HomeMy WebLinkAbout2015 ''N
if Of Fritit ,
SCOTT �r.1 ELL �� ~ F .5 y� • Town Hall, 53095 Route 25
SUPLRVISOR , x 2 P.O. Box 1179
R' � o , t I�� Southold,New York 11971-0959
® ��� Fax (631)765-1823
7111 Jig
SO:1 Telephone(631)765-1889
,'a, ,.�•�
OFFICE OF THE SUPERVISOR
TOWN OF SOUTHOLD
SUPERVISOR SCOTT RUSSELL'S
SIXTH ANNUAL
STATE OF THE TOWN ADDRESS
FEBRUARY 26, 2015
STATE OF THE TOWN ADDRESS
February 26, 2015
2014 HIGHLIGHTS
Fiscal:
• Continue working with FEMA for Superstorm Sandy reimbursements
• Accounting Department prepared and submitted documentation for
$969,000 in grant awards and reimbursements
• Generated $7,000 in revenue from 116 tons of E-Waste
• Human Resource Center closed its fiscal year operating budget
$54,000 under budget (5%) and ongoing cost and quality control
measures produced $422,023 reduction in spending for contractual
expenses such as food and disposables
• Adherence to Debt Management Policy and Fund Balance Policy
• Continue monitoring fuel consumption and efficiency of Town fleet
• Community Preservation funds recorded for 2014 over $6 million
• Obtained $25,000 grant funding from the NYS Office for Aging for
facility and equipment upgrades for Recreation Center and Human
Resource Center
• Retained budget surplus, Town balance sheet remains strong
Legislative:
• Amended Affordable Housing District legislation to allow flexibility by
permitting the creation of both owner-occupied and tenant-occupied
rental units.
• Adopted legislation to offer Peconic Bay Region Community
Preservation Fund transfer tax exemption for First-time Homebuyers
with threshold of income and home sales price.
• Amended law to provide exemption at local level for veterans. -
• Adopted law permitting commercial Solar Energy production systems
as special exception use in light industrial and LI office zones
• Adopted legislation to impose time limits on variances.
• Amended subdivision legislation creating a Tree Fund to allow
Planning Board discretion to require fee in lieu of planting trees for
landscaping and screening purposes
Environmental & Planning:
• Implemented single stream recycling in September
• 74 acres of farmland were preserved through the Town farmland
program at a purchase price of $4,791 ,885 with $2,441 ,750
reimbursement from Federal grants and $2,300,135,from the
Community Preservation Fund
• The Nature Conservancy donated 16 acres of protected property to
the Town for preservation of open space
• Continued with comprehensive plan primarily focusing on Land Use
chapter and soliciting feedback of community with a series-of hamlet
meetings
• Development of comprehensive and efficient fleet management plan
that included installation of 3 charging stations for electric vehicles
• Solid Waste:
o Collected 31 ,000 tons of waste and recyclables and disposed of
30,0000 tons
o Processed 4,850 tons of brush into mulch and 6,192 tons of
leaves into compost
o Collected 60 tons of household hazardous waste
o Accepted approximately 53 tons of debris through Community
Pride cleanups and distributed 17 tons of mulch for Community
Pride projects
o Paper shredding days (March and September) yielded more
than 30,000 lbs. from residents
• With Town Engineer, Assistant Deputy Emergency Preparedness
Coordinator and Planning Director completed Hazard Mitigation Plan
Update for Suffolk County
• Replaced Bay Avenue bridge over;Marion Lake and replaced
pedestrian bridge Pipes Neck Road
• Installed stormwater abatement infrastructure in the Hashamornuck
Pond watershed
• Constructed shallow vegetated swale to alleviate flooding on Bray
Avenue in Mattituck
• Since its inception (2008) the Deer Management program harvested
1146 deer. Over 600 acres are available for hunting, in 2014, 108
hunters joined the Town's program. 144 deer donated in 2014 with
over 25,000 pounds of venison donated from 2008-2014.
• Partnered with the Group for the East End to offer 60 stewardship
and educational programs at Downs Farm Preserve that included an
Earth Day celebration with over 250 participants
. Personnel, Town Governance & Town Facilities and Assets:
. • Made Peconic Lane Community Center and Highway Dept. entrance
handicapped accessible
• Contract agreements with CSEA and PBA
• Development of short term and long term plans for improvements to
Justice Court
• Zoning Board of Appeals processed 162 applications, 42 for special
events a 50% increase from 2013. Staff assisted 717 people,
approximately 178 hours of assistance. ZBA held 135 public
hearings, conducted 625 site inspections and rendered 104 written
decisions
• Town Clerk has worked diligently with the Village of Greenport and
was awarded $99,970 from New York State Archives for records
management software
• Highway Dept. resurfaced 11 miles of Town roads and began
comprehensive town-wide storm drain preventative maintenance
• Through the National Employee Assistance Program, initiated
"Leadership Academy" for department heads
• Successfully enrolled employees from Town's self-funded medical
insurance plan to NYSHIP's Empire Plan
• Building Department issued 400 building permits and 527 other
permits. In addition, issued 656 certificates of occupancy
• New digital recording equipment purchased to record minutes of
public hearings, upgraded Government Channel 22 and increased
open Wi-Fi coverage in several municipal buildings. Installed
Smartboard and network connection in Town Hall Conference room.
• Installed irrigation and sod in front of Highway, installed new
electrical service at Highway storage, installed highway ramp to office
Community Relations:
• Responded to 12 citizen requests via website
• Public forum on helicopter noise that led to the creation of the
Helicopter Noise Steering Committee
• Creation of 375 Anniversary Committee.
• Provided online mapping that includes zoning information, tax
parcels, development rights status, hiking trails
• Facilitated discussion of Main Road Historic Corridor
• Hosted public meeting to discuss pros and cons of banning of single -
use plastic bags
• Volunteer appreciation event to recognize efforts of residents who
volunteer for Town committees
• Implemented application enabling the public to register and pay for
dog licenses online
• Developed satellite senior congregate nutrition program at Recreation
Center to serve lunch twice monthly for senior club meetings
• Highway Dept. worked with PSEG to trim trees to reduce power
outages
• Board of Assessors met with seniors at the Human Resource Center
and Peconic Landing to assist with exemptions
• Human Resource Center delivered 29,574 meals to homebound
elderly and provided 12,274 meals at the Senior Center.
• Katinka House senior adult daycare program offered 16,286 hours of
respite
• Partnership with Eastern Long Island Hospital for Monthly Wellness
Seminars that offered 9 programs assisting 132 seniors and East End
Hospice sponsored 12 bereavement groups.
Economic Development:
• Created a Local Development Corporation with a Board of Directors
to assist local non-profit organizations enhance and/or expand their
services that can enhance access to capital for expansion and
improvements
• Developed pilot initiative for Farmers Market in Mattituck
• Continued offering tax abatements for improvements to new
businessesand existing businesses
• Hosted Youth Job Fair that featured 14 employers offering more than
50 seasonal job opportunities
• Collaborating with North Fork Promotion Council and Hamptons
Visitors Council to develop September 2015 promotional event for •
Southold and-Southampton businesses
• Issued survey to local businesses regarding shredding needs
• Through support of Suffolk County's Department of Labor, provided
five youth with summer employment with Town
Health, Human Services, Public Safety & Recreation:
• Hired eight new police officers
• Hosted public forum on gang activities in Southold and Long Island.
In addition conducted training for North Fork school district
employees.
• Police participated in East End STOP-DWI and STOP-BWI address
driving and boating while intoxicated resulting in over. 100 arrests
• The Recreation Department diversified its programs in 2014 that
resulted in over 2700 participants
• Supported development of affordable home in Orient with partnership
with Habitat for Humanity. Supported development of affordable
apartments in Fishers Island.
• Resurfaced tennis.courts in Tasker Park and refurbished New Suffolk
Beach bath houses
• Partnered with Mattituck Presbyterian Church to recycle old cell
phones for financially needy households
• Sponsored Community Service Day to learn about volunteer
opportunities at local non-profit organizations
• Working in concert with local schools, supported Suffolk County
Executive's Anti-Bullying Campaign
• Supported efforts of "Youth Forum" meeting with 60+ high school •
students at Founders Landing to ascertain their perceptions of
benefits and problems living in Southold.
• In collaboration with CAST, acquired Annenberg Foundation funding
for Gert's Greens to provide fresh produce to seniors
• Discussion with Superintendent Gamberg and Cablevision to develop _
student broadcasting and communications curriculum and the
possible utilization of Channel 22
2015 GOALS OVERVIEW:
1. Ambitious pursuit of land preservation
2. Code revisions that not only addresses the need of current agriculture
but also accommodates the needs of "new agriculture"
3. Address short-term rentals
4. Police Department and resources
5. Land use/zoning outreach
6. Capital needs assessment
7. Comprehensive review of coastal erosion and coastline integrity
re: CAC report
8. Need for community discussion and understanding of affordable
housing. Housing Advisory Commission public forum Wednesday,
March 11th 6 p.m. at Peconic Lane Community Center
9. Landmarks preservation and recognition of our excellent stewards
10. Initiative that will develop a plan to address needs and
improvements in our downtown hamlet centers that will ensure that
needs of local businesses are met. The plan msut identify needs and
set a timetable for project implementation.
11. Celebrate the Town's 375th anniversary.
2015 INITIATIVES
Fiscal:
• Address concerns and implement recommendations articulated by
State audit report
• Community Preservation Fund revenue anticipated for 2015
approximately $6 million
Legislative:
• Propose legislation to limit or prohibit transient rentals
• Promote adaptive reuse for historically significant buildings and
community facilities by creating legislation that will create a floating
zone to incentivize preservation of churches
• Consideration of local law to allow aquaculture as permitted use in
certain zoning districts to satisfy New York State Ag & Markets Law.
Environmental and Planning:
•
• Seek funding from New York State to upgrade septic systems.
• Sponsor Earth Day initiatives for students to increase awareness of
the environment
• Implement Solar energy at Transfer Station
• -Update Stormwater Management Program Plan
• Enhance outreach strategies to landowners regarding private
conservation and other preservation options
• Update Community Preservation Project Plan and CPF Management
and Stewardship Plan
• Replace fluorescent bulbs with LED bulbs in Town Buildings
Personnel, Town Governance & Town Facilities/Assets:
• Install generator to provide back-up power for Peconic Lane
Community Center that serves as emergency shelter for Town
residents
• Install central fueling station at the Highway Yard with two 8,000
gallon tanks
• Construct new maintenance garage to service fleet
• Zoning Board of Appeals, Trustees, Planning Board, Town Attorneys
and Town Board will reduce and/or eliminate redundant reviews and
further promote consistency in code
• Mandatory cultural awareness training for Town staff
• Implementation of performance-based evaluations of all staff
• Renovate Fishers Island Theatre
• Install generators at Police Department, Recreation Center and
Peconic Lane Community Center
• Complete construction of fueling station at Highway/DPW yard
• Complete FEMA-funded repairs to road ends and other infrastructure
in Southold damaged by Superstorm Sandy
• Develop long range plan to evaluate Town facilities and assets for
2015 and beyond.
Community Relations:
• Celebrate the Town's 375 Anniversary
• Host community-based hamlet meetings and sponsor mobile Town
Board meetings
• Develop capability for youth and adult volunteers to work with Town
government to broadcast Town meetings and events as well as
independent programming
• Development of Police Department community outreach programs
• Enhance capability of public to acquire permits online offered by the
Town Clerk's office as well as register and pay for classes offered
through the Recreation Dept
• • Board of Assessors will offer evening and weekend hours to assist
property owners with grievances and exemptions
• Further upgrade and enhance design of Town's website
Economic Development:
• Host business development workshops for specific industries such as
agriculture, commercial fishing, non-profits, entrepreneurs, etc.
• Work with the Town of Southampton as well as the North Fork
Promotion Council to develop tourism activities to celebrate the 375
anniversaries of both Towns
• Provide free classes to residents within Town facilities to provide
education and certification for home health aides
• Develop Fishers Island Cultural Consortium to host cultural events
Health, Human Services, Public Safety and Recreation:
• Host Dr. Martin Luther King Day of Service—community service
projects throughout Town
• Youth Bureau will sponsor a "train the trainer" Community Crisis
Action Team for mental health screenings
• With Parks and Recreation funding, seek additional land to enhance
recreational opportunities for residents
• Refurbish tennis courts in Cochran Park and repair Klipp Park with
armoring shoreline and replenish beach
• Develop mobile ramp program to assist mobility impaired seniors
discharged from hospitals
• Seek funding'for Naturally Occurring Retirement Communities
STATE OF THE TOWN DEPARTMENT REPORTS
February 26, 2015
1 . Accounting and Finance
2. Assessors
3. Building •
4. Department of Public Works
5. Downs Farm
6. Engineering and Stormwater Management
7. Highway
8. Human Resource Center
9. Information Technology
10. Land Preservation
11. Planning Board
12. Police
13. Recreation
14. Solid Waste Management District
15. Special Projects Coordinator
16. Town Attorney
17. Town Clerk
18. Trustees
19. Zoning Board of Appeals
•
I .„.0 SOUT�,O TOWN HALL ANNEX
ACCOUNTING & FINANCE DEPT.
' ti� 54375 Main Road
John A.Cushman,Town Comptroller +
Telephone(631)765-4333 P.O. Box 1179
Fax(631)765-1366 Z q ' Southold,NY 11971-0959
E-mail.accounting@town.southold.ny.us � http://southoldtown.northfork.net/
s COUM ;�
TOWN OF SOUTHOLD
OFFICE OF THE SUPERVISOR
2015 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, 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 and was instrumental in
instituting the Leadership Academy in 2014 for department heads and designated
employees. We strive to promote the Leadership Academy vision and look forward to
sharing it with the Town Board during 2015. 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. Late in 2014, the Department successfully
migrated 228 individuals and their families from the Town's self-funded medical
insurance plan to NYSHIP's Empire Plan for coverage effective January 1, 2015. The
Department funded $3.6M in self-funded medical claims during 2014 and recovered
$105,281 in workers compensation claims. The Department hopes to close out the
Town's self-funded medical plan during 2015.
Page 1
FebJ ruaryr13, 2015 Accounting& Finance Department
During 2014, the Department processed payroll for the Town's 341 employees totaling
over $19M and for the Fisher's Island Ferry District's 66 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. As a result of the
successful completion of negotiations with the CSEA and the PBA, the Department
calculated and processed two-year retroactive pay increases for both contract
settlements. In addition, with 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.
Late in 2014, the Department enrolled all CSEA and management employees and all
but one elected official in payroll direct deposit, resulting in greater efficiency for the
Department and the employees. For 2015, the Department is striving to enroll the
remaining employees in direct deposit, and will also offer employees the option of
accessing their personal payroll information on-line rather than receiving a printed pay
stub to further increase operating efficiencies.
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. These processes include encumbering Town purchase orders from all 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 2014, the Department
processed invoices from over 1100 vendors totaling over $34M and issued 1099's to
appropriate parties.
Budget Preparation & Analysis
The Department assisted the Supervisor and Town Board with the preparation of the
2015 budget, assisting to comply with the 1.56% property tax cap. We look forward to
the challenge of keeping the 2016 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 2014, those amounts were in excess of$120M; for 2015, those
amounts are over $122M.
Page 2
February;.3, 2015 Accounting& Finance Department
Financial Reporting & Compliance Audits
The Department maintains financial records for 13 operating funds, the Capital Fund,
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 2013 Annual
Update Document with the State Comptroller in 2014 and will do so again for 2014 in
2015. 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. During 2014, the Department assisted the
State Comptroller's office with their audit of the Town's 2013 financial operations, and
we look forward to assisting the Town Board in developing and implementing a
corrective action plan in 2015. The Department assisted and will continue to assist
various external auditors with,the audit of the Town's Community Preservation Fund
and financial statements. In 2014, we provided support to auditors hired for the fraud
review of the Justice Court bail accounts, assisted with implementing needed changes
in the Court, and worked to resolve the Town's insurance claim relating to this matter.
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 2014 ($915K at .74%, $2,044K at .73%)
and serviced $40.7M in outstanding town debt by processing $4.3M in debt service
payments, and will redeem and renew similar debt instruments during 2015. In
collaboration with other departments, the Department prepared and submitted
documentation resulting in $969K in grant awards and reimbursements to the Town
during 2014 and will continue those activities in 2015.
Fleet Management
The Department continues to monitor fuel consumption and operating costs of the Town
Hall motor pool. During 2014, the Department purchased and put into service two 2014
Ford Escapes, and removed two older vehicles from service. For 2015, the Department
is purchasing two 2015 Ford Escapes and one 2015 Dodge Caravan and will remove
older vehicles to further reduce operating costs. The Department utilizes 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
appropriate deductibles at an economical cost. The Department coordinates insurance
Page 3
February 13, 2015 Accounting&,Finance Department
clai' s for all Town departments with the broker and the insurance carrier administrator,
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 2015 and
beyond.
Respectfully submitted,
- John Cushman
Town Comptroller
Page 4
Board of Assessors 2015
The year started with inspections of our properties that had building permits and property owners who
requested that our office review their assessment.
At the same time we are processing exemptions from STAR to Veterans to seniors to Agricultural among
others.
Our office is also handling the small claims cases that were filed in the summer of 2014.
In May 15 we have our grievance period where property owners come in to question the assessment on
their property.
The deadline this year is May 19th 2015. After that the grievance board will meet to discuss the over one
thousand grievances that we anticipate will be filed.
We also have a new Business Investment Exemption targeting particular properties and we have been in
communication with the Schools on this issue.
We have been to the Human Resource Center in Mattituck &to Peconic Landing to help property
owners with exemptions.
We will have late office hours and weekend hours to help property owners with grievance &exemption
issues.
For 2014 NYS has allowed School Districts to opt into the Alternative Veterans Exemption by resolution.
We are administering this exemption as well currently. Oysterponds, Southold & Mattituck SD have
opted into the new Veterans Exemption.
The cycle of the Assessor's office is in its busiest time of the year currently.
Building Department Permit Totals 2014
r—•-.t:..,Y;c7.-4-.:-7--T.-;Firg.;-,-7,-:71.7,-7,-;,•77„, --zw. :5 F;),1:5:-P,;:,"7,;7-47'.!k•-:;:4;-Z.:;,-'7,7:';-7.;?;•2 ri7:;; ,;7'.7 ra',:•IP'7j...,, :i ;1,,izi----t :0,--„.,„,.,,,,,t f.-,--t.,,.,. : Tvt..,A;ii :--:4,:!6=.:, --t
[IMEMSV:,i'l'ii:t.,—,, ,'„,:-::;11?•*-1,;,,,,t,Vi,i.i: :,.,',:-P-,.',.1.-,fi../jArili jFp-dbI,P,Malf.. Arpip fiNrayi[-Aim r,•..Aitill i-Atig:.[.S-4.01[Vat 111.0,v,1:1D,e,t,- Frto,tals
r..„..,..•,..;-:.4:-••ri.,-z...-,..s...',-,:-•,:;,,•'.., ,...:' 4r,.-Ar-- .1,1-',:c-:.-:`t-7-1.',.1.:ii :'.1,, :',T.i tg..is,.,,1--, it-=':',.-',&!,:.r..,7-: ,,,,,....,...%.,.,1:::::::,.., ,i...:':!,,Li...i:::'L;Z:,i.i:,.. t.i.., , .-4 '3,la,:.:1;:..it:'' ; 1..._,,±A
'.6::4431:g1:41.42;z1' .:'',4'. .-1r,,',,::C,174 ;;:j:Uff r''.t-PrN f73'.i:';':".1g-c r1::Lt-7,::'-.1 frg-i,:;:Y.:5:,.p2:7ff'i[::V:::} 1 FV9.:fr''',7:f.,-',:;,--g4 i7-7,1-.9'i,,,,",,;:';V 1,,,:-,,,,;.,,..f:i.:ri.,.;4:k,,r2,,-,,,,- . .-,,,,
,TermIxpf,„2',,,,t:',W-',?,-,;,,5v 4'..y-5,, ,.t:$ ,,,;;;`%1.4'.;,':•-....L-:..-::::,:,-h.14. -.,..i. .,-,k,,.e,r.,,,:•P,,ir..T, !:t:=:"-V,4 -:•-i.-;.:.t.; ,k%:-7,9";,...i i:";14,.•i'V,,,,p,1:_5,-,,i!'lf.,;;;!,,,:',':.:i.:"4,:::tc1,%''F.-,Q`:,'") ',,4'.. ",.t.,;,,,!: •ft,-.::17:,1:`,,,,,7;cA
....•_.',...;,,:,--,......E,,,,,.:..::Atf. _,,,,,;:.4..,:..,..;:,....r..:e.:47,,,t4-,Ve4.,...:_;:-.,,,„:.U.,4tnt,..1.Z.1 1.'--4 Ni,..-:Zli.',.241i,?..`LL!.......,....,At kl,.....k::"-i.-te Z.',..,-.1«.4.11`.1:,.341:".ig ...i.tk,104.4.7.1. ...,:1`..,,,:x.... ,g.'...`,....;,..:4 -...Z.,..-..a.—.1..-1,.. ,.... ,....-,,....= ll.
3 B. P. Residental (1-2 Fam) 4 1 9 3 5 5 4 3 7 12 4 3 60 ...
4 B.P. Commercial 0 1 0 1 2 0 1 2 3 0 0 5 15
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 19 15 24 27 22 31 20 22 25 35 16 22 278
8 B.P. Reno Commercial 4 1 4 8 2 2 4 6 6 3 3 4 47
, , . •
Total Bldg Permits 217 - 18: ,, 37:,, ;391, : '3138 29 33 . 41 50 23 34 400
19.01107[4Re.rnlitsl'ec- f304:?f,',?,:;14:',i'RittH .,-,,..-, .. ,r•-•, :.,;:iv.*:j.",::`''.•*-. ':".45 . ..4,,,--(z'';'...::'.k. fi.,:-'147,1 „i
Sf li.::Z...,.'"J‘k 4 r.:;-::;'1.' ,''It,"..t,,3,. .: •:':'-fe.'....'..,Z fl,..-t:UtA•:z.7.i:,..'31T-•::4,-:..z 14:AL4',.-95 .f.U::;',1 _ ..t;'f)t.:4 r,,,L 'A.-..', -:;..;i: .cf-±:!P,...,:Ltit..... ,
Accessory Apartments 0 1 0 0 0 1 1 0 0 0 0 0 3
B & B 0 0 1 0 0 0 1 0 0 0 0 0 2
Deck 4 0 2 4 1 9 7 1 2 4 5 2 41
Demo 3 0 3 3 3 1 2 1 4 3 2 0 25
Flood 0 1 3 1 2 1 2 0 4 8 1 3 26
Pool 4 1 8 5 16 12 8 3 13 16 7 5 98
Shed / Garage 1 2 5 6 8 8 3 7 6 11 3 4 64
Signs . 2 2 3 1 1 1 0 0 2 3 0 1 16
Tents 0 2 3 5 12 19 19 26 32 12 5 0 135
Other 9 4 6 13 10 12 4 14 10 12 12 14 120
9 Total Other Permits 23 12 . 34. :18,1 ' 53, . .63 46: 52 73' 69 35 29 527
Disapprovals 16 9 9 15 13 15 11 17 14 12 8 18 157
- .
Renewal Letter 5 3 17 7 18 17 14 10 12 17 9 7 136
Building Department Permit Totals 2014
•
r---v,--J-$7,;;•=gc,,,v-:,:!. .:",,: z-,r--t!, ,-- -,:,:-:;:::::-:,..--%•:z-'.i.;,:ii:47.q); 7,f--;',.iii‘.7-t N.,-,72-;:z:1 t7-;(,,c7:i V.7.1i57:;.11,:2-7' 7,::i1;V,7::: ,;,-:n37,1"7-,rirl:ii,Z11 --,tF4.:;i:Fi. ? r - -:,1',1, ra -.-V:
IlliEMSv.',';',:v:,-:'', ,,',0=--;,‘' '-' ''';','''::,.:-.4.,-:,,I.-,75J•dril, -,iFfebl)r,Maro Apo eMayAl.,:JunT,l;•,,Julp FA-Ogi'Sem. lecti '!No,vii. :,Dedf 0-iota's
1
.-s,,,,;•::„•,,,,:',. ...,-,.:=5,‘,.,::.`,..J.22.,•;•*,i-:•13.;.:•;•5.• :'''•,,,t...•.-•.A,.-..f, L.•-,1,47.-'-A11,-,:„...1...6...3 E-,:sil:.-:::::::,-11";31:,:d:ie,;}.:_a".''..--:t.;tP.'/!: --',rit r..L',1.',',7. ; :;.--, 1?:.2'..i!,,•Y,F,a'A
--..F-z-';.;c'T'-',.;15.;.'",;:4 '',"::.';:':-.F.f.',',,,,7',Fi-',-z---:'i'-:-.77-,3:'l',;;•--.:e3;-; ':.7;:te:•-1 r4i:E;f2''..?.VI:r.-c:S3 pr-i-::-,"","j2-_'7 Fr.,,,,,:.:i!f.I7-,:Fi.::::::'.:)t r--;?.-i'..4..if.' i',-... --'-:':;:-',..:'1 il,q2:,TP.'"?: /1--.S.771: -.73 F.,--n1-.-.7'."-.?1:-g-.7.-;',1.!T:..:;i2
C-ert,ifeatesiofe cou pancyi.I,--,--,,,ti - -t.0‘.„--4.-rck-,'-'1'.' f'-!'-' "'1 r'''''-' ''-'''' '-.i ''
ill
trIi..,-j:;1:4L1 :'''Z'-'4';',174.L'I'';'14a-'Llis;Piall i'Ll'4'.e..idb',...r'Ll it''''.:;!:;,;,S',.V:'.::;:.'..';11'.1.'''. r:';';.:.‘.:.2,1.:'''''''`;:.4-' 1-flr...li:C2
C of 0 Residental (1-2 Fam) 51 33 32 38 55 42 44 52 51 63 40 45 546
C of 0 Commercial 11 4 8 5 5 3 4 4 8 0 3 7 62
. .
C of 0 Comm Assembly 0 0 0 0 0 0 0 0 0 0 0 0 0
C of 0 Comm Residental 3+ 0 0 0 0 0 0 0 0 0 0 0 0 0
• .
PRE C of 0 3 5 3 4 4 5 7 2 3 5 3 1 45
.
Updated C of 0 0 1 1 0 0 1 0 0 0 0 0 0 3
. '
Temp C of 0 0 0 0 0 0 0 0 0 0 0 0 0 0
,.., •..„.4,.-i..:•, ,,,,..„•....,,,,,-...,- ,....,,f .,••40,-,..,,,•:- ....1.....,t7, .„....-,• •: •,,, ,.. ,••;•.
10 C of 0 - Total Numbers .' 65t'••-''-}-,43':.`.;'`'--4*- .,-AT$.i'••,64.-:: 51:' ',,Z5••••'.'.,,,53.::,.. ... 62 '. • •,68: 46, 53 656
,,::-• - if? ",-...!.,;t1,':' "
11 Stop Work 0 2 1 1 0 4 1 0 0 0 0 1 10
..;::,,,,,-.,.....',.7,,;41...1,:;,!;;.t,,2.,,n.:,,117,V,,,-7:;;,5!74ii'k:Y,,,,iy,f,n',',"_,,,,,f:]:f'11,,,:i0","± ,.-.17:,..r.,,,,,:.?,f-'3..),-,,,r,,,Fi."%r.'7.7." ;?:',.F,,cis-x,:-. Fiv1;,,,.,. .`-j cc:..n::::.;72!.:11-1:;'::::'- '4:•:Pii:‘;;;::-Vf.:''''r,,,,%,,,-,, .,:,,r,:i-w ..„..,:r,,,:ig.,,,,„w„: vri,. ...,,,,..1..i,
14 un'<ikaigtiti4f,T,Ip0-4!.-,Atit:.*hvg;f1.,,,1 k.),,,,,,,:5...,,,':,;Kr.;$.4:t ,,A,, -,i ii....NA`,14.fflifr;',:p-r•if `Lkir;; L' ' -,.zi -Al-X1,11..c Ill,''':•O''.',C f:';'Sgr', :;t::',S;i4" :41.'
F-1;TS7:S.i,r7.? Aict,..5::', A:1: biltfts:fal.,,,,,IT;,J ',,::',-,-,6,.-,,,i;,2.:;,4::::;ti,3-,.,,,,,i L,:3r,. ;i,lit.C5if..1:i tm.43,,,,,v,;:ft•:%-.-- P.,',4,-,7,7-:-'.';.,iA's',,?1:,,fr,m,-;4.-,,,,:e-;:t1p,:'.--4 t,ItTi-;:3,'1,,!..
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 0
Building Department Permit Totals 2014
FL,eVpi Fbitiotls
- -4 r 1 r
30 [oliffisitir'deirel,c.,,,---4,==-„Ap-,---„-TQ..,,F t: • 1' „r; ;
'*: L
30a Complaints # 0
30b # acted upon 0
31
31a # of Complaints 0
31b # acted upon 0
Renewal Totals Electrical Totals
January $3,906.00 January $4,950.00
February $257.50 February $2,665.00
March $7,419.10 March $6,440.00
April $2,106.00 April $5,340.00
May $5,078.50 May $5,370.00
June $7,227.20 June $5,955.00
July $3,219.90 July $5,740.00
August $6,524.60 August $6,312.00
September $8,058.95 September $6,868.00
• October $7,626.93 October $5,755.00
November $2,085.10 November $4,675.00
December $7,714.85 December $4,735.00
Total: $61,224.63 Total: $64,805.00
.
17,:\1:. -
FL�'R
JEFY •
STANDISH ;o aye Town Hall, 53095 Main Road
Director
J _ • P.O.Box 1179
N r '
Z 0 t� Southold, New York 11971
Telephone(631)765-1283 Ext.236 44 + °' k �'
Fax(631)765-9015 - 491
State of the Town
Department of Public Works
• Deer Management Program since 2008 total reported harvest 1146
Opened additional properties for hunting in conjunction with Suffolk County
Deer Information
To date since 2008— 1146 harvested deer have been reported to Town
2014 Season - 108 hunters on Town Program
285.harvested deer reported (112 of which were harvested on Town properties)
144 deer donated this year (25,000 pounds venison donated from 2008—2014)
600 plus acres available for hunting(includes properties co owned
with Suffolk County)
• Installed new electrical service at HWY Storage Facility
• **Replaced 110 feet of bulk head at Klipp Park
• **Installed fencing at Police Dept and Animal Shelter
• Refurbished signs at Laurel Info Booth, Corcoran Park, Tasker Park, Highway and HRC
• Designed and constructed A frame signs for Emergency Shelters
• Microsurfaced and restriped HRC parking lot
• **Installed charging stations at three locations for electric vehicles
• Sealed gutters, repaired roof on the Justice Court building
• Upgraded computer capabilities and installed network cables at PD, HRC, HWY and
Town Hall
• Installed form for concrete pad necessary for generator donated by Charlie Reichert at
PCC
• Installed Smartboard and network connection in Town Hall Conference Room
• **Repaired,repaved & restriped Dean's Parking Lot
• Relined Southold Village parking lot
• Installed a counter in HRC as per Safety committee
• **Resided front of HWY office building, fixed all rot, trimmed windows out with Azec,
aluminum top of building
• Installed irrigation system and sod in front of HWY building
• Ingraited gas heater in HWY Mechanic's Shop
• Installed new concrete stairs and ramp at HWY office building
• **Installed 30x52 Fetterville building, framed out flooring and installed cement flooring,
installed wind barrier for side door. Wired and created office space. Sheet rocked,
spackled and painted office space. Laid carpet within the office.
• **Overseeded Strawberry Fields with donation from Lion's Club
• Painted Tax Receivers office
• Installed gutter on HWY Salt Barn
• Replaced window in the Supervisor's Office
• Rebuilt RPZ valve at Goose Creek
• Installed guardrail at Bay Ave, laid out river rock along drain to prevent erosion
• Conducted first "Earth Day" at Downs Farm with more than 250 attendees
• Installed stairs off the back deck at Downs Farm
• Installed Y2 door on Town Atty's office as per Safety Committee recommendations
• Removed old boiler and delivered new equipment to Fishers Island Police Barracks
• Repaired water damage to Fishers Island Theater
• Refurbished New Suffolk Beach bath houses
• Repaired guardrails at Town Beaches
• Replaced window and completed frame work on Katinka building
• **Resurfaced & relined tennis courts at Tasker Park
• **Reset posts and nets on Tasker Park tennis court
• Supervised summer interns
• Researched and developed Justice Court Safety Plan
• Assisted with installation of Pipes Neck replacement bridge and rock revetment of
surrounding area
• Fenced Bay Ave Project in Mattituck
2015 Projects
> Improvements to Klipp Park, armoring shoreline between parking lot and beach,
installing timber guardrail, replenish beach with 3000 yards of sand
> Reroof Katina Building
> Install overhangs at Town Hall outside stairwells
> Install 30x40' Storage Building at Police Dept
> Resurface Town Hall Parking Lot
> Install generators at PD, REC and PCC
> Resurface Tennis Courts at Corcoran Park
> Fisher Island Improvements
> Construct wetland to treat septic waste & construct a bathroom facility at Corcoran Park
> Change out fluorescent bulbs with LED bulbs in Town Building for savings (project
would be funded with PSEG rebate incentives)
MEMO
TO: Phillip Beltz
FROM: Jim McMahon
SUBJECT: 2014 Downs Farm Preserve
DATE: February 13, 2015
The Town of Southold has partnered with the Group for the East End to do 60
stewardship and environmental education programs at the Downs Farm Preserve.
Some of the stewardship and environmental education programs that were presented
are as follows:
• First Earth Day Celebration at Downs Farm Preserve, with local organizations
(250 participants)
• Installation of a Rain barrel and natural plantings garden
• Fort Corchaug and Native Americans
• Planted a Wildflower Meadow
• Birding 101, Backyard Bird Feeding Program, Christmas Bird Count
• Family Nature Bingo & Family Movie Night
• Storytime (weekly program with the Southold Mothers Club)
• Owl Pellet Dissection& Owl Prowl
• 4 Season Field Ecology Programs
• Invasive Species Hunt/Hike
• Praying Mantis Program, Bees in the Hive
• Hauling a Seine
• Birds of Prey
• Turtles, Frogs &Toads of the North Fork
• Vernal Pool Exploration
•
SCOTT A. RUSSELL .• 0 coGy JAMES A. RICHTER,R.A.
SUPERVISOR -= MICHAEL M. COLLINS P.E.
s ��
t C/A :A c a n Z .
TOWN HALL 53095 MAIN ROAD 0' "L = TOWN OF SOUTHOLD,NEW YORK 11971
Fax. (631)-765-9015 :� 00���1 Tel.(631)-765-1560
,
•mow-VIII••,
OFFICE OF THE ENGINEER
TOWN OF SOUTHOLD
2015 State of the Town Address - Achievements and Goals
Stormwater and Engineering
Stormwater Management Program
Achievements
- Installed stormwater abatement infrastructure on Grove Road in the Hashamomuck Pond watershed
- Completed emergency repair of the failing Vector Control culvert under Manhanset Avenue, restoring safe
access to an entire neighborhood
- Completed construction of a shallow vegetated swale to alleviate flooding on Bray Avenue in Mattituck
Goals •
- Update the Stormwater Management Program Plan
- Update Chapter 236 Stormwater Management Review Forms
Engineering
Achievements
- Replaced the Bay Avenue bridge over Marion Lake
- Replaced the pedestrian bridge at the end of Pipes Neck Road with a removable structure
- Completed restoration of protective berms at four local farms in cooperation with NRCS
Goals
- Complete construction of the new fueling station at the Highway/DPW Yard
- Complete design and permitting of the new maintenance facility at the Highway/DPW Yard
- Work with Highway and DPW to complete FEMA-funded repairs to roads ends and other infrastructure in
Southold damaged by Superstorm Sandy
- Implement Code Revisions to prevent hazardous encroachments into the Town Right-of-Way
2/9/2015
,. OHO _ CSG
VINCENT M.ORLANDO 1 x Tel.(631) 765 3140
Superintendent / (631) 734-5211
'?yip! * * .I/ Fax(631) 765-1750
Highway Department
Town of Southold
275 Peconic Lane • P.O. Box 178 • Peconic, N.Y. 11958-0178
MEMO
To: Supervisor Russell
From: Vincent Orlando, Superintendent of Highways
Date: February 13, 2015
Subject: Highway 2014 report & 2015 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.
•
2014 Accomplishments:
*Construction of a new ADA compliant front entrance way.
*Started a comprehensive town wide stormdrain preventive maintenance
program, including the cleaning of the newly installed WATERWASH permeable
pavement Mattituck boat ramp.
*Sold & scraped surplus equipment and intern was able to purchase (2) new
Foremen's F-250's Trucks/with plows at knows additional cost to the taxpayers.
*Resolved the long term question in regards to Street Sweepings. It can be
screened and reused for fill or for sale (see attaches NYDEC Email).
*Worked diligently on sidewalk repairs for public safety
*Tree trimming throughout the town & with PSEG if close to the power lines to
reduce power outages during a storm event
*Resurfaced Eleven (11) miles of town roads.
,I,,o��g1lFFOlKCOG
y� Tel (631) 765-3140
VINCENT M.`ORLAIt1DO N =
Superintendent
(631) 734-5211
�. 1 * �ao '�� Fax(631) 765-1750
Highway Department
Town of Southold
275 Peconic Lane • P.O. Box 178 • Peconic, N.Y. 11958-0178
Goals for 2015
* Continue the stormdrain and sidewalk preventive maintenance program
*Installing a central fueling station with two 8 thousand gallon tanks (one Diesel,
one Gasoline) at the HWY yard for all of the town vehicles to use.
*Constructing a new maintenance garage to service the fleet
*Construct a large storage building to keep the equipment out of the weather for
longer longevity of the fleet.
*Working with the engineering department on local drainage projects.
rage
7
Orlando, Vincent
From: Guy Wheaton [gfwheato@gw dec.state ny'us]
Sent: Tuesday, April 01, 2014 2.07 PM
To: Orlando, Vincent
Subject: Fwd: Re: Street Sweepings- Reuse
Vincent:
I think this will answer all your questions about the reuse of street sweepings
Thanks
Guy
>>> Syed Rahman 3/18/2014 1:19 PM >>>
•
Matt:
Sorry for the late response.
Street sweeping is considered construction and demolition (C&D) debris, a regulated solid waste. Cleaning of
ditches, drainage, culverts, storm sewers, catch basins and related appurtenances, and sweeping of streets is
interpreted as a "repair" activity under the definition of C&D debris. Uncontaminated materials generated from
these activities may include soils from highway pavements and sweeping streets, and soils in areas receiving
runoff from highways such as ditches, culverts, and catch basins, where such pavements and related soils have
not come in contact with a hazardous waste, industrial waste or petroleum product through a spill or other
occurrences. It should be noted that incidental levels of petroleum found through normal vehicle use of the
roadway is not considered "contamination" according to subdivision 360-16.2.
The use of street sweeping as an aggregate has been allowed pursuant to the pre-determined BUD in 6 NYCRR
360-1.15(b)(11), "recognizable, uncontaminated rock, brick, soil, concrete, asphalt pavement, brick, glass, soil
and rock placed in commerce for service as a substitute for conventional aggregate," provided that any trash or
other deleterious material is screened out.There should not be any petroleum sheen or indication of petroleum
or chemical spill contamination, but this does not include road runoff pursuant to Part 360-16.2. Oftentimes the
sweepings have been used under this "aggregate" heading for a fill material, which is acceptable use pursuant
to 360-1.15(b)(11).The use of street sweepings for grade adjustment fill or embankment is exempt under
Subpart 360-8.6(b). If however, the street sweeping is intended to be use for the manufacturing of topsoil, a
case specific BUD will be required.
In conclusion, the reuse of uncontaminated street sweepings would not require a case-specific BUD if intended
for the use as aggregate, fill materials, or grade adjustment as it can fall into either the pre-determined BUD
under 360-1.15(b)(11) or be exempt under 360-8.6(b). Please note that if used as grade adjustment fill, the
provisions of Part 360-8.6(b) must be fulfilled to qualify for exemption.
If you have further question, please don't hesitate to contact me.
Sincerely,
Syed H. Rahman,P.E.
Regional Materials Management Engineer
New York State Dept.of Environmental Conservation
Division of Materials Management,Region One
Stony Brook University
50 Circle Road
4/1/2014
• . . � ;�f
u
7...
-' o f' � ;, -
a„ � ",.„y„.
-a t,, sr .+" ..:',:01;-1:,,,,:„;,-.-""-,7:;‘"1-,-:,-,,.„1,
-
r
t• e '- sa -� xt m ,fir ,..„-i�} .- `-- Ato ,s., �„^,ef k' e '`— � - .:, ,,,)4,0,•„,..;,1j?n f4.,..,..,4„N .' • c!: � 4t+, wr f ' u 4 , , 1
7.
`{
Fqty� ''
,rp 4 s',1 } -,- ' '-`,"'",r''''',:-'.2 .,t4 - aakhnJY
�raa , t''..•<,,4.41.-446.• , • �- � x-4 "'�' r 'wr� ,�G. r J n/�?�d7 � ..-,'„,,•.;•...,. -‘,,• ;<•••••k„'-'1;;,••/4"1,..
3e••� r _
4 y_
+'x
-d ...t.'.
; �x&ice at �:�g •ky: -•S '4;1''''-"t:39 i,*. , " ° d �{ ' J6* rote ix � " § nr „-,-,-t,-;„!,,,,,„-
� OM1 A T ,, -' ° ...7`.
. -4 ;- '4,c ex -. - r ,,-,I ,--0,,,,-.,,,,, r '� a ,," b. j - " '- , e-, � F°r�� . �., .d ' t,...1,-- . ;a i
•
a”, F i't ae _ * ,,, _fir e
,4•11'.#—''';
�lar
a ., A •" t � ''a'- '2' T"f' .e.
.;: ' - + � ..r���. ,}. .u*ail....1, «d - �+� �{-• �' ( e `e - F -t-,� `,�'w" ,,,Y.;.,,?--� e'� �x+erliN
't101rain � � ^A^� � �_
,n.
a, y. " - • .:sir^�' '
•
£ r
. Lr� �,
al F '',',.-',,,:..) :,:,,,,''f,',;::;.-..-..,::,-,
f .� #fir
2 -R = xS
ta. d xlA - }.f4i.
a
•. gym,_ a
y
5 �
1F0.-...„,..,,,,...„,..k,-,,--t.
- :. r i •. � ., •.ti °r5:v ',,..4-----,,,,,,,,-.4%.„..:;4.24.=-...:•,..,.,,-.2...-t A' ' eUas V. a ta r
�.,hr ,t" 1#74.r' r
tyr.�
-
a
..�. 4 _.' _ -r _ 4r.J, e ',44;,:_'.._:',,,
•
— al"i
"' - - `•y �'r y i n ` VNO"= •iy:`-}`-i, ', v.,t' •
r1
.1,:„•,•,--1.
_ w ,
s
rye w _; �, - + ,ib4- _,. '"ti^°.
„v. , ' .„.. ,-t, '-tto',,t-rt*Z-at't' , tt'---
▪ .a Wyk '-y ,A}.$� `y"'4i 'x +r
• 0.,„:1„.-:,,..,.:4.-,,s "`'''."44;274P:4.1.'14
� r'”, ,�c 1 J ..: `7.-,,,,, ,.; s }fi p.. a 7 `S
?,zr>u'a?^ .€' ..«"•''«5„" :-3 " ,p'"`,gtet.., x 3*.wf- ;cam-', 4 `t. }i` ^ :._as.ax'••;re;" °ip.g'..m i,.., c: 2 �' -..,,„.,-4,,,,,,`a_.ti. fv".a�-�:g �'' ?�vx...�.'} -
y~ 6y..°111.'"4-.7,•"i'
..:, Er x" X ;. Y .- ...«� ..S. F . - .'.i.,-",;,%"---*
.. ?... �fs .. yy,"
d
,. .'�* t u,lkt..#}'`.;Ty:r7 -€' ,".-4',--•:',4;"�., tea :to`'%' _s r�.t'�.„, `,, ''q"'"' "' r - • n�V'''''''
'• ",=a ;',�.,:;.,...;,,.*,„:::.„,::4. r�`e r,;,,,,,,,,'..",rat,'-'''''4,, :•,•."?."--, a
44.'•:'• ,' . re- •
.;.,,,",,,,, ...„..; '";:m: ' " :.14w411111.- *.
T'rr a,,, it '�'s'' ,pf _,;'� s 4 s �'.'„ ,3§a -' ti � _
� ',4111,41;14.':`,4'
uy.,t. �...•. r, if` yn 'r i } ,.i. �Y+"•, •. '{ ' {a+,.:+• .� A. -� ��°. '•
dC
x: w . .r.+T�dwx °'a:'' ''..1'.•,*•"�, xz a.^wJ d 3k �' aie r .:,#„ .,..;;•-,f.
wm ear .., : r- $ i, a„�•. a: '#' - i�r 9f { {;.
' "a"` �..'+,.'1w. ti..-. mA . l • y �,� d.ii `q '=6" ry x Y ,* ..'-�4. �. Y. s
•
•
� a
.., { a !5 w s A 3• F w.'k.f f y fw i � SIR
"sen i'"' '�'Y':'. µ >a r 4p4..:::,,,_--
t"• .. ,�,9qG��: _.
t -- J ti _ �� •�},:."'`. ^!F f•-,,,at<y•,..-z4,-,1,1. .,. '' Y� c -s a
}. " ,� fi 5 �; �+
iiii
. .
=x
1
w
t ,
x
x
' , • .•.'''•.'"' '''' r.-.": 4''' •.• -'''',. :1' f 4.'4:4:: tt::;,,,:i:.:,:::Ar'1..r:,...i.',,,..'...r,-,:i",...':''' i:....1, ,. _, ' , ,., , • ', ' -:,.' ' .,.' ' ''..' ,,
,, �'OFFot,t'
• • rrrp\O COG
•
Karen McLaughlin o ; Nutrition Program
t
Town Director of Human ti rZ �� Home Delivered Meals
Services �� Case Management
Town of Southold `' o, �.��lrr�� Essential Transportation
750 Pacific Street ���r�r 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: February 18,2015
RE: Human Services 2014 Annual Report/2015 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 semor 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.Qov
In 2014,staffing consisted of 16 full time positions and 14 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 2014
Expenditures:
For the 2014,we closed the fiscal year operating/expenditure budget @ 5%(-$54,349)under budget.
Routine quality assurance and monthly expenditure reports are reviewed continually for improved fiscal
management throughout the year.In 2014 we added a 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
measures we have demonstrated more effective and efficient management of fleet operations resulting in @
20% ($5,200)reduction in fuel costs and a reduction m total miles traveled for 2014. In addition,ongoing
cost and quality control measures applied to kitchen operations and inventory control allowed us to realize
1
a @10%($22,023)reduction in spending for total contractual expenses for food, disposables and kitchen
supplies.
Revenues:
While actual revenues received for 2014 from the Suffolk County Office for Aging Grant Programs
increased from 2013 by 3%we remained 5%below projections for 2014 and funding allocated for 2015
remains unchanged. Voluntary contributions from senior participants in our nutrition programs remains
strong and increased by 8%($8,848).Residential repair program income exceeded 2014 projections by
39%with total contributions of$2,235. The Katinka House senior adult day care program utilization rate
increased by 11%and while program income was 6%below budget projections for 2014, it should be noted
that actual income for 2014 increased from the previous year by 20%($13,664) Through careful fiscal
controls,we were able to reduce spending throughout 2014 to offset the overall decrease in revenues which
allowed us to close the year at$40,323 under budget.
PROGRAM REVIEW 2014
In 2014 we provided comprehensive services in the following areas*:
• Home Delivered Meals(29,574 meals).
• Congregate Nutrition Program(12,274 meals).
• Emergency Preparedness Meals Program in conjunction with the Suffolk County Office for
Aging(1,404)shelf stable meals provided to Southold seniors).
• Transportation services
o Regular Route to the Nutrition Center and Senior Adult Day Care(7,216 passenger
trips).
o Demand Responsive/Escort to essential medical appointments(538 passenger trips).
o Weekly grocery shopping,banking,pharmacy trips(704 passenger trips).
• Senior Adult Day Care Katinka House(16,286 hours of respite).
• Monthly Caregiver Support Group(12 sessions with 106 participants overall).
• In home visits and case management contacts for home delivered meals(225 initial and
annual assessments/139 six month follow up contacts completed).
• Residential Repair Program(794 hours of service).
• Outreach and Education Programs(31 events,358 participants).
• HRC Special Activities/Presentations for seniors(39 events/1,068 participants).
• Information&Referral;benefits and entitlements counseling(1,004 contacts).
• Health promotion/nutrition counseling(67 events/1,162 participants).
• Monthly Wellness Seminars with Eastern Long Island Hospital(9 programs were offered with
132 senior participants in 2014).
• East End Hospice—Bereavement Group (12 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.
• 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
• Mental Health Association of Suffolk
• ELIH-Senior Options and Solutions
2
• 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
• Suffolk Independent Living Organization(SILO)
PROGRAM HIGHLIGHTS 2014/2015 HRC Strategic Plan
Special events to celebrate the proud tradition of serving seniors in Southold Town for the past 40 years
were held throughout the year with special celebrations in May in honor of National Older Americans
Month. The program,established m 1974, stands as one of the first town sponsored nutrition sites m
Suffolk County Over the past 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 1.94 million hot nutritious meals served to eligible seniors;
409,000 one way passenger trips for essential transportation;over 61,300 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 29 years ago,has provided over 765,000 hours of respite care
to over 850 families needing respite.
Development of a comprehensive fleet management plan with full implementation of the Fuelmaster,GPS
and Charge Point systems was completed.The plan follows a data based 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 goal for
2014 was to reduce the overall cost of fleet operations and the plan has proven effective. Since 2012,we
have reduced our overall operations cost per mile from$.51 per mile to$.37 per mile in 2014. 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. In 2014 we added a plug-in
hybrid electric vehicle and anticipate adding another in 2015.In 2013 we acquired our first dual port
commercial charging station at the HRC through a grant from NYSERDA/NYPA as part of Governor
Cuomo's Charge NY State Clean Energy Initiative. This year we added 2 more charging stations under the
grant and they are located at the 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.Valuable usage data from the stations is routinely
collected,compared and analyzed for improved efficiencies and review at NYSERDA as part of this green
energy initiative.To date we have reduced our HRC fleet carbon emissions by 616kg and have enrolled our
first Town employee in the workforce charging station program.
As part of our ongoing commitment to expanding intergenerational programs for youth we are partnered
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 technologies. The
program,which began in late February, involved Southold Elementary 5th/6th grade students working with
seniors at the HRC on introduction to use of the tablets and the mternet as part of their curriculum.
Subsequent programs involved specific projects at Katirika House and ancestry,research and shared history
projects for high school students and senior center participants. By the end of 2014,31 seniors participated
in 502 hours of individual tablet usage with the students.
Continued collaboration with Eastern Long Island Hospital's Geriatric Center of Excellence allowed 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 allowed us to
develop a more effective framework of services based on our findings. Valuable information and
3
recommendations were incorporated in the senior services component of the Human Services Chapter of
the Southold Town Comprehensive Plan. Senior Services, in conjunction with ELIH Senior Options and
Solutions Program,hosted a monthly wellness series throughout the year that covered issues important to
seniors to improve their overall health.
During 2014 we implemented the Living Healthy Workshop,also known as the"Chronic Disease Self
Management Program,"for Southold Seniors.This statewide senior education series developed by
Stamford University,clinically proven to improve outcomes by helping seniors learn to better manage
chronic health conditions,was offered in the spring of 2014 for six weeks. The Retired Senior Volunteer
Program subcontracted with SCOFA as the agency designated to provide the instruction to seniors
throughout Suffolk County.
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.
The satellite senior congregate nutrition program at the Town's Recreation Center continues to provide
lunch tb 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 in easternmost
areas of Southold Town, to participate in our congregate dining program and provide them with the
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.
A part-time Senior Citizen Aide H,appointed by the Town Board as part of the Human Services
Department staff, continues to serve senior residents on Fishers Island. This employee assists with the
monthly senior lunch program and maintains regular contact with senior residents. Under the supervision of
the HRC Director,the Senior Citizen Aide provides information,referral and follow-up as needed. While
many service barriers exist,we continue our joint efforts to better serve seniors on Fishers Island.
Actively seeking grant funding for the establishment of a NORC(Naturally Occurring Retirement
Community). Currently four census tracts in the Town of Southold meet the ehgibility 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%Ito 19.1%of the overall population.
In the process of developing and implementing a portable handicap ramp loan program for residents in
need of a ramp to access their home during a period of temporary disability. Ramps will be purchased
through donations and Community Development Block Grant for 2013/14.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. We were notified of the release of CDGB funds in the Fall of
2014
In collaboration with CAST,we secured a grant in memory of a past participant of the home delivered
meals program. The program, funded for$10,000 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"Gert's Greens"coupons that were redeemable at participating farm stands.
Homebound seniors were provided with produce delivery to their home by our drivers.Remaining funds
for 2015 will be 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
4
from Greenport High School are constructing raised planting boxes for the seniors to grow fresh herbs to be
used in meal preparation at senior center
We continue the development and ongoing collaboration with Eastern Long Island Hospital's Geriatric
Center of Excellence.This program provides a free service to seniors and their families and allows us to
provide additional client support and enhance our comprehensive planning for our senior community and
reduce costly duplication of services. The program was originally funded through a grant initiative from
NYS OMH/DOH for innovative community based physical/mental health integration.The program now
extends to include comprehensive discharge screening and planning for all seniors from inpatient to ER
services and assists them with a transitional plan to remain in their homes.
The Town Director of Human Services continues to serve as Chairperson for Suffolk County's NY
Connects Program.The Connects Program is New York's vision for each county to have a single point of
entry for accessing community based long term care service for residents of all ages and to reduce
fragmentation. 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.
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 a Special Non Medical Needs Emergency 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.Community Development funding has been allocated for construction of shower facilities at.
HRC.
5
0004
0414& .t‘N\
•
Information Technologies Accomplishments and Goals
Prepared by: Lloyd H. Reisenberg
Network and System Administrator
Date: February 14, 2013
Accomplishment 2014
Aside from the daily high volume requests for assistance from our user base and the numerous daily
tasks and responsibilities assigned to the Information Technologies Department, here are some of the
highlights of our efforts in 2014.
Servers: Purchased, setup and brought online three new servers, one for RPS, GIS and
Laserfiche 9.
Data Backups: Updated and enhanced the backup routines for the servers and personal computers.
Online Dog License: Installed and implemented an application enabling the public to register and
pay for dog licenses online.
Channel 22 Upgrade: Purchased new equipment for Government Channel 22. This new equipment
now enables us to digitally store videos and greatly surpasses the scheduling limitations of the old
equipment.
Audio Recording System for the Meeting Hall: Upgraded the town meeting hall audio recorder
from an old analog system to a new digital recorder. This new recorder is feature rich, very easy to
use and will save the Town on the old audio systems annual maintenance fees.
Application Development: Added enhancements to the Highway Time Track Application created a
Press Release Application for the Police Department and upgraded the Pro-Rata Application used by
the Town Assessors.
Court System Security Upgrade: This upgrade enables management to easily review the daily
transactions in the Justice Court. It also added the following features; track and report on voided
transactions, transaction based record locking, monthly security check reports, annual board auditing
Page 1
reports, enhanced password security, uncollected fine reports, secure receipt numbers, bail aging
and tracking and offers enhanced cash drawer support.
Cradlepoint Wireless Devices: There has been an ongoing issue with the wireless connectivity in
the Town's police vehicles and their ability to connect to Police Headquarters. This impedes the
officer's ability to perform required tasks like field reporting. This wireless device strengthens the
wireless signal in the vehicles resulting in enhanced connectivity and fewer dropped connections.
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.
Hazard Mitigation Plan (HMP): Completed Southold's Annex section of the County's HMP which will
assist the Town in getting FEMA funding for various mitigation projects outlined in the plan as well as
reimbursements for future disaster declarations.
Goals for 2015
The Town of Southold Information Technology Department serves the technology needs for all of
Southold's municipal offices. The department is responsible for implementing, maintaining and
supporting all of the town's hardware, software, networks, and telecommunication systems.
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 enables us to try and minimize the cost of data collection and the maintenance of
our information systems. All in all, our goal is to maximize accuracy and improve public service
through the use of technology in the face of ever changing requirements, increased demands, and
increasing costs.
Application Development: Continue the development of applications used to optimize and increase
the performance of the Town departments and committees.
Online Program Registration: Install and implement an online application enabling the public to
register and pay for programs and activities offered by the Towns Recreation Department.
Online Permits: Install and implement an online application enabling the public to register and pay
for permits offered by the Town Clerks Office.
CAD Application for the Police Department: Install and implement a new computer aided dispatch
and records management application for the Police Department. With this new application the Town
will also benefit from a tremendous cost savings on initial purchase of the application as well as the
yearly maintenance required for the old servers.
Municipal Wi-Fi: Increase the open Wi-Fi coverage in the Town's municipal buildings by the use of
access points and bridges which will result in cost savings for the town.
Page 2
Debris Mitigation Plan: Create a Town of Southold debris mitigation plan that will be included as
part of Suffolk County's plan.
CCTV: Install Closed Caption TV in Town Hall 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.
Website Upgrade: Work with the website committee to come up with a plan and design to update the
Town's website either later in 2015 or in 2016.
Peconic Community Center Generator: The Town has received a very generous donation to
purchase and install a generator at the Peconic Community Center. Backup power at this location will
enable the Peconic Community Center, which is our primary emergency shelter, to be self-sufficient
during times when emergency sheltering is required.
Domain Controllers Upgrade Project: Domain controllers are an integral part of network
management and security. This project is to replace the existing obsolete domain controllers with new
state of the art domain controllers.
Mobile Device Security.Project: 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. Mobile Device
Management will enable us to address challenges associated with mobility by providing a simplified,
efficient way to view and manage all devices from the central administrative console.
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.
Assessors Grievance Application: Although a 2015 capital project to purchase this type application
was approved by the Town Board last year, the Information Technologies Department has taken on
the challenge to develop it in house. Currently, the Southold Town Assessor's Office processes
grievances manually using an Excel spreadsheet to store data. Entering data is timely, statistical
analysis is difficult, there is limited historical data and limited reporting capabilities. This application
will streamline the process and help to increase the productivity of the office.
Page 3
Land Preservation Department: 2014—2015 Statistics, Projects and Initiatives
Prepared by Melissa Spiro, Land Preservation Coordinator
• February 5, 2015
Land Preservation 2014
o Farmland Purchase of Development Right Acquisitions
Seventy-four(74)farmland acres were preserved under the Town farmland program at a total purchase price of
$4,791,885.
o Open Space Land and Easement Acquisitions
The Nature Conservancy donated sixteen (16) acres of protected property to the Town for open space purposes
Details pertaining to the individual projects are included in the attached 2014 Year End Report.
Preservation Acquisition Grants 2014
• During 2014, the Town received funding from the Federal Farm and Ranchlands Protection Program (FRPP) in the
amount of$2,441,750, for partial funding for two 2014 farmland projects totaling 74 acres.
• During 2014, the Land Preservation Department applied for and received an award under the New York State
Department of Agriculture and Markets Farmland Protection Implementation Grant for two pending projects, subject to
eligibility, in the amount of$1,354,275.
Land Preservation Program and Projects: Projects for 2015
Department Projects intended for 2015 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 and other
aspects of the preservation program.
• 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)funds recorded for 2014 totaled $6,060,254.
• In 2014, seventy-four(74)farmland acres were preserved under the Town farmland program at a total purchase price
of$4,791,885, with $2,300,135 from Community Preservation Funds and $2,441,750 re-imbursement from Federal
grants.
• Community Preservation Fund revenues for 2015 are anticipated to be approximately 6 million, based on the average
of the last 12 month of CPF revenues
SOUTHOLD TOWN PLANNING
YEAR END REPORT 2014
GOALS & PRIORITIES 2015
Planning
Year End Report 2014
A. Planning Board Applications
Applications Reviewed 79
Work Sessions 25
Public Meetings 16
New Applications Received * Site Plans: 18
Subdivisions: 20
*Subdivision application includes each phase:
Sketch,Preliminary,Final Total: 38
Applications Completed * Site Plans: 11
Subdivisions: 3
Lot Line
Modifications: 6
*For Subdivisions,only a Final Plat approval
is counted as"completed." Total: 20
Fees Collected Application Fees: $38,380.40
B. 298 Coastal Consistency Assessment Reviews (LWRP)
C. 462 People served (see below for details)
1. 356 at the Planning counter.
2. 106 requests for information and FOILs (some overlap with Counter visits)
Requests: 43 FOILS: 63
Please note: the above numbers do not count additional people served via phone calls and e-
mails.
D. 38 Planning reviews for other boards/departments (see below for details)
1. Town Board(Local Laws, SEQRA): 24
2. Zoning Board of Appeals (Variances&Special Exceptions related to Planning Board
applications): 16
3. Wireless Communications Modifications (technical report for Building Dept):8
E. Comprehensive Plan Update
1. Prepared and conducted nine public information meetings (one in each hamlet)
• Topic: Part I of the Land Use Chapter—intro to Land Use&_Zoning
2. Prepared and conducted an information-gathering forum for real estate agents
regarding their experiences with buyers of commercial property to help determine if
improvements are needed in Town zoning (for the Land Use Chapter).
3. Began GIS analyses for Land Use Chapter with new computer mapping software (late
2014)
1
Planning
Year End Report 2014
F. Other projects & accomplishments
1. Worked with Code Committee to draft& complete solar power facilities legislation,
including a planning analysis and SEQR.
2. Completed work on Southold's part of the Hazard Mitigation Plan Update for Suffolk
County together with the Office of the Town Engineer and the Assistant Deputy
Emergency Preparedness Coordinator.
3. Researched zoning options to protect historic churches and similar buildings, and
helped begin to draft new code for the Historic Preservation Zoning District.
4. Continued to improve the efficient processing of applications.
5. Provided 2 hours of training to the Planning Board and the Zoning Board of Appeals
towards their four hours required annually.
6. Re-organized the job duties of administrative staff to accommodate a new job title in
the department.
7. Training for planning staff
• GIS computer mapping for planners (2 multi-day training sessions)
• Engaging Communications - effective public speaking for planners (12 hrs)
• Autumn Planning Conference - various topics
G. Projects with Grant Funding
The Planning Department managed ten grant projects in 2014. 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.
➢ Total funds received from grants in 2014: $120,414
Work completed on grant-funded projects:
1. Hamlet Revitalization I - CLOSED
• Funded the Hamlet Study and Implementation Strategies
• Funded the new Comprehensive Plan's Economic Chapter and Demographic Data
• -Submitted final Voucher for$92,310. Filed final paperwork.
2
Planning
Year End Report 2014
2. Hamlet II Grant- CLOSED
• Funded staff time on several chapters of the new Comprehensive Plan
• Funded video-conferencing equipment and Smartboard in the conference room
• Submitted final Voucher for$8,254. Filed final paperwork.
3. Goldsmith Inlet Watershed Restoration
• $67,048 received in 2014.
• Prepared Voucher 2 for$33,747
• Extension requested to complete the work plan
4. Watershed and Sewershed Mapping Project
• Prepared Voucher& $13,366 received.
5. Stormwater Management Phase II
• Received extension of grant to re-align$66,623 to construct storm water controls
in the swale off Mill Rd in Mattituck
6. Impaired Waterbody& Subwatershed Management Plans - CLOSED
• This project funded the development of the Jockey,Town, Goose and Richmond
Creeks Sub-watershed Management Plan.
• $40,000 received in 2014.
7. Stormwater Management Town Code Revisions - CLOSED
• This project funded the research and drafting of MS4 work and development and
revisions of Stormwater Codes.
• Submitted final Voucher for$11,950. Filed final paperwork.
8. NYSDOS Hashamomuck Pond Watershed Mgt Plan Implementation- CLOSED
• This project funded two storm water retrofits projects located on Laurel Avenue
and Long Creek Dnve in Southold.
• Submitted final Voucher for$87,136.66. Filed final paperwork.
9. NYSDEC Hashamomuck Pond Watershed Management.
• This project fully funded the storm water project at Grove Road.
• Prepared Voucher for$53,590.00 to submit in January 2015.
3
t °
Planning
Year End Report 2014
10. Planning and Development of Southold Town Code Revisions (LWRP/NYSEPF)
• This project funded most work completed on local laws since 2009 that furthered
LWRP policies including Code definition consistency work and Plum Island
Zoning.
• Received $15,407 in 2014.
• Final Voucher for$28,054.36 for zoning work on Plum Island
• Final paperwork prepared.
11. Sound View Dunes Park (Assisted Land Preservation Department with task
implementation)
• Prepared the Invasive Species Control Program for the Common Reed
(Phragmites australis) at Sound View Dunes Park and prepared RFP for tasked
work.
• Extension requested to complete the work plan.
4
Planning
Goals and Priorities 2015
1. Current Planning Board Applications
• Continue to increase the efficiency of processing site plan and subdivision applications
• Complete standardized policies for expired or languishing applications
2. Long-range planning- Comprehensive Plan Update:
• Complete the Land Use Chapter
• Complete the Infrastructure/Transportation Chapter
• Continue to hold public input meetings for the remaining chapters
• Design additional ways to gather public input, including online
• Provide additional interactive tools for the public to engage in the long-range planning
process
• Review and revised completed draft chapters
• Pursue grant funding to edit, format and reproduce the completed plan
3. Continue to work with the Town Board and Town committees (e.g. Economic Development
Committee, Transportation Commission, Agricultural Advisory Committee and Landmarks
Preservation Committee)to further the Town's goals.
4. Visit Fishers Island to review open applications and conduct planning-related meetings.
5. Design and implement in-house Planning Board training sessions for 2015:
6. Goldsmith Inlet Watershed Restoration Grant Project
• Continue to support debris &phragmites removal projects.
• Continue to work on sign project.
7. Stormwater Management Phase II
• Work with landowner and Town Engineers to construct storm water control project for
Mattituck Creek.
8. Stormwater Watershed and Sewershed Mapping Project
• Purchase camera for infrastructure"survey and mapping.
9. Sound View Dunes Park
• Continue to work with Land Preservation Department to implement remaining tasks.
5
L.
Southold Town
Police Department
Memo
POLICE
fff f
To: Mr. Phillip Beltz } k../ ZHo
From: Martin Flatley, Chief of Police 3J"a '_ ' IIJ2 '
`;✓ �, oma;
f ' olIh'�aj
CC:
Date: 2/10/2015 f Fourm'1640
Re: State of the Town Address
Despite the challenge of operating at a significantly lower manpower level for 2014 our department
has still accomplished the following:
Our most pressing goal for the calendar year 2014 was the hiring of new police officers to
attempt to bring our department staffing back to where it is designed to be, so that we may be
better equipped to serve the people of Southold Town. It was challenging offering these
services throughout the year, however,through perseverance by all parties involved, eight new
police officers were hired in late November/early December. This hiring has brought our
staffing level back up to its recommended level of 52 sworn officers, and has already made an
impact with overtime levels slashed and a full complement of sectors filled throughout our
most recent Winter Storm Juno in December.
On October 14, 2014 our department experienced a dramatic gang-related shooting in
Southold that brought to the forefront the realization of gang activity in Southold Town,As a
result of this shooting of two gang members, our department made five arrests and indicted all
of these subjects in connection with this shooting. The backlash of this violence resonated
through the schools and the community at large. A training/information presentation for all
North Fork School District employees was conducted immediately after this and a subsequent
public forum with the same theme presented shortly thereafter in an effort to allay public
concerns over gang violence. Our efforts are still ongoing with community outreach programs
being planned for members of the public to voice their concerns on this topic.
One of the most serious enforcement concerns for our department remains the operating ofboth
motor vehicles and watercraft while under the influence of alcohol and narcotics on our Town roads
and waterways. To address this concern,we actively take part in both the East End STOP-DWI and
STOP-BWI Task Forces coordinated through the Suffolk County District Attorney's Office,in
which we combine with other East End Police Departments to concentrate our efforts,using a large
compliment of officers at sobriety checkpoints and saturated patrols on both land and our
waterways.This has resulted in over 115 DWI arrests(in our Town not including Task Force
activities)and several BWI arrests.
1
We cbntinue to work with the seven various school districts in Town to address security concerns
on their campuses in the light of the violence taking place throughout the country in our schools by
conducting Active Shooter training with all members of the department,to better prepare our
officers should we ever need to respond to such an incident.
Our department continues to benefit from the delivery of our Command Vehicle which was
purchased through the awarding of a 2009 Buffer Zone Protection Plan grant to address our needs
in responding to and coordinating all responses to both the Plum Island Animal Disease Research
Center and the Cross Sound Feny. Besides this vehicle being used for various drills with the Plum
Island Animal Disease Research Center and Cross Sound Feny, it also has been used fora
command post for various special events throughout town.
We continue to take an active role in the planning and implementation of the numerous special
events that take place in Town between festivals, foot races,bicycle rallies,street fairs,parades and
other local events that have multiplied over the past 5 years.This continues to be a large challenge
because of the higher volume of traffic using our local roadways and the number of summer visitors
frequenting the North Fork.
We look forward to 2015 with a department that has been replenished with a fill staff and are
anxious again to add officers to our Community Response Unit,Narcotics Task Force and Traffic
Enforcement teams.
• Page 2
STATE OF THE SOUTHOLD TOWN
RECREATION DEPARTMENT
2014
11of 4-. 0 aouryo
6;
•
=*.cote r,�1
!moi♦/1
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.
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 numbers of
people served and revenue received from program fees. Throughout 2014, we
have added many new programs and activities includingexploring-Pinterest,-E- — —
Reading with the iPad, Reaching for Wellness, Anger Management, youth
bowling program, US Open Bus Trip, Plein Air Painting, Introduction to Prezi,
Adult Tap Dancing, Growing Your Own Food, Printmaking, Optimum Apps,
Painted Paper Techniques, Watercolor Revival, Weight Training for Teens, Youth
Dance Combo Class, Yoga & Movement on Fishers Island, 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 2014
Number of people registered for programs
Winter 500
Spring 625
Summer 775
Fall 830
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.
For the upcoming year, some general goals include:
•Provide at least one pickleball court at Cochran Park.
•Make residents 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.
•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.
•Make the Southold Town Recreation Center a Wi-Fi hot spot. We have been
receiving numerous requests regarding being able to access the internet at the
recreation center.
•To enable residents to have the opportunity to register for recreation programs
online from the comfort of their home.
•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,
(A4fileAg4—
Ken Reeves
Recreation Supervisor
' 0I, i I.�
+l ,`Q ' 1-;'t "�': P.O Box 962
JAMES BUNCHUCH .1 tiv ..,
SOLID WASTE COORDINATOR l R,.< 7 , Cutchogue,New York 11935-0962
N i r .7' ', ` 11 Tel: (631) 734-7685
s �O�1� Fax: (631) 734-7976
APPROVED ;l�CQ � d�i dsw@town.southold.ny.us
SOUTHOLD TOWN
SOLID WASTE DISTRICT
SWMD SUMMARY REPORT- 2014
2014 Highlights
Materials Handling
• 78,000 customers over the scale
• Incoming waste and recyclables: 31,000 tons
• Outgoing waste and recyclables: 30,000 tons
• Loaded 16,700 tons of MSW into 733 trailers for out-of-town disposal(Progressive contract)
• Loaded 2,300 tons of C&D into 136 trailers for out-of-town disposal(Trinity Contract)
• 4,160 tons household recyclables removed as follows:
Item Tons #truckloads
-- Cardboard 420 46 (prior to Single Stream implementation)
-- Co-Mingled(Cans/Glass/Plastic) 1,485 90(prior to Single Stream implementation)
-- Newspaper 499 37 (prior to Single Stream implementation)
-- Single Stream(as of Sept. 1) 1,087 107
-- Metal 235 33
-- E-Waste 116 37
-- Tires 35 3
-- Clothing 112 179
-- Shrink Wrap 51 3
— Vehicle Batteries 4 3
— Waste Oil(11,294 gallons) 41 41
— Re-use 75 (est) ??(residents)
• 2014 RECYCLING RATES:
• 25% OF INCOMING HOUSEHOLD GARBAGE
• 54% OF TOTAL INCOMING WASTE(INCLUDES YARD DEBRIS)
• 6,650 tons of compost and mulch removed
Additional Operations
• Processed 4,850 tons of brush into mulch, and 6,192 tons of leaves into compost
• Accepted 388 deer delivered as road kill(DOWN 12% from 2013)
• Delivered 1,672 cases of Town Bags to stores in our Friday delivery program
• Sold 49,442 bags(accounting for more than$70,000 in revenue)through vending machine; 1,003
bags from office
• Collected 60 tons of Household Hazardous Waste in 4 collection days
• Generated @$7,000 in revenue from 116 tons of collected E-Waste
SWMD Summary Report—2014 Calendar Year Page 2 of 2
Program Developments
• Entered 2nd year of haul-dispose contract with Progressive Waste Solutions as of July 1 (at$2.55/ton
cost increase).
• Implemented"Single Stream" recycling in September,helping residents recycle and
streamlining transfer station operations, resulting in an annual rate of net savings of approx.
$28,000..
• Exceeded projected revenue from compost site by 4% ($172,000 vs$165,000 projected).
• Eliminated glass stockpile through IMA with Brookhaven
• Crushed accumulated waste concrete and asphalt to produce @ 1,500 cu yds of RCA for use in
compost site pad maintenance.
• Received designation from NYS DOH as approved depository for sharps.
Grants
• Received new term HHW grant contract for 2014-2015.
• Received payment of$94,250 grant for trommel screen purchased in 2009.
• Received notice of projected 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 2015: April 11 and September 261
• New,brochures on"pay as you throw"town bag program,and Single Stream recycling.
• Submitted a unified "Solid Waste Facilities Permit"application to DEC.
• Submitted application to DEC of request for semi-annual groundwater monitoring based on
data showing reduced detection of contaminants.
• Completed re-location of gas monitoring well#6,resulting in confirmation that LF gas is NOT
migrating off-site.
• Submitted petition to DEC for reduced groundwater monitoring based on test results indicating
reduced contamination from LF,expected to save hundreds of thousands of dollars in remaining -
testing.
• Completed re-labeling of all oil and fuel storage tanks in full compliance with SCDHS regulations.
• Accepted approx. 53 tons of debris through Community Pride cleanups; distributed approx. 17 tons
of mulch and compost to Community Pride projects.
• Received over$90,000 in sale of surplus equipment on auction,exceeding projections.
Goals for 2015
• Establish"E-Z Pass"type system for charging of disposal fees.
• Complete"Solid Waste Facilities"permit application from DEC,under which all permitted activities
will be covered by a single permit(as opposed to 3 current permits),thereby streamlining
• administrative tasks.
• Acquire self-propelled windrow turner for more efficient compost site operations.
• Acquire new front end wheel loader(payloader)from State Contract purchasing.
• Issue new RFPs for LF gas and groundwater monitoring
• Extend or re-bid MSW haul/dispose contract
• Re-bid recycling and C&D hauling contracts
• Receive final approval from DEC for GW monitoring reduction.
Special Projects Coordinator
2014 Accomplishments
ECONOMIC DEVELOPMENT COMMITTEE:
• Supported pilot initiative for Farmers Market in Mattituck
• Supported tax abatements for improvements to new and existing
businesses
• Supported the creation of Local Development Corporation to assist
nonprofit organizations with access to capital for expansion and
organizational improvements
• Hosted Youth Job Fair that featured 14 employers offering more than
50 job opportunities
• Collaborating with North Fork Promotion Council and Hamptons
Visitors Council to develop September 2015 promotional event for
Southold and Southampton businesses
• Through support of Suffolk County's Department of Labor, provided
five youth with summer employment with Town
• Preliminary discussion regarding the development of Fishers Island
Arts Consortium with Suffolk County Economic Development and
Planning, East End Arts, Lighthouse Works, Ferguson Museum and
the Friends of Fishers Island Theatre. Consideration of developing
arts district and seeking funding resources.
• Issued survey to local businesses regarding their shredding needs
• Discussion with Utopia Home Care seeking to offer educational
opportunities to residents regarding home health care instruction
• Preliminary development of EDC sponsorship of educational
initiatives for small businesses in 2015 for the following industries
(wineries and agriculture, commercial fishing, not-for-profits and start-
up entrepreneurs.)
HOUSING ADVISORY COMMISSION:
• Supported amendments to Affordable Housing District legislation to
allow flexibility by permitting the creation of both owner-occupied and
tenant-occupied rental units.
• Recommendation to State Legislators to adopt legislation to offer
Peconic Bay Region Community Preservation Fund transfer tax
exemption for First-time Homebuyers with threshold of income and
home sales price.
• Supported Habitat for Humanity's rehabilitation of blighted home in
Orient
• Supported development of affordable apartments for Fishers Island
Youth Bureau:
• Sponsored Family Movie Night in the Park featuring "Lego" with over
125 participants
• With East End Youth Bureaus, developed and presented to Suffolk
County Legislators a regional needs assessment of youth
• Sponsored Open Gym Day at Greenport High School auditorium for
middle school students
• Sponsored Community Service Day to engage the public to learn
about community service opportunities
• Working in concert with local schools, supported Suffolk County
Executive's Anti-Bullying Campaign •
• Discussion with Superintendent Gamberg and Cablevision to
consider development of student broadcasting and communications
curriculum and the possible utilization of Channel 22
• Supported efforts of "Youth Forum" meeting with 60+ high school
students at Founders Landing to ascertain their perceptions of
benefits and problems living in Southold.
• Youth Advisory Council fed homeless at John's Place at Mattituck
Presbyterian Church
Community Development;
• Supported funding towards the following projects:
o Habitat for Humanity demolition and rehabilitation
o Rehabilitation of affordable apartments on Fishers Island
o North Fork Housing Alliance rehabilitation of homes
o Financial support of CAST and Maureen's Haven
o Connectivity of Peconic Lane Community Center and
Recreation Center with expansion and improvement of parking
between sites, development of sidewalks to connect both sites
with solar lighting, painting of exterior of Peconic Lane
Community Center.
2015 Goals and Objectives
• Market Suffolk County Commercial Industrial Incentive program
• Sponsor Job/Internship Fair with Youth Bureau
• With North Fork Promotion Council, market Town's 375 anniversary
in 2015
• EDC sponsorship of educational workshops for small businesses in
2015 for the following industries (wineries and agriculture,
commercial fishing, not-for-profits and start-up entrepreneurs.)
• Sponsor Earth Day initiatives
• Develop educational workshops for Parents and Youth such as
alternatives to college, safe driving, etc.
• Host Dr. Martin Luther King Day of Service in January and
Community Service Day in April
• Sponsor Open Gym and Bike Swap
• Partner with North Fork Ospreys All Star Game to host "Youth Bureau
Night"
• Offer Family Movie Night in the Park
• Intergenerational Activities with Youth Bureau and Senior Center
• Refurbish Fishers Island Theatre
• Develop mobile ramp program to promote mobility and accessibility
for seniors discharged from medical facilities
• Partner with Family Service League to sponsor crisis response
training for professionals and early identification mental health
screening
MEMORANDUM
To: Hon. Scott A. Russell, Supervisor
From: Martin D. Finnegan, Town Attorney
Date: January 13, 2015
Subject: Summary of Local Laws for 2014
Summary of Proposed Legislation for 2015
Below is a summary of the Town Board's legislative accomplishments in 2014:
Local Law No. 1 of 2014—A Local Law to Amend the Town of Southold Water
Supply Plan Map to a portion of Old Main Road in Mattituck (adopted on 1/28/14)
This legislation amended the Town of Southold Water Supply Plan Map to
include the extension of a water transmission main to 120 Old Main Road in Mattituck
due to significant concerns regarding inadequate groundwater quality.
Local Law No. 2 of 2014—A Local Law in relation to Amendments to Chapter
245, Taxation, in connection with authorizing exemptions from School District Taxes to
Veterans (adopted on 2/25/14)
The New York State Legislature has amended the New York State Real
Property Tax Law to authorize School Districts to permit a tax exemption for Veterans
upon approval of the School District. This local law incorporates this Amendment into
the Southold Town Code so that it is consistent with the New York State Real Property
Tax Law and to provide a mechanism for the Assessors to implement the exemption at
the local level.
•
Local Law No. 3 of 2014—A Local Law in relation to Amendments to Chapter
260, Vehicles and Traffic, in connection with parking restrictions on Village Lane and
King Street in the hamlet of Orient (adopted on 3/11/14)
This local law allowed for the installation of stop signs on Village Lane and King
Street to improve safety for emergency vehicles, pedestrians and passenger vehicles, as
-1-
well as dealing with impacts to the public's health, safety and welfare resulting from
vehicle parking and standing on a portion of those roads in the hamlet of Orient.
Local Law No. 4 of 2014—A Local Law in relation to Amendments to Chapter
144, Fire Prevention and Building Code Administration, in connection with Tents
(adopted on 3/11/14)
The purpose of this legislation was to codify existing policies and procedures
followed by the Building Department, adding a definition of tent and canopy, allowing for
inspections to be performed by a Building Inspector and Code Enforcement Official to
ensure compliance with Town regulations and the New York State Building and Fire
Code and allows for revocation for non-compliance. These amendments also establish
a requirement for a tent permit, the purposes for which one may be issued, sets the fee
for and duration of a tent permit, and establishes penalties for violations of this law.
Local Law No. 5 of 2014—A Local Law in relation to the Town of Southold
Community Preservation Fund Management and Stewardship Plan 2014 (adopted on
3/25/14)
In compliance with the Peconic Bay Community Preservation Fund, the Land
Preservation Department has prepared a Community Preservation Fund Management
and Stewardship Plan for real property interests acquired through the Fund. This Plan
must be adopted by local law and all expenditures from the Fund for management and
stewardship functions must be in compliance with the terms of the Plan.
Local Law No. 6 of 2014—A Local Law in relation to Parking on Second Street
in the hamlet of New Suffolk(adopted on 4/8/14)
The local law prohibits parking on both sides of Second Street in New Suffolk
from the southerly intersection of Main Street to the northerly intersection of Jackson
Street during the months of June through August in an effort to eliminate undue
congestion, restrictions on access and maneuverability and dangerous traffic conditions
in the area.
Local Law No. 7 of 2014—A Local Law in relation to Amendments to Chapter
280, Zoning, to permit Commercial Solar Energy Production Systems as a Special
Exception Use in the Light Industrial and Light Industrial Office Zones (adopted on
6/3/14)
This legislation establishes a definition of Commercial Solar Energy Production
Systems as well as criteria for the issuance of a special exception permit for Commercial
Solar Energy Production Systems by the Planning Board and the rules and procedures
for decommissioning and removal of any system upon termination or abandonment of
the use. This local law also establishes fees for initial and amended applications for
Commercial Solar Energy Production Systems.
Local Law No. 8 of 2014—A Local Law in relation to Amendments to Chapter
260, Vehicles and Traffic, in connection with parking restrictions on Pike Street in the
hamlet of Mattituck (adopted on 6/17/14)
This legislation extends the existing "No Stopping" restrictions on the north side
of Pike Street in Mattituck east of Love Lane from 16 feet to 300 feet. Also, on the south
side of Pike Street, east of Love Lane, there will be "No Stopping"for 16 feet from the
-2-
east curbline and again from a point 175 feet from the east curbline of Love Lane for a
distance of 125 feet.
Local Law No. 9 of 2014—A Local Law in relation to Amendments to Chapter
236, Stormwater Management (adopted on 8/26/14)
This local law consists of non-substantive amendments to the Stormwater
Management Code to remove an unnecessary, burdensome requirement for inspections
of erosion and sediment control practices following heavy rain to be consistent with
similar provisions of the Environmental Conservation Law and corrects certain definitions
and typographical errors.
Local Law No. 10 of 2014—A Local Law in relation to Amendments to Chapter
280, Zoning, in connection with the Affordable Housing District (adopted on 8/26/14)
This legislation was intended to allow more flexibility in Affordable Housing
Districts by permitting the creation of both owner-occupied and tenant-occupied
Moderate Income Family Dwelling Units which will afford a potential developer the
flexibility to tailor the use to meet the needs of not only the developer, but also of the
surrounding community. The revisions to §280-27(A) condense the five (5) permitted
uses into two, namely owner-occupied and tenant-occupied Moderate Income Family
Dwelling Units, and removes accessory apartments from the permitted use section to the
more appropriate accessory use section. Section 280-28 was amended to reflect the
new dimensional requirements of the two (2) permitted uses and to create a density
bonus for the tenant-occupied units and to allow the Planning Board to vary parking
requirements. Section 280-29(B)(2)was amended to establish a yield calculation to
determine the number of Moderate Income Family Dwelling Units that may exist on a
single parcel to alleviate the need for an applicant to submit a yield plan. The general
requirements and regulations in §280-30 were amended to require that all Moderate
Income Family Dwelling Units on a single lot must be the same type of unit.
Local Law No. 11 of 2014—A Local Law in relation to Amendments to Chapter
17, Community Preservation Fund, in connection with First Time Homebuyer Exemption
(adopted on 10/21/14)
This legislation adds the recently enacted exemption for first time homebuyers to
our Code so that it is consistent with the provisions of Section 1449-ee(4)of the New
York State Tax Law. Specifically, certain first time homebuyers may be exempt from the
Peconic Bay Region Community Preservation Fund transfer tax if their income and the
purchase price satisfy the thresholds in the Law.
Local Law No. 12 of 2014—A Local Law in relation to Amendments to Chapter
280, Zoning, in connection with Time Limits on Variances (adopted on 12/2/14)
This legislation, upon the ZBA's recommendation, and to avoid complications
posed by stale variances that are incompatible with current conditions amends Section
280-146 to state that any variance granted by the ZBA shall become null and void where
a Certificate of Occupancy has not been procured and/or a subdivision map has not
been filed with the Suffolk County Clerk within three (3.)years from the date such
variance was granted unless the ZBA grants an extension. Up to three (3) consecutive
one (1) year extensions may be granted upon written request.
-3-
Local Law No. 13 of 2014—A Local Law in relation to Amendments to Chapter
240, Subdivision of Land, and Chapter 280, Zoning, in connection with a Tree Fund
(adopted on 12/16/14)
This local law creates a mechanism whereby the Planning Board can require a
fee in lieu of the planting of trees for landscaping and screening purposes in connection
with site plan and subdivision applications where it is impracticable to do so. This fee
would be earmarked for the planting of street trees throughout the Town or the planting
or replanting of trees located on Town property as determined by the Southold Town
Tree Committee.
With respect to the Town Board's legislative agenda for 2015, there are several
local laws that are currently pending before the Code Committee and may be noticed for
public hearing over the next few months. Specifically, the Town Board has been
presented with a local law which will limit or prohibit short-term rentals of residential
properties in the Town under certain circumstances.
Another local law proposes to repeal Chapter 72 "Agricultural Uses" and
incorporate the farm stand use into the Zoning Code. It will also create a farm stand
operator permit requirement.
In light of the increased inventory of historically significant buildings and
community facilities, the Town Board is also considering legislation that will create a
floating "Historic Preservation Zoning District"to incentivize the preservation of churches
and other treasured community structures by allowing a greater variety of permitted uses
for the adaptive reuse of such structures. This legislation will be placed on the Town
Board's meeting Agenda for the 2/10/15 meeting and may be noticed for public hearing
at that time.
Lastly, the Town Board is considering a local law that will allow aquaculture as a permitted
use in certain zoning districts in the Town where it is considered to be a protected agricultural
practice under New York State Ag & Markets Law.
MDF/Ik
cc: Phillip Beltz, Special Projects Coordinator
-4-
u ) C
Town Clerk Report&Goals
for
STATE OF THE TOWN REPORT
February 26,2015
Town Clerk's Office
Elizabeth Neville,Town Clerk
The past year of 2014 has presented many challenges and opportunities for the Southold Town Clerk's
Office. A town audit by the New York State Comptroller's Office has proved to be very beneficial and
helpful to the Town Clerk's Office and other town departments. There were some evaluations and
criticisms of the accounting practices and methods in the Town Clerk's Office and other town
departments. However,the staff of the Comptroller's Office conducting the audit was extremely
helpful in instructing us in the approved best accounting practices according to government
accounting which have all put into effect in the Town Clerk's Office. The Town Board and the Town
Departments will strive to develop policies and procedures and internal controls for improvements on
a continued basis for all departments. The retirement of a long time employee just before the busy
summer season presented a staffing problem in the Town Clerk's Office, but was quickly turned
around by the generosity of the Receiver of Taxes offering his part-time employees after the close of
his busy season in the tax office. One of whom has since become a valued permanent employee of
the Town Clerk staff.
Often referred to as the"Doorway to Town Government",the majority of telephone calls and
inquiries come into the Town Clerk's 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 to
another 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. The Annual 2014 Town Clerk Financial Report is also attached.To
attempt to estimate the number of people served by the Town Clerk's Office would be near
impossible. We continue to 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 again 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 of Information Officer for many requests received for which the Town
Clerk has the responsibility of responding to in a timely manner; Registrar of Vital Statistics receiving
and filing birth and death certificates and issuing certified transcripts; Issuance of Marriage Licenses,
sometimes acting as Marriage Officer and performing ceremonies. A new on-line functionality has
been added to the Clerk's Office in 2014 to allow for on-line registration of dog licenses. It will be
further enhanced in the near future to add 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 permanent records
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 grants for 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; . I filed a grant application for the LGRMIF 2010-2011 grant cycle in
the amount of$36,400.for a GIS Needs Assessment. I received a grant award in the amount of
$36,000. These services were performed by an outside GIS Consultant and the Final GIS Needs
Assessment was delivered. I used this report to file a grant application in the 2011-2012 and again in
the 2012-2013 LGRMIF grant cycle for a town wide enterprise Geographical Information System(GIS).
This GIS grant was awarded in the amount of$64,503.00 which we are currently implementing.These
were"Shared Services"applications which include the Village of Greenport. This GIS system has
been implemented and is 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 that have been greatly facilitated by GIS in 2014. The LGRMIF
grant application I filed in 2014 for the new RIO Laserfiche records management software in the
amount of$99,970.00 has been 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 recently imposed
2% Property Tax Cap,the Governor's newly signed law(Chapter 603)on making records more widely
available when a topic is advertised as a subject of discussion at board meetings are just a few 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 of 2014 realized:
1. The software addition to the BAS Town Clerk program to enable constituents to apply for and
renew their dog licenses on line 24/7 has been implemented.
2. The LGRMIF New York State Archives grant application for a RIO Laserfiche software addition
in the amount of$99,970.00 has been awarded.
GOALS for 2015:
1. Further improvements to the BAS Town Clerk software are in progress and will be made in
accordance with recommendations of the New York State Office of the Comptroller.
2. BAS On-line licensing module will be further developed and enhanced to include other licenses
and permts.
3. Implementation of the LGRMIF New York State Archives grant for the new RIO Laserfiche
software is in progress and take place over the course of this year.
I look forward to another challenging and exciting year of improvements in my office and serving my
constituents in the most professional and efficient manner possible.
Elizabeth A. Neville, MMC
Southold Town Clerk
John M. Bredemeyer III, President ����
0$r SOu74*1 � Town.Hall Annex
Michael J. Domino,Vice-President ��� ~ • O : 54375 Main Road
P.O.Box 1179
•
James F. King,Trustee '; `' 41.1
Southold, New York 11971-0959
Dave Bergen,Trustee
0��
Telephone (631) 765-1892
Charles J.Sanders, Trustee `� 4'oo(iY{► Of�� Fax(631) 765-6641
BOARD OF TOWN TRUSTEES
TOWN OF SOUTHOLD
In 2014 the Southold Town Trustees and Office found themselves entering a
period of relative calm in the "after the aftermath" rebuild of our coastline in response to
Tropical Storms "Irene" and "Sandy' and the severe Nor'easters occurring here from
2011-2013. Largely finished by the end of the year was oversight and permitting of over
six miles of severely damaged coastline erosion protection structures and nearly a mile
of waterfront hdmes devastated by these storms. Life in many of our communities and
shoreline areas such as Rabbit Lane, East Marion and the Park Avenue Extension in
Mattituck, that were hardest hit, is finally back to normal. During 2014 the Trustees and
Office staff reviewed and permitted over 214 applications for activities under the Town's
Wetland and Coastal Erosion Hazard Area Ordinances. For those not familiar with the
process, most activities seeking a permit require: pre-submission reviews, Trustee field
inspections, environmental reviews under NYS Law, coastal consistency reviews under
NYS Law, advice form the Conservation Advisory Council, Permitting/Not at a Public
Hearing and construction and compliance inspections by a Trustee for actions receiving
permits. The Trustee staff continues to work closely with the Town Legal Department to
bring wetland violators to justice and defend the Town in the NYS Courts on wetland
matters, instituting new procedures for the intake of complaints and inquiries concerning
activities on or near our waterways. With no hurricanes or major coastal storms in over
a year and the inspectional workload becoming more manageable the Board has taken
the opportunity during this period "between the storms" to maintain and expand Trustee
services. In addition to continued assistance provided to the Town's Shellfish Advisory
Committee and continued close contact with the Suffolk County Department of Public
Works Dredge Operations, that help keep our creeks healthy and accessible, the
Trustees expanded vessel pump out services in Mattituck Creek and on Fishers Island
during 2014. The Trustees recently applied for a grant to work with the Cornell
Cooperative Extension Marine Program to research a cutting-edge technology to
restore wetlands employing "living shoreline" cultural systems that may assist in
reducing coastal hardening structures such as bulkheads in some areas of the Town.
With three Trustees currently working in/retired from academia, the Board is in the
process of working with the Cornell Marine Program in developing a Town-wide
education program in wetland restoration, whereby area students will grow wetland
plants at Comell's Cedar Beach learning center and have a pre-designated Town
owned wetland located near them that they can help restore and monitor the progress.
The Trustees look forward to programs such as these when our regulatory workload
allows, understanding that they will help protect the Town's vital natural resources and
train the future stewards of our wetlands and coastline.
/�tA�FFU(,re0,
4". �� a_ *
ZONING BOARD OF APPEALS O pk ,p' 7,2
• Town Hall Annex, 54375 Route 25
ct, Y ,y l P.O.Box 1179
O a. $ ►� Southold,New York 11971.0959
r 0� ►► Fax(631) 765-9064
►
49/ja t % O Telephone (631)765-1809
TO: Scott Russell, Supervisor
FROM: Leslie Kanes Weisman, ZBA Chairperson/Department Head
RE: ZBA Accomplishments and Initiatives in 2014and 2015 Goals
DATE: February 2, 2015
Activities of the Department
• 162 applications to the Board of Appeals and 42 applications for Special Event Permits
were processed by office staff(up from 103 applications and 16 Special Event permits in
2013).
• Regular staff meetings with the Department Head were held to discuss and improve
office operations and to review procedures for the new Town of Southold Annual
Employment Performance Appraisal.
• Staff spent approximately 178 hours assisting 717 people at the counter(up from 148
hours and 646 people in 2013).
• Staff processed 44 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 2014 totaled$108,250 (up from$82,250 in 2013).
• The ZBA section of the Town's website was updated.
• New digital recording equipment was purchased by the Town to record minutes of public
hearings that is being used by ZBA staff and other departments.
Board Activities, Policies, and Practices
• 12 Regular Meetings, 12 Special Meetings and 135 public hearings were held; the Board
members conducted 625 site inspections collectively and rendered 104 written decisions.
• The Board of Appeals 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 to explicate the responsibilities and operating procedures of Board Members,
the Board Chair, and the ZBA Assistant.
• Based upon a proposal from the ZBA, the Town Board approved an addition to Section
280-146 of the Town Code (Resolution #2014-923) that places time limits on variance
relief granted by the Board of Appeals, effective as of January 1, 2015.
1
trik
• To ensure consistency in ZBA Findings and Determinations, the Board of Appeals
discussed distinguishing between granting relief as amended and granting alternative
relief and unanimously adopted definitions that were added to the ZBA Procedural
Guidelines.
• To ensure interdepartmental coordination of required reviews and approvals associated
with applications to the Board of Appeals for General Special Exception Permits, the
ZBA Chairperson developed a form and internal procedure that was approved by the
Building Department for their use, to determine if any of these applications also require
site plan approval from the Planning Board, variance relief from the ZBA, review by the
Board of Town Trustees, and/or permits or actions from any other Town agency, per
Town code. This allows ZBA staff to inform applicants about everything they need to
obtain to implement their proposed project, thereby avoiding delays or surprises for
property owners/applicants.
• All Board members participated in a series of topical work sessions and seminars
conducted by the Assistant Town Attorney, the Director of Planning, and the LWRP
Coordinator designed to build proficiency and knowledge specifically related to the work
of the Board, in fulfillment of our annual training requirements.
Goals for 2015:
The ZBA will work with the Town Trustees, Assistant Town Attorneys, Code Committee and
Town Board on proposing revisions to the code that will reduce and/or eliminate redundant
reviews by the ZBA and Trustees and create consistency in Chapters 275 and 280 of the code
where concurrent jurisdiction occurs with the Board of Town Trustees and the Board of Appeals.
The ZBA will pursue cooperative efforts with the Board of Town Trustees, the Town Engineer,
and the LWRP Coordinator, within our respective jurisdictions, to mitigate potential adverse
environmental impacts, especially those that affect water quality. This will include educational
training of ZBA Members on Chapter 275 of the Town Code and how the Board of Town
Trustees operates.
2