2013 organizational chart

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Finance 2013 OrganizatiOnal Chart

GeoGraphic information

SyStemScentral

Data entry

information technoloGy

accountS payable

accountS receivable

comptroller

payrollpurchaSinG

buDGet & finance

auDit aDviSorycommittee

town boarD

internalauDit & control

finance

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cOMPTROLLeR2013 OrganizatiOnal Chart

General Data entry & office Support

Hannah Cannon (P/T)• Enterbudgetmodifications;• Enterfalsealarmbilling;• Conductspostauditsofvendorchecks;• Processandvalidateemployeetimecards;• Entersemployeepayrollbatches;• Assistwithinternalandexternalcorrespondence;• PrepareAuditAdvisoryCommitteemeetingagendasandminutes;• Provideofficesupportfororganizationanddigitizationoffiles,purchasing

ofsuppliesandmanagementofincomingandoutgoingmail.

town comptrollerLeonard Marchese

TheTownComptroller is responsible forall the fiscalaffairsof theTown. TheComptrollerestablishessoundfinancialpolicyandprocedures;accountsforallTownmoniesreceivedandallotsmoniestocorrectaccounts;maintainsbankaccountsandfinancialrecordsoftheTown;processesallpaymentsanddeterminesuponwhichaccountthepaymentsaremade.HandlesallmunicipalbondingfortheTown,andmanagescreditratingagencyrelationships.

TheTownComptrollermanagesandmaintainsfinancialcontrolsandsystemsinordertoensurethat themunicipal finances aremaintained in an accurate and timelymanner. Establishes,maintainsandimplementsfinancialpoliciesandprocedures;cashcontrols;thegeneralledger.Monitorcashreservesandinvestments.

ManagestheTown’sannualoperatingandcapitalbudgetingprocessandensurescompliancethroughouttheyearwithTownBoardappropriations.

operatinG & capital buDGet manaGer

Richard LalomiaTheBudgetAssistantmonitorsandsupportsTowndepartments to ensure compliance with theirOperating and Capital Budgets. Amendmentsto the Operating and Capital Budget arecoordinated with the budget assistant, throughbudget modification requests and Town BoardResolutions.• Respondstodepartmentalrequestsfor

informationregardingbudgetandfinancelegislation;

• CoordinatesBudgetModificationrequestsfromDepartmentsandmaintainsfileofBudgetModificationRequestforms;

• AmendcapitalbudgetasrequiredbyTownBoardResolution;

• WritesandpreparesfinalcopiesofbudgetandfinancelegislationdraftedbyComptroller’sOffice;

• AssistsinpreparationofannualOperatingBudgetandMonthlyandQuarterlyReporting;

• EnsuresconsistencybetweenannualOperatingBudgetandCapitalBudget;

• SupportsComptrollerinreviewandapprovalofallTownBoardsubmittedresolutions;

• Support Town departments in determiningcapitalprojectfundingavailability;

• Process and maintain file of purchase orderchanges;

• Audit requisitions under $5,000 approved bydepartments;

• Providebackuptovendorpaymentprocessing;.

purchaSinG compliance & claimS

auDitinGKathleen Galligan

• AssisttheTowndepartmentstoensurecompliancewithTown’sprocurementpolicyandapplicablemunicipallaw;

• Reviewsandauditspurchaseordersandvoucherssubmittedforpaymentfromotherdepartmentsandensureavailablebudgettopay;

• Auditcapitalfundinvoicepaymentsforbudgetandbondauthorizationcompliance;

• Assistsindocumentationandreportingforgrantreimbursements;

• MaintaincontrollogofchecksandcashreceiptsdirectlybyComptroller’soffice;

• Reviewsmonthlybankreconciliationsandpreparesmanualjournalentriesasrequired;

• Monitorandreconcilebalancesheetaccountsatyearend;

• Prepareauditreconciliationschedulesandprovideotherauditsupport;

• EnsurescompliancewithStateComptrollerRecommendedPracticesandGovernmentAccountingStandards.

accountS payable

accountS receivable

payroll

auDitor

purchaSinG

Deputy comptrollerJeffrey Bogdan

TheDeputyComptrollerassiststheTownComptrollerinoveralladministrationoffiscalaffairsoftheTown.TheDeputyshallhavethefullauthoritytoperformalldutiesoftheComptrollerinhisabsence.

TheDeputyComptrollermanagestheintegrityofallTownfinancialaccounting,budgetingandreportingsystemsandcoordinatestheindependentfinancialaudits.Overseestheaccountspayableandaccountsreceivablesystemsinordertoensurecompleteandaccuraterecordsofallmonies.Additionaldutiesinclude:• Maintainsallfinancialaccountingrecords;• EnsurescompliancewithapprovedFundingandAppropriations;• AssistsinthepreparationoftheAnnualOperatingBudget;• Overseesrequiredannualaudits;• EnsurescompliancewithStateComptrollerRecommendedPracticesandGovernmentAccountingStandards;• Evaluateseffectivnessofinternalaccountingprocedures;• MaintainintegrityofTown’schartofaccounts..

payroll SuperviSor & accountS payable Support

Dawn Moyer• AuditEmployeePayinstructionsreceivedfromHumanResources• Process Payroll, run Payroll Checks, and transmit ACH file and

PositivePayfiletobank• PreparejournalentriesforPayrollLiabilitiesandOtherEmployee

deductionsandmakepayments• PreparePayrollFundingInstructionsforWireTransfers• ReconcilePayrollReportstoGeneralLedgerAccounts• Create and submit monthly NYS Retirement Report to State

Comptroller’sOffice• Review budget availability for all Human Resources Part-time

EmployeerequestformsforTownComptrollerapproval• Monitor and ensure budgetary compliance for all Part-timeand

OvertimeEmployeepayments• CalculatefinancialimpactforallPersonnelTownBoardResolutions• Auditandreconcileemployeetimecards• Assistinpostauditsofvendorchecks• Auditspayrolldataentrybatchesforaccuracy• Approvesallpayrollbatchesforpostingandprintsoutfinaledit

sheet;• PreparesbatchtotalsbycheckbookforWarrantandprepares

figuresforTownBoardResolution.

General accountinGEileen Quinn

• Providesaccountingsupporttoensureaccurateandtimelyfinancialrecords;

• Maintainbankaccountsandpreparesbankreconciliationsandcollateralschedulesmonthlyforover30bankaccounts;

• Preparesmanualjournalentriesasrequired;• Maintaindocumentationofaccountingproceduresandcontrols;• Assistintheimplementationofinternalcontrolrecommendationsby

theauditors;• Assignandmaintainvendorcodesforaccuratedisbursements;• Auditandverifypurchasesmadebyemployeesoncreditcards;• Coordinateandmaintainrecordsregardingexpendituresand

reimbursementsfromFEMA;• Auditandprocessutilityinvoices;• MaintainscontrolrecordsfortheTown’scopierleases.

revenue & caSh receiptS accountinG

Dorota GodlewskiThe Revenue Accountant position is responsible for ensuring the Town’sRevenuesareaccuratelyrecordedontheTown’sGeneralLedger.Inaddition,thefollowingtasksareperformed:• Coordinatewithdepartmentstoobtainallcashreceiptrecordsand

ensureaccurateaccountingofrevenues;• ControlandprocessdepositsforchecksreceivedbyComptroller;• Createandprocessallcashjournalentriesforthefundingofpayroll,

warrantandbondpayments;• Executeandmanageallbankwiretransfers;• Preparecashflowreports;• Processfuel,gas,andlandfillchargebacks;• Approveandsetupnewvendors;• Reviewsand/orpreparessalesinvoicesandaccountsreceivables;• Managesbankingrelationships;• Identifynewfundingrequirements.

accountS payable Data entry

& recorDS manaGementLisa Laznovsky

Enters information fromavarietyof financial sourcematerial into financial control systems,includingaccountspayable,accountsreceivable,alarmbilling,journalentries,etc.Additionaltasksinclude:• AssistsinscanningComptrollerOfficedocuments;• Processesrequestsformobilephoneequipmentneededbythedepartments;• Verifiesdata;detectsanddeleteserrorsandreenterscorrectdata;• MaintainsfilesofaccountspayablesourcedocumentsandcoordinateswiththeDivisionof

RecordsManagement;• Entersalarmbillingcashreceipts;• EnterstoMaxxVault,digitizedrecordsmanagementsystem;• Maintainjournalentryrecords.• Postauditvendorchecks.

Senior accountant/DiSburSementS manaGer

Mark ConradResponsibleforallTowndisbursementsincluding;employees,payrollliabilities,vendorpayments,othermunicipalities,PILOTpaymentsandDebtpayments.Tasksinclude:• Audit&Approvesemimonthlypayrolls;createselectronicfiles;preparesfundingrequirements;remitsliabilities;auditsvariancestobudget;

• Supervisesaccountspayableauditingprocessandtown-wideutilitypayments;

• Supervisesdataentryofallpaymentvouchersandpurchaseorderreceipts;• Processesaccountspayablewarrants;supervisesvendorpaymentsbatchprocessing;postsbatches;processespayments;preparesfundingrequirements;

• MaintainsscheduleofBond/BANpaymentsandensurestimelypayment;• Overseesallstepsnecessarytoremitschoolandfiredistricttaxmoneys

collectedbytheTaxReceiver;calculatesallocations;prepareswiresorchecks;informsrecipients.

• Preparesdisbursementandpayrolljournalentries.

buDGet & finance

contractS technician

Allison MancusoPrepares bid documents,contracts and resolutionsfor all Town departments,ensures insurance andprevailing wage compliancefor all agreements, worksclosely with Comptroller’soffice to ensure adequatefundingforprojects,contracts,proposals,etc,participationinannualreviewandupdatetoProcurementPolicy.

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Department SummaryDepartment: Town Comptroller

Budget Year:Division:

Cost Center #:Manager:

Tax District:

2013Finance Department

1315Leonard Marchese

Full Town

The Town Comptroller’s Office workload is directly related to the activity of the Town Board, the volume of tax receipts, the activity in the operating departments and capital projects, and the need for budget modifications throughout the year.

Workload:

The Town Comptroller’s Office oversees all financial and audit activities for the Town of Southampton. The mission of the Town Comptroller’s Office is to:

1. Establish sound financial policies and procedures.2. Maintain accurate and complete financial accounting records for all economic events.3. Manage the preparation of the Town’s Annual Operating and Capital Budgets.4. Ensure compliance with all Town Board approved Funding and Appropriations.5. Provide timely and useful financial reporting and management information to the Supervisor, Town Board and public.6. Approve and record all Town Revenues.7. Maximize Cash Management opportunities for all investment and borrowing requirements.8. Coordinate independent, forensic, and internal audits.9. Manage the integrity of all Town financial accounting, budgeting and reporting systems.10. Issue all Town disbursements (Audit & Control).11. Review and approve all Town Board Resolutions.12. Manage the Town's municipal borrowing.13. Maintain and establish Internal Controls over all fiscal affairs.

The Department is responsible for disbursing and accounting for approximately $115 million in operating expenses for wages, supplies and services, and ensurescompliance with the Adopted Budget. The Comptroller manages the financing of the Town's Capital Projects (multi-year construction projects or other assetacquisitions) averaging $20 million per year, historically.

The Comptroller’s Office manages the preparation of both the Operating and Capital Budgets and records all budget modifications in the Town’s financial controlsystems.

In addition, the Comptroller's Office will oversee the Information Technology, Purchasing and the Audit and Control functions if the budget is adopted as proposed.

All Town Board Resolutions are reviewed for fiscal impact and must be approved by the Town Comptroller.

Departmental Mission & Responsibilities:

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Tax District:



Full Town

In 2012, the Town collected a total of $322.9 million in Property Taxes. Upon receipt from the Tax Receiver, the Town Comptroller disbursed $242 million in taxesto the various School, Library, Ambulance, and Fire Districts, and $56 million in property taxes was accounted for in the Town’s Operating and Special Districtsaccounts. In addition, CPF and LIPA payments in lieu of taxes are disbursed annually by the Comptroller’s Office.

General Accounting – Identify, prepare and post manually an average of 2,500 journal entry batches each year. Maintain accounting integrity in approximately10,000 financial accounts across 38 separate funds.

Accounts Payable- Process and audit approximately 25,000 invoices per year and prepare and mail 8,000 checks to vendors. Maintain over 5,500 Vendor files.

Purchasing- Review, audit against budget and approve approximately 2,500 Purchase Orders annually.

Revenue/Accounts Receivable- Manually reconcile and record revenue reports and cash receipts from 18 governmental units each month. Process and recordapproximately 2,800 cash payments per year, of which 56 are from State and County Aid.

Payroll- Processes payroll for approximately 500 full time employees, 110 part-time year-round employees and approximately 300 temporary seasonal staff. Remitall payroll liabilities and file all quarterly reports, as required. Process, code and audit over 500 timesheets monthly, 110 timecards weekly and over 400 seasonaltimecards weekly to ensure credits and charges are correct.

Cash Management - Manage cash of over $130 million in more than 30 bank accounts to maximize interest earnings. Perform approximately 360 manual bankreconciliations per year.

Capital Project Control – Provides and manages funding for approximately 100 active Town projects per year. In 2012, two formerly issued serial bonds worth$16.8 million were refinanced at a cost savings of over $1.7 million. A $6.0 million BAN was issued in 2012. Approximately, 40 Bond Payments are made each yearrequiring a minimum 320 journal entries to record on the ledgers.

Restricted Funds – Ensure compliance with over $6 million of Restricted Funds, accounted for in over 475 accounts.

Budget preparation and management- Prepare annual operating budget of approximately $115 million for over 125 Cost Centers, across 14 Tax Districts, whileeffectively controlling taxpayer monies. Identified and recorded approximately 200 Operating Budget modification requests annually, resulting in entries to over1,100 ledger accounts. Prepare annual capital budget of approximately $15 million annually across 100 projects. An additional 150 Capital Budget entries aremade annually on average.

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Tax District:



Full Town

Audit Committee Support – The Comptroller schedules quarterly meetings of the Audit Committee and at such other times that the Chair of the Audit AdvisoryCommittee determines is necessary. Administrative support for the Committee is provided by the Office of the Comptroller, which also shall prepare recordsmanagement, prepare minutes and agendas, and receive and distribute correspondence on behalf of the Committee. Notice of the meetings shall be electronicallymailed to each member of the Committee by the Comptroller. The Comptroller provides all necessary information and documents to the Audit Committee inconnection with the Town's financial statements; progress of active and ongoing audits and those firms or staff responsible for conducting the same; completedaudit reports and data compilations; and provide letters of engagement and billing statements provided by firms conducting audits.

Financial Systems Support – Provide user definition and testing support assistance to Information Systems in the redeployment and implementation of accounting,budgeting and reporting systems. Still to be implemented:

- Electronic Funds Transfer- General Ledger Account Control- Timekeeping and Accruals- Paperless Payroll

Town Board Resolutions- Review and approve for fiscal and budgetary impact, approximately 1,200 resolutions annually. Over 50 Town Board Resolutions areinitiated by the Town Comptroller’s Office.

Tax Warrant Preparation- Prepare the annual Suffolk County Tax Warrant in conjunction with the Tax Receiver.

Tax Remittances- Prepare and remit 18 tax remittances received from the Tax Receiver for School, Fire & Ambulance Districts for a total of 384 payments. Inaddition, the Comptroller’s Office accounted for the 18 remittances in over 100 of the Town’s cost centers, for a total of 1,800 journal entries.

PILOT Remittances- Prepare and remit Community Preservation Fund & LIPA payments in lieu of taxes to School, Library, Ambulance, and Fire Districts, for a totalof 20 separate payments.

Audits Management – Coordinate and support data requests for:

- Independent Town Financial Audit (Nawrocki Smith)- Independent CPF Financial & Compliance Audit (BST)

Respond to the findings and recommendation of the:- Town wide State Comptroller Audit (NYS Comptroller’s Office)

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Tax District:



Full Town

- Internal Controls Readiness Review Recommendations (Nawrocki Smith)- CPF State Comptroller Audit (NYS Comptroller’s Office)

1. Review, revise as required, and document financial policies and procedures.

2. Consolidate cash receipts to enhance control of cash.

3. Enhance implementation of Financial Systems.

4. Convert as many vendors as possible to electronic payments.

5. Develop automated interfaces between the Town’s various Revenue systems and the Great Plains General Ledger.

6. Re-engineer accounting and control of inter-fund loans.

7. Provide Governmental Accounting Training and Financial Systems Training for all Staff in the Comptroller’s Office.

8. Implement a centralized Purchasing Division, develop related workflow efficiency and internal controls to maximize purchasing value and control of expenditures.

Goals & Objectives:

The Town Comptroller's Office is authorized under Section 20 (3)(b) and Section 34 of New York State Town Law.Legal Authority:

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NOTES:Position Class/Grade/Step

BaseSalary Longevity Other Comp

TotalComp

MedicalBenefits

Employer FICA Retirement

OtherBenefits

Total Benefits

TotalComp. & Benefits

Town Comptroller ADMINISTRATIVE 125,000 0 1,500 126,500 1,299 8,456 17,078 794 27,627 154,127

Budget Assistant ADMINSUPPORT 56,000 0 0 56,000 9,792 4,284 7,560 369 22,005 78,005

Contracts Technician ADMINSUPPORT 50,305 0 0 50,305 19,854 3,848 6,791 335 30,828 81,133

Deputy Comptroller ADMINSUPPORT 91,800 0 1,500 93,300 1,299 7,137 12,596 592 21,624 114,924

Senior Accountant ADMINSUPPORT 74,285 0 0 74,285 19,854 5,683 10,028 480 36,045 110,330

Accountant CSEA40HOUR - 7-1-2010 / F / 1 50,310 0 0 50,310 19,988 3,849 6,540 335 30,712 81,022

Accountant CSEA40HOUR - 7-1-2010 / F / 1 50,310 0 2,500 52,810 1,299 4,040 6,865 343 12,548 65,358

Accountant CSEA40HOUR-NEW / F / 2 51,730 0 0 51,730 19,988 3,957 6,984 343 31,272 83,002

Data Entry Operator CSEA40HOUR-NEW / B / 5 40,549 1,626 0 42,175 10,865 3,226 5,694 281 20,066 62,241

Data Entry Operator - Part Time PART-TIME 25,000 0 0 25,000 0 1,913 0 181 2,093 27,093

Payroll Supervisor CSEA40HOUR-NEW / F / 2 51,730 2,070 0 53,800 19,988 4,116 7,263 350 31,717 85,517

667,020 3,696 5,500 676,216 124,225 50,509 87,399 4,404 266,536 942,752Total Town Comptroller - 1315

Employee Compensation & Benefits Schedule

Finance Department

Town Comptroller - 1315

Town of Southampton


2011Adopted

Budget

2012Adopted

Budget

2012Amended

Budget

2014Tentative

BudgetAccountCode

2011Actual

2013 Adopted Budget

2012Oct YTD

Actual

2013Adopted

Budget

2013Adopted

/ 2012Amended

Difference

2013Preliminary

BudgetDescription

2013Requested

Budget

2013Adopted

/ 2012Amended

% of Change

2014Adopted

Budget

2014Preliminary

Budget

2013Tentative

Budget

2014Requested

Budget

6490 Consultants 50,000 108,737 75,000 108,375 107,405 10,000 0 0 0 108,375 100.00% 10,000 0 0 06477 Copier Leases 6,500 4,872 4,900 4,900 3,682 3,600 3,600 3,600 3,600 1,300 26.53% 3,600 3,600 3,600 3,6006450 Schools & Training 3,000 546 3,000 2,400 1,009 5,000 5,000 5,000 5,000 (2,600) (108.33%) 5,000 5,000 5,000 5,0006426 Supplies - Other 800 317 400 400 239 392 392 392 392 8 2.00% 392 392 392 3926425 Office Supplies 2,200 1,371 2,000 2,000 1,347 1,960 1,960 1,960 1,960 40 2.00% 1,960 1,960 1,960 1,9606420 Other 500 220 500 500 141 490 490 490 490 10 2.00% 490 490 490 4906416 Travel, Dues and Related 750 871 750 1,250 705 735 735 735 735 515 41.20% 735 735 735 7356412 Publications 500 866 500 500 369 490 490 490 490 10 2.00% 490 490 490 4906411 Printing and Stationery 1,500 1,871 1,500 2,600 2,247 1,470 3,470 3,470 3,470 (870) (33.46%) 1,470 3,470 3,470 3,4706403 Gasoline 0 0 0 2,350 1,488 4,900 4,900 4,900 4,900 (2,550) (108.51%) 4,900 4,900 4,900 4,9006401 Contracts 75,000 52,863 27,500 13,625 4,500 75,950 61,650 64,150 64,150 (50,525) (370.83%) 26,950 26,950 29,450 29,4506400 Contracts - Other 25,000 0 35,000 32,150 20,220 34,300 32,300 32,300 32,300 (150) (0.47%) 34,300 32,300 32,300 32,300

Contractual:

1523 Alarm Billing 0 0 0 0 0 25,000 25,000 25,000 25,000 25,000 100.00% 25,000 25,000 25,000 25,000Total Other Revenue 0 0 0 0 0 25,000 25,000 25,000 25,000 25,000 100.00% 25,000 25,000 25,000 25,000

Other Revenue:

1001 Property Taxes 891,852 911,665 933,538 888,441 888,441 1,036,254 943,808 1,037,629 1,037,629 149,189 16.79% 998,622 924,630 1,031,140 1,031,140Total Real Property Taxes 891,852 911,665 933,538 888,441 888,441 1,036,254 943,808 1,037,629 1,037,629 149,189 16.79% 998,622 924,630 1,031,140 1,031,140

Real Property Taxes:

Total Revenue 891,852 911,665 933,538 888,441 888,441 1,061,254 968,808 1,062,629 1,062,629 174,189 19.61% 1,023,622 949,630 1,056,140 1,056,140

6875 Disability 230 115 245 245 89 317 288 317 317 (72) (29.41%) 317 288 317 3176865 Dental & Optical 8,640 7,933 10,419 10,419 6,547 12,994 11,694 12,994 12,994 (2,574) (24.71%) 12,994 11,694 12,994 12,9946860 Medical Insurance - Active Employees 119,572 111,653 119,910 89,910 60,984 109,461 92,677 111,232 111,232 (21,321) (23.71%) 109,461 92,677 111,232 111,2326840 Worker's Compensation 2,300 2,640 1,425 1,425 1,107 1,736 1,626 1,788 1,788 (363) (25.47%) 1,759 1,658 1,849 1,8496835 MTA Tax 0 0 1,838 1,775 1,493 2,241 2,101 2,306 2,306 (531) (29.92%) 2,285 2,157 2,399 2,3996830 FICA Tax Expenditure 37,518 36,737 40,707 38,216 31,121 48,381 45,336 50,662 50,662 (12,446) (32.57%) 49,374 46,431 51,886 51,8866810 Employee Retirement - Active 61,164 55,470 67,332 67,332 56,110 87,747 82,187 87,629 87,629 (20,296) (30.14%) 89,585 84,505 91,432 91,432

Total Employee Benefits - Current 229,424 214,547 241,876 209,322 157,450 262,876 235,910 266,926 266,926 (57,605) (27.52%) 265,774 239,411 272,109 272,109

Employee Benefits - Current:

6127 Cash in Lieu of Health Benefits 0 208 2,500 2,500 1,000 5,500 5,500 5,500 5,500 (3,000) (120.00%) 5,500 5,500 5,500 5,5006110 Longevity 0 0 0 0 0 3,696 3,696 3,696 3,696 (3,696) (100.00%) 3,696 3,696 3,696 3,6966105 Part Time Salaries 0 0 0 15,600 9,788 5,000 5,000 25,000 25,000 (9,400) (60.26%) 5,000 5,000 25,000 25,0006101 Overtime 7,600 4,452 6,500 6,500 1,173 2,000 2,000 2,000 2,000 4,500 69.23% 2,000 2,000 2,000 2,0006100 Salaries 489,077 490,632 531,612 483,469 402,817 642,895 601,715 642,020 642,020 (158,551) (32.79%) 651,365 613,737 665,048 665,048

Total Salaries 496,677 495,292 540,612 508,069 414,777 659,091 617,911 678,216 678,216 (170,147) (33.49%) 667,561 629,933 701,244 701,244

Salaries:

Total Employee Costs 726,102 709,839 782,488 717,391 572,227 921,967 853,821 945,142 945,142 (227,752) (31.75%) 933,335 869,343 973,353 973,353

Town of Southampton


2011Adopted

Budget

2012Adopted

Budget

2012Amended

Budget

2014Tentative

BudgetAccountCode

2011Actual

2013 Adopted Budget

2012Oct YTD

Actual

2013Adopted

Budget

2013Adopted

/ 2012Amended

Difference

2013Preliminary

BudgetDescription

2013Requested

Budget

2013Adopted

/ 2012Amended

% of Change

2014Adopted

Budget

2014Preliminary

Budget

2013Tentative

Budget

2014Requested

Budget

Total Contractual 165,750 172,533 151,050 171,050 143,351 139,287 114,987 117,487 117,487 53,563 31.31% 90,287 80,287 82,787 82,787Total Expenditures 891,852 882,373 933,538 888,441 715,578 1,061,254 968,808 1,062,629 1,062,629 (174,189) (19.61%) 1,023,622 949,630 1,056,140 1,056,140

Net Surplus (Deficit) 0 29,292 0 0 172,862 0 0 0 0 0 0 0 0

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Department SummaryDepartment: Audit & Control



Tax District:



Full Town

The principle responsibility of the Division of Audit and Control is to identify, monitor and manage risk in the Town by assessing the internal control systems. Also,to furnish improvement recommendations to ensure the reliability and integrity of financial and operational information, effectiveness and efficiency of operations,safeguard of assets and compliance with laws and regulations.

The required annual audit of the Town’s records by an independent accounting firm will be funded and arranged through the Audit Committee and Town Board.The Division of Audit and Control will provide assistance to the Comptroller in coordinating the audit process, to facilitate the speedy completion of the Town’saudits with minimal impact on Town operations and to enable the Town to reduce audit costs.

The Division of Audit and Control ensures implementation of the Corrective Action Plan, in response to the NYS Comptroller’s Audit, as well as recommendations inother consultant studies, are proceeding. As part of this process, the Division of Audit and Control is working with departments throughout the Town to develop andpromulgate policies and procedures for internal controls, procurement, and operations (including use of Town owned cellular equipment, technology and vehicles;travel reimbursement; etc.)


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Tax District:



Full Town

1. Drafts, revises, and analyzes Town-wide policies and procedures, in response to requests from the Town Board; provides special project analysis and supportservices; works with the Town Comptroller and selected consultants to analyze, correct, and improve the Town’s financial and audit systems.

2. Implement time and attendance software.

3. Act as liaison between the independent auditor and department and division managers. Assist Town Comptroller staff to timely provide documentation requiredby independent auditors.

4. Assist Comptroller’s Office in gathering requested information and researching and/or reviewing old records, where required.

5. Assist Town departments and divisions by providing audit, financial reconciliation and analytic assistance on special projects.

6. Review and recommend policy changes, as needed.

7. Assist in addressing audit findings and developing corrective action plans.

8. Assist in coordinating activities of the Town’s Audit Committee.

Workload:

1. Increase efficiency through the creation and implementation of standard procedures and policies: standardization of policies and procedures will reduce the timespent by departments in creating/recreating procedures for routine tasks and allows a department to focus on primary mission.

2. Identify and eliminate fraud, waste, and abuse through auditing activities, risk management activities and monitoring activities.

3. Increase productivity through the measurement, analysis, and possible redesign of business process and business units.

4. Assist the Comptroller’s Office in carrying out Town-wide financial / procedural policies with department heads and staff.

5. Assist in developing responses and corrective action plans for items addressed in the annual audit and management’s letter in response.

6. Provide recommendations to the Board on specific audit related concerns.

Goals & Objectives:

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Tax District:



Full Town

The Independent Audit cost center was established in accordance with the Supervisor's authority as the Town's Budget Officer.Legal Authority:

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TotalComp

MedicalBenefits


OtherBenefits

Total Benefits


Auditor - Vacant CSEA40HOUR - 7-1-2010 / F / E 41,377 0 0 41,377 16,657 3,165 5,379 276 25,476 66,854

41,377 0 0 41,377 16,657 3,165 5,379 276 25,476 66,854


Finance Department

Finance Department

Audit & Control - 1320

Total Audit & Control - 1320

Town of Southampton

Audit & Control - 1320

2011Adopted

Budget

2012Adopted

Budget

2012Amended

Budget

2014Tentative

BudgetAccountCode

2011Actual

2013 Adopted Budget

2012Oct YTD

Actual

2013Adopted

Budget

2013Adopted

/ 2012Amended

Difference

2013Preliminary

BudgetDescription

2013Requested

Budget

2013Adopted

/ 2012Amended

% of Change

2014Adopted

Budget

2014Preliminary

Budget

2013Tentative

Budget

2014Requested

Budget

6490 Consultants 0 0 25,000 25,000 0 24,500 30,000 30,000 30,000 (5,000) (20.00%) 24,500 30,000 30,000 30,0006401 Contracts 50,000 11,000 25,000 5,000 0 4,900 0 0 0 5,000 100.00% 4,900 0 0 06400 Contracts - Other 175,000 174,380 185,000 185,000 175,000 160,000 160,000 160,000 160,000 25,000 13.51% 160,000 160,000 160,000 160,000

Total Contractual 225,000 185,380 235,000 215,000 175,000 189,400 190,000 190,000 190,000 25,000 11.63% 189,400 190,000 190,000 190,000

Contractual:

Total Expenditures 225,000 185,380 235,000 215,000 175,000 269,536 256,854 256,854 256,854 (41,854) (19.47%) 271,642 272,242 272,242 272,242

1001 Property Taxes 225,000 195,125 235,000 215,000 215,000 269,536 256,854 256,854 256,854 41,854 19.47% 271,642 272,242 272,242 272,242Total Real Property Taxes 225,000 195,125 235,000 215,000 215,000 269,536 256,854 256,854 256,854 41,854 19.47% 271,642 272,242 272,242 272,242


Total Revenue 225,000 195,125 235,000 215,000 215,000 269,536 256,854 256,854 256,854 41,854 19.47% 271,642 272,242 272,242 272,242

6875 Disability 0 0 0 0 0 29 24 24 24 (24) (100.00%) 29 29 29 296865 Dental & Optical 0 0 0 0 0 1,299 1,083 1,083 1,083 (1,083) (100.00%) 1,299 1,299 1,299 1,2996860 Medical Insurance - Active Employees 0 0 0 0 0 18,688 15,574 15,574 15,574 (15,574) (100.00%) 18,688 18,688 18,688 18,6886840 Worker's Compensation 0 0 0 0 0 133 111 111 111 (111) (100.00%) 138 138 138 1386835 MTA Tax 0 0 0 0 0 169 141 141 141 (141) (100.00%) 174 174 174 1746830 FICA Tax Expenditure 0 0 0 0 0 3,793 3,165 3,165 3,165 (3,165) (100.00%) 3,926 3,926 3,926 3,9266810 Employee Retirement - Active 0 0 0 0 0 6,445 5,379 5,379 5,379 (5,379) (100.00%) 6,671 6,671 6,671 6,671

Total Employee Benefits - Current 0 0 0 0 0 30,556 25,476 25,476 25,476 (25,476) (100.00%) 30,925 30,925 30,925 30,925


6100 Salaries 0 0 0 0 0 49,580 41,377 41,377 41,377 (41,377) (100.00%) 51,317 51,317 51,317 51,317Total Salaries 0 0 0 0 0 49,580 41,377 41,377 41,377 (41,377) (100.00%) 51,317 51,317 51,317 51,317

Salaries:

Total Employee Costs 0 0 0 0 0 80,136 66,854 66,854 66,854 (66,854) (100.00%) 82,242 82,242 82,242 82,242


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Department SummaryDepartment: Purchasing Division



Tax District:



Full Town

The Division staff will consist of a Purchasing Director, a Contracts Technician and an Administrative Aide.

The workload of the purchasing division is as follows:1. Recommending suppliers and products that will meet the Towns standards for quality, price and performance.2. Reviewing current Vendor performance and pricing.3. Assisting with budget projections for departments as well as major projects.4. Communicates the purchasing policies and procedures to the Town's employees.5. Identifies areas where the purchasing process can be improved.

Workload:

The Town of Southampton's newly created Purchasing Division is responsible for insuring the timely and cost effective procurement of goods and services while adhering to the Town's policies and procedures, municipal laws and regulations and sound business practices.


The goals and objectives of the purchasing division are:1. Formulate purchasing policies and procedures.2. Standardize procurement practices Town-wide.3. Engage in better business practices while placing bids and searching for Vendors.4. Procure goods and services required to run the Town's business while following set guidelines establish by the Town.5. To ensure every dollar spent is utilized to its highest potential.6. Implement cost cutting procedures where applicable.

Goals & Objectives:

The Purchasing Division was created by the adoption of the 2013 Operating Budget and TBR 2012-831, enacting town code Chapter 72 to codify the powers and duties of the Town Comptroller.

Legal Authority:

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TotalComp

MedicalBenefits


OtherBenefits Total Benefits


Administrative Aide - Vacant ADMINSUPPORT 0 0 0 0 0 0 0 0 0 0

Contracts Technician ADMINSUPPORT 0 0 0 0 0 0 0 0 0 0

Purchasing Director - Vacant ADMINSUPPORT 0 0 0 0 0 0 0 0 0 0

0 0 0 0 0 0 0 0 0 0


Finance Department

Finance Department

Purchasing Division - 1345

Total Purchasing Division - 1345

Town of Southampton

Purchasing Division - 1345

2011Adopted

Budget

2012Adopted

Budget

2012Amended

Budget

2014Tentative

BudgetAccountCode

2011Actual

2013 Adopted Budget

2012Oct YTD

Actual

2013Adopted

Budget

2013Adopted

/ 2012Amended

Difference

2013Preliminary

BudgetDescription

2013Requested

Budget

2013Adopted

/ 2012Amended

% of Change

2014Adopted

Budget

2014Preliminary

Budget

2013Tentative

Budget

2014Requested

Budget

6401 Contracts 0 0 0 0 0 5,000 2,500 0 0 0 0.00% 5,000 2,500 0 0Total Contractual 0 0 0 0 0 5,000 2,500 0 0 0 0.00% 5,000 2,500 0 0

Contractual:

Total Expenditures 0 0 0 0 0 189,956 243,250 0 0 0 0.00% 191,653 255,210 0 0

1001 Property Taxes 0 0 0 0 0 189,956 243,250 0 0 0 0.00% 191,653 255,210 0 0Total Real Property Taxes 0 0 0 0 0 189,956 243,250 0 0 0 0.00% 191,653 255,210 0 0


Total Revenue 0 0 0 0 0 189,956 243,250 0 0 0 0.00% 191,653 255,210 0 0

6875 Disability 0 0 0 0 0 86 84 0 0 0 0.00% 86 86 0 06865 Dental & Optical 0 0 0 0 0 2,599 3,790 0 0 0 0.00% 2,599 3,898 0 06860 Medical Insurance - Active Employees 0 0 0 0 0 35,472 50,723 0 0 0 0.00% 35,472 52,121 0 06840 Worker's Compensation 0 0 0 0 0 324 410 0 0 0 0.00% 327 433 0 06835 MTA Tax 0 0 0 0 0 410 520 0 0 0 0.00% 415 549 0 06830 FICA Tax Expenditure 0 0 0 0 0 9,236 11,696 0 0 0 0.00% 9,343 12,353 0 06810 Employee Retirement - Active 0 0 0 0 0 16,098 20,640 0 0 0 0.00% 16,280 21,799 0 0

Total Employee Benefits - Current 0 0 0 0 0 64,225 87,862 0 0 0 0.00% 64,522 91,239 0 0


6105 Part Time Salaries 0 0 0 0 0 15,600 0 0 0 0 0.00% 15,600 0 0 06100 Salaries 0 0 0 0 0 105,131 152,888 0 0 0 0.00% 106,530 161,471 0 0

Total Salaries 0 0 0 0 0 120,731 152,888 0 0 0 0.00% 122,130 161,471 0 0

Salaries:

Total Employee Costs 0 0 0 0 0 184,956 240,750 0 0 0 0.00% 186,653 252,710 0 0

Net Surplus (Deficit) 0 0 0 0 0 0 0 0 0 0 0 0 0

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inFORMaTiOn teChnOlOgy2013 OrganizatiOnal Chart

aSSiStant Director of information manaGementJohn Capone

Assistinoverallmanagementoftechnologyoperations•Assistindevelopmentandmaintenanceoftechnologybudget•Network&SystemsAdministration

network & SyStemS coorDinatorTien Jo So

•Local Area Network (LAN) support & maintenance of networkbackbonedevicesforconnectivitybetw.PC’s,servers,printers,etc.withinTownHall

•Wide Area Network (WAN) support & maintenance of modems,routers&communicationslinesforconnectivitytoothersites

•Crossdomainnetworksecurityandantivirusprotection•Maintainnetworkmanagementsoftware•Patches, upgradesandmigrationsof server softwareapplicationsandoperatingsystems

•Maintenance,upgradesandplannedphase-outsofserverhardwareandperipherals

•Newserverinstallation•Refineandmaintainbackupandrecoverystrategy•Layoutoffacilitiesforcomputer,camera/security,telephones,A/V•Hardwareinventorymanagement•Coordination of installation for all new and repair for existingtelephoneanddatalinesandjacksatallTownsites

•ManagementofTownemailsystem•ManagementofTownwebsiteserverincludingvideostreaming.•Planningandcoordinationofnetworkupgradeand improvementprojects,suchasservervirtualization

•Newdatabaseinstallation•Patches,upgradesandmigrationsofdatabases•Database maintenance including indexing, reorganizations,shrinking,integritychecking

•Databasebackupsincludingdataandtransactionlogs•FinancialSystemstechnicalcoordinator

miS SpecialiSt Peter Mulvey

•Databasequeryingtoanalyzetrendsorextractspecificinformationtomeettheneedsofdepts•Reportwritingtocreateformatteddataoutputasrequested•Datatransfersbetweendatabasesforthepurposeofinterdepartmentalorinteragencycooperation•Setupofnewprocessestosupportdepartmentalneedsinsoftwareapplications•Examinedepartmentalworkflowsandre-engineerbusinessprocesseswhereappropriate•Researchsoftwareoptionstomeetdeptneeds•Coordinatewithdept&vendorsforsoftwaredemos•Assistdeptinchoosingsoftwareforbestoverallfit,includingcompatibilitywithTownnetwork,integrationwithexistingapplications,andpossiblebenefittootherdepartments

•PerformsclassroomtrainingfortheTown’ssoftwareapplications•Documentbusinessprocess&software•GeneralGovernsupportandimplementationformultipledepartments

network & SyStemS technician iiRon Castellano

pc and application Support 2•AlltechsupportactivesasdescribedunderLevel1•Analyze/researchsupportissuesunabletoberesolvedbyLevel1•Devise plans for new PC and software deployments, advise andassistLevel1inrollout

•ParticipateinstepsofISprojectsasperthedirectiveoftheNetworkAdmin(suchasrolloutprojectplan,softwareupgradeplan,etc.)

•Researchofnewequipmentandother technologyrelatedmattersandprovidesstatusandrecommendations

telephone/peripheral/multimedia equipment Support

•Coordinationofloanerequipment(PC’s,projectors,laptops,screens,etc.)

•Maintenanceandcoordinationofnew/repair/movesforphonelines,andcommunicationwithtelephonevendor

•Maintenanceandcoordinationfornew/repair/movesofmailequipment,photocopiers,faxmachines,postagemachines,camerasystems,recordingequipment,digitalaudio&videoandbindingequipment

account clerk typiStJennifer Willmott

•ProcurementofallgoodsandservicesassociatedwiththefunctionalityoftheInformationSystemsoperationsfortheTown

•Coordinatesbidprocesseswithcontractoffice.•Preparesresolutions•MaintainsITContracts•AssistsinthepreparationoftheInformationSystemsoperatingandcapitalbudgets

•AnswerDept.generalTechSupportlineanddispatchcalls•GeneraladministrativeassistantdutiessuchasmaintainsITinventoryitems,schedules,clericalactivitiesandreception

•AssistsinthefunctionofallITDivisionsasneededsuchasdataentryandproductionassistance

•AssistsITDirectorasrequired

technical Support repreSentativeJoseph Furlong

pc and application Support i•AnswerallTechSupportemails/calls•FixPChardwareproblems•Researchandanswersoftwarequestions•PCdeploymentsandupgradesasperLevel2•AssistemployeeswithPCusage

remote Site Support•HardwareandsoftwaresupportofoffsiteTownDepartmentsandcontractedagenciessuchasVillagesofQuogue,NorthHaven,SagHarbor,WHB

•Hardware and software support of Townmanagerial personnel with remotenetworkaccessfromhome

•HardwareandsoftwaresupportofagenciessuchasnotforprofitorganizationsandagenciesdoingstudiesfortheTown

•MaintenanceandupgradesofallPCandperipheralhardwareandsoftwareatremotesites,includingserversthatsupportremoteusers

•Sitevisitswherenecessaryforallremotesupport

network & SyStemS aDminiStratorMarty Knab

•PoliceDepttechnicaldutiestobeestablishedwiththeChiefofPolice•Crossdomainnetworksecurityandantivirusprotection

Director of information manaGementPaula Pobat

•Overallmanagementoftechnologyoperations•Developmentandmaintenanceoftechnologybudget•PoliciesandProcedures

•UsersSecurity


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Department SummaryDepartment: Information Technology



Tax District:

2013Information Technology Division

1680Paula Pobat

Full Town

The Information Technology workload involves the administration, support and management of the Town's local and wide area networks including all computer and network hardware, computer software for network management and departmental functionality, network infrastructure, peripherals, telephone systems and communication lines. Information Technology supports 450 workstations at 26 locations.

Workload:

The mission and responsibility of the Division of Information Technology is to provide the necessary and most efficient technology tools to supported users, in order to enable them to perform their responsibilities in the most efficient manner possible and to assist them in providing the best service to the Town's constituents.


1. To continue the enhancement of the functionality in the Govern systems for multiple departments to improve/simplify processes, as well as implement rules thatwould allow more automated electronic communications to reduce paper and staff costs.

2. To deploy desktop virtualization technology for in-house and remote access, reducing the need to purchase new hardware for users and making desktopmanagement more efficient.

3. To enhance the constituent experience by futher implementing web applications for online submissions and dissemination of information.

4. To research all existing Town owned software applications for underutilization, and work with vendors to maximize software functionality.

5. To investigate hosted solutions for Town technology needs and deploy where secure and cost effective.

6. Accomplish the goals outlined for the sub-units under departmental oversight of the Information Technology Division.

Goals & Objectives:

Established pursuant to Southampton Town Board resolution.Legal Authority:

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Salary Longevity Other CompTotal

CompMedicalBenefits




Assistant Director of Information Management

ADMINISTRATIVE 89,474 0 0 89,474 9,792 6,845 12,079 573 29,288 118,763

Director of Info Management ADMINISTRATIVE 107,182 0 3,092 110,273 19,854 8,221 14,887 691 43,652 153,925

Account Clerk Typist CSEA40HOUR-NEW / C / 5 43,994 0 0 43,994 19,988 3,366 5,939 296 29,589 73,583

M.I.S. Specialist CSEA40HOUR-NEW / E / 1 47,492 0 0 47,492 10,865 3,633 6,411 318 21,227 68,719

Network & System Coordinator CSEA40HOUR-NEW / J / 5 68,152 4,092 0 72,244 10,865 5,527 9,753 457 26,602 98,846

Network & System Specialist II CSEA40HOUR-NEW / F / 5 54,330 3,260 0 57,590 19,988 4,406 7,775 370 32,538 90,128

Security Coordinator CSEA40HOUR-NEW / J / 5 34,076 2,046 1,250 37,372 650 2,859 5,045 233 8,787 46,159

Technical Support Representative CSEA40HOUR-NEW / E / E 46,562 0 0 46,562 10,865 3,562 6,286 312 21,025 67,587

Program Aide I SEASONAL 13,000 0 0 13,000 0 995 0 108 1,102 14,102

504,262 9,398 4,342 518,002 102,865 39,412 68,175 3,357 213,810 731,812Total Information Technology - 1680


Information Technology Division

Information Technology - 1680

Town of Southampton


2011Adopted

Budget

2012Adopted

Budget

2012Amended

Budget

2014Tentative

BudgetAccountCode

2011Actual

2013 Adopted Budget

2012Oct YTD

Actual

2013Adopted

Budget

2013Adopted

/ 2012Amended

Difference

2013Preliminary

BudgetDescription

2013Requested

Budget

2013Adopted

/ 2012Amended

% of Change

2014Adopted

Budget

2014Preliminary

Budget

2013Tentative

Budget

2014Requested

Budget

6490 Consultants 83,886 20,020 158,270 75,888 17,545 123,010 110,000 110,000 110,000 (34,112) (44.95%) 115,500 110,000 110,000 110,0006466 Telephone - Wireless 18,000 10,253 6,000 10,000 9,903 6,000 6,000 6,000 6,000 4,000 40.00% 6,000 6,000 6,000 6,0006450 Schools & Training 6,000 165 6,000 3,969 1,747 6,000 6,000 6,000 6,000 (2,031) (51.17%) 6,000 6,000 6,000 6,0006439 Computer Supplies 0 0 0 0 0 55,000 50,000 50,000 50,000 (50,000) (100.00%) 50,000 45,000 45,000 45,0006425 Office Supplies 700 737 700 1,970 1,232 950 950 950 950 1,020 51.78% 1,000 1,000 1,000 1,0006423 Small Equipment (Non-Capital 0 12,412 25,000 51,960 32,027 35,000 30,000 30,000 30,000 21,960 42.26% 35,000 30,000 30,000 30,0006416 Travel, Dues and Related 800 0 800 2,131 1,211 2,100 2,100 2,100 2,100 31 1.45% 2,100 2,100 2,100 2,1006415 Telephone 54,504 51,890 0 0 0 7,500 7,500 7,500 7,500 (7,500) (100.00%) 7,500 7,500 7,500 7,5006406 Repair Equipment 2,000 0 2,000 1,430 631 1,500 1,500 1,500 1,500 (70) (4.90%) 1,700 1,700 1,700 1,7006403 Gasoline 0 54 0 280 116 280 280 280 280 0 0.00% 275 275 275 2756401 Contracts 548,048 558,453 574,547 566,227 460,282 550,465 550,465 550,465 550,465 15,762 2.78% 581,088 581,088 581,088 581,088

Total Contractual 713,938 653,984 773,317 713,855 524,693 787,805 764,795 764,795 764,795 (50,940) (7.14%) 806,163 790,663 790,663 790,663

Contractual:

2228 Revenue from Other Governments 36,659 39,491 39,488 39,488 38,639 39,488 39,488 39,488 39,488 0 0.00% 39,488 39,488 39,488 39,488Total Other Revenue 36,659 39,491 39,488 39,488 38,639 39,488 39,488 39,488 39,488 0 0.00% 39,488 39,488 39,488 39,488

Other Revenue:

1001 Property Taxes 1,312,130 1,260,848 1,422,674 1,360,629 1,360,629 1,474,672 1,457,119 1,457,119 1,457,119 96,490 7.09% 1,502,525 1,497,138 1,497,138 1,497,138Total Real Property Taxes 1,312,130 1,260,848 1,422,674 1,360,629 1,360,629 1,474,672 1,457,119 1,457,119 1,457,119 96,490 7.09% 1,502,525 1,497,138 1,497,138 1,497,138


Total Revenue 1,348,789 1,300,339 1,462,162 1,400,117 1,399,268 1,514,160 1,496,607 1,496,607 1,496,607 96,490 6.89% 1,542,013 1,536,626 1,536,626 1,536,626

6875 Disability 202 68 216 216 58 245 245 245 245 (29) (13.33%) 245 245 245 2456865 Dental & Optical 7,560 6,743 9,194 9,194 6,867 9,745 9,745 9,745 9,745 (552) (6.00%) 9,745 9,745 9,745 9,7456860 Medical Insurance - Active Employees 83,827 82,359 88,940 88,940 69,394 93,120 93,120 93,120 93,120 (4,180) (4.70%) 93,120 93,120 93,120 93,1206840 Worker's Compensation 2,090 2,352 1,275 1,275 990 1,337 1,351 1,351 1,351 (76) (5.98%) 1,358 1,383 1,383 1,3836835 MTA Tax 0 0 1,663 1,638 1,349 1,743 1,761 1,761 1,761 (123) (7.53%) 1,769 1,801 1,801 1,8016830 FICA Tax Expenditure 34,553 31,435 37,354 37,354 30,362 39,001 39,412 39,412 39,412 (2,057) (5.51%) 39,598 40,176 40,176 40,1766810 Employee Retirement - Active 54,943 46,309 61,134 61,134 50,945 68,531 68,175 68,175 68,175 (7,042) (11.52%) 69,583 69,759 69,759 69,759



6127 Cash in Lieu of Health Benefits 0 0 1,250 1,250 625 1,250 1,250 1,250 1,250 0 0.00% 1,250 1,250 1,250 1,2506110 Longevity 4,668 5,998 9,298 9,298 0 9,398 9,398 9,398 9,398 (100) (1.08%) 9,398 9,398 9,398 9,3986105 Part Time Salaries 0 0 0 5,000 4,150 5,000 13,000 13,000 13,000 (8,000) (160.00%) 5,000 13,000 13,000 13,0006103 Accumulated Sick/Personal Days 1,882 2,377 2,678 3,045 3,044 3,092 3,092 3,092 3,092 (47) (1.55%) 3,092 3,092 3,092 3,0926100 Salaries 445,125 406,474 475,844 467,919 395,573 493,894 491,262 491,262 491,262 (23,344) (4.99%) 501,692 502,994 502,994 502,994

Total Salaries 451,675 414,850 489,069 486,511 403,392 512,634 518,002 518,002 518,002 (31,491) (6.47%) 520,432 529,733 529,733 529,733

Salaries:


Town of Southampton


2011Adopted

Budget

2012Adopted

Budget

2012Amended

Budget

2014Tentative

BudgetAccountCode

2011Actual

2013 Adopted Budget

2012Oct YTD

Actual

2013Adopted

Budget

2013Adopted

/ 2012Amended

Difference

2013Preliminary

BudgetDescription

2013Requested

Budget

2013Adopted

/ 2012Amended

% of Change

2014Adopted

Budget

2014Preliminary

Budget

2013Tentative

Budget

2014Requested

Budget

Total Expenditures 1,348,789 1,238,100 1,462,162 1,400,117 1,088,049 1,514,160 1,496,607 1,496,607 1,496,607 (96,490) (6.89%) 1,542,013 1,536,626 1,536,626 1,536,626


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GeOGRaPhic infOrmatiOn SyStemS2013 OrganizatiOnal Chart


GiS manaGerMichael (Ross) Baldwin

• Coordinate,Implement,andManagetheTownsGISStrategiesandInitiatives

• EnsuretheDevelopmentandMaintenanceofSpatialApplications

• PreservetheIntegrityandDesignofGISDatabases• DevelopandImplementDepartmentStandards• ManageandDirectaTeamofGISProfessionals

aSSiStant cartoGrapher

James Gormley• WebMappingDesign• RasterAnalysis• SpecializedDepartmentalRequests• GPSCollectionandSupport• 3DAnalysis• DrainageCollectionSupport• DataMining• DataMaintenanceandIntegrity• LMProjects

GiS SuperviSorTara L. Coady

• Createwebsitesanddevelopwebcontentwhichisdesignedtobevisuallycompellingandtechnicallyefficient

• Coordinatesallsiteenhancementsandupgrades• WorksinconjunctionwithIStoobtaintechnicalhardwaretoaidintheefficientcompletionofnewandoldprojects.

• WorksinconjunctionwithIStoprovidetechnicalsupportfor all Town departments, regarding the research anddevelopmentofvariousprojects.

Senior proGrammer analySt

John Daly• ArcObjectsProgramming• DevelopmentofClassLibrariestosimplifytasks• ProvideprogrammaticsupporttoInformationTechnology• Researchandtroubleshooting• Developmentanddeploymentofvariouswebapplications• MaintenanceofexistingGISwebapplications


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Department SummaryDepartment: G. I. S.



Tax District:


1682Ross Baldwin

Full Town

The Geographic Information Systems (GIS) Division workload includes the administration, support, and management of the Town's Geographic Information Systems, supporting approximately 125 desktop users and 500 Professional Services Website users at various locations. The Division is also responsible for the administration, support and management of Pictometry Online.

Workload:

The mission of Geographic Information Systems Division (GIS) is to support the activities of the Town of Southamtpton and its citizens by providing and maintainingaccurate, current and complete geospatial data, as well as leveraging the knowledge contained in this information by using a set of procedures and techniquescollectively referred to as Geographical Information Systems (GIS). By providing GIS resources, Town staff and citizens are able to make decisions impacting thefuture of the Town of Southampton in an informed and logical manner. The GIS Division is continually researching innovative ways of improving the Town's GIS toassist and enhance analysis as well as improve employee productivity.

The GIS Division is responsible for the research, design, implementation and integration of GIS, GPS, Pictometry, and various other technologies that enhance theproductivity for all Town-related activities.


1 .Research the development of iOS and Android apps and publish mobile apps that would directly benefit the public with a focus on Emergency Prepareness.2. Continue to redevelop various mapping apps on a more efficient and quicker platform following the deprecation of existing platform.3. Perform detailed Land Classification and Impervious Surface model.4. Continue to create metadata for all of our GIS spatial data.5. Begin to capture Minor Subdivisons and Wetland Boundaries in GIS and Govern.

Goals & Objectives:

Town Code Chapter 27.Legal Authority:

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PROPOSED 2013 FEE SCHEDULE FOR GIS ePORTAL

The Southampton Town GIS ePortal is an internet application that allows you to access data about properties within the Town. Information regarding taxes, permits, mass appraisal, sales, as well as access to scanned images such as surveys, Certificate of Occupancy, Certificate of Compliance, and permits are also available. There is also a mapping component that allows subscribers to search any parcel within the Town and view it either as a base map, aerial image, or aerial oblique image.

Annual Subscription to the Professional Services GIS Website $350

Semi-Annual Subscription to the Professional Services GIS Website $225

Quarterly Subscription to the Professional Services GIS Website $140

Monthly Subscription to the Professional Services GIS Website $ 60

Daily Access Fee $ 5

NOTES:

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TotalComp

MedicalBenefits




Geographic Info Sys Manager ADMINISTRATIVE 83,232 0 0 83,232 19,854 6,367 11,236 535 37,992 121,224

Senior Programmer Analyst ADMINSUPPORT 67,543 0 0 67,543 9,792 5,167 9,118 439 24,517 92,060

Assistant Cartographer CSEA40HOUR-NEW / I / 1 60,354 2,415 0 62,769 19,988 4,802 8,474 404 33,667 96,436

Geographic Info Sys Supervisor CSEA40HOUR-NEW / K / 5 71,598 4,296 0 75,893 19,988 5,806 10,246 479 36,518 112,411

282,727 6,711 0 289,437 69,621 22,142 39,074 1,857 132,694 422,131



G. I. S. - 1682

Total G. I. S. - 1682

Town of Southampton

G. I. S. - 1682

2011Adopted

Budget

2012Adopted

Budget

2012Amended

Budget

2014Tentative

BudgetAccountCode

2011Actual

2013 Adopted Budget

2012Oct YTD

Actual

2013Adopted

Budget

2013Adopted

/ 2012Amended

Difference

2013Preliminary

BudgetDescription

2013Requested

Budget

2013Adopted

/ 2012Amended

% of Change

2014Adopted

Budget

2014Preliminary

Budget

2013Tentative

Budget

2014Requested

Budget

6490 Consultants 0 0 0 0 0 12,000 12,000 12,000 12,000 (12,000) (100.00%) 0 0 0 06466 Telephone - Wireless 0 0 700 700 0 700 700 700 700 0 0.00% 700 700 700 7006450 Schools & Training 1,000 94 1,000 1,010 926 3,000 2,000 2,000 2,000 (990) (98.02%) 2,000 2,000 2,000 2,0006425 Office Supplies 400 44 400 360 176 400 400 400 400 (40) (11.11%) 400 400 400 4006420 Other 0 30 0 120 90 250 2,200 2,200 2,200 (2,080) (1733.33%) 252 2,202 2,202 2,2026411 Printing and Stationery 0 0 0 0 0 2,000 1,500 1,500 1,500 (1,500) (100.00%) 1,800 1,500 1,500 1,5006401 Contracts 22,000 19,679 21,474 21,384 18,959 21,327 20,602 20,602 20,602 782 3.66% 21,671 20,946 20,946 20,946

Total Contractual 23,400 19,846 23,574 23,574 20,151 39,677 39,402 39,402 39,402 (15,828) (67.14%) 26,823 27,748 27,748 27,748

Contractual:


2775 Professional Fees 80,000 77,325 65,000 65,000 63,000 90,000 90,000 90,000 90,000 25,000 38.46% 90,000 90,000 90,000 90,0002770 Miscellaneous 0 0 0 0 30 0 0 0 0 0 0.00% 0 0 0 0

Total Other Revenue 80,000 77,325 65,000 65,000 63,030 90,000 90,000 90,000 90,000 25,000 38.46% 90,000 90,000 90,000 90,000

Other Revenue:



Total Revenue 371,440 405,792 396,836 396,786 394,816 423,234 461,533 461,533 461,533 64,748 16.32% 413,904 458,261 458,261 458,261

6875 Disability 115 58 104 104 48 104 115 115 115 (12) (11.11%) 104 115 115 1156865 Dental & Optical 4,320 4,231 4,413 4,413 3,296 4,678 5,197 5,197 5,197 (785) (17.78%) 4,678 5,197 5,197 5,1976860 Medical Insurance - Active Employees 33,360 48,970 57,864 57,864 42,440 56,948 64,423 64,423 64,423 (6,559) (11.34%) 56,948 64,423 64,423 64,4236840 Worker's Compensation 1,200 1,351 679 679 527 693 758 758 758 (79) (11.65%) 701 776 776 7766835 MTA Tax 0 0 875 825 667 899 984 984 984 (159) (19.25%) 909 1,008 1,008 1,0086830 FICA Tax Expenditure 19,842 19,693 19,695 19,695 14,999 20,221 22,142 22,142 22,142 (2,447) (12.42%) 20,443 22,669 22,669 22,6696810 Employee Retirement - Active 29,828 29,128 32,181 32,181 26,818 35,685 39,074 39,074 39,074 (6,893) (21.42%) 36,075 40,003 40,003 40,003



6110 Longevity 2,391 2,414 4,228 4,228 0 5,745 6,711 6,711 6,711 (2,483) (58.72%) 5,745 6,711 6,711 6,7116100 Salaries 256,984 256,984 253,223 253,223 201,383 258,585 282,727 282,727 282,727 (29,504) (11.65%) 261,479 289,610 289,610 289,610

Total Salaries 259,375 259,398 257,451 257,451 201,383 264,330 289,437 289,437 289,437 (31,987) (12.42%) 267,224 296,321 296,321 296,321

Salaries:



Town of Southampton

eGovernment & Production - 1686

2011Adopted

Budget

2012Adopted

Budget

2012Amended

Budget

2014Tentative

BudgetAccountCode

2011Actual

2013 Adopted Budget

2012Oct YTD

Actual

2013Adopted

Budget

2013Adopted

/ 2012Amended

Difference

2013Preliminary

BudgetDescription

2013Requested

Budget

2013Adopted

/ 2012Amended

% of Change

2014Adopted

Budget

2014Preliminary

Budget

2013Tentative

Budget

2014Requested

Budget

6450 Schools & Training 200 0 0 0 0 0 0 0 0 0 0.00% 0 0 0 06425 Office Supplies 200 174 0 0 0 0 0 0 0 0 0.00% 0 0 0 06401 Contracts 24,838 17,887 0 0 0 0 0 0 0 0 0.00% 0 0 0 0

Total Contractual 25,238 18,061 0 0 0 0 0 0 0 0 0.00% 0 0 0 0

Contractual:

Total Expenditures 209,662 186,277 0 0 0 0 0 0 0 0 0.00% 0 0 0 0

1001 Property Taxes 209,662 204,461 0 0 0 0 0 0 0 0 0.00% 0 0 0 0Total Real Property Taxes 209,662 204,461 0 0 0 0 0 0 0 0 0.00% 0 0 0 0


Total Revenue 209,662 204,461 0 0 0 0 0 0 0 0 0.00% 0 0 0 0

6875 Disability 58 0 0 0 0 0 0 0 0 0 0.00% 0 0 0 06865 Dental & Optical 2,160 2,115 0 0 0 0 0 0 0 0 0.00% 0 0 0 06860 Medical Insurance - Active Employees 34,297 32,398 0 0 0 0 0 0 0 0 0.00% 0 0 0 06840 Worker's Compensation 572 644 0 0 0 0 0 0 0 0 0.00% 0 0 0 06830 FICA Tax Expenditure 9,460 8,223 0 0 0 0 0 0 0 0 0.00% 0 0 0 06810 Employee Retirement - Active 14,220 12,577 0 0 0 0 0 0 0 0 0.00% 0 0 0 0

Total Employee Benefits - Current 60,767 55,958 0 0 0 0 0 0 0 0 0.00% 0 0 0 0


6110 Longevity 4,129 3,484 0 0 0 0 0 0 0 0 0.00% 0 0 0 06100 Salaries 119,528 108,774 0 0 0 0 0 0 0 0 0.00% 0 0 0 0

Total Salaries 123,656 112,258 0 0 0 0 0 0 0 0 0.00% 0 0 0 0

Salaries:

Total Employee Costs 184,424 168,216 0 0 0 0 0 0 0 0 0.00% 0 0 0 0

Net Surplus (Deficit) 0 18,183 0 0 0 0 0 0 0 0 0 0 0

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DaTa entry2013 OrganizatiOnal Chart

* Allocated to Land Management / Zoning Tax District


*Data entry SuperviSorJean Lawless

•Coordinatinganddistributingwork to theDataEntry staffsentfromvariousTowndepartments

•Planninganddirectingworkflow•Performingqualitycontroloncompleteddataentrywork•Analyzing,planninganddeploymentofnewprocedures•Interviewingcandidatesfornewworkpositions•Meetingwithdepartmentalsupervisorstoreviewworkthatisprocessed

•Maintaining logs of distributed and completed work toinsurethatworkisbeingcompletedinatimelyfashion.

•MeetswithDataProcessingManageronaregularbasistodiscussproductivityandanyissues.

*Senior Data entry operatorAllison Franklin

•Assists inquality controlof thework tomake sure itis accurate, before returning thework to the properdepartments.

•Assiststheotherdataentryoperatorswhenproblemsoccur.

•Trainsnewpersonnelintheproceduresandoperationof the department and also helps train currentemployeesinnewprocedures.

•Responsible for complicated data entry work, thatrequiresspecialknowledgeoftheassignmentandthecomputerprogramsused.

principal Data entry operatorCarmecha Langhorne

•Responsible in assisting Data Entry Supervisor andrunningthedepartmentinherabsence.

•AssistincoordinatinganddistributingworktotheDataEntrystaffsentfromvariousTowndepartments

•Assists in the planning and directing workflow, andreviewingtheworkofthestaffintheDataEntryDivision

•Suggestsnewprocedures for theDataEntryDivisionworkflows

•MeetswithDataEntrySupervisoronaregularbasistodiscussproductivityandissues.

ShareD reSponSibilitieS•PerformsinputforDataEntryDivisiondailywork•Data Entry is responsible for accurately and quicklyentering departmental information such as permits,tickets, Community Preservation forms, ownershiptransfer information,contracts,billingpayments,andinvoicing,aswellasassistingwithpayrollentry

•Provides additional support to departments duringoverflowperiods,suchasassistancefortheAssessor’sOfficeduringgrievanceperiod.

•Process mass mailings, assistance with large scaleprintjobs


2013 BUDGET

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NOTES:

Department SummaryDepartment: Data Entry



Tax District:


1685Paula Pobat

Full Town

Data Entry performs workflow processing for Land Management, Justice Court, Human Resources and Town Attorney/Contract Management, as well as the processing of mass mailings, assistance with large scale print jobs and special projects, when needed. Per year Data Entry processes approximately 17,000 Land Management Transactions, 4,500 alarm billing transactions, 15,000 Justice Court Tickets, 3,600 part time payroll cards, 10,000 pieces for scanning and indexing and 15,000 pieces for mailing/distribution across departments.

Workload:

The mission of Data Entry is to provide centralized services to process the functions of Town Departments in a highly efficient environment. Data Entry is responsible for accurately and quickly entering departmental information such as applications, permits, certificates, tickets, and invoicing, as well as assisting with payroll entry and scanning documents for various departments. Data Entry is also responsible for additional support for departments during overflow periods.


1. To continue to fulfill the Town’s mission to reduce paper, postage and printing costs by developing methods to provide electronic correspondence to users of theTown’s services

2. To use current programs with more efficiency to provide quicker turnaround time for workloads.

Goals & Objectives:

Town Code Chapter 27.Legal Authority:

2013 BUDGET

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TotalComp

MedicalBenefits




Data Entry Supervisor ADMINSUPPORT 31,661 0 0 31,661 9,927 2,422 4,274 207 16,830 48,491

Principal Data Entry Operator CSEA40HOUR-NEW / E / 4 50,383 3,024 0 53,407 19,988 4,086 7,210 345 31,629 85,036

82,045 3,024 0 85,069 29,915 6,508 11,484 552 48,459 133,528



Data Entry - 1685

Total Data Entry - 1685

Town of Southampton

Data Entry - 1685

2011Adopted

Budget

2012Adopted

Budget

2012Amended

Budget

2014Tentative

BudgetAccountCode

2011Actual

2013 Adopted Budget

2012Oct YTD

Actual

2013Adopted

Budget

2013Adopted

/ 2012Amended

Difference

2013Preliminary

BudgetDescription

2013Requested

Budget

2013Adopted

/ 2012Amended

% of Change

2014Adopted

Budget

2014Preliminary

Budget

2013Tentative

Budget

2014Requested

Budget

6425 Office Supplies 300 111 300 300 153 300 300 300 300 0 0.00% 300 300 300 3006401 Contracts 0 0 0 0 0 15,300 15,300 15,300 15,300 (15,300) (100.00%) 15,300 15,300 15,300 15,300

Total Contractual 300 111 300 300 153 15,600 15,600 15,600 15,600 (15,300) (5100.00%) 15,600 15,600 15,600 15,600

Contractual:




Total Revenue 237,380 238,427 128,546 128,546 128,546 149,128 149,128 149,128 149,128 20,582 16.01% 150,977 151,748 151,748 151,748

6875 Disability 86 29 43 43 12 43 43 43 43 0 0.00% 43 43 43 436865 Dental & Optical 3,240 3,173 1,839 1,839 1,373 1,949 1,949 1,949 1,949 (110) (6.00%) 1,949 1,949 1,949 1,9496860 Medical Insurance - Active Employees 50,467 50,565 26,670 26,670 20,842 27,966 27,966 27,966 27,966 (1,295) (4.86%) 27,966 27,966 27,966 27,9666840 Worker's Compensation 709 798 213 213 166 220 220 220 220 (6) (3.03%) 224 226 226 2266835 MTA Tax 0 0 281 281 217 289 289 289 289 (9) (3.07%) 294 297 297 2976830 FICA Tax Expenditure 11,722 11,479 6,316 6,316 4,872 6,508 6,508 6,508 6,508 (192) (3.03%) 6,624 6,672 6,672 6,6726810 Employee Retirement - Active 17,622 17,273 10,320 10,320 8,600 11,484 11,484 11,484 11,484 (1,164) (11.28%) 11,689 11,775 11,775 11,775



6110 Longevity 3,536 4,484 2,916 2,916 0 3,024 3,024 3,024 3,024 (108) (3.69%) 3,024 3,024 3,024 3,0246100 Salaries 149,697 149,511 79,647 79,647 66,292 82,045 82,045 82,045 82,045 (2,398) (3.01%) 83,564 84,197 84,197 84,197

Total Salaries 153,233 153,996 82,563 82,563 66,292 85,069 85,069 85,069 85,069 (2,506) (3.03%) 86,588 87,221 87,221 87,221

Salaries:



2013 organizational chart

Documents