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HomeMy WebLinkAboutVillage of Greenport - Records Management Shared Services RESOLUTION 2016-268 ADOPTED DOC ID: 11700 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO. 2016-268 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON MARCH 8, 2016: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Scott A. Russell to execute a Amended Inter-Municipal Agreement for Records Management Shared Services between the Town of Southold with the Village of Greenport, for the term of five years (5) through March 8, 2021, all in accordance with the approval of the Town Attorney. a f d Elizabeth°A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: James Dinizio Jr, Councilman SECONDER:Jill Doherty, Councilwoman AYES: Dinizio Jr, Ruland, Doherty, Ghosio, Evans, Russell Eli ?EENPO VILLAGE OF GREENPORT BOARD OF TRUSTEES REGULAR MEETING THURSDAY, JUNE 23, 2016 AT 7:00 PM RESOLUTION OF THE BOARD OF TRUSTEES At the Village of Greenport Board of Trustees Regular Meeting held on Thursday, June 23, 2016; the Board adopted a RESOLUTION authorizing Mayor Hubbard to execute the attached Inter- Municipal Agreement between the Town of Southold and the Village of Greenport regarding Records Management Shared Services. RESULT: ADOPTED [UNANIMOUS] MOVER: Julia Robins, Trustee SECONDER: Jack Martilotta, Trustee AYES: Martilotta, Phillips, Roberts, Robins, Hubbard Jr. STATE OF NEW YORK COUNTY OF SUFFOLK ss: THIS IS TO CERTIFY THAT I. Sylvia Pirillo, Village Clerk of the Village of Greenport of the County of Suffolk, have compared the foregoing copy of the resolution now on file in this office, which was adopted by the Village of Greenport Board of Trustees on June 231 2016 and that the same is a true and correct transcript of said resolution of the whole thereof. IN WITNESS WHEREOF, I have hereunto set my hand and the official seal of the Village of Greenport of the County of Suffolk. Dated: June 23, 2016 lvia eaz L i Piril o, RMC illage Clerk Village of Greenport RESOLUTION #06-2016-31 DOC ID: 2908 INTERMUNICIIPAL AGREEMENT FOR RECORDS MANAGEMENT AND COORDINATED ASSESSMENT SERVICES AGREEMENT made this •8 day of March ,2016 by and between the TOWN OF SOUTHOLD, a municipal corporation with its principal place of business at P.O. Box 1179, 53095 Route 25, Southold,New York 11971-0959 hereinafter referred to as"TOWN" and the INCORPORATED VILLAGE OF GREENPORT, a municipal corporation with its principal place of business at 236 Third Street, Greenport,New York 11944,hereinafter referred to as the"VILLAGE"; WHEREAS, municipal corporations are authorized by Section 119-0 of Article 5- G of the General Municipal Law of the State of New York to enter into agreements for the performance among themselves or one for the other of their respective functions, powers and duties on a cooperative or contract basis; and WHEREAS,the parties previously entered into an Inter-Municipal Agreement for records management and coordinated assessment services dated February 21, 2013,and WHEREAS, the Town has updated the property tax assessments of parcels within the Village since 1990 and the Village has received a costs savings through the reduction of wages paid to a full-time assessor; and WHEREAS,the Town has established a records management system including the programs Municity, GIS, Laserfiche and RPS for the tracking, management and digital storage of the Town's records, including assessment records; and WHEREAS,the Town,pursuant to New York State Grant project number 0580101224 (SED Code 581005640067), has shared use and access of the Municity tracking program and other records management systems with the Village; and -1- WHEREAS,the Town,pursuant to New York State Grant project number 0580144561 (SED Code 5181005640067)has shared use and access of the Geographical Information System Program and other records management systems with the Village; and WHEREAS,the Town pursuant to New York State Grant project number 0580155463 (SED Code 581995640067)has shared use and access of the Laserfiche RIO system,and WHEREAS,the Town and the Village intend to share these services and systems to assist the Village with tax assessment,permit tracking and its mapping needs. NOW, THEREFORE, it is mutually agreed by and between the parties hereto as follows: 1. This agreement shall supersede and replace the Inter-Municipal Agreement between the parties for records management and coordinated assessment services date February 21,2013. 2. The term of this Agreement shall be five(5) years,with an option to renew if consented to by both the Village and Town and on the same terms and conditions set forth herein. 3. The Agreement may be terminated, in whole or in part,by either party on 180 days written notice to the other party in the event either party fails to fizlfill its obligations under this Agreement or in the event continued performance under the terms of this Agreement would not be in the best interest of either the Town or the Village. Such notice shall me made in accordance with the Notice provision below. -2- 4. All Notices required to be given under this Agreement shall be sent prepared registered mail,return receipt requested, or as the parties may later determine in writing, to the parties at the following addresses: Town Attorney Town of Southold P.O. Box 1179 54375 Route 25 Southold,New York 11971-0959 Town Clerk Town of Southold P.O. Box 1179 53095 Route 25 Southold,New York 11971-0959 Village Clerk Village of Greenport 236 Third Street Greenport,New York 11944 5. Any and all services provided under this Agreement shall at all times be under the direction and supervision of the Board of Assessors,the Information Technology Department,the Land Management Coordination Department and the Records Management Department of the Town of Southold, and their interpretations and decisions shall be final and conclusive. 6. Tax Assessment. a. The Town agrees to provide its Assessors and their assessing services to the Village and shall provide the Village with an assessment roll in accordance with the provisions of the Town and Real Property Tax Laws. b. The Town will provide a list of all assessment changes to the Village real property tax assessments on or before December 3 l st of each year. -3- C. The Village will purchase any copies of the assessment roll that it requires from the Town. d. The Village will notify the Town of any changes in the criteria it develops for real property tax exemptions. e. The Village will notify the Town of any changes in the Village boundaries and which properties are located within the Village f. The Village will provide the Town with a copy of all Building Permits issued by the Village(to the extent that said information is not inputted into Municity), site plan approvals and subdivision approvals, in addition to any and all plans and/or subdivision maps within 30 days of the issuance of said approvals. 7. Records Management(GIS,Municity and Laserfiche). a. The Town will provide the Village access to the Town's Records Management systems and associated equipment including scanners,printers and filmers. b. The Town will provide the Village training in the use of its Records Management systems and associated equipment. C. The Town and Village will share costs for outside training based on the number of employees that receive the training. d. The Town and Village will share costs of maintenance based on the percentage of usage. e. The Town and Village will share costs of any consumables such as paper, toner/ink and film based on their actual usage of same. f. The Town will provide technical support to the Village in the use, -4- configuration and maintenance of its Records Management systems and associated equipment. g. The Town will provide the Village with direct access to any support vendors for its Records Management systems and the Village will coordinate any support issues with the Town. h. The Village will provide the Town access to its computer systems and hardware for troubleshooting purposes related to the Town's Records Management systems as needed. i. The Town will be responsible for routine backups of all data and installation of any software updates and patches. j. The Village will be responsible for entering and maintaining their data on the Records Management Systems. k. The Village will identify documents that are to remain confidential with no public access and documents that can be accessed by the public via the internet and the Town will be responsible for configuring its systems accordingly. 8. Use of equipment. a. The Town shall lend the Village the following equipment for use in connection with this agreement, One Fujitsu Model#f15750C Serial # 10281, One Fujitsu Model#4097d Serial# 313070, One Fujitus Model#4097D Serial# 008469 (hereinafter collectively referred to as "the equipment'). b. The Village shall be responsible for any maintenance of the equipment at its sole expense. -5- C. The Town has made no warranties or promises regarding the condition of the equipment. d. The Village shall responsible for any consumables with regard to the use of the equipment including,but not limited to rollers and cleaning kits. 9. Remote Desktop Licenses a. The Town has purchased ten (10)Microsoft Remote Desktop Licenses for use by the Village in connection with this agreement for the amount of six hundred ninety dollars and ninety cents($690.90). b. Within 30-days of the execution of this agreement,the Village shall reimburse the Town for the cost of the licenses. C. At all times,the licenses shall remain the property of the Town. 10. The Village shall indemnify and hold the Town harmless for any loss of data resulting from damage to the town's systems or its backups. 11. The Village is responsible for maintaining any and all security and confidentiality of its records through keeping any passwords issued by the Town secure and by developing a policy for records confidentiality and security. The Village hereby acknowledges that it is aware that the Town's password policies requires that a password be changed every six months and agrees to comply with this requirement. 12. The Village shall be responsible for any damage or liability the Town may incur due to the Village's, its' employees', agents', contractors' and/or subcontractors' misuse of the Town's records management system and/or GIS mapping technology as provided hereunder. -6- 13. The Village shall indemnify and hold harmless the Town for any damage to 3"d parties due to the Village's, or its employees', agents', contractors' and/or subcontractors misuse of the Town's record management system and/or GIS mapping technology. 14. Upon the termination of the agreement or the expiration of the term,the Town will return all original and copies of documents it has in its possession, if any,to the Village and will purge its record management system of any and all Village records. 15. This Agreement may not be changed, altered, amended or extended except by written consent of the parties pursuant to applicable provisions of law. 16. This Agreement shall bind the successors, assigns and representatives of the parties hereto. 17. All provisions as required by Law are hereby deemed inserted. The parties agree that nothing in this Agreement shall be construed so as to interfere with or diminish any municipal powers or authority. IN WITNESS WHEREOF,this Agreement has been executed by the Supervisor of the Town of Southold who has caused the sea] of the Town to be affixed hereto, pursuant to resolution of the Town Board dated March 8, 2016 and by the Mayor of the Village, who has caused the seal of the Village to be affixed hereto,pursuant to a resolution of the Village Board dated Dune. .2016 . TOWN OF S UTHOLD (TOWN SEAL) By: Q Scot A. Russell, Supervisor INCORPORATED VILLAGE OF GREENPORT (VILLAGE SEAL) By: 161 Geo ge W. Hubbard, fr. Mayor -7- INTERMUNICIIPAL AGREEMENT FOR RECORDS MANAGEMENT AND COORDINATED ASSESSMENT SERVICES AGREEMENT made this -S.,-,day of March r 2016 by and between the TOWN OF SOUTHOLD, a municipal corporation with its principal place of business at P.O. Box 1179, 53095 Route 25, Southold,New York 11971-0959 hereinafter referred to as"TOWN"and the INCORPORATED VILLAGE OF GREENPORT, a municipal corporation with its principal place of business at 236 Third Street,Greenport,New York 11944,hereinafter referred to as the"VILLAGE"; WHEREAS,municipal corporations are authorized by Section 119-0 of Article 5- G of the General Municipal Law of the State of New York to enter into agreements for the performance among themselves or one for the other of their respective functions, powers and duties on a cooperative or contract basis; and WHEREAS,the parties previously entered into an Inter-Municipal Agreement for records management and coordinated assessment services dated February 21, 2013, and WHEREAS,the Town has updated the property tax assessments of parcels within the Village since 1990 and the Village has received a costs savings through the reduction of wages paid to a full-time assessor; and WHEREAS,the Town has established a records management system including the programs Municity, GIS, Laserfiche and RPS for the tracking, management and digital storage of the Town's records,including assessment records; and WHEREAS,the Town,pursuant to New York State Grant project number 0580101224 (SED Code 581005640067),has shared use and access of the Municity tracking program and other records management systems with the Village; and -1- WHEREAS,the Town,pursuant-toNew York State Grant project number 0580144561 (SED Code 5181005640067)has shared use and access of the Geographical Information System Program and other records management systems with the Village; and WHEREAS,the Town pursuant to New York State Grant project number 0580155463 (SEI) Code 581,995640067)has shared use and access of the Laserfiche RIO system,and WHEREAS,the Town and the Village intend to share these services and systems, to assist the Village with'tax assessment,permit tracking and its mapping needs. NOW,THEREFORE, it is mutually agreed by and between the parties hereto as follows: 1. This agreement shall supersede and replace the-Inter-Municipal Agreement between the parties for records management and coordinated assessment services date February 21,2013. 2. The term of this Agreement shall be five (5)years,with an option to renew if consented to by both the Village and Town and on,the same terms and conditions set forth herein. 3. The Agreement may be terminated, in whole or in part,by either party on 180 days written notice to the other party in the event either party fails to fulfill-its obligations under this Agreement or in the event continued performance under the terms of this Agreement would not be in the best interest of either the Town or the Village. Such „ notice shall me made in accordance with the Notice provision below: 2- 4. All Notices required to be given under this Agreement shall be sent prepared registered mail,return receipt requested, or as the parties may later determine in writing, to the parties at the following addresses: Town Attorney Town of Southold P.O. Box 1179 54375 Route 25 Southold,New York 11971-0959 Town Clerk Town of Southold P.O. Box 1179 53095 Route 25 Southold,New York 11971-0959 Village Clerk Village of Greenport 236 Third Street Greenport,New York 11944 5. Any and all services provided under this-Agreement shall at all times be under the direction and supervision of the Board of Assessors,the Information Technology Department,the Land Management Coordination Department and the Records Management Department of the Town of Southold,and their interpretations and decisions shall be final and conclusive. 6. Tax Assessment. a. The Town agrees to provide its Assessors and their assessing services to the Village and shall provide the Village with an assessment roll in accordance with the provisions of the Town and Real Property Tax Laws. b. The Town will provide a list of all assessment changes to the Village real property tax assessments on or before December 3l"of each year. -3- C. The Village will purchase any copies of the assessment roll that it requires from the Town. d. The Village will notify the Town of any changes in the criteria it develops for real property tax exemptions. e. The Village will notify the Town of any changes in the Village boundaries and which properties are located within the Village f. The Village will provide the Town with a copy of all Building Permits issued by the Village(to the extent that said information is not inputted into Municity), site plan approvals and subdivision approvals, in addition to any and all plans and/or subdivision maps within 30 days of the issuance of said approvals. 7. Records Management(GIS,Municity and Laserfiche). a. The Town will provide the Village access to the Town's Records Management systems and associated equipment including scanners,printers and filmers. b. The Town will provide the Village training in the use of its Records Management systems and associated equipment. C. The Town and Village will share costs for outside training based on the number of employees that receive the training. d. The Town and Village will share costs of maintenance based on the percentage of usage. e. The Town and Village will share costs of any consumables such as paper, toner/ink and film based on their actual usage of same. f. The Town will provide technical support to the Village in the use, -4- configuration and maintenance of its Records Management systems and associated - equipment. g: The Town will provide the Village with direct access to any support vendors for its Records Management systems and the Village will coordinate any support issues with the Town. h. The Village will provide the Town access to its computer systems and hardware for troubleshooting purposes related to the Town's Records Management, systems as needed. i. The Town will be responsible for routine backups of all data and installation of any software updates and patches. j. The Village will be responsible for entering and maintaining their data on the Records Management Systems. k. -The Village will identify documents that are to remain confidential with no public access and documents that can be accessed by the public via the internet and the Town will be responsible for configuring its systems accordingly. 8. Use of equipment. a. The Town shall lend the Village the following equipment for use in connection with this agreement, One Fujitsu Model #fi5750C Serial# 10281, One Fujitsu Model#4097d Serial# 313070, One Fujitus Model#4097D Serial# 008469 (hereinafter collectively referred to as "the equipment"). b. The Village shall be responsible for any maintenance of the equipment at its sole expense. -5- V i C. The Town has made no warranties or promises regarding the condition of the equipment. d. The Village shall responsible for any consumables with regard to the use of the equipment including,but not limited to rollers and cleaning kits. 9. Remote Desktop Licenses a. The Town has purchased ten(10)Microsoft Remote Desktop Licenses for use by the Village in connection with this agreement for the amount of six hundred ninety dollars and ninety cents($690.90). b. Within 30-days of the execution of this agreement,the Village shall reimburse the Town for the cost of the licenses. C. At all times,the licenses shall remain the property of the Town. 10. The Village shall indemnify and hold the Town harmless for any loss of data resulting from damage to the town's systems or its backups. 11. The Village is responsible for maintaining any and all security and confidentiality of its records through keeping any passwords issued by the Town secure and by developing a policy for records confidentiality and security. The Village hereby acknowledges that it is aware that the Town's password policies requires that a password be changed every six months and agrees to comply with this requirement. 12. The Village shall be responsible for any damage or liability the Town may incur due to the Village's, its' employees', agents', contractors' and/or subcontractors' misuse of the Town's records management system and/or GIS mapping technology as provided hereunder. -6- 13. The Village shall indemnify and hold harmless the Town for any damage to 3"d parties due to the Village's,or its employees', agents', contractors' and/or subcontractors misuse of the Town's record management system and/or GIS mapping technology. 14. Upon the termination of the agreement or the expiration of the term,the Town will return all original and copies of documents it has in its possession, if any,to the Village and will purge its record management system of any and all Village records. 15. This Agreement may not be changed, altered, amended or extended except by written consent of the parties pursuant to applicable provisions of law. 16. This Agreement shall bind the successors, assigns and representatives of the parties hereto. 17. All provisions as required by Law are hereby deemed inserted. The parties agree that nothing in this Agreement shall be construed so as to interfere with or diminish any municipal powers or authority. IN WITNESS WHEREOF,this Agreement has been executed by the Supervisor of the Town of Southold who has caused the seal of the Town to be affixed hereto, pursuant to resolution of the Town Board dated March 8, 2016 and by the Mayor of the Village, who has caused the seal of the Village to be affixed hereto,pursuant to a resolution of the Village Board dated ;ane. 3 ,2016 . TOWN OF S UTHOLD (TOWN SEAL) By: Q Scot A. Russell, Supervisor INCORPORATED VILLAGE OF GREENPORT VILLAGE SEAL ( ) B :y Geo ge W. Hubbard, r. Mayor -7- C �i t8tt , �FBNPot IV VILLAGE OF GREENPORT BOARD OF TRUSTEES REGULAR MEETING THURSDAY, JUNE 23, 2016 AT 7:00 PM RESOLUTION OF THE BOARD OF TRUSTEES At the Village of Greenport Board of Trustees Regular Meeting held on Thursday, June 23, 2016; the Board adopted a RESOLUTION authorizing Mayor Hubbard to execute the attached Inter- Municipal Agreement between the Town of Southold and the Village of Greenport regarding Records Management Shared Services. RESULT: ADOPTED [UNANIMOUS] MOVER: Julia Robins, Trustee SECONDER: Jack Martilotta,Trustee AYES: Martilotta, Phillips, Roberts, Robins, Hubbard Jr. STATE OF NEW YORK COUNTY OF SUFFOLK ss: THIS IS TO CERTIFY THAT I. Sylvia Pirillo, Village Clerk of the Village of Greenport of the County of Suffolk, have compared the foregoing copy of the resolution now on file in this office, which was adopted by the Village of Greenport Board of Trustees on June 23, 2016 and that the same is a true and correct transcript of said resolution of the whole thereof. IN WITNESS WHEREOF, I have hereunto set my hand and the official seal of the Village of Greenport of the County of Suffolk. Dated: June 23, 2016 41/' via eaz i Pirillo, RMC age Clerk Village of Greenport RESOLUTION #06-2016-31 DOC ID: 2908 i RECEIVED cb�PsesPos;q, �� ' ®PITNEY BOWES VILLAGE OF GREENPORT AUG 2 2 2016 0 2 1 A 236 3RQ ST = 0004633982 AUG 11 2016 GREENPORT, NY 11944 Southold Town Clerk MAILED FROM Zip CODE 11 944 6/ 1 Z- Alo- v ,' l l -p-, �3 (D �0 L) � ovholck A/, 91q ? I — Oqs `� ltlt(�t�Ei.(t���f;P(����;►it��E1�'l.�I�l:rcl{ia+t�iit�:;cf l Norklun, Stacey From: Neville, Elizabeth Sent: Thursday, June 16, 2016 10:13 AM To: Norklun, Stacey Subject: FW: Emailing: NEW RM IMA Town_20160615140459 Please LF From: jmartilotta [mailto:jmartilotta@greenportvillage.org] Sent: Thursday, June 16, 2016 8:14 AM To: 'mbphillips@greenportvillage.org'; 'ghubbard@greenportvillage.org'; Jrobins@greenportvillage.org'; 'droberts@greenportvillage.org'; Neville, Elizabeth Cc: Sylvia Lazzari Pirillo (Sylvia Lazzari Pirillo); Jeanmarie Oddon (JMOddon@greenportvillage.org) Subject: Re: Emailing: NEW RM IMA Town_20160615140459 Thank you so much! Respectfully, Jack Martilotta > On June 15, 2016 at 2:37 PM "Neville, Elizabeth" <E.Nevillegtown.southold.ny.us>wrote: > Good Afternoon Everyone, > Attached, please find the final draft of the Inter-Municipal Records Management Agreement between the Town of Southold and the Village of Greenport for your review and approval. > I will be delivering two (2) original copies to the Village Office this afternoon. > I look forward to a mutually rewarding relationship of sharing our records management automation solutions with you. >Please feel free to contact me with any questions. >Please return one fully executed copy of the agreement to me, together with your Village Board resolution. > Best Regards, > Betty Neville > Elizabeth A. Neville, MMC > Southold Town Clerk& FOIL Officer >PO Box 1179 > Southold, NY 11971 > Tel. 631 765-1800, Ext. 228 > Fax 631 765-6145 > Cell 631466-6064 i > Your message is ready to be sent with the following file or link attachments: >NEW RM IMA Town_20160615140459 >Note: To protect against computer viruses, e-mail programs may prevent sending or receiving certain types of file attachments. Check your e-mail security settings to determine how attachments are handled. z INTERMUNICIIPAL AGREEMENT FOR RECORDS MANAGEMENT AND COORDINATED ASSESSMENT SERVICES AGREEMENT made this 8 day of March ,2016 by and between the TOWN OF SOUTHOLD, a municipal corporation with its principal place of business at P.O. Box 1179, 53095 Route 25, Southold,New York 11971-0959 hereinafter referred to as"TOWN" and the INCORPORATED VILLAGE OF GREENPORT, a municipal corporation with its principal place of business at 236 Third Street, Greenport,New York 11944, hereinafter referred to as the"VILLAGE"; WHEREAS,municipal corporations are authorized by Section 119-0 of Article 5- G of the General Municipal Law of the State of New York to enter into agreements for the performance among themselves or one for the other of their respective functions, powers and duties on a cooperative or contract basis; and WHEREAS, the parties previously entered into an Inter-Municipal Agreement for records management and coordinated assessment services dated February 21, 2013,and WHEREAS, the Town has updated the property tax assessments of parcels within the Village since 1990 and the Village has received a costs savings through the reduction of wages paid to a full-time assessor; and WHEREAS,the Town has established a records management system including the programs Municity, GIS, Laserfiche and RPS for the tracking, management and digital storage of the Town's records, including assessment records; and WHEREAS, the'Town, pursuant to New York State Grant project number 0580101224 (SED Code 581005640067), has shared use and access of the Municity tracking program and other records management systems with the Village; and _I_ WHEREAS,the Town, pursuant to New York State Grant project number 0580144561 (SED Code 5181005640067)has shared use and access of the Geographical Information System Program and other records management systems with the Village; and WHEREAS, the Town pursuant to New York State Grant project number 0580155463 (SED Code 581995640067) has shared use and access of the Laserfiche RIO system, and WHEREAS,the Town and the Village intend to share these services and systems to assist the Village with tax assessment, permit tracking and its mapping needs. NOW, THEREFORE, it is mutually agreed by and between the parties hereto as follows: 1. This agreement shall supersede and replace the Inter-Municipal Agreement between the parties for records management and coordinated assessment services date February 21, 2013. 2. The term of this Agreement shall be five (5) years, with an option to renew if consented to by both the Village and Town and on the same terms and conditions set forth herein. 3. The Agreement may be terminated, in whole or in part,by either party on 180 days written notice to the other party in the event either party fails to fulfill its obligations under this Agreement or in the event continued performance under the terms of this Agreement would not be in the best interest of either the Town or the Village. Such notice shall me made in accordance with the Notice provision below. -2- 4. All Notices required to be given tinder this Agreement shall be sent prepared registered mail,return receipt requested, or as the parties may later determine in writing, to the parties at the following addresses: Town Attorney Town of Southold P.O. Box 1179 54375 Route 25 Southold,New York 11971-0959 Town Clerk Town of Southold P.O. Box 1179 53095 Route 25 Southold,New York 11971-0959 Village Clerk Village of Greenport 236 Third Street Greenport,New York 11944 5. Any and all services provided under this Agreement shall at all times be under the direction and supervision of the Board of Assessors, the Information Technology Department, the Land Management Coordination Department and the Records Management Department of the Town of Southold, and their interpretations and decisions shall be final and conclusive. 6. Tax Assessment. a. The Town agrees to provide its Assessors and their assessing services to the Village and shall provide the Village with an assessment roll in accordance with the provisions of the Town and Real Property Tax Laws. b. The Town will provide a list of all assessment changes to the Village real property tax assessments on or before December 3l" of each year. -3- C. The Village will purchase any copies of the assessment roll that it requires from the Town. d. The Village will notify the Town of any changes in the criteria it develops for real property tax exemptions. e. The Village will notify the Town of any changes in the Village boundaries and which properties are located within the Village f. The Village will provide the Town with a copy of all Building Permits issued by the Village(to the extent that said information is not inputted into Municity), site plan approvals and subdivision approvals, in addition to any and all plans and/or subdivision maps within 30 days of the issuance of said approvals. 7. Records Management(GIS, Municity and Laserfiche). a. The Town will provide the Village access to the Town's Records Management systems and associated equipment including scanners,printers and filmers. b. The Town will provide the Village training in the use of its Records Management systems and associated equipment. C. The Town and Village will share costs for outside training based on the number of employees that receive the training. d. The Town and Village will share costs of maintenance based on the percentage of usage. C. The Town and Village will share costs of any consumables such as paper, toner/ink and film based on their actual usage of same. f. The Town will provide technical support to the Village in the use, -4- configuration and maintenance of its Records Management systems and associated equipment. g. The Town will provide the Village with direct access to any support vendors for its Records Management systems and the Village will coordinate any support issues with the Town. h. The Village will provide the Town access to its computer systems and hardware for troubleshooting purposes related to the Town's Records Management systems as needed. i. The Town will be responsible for routine backups of all data and installation of any software updates and patches. j. The Village will be responsible for entering and maintaining their data on the Records Management Systems. k. The Village will identify documents that are to remain confidential with no public access and documents that can be accessed by the public via the internet and the Town will be responsible for configuring its systems accordingly. 8. Use of equipment. a. The Town shall lend the Village the following equipment for use in connection with this agreement, One Fujitsu Model # f 5750C Serial # 10281, One Fujitsu Model #4097d Serial # 313070, One Fujitus Model#4097D Serial# 008469 (hereinafter collectively referred to as "the equipment"). b. The Village shall be responsible for any maintenance of the equipment at its sole expense. -5- C. The Town has made no warranties or promises regarding the condition of the equipment. d. The Village shall responsible for any consumables with regard to the use of the equipment including,but not limited to rollers and cleaning kits. 9. Remote Desktop Licenses a. The Town has purchased ten(10) Microsoft Remote Desktop Licenses for use by the Village in connection with this agreement for the amount of six hundred ninety dollars and ninety cents($690.90). b. Within 30-days of the execution of this agreement, the Village shall reimburse the Town for the cost of the licenses. C. At all times,the licenses shall remain the property of the Town. 10. The Village shall indemnify and hold the Town harmless for any loss of data resulting from damage to the town's systems or its backups. 11. The Village is responsible for maintaining any and all security and confidentiality of its records through keeping any passwords issued by the Town secure and by developing a policy for records confidentiality and security. The Village hereby acknowledges that it is aware that the Town's password policies requires that a password be changed every six months and agrees to comply with this requirement. 12. The Village shall be responsible for any damage or liability the Town may incur due to the Village's, its' employees', agents', contractors' and/or subcontractors' misuse of the Town's records management system and/or GIS mapping technology as provided hereunder. -6- 13. The Village shall indemnify and hold harmless the Town for any damage to 3"d parties due to the Village's, or its employees', agents', contractors' and/or subcontractors misuse of the Town's record management system and/or GIS mapping technology. 14. Upon the termination of the agreement or the expiration of the term,the Town will return all original and copies of documents it has in its possession, if any,to the Village and will purge its record management system of any and all Village records. 15. This Agreement may not be changed, altered, amended or extended except by written consent of the parties pursuant to applicable provisions of law. 16. This Agreement shall bind the successors, assigns and representatives of the parties hereto. 17. All provisions as required by Law are hereby deemed inserted. The parties agree that nothing in this Agreement shall be construed so as to interfere with or diminish any municipal powers or authority. IN WITNESS WHEREOF, this Agreement has been executed by the Supervisor of the Town of Southold who has caused the seal of the Town to be affixed hereto, pursuant to resolution of the Town Board dated March 8, 2016 and by the Mayor of the Village, who has caused the seal of the Village to be affixed hereto, pursuant to a resolution of the Village Board dated 2016 . TOWN OF S THOLD (TOWN SEAL) By: Scott A. Russell, Supervisor INCORPORATED VILLAGE OF GREENPORT (VILLAGE SEAL) By: _ George W. Hubbard, Jr. Mayor -7- eusrn+Q RESOLUTION 2013-104 4 ADOPTED DOC ID: 8525 THIS IS TO CERTIFY THAT THE FOLLOWING RESOLUTION NO.2013-104 WAS ADOPTED AT THE REGULAR MEETING OF THE SOUTHOLD TOWN BOARD ON JANUARY 29,2013: RESOLVED that the Town Board of the Town of Southold hereby authorizes and directs Supervisor Scott A. Russell to execute the Intermunicipal Agreement between the Town of Southold and the Village of Greenport in connection with the Town's Records Management System and coordinated assessment services, subject to the approval of the Town Attorney. 4 -2?ww� Elizabeth A. Neville Southold Town Clerk RESULT: ADOPTED [UNANIMOUS] MOVER: Christopher Talbot, Councilman SECONDER:Louisa P. Evans, Justice AYES: Ruland,Talbot, Doherty, Evans, Russell ABSENT: Albert Krupski Jr. INTERMUNICIIPAL AGREEMENT FOR RECORDS MANAGEMENT AND COORDINATED ASSESSMENT SERVICES AGREEMENT made thisdl d y of ,2013, by and between the TOWN OF SOUTHOLD,a municipal corporation with its principal place of business at P.O. Box 1179, 53095 Route 25, Southold,New York 11971-0959 hereinafter referred to as"TOWN"and the INCORPORATED VILLAGE OF GREENPORT, a municipal corporation with its principal place of business at 236 Third Street, Greenport,New York 11944,hereinafter referred to as the"VILLAGE"; WHEREAS, municipal corporations are authorized by Section 119-0 of Article 5- G of the General Municipal Law of the State of New York to enter into agreements for the performance among themselves or one for the other of their respective functions, powers and duties on a cooperative or contract basis; and WHEREAS, the Town has updated the property tax assessments of parcels within the Village since 1990 and the Village has received a costs savings through the reduction of wages paid to a full-time assessor; and WHEREAS, the Town has established a records management system including the programs Municity, Laserfiche and RPS for the tracking,management and digital storage of the Town's records, including assessment records; and WHEREAS, the Town, pursuant to New York State Grant project number 0580101224(SED Code 581005640067), has shared use and access of the Municity tracking program and other records management systems with the Village; and WHEREAS, the Town intends to file an additional grant application to further enhance its records management system with Geographic Information Systems(GIS) capabilities; and -1- WHEREAS,the Town intends to share its GIS capabilities with the Village, subject to any budgetary and funding constraints and the Village intends to utilize the GIS for mapping its infrastructure, if it becomes available; and WHEREAS,the Town and the Village intend to share these services and systems to assist the Village with tax assessment,permit tracking and its mapping needs. NOW,THEREFORE, it is mutually agreed by and between the parties hereto as follows: 1. The term of this Agreement shall be five (5)years,with an option to renew if consented to by both the Village and Town and on the same terms and conditions set forth herein. 2. The Agreement may be terminated, in whole or in part, by either party on 180 days written notice to the other party in the event either party fails to fulfill its obligations under this Agreement or in the event continued performance under the terms of this Agreement would not be in the best interest of either the Town or the Village. Such notice shall me made in accordance with the Notice provision below. 3. All Notices required to be given under this Agreement shall be sent prepared registered mail,return receipt requested, or as the parties may later determine in writing, to the parties at the following addresses: Town Attorney Town of Southold P.O. Box 1179 54375 Route 25 Southold,New York 11971-0959 -2- Town Clerk Town of Southold P.O. Box 1179 53095 Route 25 Southold,New York 11971-0959 Village Clerk Village of Greenport 236 Third Street Greenport, New York 11944 4. Any and all services provided under this Agreement shall at all times be under the direction and supervision of the Board of Assessors and the Records Management Department of the Town of Southold, and their interpretations and decisions shall be final and conclusive. 5. Tax Assessment a. The Town agrees to provide its Assessors and their assessing services to the Village and shall provide the Village with an assessment roll in accordance with the provisions of the Town and Real Property Tax Laws. b. The Town will provide a list of all assessment changes to the Village real property tax assessments on or before December 31st of each year. C. The Village will purchase any copies of the assessment roll that it requires from the Town. d. The Village will notify the Town of any changes in the criteria it develops for real property tax exemptions. e. The Village will notify the Town of any changes in the Village boundaries and which properties are located within the Village f The Village will provide the Town with a copy of all Building Permits issued by the Village(to the extent that said information is not inputted into Municity), -3- site plan approvals and subdivision approvals, in addition to any and all plans and/or subdivision maps within 30 days of the issuance of said approvals. b. Records Management(Municity and Laserfichel a. The Town has provided and will continue to provide the Village with access to the Town's records management system, b. The Town will provide access to its equipment for scanning infrastructure maps and will train identified Village employees on the use of Town equipment. Additionally, the Town will provide the Village with a server/database to store its documents and will allow the Village to access the scanned documents. C. The Village will identify employees that will be trained to use and will utilize Town equipment for the purpose of scanning infrastructure maps. All scanning will take place at a time convenient to both parties and in Town Hall,where the scanning equipment is located. The Village will enter all required data into the database provided by the Town. d. The Town has provided training to pertinent Village employees regarding the use of the Town's records management system. Any training of new employees on the use of the Town's records management system will be provided by the Village at its sole cost and expense, if any. e. The Village will be responsible for entering any data into the program and for the maintenance of records retained within the Town's records management system for the Village. f. The Village will identify documents that are to remain confidential with no public access and documents that can be accessed by the public via the internet. -4- 7. GIS Services a. The Town or the Village will convert the scanned infrastructure information stored within the Town's records management software into GIS maps, if the Town obtains the capability and funding for any additional equipment and/or software required to complete the conversion. b. If the scanned infrastructure information is converted to GIS maps,the Town agrees to provide a public portal to the Village to access GIS information over the internet, if the Town obtains the capability and funding for any additional equipment and/or software required. C. The Town will provide a public portal to the Village to access GIS information identified in the"Town of Southold and Village of Greenport GIS Needs Assessment"prepared by Bowne Management Systems Inc. in 2011, if the Town obtains the capability and funding for any additional equipment and/or software required. 8. The Village is responsible for maintaining any and all security and confidentiality of its records through keeping any passwords issued by the Town secure and by developing a policy for records confidentiality and security. 9. Upon the termination of the agreement or the expiration of the term, the Town will return all original and copies of documents it has in its possession, if any,to the Village and will purge its record management system of any and all Village records. 10. This Agreement may not be changed, altered,amended or extended except by written consent of the parties pursuant to applicable provisions of law. 11. This Agreement shall bind the successors,assigns and representatives of the parties hereto. -5- 12. The Village shall be responsible for any damage or liability the Town may incur due to the Village's misuse of the Town's records management system and/or GIS mapping technology as provided hereunder. 13, All provisions as required by Law are hereby deemed inserted. The parties agree that nothing in this Agreement shall be construed so as to interfere with or diminish any municipal powers or authority. IN WITNESS WHEREOF,this Agreement has been executed by the Supervisor of the Town of Southold who has caused the seal of the Town to be affixed hereto, pursuant to resolution of the Town Board dated January 29,2013 and by the Mayor of the Village, who has caused the seal of the Village to be affixed hereto,pursuant to a resolution of the Village Board dated ,2013. TOWN OF WUTHOLD (TOWN SEAL) By: Q.z".40 L/z r /I Sc tt A. Russell, Supervisor INCORPORAT VIL AGE OF GREENPORT (VILLAGE SEAL) By: P lL3 David Nyc , a or -6-