015
• Farmland Purchase of Development Right Acquisitions
20.9 farmland acres were preserved under the Town farmland program at a total purchase
price of$700,000.
• Open Space Land and Easement Acquisitions
10.28 acres were preserved for open space purposes by the Town.
Acquisitions included a below market value purchase of a small beach parcel and a private
donation of 10 acres.
Details pertaining to the individual projects are included in the attached 2015 Year End Report:
Completed Land Preservation Projects.
Land Preservation Applications as of December 31, 2015
• At the close of 2015 there were 15 preservation projects at various stages, involving
preservation of 436± acres.
o 3 of the 15 projects had executed purchase contracts by the close of 2015.
Land Preservation Program and Protects: Projects for 2016
Land Preservation Department and Land Preservation Committee Projects for 2016 include:
• Review and processing of current and future applications. Several of the preservation
applications have a Conservation Subdivision component and the Dept. will continue to work
closely with Planning Staff to expedite'these applications.
• Continue to investigate and prepare grant applications for funding for farmland and open space
acquisitions.
• Review and update of Land Preservation policies, procedures and,definitions. Review and
update of the Town's Easement language and review and update of the sections of the Town
Code pertaining to preservation.
• Continue to monitor Town owned open space properties and properties subject to Town
Easements.
• Update to the Community Preservation Project Plan and the CPF Management and
Stewardship Plan.
• Coordination with Suffolk County in regard to County preservation efforts.
• Outreach to landowners regarding Town programs, private conservation and other
preservation options.
Preservation Funding
• Community Preservation Fund (CPF) revenue for 2015 was $6.5 million.
2015 Year End Report Completed Land Preservation)Projects
Prepared by Melissa Spiro,Land Preservation Coordinator
January 7,2016
•
ORIG. I
SAN.
CONTRACT PURCHASE .PRES. PARCEL PURCHASE PRICE! FUNDING: FUNDING: FUNDING: FUNDING: FUNDING: FLOW
TAX MAP NUMBER LANDOWNER DATE DATE AREA AREA PRICE ACRE TOWN COUNTY STATE FEDERAL PRIVATE PROGRAM(FUND) ZONE CRED.
-
�K"v.4W.:.."1k=�a.�w`.•^»:g:2.v.��sP�.^.'a=.�s-ter,
FAolnwiD56E�rLt4LA4ENT-.RIGHTS']ASEA7ENTS
Peconic Land Trust,Inc. (fik/a IlTown PDR R801
1000-20.-3_6 2 Edwards) I 6/17/2015 8/18/2015 20 94 20 94 5700 000 NA S7C0,000 0 SO SO SO (Town CPF) R200 0
Total PDR Farmland:iiI 20.94 5700,000 5740,000 SO $0( SO SO 0
OPEN SPACE AND OPEN:SPACEEASEMENTS'
To'vn Open Space
1000-22-3-5 1 Sinatra I 9/17/2014 8/19/2015 10 09 10 09 Donation NA 30 50 SO SO Donation (Town CP=) R80
Below Town Open Space
1000-23-1-19 Rose 1 6/2212015 9)30/2015 028 0,28 52000 NA 9,2,000 SO 50 SO Markel Sale (Town CPF) R80 - 0
Total Open Space and Open
Space Easements.' . 104 '- $2,000 !2000 So $0 $0 SO 1
.1.,,=rSl•a 7.4x'":z.;:�1.,�:_v'y`�"..'°" ;y"g=,-. .o-.�,_ .=�;^-"'-`.�5�,a ".'i.� .,r,..w ...••t° 4 --?",. .�.�_...�,-.N,
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ALL'ERrGRA61S'GF:AND0;0TAL:ti...�. �.....�_•_.�1.: ^r�... atd:r2�a�: 19.311; ...y..�. � � �.�"p: ,.�.,,., m.s ,.„ .,,-•
ter �1,�:i�sroza :.=: w�� '�sn•�ao4� ._:. _...:so... so`;_ ;' r v�ti�'. �� �,-� _.,r,�.. f i ...
.,.:rC:%.... .-s ! •''1�. 'S 'eDonahon ::.Nv.....�:,io �L :.;WI^'a�`'"��.'�•.rl"_•r��i
13
SOUTHOLD TOWN PLANNING
YEAR END REPORT 2015
GOALS & PRIORITIES 2016
Southold Town Planning
Year End Report 2015
Planning Board Applications
Public Meetings Completed 12
Work Sessions Completed 25
Public Hearings Held 31
Applications Reviewed 85
Applications Pending 48
New Applications Received* Site Plans: 21
*Subdivisions include each phase: Subdivisions: 18
Sketch,,Preliminary,Final Special
-Exceptions 1
Total: 40
Applications Completed Site Plans: 9
Subdivisions: 8
Lot Line
Modifications: -2
Special
Exceptions 2
Total: 21
Fees Collected Applications: $42,266
Park&Playground: $21,000
Administration: $2,000
Total: $65,266
Coastal Consistency Assessment Reviews: 250
(Local Waterfront Revitalization Program)
1
Southold Town Planning
Year End Report 2015
People served: 401
356 people at the Planning Counter.
93 Requests for Information
94 Requests under the Freedom of Information Law (FOIL)
(about 80% submitted at the Counter)
Please note:the above numbers do not include additional people served via phone
calls and e-mails.
Planning reviews for other boards/departments: 35
Town Board:
• LocalLaws: 6
• SEQRA: 6
• Change of Zone Petitions; 2
Zoning Board of Appeals: 15
(Variances & Special Exceptions related to Planning Board applications)
Wireless Communications Modifications Technical Reports: 6
Comprehensive.Plan Update
1. Completed and submitted a competitive grant application(NY Consolidated Funding
Application under the Local Waterfront Revitalization Program) for the completion of the
Comprehensive Plan Update.
2. Awarded the grant to complete the plan at full amount of$330,000. The State will
provide up to $165,000,half the total, in reimbursement.
3. Land Use Chapter Hamlet meetings(East Marion, Fishers Island,Mattituck/Laurel,New
Suffolk, Orient, Peconic)
• Presentations with hamlet-specific statistics relating to land use and zoning in each
hamlet.
• Preliminary input gathered from participants regarding land use and zoning in those
hamlets.
2
Southold Town Planning
Year End Report 2015.
•
Comprehensive Plan Update (continued)
4. Continued GIS computer mapping and data analyses for Land Use Chapter.
5. Conducted site visits to Fishers Island as part of the zoning analysis for the Land Use
chapter
6. Completed the first draft of the Land Use Chapter
Other projects & accomplishments
1. Worked with the Town Attorney's office and the Code Committee to create the new
Historic Preservation District Zoning to help preserve historic churches and other iconic
buildings.
2. Collected data and conducted analyses to produce the Mattituck Hamlet Center Parking
Assessment. The purpose of this assessment was to determine whether new developments
in downtown Mattituck may use public parking instead of providing parking on site.
3. Provided data relating to accessory apartments-and demographics to the Housing
Advisory Commission for the Affordable Housing Forum
4. Continued to improve the efficiency of the Department for processing site plan and - -
subdivision applications.
5. Participated in Code Committee meetings on various topics.
6. Participated in Transportation Commission meetings.
7. Attended continuing education for planners, including the following:
• American Planning Association
o East End Planning Conference
o New York Metro Chapter Annual Conference
o Water Quality Management Seminar
• Engaging Communications—public speaking workshop
• Complete Streets Implementation Workshop
3
Southold Town Planning
Year End Report 2015
Projects with Grant Funding
The Planning Department managed five grant projects in 2015. Grant management included
the following:
• Coordination with other Town offices, outside agencies &consultants.
• Prepared request for proposals and met procurement policies.
• Prepared and submitted vouchers for payment&required quarterly reports.
Grant# Grant Title Amount Paid to Town Payee
C006789 Southold Town Code Revisions $14,027 NYSDOS
C006880 Hashamomuck Pond Watershed $41,959 NYSDOS
C303426 Grove Road Stormwater Project $53,590 NYSDEC
C007078 Hamlet II -Comprehensive Plan $ 4;610 NYSDOS
C006792 ,. Town Code to Implement $ 5,275 NYSDOS
Stormwater Management
2015 TOTAL RECEIVED $119,461
Work completed on grant-funded projects:
1. Hamlet Revitalization I (C006879)-CLOSED
• Amended Final Voucher for$114,040 and provided additional supporting
documentation at the request of the NYSDOS
• Payment pending for 50%reimbursement.
2. Stormwater Management Phase II—CLOSED
• Began preparing fmal paperwork.
3. Goldsmith Inlet Watershed Restoration(C007079)
• Prepared Voucher 3 for$44,602
• Payment pending for 50%reimbursement.
• Requested extension to complete the work plan
4. Watershed and Sewershed Mapping Project(C1000246)
• Prepared Voucher 2 for$16,751
• Payment pending for 50%reimbursement.
• Requested budget amendment and extension
5. Detailed follow-up for NYSDOS regarding closing out past grants and providing
materials for vouchers. Closed grant contracts: C006789, C006880, C006792 and
C007018.
6. Began work with NYSDEC and Town Board to shift leftover grant funding of$140,254
for water quality protection to new water quality projects under NYSDEC Contract
C303426.
4
Southold Town Planning
Goals and Priorities 2016
1. Current Planning Board Applications
• Continue to increase the efficiency of processing site plan and subdivision applications
• Continue to fine-tune interdepai tmental communications with shared jurisdiction
• Increase planning staff cross-training
• Expand the use of ArcGIS computer mapping technology to improve the quality of -
information provided to the Planning Board, applicants, and the public.
2. Long-range planning - Comprehensive Plan Update: -
Completing the Town's Comprehensive Plan Update is a top priority for the Planning Board
and Planning Department in 2016.
• Complete the Land Use Chapter
• Complete the Transportation&Infrastructure Chapter
• Prepare for and conduct public input meetings for'the-remaining cliapters
• Design additional methods to gather public input, including online
• Provide additional interactive tools for the public to engage in the long-range planning
process
• Review,update and edit all the draft chapters of the completed Comprehensive Plan
3. Moderate Income Housing
Work with the Town Board and the Southold Town Housing Advisory Commission to
facilitate the creation of more housing for moderate income families and individuals who are
currently priced out of the housing market in Southold Town.
4. Further the Goals of the Town
Continue to work with the Town Board and Town committees (e.g. Economic Development
Committee, Housing Advisory Commission, Transportation Commission, Agricultural
Advisory Committee and Landmarks Preservation Committee) to further the Town's goals.
5. Review open applications and conduct planning-related meetings on
Fishers Island.
5
Q:J-1
Southold Town
Police Department
Menlo :. . } .�
! POLICE I.,CE
To: Supervisor Scott Russell 4.11 " •
From:Martin Batley, Chief of Police ' -'``
Pow.isAo„k
Date: 2/2/2016
Re: State of the Town Address •
The year 2015 marked the addition of much needed new officers to the Southold
Town Police Department, adding eight new officers to our Patrol force during
the month of June after completing the Police Academy. Besides replenishing
our patrol force, this also enabled our department to assign an officer to the
Suffolk County District Attorney's Office East End Drug Task Force after not
participating for a year because-of a lack of personnel. On July 18th a motor
vehicle accident involving a limousine and a DWI arrest led to the death of four
young women and serious injuries to the remaining four passengers. This
accident brought to the forefront the traffic issues and complaints that have
come with the exploding number of vehicles using our town roadways in the
past ten years. This issue was addressed by the assignment of a second officer
to our Highway Patrol Unit which was funded in part by the Suffolk County
District Attorney's Office through asset forfeiture funds.
On the Technology side, we transitioned from our fifteen year old Records
Management/Computer Aided Dispatch operating system to a new company,
IMPACT, which was a large project. All members of the department were
required to be trained on this new technology, which is used in every officer's
daily activities and reporting. IMPACT affords dispatchers and supervisors the
ability to track in real time the movement of patrol cars and pending calls
through advanced mapping and GPS technology.
Our department continues to provide extra traffic enforcement through the use
of government funded programs addressing Driving While Intoxicated,Boating
While Intoxicated, Aggressive Driving, Seatbelt enforcement, and similar
programs.
1
- Special Events still pose a significant challenge to our department, with the
number of events growing each year. This past summer we planned for and
executed the policing'of the yearly Strawberry Festival, a Tall Ship event in
Greenport Village spanning five days over the July 4th weekend, the Maritime
Festival along with numerous other festivals, parades and 5k runs.
This year we will be planning for the remodeling of our department's Dispatch
Center at Police Headquarters, which is over 15 years old and ism serious need -
of an upgrade. Our Dispatch Center is the Public Safety Answering Point for all
of Southold.Town and Shelter Island, dispatching for three police departments
and ten fire departments and is at the very core of public safety for theNorth
Fork. Through,the use:of 911 surcharge.-monies, we are planning to dismantle
the old consoles-and:technology and rebuild the room with a new radio and
dispatching sys'terii to bring this center up to current standards.This project will
benefit every residerit'of the North Fork,Shelter Island,Fishers Island and Plum
Island through the 911 system and the dispatching of Police,Fire and EMS. •
•
•Page 2
`5J
GEORGE R. SULLIVAN �� `�O Gy: Town Hall,53095 Main Road
� P.O.Box 1409
TOWN OF SOUTHOLD o
Southold,New York 11971-0499
RECEIVER OF TAXES ; ry, Telephone(631)765-1803
` O Fax(631)765-5189
OFFICE OF THE RECEIVER OF TAXES
TOWN OF SOUTHOLD
I have described below what I feel are the relevant highlights of the accomplishments of
the Tax Receiver's office during the past several years.
We have made it possible for the taxpayers of Southold Town to pay their obligations in
a variety of ways and our procedures exceed those of the majority of other towns.
Payment can be made in the following ways: 1. Direct payment at the Receiver's office
located at Town Hall; 2. Remittance by mail; 3. Payment at the local branches of Capital
One Bank, Bridgehampton National Bank and Suffolk County National Bank together
with the payment stub provided with the tax bill; 4. Payment on line by visiting the
Town's website and utilizing a debit card. There is also the ability to satisfy the tax
obligations by use of a credit card however, this must be done at the Receiver's office.
My staff continues to be responsive to the public and their experience is reflective of the
advice and procedures that should be followed by taxpayers.
Respectfully submitted,
George R. Sullivan, CPA
Receiver of Taxes
Town of Southold
SOUTHOLD TOWN
RECREATION DEPARTMENT
2015-2016
,FF
IF .60f SON,
ti °
(' ot
The Town of Southold Recreation Department strives to maintain and enhance
the quality of life for all' residents of Southold by providing park, recreation. and
leisure opportunities through organized programs and by acquiring, developing,
maintaining, preserving, and enhancing recreation areas, open spaces, and
facilities in the most cost-efficient manner. The,department constantly pursues
excellence and dedication in providing the best possible services.within resource
and budgetary limits. ,
s
The department's role is to ensure that residents. have as many opportunities as
possible to develop healthy and happy lifestyles through the,pursuit of positive
leisure time activities and the development of new skills. This is best achieved
when we work with and listen to our community. It is the, goal of the Southold
Town Recreation Department to provide and promote recreational activities that
appeal to and accommodate the current and future needs of our, residents. 'To
ensure that this goal is accomplished, we will continue to improve our current
services and aggressively explore additions to our existing programs.
The Recreation Department had a good year considering the somewhat sluggish
economic conditions. One of the ways we measure our success is by nu.mbers_,of
people served and revenue received from.program fees. Throughout 2015, we�
have added many new programs and activities including exploring Cake
Decorating, NorthForkestra (an ensemble for young string players), Crochet a
reusable bag, English As A Second Language, Herbs for Health & Nutrition,
Pantomime, Raise A Reader youth program, Staged Readings, Writing After
Retirement, Fictional Writing Skills, Homework Help, and a few others. We have
continued to offer a wide variety of programs, activities, and bus trips for
residents of all ages. Class participation numbers over this past year were
exceptionally good as many programs were filled to capacity. Here are the
approximate registration numbers:
Registration Statistics 2015
Number of people registered for programs
Winter 580
Spring 645
Summer 690
Fall 730
•Beach attendants once again only worked part-time (Friday — Sunday). This
resulted in huge savings for the town while at the same time still providing
basically the same services for residents.
•The Southold Town Recreation)Center is;now,'a,Wi-Fi hot spot. We have been
receiving-•numerous requests3regarding.ibeing-able.toracces`s the Internet at the
recreation" center and-instructors %,partiici,pants and groups-tan now•access the
Internet in our:b.uilding.
•.;O< .i lie'. eg.ispwna,;.;.tio:=,n w{.ifSi..{l^:= be{4ginw^r�•:SL�h ctTs- *, 2}'Y:•:Y0i'16.`.:..;Jbo°. FS�h;.ure:.xw'::::h;
ic`;
.
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•
ayaitiabero"te abli'OT{onyNaFe3 Residrenscan :ow regiirfrrecratioben
pogay;om; thoio. t�t �h r:hom=ehuselmnAeneed .oether mail
iiiheirregisrationsocodownnreso ,toheecatincenter
•New tables we're purchased for the recreation center as many of the Ones 'on
hand are in dire need of replacement. Plans are in place to purchase additional_
tables in 20161 ,
For the upcoming year, some general goals include:
•Provide at least one pickleball court at Cochran Park.
•Make i-esidents aware of all recreational opportunities offered throughout the
town in addition to those offered by'the recreation department.
•Provide high quality recreational programs and services throughout the
community that provide fun, educational, 'accessible and -safe environments for
people of all ages and abilities.
•To identify the demand for and types of programs needed ensuring a wide
variety of opportunities for people of all_ages, abilities, and interests.
•To interact with'those private, public, and quasi-public organizations to facilitate
services and eliminate wasteful'duplication.
•To enhance the-public knowledge and appreciation'for the natural beauty of
open space and the environmental and historical significance of one's
surroundings.
•To provide facilities for both passive and active recreation to meet the needs of
all residents.
•It is the intent of the Recreation Department to provide for a system of safety
inspections and maintenance of all equipment and facilities. Such inspections
and maintenance will be provided on a frequent regular basis.
•Support basketball, volleyball, tennis, soccer, baseball, softball, and other
instruction and participatory programs for all age, skill level, and income groups
in the community.
•Consider joint ventures with other public and private agencies.
•Increase communication and outreach to community to "get the word out"
regarding events, programs, and resources.
•Seek and purchase available land for additional sports fields such as soccer
and baseball fields in order to accommodate the increasing volume of users
looking for field time.
•Continue to cooperate with the local schools for use of school facilities to -
conduct our recreation programs and activities.
•Seek opportunities to enhance current recreational sites in a manner that
encourages an increase in positive, self-directed recreational use of the facility
such as walking paths, signage, picnic tables, bike racks, benches, and attractive
surroundings.
•Encourage communication between the Department and the general public,
elected officials, recreation interest groups, students, seniors and others through
open meetings, questionnaires, newsletters, brochures, personal contacts and
other means.
•Survey customers to meet their needs, requirements, and expectations.
•Use all forms of media to communicate with the public including local cable
channel, recreation department website, e-mail groups, radio and print media.
•Provide a varied program offering activities and programs not being provided by
other organizations and groups.
Respectfully Submitted, -
venittAitc..
Ken Reeves
Recreation Supervisor
qi1)
01.4
fag : P.O.Box 962
JAMES BUNCHUCK a •
SOLID WASTE COORDINATOR Igl " '` 41 , Cutchogue,New York 11935-0962
co • r y. Tel: (631) 734-7685
Fax:(631) 734-7976
�` 'of dsw@town.southold.ny.us
APPROVED: 11�/� �`C�(f4�"; to
SOUTHOLD TOWN
SOLID WASTE DISTRICT
SWMD SUMMARY REPORT-2015
2015 Highlights
•
Materials Handling
• 80,000 customers over the scale
• Incoming waste and recyclables: 22,500 tons
• Outgoing waste and recyclables:23,500 tons
• Loaded 9,500 tons of MSW into 456 trailers'for'mit-of-town disposal(Progressive-and Babylon
Town contracts)
• Loaded 2,310 tons of C&D into 137 trailers for out-of-town disposal (Trinity Contract)
• 3,806 tons household'recyclables removed as follows:
Item Tons #truckloads
-- Single Stream(as of Sept. 1) 3,173 316
-- Metal' 253 45
-- E-Waste • .96 • 27 1.
-- Tires 50 4
-- Clothing '120 183
-- Shrink Wrap 37 4
-- Vehicle Batteries 8 4
-- Waste Oil(10,670 gallons) 39 41
-- Re-use 30(est) ??(residents)
• 2015 RECYCLING RATES:
■ 29%OF INCOMING HOUSEHOLD GARBAGE
■ 65%OF TOTAL INCOMING WASTE(INCLUDES YARD DEBRIS)
• 7,350 tons of compost and mulch removed
Additional Operations
• Processed 5,128 tons of brush into mulch,and 5,000 tons of leaves into compost. 1,740 tons of the
brush was accepted FREE OF CHARGE through the spring and fall seasonal cleanup programs
• Accepted 316 deer delivered as road kill(DOWN 19% from 2014)
• Delivered 2,108 cases of Town Bags to stores in our Friday delivery program
• Sold 49,241 bags(accounting for more than$70,000 in revenue)through vending machine; 1,195
bags from office
• Collected 52 tons of Household Hazardous Waste in 4 collection days
• Generated @$6,000 in revenue from 96 tons of collected E-Waste
SWMD Summary Report—2014 Calendar Year Page 2 of 2
Program Developments -
• Negotiated new inter-municipal agreement(IMA)with the Town of Babylon for removal and
disposal of Town's garbage(a.k.a."municipal solid waste"or"MSW")at a price reduction of
$8/ton from previous contract with Progressive Waste Solutions,saving the Town$106,000
annually.
• Completed first full year of"Single Stream"recycling,helping residents recycle and
streamlining transfer station operations,resulting in-a net savings of approx.$30,000.
• Fully implemented new"sharps"collection:faciliiy in cooperation with the New York State
Department of Health.
Grants
• Received new term HHW grant contract for 2015-2016.
• Approved for payment of$235,000 grant for windrow turner in 2015.
Other
• Held"paper-shredding"days in March and September,collecting a total.of more than 30,000
.lbs from residents. [2 more set for 2016:April 2 and September 17]
• Received a unified"Solid Waste Facilities Permit"from DEC..
• Issuedbid for new contract;for hauling construction and demolition debrs(C&D)and single
stream recyclables under IMA with Town of Brookhaven. Accepted bid of Trinity
Transportation for this work at a savings over the previous contract.
• Issued a request for proposals:(RFP.)for a 4-year professional services contract to conduct required
sampling and testing of gas and groundwater around the capped landfill. Accepted proposal of D&B
Engineers and Architects of Woodbury,NY for this work. - . • ,
• Received DEC approval for semi-annual(as opposed to quarterly)groundwater monitoring
based on data showing reduced detection of contaminants,saving over a half-million dollars in
projected costs for conducting sampling over the remaining required testing-period(20 yrs).
• Distributed 264 tons of mulch and compost to 1,690 residents in the FREE mulch program
• Accepted approx.3 tons of debris Community Pride beach cleanups; distributed mulch and compost
to 8 Community Pride projects. -
• Accepted and selected winning bid for a windrow turner for more efficient compost site operations.
Goals for 2016
• Establish"E-Z Pass"type system for charging of disposal fees. '
• Achieve 6-month`start-to-finish'throughput for producing marketable compost based on efficiency
of new windrow turner
• Explore additional revenue potential made possible by increased efficiency by seeking out new
sources of clean feedstock material for compost site as well as additional compost markets.
• Promote legislation providing for safe,secure industry funded-"take back"programs,for unwanted
medications,left-over paint;mercury products,and other products with end of life disposal and/or
recycling costs that create undue burdens to local government.
� SUFFO Q �
SCOTT A. RUSSELL d - G JAMES A.RICHTER,R.A.
SUPERVISOR ,� o _, :.. MICHAEL M. COLLINS,P.E.
ra .y %,>;;a:-
TOWN HALL- 53095 MAIN ROAD d TOWN OF SOUTHOLD,NEW YORK 11971
•Fax. (631)-765-9015 Tel.(631)-765-1560
dol *
OFFICE OF THE ENGINEER
TOWN OF SOUTHOLD
2016 State of the Town Address - Achievements and Goals
Stormwater and Engineering
Stormwater Management Program
Achievements
- Installed stormwater abatement infrastructure on Old Sound Avenue&Westview Drive to eliminate flooding,
erosion and stormwater inputs to Mattituck Inlet
- Participated in public meetings to provide input on the Long Island Nitrogen Action Plan to ensure that the
plan will be based on sound science that will result in realistic goals and measures that can be implemented
by the Town
Goals
- Update the Stormwater Management Program Plan to reflect the newly regulated areas of the Town (those
designated as urbanized by the 2010 Census)
- Utilize the Stormwater Infrastructure Bond to construct stormwater infrastructure in priority areas
throughout the Town to eliminate flooding and reduce stormwater inputs to our waters
Engineering
Achievements
- Replaced 5 aging fuel tanks at the Police Department and the Highway/DPW Yard with a new centralized
fueling station. The new 8,000 gallon gasoline tank provides double the capacity of the previous tanks while
the new 8,000 gallon diesel tank provides four times the capacity of the previous tanks. This station ensures
that the Town will have a reliable supply of fuel to deal with any emergency situation.
- Upgraded the electrical service to the Highway/DPW Yard and installed a new natural gas fired generator to
ensure that the facility can run continuously during power outages
- Worked with the Department of Public Works to construct a storage building at the Impound Yard to house
the new Police Command Vehicle
- Completed an asbestos survey of the Highway/DPW Yard
- Worked with the Highway Department and the Department of Public Works to reconstruct the Fourth Street
road end in New Suffolk and armor it with stone to withstand future storm events
Goals
- Complete construction of the new 80'X 144' Maintenance Facility at the Highway/DPW Yard
- Work with the Highway Department and the Department of Public Works to complete FEMA-funded repairs
to road ends throughout the Town and to Norman E. Klipp Park
- Work with the Court Committee to develop plans and an RFP for a new or upgraded Court Facility
- Work with Johnson Controls to complete energy efficiency improvements to Town Hall and other facilities
2/12/2016
M
To: Scott Russell, Supervisor
From: William Duffy, Town Attorney
Date: 2/17/2016
Re: State of Town Report 2015
Please allow this memorandum to serve as the 2015 State of the Town Report for
the Town Attorney's Office.
Local Laws Adopted in 2015
•
As counsel to the Town Board,the Town Attorney's Office worked with the
Board in drafting the following Local Laws that were adopted in 2015:
Local Law No. 1 of 2015, entitled, "A Local Law in relation to Amendments to
Chapter 42, Officers and Employees, in connection with Eligibility Requirements for
Certain Town Offices" •
This local law expanded the pool of,quali1 ed candidates for certain town officer's
by amending the requirement that the officer be a resident and elector of the Town of
Southold to a requirement that the officers be.a resident and elector of Suffolk County.
Local Law No. 2 of 2015 entitled "A Local Law in relation to the Town of
- Southold Community Preservation Fund Management and Stewardship Plan 2015"
The local law adopted the Community Preservation Fund Management and
Stewardship Plan for 2015 which details proposed expenditures from the Community
Preservation Fund for management and stewardship of preserved properties.
Local Law No. 3 of 2015 entitled "A Local Law in relation to Amendments to
Chapter 280, Zoning, in connection with Historic Preservation District"
This local law created a floating Historic District Zone in order to preserve for
future generations certain structures with historic or community significance that are in
danger of being permanently removed from the Town's scenic viewshed by providing an
incentive to developers to maintain the facade of these structures, in exchange for the
ability to enjoy additional uses not currently permitted in the underlying zoning district.
Local Law No. 4 of 2015 entitled "A Local Law in relation to Waiving New
York State DEC Deer Hunting Permits"
The State of New York amended the Environmental Conservation Law to allow
Towns in Suffolk County to waive the State requirement that Town Clerks issue NYS
DEC hunting permits. In order to reduce the regulatory burden placed on Town
departments and the public, the Town Board exercised the option of waiving the
requirement that hunters obtain a NYS DEC permit from the Town Clerk. '
Local Law No. 5 of 2015 entitled "A Local Law in relation to Amendments to
Chapter 197, Peddlers, Solicitors and Transient Retail Merchants"
This legislation amended the requirements for a Peddlers Permit so that prior to
receiving a town permit an applicant must submit proof of any permit required by other
governmental agencies. For example, for an Ice Cream truck permit, the County of
Suffolk requires an applicant to submit an application and have fingerprints taken for a
background check. The requirement that an applicant provide proof of a county permit
will aid the police department when they are conducting background checks of
individuals applying for various peddler permits in Southold.
Local Law No. 6 of 2015 entitled"A'Local Law to Amend the Zoning Map of
the Town of Southold by Changing the Zoning Designation of SCTM# 1000- 12- 1- 1.
2 from'R- 120.to AHD"
This amendment to Zoning Map changed the zoning of a parcel located on Fishers
Island from R- 120 to AHD to allow for the construction of three(3) single-family
homes that will remain affordable'in perpetuity.
Local Law No. 7 of 2015 "A-Local Law in relation to Amendments to Chapter
280, Zoning, in connection with Transient Rental Properties"
The Town Board determined that with the advent of internet based "FOr Rent by
Owner" services there has been within the Town of Southold a dramatic increase in
residential homes being rented for short periods of time. The Town Board found that
such transient'rentals threaten the residential character and quality of life of
neighborhoods in which they occur and decreases the inventory of available long-term
affordable rentals. The Town Board therefore amended the Town Code to define a
transient rental as a dwelling unit that is rented for less than 14 days and prohibited the
transient rental use in zoning districts.
Local Law No. 8 of 2015 entitled "A Local Law in relation to Amendments to
Chapter 219, Shellfish and Other Marine Resources, and Chapter 280, Zoning, in
connection with Aquaculture Uses"
This local law was adopted by the Board to provide for the orderly development
of land based aquaculture. The local law provides definitions for the different types of
land based aquaculture, sets minimum lot size and setbacks requirements for the use in
order to lessen the impact the use could have on neighboring properties. In addition, the
code amendment requires that all land-based aquaculture take place in a fully enclosed
structure and be subject to site plan approval.
Local Law No. 9 of 2015 entitled "A Local Law'in relation to Amendments to
Chapter 275, Wetlands-and Shoreline, and Chapter 280, Zoning, in connection with
building or structure setbacks from bulkheads and bluffs" --
This local law amended Chapter 275 and Chapter 280 of the Town Code to
eliminate conflicting setback requirements and reduce duplicative administrative review.
Representation of Other Boards
In addition to providing counsel to the Town Board, the Town Attorney's office
acts as counsel to the Zoning Board of Appeals and Board of Trustees. In 2015,the
Town Attorney's Office also began appearing at all Planning Board meeting in order to
better assist the planning department, the Planning Board as well as applicants appearing
before the board.
Code Enforcement
In August of 2015, oversight of Code Enforcement was transferred from the
Building Department to the Town Attorney's Office and a part-time code enforcement
officer was hired to work evening hours and weekends.
Code Enforcement strives for voluntary compliance by a property owner prior to
issuing violations. To that end, Code Enforcement has developed a procedure whereby,
if a complaint is founded, a property owner is first sent a"Notice of Violation" letter
informing the property owner that there is a violation on the property and giving the
property owner a certain time period to cure the violation. If the violation is resolved
the property owner is not charged. If the property owner fails to comply with the Notice
of Violation, then formal charges in the Justice Court will be issued. If the violation is
egregious, and the property owner does not comply after being summoned to the Justice
Court, we then consider asking the Town Board for authorization to bring a Supreme
Court action.
From August 1, 2015, through December 31, 2015 the Code Enforcement
received and investigated 152 complaints. 48 of those cases remain open with 99 having
been closed. 15 of the complaints were determined to be unfounded and 17 defendants
have been issued summonses to appear in the Justice Court. In the matter of the Town
of Southold v. Kelly, the Town Attorney's Office sought and received authorization to
commence a Supreme Court action. The Town was able to obtain temporary restraining
order and preliminary injunction against a property with owner who was running an
illegal trailer park on an undersized lot along Peconic Bay Blvd.
On November 4, 2015 the Local Law defining transient rentals as a dwelling unit
rented for less than 14 days and prohibiting transient rentals in all zoning districts went
into effect. Since that time Code Enforcement, in addition to responding to complaints,
has initiated its own investigations of transient rentals. As a result, 29 Notice of
Violation letters have been issued to homeowners who are suspected of renting their
property in violation of the Town Code and 5 defendants,have been issued summons to
appear in the Justice Court.
Labor
The agreement with the CSEA for the years 2013-2016 was finally executed in
2015. We declared an impasse in our negotiations with a PBA and will be going to
arbitration in 2016.
C(91,_(2)
Town Clerk Report&Goals
for
STATE OF THE TOWN REPORT
February 25,2016
Town Clerk's Office
Elizabeth Neville,Town Clerk
This past year of 2015 has been'a very busy one forthe Town Clerk's Office.Often referredlto as the
"Doorway to Town Government",the majority of telephone calls and inquiries come into this office
first. We answer their questions,issue their permits or licenses, receive and file their reports and
information as needed. If necessary,we refer them toanother town department or other level of
government to serve their needs. The administrative duties of the Town Clerk-under NYS Law are
endless,yet do not necessarily result in an issued permit or license or money collected. TheAnnual
2015 Town Clerk Financial Report is also'attached.To attempt to estimate the number of people
served by the Town Clerk's Office would be nearly impossible. We continueto serve as many people
as possible in the most efficient and timely manner.
The Town Clerk's duties are many and varied,serving as Clerk of the Town Board;Document Filing
Officer of the Town; Fiscal Affairs Responsibilities of assisting with the audit and processing of claims
and vouchers and the town budget; receiving and recording of claims for damages against the town,
to name a few.Most permits are issued from the Town Clerk's Office,with the exception of Building
Permits,Planning Board and Zoning Board of Appeals approvals,and Trustee permits. The Town
Clerk also serves as Freedom oflnformation'Officer for many-requests received.for which the Town
Clerk has the responsibility of responding to in a timely manner; Registrar ofVital-Statistics receiving
and filing birth and death certificates and issuing certified copies; Issuance of Marriage Licenses,
sometimes acting as-Marriage Officer and performing ceremonies. A new on-line functionality was
added to the Clerk's Office in 2015 to allow foron-line registration of dog•licenses,-and renewals of.
other various permits,whereby the residents will'be able to pay on=line with their credit card;or debit
card or e-checks.
My records management division is very actively receiving all,town departments' permanentirecords
and scanning and organizing them on templates into Laser Fiche on a daily basis.This information is
then available to the general public on the town website through the'Web Portal". I have been
applying for and receiving grantsfor records management since the inception of the NYS LGRMIF
program in 1989. Grants were received for-initial inventory of town records, creation of an inactive
records center,shelving, HVAC systems,restoration and preservation of early town records; Wide
format scanner for maps and large documents; Book Scanner for scanning bound books into
Laserfiche;Archive Writer Microfilm Machine;needs assessment for records management; Municity
land management data system; GIS Needs Assessment; a town wide enterprise Geographical
Information System(GIS). These were "Shared Services"applications which include the Village of
Greenport. This GIS system proved to be of great value to many land based town and village
departments such as building, planning,zoning,trustees, land management,highway,DPW,
engineering,and fiscal reporting tasks. MS-4 storm water reporting, and GASB 34 financial reporting
are examples of reporting and inventory requirements which were greatly facilitated by GIS in 2015.
The LGRMIF grant application that I filed for 2015 for the new RIO Laserfiche records management
software in the amount of$99,889.00.was awarded.The town and village have been sharing
resources and working together on projects for over twenty(20)years. An inter-municipal records
management agreement was executed between the Town of Southold and Village of Greenport in
February 2013 to formalize and further solidify our shared services with the Village of Greenport. The
Governor's 2%Property Tax Cap law(Chapter 603)on making records more widely available when a
topic is advertised as a subject of discussion at board meetings is just one example of the ways
heavier burdens are being placed on municipal budgets Sharing resources together enables us to
continue to deliver more efficient and streamlined services to our constituents.
GOALS
2015 goals have come to fruition:
1. The software addition to the BPS Town Clerk program to enable constituents to apply for and
renew their permits and licenses on line 24/7 was implemented in 2015.
2. -The L'GRMIF New York State Archives grant application for the RIO Laserfiche software
addition in the amount of$99,889.00 was awarded.
3. The creation of forms and workflows for town departments in my,Records Management
Department. The following have been accomplished during 2015: -
•,a. Leave Slips _ ' -
•• b. Records Management Transmittal form&Destruction,form
• c; Tax Map Number automation•process of multiple tax map#'s entry into Laserfiche
--• - Planning:Board/Engineering,referral workflow and form - •
4. Hopefully,these will serve as"food for thought''for other mundane, repetitive processes in - ,
town department call be automated in the future. We welcome all questions, suggestions
and input from town departments:,
2016 Goals:
We are`looking`forwar-d to working on-the implementation of•forms and-workflows•for Agreements,_; -
Contracts,&teases-in the Town Attorney's,Office and Purchase Order/Procurement Processes,in the •
Accounting Department.in-2016. - • • - - • •
We ask-departments to'contact myself,John-.Sepenoski,or-Stacey Norklun with;any ideas you have of.
ways to-automate and streamline department-daily tasks. We will-be happy to help develop forms
and'ww®rkflows to meet the•needs oftown.departments.
I look forward to another challenging and exciting year of improvements in my office and serving my
constituents in the most professional and efficient manner possible.
•
Elizabeth A.Neville,MMC
Southold Town Clerk - • ,
•
A'08/2016 TOWN CLERK 2015 ANNUAL YEAR-END REPORT page. 1
11.5230 Summary Daily Cash Report
Lynda M Rudder January 01, 2015—December 31,2015
cash Category Sub-Category Qty Fee Description Amount
Account#A.2590.20 1 Returned check from June not -90.00
taken out
I Category Sub-Total... -$90.00
Account#BANK ' 1 Bank Fees for DECALS account -35.00
1 Corrected Bank Fees for -35.00
DECALS
2 Category Sub-Total... -$70.00
Account#PART 1 Refund of$100 to Maureen -100.00
Griffin 180723
1 returned check -830.80
1 tent checdk return -50 00
3 Category Sub-Total... 4980.80
Adoption 7 Dog Adoptions 70.00
. 7 Category Sub-Total... $70.00
Agency&Trust 59 Clean-Up Deposit 14,750.00
2 Road Clean-up Dep 3,000.00
7 Tree Book-Retail 63.00
12 Tree Book-Wholesale 66.00
68 Tree Donation 6,701.00
'148 Category Sub-Total... $24,580.00
Alarm Fees 61 2014 Alarm Fines 6,100.00
2 2014 Fines 110.00
22 2015 Alarm Fines • 2,200.00
3 Alarm Renewals 2012 30.00
12 Alarm Renewals 2013 120.00
61 Alarm Renewals 2014 610.00
577 Alarm Renewals 2015 5,770.00
1 Initial 25.00
52 Initial Alarm 1,300.00
7 Renewal 2011 70.00
1 Renewal 2012 10.00
3 Renewals 2010 30.00
4 Renewals 2011 40.00
1 Renewals 2012 10.00
4 Renewals 2013 40.00
30 Renewals 2014 300.00
01/08/2016 Town of Southold Page: 2
11.52-30 Summary Daily Cash Report
Lynda M Rudder January 01,2015—December 31,2015
Cash Category - Sub-Category Qty Fee Description Amount
24 Renewals 2015 240.00
865 Category Sub-Total... $17,005.00
Alarm Permits 134 Alarm-Fines 13,250.00
80 Alarm-initial 2,000.00
2 Alarm-Renewal 20 00
883 Alarm-Renewals 8,830.00
4 Fines 400.00
11 Initial 275.00
29 Renewals 290.00
1143 Category Sub-Total... $25,065.00
Bank Fees 1 Bank Fees 35.00 "'
1 Category Sub-Total... $35.00
Beach Permit 955 Resident 9,540.00
955 Category Sub-Total... $9,540.00
Beach Permits 2 Beach-Attend/Manager 0.00
. 710 Beach-Guest 28,400.00
49 Beach-Hotel/Motel 1,960.00
142 Beach-Hotel/Motel/B&B 5,680.00
278 Beach-Lessee 11,120.00
127 Beach-Non-Resident 19,050.00
256 Beach-Replacement 0.00
8289 Beach-Resident 82,890.00
1 Beach-Sticker Missing 0.00
20 Beach-Void 0.00
1042 Beach Daily 26,050.00
27 Beach Personnel 0.00
83 Guest 3,320.00
15 Lessee 600.00
40 Motel 1,600.00
10 Non-Resident Season 1,500.00
15 Replacement 0.00
338 Resident 3,380.00
1 Void 0 00
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0.1/08/2016 Town of Southold Page: 3
11:52:30 Summary Daily Cash Report
Lynda M Rudder January 01, 2015—December 31,2015
cash Category Sub-Category Qty Fee Description Amount
11445 Category Sub-Total... $185,550.00
Bid Sepcifications& Fees 3 2015 MSW 150.00
3 Category Sub-Total... $150.00
Bid Specifications& Fees 14 Highway Garage 350.00
14 Category Sub-Total... $350.00
Building Permit Fees 191 Building Permit Fees 544,857.37
191 Category Sub-Total... $544,857.37
Certification, Birth 10 Birth Trans. 100.00
2 Birth Trans.-Genealogical 22.00
12 Category Sub-Total... $122.00
Certification, Death 1499 Death Trans. 14,930.00
10 Death Trans.-Genealogical 110.00
1509 Category Sub-Total... $15,040.00
Certification, Domestic Part 2 Domestic Partnership 20.00
2 Category Sub-Total... $20.00
Certification, Marriage111 Marriage Trans. 1,110.00
2 Marriage Trans.-Genealogical 22.00
- 113 Category Sub-Total... $1,132.00
Change Of Zone 2 Petition 2,000.00
2 Category Sub-Total... $2,000.00
Coastal Erosion Appeal 2 Application For Appeal 500.00
2 Category Sub-Total... $500.00
Conservation (DECALS) 118 Conservation(DECALS) 12,312.00
118 Category Sub-Total... $12,312.00
Dog Licenses Original 53 Dog License Female,Spayed 583.00
10 Dog License Female, Unspayed 180.00
54 Dog License Male, Neutered 594.00
11 Dog License Male, Unneutered 198.00
5 Female,Spayed 55.00
1 Female, Unspayed 18.00
2 Male, Neutered 22.00
1 Male, Unneutered 18.00
137 Category Sub-Total... $1,668.00
Dog Licenses Renewal 245 Dog License Female,Spayed 2,695.00
01/08/2016 Town of Southold Page: 4
11.52-30 Summary Daily Cash Report
Lynda M Rudder January 01,2015—December 31, 2015
Cash Category Sub-Category Qty Fee Description Amount
6 Dog License Female, Unspayed 108.00
192 Dog License Male, Neutered 2,112.00
17 Dog License Male, Unneutered 306.00
2 Exempt Dog License 0.00
23 Female,Spayed ' 253.00
1 Female, Unspayed 18.00
15 Male, Neutered 165.00
1 Male, Unneutered 18.00
502 Category Sub-Total... $5,675.00
Dog Licenses Rep Tags 6 Replacement Tags 18.00
- — 6 Category Sub-Total... $18.00
Euthanasia 2 Euthanasia 0.00
2 Category Sub-Total... $0.00
Filming 3 Application Fee-Non-Refund 300.00
6 Beach Permits 60.00
5 Daily Filming Permit , 500.00
14 Category Sub-Total... $860.00
Fishers Island Mooring ' 55 Fishers Island Mooring Permits 8,295.00
Permits
55 Category Sub-Total... $8,295.00 '
Fishers Island Sewer District 31 January Fl Sewer District Rent 6,975.00
2016
. 13 January Installment 2,711.25
6 June Fl Sewer District Rent 1,350.00
2016 `
16 June Installment 3,667.50
23 Sewer Distrcit Rent 17,505.00
89 Category Sub-Total... $32,208.75
Highway Excavation 83 Excavation Permits 15,907.20
83 Category Sub-Total... $15,907.20
Historical Items 10 "Houses"Soft Cover-Retail 50.00
30 "I Love Southold"Sticker 37.50
2 350th Video 10.00
5 Landmark Register 35.00
5 Liber D 55.00
52 Category Sub-Total. .. $187.50
01/08/2016 Town of Southold Page: 5
11.52:30 Summary Daily Cash Report
Lynda M Rudder January 01,2015—December 31, 2015
Sash Category Sub-Category Qty Fee Description Amount
House Trailer Permits 39 House Trailer Permit 7,350.00
39 Category Sub-Total... $7,350.00
Interest Now Account 12 Interest NOW Account 21.74
12 Category Sub-Total... $21.74
Landowner 79 Landowner Fees 79 00
79 Category Sub-Total... $79.00
Misc. Cash 3 CD copy 6.00
9734 Photocopies 5,721.17
9737 Category Sub-Total... $5,727.17
Drdinance Fees . 1 Zoning Map-Large 43.45
Category Sub-Total... $43.45
Peddling • 7 Permit-Year 1,400.00
7 Category Sub-Total... $1,400.00
Postage 2 Postage 8.49
2 Category Sub-Total... $8.49
Racing And Wagering Bell Jar 1 Bell Jar License 25.00
1 Category Sub-Total... $25.00
Racing And Wagering, Bingo 48 Bingo Licenses 900.00
49 Bingo Proceeds 213.40
3 Game Cancelled 0.00
100 Category Sub-Total... $1,113.40
Racing And Wagering Games Of Chance 1 Games Of Chance License 25.00
1 Category Sub-Total... $25.00
Redemptions 23 Dog Redemption-1st 230.00
8 Dog Redemption-2nd 160.00
13 Dog Redemptions-3+ 390.00
44 Category Sub-Total... $780.00
Returned 4 Check Charge 80.00
4 Category Sub-Total... $80.00
Room&Board 17 Dog-Room&Board 85.00
5 Room&Board 25.00
22 Category Sub-Total... $110.00
Sale Of Used Equipment 1 Used Equipment-Highway 6,550.00
4 Used Equipment-Whole Town 3,344 00
01/08/2016 Town of Southold Page: 6
11:52:30 Summary Daily Cash Report
Lynda M Rudder January 01,2015—December 31, 2015
Cash Category Sub-Category Qty Fee Description Amount
5 Category Sub-Total... $9,894.00
Shellfish 20 Commercial 955.00
310 Free-Non-Commer 0.00
68 Free-Non-Commer. 0.00
4 Non-Resident 200.00
1 Non-resident 50.00
13 Replacement 0.00
497 Resid.-Non Commer. 2,485.00
34 Resid.-Non-Comm. 170.00
70 Shellfish-Commercial 3,500.00
412 Shellfish-Free Non-Comm 0.00
103 Shellfish-Free, 0.00
Non-Commercial
66 Shellfish-Non-Resident 3,300.00
6 Shellfish-Replacement 0.00
443 Shellfish-Resident 2,215.00
73 Shellfish-Resident,Non-Comm 365.00
7 Shellfish-Voided 0.00
9 Void-Void 0.00
4 Voided 0.00
2140 Category Sub-Total... $13,240.00
Solid Waste Management 1 2010-11 First Permit 120.00
District
4 2013-15 1st Permit 480.00
2 2013-15 Add!Permits 120.00
1 2014-16 1st Permit 120.00
10 2014-16 Add'I Permit 600.00
2 2014-2016 Add'I Permit 120.00
113 2015 1st Permit 1,680.00
79 2015 Add'I Permit 1,590.00
10 2015 Carter Permit 1,080.00
5 2015 G/L Permit 125 00
48 2015-17 1st Permit 5,760.00
25 2015-17 Add'I Permit 1,500.00
426 Bags-Retail-Large 2,790 00
01/08/2016 Town of Southold Page: 7
11.52:30• Summary Daily Cash Report
Lynda M Rudder January 01,2015—December 31,2015
Cash Category Sub-Category Qty Fee Description Amount
289 Bags-Retail-Medium 1,957.50
236 Bags-Retail-Small 672.00
793 Disposal-2015 1st Permit 11,895.00
517 Disposal-2015 Add'I Permit 3,877.50
45 Disposal-2015 Guest/Lessee 1,125.00
1053 Disposal-2016 1st Permit 31,590.00
222 Disposal-2016 Add'I Permit 3,330.00
6 Disposal-2016 Guest/Lessee 150.00
22 Disposal-Guest 550.00
• 8 Disposal-Lessee 200.00
621 Disposal-Replacement 0.00
25 Disposal-Void 0.00
1 Disposal Permit-Guest 25.00
30 Disposal Permit-Replace 0.00
1 Disposal Permit-VOIDED 0.00
3 Large 20.25
11 Medium 82.50
58 Replacement 0.00
4 Small 15.00
2 Void 0.00
4673 Category Sub-Total... $71,574.75
Special Events 12 Event Fee 2,800.00
5 Fireworks 600.00
17 Category Sub-Total... $3,400.00
Trailer Permits 1 House 100.00
1 Category Sub-Total... $100.00
Vital Statistics Marriage 138 Marriage License 5,470.00
138 Category Sub-Total... $5,470.00
Wastewater Disposal District 75 Septic Permit-Construct- 750.00
Resid.
3 Septic Permit-Construct 75.00
Non-resid_
10 Septic Permit-Operation- 100.00
Resid.
88 Category Sub-Total... $925.00
Yard Sale Permits 505 Yard Permit 7,575.00
01/08/2016 Town of Southold Page: 8
11:52:30 ' Summary Daily Cash Report •
Lynda M Rudder January 01,2015—December 31, 2015
Cash Category Sub-Category
Qty Fee Description Amount
99 Yard Sale Permits 1,485.00
604 Category Sub-Total... $9,060.00
ZBA Application Fees 93 ZBA Application Fees 69,600.00
93' Category Sub-Total... $69,600.00
Zoning Board Of Appeals 30 Public Events 5,400.00
30 Category Sub-Total... $5,400.00
Received Through Total
Cash Total: $177,845.77
COUNTER $1,107,033.02 Check Total: $787,901.53
Mail $230.00 Credit Total: $140,100.10
ONLINE $171.00 Debit Total: $90.00
Money Order Total: $450.00
Online Total: $171_00
Multi-Entry Total: $469.50
Other/Unknown: $406.12
Grand Total: $1,107,434.02
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Southold Youth Bureau
Accomplishments in 2015
Jan 19th-Dr. Martin Luther King Day of Service:
Successful in that seven organizations were represented.Adopt A
Platoon, San Simeon, Cast, North Fork United Methodist Church,Human
Resource Center, North Fork Animal Welfare League and Cornell
Cooperative.
March 12th- Youth Advisory Council served dinner at John's Place at
Mattituck Presbyterian Church. We served macaroni and cheese to some
very grateful folks.
April 18th- The Youth Bureau sponsored two events, a job fair at the Rec
center (where 6 employers and 23 attendees showed up) and a
Community service forum.At this event, we had 14 service organizations
participating.
May 16th- The Youth Bureau sponsored a bike swap at the Rec center
where 24 bikes were donated, 10 were swapped and 14 went to Cast.
July 24th — The Youth Bureau, along with the North Fork Ospreys,
sponsored a "night at the ballgame': We prepared what seemed like
hundreds of bags of popcorn for some happy folks. •
August 29th-Family movie night in the park featuring The Wizard of Oz.
A great time was had by all and the popcorn flowed like a river. We had
about 125 people for this.
Throughout the year, much discussion has taken place concerning a youth
center after school program for students needing assistance with their
school work or to just have someone (maybe a councilor) to speak to
about what is going on in their lives.
We had discussions with Superintendent Gamberg about this, but it was
decided to table any decisions until a new Youth Bureau leader is in place.
Respectfully submitted
Bob Duffin (the acting/fill in forPhillip who will be difficult to
replace)
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OFOUr
c� Gy Town Hall Annex,BOARD OF APPEALS � _ �' - ; 54375 Route 25
tiyr- ;N- ' P.O.Box 1179
Southold, New York 11971-0959
�; 4o ���� Fax(631)765-9064
Telephone(631)765-1809
TO: Scott Russell,Supervisor
FROM: Leslie Kanes Weisman, ZBA Chairperson/Department Head.
RE: ZBA Accomplishments and Initiatives in 2015 and 2016 Goals
DATE: February 8,2016
Activities of the Department
• 92 applications to the Board of Appeals and 34 applications for Special Event Permits
were processed by office staff.
• Regular,staff meetings with the Department Head were held to discuss and improve
office operations and to review procedures for the Town of Southold Annual
,Employment Performance Appraisal.
• Staff spent approximately 126 hours assisting 665 people at the counter.
• Staff processed 61 FOIL requests by the public.
• The wait time for calendaring a completed application for a public hearing continues to
be on average 1 or 2 months.
• Fees collected in 2015 totaled$74,000.
• The ZBA section of the Town's website was updated. . . -
• In January 2015, the ZBA's part time'Senior:Clerk-Typist Elizabeth Sakarellos joined the
office staff as a full time Clerk Typist.
• New digital recording equipment was used to record minutes of public hearings by ZBA
staff. Transcripts of those meetings are now being typed in our office,thereby making
• Them available to Board Members and the public in a matter of days instead of weeks
after a hearing date.
Board Activities, Policies, and Practices
• Statistics
In 2015 12 Regular Meetings, 11 Special Meetings and 110 public hearings were held;
the Board members conducted 509 site inspections collectively and rendered 84 written
decisions.
• ZBA Policy Documents Annual Review
At our January 8, 2015 Organizational Meeting, the Board of Appeals updated and
unanimously re-adopted three policy documents: The ZBA Code of Conduct,ZBA
Guidelines to Open Meetings Law and Ethical Issues, and ZBA Procedural Guidelines.
These documents were voluntarily developed, as permitted by Town Code Section 280-
148, to supplement and further clarify the responsibilities and ethical standards
proscribed for Zoning Boards by the Town of Southold and New York State and
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explicate the responsibilities and operating procedures of Board Members, the Board
Chair, and the ZBA Assistant. -
• Coordination of Tent Permits and Special Event Permits
To insure that applicants for Tent Permits are'reviewed by the Office of the ZBA to
determine if they also need a Special Event Permit prior to the issuance of same, Fire
Marshall Fisher worked with the ZBA Chairperson and Board Assistant to incorporate a
line on the application form to the Building Department for a Tent Permit as follows:
ZBA Special Event Permit Required? _Yes—Permit# No �
• ZBA Annual Training
All Board members participated in a series of topical work sessions and seminars
conducted by the Assistant Town Attorney,the President of the Board of Town Trustees,
the LWRP Coordinator, and the Town Engineer designed to build proficiency and
knowledge specifically related to the work of the Board. The focus of our educational
training in 2015 was on Chapter 236 of the Town Code(Stormwater Management) and
on Chapter 275 (Wetlands),which has enabled the Members of the Board of Appeals to
better employ strategies within the scope of our jurisdiction that mitigate potential
adverse environmental impacts, especially those that affect water quality.
Code_Revisions'
• The Board bfAppeals worked with the Board of Town Trustees, Assistant Town
Attorneys,'Code Committee and Town Board to revise Chapters 275 and 280 of the town
code to eliminate redundant reviews by both the'ZBA and Trustees for non-conforming
setbacks from a bulkhead and to create consistency where concurrent jurisdiction requires
review by both Boards `
- .
Goals for 2016:
New York State protects Southold Town's•-beaches, dunes,bluffs and nearshore areas through
the regulation•of identified Coastal Erosion Hazard Areas (CEHA). The state also manages land
use and development to minimize or prevent damage from,flood and erosion to man-made
property and public infrastructure. To improve our understanding of the CHEA and FEMA
building regulations andhow to balance them with protecting the character of existing
neighborhoods,in 2016 the Members of the Board of Appeals will pursue training in floodplain
management and FEMA building requirements.
Continue to serve the public with courtesy, efficiency, and professionalism.
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